Administrative Manual BOR-Approved

Approved via Board Resolution No.
27-B, series of 2010

dated 07 September 2010 during the 15th Meeting (Regular)
of the BPSU Governing Board
BPSU Administrative Manual
PART I
VISION, MISSION AND GOALS
Chapter 1
Vision
Section 1. A university of excellence acknowledged in the country and in the Asia-Pacific Region for quality graduates and knowledge responsive to
socio-economic needs
Chapter 2
Mission
Section 2. Provide quality and relevant education that will develop highly qualified and competitive human resources responsive to national and
regional development
Chapter 3
Goals
Section 3. The University shall have the following Goals:

3.1. To provide quality, responsive and relevant education that will produce highly qualified and competitive graduates
3.2. To generate and disseminate appropriate knowledge and technologies that will promote sustainable resource development
3.3. To help uplift the socio-economic conditions of rural and urban communities
3.4. To develop harmonious and co-operative University-community relationships.
3.5. To enhance revenue generating capability towards self-reliance
3.6. To achieve high level of competency and efficiency of entrepreneurial and auxiliary services
PART II
UNIVERSITY ORGANIZATIONAL STRUCTURE
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PART III
GENERAL PROVISIONS
Chapter 4
Scope and Objectives
Section 4. Scope. This Manual covers all functions and operations of the University regarding administrative and financial policies, rules, regulations
and protocol. Details for other areas and services shall be more comprehensively discussed in the other manuals of operations.
Section 5. Objectives. The following shall be the objectives of the BPSU Administrative Manual:
4.1. To serve as the primary Manual of Operations from which other manuals shall be based
4.2. To establish Administrative policies and working guidelines to ensure the smooth operation of the University
4.3. To inform all employees by serving as an easy-to-read reference guide on the necessary information on the relationship of offices
within the organizational structure
4.4. To serve as a means in defining, understanding and communicating policies and procedures, identifying responsibilities, and
providing guidelines in the performance of specific tasks
Chapter 5
Definition of Terms
Section 6. The following terms used in this Manual have the following operational definition:
6.1. Ad Hoc Committee- refers to any committee formed impromptu to address or work on a specific purpose
6.2 Board – This refers to the Governing Board of the University which is its highest policy-making body. The words Board and GB, as
used in this Manual, are interchangeable.
6.3 Campus Student Council refers to the duly elected governing body a campus.
6.4 College refers to an academic unit in which a particular program is housed
6.5 Conference refers to an assembly of professionals where specific topics are presented and discussed
6.6 Course refers to subjects taught under the program.
6.7 Employee – refers to both faculty and non-teaching personnel
6.8 Employees Association – the duly recognized association or federation of the members of the non-teaching staff of the
6.9 Faculty – refers to the body of instructors of each College, whether permanent or contractual
6.10 Faculty Association - the duly recognized association or federation of the faculty members, or the instructional staff, of the
University
6.11 Grievance – A work related discontentment or dissatisfaction which has been expressed in writing and which, in the aggrieved
employees opinion, has been ignored or dropped without due consideration.
6.12 Non-academic services are two-pronged: those that relate to student welfare and those that relate to student development.
6.13 On-the-Job Training refers to a training to which a graduating student is immersed for the purpose of providing orientation on the
actual working situation, tools, equipment or documents that the trainees will use once they are employed.
6.14 Program refers to the academic program a student is enrolled in (e.g. Master of Arts in Education, BS Civil Engineering, Diploma in
Engineering Technology, Associate in Computer Technology)
6.15 Satellite Campus refers to the all campuses other than the Main or Mother Campus.
6.16 Seminar refers to a gathering of a smaller group (as compared to a conference) of professionals who exercise a more active
participation to the discussion and presentation of a specific subject matter.
6.17 Staff – refers to those employees classified under the non-teaching category
6.18 Tenure refers to the holding of a permanent status as an employee
6.19 Term refers to a specific period of time given to an official or office head to serve, usually as part of a designation
6.20 Training is a process in which a participant is able to reach a certain standard of proficiency through lectures and hands-on
experience and exposure
6.21 Workshop refers to an educational seminar or series of meetings with emphasis on interaction and exchange of information among
a small number of participants
Part IV
THE GOVERNING BOARD
Chapter 6
Composition
Section 7. Rationale. As stipulated in Section 2, RA 8292, the composition of the governing boards of state universities and colleges (SUCs) was
modified to (a) achieve a more coordinated and integrated system of higher education; (b) render them more effective in the formulation and
implementation of policies on higher education; (c) provide for more relevant direction in their governance; and (d) ensure the enjoyment of academic
freedom as guaranteed by the Constitution.
Pursuant to Section 3, RA 8292, the Board has the following composition:

7.1. Chairman of the Commission on Higher Education (CHED) as Chairman;
7.2. University President as Vice-Chairman;
7.3. Chairman of the Senate Committee on Education and Arts as member;
7.4. Chairman of the House Committee on Higher and Technical Education and Culture as member;
7.5. Regional Director of the National Economic Development Authority (NEDA) as member;
7.6. Regional Director of the Department of Science and Technology (DOST) as member;
7.7. Regional Director of the Department of Agriculture (DA) as member;
7.8. President of the Faculty Association;
7.9. President of the Federated Student council;
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Chapter 7
Manner of Appointment
Section 8. Regular Members. The Board Chair, Vice-Chair and the three (3) ex-officio regular members representing Congress and NEDA have the
right to sit as Chair, Vice-Chair and members thereof ipso facto upon their assumption into office. (Section 7, RA 8292 IRR)
The CHED Chairman is authorized to designate a CHED Commissioner as Chair of the Board.
Section 9. Designation of Representatives. If the Board members from Congress cannot attend regular or special meetings/sessions, they may
designate in writing their representatives. The other Board ex-officio members from the government shall personally attend the Board meetings and
sessions. (Section 8, RA 8292 IRR)
Section 10. Faculty Regent. The duly elected President of the Faculty Association shall sit as member of the Board. The term of office shall be co-
terminous with the term of office in such capacity in accordance with the Association’s Constitution and By-Laws. (Sec. 3-a-vi and 3-b, RA 8292 and
Sec. 11, IRR)
Section 11. Student Regent. The President of the Federated Student Council (FSC) shall sit as member of the Board. (Sec. 3-a-vii, RA 8292). In the
event the student loses his/her status by way of graduation, dismissal, transfer, or other causes, the duly elected representative shall cease as member
of the GB. (Sec. 11, RA 8292 IRR)
Section 12. Board Secretary. The Board shall appoint a secretary upon the recommendation of the President who shall serve both the Board and the
university or college and shall keep all records and minutes of proceedings of the GB. (Sec. 7, RA 8292 and Sec. 33 IRR)
Chapter 8
Board Meetings
Section 13. Regular Meetings. The Board shall regularly meet at least once every quarter. (Sec. 8, RA 9403)
The SUC President shall be responsible for the needed preparations to ensure the smooth conduct of Regular Board Meetings. (Sec. 12.3, RA 8292
IRR)
Section 14. Notice of Meeting. The Board Secretary shall issue the Notice of Regular Meetings at least seven (7) days before the scheduled meeting
and shall furnish every Board member the proposed agenda and pertinent supporting documents authorized by the SUC President. (Sec. 7, RA 8292
and Sec. 33 IRR) The Board Secretary shall secure the confirmation of attendance one (1) day before the GB meeting.
Section 15. Special Board Meetings. The Board Chair or Vice-Chair may call special meetings whenever necessary, provided the members of the
Board have been duly notified in writing at least three (3) days before the date of the special meeting. (Sec. 12.4, RA 8292 IRR)
Board members may petition the Chair or Vice-Chair for a special meeting based on legitimate and urgent concerns requiring Board action and
decision. (Sec. 12.4, RA 8292 IRR)
The agenda of special meetings shall be limited to specific matters needing urgent action/resolution of the Board.
Upon instruction of the Board Chair or Vice-Chair, the Board Secretary shall issue a Notice of Special Board Meeting and shall furnish every Board
member the proposed agenda and pertinent supporting documents. (Sec. 7, RA 8292)
Section 16. Presiding Board Meetings. The Board Chair shall preside over regular and special meetings. (Sec. 14 and 16, RA 8292 IRR) In the
absence of a duly designated Board Chair, the President who is the GB Vice-Chair shall preside over the scheduled regular or special meeting. (Sec. 3-
c, RA 8292 and Sec. 14, RA 8292 IRR).
If the Board Chair or SUC President is not in attendance, the scheduled meeting shall be deferred and rescheduled to another date as agreed upon by
the other members.
Section 17. Determining a Quorum. After the Board Chair has called the board meeting to order, the Board Secretary shall call the roll. Based on the
number of GB members in attendance, the Board Secretary shall declare whether or not there is a quorum.
A majority of fifty percent plus one (50%+1) of all members holding office shall constitute a quorum, provided the Board Chair or President is among
those present in the meeting. (Sec. 3-c, RA 8292 and Sec. 13, RA 8292 IRR)
If a quorum cannot be declared for reason that the attendance does not constitute the majority of the Board members, the Board Chair may convert the
meeting into an executive session if the agenda is extremely urgent, provided that the actions taken shall be submitted for confirmation of the Board in
the subsequent meeting.
Section 18. Securing Board Authority/Approval via Referendum. In case of urgent matters requiring board action/resolution, the President may secure a
Board decision through a referendum if the Board cannot be convened for valid reasons.
Operational board matters during a board meeting may be submitted through a referendum upon instruction of the Board.
The Board shall promulgate policies pertaining to referendum(s) particularly on their scope and limitations. Generally, the referendums shall be limited
to academic and administrative matters.
Section 19. Preparing the Agenda of Board Meetings. The President shall initiate the submission of proposed agenda matters by the Vice-Presidents,
Campus Directors, Deans, Directors and other administrative officials at least twenty (20) days before the scheduled Board Meetings.
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The President shall call an administrative meeting with aforestated officials and shall finalize the proposed agenda of board meetings based on the
agreements during the executive session which the President organized.
Section 20. Preparing the Minutes of Board Meetings. The Board Secretary shall transcribe the proceedings/deliberations of the Board from a
tapescript.
The Board Secretary shall prepare the Minutes of a Board Meeting based on the transcribed proceedings/deliberations following the order in the
agenda and the format adopted/prescribed by the Board.
The Minutes of Board Meetings shall highlight the following:
1. All lines in all pages of the Minutes shall be numbered consecutively at the right margin for citation expedience;
2. The width of the left and right margins shall be in accordance with the standards set by the GB;
3. All Resolutions shall be numbered and shall be consistent with discussions and deliberations. The action of the Board shall be
indicated whether an agenda item is approved, confirmed, deferred or disapproved;
4. The Board Secretary shall sign the minutes as certified true and correct, and the President shall attest as to the truth and accuracy of
the minutes. The Board Chairman shall give the final approval.
Section 21. Composing a Board Resolution. A resolution adopted/promulgated by the Board is a collective decision on an agenda item discussed and
deliberated upon during board meetings.
In composing the resolution, the Board Secretary shall observe the following:
1. After thorough discussion and deliberation, a motion is filed stating the appropriate action to be taken;
2. The motion should be duly seconded before the Board Chair declares a division of the house or seeks a consensus of the Board;
3. The text of the resolution should be simple and straight-forward and should be consistent with the motion and the board deliberation;
4. The Resolutions shall be numbered accordingly;
5. The decision of the Board shall be indicated in the right bottom of the resolution;
6. A resolution deferring action on an agenda item shall clearly state the reason(s) for deferment/denial and/or conditions to be complied
with.
Example:
Upon motion of Hon. Jose Dela Cruz and duly seconded, the Board
passed:
Resolution No. 25, s. 2003

Authorizing the President to cause the bidding of the construction of (name
and description of project) and allocating the sum of (amount) for the
purpose.
APPROVED
7. The Board Secretary shall disseminate resolutions passed by the Board to the Officials and parties concerned, subject to the
approval of the President.
Section 22. Preparing and Releasing Excerpts of Board Resolutions. The Board Secretary shall prepare and release an excerpt of a specific Board
Resolution upon a written request of the party concerned who is not a from the University, stating the purpose of the excerpt requested.
The Board Secretary shall secure the approval of the President for the release of excerpts of Board Resolutions.
The party concerned shall be advised to pay to the cashier the authorized fee and the Official Receipt shall be presented to the Board Secretary. The
Board Secretary shall record the Official Receipt Number in the record book and in the approved request before releasing the original
excerpts and retaining the duplicate as office file.
The excerpts of a particular Board Resolution shall contain the following:

♦ Official Excerpt Number, e.g. Excerpt No. ____-2010
¾ Summary of discussion and deliberation
¾ Text of the resolution
¾ Action taken by the Board, (e.g. Approved, Confirmed, Disapproved or Deferred) and Resolution Number,
(e.g. Board Resolution No. ____-2010) to be indicated at the bottom of the text near the right margin.
Chapter 9
Organizing Committees
Section 23. Purpose. The Board may organize ADHOC committees for purposes of (a) enhancing in-depth study and analysis of specific concerns
presented to the Board and (b) ensuring maximum consultation with concerned stakeholders.
The committees organized include curricular programs, research, faculty welfare, student welfare, infrastructure, resource generation, linkages,
etcetera.
Chapter 10
Induction and Orientation of New University President
Section 24. Protocol. The Board shall ensure a meaningful induction and orientation of a new President by observing and implementing the following:
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24.1. The outgoing President shall undertake a meaningful turn-over of the institution, its on-going programs and projects, finances, fixed
assets, personnel profile and other concerns which the Board deems necessary. Non-compliance thereof shall mean no Board
clearance.
24.2. As a matter of progressive practice, the incumbent President shall cause the preparation of legitimate turn-over of documents and
term reports, six months before the end of the term, whether or not the incumbent is seeking a re-appointment for another term.
Chapter 11
Powers of the Board
Section 25. General Powers. The Board shall have general powers of administration and the exercise of all the powers granted to the Board of
Directors of a corporation under Section 36 of Batas Pambansa Blg. 68, otherwise known as the Corporation Code of the Philippines. (Sec. 4, RA
8292)
Basically, the Board is a policy-making body. As such, its prime concern on the administration of the University is the promulgation and implementation
of policies in accordance with declared state policies and pertinent provisions of the Philippine Constitution on education, science and technology, arts,
culture, and sports, as well as the policies, standards, and thrusts of the CHED under RA 7722. (Sec. 5, RA 8292)
Section 26. Specific Powers and Duties. As provided in Section 7 of the University Charter, Republic Act 9403, the following are the powers and duties
of the Governing Board:
26.1. To promulgate rules and regulations as may be necessary to carry out the purposes and functions of the University;
26.2. To receive and appropriate all sums as may be provided for the support of the University in the manner it may determine in its
discretion, in order to carry out the purposes and functions of the University;
26.3. To import duty-free economic, technical and cultural books and/or publications, upon certification by the CHED that such imported
books and/or publications are for economic, technical, vocational, scientific philosophical, historical or cultural purposes, in
accordance with the provisions of the Tariff and Customs Code, as amended;
26.4. To receive in trust legacies, gifts and donations of real properties of all kinds and to administer and dispose of the same when
necessary for the benefit of the University, and subject to the limitations, directions and instructions of the donor, if any.
Such donations shall be exempt from the donor’s tax and the same shall be considered as allowable deductions from the gross
income in the computation of the income tax of the donor, in accordance with the provisions of the National Internal Revenue Code
(NIRC) of 1997, as amended: Provided, that such donations shall not be disposed of, transferred or sold;
26.5. To fix the tuition fees and other necessary school charges, such as, but not limited to, matriculation fees, graduation fees and
laboratory fees, as the Board may deem proper to impose, after due consultations with the involved sectors.
Such fees and charges, including government shall constitute special trust funds and shall be deposited in any authorized
government depository bank, and all interests that shall accrue therefrom shall form part of the same funds for the use of the
University.
Any provision of existing laws, rules and regulations to the contrary notwithstanding, any income generated by the University from
tuition fees and other charges, as well as from the operation of auxiliary services and land grants, shall be retained by the
University, and may be disbursed by the Board for instruction, research, extension or other programs/projects of the University:
Provided, That all fiduciary fees shall be disbursed for the specific purposes for which they are collected.
If, for reasons beyond its control, the University shall not be able to pursue any project for which the funds have been appropriated
and allocated under its approved program of expenditures, the Board may authorize the use of said funds for any reasonable
purpose which, in its discretion, may be necessary and urgent for the attainment of the objectives and goals of the University;
26.6. To adopt and implement a socialized scheme of tuition and school fees for greater access to poor but deserving students;
26.7. To authorize the construction or repair of its buildings, machinery, equipment and other facilities, and the purchase and acquisition
of real property, including necessary supplies, materials and equipment;
26.8. To appoint upon recommendation of the president of the University, vice presidents, deans, directors, heads of campuses, faculty
members, and other officials and employees of the University;
26.9. To fix and adjust salaries of faculty members and administrative officials and employees, subject to the provisions of the Revised
Compensation and Position Classification System and other pertinent budget and compensation laws governing hours of service
and such other duties and conditions as it may deem proper; to grant them, at its discretion, leaves of absence under such
regulations as it may promulgate, any provision of existing law to the contrary notwithstanding; and to remove them for cause in
accordance with the requirements of due process of law;
26.10. To approve the curricula, instructional programs and rules of discipline drawn by the administrative and academic councils herein
provided;
26.11. To set policies on admission and graduation of students;
26.12. To award honorary degrees upon persons in recognition of their outstanding contribution in the fields of education, public service,
arts, science and technology, agriculture or in any field of specialization within the academic competence of the University; and to
authorize the awarding of certificates of completion of nondegree and nontraditional courses;
26.13. To establish and absorb nonchartered tertiary institutions within the Province of Bataan as branches and centers in coordination
with the CHED, and in consultation with the Department of Budget and Management (DBM), and to offer therein programs or
courses, to promote and carry out equal access to educational opportunities as mandated by the Constitution;
26.14. To establish research and extension centers of the University where such will promote the development of the latter;
26.15. To establish professorial chairs in the University and to provide fellowships for qualified faculty members and scholarships to
deserving students;
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26.16. To delegate any of its powers and duties provided hereinabove to the president and/or other officials of the University as it may
deem appropriate, so as to expedite the administration of the affairs of the University;
26.17. To authorize an external management audit of the University, to be financed by the CHED, subject to Commission on Audit (COA)
rules and regulations; and to institute reforms, including academic and structural changes, on the basis of the audit results and
recommendations;
26.18. To collaborate with other governing boards of the state colleges and universities within the Province of Bataan or Region 111,
under the supervision of the CHED and in consultation with the DBM, and work towards the restructuring of the University to
become more efficient, relevant, productive and competitive;
26.19. To enter into joint ventures with business and industry for the profitable development and management of the economic assets of
the University, the proceeds from which shall be used for the development and strengthening of the University;
26.20. To develop consortia and other economic forms of linkages with local government units (LGUs), institutions and agencies, both
public and private, local and foreign, in the furtherance of the purposes and objectives of the University;
26.21. To develop academic arrangements for institutional capability building with appropriate institutions and agencies, public and
private, local and foreign, and to appoint experts/specialists as consultants, part-time or visiting or exchange professors, scholars
or researchers, as the case may be;
26.22. To set up the adoption of modern and innovative modes of transmitting knowledge such as the use of information technology, the
dual learning system, open learning, or distance education and community laboratory for the promotion of greater access to
education;
26.23. To establish policy guidelines and procedures for ,participative decision-making and transparency within the University;
26.24. To privatize, where most advantageous to the University, the management of nonacademic services such as health, food, building
or grounds or property maintenance and such other similar activities; and
26.25. To extend the term of the president of the University beyond the age of retirement but not beyond the age of seventy (70), whose
performance has been unanimously rated by the governing board as outstanding based on the guidelines, qualifications and/or
standards set by the Board, after unanimous recommendation by the search committee.
PART V
UNIVERSITY PRESIDENT
Chapter 12
Term of Office
Section 27. General Authority. The administration of the University is vested in the University President who shall render full-time service. (Sec. 6, RA
8292 and Sec. 3, IRR)
The term of office of the President shall be four (4) years with eligibility for reappointment for another term. (Sec. 6, RA 8292, Secs. 27 and 28, IRR)
Section 28. Reappointment. In case the incumbent is eligible and qualified per standard set by the Board for reappointment, no search shall be
conducted. The Board may prescribe the terms and conditions under which the Board’s discretion may be exercised such as but not limited to an
evaluation of the performance of the incumbent President. (Sec. 28, RA 8292 IRR)
Section 29. Emergency Designation. In case of vacancy by reason of death, resignation, removal for cause or incapacity of the President to perform the
function of his/her Office, the Board shall have the authority to designate an Officer-In-Charge within fifteen (15) days pending the appointment of a new
President. The successor shall hold Office only for the unexpired term. (Ibid, Sec. 30)
Chapter 13
Search for Presidency
Section 30. Search Committee for Presidency. The President shall be selected and appointed by the Board upon recommendation of a duly constituted
Search Committee for the Presidency (SCP). (Sec. 6, RA 8292, Sec. 21 IRR)
Within six (6) months before the expiration of the term of office of the incumbent President, the Board shall constitute an SCP. (Sec. 22, RA 8292 IRR)
The composition of the SCP shall be determined by the Board with representative from the academic community, private sector not connected or
associated with the SUC, Philippine Association of State Universities and Colleges and CHED. (Sec. 22, RA 8292 IRR)
The SCP constituted shall recruit and screen applicants and may devise its own procedure in undertaking the search. (Sec. 23, RA 8292 IRR)
The SCP shall submit the names of at least three (3) nominees to the Board citing therein the strengths and weaknesses of the nominees for guidance
of Board, as well as the enumeration and description of the criteria and procedures adopted in the search process. (Ibid, Sec. 24)
The applicant for the Presidency must possess the qualifications and/or standards set by the Board.
Chapter 14
6
Appointment of New President
Section 31. Effectivity of Appointment. Based on the SCP recommendations, the Board shall select and appoint the new President. The appointment
papers shall be signed by the Board Chairman. (Ibid, Sec. 25) The effectivity date of the appointment shall be specifically indicated.
Section 32. Reappointment and Tenure of Incumbents. Pursuant to Section 6, RA 8292, the President shall be eligible for reappointment for another
term of four (4) years, provided this provision shall not adversely affect the terms of the incumbents.
In case the incumbent is eligible and qualified for reappointment per standards set by the Board, and in accordance with RA 7722, no search need to
be conducted. The Board may prescribe the terms and conditions under which the discretion may be exercised as such, but not limited to an evaluation
of performance of the incumbent. (Sec. 28, RA 8292 IRR)
Depending upon the discretion of the Board in accordance with Section 4 (x) of RA 8292, the incumbent President may be re-appointed for another
term.
Chapter 15
Salary
Section 33. Determination of Salary Grade. The salary grade (SG) of the President is based on the level of SUCs. (DBM Index of Occupational
Services, Position Titles, and Salary Grades, Vol. III, 1997.)
Under NCC No. 69, as amended by NBC No. 461 in June 1998, the President may opt to hold an academic rank and receive the corresponding pay,
whichever is higher; provided that the academic rank is obtained in the same manner and process that the faculty undergoes for evaluation. (NBC No.
461, s. 1998)
Chapter 16
Powers and Duties
Section 34. Powers. As Chief Executive Officer (CEO) of the university, the President shall have general powers of administration and supervision
similar to CEOs of private corporations. He/She shall perform specific powers as follows:
34.1. He/She shall have the power to determine and prepare agenda of all meetings of the Board, the Administrative Council and of the
Academic Council; provided, however, that any member shall have the right to suggest any matter for inclusion in the agenda;
34.2. He/She shall and can appoint competent and qualified persons to fill all vacancies and new positions as delegated by the Board.
He/She shall have the authority to fill vacancies temporarily and to make such arrangements as necessary to meet all exigencies
that may occur between the meetings of the Board so as not to unduly hamper the operations of the institution;
34.3. He/She shall have the authority to transfer faculty members and employees from one department or unit of the institution to another
in accordance with existing laws and rules subject to the confirmation by the Board;
34.4. He/She shall have the authority to recommend to the Board the change of leave status of the faculty from teacher’s leave to
cumulative leave or vice-versa;
34.5. He/She shall have the authority to modify or disapprove any action or resolution of any college or school faculty or administrative
section or both, if in his/her judgment the larger interest of the institution so requires. Should he/she exercise such authority, the
President shall communicate his/her decision in writing to the body concerned, stating the reasons for his/her actions; and
thereafter he/she shall accordingly inform the Board, which may take any action it deems appropriate in connection therewith;
34.6. He/She may invite from time to time, scholars of eminence, and other persons who have achieved distinction in some learned
profession or career, to deliver a lecture or a series thereof; he/she may authorize honoraria for such service, to be taken from the
University’s budgetary allocation at such rates fixed by the Board;
34.7. He/She shall be authorized in case of brief absence, to designate a Vice-President and/or a ranking officer of the administration to
act as Officer-In-Charge who shall carry out routine management of the institution in his/her name and in accordance to his/her
instructions and the policies of the Board;
34.8. He/She shall have the power to reorganize the institution subject to the provisions of its Charter and other applicable laws. He/She
shall have the power to create and abolish new colleges, offices, units or reorganize them; and transfer offices or units with due
respect to the security of tenure of all employees in accordance with existing laws and Civil Service rules and regulations, subject
to the approval of the Board.
Section 35. Duties. As Chief Executive Officer (CEO) of the university, the President shall have general powers of administration and supervision
similar to CEOs of private corporations. He/She shall perform specific duties as follows:
35.1. He/She shall have general supervision and control of all business matters, as well as all administrative and financial operations of
the SUC;
35.2. He/She shall be ex-officio head of all officers, members of the teaching staff, administrative and all other employees of the
institution;
35.3. He/She shall carry out the general policies laid down by the Board and shall have the power to act within the limits of the said
general policies. He/She alone shall direct or assign the details of executive actions;
35.4. He/She shall preside at commencement exercises and other public affairs of the SUC and confer such degrees and honors as
confirmed by the Board. All diplomas and certificates issued by the institution shall be signed by him/her, by the College/University
Registrar and/or by the Dean/Campus Director;
35.5. He/She shall be the official link of communication between the faculty, personnel, and students of the institution on the one hand,
and the Board or the Board of Visitors on the other;
35.6. He/She shall hold all officers, faculty, and employees of the institution duty-bound to the full discharge of their respective duties.
When necessity arises and in the interest of public service, he/she shall, after consultation with the Dean or the Head of Office or
Unit concerned, initiate the necessary proceedings for the separation from the service of the erring faculty members or
administrative personnel;
35.7. He/She shall submit an annual report to the Board at the end of the school year, highlighting the work of the past year and the
needs of the current year. He/She shall also present to the Governing Board the proposed annual budget of the institution;
35.8. He/She shall execute and sign, on behalf of the institution all contracts, deeds, and all such other instruments necessary for the
proper conduct of business of the institution. However, in recurring undertakings and transactions where the action is virtually
ministerial, and the conditions and terms for which have been fixed in accordance with the existing regulations of the institution and
general laws of the land, the specified cases may be made in his/her behalf, by the officers of the Administration or heads of office
or units of the institution, subject to such safeguards as he/she may impose;
35.9. He/She shall have general responsibility and final authority over the enforcement of discipline on all faculty and administrative
personnel in the institution and over the maintenance of satisfactory academic standards in all its units;
PART VI
7
OTHER UNIVERSITY OFFICIALS
Chapter 17
Vice Presidents
Section 36. Designation of Vice Presidents. Designation of VPs shall be co-terminous with the tenure of office of the President. This scheme
encourages rotational leadership and ensures institutional harmony and stability. (Ibid)
Designated VPs shall be entitled to receive the salary and other benefits enjoyed by appointed VPs holding plantilla positions or the salary
corresponding to an academic rank which is three (3) higher than the rank of the designee, whichever is higher. (DBM)
Section 37. Vice President for Academic Affairs. The President shall be assisted by a Vice-President for Academic Affairs (VPAA) who shall be
appointed/designated by the Board upon the former’s recommendation without prejudice to the appointment of more than one Vice-President when so
warranted. (Sec. 6 RA 8292)
The VPAA shall be directly responsible to the President for carrying out all educational policies, for implementing all programs and projects of the
institution, and for supervising curricular, instructional, and other academic activities in the institution. He/She shall exercise general supervision over all
colleges, institutes, and other academic related service offices. In the absence of the President he/she shall preside at meetings of the Academic
Council.
Section 38. Vice President for Administration and Finance. The Vice President for Administration and Finance (VPAF) shall be appointed/designated by
the Board upon the recommendation of the President. He/She shall be directly responsible to the President on all administrative operations and finance
matters, and shall preside at meetings of the Administrative Council in the absence of the President.
Section 39. Vice President for Research, Extension and Auxiliary Services. The Vice President for Research, Extension and Auxiliary Services
(VPREAS) shall be appointed/designated by the Board upon the recommendation of the President. He/She shall be directly responsible to the
President on matters pertaining to research, extension services, and income generating units and activities.
Section 40. Vice President for Student Affairs .The Vice President for Student Affairs (VPSA) shall be appointed/designated by the Board upon the
recommendation of the President. He/She shall be responsible for the implementation and observance of university policies and programs relative to
discipline and decorum of students. He/She shall be basically concerned with student activities, student discipline, student welfare, and student
development.
Chapter 18
Campus Directors
Section 41. General Description. For a more structured delineation of duties and responsibilities and more efficient administration of the different
satellite campuses, a Campus Director shall be designated by the President, and confirmed by the Board of Regents, for a period to be specified by the
Board.
The Campus Director shall be the administrative and academic head of his/her campus and will be responsible for its smooth operations.
Chapter 19
University and Board Secretary
Section 42. General Description.The Board shall appoint a secretary who shall serve both the Board and the university and shall keep all records and
proceedings of the Board. He/She shall communicate notices of meetings to each member of the Board. (Sec. 7, RA 8292 and Sec. 33, IRR)
Chapter 20
Directors of Various Services
Section 43. Appointment and Rationale. The Directors shall be appointed by the Board upon recommendation of the President. They shall each handle
the divisions as reflected in the University Organizational Structure. They shall provide supportive and facilitative services to all personnel and units of
the institution. They shall directly be responsible to the respective VPs
Section 44. Director for Administrative Services. The Director for Administrative Services shall supervise services delivered through the Human
Resource Management Office, the Records Office, the Health Services Office, the Supply Services Office, the Security Services Office, and other allied
sections/units that may be created by the President in accordance with its organizational structure. He/She shall be responsible to the Vice-President
for Administration and Finance.
Section 45. Director for Financial and Management Services. The Director for Finance Management shall directly supervise the delivery of services by
the Budget Services Office, the Accounting Services Office, the Cashier’s Office, and other allied sections that may be created by the President in
accordance with the organizational structure of the institution. He/She shall be responsible to the Vice-President for Administration and Finance.
Section 46. Director for Entrepreneurial and Auxiliary Services. The Director for Entrepreneurial and Auxiliary Services shall be responsible to the Vice-
President for REAS for the effective planning and undertaking of all kinds of income-generating schemes done and/or rendered by the University such
as cafeteria, printing press, bookstore, and other income generating projects (IGPs).
8
Section 47. Director for Physical Plant and Engineering Services. The Director for Physical Plant and Engineering Services controls and supervises the
general upkeep, maintenance, cleanliness and safety of the school grounds, school buildings, all school properties and auxiliary services in such a
manner that the physical environment of the University becomes conducive to students’ learning and other activities of the University community.
Section 48. Director for Student Services. The Director of Student Services reports directly to the VPSA. S/he is responsible for the promotion of a
culture of professionalism among students and student leaders, and sustains opportunities for continuous learning. Likewise s/he is responsible for the
supervision and/or coordination of various student affairs and student organizations inside and outside the university. S/he coordinates and facilitates
the availability of student basic support services and facilities.
Section 49. Director for Research and Development. He/She shall be directly responsible for the University arm which provides direction in the
implementation of research programs of the University, and shall oversee all the aspects of research at BPSU. He/She shall advise and make
recommendations to the University President through the Vice President for Research, Extension and Auxiliary Services. Likewise, it shall work in
tandem with the Office for Extension Services and the Office for Entrepreneurial and Auxiliary Services.
Section 50. Director for Extension Services. He/She shall be directly responsible for harnessing faculty expertise in the conduct of public and in-house
training programs as well as in the provision of consultancy services, all of which aims to assist and enable the members of the community to manage
resources through the systematic prioritization, planning, coordination and implementation of priority and relevant community extension services
utilizing the resources of the different University Colleges and offices. It shall work in tandem with the Office for Extension Services and the Office for
Entrepreneurial and Auxiliary Services.
Section 51. Director for Arts and Cultural Affairs. The Director for Arts and Cultural Affairs’ basic role is to project the image of the university through
social and cultural activities and performances designed to nurture and enliven artistic awareness via cultural tie-ups and relationships within and off
campus, foster cultural exchanges and develop aesthetic sensibilities of various sectors of the academic community. It shall also be directly responsible
for the University’s performing groups.

Section 52. Director for Sports and Physical Development. The Director Sports and Physical Development’s main concern is the planning,
implementation, evaluation and supervision of the athletic programs for the employees and students. He/She enforces the proper observance of the
University policies and procedures on the use of the school grounds or any of the school facilities for all sports and athletic program.
Chapter 21
Deans
Section 53. General Description. The Dean for each college and campus shall act as a presiding officer and counselor of the faculty of his/her college,
institute or personnel of the department under him/her as provided in the BPSU Charter and shall exercise such other administrative duties as the
Board or the President may prescribe.
PART VII
UNIVERSITY COUNCILS
Chapter 22
Executive Council
Section 53. Composition. The Executive Advisory Board (EAB) is composed of the President, Vice Presidents, Campus Directors and the University
and Board Secretary.
Section 54. General Function. The EAB shall primarily function as the top advisory group of the President, and shall assist in cascading policies and
major programs to the various units and offices of the University.
Section 55. Meetings. The EAB shall convene upon the discretion of the President, who shall also preside in the meeting. The University and Board
Secretary shall take the minutes of the meeting.
Chapter 23
Administrative Council
Section 56. Composition. The Administrative Council (ADCO) shall consist of the President as Chairman, the Vice-President(s), Campus Directors,
Deans, and Service Directors. The College/University Secretary shall be its ex-officio Secretary. (Sec. 9, RA 8292)
Campus ADCO may be established, provided that these campuses shall have equal representation in the university ADCO. (Sec. 36 RA 8292 IRR)
Section 57. General Function. The ADCO so formed and constituted shall review and recommend to the Board policies governing the administration,
management, and development planning of the University for appropriate action and shall act in an advisory capacity to the President in all matters
pertaining to his/her office for which he/she seeks advice. (Sec. 37, RA 8292 IRR)
Section 58. Meetings. The University Administrative Council shall regularly convene at least once a month. However, Special Meetings may be
called by the President at any time upon the request of the majority of the Administrative Council Officials, or upon the written request of one-third of the
members of the Council.
A quorum shall consist of fifty percent (50%) plus one of all the members.
9
In the absence of the President, the Vice-President for Administration and Finance shall preside, and in the absence of both, the Vice-President for
Academic Affairs may preside.
Chapter 24
Academic Council
Section 59. Composition. The Academic Council (ACCO) shall consist of the University President as Chairman, the Vice-President for Academic
Affairs and the Vice President for Student Affairs as Vice-Chairs; Campus Director(s), the Director of Student Services, Director of Operations,
Planning and Development, Deans of various Colleges and all the members of its institutional staff with a rank not lower than Assistant
Professor as members.
Campus ACCO may be established, provided that these campuses shall have equal representation in the university ACCO. (Sec. 36 RA 8292 IRR)
Section 60. General Function. The ACCO so formed and constituted shall review and recommend to the Board policies governing the program
offerings, academic and graduation policies.
Section 61. Meetings. The University Academic Council shall regularly convene three (3) times a year. However, Special Meetings may be called
by the President at any time upon the request of the majority of the Academic Council Officials, or upon the written request of one-third of the members
of the Council.
In the absence of the President, the Vice-President for Academic Affairs shall preside. In the absence of both the President and the Vice-President for
Academic Affairs, the Vice President for Student Affairs may preside.
Chapter 25
Research and Extension Council
Section 62. Composition. The Research and Extension Council (REC) shall consist of the University President as Chairman, the Vice-President
for Research, Extension and Auxiliary Services as Vice-Chair; Vice President for Academic Affairs, Campus Director(s), the Director for
Research and Development, Director for Extension Services, Deans of various Colleges and Campus Chairmen for Research and for
Extension.
Section 63. General Function. The REC so formed and constituted shall review and recommend to the Board policies governing the research and
extension programs of the University.
Section 64. Meetings. The REC shall regularly convene two (2) times a year. However, Special Meetings may be called by the President at any
time upon the request of the majority of the Academic Council Officials, or upon the written request of one-third of the members of the Council.
In the absence of the President, the Vice-President for Research, Extension and Auxiliary Services shall preside.
PART VIII
HUMAN RESOURCE MANAGEMENT
Chapter 26
Merit Selection and Promotion Board
Section 65. Composition. The University shall establish a Merit Selection and Promotion Board (MSPB) composed of the following:
65.1 The Vice-President for Academic Affairs for faculty selection, or the other Vice Presidents for non-teaching depending on the non-
teaching position being filled up, as Chairperson;
65.2 The Director of Administrative Services;
65.3 The President of the Faculty Association, for faculty
65.4 The highest ranking officer of the non-teaching employees association, for non-teaching positions.
65.5 The Dean for teaching personnel, or Head of the Department for non-teaching personnel.
Section 66. Jurisdiction. All candidates for appointment or promotion to first and second level positions shall be screened by the MSPB. Appointment to
the following positions shall no longer be screened by the MSPB:
66.1 Appointment to entry laborer positions;

66.2 Appointment to personal and primarily confidential positions;
66.3 Renewal of temporary appointment issued to the incumbent personnel (CSC MC No. 03, s. 2001)
Section 67. Functions and Responsibilities. The MSPB shall have the following functions and responsibilities:

67.1 Adopt a formal screening procedure to formulate criteria for the evaluation of candidates for appointment, taking into consideration
the following:
67.1.1 Reasonable and valid standards and methods of evaluating the competence and qualifications of all applicants
competing for a particular position
67.1.2 Criteria for evaluation of qualifications of applicants for appointment must suit the job requirements of the position
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67.2 Disseminate screening procedure and criteria for selection to all agency officials and employees and interested applicants. Any
modification of the procedure and criteria for selection shall likewise be properly disseminated;
67.3 Prepare a systematic assessment of the competence and qualifications of candidates for appointment. Maintain fairness and
impartiality in the assessment of candidates;
67.4 Evaluate and deliberate en banc the qualifications of those listed in the selection line-up;
67.5 Submit the list of top three (3) ranking candidates recommended for appointment from which the appointing authority shall choose
the applicant to be appointed;
67.6 Maintain records of the deliberations which must be made accessible to interested parties upon written request and for inspection
and audit by the CSC; and
67.7 Orient the officials and employees in the agency pertaining to policies relative to personnel actions, including the gender and
development dimensions of the Merit Selection and Promotion Plan.
Chapter 27
Recruitment, Examination, Selection and Placement
Section 68. Basic Policies. Vacancy of position shall be open to all qualified applicants meeting the requirements of the job. However, preference shall
be given to applicants from within the University, provided they meet the requirements as per NBC qualifications.
There shall be no discrimination in the selection of employees on account of gender, civil status, physical disability, religion, ethnicity, or political
affiliation. (CSC MC No. 03, s. 2001)
The Office of Administrative Services (OAS) shall conduct preliminary screening of applicants in consideration of civil service eligibility, personality,
educational qualifications or any other relevant maters. In the case of faculty members, those to be hired should be at least holders of Masters degrees
that are aligned with their baccalaureate programs (CHEDRO3 Memorandum No. 027, series of 2010) Afterwhich, qualified applicants will be ranked for
a final interview with the members of the Merit Selection and Promotion Board (MSPB).
Section 69. Publication of Vacant Positions. Vacant positions marked for filling shall be published in accordance with Republic Act 7041 (Publication
Law). The published vacant positions shall also be posted in at least three (3) conspicuous places in all campuses of the University for at least ten (10)
calendar days. Other appropriate modes of publication may be used, like advertising in cable television, having a website or using a public address
system.
The publication of a particular vacant position shall be valid until filled but not to exceed beyond six (6) months reckoned from the date the vacant
position was published. (CSC MC No. 3, s. 2001)
The following positions are exempt from the publication requirements:

1. Primarily confidential positions;
2. Positions which are policy determining;
3. Highly technical positions;
4. Positions to be filled by existing regular employees in the agency in case of re-organization. (CSC MC No. 3, s. 2001)
Filling of vacant positions shall be made after ten (10) calendar days from their publication.
Part-time instructors may be hired when the services are essential and necessary and the regular staff is insufficient or inadequate to carry out the
demands of the service.
Section 70. Application and Deliberation Process. The MSPB en banc shall conduct evaluation of the qualification of all candidates. For non-teaching
positions, the following criteria shall be used:
Educational Qualifications - 20 pts

Scholastic Record - 20 pts
Eligibility - 10 pts
Related Experience - 15 pts
Related Training - 15 pts
Interview - 20 pts
For faculty applicants, the PASUC common criteria for Evaluation of Faculty shall be used. The candidates shall also undergo interview and
demonstration teaching. The following shall be the weight allocation for faculty applicants:
Common Criteria 200 x 0.25 = 50pts.
Interview 10 x 2 = 20pts.
Demonstration Teaching 10 x 3 = 30pts._
Total 100 pts
The MSPB shall deliberate and determine the most qualified applicants. A list of all the top three (3) ranking candidates shall be recommended to the
appointing authority from which he shall choose the applicant to be appointed.
The President shall assess the merits of the MSPB’s recommendation for appointment and in the exercise of sound discretion, select, in so far as
practicable, from among the top (3) ranking applicants recommended by the MSPB.
Section 71. Creation of Positions. Permanent positions may be created through the following methods:
71.1 Scrap and Build. Once a relatively higher position is vacated, the University may choose to scrap the said vacant position in order
to make possible the creation of a higher number of lower permanent positions or items.
71.2 Open ranking in case of vacancy in Position. Once a permanent position is vacated, the University may choose to accept
applicants from BPSU and those outside BPSU, via open ranking, in order to fill the vacant position.
11
Section 72. Other Personnel Movements. The following are personnel movements which do not require issuance of an appointment but shall
nevertheless require university order by the University President: Reassignment; Detail; Secondment; Job Rotation, and Designation. The issuance of
the order shall be in accordance with pertinent laws and rules
Section 73. Tenure. Permanent employee shall enjoy security of tenure and shall not be terminated from service except for just cause and subject to
the requirements of due process.
Contractual and casual employees shall not enjoy the right to security of tenure and may be terminated anytime pursuant to BPSU rules and
regulations. Permanent appointment may be granted to an employee based on the rules and regulations set by the Recruitment, Selection and
Promotion Board duly approved by the Board of Regents.
Contractual appointment shall be made for a specific period while a position is held by a regular appointee on leave of absence. He/She shall be paid
the basic salary (step 1) regardless of the salary step of the regular appointee for whom he/she is substituting.
Chapter 28
Appointment
Section 74. Nature of Appointments. The following are the nature of appointment in the government service:
93.1. Original Appointment is the first appointment to a position in the career service of a person who meets all the requirements of the
position.
74.2 Promotion is the advancement of an employee from one position to another with increase in duties and responsibilities as
authorized by law, and usually accompanied by an increase in salary.
74.3 Transfer is the movement from one position to another without break in service involving the issuance of an appointment.
74.4 Reemployment is the reappointment of a person who has been previously appointed to a position in the career service but who has
been separated as a result of reduction in force, reorganization, retirement or voluntary resignation.
74.5 Reappointment is the reissuance of appointment during reorganization, standardization, reclassification, devolution or other similar
events or subsequent appointments of substitute teachers.
74.6 Reinstatement is the issuance of an appointment to a person who has been previously appointed to a position in the career service
and who has, through no delinquency and misconduct, been separated there from or to one who has been exonerated of the
administrative charges unless the decision exonerating him/her specifies restoration to his/her previous positions.
74.7 Renewal is the subsequent appointment issued upon the expiration of the appointment of contractual/casual personnel or upon the
expiration of a temporary appointment.
74.8 Change of Status (from temporary to permanent) is the appointment issued to a temporary employee when he acquires the
appropriate eligibility or becomes fully qualified for the position to which he is appointed.
74.9 Upgrading/Reclassification refers to the change in position title with the corresponding increase in salary grade.
Section 75. Notice of Appointment. A notice announcing the appointment of personnel shall be posted three (3) conspicuous places for at least fifteen
(15) days in the University a day after the issuance of the appointment.
The HRMO shall also issue a Notice to the applicant selected for the completion of pertinent documents for appointment. To wit:
Original Appointment Appointment by Transfer Reinstatement

• PDS (Personal Data Sheet) • PDS (Personal Data Sheet) • Police of NBI Clearance
• Two Passport Size pictures • Medical Certificate • For appointees who are 57 years old
• Medical Certificate with • NBI Clearance or more, secure authority for
documentary stamp • Report of Rating exemption under Sec. 6 of R.A. 728,
• NBI Clearance • Statement of Assets and as stated in CSC MC 40, s. 1998
• Report of Rating Liabilities (Omnibus Rules on Appointment and
• Statement of Assets and • Clearance from Accountabilities Personnel Actions)
Liabilities (previous employer) • For retired employees, secure from
• Clearance from Accountabilities • approved permission to seek the CSC Regional Office concerned
(previous employer) transfer approval of reinstatement as an
• certificate of unused leave credits exception
• certificate of last salary received • Medical Certificate (CS Form No.
and last day of service 211). Physician shall state if proposed
• performance rating (for semester appointee is fit for employment
ending preceding the transfer)
from the former office
New entrants who shall fill up a vacant position shall be considered for a contractual appointment. A very satisfactory rating shall be required for the
renewal of a contractual appointment.
Section 76. Ineligibility for Appointment. No person shall be eligible for appointment or reinstatement as a member of the faculty or employee of BPSU
during the term for which he was elected to any political office.
Any person, who has filed his candidacy to any electorate position, national or local, shall automatically be resigned from office as mandated by the
Omnibus Election Code.
No person, who has been defeated as a candidate for any political office in an election, shall be eligible for appointment or reinstatement as a regular
member of the teaching and non-teaching personnel within a year after the election.
Section 77. Preparation of Appointment. Based on approved recommendation, the appointee accomplishes the Personal Data Sheet (PDS) in four (4)
copies. The OAS shall thoroughly review and see to it that all questions are answered completely and duly signed by the appointee with his/her right
thumb mark affixed in the box provided and his/her residence certificate indicated therein.
The OAS then prepares the appointment in prescribed PSS (Form 33, as revised in May 1990) in four (4) copies. The issuance of the appointment shall
not be earlier than the date of final screening/deliberation of the MSPB.
The OAS shall also prepare the Position Description Form (PDF), also in four (4) copies, and shall check the percentage of working time indicated for
each of the duties listed. The form must be signed by the employee, the immediate supervisor and the head the agency.
12
The OAS shall certify that all requirements and supporting papers have been complied with, reviewed and found to be in order. A copy of the
recommendation of the MSPB duly signed by all the members shall be attached to the appointment.
The MSPB Chairman shall certify that the appointee has been screened and found qualified by the MSPB.
The appointment papers are then forwarded to the concerned Official for recommendation, and to the Board through the President for approval.
Approved appointments are transmitted to the Civil Service Commission (CSC) within thirty (30) days from date of effectivity.
No prospective appointee shall assume office unless his/her appointment is approved by the President.
An appointee shall be given a copy of the approved appointment which shall remain valid and effective until disapproved by the CSC.
Section 78. Other Guidelines and Requirements. The following requirements and guidelines shall also be observed and the necessary documents
submitted when applicable:
78.1 Erasures or alterations made on the appointment and other supporting papers shall be duly initialed by the duly authorized officer
and accompanied by a communication authenticating the changes made stating specifically what the alterations are.
78.2 If the appointee has had an administrative or criminal case, a certified true copy of the decision rendered shall be attached to the
appointment, if CSC has not yet been furnished a copy.
78.3 If there is a change in the civil status of a female employee and the same has not yet been noted in the records of the CSC
Regional Office concerned, a request for change of name together with a certified true copy of marriage contract shall be attached
to the appointment. If she passed a civil service examination or was granted a board or bar eligibility under RA 1080, as amended,
under her maiden name, a certified true copy of her marriage contract shall be attached to the appointment.
78.4 If there is a discrepancy in the name of the appointee as appearing in the Report of Rating of Examination passed, a request for
correction of name together with the required documents prescribed in CSC Memorandum Circular No. 40, series of 1998, and the
original Report of Rating shall be attached to the appointment and the corresponding fee remitted to the CSC Regional Office
concerned.
78.5 If the appointment is submitted to CSC Regional Office beyond sixty (60) days from the date of its preparation, a valid and
justifiable explanation as to the delay shall be attached to the appointment. For appointments coursed through other national
agencies, the date of receipt in the said agencies shall be considered as the date of submission to CSC Regional Office.
78.6 All supporting documents which are not original copies shall be submitted as certified true copies by the Records Officer or a duly
authorized official of the agency.
Chapter 29
Promotion
Section 79. Basic Policies. Promotion may be from one department or agency to another or from one organizational unit to another in the same
department or agency. Whenever a vacancy occurs, the employees who occupy positions deemed to be next-in-rank to the vacancy shall be
considered for promotion. In no instance, however, shall a position in the first level be considered next-in-rank to a position in the second level. Other
basic policies include:
79.1 An employee who holds a next-in-rank position and is considered the most qualified and competent, who possesses the
appropriate civil service eligibility, and meets the other conditions for promotion shall be considered to the higher position in case of
vacancy.
In the event of changes in the organization structure or occupational grouping, the line of promotion shall be determined on the
basis of the new organizational grouping.
79.2 An employee may be promoted or transferred to a position which is not more than five (5) salary pay or job grades higher than the
employee’s present position except in very meritorious cases, such as: if the vacant position is next-in-rank as identified in the
System of Ranking Positions (SRP) approved by the Board, or the lone or entrance position indicated in the University staffing
pattern.
79.3 A personnel should have rendered at least very satisfactory service for the last rating period in the present position before being
considered for promotion.
79.4 A personnel who is on local or foreign scholarship or training grant or on maternity leave maybe considered for promotion. For this
purpose, performance rating to be considered shall be the rating immediately prior to the scholarship or training grant or maternity
leave.
Section 80. Effectivity of Promotion. If promoted, the effective date of the promotional appointment shall be on the assumption to duty.
Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by the law.
Section 81. Waive of Promotion due to Location. A next-in-rank employee who is qualified and competent may not be promoted if he/she waives the
new assignment as a result of the promotion because of geographical location. The vacancy may be filled by one who may not be next-in-rank but
qualified, competent and willing to accept the new assignment.
No other civil service eligibility shall be required for promotion to a higher position in the same level of the career service and within the same or
functionally related grouping of positions. The University shall not be precluded from prescribing its own internal standards for purposes of promotion.
Section 82. Employees with Pending Administrative Case. When an employee has a pending administrative case, he/she shall be disqualified for
promotion during the pendency thereof. If he/she is found guilty, he/she shall be disqualified from promotion for a period based on the penalty imposed
by the appointing authority.
When an employee who is entitled to promotion has a pending administrative case, the position to which he/she is proposed shall not be filled until after
the administrative case shall have been finally decided. However, when the exigencies of the service so require, then it shall be filled by temporary
appointment to end as soon as the employee entitled to it is exonerated.
Section 83. Announcement of Vacancy. The OAS shall announce all vacant positions to be filled and the qualifications required for each position. The
said office shall—in accordance with the system of ranking positions, qualification standards, personnel qualification index—identify other employees
within the University who are deemed qualified and competent for promotion, together with the incumbents of positions who are identified as next-in-
rank.
13
Section 84. Preliminary Evaluation. A preliminary evaluation shall be made of the qualification of candidates. The list of all candidates for promotion to
the vacancy shall be submitted to the MSPB. Other employees who feel they are competent and qualified but not included among the next-in-rank, may
submit their names to the MSPB for consideration and assessment.
Section 85. Criteria. For promotion of faculty members, the following criteria shall be used:
PASUC Common Criteria For Evaluation of Faculty 60%
Educational Qualification 85 points
Experience and Length of Service 25 points
Professional Development, Achievement and Honors 90 points
200 points
Latest Performance Evaluation 40%
Total 100%
For non-teaching personnel, the SPB shall use the following criteria:
1. Performance Rating
2. Outstanding Accomplishment
3. Relevant Experience and Specialized Training
4. Education and Training
5. Psycho-social Attributes
6. Potential
Section 86. Deliberation. The MSPB en banc shall conduct evaluation of the qualification of all candidates. The comparative degree of competence and
qualification of employees shall be determined by the following criteria:
No. Criteria Description Points

1. Performance Rating This shall be based on the last two performance ratings of the employee. No 30
employee shall be considered for promotion unless the last two performance
ratings are very satisfactory.
2. Outstanding Accomplishment These shall include occupational history, work experience and accomplishments 15
3. Relevant Experience and worthy of special commendation. 10
Specialized Training Civil service awards and other awards for outstanding accomplishments shall be
given due consideration
4. Education and Training These shall include educational background and the successful completion of 35
training courses, scholarships, training grants and others, which must be
relevant to the duties and responsibilities of the position to be filled.
5. Psycho-Social Attributes These refer to the physical fitness, attitudes and personality traits of the 5
employee which must have some bearing on the position to be filled.
6. Potential This refers to the employee’s capability to perform not only the duties and 5
responsibilities of the position to be filled, but also those of higher and more
responsible positions.
Total 100
The MSPB shall then evaluate the qualification of those employees included in the promotional line-up, determine the most competent and qualified
candidate for promotion.
In cases where the qualifications of employees are comparatively equal, preference shall be given to the employee in the organizational unit where the
vacant position exists. In case all things are still equal, seniority in the job or functionally related jobs shall be considered.
After the evaluation, a list of the top three (3) candidates shall be recommended to the President from which he shall chose the applicant to be
appointed. The President shall assess the merits of the recommendation of the MSPB and shall select the personnel deemed best qualified for the
vacancy.
An appointment, though contested, shall take effect immediately upon its issuance, if the appointee assumes the duties of the position and the
appointee is entitled to receive the salary attached to the position. However, the appointment, together with the decision of the University President
shall be submitted to the Civil Service Commission for appropriate action within thirty (30) days from the date of its issuance; otherwise, the
appointment shall become ineffective thereafter. Likewise, such an appointment shall become ineffective in case the protest is finally resolved in favor
of the protestee, in which case he/she shall be reverted to his/her former position.
Section 87. Protest. Only officers or employees who are qualified next-in-rank on the basis of the approved System of Ranking Positions may file a
protest against an appointment or a promotion.
The protest shall be typewritten on legal size paper and shall have a caption. The aggrieved party shall be called the “Protestee”. Provided that where
the President, after evaluation, finally decides in favor of the protester, the protestee who decides to file his/her protest shall be called the “Protester-
Appellant” and the former protester, the “Protester-Appellee”.
The protester shall identify his/her present position and the contested position by official title, item number and the calendar year budget involved. The
salary attached to the position and the organizational unit where the position belongs shall also be indicated. The protester shall state clearly the
grounds for his/her protest and the reasons why he/she believes he/she should be the one appointed to the contested position. Failure to file protest
within the prescribed period shall be deemed a waiver of one’s right and no protest thereafter shall be entertained.
The aggrieved party shall file his/her protest in triplicate directly to the President within fifteen (15) days from the date of the notice of the issuance of an
appointment.
The President shall decide the case within thirty (30) days from receipt of the protest. He/She may refer the case to a person or group of persons to
assist him/her in evaluating the case.
The constituted body assigned to study the case shall, within fifteen (15) days from receipt thereof, evaluate the reasons/grounds presented by the
protestant and submit in writing to the President its findings and recommendations. The President shall finally decide the protest within fifteen (15)
days.
A copy of the final decision of the President shall be furnished the official or employee affected, within five (5) days from receipt by the Human
Resources Management Officer.
If the aggrieved party is not satisfied with the decision, he/she may elevate his/her protest to the Merit Systems Board, Civil Service Commission within
fifteen (15) days from receipt thereof. (CSC MC2, 1991; Grievance Machinery dated January 26, 2003).
14
Section 88. Upgrading/Reclassification of Rank/Position. The OAS shall advise all persons concerned to update their records in the Administrative
Office at the start of the Academic Year.
The MSPB shall evaluate the credentials of the personnel concerned considering the Rules and Procedures pertaining to position a rank
upgrading/reclassification.
The MSPB shall officially transmit the evaluated documents to the President.
Upgrading/reclassification shall not be more often than once a year, provided the employees' performance is at least Very Satisfactory (VS) during the
two (2) rating periods.
All promotional appointments including upgrading/reclassification shall be announced throughout the University to enable aggrieved parties to file
protests within fifteen (15) days from date of notice of the promotion/upgrading/reclassification.
Section 89. Change of Status. A temporary appointee upon qualification in an appropriate civil service examination may be issued a new appointment
by change of status from temporary to permanent effective not earlier than the date of BOR confirmation.
For positions under the Trades and Crafts Group and those covered by Resolution 435, implementing Guidelines of CSC Memorandum Circular No.
11, s. 1996 should be strictly followed.
For appointments involving change of status from temporary to permanent for purposes of retirement, the following shall be submitted to the CSC
Regional Office concerned:
Duly certified statement of service record
Certification as to the last day of actual service of the appointee
Chapter 30
Separation from Service
Section 90. Resignation. No resignation presented by any member of the faculty shall be considered unless notice thereof has been given to the
University President through the Immediate Superior concerned, at least thirty (30) days before it takes effect.
Section 91. For Cause. A faculty member may be separated from the University for cause. No member of the faculty, officer, or employee shall be
suspended or removed for cause, except after an investigation and hearing shall have been had.
Section 92. Mandatory. Under Republic Act 660, Presidential Decree 1146, and Republic Act 8291, retirement is compulsory at age 65.
Section 93. Optional. Under Republic Act 660, the following shall also be legal justifications for separation from service:
93.1. At age 63 – The member must have completed at least 18 years of service, the last 3 of which must be continuous.
93.2 At age 60 and 62 – The member must have met the age and service requirements in accordance with the schedule below, the last
3 years of which must be continuous.
Section 94. Termination of Appointment. BPSU may terminate the services or the contract of employment of a contractual employee at any time with
just cause, or when he/she fails to qualify to be a regular employee in accordance with reasonable standards as recommended by the College dean
and upon approval of the Office of the University President. A month’s notice may be served to the employee if the contract or service will be
terminated before the expiration date.
BPSU shall not terminate the services of a regular employee except for just cause pursuant to CSC MC 8, s. 1979 and Art. 14 Omnibus Rules, Book V,
EO 292. An employee unjustly dismissed from work shall be entitled to reinstatement without loss of seniority rights and other privileges and to his full
back wages, inclusive of allowances and other benefits or their monetary equivalent.
Chapter 31
Attendance and Leave
Section 95. Extension of Working Hours. When the interest of the University service so requires, the head of any office may recommend to higher
authorities the extension of the daily hours of work for any or all of the employees under him and may likewise require any or all of them to do overtime
work, not only on work days but also on holidays, provided that they shall be compensated for services rendered.
Section 96. Entitlement to Leave Privileges. Non-teaching employees with permanent, temporary, casual, or contractual appointment, who render work
during the prescribed office, shall be entitled to fifteen (15) days vacation and fifteen (15) days sick leave annually with full pay exclusive of Saturdays,
Sundays, Public Holidays, without limitation as to the number of days of vacation and sick leave that they may accumulate.
Section 97. Teachers’ Leave. Teachers shall not be entitled to the usual vacation and sick leave but to proportional vacation pay (PVP) of seventy (70)
days of summer vacation plus fourteen (14) days of Christmas Vacation.
Section 98. Teachers Designated to Perform Non-Teaching Functions. Teachers who are designated to perform non-teaching functions and who
render the same hours of service as other employees shall be entitled to vacation and sick leave.
Section 99. Vacation Service Credits of Teachers. Teachers’ vacation service credits refer to the leave credits earned for services rendered on activities
during summer or Christmas vacation as authorized by proper authority. These vacation service credits are used to offset absences of a teacher due to
illness or to offset proportional deduction in vacation salary due to absences for personal reasons or late appointment. The manner by which service
credits may be earned by teachers is subject to the policies of the University, Guidance Counselors, as well as other employees under teacher’s leave
basis, earn leave credits in accordance to this section.
15
Section 100. Conditions for the Grant of Maternity Leave. Every woman who has rendered an aggregate of two (2) or more years of service shall be
entitled to maternity leave of sixty (60) calendar days with full pay.
In the case of those in the teaching profession, maternity benefits can be availed of even if the period of delivery occurs during the long vacation, in
which case, both the maternity benefits and the proportional vacation pay shall be received by the teacher concerned.
Maternity leave of those who have rendered one (1) year or more but less than two (2) years of service shall be computed in proportion to their length
of service, provide, that those who have served for less than one (1) year shall be entitled to 60-days maternity leave with half pay.
It is understood that enjoyment of maternity leave cannot be deferred but it should be availed of either before or after the actual period of delivery in a
continuous and uninterrupted manner, not exceeding sixty (60) calendar days.
Section 101. Every woman, married or unmarried, may be granted maternity leave more that once a year. Maternity leave shall be granted to female
employees in every instance of pregnancy irrespective of its frequency.
Section 102. Maternity Leave of Employee on Extended Leave of Absence Without Pay. If already entitled, a woman employee can still avail of the
sixty (60) days maternity leave with pay even if she is on extended leave of absence without pay.
Section 103. Paternity leave: Non-Cumulative/Non-Commutative. Paternity leave of seven (7) days shall be non-cumulative and strictly non-convertible
to cash. The same may be enjoyed either in a continuous or in an intermittent manner by the employee on the days immediately before, during or after
the childbirth or miscarriage of his legitimate spouse.
Section 104. Special Leave Privilege. In addition to the vacation, sick, maternity and paternity leave, officials and employees, except those under
teacher leave basis, shall enjoy special leave privilege subject to the conditions hereunder stated:
Personal milestone such as birthdays/wedding/wedding anniversary celebrations and other similar milestones, including
death anniversaries.
Parental obligations such as attendance in school programs, PTA meetings, graduations, first communion, medical needs,
among others, where a child of a government employee is involved.
Filial obligation to cover the employee’s moral obligation to ward his parents and siblings for their medical and social
needs.
Domestic emergencies such as sudden urgent repairs needed at home, sudden absence of a yaya or maid.
Personal transactions to cover the entire range of transactions an individual does with government and private offices such
as paying taxes, court appearances, arranging a housing loan, etc.
Calamity, accident hospitalizations leave pertain to force majeure events that affect the life, limb, and property of the
employee or his immediate family.
Three-day limit for a given year shall be strictly observed; an employee can avail of one (1) special privilege leave for three (3) days or a combination of
any of the leaves for maximum of three days in a given year. Special leave privileges are non-cumulative and strictly non-convertible to cash.
Section 105. Monetization of Leave Credits. Officials and employees in the career and non-career service—whether permanent, temporary, casual,
contractual or coterminous—who have accumulated fifteen (15) days of vacation leave credits shall be allowed to monetize a minimum of ten (10) days:
Provided, that at least five (5) days is retained after monetization and provided further that a maximum of thirty (30) days may be monetized in a given
year.
Section 106. Monetization of 50% or More of Vacation/Sick Leave Credits. Monetization of fifty percent (50%) or more of the accumulated leave credits
may be allowed for valid and justifiable reason such as:
106.1 Health, medical and hospital needs of the employee and the immediate members of his family;
106.2 Financial aid and assistance brought about by force majeure events such as calamities, typhoons, fire, earthquake and accidents
that affect the life, limb and property of the employee and his/her immediate family;
106.3 Educational needs of the employee and the immediate members of his/her family;
106.4 Payment of mortgages and loans which were entered into for the benefit or which inured to the benefit of the employee and his/her
immediate family;
106.5 In cases of extreme financial needs of the employee or his/her immediate family where the present sources of income are not
enough to fulfill basic needs such as food, shelter and clothing;
106.6 Other analogous cases as may be determined by the authorities of the University.
The monetization of fifty percent (50%) or more of the accumulated leave credits shall be upon the favorable recommendation of the immediate
superior and subject to the availability of funds.
Section 107. Five Days Forced/Mandatory Leave. All officials and employees with ten (10) days or more vacation leave credits shall be required to go
on vacation leave whether continuous or intermittent for a minimum of five (5) working days annually under the following conditions:
107.1 The head of the department shall upon prior consultation with the employees, prepare a staggered schedule of the mandatory
annual five-day vacation leave of officials and employees, provided that he may, in the exigency of the service, cancel any
previously scheduled leave.
107.2 The mandatory annual five-day vacation leave shall be forfeited if not taken during the year. However, in cases where the
scheduled leave has been cancelled in the exigency of the service by the University President, the scheduled leave not enjoyed
shall no longer be deducted from the total accumulated vacation leave.
Section 108. Effect of Unauthorized Leave. An official/employee who is absent without approved leave shall not be entitled to receive his/her salary
corresponding to the period of the unauthorized leave of absence. It is understood, however, that the absence shall no longer be deducted from the
accumulated leave credits, if there are any.
Section 109. Application for Vacation Leave. All applications for vacation leave of absence for one (1) full day or more shall be submitted on the
prescribed form for action by the University President, duly recommended by the department head, five (5) days in advance, whenever possible, of the
effective date of such leave.
16
Section 110. Approval of Vacation Leave. Leave of absence for any reason other than illness of an officer or employee or of any member of his
immediate family must be contingent upon the needs of the service. Hence, the grant of vacation leave shall be at the discretion of the University
President.
Section 111. Application for Sick Leave. All applications for sick leave of absence for one (1) full day or more shall be made on the prescribed form and
shall be filed immediately upon the employee’s return from such leave. Notice of absence, however, should be sent to the immediate supervisor.
Application for sick leave in excess of five (5) successive days shall be accompanied by a proper medical certificate.
Sick leave may be applied for in advance in cases where the official or employee will undergo medical examination or operation or advised to rest in
view of ill health duly supported by a medical certificate.
In ordinary applications for sick leave already taken not exceeding five (5) days, the head of department concerned may duly determine whether or not
granting of sick leave is proper under the circumstances. In case of doubt, a medical certificate may be required.
Section 112. Approval of Sick Leave. Sick leave shall be granted only on account of sickness or disability on the part of the employee concerned or of
any member of his immediate family.
Section 113. Leave Without Pay. All absence of an official or an employee in excess of his accumulated vacation or sick leave earned shall be without
pay.
When an employee had already exhausted his sick leave credits, he can use his vacation leave credits but not vice versa.
Section 114. Limit of Leave Without Pay. Leave without pay not exceeding one (1) year may be granted in addition to the vacation and/or sick leave
earned. Leave without pay in excess of thirty (30) days shall require a University Clearance declaring the personnel cleared of property and financial
responsibility.
If the total number of authorized vacation leave without pay included within the three-year period exceeds fifteen (15) days, the grant of one-step
increment will only be delayed for the same number of days that a official or employee was absent without pay.
Section 115. Effect of Pending Administrative Case against an Official or Employee. An official or employee with pending administrative case/s is not
barred from enjoying leave privileges.
Section 116. Effect of Failure to Report for Duty after Expiration of One Year Leave. If an official or employee who is on leave without pay pursuant to
Section _ hereof, fails to report for work at the expiration of one (1) year from the service. (As amended by Resolution No. 98-3142 dated December 14,
1998)
Section 117. Effect of Absence Without Approved Leave. An official or an employee who is continuously absent without an approved leave for at least
thirty (30) working days shall be considered on absence without official leave (AWOL) and shall be separated from the service or dropped from the rolls
without prior notice, he shall, however, be informed, at his address appearing on his 201 files or at his last known written address, of his separation
from the service, not later than five (5) days from its effectivity.
If the number of authorized absences incurred is less than thirty (30) working days, a written Return to Work Order shall be served to him at his last
known written address on record. Failure on his part to report to work within the period stated in the order shall be a valid ground to drop him from the
rolls. (As amended by Resolution No. 99-1885 dated August 23, 1999)
Chapter 32
Personnel Benefits
Section 118. Government Benefits. Permanent employees shall be eligible to become members of the GSIS, Home Development Mutual Fund and
Philippine Health Insurance and enjoy the various services offered by the said agencies. Contractual employees may also become members, as per
University rules on payment of premiums depending on status of employment.
Section 119. Payment of Government Share for Employees on Leave without Pay. In case of leave of absence without pay of permanent employees,
BPSU shall pay the government share in the life insurance premiums corresponding to the first year of the leave. Thereafter, the person concerned,
except in meritorious cases shall pay both the personal and government shares.
Section 120. Productivity Incentive Bonus. Productivity Incentive Bonus (PIB) shall be granted to all qualified personnel in an amount and manner to be
determined by law. The PIB shall be given to an employee provided he/she gets a performance rating of not lower than very Satisfactory (VS).
Section 121. Thirteenth Month Pay and Cash Gift. All employees who have rendered at least four (4) months of continuous service as of October 31,
shall be entitled to a Christmas Bonus, equivalent to a month salary and Cash Gift as prescribed by law to be given in two (2) installments. The first
installment shall be given not earlier than May 15, and the second installment not earlier than November 15.
Section 122. Clothing Allowance. All qualified employees shall be entitled to Clothing Allowance per year, in an amount and manner to be determined
by law.
Section 123. Annual Medical and Dental Check-up. Each member shall be entitled to annual medical check-up and other laboratory examinations
under the direction of the Office of Administrative Services.
Section 124. Thesis/Dissertation Assistance to Employees. The University shall provide assistance to employees who are on the process of writing
their thesis or dissertation, subject to the rules and regulations on vertical articulation.
Section 125. Study Privileges of Children. BPSU shall grant study privileges to children of permanent employees to enjoy free tuition fee governed by
existing BPSU rules and policies. A maximum of two (2) children at a time shall be allowed to enjoy such privilege.
17
Section 126. Economic Allowance. All employees shall be entitled to subsistence allowance to an amount approved by the Board of Regents upon the
recommendation of the University President.
Section 127. Housing Privilege. Employees may apply for housing privileges subject to University policies and laws.
Section 128. E-mail Account. All employees shall be entitled to an official e-mail account through the BPSU webmail.
Chapter 33
Permit to Study
Section 129. Protocol. A Permit to Study must be secured before an employee enrolls for continuing education. The Permit to Study form shall be
secured from the Human Resource Development Office for proper filling out. Recommending approval shall be made by the Immediate Superior and
the corresponding Vice President, with final approval from the Office of the University President.
Section 130. Vertical Articulation. The University adheres to vertical articulation and quality education. As such, the University shall encourage the
enrollment in other prestigious and respected educational institutions so as to avoid in-breeding. It shall also guide the employee, through the
Immediate Superior, so that the programs to be taken are relevant to work assignment or specialization to ensure vertical alignment.
Moreover, any faculty member who still chooses to enroll in a graduate or post-graduate program not aligned to his baccalaureate degree, shall not be
awarded with a thesis/dissertation financial assistance.
Chapter 34
Permit to Teach Outside
Section 131. Protocol. All employees are required to seek the approval of their request to teach in other educational institutions, regardless of the
schedule of their outside teaching load. The Permit to Teach Form shall be secured for proper filling out from the HRDO. Recommending approval shall
be made by the Immediate Superior and the corresponding Vice President, with final approval from the Office of the University President.
Proper and corresponding administrative charge shall be imposed to any employee who accepts teaching stints in outside institutions without seeking
the approval of the University.
Chapter 35
Time Keeping System
Section 132. Biometrics System. All employees shall enroll in the biometrics system. Enrollment is conducted by the person assigned in the
Management Information Systems Office.
This timekeeping procedure shall be maintained by the University to monitor employee’s whereabouts during office hours.
All employees are required to sign into the Daily Time Record mechanism as to the actual time of arrival and departure. At the end of the month, the
immediate head should check entries in the time record, certify correctness of entries in the record.
Section 133. Computation of Leave Credits. Computation of leave credits should be reviewed by the immediate head before recording so that errors
can be easily detected and corrected. The immediate head sign/certifies time cards before recording in the corresponding employee leave cards.
Section 134. Locator Slips. Locator Slips shall be used in monitoring the whereabouts of the personnel during office hours – the nature whether on
official or personal business; destination; purpose; date and time shall be indicated in the form. The slip shall be approved by the designated official
regardless of the nature of the business. A Locator Slip will not entitle one to the use of official hours for private purpose. Thus, if on personal business,
the same shall be charged against the leave credits of the employee concerned.
Section 135. Privileged Access to Biometrics in Other Campuses. The University President shall be given a privileged access to biometrics in all
campuses. Other employees may be granted the same privilege upon expressed approval of the President.
Section 136. DTRs as Proof of Services Rendered for Special Projects and Designations. Some employees may be required to use a separate Daily
Time Record as proof of services rendered, especially during special projects and designations.
Chapter 36
Retirement
Section 137. Required Documents. The following documents are required for submission upon application for retirement:
137.1 GSIS Retirement Gratuity Adjudication
137.2 GSIS Certificate of Clearance
137.3 Complete Service Record
137.4 Clearance from money, property and legal accountability
137.5 Fiscal’s clearance (place of assignment)
137.6 Fiscal’s clearance (place of residence)
137.7 Affidavit of applicant that he/she has no pending criminal case
137.8 Statement of assets and liabilities
137.9 Last appointment
137.10 Appointment showing highest salary received if salary under last appointment is not the highest.
18
Chapter 37
Resignation
Section 138. Resignation Letter. A resignation letter should be coursed through the immediate official for recommendation of approval, thirty (30) days
before the effectivity of the resignation.
Acceptance of Resignation shall likewise be in writing indicating the date of effectivity of the resignation.
Section 139. Accomplishment of Clearance. An employee who intends to resign shall be required to accomplish clearance from money and property
accountability before resignation is accepted. Other documents required are Statement of Assets and Liabilities and Fiscal's Clearance (place of
assignment/residence). The current I.D. of the employee shall also be surrendered upon resignation.
Section 140. Exit Interview. Apart from the Clearance Form, there shall also be an Exit Interview. Members of the interview panel shall be composed of
the Administrative Officer and the Vice President Concerned.
Chapter 38
Dropping from the Rolls
Section 141. Protocol. Officers and employees who are either habitually absent or have unsatisfactory or poor performance or have shown to be
physically and mentally unfit to perform their duties may be dropped from the rolls subject to the following procedures:
141.1 Absence without approved leave
141.1.1 An officer or employee who is continuously absent without approved leave (AWOL) for at least thirty (30)
working days shall be separated from the service or dropped from the rolls without prior notice. He shall,
however, be informed of his separation from the service not later than (5) days from its effectivity which shall be
sent to the address appearing on his personal files or to his last known address;
141.1.2 If the number of unauthorized absences incurred is less than thirty (30) working days, a written Return-to-Work
order shall be served on the official or employee at his last known address on record. Failure on his part to
report for work within the period stated in the order shall be a valid ground to drop him from the rolls.
141.2 Unsatisfactory or Poor Performance

141.2.1 An official or employee who is given two (2) consecutive “Unsatisfactory” ratings may be dropped from the rolls
after due notice. Notice shall mean that the officer or employee concerned is informed in writing of his
unsatisfactory performance for a semester and is sufficiently warned that a succeeding unsatisfactory
performance shall warrant his separation from the service. Such notice shall be given not later than 30 days from
the end of the rating period and shall contain sufficient information which shall enable the employee to prepare
an explanation.
141.2.2 An official or employee, who for one evaluation period, is rated “Poor” in performance, may be dropped from the
rolls after due notice. Due notice shall mean that the officer or employee is informed in writing of the status of his
th
performance not later that the 4 month of that rating period with sufficient warning period of the semester shall
warrant his separation from the service. Such notice shall also contain sufficient information which shall enable
the employee to prepare an explanation.
141.3 Physically and Mentally Unfit

141.3.1 An officer or employee who is continuously absent for more than one (1) year by reason of illness may be
declared physically unfit to perform his duties and the head of office, in the exercise of his sound judgment, may
consequently drop him from the rolls.
141.3.2 An officer or employee who is intermittently absent by reason of illness for at least two hundred and sixty (260)
working days, during a 24-months period may also be declared physically unfit by the head of office.
141.3.3 An officer or employee who is behaving abnormally for an extended period which manifest continuing mental
disorder and incapacity to work as reported by his co-workers or immediate supervisor and confirmed by the
head of office, may likewise be dropped from the rolls.
For the purpose of the three (3) preceding paragraphs, notice shall be given to the employee containing a brief statement of the nature of his incapacity
to work.
PART IX
IN-SERVICE EDUCATION
Chapter 39
Basic Principles
Section 142. Governing Rules and Regulations. Scholarship grantees shall be governed by their scholarship agreement and existing CSC Study Leave
laws and regulations and other important issuances promulgated by competent authorities.
Section 143. Strategies. The University adopts the following strategies in order to meet the needs of the employees:
143.1 To promote an ongoing sense of scholarly and highly professional community in the BPSC campuses
143.2 To develop programs to keep employees at all stages of their careers abreast of current trends.
143.3 To facilitate success for anyone engaged in any part of the scholarly or professional process, from identification of agenda,
through generation of needed financial and other support for that program, to distribution of the results via publications,
presentations, workshops or seminars, performance, or commercial preparation.
143.4 To implement a comprehensive assessment program that determines the effectiveness and guides the practices of the HRDP
143.5 To provide resources and training about information technology and its implications for teaching and internal governance
143.6 To become effective technology agents in community building and development
143.7 To upgrade/increase the capability in conducting scientific research
Section 144. Service Obligation. As per Executive Order 367, the following shall be the bases of computation of service obligation to be rendered by an
employee in exchange for grants and assistance awarded by the University:
19
Duration of Grant Equivalent Service Obligation
For every year, or a fraction thereof not less than six (6)
Two (2) years
months
A fraction of a year less than six (6) months, but not less than
One (1) year
two (2) months
A fraction of a year less than two (2) months Six (6) months
Section 145. Code of Conduct of Grantees. In consideration of his/her acceptance of any form of grant or assistance, the Grantee binds himself/herself
to the following conditions:
145.1 To live up to the terms and conditions of his contract

145.2 To conduct himself/herself in such a manner as not to bring disgrace or dishonor to himself/herself, or to the University
145.3 To keep up with the standards of scholarship accomplishments
145.4 To submit to the Human Resource Development Council, as well as his/her pertinent institute or office his/her official transcript
of grades or certificate of accomplishment, as the case may be
145.5 To return immediately upon the termination of his/her professional or academic undertaking
145.6 To submit to the Human Resource Development Council, as well as his/her pertinent office or college a completion report of his
undertaking, as the case may be, within fourteen (14) days after his/her return to duty
145.7 To submit a community service re-entry plan also within fourteen (14) days after his/her return to duty.
Section 146. Sanctions. The following sanctions shall be implemented:

146.1 Failure of the Grantee to fulfill the obligations provided in Section 133 shall be sufficient cause for the cancellation of the grant.
Should failure in any of such cases due to his/her own fault or willful neglect, he/she shall refund all expenses in accordance
with the provisions of the succeeding subparagraphs of this section.
146.2 For failure to render the required length of service referred to in Section 132, on account of voluntary resignation, retirement,
separation from the service through his/her own fault or other causes within his/her control, the Grantee shall refund in full the
College such amount defrayed for expenses incident to his/her grant.
146.3 Proportionate refund shall be allowed, provided that the Grantee has served the University at least 75% of his/her total service
obligation.
Section 147. Incentives. The following shall be given as forms of incentive to Grantees:
147.1 In case of international grants, the Grantee shall be provided pre-travel expenses not exceeding P600.00 by the Philippine
Government through the University for local transportation fares to and from and within Metro Manila; medical examination;
processing for the issuance of passport and travel tax exemption including incidental expenses for photographs, affidavits,
certificate of birth and other related expenses; airport expenses excluding fees for excess baggage; and local porterage at
customary rates; as stipulated in Section 4 of Executive Order 367.
147.2 The Grantee shall be granted by the Philippine Government/the University clothing allowance, as per the provisions stated in
EO 367
147.3 The grantee’s salary for the duration of the scholarship/training/study etcetera as well as other emoluments, benefits and
adjustments shall be given by the University
Section 148. Rewards and Recognition. The Human Resource Development Council shall initiate a series of awards based on the following:
148.1 Nominations to the PRAISE Committee;
148.2 Evaluation by an Awards Committee to be created by the Council, if it deems necessary
148.3 Publication of papers written and submitted by a Grantee who has achieved outstanding performance and results in the course
of his/her grant
The Council shall also establish and fund, with assistance from the administration, a series of annual awards for scholarly and/or outstanding activity in
different disciplines or general fields. The award may carry small monetary prize or only an individual plaque for the employee plus name on an
aggregate plaque displayed prominently in the Human Resource Development Center. The HRDC shall also give out Special Awards for Grantees and
Mentors at the end of each year.
Chapter 40
Human Resource Development Program
Section 149. Human Resource Development Program. The Human Resource Development Program (HRDP) is a comprehensive blueprint that would
guide both the teaching and the non-teaching staff in achieving their full potential as teachers, scholars, and productive members of the University and
external communities during all stages of their careers. The program promotes innovation, collaboration, collegiality, and love of learning.
Through the HRDP as implemented by the Human Resource Development Council, the University shall adopt and implement a queuing system for
equal distribution of in-service education opportunities.
Section 150. Basis for Awarding Grants and Assistance. In order to ensure that majority of the employees have a fair chance of availing themselves of
scholarship and study grants, thesis/dissertation financial support and other schemes offered under the HRDP, the following are considered as
minimum requirements:
150.1 Have rendered at least two years of service with a very satisfactory performance rating
150.2 Field or area of specialization must be included in the list of priority programs of the University
150.3 Must submit a letter of intent reflective of desire to professionally upgrade himself/herself for the improvement of the quality of
instruction and service of the University
150.4 Must be willing to sign a service contract in exchange for assistance to be extended by the University during his/her scholarly or
professional pursuit
In case that the employee has already availed himself/herself of a previous grant or assistance and wishes to apply for another one, he/she must have
rendered at least fifty percent (50%) of the equivalent service obligation incurred from his/her previous grant/assistance.
Section 151. Required Documents. Grantees shall submit the following documents:
20
Foreign Training Local Training
• Letter of nomination • Travel Order
• Acceptance by Donor Country • Approved itinerary of travel
• Approval • Certificate of completion of travel
• Scholarship Agreement • Certificate of appearance
• Clearance from Money and Property • Tickets
Responsibility • Receipts in case entitled to travel
• Certification that no clothing allowance representation allowance
has been received for the past 24
months in claims for clothing
allowance
All above documents should be filed in grantee’s 201 file.
Section 152. Procedure. The following shall be observed in the filing of application and awarding of Grants:
152.1 The Grantee shall sign a contract with the University stating that the former will render return service to the University, after
he/she finishes the program within the prescribed period appearing in the contract.
152.2 The Grantee shall conduct himself/herself in a manner as not to bring disgrace or dishonor to himself/herself or the University.
152.3 If there is sufficient reason for the extension of the Grantee’s original educational pursuit, he/she shall submit a formal request to
the Human Resource Development Council.
152.4 The Grantee shall immediately report to the University upon completion or termination of his/her educational pursuit.
152.5 The Grantee shall submit to the Human Resource Development Council a certified true copy of his/her grades and diploma or
certificate within fourteen (14) days after his/her return to duty.
152.6 In case an employee is able to avail himself/herself of a grant as a result of his own effort, said employee shall inform the
Human Resource Development Council of the aforementioned grant and consequently, will be issued a certificate of
endorsement by the Council, duly signed by the University President
Chapter 41
Human Resource Development Council
Section 153. Composition. The Human Resource Development Council is composed of duly appointed administrators, faculty and staff who shall serve
until their individual terms of offices expire. It shall be headed by the Vice President for Finance and Administration who shall act as over-all
Chairperson. It shall have the following uniform composition, namely:
153.1 Chairperson, Vice President for Finance and Administration

153.2 Director, Office of Administrative Services
153.3 President, Faculty Association
153.4 President, Employees Association
153.5 Secretariat, Human Resource Management Officer
153.6 Operations, Planning and Development Office via its Planning Council member in charge of the areas of Faculty and
Administration
Section 154. Powers and Duties of the HRDC. The Council is charged to provide policy direction and serve as a strong advocacy voice for the HRDP
throughout the academic community. Specifically, it is tasked to:
154.1 Formulate the Human Resource Development Plan for the approval of the President
154.2 Coordinate and implement the projects, plans and evaluation of the Human Resource Development Program
154.3 Report directly to the President of the progress and other matters related to the conceptualization, operationalization and
implementation of projects and plans based on the HRDP
154.4 Adopt the Human Resource Development Program for recommendation to the Board of Regents
154.5 Engage outside consultants on a regular and continuing basis to help provide assessment of the program
154.6 Apprise the HRDP of the latest trends in the areas of faculty and staff development
154.7 Create a system of liaisons with colleges and offices in the University to provide lines of mutual communication about
development needs, offered programs, and program effectiveness
154.8 Assess and decide on applications for grants and assistance submitted by faculty or staff
Section 155. Human Resource Development Center. To achieve its goals, the HRDP must have a physical location, adequate staffing, comprehensive
communications mechanisms, and the resources necessary to support its mission. Such location shall be called the Human Resource Development
Center.
The Human Resource Management Officer shall be in charge of the Center. Aside from managing the Human Resource Development Center, he/she
shall be tasked to do research, handle data, monitor the development plan, and look into the manpower requirements of the development plan.
Chapter 42
Scholarship Grant
Section 156. Definition. A Scholarship shall refer to an academic study performed and achieved outside of the University, and one that shall give the
grantee an educational degree once he/she finishes the aforementioned study.
Scholarship Grants shall be opened/granted on the basis of the greatest need of and usefulness to the University. The appointment of scholars shall be
made by the President, through the recommendation of the Human Resource Development Council, and shall be limited to the most able, promising,
foreign or local entity. They shall sign a contract binding themselves to pertinent policies of the University.
Section 157. Types of Scholarships. The following are the types of scholarships that will be made available:
157.1 Local – Local Scholarships refer to those offered by agencies and entities based and operating within the country. The most
common forms of this type of scholarship are the Local Scholarship Program of the Civil Service Commission, and the
Commission on Higher Education Faculty Development Program.
157.2 Foreign – Foreign Scholarships refer to those offered by agencies and entities based and operating outside the country. These
can either be private scholarships, or grant-in-aids in the form of Official Development Assistance (ODA)
21
157.3 School-Sponsored – School-sponsored Scholarships are those whose expenses are shouldered by the University.
Chapter 43
Fellowship Grant
Section 158. Definition. Fellowships shall refer to any non-degree advanced study or research performed and obtained outside the University. It also
includes faculty-exchange programs where professors from the University are sent to other colleges and universities within the country, or abroad to
give a series of lectures.
Fellowship Grants shall be opened/granted on the basis of the greatest need of and usefulness to the University. The appointment of fellows shall be
made by the President, through the recommendation of the Human Resource Development Council, and shall be limited to the most able, promising,
foreign or local entity. They shall sign a contract binding themselves to such policies as the Board may stipulate.
Chapter 44
Study Grant
Section 159. Definition. A Study shall refer to an educational pursuit performed and obtained inside the University, and one that shall give the grantee a
baccalaureate degree once he/she finishes the aforementioned study.
Section 160. Procedure. The following shall be observed in the filing of application and awarding of Study Grants:
160.1 Full-time and permanent members of the faculty, officers and employees of the University, as well as those who have at least
rendered two years of service with very satisfactory performance rating, shall have the privilege of enrolling in the University for
free in programs that shall be beneficial to their regular work in the University system, subject to governing rules and policies.
160.2 Permission may be granted only when, considering the teaching load of the faculty member or the workload of the non-teaching
staff, the nature and scope of the program he/she intends to take and the time the program requires will not impair his/her
efficiency as an employee.
160.3 The study grant shall be awarded by the President, through the recommendation of the Human Resource Development Council.
160.4 No employee shall enroll as a student in the University without the permission of the President.
Chapter 45
Training
Section 161. Definition. Training shall refer to any short-term professional or academic pursuit where the skills and knowledge to be obtained therein is
of immediate need and use for the University, and one that shall give the grantee a certificate of completion or its equivalent once he/she finishes the
aforementioned training.
Section 162. Duration. The length of time for an academic or professional undertaking shall be no more than one (1) year.
Section 163. Types. The following are the forms of trainings that will be made available:
163.1 In-house – this refers to training offered, sponsored and undertaken by the University
163.2 External – this refers to training offered, sponsored and undertaken by outside agencies and institutions. This includes
provincial, regional, national and international training programs.
Section 164. Procedure. The following shall be observed in the filing of application and awarding of Training Grants:
164.1 To submit a re-entry plan or proposal for the application of newly-acquired skills or expertise to the Human Resource
Development Council within sixty (60) days after his/her return to duty
164.2 For international training grants, the Grantee shall have a guarantor as his/her co-maker or co-signor in the contract who shall
assume full responsibility jointly and severally should he/she fail to comply with the conditions stated in the contract.
Chapter 46
Thesis/Dissertation Assistance
Section 165. Definition. The Thesis and Dissertation Assistance is financial support extended by the University to any employee who is completing
his/her graduate or post-graduate education in any of the clusters of discipline as stipulated in the University Charter:
Pertinent to the provisions of the Commission on Higher Education Memorandum Order No. 04, s2003, the Thesis and Dissertation Assistance aims to
upgrade the research manpower capability while supporting the conduct of research on identified priority areas of the University.
Section 166. Procedure. The following shall be observed in the filing of application and awarding of Thesis/Dissertation Assistance:
166.1 All applications shall be received by the Chairperson of the Human Resource Development Council.
166.2 Applicants shall submit two (2) copies of the following documents:
166.2.1 Accomplished application form to be secured from the Human Resource Development Council
166.2.2 Approved thesis/dissertation proposal with a one-page overview of the study
166.2.3 Letter of recommendation from the thesis/dissertation adviser
166.2.4 Photocopy of the enrollment/registration form
166.3 The Human Resource Development Council shall review the applications and the thesis/dissertation proposals to ensure relevance
of the study to the priority concerns of the University.
166.4 The Human Resource Development Council shall then submit its approved applications to the President for approval.
166.5 Upon approval, the release of the financial assistance shall be based on the following schedule:
22
166.5.1 50% upon grantee’s acceptance of the terms and conditions of the assistance and an approved work and
Financial Plan
166.5.2 25% upon submission of the draft thesis/dissertation duly attested by the grantee’s thesis/dissertation adviser
as ready for presentation and defense
166.5.3 25% upon submission of the bound copy of approved dissertation (with proper acknowledgement) and an
electronic file
Chapter 47
Educational Tours/Lakbay-Aral
Section 167. Definition. An Educational Tour, otherwise known as Lakbay-Aral, refers to any trip or visit conducted by usually a group of employees to
outside institutions and agencies in order to observe, interview and learn from the ways and means adopted by these institutions and agencies.
Educational Tours shall be granted on the basis of the greatest need of and usefulness to the University, and shall be made by the President, through
the recommendation of the Human Resource Development Council.
Chapter 48
Book-Writing Grant
Section 168. Definition. Book-Writing refers to the conceptualization, design and creation of any instructional material suited for publication and mass
production. It comes in the form of textbooks, manuals and modules.
Section 169. Procedure. The following shall be observed in the filing of application and awarding of Book-writing Grant:
169.1 Application shall be received by the Chairperson of the Human Resource Development Council.
169.2.2 A concept paper/book proposal, which includes a brief description of the book to be written, its coverage, and a
budget itinerary that should not include publication costs as this will be covered by the provisions stipulated in
Chapter 45 of this Manual
169.2.3 Letter of recommendation from Dean of the College or Immediate Office Superior, duly approved by the
Academic Council Textbook Committee
169.3 Along with the Book Committee, the Human Resource Development Council shall review the application and book proposal to
ensure its relevance to the priority concerns of the University.
169.4 The Human Resource Development Council shall then submit its approved applications to the President who shall present the
same to the Board of Trustees for approval.
169.5 The grant shall include a reduction of the teaching or workload of said employee, to be determined by the Human Resource
Development Council
169.6 Financial support will also be granted based on the amount decided upon by the Board of Trustees, after considerable evaluation
of the proposed budget included in the proposal
169.7 Upon approval, the release of the financial support shall be based on the following schedule:
169.7.1 50% upon grantee’s acceptance of the terms and conditions of the assistance and an approved work and
Financial Plan
169.7.2 25% upon submission of the complete first draft of the book duly attested by the Head of Institute or immediate
office superior
169.7.3 25% upon submission of the final draft and an electronic file
Chapter 49
Publication Grant
Section 170. Definition. A Publication Grant refers to the University’s funding of the mass production of any instructional material generated by an
employee.
Section 171. Procedure. The following shall be observed in the filing of application and awarding of Publication Grant:
171.1 Application shall be received by the Chairperson of the Human Resource Development Council.
171.2.2 A copy of the manuscript and a projection cost of its publication
171.2.3 Letter of recommendation from College Deam or Immediate Office Superior
171.3 Along with the Academic Council Textbook Committee, the Human Resource Development Council shall review the application
and manuscript to ensure its quality, as well as its relevance to the priority concerns of the University.
171.4 The Human Resource Development Council shall then submit the approved application to the President for approval.
171.5 The Grantee will sign a contract with the University in which contents and provisions of said contract shall be largely based on the
requirements and specifications in the Intellectual Property Rights Law.
Chapter 50
Mentoring
Section 172. Definition. Mentoring refers to the system of pairing a relatively new and less experienced employee with a more experienced and
knowledgeable counterpart in order to provide orientation and guidance to the former.
Section 173. Process. Instituting a mentoring system include:
23
173.1 Identifying those to serve as mentors

173.2 Matchmaking mentor groups
173.3 Organizing social time for mentoring groups to meet, arranging the orientation workshops, and contacting mentor groups
This program would require that all involved in a mentor group (mentors and mentees) have the same block of time free i.e., no class or work
assignments, so mentor groups can attend a series of orientation workshops and seminars.
Chapter 51
Sabbatical
Section 174. Definition. Sabbatical refers to a break or change from an employee’s normal routine to further studies and conduct investigations and
researches in different fields of discipline, in order to improve competency for service to the University.
Section 175. Terms. A sabbatical assignment for a period of one (1) year with full or partial payment of salary may be granted to an employee most
especially a faculty member if, in the approval of the President and upon the recommendation of Human Resource Development Council, his/her record
as a teacher or researcher in the University puts no doubt on the fulfillment of the objectives of the assignment, and that he/she has served the
University for not less than six (6) consecutive years, with the last two years of which he/she should have carried a rank not lower than Instructor III. If
sent abroad, full transaction payment shall be provided by the University should funds be available for that purpose.
Chapter 52
Emeritus
Section 176. Qualification. A retired faculty member with rank of professor may be appointed professor emeritus if he had rendered at least twenty (20)
years of active and faithful service to the University and has achieved marked distinction as a productive scholar, scientist, or educator, or is widely
recognized as an effective and dedicated faculty. The Human Resource Development Council will be responsible for nominating a retired professor for
an emeritus appointment, whose nomination shall be submitted to the President who will finally endorse the matter to the Board for approval.
PART X
RECORDS MANAGEMENT
Chapter 53
Records Management Program
Section 177. Objective. The University shall establish a Records Management Program under the OAS which shall aim to achieve and maintain an
orderly and efficient flow of information within the organization by providing information at the time and in the form needed to facilitate the
management’s problem-solving and decision-making processes. The program shall also support the performance of the management processes of
planning, organization, control and communication.
Section 178. Records Classification and Filing. University records shall include all books, papers, maps, photographs and other documentary
materials—in various formats—made or received by the University, and preserved or found to be appropriate for preservation as evidence of the
organization, functions, policies, decisions, procedures, operations and other activities.
The following shall be the classifications of University documents and records:

178.1 Correspondence (Plain letters, Endorsements)
178.2 Administrative Issuances (Executive Orders, Administrative Orders, Proclamations, Intra-Office Circulars like Office Circulars,
General Circulars, Memorandum Circulars, University and Office Memorandum, University and Office Advisory, University Orders,
Bulletins, Manuals, Handbooks, Special Orders, Travel Orders)
178.3 Reports (Special, narrative, inspection, investigation, statistical, etc.)
178.4 Forms (DTR printouts, Trip tickets, Information sheets, service record, employment application, etc.)
178.5 Other kinds of records such as legal opinions, blueprints and plans, research studies, minutes, etc. may be created.
Section 179. Records Maintenance. The University shall ensure that the use of maintenance facilities, control systems and operating procedures are
properly managed for the proper and effective recording, handling, routing, classifying cross-referencing, sorting and servicing of records.
The Records officer shall adopt the following standard operating procedures:
179.1 Receiving
179.2 Sorting
179.3 Opening
179.4 Stamping
179.5 Routing
179.6 Assigning of correspondence numbers
179.7 Recording
179.8 Logging
179.9 Delivery to action units.
Section 180. Confidentiality of Records. The confidentiality of office records shall be maintained at all times. Information gleaned from these records
shall not be relayed to anyone without authorization.
An employee’s personal file may be studied by responsible officials of the University or by the employees only upon prior written approval of the formal
request for the same. However, under no circumstance shall the said file be brought out of the Records Office, as the study shall be done in the
presence of the Records Officer or the latter’s equivalent.
24
Chapter 54
Records Office
Section 181. Records Office. The University shall establish a Records Office which shall serve as permanent depository of the following documents:
181.1 Annual Reports
181.2 Authorities to Travel
181.3 BPSU Code
181.4 BPSU Journals
181.5 Copies of University Advisories, Memoranda and Orders
181.6 Development Plans
181.7 Directory of Alumni
181.8 Individual personal records of employees
181.9 List of Linkages
181.10 Logbooks
181.11 Manuals of Operations
181.12 Minutes of meetings of the Administrative Council and of the Academic Council
181.13 Performance Evaluation Results of BPSU Employees
181.14 Programs of different units
181.15 Programmes of students and personnel activities
181.16 Time Records
181.17 Trip tickets
181.18 Other documents for filing and safekeeping
BOR files categorized as Confidential shall also be housed at the Records Division. Approval of release of documents shall be secured from the
OUSBOR.
Section 182. Filing of Records in Other University Offices. Other offices may house their own records because such records may be referred to once in
a while. These offices are as follow:
Office Document
Registration Forms, Grading Sheets, Transcript of Record and Permanent
Registrar
Records
Student’s Individual Inventory, Test Results, Complaints and Action
Guidance
Taken, Promissory Notes
Dean Class Schedules, Course Syllabi, Curriculum
Finance Student Financial Records, Vouchers, Liquidations
Clinic Medical Records of Employees and Students
University and Board Secretary Board Resolutions, Minutes of Board Meeting, Notices of Implementation
Student Organization Records such as copies of financial statements,
Student Affairs requests for holding student activities, accreditation of student
organizations, records of students organizations
Chapter 55
Incoming and Outgoing Communication
Section 183. Basic Policy. It shall be the responsibility of the Records Officer to receive, sort, records and distribute to the offices concerned all
pertinent communication.
Communication addressed and directly received by a particular office can be processed by the said office subject to the procedures set by the
University.
Section 184. Procedure in Handling Incoming Communication (IC). All ICs must be stamped with Received on the face of the document. The stamp
must contain the complete date, reference number, signature of the receiver, and the office that received the documents. Afterwards, the document
shall be logged in the IC Logbook, showing the following basic information, at the least:
Reference Number
Complete Date Received
Name of Sender
Brief description of content of document
Section 185. Procedure in Handling Outgoing Communication (OC). It shall be the responsibility of the Records Officer to receive, sort, record and send
out all outgoing communication. OCs must be covered by Outgoing Transmittal Slip which contains the following information:
Name and Address of Addressee

Mode of Delivery
Name of Person who made the delivery (if hand-carried to Addressee)
Date Released
Name and Signature of Person who received the communication for the Addressee
The OTS shall be accomplished in duplicate. One copy shall be stapled to the receiving copy of the document to be sent out. The other copy shall be
kept by the Records Officer, and be retained until the receiving copy of the document sent out is returned.
An OC Logbook shall also be maintained, and shall contain the following information:
Document Code
Date Released
Name and Address of Addressee
Brief Description of document
Remarks
Section 186. OC sent via Post. All OCs for mailing received before twelve noon shall be mailed the same day. All OCs for mailing received after lunch
shall be mailed the following work day.
25
Section 187. Action and Document Status. The following shall be used to describe the action taken for ICs and OCs:
Action Taken Description Format

the document was received from a particular Received from [name of person] [name of
Received from
person/office Unit/Office]
the document has been received or accepted by
Acknowledged by a particular person/office and recognized as Acknowledged by [name of person]
official document for appropriate action
the document has been forwarded to a
Endorsed to Endorsed to [name of person]
particular person/office for appropriate action
the document has been forwarded to another
Routed to Routed to [name of Unit/Office]
person/office for appropriate action
the tracking process of the document has been
Released to [name of person] [name of
Released to completed and was released to the appropriate
Unit/Office]
addressee/office for next action
On the other hand, the following provide information on the status of University documents:
Document Status Description

Approved/Resolved the document has been given due action
Deferred no final action/decision has been taken on the document
In-process the document is being reviewed/evaluated
For Signature the document is for signature by the concerned official/staff
the document has been signed by the concerned official and ready
Signed
for release
Pending compliance action is withheld pending compliance to required documents
Chapter 56
Records Disposition
Section 188. Rationale. To ensure the systematic transfer of non-current records from a University office to the Records Office, permanent records shall
be identified and preserved, while valueless records shall be subjected to outright destruction.
Records disposition shall follow a pre-determined, well-arranged and coordinated plan of activities for the retention, preservation and destruction of
records in the University.
Section 189. Basic Guidelines. The University shall adopt a systematic method for the removal from office to storage of records of records that are
needed for everyday operation. This includes the identification and preservation of permanently valuable records and the destruction of valueless ones.
Not all records are preserved for permanent use of the University, as doing so would mean a need for more space and equipment. To keep space and
equipment needs at a minimum, inactive or non-current records should be kept in temporary storage until their retention period expires.
Permanent records which are worthy of preservation usually reflect those of the University’s administrative history, policies being followed, the reasons
for their adoption, the working methods, specific individual transactions, including personnel service and the general, social, economic, or other
conditions which the University is dealing with.
Non-current records have varying periods of usefulness. Because of this, it is necessary to determine how long they should be retained in retirement to
satisfy their administrative and legal requirements. Non-current records awaiting the termination of their prescription period may be transferred to less
expensive storage areas. Non-current records which are of no record value, or temporary records whose retention periods have expired, should be
disposed of.
All requests for storage of non-current records submitted by University offices shall reflect information containing a brief description of the record series
turned over, and inclusive dates covered by the record and volume.
Section 190. Inventory. A descriptive list of all the record holdings of the agency shall be kept in order to identify and locate the records, determine the
volume of the record holdings as well as its age, and to find out the present and future needs of the University in terms of personnel, floor space and
equipment. This shall serve as initial step in developing the Records Disposition Schedule (RDS) and for whatever purpose it may deem necessary.
All concerned officials and those to conduct the inventory must be familiar with the operations of the different units of the University, and must know
where the records are stored. Inventory shall start with the identification of records series to be inventories. The earliest and latest periods covered by
the records series to be inventories must be determined. Afterwhich, the inventory must be by file stations or by a cabinet or group of cabinets.
Section 191. General Records Disposition Protocol. The University shall observe a standard procedure in disposing of records via General Disposition
Records Schedules in order to determine the disposal of its valueless records.
The University first secures authority from the Director of the Records Management and Archives Office (RMAO) before destroying or selling any
record.
Upon receipt of request for authority to dispose of records, the Chief of the Current Records Division, acting for the director, shall assign a Records
Management Analyst to appraise and examine the disposable records of the University and recommend the manner or method of disposal, such as by
burning or direct sale or shredding before sale in the prescribed form.
The Records Officer who is in custody of the records holding shall be responsible for the safekeeping of the valueless records until their disposal is
authorized.
The Records Management and Archives Office together with representatives of CHED and COA may reappraise and reexamine records for disposal as
the need arises.
To safeguard the sanctity of the records and to check that records to be disposed of are of the same records which were appraised and examined and
that no insertions had been done, the actual disposal of records shall be witnessed by a representative of the University, the RMAO and COA.
A Certificate of Disposal shall be prepared in triplicate by the University and witnessed by the representatives of the Commission on Audit, Records
Management and Archives Office and the University upon the delivery of the disposable records to the paper mills or warehouse of the winning bidder.
26
The Certificate shall indicate the nature of the records, the manner, place and date of disposal and their approximate volume in cubic meters and
weight.
The original copy goes to the University, a copy for the Records Management and Archives Office and a copy for the Commission on Audit.
The University shall submit a report on the disposal of valueless records to the Records Management and Archives Office.
All proceeds realized from the sale of disposed valueless records shall be remitted to University Funds.
The University shall determine when to have its file breaks. File breaks are generally set during the slack periods of filing and servicing. A file break
may be set at the end of the fiscal year or calendar year.
Section 192. Disposition Schedule Records shall be disposed of periodically, usually once a year, soon after a file break. The following are the general
records disposition schedule:
Age (in years) Documents

Application for position
Application for leave after recording
Application for resignation or transfer
Certificate of appearance
Curriculum vitae if already updated
DTR after absences are recorded
1
Delivery receipts
Interview reports
Gate passes, Job orders, locator slips
Memo of receipt of equipment after return
Mailing list
Trip tickets
Authorization for overtime
Authorization for transfer of funds
Authorization for allowance if already terminated
Canvass of prices
2 Directives/Issuances if superseded
Inventory of supplies; Tag prices
Logbook of incoming and outgoing University personnel
PDS if superseded
Training reports
Advice for allotment application for bonding officials after
cancellation
3
Cash disbursement, statement of accounts, work and financial
plans, work program after superseded
PO Abstract of sub-vouchers, report of examination of
4 paymaster, purchase of supplies, requisition and issue of
voucher, voucher with hold tax certificate if superseded
Administration cases from decision date
Application for relief of accountability, inventory, invoices of
5 delivery, invitation to bid and bid tending
Performance rating cards
Sworn statement of assets and liabilities if superseded
Bills after receipt account receivable
Certificate of settlement and balances after post-audit
Certificate of loan
Checks and checks tubs
10
Disbursement voucher
General payroll if post-audited and settled with any case
Journal-voucher
List of remittance
Acceptance of resignation
Approval of retirement (GSIS/PhilHealth)
25
Leave credit
Medical Certification
Records vary with respect to their usefulness to the University; therefore, the University shall be the one to determine the retention period of its
documents.
Section 193. Requesting for Records. A properly-accomplished request form must be accomplished by any University employee who wishes to borrow
a copy a copy of the record, or be issued a Certified True Copy of a record. Upon approval of the request, the requested document shall be released
after a maximum of three (3) work days.
In the case of a person not employed in the University, a formal letter of request addressed to the University President must be submitted. The letter
should state the name of the person requesting a document, the agency he/she works for, and the specific purpose in requesting the document.
The Records Officer shall also be responsible in issuing Certified True Copies, and shall be responsible in determining who will sign the document,
depending on the nature of use.
27
PART XI
COMMUNICATION FLOW, COURTESIES AND PROTOCOL
Chapter 57
Protocol
Section 194. Rationale. Members of the academic community are encouraged to raise issues through a variety of channels. If the issue is
administrative in nature, it is most appropriate to utilize the administrative structure. If the issue is within the province of a committee, it may be
appropriate to communicate directly with members of the committee or through the Committee Chair. In other cases, the issue may be brought to the
Officers of the Faculty and Employees Association.
Courtesy and diplomacy should be observed in all official communication. All official letters and documents should always be addressed to the head of
the office concerned. Except in emergencies, official communications, no matter to whom it is addressed, should be sent through official channels—that
is, through the office next higher or lower in rank than the originating or transmitting office.
In line with the University structure, official communication of faculty members shall be coursed through the College Dean, Campus Director for satellite
campuses, and to the Vice-President concerned.
Section 195. Language to be Used in Official Correspondence. All official communication prepared by officials and employees of the University shall be
written in the English language. If the person to whom the communication is addressed cannot understand English, a translation into the language
which the addressee would understand shall be enclosed. Consistent with the policy of the Government, Filipino may also be used in official
correspondence.
Section 196. Preparation of Correspondence. Except when otherwise necessary, only official paper, 8-1/2 x 11 inches, should be used for official
correspondence and reports. Letterheads should be used only for the first page of the original copy of communications and good bond paper for
succeeding original pages. Cheaper bond should be used for duplicate or additional copies.
All correspondence shall be prepared single-spaced except short letters of six lines or less. The left margin should be at least 1-1/2 inches, and the first
line of each paragraph indented ten spaces.
Each paragraph should be started double-spaced, except in endorsements where it may be single-spaced. Two-stroke spaces should be left between
the period of a sentence and the opening of the following sentence and one space after a comma or other marks within a sentence. The margin at the
right should be of approximately the same width as that on the left. If the written matter occupies considerably less than a single page, it should be so
placed that too great a space is not left at the bottom in comparison with that at the top.
A letter which cannot be accommodated on one page without narrowing the margin should be begun somewhat lower on the page than usual, and
finished on the following page. The last page of a letter should, however, always contain at least three lines of writing in addition to the complementary
closing and signature. Only one side of the paper should be used.
When a letter or endorsement requires more than one sheet, the number of each page after the first should be indicated at the top of the page. When
enclosures accompany correspondence, they should be listed in the lower left-hand corner.
Confidential letters should be marked “Confidential” on the page immediately above the address, and the word “Confidential” should also be placed in
the lower left-hand corner of the envelope. The distinction between the words “Confidential” and “Personal” should be carefully observed. Confidential
communications should never be forwarded to other branches of the Government, nor their contents divulged to persons other than those for whom
they are intended.
Official correspondence, including enclosures, should reach its ultimate destination in duplicate, except narrative reports that are not to be forwarded
from the office to which they are addressed, and letters sent direct to persons not in the Government service. Therefore, in case a communication has
to go through several offices, enough copies should be made by the writer to insure that the communication will reach the addressee in duplicate.
So far as is consistent with adequacy of statement and the free expression of opinion, letters should be brief, clear, and concise. In letter writing (as
distinguished from endorsement-writing), the use of the first and second persons is prescribed when reference is made to the writer and to the
recipient. A letter should be limited to only one subject, but several letters may be enclosed in one envelope. It is not considered a good practice to
make notations on original correspondence, unless the papers are ready for file.
The salutation in official letters addressed to a higher authority, should uniformly be “Sir” or “Madam.” In letters addressed to one of equal rank or to a
subordinate, the less formal salutation of “Dear Sir” and “Dear Madam” may be used. Official letters should, as a rule, open with the statement, or
introduce the main thought by the expression, “I have the honor to...” The complimentary close of formal official letters should be “Very truly yours.”
In addressing an official by letter or endorsement, and in referring to one in the body of a letter or endorsement, the title pertaining to a person’s office
should be used, not his/her name (unless necessary for identification) nor the signatory title of a temporary incumbent.
Section 197. Promptness in Attending to Correspondence. Request for action, information, or reports must be attended to with the least possible delay
to promote efficiency. If it is necessary to delay action on correspondence, a letter of explanation should be sent to the interested official.
Academic and administrative officials should have their offices organized so that any correspondence may still be attended to in their absence by some
responsible person delegated for the purpose. Communication which can be acted upon without the need of research or consultations with other
officials, should be answered within 24 hours after receipt.
Section 198. Coursing of Correspondence. Official letters should always be addressed to the head of the office, never to a subordinate in the office.
Except in emergencies, the rules require that official correspondence, no matter to whom addressed, should be sent through official channels, (i.e.
through the office next higher or lower than the one transmitting it). However, this may not be applied strictly in the case of correspondence among
Deans of colleges and heads of offices about minor matters, such as transfer of student, athletic meets and the like.
Section 199. Endorsements. Official letters should be answered by return endorsements, numbered consecutively, in order that the complete
correspondence may show all facts relative to a definite case without the necessity of looking up various separate letters. In disposing of papers by
endorsement the original copies (not the duplicate copies) of the whole correspondence, including all endorsements, should be sent in their next
destination, the last endorsement being sent in duplicate. The under-endorsement system is prescribed. By this method, each endorsement is
commenced in the space which may remain on a sheet following the conclusion of the letter or preceding endorsement, or it may be commenced on a
fresh sheet of paper. The briefs on the original letter formerly used to precede a first endorsement on a fresh sheet of paper are no longer required. An
endorsement may be written partly on one page and partly on another, but for layout and face validity, no endorsement should be commenced at the
bottom of a page if only four or five lines of the body of the endorsement can be accommodated on that page.
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All exaggerated forms of endorsement headings should be avoided. Between two lines containing the number of the endorsement and the office and
date respectively, only one other line should appear, as for example, “Office of the Registrar,” or “College of Education,” or “Office of the Director for
Administrative Services”.
A communication being sent by endorsement to a superior office is always “Respectfully forwarded” or “Respectfully submitted” and never “referred” or
“transmitted.” If sent to an office of equal rank, it is “Respectfully transmitted”; if sent to a subordinate, it is “Respectfully referred.” Correspondence
returned to an office where it originated or where it has been recorded is “Respectfully returned” regardless of the rank of the two offices concerned.
Communications should not be endorsed to firms or persons outside the Government service. A separate letter should take up the matter in hand and
the file of papers retained. Frequently, also, there are matters, which should be presented to faculty and other employees by letter rather than be
endorsement on the original communication.
An endorsement should furnish information, comment, or recommendation on the matter in hand. Noncommittal endorsements or those that fail to reply
fully to the inquiry or request are rightly interpreted as attempts to evade responsibility for recommendation and cannot be justified. No endorsement at
all should be placed on correspondence unless useful and necessary information is given. Mere “forwarding” or “returning” endorsements should be
avoided, and a “contents noted” stamp used instead. When only approval is necessary, an “Approved” stamp should be used. Many short
endorsements are so similar in form that a rubber stamp may be easily used for the important parts and a few blanks left for handwritten data.
The use of the third person in endorsements is prescribed. “I,” “We,” and “You” should not be used therein, unless direct quotations are made. The
person writing the endorsement may refer to himself as “the writer,” “the undersigned,” or “this office,” or by his official title, such as “the Vice
President.” No complimentary close is used in endorsements, the signature and title being given directly after the close of the endorsement.
Section 200. Incoming Communication. All official correspondence intended for the University whether addressed to the President or any other official,
shall be coursed through the Records Section via the Records Officer for recording and routing to proper action units.
All communication needing action by the President must be submitted at least three (3) work days before its implementation or actual use.
There shall be no direct deliveries of incoming communications to action units by individuals. All communications delivered directly will first be made to
pass through the Records Section for proper recording. As much as possible, there shall be no hand carrying of correspondence within the university
by outside parties. All officials and employees shall inform the transacting public of this regulation and shall adhere to it.
Section 201. Agency to Agency Outgoing Communication. All communication and documents to be sent to outside agencies, organizations and offices
shall be coursed through to the Office of the University President for proper transmittal letter.
For agency to agency communication, only the University President shall represent BPSU and sign in official communication.
The electronic signature of the President cannot be used without expressed approval, and must be initialed by the University and Board Secretary.
Chapter 58
Memorandum and Order
Section 202. General Provision. All Orders, Memoranda and Advisories shall be pre-numbered and issued by the office concerned.
Section 203. University Order. University Orders shall contain the introduction, revision, and modification of BPSC policies, rules and regulations; and
shall supplement the policy of the school but shall not form part of the BPSU Code.
Section 203. University Memorandum. The University Memorandum shall be issued only by the Office of the President and shall contain reminders and
updates on the ventures, activities and other programs within the University.
Section 204. Campus or Office Memorandum. The Office Memorandum shall be issued by the office concerned duly approved by either the Campus
Director for the satellite campuses, and the pertinent Vice President. It shall be circulated within a particular college or office only. It shall contain
reminders and updates on the ventures, activities and other programs within that particular campus, college or office.
Chapter 59
Seal and Logo
Section 205. BPSU Logo. A copy of the BPSU logo in any format shall only be made available to outside institutions and organizations only after
approval from the Office of the President through a written request submitted to the Office of the University and Board Secretary. (Please refer to the
appendix for the proper format of the letter of request)
Section 206. Use of the BPSU Logo. No document such as letterheads or envelopes bearing the BPSU logo shall be used unless it is for official
communication purposes.
All forms of written communication intended for outside persons, agencies and organizations shall bear the BPSU Logo only.
Section 207. Custody of BPSU Dry Seal. The BPSU dry seal shall be housed at the Office of the University Registrar and the Office of the University
and Board Secretary. All documents needing the stamping of the BPSU dry seal shall be forwarded to these offices.
Section 208. Stamping of Documents. The Office of the University Registrar is required to stamp submitted documents within two (2) working days after
receipt thereof.
Section 209. Office and College Logo. Each office and college shall have its own logo duly approved by the Office of the President. Any alteration or
modification in previously approved logo shall be presented for approval to the same office.
Section 210. Use of College and Office Logo. All office and college logos shall be used for business communication purposes only. Requests on the
use of any logo shall be granted based on the discretion of the respective office-in-charge.
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Chapter 60
Certificates and Diploma
Section 211. Official Signatories. Certificates of Attendance/Participation and the like for university-based activities shall be signed by the Dean or
Office Head, and the corresponding Vice President.
All Certificates of Recognition/Appreciation and the like shall be signed by the University President only. The same applies to certificates that will be
distributed to non-BPSU attendees.
Chapter 61
Requests, Travel Orders and Trip Tickets
Section 212. Protocol for Approval and Signing. Requests, travel orders and trip tickets must pass through, and need to be properly signed by
immediate superiors. Afterwhich, these will be submitted to the Office of the President through the Records Officer.
In the absence of the President, trips and travels within the province can be approved by the corresponding Vice President or University In-Charge.
PART XII
FINANCIAL MANAGEMENT
Chapter 62
The Budgeting Office
Section 213. Functions. The Budgeting Office shall have the following primary functions:
213.1 Develop and improve budgetary methods and procedures, and justifications;
213.2 Provide budget subject to budgetary ceiling fund estimate in support of the University operations, plans and programs;
213.3 Prepare annual financial work plans;
213.4 Allocate available funds to programs on the basis of approved guidelines and priorities;
213.5 Review performance report to determine conformity with set standards;
213.6 Prepare financial report for management guidance as required by higher authorities.
Chapter 63
Annual Budget Preparation
Section 214. Standard Procedures of Preparation. The annual budget of the University shall be prepared in accordance with the budgetary policies of
the government and the rules and regulations prescribed by the Board of Regents.
Budget preparation shall start at the unit level of the different operating units of the University. Each unit or office shall prepare estimates or budgetary
requirements for their respective units, programs and/or projects.
Heads of operating units shall submit their estimates or budgetary requirements to the Budget Office together with the justifications not later than every
th
20 of January.
The Budgeting Office shall consolidate these estimates/budgetary requirements for approval by the Board of Regents. The Committee on Budget
Preparation, which includes representatives from the Office of Finance and Management and the Operations Planning and Development shall be
convened. The Procurement Office and other offices shall also be consulted for the University’s Annual Procurement Plan (APP).
For personnel services (PS) The following shall be the steps to be followed by the committee:
1. Identify the number of positions both plantilla and non-plantilla items with considerations of salaries, allowances, Christmas bonus /Cash
Gift, overtime pay, honoraria of non teaching personnel/instructors/ RATA of University Officials and other expenses
2. Identify what existing positions shall be requested for reclassification. Details of financial requirements shall be included.
3. Identify what and how many positions shall be requested for creation. Details of financial requirements shall be included.
For maintenance and other operating expenses (MOOE), the following steps shall be observed:
1. The MOOE shall be distributed to the following expenses: electricity, water supply, communication expenses (landline, mobile, internet
connection, postage and others), and supplies and materials as reflected in the APP, other items which may be included in the Budget Call
Manual.
For capital outlay (CO), expenses such as land and land improvement (asphalting/cementing of roads, fencing and landscaping), construction and/or
rehabilitation of buildings, purchase of vehicles, furniture and fixtures, purchase of machineries, information technology equipment, and books.

Section 215. Approval. The highlights of the Proposed Budget for every fiscal year shall be presented to the Board of Regents for approval and
endorsement to appropriate bodies. The ADCO shall also be informed regarding the highlights of the proposed budget.
These shall then be submitted to the Department of Budget and Management in the form of Budget Proposals on or before May 2 of each year or on
the date as specified in the budget call.
Section 216. Budget Preparation Considerations. In budget preparation, focusing resources towards agricultural modernization, poverty reduction,
information and communications technology must be
considered in order to support the long-term goals of sustained growth and equitable development.
Baseline budgeting approach shall continue to be used. This refers to the minimum level of expenditures at which the University shall still continue to
operate at the budget year’s level and be able to perform its basic mandate and functions.
In the budgetary process, mandatory expenditures shall have precedence over other types of expenditures.
The DBM and CHED subsequently shall schedule a Technical Budget Hearing to take up the necessary corrections in the Budget Proposals submitted.
30
Congress and Senate will issue additional requirements to support the year’s submitted budget proposal on the last week of July.
st
Section 217. Budget Hearing Schedule. Budget Hearing at the House of Representative is held usually during the 1 week of September of each year.
st
Senate Hearing is usually held during the last week of September or 1 week of October of each year.
Chapter 64
Budget Implementation
Section 218. Authorization of Transfer of Funds. No transfer of funds shall be allowed/authorized except for justifiable and actual emergency situation.
In such emergency cases, the President with the approval of the Board of Regents may direct the transfer of funds from one item to another but not to
exceed 33 1/3 percent of the amount appropriated for such item.
Pending the approval of the budget for the ensuing year, the President shall operate based on the previous year budget.
Any additional request for fund made by any of the operating units should not be paid without being authorized by the Board of Regents. In cases
where it is no longer possible to sub-allot to the requesting operating units, emergency expenditures shall be processed at the Administration or at the
operating unit, which has generated savings at the end of the fiscal year.
Section 219. Capital Outlay Fund Release. Fund releases for Capital Outlay (Infrastructure projects) are kept with the Administration. To ensure
participation of the operating units, who are end users, the heads are automatic members of the Pre-qualification, Bid and Award Committee. They are
likewise signatories to the accomplishment report, a document required to support payment of actual progress billings for infrastructure project. For
Equipment Outlay, the funds shall be released to the operating units which shall be responsible for acquisition and payment.
The President shall be authorized to order the closing of accounts of completed and dormant projects and direct the reversion of any balance to the
original funds from which these funds were drawn or to the general unassigned funds of the University.
Chapter 65
Use of Income Derived from Sources other than the GAA
Section 220. Use of Income from Tuition Fees and from Other Sources. Income from tuition fees and other necessary charges such as: matriculation
fees, graduation fees, laboratory fees, medical and dental fees, library fees, athletic fees and other similar fees, and the net income from auxiliary
services shall be deposited in an authorized government depository bank as special trust fund. The said trust funds shall be used to augment the
maintenance and other operating expenses and capital outlays fund of the University. They may also be used to pay authorized allowances and fringe
benefits to teachers, employees, and students.
The University is likewise authorized under Letter of Instruction Nos. 872 and 1026 to retain as Revolving Fund income from food production and
manufacturing operations as Revolving Fund.
Section 221. Authority to Disburse. The Board of Regents is authorized to disburse such income from tuition fees and other charges as well as those
generated from the operation of auxiliary services and land grants, for instruction, research, extension or other programs/ projects of the University.
Such disbursements require a special budget duly approved by the Board of Regents which is empowered by R.A. 8292 to appropriate the income of
the university, and allocate funds with flexibility.
Section 222. Income Projection. The Director of Finance and Management Services in coordination with the Accountant shall make a projection of
income from all other sources which include income from tuition fees, miscellaneous fees, income generating projects and other sources.
Section 223. Budget Components. Based on the priorities set by the University, the income shall be appropriated into PS, MOOE and CO.
Personal Services shall include but not limited to:

1. salary of contractual, casual, emergency laborers, job orders, part timers
2. Christmas bonus, cash gifts
3. Implementation of NBC 461
4. Year End Incentives
5. Cash Incentives for Non Ratable personnel
6. RLIP of non permanent positions, PhilHealth, PAGIBIG
7. Economic Allowance /Other Allowances
8. Honoraria/Payment of Extra Teaching Load
9. PERA/Additional compensation
10. Overtime Pay
11. Performance Incentive Bonus
12. Clothing Allowance
13. Others
MOOE and CO shall be based on the provisions of Budget Call Manual.
Section 224. Work and Financial Plan Approval. The Work and Financial Plan shall be presented to the Board of Regents for approval.
Section 225. Remittance of Income. Operating units are required to remit their collections from tuition fees and other fees to the Administration within
fifteen (15) working days after enrollment.
Net income realized from operations of Auxilliary Services and Income Generating Projects shall likewise be deposited to the Administration not later
than the end of January of each year.
Section 226. Special Budget Committee. As the need arises, the Special Budget Committees shall convene to prepare a special budget out of the
income deposited from the different operating units as certified by the Chief Accountant for recommendation to the Board for approval. The said
Committee shall be composed of the following:
Chairman : VP for Administration

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Co-Chairman: Director, Finance and Management
Members: Director for Operations, Planning and Development
Heads Operating Units
Director for Entrepreneurial and Auxiliary Services
Chief Accountant
University Budget Officer
The approved budget shall be sub-allotted to the different operating units.
Chapter 66
Fund Releases
Section 227, Policy Guidelines. The operating units receive their share from the University’s budget through sub-allotments issued by the
Administration on a monthly basis.
To facilitate effective management in the transfer of allotments to the different operating units, the following policy guidelines shall apply:
Monthly sub-allotments to operating units shall continue to be released by the Administration on the basis of their actual needs and subject to
the available Notice of Cash Allocation issued by the Department of Budget and Management.
The policy on “No report, no release” shall be strictly adhered to in the issuance of sub-allotment to the different operating units which will
serve as the basis for the succeeding monthly release.
Any unexpended balance during the previous month shall be deducted from the regular monthly release.
Any authorized amount due to the operating unit that remains un-issued but subsequently needed by the unit can still be requested for
release within the calendar year subject to the submission of status report that will justify the said request.
The following guidelines shall be maintained in the issuance of sub-allotments to the operating units:
Program/Project Criteria
A. General Administration and 1. Number of personnel
Support Services 2. Physical facilities both buildings and equipment
3. Activities of the unit
B. Auxiliary Services 1. Number of personnel

2. Existing service projects
3. Physical facilities and equipment
C. Advanced Education 1. Number of personnel
D. Higher Education 2. Enrollment

3. Number of programs offered
4. Programs for accreditation
5. Number of scholars
6. Textbook requirements
E. Research Services 1. Number of personnel

3. Number of research projects to be conducted
F. Extension Services 1. Number of personnel

3. Training/seminars for OSY, Farmers/GAD
Chapter 67
Accounting Office
Section 228. Functions. The Accounting Office shall have the following primary functions:
228.1 Give advice on financial matters;

228.2 Prepare and submit financial reports to management and other government departments and agencies authorized to receive such
reports;
228.3 Maintain basic and subsidiary accounting records and books of accounts to reflect accurate and current financial information
required by existing auditing rules and regulations and by management;
228.4 Certify to the availability of funds, obligate funds, and issue treasury warrants to liquidate obligations;
228.5 Prepare billings to debtors of the national government.
Chapter 68
Claims of Payment
Section 229. Salaries and Wages. For any employee, irrespective of his/her tenure, the following procedures shall be observed:
229.1 A legally created position or plantilla item, temporary or non permanent items must be existent.
229.2 A valid appointment with corresponding salary rate (daily, weekly, monthly or annually, as the case may be) prepared by the Office
of Administrative Services shall be submitted to the Accounting Unit.
229.3 Service rendered must be actual and in accordance to prescribed office or actual hours rendered.
229.4 Time Card shall be signed by the employee concerned and approved by the immediate supervisor.
229.5 Approved faculty teaching load shall also be submitted to the Accounting Unit as reference in the payment of extra teaching load
(ETL).
229.6 Payment shall be made directly to the employee except when the person concern gives authority to other person through a power
of attorney to receive the financial claim.
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Section 230. For Attending Official Business Travel. Claimant shall prepare and submit to concerned officials and personnel the following documents:
230.1 Duly approved travel order with corresponding University Memorandum in case of attendance to seminars and conference.
230.2 Certificate of Appearance/Attendance and Certificate of Participation, in case the attendance is in seminar or conference
230.3 In case the attendee paid registration fee, the registration receipt should be submitted.
230.4 If a University vehicle was used, an approved trip ticket should be submitted.
230.5 If public transportation was used, bus tickets and the like must be submitted.
230.6 If the attendees rented a vehicle, an Reimbursement Expense Receipt (RER) must be prepared and submitted.
230.7 Itinerary of Travel
230.8 Certificate of Travel Completed
Payment shall be made directly to the employee except when the person concern gives authority to other person through a power of attorney to receive
the financial claim.
Section 231. Claims for Reimbursement of Supplies and Materials. Claimant shall prepare the following documents:
231.1 3 canvass papers in excess of P5000

231.2 Official Receipt/RER duly inspected and signed by internal auditing staff
The Property and Procurement Office shall prepare and process the following documents
231.3 Purchase Order
231.4 Inspection and Acceptance Report
231.5 Purchase Request
Section 232. Claims for payment for Construction/Rehabilitation of Building. The following documents shall be attached when claiming payment for
construction/rehabilitation of building:
232.1 Advertisement or Call for Bids
232.2 Plans and Specifications
232.3 Program of Work and detailed cost estimate
232.4 Abstract of Bids
232.5 Letter if Award
232.6 Acceptance by the Contractor
232.7 Notice to Proceed/Commence Work
232.8 Performance Bond
232.9 Certificate of Inspection and Acceptance
232.10 Certificate of Completion
Schedule of payment shall be specified in the contract between the winning bidder and the University.
Section 233. Claims for payment of Over Time and Extra Teaching Load. The following documents shall be attached when claiming payment overtime
work:
233.1 Duly approved authority in the form of letter, memorandum or verbal instruction from the immediate supervisor approved by the
University President
233.2 Duly approved teaching load for claim of ETL
233.3 Duly signed daily time record
Chapter 69
Internal Accounting Control for Disbursement
Section 234. Basic Guidelines. The following shall be the basic guidelines regarding internal accounting control for disbursement:
234.1 No money shall be paid out to any public treasury or depository except in pursuance of an appropriation, law or other specific
statutory authority.
234.2 Government funds shall be spent or used solely for public purposes.
234.3 Trust funds shall be available and may be spent only for the specific purpose for which the trust was created on the funds
received.
234.4 Fiscal responsibility shall, to the greatest extent, be shared by all those exercising authority over the financial affairs,
transactions and operations of the government agency.
234.5 Disbursement or disposition of government funds or property shall invariably bear the approval of the proper officials.
234.6 Claims against government funds shall be supported with complete documents.
234.7 All laws and regulations applicable to financial transactions shall be faithfully adhered to.
234.8 Controlling accounts should be used as extensively as possible. Controlling accounts serve as a proof of accuracy between
account balances and between duly segregated employees.
234.9 All necessary sets of books should be maintained and reports should be regularly prepared and tied-up with the respective
controlling accounts.
234.10 Accounting and disbursement functions should not be vested on one individual. An employee should not have control of the
operations giving rise to entries in the records i.e., the general ledger bookkeeper should not have access to the cash or to the
records of cash sales.
234.11 Payments should be properly approved and be made by check whenever necessary and issued to the name of the payee.
234.12 All collections should be properly receipted and deposited intact and promptly in accordance with pertinent regulations.
234.13 Accountable officers should be properly bonded.
Chapter 70
Accounting for Allotments and Obligations
Section 235. GARO and SARO. The approved budget is not self-executory. It can be utilized only upon the release of allotments: the GARO and the
SARO. These GAROs and SAROs serve as the authority to incur obligations. GAROs are released annually by allotment class and in accordance with
the itemization in the budget. SAROs are released monthly or upon approval of the Department of Budget and Management of the request of the
University for payment of accounts payable and retirement gratuity or terminal leave pay of retirees.
To prevent the incurrence of overdraft, funds are earmarked for each proposed expenditure.
33
Section 236. Request for Obligation of Allotment. For each obligation, a Request for Obligation of Allotment (ROA) is prepared to take up the incurrence
of expenditures for any lawful act made by an accountable officer for and in behalf of the agency in the performance of its functions and goals.
Section 237. Disbursement and Payment. Disbursements shall be covered by a disbursement voucher and obligations are paid either by check or in
cash.
Payments by checks are those obligations which are due to creditors for payment of deliveries of supplies and services, advertisements, newspapers
subscriptions, traveling expenses, seminar fees, regular expenses such as light and power, telephone bills and other obligations payable to other
agencies.
Checks issued including those which are cancelled or voided are recorded chronologically in the report of checks issued and cancelled and these
reports are prepared monthly and by funds.
Payments in cash are those obligations such as salaries and wages, commutable allowances and in some instances, payments of honoraria and other
similar compensation benefits.
No payment of any nature shall be received by a collecting officer without immediately issuing an official receipt in acknowledgment thereof.
The cashier shall deposit all intact collections as well as collections turned over to him/her by designated collectors with the authorized
depository bank daily or as the need so requires.
The cashier should prepare a report of collections and deposits and a copy of the report shall be submitted to the accountant.
The cashier shall also record in the cash book all collections received. The cash in treasury account shall be debited with the collections
received, and credited with the collections deposited with the authorized depository bank.
The Cash Section shall submit the following to the Accounting Section:
o Reports of checks issued and cancelled – RCIC – All Funds – 101, 161, 184, Zonal Center Fund, 164 (3) MDS, MDS (A/P) on or
before every the last working day of the month.
o RDDO – Report of disbursement by deputized disbursing officer 101, 161, 184, Zonal Center Fund, 164 (3) not later than the last
working day of the month.
o Reports of collection and deposit – RCD 101, 161, 184 164 (3), TOP not later than the last working day of the month.
o Completed accountable forms to be submitted to COA every month.
o RCIC, RDDO, RCD shall also be submitted to COA.
Chapter 71
Accounting Work Flow
Section 238. Standard Protocol. The following shall be the standard accounting workflow:
238.1 Preparation of disbursement voucher, payroll and obligation slip by all campuses supported by appropriate documents.
238.2 Disbursement voucher, payroll and obligation slip shall be forwarded to the VPAF, Finance Director, Budget Officer and
Accountant for signature.
238.3 The University President shall approve the expenses
238.4 The documents shall be forwarded to the Cashiers’ Office for the preparation of checks.
238.5 The checks prepared by the Cashier’s Office shall be signed by the Cashier and the University President. The Cashier shall
then prepare Advice of Checks issued for the President’s approval. The same will be forwarded to the University depository
bank before encashment is made.
th
238.6 Report of all checks disbursed shall be submitted on the succeeding 10 day of the month to the Accounting Unit for proper
recording
238.7 The Accounting Office shall prepare of financial statement and other reports.
Chapter 72
Reports
Section 239. Required Reports for Submission to Other Agencies. The University shall submit the required reports to the different government agencies
in accordance with existing guidelines set forth, as follows:
Monthly Quarterly Annually

Monthly (on or before the Quarterly (on or before the Annually (On or before the
th th th th
Government Agency 10 day of the following 10 day of the following 14 and 28 day of
month) month) February of the following
year)
Department of Budget and Consolidated Trial Balance Statement of Allotment Preliminary Consolidated
Management – Fund 101 Obligations and Balances – Trial Balance Fund – 101
Statement of Allotment By Project – Fund 101 Statement of Accounts
Obligations and Balances – Report of Actual Income – Payable (BAF 304) Fund
Fund 101 Fund 164 101
Breakdown and Status of Preliminary Consolidated
Sub-Allotment (Cash Trial Balance Fund 164
Advances) released to Statement of Accounts
different campuses – fund Payable (BAF 304) Fund
101 164
Charges to Accounts Final Consolidated Trial
Payable (BAF 305) – Fund Balance –Fund 101
101 Final Consolidated Trial
Summary of Taxes Balance Fund 164
Withheld – Fund 101 – on
th
or before the 25 day of
the month.
Consolidated Trial Balance
– Fund 164
Statement of Allotment
Obligations and Balances –
Fund 164
Charges of Accounts
Payable (BAF 305) – Fund
164
34
Quarterly (On or before Annually (Preliminaries- Annually (Final – On or
th th
Commission on Audit April 30, July 30 & On or before the 14 day before the 28 day of
October 30) of February) February)
Consolidated Trial Balance Consolidated Preliminary Final Consolidated Trial
– Fund 101 Trial Balance – Fund 101 Balance – Fund 101
Statement of Allotment, Statement of Allotment, Comparative Consolidated
Obligations and Balances – Obligations and Balances Balance Sheet – Fund 101
Fund 101 – Fund 101 Comparative Statement of
Detailed Statement of Detailed Statement of Operations – Fund 101
Cumulative Obligations Cumulative Obligations Analysis of Account 8-99-
Incurred, Obligations Incurred, Obligations 000 – Fund 101
Liquidated/Disbursement Liquidated/Disbursements Statement of Income –
and Unliquidated and Unliquidated Fund 101
Obligations – Fund 101 Obligations p-Fund 101 Closing Entries – Fund 101
Report of the Result of Report of the Result of Consolidated Final Trial
Expended Appropriations – Expended Appropriations Balance – Fund 161
Fund 101 – Fund 101 Comparative Consolidated
Consolidated Trial Balance Consolidated Preliminary Balance Sheet – Fund 161
– Fund 184 Trial Balance – Fund 161 Closing Entries – Fund 161
Consolidated Preliminary Consolidated Final Trial
Trial Balance – Fund 164 Balance – Fund 184
Consolidated Trial Balance Statement of Allotment, Comparative Consolidated
– Fund 161 Obligations and Balances Balance Sheet – Fund 184
Consolidated Trial Balance – Fund 164 Closing Entries – Fund 184
– Fund 164 Detailed Statement of Consolidated Final Trial
Statement of Allotment, Cumulative Obligations Balance – Fund 184
Obligations and Balances – Incurred, Obligations Closing Entries – Fund 164
Fund 164 Liquidated/Disbursements
Detailed Statement of and Unliquidated
Cumulative Obligations Obligations – Fund 164
Incurred, Obligations Breakdown of Income –
Liquidated/Disbursements Fund 164
and Unliquidated Consolidated Preliminary
Obligations – Fund 164 Trial Balance – Fund 184
Statement of Accounts
Payable - Fund 164
Chapter 73
Disbursing Office
Section 240. Functions. The Disbursing Office shall have the following primary functions
240.1 Advise management on the collections and disbursements of funds;

240.2 Prepare and submit financial reports to management and other government agencies;
240.3 Coordinate with the depository banks on the status of funds;
240.4 Deposit all collections and income to the authorized bank.
Chapter 74
Cash Advance
Section 241. General Guidelines. Cash Advance is made upon submission of duly approved vouchers and payrolls to the Cashier’s Office. The
following shall be the general guidelines in the grant and utilization of cash advances:
241.1 Only permanent officials and employees shall be granted cash advances
241.2 Only duly appointed or designated disbursing officers may perform disbursing functions
241.3 Transfer of cash advance from one accountable officer to another shall not be allowed
241.4 Cash advance shall be used only for the specific legal purpose for which it was granted. It shall not be used to liquidate previous
cash advance.
241.5 No additional cash advance shall be allowed to any officer or employee unless the previous cash advance given to him is first
settled
241.6 No cash advance shall be granted on account of infrastructure
241.7 Cash advance for a particular year should not be used to pay expenses for another year
Section 242. Regular Cash Advance. This shall be granted to cashiers, disbursing officers, supply officers and other bonded officials for any of the
following purposes:
242.1 Salaries and Wages

242.2 Honoraria, Allowances, ETL, OT and other similar payments to officials and employees
242.3 Petty operating expenses consisting of small payments for maintenance and operating expenses which cannot be paid
conveniently by check or are required to be paid immediately.
Section 243. Special Cash Advance. This shall be granted for travel and for special purpose/ time bound undertaking.
th
Section 244. Liquidation. For salaries and wages, liquidation should be at the 17 or end of the month. Failure of the accountable officer to liquidate his
cash advance within the prescribed period shall be constitute a valid cause for the withholding of his salary.
Reports and documents required to support the liquidation of cash advances.

1. salaries, wages, monthly allowances, etc.
Report of Disbursement with supporting documents
Duly signed payroll and /or vouchers
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Pertinent supporting documents such as daily time records, approved leaves of absence
2. Petty Operating Expenses

Report of Disbursement of supporting documents
Approved Requisition and Issue Voucher with the Certificate of Emergency Purchase, if necessary
Receipts, sales invoice, RER if the supplier has no OR
Acceptance/Inspection Report
Duly approved trip ticket, if incurred gasoline expenses
Canvass of at least 3 suppliers if expenses is more than P 5000.00 (not required if purchase is made while on official travel
3. If cash advance is for official business for travel

Itinerary of travel
Certificate of Appearance, Participation/Attendance
Registration fee receipt (if travel require payment for registration)
Certificate of travel completed
Plane, boat, bus ticket (if included in the cash advance)
RER, transportation rental
Chapter 75
Disbursement
Section 245. Basic Requirements. Disbursements constitute all cash paid out during a given period either in currency or by check. The following shall
be the basic requirements applicable to all classes of disbursements:
245.1 Existence of a lawful and sufficient appropriation/allotment certified by the Budget Officer
245.2 Existence of cash available certified by the Accountant
245.3 Legality of transactions and conformity with laws, rules and regulations
245.4 Submission of proper evidence to establish the claim
245.5 Approval of the expense by the University President or by his duly authorized representative
th
Section 246. Report of Disbursement. Report of disbursements are made on the 5 day of the succeeding month on all types of accounts such as:
General Fund
Revolving Fund
Trust Fund
Med-I-Care Fund
Others
Chapter 76
Manner and Control of Collection
Section 247. Responsibility Over Collection. As a general rule, the collection of revenues and receipts shall be done by the regularly appointed
Collecting officer/cashier/Disbursing Officer.
Section 248. Classification of Collection. Collections shall be classified, but not limited to the following:
248.1 Tuition Fees
248.2 Miscellaneous fees
248.3 Other fees
248.4 Grants/Donations
248.5 Income Generating Projects
248.5.1 Sales (benches, dumbells, scraps, old newspapers, etc)
248.5.2 Rental (toga, stalls, covered court, PATVEP ,International House rooms brass band etc.)
248.5.3 Income from garments production
248.5.4 Bus fare
248.5.5 Fabrication of grills
248.5.6 Agricultural production
248.5.7 Repair of appliances
248.5.8 Repair of vehicles
248.5.9 Catering service
248.5.10 Others
Section 249. Bonding of Accountable Officers. Every officer of any government agency whose duties permit or require the possession or custody of
government funds on properties shall be accountable for the safekeeping of the said government assets and shall be properly bonded in accordance
with law.
Section 250. Official Receipts. Pre numbered official receipts shall be issued in strict numerical sequence, If payment has been tendered in cash or
check, the OR shall be prepared with the date and amount of payment together of the purpose for which the payment has been received . The address
of the payor shall also be indicated on the official receipts to facilitate communication with him if necessary.
Section 251. Issuance of Official Receipt. No payment of any nature shall be received by a collecting officer without immediately issuing an official
receipt in acknowledgment thereof.
Section 252. Control of Official Receipts. An official receipt is an accountable form held in trust by the Collecting Officer/ Property Custodian or other
person duly authorized to possess or have custody thereof. He shall be responsible for its safekeeping, the proper and authorized use or application
thereof and the reporting of its use and condition and shall be liable for loss, or by negligence in the keeping or use thereof.
Section 253. Recording Collection in Cashbooks – The Cashier shall record in his/her cashbook all collections.
Section 254. Reporting. Collecting officers/ Treasurers shall submit daily records of receipts, together with the supporting documents, to the accounting
office. The official assigned to the daily recording of transaction in the books of accounts shall turn over the receipts and supporting documents to the
36
Auditor within 10 days after receipt of such records and documents. The Auditors concerned shall conduct the necessary examination and audit within
30 days from receipts thereof.
Section 255. Collection and Deposits. Collecting officer/cashier shall issue a receipt to acknowledge collections made. The receipt is in the form of pre
numbered OR, He /she shall deposit intact all his/her collections with the authorized depository bank daily or not later than the next banking day.
He/she shall summarize the collections and deposits by accomplishing the Cashier Report of Daily Collections and Deposits.
Section 256. Prohibition Against the Use of Temporary Receipts – at no instance shall temporary receipts be issued to acknowledge the receipts of
public funds.
Section 257. Prohibition from Holding Other Positions as Cashier. Government cashiers are prohibited from holding positions as cashiers or treasures
of savings and loan associations or any other organization.
Chapter 77
Suspension and Disallowance of Disbursement in Post-Audit
Section 258. Conduct of Comprehensive Audit. The declared policy of the state that all government resources shall be managed expanded and utilized
in accordance with law and regulations, safeguarded against loss or wastage with a view to ensuring efficiency, economy and effectiveness in the
operations of government “leads the Commission on Audit to adopt comprehensive audit. The COA can best determine whether or not the fiscal
responsibility that rest directly with the head of the government agency has been properly and effectively discharged.
Section 259. Suspension and Disallowance of Disbursements in Post Audit. The following shall cause the suspension and disallowance of
disbursements in post audit:
259.1 Irregular expenditures – The term “irregular expenditure” signified an expenditure incurred without adhering to established rules,
regulations, procedural guidelines, policies, principles or practice that have gained recognition in law. Irregular expenditures are
incurred without conforming with prescribed usages and rules of discipline. There is no observance of an established pattern,
course, mode of action, behavior , or conduct in the incurrence of an irregular expenditure. A transaction conducted in a manner
that deviates or departs from, or which does not comply with standards set, is deemed irregular. An anomalous transaction
which fails to follow or violate appropriate rules of procedure is likewise irregular.
259.2 Unnecessary expenditures – The term “ unnecessary expenditures” pertains to expenditures which could not pass the test of
prudence. An expenditure that is not essential.
259.3 Excessive expenditures – The term “ excessive expenditures” signifies unreasonable expense or expenses incurred at an
immoderate quantity or exorbitant price. It also includes expenses which exceed what is usual or proper as well as expenses
which are unreasonably high and beyond just measure or amount. They also include expenses in excess of reasonable limits.
259.4 Extravagant expenditures – The term “ extravagant expenditures” signifies those incurred without restraint, judiciousness and
economy. Extravagant expenditures exceed the bounds of propriety. These expenditures are immoderate, prodigal , lavish,
luxurious, wasteful, grossly excessive and injudicious.
259.5 Unconscionable expenditures – The term “unconscionable expenditures” signifies expenses without a knowledge or sense of
what is right, reasonable and just and not guided or restrained by conscience. These are unreasonable and immoderate
expenses incurred in violation of ethics and morality by one who does not have any feeling of guilt for the violation.
In these cases the Auditor will issue the following:

Written notice of Certificate of Settlement to the accountable officer wherein the reasons for suspension are stated. A charged of
suspension which is not satisfactorily explained within 90 days after receipt of the certificate or notice to the accountable officer(s)
concerned shall become a disallowance.
When any settled account appears to be tainted with fraud, collusion, or error of calculation, or when new and material evidence is
discovered the suspension becomes disallowance. The accountable officer/s will pay the amount stated to the Certificate of
Disallowance issued by the Auditor.
PART XIII
PROPERTY AND SUPPLY MANAGEMENT
Chapter 78
Unserviceable Property Inventory, Inspection and Disposal
Section 260. Basic Guidelines. A standard form shall be prepared in two (2) copies. Afterwards, the original copy shall be submitted to the Accounting
Unit, while the duplicate shall go to the Property and Procurement Office.
In cases where technical knowledge is needed for the determination of the true condition of actual current value of the property to be inspected, a
Technical Inspector with the required knowledge and training shall inspect the same.
Certain property, due to its very nature, becomes worthless as a whole, but certain parts of motor vehicles or of some equipment with brass ornaments,
buckles etcetera which possess intrinsic value in themselves or which may be useful in making repairs to other equipment. In such cases, and
wherever practicable, the valuable part or parts of the article or equipment shall be separated from the worthless part/s for proper accounting at their
appraised valuation or for proper disposition under Sections 79 of Presidential 1445.
When the property is sold, the record of sales shall be accomplished. The Inventory and Inspection report shall be held until the sale is consummated.
The original copy of the report shall be the basis for adjusting the accounts affected by means of a journal entry voucher.
Section 261. Inventory of Properties. To report on the physical count of property, plant and equipment such as heavy equipment, technical and
scientific equipment, motor vehicles, office equipment, furniture and fixtures and the like, the Form Report on the Physical Count of Property Plant and
Equipment shall be prepared annually in three (3) copies and shall be certified correct by the Inventory Committee and approved by the President.
Distribution shall be made to the following offices:
Original -Accounting Unit

Duplicate -Property and Procurement Office
Triplicate -Inventory Committee
The accomplished form shall be submitted to the Auditor concerned not later than January 31 of each year.
37
Section 262. Reporting Loss of Properties. To record the cost of losses of University funds and property due to theft, fortuitous events, calamities, civil
unrest and war, the head of a unit of office shall make a verifiable request for relief from accountabilities by submitting a duly notarized statement of
facts, and fill out the necessary form.
Section 263. Transferring Accountability. To transfer accountability, acknowledge receipt of Memorandum Receipt (MR) by affixing signature in the
space provided in the form. The MR includes all the necessary information regarding the accountability of the person to whom the accountability is to
be transferred.
Section 264. Processing Clearance for Property. For an employee to clear himself/herself from property accountability, the MR must be submitted for
inventory and inspection to the Property and Procurement Office. Upon satisfactory result, the Property and Procurement Officer shall sign the
Clearance.
Chapter 79
Property and Procurement Office
Section 265. Scope of Responsibility. The Procurement Unit shall only be concerned with the purchase of supplies/materials/equipment and fixed
assists regardless of the mode of procurement.
Section 266. The Annual Procurement Program. An APP shall be prepared for supplies and materials in four (4) copies in order to properly plan
purchases, prevent over stocks and minimize frequent emergency purchases. Copy distribution is as follows:
Original -Administrative Officer

Duplicate -Procurement
Triplicate -Supply and Property Officer
Quadruplicate -Requisitioner/End-user
The APP shall emanate from all operating units, each shall submit on the last quarter of the current year an itemized list of supplies and materials
needed on a quarterly basis for the ensuing year based on allocation from the Budget Office.
Section 267. Preparation of the Requisition and Issue Voucher. RIV shall be prepared in four (4) copies by the Requisitioner/End-user and approved by
the designated approving authority. Proper distribution of the form shall be observed as follows:
Original -Attached to DV
Duplicate -Property and Supply Office
Triplicate -Procurement Unit
Quadruplicate -Requisitioner/End-user
Section 268. Purchases. The Procurement Unit shall maintain a list of Accredited Suppliers to lessen time spent on the pre-qualification process. Only
those-non-accredited suppliers shall be required to submit necessary documents. Those previously pre-qualified shall be included in the listing.
However, the list shall be regularly revised to determine if the suppliers are still in good standing with the agency.
Chapter 80
Bids and Awards
Section 269. Bids and Awards Committee (BAC) Composition. The University shall establish a single BAC for its procurement. The BAC shall have at
least five (5) members, but not more than seven (7) members. It shall be chaired by the Vice President for Administration and Finance, and its
composition shall be specified in the IRR.
Alternatively, as may be deemed fit by the President, there may be separate BACs where the number and complexity of the items to be procured shall
so warrant. Similar BACs for decentralized and lower level offices may be formed when deemed necessary by the President. The numbers of the BAC
shall be designated by the President. However, in no case shall the approving authority be a member of the BAC.
Section 270. Appointment and Term of BAC Members. Unless sooner removed for cause, the members of the BAC shall have a fixed term of one (1)
year from the date of appointment, renewable at the discretion of the President. In case of resignation, retirement, separation, transfer, re-assignment,
removal, the replacement shall serve only for the unexpired term: Provided, That in case of leave or suspension, the replacement shall serve only for
the duration of the leave or suspension. For justifiable causes, a member shall be suspended or removed by the President.
Section 271. Functions of the BAC. The BAC shall have the following functions:
271.1 Advertise and/or post the invitation to bid;
271.2 Conduct pre-procurement and pre-bid conferences,
271.3 Determine the eligibility of prospective bidders,
271.4 Receive bids,
271.5 Conduct the evaluation of bids,
271.6 Undertake post-qualification proceedings,
271.7 Recommend award of contracts to the President or his duly authorized representative: Provided, That in the event the President
shall disapprove such recommendation, such disapproval shall be based only on valid, reasonable and justifiable grounds to be
expressed in writing, copy furnished the BAC;
271.8 Recommend the imposition of sanctions in accordance with Article XXIII of RA 9184, and perform such other related functions
as may be necessary, including the creation of a Technical Working Group from a pool of technical, financial and/or legal
experts to assist in the procurement process.
In proper cases, the BAC shall also recommend to the President the use of Alternative Methods of Procurement as provided for in Article XVI of
Republic Act 9184.
The BAC shall be responsible for ensuring that the University abides by government standards, and it shall prepare a procurement monitoring report
that shall be approved and submitted by the President to the GPPB on a semestral basis.
38
Section 272. Observers. To enhance the transparency of the process, the BAC shall, in all stages of the procurement process, invite, in addition to the
representative of the Commission on Audit, at least two (2) observers to sit in its proceedings, one(1) from a duly recognized private group in a sector
or discipline relevant to the procurement at hand, and the other from a non-government organization: Provided, however, That they do not have any
direct or indirect interest in the contract to be bid out. The observers should be duly registered with the Securities and Exchange Commission and
should meet the criteria for observers as set forth in the IRR.
Section 273. BAC Secretariat. To assist the BAC in the conduct of its functions, the President shall create a Secretariat that will serve as the main
support unit of the BAC. The President may also designate an existing organic office within the agency to serve as the Secretariat. Specifically, the
BAC Secretariat shall perform the following functions:
1. Provide administrative support to the BAC;

2. Organize and make all necessary arrangements for the BAC meetings;
3. Attend BAC meetings as Secretary;
4. Prepare Minutes of the BAC meetings;
5. Take custody of procurement documents and be responsible for the sale and distribution of bidding documents to interested bidders;
6. Assist in managing the procurement processes;
7. Monitor procurement activities and milestones for proper reporting to relevant agencies when required;
8. Consolidate PPMPs from various units of the procuring entity to make them available for review as indicated in Section 7 of this IRR-A;
9. Make arrangements for the pre-procurement and pre-bid conferences and bid openings; and
10. Be the central channel of communications for the BAC with end users, PMOs, other units of the line agency, other government agencies,
providers of goods, civil works and consulting services, and the general public.
Section 274. Honoraria of BAC Members. The University may grant payment of honoraria to the BAC members in an amount not to exceed twenty five
percent (25%) of their respective basic monthly salary subject to availability of funds, and based on guidelines promulgated by DBM.
Section 275. Bidding Process. Based on approved requisitions, invitations to bid are prepared with specific descriptions and quantities of items called
for. At least one week before bidding day these invitations are sent to prospective qualified and reputable bidders.
st
On bidding day, which is usually on the 1 month of the quarter, the committee convenes for the opening of the bids in the presence of attending
bidders.
Bid tenders are abstracted as they are opened and read, at the same time verifying whether bond requirements are complied with. (Acceptable bonds
are either Cash, Certified Checks or GSIS Surety Bonds, equivalent to 10% of the total bid and 10% performance bond in case of award.).
Tenders are initiated by the members of the committee to indicate that they have passed upon such offers.
Based on the tenders and abstract of bids, award is made to the offer which the committee considers most advantageous to the University, considering
among others, 1) price, 2) quality, and 3) reliability of the supplier.
The members of the committee sign the abstract to signify their approval of the award.
The COA representative signs as witness to the proceedings of the bidding.
Based on the award made by the committee, the Procurement Division prepares a Letter Order (LO) in six copies and requests for obligation of
allotment (RDA) in six copies.
The President reviews and initials LO.
The Accounting Unit certifies to availability of funds.
From the accounting division, documents are forwarded to Internal Audit Division for attestation.
The Authorized official approves the same.
The University transmits the L.O. to winning bidders. A fine of 1/10 of 1% for each day of delay is charged the dealer in case of delays.
Copies are distributed as follows:

One copy each of requisition and LO – Property Division
Original and duplicate of LO – Supplier
One copy of LO – Auditor
Chapter 81
Negotiated Purchase
Section 276. Rationale. Negotiated purchases are resorted to when the items requisitioned are exclusively manufactured or distributed and there is no
substitute available in the market.
Section 277. Procedure. The following shall be the standard protocol for negotiated purchase:
277.1 Quotations are secured from the exclusive manufacturer or distributor with a certification as exclusive manufacturer or distributor
applicable to their respective status.
277.2 Based on the price quotations and certificate of manufacturer or sole distributorship, supported by the approved requisition, a
negotiated form to purchase is prepared by the procurement unit.
277.3 The Procurement Officer reviews records and initials documents.
277.4 Documents (Request to negotiate, requisition, quotation and certificate of manufacturer or sole distributorship) are recorded in
the logbook and forwarded to the Chairman of the Bidding Committee.
277.5 Chairman of the Committee on Bids and Awards endorses the request for negotiation with the OVPA/Campus Director
otherwise, the request is returned with comments.
277.6 The President/Campus Director approves the negotiated purchase/contract.
277.7 The Procurement Division prepares notices of approval to all units concerned.
277.8 The Procurement Division prepares LO based on supporting documents.
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Chapter 82
Emergency Purchase
Section 278. Circumstances for Emergency Purchases. Emergency Purchases without public bidding is allowed under Section 6 of Executive Order
No. 302, S-1940 in any of the following instances:
278.1 Whenever the supplies, materials, furniture, equipment or repair of equipment are exceptionally urgent or absolutely
indispensable to prevent immediate danger to, or loss of, life and/or property.
278.2 Whenever the suppliers are to be used in connection with the project or activity which cannot be delayed without prejudice to
public service.
Section 279. Procedure. The following shall be the procedure for an emergency purchase:
279.1 Canvass of prices is obtained from at least three reputable suppliers.

279.2 Based on the lowest responsive offer and amount up to P1,000.00, the unit may be purchased directly without the need for a
requisition or an LO, provided there are available funds for the purpose.
279.3 Reimbursement or direct payment may be effected by accomplishing a disbursement voucher (General Form 5A) supported by
a ROA, an official Receipt or invoice duly signed by the company, taxpayer’s certificate, report of inspection and a statement by
the unit head that:
279.4 The price paid or contracted for is reasonable and that it is the lowest obtainable at the time of purchase or order.
279.5 For amounts over P1,000.00 up to P5,000.00 a requisition has to be accomplished supported by at least three canvass of prices
plus statement of the department head on the emergency nature of the purchase and a certification that the price is the lowest
obtainable at the time of canvass.
279.6 If the above requirements are complied with, a LO shall be prepared in the same manner as the other modes of purchases.
PART XIV
SECURITY SERVICES
Chapter 83
Functions
Section 280. Functions. The following functions shall be performed by the Security Services Unit of the University:
280.1 Provides security and safety services twenty four (24) hours daily, including weekends and holidays;
280.2 Implements and enforces University policies, rules, regulations and procedures pertaining to security and safety;
280.3 Monitors special events and activities conducted inside the campus.
280.4 Monitors programs and activities of the University held outside its campuses, in coordination with other peace keeping
authorities;
280.5 Reports or apprehends student violators;
280.6 Conducts security surveys and evaluations;
280.7 Conducts investigations on reported complaints and unlawful incidents within the University;
280.8 Plans and prepares response to emergencies such as fire, earthquake, accidents and other natural disasters;
280.9 Conducts orientations, meetings and seminars pertaining to safety, peace and order in the campuses;
280.10 Coordinates with the BPSU community, government agencies, non-government organizations (NGOs) and other schools and
colleges pertaining to campus security and safety.
280.11 Inspects and evaluates contracted security agency and its personnel.
Chapter 84
Security Policies
Section 281. Issuance of ID to Employees. The Office of Administrative Services, in coordination with the Management Information Systems (MIS)
Office shall issue an identification (ID) card to each employee. Each ID card has a corresponding ID number which also serves as his/her employee
number for the rest of his/her stay in the University. Employees are expected to wear their ID cards inside the campus, especially while at work.
ID card of non-permanent employees shall be validated by the OAS by putting validation sticker containing the period of contract.
If the employee resigns, retires or is terminated from service, the ID card issued to him/here shall be surrendered to the OAS.
Section 282. Dress Code. Dress Code is implemented for all BPSU students, employees and visitors. In all the appointed days where students have to
wear their uniforms, they will not be allowed to enter the University campus without wearing their proper uniform.
On certain occasion or events where students wish to be excused from wearing the prescribed uniform, they should submit a written request to the
Security Services Office, stating among others the reason for the request, duly signed by their respective Adviser or Dean.
Section 283. Monitoring of Incoming and Outgoing Persons and Entities. Security personnel keep watch at all times on person and things entering and
leaving the campus. It is their duty to admit only authorized persons and vehicles, check IDs and inspect all packages passing their ports.
All activities of personnel after office hours, as well as students’ activities after their class hours, should be properly coordinated with the Security
Services office for proper monitoring.
Section 284. Activities During Days Without Classes. During no-class days, students shall not be allowed to hold any activity or use the facilities of the
campuses without the presence of a faculty adviser, or any other school personnel who will be responsible for the students’ decorum.
Section 285. Policies on Visitors. Not all purposes for visit shall be allowed inside the University campuses except for reasons validly accepted by a
school authority. The following policies should be adhered to in granting permission to visitors:
285.1 The visitors should present himself/herself to the guard and express the intention to enter the campus.
285.2 The guard may call the office/person to be visited and state the purpose of the visit.
285.3 If access is given, the guard shall require any valid ID card from the visitor and shall issue a Visitor’s Pass and Visitor’s Slip to
the guest.
40
285.4 Individuals entering the campus through a vehicle must likewise secure a Visitor’s ID and Visitor’s Pass. The guard shall enter in
the logbook the identity of every individual inside the vehicle.
285.5 Pertinent information regarding visitors gaining entry in the campus shall be recorded by the guard in a logbook provided for that
purpose.
285.6 For proper courtesies and with due respect to some invited visitors, a school authority may inform the security personnel to
dispense a visitor from wearing the Visitor’s ID.
285.7 After the purpose of the visit has been completed, the guest shall submit to the guard the Visitor’s ID and the Visitor’s Slip duly
signed by the personnel visited or any school authority from the office visited by the guest. The guard shall then return the
personal ID card of the guest.
285.8 Any University personnel, especially the officials, may politely challenge a visitor who is not wearing a Visitor’s ID or wandering
on areas not specific to their purpose. The violator should be accompanied to the Security Services Office for proper action.
285.9 Visitors who violate reasonable University policies shall be asked to immediately leave the campus premises, unless any
untoward incidents are reported related to their presence that may warrant their accountability.
285.10 The Security Services Office shall keep a list of offenders who shall be put on a watch list. For successive offenses, various
administrative actions may be imposed on them. These actions include: non permission to enter the campus/campuses, define
mode of entrance or limited access to campus areas.
PART XV
MEDICAL AND DENTAL SERVICES
Chapter 85
Scope
Section 286. Basic Definition. Health services refers to the primary health care and wellness program, and is primarily offered by the Medical-Dental
Clinic to serve the needs of the students, faculty and staff of BPSU.
The primary concern of the health personnel at the BPSU Clinic is the promotion and maintenance of good health and wellness of the university
populace, including its faculty, staff and other employees, and although the facilities and services are not intended to substitute for competent
professional medical care, its medical and dental staff should provide the best assistance and support to those who come with medical and dental
problems while inside the university premises.
Section 287. Health Care Providers. Each Campus/Operating Unit shall maintain a Medical and Dental Unit which shall be managed by a Physician,
Dentist, Nurse, Medical Technologies, Midwife, and Medical and Dental Technician/Assistant/Aide.
Chapter 86
Medical Consultation
Section 288. Consultation Schedule. Medical consultation and check-up for students, faculty and staff shall be free of charge. Consultation hours every
day shall be from 7:00 A.M. to 5:00 P.M. except on Saturdays, Sundays and Holidays. As BPSU is an institution with evening classes, provisions for
consultation can be arranged after 5:00 p.m. Medical services after office hours, Saturdays, Sundays and Holidays shall be on call basis.
Section 289. Referrals. Medical cases which cannot be handled by the unit due to limitations in its facilities shall be referred to a hospital.
Section 290. Health Assessment. New students or enrollees for the First Semester of the School Year are examined by the University Physician,
assisted by the University Nurse, in order to detect physical and health problems among the students.
Since the new enrollees are usually many, a schedule is prepared and posted by the Nurse, and the students come to the Clinic for their medical and
physical examination as per schedule.
Old students shall undergo medical examination on schedule.
Outsiders may be entertained by the unit for medical consultations free of charge but have to pay for the cost of the medicine and other medical
supplies and materials used.
Section 291. Annual Medical Examination of Canteen Food Handlers. It is important that the food handlers at the canteen are kept healthy and free
from any disease that may contaminate the food being served to the students and school personnel in the campus, such that the canteen food
handlers are also required to submit themselves to an annual medical examination in order to properly appraise their health condition and status, and
ensure the safety of the food being served to the school populace. The examination is usually done in January of each year.
Section 292. Physical and Health Examination of Students Who Will Undergo Their On-the-Job-Training (OJT). It is likewise important to ensure the
physical fitness of students who will undergo their On-the Job-Training (OJT), so they are also required to submit themselves to a physical and health
examination before they go out for their OJT assignments.
Section 293. Blood Pressure Monitoring of Teaching and Non-Teaching Personnel. Most of our employees and members of the teaching force are
already susceptible to heart ailment, and in order to minimize the risk of heart disease among them, a daily monitoring of their blood pressure is done
by the University Nurse.
Section 294. First Aid. Emergency cases and accidents do happen at the least expected time and place, and the BPSU campus is not an exception to
these occurrences. The medical staff of the university is always ready to provide Over-the-Counter (OTC) medications and first aid treatment of
common ailments and minor injuries of students and employees of the university.
Rendering of First-Aid Treatment to Minor Injuries

1.1 Filling-up of Forms
1.2 Wound Cleaning and Dressing
Referring Emergency Cases to Other Agencies or Hospital:

1.3 Physical Assessment and Recording
1.4 Issuance of Referral Slip
41
Act as Chairman of the Medics Committee During Intramurals :

a. Lead and assist medics members in providing first-aid treatment to
BPSU players and officials.
Chapter 87
Dental Consultation
Section 295. Coverage and Schedule of Checkup. Dental check-up including general cleaning, extraction, and cementing of damaged tooth shall be
free to all students of the University. Faculty and staff of the University shall be free from paying services fee for dental check-up, general teeth
cleaning, cementing of damaged tooth but shall pay the cost of medicines and other dental supplies and materials used.
All students shall undergo dental check-up and other services on schedule, which include the following:
Oral Examination of Incoming Freshmen :
1.1 Filling-up of Dental Record Card
1.2 Oral Examination
Provide Dental Restoration, Tooth Extraction and Oral Prohylaxis

1.1 Filling-up of Dental Record Card
1.2 Dental Procedure
Conduct Lectures on Dental Health

3.1 Preparation of Training Design
3.2 Posting of Schedule
3.3 Invitation of Participants
Artificial dentures for students, faculty and staff shall be paid at cost.
Section 296. Service for Non-BPSU Patients. Dental check-up for outsiders may be rendered free of charge as a form of extension activity of the unit.
However, the medicine and other supplies and materials shall be paid at cost.
Artificial dentures ordered by outsiders shall be charged for the cost including the service fee. Such charges should be paid directly to the campus
cashier who shall issue an official receipt. It shall be deposited in a Trust Fund (Fund 184). This fund shall be used by the Medical/Dental Unit to
purchase dental supplies and materials, and maintenance or purchase of dental equipment upon approval of the Board of Regents/Trustees.
Section 297. Other Services. Health conditions of students and employees must be safeguarded to prevent the occurrence and spread of diseases.
Regular Examination of Water Supplies Inside the Campus Through Water Analysis 1.1 Coordination with the City Health Office (CHO)
1.2 Submission of a copy of the Certificate of Potability6 to the
University President
1.3Posting of copies of the Certificate of Potabilit6y at the School Canteen
and other appropriate places in the campus
1.4Periodic resampling
Assist in Supervising the Maintenance of Safe, Healthful and Sanitary Conditions in the University :.
1.1 Schedule general cleaning of the Comfort Rooms (CRs).
1.2 Submit recommendations for repair when necessary.
1.3 Inspection of canteens and submission of recommendations
for improvement.
1.4 Regular cleaning of trash receptacles.
Section 298. Information Service. Students must be well-informed about existing services and benefits available to them.
Orientation-Briefing for Incoming Freshmen regarding :

a. Medical and Dental Services offered at the Campus Clinic
b. Charity Fund
c. GAHPP Benefits
1.1 Scheduling of the Training Activity

1.2 Preparation of Hand-outs
1.3 Preparation of the Venue
Conduct of Seminars, Lectures and Film-Showing on Disease Prevention,

Management and Control.
1.4 Preparation of the Training Design
1.5 Submission of the request for training to the Dean
1.6 Posting of Schedule
Chapter 88
Laboratory Services
Section 299. Free Laboratory Service. Urinalysis and stool analysis shall be free of charge for all students, faculty, and staff.
Section 300. Laboratory Services Availed by Outsiders. Outsiders shall pay for cost of supplies and materials used in all laboratory analysis and
examination including a minimal service fee. Funds generated from the service fees and/or payment of medicines, supplies and materials used shall be
treated as income from other sources.
Section 301. Other Services. To prevent the occurrence of serious health problems among students, laboratory examinations, like Pap Smear and
blood typing, must be done regularly.
Preparation of a Memorandum of Agreement ( MOA ) between the Laboratory and the University.
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Posting of Schedule
Submission of Results
Chapter 89
Medicine/Drug Acquisition and Dispensation
Section 302. Manner of Acquisition and Dispensation. Medicines/drugs may be acquired through students’ medical/dental fees, administration funds,
donations, and commercial suppliers.
Medicines/drugs acquired through students’ medical/dental fees shall be used exclusively for the students. The Medical and Dental Unit in every
campus shall keep and maintain up-to-date records of medicines/drugs acquired and disposed of, which shall specify, among others, the name of the
student, name and quantity of medicines/drugs used or received bearing the signature of the student, date used or received. The Student Body
Organization shall have access to such records.
Only medicines for common sickness may be provided free for students. Medicines for students referred to hospitals will be shouldered by parents/or
guardian of the students.
Medicines/drugs purchased from university funds shall be limited to first aid treatment and may be used for initial dosage only. The Physician shall
issue medicine/drug prescription to faculty and staff. The patients in turn have to purchase them from the drug store. A report of the actual use of the
medicines/drugs bearing the names of the patients, date used received, etc., shall be submitted to the Supply Officer before any subsequent request
for purchase is processed.
Funds allocated by the administration for medicines/ drugs shall be used to purchase medicines commonly used for common sickness and for
emergency cases.
Medicines/drugs and other medical/dental supplies and materials donated by other agencies/institutions shall be dispensed to patients free of charge.
Students shall be given priority for the use of such donated medicines/drugs.
Medicines/drugs supplied by commercial suppliers on consignment basis may be allowed for as long as a Memorandum of Agreement (MOA) between
the Campus and the commercial establishment/drug store exists.
Section 303. Dispensation of Overt-the-Counter Medication. The following shall be the protocol for the provision of Over-the-Counter (OTC)
medications to patients with common ailments
303.1 Filling – up of Medical Record Card
303.2 Physical Assessment of the Patient
303.3 Vital Signs Taking
303.4 Provision of Medicines
PART XVI
PHYSICAL PLANT AND ENGINEERING SERVICES
Chapter 90
Repair and Maintenance of the University Facilities
Section 304. Procedure/Flow of Request for Repair. Once a defect has been discovered in any University facility, the responsible official (i.e. the End
User/ Unit Head/ Director/Dean) shall notify the Director of the Physical Plant and Engineering Services (PPES) using the PPES Form I (Request for
Repair Form). The Director shall prepare PPES Form I and assign it to the Technical / Maintenance Personnel concerned within one (1) hour from the
time that he was informed about it.
The Technical/ Maintenance person concerned shall inspect and evaluate the defect and submit a written report (PPES Form I) within one (1) hour
from the time that he received the notice from the PPES Director.
If the repair can be done using in-house technician/maintenance personnel, the PPES Director shall assign the requested job within one (1) hour from
the time that the pre-repair inspection report was properly accomplished, using the PPESGSO Form 2 (Job Order). The required time of completion of
the job shall be agreed upon the technician / maintenance personnel and the PPES Director.
If repair requires an outside technician, the necessary job/work order from the (BPSU S.O. Form No. 5 ) shall be prepared and processed by
the PPES Director. Once this is approved, it shall be given to the Procurement Office for the necessary canvass.
For repairs requiring materials to be used, the technician / maintenance personnel shall prepare the issuance slip (Supply Office Form No.
1997-2) with the requesting official for the repair as the requisitioning officer and to be approved by the PPES Director based on the required
materials identified in the pre-repair inspection report. If the materials are to be used outside the Main Campus, one of the issuance slips shall
be presented to the Guard on Duty in the Campus where the materials shall be used. It is understood that no materials shall be allowed to be
brought out of the Main Campus without a duly approved issuance slip. The Vice President for Administration and Finance approves
Requisition Slips.
A report shall be made by the technician/maintenance personnel, as to the extent of damage repaired and the amount/volume of materials used for a
specific repair. Excess materials shall be turned over to the Property and Procurement Office.
Chapter 91
Construction/Fabrication of Specific Projects
Section 305. Protocol for Requests to Construct and Fabricate. Deans, Director shall submit request for construction, fabrication of their specific
projects to the PPES Director. The request shall be evaluated based on needs and feasibility according to priorities set forth by the Administration.
Within these guidelines, the necessary working drawings, program of works, bill of materials with cost estimates shall be prepared for approval by
proper authorities concerned. However, for projects whose standard drawings / plans have already been approved, a photocopy of that drawing / plan
shall be attached.
In preparing the cost estimates and bill of materials, the PPES Form No. 3 (Bill of Materials) shall be used.
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If materials for the said project are included in the approved Annual Procurement Program and have been already procured, delivered and inspected,
the PPES personnel shall prepare an issuance slip to be approved by proper authorities concern based on the required materials identified in the bill of
materials.
Otherwise, if materials are not available, Purchase Request (PR) shall be prepared with approval by proper authorities concerned and be given to the
Procurement Office for canvassing and procurement.
If the project is very necessary where the PPES personnel may not be available because of other projects, a private contractor may be required to
undertake the said project, subject to the provisions of the law.
Should the University have any plan to construct, alter, repair, move, convert or demolish any building or structure, or cause the same to be done, it
shall obtain a building permit from the Building Official for whichever of such work is proposed to be undertaken for the building or structure, before any
such work is started. (Section 1.02.03 R.A. 6541)
Chapter 92
Renovation of Facilities
Section 306. Protocol for Requests to Renovate. The Dean/Director concerned shall discuss with the concerned authorities the proposed renovation.
Projected functions and usage of the building/facility shall be considered. The proposed renovation shall be
If there is a need to have a new plan, discussion shall be made with the Technical Working Group (TWG) for drawing of new plans, program of works,
bill of materials with cost estimates and others.
Finalization of design shall be done by the TWG with the approval of concerned authorities for funding.
Start and completion of the project shall depend on the availability of funds and the approval of the concerned authorities.
All renovations shall comply with pertinent laws.
Chapter 93
Cleanliness and Sanitation
Section 307. Responsibility. Maintaining cleanliness of the University/Campus premises shall be coordinated to the Office of Administrative Services.
The utility workers shall have area assignments to be determined by OAS.
Sanitation of various facilities (like water tanks, comfort rooms, wash areas and drinking fountains) shall be coordinated with the University nurse and
required frequent examinations and evaluations.
Chapter 94
Classification and Assigning Names of Buildings, Streets and Halls
Section 308. Classification and Profiling. Buildings shall be classified as academic or administrative.
Each building shall have the following general profile to be recorded and updated by the PPES:
a. Official Name (e.g Medina Lacson de Leon Building)
b. Other Name (e.g. ESF or Economic Support Building)
c. Campus
d. Building Code (to be assigned by the PPES)
e. Type
f. Date of Construction
g. Date of Completion
h. Architect/Designer/Contractor
i. Cost
j. Source of Fund/Donor
k. Number of Floors/storey
l. Area occupied by the Building
m. Area occupied per Office/Classroom
n. Number of Offices
o. Number of Classrooms
p. Number of Laboratory Rooms
q. Number of Computer Rooms
r. Number of Storage Room
s. Number of Comfort Rooms
t. Number of A/V Rooms
u. Number of Conference Rooms
Section 309. Responsibility for Classification and Profiling. The Vice President(s) concerned, the Dean/Director concerned and the Director of PPES,
shall classify the buildings and will be consulted on the profile of a building.
Section 310. Naming Buildings, Streets and Halls. The officials cited in Section 309 shall recommend to the President the official name of the building
accompanied by a proposal stating the reasons for the proposed name. Historical, cultural as well as administrative significance of the proposed name
shall be included in the proposal.
Other sectors such as employees and students may also give proposal for naming a building which shall be coursed through proper channels. For
employees, the proposal shall be coursed through the concerned Dean/Directors.
The President shall recommend to the Board the submitted proposal for appropriate action.
The same procedure shall be followed in assigning names for streets and halls.
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Chapter 95
Permit to Use Buildings and Facilities
Section 311. Set Conditions for Use of Buildings and Facilities. University facilities shall be available to groups within or outside the University for
purposes which are consistent with the mission of the University, to wit:
311.1 If the proposed use is appropriately sponsored by an academic unit of the University;
311.2 If the proposed use is appropriately sponsored by a student, staff, or faculty organization which is officially recognized by the
University;
311.3 If the proposed use contributes directly to an established academic program of the University;
311.4 If the proposed use is part of or contributes to the outreach efforts of the University;
311.5 If the proposed use is non-profit making in the commercial sense;
311.6 If the proposed use does not involve efforts at selling commercial products or services to students or staff;
311.7 If the proposed use is open to students, faculty or staff of the University;
311.8 If the proposed use is academic or educational in nature. This listing of factors is not intended to be exhaustive, nor is the
presence or absence of any one or more factors determinative of the appropriateness of a planned use.
If the organization is duly accredited by the university/OSA, the use of facility shall be free of charge.
Section 312. Prohibition of Use. All groups are encouraged to utilize facilities on campus whenever possible, but use of facilities generally shall be
constrained or prohibited for groups whose presence would pose a threat to the safety of the university community, or for activities that are wholly
commercial or for private gain.
Section 313. Standard Protocol. The following shall be the procedures in the use of facilities
For accredited student organizations
1. The student organization shall present to the appropriate official the approved permit to conduct
activity/program or convocation from OSA.
2. The official shall schedule the activity in the calendar of events. Should there be conflict of schedule, the
official shall immediately notify the requesting organization for possible relocation.
3. Use of facilities in the satellite campuses shall be approved by the Campus Director. For the Main Campus,
deans or directors responsible for a particular facility shall approve its use.
For outside organizations:
2. The organization shall submit a letter of request to the University President through the appropriate
dean/director, stating the event, its purpose, duration, participants and other facility requirements.
PART XVII
GRIEVANCE MACHINERY
Chapter 96
Concepts and Guidelines
Section 314. Objectives. The following are the objectives of the Grievance Machinery:
1. Create a work atmosphere conducive to harmonious employer- employee relations and improved employee morale.
2. Activate and strengthen BPSU’s Grievance Machinery;
3. Settle grievances at the lowest possible level in the organization; and,
4. Serve as a catalyst for the development of capabilities of personnel on dispute settlement, especially among officials in the institution.
Section 315. Scope. The grievance machinery applies to all levels of officials and to the employees of all BPSU campuses.
Section 316. Basic Policies. The following policies shall govern the BPSU Grievance Machinery:
316.1 Employees shall have the right to present their grievances to the management and have them be resolved expeditiously at the
lowest level possible in the institution. However, if not settled at the lowest level possible, an aggrieved party shall present
his/her grievance step by step following the hierarchy of positions.
316.2 The BPSU Grievance Machinery is deemed the best way to address grievance between or among University officials and
employees;
316.3 The aggrieved party shall be assured freedom from coercion, discrimination, reprisal and biased action on the grievance.
316.4 Grievance proceedings shall not be bound by legal rules and technicalities. The services of a legal counsel shall not be
allowed.
316.5 A grievance shall be presented in writing by the aggrieved party to his/her immediate supervisor. The latter shall, within three (3)
working days from the date of presentation, inform the aggrieved party of the corresponding action.
316.6 If the party being complained of is the immediate supervisor, the grievance shall be presented to the next higher supervisor
316.7 Grievance refers to work related issues giving rise to employee dissatisfaction. The following cases shall be acted upon through
the Grievance Machinery:
316.7.1 Non-implementation of policies, practices and procedures on economic and financial issues and other terms and
conditions of employment fixed by law including salaries, incentives, working hours, leave benefits, and other
related terms and conditions;
316.7.2 Non-implementation of policies, practices and procedures which affect employees from recruitment to promotion,
detail, transfer, retirement, termination, lay-offs and other related issues that affect them;
316.7.3 Non-implementation of reasonable physical working conditions;
316.7.4 Poor interpersonal relationships and linkages;
316.7.5 Protest on appointments; and
316.7.6 All other matters giving rise to employee dissatisfaction and discontentment outside of those cases enumerated
in item 304.7
Section 317. Exclusions. The following cases shall not be acted upon through the grievance machinery:
Disciplinary cases which shall be resolved pursuant to the Uniform Rules on Administrative Cases. Administrative complaints shall
instead be forwarded to the office of the President, and shall be addressed according to its nature.
Sexual harassment cases as provided for in RA 7877; and
Union related issues and concerns..
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Chapter 97
Grievance Committee
Section 318. Designation. Only permanent officials and employees, whenever applicable, shall be appointed as members of the grievance committee.
In the appointment of the committee members, their integrity, probity, sincerity and credibility shall be considered.
The designating official shall ensure equal opportunity for men and women to be represented in the grievance committee.
Section 319. Composition. The BPSU grievance committee shall be composed of the following:
1. The Vice President for Administration and Finance –Chairperson
2. The Director for Administrative Services –Vice Chairperson
3. Two faculty members to be designated by the faculty association president
3.1 one (1) with the rank of Instructor
3.2 one (1) with the rank of Assistant Professor or higher.
4. Two non-teaching employees to be designated by the president of the non-teaching association.
4.1 one (1) from the first level
4.2 one (1) from the second level
The office of the University Secretary shall extend secretariat services to the Grievance Committee.
Section 320. Responsibilities. In addition to finding the best way to address specific grievance, the committee shall have the following responsibilities:
320.1 Establish its own internal procedures and strategies;
320.2 Conduct continuing information drive on grievance machinery among officials and employees, in collaboration with the
personnel unit;
320.3 Conduct dialogue between and among the parties involved;
320.4 Conduct an investigation and hearing within ten (10) working days from receipt of the grievance and render a decision within
five (5) working days after the investigation. Provided, however, that where the object of the grievance is the Grievance
Committee, the aggrieved party may submit the grievance to top management.
320.5 Direct the documentation of the grievance procedures including the preparations and signing of written agreements reached by
the parties involved.
320.6 Issue Certification on the Final Action on the Grievance (CFAG) which shall contain among other things, the following
information: brief summary of the proceeding and final action taken by the Office of the President on the grievance;(Appendix
A) and,
320.7 Submit a quarterly report of its accomplishments and status of unresolved grievances to the office of the University President
and the Civil Service Commission Field Office.
Section 321. Establishment of Procedures and Strategies. The Grievance Committee shall establish its own internal procedures and strategies.
Membership in the grievance committee shall be considered part of the member’s regular duties.
Section 322. Procedure. The procedure for seeking redress of grievances shall be as follows:
1. Discussion with Immediate Superior — At the first instance, a grievance shall be presented in writing using the grievance
form (Appendix B) by the aggrieved party to his or her immediate superior.
Provided, however that where the object of the grievance is the immediate superior, the aggrieved party may bring the
grievance to the next higher superior.
2. Information on Action Taken – The superior who received such grievance shall inform the aggrieved party of the
corresponding action within three (3) working days from the date of presentation.
3. Appeal to the Higher Official – If the aggrieved party is not yet satisfied with the decision, he or she may submit the
grievance in writing within the (5) days to the next higher official who shall render his or her decision within (5) working days
from receipt of the grievance.
4. Appeal to the Grievance Committee – The decision of the next higher official maybe elevated to the Grievance Committee
within (5) working days from receipt of the decision of that next higher official. The Grievance Committee may conduct an
investigation and hearing within ten (10) working days from receipt of the grievance and render a decision within five (5)
working days after the investigation. Provided, however, that where the object of the grievance is the Grievance Committee,
the aggrieved party may submit the grievance to top management.
5. Appeal to Top Management – If the aggrieved party is not satisfied with the decision of the Grievance Committee, he or she
may elevate his or her grievance within five (5) working days from receipt of the decision through the committee to top
management who shall make the decision within ten (10) working days after the receipt of the grievance. Provided,
however, that where the object of the grievance is the top management, the aggrieved party may bring his or her grievance
directly to the Civil Service Commission Field Office.
6. Appeal to the Civil Service Commission - If the aggrieved party is not satisfied with the decision of top management, he or
she may appeal or elevate his or her grievance to the Civil Service Commission Field Office concerned within (15) working
days from the receipt of such decision. Together with the appeal, the aggrieved party shall submit a certification of the final
action on the grievance (CFAG). The Civil Service Commission Field Office shall rule on the appeal in accordance with
existing Civil Service law, rules and regulations.
University officials who refuse to take action on a grievance brought to their attention shall be liable for neglect of duty in accordance with existing civil
service law, rules and regulations.
Section 323. Information Dissemination. The Administrative Services department in collaboration with the BPSU Grievance Committee shall conduct a
continuing information drive on grievance machinery among its officials and employees.
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PART XVIII
DISCIPLINE
Chapter 98
General Provision
Section 324. General Rule. No officer of employee of the University shall be suspended or dismissed except for cause as provided by law and after due
process (Section 46, Chapter 7, Subtitle A, Title I, Book V of Executive Order No. 292)
Any person may file an administrative complaint with CSC or any of its proper office. Said complaint shall be in writing and under oath, otherwise, the
same shall not be given due course.
No action shall be taken on an anonymous complaint unless there is obvious truth or merit to the allegations set forth in the complaint.
Chapter 99
Grounds for Disciplinary Action and Corresponding Sanctions
Section 325. Light Offenses. The following shall be categorized as light offenses, with the corresponding sanctions for each:
Offense First Offense Second Offense Third Offense

1. Borrowing money by superior officers from
Suspension for one
subordinates or lending by subordinates to superior Reprimand Dismissal
to thirty days
officers;
Suspension for one
2. Discourtesy in the course of official duties Reprimand Dismissal
to thirty days
3. Disgraceful, immoral or dishonest conduct prior to Suspension for one
Reprimand Dismissal
entering the service; to thirty days
4. Failure to act promptly on letters and request within
fifteen (15) days from receipt, except as otherwise
Suspension for one
provided in the rules implementing the code of Reprimand Dismissal
to thirty days
conduct and ethical standards for public officials and
employees
5. Failure to attend to anyone who wants to avail
Suspension for one
himself of the services of the office, or act promptly Reprimand Dismissal
to thirty days
and expeditiously on public transactions
6. Failure to process documents and complete action
on documents and papers within a reasonable time
from preparation thereof, except as otherwise Suspension for one
Reprimand Dismissal
provided in the rules implementing then code of to thirty days
conduct and ethical standards for public officials and
employees
Suspension for one
7. Gambling prohibited by law; Reprimand Dismissal
to thirty days
8. Improper or unauthorized solicitation of contributions
Suspension for one
from subordinate employees and by teachers or Reprimand Dismissal
to thirty days
school officials from school children
Suspension for one
9. Lending money at usurious rates of interest; Reprimand Dismissal
to thirty days
10. Lobbying for personal interest or gain in legislative Suspension for one
Reprimand Dismissal
halls or offices without authority; to thirty days
11. Promoting the sale of tickets in behalf of private
enterprises that are not intended for charitable or Suspension for one
Reprimand Dismissal
public welfare purposed and even in the latter cases to thirty days
if there is no prior authority
12. Pursuit of private business, vocation or profession
Suspension for one
without the permission required by the Civil Service Reprimand Dismissal
to thirty days
rules and regulations;
Suspension for one
13. Refusal to render overtime service Reprimand Dismissal
to thirty days
Suspension of month Suspension of six
14. Simple dishonesty and one day, to six months and one day, Dismissal
months to one year
15. Violation of reasonable office regulations “which shall Suspension for one
Reprimand Dismissal
include habitual tardiness”; to thirty days
Suspension for one
16. Willful failure to pay just debts Reprimand Dismissal
to thirty days
Suspension for one
17. Willful failure to pay taxes due the government; Reprimand Dismissal
to thirty days
Section 326. Less Grave Offenses. The following shall be categorized as less grave offenses, with the corresponding sanctions for each:
Offense First Offense Second Offense

1. Failure to file Sworn Statements of Assets, Liabilities
and Net Worth, and Disclosure of Business Interest Suspension for 6
and Financial Connections including those of their months and one day, Dismissal
spouses and unmarried children under eighteen (18) to one year
years of age living in their households
2. Failure to resign from his position in the private
business enterprise within thirty (30) days from
assumption of public office when conflict of interest Suspension for 6
arises and/or failure to divest himself of his share months and one day, Dismissal
holdings or interest in private business enterprise to one year
within sixty (60) days from assumption of public
office when conflict of interest arises; provided
47
however that where a conflict of interest arises for
those who are already in the service, the official or
employee must either resign or divest himself of said
interest within the periods herein-above provided,
reckoned from the date when the conflict of interest
had arisen
Suspension for 6
3. Gross discourtesy in the course of official duties months and one day, Dismissal
to one year
Suspension for 6
4. Gross violation of existing civil service law and rules
months and one day, Dismissal
of serious nature;
to one year
Suspension for 6
5. Habitual drunkenness; months and one day, Dismissal
to one year
Suspension for 6
6. Insubordination months and one day, Dismissal
to one year
Suspension for 6
7. Less serious dishonesty months and one day, Dismissal
to one year
8. Recommending any person to any position in a
private enterprise which has a regular or pending
Suspension for 6
official transaction with his office, unless such
recommendation or referral is mandated by law, or
to one year
international agreements, commitment and
obligation, or as part of the function of his office
Suspension for 6
9. Simple misconduct months and one day, Dismissal
to one year
Suspension for 6
10. Simple neglect of duty months and one day, Dismissal
to one year
Suspension for 6
11. Unfair discrimination in rendering public service due
to party affiliation or preference;
to one year
Section 327. Grave Offenses. The following shall be categorized as grave offenses, with the corresponding sanctions for each:
Offense First Offense Second Offense

1. Being notoriously undesirable Dismissal
Suspension for 6
2. Conduct of grossly prejudicial to the best interest of
the service
to one year
3. Contracting loans of money or other property from
persons with whom the office of the employee Dismissal
concerned has business relations
4. Conviction of a crime involving moral turpitude; Dismissal
5. Directly or indirectly having financial and material
interest in any transaction requiring the approval of Suspension for 6
his/her office. Financial and material interest is months and one day, Dismissal
deigned as pecuniary or proprietary interest by which to one year
a person will gain or lose something
6. Disclosing or misusing confidential or classified
information officially known to him by reason of his Suspension for 6
office and not made available to the public, to further months and one day, Dismissal
his private interests or give undue advantage to to one year
anyone or to prejudice the public interest
Suspension for 6
7. Disgraceful and immoral conduct months and one day, Dismissal
to one year
8. Serious dishonesty Dismissal
9. Disloyalty to the Republic of the Philippines and to
Dismissal
the Filipino People
10. Engaging directly or indirectly in partisan political
Dismissal
activities by one holding a non-political office
11. Engaging in the private practice of his profession
Suspension for 6
unless authorized by the constitution, law or
regulation, provided that such practice will not
to one year
conflict with his official functions
12. Falsification of official document; Dismissal
13. Frequent unauthorized absences or tardiness in Suspension for 6
reporting for duty, loafing or frequent unauthorized months and one day, Dismissal
absences from duty during regular office hours to one year
14. Grave Misconduct Dismissal
Suspension for 6
15. Gross Insubordination months and one day, Dismissal
to one year
16. Gross Neglect of Duty Dismissal
Suspension for 6
17. Inefficiency and incompetence in the performance of
official duties
to one year
18. Nepotism which means the appointment of a relative
or family member within the third degree either of
consanguinity or of affinity, which is done in favor of Dismissal
said relative or family member of appointing or
recommending authority, or of persons exercising
48
immediate supervision over the appointee
19. Obtaining or using any statement filed under the
Code of Conduct and Ethical Standards for Public
Suspension for 6
Officials and Employees for any purpose contrary to
morals or public policy or any commercial purpose
to one year
other than by news and communications media for
dissemination to the general public
Suspension for 6
20. Oppression months and one day, Dismissal
to one year
21. Owning, controlling, managing or accepting
employment as officer, employee, consultant, Suspension for 6
counsel, broker, agent, trustee or nominee in any months and one day, Dismissal
private enterprise regulated, supervised or licensed to one year
by his office, unless expressly allowed by the law
22. Physical or mental incapacity or disability due to
Dismissal
immoral or vicious habits
23. Receiving for personal use of a fee, gift or other
valuable thing in the course of official duties or in
connection therewith when such fee, gift, or other
valuable thing is given by any person in the hope or Dismissal
expectation of receiving a favor or better treatment
than that accorded other persons, or committing acts
punishable under the anti-graft laws
Suspension for 6
24. Refusal to perform official duty or render overtime
service
to one year
25. Soliciting or accepting directly or indirectly, any gift,
gratuity, favor, entertainment, loan or anything of
monetary value which in the course of his official
duties or in connection with any operation being
regulated by, or any transaction which may be
affected by the functions of his office. The propriety Dismissal
or impropriety of the foregoing shall be determined
by its value, kinship, or relationship between giver
and receiver and the motivation. A thing of monetary
value which is evidently or manifestly excessive by
its very nature
Section 328. Exemptions on Nepotism. Exemptions are made to the rule on nepotism, provided that a full report of such appointments shall be made to
CSC. These exemptions include: (Section 59, Chapter 8, Subtitle A, Title I, Book V of Executive Order No. 292)
Persons employed in a confidential capacity
Teachers
Physicians
Members of the Armed Forces of the Philippines
Chapter 100
Filing of Formal Complaint
Section 329. Proper Format of Complaint. Except when initiated by the disciplining authority, no complaint against an official or employee shall be given
due course unless the complaint is in writing and subscribed and sworn to by the complainant.
The complaint shall be written in clear, simple and concise language and in a systematic manner as to apprise the respondent of the nature of the
charge against him and to enable him to prepare his defense.
The complaint shall contain:

Full name and address of the complainant
Full name and address of respondent as well as his/her position and office of employment
Specification of charges
A brief statement of relevant and materials facts, accompanied by certified true copies of documentary evidence, if any, and
Sworn statements covering the testimony of witnesses
Section 330. Withdrawal of Complaint. The withdrawal of the complaint does not necessarily discharge the respondent from any administrative liability.
Where there is obvious truth or merit to the charges or complaint, the same should be given due course.
Chapter 101
Preventive Suspension
Section 331. Rationale. The University President may preventively suspend any subordinate officer or employee under his authority pending an
investigation, if the charge against such officer or employee involves dishonesty, oppression or grave misconduct, or neglect in the performance of
duty, or if there are reasons to believe that the respondent is guilty of charges which would warrant his removal from the service.
Section 332. Suspension as Preventive Measure. Preventive suspension is not a punishment or penalty for misconduct in office but is considered to be
a preventive measure.
The period within which a public officer or employee charged is placed under preventive suspension shall not be considered part of the actual penalty
of suspension imposed upon the employee found guilty.
Section 333. Lifting of Preventive Suspension. When the administrative case against the officer or employee under preventive suspension is not finally
decided by the disciplining authority within the period of ninety (90) days after the suspension of the respondent who is not a presidential appointee, the
49
respondent shall be automatically reinstated in the service: provided, that when the delay in the disposition of the case is due to the fault, negligence or
petition of the respondent, the period of delay shall not be counted in computing the period of suspension.
Chapter 102
Imposition of Penalties
Section 334. Forms of Penalty. In meting out punishment, the same penalties shall be imposed for similar offenses and only one penalty shall be
imposed in each case. The University may impose the penalty of:
334.1 Removal from the service. This shall carry with it that of cancellation of eligibility, forfeiture of retirement benefits, and the
perpetual disqualification for re-employment in the government service, unless otherwise provided in the decision.
334.2 Transfer. This carry with it disqualification for promotion for a period of six (6) moths from the date respondent reports to the new
position or station.
334.3 Demotion in rank. This shall carry with it disqualification for promotion for a period of six (6) months.
334.4 Suspension for not more than one year without pay. This carries with it disqualification for promotion corresponding to the period
of suspension.
334.5 Fine in an amount not exceeding six months’ salary. This shall carry with it disqualification for promotion for a period twice the
number of days he/she was fined.
334.6 Reprimand. Whether given by the CSC of the University, a reprimand shall be considered a penalty. However, a warning or an
admonition shall not be considered a penalty. This penalty does not include any accessory penalty nor entail the forfeiture of
leave credits, retirement benefits and bonuses that may be granted.
Section 335. Determination of Penalties to be Imposed. In determining penalties to be imposed, mitigating and aggravating circumstances may be
considered. Nevertheless, in the appreciation thereof, the same must be invoked or pleaded by the other party, otherwise, the said circumstances shall
not be considered in the determination of the proper penalty to be imposed against the respondent concerned.
If the respondent is found guilty of two or more charges or counts, the penalty imposed should be that corresponding to the most serious charge or
count and the rest may be considered as aggravating circumstances.
Section 336. Removal of Administrative Penalties or Disabilities. In meritorious cases and upon recommendation of the CSC, the President may
commute or remove administrative penalties or disabilities imposed upon officers or employees in disciplinary cases, subject to such terms and
conditions as he may impose in the interest of service.
Chapter 103
Appeals on Penalty Imposed
Section 337. Decision on Appeals. The CSC shall decide upon appeal all administrative disciplinary cases involving the imposition of a penalty of
suspension for more than thirty (30) days, or fine in an amount exceeding thirty (30) days salary, demotion in rank or salary or transfer, removal or
dismissal from office.
Section 338. Investigation on Complaints. A complaint may be filed directly with the CSC by a private citizen against a government official or employee
in which case it may hear and decide the case or it may deputize any department or agency or official or group of officials to conduct the investigation.
The results of the investigation shall be submitted to the CSC with recommendation as to the penalty to be imposed or other action to be taken.
The University President shall have jurisdiction to investigate and decide matters involving disciplinary action against officers and employees under the
University’s jurisdiction. The decisions shall be final in case the penalty imposed is suspension for not more than thirty days or fine in an amount not
exceeding thirty day’s salary.
In case the decision rendered is appealable to CSC, the same may be appealed to the department and finally to the CSC and pending appeal, the
same shall be executory except when the penalty is removal, in which case the same shall be executory only after confirmation by the Secretary
concerned.
An investigation may be entrusted to regional directors or similar officials who shall make the necessary report and recommendation to the President
within the period specified in CSC rules and regulations.
An appeal shall not stop the decision from being executory, and in case the penalty is suspension or removal, the respondent shall be considered as
having been under preventive suspension during the pendency of the appeal in the event he wins an appeal.
PART XIX
PRESIDENTAL STAFF
Chapter 104
Operations, Planning and Development
Section 339. Technical Working Group (OPD-TWG). The OPD-TWG shall provide assistance to the University President and other officials in matters
related to development planning. The OPD-TWG shall be composed of the following:
339.1 OPD Director
339.2 In-charge-Curriculum
339.3 In-charge-Students
339.4 In-charge-Faculty
339.5 In-charge-Research
339.6 In-charge-Extension
339.7 In-charge-Library
339.8 In-charge-Physical Plant and Facilities
339.9 In-Charge- Administration
Section 340. Kinds of Planning. The following kinds of planning shall be facilitated by the OPD-TWG:
50
1. Medium-Term or Strategic Planning. This kind of planning focuses on the nature and character of the University to guide its
direction. Looking into the university’s internal scenario and the external environment characterizes strategic planning.
Monitoring major demographic, social, economic, political, and technological trends that may hold opportunities or threats
for the University is a part of strategic planning. It is usually conducted within a span of 3-5 years. Its revision may be done
within 3-5 years.
The following guidelines shall be observed in the conduct of strategic planning:

1.1 The University President shall call for a series of strategic planning session.
1.2 The ADCO shall conduct the strategic planning based on the schedule set by the President
1.3 The OPD-TWG shall prepare pertinent statistics and information which shall be used by the Administrative
Council in the planning session. International trend, national goals and priorities, regional and provincial
situationers and the University’s performance indicators for the last 3-5 years shall be made available to the
members of the ADCO.
1.4 Resource persons from agencies such as, but not limited to the Commission on Higher Education, Department
of Science and Technology, National Economic Development Authority, Technical Education and Skills
Development Authority and Department of Agriculture may be invited to discuss the external environment and
the emerging trends in their respective areas.
1.5 The conduct of Section 2.1.1.3 and Section 2.1.1.4 shall be scheduled whole day.
1.6 The ADCO shall be grouped according to functions. The following groupings are recommended:
1.6.1 Instruction
1.6.1.1 Vice President for Academic Affairs
1.6.1.2 Vice President for Student Affairs
1.6.1.3 Campus Directors
1.6.1.4 Deans
1.6.1.5 Directors (OSS, ACA, SPD, University Librarian)
1.6.1.6 Associate Directors
1.6.2 Research, Extension and Auxiliary
1.6.2.1 Vice President for Research, Extension and Auxiliary Services
1.6.2.3 Directors (RDO, OES, AS)
1.6.2.4 Area In-Charge
1.6.3 Administration and Finance
1.6.3.1 Vice President for Administration and Finance
1.6.3.2 Directors (OAS, OPPES, OFMS)
1.7 Each group shall have specific schedule of planning where OPD-TWG members will be designated to facilitate
the planning. Each group shall be given five working days to come up with the plan for their area.
1.8 The OPD-TWG shall consolidate the outputs and shall prepare a report for presentation to the ADCO members
for endorsement to the Board of Regents in form of a resolution.
1.9 The Board of Regents may subject the plan for review of the Oversight Committee on Administration and
Planning.
1.10 In case of approval, the highlights of the Strategic Plan shall be disseminated to the academic community
especially to the concerned offices.
1.11 Review of the strategic plan may start during last quarter of the year or earlier after three years of
implementation of the previous plan.
2. Annual Planning. This kind of planning is based on the targets set by the University in its strategic plan. General directions,
programs and projects are operationalized in this kind of planning. Trends from previous years are also considered. Units
under the four major functions of the
The following guidelines shall be observed in the conduct of strategic planning:
1.1 The University President shall call for a series of annual planning session.
1.2 The OPD-TWG shall prepare pertinent statistics and information which shall be used by the Administrative
Council in the planning session. Highlights of the strategic plan and the year’s target shall be presented by the
OPD-TWG. University performance in the last three years shall also be presented.
1.3 The ADCO shall be grouped according to functions. The following groupings are recommended:
1.3.1 Instruction
1.3.1.1 Vice President for Academic Affairs
1.3.1.2 Vice President for Student Affairs
1.3.1.3 Vice President for Finance and Administration
1.3.1.5 Deans
1.3.1.6 Directors (OSS, ACA, SPD, University Librarian)
1.3.2 Research, Extension and Auxiliary
1.3.2.1 Vice President for Research, Extension and Auxiliary Services
1.3.2.2 Vice President for Finance and Administration
1.3.2.4 Directors (RDO, OES, AS)
1.3.2.5 Area In-Charge
1.3.3 Administration and Finance
1.3.3.1 Vice President for Administration and Finance
1.3.3.2 Directors (OAS, OPPES, OFMS)
1.4 Each group shall have specific schedule of planning where OPD-TWG members will be designated to facilitate
the planning. Each group shall be given five working days to come up with the plan for their area.
1.5 The OPD-TWG shall consolidate the outputs and shall prepare a report for presentation to the ADCO members
for endorsement to the Board of Regents in form of a resolution.
Section 341. Monitoring and Evaluation. Based on their area assignments, the OPD-TWG shall regularly conduct monitoring and evaluation (M&E) of
plans and programs of areas assigned to them. The basis of M&E shall be those reflected in the University annual plans, and shall follow a prescribed
format.
It shall be the responsibility of each OPD-TWG member to coordinate with the pertinent offices a synchronized schedule of evaluation.
51
At the end of each year, the members shall submit a monitoring and evaluation report with recommendations to the Director for Operations, Planning
and Development for submission to the University President for possible consideration during policy and decision making.
Chapter 105
Management Information System
Section 342. Development and Maintenance of IS. The following process shall be followed for the development and maintenance of information
systems (IS0):
342.1 System Development. The Management Information Systems Office shall have a Systems Development and Maintenance Unit
(SDMU) which shall primarily be responsible in developing and maintaining information systems needed by various offices of the
University, and in setting the standards for systems development and maintenance.
In-house development of information system shall be prioritized over purchased or off-the-shelf method. Purchase or off-the-
shelf method shall only be allowed when there is immediate need for such system as certified by the Vice President, Director
and office head concerned.
The following stages in the in-house development of information systems shall be followed:
327.1.1 System concept
327.1.2 System planning
327.1.3 System information gathering
327.1.4 Systems analysis and design
327.1.5 Systems development
327.1.6 Unit testing
327.1.7 Integration testing
327.1.8 Systems implementation; and
327.1.9 Operation and maintenance
The MIS Office shall identify the kind of software to be used in systems development.
The system developed by the SDMU shall be tested by Information System Related Service Unit (ISRSU) in terms of
functionality, usability and design.
Findings of the testing by ISRSU shall be given to SDMU.
The ISRU shall be responsible for users-training of information system being deployed in offices.
Systems monitoring and evaluation shall be conducted based on the cycle of operation of a particular office.
341.2 Systems Maintenance. The SDMU shall employ preventive, scheduled and corrective maintenance for the information systems
installed in the University, as the case warrants.
Information systems installed at frontline service offices shall be given priority in terms of maintenance request.
Back-up data of every system shall be conducted on a daily basis. For information systems deployed in satellite campuses,
daily backing up of system shall be conducted by MIS personnel assigned in a particular campus.
Section 342. Maintenance of Computer Facilities. The MIS Office shall have a Network and Hardware Unit (NHU) which shall primarily be responsible
for the maintenance, troubleshooting, upgrading of computers and networks. The NHU shall give recommendation to the Bids and Awards Committee
on matters pertaining to the acquisition of computer, network and peripherals.
Each campus shall have a computer technician who shall be responsible in the maintenance and troubleshooting of computer and network problems.
The NHU shall maintain an inventory of computer, networks and peripherals, copy of which shall be furnished to the Property and Procurement Office.
Computer units and network installed at frontline service offices shall be given priority in terms of maintenance request.
There shall be a regular maintenance check of computer and network in all offices and laboratories.
Upgrade or replacement of hardware shall be based on the findings and recommendations of the technician and the network administrator subject to
existing rules on procurement.
Section 343. Policies on Web Content. The MIS Office shall have a Web Development and Maintenance Unit (WDMU) which shall primarily be
responsible for the development, upgrading and maintenance of the University website.
The website shall serve as an effective means of communicating information and news to members of the academic community and the general public.
The content shall website (texts, layout, graphics, programs) shall be determined by the WDMU in coordination with the Multimedia and Graphics Unit
(MGU) and the content writer, subject to the approval of concerned officials. Announcements, articles and other materials which shall be published in
the website shall have the recommendation of the concerned official from the announcement originates. The content writer shall have the responsibility
of checking the correctness and veracity of materials submitted before uploading it to the website.
Content of the website shall be governed by existing laws both in the national and international level. Opinions published on the website shall not be
construed as the official stand of the University unless specified.
Outdate materials and content shall be deleted by the Web Administrator after notifying the concerned office who requested its publication. The Web
Administrator shall have the right to amend or remove any pages or posts which run contrary to the University’s policies.
Section 344. Policies on University Data and Statistics. The MIS Office shall have an Information System Related Service Unit (ISRSU) which shall
primarily be responsible in the collection, consolidation, processing and presentation of University data and statistics. The MIS Office shall ensure that
data is protected in all of its form on all media from unauthorized or inappropriate access, use, modification, disclosure or destruction.
The MIS Office shall not be allowed to access or modify any information system unless permitted in writing by the concerned office. It shall not issue
any data or statistics to individual or organization unless permitted in writing by the concerned office which is directly responsible for the data. Data and
statistics shall be made available for policy and decision-making of University officials.
52

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Approved via Board Resolution No.

27-B, series of 2010

Section 3. The University shall have the following Goals:

Pursuant to Section 3, RA 8292, the Board has the following composition:

The Minutes of Board Meetings shall highlight the following:

Resolution No. 25, s. 2003

The excerpts of a particular Board Resolution shall contain the following:

26.11. To set policies on admission and graduation of students;

66.1 Appointment to entry laborer positions;

The following positions are exempt from the publication requirements:

Educational Qualifications - 20 pts

Original Appointment Appointment by Transfer Reinstatement

No. Criteria Description Points

141.2 Unsatisfactory or Poor Performance

141.3 Physically and Mentally Unfit

145.1 To live up to the terms and conditions of his contract

Section 146. Sanctions. The following sanctions shall be implemented:

All above documents should be filed in grantee’s 201 file.

153.1 Chairperson, Vice President for Finance and Administration

Section 173. Process. Instituting a mentoring system include:

173.1 Identifying those to serve as mentors

The following shall be the classifications of University documents and records:

 Name and Address of Addressee

Action Taken Description Format

Document Status Description

Age (in years) Documents

Personal Services shall include but not limited to:

MOOE and CO shall be based on the provisions of Budget Call Manual.

Chairman : VP for Administration

The approved budget shall be sub-allotted to the different operating units.

B. Auxiliary Services 1. Number of personnel

C. Advanced Education 1. Number of personnel

D. Higher Education 2. Enrollment

E. Research Services 1. Number of personnel

F. Extension Services 1. Number of personnel

228.1 Give advice on financial matters;

231.1 3 canvass papers in excess of P5000

Monthly Quarterly Annually

240.1 Advise management on the collections and disbursements of funds;

242.1 Salaries and Wages

Reports and documents required to support the liquidation of cash advances.

2. Petty Operating Expenses

3. If cash advance is for official business for travel

In these cases the Auditor will issue the following:

Original -Accounting Unit

Original -Administrative Officer

1. Provide administrative support to the BAC;

The COA representative signs as witness to the proceedings of the bidding.

The President reviews and initials LO.

The Accounting Unit certifies to availability of funds.

The Authorized official approves the same.

Copies are distributed as follows:

279.1 Canvass of prices is obtained from at least three reputable suppliers.

Old students shall undergo medical examination on schedule.

 Rendering of First-Aid Treatment to Minor Injuries

 Referring Emergency Cases to Other Agencies or Hospital:

 Act as Chairman of the Medics Committee During Intramurals :

 Provide Dental Restoration, Tooth Extraction and Oral Prohylaxis

 Conduct Lectures on Dental Health

 Orientation-Briefing for Incoming Freshmen regarding :

1.1 Scheduling of the Training Activity

 Conduct of Seminars, Lectures and Film-Showing on Disease Prevention,

All renovations shall comply with pertinent laws.

Offense First Offense Second Offense Third Offense

Name and Address of Addressee

Rendering of First-Aid Treatment to Minor Injuries

Referring Emergency Cases to Other Agencies or Hospital:

Act as Chairman of the Medics Committee During Intramurals :

Provide Dental Restoration, Tooth Extraction and Oral Prohylaxis

Conduct Lectures on Dental Health

Orientation-Briefing for Incoming Freshmen regarding :

Conduct of Seminars, Lectures and Film-Showing on Disease Prevention,