Charter 2020

Cover Page
PRESIDENT RAMON MAGSAYSAY

STATE UNIVERSITY
CITIZEN’S CHARTER
2020 EDITION
I. Vision:
The President Ramon Magsaysay State University shall be a progressive
learner centered research university recognized in the ASEAN region in 2020.
II. Mission/Mandate
PRMSU shall primarily provide advance and higher professional, technical, and
special instructions in various disciplines; undertake research, extension and
income generation programs for the sustainable development of Zambales, the
region and the country. (Sec. 2.0, RA 11015)
III. Quality Policy

The PRMSU is committed to continually strive for excellence in instruction,
research, extension and production to strengthen global competitiveness
adhering to quality standards for the utmost satisfaction of its valued
customers.
IV. Service Pledge

We, the officials, and staff of the President Ramon Magsaysay State University,
commit to:
Offer prompt response to requests, communications, and queries and serve the
public with highest respect from Monday to Friday, from 8:00 a.m. to 5:00 p.m.;
Uphold the university’s vision, work intensely to attain its mission and ensure
its distinct participation in nation building, constantly upgrade and expand our
operations, systems and procedures, and enrich personnel to ensure excellent
service and satisfaction expected of our clientele;
Strongly advocate the attainment of quality education making it accessible to

everyone, the poor, the rich, the underprivileged, the physically impaired,
considering gender and sensitivity, objectivity and fairness;
Produce globally competitive graduates, responsible leaders, accountable

entrepreneurs, and conscientious citizens.
All these we pledge because we are committed and obliged to give you the best
service you deserve.
2
LIST OF SERVICES
Main Campus Page Number
External Services
Application for Admission 5-8
Application for Enrollment of College Students 9-13
Application for Enrollment of Junior High School 14-17
Application for Enrollment of CPE Students 18-22
Application for Enrollment of r Graduate School 23-25
Application for Enrollment of College of Law 26-28
Application for Shifting 29-32
Application for Adding, Dropping and Changing of Subjects 33-35
Application for Cross Enrollment 36-38
Application for Removal of Incomplete 39-41
Application for Leave of Absence (LOA) 42-44
Application for Graduation 45-47
Request for Rectification 48-50
Request for the Use of Dry Seal 51
Request for Pertinent Documents 52-54
Internal Services
Student’s Clearance 56
Statements of Accounts 57
Cash Advances for Payroll 58-61
Overtime Pay 62-64
First Salary 65-68
Maternity Leave Benefits 69-71
Monetization 72-74
Last Salary 75-77
Terminal Leave Benefits 78-81
Cash Advances for Travel 82-83
Cash Advances for University Activities 84-85
Cash Advances for Petty Cash Fund 86-87
Reimbursement of Travel Expenses 88-89
Reimbursement of Expenses during University Activities 90-91
Replenishment of Petty Cash Fund 92-93
Payment for Stall/Store Rent 95
Payment for Dormitory Rent 96
Payment for Tuition Fee (Graduate School) 97
Payment for Requested Documents from Registrar 98
Releasing of Scholarship Grant 100
Claiming of Checks for Payment and/or Refund 101
Preparation of Agenda and Issuance of Board Resolution 103-105
Monitoring and Treatment of Cases Mild to Moderate Symptoms 107
Physical Examination during Enrolment 108
Issuance of Medical Certificates 109
General Services Office Functions 111
GSO Reports 112
List of Offices 113-116
Process of Filing Complaints 117
3
Office of the University Registrar -
Admissions and Registration Services
(EXTERNAL)
4
1. APPLICATION FOR ADMISSION (TESTING)
The service provides a documented procedure in administering entrance examination

to applicants who signified intent to enroll in the College of Teacher Education - Junior
High School Department (CTE-JHSD) or any tertiary degree offered in the University.
All applicants will be referred to as New Students and are either classified as
Freshmen (students with no prior enrolment to any secondary school or higher
education institution (HEI) or Transferees (students previously enrolled in other HEIs).
Result of entrance examination for undergraduate students is released within three (3)
working days after date of exam. As for the CTE-Junior High School examinees, result
of examination and ranking will be made available at the CTE-JHSD’s Principal’s
Office three (3) working days after the last day of the scheduled administration of the
test.
Office or Division: Office of the Registrar

Classification: G2C (Government to Citizen)
Type of Transaction: Simple
Who may avail: Applicants for the College of Teacher Education – Junior High
School Department or any tertiary degree offered in the University
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For College Freshmen

 Fully Accomplished Admission Form College where program to be enrolled is
(Testing) for Freshmen and Transferees offered or Campus Registrar’s Office –
(PRMSU-ASA-OURSF 1A) Window 1
 One (1) photocopy of each of the following
documents (whichever is/are applicable)
 Form 137 / SF 9
 Form 138 / SF 10
 Certificate of Good Moral Character
from school last attended
 ALS Certificate of Rating (if
applicable)
 PSA Birth Certificate
 PSA Marriage Certificate (for married
female applicants)
 Two (2) Passport Size ID Picture
For Transferees
 Fully Accomplished Admission Form
(Testing) for Freshmen and Transferees College where program to be enrolled is
(PRMSU-ASA-OURSF 1A) offered or Campus Registrar’s Office –
 One (1) photocopy of each of the following Window 1
documents (whichever is/are applicable)
 Transcript of Records or Certificate of
Grades
5
 Honorable Dismissal / Transfer
Credentials
 PSA Marriage Certificate (for married
female applicants)
 Two (2) Passport Size ID Picture
For CTE - Junior High School Department

 Fully Accomplished Application for
Admission Form – Laboratory Junior High
School (PRMSU-ASA-OURSF 1-B)
 One (1) photocopy of each of the following
documents (whichever is/are applicable) Principal’s Office, CTE - Junior High School
Department or Campus Registrar’s Office –
 Form 138 / SF 10 Window 1
 Two (2) 2x2 Picture
PERSON
FEES TO PROCESSING
CLIENT STEPS AGENCY ACTIONS RESPONSI
BE PAID TIME
BLE
1. Proceed to the 1.1. Issue to client None 5 minutes Dean

College (or appropriate Program
Principal’s Office, application for Chair
for Junior High admission College-
School students) (testing) form; designated
where intended 1.2. Receive from Enrollment
Officer/s
program to enroll is client filled-out
offered, and acquire application form
Principal,
and accomplish and CTE -
applicable requirements as Junior High
Application for listed; School
Admission (Testing) 1.3. Review the Department
Form (PRMSU- completeness of JHSD-
ASA-OURSF 1A or documents/requi Designated
1B), and present rements Enrollment
other requirements submitted by the Officer
as listed. client;
1.4. Evaluate client’s
compliance to
the University’s
and College’s /
Department’s
admission
policies.
6
If client does
not meet the
admission
requirements,
advise the client
to enroll in other
programs in the
college, or other
colleges in the
university, or
other
schools/HEIs;
1.5. If APPROVED,
return all
documents to
the client (form
and credentials
presented) and
direct the client
to proceed to
Window 13 of
the Office of the
University
Registrar –
Admissions and
Registration
Services
(OURARS)
2. Proceed to Window 2.1 Check None 6 minutes Window 13,

13 at the OURARS documents Office of the
to submit approved submitted; Registrar-
Application for 2.2 Collect Admission
Admission (Testing) documents if and
form together with complete and Registration
Services
other requirements. appropriate;
2.3 Encode client’s
data into the
University
Information
System (UIS) to
create client’s
application
number;
2.4 Issue the client’s
Test Permit stub.
For college
freshmen/transfe
rees, advise
clients to
proceed to the
7
Office of Student
Affairs (OSA),
Guidance
Services-Testing
Unit.
For clients
applying
admission to the
Junior High
School program,
inform the clients
as to schedule
and venue of the
Admission Test.
3. For college 3.1 Inform the client None 90 minutes Office of

freshmen/transferee as to schedule (exam proper) Student
s, proceed to the and venue of the Affairs –
Office of Student Admission Test; Release of Guidance
Affairs (OSA), 3.2 On the day of Result of and
Guidance and the Admission Examination Counselling
(Three (3) Services
Counselling Test, collect from
working days (Testing
Services-Testing client Test
after date of Unit)
Unit; Permit stub; examination)
3.3 Administer to
client the
Admission Test;
3.4 Inform the client
as to when and
where results of
the exam may
be obtained.
4. For clients applying 4.1 Collect from None 90 minutes Office of the
admission to the client Test (exam proper) University
Junior High School Permit stub; Registrar-
program, proceed to 4.2 Administer to Result of Exam Admission
the Testing Area at client the may be viewed and
the AVR Room, Admission Test; at the CTE- Registration
JHSD Services,
CTE-JHSD on the 4.3 Inform the client
Principal’s (Testing
day scheduled for as to when and
Office three Staff)
the Admission Test. where results of (3)working
Present to the the exam may days after the
personnel-in-charge be obtained. last day of
the Test Permit stub scheduled
for Admission Test. administration
of the test. CTE-JHSD
Principal
CTE-JHSD
Designated
Personnel
End of Transactions
8
2. ENROLLMENT (COLLEGE STUDENTS)
The service provides a documented procedure in the enrollment of students in the

various tertiary degrees (Baccalaureate Courses) offered in the University.
Clients may be referred to as either New or Old Students.
New Students are classified as Freshmen (students with no prior enrolment to
any secondary school or higher education institution (HEI)) or Transferees (students
previously enrolled in other secondary school or HEI).
Old Students are either Continuing students - students enrolled at PRMSU in
the immediately preceding semester/term, or Returnees who are students previously
enrolled at PRMSU but not in the immediately preceding semester/term.
All enrollees who are qualified as per provisions in RA 10931 or the Universal
Access to Tertiary Education Act of 2017 are entitled to free tuition for all
courses/subjects/classes enrolled in during a particular semester or term, as part of
the curriculum and are essential to obtaining a degree. This entitlement also includes
free miscellaneous, other school fees, and similar or related fees.
Enrollees who choose to voluntarily opt-out of the provision shall sign and submit
a waiver to the University (Voluntary-Opt-Out Form or PRMSU-ASA-OURSF14).
On the other hand, enrollees who are no longer qualified to avail of the free tuition
fee program must submit a fully accomplished Ineligible to Avail Free Higher Education
Form or PRMSU-ASA-OURSF31.

Classification: G2C - Government to Citizen
Type of Simple
Transaction:
Who may avail: Incoming or Old college students
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE TIME RESPONSIBLE
PAID
1. Proceed to 1.1 Issue to client a copy of None 15 minutes College

the College applicable enrollment Dean/s
where form;
intended 1.2 Check the Program
program to completeness/appropriate Chair/s
enroll is ness of requirements
Other
offered; presented.
designated
Acquire Evaluate enrollee’s
Enrollment
and compliance to University
Officers
accomplish and College admission
applicable and retention policies as
enrollment basis to allow enrollment;
form/s and
then present 1.3 PROFILING
other If APPROVED, update
requirement enrollee’s profile in the
s as listed to system and assign a
secure unique Student Number
9
approval for to the client (if new
enrollment. student).
If NOT APPROVED,
advise unqualified
applicants to enroll in
other programs in the
college, other programs in
other colleges in the
university, or to other
HEIs.
For Old Students,
update profile if deemed
necessary (i.e. change in
contact details, address, College
name, etc.); Dean/s
1.4 Perform ACADEMIC
ADVISING to qualified Program
enrollees to update their Chair/s
respective Course Audit
Forms (Evaluation Other
Sheets), and identify what designated
Enrollment
subjects they may enroll
Officers
for the term (Pre-
Registration) with
observance to University
and College academic
policies;
1.5 TAGGING**
Tag students who will
avail of the Free Tuition
Fee program;
1.6 Print the enrollee’s
Subject Confirmation and
Assessment Slip (SCAS)
and then advise client to
proceed to the
Medical/Dental Unit (New
Students only), or to the
Cashier's Office if
payments are to be made.
Note: **
Students who will voluntarily
forego the benefits of the Free
Higher Education in SUC’s as
per RA 10931 will have to
submit a fully accomplished
Voluntary-Opt-Out Form
(PRMSU-ASA-OURSF14).
On the other hand,
students who are no longer
qualified to avail of the
aforementioned benefits, will
10
have to submit a fully
accomplished PRMSU-ASA-
OURSF31.
Both documents are
available at Window 1 of the
Campus Registrar’s Office or
Frontline Services Window of
each college.
2. Proceed to 2.1 Accept payment from the Varies 2 minutes Frontline

the student, then print and depend Services
Cashier's issue Official Receipt ing on Window
Office, 2.2 Refer client to the progra (Cashier’s
present Medical/Dental Unit (New m and Office)
SCAS and Students only) number
of units
pay
enrolle
necessary
d
fees.
Note: Step only

applies to
college
students who
chose to opt-
out from / or
are no longer
qualified to
avail of the
Free Tuition
Fee program
3. Proceed to 3.1 Conduct physical and None 20 minutes University

the Medical / dental check-up; Physician
Dental 3.2 Advise client to proceed to
Clinics. the Campus Registrar's University
Office. Nurse/s
Note: Step only
applies to New University
Students Dentist
4. Proceed to 4.1 Check requirements as None 10 minutes Campus

the Campus presented; Registrar
Registrar's 4.2 Collect requirements if
Office complete, correct and Campus
(CRO) and appropriate; Registrar
submit to the 4.3 Print Certificate of Office
Personnel at
assigned Registration (COR) if
respective
Window submittals are in order and
Frontline
(depending complete, and if subjects
on listed for enrolment are in
11
Course/Prog line with university/college Services
ram to be academic policies; Windows
taken) 4.4 Advise client to proceed to (Windows 2
complete the Accounting, Office of to 8)
and Student Affairs, and
appropriate respective colleges to have
requirement COR stamped as copy
s as listed. received.
5. Proceed to 5.1. Collect a copy of None 1 minute Frontline

the student's COR for the Services
Accounting current term; Window
Unit for 5.2. Stamp student’s copy (Accounting
submission of COR as copy received; Unit)
of photocopy 5.3. Advise client to
of COR. proceed to the Office of
Student Affairs (OSA).
6. Proceed to For New Students Php 30 minutes OSA Director

the OSA to (Freshmen / Transferees): 50.00
- fill-out / OSA
update 6.1.1. assist student in filling- Note: Personnel at
Personal out Personal Data Sheet; Collect Frontline
Data 6.1.2. interview student; ed Services
6.1.3. collect payment for annuall Windows
Sheet /
insurance; y
Students' during
Informatio 6.1.4. collect photocopy of
1st
n Updating COR;
semest
Sheet; 6.1.5. Stamp student’s copy er for
- undergo of COR as copy insuran
interview; received; ce
- pay 6.1.6. process and print coverin 15 minutes
insurance student's ID; g one
fee; (1)
- submit For Old Students acade
((Returnees / Continuing): mic
photocopy
year.
of COR;
6.2.1. assist student in filling-
- get ID Those
out Students Information
printed / student
Updating Form (SIUF);
validated. s
6.2.2. collect payment for
insurance; admitte
6.2.3. collect photocopies of d
during
COR;
second
6.2.4. Stamp student’s copy
term or
of COR as copy summe
received; r, pay
the
12
6.2.5. process and print / same
validate student's ID; to
cover
6.3 Advise students to proceed insuran
to their respective colleges ce
for submission of during
photocopy of COR. the
remaini
ng days
of the
current
acade
mic
year.
7. Proceed to 7.1. Verify if client None 2 minutes Designated

the college completed all steps of the Enrollment
where enrollment by checking the Officers at
intended completeness of stamps College’s
program to from all concerned offices Frontline
enroll is (Accounting Office, OSA); Services
Windows
offered and 7.2. Collect a photocopy of
submit stamped COR, and other
photocopy of forms and credentials
COR. submitted (if needed);
7.3. Stamp student’s copy
of COR as copy received;
7.4. Advise student to
proceed to the Office of the
Campus Registrar for the
submission of photocopy
of COR.
8. Proceed to 8.1. Verify if client None 1-2 minutes Campus

the Campus completed all steps of the Registrar
Registrar’s enrollment process by Personnel at
Office to checking the respective
submit completeness of stamps in Frontline
photocopy of the COR, required from all Services
Windows
COR. concerned offices
(Windows 2
(Accounting Office, OSA,
to 8)
College);
8.2. Collect a photocopy of
COR;
End of Transactions
13
3. ENROLLMENT (CTE-JUNIOR HIGH SCHOOL DEPARTMENT)

College of Teacher Education – Junior High School Department (CTE-JHSD).
Office or Office of the Registrar

Division:
Type of Simple
Transaction:
Who may avail: Junior High School students (Grade 7 to 10)
For Grade 7 and transferee students

 Fully Accomplished Enrollment Form Principal’s Office, CTE-Junior High
(Laboratory High School – Junior High School Department
School) or PRMSU-ASA-OURSF 2-E
 Original copy of each of the following
documents (unless stated otherwise)
 Form 138 / SF 10
 Certificate of Good Moral Character
 PSA Birth Certificate (Photocopy) Principal’s Office, CTE - Junior High
 Entrance exam result School Department
 One (1) Passport Size ID Picture

 One (1) Long Size Brown Envelope
For Grade 8 to Grade 10 Principal’s Office, CTE - Junior High

 Fully Accomplished Enrollment Form School Department
(Laboratory High School – Junior High
School) or PRMSU-ASA-OURSF 2-E
 Form 138 / SF 10 (original) (All forms are also available at
Window 1, Campus Registrar’s
Office)
FEES PERSON
PROCESSI
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
NG TIME
PAID E
9. Proceed to the 9.1 Issue Enrollment Form None 10 minutes Principal, CTE
College of to the client; - Junior High
Teacher 9.2 Receive accomplished School
Education - form and check the Department
Junior High completeness/appropria
School teness of requirements Other
designated
Department to presented to determine
Enrollment
acquire and qualification of client for
Officers
accomplish enrollment based on
applicable University and JHSD
14
enrolment admission and retention
form. policies;
Present 9.3 PROFILING
other If APPROVED, update
requirements enrollee’s profile in the
as listed and system and assign a
secure unique Student Number
approval for to New Students.
enrollment. Update profiles of
Old students if deemed
necessary (i.e. change
in contact details,
address, name, etc.).
Collect requirements
submitted by the client
for filing at the office.
If NOT APPROVED,
advise unqualified
other schools;
9.4 Perform ACADEMIC
ADVISING to qualified
enrollees and identify
what subjects they may
enroll for the term (Pre-
Registration);
9.5 Print the enrollee’s
Subject Confirmation
and Assessment Slip
(SCAS) and then advise
client to proceed to the
Cashier's Office for
payment of
Miscellaneous fees.
10. Proceed to the 10.1 Accept payment from Php 2 minutes Frontline
Cashier's the student, then print 1229.0 Services
Office, present and issue Official Receipt 0 Window
SCAS and pay 10.2 Refer client to the (Cashier’s
necessary Medical/Dental Unit (only (Misce Office)
fees. New Students) llaneo
us
Fees)
11. Proceed to the 11.1 Conduct physical and None 20 minutes University
Medical / dental check-up Physician
Dental Clinics. 11.2 Advise client to
proceed to the Campus University
Note: Step only Registrar's Office Nurse/s
applies to New
Students University
Dentist
15
12. Proceed to the 12.1 Print Certificate of None 10 minutes Campus
Campus Registration (COR) if Registrar’s
Registrar's submittals are in order Office
Office (CRO) and complete; Personnel at
and present 12.2 Advise client to respective
SCAS and OR. proceed to the Office of Frontline
Services
Student Affairs (OSA) to
Windows
have COR stamped as
(Windows 2 to
copy received; 8)
13. Proceed to the 5.1. Assist student in Php 10 minutes OSA

OSA to filling-out Personal Data 50.00 Personnel at
- fill-out / Sheets (PDS) or Frontline
update Students Information Note: Services
Personal Updating Form (SIUF); Collect Windows
Data Sheet / 5.2. Collect payment for ed
annual
Students' insurance;
ly
Information 5.3. Collect photocopies during
Updating of COR; 1st
Sheet; 5.4. Stamp student’s copy semes
- undergo of COR as copy ter for
interview received; insura
(only new 5.5. Process and print / nce
students) validate student's ID; coveri
- pay 5.6. Advise students to ng one
insurance proceed to the CTE- (1)
fee; JHSD Principal’s Office acade
- submit for submission of mic
photocopy of COR. year.
photocopy of
COR;
- get ID printed
/ validated.
14. Proceed to the 7.5. Verify if client None 2 minutes CTE - Junior
Junior High completed all steps of the High School
School enrollment by checking Department
Department to the completeness of designated
submit stamps from all Enrollment
photocopy of concerned offices; Officer/s
COR. 7.6. Collect a photocopy
of completely stamped
COR;
7.8. Advise students to
proceed to the Office of
the Campus Registrar for
16
the submission of
photocopy of COR.
15. Proceed to the 8.4. Verify if client None 1-2 minutes CRO
Campus completed all steps of Personnel
Registrar’s the enrollment process (Frontline
Office to by checking the Services
submit completeness of stamps Windows 2 to
photocopy of in the COR, required 8)
completely from all concerned
stamped COR. offices;
8.5. Collect a photocopy
of COR.
of COR as copy
received.
End of Transactions
17
4. ENROLLMENT (CERTIFICATE ON PROFESSIONAL EDUCATION)

College of Teacher Education – Certificate on Professional Education program offered
in the University.
Program is intended for individuals who have already acquired their respective
college degrees and wish to acquire eighteen (18) Professional Education units, either
as requirements for the Licensure Examination for Teachers (LET) for non-education
degree holders, for graduate studies, employment, experience or other related
purposes.

Division:
Type of Simple
Transaction:
Who may avail: New or old students with earned college degrees
For New Students / Transferees

 Approved Application for Admission Dean’s Office, College of Teacher
(Uniting/CPE Students) or PRMSU- Education
ASA-OURSF 1-D (photocopy);
 Fully Accomplished Enrollment Form Dean’s Office, College of Teacher
(Uniting/CPE Students) or PRMSU- Education
ASA-OURSF 2-D
 Transcript of Records (reflecting
completed Baccalaureate Degree,
original copy)
 PSA Birth Certificate (Photocopy)
 PSA Marriage Certificate (photocopy, for
married female applicants)
 One (1) Passport Size ID Picture
 Honorable Dismissal/Transfer
credentials (in cases of Transferees,
original) Dean’s Office, College of Teacher
Education
For Old Students (Continuing)
 Fully Accomplished Enrollment Form
(CPE/Uniting Students) or PRMSU-
ASA-OURSF 2-D (disregard Dean’s Office, College of Teacher
Education
requirements as listed in the form if
documents are already submitted during Dean’s Office, College of Teacher
previous term) Education
 Updated Evaluation Form / Program of
Study reflecting all subjects/courses
credited (photocopy) Dean’s Office, College of Teacher
Education
18
 Student’s Clearance (PRMSU-ASA-
OURSF10) Dean’s Office, College of Teacher
Education
For Old Students (Returnees) Reprinting may be requested through
 Photocopy of approved Application for Window 1, Campus Registrar’s Office
Re-Admission (Old Students –
Returnees) or PRMSU-ASA-OURSF 1- Dean’s Office, College of Teacher
C Education
 Fully Accomplished Enrollment Form
Dean’s Office, College of Teacher
(Returnees) or PRMSU-ASA-OURSF 2-
Education
G
 Certificate of Registration (last term of
attendance at PRMSU, original or
photocopy) (All forms are also available at
 Updated Evaluation Form / Program of Window 1, Campus Registrar’s
Study reflecting all subjects/courses Office)
credited (photocopy)
 Student’s Clearance (PRMSU-ASA-
OURSF10)
 One (1) passport size ID Picture (formal,
white background) – for returnees not
enrolled at PRMSU in the last two (2)
years
CLIENT AGENCY ACTIONS FEES PROCESSI PERSON

STEPS TO BE NG TIME RESPONSIB
PAID LE
16. Proceed 16.1 Issue None 10 minutes CTE Dean

to the to client applicable
College of enrollment form/s; Program
Teacher 16.2 Receiv Chair
Education e from client the duly
(CTE) to accomplished form/s and Other
designated
acquire check the
Enrollment
and completeness/appropriate
Officer/s
accomplis ness of requirements
h presented;
applicable Evaluate enrollee’s
enrolment compliance to University
forms. and College admission
and retention policies as
Present basis to allow enrollment;
other 16.3 PROFI
requireme LING
nts as If APPROVED, update
listed to enrollee’s profile in the
secure system and assign a
approval unique Student Number
19
for to the client (if New
enrollment Student);
. If NOT APPROVED,
advise unqualified
other schools;
For Old Students,
update profile if deemed
necessary (i.e. change in
contact details, address,
name, etc.)
16.4 Perfor
m ACADEMIC ADVISING
to qualified enrollees to
update their respective
Course Audit Forms
(Evaluation Sheets), and
identify what subjects
they may enroll for the
term (Pre-Registration);
16.5 Print
the enrollee’s Subject
Confirmation and
Assessment Slip (SCAS)
and then advise client to
proceed to the Cashier's
Office to pay necessary
fees .
17. Proceed 17.1 Accept payment from Varies 2 minutes Frontline

to the the client, then print and dependi Services
Cashier's issue Official Receipt; ng on Window
Office, 17.2 Refer client to the number (Cashier’s
present Medical/Dental Unit (only of Office)
SCAS and New Students). subjects
enrolled
pay
necessary
fees.
18. Proceed 18.1 Conduct physical and None 20 minutes University

to the dental check-up; Physician
Medical / 18.2 Advise client to
Dental proceed to the Campus University
Clinics. Registrar's Office. Nurse/s
Note: Step University

only applies Dentist
to New
Students
None 10 minutes
20
19. Proceed 19.1 Check requirements as Campus
to the presented; Registrar’s
Campus 19.2 Collect requirements if Office
Registrar' complete, correct and Personnel at
s Office appropriate; Window 3
(CRO) 19.3 Print Certificate of
and Registration (COR) if
submit to submittals are in order and
personnel complete, and if subjects
-in-charge listed for enrolment are in
at Window line with university
3 academic policies;
complete 19.4 Advise client to
and proceed to the Office of
appropriat Student Affairs to have
e COR stamped as copy
requireme received.
nts as
listed.
20. Proceed 5.1. Collect payment for Php 10 minutes OSA

to the insurance; 50.00 Personnel at
OSA to 5.2. Collect photocopy of Frontline
- pay COR; Note: Services
insuranc 5.3. Stamp student’s copy Collecte Windows
e fee; of COR as copy received; d
annually
- submit 5.4. process and
during
photoco print/validate student's ID; 1st
py of 5.5. Advise students to semeste
COR; proceed to the college for r for
- get ID submission of photocopy insuranc
printed / of COR. e
validate covering
d. one (1)
academi
c year.
Those
students
admitted
during
second
term or
summer,
pay the
same to
cover
insuranc
e during
the
21
remainin
g days
of the
current
academi
c year.
21. Proceed 7.9. Verify if client None 2 minutes CTE-

to the completed all steps of the designated
College of enrollment by checking the Enrollment
Teacher completeness of stamps Officers at
Education from all concerned offices; Frontline
to submit 7.10. Collect a photocopy of Services
Windows
photocopy completely stamped COR,
of COR. and other forms and
credentials submitted (if
needed);
7.12. Advise students to
proceed to the Office of the
Campus Registrar for the
submission of photocopy of
COR.
22. Proceed 8.7. Verify if client None 1-2 minutes Window 3,

to the completed all steps of the Campus
Campus enrollment process by Registrar’s
Registrar’ checking the Office
s Office to completeness of stamps in
submit the COR from all
photocopy concerned offices;
of COR. 8.8. Collect a photocopy of
COR;
of COR as copy received.
End of Transactions
22
5. ENROLLMENT (GRADUATE SCHOOL)

Masters and Doctorate programs of PRMSU Graduate School.

Who may avail: Graduate School students
For New Students/Transferees

 Approved Notice of Admission Graduate School, Frontline Services
 Graduate School Pre-Registration Form Window
For Old Students (Continuing/Returnees)

 Graduate School End of Trimester Graduate School, Frontline Services
Clearance Window
 Graduate School Pre-Registration Form
CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

TO BE ING TIME RESPONSI
PAID BLE
23. Proceed to the 23.1 Issu None 10 minutes Director,

Graduate School e to the client Graduate
– Frontline applicable enrollment School
Services forms;
Window to 23.2 Rec Program
acquire and eive from client duly Chair
accomplish accomplished form/s
Graduate
applicable and check the
School
enrolment form completeness/appropri Frontline
and present ateness of Services
other requirements Window
requirements as presented and
listed to secure evaluate enrollee’s
approval for compliance to
enrollment. University and
Graduate School
academic and retention
policies;
23.3 Coll
ect from client
presented documents if
submittals are in order
and complete;
23
23.4 PR
OFILING
When APPROVED
for enrollment, update
enrollee’s profile in the
system and assign a
unique student number
to New Students;
For Old Students, ,
update enrollee’s
profile in the system if
deemed necessary (i.e.
change in contact
details, address, name,
etc.)
23.5 Perf
orm ACADEMIC
enrollees to update
their respective Course
Audit Forms
(Evaluation Sheets),
and identify what
subjects they may
enroll for the term in
line with university and
Graduate School
academic policies;
23.6 Prin
t the enrollee’s Subject
Confirmation and
Assessment Slip
(SCAS) and then
advise client to
proceed to the
Cashier's Office to pay
necessary fees.
24. Proceed to the 24.1 Accept payment Varies 2 minutes Frontline

Cashier's Office, from the client, then dependi Services
present SCAS print and issue Official ng on Window
and pay Receipt; number (Cashier’s
necessary fees. 24.2 Refer client to of Office)
Window 12 at the subject
s to be
University Registrar’s
enrolled
Office
25. Proceed to 25.1 Check SCAS and None 10 minutes Window 12,
Window 12 of OR of the client; University
the University Registrar’s
Office
24
Registrar's 25.2 Print Certificate of
Office (OUR) Registration (COR) if
submittals are in order
and complete;
25.3 Keep a photocopy
of the COR on file;
26. Proceed to the 7.13. Collect a photocopy None 1 minute Graduate

Graduate School of COR; School
Frontline 7.14. Stamp student’s Frontline
Services copy of COR as copy Services
Window to received. Window
submit
photocopy of
COR.
End of Transactions
25
6. ENROLLMENT (COLLEGE OF LAW)
The service provides a documented procedure in the enrollment of continuing students

in the College of Law.

Continuing College of Law students
Who may avail:
For Old Students (Continuing)

 Fully Accomplished Enrollment Form (Old College of Law, Frontline Services
Students) or PRMSU-ASA-OURSF 2-C Window
 Updated Evaluation Form / Program of
Study reflecting all subjects/courses College of Law, Frontline Services
credited (photocopy) Window
 Student’s Clearance from last term
attended (original, PRMSU-ASA-
College of Law, Frontline Services
OURSF10)
Window
(Forms are also available at

Window 1, Campus Registrar’s
Office)
CLIENT STEPS AGENCY ACTIONS FEES PROCESSI PERSON

TO BE NG TIME RESPONSI
PAID BLE
27. Proceed to the 27.1 Issu None 10 minutes Dean,

College to e to the client applicable College of
acquire and enrollment forms; Law
accomplish 27.2 Rec
applicable eive from client duly College of
enrolment form accomplished form/s Law
Secretary
and present and check the
other completeness/appropria
requirements teness of requirements
as listed to presented and evaluate
secure enrollee’s compliance to
approval for University and college
enrollment. academic and retention
policies;
27.3 PRO
FILING
When APPROVED
for enrollment, update
enrollee’s profile in the
26
system and assign a
unique student number
to New Students;
For Old Students, ,
update enrollee’s profile
in the system if deemed
necessary (i.e. change
in contact details,
address, name, etc.)
27.4 Perf
orm ACADEMIC
enrollees to update their
respective Course Audit
Forms (Evaluation
Sheets), and identify
what subjects they may
enroll for the term in line
with university and
college academic
policies;
27.5 Print
the enrollee’s Subject
Confirmation and
Assessment Slip
(SCAS) and then advise
Cashier's Office to pay
necessary fees.
28. Proceed to the 28.1 Accept payment from Varies 2 minutes Frontline
Cashier's the client then print and dependi Services
Office, present issue Official Receipt; ng on Window
SCAS and pay 28.2 Refer client to number (Cashier’s
necessary Window 3 at the of Office)
fees. Campus Registrar’s subjects
to be
Office.
enrolled
29. Proceed to 29.1 Check requirements None 10 minutes Window 3,

Window 3 at as presented; Campus
the Campus 29.2 Collect requirements Registrar’s
Registrar's if complete, correct and Office
Office (CRO) appropriate;
and submit 29.3 Print Certificate of
complete and Registration (COR) if
appropriate submittals are in order
requirements and complete, and if
as listed. subjects listed for
enrollment are in line
27
with university and
college academic
policies;
29.4 Keep a photocopy of
the COR on file.
30. Proceed to the 7.15. Collect a photocopy None 1 minute College of

College of Law of COR and other forms Law
to submit and credentials Secretary
photocopy of submitted;
COR. 7.16. Stamp student’s
copy of COR as copy
received.
End of Transactions
28
7. SHIFTING OF COURSE
The service provides a documented procedure in assisting students who wish

to shift or transfer to another degree or program in the University.
A student should apply for a shift of course to the Dean of the program where
he/she is getting out to be endorsed to the Dean of the new course, who in turn shall
approve said application together with the Registrar.

Division:
Type of Simple
Transaction:
Who may avail: Old students, continuing or returnees
CHECKLIST OF REQUIREMENTS
 Fully accomplished Shifting Form College Frontline Services Window or

(PRMSU-ASA-OURSF03) Campus Registrar’s Office – Window 1
 Updated Course Audit Form or
Evaluation sheet detailing all subjects College Frontline Services Window
so far credited in the current course
Note: For purposes of evaluation or

accreditation of course/subjects, the
following documents are also advised to
be made available by the client:
- For Transferees, include a

photocopy of TOR/Certificate of
Grades from other school/s
attended
- For students previously enrolled

in other degrees or programs in
the university, include a
Grades from previous terms
attended
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE TIME RESPONSIBLE
PAID
31. Proceed to 31.1 Is None 1 minute College

the College sue to client a Frontline
where Shifting Form; Services
current 31.2 A Window
program ccept duly
enrolled is accomplished 5 minutes
offered. Shifting Form and
endorse the same to
29
Acquire the Releasing Dean Releasing Dean
and to secure approval / Program Chair
accomplish of the latter;
the Shifting 31.3 R
Form and eceive shifting form
secure and determine merit
approval 5 minutes
of the request and
from the
decide with due
releasing
Dean and the consideration to Accepting Dean
accepting university and / Program Chair
Dean college admission,
(college retention and
where new academic policies;
course is to 31.4 If
be taken) APPROVED, advise
student to secure
approval from the
Dean of the
accepting college;
31.5 R
eceive Shifting Form
from client together
with a copy of
student’s updated
Evaluation Sheet
(current program
enrolled), and/ or
other references to
credit subjects from
program/s previously
attended (in case of
transferees or
shifters);
31.6 D
etermine merit of the
request and decide
with due
consideration to
university and
college admission,
retention and
academic policies;
31.7 If
APPROVED, advise
student to proceed
to the Cashier’s
Office to pay Shifting
fee and then secure
approval of the
Registrar;
30
32. Once 32.1 Accept payment P50.00 2 minutes Frontline
approval of from the client, then (Shiftin Services
the releasing print and issue g Fee) Window
and Official Receipt; (Cashier’s
accepting 32.2 Refer client to the Office)
deans are Frontline Services
secured, Window (Windows 2
proceed to to 8) at the Campus
the Cashier's Registrar’s Office.
Office pay
necessary
fees.
33. Present 33.1 Receive from None 3 minutes Campus

Official client OR and Shifting Registrar’s
Receipt and Form for approval of Office Frontline
duly the Registrar; Services
approved 33.2 If APPROVED, Windows 2 to 8
Shifting Form update student’s
to the profile in the system
Frontline to reflect change in
Services course;
Window of 33.3 Keep Registrar’s
the Campus Copy of the duly
Registrar’s approved Shifting
Office Form;
33.4 Direct student to
distribute the
releasing and
accepting college’s
copies of the Shifting
Form.
34. Distribute 7.17. Receive college’s None 1 minute Frontline

copies of the copy of the Shifting Services
Shifting Form Form. Windows
to the (releasing and
releasing and accepting
accepting colleges)
colleges.
35. Report to the 5.1. Determine which None 5 minutes Dean or

Dean of the subjects in the new Program Chair
College or course’s curriculum of the accepting
Program will be credited from college)
Chair of the the previous course
new course taken by client;
31
to undergo 5.2. Give client an
academic updated Course
evaluation. Audit Form
(Evaluation Sheet) of
his new course
detailing subjects so
far credited;
5.3. Advise client to
process his/her
enrollment.
End of Transactions
32
8. ADDING/ CHANGING/ DROPPING OF SUBJECTS
The service provides a documented procedure in assisting students to add,

change and/or drop subject/s for enrollment.
A student may be allowed to change and/or add subjects within two (2) weeks
from the first day of classes during the semester, or within the first three (3) days of
classes during the summer term. Dropping of subjects shall be allowed before the
midterm.
Adding/Changing of subject/s shall be made for valid reasons and shall be
stated in writing using the appropriate form to be approved by the Dean and the
Registrar. Subject/s added/changed unofficially or without approval of the Dean and
the Registrar shall not be given credit. Unofficial dropping of subjects will mean a grade
of 5.0
The total load carried by a student including the added subject/s must not
exceed the maximum under the academic load or that which is prescribed for his
curriculum year during the term/semester.

All students
Who may avail:
- Fully accomplished Adding Form College Frontline Services Window or

(PRMSU-ASA-OURSF04) or Campus Registrar’s Office – Window 1
Changing/Dropping Form (PRMSU-
ASA-OURSF05), whichever is
applicable
College Frontline Services Window
Note: For purposes of observing university and
college academic policies on loading of
subjects, pre-requisite and advanced subjects,
and other related concerns, the following
documents are also advised to be made
available by the client:
- Updated Course Audit Form or

Evaluation sheet detailing all
subjects so far credited in the
current course
- For Transferees, include a
Grades from other school/s
attended
- For students previously enrolled in

other degrees or programs in the
university, include a photocopy of
33
TOR/Certificate of Grades from
previous terms attended
CLIENT AGENCY ACTIONS FEES PROCESSI PERSON

STEPS TO BE NG TIME RESPONSIB
PAID LE
36. Proceed to 36.1 Issue None 1 minute College

the College to client the appropriate Frontline
where form depending on Services
current purpose of request Window
program (Adding, or
enrolled is Dropping/Changing);
offered. 36.2 Advis
Acquire e client to secure
and approval from all officials
accomplish concerned as identified 5 minutes
the in the form; Instructor
appropriate 36.3 Deter concerned /
form and mine merit of the request Dean /
secure
based on university and Program
approval
college admission, Chair
from
officials retention and academic
concerned policies;
(Instructor, 36.4 If
Dean and APPROVED, advise
Registrar) client to proceed to the
Cashier’s Office to pay
Adding/Changing/Droppi
ng fee;
37. Proceed to 37.1 Accept payment from P50.00 2 minutes Frontline

the the student, then print (Adding/ Services
Cashier's and issue Official Droppin Window
Office to Receipt; g/ (Cashier’s
pay 37.2 Refer client to the Changin Office)
necessary Frontline Services g Fee)
fee. Windows (Windows 2 to
8) at the Campus
Registrar’s Office or
Window 12 at the
Office (for Graduate
School students)
38. Present 38.1 Receive from client None 5 minutes Campus

Official OR and Registrar’s
Receipt and adding/dropping/changing Office
college- form and endorse it for Frontline
34
approved approval of the Registrar Services
form at the if request and Windows 2 to
Frontline requirements presented 8
Services are in order and
Window of complete; Window 12,
the 38.2 If APPROVED, University
Registrar’s
Campus update student’s profile in
Office (for
Registrar’s the system to reflect Graduate
Office change/s in subject/s School
(windows 2 enrolled; students)
to 8) or 38.3 Keep Registrar’s
Window 12 Copy of the duly
at the approved form;
University 38.4 Issue to client an
Registrar’s updated Certificate of
Office (for Registration (COR),
Graduate photocopies of which are
School to be distributed by the
students) client to concerned offices
(Registrar, Accounting,
OSA, College);
distribute to his/her
college the Dean’s copy
of the form together with
the college’s copy of
updated COR.
39. Distribute 7.18. Receive copy of the None 3 minutes Frontline

copies of form. Services
the Windows
Updated (College,
COR to the Accounting
College Office, OSA)
(include
Accounting
Office and
OSA for
undergradu
ate
students).
End of Transactions
35
9. CROSS ENROLLMENT
The service provides a documented procedure in the cross enrollment of students.

Cross enrollment refers to the enrollment of subject/s, prescribed in a student’s
curriculum, to other colleges in the campus, other campuses in the university, or other
HEIs, when those subjects are not offered in their mother college for the current term.
A student may register in two or more colleges in the University provided that
the total number of units/credits do not exceed the maximum allowed by the rules on
academic loading.
A student registered in the University who wishes to cross enroll in another
institution must get a permit from the Dean and the Campus Registrar. The permit
should state in writing the subject/s the student is going to cross enroll and the total
number of units he/she intends to take.
Cross enrollment in all curricular levels may be allowed, provided these
subjects are not offered in the University, must have the same course description and
number of units, and must not be a major subject. No student is allowed to cross enroll
in two (2) or more schools outside the University.
Students from other HEIs who want to cross enroll in the University must
present a permit from the Dean and Registrar of their mother institution. The permit
must specify the subject/s and the unit/s to be cross enrolled.
Cross registration is allowed within the prescribed schedule of enrollment and
its allowable extension (two (2) weeks from the start of classes for the semester, and
three (3) days form the beginning of classes for the summer term).

Who may avail: All students
 Fully accomplished Application to Cross College Frontline Services Window or

Enroll Form (PRMSU-ASA-OURSF06) Campus Registrar’s Office – Window 1

TO BE NG TIME RESPONSIB
PAID LE
40. Proceed to 40.1 Issu None 1 minute College

the College e to client a copy of the Frontline
where current Cross Enrollment Form; Services
program 40.2 Advi Window
enrolled is se client to secure
offered. approval from all
Acquire officials concerned as 3 minutes
and identified in the form;
36
accomplish 40.3 Dete
the rmine merit of the
Application to request based on Dean
Cross Enroll university and college
Form and academic policies; Program
secure 40.4 If Chair
signature and
APPROVED, advise
approval from (of the
officials mother
concerned College where subject
to cross enroll is College)
(Dean of
mother offered.
College,
Dean where
subject to
cross enroll is
offered,
Registrar).
41. Proceed to 41.1 Dete None 3 minutes Dean

the College rmine merit of the Program
where request based on Chair
subject to university/institution (of the
cross enroll is and college academic accepting
offered and policies; College)
secure the 41.2 If
approval of APPROVED, advise
the Dean. client to proceed to the
Cashier’s Office (of the
mother campus or
mother institution) to
pay necessary fee.
42. Proceed to 42.1 Accept payment P50.00 2 minutes Frontline

the Cashier's from the client, then print (Cross Services
Office to pay and issue Official Enrollme Window
necessary Receipt; nt fee) (Cashier’s
fee (of the 42.2 Refer client to the Office)
mother Frontline Services
campus or Windows (Windows 2 to
mother 8) at the Campus
institution). Registrar’s Office

Official OR and Cross Registrar’s
Receipt and Enrollment Form and Office
college- endorse it for approval of Frontline
approved the Registrar if request Services
form at the and requirements
37
Frontline presented are in order Windows 2
Services and complete; to 8
Window of 43.2 If APPROVED,
the Campus update student’s profile
Registrar’s in the system to reflect
Office changes;
(windows 2 to 43.3 Keep Registrar’s
8) Copy of the duly
approved form;
43.4 Issue to client an
updated Certificate of
Registration (COR),
photocopies of which are
to be distributed by the
client to concerned
offices ( Accounting,
OSA, College);
43.5 Direct client to
distribute to his/her
mother college the
Dean’s copy of the
Cross Enrollment Form
together with the
college’s copy of
updated COR.

copies of the form. Services
updated COR Windows
to the (Accounting
Accounting Unit, OSA)
Office and
OSA.
End of Transactions
38
10. COMPLETION (REMOVAL OF AN “INC” MARK)
The service provides a documented procedure in the removal of students’ “INC” mark
or incomplete grades.
An incomplete grade or an “INC” mark is given to a student if he/she fails to
appear and take the final examination due to illness or some other valid reasons. It
may also be given if other course requirements are not satisfied.
Incomplete grades in subjects that are prerequisites to other subjects must be
completed first before enrollment of the latter shall be made.
Completion is the process of eliminating a student’s “INC” mark by passing a
re-examination or satisfying the requirements for the course. A re-examination may
only be given once.
The student shall be given a final grade based on his/her overall performance.
The prescribed period for the removal of an “Inc” mark is ninety (90) calendar days
after the date of final exam. Failure to comply within the prescribed period shall mean
a grade of 5.0.

Who may avail: All students with INC marks
 Fully accomplished Completion Form College/GS Frontline Services Window

(PRMSU-ASA-OURSF07A for Non or Campus Registrar’s Office – Window
Graduate School students or 1
PRMSU-ASA-OURSF07B for Graduate
School students, whichever is
applicable)
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSI PERSON
BE PAID NG TIME RESPONSI
BLE
45. Proceed to 45.1 Issu None 1 minute College

the e to client a copy of the Frontline
College/GS Completion Form; Services
where 45.2 Advi Window
current se client to secure
program approval from all
enrolled is officials concerned as
5 minutes
offered. identified in the form;
Acquire 45.3 Det Instructor
and ermine merit of the concerned /
accomplish request based on Dean / GS
the university and college Director /
appropriate academic policies; Program
form and 45.4 If Chair
secure
APPROVED, advise
signature
39
and approval Cashier’s Office to pay
from officials Completion fee;
concerned
(Instructor,
Dean and
Registrar)
46. Proceed to 46.1 Accept payment P50.00 2 minutes Frontline

the Cashier's from the client, then (Completi Services
Office to pay print and issue Official on fee) Window
necessary Receipt; (Cashier’s
fee. 46.2 Refer client to the Office)
Frontline Services
Windows (Windows 2 to
8) at the Campus
Window 12 at the
Office for Graduate
School students.

Official OR and Completion Registrar’s
Receipt and Form and endorse it for Office
college- approval of the Frontline
approved Registrar if request and Services
form at the requirements presented Windows 2
to 8
Frontline are in order and
Services complete;
Window 12
Window of 47.2 If APPROVED, at the
the Campus update student’s profile University
Registrar’s in the system to reflect Registrar’s
Office change in grade; Office (for
(windows 2 47.3 Keep Registrar’s Graduate
to 8) or Copy of the duly School
Window 12 approved form; students)
at the 47.4 Direct student to
University distribute copies of the
Registrar’s Registrar-approved
Office (for Completion Form to the
Graduate instructor and dean
School concerned.
students).
48. Distribute 7.20. Receive copy of the None 3 minutes Instructor

copies of the form.
Registrar- Frontline
approved Services
Completion Windows
40
Form to the (College,
instructor GS)
and dean
concerned.
End of Transactions
41
11. APPLICATION FOR LEAVE OF ABSENCE (LOA)
The service provides a documented procedure in the application of students for

LOA or Leave of Absence.
LOA refers to an absence from the university.
Students are assumed to enroll on a continuous basis until their program is
completed. Any break in enrollment requires the filing of a Leave of Absence. An
approved LOA is a permission from the university to temporarily interrupt studies. As
a general rule, it carries with it an implied guarantee to accept the student as a
returnee, subject to the policies of the university. The Leave of Absence shall not
exceed one (1) academic year.
Students on LOA are not enrolled in any program, they are not considered bona
fide students, and are not allowed to enter the campus except as occasional visitors
to transact with certain offices. Moreover, students on LOA are not allowed to enroll
and study in another educational institution. No course taken by students on LOA from
another school may be credited towards the completion of the program in this
university.
The application for LOA shall be deemed final and valid upon approval of the
College Dean and Registrar, and payment of necessary fee. Students with approved
LOA are required to drop subjects enrolled in the current term when LOA was filed
and approved.
University policies on dropping are to be observed, as such, LOA may only be
approved before the midterms.

Who may avail: All students
 Fully accomplished Leave of Absence College Frontline Services Window

Form (PRMSU-ASA-OURSF13) or Campus Registrar’s Office –
 Fully accomplished Changing/Dropping Window 1
Form (PRMSU-ASA-OURSF05) if there are College Frontline Services Window
subjects already enrolled in the current or Campus Registrar’s Office –
Window 1
term

TO BE NG TIME RESPONSI
PAID BLE
49. Proceed to the 49.1 Iss None 1 minute College

College where ue to client a copy of Frontline
current program the Leave of Absence Services
enrolled is Form; Window
offered. 49.2 Adv
ise client to secure
42
Acquire and approval from all
accomplish the officials concerned as
Leave of identified in the form;
Absence Form 49.3 Det 3 minutes
and secure ermine merit of the Dean
signature and request based on
approval from
university and college
officials
academic policies;
concerned
(Dean, Registrar) 49.4 If
APPROVED, advise
Cashier’s Office to pay
necessary fee.
50. Proceed to the 50.1 Accept payment P50.0 2 minutes Frontline

Cashier's Office from the client, then 0 Services
to pay necessary print and issue Official (Leave Window
fee. Receipt; of (Cashier’s
50.2 Refer client to the Absen Office)
Frontline Services ce fee)
Windows (Windows 2
to 8) at the Campus
Window 12 at the
University Re3gistrar’s
Office for Graduate
School students.
51. Present Official 51.1 Receive from client None 5 minutes Campus
Receipt and OR and LOA Form and Registrar’s
college-approved endorse it for approval Office
LOA Form at the of the Registrar if Frontline
Frontline request and Services
Services Window requirements presented Windows 2
to 8
of the Campus are in order and
Registrar’s Office complete;
Window 12,
(windows 2 to 8) 51.2 If APPROVED, University
or Window 12 at keep Registrar’s Copy Re3gistrar’s
the University of the duly approved Office
Re3gistrar’s form;
Office for 51.3 Direct client to
Graduate School process dropping of
students. subject/s if there are
any enrolled in the
current term;
Note: As per University

academic policy,
unofficially dropped
43
subject/s will be given a
grade of 5.0
End of Transactions
44
12. APPLICATION FOR GRADUATION
The service provides a documented procedure in the processing of students’

application for graduation.
Graduating students are those who are in their last term of attendance in the
University for the completion of their respective degrees. Candidates for graduation
must have satisfied all academic and non-academic requirements within 10 calendar
days before the College Academic Council meeting. All candidates for graduation must
have their deficiencies made up and their records cleared not later than the date as
prescribed above.
A pre-academic council meeting shall be conducted to assess, evaluate and
approve candidates for graduation in the colleges and campuses prior to the
University-Wide Academic Council Meeting.
No student shall graduate from the University unless his/her name is listed as
a candidate for graduation endorsed and approved by the University Academic
Council and confirmed by the Board of Regents (BOR).

Type of Simple
Transaction:
Who may avail: Graduating students
 Fully accomplished Application for Campus Registrar’s Office – Window 1

Graduation Form (PRMSU-ASA-OURSF11)
 Updated Course Audit Form (Evaluation
Sheet) duly signed by the Dean College/GS Frontline Services Window
 Passport size ID picture with nameplate,
white background, in formal attire with collar
 Form 137 (Copy for PRMSU), for high
school and college applicants only,
disregard if already submitted
 If Transferee, TOR (Copy for PRMSU),
 Photocopy of latest PSA Birth Certificate,
 Photocopy of latest PSA Marriage
Certificate for married applicants, disregard
if already submitted
(For submitted photocopy of documents,

present original copies for verification
purposes)
CLIENT STEPS AGENCY ACTIONS FEES PROCESSING PERSON

TO BE TIME RESPONSIBLE
PAID
45
52. Proceed to 52.1 Issue None 1 minute College
Window 1 at to client a copy of the Frontline
the Campus Application for Graduation Services
Registrar’s Form; Window
Office. 52.2 Accept
Acquire and review if required
and information is provided
accomplish, and if the form is
and submit appropriately and
the completely filled-out;
Application 52.3 Collect
for 3 minutes Frontline
from client all other Services
Graduation
documents as listed; Window,
Form to the
personnel-in- 52.4 Direct Campus
charge at the client to Windows 2 to 8 of Registrar’s
window. the Campus Registrar’s Office
Office (depending on (Windows 2 to
program enrolled) or 8)
Window 11 of the
Window 11,
Office of the
Office for Graduate School University
students, for initial Registrar
evaluation of
requirements;
53. Proceed to 53.1 Review the availability None 3 minutes Frontline

Windows 2 to on file of documents which Services
8 of the may have already been Window,
Campus submitted by client Campus
Registrar’s (requirements as listed); Registrar’s
Office 53.2 Inform the client Office
(Windows 2 to
(depending regarding documents that
8)
on program are yet to be submitted;
enrolled) or 53.3 If there are some Window 11,
Window 11 of documents that need to be Office of the
the University officially requested from University
Registrar’s schools previously Registrar
Office for attended by the client,
Graduate provide the necessary 7 working
School request forms to the client; days
students, for
initial 53.4 Check client’s
evaluation of permanent record and
requirements. status of completion of all
academic and non-
academic requirements for
graduation;
46
53.5 Inform client of his/her
deficiencies;
53.6 Monitor client’s
completion of deficiencies
53.7 If client has completed
all academic and none
academic requirements for
graduation, include client’s
name in the List of
Candidates for Graduation
subject to the deliberation
of the College, Campus,
and University Academic
Councils for subsequent
confirmation of the Board of
Regents.
------ 53.8 Receive from client OR None 5 minutes Campus

and Completion Form and Registrar’s
endorse it for approval of Office Frontline
the Registrar if request and Services
requirements presented are Windows 2 to 8
in order and complete;
Window 11 at
53.9 If APPROVED, update
the OURARS
student’s profile in the
for GS
system to reflect change in students.
grade;
53.10 Keep Registrar’s Copy
of the duly approved form;
distribute copies of the
Registrar-approved
Completion Form to the
instructor and dean
concerned.

copies of the form. Services
Registrar- Windows
approved (College, GS)
Completion
Form to the
instructor and
dean
concerned.
End of Transactions
47
13. REQUEST FOR RECTIFICATION OF STUDENTS’ GRADES /
LATE ENCODING OF GRADES
The service provides a documented procedure in the processing of requests for

rectification of students’ grades and/or late encoding of grades.
Rectification of Grades is a process to cater faculty members’ request to gain
access into the University Information System (UIS) in order to make corrections in
entries made in their grading sheets. This usually covers corrections for erroneous
entries in students’ grades for midterm and finals.
Late Encoding of Grades is requested by faculty members who have failed to
encode entries in their grading sheets for a particular term, after the prescribed period
of encoding has lapsed. An approval for this request would entail the unposting of
grading sheets and the provision of UIS access to the concerned faculty member/s to
encode students’ grades through the system.

Classification: G2E - Government to Employee
Who may avail: PRMSU Faculty Members
Rectification of Grades
 Fully accomplished Request for University Registrar’s Office –
Rectification of Grades Form (PRMSU- Window 12
ASA-OURSF23B)
 Photocopy of Class Record in the
concerned subject
 Photocopy of Grading Sheet previously
submitted
Late Encoding of Grades

 Fully accomplished Request for Late
Encoding of Grades Form (PRMSU-ASA-
OURSF24B) or
CLIENT STEPS AGENCY ACTIONS FEE PROCESSI PERSON

S NG TIME RESPONSIB
TO LE
BE
PAI
D
55. Proceed to 55.1 Issue

Window 12 at to client a copy of the Non 1 working Window 12
the University requested form; e day
48
Registrar’s 55.2 Accep University
Office. t and review if required Registrar’s
Acquire information is provided Office
and and if the form is
accomplish, appropriately and
and submit completely filled-out;
the 55.3 Collec
appropriate t from client all other
form necessary documents as
(depending on listed;
nature of 55.4 Endor
request) to the se request to the
personnel-in- University Registrar for
charge at the approval;
window. University
55.5 Deter Registrar
mine the merit of the
request and give
approval if request is
valid and in order;
55.6 If
approved, instruct the
personnel-in-charge to
unpost the grading sheet
as per Schedule ID Window 12
identified in the request; University
Registrar’s
55.7 Unpo Office
st the grading sheet as
per Schedule ID
identified in the request
upon the approval of the
University Registrar;
55.8 Infor
m client to proceed to the
UMISO to gain access to
the UIS;
55.9 Remi
nd client to submit to the
Office a print out of the
grading sheet, duly
signed by the instructor
and the dean.
56. Proceed to the 56.1 Provi Non 2 minutes UMISO Staff

UMISO and de client a computer unit e
request to access required
access to the module in the UIS;
UIS to encode
/ rectify
student’/s’
grade/s;
49
Note: Unposted
grading sheets
will only be
made available
for access within
1 whole day.
57. Log-in to the 3.1. Provi Non - UMISO Staff

UIS using de the client assistance, if e
personal needed;
account;
Encode/
Rectify
student’/s’
grades;
Print the
grading sheet
and submit a
duly signed
copy to
Window 12 at
the University
Registrar’s
Office.
4. Proceed to 4.1. Accep Non 1 minute Window 12

Window 12 at t from client duly signed e University
the University copy of grading sheet; Registrar’s
Registrar’s 4.2. Attac Office
Office to h it to previously
submit a duly submitted documents and
signed copy of keep it on file.
the grading
sheet.
End of Transactions
50
14. REQUEST FOR USE OF DRY SEAL IN DOCUMENTS

Classification: G2C – Government to Citizen / G2E - Government to Employee
Who may avail: PRMSU students and employees
 Fully accomplished Request for Dry Seal of University Registrar’s Office – Windows
Documents (PRMSU-ASA-OURSF26) 12 to 13
 Document/s to be dry-sealed

TO BE NG TIME RESPONSIBLE
PAID
58. Proceed to 58.1 Issue to

Window 12 client a copy of the requested None 1 working Window 12 or
or 13 at the form; day 13,
University 58.2 Accept and University
Registrar’s review if required information Registrar’s
Office. is provided and if the form is Office
Acquire appropriately and completely
and filled-out;
accomplish, 58.3 Collect
and submit from client all other necessary
the request documents as listed;
form to the 58.4 Endorse
personnel- request to the University
in-charge at Registrar for approval;
the window.
58.5 Determine
the merit of the request and
give approval if request is University
valid and in order; Registrar
58.6 If
approved, assign the
personnel-in-charge to
facilitate the dry sealing of
document/s as requested;
58.7 Do the dry

sealing of document/s upon Window 12 or
the approval of the University 13,
Registrar; University
58.8 Return dry- Registrar’s
sealed document/s to the Office
client;
58.9 Keep a
sample of the document for
filing (archive), if needed.
End of Transactions
51
15. REQUEST FOR PERTINENT DOCUMENTS/RECORDS FOR
SPECIFIC PURPOSES
The service provides a documented procedure in the processing of requests for

pertinent documents/records for specific purpose/s with observance to salient
provisions in Executive Order (EO) No. 2 series of 2016 or the Freedom of Information
Act, and RA 10173 or the Data Privacy Act of 2012.

Classification: G2B - Government to Business / G2G – Government to
Government
Who may avail: Internal or External offices (private or public companies, other
government agencies, etc.)
 Fully accomplished Pertinent Request University Registrar’s Office – Windows

of Documents/Records Form (PRMSU- 10 to 13
ASA-OURSF29) or an official letter of
request detailing the purpose of the
request and the specific documents or
information needed (provide template if
available);
 For walk-in transactions with external

offices/agencies, a photocopy of the
office’s or agency’s authorized
representative’s employee ID or any
valid must be submitted;
 For student/graduate verification, the

following are the requirements;
 Letter from the
company/agency requesting
verification or background
check;
 Consent letter duly signed by
the person whose background
is being verified, with attached
photocopy of latest valid
identification card;
 If there are certifications (i.e.
Diploma, TOR, etc.) submitted
that need to be verified, submit
a copy to be used as reference
by this Office.
52
TO BE NG TIME RESPONSIB
PAID LE
59. Proceed to 59.1 I None 1 minute Window 10 to

Window 1 at the ssue to client a 13
Campus copy of the University
Registrar’s Office. Request for Registrar’s
Acquire and Pertinent Office
accomplish, and Document Form;
submit the 59.2 A
Request for ccept the filled-
Pertinent out form from the
Document Form client and review
to the personnel-
if required
in-charge at the
information is
window.
provided and if
the form is
Note: request may appropriately and 3 working
also be sent via the completely days
Office of the accomplished;
University 59.3 C
Registrar’s official ollect from client
email address: all other
necessary
rmtu.university. documents as
registrar@prmsu.ed listed;
u.ph
59.4 I
nform client as to
when document
requested may
be obtained;
59.5 P
repare the
requested
document/s if
request is valid
and does not
violate any
provisions in the
Freedom of
Information Act
(EO No. 2 series
of 2016) and the
Data Privacy Act
of 2012 (RA
10173);
None 5 minutes
53
60. Proceed to the 60.1 H Window 10 to
Frontline Services and to client the 13
Window at the requested University
University document/s for Registrar’s
Registrar’s Office review; Office
to receive 60.2 V
requested erify from client if
document on there are
identified date of corrections to be
release. made; if there
are, refer
document/s to
the personnel
who prepared it
to make the
necessary
corrections;
60.3 I
f none, release to
client the
requested
document/s.
Note: Document/s
requested may also
be forwarded to the
requesting party
through the
company/agency
email address
appearing in the
request letter.
End of Transactions
54
Office of the Accounting Services
(Internal Services)
55
1. STUDENTS CLEARANCE
All students, undergraduate and Graduate School Students are required to have their
student’s clearance to settle all their financial accountabilities.
Office or Division: Accounting Services Office

Classification: Simple
Type of Transaction: G2E – Government to Citizen
Who may avail: All Students
Cash Advances for Local Travel
Clearance form from respective colleges To be provided by the students
CLIENT AGENCY FEES

PROCESSING PERSON
STEPS ACTIONS TO BE
TIME RESPONSIBLE
PAID
Submit filled-up Receives the
student/ filled-up student/
None 2 minutes Accounting Staff
graduate graduate
clearance form clearance form
Check student's None 5 minutes Accounting Staff
A/R ledger in the
University
Information
System
If student has None 5 minutes Accounting Staff
outstanding
account balance,
proceed to Step
2, otherwise
proceed to Step
3.
Proceed to Collecting Staff
Collecting
Services and
pay
outstanding
balance.
Proceed to Receives the None 5 minutes Accounting Staff
Accounting filled-up student/
Services for graduate
signing of clearance form
clearance. with the receipts
of payments
TOTAL None 17 minutes
56
2. STATEMENTS OF ACCOUNTS
Statement of accounts will be given to those students who request it for financial
assistance purposes.
Type of Transaction: G2E – Government to Citizen
Who may avail: Active Employees

Payment Slip To be provided by the accounting staff
CLIENT AGENCY FEES

PROCESSING PERSON
STEPS ACTIONS TO BE
TIME RESPONSIBLE
PAID
Filled-up Receives the
payment slip filled-up payment
and give slip with payment None 2 minutes Accounting Staff
payment to the receipts
collecting staff
Prepare the None 5 minutes Accounting Staff
Statement of
accounts of
student
Forward the None 5 minutes Accounting Staff
statement of
account to the
University
Accountant for
signature
Review and None 30 minutes University
certified the Accountant
Statement of
Account correct
Forward the None 5 minutes Accounting Staff
statement of
account to the
accounting staff
Release the None 5 minutes Accounting Staff
statement of
account to
student
57
3. CASH ADVANCES FOR PAYROLL (SALARIES, WAGES,
ALLOWANCES, HONORARIA AND OTHER SIMILAR EXPENSES)
Officials and employees authorized to have payments shall be granted cash advance
to cover working days. For Job Order Personnel’s and Contract of Service Non-
Teaching, payments are based on the days rendered within a specific period. For
Contract of Service Faculty, payments are based on the hours of teaching.
Honoraria, Allowances and other payroll of Regular Employees with similar expenses
are based on the days rendered in the University.
Type of Transaction: G2E – Government to Employee
Who may avail: Active and Inactive Employees
Approved Contracts (for initial payments) To be provided by the HR
personnel
Approval/authority (presidential directive or
legislative enactment) or legal basis to pay any
allowance/salaries/wages/honorarium/ fringe
benefits
Approved payroll/list of payees indicating their To be provided by the HR
net payments personnel
Daily Time Record (DTR) approved by the To be provided by the HR
supervisor personnel/ Employee
For Job Order Personnel, duly verified To be provided by the Employee
accomplishment report
Other documents needed Accounting Services Office
PERSON
AGENCY FEES TO PROCESSIN
CLIENT STEPS RESPONSIB
ACTIONS BE PAID G TIME
LE
Submits documents Receives the 3
(3 copies of payroll copies of payroll
Accounting
and 1 copy of DTR and 1 copy of DTR None 5 minutes
Staff
with supporting with supporting
documents) documents.
Pre-audit the None 30 minutes Accounting
payroll and DTR. Staff
If the documents None 30 minutes Accounting
failed to pass the Staff
pre-audit, returns
the documents to
the HRMO and
inform the payroll
clerk the
58
necessary
adjustments and/or
additional
requirements. 10 minutes
If the documents Accounting
are in accordance Staff
with University
policies,
COA/DBM/CHED/C
SC rules and
regulations,
prepare Journal
Entry Voucher
(JEV)
Forwards the None 5 minutes Accounting
documents to Staff
University
Accountant.
Reviews the payroll None 1 hour University
and DTRs and Accountant
certifies that
supporting
documents are
complete and
proper and that
cash is available for
the total amount of
gross pay.
Forwards the
Accounting
documents to the None 5 minutes
Staff
Accounting Staff
Record in the None 5 minutes Accounting
logbook the date of Staff
release of the 3
copies of payroll
and copy 1 of DTRs
to the Budgeting
Services.
Forwards None 5 minutes Accounting
documents to the Staff
Budgeting
Services.
Submits two (2) Receives 2 copies None 5 minutes Accounting
copies of of ObR/BUR with Staff
Obligations with 3 original copies of
copies of payroll and supporting
1 copy of DTR with documents from
supporting Budgeting
documents) Services.
59
pre-audit, returns
the documents to
the Budgeting
Services and inform
the clerk the
necessary
adjustments and/or
changes to the
papers or
documents. If the
documents are in 10 minutes
accordance with
University policies,
COA/DBM/CHED/C
SC rules and
regulations,
prepare the
Disbursements
Voucher
Disbursement Staff
Voucher together
with the original
documents/attachm
ents to University
Accountant.
Reviews the None 1 Hour University
Disbursement Accountant
Voucher, Payroll
and DTRs and
certifies that
supporting
documents are
complete and
proper and that
cash is available for
the total amount of
net pay.
Accounting Staff.
release of the 4
copies of
Disbursement
Voucher, 3 copies
of payroll and copy
60
1 of DTRs, and
supporting
documents.
Forwards None 5 minutes Accounting
Office of the
designated Vice
Presidents for
signature.
TOTAL None 4 hours and
40 minutes
61
4. OVERTIME PAY
Overtime pay shall be granted only to duly authorized employees who render
additional hours in working and those who have submitted requirements needed.
Type of G2E – Government to Employee
Transaction:
Overtime authority To be provided by the Immediate
Supervisor
Overtime work program To be provided by the employee
Quantified overtime accomplishments duly To be provided by the employee
signed by the employee and supervisor
Certificate of service or duly approved To be provided by the employee
DTR
Justification to render overtime work To be provided by the employee
DV,BUR/ObR, JEV To be provided by the Accounting
personnel
Other documents To be provided by the employee
CLIENT STEPS AGENCY ACTIONS PERSON

FEES TO PROCESSIN
RESPONSIB
BE PAID G TIME
LE
Submits Receives the 3
documents (3 copies of payroll and
copies of payroll 1 copy of DTR with Accounting
None 5 minutes
and 1 copy of DTR supporting Staff
with supporting documents.
documents)
Pre-audit the payroll None 30 minutes Accounting
and DTR. Staff
pre-audit, returns the
documents to the
HRMO and inform
the payroll clerk the
necessary
adjustments and/or
additional
requirements.
If the documents are
in accordance with 10 minutes
University policies, Accounting
COA/DBM/CHED/CS Staff
C rules and
62
regulations, prepare
Journal Entry
Voucher (JEV)
documents to Staff
University
Accountant.
Reviews the payroll None 1 hour University
and DTRs and Accountant
certifies that
supporting
documents are
complete and proper
and that cash is
available for the total
amount of gross pay.
Forwards the
Accounting
Staff
Accounting Staff
release of the 3
copies of payroll and
copy 1 of DTRs to
the Budgeting
Services.
Forwards documents None 5 minutes Accounting
to the Budgeting Staff
Services.
Submits two (2) Receives 2 copies of 5 minutes Accounting
copies of ObR/BUR with Staff
Obligations with 3 original copies of
copies of payroll supporting
and 1 copy of DTR documents from
with supporting Budgeting Services.
documents)
pre-audit, returns the
documents to the
Budgeting Services
and inform the clerk
the necessary
adjustments and/or
changes to the
papers or
documents. If the
documents are in
accordance with 10 minutes
63
COA/DBM/CHED/CS
C rules and
regulations, prepare
the Disbursements
Voucher
Disbursement Staff
Voucher together
with the original
documents/attachme
nts to University
Accountant.
Disbursement Accountant
Voucher, Payroll and
DTRs and certifies
that supporting
documents are
complete and proper
and that cash is
amount of net pay.
Accounting Staff.
release of the 4
copies of
Disbursement
Voucher, 3 copies of
payroll and copy 1 of
DTRs, and
supporting
documents.
Forwards documents None 5 minutes Accounting
to the Office of the Staff
designated Vice
Presidents for
signature.
40 minutes
64
5. FIRST SALARY
Granted to newly hired employees of the University based on their rendered days.
Who may avail: Newly appointed Employees

Certified true copy of duly approved To be provided by the HR
appointment personnel
Assignment order, if applicable To be provided by the HR
personnel
Certified true copy of Oath of Office To be provided by the HR
personnel
Certificate of Assumption To be provided by the HR
personnel
Statements of Assets, Liabilities and net Worth To be provided by the employee
Approved DTR To be provided by the employee
Bureau of Internal Revenue (BIR) withholding To be provided by the employee
certificates (Forms 1902 and 2305)
Payroll Information of New Employee (PINE) To be provided by the HR
for Agencies with computerized payroll personnel
systems)
Authority from the claimant and identification To be provided by the employee
documents, if claimed by person other than the
payee
‫٭‬Additional requirements for transferees (from
one government office to another)
Clearance from money, property and legal To be provided by the employee
accountabilities from the previous office
Certified true copy of pre-audit disbursement To be provided by the previous
voucher of last salary from previous agency employer
and/or Certification by the Chief Accountant of
last salary received from previous office duly
verified by the assigned auditor thereat
BIR form 2316 (certificate of Compensation To be provided by the previous
Payment/Tax withheld) employer
Certificate of Available Leave Credits To be provided by the previous
employer
Service Records To be provided by the previous
employer
CLIENT AGENCY ACTIONS FEES PROCESSING PERSON

STEPS TO TIME RESPONSIBLE
65
BE
PAID
Submits Receives the 3 copies of
documents payroll and 1 copy of
(3 copies of DTR with supporting
payroll and documents. Accounting
None 5 minutes
1 copy of Staff
DTR with
supporting
documents)
Pre-audit the payroll and None 30 minutes Accounting
DTR. Staff
If the documents failed None 30 minutes Accounting
to pass the pre-audit, Staff
returns the documents
to the HRMO and inform
necessary adjustments
and/or additional
requirements.
If the documents are in
accordance with
COA/DBM/CHED/CSC 10 minutes
rules and regulations, Accounting
prepare Journal Entry Staff
Voucher (JEV)
documents to University Staff
Accountant.
Reviews the payroll and None 1 hour University
DTRs and certifies that Accountant
supporting documents
are complete and proper
and that cash is
Forwards the
Accounting
Staff
Accounting Staff
Record in the logbook None 5 minutes Accounting
the date of release of Staff
the 3 copies of payroll
and copy 1 of DTRs to
the Budgeting Services.
Forwards documents to None 5 minutes Accounting
the Budgeting Services. Staff
Submits Receives 2 copies of None 5 minutes Accounting
two (2) ObR/BUR with original Staff
copies of copies of supporting
66
Obligations documents from
with 3 Budgeting Services.
copies of
payroll and
1 copy of
DTR with
supporting
documents)
to the Budgeting
Services and inform the
clerk the necessary
adjustments and/or
changes to the papers
or documents. If the
documents are in
accordance with
rules and regulations,
prepare the
Disbursements Voucher
Disbursement Voucher Staff
together with the original
documents/attachments
to University
Accountant.
Disbursement Voucher, Accountant
Payroll and DTRs and
certifies that supporting
documents are
complete and proper
and that cash is
amount of net pay.
Accounting Staff.
the 4 copies of
Disbursement Voucher,
3 copies of payroll and
copy 1 of DTRs, and
supporting documents.
67
the Office of the Staff
designated Vice
Presidents for signature.
40 minutes
68
6. MATERNITY LEAVE BENEFITS
Maternity Leave Benefits shall be granted to pregnant regular employees that going
to deliver a baby, miscarriage etc. who have submitted requirements needed.
Type of Transaction: G2E – Government to
Employee

Certified true copy of approved application for To be provided by employee
leave
Certified true copy of Maternity Leave Clearance To be provided by employee
Medical Clearance for Maternity Leave To be provided by the Ob-Gyn
CLIENT AGENCY ACTIONS FEES

STEPS TO PROCESSING PERSON
BE TIME RESPONSIBLE
PAID
None 5 minutes
1 copy of Staff
DTR with
supporting
documents)
DTR. Staff
and/or additional
requirements.
accordance with
Voucher (JEV)
69
Accountant.
and that cash is
Forwards the
Accounting
Staff
Accounting Staff
copies of
payroll and
1 copy of
DTR with
supporting
documents)
to the Budgeting
clerk the necessary
adjustments and/or
documents are in
accordance with
prepare the
70
to University
Accountant.
documents are
complete and proper
and that cash is
amount of net pay.
Accounting Staff.
the 4 copies of
copy 1 of DTRs, and
designated Vice
40 minutes
71
7. MONETIZATION
Monetization shall be granted to regular employees who has enough leave credits
earned.
G2E – Government to Employee
Type of Transaction:
Approved leave application (ten days) with To be provided by employee
leave credit balance certified by the Human
Resource Office
Request for leave covering more than ten To be provided by employee
days duly approved by the Head of Agency
Others To be provided by employee
FEES
CLIENT TO PROCESSING PERSON
AGENCY ACTIONS
STEPS BE TIME RESPONSIBLE
PAID
None 5 minutes
1 copy of Staff
DTR with
supporting
documents)
DTR. Staff
and/or additional
requirements.
accordance with
Voucher (JEV)
72
Accountant.
and that cash is
Forwards the
Accounting
Staff
Accounting Staff
Submits Receives 2 copies of 5 minutes Accounting
copies of
payroll and
1 copy of
DTR with
supporting
documents)
to the Budgeting
clerk the necessary
adjustments and/or
documents are in
accordance with
prepare the
73
to University
Accountant.
documents are
complete and proper
and that cash is
amount of net pay.
Accounting Staff.
the 4 copies of
copy 1 of DTRs, and
designated Vice
40 minutes
74
8. LAST SALARY
Last Salary will be granted to those employees who have reach their retirement date,
those who rendered their resignation and/or deceased employee.
Who may avail: Retired or resigned employees; living

dependents of deceased employee
Approved payroll/list of payees To be provided by HR personnel
indicating their net payments
Clearance from money, property and To be provided by employee
legal accountabilities
Daily Time Record DTR) approved by To be provided by employee
the supervisor
For Job order personnel, duly verified To be provided by employee
accomplishment report
Others To be provided by employees
CLIENT AGENCY ACTIONS FEES

STEPS TO PROCESSING PERSON
BE TIME RESPONSIBLE
PAID
None 5 minutes
1 copy of Staff
DTR with
supporting
documents)
DTR. Staff
and/or additional
requirements.
accordance with
75
Voucher (JEV)
Accountant.
and that cash is
Forwards the
Accounting
Staff
Accounting Staff
copies of
payroll and
1 copy of
DTR with
supporting
documents)
to the Budgeting
clerk the necessary
adjustments and/or
documents are in
accordance with
prepare the
76
to University
Accountant.
documents are
complete and proper
and that cash is
amount of net pay.
Accounting Staff.
the 4 copies of
copy 1 of DTRs, and
designated Vice
40 minutes
77
9. TERMINAL LEAVE BENEFITS
Terminal Leave Benefits will be granted to those regular employees who have reach
their retirement date. Payment will be based on their leave credits balance.
Who may avail: Retired employees; living

dependents of deceased employee
Clearance from money, property and legal To be provided by employee
accountability from the Central Office and
from Regional office of last assignment
Certified photocopy of employees leave To be provided by HR personnel
card as at last date of service duly audited
by the Personnel Division and COA/
certificate of leave credits issued by the
admin/Human Resource Management
Office (HRMO)
Approved Leave Application To be provided by employee
Complete service record To be provided by HR personnel
Statement of Assets, Liabilities and Net To be provided by employee
Worth (SALN)
Certified photocopy of appointment/ Notice To be provided by HR personnel
of Salary Adjustment (NOSA) showing the
highest salary received if the salary under
the last appointment is not the highest
Computation of Terminal Leave Benefits To be provided by HR personnel
duly signed/certified by the accountant
Applicants authorization (in affidavit form) To be provided by employee
to deduct all financial obligations with the
employer/agency/LGU
Affidavit of applicant that there is no To be provided by employee
pending criminal investigation or
prosecution against him/her (RA No. 3019)
In case of resignation, employees letter of To be provided by employee
resignation duly accepted by the Head of
the Agency
‫٭‬Additional requirements in case of death
of claimant
Death certificate authenticated by To be provided by living dependents
NSO/PSA of deceased employee
Marriage contract authenticated by To be provided by living dependents
NSO/PSA of deceased employee
Birth certificates of all surviving legal heirs To be provided by living dependents
authenticated by NSO/PSA of deceased employee
78
Designation of next-of-kin To be provided by living dependents
of deceased employee
Waiver of rights of children 18 years old To be provided by living dependents
and above of deceased employee
Others To be provided by living dependents
of deceased employee
FEES
CLIENT TO PROCESSING PERSON
AGENCY ACTIONS
STEPS BE TIME RESPONSIBLE
PAID
None 5 minutes
1 copy of Staff
DTR with
supporting
documents)
DTR. Staff
and/or additional
requirements.
accordance with
Voucher (JEV)
Accountant.
and that cash is
Forwards the
Accounting
Staff
Accounting Staff
79
copies of
payroll and
1 copy of
DTR with
supporting
documents)
to the Budgeting
clerk the necessary
adjustments and/or
documents are in
accordance with
prepare the
to University
Accountant.
documents are
complete and proper
and that cash is
amount of net pay.
80
Accounting Staff.
the 4 copies of
copy 1 of DTRs, and
designated Vice
40 minutes
81
10. CASH ADVANCES FOR TRAVEL
Officials and employees authorized to travel shall be granted cash advance to cover
traveling expenses. No additional cash advance shall be granted to any official or
employee unless the previous cash advance given to him/her is first liquidated and
accounted for in the books. For local travel, liquidation shall be done with a period of
30 days upon return to the personnel’s workstation. On the other hand, cash advance
for foreign travel shall be liquidated within 60 days upon return to the Philippines.

Type of Transaction: G2E – Government to
Employee
Approved Itinerary of Travel before the travel To be provided by the
employee
Approved Travel Order Office of the VP –
Administration & Finance
Invitation letter or notice of Agency/Organizer of the
meeting/seminar/workshop/etc. meeting/
seminar/workshop/etc.
Approved Trip Ticket (if using government Office of the Motorpool
vehicle) Supervisor
Certification from the accountant that the Accounting Services Office
previous cash advance has been liquidated and
accounted for in the books
Cash Advances for Foreign Travel
Approved Itinerary of Travel before the travel To be provided by the
employee
Approved Travel Order Office of the VP –
Administration & Finance
Invitation letter or notice of From the host country or
meeting/seminar/workshop/etc. agency organization
For plane fare, quotations from three (3) travel Travel agency
agencies
Flight itinerary Issued by the airline/ticketing
office/ travel agency
Copy of the United Nations Development From the Office of International
Programme (UNDP) rate for the daily Linkages
subsistence allowance (DSA) for the country of
destination for the computation of DSA to be
claimed
Document to show the dollar to peso excnage Banko Sentral ng Pilipinas
rate at the date of grant of cash advance Website
Board Resolution From the Office of Board
Secretary
82
previous cash advance has been liquidated and
accounted for in the books
CLIENT AGENCY FEES

STEPS ACTIONS TO PROCESSING PERSON
BE TIME RESPONSIBLE
PAID
Submits Receives original
documents and photocopy of
(original copy documents None 5 minutes Accounting Staff
& 1 photocopy
of documents)
Pre-audits None 2 days Accounting Staff
documents
Forward pre-audited None 5 minutes Accounting Staff

documents to
Budget Office
Receives Obligation None 5 minutes Accounting Staff

Request and Status
(ORS) or Budget
Utilization Request
(BUR) and pre-
audited documents
from Budget Office
Prepares None 2 hours Accounting Staff

Disbursement
Voucher (DV)
Reviews and signs University
None 40 minutes
DV Accountant
Forward DV to the None 5 minutes Accounting Staff
respected VP’s
TOTAL None 2 days and 3
hours
83
11. CASH ADVANCES – EXPENSES FOR UNIVERSITY ACTIVITIES
Cash Advance for University Activities shall be granted only to duly authorized
accountable officer or special disbursing officer. It shall be liquidated by the
accountable officer within five (5) days after the said activity.
Office or Accounting Services Office
Division:
Transaction:
Letter of request approved by the To be provided by the employee
University President
Duly approved Budget Proposal To be provided by the employee
Program of Activities To be provided by the employee
Resolution Office of SSG or CSBO
Certification from the accountant that Accounting Services Office
the previous cash advance has been
liquidated and accounted for in the
books
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
(original copy & documents None 5 minutes Accounting Staff
1 photocopy of
documents)
documents
Forward pre- None 5 minutes Accounting Staff
audited
documents to
Budget Office
Receives None 5 minutes Accounting Staff

Obligation
Request and
Status (ORS) or
Budget Utilization
Request (BUR)
and pre-audited
documents from
Budget Office
84
Disbursement
Voucher (DV)
Reviews and University
None 40 minutes
signs DV Accountant
respected VP’s
hours
85
12. CASH ADVANCE FOR PETTY CASH FUND
The Petty Cash Fund (PCF) to be set up shall be sufficient for the recurring petty
operating expenses of the agency for one month.
Transaction:
Who may avail: Designated Petty Cash Custodian
Authority of an accountable officer issued Office of the University President
by the Head of Agency or his/her duly
authorized representatives indicating the
maximum accountability and purpose of
cash advance
Approved application of bond Accounting Services Office
Approved estimates of petty expenses for To be provided by the employee
one month
Copy of policy for maintaining PCF under Accounting Services Office
the imprest system
previous cash advance has been
liquidated and accounted for in the books
PERSO
AGENCY FEES TO PROCESSIN N
CLIENT STEPS
ACTIONS BE PAID G TIME RESPO
NSIBLE
Submits documents Receives original
(original copy & 1 and photocopy of Accounti
None 5 minutes
photocopy of documents ng Staff
documents)
Pre-audits None 2 days Accounti
documents ng Staff
Forward pre- None 5 minutes Accounti
audited ng Staff
documents to
Budget Office
Receives None 5 minutes Accounti
Obligation ng Staff
Request and
Status (ORS) or
Budget Utilization
Request (BUR)
and pre-audited
documents from
Budget Office
86
Prepares None 2 hours Accounti
Disbursement ng Staff
Voucher (DV)
Reviews and Universit
signs DV y
None 40 minutes
Account
ant
Forward DV to the None 5 minutes Accounti
respected VP’s ng Staff
hours
87
13. REIMBURSEMENT OF TRAVEL EXPENSES
Officials and employees who don’t have cash advance before their said travel may
reimburse the amount they’ve spent during their official travel.

Transaction:
Approved Itinerary of Travel To be provided by employee
Certificate of Travel Completed To be provided by employee
Approved Office/Travel Order Office of the VP – Administration &
Finance
Invitation letter or notice of Agency/Organizer of the meeting/
meeting/seminar/workshop/etc. seminar/workshop/etc.
Paper/ electronic plane/boat/bus tickets, Travel agency/Airline Company/ Bus
boarding pass, terminal fee Company
Approved Trip Ticket (if using government Office of the Motorpool Supervisor
vehicle)
Official Receipt – diesel/gasoline and toll Oil Company and Toll Way Company
fee
Official Receipt of hotel accommodation Hotel
Official Receipt – Registration fee Agency/Organizer of the meeting/
Certificate of Appearance Agency/Organizer of the meeting/
PERSO
AGENCY FEES TO PROCESSIN N
CLIENT STEPS
ACTIONS BE PAID G TIME RESPO
NSIBLE
Submits documents Receives original
(original copy & 1 and photocopy of Accounti
None 5 minutes
photocopy of documents ng Staff
documents)
Pre-audits None 2 days Accounti
documents ng Staff
Forward pre- None 5 minutes Accounti

audited ng Staff
documents to
Budget Office
Receives None 5 minutes Accounti

Obligation ng Staff
88
Request and
Status (ORS) or
Budget Utilization
Request (BUR)
and pre-audited
documents from
Budget Office
Prepares None 2 hours Accounti

Disbursement ng Staff
Voucher (DV)
Reviews and Universit
signs DV y
None 40 minutes
Account
ant
Forward DV to the None 5 minutes Accounti
respected VP’s ng Staff
hours
89
14. REIMBURSEMENT OF EXPENSES DURING THE CONDUCT OF
UNIVERSITY ACTIVITIES
Officials and employees who don’t have cash advance before their said activity may
reimburse the amount they’ve spent during the conduct of University activity.

Division:
Transaction:
Approved Request for Payment To be provided by employee
Summary of Expenses To be provided by employee
Official Receipt/ Sales Invoice To be provided by employee
Approved Budget Proposal To be provided by employee
Resolution Office of SSG or CSBO
Attendance To be provided by employee
Program Invitation To be provided by employee
Inspection and Acceptance Report Supply and Property Office
FEES
CLIENT STEPS
PAID
1 photocopy of
documents)
documents

audited
documents to
Budget Office

Obligation
Request and
Status (ORS) or
Budget Utilization
Request (BUR)
and pre-audited
90
documents from
Budget Office

Disbursement
Voucher (DV)
None 40 minutes
signs DV Accountant
respected VP’s
hours
91
15. REPLENISHMENT OF PETTY CASH FUND
The PCF shall be replenished as soon as disbursements reach at least 75% or as
needed.
Division:
Transaction:
Who may avail: Designated Petty Cash Fund Custodian
Report on Paid Petty Cash Vouchers To be prepared by Petty Cash Fund
Custodian
Petty Cash Vouchers duly To be prepared by Petty Cash Fund
accomplished and signed Custodian
Official receipts, cash invoices, sales To be provided by employees
invoices, billing statements
Reimbursement expense receipts To be provided by employees
(RER) for expenses without official
receipts, cash invoices, sales
invoices
Approved purchase request with To be provided by employees
Certificate of Emergency Purchase
for purchases above P1,000.00
Canvass/Abstract of Price To be provided by employees
Quotations from at least three
suppliers for purchases involving
above P1,000.00
Inspection and Acceptance Report Supply and Property Management Office
(IAR) or Designed Supply Officer from other
campuses
Report of Waste Materials in case of Supply and Property Management Office
repair/ replacement or Designed Supply Officer from other
campuses
Approved Itinerary of Travel and To be provided by employees
other supporting documents for
travel
FEES
CLIENT STEPS
PAID
1 photocopy of
documents)
92
documents

audited
documents to
Budget Office

Obligation
Request and
Status (ORS) or
Budget Utilization
Request (BUR)
and pre-audited
documents from
Budget Office

Disbursement
Voucher (DV)
None 40 minutes
signs DV Accountant
Forward DV to None 5 minutes Accounting Staff
the respected
VP’s
hours
93
Cashiering Services Office
(Collecting Services)
Internal/External Services
94
1. PAYMENT FOR STALL/STORE RENT
This service includes the processing of the payment for the rent of stalls/stores within
the premises of the campus. The billing form should be secured from the Accounting
Services first prior to proceeding to the Cashiering Services Office.
Office or Collecting Services
Division:
Type of G2C – Government to Citizen
Transaction:
Who may avail: Stall/Store Owners
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
Billing Form Accounting Services
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
Presents the Reviews the None 2 minutes Cashier
billing form to the billing form
cashier and advises
the client of
the payable
amount
Pays the rent Receives, To be 2 minutes Cashier

checks and based on
processes the prevailing
payment rental fee
through the
POS/payment
system
Receives official Issues official None 2 minutes Cashier

receipt receipt
TOTAL To be 6 minutes
based on
prevailing
rental fee
95
2. PAYMENT FOR DORMITORY RENT
This service includes the processing of the payment for dormitory room rent. The
billing form should be secured from the Dormitory Manager first prior to proceeding
to the Cashiering Services Office.
Division:
Transaction: G2E – Government to Employee
Who may Students and/or Employees
avail:
REQUIREMENTS
Billing Form Dormitory Manager
CLIENT AGENCY FEES TO PROCESSING PERSON
STEPS ACTIONS BE PAID TIME RESPONSIBLE
billing form to billing form and
the cashier advises the
client of the
payable
amount
Pays the rent Receives, To be 2 minutes Cashier

checks and based on
payment rental fee
through the
POS/payment
system
Receives Issues official None 2 minutes Cashier

official receipt receipt
based on
prevailing
rental fee
96
3. PAYMENT OF TUITION FEE (GRADUATE SCHOOL)
This service includes the processing of the payment for the enrolment of new and old
Graduate School students. The assessment form should be secured from the Office
of the Graduate School Registrar first prior to proceeding to the Cashiering Services
Office.
Division:
Transaction:
Who may New and Old Students
avail:
REQUIREMENTS
Assessment Form Graduate School Registrar
CLIENT AGENCY FEES TO PROCESSING PERSON
STEPS ACTIONS BE PAID TIME RESPONSIBLE
assessment form and
form to the advises the
cashier client of the
payable
amount
Pays the Receives, To be 2 minutes Cashier

amount checks and based on
processes the the
payment assessed
through the amount
POS/payment
system
Receives Issues official None 2 minutes Cashier

official receipt receipt
based on
the
assessed
amount
97
4. PAYMENT FOR REQUESTED DOCUMENTS FROM THE
REGISTRAR (TRANSCRIPT OF RECORDS, CERTIFICATIONS,
VALIDATED DOCUMENTS, ETC.)
This service includes the processing of the payment for the requested documents
from the University Registrar (such as Transcript of Records, Certifications,
Validated Documents, etc.). The records should be requested through the Office of
the Registrar first prior to proceeding to the Cashiering Services Office. For the
prevailing fees, please see the schedule of fees posted near or at the Cashiering
Services, Accounting Services and/or Office of the Registrar.
Division:
Transaction:
Who may avail: Students and Former Students
REQUIREMENTS
Assessment Form Office of the Registrar
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
assessment form form and
to the cashier advises the
client of the
payable
amount
Pays the amount Receives, To be 2 minutes Cashier

checks and based on
payment rental fee
through the
POS/payment
system
Receives official Issues official None 2 minutes Cashier

receipt receipt
based on
prevailing
rental fee
98
Cashiering Services Office
(Disbursing Services)
99
1. RELEASING OF SCHOLARSHIP GRANTS
This service includes the releasing of checks/cash to student scholarship grantees.
The student-grantee must have submitted the requirements to avail scholarship
grants or financial support from grantors. Grants may be released electronically
(ATM cards), cash or check. It is important for the student to contact the Scholarship
Coordinator prior to proceeding to the Cashiering Services Office and verify whether
he/she is eligible to receive the grant/support.
Office or Division: Disbursing Services

Transaction:
Photocopy of Student Identification To be provided by the requesting
(ID) Card with three specimen party/client
signatures
FEES
CLIENT STEPS
PAID
Submits photocopy Checks the ID None 3 minutes Cashier
of ID to the cashier and verifies
whether the
client is in the
list or not. If
not, refers the
student to
proceed to the
Scholarship
Services Office.
Receives and signs Releases check None 3 minutes Cashier

payroll/voucher and to the student-
logbook grantee
100
2. CLAIMING OF CHECKS FOR PAYMENT AND/OR REFUND
This service includes the releasing of check/cash to client as payment/refund to
suppliers, contractors, separated employees, students, and other claimants.
Office or Division: Disbursing Services
Transaction: G2B – Government to Business
G2G – Government to Government
For students: Photocopy of Student To be provided by the requesting
Identification (ID) Card with three party/client
specimen signatures
For contractor/supplier: Official receipt
For previous employees: None
FEES
CLIENT STEPS
PAID
Submits the Checks the None 3 minutes Cashier
requirement(s) to the requirements
cashier presented and
checks cash/
check to be
released to the
client
For students: Releases check None 3 minutes Cashier
Receives cash/check to the client
and signs payroll/
voucher and logbook
For contractor/
supplier: Receives
cash/check signs
acknowledgment
receipt and logbook
For employees:
Receives cash/check
and signs logbook
101
Office of the University Board Secretary
102
1. PREPARATION OF AGENDA AND ISSUANCE OF BOARD
RESOLUTIONS
The Agenda Folder contains the list of proposals/items and its attachments subject
to the approval, confirmation, or notation of the PRMSU Board of Regents. It is
prepared by the staffs of the Office of the University Board Secretary only when the
Complete Staff Work (CSW) has been completed by the proponent.
Office or Division: Office of the University Board Secretary

Classification: Complex

Proposal transmitted/endorsed by the Office of the University President
CSW Office of the University Board
Secretary
FEES PERSON
CLIENT PROCESSI
AGENCY ACTIONS TO BE RESPONSI
STEPS NG TIME
PAID BLE
Submits the Staff of the Board None 1 minute OUBS Staff
proposal/requ Secretary receives
est to the proposal/request as
Office of the transmitted/ endorsed by
University the University President.
President for
endorsement
to the Board.
If the Board Secretary reviews None 5 minutes Board
Completed and evaluates the Secretary
Staff Work proposal/ request.
(CSW) is
accomplished If the Completed Staff
, waits for the Work (CSW) is
approval of accomplished, includes
the Board. the proposal/ request for
review/ evaluation of the
If CSW is not appropriate Board
accomplished Committee.
,
revises/impro If not, returns the
ves the proposal/request to the
proposal/requ proponent/ requester for
est. revision/ improvement.
103
If the Board Secretary submits None 1 hour and Board
Completed the proposal/request for 30 minutes Secretary
Staff Work review/evaluation of the
(CSW) is appropriate Board
accomplished Committee during the Pre-
, waits for the Board Meeting.
approval of
the Board.
If proposal/ If proposal/ None 1 day Board

request is request is endorsed by Secretary
endorsed by the Board Committee,
the Board include in the Agenda.
Committee,
waits for the If provided with
approval of suggestions/ revisions,
the Board. return the proposal to the
proponent/ requester for
If CSW is not improvement/ revision.
accomplished
,
revises/impro
ves the
proposal/requ
est.
If proposal/ Board Secretary prepares None 7 days Board

request is the Agenda and submits Secretary
endorsed by such to the members of
the Board the Board at least six (6)
Committee, days before the Board
waits for the Meeting.
approval of
the Board. Staff of the Board
Secretary uploads the e-
copy of the Agenda on
iCloud for the Board of
Regents’ copies.
If proposal/ Board Secretary notes the None 2 hours Board

request is approved/confirmed/noted Secretary
endorsed by /deferred Agenda Items
the Board presented for approval.
Committee,
waits for the
approval of
the Board.
If proposal/ After the Board None 1 hour Board

approves/confirms/notes/d Secretary
104
request is efers Agenda items
endorsed by presented for approval, the
the Board Board Secretary prepares
Committee, the Summary of Actions
waits for the Taken.
approval of
the Board.
If proposal/ Staff of the Board None 1 hour Staff of the

request is Secretary prepares Board
endorsed by individual Board Secretary
the Board Resolutions based on the
Committee, Summary of Actions
waits for the Taken document.
approval of
the Board
If approved Staff of the Board None 1 day Staff of the

by the Board, Secretary Staff distributes Board
receives the copies of the Board Secretary
copy of the Resolutions to the
Board concerned/
resolution. appropriate offices/bulletin
boards.
If not, revises
the proposal
for the next
Board
Meeting.
TOTAL None 9 days 5
hours
36 minutes
105
Medical Unit
106
1. MONITORING AND TREATMENT OF CASES WITH MILD TO
MODERATE SYMPTOMS
Office or Medical Unit

Division:
Classification:Simple
Type of G2G – Government to Government
Transaction: G2C – Government to Citizen
G2B – Government to Business
Who may avail: Students and Employees
“2x2” picture Admission Desk (Nurse)
FEES
CLIENT STEPS TIME
ACTIONS BE RESPONSIBLE
PAID
Proceed to the Ask about the None 10 minutes Nurse
University medical problem,
Medical Clinic take vital signs
and record it on
the Patient’s
Chart
Proceed to the Medical None 20 minutes University
University Assessment; Physician
Physician prescription of
(Consultation medicines
Room)
Print name and Dispensing of None 5 minutes Nurse
sign on the medicines
patient’s logbook
107
2. PHYSICAL EXAMINATION DURING ENROLLMENT
Office or Division: Medical Unit
Who may avail: Incoming Students/ Transferees

Enrollment Assessment Form Admission Desk (Nurse)
“2x2” picture
FEES
CLIENT STEPS
PAID
Proceed to the Attach the None 10 minutes Nurse
University Medical picture to
Clinic and submit Patient’s Chart;
“2x2” picture. Fill out Take the vital
Patient’s Chart. signs and
Print name and sign record on the
on logbook chart.
Proceed to the Physical None 12 minutes University
University Physician Examination Physician
Proceed back to the Sign the None 2 minutes Nurse

Nurse enrollment
assessment
form
108
3. ISSUANCE OF MEDICAL CERTIFICATES FOR SUC III OLYMPICS
AND CLRAA
Office or Division: Medical Unit

Who may avail: College Student Athletes and High School Student Athletes
Pre- Participation Physical Evaluation Admission Desk (Nurse)
History Form
FEES
CLIENT STEPS
PAID
Proceed to the Attach the Pre- None 10 minutes Nurse
University Medical Participation
Clinic. Submit the Physical
pre-participation Evaluation
Physical Evaluation History Form to
History Form. Print the Patient’s
name and sign on Chart. Take the
logbook. vital signs and
* Secure the record on the
Patient’s Chart Patient’s Chart
Proceed to the Physical None 15 minutes University
University Examination; fill Physician
Physician out and sign
medical
certificate
Proceed back to Log/Sign in the None 2 minutes Nurse

the Nurse logbook
109
General Service Office
110
1. GENERAL SERVICES OFFICE FUNCTIONS
a. Take charge in the operation and maintenance of Electrical
Power Circuits (Machine Equipments, Ventilations, Sound and
computer system) Water Utilities system, and Sanitary Facility
b. Take charge in the up keeping and cleanliness of building,
grounds, and drainage system.
c. Take Charge in the preparation of venue of all University
activities.
Justification:
To systematize and synchronize related general services work and
activities through well-defined position structures providing for direct hierarchal
responsibilities.
Office or Division: General Services Office
Type of Transaction: G2C – Government to Citizen
Who may avail: PRMSU Employee, Student and Stall owner
Document Request Slip Form or Through G.S.O Head Quarters / G.S.O Head units
Text and Call
FEES
CLIENT STEPS
PAID
Fills out Document Receives request None 3 minutes GSO Staff
Request Slip or services (letter or
letter submits the Electronic
same to the communication )
frontline service or
any staff
Study and conduct None 5 Minutes GSO Staff
the need services
by the GSO staff
assigned
Action Services None 1 hour GSO staff
The GSO Head and None 5 minutes GSO Head and
Field Supervisor Field Supervisor
evaluate the work
TOTAL None 1 hour and 13

minutes
111
2. GSO REPORTS
(State what the service is all about; or, the description of the service, which may
include its purpose(s))
Office or General Services Office
Division:
Classification: Highly Technical
Type of
Who may avail: Campus Director, Office of the Vice President for finance and
services, Office of the University President
Letter of Request To be provided by the requesting
party/client
FEES
CLIENT STEPS
PAID
Submits request Receives request None 3 minutes GSO Head or
to the GSO letter or Staff
Head electronic
communication
Evaluate and None 5 minutes GSO Head or

study the request Staff
Assigned staff None 3 Minutes GSO Head

Evaluate the None 5 minutes GSO Head or
completion of GSO Field
work Supervisor
TOTAL None 21 Minutes
112
LIST OF OFFICIALS
CONTACT
HEAD OF OFFICE/UNIT OFFICE AND ADDRESS
NUMBER
Garcia, Cornelio Canlas 09399104189
PRMSU, Iba, Zambales
VP Administration and Finance/HRMO
Villalobos, Roy Nuguid 09209764112
VP Academic and Student Affairs
Echaure, Jessie Sabellano 09215870268
VP Research, Extension, Training, Production
Farin, Elizabeth Nalupa & Gender 09985866509
VP Planning, Institutional Development,
Quality Assurance and Good Governance/
Cristobal, Jerry Susa 09487698488
Director, Planning and Development
University/Board Secretary
Antonio, Presy Agdipa 09278020235
Internal Audit Services
Villalobos, Christian Santos 09171129200
Gender and Development/ Director, Extension
Beltran, Eden Tongson Programs 09985105917
Investigation and Security Office
Cawagas, Jeffrey Donato 09194096021
Registration and Admission Services/Satellite
Docuyanan, Jose Dizon Campuses Operations 09209198930
LGU and NGO Linkages
Gamboa, Wilfredo Laconsay 09163255874
Industry - Academe Linkages
Ganaden, Angelo Rodriguez 09198229110
Campus Director
Casupanan, Ivy Hipolito 09217930381
PRMSU, Castillejos, Zambales
Campus Director
Rondina, Nestor Zoleta 09985874547
PRMSU, San Marcelino, Zambales
Assistant Campus Director
Romera, Marietta Silan 09399034823
Campus Director
Regaspi, Rene Biaz 09988828192
PRMSU, Botolan, Zambales
Campus Director
Magno, Elvira Doctolero 09989519558
Campus Director
Vizcarra, Myraliza Ocampo 09099930256
PRMSU, Masinloc, Zambales
Assistant Campus Director
Javier, Nerissa Liban 09501911958
Campus Director
Marquez, Jurelac Dela Llana 09178051058
PRMSU, Candelaria, Zambales
113
Campus Director, Sta. Cruz Campus/ Director,
Orge, Novrina Bigilda Anonas Instruction 09989657872
Advanced Education/Graduate School
Edaño, Domingo Cayaban 09088203265
Assistant Director, Advanced Education
Espiritu, Jo Arquero 09498809742
Student Affairs
Gutierrez, Marilyn Mendones 09083316150
Sports Development
Yap, Robert Alvin Acayan 09100800064
College of Accountancy and Business
Cuartocruz, Felicidad Villanueva Administration 09504964449
College of Agriculture and Veterinary Medicine
Soquila, Salvador Sales (San Marcelino Campus) 09399389810
College of Agriculture and Forestry (Botolan
Sazon, Raymundo Aguilar Campus) 09194743199
Magtalas, Santi Aranas College of Arts and Sciences 09988594427
College of Communication and Information
Dela Cruz, Menchie Artates Technology 09193892842
College of Teacher Education
Uy, Lilian Flauta 09469330589
Senior High School
Magno, Helen Abadam 09202734174
Junior High School
De Guzman, Marie Fe Dizon 09981746383
Dedicatoria, Marlon James College of Engineering
09338132891
Academia PRMSU, Iba, Zambales
College of Industrial Technology
Nacana, Atanacio Miclat 09192156408
College of Law
Farrales, Josefina 09189345749
College of Nursing
Pudadera, Rene Eustaquio 09184244212
College of Tourism and Hotel Management
Ravana, Leila Legaspi 09282067264
College of Fisheries / Director, Climate
Sazon, Rowena Remojo Change Institute 09466660776
Scholarship Services
Rico, Reeve Gjester Dollosa 09209764099
Cultural and Literary Affairs
Abagon, Baby Sarmiento 09989818234
Student Organizations
Ragadio, Daryl John Capili 09122333745
114
Library Services
Valondo, Liza Marie Martin 09202741769
Medical Services (Medical Clinic)
Sy-Santos, Nida Pauline Rosete 09088960250
Dental Services
Escoreal, Gilbert Misola 09282785591
Domiciliary Services
Abangan, Marlene Tolentino 09193198987
Campus Registrar, Iba Campus
Galang, Nemia Mirador 09171483590
Campus Registrar, Castillejos Campus
Binoya, Seth Ordillas 09073224212
Campus Registrar, San Marcelino Campus
Laguatan, Rommel Pampuan 09097024909
Campus Registrar, Botolan Campus
Castillo, Yukiyana Dorde 09462205663
Campus Registrar, Masinloc Campus
Bugarin, Jo Ann Caguineman 09123677502
Edurain, Maricel Mejia Campus Registrar, Candelaria Campus 09493753588
Campus Registrar, Sta. Cruz Campus
Imperial, Mc Juluis Dato 09107012176
PRMSU, Sta. Cruz, Zambales
National Service Training Program/ROTC
Sergio, Chona Dullas 09394022472
Financial Management Services / Budgeting
Melegrito, Shirlyn Raguini Services 09272570491
Faustino, Tanny Huerta Property and Supply Management Office 09399146967
Accounting Services
Briones, Roberto Jr. Curameng 09985495978
Collecting and Disbursing Services
Dolojan, Eugene Reyes 09166638816
Record Management Services
Ararro, Melecio Bedonia 09214143955
Procurement Services
Fulinara, Chona Lou Charcos 0989746958
Head, Motorpool Services
Magno, Flaviano Mayor 09209684935
Head, Motorpool Services
Daag, Morrimer Nimenzo 09088966995
Research Services/ Regional Mango Center
Abugho, Dinah Esteban 09164613502
Energy Manager, Iba and North Campuses
Balicaco, Rue Lei Acuña 09466733779
Head, University Management Information
Barrera, Ricky Sarmiento System 09465877333
Director, Quality Assurance
Cabal, Esmen Macadaan 09197147729
115
Income Generating Project/ Assistant Dean,
Fabro, Anita Arlantico 0906436490
College of Agriculture and Veterinary Medicine
Infrastructure Development and Project
Fortin, B.R Paul Abujen Monitoring Office 09091839394
Income Generating Project - Rentals and
Juliano, Joseph Javier Marketing Productions 09094822958
Punzalan, Edna Marie De San Statistical Services and Publication
09989909627
Agustin PRMSU, Iba, Zambales
International Linkages
Rico, Felipa Manangan 09088636716
Communications and Public Relations
Rogayan, Danilo Villar 09952790322
Energy Manager, South Campuses
Vega, Jan Henry Abayan 09064397425
116
PROCESS OF FILING COMPLAINTS
THROUGH PACD/FEEDBACK FORM:
Go to our Public Assistance and Complaints Desk and/or the concerned Frontline
Service Office and get a Feedback Form;
Rate the service and/or fill in your complaint/suggestion in the box provided;
Drop the form in the Suggestion Box.
THROUGH EMAIL OR OTHER MODES:
Write your complaint and send it via mail or email to the contact information below or
by calling our telephone number.
You may leave your contact information for us to reach you about your concern.
The PACD is located at the Admin Security Guard’s Desk of the Campus.
117
ARTA FEEDBACK FORM
INSTRUCTION: This feedback form can be used to provide us COMMENDATIONS, COMMENTS/SUGGESTIONS
and/or COMPLAINTS. If you have a complaint, you may opt not to answer Part II and immediately fill out Part III of
this form. Please drop this form in the Suggestion Box located at the Public Assistance and Complaints Desk or
email us at rmtuarta@yahoo.com. You may leave your contact information so that we can reach you.
PART I. PLEASE PROVIDE THE NEEDED DATA:

The personal information are optional and will be treated with confidentiality.
Name:
Address:
Contact No.: Email:
PLEASE TICK THE APPROPRIATE BOX: You are a _____________________.

 PRMSU Student  PRMSU Tenant
 PRMSU Alumnus/Graduate  Visitor
 PRMSU Faculty Member  Others, please specify:
 PRMSU Nonteaching Employee _________________________________________
Service availed:
Name of office transacted with:
Name of employee/personnel transacted with:
PART II. PLEASE RATE THE FOLLOWING USING THE FOLLOWING SCALE:
5 – Outstanding 4 – Very Satisfactory 3 – Satisfactory 2 – Needs improvement 1- Poor
Indicator 5 4 3 2 1
Competency of the staff/employee
Customer friendliness of the staff/employee
Courtesy of the staff/employee
Professional conduct of the staff/employee
Timeliness of the service provided
Quality of the service provided
Overall assessment of the service provided in terms of customer satisfaction
PART III. CUSTOMER COMMENDATION, SUGGESTION/COMMENT, COMPLAINT.
Based on the service provided to me, I would like to provide:
 Commendation  Comment/Suggestion  Complaint
(Please provide details in the box below)
Signature over printed name of client: Date accomplished:
118

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Cover Page

PRESIDENT RAMON MAGSAYSAY

III. Quality Policy

IV. Service Pledge

Strongly advocate the attainment of quality education making it accessible to

Produce globally competitive graduates, responsible leaders, accountable

The service provides a documented procedure in administering entrance examination

Office or Division: Office of the Registrar

For College Freshmen

For CTE - Junior High School Department

1. Proceed to the 1.1. Issue to client None 5 minutes Dean

2. Proceed to Window 2.1 Check None 6 minutes Window 13,

3. For college 3.1 Inform the client None 90 minutes Office of

The service provides a documented procedure in the enrollment of students in the

Office or Division: Office of the Registrar

1. Proceed to 1.1 Issue to client a copy of None 15 minutes College

2. Proceed to 2.1 Accept payment from the Varies 2 minutes Frontline

Note: Step only

3. Proceed to 3.1 Conduct physical and None 20 minutes University

4. Proceed to 4.1 Check requirements as None 10 minutes Campus

5. Proceed to 5.1. Collect a copy of None 1 minute Frontline

6. Proceed to For New Students Php 30 minutes OSA Director

7. Proceed to 7.1. Verify if client None 2 minutes Designated

8. Proceed to 8.1. Verify if client None 1-2 minutes Campus

The service provides a documented procedure in the enrollment of students in the

Office or Office of the Registrar

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

For Grade 7 and transferee students

 One (1) Passport Size ID Picture

For Grade 8 to Grade 10 Principal’s Office, CTE - Junior High

13. Proceed to the 5.1. Assist student in Php 10 minutes OSA

The service provides a documented procedure in the enrollment of students in the

Office or Office of the Registrar

For New Students / Transferees

CLIENT AGENCY ACTIONS FEES PROCESSI PERSON

16. Proceed 16.1 Issue None 10 minutes CTE Dean

17. Proceed 17.1 Accept payment from Varies 2 minutes Frontline

18. Proceed 18.1 Conduct physical and None 20 minutes University

Note: Step University

20. Proceed 5.1. Collect payment for Php 10 minutes OSA

21. Proceed 7.9. Verify if client None 2 minutes CTE-

22. Proceed 8.7. Verify if client None 1-2 minutes Window 3,

The service provides a documented procedure in the enrollment of students in the

Office or Division: Office of the Registrar

For New Students/Transferees

For Old Students (Continuing/Returnees)

CLIENT STEPS AGENCY ACTIONS FEES PROCESS PERSON

23. Proceed to the 23.1 Issu None 10 minutes Director,

24. Proceed to the 24.1 Accept payment Varies 2 minutes Frontline

26. Proceed to the 7.13. Collect a photocopy None 1 minute Graduate

The service provides a documented procedure in the enrollment of continuing students

Office or Division: Office of the Registrar

For Old Students (Continuing)

(Forms are also available at

CLIENT STEPS AGENCY ACTIONS FEES PROCESSI PERSON

27. Proceed to the 27.1 Issu None 10 minutes Dean,

29. Proceed to 29.1 Check requirements None 10 minutes Window 3,

30. Proceed to the 7.15. Collect a photocopy None 1 minute College of

The service provides a documented procedure in assisting students who wish

Office or Office of the Registrar

 Fully accomplished Shifting Form College Frontline Services Window or

Note: For purposes of evaluation or

- For Transferees, include a

- For students previously enrolled