Upd Citizens Charter

UNIVERSITY OF THE PHILIPPINES
DILIMAN
CITIZEN’S CHARTER
2020 (2nd Edition)
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UNIVERSITY OF THE PHILIPPINES
DILIMAN
CITIZEN’S CHARTER
2020 (2nd Edition)
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I. Mandate:
Through the Republic Act 9500, otherwise known as “the University of the
Philippines Charter of 2008”, an act strengthening the University of the
Philippines as a national university, a public and secular institution of higher
learning and a community of scholars dedicated to the research for truth
and knowledge as well as the development of future leaders. Mandated to
perform its unique and distinctive leadership in higher education and
development.”
The University of the Philippines shall:
Lead in setting academic standards and initiating innovations in teaching,

research and faculty development in philosophy, the arts and humanities,
the social sciences, engineering, natural sciences, mathematics and
technology; and maintain centers of excellences in such discipline and
professions;
Serve as a graduate university by providing advanced studies and

specialization for scholars, scientists, writers, artists and professionals,
especially those who serve on the faculty of state and private colleges and
universities;
Serve as a research university in various fields of expertise and

specialization by conducting basic and applied research and development,
and promoting research in various colleges and universities, and
contributing to the dissemination and application of knowledge;
Lead as a public service university by providing various forms of

community, public and volunteer service, as well as scholarly and technical
assistance to the government, the private sector, and civil society while
maintaining its standards of excellence;
Protect and promote the professional and economic rights and welfare of
its academic and non-academic personnel;
Provide opportunities for training and learning in leadership, responsible

citizenship, and the development of democratic values, institutions and
practice through academic and non-academic programs, including sports
and the enhancement of nationalism and national identity;
Serve as a regional and global university in cooperation with international

and scientific union networks of universities, scholarly and professional
associations in the Asia Pacific Region and round the world; and
Provide democratic governance in the university based on collegiality

representation, accountability, transparency and active participation of its
constituents and promote the holding of fora for students, faculty and
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research, extension and professional staff (reps), administrative staff and
alumni to discuss non-academic issues affecting the University.
II. Vision:
A great university, taking a leadership role in the development of a globally
competitive Philippines.
Driven by:
Academic excellence and operational excellence;
Strong research and creative capability, supported by an expanded

graduate program and geared to addressing the country’s problems;
Excellent faculty and staff working in an environment conducive to

outstanding performance and high productivity;
The best and brightest students from across the country prepared for
successful careers and responsive citizenship;
Strong support from the alumni and other stakeholders;
High visibility and effective public service;
Modernized physical facilities and technological infrastructure for teaching,

research and administration; and
Financial sustainability achieved by resource generation and administrative

efficiency, while preserving its public character.
III. Mission:
Academic Freedom
UP has the right and responsibility to exercise academic freedom.
Academic Excellence
UP has the responsibility to maintain and enhance its high academic
standards in the performance of its functions of instruction, research and
extension, and public service.
Commitment to National Development

UP shall harness the expertise of the members of its community and other
individuals to regularly study the state of the nation in relation to its quest
for national development in the primary areas of politics and economics,
among others.
UP shall identify key concerns, conduct research and formulate responsive

policies regarding these concerns, give advice and recommendations to the
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President of the Philippines, Congress, the Supreme Court, the lower
courts, other government agencies and instrumentalities.
Social Responsibility
UP is committed to serve the Filipino nation and humanity, and relate its
activities to the needs of the Filipino people and their aspirations for social
progress and transformation, and provide venues for student volunteerism.
Democratic Access
UP shall take affirmative steps, which may take the form of an alternative
and equitable admissions process to enhance the access of disadvantaged
students.
Sports
UP shall undertake and support comprehensive sports programs that
promote physical education, uphold excellence and encourage competitive
participation in sports activities, instill school identity and solidarity, cultivate
pride, self-discipline and teamwork.
Institutional and Fiscal Autonomy

UP has the right to be treated in a manner consistent with its institutional
requirements as the national university by the service-wide agencies in the
exercise of their respective jurisdiction.
Taking into account national goals and priorities, UP shall exclusively

determine its teaching, research and extension thrusts, plans, policies,
programs and standards, and on the basis of such determination, shall
recommend its annual budget to the President of the Republic of the
Philippines and Congress.
IV. Service Pledge:

Honor, excellence and democratic governance guided in decision-making:
collegiality, representation, accountability, transparency, and active
participation of the university’s constituents.
Accessibility and responsiveness, breaking down bureaucratic walls and

ensuring an administration accessible and responsive to its stakeholders.
Innovativeness and creativity in making decisions, not bounded by

traditional solutions. Up shall be prepared to pursue innovative approaches
in solving the problems and issues that confront the university.
One university, guided by the spirit of oneness: common standards of

excellence, harmonized systems, common and shared services across
constituent universities, yet decentralized decision-making and execution.
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All applicants or requesting parties who are within the premises of the office
prior to the end of official working hours and during lunch break shall be
attended to.
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V. List of Service
Office of the Chancellor (OC) 73

External Services
Signing of Building/ Infrastructure Plans 74
Signing of Construction Agreement 75
Action on the Letter of Appeal 76
Signing of Memorandum of Agreement/ Memorandum of 77
Understanding (MOA/MOU)
Signing of Notice of Extension/Notice of Suspension of 79
Contract Time
Approval of Secondment 80
Action on Sexual Harassment Case 82
Readmission from AWOL 83
Approval of Permission to cross-enroll (abroad or local 84
universities)
Approving Educational Development Fee (EDF) for foreign 86
Students
Signing of College Based Scholarship Contract (i.e. ERDT, 87
Asian Center, etc.) except those that are managed by the
Office of the Vice Chancellor for Student Affairs
Waiver of Maximum Residency Rule (MRR) 88
Approval of late payment and registration 89
Approval of Full Student Loan Application 90
Approval of List of Due and Demandable Accounts Payable 91
(LDDAP)
Approval of Permission to Teach in Schools and Universities 93
where UP has Memorandum of Agreement / Memorandum of
Understanding with
Internal Services
Signing of Variation Order 96
Approval of eHOPE (Enhanced Hospitalization Programme) 97
Applications
Approval of Request for Funding 98
Approval of Procurement Documents 99
Approval of Request for Opening a Trust Account 102
Approval of Faculty Grant Awards 103
Approval of the following: Outright Research Grant, PhD 104
Incentive Award, Thesis and Dissertation Grant, Open Grant,
Source of Solutions Grant, Extension Grant, Intellectual
Protection Philippines Grant, Intellectual Protection Foreign
Grant, Technology Transfer Market Validation, Technology
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Transfer Business Model/ Plan and Technology Transfer
Prototype and Scale Up
Action on complaint 105
Documents from Human Resource Development Office: 107
Approving Basic Paper (BP), Appointment, Retirement letter,
Retirement Gratuity, Application for Leave of Absence of
Administrative Staff, Research Extension and Professional
Staff (REPS) and Faculty
Approval of Travel on Official Business 108
Approval of Travel on Personal Leave 109
Approval of Application for Limited Practice of Profession 110
(LPP)
Approval of Transfer of Personnel to other UP Campus Units 111
Approval of Research Dissemination Grant (RDG) 112
Signing of Disbursement Vouchers (DV) from Research 114
Dissemination Grant
Approval of Reduced Fee of Matriculation 115
Signing of Research Contracts (in-House) 116
Approval of Waiver of Minimum Class Size 117
Data Privacy Office (DPO) 119
External Services
Render advisory opinion 120
Investigate security incidents and personal data breaches 121
Internal Services
Render advisory opinion 124
Investigate security incidents and data breaches 125
Conducts and facilitates Privacy and Security Trainings and 126
Seminars
Department of Military Science and Tactics (DMST) 128
External Services
Request for use of facilities 129
Request for ROTC Certification 130
Request for manpower/personnel 132
Internal Services
Request for use of facilities 135
Request for logistics 136
Request for manpower/personnel 138
Diliman Gender Office (DGO) 140
External Services
Request for Counseling Services 141
Request for Gender Sensitivity Trainings / Gender Sensitivity 142
Orientation (GST / GSO)
Internal Services
Request for Counseling Services 144
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Request for Gender Sensitivity Trainings / Gender Sensitivity 145
Request for Gender and Development Trainings 146
Diliman Information Office (DIO) 147

External Services
Request for Campus Tour 148
Request for information through Email 151
Request for inclusion in the “Upcoming Events” 152
Request for inclusion in the What’s UP? 153
Requests for UPDIO Materials 154
Request to post information on social media 156
Request for Information made through social media account 157
Request to enroll mobile numbers to Infocast 158
Internal Services
Request for Event Coverage 160
Request for Uploading 161
Request for inclusion in the “Upcoming Events” 162
Request for inclusion in the What’s UP? 163
Accomplish request for digital visual materials Requests for 164
Calling Card Layout
Requests for Tarpaulin Layout 165
Requests for UPDIO Materials 167
Requests for Institutional Materials 168
Request to post information on social media 170
Request for Information made through social media account 172
Request to convey emergency and official information through 173
Infocast
Convey regular information through Infocast 174
Request to enroll mobile numbers to Infocast 176
Diliman Legal Office (DLO)
Internal Services
Issuance of Certificate of No Pending Case 181
Advisory to Deans/Directors/Vice 182
Chancellors/Chancellor/System
Legal Opinion 183
Drafting of Letter Responses 184
Sexual Harassment Cases Prosecution and Defense/Review 185
Administrative Cases Prosecution and Defense 185
Judicial Cases Prosecution and Defense 186
Drafting of Demand Letters 186
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Legal Services on Procurement /Reneging Fellows 187
Committee/Housing Committee/SBURC/IP Committee/JIMT/
Security Committee/Naming Rights/Technical Working Groups
Office of Anti-Sexual Harassment (OASH) 189
External Services
Request for Case Investigation 190
Request for Issuance of Case Filed 193
Request for Issuance of Counseling Certificate 193
Request for an Anti-Sexual Harassment Orientation 194
Request for Issuance of an Anti-Sexual Harassment 196
Orientation Certificate
Request for a Referral Service 197
Internal Services
Request for Case Investigation 199
Request for Issuance of Case Filed 202
Request for Issuance of Counseling Certificate 202
Request for an Anti-Sexual Harassment Orientation 203
Request for Issuance of an Anti-Sexual Harassment 205
Orientation Certificate
Request for a Referral Service 206
Office for Initiatives in Culture and the Arts (OICA) 207
External Services
Approval of Application for OICA Financial Grant (External) 208
Orientation of Grantees and Issuance of Notice of Grant 211
Approval and Contract for Financial Grant (External)
Processing of Voucher of OICA Financial Grant (External) 212

General Orientation of Student Performing Groups Regarding 218
the Program: Honorific Awards for Student Performing Arts
Group (HASPAG)
Approval of HASPAG Application 219
Conferment of HASPAG Awardees (Event) 224
Orientation of HASPAG Awardees 225
Approval of Application for HASPAG Creative Grant 226
Processing of HASPAG Creative Grant 1st Tranche (60% of 230
Grant Amount)
Processing of HASPAG Creative Grant 2nd Tranche 233
(remaining 40% of Grant Amount)
Approval of Application for the Performing Arts 235
Scholarship/Stipend Program (PASP)
Issuance of PASP Special Assessment Form 240
Processing of Voucher for Stipend of PASP Recipients 242
Approval of Visual Arts and Cultural Studies 244
Scholarship/Stipend Program (VACSSP) Application
Issuance of VACSSP Special Assessment Form
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Issuance of VACSSP Special Assessment Form 248
Approval of Application for Creative/Critical Thesis Grant for 250
the Arts, Culture, and Humanities (CCTGACH)
Processing of voucher for Creative/Critical Thesis Grant for the 254
Arts, Culture, and Humanities (CCTGACH) 1st Tranche
Processing of Voucher for Creative/Critical Thesis Grant for 256
the Arts, Culture, and Humanities (CCTGACH) 2nd Tranche
Processing of Voucher for Creative/Critical Thesis Grant for 258
the Arts, Culture, and Humanities (CCTGACH) 3rd Tranche
Issuance of payment slip/billing statement for purchase of 260
OICA publications (for External Clients
Processing and Approval of Requests to Borrow 262
Production/Office Equipment (External Clients)
Processing and Action of Request for Posting of Events in 264
OICA Website and FB Page (External Clients)
Issuance of certificate of grants/awards (External Clients) 265
Internal Services
Approval of Application for OICA Financial Grant (Internal) 268
Orientation of Grantees and Issuance of Notice of Grant 271
Approval and Contract for Financial Grant (Internal)
Processing of Voucher of OICA Financial Grant (Internal) 272
Submission of List of Members of HASPAG Groups to the 277
Office of the University Registrar (OUR) for Priority Enlistment
(Semestral Submission)
Approval of Requests and Scheduling for HASPAG Awardee 278
Return Service
Submission of List of VACSSP Recipients to the Office of the 280
University Registrar (OUR) for Priority Enlistment (Semestral
submission)
Processing of Voucher for Stipend of VACSSP Recipient 281
Issuance of payment slip/billing statement for purchase of 282
OICA publications (for Internal Clients)
Processing and Approval of Requests to Borrow 284
Production/Office Equipment (Internal Clients)
Processing and Action of Request for Posting of Events in 286
OICA Website and FB Page (Internal Clients)
Issuance of certificate of grants/awards (Internal Clients) 287
Ugnayan ng mga Pahinungod / Oblation Corps 289
External Services
Request for Assistance to Various Pahinungod Diliman 290
Programs
Application for Volunteers 291
Sentro ng Wikang Filipino (SWF) 293
External Services
Processing of Requests for: 294
a) Sponsorships
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b) Speakers
c) Consignments
d) Complimentary books
e) Certificates
f) Copyright permissions
g) Internships
h) Tie-ups and Partnerships
Processing of Requests for: 295
a) Publications
b) Research projects
c) Journals
Processing of Requests for Translation 296
Processing of Requests for Complimentary Books 298
Processing of Requests for Consignment of Books 299
Processing of Requests for Booksales 301
Processing of Requests for the Use of Library/Resource 302
Collection
Selling of Available Books (Walk-in Only) 303
Receiving and Processing of Requests for: 308
a) Meetings
b) Interviews
c) Event participations
d) Tie-ups and Partnerships
UP Computer Center (UPCC) 310
External Services
DILNET Account for Students 311
UP Mail Account for Students and Contractuals 312
Diliman Network HelpDesk 313
Internal Services
DILNET Account for Employees 315
UP Mail Account for Employees 316
UP Theater Complex (UPTC) 317
External Services
Request to use the Main Hall of the University Theater for a 318
Performance
Request to use the Main Hall Lobby of University Theater for a 322
performance
Request to use the Main Hall Stage of the University Theater 326
for a performance
Request to use the Main Hall Lobby of the University Theater 329
for a rehearsal
Request to use the Main Hall Stage of the University Theater 331
for a rehearsal
Request to use the Aldaba Recital Hall of the University 333
Theater for a Performance
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Request to use the Aldaba Recital Hall for a rehearsal 337
Request to use the 3rd Floor Rehearsal Hall of the University 339
Theater for a rehearsal
Request to use the Mini Studio Hall of UP Theater for a 341
rehearsal
Request to use the Washington SyCip Garden of Native Trees 343
for Commercial Purposes
Request to use the Washington SyCip Garden of Native Trees 346
for Non- Commercial / Personal Use
Request to use the Carillon Plaza for Non-Commercial / 348
Personal Use
Request to use the Carillon Plaza for Commercial Purposes 350
Request to use the Main Hall of Bulwagan ng Dangal 353
University Heritage Museum for an Exhibit
Request to use the Atelyer Gallery of Bulwagan ng Dangal 356

Internal Services
Request to rent equipment from the University of the 360
Philippines Theater
Request to borrow equipment from University of the 363
Philippines Theater
Office of the Vice Chancellor for Administration (OVCA) 365

Internal Services
Process Requests for Funding for: Strategic Planning/ Seminar/ 366
Training/ Workshop, etc.; One-time Incentive Grant to Non-
Teaching Staff for Finishing a Degree; Realignment of Approved
Budget; Paper Presentation/Participation/Attendance in
Conference, Seminar-Workshop (International and Local);
Additional Assignment; Renewal of non-UP Contractual Services;
Exemption from Moratorium on Hiring non-UP and UP Contractual
Process Request for Additional Janitor and Guard 370
Process Request to Open New Trust Account 372
Process Request for Institution of Fees 373
Process Request for Signing of Notice of Award, Invitation to Bid 374
Disbursements Approval for more than 50k 375
Recommend for Chancellor’s Approval of: Travel Authority; 376
eHOPE
claims; Separation/Intent to Retire; Authority to Fill; Renewal of
Authority to Fill; Request for official detail; Special monetization;
belated release of benefits; Adjustment of work schedule
Process Request for Approval of Application for Leave of 377
Administrative Personnel
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Process Request for Approval of Financial Assistance charged 378
against ADF
Process Request for Approval of Computer Loan 379
Process Approval of Request for Overtime of Drivers 380
Process Request for Issuance of Authority to Drive 381
Process Request for Endorsement to Banks for Authorized 382
Signatories relative to Electronic Fund Transfer Transactions
Diliman Accounting Office (DAO) 383
External Services
Issuance of certification for lost receipts for students/ suppliers/ 384
contractors
Issuance of reply to all forms of communication/correspondence 385
Issuance of photocopy of paid vouchers and other documents 386
Internal Services
Processing of vouchers for Cash Advance for Local/Foreign Travel 388
Processing of voucher for Liquidation Report/ Settlement Voucher/ 389
Reimbursement of Local/ Foreign Travel
Processing of voucher for Cash Advance of Special Disbursing 391
Officer
Processing of voucher for Financial Assistance to be released 393
thru Cash Advance (for University-wide activities)
Processing of vouchers for Liquidation Report/ 394
Settlement of Special Disbursing Officer/ Financial Assistance
Processing of payment to supplier of equipment/supplies and 396
other materials
Processing of voucher for reimbursement of supplies 398
Processing of voucher for reimbursement of gasoline, oil and 400
lubricants
Processing of voucher for reimbursement of communication 401
(landline, mobile line, internet)
Processing of voucher for reimbursement of transportation 403
and delivery expenses
Processing of voucher for reimbursement of repairs 404
and maintenance
Processing of voucher for reimbursement of food purchases 406
Processing of voucher for the payment of Professional/General 408
Services
Processing of voucher for the release of retention fee 409
Processing of vouchers for Infrastructure Projects 410
Processing of voucher for salary (original appointment) 414
Processing of voucher for Lecturer, Student Assistant (SA), 416
Graduate Assistant (GA) and Professor Emeritus
Processing of voucher for promotion 417
Processing of voucher for Step Increment 418
Processing of voucher for Honorarium (Original Additional 419
Assignment)
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Processing of voucher for Committee Honorarium 420
Processing of voucher for Project Honorarium 421
Processing of voucher for honorarium of Bids and Awards 422
Committee (BAC)
Processing of voucher for Thesis Honorarium 423
Processing of voucher for Overload Honorarium 424
Processing of voucher for E-Hope 426
Processing of voucher for Overtime services 427
Processing of voucher for Terminal Leave 428
Processing of voucher for Faculty Sick Leave (FSL) 429
Processing of voucher for Expanded Service Recognition Pay 430
(ESRP)
Processing of voucher for Retirement Gratuity 432
Processing of Purchase Request (PR) 433
Processing of Requisition Issue Slip (RIS) 434
Issuance/Releasing to units/colleges of returned vouchers 435
for compliance of documentary requirements
Issuance of PhilHealth Forms CSF and CF-1, MDR and 436
Certificate of contributions
Issuance of Certificate of loan payment to GSIS and Pag-Ibig 437
Issuance of Statement of Salary and Deductions in lieu of lost pay 437
slip
Issuance of Certificate of GSIS, Pag-Ibig and other contributions 438
Issuance of Certification for Clearance, Cash Advance/Financial 439
Assistance/Study Grant, withholding tax obligation, overpayment
of salaries & other benefits and disallowance
Processing of Contract of Services and Job Orders of project 440
personnel
Issuance of Status Fund and Statement of Collections for Trust 441
Accounts
Issuance of reply to all forms of communication/correspondence 442
Issuance of original documents for cancelled check 442
Diliman Budget Office (DBO) 444
Internal Services
Processing of Obligation Request (ObR) / Budget Utilization 445
Request (BUR)
Issuance of Budget Clearance on Letter Request / Purchase 457
Request
Processing of Application for Terminal Leave/Retirement Gratuity 458

Claims for Department of Budget and Management (DBM)
Issuance of Budget Clearance on application for availment of 460
Service Recognition Pay (SRP) and Faculty Sick Leave (FSL)
Benefits
Diliman Cash Office (DCO) 462
External Services
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Releasing of Check(s) to Individual 463
Releasing of Check(s) to Suppliers and Contractors/Stakeholders 464
Cancellation / Replacement of Checks (Next of Kin) 466
Replacement of Stale Check(s) 468
Facilitates Request for Stop Payment & Process Replacement for 470
Lost/Un-Negotiated Check
Process requests for Change of Name (Supplier) Misspelled 473
Name indicated on the DV
Collection of Enrollment Related Fees through Computerized 474
Registration System (CRS) during the Payment Period
Collection of Enrollment Related Fees through Computerized 477
Registration System (CRS) after Payment Period
Validation of UP Form 5 (Tuition Fee) / UP Form 26A (Change of 479
Matriculation) during General Registration Period for payment
made through the Authorized Depository Bank
Collection of Fees – Miscellaneous Fees paid through the Diliman 481
Cash Office Collection System
Internal Services
Releasing of Check(s) to Individual 486
Releasing of PLDT, Bayantel, Globe, Smart, GSIS, DOST 488
(PCIIERD, BMR, MERF, PCAARD, etc.), Checks Payable to
Unit’s/Colleges Trust Account etc.
Releasing of Procurement Service Checks to Unit/College 490

Representative
Cancellation / Replacement of Checks (Next of Kin) 492
Replacement of Stale Check(s) 494
Facilitates Request for Stop Payment & Process Replacement for 496
Process requests for Change of Name of Payee/employee or 499
Misspelled Name indicated on the DV
Collection of Fees – Miscellaneous Fees paid through the Diliman 500
Cash Office Collection System
Collection from Remittance of Special Collecting Officer (SCO) of 503

different Units/Offices/Colleges
Issuance of Official Receipts (OR's) for all bank remittances made 505
by other government offices covered by List of Due and
Demandable Accounts Payable - Authority to Debit an Account
(LDDAP-ADA) and Wire/Bank Transfers
Issuance of Certification for verification of deposits made directly 507
to the Authorized Depository Bank
Endorsement to the Bank for Outgoing Telegraphic Transfer (OTT) 508
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Human Resource Development Office (HRDO) 511
External Services
Processing of Request for Certificate of Employment (Inactive) 512
Processing of Posting of Bulletin of Vacant Positions 513
Processing of Publication of Existing Vacant Positions to the Civil 516

Service Commission
Processing of Application and Evaluation of Applicants 518
Issuance of certified copies of documents (walk-in) 520
Response to employment verification/queries (online) 521

Processing of Service Record (SR) 522
Internal Services
Processing of Original/ Promotion/ 525
Reemployment/Reclassification/ Transfer/ Reappointment (UP
Contractual-Permanent) for Administrative Personnel
Processing of Reappointment (change of status from Temporary 532

MC 11, Category II to Permanent) for Administrative Personnel
under MC 11, Category II) and Renewal of Appointment for
Administrative Personnel under MC 11, Category II)
Processing of Original/Promotion/Reemployment/ 537

Reclassification/Transfer/Change of Status (Temporary-
Permanent) Appointment for REPS Personnel
Processing of Renewal of Appointment and Reappointment (UP 544
Contractual) for REPS Personnel
Processing of Original/Reemployment/Transfer/Promotion/ 547
Reclassification Appointment for Regular and Non-Regular Faculty
Personnel
Processing of Original Delegated Appointment for Faculty 555
Personnel
Processing of Renewal with Temporary Waiver of Tenure Rule, 558
Renewal with Waiver of Up or Out Rule and Faculty Tenure for
Faculty Personnel
Processing of the following Batch Renewals: 565
I. Batch Renewal Appointment for Faculty Personnel who are
not recommended for tenure track.
(pursuant to Memo No. PDLC 17-20 dated 28 July 2017
a) Instructors
b) Assistant Professors, Associate Professors and Professors
II. Batch Renewal Appointment for Faculty Personnel who are
not recommended for tenure track.
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a) Lecturers
b) Senior Lecturer, Professorial Lecturer
III.Batch Renewal for (non-regular Professorial Lecturer beyond
age 65) Faculty Personnel.
Processing of Original Extension of Faculty Whose 65th birthday 570

Falls Within the Semester
Processing of Renewal of Extension of Service Beyond Age 65 573
Processing of Original Appointment for Foreign Lecturer (Non- 578

Regular)
Processing of Renewal of Appointment for Foreign Lecturer (Non- 585
Regular)
Processing of Appointment for Consultant, Coach and Tactical 589

Officer (Non-regular)
Processing of Original Additional Assignment Administrative and 592
REPS Personnel
Processing of Renewal of Additional Assignment for Administrative 597
and REPS Personnel
Processing of Original Additional Assignment of Faculty Personnel 600

(Regular)
Processing of Original Additional Assignment of Faculty Personnel 603

(Project)
Processing of Appointment for Visiting Professors/Adjunct 606

Professors (Foreign National)
Processing of Item Transfer for Faculty Personnel 611
Processing of Office Memorandum/Memorandum Order for 615

Officer-in-Charge
Processing of Request for ID Certification 616
Processing of Request for Service Record 618
Processing of Request for Issuance of Personnel Clearance for 619

Medical Certificate (CS Form No. 211, Revised 2018)
Processing of Request for Certificate of Employment (Active) 621
Processing of HRDO Referral of Applicants 622
Processing of Posting of Bulletin of Vacant Positions 626
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Processing of Publication of Existing Vacant Positions to the Civil 628
Service Commission
Processing of Posting of Approved Appointments 631
Processing of Application and Evaluation of Applicants 633

Issuance of certified copies of documents (walk-in) 635
Response to employment verification/queries (online) 636

Request for Authority to Fill/Hire (Administrative and REPS; with 637
plantilla item/UP contractual; Original)
Request for Renewal of Authority to Fill/Hire (Administrative and 639

REPS; with plantilla item/UP contractual)
Request for Additional Staff, Additional/Loan of Item 641
Request for Additional Assignment 643
Request for reassignment/transfer/detail/redeployment of staff 645
Request for interpretation/verification of policies for discussion 647
Processing of Request for Performance Rating Certification (MC 649

11/10 Eligibility)
Processing of Request for Performance Rating Certification (One- 650

time Incentive/Gawad Parangal/ Legal Purposes)
Processing of Request for certified photocopy of Performance 652
Rating
Processing of Appeals (for Mid-year Bonus and PEI) 653
Request for Authority to Travel (Abroad) - Official 655
Request for Certificate of Employment and Compensation 657
Processing of Certificate of Leave Credits 659
Request for Certificate of Training Participation 661
Request for Certificate of Return Service Obligation 662
Processing of Computer Loan 663
Processing of Enhanced Hospitalization Programme (Direct 665

Payment and Reimbursement)
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Processing of Enrolment Privilege for Employee Dependents 667
Processing of Housing Soft Loan application – HRDO Personnel 669

Clearance
Request for Processing of Leave Applications 670
Processing of Certification of Leave Without Pay 671
Request for Local Faculty Fellowship (for HRDO personnel 672

clearance)
Processing of Leave Credits Monetization (Regular and Special) 675
Request request for Non-Teaching Staff Fellowship (NTSF) 677
Processing of Certificate of Notice of Change of Name, Status, 679

Address/ Correction of Personal Information
Request for Participation and / or Attendance in Seminar / 681

Workshop / Conference, Training Courses and other staff
development programs and interventions, for In-House Training in
UP Diliman
Request for Participation and / or Attendance in Seminar / 683

development programs and interventions
Request for Reduced Fee
Request for Reduced Fee 686
Request for Research Dissemination Grant (for Personnel 691
Clearance)
Request for Sabbatical leave 693
Processing of Secondment 694
Process Request for Payment of Terminal Leave Benefit for 696

Resignation /End of Appointments/ Dropped from the Rolls
Process Request for Payment of Terminal Leave Benefit for 699

Retirement Gratuity (RA 1616) Benefit for Early/Optional
/Compulsory / Disability Retirement/ Deceased
Request for Processing of Leave Credits for Extended Faculty 704

Administrators with Extension Beyond Compulsory Retirement
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(BOR 1182nd meeting, 5/27/04 and OC Memo No. ERR-04-065,
6/1/04)
Request for Processing Expanded Service Recognition Pay 707

(eSRP) for Administrative Staff and Research, Extension, and
Professional Staff (REPS) (Compulsory / Optional / Early/
Disability Retirement / Deceased)
Request for Processing for Faculty Sick Leave Benefit (per BOR 711
1255th meeting, 5/27/2010)
Request for Endorsing Application of Separation/ Retirement 713

Claims and Benefits to Government Service Insurance System
Request for Issuance of Designation of Next of Kin 715
Process Request for Approval/Acceptance of Intent to 718

Retire/Resign/Transfer
Process Request for University Clearance 720
Processing of Service Record (SR) 723
Request for special detail with or without pay (Local/Abroad), For 723
Personnel Clearance
Request for study leave with or without pay, with return service 728
requirement, (Local/Abroad), for Personnel Clearance (Faculty
and REPS) and for HRDC Agenda (for Administrative Personnel
Processing of Authority to Travel (Abroad) – Personal, for 733
Personnel Clearance
Supply and Property Management Office (SPMO) 735

External Services
Sale of bidding documents for public auction 736
Processing of refund of bidder’s bond 736
Internal Services
Inspection, inventory and acceptance of unserviceable property 740
Acceptance of Waste Material 741
Issuance of List of Property Accountability 742
Processing of request for reusable materials and equipment 743
Conduct of Inspection of Common-Use Supplies, Equipment and 744
Services (for procurements above P15,000.00)
Conduct of Inspection of Highly Technical Equipment and Services 746
(for procurements above P15,000.00)
Conduct of Pre-Repair Inspection of Equipment (for repairs above 748
P50,000.00)
20
Issuance of Available Common-Use Supplies and Equipment 750
(CSE)
Issuance of Airline Ticket 751
Cancellation of Airline Ticket 752
Rebooking of Airline Ticket 755
Issuance of Certified Photocopy of Property Acknowledgment 757
Receipt (PAR) and Inventory Custodian Slip (ICS)
Request for Use of Facilities (Conference Room and Audio Visual 758
Equipment)
Utilities Management Team (UMT) / PABX Office 760
External Services
Load Survey Request 761
Request for Contractors consumption/billing 762
Installation of new local phone/VoIP 763
Repairing of no dial tone and grounded local phone/VoIP 764
Transferring of local phone/VoIP 765
Rerouting incoming calls and assisting caller’s inquiry 766
Distribution of local phone/VoIP’s billing, collection of check 767
payment and deposit to Cash Office
Internal Services
Installation of new local phone/VoIP 770
Repairing of no dial tone and grounded local phone/VoIP 771
Transferring of local phone/VoIP 772
Replacement of defective telephone set of local phone/VoIP 773
Requesting repair of direct line or other TELCOS 774
Rerouting incoming calls and assisting caller’s inquiry 774
Distribution of local phone/VoIP’s billing, collection of check 775
Office of the Vice Chancellor for Academic Affairs (OVCAA) 777

External Services
Student Requests: Cross Register / Enrolment 778
Student Requests: Readmission and extension of MRR Status, 779
request to credit CWTS and other courses from different colleges
and other special student request
Internal Services
Request on matters related to Teaching Associate/Fellows such as 781
applications, appeals and other request such as slots, certification,
policies and guideline
Requests related to curriculum matters 783
IAADS and QA Assessment related matters 784
Matters related to Faculty International Mobility 784
Processing of Non-Complicated appointment papers of faculty 785
General Education Center (GEC) 788
21
External Services
Request for crediting of GE course/s 789
Internal Services
Request for evaluation and endorsement of GE course proposal/s 792
Request for a copy of GE course syllabus 793
Request for simple data or report on GE matters 793
Request for complex data or report on GE matters 794
Request to use the OVCAA Curriculum Group Resource Center as 795
venue
Request to use GE materials 795
Interactive Learning Center Diliman (ILCD) 797
External Services
Helpdesk/Ticketing System - Opening a New Ticket 798
Helpdesk/Ticketing System Level I Ticket (Basic queries or support, 798
potentially doable in one seating)
Helpdesk/Ticketing System Level II Ticket (Intermediate concerns 799
requiring further investigation and testing on the LIVE
server/database)
Helpdesk/Ticketing System Level III (Intermediate and advanced 800
concerns requiring updates or bug fixes from available sources
and/or requiring a hardware reboot)
Management Systems/UVLe 800
Management Systems/Pages 801
Management Systems/Conference 802
Collaborative Platforms/Iskwiki/Iskomunidad 803
Information Services/Website and online learning resources 803
Training, Education & Development/Training on ILCD services or 804
use of education technologies
Training, Education & Development/One-on-one consultations on 805
edtech
Training, Education & Development/Internship or R&D 805
Multi Media Services / Video Recording 807
Multi Media Services / Streaming ONLY 810
Multi Media Services / Video Recording with Streaming 813
Multi Media Services / Video Conferencing (Polycom machine 817

Only)
Multi Media Services / Video Conferencing (Rental of equipment 819

Only)
Internal Services
Helpdesk/Ticketing System - Opening a New Ticket 824
22
Helpdesk/Ticketing System Level I Ticket (Basic queries or support, 824
potentially doable in one seating)
Helpdesk/Ticketing System Level II Ticket (Intermediate concerns 825
server/database)
Helpdesk/Ticketing System Level III (Intermediate and advanced 826
Management Systems/UVLe 827
Management Systems/Pages 828
Management Systems/Conference 828
Collaborative Platforms/Iskwiki/Iskomunidad 829
Information Services/Website and online learning resources 830
Training, Education & Development/Training on ILCD services or 830
Training, Education & Development/One-on-one consultations on 831
edtech
Training, Education & Development/Internship or R&D 832
Multi Media Services / Video Recording 833
Multi Media Services / Streaming ONLY 836
Multi Media Services / Video Recording with Streaming 839
Multi Media Services / Video Conferencing (Polycom machine 843
Only)
Multi Media Services / Video Conferencing (Rental of equipment 846
only)
Extension Projects / Web Hosting 848
Extension Projects / Web Development 850
Extension Projects / Customized Training 853
National Service Training Program (NSTP) 855
External Services
Processing of NSTP-related student appeals 856
Internal Services
Issuance of serial numbers 859
Processing of Budget Request 860
Processing of NSTP Coordinator/Support Staff Appointment 861
Office of Advancement of Teaching (OAT) 863
External Services
BPI-DOST Science Awards Nominations for the Deliberation of the 864
Committee and Endorsement of the University to the BPI
Foundation
Internal Services
23
The Many Faces of the Teacher Nominations for the endorsement 867
of the University to the Bato Balani Foundation
Request Permission to Hold Small Classes 869
Review and Validation of Overload 870
Overload Honoraria Vouchers 871
Waiver of the Rules/Appeals 872
Teach Outside UP 874
Waiver of 6-units Teaching load of Lecturers 875
Affiliate Faculty Appointment 876
Thesis Honoraria Voucher 877
Orientation for New UP Diliman Faculty (ONF) 879
Teaching Effectiveness Course (TEC) 879
Conduct the University Teaching (UT) (e.g. workshop request by 880
the Unit)
Processing and Review of API Voucher 881
Processing, Review and Endorsement of API Documents of 882
Approved projects
Selection of API Proposals for the Deliberation/ Recommendation 885
of the Committee to the Chancellor
Gawad Tsanselor sa Natataging Guro Nominations for the 887
Deliberation/Recommendation of the Committee to the Chancellor
UP Diliman Centennial Professorial Chairs and Faculty Grants 890
Nominations for the Deliberation/ Recommendation of the
Committee to the Chancellor and President
Student Evaluation of Teaching (SET)-related concerns 894
Study Leave with pay and without pay (SLWP/SLWOP) – Local 896
(Original/New Application)
(Original Application Middle of Study)
(Renewal of Application)
Local Faculty Fellowship (LFF) – Local (Original Application 903
Local Faculty Fellowship (LFF) – Local (Original application middle 906
of study)
Local Faculty Fellowship (LFF) – Local (Renewal of Application) 908
Local Faculty Fellowship (LFF) – Voucher 910
Thesis/Dissertation Research Contract 911
Study Load Credit (SLC) 3.5-units to 7-units 913
Reduced Fees (18-units below) 915
Faculty Local Activities (Special Detail/Local Detail/Travel) 916
Secondment Application and Contract 918
Memorandum of Agreement/Understanding and Contract of 920
Awards (MOA/MOU teaching related only)
Memorandum of Agreement/Understanding and Contract of 922
24
Metrobank Outstanding Filipinos Nominations for the endorsement 923
of the University to the Metrobank Foundation Inc
Office of Field Activities (OFA) 927
External Services
Processing of Memorandum of Agreement/Memorandum of 928
Understanding for Student Internship in the Philippines
Internal Services
Processing of Memorandum of Agreement/Memorandum of 934

Processing of Request Forms for Short-Term Academic Field 938
Activities (AFA Types 1A, 2A, and 2B) and Long-Term Academic
Field Activities (UPD AFA Type 1B)
Processing of Request Forms for On- and Off-Campus 939
Independent Academic Field Activities (UPD AFA Type 4)
Processing of Request Forms for International Academic Field 940
Activities
Conducting of Seminars and Workshops on Academic Field 941
Activities
Office of International Linkages Diliman (OILD) 943
External Services
Request for arrangements for exploratory meeting with UPD 942
units/offices
Application for International Student Exchange Program (ISEP) 945
International Student Exchange Program 947
Cross-enrollment for Outbound Exchange Students 948
Filing of application for Admission and Registration of Inbound 950

Exchange Students
Special Non-Immigrant (47a2) Visa Filing 952
Student Visa and Special Study Permit Processing 954
Internal Services
Request for Processing of Memorandum of Understanding (MOU) / 958
Memorandum of Agreement (MOA) between UP Diliman and
International Institution
Request for Study Leave/Special Detail for >30 Days (Abroad) 964
Request for funding under the UP System Faculty, REPS and 967
Admin Staff Development Program (UP FRASDP)
Request for Processing of Fellowship, Grants and Scholarships 970
Contracts (UP Funded and/or from different organizations e. g.
CHED, PCIEERD, etc.)
25
Office of University Register (OUR) 973
External Services
Appeal for Late Application for Graduation 974
Appeal for Late Cancellation of Enlisted Subjects 975
Appeal for Late Issuance of Admission Slip 975
Appeal for Late Payment of school fees 976

Appeal for Late Enrollment/Late Change of Matriculation 977
Appeal for Late Residence/Dropping/Leave of Absence 978
Application for Deferment for New Freshman 978
Application and Admission for non-regular students (non-degree, 979
cross-registrants from other UP units, cross-registrants from other
schools (local) and special student without credit
CROSS-REGISTRANT FROM UP UNITS (local) 981
CROSS-REGISTRANT FROM OTHER SCHOOLS/UNIVERSITIES 982
(local)
SPECIAL STUDENT WITHOUTCREDIT (local) 983
Appeal for Late Application for Graduation 984
Appeal for Late Cancellation of Enlisted Subjects 985
Appeal for Late Issuance of Admission Slip 985
Appeal for Late Payment of school fees 986
Appeal for Late Enrollment/Late Change of Matriculation 987
Appeal for Late Residence/Dropping/Leave of Absence 988
Application for Deferment for New Freshman 989
schools (local) and special student without credit: Non-Degree
(Under OUR)
schools (local) and special student without credit: Cross-Registrant
from UP Units (local)
schools (local) and special student without credit: Cross-Registrant
from other Schools/Universities (Local)
schools (local) and special student without credit: Special Student
Without Credit (local)
Application for Reenrollment from Leave of Absence (LOA) 995
Application for Second Degree/Transfer from other schools 995
/universities
Application of foreign transferees and Automatic Admission of 997
foreign freshmen
26
Assessment and Printing of Dropping Slip (UP Form 26) of non- 998
regular students
Assessment and Printing of Change of Matriculation (UP Form 999
26A) of students with scholarships, privileges, and non- regular
students
Assessment and Printing of UP Form 5 of students with 1000
scholarships, privileges, and non- regular students
Assessment of Matriculation Fees & Printing of UP Form 5, Change 1001
of Matriculation (UP Form 26A) and Dropping Slip (UP Form 26) of
students under OSSD
Authentication / Verification of Transcript of Records (TOR) 1002
Clearing of Accountability 1004
Clearing of ineligibility (entrance credentials) 1005
Issuance of Acceptance Letter for foreign students 1005
Issuance of Certificate of Completion 1006
Issuance of Certificate of Course Description (CD) 1008
Issuance of Certificate of Currently Enrolled 1010
Issuance of Certificate of English as Medium of Instruction (EMI) 1011
Issuance of Certificate of Enrolment History 1012
Issuance of Certificate of Grade Equivalency 1014
Issuance of Certificate of Graduation (COG) 1014
Issuance of Certificate of Special Order (SO) Exemption 1016
Issuance of Certificate of Units Earned 1017
Issuance of Certificate of Weighted Average Grade 1019
Issuance of Certification of Breakdown of Matriculation 1020
Issuance of Certification, Authentication, Verification (CAV) 1021
Issuance of Certified copy of Entrance Credentials/Change of 1023
Matriculation Form/ Form- 5, Birth Certificate for College Copy
Issuance of Certified Text of the Diploma 1024
Issuance of Certified True Copy of Certificate of Graduate (COG) 1025
Issuance of Certified True Copy of Course Descriptions (CD) 1027
Issuance of Certified True Copy of Diploma Translation (DT) 1029
Issuance of Certified True Copy of High School Card/ Form-137 1030
Issuance of Certified True Copy of UP Form 5 for students under 1032
OSSD
Issuance of Civil Service Exemption Certificate 1033
Issuance of Diploma Authentication 1034
Issuance of Certificate of Diploma Translation (DT) 1035
Issuance of Honorable Dismissal 1037
Issuance of List of Honor Graduates to Civil Service Commission 1038
(CSC)
Issuance of No Objection Letter (NOL) 1039
Issuance of Request Letter of Official Transcript of Records/ Form 1041
137 to universities/school
Issuance of Scholastic Verification/Special Request 1042
Issuance of Student with Special Needs (SWAS) ID 1044
27
Issuance of True copy of Grades (TCG) for Cross-registrants and 1045
Non-degree students
Issuance of University Admission Slip: NEW GRADUATE 1046
STUDENT (PHD/ MASTERAL/ DIPLOMA/ NON-DEGREE –
GRADUATE STUDENTS) and NEW JURIS DOCTOR
Issuance of University Admission Slip: NEW FRESHMEN AND 1047
NEW TRANSFER FROM OTHER SCHOOLS AND UNIVERSITIES
Issuance of University Admission Slip: READMISSION FROM 1049
ABSENCE WITHOUT LEAVE (AWOL)
Issuance of University Admission Slip: SHIFTEES WITHIN 1050

COLLEGE (S1) AND SHIFTEES WITHIN DILIMAN (S2)
Issuance of University Admission Slip: TRANSFEREES FROM 1052
OTHER UP UNITS (BACHELOR PROGRAMS) - T1
Issuance of University Admission Slip: TRANSFEREES FROM 1053
OTHER SCHOOLS /UNIVERSITIES AND SECOND DEGREE
(BACHELOR PROGRAMS) - T2
Issuance of University Admission Slip: FOREIGN 1055
FRESHMEN/TRANSFEREES/GRADUATE STUDENTS, VAAS
PROGRAM, STUDENTS WITH SPECIAL NEEDS
Issuance of UP Photo ID: 1056
A. Officially enrolled students
(UPD,UPDEPP,UPDEPO)
Regular
Non-degree
Cross-registrants (foreign)
Foreign
Issuance of UP Photo ID: UP Integrated School Students 1057
Processing of Change of Name 1058
Processing of Request for Monoblock Chair Rental 1060
Processing of Transcript of Records: First Time TOR Module – 1061
Student No. 2004 to present
Processing of Transcript of Records: First Time Manual/Freeform 1063
TOR – student no. 2003 and below
Processing of Transcript of Records: Updating of TOR Module / 1066
Recopy – Student No. 2004 to present
Processing of Transcript of Records: Updating of Manual/Freeform 1068
TOR – student no. 2003 and below
Processing of Transcript of Records: Re-encode old typewritten 1071
TOR to Freeform
Processing of Transcript of Records: Old TOR transfer to New 1073
Template
Processing of Tuition Refund Disbursement Voucher (DV) 1076
Processing of Student University Clearance 1078
Provides Simple Statistical Data 1080
Provides Complex Statistical Data 1081
28
Provides Highly Technical Statistical Data 1082
Provides CRS HelpDesk 1082
Issuance of UAAP Eligibility 1083
Internal Services
Faculty Account Activation 1086
Issuance of True Copy of Grades (TCG) for Foreign Exchange 1086
Students and K-12 CHED Scholars
Faculty Account Activation 1087
Issuance of True Copy of Grades (TCG) for Foreign Exchange 1088
Issuance of UP Photo ID 1088
Provide Simple Statistical Data 1090
Provide Complex Statistical Data 1091
Issuance of UAAP Eligibility 1093
Issuance of UP Photo ID 1094
Provide Simple Statistical Data 1096
Provide Complex Statistical Data 1097
University Library (UL) 1100
External Services
Checking-In (Returning) of Library Books 1101
Checking-Out (Borrowing) of Library Books 1102
Document Delivery 1103
ID Countersigning and Validation 1105
Inter-Library Loan (ILL) 1106
Issuance of Temporary Library Card (UPL Form No. 161a) 1107
Payment of Fines 1108
Payment for Lost Book/s 1109
Registration for Library Access (UPL Form No. 144a) 1110
Renewing books borrowed / checked-out 1112
Request for Extended Reading 1113
Request for Index to Philippine Periodicals on Print 1115
Request for Library Accommodations 1115
Request for Microfilm Conversion 1118
Request for Paging of Library Resources in Closed-Shelves 1119
System for Room-Use
System for Room-Use and UP Users Only
29
Request for Photocopy of Books and Other Library Resources 1121
Request for Reference/Information, Bibliographic, and Research 1123
Support Services
Request for Remote Access Account and Access to College-based 1124
Subscription
Request for Self-Service Printing 1124
Request for Self-Service Scanning 1125
Request for Use of Discussion Rooms 1127
Request for Use of Library Spaces and Equipment for Events / 1127
Activities
Request for Use of PCs and Electricity for Personal Equipment 1130
Returning Library Resources in Closed – Shelves System 1131
Borrowing of Other Library Resources 1132
Request for Access to Restricted Theses & Dissertation 1133
Request for Turnitin Account and Request for Similarity Index 1136
Report
Internal Services
Borrowing of Artworks 1140
Checking-In (Returning) of Library Books 1140
Checking-Out (Borrowing) of Library Books 1141
Document Delivery 1143
Inter-Library Loan (ILL) 1144
Payment of Fines 1146
Payment for Lost Book/s 1147
Renewing books borrowed / checked-out 1148
Request for Extended Reading 1150
Request for Index to Philippine Periodicals on Print 1151
Request for Library Orientation or Instruction 1153
Request for Microfilm Conversion 1154
System for Room-Use
Request for Photocopy of Books and Other Library Resources 1158
Request for Reference/Information, Bibliographic, and Research 1159
Support Services
Request for Remote Access Account and Access to College-based 1160
Subscription
Request for Self-Service Printing 1161
Request for Self-Service Scanning 1162
Request for Use of Discussion Rooms 1164
Request for Use of Library Spaces and Equipment for Events / 1164
Activities
30
Request for Use of PCs and Electricity for Personal Equipment 1168
Request for Viewing of Audiovisual Materials 1169
Returning Library Resources in Closed – Shelves System 1169
Borrowing of Other Library Resources 1170
Request for Access to Restricted Theses & Dissertations 1171
Request for Turnitin Account and Request for Similarity Index 1174
Report
Office of the Vice Chancellor for Community Affairs 1177

(OVCCA)
External Services
Process UP Vehicle Sticker Applications for Students 1178
Process UP Vehicle Sticker Applications for Alumni 1181
Process UP Vehicle Sticker Applications for University- 1184
recognized business concessionaires
Process UP Vehicle Sticker Applications for Non-UP Offices 1187

within Cam-pus
Process UP Vehicle Pass Applications for School Service 1190
Providers
Process UP Vehicle Pass Applications for Contractors 1193
Processing of Requests to post tarpaulins for Student 1196
Organizations
Process Requests to post tarpaulins for Alumni Associations or 1199
organized groups of Alumni
Process Requests to post posters on Bulletin Boards for Alumni 1202
and Non-UP Entities
Processing of Requests for Use of Grounds: Events and Fun 1204
Runs (UP Students)
Runs (UP Alumni)
Runs (Other Government Offices)
Processing of Requests for Use of Grounds: 1220

Photography/Pictorials/Video Shoots (UP Students and Alumni)

Photography/Pictorials (Non-UP Users)
31
Processing of Requests for Use of Grounds: Film Shooting for 1225
Motion Picture/Television (Non-UP Users: Commercial use)
Processing of Request for Entry of Vehicles (Students, Alumni, 1229
Non-UP users)
Internal Services
Process UP Vehicle Sticker Applications for University Officials, 1232
Faculty, REPS and Staff
Process UP Gate Pass Application for Faculty, REPS and Staff 1235
Process Requests to post tarpaulins for UP units and/or offices 1237
and UP-accredited organizations
Process Requests to post posters on Bulletin Boards for UP 1239
offices/units and Employees
Runs (UP Units: Faculty, REPS, Staff and UP-accredited
employees’ organizations)
Photography/Pictorials/Video Shoots (Faculty, REPS and Staff)
Processing of Request for Entry of Vehicles (UP Academic and 1249
Non-academic Units, Faculty, REPS and Staff)
Processing of Off-Campus Housing Soft Loan Applications (for 1250
UP Employees only)
Campus Maintenance Office (CMO) 1257
External Services
Attend to Request for Repair and Maintenance of Buildings, 1258
Dormitories, Housing Units and Grounds of Students and
University-accredited Organizations/Associations
Attend to Request for Hauling Services of UP Academic and 1259
Non-Academic Units
Attend to Request for the Inspection of Academic and Non- 1260
Academic Buildings, Housing Units, Dormitories and Grounds of
Students and Non-UP Units
Attend to Request for Posting of Tarpaulins for Students and 1262
Attend to Emergency Response Request (Quick Response 1263
Team) of Stu-dents and University-accredited
Organizations/Associations
32
Attend to Request for Assistance for Physical Arrangement and 1264
Plant Decorations of Students and University-accredited
Organizations/ Associations
Attend to Request for Grass Cutting and Pruning Activities of 1265
Students and University-accredited Organizations/Associations
Provide Rental of Sound System, Generator Set, Tent, 1267
Payloader, Tents, Tables, Chairs and Barricades to Students
and University-accredited Organizations/Associations
Internal Services
Attend to Request for Repair of Service Vehicles and Other 1271
Mechanical Equipment for UP Academic and Non-Academic
Units
Attend to Request for Repair and Maintenance of Buildings, 1272
Dormitories, Housing Units and Grounds of Academic and Non-
Academic Units
Attend to Request for Hauling Services of Students and 1273
Attend to Request for Repair/Fabrication of Cabinets, Tables and 1274
Other Office Furniture
Attend to Request for the Inspection of Academic and Non- 1276
UP Academic and Non-Academic Units
Attend to Request for Posting of Tarpaulins of UP Academic and 1278
Non-Academic Units
Attend to Emergency Response Request (Quick Response 1279
Team) of UP Academic and Non-Academic Units
Attend to Request for Assistance for Physical Arrangement and 1280
Plant Decorations of UP Academic and Non-Academic Units
Attend to Request for Grass Cutting and Pruning Activities of UP 1281
Academic and Non-Academic Units
Provide Rental of Sound System, Generator Set, Tent, 1283
Payloader, Tents, Tables, Chairs and Barricades to UP
Diliman Environmental Management Office (DEMO) 1286
External Services
Process Request for Training/Seminar of Students, Alumni and 1287
Non-UP Units
Purchase of Products for Students, Alumni and Non-UP Units 1289
33
Process Request to Reserve Products for Students, Alumni and 1290
Non-UP Units
Internal Services
Process Request for Training/Seminar of UP Academic and 1294

Non-Academic Units
Offer Products for UP Faculty, REPS and Staff 1296
Process Request to Reserve Products for UP Faculty, REPS 1297
and Staff
Diliman Housing Office (DHO) 1300

Internal Services
Process Application for Award of Lease of Housing Unit for UP 1301
Employees
Process the Awarding of Lease of a Housing Unit for UP 1304
Employees
Issue Permit to Repair to UP Housing Unit Lessees 1310
Process and Endorse Request for Reimbursement through 1313
House Rental Credits of UP Housing Lessees
Process Request for Refund of Posted Housing Bonds and 1316
Overpayment
Signing of University Clearance of Retiring UP Employees with 1319
Leased Housing Units
Signing of University Clearance of Retiring UP Employees 1323
without Leased Housing Units
Office of Community Relations (OCR) 1326
External Services
Issuance of Permit to Repair for Self-Built Units and Informal 1327
Structures owned by Non-UP Employees
Issuance of UP Certification for water and electricity line 1331
connection of Self-Built Units (SBUs) and Informal Structures
(IS) owned by Non-UP Employees
Internal Services
Issuance of Permit to Repair for Self-Built Units and Informal 1336
Structures owned by UP Employees
Issuance of UP Certification for water and electricity line 1340
connection of Self-Built Units (SBUs) and Informal Structures
(IS) owned by UP Employees
34
Signing of Clearance for Retiring UP Employees with No Self- 1343
Built Unit/s (SBUs) or Informal Structure/s (IS)
Signing of Clearance for Retiring UP Employees with Self-Built 1344

Unit/s (SBUs) or Informal Structure/s (IS)

Unit/s (SBUs) or Informal Structure/s (IS) and Livestock
Unit/s (SBUs) or Informal Structure/s (IS) and Recorded
Violation/s of the University’s Policies SBUs and IS
Unit/s (SBUs) and Informal Structure/s (IS) recorded under their
names but do not reside at the same
Public Safety and Security Office (PSSO) 1355

External Services
Attend to Request for Security Assistance of Students, Alumni, 1356
University-accredited Organizations/Associations and Residents
within the UP Diliman Campus
Attend to Request for Data and Information for Research 1357
Purposes of Students and Non-UP Units
Attend to Request for Safety and Security Orientation and 1360
Training for Students, University-accredited Business
Concessionaires and Barangay Councils
Training for Students, University-accredited Business
Concessionaires and Barangay Councils
Attend to Request for Security Assessments of Students and 1364
University-recognized Business Concessionaires
Attend to Requests for Investigations of Students and University- 1366

recognized Business Concessionaires
Attend to Requests for Issuance of Police Reports of Students 1368

and Non-UP Units
Internal Services
Attend to Request for Security Assistance of Academic and Non- 1371
academic Units
Attend to Request for Data and Information for Research 1372
Purposes of UP Academic and Non-academic Units
35
Training for UP Academic and Non-Academic Units
Attend to Request for Security Assessments of UP Academic 1376
and Non-academic Units
Attend to Requests for Investigations of UP Academic and Non- 1379
Academic Units
Attend to Requests for Issuance of Police Reports of UP 1380
Traffic Management Office (TMO) 1383
External Services
Perform Annual Inspection of Public Utility Jeepneys (PUJs) 1384
Processing of applications for Public Utility Jeepney (PUJ) 1387
Driver’s Identification Card
Attend to Request for Traffic Assistance: Student Organizations 1391
Internal Services
Attend to Request for Traffic Assistance: Academic and Non- 1394
Academic Units
University Health Service (UHS) 1398

External Services
Outpatient Medical Consultation 1399
Annual Physical Examination (A.P.E.) 1402

Emergency Medical Consultation 1406
Specialty medical consultation 1408
X-ray Services 1410
Request for Duplicate (X-Ray) 1413
Ultrasound Services 1413
Ambulance Services 1416
Standby Ambulance Service 1417
Ambulatory Surgery 1419
Pharmaceutical Services 1420
Dental Services 1421
Laboratory Diagnostic Examinations 1423
Drug Testing Laboratory Services 1427
36
Electrocardiographic (ECG) Services 1429
Immunizations under the National Program of Immunization 1431
Issuance of Health Certificate to Food Handlers 1432
Health Lectures, Site Inspection, Investigation of Disease 1434
Outbreaks
Occupational, Physical and Speech Therapy Services 1436
Wellness Lectures 1437
Nutrition Counseling 1438

Internal Services
Outpatient Medical Consultation 1441
Annual Physical Examination (A.P.E.) 1443
Psychiatric Consultation/ Psychiatric Clearance 1446
Emergency Medical Consultation 1447

Specialty medical consultation 1449
X-ray Services 14501
Request for Duplicate (X-Ray) 1453
Ultrasound Services 1454
Ambulance Services 1456
Standby ambulance service 1457
Electrocardiographic (ECG) Services 1459
Ambulatory Surgery 1460

Pharmaceutical Services 1462
Dental Services 1463
Laboratory Diagnostic Examinations 1465

Drug Testing Laboratory Services 1469
Immunizations under the National Program of Immunization 1471
Issuance of Health Certificate to Food Handlers 1473

Health Lectures, Site Inspection, Investigation of Disease 1475
Outbreaks
Request for Occupational, Physical and Speech Therapy Service 1476
Request for Wellness Lecture 1477
Nutrition Counseling 1478
37
Office of the Vice Chancellor for Planning and Development 1480
(OVCPD)
External Services
Issuance of Vending Permits and Identification Cards for Vendors 1481
Process Request for Lease and/or Renewal of Lease 1483

Process Request for Reservation at Bonsai Garden Function Halls 1487
Process Request for Clearance for Construction 1489
Process Request for Clearance of Concessionaires/Locators who have 1490

Terminated the Lease Contract with the University
Process Request for Certification of Tenancy 1492
Process Request of Students from Various Universities for Research 1494

Data, Interview, Architectural, Structural and Master Development
Plans
Internal Services
Process Request of Various Academic Units for Food Concessions 1497

inside the Unit
Process Request from Various Units/Departments (Academic and Non- 1499
Academic Units) on Minor and Major Office/ Building Repairs and
Renovations and/or Constructions
Balay Internasyonal (Balay) 1501
External Services
Process Request for Reservation of Balay Kalinaw Function Rooms (for 1502
UP Faculty, Staff, Student and other Government Agencies)
Process Request for Reservation of Balay Kalinaw Function Rooms 1505

(Private groups and individuals)
Process Request for Reservation of Kapit-Balay Serviced Apartments 1508
Internal Services
Process Request for Reservation of Balay Kalinaw Function Rooms (All 1512
UP Offices/ Units)
38
Process Request for Reservation of Kapit-Balay Serviced Apartments 1514
(Official University Guests)
Office of the Campus Architect (OCA) 1518

External Services
Conduct of Constructor’s Performance Evaluation System (CPES) 1519
Evaluation for various UP Projects
Issuance of plans, drawings, and maps of UP Diliman 1520

Internal Services
Provide Architectural and Engineering Design Services 1523
Provide Structural Assessment, Investigation, and Evaluation of 1527
Buildings
Office of the Vice Chancellor for Research and Development 1529

External Services
Issuance of Notification of Ad Interim Appointment for Visiting 1530
Research Fellows
Internal Services
Endorsement to the Diliman Legal Office of Agreement for 1533
Externally-funded Research/Creative Work Project
Endorsement of Proposal for Research/Creative Work Project to 1534
Office of the Chancellor
UP Center for Ethnomusicology 1537
External Services
Online access to iLib and UPCE Collections Portal 1538
UPCE Registration 1539
UPCE Tour 1542
Library materials for room use or for presentation within the UP 1544
College of Music
Library materials for extended use 1546
Reproduction of Library materials 1547
Reference and bibliographic services 1549
Library spaces and facilities for regular use 1551
Library spaces and facilities for use beyond service hours 1552
Instruments for room study 1554
Instruments for playing and/or demonstration 1556
Instruments and artefacts for use within the UP College of Music 1558
Instruments and artefacts for extended use 1561
Request for online access to archival fieldnotes, photographs 1563
and audio
Request for print reproduction of archival photographs for fair 1566
use
39
Request for print reproduction of archival photographs (beyond 1568
fair use)
Request for digital reproduction of photographs 1571
Request for reproduction of unpublished field and non-field audio 1573
recordings
Request for reproduction and use of unpublished score for study 1578
Request for reproduction and use of unpublished score for 1581
performance
Request for selected pages from unpublished score for 1585
publication
Digitization of analog non-commercial audio recordings 1587
Request for digitization of analog commercial audio recordings 1592
Request for digitization of analog non-commercial video 1596
recordings
Request for digitization of commercial video recordings 1601
Internal Services
Online access to iLib and UPCE Collections Portal 1606
UPCE Registration 1607
UPCE Tour 1608
Library materials for room use or for presentation within the UP 1610
College of Music
Library materials for extended use 1611
Reproduction of Library materials 1612
Reference and bibliographic services 1613
Library spaces and facilities for regular use 1614
Library spaces and facilities for use beyond service hours 1615
Instruments for room study 1616
Instruments for playing and/or demonstration 1618
Instruments and artefacts for use within the UP College of Music 1619
Instruments and artefacts for extended use 1621
Request for access to archival fieldnotes, photographs, and 1624
audio inside the UPCE Library
Request for online access to archival fieldnotes, photographs 1626
and audio
Request for print reproduction of archival photographs for fair 1628
use
Request for print reproduction of archival photographs (beyond 1630
fair use)
Request for digital reproduction of photographs 1632
Request for reproduction of unpublished field and non-field audio 1634
recordings
Request for reproduction and use of unpublished score for study 1636
Request for reproduction and use of unpublished score for 1639
performance
Request for selected pages from unpublished score for 1642
publication
40
Digitization of analog non-commercial audio recordings 1644
Request for digitization of analog commercial audio recordings 1646
Request for digitization of analog non-commercial video 1649
recordings
Request for digitization of commercial video recordings 1651
Request for access to archival fieldnotes, photographs, and 1654
Institute for Small-Scale Industries 1656
External Services
Acceptance of Requests for Appointments/Meetings 1657
Acceptance of Requests for Proposals 1658
Acceptance of Requests for UP ISSI Resource Persons and UP 1658
ISSI Institutional Representatives
Room Rental Request for Training / Meetings (For New 1659
Customers)
Room Rental Request for Training / Meetings (For Existing 1663
Customers)
Provide Advisory Services 1666
Provide Developmental Projects 1667
Provide Enterprise Incubation Service 1669
Issuance of Certification 1672
Organizing a Forum/Symposium/Conference/Colloquium 1673
Preparation of Policy Paper/Monograph/Research 1676
Studies/Training Modules
Borrowing/Charging Out Library Books 1678
Reference/Information and Bibliographic Services 1679
Registration of Non-UP Users to Access and Use Library 1680
resources
Registration of UP Users to Access and Use Library resources 1681
Returning/Checking-in of Library Books 1682
Conduct of a Special Training Program 1683
Issuance of Certification 1685
Processing Enrollment to a Regular Training Program 1686
Processing of Enrollment to a Regular Training Program 1688
Internal Services
Acceptance of Requests for Appointments/Meetings 1691
Acceptance of Requests for UP ISSI Resource Persons and UP 1692
Car Request from UP Diliman Units/Offices 1693
Room Rental Request for Training / Meetings (UP Diliman Units) 1697
Borrowing/Charging Out Library Books 1700
Reference/Information and Bibliographic Services 1701
Registration of UP Users to Access and Use Library resources 1702
Returning/Checking-in of Library Books 1703
Processing of Enrollment to a Regular Training Program 1704
Office of Extension Coordination 1706
41
Internal Services
Processing of Extension Service-related Agreement 1701
Processing of Faculty Extension Load Credit (ELC) Application 1710
Processing of Extension Grant proposals 1712
Processing of Extension Grant-related requests 1715
Research Dissemination Office 1717
External Services
OVCRD Journal Sales (Walk-in) 1718
OVCRD Journal Sales (Subscription) 1719
OVCRD Journal Submission 1720
Endorsement of Application for International Publication Award 1722
(Journal)
(Book Chapter)
Request for Certification 1725
Internal Services
Application for Office of the Vice Chancellor for Research and 1728
Development-UP Diliman Research Dissemination Grant (RDG)
Application for Office of the Chancellor- UP Diliman Research 1729
Dissemination Grant (RDG)
Application for Office of the Vice Chancellor for Research and 1730
for Conference Hosting
Endorsement of request for financial assistance for attendance 1732
to conferences, trainings, workshops, etc. through the REPS
Development Fund (RDF)
Endorsement of request for financial assistance for Research 1734
Dissemination Grant through the REPS Development Fund
Endorsement of request for financial assistance for Unit-initiated 1736
Training through the REPS Development Fund
Endorsement of request for financial assistance for UPD- 1738
Organized conferences/trainings/workshops, etc. through the
REPS Development Fund
Endorsement of UP System Research and Dissemination Grant 1740
(RDG) for Faculty and REPS
OVCRD Journal Sales (Walk-in) 1741
(Journal)
(Book Chapter)
UP Diliman Journals Online (UPDJOL) Hosting 1746
UP Diliman Journals Online Uploading/Tutorial Request 1747
OVCRD Journal Submission 1748
Request for Certification 1750
Research Management Office (RMO) 1751
External Services
42
Clearance from the Office of the Vice Chancellor for Research 1752
and Development (OVCRD) in compliance with the University
Clearance for former faculty members and Research, Extension
and Professional Staff (REPS)
Organizing available data on research-/creative work-related 1753
activities in the University of the Philippines Diliman (UP Diliman)
Issuance of Certificate for Technical Reviewer 1754
Certification of document by the Grants Management Office 1755
(GMO) in connection with the Commission on Higher Education
(CHED) K to 12 Scholarship
Endorsement of request in connection with the Commission on 1757
Higher Education (CHED) K to 12 Scholarship Program
Internal Services
Processing of Office of the Vice Chancellor for Research and 1780
Development-Research Management Office (OVCRD-RMO)
Research and Creative Work Grant proposals
Processing of Office of the Vice Chancellor for Research and 1766
Research and Creative Work Grant-related request (e.g., line-
item budget (LIB) realignment, grant extension, change in
project leadership, etc.)
Endorsement of Enhanced Creative Work and Research Grant 1768
(ECWRG) proposals to Office of the Vice President for
Academic Affairs (OVPAA)
Processing of Application for Research Load Credit/Creative 1771
Work Load Credit (RLC/CWLC)
Endorsement of College in-house/System research/creative 1774
work grant contract to the Office of the Chancellor (OC
Clearance from the Office of the Vice Chancellor for Research 1777
Clearance for faculty members and Research, Extension and
Professional Staff (REPS)
Organizing available data on research-/creative work-related 1779
Issuance of Certificate for Technical Reviewer 1780
Technology Transfer and Business Development Office 1782
Diliman (TTBDO Diliman)
External Services
Assistance in Filing Copyright Application 1783
Issuance of Certified True Copy of Certificate of Copyright 1788
Registration and Deposit
Assistance in Filing Trademark Application 1789
Issuance of Certified True Copy of Trademark Certificate of 1795
Registration
Assistance on Utility Model (UM) / Industrial Design (ID) / Patent 1797
Registration of UP-owned Inventions
43
Request for UP Trademark Semi-Commercial Licensing for UP 1802
units
Request for Assistance in UP Trademark Commercial Licensing 1805
Request for Review of Memorandum of Agreement (MOA) 1809
Request for IP and/or Technology Transfer Seminar/Training 1810
Internal Services
Assistance in Filing Copyright Application 1819
Issuance of Certified True Copy of Certificate of Copyright 1823
Assistance in Filing Trademark Application 1824
Issuance of Certified True Copy of Trademark Certificate of 1830
Registration
Assistance on Utility Model (UM) / Industrial Design (ID) / Patent 1831
Issuance of Certified True Copy (CTC) of Utility Model (UM) / 1837
Industrial Design (ID) / Patent Certificate of Registration
Request for Assistance in Licensing of UP-owned Intellectual 1839
Property Rights (IPRs)
Request for UP Trademark Semi-Commercial Licensing for UP 1845
units
Office of the Vice Chancellor for Student Affairs (OVCSA) 1854

External Services
Review Educational Development Fee Form of foreign students 1855
Review: Various letters from students 1856

Internal Services
Reviews Vouchers of Student and Graduate Assistants 1859
Review various vouchers from units 1860
Review: Various letters from OVCSA units 1861
Diliman Learning Resource Center (DLRC) 1863
External Services
Borrowing of sample exams 1864
Reading of books and modules 1864
44
Computer Rental 1865
Document Printing 1865
Scanning1865 1866
CD Burning 1867
Request for tutorial 1867
DOST-Core Group (DOST) 1869
External Services
Request of Stipend 1870
Internal Services
Request for Academic Performance of UP DOST Scholars 1873
Office of Counseling and Guidance (OCG) 1874
External Services
Counseling 1875
Psychological Assessment and Evaluation 1876
Referral Service 1877
Seminars and Workshops, Career Orientation 1878
Assistance on Personnel Assessment and Evaluation 1879
Assessment
Parent Conference 1880
Career Exploration and Job Search Assistance 1881
Processing of Participation in University Job Fair (For 1882
Companies)
Internal Services
Counseling 1885
Psychological Assessment and Evaluation 1886
Referral Service 1887
Seminars and Workshops, Career Orientation 1888
Assistance on Personnel Assessment and Evaluation 1889
Assessment
Training Assistance 1890
Office of Student Ethics (OSE) 1882
External Services
45
Issuance of OSE Clearance 1893
Signing of waiver of pre-requisite, university clearance, property 1895

clearance & certificate of candidacy
Issuance of Certified True Copy of OSE Clearance 1897
Issuance of Certified True Copy of Case Documents 1898
Receipt of Complaints Against Students 1900
2. Determination of Jurisdiction and Probable Cause 1901
Conduct of Alternative Dispute Resolution 1903
Issuance of Summons 1905
Conduct of Preliminary Meeting/Hearing 1907
Preparation of Preliminary Meeting Report, Hearing Report and 1909
Final Committee Report
Issuance of OSE Decision and Finality 1912
Consultation regarding the provisions on the Code of Student 1914
Conduct
Request for Orientation on the Code of Student Conduct 1915
Internal Services
Receipt of complaints against students 1918
Consultation regarding the provision on the Code of Student Conduct 1919
Request for orientation on the Code of Student Conduct 1920
Office of Scholarship and Grants (OSG) 1921
External Services
Processing of Donation for Scholarships 1922
Processing of Donation for Adopt-a-Student Program 1926
Processing of Appointment for Student/Graduate Assistantships 1928
Processing of Application for Scholarship 1930

Processing of Application for Student Loan 1932
Processing of Claims for Medical Reimbursement (Under 1936
Student Contingencies Program)
Processing of Benefits for Scholarships 1938

Processing of Benefits for Full Discount Plus Stipend (FDS) 1940
46
Processing of Benefits for Adopt-a-Student Program 1942
Issuance of Certification (Scholarships, ST Bracket, No ST 1944
Bracket, and for SAGA Employment)
Issuance of Letter of Instruction for Landbank Enrollment for 1945
New Account
Issuance of Statement of Account for Student Loan 1946
Issuance of Scholarship Application 1947
Tagging of Scholarship Assignment for Scholarships 1949
Tagging and Untagging of Scholarship Assignment for 1950
Socialized Tuition (ST) Bracket
Signing of Clearances for UP Diliman (Student, Faculty and 1951
Non-Teaching Staff
Internal Services
Processing of Donation for Scholarships 1953
Processing of Donation for Adopt-a-Student Program 1957
Signing of Clearances for UP Diliman (Student, Faculty and 1960
Non-Teaching Staff)
Office of Student Housing (OSH) 1961
External Services
Attends to inquiry letters 1962
Processing of Online Dorm Application 1963
Submission of appeal letter for disapproved / late applicants 1964
Processing of Approved Dorm Application and Checking-in 1965
(dorm assignment)
Issuance of billing form / record 1967
Checking out of the residents 1968
Online tagging and untagging of residents during enrollment 1969
period
Submission of appeal / request letter to waive dorm fee, change 1970
of dorm
assignment and dorm complaints
Internal Services
Attends to inquiry letters (UP Units) 1973
47
Office of Student Projects and Activities (OSPA) 1974
External Services
Request of Student Organization for University Grounds 1975
Request of Student Organization for Police Assistance 1976
Request of Student Organization for Posting of Posters 1977
Request of Student Organization for Tarpaulin Posting 1978
Request of Student Organization for using UP Trademarks 1979
Request of Student Organization for use of College Venue 1980
Request of Student Organization for Vehicle Entry 1981
Request of Student Organization for Dry-Goods Sale / Brand 1982
Sale
University Food Service (UFS) 1983
External Services
Provision of meals for student-athletes 1984
Preparation of payment for suppliers/dealers 1984
Preparation of billing 1985
Issuance of Official Receipt 1986
Practical training for students 1986
Internal Services 1989
Provision of catering services i.e. sit-down and big volume 1989
orders
Provision of meals/snacks for walk-in customers 1994
Preparation of billing 2002
All Academic Units / Colleges 2003

External Services
Request for Certifications / Documents 2004
a. Diploma
b. Candidacy for Graduation
c. Candidacy for Graduation with General Weighted
Average (GWA)/
Course Weighted Average (CWA)
d. Credited Subjects
e. Course Weighted Average (CWA)
f. Course Weighted Average (CWA with rank)
48
g. Eligible for Readmission
h. Enrolled in Residency
i. Enrollment
j. Good Standing
k. Graduate courses not credited for undergraduate
l. General Weighted Average (GWA)
m. General Weighted Average (GWA with Percentage)
n. General Weighted Average (GWA with Rank)
o. No Pending Case / Good Moral Character
p. Non-Contract
q. Remaining Units
r. Scholastic Standing
s. Units Earned
Request for Diploma 2005

Changing/Tagging of Status Non-Major/Non-Degree 2006
Issuance of Permit for Grade Completion / Removal 2007
Examination
Process Application for Admission: Shifting and Transfer 2008
Process Application for Admission of New Graduate Students 2012
Process Application for Admission: International Graduate 2013
Students
Requests and Invitations addressed to the Dean (meetings, 2015
interviews, partnerships)
Request for Recommendation/ Endorsement Letter 2017
Request for Permit to Overload / Underload 2018
Request for Substitution of Courses 2019
Request for Permission to Cross-Register to Another UP Unit 2020
Request for Return from Absent Without Leave (AWOL) 2022
Request for Return from Leave of Absence (LOA) 2024
Request for Validation of Courses 2017
Endorsement Letter for Exchange Program or Study Abroad 2028
Endorsement for Deferment of Enrollment 2029
Endorsement for Appeal Late Registration and Payment 2030
Endorsement for Appeal for Late Application for Dropping or 2032
Change Matriculation
Endorsement for Appeal for Late Application for Leave of 2033
Absence (LOA)
Process Dropping or Change Matriculation 2024
Process Application for Leave of Absence (LOA) 2025
Process Permit to Transfer for Shifting Out 2026
Reservation Request (Room, Equipment, etc.) 2038
Issuance of Certificate of True Copy of Grades (TCG) 2040

Internal Services
Reservation Request (Room, Equipment, etc.) 2042
49
Arts and Letter Cluster
College of Arts and Letters (CAL) 2044
External Services
Application for Password Reset 2045
Akdang Buhay 2046
Amelia Lapena-Bonifacio Writers Workshop 2047
Education 2049
Educational Events as Artist Talks, Lectures, Forums, 2050
Workshops, Booklaunches, etc
Exhibition 2051
Gemino H. Abad Seminar-Workshop on Teaching Literature 2052
Interdisciplinary Book Forum 2054
International Writers Conference 2055
Madrigal-Gonzalez Best First Book Award 2056
panitikan.ph 2057
Previous and Current Museum Activities 2058
Photo Reproduction Services 2059
Publish and disseminate Educational Guides 2061
Publications (Likhaan Journal) 2062
Saling Panitik: Bienvenido Lumbera Seminar-Palihan sa 2063
Pagsasalin
UP Writers’ Night 2065
Research 2067
Internal Services
Comprehensive Examination Honorarium of Faculty 2070
Foreign Students’ Writing Skills Assessment for Class 2072
Placement
Intensive English Program (IEP) 2073
Preparation for Disbursement Vouchers and BUR 2075
Language Proficiency Exam 2077
Extramural Language Courses 2078
Certificate Course Application, Evaluation and Admission 2080
Room Reservations 2081
Voice Over Narration and Radio Productions 2082
Certificate Course Application 2083
Shiftees and Transferees Interview and Exam 2084
Speech Communication and Theater Workshop Enrolment 2086
UP National Writers’ Workshop 2086
Amelia Lapena-Bonifacio Writers Workshop 2088
College of Fine Arts (CFA) 2091
External Services
Process Request: Venue/Facilities/Equipment Rental 2092
Process Request: Venue/Facilities/Equipment Rental 2094
50
Process Request: Pen Tab and Laptop 2095
Process Request: Rental and Services of Fabrication Laboratory 2095
Process Request: Rental and Services of Ceramics Studio 2097
Process Application: Talent Determination Test – UPCAT 2098
Qualifier
Process Application: Talent Determination Test – Non UPCAT 2099
Qualifier and Alternative School Passer
Process Application: Talent Determination Test – Transferees 2100
from Other Schools
Process Application: Talent Determination Test – Shiftees from 2102
other College and Transferee from Other UP Units
Process Application: Talent Determination Test – 2nd Degree 2103
Applicants
Venue/Facilities/Equipment Rental 2104
Internal Services
College of Human Kinetics (CHK) 2116
External Services
VAAS Clearance 2117
Issuance of Athletic Scholarship Approval 2117
Physical Therapy Evaluation 2118
Physical Therapy Treatment 2119
Certificate of P.E. Exemption – for students 30 years old and 2121
above
Certificate of P.E. Exemption - for students who hold the 2121
Associate in Arts title (or equivalent) or a Bachelor’s degree
Issuance of Certification of P.E. Exemption- for UP student 2122

member of Rayadillo, Members of ROTC Band
Physical Education Proficiency Examination 2124
Community Recreation Program 2125

Application for the Associate in Arts (Sports Studies) –AASS
Application for the Diploma in Exercise and Sports Science 2126

(DESS)
Application for the Master of Science in Human Movement 2128

Science (MSHMS)
51
Internal Services
Application for the Master of Science in Human Movement 2131
Science (MSHMS)
Physical Therapy Evaluation 2132
Physical Therapy Treatment 2133
Community Recreation Program 2134
College of Mass Communication (CMC) 2136

External Services
Process Application for Admission: Shifting and Transfer 2137
Request for Venue (Theater) 2139
Request for Film Sponsorship 2140
Request for Equipment 2141
Request for Workshop Registration 2141
Request for Remote/Outside Broadcast 2142
Request for News Coverage 2144

Request for Interviews 2145
Request for Announcements-on-Board 2147
Request for Media Partnership for Organizations 2148

Request for Media Partnership for Government and UP Offices 2150
Request for Issuance of Certificate of Airing 2151
Request for Issuance of Certificate of Appearance 2152
Request for Facilitation of Station Visit and Studio Tours 2153
Request for Facebook Live 2154

Request for Analytics Report 2155
Request for Publicity Materials 2156
College of Music (CMu) 2159
External Services
Application to the Associate in Arts (Music) or the Bachelor of 2160
Music Program
Admission to a New Music Major 2161

Admission to a New CMu Program – From Associate in Arts 2162
(Music) or Diploma in Creative and Performing Musical Arts to
Bachelor of Music
Audition/Recital Venue Reservation 2163

52
Application: Master of Music (MM) and Doctor of Philosophy in 2164
Music (PhD)
Admission of New CMu Graduate Students 2166

Application for Reading Language Exam 2169
Application for Comprehensive Examinations 2170
Application for Thesis/Dissertation Proposal Defense 2172

Application for Thesis/Dissertation Defense 2173
Reservation of Practice Room 2174
Reservation of Halls 2175
Reservation of Instruments/Equipment 2177
Request for the use of Halls/Rooms 2178
Management and Economics Cluster

Asian Institute of Tourism (AIT) 2180
External Services
Process Application for Practicum / Pre-Practicum Training 2181
Process Request for Room and Equipment Reservations 2183

National College for Public Administration and Governance 2185
(NCPAG)
External Services
Respond to inquiries (CPED services) 2186
Extension services (CPED) 2186
Research services (CPED) 2188
Sale of Books & Publications 2189
Answers phone/email Inquiries 2196
Process Request for Room Reservation 2196
Respond to inquiries (Room Reservation) 2199
Respond to inquiries (CLCD Services) 2199
Extension services (CLCD) 2200
Research services (CLCD) 2202

Respond to inquiries (CLRG) 2204
Training and Extension services (CLRG) 2205
Research services (CLRG) 2206
53
Reply to email inquiries about admission and other student 2208
matters (CPAGE)
Maintenance, updating and storage of all active and inactive 2208
student’s Records (CPAGE)
School of Economics (SE) Services listed in

All Common
services for
Academic Unit
School of Labor and Industrial Relations (SOLAIR) 2210
External Services
Provide rental services for use of space / venue / 2211

accommodation facility
Conduct of Institutional Training Programs 2214
Process Request for Resource Person and Consultancy 2215

Services
School of Urban and Regional Planning (SURP) 2216
External Services
Process Request for Customized Training 2217

Application for Regular Training Programs 2218
Technology Management Center (TMC) Services listed in
All Common
services for
Academic Unit
UP Diliman Extension Program in Pampanga (UPDEPP) 2220
External Services
Issuance of Certificate of Good Moral Character 2221
Issuance of College Clearance 2221
Authentication of University Documents 2223
Scholarships Tagging 2224
Processing of Student Loan Documents 2225
Processing of Documents for Release of Stipend from Socialized 2226
Tuition
Process Request for Room Reservation 2227
Virata School of Business (VSB) Services listed in
All Common
services for
Academic Unit
54
Science and Technology Cluster
Archaeological Studies Program (ASP) Services listed in
All Common
services for
Academic Unit
College of Architecture (CA) 2229
External Services
Publication: Selling of Books 2230
Rental of Facilities 2230
Internal Services
Publication: Selling of Books 2242
College of Engineering (COE) 2243
External Services
Funding Request 2244
Processing: Room/Area Reservation or Rental of Facilities 2245

Request for Certifications / Documents 2252
Request for Diploma 2253
Issuance of Permit for Grade Completion / Removal Examination 2254
Process Application for Admission: Shifting within the 2255
Department (Change of Program)
Process Application for Admission of New Graduate Students 2256
Process Application for Admission: International Graduate 2258
Students
Request for Permit to Overload 2261
Request for Substitution of Courses 2262
Request for Permission to Cross-Register to Another UP Unit 2264
Request for Return from Leave of Absence (LOA) 2268
Endorsement for Deferment of Enrollment 2271
Endorsement for Appeal Late Registration and Payment 2272
Endorsement for Appeal for Late Application for Dropping or 2273
Endorsement for Appeal for Late Application for Leave of 2274
Absence (LOA)
Process Dropping or Change Matriculation 2275
Process Permit to Transfer 2278
Issuance of Certificate of True Copy of Grades (TCG) 2280
Internal Services
Funding Request 2282
55
Processing of Original Appointment of Faculty (Instructor 1-7 and 2283
Lecturer 1-2)
Department of Chemical Engineering (DChE) 2286
External Services
Request to use analytical equipment 2287
Department of Computer Science (DCS) 2290
External Services
Request for Internship of Senior High Students 2291
Request for Educational Tour / Field Trip / Benchmarking 2292
Request for Facilities / Room Use 2294
Request for Endorsement Letter for Student Scholarship 2296
Department of Geodetic Engineering (DGE) 2298
External Services
Request for Internship of Junior High School Students 2299
Request for educational tour / field trip / benchmarking 2300
Request for the use Geodetic Engineering Theater (GE Theater) 2301
Request for Internship of Junior High Students 2303
Request for educational tour / field trip / benchmarking 2305
Request for the use Geodetic Engineering Theater (GE Theater) 2306
Department of Mechanical Engineering 2309
External Services
Request for the use of ME Shop and Fabrication Facility 2310
Services
Request for the use of Vehicle Research and Testing Laboratory 2311
Services
Request for Educational Tour/Field Trip/Benchmarking 2313
Department of Mining, Metallurgical and Materials 2315
Engineering
External Services
Thermogravimetric Analysis Testing 2316
Fourier Transform Infrared (FTIR) Testing 2317
Evolved Gas Analysis (TG-IR) Testing 2318
Dynamic Thermomechanical Analyzer (DTMA) Test 2320
FE-SEM Imaging Testing 2321
FE-SEM with Energy Dispersive X-ray Spectrophotometer 2323
Ion Sputter Coating 2324
Brunauer-Emmett-Teller (BET) Surface Area and Porosity 2326
Particle Size Analysis via Dynamic Light Scattering 2327
IRHD Hardness Test 2329
Shore A Hardness Test 2330
Cure Test (Rubber Process Analyzer) 2332
56
Mooney Viscosity Measurement 2333
Mooney Stress Relaxation Test 2335
Tensile Test 2336
Sample Preparation - Crushing* 2338
Sample Preparation - Grinding* 2339
Sieve Analysis* 2340
Gravity Concentration - Tabling* 2341
Flotation Tests* 2343
Calcination* 2344
Zeta Meter Testing 2345
Atomic Absorption Spectroscopy (AAS) 2347
Proximate Analysis 2348
Density Measurement 2350
Rubber Aging 2351
X-ray Fluorescence Spectrometer (XRF) 2353
Sample Preparation - Polishing without Alumina 2354
Electro Spinning 2356
Cyanidation - Bottle-Roll 2358
Leaching Test 2359
Settling 2361
Room Use and Facilities Rental 2362
DMMME Lobby Rental 2364
Audio-Video Equipment Rental 2365
Electrical and Electronics Engineering Institute 2366
External Services
Internship of Senior High School Students 2367
Request for Educational tour/ fieldtrip/ benchmarking 2368
Internal Services
Environmental Engineering Program 2375
External Services
Process on borrowing and use of Environmental Engineering 2376
Program (EnE) laboratory equipment
Use of ICP-OES for Sample/Specimen Testing (Laboratory) 2377
Internal Services
Process on borrowing and use of Environmental Engineering 2381
Program (EnE) Laboratory Equipment
Use of ICP-OES for Sample/Specimen Testing (Laboratory) 2383
Institute of Civil Engineering 2385
External Services
57
Facility Rental 2386
Equipment Rental 2388
Materials Testing 2390
College of Home Economics 2393
External Services
Approval of request for Tour, visit or interview (Common Spaces 2394
in the College)
Qualifying Examinations for Doctor of Philosophy (PhD) 2395
Students
Conduct of Comprehensive Examination of Students 2396
Provide research consultation and/or materials 2398
Lend mannequins and other display modules 2399
Provide a guest speaker for a class, academic forum, exhibition, 2400
etc.
Invitation for Speaker/Facilitator from FLCD Faculty 2401
Issuance of Certificate of Detailed Teaching Course Description 2402
Issuance of Certifications from the Department of Family Life 2403
and Child Development
Issuance of Certification/Letter for waiver of subject of Non-CHE 2404
Student
Approval of UPCDC-FLCD Room Reservation 2405
Request for Observation 2407
Application process for IDP 2407
Application for 11-month-old to 5 years and 5-month-old children 2409
Enrollment to UPCDC 2411
Issuance of Certificate of Enrollment 2412
Issuance of Certificate of Non-Issuance of Numeric Report Card 2414
Issuance of Certificate of Good Moral 2415
Issuance of Certificate of No Learner Reference Number (LRN) 2416
Approval of Request for Laboratory Equipment/Glassware 2417
Canning Service 2418
Vacuum Packing Service 2420
Product Development Services 2421
Heat Penetration Services 2424
Rental of Facilities and Equipment 2426
Food Quality and Safety Trainings 2428
Quality Assurance Service 2430
Quality Assurance Service with GMP Assessment of 1 Sit 2431
Plant Layout Services 2432
Shelf-life testing 2433
Commercial Sterility Testing 2435
Internship 2436
Process Request letter or Invitation as Speaker/ Facilitator 2437
58
Issuance of Certification or documents from Department of 2438
Hotel, Restaurant, & Institution Management
Issuance of Certification for Language Proficiency Exam (LPE) 2439
Interview with HRIM Faculty of CHE 2441
Use Laboratory Equipment and Utensils/ Facilities 2443
Catering quotations and proposals for clients 2444
Orientation of student affiliates 2445
Scheduling of student affiliates 2446
Monitoring of student affiliates 2447
Evaluation of student affiliates 2448
Internal Services
Approval and delivery of Creative Services 2452
Provide Laboratory Work to CT courses and other related 2453
disciplines
Approval of UPCDCFLCD Room Reservation connected with the 2454
college activities
College of Science 2456
External Services
Application for ASTHRDP-HRDP-NSC Scholarship (S&T) for 2457
Graduate Students (MS/Ph.D. Degree)
Application of Students to Shift/Transfer to other degree program 2460
Application for Admission to Graduate Program (MS / PhD) 2462
Provide and Maintain 24/7 Study Nook Area 2464
Computational Science Research Center 2465
External Services
General Requests (Basic Requests) 2466
Technical Requests - Access to Network or to Existing 2469
Application Systems by Citizens
Technical Requests - Access to Existing Application Systems by 2472
Government Institutions
Internal Services
General Requests (Basic Requests) 2477
Technical - High Performance Computing (HPC) Cluster 2480
Provisioning / Server Provisioning / Server Hosting / Server
Colocation
Technical Requests - Access to Network or to Existing 2485
Application Systems
Technical Requests - Configurations on CS Network or Updates 2489
on Existing Application Systems
Technical Requests - Personal Computer Systems Maintenance 2494
(for CS Units without I.T. Personnel)
Technical - General Requests 2496
Institute of Biology 2500
59
External Services
Request for Auditorium/Lecture and Conference Room 2501
Request for Laboratory and Museum Tour 2502
Request for Plant Identification and Classification 2503
Institute of Chemistry 2504
External Services
Conduct Chemical Analysis 2505
Conduct Training Course 2508
Institute of Chemistry NMR Service Facility 2509
Conduct Chemical Analysis using Liquid 2512
Chromatography-Mass Spectrometry (LC-MS)
Internal Services
Provides equipment and supplies for research use 2519
Institute of Chemistry NMR Service Facility 2523
Conduct Chemical Analysis using Liquid Chromatography-Mass 2525
Spectrometry (LC-MS)
Institute of Environmental Science and Meteorology 2428
External Services
Reservation for use of facility and/or Equipment 2429
Rental of Facilities (Auditorium, Classroom, etc.) 2429
Institute of Mathematics 2532
External Services
Application for Advance Placement Examination (APE) 2533
Request for Office Space Rental 2534
Marine Science Institute 2536
External Services
Internship Application 2537
Request for Campus/Unit Educational Tour 2538
International Publication Award (IPA) 2539

Request for Vessel 2540
Imaging using the Confocal Laser Scanning Microscope (CLSM) 2542
Internal Services
Water Quality Analysis (Nutrients) 2545
Water Quality Analysis (Chlorophyll-A) 2546
Water Quality Analysis (Total Suspended Solids) 2547
Water Quality Analysis (Total Alkalinity) 2548
Water Quality Analysis (Carbon Content) 2550
Request for MSI ID 2552
Employee Biometrics Registration 2553
60
Deputy Director for Facilities and Resources Work 2554
Order/Maintenance Request
MSI Vehicle Request 2555
MSI Room Reservation 2555
Travel Order Request 2556
Travel Order 2557
Materials Science and Engineering Program 2558
External Services
Application of Students to Graduate Studies 2559
Process Thesis or Dissertation Proposal 2560
National Institute of Geological Sciences 2562
External Services
Earth Material Science Laboratories Services: X-Ray Diffraction 2563
Profile Laboratory Services
Earth Material Science Laboratories Services: Clay Minerals and 2564
synthetic materials characterization Laboratory Services
Earth Material Science Laboratories Services: Characterization 2565
and identification of an Unknown Material Laboratory Services
Benchtop XRF Bulk Analysis Laboratory Services 2566
Handheld XRF Analysis Laboratory Services 2567
Microwave Plasma Atomic Emission Spectrometer Laboratory 2568
Services
Atomic Absorption Spectrometer (AAS) Laboratory Services 2569
Inductively Coupled Plasma Mass Spectrometer Laboratory 2570
Services
X-Ray Diffraction Profile Laboratory Services 2571
Handheld XRF Analysis Laboratory Services 2572
Environment Monitoring Laboratory Services 2573
Environment Monitoring Laboratory 2575
Scanning Electron Microscope Laboratory Services 2577
Nannoworks 2578
Earth Resources Laboratory Services 2578
Earth Resources Laboratory 2579
NIGS Library 2580
National Institute of Molecular Biology and Biotechnology 2581
External Services
Request for Certificate of Academic Ranking (Institute Level) 2582
Request for Locker 2583
Travel Order for NIMBB Students 2584
Internship/Science Immersion Program (SIP) 2585
Request for Study/Laboratory Tour 2588
61
Disease Molecular Biology and Epigenetics Laboratory Services 2589
National Institute of Physics 2592

External Services
Request for Auditorium (ICSI) or Seminar Rooms Rental 2591
Request for the conduct Science Immersion Program (SIP) 2594

Request for Laboratory Tour 2595
Science and Society Program 2597
External Services
Process Request of All STS Students 2598
School of Library and Information Studies 2603
External Services
Issuance of Certification: Candidacy for Graduation 2604
Issuance of Certification: Completion of Academic Requirements 2605
Issuance of Certification: Curriculum Weighted Average (CWA) 2606
Issuance of Certification: Earned and Remaining Units 2607
Issuance of Certification: Current Enrollment/bona fide student 2608
Issuance of Certification: General Weighted Average (GWA) 2609
Issuance of Certification: Good Moral Character 2610
Issuance of Certification: Honorific Scholarship 2611
Issuance of Certification: Honorific Scholarship 2612
Issuance of Certification: Scholastic/ Academic Standing 2613
Issuance of Certification: Term Expected to Graduate 2614
Issuance of Certification: True Copy of Grades 2615
Issuance of Certification: Year Level Standing 2616
Processing: Application for Admission (Graduate) 2617
Processing: Admission (Undergraduate – Shiftee) 2618
Processing: Admission (Undergraduate – Transferee 1) 2619
Processing: College Clearance 2620
Processing: Permit to Overload 2621
Processing: Permit to Transfer 2622
Processing: Permit to Underload 2623
Processing: Readmission from Absence Without Leave (AWOL) 2624
School of Statistics 2625

External Services
Statistical Consultancy Services 2626
Statistical Consultancy Services under Stat 290 2627
Social Sciences and Law Cluster

Asian Center (AC) 2628
62
External Services
Application for Asian Center M.A. Programs 2629
Reservation of Facilities 2630

Purchase of Asian Center Publications 2632
Application for Tri-College PhD Philippine Studies Program 2633

College of Education (CED) 2635
External Services
Reservation of Facilities 2636

Application of Scholarship Thesis/Dissertation Grant 2637
Enlistment in EDUC 300, EDUC 400 and Residency 2638
Application for 4th MRR Extension 2639
Application for 5th MRR Application 2641

Application for Waiver of MRR Undergraduate Program - 2643
Extension of Residence beyond Maximum Residency
Requirement MRR
Center for International Studies (CIS) Services listed in
All Common
services for
Academic Unit
Institute of Islamic Studies (IIS) 2646
External Services
Arabic Language Proficiency Examination 2647
Translation Arabic/English/Filipino 2647
Translation of Philippine Muslim Languages/Dialects 2648
Islamic Rituals Khutbah, Prayer, Marriage, Paggunting 2649
Islamic Lectures, Forum, Workshop, Training and Seminars 2650
Islamic Consultancy 2650
College of Law (CL) 2652

External Services
63
Conduct of Bar Review 2653
Legal Opinion / Comments on Pending Legislations/Executive 2654
Issuances
Codification and Revision 2655
Registration to Mandatory Continuing Legal Education (MCLE) 2655
Program
Application for UP Law Aptitude Examination (LAE) 2656
Providing Legal Assistance/Representation to Indigent Clients 2658
Tender Legal Services 2659
Rendering of Legal Opinion 2659
Receiving of Rules and Regulations filed by Different 2660

Government Agencies
Issuance of Certification of Filing or Non-Filing of Rules and 2661

Regulations
Issuance of Certified copies of rules and regulations filed with 2662
ONAR
Request for Publication 2663
Processing of Certification for Bar Applications 2663
Request for Conduct of Trainings 2665
Internal Services
Receiving of Rules and Regulations filed by Different 2667
Government Agencies
Issuance of Certification of Filing or Non-Filing of Rules and 2668
Regulations
Request for Publication 2669
College of Social Sciences and Philosophy (CSSP) 2670
External Services
Request for venue/equipment AVR museum 2671
Geographic Information Systems GIS and Mapping Workshop 2671
Teacher training/seminar on the teaching of Geography 2673
64
Training/Seminar on Disaster Risk Reduction and Management 2674
DRRM
Training/Seminar on Participatory 3D Mapping P3DM 2675
Request for Language Proficiency Exam 2675
Request to attend the National Training Seminar for Teachers 2676
of Philippine History PROFESS
Request to attend the Philippine-Spanish Friendship Day 2677
Conference
Administer Language Proficiency Exam 2677
Translation services to/from Philippine and Asian Languages 2678
Conduct seminar and training workshops 2679
Extension Program Offer through Extramural Classes in Asian 2679
Languages and Linguistics
Issuance of certification of Philo 198 taken twice 2680
Endorsement of requests to take foreign language examination 2681
from other units
Evaluation of request to shift track in MIS Program 2682
Request for certification of subject required for board 2684
examination
Request for Research Participation Pool Access 2685
Conduct of Survey 2687
Training Request 2688
Data Requests 2689
Issuance and Processing Room Reservation/Facilities 2690
CSSP Extramural Training Seminar for Social Science 2691
Teachers CSSPEx
CSSP PROFESS: Professional Education Series 2694
Facilities Reservation 2696
Request for Certificate of Good Moral 2698
Issuance of Organization Recognition Certificate 2699
Use of CSSP Multi-media Room PH400 2700
Use of Video-Conferencing Room PH119 2701
65
Use of LCD Projector 2702
Internal Services
OCLA- Out of Classroom Learning Activities-AFA Academic 2705
Field Activity
Request for Make-up Class 2706
College of Social Work and Community Development 2707
(CSWCD)
External Services
Rental of Facility 2708
Psychosocial services 2709
Prayer Room for those of Islamic Faith 2711

UP Integrated School (UPIS) 2712
External Services
Kindergarten Admission Test KAT Application 2713
Grade 7 Admission Test GAT Application 2714
Equipment and Facility Rental 2716
Gate Pass 2721
Commuter’s Pass for 3-6 2722
Replacement of Fetcher’s ID K-2 2722
Classroom Observations 2724
Issuance of Clearance for the Release of Report Cards for 6-12 2725
students
Admission of Lateral and Varsity Athletic Admission System 2726
(VAAS)
Parent-Teacher Consultation PTC 2728

Permission to conduct research in UPIS 2729
Research and Extension Units

National Engineering Center (NEC) 2732
External Services
Process Request for Rental of Facilities 2733
66
Process Submission of Manuscript for Possible Publication in 2734
the Philippine Engineering Journal
Process Application for Journal Referee 2736

Process of Application for Journal Subscription 2737
Process request for project/consultancy/research proposals 2737

from government agencies and government owned and
controlled corporations (GOCCs)
Preparation and signing of Memorandum of Agreement (MOA) 2739

/ Consultancy Service Agreement (CSA) between UP (through
the UPNEC) and government agencies / GOCCs

from private institutions
Preparation and signing of Memorandum of Agreement (MOA) 2741
/ Consultancy Service Agreement (CSA) between UP (through
the UPNEC) and private institutions
Process Request to Attend a Training Program 2743

Process Request for a Customized Training Program 2744
Process Request to Avail Training Discounts 2745

Issuance of an Electronic Copy of Statement of Account 2746
Reprinting of Certificates 2747

Process Request to Take Business Analytics Associate and 2748
Professional Certifications
Internal Services
Process Request for Rental of Facilities 2751
Process Submission of Manuscript for Possible Publication in 2752

the Philippine Engineering Journal
Process Application for Journal Referee 2754

from UP units
Process Request to Attend a Training Program 2756
Process Request for a Customized Training Program 2757
Process Request to Avail Training Discounts 2758
67
Issuance of an Electronic Copy of Statement of Account 2759
Reprinting of Certificates 2760
Process Request to Take Business Analytics Associate and 2761
Professional Certifications
Building and Research Service (BRS) 2762
External Services
Request for Technical Assistance 2763
(Project/Consultancy/Research Proposals)
Request for Technical Consultation 2764
Request for Technical Information 2765

Internal Services
Request for Technical Assistance 2767
(Project/Consultancy/Research Proposals)
Request for Technical Consultation 2768
Request for Technical Information 2769
National Center for Transportation Studies (NCTS) 270
External Services
Request for Technical Services (Transport related studies) 2771
Request and provision of technical expertise in academic 2772

research in the University (collaborator, thesis panel/ critic)
Request and provision of technical expertise thru Committee 2773

memberships (Technical Working Group) for government and
non-government organizations and attendance in meetings,
workshops and seminars
Request to use available transport software and programs thru
experts’ assistance 2774
Request and provision of assistance to students through the 2775
Student Affairs Coordinator (on-the-job training/ internship and
tours)
Request and to host students, researchers and research 2776
projects
Processing of requests and conduct of Regular Training 2777
Programs in Transportation
68
Processing of requests and conduct of Customized Training 2779
Programs
Issuance of Certified true copies of Certificates on Training 2780

Program Attended (Participants/ Lecturers)
Processing of requests and provision of Transport Data 2781

Processing of requests for Library Access/ Use 2782
Processing of acceptance of donations for the Library 2783
Processing and accommodation of requests as resource 2783

person for interviews, lectures, seminars, workshops, etc.
Accommodation and rendering of extension services to the 2784
community related to transportation and traffic (e.g. UPD
Transportation Committee/ OVCCA requests, etc.)
Accommodation of requests to use equipment and facilities 2785
Philippine Learning Center for Environment and Social 2787
Sustainability (PHILCESS)
External Services
Process Request to Attend Public Training Programs on 2788
Environmental and Social Sustainability
Provide government discount for public training 2789
Process Request for In-house training 2790
Prepare Documentation reports for development partners 2793
Prepare Mid-year and Year-end progress reports for 2795
development partners
Prepare Presentations about PHILCESS for Development 2796
Partners
Prepare Annual Work Plan for Development Partners 2796
Internal Services
Process Request to Attend Public Training Programs on 2801
Environmental and Social Sustainability
Training Center for Applied Geodesy and Photogrammetry 2803
(TCAGP)
External Services
Process Request to Attend the Training Courses: TC 24 (RS), 2804
TC 25 (GIS), TC 26 (GNSS)
69
Process Request for Customized/Short Training Courses 2806
Process Request to Engage in Research Projects 2807
Process Request to Engage in Extension Services 2808

Process Request for LiDAR Data from TCAGP Research 2809
Projects
Process Request for the Borrowing of Surveying Instrument 2810
Internal Services
Process Request for LiDAR Data from TCAGP Research 2813
Projects
Process Request for the Borrowing of Surveying Instrument 2813

National Institute for Science and Mathematics Education 2817
Development (NISMED)
External Services
Training of Teachers 2818
Development of Curriculum Materials 2820
Conduct Research and Impact Studies 2821
Provide Printing Services 2822
Provide Rental Service for Facilities (Hostel) 2824
Provide Rental Service for Facilities 2825
Natural Sciences Research Institute 2828
External Services
Advanced Molecular Biology Workshop, Registration 2829
Basic Molecular Biology Workshop, Registration 2830
Laboratory Animal Workshop, Registration 2831
Microalgae Workshop, Registration 2832
Plant Chromosome Preparation Workshop, Registration 2834
Request for Cytotoxicity Test (Trypan Blue) 2835
Request for Genotoxicity or Antigenotoxicity Testing (Allium 2837
cepa test)
Request for Research Assistance, Equipment and Chemical 2839
Use
Microscopy Services 2841
Request for Laboratory Room Use 2843
DNA Paternity/Maternity Testing/Parentage 2845
70
DNA Profiling (Blood Sample) 2847
Kinship Analysis (aSTR/XSTR/YSTR/Mitochondrial) 2849
DNA Profiling (Bone Samples from Cemetery or Funeral 2851
Parlor)
DNA Profiling of Bone Samples from Cemetery or Funeral 2853
Parlor with Comparison to Living Individuals
Sample Collection and 5 year storage (Blood samples) 2855
Sample Collection and 5 year storage (Bone samples) 2856
Sample Collection and Sending Out of Samples (Blood/Buccal 2858
samples)
Consultation 2860
Appearance in court 2861
Consultation for thesis/research studies 2562
Microbiological Analysis of Drinking Water 2562
Microbiological Analysis of Non-Drinking Water 2565
Microbiological Analysis of Food and Beverage 2567
Microbiological Analysis of Cosmetics and Pharmaceuticals 2570
Microbiological Analysis of Surfactant 2573
Microbiological Testing of Bioactive-Containing Liquid 2875
Microbiological Testing of Bioactive-Containing Materials 2877
Assessment of Surface Microflora by Swabbing 2878
Preservative Challenge Test in Foods and Cosmetics 2879
Storage/Stability Studies on Foods and Cosmetics 2880
Isolation of Selected Microorganism from a Given Sample 2881
Characterization and Identification of Bacteria 2883
Regular Training Courses on Microbiology 2884
Customized Training Courses Related to Microbiology 2886
Conduct Training Courses 2897
Internal Services
Advanced Molecular Biology Workshop, Registration 2901
Basic Molecular Biology Workshop, Registration 2902
Laboratory Animal Workshop, Registration 2903
Microalgae Workshop, Registration 2904
Plant Chromosome Preparation Workshop, Registration 2905
Request for Cytotoxicity Test (Trypan Blue) 2906
Request for Genotoxicity or Antigenotoxicity Testing (Allium 2908
cepa test)
Request for Research Assistance, Equipment and Chemical 2910
Use
Microscopy Services 2912
Request for Lab Room Use 2915
71
Microbiological Analysis of Drinking Water 2916
Microbiological Analysis of Non-Drinking Water 2918
Microbiological Analysis of Food and Beverage 2919
Microbiological Analysis of Cosmetics and Pharmaceuticals 2922
Microbiological Analysis of Surfactant 2924
Microbiological Testing of Bioactive-Containing Liquid 2926
Microbiological Testing of Bioactive-Containing Materials 2927
Assessment of Surface Microflora by Swabbing 2929
Preservative Challenge Test in Foods and Cosmetics 2930
Storage/Stability Studies on Foods and Cosmetics 2931
Isolation of Selected Microorganism from a Given Sample 2932
Characterization and Identification of Bacteria 2934
Regular Training Courses on Microbiology 2935
Customized Training Courses Related to Microbiology 2937
Conduct Training Courses 2947
72
(OC)
External Services
73
1. Signing of Building/ Infrastructure Plans
Request for the signature of the Chancellor on the Building Plans as a requirement
for an infrastructure or building construction.
Office or Division: Office of the Chancellor
Classification: Complex
Type of Government to Government, Government to Citizen, Government to
Transaction: Business
Who may avail: Construction Firms and Agencies
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. The unit concerned (Chair/Director and Dean)/
1. Signature of end-user or the unit end-user
concerned 2. Office of the Campus Architect
2. Signature of OCA Director
3. Signature of Vice Chancellor for 3. Office of the Vice Chancellor for Planning and
Planning and Development Development
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTION TO BE
TIME RESPONSIBLE
PAID
1. Receive Building
or infrastructure 1. Receiving
1. Submit Building or plan from the Office
Personnel
infrastructure plans of Campus
with the required Architect 1.1 Executive
NONE 1 Day
signatures to the Assistant
Office of the 1.1 Check the
completeness of Office of the
Chancellor
the signature s of Chancellor
the plan
2. Wait for Chancellor

Chancellor's 2. Chancellor sign NONE 5 Days Office of the
signature Chancellor
Releasing Officer
2.Received signed 3. Sign Building/
Building/ Infrastructure Plans NONE 1 Day Office of the
Infrastructure Plans released to the Chancellor
74
from Office of Office of Campus
Campus Architect Architect
TOTAL: NONE 7 Days
2. Signing of Construction Agreement

Request for the signature of the Chancellor on the construction agreement.
Government to Government, Government to Citizen, Government to
Type of Transaction:
Business
Who may avail: Construction Firms/Agencies
1. UP Diliman Legal Office

1. Clearance from DLO
2. Office of the Campus Architect
2.Endorsement of OCA Director
3. Office of the Vice Chancellor for Planning and
3. Endorsement of Vice Chancellor for
Development
Planning and Development
4. Certification of Fund Availability 4. Diliman Budget Office or Diliman Accounting
Office
5. Signature of UP’s witness
5. Requesting Party (End-User)
FEES
AGENCY PROCESSING PERSON
CLIENT STEPS TO BE
ACTION TIME RESPONSIBLE
PAID
1. Submit to the Office
of the Chancellor the 1. Receiving
Construction 1. Receive the Personnel
Agreement for Construction NONE 4 Days 1.1 UES I/ Executive
infrastructure or Agreement at Assistant
building with the the Office of the
required endorsement Chancellor
and attachments
75
1.1 Review the Office of the
construction Chancellor of UP
agreement if Diliman
requirements
are complete,
proper and
correct
Chancellor
2. Wait for the signed 2. Sign the
Construction Construction NONE 2 Days Office of the
Agreement Agreement Chancellor of UP
Diliman
3. Release
3. Pick up signed signed
Construction Construction Releasing Personnel
Agreement at the Agreement to NONE 1 Day Office of the
Office of the Campus the Office of the Chancellor
Architect Campus
Architect
TOTAL: NONE 7 Days
3. Action on the Letter of Appeal

Request for the Chancellor’s action on matters which need the authority as Head
of the Campus Unit (CU).
Classification: Highly Technical
Government to Government, Government to Citizen, Government
to Business
Who may avail: All
1. Letter of appeal with signature of the
requesting party Requesting Party (Appellant)
2. Attach previous decision/action made.
76
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTION BE PAID TIME RESPONSIBLE
1. Submit letter of appeal Receiving

to the Office of the 1. Receive letter Personnel
NONE 5 minutes
Chancellor and attach the of appeal Office of the
previous decision. Chancellor
1.1 Evaluate/
1.1 Executive
review the appeal
Assistant and
and refer to
appropriate office NONE 3 Days Chancellor
concerned for
Office of the
comment/
Chancellor
recommendation
2. Receive and
review Chancellor
2. Wait for the report/
report/comment
comment/recommendation NONE 7 Days Office of the
/recommendation
of the concerned office. Chancellor
from the
concerned offices
3. Wait for the Chancellor’s 3. Action of the Chancellor

NONE 7 Days
action Chancellor
Office of the
Chancellor
4. Release action
of the Chancellor Releasing
4. Receive Action of the on the appeal to Personnel
the Requesting NONE 1 Day
Chancellor Office of the
Party
Chancellor
18 Days, 5
TOTAL: NONE
Minutes
4. Signing of Memorandum of Agreement/ Memorandum of

Understanding (MOA/MOU)
Request for the signature of the Chancellor on the Memorandum of Agreement
or Memorandum of Understanding, Licensing Agreement, Research Contracts
and Deed of Donation
77
Business
Local and International Institutions (Government or Private) and
Who may avail:
Individuals that share mutual interests with the University.
Endorsement of the Office of the Vice

Chancellor for Academic Affairs/ Office Office of the Vice Chancellor for Academic Affairs or
of the Vice Chancellor for Research and Office of the Vice Chancellor for Research and
Development Development whichever is applicable

CLIENT STEPS
1. Receiving
Personnel
1. Submit MOA/MOU
1. Receive,
to the Office of the Office of the Vice
review and
Vice Chancellor for Chancellor for
evaluate the Pause-Clock
Academic Affairs or Academic Affairs/
MOA/ MOU NONE
Office of the Vice (7 Days) Office of the Vice
Chancellor for Chancellor for
Research and Research and
Development Development
2. Wait for the 2. University

endorsement from Extension Specialist I
Office of the Vice 2. Review the and Executive
Chancellor for completeness Assistant
Academic Affairs/ of MOA/ MOU NONE 3 Days
Office of the Vice Chancellor
2.1 Sign
Chancellor for Office of the
Research and Chancellor
Development to the
78
Office of the
Chancellor
3. Release Releasing Personnel
3. Receive signed
MOA/MOU to
MOA/MOU from NONE 2 Days Office of the
OVCAA /
OVCAA/ OVCRD Chancellor
OVCRD
TOTAL: NONE 12 Days
5. Signing of Notice of Extension/Notice of Suspension of

Contract Time
Request for the signature of the Chancellor on the Notice of Extension, Notice
of Suspension of Contract time.
Government to Government/ Government to Citizen/Government to
Business
Who may avail: ALL Construction Firms and Agencies
1. Notice of Extension or Notice of
Suspension of Contract Time
document
1-2 Office of the Campus Architect
2. Endorsement of the Office of the
Campus Architect 3. Office of the Vice Chancellor for Planning and
Development
3. Endorsement of the Office Vice
Chancellor for Planning and
Development on the Notice of
Extension or Notice of Suspension of
Contract Time
CLIENT STEPS
1. Submit letter 1. Received 1.Receiving Personnel

request to the Office of Notice of Pause-Clock Office of the Campus
the Campus Architect Extension or NONE
(14 Days) Architect
Notice of
Suspension
79
of Contract
Time
1.1 Send
endorsement
to the Office
of the
Chancellor
2. Received
endorsement
from OCA 2. Receiving Personnel
2. Wait for the signed
and OVCPD 2.1 Executive Assistant
notice of Suspension/
NONE 2 Days
Notice of Extension 2.1 Check the 2.2 Chancellor
from OCA and OVPD completeness
of signatures Office of the Chancellor
2.2 Sign
3. Release
signed
3. Received signed
signed Notice
Notice of Suspension Releasing Personnel
of
or Extension of NONE 1 Day
Suspension Office of the Chancellor
Contract Time from
or Extension
OCA
of Contract
Time to OCA
TOTAL: NONE 17 Days
6. Approval of Secondment
Request for approval of Secondment. Faculty and Staff
Classification: Highly Techinal
Type of Transaction: Government to Government, Government to Business
Who may avail: Government Agencies/ Institutions
80
1.Letter request from Requesting
Institution
1. Requesting Party
2.Recommendation from the Unit
2. Unit (Chair/Director) of the person to be seconded
(Chair/Director) of the person to be
seconded 3. College Dean
3.Recommendation of Dean 4. Human Resource Development Office's
4.HRDO personnel clearance 5. OVCAA / OVCA
5.Recommendation from the Office of
the Vice Chancellor for Academic
Affairs or Office of the Vice Chancellor
for Administration
CLIENT STEPS
1.Receive,
evaluate and
endorse letter
of request for
1. Submit letter of
secondment 1. Receiving Personnel
request through HRDO Pause - Clock
1.1 Release NONE Human Resource
endorsement 14 Days
Development Office
to Office of
the
Chancellor
2. Receive
completed
staff work 2. Receiving Personnel
and 2.1 University Extension
2.Wait for the action of endorsement Specialist IV
1 Day
the Chancellor from HRDO
2.2 Chancellor
2.1 Check the
completeness Office of the Chancellor
2.2 Approve
3. Release
3. Received approved Releasing Personnel
approved NONE 1 Day
secondment request
request for Office of the Chancellor
from the Human
secondment
81
Resource to the Human
Development Office Resource
Development
Office
TOTAL: NONE 16 Days
7. Action on Sexual Harassment Case

Request for the action of the Chancellor on the Sexual Harassment Cases.
Office or
Division:
Type of
Government to Business
Transaction:
Who may avail: Students
Letter of Recommendation from the Office of Anti-Sexual Harassment
Office of Anti-Sexual Harassment
(OASH)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Receive letter of 1. Receiving

recommendation of Personnel and
OASH Case under Executive Assistant
confidential cover
1.1 Reviews the 1.1 – 1.2 Chancellor
1. OASH submit report and
letter of recommendation 1.3 Executive
recommendation NONE 5 Days Assistant
to the Office of 1.2 Action of the
Chancellor based on 1.4 Releasing
the Chancellor
the recommendation Personnel
1.3 Prepares 1. 5 Receiving

documents for release Personnel and
to DLO under Executive Assistant
confidential cover 1.6 Chancellor
82
1.4 Release to DLO 1.7 Executive
under confidential Assistant
cover
Office of the
1.5 Received final Chancellor
decision prepared by
DLO for the signature
of the Chancellor
under confidential
cover
1.6 Sign
1.7 Prepares
document for release
to DLO under
confidential cover
2. Receive Releasing Personnel

2. Release decision
decision through NONE 1 Day Office of the
through DLO
DLO Chancellor
TOTAL: NONE 6 Days
8. Readmission from AWOL

Request for the approval of the Chancellor on student readmission from
Absence without Leave (AWOL)
Classification: Simple
Type of Transaction: Government to Business
1. Letter of request
2. Recommendation from the College
1. Requesting Party
Secretary
83
3. Recommendation from (OUR) Office of 2. Office of the College Secretary
the University Registrar
4. Recommendation from OVCAA
3. Office of the University Registrar
4. Office of the Vice Chancellor for Academic

Affairs
FEES
CLIENT STEPS TO BE
PAID
1. Submit letter of request 1. Receiving

to the Office of the 1. Received Personnel
Chancellor with request letter 1.1 University
recommendations from the Extension Specialist
1.1 Review if
College Secretary, Office NONE 2 Days IV
document is in-
of the University Registrar
order 1.2 Chancellor
and Office of the Vice
Chancellor for Academic 1.2 Approve Office of the
Affairs Chancellor
2. Release
approved letter
for readmission
to Requesting Releasing Personnel
2. Receive approved letter
Party, copy
for readmission from the NONE 1 Day Office of the
furnished to
Office of the Chancellor Chancellor
Office of the
University
Registrar and
College
TOTAL: NONE 3 Days
9. Approval of Permission to cross-enroll (abroad or local

universities)
Request for the approval of the Chancellor for permission to cross-enroll
84
1. Letter of request 1. Requesting Party

2. Office of the College Secretary
2. Recommendation from the College
Secretary
3. Office of the University Registrar
3. Recommendation from (OUR) Office of
4. Office of the Vice Chancellor for Academic
4. Recommendation from Office of the Vice Affairs
Chancellor for Academic Affairs
FEES
CLIENT STEPS TO BE
PAID
1. Submit letter of request
to the Office of the 1. Receive 1. Receiving Personnel
Chancellor with request letter 1.1 University
recommendations from the Extension Specialist IV
1.1 Review the
College Secretary, NONE 2 Days
request if it is 1.2 Chancellor
University Registrar and
in-order
Office of the Vice Office of the
Chancellor for Academic 1.2 Approve Chancellor
Affairs
2. Release the
approved letter
request to
2. Receive approval of Releasing Officer
cross-enroll to
request to cross-enroll from the Requesting NONE 1 Day Office of the
the Office of the Chancellor Party, copy Chancellor
furnish to
Office of the
University
85
Registrar and
College
TOTAL: NONE 3 Days
10.Approving Educational Development Fee (EDF) for foreign

Students
Request for the approval of the Chancellor for waiver of EDF.
Who may avail: Foreign Students enrolled in UP
1. Submit filled-up EDF Form 1. College Secretary’s Office
2. Recommendation from Dean 2. College Dean
3. Recommendation from Office of the Vice 3. Office of the Vice Chancellor for Student Affairs
Chancellor for Student Affairs

CLIENT STEPS
1. Receiving
1. Submit letter of request 1. Received Personnel
to the Office of the filled-up EDF
Chancellor with Form 1.1 University
recommendations from the Extension Specialist
1.1 Review the NONE 1 Day IV
College Secretary, Dean,
document if it is
and Office of the Vice 1.2 Chancellor
in-order
Chancellor for Student
Affairs 1.2 Approve Office of the
Chancellor
2. Release
2. Receive approved EDF approved EDF Releasing Personnel
from the Office of the Vice to the Office of
NONE 1 Day Office of the
Chancellor for Student the Vice
Affairs Chancellor for Chancellor
Student Affairs
86
TOTAL: NONE 2 Days
11.Signing of College Based Scholarship Contract (i.e. ERDT, Asian

Center, etc.) except those that are managed by the Office of the
Vice Chancellor for Student Affairs
Request for the signature of the Chancellor on the scholarship contract.
1. Scholarship Contract
2. Signature of College Dean as witness to College Dean
the Chancellor
FEES
CLIENT STEPS TO BE
PAID
1. Receiving
1. Received Personnel
1. Scholarship contract scholarship 1.2 Executive
submitted by batch to the contract Assistant and/or
Office of the Chancellor University Extension
1.2 Review if NONE 6 Days
with signature of the Specialist I
the document
College Dean as witness to
is in order 1.3 Chancellor
the Chancellor
1.3 Sign Office of the
Chancellor
2. Release
2. Receive signed signed Releasing Personnel
scholarship contract the scholarship NONE 1 Day Office of the
College contract to the Chancellor
College
87
TOTAL: NONE 7 Days
12. Waiver of Maximum Residency Rule (MRR)

Type of
Transaction:
1. Letter request addressed to the Chancellor

endorsed by College Secretary 1. College Secretary’s Office
2. Endorsement from Office of the University
2.Office of the University Registrar
Registrar
3. Endorsement from Office of the Vice 3.Office of the Vice Chancellor for Academic Affairs
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit Letter of 1. Received letter of
request with request with proper 1. Receiving personnel
recommendations endorsements
from the College 1.1 University Extension
Secretary, 1.1 Review the request NONE 2 Days Specialist IV
University Registrar letter
1.2 Chancellor
and Office of the 1.2 Approve
Vice Chancellor for Office of the Chancellor
Academic Affairs
2. Release approved
2. Receive copy of request for waiver of
approval from the Releasing Personnel
the Maximum NONE 1 Day
Office of the Residency Rule to Office of the Chancellor
Chancellor Office of the University
Registrar and copies to
88
Requesting Party and
College
TOTAL: NONE 3 Days
13. Approval of late payment and registration

Request for the approval of the Chancellor on late payment and registration
Letter request addressed to the

Requesting Party
Chancellor endorsement by College
Secretary and Office of the University
Registrar
FEES
AGENCY PROCESSING
CLIENT STEPS TO BE PERSON RESPONSIBLE
ACTION TIME
PAID
1. Receive 1. Receiving Personnel
1. Submit Letter of
letter of
request with 1.1 University Extension
request
recommendations from Specialist IV
NONE 2 Days
the College Secretary 1.1 Review
and Office of the the request 1.2 Chancellor
University Registrar Office of the Chancellor
1.2 Approve
2. Release
approval of
2. Receive approval of late payment
late payment and Releasing Personnel
and NONE 1 Day
registration from the registration to Office of the Chancellor
Office of the Chancellor the Office of
the University
Registrar
89
copy furnish
to Requesting
Party and
College
TOTAL: NONE 3 Days
14. Approval of Full Student Loan Application

Request for the approval of the Chancellor of full student loan application
1. Filled-up Student Loan Application
Form 1. Online through CRS account of student
2. 2 pieces pictures (1x1) of the applicant
3. Thumb Mark of the applicant 2-5 Requesting Party
4. Signature of principal and co-debtor
5. Photocopy of applicant’s UP ID and co-
debtor’s valid ID
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receive filled-
1. Submit completely up Student Loan
filled-up form with Application Form 1. Receiving Personnel
required pictures and 1.1 Review 1.1 University Extension
photocopy of filled-up Student Specialist IV
NONE 2 Days
applicant's UP ID and Loan Application
co-debtor's valid ID 1.2 Chancellor
Form
(Government issued Office of the Chancellor
ID or Company ID) 1.2 Approve
2. Receive approved 2. Release NONE 1 Day Releasing Personnel

Student Loan approved
90
Application Form from Student Loan Office of the Chancellor
the Office of the Application Form
Chancellor to the
Requesting
Party
TOTAL: NONE 3 Days
15. Approval of List of Due and Demandable Accounts Payable

(LDDAP)
Request for the approval of the Chancellor on the List of Due and Demandable
Accounts Payable
Type of Transaction: Government to Government
Who may avail: UP Creditors
LDDAP Form prepared and endorsed by Office of the Vice Chancellor for Planning and
Accounting and recommended by the Office of the Development
Vice Chancellor for Planning and Development
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTION BE TIME RESPONSIBLE
PAID
1. Receiving
1. Submit LDDAP Form to the 1. Received Personnel
Office of the Chancellor with LDDAP Form 1.1 Executive
endorsement/recommendation Assistant
1.1 review the NONE 2 Days
from Office of the Vice
LDDAP 1.2 Chancellor
Development 1.2 Approve Office of the
Chancellor
91
Release Releasing Officer
2. Received approved LDDAP
approved LDDAP
Form through Diliman NONE 1 Day Office of the
Form to Diliman
Accounting Office Chancellor
Accounting Office
TOTAL: NONE 3 Days
92
16. Approval of Permission to Teach in Schools and Universities
where UP has Memorandum of Agreement / Memorandum of
Understanding with
Request for the approval of the Chancellor to teach in other schools and
universities where UP has a Memorandum of Agreement / Memorandum of
Understanding with
Office or
Division:
Type of
Government to Government, Government to Business
Transaction:
Who may avail: Schools and Universities where UP has MOA/MOU with
1. Letter request addressed to the
Chancellor from the requesting 1. Requesting Party
Institution
2. Office of the Vice Chancellor for Academic Affairs
2. Recommendation from the Office of
Affairs
AGENCY FEES TO PROCESSING
CLIENT STEPS PERSON RESPONSIBLE
ACTION BE PAID TIME
1. Receiving Personnel
1. Submit letter of 1. Received
Request to the Letter request 1 Day 1.2 Executive Assistant/
NONE
Office of the 1.2 Refer request Chancellor
Chancellor to OVCAA
2. Submit
OVCAA
Pause clock
recommendation
including draft NONE 5 Days
for Academic Affairs
reply for the
Chancellor's
consideration.
1. Received 1. Receiving Personnel

NONE 1 Day
recommendation 1.1 Executive Assistant
93
1.1 Review the 1.2 Chancellor
documents if it is
in order
1.2 Approve/ sign
2. Release Chancellor
approved
documents to the Executive Assistant
NONE 1 Days
Office of the Vice Releasing Personnel
Chancellor for
Academic Affairs Office of the Chancellor
TOTAL: NONE 8 Days
94
Office of the Chancellor (OC)
Internal Service
95
1. Signing of Variation Order
Request for the signature of the Chancellor on the Variation Order required for
Construction (infrastructures/ buildings)
Type of
Government to Government
Transaction:
Who may avail: End-User or Unit
Letter Request Requesting Party/ End-User
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receive
Variation Order
1.1 Review if
1. Submit Variation the document is 1.1 Executive Assistant
Order to the Office of in-order NONE 1 Day
the Chancellor 1.2 Chancellor
1.2 Sign the
Variation Order
2. Release
2. Receive signed
signed Variation
Variation Order Releasing Personnel
Order to the
document from the NONE 1 Day
Office of Office of the Chancellor
Office of Campus
Campus
Architect
Architect
TOTAL: NONE 2 Days
96
2. Approval of eHOPE (Enhanced Hospitalization Programme)
Applications
Request for the approval of the Chancellor on the eHOPE (FAPHE)
applications.
Who may avail: UP Diliman Employees
Application of eHOPE reviewed and

endorsed by eHOPE committee
Office of the Vice Chancellor for Administration
together with the endorsement of the
Vice Chancellor for Administration
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Received
Application of
eHOPE
reviewed and
endorsed by
1. Submit Application eHOPE
of eHOPE reviewed committee
and endorsed by together with
eHOPE committee the
together with the endorsement 1.1 Executive Assistant
of the Vice NONE 2 Days
endorsement of the 1.2 Chancellor
Vice Chancellor for Chancellor for
Administration to the Administration Office of the Chancellor
Office of the 1.1 Review
Chancellor endorsed
eHOPE
applications if
in order
1.2 Approve
endorsed
97
eHOPE
applications
Release
approved
2. Receive approved
eHOPE
eHOPE application Releasing Personnel
application to
through Human NONE 1 Day
the Human Office of the Chancellor
Resource
Resource
Development Office
Development
Office
TOTAL: NONE 3 Days
3. Approval of Request for Funding

Request for the approval of the Chancellor for funding
Type of
Transaction:
Who may avail: UP Employees and units

Letter of request with recommendation
from the Office of the Vice Chancellor for
Administration
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submit letter of 1. Received 1. Receiving Personnel

request with letter of request NONE 2 Days 1.1 Executive Assistant
recommendation from with the
the Office of the Vice recommendation 1.2 Chancellor
98
Chancellor for of the Vice Office of the Chancellor
Administration Chancellor for
Administration
1.1 Review if
request is in
order
1.2 Approve
2. Release
2. Receive approved
approved Releasing Personnel
request for funding
request for NONE 1 Day
from the Office of the Office of the Chancellor
funding to
Chancellor
requesting party.
TOTAL: NONE 3 Days
4. Approval of Procurement Documents

Request for the signature of the Chancellor on procurement documents (PO,
NOA, BAC Resolution)
Who may avail: UP Diliman Units
1. Procurement document (Purchase Order,

Procurement Office
Notice of Award, and BAC Resolution)
2. Recommendation from Procurement Office
FEES
CLIENT STEPS TO BE
PAID
99
1. Receiving
1. Received Personnel
1. Submit document/s to the document/s
Office of the Chancellor with 1.1 Executive
1.1 review Assistant
endorsement/recommendation NONE 2 Days
recommendations
from the Procurement Office 1.2 Chancellor
are in order
Director/authority
1.2 Approve Office of the
Chancellor
1. Releasing
Release signed
Personnel
2. Received signed procurement
document/s from the document/s to NONE 1 Day Office of the
Procurement Office Procurement Chancellor
Office
TOTAL: NONE 3 Days

Type of
Transaction:
Who may avail: UP Diliman Faculty and Staff
(OASH)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
100
1. Receive letter
of
recommendation
of OASH Case
under
confidential
cover
1.1 Reviews the
report and
recommendation
1.2 Action of the
Chancellor
based on the
recommendation
1.3 Prepares
documents for 1. Receiving Personnel
release to DLO
under 1.1 - 1.2 Chancellor
1. OASH submit
letter of confidential 1.3 - 1.5 and 1.7 Executive
recommendation to cover NONE 5 Days Assistant/ Releasing or
the Office of the 1.4 Release to Receiving Personnel
Chancellor DLO under 1.6 Chancellor
confidential
cover Office of the Chancellor
1.5 Received
final decision
prepared by
DLO for the
signature of the
Chancellor
under
confidential
cover
1.6 Sign
1.7 Prepares
document for
release to DLO
under
101
confidential
cover
1.8. Received
Decision
prepared by 1.8 Receiving Personnel
DLO for
signature of the NONE 1.9 Chancellor
Chancellor Office of the Chancellor
1.9 Sign the
Decision
2. Executive
2. Release Assistant/Releasing
2. Receive decision
decision through NONE 1 Day Personnel
through DLO
DLO
TOTAL: NONE 6 Days
6. Approval of Request for Opening a Trust Account

Request for the approval of the Chancellor in opening a trust account.
Who may avail: UP units and project leaders
1. Application form for opening a trust account
2. Recommendation from the Office of the
Vice Chancellor for Administration
102
FEES
CLIENT STEPS TO BE
PAID
1. Received
Trust Account
Form
1. Submit form for opening a 1.1 Review

trust account to the Office of the
the Chancellor with application 1.1 Executive Assistant
form NONE 2 Days
endorsement/recommendation 1.2 Chancellor
from the Office of the Vice 1.2 Approve
Chancellor for Administration Office of the Chancellor
2. Release
the approved Executive
2. Received approved Trust
Trust Account Assistant/Releasing
Account Form from the Office
Form to Office NONE 1 Day Officer
of the Vice Chancellor for
of the Vice
Administration Office of the Chancellor
Chancellor for
Administration
TOTAL: NONE 3 Days
7. Approval of Faculty Grant Awards

Who may avail: UP Faculty

103
Letter of recommendation Office of the Vice Office of the Dean and Vice Chancellor for Academic
Chancellor for Academic Affairs Affairs
FEES
CLIENT STEPS TO BE
PAID
1. Received letter
of
1. Submit documents to
recommendation
the Office of the 1. Receiving Personnel
through the Office
Chancellor with
of the Vice 1.1 Executive Assistant
endorsement or
Chancellor for NONE 2 Days
recommendation from 1.2 Chancellor
Academic Affairs
Office of the Vice
Chancellor for Academic 1.1 Review Office of the Chancellor
Affairs recommendations
1.2 Approve
2. Release
2. Received approved
Approved Faculty
Faculty Grants Awards Releasing Personnel
Grants to the
through the Office of the NONE 1 Day
Office of the Vice Office of the Chancellor
Vice Chancellor for
Chancellor for
Academic Affairs
Academic Affairs
TOTAL: NONE 3 Days
8. Approval of the following: Outright Research Grant, PhD

Incentive Award, Thesis and Dissertation Grant, Open Grant,
Source of Solutions Grant, Extension Grant, Intellectual
Protection Philippines Grant, Intellectual Protection Foreign
Grant, Technology Transfer Market Validation, Technology
Transfer Business Model/ Plan and Technology Transfer
Prototype and Scale Up
Request for the approval of the Chancellor on the grants.
104
Who may avail: UP Faculty, Research Extension and Professional Staff
Recommendation of the Office of the Vice

Vice Chancellor for Research and Development
Chancellor for Research and Development
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Received
documents from the
Office of the Vice 1. Receiving
Chancellor for Personnel
1. Submit document/s
Research and 1.1 Executive
to the Vice
Development Assistant
Chancellor for NONE 2 Days
Research and 1.1 Review 1.2 Chancellor
Development recommendations if
in order Office of the
Chancellor
1.2 Approve various
Grant/ Awards
2. Received approved Release approved
Grants/ Awards Grants/ Award to the Releasing Personnel
through the Office of Office of the Vice
NONE 1 Day Office of the
the Vice Chancellor Chancellor for
for Research and Research and Chancellor
TOTAL: NONE 3 Days
9. Action on complaint
Request for the action of the Chancellor on complaint
105
Type of
Transaction:
Who may avail: UP Faculty, Research Extension Professional Staff, Administrative Staff
Letter of complaint Complainant
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Received letter
1. Submit a letter of 1. Receiving Personnel
of complaint
complaint to the
Office of the 1.1 Evaluate 1.1 Executive Assistant/
NONE 2 Days
Chancellor letter of complaint Chancellor
and refer to Office of the Chancellor
appropriate office
TOTAL: NONE 2 Days

Office or
Division:
Type of
Transaction:
(OASH)
106
FEES
PROCESSING
CLIENT STEPS AGENCY ACTION TO BE PERSON RESPONSIBLE
TIME
PAID
1. 1 Receives report
and
recommendation
from OASH
1. Submit report 1.1 Receiving Personnel
1.2 study/review the
and
report and Executive Assistant
recommendation NONE 5 Days
recommendation Chancellor
to the Office of the
Chancellor 1.3 Refer action of Office of the Chancellor
the Chancellor to
Diliman Legal Office
for preparation of the
Notice of Decision
2. Signature of the Executive Assistant

Notice of Decision NONE 1 Day Chancellor
Chancellor
2. Received 3. Release Notice of Executive Assistant
notice of decision Decision through the NONE 1 Day
from DLO Diliman Legal Office Releasing Personnel
TOTAL: NONE 7 Days
10. Documents from Human Resource Development Office: Approving

Basic Paper (BP), Appointment, Retirement letter, Retirement
Gratuity, Application for Leave of Absence of Administrative Staff,
Research Extension and Professional Staff (REPS) and Faculty
Request for the approval of the Chancellor on the BP, Appointment, Retirement letter,
retirement gratuity, application for leave of absence for admin, Research Extension and
Professional Staff and faculty.
107
Type of
Transaction:
Human Resource Development Office
Filled-up form/s
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Received
request letter 1. Receiving Personnel
1. Submit 1.1 University Extension
1.1 Review
documents to the Specialist IV
document/s if in NONE 2 Days
Office of the
order 1.2 Chancellor
Chancellor
1.2 Action of the Office of the Chancellor
Chancellor
2. Release
2. Received document/s with
document with Chancellor’s
Chancellor’s Action Action to the Releasing Personnel
NONE 1 Day
from Human Human Office of the Chancellor
Resource Resource
Development Office Development
Office
TOTAL: NONE 3 Days
11. Approval of Travel on Official Business

Request for the approval of the Chancellor for travel authority.
Who may avail: Faculty, REPS and Staff
108
1. Draft Travel Authority with
supporting documents 1. Human Resource Development Office
2. Recommendation from Office of the 2. Office of the Vice Chancellor for Academic Affairs/ Office
Vice Chancellor for Academic Affairs/ of the Vice Chancellor for Administration/ Office of the Vice
Vice Chancellor for Administration/ Chancellor for Research and Development
Office of the Vice Chancellor for
Research and Development
ACTION BE PAID TIME
1. Received
Draft and
Finalize
1. Human Resource Travel
Development Office Authority 1. Receiving Personnel
sends draft travel
authority and 1.1 Review 1.1 University Extension
supporting documents Travel NONE 2 Days Specialist IV
together with Authority and
1.2 Chancellor
recommendation of the attachments
appropriate Vice if they are in Office of the Chancellor
Chancellor order
1.3 Approve
2. Release
approved
2. Receive
Travel
signed/approved Releasing Personnel
Authority to
Travel Authority from NONE 1 Day
the Human Office of the Chancellor
Human Resource
Resource
Development Office
Development
Office
TOTAL: NONE 3 Days
12. Approval of Travel on Personal Leave

Request for the approval of the Chancellor on the travel request of Faculty, Research
Extension and Professional Staff (REPS) and Administrative Staff
109
Who may avail: UP Diliman Faculty, Research Extension Professional Staff (REPS) and Staff
Finalized Personal Travel Authority Human Resource Development Office

FEES
PROCESSING
TIME
PAID
1. Human Resource
1. Received Travel 1. Receiving Personnel
Development Office
sends Travel Authority Authority NONE 2 Days 1.1 Chancellor
to the Office of the 1.1. Approve Office of the Chancellor
Chancellor
2. Release signed
2. Received signed
Travel Authority to Releasing Personnel
Travel Authority from
the Human NONE 1 Day
the Human Resource Office of the Chancellor
Resource
Development Office
Development Office
TOTAL: NONE 4 Days
13. Approval of Application for Limited Practice of Profession (LPP)
Office or
Division:
Type of
Transaction:
UP Diliman Faculty, Research Extension and Professional Staff and
Who may avail:
Administrative Staff
110
Limited Practice of Profession Form Human Resource Development Office
FEES
PROCESSING
TIME
PAID
1. Received
application LPP
Form
1.1 Review the 1. Receiving Personnel
application University Extension Specialist
1. HRDO sends
filled-up LPP Form 1.2 Release to the IV
to the Office of the Office of the Vice NONE 2 Days
Chancellor Chancellor for
Academic Affairs / Chancellor
Office of the Vice Human Resource
Chancellor for Development Office
Administration/
OVCRD
1.3 Approve
1.4 Release signed Chancellor

Limited Practice of University Extension Specialist
Profession Form to IV
NONE 1 Day
the Human
Resource Releasing Personnel
Development Office Office of the Chancellor
TOTAL: NONE 3 Days
14. Approval of Transfer of Personnel to other UP Campus Units

Request for the approval of the Chancellor to transfer to other UP Campus Units.
Type of
Transaction:
111
UP Diliman Faculty, Research Extension and Professional Staff and
Who may avail:
1. Requesting Party
2, Recommendation from the Office of
2. Office of the Vice Chancellor for Academic Affairs/
Office of the Vice Chancellor for Research and
Affairs/ Office of the Vice Chancellor for
Development/ Office of the Vice Chancellor for
Research and Development/ Office of
Administration
the Vice Chancellor for Administration
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Received
from HRDO
request letter 1. Receiving Personnel
1. Submit letter of with
request to the Human recommendation 1.1 University Extension
Resource from appropriate NONE 2 Days Specialist IV
Development Office Vice Chancellor 1.2 Chancellor
1.1 Review Office of the Chancellor
recommendation
1.2 Approve
2. Release
approved Chancellor
2. Receive approved
transfer of University Extension
transfer of personnel
personnel to the Specialist IV
from Human NONE 1 Day
Human
Resource 3. Releasing Personnel
Resource
Development Office
Development Office of the Chancellor
Office
TOTAL: NONE 3 Days
15. Approval of Research Dissemination Grant (RDG)

Request for the approval of the Chancellor for Research Dissemination Grant.
Office or
Division:
112
Type of
Transaction:
Who may avail: UP Diliman Faculty, Research Extension Professional Staff
Research Dissemination Grant Form Office of the Vice Chancellor for Research and
Development
FEES
PROCESSING
TIME
PAID
1. Received
application for RDG
Form
1.1 Review the
1. Office of the application 1. Receiving Personnel
Vice Chancellor
for Research and 1.2 Release to the 1.1 University Extension
Development Office of the Vice NONE 2 Days Specialist IV
sends RDG Form Chancellor for
1.2 Chancellor
to the Office of the Academic Affairs /
Chancellor Office of the Vice Office of the Chancellor
Chancellor for
Administration/
OVCRD
1.3 Approve
2. Received
approved Chancellor
Research
2. Release signed University Extension
Dissemination
RDG Form to the Specialist IV
Grant request NONE 1 Day
Human Resource
from the Human Releasing Personnel
Development Office
Resource
Development Office of the Chancellor
Office
TOTAL: NONE 3 Days
113
16. Signing of Disbursement Vouchers (DV) from Research
Dissemination Grant
Request for the approval of the Chancellor for Disbursement Voucher from Research
Dissemination Grant.
Who may avail: UP Faculty, Research Extension Professional Staff and Administrative Staff
1. Disbursing Voucher signed by
requesting party’s unit
(Chair/Director/Dean) on Box A
2. Approved letter of request for Requesting Party’s Unit
Research Dissemination Grant
3. Approved Research Dissemination
Grant Form
4.Travel Report
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receive
1. Submit Disbursing
Disbursement 1. Receiving Personnel
Voucher with attached
Voucher
approved letter of 1.1 University Extension
request, approved 1.1 Review Specialist IV
NONE 1 Day
Research Document if
Dissemination Grant in order 1.2 Chancellor
Form and Travel Office of the Chancellor
1.2. Sign
Report
Disbursement
2. Release Chancellor
signed University Extension
2. Receive Disbursing
Disbursement Specialist IV
Voucher from Office of NONE 1 Day
Voucher to
the Chancellor Releasing Personnel
Requesting
Party Office of the Chancellor
114
TOTAL: NONE 2 Days
17.Approval of Reduced Fee of Matriculation

Request for the approval of the Chancellor for a Reduced Fee of Matriculation
Type of
Transaction:
1. Application for Reduced Fee Form
2. Personnel clearance 1-2 Human Resource Development Office
3. Recommendation from Office of the 3. Office of the Vice Chancellor for Academic Affairs /
Vice Chancellor for Academic Affairs Office of the Vice Chancellor for Administration
(Faculty, REPS) / Office of the Vice
Chancellor for Administration
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submit
application form for
reduced fee of
matriculation with 1. Received 1. Receiving Personnel
Personnel filled-up form for
Clearance and reduced fee 1.1 University Extension
recommendation NONE 2 Days Specialist IV
1.1 Review the
from the Office of 1.2 Chancellor
form if in-order
the Vice Chancellor
for Administration / 1.2 Approve t Office of the Chancellor
Office of the Vice
Chancellor for
Academic Affair
2. Received 2. Release Chancellor

approved Reduce approved NONE 1 Day University Extension
Fee of Matriculation Reduced Fee of
Specialist IV
from the Human Matriculation to
115
Resource the Human Releasing Personnel
Development Office Resource and
Development
Office
TOTAL: NONE 3 Days
18. Signing of Research Contracts (in-House)

Request for the signature of the Chancellor on the research contracts (in-house,
creative and research projects)
1. Research Contract signed by the grantee

1.Requesting Party (Grantee)
2. Signature of the Vice Chancellor for
2. Office of the Vice Chancellor for Research and
Research and Development as witness to
Development
the Chancellor
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit research 1. Received

contract with research contract 1. Receiving Personnel
recommendation from 1.1 Executive Assistant
1.1 Review if
Office of the Vice NONE 3 Days
research contract 1.2 Chancellor
Chancellor for
is in order
Research and Office of the Chancellor
Development 1.2 Sign
2. Receive signed 2. Release signed Chancellor

research contract from research contract NONE 1 Day Executive Assistant
the Office of the Vice to the Office of the
Chancellor for Vice Chancellor for Releasing Personnel
116
Research and Research and Office of the Chancellor
TOTAL: NONE 4 Days
19.Approval of Waiver of Minimum Class Size

Who may avail: UP Diliman Faculty
1. Letter of request addressed to the 1. Requesting Party

Chancellor
2. College Dean
2. Recommendation from the College Dean
3. Recommendation from the Office of the
Vice Chancellor for Academic Affairs 3. Office of the Vice Chancellor for Academic Affairs
FEES
CLIENT STEPS TO BE
PAID
1. Receive
letter of 1. Receiving Personnel
1. OVCAA sends letter requesting
request to the Office of 1.1 Executive Assistant
1.1 Review if NONE 1 Days
the Chancellor together 1.2 Chancellor
document is in
with its endorsement
order Office of the Chancellor
1.2 Approve
2. Received approved 2. Release Chancellor

request for class size approved NONE 1 Day
Executive Assistant
from the Office of the request for
117
Vice Chancellor for class size Releasing Personnel
Academic Affairs through the
Office of the
Vice Chancellor
for Academic
Affairs
TOTAL: NONE 2 Days
118
Data Protection Office
(DPO)
External Services
119
1. Render advisory opinion
Render advisory opinions to UP Diliman Units/Constituents
Office or Division: Data Protection Office
Type of Transaction: Government to Citizen
Who may avail: All UP Diliman Students
1. Email/Letter/Request/Any other form
of written requests or referral letter from 1. Requesting Party
the Chancellor
FEES
AGENCY TO PROCESSING
ACTION BE TIME
PAID
1. Acknowledge
receipt Email/
Letter/Request/Any
other form of written
or verbal requests
or referral letter 1 & 1.1 Receiving Personnel
1. Submit from the Chancellor
Email/Letter/Request
/Any other form of
None 13 Days 1.2 Data Protection Officer
written requests or
1.1 Forward the
referral letter from
request to Data
the Chancellor
Protection Officer Data Protection Office
1.2 Draft and

Finalize Advisory
Opinion
Releasing Personnel
2. Received Advisory 2. Released
None 1 Day
Opinion Advisory Opinion
TOTAL: None 14 Days
120
2. Investigate security incidents and personal data breaches
Investigate security incidents and personal data breaches and if necessary, exercise
breach reporting procedures in coordination with Privacy Focal Persons.
1. Email the incident with all information
on hand both to Data Protection Officer 1. Requesting Party
and the Privacy Focal Person having the
jurisdiction over the unit involved
FEES
ACTION BE TIME
PAID
1. Acknowledged 1 Hour 1 Receiving Personnel
1. Email the incident receipt of the Email
with all information Data Protection Office
on hand both to Data
Protection Officer 1.1 Categorization
and the Privacy of the Incident None 1 Hour 1.1 Privacy Focal Person
Focal Person having
the jurisdiction over
the unit involved 1.2 Investigation 4 Hours
within two (2) hours 1.2 Unit-Level Breach
and identification of
the Incident
Response Team
2. If necessary, 66 hours
reporting to National
Privacy Commission
and Notification to 2 Data Protection Officer
affected Data
2. Received Subjects None
Notification
2.1 to 2.4 Unit-Level Breach
Response Team
2.1 Containment PAUSE Clock
and Eradication of (Max 7 Days)
the cause of
Security Incident or
121
Personal Data
Breach
PAUSE Clock
(Max 7 Days)
2.2 Restore the
system or
application to its
working state
1 Day
2.3 Update the

status of the
Personal Data
Breach 1 Day
2.4 Discussion of
lessons learned
TOTAL: None 19 Days
122
(DPO)
Internal Services
123
1. Render advisory opinion
Render advisory opinions to UP Diliman Units/Constituents
Who may avail: All UP Diliman Employees
1. Email/Letter/Request/Any other form
of written requests or referral letter from 1. Requesting Party
the Chancellor
FEES
ACTION BE TIME
PAID
1. Acknowledge
receipt Email/
Letter/Request/Any
other form of written
or verbal requests
or referral letter 1 & 1.1 Receiving Personnel
1. Submit from the Chancellor
Email/Letter/Request
/Any other form of
None 13 Days 1.2 Data Protection Officer
written requests or
1.1 Forward the
referral letter from
request to Data
the Chancellor
Protection Officer Data Protection Office
1.2 Draft and

Finalize Advisory
Opinion
Releasing Personnel
2. Received Advisory 2. Released
None 1 Day
Opinion Advisory Opinion
TOTAL: None 14 Days
124
2. Investigate security incidents and data breaches
Investigate security incidents and data breaches and if necessary, exercise
breach reporting procedures in coordination with Privacy Focal Persons
1. Email the incident with all information
on hand both to Data Protection Officer 1. Requesting Party
and the Privacy Focal Person having the
jurisdiction over the unit involved
FEES
ACTION BE TIME
PAID
1. Acknowledged 1 Hour 1 Receiving Personnel
1. Email the incident receipt of the Email
with all information Data Protection Office
on hand both to Data
Protection Officer 1.1 Categorization
and the Privacy of the Incident None 1 Hour 1.1 Privacy Focal Person
Focal Person having
the jurisdiction over
the unit involved 1.2 Investigation 4 Hours
within two (2) hours 1.2 Unit-Level Breach
and identification of
the Incident
Response Team
2. If necessary, 66 hours
reporting to National
Privacy Commission
and Notification to 2 Data Protection Officer
affected Data
2. Received Subjects None
Notification
2.1 to 2.4 Unit-Level Breach
Response Team
2.1 Containment PAUSE Clock
and Eradication of (Max 7 Days)
the cause of
125
Personal Data
Breach
PAUSE Clock
(Max 7 Days)
2.2 Restore the
system or
application to its
working state
1 Day
2.3 Update the

status of the
Personal Data
Breach 1 Day
2.4 Discussion of
lessons learned
TOTAL: None 19 Days
3. Conducts and facilitates Privacy and Security Trainings and

Seminars
To educate UP Diliman and its units on data protection
1. Email requesting for lecture with the
following: Data privacy topics to be
discussed; Preferred schedule and 1. Requesting Party
venue; Participant’s background; and
Contact Info
126
2. Reservation of venue and catering
services (if the lecture is with food and
drinks)
FEES
ACTION BE TIME
PAID
1. Acknowledge
receipt of the
request
1.1 Forward request 1, 1.1 Receiving Personnel

1. Submit Email
to Data Privacy
requesting for lecture None 2 Days 1.2 Data Privacy Resource
Resource
on Data Privacy
1.2 Evaluate
request if will be
accommodated or
not
2. Communicate
with Requesting
2. Received Party whether Releasing Personnel
None 1 Day
Confirmation request is Data Protection Office
accommodated or
not
3. Make sure that
the venue is
reserved, complete
3. Reserve the venue
with basic logistical PAUSE Clock
and the catering None Data Protection Team
requirements, food (Max 3 Days)
services
and drinks were
properly
coordinated
4. Conduct the
lecture
Honor 4, 4.1 Data Privacy Resource
4. Attend the lecture 1 Day
arium and Data Protection Team
4.1 Get feedback
from the participants
TOTAL: 7 Days
127
Department of Military Science and Tactics
(DMST)
External Services
128
1. Request for use of facilities
Processing of request for use of facilities
Office or Division: Department of Military Science and Tactics (DMST)
Business
Who may avail: Non-UP units and organizations
1. Request letter indicating the
facility to be used, date and time of
Requesting party
use, and contact information of the
requesting party.
2. Proof of payment UP Diliman Cash Office
ACTION BE PAID TIME
1. Submit the Receiving Personnel,
1. Receive
request letter to the
the request None 1 Hour Department of Military
admin office for
letter. Science and Tactics
processing.
2.1.
Evaluate
and
process
2.1. Administrative
the
Officer
request.
2.2. Commandant and
2. Wait for the 2.2.
Department Head
evaluation of the Decide None 2 Days
request. on the 2.3. Releasing
request. Personnel,
Department of Military
2.3.
Science and Tactics
Notify
the client
of the
decision.
129
3. Proceed to admin
office, upon
Issue a bill to
notification of the None 1 Hour Administrative Assistant
the client.
approval of the
request, for billing.
Pause-Clock
4. Pay the fee to the See (To be
UP Diliman Cash schedule accomplished by Requesting Party
Office of fees the client within
one working day)
5. Present the proof
Note the
of payment to the
receipt None 1 Hour Administrative Assistant
admin office for
number
documentation.
Receive the
6. Pay janitorial
payment and
services if the day of See
forward it to
use of the requested schedule 1 Hour Administrative Assistant
the
facility falls on a of fees
maintenance
Sunday.
personnel
2 Days and 4
TOTAL: None
Hours
Table of Rates
First three hours: PHP1,000.00
Per succeeding hour or fraction thereof: PHP200.00
Janitorial services: PHP1,000.00
2. Request for ROTC Certification

Processing of request for ROTC Certification
Type of
Government to Citizen
Transaction:
Who may avail: Owner of the records
130
1. Filling-out of DMST Form 1 DMST Admin Office
2. Proof of Payment UP Diliman Cash Office
3. Valid ID of the requesting party Requesting Party
ACTION BE PAID TIME
1.1. Receive
1.1. Receiving Personnel,
1. Submit fully the DMST
accomplished Form 1.
None 1 Hour Science and Tactics
DMST Form 1 to 1.2. Issue a bill
the admin office. 1.2. Administrative
to the
Assistant
client.
2. Pay the fee to the See
UP Diliman Cash schedule Pause-Clock
Office. of fees
3.1. Check and
retrieve
the
records of 3.1. School Credits
the client. Evaluator
3. Wait for the
certificate to be 3.2. Input the None 2 Days 3.2. Administrative Aide
processed. record and
3.3. NSTP ROTC
print the
Coordinator
certificate.
3.3. Sign the
certificate.
4. Present the proof
of payment and Release the Releasing Officer,
valid ID of the certificate to None 1 Hour Department of Military
requesting party the client. Science and Tactics
for claiming.
2 Days and 3
TOTAL: None
Hours
Table of Rates
Rayadillo PE Exemption: PHP20.00
131
ROTC Grades Certification: PHP20.00
3. Request for manpower/personnel

Facilitating of request for manpower/personnel
Business
Who may avail: Non-UP units and organizations
1. Request letter indicating the service
to be requested, date, time and
Requesting party
nature of the event, and contact
information of the requesting party.
2. Honorarium Requesting party
ACTION BE PAID TIME
Receive the
request None 1 Hour Department of Military
admin office for
processing.
2.1.
Evaluate
and 2.1. University Research
process Associate
the
request. 2.2. Commandant and
2. Wait for the
Department Head
evaluation of the 2.2. None 6 Days
request. Decide 2.3. Releasing
on the Personnel, Department
request. of Military Science and
Tactics
2.3.
Notify
the client
132
of the
decision.
3. Pay the
honorarium to the See Requested Personnel,
requested personnel None schedule Pause-Clock Department of Military
upon performance of fees Science and Tactics
of the service.
6 Days and 1
TOTAL: None
Hour
Table of Rates
Rayadillo Honor Guards: PHP750.00 per cadet
Ushers: PHP1,000.00 per sponsor
Lectures: PHP750.00 per cadet officer
133
Department of Military Science and Tactics
(DMST)
Internal Services
134
1. Request for use of facilities
Processing of request for use of facilities
Business
Who may avail: University of the Philippines Units and Organizations
1. Request letter indicating the facility
to be used, date and time of use,
Requesting party
and contact information of the
requesting party.
2. Proof of payment UP Diliman Cash Office
3. Payment of Janitorial Services Requesting party
ACTION BE PAID TIME
1. Submit the request Receiving Personnel,
Receive the
letter to the admin
office for
processing.
2.1. Evaluate
and
process
the 2.1. Administrative Officer
request.
2.2. Commandant and
2. Wait for the
2.2. Decide Department Head
evaluation of the None 2 Days
on the
request. 2.3. Releasing Personnel,
request.
2.3. Notify Science and Tactics
the client
of the
decision.
3. Proceed to admin Issue a bill to
office, upon None 1 Hour Administrative Assistant
the client.
notification of the
135
approval of the
request, for billing.
Pause-Clock
4. Pay the fee to the See (To be
UP Diliman Cash schedule accomplished by Requesting Party
Office of fees the client within
one working day)
5. Present the proof of
Note the
payment to the
receipt None 1 Hour Administrative Assistant
admin office for
number
documentation.
Receive the
6. Pay janitorial
payment and
services if the day of See
forward it to
use of the requested schedule 1 Hour Administrative Assistant
the
facility falls on a of fees
maintenance
Sunday.
personnel
2 Days and 4
TOTAL: None
Hours
Table of Rates
First three hours: PHP500.00
Per succeeding hour or fraction thereof: PHP100.00
Janitorial Services: PHP1,000.00
2. Request for logistics

Processing of request for logistics
Type of Transaction: Government to Government, Government to Citizen
Who may avail: University of the Philippines Units and Organizations
1. Request letter indicating the Requesting party
logistics to be used, date and time
136
of use, and contact information of
the requesting party.
ACTION BE PAID TIME
Receive the
admin office for
processing.
2.1.
Evaluate
and
process
2.1. Administrative
the
Officer
request.
2.2. Commandant and
2. Wait for the 2.2.
Department Head
evaluation of the Decide None 2 Days
request. on the 2.3. Releasing
request. Personnel, Department
of Military Science and
2.3.
Tactics
Notify
the client
of the
decision.
3. Proceed to admin
office, upon Issue the
Releasing Personnel,
notification of the requested
None 1 Hour Department of Military
approval of the logistics to
Science and Tactics
request, for the client.
claiming.
Pause-Clock
(To be
4. Claim the accomplished by
None
requested logistics. the client not later
than one working
day before use)
5. Return the Receive the None 1 hour Receiving Personnel,
requested logistics loaned
137
within two working logistics to Department of Military
days after use. the client. Science and Tactics
2 Days and 3
TOTAL: None
Hours
3. Request for manpower/personnel

Facilitating of request for manpower/personnel
Who may avail: UP Units
1. Request letter indicating the
service to be requested, date, time
Requesting party
and nature of the event, and contact
information of the requesting party.
ACTION BE PAID TIME
Receive the
admin office for
processing.
2.1.
Evaluate
and 2.1. University Research
process Associate
the
request. 2.2. Commandant and
2. Wait for the
Department Head
evaluation of the 2.2. None 6 Days
request. Decide 2.3. Releasing
on the Personnel, Department
request. of Military Science and
Tactics
2.3.
Notify
the client
138
of the
decision.
6 Days and 1
TOTAL: None
Hour
139
Diliman Gender Office
(DGO)
External Services
140
1. Request for Counseling Services
The UP Diliman Gender Office offer interventions for students, faculty and staff
in distressed such as psychosocial and legal counseling services.
Office or Division: Counseling Program

Who may avail: All students, student organizations
None Not applicable
CLIENT STEPS
Scheduled
1. Client voluntarily
appointment
asks (phone or email) Guidance Counselor
for
for a psychosocial or
psychosocial None 5 Days
legal counseling
or legal
session. Legal Consultant
counseling
Conducted Guidance Counselor

2. Client walks in the intake
Office for psychosocial counseling None 2 Hours
counseling.
TOTAL None 5 Days, 2 Hours
141
2. Request for Gender Sensitivity Trainings / Gender
Sensitivity Orientation (GST / GSO)
The Diliman Gender Office offer trainings to develop consciousness that is
gender sensitive, responsive, and promotive of gender equality and
empowerment.
Office or Division: Training Program
2.Training needs assessment form Diliman Gender Office

1.1 Received
letter of Receiving personnel
request
None;
If training
is an
1.2 Scheduled outside
gender request Training officer
sensitivity and not
trainings from UP,
payment
1. Submit letter of
for
request (hard copy, 1.3 Asked trainors
email ) requesting and
party to 10 Days Training officer
resource
accomplish persons
training needs will be
assessment made by
the
1.4 Conducted requestin
gender g party.
Training officer
sensitivity
training.
TOTAL 10 Days
142
(DGO)
Internal Services
143
1. Request for Counseling Services
The UP Diliman Gender Office offer interventions for students, faculty and staff
in distressed such as psychosocial and legal counseling services.
Office or Division: Counseling Program

Who may avail: Faculty, REPS, administrative staff
None Not applicable
CLIENT STEPS
Scheduled
1. Client voluntarily
appointment
asks (phone or email) Guidance Counselor
for
for a psychosocial or
psychosocial None 5 Days
legal counseling
or legal
session. Legal Consultant
counseling
Conducted Guidance Counselor

2. Client walks in the intake
Office for psychosocial counseling None 2 Hours
counseling.
5 Days and 2
TOTAL
Hours
144
2. Request for Gender Sensitivity Trainings / Gender Sensitivity
The Diliman Gender Office offer trainings to develop consciousness that is
gender sensitive, responsive, and promotive of gender equality and
empowerment.
Office or Division: Training Program
Who may avail: Faculty, REPS, administrative staff, other UP units or offices
2.Training needs assessment form Diliman Gender Office

1.1 Received
letter of Receiving personnel
request
None;
If training
is an
1.2 Scheduled outside
gender request Training officer
sensitivity and not
trainings from UP,
payment
1. Submit letter of
for
request (hard copy, 1.3 Asked trainors
email ) requesting and
party to 10 Days Training officer
resource
accomplish persons
training needs will be
assessment made by
the
1.4 Conducted requestin
gender g party.
Training officer
sensitivity
training.
145
TOTAL 10 Days
3. Request for Gender and Development Trainings

Pursuant to RA 9710 (Magna Carta of Women) DGO provides training to
strengthens and institutionalize Gender and Development Focal Point
System.
Office or Division: GAD Program
Who may avail: All UP colleges, units or offices
Letter of Request Diliman Gender Office
CLIENT STEPS
Received
1.Submit Request
letter of None 3 Days Receiving personnel
letter
request
Scheduling
of the
2.Wait for DGO request.
None 3 Days GAD officer
approval Inform client
for the
schedule
TOTAL: None 6 Days
146
Diliman Information Office
(DIO)
External Services
147
1. Request for Campus Tour
Requests by Academic and Other Institutions for Tour of the University of the
Philippines (UP) Diliman Campus
Office or Division: UP Diliman Information Office (UPDIO)

Type of
Government to Citizen, Government to Business
Transaction:
All Government Agencies, Local Government Units, Academic Institutions,
Who may avail:
Tour Operators
1. Read Visitors on Campus Guidelines

a. Letter of request for group tours should
be submitted to the UPD Information
Office at least two weeks prior to the
proposed visit. 1. UP Diliman website (www.upd.edu.ph) /
b. Letter of request should be addressed UPDIO
to: Director, UP Diliman Information
Office. 2.-3. Requesting Party
c. Please state the purpose of your visit, 4. UPDIO
the number of students and teachers and
the mode of transportation to be used for
the tour.
2. Payment of campus tour fees.
3. Certification/Permit
FEES TO PROCESSING PERSON

CLIENT STEPS AGENCY ACTION
BE PAID TIME RESPONSIBLE
1. Inform clients about Public Relations

1. Phone call/Office Officer
the Visitors on Campus None 1 Day
visit/Email Inquiry
Guidelines UPDIO
2. Acknowledging Receiving
receipt of campus tour None 1 Day Personnel
indicating
compliance to requests. UPDIO
148
Visitors on Campus
Guidelines
3. Wait for UPDIO 3. Evaluate, and Deputy Director
Action (approved or approve or disapprove None 1 day
denied) campus tour request(s). UPDIO
4. Receive reply 4.1. Inform requesting

from UPDIO party whether request is 4.1.Administrative
approved or denied; Officer
4.2 If denied, 4.2.Administrative
communicate reason for Officer
regrets None 1 Day
4.3.If approved, staff 4.3. Public
assigned will coordinate Relations Officer
with requesting party UPDIO
regarding tour details
5.1. Prepare Billing
Statement
5.2. Send Billing
Statement to client via Administrative
5. Wait for Billing email Officer
None 1 day
Statement
5.3. Prepare UPDIO
certification/permit for
the client’s mode of
transportation for the
tour.
7.1.Send a copy of the
a. PHP
7.1 Pay campus certification/permit to
1,500 (1
tour fees at the UP concerned offices/units
AUV with 2
Diliman Cash 7.2. Issue certification/
tour
Office permit and information
guides)
kit to client (per vehicle)
7.2 Provide a Public Relations
b. PHP PAUSE Clock
photocopy of the Officer
1,700 (1 (2-30 days)
Official Receipt UPDIO
Note: Scanned copy of Bus with 2
(OR) to UPDIO
the Certificate/Permit tour
through office visit;
shall be issued to the guides)
or send scanned
client via email in case
copy of the OR via c. PHP 300
the client cannot do an
email. (additional
office visit after paying
AUV w/o
the campus tour fees.
149
Meanwhile, the UP tour
Diliman Information kit guides)
shall be issued to the
d. PHP
client on the day of the
500
campus tour.
(additional
Bus w/o
tour
guides)
e. PHP
2,000
(Institution
al fee for
travel
agencies)
f. PHP 600
(additional
tour guide)
8. Coordinate with Public Relations
UPDIO staff 1 day (tour Officer;
through SMS or duration per Administrative
8. Conduct actual tour. None
phone call at least client’s Officers
15 minutes before request)
UPDIO
arrival.
a. PHP
1,500 (1
AUV with 2
tour
guides)
b. PHP
1,700 (1
TOTAL: Bus with 2 8-36 Days
tour
guides)
c. PHP 300
(additional
AUV w/o
tour
guides)
150
d. PHP
500
(additional
Bus w/o
tour
guides)
e. PHP
2,000
(Institution
al fee for
travel
agencies)
f. PHP 600
(additional
tour guide)
2. Request for information through Email

Inquiries on University of the Philippines (UP) Diliman matters through the UP
Diliman webmail

Type of
Transaction:
Who may avail: General public
Emailed request for information on UP
Requesting party’s email to updio@upd.edu.ph
Diliman matters
1. Email request for 1. Respond to relevant Media Production

information to emails by providing None 1 Day Specialist III
updio@upd.edu.ph information requested UPDIO
TOTAL: None 1 Day
151
3. Request for inclusion in the “Upcoming Events”
Request for inclusion of University of the Philippines (UP) Diliman units’ events
in the “Upcoming Events” section of the UP Diliman website

Type of
Government to Citizens
Transaction:
Who may avail: UP Diliman Student Organizations
1. Letter of request.
2. Text should not exceed 400 words and
must contain the title of the event, venue,
date and time of the activity, contact Requesting party provides UPDIO
information of the organizing group and ticket
price (if applicable). Photos should be in jpeg
format, 200 dpi.
1. Submit letter of 1. Acknowledge receipt Receiving
request of the letter None 1 Day Personnel
UPDIO
2. Wait for UPDIO 2. Evaluate request

Action (approved or base on content which UPDIO Director
None 1 Day
denied) must be UP Diliman- UPDIO
related
3. Receive reply 3.1. Inform requesting 3.1. Releasing
from UPDIO party whether request is Personnel
approved or denied;
3.2 If denied, 3.2. Releasing
communicate reason for Personnel
regrets None 1 Day
3.3. Media &
3.3. If approved, Public Relations
coordinate with Section Head;
Multimedia Section for Multimedia
posting of events in the Section Head
UPD website
152
UPDIO
TOTAL: None 3 Days
4. Request for inclusion in the What’s UP?

Request for inclusion of student organizations’ events in What’s UP?, University
of the Philippines (UP) Diliman”s Calendar of Events

Type of
Transaction:
2. Text should not exceed 400 words and
must contain the title of the event, venue,
date and time of the activity, contact Requesting party provides UPDIO
information of the organizing group and ticket
price (if applicable). Photos should be in jpeg
format, 200 dpi.
UPDIO

None 1 Day
related
3. Receive reply 3.1. Inform requesting 3.1.Administrative
from UPDIO party whether request is None 3 days
Officer
approved or denied;
153
regrets
3.3. Media &
3.3. If approved and on
Public Relations
deadline set by the Section Head;
Editorial Team, UPDIO Multimedia
will work on the lay out Section Head
of What’s UP? and
uploading in the UP UPDIO
Diliman website
TOTAL: None 5 Days
5. Requests for UPDIO Materials

Requests for University of the Philippines (UP) Diliman Information Office
current and archival files

Type of
Government to Citizen/ Government to Business
Transaction:
Who may avail: General Public
1. Letter of Request addressed to the UPDIO

Director stating:
a. Purpose of request
b. Date when article or image was
published; or when the event was Requesting party provides UPDIO
covered by the UPDIO
c. Compliance to clause on giving UPDIO
proper credit should the materials be
used for printed or online publication
154
2. Email address where the files will be sent;
or USB or hard drive when files are too large
to be sent online

1. Submit letter of 1. Receive letter of Receiving
request for UPDIO request with complete Personnel
None 1 Day
current and/or requirements (No.1a-
archival materials 1c) UPDIO
2. Evaluate request
2. Wait for UPDIO UPDIO Director
base on intended use
Action (approved or None 1 Day
and availability of UPDIO
denied)
materials
from UPDIO party whether request is
approved or denied;
3.2 If denied,
communicate reason for
regrets Administrative
3.3.If approved, access None 2 Days Officer
UPDIO archive, search UPDIO
for and compile

materials needed by
requesting unit.
4.1. Email files to
4.1. Receive files requesting party; or 1 Day 4.1.Administrative
None Officer
via email; or
4.2. For large files,
4.2. Visit UPDIO to release file by allowing
download with own requesting party to 4.2. Releasing
USB or external download with their own PAUSE Clock Personnel
None
hard drive USB or external hard (1-5 Days) UPDIO
drive.
TOTAL: None 10 Days
155
6. Request to post information on social media
Post relevant information and materials to the University of the Philippines (UP)
Diliman’s institutional social media accounts

Type of
Transaction:
Who may avail: UP Diliman student organizations
1. Letter/email of request/official directive
with:
a. Image files formatted according to Requesting party provides UPDIO
social media specifications
b. Appropriate text for caption
c. Reason for posting
1. Send email/ 1. Acknowledge receipt UPDIO Social

Submit letter of of the letter Media Account
None 2 Hours Managers
request with
complete materials UPDIO

None 3 Hours
related
approved or denied;
3.2 If denied, UPDIO Social
communicate reason for Media Account
regrets None 3 Hours Managers
3.3. If approved, UPDIO
materials are assessed
for compatibility with
house style/policy and
edited as needed.
156
3.4. Materials are
posted on institutional
social media accounts
TOTAL: None 1 Day
7. Request for Information made through social media account

Respond to inquiries made on the University of the Philippines (UP) Diliman’s
institutional social media accounts

Type of Government to Government/Government to Citizen/Government to
Requesting party sends request to institutional

1. Direct message to institutional accounts social media accounts

1. Private/direct 1. Acknowledge receipt UPDIO Social
message the of the letter Media Account
institutional social
media accounts UPDIO
2. Wait for UPDIO 2. Evaluate request and UPDIO Social

Action formulate appropriate Media Account
reply None 4 Hours Managers
UPDIO
3. Receive reply 3. Respond to inquiry if UPDIO Social

from UPDIO information is readily Media Account
available. If not, refer to
relevant UPD unit. UPDIO
157
TOTAL: None 8 Hours
8. Request to enroll mobile numbers to Infocast

Request to enroll relevant mobile numbers of University of the Philippines (UP)
Diliman
constituents to Infocast database

Type of
Transaction:
Who may avail: Currently enrolled UP Diliman undergraduate students
1. Voluntary submission of:
a. mobile number
b. full name Requesting party provides UPDIO
c. name of unit
through official channels
1. Submit relevant 1. Acknowledge receipt
details voluntarily of information provided
1.2. Edit information
into format that can be UPDIO Infocast
accepted by the system None 1 Day Administrator
UPDIO
1.3. Enroll mobile
numbers into the
database according to
subcategory.
TOTAL: None 1 Day
158
Diliman Information Office (DIO)
Internal Service
159
1. Request for Event Coverage
Request of University of the Philippines (UP) Diliman units for news, photo
and/or video event coverage

Type of
Transaction:
Who may avail: UP Diliman Units and Offices
1. Letter of Request
2. Necessary materials pertinent to the event Requesting party provides UPDIO
must be attached

request for event request with complete None 1 Day Personnel
coverage attachment UPDIO
2. Wait for UPDIO 2. Evaluate request base

Action (approved or on availability of writer
denied) and photographer; non-
conflict of event to other UPDIO Director
coverage requests; None 1 Day
schedule of event UPDIO
(weekends and holidays
are not included in
coverages)
from UPDIO party whether request is 3.1. Releasing
approved or denied; Personnel
3.2 If denied, 3.2 Releasing
communicate reason for None 1 Day Personnel
regrets
3.3. Writer
3.3.If approved, UPDIO Assigned to Beat
staff will be present on UPDIO
the day of the event
160
TOTAL: None 3 Days
2. Request for Uploading

Request of unit for posting and website upload on official University of the
Philippines (UP) Diliman portal and social media sites

Type of
Transaction:
Who may avail: UP Diliman Units/Offices
1. Letter of Request via email
2. Necessary materials pertinent to the event
must be attached (images/posters must be in Requesting party provides UPDIO
jpeg format, with at least 200 dpi); forms or
documents may be sent in pdf format
1. Email letter of 1. Receive email of
request for request with complete Receiving
posting/uploading attachment None 1 Day Personnel
addressed to the UPDIO
UPDIO Director
2. Wait for UPDIO 2. Evaluate request base UPDIO Director
Action (approved or on content which must None 1 Day
denied) be UPD-related UPDIO

from UPDIO party whether request is Officer
approved or denied;
3.2.Administrative
3.2 If denied, None 1 Day Officer
regrets 3.3. Media &
3.3.If approved, the Public Relations
Section Head;
request will be posted
161
within the day of Multimedia Section
approval Head
UPDIO
TOTAL: None 3 Days
3. Request for inclusion in the “Upcoming Events”

Request for inclusion of University of the Philippines (UP) Diliman units’ events
in the “Upcoming Events” section of the UP Diliman website

Type of
Transaction:
Who may avail: UP Diliman units and UP System Offices
2. Text should not exceed 400 words and must
contain the title of the event, venue, date and Requesting party provides UPDIO
time of the activity, contact information of the
organizing group and ticket price (if applicable).
Photos should be in jpeg format, 200 dpi.
UPDIO

denied) be UP Diliman-related UPDIO

approved or denied; None 1 Day
3.2.Administrative
Officer
162
3.2 If denied, 3.3. Media &
communicate reason for Public Relations
regrets Section Head;
3.3. If approved, Multimedia Section
coordinate with Head
Multimedia Section for
UPDIO
posting of events in the
UPD website
TOTAL: None 3 Days
4. Request for inclusion in the What’s UP?

Request for inclusion of units’ events in What’s UP?, the University of the
Philippines (UP) Diliman’s Calendar of Events

Type of
Transaction:
Who may avail: UP Diliman units and UP System Offices
2. Text should not exceed 400 words and must
contain the title of the event, venue, date and Requesting party provides UPDIO
time of the activity, contact information of the
organizing group and ticket price (if applicable).
Photos should be in jpeg format, 200 dpi.
UPDIO

denied) be UP Diliman-related UPDIO
163
3.2 If denied,
3.2.Administrative
Officer
regrets
3.3. If approved and on None 3 days 3.3. Media &
deadline set by the Public Relations
Editorial Team, UPDIO Section Head;
will work for lay out of Multimedia Section
What’s UP? and Head
uploading in the UP UPDIO
Diliman website
TOTAL: None 5 Days
5. Accomplish request for digital visual materials

Request of University of the Philippines (UP) Diliman units for digital visual
materials
Type of
Transaction:
Who may avail: UP Diliman Units and Offices
2. Attachment containing details on Requesting party provides UPDIO
requested digital visual materials
1. Submit letter of 1. Receive letter of
request for request with Receiving Personnel
digital visual complete None 4 Hours
materials with attachments UPDIO
attachments
164
2. Wait for UPDIO 2. Evaluate request for UPDIO Director
Action (approved or digital visual None 1 Day
denied) materials UPDIO

regrets None 3 Days
3.3.If approved,produce 3.3. Multimedia
Section Head
needed digital visual
UPDIO
materials
4. Receive 4. Release completed
completed digital
digital visual materials
visual materials Releasing Personnel
from UPDIO to requesting unit and None 4 Hours
UPDIO
have requesting unit fill
up the receiving copy
TOTAL: None 5 Days
6. Requests for Calling Card Layout

Requests for layout of calling cards by University of the Philippines (UP) Diliman
units and personnel

Type of
Transaction:
Who may avail: All UP Diliman Units
Requesting party provides UPDIO

165
2. Complete details of person requesting
calling card
a. Full Name
b. Position
c. Unit/Office
d. Office Address
e. Phone
f. Telefax
g. VOIP Trunkline
h. Mobile No.
i. Email Address
j. Faculty Rank
k. Department
l. College
1. Receive letter of Receiving

1. Submit letter of Personnel
request with complete None 4 Hours
request
details UPDIO

2. Evaluate request for
layout UPDIO
denied)
regrets None 1 Day
3.3.If approved,produce 3.3. Multimedia
Section Head
needed calling card
UPDIO
layout
166
4. Release completed
calling card layout to Releasing
4. Receive
completed calling requesting unit and None 4 Hours Personnel
card layout UPDIO
have requesting unit fill
TOTAL: None 3 Days
7. Requests for Tarpaulin Layout

Requests for layout of tarpaulin by the University of the Philippines (UP) Diliman

Type of
Transaction:
Who may avail: Office of the Chancellor (OC)
1. Letter of request endorsed by the OC;

Call from the OC
2. Complete details of the tarpaulin
a. Title of the event
b. Date
c. Time
d. Venue
e. Contact details or other information

167
1.1. Receive endorsed
1.1.Receiving
letter of request with
Personnel
complete attachment; or
1. Submit endorsed receive official 1.2.Receiving
letter of request; or communication from the Personnel
the OC OC None 2 Days 1.3. Multimedia
communicates need Section
1.2. Forward request to
to the UPDIO Graphic/Layout
multimedia section
Artist
1.3. Produce needed
UPDIO
tarpaulin layout
2. Release completed
2. Receive tarpaulin layout to

Releasing Personnel
completed tarpaulin requesting unit and None 1 Day
UPDIO
layout have requesting unit fill
TOTAL: None 3 Days
8. Requests for UPDIO Materials

Requests for University of the Philippines (UP) Diliman Information Office
current and archival files

Type of
Transaction:

Director stating:
168
b. Date when article or image was
published; or when the event was
covered by the UPDIO
c. Compliance to clause on giving UPDIO
proper credit should the materials be
used for printed or online publication
2. Email address where the files will be sent;

or USB or hard drive when files are too large
to be sent online

request for UPDIO request with complete Personnel
None 1 Day
current and/or requirements (No.1a-
archival materials 1c) UPDIO
2. Evaluate request
denied)
materials
approved or denied;
3.2 If denied,
regrets Administrative
3.3.If approved, access None 2 Days Officer
UPDIO archive, search UPDIO
for and compile

materials needed by
requesting unit.
4.1. Receive files 4.1. Email files to None 1 Day 4.1.Administrative

via email; or requesting party; or Officer
4.2. Visit UPDIO to 4.2. Release file by
download with own allowing requesting
169
USB or external party to download with None PAUSE Clock 4.2. Releasing
hard drive their own USB or Personnel
(1-5 Days)
external hard drive. UPDIO
TOTAL: None 10 Days
9. Requests for Institutional Materials

Requests for University of the Philippines (UP) Diliman campus maps, primers
and information kits

Type of
Transaction:
Who may avail: UP Diliman Units

Director stating:
b. Type and quantity of institutional
materials requested
request for UP request with complete Personnel
None 4 Hours
Diliman institutional requirements
materials UPDIO
2. Evaluate request
denied)
materials
170
approved or denied;
3.2 If denied,
communicate reason for Administrative
regrets None 4 Hours
Officer
3.3. If approved,
UPDIO
prepare materials
based on type and
quantity
Releasing
4. Claim materials 5. Release materials Personnel
None 1 Day
requested requested
UPDIO
TOTAL: None 3 Days
10. Request to post information on social media

Request to post relevant information and materials to the University of the
Philippines (UP) Diliman’s institutional social media accounts

Type of
Transaction:
Who may avail: UP Diliman units and offices
1. Letter/email of request/official directive
with:
a. Image files formatted according to Requesting party provides UPDIO
social media specifications
b. Appropriate text for caption
c. Reason for posting
171
1. Send email/ 1. Acknowledge receipt UPDIO Social
Submit letter of of the letter Media Account
request with
complete materials UPDIO

None 3 Hours
related
approved or denied;
3.2 If denied,
regrets UPDIO Social
Media Account
3.3. If approved, None 3 Hours Managers
materials are assessed
for compatibility with UPDIO
house style/policy and
edited as needed.
3.4. Materials are
posted on institutional
social media accounts
TOTAL: None 1 Day
11. Request for Information made through social media account

Request for information made on the University of the Philippines (UP) Diliman’s
institutional social media accounts

Type of
Transaction:
Who may avail: UP Diliman offices and units
172
Requesting party sends request to institutional
1. Direct message to institutional accounts social media accounts

1. Private/direct 1. Acknowledge receipt UPDIO Social
message the of the letter Media Account
institutional social
media accounts UPDIO
2. Wait for UPDIO 2. Evaluate request and UPDIO Social

Action formulate appropriate Media Account
reply None 4 Hours Managers
UPDIO
3. Receive reply 3. Respond to inquiry if UPDIO Social

from UPDIO information is readily Media Account
available. If not, refer to
relevant UPD unit. UPDIO
TOTAL: None 1 Day
12. Request to convey emergency and official information through

Infocast
Request to send official announcements directly to mobile phones though Short
Message Service (SMS)

Type of
Transaction:
Who may avail: Office of the Chancellor; Executive Offices
1. Letter/email/verbal request with: Requesting party provides the UPDIO
a. Reason for request
173
b. Content of message to be sent (limited
to 385 characters including spaces)
1.1. Consult with
Director for action
1. Request from
the Office of the 1.2. With go signal, text UPDIO Infocast
Chancellor, Vice is crafted for approval None 2 hours Administrator
Chancellors’ UPDIO
3. Upon approval,
Offices
message is sent
through the system
TOTAL: None 2 Hours
13. Convey regular information through Infocast

Request to send regular information directly to mobile phones though Short
Message Service (SMS)

Type of
Transaction:
Who may avail: UP Diliman offices and units
1. Letter/email/verbal request with:
a. Reason for request
b. Message to be sent (limited to 385
characters including spaces) Requesting party provides UPDIO
2. SMART prepaid cards amounting to the
total number of Globe subscribers in the
system at PHP 1 per subscriber
Receiving
1. Submit letter of 1. Receive letter of Personnel
None 4 Hours
request to UPDIO request
UPDIO
174
2. Wait for UPDIO 2. Evaluate request UPDIO Director
Action (approved or base on message None 1 Day
denied) content. UPDIO

approved or denied;
3.2 If denied,
regrets 3.1.-3.3.
Administrative
3.3. If approved, the Officer;
requesting unit is
3.4. Publication
informed of the fee
Section Head,
required to reach Globe
None 1 Day
subscribers. UPDIO Infocast
Administrator
3.4. Message is
proofread for propriety 3.5. UPDIO
and compatibility with Director
Infocast and submitted UPDIO
to UPDIO Director for
approval.
3.5. UPDIO Director
approves message for
text blast
SMART
prepaid
cards
4.1. SMART prepaid amounting
load is entered into the to the total UPDIO Infocast
4. Provide SMART system number of
4 Hours Administrator
prepaid cards 4.2. Approved message Globe
subscriber UPDIO
is sent to registered
subscribers. s in the
system at
PHP 1 per
subscriber
SMART
prepaid
TOTAL: cards 3 Days
amounting
to the total
175
number of
Globe
subscriber
s in the
system at
PHP 1 per
subscriber
14. Request to enroll mobile numbers to Infocast

Request to enroll relevant mobile numbers of University of the Philippines (UP)
Diliman constituents to Infocast database

Type of
Transaction:
Who may avail: UP Diliman officials, faculty and staff
1. Voluntary submission of:
a. mobile number
b. full name Requesting party provides UPDIO
c. name of unit
through official channels
1. Submit relevant 1. Acknowledge receipt
details voluntarily of information provided
1.2. Edit information
into format that can be UPDIO Infocast
accepted by the system None 1 Day Administrator
UPDIO
1.3. Enroll mobile
numbers into the
database according to
subcategory.
176
TOTAL: None 1 Day

Requests by University of the Philippines (UP) Officials for Tour of the UP
Diliman Campus

Type of
Transaction:
UP Diliman Office of the Chancellor (OC), UP Office of the President
Who may avail:
(OP)
1. Call from the OC, OP Requesting party calls the UPDIO

1. The OC or OP 1. Receive official Public Relations

communicates communication from the None 1 day Officer
need to the UPDIO OC or OP UPDIO
2. Coordinate with lead Public Relations

2. Endorse activity Officer
office about details of None 1 day
to lead office
the campus tour UPDIO

UPDIO staff 1 day (tour Officer;
through SMS or duration per Administrative
3. Conduct actual tour None
phone call at least client’s Officers
15 minutes before request)
UPDIO
arrival.
TOTAL: None 3 Days
177
Requests by University of the Philippines (UP) Units for Tour of the UP Diliman
Campus

Type of
Transaction:
Office of International Linkages-Diliman, and UP Office of International
Who may avail:
Linkages
2. The following details must be indicated in
the letter:
Requesting Party provides UPDIO
a. affliliation of guests
b. purpose of the visit
c. number of participants
d. mode of transportation to be used for
the tour

1. Receive letter of Receiving

request with complete None 4 Hours
request
details UPDIO
2. Wait for UPDIO 2. Evaluate, and Deputy Director

Action (approved or approve or disapprove None 1 Day
denied) campus tour request(s). UPDIO

approved or denied;
None 4 Hours
regrets 3.3. Public
3.3.If approved, staff Relations Officer
assigned will coordinate
178
with requesting party UPDIO
regarding tour details
UPDIO staff 1 Day
Officer;
through SMS or (tour duration Administrative
4. Conduct actual tour None
phone call at least per client’s Officers
15 minutes before request) UPDIO
arrival.
TOTAL: None 3 Days
179
(DLO)
Internal Services
180
1. Issuance of Certificate of No Pending Case
Issuance of Certificate of No Pending Case (CNPAC)
Office or
Division:
Type of
Transaction:
1. Duly accomplished HRDO Request
Form; or
2. Duly accomplished University 1. Diliman Legal Office/Human Resources Development
Clearance with boxes 1-4 signed Office
2. Human Resources Development Office
* If for personal reasons 3. Requesting Party
3.Photocopy of checklist requiring
CNPAC
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submit HRDO
Request Form or 1. Receives the Receiving Personnel
None 1 day
University Request Diliman Legal Office
Clearance
1.1. Drafts Senior Research Assistant
None 1 day
CNPAC Diliman Legal Office
1.2. Checks
Records if
Employee has a Senior Research Assistant
None 3 days
pending Diliman Legal Office
administrative
case/case status
University Legal Counsel
1.3. Signing of and
Certificate if no None 1 day Chief Legal Officer
case pending Diliman Legal Office
2. Return to DLO
2. Releases the Releasing Personnel
and receive the None 1 day
signed CNPAC Diliman Legal Office
CNPAC
TOTAL: None 7 Days
181
2. Advisory to Deans/Directors/Vice Chancellors/Chancellor/System
Advises to Inquiry of Heads of Offices
Office or Division: Diliman Legal Office

Type of
Transaction:
Who may avail: Deans/Directors/Vice Chancellors/Chancellor/System
1. Referral Letter/Memo
2. Pertinent Supporting Documents Requesting Party
3. Relevant Policy/Law
ACTION BE PAID TIME
1. Submits 1. Receives Receiving Personnel
None 1 Day
Referral/Memo Referral Diliman Legal Office
2. Reviews the
Referral &
supporting
documents;
2. Coordinates with 2.1 Reviews/

Handling Lawyer for recommends University Legal Counsel
None 16 Days
additional facts and Diliman Legal Office
clarifications studies
applicable
law/policy;
2.2 Drafts
Memo
3. Approves/ Chief Legal Officer
None 2 Days
Signs Memo Diliman Legal Office
3. Receives the 3.1. Releases
Releasing Personnel
signed Memo to None 1 Day
Memorandum Sender
TOTAL: None 20 Days
182
3. Legal Opinion
Legal Opinion on administrative inquiries of UPD Offices/Units

Type of
Transaction:
Who may avail: All UP Diliman Offices/Units
ACTION BE PAID TIME
None 1 Day
2. Reviews the
Referral &
supporting
documents;

None 16 Days
applicable
law/policy;
2.2 Drafts
Memo
None 2 Days
Releasing Personnel
Memorandum Sender
TOTAL: None 20 Days
183
4. Drafting of Letter Responses
Drafting/Correction of Letter Response

Type of
Transaction:
ACTION BE PAID TIME
None 1 Day
2. Reviews the
Referral &
supporting
documents;

None 16 Days
applicable
law/policy;
2.2 Drafts
Memo
None 2 Days
Releasing Personnel
Memorandum Sender
TOTAL: None 20 Days
184
5. Sexual Harassment Cases Prosecution and Defense/Review
Sexual Harassment Cases Prosecution and Defense/Review

ACTION BE PAID TIME
None
1.1. Act *based on the UP
accordingly Anti-Sexual University Legal Counsel
None
on what is Harassment Code Diliman Legal Office
needed
TOTAL: None
6. Administrative Cases Prosecution and Defense

Administrative Cases Prosecution and Defense

ACTION BE PAID TIME
None *based on the
2017 Rules on
1.1. Act
Administrative
accordingly University Legal Counsel
None Cases in the Civil
on what is Diliman Legal Office
Service
needed
185
TOTAL: None
7. Judicial Cases Prosecution and Defense

Judicial Cases Prosecution and Defense that are not personal in nature

ACTION BE PAID TIME
None
1.1. Act
accordingly *based on Rules University Legal Counsel
None of Court
on what is Diliman Legal Office
needed
TOTAL: None
8. Drafting of Demand Letters

Drafting of Demand Letters

ACTION BE PAID TIME
None 1 Day
186
2. Reviews
the Referral
& supporting
documents;
2.1 Reviews/
2. Coordinates with
recommends University Legal Counsel
Handling Lawyer for None 16 Days
facts and Diliman Legal Office
additional clarifications
studies
applicable
law/policy;
2.2 Drafts
Memo
None 2 Days
3.1.
3. Receives the signed Releases Releasing Personnel
None 1 Day
Memorandum Memo to Diliman Legal Office
Sender
TOTAL: None 20 Days
9. Legal Services on Procurement /Reneging Fellows

Committee/Housing Committee/SBURC/IP Committee/JIMT/
Security Committee/Naming Rights/Technical Working Groups
Legal Assistance on UP Diliman Special Committees

ACTION BE PAID TIME
None 1 Day
2. Coordinates with
2. Reviews University Legal Counsel
Handling Lawyer for None 16 Days
the Referral Diliman Legal Office
additional clarifications
187
& supporting
documents;
2.1 Reviews/
recommends
facts and
studies
applicable
law/policy;
2.2 Drafts
Memo
None 2 Days
3.1.
3. Receives the signed Releases Releasing Personnel
None 1 Day
Memorandum Memo to Diliman Legal Office
Sender
TOTAL: None 20 Days
188
(OASH)
External Services
189
1. Request for Case Investigation
The Office of Anti-Sexual Harassment is the officially mandated unit in the University
to investigate and proceed with cases of sexual harassment (Section 9 of the UP
Anti-Sexual Harassment (ASH) Code. Approved by the Board of Regents last 26th
January 2017).
Office or Division: Office of Anti-Sexual Harassment

Who may avail: All students, student organizations (see Sec 3 of the ASH Code)
1. Letter of Complaint signed by the Complainant or Aggrieved Party
aggrieved party
2. Evidentiary requirements as
deemed necessary (e.g. written
testimonies of witnesses, screen shots
of groupchat, etc.)
3.Response from the Person Person Complained of

Complained of, duly signed and
notarized
4. Position papers from complainant Complainant and Person Complained of
and person complained of, as agreed
upon by the parties and Hearing
Committee
ACTION BE PAID TIME
1.Submit Letter of 1.Received None 5 calendar days Receiving Personnel
Complaint (hard copy Letter of (see ASH Code
or oral or email) signed Complaint Sec. 16 (c ))
by the aggrieved party
1.1
Notarized University Extension
Complaint Specialist
1.2 Advised
complainant
to submit
necessary
190
evidentiary
requirements
University Extension
1.3 Advised Specialist
Complainant
to wait for a
Response
from the
Person
Complained
Of 5 days
upon receipt
of Complaint University Research
If complaint Associate
was received
thru phone,
personnel
note down
complaint or
incident of
sexual
harassment
and University Extension
Specialist
encouraged
complainant Office of Anti-Sexual
to submit Harassment
complaint in
writing
2. Client will be called 2. Anti- None PAUSE CLOCK Anti-Sexual Harassment
to an Anti-Sexual Sexual (30 days) (see Council:
Harassment Council Harassment also ASH Code
Clarificatory Hearing Council will Sec. 16 (e)) (see ASH Code Sec 8)
meet to 3 Vice-Chancellors; 1
determine if
Teaching representative; 1
there is or
Non-Teaching
there is no
probable representative; 1 Student
cause for the representative; Coordinator
complaint of the Diliman Gender
filed; if there Office; Coordinator of the
is a probable OASH; representative from
cause, the Diliman Legal Office
preliminary
191
investigation Office of Anti-Sexual
report will be Harassment
issued; if no
probable
cause, the
case will be
dismissed
3. Client will be called 3. If a case None PAUSE CLOCK Hearing Committee (HC)
for a Hearing will proceed,
Committee 60 days (see ASH (see ASH Code Sec. 20):
a Hearing
Clarificatory Hearing Code Sec. 20) Chair of the Hearing
Committee
Committee (faculty), and 1
will be
representative from each
composed
of the contending parties
3.1 Hearing
Office of Anti-Sexual
Committee
Harassment
will request
for the
attendance
of both
parties in a
Clarificatory
Hearing
3.2 Hearing
Committee
will decide if
there is or
there is no
sexual
harassment
based on the
position
papers
submitted
and results
of
Clarificatory
Hearing
PAUSE CLOCK
TOTAL: None
95 Days
192
2. Request for Issuance of Case Filed
Only the complainant and the person complained of has the right to secure a
certificate of case filed from the Office of Anti-Sexual Harassment.

1. Letter of Request signed by the Complainant or Aggrieved Party, Person Complained of
aggrieved party or by the person
complained of
ACTION BE PAID TIME
1. Client submit Letter 1.Received None 1 Day Receiving Personnel
of Request Letter of
Request
1.1 Prepared
Specialist
Certification
of Case Filed
1.2 Coordinator
Coordinator
signed the
Certificate of
Case Filed
Releasing Personnel
1.3 Released
Certificate of
Harassment
Case Filed to
client
TOTAL: None 1 Day
3. Request for Issuance of Counseling Certificate

Counseling Certificate from the Office of Anti-Sexual Harassment.
193
Who may avail: All students, student organizations (see Sec. 3 of ASH Code)
1. Letter of Request Complainant or aggrieved party, Person Complained of
ACTION BE PAID TIME
1. Client submit Letter 1. Received None 1 Day Receiving Personnel
Request
Guidance Counselor
1.1 Prepared
Certification
of
Counseling
1.2
Guidance
Counselor
signed the Releasing Personnel
Certificate Office of Anti-Sexual
1.3 Released Harassment
Counseling
Certificate to
the client
TOTAL: None 1 Day
4. Request for an Anti-Sexual Harassment Orientation

Section 30 of the UP Anti-Sexual Harassment (ASH) Code states that “All UP
members of the UP community shall undergo an orientation on anti-sexual
harassment, once every three (3) years. Anti-sexual harassment orientation and
clearance shall henceforth be a component of student curriculum, personnel actions,
such as hiring, tenure and promotion, and accreditation of service contractors, and
partner entity engagements.”

194
1. Letter of Request or Invitation for Requesting Party
an Orientation on Anti-Sexual
Harassment signed by the Requesting
Party
2. Duly accomplished Training Needs
Assessment forms

ACTION BE PAID TIME
1.Letter of Request or 1.1 Received None 1 Day Receiving Personnel
Invitation (hard copy or Letter of
oral or email) signed Request or
by the requesting party Invitation
1.2 Asked University Extension
requesting Specialist
party to fill
up Training
Needs
Assessment
Forms
2. Received None 5 days Receiving Personnel
duly
accomplishe
d training
needs
2. Requesting party assessment
submit (online or hard forms
copy) duly 2.1 Training University Extension
accomplished Training team will be Specialist
Needs Assessment composed
forms of the and
participants scheduled
the
Orientation
2.2 Informed University Extension
party of the
195
date of Anti- Office of Anti-Sexual
Sexual Harassment
Harassment
Orientation
TOTAL: None 5 Days
5. Request for Issuance of an Anti-Sexual Harassment Orientation

Certificate
All persons who have undergone an Anti-Sexual Harassment Orientation can
request for a Certificate.

1. Letter of Request Requesting Party
ACTION BE PAID TIME
1. Client submit Letter 1.1 Received None 1 Day Receiving Personnel
Request
1.2 Prepared
Certificate of University Extension
Anti-Sexual Specialist
Harassment
Orientation
1.3
Coordinator Coordinator
signed the
Certificate of
Anti-Sexual
Harassment
Orientation
Releasing Personnel
196
1.4 Released Office of Anti-Sexual
Certificate of Harassment
Anti-Sexual
Harassment
Orientation
TOTAL: None 1 Day
6. Request for a Referral Service

If a service is not available or not offered by the Office of Ant-Sexual Harassment,
the requesting party will be referred to an appropriate agency or unit to enable him
or her to access such service/s.

Who may avail: All students, student organizations (see ASH Code Sec. 3)
ACTION BE PAID TIME
Request
1.1 Prepared
Specialist
referral letter
1.2
signed the
Referral
Letter
1.3 Released Releasing Personnel
Referral
Letter to Office of Anti-Sexual
client Harassment
TOTAL: None 1 Day
197
(OASH)
Internal Services
198
1. Request for Case Investigation
The Office of Anti-Sexual Harassment is the officially mandated unit in the
University to investigate and proceed with cases of sexual harassment (Section
9 of the UP Anti-Sexual Harassment (ASH) Code. Approved by the Board of
Regents last 26th January 2017).

Who may avail: All UP Employees (see Sec 3 of the ASH Code)
1. Letter of Complaint signed by the Complainant or Aggrieved Party
aggrieved party
2. Evidentiary requirements as
deemed necessary (e.g. written
testimonies of witnesses, screen shots
of groupchat, etc.)
3.Response from the Person Person Complained of
Complained of, duly signed and
notarized
4. Position papers from complainant Complainant and Person Complained of
and person complained of, as agreed
upon by the parties and Hearing
Committee
ACTION BE PAID TIME
1.Submit Letter of 1.Received None 5 calendar days Receiving Personnel
Complaint (hard copy Letter of (see ASH Code
or oral or email) signed Complaint Sec. 16 (c ))
by the aggrieved party
1.1
Notarized University Extension
Complaint Specialist
1.2 Advised
complainant
to submit
necessary
evidentiary
requirements
199
1.3 Advised University Extension
Complainant Specialist
to wait for a
Response
from the
Person
Complained
Of 5 days
upon receipt
of Complaint
If complaint University Research
was received Associate
thru phone,
personnel
note down
complaint or
incident of
sexual
harassment
and
encouraged Specialist
complainant
to submit Office of Anti-Sexual
complaint in Harassment
writing
2. Client will be called 2. Anti- None PAUSE CLOCK Anti-Sexual Harassment
to an Anti-Sexual Sexual (30 days) (see Council:
Harassment Council Harassment also ASH Code
Clarificatory Hearing Council will Sec. 16 (e)) (see ASH Code Sec 8)
meet to 3 Vice-Chancellors; 1
determine if
Teaching representative;
there is or
1 Non-Teaching
there is no
probable representative; 1 Student
cause for the representative;
complaint Coordinator of the Diliman
filed; if there Gender Office;
is a probable Coordinator of the OASH;
cause, representative from the
preliminary Diliman Legal Office
investigation
report will be Office of Anti-Sexual
issued; if no Harassment
200
probable
cause, the
case will be
dismissed
3. Client will be called 3. If a case None PAUSE CLOCK Hearing Committee (HC)
for a Hearing will proceed,
Committee 60 days (see ASH (see ASH Code Sec. 20):
a Hearing
Clarificatory Hearing Code Sec. 20) Chair of the Hearing
Committee
Committee (faculty), and 1
will be
representative from each
composed
of the contending parties
3.1 Hearing
Committee
Harassment
will request
for the
attendance
of both
parties in a
Clarificatory
Hearing
3.2 Hearing
Committee
will decide if
there is or
there is no
sexual
harassment
based on the
position
papers
submitted
and results
of
Clarificatory
Hearing
PAUSE CLOCK
TOTAL: None
95 Days
201
2. Request for Issuance of Case Filed
certificate of case filed from the Office of Anti-Sexual Harassment.

Who may avail: All UP employees
1. Letter of Request signed by the Complainant or Aggrieved Party, Person Complained of
aggrieved party or by the person
complained of
ACTION BE PAID TIME
1. Client submit Letter 1.Received None 1 Day Receiving Personnel
Request
1.1 Prepared
Certification Specialist
of Case Filed
1.2 Coordinator
Coordinator
signed the
Certificate of
Case Filed
Releasing Personnel
1.3 Released
Certificate of
Harassment
Case Filed to
client
TOTAL: None 1 Day
3. Request for Issuance of Counseling Certificate

Counseling Certificate from the Office of Anti-Sexual Harassment.

202
Who may avail: All UP Employees (see Sec. 3 of ASH Code)
1. Letter of Request Complainant or aggrieved party, Person Complained of
ACTION BE PAID TIME
Request
Guidance Counselor
1.1 Prepared
Certification
of
Counseling
1.2
Guidance
Counselor
signed the
Certificate Releasing Personnel
1.3 Released Office of Anti-Sexual
Counseling Harassment
Certificate to
the client
TOTAL: None 1 Day
4. Request for an Anti-Sexual Harassment Orientation

Section 30 of the UP Anti-Sexual Harassment (ASH) Code states that “All UP
members of the UP community shall undergo an orientation on anti-sexual
harassment, once every three (3) years. Anti-sexual harassment orientation
and clearance shall henceforth be a component of student curriculum, personnel
actions, such as hiring, tenure and promotion, and accreditation of service
contractors, and partner entity engagements.”

Who may avail: All UP Employees
203
1. Letter of Request or Invitation for Requesting Party
an Orientation on Anti-Sexual
Harassment signed by the Requesting
Party
2. Duly accomplished Training Needs
Assessment forms
ACTION BE PAID TIME
1.Letter of Request or 1.1 Received None 1 Day Receiving Personnel
Invitation (hard copy or Letter of
oral or email) signed Request or
by the requesting party Invitation
1.2 Asked University Extension
party to fill
up Training
Needs
Assessment
Forms
2. Requesting party 2. Received None 5 days Receiving Personnel
submit (online or hard duly
copy) duly accomplishe
accomplished Training d training
Needs Assessment needs
forms of the assessment
participants forms
2.1 Training University Extension
team will be Specialist
composed
and
scheduled
the
Orientation
2.2 Informed University Extension
party of the Office of Anti-Sexual
date of Anti- Harassment
Sexual
Harassment
Orientation
TOTAL: None 6 Days

204
5. Request for Issuance of an Anti-Sexual Harassment Orientation
Certificate
All persons who have undergone an Anti-Sexual Harassment Orientation can
request for a Certificate.

ACTION BE PAID TIME
1. Client submit Letter 1.1 Received None 1 Day Receiving Personnel
Request
1.2 Prepared
Certificate of University Extension
Anti-Sexual Specialist
Harassment
Orientation
1.3
signed the
Certificate of
Anti-Sexual
Harassment
Orientation
Certificate of Office of Anti-Sexual
Anti-Sexual
Harassment
Harassment
Orientation
TOTAL: None 1 Day
205
6. Request for a Referral Service
If a service is not available or not offered by the Office of Ant-Sexual
Harassment, the requesting party will be referred to an appropriate agency or
unit to enable him or her to access such service/s.

Who may avail: All UP employees
ACTION BE PAID TIME
Request
1.1 Prepared
Specialist
referral letter
1.2
signed the
Referral
Letter
Referral
Letter to Office of Anti-Sexual
client Harassment
TOTAL: None 1 Day
206
Office for Initiatives in Culture and the Arts
(OICA)
External Services
207
1. Approval of Application for OICA Financial Grant (External)
Issuance of approval of OICA Financial Grant Proposals/Applications from UPD
student organizations. Includes posting a call for application on the OICA website
and FB page
Office or Division: Office for Initiatives in Culture and the Arts (OICA)
Type of Transaction: Government to Citizen (Student Organizations in UP Diliman )
Registered/recognized student organizations in UP Diliman who are eligible
Who may avail:
for the OICA Financial Grant as per program guidelines
1. Visit the OICA website or like the OICA FB 1. UPD Office for Initiatives in Culture and the Arts
page to access the announcement/call for website and FB page
application
2. E-mailed copy of duly accomplished and 2. & 3. Requesting Party, with downloadable online
signed Grant Proposal Form. E-mailed to blank template/form from link:
OICA Grants coordinator for checking http://www.oica.upd.edu.ph/grants/oica-grants-
program/
3. Hard copy of accomplished and signed
Grant Proposal Form (15 copies, including
original)
4. Brief profile of the organization 4.Requesting party
5. Updated copy of the organization’s 5. Requesting party

recognition/registration certificate issued by the
OVCSA (for University-based organizations) or
by their respective college (for College-based
organizations)
6. Additional information such as mechanics, 6. Requesting party

detailed program description, as needed
FEES
PROCES-
SING TIME
PAID
1. Visit the OICA 1. Post call for grant
website or like the application on OICA Grants Coordinator, Office
OICA FB page to website and FB for Initiatives in Culture and
NONE 1 Day
access the page. the Arts (OICA)
announcement. Wait
for announcement of
208
OICA re call for grant
application
2.E-mail accomplished 2.1. Accept and

Grant Application screen grant
Form. Wait for proposals sent via
feedback from OICA if email. Ensure
the proposal can Financial Grant
proceed for submission Proposal Form is
or if it needs duly accomplished
revision/completion and signed and Grants Coordinator, Office
attachments are NONE 1 Day for Initiatives in Culture and
complete the Arts (OICA)
2.2. Send feedback
to applicant via e-
mail if the proposal is
for revision or if it can
proceed for
submission.
3. After passing the 3.1. Accept grant 1 Day - Receiving personnel,

initial screening, application. Provide Office for Initiatives in
submit to OICA the applicant a receiving Culture and the Arts (OICA)
hardcopy of the copy
following requirements
(15 copies including 3.2. Review and 1 Day - Grants Coordinator, Office
original): screen grant for Initiatives in Culture and
proposal for the Arts (OICA)
a. Accomplished and completeness and
signed Grant Proposal correctness
Form
b. Brief profile of the 3.3. Input grant 1 Day - Grants Coordinator, Office
organization application details in NONE for Initiatives in Culture and
c. Updated copy of the database and include the Arts (OICA)
organization’s in matrix & agenda
recognition/registration for approval of the
certificate issued by OICA Advisory Board
the OVCSA (for
University-based
organizations) or by
their respective college
(for College-based
organizations)
d. Additional
information such as
209
mechanics, detailed
program description,
as needed
4. Wait for approval of 4.1. OICA Advisory Maximum of - OICA Advisory Board and
the OICA Advisory Board approves/ 31 Days secretariat, Office for
Board. If approved, disapproves the (due to Initiatives in Culture and the
applicant must wait for proposal during its meeting Arts (OICA)
final approval from the meeting, which is done only
Chancellor; If scheduled once a once a
disapproved, applicant month. In case there month)
shall receive a notice is no meeting,
of disapproval from approval/disapproval
OICA (via e-mail and will be done via
hardcopy) referendum to OICA
Advisory Board
Members
NONE
4.2. If the 1 Day - Grants Coordinator, Office
application/proposal for Initiatives in Culture and
is disapproved by the the Arts (OICA)
board, the Grant
Coordinator issues a
formal notice of
disapproval to the
applicant via email
and hardcopy to be
picked-up by
applicant
5. Wait for approval of 5.1. If proposal is 1 Day - Grants Coordinator, Office

the UPD Chancellor approved by the for Initiatives in Culture and
OICA Advisory the Arts (OICA)
Board, it shall be
included in the list of
proposals to be
submitted to the
Chancellor for final
approval NONE
5.2. Submit list to the 1 Day - Releasing Personnel/

Chancellor Messenger, Office for
Initiatives in Culture and the
5.3. Wait for the Pause-clock Arts (OICA)
Chancellor’s (estimated
approval at 7 Days)
210
6. Wait for 6. Upon receipt of the
communication (via Chancellor’s
email and/or phone approval, the grant
call) from grant coordinator contacts
coordinator re the grant applicant
approval/disapproval of via phone or email to
proposal inform him/her of the - Grants Coordinator, Office
approval and for for Initiatives in Culture and
NONE 1 Day
scheduling of the Arts (OICA)
orientation wherein
there will be the
issuance of formal
notice of approval
and issuance of grant
contract form
TOTAL: NONE 9 DAYS

Excluding Advisory Board Meeting
2. Orientation of Grantees and Issuance of Notice of Grant Approval

and
Contract for Financial Grant (External)
Conduct of orientation for grantees (UP Diliman Student Organizations) regarding
grant requirements and processes. Includes issuance of Notice of Grant Approval
and Grant Contract during the orientation
Office or Division: Office for Initiatives in Culture and the Arts
Type of
Transaction:
UP Diliman Student Organizations whose grant application has been approved
Who may avail:
by the Chancellor
1. Schedule of orientation from OICA Office for Initiatives in Culture and the Arts
(OICA) (via email, phone, personal
appearance)
FEES PROCES-
PERSON
CLIENT STEPS AGENCY ACTION TO BE SING
RESPONSIBLE
PAID TIME
211
1. Accept message 1. Contact applicant re approval - Grants Coordinator,
regarding approval of grant and schedule Office for Initiatives in
and schedule of the orientation of grantee within 7 NONE 1 Day Culture and the Arts
one-on-one grant days upon approval of grant (OICA)
orientation.
2. Confirm 2.1. Wait for confirmation from - Grants Coordinator,
attendance to the grantee Office for Initiatives in
orientation NONE 2 Days Culture and the Arts
2.2. Prepare notice of approval (OICA)
and grant contract
3. Attend orientation 3.1. Orient grantee on grant - Grants Coordinator,

and receive notice requirements and processes Office for Initiatives in
of approval of grant NONE 4 Days Culture and the Arts
3.2. Give notice of grant
and grant contract (OICA)
approval and grant contract
form
form to grantee.
TOTAL: NONE 7 DAYS
3. Processing of Voucher of OICA Financial Grant (External)

Completion and accomplishment of all necessary documents and submission of
said documents to the budget office for processing of release of OICA financial grant
to grantee (UP Diliman Student Organizations)
Type of
Transaction:
Who may avail: OICA Grantee (UPD Student Organizations)
1. Completion of actual project funded by the OICA 1. Requesting party
grant
2. Duly accomplished and signed Grant Contract
2. Requesting party
3. Duly accomplished and signed financial
3. Requesting party, with downloadable
documents:
online blank template/form from link:
3.1. For payment of services:
212
3.1.1. Contract of Service with TIN and http://www.oica.upd.edu.ph/grants/oica-
LandBank/Veterans/DBP Account No. grants-program/
or Student Number if student,
3.1.2. Certificate of Service
3.1.3. Photocopy of Form5 if payee is a UP
Student
3.2. For direct payment to supplier
3.2.1. Inspection and Acceptance Report (IAR)
3.2.2. Billing Statement/Sales Invoice
3.2.3. Purchase Order (PO)
3.2.4. Three Price Quotations for transaction
above P1,000, with actual payee having
the lowest quote
3.2.5. Purchase Request (PR)
3.2.6. Venue Certification if the expense is for
venue rental
3.3. For reimbursement of expenses:
3.3.1. Official receipts/Sales invoices/cash
invoices/ Reimbursement Expense
Receipt (RER) of expenses with grant
claimant as “Payee”
venue rental
3.3.6. Three Price Quotations for each
transaction expense above P1,000, with
the actual supplier purchased from
having the lowest quote
4. Accomplishment report, including copy of publicity
materials, programs, video of program/event and
photos
213
FEES PROCES-
PERSON
RESPONSIBLE
PAID TIME
1. Complete/Finish 1. Wait for completion of project Pause- - Grants Coordinator,
the project funded funded by grant clock (est. Office for Initiatives in
NONE Culture and the Arts
by grant within 3
months) (OICA)
2. Submit the 2.1. Receive submitted required

following documents documents, check for
to OICA: completion and correctness
Duly accomplished 2.2. Update database/matrix
and signed financial and monitoring sheet of grant
documents:
2.1. For payment
of services:
2.1.1.Contract
of Service with
TIN and
LandBank/
Veterans/DBP
Account No. - Receiving
or Student Personnnel, Office for
NONE 3 Days
Number if Initiatives in Culture
student, and the Arts (OICA)
2.1.2.
Certificate of
Service
2.1.3.
Photocopy of
Form5 if
payee is a UP
Student
2.2. For direct
payment to
supplier
2.2.1.
Inspection and
214
Acceptance
Report (IAR)
2.2.2. Billing
Statement/Sal
es Invoice
2.2.3.
Purchase
Order (PO)
2.2.4. Three
Price
Quotations for
transaction
above P1,000,
with actual
payee having
the lowest
quote
2.2.5.
Purchase
Request (PR)
2.2.6. Venue
Certification if
the expense is
for venue
rental
2.3. For
reimbursement of
expenses:
2.3.1. Official
receipts/Sales
invoices/cash
invoices/
Reimburseme
nt Expense
Receipt (RER)
of expenses
with grant
claimant as
“Payee”
215
2.3.2.
Inspection and
Acceptance
Report (IAR)
2.3.3.
Purchase
Order (PO)
2.3.4.
Purchase
Request (PR)
2.3.5. Venue
Certification if
the expense is
for venue
rental
2.3.6. Three
Price
Quotations for
each
transaction
expense
above P1,000,
with the actual
supplier
purchased
from having
the lowest
quote
2.4. Accomplish-
ment report,
including copy of
publicity materials,
programs, video of
program/event
and photos
3. Wait for grant to 3.1. Make the Disbursement - Grants Coordinator,
be processed and Voucher (DV) and Budget Office for Initiatives in
NONE 5 Days
released Utilization Request (BUR) or Culture and the Arts
Obligation Request (ObR), (OICA)
depending on the fund code,
216
attach certified true copies of
project proposal, grant contract,
and budget approval.
- Grants Coordinator,
3.2. Have the DV and
Office for Initiatives in
BUR/ObR signed by the OICA 1 Day
Culture and the Arts
Director.
(OICA)
3.3. Submit all documents
1 Day - Releasing Personnel/
above, together with the
Messenger, Office for
documents received from the
Initiatives in Culture
requesting party, to the Budget
and the Arts (OICA)
office for processing. Keep a
photocopy as file copy
3.4. Wait for completion of Pause- - Grants Coordinator,
processing by Budget, clock Office for Initiatives in
Accounting, Supplies and (Within 3 Culture and the Arts
Property Office and Cashier’s Weeks) (OICA)
office.
4. Receive 4.1. Upon getting confirmation

notification from from the cashier’s office that
OICA that payment payment is ready, OICA
is ready (whether contacts grantee (via phone or
check or via bank email) re availability of grant - Grants Coordinator,
ATM) Office for Initiatives in
4.2. Updates database/matrix of
Grantee informs completed grants NONE 1 Day Culture and the Arts
payee regarding (OICA)
availability of
payment
Payee claims check
payment at cashier’s
office or from ATM
TOTAL: NONE 11 DAYS
217
4. General Orientation of Student Performing Groups Regarding the
Program: Honorific Awards for Student Performing Arts Group
(HASPAG)
OICA conducts a general orientation for UP Diliman student performing
groups/organizations who wish to apply for the HASPAG awards program. This
orientation is done every three years before the beginning of every three-year award
period.
Office or Division: UPD Office for Initiatives in Culture and the Arts (OICA)
Who may avail: Student performing groups recognized/accredited with UP Diliman
1. Visit the OICA website or like the 1. UPD Office for Initiatives in Culture and the Arts Website
OICA FB page to access the and FB page
announcement/call for application
2. Properly filled-up pre-registration 2. Online registration link provided by the UPD Office for
form Initiatives in Culture and the Arts (OICA)
3. Registration on site during 3. Registration site of the orientation venue

orientation day
ACTION BE PAID TIME
1. Visit the OICA 1. Release
website or like the announceme
OICA FB page to nt regarding
access the details of
announcement. orientation
Wait for OICA and call for
announcement online pre-
regarding details of the registration
HASPAG Coordinator, Office
orientation and call for (thru FB
NONE 1 Day for Initiatives in Culture and
online pre-registration. page and
the Arts
website)
Note: Call for
pre-
registration
is made at
least 3
weeks
before the
218
scheduled
orientation
2.1. Wait for Pause-clock (est.

2.Fill-up and submit submissions 7 days)
pre-registration form
Receiving Personnel, Office
via online or submit to 2.2. Receive 1 Day
NONE for Initiatives in Culture and
OICA office on or completed
the Arts
before set deadline of pre-
submission registration
form
3. Wait for notice of 3. Evaluate
confirmation from and approve
HASPAG Coordinator, Office
OICA accomplishe
NONE 2 Days for Initiatives in Culture and
d pre-
the Arts
registration
form
4. Issue
4. Receive
confirmation HASPAG Coordinator, Office
confirmation email.
notice via NONE 2 Days for Initiatives in Culture and
Wait for scheduled
email the Arts
orientation
5. Attend scheduled 5.1.
orientation. Register Administer
on-site on-site
registration
and giving HASPAG Coordinator, Office
(After est. 3
our of NONE for Initiatives in Culture and
weeks) 1 Day
orientation the Arts
kits
5.2. Conduct
orientation
TOTAL: NONE 7 DAYS
5. Approval of HASPAG Application

OICA issues an announcement (thru social media, letter to college deans, the
OVCSA, and identified student organizations) opening the application period for the
HASPAG program. This call is made every three years after the previous 3-year
award period and before the beginning of the next award period. HASPAG
applications are subject to screening and deliberations by the OICA coordinator,
screening committee, and OICA advisory board, before submitting the
219
recommended candidates to the Chancellor and the Board of Regents (BOR) for
approval
Who may avail: All interested UP Diliman student performing arts groups
1. UPD Office for Initiatives in Culture and the Arts website
and FB page
1. Visit the OICA website or like the

OICA FB page to access the
2.1. Requesting Party, with downloadable online blank
template/form from link:
2. Submission of the following
http://www.oica.upd.edu.ph/grants/honorific-award-for-
documents by the requesting party:
student-performing-arts-groups-upd-haspag/
2.1. Duly accomplished and signed
HASPAG Application Form
2.2. Requesting Party
2.2. Supporting documents
(project/production reports, photos,
videos, certificates, proof of awards,
citations)
2.3. Requesting Party
2.3. Cover letter addressed to the UP
Diliman Chancellor
2.4. Endorsement page duly signed
by the College Dean (for college-
based orgs) or the Vice Chancellor
for Student Affairs (for Univ-based
orgs)
2.5. Curriculum Vitae of Faculty
2.5. Requesting party
Adviser
2.6. List of current members w/ their
corresponding GWA duly certified by
the Faculty Adviser and Artistic
Director

ACTION BE PAID TIME
220
1. Visit the OICA 1.1. Determi
website or like the ne date and
OICA FB page to details of
access the announceme
announcement. nt/call for
Receive HASPAG
announcement from application
OICA via FB Page, (upon
OICA website, email, constitution
office memo of screening
committee
and approval
of budget for
screening
activity)
1.2. Post
announceme
HASPAG Coordinator, UPD
nt in OICA
NONE 7 Days Office for Initiatives in
FB page,
OICA
website
1.3. Email all

colleges and
identified
student
organization
s
1.4. Release
office memo
to all
colleges and
identified
student
organization
s
2. Applying group 2. Receives
submits duly application
accomplished form and all
HASPAG application required Receiving Personnel, UPD
form and all other documents, NONE 1 Day Office for Initiatives in
required documents to checks for Culture and the Arts
OICA on or before the correctness
deadline for and
submission completion
221
of
submission
3. Applicant waits for 3.1. HASPA 7 Days HASPAG Coordinator, UPD
the completion of the G Office for Initiatives in
screening process coordinator Culture and the Arts
collates all
applications
and prepares
documents
for
evaluation of
the
screening
committee
3.2. Screenin 2 Days Screening committee

g committee (appointed by UPD-OICA)
conducts and secretariat, UPD Office
evaluation for Initiatives in Culture and
and the Arts
deliberations
and prepares
recommende
d list of
awardees to NONE
the OICA
Advisory
Board
3.3. OICA Pause-clock OICA Advisory Board and

Board (Maximum period secretariat, UPD Office for
conducts of 30 days waiting Initiatives in Culture and the
regular for scheduled Arts
meeting and meeting since
reviews and meeting is
approves the scheduled only
recommenda once a month)
tion of the 1 Day
screening
committee
3.4. Upon 1 Day HASPAG Coordinator, UPD

endorsement Office for Initiatives in
of the OICA Culture and the Arts
Advisory
Board, OICA
Coordinator
222
prepares
letter of
recommenda
tion to the
Office of the
Chancellor
for his
approval and
endorsement
to the BOR
3.5. Submit 1 Day Releasing Personnel/

recommenda Messenger, UPD Office for
tion to the Initiatives in Culture and the
Office of the Arts
Chancellor
3.6. Chancell Pause-clock (est. UP Diliman Chancellor,

or reviews 7 days) Office of the Chancellor
and endorse
the
recommenda
tion to the
UP Board of
Regents
(BOR)
3.7. BOR Pause-clock (est. UP Board of Regents and

reviews and 30 days) secretariat
approves the
recommenda
tion
4. Wait for notice of 4.1. OICA 1 Day - HASPAG Coordinator,
approval receives and UPD Office for Initiatives in
reviews Culture and the Arts
decision of
the
Chancellor
and the BOR
NONE 2 Days
4.2. Prepare
s official
notice of
award or
notice of
disapproval
223
5. Receive notice of 5.Releases
award/disapproval notice of
- Releasing Personnel/
approval/
Messenger, UPD Office for
disapproval NONE 1 Day
to applying
Arts
group
5.1.Post
announceme
nt of list of
- HASPAG Coordinator,
HASPAG
UPD Office for Initiatives in
awardees in NONE 1 Day
OICA
website and
FB Page
TOTAL: NONE 25 DAYS
6. Conferment of HASPAG Awardees (Event)

OICA conducts a conferment ceremony for the HASPAG Awardees
Who may avail: HASPAG Awardees
1. Formal invitation letter UPD Office for Initiatives in Culture and the Arts
ACTION BE PAID TIME
1. Wait for formal 1.1. Conferm 30 Days
invitation from OICA ent
budgeting,
planning and
HASPAG Coordinator and
preparation
other support staff, UPD
NONE
1.2. Prepare 3 Days
invitations
(design and
printing)
224
2. Accept invitation 3. Release/
Send out of
invitations to
HASPAG Coordinator and
the HASPAG
Releasing Personnel/
Awardees (at
NONE 2 Days Messenger, UPD Office for
least 2
weeks
Arts
before the
event)
3. Confirm attendance 3.1. Wait for Pause-clock (est.

via phone call, online confirmation 7 Days)
message/email (within
NONE Office for Initiatives in
7 days after receipt of 3.2. Accept 3 Days
invitation) confirmation
4. Wait for scheduled 4. Continue HASPAG Coordinator and

event events other support staff, UPD
NONE 7 Days
preparation Office for Initiatives in
5. Attend ceremony 5. Hold HASPAG Coordinator and
conferment other support staff, UPD
NONE 1 Day
ceremony Office for Initiatives in
TOTAL: NONE 46 DAYS
7. Orientation of HASPAG Awardees

Each representative/coordinator from the HASPAG awardee is given a brief
orientation regarding the processes for the following award entitlements: HASPAG
Creative Grant, OUR priority enlistment privilege, and PASP scholarship/stipend
1. Orientation schedule to be agreed
upon by awardee and HASPAG UPD Office for Initiatives in Culture and the Arts (OICA)
coordinator
ACTION BE PAID TIME
225
1. HASPAG Awardee 1. Issues
receives notification of notice
orientation schedule regarding
from OICA (via phone mutually
or email) agreed
schedule of
NONE 1 Day Office for Initiatives in
orientation to
HASPAG
awardee (via
phone or
email)
2. HASPAG Awardee 2. Prepares

waits for scheduled documents
orientation for
orientation.
5 Days Office for Initiatives in
Waits for
scheduled
orientation
3. HASPAG Awardee 3. Conducts

representatives attend orientation
the scheduled
orientation
TOTAL: NONE 7 DAYS
8. Approval of Application for HASPAG Creative Grant

OICA accepts and processes the HASPAG Awardees application/proposal for the
HASPAG Creative Grant
1. Visit the OICA website or like the 1. UPD Office for Initiatives in Culture and the Arts Website
2. Duly accomplished and signed

Creative Grant Proposal Form
226
2. Requesting Party, with blank template/form from online
form link: http://www.oica.upd.edu.ph/grants/honorific-award-
3. Cover Letter addressed to the for-student-performing-arts-groups-upd-haspag/
Chancellor
3. Requesting Party
4. Concept Paper
5. Research Agenda 4. Requesting Party
6. Production Schedule 5. Requesting Party
6. Requesting Party
ACTION BE PAID TIME
1. HASPAG awardee 1. Issues
waits for notification announceme
from OICA (via nt regarding
email/phone) regarding start and
the start and deadline deadline of
of application for application
creative grant for creative
grant (via
email/phone)
2. HASPAG Awardee 2. Accepts

submits to OICA on or proposal and
before the deadline the all other
following duly required
accomplished and documents,
signed forms: check for
2.1. Creative Grant correctness
proposal and Receiving Personnel, UPD
2.2. Cover letter completion NONE 1 Day Office for Initiatives in
addressed to the Culture and the Arts
Chancellor
2.3. Concept Paper
2.4. Research
Agenda
2.5. Production
schedule
3. Waits for notification 3.1. Prepare 2 Days - HASPAG Coordinator, UPD

from OICA to get s documents Office for Initiatives in Culture
HASPAG Creative for approval and the Arts
NONE
Grant Contract of the OICA
Advisory
Board
227
3.2. Waits for 7 Days
scheduled
OICA
Advisory
Board
Meeting or
sends
documents
for approval
via
referendum
3.3. OICA 2 Days - OICA Advisory Board and

Advisory secretariat, Office for
Board Initiatives in Culture and the
approves the Arts
proposal
(thru regular
meeting or
thru
referendum)
3.4. Prepare 1 Day - HASPAG Coordinator, UPD

s HASPAG Office for Initiatives in Culture
Creative and the Arts
Grant
Contract
signed by
OICA
Director
4. Receives original 4. Release

Creative Grant original
Contract from OICA Creative
Grant
Contract to
HASPAG
Releasing Personnel, UPD
awardee for
signing of NONE 1 Day
the group’s
faculty
adviser and
dean (for
college-
based orgs)
or Vice-
228
Chancellor
for Student
Affairs (for
university-
based orgs)
5. Returns, within 7 5. Receives

days, the original Creative
Creative Grant Grant
Contract to OICA, Contract with
signed by the group’s faculty
faculty adviser and adviser and
dean (for college- dean/vcsa NONE 7 Days
based organization) or signatures
Vice Chancellor for
Student Affairs (for
university-based
organization)
6. Waits for Creative 6. Forwards

Grant Contract with Creative HASPAG Coordinator and
Chancellor’s signature Grant Releasing Personnel/
from OICA Contract to Pause-clock (est. Messenger, UPD Office for
NONE
the 7 days) Initiatives in Culture and the
Chancellor Arts
for signing
7. Receives Creative 7.1. Receive 1 Day - Receiving Personnel, UPD

Grant Contract with duly signed Office for Initiatives in
Chancellor’s signature, Creative Culture and the Arts
for the group to have Grant
notarized Contract
from the
Chancellor’s
Office
1 Day - Releasing Personnel, UPD
7.2. Contact Office for Initiatives in
NONE
requesting Culture and the Arts
party and
release to
them the
Creative
Grant
Contract with
the
Chancellor’s
signature
229
Pause-clock (est.
7.3. Wait for 2 Days)
return of
Creative
Grant
Contract with
notarization
8. Submit duly 8. Receive

notarized Creative duly
Grant Contract to notarized
OICA Creative
Grant - Receiving Personnel, UPD
Contract. Office for Initiatives in
NONE 1 Day
Issues Culture and the Arts
requesting
party a
photocopy of
said contract
TOTAL: NONE 25 DAYS
9. Processing of HASPAG Creative Grant 1st Tranche (60% of Grant

Amount)
OICA processes the release of the 1st tranche of the creative grant to the HASPAG
awardee

ACTION BE PAID TIME
1. HASPAG awardee 1.1. OICA, 5 Days
waits for completion of upon HASPAG Coordinator, UPD
processing of 1st receiving the NONE Office for Initiatives in
tranche of HASPAG notarized Culture and the Arts
Creative Grant HASPAG
230
Creative
Grant
Contract
shall prepare
the following
documents,
duly
accomplishe
d and
signed, for
submission
to the
Budget
Office:
1.1.1. Disb
urse-ment
voucher
for the 1st
tranche of
the
Creative
Grant
1.1.2.
Budget
Utilizatio
Request
(BUR) or
Obligation
Request
(ObR)
1.1.3.
Copy of
Creative
Grant
Contract,
1.1.4.
Copy of
Project
Proposal
1.1.5.
Copy of
approved
Budget
1.2. Submit 1 Day

documents
231
to the
Budget
Office for
processing
1.3. Wait for Pause-Clock

completion (est. 14 Days)
of
processing
by the
Budget
Office,
Accounting,
and
Cashier’s
Office
2. Receives notification 2. Upon

via email and/or text verification
message regarding from the
availability of check Cashier’s
payment at the Cashier office
regarding
HASPAG Group availability of
Faculty Adviser may payment,
claims check payment OICA notifies
of 1st tranche from the HASPAG HASPAG Coordinator, UPD
cashier awardee of NONE 1 Day Office for Initiatives in
availability of Culture and the Arts
check
payment for
1st tranche of
the Creative
Grant via
text
message
and/or email
TOTAL: NONE 7 DAYS
232
10. Processing of HASPAG Creative Grant 2nd Tranche (remaining
40% of Grant Amount)
OICA processes release of the 2nd tranche to complete the release of the HASPAG
Creative Grant to the HASPAG awardee
1. Accomplishment report/Production Report 1. Requesting Party
2. Notarized Fund Utilization Report
3. Favorable review from External Evaluator
(assigned by the HASPAG Group) 2. Requesting Party
4. Favorable review from External Evaluator
(assigned by UPD-OICA) 3. & 4. Requesting Party, with blank template/form
5. Copy of pubmats, videos, photos, and to be emailed directly to the evaluators by OICA
program
5. Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. After completion of 1.1. Receives
project, HASPAG Accomplishment/
awardee submits the Production Report and
following to OICA: all other requirements
1.1. Accomplishment from HASPAG
/Production awardee
report 1.2. Checks for
1.2. Notarized Fund correctness and HASPAG
Utilization completion Coordinator, UPD
Report NONE 1 Day Office for Initiatives
1.3. Favorable in Culture and the
review from Arts
External
Evaluator
(assigned by
HASPAG Group)
1.4. Favorable
review from
External
233
Evaluator
(assigned by
UPD-OICA)
1.5. Copy of
pubmats, videos,
photos, and
program
2. Waits for completion 2.1. OICA shall 5 days

of processing of 2nd prepare the following
tranche of creative documents, duly
grant accomplished and
signed, for submission
to the Budget Office:
2.1.1.
Disbursement
voucher for the 2nd
tranche of the
Creative Grant
2.1.2.
Budget Utilizatio
Request (BUR) or
Obligation
Request (ObR)
2.1.3.
Copy of Creative HASPAG
Grant Contract Coordinator, UPD
2.1.4. NONE Office for Initiatives
Copy of Project in Culture and the
Proposal Arts
2.1.5.
Copy of notarized
Budget Utilization
Report
2.1.6.
Copy of 2 reviews
from external
reviewers
2.1.7.
Copy of program or
brief/summary of
production report
2.1.8.
Approved budget
234
2.2. Submit documents
to the Budget Office for
processing
2.3. Wait for

completion of
processing by the
Budget Office,
Accounting, and 1 Day
Cashier’s Office
Pause-clock (est.
14 Days)
3. Receives notification 3. Upon verification
of availability of check with the UPD Cashier’s
via email and/or text Office that the check is
message already available, HASPAG
notifies HASPAG Coordinator, UPD
awardee of availability NONE 1 Day Office for Initiatives
HASPAG Group of check payment for in Culture and the
Faculty Adviser may 2nd tranche of the Arts
claims check payment Creative Grant via text
of 2nd tranche from the message and/or email
cashier
TOTAL: NONE 8 DAYS
11. Approval of Application for the Performing Arts

Scholarship/Stipend Program (PASP)
OICA issues announcement/call for application to the Performing Arts
Scholarship/Stipend Program (PASP) for the student members of the HASPAG
groups. OICA screens and approves application for PASP and requests OUR for
enrollment tagging of approved students availing free tuition
Who may avail: Qualified student members of HASPAG groups/awardees
235
1. Visit the OICA website or like the 1. UPD Office for Initiatives in Culture and the Arts website
2. Duly accomplished and signed 2. Requesting Party , with blank template/form from online
PASP Application Form form link: http://www.oica.upd.edu.ph/grants/up-diliman-
performing-arts-scholarship-program-upd-pasp/
3. Cover letter addressed to the 3. Requesting Party

Chancellor
4. Portfolio, list of projects of the 4. Requesting Party

HASPAG group that the applicant
participated in, other proof of
participation
5. True Copy of Grades/TCG (original 5. Requesting Party

or certified true copy)
6. Recommendation form duly 6. HASPAG group of requesting party, with blank

accomplished and signed by the template/form from online form link:
artistic director and faculty adviser of http://www.oica.upd.edu.ph/grants/up-diliman-performing-
the HASPAG group where the arts-scholarship-program-upd-pasp/
applicant is a member
7. Additional certifications if 7. Requesting Party

applicable/needed (e.g. Certification
by College Secretary that the
applicant is graduating; Letter of
explanation for underloading, etc)
8. Signed Data Privacy Agreement 8. Requesting Party, with blank template/form from online
form link: http://www.oica.upd.edu.ph/grants/up-diliman-
performing-arts-scholarship-program-upd-pasp/
ACTION BE PAID TIME
1. Waits for 1. Issues a
announcement/ notification/
notification via email to announceme
HASPAG Group. nt via email HASPAG Coordinator, UPD
and via NONE 1 Day Office for Initiatives in
posting in Culture and the Arts
OICA FB
page
regarding
236
start and
deadline for
application
for PASP
Note: Call is
made
annually,
beginning
after the last
day of class
of the 2nd
semester
2. Applicant submits to 2. Receives

his/her HASPAG PASP
Group coordinator the Recommend
following complete ation Form
requirements, duly and PASP
accomplished and Application
signed: Forms
2.1. PASP together with
Application Form complete
2.2. Cover letter requirements
addressed to the
Chancellor 2.1 Checks
2.3. Portfolio for
(indicating list of correctne
projects ss and
participated in, complete
Receiving Personnel, UPD
photos, ness
certificates,
other proofs)
2.4. TCG (original or
certified true
copy)
2.5. Additional
certifications if
applicable/neede
d
2.6. Signed Data
Privacy
agreement
HASPAG GROUP
COORDINATOR
collates all individual
applications and
supporting documents
237
and submits these to
OICA together with the
PASP
recommendation form
duly signed by the
artistic director and
faculty adviser
3. Waits for screening 3.1. Review
to be completed and evaluate
applications
based on
submitted
documents
3.2. Creates
letter of
recommenda
tion
indicating the
list of
approved
applicants
for: a)
Scholarship,
and b) for
Stipend and
forward to
OICA
Director for
approval and
signature
Note:
Applicants
found to be
unqualified
based on the
program
guidelines
shall be
taken out of
the list of
recommende
es
4. Wait for approval of 4.1. Submit 1 Day HASPAG Coordinator, UPD
the Chancellor letter of Office for Initiatives in Culture
NONE
recommenda and the Arts
tion w/
238
attached
application
forms of
qualified
applicant to
the
Chancellor
for approval
and for
funding
4.2. Wait for Pause-clock (est. (Office of the Chancellor)

the 7 Days)
Chancellors
approval and
for budget
clearance
5. Requesting party 5.1. Receive - Receiving Personnel, UPD

waits for s list of Office for Initiatives in
announcement of recommende Culture and the Arts
results from OICA (via d with the
email and website/FB) Chancellor’s
approval and
with budget
clearance
5.2. Post - HASPAG Coordinator,

announceme UPD Office for Initiatives in
nt in FB Culture and the Arts
page and
OICA
website NONE 3 Days
indicating the
list of
approved
PASP
recipients
5.3. Issue - HASPAG Coordinator,

written notice UPD Office for Initiatives in
to the Culture and the Arts
HASPAG
GROUP
COORDINA
TOR, Faculty
Adviser, and
239
Artistic
Director re
approved
PASP
recipients
from their
group (via
email)
TOTAL: NONE 12 DAYS
12. Issuance of PASP Special Assessment Form

OICA issues a Special Assessment Form to the PASP Recipient applying for
scholarship, before he/she completes the assessment of fees of his/her school
enrollment form (Form5)
Who may avail: PASP Recipients who are applying for TUITION WAIVER/SCHOLARSHIP
1. Visit the OICA website or like the 1. UPD Office for Initiatives in Culture and the Arts website
2. List of approved PASP 2. UPD Office for Initiatives in Culture and the Arts
Recommendees/Recipients duly
received by the Office of the University
Registrar (OUR) for tagging as
scholars
3. Duly accomplished Special 3. Requesting Party, with blank form from UPD Office for
Assessment Form Initiatives in Culture and the Arts (Office)
4. Photocopy of Form5a, duly checked 4. Requesting Party

and signed by enrollment adviser

ACTION BE PAID TIME
1. Waits for notice 1.1. Forward Releasing Personnel/
from OICA that the s a copy of Messenger, UPD Office for
NONE
list of approved PASP the approved Initiatives in Culture and the
recipients has been list of PASP Arts
240
forwarded to the Recipients to
Office of the the OUR for
University Registrar tagging 1 Day
(OUR) for tagging
1.2. Notifies HASPAG Coordinator, UPD
HASPAG Office for Initiatives in
GROUP Culture and the Arts
COORDINA
TOR that the
list has been
forwarded t
the OUR
2. PASP recipient 2.Receives

who is vying for Special
tuition waiver and Assessment
not stipend, submits Form and
to OICA: copy of
2.1. Duly Form5a
accomplished
Special 2.1 Checks Receiving Personnel, UPD
Assessment for NONE 1 Day Office for Initiatives in
Form correctness Culture and the Arts
2.2. Photocopy of and
Form5a, duly completenes
checked and s
signed by
enrollment
adviser
3. Receive signed 3.1. Signs

Special Assessment Special
Form. Assessment
Requesting Party Form
may now proceed 3.2. Release
1 Day Office for Initiatives in
with the special Special
assessment of his/her Assessment
enrollment forms form to
PASP
recipient
TOTAL: NONE 3 DAYS
241
13. Processing of Voucher for Stipend of PASP Recipients
OICA processes payment of stipend to PASP recipients/awardees
Who may avail: PASP Recipients applying for STIPEND
1. Photocopy of Form5a, showing
Requesting Party
that enrollment has been completed
ACTION BE PAID TIME
1. PASP recipient who 1. Receives
is applying for copy of
stipend, submits to form5a of
OICA a photocopy of PASP
his/her Form5a recipient
showing completed applying for
enrollment stipend
2. Waits for 2.1. Waits for Pause-clock (est.

completion of the 7 Days after last
processing of stipend completion day of enrollment)
of
submission
of form5 of
all applicants
per
HASPAG
Group
NONE
2.2. 3 Days - HASPAG Coordinator,
Prepares the UPD Office for Initiatives in
following Culture and the Arts
documents:
2.2.1.
Disbursem
ent
voucher
per
HASPAG
Group
242
2.2.2. Bud
get
Utilization
Request
(BUR) or
Obligation
Request
(ObR)
2.2.3. Cop
y of OC
approved
list of
PASP
Recipients
with
budget
approval
2.2.4. Cop
y of
form5a of
all PASP
recipients
per
HASPAG
Group
2.3. Submit 1 Day - Releasing Personnel /

above Messenger, UPD Office for
documents Initiatives in Culture and the
to the Arts
Budget
Office for
processing
2.4. Waits for Pause-clock (est.

completion 14 Days)
of
processing
by the
Budget
Office,
Accounting
Office, and
Cashier
243
3. Receives 3. Upon
notification via email verification
and/or text message with the
that check for stipend Cashier’s
is ready at the office
cashier’s office regarding
availability of
*Requesting Party may check for
now claim check stipend,
payment for stipend at notifies
the Cashier’s Office PASP
recipient of
availability of HASPAG Coordinator, UPD
check NONE 2 Days Office for Initiatives in
payment for Culture and the Arts
stipend thru
text
message
and/or emai
to his/her
HASPAG
GROUP
COORDINA
TOR and
Faculty
Adviser
TOTAL: NONE 7 DAYS
14. Approval of Visual Arts and Cultural Studies Scholarship/Stipend

Program (VACSSP) Application
OICA issues announcement/call for application to the Visual Arts and Cultural
Studies Scholarship/Stipend Program (VACCSP) and screens and approves
applications. OICA then requests OUR for enrollment tagging of approved VACSSP
recipients who are availing free tuition/tuition waiver.
Type of
Transaction:
Who may avail: Undergraduate students (at least 2nd year level)
244
application
2. Duly accomplished and signed VACSSP 2. Requesting Party, with blank template/form in
Application Form online form link: http://www.oica.upd.edu.ph/up-
diliman-visual-arts-and-cultural-studies-scholarship-
program-upd-vacssp/
3. True Copy of Grades (TCG) 3.-7. Requesting Party
4. Recommendation letters
5. Cover letter addressed to the Chancellor
6. Portfolio of works
7. Signed Data Privacy Agreement
FEES
PROCES-
SING TIME
PAID
1. Like the OICA 1.1. Post
website and FB announcement re
page to access beginning and deadline
the announcement of applications for
from OICA re VACSSP on OICA
beginning and website and FB page
deadline of
application for 1.2. Send out letters to
VACSSP the college deans re
VACSSP Coordinator, UPD
beginning and deadline
of applications for
VACSSP, to be
disseminated to their
students
Note: Call is made
annually, beginning
after the last day of
class of the 2nd
semester
2. Applicant 2.1. Receive VACSSP - Receiving Personnel, UPD

submits to OICA Application Form Office for Initiatives in
the following together with complete NONE 1 Day Culture and the Arts
complete requirements
requirements, duly
245
accomplished and 2.2. Checks for - VACSSP Coordinator,
signed: correctness and UPD Office for Initiatives in
2.1. VACSSP completeness Culture and the Arts
Application
Form
2.2. TCG (original
or certified
true copy)
2.3. Recommend
ation letters
2.4. Cover letter
addressed to
the
Chancellor
2.5. Portfolio
(indicating list
of projects,
sample of
works,
certificates,
others)
2.6. TCG (original
or certified
true copy)
2.7. Signed Data
Privacy
Agreement
3. Applicant waits 3.1. Wait for the Pause-clock
for the completion deadline of submissions til deadline
of the screening (est. 2
process months)
3.2. Collate all VACSSP 3 Days - VACSSP Coordinator,

applications and UPD Office for Initiatives in
prepares documents for Culture and the Arts
evaluation of the
screening committee
NONE
3.2. Wait for scheduled Pause-clock
meeting of the (est. 7 Days
screening committee from
deadline of
application
3.3. Screening 1 Day - VACSSP Screening

committee conducts Committee and its
evaluation and secretariat, UPD Office for
246
deliberations and Initiatives in Culture and the
prepares recommended Arts
list of awardees to the
OICA Advisory Board
3.4. Send letter with list 1 Day

of recommendees via - VACSSP Coordinator,
referendum to OICA UPD Office for Initiatives in
Advisory Board Culture and the Arts
Members for their
approval/disapproval
3.5. Wait for OICA Pause-clock

Board approval/ (est. 7
disapproval Days)
3.4. Upon approval of 1 Day

the OICA Advisory - VACSSP Coordinator,
Board, prepare letter of UPD Office for Initiatives in
recommendation and Culture and the Arts
budget proposal to the
for his approval
3.5. Submit 1 Day

recommendation letter - Releasing Personnel/
and budget proposal to Messenger, UPD Office for
the Office of the Initiatives in Culture and the
Chancellor Arts
3.6. Chancellor reviews Pause-clock

and approves the (est. 14
recommendation and Days)
budget proposal
4. Wait for notice of 4.1. Receive list of 1 Day - Receiving Personnel, UPD
approval recommendees with the Office for Initiatives in
Chancellor’s approval, Culture and the Arts
(including approval of
budget) 2 Days - VACSSP Coordinator,
NONE UPD Office for Initiatives in
4.2. Prepare official Culture and the Arts
notice of award or
notice of disapproval for
VACSSP applicants
247
5. Receive notice of 5.1. Post 1 Day
approval of announcement of
VACSSP successful VACSSP
application applicants on OICA
- VACSSP Coordinator,
website and FB page NONE 1 Day
5.2. Inform via email all
VACSSP applicants of
approval/ disapproval of
their application
TOTAL: NONE 15 DAYS
15. Issuance of VACSSP Special Assessment Form

OICA issues a Special Assessment Form to the VACCSP Recipient applying for
scholarship, before he/she completes the assessment of fees of his/her school
enrollment form (Form5)
Type of
Government to Client
Transaction:
Who may avail: VACSSP Recipients
1. List of approved VACSSP Recipients duly received 1. UPD Office for Initiatives in Culture and
by the Office of the University Registrar (OUR) for the Arts (OICA)
tagging as scholars
2. Requesting Party, with blank
2. Duly accomplished Special Assessment Form template/form from OICA office
3. Photocopy of Form5a, duly checked and signed by 3. Requesting Party
enrollment adviser
FEES PROCE
PERSON
CLIENT STEPS AGENCY ACTION TO BE SSING
RESPONSIBLE
PAID TIME
1. Receives notice 1. Notifies VACSSP Recipient

from OICA that the that he/she is included in the list
VACSSP Coordinator,
list of approved submitted to the OUR for NONE 1 Day UPD Office for
VACSSP recipients tagging for special assessment
has been (tuition waiver)
and the Arts
forwarded to the
248
Office of the
University
Registrar (OUR)
for tagging
2. VACSSP 2.1. Receives Special - Receiving Personnel,
recipient who is Assessment Form and copy of UPD Office for
applying for Form5a Initiatives in Culture
tuition waiver and and the Arts
not stipend, 2.2. Checks for correctness and
completeness - VACSSP Coordinator,
submits to OICA:
UPD Office for
2.1. Duly Initiatives in Culture
accomplishe and the Arts
d Special
Assessment NONE 1 Day
Form
2.2. Photocopy
of Form5a,
duly
checked
and signed
by
enrollment
adviser
3. Receive signed 3.1. Signs Special Assessment
Special Form
Assessment Form.
3.2. Release - VACSSP Coordinator,
*Requesting Party Special Assessment form to UPD Office for
may now proceed NONE 1 Day
VACSSP recipient Initiatives in Culture
with the special and the Arts
assessment of
his/her enrollment
forms
TOTAL: NONE 3 DAYS
249
16. Approval of Application for Creative/Critical Thesis Grant for the
Arts, Culture, and Humanities (CCTGACH)
Processing, evaluation, and approval of UPD-CCTGACH Applications
Type of
Transaction:
Who may avail: Undergraduate, Graduate, Post-graduate students at least on their 2nd Year
application
2. Duly accomplished and signed CCTGACH 2. Requesting Party, with blank template/form from
Application Form online form link:
http://www.oica.upd.edu.ph/grants/up-diliman-
creative-critical-thesis-grant-in-the-arts-culture-and-
humanities-upd-cctgach/
3. True Copy of Grades (TCG)
3. Requesting Party
4. Recommendation letters
4. Requesting Party
5. Cover letter addressed to the Chancellor
5. Requesting Party
6. Portfolio of works and proof of awards
6. Requesting Party
7. Endorsement from the Deans of his/her
respective college 7. Requesting Party, with blank template/form from
online form link:
8. Signed Data Privacy Agreement humanities-upd-cctgach/
8. Requesting Party, with blank template/form from

online form link:
humanities-upd-cctgach/
FEES PROCES-
CLIENT STEPS AGENCY ACTION TO BE SING PERSON RESPONSIBLE
PAID TIME
250
1. Like the OICA 1.1. Post
website and FB announcement re
page to access the beginning and deadline
announcement of application for
from OICA re CCTGACH on OICA
beginning and website and FB page.
deadline of
application for 1.2. Send out letters to
CCTGACH Coordinator, UPD-
CCTGACH the college deans re
NONE 2 Days Office for Initiatives in Culture
beginning and deadline
and the Arts
of applications for
CCTGACH, to be
disseminated to their
students
Note: Call is made
annually, every
December
2. Submit to OICA 2.1. Receive - Receiving Personnel, UPD

the following CCTGACH Application Office for Initiatives in Culture
complete Form together with and the Arts
requirements, duly complete requirements
accomplished and
signed: 2.2. Checks for
2.1. Duly correctness and - CCTGACH Coordinator,
accomplishe completeness UPD Office for Initiatives in
d and signed Culture and the Arts
CCTGACH
Application
2.2. True Copy of

Grades
(TCG) NONE 1 Day
2.3. Recommend
ation letters
2.4. Cover letter

addressed to
the
Chancellor
2.5. Portfolio of
works and
proof of
awards
251
2.6. Endorsement
from the
Deans of
his/her
respective
college
2.7. Signed Data

Privacy
Agreement
3. Wait for the 3.1. Wait for the Pause-

completion of the deadline of submissions clock til
screening process deadline
(est. 2
months)
3.2. Collate all 3 Days - CCTGACH Coordinator,

CCTGACH applications UPD Office for Initiatives in
and prepares Culture and the Arts
documents for
evaluation of the
screening committee
3.3. Wait for scheduled Pause-

meeting of the clock
screening committee (est. 7
Days from
deadline
of
NONE
applicatio
n
3.4. Screening 1 Day - CCTGACH Screening

committee conducts Committee and its secretariat,
evaluation and UPD Office for Initiatives in
deliberations and Culture and the Arts
prepares recommended
list of awardees to the
OICA Advisory Board
3.5. Send letter with list 1 Day - CCTGACH Coordinator,

of recommendees via UPD Office for Initiatives in
referendum to OICA Culture and the Arts
Advisory Board
Members for their
252
3.6. Wait for OICA Pause-
Board approval/ clock (est.
disapproval 7 Days)
3.7. Upon approval of 1 Day - CCTGACH Coordinator,

the OICA Advisory UPD Office for Initiatives in
Board, prepare letter of Culture and the Arts
recommendation and
budget proposal to the
for his approval
3.8. Submit 1 Day - Releasing Personnel/

recommendation letter Messenger, UPD Office for
and budget proposal to Initiatives in Culture and the
the Office of the Arts
Chancellor
3.9. Chancellor reviews Pause-

and approves the clock (est.
recommendation and 14 Days)
budget proposal
4. Wait for notice of 4.1. Receive list of 1 Day - Receiving Personnel, UPD
approval recommendees with the Office for Initiatives in Culture
Chancellor’s approval, and the Arts
(including approval of
budget)
NONE - CCTGACH Coordinator,
4.2. Prepare official 2 Days UPD Office for Initiatives in
notice of award or Culture and the Arts
notice of disapproval for
CCTGACH applicants
5. Receive notice of 5.1. Post 1 Day

approval of announcement of
CCTGACH successful CCTGACH
- CCTGACH Coordinator,
application applicants on OICA
website and FB page NONE 1 Day
5.2. Inform via email all
CCTGACH applicants
of approval/ disapproval
of their application
TOTAL: NONE 15 DAYS
253
17. Processing of voucher for Creative/Critical Thesis Grant for the
Arts, Culture, and Humanities (CCTGACH) 1st Tranche
Conduct of orientation and processing of voucher for payment of 1st tranche of the
grant
Type of
Transaction:
Who may avail: CCTGACH Awardees
1. Duly Signed and Notarized Creative Grant Contract 1. Requesting Party, with initial template from
UPD Office for Initiatives in Culture and the
Arts
2. Duly signed Line Item Budget
2. Requesting Party
FEES PROCES-
PERSON
RESPONSIBLE
PAID TIME
1. Receive 1. Issues notice regarding
notification of mutually agreed schedule of
orientation to CCTGACH CCTGACH
orientation schedule NONE 1 Day
awardee (via phone or email) Coordinator, Office for
from OICA (via
phone or email)
and the Arts
2. Wait for 2.1. Prepares documents for 1 Day
scheduled orientation, including
orientation CCTGACH Contract. CCTGACH
Pause- Coordinator, Office for
2.2. Waits for scheduled NONE
clock (est. Initiatives in Culture
orientation
3 Days and the Arts
from date
of notice)
3. Attend the 3.1. Conducts one-on-one
scheduled orientation
CCTGACH
orientation and NONE 1 Day
3.2. Have the awardee sign the Coordinator, Office for
signs contract
contract for CCTGACH Initiatives in Culture
and the Arts
254
4. Wait for 4.1. Have the contract signed - CCTGACH
completion of by OICA Director and send to Coordinator, Office for
signing of the dean of the awardee’s Initiatives in Culture
CCTGACH Contract respective college for signing Pause- and the Arts
by OICA Director, NONE clock (est.
4.2. Upon receipt of contract - Releasing Personnel/
Dean of the 7 Days)
signed by the dean, submit Messenger, Office for
awardee’s
contract to the Chancellor for Initiatives in Culture
respective college,
his signature and the Arts
and the Chancellor
5. Receive duly 5.1. Upon receipt of contract, 1 Day
signed contract. duly signed by the dean and the
Have it notarized. Chancellor, notify CCTGACH
CCTGACH
Awardee and release the
Coordinator, Office for
contract to him/her for NONE
notarization
and the Arts
5.2. Wait for contract to be Pause-
returned, duly notarized clock (est.
4 Days)
6. Submit the 6. Receive Notarized
following to OICA: CCTGACH Contract and Line
Item Budget
6.1. Notarized Receiving Personnel,
CCTGACH NONE 1 Day Office for Initiatives in
contract Culture and the Arts
6.2. Line Item
Budget
7. Wait for 7.1. Prepare the following 3 Days
completion of documents:
processing of 1st
tranche of 7.1.1. Disbursement Voucher
CCTGACH Grant for 1st Tranche of
CCTGACH Grant
7.1.2. Budget Utilization CCTGACH
Request (BUR) or Coordinator, Office for
NONE
Obligation Request Initiatives in Culture
(ObR) and the Arts
7.1.3. Copy of notarized
CCTGACH contract
7.1.4. Certified true copy of
Line Item Budget
7.1.5. Copy of Budget
Approval
255
7.1.6. Copy of Thesis
Proposal
7.2. Submit documents to 1 Day

Budget Office for processing of
payment
Pause-
7.3. Wait for completion of clock (est.
processing by Budget Office, 14 Days)
Accounting Office, and
Cashier’s Office
8. Receive 8. Upon confirmation from Cash
notification from Office, inform awardees that
OICA via email check payment for 1st tranche
and/or text message of the CCTGACH grant is
regarding availability available for claiming at UPD CCTGACH
of check payment at Cash Office. Coordinator, Office for
the Cashier NONE 1 Day
CCTGACH Awardee and the Arts
may claim check
payment of 1st
tranche from the
cashier
TOTAL: NONE 10 DAYS
18. Processing of Voucher for Creative/Critical Thesis Grant for the

Arts, Culture, and Humanities (CCTGACH) 2nd Tranche
Processing of voucher for payment of 2nd tranche of the grant
Type of
Transaction:
256
1. Letter or Certification from thesis adviser that 1. Requesting Party
student has passed his/her thesis defense
FEES PROCES-
PERSON
RESPONSIBLE
PAID TIME
1. Submit Letter/ 1. Receive Certification by
Certification from thesis adviser that CCTGACH
Awardee has passed his/her Receiving Personnel,
thesis adviser that
thesis defence NONE 1 Day Office for Initiatives in
CCTGACH Awardee
has passed his/her
thesis defense
2. Wait for 2.1. Prepare the following 3 Days - CCTGACH
completion of documents: Coordinator, Office for
processing of 2nd Initiatives in Culture
2.1.1. Disbursement Voucher
tranche of and the Arts
for 2nd Tranche of
CCTGACH Grant CCTGACH Grant
2.1.2. Budget Utilization
Request (BUR) or
Obligation Request
(ObR)
2.1.3. Copy of notarized
CCTGACH contract
2.1.4. Letter or Certification
from Faculty Adviser NONE
Approval
2.2. Submit documents to

Budget Office for processing of 1 Day - Releasing Personnel/
payment Messenger, Office for
2.3. Wait for completion of Pause- and the Arts
processing by Budget Office, clock (est.
Accounting Office, and 14 Days)
Cashier’s Office
3. Receive 3. Upon confirmation from Cash CCTGACH

notification from Office, inform awardee that Coordinator, Office for
OICA via email check payment for 2nd tranche NONE 1 Day
and/or text message of the CCTGACH grant is and the Arts
regarding availability
257
of check payment at available for claiming at UPD
the Cashier Cash Office.
CCTGACH may
claim check
payment of 2nd
tranche from the
cashier
TOTAL: NONE 6 DAYS
19. Processing of Voucher for Creative/Critical Thesis Grant for the

Arts, Culture, and Humanities (CCTGACH) 3rd Tranche
Processing of voucher for payment of 3rd tranche of the grant
Type of
Transaction:
1. Cover letter (submission letter) addressed to the
Chancellor
2. Printed and bound copy of the thesis as final report Requesting Party
3. Digital copy of the thesis
4. Notarized Funds Utilization Report (FUR)
FEES PROCES-
PERSON
RESPONSIBLE
PAID TIME
1. After completion 1. 1. Receiving cover letter
of thesis, submit to addressed to the Chancellor
OICA the following and all other required CCTGACH
documents. NONE 1 Day Coordinator, Office for
documents:
1.1. Cover letter 1.2. Check for completeness and the Arts
(submission letter) and correctness
258
addressed to the
Chancellor
1.2. Printed and
bound copy of the
thesis as final
report
1.3. Digital copy of
the thesis
1.4. Notarized
Funds Utilization
Report (FUR)
2. Wait for 2.1. Prepare the following 3 Days - CCTGACH
completion of documents: Coordinator, Office for
processing of 3rd Initiatives in Culture
2.1.1. Disbursement Voucher
tranche of and the Arts
for 3rd Tranche of
CCTGACH Grant CCTGACH Grant
Request (BUR) or
Obligation Request
(ObR)
2.1.3. Notarized Funds
Utilization Report
(FUR)
2.1.4. Certified true copy of
cover letter
2.1.5. Copy of notarized NONE
CCTGACH contract
Approval
1 Day - Releasing Personnel/

2.2. Submit documents to
Budget Office for processing of
payment
and the Arts
Pause-
2.3. Wait for completion of clock (est.
processing by Budget Office, 14 Days)
Cashier’s Office
3. Receive 3. Upon confirmation from Cash NONE 1 Day CCTGACH
notification from Office, inform awardee that Coordinator, Office for
259
OICA via email check payment for 3rd tranche of Initiatives in Culture
and/or text message the CCTGACH grant is and the Arts
regarding availability available for claiming at UPD
of check payment at Cash Office
the Cashier
CCTGACH may
claim check
payment of 3rd
tranche from the
cashier
TOTAL: NONE 6 DAYS
20. Issuance of payment slip/billing statement for purchase of OICA

publications (for External Clients)
Payment Slip is issued to clients purchasing OICA publications. After the ‘external’
buyer settled the payment at UP Diliman Cashier Office the client may claim the
purchased item at the OICA office.
Who may avail: All public
1. Verbal request (personal or phone call) 1. Requesting Party
or Written request (letter or email) from the
client/buyer
2. Duly accomplished Payment Slip 2. UPD Office for Initiatives in Culture and the Arts
PROCES
AGENCY FEES TO
CLIENT STEPS SING PERSON RESPONSIBLE
ACTION BE PAID
TIME
1. Submit request thru 1. Receive the
letter, phone call, email request via phone
Administrative Officer I
or personal visit. call, email, letter
(Records Officer I), UPD
Indicate the specific or verbal and the NONE 1 Day
OICA publication and specific detail of
quantity to be OICA publication
purchase.
260
purchased by the
client
2. Fill out Payment Slip 2.1. Receive

and submit to OICA filled-out
Payment Slip
2.2. Sign the

payment slip. Administrative Officer I
NONE 1 Day
2.3. Give Office for Initiatives in
Payment Slip to Culture and the Arts
requesting
party/buyer, keep
one copy for the
office
3. Wait Release (Payment

the purchased should be
OICA publication settled at the
to the client UP Cashier
Office)
3. Present Payment
Pasyal 2nd
Slip and pay for items
Edition-
at the UPD Cashier Pause-
Php120.00
clock (est. (UPD Cashier’s Office)
3 Days)
Pasyal Art
Trail -
PhP250.00
Florante at
Laura-
PhP350.00
4. Present the Official 4.1. Photocopy

Receipt to OICA and Official Receipt
receive purchased presented by
item/s Buyer/Requesting
Party
NONE 1 Day
4.2. Release
purchased item/s
to Buyer/
Requesting Party
261
TOTAL: NONE 3 DAYS
21. Processing and Approval of Requests to Borrow

Production/Office Equipment (External Clients)
OICA lends to UPD student organizations available production equipment
(sounds, lights, cables,carpet, etc) for use in the organizations’ activities within UP
Diliman.
Office or Division: UPD Office for Initiatives in Culture and the Arts (UPD-OICA)
Who may avail: UPD recognized/accredited student organizations
1. Written request from UPD 1. Requesting Party
organization duly signed by head of
organization and faculty adviser,
indicating details of request (event,
equipment needed, schedule, venue,
mode of pickup and return)
2. Duly signed Equipment Release
Form 2. UPD Office for Initiatives in Culture and the Arts
ACTION BE PAID TIME
1. Submit letter of 1. 1. - Receiving Personnel, UPD
request addressed to Receive Office for Initiatives in
the OICA Director, duly letter of Culture and the Arts
signed by head of request
organization and - Administrative Assistant I
faculty adviser, 1.2. Check (AVEO III), UPD Office for
NONE 1 Day
indicating details of availability Initiatives in Culture and the
request (event, and Arts
equipment needed, condition of
schedule, venue, mode equipment
of pickup and return) being
borrowed
2. Receives notification 2.1. Issue Administrative Officer II,
of approval, arranges approval/ UPD Office for Initiatives in
schedule and mode of disapproval Culture and the Arts
NONE 2 Days
pickup and return of of request to
equipment borrow
equipment,
262
via phone
call or email
2.2. Coordin
ate schedule
and mode of
release, and
return of
equipment
3. Wait for scheduled 3. Wait for
release/pick-up of scheduled
borrowed equipment release/pick-
Pause-clock (est.
up of NONE
4 Days)
borrowed
equipment
4. Receives/Pick-up 4.1. Release

equipment on agreed equipment to
schedule. borrower on
Signs the Equipment agreed
Release Form schedule
Administrative Assistant I
(AVEO III), UPD Office for
4.2. Receive NONE 1 Day
s the duly
Arts
signed
Equipment
Release
Form

return of borrowed scheduled
equipment return of Pause-clock (est.
NONE
borrowed 1 Day after event)
equipment
6. Return borrowed 6.1. Accept

equipment as per borrowed
agreed schedule equipment
6.2. Inspect Administrative Assistant I

returned (AVEO III), UPD Office for
NONE 1 Day
equipment Initiatives in Culture and the
for Arts
completenes
s and
condition
263
TOTAL: NONE 5 DAYS
22. Processing and Action of Request for Posting of Events in OICA

Website and FB Page (External Clients)
OICA shares in its official FB Page and OICA Website (WhatsUP Calendar) events
by UP Diliman Student Organizations upon request
Who may avail: UP Diliman officially recognized/accredited student organizations
1. Request from student organization
(written or verbal) to post publicity
material/announcement in OICA
Website WhatsUP Calendar and/or Requesting Party
FB Page
2. Digital copy of pubmats (poster,
others)
ACTION BE PAID TIME
1. The student 1. Receives
organization, thru its verbal and/or
representative, written
requests OICA to request and
share publicity mats digital copy
(posters, other info) in of the Receiving Personnel, UPD
OICA’s FB page and publicity NONE 1 Day Office for Initiatives in
website. Request can materials Culture and the Arts
be written or verbal
Provide digital copy of
pubmats (poster,
others) thru email
2. See posting of event 2. OICA

in OICA Website shares post
WhatsuP Calendar of in its website
Media Production Specialist
Activities and/or FB (WhatsUP
NONE 1 Day I, UPD Office for Initiatives
Page calendar)
in Culture and the Arts
and/or FB
Page
264
TOTAL: NONE 2 DAYS
23. Issuance of certificate of grants/awards (External Clients)

OICA may issue certification for UP Diliman student/alumni/student
organizations for: a) Financial Grants, b) HASPAG awardee, c)
PASP/VACSSP/CCTGACH recipient, upon special request and for legal purposes
UP Diliman students/alumni and officially recognized/accredited student
Who may avail:
organizations
1. Request from group/individual
(written or verbal) for certification for
either: as Grantee, as HASPAG Requesting Party
awardee, as PASP/VACSSP/
CCTGACH recipient
ACTION BE PAID TIME
1. Group/individual 1. Receive
submits a request
written/verbal request for
for certification to certification
OICA, indicating for either: as
purpose for the said Grantee, as Receiving Personnel, UPD
certification HASPAG NONE 1 Day Office for Initiatives in
awardee, as Culture and the Arts
PASP/VACS
SP/
CCTGACH
recipient
2. Wait for certification 2. Creates

certification, Program Coordinator for
signed by either Financial Grant,
OICA HASPAG & PASP,
NONE 1 Day
Director or VACSSP, or CCTGACH,
AO-II (as UPD Office for Initiatives in
applicable) Culture and the Arts
265
3. Receives 3. Releases
certification certification Receiving Personnel, UPD
to requesting NONE 1 Day Office for Initiatives in
party Culture and the Arts
TOTAL: NONE 3 DAYS
266
Office for Initiatives in Culture and the Arts
(OICA)
Internal Services
267
1. Approval of Application for OICA Financial Grant (Internal)
Issuance of approval of OICA Financial Grant Proposals/Applications from UPD
offices/academic units. Includes posting a call for application on the OICA website
and FB page
Office or Division: Office for Initiatives in Culture and the Arts (OICA)
Type of Transaction: Government to Government (Offices/Academic Units in UP Diliman )
Offices/Academic Units in UP Diliman who are eligible for the OICA
Who may avail:
Financial Grant as per program guidelines
application
2. E-mailed copy of duly accomplished and 2. & 3. Requesting Party, with downloadable online
signed Grant Proposal Form. E-mailed to blank template/form from link:
OICA Grants coordinator for checking http://www.oica.upd.edu.ph/grants/oica-grants-
program/
3. Hard copy of accomplished and signed
Grant Proposal Form (15 copies, including
original)
4. Additional information such as mechanics, 4. Requesting party

detailed program description, as needed
FEES
PROCES-
SING TIME
PAID
1. Visit the OICA 1. Post call for grant
website or like the application on OICA
OICA FB page to website and FB
Grants Coordinator, Office
access the page.
for Initiatives in Culture and
announcement. Wait NONE 1 Day
the Arts (OICA)
for announcement of
OICA re call for grant
application
2. E-mail accomplished 2.1. Accept and

Grant Application screen grant Grants Coordinator, Office
Form. Wait for proposals sent via for Initiatives in Culture and
NONE 1 Day
feedback from OICA if email. Ensure the Arts (OICA)
the proposal can Financial Grant
proceed for submission Proposal Form is
268
or if it needs duly accomplished
revision/completion and signed and
attachments are
complete
2.2. Send feedback

to applicant via e-
mail if the proposal is
for revision or if it can
proceed for
submission.
3. After passing the 3.1. Accept grant 1 Day - Receiving personnel,

initial screening, application. Provide Office for Initiatives in
submit to OICA the applicant a receiving Culture and the Arts (OICA)
hardcopy of the copy
following requirements
(15 copies including 3.2. Review and 1 Day - Grants Coordinator, Office
original): screen grant for Initiatives in Culture and
proposal for the Arts (OICA)
a. Accomplished and completeness and
NONE
signed Grant Proposal correctness
Form
b. Additional 3.3. Input grant 1 Day - Grants Coordinator, Office
information such as application details in for Initiatives in Culture and
mechanics, detailed database and include the Arts (OICA)
program description, in matrix & agenda
as needed for approval of the
OICA Advisory Board
4. Wait for approval of 4.1. OICA Advisory - OICA Advisory Board and
the OICA Advisory Board approves/ secretariat, Office for
Board. If approved, disapproves the Initiatives in Culture and the
applicant must wait for proposal during its Arts (OICA)
final approval from the meeting, which is
Chancellor; scheduled once a Maximum of
If disapproved, month. In case there 31 Days
applicant shall receive is no meeting, (due to
a notice of disapproval approval/disapproval NONE meeting
from OICA (via e-mail will be done via done only
and hardcopy) referendum to OICA once a
Advisory Board month)
Members
4.2. If the - Grants Coordinator, Office

application/proposal for Initiatives in Culture and
is disapproved by the the Arts (OICA)
269
board, the Grant
Coordinator issues a
formal notice of
disapproval to the
applicant via email
and hardcopy to be
sent to applicant’s
office
5. Wait for approval of 5.1. If proposal is 1 Day - Grants Coordinator, Office

the UPD Chancellor approved by the for Initiatives in Culture and
OICA Advisory the Arts (OICA)
Board, it shall be
included in the list of
proposals to be
submitted to the
Chancellor for final
approval
NONE
5.2. Submit list to the 1 Day - Releasing Personnel/
Chancellor Messenger, Office for
Arts (OICA)
5.3. Wait for the Pause-clock
Chancellor’s (estimated
approval at 7 Days)
6. Wait for 6. Upon receipt of the

communication (via Chancellor’s
email and/or phone approval, the grant
call) from grant coordinator contacts
coordinator re the grant applicant
approval/disapproval of via phone or email to
proposal inform him/her of the - Grants Coordinator, Office
approval and for for Initiatives in Culture and
NONE 1 Day
scheduling of the Arts (OICA)
orientation wherein
there will be the
issuance of formal
notice of approval
and issuance of grant
contract form
TOTAL: NONE 15 DAYS

Excluding the time for Advisory Board Deliberation
270
2. Orientation of Grantees and Issuance of Notice of Grant Approval
and
Contract for Financial Grant (Internal)
Conduct of orientation for grantees (UP Diliman Office/Academic Units) regarding
grant requirements and processes. Includes issuance of Notice of Grant Approval
and Grant Contract during the orientation
Type of
Transaction:
UP Diliman offices/academic units whose grant application has been approved
Who may avail:
by the Chancellor
1. Schedule of orientation from OICA Office for Initiatives in Culture and the Arts
(OICA) (via email, phone, personal
appearance)
FEES PROCES-
PERSON
RESPONSIBLE
PAID TIME
1. Accept message 1. Contact applicant re approval - Grants Coordinator,
regarding approval of grant and schedule Office for Initiatives in
and schedule of the orientation of grantee within 7 NONE 1 Day Culture and the Arts
one-on-one grant days upon approval of grant (OICA)
orientation.
2. Confirm 2.1. Wait for confirmation from - Grants Coordinator,
attendance to the grantee Office for Initiatives in
orientation NONE 2 Days Culture and the Arts
2.2. Prepare notice of approval (OICA)
and grant contract
3. Attend orientation 3.1. Orient grantee on grant - Grants Coordinator,

and receive notice requirements and processes Office for Initiatives in
of approval of grant NONE 4 Days Culture and the Arts
3.2. Give notice of grant
and grant contract (OICA)
approval and grant contract
form
form to grantee.
TOTAL: NONE 7 DAYS
271
3. Processing of Voucher of OICA Financial Grant (Internal)
Completion and accomplishment of all necessary documents and submission of
said documents to the budget office for processing of release of OICA financial grant
to grantee (UP Diliman Offices/Academic Units)
Type of
Transaction:
Who may avail: OICA Grantee (UPD offices/ Academic units)
1. Completion of actual project funded by the OICA 1. Requesting party
grant
2. Duly accomplished and signed Grant Contract
2. Requesting party
3. Duly accomplished and signed financial
3. Requesting party, with downloadable
documents:
online blank template/form from link:
3.1. For payment of services: http://www.oica.upd.edu.ph/grants/oica-
grants-program/
3.1.1. Contract of Service with TIN and
LandBank/Veterans/DBP Account No. or
Student Number if student,
3.1.2. Certificate of Service
3.1.3. Photocopy of Form5 if payee is a UP
Student
3.2. For direct payment to supplier
3.2.2. Billing Statement/Sales Invoice
3.2.4. Three Price Quotations for transaction
above P1,000, with actual payee having
the lowest quote
venue rental
272
3.3. For reimbursement of expenses:
3.3.1. Official receipts/Sales invoices/cash
invoices/ Reimbursement Expense
Receipt (RER) of expenses with grant
claimant as “Payee”
venue rental
3.3.6. Three Price Quotations for each
transaction expense above P1,000, with
the actual supplier purchased from having
the lowest quote
4. Accomplishment report, including copy of publicity
materials, programs, video of program/event and
photos
FEES PROCES-
PERSON
RESPONSIBLE
PAID TIME
1. Complete/Finish 1. Wait for completion of project Pause- - Grants Coordinator,
the project funded funded by grant clock (est. Office for Initiatives in
NONE Culture and the Arts
by grant within 3
months) (OICA)
2. Submit the 2.1. Receive submitted required

following documents documents, check for
to OICA: completion and correctness
Duly accomplished 2.2. Update database/matrix
and signed financial and monitoring sheet of grant - Receiving
documents: Personnnel, Office for
NONE 3 Days
2.1. For payment
and the Arts (OICA)
of services:
2.1.1.Contract
of Service with
TIN and
LandBank/
273
Veterans/DBP
Account No.
or Student
Number if
student,
2.1.2.
Certificate of
Service
2.1.3.
Photocopy of
Form5 if
payee is a UP
Student
2.2. For direct
payment to
supplier
2.2.1.
Inspection and
Acceptance
Report (IAR)
2.2.2. Billing
Statement/Sal
es Invoice
2.2.3.
Purchase
Order (PO)
2.2.4. Three
Price
Quotations for
transaction
above P1,000,
with actual
payee having
the lowest
quote
2.2.5.
Purchase
Request (PR)
274
2.2.6. Venue
Certification if
the expense is
for venue
rental
2.3. For
reimbursement of
expenses:
2.3.1. Official
receipts/Sales
invoices/cash
invoices/
Reimburseme
nt Expense
Receipt (RER)
of expenses
with grant
claimant as
“Payee”
2.3.2.
Inspection and
Acceptance
Report (IAR)
2.3.3.
Purchase
Order (PO)
2.3.4.
Purchase
Request (PR)
2.3.5. Venue
Certification if
the expense is
for venue
rental
2.3.6. Three
Price
Quotations for
each
transaction
expense
275
above P1,000,
with the actual
supplier
purchased
from having
the lowest
quote
2.4. Accomplish-
ment report,
including copy of
publicity materials,
programs, video of
program/event
and photos
3. Wait for grant to - Grants Coordinator,
3.1. Make the Disbursement
be processed and Office for Initiatives in
Voucher (DV) and Budget 5 Days
released Culture and the Arts
Utilization Request (BUR) or
(OICA)
Obligation Request (ObR),
depending on the fund code,
attach certified true copies of
project proposal, grant contract,
and budget approval. - Grants Coordinator,
3.2. Have the DV and 1 Day Culture and the Arts
BUR/ObR signed by the OICA
(OICA)
Director.
NONE - Releasing
3.3. Submit all documents 1 Day
Personnel/
above, together with the
documents received from the
requesting party, to the Budget
and the Arts (OICA)
office for processing. Keep a
photocopy as file copy
Pause-
3.4. Wait for completion of clock (est. - Grants Coordinator,
processing by Budget, Within 3 Office for Initiatives in
Accounting, Supplies and weeks) Culture and the Arts
Property Office and Cashier’s (OICA)
office.
4. Receive 4.1. Upon getting confirmation

NONE 1 Day - Grants Coordinator,
notification from from the cashier’s office that
OICA that payment payment is ready, OICA
276
is ready (whether contacts grantee (via phone or Culture and the Arts
check or via bank email) re availability of grant (OICA)
ATM)
4.2. Updates database/matrix of
Grantee informs completed grants
payee regarding
availability of
payment
Payee claims check
payment at cashier’s
office or from ATM
TOTAL: NONE 11 DAYS
4. Submission of List of Members of HASPAG Groups to the Office of

the University Registrar (OUR) for Priority Enlistment (Semestral
Submission)
OICA submits to the OUR the list of members from HASPAG groups for tagging for
Priority Enlistment. This is done before the start of every enrollment period.
Who may avail: Office of the University Registrar (OUR)
1. List of members by HASPAG
UPD Office for Initiatives in Culture and the Arts
groups for priority enlistment
ACTION BE PAID TIME
1. The Office of the 1. Receives
University Registrar OUR call for
(OUR) requests for list PASP list
of PASP recipients for
tagging (via phone call)
2. The Office of the 2.1. Acquires

University Registrar list of
(OUR) waits for list members
from OICA from the
277
HASPAG
groups
2. 2. Verifies
list for
correctness
and
completion
3. OUR receives 3. Forwards

emailed list of the list to the HASPAG Coordinator, UPD
members for tagging OUR via NONE 1 Day Office for Initiatives in
for priority enlistment email Culture and the Arts
TOTAL: NONE 7 Days
5. Approval of Requests and Scheduling for HASPAG Awardee

Return Service
OICA receives and approved letter of requests from UPD colleges/units for
performances from HASPAG Awardees as part of the groups’ return service to UP
Diliman
Who may avail: All UPD colleges/units
1. Requesting Party
1. Request letter from UPD
colleges/units duly signed by head of
unit, indicating details (event,
schedule, venue, etc) of request
2. Consent of HASPAG group
2. Invited HASPAG Group
ACTION BE PAID TIME
1. Requesting party 1. Receives
submits request letter letter of
to OICA, duly signed request and
by head of unit, forwards to
indicating details OICA
Director
278
(event, schedule,
venue, etc) of request
2. Requesting party 2.1. OICA 1 Day Director, UPD Office for

wait for notification of Director Initiatives in Culture and the
approval/ disapproval reviews and Arts
from OICA approves/
disapproves
request
2.2.HASPAG 4 Days HASPAG Coordinator, UPD

NONE
Coordinator Office for Initiatives in
looks for Culture and the Arts
available
HASPAG
group who
can serve
the request
3. Requesting party 3. Informs

receives notification of requesting
approval/disapproval party (via
phone or
email) of
approval/
disapproval
of request HASPAG Coordinator, UPD
and Office for Initiatives in
NONE 1 Day
coordinates Culture and the Arts
linking the
unit with the
assigned
HASPAG
group for
further
coordination
TOTAL: NONE 7 DAYS
279
6. Submission of List of VACSSP Recipients to the Office of the
University Registrar (OUR) for Priority Enlistment (Semestral
submission)
OICA submits to the OUR the list of successful applicants for VACSSP. This is done
before the start of every enrollment period.
Office or Division: UPD Office for Initiatives in Culture and the Arts
Type of
Transaction:
Who may avail: UPD Office of the University Registrar
1. Chancellor approved list of VACSSP recipients UPD Office for Initiatives in Culture and the
Arts
FEES PROCE
PERSON
RESPONSIBLE
PAID TIME
1. The Office of the 1. Receives OUR call for
University Registrar VACSSP list VACSSP Coordinator,
(OUR) requests for UPD Office for
list of VACSSP NONE 1 Day Initiatives in Culture
recipients for and the Arts
tagging (via phone
call)
2. The OUR waits 2. Upon receipt of Chancellor’s
for list from OICA approval of the list of VACSSP
recipients and approval of the VACSSP Coordinator,
budget, prepare endorsement UPD Office for
letter to the OUR for: a) tagging NONE 1 Day Initiatives in Culture
of VACSSP recipients for and the Arts
priority enlistment , b) tagging
of identified recipients of tuition
waiver
3. The OUR 3. Submit via email and VACSSP Coordinator,
receives list of delivered hard copy the letter to UPD Office for
members for tagging the Office of the University NONE 1 Day
for priority Registrar (OUR) for: a) tagging and the Arts
enlistment and of VACSSP recipients for
280
tagging for tuition priority enlistment , b) tagging
waiver (via email of identified recipients of tuition
and hardcopy) waiver
TOTAL: NONE 3 DAYS
7. Processing of Voucher for Stipend of VACSSP Recipient

OICA processes payment of stipend to VACSSP recipients/awardees
Office or Division: UPD Office for Initiatives in Culture and the Arts
Type of
Transaction:
Who may avail: VACSSP Recipients
1. Photocopy of Form5a, showing that enrollment has
Requesting Party
been completed
FEES PROCE
PERSON
RESPONSIBLE
PAID TIME
1. VACSSP 1. Receives copy of form5a of
recipient who is VACSSP recipient applying for
applying for stipend, via email
stipend, submits to
OICA, via email, a NONE 1 Day - VACSSP Coordinator,
copy of his/her UPD Office for Initiatives
Form5a showing in Culture and the Arts
completed
enrollment
2. Waits for 2.1. Prepares the following 3 Days - VACSSP Coordinator,
completion of documents: UPD Office for Initiatives
processing of 2.1.1. in Culture and the Arts
stipend Disbursement voucher per
VACSSP recipient NONE
Request (BUR) or Obligation
Request (ObR)
281
2.1.3. Copy of OC approved
list of VACSSP Recipients
with budget approval
2.1.4. Copy of form5a of
VACSSP Recipient
- Releasing Personnel/
2.2. Submit above documents Messenger, UPD Office
to the Budget Office for 1 Day
for Initiatives in Culture
processing and the Arts
2.3. Waits for completion of Pause-

processing by the Budget clock
Office, Accounting Office, and (est. 14
Cashier days)
3. Receives 3. Upon verification with the
notification via email Cashier’s office regarding
and/or text message availability of check for stipend,
that check for notifies VACSSP recipient of
stipend is ready for availability of check payment for
claiming at the stipend thru text message
and/or email - VACSSP Coordinator,
cashier’s office NONE 2 Days UPD Office for Initiatives
*Applicant/ in Culture and the Arts
Requesting Party
may now claim
check payment for
stipend at the
Cashier’s Office
TOTAL: NONE 7 DAYS
8. Issuance of payment slip/billing statement for purchase of OICA

publications (for Internal Clients)
Billing statement is issued to clients purchasing OICA publications who then settled
payment through voucher. Internal clients/buyers may claim the purchased item/s upon
acceptance of Billing Statement.
282
Who may avail: Offices and Units in UP Diliman
1. Verbal request (personal or phone call) 1. Requesting Party
or Written request (letter or email) from the
client/buyer
2. Billing statement with signed conforme 3. Office for Initiatives in Culture and the Arts (OICA)
PROCES
AGENCY FEES TO
CLIENT STEPS SING PERSON RESPONSIBLE
ACTION BE PAID
TIME
1. Submit request thru 1.1. Receive the
letter, phone call, email request via phone
or personal visit. call, email, letter
Indicate the specific or verbal and the
OICA publication and specific detail of Administrative Officer I
quantity to be OICA publication (Records Officer I), UPD
NONE 2 Days
purchase.. purchased by the Office for Initiatives in
client Culture and the Arts
1.2. Prepare
Billing Statement
2. Receive Billing 2. Keep a copy of

Statement, sign the Billing
conforme and give Statement with NONE 1 Day
copy to OICA signed conforme
3. Receive purchased 3. Release items Administrative Officer I
items to requesting (Records Officer I), UPD
NONE 1 Day
party Office for Initiatives in
4. Settle billing through 4.1. Wait for (Payment Pause-
processing of voucher payment to be should be clock (est.
processed settled via 14 Days)
voucher)
4.2. Receive 1 Day
check payment Pasyal 2nd
from UPD Edition-
Cashier Php120.00
4.3. Give check
payment to Pasyal Art
cashier to be paid Trail -
into OICA Trust PhP250.00
Account
283
Florante at
Laura-
PhP350.00
TOTAL: NONE 5 DAYS
9. Processing and Approval of Requests to Borrow Production/Office

Equipment (Internal Clients)
OICA lends to UP Diliman Offices, colleges, units available production equipment
(sounds, lights, cables,carpet, etc) for use in the organizations’ activities within UP
Diliman.
Who may avail: UP Diliman offices, colleges, units
1. Written request from UPD 1. Requesting Party
organization duly signed by head of
organization and faculty adviser,
indicating details of request (event,
equipment needed, schedule, venue,
mode of pickup and return)
2. Duly signed Equipment Release
Form 2. UPD Office for Initiatives in Culture and the Arts
CLIENT STEPS
1. Submit letter of 1. 1. Receive - Receiving Personnel,
request addressed to letter of UPD Office for Initiatives
the OICA Director, duly request in Culture and the Arts
signed by the unit
head, indicating details 1.2. Check - Administrative Assistant
of request (event, availability I (AVEO III), UPD Office
NONE 1 Day
equipment needed, and for Initiatives in Culture
schedule, venue, mode condition of and the Arts
of pickup and return) equipment
being
borrowed
2. Receives notification 2.1. Issue Administrative Officer II,

of approval, arranges approval/ NONE 2 Days UPD Office for Initiatives
schedule and mode of disapproval in Culture and the Arts
284
pickup and return of of request to
equipment borrow
equipment,
via phone
call or email
2.2. Coordin
ate schedule
and mode of
release, and
return of
equipment

release/pick-up of scheduled
borrowed equipment release/pick-
Pause-clock (est.
up of NONE
4 Days)
borrowed
equipment
4. Receives/Pick-up 4.1. Release

equipment on agreed equipment to
schedule. borrower on
Signs the Equipment agreed
Release Form schedule
Administrative Assistant I
(AVEO III), UPD Office
4.2. Receive NONE 1 Day
for Initiatives in Culture
s the duly
and the Arts
signed
Equipment
Release
Form

return of borrowed scheduled
equipment return of Pause-clock (est.
NONE
borrowed 1 Day after event)
equipment
6. Return borrowed 6.1. Accept

equipment as per borrowed
agreed schedule equipment Administrative Assistant I
(AVEO III), UPD Office
NONE 1 Day
6.2. Inspect for Initiatives in Culture
returned and the Arts
equipment
for
285
completenes
s and
condition
TOTAL: NONE 5 DAYS
10. Processing and Action of Request for Posting of Events in OICA

Website and FB Page (Internal Clients)
OICA shares in its official FB Page and OICA Website (WhatsUP Calendar) events
by UP Diliman offices, colleges, units upon request
Who may avail: UP Diliman officially recognized/accredited student organizations
1. Request from UPD office/
college/unit (written or verbal) to post
publicity material/announcement in
OICA Website WhatsUP Calendar Requesting Party
and/or FB Page
2. Digital copy of pubmats (poster,
others)
ACTION BE PAID TIME
1. The UPD office/ 1. Receive
college/unit, thru its verbal and/or
representative, written
requests OICA to request and
share publicity mats digital copy
(posters, other info) in of the Receiving Personnel, UPD
OICA’s FB page and publicity NONE 1 Day Office for Initiatives in
website. Request can materials Culture and the Arts
be written or verbal
Provide digital copy of
pubmats (poster,
others) thru email
286
2. See posting of event 2. OICA
in OICA Website shares post
WhatsuP Calendar of in its website Media Production
Activities and/or FB (WhatsUP Specialist I, UPD Office for
NONE 1 Day
Page calendar) Initiatives in Culture and
and/or FB the Arts
Page
TOTAL: NONE 2 DAYS
11. Issuance of certificate of grants/awards (Internal Clients)

OICA may issue certification for UP Diliman offices/colleges/units for: a) Financial
Grants, b) HASPAG awardee, c) PASP/VACSSP/CCTGACH recipient, upon special
request and for legal purposes
Who may avail: UP Diliman offices/colleges/units
1. Request from UPD
office/college/unit (written or verbal)
for certification for either: as Grantee,
Requesting Party
as HASPAG awardee, as
PASP/VACSSP/ CCTGACH
recipient
ACTION BE PAID TIME
1. Group/individual 1. Receive
submits a request
written/verbal request for
for certification to certification
OICA, indicating for either: as
purpose for the said Grantee, as Receiving Personnel, UPD
certification HASPAG NONE 1 Day Office for Initiatives in
awardee, as Culture and the Arts
PASP/VACS
SP/
CCTGACH
recipient
287
2. Wait for certification 2. Create
certification, Program Coordinator for
signed by either Financial Grant,
OICA HASPAG & PASP,
NONE 1 Day
Director or VACSSP, or CCTGACH,
AO-II (as UPD Office for Initiatives in
applicable) Culture and the Arts
3. Receive certification 3. Release

certification Receiving Personnel, UPD
to requesting NONE 1 Day Office for Initiatives in
party Culture and the Arts
TOTAL: NONE 3 DAYS
288
Ugnayan ng Pahinungod Diliman
(Pahinungod)
External Services
289
1. Request for Assistance to Various Pahinungod Diliman Programs
Office or Division: Ugnayan ng Pahinungod Diliman

Government to Government/ Government to Citizen/ Government to
Business
Who may avail: All
Letter request Requesting Party
AGENCY FEES TO PERSON

CLIENT STEPS
ACTION BE PAID RESPONSIBLE
1. Receiving
1. Submit the request Pahinungod designated
of the None 1 minute
letter. staff
request letter
1.1 Will
endorse the
letter to the
Pahinungod Pahinungod designated
None 1 minute
Diliman staff
Director for
comment/
approval
1.2 Endorse
to the
Pahinungod Diliman
designated None 1 minute
Director
program
coordinator
2. Follow-up in P1,000.00
person or via for first
Provide three
phone/email 2-3
update hours + Pahinungod designated
days after 5 minutes
regarding P250.00 staff
regarding the
request per
status of the
request succeedin
g hour or
290
a fraction
thereof
Coordinator
with
stakeholders May vary
Pahinungod designated
/ execution None depending on the
staff
of the request
requested
activity
May vary
TOTAL: None depending on the
request
2. Application for Volunteers
Office or Division: Ugnayan ng Pahinungod Diliman

Business
Who may avail: All UP Constituents
1.1 X1 picture
1. Applicant
2.Volunteer Agreement Form
2-3 Ugnayan ng Pahinungod Diliman
3.Volunteer Data Form
ACTION BE PAID TIME
1.Provide
1. Applicant secures/ Volunteer
accomplishes applicant None 5 minutes Pahinungod designated staff
Volunteer Data Form with data
form
2.Applicant submits 2.Receives

accomplished accomplishe None 5 minutes Pahinungod designated staff
volunteer data form d data form,
explain more
291
about the
program
3.Provide
update
3.May follow-up after regarding the None 5 minutes Pahinungod designated staff
status of
application
TOTAL: None 15 Minutes
292
Sentro ng Wikang Filipino
(SWF)
External Services
293
1. Processing of Requests for:
a) Sponsorships
b) Speakers
c) Consignments
d) Complimentary books
e) Certificates
f) Copyright permissions
g) Internships
h) Tie-ups and Partnerships
Office or Division: Sentro ng Wikang Filipino

Business
Who may avail: All
Letter of request signed by the
To be secured from the requesting party.
requesting party.
ACTION BE PAID TIME
request with letter of None 1 Day Receiving Personnel
complete request Office of Sentro
attachments. with ng Wikang
complete Filipino
attachments
1.1. If found
in order,
stamp the
copy of unit
for receipt.
1.2. Track
and record
letter of
request.
2.Wait for Sentro 2..Evaluat None 1 Day Personnel In-Charge

ng Wikang Filipino e request Office of Sentro
action/decision. for action. ng Wikang
Filipino
2.1 None 1 Day Releasing Personnel

294
Release Office of Sentro
decision/ ng Wikang
relay Filipino
action.
TOTAL: None 3 Days
2. Processing of Requests for:

a) Publications
b) Research projects
c) Journals

Business
Who may avail: All
1. Letter of request signed by the
requesting party/application form.
2. Letter of Intent addressed to the To be secured from the requesting party.
Director.
3. Bionote
4. Manuscript
FEES
ACTION BE TIME
PAID
complete request with Office of Sentro
attachments. complete ng Wikang
attachments Filipino
1.1. If found in
order, stamp
the copy of unit
for receipt.
1.2. Track and
record letter of
request.
2. Wait for Sentro 2.Evaluate None 1 Day Research Extension and
ng Wikang Filipino request for Professional Staff
295
action/decision. action. Office of Sentro
(approval/ ng Wikang
disapproval) Filipino
2.1.Process of None Research Extension and

request Pause-clock Professional Staff
(21 Days) Office of Sentro
ng Wikang
Filipino
2.2. Release of None 1 Day Releasing Personnel
decision/relay Office of Sentro
action. ng Wikang
Filipino
TOTAL: None 24 Days
3. Processing of Requests for Translation

Business
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of request signed by the
requesting party. To be secured from the requesting party.
2. Document to be translated.

ACTION BE PAID TIME
attachments. Filipino
1.1. If found
in order,
stamp the
copy of unit
for receipt.
1.2. Track
and record
296
letter of
request.
2. Wait for Sentro ng 2.Evaluate None 1 Day Research Extension and
Wikang Filipino request for Professional Staff
action/decision. actiion. Office of Sentro
(approval/ ng Wikang
disapproval) Filipino
2.1.Translati None Pause-clock Research Extension and

on process (21 Days) Professional Staff
Office of Sentro
ng Wikang
Filipino
2.2.Translat Please see 1 Day Releasing Personnel
ed attached 1 Office of Sentro
document Translation ng Wikang
to be Fees Filipino
released to
the
requesting
party.
As agreed
TOTAL: upon
24 Days
1 TRANSLATION FEES
Sentro ng Wikang Filipino – University of the Philippines, Diliman (SWF-UPD)

Translation Rules for Private or Personal Requests
(Translates only English-language documents into Filipino)
Process: Requires writing or emailing the Director for the request to translate the
document from English to Filipino. The copy of the document requested to be translated
must be included in the letter. Wait for the answer.
Translation Period: It takes two to three weeks to translate a document if it has one to
ten pages. If it exceeds ten pages, a longer translation period is required. In cases where
translators have concurrent activity or project, the translation time of the document may
be longer and will be promptly informed by email / call. It is anticipated that the translated
document will be reviewed by the director and there may be a change in the due date
for the translation of the document.
Translation Certificate: SWF-UPD provides certification upon request.
Translation Format: Font size 12, Times New Roman style, double space and page
size 8.5 x 11 in.
297
Translation Service Value: Translation requests from the private or personal sectors
are chargeable. Each page translated into Filipino has a fee of five hundred pesos
(P500.00).
Note: All transactions will be sent in formal message via email so that the office has
documentation on any of its responsibilities.
4. Processing of Requests for Complimentary Books

Business
Who may avail: All
To be secured from the requesting party.
Letter of request signed by the
requesting party.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submit letter of 1.Received
1.1. If found
in order,
stamp the
copy of unit
for receipt.
1.2. Track
and record
letter of
request.
2. Wait for Sentro ng 2.Evaluate None 1 Day Administrative Assistant V
Wikang Filipino request for Office of Sentro
action/decision. actiion. ng Wikang
(approval/di Filipino
sapproval)
2.1.Release None 1 Day Releasing Personnel
decision/ Office of Sentro
298
relay action. ng Wikang
Filipino
TOTAL: None 3 Days
5. Processing of Requests for Consignment of Books

Business
Who may avail: All
Letter of request signed by the To be secured from the requesting party.
requesting party.
ACTION BE PAID TIME
1.1. If found
in order,
stamp the
copy of unit
for receipt.
1.2. Track
and record
letter of
request.
2. Wait for Sentro 2.Evaluate Please 1 Day Administrative Assistant V
ng Wikang Filipino request for see Office of Sentro
action/decision. action. attached ng Wikang
(approval/ 2 Price Filipino
disapproval) List for
Consign
ment of
Books
2.1.Release As 1 Day Releasing Personnel
decision/ agreed Office of Sentro
relay action. upon ng Wikang
299
Filipino
As
TOTAL: agreed 3 Days
upon.
2 PRICE LIST FOR CONSIGNMENT OF BOOKS

Client: walk in/general public
Step Activity/Procedure Duration Person Fees Forms

Client Service of Responsible Required
Provider Activity
1 Presents Check 1 minute Public Circulation List of books.
list of availability of Officer/Administrative
choice books. Assistant
book to be
consigned.
2 Make a list of 3 Public Circulation Consignment
available minutes Officer/Administrative form
books for Assistant
consignment.
3 Compute 3 Public Circulation 10%
total amount minutes Officer/Administrative discount
of books to Assistant on
be catalogue
consigned. price
4 Prepares 5 Public Circulation
books to be minutes Officer/Administrative
consigned. Assistant
5 Client and 1 minute Public Circulation
Service Officer/Administrative
provider Sign Assistant
the
consignment
form
6 Dispenses 1 minute Public Circulation Consignment
books to be Officer/Administrative form
consigned; Assistant
signed
300
Consignment
form
END OF TRANSACTION
Operating days/Hours : Monday – Friday/8:00am – 5:00pm
6. Processing of Requests for Booksales

Business
Who may avail: All
requesting party.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.2. If found
in order,
stamp the
copy of unit
for receipt.
1.2. Track
and record
letter of
request.
2.Wait for Sentro ng 2.Evaluate None 1 Day Administrative Assistant V

Wikang Filipino request for Office of Sentro
action/decision. action. ng Wikang
(approval/ Filipino
disapproval)
2.1.Release None 1 Day Releasing Personnel
decision/ Office of Sentro
relay action ng Wikang
Filipino
301
TOTAL: None 3 Days
7. Processing of Requests for the Use of Library/Resource Collection

Business
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Must have a valid ID. 1. To be secured from the requesting party.
2. Logbook to sign-in. 2. Office of Sentro ng Wikang Filipino Library.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Show ID upon 1.Inspection
entry. on the None 10 Minutes Only Personnel In-Charge
validity of Office of Sentro
ID/bags/ ng Wikang
belongings. Filipino
2.Logbook (sign-in). 2.Show/ None 10 Minutes Only Personnel In-Charge

Lead to Office of Sentro
Sentro ng ng Wikang
Wikang Filipino
Filipino
Library.
TOTAL: None 20 Minutes Only
8. Selling of Available Books (Walk-in Only)

302
Business
Who may avail: All
None None

ACTION BE PAID TIME
1. Ask for the 1.Look/
book(s) title (s). search for None 10 Minutes Only Personnel In-Charge
the book Office of Sentro
(actual ng Wikang
copy/ Filipino
physical).
2. Pay 2. Received Please 20 Minutes Only Special Collecting
payment. see Officer/Publications
attached Circulations Officer I
3 Price Office of Sentro
List of ng Wikang
Books Filipino
As
30 Minutes
TOTAL: agreed
Only
upon.
3 PRICE LIST OF BOOKS

SENTRO NG WIKANG FILIPINO-UP Diliman
PAMAGAT NG LIBRO HALAGA KOPYA
1 Abreganas 200.00 618
2 Adyenda sa Saliksik Wika 150.00 835
3 Agham Kompyuter 100.00 417
Agham Teknolohiya at Lipunan
4 (Babasahin sa STS) 330.00 910
5 Agham Pangkalikasan I 160.00 archive copy
6 Agham Pangkalikasan II 200.00 archive copy
7 Agsursurotayo 150.00 930
8 Alice sa Daigidg ng Hiwaga 150.00 750
9 Angkan ni Socrates 200.00 235
Angkan ni Socrates:Gabay sa Panimulang
10 Talakayan 0.00 archive copy
11 Apat na Siglo ng Pagsasalin 250.00 144
303
Babasahin sa Agham Panlipunan I (rev.
12 ed.)-Mga 250.00 927
13 Batayang Alhebra 165.00 archive copy
14 Batayang Biyolohiya 250.00 archive copy
15 Batayang Kemistri 250.00 archive copy
16 Batayang Pisika 300.00 archive copy
17 Batayang Proseso sa Prod. Ng Isda 250.00 295*
18 Biyolohiya II: Manwal Panlaboratoryo 175.00 435
19 Biyolohiya II: Talaan-Gawain 175.00 (550)256
20 Botanikang Pangkabuhayan (big) 75.00 (240)121
21 Botanikang Pangkabuhayan (small) 0.00 archive copy
22 Botanikang Panlaboratoryo 250.00 660
23 Buena Mano 200.00 414
24 Cofradia de San Jose 350.00 407
25 Contigo 120.00 archive copy
26 Developmental Biology ng Vertebrata 200.00 707
Disenyo sa Logic at Digital Computer
27 Circuit-Mga 200.00 786
28 Diyos ng Maliliit na Bagay 275.00 out of print
29 Embriolohiya ng Vertebrata 250.00 247
30 Entolomolohiya Medikal 200.00 620*
31 Filipino sa Siglo 21 80.00 85
32 Gawaing Reference at Impormasyon 175.00 689
33 Gramar ng Filipino 220.00
34 Heometriya 250.00 246
35 Hispanismo sa Filipino-Mga 300.00 753
Histolohiya ng Hayop:Manwal
36 Panglabaratoryo 150.00 archive copy
37 Histolohiya: Konsepto at Proseso 175.00 666
38 Histolohiya ng Hayop (small) 0.00 archive copy
39 Husay sa Pakikinig 200.00 683
40 Ilahas sa Tropiko 175.00 330
41 Insekto sa Pilipinas 220.00 300*
42 Intro sa Agham Computer 220.00 880
Intro sa Organisasyon ng Computer at
43 Low-Level Programming 150.00 560*
Kasaysayan ng Filipinas at mga
44 Institusyong Filipino 300.00 1270
45 Katutubo vs Banyaga 300.00 200
46 Kemistri I (big) 150.00 582
47 Kemistri I (small) 0.00 archive copy
48 Kemistri ng Carbon 500.00 206
49 Labindalawang Kuwento ni Vicente Sotto 150.00 150*
304
Los Hispanismo En Los Medios De
50 Communicacion Social Filipinos 300.00 365
Manwal para sa mga Community-Based
51 Rehabilitation Worker (CBR) 150.00 archive copy
52 Maraming Katanungan Iilang Kasagutan 250.00 250
Mariano Ponce (soft) Cartas Sobre La
53 Revolucion 400.00 572
Mariano Ponce (hard) Cartas Sobre La
54 Revolucion 500.00 79
55 Mataas na Alhebra 100.00 archive copy
56 Mataas na Matematika 200.00 84
57 Matanda at ang Dagat 150.00 111
Matematika para sa Pangkalahatang
58 Edukasyon,Green,1997 185.00 133
Matematika para sa Pangkalahatang
59 Edukasyon (rev. ed.),Blue,2002 200.00 332
60 Mga Talulot ng Dugo 250.00 358
61 Mikrobiolohiya ng Pagkain 280.00 395
Minanga (new):Mga Babasahin sa Varayti
62 at Varyasyon ng Filipino 200.00 out of print
63 Minanga (old) 0.00 archive copy
64 Morpolohiya at Pisyolohiya ng Ngipin 200.00 780*
65 Nalandangan 240.00
66 Pag-aaruga sa mga Taong May-edad na 100.00 460*
Paggawa ng mga Bagong Produkto Mula
67 sa Pagkaing Dagat 150.00 370*
68 Pagkakatalog at Klasipikasyon 175.00 644
69 Pagkatao at Teknolohiya 175.00 664
70 Paglilitis kay Rizal (soft) 200.00 803
71 Paglilitis kay Rizal (hard) 300.00 19
72 Palisi sa Wika 0.00 archive copy
73 Pagkahaba-haba 400.00
74 Pagkain at Kalayaan ng Bayan 100.00 archive copy
75 Pag-oorganisa 280.00
76 Pagpoproseso ng Pagkain 200.00 (820)1995
77 Pagsulat ng Iskrip sa Radyo 200.00 archive copy
78 Pambansang Balagtasan 2008 250.00 360
79 Pamimilosopiya 150.00 810
80 Pangkalahatang Agham 0.00 archive copy
81 Pangkalahatang Matematika 0.00 archive copy
82 Panimulang Kemistri 250.00 451
83 Patolohiya ng Halaman 250.00 720*
305
Pilosopiya: Lohika at Pangangatwiran sa
84 Panahon ng Computer 220.00 108
85 Poetikang Tagalog 200.00 204
86 Produktong Gubat at Agham Kahoy-Ang 100.00 300*
87 Rebolusyong Filipino 600.00 180
Sangguniang Gramatika sa Wikang
88 Filipino 150.00 out of print
89 Selebrasyon at Lamentasyon 250.00 (300)118
90 Si Santo Tomas de Aquino 200.00 399
91 Sining at Lipunan 160.00 500
92 Sining at Lipunan, rev 220.00
93 Sining ng Sineng Filipino 300.00 out of print
94 Suerte 200.00 189
Tala, mga Panaginip at Bulaklak sa
95 Libingan ng Daga-Ang 180.00 out of print
96 Tandang Basio Macunat-Si 200.00 356
97 Teorya ng Batas-Mga 250.00 303
98 Tradisyon at Wikang Filipino 150.00 out of print
99 Tumbasang Differential 175.00 755*
Urbana at Feliza-Pagsusulatan ng
100 Dalawang Binibini na Sina 200.00 322
Urbana at Feliza-Pagsusulatan ng
101 Dalawang Binibini na Sina(old) 0.00 archive copy
102 Vamos a Ver 200.00 archive copy
103 Viva Filipinas 120.00 386
104 Daluyan Tomo VI, Blg. 1-4 1995 75.00 2
105 Daluyan Tomo VII, Blg. 3 1996 75.00 4
106 Daluyan Tomo VII, Blg. 3-4 1996 75.00 25
107 Daluyan Tomo VIII, Blg. 1-2 1997 75.00 252
108 Daluyan Tomo VIII, Blg. 3 1997 75.00 24
109 Daluyan Tomo VIII, Blg. 4 1997 75.00 201
110 Daluyan Tomo IX, Blg. 1-4 2000 150.00 711
111 Daluyan Tomo X, Blg. 1-4 2001 200.00 31
112 Daluyan Tomo XI, Blg. 1 2002 200.00 305
113 Daluyan Tomo XII, Blg. 1 2004 200.00 411
115 Daluyan Tomo XII, Blg. 1 -2 2006 100.00 625
117 Daluyan Tomo XIV, Blg.2 2007 300.00 113
118 Daluyan Tomo XV, Blg.1-2 2009 300.00 223
119 Daluyan Tomo XVI, Blg.1 2010 250.00 166
120 Daluyan Tomo XVII, Blg.1-2 2011 250.00 120
121 Diksyunaryong Hiligaynon-Fil 500.00 480
306
122 English-Filipino Legal Dictionary (old ed.) 195.00 archive copy
123 English-Filipino Legal Dictionary (rev. ed.) 250.00 537
124 Glosari sa Edukasyon 220.00 134
125 Glosaring Pang-Administrasyon 100.00 177
126 Glosari sa Pagpaplano 150.00
127 Lawas 70.00 247
128 UP Diksyunaryong Filipino (softbound) 950.00 0
129 UP Diksyunaryong Filipino (hardbound) 1,800.00 SWF copy
130 Kilusang Pambansa-Demokratiko sa Wika 120.00 325
131 E-mahinasyon at E-salin 200.00 270
132 Filipino sa Siglo 21 80.00 86
133 Gabay sa Editing 60.00 archive copy
134 Gabay sa Ispeling 90.00 out of print
135 Gramatikang Tagalog/Filipino-Mga 120.00 5
Kartilya ng Wikang Filipino bilang Wika ng
136 Edukasyon 20.00 96
Pambansang Direktoryo ng mga Alagad
137 ng Wika 250.00 188
Pagpaplanong Pangwika Tungo sa
Modernisasyon;Karanasan ng Malaysia,
138 Indonesia at Pilipinas 200.00 65
Papel ng UP sa Kilusan Para sa Wikang
139 Pambansa-Ang 120.00 181
140 Wikang Filipino Atin Ito (new)-Ang 100.00 290
141 Wikang Filipino Atin Ito (old)-Ang 80.00 4
Wikang Filipino sa Loob at Labas ng
142 Akademya't Bansa (Sangfil SB I) 300.00 0
Filipino at Pagpaplanong Pangwika
143 (Sangfil SB II) 350.00 93
144 Salin-Suri (Sangfil SB III) 400.00 572
145 UP Katalogo Filipino 0.00 260
146 Katalogo 2002 0.00 260
147 Ang Kodigo Sibil ng Pilipinas 300.00 76
148 Ang Kodigo ng Pamilya ng Pilipinas 50.00 14
149 Kami sa Lahat ng Masama 0.00 0
Gramatikang Pedagohikal ng Wikang
150 Filipino 100.00 42
151 Lupang Tinubuan 0.00 29
152 Mantala Vol 1 No.2 1997 200.00 408
153 Mantala Vol 1 No.1 1997 200.00 72
154 Memoria 260.00 16
9. Receiving and Processing of Requests for:

307
a) Meetings
b) Interviews
c) Event participations
d) Tie-ups and Partnerships

Business
Who may avail: All

requesting party.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.1. If found
in order,
stamp the
copy of unit
for receipt.
1.2. Track
and record
letter of
request.
2. Wait for Sentro 2. Evaluate None 5 Days Personnel In-Charge

ng Wikang Filipino request for Office of Sentro
action/decision. action. ng Wikang
Filipino
2.1. None 1 Day Releasing Personnel

Release Office of Sentro
decision/rel ng Wikang
ay action Filipino
308
TOTAL: None 7 Days
309
UP Computer Center (UPCC)
External Services
310
1. DILNET Account for Students
Creation, Update, or Recovery of DILNET Account
Office or Division: University Computer Center
Type of Transaction: Government to Citizen (External Client: Student to UCC)
Who may avail: All currently enrolled Students, including Cross-Registrants and Exchange
1. Validated UP ID; or
2. Form5 and any Government
issued ID with photo
*Additional requirements if DILNET HelpDesk

requested via Representative
3. Signed Authorization Letter; and
4. UP ID or any Government issued
ID with photo of Representative
ACTION BE PAID TIME
1. Present Documents 1. Receive
and Review
None 2 Minutes HelpDesk Personnel
presented
Documents
2. Receive account 2. Print
Details account None 3 Minutes HelpDesk Personnel
details
Optional: 2. Assist
client to
3. Change Password
Kiosk and
and Set-up Account
open None 3 Minutes Student Assistants
Recovery
appropriate
electronic
form
311
2. UP Mail Account for Students and Contractuals
Creation or Recovery of UP Mail account
Type of Transaction: Government to Citizen (External Client: Student to UCC)
Who may avail: All currently enrolled Students, and Contractuals
1. Validated UP ID; or
2. Form5 and any Government
*Additional requirements if requested DILNET HelpDesk

via Representative
3. Signed Authorization Letter
4. UP ID or any Government
issued ID with photo of
Representative
ACTION BE PAID TIME
and Review
presented
Documents
2. Fillout details at 2. Assist
Kiosk client to
Kiosk and
appropriate
electronic
form
3. Receive details via 3. Batch
email Process None 2 Days Computer Center Tech Staff
requests
2 Days,
TOTAL: None
5 Minutes
312
3. Diliman Network HelpDesk
Basic device network troubleshooting and configuration
Type of Transaction: Government to Citizen (External Client: Client to UCC)
Who may avail: Any Student, Faculty, Employee, or Contractual
1. UP ID; or
2. Any Government issued ID with
photo

via Representative
3. Signed Authorization Letter
Representative
ACTION BE PAID TIME
1. Fill-out logbook 1. Verify
client’s ID None 1 Minute Student Assistants
and affiliation
2. Prepare device 2. Receive
and Review
None 2 Minutes Student Assistants
presented
device
3. Perform
troubleshooti
None 2 Minutes Student Assistants
ng or
configuration
3. Receive device 4. Return
device with None 1 Minute Student Assistants
feedback
313
UP Computer Center (UPCC)
Internal Services
314
1. DILNET Account for Employees
Creation, Update, or Recovery of DILNET Account
Type of Transaction: Government to Citizen (Internal Client: Permanent Employee to UCC)
Who may avail: All permanent Faculty and Staff
1. Appointment Papers; and
ID with photo
*Additional requirements if DILNET HelpDesk

requested via Representative
3. Signed Authorization Letter; and,
ID with photo of Representative
ACTION BE PAID TIME
and Review
presented
Documents
2. Receive account 2. Update
Details Records and
None 3 Minutes Computer Center Tech Staff
print account
details
Optional: 2. Assist
client to
3. Change Password
Kiosk and
and Set-up Account
Recovery
appropriate
electronic
form
315
2. UP Mail Account for Employees
Creation or Recovery of UP Mail account
Type of Transaction: Government to Citizen (Internal Client: Permanent Employee to UCC)
Who may avail: All Permanent Faculty and Staff
1. Appointment Papers; and,

via Representative
3. Signed Authorization Letter; and,
Representative
ACTION BE PAID TIME
and Review
presented
Documents
2. Fillout details at 2. Assist
Kiosk client to
Kiosk and
appropriate
electronic
form
3. Receive details via 3. Batch
email Process None 2 Days Computer Center Tech Staff
requests
2 Days,
TOTAL: None
5 Minutes
316
UP Theater Complex
(UPTC)
External Services
317
1. Request to use the Main Hall of the University Theater for a
Performance
Request of offices (government or business) to use the Main Hall of the theater
for a performance.
Office or
University of the Philippines Theater Complex
Division:
Classificatio
Highly Technical
n:
Type of Government to Citizen, Government to Business, Government to
Transaction: Government
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
addressed to the director
of the University of the
Philippines Theater
Complex
2. FINAL Production Requesting party
Schedule
(Event’s Schedule of
Activities)
3. FINAL List of Technical
Requirements for the
event
AGENCY PERSON
CLIENT PROCESSIN
ACTION FEES TO BE PAID RESPONSIBL
STEPS G TIME
E
1. 1 Receive 1.1 Receiving
letter of personnel
Theater
1. request with Complex
Processing complete
of a request attachments.
to rent the 1.2 Director
Main Hall of 1. 2 Pause-Clock Theater
the Evaluate (14 Days) Complex
None
University request and
Theater for a endorse the
performance, letter of 1.3 Receiving
at least one request to personnel
(1) month the Office of Office of the
Secretary of the
prior the the University
event. President.
318
1.3 Forward 1.4
request to Presiden
the Office of t
the Office of the
President for President
clearance.
1.5 Receiving
1.4 Get personnel
clearance Office of the
from the Secretary of the
Office of the University
President.
1.5 Forward
clearance to
Theater
Complex.
1.6
Coordinate 1.6 College
with the Business
client Manager
regarding Theater
Projected Complex
Summary of
Charges.
2.1 Receive
the payment
for the 2.1 Receiving
2. Get the
security and personnel
Billing
reservation Diliman
Statements Cashier’s Office
fees.
for Refundable Security
reservation Deposit: PHP50,000
2.2 Call for a
and security
production
deposit fees Reservation Fee
meeting 4 Days
from the Deductible to Total
between the
Theater Charges:
Theater
Office. Client PHP50,000
administratio 2.2 College
to settle
n and the Business
reservation
client’s Manager
and security
supplier & Theater
deposit fees. Complex
managemen
t team to
finalize
319
details of
event.
Fee varies
depending on the
duration of a show:
Standard Rental:
PHP300,000
(12 hours set-up; 3
hours show & 3
hours egress)
Rental beyond the

3- hour show:
PHP10,000 per hour
Charge beyond the

3. Receive 3-hour egress:
the final 3. Prepare PHP1,000 per hour
Billing and release
Statement at Final Billing Personnel Fees
the Theater Statement. beyond Office
Office then hours:
Billing Officer
settle the
1 Day Theater
indicated A. Weekday (ex. Complex
amount. 12:01am-
9:00pm):
PHP36,492.6
4*
B. Weekend
(ex.
12:01am-
9:00pm):
PHP43,827.8
0*
Personnel Fees
beyond the 3-hour
show :
A. Weekday:
PHP2,226.42
* per hour
B. Weekend:
PHP
320
2,674.51* per
hour
*This represents the

19 technical and
administrative staff.
4.1 Receive
the original
4. Submit copy of
original copy Security
of Security Deposit
Deposit Official 4.1 Receiving
Personnel
Official Receipt. Theater
Receipt to Prepare Complex
the theater’s Security
Administrativ Deposit
e Officer Refund 4.2 Budget
Pause-Clock
*This must Voucher to Officer
None (4 Days)
be be Diliman Budget
processed a forwarded to Office
day after the the Diliman
event for the Budget
Theater to Office. 4.3 Accounting
Officer
assess if
Diliman Cash
there are 4.2 Budget Office
damage/s in Clearance
the space
used. 4.3
Accounting
Clearance
5. Receive 5. Release
Releasing
security Security
None 3 Days Personnel
deposit check Deposit Diliman Cash
refund Check Office
PHP 336,492.64
(based on the
TOTAL 26 Days
standard schedule
above)
COMPUTATION OF FEES
FEES TO BE FEES BREAKDOWN
PAID
321
PHP 336,492.64 MAIN HALL RENTAL FEE PHP 300,000.00
Inclusive of:
12 hours set – up
3 hours program
3 hours egress
PERSONNEL FEES
(1) Admin Assistant PHP 127.66 x 13hours x1 =
PHP 1,659.58
(1)Business Manager PHP 238.52 x 13hours x1 =
PHP 3,100.76
(3) Admin Aide V PHP 99.48 x 21hours x3 =
PHP 6,267.24
(3) Admin Aide III PHP 88.54 x 21hours x3 =
PHP 5,578.02
(1)Junior Design Specialist PHP 176.88 x 13hours x1 =
PHP 2,299.44
(1)Senior Office Aide PHP 142.82 x 13hours x1 =
PHP 1,856.66
(3)Senior Utility Worker PHP 126.54 x 21hours x3 =
PHP 7,972.02
(1)Document Dispatcher PHP 100.24 x 13hours x1 =
PHP 1,303.12
(4)Custodian PHP 83.90x 13hours x4 =
PHP 4,362.80
(1)Security Personnel PHP 161.00 x 13hours x1 =
PHP 2093.00
PHP 336,492.64
2. Request to use the Main Hall Lobby of University Theater for a

performance
Request of offices (government or business) to use the Main Hall Lobby of the
theater for a performance.
Office or
Division:
Classification
Highly Technical
:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
322
addressed to the
director of the University
of the Philippines
Theater Complex
2. FINAL Production Requesting Party
Schedule
Activities)
event
PERSON
CLIENT AGENCY FEES TO BE PROCESSIN
RESPONSIBL
STEPS ACTION PAID G TIME E
1.1 Receive
letter of
request with
complete
attachments.
1.1 Receiving
1.2 Evaluate Personnel
1. Processing and approve Theater
of a request to the request. Complex
use the Main
Hall Lobby of 1.3 Call for a 1.2 Director
the Theater for production 3 Days, 5 Theater
None
a performance, meeting minutes Complex
at least one (1) between the
month prior the Theater 1.3 College
event. administratio Business
Manager
n and the
Theater
client’s Complex
supplier &
management
team to
finalize
details
of the event
2. Get the Fee varies
final Billing depending on the
Statement at duration of a show:
2. Prepare Billing Officer
the Theater
Final Billing 1 Day Theater
Office then Rental Fee: Complex
Statement
settle the PHP30,000.00
indicated (Inclusive of 2
amount. hours set-up; 3
323
hours show and 1
hour egress only)
Refundable
Security Deposit:
PHP5,000.00
Reservation Fee
Deductible to Total
Charges:
PHP5,000
Rental fee beyond

the 3-hour show
(per hour):
PHP5,000.00
Personnel Fees
beyond Office
Hours based on
the standard
schedule:
PHP3,678.24*
(weekday)
Personnel Fees
beyond Office
hours:
A. Weekday:
PHP613.04
* per hour
B. Weekend:
PHP738.46
* per hour
*This represents
the 4 technical and
1 security
personnel.
3. Submit 3.1 Receive 3.1 Receiving
original copy the original Personnel
of Security copy of Pause-Clock Theater
Deposit Security (4 Days) Complex
Official Deposit
Receipt to Official
324
Theater’s Receipt.
Administrative Prepare
Officer *This Security
must be Deposit
processed a Refund
day after the Voucher to
event for the be forwarded
Theater to to the Diliman
assess if Budget
there are Office. 3.2 Budget
damage/s in Officer
the space 3.2 Budget Diliman
used. Clearance Budget Office
3.3 3.3
Accounting Accounting
Officer
Clearance Diliman
Accounting
Office
4. Receive 4. Release Releasing
security Security Personnel
None 3 Days
deposit check Deposit Diliman Cash
refund Check Office
PHP33,678.24
11 Days, 5
(based on the
TOTAL Minutes
standard
schedule above)
COMPUTATION OF FEES

PAID
PHP 33,678.24 MAIN HALL LOBBY RENTAL PHP 30,000.00
FEE
PERSONNEL FEES
(2) Admin Aide V PHP 99.48 x 6 hours x2 =
PHP 1,193.76
(2) Senior Utility Worker PHP 126.54 x 6 hours x2 =
PHP 1,518.48
(1) Security Personnel PHP 161.00 x 6 hours x1 =
PHP 966.00
PHP 33,678.24
325
3. Request to use the Main Hall Stage of the University Theater for
a performance
Request of offices (government or business) to use the Main Hall Stage of the
theater for a performance.
Office or
Division:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Philippines Theater
Complex
Schedule
Activities)
event
AGENCY AGENCY FEES TO BE PROCESSING PERSON
ACTION ACTION PAID TIME RESPONSIBLE
1. Processing 1.1 Receive
of a request to letter of
1.1 Receiving
use the Main request with
personnel
Hall Stage of complete Theater
Theater for a attachments. Complex
performance,
at least one (1) 1.2 Evaluate
month prior the and approve 1.2 Director
3 Days, 5
event. the request. None Theater
minutes Complex
1.3 Call for a
production 1.3 College
meeting Business
Manager
between the
Theater
Theater Complex
administration
and the
326
client’s
supplier &
management
team to
finalize details
of the event
Fee varies
depending on
the duration of a
show:
Rental Fee:
PHP 30,000.00
(Inclusive of 2
hours set-up; 3
hours show and
1 hour egress
only)
Refundable
Security Deposit:
PHP 5,000.00
2. Get the final
Billing Reservation Fee
Statement at Deductible to
the Theater Total Charges:
Office then PHP 5,000 Complex
Statement.
settle the
indicated Rental fee
amount. beyond the 3-
hour show (per
hour):
PHP 5,000.00
Charges beyond
the 1-hour
egress:
PHP 1,000.00
Personnel Fees
beyond Office
hours based on
the standard
schedule:
PHP 2,712.24*
327
Personnel Fees
beyond Office
hours:
A. Weekday:
PHP
452.04*
per hour
B. Weekend:
PHP
542.46*
per hour
*This represents
the 4 technical
personnel.
3.1 Receive 3.1 Receiving
the original Personnel
copy of Theater
3. Submit Complex
Security
original copy
Deposit
of Security
Official
Deposit
Receipt.
Official
Prepare
Receipt to
Security
Theater’s
Deposit
Administrative
Refund
Officer *This Pause-Clock
Voucher to be
must be (4 Days)
forwarded to
processed a
the Diliman
day after the 3.2 Budget
Budget
event for the Officer
Office.
Theater to Diliman Budget
assess if there Office
3.2 Budget
are damage/s
Clearance 3.3 Accounting
in the space
used. Officer
3.3 Diliman
Accounting Accounting
Clearance Office
4. Release Releasing
4. Receive
Security Personnel
security deposit None 3 Days
Deposit Diliman Cash
check refund Office
Check
PHP 32,712.24
11 Days, 5
TOTAL (based on the
Minutes
standard
328
schedule
above)
COMPUTATION OF FEES
PAID
PHP 32,712.24 MAIN HALL STAGE RENTAL PHP 30,000.00
FEE:
2 hours set up
3 hours show
1 hours egress
PERSONNEL FEES
(2) Admin Aide V PHP 99.48 x 6 hours x2 =
PHP 1,193.76
(2) Senior Utility Worker PHP 126.54 x 6 hours x2=
PHP1,518.48
PHP 32,712.24
4. Request to use the Main Hall Lobby of the University Theater

for a rehearsal
Request of offices (government or business) to use the Main Hall Lobby of
theater for a rehearsal.
Office or
Division:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Requesting Party
Philippines Theater
Complex
2. FINAL Rehearsal
Schedule
329
event
CLIENT AGENCY FEES TO BE PROCESSING PERSON
STEPS ACTION PAID TIME RESPONSIBLE
1.1 Receive
letter of
request with
complete 1.1 Receiving
attachments. Personnel
Theater
1.2 Evaluate Complex
1. Processing
and approve
of a request to 1.2 Director
the request.
use the Main Theater
Hall Lobby of Complex
1.3 Call for a 2 Days, 5
Theater for a None
production minutes
rehearsal, at
meeting
least one (1)
between the 1.3 College
week prior the
Theater Business
event.
administration Manager
and the Theater
client’s Complex
management
team.
Fee varies
depending on
the duration of a
rehearsal:
Rental Rate:
2. Get the final PHP 5,000.00
Billing per hour
Statement at
the Theater Personnel Fees
Office then beyond Office Complex
Statement.
settle the hours:
indicated A. Weekday:
amount. PHP
309.92*
per hour
B. Weekend:
PHP
371.92*
per hour
330
*This represents
the 2 technical
and 1 custodian
personnel.
3. Submit a
3. Receive Receiving
photocopy of
the Official Personnel
the Official 1 Day
Receipt from Theater
Receipt to the Complex
the client.
Theater Office.
PHP 5,309.92
(per hour on a 4 Days, 5
TOTAL
weekday) Minutes
COMPUTATION OF FEES
PAID
PHP 5,309.92 MAIN HALL LOBBY RENTAL FEE PHP 5,000.00
PERSONNEL FEES
Admin Aide V PHP 99.48
Senior Utility Worker PHP 126.54
Custodian PHP 83.90
PHP 5,309.92
5. Request to use the Main Hall Stage of the University Theater for a
rehearsal
Request of offices, government or business, to use the Main Hall Stage of the
theater for a rehearsal.
Office or
Division:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Requesting Party
331
Philippines Theater
Complex
2. FINAL Rehearsal
Schedule
event
1.1 Receive
letter of
request with
complete 1.1 Receiving
attachments. Personnel
Theater
1. Processing Complex
1.2 Evaluate
of a request to
and approve
use the Main 1.2 Director
the request.
Hall Lobby of Theater
2 Days, 5
UP Theater for None Complex
1.3. Call for a minutes
a rehearsal, at
production
least one (1)
meeting 1.3 College
week prior the
between the Business
event.
Theater Manager
administration Theater
and the Complex
client’s
management
team.
Fee varies
depending on
the duration of a
show:
2. Get the final Rental Fee:

Billing PHP 5,000.00
Statement at per hour Billing Officer
2. Prepare University of
the Theater
Final Billing 1 Day the Philippines
Office then Personnel Fees Theater
Statement
settle the beyond Office Complex
indicated hours:
amount. A. Weekday:
PHP
452.04*
per hour
B. Weekend:
PHP
332
542.46*
per hour
*This represents
the 4 technical
personnel.
3. Submit a
photocopy of
the Official Personnel
the Official 1 Day
Receipt from Theater
the client.
Theater Office.
PHP 5,452.04
TOTAL
weekday) Minutes
COMPUTATION OF FEES
PAID
PHP 5,452.04 MAIN HALL STAGE RENTAL PHP 5,000.00
FEE
PERSONNEL FEES
(2) Admin Aide V PHP 99.48 x2 = P 198.96
(2) Senior Utility Worker PHP 126.54 x2= P 253.08
PHP 5,452.04
6. Request to use the Aldaba Recital Hall of the University Theater for
a Performance
Request of offices (government or business) to use the Aldaba Recital Hall for a
performance.
Office or
Division:
Type of
Government to Citizen, Government to Business, Government to Government
Transaction:
All
Who may avail:
333
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of Request addressed
to the director of the
University of the Philippines
Theater Complex
Requesting Party
2. FINAL Production Schedule
Activities)
Requirements for the event
CLIENT STEPS FEES TO BE PAID
1.1 Receive
1. Processing
letter of
of a request to
request with
rent the Aldaba
complete 1.1 Receiving Officer
Recital Hall for
attachments. Theater Complex
a performance, 1 Day, 5
None
at least one (1) minutes 1.2 Director
1.2 Evaluate
month prior the Theater Complex
and approve
event.
the request.
2.1 Receive
the payment
for the security
and
reservation
2. Get the
fees. 2.1 Receiving
Billing Refundable
Statements for Security Deposit: personnel
2.2 Call for a Diliman Cashier’s
reservation and PHP 5,000
production Office
security deposit
meeting
fees from the Reservation Fee 1 Day
between the
Theater Office. Deductible to Total
Theater
Client to settle Charges:
administration
reservation and PHP 5,000
and the
security deposit 2.2 College Business
client’s
fees Manager
supplier &
Theater Complex
management
team to
finalize details
of event.
334
Fee varies
depending on the
duration of a show:
PHP 30,000.00
(Inclusive of 2
hours set-up; 3
hours show and 1
hours egress only)
Refundable
Security Deposit:
PHP 5,000.00
Rental fee beyond

the 3-hour show:
PHP 5,000.00 per
hour
Charge beyond the

3. Get the final
1-hour egress:
Billing
PHP 1,000.00
Statement at
3. Prepare the
the Theater Billing Officer
final Billing 1 Day
Office then Theater Complex
Statement. Personnel Fees
settle the
beyond Office
indicated
hours based on
amount.
standard schedule:
PHP 2,825.52*
Personnel Fees
beyond Office
hours:
A. Weekday:
PHP
470.92* per
hour
B. Weekend:
PHP
567.92* per
hour *This
represents
the 2
technical, 1
custodian
and 1
335
security
personnel.
4. Submit
original copy of
4.1 Prepare
Security
Security
Deposit Official 4.1 Billing Officer
Deposit Theater Complex
Receipt to the
Refund
Theater’s
Voucher to be
Administrative
forwarded to
Officer
the Diliman Pause-Clock
*This must be None
Budget Office. (4 Days) 4.2 Budget Officer
processed a Diliman Budget Office
day after the
4.2 Budget
event for 4.3 Accounting Officer
Clearance
Theater Diliman Accounting
administration Office
4.3 Accounting
to assess if
Clearance
there are
damage/s in the
space used.
Releasing Personnel
security deposit Security None 3 Days
Diliman Cash Office
check refund Deposit Check
PHP 32,825.52
(standard 10 Days, 5
TOTAL
schedule on a Minutes
weekday)
COMPUTATION OF FEES
PAID
PHP32,825.52 ALDABA HALL RENTAL PHP 30,000.00
FEE
Inclusive of
2 hours set up
3 hours program
1 hour egress
PERSONNEL FEES
(1) Admin Aide V PHP 99.48 x 6hours = PHP 596.88
(1) Senior Utility Worker PHP 126.54 x 6hours = PHP
759.24
(1) Custodian PHP 83.90 x 6hours = PHP 503.40
336
(1) Security Personnel PHP 161.00 x 6hours = PHP
966.00
PHP32,825.52
7. Request to use the Aldaba Recital Hall for a rehearsal

Request of offices (government or business) to use the Aldaba Recital Hall for a
rehearsal.
Office or
Division:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Philippines Theater
Complex Requesting Party
2. FINAL Rehearsal
Schedule
event
1.1 Receive
letter of 1.1 Receiving
request with Personnel
complete Theater
1. Processing attachments. Complex
of a request to
use the Aldaba 1.2 Evaluate
1.2 Director
Recital Hall for and approve 2 Days, 5
None Theater
a rehearsal, the request. minutes Complex
least one (1)
week prior the 1.3 Call for a 1.3 College
event. production Business
meeting Manager
between the Theater
Theater Complex
administration
337
and the
client’s
supplier &
management
team to
finalize details
of the
rehearsal.
Fee varies
depending on
the duration of a
rehearsal:
Rental Rate:
PHP 5,000.00
per hour
Personnel Fees
2. Get the final beyond Office
Billing hours:
Statement at
the Theater A. Weekday:
Office then PHP Complex
Statement
settle the 470.92*
indicated per hour
amount. B. Weekend:
PHP
567.92*
per hour.
*This represents
the 2 technical, 1
custodian and 1
security
personnel.
3. Submit a 3. Receive Receiving

photocopy of photocopy of Personnel
University of
the Official the Official 1 Day the Philippines
Receipt to the Receipt from Theater
Theater Office. the client. Complex
PHP 5,470.92
TOTAL
weekday) Minutes
338
COMPUTATION OF FEES
PAID
PHP 5,470.92 ALDABA HALL RENTAL FEE PHP 5,000.00
PERSONNEL FEES
(1) Admin Aide V PHP 99.48
(1) Senior Utility Worker PHP 126.54
(1) Custodian PHP 83.90
(1) Security Personnel PHP 161.00
PHP 5,470.92
8. Request to use the 3rd Floor Rehearsal Hall of the University
Theater for a rehearsal
Request of offices (government or business) to use the 3rd Floor Rehearsal Hall for a
rehearsal
Office or
Division:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Philippines Theater
Complex Requesting Party
2. FINAL Rehearsal
Schedule
event
1. Processing 1.1 Receive 1.1 Receiving
of a request to letter of Personnel
use the 3rd request with Theater
Floor complete Complex
2 Days, 5
Rehearsal Hall, attachments. None
minutes 1.2 Director
least one (1)
week prior the 1.2 Evaluate Theater
event. and approve Complex
the request.
339
1.3 College
1.3 Call for a Business
production Manager
meeting Theater
between the Complex
Theater
administration
and the
client’s
supplier &
management
team to
finalize details
of the
rehearsal.
Fee varies
depending on the
duration of a
rehearsal:
Rental Rate:
PHP 3,500.00
first three (3)
hours
PHP 500.00
succeeding
2. Get the final hours
Billing
Statement at Personnel Fees Billing Officer
2. Prepare University of
the Theater beyond Office
Final Billing 1 Day the Philippines
Office then hours: Theater
Statement
settle the Complex
indicated A. Weekday:
amount. PHP
126.54*
per hour
B. Weekend:
PHP
151.85* per hour
*This
represents
1 technical
personnel
3. Submit a 3. Receive Receiving
1 Day
photocopy of the photocopy Personnel
340
the Official of the Official University of
Receipt to the Receipt the Philippines
Theater Office. Theater
Complex
PHP 3,626.54
(per hour on 4 Days, 5
TOTAL
weekday) Minutes
COMPUTATION OF FEES
PAID
PHP 3,626.54 3RD FLOOR REHEARSAL PHP 3,500.00
HALL RENTAL FEE
PERSONNEL FEES
1 Senior Utility Worker PHP 126.54
PHP 3,626.54
9. Request to use the Mini Studio Hall of UP Theater for a rehearsal

Request of offices (government or business) to use the Mini Studio Hall of UP
Theater for a rehearsal.
Office or
Division:
Classification
Complex
:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
addressed to the
director of the University
of the Philippines
Requesting Party
Theater Complex
2. FINAL Schedule
event
PERSON
RESPONSIBL
STEPS ACTION PAID G TIME E
341
1.1 Receive
letter of
request with
complete
attachments. 1.1 Senior
Office Aide
1.2 Evaluate Theater
and approve Complex
the request.
1. Processing
of a request to
1.3 Call for a
use the Mini 1.2 Director
production 2 Days, 5 Theater
Studio Hall, None
meeting minutes Complex
least one (1)
between the
week prior the
Theater
event.
administratio 1.3 College
n and the Business
client’s Manager
supplier & Theater
management Complex
team to
finalize
details of the
rehearsal.
Fee varies
depending on the
duration of a
rehearsal:
Rental Rate:
PHP 4,500.00 first
2. Get the three (3) hours
final Billing PHP 300.00
Statement at succeeding hours
the Theater
Office then Personnel Fees Complex
Statement
settle the beyond Office
indicated hours:
amount.
A. Weekday:
PHP 210.44*
per hour
B. Weekend:
PHP252.24
* per hour
342
*This represents 1
technical and 1
custodian
personnel.
3. Receive
3. Submit a
the Receiving
photocopy of
photocopy of Personnel
the Official 1 Day
the Official Theater
Receipt from
Theater Office.
the client.
PHP 4,710.44
(per hour on 4 Days, 5
TOTAL
weekday) Minutes
COMPUTATION OF FEES
PAID
PHP 4,710.44 MINI STUDIO HALL RENTAL FEE PHP 4,500.00
PERSONNEL FEES
1 Senior Utility Worker PHP 126.54
1 Custodian PHP 83.90
PHP 4,710.44
10. Request to use the Washington SyCip Garden of Native Trees for
Commercial Purposes
Request of offices (government or business) to use the Washington SyCip Garden
of Native Trees for Commercial Purposes.
Office or
Division:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
343
Philippines Theater
Complex
2. FINAL Production
Requesting Party
Schedule
event
4. Storyboard for video/film
shooting
5. Waste Disposal Plan
1.1 Receive
letter of
1. Processing request with
of request to complete
use the attachments.
Washington 1.1 Receiving
Personnel
SyCip Garden 1.2 Evaluate
Theater
of Native Trees and approve Complex
for Commercial the request.
Purposes, least
one (1) month 1.3 Call for a 1.2 Director
prior the event. production 2 Days, 5 Theater
None
meeting minutes Complex
between
Theater
administration 1.3 College
and the Business
Manager
client’s Theater
supplier & Complex
management
team to
finalize details
of the
rehearsal.
2. Get the final
Billing Fee varies
Statement at depending on
the Theater the duration of a
Office then rehearsal: Complex
Statement
settle the
indicated Rental Rate:
amount.
344
PHP 20,000.00
first three (3)
hours
PHP 2,000.00
succeeding
hours
Personnel Fees
beyond Office
hours:
A. Weekday:
PHP
1,318.40* per
hour
B. Weekend:
PHP
1,583.23* per
hour
*This represents
the 8 technical, 1
administrative
and 4 custodian
personnel
3. Submit a 3. Receive
photocopy of the photocopy Receiving
Personnel
the Official of the Official 1 Day Theater
Receipt to the Receipt from Complex
Theater Office. the client.
PHP 23,955.20
(standard 4 Days, 5
TOTAL
schedule on a Minutes
weekday)
COMPUTATION OF FEES
PAID
PHP 23,955.20 WASHINGTON SYCIP PHP 20,000.00
GARDEN OF NATIVE TREES
RENTAL FEE
PERSONNEL FEES
345
PHP 895.32
PHP 531.24
(3) Senior Utility Worker PHP 126.54 x 3hours x3 =
PHP 1,138.86
(1) Admin Assistant PHP 127.66 x3hours x1 =
PHP 382.98
(4) Custodian PHP 83.90 x3hours x4 =
PHP 1,006.80
PHP 23,955.20
11. Request to use the Washington SyCip Garden of Native Trees for
Non- Commercial / Personal Use
Request of offices (government or business) to use the Washington SyCip Garden
of Native Trees for Non- Commercial / Personal Use.
Office or
Division:
Classification
Complex
:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
addressed to the
director of the
University of the
Requesting Party
Philippines Theater
Complex
2. FINAL Schedule
3. UPAA Membership ID
for UP Alumni
PERSON
CLIENT AGENCY PROCESSIN
FEES TO BE PAID RESPONSIBL
STEPS ACTION G TIME E
1. Processing 1.1 Receive 1.1 Receiving
of request to letter of Personnel
use the request with 2 Days, 5 Theater
None
Washington complete minutes Complex
SyCip Garden attachments.
of Native 1.2 Director
346
Trees for Non- 1.2 Evaluate Theater
Commercial / and approve Complex
Personal Use the request.
(for University 1.3 College
of the 1.3 Call for a Business
Manager
Philippines production Theater
Alumni and meeting Complex
clients using between the
the Theater’s Theater
Main Hall), at administratio
least one (1) n and the
week prior the client’s
event. supplier &
management
team to
finalize
details of the
rehearsal.
Fee varies
depending on the
duration of a
shoot/event:
Personnel Fees
beyond Office
hours:
2. Get the
final Billing 2. Prepare A. Weekday:
Statement at Final Billing PHP1,318.40
Billing Officer
the Theater Statement * per hour
1 Day Theater
Office then (for Complex
settle the personnel B. Weekend:
indicated services) PHP1,583.23
amount. * per hour

8 technical, 1
administrative and 4
custodian
personnel.
3. Submit a
photocopy of
the Personnel
the Official 1 Day
photocopy of Theater
the Official
Theater Office.
347
Receipt from
the client.
PHP 1,318.23
4 Days, 5
TOTAL (per hour on a
Minutes
weekday)
COMPUTATION OF FEES
PAID
PHP 1,318.40 WASHINGTON SYCIP
GARDEN OF NATIVE TREES
PERSONNEL FEES
(3) Admin Aide V PHP 99.48 x3 = PHP 298.44
(2) Admin Aide III PHP 88.54 x2 = PHP 177.08
(3) Senior Utility Worker PHP 126.54 x3 = PHP 379.62
(1) Admin Assistant PHP 127.66 x1 = PHP 127.66
(4) Custodian PHP 83.90 x4 = PHP 335.60
PHP 1,318.40
12. Request to use the Carillon Plaza for Non-Commercial / Personal

Use
Request of offices (government or business) to use the Carillon Plaza for Non-
Commercial events / personal use.
Office or
Division:
Classification
Complex
:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
addressed to the
director of the
University of the
Requesting Party
Philippines Theater
Complex
2. FINAL Schedule
3. University of the
Philippines Alumni
348
Association
Membership ID for
Alumni
PERSON
1. Processing 1.1 Receive
of request to letter of
use the request with
Carillon Plaza complete
for Non- attachments.
Commercial /
1.1 Receiving
Personal Use 1.2 Evaluate
Personnel
(University of and approve Theater
the Philippines the request. Complex
Alumni), at
least one (1) 1.3 Call for a 1.2 Director
week prior the production 2 Days, 5 Theater
None Complex
event. meeting minutes
between the
theater 1.3 College
administratio Business
Manager
n and the
Theater
client’s Complex
supplier &
management
team to
finalize
details of the
rehearsal.
Fee varies
depending on the
duration of a
shoot/event:
2. Get the
Personnel Fees
final Billing 2. Prepare
beyond Office
Statement at Final Billing
hours: Billing Officer
the Theater Statement
1 Day Theater
Office then (for Complex
A. Weekday:
settle the personnel
PHP1,318.40
indicated services)
* per hour
amount.
B. Weekend:
PHP1,583.23
* per hour
349
8 technical, 1
custodian personnel
3. Receive
3. Submit a
the Receiving
photocopy of
the Official 1 Day
Receipt from
Theater Office.
the client
PHP 1,318.40
4 Days, 5
Minutes
weekday)
COMPUTATION OF FEES

PAID
PHP 1,318.40 CARILLON PLAZA for Non
Commercial Use/Personal
Use
PERSONNEL FEES
(3) Admin Aide V PHP 99.48 x3 = PHP 298.44
(2) Admin Aide III PHP 88.54 x2 = PHP 177.08
(3) Senior Utility Worker PHP 126.54 x3 = PHP 379.62
(1) Admin Assistant PHP 127.66 x1 = PHP 127.66
(4) Custodian PHP 83.90 x4 = PHP 335.60
PHP 1,318.40
13. Request to use the Carillon Plaza for Commercial Purposes.

Request of offices (government or business) to use the Carillon Plaza for
commercial purposes.
Office or
Division:
Classification
Complex
:
Who may All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
350
addressed to the
director of the
University of the
Philippines Theater
Complex
Schedule
event
4. Storyboard for
video/film shooting
5. Waste Disposal Plan
PERSON
1.1 Receive
letter of
request with
complete
attachments.
1.1 Receiving
1.2 Evaluate Personnel
1. Processing Theater
and approve
of request to Complex
the request.
use the
Carillon Plaza 1.2 Director
1.3 Call for a
for Theater
production 2 Days, 5
Commercial None Complex
meeting minutes
Purposes, at
between the
least one (1)
Theater 1.3 College
month prior
administratio Business
the event.
n and the Manager
client’s Theater
supplier & Complex
management
team to
finalize
details of the
rehearsal.
2. Get the 2. Prepare Fee varies
final Billing Final Billing depending on the
Billing Officer
Statement at Statement duration of a
1 Day Theater
the Theater (for shoot/event: Complex
Office then personnel
settle the services) Rental Rate:
351
indicated PHP 30,000.00 first
amount. six (6) hours
PHP 3,000.00
succeeding hours
Personnel Fees
beyond Office
hours:
A. Weekday:
PHP1,318.40
* per hour
B. Weekend:
PHP1,583.23
* per hour

8 technical, 1
custodian personnel
3. Receive
3. Submit a
the Receiving
photocopy of
the Official 1 Day
Receipt from
Theater Office.
the client
PHP37,910.40
(based on 4 Days, 5
TOTAL
standard schedule Minutes
on a weekday)
COMPUTATION OF FEES
PAID
PHP 37,910.40 CARILLON PLAZA for PHP 30,000.00
Commercial Purposes
PERSONNEL FEES
PHP 1,790.64
PHP 1,062.48
352
(3) Senior Utility Worker PHP 126.54 x 6hours x3 =
PHP 2,277.72
(1) Admin Assistant PHP 127.66 x 6hours x1 =
PHP 765.96
(4) Custodian PHP 83.90 x 6hours x4 =
PHP 2,013.60
PHP 37,910.40
14. Request to use the Main Hall of Bulwagan ng Dangal University

Heritage Museum for an Exhibit
Request of offices (government or business) or individuals to use the Main Hall of
the Bulwagan ng Dangal University Heritage Museum for an exhibit.
Office or Bulwagan ng Dangal University Heritage Museum (University of the
Division: Philippines Theater Complex)
Classification
Highly Technical
:
Who may
All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
addressed to the curator of
the Bulwagan ng Dangal
University Heritage Requesting Party
Museum
2. Exhibit Proposal
3. Proposed Schedule of
Activities
PERSON
RESPONSIBL
STEPS ACTION PAID G TIME
E
1.1 Receive 1.1 Receiving
1. Submission letter of Personnel
of letter of request with Bulwagan ng
request and complete Dangal
exhibit attachments. University
2 Days, 5
proposal, at None Heritage
minutes Museum
least one (1) 1.2 Evaluate
month before request and
the proposed check current 1.2 Curator
exhibit schedule of Bulwagan ng
Dangal
ingress exhibits
353
University
Heritage
Museum
2. Meet with
potential Curator
2. Meet the exhibitor/clien Bulwagan ng
Dangal
curator to t to discuss
1 Day University
discuss the terms of Heritage
project. reference for Museum
exhibit
3.1 Prepare
terms of 3.1 Junior
reference and Museum
have them Specialist
signed by the Bulwagan ng
exhibitor. Dangal
University
Heritage
3.2 Endorse Museum
and forward
terms of
reference and 3.2 Curator and
exhibit Junior Museum
3. Meet with proposal to Specialist
the curator University of Bulwagan ng
and museum the Dangal
specialist for Philippines 9 Days University
the finalization Theater Heritage
of the Terms Complex for Museum
of Reference. signing and
billing. 3.3 Director
Theater
Complex
3.3 Sign
terms of 3.4 Billing Officer
reference Theater
Complex
3.4 Prepare
billing
statement 3.5 Billing Officer
Theater
3.5 Forward Complex
billing
354
statement to
the Bulwagan
ng Dangal
University
Heritage
Museum
Fee varies
depending on
the duration of a
show:
PHP 20,000 per

month
4. Get the
Personnel Fees
final Billing
beyond office
Statement at
4. Prepare hours:
the Bulwagan Billing Officer
and release
ng Dangal 1 Day Theater
the Billing A. Weekday: Complex
Office then
Statement. PHP
settle the
80.00*
indicated
per hour
amount.
B. Weekend:
PHP
90.00*
per hour
*This represents
1
custodian
.
5. Submit a 5. Receive Junior Museum
photocopy of the Specialist
Bulwagan ng
the Official photocopy of
1 Day Dangal
Receipt to the the settled University
Bulwagan ng amount from Heritage
Dangal Office the client. Museum
6. Meet with
the exhibitor Curator
6. Meet the to arrange Bulwagan ng
curator for the final schedule Dangal
1 Day
final details of of activities, University
the event. including Heritage
ingress and Museum
egress dates.
355
PHP 20,000 15 days, 5
TOTAL:
(rental fee only) Minutes
COMPUTATION OF FEES
PAID
PHP 20,000.00 MAIN HALL OF THE PHP 20,000.00
BULWAGAN NG DANGAL
RENTAL FEE PER MONTH
15. Request to use the Atelyer Gallery of Bulwagan ng Dangal

Request of offices (government or business) or individuals to use the Atelyer Gallery
of the Bulwagan ng Dangal University Heritage Museum for an exhibit.
Office or
Bulwagan ng Dangal University Heritage Museum
Division:
Classification
Highly Technical
:
Who may
All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
addressed to the curator of
the Bulwagan ng Dangal
University Heritage Requesting Party
Museum
2. Exhibit Proposal
3. Proposed Schedule of
Activities
PERSON
RESPONSIBL
STEPS ACTION PAID G TIME
E
1.1 Receive
1. Submission letter of 1.1 Receiving
of letter of request with 2 Days, 5 Personnel
None
request and complete minutes Bulwagan ng
exhibit attachments. Dangal
proposal, at
356
least one (1) 1.2 Evaluate University
month before request and Heritage
the proposed check current Museum
exhibit schedule of
ingress exhibits 1.2 Curator
Bulwagan ng
Dangal
University
Heritage
Museum
2. Meet with
potential Curator
2. Meet the exhibitor/clien Bulwagan ng
Dangal
curator to t to discuss
1 Day University
discuss the terms of Heritage
project. reference for Museum
exhibit
3.1 Prepare
terms of 3.1 Junior
Museum
reference and Specialist
have them Bulwagan ng
signed by the Dangal
exhibitor. University
Heritage
Museum
3.2 Endorse
and forward
3. Meet with terms of
the curator reference and 3.2 Curator and
and museum exhibit Junior Museum
Specialist
specialist for proposal to 9 Days
Bulwagan ng
the finalization University of Dangal
of the Terms the University
of Reference. Philippines Heritage
Theater Museum
Complex for
signing and
billing
3.3 Director
Theater
3.3 Sign Complex
terms of
reference 3.4 Billing Officer
357
3.4 Prepare Theater
billing Complex
statement
3.5 Forward 3.5 Billing Officer

Theater
billing Complex
statement to
the Bulwagan
ng Dangal
University
Heritage
Museum
Fee varies
depending on
the duration of a
show:
PHP 20,000 per

month
4. Get the
Personnel Fees
final Billing
beyond office
Statement at
4. Prepare hours:
the Bulwagan Billing Officer
and release
ng Dangal 1 Day Theater
the Billing C. Weekday: Complex
Office then
Statement. PHP
settle the
80.00*
indicated
per hour
amount.
D. Weekend:
PHP
90.00*
per hour
*This represents
1
custodian
.
5. Submit a 5. Receive Junior Museum
photocopy of the Specialist
Bulwagan ng
the Official photocopy of
1 Day Dangal
Receipt to the the settled University
Bulwagan ng amount from Heritage
Dangal Office the client. Museum
Curator
6. Meet the 6. Meet with
1 Day Bulwagan ng
curator for the the exhibitor Dangal
358
final details of to arrange University
the event. final schedule Heritage
of activities, Museum
including
ingress and
egress dates.
PHP 10,000 15 days, 5
TOTAL:
(rental fee only) Minutes
COMPUTATION OF FEES
PAID
PHP 10,000.00 ATELYER GALLERY OF PHP 10,000.00
BULWAGAN NG DANGAL
RENTAL FEE PER MONTH
359
UP Theater Complex
(UPTC)
Internal Services
360
1. Request to rent equipment from the University of the Philippines
Theater
Request of University of the Philippines Diliman Units or Colleges and University
of the Philippines System to rent equipment for their events within the Diliman
campus.
Office or
Division:
Type of
Transaction:
University of the Philippines Diliman Colleges and Units, University of the
Who may avail:
Philippines System
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of Request addressed
to the director of the
University of the Philippines
Requesting Party
Theater Complex.

1. Processing of
a request to rent
1. Receive
equipment for a
and evaluate
University of the
letter of
Philippines Receiving Personnel
request for
Diliman/System None 1 Day Theater Complex
director’s
event within the
action
Diliman campus,
at least two (2)
weeks before the
event.
Equipment for rent
2. Get the final 2. Prepare per day:
Billing Statement and release Billing Officer
1 Day
at the University Billing 4’x 8’x 10’’ risers Theater Complex
Theater Statement with plywood:
PHP350.00
361
4’x 8’x 10’’ risers
without plywood:
PHP 250.00
1 pair of red
stanchion:
PHP 500.00
Red Aisle Carpet:

PHP 500.00
Red Carpet 12’x30’

PHP 300.00
Red Carpet 3’x75’ :

PHP 300.00
Panel Board, 4’x8’ :

PHP 300.00
Panel Board, 3’x6’ :

PHP 300.00
Personnel Fees
beyond Office
hours:
A. Weekday:
Php126.54*
per hour
B. Weekend:
Php151.85*
per
hour
*This represents 1
technical
personnel.
2. Claim
2. Release
approved request
approved
with the Billing
request and Receiving Personnel
Statement then 4 Hours
Billing Theater Complex
settle the
Statement
indicated
to the client.
amount.
362
3. Submit the 3. Receive
the official Releasing Officer
official receipt to
4 Hours Theater Complex
UP Theater receipt from
the client.
PHP 1,526.54
(ex. For a
TOTAL 3 Days
4’x8’x10’’ riser w/
plywood)
COMPUTATION OF FEES
PAID
PHP 1,526.54 Four (4) pieces 4ft x 8ft platforms PHP350.00 x 4 pieces
(1) Senior Utility Worker PHP 126.54
PHP1,526.54
2. Request to borrow equipment from University of the Philippines

Theater
Request of University of the Philippines Diliman Units/ Colleges to borrow
equipment for their events within the Diliman campus.
Office or Division: University of the Philippines Theater Complex

University of the Philippines Diliman Colleges and Units, University of the
Who may avail:
Philippines System
1. Letter of Request addressed to the
director of University of the Philippines
Requesting Party
Theater Complex
AGENCY FEES TO BE PROCESSING PERSON

CLIENT STEPS
ACTION PAID TIME RESPONSIBLE
1. Processing of
1.1 Receiving
request to borrow Personnel
1.1 Receive and
equipment for an event Theater Complex
evaluate letter of
within the UP Diliman None 2 Days
request for
campus, at least two
director’s action. 1.2 Director
(2) weeks before the
Theater Complex
event.
363
1.2 Evaluation
and approval of
request.
2. Claim approved 2. Release
request with the Billing approved Personnel Fees
Statement then settle request and beyond Office
hours:
the indicated amount. Billing
A. Weekday:
Statement to
PHP126.54*
the client. per hour
B. Weekend: Billing Officer
1 Day
Theater Complex
PHP151.85*
per hour
*This represents
1 technical
personnel
3. Submit the official 3. Receive the Releasing Officer

receipt to UP Theater official receipt 4 Hours Theater Complex
from the client.
PHP 126.54
3 Days, 4
Hours
weekday)
COMPUTATION OF FEES
FEES TO BE PAID FEES BREAKDOWN
PHP 126.54 (1) Senior Utility Worker PHP 126.54
364
(OVCA)
Internal Services
365
1. Process Requests for Funding for: Strategic Planning/ Seminar/
Training/ Workshop, etc.; One-time Incentive Grant to Non-Teaching
Staff for Finishing a Degree; Realignment of Approved Budget; Paper
Presentation/Participation/Attendance in Conference, Seminar-
Workshop (International and Local); Additional Assignment; Renewal
of non-UP Contractual Services; Exemption from Moratorium on
Hiring non-UP and UP Contractual
Requests of various units/faculty/personnel for approval of requests for funding: to
conduct/attend strategic planning/seminar-workshop/training/conference; to receive
one-time incentive grant for finishing a degree; for additional assignment; for renewal of
engagement of non-UP contractual services; for hiring non-UP and UP contractual.
Office or Division: Office of the Vice Chancellor for Administration

Who may avail: UP Diliman Units/Offices, Faculty, Administrative Staff, REPS
Strategic Planning/ Seminar/ Training/
Workshop, etc.
1. Request letter indicating purpose
of activity, target venue, breakdown of
expenses, detailed program of
activities, endorsement of head of unit.
2. List of confirmed participants Requesting Party
3. Justification if to be conducted off-

campus.
4. Budget Clearance Budget Office
One-time Incentive Grant to Non-

Teaching Staff for Finishing a Degree
1. Letter of request indicating
Requesting Party
finished degree, endorsement of head
of unit.
2. HRDO evaluation and HRDO
endorsement.
366
3. Budget clearance Budget office
Realignment of Approved Budget

1. 1. Request letter with Requesting Party
justification, endorsement of head of
unit.

Paper
Presentation/Participation/Attendance
in Conference, Seminar-Workshop
(International and Local)
1. Letter request indicating
purpose, date of event, venue, needed
Requesting Party
amount requested, breakdown of
expenses intended funding source (if
applicable), endorsement by head of
unit.
2. Endorsement by Vice
Chancellor OVCAA/OVCCA/OVCRD/OVCSA
3 3. Invitation
Requesting Party
4. Program
5. Personnel clearance HRDO
367
Additional Assignment
1. Letter request justifying the
extension of additional assignment,
amount of honorarium to be granted (if Requesting Party
applicable), duration of appointment,
intended fund source.
2. Review of duties and

responsibilities and corresponding HRDO
entitlement (if applicable)

Renewal of non-UP Contractual
Services
1. 1. Letter request with
justification, duration of extended
period and intended fund source. Requesting Party
2. Copy of previous contract of
service.
3. Budget Clearance Budget office

Exemption from Moratorium on Hiring
non-UP and UP Contractual
1 1. Letter of request indicating

purpose of hiring, duties and
responsibilities, position title,
corresponding rate, engagement of
duration of service and intended fund Requesting Party
source.
2. Organizational chart,
personnel chart, functional chart
368
3. HRDO evaluation and
endorsement HRDO

ACTION BE PAID TIME
1. Receive
1. Submit letter of
letter of
request for funding Receiving Personnel
request with None 2 Minutes
with complete OVCA
complete
attachments.
attachments.
1.1 Evaluate
request for
budget
Administrative
clearance
None 2 Days Officer/Executive Assistant
and to
OVCA
include in the
FPOC
agenda.
1.2 FPOC 5 Days FPOC
None
deliberation. (Pause-Clock) OVCA
1.3 Process
request
Executive Assistant
based on None 2 Days
OVCA
FPOC
action.
1.4 For
recommendin
Vice Chancellor
g approval of None 1 Day
OVCA
Vice
Chancellor.
1.5 Forward
request to
the Office of
Receiving/Releasing
the
None 1 Day Personnel
Chancellor
OVCA
for
endorsement
/approval.
11 Days, 2
TOTAL: NONE
Minutes
369
2. Process Request for Additional Janitor and Guard
Request of unit for approval of additional janitor and guard.

1. Letter of request with justification.
Requesting Party
2. Endorsement of: JIMT for additional

janitor; CSO for additional guard JIMT/CSO
3. Supplemental contract
DLO

ACTION BE PAID TIME
1. Receive
1. Submit letter of Receiving Personnel
letter of None 2 Minutes
request. OVCA
request.
1.2 Evaluate
request and
for referral to
JIMT/CSO for Administrative
comments None 1 Day Officer/Executive Assistant
and DLO for OVCA
preparation of
supplemental
contract.
1.3 DLO
evaluate
request and 22 Days Lawyer
None
preparation of (Pause-Clock) DLO
supplemental
contract.
1.4 Forward
supplemental Receiving/Releasing
contract to None 1 Day Personnel
Agency/ OVCA
supplier.
370
1.5 For
signature of Agency Head
supplemental Janitorial/Security Agency
None 2 Days
contract by
Agency/
Supplier.
1.6 Forward
supplemental Receiving/Releasing
None 1 Day
contract to Personnel
Budget office. OVCA
1.7 For
budget
clearance of None 3 Days Analyst
supplemental DBO/DAO
contract.
1.8 For
signature of Vice Chancellor
None 1 Day
Vice OVCA/OVCCA
Chancellor.
1.9 Forward
supplemental
contract to Receiving/Releasing
None 1 Day
the Office of Personnel
the OVCA
Chancellor.
1.10 For
signature of
supplemental None 5 Days Chancellor
contract by OC
Chancellor.
1.11 Forward
signed Receiving/Releasing
contract to None 3 Days Personnel
agency for OVCA
notarization.
1.12 Forward
notarized Receiving/Releasing
copy to Personnel
None 1 Day
Agency and OVCA
Office of the
Chancellor.
41 Days, 2
TOTAL: NONE
Minutes
371
3. Process Request to Open New Trust Account
Request of unit to open new trust account for their projects.

1. Accomplished request for
Trust Account with supporting
documents. Requesting Party
2. Endorsed by Accounting
office. Accounting office

ACTION BE PAID TIME
1. Receive
accomplished
1. Submit request for request for
Trust Acct with Trust Account Receiving Personnel
None 2 Minutes
endorsement of with OVCA
Accounting Office. endorsement
of Accounting
Office.
1.1 Evaluate
request to
Administrative Officer
include in the None 2 Days
OVCA
FPOC
agenda.
None
1.3 Process
request
Executive Assistant
OVCA
FPOC
action.
1.4 For
recommendi
Vice Chancellor
ng approval None 1 Day
OVCA
of Vice
Chancellor.
372
1.5 Forward
request to Receiving/Releasing
the Office of None 1 Day Personnel
the OVCA
Chancellor.
1.6 For
approval of Chancellor
None 5 days
the OC
Chancellor.
1.7 Process
approved
Receiving/Releasing
request and
forward to
OVCA
requesting
party.
17 Days, 2
TOTAL: None
Minutes
4. Process Request for Institution of Fees

Request of unit for approval of institution of fees.

Classification: HT
Type of Transaction: Government to Government (Internal Client: Unit to OVCA)
1. Complied with the checklist
of requirements of System Fiscal
Policies and Operations Committee Requesting Party
(FPOC).
ACTION BE PAID TIME
1. Receive
letter of
1. Submit request with Receiving Personnel
complete attachments. OVCA
complete
attachments.
1.1 Evaluate
request for Administrative
budget None 2 Days Officer/Executive Assistant
clearance OVCA
and to
373
include in the
FPOC
agenda.
None
1.3 Process
request
Executive Assistant
OVCA
FPOC
action.
1.4 For
recommendi
Vice Chancellor
OVCA
of Vice
Chancellor.
1.5 Forward
request to
the Office of
Receiving/Releasing
the
Chancellor
OVCA
for
endorsement
to OVPA.
11 Days, 2
TOTAL: None
Minutes
5. Process Request for Signing of Notice of Award, Invitation to

Bid
Request of unit for signing of notice of award, invitation to bid.

1. Endorsement of
Procurement office. Procurement office

ACTION BE PAID TIME
374
1. Receive
letter of
request with
1. Submit notice of complete
award, invitation to bid attachments Receiving Personnel
None 2 Minutes
with complete and OVCA
attachments. endorsement
from the
Procurement
office.
1.1 For
approval of Vice Chancellor
None 1 Day
Vice OVCA
Chancellor.
1.2 Forward
Receiving/Releasing
to
Procurement
OVCA
Office.
2 Days, 2
TOTAL: None
Minutes
6. Disbursements Approval for more than 50k

Request for approval of disbursements for more than 50k.

1. Endorsement of Accounting Accounting office

office.

ACTION BE PAID TIME
1. Receive
DV for more
1. Submit DV for more
than 50k with Receiving Personnel
than 50k with complete None 2 Minutes
complete OVCA
attachments.
attachments
from the
375
Accounting
Office.
1.1 For
None 1 Day
Vice OVCA
Chancellor.
1.2 Forward
Receiving/Releasing
to
Accounting
OVCA
Office.
2 Days, 2
TOTAL: None
Minutes
7. Recommend for Chancellor’s Approval of: Travel Authority;

eHOPE
claims; Separation/Intent to Retire; Authority to Fill; Renewal of
Authority to Fill; Request for official detail; Special monetization;
belated release of benefits; Adjustment of work schedule
Process recommendation for Chancellor’s approval of: Travel Authority; eHOPE
claims; Separation/Intent to Retire; Authority to Fill; Renewal of Authority to Fill;
Request for official detail; Special monetization; belated release of benefits; Adjustment
of work schedule

Who may avail: UP Diliman Units/Offices, Faculty, Staff
1. Endorsement of HRDO. HRDO

ACTION BE PAID TIME
1. Receive
letter of
1. Submit request letter
request with Receiving Personnel
with complete None 2 Minutes
complete OVCA
attachments.
attachments
and
376
endorsement
from the
HRDO.
1.1 For
recommendi
Vice Chancellor
OVCA
of Vice
Chancellor.
Receiving/Releasing
1.2 Forward
to HRDO.
OVCA
2 Days, 2
TOTAL: None
Minutes
8. Process Request for Approval of Application for Leave of

Administrative
Personnel
Request for approval of application for leave of administrative personnel.

Who may avail: Administrative Staff
1. Endorsement of HRDO. HRDO

ACTION BE PAID TIME
1. Receive
application
1. Submit
for leave
accomplished Receiving Personnel
form with None 2 Minutes
application for leave OVCA
endorsement
form.
from the
HRDO.
1.1 For Vice Chancellor
None 1 Day
approval of OVCA
377
Vice
Chancellor.
Receiving/Releasing
1.2 Forward
to HRDO.
OVCA
2 Days, 2
TOTAL: None
Minutes
9. Process Request for Approval of Financial Assistance charged

against
ADF
Request approval of financial assistance charged against ADF.

Who may avail: Administrative Staff
1. Endorsement of HRDO
HRDO

ACTION BE PAID TIME
1. Receive
1. Submit letter of
letter of
request with complete
request with Receiving Personnel
attachments and None 2 Minutes
endorsement OVCA
endorsement of the
from the
head of unit.
HRDO.
1.1 For
None 1 Day
Vice OVCA
Chancellor.
Receiving/Releasing
1.2 Forward
to HRDO.
OVCA
2 Days, 2
TOTAL: None
Minutes
378
10. Process Request for Approval of Computer Loan
Request for approval of computer loan.

Who may avail: Administrative Staff, REPS
1. Evaluation of HRDO HRDO
2. Accounting Office Clearance Accounting Office

ACTION BE PAID TIME
1. Receive
letter of
request with
1. Submit letter of evaluation
request with complete from the
Receiving Personnel
attachments and HRDO and None 2 Minutes
OVCA
endorsement of the funding
head of unit. clearance
from
Accounting
office.
1.1 For
None 1 Day
Vice OVCA
Chancellor.
Receiving/Releasing
1.2 Forward
to HRDO.
OVCA
2 Days, 2
TOTAL: None
Minutes
379
11. Process Approval of Request for Overtime of Drivers
Request for approval of overtime of drivers.


ACTION BE PAID TIME
1. Receive
request for
overtime
1. Submit request for
form with
overtime form with Receiving Personnel
budget None 2 Minutes
endorsement of the OVCA
clearance
head of unit.
from the
Budget
office.
1.1 For
None 1 Day
Vice OVCA
Chancellor.
Receiving/Releasing
1.2 Forward
to Unit.
OVCA
2 Days, 2
TOTAL: None
Minutes
380
12. Process Request for Issuance of Authority to Drive
Request for authority to drive.

1. Letter of request by the head
of unit indicating justification and
duration of the authority to drive.
Requesting Party
2. Copy of professional driver’s

license.

ACTION BE PAID TIME
1. Receive
1. Submit letter of
letter of
request by the head of Receiving Personnel
unit with complete OVCA
complete
attachment.
attachments.
1.1 For
None 1 Day
Vice OVCA
Chancellor.
Receiving/Releasing
1.2 Forward
to Unit.
OVCA
2 Days, 2
TOTAL: None
Minutes
381
13. Process Request for Endorsement to Banks for Authorized
Signatories
relative to Electronic Fund Transfer Transactions
Request for endorsement for authorized signatories relative to electronic fund transfer
transactions.

1. Letter of request. Requesting Party
2. Endorsement of the Cash

Office Director. Cash office

ACTION BE PAID TIME
1. Receive
letter of
1. Submit letter of
request with
request with
endorsement None Receiving Personnel
endorsement of the 2 minutes
of the OVCA
Director of the Cash
Director of
office.
the Cash
office.
1.1 For
approval of None Vice Chancellor
1 day
Vice OVCA
Chancellor.
1.2 Forward Receiving/Releasing
to Cash None 1 day Personnel
office. OVCA
2 Days, 2
TOTAL: None
Minutes
382
Diliman Accounting Office
(DAO)
External Services
383
1. Issuance of certification for lost receipts for students/ suppliers/
contractors
Issuance of certification for lost receipts for students/ suppliers/ contractors
Office or
UPD Accounting Office
Division:
Type of
Transaction:
Who may avail: UP students, UP employees, Private Citizen, Supplier, Contractor
1. Request Form UPD Accounting Office
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Fill out Receiving
1. Receive Request Form None 1 Minute
Request Form Personnel
1.1. Verify in the database if there is
payment made. If payment was 10 Minutes Admin.
PHP 30
made, requesting party to pay (Pause-Clock) Assistant
the corresponding fee
2. Present the Admin.

2. Print certification None 5 Minutes
Official receipt Assistant
2.1. Sign certification None 5 Minutes Accountant

3. Receive
Admin.
certification and
3. Release certification None 1 Minute Assistant
sign in the
logbook
TOTAL: PHP 30 22 Minutes
384
2. Issuance of reply to all forms of communication/correspondence
Replying to all forms of communication/correspondence received by the office
Office or Division: UPD Accounting Office

Government to Government, Government to Citizen, Government
to Business
Other Government Agencies, Private Citizen, Suppliers,
Who may avail:
Contractors
1. Letter, correspondence Requesting Party
FEES
PERSON
TO PROCESSING
CLIENT STEPS AGENCY ACTION RESPONSIB
BE TIME
LE
PAID
1. Receive
Receiving
1. Submission of letter letter/correspondenc None 1 Minute
Personnel
e
1.1. Record
None Admin.
letter/correspondenc 2 Minutes
Assistant
e for monitoring
1.2. Forward
letter/correspondenc None Admin.
1 Minute
e to concerned Assistant
Section Head
1.3. Act on the
letter/correspondenc None 1 Day Section Head
e, make a reply and
submit to the Director
1.4. Approval of letter
None 1 Day Director
reply
1.5. Send letter reply to
the concerned party
None 15 Minutes Messenger
thru email or
registered mail
2 Days,19
TOTAL: None Minutes
385
3. Issuance of photocopy of paid vouchers and other documents
Provide request for photocopy of paid vouchers and other documents
Office or
Division:
Type of
Government to Business/ Government to Citizen
Transaction:
Who may avail: UP suppliers/contractors/ Private Citizen
1. Letter Request Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submission of Receiving
1.1. Receive letter request None 1 Minute
Letter Request Personnel
1.2. Record letter request for None 2 Minutes Admin. Assistant
monitoring
1.3. Forward letter to
Administrative & Records None 1 Minute Admin. Assistant
Section
1.4. Look for the needed
Records
documents and provide None 10 Minutes
Assistant
photocopy
1.5. Release photocopy of
None 1 Minute Admin. Assistant
documents
386
Diliman Accounting Office
(DAO)
Internal Services
387
1. Processing of vouchers for Cash Advance for Local/Foreign
Travel
Processing of vouchers for Cash Advance for Local/Foreign Travel
Office or
Division:
Type of
Transaction:
Who may avail: UP units/colleges, UP employees
1. Disbursement Voucher (DV)
2. Approved Obligation Request (ObR)/Budget

Utilization Request (BUR)
3. Purchase Request
4. Travel Order
5. Approval of funding/request to travel by

HRDO and Chancellor (as applicable)
6. Promissory Note (settlement should be made
30 days from return date for local travels, 60
days from return date for foreign travels Requesting Party
7. Proposed Itinerary of Travel (Daily Travel

Expenses in accordance with Executive Order 77
s. 2019)
8. Copy of UNDP DSA rate
9. Copy of the basis for the foreign exchange

rate used to convert foreign currency to
Philippine peso
10. Annual Procurement Plan (APP) duly
received by the Procurement Office
11. Line item budget (LIB) – for special projects
FEES
PERSON
TO PROCESSING
CLIENT STEPS AGENCY ACTION RESPONSIBL
BE TIME
E
PAID
388
1.Submission of
voucher with 1. Receive Disbursement Voucher Receiving
None 1 Minute
complete and assign DV No. Personnel
documents
1.1. Encode DV information in the
None 3 Minutes Encoder
tracking system
1.2. Pre-Audit Disbursement
Voucher, checks completeness
None 1 Day Pre-Audit Staff
of documentary requirements
and indicate journal entries
1.3. Checks if previous cash advance
is already settled, indicate cash
Cash Advance
advance control code and None 30 Minutes
Controller
prepare Certificate of No
Outstanding Cash Advance
1.4. Indicate Cash / Fund Availability Cash/Fund
None 3 Minutes
on DV Controller
1.5. Approval on Box B of
None 1 Day Director
Disbursement Voucher
1.6. Release Disbursement Voucher Releasing
None 3 Minutes
to UPD Cash Office Personnel
2 Days, 40
TOTAL: None Minutes
2. Processing of voucher for Liquidation Report/ Settlement Voucher/

Reimbursement of Local/ Foreign Travel
Processing of voucher for liquidation/settlement/reimbursement of local/foreign travel
Office or
Division:
Type of
Transaction:
1. Liquidation Report – if Liquidation or
Settlement
2. DV and approved ObR/BUR – if Requesting Party
reimbursement
3. Summary of expenses
389
4. Travel Order
5. Travel authority endorsed by the Chancellor

to the Department of Foreign Affairs (DFA) – for
travels abroad of University employees
6. Actual Itinerary of Travel
7. Copy of UNDP DSA rate
8. Copy of the basis for the foreign exchange

rate used to convert foreign currency to
Philippine peso
9. Certificate of Travel Completed
10. Certificate of Appearance

11. Original Boarding pass, terminal fee stub
12. Official Receipt of Airfare / Registration Fee
13. Narrative Report
14. For Non-UP personnel on foreign travel –
justification to use government funds for foreign
travel approved by the agency head (Chancellor)
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
voucher with 1. Receive and assign Liquidation Receiving
None 1 Minute
complete Report No. Personnel
documents
1.1. Encode Liquidation Report
Information in the tracking None 3 Minutes Encoder
system
Cash Advance
1.2. Supply control code of Grantee None 5 Minutes
Controller
1.3. Pre-Audit Liquidation Report
expenses, checks
Pre-Audit
completeness of documentary None 5 Days
Analyst
requirements and indicate
journal entries
390
1.4. Review Liquidation Report
Pre-Audit
journal entries and None 1 Day
Analyst
documentary requirements
1.5. Record Liquidation Report in Cash Advance
None 5 Minutes
database Controller
1.6. Sign Liquidation Report None 1 Day Director
1.7. Record Liquidation Report as Releasing
None 3 Minutes
signed Personnel
1.8. Forward Liquidation Report
10 Minutes Cash Advance
above P50K for notation of None
(Pause-Clock) Controller
OVCA
1.9. Sort Liquidation Report Cash Advance
None 5 Minutes
according to Fund source Controller
1.10.Prepare Summary Report for Cash Advance
None 20 Minutes
submission to COA Controller
1.11.Photocopy Signed Liquidation Cash Advance
None 15 Minutes
Report and bundle LR per fund Controller
8 Days, 7
TOTAL: None Minutes
3. Processing of voucher for Cash Advance of Special Disbursing

Officer
Processing of voucher for Cash Advance of Special Disbursing Officer
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR Requesting Party
3. Purchase request
391
4. Appointment as Special Disbursing Officer
5. Copy of Bond Application
6. Estimate of expenses
7. Annual Procurement Plan (APP) duly

8. LIB – for special projects
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
Voucher, checks completeness Pre-Audit
None 1 Day
of documentary requirements Analyst
1.3. Checks if previous cash
advance is already settled,
Cash Advance
indicate cash advance control None 1 Day
Controller
code and prepare Certificate of
No Outstanding Cash Advance
1.4. Indicate Cash/Fund Availability Cash / Fund
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
3 Days,11
TOTAL: None Minute
392
4. Processing of voucher for Financial Assistance to be released
thru Cash Advance (for University-wide activities)
Processing of voucher for Financial Assistance to be released thru Cash Advance (for
University-wide activities)
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR
3. Purchase request
Requesting Party
4. Approval of Financial Assistance to be
released as Cash Advance
5. Promissory Note
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
None 1 Day
1.3. Checks if previous cash advance Cash Advance
is already settled, indicate cash None 1 Day
Controller
advance control code and
393
prepare Certificate of No
Outstanding Cash Advance
None 3 Minutes
on DV Controller
None 1 Day Director
Releasing
1.6. Release Disbursement Voucher None 3 Minutes
Personnel
3 Days, 11
TOTAL: None Minutes
5. Processing of vouchers for Liquidation Report/

Settlement of Special Disbursing Officer/ Financial Assistance
Processing of vouchers for Liquidation Report/Settlement of Special Disbursing
Officer/ Financial Assistance
Office or
Division:
Type of
Transaction:
1. Liquidation report
2. Requirements under the reimbursement of

expenses Requesting Party
3. Other related documents depending on the

nature of expenses incurred
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
voucher with 1. Receive and assign Liquidation Receiving
None 2 Minutes
complete Report No. Personnel
documents
394
1.1. Encode Liquidation Report
Information in the tracking None 3 Minutes Encoder
system
Cash Advance
1.2. Supply control code of Grantee None 5 Minutes
Controller
1.3. Pre-Audit Liquidation Report
expenses, checks completeness Pre-Audit
None 7 Days
1.4. Review Liquidation Report
journal entries and documentary None 1 Day Accountant
requirements
1.5. Record Liquidation Report in Cash Advance
None 5 Minutes
database Controller
1.6. Sign Liquidation Report None 1 Day Director
1.7. Record Liquidation Report as Releasing
None 3 Minutes
signed Personnel
1.8. Forward Liquidation Report
10 Minutes Cash Advance
above P50K for notation of None
(Pause-Clock) Controller
OVCA
1.9. Sort Liquidation Report Cash Advance
None 5 Minutes
according to Fund source Controller
1.10. Prepare Summary Report for Cash Advance
None 20 Minutes
submission to COA Controller
1.11. Photocopy Signed Liquidation Cash Advance
None 15 Minutes
Report and bundle LR per fund Controller
10 Days, 8
TOTAL: None Minutes
395
6. Processing of payment to supplier of equipment/supplies and
other materials
Processing of vouchers for payment to suppliers of equipment, supplies and materials
Office or
Division:
Type of
Transaction:
Who may avail: UP units/colleges
1. DV
2. Approved ObR/BUR
3. Original Invoice
4. Purchase Request (use of Brand Names

not allowed)
5. Agency Procurement Request (for supplies
purchased thru Procurement Service)
6. Purchase Order (received by COA 5 days
after delivery by supplier) – only for direct
payments to suppliers, not required for
reimbursements
Requesting Party
7. P50,000.00 &below to be prepared by Unit
and signed by Unit head/Project Leader
8. P50,000.01 &above to be prepared by
Procurement Office
9. Inspection and Acceptance Report (single
receipt of P15,000 and below unit level &
single receipt of P15,000 above-SPMO per
Memo No. RAL 2018-02)
10. Canvass from 3 reputable suppliers for
purchases in a single receipt amounting to
P1,000.00 and above
11. Certificate of Exclusive Distributorship (if
Supplier is the sole distributor) and Certificate
that the item purchased has no suitable
396
substitute due to compatibility to existing
equipment/nature of chemical/laboratory
supplies being purchased.
12. Certification that items purchased not
locally available (if purchased abroad)
13. Bid Documents
14. Duly accomplished Inventory Custodian
Slip (ICS) for items less than P15,000 with
serviceable life of more than one year but small
enough to be considered as Property, Plant
and Equipment
15. Duly accomplished Property
Acknowledgment Receipt (PAR) for items with
unit cost of P15,000 and above.
16. Stock Position Sheet for consumable
supplies with unit cost of P1,000.00 and above,
attach justification if it exceeds normal
requirement of 2 months
17. Copies of SPMO-SNAS and DBM-PS
CNAS for Common-Use Supplies (Memo No.
RAL 2018-01)
18. Detailed cost estimate of materials and
labor –for purchase of items for major
repairs/construction/assembly
19. APP duly received by the Procurement
Office
FEES
PROCESSIN PERSON
G TIME RESPONSIBLE
PAID
1. Submission
of voucher with 1. Receive Disbursement Voucher Receiving
None 2 Minutes
documents
tracking system
397
None 15 Days
1.3. Prepare Tax Certificate, if Admin.
None 1 Day
applicable Assistant
1.4. Record PAR in PPE Ledger, if
None 3 Minutes Accountant
applicable
1.5. Indicate Cash / Fund Cash / Fund
None 3 Minutes
Availability on DV Controller
None 1 Day Director
None 3 Minutes
7 Days, 14
TOTAL: None
Minutes
7. Processing of voucher for reimbursement of supplies

Processing of voucher for reimbursement of supplies
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR
3. Official Receipt (for services) or Sales

Invoice (for goods) with the corresponding Requesting Party
Collection Receipt
4. Certification of Expenses Not Requiring
Receipts (CENRR) per COA Circular 2017-001
dtd. June 29,2017) not more than P300.00
398
5. Inspection Report (P15,000 and below unit
level/ P15,000 above-SPMO per Memo No. RAL
2018-02)
6. Purchase Request

purchases P1,000.00 and above
8. Copies of SPMO-SNAS and DBM-PS CNAS
(Memo No. RAL 2018-01)
supplies with unit cost of P1,000.00 and above,
attach justification if it exceeds normal
10. Duly accomplished ICS for items less than
P15,000 with serviceable life of more than one
year but small enough to be considered as
Property, Plant and Equipment
11. APP duly received by the Procurement
Office
FEES
PERSON
TO PROCESSING
CLIENT STEPS RESPONSIBL
BE TIME
E
PAID
1. Submission
None 2 Minutes
complete and assign DV no. Personnel
documents
tracking system
1.2. Pre-Audit Disbursement Voucher,
checks completeness of Pre-Audit
None 5 Days
documentary requirements and Analyst
indicate journal entries
None 1 Day
applicable
399
1.5. Indicate Cash / Fund Availability on Cash / Fund
None 3 Minutes
DV Controller
None 1 Day Director
1.7. Release Disbursement Voucher to Releasing
None 3 Minutes
UPD Cash Office Personnel
7 Days, 14
TOTAL: None Minutes
8. Processing of voucher for reimbursement of gasoline, oil and

lubricants
Processing of voucher for reimbursement of gasoline, oil and lubricants
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR
3. Purchase request

level/ above P15,000 above SPMO level (per
Memo No. RAL 2018-02) except for gasoline
5. Pre-numbered Trip Ticket Requesting Party
6. Certification from unit head that gasoline

purchased was consumed officially
7. Copy of CMO Job Request if gasoline was
used for grass cutting.
8. APP duly received by the Procurement Office
400
FEES
TO PROCESSING PERSON
BE TIME RESPONSIBLE
PAID
1. Submission of
None 2 Minutes
documents
tracking system
None 5 Days
None 3 Minutes
1.4. Indicate Cash / Fund Availability Cash / Fund
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
to UP Cash Office Personnel
6 Days, 14
TOTAL: None Minutes
9. Processing of voucher for reimbursement of communication

(landline, mobile line, internet)
Processing of voucher for reimbursement of communication expense
Office or
Division:
Type of
Transaction:
401
1. DV
2. Approved ObR/BUR
3. Purchase request
4. Official Receipts / Bill / Statement of Account

Requesting Party
5. Certification that calls made are official
6. Payment based on the current amount due or

total charges whichever is lower

FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
checks completeness of
None 5 Days Pre-Audit Staff
documentary requirements and
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
6 Days, 11
TOTAL: None Minutes
402
10. Processing of voucher for reimbursement of transportation
and delivery expenses
Processing of voucher for reimbursement of transportation and delivery expenses
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR
3. Purchase Request
4. List of route with corresponding amount of

transportation expenses incurred
Receipts (CENRR) for expenses not more than
P300.00 per COA Circular No. 2007-001
6. Taxi Receipt
7. UBER/Grab receipts supported by

RER/CENRR Requesting Party
8. Justification on the need to avail the transport

service over customary modes of transportation
rentals P1,000.00 and above
10. Additional requirements for van rentals from
informal providers:
a. Properly accomplished RER
b. Photocopy of the payee’s valid identification
card showing his/her signature
c. Rental Contract
403
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission
None 2 Minutes
documents
tracking system
None 5 Days
None 3 Minutes
on DV Controller
None 1 Day Director
1.5. Release Disbursement Voucher to Releasing
None 3 Minutes
UPD Cash Office Personnel
6 Days, 11
TOTAL: None Minutes
11. Processing of voucher for reimbursement of repairs

and maintenance
Processing of voucher for reimbursement of repairs and maintenance
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR Requesting Party
3. Purchase request
404
4. Official Receipts/ Bill/ Statement of Account

level/ P15,000 above-SPMO per Memo No. RAL
2018-02)
6. Pre-repair Inspection – SPMO P50,000.00
above, otherwise unit level
7. Report of Waste Material for replaced parts
duly received by SPMO
8. Post Repair Inspection Report / Service
Report accepted by end-user
9. Cost estimate of materials and labor of OCA/
CMO/ in-house carpenters on repair/ repainting
of building/ office
10. Warranty of repairman
12. LIB –for special projects
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
complete and assign DV no. Personnel
documents
tracking system
None 5 Days
None 3 Minutes
None 3 Minutes
on DV Controller
None 1 Day Director
405
Releasing
1.6. Release Disbursement Voucher None 3 Minutes
Personnel
6 Days, 14
TOTAL: None Minutes
12. Processing of voucher for reimbursement of food purchases

Processing of voucher for reimbursement of food purchases
Office or
Division:
Type of
Transaction:
1. DV
2. Approved ObR/BUR
3. Purchase request
4. Official receipt/ Invoice with copy of order slip

(number of persons indicated should not exceed
the number of participants in the attendance
sheet)
5. Confirmation and signed attendance
Requesting Party
6. Agenda /Outline of matters to be
discussed/Notice of Meeting
7. Justification by the unit head/ Project Leader
on why the meeting was held outside the campus
8. Canvass in case of catering services
9. Meal reimbursement allowed for official

drivers, messengers and liaison personnel under
Memorandum VCY 2019-021.
406
11. LIB - for special projects and events
12. Approval of event/ seMinutesar/ activity by
the Chancellor – as applicable
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
complete and assign DV NO. Personnel
documents
tracking system
None 5 Days
None 3 Minutes
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
6 Days, 14
TOTAL: None Minutes
407
13. Processing of voucher for the payment of Professional/General
Services
Processing of voucher for the payment of Professional/General Services
Office or
Division:
Type of
Transaction:
Who may avail: UP units/colleges, UP employees, Private Citizen, Suppliers
1. DV
2. Approved ObR/BUR
3. Contract of Service/ Job Order
4. Daily Time Record or Certificate of Service

Rendered
5. Certified True Copy of the Limited Practice of
Profession (LPP) covering period of services
approved by the Chancellor
6. For PAKYAW :
1. Approval/Authority from the Chancellor to Requesting Party
enter to Pakyaw (applicable to labor services)
per Memo No. CAS 11-048 dated 29 November
2011
2. Three (3) Canvass from Pakyaw Groups
3. Certificate of Completion
Additional requirements for Non-UP Contractual
employees:
1. Accomplished PhilHealth Member Registration
Form (PMRF)/Table of required PhilHealth
information (see Memo VCY 2018-019)
2. In case of voluntary remittance of PhilHealth
contributions, attach official receipt indicating
name of the member as well as the covered
period of said contribution
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
408
1. Submission of
None 2 Minutes
documents
tracking system
None 3 Days
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
4 Days, 11
TOTAL: None Minutes
14. Processing of voucher for the release of retention fee

Processing of voucher for the release of retention fee deducted from payment to
suppliers
Office or
Division:
Type of
Transaction:
1. DV
2. Request of supplier to release retention fee

Requesting Party
3. Certification from the end-user that the
supplies/equipment delivered are free from
patent and latent defects and all the conditions
409
imposed under the contract have been fully met
and the retention period has lapsed
4. Copy of the OR/Collection Receipt
5. Copy of the Invoice
6. Copy of the IAR/Delivery receipt
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
None 5 Days
None 3 Minutes
on DV Controller
None 1 Day Director
1.5. Release Disbursement Voucher
to UPD Cash Office Releasing
None 3 Minutes
Personnel
6 Days, 11
TOTAL: None Minutes
15. Processing of vouchers for Infrastructure Projects

Processing of vouchers for Infrastructure Projects
Office or
Division:
410
Type of
Transaction:
1. Advance Payment
1.1. Contractor’s Billing
1.2. Affidavit of Project Obligations
1.3. Abstract of Bids
1.4. Notice of Award
1.5. Notice to Proceed
1.6. Request for Contract Review Requesting Party
1.7.CAB License / Certificate
1.8. Performance Bond (30% of ABC)
1.9. Surety Bond (15% of Contract Price)
1.10. BAC Resolution
1.11. Original Contract
1.12. Budget Utilization Request/ Obligation
Request
2. First Payment
2.3. Certificate of Work Accomplished/Payment
Due
2.4. Progress of Work Report of Period Covered
2.5. Receipt for Utilities
2.6. Pictures of Progress of Work and Tarpaulin
2.7. Abstract of Bids Requesting Party
2.8. Invitation to Bid
2.9. Notice of Award
2.10. Notice to Proceed
2.11. Request for Contract Review
2.12. PCAB License / Certificate
2.13. Performance Bond (30% of ABC)
2.14. Original Contract
2.15. Budget Utilization Request /Obligation
Request
3. Second & Other Partial Payment
3.3. Certificate of Work Accomplished/Payment Requesting Party
Due
3.4 Progress of Work Report of Period Covered
3.5 Receipt for Utilities
3.6 Pictures of Progress of Work and Tarpaulin
411
3.7 Notice of Time Extension, Resumption,
Suspension
4. Final Payment
4.3. Certificate of Work Accomplished/Payment
Due
4.4. Progress of Work Report of Period Covered Requesting Party
4.5. Receipt for Utilities
4.6. Pictures of Progress of Work and Tarpaulin
4.7. Surety Bond
4.8. Clearance from GSAD & BCO
4.9. Report of Scrap
4.10. Notice of Time Extension, Resumption &
Suspension
5. Variation Order
5.1. Budget Utilization Request Requesting Party
5.2. BAC Resolution
5.3. Affidavit of Obligation
6. Release of Retention Money
Requesting Party
6.2. Warranty Bond
6.3. Affidavit of Obligation
Notes:
1. Always highlight the relevant item to be
charged in the APP as well as the LIB
2. Signatories on DV (Memo No. VCY 2014-010
and Memo No. MLT 19-182)
For Box A: Administrative Officer/Assistant,

Secretary, Project Leader or any responsible
staff.
For Box D: P50,000.00 and below shall be the
Dean, Director or Head of Unit
Above P50,00.00 approving officer on Box D
shall be the Vice Chancellor who supervises the
unit
REMINUTESDER:
1. No two signatories should appear on the
disbursement voucher, i.e., no two boxes should
be signed by the same person.
2. Unless so specified in their Notice of
Appointment, OIC are authorized to approve on
Box D for amounts P50,000.00 and below.
3. Claimant on the DV cannot sign on the DV.
412
4. COD Payments not allowed
5. Photocopied documents should always be
certified as true copies (the signature on the
certification should always be original)
6. Attach photocopies of tape receipts and
those receipts printed on thermal paper (e.g.,
LBC) with the originals as these have a tendency
to fade and may no longer be legible upon COA’s
post-audit
7. Penalty, an amount equal to one-tenth (1/10)
of one percent (1%) of the cost of the delayed
goods scheduled for delivery for every day of
delay (number of days to be computed by
SPMO)
8. Guidelines on Reimbursements ( please refer
to Memo No. PAEP 14-22)
9. Retention in an amount equivalent to 1% but
not to exceed 5% of contract amount
9.1. 1% for P1,000,000.00 and below
9.2. 3% for more than P1,000,000.00 up to
P10,000,000.00
9.3. 5% for more than P10,000,000.00
THESE ARE MINUTESIMUM REQUIREMENTS-

OTHER DOCUMENTS MAY BE REQUIRED IF
NECESSARY
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
complete and Assign DV No. Personnel
documents
tracking system
None 10 Days
1.3. Post transaction in database of Pre-Audit
None 3 Minutes
Capital Outlay Analyst
413
applicable
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
11 Days, 17
TOTAL: None Minutes
16. Processing of voucher for salary (original appointment)

Processing of voucher for salary (original appointment)
Office or
Division:
Type of
Transaction:
1. Disbursement Voucher
2. Duly approved OBr/BUR
3. Copy of Appointment
4. Certificate of Service (COS) for faculty and
University Research Associates (URA) or
Daily Time Record (DTR) for Requesting Party
Admin.istrative staff
5. Duly Approved Obligation Request (ObR)
6. Certificate of Assumption to Duty
7. Statement of Assets & Liabilities (SALN)
8. Oath of Office
414
9. Duly Accomplished BIR Form 2305
9.1. Photocopy of Birth Certificate for
dependent children
9.2. For married individual –photocopy of
Marriage Certificate
9.3. If not previously employed - "Certificate
of No Previo If previously Employed-
BIR Form 2316 for the current year
from previous employer us Employer”
10. Tax Identification Number (TIN) or Duly
Accomplished BIR Form 1902 (if no TIN)
11. Bank Account Number (LBP/DBP/PVB
Payroll Account)
12. GSIS Business Partner Number (BPN)
13. Pag-Ibig Number
14. Philhealth Number
Note: For renewal, only first 3 items are required
Additional requirement for transferees:
Certificate of Last Salary Received
FEES PERSON
PROCESSING
CLIENT STEPS AGENCY ACTION TO BE RESPONSIBL
TIME
PAID E
1. Submission of
voucher with Receiving
1. Receive documents None 1 Minute
complete Personnel
documents
Admin.
1.1. Encode and assign DV None 2 Minutes Assistant
1.2. Pre-Audit DV, checks the

completeness of documentary Pre-Audit
None 5 Minutes
requirements and indicate Analyst
journal entries
1.3. Review the completeness of
documents, check journal None 3 Minutes Head of Payroll
entries and sign on DV
1.4. Indicate Cash/Fund Availability Cash/Fund
None 3 Minutes
on DV Controller
None 1 Day Director
None 3 Minutes
415
1 Day, 17
TOTAL: None
Minutes
17. Processing of voucher for Lecturer, Student Assistant (SA),
Graduate Assistant (GA) and Professor Emeritus
Processing of voucher for payment to Lecturer, Student Assistant (SA), Graduate
Assistant (GA) and Professor Emeritus
Office or
Division:
Type of
Transaction:
1. Appointment
2. DTR
3. Duly Approved ObR/ Budget Utilization

Request (BUR) Requesting Party
4. Certificate of Service if Honoraria of Emeritus
Note: Signature on DV of OVCSA for SA and

GA
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 1 Minute
complete and assign DV Number Personnel
documents
tracking system
completeness of documentary Pre-Audit
None 1 Day
requirements and indicate journal Analyst
entries
documents, check journal entries None 1 Day Head of Payroll
and sign on DV
1.4. Indicate Cash/Fund Availability Cash/Fund
None 3 Minutes
on DV Controller
416
1.5. Approval Box B of the
None 1 Day Director
1.6. Release Disbursement Voucher
Releasing
to UPD Cash Office None 3 Minutes
Personnel
3 Days, 12
TOTAL: None Minutes
18. Processing of voucher for promotion

Processing of voucher for salary due to promotion
Office or
Division:
Type of
Transaction:
1. Notice of Promotion
2. Certificate of Assumption to Duty Requesting Party
3. Duly Approved ObR

FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 1 Minute
documents
2. Encode DV information in the
tracking system
3. Pre-Audit DV, checks the
Pre-Audit
completeness of documentary
None 1 Day Analyst
journal entries
4. Review the completeness of
and sign on DV
5. Indicate Cash/Fund Availability Cash/Fund
None 3 Minutes
on DV Controller
417
6. Approval on Box B of the 1 Day
None Director
7. Release Disbursement Voucher Releasing
None 3 Minutes
3 Days,
TOTAL: None Minutes
19. Processing of voucher for Step Increment

Processing of voucher for Step Increment
Office or
Division:
Type of
Transaction:
1. Notice of Step Increment Requesting Party
2. Duly Approved ObR
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 1 Minute
documents
1.1. Encode DV information in the None 3 Minutes Encoder
tracking system
completeness of documentary None 1 Day Pre-Audit
entries
None 1 Day Head of Payroll
documents, check journal entries
and sign on DV
1.4. Indicate Cash/Fund Availability None Cash/Fund
3 Minutes
on DV Controller
1.5. Approval on Box B of the None 1 Day Director
1.6. Release Disbursement Voucher None Releasing
3 Minutes
418
3 Days, 10
TOTAL: None Minutes
20. Processing of voucher for Honorarium (Original Additional

Assignment)
Processing of voucher for Honorarium (Original Additional Assignment)
Office or
Division:
Type of
Transaction:
1. Appointment
2. Certificate of Service
Requesting Party
4. Duly Approved ObR/BUR
Notes:
1. Renewal of Additional Assignment- no need to
attach Certificate of Assumption to Duty
2. For Building Admin.istrators – notation of the
Building Coordinator on the DV
3. For NSTP Coordinators – notation of NSTP
Director on the DV
4. For regular employees with Limited Practice
Profession (LPP) – please see requirements for
Professional Services under MOOE
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 1 Minute
documents
tracking system
419
entries
None 1 Day Head of Payroll
documents, check journal entries
and sign on DV
3 Minutes
on DV Controller
1.5. Approval on Box B of the None 1 Day
Director
None 3 Minutes
3 Days, 10
TOTAL: None Minutes
21. Processing of voucher for Committee Honorarium

Processing of voucher for Committee Honorarium
Office or
Division:
Type of
Transaction:
1. Approval of the Chancellor on creation of the
committee
2. Office Memo – for support staff (if no name
is indicated in the creation of committee)
Requesting Party
4. Attendance Sheet
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
420
1. Submission of
None 1 Minute
documents
tracking system
completeness of documentary None Pre-Audit
1 Day
journal entries
and sign on DV

3 Minutes
on DV Controller
1.5. Approval on Box B of the None 1 Day
Director
3 Minutes
3 Days, 10
TOTAL: None Minutes
22. Processing of voucher for Project Honorarium

Processing of voucher for Project Honorarium
Office or
Division:
Type of
Transaction:
1. Appointment/Office Memo
Requesting Party
3. BUR
4. Approved Line Item Budget (LIB)
PERSON
FEES PROCESSING
TO TIME
E
421
BE
PAID
1. Submission of
None 1 Minute
complete and assign number Personnel
documents
tracking system
1 Day
journal entries
and sign on DV
1.4. Check LIB, Purpose, Fund
None Cash/Fund
Balance and Indicate Cash 7 Minutes
Controller
Availability on DV
3 Minutes
3 Days, 14
TOTAL: None Minutes
23. Processing of voucher for honorarium of Bids and Awards

Committee (BAC)
Processing of voucher for honorarium of Bids and Awards Committee (BAC)
Office or
Division:
Type of
Transaction:
1. Office Order creating and designating the
BAC composition
Requesting Party
2. Minutes of Meeting
3. Notice of Award
422
4. Certification that the procurement involves
Competitive Bidding
5. Attendance Sheet
6. Duly approved ObR/BUR
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 1 Minute
documents
tracking system
entries
and sign on DV
1.4. Check LIB, Purpose, Fund
None Cash/Fund
Balance and Indicate Cash 8 Minutes
Controller
Availability on DV
3 Minutes
3 Days, 15
TOTAL: None Minutes
24. Processing of voucher for Thesis Honorarium

Processing of voucher for Thesis Honorarium
Office or
Division:
Type of
Transaction:
423
1. Approval Sheet

Requesting Party
3. Report of Examination – Action of the Panel
Note: Signature on DV by the VCAA

FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
journal entries
and sign on DV
None Cash/Fund
1.4. Indicate Cash Availability on DV 3 Minutes
Controller
3 Minutes
3 Days, 11
TOTAL: None Minutes
25. Processing of voucher for Overload Honorarium

Processing of voucher for Overload Honorarium
Office or
Division:
Type of
Transaction:
424
1. Certification from the Dean of College that
Overload is excess of the regular load or outside
the regular office hours
2. Schedule of classes indicating the
designated teaching personnel
3. Certificate of Actual Conduct of Classes
Requesting Party
4. Approved Faculty Service Record (FSR)
5. Certification of Submission of Grades – noted

by the College Secretary and Dean
6. Duly approved ObR
Note: Signature On DV by the VCAA

FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
1.1. Encode DV information in the None
3 Minutes Encoder
tracking system
1.2. Pre-Audit DV, checks the None
completeness of documentary 1 Day Pre-Audit
entries
1.3. Review the completeness of None
documents, check journal entries 1 Day Head of Payroll
and sign on DV
3 Minutes
on DV Controller
1.5. Approval on Box B of the None
1 Day Director
3 Minutes
3 Days, 11
TOTAL: None Minutes
425
26. Processing of voucher for E-Hope
Processing of payment for hospitalization expenses
Office or
Division:
Type of
Transaction:
3. Approved Application Form
4. Billing/Official receipts (OR) Requesting Party
5. Checklist for FAPHE reimbursement
6. Summary of Expenses
Note: Signature by HRDO Director-DV Box A

FEES
BE TIME RESPONSIBLE
PAID
1. Submission of
None 2 Minutes
documents
tracking system
entries
and sign on DV

3 Minutes
on DV Controller
426
3 Minutes
3 Days,
TOTAL: None Minutes
27. Processing of voucher for Overtime services

Processing of voucher for Overtime services
Office or
Division:
Type of
Transaction:
Requesting Party
3. Request for overtime approved by the
Chancellor
4. Daily Time Record
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
journal entries
and sign on DV
427
3 Minutes
on DV Controller
3 Minutes
3 Days, 11
TOTAL: None Minutes
28. Processing of voucher for Terminal Leave
Processing of voucher for Terminal Leave
Office or
Division:
Type of
Transaction:
3. Application For Terminal Leave
4. University Clearance
5. Certificate of Clearance
Requesting Party
6. Service Record
7. Last Appointment
8. SALN
Additional requirement for deceased employee:

1. Designation of Next of Kin issued by the
Chancellor
2. Deed of Waiver of Rights
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
428
tracking system
completeness of documentary None 1 Day Pre-Audit Staff
journal entries
and sign on DV

3 Minutes
on DV Controller
3 Minutes
3 Days, 11
TOTAL: None Minutes
29. Processing of voucher for Faculty Sick Leave (FSL)

Processing of voucher for Faculty Sick Leave (FSL)
Office or
Division:
Type of
Transaction:
3. Application for Faculty Sick Leave
Requesting Party
6. Service Record
7. Last Appointment
8. SALN
429
Chancellor
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
journal entries
and sign on DV
3 Minutes
on DV Controller
3 Minutes
3 Days, 11
TOTAL: None Minutes
30. Processing of voucher for Expanded Service Recognition Pay

(ESRP)
Processing of voucher for Expanded Service Recognition Pay (ESRP)
Office or
Division:
Type of
Transaction:
430
3. Application for ESRP
Requesting Party
6. Service Record
7. Last Appointment
8. SALN

Chancellor
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
None 2 Minutes
documents
tracking system
1 Day
journal entries
and sign on DV

3 Minutes
on DV Controller
3 Minutes
3 Days, 11
TOTAL: None Minutes
431
31. Processing of voucher for Retirement Gratuity
Processing of voucher for Retirement Gratuity
Office or
Division:
Type of
Transaction:
3. Gratuity Approval – Chancellor
5. Certificate of Clearance Requesting Party

6. Service Record
7. Last Appointment
8. SALN
9. Letter of Intent to retire if Optional GSIS

Approval
Chancellor
Notes:
1. All photocopy of documents must be certified
true copy by the unit (signature over printed
name)
2. Signatories on the DV are:
Box A- Admin.istrative Officer, Admin.istrative
Assistant, Secretary, Project Leader or any
responsible staff
Box D-P50,000.00 and below shall be the Dean,
Director or Head of Unit
Above P50,00.00 approving officer shall be the
Vice Chancellor who supervises the college/unit
ReMinutesders:
432
1. No two signatories should appear on the
Disbursement Voucher, i.e., no two boxes should
be signed by the same person
2. Unless so specified in the notice of
appointment, OIC are authorized to approve on
Box D for amounts P50,000.00 and below.
3. Claimant on the DV cannot sign on the DV.
These are Minutesimum requirements -other
documents may be required If necessary
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
1. Receive Disbursement Voucher
voucher with Receiving
and assign number None 2 Minutes
complete Personnel
documents
2. Encode DV information in the
tracking system
3. Pre-Audit DV, checks the
completeness of documentary 1 Day Pre-Audit
None
journal entries
4. Review the completeness of
and sign on DV
5. Indicate Cash/Fund Availability Cash/Fund
None 3 Minutes
on DV Controller
6. Approval on Box B of the
None 1 Day Director
7. Release Disbursement Voucher Releasing
None 3 Minutes
3 Days, 11
TOTAL: None Minutes
32. Processing of Purchase Request (PR)

Processing of Purchase Request (PR)
Office or
Division:
Type of
Transaction:
433
1. Duly funded Purchase Request by the DBO if
amount is more than P50,000.00 or PR
amounting to more than P50,000.00 charged Requesting Party
against Trust Fund
2. Line-item Budget
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
1. Receive and assign Purchase Receiving
PR with complete None 2 Minutes
Request Number Personnel
documents
1.1. Encode Purchase Request None 3 Minutes Encoder
information in the database
1.2. Certify funds
available/Consistent with the None 5 Minutes Fund Controller
purpose of the Trust Account
1.3. Approval on PR as to None 1 Day Director
certification of fund
1 Day, 10
TOTAL: None Minutes
33. Processing of Requisition Issue Slip (RIS)

Processing of Requisition Issue Slip (RIS)
Office or
Division:
Type of
Transaction:
1. Duly funded RIS by the DBO if amount is
more than P50,000.00 or RIS amounting to
more than P50,000.00 charged against Trust Requesting Party
Fund
2. Line-item Budget
434
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
Receiving
RIS with complete 1. Receive and assign RIS Number None 2 Minutes
Personnel
documents
1.1. Encode RIS Information in
database
1.2. Certify Funds
Available/Consistent with the None 5 Minutes Fund Controller
purpose of the Trust Account
1.3. Approval on RIS None 1 Day Director
1 Day, 10
TOTAL: None Minutes
34. Issuance/Releasing to units/colleges of returned vouchers

for compliance of documentary requirements
Issuance/Releasing to units/colleges of returned vouchers for compliance of
documentary requirements
Office or
Division:
Type of
Government to Government/ Government to Citizen
Transaction:
1. Disbursement Voucher for return with Referral Requesting Party
Slip
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Receiving of 1. Release DV to unit concerned
Releasing
voucher with together with log sheet for unit’s None 2 Minutes
Personnel
Referral Slip acknowledgment
1.1. Encode in database that DV has Releasing
None 1 Minute
been released to unit Personnel
435
35. Issuance of PhilHealth Forms CSF and CF-1, MDR and
Certificate of contributions
Issuance of PhilHealth Forms CSF and CF-1, MDR and Certificate of contributions
Office or
Division:
Type of
Transaction:
Who may avail: UP employees
1. PhilHealth Forms Hospital or UPD Accounting Office
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
duly Receiving
1. Receive forms None 1 Minute
accomplished Personnel
forms
1.1. Verify deductions, prepare and
None Admin.
print Certificate of Remittance 20 Minutes
Assistant
and MDR
1.2. Accomplish Philhealth Claim
Signature Form (CSF) and Claim None Admin.
5 Minutes
Form-1 (CF-1) Employer’s Assistant
Certification portion
1.3. Review and sign certification, None 3 Minutes Head of Payroll
CSF and CF-1
2. Receive
2. Release certification, CSF, CF-1 None Releasing
certification and 1 Minute
and MDR Personnel
forms
436
36. Issuance of Certificate of loan payment to GSIS and Pag-Ibig
Issuance of Certificate of loan payment to GSIS and Pag-Ibig
Office or
Division:
Type of
Transaction:
1. Request Form UPD Accounting Office
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Fill out Request Receiving
1. Receive request form None 1 Minute
Form Personnel
1.1. Verify payroll deductions, prepare
and print Certificate of None 5 Days Admin. Aide
Remittance
1.2. Review and sign certification None 10 Minutes Head of Payroll
None Releasing
1.3. Release certification 1 Minute
Personnel
5 Days, 12
TOTAL: None Minutes
37. Issuance of Statement of Salary and Deductions in lieu of lost pay

slip
Issuance of Statement of Salary and Deductions in lieu of lost pay slip
Office or
Division:
Type of
Transaction:
1. Request Form or Letter Request UPD Accounting Office or Requesting Party
437
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Fill out Request
1. Receive request form or Letter Receiving
Form or submit None 1 Minute
Request Personnel
Letter Request
1.1. Verify records and prepare
Statement of Salary and None 5 Days Admin. Aide
Deductions
1.2. Review and sign statement None 10 Minutes Head of Payroll
None Releasing
Personnel
5 Days, 12
TOTAL: None Minutes
38. Issuance of Certificate of GSIS, Pag-Ibig and other contributions

Issuance of Certificate of GSIS, Pag-Ibig and other contributions
Office or
Division:
Type of
Transaction:
1. Request Form
Requesting Party
2. Copy of Service Record
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
Request Form 1. Receive Request Form and copy Receiving
None 1 Minute
with copy of of Service Record Personnel
Service Record
1.1. Verify payroll deductions,
None Admin.
prepare and print Certificate of 5 Days
Assistant
Remittance
438
1.2. Review and sign certification None 10 Minutes Head of Payroll
None Releasing
Personnel
5 Days, 12
TOTAL: None Minutes
39. Issuance of Certification for Clearance, Cash Advance/Financial

Assistance/Study Grant, withholding tax obligation, overpayment of
salaries & other benefits and disallowance
Issuance of Certification for Clearance, Cash Advance/Financial Assistance/Study
Grant, withholding tax obligation, overpayment of salaries & other benefits and
disallowance
Office or
Division:
Type of
Transaction:
1. Duly Accomplished Clearance Form
UP HRDO
2. Service Record
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
Request Form Receiving
1. Receive Clearance None 1 Minute
with copy of Personnel
Service Record
1.1. Verify records and prepare
certification that no outstanding
cash advance, no outstanding
financial assistance, no None Admin.
1 Day
unremitted collections, no Assistant
contractual obligations and sign
on the certification and forward to
Payroll Section
439
1.2. Verify records and check if there
are payroll None Admin.istrative
3 Days
obligations/accountability and Officer
sign certification
1.3. Verify records for tax obligation None 30 Minutes Accountant
and sign certification
1.4. Sign certification and Box No. 17 None 2 Minutes Director
of the Clearance
1.5. Record and release Clearance None 1 Minute Releasing Staff
4 Days, 37
TOTAL: None Minutes
40. Processing of Contract of Services and Job Orders of project

personnel
Processing of Contract of Services and Job Orders of project personnel
Office or
Division:
Type of
Transaction:
1. Duly accomplished Contract of Services
(COS) or Job Order (JO) Requesting Party
2. Duly approved Line-Item Budget
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Submission of
1. Receive duly accomplished Receiving
Certificate of None 1 Minute
COS/JO Personnel
Service/JO
Admin.
1.1. Encode receipt of COS/JO None 2 Minutes Assistant
1.2. Review COS/JO in accordance

with the approved Line-Item None 1 Day Fund Controller
Budget
440
1.3. Signature on the duly processed
None 1 Day Director
COS/JO
2. Receive duly Admin.
processed 2. Release Status of Fund/statement None 1 Minute Assistant
COS/JO
2 Days, 4
TOTAL: None Minutes
41. Issuance of Status Fund and Statement of Collections for Trust

Accounts
Issuance of Status Fund and Statement of Collections for Trust Accounts
Office or
Division:
Type of
Transaction:
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Receive Letter Request None 1 Minute
1.1. Encode receipt of Letter Request Admin.
for recording and monitoring None 2 Minutes Assistant
purposes
1.2. Prepare Status of
None 2 Days Fund Controller
Fund/statement
1.3. Review and initial of Status of
Fund/statement
1.4. Signature on the Status of
None 1 Day Director
Fund/statement
2. Receive Status Admin.
2. Release Status of
of Fund/ None 1 Minute Assistant
Fund/statement
statement
3 Days, 34
TOTAL: None Minutes
441
42. Issuance of reply to all forms of communication/correspondence
Replying to all forms of communication/correspondence received by the office
Office or
Division:
Type of
Transaction:
2. Letter, correspondence Requesting Party
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1. Receive letter/correspondence None 1 Minute
letter Personnel
1.1. Record letter/correspondence for None Admin.
2 Minutes
monitoring Assistant
1.2. Forward letter/correspondence to None Admin.
1 Minute
concerned Section Head Assistant
1.3. Act on the letter/correspondence,
make a reply and submit to the None 1 Day Section Head
Director
1.4. Approval of letter reply None 1 Day Director
1.5. Deliver the letter to the concerned
None 15 Minutes Messenger
party
2 Days, 19
TOTAL: None Minutes
43. Issuance of original documents for cancelled check

Issuance of original documents for cancelled check
Office or
Division:
Type of
Transaction:
Who may avail: UP units/colleges, Up employees
442
2. Copy of Letter Request for Cancelled Check
from UPD Cash Office UPD Cash Office
FEES
PERSON
TO PROCESSING
BE TIME
E
PAID
1.1. Receive letter request None 1 Minute
1.2. Record letter request for None Admin.
2 Minutes
monitoring Assistant
1.3. Forward letter to Administrative None Admin.
1 Minute
& Records Section Assistant
1.4. Look for the needed documents,
pull out original documents but Records
None 10 Minutes
attached photocopy to the Assistant
bundle
Admin.
1.5. Release documents None 1 Minute
Assistant
443
Diliman Budget Office
(DBO)
Internal Services
444
1. Processing of Obligation Request (ObR) / Budget Utilization
Request (BUR)
Payments of claims for different types of expenses.
Office or Division: U.P. Diliman – Budget Office
Who may avail: U.P. Diliman Units/ Offices
Payment of Salary – Original Appointment
(Note: For Renewal, Only First 3 Items Are Required)
1. ObR (1 Original, 2 Photocopies)
2. Disbursement Voucher (1 Original, 2 Requesting Party
Photocopies)
Human Resource Development Office – Copy of
3. Copy of Appointment Appointment Section
4. Certificate of Service (COS) – For
Faculty Members & Research,
Extension and Professional Staff
(REPS) or Daily Time Record (DTR) –
For Administrative Personnel
6. Statement of Assets & Liabilities
(SALN)
7. Oath of Office Requesting Party
8.1. Photocopy/ies of Birth Certificate/s
for Dependent Children
8.2. For Married Individual –
Photocopies of Marriage Certificate
8.3. If not previously employed -
Certificate of “No Previous
Employer”
8.4. If Previously Employed-BIR Form
2316 for the Current Year from
previous employer
9. Tax Identification Number (TIN) Or Duly
Accomplished BIR Form 1902 (If no Bureau of Internal Revenue
TIN)
445
10. Bank Account Number (LBP/DBP/PVB *Preferred Bank
Payroll Account*)
11. Government Service Insurance System Human Resource Development Office – Benefits
Business Partner Number (GSIS-BPN) Section
12. Pag-IBIG Number Pag-IBIG Fund Office
13. Philhealth Number Philhealth Office

14. Certificate of Last Salary Received (for Previous Employer
transferees only)
Payment for Lecturer/ Student Assistant (SA) / Graduate Assistant (GA) / Professor
Emeritus

Requesting Party
2. Disbursement Voucher (1 Original, 2
Photocopies)
3. Copy of Appointment Appointment Section
4. DTR – Lecturer/SA/GA Requesting Party

5. COS – Honorarium of Emeritus
Payment for Promotion / Step Increment

2. Disbursement Voucher (1 Original, 2 Requesting Party
Photocopies)
4. Notice of Salary Adjustment / Step Human Resource Development Office – Copy of
Increment Appointment Section
Payment for Honorarium - Additional Assignment/Renewal
Notes (Additional Assignment):
 Renewal of Additional Assignment-No need to attach Cert. of Assumption to Duty

 For Building Administrators – Notation of the Building Coordinator on the DV
 For NSTP Coordinators – Notation of NSTP Director on the DV
 For regular employees with Limited Practice Profession (LPP) – please see requirements for services
charged to Maintenance and Other Operating Expenses (MOOE)
Requesting Party
Photocopies)
3. Certificate of Service (COS)
4. Certificate of Assumption to Duty Requesting Party
446
5. Copy of Appointment
Appointment Section
Payment for Honorarium – Project/Committee
Photocopies)
3. COS
4. Copy of Appointment/Office Memo –
For project based personnel
5. Approval of the Chancellor on the Requesting Party
creation of committee – For Committee
6. Office Memo – for Support Staff (if
name is not specified in the creation of
committee) – For Committee
7. Attendance Sheet – For Committee
8. Certified True Copy of Approved Letter
Request
Payment for Thesis Honorarium
(Note: Signature On DV by the Office of the Vice Chancellor for Academic Affairs)

Photocopies) Requesting Party
3. Approval Sheet
4. Report of Examination Results – Action
of the Panel
Payment for Overload Honorarium

Photocopies)
3. Certification from the Dean of College
that the overload honorarium being paid
is in excess of the regular load
Requesting Party
4. Schedule of classes indicating the
designated teaching personnel
5. Certificate of Actual Conduct of
Classes
6. Certification of Submission of Grades –
noted by the College Secretary and
Dean
7. Approved Faculty Service Record Office of the Vice Chancellor for Academic Affairs
(FSR)
447
Payment for Enhanced Hospitalization Programme (eHOPE)

Requesting Party
Photocopies)
Human Resource Development Office – Benefits
3. Approved Application Form Section
4. Billing/official receipts (OR) From the hospital

Human Resource Development Office – Benefits
5. Checklist for FAPHE Reimbursement Section
6. Summary of Expenses Requesting Party

Payment for Overtime

3. Request for Overtime Approved By The
Chancellor
4. Daily Time Record
Payment for Terminal Leave/Faculty Sick Leave/Expanded Service Recognition
Pay(ESRP)/Retirement Gratuity
Notes: Additional Requirement for Deceased Employee
 Designation of Next of Kin issued by the Chancellor
 Deed of Waiver of Rights
Requesting Party
Photocopies)
3. Application for Terminal Leave/Faculty Human Resource Development Office – Benefits
Sick Leave/ESRP Section
4. Copy of Chancellor’s approval on Requesting Party
application for retirement
5. University Clearance Human Resource Development Office – Benefits
Section
7. Service Record Appointment Section
8. Copy of Last Appointment

9. Statement of Assets & Liabilities Requesting Party
(SALN)
10. Letter of Intent to Retire If Optional
448
11. GSIS Approval – For Retirement GSIS Office
Gratuity
Payment to Suppliers of Equipment / Supplies and Other Materials
1. ObR / BUR (1 Original, 2 Photocopies)

2. Purchase request (1 Original, 2
Photocopies) (1 Original, 2
Photocopies)
3. Purchase Order (received by COA and
Requesting Party - PHP 50,000 and below
supplier 5 days after delivery) – only for
direct payments to suppliers (not Procurement Office - PHP 50,001 and above
required for reimbursements)
4. Original Invoice Supplier
5. Agency Procurement Request (for
supplies purchased thru Procurement Procurement Office
Service)
Requesting Party (see Memo No. RAL 2018-02
6. Inspection and Acceptance Report for signing authority)
7. Three (3) Canvasses for purchases in a
single receipt amounting to P1,000.00 Suppliers
and above
8. Certificate of Exclusive Distributorship Suppliers
(if supplier is the sole distributor);
9. Certificate that the item purchased has
no suitable substitute due to
compatibility to existing
equipment/nature of
chemical/laboratory supplies being Requesting Party
purchased.
10. Certification that items purchased are
not locally available in the market (if
purchased abroad)
11. Bid Documents Procurement Office
Slip (ICS) for items less than P15,000 Requesting Party (see Memo No. RAL 2018-02
with serviceable life of more than one for signing authority)
year but small enough to be considered
as Property, Plant and Equipment
13. Duly accomplished Property Requesting Party
Acknowledgment Receipt (PAR) for
449
items with unit cost of PHP 15,000 and
above.
supplies with unit cost of P1,000.00 and
above, attach justification if volume of
supplies purchased exceeds the normal
15. Copies from SPMO-Statement of Non-
Availability of Stocks (SNAS) and DBM-
http://portal.spmo.upd.edu.ph/ - for SNAS
Procurement Service – Certificate of
Non-Availability of Stocks (PS CNAS) http://ps-philgeps.gov.ph/ - for CNAS
for Common-Use Supplies (Memo No.
RAL 2018-01)
16. Detailed cost estimate of materials and
labor –for purchase of items for major Campus Maintenance Office
repairs/construction/assembly
17. APP received by the Procurement
Office Requesting Party
18. Copy of Approved Letter Request
Cash Advance for Local / Foreign Travel

Photocopies)
Photocopies)
4. Travel Order
5. Approval of funding/request to travel c/o
Requesting Party
HRDO and Chancellor (if applicable)
6. Promissory Note (settlement should be
made 30 days from return date for local
travels, 60 days from return date for
foreign travels)
7. Proposed Itinerary of Travel (Daily
Travel Expenses in accordance with
Executive Order 77 s. 2019)
8. Copy of UNDP DSA rate (for Foreign https://documents.aucegypt.edu/Docs/Policies/Per
Travel Only) diem%20Rates.pdf
9. Copy of the basis for the foreign
exchange rate used to convert foreign Money changer / Bank Receipt
currency to Philippine peso
450
10. Annual Procurement Plan (APP) Requesting Party
Cash Advance of Special Disbursing Officer (SDO) / Financial Assistance to be released
thru Cash Advance (for University-wide Activities)

Photocopies)
Photocopies)
4. Promissory Note
5. Approval of Financial Assistance to be
released thru Cash Advance (for Requesting Party
University-wide Activities)
6. Certified True Copy of Copy of
Appointment as Special Disbursing
Officer
7. Copy of Bond Application - for SDO
9. APP received by the Procurement
Office – for SDO
Reimbursement of Expenses - Supplies

Requesting Party
Photocopies)
3. Official Receipt (for services) or sales
invoice (for goods) with the Supplier
corresponding collection receipt
Receipts (CENRR) per COA Cir. 2017- Requesting Party
001 dated June 29,2017) for expenses
not more than PHP 300.00
Requesting Party (see Memo No. RAL 2018-02
5. Inspection and Acceptance Report for signing authority)
7. Three (3) Canvasses for purchases
P1,000.00 and above
8. Copy of Statement of Non-Availability of http://portal.spmo.upd.edu.ph/ - for SNAS
Stocks (SNAS) and DBM-Procurement
http://ps-philgeps.gov.ph/ - for CNAS
Service – Certificate of Non-Availability
451
of Stocks (PS CNAS) for Common-Use
Supplies (Memo No. RAL 2018-01)
supplies with unit cost of P1,000.00 and
above, attach justification if the supplies
procured exceeds the normal
Slip for items less than P15,000 with Requesting Party
serviceable life of more than one year
but small enough to be considered as
Property, Plant and Equipment
11. Annual Procurement Plan received by
the Procurement Office
Payment/Reimbursement of Gasoline, Oil and Lubricants

Requesting Party
Photocopies)
Photocopies)
4. Purchase Order (received by COA 5
days after delivery and by supplier) –
only for direct payments to suppliers, Procurement Office - PHP 50,001 and above
not required for reimbursements
5. Inspection and Acceptance Report
6. Pre-numbered Trip Ticket
Requesting Party
7. Certification from unit head that
gasoline purchased was consumed
officially
8. Copy of Campus Maintenance Office
Job Request if gasoline was used for Campus Maintenance Office
grass cutting.
9. APP received by the Procurement Requesting Party
Office
Payment/Reimbursement of Communication (Landline, Mobile Line, Internet)

Photocopies)
452
5. Official Receipts / Bill / Statement of Supplier
Account
6. Certification that calls made are official
7. Payment based on the current amount
due or total charges whichever is lower Requesting Party
Payment/Reimbursement of Transportation and Delivery Expenses

Photocopies)
5. List of route with corresponding amount
of transportation expenses incurred
6. Certification of Expenses Not Requiring Requesting Party
Receipts (CENRR) per COA Circular
No. 2007-001
7. Taxi Receipt Taxi Driver
8. UBER / Grab receipts supported by Grab Driver / Uber Driver
RER / CENRR
9. Justification on the need to avail the
transport service over customary Requesting Party
modes of transportation
10. Three (3) Canvasses for rentals
P1,000.00 and above
Additional requirements for van rentals Supplier
from informal providers:
 Properly accomplished RER
453
 Photocopies of the payee’s valid
identification card showing
his/her signature
11. Annual Procurement Plan received by Requesting Party
Payment/Reimbursement of Repairs and Maintenance

Requesting Party
Photocopies)
Photocopies)
5. Official Receipts / Bill / Statement of Supplier
Account
6. Inspection and Acceptance Report
7. Pre-repair Inspection
8. Report of Waste Material for replaced Requesting Party
parts duly received by SPMO
9. Post Repair Inspection Report / Service
Report accepted by end-user
10. Cost Estimate of Materials and Labor of
Office of Campus Architect/Campus Office of Campus Architect / Campus
Maintenance Office/ In-house Maintenance Office
carpenters on repair/repainting of
building/office.
11. Warranty of repairman
Requesting Party
Payment/Reimbursement of Food Purchases

Requesting Party
Photocopies)
Photocopies)
4. Purchase Order (received COA 5 days
after delivery and by supplier) – only for Procurement Office - PHP 50,001 and above
454
direct payments to suppliers, not
required for reimbursements
5. Official receipt / Invoice with copy of
order slip (number of persons indicated
in the official receipt should not exceed Supplier
the number of participants in the
attendance sheet)
6. Confirmation and Signed Attendance
7. Agenda / Outline of matters to be
discussed / Notice of Meeting
8. Three (3) Canvasses if through catering
service provider
9. Meal reimbursement allowed for official
drivers, messengers and liaison
Requesting Party
personnel under Memo VCY 2019-021
10. Justification from the unit head / project
leader on why the meeting was held
outside the campus
12. Approval of event/seminar/activity by
the Chancellor – if applicable
Payment to Professional / General Services

Photocopies)
3. Contract of Service / Job Order
4. Daily Time Record or Certificate of
Service Rendered
5. Certified True Copy of Chancellor’s
approval on permission to engage
Requesting Party
Limited Practice of Profession (LPP) in
the specific period covered
6. Additional requirements for Non-UP
Contractual employees:
 Accomplished PhilHealth
Member Registration Form
(PMRF)/Table of required
PhilHealth information (see
Memo VCY 2018-019)
455
 In case of voluntary remittance of
PhilHealth contributions, attach
official receipt indicating name of
the member as well as the
covered period of said
contribution
7. For PAKYAW
 Approval/Authority from the
Chancellor to enter to Pakyaw
(applicable to labor services) per
Memo No. CAS 11-048 dated 29
November 2011
 Three (3) Canvass from Pakyaw
Groups
 Certificate of Completion

1. Submit to
1. Receives and
UPD Budget Administrative Aide IV
Checks the supporting None 5 Minutes
Office Budget Office
documents
1.1 Assigns ObR/BUR

Administrative Aide IV
Number, Stamps Date,
(ObR) / Administrative
and distributes to None 5 minutes
Aide VI (BUR)
assigned Budget Budget Office
Officer
1.2 Reviews, None
Budget Officer
Evaluates and Records 25 Minutes Budget Office
the ObR/BUR
1.3 Reviews action None
Division Head
taken by the budget 10 Minutes Budget Office
officer
1.4 Certifies as to None Director

5 Minutes Budget Office
validity of Obligation/
456
Utilization and fund
availability
TOTAL None 50 Minutes
2. Issuance of Budget Clearance on Letter Request / Purchase

Request
To identify funding source and establish validity of obligation.
Office or
UPD BUDGET OFFICE
Division:
Type of
Transaction:
Who may
UP Diliman Units / Offices
avail:
1. Letter Request
 Must indicate amount requested Requesting Party
 Justification / Purpose
 Breakdown of expenses
2. Purchase Request
 Line Item Budget
 At least three (3) quotations / Requesting Party/Supplier
canvasses
 Chancellor’s approval if
necessary
FEES TO PROCESSING
CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE
BE PAID TIME
1. Submit to
1. Receives and Checks None
the supporting 5 Minutes
documents
None Administrative Aide IV

1.1. Assigns Number,
Stamps Date, and
457
forwards to the
Director
None Director
1.2. Assigns to Budget 5 Minutes
Officer Budget Office
1.3. Reviews, None Budget Officer

Evaluates and 1 Day Budget Office
Recommends
None Division Head
1.4. Initials/Comments 30 Minutes Budget Office
1.5. Recommends/
Certifies as to None Director
completeness 5 Minutes Budget Office
and fund
availability
TOTAL: None 1 Day, 1 Hour
3. Processing of Application for Terminal Leave/Retirement Gratuity

Claims for Department of Budget and Management (DBM)
Cash value of a regular employee’s accumulated leave credits whether retiring
compulsory/optional or deceased.
Office or
UPD BUDGET OFFICE
Division:
Type of
Transaction:
Who may avail: UP Diliman Units/ Offices
1. Three (3) sets of
completed/accomplished terminal Human Resource Development Office – Benefits
leave/retirement gratuity requirements Section
set by the Human Resource
Development Office – Benefits Section
458
1. Submit to
1. Receives and checks
completeness of None 5 Minutes
documents
1.1. Assigns number, None Administrative Aide IV

stamps date, and (ObR) / Administrative Aide
forwards to the 5 Minutes VI (BUR)
assigned Budget Budget Office
Officer
1.2. Reviews, None
evaluates, and Budget Officer
prepares letter
request to DBM
None
1.3. Endorses letter Director
5 Minutes
request Budget Office
1.4. Forwards letter None

request to the Administrative Aide III
1 Day (Pause-
Office of the Budget Office
Clock)
Chancellor for
signature
None
1.5. Receives signed Administrative Aide IV
letter request from Budget Office
the Chancellor
1.6. Forwards request None
for funding to Administrative Aide III
1 Day (Pause-
System Budget Budget Office
Clock)
Office for DBM
action
1.7. Receives funding None
memo from 1 Day (Pause- Administrative Aide IV
System Budget Clock) Budget Office
Office
None
1.8. Diliman Budget Budget Officer
Office issues 30 Minutes Budget Office
budget clearance
459
3 Days, 1 Hour,
TOTAL: None
15 Minutes
4. Issuance of Budget Clearance on application for availment of

Service Recognition Pay (SRP) and Faculty Sick Leave (FSL)
Benefits
To issue budget clearance for application of SRP and FSL benefits.
Office or
UPD BUDGET OFFICE
Division:
Type of
Transaction:
Who may avail: UP Diliman Units / Offices
1. Application for Service Recognition Pay Requesting Party
(SRP) or Faculty Sick Leave (FSL)
2. Service Record Appointment Section
1. Submit to
UPD Budget 1. Receives and Checks None 5 Minutes Administrative Aide IV
Office supporting documents Budget Office
1.1. Assigns number,

Stamps date, and None
5 Minutes Administrative Aide IV
distributes to Budget Office
assigned Budget
Officer
1.2. Reviews, Evaluate Budget Officer
and Process the None 10 Minutes Budget Office
Application
1.3. Reviews/Initials None 5 Minutes Division Head

Budget Office
460
1.4. Signs the None Director
5 Minutes
application Budget Office
461
Diliman Cash Office
(DCO)
External Services
462
1. Releasing of Check(s) to Individual
Releasing of checks to individual as payment for Services, Stipends, Allowances,
Honoraria to Non-UP Contractual/Job Order, etc.
Office or Division: UP Diliman Cash Office (UPDCO)
Who may avail: Students, Non-UP Contractual, Job Order
If the Check/s will be claimed by the

Payee: GSIS, SSS, Pag-IBIG, LTO, DFA, BIR, Post Office,
1. UP Identification Card (ID) or any Professional Regulation Commission and UP OUR
Government Issued ID
If the check/s will be claimed by a

representative:
1.Authorization Letter to claim check Requesting Party
duly signed by the payee or Special
Power of Attorney (SPA)
2.ID of Payee (Original & photocopy)
3.ID of Authorized Representative
(Original & photocopy)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. If claimant is the 1. Reviews
Payee: and verifies
documents /
Presents valid
Identification
Identification Card (ID)
1.1.
1.1. If claimant is not
Releasing
Payee: Check Releasing Personnel
staff pulls out None 5 Minutes
Presents requirements check/s from Check Releasing
the check bin.
1.2.Pulls out
Warrant
Registry &
Disbursement
Voucher(DV)
463
if still
available.
2. Payee/Authorized 2. Presents
representative signs appropriate
on Warrant Registry Warrant
and Disbursement Registry and
Voucher (DV) if still Disbursement
available Voucher (DV)
(if still
2.1.Receives check(s)
available) to
payee /
authorized
representative
None 5 Minutes Check Releasing Personnel
for signature
on the Check Releasing
“Received by”
portion.
2.1 Releases
Check(s) to
the payee /
authorized
representative
2. Releasing of Check(s) to Suppliers and Contractors/Stakeholders

Releasing checks as payment for Services and Goods delivered by
Suppliers/Stakeholders
Type of Transaction: Government to Government / Government to Business
Government Agencies, LGU’s, GOCC’s and other Government / Private
Who may avail:
Instrumentalities, Stakeholders, etc.
464
If the Check/s will be claimed
Owner/Co-Owner/Incorporators
1. Department of Trade & Industry
(DTI) or Securities & Exchange Company
Commission (SEC) (front page and list
of incorporators only) or Business
Permit 2. Government Issued or
Company Identification Card (ID)
3. Official/Collection Receipt
If the check/s will be claimed by
Authorized collector
1.Duly signed Authorization Letter /
Special Power of Attorney (SPA) (valid
until the end of the year unless
terminated)
2.Original and photocopy of ID of Owners/Co-Owner/Incorporators
Authorizing Person (Owner/Co-
Owner/Incorporators)
3.ID of Collector (Original &
photocopy)
4.Official/Collection Receipt
5.Business Permit / SEC / DTI
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Owner/Co-
1.Receives
Owner/Incorporators/A
and verifies Check Releasing Personnel
uthorized None
documents for Check Releasing
Representative
completeness
Submits requirements
2. Owner/Co- 2.Presents
5 Minutes
Owner/Incorporators appropriate
/Authorized Warrant
representative Registry and Check Releasing Personnel
None
acknowledges Disbursement Check Releasing
receipts by signing on Voucher (DV)
Warrant Register & (if still
DV and indicates available) to
465
Official/Collection payee /
Receipt No. and date. authorized
representative
for signature
on the
“Received by”
portion.
3. Issues Official / 3. Reviews
Collection Receipt Acknowledge
(Payee, Address, ment
Amount, Check Signatures
Details, etc.). and receives Check Releasing Personnel
None
& verifies duly Check Releasing
accomplished
Official/Collec
tion Receipt
(OR/CR). 5 Minutes
4. Receives check(s) 4. Releases

Check/s to
the payee / Check Releasing Personnel
None
authorized Check Releasing
representative
.
4.1 Attaches
Check Releasing Personnel
OR/CR to the None
Check Releasing
DV.
3. Cancellation / Replacement of Checks (Next of Kin)

Process request for replacement of check/s originally payable to a deceased payee
to be change to the designated Next of Kin.
Who may avail: Students, Non-UP Contractual, All Individual, Next of Kin
466
1.Letter of Request for Cancellation
Requesting Party
and Replacement of Check
2. Copy of Designation of Next of Kin From the Office of the Chancellor – UP Diliman
3. Photocopy of Waiver of Quit Claim From the other bona-fide beneficiaries.
4.Actual Check(s) to be replaced UPD Cash Office Check Releasing Section / Payee
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits Letter 1. Receives
Request and other letter request
documents required. together with
the original
check.
1.1 Verifies
and checks
documents if
complete.
Informs
Payee of the
Process of Check Releasing Personnel
None 10 Minutes
Replacement Check Releasing
involving
Accounting
Office.
1.2. Prepares
file copy and
forward
documents to
Accounting
Office for
processing of
replacement.
467
4. Replacement of Stale Check(s)
Process request for reissuance/replacement of staled (6 months old outstanding)
check/s.
Business
Government Agencies, LGU’s, GOCC’s and other Government /Private
Who may avail:
Instrumentalities, Student, Non-UP Contractual, Stakeholders.
1. Actual Stale Check if the check is
UPD Cash Office Check Releasing Section / Payee
with the Payee.
2.Letter of Request for Replacement if
the check was already reported &
Requesting Party
submitted to UPD Accounting
Office/COA (Letter Request)
3. Check Replacement Form (CRF) UPD Cash Office Check Releasing Section
4. Official Receipt for Php 50.00 check
UPD Cash Office Collection Section
replacement fee.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.a. If the check is 1. Receives
with the payee stale check/s,
Present Actual Stale OR and Letter
Check and Letter Request if
Request for any or PHP
replacement. photocopy of 50.00 for
1.b..If the check is not the the
10 Minutes
with the payee corresponding check Check Releasing
Request for photocopy Report of replacem
of the corresponding Stale Checks, ent fee.
Report of Stale submitted to
Checks and Letter UPD
Request for Accounting
replacement. Office /
468
COA if the
check was not
claimed by
the payee.
Provides
payee with
the Check
Replacement
Form (CRF).
Informs the
payee to fill-
out the form.
2. Fill out Check 2. Receives

Replacement Form duly
and secure Official accomplished
Receipt (OR) by CRF, OR
paying Php50.00 as informs payee
check replacement of the
fee. Process of
Replacement
involving
Accounting
Office.
2.1. Prepares None 10 Minutes
Check Releasing
receiving
copy of CRF
and forwards
it together
with the
original stale
check (or
certified
photocopy of
Report of
Stale Check),
OR to UPD
469
Accounting
Office.
2.2. Files
CRF.
PHP
TOTAL: 50.00
20 Minutes
5. Facilitates Request for Stop Payment & Process Replacement for

Facilitates requests for Stop-Payment and process requests for
reissuance/replacement of Lost/Un-Negotiated check(s).
Business
Government Agencies, LGU’s, GOCC’s and other Government / Private
Who may avail:
Instrumentalities, Stakeholders, Student, Non UP Contractual.
1. Affidavit of Loss Attorney (Notary public)
2. Letter Request for Stop Payment
Requesting Party
and Replacement (Letter Request)
3. Official Receipt (Php50.00 Payment
UPD Cash Office Payment Counters
for Check Replacement)
4. Payment of Php200.00 for check
Landbank of the Philippines
Stop Payment
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.a. Submits Letter 1. Receives

Request, Affidavit of and verifies PHP Check Releasing Personnel
5 Minutes
Loss and Official documents 50.00 Check Releasing
Receipt and OR. for the
check
470
1.b. Secure Official 1.1. Prepares replace
Receipt (OR) by Stop Payment ment
paying Php50.00 as Form (SPF). fee.
check replacement
fee.
1.2. Director Director
None 2 Minutes
signs SPF. UPDCO
1.3.Forwards
SPF to OVCA Administrative Aide III
None Pause-Clock
for counter UPDCO
signature
1.4. Vice
Chancellor for Vice Chancellor for
None Pause-Clock Administration
Administration
signs SPF OVCA
1.5. OVCA
forwards the
same
Pause-Clock Administrative Aide III
documents None
back to Cash UPDCO
Office
2. Pay Stop Payment 2. Informs
Fee to the bank. Payee to Pay
Stop Payment 2 Minutes Check Releasing Personnel
Fees to the Check Releasing
bank.
3. Prepares
receiving
copy together
with the
payments and
forwards the Check Releasing Personnel
10 Minutes
said Check Releasing
documents to
the bank.
3. Receives OR for
Bank issues
the Bank Stop
Official
Payment Fee
Receipt (OR)
471
for the Stop
Payment fee
Cash Office
forwards OR
to payee.
Informs
Payee of the
Process
3.2. Bank
Process Stop
Payment
Request and
verifies if
check/s were
negotiated or
not. Bank Personnel
None Pause-Clock
Authorized Depository Bank
Bank
Validates and
certifies then
return to Cash
Office for
check
replacement
3.3. Receives
validated
SPF, OR,
Letter of Check Releasing Personnel
None 1 Minute
Request for Check Releasing
Replacement
& Affidavit of
Loss
3.4. Prepares
receiving copy
of validated
/verified SPF Check Releasing Personnel
and forwards it None 5 Minute
Check Releasing
together with
other
documents to
Accounting
472
Office for
processing
PHP
TOTAL: 50.00
25 Minutes
6. Process requests for Change of Name (Supplier) Misspelled Name

indicated on the DV
Process requests for cancellation and replacement of check (to correct or change
Payee’s/Supplier’s/Stakeholder’s/Contractor’s name).
Government Agencies, LGU’s, GOCC’s and other Government
Who may avail:
Instrumentalities, Suppliers/Stakeholders/Contractors/Units/College
1. Letter of Request for Replacement
Requesting Party
of Name and Replacement of Check(s)
2. Actual Check if the check is with the
Payee.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits Letter of 1.Receives &
Request for verifies Letter
Correction of Name of Request for
from the Cancellation PHP
Originating and Letter 50.00 Check Releasing Personnel
for 10 Minutes
Unit/College request for Check Releasing
together with the Replacement replace
original check. of the ment
cancelled Fee
check
473
1.2. Informs
Payee of the
processing
involving
Accounting
Office
1.3. Updates
Warrant
Registry to
effect and
records the
cancellation
1.4. Prepares
file copy of
the document
and forwards
to Accounting
Office for
reprocessing None 5 Minutes
Check Releasing
of DV
together with
the original
copies of the
supporting
papers.
PHP
TOTAL: 50.00
15 Minutes
7. Collection of Enrollment Related Fees through Computerized

Registration System (CRS) during the Payment Period
Collection of payment of Tuition Fee (UP Form 5) / Change of Matriculation (UP
Form 26) / Dropping (UP Form 26A / Leave of Absence (LOA Form) of UP students
during regular and prescribed payment period.
Office or Division: UP Diliman Cash Office
474
Who may avail: Student or Authorized Representative
1. Modes of Payment
- Cash
- Manager’s/Cashier’s Check
Requesting Party
- Debit Card (Point of Sale) for
payment of Tuition and Change
of Matriculation only
2. Duly assessed Student’s,
Dean’s/College, OUR’s &
Cashier’s/Accounting’s Copy of
any of the following Forms:
UP Form 5 for payment of tuition

College concerned for Regular Students
UP Form 26 for payment of
Office of University Registrar(OUR) for Special/Non-Degree
Students
UP Form 26A for payment of
Dropping
LOA Form for payment of Leave

of Absence
(UP Form)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Proceeds to UPD 1. Receives
Cash Office and duly
presents duly assessed
assessed UP UP Form.
Form Verifies
Cashier
completenes
5 Minutes Collection and Deposit
s of
Section
information
and
signatures
and provides
feedback.
2. Pay the amount 2. Receives
indicated on the payment,
Assesse Cashier
UP Form. counts
d 5 Minutes Collection and Deposit
monies and
Amount Section
/or verifies
cheques.
475
Provide
feedback.
3. Receives 3. Enters
student’s copy of bar code on
the validated UP the
Form, verifies if Computerize
the printed d
validation tallies Registration
with the actual System.
amount paid and
counts change if 3.1 Prints
any, before validation on
leaving the the UP Form
counter. (OR No.,
Date and
Amount) and
issues
validated
Cashier
student’s
copy of UP
Section
Form
together with
the change,
if any.
3.2 Retains
Cashier’s/
Accounting‘s
and OUR’s
copy of UP
Form for
submission
to UPD
Accounting
Office and
OUR.
Assesse
TOTAL: d 15 Minutes
Amount
476
8. Collection of Enrollment Related Fees through Computerized
Registration System (CRS) after Payment Period
Collection of payment of Tuition Fee (UP Form 5) / Change of Matriculation (UP
Form 26) / Dropping (UP Form 26A / Leave of Absence (LOA Form) of UP students
after the regular payment period.
1. Modes of Payment
- Cash Requesting Party
2. Duly assessed Student’s,
Dean’s/College’s, OUR’s &
Cashier’s/Accounting’s Copy of

College concerned for Regular Students
Office of University Registrar(OUR) for Special/Non-Degree
Students
UP Form 26A for payment of
Dropping
LOA Form for payment of Leave

of Absence
(UP Form)
3. Duly approved Letter Request -
Appeal for Late Payment with
endorsement from College Office of the Chancellor (OC)
concerned and Office of
University Registrar (OUR)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Proceeds to 1. Receives
UPD Cash duly
Cashier
Office and assessed
presents duly UP Form
Section
assessed UP and duly
Form together approved
477
with the duly Letter
approved Letter Request -
Request - Appeal for
Appeal for Late Late
Payment Payment.
Verifies
completenes
s of
information
and
signatures.
Provides
feedback.
2. Pays the 2. Receives
amount payment,
indicated on the counts
Assesse Cashier
UP Form. monies and
/or verifies
Amount Section
cheques.
Provides
feedback.
student’s copy bar code on
of the validated the
UP Form, Computerize
verifies if the d
printed Registration
validation tallies System.
with the actual
amount paid 3.1 Prints
and counts validation on
change if any, the UP Form
before leaving (O.R. No.
Cashier
the counter. Date and
Amount)
Section
issues
validated
student’s
copy of UP
Form
together with
the change,
if any.
3.2 Retains
Cashier’s/
Accounting‘s
478
and OUR’s
copy of UP
Form for
submission
to UPD
Accounting
Office and
OUR.
Assesse
TOTAL: d 15 Minutes
Amount
9. Validation of UP Form 5 (Tuition Fee) / UP Form 26A (Change of

Matriculation) during General Registration Period for payment
made through the Authorized Depository Bank
Validation of UP Form 5/26A paid by UP Student through authorized depository
bank.

1. Duly assessed Student’s, College concerned for Regular Students
Dean’s/College’s, OUR’s & Office of University Registrar(OUR) for Special/Non-Degree
Cashier’s/Accounting’s Copy of Students

2. Deposit Slip with bank validation Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
UPD Cash duly Cashier
Office and assessed None 10 Minutes Collection and Deposit
presents: UP Form Section
and bank
479
a) Duly validated
assessed UP Deposit Slip.
Form Verifies
b) Validated completenes
Deposit Slip. s of
information
and
signatures
and provides
feedback.
1.1 Verifies
validated
Deposit Slip
2. Receives 2. Enters bar
student’s copy code on the
of the validated Computerize
UP Form, d
verifies if Registration
validation System.
printed on the
UP form tallies 2.1 Prints
with the deposit validation on
slip presented. the UP Form
(O.R. No.,
Date and
Amount)
issues
validated
Cashier
student’s
None 5 Minutes Collection and Deposit
copy of UP
Section
Form.
2.2 Retains
copy of
deposit slip,
Cashier’s/
Accounting‘s
and OUR’s
copy of UP
Form for
submission
to UPD
Accounting
Office and
OUR.
480
10. Collection of Fees – Miscellaneous Fees paid through the

Diliman Cash Office Collection System
Collection of payment for Miscellaneous related fees and Extension Services of
units/colleges covered by Bills/Statement of Account (SOA)/Order of Payment.
Government to Citizen, Government to Business, Government to
Government
All Government Agencies, LGU’s, GOCC’s and other Government / Private
Who may avail: Individual Instrumentalities / Student or Authorized Representative /
Lecturers / Concessionaire
1. Modes of Payment Requesting Party
- Cash
2. Duly assessed and accomplished
respective Form stated below:
2.1 Utilities (Electricity and Water) Office of the Vice Chancellor for Planning and Development
– Statement of Account (SOA) (OVCPD)
Bill/Order of Payment
2.2 Board and Lodging – Bill/Order Residence Hall and/or Dorm’s concerned
of Payment
Office of the Vice-Chancellor for Community Affairs
2.3 Car Sticker/Police Clearance
(OVCCA)
2.4 Replacement of Stale Checks Diliman Cash Office
– Stale Checks Replacement
Form
2.5 Certification of Lost Receipt – Diliman Accounting Office
2.6 Extramural Classes – College of Social Sciences and Philosophy (CSSP)/
Bill/Order of Payment College of Arts and Letters (CAL)
2.7 ID Fee – Validated Form 5 for Requesting Party
the Current Semester for
College Student /Application
Form for ID for UP Integrated
School Student
2.8 Book Fines – Bill/Order of College Library Concerned
Payment
481
2.9 Tuition Loan and Short Term Office of Scholarships and Grants(OSG)
Cash Loan – Statement of
Loan Balance
2.10 Donations/Scholarships and Office of Scholarships and Grants(OSG)/College/Unit /Office
Grants – Bill/Order of Payment concerned
2.11 Under Assessment of Tuition Office of the University Registrar (OUR)
and other Fees – Bill/Order of
Payment
2.12 Transcript of Records(TOR) Office of the University Registrar(OUR)
Certificate of Graduation(COG)
Authentication(Diploma/TOR)
School Verification
Transfer Credentials
Clearance/Certifications
University Graduation Fee –
2.13 Application Fee for Late Office of the University Registrar(OUR)
Graduation – Letter of
Application for Late Graduation
with endorsement from
College/Unit
2.14 Sale of Bidding Documents Supply and Property Management Office(SPMO)
and Performance/Bidder’s
Bond – Bill/Order of Payment
2.15 Rental Fee/Use of Facilities
and Equipment Requested by
Students and/or Students
Organizations – Bill/Order of
Payment
2.16 Rental Fee – Housing/Office
Space/Lot/Facilities/Equipment
/Vehicles/Accommodation
Fees – Statement of
Account(SOA) /Bill/Order of
Payment College/Unit/Office concerned
2.17 Analysis Fee, Testing Fee and
other Service Fees – Bill/Order
of Payment
2.18 Payment for services rendered
by Income Generating
Units/Colleges – Bill/Order of
Payment
2.19 True Copy of Grade
(TCG)/Certification and
Evaluation Fee – Bill/Order of
Payment
482
2.20 Seminar / Training Fees – Bill/
Order of Payment
2.21 Tuition Fees of UPIS, Child
Development Care and
Kalinga Day Care Center –
2.22 Application for Re-admission
from Absence Without Leave
(AWOL) – Application Form
approved by the College
Secretary/Dean
2.23 Application Fees for Graduate
and Non-Graduate Programs,
Transfer Students –
Application Form –
Filipino/Foreign Applicant
2.24 Completion/Removal –
Application Form approved
and/or signed by the Instructor
and/or College Secretary/Dean
FEES
AGENCY PROCESSING
ACTION TIME
PAID
UPD Cash accomplishe
Office and d Statement
presents duly of Account
accomplished (SOA)/Bill/O
Statement of rder of
Account (SOA) Payment. Cashier
Bill/Order of Verifies 5 Minutes Collection and Deposit
Payment completenes Section
(Form) s of
information
and
signatures.
Provides
feedback.
amount payment,
Assesse Cashier
Form. monies and
/or verifies
Amount Section
cheques.
Provides
feedback.
483
original copy of data on the
Official Receipt, Collection
verifies if data System.
and amount
printed in the 3.1 Prints
OR tallies with and issues
the actual original copy
transaction and of Official
amount paid Receipt to
and counts the payee
change if any together with
Cashier
before leaving the change,
the counter. if any.
Section
3.2 Retains
Cashier’s
and COA’s
copies of the
OR for
submission
to COA
through the
UPD
Accounting
Office.
Assesse
TOTAL: d 15 Minutes
Amount
484
Diliman Cash Office
(DCO)
Internal Services
485
1. Releasing of Check(s) to Individual
Releasing of check/s to individual as payment for Salaries, Cash Advances,
Honoraria, Grants, etc.
Who may avail: Faculty and Staff, REPS, UP Contractual, Lecturers
If the Check/s will be claimed by the GSIS, SSS, Pag-IBIG, LTO, DFA, BIR, Post Office,
Payee: Professional Regulation Commission and UP OUR
1.UP Identification Card (ID) or any
Government Issued ID.
If the check/s will be claimed by a
representative:
1.Authorization Letter to claim check Requesting Party
duly signed by the payee or Special
Power of Attorney (SPA)
2.ID of Payee (Original & photocopy)
3.ID of Authorized Representative
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. If claimant is the 1. Reviews
Payee: and verifies
documents /
Presents valid
Identification
Identification Card (ID)
1.1.
1.1. If claimant is not
Releasing
Payee: Check Releasing Personnel
staff pulls out None 5 Minutes
Presents requirements check/s from Check Releasing
the check bin.
1.2. Pulls out
Warrant
Registry &
Disbursement
Voucher(DV)
486
if still
available.
2. Payee signs on 2. Presents
Warrant Register and appropriate
DV if still available Warrant
Registry and
2.1.Receives check(s)
Disbursement
Voucher (DV)
(if still
available) to
payee /
authorized
representative
for signature
on the None 5 Minutes Check Releasing Personnel
“Received by” Check Releasing
portion.
2.1 Releases
Check/s to
the payee /
authorized
representative
487
2. Releasing of PLDT, Bayantel, Globe, Smart, GSIS, DOST (PCIIERD,
BMR, MERF, PCAARD, etc.), Checks Payable to Unit’s/Colleges Trust
Account etc.
Releasing of check/s as payment of bills for services and utilities, settlement of
unused/un-utilized funds from other Government agencies.
Who may avail: UP Diliman Colleges, Units, Departments, Institutes and Offices
1. For Authorized Representative of
the Unit/College/Office:
Submits the following documents:
a. Duly signed Authorization Letter
from Unit Head/College Head
Unit /College/Department Head
b. Identification Card (ID) of
Authorizing Person (Original &
photocopy)
c. ID of Authorized
Representative(Original & photocopy)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Authorized 1.Receives &
Representative: verifies
Submit the following documents for
documents: completeness
a. Duly signed 1.1. Presents
Authorization Letter to authorized Check Releasing Personnel
None 5 Minutes
from Unit Head / representative Check Releasing
College Admin Officer the
appropriate
b. ID of Authorizing
Warrant
Person (Original &
Registry and
photocopy)
Disbursement
Voucher (DV)
488
c. ID of Authorized if still
(Original & photocopy) available for
his/her
1.1. Authorized
acknowledge
Representative signs
ment
on Warrant Register
signature.
and DV
1.2. Presents
& informs
Authorized
Representativ
e to fill out the
Promissory
Note
2. Accomplished and 2. Receives &
Signs Promissory verifies
Note (Promise to Promissory
return /submit to UPD Note
Cash Office the indicating the
Official documents
Receipt/required that he/she
supporting documents will submit to
within fifteen days) the Cash
Office or
Accounting Check Releasing Personnel
None
Office within Check Releasing
the prescribed
period as
10 Minutes
indicated on
the
Promissory
Note and
records on
the List of
Promissory
Notes
3. Receive Check(s) 3.Releases
and Copy of Check/s &
Promissory Note Copy of Check Releasing Personnel
None
Promissory Check Releasing
Note to
Authorized
489
Representativ
e
4. Submits Official 4. Receives
Receipts and the Official
supporting documents Receipts and
indicated on the other
Promissory Note supporting None
Check Releasing
Within 15 days from documents
the date claimed and attaches
the same to
the DV.
3. Releasing of Procurement Service Checks to Unit/College

Representative
Releasing of checks as payment of supplies & equipment for purchases from PS-
DBM).
Who may avail: UP Diliman Colleges, Units, Departments, Institutes and Offices
1. For Authorized Representative:
Submit the following documents: 1.
Duly signed Authorization Letter from
Unit/College/Department Head
Unit/College/Department Head
2.Identification Card (ID) of Authorizing
Person (Original & photocopy)
3.ID of Authorized(Original &
photocopy)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
490
1. Authorized 1. Receives &
Representative: verifies
Submit the following documents
documents: submitted for
completeness
a. Duly signed
.
Authorization Letter
from Unit Head / 1.1. Presents
College/ Office Head to the
authorized
b. ID of Authorizing
representative
Person (Original &
for his/her
photocopy)
acknowledge
c. ID of Authorized ment
Representative signature the Check Releasing Personnel
None 5 Minutes
(Original & photocopy) appropriate Check Releasing
Warrant
1.1. Authorized Registry and
Representative signs Disbursement
on Warrant Register Voucher (DV)
and DV if still with the
Cash Office
1.2. Presents
& informs
Authorized
Representativ
e to fill out the
Promissory
Note
2. Duly Accomplished 2. Receives &
Promissory Note verifies
(Promise to Promissory
return/submit to Cash Note
Office the Official indicating the
Receipt/required documents
supporting documents that he/she Check Releasing Personnel
None 5 Minutes
within fifteen days) will submit to Check Releasing
the Cash
Office or
Accounting
Office within
the prescribed
period
491
indicated on
the
Promissory
Note.
Records on
the List of
Promissory
Notes
3. Receive Check(s) 3.Releases
and Copy of Check/s &
Promissory Note Copy of
Promissory None
Check Releasing
Note to the
Authorized
Representative
4. Authorized 4.Receives
Representative Official 10 Minutes
Returns Official Receipts,
Receipts, IAR, IAR,
ICS/PAR, SPS & other ICS/PAR, Check Releasing Personnel
None
documents within 15 SPS & other Check Releasing
days from the date documents
claimed and attaches
the same to
the DV
4. Cancellation / Replacement of Checks (Next of Kin)

Process request for replacement of check/s originally payable to a deceased
employee to be change to the designated Next of Kin.
Who may avail: Faculty & Staff, REPS, UP Contractual, All Individual, Next of Kin
492
1.Letter of Request for Cancellation
Requesting Party
and Replacement of Check
2. Copy of Designation of Next of Kin From the Office of the Chancellor – UP Diliman
3. Photocopy of Waiver of Quit Claim From the other bona-fide beneficiaries.
4.Actual Check(s) to be replaced UPD Cash Office Check Releasing Section / Payee
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits Letter 1. Receives
Request and other Letter
documents required. Request
together with
the original
check
1.1 Verifies
and checks
documents if
complete.
Informs
Payee of the
Process of None 10 Minutes
Check Releasing
Replacement
involving
Accounting
Office.
1.2. Prepares
file copy and
forwards
documents to
Accounting
Office for
processing of
replacement.
493
5. Replacement of Stale Check(s)
Process request for reissuance/replacement of staled (6 months old outstanding)
check/s.
Who may avail: Faculty & Staff, REPS, UP Contractual
1. Actual Stale Check if the check is
with the Payee.
2.Letter of Request for Replacement if
the check was already reported &
Requesting Party
submitted to UPD Accounting
Office/COA
3. Check Replacement Form (CRF) UPD Cash Office Check Releasing Section
4. Official Receipt for Php 50.00 check
UPD Cash Office Collection Section
replacement fee.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receives
1.a. If the check is stale check/s,
with the payee OR and letter
Present Actual Stale request if any
Check and Letter or photocopy
the PHP
Request for
replacement. corresponding 50.00 for
Report of the
1.b..If the check is not Stale Checks, check Check Releasing Personnel
10 Minutes
with the payee replacem Check Releasing
submitted to
Request for photocopy UPD ent fee.
of the corresponding Accounting
Report of Stale Office /
Checks and Letter
Request for COA if the
replacement.. check was not
claimed by
the payee.
494
Provides
payee with
the Check
Replacement
Form (CRF).
Informs the
payee to fill-
out the form.
2. Receives
duly
accomplished
CRF, OR
informs payee
of the
Process of
Replacement
involving
Accounting
Office.
2.1. Prepares
2. Fill out Check
receiving
Replacement Form
copy of CRF
and secure Official
and forwards Check Releasing Personnel
Receipt (OR) by None 2 Minutes
it together Check Releasing
paying Php50.00 as
with the
check replacement
original stale
fee.
check (or
certified
photocopy of
Report of
Stale Check),
OR to UPD
Accounting
Office for
Processing of
Replacement.
2.2. Files
CRF.
PHP
TOTAL: 50.00
20 Minutes
495
6. Facilitates Request for Stop Payment & Process Replacement for
Facilitates requests for Stop-Payment and process requests for
reissuance/replacement of Lost/Un-Negotiated check(s).
Who may avail: Faculty and Staff, REPS, UP Contractual.
1. Affidavit of Loss Attorney (Notary public)
2. Letter Request for Stop Payment
Requesting Party
and Replacement
4. Payment of Php200.00 for check
Landbank of the Philippines
Stop Payment
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.a. Submits Letter
Request, Affidavit of 1.Receives
Loss and Official and verifies PHP
Receipt documents 50.00
and OR. for the Check Releasing Personnel
1.b. Secure Official 5 Minutes
check Check Releasing
Receipt (OR) by 1.1.Prepares
replace
paying Php50.00 as Stop Payment
ment
check replacement Form (SPF).
fee.
fee.
1.2.Director Director
None 2 Minutes
signs SPF. UPDCO
1.3.Forwards
SPF to OVCA Administrative Aide III
None Pause-Clock
for counter UPDCO
signature
496
1.4. Vice
Administration
signs SPF OVCA
1.5. OVCA
forwards the
same Pause-Clock Administrative Aide III
None
documents UPDCO
back to Cash
Office
2. Pays Stop Payment 2. Informs
Fee to the bank. Payee to Pay
Stop Payment 2 Minutes Check Releasing Personnel
Fees to the Check Releasing
bank.
3. Receives OR for 3. Prepares
the Bank Stop receiving
Payment Fee copy together
with the
payments and
forwards the
said
documents to
the bank.
Bank issues Check Releasing Personnel
10 Minutes
Official Check Releasing
Receipt (OR)
for the Stop
Payment fee
Cash Office
forwards OR
to payee.
Inform Payee
of the
Process
3.1. Bank Bank Personnel

None Pause-Clock
Process Stop Authorized Depository Bank
497
Payment
Request and
verifies if
check/s were
negotiated or
not.
Bank
Validates and
certifies then
return to Cash
Office for
check
replacement
3.2. Receives
validated
SPF, OR,
Letter of Check Releasing Personnel
None 1 Minute
Request for Check Releasing
Replacement
& Affidavit of
Loss
3.3. Prepares
receiving copy
of validated
/verified SPF
and forwards it
together with None 5 Minute
Check Releasing
other
documents to
Accounting
Office for
processing
PHP
TOTAL: 50.00
25 Minutes
498
7. Process requests for Change of Name of Payee/employee or
Misspelled Name indicated on the DV
Process requests for cancellation and replacement of check to correct or change
Payee’s (employees’) misspelled name.
Who may avail: Faculty and Staff, REPS, UP Contractual
1. Letter of Request for Replacement
Requesting Party
of Name and Replacement of Check(s)
2. Actual Check if the check is with the
Payee.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits Letter of 1.Receives
Request for and verifies
Cancellation of check Letter of
together with the Request for
original check. Vis a Cancellation
and Letter
1.1 After the check
request for PHP
was stamped
Replacement
“CANCELLED” 50.00
of the
submits Letter request for Check Releasing Personnel
cancelled 10 Minutes
for replacement of replace Check Releasing
check
cancelled check from ment
the Originating 1.2. Informs Fee
Unit/College together Payee of the
with the original processing
cancelled check. involving
Accounting
Office
499
1.3. Updates
Warrant
Registry to
effect and
records the
cancellation
1.4. Prepares
file copy of
the document
and forwards
to Accounting
Office for
reprocessing None 5 Minutes
Check Releasing
of DV
together with
the original
copies of the
supporting
papers.
PHP
TOTAL: 50.00
15 minutes
8. Collection of Fees – Miscellaneous Fees paid through the

Diliman Cash Office Collection System
Collection of payment for Miscellaneous and other fees for Extension Services
of Units/Colleges by UP Employees/Offices.

Who may avail: UP Diliman Units/Offices/Employees
1. Modes of Payment
2. Duly assessed and accomplished
respective Form stated below:
500
2.1 Return of Overpayment of
Salaries, Honoraria and other
claims – Bill/Order of Payment
2.2 Tax withheld from Project Diliman Accounting Office
Personnel –Bill/Order of
Payment
2.3 Certification of Lost Receipt –
2.4 Permit to Repair Self Built Unit Office of Community Relation (OCR)
(SBU) – Bill/Order of Payment
2.5 Purchase of Office Supplies Supply and Property Management Office(SPMO)
from Central Storeroom –
Requisition and Issue
Slip(RIS)
Office of the Vice-Chancellor for Community Affairs
2.6 Car Sticker – Bill/Order of
(OVCCA)
Payment
2.7 Replacement of Stale Checks Diliman Cash Office
–Stale Check Replacement
Form
2.8 Extramural Classes – College of Social Sciences and Philosophy (CSSP)/
Bill/Order of Payment College of Arts and Letters (CAL)
2.9 Utilities (Electricity and Water) Office of the Vice Chancellor for Planning and Development
–Bill/Order of Payment / (OVCPD)
Statement of Account (SOA)
2.10 Rental Fee – Housing/Office
Space/Lot/Facilities/Equipment
/Vehicles/Accommodation
Fees –Bill/Order of
Payment/Statement of College/Unit/Office concerned
Account(SOA)
2.11 PLDT Toll Fees –Bill/Order of
Payment
2.12 Seminar / Training Fees –
Bill/Order of payment
2.13 Return of Unused Cash
Advance and Financial
Requesting Party
Assistance –Bill/Order of
Payment /Liquidation Report
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Proceeds to 1. Receives Cashier
UPD Cash duly 5 Minutes Collection and Deposit
Office and accomplishe Section
501
presents duly d Bill/Order
accomplished of Payment /
Bill/Order of Statement of
Payment / Account
Statement of (SOA).
Account (SOA) Verifies
(Form) completenes
s of
information
and
signatures.
Provides
feedback.
amount payment,
Assesse Cashier
Form. monies and
/or verifies
Amount Section
cheques.
Provides
feedback.
Official Receipt, Collection
verifies printed System.
OR if it tallies
with the actual 3.1 Prints
amount paid and issues
and counts original copy
change if any of Official
before leaving Receipt to
the counter. the payee
together with
Cashier
the change,
if any.
Section
3.2 Retains
Cashier’s
and COA’s
copies of the
OR for
submission
to COA
through the
UPD
Accounting
Office.
502
Assesse
TOTAL: d 15 Minutes
Amount
9. Collection from Remittance of Special Collecting Officer (SCO)

of
different Units/Offices/Colleges
Accepts remittances of collections made by SCO of different
Units/Offices/Colleges to UPD Cash Office

Who may avail: UP Diliman Units/Offices/College’s SCO
1. Modes of Payment
2. Duly accomplished Summary of
Collection Requesting Party(SCO)
3. Triplicate copies of Issued Official
Receipts
FEES
AGENCY PROCESSING
ACTION TIME
PAID
UPD Cash duly
Office and accomplishe
presents duly d Summary
accomplished of Collection
Summary of and triplicate
Collection and copies of
Cashier
triplicate copies issued ORs.
of issued ORs. Verifies
Section
(Summary) completenes
s of
information
to ensure
that the
triplicate
copies of
503
ORs tally
with the
Summary of
Collections.
Provides
feedback.
2. Pays the 2. Counterch
amount ecks by
indicated on the computing
form. the totals of
the triplicate
copies of
OR’s issued
by SCO vs Assesse Cashier
Summary d 10 Minutes Collection and Deposit
totals, Amount Section
counts
money
and/or
verifies
cheques
Provides
feedback.
Official Receipt Collection
and triplicate System.
copy of issued
ORs. Verifies if 3.1 Prints
data and and issues
amount printed original copy
in the OR tallies of Official
with the actual Receipt to
remittance the SCO. Cashier
made. 5 Minutes Collection and Deposit
3.2 Retains Section
Cashier’s
and COA’s
copies of the
OR for
submission
to COA
through the
UPD
Accounting
Office.
504
Assesse
TOTAL: d 20 Minutes
Amount
10. Issuance of Official Receipts (OR's) for all bank

remittances made by other government offices covered by
List of Due and Demandable Accounts Payable - Authority
to Debit an Account (LDDAP-ADA) and Wire/Bank
Transfers
Issuance of Official Receipt for LDDAP-ADA, bank remittances (domestic and
foreign) for payments made by other government offices.

Classification: Highly Technical (HT)
Who may avail: UP Diliman Units/Offices/Project/Program Leaders
1. Letter Request to Issue Official
Receipt (OR) with endorsement
by Program/Project Requesting Party
Leader/Director/Dean/Head of
Office
2. LDDAP Form/Receipt of Respective Payors
Online/Wire Transfer (Foreign /
Domestic)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
UPD Cash and checks
Office, submits Letter of
Letter of Request
Request for together with
Issuance of OR the
Receiving Counter
together with attachments. None 5 Minutes
UPDCO
other Verifies
requirements completenes
s of
information.
Provides
feedback.
505
1.2 Prepares
request for
Bank
Confirmation
from
Authorized Cashier
Depository None 5 Minutes Collection and Deposit
Bank for Section
signature of
the Director.
Director
signs
Request.
1.3 Sends
Bank Personnel
Request for
None Pause-Clock Authorized Depository
Confirmation
Bank
to the Bank.
1.4 Upon
receipt of
Bank
Confirmation
Cashier
, verifies the None 5 Minutes
Collection Section
remittance
against
Bank
Statement.
2. Receives the 2. Prints and
original copy of issues OR
Official Receipt, and ensures
verifies if data that the OR
an amount is received
printed in the by
OR tallies with Unit/College/
the Letter Office/Projec
Request. t/Program/Pr
oject Leader
Cashier
concerned. None 5 Minutes
Collection Section
2.1 Retains
Cashier’s
and COA’s
copies of the
OR for
submission
to COA
through the
UPD
506
Accounting
Office.
11. Issuance of Certification for verification of deposits made

directly to the
Authorized Depository Bank
Issuance of Certification to verify direct deposits made to UP Diliman upon
request and presentation of bank validated deposit slip by
Units/Colleges/Offices concerned.

Who may avail: UP Diliman Units/Offices/Colleges
1. Letter Request with endorsement
from Program/Project
Leader/Director/Dean/Head of
Requesting Party
Office
2. Validated Deposit Slip
(photocopy)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
UPD Cash and checks
Office and Letter
submits Request
a)Letter together with
Request for the
Cashier
Verification of attachments. None 5 Minutes
Collection Section
Deposit Verifies
b) Validated completenes
Deposit Slip s of
(Letter information.
Request) Provides
feedback.
1.2 Verifies Cashier
None 5 Minutes
the deposit Collection Section
507
made
against
Bank
Statement.
2. Receives duly 2. Prepares
signed Certification
Certification of of Deposit
Deposit. for signature
of the
Director.
Director
Cashier
signs None 5 Minutes
Collection Section
certification.
2.1 Issues
Certification
to the
requesting
party.
12. Endorsement to the Bank for Outgoing Telegraphic Transfer

(OTT)
Process requests from Units/Colleges, Heads, Deans, Directors,
Project/Program Leader for Endorsement to the Bank to sign Outgoing
Telegraphic Transfer to pay foreign procurement.
Type of Transaction: Government to Government/
Who may avail: Units/Colleges, Heads, Deans, Directors, Project/Program Leader
1. Letter Request for endorsement to Units/Colleges, Heads, Deans, Directors, Project/Program
sign OTT documents Leader
FEES
AGENCY PROCESSING
ACTION TIME
PAID
508
1. Presents 1 Receives
Request letter and verifies
for Endorsement Letter
to the bank to Request
sign documents from Administrative Officer
(Letter Request) Units/Colleg None 5 minute RADA and Online
for OTT. es, Heads, Payment Section
Deans,
Directors,
Project/Prog
ram Leader.
1.1 Prepares
Endorsemen
t Letter to
the Bank for
signature of
the Vice
Chancellor
None 10 minutes RADA and Online
for
Payment Section
Administrati
on and
Referral Slip
for signature
of the
Director.
1.2 Checks
the
Endorsemen
Director
t Letter and None 2 minutes
UPDCO
signs the
Referral
Slip.
1.3
Forwards
the Letter
Request and Administrative Officer
Referral Slip None 10 minutes RADA and Online
to the OVCA Payment Section
for the
signature of
Vice
Chancellor
509
for
Administrati
on.
1.4 VCA
Vice Chancellor for
signs the
endorsemen
OVCA
t letter.
1.5
Receives
Endorsemen
t Letter from
OVCA and
informs the
Unit/College
Payment Section
that the
Endorsemen
t Letter is
ready for
pick up.
2. Receives 2. Issues
Endorsement Endorsemen
Letter Administrative Officer
t Letter to
the
Payment Section
Requesting
Party
TOTAL: None 37 minutes
510
(HRDO)
External Services
511
1. Processing of Request for Certificate of Employment (Inactive)
UP Diliman Inactive Employees requests for Certificate of Employment for purposes of
Separation and Personal use, this can only be process once the employee has
accomplished his/her University Clearance.
Office or Division: Human Resource and Recruitment Division - Appointment Section

Type of Transaction: Government to Citizen, Government to Government
Who may avail: UP Diliman Inactive UP Employees
1. Duly accomplished request Slip Form (HRRD 2019- www.hrdo.upd.edu.ph

01) Human Resource and Recruitment
Division - Appointment Section
2. Authorization Letter and ID, if authorize Requesting Party
representative
FEES PERSON
PROCESSING
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
TIME
PAID E
1. Submits request 1. Receives/encodes in the None 10 Minutes Receiving/Rele
slip form (HRRD HRDO Document Tracking asing
2019-01) (Docutrack) and forwards Personnel
request slip form (HRRD 2019-
01) to the concerned Analyst Appointment
Section
HRDO
1.2 Receives Request Slip None 20 Minutes Administrative

Form (HRRD 2019-01) Officer IV
(HRMO II)
1.2.1 Checks HRDO database
for validation if inactive and Appointment
Section
has University Clearance HRDO
1.2.2 Prints draft Service
Record
1.2.3 Encodes the following

details:
 Name
 Position/Designation
 Salary
 Unit/College
 Status of Appointment
512
1.2.4 Prints Certificate of
Employment (CE) and attach
draft SR
1.2.5 Encodes in the

monitoring sheet and forwards
to SC for initial
1.3 Section Chief proofreads None 20 Minutes Administrative

details in the CE, if found in Officer V
order, affix initial. (Section Chief)
1.3.1 Forwards copy of Chief

Administrative
certificate to Division Chief for
Officer (Division
signature. Chief)
1.3.2 Division Chief forwards Appointment

signed certificate to the the Section
Releasing and Receiving HRDO
Personnel
2. Requesting 2. Encodes in the Docutrack None 10 Minutes Receiving/Rele

employee/authorize and releases Certificate of asing
representative Employment to requesting Personnel
receives certificate of employee or authorize
employment representative Appointment
Section
HRDO
TOTAL None 1 Hour*
* 1 Hour for normal processing time, 2 hours if length of service is longer and
needs to be encoded in the SQL database
2. Processing of Posting of Bulletin of Vacant Positions

“Vacant positions in the career service, including vacant executive/managerial positions
in the second level that are authorized to be filled, together with their corresponding
qualification standards and plantilla items numbers, shall be published and posted in three
(3) conspicuous places for a period of at least ten (10) calendar days…” per Section 24 of
CSC MC 14,s2018 (ORA-OHRA, Revised July 2018)
Office or Division: Human Resource and Recruitment Division (HRRD) – Recruitment and
Selection Section (RSS)
513
Type of Transaction: Government to Citizen, Government-Government
Who may avail: Individuals who are interested to enter public service
1. Received CS Form No. 9 Revised 2018 www.csc.gov.ph

by the CSC Human Resource Planning and Research Division
2. Approved Authority to Fill (HRPRD)
3. Duties and Responsibilities

CLIENT STEPS AGENCY ACTIONS
1. Encodes to None 10 Minutes Administrative
Bulletin of Vacant Officer IV
Positions (BOVP)
Form the following Recruitment &
Selection Section
details:
HRDO
 Bulletin Number
 Position Title
 Parenthetical
Title, (if
applicable)
 Salary Grade
 College/Unit
 Plantilla Item
Number
 Minimum
Qualifications
o Education
o Training
o Experience
o Eligibility
 Deadline of
submission of
application
 Hyperlink of the
duties and
responsibilities of
the vacant
position
514
1.2 Section Chief None 5 Minutes Administrative
reviews details of the Officer V (Section
BOVP Form, if found Chief)
in order, affix initials,
and forwards the
Recruitment &
form to HRRD Selection Section
Division Chief HRDO
1.3 Division Chief None 5 Minutes Chief

reviews details of the Administrative
BOVP Form, if found Officer (Division
in order, affix initials, Chief)
and endorses the
form to the Deputy
Human Resource
Director Recruitment
Division
HRDO
1.4 Deputy Director None 5 Minutes Deputy Director
reviews BOVP Form,
if found in order,
signs the form and
forwards to staff in HRDO
charge for printing
1.5 Analyst None 15 Minutes Administrative

distributes BOVP to Officer IV
Unit/College/ Recruitment &
Department thru Selection Section
RSS pigeonhole and HRDO
posts to HRDO
Bulletin Board
1.6 Analyst uploads None 10 Minutes Administrative
the BOVP to HRDO Officer IV
website
(Note: the same Recruitment &
BOVP will be Selection Section
HRDO
uploaded in the
HRDO Facebook
account by the
HRPRD)
515
3. Processing of Publication of Existing Vacant Positions to the Civil
Service Commission
“It shall be the policy of the Government to promote efficiency in the
allocation of personnel in the civil service, as well as transparency and
equal opportunities in the recruitment and hiring of new personnel” per
REPUBLIC ACT No. 7041 Section I
Office or Division: Human Resource and Recruitment Division – Recruitment and Selection
Section (RSS)
Type of Government to Government
Transaction:
Who may avail: Government Agencies
1. Duly approved Authority to Fill (ATF) Human Resource Planning and Research Division
(HRPRD)
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. HRPRD 1. Receives/ None 5 Minutes Administrative Officer IV
forwards ATF to encodes in the RSS
RSS Tasks Automation Recruitment & Selection
Application Section
HRDO
(RTAA) and
forwards ATF to the
concerned Analyst
1.2 Receives and None 10 Minutes Administrative Officer IV
checks the
correctness of details Recruitment & Selection
in the ATF details: Section
HRDO
 Position Title
 Parenthetical
Title, applicable
 Plantilla Item
Number
 Name of unit
 Duly endorsed
(by the
immediate
supervisor/Chair
to
Dean/Director/Offi
516
ce of the
Chancellor/ Office
of the Vice-
President for
Administration/
Office of the
President
 Duties and
Responsibilities
1.3 Encodes the None 15 Minutes Administrative Officer IV

following details to
CSC Form Number 9 Recruitment & Selection
(Revised 2018): Section
 Name of HRDO
Agency
 Count
 Position Title
 Parenthetical
Title, (if
applicable)
 Plantilla Item
Number
 Salary/Job/Pay
Grade
 Monthly Salary
 Qualification
Standards
o Education
o Training
o Experience
o Eligibility
 Place of
Assignment
 Deadline of
Submission
 Addressee
Information
o HRMO
o Position Title
o Complete Office
Address
o E-mail Address
517
1.4 Section Chief None 10 Minutes Administrative Officer V
reviews the details of (Section Chief)
CSC Form Number 9
(Revised 2018), if
found in order, affix Recruitment & Selection
Section
initial, and forwards HRDO
form to the Division
Chief
1.5 Division Chief None 5 Minutes Chief Administrative Officer
reviews, signs CSC (Division Chief)
Form Number 9, and
recommends to the
Director Appointment Section
HRDO
1.6 Director reviews, None 5 Minutes Director
signs CSC Form
Number 9, and
recommends for HRDO
CSC Publication
1.7 Analyst sends None 10 Minutes Liaison Officer/Analyst
(hard & soft) copies
of CSC Form HRDO
Number 9 in the CSC
Field Office
4. Processing of Application and Evaluation of Applicants
Office or Division: Human Resource and Recruitment Division - Recruitment Section

Type of Government to Citizen
Transaction:
1. RSS through Email www.hrdo.upd.edu.ph
2. Fully accomplished Personal Data Sheet and Applicant

Work Experience Sheet
3. Supporting documents
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
518
1. Submit RSS 1. Receive Records the None 5 Minutes Receiving/
through email, Applicant’s Name, Gender, Releasing
duly Position applied for, assigned Personnel
accomplished Unit, and the set deadline on
personal data RSS Database Recruitment
Section
sheet and work HRDO
experience sheet 1.1 Distributes the application on
and supporting labeled folder based on Job Item
documents and assigned Unit
1.2 Evaluates profiles vis-à-vis None 45 Minutes Administrative

Civil Service Commission Officer IV
prescribed minimum
Qualifications Standards Recruitment
(Education, Experience, Training Section
HRDO
& Eligibility) encoded by the
applicant in the matrix
1.2.1 Prepares the Referral

Letters both Qualified and Non-
qualified applicants
1.3 Analyst presents Applicant’s None 10 Minutes Administrative
Profile for further screening and Officer V
evaluation of the Section Chief
Recruitment
1.3.1 Screen and evaluate Section
HRDO
applicants who passed the HR
initial evaluation and those who
did not pass.
Corrects the details if necessary

both for Qualified and Non-
1.3.2 Returned HRDO Referral to

the concerned analysts for
finalization.
1.4 Final checking and None 30 Minutes Chief

evaluation of qualified and not Administrative
qualified applicants. Officer
1.4.1 If found in order, affix initial HRRD

HRDO
(2nd page), if not return to
Recruitment and Selection
Section
519
1.4.2 Forward Referral to the
Authorized Official for signature
1.5 If found in order, affix None 1 Hour Director

signature in the HRDO Referral
letter. HRDO
1.5.1 Sends back the HRDO

Referral for release of the
concerned analyst.
2. Unit/College 2. Informs the College or Unit None 1 Hour Administrative

pick up HRDO through a phone call to pick-up Officer V
referral the HRDO Referral
Recruitment
2.1.1 Release original copy of Section
HRDO
HRDO Referral together with the
documentary requirements of all
the applicants.
2.1.2 Keep the photocopy of

HRDO Referral for safekeeping.
2.1.3 Send email letter to

applicant re: not being
considered for selection process
due to_________________
TOTAL None 3 Hours, 30

minutes
5. Issuance of certified copies of documents (walk-in)

Office or Information Management Section, Human Resources Planning
Division: and Research Division
Type of
Government to Citizen, Government to Government
Transaction:
Inactive UP Personnel; Courts and Administrative bodies with
Who may avail:
quasi-judicial/or investigative functions
520
1. 1. Valid identification card
2. 2. Letter of authorization
FEES
CLIENT STEPS TO BE
PAID
1. Validate
identity of
1. Presents
the client
valid
and the
Identification
authenticity None 2 Minutes Records Officer
(ID) Card/Letter
of the
of authorization
authorization
letter
2. Request for 2. Retrieve the

the specific 201 file, search
documents and for the
None 10 Minutes Records Officer
wait while the requested
documents are documents and
being retrieved photocopy
3. Release the
requested
3. Receive the
documents and
documents None 2 Minutes Records Officer
have the client
requested
sign in the
logbook
6. Response to employment verification/queries (online)

Office or Information Management Section, Human Resources Planning
Division: and Research Division
Type of
Government to Government/Government to Business
Transaction:
BPOs, Telecommunications, Banking Institutions; Government
Who may avail:
Institutions
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Authorization letter of the Requesting Party
concerned employee
521
FEES
CLIENT STEPS TO BE
PAID
1. Submit thru
1. Receive
email the
email from the
following:
authorized
a. letter of
HRDO email;
request None 3 Minutes IMS Personnel
receive and
b. authorization
acknowledge
letter from the
the email
concerned
personnel
1.2 Review,
verify,
validate/
None 20 Minutes IMS Personnel
provide the
needed
information
Receive the 2. Send email
reply reply
7.Processing of Service Record (SR)

Eligible employees in the University may request for Service Record, subject to the
guidelines and other conditions that the government and the University may prescribe.
Office or Division: HR Development and Benefits Division

Type of Transaction: Government to Government/ Government to Citizen
Benefits Section, Appointment Section and
Administrative Services,
1. HRDO Request Slip Form
https://hrdo.upd.edu.ph/Application%20for%20
Service%20Record.pdf
522
1. Submit
accomplished HRDO 1. Receive request and Receiving
Officer/Assigned
request slip form for verify status of LWOP, None 1 Day Analyst
Service Record for posting in draft SR Benefits Section
1.1 Forward request to

HR Appointment Section
for verification and 1 Day
Releasing officer
updating of status of (Paused clock)
Benefits Section
appointment, salary
adjustments and step
increment
TOTAL: None 1 Day/s*
523
(HRDO)
Internal Services
524
1. Processing of Original/ Promotion/
Reemployment/Reclassification/ Transfer/ Reappointment (UP
Contractual-Permanent) for Administrative Personnel
Request of Unit/College for Original appointment (initial entry into the career or non-
career service); Promotion (the advancement of a career employee from one position
to another with an increase in duties and responsibilities as authorized by law and
usually accompanied by an increase in salary); Reemployment (the appointment of
a person who has been previously appointed to a position in the government service
but was separated); Reclassification (from faculty-administrative, REPS-
administrative); Transfer (the movement of employee from one position to another
which is of equivalent rank, level or salary without gap in the service); and
Reappointment (the issuance of an appointment as a result from temporary to
permanent).
Type of Government to Government (Internal Client: Unit to HRDO)
Transaction:
For Original, Reemployment, Reclassification,

Reappointment
1. Duly accomplished Blue Basic Paper (HRDO B-2), (1 www.hrdo.upd.edu.ph

copy)
2. Justification letter Requesting Party
3. Matrix of evaluation of applicants (Memo

No. CAS-11-040)
4. Personal Data Sheet (CSC Form 212,

Revised 2017), (3 original copies) with passport size
picture taken within the last (6) months and Work
Experience Sheet for those with required relevant
experience.
5. Certificate of eligibility/rating/license to Requesting Party – CSC

positions requiring licenses or involving practice
of profession (2 Original Copy of the
Authenticated Certificate)
a. Valid licenses issued by authorized
regulatory agencies
525
6. Position Description Form (DBM-CSC Form No. 1,
Rev Ver. No. 1, s.2017), (3 original copies)
7. Neuropsychiatric exam (APPLICABLE TO

POSITIONS W/C INVOLVE THE MAINTENANCE
OF PEACE AND ORDER AND THE
PROTECTION OF LIFE AND PROPERTY)
8. Certificate of Trainings for the Last 5 years

(Certified Photocopy)
9. Transcript of Records (Original / 1 certified true Requesting Party – University/College

copy from the School)
10. Diploma (Original / 1 certified true copy from

the School)
11. NBI Clearance (Original copy) Requesting Party – NBI
12. Marriage contract/Certificate duly authenticated Requesting Party - PSA

by the PSA, if married
13. Birth Certificate duly authenticated by the PSA Requesting Party - PSA
14. Medical Certificate issued by a licensed Requesting Party - UHS

government physician (1 copy) Blood Test,
Urinalysis, Chest X-ray, Drug Test, Psychological
Test
15. Statement of Assets and Liabilities (3 copies)
For Promotion and Transfer
1. Duly accomplished Blue Basic Paper (HRDO B-2),(1 www.hrdo.upd.edu.ph

copy)
3. Matrix of evaluation of applicants (Memo No.

CAS-11-040)
4. Personal Data Sheet (CSC Form 212, Revised

2017), (3 original copies) with passport size picture taken
within the last (6) months and Work Experience Sheet for
those with required relevant experience.
5. Position Description Form (DBM-CSC Form No.

526
1, Rev Ver. No. 1, s.2017), (3 original copies)
6. Certificate of eligibility/rating/license to positions Requesting Party – CSC

requiring licenses or involving practice of profession
(2 Original Copy of the Authenticated Certificate) or
Valid licenses issued by
authorized regulatory agencies
7. Position Description Form (DBM-CSC Form

No. 1, Rev Ver. No. 1, s.2017), (3 original copies)



the School)
11. Latest Performance Rating
12. Approved transfer from former Office
ADDITIONAL REQUIREMENTS FOR THE RELEASE

OF SIGNED APPOINTMENT PAPERS
● Certificate of Assumption to Duty (3 original Requesting Party

copies)
● Oath of Office (3 original copies)
FEES PERSON
PROCESSING
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIB
TIME
PAID LE
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Rele
recommendation for HRDO Document Tracking asing
Original/Promotion/ (Docutrack) and forwards Personnel
Reemployment/Rea submitted Basic Paper (BP)
ppointment (UP recommendation and other Appointment
Section
Contractual- documentary requirements to HRDO
Permanent) with the concerned Analyst
complete
documentary
attachments.
527
1.2 Receives BP None 2 Hours Administrative
recommendation and other Officer IV
documentary requirements. (HRMO II)
1.2.1 Analyzes and checks Appointment

Section
details indicated in boxes 1-12 HRDO
of the BP recommendation and
validates submitted
documentary requirements, if
compliant.
1.2.2 Prints and attaches Draft

Service Record (SR) (for
reemployment,
reclassification,
reappointment and
promotion)
1.2.3 Prepares template letter

for School verification and
Eligibility validation and sends
request letter through electronic
mail and/or courier
1.2.4 Encodes summary of

agenda for HRMPSB meeting
and attaches copy of evaluation
matrix of applicants, approved
Authority to Fill, CSC
publication and HRDO referral
letter.
 Scan the above
mentioned
requirements and save
to Drive I
 Photocopy 2 sets of the
above documents
 Inform Unit/College on
the scheduled meeting
of HRMPSB
1.2.5 Forwards above

mentioned documents to SC for
inclusion in the HRMPSB
agenda
528
SCHEDULE OF HRMPSB
MEETING IS EVERY 1st and
3rd WEEK OF THE MONTH
**If recommendation is
endorsed, Analyst encodes
HRMPSB action in the
summary of agenda, and
indicates personnel clearance
in the BP recommendation
1.3 Section Chief (SC) reviews None 1 Hour Administrative

recommendation, affix initial Officer V
and forwards to Division Chief (Section Chief)
for signature
Chief
Administrative
1.3.1 Division Chief (DC) signs Officer
in Box No. 13 of the BP (Division Chief)
recommendation and forwards
the same to the Appointment
Receiving/Releasing Personnel Section
HRDO
1.4 Updates data in the None 30 Minutes Receiving/Rele
Docutrack asing
Personnel
1.4.1 Forwards BP
recommendation to the HRDO Appointment
Section
Directors Office for signature
HRDO
1.5 HRDO Director signs in Box None 2 Days Director

No. 14 of the BP
recommendation and forwards HRDO
the same to the Diliman Budget
Office for clearance in Box No.
15
1.6 After budget clearance, None 2 Days Director

forwards the same to the
Receiving and Releasing (Paused-Clock) Diliman Budget
Personnel at the HRDO Office
1.7 Receives cleared BP None 10 Minutes Receiving/Rele
recommendation from the asing
Diliman Budget Office Personnel
1.7.1 Forwards the same to to Appointment

Section
the Office of the Vice
HRDO
529
Chancellor for Administration
(OVCA) for signature
1.8 Vice-Chancellor signs in None 2 Days Vice Chancellor
Box No. 16.
(Paused-Clock) Office of the
1.8.1 Forwards signed BP Vice Chancellor
recommendation to the Office for
Administration
of the Chancellor (OC)
1.9 Chancellor signs in Box No. None 5 Days Chancellor
17
Office of the
1.9.1 Forwards BP (Paused-Clock) Chancellor
recommendation to the
Receiving and Releasing
Personnel at the HRDO.
1.10 Types KSS appointment None 1 Hour Administrative
(only if the school, eligibility and Officer IV
other requirements have been (HRMO II)
validated, verified and
submitted) Appointment
Section
HRDO
1.10.1 Encodes/updates
personnel details in the SQL
database, ePSIPOP, DBM-
PSIPOP and Excel Monitoring
Sheet
1.10.2 Forwards (4) copies of

KSS appointment to SC for
final review.
1.11 SC reviews details in the None 1 Hour Administrative
KSS appointment and to DC Officer V
(Section Chief)
for SG 1-17 SC will sign at
the back of the KSS Chief
Administrative
Officer
1.11.1 DC signs appointment (Division Chief)
and forwards the same to the
Receiving/Releasing Personnel Appointment
Section
for SG 18-up DC will sign at HRDO
the back of the KSS
1.12 Receives and records the None 10 Minutes Receiving/Rele

KSS Appointment and forwards asing
the same to the Appointing Personnel
Authority
530
Appointment
a. for SG 1-17= OVCA Section
b. for SG 18 and above and HRDO
all contractual appointment
= OC
1.13 VCA signs (4 copies) at None 2 Days Vice Chancellor
the front and back page of the
KSS appointment. (Paused-Clock) Office of the
Vice Chancellor
1.13.1 VCA signs at the back for
Administration
page of the KSS appointment of
SG 18-above and contractual
appointment
1.13.2 After signing, forwards

the same to the HRDO
Releasing and Receiving
Personnel
1.14. Appointing Authority signs None 5 Days Chancellor
(4 copies) at the front page of
the KSS appointment. (Paused-Clock) Office of the
Chancellor
Personnel
1.15 Receives the signed (4 None 10 Minutes Receiving/Rele
copies) of KSS appointment and asing
updates the Docutrack Personnel
1.15.1 Forwards the same to Appointment

Section
the concerned Analyst
HRDO
2. Appointee 2. Informs the appointee to sign None 10 Minutes Administrative

receives photocopy at the back page of the KSS Officer IV
of KSS appointment, appointment and releases (HRMO II)
Certificate of photocopy of KSS appointment,
Assumption to Duty signed Certificate of Assumption Appointment
Section
and Oath of Office to Duty and Oath of Office to HRDO
appointee.
2.1.1 Prepares 2 sets of

Appointment Transmittal and
Action Form (ATAF) with
attached KSS appointments,
PDS, PDF, verified CSC/PRC
531
eligibility, Oath of Office,
Certificate of Assumption to
Duty for submission to the CSC
Field Office.
2.1.2 Forwards photocopy of

appointment to Benefits
Section, Diliman Accounting
Office and IMS for 201
safekeeping
TOTAL None 18 Days, 5
Hours, 10
Minutes
*Assuming that School and Eligibility verification is already available
2. Processing of Reappointment (change of status from

Temporary MC 11, Category II to Permanent) for Administrative
Personnel under MC 11, Category II) and Renewal of
Appointment for Administrative Personnel under MC 11,
Category II)
The issuance of appointment from temporary to permanent upon acquiring the
appropriate CSC MC 11, Category II eligibility and the renewal of temporary
appointment upon expiration of the appointment or subsequent appointment. A
temporary appointment may be renewed in the absence of an applicant who meets
all the qualification requirements of the position as certified by the appointing
authority and provided that the performance rating of the employee is at least
Satisfactory.
Transaction:
For Reappointment (Temporary-Permanent)

MC 11, Category II
1. Duly accomplished Basic Paper (HRDO B-2),(1 www.hrdo.upd.edu.ph

copy)

532
2017), (3 original copies) with passport size picture
taken within the last (6) months and Work Experience
Sheet for those with required relevant experience.
4. Certificate of eligibility/rating/license to Requesting Party - CSC

Authenticated Certificate) or Valid licenses issued by
authorized regulatory agencies

6. Latest 2 Performance Rating
Reappointment (Renewal) MC 11, Category II
1. Duly accomplished Basic Paper (HRDO B-2),(1 www.hrdo.upd.edu.ph

copy)
3. Matrix of evaluation of applicants (Memo No.

CAS-11-040)-EXCEPT FOR REAPPT.

2017), (3 original copies) with passport size picture
taken within the last (6) months and Work Experience
Sheet for those with required relevant experience.

6. Latest 2 Performance Rating
ADDITIONAL REQUIREMENTS FOR THE

RELEASE OF SIGNED APPOINTMENT PAPERS

copies)
FEES PERSON
PROCESSING
TIME
PAID E
533
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Relea
recommendation for HRDO Document Tracking sing Personnel
Reappointment (UP (Docutrack) and forwards
Contractual- submitted Basic Paper (BP) Appointment
Permanent) with recommendation and other Section
HRDO
complete documentary requirements to
documentary the concerned Analyst
attachments.

Section
validates submitted
compliant.

Service Record (SR)

for School verification and
Eligibility validation and sends
request letter through
electronic mail and/or courier
(Reappointment)

for School verification (if not
yet verified) (Renewal)
1.2.5 Indicates personnel

clearance and forwards to
Section Chief (SC) for review
and initial
1.3 Section Chief (SC) reviews None 1 Hour Administrative
and forwards to Division Chief (Section Chief)
for signature
Chief
Administrative
1.3.1 Division Chief (DC) signs Officer (Division
in Box No. 13 of the BP Chief)
Section
534
Receiving/Releasing HRDO
Personnel
1.4 Updates data in the None 30 Minutes Receiving/Relea
Docutrack sing Personnel
1.4.1 Forwards BP Appointment

recommendation to the HRDO Section
HRDO

No. 14 of the BP
15
1.7 Receives cleared BP None 10 Minutes Receiving/Relea
recommendation from the sing Personnel
Appointment
1.7.1 Forwards the same to the Section
HRDO
Administration (OVCA) for
signature
Box No. 16.
(Paused-Clock) Office of the Vice
1.8.1 Forwards signed BP Chancellor for
recommendation to the Office Administration
of the Chancellor (OC)
17
Office of the
1.9.1 Forwards BP (Paused-Clock) Chancellor
1.10 Types KSS appointment None 1 Hour Administrative
(only if the school, eligibility Officer IV
and other requirements have (HRMO II)
been validated, verified and
submitted) Appointment
Section
HRDO
535
database and Excel Monitoring
Sheet

KSS appointment to SC for
final review.
1.11 Section Chief (SC) None 1 Hour Administrative

reviews recommendation, affix Officer V
initial and forwards to Division (Section Chief)
Chief for signature
Chief
Administrative
1.11.1 Division Chief (DC)
Officer (Division
signs in Box No. 13 of the BP Chief)
Receiving/Releasing Section
Personnel HRDO
1.12 Receives and records the None 10 Minutes Receiving/Relea
KSS Appointment and forwards sing Personnel
the same to the Appointing
Authority Appointment
Section
HRDO
a. for SG 1-17= OVCA
b. for SG 18 and above = OC
1.13 VCA signs (4 copies) at None 2 Days Vice Chancellor
the front page of the KSS
appointment. (Paused-Clock) Office of the Vice
Chancellor for
1.13.1 After signing, forwards Administration
Personnel
1.14 Appointing Authority signs None 5 Days Chancellor
(4 copies) at the front page of
the KSS appointment. (Paused-Clock) Office of the
Chancellor
Personnel
1.15 Receives the signed (4 None 10 Minutes Receiving/Relea
copies) of KSS appointment sing Personnel
and updates the Docutrack
536
1.15.1 Forwards the same to Appointment
the concerned Analyst Section
HRDO
2. Appointee 2. Informs the appointee to sign None 10 Minutes Administrative

receives photocopy at the back page of the KSS Officer IV
of KSS appointment, appointment and releases (HRMO II)
Certificate of photocopy of KSS appointment,
Assumption to Duty signed Certificate of Appointment
Section
and Oath of Office Assumption to Duty and Oath
HRDO
of Office to appointee.
2.1.1 Prepares 2 sets of

Appointment Transmittal and
Action Form (ATAF) with
attached KSS appointments,
PDS, PDF, verified CSC/PRC
eligibility, Oath of Office,
Certificate of Assumption to
Duty for submission to the
CSC Field Office.
3. Forwards photocopy of KSS None 15 Minutes Receiving/Relea
appointment to Benefits sing Personnel
Office and IMS for safekeeping Appointment
Section
HRDO

Hours, 25
Minutes
3. Processing of Original/Promotion/Reemployment/
Reclassification/Transfer/Change of Status (Temporary-
Permanent) Appointment for REPS Personnel
The REPS are members of the academic, non-teaching staff of the University who
are in research and extension offices/institutes.
Original appointment (initial entry into the career or non-career service); Promotion
(the advancement of a career employee from one position to another with an
increase in duties and responsibilities as authorized by law and usually
accompanied by an increase in salary); Reemployment (the appointment of a
person who has been previously appointed to a position in the government service
but was separated); Reclassification (from faculty-administrative, REPS-
administrative); Transfer (the movement of employee from one position to another
537
which is of equivalent rank, level or salary without gap in the service); and
Reappointment (the issuance of an appointment as a result from temporary to
permanent).
Transaction:
For Original, Reemployment, Transfer
1. Duly accomplished Green Basic Paper (HRDO B- www.hrdo.upd.edu.ph

1) (1 copy)
2. Justification Letter Requesting Party

No. CAS-11-040)

Revised 2017), (2 original copies) with passport size
experience.
5. Certificate of eligibility/rating/license to Requesting Party - CSC

Authenticated Certificate)
a. Valid licenses issued by authorized
regulatory agencies

Rev Ver. No. 1, s.2017), (1 original copy)
7. Neuropsychiatric exam (APPLICABLE TO

POSITIONS W/C INVOLVE THE MAINTENANCE
OF PEACE AND ORDER AND THE
PROTECTION OF LIFE AND PROPERTY)


538
the School)
11. NBI Clearance (Original copy) Requesting Party – NBI
12. Marriage contract/Certificate duly authenticated Requesting Party - PSA

by the PSA, if married
13. Birth Certificate duly authenticated by the PSA
14. Medical Certificate issued by a licensed Requesting Party - UHS

government physician (1 copy) Blood Test,
Urinalysis, Chest X-ray, Drug Test, Psychological
Test
15. Statement of Assets and Liabilities (3 copies)
16. Approved transfer from former Office
For Reclassification and Promotion
1. Duly accomplished Green Basic Paper (HRDO B-1) www.hrdo.upd.edu.ph

, (1 copy)
2. Justification Letter Requesting Party

No. CAS-11-040)

Revised 2017), (1 original copy) with passport size
experience.

Rev Ver. No. 1, s.2017), (1 original copy)
6. Last two (2) Performance Rating
Change of Status Temporary-Permanent
1. Duly accomplished Green Basic Paper (HRDO B-1) www.hrdo.upd.edu.ph

(1 copy)
539
2. Personal Data Sheet (CSC Form 212, Requesting Party
Revised 2017), (1 original copy) with passport size
experience.
3. Justification Letter
4. Last two (2) Performance Rating
ADDITIONAL REQUIREMENTS FOR THE RELEASE

OF SIGNED APPOINTMENT PAPERS

copies)
FEES
PERSON
TO PROCESSING
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE TIME
E
PAID
Original/Reemploym (Docutrack) and forwards Basic
ent/Reclassification/ Paper (BP) recommendation Appointment
Change of status and other documentary Section
HRDO
with complete requirements to the concerned
documentary Analyst
requirements.

Section
of BP recommendation and
validates submitted
compliant

reemployment,
reclassification, and
promotion)
540
1.2.3 Forwards BP
recommendation to Recruitment
Section Chief
1.3 Section Chief (SC) compiles None 30 Minutes Administrative

BP recommendation for RPFC Officer V
agenda (HRMO III)
SCHEDULE OF RPFC Recruitment

Section
MEETING IS EVERY 1st
HRDO
Wednesday OF THE MONTH
RPFC action in the summary of
agenda, indicates clearance in
the BP recommendation and
forwards to HRRD Division
Chief (DC) for signature
1.4 DC reviews BP None 10 Minutes Chief

recommendation, affix signature Administrative
in Box No. 13 of the BP Officer (Division
recommendation and forwards Chief)
the same to the
Appointment
Receiving/Releasing Personnel
Section
HRDO
1.5 Updates data in the None 10 Minutes Receiving/Relea
Docutrack sing Personnel

Section
recommendation to the HRDO
HRDO

No. 14 of the BP
15

541
Appointment
HRDO
(OVCRD) for signature
Box No. 16.
1.9.1 Forwards signed BP Vice Chancellor
recommendation to the Office of for Research
and
the Chancellor (OC).
Development
1.10 Chancellor signs in Box None 5 Days Chancellor
No. 17
1.10.1 Forwards BP Chancellor
1.11 Types appointment None 1 Hour Administrative
Officer IV
1.11.1 Encodes/updates (HRMO II)
database, ePSIPOP, DBM- Appointment
Section
HRDO
Sheet

appointment to SC for final
review.
12. SC reviews details in the None 1 Hour Administrative
appointment, affix initial and Officer V
forwards to DC (Section Chief)
1.12.1 DC affix initial in the Chief

Administrative
appointment and forwards the
Officer (Division
same to the Chief)
Appointment
Section
HRDO
1.13 Receives and records None 10 Minutes Receiving/Relea
appointment and forwards the sing Personnel
542
same to the Appointing Appointment
Authority Section
HRDO
a. for SG 1-17 and below =
OVCRD
b. for SG 18 and above and all

contractual appointment = OC
1.14 VCRD sign (2 copies) of None 3 Days Vice Chancellor
appointment.
1.14.1 After signing, forwards Vice Chancellor
the same to the HRDO for Research
and
Development
Personnel.
1.15 Chancellor signs (2 None 5 Days Chancellor
copies) of appointment
1.15.1 After signing, forwards Chancellor
Personnel.
2. Appointee/ 2. Receives the signed (2 None 5 Minutes Receiving/Relea
authorize copies) of appointment and sing Personnel
representative updates the Docutrack
receives copy of Appointment
appointment 2.1.1 Informs the appointee to Section
HRDO
pick-up copy of appointment
and release copy of
appointment to the appointee or
authorize representative

safekeeping

Hours, 25
Minutes
543
4. Processing of Renewal of Appointment and Reappointment (UP
Contractual) for REPS Personnel
Request of Unit/College for renewal and reappointment of contractual REPS Personnel.
Renewal and reappointment is reckoned on the date of issuance of appointment and
renewable for a period of one (1) year.
Type of Transaction: Government to Government (Internal Client: Unit to HRDO)
1. Duly accomplished Basic Paper (HRDO B-1), www.hrdo.upd.edu.ph

(1 copy)
3. Last 2 performance rating
ADDITIONAL REQUIREMENTS FOR THE

RELEASE OF SIGNED APPOINTMENT PAPERS
● Certificate of Assumption to Duty (3 original

copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Releasin
recommendation for HRDO Document Tracking g Personnel
Original/Reemploymen (Docutrack) and forwards
t/Reclassification/Chan Basic Paper (BP) Appointment
ge of status with recommendation and other Section
HRDO
complete documentary documentary requirements
requirements. to the concerned Analyst

recommendation and other Officer IV (HRMO
documentary requirements. II)

Section
details indicated in boxes 1- HRDO
12 of BP recommendation
and validates submitted
544
documentary requirements,
if compliant
1.2.2 Prints and attaches

Draft Service Record (SR)

clearance in Box no. 13
1.2.4 Forwards BP
recommendation to Section
Chief (SC) for review and
initial
1.3 Division Chief (DC) None 10 Minutes Chief
reviews BP Administrative
recommendation, affix Officer (Division
signature in Box No. 13 and Chief)
Appointment
Personnel HRDO
1.4 Updates data in the None 10 Minutes Receiving/Releasin
Docutrack g Personnel

recommendation to the Section
HRDO
HRDO Directors Office for
signature
1.5 HRDO Director signs in None 2 Days Director
Box No. 14 of the BP
recommendation and HRDO
Diliman Budget Office for
clearance in Box No. 15
1.7 Receives cleared BP None 10 Minutes Receiving/Releasin
recommendation from the g Personnel
Appointment
1.7.1 Forwards the same to Section
HRDO
Chancellor for Research
and Development (OVCRD)
for signature
545
Box No. 16.
recommendation to the Research and
Development
(OC).
No. 17
Officer IV (HRMO
1.10.1 Encodes/updates II)
personnel details in the
SQL database, ePSIPOP, Appointment
Section
DBM-PSIPOP and Excel
HRDO
Monitoring Sheet
1.10.2 Forwards (2) copies

of appointment to SC for
final review.
1.11 SC reviews details in None 1 Hour Administrative
the appointment, affix initial Officer V (Section
and forwards to DC Chief)

Administrative
appointment and forwards
Officer (Division
the same to the Chief)
Receiving/Releasing
Personnel Appointment
Section
HRDO
1.12 Receives and records None 10 Minutes Receiving/Releasin
appointment and forwards g Personnel
Section
HRDO
a. for SG 1-17 and below =
OVCRD
b. for SG 18 and above

and all contractual
appointment = OC
546
1.13 VCRD sign (2 copies) None 3 Days Vice Chancellor
of appointment.
1.13.1 After signing, Chancellor for
forwards the same to the Research and
Development
HRDO Releasing and
Receiving Personnel.
1.14.1 After signing, Chancellor
HRDO Releasing and
2. Appointee/ 2. Receives the signed (2 None 5 Minutes Receiving/Releasin

authorize copies) of appointment and g Personnel
appointment 2.1.1 Informs the appointee Section
HRDO
to pick-up copy of
appointment and release
copy of appointment to the
appointee or authorize
representative
2.1.2 Forwards photocopy

of appointment to Benefits
safekeeping
Hours, 55
Minutes
5. Processing of
Original/Reemployment/Transfer/Promotion/Reclassification
Appointment for Regular and Non-Regular Faculty Personnel
All appointments to the faculty shall be made strictly on the basis of merit. (Art. 157)
Every recommendation to the Board of Regents for appointment or promotion shall
be accompanied with a complete statement of the qualifications, training, service,
record, publications, or research of the candidate and such other matters which
may be called for the rules of the University. (Art. 159) Recommendations for
547
appointments and promotions in the faculty shall be made in accordance with such
rules of procedure as may be prescribed by the President and in consonance with
a plan of standardization of faculty position. (Art. 16) - UPD Faculty Manual
Transaction:
For Original/Reemployment/Transfer
4. Duly Accomplished Green Basic Paper (HRDO B-1), www.hrdo.upd.edu.ph

(1 copy).
2. Justification from Chair/Director endorsed by the Requesting Party

Dean
3. Updated Curriculum Vitae (CV) with recent 1 ½ x 1 ½

picture (2 copies) (to indicate accomplishments and
publications)
4. Transcript of Records (original copy) - For new UP Requesting Party –

graduates, True Copy of Grades (TCG) certified by University/College
the College Secretary and a copy of request for TOR
to OUR; the required original transcript of records
should be submitted prior to release of appointment.
5. Diploma of all degrees earned (Certified photocopy) -

For new UP graduates, a certification of completion of
the degree from the academic unit
6. Approved transfer from former agency and Service

Record (if applicable)
7. For transfer and reemployment from another

government agency, clearance and certification of
leave credits from former Officer and certification of
premium deductions
8. If submitting beyond the due date, a letter of

explanation will be an additional requirement.
9. Birth Certificate (PSA Authenticated)

Requesting Party – PSA
10. Notarized Personal Data Sheet (CSC, Form 212)
548
(1 copy), with 1 ½ x 1 ½ picture (2 copies)
11. NBI Clearance (original)

Requesting Party – NBI
12. If married, Marriage Contract (PSA authenticated)
13. If regular faculty, Medical Certificate with
documentary stamp (1 copy)
14. If regular faculty, Mandatory drug test results (CSC

MC No. 13,s2010)
15. If regular faculty, Statement of Assets, Liabilities

and Net worth (3 copies)
DOCUMENT FOR SUBMISSION TO THE DILIMAN

ACCOUNTING OFFICE FOR RELEASE OF FIRST
SALARY
6. Appointment paper
7. Oath of Office
8. Report for Duty
9. Certificate of Service or Daily Time Record as
applicable
10. TIN or Duly accomplished BIR Form 1902 (if no TIN)
11. Bank Account Number (LBP/DBP/PVB payroll Requesting Party – BIR
account Requesting Party - LBP/DBP/PVB
12. Duly Approved Obligation Slip
13. PhilHealth Number (optional for foreign nationals) Requesting Party – PHILHEALTH
14. Statement of Assets, Liabilities and Net worth
16. Photocop/ies of Birth Certificate/s of dependent Requesting Party – PSA
children
17. For married persons – photocopy of marriage
certificate
18. If not previously employed – Certificate of “No
Previous Employer”
19. If previously employed – BIR Form 2316 for the
current year from previous employer
20. GSIS Business Partner Number (BPN) Requesting Party – GSIS
21. PAG-IBIG Number Requesting Party – PAG-IBIG
For Promotion with MA/MS and Automatic Promotion

with PhD
549
1. Duly Accomplished Basic Paper (HRDO B-1), (1
copy). www.hrdo.upd.edu.ph
2. Justification from Chair/Director endorsed by the Dean

Requesting Party
3. Updated Curriculum Vitae (CV) with recent 1 ½ x 1 ½
publications)
4. SET scores for the last two semesters (for Automatic

Promotion with no SET scores, state if on scholarship)
5. Transcript of Records (original copy) - For new UP

graduates, True Copy of Grades (TCG) certified by Requesting Party –
the College Secretary and a copy of request for TOR University/College
to OUR; the required original transcript of records
should be submitted prior to release of appointment.
6. Diploma of all degrees earned (Certified photocopy) -

For new UP graduates, a certification of completion of
the degree from the academic unit
7. If coming from study leave, report for duty
8. If submitting beyond the due date (within a year from

conferment of MA/MS or PhD degree), a letter of
For Reclassification
1. Duly Accomplished Basic Paper (HRDO B-1), (1

copy).
www.hrdo.upd.edu.ph
2. Justification from Chair/Director endorsed by the Dean
3. Updated Curriculum Vitae (CV) with recent 1 ½ x 1 ½ Requesting Party

publications)
4. Transcript of Records (original copy)
5. Diploma of all degrees earned (Certified photocopy) Requesting Party –

University/College
6. SET scores (if applicable)

550
FEES
PERSON
TO PROCESSI
CLIENT STEPS AGENCY ACTIONS RESPONS
BE NG TIME
IBLE
PAID
1. Submits 1. Receives/encodes in the HRDO None 10 Minutes Receiving/R
recommendation Document Tracking (Docutrack) eleasing
for and forwards Basic Paper (BP) Personnel
Original/Reemploy recommendation and other
ment/Promotion/Re documentary requirements to the Appointmen
t Section
classification concerned Analyst
HRDO
Appointment with
complete
documentary
requirements.
1.2 Receives BP recommendation None 30 Minutes Administrati
and other documentary ve Officer IV
requirements. (HRMO II)
1.2.1 Analyzes and checks details Appointmen

t Section
indicated in boxes 1-12 of BP
HRDO
recommendation and validates
submitted documentary
requirements, if compliant.

reemployment, reclassification,
reappointment and promotion)
1.2.3 Forwards to Planning and

Research Section for checking of
availability of item (if applicable)
1.3 Section Chief reviews/verifies None 1 Hour Administrati

availability of recommended item ve Officer V
and affix initial in the BP (HRMO III)
recommendation
Planning
and
1.3.1 Forwards BP
Research
Appointment Analyst concerned
551
1.4 Forwards to to Scholarship None 5 Minutes Administrati
Section for checking of contractual ve Officer IV
obligation (if applicable) (HRMO II)
Appointmen
t Section
HRDO
1.5 Scholarship Section checks None 1 Day Administrati
contractual obligation of faculty ve Officer IV
concerned (HRMO II)
1.5.1 Indicates if with/without Scholarship

Section
contractual obligation or with RSR HRDO
1.5.2 Forwards back to
Appointment Section concerned
Analyst
1.6 Forwards to Recruitment None 5 Minutes Administrati
Section Chief for review/evaluation ve Officer IV
and inclusion in the APFC agenda (HRMO II)
Appointmen
t Section
HRDO
1.7. Section Chief (SC) evaluates None 1 Hour Administrati
BP recommendation ve Officer V
(HRMO III)
1.7.1 Recruitment Analyst types
agenda
Administrati
ve Officer V
1.7.2 SC compiles BP (HRMO III)
recommendation for APFC
Agenda
Recruitment
SCHEDULE OF APFC MEETING Section
IS EVERY 2nd and 4th HRDO
**If recommendation is endorsed,

Analyst encodes APFC action in
the summary of agenda, indicates
clearance in the BP
recommendation and forwards to
HRRD Division Chief (DC) for
signature
recommendation, affix signature in Administrati
Box No. 13 of the BP ve Officer
552
recommendation and forwards the (Division
same to the Receiving/Releasing Chief)
Personnel
Appointmen
t Section
HRDO
1.9 Updates data in the Docutrack None 10 Minutes Receiving/R
eleasing
1.9.1 Forwards BP Personnel
Directors Office for signature Appointmen
t Section
HRDO
No. 14 of the BP
recommendation and forwards the HRDO
same to the Diliman Budget Office
for clearance in Box No. 15

Receiving and Releasing (Paused- Diliman
Personnel at the HRDO Clock) Budget
Office
1.12 Receives cleared BP None 10 Minutes Receiving/R
recommendation from the Diliman eleasing
Budget Office Personnel
1.12.1 Forwards the same to the Appointmen

t Section
Office of the Vice Chancellor for HRDO
1.13 Vice-Chancellor signs in Box None 3 Days Vice
No. 16. Chancellor
(Paused-
1.13.1 Forwards signed BP Clock) Office of the
recommendation to the Office of Vice
Chancellor
the Chancellor (OC). for
Academic
Affairs
17
(Paused- Office of the
1.14.1 Forwards BP Clock) Chancellor
recommendation to the Receiving
and Releasing Personnel at the
HRDO.
553
1.15 Types appointment None 1 Hour Administrati
ve Officer IV
database, ePSIPOP, DBM- Appointmen
t Section
PSIPOP and Excel Monitoring HRDO
Sheet

review.
1.16 SC reviews details in the None 1 Hour Administrati
appointment, affix initial and ve Officer V
forwards to DC (Section
Chief)
1.16.1 DC affix initial in the
Chief
appointment and forwards the Administrati
same to the Receiving/Releasing ve Officer
Personnel (Division
Chief)
Appointmen
t Section
HRDO
1.17 Receives and records None 10 Minutes Receiving/R
appointment and forwards the eleasing
same to the Appointing Authority Personnel
a. for SG 1-17 and below = Appointmen

t Section
OVCAA HRDO
b. for SG 18 and above and
Promotion = OC
1.18 VCAA sign (2 copies) of None 3 Days Vice
appointment. Chancellor
(Paused-
1.18.1 After signing, forwards the Clock) Office of the
same to the HRDO Releasing and Vice
Chancellor
Receiving Personnel. for
Research
and
Developme
nt
8. 1.19 Chancellor signs (2 copies) None 5 Days Chancellor
of appointment
Clock) Chancellor
554
1.19.1 After signing, forwards the
same to the HRDO Releasing and
2. Appointee/ 2. Receives the signed (2 copies) None 5 Minutes Receiving/R

authorize of appointment and updates the eleasing
representative Docutrack Personnel
receives copy of
appointment 2.1.1 Informs the appointee to Appointmen
t Section
pick-up copy of appointment and
HRDO
release copy of appointment to
the appointee or authorize
representative

appointment to Diliman
Accounting Office and IMS for
safekeeping
Hours, 35
Minutes
6. Processing of Original Delegated Appointment for Faculty

Personnel
Preparation of delegated appointment is within the College, the initial appointment
in the University to the rank of Instructor 1-7 without failing grade, it shall be
temporary in character, for a period not exceeding one (1) year.
Transaction:
1. Duly Accomplished Green Basic Paper (HRDO www.hrdo.upd.edu.ph

B-1), (1 copy).
2. Justification from Chair/Director endorsed by Requesting Party

the Dean
555
3. Updated Curriculum Vitae (CV) with recent 1 ½
x 1 ½ picture (2 copies) (to indicate
accomplishments and publications) Requesting Party – University/College
4. Transcript of Records (original copy) - For new

UP graduates, True Copy of Grades (TCG)
certified by the College Secretary and a copy of
request for TOR to OUR; the required original
transcript of records should be submitted prior
to release of appointment.
5. Diploma of all degrees earned (Certified

photocopy) - For new UP graduates, a
certification of completion of the degree from
the academic unit
6. Approved transfer from former agency and

Service Record (if applicable)
7. If submitting beyond the due date, a letter of Requesting Party – PSA

8. Birth Certificate (PSA Authenticated)
9. Notarized Personal Data Sheet (CSC, Form Requesting Party – NBI

212) (1 copy), with 1 ½ x 1 ½ picture (2 copies)
10. NBI Clearance (original)
11. If married, Marriage Contract (PSA authenticated)
12. If regular faculty, Medical Certificate with

documentary stamp (1 copy)
13. If regular faculty, Mandatory drug test results (CSC

MC No. 13,s2010)
14. If regular faculty, Statement of Assets, Liabilities and

Net worth (3 copies)
FEES PERSON
PROCESSING
TIME
PAID LE
1. Submits Basic 1. Receives/encodes in the None 10 Minutes Receiving/Rel
Paper HRDO Document Tracking easing
recommendation (Docutrack) and forwards Personnel
with appointment Basic Paper (BP)
signed by the Dean recommendation and other
556
documentary requirements to Appointment
the concerned Analyst Section
HRDO


Section
details indicated in boxes 1-12
HRDO
validates submitted
compliant
database, ePSIPOP, DBM-
Sheet
1.2.4 Forwards to Section

Chief (SC) for review and initial
1.3 SC reviews BP None 15 Minutes Administrative
and forwards to Divisions Chief (Section Chief)
(DC)
Chief
Administrative
1.3.1 DC affix initial in Box in
Officer
the the BP recommendation (Division
and appointment and forwards Chief)
the same to the
Receiving/Releasing Personnel Appointment
Section
HRDO
1.4 Records and encode in None 15 Minutes Receiving/Rel
Docutrack and prepare easing
transmittal report Personnel
1.4.1 Forwards copy of Appointment

Section
appointment to Diliman HRDO
Accounting Office
1.4.2 Forwards appointment

with attached BP
recommendation to Records
557
Section for 201 file
safekeeping
Minutes
7. Processing of Renewal with Temporary Waiver of Tenure Rule,

Renewal with Waiver of Up or Out Rule and Faculty Tenure for
Faculty Personnel
Renewal with Temporary Waiver of Tenure Rule and Renewal with Waiver of Up or Out
Rule is granted to a faculty member who does not meet the requirements for tenure.
Tenure or permanency is granted to a faculty member who meets the requirements for
the position to which s/he is being appointed after a trial period in accordance with the
rules and standards set by the University.
Office or Human Resource and Recruitment Division - Appointment Section
Division:
Transaction:
For Renewal with Temporary Waiver of Tenure

Rule (RTWTR)
1. Fully Accomplished Basic Paper (HRDO B-1), (1 www.hrdo.upd.edu.ph
copy)
Requesting Party
2. Justification from Chair/Director endorsed by the
Dean
3. Updated Curriculum Vitae (CV) with recent 1 ½ x 1

½ picture (2 copies) (to indicate accomplishments
and publications)
4. SET scores
558
5. Certification of acceptance from the Editor and
statement as to when the refereed publication will be
off the press

For Renewal with Waiver of Up or Out Rule

(RTWUOU)

copy)

Requesting Party
Dean

and publications)
4. SET scores
5. Certification from thesis adviser that the

recommendee has an officially approved thesis
topic and indicating the projected date of
completion

For Faculty Tenure
1. Fully Accomplished Basic Paper (HRDO B-1), (1

copy) www.hrdo.upd.edu.ph
2. Justification and statement as to the article being

offered for tenure from Chair/Director endorsed by Requesting Party
the Dean

and publications)
559
4. SET scores for the previous semesters (maximum
of five consecutive semesters)
5. Proof of publication
6. Proof/certification that the publication went through

peer-review process
7. Certification that the faculty is the lead author
8. If submitting beyond the due date (2 calendar

months prior to the end of trial period) a letter of
FEES PERSON
PROCESSING RESPONSIBL
TIME E
PAID
recommendation HRDO Document Tracking sing Personnel
for RTWTR, (Docutrack) and forwards Basic
RTWUOU and Paper (BP) recommendation and Appointment
Tenure with other documentary requirements Section
complete to the concerned Analyst HRDO
attachments.
1.2 Receives BP recommendation None 2 Hours Administrative
and other documentary Officer IV
1.2.1 Analyzes and checks details Appointment

indicated in boxes 1-12 of BP Section
recommendation and validates HRDO

Service Record (SR)
1.2.3 Forwards to Scholarship

Section for checking of
contractual obligation
1.2.4 Forwards BP
recommendation to Recruitment
560
Section Chief for evaluation and
typing of APFC agenda
1.3 SC evaluates BP None 30 Minutes Administrative
recommendation Officer V
(HRMO III)
1.3.1 For tenure, SC forwards BP
recommendation to OVCRD for Recruitment
vetting of the publication, if Section
approved proceed to 3.2 HRDO

agenda
1.3.3 SC compiles BP
Agenda
SCHEDULE OF APFC MEETING

IS EVERY 2nd and 4th
**If recommendation is endorsed,

Analyst encodes APFC action in
the summary of agenda, indicates
clearance in the BP
recommendation and forwards to
HRRD Division Chief (DC) for
signature
recommendation, affix signature Administrative
in Box No. 13 of the BP Officer (Division
recommendation and forwards the Chief)
same to the Receiving/Releasing
Appointment
Personnel
Section
HRDO
1.5 Updates data in the Docutrack None 10 Minutes Receiving/Relea

sing Personnel
1.5.1 Forwards BP
Section
HRDO
561
No. 14 of the BP
recommendation and forwards the HRDO
same to the Diliman Budget Office
for clearance in Box No. 15
1.8 Receives processed BP None 10 Minutes Receiving/Relea

recommendation from the Diliman sing Personnel
Budget Office
Appointment
Section
1.8.1 Forwards the same to the
HRDO
Recruitment Section Chief for
preparation of recommendation
letter
1.9 Checks and prepares None 30 Minutes Administrative
recommendation letter and Officer V
attaches to the BP (HRMO III)
recommendation

Recruitment
Division Chief for final review and Section
initial HRDO
1.10 DC reviews attached None 10 Minutes Chief

recommendation letter, affix initial Administrative
and forwards the same to the Officer (Division
Receiving/Releasing Personnel Chief)
Appointment
Section
HRDO
1.11 Vice-Chancellor reviews and None 3 Days Vice Chancellor

signs in the OVCAA
recommendation letter. (Paused-Clock) Office of the
Vice Chancellor
for Academic
1.11.1 Forwards signed BP and
Affairs
letter of recommendation to the
Office of the Chancellor.
562
1.12 Chancellor reviews and None 5 Days Chancellor
signs in the OC recommendation
letter. (Paused-Clock) Office of the
Chancellor
1.12.1 Forwards BP and letter
recommendation to the Receiving
and Releasing Personnel at the
HRDO
9. 1.13 Updates data in Docutrack None 30 Minutes Receiving/Relea
10. sing Personnel
1.13.1 Forwards to Recruitment
Section Chief for final checking of Appointment
recommendation letters Section
HRDO
1.13.2 After checking, updates
data in Docutrack, prepares
receiving copy and forwards BP
and letter recommendation to
OVPAA for BOR agenda
1.14 Receive BP with letter None 30 Minutes OVPAA
recommendation
1.14.1 Checks completeness of Vice President
for Academic
documents and forwards to VPAA
Affairs
for signature and endorsement to
the President
1.14.2 University President signs

BP recommendation.
1.14.3 Forwards to OSU for BOR

meeting through OVPAA
releasing
15. Receives BP and letter None 30 Minutes OSU Personnel
recommendation
1.15.1 Checks completeness of University
Secretary
documents and forwards copy to
Analyst concern
1.15.2 Waiting for action/approval

of Board of Regents
563
1.15.3 Upon approval, BP
recommendation will be
forwarded to HRDO for typing of
appointment
Officer IV
1.16.1 Encodes and updates (HRMO II)
Appointment
database and Excel Monitoring
Section
Sheet
HRDO

review.
or
Chief
Administrative
Officer (Division
Personnel
Appointment
Section
HRDO
1.18. Receives and records None 10 Minutes Receiving/Relea

appointment and forwards the sing Personnel
same to the Office of the
University Secretary for signature Appointment
Section
HRDO
1.19 Receive/check receiving None 15 Days University

copy Secretary
(Paused-Clock)
1.19.1 Encodes in the database Office of the
University
and forwards appointment to
Secretary
appointing authority
1.19.2 Wait for Secretary of the

University to sign BOR
appointment
564
1.19.3 Forwards to HRDO
through the Releasing and
Receiving Personnel
2. Appointee/ 2. Receives signed (2 copies) None 10 Minutes Receiving/Relea
authorize BOR appointment and updates sing Personnel
representative the Docutrack database.
appointment Section
2.1.1 Informs the appointee to
HRDO
pick-up copy of BOR appointment
and releases copy of appointment
to the Appointee or authorize
representative

appointment to Benefits Section,
Diliman Accounting Office and
IMS for 201 safekeeping
Hours, 40
Minutes
8. Processing of the following Batch Renewals:

I. Batch Renewal Appointment for Faculty Personnel who are not
recommended for tenure track.
c) Instructors
d) Assistant Professors, Associate Professors and Professors
II. Batch Renewal Appointment for Faculty Personnel who are not
recommended for tenure track.
c) Lecturers
d) Senior Lecturer, Professorial Lecturer
III. Batch Renewal for (non-regular Professorial Lecturer beyond
age 65) Faculty Personnel.
565
Memorandum No. OVCAA-ECA-19-322 - Upon receipt of recommendations, the
OVCAA will forward them to the Office for the Advancement of Teaching (OAT)
Diliman, which will provide the SET scores of each faculty recommendee in
coordination with the Office of the University Registrar (OUR-AIS Section).
Thereafter, the OVCAA will endorse them to the Office of the Chancellor through
HRDO and Diliman Budget Office. The HRDO will do the personnel clearance while
the Diliman Budget Office will do the budget clearance. Further, the HRDO will
communicate to the concerned Units those faculty with low SET scores and request
for justification and plan of action to address the same which will be forwarded to
the Academic and Fellowship Committee (APFC) for review/evaluation.
Transaction:
https://ovcaa.upd.edu.ph/
1. Batch Renewal Form 1 (Instructors)
Requesting Party
2. Batch Renewal Form 2 (Assistant Professors,
Associate Professors and Professors)
3. Batch Renewal Form 3 (Lecturers)
4. Batch Renewal Form 4 (Senior Lecturer and

Professorial Lecturer)
5. Batch Renewal Form 5 (Professorial Lecturer

beyond age 65 - non regular)
a. Duly accomplished OSU and OVPAA Forms

explanation will be an additional requirement
FEES PERSON
PROCESSING
TIME
PAID E
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Rele
566
recommendation for Document Tracking (Docutrack) asing
Batch Renewal with and forwards submitted Batch Personnel
complete Renewal (BR) Forms and other
attachments. documentary requirements to the Appointment
concerned Analyst Section
HRDO
1.2 Receives BR Forms and None 1 Hour Administrative
other documentary Officer IV
Appointment
1.2.1 Reviews/analyzes/ checks
Section
content of BR Forms, if found in
HRDO
order

Service Record (SR)

1.3 Scholarship Section checks None 1 Day Administrative
contractual obligation of faculty Officer IV
concerned (HRMO II)
Scholarship
1.3.1 Indicates if with/without
Section
contractual obligation or with
HRDO
RSR

Appointment Section concerned
Analyst
1.4 Affix initial in the BR Forms None 15 Minutes Administrative
Officer IV
1.4.1 Forwards BR Forms to (HRMO II)
Section Chief (SC) and Division
Appointment
Chief (DC) for review and initial
Section
HRDO
1.5 SC reviews BR Forms, affix None 30 Minutes Administrative
initial and forwards the same to Officer V
DC for signature (Section Chief)
Chief
1.5.1 DC signs in the BR Form
Administrative
and forwards the same to the
Officer (Division
567
Receiving and Releasing Chief)
Personnel
Appointment
Section
HRDO
Docutrack. asing
Personnel
1.6.1 Forwards BR Forms to
Appointment
HRDO Director’s Office for
Section
signature in the BR Forms
HRDO
1.7 Signs in the BR Forms and None 2 Days Director
forwards the same to the Diliman
Budget Office for clearance HRDO
forwards BR Forms to the
1.9 Receives cleared BR forms None 10 Minutes Receiving/Rele
from the Diliman Budget Office asing
Personnel
Appointment
OVCAA for signature of the Vice-
Section
HRDO
(VCAA)
1.10 VCAA signs in the BR None 3 Days Vice Chancellor
Forms
1.10.1 Forwards signed BR Vice Chancellor
for Academic
Forms to the Office of the
Affairs
Chancellor.
1.11 Chancellor signs in the BR None 5 Days Chancellor
Forms
1.11.1 Forwards BR Forms to the Chancellor
Officer IV
Appointment
database
Section
568
1.12.2 Types reminder letter for HRDO
Instructor, Assistant Professor,
Associate Professor and
Professor (if applicable)
1.12.3 Forwards BR Forms with

attached (2) copies of
review.
Chief
Administrative
Officer (Division
Personnel
Appointment
Section
HRDO
1.14 Receives and records the None 10 Minutes Receiving/Rele
appointment and forwards the asing
same to the Appointing Authority Personnel
Appointment
a. BR Forms 1 & 3 = OVCAA
Section
HRDO
b. BR Forms 2, 4 & 5 = OC
1.15 VCAA signs (2 copies) of None 3 Days Vice Chancellor
appointment. (Paused-Clock)
Office of the
1.15.1 After signing, forwards the Vice Chancellor
for Academic
same to the HRDO Releasing
Affairs
and Receiving Personnel.
1.16 Chancellor signs (2 copies) None 5 Days Chancellor
of appointment.
1.16.1 After signing, forwards the Chancellor
same to the HRDO Releasing
and Receiving Personnel.
2. Appointee/ 2. Receives signed (2 copies) of None 5 Minutes Receiving/Rele
authorize appointment and updates the asing
representative Docutrack Personnel
receives copy of
569
appointment 2.1.1 Informs the Appointment
appointee/authorize Section
representative to pick-up copy of HRDO
appointment and releases the
same to the appointee or
authorize representative

safekeeping
Hours, 15
Minutes
9. Processing of Original Extension of Faculty Whose 65th birthday

Falls Within the Semester
The BOR may extend the tenure of faculty members of the University beyond the age
of sixty-five (65), any other provision of law contrary notwithstanding, on
recommendation of the President of the University, whenever in his/her opinion their
services are specially needed. Provided, however, that no extension of service shall be
made beyond the age of seventy (section 6, paragraph k of UP Charter)

Division:
Transaction:
1. Fully Accomplished Basic Paper (HRDO B-1),

(1 copy), Note: Date of effectivity will be from the www.hrdo.upd.edu.ph
day after the birthday until the end of the semester
or midyear term. Requesting Party

Dean
3. If submitting beyond the due (2 calendar months

prior to the 65th birthday), a letter of explanation
will be an additional requirement.
570
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Releasi
recommendation for HRDO Document Tracking ng Personnel
original extension of (Docutrack) and forwards Basic
faculty whose 65th Paper (BP) recommendation Appointment
birthday falls within and other documentary Section
HRDO
the semester with requirements to the concerned
complete Analyst
attachments.

Section
HRDO
validates submitted
compliant.

Service Record (SR)

clearance
1.2.4 Forwards BP
Chief for review
recommendation, affix initial Officer V (Section
and forwards to Divisions Chief Chief)
(DC)
Chief
Administrative
1.3.1 DC affix signature in Box
Officer (Division
No. 13 of the BP Chief)
HRDO
1.4 Updates data in the None 10 Minutes Receiving/Releasi
Docutrack ng Personnel
571
Directors Office for signature HRDO
No. 14 of the BP
15
1.7 Receives processed BP None 10 Minutes Receiving/Releasi
recommendation from the ng Personnel
Appointment
HRDO
concerned Analyst
1.8Types appointment None 1 Hour Administrative
Officer IV (HRMO
1.8.1 Encodes and updates II)
database, and Excel Monitoring Appointment
Section
Sheet
HRDO
review.
appointment, affix initial and Officer V (Section
forwards to DC Chief)

Administrative
Officer (Division
same to the Chief)
Appointment
Section
HRDO
1.10 Receives and records None 10 Minutes Receiving/Releasi
appointment and forwards the ng Personnel
same to the Appointing
Section
HRDO
572
Personnel.
2. Appointee/ 2. Receives signed (2 copies) None 10 Minutes Receiving/Releasi
authorize BOR appointment and updates ng Personnel
HRDO
pick-up copy of BOR
appointment and releases copy
of appointment to the
Appointee or authorize
representative

safekeeping
Hours,
5 Minutes
10. Processing of Renewal of Extension of Service Beyond Age 65

The BOR may extend the tenure of faculty members of the University beyond the age
of sixty-five (65), any other provision of law contrary notwithstanding, on
recommendation of the President of the University, whenever in his/her opinion their
services are specially needed. Provided, however, that no extension of service shall
be made beyond the age of seventy (section 6, paragraph k of UP Charter)

Transaction:
1. Fully Accomplished Basic Paper (HRDO B-1), www.hrdo.upd.edu.ph

(1 copy)
573
Dean
3. SET scores for the last two semesters
4. Medical Certificate with documentary stamp Requesting Party - UHS

(1 copy)
5. Faculty Development Plan which includes the

timetable and faculty understudy who must be
regular faculty
Additional forms for renewal of extension of faculty

appointments of both regular full time and Professorial
Lecturer beyond age 65
6. OSU Forms 2003 (Extension of Appointment of https://ovcaa.upd.edu.ph/

Regular Faculty Beyond Age 65)
7. OVPAA Form (white basic paper)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
renewal of extension (Docutrack) and forwards Basic
beyond age 65 Paper (BP) recommendation Appointment
and other documentary Section
HRDO
requirements to the concerned
Analyst

Section
HRDO
validates submitted
compliant.

Service Record (SR)
574
1.2.4 Forwards BP
recommendation to
Recruitment Section Chief for
evaluation and typing of APFC
agenda
1.3 SC evaluates BP None 30 Minutes Head
recommendation (Recruitment
Section)
1.3.1 For tenure, SC forwards
BP recommendation to OVCRD
for vetting of the publication, if
approved proceed to 3.2
1.3.2 Recruitment Analyst

types agenda
Agenda
SCHEDULE OF APFC
MEETING IS EVERY 2nd and
4th Wednesday OF THE
MONTH
APFC action in the summary of
agenda, indicates clearance in
the BP recommendation and
recommendation, affix Administrative
signature in Box No. 13 of the Officer (Division
BP recommendation and Chief)
Appointment
HRDO
575
No. 14 of the BP
15
1.8 Receives processed BP None 10 Minutes Receiving/Releasi
Appointment
HRDO
1.9 Vice-Chancellor reviews None 3 Days Vice Chancellor
and signs in the BP
recommendation (Paused-Clock) Office of the Vice
Chancellor for
1.9.1 Forwards signed BP and Academic Affairs
letter of recommendation to the
1.10 Chancellor signs in the BP None 5 Days Chancellor
recommendation
Personnel at the HRDO
11. 1.11 Updates data in Docutrack None 30 Minutes Receiving/Releasi
12. ng Personnel
1.11.1 Forwards BP
recommendation to OVPAA for Appointment
BOR approval Section
HRDO
1.12 Receive BP None 30 Minutes OVPAA
recommendation
1.12.1 Checks completeness of President for
documents and forwards to Academic Affairs
VPAA for signature and
endorsement to the President
576
1.12.2 University President
signs BP recommendation.
1.12.3 Forwards to OSU for

BOR approval through OVPAA
releasing
1.13 Receives BP None 30 Minutes OSU Personnel
recommendation
1.13.1 Checks of completeness University
of documents and forwards Secretary
copy to the concerned Analyst
1.13.2 Waiting for

action/approval of Board of
Regents
1.13.3 Upon approval, BP

recommendation will be
forwarded to HRDO for typing
of appointment
Officer IV (HRMO
1.14.1 Encodes and updates II)
database and Excel Monitoring Appointment
Section
Sheet
HRDO
review.

Administrative
Officer (Division
same to the Chief)
Appointment
Section
HRDO
577
University Secretary for Appointment
signature Section
HRDO
1.17 Receives/checks receiving None 15 Days University
copy Secretary
(Paused-Clock)
1.17.1 Encodes in the database Office of the
and forwards appointment to University
Secretary
appointing authority
1.17.2 University Secretary

signs BOR appointment

through the Releasing and
Receiving Personnel
authorize BOR appointment and updates ng Personnel
HRDO
pick-up copy of BOR
appointment and releases copy
of appointment to the
representative

safekeeping
Hours
11. Processing of Original Appointment for Foreign Lecturer (Non-

Regular)
The Lecturer designation is given to a non-regular member of the teaching staff who
is on temporary status and paid on an hourly basis. Depending on his/her
qualifications, a rank of “Lecturer”, “Senior Lecturer” may be given. - UPD Faculty
Manual

578
1. Duly Accomplished Green Basic Paper www.hrdo.upd.edu.ph

(HRDO B-1), (1 copy).
2. Justification from Chair/Director endorsed Requesting Party

by the Dean
3. Updated Curriculum Vitae (CV) with recent

1 ½ x 1 ½ picture (2 copies) (to indicate
accomplishments and publications)
4. Transcript of Records (Certified photocopy) Requesting Party – University/College
5. Diploma of all degrees earned (Certified

photocopy)

explanation will be an additional
requirement.
7. Birth Certificate
8. Notarized Personal Data Sheet (CSC,

Form 212) (1 copy), with 1 ½ x 1 ½
picture (2 copies)
Final documents for Foreign Nationals for

presentation/submission to HRDO before
the release of signed appointment papers:
1. If with compensation, copy of full Requesting Party – BIR

accomplished Application Form for Tax
Identification Numbers as filed (TIN, BIR
Form 1902)
2. If with compensation and staying less Requesting Party – DOJ

than 6 months, Provisional Work Permit or
Special Work Permit from BI-DOJ, as may
be applicable
Requesting Party - DOLE
3. If with compensation and staying more
than 6 months, Copy of Alien Employment
579
Permit from DOLE and/or Work Visa from
BI-DOJ, as may be applicable

1. Submits 1. Receives/encodes None 10 Minutes Receiving/Releasing
recommendation for in the HRDO Personnel
Visiting Document Tracking
professor/adjunct (Docutrack) and Appointment Section
professor with forwards Basic Paper HRDO
complete (BP)
attachments. recommendation and
other documentary
requirements to the
concerned Analyst
1.2 Receives BP None 2 Hours Administrative Officer
recommendation and IV (HRMO II)
other documentary
requirements. Appointment Section
HRDO
1.2.1 Analyzes and
checks details
indicated in boxes 1-
12 of BP
recommendation and
validates submitted
documentary
requirements, if
compliant.
1.2.2 Forwards BP
recommendation to
Section Chief for
review
1.3 Section Chief None 1 Hour Administrative Officer
(SC) evaluates BP V (HRMO III)
recommendation
1.3.1 Recruitment Recruitment Section

HRDO
Analyst types agenda
580
recommendation for
APFC Agenda
SCHEDULE OF
APFC MEETING IS
EVERY 2nd and 4th
Wednesday OF THE
MONTH
**If recommendation
is endorsed, Analyst
encodes APFC
action in the
summary of agenda,
indicates clearance
in the BP
recommendation and
forwards to HRRD
Division Chief (DC)
for signature
1.4 DC affix None 15 Minutes Chief Administrative
signature in Box No. Officer (Division
13 of the BP Chief)
recommendation and
forwards the same to Appointment Section
HRDO
the
Receiving/Releasing
Personnel
1.5 Updates data in None 10 Minutes Receiving/Releasing
the Docutrack Personnel
1.5.1 Forwards BP Appointment Section

recommendation to HRDO
the HRDO Directors
Office for signature
1.6 HRDO Director None 2 Days Director

signs in Box No. 14
of the BP HRDO
recommendation and
forwards the same to
the Diliman Budget
Office for clearance
in Box No. 15
581
1.7 After budget None 2 Days Director
clearance, forwards
the same to the (Paused-Clock) Diliman Budget
Receiving and Office
Releasing Personnel
at the HRDO
1.8 Receives cleared None 10 Minutes Receiving/Releasing
BP recommendation Personnel
from the Diliman
Budget Office Appointment Section
HRDO
1.8.1 Forwards the
same to the Office of
the Vice Chancellor
1.9 Vice-Chancellor None 3 Days Vice Chancellor
signs in Box No. 16.
1.9.1 Forwards Chancellor for
signed BP Academic Affairs
recommendation to
the Office of the
Chancellor (OC).
1.10 Chancellor None 5 Days Chancellor
signs in Box No. 17
recommendation to
the Receiving and
Releasing Personnel
at the HRDO.
1.11 Types letter of None 1 Hour Administrative Officer
invitation IV (HRMO II)
1.11.1 Forwards (2) Appointment Section

copies of letter of HRDO
invitation and BP
recommendation to
SC for final review.
1.12 SC reviews None 1 Hour Administrative Officer
details in the letter of V (Section Chief)
invitation, affix initial
and forwards to DC Chief Administrative
Officer (Division
Chief)
1.12.1 DC affix initial
in the letter of Appointment Section
invitation and
582
forwards the same to HRDO
the
Receiving/Releasing
Personnel
1.13 Receives and None 10 Minutes Receiving/Releasing
records letter of Personnel
invitation and
forwards the same to Appointment Section
the Office of the HRDO
Chancellor
signs (2 copies) of
letter of invitation (Paused-Clock) Office of the
Chancellor
1.14.1 After signing,
the HRDO Releasing
and Receiving
Personnel.
1.15 Receives signed None 10 Minutes Receiving/Releasing
letter of invitation Personnel
1.15.1 Informs Unit to Appointment Section

pick-up letter of HRDO
invitation for signing of
conforme of the
Visiting Professor
1.16 Receives letter of None 10 Minutes Receiving/Releasing
invitation with signed Personnel
conforme
Appointment Section
concerned Analyst
1.17 Types None 1 Hour Administrative Officer
appointment IV (HRMO II)
1.17.1 Appointment Section

Encodes/updates HRDO
personnel details in
the SQL database
and Excel Monitoring
Sheet
1.17.2 Forwards (2)

copies of
appointment to SC
for final review.
583
1.18 SC reviews None 1 Hour Administrative Officer
details in the V (Section Chief)
appointment, affix
initial and forwards to Chief Administrative
DC Officer (Division
Chief)
1.18.1 DC affix initial Appointment Section
in the appointment HRDO
and forwards the
same to the
Receiving/Releasing
Personnel
1.19 Receives and None 10 Minutes Receiving/Releasing
records appointment Personnel
and forwards the
same to the Office of Appointment Section
the Chancellor HRDO

signs (2 copies) of
appointment (Paused-Clock) Office of the
Chancellor
the HRDO Releasing
and Receiving
Personnel.
2. Appointee/ 2. Receives signed None 10 Minutes Receiving/Releasing
authorize (2 copies) Personnel
representative appointment and
receives copy of updates the Appointment Section
appointment Docutrack database. HRDO
2.1.1 Informs the

appointee to pick-up
copy of BOR
appointment and
releases copy of
appointment to the
Appointee or
authorize
representative
2.1.2 Forwards
photocopy of
appointment to
Benefits Section,
584
Diliman Accounting
Office and IMS for
201 safekeeping
Hours, 35
Minutes
12. Processing of Renewal of Appointment for Foreign Lecturer (Non-

Regular)
The Lecturer designation is given to a non-regular member of the teaching staff who
is on temporary status and paid on an hourly basis. Depending on his/her
qualifications, a rank of “Lecturer”, “Senior Lecturer” may be given. - UPD Faculty
Manual

1. Duly Accomplished Green Basic Paper (HRDO www.hrdo.upd.edu.ph

B-1), (1 copy).
2. Justification from Chair/Director endorsed by Requesting Party

the Dean

4. SET scores (if applicable)

explanation will be an additional requirement
PROCES
FEES TO PERSON
CLIENT STEPS AGENCY ACTIONS SING
BE PAID RESPONSIBLE
TIME
1. Submits 1. Receives/encodes in None 10 Receiving/Releasi
recommendation for the HRDO Document Minutes ng Personnel
Visiting Tracking (Docutrack) and
professor/adjunct forwards Basic Paper (BP) Appointment
recommendation and Section
585
professor with other documentary HRDO
complete attachments. requirements to the
concerned Analyst
1.2.1 Analyzes and Appointment

Section
checks details indicated in
HRDO
boxes 1-12 of BP
recommendation and
validates submitted
documentary

1.2.4Forwards BP
recommendation to
Section Chief
1.3 SC reviews and initials None 15 Chief
in the BP recommendation Minutes Administrative
Officer (Division
1.3.1 DC affix signature in Chief)
Appointment
recommendation and Section
forwards the same to the HRDO
Receiving/Releasing
Personnel
1.4 Updates data in the None 10 Receiving/Releasi
Docutrack Minutes ng Personnel

HRDO
signature
1.5 HRDO Director signs None 2 Days Director
in Box No. 14 of the BP
clearance, forwards the
same to the Receiving and
586
Releasing Personnel at (Paused- Diliman Budget
the HRDO Clock) Office
1.7 Receives cleared BP None 10 Receiving/Releasi
recommendation from the Minutes ng Personnel
Appointment
HRDO
Chancellor for Academic
Affairs
1.8 Vice-Chancellor signs None 3 Days Vice Chancellor
in Box No. 16.
(Paused- Office of the Vice
1.8.1 Forwards signed BP Clock) Chancellor for
recommendation to the Academic Affairs
(OC).
No. 17
1.9.1 Forwards BP Clock) Chancellor
1.10 Types letter of None 1 Hour Administrative
invitation Officer IV (HRMO
II)
1.10.1 Forwards (2) copies
of letter of invitation and Appointment
Section
BP recommendation to
HRDO
the letter of invitation, affix Officer V (Section
initial and forwards to DC Chief)

Administrative
letter of invitation and
Officer (Division
forwards the same to the Chief)
Receiving/Releasing
Section
HRDO
1.12 Receives and None 10 Receiving/Releasi
records letter of invitation Minutes ng Personnel
and forwards the same to
the Office of the Appointment
Chancellor Section
587
HRDO

copies) of letter of
invitation (Paused- Office of the
Clock) Chancellor
HRDO Releasing and
1.14 Receives signed None 10 Receiving/Releasi
letter of invitation Minutes ng Personnel
1.14.1 Informs Unit to Appointment

pick-up letter of invitation Section
HRDO
for signing of conforme of
the Visiting Professor
1.15 Receives letter of None 10 Receiving/Releasi
invitation with signed Minutes ng Personnel
conforme
Appointment
HRDO
concerned Analyst
Officer IV (HRMO
personnel details in the
SQL database and Excel Appointment
Section
Monitoring Sheet HRDO
1.16.2 Forwards (2)
copies of appointment to
the appointment, affix Officer V (Section
initial and forwards to DC Chief)
1.17.1 DC affix initial in Chief

Administrative
the appointment and Officer (Division
forwards the same to the Chief)
Receiving/Releasing
Section
HRDO
588
1.18 Receives and None 10 Receiving/Releasi
records appointment and Minutes ng Personnel
Office of the Chancellor Appointment
Section
HRDO
1.19.1 After signing, Clock) Chancellor
HRDO Releasing and
2. Appointee/ 2. Receives signed (2 None 10 Receiving/Releasi
authorize copies) appointment and Minutes ng Personnel
representative receives updates the Docutrack
copy of appointment database. Appointment
Section
HRDO
2.1.1 Informs the
appointee to pick-up copy
of appointment and
releases copy of
appointment to the
representative
2.1.2 Forwards photocopy

of appointment to Benefits
Section, Diliman
Accounting Office and IMS
for 201 safekeeping
TOTAL None 22 Days,
8 Hours,
35
Minutes
13. Processing of Appointment for Consultant, Coach and Tactical

Officer (Non-regular)
Request of Unit/College for appointment of non-regular UP employees with or
without compensation.
589
Transaction:
Original & Renewal
1. Duly Accomplished Green Basic Paper, (1 copy). www.hrdo.upd.edu.ph

(Coaches)
2. Duly Accomplished Blue Basic Paper, (1 copy). Requesting Party

(Consultant and Tactical Officers)
3. Updated Curriculum Vitae
4. Justification Letter
Original and (Docutrack) and forwards
Renewal Project Basic Paper (BP) Appointment
Section
Additional recommendation and other
HRDO
Assignment with documentary requirements to
complete the concerned Analyst
documentary
requirements.

Section
details indicated in BP HRDO
recommendation and
validates submitted
compliant

(for renewal)

clearance
590
initial
recommendation & affix Officer V (Section
initial and forwards to Chief)
Divisions Chief (DC)
Chief
Administrative
1.3.1 DC affix signature in
Officer (Division
BP recommendation and Chief)
HRDO Directors Office Appointment
through Receiving/Releasing Section
Personnel HRDO
1.4 Reviews BP None 2 Days Director
recommendation, affix
signature and forwards the HRDO
same to the Diliman Budget
Office
1.6 Receives cleared BP None 10 Minutes Receiving/Releasi
Appointment
HRDO
Officer IV (HRMO
database, and Excel Appointment
Section
Monitoring Sheet
HRDO
review.
1.7.3 SC reviews None 30 Minutes Administrative
forwards to Divisions Chief Chief)
(DC)
Chief
Administrative
1.7.4 DC affix initial in Officer (Division
appointment and forwards Chief)
591
Directors Office through
Receiving/Releasing Appointment
Personnel Section
HRDO
same to the Appointing
Section
HRDO
1.9 Chancellor signs None 5 Days Chancellor
appointment
1.9.1 Forwards appointment Chancellor
and BP recommendation to
the Receiving and Releasing
2. Appointee/ 2. Receives the signed (2 None 5 Minutes Receiving/Releasi
authorize copies) of appointment and ng Personnel
appointment 2.1.1 Informs the appointee Section
HRDO
to pick-up copy of
appointment and release
copy of appointment to the
representative

Accounting Office and IMS
for safekeeping
Hours, 35
Minutes
14. Processing of Original Additional Assignment Administrative and

REPS Personnel
Request of Unit/College for renewal of additional asassignment for Administrative
and REPS Personnel. Additional assignment is assignment of duties within the
University but not within the job description of an employee.
592
Transaction:

www.hrdo.upd.edu.ph
1. Duly Accomplished Blue Basic Paper (HRDO B-
1),
Requesting Party
(1 copy).
2. FPOC Approval

4. Copy of duties and responsibilities
5. Organizational/Personnel structure

For REPS Personnel

www.hrdo.upd.edu.ph
1. Duly Accomplished White Basic Paper (HRDO B-
1),
(1 copy). OVCA Office
2. FPOC Approval
Requesting Party
3. Updated Curriculum Vitae (CV) with recent 1 ½ x

1 ½ picture (2 copies) (to indicate
4. Copy of duties and responsibilities
593
5. Organizational/Personnel structure

FEES PERSON
PROCESSING
TIME
PAID LE
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Rel
recommendation for HRDO document Tracking easing
Personnel
original additional (Docutrack) and forwards Basic
assignment of Paper (BP) recommendation Appointment
administrative and and other documentary Section
REPS personnel requirements to the concerned HRDO
with complete Analyst
attachments.
Appointment
1.2.1 Analyzes and checks Section
details indicated in the BP HRDO

Service Record (SR)
1.2.3 Forwards to Planning and

Research Section for FPOC
agenda
594
1.3 Section Chief evaluates BP None 30 Minutes Administrative
recommendation Officer V
SCHEDULE OF FPOC Planning and

MEETING IS EVERY Research
TUESDAY Section
**If recommendation is HRDO

endorsed, BP is forwarded to
Appointment Section
Receiving/Releasing Officer
1.4 Updates data in the None 10 Minutes Receiving/Rel
Docutrack easing
Personnel
1.4.1 Forwards BP
Appointment
concerned Analyst HRDO
1.5 Receives BP None 30 Minutes Administrative
Appointment
1.5.1 Indicates personnel Section
clearance in Box no. 13 HRDO

Chief (SC) for review and initial
recommendation, affix initial and Officer V
forwards to Division Chief (DC) (Section
Chief)
1.6.1 DC affix signature in Box Chief
No. 13 of the BP Administrative
recommendation and forwards Officer
the same to the (Division
Receiving/Releasing Personnel Chief)
Appointment
Section
HRDO
Docutrack easing
Personnel
1.7.1 Forwards BP
Appointment
595
No. 14 of the BP
15
Receiving and Releasing (Paused-Clock) Diliman
Budget Office
Docutrack easing
Personnel
1.10.1 Forwards BP
Appointment
concerned Analyst HRDO
Officer IV
1.11.1 Encodes and update (HRMO II)
Appointment
database
Section
HRDO
appointment to SC for review
and initial
recommendation, affix initial and Officer V
forwards to Divisions Chief (DC) (Section
Chief)
appointment and forwards the Administrative
same to the Officer
Receiving/Releasing Personnel (Division
Chief)
Appointment
Section
HRDO
Docutrack easing
Personnel
1.13.1 Forwards BP
Appointment
Appointing Authority HRDO
596
1.14 Chancellor signs (2 copies) None 5 Days Chancellor
of appointment
Chancellor
2. Appointee/ 2. Receives the signed (2 None 5 Minutes Receiving/Rel
authorize copies) of appointment and easing
representative updates the Docutrack Personnel
pick-up copy of appointment and HRDO
releases copy of appointment to
representative

safekeeping
Hours, 40
Minutes
15. Processing of Renewal of Additional Assignment for

Administrative and REPS Personnel
Request of Unit/College for renewal of aadditional assignment for Administrative and
REPS Personnel. Additional assignment is assignment of duties within the University
but not within the job description of an employee.

Transaction:
1. Duly Accomplished Blue Basic Paper (HRDO B-1), www.hrdo.upd.edu.ph
597
(1 copy).
2. If submitting beyond the due date, a letter of Requesting Party

For REPS Personnel
1. Duly Accomplished White Basic Paper (HRDO B-1),

www.hrdo.upd.edu.ph
(1 copy).
2. If submitting beyond the due date, a letter of explanationRequesting Party

FEES
PROCESS PERSON
ING TIME RESPONSIBLE
PAID
1. Submits 1. Receives/encodes in the HRDO None 10 Minutes Receiving/Releasi
recommendation for Document Tracking (Docutrack) ng Personnel
original additional and forwards Basic Paper (BP)
Appointment
assignment of recommendation and other Section
administrative and documentary requirements to the HRDO
REPS personnel concerned Analyst
with complete
attachments.
1.2 Receives BP recommendation None 2 Hours Administrative
and other documentary Officer IV (HRMO
requirements. II)
Appointment
1.2.1 Analyzes and checks details Section
indicated in the BP HRDO

Service Record (SR)

clearance in Box no. 13
1.2.4 Forwards to Section Chief

(SC) for review and initial
598
recommendation, affix initial and Officer V (Section
forwards to Division Chief (DC) Chief)
Chief
1.3.1 DC affix signature in the BP Administrative
recommendation and forwards the Officer (Division
Personnel
Appointment
Section
HRDO
1.4 Updates data in the Docutrack None 10 Minutes Receiving/Releasi
ng Personnel
1.4.1 Forwards BP
Section
HRDO
1.5 HRDO Director signs in the BP None 2 Days Deputy Director
recommendation and forwards the
same to the Diliman Budget Office HRDO
for clearance
Receiving and Releasing (Paused- Diliman Budget
Clock) Office
1.7 Updates data in the Docutrack None 10 Minutes Receiving/Releasi
ng Personnel
1.7.1 Forwards BP
recommendation to the concerned Appointment
Section
Analyst
HRDO
Officer IV (HRMO
1.8.1 Encodes and update II)
Appointment
database
Section
HRDO
appointment to SC for review and
initial
recommendation, affix initial and Officer V (Section
forwards to Divisions Chief (DC) Chief)
Chief
1.9.1 DC affix initial in the Administrative
appointment and forwards the Officer (Division
Chief)
599
same to the Receiving/Releasing
Section
HRDO
Appointment
1.10.1 Forwards BP
Section
recommendation to the Appointing HRDO
Authority
1.11 Chancellor signs (2 copies) of None 5 Days Chancellor
appointment
Clock) Chancellor
2. Appointee/ 2. Receives the signed (2 copies) None 5 Minutes Receiving/Releasi
authorize of appointment and updates the ng Personnel
representative Docutrack
Appointment
receives copy of Section
appointment 2.1.1 Informs the appointee to HRDO
pick-up copy of appointment and
releases copy of appointment to
representative

appointment to Diliman Accounting
Office and IMS for safekeeping
Hours, 50
Minutes
16. Processing of Original Additional Assignment of Faculty

Personnel (Regular)
Request of Unit/College for renewal of additional assignment for Faculty Personnel.

Additional assignment is assignment of duties within the University but not within the
job description of an employee.
600
Transaction:
Original & Renewal - Regular

www.hrdo.upd.edu.ph
1. Duly Accomplished White Basic Paper, (1 copy).
Requesting Party

explanation
FEES PERSON
PROCESSING
TIME
PAID E
Original and (Docutrack) and forwards
Renewal Project Basic Paper (BP) Appointment
Additional recommendation and other Section
HRDO
Assignment with documentary requirements to
complete the concerned Analyst
documentary
requirements.

Section
requirements, if compliant

Service Record (SR)

clearance

initial
601
recommendation & affix initial Officer V
and forwards to Divisions Chief (Section Chief)
(DC)
Chief
Administrative
1.3.1 DC affix initial in BP Officer (Division
recommendation and forwards Chief)
Directors Office through Appointment
HRDO
1.4 Reviews BP None 2 Days Deputy Director
recommendation, affix
signature and forwards the HRDO
Chancellor
Appointment
HRDO
Officer IV
database, and Excel Appointment
Section
Monitoring Sheet
HRDO
review.
recommendation & Officer V
Appointment, affix initial and (Section Chief)
forwards to Divisions Chief
(DC) Chief
Administrative
Officer (Division
1.8.1 DC affix initial in BP Chief)
recommendation and
appointment and forwards the Appointment
same to the HRDO Directors Section
602
Office through HRDO
Receiving/Releasing
Personnel
1.9 Receives and records None 10 Minutes Receiving/Relea
appointment and forwards sing Personnel
Section
HRDO
appointment
Office of the
1.10.1 Forwards appointment Chancellor
and BP recommendation to the
2. Appointee/ 2. Receives the signed (2 None 5 Minutes Receiving/Relea
authorize copies) of appointment and sing Personnel
HRDO
and release copy of
appointment to the appointee
or authorize representative

safekeeping
Hours, 35
Minutes
17. Processing of Original Additional Assignment of Faculty

Personnel (Project)
Request of Unit/College for renewal of additional assignment for Faculty Personnel.
Additional assignment is assignment of duties within the University but not within the
job description of an employee.
Transaction:
603
Original - Project Based
1. Duly Accomplished White Basic Paper www.hrdo.upd.edu.ph
2. Copy of Line Item Budget (if applicable) Requesting Party
4. Approved Line Item Budget or MOA

Renewal - Project Based
5. Duly Accomplished White Basic Paper, (1 copy).

explanation
FEES PERSON
PROCESSING
TIME
PAID LE
1. Submits 1. Receives/encodes in the None 10 Minutes Receiving/Rel
recommendation for HRDO Document Tracking easing
Original and (Docutrack) and forwards Basic Personnel
Renewal Project Paper (BP) recommendation
Additional and other documentary Appointment
Section
Assignment with requirements to the concerned
HRDO
complete Analyst
documentary
requirements.

Section
requirements, if compliant
604
Service Record (SR)

clearance
1.2.4 Types appointment
database, and Excel Monitoring
Sheet
1.2.6 Forwards to Section Chief

(SC) for review and initial
recommendation & Officer V
Appointment, affix initial and (Section Chief)
forwards to Divisions Chief
(DC) Chief
Administrative
Officer
1.3.1 DC affix initial in BP (Division
recommendation and Chief)
same to the HRDO Directors Appointment
Office through Section
Receiving/Releasing Personnel HRDO
1.4 Reviews BP None 2 Days Deputy
recommendation, affix Director
signature, initials in the
appointment and forwards the HRDO
Chancellor
appointment
Office of the
1.5.1 Forwards appointment and Chancellor
BP recommendation to the
2. Appointee/ 2. Receives the signed (2 None 5 Minutes Receiving/Rel
authorize copies) of appointment and easing
representative updates the Docutrack Personnel
receives copy of
appointment 2.1.1 Informs the appointee to Appointment
Section
HRDO
and release copy of
605
appointment to the appointee

safekeeping
Hours, 35
Minutes
18. Processing of Appointment for Visiting Professors/Adjunct

Professors (Foreign National)
The Visiting Professor designation is given to a faculty member of another academic
institution who will teach in the University. The terms of employment will depend on
the memorandum of agreement executed by the University with the home institution
of the professor concerned or upon the terms of invitation. Compensation will be on
a case-case basis, request for funding, however, should be made in advance by
requesting unit for purposes of allocation of funds. (123 rd PAC meeting, Jan. 17,
1995)

Transaction:

copy)
Requesting Party
Dean
3. Updated Curriculum Vitae (CV) with recent 1 1/2 x 1

1/2 picture (2 copies) (to indicate accomplishments
and publications
4. Terms of Reference indicating Host Professor (if

applicable)
5. For Adjunct Professor sponsored by a company or

an institution, a letter of conforme from the company
or institution which complies with the obligation from
606
the company or institution which will complies with
the obligations stated in the UPD Faculty Manual
2003 (3.1.2, d, pp. 30-31)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Visiting (Docutrack) and forwards
professor/adjunct Basic Paper (BP) Appointment
professor with recommendation and other Section
HRDO
complete documentary requirements to
attachments. the concerned Analyst

Section
validates submitted
compliant.
1.2.2 Forwards BP
Chief for review
1.3 Section Chief (SC) None 1 Hour Administrative
evaluates BP recommendation Officer V (HRMO
III)
agenda
Recruitment
Section
1.3.2 SC compiles BP HRDO
Agenda
SCHEDULE OF APFC
MEETING IS EVERY 2nd and
4th Wednesday OF THE
MONTH
APFC action in the summary
of agenda, indicates clearance
607
in the BP recommendation and
1.4 DC affix signature in Box None 15 Minutes Chief
No. 13 of the BP Administrative
recommendation and forwards Officer (Division
Receiving/Releasing
Appointment
Personnel
Section
HRDO

HRDO
1.6 HRDO Director signs in None 2 Days Director
the same to the Diliman
Budget Office for clearance in
Box No. 15
1.8 Receives cleared BP None 10 Minutes Receiving/Releasi
Appointment
HRDO
Affairs
Box No. 16.
recommendation to the Office Academic Affairs
of the Chancellor (OC).
No. 17
608
1.11 Types letter of invitation None 1 Hour Administrative
Officer IV (HRMO
11.1.1 Forwards (2) copies of II)
letter of invitation and BP
recommendation to SC for Appointment
Section
final review.
HRDO
letter of invitation, affix initial Officer V (Section
and forwards to DC Chief)

Administrative
letter of invitation and forwards
Officer (Division
Appointment
Section
HRDO
letter of invitation and forwards ng Personnel
the same to the Office of the
Chancellor Appointment
Section
HRDO
copies) of letter of invitation
Personnel.
1.15 Receives signed letter of None 10 Minutes Receiving/Releasi
invitation ng Personnel
1.15.1 Informs Unit to pick-up Appointment

letter of invitation for signing of Section
HRDO
conforme of the Visiting
Professor
1.16 Receives letter of None 10 Minutes Receiving/Releasi
invitation with signed conforme ng Personnel
1.16.1 Forwards to concerned Appointment

Analyst Section
HRDO
609
Officer IV (HRMO
database and Excel Monitoring Appointment
Section
Sheet HRDO
review.

Administrative
Officer (Division
same to the Chief)
Receiving/Releasing
Section
HRDO
Chancellor Appointment
Section
HRDO
Personnel.
authorize appointment and updates the ng Personnel
representative Docutrack database.
HRDO
and releases copy of
appointment to the Appointee

610
safekeeping
Hours, 35
Minutes
19. Processing of Item Transfer for Faculty Personnel

Request of Unit/College for Item Transfer of Faculty Personnel
1. Duly Accomplished Basic Paper www.hrdo.upd.edu.ph
(HRDO B-1), (1 copy).

Dean
FEES PERSON
PROCESSING
TIME
PAID E
1. Submits Basic Paper 1. Receives/encodes in None 10 Minutes Receiving/Rele
recommendation for Item the HRDO Document asing Personnel
Transfer with complete Tracking (Docutrack) and
Appointment
attachments. forwards Basic Paper Section
(BP) recommendation HRDO
and other documentary
requirements to the
concerned Analyst
recommendation and Officer IV
other documentary (HRMO II)
requirements. Appointment
Section
1.2.1 Analyzes and HRDO
checks details indicated
in boxes 1-12 of the BP
recommendation and
validates submitted
611
documentary
requirements, if
compliant

Draft Service Record
(SR)
1.2.3 Forwards to
Planning and Research
availability of item (if
applicable)
1.3 Section Chief None 1 Hour Administrative
reviews/verifies Officer V
availability of (HRMO III)
recommended item and
affix initial in the BP Planning and
Research
recommendation Section
1.3.1 Forwards BP
Appointment Analyst
concerned
1.4 Forwards to to None 5 Minutes Administrative
Scholarship Section for Officer IV
checking of contractual (HRMO II)
obligation (if applicable)
Appointment
Section
HRDO
1.5 Scholarship Section None 1 Day Administrative
checks contractual Officer IV
obligation of faculty (HRMO II)
concerned Scholarship
Section
1.5.1 Indicates if HRDO
with/without contractual
obligation or with RSR

Appointment Section
concerned Analyst
1.6 Forwards to Section None 5 Minutes Administrative
Chief for Officer IV
review/evaluation and (HRMO II)
initials
612
Appointment
Section
HRDO
recommendation, affix Officer V
initial and forwards to (Section Chief)
Divisions Chief (DC)
Chief
Administrative
1.7.1 DC affix signature in
Officer (Division
Box No. 13 of the BP Chief)
recommendation and
forwards the same to the Appointment
Personnel HRDO
Docutrack asing Personnel
Appointment
1.8.1 Forwards BP
Section
signature
1.9 HRDO Director signs None 2 Days Director
in Box No. 14 of the BP
clearance, forwards the
same to the Receiving (Paused- Diliman Budget
Clock) Office
and Releasing Personnel
at the HRDO
1.11 Receives cleared None 10 Minutes Receiving/Rele
BP recommendation asing Personnel
from the Diliman Budget
Appointment
Office Section
HRDO
1.11.1 Forwards the same
to the Office of the Vice
Chancellor for Research
and Development
1.12 Vice-Chancellor None 3 Days Vice Chancellor
signs in Box No. 16.
Clock) Vice Chancellor
613
1.12.1 Forwards signed for Academic
BP recommendation to Affairs
the Office of the
Chancellor (OC).
1.13 Chancellor signs in None 5 Days Chancellor
Box No. 17
Clock) Chancellor
1.13.1 Forwards BP
1.14 Types None 1 Hour Administrative
Memorandum for the Officer IV
(HRMO II)
Record (MFR)
Appointment
1.14.1 Encodes/updates Section
personnel details in the HRDO
SQL database, ePSIPOP,
DBM-PSIPOP and Excel
Monitoring Sheet
1.14.2 Forwards (2)

copies of appointment to
1.15 SC reviews details None 1 Hour Administrative
in the appointment, affix Officer V
initial and forwards to DC (Section Chief)
Chief
1.15.1 DC affix initial in Administrative
the appoint and forwards Officer (Division
Receiving/Releasing
Section
HRDO
1.16 Receives and None 10 Minutes Receiving/Rele
records the MFR and asing Personnel
Appointment
HRDO Director for Section
signature HRDO
1.17 HRDO Director None 2 Days Director
signs Memorandum for
the Record HRDO

614
HRDO Releasing and
2. Appointee/ authorize 2. Receives the signed None 5 Minutes Receiving/Rele
representative receives copy (2 copies) of asing Personnel
of appointment appointment and
Appointment
updates the Docutrack Section
HRDO
2.1.1 Informs the
appointee to pick-up
copy of appointment and
release copy of
appointment to the
representative
2.1.2 Forwards
photocopy of
Memorandum for the
Record to Diliman
Accounting Office and
IMS for safekeeping
Hours, 5
Minutes
20. Processing of Office Memorandum/Memorandum Order for

Officer-in-Charge
Request of Unit/College for processing of Officer-in-Charge additional assignment
as per Office Memorandum/Memorandum Order
Type of Government to Government (Internal Client: UP Diliman Employee to HRDO)
Transaction:
Who may avail: UP Diliman Active Employees
1. Memorandum Order/Office Order Requesting Party

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
615
memorandum HRDO Document Tracking ng Personnel
order/office (Docutrack) and forwards to
Appointment
memorandum the concerned Analyst Section
HRDO
1.2 Receives memorandum None 20 Minutes Administrative
order/office memorandum Officer IV (HRMO
II)
1.2.1 Checks details indicated
Appointment
in the request Section
HRDO
1.2.2 If effective date is below
5 days, stamps “noted” and
name of signatory
1.2.3 If effective date is above

5 days, indicate personnel
clearance and attach draft
service record
1.2.4 Encodes in the SQL

database and monitoring
sheet and forwards to SC for
initial
1.3 Section Chief reviews None 20 Minutes Administrative
memorandum order, if found Officer V (Section
in order, affix initial and Chief)
forwards to Division Chief for
initial. Chief
Administrative
Officer (Division
1.3.1 Division Chief forwards Chief)
signed memorandum order to
the Releasing and Receiving Appointment
Personnel Section
HRDO
1.4 Encodes in the Docutrack None 10 Minutes Receiving/Releasi
and forwards to HRDO ng Personnel
Director’s Office for approval
and signature of the Deputy Appointment
Director Section
HRDO
TOTAL None 1 Hour
21. Processing of Request for ID Certification

Application for ID Certification of new and current UP Diliman Employees
616
Human Resource and Recruitment Division - Appointment Section
Office or Division:
Type of Government to Government (Internal Client: UP Employee to HRDO)
Transaction:
Who may avail: UP Diliman new and current employees
1. Duly accomplished ID Form www.hrdo.upd.edu.ph

Human Resource and Recruitment Division
2. 2x2 Recent ID Picture (1 copy) - Appointment Section
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits ID Form 1. Receives/encodes in the None 5 Minutes Receiving/Releasi
with attached 2x2 HRDO Document Tracking ng Personnel
recent ID picture (Docutrack) and forwards ID
form to the concerned Analyst Appointment
Section
HRDO
1.2 Receives ID Form None 10 Minutes Administrative
Officer IV (HRMO
1.2.1 Checks HRDO database II)
for validation of the following
details: Appointment
Section
HRDO
 Employee Number
 Name
 Sex
 Civil Status
 Blood Type
 Date/Place of Birth
 TIN No
 Present/Permanent
Address
1.2.2 Indicates in the form

following details:
 Designation
 College/Unit
 Status of Appointment
 Classification
1.2.3 Initials below the attached

2x2 ID Picture
617
1.2.4 Signs below the ID Form
and encodes in the monitoring
sheet
1.2.5 Forwards signed ID form

to the Receiving/Releasing
Personnel
2. Requesting 2. Encodes in the Docutrack None 5 Minutes Receiving/Releasi

employee and releases certified ID Form ng Personnel
receives to requesting employee
certified ID Appointment
Form Section
HRDO
22. Processing of Request for Service Record

UP Diliman Employees requests for Service Record for various purposes e.g. GSIS,
Loan purposes, UP Provident Fund, PAG-IBIG, PhilHealth Travel Abroad, Visa
Application, Housing Application, Separation, Hospitalization, Personal and for
whatever legal purpose it may serve.
Transaction:
1. Duly accomplished request Slip Form (HRRD 2019- www.hrdo.upd.edu.ph

01) Human Resource and Recruitment Division -
Appointment Section
Requesting Party
2. Authorization Letter and ID, if authorize
representative
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits request 1. Receives draft service record None 10 Minutes Receiving/Releasi
slip form (HRRD from Benefits Section, encodes ng Personnel
2019-01) to the to the HRRD Docutrack and
Appointment
Benefits Section forwards to the SR Analyst Section
HRDO
618
1.2 Receives Request Slip None 1 Hour Administrative
Form (HRRD 2019-01) Officer IV (HRMO
II)
1.2.1 Checks and reviews
Appointment
HRDO database for validation Section
and/or correction of service HRDO
record
1.2.2 Encodes service record

from 201 file, if applicable
1.2.3 Forwards to Benefits

Section for final review
details in the SR, if found in Officer V (Section
order, affix initial. Chief)
Benefits Section
HRDO
Appointment Section
1.4 SR Analyst prints final None 1 Hour Administrative
Service Record and forwards to Officer IV (HRMO
HRDO Director’s Office through II)
the Receiving/Releasing
Section
HRDO
1.5 Encodes in the Docutrack None 10 Minutes Receiving/Releasi
and forwards to HRDO ng Personnel
Director’s Office for approval
Appointment
and signature Section
HRDO
Minutes
23. Processing of Request for Issuance of Personnel Clearance for

Medical Certificate (CS Form No. 211, Revised 2018)
A Medical Certificate issued by a licensed government Physician which states that
the appointee is fit for employment in support of his or her appointment but shall be
retained in the agency and filed in the employee’s 201 file.
Transaction:
619
Who may avail: UP Diliman New Employees
1. Duly accomplished CS Form No. 211, revised Human Resource and Recruitment Division -
2018 Appointment Section
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits request 1. Receives/encodes in the None 5 Minutes Receiving/Releasi
CS Form No. 211, HRDO Document Tracking ng Personnel
revised 2018 (Docutrack) and forwards
request form to the Appointment
concerned Analyst Section
HRDO
1.2 Receives CS Form No. None 5 Minutes Administrative
211, revised 2018 Officer IV (HRMO
II)
1.2.1 Checks the following
details indicated in the CS Appointment
Section
Form: HRDO
 Name
 Address
 Agency/Address
 Age
 Sex
 Civil Status
 Proposed Position
1.2.2 Indicates name of UHS

Director in the Endorsement
Form
1.2.3 Signs below the

Endorsement Form and
encodes in the monitoring
sheet
1.2.4 Forwards signed CS

Form No. 211 to the
Personnel
personnel and releases cleared CS ng Personnel
receives cleared Form No. 211 to the
requesting personnel
620
CS Form No. Appointment
211 Section
HRDO
24. Processing of Request for Certificate of Employment (Active)

UP Diliman Employees requests for Certificate of Employment for various purposes
e.g. GSIS, Loan purposes, Travel Abroad, Visa Application, Housing Application,
Separation, Hospitalization and Personal purposes

Division:
Transaction:
1. Duly accomplished request Slip Form (HRRD www.hrdo.upd.edu.ph

2019-01) Human Resource and Recruitment Division -
Appointment Section
2. Authorization Letter and ID, if authorize Requesting Party
representative
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits request 1. Receives/encodes in the None 10 Minutes Receiving/Releasi
slip form (HRRD HRDO Document Tracking ng Personnel
2019-01) Docutrack and forwards
request slip form (HRRD 2019- Appointment
01) to the concerned Analyst Section
HRDO
1.2 Receives Request Slip None 20 Minutes Administrative
Form (HRRD 2019-01) Officer IV (HRMO
II)
1.2.1 Checks HRDO database
Appointment
for validation of employment
Section
status (ACTIVE) HRDO
Encodes the following details:
 Name
 Position/Designation
 Salary
 Unit/College
 Status of Appointment
621
1.2.2 Prints Certificate of
Employment (CE)
1.2.3 Encodes in the monitoring

sheet and forwards to SC for
initial
details in the CE, if found in Officer V (Section
order, affix initial. Chief)
1.3.1 Forwards copy of Chief

Administrative
certificate to Division Chief for
Officer (Division
signature. Chief)
1.3.2 Division Chief forwards Appointment

signed certificate to the Section
Releasing and Receiving HRDO
Personnel
employee/auth and releases Certificate of ng Personnel
orize Employment to requesting
representative employee or authorize Appointment
receives representative Section
HRDO
certificate of
employment
TOTAL None 1 Hour
25. Processing of HRDO Referral of Applicants

“The State shall ensure and promote the Constitutional mandate that appointments
in the Civil Service shall be made only according to merit and fitness” per Section 1
of CSC MC14,s2018 (ORA-OHRA, Revised July 2018)
“The qualification standards are the minimum and basic requirements for positions in
the government in terms of education, training, experience, Civil Service eligibility,
physical fitness and other qualities required for successful performance of the duties
of the position. These shall serve as the basic guide in the selection of the employees
and in the evaluation of appointments to all positions in the government” per Section
31 of CSC MC14,s2018 (ORA-OHRA, Revised July 2018)
Office or Division: Human Resource and Recruitment Division – Recruitment and Selection
Section (RSS)
622
Type of Government to Government (Internal Client: UP Diliman/Government
Transaction: Agencies to Civil Service Commission)
2. CSC Bulletin (HRRD)
3. Bulletin of Vacant Position Human Resource Recruitment Division (HRRD) –
4. Applicants documentary requirements (refer Recruitment and Selection Section/CSC
below)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Applicant submits 1. Receives and None 30 Minutes RSS Analysts
application checks the following
documentary
requirements: Recruitment & Selection
Section
HRDO
 Letter of application RSS Analysts
which includes the
following Recruitment & Selection
information: Section
Position title, Item HRDO
Number,
College/Unit and
certifying that all the
attached
documents are true
and correct
pursuance to the
Data Privacy Act of
2012.
 Letter of
Authorization to
Verify Information
must be attached
and signed
 Fully accomplished
Personal Data
Sheet with recent
ID picture 3.5 cm X
4.5 cm (passport
size) taken within
the last six (6)
623
months and Work
Experience Sheet
 Performance
Ratings
a) For applicants
employed in the
government
service, last and
previous ratings
are required for
appointment by
promotion or
transfer
b) For applicants
working in
private
companies
and/or classified
as Job
Orders/Contract
of Service,
submission of
two (2)
semestral rating
periods is
encouraged
 Photocopy of
Certificate of
Eligibility/board
rating/valid license
 Photocopy of
School Credentials
a) TOR and
Diploma for
position
requiring
Graduate
Studies,
Bachelor’s
degree or 2 year
studies in
College/Vocatio
624
nal/Trade
Course
b) High
School/Element
ary School
Diploma or
Certificate from
DepEd, etc. for
positions
requiring
completed basic
education
 Photocopy of
relevant
Training/Seminar
Certificates; and
 Photocopy of
relevant
Training/Seminar
Certificates; and
 Photocopy of
previous and
current Employment
Certificates with
duties and
responsibilities, if
applicable.
1.2 Encodes applicant None 5 Minutes RSS Analysts
details in the RSS data
base: Recruitment & Selection
 Date Received Section
 Last Name HRDO
 First Name
 M.I.
 Gender
 Category
 BOVP
 Position Applied
 Department
 College/Unit
 Deadline
625
 Number of
Applicant Per
day
1.3 Analyst evaluates None 30 Minutes per RSS Analysts
application based on application
the submitted Recruitment & Selection
documentary Section
requirements vis-à-vis HRDO
CSC QS
1.4 Analyst prepare None 10 Minutes RSS Analysts
referral letter to the
College/Unit concerned Recruitment & Selection
Section
HRDO
1.5 Section Chief None 10 Minutes per Administrative Officer V
reviews evaluated application (Section Chief)
application based on
the submitted
documentary Recruitment & Selection
Section
requirements vis-à-vis
HRDO
CSC QS
1.6 Division Chief None 5 Minutes Chief Administrative
reviews details in the Officer (Division Chief)
referral letter, if found
in order, affix initial in
the referral letter Appointment Section
HRDO
signs in the referral
letter
HRDO
1.8 Analyst photocopy None 10 Minutes Liaison Officer/Analyst
the referral letter and
release the original HRDO
copy to units/colleges
TOTAL None 1 Hour 45
Minutes
26. Processing of Posting of Bulletin of Vacant Positions

“Vacant positions in the career service, including vacant executive/managerial positions
in the second level that are authorized to be filled, together with their corresponding
qualification standards and plantilla items numbers, shall be published and posted in
three (3) conspicuous places for a period of at least ten (10) calendar days…” per Section
24 of CSC MC 14,s2018 (ORA-OHRA, Revised July 2018)
626
Office or Division: Human Resource and Recruitment Division (HRRD) – Recruitment and
Selection Section (RSS)
Type of Transaction: Government to Citizen, Government-Government
Who may avail: Individuals who are interested to enter public service
1. Received CS Form No. 9 Revised 2018 by www.csc.gov.ph

the CSC Human Resource Planning and Research Division
2. Approved Authority to Fill (HRPRD)
3. Duties and Responsibilities
1. Encodes to None 10 Minutes Administrative
Bulletin of Vacant Officer IV
Positions (BOVP)
Form the following Recruitment &
details: Selection Section
HRDO
 Bulletin Number
 Position Title
 Parenthetical
Title, (if
applicable)
 Salary Grade
 College/Unit
 Plantilla Item
Number
 Minimum
Qualifications
o Education
o Training
o Experience
o Eligibility
 Deadline of
submission of
application
 Hyperlink of the
duties and
responsibilities of
the vacant
position
1.2 Section Chief None 5 Minutes Administrative

reviews details of the Officer V (Section
BOVP Form, if found Chief)
in order, affix initials,
and forwards the
627
form to HRRD Recruitment &
Division Chief Selection Section
HRDO
1.3 Division Chief None 5 Minutes Chief

reviews details of the Administrative
BOVP Form, if found Officer (Division
in order, affix initials, Chief)
and endorses the
form to the Deputy
Human Resource
Director Recruitment
Division
HRDO
1.4 Deputy Director None 5 Minutes Deputy Director
reviews BOVP Form,
if found in order,
signs the form and
forwards to staff in HRDO
charge for printing
1.5 Analyst None 15 Minutes Administrative

distributes BOVP to Officer IV
Unit/College/ Recruitment &
Department thru Selection Section
RSS pigeonhole and HRDO
posts to HRDO
Bulletin Board
1.6 Analyst uploads None 10 Minutes Administrative
the BOVP to HRDO Officer IV
website
(Note: the same Recruitment &
Selection Section
BOVP will be
HRDO
uploaded in the
HRDO Facebook
account by the
HRPRD)
TOTAL None 29 inutes
27. Processing of Publication of Existing Vacant Positions to the Civil

Service Commission
“It shall be the policy of the Government to promote efficiency in the allocation of
personnel in the civil service, as well as transparency and equal opportunities in
the recruitment and hiring of new personnel” per REPUBLIC ACT No.
7041 Section I
628
Human Resource and Recruitment Division – Recruitment and Selection
Office or Division:
Section (RSS)
Type of Government to Government (Internal Client: UP Diliman/Government Agencies
Transaction: to Civil Service Commission)
(HRPRD)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. HRPRD 1. Receives/ None 5 Minutes Administrative Officer IV
forwards ATF to encodes in the RSS
RSS Tasks Automation Recruitment & Selection
Application (RTAA) Section
and forwards ATF to HRDO
the concerned
Analyst
1.2 Receives and None 10 Minutes Administrative Officer IV

checks the
correctness of details Recruitment & Selection
in the ATF details: Section
 Position Title HRDO
 Parenthetical
Title, applicable
 Plantilla Item
Number
 Name of unit
 Duly endorsed
(by the
immediate
supervisor/Chair
to
Dean/Director/Offi
ce of the
Chancellor/ Office
of the Vice-
President for
Administration/
Office of the
President
 Duties and
Responsibilities
629
1.3 Encodes the None 15 Minutes Administrative Officer IV
following details to
CSC Form Number 9 Recruitment & Selection
(Revised 2018): Section
 Name of HRDO
Agency
 Count
 Position Title
 Parenthetical
Title, (if
applicable)
 Plantilla Item
Number
 Salary/Job/Pa
y Grade
 Monthly
Salary
 Qualification
Standards
o Education
o Training
o Experience
o Eligibility
 Place of
Assignment
 Deadline of
Submission
 Addressee
Information
o HRMO
o Position
Title
o Complete
Office
Address
630
o E-mail
Address

reviews the details of (Section Chief)
CSC Form Number 9
(Revised 2018), if
found in order, affix Recruitment & Selection
Section
initial, and forwards HRDO
form to the Division
Chief
reviews, signs CSC (Division Chief)
Form Number 9, and
recommends to the
Director Appointment Section
HRDO
signs CSC Form
Number 9, and
recommends for HRDO
CSC Publication
1.7 Analyst sends None 10 Minutes Liaison Officer/Analyst
(hard & soft) copies
of CSC Form HRDO
Number 9 in the CSC
Field Office
28. Processing of Posting of Approved Appointments

“Post in three (3) conspicuous places in the agency a notice announcing the
appointment of an employee a day after the issuance of appointment for at least
fifteen (15) calendar days” per Section 139 of CSC MC14,s2018 (ORA-OHRA
Section, Revised 2018)
Office or Human Resource and Recruitment Division – Recruitment and Selection

Division: Section (RSS)
Transaction:
Who may avail: Appointee/Unit
631
1. Duly approved CS Form No. 33-A Human Resource Recruitment Division (HRRD) –
revised 2018 Appointment Section
FEES
AGENCY PROCESSING
ACTIONS TIME
PAID
1. HRRD forwards 1. Receives/ None 10 Minutes Administrative Officer IV
CS Form No. 33-A encodes to
revised 2018 to Approved Recruitment & Selection
RSS Appointments (AA) Section
Form the following HRDO
details:
 Position Title
 Parenthetical
Title, (if
applicable)
 Salary Grade
 College/Unit
 Status of
appointment of
the appointee
 Last name of
the appointee
 First name of
the appointee
 Middle initial of
the appointee
 Nature of
Appointment of
the appointee
 Effectivity date
of the
appointee
reviews the details (Section Chief)
of AA Form, if
found in order,
affix initial, and Recruitment & Selection
Section
forward the form to
HRDO
Division Chief
reviews and signs (Division Chief)
the AA Form
Human Resource
Recruitment Division
HRDO
632
1.4 Analyst posts None 5 Minutes Administrative Officer IV
the AA Form in the
HRDO bulletin Recruitment & Selection
board Section
HRDO
1.5 Analyst posts None 5 Minutes Administrative Officer IV
the AA Form in the
HRDO website Recruitment & Selection
Section
HRDO
29.Processing of Application and Evaluation of Applicants

Office or Human Resource and Recruitment Division - Recruitment Section
Division:
Transaction:
Who may avail: Employees of the University
1. RSS through Email www.hrdo.upd.edu.ph
2. Fully accomplished Personal Data Sheet and Work Applicant

Experience Sheet
3. Supporting documents
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit RSS 1. Receive Records the None 5 Minutes Receiving/
through email, Applicant’s Name, Gender, Releasing
duly Position applied for, assigned Personnel
accomplished Unit, and the set deadline on
Recruitment
personal data RSS Database
Section
sheet and work HRDO
experience sheet 1.1 Distributes the application on
and supporting labeled folder based on Job Item
documents and assigned Unit
1.2 Evaluates profiles vis-à-vis None 45 Minutes Administrative

Civil Service Commission Officer IV
prescribed minimum
Qualifications Standards Recruitment
Section
633
(Education, Experience, Training HRDO
& Eligibility) encoded by the
applicant in the matrix
1.2.1 Prepares the Referral

Letters both Qualified and Non-
1.3 Analyst presents Applicant’s None 10 Minutes Administrative
Profile for further screening and Officer V
evaluation of the Section Chief
Recruitment
1.3.1 Screen and evaluate Section
HRDO
applicants who passed the HR
initial evaluation and those who
did not pass.
Corrects the details if necessary

both for Qualified and Non-
1.3.2 Returned HRDO Referral to

the concerned analysts for
finalization.
1.4 Final checking and None 30 Minutes Chief

evaluation of qualified and not Administrative
qualified applicants. Officer
1.4.1 If found in order, affix initial HRRD

HRDO
(2nd page), if not return to
Recruitment and Selection
Section
1.4.2 Forward Referral to the

Authorized Official for signature
1.5 If found in order, affix None 1 Hour Director

signature in the HRDO Referral
letter. HRDO
1.5.1 Sends back the HRDO

Referral for release of the
concerned analyst.
634
2. Unit/College 2. Informs the College or Unit None 1 Hour Administrative
pick up HRDO through a phone call to pick-up Officer V
referral the HRDO Referral
Recruitment
2.1.1 Release original copy of Section
HRDO
HRDO Referral together with the
documentary requirements of all
the applicants.
2.1.2 Keep the photocopy of

HRDO Referral for safekeeping.
2.1.3 Send email letter to

applicant re: not being
considered for selection process
due to_________________

minutes
30.Issuance of certified copies of documents (walk-in)

Office or Information Management Section, Human Resources Planning and Research
Division: Division
Type of
Transaction:
Active/inactive UP Personnel; University Officials; Courts and Administrative
Who may avail:
bodies with quasi-judicial/or investigative functions
3. 1. Valid identification card
4. 2. Letter of authorization
CLIENT STEPS
Validate identity
1. Presents valid of the client and
Identification (ID) the authenticity
Card/Letter of of the None 2 Minutes Records Officer
authorization authorization
letter
2. Request for the Retrieve the

None 10 Minutes Records Officer
specific documents 201 file, search
635
and wait while the for the
documents are requested
being retrieved documents and
photocopy
Release the
requested
3. Receive the
documents and
documents None 2 Minutes Records Officer
have the client
requested
sign in the
logbook
31. Response to employment verification/queries (online)

Office or Information Management Section, Human Resources Planning and Research
Division: Division
Type of
Transaction:
Who may avail: BPOs, Telecommunications, Banking Institutions; Government Institutions
3. Authorization letter of the Requesting Party
concerned employee
CLIENT STEPS
1. Receive email
1. Submit thru
from the
email the following:
authorized
a. letter of request
HRDO email;
b. authorization None 3 Minutes IMS Personnel
receive and
letter from the
acknowledge
concerned
the email
personnel
1.1 Review,
verify, validate/
provide the None 20 Minutes IMS Personnel
needed
information
Receive the 3. Send email
reply reply
636
32. Request for Authority to Fill/Hire (Administrative and REPS;

with plantilla item/UP contractual; Original)
Request for Authority to Fill (Exemption from Administrative Order No. 4, s. 1989) is
being done by offices/units in the University in order to utilize the vacated
positions/items in its plantilla.
Planning and Research Section (PRS), Human Resource Planning
Office or Division: and Research Division (HRPRD)
Who may avail: All UP Diliman units
1. Properly accomplished AO4 Form HRDO website (hrdo.upd.edu.ph)
Planning and Research Section (PRS), HRDO
2. Letter request from the unit with justification
signed by the head of unit, and
endorsement by corresponding Vice
Chancellor
3. Organization/Personnel Chart (including
contractual staff)
4. Functional Chart
5. List of duties and responsibilities with
corresponding percentage distribution
6. Signs and degrees of backlog (if applicable)
7. Coping mechanism
8. Statement on the mission and goals of the
unit over the next five (5) years (*with Requesting Party
Plantilla Item)
9. Contribution of the proposed recruitment
(*with Plantilla Item)
10. List of existing personnel with additional
assignment
11. For Resignation, copy of Chancellor’s
Approved resignation letter.
 For REPS positions except Librarian/CL:
List of on-going and on the pipeline
research undertakings/training of the unit
where the requested staff will get involved
with
637
 For Librarian/CL positions:
Number of collections, total library area,
average number of users on a daily/weekly
basis, building configuration, service Hours
 For academic units:
Data on student enrollment for at least last
2 Semesters and list of faculty members
(regular and non-regular).
1. Submit letter of 1. Check compliance to
request with documentary
corresponding requirements Administrative
Assistant
endorsement 1.1. If all in order, Stamp
None 1 Hour PRS Receiving/
of Unit Head file copy of unit for Releasing
and Vice receipt and initials
Chancellor 1.1.1 Track and record
letter of request
1.2 Evaluate Request
1.2.1 Prepare evaluations
and Administrative Officer
recommendations (HRMO II)
None 4 Days, 6 Hours
1.2.2 Submit evaluated PRS Analyst
request to PRS
Section Head with
initial
1.3 Review evaluation,
1.3.1 If evaluation is Administrative Officer
V
found in order, None 4 Hours
(HRMO III)
initials Forward to PRS Section Head
HRPRD Chief
1.4 For final review
1.4.1 If found in order,
initials the
evaluation and the
Chief Administrative
letter request
None 4 Hours Officer (HRMO IV)
1.4.2 Forward to PRS HRPRD
Receiving/
Releasing to turn
over to the
Director’s Office
1.5 Track request for Administrative
forwarding to the Assistant
None 30 Minutes
Director’s Office PRS Receiving/
Releasing
638
1.6 Review request, if
found in order, signs,
Deputy/Director
forward to None 1 Day HRDO
recommending
Authority
found in order, Budget
recommend for None (Pause-Clock) OVCA/OVCAA
appropriate action of UPD
the Chancellor
1.8 Review for final action
1.8.1 Return to HRPRD
Chancellor
with final action for None (Pause-Clock)
UPD
Tracking and RSS
processing
2. Receive request with final
2. Receive Administrative
action
notification of Assistant
2.1 Track request None 30 Minutes
request with PRS Receiving/
2.2 Provide unit copy of Releasing
final action
request with final action
TOTAL: None 7 Days
33. Request for Renewal of Authority to Fill/Hire (Administrative

and REPS; with plantilla item/UP contractual)
Request for renewal of Authority to Fill (Exemption from Administrative Order No. 4,
s. 1989) is requested by offices/units in UP Diliman when the vacancy is not filled-up
within the six (6) months validity period of the original approval, and/or the nine (9)
months CSC Publication has lapsed.
Planning and Research Section (PRS), Human Resource Planning and
Office or Division:
Research Division (HRPRD)
1. Letter request from the unit with justification
as to why the position is not filled-up during
the (6) months validity period, signed by the
head of unit and endorsement of Requesting Unit
corresponding Vice Chancellor
2. Copy of the previously approved request for
authority to fill
639
contractual staff)
4. List of duties and responsibilities
w/corresponding % distribution
corresponding requirements
endorsement of 1.1. If all in order, Stamp Administrative
Unit Head and file copy of unit for None 30 Minutes Assistant
PRS Receiving/
Vice Chancellor receipt
Releasing
1.1.1 Track and record
letter of request
1.2 Evaluate and
recommend, if
request is found in
order
1.2.1 Prepare Administrative Officer
(HRMO II)
evaluations and None 1 Day PRS Analyst
recommendations
1.2.2 Submit evaluated
request to PRS
Section Head with
initial
1.3 Review evaluation,
1.3.1.If found in order,
initials evaluation Administrative Officer
prepared by the V
None 3 Hours
analyst and the (HRMO III)
request letter PRS Section Head
1.3.2 Forward to
HRPRD Chief
1.4.1 If found in order, Chief Administrative
initials the Officer (HRMO IV)
evaluation HRPRD
prepared by the None 3 Hours
analyst and the
letter request
1.4.2 Forward request to
the Director’s Office
None 30 Minutes
Releasing
640
Deputy/Director
forward to None 1 Day HRDO
recommending
Authority
found in order,
OVCA/OVCAA
recommend for None (Pause-Clock) UPD
appropriate action of
the Chancellor
1.8 Review for final Chancellor
action None (Pause-Clock)
UPD
2. Receive 2. Receive request with
notification of final action Administrative
request with final 2.1 Track request Assistant
None 1 Hour
action 2.2 Provide unit copy of PRS Receiving/
request with final Releasing
action
TOTAL: None 2 Days
34.Request for Additional Staff, Additional/Loan of Item
Request for additional staff is being done to augment the current number of personnel
in a certain unit in UP Diliman. Likewise, when the unit’s plantilla items are insufficient
to realize its mandate.
1. Letter request from the unit with justification,
signed by the head of unit and endorsement of
contractual staff) Requesting Party
3. Functional Chart
4. List of duties and responsibilities with
corresponding percentage distribution
5. List of duties and responsibilities of existing
personnel
641
6. List of existing staff with additional assignment
* As for Non-UP/UP contractual, Exemption
from Memo No. PDLC 17-28 (Moratorium in
Hiring NUPC/UPC)
1. Submit letter of request 1. Check compliance to
with corresponding documentary
endorsement of Unit requirements Administrative
Head and Vice 1.1. If all in order, Stamp Assistant
None
Chancellor file copy of unit for PRS Receiving/
30 Minutes
receipt Releasing
letter of request
1.2 Evaluate request
1.2.1 Evaluate IPCR of
involved 4 Days,7 Hours
Administrative
department/ unit,
Officer
copy is available
(HRMO II)
with MES
PRS Analyst
1.2.2 If request is found
in order prepare
recommendation
1.2.3 Forward initialed
evaluation to
PRS Section
Head
1.3 Review evaluation
Administrative
1.3.1 If evaluation is
Officer V
found in order
(HRMO III)
initial None 4 Hours
PRS Section
1.3.2 Forward
Head
evaluation to
HRPRD Chief
initials the
evaluation and Chief
Administrative
the letter request
None 4 Hours Officer (HRMO
1.4.3 Forward to PRS IV)
Receiving/ HRPRD
Releasing to turn
over to the
Director’s Office
642
None 30 Minutes
Releasing
1.6 Review request and
evaluation
found in order
initials
1.6.2 Recommends
request to the
Fiscal Policy and
Operations
Committee for
action
Deputy/Director
None 1 Day
*As for the UP/Non-UP HRDO
contractual staff,
evaluation and
recommendation on the
request is being
discussed in the Fiscal
Policy and Operations
Committee (FPOC), for
consideration and
appropriate action due
to budgetary
implications
2. OVCA receives 2. For FPOC
FPOC
HRDO evaluated appropriate action None (Pause-Clock)
OVCA
request
TOTAL: None 7 Days
35.Request for Additional Assignment
Request for additional assignment is being done by offices/units in UP Diliman when

a certain position from the unit’s plantilla had been vacated and duties of which has
to be temporarily assumed by one of the existing staff on top of his/her regular
duties.
Planning and Research Section (PRS), Human Resource Planning and
Office or Division: Research Division (HRPRD)
643
1. Letter of request from the unit with justification
signed by the head of unit, and endorsement of
2. List of actual/authorized duties of the proposed
staff to be designated Requesting Party
3. List of additional duties to be performed by the
proposed staff to be designated
4. List of other personnel with additional assignment
5. Personnel Chart (including contractual staff)
*For Building Administrator,

total floor area covered by the additional Office of the Campus Architect (OCA)
assignment
1. Submit letter of request 1. Check compliance to
with corresponding documentary
endorsement of Unit requirements
Head 1.1. If all in order,
Administrative
Stamp file copy of None 30 Minutes
Assistant
unit for receipt
PRS Receiving/
1.1.1 Track and
Releasing
record letter of
request
1.2.1 Evaluate IPCR of
involved
department/
personnel, copy
Administrative
is available with
Officer
MES
None 1 Day (HRMO II)
1.2.2 If request is found
PRS Analyst
in order prepare
recommendation
1.2.3 Forward initialed
evaluation to
PRS Section
Head
644
1.3 Review
evaluation Administrative
1.3.1 If evaluation is Officer V
found in order (HRMO III)
None 4 Hours
initial PRS Section
1.3.2 Forward Head
evaluation to
HRPRD Chief
found in order Chief
initials Administrative
3 Hours
1.4.2 Forward request to None Officer
PRS Receiving/ (HRMO IV)
Releasing to turn HRPRD
over to the
Director’s Office
None 30 Minutes
Releasing
recommends to the Deputy/Director
None 1 Day
Fiscal Policy and HRDO
Operations
Committee for action
2. OVCA receives HRDO 2. For FPOC FPOC
evaluated request appropriate action None (Pause-Clock)
OVCA
TOTAL: None 2 Days
36 Request for reassignment/transfer/detail/redeployment of staff
Request for reassignment/transfer/detail/redeployment of staff is being done to

augment the current number of personnel in a certain unit in UP Diliman and when
the unit’s plantilla items are insufficient to realize its mandate. In meritorious cases,
that services of the staff is highly requested.
Planning and Research Section (PRS), Human Resource
Office or Division: Planning and Research Division (HRPRD)
645
1. Letter Request from the unit/staff with
Requesting Unit
justification
2. Concurrence of the head of mother/current unit
Receiving Unit
and head of receiving unit
3. Endorsement of the corresponding Vice
Office of the corresponding Vice Chancellor
Chancellor
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Administrative
corresponding requirements 30 Minutes
Assistant
endorsement of 1.1. If all in order, Stamp
None PRS Receiving/
Unit Head and file copy of unit for
Releasing
1.2. Track and record
letter of request
1.3. Evaluate request
1.3.1. Prepare Administrative
recommendation Officer
request if found in None 4 Days, 6 Hours (HRMO II)
order PRS Analyst
1.3.2. Submit to PRS
Section Head
1.4. Review evaluation Administrative
1.4.1. If request is found in Officer V
4 Hours
order (HRMO III)
None
1.4.2. prepare draft, initials PRS Section
1.4.3. Forward to HRPRD Head
Chief for final review
1.5. Final review
1.5.1. If found in order,
initials the
evaluation and the
letter request
1.5.2. Forward to PRS HRPRD
Receiving/
Releasing to turn
over to the
Director’s Office
None 30 Minutes
Releasing
646
Deputy/Director
recommend to None 1 Day HRDO
Chancellor for
appropriate action
2. Office of the 2. For Chancellor’s
Chancellor appropriate action Chancellor
None (Pause-Clock)
receives request OVCA
TOTAL: None 7 Days
37. Request for interpretation/verification of policies for discussion
Interpretation/verification of policies are being requested by UP Diliman units for

better understanding and proper implementation.
Letter Request
(stating the purpose, signed by the head of Requesting Unit
unit)
corresponding requirements Receiving/Releasing
endorsement of 1.1 If all in order, Stamp Administrative Assistant
None 30 Minutes PRS
Unit Head and file copy of unit for
letter of request
1.2 Evaluate and
recommend, if Administrative Officer
request is found in 4 Days, 6 (HRMO II)
None
order Hours PRS Analyst
1.2.1 Research on the
policies to be
647
interpreted and
verified
1.2.2 Provide
supporting
materials
1.2.3 Interpret and
verify concern
1.3 Prepare the
corresponding Administrative Officer V
1 Day (HRMO III)
interpretation and None
PRS Section Head
discuss with the
HRD Director.
initials the
evaluation and
the letter request
1.4.2 Forward to PRS HRPRD
Receiving/
Releasing to turn
over to the
Director’s Office
1.5 Track request for Administrative Assistant
forwarding to the None 30 Minutes PRS Receiving/
Director’s Office Releasing
1.6 If interpretation is
found in order, signs
and sends out
written response to
Deputy/Director
request to unit or None 1 Day
HRDO
request arrangement
for discussion with
the requesting unit
head through PRS
2. Receive written 2. Send out the written
response to response or set
request or meeting with the head Receiving and
notification on of the requesting unit Releasing
schedule of for further clarifications None 1 Hour Administrative Assistant
meeting with on the interpretation V
HRDO Director made and its PRS
implementation, as
necessary.
TOTAL: None 7 Days
648
38. Processing of Request for Performance Rating Certification
(MC 11/10 Eligibility)
A CSC required certification is issued to temporary appointments, which involves

practice of profession who lacks the required eligibility. They may apply the eligibility
that is required for the position given they achieved at least two (2) Very Satisfactory
rating for the duration of their appointment.
Office or Division: HRDO/HRPRD- Monitoring and Evaluation Section
Type of
Transaction:
Who may avail: All UP Diliman Employees (Active)
Monitoring and Evaluation Section (MES) front desk,
1. Request Form, properly accomplished
HRDO and/ or HRDO website (hrdo.upd.edu.ph)
1. Submit fully 1. Receives fully
accomplished accomplished;
request form Evaluates
completeness of
request
a. Verify records
and prepare the
None Front Desk Staff
photo copy of the 20 Minutes MES
Performance None
Rating for the
period covered;
and the Position
Description Form
(PDF); and
forward to MES
Section head
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b. Reviews and
evaluates the
request and
Administrative
prepare the
Officer V
certification and None 20 Minutes (HRMO III)
indicate initials MES Section Head
and forward to
HRPRD Head for
signature
c. Reviews the
request and
indicate initials on Chief Administrative
the certification None 15 Minutes Officer
and forward to (HRMO IV)
HRPRD
HRDO Director
for final signature
d. Review and sign
the MC 11
certification and None 1 Day Deputy/Director
Return to MES HRDO
staff for release
1.6 Release to the Front Desk Staff
requesting None 5 Minutes MES
employee
39.Processing of Request for Performance Rating Certification

(One-time Incentive/Gawad Parangal/ Legal Purposes)
Performance Ratings of an individual is a reflection on how well he/she was able to

carry out the responsibility of his/her function. One of the uses of the performance
rating of an individual is the performance based awards, for promotion and a
requirement for finishing a degree.
Office or
HRDO/HRPRD- Monitoring and Evaluation Section
Division:
650
Type of
Transaction:
Monitoring and Evaluation Section (MES) front
2. Request Form, properly accomplished desk, HRDO and/ or HRDO website
(hrdo.upd.edu.ph)
1. Receives fully
accomplished request
form; Evaluates
completeness of
1. Submit fully request
Front Desk Staff
accomplished 1.1. Verify records and None 20 Minutes MES
request form prepare the
certification and
forward to MES
Section Chief for
signature
1.2. Reviews and

evaluates the Administrative
request; indicate Officer V
initials and forward None 15 Minutes (HRMO III)
to HRPRD Division MES Section Head
head for final
signature
1.3 Reviews the request Chief
and sign the Administrative
certification and None 10 Minutes Officer
return to MES staff (HRMO IV)
for release HRPRD
1.4 Release to the

requesting None 5 Minutes Front Desk Staff
employee MES
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40. Processing of Request for certified photocopy of Performance
Rating
Monitoring and Evaluation Section (MES) monitors the submission of the Individual
Performance Commitment Review (IPCR) form of the employees. As part of the
function, the section’s responsibility is to manage the documentation, safekeeping of all
the submitted forms and responsible for the issuance of the copy as requested by the
employees.
Office or Division: HRDO/HRPRD- Monitoring and Evaluation Section

Who may avail: All UP Diliman Employees (Active and Separated from service)
Monitoring and Evaluation Section (MES) front
1. Request Form, properly accomplished desk, HRDO and/ or HRDO website
(hrdo.upd.edu.ph)
.kfjk 2. If represented, authorization letter with UP
Requesting Party
Diliman ID
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Receives fully
accomplished;
Evaluates
completeness of
request
1.2 Verify records
1. Submit fully None Front Desk Staff
and print copy of
accomplished request 17 Minutes MES
the Performance
form
Rating
requested;
stamping of the
PR and forward
to Section head
for endorsement
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1.3 Reviews the
request and sign
the copy of Administrative Officer
performance V
None 10 Minutes (HRMO III)
rating and MES Section Head
forward to Front
Desk Staff for
release
1.4Release to the
requesting Front Desk Staff
None 1 minute
employee or MES
representative
41. Processing of Appeals (for Mid-year Bonus and PEI)

Employees who are on official travel, scholarship or training within a rating period
may appeal if the benefits are performance-based.
Office or
HRDO/HRPRD- Monitoring and Evaluation Section
Division:
Type of
Transaction:
Who may avail: All UP Diliman Employees (Active)
1. Letter of appeal address to Chancellor
through channels
Monitoring and Evaluation Section (MES) front desk,
2. Copy approved leave (study leave, sick
Leave, vacation Leave) HRDO and/ or HRDO website (hrdo.upd.edu.ph)
3. Progress report (for those on study leave)

653
1. Submit letter of Receives the letter of
appeal (address appeal; Evaluates
to Chancellor completeness of
through request and
channels), copy attachments Front Desk Staff
of approved None 10 Minutes MES
1.2 Recommends with
leave and
completed staff work-
progress report
stamping of date and
(for those on
received; and forward
study leave)
to MES Section head
1.3 Reviews and
evaluates
completeness of
request and prepare Administrative Officer
V
the recommendation
None 15 Minutes (HRMO III)
letter address to
MES Section Head
OVCA with initials
and forward to
HRPRD Head for
notification
1.4 Reviews the
request; sign the
appeal letter for
notification and Chief Administrative
Officer
returned to MES staff None 10 Minutes (HRMO IV)
for signature of HRPRD
HRDO director and
for FPOC
deliberation
1.5 Reviews and
evaluates the request
and sign the
Deputy/Director
recommendation None 10 Minutes
HRDO
letter and forward to
FPOC for
deliberation
654
42. Request for Authority to Travel (Abroad) - Official
For employees who will travel abroad on official capacity needs to secure
personnel clearance from the Human Resource Development Office. The clearance
will verify the employees employment information, the purpose and the allowable
duration of travel.
Office or
Human Resource Development and Benefits Division
Division:
Type of
Transaction:
Who may avail: All Eligible Employees
Faculty
1. Duly accomplished travel authority Office of International Linkages Diliman (OIL-D)
application form endorsed by the unit (https://drive.google.com/file/d/151YstQ7T7rvs8L8xqj8kVnNr
head WtJASLNa/view)
2. Letter of Invitation/copy of award/program
(1 Photocopy or e-mail copy)
Conference/Training/Seminar Provider, School,
3. Copy of approved
Organization
study/vacation/sabbatical leave (if
applicable, 1 Photocopy)
4. Copy of abstract/program (For paper
presenter)
5. Copy of funding approval (If applicable) Person requesting
6. OIC for administrative duties (for faculty
administrator)
Research, Extension and Professional
Staff (REPS)
1. Duly accomplished travel authority Office of International Linkages Diliman (OIL-D)
application form endorsed by the unit (https://drive.google.com/file/d/151YstQ7T7rvs8L8xqj8kVnNr
head WtJASLNa/view)
3. Copy of approved
Organization
presenter) Person requesting
5. Copy of funding approval (If applicable)
Administrative
1. Letter request endorsed by the unit head
Person requesting/Unit/College/Office
and HRDC with justification.
655
2. Duly accomplished travel authority
HRDO website
application form endorsed by the unit
(https://hrdo.upd.edu.ph/HRDBD.php)
head
4. Copy of approved
Organization
presenter) Person requesting
6. Copy of funding approval (If applicable)
1. Submit 1. Receive request,
requests with evaluate completeness
unit of documents
Frontline Staff
endorsement submitted, verify None 15 Minutes
Scholarship Section
and complete records, and informs
documents client for the necessary
action.
2. Secure
receiving copy 2. Record requests, print
of submitted employees profile and Frontline Staff
15 Minutes
application prepare completed staff Scholarship Section
(request out by work, for processing.
the Section)
2.1 Verify, evaluate
Analyst
application and process 1 Day
Scholarship Section
request.
2.2 Prepare draft travel Analyst
1 Day
authority Scholarship Section
2.3 Check application
Section Head
form and draft travel 7 Hours
Scholarship Section
authority
2.4 Verify and initials
Division Head
actions made by the 1 Hour
Scholarship Section
Section
Director
the office of the Director, 1 Day
HRDO
for personnel clearance
2.5 For Faculty: forward
request to the Office of
the Vice Chancellor for 1 Day OVCAA Respective
Academic Affairs: OAT for (Paused Clock) Service Offices
Local, and OILD for
Abroad, for agenda,
656
evaluation and
recommending approval.
2.5 For REPS: forward
the Vice Chancellor for
1 Day OVCRD Respective
Research and
(Paused Clock) Service Offices
Development, for agenda,
evaluation and
2.5 For Admin: forward
the Vice Chancellor for
1 Day OVCA Respective
Administration through
(Paused Clock) Service Offices
HRDC, for agenda,
evaluation and
recommending approval
2.6 Signs the travel 1 Day Office of the
authority (Paused Clock) Chancellor
3. Received the 3. Release the approved
approved request for travel Releasing Personnel
1 Day
travel authority to the Scholarship Section
authority employee
9 Days, 30
TOTAL: None
Minutes
NOTE: Requests will immediately return to client, if required documents were not completely attached/
if the employee has no valid appointment/no proper endorsement of unit/submission is not within the
prescribed period.
1. Request for Certificate of Employment and Compensation

For active employees of the University issuance of Certificate of Employment and
Compensation is made upon the request of concerned personnel, for whatever purposes
it may serve.
Office or
Division:
Type of
Transaction:
Who may
Eligible Faculty, REPS and Administrative Personnel
avail:
657
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Benefits Section,
https://hrdo.upd.edu.ph/Application%20for%20Service%20Record.pdf
CLIENT AGENCY FEES TO PERSON
PROCESSING TIME
STEPS ACTION BE PAID RESPONSIBLE
1. Receive
request,
evaluate
completeness
1. Submit
of documents Receiving Officer Benefits
accomplished None 15 Minutes
submitted, Section
requests form
and informs
client for the
necessary
action. *
2. Secure 2. Record
receiving copy requests and
of submitted prepare Record Officer Benefits
30 Minutes
application completed Section
(request out by staff work, for
the Section) processing.
2.1 Process
request with
completed
staff work.
Verify records
of
appointment
status and
indicate
30 Minutes Analyst/Section Head
employee
benefits
including
preceding
year
compensation.
Informs client
if the signatory
is available.
2.2 Evaluate
action made
by the Section Head/Division
30 Minutes
Section, if Head
within the set
rules.
658
2.3 Secure
Approval of
Authorized
30 Minutes** Authorized Representative
Signatory, for
personnel
clearance**
3. Record and
3. Received release
Releasing Officer Benefits
processed processed 30 Minutes
Section
request request to
client
TOTAL: None 2 Hours, 45 Minutes
*Requests will immediately return to client, if required documents were not completely attached/ if
the employee has no valid appointment/no proper endorsement of unit/submission is not within the
prescribed period.
**Provided the signatory is available within the office, or approval is within the Director level.
2. Processing of Certificate of Leave Credits

For active employees of the University issuance of Certificate of Leave
Credits is made upon the request of concerned personnel, for purposes of
updating of records.
Office or
Division:
Type of
Transaction:
Who may
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Benefits Section,
https://hrdo.upd.edu.ph/Application%20for%20Service%20Record.pdf
CLIENT AGENCY FEES TO
PROCESSING TIME PERSON RESPONSIBLE
STEPS ACTION BE PAID
1. Receive
completely
filled up
1. Submit
request, Receiving Officer Benefits
evaluate Section
requests form
completeness
of documents
submitted,
659
and informs
client for the
necessary
action. *
2. Secure 2. Record
receiving copy requests and
of submitted prepare Record Officer Benefits
15 Minutes
application completed Section
(request out by staff work, for
the Section) processing.
2.1 Process
request with
completed
staff work
and indicate
employee
leave credits 1 Day Analyst/Section Head
in the
certification,
informs client
if the
signatory is
available. ***
2.2 Evaluate
the accuracy
of the leave
2 Hours Section Head/Division Head
record, if
within the set
rules.
2.3 Secure
Approval of
Authorized
30 Minutes** Authorized Representative
Signatory, for
personnel
clearance**
3. Record
and release
processed
3. Received request to
Releasing Officer Benefits
processed client with 30 Minutes Section
request employee
conforme on
the leave
record.
1 Day, 3 Hours, 30
TOTAL: None
Minutes
660
prescribed period.
Note: With the assumption that employee Leave Record is cleaned/updated***.
3. Request for Certificate of Training Participation

For active eligible administrative personnel and REPS of the University re-issuance of
Certificate of Training Participation is made upon the request of concerned personnel,
for whatever purposes it may serve.
Office or
Division:
Type of
Transaction:
Who may avail: Eligible Administrative Personnel and REPS
1. Letter of request for Certificate of Participation to
In-house Training attended conducted by the Requesting Party
HRDO.
1. Submit letter
1. Receive request, evaluate
of request form
completeness of documents
indicating the
and verify records in the Receiving Officer
details of training None 15 Minutes
Training Monitoring System, Training Section
attended (period,
and informs client for the
title of training
necessary action. *
and venue)
2. Secure
receiving copy of
2. Record requests and
submitted Receiving Officer
prepare completed staff work, 15 Minutes
application Training Section
for processing.
(request out by
the Section)
2.1 Process request with
completed staff work, prepare
Analyst/Section
draft Training Certification. 15 Minutes Head
Informs client if the signatory is
available.
2.2 Evaluate action made by
15 Minutes Section Head
the Section and initials
661
2.3 Secure Approval of
Authorized Signatory, for 15 Minutes** Division Head
personnel clearance**
3. Received
3. Record and release Releasing Officer
processed 15 Minutes
processed request to client Training Section
request
1 Hour, 30
TOTAL: None
Minutes
prescribed period.
4. Request for Certificate of Return Service Obligation

Certificate of Return Service Obligation issuance is made upon the request of
concerned personnel, subject to the guidelines and other conditions that the University
may prescribe and as may be provided by law.
Office or
Division:
Type of
Transaction:
Who may avail: Eligible Faculty, Administrative Personnel and REPS
1. Letter of request for Certification of Return
Requesting Party
Service Obligation.
Requesting Party (if not filed)
2. Report for Duty Or Unit Level (if not filed)
Or from HRDO (if filed)
3. Other required report from completed study
leave and special detail with contractual Requesting Party
obligation, if applicable.
1. Submit letter
of request with Receiving Officer
completeness of information,
complete None 15 Minutes Scholarship
and informs client for the Section
attached
necessary action. *
documents
2. Secure 2. Record requests and prepare Receiving Officer
receiving copy of completed staff work, for 15 Minutes Scholarship
submitted processing. Section
662
application
(request out by
the Section)
completed staff work. Verify In – Charge of
records, prepare draft Surety Contracts
certification with computation of 5 Days and Fellowship
RSO, indicating Agreements
SERVED/UNSERVED Analyst
clearance
2.2 Evaluate action made by the
15 Minutes Division Head
In-charge, and initials
Authorized
Authorized Signatory, for RSO 1 Day
Representative
certification
3. Received
processed request to client Training Section
request
TOTAL: None 6 Days, 1Hour
prescribed period.
5. Processing of Computer Loan

For eligible faculty, REPS and Administrative Personnel in the University, Computer
Loan is granted on priority basis to permanent regular faculty (who has served for at
least two (2) years) and non-teaching staff of the University of the Philippines Diliman
(who has continuously served for not less than one (1) year).
Office or
Division:
Classification: Complex/ Highly Technical
Type of
Transaction:
Who may avail: Eligible Faculty, REPS and Administrative Personnel
Benefits Section
1. Computer loan application form
https://hrdo.upd.edu.ph/HRDBD.php
2. Quotation Requesting Party
Benefits Section
3. Joint undertaking for computer loan
4. Accomplished report for purchased Requesting Party
663
5. Official Receipt. Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Receive request,
1. Submit letter of
evaluate completeness of
request with Receiving Officer
documents submitted and None 30 Minutes
complete attached Benefits Section
informs client for the
documents
necessary action. *
2. Secure
receiving copy of
submitted 2. Record requests for Record Officer
30 Minutes
application processing. Benefits Section
(request out by the
Section)
completed staff work. Verify
records including
appointment status, if has Analyst/Section
30 Minutes
pending loans and has Head
availed same request in the
past 4 years. Informs client
if the signatory is available.
the Section, if within the set Section
rules. Secure Approval of 30 Minutes Head/Division
Authorized Signatory, for Head
personnel clearance***
3. Received 3. Record and release Record officer
30 Minutes
processed request processed request to client Benefits Section
4. Submit request
4. Checking of actual salary
with complete 1 Day (Paused Diliman
and certification of take
attached clock) Accounting Office
home pay.
documents
5. Submit request
with complete 5. To check if no pending 1 Day (Paused
Provident Fund
attached loan clock)
documents
6. Submit request
with complete 6. To check if no pending 1 Day (Paused
Credit Union
attached loan clock)
documents
6.1 To check if employee is Analyst/Section
30 Minutes
qualified to avail the loan. Head
664
1 Day (Paused
Authorized Signatory, for HRDO Director
clock)
voucher preparation***
1 Day (Paused Vice Chancellor
Authorized Signatory, for
clock) for Administration
approval of the request***
7. Submit request
with complete 7. Preparation of 1 Day (Paused Diliman
attached Disbursement Voucher clock) Accounting Office
documents
8. Submit request
8. Secure Approval of
with complete 1 Day (Paused
Authorized Signatory, in the HRDO Director
attached clock)
Disbursement Voucher***
documents
8.1 Forward documents to
the applicant, Accounting
Record Officer
and Cash Offices for 30 Minutes
Benefits Section
processing of payment
(check).
8.2 Releasing of check to 1 Day (Paused
Cash Office
the employee. clock)
9. Submit Official 9. Receive Official Receipt Releasing Officer
30 Minutes
Receipt for posting Benefits Section
TOTAL: None 8 Days, 4 Hours
prescribed period.
**Depends of the degree of the request from regular to complex
***Provided the signatory is available within the office, or approval is within the Director level.
Note: Employee to provide photocopy of the Official Receipt within 7Days from the release of
check.
6. Processing of Enhanced Hospitalization Programme (Direct

Payment and Reimbursement)
Eligible employees in the University may avail financial assistance for hospitalization
expenses incurred during confinement, subject to the following guidelines and other
conditions that the University may prescribe.
Office or Division: Human Resource Development and Benefits Division

665
Type of
Transaction:
For Direct Payment:
Benefits Section,
Application form;
Medical Certificate/Admitting order Requesting Party
For Reimbursement:
Benefits Section,
Application form;
Medical Certificate; Requesting Party
Statement of Accounts; Requesting Party
Original Official Receipt (OR); etc. Requesting Party
1. Employee to
1. Receive request,
submit
evaluate completeness
accomplished form
of documents
with complete Receiving Officer/
submitted, verify
attached None 15 Minutes eHOPE Support Staff
records including Benefits Section
documents,
appointment status,
applicable to the
and informs client for
request.
the necessary action. *
2. Secure receiving
2. Record requests,
copy of submitted
and prepare completed eHOPE Support Staff
application 15 Minutes
staff work, for Benefits Section
(request out by the
processing.
Section)
2.1 Evaluate application
and process request
with completed staff
30 Minutes eHOPE Secretariat
work using eHOPE
evaluation form, for
committee agenda.
2.2 Evaluate action
made by the 1 Day (Paused
eHOPE Committee
Committee, if within the clock)
guidelines.
Vice Chancellor for
1 Day (Paused
2.3 For approval. Administration,
clock) Chancellor
2.4 Preparation of
30 Minutes eHOPE Secretariat
666
(DV) and Budget
Utilization Request
(BUR) according to the
approved amount.
2.5 Forward DV and
BUR to respective 30 Minutes eHOPE Support Staff
offices, for signature of (Paused clock) Benefits Section
the Head of Unit.
3. Receive documents
3. Employee to submitted, verify
eHOPE Support Staff
return signed DV signatures and informs 15 Minutes
Benefits Section
and BUR client for the necessary
action.
eHOPE
3.1 Secure approval of 1 Day (Paused
Chair/HRDO,
Authorized Signatory. clock) Director
3.2 Forward documents
to Budget, Accounting
1 Day (Paused eHOPE Support Staff
and Cash Offices for
clock) Benefits Section
processing of payment
(check).
3.3 Releasing of check
1 Day *** Cash Office
to the employee.
4. Employee to Releasing Officer/
4. Receive photocopy
provide photocopy 15 Minutes eHOPE Support Staff
of the check for posting Benefits Section
of the check.
5 Days, 2 Hours,
TOTAL: None
30 Minutes
prescribed period.
7. Processing of Enrolment Privilege for Employee Dependents

For eligible employees who are in active service in the University may avail enrollment
privilege for employee dependents, subject to the guidelines and other conditions that
the University may prescribe.
Office or
Division:
Type of
Transaction:
667
Benefits Section,
1. Application for Non-Earning Dependents;
https://hrdo.upd.edu.ph/Enrollment%20Privilege.pdf
2. Birth Certificate for new students; and Requesting Party
3. Certification of non-earning for masteral
Benefits Section
students
1. Submit
requests with
complete 1. Receive request,
attached legal evaluate completeness of
Receiving Officer
personal documents submitted and None 30 Minutes Benefits Section
documents informs client for the
issued by necessary action. *
authorized
agency
2. Secure
receiving copy of
2. Record requests
submitted Record Officer
and prepare completed 30 Minutes
application Benefits Section
staff work, for processing.
(request out by
the Section)
2.1 Verify application and
process request with
completed staff work and
Analyst/Section
indicate personnel 30 Minutes Head
clearance action, informs
client if the signatory is
available.
2.2 Evaluate action made
by the Section, if within 30 Minutes Section Head
the set rules.
Authorized Signatory, for 30 Minutes*** Division Head
3. Received 3. Record and release
Releasing Officer
processed processed request to 30 Minutes
Benefits Section
request client
TOTAL: None 3 Hours
prescribed period.
668
8. Processing of Housing Soft Loan application – HRDO Personnel
Clearance
For eligible employees who are in active service in the University who will avail Housing
Soft Loan will need personnel clearance from the HRDO, subject to the guidelines and
other conditions that the University may prescribe.
Office or
Division:
Type of
Transaction:
Benefits Section; UP Diliman Office of the Vice
1. Application for Housing Soft Loan
Chancellor for Community Affairs
completeness of documents
1. Submit
submitted, verify records Receiving Officer
including appointment Benefits Section
requests form
status, and informs client for
the necessary action. *
2. Secure
receiving copy of 2. Record requests, print
submitted employees’ profile and Record Officer
30 Minutes
application prepare completed staff Benefits Section
the Section)
completed staff work and Analyst/Section
30 Minutes
indicate personnel clearance Head
action, informs client if the
signatory is available.
2.2 Evaluate action made by Section
the Section, if within the set 30 Minutes Head/Division
rules. Head
Authorized
Authorized Signatory, for 30 Minutes***
Representative
3. Received 3. Record and release Releasing Officer
30 Minutes
processed request processed request to client Benefits Section
669
TOTAL: None 3 Hours
prescribed period.
9. Request for Processing of Leave Applications

For eligible employees in the University may granted employees not to report for work
with or without pay, subject to the guidelines and other conditions that the University may
prescribe and as may be provided by law.
Office or
Division:
Type of
Transaction:
Who may
avail:
1. Application for Leave (Vacation Leave, Sick
Leave, CSC Special Leave, CNA Related Leaves, Benefits Section,
Leave applicable for Academic Personnel, https://hrdo.upd.edu.ph/HRDBD.php
Government mandated leaves);
2. Sick leave more than 5Days: Medical Certificate Requesting Party
3. Leave of absence more than 1 month letter
Requesting Party
request address to the Chancellor
4. Magna Carta for Women: Medical
Requesting Party
Certificate/Clinical Abstract
5. Maternity Leave: Medical Certificate/Any proof of
Requesting Party
delivery
6. Paternity Leave: Birth Certificate and Marriage
Requesting Party
Contract
7. VAWC: Court Order Requesting Party
8. Solo Parent: Solo Parent ID Requesting Party
FEES
CLIENT PROCESSING PERSON
AGENCY ACTION TO BE
STEPS TIME RESPONSIBLE
PAID
1. Submit
requests with 1. Receive request, evaluate
complete completeness of documents Receiving Officer
None 30 Minutes
attached submitted, and informs client for Benefits Section
approved leave the necessary action. *
applications
670
2. Secure
receiving copy 2. Record requests, print
of submitted employees’ profile and prepare Record Officer
30 Minutes
application completed staff work, for Benefits Section
(request out by processing.
the Section)
Analyst/Section
indicate personnel clearance 30 Minutes
Head
action, informs client if the
Section
2.2 Evaluate action made by the
30 Minutes Head/Division
Section, if within the set rules. Head
Authorized
Authorized Signatory, for 30 Minutes***
Representative
3. Received
processed request to client Benefits Section
request
TOTAL: None 3 Hours
prescribed period.
Note: For LWOP more than 30 calendar Days, to secure clearance.

Authorized signatories depends on the Days of leave applied.
*1-3 Days (HRDBD Head)
*4-29 Days (Deputy Director)
*more than 30 Days endorsed by (VCA, Administrative Staff)
*more than 30 endorsed (VCAA, Faculty & REPS)
*more than 30 Days approved by the Chancellor
10. Processing of Certification of Leave Without Pay

Eligible employees in the University may issued Certification of Leave without Pay,
subject to the guidelines and other conditions that the University may prescribe, upon
request of the concerned personnel for what legal purpose it may serve.
Office or
Division:
671
Type of
Transaction:
1. HRDO Request Slip Form Benefits Section
1. Submit 1. Receive request, and
Receiving Officer
accomplished informs client for the None 30 Minutes Benefits Section
requests form necessary action. *
2. Secure
receiving copy of
prepare completed staff 30 Minutes
work, for processing.
(request out by
the Section)
completed staff work and Analyst/Section
30 Minutes
check leave record, Head
informs client if the
2.2 Evaluate action made
by the Section, if within the 30 Minutes Section Head
set rules.
Authorized Signatory, for 30 Minutes*** Division Head
3. Received
processed request to client Benefits Section
request
TOTAL: None 3 Hours
prescribed period.
11. Request for Local Faculty Fellowship (for HRDO personnel

clearance)
Faculty members may avail of local fellowships for advanced degrees in the University
subject to the following guidelines and other conditions that the University may
prescribe.
672
Office or
Division:
Type of
Transaction:
Who may avail: Eligible Assistant Professor below
1. Letter request for local faculty
fellowship endorsed by the Dept.
Chair and Dean
2. Curriculum vitaé (for original Person requesting
application)
3. Program of study (for original
application)
4. Copy of acceptance/admission from
school/university
5. Transcript or copy of grades (for
original application)
School, University, Office of the University Registrar
6. Copy of grades to the unit before
renewal of the fellowship
7. Certification from the adviser on the
progress of the study.
9. Duly accomplished local faculty
fellowship contract and
HRDO website
corresponding suretyship
agreement
10. Duly accomplished progress report
form
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit
1. Receive request,
requests
evaluate
with unit
completeness of
endorsement
documents
and
submitted, verify Receiving Officer of
complete None 30 Minutes
records including Scholarship Section
documents
appointment status,
to
and informs client
Scholarship
for the necessary
Section of
action. *
HRDO
2. Secure 2. Record requests, Receiving Officer of
30 Minutes
receiving print employees’ Scholarship Section
673
copy of profile and prepare
submitted completed staff
application work, for processing.
(request out
by the
Section)
2.1 Verify application
and process request
work using the local
faculty fellowship
evaluation form and 2 Days Scholarship Analyst
indicate personnel
clearance action,
signatory is
available.
2.2 Evaluate action
made by the Section
1 Day Division Head
and initials, if within
the set rules.
Authorized
Director or Authorized
Signatory, for 1 Day
Representative
personnel
clearance***
the Office of the
Vice Chancellor of
Office for the
Academic Affairs 1 Day (Paused
Advancement of
through Office for Clock)
Teaching
the Advancement
Teaching, prior to
Chancellor’s Action.
2.5 Signs the Office of the Vice
1 Day (Paused
Recommending Chancellor for
Clock)
approval/disapproval Academic Affairs
2.6 Signs the Local
1 Day (Paused Office of the
Faculty Fellowship
Clock) Chancellor
Request
2.7 Prepares the
approval notification
1 Day Scholarship Analyst
of Local Faculty
Fellowship
2.8 Signs the approval
notification of Local 1 Day HRDO Director
Faculty Fellowship
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3. Receive the 3. Photocopy, release
processed and secure receiving
Releasing Officer
documents copy of processed 30 Minutes
Scholarship Section
documents for
recording and filing.
9 Days, 1 Hour,
TOTAL: None
30 Minutes
prescribed period.
***Provided the signatory is available within the office.
12. Processing of Leave Credits Monetization (Regular and Special)

Eligible employees in the University may avail Monetization (Regular and Special),
subject to the guidelines and other conditions that the University may prescribe, upon
request of the concerned personnel.
Office or
Division:
Type of
Transaction:
For Regular Monetization
Benefits Section,
Application for Leave
For Special Monetization
Benefits Section,
Application for Leave;
Medical Certificates from UHS; University Health Service
Justification of Request, etc. Requesting Party
1. Submit
accomplished and
1. Receive request,
approved leave
application (for Receiving Officer
documents submitted and None 30 Minutes
regular Benefits Section
monetization);
necessary action. *
letter of request
with justification
675
and complete
attached
documents (for
special
monetization)
2. Secure
receiving copy of
prepare completed staff 30 Minutes
work, for processing.
(request out by
the Section)
check if employee is
qualified for monetization
Analyst/Section
using FPOC form for 30 Minutes
Head
special monetization
indicate tentative amount
of leave credits, informs
available.
2.2 Evaluate action made Section
by the Section, if within 30 Minutes Head/Division
the set rules. Head
Authorized
Authorized Signatory, for 30 Minutes**
Representative
personnel clearance**
2.4 For Special
Monetization only – Subject to
submit request with committee FPOC
recommendation to schedule of Committees
FPOC, for appropriate meeting
action.
2.5 Forward documents to
Accounting and Cash eHOPE Support
Offices for processing of 30 Minutes Staff
payment (deposited to Benefits Section
their payroll account).
2.6 Record and release
Releasing officer
processed request to 30 Minutes Benefits Section
client
3 Hours, 30
TOTAL: None
Minutes
prescribed period.
676
13. Request request for Non-Teaching Staff Fellowship (NTSF)

For completion of local undergraduate and post graduate studies including vocational
courses which shall cover tuition fees, book and semestral / term allowance, thesis /
dissertation aid and other authorized school fees

Who may avail: Eligible Administrative Personnel
1. Letter request for funding endorsed by the
unit head and the unit/office HRDC with
justification.
2. Copy of last two (2) rating period Unit/College/Office
3. Justification/Certification from the unit head
indicating the relevance of the course to the
staff’s actual duties, career path.
4. Duly accomplished local non-teaching staff HRDO website
agreement (https://hrdo.upd.edu.ph/HRDBD.php)
5. Certification of no pending case Diliman Legal Office
6. Certificate true copy of grades School/College/University Registrar
HRDO website
7. Progress Report (in case of renewal)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit requests 1. Receive
with unit HRDC request,
endorsement and evaluate
complete completeness
documents. of documents
Receiving Officer
submitted, None 30 Minutes
Scholarship Section
verify records,
and informs
client for the
necessary
action. *
2. Secure receiving 2. Record
Receiving Officer
copy of submitted requests, print None 30 Minutes
Scholarship Section
employees’
677
application (request profile and
out by the Section) prepare
completed staff
work, for
processing.
2.1 Verify
application and
process
request with
completed staff
work using the
ADF evaluation
form (inclusive
of preparation
of matrix for
Human Section
None 2 Days
Resources Head/Analyst
Development
Committee
Agenda) and
indicate
personnel
clearance
action, informs
client if the
signatory is
available.
2.2 Present
request to
Human
Resources
Development
1 Day (Paused
Committee Secretariat to HRDC
Clock)
(HRDC) for
recommending
approval, prior
to Chancellor’s
action
2.3 Prepare action
of the Human
Resources Concerned
1 Day
Development secretariat to HRDC
Committee
(HRDC)
2.4 Evaluate action
made by the 1 Day Division Head
Section and
678
initials, if within
the set rules.
2.5 Secure
Approval of
Director or
Authorized 1 Day
Authorized
Signatory, for
Representative
personnel
clearance***
2.6 Secure
Recommending
Approval of the
Office of the Vice
Human 1 Day
Chancellor for
Resources (Paused Clock)
Administration
Development
Committee
(HRDC)
2.7 Signs the
endorsed
request of the
Human Office of the
1 Day
Resources Chancellor
Development
Committee
(HRDC)
2.8 Photocopy,
release and
secure
receiving copy Releasing Staff of
30 Minutes
of processed Scholarship Section
documents for
recording and
filing.
3. Receive 3. Record and
approval/disapproval released action Releasing Staff of
1 Day
action on the to concerned Scholarship Section
request personnel
9 Days, 1 Hour,
TOTAL: None
30 Minutes
prescribed period.
14. Processing of Certificate of Notice of Change of Name, Status,

Address/ Correction of Personal Information
679
Concerned employees in the University may issued Certificate of Notice of Change of
Name, Status, Address/ Correction of Personal Information, subject to the guidelines
and other conditions that the government and the University may prescribe.
Office or
Division:
Type of
Transaction:
Requesting Party, Philippine Statistics
2. CSC Resolution/ or Certificate of Live Birth;
Authority
3. Other legal personal documents Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit
requests with
1. Receive request,
complete
attached legal Receiving Officer
documents submitted, and None 30 Minutes
personal Benefits Section
documents issued
necessary action. *
by authorized
agency
2. Secure
receiving copy of
2. Record requests,
completed staff work, for 30 Minutes
processing.
(request out by
the Section)
2.1 Process request and
check the
authentication of
documents with
Analyst/Section
completed staff work 30 Minutes Head
and indicate personnel
clearance action,
by the Section, if within 30 Minutes Head/Division
the set rules. Head
680
Authorized Signatory, Authorized
30 Minutes***
for personnel Representative
clearance***
3. Record and release
3. Received
processed request to Releasing Officer
client and copy furnish to Benefits Section
request
other units.
TOTAL: None 3 Hours
prescribed period.
15. Request for Participation and / or Attendance in Seminar /

development programs and interventions, for In-House Training
in UP Diliman
The UP Diliman administer In-house Training Program for UPD administrative personnel
through the Administrative Development Fund. The support gives them the opportunity
for professional and career development.
Human Resource Development and Benefits Division, Training
Office or Division:
Section
8. Accomplished pre-evaluation form From HRDO Training Section
9. Signed conforme to reply slip
endorsed by the unit head and the
unit/office HRDC with justification., Requesting Party
based on issued memorandum for
particular in-house training invitations
10. Other requirements prescribed by the
speakers/ based on the training Requesting Party
design, if any
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
681
4. Submit requests 2. Receive
with unit HRDC request,
endorsement and evaluate
complete completeness
documents.(Within of documents
Receiving Officer of
the set period) submitted, None 30 Minutes
Training Section
verify records,
and informs
client for the
necessary
action. *
5. Secure receiving 6. Record
copy of submitted requests, and
application (request prepare Receiving Officer of
30 Minutes
out by the Section) completed staff Training Section
work, for
processing.
7. Summarize
application and
process
request with
completed staff
work. Prepare
Training Section
matrix of 4 Days**
Head/Analyst
submitted
interested
participants for
evaluation
based on set
criteria
8. Present matrix
of interested
particpants to
Human
Resources 1 Day
Secretariat to HRDC
Development (Paused Clock)
Committee
(HRDC) for
recommending
approval
9. Prepare action
of the Human
Resources Training Section
4 Days
Development Head/Analyst
Committee
(HRDC)
682
10. Evaluate action
made by the
Section and 1 Day Division Head
initials, if within
the set rules.
11. Secure
Director or
Approval of
1 Day Authorized
Authorized
Representative
Signatory,
12. Photocopy,
release and
secure
receiving copy Releasing Officer of
4 Hours
of processed Training Section
documents for
recording and
filing.
approval/disapproval released action Releasing Officer of
1 Day
action on the to concerned Training Section
request personnel
TOTAL: None 12 Days
prescribed period.
**After the set deadline
16. Request for Participation and / or Attendance in Seminar /

development programs and interventions
The Administrative Development Fund is major source of financial support for non-
teaching personnel who will attend conferences, seminars, trainings and workshops
including oral/poster/paper presentation. The support gives them the opportunity for
exposure and eventual collaboration with other agencies of the government.

683
1. Letter of request for participation indicating
relevance to present work or for
professional and personal development
addressed to the Chancellor through
channels, endorsed by the unit head and
the unit/office HRDC with justification.
2. Unit staff profile (number of staff in office)
3. Itemized budget for travel including
financial counterpart of the organizers, if
any.
Unit/College/Office
4. Letter request for funding endorsed by the
unit head and the unit/office HRDC with
justification.
5. Copy of Performance Target for the period
covering the dates of the seminar / training
to be attended Copy of
Invitation/Program/Course description
6. Copy of Itinerary of travel (Proposed)
7. Hard copy of accepted abstract (for paper
presenter)
8. Letter of invitation of announcement
indicating title of seminar / training, date,
place and time, sponsoring agency and
course description Conference/Training/Seminar Provider, School,
9. Copy of program from the organizing Organization
committee / institution
10. Notice of acceptance of paper / poster
(for paper presenter)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit requests with 1. Receive
unit HRDC request, evaluate
endorsement and completeness of
complete documents. documents Receiving Officer of
submitted, verify None 30 Minutes Scholarship
records, and Section
informs client for
the necessary
action. *
2. Secure receiving 2. Record requests,
copy of submitted print employees’
application (request profile and Receiving Officer of
out by the Section) prepare 30 Minutes Scholarship
completed staff Section
work, for
processing.
684
2.1 Verify
application and
process
request with
completed staff
work using the
Administrative
Development
Fund (ADF)
evaluation form
(inclusive of
preparation of
Section
matrix for 2 Days
Head/Analyst
Human
Resources
Development
Committee
Agenda) and
indicate
personnel
clearance
action, informs
client if the
signatory is
available.
2.2 Present
request to
Human
Resources
Development
1 Day Secretariat
Committee
(Paused Clock) HRDC
(HRDC) for
recommending
approval, prior
to Chancellor’s
action
2.3 Prepare action
of the Human
Concerned
Resources
1 Day secretariat
Development
HRDC
Committee
(HRDC)
2.4 Evaluate action
made by the
Section and 1 Day Division Head
initials, if within
the set rules.
685
2.5 Secure
Approval of
Director or
Authorized
1 Day Authorized
Signatory, for
Representative
personnel
clearance***
2.6 Secure
Recommending
Approval of the
Office of the Vice
Human 1 Day
Chancellor for
Resources (Paused Clock)
Administration
Development
Committee
(HRDC)
2.7 Signs the
endorsed
request of the
Human Office of the
1 Day
Resources Chancellor
Development
Committee
(HRDC)
2.8 Photocopy,
release and
secure
Releasing Officer
receiving copy
30 Minutes Scholarship
of processed
Section
documents for
recording and
filing.
Releasing Officer
approval/disapproval released action
1 Day of Scholarship
action on the request to concerned
Section
personnel
9 Days, 1 Hour,
TOTAL: None
30 Minutes
prescribed period.
17. Request for Reduced Fee

The privilege to study at reduced fees is available to all University personnel appointed
on a full-time basis and at a full rate of compensation, provided that in any case the
686
period of employment during the academic term when the privilege is supposed to be
availed of is continuous and at least co-extensive with the term.
Office or
Division:
Type of
Transaction:
1. Duly accomplished application
for privilege to study at
HRDO website (https://hrdo.upd.edu.ph/HRDBD.php)
reduced fees form (HRDO
Form C-1)
2. Proof of enrolment
School/College/University Registrar
3. Copy of grades
4. Copy of approved revised
work schedule (for non-
teaching staff whose class is Unit/College/Office
within the official work
schedule)
FEES
CLIENT STEPS TO BE
PAID
1. Submit 1. Receive
requests with request,
unit evaluate
endorsement completeness
and complete of documents
documents to submitted,
Scholarship verify records Receiving Officer of
None 15 Minutes
Section of including Scholarship Section
HRDO appointment
status, and
informs client
for the
necessary
action. *
2. Evaluate
application
and process
Section Head of
request with 15 Minutes
Scholarship Section
completed
staff work
using
687
reduced fee
application
form and
indicate
personnel
clearance
action,
informs client
if the
signatory is
available.
2.1 (For more
than 18 units
academic load)
Evaluate action
15 Minutes Division Head
made by the
Section and
initials, if within
the set rules.
2.2 Secure
Approval of
Authorized
1 Day Director of HRDO
Signatory, for
personnel
clearance***
2.3 Signs the
recommending
approval of
Office of the Vice
privilege to study 1 Day (Paused
at reduced fees Clock)
Affairs
form (For
Faculty and
REPS)
2.3 Signs the
recommending
approval of Office of the Vice
1 Day (Paused
privilege to study Chancellor for
Clock)
at reduced fees Administration
form (For
Admin)
2.4 Approves the
request for
approval of 1 Day (Paused
privilege to study Clock)
at reduced fees
form
688
3. Release
3. Received
processed Releasing Officer
request to Scholarship Section
request
client
4 Days, 1 Hour,
TOTAL: None
15 Minutes
prescribed period.
18. Request for Reduced Fee

The privilege to study at reduced fees is available to all University personnel appointed
on a full-time basis and at a full rate of compensation, provided that in any case the
period of employment during the academic term when the privilege is supposed to be
availed of is continuous and at least co-extensive with the term.
Office or
Division:
Type of
Transaction:
1. Duly accomplished application for
privilege to study at reduced fees HRDO website (https://hrdo.upd.edu.ph/HRDBD.php)
form (HRDO Form C-1)
2. Proof of enrolment
School/College/University Registrar
3. Copy of grades
4. Copy of approved revised work
schedule (for non-teaching staff
Unit/College/Office
whose class is within the official work
schedule)
1. Submit requests 1. Receive request,
with unit evaluate
endorsement completeness of
and complete documents
Receiving Officer of
documents to submitted, verify None 15 Minutes
Scholarship Section
Scholarship records including
Section of appointment
HRDO status, and
informs client for
689
the necessary
action. *
1.1 Evaluate
application and
process request
with completed
staff work using
reduced fee
application form Section Head of
None 15 Minutes
and indicate Scholarship Section
personnel
clearance
action, informs
client if the
signatory is
available.
1.2 (For more than
18 units
academic load)
Evaluate action
None 15 Minutes Division Head
made by the
Section and
initials, if within
the set rules.
1.3 Secure Approval
of Authorized
Signatory, for None 1 Day Director of HRDO
personnel
clearance***
1.4 Signs the
recommending
approval of
Office of the Vice
privilege to 1 Day
None Chancellor for
study at reduced (Paused Clock)
Academic Affairs
fees form (For
Faculty and
REPS)
1.5 Signs the
recommending
approval of Office of the Vice
1 Day
privilege to None Chancellor for
(Paused Clock)
study at reduced Administration
fees form (For
Admin)
1.6 Approves the
1 Day Office of the
request for None
(Paused Clock) Chancellor
approval of
690
privilege to
study at reduced
fees form
2. Received 2. Release
Releasing Officer of
processed processed None 30 Minutes
Scholarship Section
request request to client
4 Days, 1 Hour,
TOTAL: None
15 Minutes
prescribed period.
19. Request for Research Dissemination Grant (for Personnel

Clearance)
The Research and Dissemination Grant (RDG) is an incentive scheme for faculty and
REPS who would like to participate/attend conferences, seminars, trainings and
workshops including presentation of a research paper, creative work, or public
performance which is in line with the research/academic thrusts of the unit. The
support gives them the opportunity for exposure and eventual collaboration with
colleagues in the national and international academic communities through paper
presentation and attendance.
Office or
Division:
Type of
Transaction:
Who may
Eligible UP Employees (Faculty and REPS)
avail:
1. Request letter to the Chancellor to present a
research paper, creative work, or public
performance [through Channels] Person requesting
2. Copy of abstract of the paper, creative work
exhibit, public performance, for presentation
OVCRD website
3. Accomplished RDG Form with endorsement of
(http://www.ovcrd.upd.edu.ph/grants/research-
Dept. Chair and Dean
dissemination-grants/)
4. Invitation or acceptance of paper, work exhibit,
performance for presentation from the Conference Organizer/Provider
conference organizers
FEES
AGENCY ACTION TO BE
PAID
691
1. Submit 1. Receive request, evaluate
requests with completeness of
Receiving Officer
unit documents submitted,
None 30 Minutes of Scholarship
endorsement verify records, and informs
Section
and complete client for the necessary
documents action.*
2. Secure 2. Record requests, print
receiving copy employees profile and
of submitted prepare completed staff Frontline Staff of
application work, for processing. 30 Minutes Scholarship
(request out Section
by the
Section)
completed staff work using
the RDG evaluation form Section
30 Minutes
and indicate personnel Head/Analyst
clearance action, informs
available.
the Section and initials, if 2 Hours Division Head
within the set rules.
2.3 Secure Approval of Director or
Authorized Signatory, for 1 Day Authorized
personnel clearance** Representative
3. Receive the 3. Photocopy, release and
processed secure receiving copy of
Frontline Staff of
documents processed documents for
15 Minutes Scholarship
for OVCAA recording and filing.
Section
action.
(Optional)
3.1 Forward request to the to
Chancellor for Research Frontline Staff
and Development for 15 Minutes Scholarship
evaluation/recommendation, Section
prior to the action of the
TOTAL: None 1 Day, 4 Hours
NOTE:
prescribed period.
** Provided the signatory is available
692
20. Request for Sabbatical leave
A privilege given to a faculty member that exempts him/her from performing regular
duties. This privilege may be granted to faculty members to encourage study,
investigation, and research; and to improve their competency to better serve the
University.
Office or
Division:
Type of
Transaction:
Who may avail: Eligible Associate Professor or higher
1. Letter request for sabbatical leave endorsed
by the Dept. Chair and Dean
Unit/College/Office
2. Department's/Unit's faculty profile for the
academic year
3. Duly accomplished Sabbatical leave form HRDO website
application (HRDO Form C-5) (https://hrdo.upd.edu.ph/sabbatical_form.pdf)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
requests evaluate completeness
with unit of documents
endorsement submitted, verify
and records, and informs
Releasing Officer
complete client for the necessary None 30 Minutes Scholarship Section
documents action. *
to
Scholarship
Section of
HRDO
2. Secure 2. Record requests, print
receiving employees’ profile and
copy of prepare completed staff
submitted work, for processing. Releasing Officer of
None 30 Minutes
application Scholarship Section
(request out
by the
Section)
3. Verify application and
process request with None 2 Days Section Head/Analyst
completed staff work
693
using the sabbatical
evaluation form and
indicate personnel
clearance action,
4. Evaluate action made
by the Section and
None 2 Hours Division Head
initials, if within the set
rules.
5. Secure Approval of
Authorized Signatory, Director or Authorized
None 1 Day
for personnel Representative
clearance***
1 Day
6. For budget clearance None Budget Office
(Paused Clock)
Office of the Vice
7. For recommending 1 Day
None Chancellor for
approval (Paused Clock) Academic Affairs
8. For recommending 1 Day Office of the
None
approval (Paused Clock) Chancellor
Office of the Vice
9. For recommending 1 Day
None President for
approval (Paused Clock) Academic Affairs
10. Signs the approval of
1 Day Office of the
the application for None
(Paused Clock) President
Sabbatical leave
3. Receive the Photocopy, release and
processed secure receiving copy of
Releasing Officer
sabbatical sabbatical leave None 30 Minutes Scholarship Section
leave documents for recording
documents and filing.
8 Days, 3
TOTAL: None Hours, 30
Minutes
prescribed period.
***Provided the signatory is available
21. Processing of Secondment

Eligible employees in the University may request for processing of Secondment, subject
to the guidelines and other conditions that the government and the University may
prescribe.
694
Secondment is movement of an employee from one department or agency to another
which does not involve a reduction in rank, status or salary.
Office or
Division:
Type of
Transaction:
1. Letter of request from the receiving agency
Requesting Party
with the endorsement of the Head of Unit
2. MOA, etc. Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
requests with evaluate completeness of
Receiving Officer
complete documents submitted, and None 30 Minutes Benefits Section
attached informs client for the
documents necessary action. *
2. Secure
receiving copy of 2. Record requests, print
submitted employees’ profile and Record Officer
None 30 Minutes
application prepare completed staff Benefits Section
the Section)
indicate personnel Analyst/Section
None 30 Minutes
clearance action, informs Head
available.
by the Section, if within the None 30 Minutes Head/Division
set rules. Head
Authorized
Authorized Signatory, for None 30 Minutes***
Representative
2.4 Forward to OVCAA for
Recommending approval, 1 Day (Paused Record Officer
None
DLO, for review of MOA, clock) Benefits Section
and OC for approval.
695
2.5 Receive approved Record Officer
None 30 Minutes
request. Benefits Section
2.6 Process notice of Analyst/Section
None 30 Minutes
secondment. Head
by the Section, if within the None 30 Minutes Head/Division
set rules. Head
2.8 Secure Approval of Authorized
None 30 Minutes***
Authorized Signatory *** Representative
Releasing Officer
processed processed request to client None 1 Day Benefits Section
request and to other units
2 Days, 4 Hours,
TOTAL: None
30 Minutes
prescribed period.
*more than 30 Days endorsed by (VCA, Administrative Staff)

*more than 30 endorsed (VCAA, Faculty & REPS)
*more than 30 Days approved by the Chancellor
22. Process Request for Payment of Terminal Leave Benefit for

Resignation /End of Appointments/ Dropped from the Rolls
For official/employee of the government service who voluntarily resigns, or is separated
from the service and who is not otherwise covered by special law shall be entitled to the
commutation of his/her leave credits exclusive of SaturDays, SunDays, and HoliDays
without limitation and regardless of the period when the credits where earned.
The filing of terminal leave application for terminal leave requires as condition sine qua
non, the employee’s resignation or separation from the service. It must be shown first
that public employment ceased by any of the said modes of severances.
Office or
Human Resource Development and Benefits Division (HRDBD)
Division:
Type of
Transaction:
Who may avail: Eligible Faculty Administrators, REPS and Administrative Personnel
696
HRDO Separation Service
1. Terminal Leave Application Form, duly accomplished, or
endorsed by head of unit/college and approving authority Download form from HRDO
of the University website
https://hrdo.upd.edu.ph
2. For Resignation: Letter of Resignation, with complete
details (date of resignation, reason of resignation,
signature of applicant), duly endorsed by head of Requesting party
unit/college
(1 original)
Requesting party
3. For End of Appointments: Copy of notice of non-
or
renewal of appointment (3 photocopies)
From Respective College/Units
4. For Dropped from the Rolls: Copy of Approved
Notification of Dropping from the Rolls, with complete Requesting party
details and decision (3 photocopies)
5. Complete submission of Daily Time Record (for ADM) /
Certificate of Service (for REPS/FACULTY)
with approved signature of head of Unit Requesting party
(Note: Coordination with HRDO Analyst of Benefits or
Section is requested for the computation of earned leave From Respective College/Units
credits)
(1 original, or certified copies by Administrative Officer of
the Unit/College)
6. Duly accomplished University Clearance Form in
or
triplicate original copies, certificate of clearance, with
Download form from HRDO
complete attachments from concerned offices.
website
(1 original, 2 photocopies)
Requesting party
7. Copy of Latest Notice of Salary Adjustment (NOSA) /
or
Notice of Salary Increment (NOSI) / approved last
appointment indicating the last salary received before
or
separation from the University
Information Management Section
(3 photocopies)
(IMS), HRDO
8. Copy of Sworn Statement of Assets, Liabilities and Net Requesting party
Worth (SALN), (Note: SALN that was submitted or
BEFORE the effective year of separation from the From Respective College/Units
University) or
(3photocopies) Information Management Section
(IMS), HRDO
9. For late claims of Terminal Leave: Letter addressed to
OC/OP explaining the reason for the delayed submission Requesting party
of terminal leave application (1 original, 2 photocopies)
10. Photocopies of 2 valid IDs affixed with original signature Requesting party
per page (3 photocopies)
697
11. PSA / NSO Birth Certificate of Employee (1 photocopy) Requesting party
1. Submits
terminal leave 1. Receives request and
application evaluate completeness Receiving Officer
request with of documents submitted, None 30 Minutes HRDO Separation
complete provide feedback upon Services
documentary receipt of documents
requirements
1.1 Verify correctness of
personal records/service
records. Coordination Separation
In-Charge
with Scholarship Section, None 1 Hour
HRDO Separation
Administrative Officer of Services
Unit, Diliman/ System
Accounting
1.2 Analyst of Benefits
Section prepares and
HRDO Analyst
computes draft terminal None 3 Days
Benefits Section
earned leave credits for
checking
Separation
1.3 Checks computation, if In-Charge
None 1 Hour
within the set rules, HRDO Separation
Services
Section finalizes the HRDO Analyst
None 30 Minutes
terminal earned leave Benefits Section
computation
1.5 HRDBD Division Chief
HRDBD Division
verifies terminal leave
None 30Minutes Chief
and initials application UP Diliman HRDO
for conforme
2. Signs
2. HRDO Director signs
conforme HRDO Director
conformed terminal 1 Day
of earned None Diliman/System
leave computation for
leaves
personnel clearance
computation
Releasing Officer
2.1 HRDO forward UP Diliman HRDO
documents to OVCA/ 1 Day
If UP Dilman:
OVPA for appropriate None (Paused Vice Chancellor for
action Clock) Administration
OVCA
698
If UP System:
Vice President for
Administration
OVPA
2.2 Receives approved
Receiving Officer
Terminal Leave
None 15 Minutes HRDO Separation
Application from Services
OVCA/OVPA
2.3 HRDO photocopy, Releasing Officer
collate two sets of and
documents and affixed
None 30 Minutes Separation
signature certified In-Charge
photocopy for all pages HRDO Separation
Services
2.4 HRDO forwards the two
sets of documents 1 Day Releasing Officer
Diliman/System None (Paused HRDO Separation
Accounting Office for Clock) Services
appropriate action
3. Receives
photocopies of
approved 3. Provide copies of
terminal leave approved Terminal
application, Leave Application,
Releasing Officer
service record, Service Record and
None 15 Minutes HRDO Separation
and certificate Certificate of Clearance Services
of clearance with complete
with complete attachments to employee
attachments and HRDO 201 file
for personal
copy
6 Days,
TOTAL: None
4 Hours
23. Process Request for Payment of Terminal Leave Benefit for

Retirement Gratuity (RA 1616) Benefit for Early/Optional
/Compulsory / Disability Retirement/ Deceased
For official/employee of the government service who retires from the service and who is
not otherwise covered by special law shall be entitled to the commutation of his/her leave
credits exclusive of SaturDays, SunDays, and HoliDays without limitation and regardless
of the period when the credits where earned.
699
The filing of terminal leave application for terminal leave requires as condition sine qua
non, the employee’s retirement from the service. It must be shown first that public
employment ceased by any of the said modes of severances.
Office or
Division:
Type of
Transaction:
Who may avail: Eligible Faculty Administrators, REPS and Administrative Personnel
or
1. Terminal Leave Application Form, duly accomplished and
endorsed by head of unit/college (1 original)
website
2. Letter of intent to retire with affixed signature of applicant, 1
pc. 1x1 picture, duly endorsement of head of unit/college
and approved by the Chancellor / OVPA
3. Approved GSIS Application for Retirement / Separation /
Life Insurance Benefits (GSIS Form 06302017-RET), duly
accomplished and endorsed by the HRDO Director w/
affixed signature of retiree with chosen Retirement and
CLASP options (1 original, 4 photocopies)
4. For early, optional, disability retirement, Letter addressed to
OC/OP explaining the reasons of retirement, duly endorsed
and approved by the Chancellor
(1 original, 4 photocopies) Requesting Party
5. For Disability Retirement, GSIS Disability Retirement Form
with medical certificate, duly accomplished and endorsed
by the HRDO Director.
6. For Deceased, GSIS Survivorship Application Form, duly
accomplished and endorsed by the HRDO Director; and
approved Designation of Next of Kin with complete
attachments
7. Duly accomplished University Clearance Form in triplicate
original copies, certificate of clearance, with complete
attachments from concerned offices.
Requesting party
or
700
appointment indicating the last salary received before or
separation from the University Information Management
(4 photocopies) Section (IMS), HRDO
Requesting party
9. Copy of Sworn Statement of Assets, Liabilities and Net
or
Worth (SALN), (Note: SALN that was submitted BEFORE
the effective year of separation from the University)
or
(4 photocopies)
Information Management
Section (IMS), HRDO
10. For late claims of Terminal Leave: Letter addressed to
DBM Regional Director explaining the reason for the
delayed submission of terminal leave application
11. GSIS Voucher/Clearance
(4 photocopies of all pages)
12. PSA Marriage Contract (for female married)

13. PSA Certificate of No Marriage CENOMAR (for female
single)
14. PSA / NSO Birth Certificate of Employee
Requesting Party
(2 photocopies)
15. Photocopies of 2 valid IDs affixed with original signature per
page (2 photocopies)
16. Complete submission of Daily Time Record (for ADM) /
Certificate of Service (for REPS/FACULTY)
with approved signature of head of Unit
(Note: Coordination with HRDO Analyst of Benefits Section
is requested for the computation of earned leave credits)
(1 original, or certified copies by Administrative Officer of
the Unit/College)
17. For RA 1616, Service Record from other government
agency (If applicable)
(1 original SR per government agency, 4 photocopies)
FEES PERSON
PROCESSING
TIME
PAID E
1. Submits 1. Receives request and Receiving
terminal leave evaluate completeness of Officer
application documents submitted, None 30 Minutes HRDO
with complete provide feedback upon Separation
requirements receipt of documents Services
Separation
personal records/service None 1 Hour In-Charge
records, Coordination with
701
Scholarship Section, HRDO
Administrative Officer of Separation
Unit, Accounting Office Services
1.2 Analyst of Benefits Section
HRDO Analyst
prepares and computes
None 3 Days Benefits
draft terminal earned leave Section
credits for checking
Separation
In-Charge
1.3 Checks computation, if
None 1 Hour HRDO
within the set rules, Separation
Services
1.4 Analyst of Benefits Section HRDO Analyst
finalizes the terminal None 30 Minutes Benefits
earned leave computation Section
Separation
1.5 For RA 1616, HRDO In-Charge
computes Retirement None 30 Minutes HRDO
Gratuity (RG) for approval Separation
Services
1.6 Prepares and accomplish
the DBM List of Actual Separation
In-Charge
Retirees To Be Paid
None 30 Minutes HRDO
(LARP) Form, Terminal Separation
Leave Application, RG (if Services
RA 1616) for signature
1.7 HRDBD Division Chief HRDBD
verifies and initials terminal Division Chief
None 30 Minutes
leave application for UP Diliman
conforme HRDO
2. Signs conformed terminal leave
conforme of request, DBM List of Actual 1 Day HRDO Director
None
earned leave Retirees To Be Paid Diliman/System
computation (LARP), RG (if RA 1616)
for personnel clearance
Releasing
Officer
UP Diliman
HRDO
2.1 HRDO forward all
documents to OVCA/ If UP Dilman:
1 Day
OVPA/ OC for appropriate None Vice Chancellor
(Paused Clock) for
action
Administration
OVCA
Chancellor
OC
702
If UP System:
Vice President
for
Administration
OVPA
2.2 Receives approved Receiving
Officer
Terminal Leave, LARP, RG
(if RA 1616) from Separation
OVCA/OVPA/OC Services
Releasing
2.3 HRDO photocopy, collate Officer
three sets of documents and
and affixed signature Separation
None 30 Minutes
certified photocopy of all In-Charge
pages HRDO
Separation
Services
2.4 HRDO forwards the three Releasing
Officer
sets of documents 1 Day
None HRDO
Diliman/System Accounting (Paused Clock) Separation
Office for appropriate action Services
2.5 Receives Terminal Leave, Receiving
LARP, Voucher, Obligation Officer
Request , RG (if RA 1616), None 15 Minutes HRDO
and other documents from Separation
Accounting and Unit Services
2.6 HRDO photocopy, collate Releasing
three sets of documents Officer
based on DBM required and
Separation
checklist None 30 Minutes
In-Charge
and HRDO
certifies photocopy Separation
Services
2.7 HRDO forward three sets of Releasing
documents to Officer
1 Day
Diliman/System Budget None HRDO
(Paused Clock) Separation
Officer for DBM
endorsement Services
3. Receives 3. Provide copies of approved
complete Terminal Leave,
photocopies of Service Record, Releasing
Officer
approved Certificate of Clearance,
terminal leave RG (if RA 1616), Separation
application, and other documents to Services
LARP, service employee and
record, HRDO 201 file
703
certificate of
clearance, RG
(if RA 1616),
and other
attachments
for personal
copy
7 Days,
TOTAL: None 6 Hours,
15 Minutes
24. Request for Processing of Leave Credits for Extended Faculty

Administrators with Extension Beyond Compulsory Retirement
(BOR 1182nd meeting, 5/27/04 and OC Memo No. ERR-04-065,
6/1/04)
For eligible extended faculty administrators employed in the University during the period
of extension beyond compulsory retirement. The existing rules governing the grant of
cumulative leave to faculty members under certain conditions shall continue to be in
force also in the case of those serving under an extension of service beyond compulsory
retirement age.
Office or
Division:
Type of
Transaction:
Eligible Extended Faculty Administrators during the period of Extension
Who may avail:
Beyond Compulsory Retirement Age of 65
1. Leave Credits for Extended Faculty Administrators Form, or
duly accomplished and signed by the concerned employee. Download form from HRDO
(1 original) website
2. Copy of all BOR Approved Appointment/s of Extension
Beyond Compulsory Retirement Age of 65 Requesting party
(3 photocopies)
3. Copy of all Appointment/s as Extended Faculty
Administrator during Extension Beyond Compulsory
Requesting party
Retirement Age of 65
(3 photocopies)
704
4. Accomplished Updated University Clearance, covering the
period from Compulsory Retirement Age of 65 up to the
or
last date of Extension Beyond Compulsory Retirement
(triplicate original copies), with complete attachment from
website
concerned offices.
Requesting party
or
or
(3 photocopies)
Section (IMS), HRDO
6. Copy of Updated Sworn Statement of Assets, Liabilities
and Net Worth (SALN)
(3 photocopies) Requesting party
(Note: SALN that will be submitted will include retirement
benefits received from the compulsory retirement)
Requesting party
(2 photocopies)
8. For late claims: Letter addressed to OC/OP explaining the Requesting party
reason for the delay (1 original, 2 photocopies)
FEES PERSON
PROCESSIN
G TIME
PAID E
1. Receive request and Receiving
1. Submits
evaluate completeness of Officer
application with
documents submitted, None 30 Minutes HRDO
complete Separation
provide feedback upon
requirements Services
receipt of documents
personal records/service Separation
In-Charge
records, Coordination with
None 1 Hour HRDO
Scholarship Section, Separation
Administrative Officer of Services
Unit, Accounting Office
prepares and computes
HRDO Analyst
draft leave credits earned None 1 Day Benefits Section
as extended faculty
administrators
Separation
In-Charge
None 1 Hour HRDO
Services
705
HRDO Analyst
finalizes the leave None 30 Minutes Benefits Section
computation
1.5 HRDBD Division Chief HRDBD Division
Chief
verifies and initials leave None 30Minutes
UP Diliman
application for conforme HRDO
2. Signs conforme
conformed leave 1 Day HRDO Director
of earned leave None
computation for personnel Diliman/System
computation
clearance
2.1 HRDO forward documents Releasing
1 Day Officer
to Diliman/System Budget
None (Paused UP Diliman
Office for appropriate HRDO
Clock)
action
Receiving
2.2 Receives document from Officer
Diliman/System Budget None 15 Minutes HRDO
Office Separation
Services
Releasing
Officer
UP Diliman
HRDO
For Diliman:
Vice Chancellor
2.3 HRDO forwards the for
2 Days
document to OVCA and Administration
None (Paused
OC/OPVA for appropriate OVCA
Clock) Chancellor
action
OC
For System:
Vice President
for
Administration
OVPA
Receiving
Officer
document from OC/OVPA Separation
Services
2.5 HRDO photocopy, collate Releasing
Officer
two sets of documents
None 30 Minutes and
and certifies photocopy Separation
In-Charge
706
HRDO
Separation
Services
2.6 HRDO forward two sets of Releasing
1 Day Officer
documents to Diliman/
None (Paused HRDO
System Accounting Office Separation
Clock)
for appropriate action Services
3. Receives
complete
photocopies of
approved Leave
3. Provide copies of
Credits for
approved Leave Credits Releasing
Extended
for Extended Faculty Officer
Faculty
Administrators application, HRDO
Administrators
Updated Service Record, None 15 Minutes Separation
document, Services
Certificate of Clearance
updated service
and other documents to
record, updated
employee and
certificate of
HRDO 201 file
clearance with
complete
attachments for
personal copy
6 Days, 4
Minutes
25. Request for Processing Expanded Service Recognition Pay

(eSRP) for Administrative Staff and Research, Extension, and
Professional Staff (REPS) (Compulsory / Optional / Early/ Disability
Retirement / Deceased)
For eligible REPS and Administrative personnel with service in UP Diliman who are
compulsory retirement, optional retirement starting at age 60 until just before age 65 with
at least 25 years of service, early retirement due to permanent total disability (no longer
fit to work) under the rules of the Government Service Insurance System (GSIS), or
severe illness under the rules of PhilHealth, regardless of age. In case of death of eligible
staff regardless of age and length of service to UP.
Computation of years of service to UP of the eligible administrative staff and the REPS
as contractual, temporary, or casual employee of the eligible employee shall be included
in the computation of the Expanded Service Recognition Pay (eSRP). (BOR 1321 st
meeting, 10/27/16 and BOR 1340th meeting, 12/3/18)
707
Office or
Division:
Type of
Transaction:
Who may avail: Eligible REPS and Administrative Personnel
1. For Optional Retirement, approved Succession Plan with
Requesting party
endorsement of head of Unit (Refer to Memo PAEP 17-06
or
dated 1/17/2017, Guidelines for the Expanded Service
Recognition Pay for Administration and REPS employees)
(1 original, 1 photocopy)
(2 photocopies)
3. For early, optional, disability retirement, Approved Letter
addressed to OC/OP explaining the reasons of retirement
(2 photocopies)
Life Insurance Benefits (GSIS Form 06302017-RET) w/
Requesting party
CLASP options (2 photocopies)
5. For Disability Retirement, Approved GSIS Disability
Requesting party
Retirement Form with medical certificate
(2 photocopies)
6. For Deceased, Approved GSIS Survivorship Application
Form and Approved Designation of Next of Kin with
complete attachments
(2 photocopies)
7. Copy of Certificate of Clearance, duly accomplished
University Clearance with complete attachments
(2 photocopies)
Requesting party
or
or
(2 photocopies)
Section (IMS), HRDO
Worth (SALN) or
(2 photocopies) From Respective College/Units
(Note: SALN that was submitted BEFORE the effective or
year of separation from the University)
708
Section (IMS), HRDO
PERSON
FEES TO PROCESSING
BE PAID TIME
E
1. Receive request and Receiving
1. Submits evaluate completeness of Officer
complete documents submitted, None 30 Minutes HRDO
requirements provide feedback upon Separation
receipt of documents Services
1.1 Analyst of Benefits HRDO Analyst
Section prepares and None 1 Day Benefits
computes draft eSRP Section
Separation
In-Charge
None 1 Hour HRDO
Services
1.3 Analyst of Benefits HRDO Analyst
Section finalizes None 30 Minutes Benefits
computation Section
1.4 HRDBD Division Chief HRDBD
Division Chief
verifies and initials None 30 Minutes
UP Diliman
computation for conforme HRDO
2. Signs 2. HRDO Director signs HRDO Director
1 Day
conforme of conformed eSRP for None UP Diliman
earned eSRP personnel clearance HRDO
Releasing
Officer
UP Diliman
HRDO
For Diliman:
Vice Chancellor
2.1 HRDO forwards the for
document to 1 Day Administration
None
OVCA/OC/OVPA for (Paused Clock) OVCA
appropriate action Chancellor
OC
For System:
Vice President
for
Administration
OVPA
Receiving
document from None 15 Minutes
Officer
OVCA/OC/OVPA
709
HRDO
Separation
Services
2.3 HRDO forward Releasing
documents to Officer
Diliman/System 1 Day UP Diliman
None
Budget Office for (Paused Clock) HRDO
appropriate action
Receiving
Officer
2.4 Receives document
from Budget Office Separation
Services
Releasing
2.5 HRDO photocopy, Officer
Separation
documents and None 30 Minutes In-Charge
certifies photocopy HRDO
Separation
Services
2.6 HRDO forward two Releasing
sets of documents to Officer
1 Day
Diliman/System None HRDO
Accounting Office for
appropriate action Services
3. Receives
complete
photocopies of Releasing
approved 3. Provide copies of Officer
HRDO
Expanded approved eSRP to
None 15 Minutes Separation
Service employee Services
Recognition and HRDO 201 file
Pay Document
for personal
copy
5 Days, 3
TOTAL: Hours, 45
Minutes
710
26. Request for Processing for Faculty Sick Leave Benefit (per BOR
1255th meeting, 5/27/2010)
For eligible regular, full-time members of the faculty who applied for compulsory
retirement, optional retirement due to serious/severe illness as defined by Philhealth.
Office or
Division:
Type of
Transaction:
Eligible Full-time Faculty who applied for Compulsory Mode of Retirement /
Who may avail:
Optional Retirement with Severe Illness indicated / Deceased
1. Letter of Intent to Retire with affixed signature of
applicant, endorsement of head of unit/college, and
approval of the Chancellor/OVPA
(2 photocopies)
2. For Optional Retirement, Letter addressed to OC/OP
explaining the reasons of retirement, duly approved
(2 photocopies)
Life Insurance Benefits (GSIS Form 06302017-RET) w/
Requesting party
CLASP options (2 photocopies)
4. For Disability Retirement, Approved GSIS Disability
Retirement Form with medical certificate
(2 photocopies)
5. For Deceased, Approved GSIS Survivorship Application
Form and Approved Designation of Next of Kin with
(2 photocopies)
6. Copy of Certificate of Clearance, duly accomplished
University Clearance with complete attachments
(2 photocopies)
Requesting party
or
or
(2 photocopies)
(IMS), HRDO
Worth (SALN) (Note: SALN that was submitted BEFORE or
the effective year of separation from the University) From Respective College/Units
(2 photocopies) or
711
(IMS), HRDO
9. For Faculty with Extension Beyond Compulsory Requesting party
Retirement Age of 65, BOR Approved Appointment/s or
(2 photocopies) From Respective College/Units
1. Receive request and
1. Submits evaluate completeness Receiving Officer
HRDO
complete of documents submitted, None 30 Minutes
Separation
requirements provide feedback upon Services
HRDO Analyst
Section prepares and None 1 Day Benefits Section
computes draft FSL
Separation
In-Charge
None 1 Hour HRDO
Services
HRDO Analyst
Section finalizes None 30 Minutes Benefits Section
computation
verifies and initials Chief
None 30 Minutes
computation for UP Diliman
conforme HRDO
2. HRDO Director signs HRDO Director
2. Signs conforme 1 Day
conformed FSL for None UP Diliman
of earned FSL HRDO
personnel clearance
Releasing Officer
UP Diliman
HRDO
2.1 HRDO forwards the For Diliman:

Vice Chancellor
document to 1 Day
None for Administration
OVCA/OVPA for (Paused Clock) OVCA
appropriate action
For System:
Vice President
for Administration
OVPA
2.2 Receives approved Receiving Officer
HRDO
document from None 15 Minutes
Separation
OVCA/OVPA Services
712
2.3 HRDO forward Releasing Officer
documents to Diliman/ UP Diliman
1 Day
System Budget Office None HRDO
(Paused Clock)
for appropriate action
Receiving Officer
2.4 Receives document HRDO
None 15 Minutes
from Budget Office Separation
Services
2.5 HRDO photocopy, Releasing Officer
Separation
documents
None 30 Minutes In-Charge
and certifies photocopy HRDO
for all documents Separation
Services
2.6 HRDO forward two sets
of documents to Releasing Officer
1 Day HRDO
Diliman/ System None
Accounting Office for Services
appropriate action
3 Receives
complete Releasing Officer
photocopies of 3. Provide copies of HRDO
approved approved FSL to Separation
None 15 Minutes
Faculty Sick employee and HRDO Services
Leave 201 file
Document for
personal copy
5 Days, 3
TOTAL: Hours, 45
Minutes
Exclusions: Regular Part-time and Non-regular faculty members; Faculty members with
administrative function/ cumulative leave, researchers and community workers; Faculty
who are on full time study leave without pay, exceeded beyond the prescribed period for
full time study; on vacation leave without pay; and Faculty members who are on
secondment. Employee who avail of the benefit of Rehabilitation Leave may not avail of
this sick leave benefit. (OP MEMO NO. PERR 08-03, 15 January 2008)
27. Request for Endorsing Application of Separation/ Retirement

Claims and Benefits to Government Service Insurance System:
For all employees in the government with paid premium in the Government
Service Insurance System who are entitled for life insurance benefits,
separation or retirement benefits, and disability benefits.
713
Eligible Faculty, REPS and Administrative Personnel with at least 3
Who may avail:
years of government service
GSIS Application for Retirement / Separation / Life Insurance GSIS website : www.gsis.gov.ph
Benefits (GSIS Form 06302017-RET) w/ affixed signature of or
retiree with chosen Retirement and CLASP options (1 original) HRDO Separation Service
1. Receive request
1. Submit duly
and evaluate
accomplished Receiving Officer
completeness of
Retirement/Separation HRDO
document
Life Insurance None 15 Minutes Separation
submitted, Services
Benefits Application
provide feedback
Form (GSIS Form
upon receipt of
06302017-RET)
documents
1.1 Checks and Separation
Process the In-Charge
application for None 15 Minutes HRDO
personnel Separation
clearance Services
1.2 HRDBD Division HRDBD Division
Chief verifies and Chief
None 15 Minutes UP Diliman
initials application
form HRDO
1.3 HRDO Director
signs for HRDO Director
None 1 Day
personnel Diliman/System
clearance
2. Submits application to
GSIS 2. HRDO release Releasing Officer
1 Day HRDO
Note: Employee can document to
None (Paused Separation
authorize HRDO to requesting party Services
Clock)
submit the application
to GSIS
2 Days, 45
TOTAL: None
Minutes
714
28. Request for Issuance of Designation of Next of Kin
For eligible legal heirs a designation of next of kin must be submitted to claim the
separation benefits of deceased employee, subject to the guidelines and other
conditions that may prescribe by the University.
Office or
Division:
Type of
Transaction:
Who may avail: Eligible deceased employee and the legal heirs
1. Death Certificate of employee issued by Philippine
Statistics Authority (PSA) or Local Civil Registrar (LCR)
2. Birth Certificate of employee issued by Philippine Statistics
Authority (PSA)
Requesting party
3. Other requirements if deceased employee is married:
3.1 Marriage Contract of employee issued by Philippine
Statistics Authority (PSA) (if deceased employee is
married) (1 original, 3 photocopies)
3.2 Marriage Contract of female beneficiary/ies issued by
Philippine Statistics Authority (PSA), if married
(original) (1 original, 3 photocopies)
3.3 Notarized Affidavit of Surviving Spouse (1 original, 3
photocopies)
3.4 Notarized Affidavit of Guardianship of Incapacitated
Dependent Child (if applicable) (1 original, 3
photocopies)
3.5 Notarized Affidavit of Guardianship of Minor
Dependent Child (if applicable) (1 original, 3
photocopies)
Requesting party
3.6 Notarized Affidavit of Surviving Legal Heirs stating
among others that affiants are the only surviving legal
heirs of the deceased member, their date of birth and
relationship to the deceased member and that they are
executing the document for the purpose of claiming the
terminal leave/service recognition pay/faculty sick leave
and other survivorship benefit from the University of the
Philippines (1 original, 3 photocopies)
3.7 Notarized Deed of Waiver of Rights
715
3.8 Notarized Undertaking of Trust and Quit Claims
3.9 Two unexpired valid IDs of surviving spouse/all
dependent children/incapacitated child/
guardian/witnesses/claimants, as the case may be (e.g.
GSIS eCard, SSS ID, Driver’s License, School ID,
Voter’s ID, Passport) (4 photocopies)
(Note: Bring original IDs and photocopies with their
affixed original signature)
4. Other requirements If deceased employee is single:
4.1 Certificate of No Marriage (CENOMAR) of employee
issued by Philippine Statistics Authority (PSA) (if
deceased employee is single) (1 original, 3
photocopies)
4.2 Marriage Contract of parents issued by Philippine
Statistics Authority (PSA) (1 original, 3 photocopies)
4.3 Birth Certificate of parents issued by Philippine
4.4 Affidavit of surviving parents stating under oath that the
deceased member at the time of death was not
survived by a spouse or dependent children; and that
the parents are dependent for support from the said
deceased member. If only one surviving parent, Death
Certificate of deceased parent/s issued by Philippine
4.5 If both parents are deceased, Notarized Affidavit of
surviving brother/sister of deceased member/pensioner
stating under oath that the deceased
member/pensioner at the time of death was not
survived by a spouse or dependent children; and that
they are the only surviving legal heirs, their date of birth
and relationship to the deceased member and that they
are executing the document for the purpose of claiming
the benefit from GSIS. Birth Certificate issued by Requesting party
Philippine Statistics Authority (PSA) of surviving
siblings. Marriage Contract issued by Philippine
Statistics Authority (PSA) of all married female siblings
of the deceased member. In case of death of siblings,
Death Certificate issued by Philippine Statistics
Authority (PSA) (the portion on the benefit of the
deceased sibling/s will be payable to his/her surviving
child/ren). (1 original, 3 photocopies)
4.6 Notarized Affidavit of Surviving Legal Heirs stating
among others that affiants are the only surviving legal
Requesting party
heirs of the deceased member, their date of birth and
relationship to the deceased member and that they are
716
executing the document for the purpose of claiming the
terminal leave/service recognition pay/faculty sick leave
and other survivorship benefit from the University of the
Philippines (1 original, 3 photocopies)
4.7 Notarized Deed of Waiver of Rights
4.8 Notarized Undertaking of Trust and Quit Claims
4.9 Two unexpired valid IDs of surviving
parents/siblings/dependent children/claimants, as the
case may be (e.g. GSIS eCard, SSS ID, Driver’s
License, School ID, Voter’s ID, Passport) (1 original, 3
photocopies)
(Note: Bring original IDs and photocopies with their
affixed original signature)
GSIS website : www.gsis.gov.ph
5. Duly accomplished GSIS Survivorship Application Form
or
(1 original)
Note: UP Diliman Legal Office reserves the right to request
additional documents if deemed necessary.
FOR GSIS SURVIVORSHIP LIST OF FORMS AND

REQUIREMENTS:
Please visit GSIS website : www.gsis.gov.ph
FOR PAG-IBIG SURVIVORSHIP LIST OF FORMS AND

REQUIREMENTS:
Please visit Pag-IBIG website : www.pagibigfund.gov.ph
FEES TO BE PROCESSING PERSON

PAID TIME RESPONSIBLE
1. Submits
1. Receives request
complete
and evaluate Receiving Officer
documentary
completeness of HRDO
requirements None
documents 30 Minutes Separation
for the Services
submitted, provide
issuance of
feedback upon
Designation of
Next of Kin
1.1 Verify completeness
of submitted Separation
documents, prepares In-Charge
endorsement letter to 30 Minutes HRDO
Diliman/System None Separation
Legal Office with Services
attached draft copy
717
of Designation of
Next of Kin
None HRDBD Division
30 Minutes
Chief for initials UP Diliman
HRDO
1.3 HRDO Director signs None HRDO Director
1 Day
document Diliman/System
None Releasing Officer
1.4 HRDO forward HRDO
documents with Separation
complete Services
attachments to
5 Days Diliman/System
Diliman/System
(Paused Legal Office
Legal Office for
Clock)
appropriate action Office of the
and endorsement for Chancellor /
approval by the Office of the Vice
Chancellor/OVPA President for
Administration
1.5 HRDO receives None Receiving Officer
approved HRDO
Designation of Next 15 Minutes Separation
of Kin from Office of Services
the Chancellor
2. Receives None
complete
2. HRDO provide copy Releasing Officer
photocopy of
of Designation of HRDO
approved
Next of Kin with 15 Minutes Separation
Designation of Services
complete
Next of Kin
attachments
and original
attachments.
6 Days,
TOTAL: None
2 Hours
29. Process Request for Approval/Acceptance of Intent to

Retire/Resign/Transfer
For eligible employees in the University approval/acceptance to intent to
retire/resign/transfer must be process to claim the separation benefits, subject to the
guidelines and other conditions that may prescribe by the University.
Office or
Division:
718
Type of
Transaction:
HRDO Separation Services
1. For Retirement, Letter of Intent to Retire Form, duly Or
accomplished and endorsed by Head of Unit/College Download form from HRDO
(1 original) website
2. For Resignation, Letter of resignation addressed to the
highest appointing authority of the Agency, with Requesting party
endorsement of department, and head of Unit/College
3. For Transfer, Letter of resignation addressed to the
highest appointing authority of the Agency, with Requesting party
endorsement of department, and head of Unit/College
1. Receive and record
1. Submit
request, evaluate Receiving Officer
separation
completeness of HRDO Separation
requests with None 15 Minutes
information, provide Services
complete
feedback upon receipt of
information
documents
Separation
2. Checks and process the In-Charge
None 15 Minutes
letter of intent for separation HRDO Separation
Services
verifies and initials None 15 Minutes Chief
request letter UP Diliman HRDO
2.2 HRDO Director signs
HRDO Director
letter for personnel None 1 Day
Diliman/System
clearance
Releasing Officer
2.3 Forward request to HRDO Separation
recommending Vice None Services
Chancellors Offices, prior
to Chancellor’s approval 1 Day For Faculty –
Office of the
(for respective (Paused
Vice Chancellor
employment Clock) for Academic
classification) Affairs
For REPS – Office

of the Vice
719
Chancellor for
Research and
Development
For Administrative
Personnel – Office
of the Vice
Chancellor for
Administration
Releasing Officer
HRDO Separation
Services
2.4 Forwards request for None 1 Day (Paused
Office of the
approval of OC/OVPA Clock) Chancellor/
Office of the Vice
President for
Administration
2.5 Receive and record the None Receiving Officer
approval/acceptance of HRDO Separation
15 Minutes
request from the Office Services
of the Chancellor.
2.6 Prepares and issue None Releasing Officer
HRDO Separation
notice of approval and 30 Minutes
Services
acceptance
verifies and initials None 15 Minutes Chief
request letter UP Diliman HRDO
2.8 HRDO Director signs HRDO Director
None 1 Day
the notice of approval UP Diliman HRDO
2. Receives
2. HRDO provide copy of
photocopy of
notice of approval and
notice of None Releasing Officer
approved letter of intent
approval and HRDO Separation
to retire /resign/ transfer 15 Minutes
approved letter Services
to employee, unit,
of intent to
retire/resign/
HRDO PRS and IMS
transfer
4 Days,
TOTAL:
5 2 Hours
30. Process Request for University Clearance

For purposes of severance (e.g. resignation, transfer, dropped from the roll, dismissed
from service, AWOL, end of appointments) to the University and leave of absences for
more than 30 Days is required to secure clearances from their accountabilities for all
720
concerned employees, subject to the guidelines and other conditions that may
prescribe by the government and the University.
Office or
Division:
Type of
Transaction:
HRDO Separation Services
or
1. University Clearance Form Download form from HRDO
website
1. Secure
University 1. Provide the required Receiving Officer
Clearance university clearance HRDO Separation
None 15 Minutes
Form form to be filled out and Services
discuss its procedure
2. Receive draft Separation

2. HRDO provide draft
Service In-Charge
Service Record for None 30 Minutes
Record for HRDO Separation
clearance purposes Services
clearance
3. Requesting Requesting Party
Party will
personally Different Offices:
Unit/College
proceed to the
Supply Officer,
different Administrative
concerned Officer, Head of
offices to Unit/College,
secure HRDO Personnel
20 Days
signature Clearance from
None (Paused Benefits Section
Clock) and Scholarship
(Note:
Employee may Section,
coordinate Diliman/System
with / request Legal Office, Office
of the Vice
the
Chancellor for
Administrative Research and
Officer of their Development
respective (OVCRD), SPMO,
721
Unit/College to UP Credit Union,
facilitate / Office of
assist in Community
securing Relations, UP
clearances Housing Office,
University Library,
from different Office of
concerned Scholarship and
offices) Student Services
(Student Loan
Board), University
Health Service, UP
Provident Fund,
Business
Concessions
Office, Diliman and
System Cash
Office, Diliman and
System Accounting
Office
4. Submit duly 4. Receive University
accomplished Clearance, evaluate Receiving Officer
University completeness of attached HRDO Separation
None 15 Minutes
Clearance with documents, provide Services
complete feedback upon receipt of
attachments documents
4.1 Checks and Prepares Separation
Certificate of Clearance In-Charge
None 15 Minutes
for signature of the HRDO Separation
HRDO Director Services
verifies and initials HRDBD Division
certificate of clearance None 15 Minutes Chief
and university UP Diliman HRDO
clearance
4.3 HRDO Director signs HRDO Director
None 1 Day
certificate of clearance Diliman/System
5. Receives
certificate of
5. HRDO provides copies of
clearance,
Certificate of Clearance,
university Releasing Officer
University Clearance with
clearance with 30 Minutes HRDO Separation
complete attachments, None
complete Services
Service Record, and other
attachments,
requested copy
service record
and other
requested copy
TOTAL: None 21 Days,
722
2 Hours
31. Processing of Service Record (SR)

Eligible employees in the University may request for Service Record, subject to the
guidelines and other conditions that the government and the University may prescribe.
Office or Division: HR Development and Benefits Division

Type of
Transaction:
Who may avail: All Eligible UP Employees
Benefits Section, Appointment Section and
Administrative Services,
https://hrdo.upd.edu.ph/Application%20for%2
0Service%20Record.pdf
PERSON
FEES TO PROCESSING
BE PAID TIME
E
1. Submit
accomplished Receiving
1. Receive request and Officer/Assigne
HRDO request slip
verify status of LWOP, for None 1 Day d Analyst
form for Service Benefits
posting in draft SR
Record Section
1.1 Forward request to HR

Appointment Section for
1 Day (Paused Releasing
verification and updating of
None clock) officer Benefits
status of appointment, Section
salary adjustments and step
increment
TOTAL: None 2 Day/s*
*under normal conditions
32. Request for special detail with or without pay (Local/Abroad), For
Personnel Clearance
Special detail shall include participation in an official capacity in conferences,
workshops, seminars, short-term courses, and similar activities subject to prior
723
authorization and to such conditions as may be attached thereto and to applicable laws
and regulations.
Office or
Division:
Type of
Transaction:
Eligible Faculty (Assistant Professor below), REPS and Administrative
Who may avail:
Personnel
Faculty
1. Letter request for special detail
endorsed by the Dept. Chair and Dean
with justification
2. Letter of intention to render service Person requesting
obligation (for faculty with temporary
appointment – to be accomplished by
the grantee)
3. Department's/Unit's faculty profile for
the academic year
4. Letter of Intent to renew the temporary
appointment and units recommendation Unit/College/Office
for tenure or considered for tenure (for
faculty with temporary appointment –
endorsed by the unit)
5. Duly accomplished Special detail form Office of International Linkages Diliman (OIL-D)
(for abroad application) (https://international.upd.edu.ph/forms-and-
6. Duly accomplished progress report form guidelines/faculty-and-reps-and-staff-mobility/special-detail-
(if renewal) application/)
7. Copy of acceptance/admission/invitation
from school/university/conference School/University/Provider
provider
8. Duly accomplished special detail
contract and corresponding suretyship
HRDO website
agreement
9. University Clearance (for 30 Days or
more)
Staff (REPS)
endorsed by the head of unit with
justification Person requesting
2. Performance Rating (last 2 rating
periods prior to the application)
724
3. Certification from the unit head that will
reflect the ff:
a. That there is no provision for
substitute for the grantee
Unit/College/Office
b. The potential of the candidate to
undertake further studies
4. The need of the unit and/or the
relevance of the course to the job.
Office of International Linkages Diliman (OIL-D)
5. Duly accomplished Special detail form
(https://international.upd.edu.ph/forms-and-
6. Duly accomplished progress report form
guidelines/faculty-and-reps-and-staff-mobility/special-detail-
(if renewal)
application/)
school/university
School/University
8. Certified copy of grades at the end of
each semester or summer.
HRDO website
agreement
more)
Administrative
endorsed by the head of unit or
office/unit HRDC Person requesting
reflect the ff:
Unit/College/Office
5. Duly accomplished progress report form
(if renewal)
HRDO website
agreement
more)
school/university
School/University
725
10. Certification of earned units.
11. Certification of no pending
Scholarship and Fellowship Section
administrative case (for admin)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit
1. Receive request,
requests with
evaluate
unit
completeness of
endorsement
documents Receiving Officer
and complete None 30 Minutes
submitted, verify Scholarship Section
documents to
records, and informs
Scholarship
client for the
Section of
necessary action. *
HRDO
2. Secure 2. Record requests,
receiving print employees’
submitted completed staff Receiving Officer
None 30 Minutes
application work, for processing. Scholarship Section
(request out
by the
Section)
and process request
work using the
special detail
evaluation form, with
None 2 Days Section Head/Analyst
computation of RSO
and indicate
personnel clearance
action, informs client
if the signatory is
available.
2.2 Evaluate action
made by the
None 1 Day Division Head
Section, if within the
set rules.
Authorized
Director or Authorized
Signatory, for None 1 Day Representative
personnel
clearance***
726
the Office of the
Vice Chancellor for
Academic Affairs
(For Faculty and
REPS):
2.4.1 For special

detail abroad,
through OIL-
Diliman for
Agenda to
Faculty REPS
Mobility
Committee
(FRIMC) for
evaluation
2.4.1 For special detail
local, through
OIL-Diliman/ Faculty
Office for the 1 Day (Paused
None REPS Mobility
Advancement of Clock) Committee (FRIMC)
Teaching (OAT),
prior to the action
of the Office of
the Chancellor.

the Office of the
Vice Chancellor for
Administration (For
Admin):
2.5.1 Through
Human
Resource
Development
Committee
(HRDC) for
evaluation

1 Day (Paused
Recommending None Chancellor for Academic
Clock) Affairs
2.7 Signs the special 1 Day (Paused
None Office of the Chancellor
detail Request Clock)
2.8 Prepares the
None 7 Hours Scholarship Analyst
727
of special detail
with/without pay
2.9 Verify and initials
the approval None 1 Hour Division Head
notification
2.10 Signs the
None 1 Day HRDO Director
of special detail
with/without pay
3. Receive the
3. Photocopy, release
processed
and secure receiving
documents Releasing Office of
copy of processed None 30 Minutes
for OVCAA Scholarship Section
documents for
action.
recording and filing.
(Optional)
9 Days, 1 Hour,
TOTAL: None
30 Minutes
prescribed period.
33. Request for study leave with or without pay, with return service
requirement, (Local/Abroad), for Personnel Clearance (Faculty
and REPS) and for HRDC Agenda (for Administrative Personnel)
Subject to the exigencies of the service, eligible faculty, REPS and administrative staff
members may be granted study leave with or without pay. They may be allowed to
enroll full time in the University or in other educational institutions.
Office or
Division:
Type of
Transaction:
Who may avail: Eligible Faculty (Assistant Professor below), REPS and Administrative Personnel
Faculty
10. Letter request for study leave endorsed
by the Dept. Chair and Dean with
justification Person requesting
11. Letter of intention to render service
obligation (for faculty with temporary
728
appointment – to be accomplished by
the grantee)
12. Department's/Unit's faculty profile for
the academic year
13. Letter of Intent to renew the temporary
appointment and units
Unit/College/Office
recommendation for tenure or
considered for tenure (for faculty with
temporary appointment – endorsed by
the unit)
14. Duly accomplished Study leave form
Office of International Linkages Diliman (OIL-D)
(for abroad application)
(https://international.upd.edu.ph/forms-and-guidelines/faculty-
and-reps-and-staff-mobility/special-detail-application/)
form (if renewal)
School/University
school/university
17. Duly accomplished study leave
agreement HRDO website (https://hrdo.upd.edu.ph/HRDBD.php;
more) https://www.hrdo.upd.edu.ph/REPORT%20FOR%20DUTY.pdf
19. Report for duty (upon )
return/termination/completion of study
leave)
Staff (REPS)
by the head of unit with justification
Person requesting
reflect the ff:
Unit/College/Office
15. Duly accomplished Study leave form Office of International Linkages Diliman (OIL-D)
16. Duly accomplished progress report (https://international.upd.edu.ph/forms-and-guidelines/faculty-
form (if renewal) and-reps-and-staff-mobility/special-detail-application/)
school/university
School/University
729
agreement HRDO website (https://hrdo.upd.edu.ph/HRDBD.php;
more) https://www.hrdo.upd.edu.ph/REPORT%20FOR%20DUTY.pdf
21. Report for duty (upon )
leave)
Administrative
by the head of unit or office/unit HRDC
Person requesting
reflect the ff:
Unit/College/Office
form (if renewal)
contract and corresponding suretyship HRDO website (https://hrdo.upd.edu.ph/HRDBD.php;
agreement
18. University Clearance (for 30 Days or https://www.hrdo.upd.edu.ph/REPORT%20FOR%20DUTY.pdf
more) )
19. Report for duty (upon
leave)
school/university
21. Certified copy of grades at the end of School/University
22. Certification of earned units.
23. Certification of no pending
Scholarship and Fellowship Section
administrative case (for admin)
FEES TO PERSON
CLIENT STEPS AGENCY ACTION PROCESSING TIME
BE PAID RESPONSIBLE
requests with evaluate
unit completeness of Receiving Officer
None 30 Minutes
endorsement documents Scholarship Section
and submitted, verify
complete records, and informs
730
documents client for the
to necessary action. *
Scholarship
Section of
HRDO
4. Secure 4. Record requests,
receiving print employees’
submitted completed staff Receiving Officer
30 Minutes
application work, for processing. Scholarship Section
(request out
by the
Section)
and process request
work using the study
leave evaluation
form, with Section
2 Days
computation of RSO Head/Analyst
and indicate
personnel clearance
action, informs client
if the signatory is
available.
4.2 Evaluate action
made by the Section
1 Day Division Head
and initials, if within
the set rules.
Authorized Director or
Signatory, for 1 Day Authorized
personnel Representative
clearance***
5. Forward request to
the Office of the
Vice Chancellor for
Academic Affairs
(For Faculty and
OIL-Diliman/
REPS):
1 Day Faculty REPS
(Paused Clock) Mobility Committee
3.4.1 For study
(FRIMC)
leave abroad,
through OIL-
Diliman for
Agenda to
Faculty REPS
731
Mobility
Committee
(FRIMC) for
evaluation
3.4.2 For study
leave local,
through
Office for the
Advancement
of Teaching
(OAT), prior
to the action
of the Office
of the
Chancellor.
3.5 Forward request
to the Office of
the Vice
Chancellor for
Administration
(For Admin):
2.5.1 Through
Human
Resource
Development
Committee
(HRDC) for
evaluation

1 Day
Recommending Chancellor for
(Paused Clock) Academic Affairs
4.5 Signs the Study 1 Day Office of the
leave Request (Paused Clock) Chancellor
4.6 Prepares the
1 Day Scholarship Analyst
of Study leave
with/without pay
4.7 Signs the approval
notification of Study
1 Day HRDO Director
leave with/without
pay
5. Receive the
4. Photocopy, release
processed Receiving Officer
and secure receiving 30 Minutes Scholarship Section
documents
copy of processed
for OVCAA
732
action. documents for
(Optional) recording and filing.
9 Days, 1 Hour, 30
TOTAL: None
Minutes
prescribed period.
34. Processing of Authority to Travel (Abroad) – Personal, for

Personnel Clearance
Eligible employees in the University requesting for processing of Authority to Travel
Abroad for personal purposes needs HRDO personnel clearance, subject to the
guidelines and other conditions that the government and the University may prescribe .
Office or
Division:
Type of
Transaction:
Who may avail: All Eligible Employees
Benefits Section,
1. Application for Leave; and
2. Letter of request addressed to the Chancellor,
with disclosure that no expenses will be Requesting Party
charged against the University.
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit completeness of documents
requests with unit submitted, verify records, and Record Officer
None 15 Minutes
endorsement and informs client for the Benefits Section
complete necessary action.
documents
2. Secure 2. Record requests and
receiving copy of perform completed staff work,
submitted for processing. Record Officer
15 Minutes
(request out by
the Section)
733
2.1 Verify application,
prepare travel request and
process with completed staff 30 Minutes Analyst
work using the leave
evaluation form.
2.2 Evaluate performed staff
work by the section and 4 Hours Division Head
initials
2.3 Forward request to the
Director
office of the Director, for 4 Hours
HRDO
personnel clearance
2.3 Leave applications with
more than 30 Days will be
forwarded to respective
offices:
OVCAA
1 Day (Paused
Respective
For Faculty - forward request clock) Service Offices
to the Office of the Vice
Affairs for recommending
approval.
2.4 For REPS and Admin -
forward request to the Office
of the Vice Chancellor for 1 Day (Paused
OVCA
Administration and clock)
2.5 For approval of the Travel
1 Day (Paused
Authority. Chancellor
clock)
Record Officer
processed processed request to client. 15 Minutes Benefits Section
request
4 Days, 1 Hour,
TOTAL: None
15 Minutes
NOTE: Requests will immediately return to client, if required documents were not completely attached/
if the employee has no valid appointment/no proper endorsement of unit/submission is not within the
prescribed period.
734
Supply and Property Management Office
(SPMO)
External Services
735
1. Sale of bidding documents for public auction
The SPMO conducts auction of unserviceable property at least three times a year.
Bidders who will participate in the auction must secure a bidding document in order
to be eligible to submit their bid offer.
Office or Division: Supply and Property Management Office (SPMO)
Type of
Transaction:
Who may avail: Supplier
1. Referral form for sale of bidding document – SPMO – Inventory and Disposal Section
(1 copy)
1. Supplier secures 1. Issues referral form Disposal Staff
referral form Inventory &
None 5 Minutes
Disposal Section
SPMO
2. Supplier proceeds 2. Verifies the Official
to Cash Office to Receipt submitted by
Disposal Staff
pay for the the Supplier; 30 Minutes
bidding answers queries, if PHP Inventory &
documents and any, and releases 500.00 (Pause-Clock) Disposal Section
return to SPMO to bidding document SPMO
present the
Official Receipt
PHP
TOTAL: 500.00
35 Minutes
2. Processing of refund of bidder’s bond

The bidder who won in the auction requests refund of the bidder’s bond once all the
unserviceable property and equipment are hauled within the prescribed period stated
in the Notice of Award. Failure to do so shall result to forfeiture of the posted bidder’s
bond.
736
Type of
Transaction:
Who may avail: Supplier
1. Letter request addressed to head of the Requesting Party
office – (1 copy)
2. Original Official Receipt – (1 copy) Diliman Cash Office

1. Supplier submits 1. Receives letter Receiving
letter request to Personnel
SPMO None 5 Minutes Administrative
Section
SPMO
1.1 Checks if supplier
finished hauling the Disposal Staff
unserviceable Inventory and
None 15 Minutes
property and Disposal Section
equipment within the SPMO
allotted time.
1.2 Prepares
Disbursement
Voucher (DV) if not
subject for forfeiture. Disposal Staff
None 45 Minutes Inventory and
If subject for
Disposal Section
forfeiture, Disposal
SPMO
staff prepares letter
informing the bidder
of the forfeiture.
1.3 Signs DV if not
subject to forfeiture Head of Office
None 5 Minutes
or signs letter if SPMO
subject to forfeiture.
1.4 Forwards DV to Administrative
Accounting Office Staff
and inform the None 30 Minutes Administrative
bidder that refund Section
shall be claimed at SPMO
737
the Diliman Cash
Office or release the
letter to bidder if
subject for forfeiture.
TOTAL: None 1 Hour,

40 Minutes
738
Supply and Property Management Office
(SPMO)
Internal Services
739
1. Inspection, inventory and acceptance of unserviceable property
The Inventory and Inspection Report of Unserviceable Property (IIRUP) is a report
prepared by the end-users indicating the list of unserviceable property for each UP
Diliman unit. The Disposal staff coordinates the inspection of unserviceable
property with end-users prior to hauling to SPMO.
Type of
Transaction:
Who may avail: UP Diliman units/offices
1. Duly accomplished Inventory & Inspection Requesting Party

Report of Unserviceable Property (IIRUP)
Form – (4 copies)
1. Unit Supply 1. Receives IIRUP and Receiving
Officer submits forwards it to the Personnel
duly Section Head, None 3 Minutes Administrative
accomplished Inventory & Disposal Section
IIRUP Section SPMO
1.1 Assigns to Disposal Section Head
Staff Inventory &
None 2 Minutes
Disposal Section
SPMO
2. Make necessary 2. Assigns reference Disposal Staff
correction on number, reviews and Inventory &
deficiency noted verifies items listed None 3 Days
Disposal Section
on the IIRUP if in the IIRUP with SPMO
needed inventory staff
3. Assists disposal 3. Conducts inspection Disposal Staff
staff during of unserviceable Inventory &
None 10 Minutes
inspection property and Disposal Section
equipment SPMO
4. Unit Supply 4. Receives, stores and Disposal Staff
Officer will segregates Inventory &
None 7 Days
coordinate hauling unserviceable Disposal Section
property and SPMO
740
equipment in the
warehouse
10 Days, 15
TOTAL: None
Minutes
2. Acceptance of Waste Material

Waste materials or parts of the repaired equipment are turned over to SPMO by the
end-users duly supported by an accomplished Waste Materials Report form.
Type of
Transaction:
1. Duly accomplished Waste Materials Report Requesting Party
Form – (3 copies)

1. Submits duly 1. Receives WMR form Receiving
Waste Materials None 5 Minutes Administrative
Report (WMR) Section
form SPMO
1.1 Reviews, verifies Disposal Staff
items and signs None 10 Minutes Inventory &
WMR form Disposal Section
SPMO
1.2 Receives waste Disposal Staff
material/s and Inventory &
None 4 Hours
arrange in the Disposal Section
warehouse SPMO
1.3 Initials WMR form Section Head
None 2 Minutes Inventory &
Disposal Section
SPMO
1.4 Signs WMR form None 5 Minutes Head of Office
SPMO
741
1.5 Releases signed Releasing
WMR form Personnel
None 2 Minutes Administrative
Section
SPMO
24 Minutes
3. Issuance of List of Property Accountability

The database of property accountability of each accountable officer and UP Diliman
unit is being maintained by SPMO. In order to get a copy of accountability, the
accountable officer or UP Diliman unit will submit a letter request or accomplish the
prescribed form.
Type of
Transaction:
1. Request form/Letter – (1 copy) Requesting Party
1. Submits Request 1. Receives Request
Receiving
form/Letter form/Letter and
Personnel
forwards it to the
Inventory Staff-in-
Section
Charge, Inventory &
SPMO
Disposal Section
1.1 Generates list of
property
Inventory Staff
accountability and
Inventory &
forwards it to the None 5 Days
Disposal Section
Section Head,
SPMO
Inventory & Disposal
Section
1.2 Prepares letter Section Head
addressed to the None 10 Minutes Inventory &
requesting officer to Disposal Section
742
be signed by the SPMO
Unit Head
1.3 Signs the letter with
the attached list of Head of Office
None 5 Minutes
property SPMO
accountability
1.4 Releases list of Releasing
accountability Personnel
Section
SPMO
TOTAL: None 5 Days,
25 Minutes
4. Processing of request for reusable materials and equipment

Scrap materials such as Galvanized Iron Sheets, lumbers, etc. from the buildings
being renovated being turned over to SPMO which are still usable can be requested
by:
a. UP employees who have been awarded a UP housing unit.
b. UP units/offices
Type of
Transaction:
Who may avail: UP Employees, Units/Offices
1. Letter request (1 copy) Requesting Party
2. Proof of award of housing unit for staff Housing Office
requesting for reusable materials (1 copy)
1. Submits Letter 1. Receives Letter Receiving

request Personnel
request and proof
of award of housing
Section
unit, if applicable SPMO
743
1.1 Prepares referral Section Head
letter addressed to None 5 Minutes Inventory &
OVCA Disposal Section
1.2 Recommends Head of Office
approval None 5 Minutes
SPMO
1.3 Delivers request to
OVCA Administrative Staff
30 Minutes Administrative
* Awaits OVCA None
(Pause-Clock) Section
approval/ SPMO
disapproval
2. Prepares Property 2. If approved, SPMO
Acknowledgement releases item/s
Receipt or requested upon Inventory Staff
Inventory availability None 1 Day Inventory &
Custodian Slip for * If disapproved, (Pause-Clock) Disposal Section
equipment SPMO prepares SPMO
requested by response letter
units/offices
TOTAL: None 1 Day,
45 Minutes
5. Conduct of Inspection of Common-Use Supplies, Equipment and

Services (for procurements above P15,000.00)
The Agency ensures that the goods delivered are consistent with the requirements
stipulated in the contract. The goods delivered exceeding P15,000.00 are
meticulously inspected as to compliance to quantity and technical specifications.
Inspection of procured goods amounting to P15,000.00 and below are delegated to the
unit level.
Type of
Transaction:
1. Duly accomplished Inspection and
Acceptance Report (IAR) form (2 copies),
744
with the following attachments:
a. Clear copy of Contract / Purchase Order

(PO) / Notice to Proceed (NTP)
b. Clear copy of Delivery Receipts (DR) /
Sales Invoice (SI)
c. Clear copy of Official Receipt (OR) of
Payment (for reimbursements &
liquidations)
d. Copy of Property Acknowledgement Requesting Party
Receipt (PAR) and/or Inventory
Custodian Slip (ICS), if applicable
e. Copy of Pre-Repair Inspection Report (if
repair)
f. Copy of Waste Material Report, if
applicable
g. Copy of Technical Specification
h. Copy of Approved Amendment to Order,
if applicable
i. Copy of Certificate of Training – for
highly specialized (scientific) equipment
j. Copy of Initial Test Result - for highly
specialized (scientific) equipment
k. Copy of Memorandum of Undertaking –
for air-conditioning unit/s
l. Start Up Sheet - for air-conditioning
unit/s
1. Submits the duly 1. Receives the IAR
accomplished after analyst’s review
IAR with of the proper Receiving
complete/proper accomplishment of Personnel
attachments the form and None 10 Minutes Administrative
completeness of the Section
attached documents SPMO
and forwards it to the
SPMO Inspector for
inspection
Property Inspector
1.1 Conducts actual None 3 days Inspection Section
actual/physical SPMO
745
quantitative
inspection
Section Head
1.2 Reviews the IAR None 1 Day Inspection Section
SPMO
Head of Office
1.3 Signs IAR None 5 Minutes
SPMO
2. Pick-up the 2. Issues the Releasing
approved/signed signed/approved IAR Personnel
IAR None 5 Minutes Administrative
Section
SPMO
4 Days, 20
TOTAL: None
Minutes
6. Conduct of Inspection of Highly Technical Equipment and Services

(for procurements above P15,000.00)
The Agency ensures that the goods delivered are consistent with the requirements
stipulated in the contract. The goods delivered exceeding P15,000.00 are
meticulously inspected as to compliance to quantity and technical specifications
with the assistance of Technical Working Groups in the evaluation of the highly
technical equipment. Inspection of procured goods amounting to P15,000.00 and
below are delegated to the unit level.
Type of
Transaction:
1. Duly accomplished Inspection and
Acceptance Report (IAR) form (2 copies),
with the following attachments:
a. Clear copy of Contract / Purchase

Order (PO) / Notice to Proceed (NTP)
746
b. Clear copy of Delivery Receipts (DR) /
Sales Invoice (SI)
c. Clear copy of Official Receipt (OR) of
Payment (for reimbursements &
liquidations)
d. Copy of Property Acknowledgement Requesting Party
Receipt (PAR) and/or Inventory
Custodian Slip (ICS), if applicable
e. Copy of Pre-Repair Inspection Report (if
repair)
f. Copy of Waste Material Report, if
applicable
g. Copy of Technical Specification
h. Copy of Approved Amendment to
Order, if applicable
i. Copy of Certificate of Training – for
highly specialized (scientific) equipment
j. Copy of Initial Test Result - for highly
specialized (scientific) equipment
k. Copy of Memorandum of Undertaking –
for air-conditioning unit/s
l. Start Up Sheet - for air-conditioning
unit/s
1. Submit the 1. Receives the IAR
accomplished after analyst’s
IAR with review of the proper Receiving Personnel
complete/proper accomplishment of Administrative
attachments the form and None 10 Minutes
Section
completeness of the SPMO
attached documents
and forwards it to
the Inspector
1.1 Conducts
actual/physical
quantitative Property Inspector
inspection and None 3 Days Inspection Section
forwards it to the SPMO
Technical Working
Group
747
1.2 Conducts actual Technical Working
technical inspection Group
EEE Institute (for IT-
related equipment) /
15 Days Campus
None
(Pause-Clock) Maintenance Office
(for air-conditioning
systems, vehicles
and mechanical
equipment)
Section Head
1.3 Reviews the IAR None 1 Day Inspection Section
SPMO
1.4 Signs the IAR Head of Office
None 5 Minutes
SPMO
2. Pick-up the 2. Issues the Releasing Personnel
approved/signed signed/approved Administrative
None 5 Minutes
IAR IAR Section
SPMO
19 Days, 20
TOTAL: None
Minutes
7. Conduct of Pre-Repair Inspection of Equipment (for repairs above

P50,000.00)
The SPMO conducts pre-repair inspection for equipment which cost of repair is
more than P50,000.00 to ensure that repair is still a practical/viable option for the
equipment and that cost of repair will not be construed as excessive expenditure for
the government. Pre-repair inspection of equipment P50,000.00 and below is
delegated to the unit level.
Type of
Transaction:
748
1. Duly accomplished Pre-Repair Inspection
Report (PRIR) form (2 copies), with the
following attachments:
a. Repair cost estimate

b. Copy of PAR of equipment for repair Requesting Party
c. If cost of repair exceeds 30% of
acquisition cost, document/proof of
current market value of the same or
similar equipment.
1. Submit the 1. Receives the PRIR
accomplished after analyst’s Receiving
PRIR with review of the proper Personnel
complete/proper accomplishment of None 10 Minutes
Administrative
attachments the form and Section
completeness of the
attached documents
2. Wait for 2. Conducts
actual/physical actual/physical pre- Property Inspector
inspection of the repair inspection None 3 Days Inspection Section
equipment for SPMO
repair
2.1 Reviews the IAR Section Head
None 1 Day Inspection Section
SPMO
2.2 Signs the IAR Head of Office
None 5 Minutes
SPMO
3. Pick-up the 3. Issues the Releasing
approved/signed signed/approved Personnel
PRIR PRIR None 5 Minutes Administrative
Section
SPMO
4 Days, 20
TOTAL: None
Minutes
749
8. Issuance of Available Common-Use Supplies and Equipment (CSE)
The Central Store Room issues Common-Use Supplies and Equipment (CSE) to
the requesting units upon submission of an approved/funded Requisition and Issue
Slip (RIS)
Type of
Transaction:
1. Approved Requisition and Issue Slip (RIS)
Form (3 copies),
with the following attachment (depending Requesting Party

on the funding source):
c. Obligation Request (ObR), or

d. Budget Utilization Request (BUR)
1. Submits 1. Confirms the request

electronic electronically and
request for IT Receiving
reserves the items Personnel
common-use None 30 Minutes
for three (3) days Central Storeroom
supplies through
SPMO
the SPMO
Portal
2. Print the 2. Releases the

Requisition and common-use supplies to
Issue Slip (RIS) the requesting units
and submits to Releasing
4 Hours
SPMO the duly Personnel
None
approved/ (Pause-Clock) Central Storeroom
funded RIS with SPMO
the appropriate
attachment
750
30 Minutes
9. Issuance of Airline Ticket

The SPMO caters to the need of the University officials and staff in booking of flights
through the GFA portal for official travel at their option. SPMO acts as the travel
arranger and travel coordinator and issues the airline tickets after booking.
Type of
Transaction:
Who may avail: All U.P. personnel requiring airline tickets for official travel
1. Duly accomplished Flight Reservation
Form (to be submitted electronically)
with the following attachment/s: Requesting Party
a. Copy of Valid ID and/or Passport of the

passenger/s

1. Requesting 1. Verify completeness
officer to of information of
electronically details required for Travel Arranger
submit duly online flight Assistant
accomplished reservation 1 Day Airfare Reservation,
Flight None
(Pause-Clock) Booking and
Reservation Issuance Team
Form together SPMO
with valid IDs
and or Passport
of passengers
1.1 Upon verification of Travel Arranger
completeness of None 30 Minutes Airfare Reservation,
information, Booking and
751
processes flight Issuance Team
itinerary reservation SPMO
thru GFA portal
1.2 Prepare RIS and Travel Arranger
summary of flight Airfare Reservation,
itinerary and send it None 30 Minutes Booking and
back to requesting Issuance Team
officer SPMO
2. Manually submit 2. Upon verification of
duly correctness of
accomplished details, receives RIS
and budget-
cleared RIS with
the Promissory Travel Arranger
Note at the Assistant
bottom signed by Airfare Reservation,
the authorized None 10 Minutes
Booking and
signatory. Issuance Team
The RIS must be SPMO
submitted before
the expiration of
the reserved
itinerary.
2.1 Performs final

Team Leader
review of itinerary
Airfare Reservation,
and confirms flight
None 30 Minutes Booking and
reservation and
Issuance Team
issues e-ticket to
SPMO
requesting officer
1 Day, 1 Hour,
TOTAL: None
40 Minutes
10. Cancellation of Airline Ticket

The SPMO as the travel arranger/travel coordinator of the flights booked is also in-
charge of the cancellation of the flights should the need arise.
752
Type of
Transaction:
Who may avail: All U.P. personnel requiring cancelation of issued airline tickets
1. Duly accomplished Post-Booking Changes Requesting Party
1. Requesting 1. Verify consistency of Travel Arranger
officer to details and review Assistant
electronically changes to be made Airfare Reservation,
submit duly from booked flight None 30 Minutes
Booking and
accomplished a itinerary Issuance Team
Post-Booking SPMO
Changes Form
1.1 Coordinate with
Travel Arranger
airline
representatives for
cancellation of
Issuance Team
booked flight
SPMO
itinerary
1.2 Upon verification of
cancellation, travel Travel Arranger
arranger will Airfare Reservation,
coordinate with None 20 Minutes Booking and
requesting officer to Issuance Team
finalize and confirm SPMO
cancellation
2. Review, finalize 2. Upon confirmation of
and confirm cancellation from Travel Arranger
cancellation of requesting officer Airfare Reservation,
booked flight travel arranger will None 30 Minutes Booking and
itinerary with the coordinate with Issuance Team
travel arranger airline representative SPMO
to proceed with the
cancellation of
753
booked flight
itinerary
2.1 Prepare
documentations for
Travel Arranger
cancelled booked
flight itinerary to be
sent electronically
Issuance Team
and return the
SPMO
original RIS to the
requesting officer
3. The requesting 3. Receive RIS and
officer confirm verify correctness of
receipt of information
cancelled flight
itinerary and
inform Diliman
Accounting
Office/Diliman
Budget Office of
the withdrawal as
well as the
cancellation of
the previously
Travel Arranger
budget-cleared
Assistant Airfare
RIS minus the
Reservation,
cancellation fee.
Issuance Team
For partially-
SPMO
cancelled ticket
(multiple
passengers in
one itinerary),
the requesting
officer confirm
receipt of
updated booked
flight itinerary
and inform
Diliman
Accounting
Office/Diliman
Budget Office of
the changes to
754
previously
budget-cleared
RIS
2 Hours, 25
TOTAL: None
Minutes
11. Rebooking of Airline Ticket

The SPMO as the travel arranger/travel coordinator of the flights booked is also in-
charge of the re-booking of the flights should the need arise.
Type of
Transaction:
Who may avail: All U.P. personnel requiring rebooking of issued airline tickets
Requesting Party
1. Duly accomplished Post-Booking Changes
1. Requesting 1. Verify consistency Travel Arranger
officer to of details and Assistant Airfare
electronically review changes to Reservation,
submit duly be made from None 30 Minutes
Booking and
accomplished a booked flight Issuance Team
Post-Booking itinerary SPMO
Changes Form
1.1 Coordinates with
airline Travel Arranger
representatives for Airfare Reservation,
changes to be None 30 Minutes Booking and
implemented in Issuance Team
booked flight SPMO
itinerary
1.2 Upon verification of Travel Arranger
changes to be None 20 Minutes Airfare Reservation,
implemented, travel Booking and
755
arranger will Issuance Team
coordinate with SPMO
requesting officer to
finalize and confirm
changes to be
applied with
additional charges, if
any.
2. Review, finalize 2. Upon confirmation of
and confirm re- changes applied
booking of and/or approval of
booked flight additional charges
itinerary with the from requesting
travel arranger officer, travel Travel Arranger
arranger will Airfare Reservation,
coordinate with None 30 Minutes Booking and
airline representative Issuance Team
to proceed with the SPMO
changes to the
booked flight
itinerary
2.1 Prepare
documentations for
Travel Arranger
updated flight
itinerary to be sent
electronically and
Issuance Team
return the original
SPMO
RIS to the
requesting officer
3. Confirm receipt 3. Receive budget
of updated cleared RIS and
Travel Arranger
booked flight verify correctness of
Assistant Airfare
itinerary. If information
Reservation,
additional
charges incur,
Issuance Team
prepare
SPMO
additional RIS for
budget
clearance, then
submit budget-
756
cleared RIS with
attached
ObR/BUR
2 Hours, 25
TOTAL: None
Minutes
12. Issuance of Certified Photocopy of Property Acknowledgment

Receipt (PAR) and Inventory Custodian Slip (ICS)
UP Diliman officers and staff are requesting certified photocopies of Property
Acknowledgment Receipt (PAR) or Inventory Custodian Slip (ICS) for whatever legal
purpose it may serve them. The certified photocopies of these documents are
provided to them upon accomplishment and submission of the Request Form.
Type of
Transaction:
1. Request form (1 copy) Requesting Party

1. Submit Request 1. Receives the request Receiving Personnel
Form indicating Administrative
None 5 Minutes
the document Section
requested SPMO
1.1 Approves the
request for Head of Office
None 5 Minutes
photocopy of the SPMO
document
1.2 Retrieves, photocopy
and certify the Inventory Staff
Administrative
document requested None 1 Day
Section
as “certified
SPMO
photocopy”
1.3 Releases the Releasing
None 5 Minutes
document Personnel
757
Administrative
Section
SPMO
TOTAL: None 1 Day,
15 Minutes
13. Request for Use of Facilities (Conference Room and Audio Visual
Equipment)
Other units of the University are requesting the use of the SPMO Conference Room
and audio-visual equipment as venue for meetings, seminars and dialogues. The
office caters to their needs for venue free of charge as long as it is available on the
requested schedule/date.
Type of
Transaction:
1. Letter Request (1 copy) Requesting Party

1. Submit letter 1. Receives the
request request Receiving Personnel
indicating the Administrative
None 5 Minutes
date(s) and time Section
of intended use SPMO
of facility
1.1 Check for availability Administrative Staff
of the facility or Administrative
None 30 Minutes
equipment Section
SPMO
1.2 Approves the
Head of Office
request for use of None 5 Minutes
SPMO
facility or equipment
758
1.3 Informs the end-user Administrative Staff
of the approval of Administrative
None 5 Minutes
the request Section
SPMO
759
UMT-PABX Group
(UMT-PABX)
External Services
1. Load Survey Request

Request for electricity consumption of private concessionaire.
Office or Division: UMT-PABX Group

Who may avail: Concessionaires
1. Letter of request indicating the
dates of events with approval from OVCA
the OVCCA or request form from
OVCCA.
760
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receive
1. Secure request request form
form from the Office of with Administrative Assistant V
None 5 Minutes
the Vice Chancellor approval UMT
for Community Affairs. from the
OVCCA.
2. Submit request 2. Visit event
Meter Reader II
form with approval to and conduct None 2 Hours
UMT
the UMT office. load survey.
2.1.
Compute Administrative Assistant V
None 1 Hour
load survey UMT
result.
2.2. Forward
request to
the Office of
the Vice
UMT Liaison
Chancellor None 30 Minutes
UMT
for Planning
and
Developmen
t.
3 Hours, 30
TOTAL: None
Minutes
2. Request for Contractors consumption/billing

Request of Contractors utility consumption for their Projects requirement based on
their installed sub-meters.
Office or Division: UMT-PABX Group
761
Who may avail: Contractors
1. Letter of request with Notice to
Proceed or Notice of award from
the Office of the Campus
Architect and/or Project OCA and/or Project Management Office
Management Office.
2. Installed sub-meters.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receive
1. Submit letter of
letter of
request with Notice to Administrative Assistant V
Proceed or Notice of UMT
complete
award.
attachments.
1.1. Read
consumption
Meter Reader II
s based on None 4 Hours
UMT
the installed
sub-meters.
1.2.Compute
consumption
Administrative Assistant
s submitted None 2 Hours
UMT
by the meter
readers.
1.3. Forward
consumption
s to the
Office of the UMT Liaison Staff
None 30 Minutes
Vice UMT
Chancellor
for Planning
and
762
Developmen
t.
6 Hours, 35
TOTAL: None
Minutes
3.Installation of new local phone/VoIP

Request for installation of new local phone/VoIP.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
Who may avail: UP Concessionaires
1. Make a request letter for installation of new
local phone/VoIP indicating the purpose, Requesting Party
location of the phone and feature whether
normal or direct inward dialing (DID)
FEES TO PROCESS
BE PAID ING TIME
1. Submit the 1. Receive the request Adm Assistant
None 2 Minutes
request letter letter PABX
1.1 Prepare scheduling for Helpdesk

None 15 Minutes
dispatch PABX
1.2 Ocular inspection the Technicians

None 1 Day
request if possible PABX
1.3 Endorse the request

letter to the Technical
Coordinator on Head of Unit
None 1 Day
Telephone Services at PABX
University Computer
Center (UCC)
1.4 Recommendation for
UCC Technical
OVCA approval noted
None 1 Day Coordinator on Telephone
by the PABX Unit
Services
763
1.5 Evaluation and
endorse the None 1 Day OVCA Staff
recommendation to VCA.
1.6 Approval of OVCA None 2 Days VCA
1.7 Returning approval Messenger

None 1 Day
back to PABX Unit PABX
1.8 Inform Technical
Helpdesk
Coordinator on None 1 Hour
PABX
Telephone Services
UCC Technical
1.9 Configuration of dial
None 2 Hour Coordinator on Telephone
tone
Services
1.10 Implementation of the Technicians
None 2 Days
request PABX
9 Days, 3
Minutes
4. Repairing of no dial tone and grounded local phone/VoIP

Request for repair of no dial tone and grounded local phone/VoIP.
Office or
UMT- PABX Group
Division:
Type of
Transaction:
Who may
UP Concessionaires
avail:
1. Report local phone/VoIP Requesting Party
FEES
CLIENT PROCESSING
AGENCY ACTION TO BE PERSON RESPONSIBLE
STEPS TIME
PAID
1. Report local
Helpdesk
phone/VoIP to 1. Log in to the logbook None 2 Minutes
PABX
PABX
764
Helpdesk
number 2077
1.1 Prepare scheduling Helpdesk
None 15 Minutes
for dispatch PABX
1.2 Troubleshooting of Technicians
None 2 Hours
local phone PABX
2 Hours, 17
TOTAL: None
Minutes
5.Transferring of local phone/VoIP

Request for transfer of local phone/VoIP.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
1. Make a request letter with specific

location and phone number Requesting Party
FEES
PROCESSING
TIME
PAID
1. Submit 1. Receive Adm Assistant
None 2 Minutes
request letter request letter PABX
1.1 Endorse to
UCC
Technical Head of Unit
None 10 Minutes
Coordinator PABX
on Telephone
Services
1.2 Inform the
UCC Technical Coordinator
helpdesk for None 15 Minutes
on Telephone Services
the possibility
1.3 Prepare
Helpdesk
scheduling for None 15 Minutes
PABX
dispatch
1.4 Ocular Technicians
None 2 Hours
inspection PABX
765
1.5 Configuration
of dial tone if
transfer to None 1 Day
another
building
1.6 Lay out of
inside wiring if Technicians
None 1 Day
no cable PABX
structure
1.7 Transfer of Technicians
None 4 Hours
local phone PABX
2 Days, 6
Minutes
6. Rerouting incoming calls and assisting caller’s inquiry

Request for rerouting of incoming calls and assisting caller’s inquiry.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
Who may avail: Public
1. Incoming Calls Requesting Party
FEES
PROCESSING
TIME
PAID
1. Dial UP 1. Receive
Trunkline incoming calls
9818500 or ‘0’
1.1.Transferring Telephone operators
None 3 Seconds
without inquiry PABX
None 10 Seconds
with inquiry PABX
TOTAL: None 13 Seconds
766
7. Distribution of local phone/VoIP’s billing, collection of check
Request for distribution of local phone/VOIP’s billing, collection of check payment and
deposit to Cash Office.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
1. VoIP billing
Cash Office
2. Checks payment
FEES
PROCESSING
TIME
PAID
Make billing Adm Asst
None 3 Days
statement PABX
Head of Unit
Signature None 1 Day
PABX
Adm Asst
Photocopying None 1 Day
PABX
1. Receive Messenger
1.Delivery None 10 Days
VoIP billing PABX
2. Make 2.Collect check
Adm Asst
disburseme payment from None 2 Hours
PABX
nt voucher Cash Office
2.1 Make Adm Asst
None 1 Hour
transmittal PABX
Head of Unit
2.2 Endorse None 10 Seconds
PABX
2.3 Deposit to Adm Asst
None 4 Hours
Cash Office PABX
14 Days, 7
Seconds
767
UMT-PABX Group
(UMT-PABX)
768
Internal Services
1.Installation of new local phone/VoIP

Request for installation of new local phone/VoIP.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
1. Make a request letter for installation of new
local phone/VoIP indicating the purpose, Requesting Party
location of the phone and feature whether
normal or direct inward dialing (DID)
769
FEES TO PROCESS PERSON
BE PAID ING TIME RESPONSIBLE
1. Submit the 2. Receive the request Adm Assistant
None 2 Minutes
request letter letter PABX
1.5 Prepare scheduling for Helpdesk

None 15 Minutes
dispatch PABX
1.6 Ocular inspection the Technicians

None 1 Day
request if possible PABX

letter to the Technical
Coordinator on Head of Unit
None 1 Day
Telephone Services at PABX
University Computer
Center (UCC)
1.8 Recommendation for
UCC Technical
OVCA approval noted
None 1 Day Coordinator on
by the PABX Unit
Telephone Services
1.5 Evaluation and

endorse the None 1 Day OVCA Staff
recommendation to VCA.
1.10 Approval of OVCA None 2 Days VCA
1.11 Returning approval Messenger

None 1 Day
back to PABX Unit PABX
1.12 Inform Technical
Helpdesk
Coordinator on None 1 Hour
PABX
Telephone Services
UCC Technical
1.13 Configuration of
None 2 Hour Coordinator on
dial tone
Telephone Services
1.10 Implementation of the Technicians
None 2 Days
request PABX
9 Days, 3
Minutes
2. Repairing of no dial tone and grounded local phone/VoIP

770
Request for repair of no dial tone and grounded local phone/VoIP.
Office or
UMT- PABX Group
Division:
Type of
Transaction:
Who may
UP Diliman Units/Offices
avail:
1. Report local phone/VoIP Requesting Party
FEES
CLIENT PROCESSING
AGENCY ACTION TO BE PERSON RESPONSIBLE
STEPS TIME
PAID
1. Report local
phone/VoIP to
Helpdesk
PABX 1. Log in to the logbook None 2 Minutes
PABX
Helpdesk
number 2077
1.1 Prepare scheduling Helpdesk
None 15 Minutes
for dispatch PABX
1.2 Troubleshooting of Technicians
None 2 Hours
local phone PABX
2 Hours, 17
TOTAL: None
Minutes
3.Transferring of local phone/VoIP

Request for transfer of local phone/VoIP.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
771
1. Make a request letter with specific
location and phone number Requesting Party
FEES
PROCESSING
TIME
PAID
1. Submit 2. Receive Adm Assistant
None 2 Minutes
request letter request letter PABX
2.1 Endorse to
UCC
Technical Head of Unit
None 10 Minutes
Coordinator PABX
on Telephone
Services
2.2 Inform the
helpdesk for None 15 Minutes
the possibility
2.3 Prepare
Helpdesk
scheduling for None 15 Minutes
PABX
dispatch
2.4 Ocular Technicians
None 2 Hours
inspection PABX
2.5 Configuration
of dial tone if
transfer to None 1 Day
another
building
2.6 Lay out of
inside wiring if Technicians
None 1 Day
no cable PABX
structure
2.7 Transfer of Technicians
None 4 Hours
local phone PABX
2 Days, 6
Minutes
4. Replacement of defective telephone set of local phone/VoIP

Request for replacement of defective telephone set of local phone/VoIP.
Office or
UMT-PABX Group
Division:
772
Type of
Transaction:
1. Reported to PABX Helpdesk Requesting Party
FEES
PROCESSING
TIME
PAID
1. Report the
defective
1. Log in to Helpdesk
telephone set to None 2 Minutes
logbook PABX
helpdesk local
2077
1.1 Prepare
Helpdesk
schedule for None 15 Minutes
PABX
dispatch
1.2 Inspection of Technicians
None 4 Hours
the telephone set PABX
1.3 Prepare ICS of Helpdesk
None 15 Minutes
telephone PABX
1.4 Replacement Technicians
None 1 Day
of telephone set PABX
1 Day, 4 Hours,
TOTAL: None
32 Minutes
5. Requesting repair of direct line or other TELCOS

Request for repair of direct line or other TELCOS.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
773
1. Reported to TELCOS Repair Requesting Party
FEES
PROCESSING
TIME
PAID
1. Report the
direct line to
1. Log in to Helpdesk
PABX helpdesk None 2 Minutes
logbook PABX
local 2077 if it is
defective conduit
1.1 Prepare
Helpdesk
schedule for None 15 Minutes
PABX
dispatch
1.2 Inspection the
Technicians
direct line’s inside None 2 Hours
PABX
wiring
1.3 Lay out inside
PABX Technicians
wiring for None 2 Days
PABX
replacement
2 Days, 2
Minutes
6. Rerouting incoming calls and assisting caller’s inquiry

Request for rerouting of incoming calls and assisting caller’s inquiry.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
1. Incoming Calls Requesting Party
FEES
PROCESSING
TIME
PAID
774
1. Dial UP 1. Receive
Trunkline incoming calls
9818500 or ‘0’
None 3 Seconds
without inquiry PABX
None 10 Seconds
with inquiry PABX
TOTAL: None 13 Seconds
7. Distribution of local phone/VoIP’s billing, collection of check

Request for distribution of local phone/VOIP’s billing, collection of check payment and
deposit to Cash Office.
Office or
UMT-PABX Group
Division:
Type of
Transaction:
1. VoIP billing
Cash Office
2. Checks payment
FEES
PROCESSING
TIME
PAID
Make billing Adm Asst
None 3 Days
statement PABX
Head of Unit
Signature None 1 Day
PABX
Adm Asst
Photocopying None 1 Day
PABX
2. Receive Messenger
2..Delivery None 10 Days
VoIP billing PABX
3. Make 3.Collect check
Adm Asst
disburseme payment from None 2 Hours
PABX
nt voucher Cash Office
775
3.1 Make Adm Asst
None 1 Hour
transmittal PABX
Head of Unit
3.2 Endorse None 10 Seconds
PABX
3.3 Deposit to Adm Asst
None 4 Hours
Cash Office PABX
14 Days, 7
Seconds
776
Office of the Vice Chancellor for Academic
Affairs
(OVCAA)
External Services
1. Student Requests:
1.1 Cross Register/enrolment
Processing of student request to cross register and enroll in other UP units
or university.
Office or
OVCAA Central Office
Division:
Type of
Transaction:
777
1. Letter request of the student endorsed by 1. Requesting party
the Adviser, Department Chair, College
Secretary and Dean or Director;
2. Invitation letter from the host university 2. Host institution
informing the student of the award (if to
cross register abroad);
3. Certification of year standing issued by 3. College Secretary
the student’s home unit
1. Submits Receive the required
required document and encode in Receiving personnel
None 15 Minutes
documents duly the Office Document OVCAA CO
endorsed. Tracking System
2. Check and process the
request
2.1 Review and initial the URA II assigned on
request for endorsement, if Curricular and
None 1 Hour
found in order. Student Matters
OVCAA CO
3. Endorses request for Vice Chancellor for
approval of the Chancellor None 8 Hours Academic Affairs
OVCAA
4. Forwarded to OC
Releasing personnel
through DTS for None 30 Minutes
OVCAA CO
approval
5. For approval of request Chancellor
OC
9 Hours, 45
TOTAL: None
Minutes
1. Student Requests:
1.2 Readmission and extension of MRR Status, request to credit CWTS
and other courses from different colleges and other special student
request.
Processing of student requests for readmission, extension of MRR, credit
of CWTS and other courses from taken from outside
institution/school/university and all other student requests
Office or
Division:
778
Type of
Transaction:
2. Written request endorsed by the 1. Requesting party
Department Chair/Dean
1. Submits 1. Receive the request and
request duly encode in the Office
endorsed by the Document Tracking Receiving personnel
None 15 Minutes
Department System OVCAA CO
Chair and
College Dean
2. Check and process the
request
URA II Assigned for
2. 1 Review and initial the
Curricular and Student
request for endorsement if None 2 Hours Matters
found in order and/or OVCAA CO
approval at the VCAA level
3.Endorses request Vice Chancellor for

favorably for approval if for None 8 Hours Academic Affairs
Chancellor’s action OVCAA
4. Forwarded to OC Releasing personnel
None 30 Minutes
through DTS for approval OVCAA CO
10 Hours, 45
TOTAL: None
Minutes
779
Office of the Vice Chancellor for Academic
Affairs
(OVCAA)
Internal Services
1. Request on matters related to Teaching Associate/Fellows such

as applications, appeals and other request such as slots,
certification, policies and guideline
Processing of requests/applications for Teaching Associate/Fellow position

Office or Division: OVCAA Central Office
Who may avail: Academic Units Faculty
780
. I. For Original Appointment:
1. Fully accomplished OVPAA Form 13.2 OVPAA website for Form 13.1 and Form 13.2
2. Transcript of Records
3. Postgraduate Program of Study for those
currently enrolled;
4. Registration Form 5 for those currently
enrolled
5. 750-1000 words essay in English on the
applicant’s career goals and interest in
teaching, research and/or creative work;
6. Recommendation letters of applicant based
on past performance from 2
teachers/mentors endorsed by the unit head;
7. Proposed courses to teach with specific
tasks
8. and duties;
9. Proposed postgraduate program of study for
baccalaureate graduates;
10. Proposed plan of teaching enhancement and
training;
11. Proposed plan for research and creative
work mentoring
For Renewal:
1. Fully accomplished OVPAA Form 13.1
2. Report of the TA/TF on the program to include
the following: Academic progress, plans for
the semester/term; teaching enhancement
and training, research and creative work;
3. Evaluation report of the Faculty-in-Charge
(FIC) and the TA/TF (for every course
assisted/handled);
4. SET for the courses handled in the previous
semester/term;
5. Certification from the program/dissertation
adviser specifying the progress of the TA/TF
with course work/dissertation;
6. Recommendation letters from the FIC that the
TS/TF will be assisting for the incoming
semester/term.

1. Submit the request 1. Receive the request
letter to OVCAA letter and encode in the Receiving personnel
Office Document None 15 Minutes OVCAA Central
Office (CO)
Tracking System
781
1.1. Check
completeness of
submitted
documents URA II Assigned to
1.1.1 Accomplish 1 Hour, 20 Curricular and
None
checklist and Minutes Student Matters
certifies OVCAA CO
completeness of
submitted
documents
1.2 If document
submitted is in order,
forwards to VCAA Vice Chancellor for
for None 1 Day Academic Affairs
endorsement/approv OVCAA
al of the Chancellor
to the VPAA
2. Forwarded to OC for 2. Dispatch to OC Releasing
endorsement to through DTS None 15 Minutes personnel
VPAA OVCAA CO
1 Day, 1 Hour,
TOTAL: None
35 Minutes
2. Requests related to curriculum matters
Processing of GE-related matters; NSTP-related matters; OFA-related matters

Simple (if complex or highly technical, request is referred to UC Curriculum
Classification:
Committee
Type of
Transaction:
Who may avail: UPD Academic Units
1. Request letter with corresponding GE matters- GE Center
attachments required by the specific OVCAA NSTP matters – NSTP Office
Office OFA matters - OFA
1. Requests 1. Receive the request
forwarded to letter and encode in
Receiving personnel
OVCAA CO from the Office Document None 15 Minutes OVCAA CO
OVCAA office (i.e., Tracking System
GEC/NSTP/OFA)
782
1.1 The document has
been pre-
processed by the
OVCAA Office, for URA II Assigned to
endorsement of Curricular and Student
None 30 Minutes
VCAA; final Matters
checking of OVCAA CO
document for
endorsement/appro
val
1. 1.2 VCAA endorses Vice Chancellor for
for OC approval or None 1 Hours Academic Affairs
approves request. OVCAA
1.3 Release document
with action (approval Releasing personnel
None 15 Minutes
or endorsement for OC OVCAA CO
approval)
TOTAL: None 2 Hours
3. IAADS and QA Assessment related matters
Processing of IAADS and QA assessment matters and processing of documents

related to its activities
Type of
Transaction:
Who may avail: UPD Faculty, REPS and Staff
1. As prescribed by IAADS and QA Requesting Party
1. Submit 1. Receive the request
documents to letter and encode in Receiving personnel
None 15 Minutes
OVCAA Central the Office Document OVCAA CO
Office Tracking System
783
1.1 Process
documents
submitted as
required 2.1
URA I Assigned to
Assess and None
3 Hours IAADS and QA Matters
evaluate submitted None OVCAA CO
documents (upon
request)
1.2 Review/ finalize
the data
1.3 Release/ approve Vice Chancellor for
the request None 5 Minutes Academic Affairs
OVCAA
3 Hours, 20
TOTAL: None
Minutes
4. Matters related to Faculty International Mobility
Assistance and processing of all matters related to faculty international mobility

Classification: Simple to Complex
Who may avail: UPD Faculty (Local and Foreign)
1. On Demand Requesting Pa
1. Submit documents 1. Receive the request
to OVCAA Central letter and encode in Receiving personnel
Office the Office Document None 15 Minutes OVCAA CO
Tracking System
784
1.1. Process
documents
submitted as
required
1.1.2. Assess and
URA II Assigned to
evaluate None
3 Hours Faculty Matters
submitted None OVCAA CO
documents (upon
request)
1.1.2 Review/ finalize
endorsement or
approval
1.2. Release/ approve None 15 Minutes Vice Chancellor for
the request Academic Affairs
OVCAA
2. For complex matters 2. Refer to FRIMC None Pause clock
3 Hours, 30
TOTAL: None
Minutes
5. Processing of Non-Complicated appointment papers of faculty

Appointment papers of faculty for original appointment, renewal, reappointment,
promotion, extension of service beyond compulsory retirement age.
Office or
Division:
Type of
Transaction:
Who may avail: UPD Faculty
Tenure at Asst./Assoc./Professor Level:
1. Updated CV with 1½ x 1½ picture Faculty member
2. Refereed publication
3. Medical certificate with documentary University Health Service
stamp HRDO/HRDO Website
4. Fully accomplished basic paper (HRDO
B-1) Department/College
5. Justification OAT/OUR
6. SET
Reappointment:
1. Updated CV Faculty member
2. Fully accomplished Basic Paper (HRDO HRDO/HRDO website
3. Justification
785
Renewal beyond Faculty Tenure:
B-1)
3. Justification Department/College
4. SET OAT/OUR
Promotion:
2. Diploma of graduate studies/conferment
of graduate degree
5. SET
Extension of Service Beyond Compulsory
Retirement Age of 65
2. Medical Certificate with documentary University Health Service
stamp HRDO/HRDO website
3. Fully accomplished Basic Paper (green
and white form) Department/College
5. SET
Renewal/Reappointment Beyond
Retirement Age
2. Medical certificate with documentary University Health Service
stamp HRDO/HRDO website
3. Fully accomplished Basic Paper (green
and white form) Department/College
5. SET
Automatic Promotion
1. Updated C with 1½ x 1½ picture Faculty member
2. Report for duty from fellowship
3. Confirmation of degree (certificate or Department/College
diploma)
4. Fully accomplished Basic Paper (green HRDO/HRDO website
and white form)
5. Justification Department/College
6. SET (if available) OAT/OUR
Additional Assignment (Original and
Renewal)
1. Fully accomplished Basic Paper (white Department/College
form)
2. Justification
786
Authority to Teach
1. Approved permission/endorsement
from the mother unit Department/College
2. Fully accomplished basic paper
1. Submit 1. Receive the request
documents to letter and documents/
Receiving personnel
OVCAA Central attachments and encode None 15 Minutes
OVCAA CO
Office in the Office Document
Tracking System
2. Process documents
submitted as required
2.1 Assess and evaluate
None 1 Hour URA II Assigned to
submitted documents
Faculty Matters
2.2 Review/ finalize OVCAA CO
None 2 Hours
endorsement or approval
2.3 Approve /endorse the Vice Chancellor for
request None 1 Hours Academic Affairs
OVCAA
3. Release document
to OC for approval or
Releasing personnel
HRDO for release of None 5 Minutes
OVCAA CO
appointment
Release document
4 Hours, 20
TOTAL: None
Minutes
787
General Education Center
(GEC)
External Services
1. Request for crediting of GE course/s

Request of transferees/ shiftees for crediting of GE course/s taken in other CUs or
outside the University
Office or Division: General Education (GE) Center
Type of
Transaction:
Who may avail: UPD Students
788
1. Request letter Requesting letter
1. Submit the 1. Receive the
request letter to the request letter from
UPD UC Committee the UPD UC CSPAG
on Students and encode in the Receiving personnel
Admission, Office Document None 15 Minutes Office Associate
Progress and Tracking System for Research Programs
Graduation
(CSAPG) through
the college/ unit
2. Review the
request letter and
include in the agenda None 20 Minutes Supervisor
of the UPD GE
Committee meeting
3. Review of the
request in UPD GE Committee
coordination with the None 20 days and concerned GE
concerned GE Offering Unit
Offering Unit
4. Prepare a letter to
UC UPD CSAPG
regarding the UPD None 30 Minutes Supervisor
GE Committee’s
action
5. Letter for signature
of the GE Center None 25 Minutes GE Center Director
Director
6. Letter for signature
UPD GE Committee
of the UPD GE
None 25 Minutes Chair/ Vice-Chancellor for
Committee Chair/ Academic Affairs
VCAA
7. Release the letter Releasing personnel
None 5 Minutes Office Associate for
Research Programs
20 Days, 1
TOTAL: None Hour, 50
Minutes
789
790
General Education Center
(GEC)
Internal Services
1. Request for evaluation and endorsement of GE course

proposal/s
Request of college/ unit for evaluation and endorsement of its proposal for
reconfiguration/ revision/ institution of a GE course for endorsement to System
GE Council
Type of
Transaction:
Who may avail: GE Offering Unit in the UPD
791
1. Accomplished GE Course Proposal Template General Education (GE) Center
2. Covering letter Requesting party
1. Submit the 1. Receive the required
required documents document and encode in the Office Associate
to GE Center Office Document Tracking for Research
None 15 Minutes
through the System Programs
concerned UPD GE GEC
Cluster Committee
2. Review the format of the Office Associate
submitted GE course for Incubation
None 1 Hours
proposal Programs
GEC
3. Include in the agenda of
Supervisor
the UPD GE Committee None 1 Hours
GEC
meeting
4. Evaluate the proposal for UPD GE
endorsement to the System None 14 days Committee
GE Council
5. Update the unit regarding Office Associate
the Committee’s action None 1 Hours
for Incubation
Programs
GEC
6. Do revisions per
Committee’s comments/ None 5 days College/ unit
suggestions
7. Endorse and forward the Office Associate
GE course proposal to the for Research
None 1 Hours
System GE Council Programs
GEC
20 Days, 4
TOTAL: None
Hours
2. Request for a copy of GE course syllabus

Request of unit for a copy of GE course syllabus approved by the UP Office of the
President
Office or
General Education (GE) Center
Division:
Type of
Transaction:
792
1. Request letter Requesting party
1. Submit the 1. Receive the request letter
request letter to and encode in the Office Receiving personnel
None 15 Minutes
GE Center Document Tracking System GEC
1.2 Review and approval of Supervisor

the request None 20 Minutes and Director
GEC
1.3 Prepare a copy of the Office Associate for
syllabus None 20 Minutes Incubation Programs
GEC
1.4 Release the copy Releasing personnel
None 5 Minutes
GEC
TOTAL: None 1 Hour
3. Request for simple data or report on GE matters

Request of unit for simple data or report regarding GE matters available at the GE
Center
Office or
Division:
Type of
Transaction:
request letter to and encode in the Office Receiving personnel
None 15 Minutes
GE Center Document Tracking System GEC
2. Review and approval of Supervisor

the request None 30 Minutes and Director
GEC
3. Prepare a copy of the Office Associate for
syllabus None 1 Hours Incubation Programs
GEC
4. Release the copy Releasing personnel
None 5 Minutes GEC
793
TOTAL: None 2 Hours
4. Request for complex data or report on GE matters

Request of unit for complex data or report regarding GE matters
Office or
Division:
Type of
Transaction:
1. Request letter Requesting Party
request letter to and encode in the Office
GE Center Document Tracking System Receiving personnel
None 15 Minutes GEC
2. Review and approval of Supervisor

None 30 Minutes
the request and GE Center Director
3. Prepare the data/ report
Office Associate for
in coordination with None 6 Days Incubation Programs
concerned Office/s
4. Review/ finalize the data Supervisor
None 2 Hours
and GE Center Director
5. Release the copy Releasing personnel
None 5 Minutes Office Associate for
Incubation Programs
6 Days, 2
Minutes
5. Request to use the OVCAA Curriculum Group Resource Center

as venue
Request of unit to use the OVCAA Curriculum Group Resource Center as venue
for meetings and other activities
794
Type of
Transaction:
1. Submit the 1. Receive the
request letter to request letter and Receiving personnel
GE Center encode in the Office None 15 Minutes Office Associate
Document Tracking for Research Programs
System
2. Review/ approval Supervisor
None 10 Minutes
of the request and GE Center Director
3. Release of the Releasing personnel
approval None 5 Minutes Office Associate
for Research Programs
6. Request to use GE materials

Request of unit to use GE materials at the OVCAA Curriculum Group Resource
Center
Type of
G2G – Government to Government
Transaction:
1. Sign in the logbook General Education (GE) Center
1. Sign in the log 1. Get the client’s
book and leave the bag and give a
bag at the counter number
Assigned Staff
1.1 Use the GE None
15 Minutes GE Center
materials
1.2. Attend to client’s
need, if necessary
795
2. If the client is 3. Give the client’s
done, sign out the bag Assigned Staff
None 15 Minutes
log book and give GE Center
back the number
796
Interactive Learning Center Diliman
(ILCD)
External Services
1. Helpdesk/Ticketing System - Opening a New Ticket
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman Students
797
ILCD Helpdesk
1. Email address
https://helpdesk.ilc.upd.edu.ph
1.Login to
https://helpdesk.il
c.upd.edu.ph
2. Select the help
1. Confirmation of request
topic, fill out and None 2 Minutes (N/A - Automated)
will be sent via email
submit the form
2. Helpdesk/Ticketing System Level I Ticket (Basic queries or

support, potentially doable in one seating)
Office or
Division:
Type of
Government to Citizen (External Client: Students)
Transaction:
1. Ticket Number ILCD Helpdesk
2. Email address https://helpdesk.ilc.upd.edu.ph
1.Client lodges a ICT Associates / ICT
ticket via Assistants / Creative
1.Open/answer the ticket. None 2 Minutes
https://helpdesk.il Arts Specialists
c.upd.edu.ph ILC Diliman
2. Send feedback / access
None - (N/A - Automated)
link to client via email.
3. Helpdesk/Ticketing System Level II Ticket (Intermediate concerns

server/database)
798
Office or
Division:
Type of
G2C = Government to Citizen (External Client: Students)
Transaction:
ILCD helpdesk
1. Ticket/Letter/Email/Call
1. Open/review the ticket. None 2 Minutes
https://helpdesk.il Arts Specialists
c.upd.edu.ph ILC Diliman
ICT Associates / ICT
Assistants / Creative
2. Conduct investigation None 6 Days Arts Specialists
ILC Diliman
3. Answer the ticket None 2 Minutes
Arts Specialists
ILC Diliman
6 Days, 4
TOTAL: None
Minutes
4. Helpdesk/Ticketing System Level III (Intermediate and advanced

Office or
Division:
Type of
Transaction:
799
ILCD helpdesk
1. Open/review the ticket. None 2 Minutes
https://helpdesk.ilc Arts Specialists
.upd.edu.ph ILC Diliman
2. Conduct initial Assistants / Creative
None 6 Days
investigation Arts Specialists
ILC Diliman
3. Conduct further
investigation and/or None 10 Days Arts Specialists
proceed with development ILC Diliman
4. Finalize and/or make Assistants / Creative
None 3 Days
report Arts Specialists
ILC Diliman
5. Answer the ticket None 2 Minutes
Arts Specialists
ILC Diliman
19 Days, 4
TOTAL: None
Minutes
5. Management Systems/UVLe
Office or
Division:
Type of
Transaction:
1. Ticket/Letter/Email/Call ILCD
800
1.Submit letter of 1. Receive letter of UVLe
System Administrator
UVLe-related concerns. Forward the None 1 Day ILC Diliman
concerns request to ILCD Director.
Admin Officer/
2.Reply through email None 4 Hours Director
ILC Diliman
System Administrator. System Administrator/
ICT Associates /
System Administrator/ None 5 Days
Assistants
Programmers to process ILC Diliman
request.
Admin Officer/
4. Provide feedback to
None 4 Hours Director
client ILC Diliman
TOTAL: None 7 Days
6. Management Systems/Pages
Office or
Division:
Type of
Transaction:
1. Ticket/Letter/Email/Call ILC Diliman
1.Submit letter of 1. Receive letter of Pages
Pages-related concerns. Forward the None 1 Day ILC Diliman
Admin Officer/
ILC Diliman
ICT Associates /
Assistants
request.
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
801
7. Management Systems/Conference
Office or
Division:
Type of
Transaction:
1. Receive letter of
1.Submit letter of
Conferences concerns. System Administrator
Conferences- None 1 Day
Forward the request to ILC Diliman
related concerns
ILCD Director.
Admin Officer/
ILC Diliman
ICT Associates /
System Administrator/ None 5 Days Assistants
request.
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
8. Collaborative Platforms/Iskwiki/Iskomunidad
Office or Division: Interactive Learning Center Diliman

1. Ticket/Letter/Email/Call ILC Diliman.
802
1.Submit letter of System
Iskomunidad concerns.
Iskomunidad-related None 1 Day Administrator
concerns
ILCD Director.
Admin Officer/
ILC Diliman
3. Forward request to System
System Administrator. Administrator/ ICT
System Administrator/ None 5 Days Associates /
Programmers to process Assistants
request. ILC Diliman
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
9. Information Services/Website and online learning resources
Office or
Division:
Type of
Transaction:
1.Submit letter of 1. Receive letter of Admin Officer /
Learning Learning resources Creative Arts
None 1 Day
resources-related concerns. Forward the Specialists
concerns request to ILCD Director. ILC Diliman
Admin Officer/
ILC Diliman
Creative Arts
Creative Arts Specialists.
None 5 Days Specialists
Creative Arts Specialists to ILC Diliman
process request.
803
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
10. Training, Education & Development/Training on ILCD services or

Office or
Division:
Type of
Transaction:
1.Submit letter of
request/ concern/s. Admin Officer
training-related None 1 Day
concerns
ILCD Director.
Admin Officer/
ILC Diliman
3. Forward to ICT ICT Associates / ICT
Assistants /
Associates / Assistants or 14 Days, 4
None Creative Arts
Creative Arts Specialists to Hours Specialists
process request. ILC Diliman
Assistants /
Creative Arts
4. Conduct the activity None 4 Days
Specialists/
Director
ILC Diliman
TOTAL: None 20 Days
11. Training, Education & Development/One-on-one consultations on

edtech
804
Office or
Division:
Type of
Transaction:
1.Client goes to ICT Associates / ICT
the office for one- Assistants /
1.Conduct tutorial / Creative Arts
on-one None 4 Hours
proceed with consultation Specialists/
consultations on Director
EdTech ILC Diliman
TOTAL: None 4 Hours
12. Training, Education & Development/Internship or R&D

Training, Education & Development/Internship or R&D
Office or
Division:
Type of
Transaction:
Who may avail: UP Students, Other universities/schools
1. Letter/Email Requesting Internship Client
2. Memorandum of Agreement (MOA) ILC Diliman/School
3. Resume of Student Interns Client
1.Submit letter
1. Receive letter of request Administrative
requesting None 2 Minutes
regarding Internship ILC Diliman
Internship
1.1. Check for existing
MOA between UPD and 5 Days
None
school (verify with DLO / (paused-clock)
OFA / OIL Diliman)
805
1.2. If no MOA, send letter
declining request using None 5 Minutes
approved template
1.3. If MOA exists, review
MOA and forward to None 1 Day
Director
2.For Director’s action 3 Days Director
None
2.1 Review request letter (paused-clock) ILC Diliman
2.2. Forward to System

Administrator / Creative None 2 Minutes
Arts Specialist
3. For System
Administrator’s action
/ Creative Arts
3.1 Review credentials of
None 1 Hour Specialist / Internship
applicant Supervisors
ILC Diliman
3.2. Send letter to
applicant for interview and
None 9 Minutes
examination schedule
using approved template
4. Confirm
Internship
attendance for 4. Receive letter of 5 Days
None Supervisors
interview and confirmation (paused-clock) ILC Diliman
examination
5. Show up for Internship
5. Conduct interview and
interview and None 1 Day Supervisors
examination ILC Diliman
examination
6. Wait for result of
interview and examination
6.1. Prepare summary Internship
report of interview and None 2 Hours Supervisors
6.2. Review results of / Creative Arts
None 1 Hour
interview and examination Specialist
ILC Diliman
Internship
Supervisors / Creative
6.3. Identify project type
None 1 Day Arts Specialist /
and project team System Administrator
ILC Diliman
6.4. Send acceptance
letter to applicant using None 5 Minutes
approved template
806
Director /
7.Confirmation Administrative Officer
letter to pursue 7. Acknowledge letter None 2 Minutes / System
internship Administrator
ILC Diliman
16 Days, 4
Minutes
13. Multi Media Services / Video Recording
Office or
Division:
Type of
Transaction:
Client
1. Letter/Email/Ticket
ILCDiliman
2. Conforme
Helpdesk
1. (a) Submit a 1. (a) Receive letter of Administrative Officer
letter requesting request for video recording /
video recording at (b) Open ticket Creative Arts
least 2 weeks Specialist
None 2 Minutes ILC Diliman
before the event
proper
(b) Submit a
ticket
1.1. Identify nature of Creative Arts
event (Academic/ Specialist
Non-academic/ None 5 Minutes ILC Diliman
UC Meeting/
Extension service)
1.2. Identify if event is in Creative Arts
accordance with ILC None 5 Minutes Specialist
Diliman’s mandate ILC Diliman
1.3. Check ILC Diliman’s Creative Arts
calendar of events for Specialist /
None 5 Minutes
availability of requested Administrative Officer
ILC Diliman
807
date, time and/or
production personnel
2. For Creative Arts
Specialist’s action
2.1 If the event is not in Creative Arts
accordance with ILC Specialist / Director
Diliman’s mandate; ILC Diliman
unavailability of requested
date, time and/or None 10 Minutes
production personnel;
send letter declining
request using approved
template
2.2. If accordance with ILC Creative Arts
Diliman’s mandate, Specialist
forward request for ILCD
Director’s action
3. For Director’s action
3.1. Forward request to Director
3 Days
Creative Arts Specialist’s None ILC Diliman
(paused-clock)
action
4. Ffor Creative Arts
4.1. Prepare quotation Creative Arts
(rates/fees) None 5 Minutes Specialist
ILC Diliman
4.2. Prepare letter to client Creative Arts
using approved template; None 5 Minutes Specialist
attached quotation ILC Diliman
4.3. Forward letter for Creative Arts
Administrative Officer’s None 2 Minutes Specialist
action ILC Diliman
5. Ffor AO’s action
5.1 Receive letter Administrative Officer
5.2. Check computation of Administrative Officer
rates/fees
5.3. Send letter to client Administrative Officer
None 2 Minutes / Director
ILC Diliman
2. Send conforme 2. Receive conforme 5 Days Administrative Officer
None ILC Diliman
(paused-clock)
2.1. Advise Creative Arts Administrative Officer
Specialist of client’s None 2 Minutes ILC Diliman
conforme
808
3. Make 3. Add to calendar of Creative Arts
arrangements with events None 2 Minutes Specialist
ILCD for ILC Diliman
necessary 1 Send notification to Creative Arts
schedule and production personnel Specialist
availability of
venue for possible
technical setup
2. Request for Creative Arts
transportation from None 5 Minutes Specialist
OVCAA ILC Diliman
3. Production coordinator Creative Arts
makes an ocular Specialist /
None 30 Minutes
inspection Production Team
ILC Diliman
4. Prepare production Creative Arts
equipment Specialist /
None 1 Day
Production Team
ILC Diliman
4. Coordinate with Production ingress (day Production Team
ILC Diliman before setup) None 4 Hours ILC Diliman
production team
5. Coordinate with 5. Production Proper Production Team
ILC Diliman ILC Diliman
None 1 Day
Production
Coordinator
Production Team
5.1 Production Egress None 1 Hour ILC Diliman
5.2. Prepare billing
statement using approved None 5 Minutes
ILC Diliman
template
please Administrative Officer
5.3. Send to client billing
see table 2 Minutes / Director
statement ILC Diliman
below
5.4. Receive copy of 5 Days Administrative Officer
None
Official Receipt (paused-clock) ILC Diliman
6. For Senior ICT
Assistant’s action
Creative Arts
6.1. Endorse raw footage
None 5 Minutes Specialist
for post-production ILC Diliman
Senior ICT Assistant
6.1. Post production None 10 Days ILC Diliman
6. Receive file
Release final video (.mp4) None 2 Minutes / Director
copy ILC Diliman
809
please 25 Days, 6
TOTAL: see table Hours, 45
below Minutes
TABLE OF FEES TO BE PAID:

FEES TO BE PAID
SERVICES
UP Constituents Non-UP Parties
Video Recording PHP 4,000.00/Hour PHP 8,000.00/Hour
14. Multi Media Services / Streaming ONLY
Office or
Division:
Type of
Transaction:
Client
ILCDiliman
2. Conforme
Helpdesk
1. (a) Submit letter
requesting video
1. (a) Receive letter of Creative Arts
streaming at least
request for video Specialist
2 weeks before None 2 Minutes
streaming (only) ILC Diliman
the event
(b) Open ticket
(b) Submit a
ticket
810
1.1. Identify nature of
event (Academic/
Non-academic/
Extension service)
1.2. Identify if event is in
accordance with ILC
Diliman’s mandate Creative Arts
1.3. Check ILC Diliman’s 1 Day, 15 Specialist
None
calendar of events for Minutes ILC Diliman
availability of requested
date, time and/or
1.4. Coordinate with UP
Computer Center if venue
has available internet
connection
2.1 If the event is not in
accordance with ILC
Diliman’s mandate;
date, time and/or Creative Arts
production personnel; and None 12 Minutes Specialist
internet connection ILC Diliman
template
2.2. If accordance with ILC
Diliman’s mandate,
Director’s action
3 Days
(paused-clock)
action
4.1. Prepare quotation
(rates/fees)
Creative Arts
4.2. Prepare letter to client
using approved template; ILC Diliman
attached quotation
4.3. Forward letter for
Administrative Officer’s
action
811
5. For AO’s action
5.1. Receive letter
5.2. Check computation of None 9 Minutes ILC Diliman
rates/fees
5.3. Send letter to client
7. Send conforme 7. Receive conforme 5 Days Administrative Officer
None
(paused-clock) ILC Diliman
7.1. Advise Creative Arts
Specialist of client’s None 2 Minutes
ILC Diliman
conforme
8. Add to calendar of Creative Arts
events None 2 Minutes Specialist
ILC Diliman
8.1. Request for Creative Arts
transportation from None 5 Minutes Specialist
OVCAA ILC Diliman
8.2. Send notification to Creative Arts
production personnel None 2 Minutes Specialist
ILC Diliman
9. Submit pubmat 9. Prepare youtube Creative Arts
5 Days
channel None Specialist
9.1. Prepare quicklink System Administrator
None 1 Day ILC Diliman
9.2. Prepare website link Junior ICT Associate /
None 1 Day Production Team
ILC Diliman
10. Make 10. Production coordinator
arrangements for makes an ocular Creative Arts
necessary inspection Specialist /
schedule and None 30 Minutes Production Team
availability of ILC Diliman
venue for possible
testing
10.1. Prepare production Production Team
equipment None 1 Day ILC Diliman
10.2. Notify UPCC for Creative Arts

testing date and time Specialist / System
None 5 Minutes Administrator
ILC Diliman
11. Coordinate 11. Test stream System Administrator

with ILC Diliman / Production
Production Coordinator/ Junior
None 1 Day
Coordinator ICT Associate /
Production Team
ILC Diliman
812
11.1. Production Ingress
1 Day, 3 Hours Production Team
11.2.Production proper None ILC Diliman
11.3. Production Egress
11. Prepare billing
12. Wait for Administrative Officer
client’s action ILC Diliman
template
below
11.3. Receive copy of 5 Days
None
Official Receipt (paused-clock)
TOTAL: please 19 Days, 4
see table Hours, 43
below Minutes

FEES TO BE PAID
SERVICES
Streaming only PHP 1,500.00/Hour PHP 1,500.00/Hour
15. Multi Media Services / Video Recording with Streaming

Type of Transaction: Government to Citizens
Client
ILCDiliman
2. Conforme
Helpdesk
1. (a) Submit a letter 1. (a) Receive letter of
requesting video request for video recording Administrative
recording with with streaming Officer / Creative
streaming at least 2 (b) Open ticket None 2 Minutes Arts Specialist
weeks before the ILC Diliman
event proper
(b) Submit a ticket
813
event (Academic/
Non-academic/
UC Meeting/
Extension service)
Specialist
accordance with ILC None 15 Minutes ILC Diliman
Diliman’s mandate
1.3. Check ILC Diliman’s
calendar of events for
date, time and/or
production personnel,
1.4. Coordinate with UP Creative Arts
Computer Center if venue Specialist /
has available internet None 1 Day System
connection Administrator
ILC Diliman
accordance with ILC
date, time and/or
Creative Arts
production personnel; and
internet connection ILC Diliman
template
2.2 If accordance with ILC
Director’s action
Director
3.1. Forward request to 3 Days
None ILC Diliman
Creative Arts Specialist’s (paused-clock)
action
814
(rates/fees)
Creative Arts
using approved template; ILC Diliman
attached quotation
action
5.1. Receive letter
5.2. Check computation of Administrative
rates/fees None 9 Minutes Officer / Director
ILC Diliman
5.3. Send letter to client
2. Send conforme 2. Receive conforme 5 Days

None
(paused-clock)
Specialist of client’s None 2 Minutes
conforme Creative Arts
2.2. Add to calendar of Specialist /
events
Officer / Director
2.3. Request for ILC Diliman
transportation from None 5 Minutes
OVCAA
2.4. Send notification to
production personnel None 2 Minutes
5 Days
8.1. Prepare quicklink System
None 1 Day Administrator
ILC Diliman
8.2. Prepare website link Junior ICT
None 1 Day Associate
ILC Diliman
9. Make arrangements for
necessary schedule and
availability of venue for
possible testing video
stream
9.1 Production coordinator Creative Arts
makes an ocular Specialist /
inspection None 30 Minutes Production Team
ILC Diliman
815
None 1 Day
equipment ILC Diliman
testing date and time Specialist /
Officer
ILC Diliman
10. For Production
Coordinator’s action
10.1 Test stream System
Administrator /
Production
Coordinator/
None 1 Day Junior ICT
Associate /
Production Team
ILC Diliman
4. Coordinate with 4.1. Production ingress
ILC Diliman (day before setup)
None 4 Hours
Production Production Team
Coordinator ILC Diliman
4.2 Production Proper None 1 Day
4.3. Production Egress None 1 Hour
5. Wait for client’s
action
template
Administrative
please
5.2. Send to client billing Officer
see table 2 Minutes ILC Diliman
statement
below
None
6. For Senior ICT
Creative Arts
for post production ILC Diliman
Senior ICT
6.2. Post production None 10 Days Assistant
ILC Diliman
Administrative
15. Receive file copy Release final video (.mp4) None 2 Minutes Officer
ILC Diliman
please 34 Days, 6
below Minutes
816
FEES TO BE PAID
SERVICES
Video Recording with Streaming PHP 5,000.00/Hour PHP 10,000.00/Hour
16. Multi Media Services / Video Conferencing (Polycom machine

Only)

1. Letter/Email/Ticket Client
2. Conforme ILCDiliman
3. Contact details remote site Helpdesk
1. (a) Submit letter 1. (a) Receive letter of
requesting video request for video
conference at least 2 conference
None 2 Minutes
weeks before the (b) Open ticket
event
(b) Submit a ticket
1.1. Identify nature of None 5 Minutes
event (Academic/ Creative Arts
Non-academic/ Specialist
Extension service) ILC Diliman
1.2. Identify if event is in None 5 Minutes
accordance with ILC
Diliman’s mandate
1.3. Check ILC Diliman’s None 5 Minutes
date, time, venue, and/or
2. Wait for Creative Arts
2.1 If the event is not in None 10 Minutes Creative Arts
accordance with ILC Specialist
817
date, time, venue and/or
template
2.2. If accordance with ILC None 2 Minutes
Director’s action
3.1. Forward request to None 3 Days Director
Creative Arts Specialist’s (paused-clock) ILC Diliman
action
3.2. Prepare quotation None 5 Minutes Creative Arts
(rates/fees) Specialist
3.3. Prepare letter to client None 5 Minutes ILC Diliman
using approved template;
attached quotation
3.4. Forward letter for None 2 Minutes
action
4.1. Receive letter None 2 Minutes Administrative
Officer
rates/fees
4.3. Send letter to client None 2 Minutes
2. Send conforme 2.1 Receive conforme None 5 Days Administrative
(paused-clock) Officer
2.2. Advise Creative Arts None 2 Minutes ILC Diliman
Specialist of client’s
conforme
2.3. Add to calendar of None 2 Minutes Creative Arts
events Specialist
2.4. Send notification to None 2 Minutes ILC Diliman
3. Submit contact 3. Prepare equipment None 1 Hour Creative Arts
details of remote site Specialist
for video call test ILC Diliman
3.1. Test video call None 30 Minutes Creative Arts
Specialist /
System
Administrator /
Production Team
ILC Diliman
818
4. Coordinate with 4 Production Ingress None 2 Hours
Production Team
ILC Diliman
ILC Diliman
Production
Coordinator
4.1 Production proper None 4 Hours Production Team
ILC Diliman
4.2. Production Egress None 1 Hour Production Team
ILC Diliman
4.3 Prepare billing
template
Administrative
please
4.4 Send to client billing Officer
statement
below
None
please 9 Days,1
TOTAL: see table Hour, 33
below Minutes

FEES TO BE PAID
SERVICES
Video Conferencing (Polycom System) PHP 1,000.00/Hour PHP 2,000.00/Hour
17. Multi Media Services / Video Conferencing (Rental of equipment

Only)
Multi Media Services / Video Conferencing (Rental of equipment Only)
1. Ticket/Letter/Email/Ticket Client
2. Conforme ILC Diliman
819
None 2 Minutes
weeks before the (b) Open ticket
event
(b) Submit a ticket
None 5 Minutes
Non-academic/ Specialist
Extension service) ILC Diliman
1.2. Identify if event is in
accordance with ILC None 5 Minutes
Diliman’s mandate
availability of requested None 5 Minutes
2. Wait for Creative Arts
accordance with ILC
Creative Arts
Specialist
date, time, venue and/or None 10 Minutes ILC Diliman
template
2.2. If accordance with ILC Creative Arts
None 2 Minutes
forward request for ILCD ILC Diliman
Director’s action
3. For Director’s action Director
ILC Diliman
3 Days
Creative Arts Specialist’s None
(paused-clock)
action
None 5 Minutes
(rates/fees) Creative Arts
5.2. Prepare letter to client Specialist
using approved template; None 5 Minutes ILC Diliman
attached quotation
820
Administrative Officer’s None 2 Minutes
action
6.1 Receive letter None 2 Minutes
Administrative
6.2. Check computation of
None 5 Minutes Officer / Director
rates/fees ILC Diliman
None
(paused-clock) Administrative
2.1. Advise Creative Arts Officer
Specialist of client’s None 2 Minutes ILC Diliman
conforme
2.2 Add to calendar of
None 2 Minutes Creative Arts
events
Specialist
2.3. Send notification to ILC Diliman
None 2 Minutes
3. Submit contact 3. Prepare equipment Creative Arts
details of remote site None 1 Hour Specialist /
for video call test Production Team
3.1. Test video call None 30 Minutes ILC Diliman
4. Coordinate with 4.1. Production Ingress None 2 Hours

ILC Diliman Production Team
4.2 Production proper None 4 Hours ILC Diliman
Production
Coordinator 4.3. Production Egress None 1 Hour
5. Prepare billing
template
Administrative
please
see rate 2 Minutes ILC Diliman
statement
below
None
please 9 Days,1
TOTAL: see rate Hour, 33
below Minutes
821
FEES TO BE PAID
SERVICES
Video Conferencing (Equipment only) PHP 1,015.00/Hour PHP 2,650.00/Hour
1.Video Camera PHP 300.00/Hour PHP 800.00/Hour
2.LED Monitor PHP 150.00/Hour PHP 500.00/Hour
3.LCD Projector (3000 lumens) PHP 150.00/Hour PHP 500.00/Hour
4.LCD Projector (4000 lumens) PHP 300.00/Hour PHP 1,000.00/Hour
5.Laptop PHP 15.00/Hour PHP 50.00/Hour
6.Room (1st 4 hours) PHP 400.00/Hour PHP 800.00/Hour
*Full list of rates may be found in

http://iskwiki.upd.edu.ph/index.PHP/ILC_Diliman_Multimedia_Services_Rate#.XXiCUig
zbb0
822
(ILCD)
Internal Services
823
1. Helpdesk/Ticketing System - Opening a New Ticket
Helpdesk/Ticketing System - Opening a New Ticket
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman Units/Offices & Faculty
ILCD Helpdesk
1. Email address
1.Login to
https://helpdesk.ilc
.upd.edu.ph
2. Select the help
1. Confirmation of request
topic, fill out and None 2 Minutes (N/A - Automated)
will be sent via email
submit the form
TOTAL: None 2. Minutes
2. Helpdesk/Ticketing System Level I Ticket (Basic queries or

support, potentially doable in one seating)
1. Ticket Number ILCD Helpdesk
2. Email address https://helpdesk.ilc.upd.edu.ph
824
ICT Associates /
1.Client lodges a ICT Assistants /
ticket via Creative Arts
1. Open/answer the ticket. None 2 Minutes
https://helpdesk.ilc.up Specialists
d.edu.ph
ILC Diliman
2. Send feedback / access (N/A -

None -
link to client via email. Automated)
3. Helpdesk/Ticketing System Level II Ticket (Intermediate concerns

server/database)
Office or
Division:
Type of
Transaction:
ILCD helpdesk

1. Open/review the ticket. None 2 Minutes Arts Specialists
https://helpdesk.ilc
.upd.edu.ph ILC Diliman

2. Conduct investigation None 6 Days Arts Specialists
ILC Diliman
825
3. Answer the ticket None 2 Minutes Arts Specialists
ILC Diliman

6 Days, 4
TOTAL: None
Minutes
4. Helpdesk/Ticketing System Level III (Intermediate and advanced


Type of
Transaction:
ILCD helpdesk

1. Open/review the ticket. None 2 Minutes Arts Specialists
https://helpdesk.ilc.
upd.edu.ph ILC Diliman

2. Conduct initial Assistants / Creative
None 6 Days Arts Specialists
investigation
ILC Diliman
3. Conduct further ICT Associates / ICT

investigation and/or None 10 Days Assistants / Creative
proceed with development Arts Specialists
826
ILC Diliman

4. Finalize and/or make Assistants / Creative
None 3 Days Arts Specialists
report
ILC Diliman

5. Answer the ticket None 2 Minutes Arts Specialists
ILC Diliman

19 Days, 4
TOTAL: None
Minutes
5. Management Systems/UVLe

Type of
Transaction:
Who may avail: UP CUs
1. Ticket/Letter/Email/Call ILCD
1.Submit letter of 1. Receive letter of UVLe
UVLe-related concerns. Forward the None 1 Day
ILC Diliman
Admin Officer/
ILC Diliman
System Administrator/
System Administrator.
ICT Associates /
Assistants
request.
827
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
6. Management Systems/Pages

Who may avail: UP Diliman Units/Offices, Faculty and REPS
1.Submit letter of 1. Receive letter of Pages System
Pages-related concerns. Forward the None 1 Day Administrator
concerns request to ILCD Director. ILC Diliman
Admin Officer/
ILC Diliman
3. Forward request to System
System Administrator. Administrator/
System Administrator/ None 5 Days ICT Associates /
Programmers to process Assistants
request. ILC Diliman
Admin Officer/
client
ILC Diliman
TOTAL: None 7 Days
7. Management Systems/Conference

Type of
Transaction:
828
1.Submit letter of
Conferences concerns. System Administrator
Conferences-related None 1 Day
concerns
ILCD Director.
Admin Officer/
ILC Diliman
System Administrator/
System Administrator.
ICT Associates /
Assistants
request.
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
8. Collaborative Platforms/Iskwiki/Iskomunidad

Type of
Transaction:
1.Submit letter of
Iskomunidad concerns. System Administrator
Iskomunidad- None 1 Day
related concerns
ILCD Director.
Admin Officer/
ILC Diliman
829
ICT Associates /
System Administrator/ None 5 Days Assistants
request.
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
9. Information Services/Website and online learning resources

Who may avail: UP Diliman Units/Offices, Faculty
1. Receive letter of Admin Officer /
1.Submit letter of
Learning resources Creative Arts
Learning resources- None 1 Day
concerns. Forward the Specialists
related concerns ILC Diliman
request to ILCD Director.
Admin Officer/
ILC Diliman
Creative Arts
Creative Arts Specialists.
None 5 Days Specialists
Creative Arts Specialists to ILC Diliman
process request.
Admin Officer/
client ILC Diliman
TOTAL: None 7 Days
10. Training, Education & Development/Training on ILCD services or

830
Type of
Transaction:
1.Submit letter of
request/ concern/s. Admin Officer
training-related None 1 Day
concerns
ILCD Director.
Admin Officer/
ILC Diliman
3. Forward to ICT ICT Associates / ICT
Assistants /
Associates / Assistants or
None 14.5 Days Creative Arts
Creative Arts Specialists to Specialists
process request. ILC Diliman
Assistants /
Creative Arts
4. Conduct the activity None 4 Days
Specialists/
Director
ILC Diliman
TOTAL: None 20 Days
11. Training, Education & Development/One-on-one consultations on

edtech

Type of
Transaction:
831
1.Client goes to the Assistants /
office for one-on- 1.Conduct tutorial / Creative Arts
None 4 Hours
one consultations proceed with consultation Specialists/
on EdTech Director
ILC Diliman
TOTAL: None 4 Hours
12. Training, Education & Development/Internship or R&D

Who may avail: UP Diliman Units/Offices; UP CUs
1. Letter/Email Requesting Internship Client
2. Memorandum of Agreement (MOA) ILC Diliman/School
3. Resume of Student Interns Client
1.Submit letter 1. Receive letter of request Administrative
None 2 Minutes
requesting Internship regarding Internship ILC Diliman
1.1. Check for existing
Diliman Legal
MOA between UPD and 5 Days
None Office/
school (verify with DLO / (paused-clock) OFA
OFA / OIL Diliman)
1.2. If no MOA, send letter
declining request using None 5 Minutes
approved template
1.3. If MOA exists, review
MOA and forward to None 1 Day
Director
2.For Director’s action
3 Days
2.1 Review request letter None
(paused-clock)
Director
2.2. Forward to System ILC Diliman
Administrator / Creative None 2 Minutes
Arts Specialist
3. For System
832
3.1 Review credentials of System
None 1 Hour Administrator /
applicant
Creative Arts
3.2. Send letter to
Specialist /
applicant for interview and Internship
None 9 Minutes
examination schedule Supervisors
using approved template ILC Diliman
4. Confirm attendance Internship
4. Receive letter of 5 Days
for interview and None Supervisors
confirmation (paused-clock) ILC Diliman
examination
5. Show up for Internship
5. Conduct interview and
interview and None 1 Day Supervisors
examination
6. For result of interview
and examination
6.1. Prepare summary Internship
report of interview and None 2 Hours Supervisors
System
Administrator /
6.2. Review results of
None 1 Hour Creative Arts
interview and examination Specialist
ILC Diliman
6.3. Identify project type Internship
None 1 Day Supervisors /
and project team
Creative Arts
6.4. Send acceptance Specialist /
letter to applicant using None 5 Minutes System
approved template Administrator
ILC Diliman
Director /
Administrative
7.Confirmation letter
7. Acknowledge letter None 2 Minutes Officer / System
to pursue internship Administrator
ILC Diliman
16 Days, 4
Minutes
13. Multi Media Services / Video Recording

Type of
Transaction:
833
Client
ILCDiliman
2. Conforme
Helpdesk
1. (a) Submit a 1. (a) Receive letter of None 2 Minutes Administrative Officer
letter requesting request for video recording /
video recording at (b) Open ticket Creative Arts
least 2 weeks Specialist
before the event ILC Diliman
proper
(b) Submit a
ticket
1.1. Identify nature of None 5 Minutes Creative Arts
Non-academic/ ILC Diliman
UC Meeting/
Extension service)
1.2. Identify if event is in None 5 Minutes Creative Arts
accordance with ILC Specialist
1.3. Check ILC Diliman’s None 5 Minutes Creative Arts
calendar of events for Specialist /
availability of requested Administrative Officer
date, time and/or ILC Diliman
2.Wait for Creative Arts
2.1 If the event is not in None 10 Minutes Creative Arts
accordance with ILC Specialist / Director
date, time and/or
production personnel;
template
2.3. If accordance with ILC None 2 Minutes Creative Arts
Director’s action
834
action
attached quotation
action
5.1. Receive letter None 2 Minutes Administrative Officer
/ Director
rates/fees
2. Send conforme 1. Receive conforme None 5 Days Administrative Officer
1.1. Advise Creative Arts None 2 Minutes
conforme
3. Make 3. Add to calendar of None 2 Minutes Creative Arts
arrangements for events Specialist
necessary ILC Diliman
schedule and
availability of venue
for possible
technical setup
3.1 Send notification to None 2 Minutes Creative Arts
production personnel Specialist
3.2. Request for None 5 Minutes ILC Diliman
transportation from
OVCAA
3.3. Production None 30 Minutes Creative Arts
coordinator makes an Specialist /
ocular inspection Production Team
3.4. Prepare production None 1 Day ILC Diliman
equipment
4. Coordinate with 4. Production ingress (day None 4 Hours
ILC Diliman before setup)
Production Team
production team
ILC Diliman
5. Coordinate with 5. Production Proper None 1 Day
ILC Diliman
835
Production
Coordinator
5.1. Production Egress None 1 Hour
6. Prepare billing
ILC Diliman
template
6.1 Send to client billing
below
6.2. Receive copy of 5 Days Administrative Officer
None
7. For Senior ICT
Creative Arts
for post-production ILC Diliman
Senior ICT Assistant
7.2 Post production None 10 Days
ILC Diliman
9. Release final video
6. Receive file copy None 2 Minutes / Director
(.mp4) ILC Diliman
please 25 Days, 6
below Minutes

FEES TO BE PAID
SERVICES
Video Recording PHP 4,000.00/Hour PHP 8,000.00/Hour
14. Multi Media Services / Streaming ONLY

Type of
Transaction:
1. Letter/Email/Ticket Requesting Party
836
Helpdesk
1. (a) Submit letter
requesting video
1. (a) Receive letter of
streaming at least 2
request for video
weeks before the None 2 Minutes
streaming (only)
event
(b) Open ticket
(b) Submit a
ticket
event (Academic/
Non-academic/
Extension service) Creative Arts
Specialist
ILC Diliman
accordance with ILC
Diliman’s mandate
date, time and/or
1.4. Coordinate with UP None 1 Day
Computer Center if venue
has available internet
connection
2.1 If the event is not in None 10 Minutes
accordance with ILC
date, time and/or
production personnel; and Creative Arts
internet connection Specialist
send letter declining ILC Diliman
template
2.2 If accordance with ILC None 2 Minutes
Director’s action
837
3.1 Forward request to None 3 Days Director
action action
attached quotation
action
5.1 Receive letter None 2 Minutes Administrative Officer
ILC Diliman
5.2. Check computation of None 5 Minutes
rates/fees
5.3. Send letter to client None 2 Minutes Administrative Officer
/ Director
ILC Diliman
2. Send conforme 1. Receive conforme None 5 Days Administrative Officer
1.1. Advise Creative Arts None 2 Minutes
conforme
1.2 Add to calendar of None 2 Minutes Creative Arts
events Specialist
1.3. Request for None 5 Minutes ILC Diliman
transportation from
OVCAA
1.4. Send notification to None 2 Minutes
3. Submit pubmat 3.1.Prepare youtube None 5 Days Creative Arts
channel (paused-clock) Specialist
ILC Diliman
3.2 Prepare quicklink None 1 Day System Administrator
ILC Diliman
3.3 Prepare website link None 1 Day Junior ICT Associate /
Production Team
ILC Diliman
4. Make 4.1Production coordinator None 30 Minutes Creative Arts
arrangements for makes an ocular Specialist /
necessary inspection Production Team
schedule and ILC Diliman
availability of venue
for possible testing
838
4.2. Prepare production None 1 Day Production Team
4.3 Notify UPCC for None 5 Minutes Creative Arts

testing date and time Specialist / System
Administrator
ILC Diliman
5. Coordinate with 5.1 Test stream None 1 Day System Administrator
ILC Diliman / Production
Production Coordinator/ Junior
Coordinator ICT Associate /
Production Team
ILC Diliman
5.2. Production Ingress None 2 Hours Production Team
ILC Diliman
5.3 Production proper None 1 Day Production Team
ILC Diliman
5.4 Production Egress None 1 Hour Production Team
ILC Diliman
6. Wait for client’s
action
template Administrative Officer
please ILC Diliman
see table 2 Minutes
statement
below
None
TOTAL: please 19 Days, 4
see table Hours, 43
below Minutes

FEES TO BE PAID
SERVICES
Streaming only PHP 1,500.00/Hour PHP 1,500.00/Hour
15. Multi Media Services / Video Recording with Streaming

839
Who may avail: UP Diliman Units/Offices, Faculty
Client
ILCDiliman
2. Conforme
Helpdesk
1. (a) Submit a letter 1. (a) Receive letter of
requesting video request for video recording Administrative
recording with with streaming Officer / Creative
streaming at least 2 (b) Open ticket None 2 Minutes Arts Specialist
weeks before the ILC Diliman
event proper
(b) Submit a ticket
Specialist
Non-academic/ None 5 Minutes ILC Diliman
UC Meeting/
Extension service)
calendar of events for Creative Arts
Specialist
availability of requested None 5 Minutes ILC Diliman
date, time and/or
production personnel,
1.4. Coordinate with UP Creative Arts
Computer Center if venue Specialist /
has available internet None Day System
connection Administrator
ILC Diliman
accordance with ILC
date, time and/or Creative Arts
production personnel; and
ILC Diliman
internet connection
template
2.2. If accordance with ILC
None 16. Minutes
840
Director’s action
3.FRor Director’s action
3 Days
(paused-clock)
action
None 5 Minutes
(rates/fees)
Creative Arts
using approved template; None 5 Minutes
Specialist
Administrative Officer’s None 2 Minutes
action
5.1. Receive letter Administrative
None 2 Minutes Officer
ILC Diliman
rates/fees None 5 Minutes Officer
ILC Diliman
5.3. Send letter to client Administrative
ILC Diliman
None
(paused-clock)
Specialist of client’s None 2 Minutes Creative Arts
Specialist /
conforme
Administrative
2.2. Add to calendar of Officer / Director
None 2 Minutes
events ILC Diliman
2.3. Request for
transportation from None 5 Minutes
OVCAA
ILC Diliman
5 Days
3.1. Prepare quicklink System
None 1 Day Administrator
ILC Diliman
3.2. Prepare website link Junior ICT
None 1 Day
Associate
841
ILC Diliman
4. Make 4.1 Production coordinator

arrangements for makes an ocular Creative Arts
Specialist /
necessary schedule inspection
None 30 Minutes Production Team
and availability of ILC Diliman
venue for possible
testing video stream
None 1 Day
testing date and time Specialist /
Officer
ILC Diliman
4.4 Wait for Production
Coordinator’s action
4.5. Test stream System
Administrator /
Production
Coordinator/
None 1 Day Junior ICT
Associate /
Production Team
ILC Diliman
5. Coordinate with 5. Production ingress (day
Production Team
ILC Diliman before setup)
None 4 Hours ILC Diliman
Production
Coordinator
5.1. Production Proper Production Team
None 1 Day ILC Diliman
Production Team
5.2. Production Egress None 1 Hour ILC Diliman
template
Administrative
please
statement
below
None
For Senior ICT Assistant’s
action
Creative Arts
5.6 Endorse raw footage
for post production ILC Diliman
Senior ICT
5.7 Post production None 10 Days Assistant
842
ILC Diliman
Administrative
6. Release final video
6. Receive file copy None 2 Minutes Officer
(.mp4) ILC Diliman
please 34 Days, 6
below Minutes

FEES TO BE PAID
SERVICES
Video Recording with Streaming PHP 5,000.00/Hour PHP 10,000.00/Hour
15. Multi Media Services / Video Conferencing (Polycom machine

Only)

1. Letter/Email/Ticket Client
None 2 Minutes
weeks before the (b) Open ticket Creative Arts
event Specialist
(b) Submit a ticket ILC Diliman
event (Academic/
Non-academic/
Extension service)
843
accordance with ILC
Diliman’s mandate
2.1 If the event is not in None 10 Minutes
accordance with ILC
date, time, venue and/or
production personnel Creative Arts
send letter declining Specialist
request using approved ILC Diliman
template
2.2. If accordance with ILC None 2 Minutes
Director’s action
action
4.1. Prepare quotation None 5 Minutes
(rates/fees)
4.2. Prepare letter to client None 5 Minutes
Creative Arts
Specialist
action
5.1. Receive letter None 2 Minutes Administrative
Officer
rates/fees
2. Send conforme 2.1. Receive conforme None 5 Days Administrative
(paused-clock) Officer
ILC Diliman
844
2.2 Advise Creative Arts None 2 Minutes Administrative
Specialist of client’s Officer
conforme ILC Diliman
2.3. Add to calendar of None 2 Minutes Creative Arts
events Specialist
2.4. Send notification to None 2 Minutes ILC Diliman
3. Submit contact 3.1 Prepare equipment None 1 Hour Creative Arts
details of remote site Specialist
for video call test ILC Diliman
3.2 Test video call None 30 Minutes Creative Arts
Specialist /
System
Administrator /
Production Team
ILC Diliman
4. Coordinate with 4. Production Ingress None 7 Hours
ILC Diliman 4.1 Production proper None
Production 4.2. Production Egress Production Team
Coordinator ILC Diliman
5. Prepare billing
template
Administrative
please
statement
below
None
please 9 Days,1
TOTAL: see table Hour, 33
below Minutes

FEES TO BE PAID
SERVICES
Video Conferencing (Polycom System) PHP 1,000.00/Hour PHP 2,000.00/Hour
845
16. Multi Media Services / Video Conferencing (Rental of equipment
only)

1. Ticket/Letter/Email/Ticket Client
2. Conforme ILC Diliman
requesting video request for video Creative Arts
conference at least 2 conference Specialist
None 2 Minutes
weeks before the (b) Open ticket ILC Diliman
event
(b) Submit a ticket
1.1. Identify nature of Creative Arts
None 5 Minutes
Non-academic/ ILC Diliman
Extension service)
calendar of events for Creative Arts
Specialist
availability of requested None 5 Minutes ILC Diliman
accordance with ILC
unavailability of requested Creative Arts
Specialist
date, time, venue and/or None 10 Minutes ILC Diliman
template
2.2 If accordance with ILC Creative Arts
None 2 Minutes
846
Director’s action
3.1 Forward request to Director
3 Days
(paused-clock)
action
4.1. Prepare quotation Creative Arts
(rates/fees) None 5 Minutes Specialist
ILC Diliman
4.2. Prepare letter to client Creative Arts
using approved template; None 5 Minutes Specialist
4.3. Forward letter for Creative Arts
Administrative Officer’s None 2 Minutes Specialist
action ILC Diliman
5. Receive letter Administrative
ILC Diliman
rates/fees None 5 Minutes Officer
ILC Diliman
5.2. Send letter to client Administrative
ILC Diliman
2. Send/sign 2. Receive conforme Administrative
5 Days
conforme None Officer
2.1. Advise Creative Arts Administrative
Specialist of client’s None 2 Minutes Officer
conforme ILC Diliman
2.2. Add to calendar of Creative Arts
events None 2 Minutes Specialist
ILC Diliman
ILC Diliman
3. Submit contact 3. Prepare equipment Creative Arts
details of remote site Specialist /
None 1 Hour
for video call test Production Team
ILC Diliman
3.1. Test video call Creative Arts
Specialist /
System
None 30 Minutes
Administrator /
Production Team
ILC Diliman
847
4. Coordinate with 4. Production Ingress
Production Team
ILC Diliman
None 2 Hours ILC Diliman
Production
Coordinator
4.1 Production proper Production Team
None 4 Hours
ILC Diliman
4.2. Production Egress Production team
None 1 Hour ILC Diliman
5. Prepare billing Administrative
statement using approved None 5 Minutes Officer
template ILC Diliman
please Administrative
see rate 2 Minutes Officer
below
Administrative
None Officer
please 9 Days,1
TOTAL: see rate Hour, 33
below Minutes

FEES TO BE PAID
SERVICES
Video Conferencing (Equipment only) PHP 1,015.00/Hour PHP 2,650.00/Hour
1.Video Camera PHP 300.00/Hour PHP 800.00/Hour
2.LED Monitor PHP 150.00/Hour PHP 500.00/Hour
3.LCD Projector (3000 lumens) PHP 150.00/Hour PHP 500.00/Hour
4.LCD Projector (4000 lumens) PHP 300.00/Hour PHP 1,000.00/Hour
5.Laptop PHP 15.00/Hour PHP 50.00/Hour
6.Room (1st 4 hours) PHP 400.00/Hour PHP 800.00/Hour
17. Extension Projects / Web Hosting

848
1. Ticket/Email/Call
ILC Diliman
2. Letter
3. Source code, system configuration, domain
1. Provide web hosting Administrative
1. Inquire web hosting
service operating None 2 Minutes ILC Diliman
service
procedures and processes
2. Submit letter Administrative
2. Receive letter of request
requesting web None 2 Minutes ILC Diliman
for web hosting
hosting
2.1. Forward request letter Administrative
for System Administrator’s None 2 Minutes ILC Diliman
action
.3. For System
System
3.1Receive request letter None 2 Minutes Administrator
ILC Diliman
System
3.2. Review request letter 1 Day
None Administrator
if applicable (paused-clock) ILC Diliman
System
3.3. Check web hosting 1 Day
None Administrator
availability (paused-clock) ILC Diliman
3.4. Forward request letter
System
and System
Administrator’s notes for ILC Diliman
Director’s action
4.For Director’s action
Director
4.1 Receive request letter None 2 Minutes ILC Diliman
4.2. Review request letter
if in accordance to ILC Director, System
Diliman’s mandate and 1 Day Administrator
None
then approve, else send (paused-clock) ILC Diliman
letter declining request
4.3. Send letter accepting Administrative
request using approved None 2 Minutes ILC Diliman
template
4.4. Forward approved Administrative
web hosting request to None 2 Minutes ILC Diliman
849
5. For System
5.1 Schedule sit down System
3 Days
meeting with the technical None Administrator
point person
Discuss in detail the web Director, System
3. Meet with ILC 1 Day
hosting requirements and None Administrator
Diliman (paused-clock) ILC Diliman
procedures
For System
1. Request web System
application source code, 3 Days Administrator
None
system configuration, and (paused-clock) ILC Diliman
domain name
2. Receive web application System
source code, system Administrator
None 2 Minutes
configuration, and domain ILC Diliman
name
3. Test web application
compatibility with the web System
1 Day Administrator
hosting requirements, else None
request for compatible
web application
System
4. Deploy web application 1 Day
None Administrator
and commit configuration (paused-clock) ILC Diliman
5. Perform initial System
vulnerability scan of the 2 Days Administrator
None
web application to check (paused-clock) ILC Diliman
for security lapses
6. Send an email System
notification to the client Administrator
None 2 Minutes
that the web hosting is ILC Diliman
successful
14 Days, 20
TOTAL: None
Minutes
18. Extension Projects / Web Development

850
1. Ticket/Email/Call
ILC Diliman
2. Letter
1. Provide web
1. Inquire web development service Administrative
None 2 Minutes
development service operating procedures and ILC Diliman
processes
2. Submit letter
requesting web None 2 Minutes
for web development ILC Diliman
development
Administrative
for System Administrator’s None 2 Minutes ILC Diliman
action
3. For System
System
3.1 Receive request letter None 2 Minutes Administrator
ILC Diliman
System
3.2. Review request letter if 1 Day
None Administrator
applicable (paused-clock) ILC Diliman
System
and System
Administrator’s notes for ILC Diliman
Director’s action
Director
4.1 Receive request letter None 2 Minutes ILC Diliman
4.2. Review request letter if
in accordance to ILC
Director, System
Diliman’s mandate and 1 Day
None Administrator
4.3. Send letter accepting
Administrative
request using approved None 2 Minutes
ILC Diliman
template
4.4. Forward approved
Administrative
web development request None 2 Minutes
ILC Diliman
to System Administrator
5. For System
5.1 Discuss with the 1 Day System
None
developers (paused-clock) Administrator
851
ILC Diliman
5.2. Schedule sit down System

3 Days
point person
Director, System
6. Meet with ILC 6. Discuss in detail the web 1 Day Administrator,
None
Diliman development requirements (paused-clock) Developer(s)
ILC Diliman
7. For System
System
7.2 Create development Administrator,
None 3 Days
timelines and proposal Developer(s)
ILC Diliman
7.3. Schedule sit down System
3 Days
point person
8. Discuss in detail the web Director, System
8. Meet with ILC 1 Day Administrator,
development timeline and None
Diliman (paused-clock) Developer(s)
proposal ILC Diliman
8.1. Request approval of Director
None
proposal ILC Diliman
9.Wait for Developer’s
action
9.1 Develop web please
Developer(s)
application and see table 5 Days
ILC Diliman
documentation below
System
9.2. Conduct testing and Administrator,
None
debugging Developer(s)
ILC Diliman
10. Turnover of web Director, System
10. Send web application Administrator,
application and None 1 Day
and system document Developer(s)
documents ILC Diliman
please
20 Days, 16
TOTAL: see table Minutes
below

FEES TO BE PAID
SERVICES
Web Development PHP 20,000.00 to 50,000.00 N/A
852
19. Extension Projects / Customized Training
Extension Projects / Customized Training
Type of
Transaction:
Administrative,
1. Inquire System Administrator,
1 Day
customized training 1. Review inquiry None Creative Arts
(paused-clock) Specialist
service
ILC Diliman
Administrative,
1.1. Request for formal System Administrator,
letter addressed to the None 2 Minutes Creative Arts
Director Specialist
ILC Diliman
2. Submit letter
requesting None 2 Minutes
for customized training ILC Diliman
customized training
2.1. Forward request letter Administrative
None 2 Minutes
for Director’s action ILC Diliman
Director
3.1 Receive request letter None 2 Minutes
ILC Diliman
3.2. Review request letter
if in accordance to ILC
Diliman’s mandate and 1 Day Director
None
3.3. Send letter accepting
Administrative
request using approved None 2 Minutes
ILC Diliman
template
3.4. Forward approved
customized training Administrative
None 2 Minutes
request to the responsible ILC Diliman
staff
853
4. For System Responsible
Staff’s action
System Administrator,
Creative Arts
4.1 Create training 3 Days
None Specialist,
proposal (paused-clock) Developer(s)
ILC Diliman
Director, System
Administrator,
4.2. Schedule sit down 3 Days Creative Arts
None
meeting with the Director (paused-clock) Specialist,
Developer(s)
ILC Diliman
4.3. Approval of proposed 1 Day Director
None
training (paused-clock) ILC Diliman
Director, System
Administrator,
4.4. Prepare training Creative Arts
None 5 days
materials Specialist,
Developer(s)
ILC Diliman
Director, System
Administrator,
5. Meet with ILC 1 Day Creative Arts
5. Conduct training None
Diliman (paused-clock) Specialist,
Developer(s)
ILC Diliman
14 Days, 12
TOTAL: None
Minutes
854
National Service Training Program (NSTP)
External Services
855
1. Processing of NSTP-related student appeals
Processing of NSTP-related student appeals for appropriate action (e.g.,
recommending approval) of the NSTP Diliman Director
Office or Division: National Service Training Program (NSTP)
Who may avail: UP Diliman students only
Dsdlf 1. Letter of appeal addressed to the Vice
Chancellor for Academic Affairs (with
signature of the College Secretary and of
the past NSTP 1 and 2 Instructors and/or Requesting Party
NSTP Coordinator for NSTP courses
taken in UP Diliman)
2. True Copy of Grades (TCG) reflecting
NSTP 1 and 2 grades Office of the College Secretary (Home College)
*for students who took NSTP 1 and 2 in UP
Diliman only
3. Transcript of Records (ToR) Office of the University Registrar (OUR) – Records

*for transferees who took NSTP 1 (and 2) in
Section
other CUs/universities/colleges only
FEES
CLIENT STEPS AGENCY PROCESSING
TO BE PERSON RESPONSIBLE
ACTION TIME
PAID
1. Submit letter of 1.1 Receive the
Receiving Personnel
appeal with complete submitted None 5 Minutes
NSTP Diliman Office
requirements documents
1.2. Evaluate
the submitted
documents
1.2.1. Input the

validated
information in Senior Project Assistant
None 45 Minutes
the student NSTP Diliman Office
appeal form
*special cases
may require
consultation
from other
856
offices/
agencies and
may take
longer time to
process
1.3. Endorse
the assessed
documents with
the student Senior Project Assistant
None 15 Minutes
appeal form to NSTP Diliman Office
the NSTP
Diliman
Director
1.4. For NSTP
Diliman
NSTP Diliman Director
Director’s None 2 Days
NSTP Diliman Office
appropriate
action
2. Claim the 2. Release the
documents which will documents with
then be forwarded by the
Releasing Personnel
the student to the recommendatio None 15 Minutes
NSTP Diliman Office
Office of the University n of the NSTP
Registrar (OUR) for Diliman
appropriate action Director
2 Days, 1 Hour,
TOTAL: None
20 Minutes
857
National Service Training Program (NSTP)
Internal Services
858
1. Issuance of serial numbers
Issuance of serial numbers to Civil Welfare Training Service and Literacy Training
Service graduates of previous semester for inclusion in Transcript of Records
Students/individuals who graduated from NSTP (CWTS/LTS) in UP
Who may avail:
Diliman only
Dsdlf 1. Accomplished Serial Number Request
NSTP Diliman Office
Form
2. NSTP (LTS/CWTS) 1 and 2 grades CRS account, Office of the College Secretary or Office
of the University Registrar (OUR)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submit
1.1 Receive the
accomplished request Receiving Personnel
submitted None 5 Minutes
form with complete NSTP Diliman Office
documents
requirements
1.2 Vet the
information Junior Project Associate
None 20 Minutes
submitted by NSTP Diliman Office
the student
1.3 Assign
appropriate
serial number
to the student
*serial numbers
of students
Junior Project Associate
who graduated None 30 Minutes
NSTP Diliman Office
from NSTP
before A.Y.
2009-2010 will
have to be
requested from
CHED
2. Claim the certificate 2. Issue
containing his/her certificate to None 5 Minutes Releasing Personnel
serial number the student NSTP Diliman Office
containing
859
his/her serial
number
TOTAL: None 1 Hour
2. Processing of Budget Request

Processing of budget request of units/colleges offering NSTP
1. Letter of funding request addressed to
Requesting Party
Chancellor
. 2. Line item budget Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submit letter of 1.1. Receive
Receiving Personnel
budgetary request with the submitted None 5 Minutes NSTP Diliman Office
complete requirements documents
1.2. Evaluate
the submitted
documents
1.2.1. Endorse
Senior Office Assistant
the evaluated None 35 Minutes
NSTP Diliman Office
documents to
the NSTP
Diliman
Director
1.3. For NSTP
Diliman
Director’s NSTP Diliman Director
None 2 Days
appropriate NSTP Diliman Office
action (e.g.
endorsement)
1.4. Forward
the documents
Releasing Personnel
to the Office of None 1 Hour
NSTP Diliman Office
the Vice
Chancellor for
860
Administration
(OVCA)
1.5. For Fiscal
FPOC
and Policy
Office of the Vice
Operations None (Paused-clock)
Chancellor for
Committee
Administration
action
2 Days, 1 Hour,
TOTAL: None
40 Minutes
3. Processing of NSTP Coordinator/Support Staff Appointment

Processing of appointments of units/colleges for endorsement of NSTP Director
Dsdlf 1. Letter of recommendation to appoint
Office of the College Dean
NSTP coordinator/support staff
addressed to the Chancellor
2. Curriculum Vitae (CV) Requesting Party
Human Resources Development Office (HRDO) – UP
3. Basic Paper Diliman
NSTP Diliman website – nstp.upd.edu.ph
FEES
ACTION BE TIME
PAID
1. Submit endorsement 1.1. Receive the
Receiving Personnel
letter with complete submitted None 5 Minutes
NSTP Diliman Office
requirements documents
1.2. Evaluate
the submitted
documents
1.2.1. Endorse None 35 Minutes Senior Office Assistant

the evaluated NSTP Diliman Office
documents to
the NSTP
Diliman Director
861
1.3. For NSTP
Diliman
Director’s NSTP Diliman Director
None 2 Days
appropriate NSTP Diliman Office
action (e.g.
endorsement)
1.4. Forward the
Releasing Personnel
documents to None 1 Hour
NSTP Diliman Office
the HRDO
1.5. HRDO Appointments Section
processes the None (Paused-clock) Human Resources
appointment Development Office
2 Days, 1 Hour,
862
Office for the Advancement Teaching (OAT)
External Services
863
1. BPI-DOST Science Awards Nominations for the Deliberation of the
Committee and Endorsement of the University to the BPI
Foundation
Process and review BPI-DOST Science Awards Nominations for the Deliberation
of the Committee and Endorsement of the University to the BPI Foundation
Office or Division: Office for the Advancement of Teaching (OAT)
Type of
Transaction:
Who may avail: UP Diliman students from College of Engineering and College of Science
5. Duly accomplished nomination form online
and printed hard copy (may vary as
prescribed by BPI Foundation Inc) BPI-DOST/BPI Foundation Inc.
6. Supporting documents indicated by BPI
Foundation Inc
1. Release of call for
1. Wait for the Call BPI-DOST/BPI
nominations to None Pause-clock
for Application Foundation Inc.
partner Universities
Releasing personnel
OVCAA Central
1.2 Dissemination of
Office
call for nominations None 1 Hour
University Research
to UP Diliman
Associate / Project
Assistant
2. Submit duly
accomplished
2.1 Receive Receiving personnel
nomination form None 10 Minutes
nomination form OAT Diliman
with complete
attachments
2.2 Encode details of Project
nomination forms to None 1 hour Assistant/University
OAT database Research Associate
Project Assistant/
2.3 Pre-Evaluation of University Research
None 3 Days
nomination Associate/ OAT
Director
2.4 Forward to Releasing personnel
None 10 Minutes
OVCAA Central OAT Diliman
864
Office for VCAA
recommendation
2.5 OVCAA Central
Receiving personnel
Office receive
None 30 Minutes OVCAA Central
nomination from OAT
Office
Diliman
2.6 VCAA
None 1 Day VCAA
Recommendation
Releasing personnel
2.7 Return to OAT
Diliman
Office
2.8 OAT Diliman
receive nomination Receiving personnel
None 10 Minutes
form from OVCAA OAT Diliman
Central Office
2.9 Forward to the
Office of the Releasing personnel
Chancellor for None 1 Hour OVCAA Central
endorsement to the Office
BPI Foundation
2.10 Office of the
Chancellor receives Receiving personnel
endorsed list of None Pause-clock Office of the
nominees for BPI Chancellor
Foundation
2.11 Final selection
and endorsement of
None Pause-clock Chancellor
nominee/s of the BPI
Foundation
2. 12 Forward the
Final selection of Releasing personnel
nominee/s of the BPI None Pause-clock Office of the
foundation to the Chancellor
OAT Diliman
2.13 Receive final
nominee for Receiving personnel
None 10 Minutes
submission to the BPI OAT Diliman
Foundation
2.14 Submit Project
nomination to BPI None 1 Day Assistant/University
Foundation Research Associate
3. Receive notice 3. Release notice to BPI-DOST/BPI
None Pause-clock
of application the nominee/s Found
5 Days, 4 Hours,
TOTAL: None
40 Minutes
865
Office for the Advancement Teaching (OAT)
Internal Services
866
1. The Many Faces of the Teacher Nominations for the endorsement
of the University to the Bato Balani Foundation
Process the selection of the Many Faces of the Teacher Nominations for the
endorsement of the University to the Bato Balani Foundation
Type of
Transaction:
Who may avail: UP Diliman faculty
2. Duly accomplished nomination form
online and printed hard copy (may vary
as prescribed by Bato Balani Inc) Bato Balani Inc.
3. Supporting documents indicated by Bato
Balani Inc
1. Release of call
1. Wait for the Call
for nominations to None Pause-clock Bato Balani Inc
of application
partner Universities
1.2 Dissemination Releasing personnel
of call for
None 1 Day University Research
nominations to UP Associate / Project
Diliman Assistant
2. Submit duly
accomplished
nomination form None 10 Minutes
nomination form OAT Diliman
with complete
attachments
2.2 Encode details
Project
of the nomination
None 1 hour Assistant/University
form to OAT Research Associate
database
Project
2.3 Pre-Evaluation Assistant/University
None 3 Days
of nomination Research Associate /OAT
Director
2.4 Forward to
OVCAA Central
Releasing personnel
Office for None 10 Minutes
OAT Diliman
recommendation of
VCAA
867
2.5 OVCAA Central
Office receives Receiving personnel
None 30 Minutes
nomination form OVCAA Central Office
from OAT Diliman
2.6 VCAA
None 1 Day VCAA
Recommendation
2.7 Return to OAT Releasing personnel
None 10 Minutes
Diliman OVCAA Central Office
2.8 OAT Diliman
receives nomination Receiving personnel
None 30 Minutes
from OVCAA OAT Diliman
central Office
2.9 Forward to the
Office of the
Releasing personnel
Chancellor for NONE 1 Day OVCAA Central Office
endorsement to the
Bato Balani Inc
2.10 Office of the
Chancellor receive
Receiving personnel
endorsement of None Pause-clock Office of the Chancellor
nominee/s to the
Bato Balani Inc
2.11 Final selection
and endorsement of
nominee/s to the
Bato Balani Inc
2.12 Forward to
OAT Diliman the
Releasing personnel
final nominee for None Pause-clock Office of the Chancellor
submission to Bato
Balani Inc
2.13 OAT Diliman
Receive final
nominee for
Receiving personnel
submission to Bato None 10 Minutes OAT Diliman
Balani Inc from
Office of the
Chancellor
2.14 Submit Project
nomination to Bato None 1 Day Assistant/University
Balani Inc Research Associate
3. Received Notice 3. Bato Balani Inc
None Pause-clock Bato Balani Inc
of application notice nominee/s
7 Days, 2 Hours,
TOTAL: None
10 Minutes
868
2. Request Permission to Hold Small Classes
Process of Request Permission to Hold Small Classes
1. Letter request addressed to Chancellor
through Channels (Letter should be initiated
Requesting unit
by the head of unit and endorsed by the
Dean)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit letter of
request for
1. Received letter of Receiving Personnel
permission to Hold None 10 Minutes
request OAT Diliman
Small Classes with
complete attachment
1.1 Evaluate and
encode document to None 50 Minutes Project Assistant
OAT database
1.2 Review
evaluation on
None 1 Day OAT Director
request and initials if
found in order
1.3 Forward to
OVCAA Central None 10 Minutes Releasing personnel
Office
1.4 Receive request
Receiving personnel
from OAT for VCAA None 30 Minutes OVCAA Central Office
endorsement
Vice Chancellor for
1.6 VCAA
None 1 Day Academic Affairs
endorsement (VCAA)
Releasing personnel
1.5 Return to OAT None 10 Minutes OVCAA Central Office
1.6 Receive request

from OVCAA Central Receiving Personnel
None 10 Minutes
Office with VCAA OAT Diliman
endorsement
869
1.7 Release request
Releasing personnel
to the Office of the None 1 Hour OVCAA Central Office
Chancellor
1.8 Office of the
Receiving personnel
Chancellor receive None 1 Hour
request from OAT
2. Requesting unit
receive approved
3. Notice of Approved Receiving personnel
request from the None Pause-clock
request Requesting unit
Office of the
Chancellor
2 Days, 4
TOTAL: None
Hours
3. Review and Validation of Overload Computation

Process Review and Validation of Overload Computation
Type of
Transaction:
Office for the Advancement of Teaching (OAT)
1. Overload Slip (duly accomplished form)
Diliman and Requesting unit
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit the
Overload Slips of all
1. Received overload Receiving personnel
the faculty members None 10 Minutes
slips OAT Diliman
with overload pay
per Department
1.1 Evaluate and check
the status of loading of None 1 Hour Project Assistant
the Faculty
1.2 Evaluate the
computation of Overload None 30 Minutes Project Assistant
payment
1.3 Signature on
None 5 Minutes Project Assistant
Overload Slips
870
2. Release overload slip
2. Requesting Unit
through requesting unit None Paused-clock Releasing personnel
receive overload slip
messenger
1 Hour, 45
TOTAL: None
Minutes
4. Overload Honoraria Vouchers

Process of Overload Honoraria Vouchers
Who may avail: UP Diliman Faculty with Overload Honoraria
1. Disbursement Vouchers
Requesting unit and Diliman Budget Office
2. Obligation Request
3. FSR Certified True Copy
4. Certification of Reports of Grades
5. Schedule of Classes
6. Certification of Service Rendered Requesting unit
7. Certification that Overloads are in
8. excess of their regular loads
Requesting unit and Office for the Advancement
9. Overload Slips
of Teaching (OAT) Diliman
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit Voucher for
Overload Honoraria 1. Receive Overload Receiving personnel
None 10 Minutes
with complete Vouchers OAT Diliman
attachments
1.1 Encode and
evaluate
completeness of None 30 Minutes Project Assistant
Overload Voucher to
OAT database
1.2 Review Evaluate
Overload Voucher for
OAT Director Initials if
found in order
871
1.3 Forward to
OVCAA Central Office None 10 Minutes Releasing personnel
for VCAA approval
1.4 OVCAA Central
Office receive
Receiving personnel
Overload Vouchers None 30 Minutes
from OAT for VCAA
approval
Vice Chancellor for
1.5 VCAA approval None 1 Day Academic Affairs
(VCAA)
1.6 OAT receive
Overload Vouchers Receiving personnel
None 10 Minutes
from OVCAA Central OAT Diliman
Office
1.7 Release Overload
Releasing personnel
Voucher to Diliman None 1 Hour OVCAA Central Office
Budget Office
2. Diliman Budget
2. Diliman Budget Office office receive Receiving personnel
None Pause-clock
for Budget Allocation Overload Vouchers Diliman Budget Office
from OAT
3. Diliman Accounting
Office receive Receiving personnel
Overload Vouchers None Pause-clock Diliman Accounting
Office Office
from Diliman Budget
Office
4. Cash Office receive
Overload Vouchers Receiving personnel
4. Cash Office None Pause-clock
from Diliman Cash Office
Accounting Office
2 Days, 2
Minutes
5. Waiver of the Rules/Appeals

Process request Waiver of the Rules/Appeals
872
1. Letter request addressed to Chancellor through
channels (Letter should be initiated by the
Requesting unit
faculty involved and should be endorsed by the
Head of Unit and the Dean
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
for permission to Hold 1. Received letter of Receiving personnel
None 10 Minutes
Small Classes with request OAT Diliman
complete attachment
for OAT Director
appropriate action
None 2 Days Project Assistant
(provide and search
for necessary
data/documents)
for OAT Director None 2 Days OAT Director
appropriate action
1.3 Forward to
None 10 Minutes Releasing personnel
1.4 OVCAA Central
Office receive request Receiving personnel
None 30 Minutes
from OAT Diliman for OVCAA Central Office
VCAA endorsement
Vice Chancellor for
1.5 VCAA
endorsement (OVCAA)
1.6 OAT receive
Receiving personnel
request from OVCAA None 30 Minutes
OAT Diliman
central Office
1.7 Forward request
Releasing personnel
to Office of the None 1 Hour
Chancellor
1.8 Office of the
Chancellor receive Receiving personnel
None 1 Hour
request from the OAT Office of the Chancellor
Diliman
2. Requesting unit
2. Notice of approved receive approved Releasing personnel
None Pause-clock
request request from the Office of the Chancellor
Chancellor Office
873
5 Days, 3
Minutes
6. Teach Outside UP
Process request to Teach Outside UP
Office or
Division:
Type of
Government to Government/ Government to Business
Transaction:
1. Letter request addressed to Chancellor from
the Other University Requesting unit
2. Accomplished MOA/MOU
FEES TO PROCESSIN PERSON
BE PAID G TIME RESPONSIBLE
1. Letter of
Request of a
1. Received letter of Receiving personnel
Partner University None 10 mins
request OAT Diliman
with complete
attachments
1.1 Encode, Evaluate and
check if there is an None 20 mins Project Assistant
existing MOA/MOU
1.2 Referral slip to the
Head of Unit of the
requested Faculty for
appropriate action
1.3 Release referral slip Releasing Personnel
None 1 Hour
with attachment OVCAA Central Office
2. Requesting unit receive
2. Partner referral slip from OAT
Receiving personnel
Academic Unit/ Diliman for Dean and None Pause-clock
Requesting unit
Requesting unit Department Chair
endorsements
2.1 OAT Diliman receive
Receiving personnel
letter of endorsement from None 10 Minutes
OAT Diliman
the requesting unit
2.2 Draft endorsement
Project Assistant/OAT
letter for Chancellor’s None 1 Day
Director
signature
874
2.3 Release draft letter of
Releasing personnel
endorsement with None 1 Hour OVCAA Central Office
attachment
2.4 Office of the
Chancellor receive draft Receiving personnel
None 30 Minutes
letter for endorsement Office of the Chancellor
from OAT Diliman
3. Requesting unit and
3. Receive notice
Partner University receive None Pause-clock Releasing personnel
of approval
notice of approval
7 Days, 1
TOTAL: None
Hour
7. Waiver of 6-units Teaching load of Lecturers

Process request of Waiver of 6-units Teaching Load of Lecturer
1. Letter request addressed to Chancellor through

channels (Letter should be initiated by the
Requesting unit
faculty involved and should be endorsed by the
Head of Unit and the Dean
1. Submit letter of
request for waiver of 6-
1. Receive Letter of Receiving personnel
units teaching of None 30 Minutes
request OAT Diliman
Lecturer with complete
attachments
1.1 Encode and
evaluate request to None 1 Hour Project Assistant
the OAT database
1. 2 Review
evaluation request for
OAT Director Initials if
found in order
1.3 Forward to
OVCAA for VCA None 30 Minutes Releasing personnel
endorsement
875
1.4 OVCAA receive Receiving personnel
request from OAT None 30 Minutes OVCAA Central
Diliman Office
Vice Chancellor for
1.5 VCAA
endorsement
(VCAA)
Releasing personnel
1.6 Return to OAT
Diliman for releasing
Office
1.6 Receive and
Receiving/Releasing
release request to the
None 1 Hour personnel
Office of the
Chancellor
1.7 Office of the
Receiving personnel
Chancellor receive
None 30 Minutes Office of the
request from OAT
Chancellor
Diliman
Requesting unit
receive approved Releasing personnel
2. Notice of Approval request from the None Pause-clock Office of the
Chancellor
2 Days, 4
Minutes
8. Affiliate Faculty Appointment

Process Application for Affiliate Faculty Appointment
1. Request for Faculty Appointment
2. Affiliate Faculty Appointment form duly
accomplished
Requesting CU’s/unit
3. Endorsement and Justification/Recommendation
from the Heads of Unit and the Dean
4. HRDO Clearance
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
876
1. Submit Letter
request with Human
1. Receive application Receiving personnel
Resource None 10 Minutes
from HRDO OAT
Development Office
(HRDO) clearance
1.1 Encode and
Evaluate application to None 1 Hour Project Assistant
the OAT database
1.2 Review Evaluation
of application for OAT
Director Initials if found
in order
1.3 Forward to OVCAA Releasing personnel
None 10 Minutes
for VCAA endorsement OAT Diliman
1.4 OVCAA Central
Receiving personnel
Office Receive
application from OAT Office
Diliman
Vice Chancellor for
1.5 VCAA endorsement None 1 Day Academic Affairs
(VCAA)
Releasing personnel
1.6 Return to OAT
Diliman for Releasing Office
1.7 Receive application
Receiving personnel
form OVCAA Central None 30 Minutes
OAT Diliman
Office
1.8 Forward application Releasing personnel
to Office of the None 1 Hour OVCAA Central
Chancellor for approval Office
1.9 Office of the
Receiving personnel
Chancellor receive
None Pause-clock Office of the
application form OAT Chancellor
Diliman
2 Days, 3
Minutes
9. Thesis Honoraria Voucher

Process and Review of Thesis Honoraria Voucher
877
Requesting unit
3. Examination Result
4. MEMO
Submit Voucher for
Receiving personnel
Thesis Honoraria with 1. Receive Voucher None 10 Minutes
OAT
1.1 Encode and
evaluate completeness None 30 Minutes Project Assistant
of Voucher
of Voucher for OAT
Director Initials if found
in order
1.3 Forward to OVCAA
Releasing personnel
Central Office for VCAA None 10 Minutes OAT Diliman
approval
1.4 OVCAA Central Receiving personnel
Office receive vouchers None 30 Minutes OVCAA Central
from OAT Diliman Office
Vice Chancellor for
1.5 VCAA approval None 1 Day Academic Affairs
(VCAA)
Releasing personnel
1. 6 Return to OAT
Diliman for releasing Office
1.7 Receive and release
Receiving/Releasing
Vouchers to Diliman None 1 Hour personnel
Budget Office
2. Diliman Budget Office Receiving personnel
2. Diliman Budget
receive vouchers from None Pause-clock Diliman Budget
Office Office
OAT Dilman
Receiving personnel
3. Diliman Accounting Office receive vouchers
None Pause-clock Diliman Accounting
Office from Diliman Budget Office
Office
4. Cash Office receive
Receiving personnel
4. Cash Office vouchers from Diliman None Paused-clock
Cash Office
Accounting Office
2 Days, 3
Minutes
878
10. Orientation for New UP Diliman Faculty (ONF)
Facilitate/Conduct Orientation for New UP Diliman Faculty
Type of
Transaction:
Who may avail: UP Diliman Faculty (New or Refresher)
1. Duly Accomplished registration form OAT Diliman

Release MEMO for the Administrative
1. Wait for the
Orientation of the New None 1 Day Aide/OAT Director/
MEMO release VCAA
Faculty (ONF)
2. Submit duly
accomplished NONE Pause-clock Requesting Unit
Registration form
Conduct tasks needed for
pre-, during and post- NONE 60 Days OAT Team
training/seminar
TOTAL: None 61 Days
11. Teaching Effectiveness Course (TEC)

Facilitate/Conduct training/seminar Teaching Effectiveness Course (TEC)
Classification: Highly technical
Who may avail: UP Diliman Faculty (New and Refresher)
1. Duly Accomplished registration form OAT Diliman

879
1. Release MEMO for Administrative
1. Wait for the MEMO
the Orientation of the None 1 Day Aide/OAT Director/
release VCAA
New Faculty (ONF)
2. Submit duly
accomplished NONE Pause-clock Requesting unit
Registration form
3. Conduct tasks
needed for pre-,
NONE 90 Day OAT Team
during and post-
training/ seminar
TOTAL: None 91 Days
12. Conduct the University Teaching (UT) (e.g. workshop request by

the Unit)
Activity/service to facilitate/process
Classification: Highly technical
Who may avail: UP Diliman Academic Units and Faculty
1. Letter request addressed to OAT Diliman

Requesting unit
Director
1. Submit Letter 1.1 Receive and
Receiving
request for the encode request for the
None 1 Day personnel
Training/Seminar Training/Seminar
OAT Diliman
workshop workshop
1.2 Conduct tasks
needed for pre-, OAT Team/ OAT
None 29 Days
during and post- Director
training/ seminar
TOTAL: None 30 Days
880
13. Processing and Review of API Voucher
Who may avail: UP Diliman Academic Units with approved API projects
3. Purchase Request
4. Inspection and Acceptance Report/
5. Certificate of Acceptance
6. SPMO Certificate of Non-Availability of stock
7. APP/PPMP
8. Notice of Meeting/Workshop Requesting unit
9. Approval Letter
10. Official receipts/ actual expenses vis-à-vis
approved line item budget
11. Attendance Sheet
12. Job Order/Contract of Service/
14. Other supporting documents, applicable
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit Voucher with Receiving Personnel
1. Receive Voucher None 10 Minutes
complete attachments OAT Diliman
Project Assistant /
1.2 Encode Voucher
None 30 Minutes University Research
to OAT database Associate
1.3 Evaluate Voucher
University Research
vis-à-vis API rules None 1 Day Associate
and guidelines
1.4 Review
evaluation for OAT
None 2 Days OAT Director
Director initial if
found in order
1.5 Forward to
OVCAA Central Releasing personnel
None 10 Minutes
Office for VCAA OAT Diliman
endorsement
1.6 OVCAA Central Receiving personnel
None 30 Minutes
Office receive OVCAA Central Office
881
vouchers from OAT
Diliman
Vice Chancellor for
Academic Affairs
1.7 VCAA approval None 1 Day
(VCAA)
OVCAA
1.8 Return to OAT Releasing Personnel
None 10 Minutes
Diliman for releasing OVCAA Central Office
1.9 Receive
vouchers from Receiving Personnel
None 10 Minutes
OVCAA Central OAT Diliman
Office
Project Assistant/
1.10 Scan approved/
None 10 Minutes University Research
disapproved voucher Associate
1.11 Forward to
Releasing personnel
Diliman Budget None 1 Hour OVCAA Central Office
Office
2. Diliman Budget
2. Diliman Budget Office receive Receiving personnel
None Pause-clock
Office vouchers from OAT Diliman Budget Office
Diliman
3. Diliman
Accounting Office Receiving personnel
receive vouchers None Pause-clock Diliman Accounting
Office Office
from Diliman Budget
Office
4. Cash Office
receive vouchers Receiving personnel
4. Cash Office None Pause-clock
from Diliman Cash Office
Accounting Office
4 Days, 50
TOTAL: None
Minutes
14. Processing, Review and Endorsement of API Documents of

Approved projects
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman Academic Units with approved API projects
882
1. Request (Purchase Request or

letters re: additional budget,
Realignment, Justification, etc.)
Addressed to the Chancellor,
through channels Requesting unit
2. Progress and Final Reports (i.e.,
cover letter, OVPAA-API Form 10.4,
liquidation report, expected outputs)
3. Job Order/ Contract of Services
FEES TO PROCESSING
BE PAID TIME
1. Submit
request with
Complete
Attachments/ Job 1. Receive API Receiving personnel
None 30 Minutes
Order/ Contract document OAT Diliman
of Service/ report
(progress or
final)
1.2 Encode details
of the API Project Assistant / University
None 1 Hour
document to the Research Associate (URA)
OAT database
1.3 Evaluate API
document vis-à-vis University Research
None 2 Days
API/ rules and Associate
guidelines
1.4 Review and for
endorsement of None 2 Days OAT Director
OAT Director
1.5 Forward to
None 10 Minutes
approval
1.6 OVCAA Central
Office receive API Receiving personnel
None 30 Minutes
Documents from OVCAA Central Office
OAT Diliman
Vice Chancellor for
1.7 VCAA approval
None 1 Day Academic Affairs (VCAA)
/ endorsement OVCAA
883
1.8 Return to OAT
Releasing personnel
Diliman for None 30 Minutes OVCAA Central office
releasing
1.9 OAT Diliman
receive API
Receiving personnel
Documents from None 10 Minutes
OAT Diliman
OVCAA Central
Office
Scan approved/
disapproved
Project Assistant/ University
document for NONE 10 Minutes
Research Associate
release to the
appropriate unit
Requesting unit
receive approved/
disapproved API
documents
- Job Order/
Contract of
Services/
Purchase
Requests to the
OVCAA
messenger for
delivery to
Diliman Budget
2. Receive notice
Office
of approved / Project Assistant/ University
- Requests for NONE 1 Hour
disapproved API Research Associate
Additional
Documents
Budget /
Additional
Proposal to the
OVCAA
messenger for
delivery to
Office of the
Chancellor
- Reports and
Other requests
to the proponent
unit through
email
884
15. Selection of API Proposals for the Deliberation/ Recommendation
of the Committee to the Chancellor
Process of selection of Academic Program Improvement (API) proposals for the
Who may avail: UP Diliman All Academic Units
1. Cover letter Requesting Unit
2. Accomplished OVPAA-API Form 10 Requesting Unit/ Office for the Advancement of
duly accomplished Teaching (OAT) Diliman
CLIENT STEPS
University Research
Release of call
Associate/ Project
for proposals to None Pause-clock Assistant
UP Diliman OAT Director/ VCAA
1. Submit API 1. Receive API Receiving personnel
None 30 Minutes
proposal proposal OAT Diliman
1.1 Encode API Project
proposal to OAT None 1 hour Assistant/University
database Research Associate
1.2 Pre- Project Assistant/
Evaluation of API None 3 Days University Research
Proposals Associate/ OAT Director
Project
1.3 Summary of
None 1 Day Assistant/University
API proposals Research Associate
2. Committee
Deliberation of API Committee/
API Proposals None 10 Days Secretariat/ OAT Director/
for VCAA
recommendation
2.1 Draft and
Finalize
recommendation API Committee/
letter with API None 4 Hours Secretariat/ OAT Director/
proposals for VCAA
Chancellor’s
endorsement
885
2.2 Forward to
Releasing personnel
Office of the None 1 Hour OVCCA Central Office
Chancellor
2.3 Office of the
Chancellor
Receiving personnel
receives the None Pause-clock
recommendation
of the committee
3. Chancellor’s
endorsement of
the Committee’s None Pause-clock Chancellor
recommendation
for funding
4. API Proposal
for the UP UP System/ UP
None Pause-clock
System approval President/EVP
of funding
4.1 UP System
release notice of
Releasing personnel
approved API None Pause-clock
UP System
funds to Office of
the Chancellor
5. Office of the
Chancellor
receives notice Receiving personnel
None Pause-clock
of approval of Office of the Chancellor
API funds from
UP System
5.1 Office of the
Chancellor
Releasing personnel
release notice of None Pause-clock Office of the Chancellor
approved API
funds
6. OVCAA
Central Office
receives notice
Receiving personnel
of approved of None Pause-clock OVCAA Central Office
API funds from
Office of the
Chancellor
6.1 OVCAA
Central Office
release notice of Releasing personnel
None Pause-clock
approved API OVCAA Central Office
funds to OAT
Diliman
886
7. OAT Diliman
receives notice
of approved of Receiving personnel
None 10 Minutes
API funds from OAT Diliamn
OVCAA Central
Office
7.1 Draft
personalize
Project Assistant/
notice of
None 2 Days University Research
approval with Associate/ OAT Director
approved project
proposals
Prepare API
Monitoring
Project Assistant/
database per
project for Associate
sharing to the
proponent
7.2 Release
notice of
Releasing personnel
approval with
None 1 Day OVCAA Central Office and
approved project Thru Email
proposals to the
proponent
8. API proponent
receives Notice
of API approval
to the proponent
(letter of
8. Receive notice of
approval, None 1 Day Receiving personnel
approval
approved line
item budget,
shared project
monitoring
database)
19 Days, 6
Minutes
16. Gawad Tsanselor sa Natataging Guro Nominations for the

Deliberation/Recommendation of the Committee to the
Chancellor
Process selection of Gawad Tsanselor sa Natataging Guro Nominations for the
887
UP Diliman Faculty who meets the minimum requirement described in the
Who may avail:
memorandum (call for nominations)
1. Cover letter
2. Proof of Teaching Accomplishments
3. Proof of Research/Creative Work
Requesting unit
4. Proof of Public Service
5. Other Certification and Supporting
6. Documents
Office of the Vice Chancellor for Academic Affairs
7. Duly accomplished nomination form
(OVCAA) Call
CLIENT STEPS
Release of call University Research
Associate / Project
for nominations None Pause-clock
Assistant
to UP Diliman OAT Director/ VCAA
1. Submit Gawad
Application and 1. Receive Receiving personnel
None 10 Minutes
Nomination Form with nomination form OAT Diliman
complete attachment
1.1 Encode
Project Assistant/
Gawad
None 1 hour University Research
nomination to Associate
OAT database
1.2 Pre- Project
Assistant/University
Evaluation of None 3 Days Research Associate /OAT
nomination Director
1.3 Summary of Project
Gawad Guro NONE 2 Day Assistant/University
nominations Research Associate
2. Committee Gawad Guro Committee/
Deliberation of NONE 2 Days Secretariat/ OAT Director/
Gawad Guro VCAA
2.1 Draft and
Finalize
recommendation Gawad Guro Committee/
letter of Gawad None 4 Hours Secretariat/ OAT Director/
guro for VCAA
Chancellor’s
approval
888
2.2 Forward to
Releasing personnel
Office of the None 1 Hour OVCCA Central Office
Chancellor
2.3 Office of the
Chancellor
receives the Receiving personnel
None Pause-clock
recommendation Office of the Chancellor
of the committee
from the OVCAA
2.4 Approval and
disapproval of None 3 Days Chancellor
the Chancellor
2.5 Office of the
Chancellor
release the final Releasing personnel
None Pause-clock
decision of the Office of the Chancellor
Gawad guro
nominee
2.6 OVCAA
Central Office
receive the final
decision of the Receiving personnel
None 10 Minutes
Gawad Guro OVCAA Central Office
Nominee from
Office of the
Chancellor
2.7 Receive final
decision of
Chancellor, VCAA/ OAT Director/
None 3 Day
noted by the Gawad Guro Secretariat
VCAA and OAT
director
3 Notice of
Gawad
Project Assistant/
3. Receive notice of Tsanselor sa
approval Natatanging Associate
Guro approval to
the awardee
14 Days, 6
Minutes
889
17. UP Diliman Centennial Professorial Chairs and Faculty Grants
Nominations for the Deliberation/ Recommendation of the
Committee to the Chancellor and President
Process and Selection UP Diliman Centennial Professorial Chairs and Faculty
Grants Nominations for the Deliberation/Recommendation of the Committee to
the Chancellor and President
Type of
Transaction:
1. Cover Letter addressed to the
Chancellor, through the Vice
Chancellor for Academic Affairs,
Attention: Office for the Advancement
of Teaching Director.
Requesting unit
2. Proof of mentoring
3. Copy of research or creative output
4. Submitted for award consideration.
5. Curriculum vitae highlighting fulfillment
of the minimum requirements
6. Accomplished nomination form Office for the Vice Chancellor for Academic Affairs
complete with signatures. (OVCAA) Call
CLIENT STEPS
1. Wait for the call of
application for UP
1. Release call for Receiving personnel
Diliman Centennial None Pause-clock
Application OVCAA Central office
Professorial Chairs
and Faculty Grants
2. Submit UP Diliman
Centennial
Professorial Chairs None 30 Minutes
Nomination Form OAT Diliman
and Faculty Grants
Nomination Form
2.2 Encode
University Research
details from
None 1 Hour Associate / Project
nomination form Assistant
to OAT Database
2.3 Pre- Project
Assistant/University
Evaluation of None 3 Days
Research Associate/ OAT
nominations Director
890
2.4 Forward to
OVCRD/ APS
reviewer for Releasing personnel
None 1 Day
verification of OVCAA Central Office
Research/
Creative work
2.5 OVCRD
receive Receiving personnel
None 1 Hour
application from OVCRD
OAT Diliman
2.6 Provide initial
score for
Research work
via SPS rating None Pause-clock OVCRD/ APS Reviewer
and for Creative
work via APS
rating
2.7 Forward to Releasing personnel
None 1 Day
OAT Diliman OVCRD
2.8 OAT Diliman
receive the
nomination form
Receiving personnel
with Initial scores None 1 Hour
OAT Diliman
for research and
creative work
from OVCRD
2.8 Receive
scored
research/creative
work and pre-
Project Assistant/
categorize (i.e.,
Prof Chair, Associate
Faculty Grant,
Special Case,
Deferred,
Disqualified)
2.8.1 Summary of
UP Diliman
Centennial Project Assistant/
Professorial None 2 Days University Research
Chairs and Associate
Faculty Grants
submission
3. UP Diliman University Research
Diliman Associate/ Project
None 2 Days
Professorial Assistant/ Committee
Chairs and Members
891
Faculty Grant
committee
meeting for
deliberation and
recommendation
to the Chancellor
and President
3.1 Draft and
finalize letter for
recommendation
of the UP Diliman University Research
Centennial Prof Associate/ Project
None 4 Hours
Chair and Faculty Assistant/ Committee
Grant nominees, Members
to the Office of
the Chancellor for
appropriate action
3.2 Forward to
the Office of the
Chancellor the
recommended Releasing personnel
None 1 Day
nominees of UP OVCAA Central Office
Diliman Prof
Chair and Faculty
Grants
4. Office of the
Chancellor
receives the UP
Receiving personnel
Diliman Prof None 1 Day
Chair and Faculty
Grants nominees
from OAT Diliman
4.1Chancellor’s
approval of UP
Diliman
Centennial
Faculty Grants
and None Pause-clock Chancellor
recommendation
of UP Diliman
Centennial
Professorial
Chairs
4.2 Forward the
recommended Releasing personnel
None Pause-clock Office of the Chancellor
nominees for UP
Diliman
892
Centennial
Professorial
Chairs for UP
President
approval
4.3 Office of the
President
receives the
nominees for UP Receiving personnel
None Pause-clock
Diliman Office of the President
Centennial
Professorial
Chairs
5. President’s
approval of UP
Diliman
None Pause-clock UP Diliman President
Centennial
Professorial
Chairs
5.1 Forward the
approved list of
UP Diliman Releasing Personnel
None Pause-clock
Centennial Office of the President
Professorial
Chairs
5.2 Office of the
Chancellor
receives
approved list of
Receiving personnel
UP Diliman None Pause-clock
Centennial
Professorial
Chairs from Office
of the President
5.3 Forward
approved list of
UP Diliman
Centennial Releasing personnel
None Pause-clock
Professorial Office of the Chancellor
Chairs to the
OVCAA Central
Office
5.4 OVCAA
Central Office
Receiving personnel
receives final list None Pause-clock OVCAA Central Office
of UP Diliman
Centennial
893
Professorial
Chairs from the
Office of the
Chancellor
5.5 Forward to
OAT Diliman the
Releasing personnel
final list of None 10 Minutes
awardees noted
by VCAA
5.6 OAT Diliman
receives final list
of awardees Receiving personnel
None 30 Minutes
noted by VCAA OAT Diliman
from OVCAA
Central Office
6. Inform
awardees University Research
6. Received notice of regarding the Associate / Project
None 1 Day
approval awarding Assistant
ceremony via
email
6.1 Send formal
letter regarding
the final decision Releasing personnel
of the Committee OVCAA Central Office
on the None 14 Days University Research
nomination, and Associate / Project
return of Assistant
documents
submitted
28 Days, 10
TOTAL: None
Minutes
18. Student Evaluation of Teaching (SET)-related concerns

Processing document with Student Evaluation of Teaching (SET) – Related
concerns
Who may avail: UP Diliman Academic Units
894
1. Letter of request with specific details
1. Requesting unit
of the faculty, course, academic
year/sem, concern; or
2. Duly accomplished form for Batch 1. Office of the Vice Chancellor for Academic Affairs
Renewal /Tenure/Promotions (OVCAA)
CLIENT STEPS
1. Receive and
encode
1. Submit request for document with
Receiving personnel
SET Score with SET-related None 10 Minutes
OAT Diliman
complete attachment concerns with
complete
attachment
1.1 Encode SET
University Research
request to the None 30 Minutes
Associate
OAT database
1.1.1 Evaluate
SET request for University Research
None 1 Day
OAT Director Associate
Endorsement
1.3
Endorsement of None 2 Days OAT Director
OAT Director
1.4 Forward to
OVCAA Central
Releasing personnel
Office for VCAA None 10 Minutes OAT Diliman
appropriate
action of
1.5 OVCAA
Central Office
Receiving personnel
receive SET None 30 Minutes OVCAA Central Office
request from
OAT Diliman
1.6 For VCAA
approval/
None 1 Day VCAA
appropriate
action
1.7 Return to Releasing personnel
None 10 Minutes
OAT Diliman OVCAA Central Office
1.8 OAT Diliman
receive SET
Receiving personnel
request from None 30 Minutes
OAT Diliman
OVCAA Central
Office
895
2. Requesting
2. Receive notice of unit receive Releasing personnel
None 1 Day
approval notice of OVCAA Central Office
request
5 Days, 2
TOTAL: None
Hours
19. Study Leave with pay and without pay (SLWP/SLWOP) – Local
(Original/New Application)
Processing application for Study Leave with pay and without pay (SLWP/SLWOP)
- Local
Faculty
1. Application letter of the faculty
addressed to Chancellor thru Channels
with duly accomplished form
Department and College
2. Application letter endorsed by the
Chair/Director and Dean; and/or Chair’s
endorsement letter, endorsed by the
Dean
3. Faculty Profile
4. Justification and/or distribution of
teaching load, if profile exceeds 15% Requesting unit
mark
5. Faculty Development plan
6. Focus on the Department
7. Waiver of age requirement with
8. justification from the chair, if more than
40 years’ old
9. Waiver of rank with justification, if rank
is higher than Assistant Professor
10. New/Original application, 1st year
11. Admission/acceptance letter
12. Plan of study/Gantt chart or
Program of study
896
13. Employee Slip
14. Personnel Clearance
15. Return Service Requirement
Human Resource Development Office (HRDO)
16. Service Record
17. Surety Agreement for Local Faculty
Fellowship/ Study Leave Agreement
CLIENT STEPS
1. Receives
1. Submit application Receiving personnel
application None 10 Minutes
with HRDO clearance OAT Diliman
HRDO
1.1 Encode
application to the None 30 Minutes Administrative Aide
OAT database
1.2 Evaluate
application for
OAT Director None 1 Hour Administrative Aide
Appropriate
Action
1.3 Review
evaluation on
application and None 2 Days OAT Director
Initials if found in
order
1.4 Forward to
Releasing personnel
OVCAA Central None 10 Minutes OVCAA Central Office
Office
1.5 OVCAA
Central Office
None 30 Minutes
application for OVCAA Central Office
VCAA
endorsement
1.6 For VCAA
appropriate None 1 Day VCAA
action
None 10 Minutes
OAT OVCAA-CO
1.8 Receive
application from Receiving personnel
OVCAA, for None 20 Minutes OAT Diliman
release to Office
of the Chancellor
Forward
Releasing personnel
application to None 1 Hour
Office of the
897
Chancellor for
Chancellor
approval
Office of the
Chancellor
Receiving personnel
receives None Pause-clock
application from
OAT Diliman
1.9 HRDO
receives
approved Releasing personnel
None Pause-clock
application from Office of the Chancellor
Office of the
Chancellor
2. HRDO
releases
2. Received
notification of
notification of Releasing personnel
approved None Pause-clock
application from HRDO
application and
HRDO
contract for
notarization
3 Days, 2 Hours,
TOTAL: NONE
50 Minutes
(Original Application Middle of Study)
- Local
Faculty
with duly accomplished form Requesting unit
endorsement letter, endorsed by the Dean
898
1. Faculty Profile
a. Justification and/or distribution of teaching
load, if profile exceeds 15% mark

a. Focus on the Department
justification from the chair, if more than 40
years’ old
Waiver of rank with justification, if rank is
higher than Assistant Professor
Original, in the middle of study
a. Admission/acceptance letter
b. Certificate from the adviser, if on
thesis/dissertation stage
c. Plan of study/Gantt Chart or
Program of Study
d. Progress report (HRDO form C-7) Human Resource Development (HRDO)
e. True copy of grades Office of the University Registrar (OUR)
1. Employee Slip
3. Return Service Requirement Human Resource Development Office (HRDO)
4. Service Record
CLIENT STEPS
1. Receives
application from None 10 Minutes
HRDO
1.1 Encode
application to
None 30 Minutes Administrative Aide
the OAT
database
1.2 Evaluate
application for
OAT Director None 1 Hour Administrative Aide
Appropriate
Action
1.3 Review
evaluation on None 2 Days OAT Director
application and
899
Initials if found
in order
1.4 Forward to
Releasing personnel
OVCAA Central None 10 Minutes
Office
1.5 OVCAA
Central Office
None 30 Minutes
VCAA
endorsement
1.6 For VCAA
appropriate None 1 Day VCAA
action
None 10 Minutes
OAT OVCAA-CO
1.8 Receive
application from
Receiving personnel
OVCAA, for
None 20 Minutes OAT Diliman
release to Office
of the
Chancellor
1.9 Forward
application to
Office of the Releasing personnel
None 1 Hour
Chancellor for OVCAA Central Office
Chancellor
approval
1.10 Office of
the Chancellor
Receiving personnel
receives None Pause-clock Office of the Chancellor
application from
OAT Diliamn
1.11 HRDO
receives
None Pause-clock
Office of the
Chancellor
2. HRDO
releases
2. Received notification notification of
Releasing personnel
of application from approved None Pause-clock
HRDO
HRDO application and
contract for
notarization
900
3 Days, 2 Hours,
TOTAL: NONE
50 Minutes
(Renewal of Application)
- Local
Faculty
Chair/Director and Dean; and/or
Chair’s endorsement letter, endorsed
by the Dean
2. Faculty Profile
a. Justification and/or distribution of
teaching load, if profile exceeds 15%
mark Requesting unit
justification from the chair, if more than
40 years’ old
Waiver of rank with justification, if rank
is higher than Assistant Professor
Renewal/Extension
a. Reason of extension
c. Plan of study/Gantt Chart
d. Progress report (HRDO form C-7) Human Resource Development Office (HRDO)
1. Employee Slip Human Resource Development Office (HRDO)
901
4. Service Record
6. Fellowship/ Study Leave Agreement
CLIENT STEPS
1. Receives
application None 10 Minutes
from HRDO
1.1 Encode
application to
the OAT
database
1.2 Evaluate
application
for OAT
None 1 Hour Administrative Aide
Director
Appropriate
Action
1.3 Review
evaluation
on
application None 2 Days OAT Director
and Initials if
found in
order
1.4 Forward
to OVCAA Releasing personnel
None 10 Minutes
Central OVCAA Central Office
Office
1.5 OVCAA
Central
Office
Receiving personnel
receive None 30 Minutes
application
for VCAA
endorsement
1.6 For
VCAA
None 1 Day VCAA
appropriate
action
None 10 Minutes
OAT OVCAA-CO
None 20 Minutes
application OAT Diliman
902
from
OVCAA, for
release to
Office of the
Chancellor
1.9 Forward
application to
Office of the
Releasing personnel
Chancellor None 1 Hour
for
Chancellor
approval
1.10 Office
of the
Chancellor
Receiving personnel
receives None Pause-clock
application
from OAT
Diliamn
1.11 HRDO
receives
approved
Releasing personnel
application None Pause-clock
from Office
of the
Chancellor
2. HRDO
releases
notification of
2. Received notification
of application from None Pause-clock
application HRDO
HRDO
and contract
for
notarization
3 Days, 2 Hours,
TOTAL: NONE
50 Minutes
22. Local Faculty Fellowship (LFF) – Local (Original Application)

Processing application for Local Faculty Fellowship (LFF) - Local
Type of
Transaction:
903
Faculty
endorsement letter, endorsed by the
Dean
2. Faculty Profile
a. Justification and/or distribution
of teaching load, if profile Requesting unit
exceeds 15% mark
justification from the chair, if more
than 40 years’ old
5. Waiver of rank with justification, if
rank is higher than Assistant
Professor
Original application
a. Curriculum Vitae
b. Admission/Acceptance letter
1. Employee Slip
4. Service Record Human Resource Development Office (HRDO)
1. Submit application
1. Receives Receiving personnel
with HRDO None 10 Minutes
clearance
1.1 Encode
application to the None 30 Minutes Administrative Aide
OAT database
904
1.2 Evaluate
application for OAT
Director Appropriate
Action
1.3 Review
evaluation on
application and None 2 Days OAT Director
order
1.4 Forward to
Releasing personnel
OVCAA Central None 10 Minutes
Office
1.5 OVCAA Central
None 30 Minutes
VCAA endorsement
1.6 For VCAA
None 1 Day VCAA
appropriate action
Releasing personnel
1.7 Return to OAT None 10 Minutes OVCAA-CO
1.8 Receive
application from Receiving personnel
OVCAA, for release None 20 Minutes OAT Diliman
to Office of the
Chancellor
1.9 Forward
application to Office Releasing personnel
None 1 Hour
of the Chancellor for OVCAA Central Office
Chancellor approval
1.10 Office of the
Chancellor receives Receiving personnel
None Pause-clock
OAT Diliman
1.11 HRDO
receives approved
Releasing personnel
application from None Pause-clock Office of the Chancellor
Office of the
Chancellor
2. HRDO releases
2. Received notification of
notification of approved Releasing personnel
None Pause-clock
application from application and HRDO
HRDO contract for
notarization
3 Days, 2 Hours,
TOTAL: NONE
50 Minutes
905
23. Local Faculty Fellowship (LFF) – Local (Original application
middle of study)
Faculty
1. Application letter of the faculty addressed to
Chancellor thru Channels with duly
accomplished form
2. Faculty Profile
a. Justification and/or distribution of teaching load,
if profile exceeds 15% mark
3. Faculty Development plan Requesting unit
4. Waiver of age requirement with justification from
the chair, if more than 40 years’ old
5. Waiver of rank with justification, if rank is higher
than Assistant Professor
Original, in the middle of study
a. Curriculum Vitae
b. Admission/Acceptance letter
c. Certificate from the adviser, if on
d. Plan of study/Gantt Chart
e. Progress report (HRDO form C-7) Human Resource Development Office (HRDO)
f. True copy of grades Office of the University Registrar (OUR)
1. Employee Slip
Human Resource Development Office (HRDO)
4. Service Record
5. Surety Agreement for Local Faculty Fellowship/
Study Leave Agreement
906
1. Receives Receiving
application from None 10 Minutes personnel
HRDO
1.1 Encode
Administrative
application to the OAT None 30 Minutes
Aide
database
1.2 Evaluate
application for OAT Administrative
None 1 Hour
Director Appropriate Aide
Action
on application and
order
Releasing
1.4 Forward to personnel
None 10 Minutes
OVCAA Central Office OVCAA Central
Office
1.5 OVCAA Central Receiving
Office receive personnel
None 30 Minutes
application for VCAA OVCAA Central
endorsement Office
1.6 For VCAA
None 1 Day VCAA
appropriate action
Releasing
1.7 Return to OAT None 10 Minutes personnel
OVCAA-CO
1.8 Receive
application from Receiving
personnel
OVCAA, for release to None 20 Minutes
OAT Diliman
Office of the
Chancellor
1.9 Forward Releasing
application to Office of personnel
None 1 Hour
the Chancellor for OVCAA Central
Chancellor approval Office
1.10 Office of the Receiving
Chancellor receives personnel
None Pause-clock
application from OAT Office of the
Diliman Chancellor
1.11 HRDO receives Releasing
approved application personnel
None Pause-clock
from Office of the Office of the
Chancellor Chancellor
907
2. HRDO releases
2. Received notification notification of Releasing
of application from approved application None Pause-clock personnel
HRDO and contract for HRDO
notarization
3 Days, 2 Hours,
TOTAL: NONE
50 Minutes
24. Local Faculty Fellowship (LFF) – Local (Renewal of Application)

Faculty
1. Application letter of the faculty addressed to
Chancellor thru Channels with duly
accomplished form
2. Faculty Profile
a. Justification and/or distribution of teaching load,
if profile exceeds 15% mark Requesting unit
4. Waiver of age requirement with justification from
the chair, if more than 40 years’ old
5. Waiver of rank with justification, if rank is higher
than Assistant Professor
Renewal/Extension
a. Reason of extension
1. Employee Slip Human Resource Development Office (HRDO)
908
4. Service Record
5. Surety Agreement for Local Faculty Fellowship/
Study Leave Agreement
Receiving
1. Submit application 1. Receives
None 10 Minutes personnel
with HRDO clearance application
OAT Diliman
1.1 Encode
Administrative
application to the OAT None 30 Minutes
Aide
database
1.2 Evaluate
application for OAT Administrative
None 1 Hour
Director Appropriate Aide
Action
on application and
order
Releasing
1.4 Forward to personnel
None 10 Minutes
OVCAA Central Office OVCAA Central
Office
Office receive personnel
None 30 Minutes
application for VCAA OVCAA Central
endorsement Office
1.6 For VCAA
None 1 Day VCAA
appropriate action
Releasing
personnel
1.7 Return to OAT None 10 Minutes
OVCAA Central
Office
1.8 Receive
Receiving
application from
personnel
OVCAA, for release to None 20 Minutes
OAT Diliman
Office of the
Chancellor
Forward application Releasing
to Office of the personnel
None 1 Hour
Chancellor for OVCAA Central
Chancellor approval Office
Office of the Receiving
None Pause-clock
Chancellor receives personnel
909
application from OAT Office of the
Diliamn Chancellor
1.9 HRDO receives Releasing
approved application personnel
None Pause-clock
from Office of the Office of the
Chancellor Chancellor
2. HRDO releases
2. Received notification notification of Releasing
of application from approved application None Pause-clock personnel
HRDO and contract for HRDO
notarization
3 Days, 2 Hours,
TOTAL: NONE
50 Minutes
25. Local Faculty Fellowship (LFF) – Voucher

Processing of Local Faculty Fellowship (LFF) – Voucher
Who may avail: UP Diliman Faculty with Local Faculty Fellowship Application
2. BUR
3. Notice of Approval Requesting unit
4. Endorsement from the Chair/Director and
Dean with duly accomplished
1. Submit Vouchers Receiving
with complete 1. Receive Voucher None 10 Minutes personnel
attachments OAT Diliman
1.1 Encode and
Administrative
evaluate voucher to None 1 Hour
Aide
the OAT database
for OAT Director None 1 Day OAT Director
Initials
1.3 Forward to Releasing
OVCAA Central Office None 10 Minutes personnel
for VCAA approval OAT Diliman
None 10 Minutes
Office receives personnel
910
voucher from OAT OVCAA Central
Diliman Office
1.5 For VCAA
None 1 Day VCAA
endorsement
Releasing
1.6 Return to OAT personnel
None 10 Minutes
Diliman OVCAA Central
Office
1.7 OAT Diliman Receiving
receive voucher from None 20 Minutes personnel
OVCAA Central Office OAT Diliman
1.8 Forward vouchers Releasing
personnel
to Diliman Budget None 4 Hour OVCAA Central
Office Office
1.9 Forward vouchers Releasing
personnel
to Diliman Accounting None Pause-clock
Diliman Budget
Office Office
Releasing
Forward vouchers to personnel
None Pause-clock
Cash Office Diliman
Accounting Office
26. Thesis/Dissertation Research Contract

Processing application for Thesis/Dissertation Research Contract
Faculty
1. Application form (HRDO SS form) to be fill- Human Resource Development Office (HRDO)
up by the faculty
2. Application letter
3. Approval of Thesis/Dissertation Proposal
4. Project Line Item Budget
5. Certification from the Chair, if on temporary Requesting unit
status
911
6. Endorsement from the Adviser,
Chair/Director and Dean with duly
accomplished form
7. Employee Slip
8. Personnel Clearance Human Resource Development Office (HRDO)
Receiving
for Thesis/Dissertation 1. Receive application
Research Grant with from HRDO OAT Diliman
HRDO clearance
1.2 Encode and
Administrative
evaluate application to None 1 Hour Aide
the OAT database
of application for OAT None 2 Days OAT Director
Director Initial
1.4 Forward to
Releasing
for VCAA OAT Diliman
endorsement
personnel
Office receive
application from OAT Office
Diliman
1.6 VCAA for
None 1 Day VCAA
endorsement
Personnel
1.7 Return to OAT releasing
None 10 Minutes
Diliman for releasing OVCAA Central
Office
1.8 OAT Diliman
Receiving
receive application
from OVCAA Central OAT Diliman
Office
1.9 Forward to the Releasing
Personnel
Office of the None 1 Hour OVCAA Central
Chancellor office
1.10 Office of the Receiving
Chancellor receive personnel
None Pause-clock
application for Office of the
Chancellor approval Chancellor
1.11 Chancellor’s
approval
912
3 Days, 3 Hours,
TOTAL: None
30 Minutes
27. Study Load Credit (SLC) 3.5-units to 7-units

Processing application for Study Load Credit (SLC)
Faculty
addressed to Chancellor thru channels Requesting unit
a. Plan of study/Gantt Chart
b. True copy of grades Office of the University Registrar (OUR)
c. Progress report Human Resource Development (HRDO)
2. Application letter endorsed by
Chair/Director and Dean; and/or
Chair’s endorsement letter, endorsed
by Dean
Requesting unit
Note: 1-3units of Study Load Credit
(Approval College Level) and they will
submit a report of the list of faculty who
granted 1-3units of SLC)
CLIENT STEPS
1. Submit Application
for Study Load Credit 1. Receive Receiving personnel
None 10 Minutes
with Complete Application OAT Diliman
application
1.1 Encode
and evaluate
application to None 1 Hour Administrative Aide
OAT
database
1.2 Review
evaluation of
913
application
for OAT
Director
Initial
1.4 Forward
to OVCAA
Central Releasing personnel
None 10 Minutes
Office for OAT Diliman
VCAA
endorsement
1.5 OVCAA
Central
Office Receiving personnel
receive None 30 Minutes OVCAA Central Office
application
from OAT
Diliman
1.6 VCAA for
None 1 Day VCAA
endorsement
1.7 Return to
Releasing Personnel
OAT Diliman None 10 Minutes
for releasing
1.8 OAT
Diliman
receive
Receiving personnel
application None 30 Minutes OAT Diliman
from OVCAA
Central
Office
1.9 Forward
to the Office
Releasing Personnel
of the None 1 Hour OVCAA Central office
Chancellor
for approval
1.10 Office
of the
Chancellor
Receiving personnel
receive None Pause-clock Office of the Chancellor
application
from OAT
Diliman
1.11
Chancellor’s None Pause-clock Chancellor
approval
2.
2. Received notice of Releasing personnel
Requesting None Pause-clock
approval of application Office of the Chancellor
unit received
914
notice of
approval of
application
2 Days, 3 Hours,
TOTAL: None
30 Minutes
28. Reduced Fees (18-units below)

Processing application of Reduces Fees
Faculty
1. Application form to be fill-up by the
faculty
For late submission
2. a. Justification letter Requesting unit
3. Application form endorsed by the
Chair/Director and Dean with duly
accomplished form
4. Personnel Clearance Human Development Resource Office (HRDO)
FEES
CLIENT STEPS TO BE
PAID
1. Receive Receiving personnel
for Reduced fess with None 10 Minutes
complete attachment
1.1 Encode and
evaluate
application to
OAT database
1.1.1 Evaluate
application for
OAT Director
Approval
2. OAT Director
Approval
915
2.1 Return
application with Releasing personnel
None Pause-clock
approval to the OAT Diliman
requesting unit
29. Faculty Local Activities (Special Detail/Local Detail/Travel)

Processing application for Faculty Local Activities (Special/Local Detail) Local
travel
Faculty
1. Application letter of the faculty addressed
to Chancellor thru channels
2. Acceptance/Invitation/Grant
Attachments for Local detail/Travel
application
3. Acceptance/Invitation/Grant/Program
4. Arrangements for classes to be missed, if
there are classes Requesting unit
5. Memo for OIC, if there is admin duty
6. Department and College

8. Faculty Profile (for Special detail only)
9. Justification and/or distribution of teaching
load, if profile exceeds 15% mark
10. Employee Slip
12. Return Service Requirement (for Human Resource Development Office (HRDO)
PostDoc)
13. Service Record
916
1. Submit Application
for Faculty Local 1. Receive
Receiving personnel
activities Application from None 10 Minutes OAT Diliman
(Local/Special detail) HRDO
with HRDO Clearance
1.1 Encode and
evaluate
application to OAT
database
1.2 Review
evaluation of
application for
OAT Director Initial
1.4 Forward to
None 10 Minutes
endorsement
1.5 OVCAA
Receiving personnel
Central Office
None 30 Minutes OVCAA Central Office
receive application
from OAT Diliman
1.6 VCAA for
None 1 Day VCAA
endorsement
1.7 Return to OAT
Releasing Personnel
Diliman for None 10 Minutes OVCAA Central Office
releasing
1.8 OAT Diliman
receive application Receiving personnel
None 30 Minutes
Central Office
1.9 Forward to the
Office of the Releasing Personnel
None 1 Hour
Chancellor for OVCAA Central office
approval
1.10 Office of the
Chancellor receive Receiving personnel
None Pause-clock
OAT Diliman
1.11 Chancellor’s
approval
2. Requesting unit
2. Received notice of received notice of Releasing personnel
None Pause-clock
approval of application approval of Office of the Chancellor
application
917
2 Days, 3
Minutes
30. Secondment Application and Contract

Processing Secondment application and contract
1. Faculty
3. Invitation/Request form
4. Memorandum of Agreement (MOA)
/Contracts
5. Certification of no Budgetary outlay
6. Department and College Requesting unit
endorsement letter, endorsed by Dean
8. Faculty Profile
9. Justification and/or distribution of
teaching load, if profile exceeds 15%
mark
10. Employee Slip
11. Personnel Clearance Human Resource Development Office (HRDO)
12. Service Record
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
request for 1. Receive
Releasing personnel
Secondment with MOA application from None 10 Minutes
OAT Diliman
Contract with HRDO HRDO
Clearance
1.1 Encode and
evaluate
918
application to the
OAT database
1.2 Referral to
Diliman Legal Administrative Aide /
None 1 Day
Office for review OAT Director
MOA Contract
1.3 Referral slip
Releasing personnel
forward to Diliman None 1 Hour
Legal Office
1.4 Diliman Legal
None Pause-clock
application from Diliman Legal Office
OAT Diliman
1.5 Diliman Legal
Office review the
application with None Pause-clock Diliman Legal Office
the attach MOA
contract
1.6 Return MOA
contract to OAT Releasing personnel
None Pause-clock
Diliman for Diliman Legal Office
appropriate action
1.7 Request
certification of no None 1 Day Diliman Budget Office
Budgetary Outlay
1.8 Evaluates
application for None 1 Hour Administrative Aide
1.9 Review
evaluation of
application for
1.10 Forward to
None 10 Minutes
endorsement
1.11 OVCAA
Receiving personnel
Central Office
None 30 Minutes OVCAA Central Office
receive application
from OAT Diliman
1.12 VCAA for
None 1 Day VCAA
endorsement
1.7 Return to OAT
Releasing Personnel
Diliman for None 10 Minutes OVCAA Central Office
releasing
919
1.13 OAT Diliman
receive application Receiving personnel
None 30 Minutes
Central Office
1.15 Forward to
the Office of the Releasing Personnel
None 1 Hour
Chancellor for OVCAA Central office
approval
1.16 Office of the
Chancellor receive
Receiving personnel
referral of
None Pause-clock Office of the
endorsement of Chancellor
application from
OAT Diliman
1.17 Chancellor’s
approval
5 Days, 5 Hours,
TOTAL: None
30 Minutes
31. Memorandum of Agreement/Understanding and Contract of

Processing and Review of Memorandum of Agreement /Understanding and
Contract of Awards (MOA/MOU teaching related only)
UP CUs and other Academic entities/Institutions, Organizations. Faculty
Who may avail:
and similar entities
2. Implementation Plan Requesting unit
3. Draft MOA/MOU/Contract of Awards
4. Certification of No Budgetary Outlay Requesting unit and Diliman Budget Office
CLIENT STEPS
1. Submit Letter request
for MOA/MOU and None 10 Minutes
request OAT Diliman
Contract of Awards
1.2 Encode
request to the None 30 Minutes Project Assistant
OAT database
920
1.3 Evaluate
Project Assistant/ OAT
Request for None 2 Days Director
Referral to DLO
1.4 Forward
referral to Diliman Releasing personnel
None 1 Hour
Legal Office for OVCAA Central Office
review of request
1.5 Diliman Legal
None Pause-clock
request from OAT Diliman Legal Office
Diliman
1.6 Diliman Legal
Office review the
MOA/MOU and
Contract of None Paused-clock Diliman Legal Office
Award for
endorsement to
the Chancellor
1.7 Request Project Assistant/OAT
Certification of No None 3 Days Director/ Diliman
Budgetary Outlay Budget Office
1.8 Referral for Releasing personnel
the signature of None 10 Days Project Assistant/OAT
Partner University Director (through LBC)
1.9 Referral for
VCAA’s initial
1.10 Referral for
Chancellor’s None 3 Days Director/VCAA
signature
1.11 Notarization
of MOA/MOU and
None 3 Days Diliman Legal Office
Contract of
awards
2. Referral of
accomplished Project Assistant/Oat
None 1 Day
MOA/MOU for Director/Chancellor
BOR Approval
3.Referral of
accomplished Project Assistant/OAT
MOA/MOU for None Pause-clock Director/Partner
the Partner University
University
3.1 Referral of
accomplished
NONE Pause-clock Director/ Partner UP
MOA/MOU for Diliman Unit
the partner Unit
921
28 Days, 40
TOTAL: None
Minutes
32. Memorandum of Agreement/Understanding and Contract of

Processing and Review of Memorandum of Agreement /Understanding and
Contract of Awards (MOA/MOU teaching related only)
UP CUs and other Academic entities/Institutions, Organizations. Faculty
Who may avail:
and similar entities
2. Implementation Plan Requesting unit
3. Draft MOA/MOU/Contract of Awards
4. Certification of No Budgetary Outlay Requesting unit and Diliman Budget Office
CLIENT STEPS
1. Submit Letter request
for MOA/MOU and None 10 Minutes
request OAT Diliman
Contract of Awards
1.2 Encode
request to the None 30 Minutes Project Assistant
OAT database
1.3 Evaluate
Project Assistant/ OAT
Request for None 2 Days Director
Referral to DLO
1.4 Forward
referral to Diliman Releasing personnel
None 1 Hour
Legal Office for OVCAA Central Office
review of request
1.5 Diliman Legal
None Pause-clock
request from OAT Diliman Legal Office
Diliman
1.6 Diliman Legal
Office review the
None Paused-clock Diliman Legal Office
MOA/MOU and
Contract of Award
922
for endorsement
to the Chancellor
1.7 Request Project Assistant/OAT
Certification of No None 3 Days Director/ Diliman
Budgetary Outlay Budget Office
1.8 Referral for Releasing personnel
the signature of None 10 Days Project Assistant/OAT
Partner University Director (through LBC)
1.9 Referral for
VCAA’s initial
1.10 Referral for
Chancellor’s None 3 Days Director/VCAA
signature
1.11 Notarization
of MOA/MOU and
None 3 Days Diliman Legal Office
Contract of
awards
2. Referral of
accomplished Project Assistant/Oat
None 1 Day
MOA/MOU for Director/Chancellor
BOR Approval
3.Referral of
3. Notice of endorse accomplished
None Pause-clock Director/Partner
MAO/MOU MOA/MOU for the University
Partner University
3.1 Referral of
accomplished
NONE Pause-clock Director/ Partner UP
MOA/MOU for the Diliman Unit
partner Unit
28 Days, 40
TOTAL: None
Minutes
33. Metrobank Outstanding Filipinos Nominations for the

endorsement of the University to the Metrobank Foundation Inc
Process and review the Metrobank Outstanding Filipinos Nominations for the
endorsement of the University to the Metrobank Foundation Inc.
923
1. Duly accomplished nomination form online
and printed hard copy (may vary as 1. Metrobank Foundation Inc/ OAT
prescribed by Metrobank)
2. Supporting documents indicated by
1. Personal documents of the nominee
Metrobank Foundation
AGENCY FEES TO PROCESS PERSON
CLIENT STEPS
ACTION BE PAID ING TIME RESPONSIBLE
1. Release of call
for nominations to Pause- Metrobank Foundation
1. Wait for the Call None
partner clock Inc.
Universities
1.2 Dissemination
University Research
of call for Pause-
None Associate/ Project
nominations to clock
Assistant
UP Diliman
2. Submit duly
accomplished
application/nomination
2. Receive
forms for Metrobank Receiving personnel
application/nomin None 10 Minutes
Foundation OAT Diliman
ation form
Outstanding Filipinos
with complete
attachments
2.1 Encode Project
application/nomin Assistant/University
None 1 hour
ation details to Research Associate
OAT database (URA)
2.2 Pre- Project
Evaluation of Assistant/University
None 3 Days
application/nomin Research Associate
ation /OAT Director
2.3 Forward to
None 10 Minutes
recommendation
2.4 OVCAA
Central Office
Receiving personnel
receive None 30 Minutes
application /
nomination
2.5
Recommendation None 1 Day VCAA
by the VCAA
Releasing personnel
2.6 Return to
None 10 Minutes OAT Diliman
OAT Diliman
924
2.7 OAT Diliman
receives
application/nomin Receiving personnel
None 30 Minutes
ation from OAT Diliman
OVCAA Central
Office
2.8 Forward to
the Office of the
Chancellor for
final selection and Releasing personnel
None 1 Hour
endorsement of OVCAA Central Office
one nominee to
the Metrobank
Foundation Inc
2.9 Office of the
Chancellor
receives Pause- Receiving personnel
None
application/nomin clock Office of the Chancellor
ation from OAT
Diliman
2.10 Final
selection and
endorsement of
None 2 Days Chancellor
one nominee to
the Metrobank
Foundation Inc
2.11 Office of the
Chancellor
forwarded to the
OAT Diliman the Releasing personnel
Pause-
final selection and None Office of the Chancellor
clock
endorsement of
one nominee to
the Metrobank
Foundation Inc
2.12 OAT Diliman
receive final
nominee for Receiving personnel
None 30 Minutes
submission to the OAT Diliman
Metrobank
Foundation Inc
2.14 Submit
nomination to
Project
Metrobank
None 2 Days Assistant/University
Foundation Inc,
Research Associate
Metrobank Plaza,
Makati
925
3. Receive Notice of 3. Release notice Pause-
None Metrobank foundation
application to the nominee/s clock
8 Days, 4
TOTAL: None
Hours
926
Office of Field Activities
(OFA)
External Services
927
1. Processing of Memorandum of Agreement/Memorandum of
Assistance in the preparation, implementation, and monitoring of Memorandum of
Agreement/Memorandum of Understanding on Student Internship in the
Philippines
Office or Division: Office of Field Activities Diliman
1. OVCAA OFA Form No. 04 – Internship Request
Office of Field Activities Diliman
Form
2. Endorsement letter addressed to UP Diliman
Chancellor, of the proposed/new partnership
3. Proposed draft agreement (preferably 4 copies)
Requesting Unit
4. Certification from the college stating that the
agreement will not require additional budget
5. Secretary’s Certificate/Board Resolution
1. Submit draft 1. Receive the
MOA/MOU with MOA/MOU with
complete attachment complete attachment
1.1 Encode the details
of the MOA/MOU to
the database
1.2 Scan the whole
set of documents for
filing
1.3 Prepare and print Receiving
reference slip Personnel
None 30 Minutes
endorsing the OFA Diliman
MOA/MOU to Diliman
Budget Office for
budget certification, in
compliance with
Memorandum No.
OSU 2017-02-04
1.4 Endorse the
reference slip to OFA
Director for
appropriate action
928
1.5 Review and sign Director
2 Days
for appropriate action OFA Diliman
1.5 Endorse
MOA/MOU to Diliman Project
Management
Budget Office for None Pause-clock
Associate
issuance of budget OFA Diliman
certification
1.6 Receive
MOA/MOU with
certification from
1.6.1 Encode details
to database
1.6.2 Prepare and
Receiving
print reference slip
None 20 Minutes Personnel
MOA/MOU to Diliman
Legal Office for legal
review
1.6.3 Endorse the
Director for
appropriate action
None 2 Days
1.8 Endorse Project
MOA/MOU to Diliman Management
None Pause-clock
Legal Office for legal Associate
review OFA Diliman
1.9 Receive
MOA/MOU with DLO
Memorandum
to database
1.9.2 Review Diliman
Legal Office
comments/recommen
Receiving
dations and relay to
None 30 minutes Personnel
the requesting unit OFA Diliman
1.9.3 If there are no
revisions, endorse to
requesting unit for the
signatures of
authorized signatories
1.9.4 Prepare and
endorsing the
929
MOA/MOU to
requesting unit
1.9.5 Endorse the
Director for
appropriate action
None 2 Days
1.11 Endorse Project
MOA/MOU to Management
None Pause-clock
requesting unit Associate
OFA Diliman
1. Receive MOA/MOU for 2. For appropriate
None Pause-clock Requesting Unit
appropriate action action
2. Submit final 3. Receive the
3.1 Encode details to
database
3.2 Prepare and print
reference slip Receiving
endorsing the None 30 Minutes Personnel
MOA/MOU to OVCAA OFA Diliman
Central Office for
appropriate action
3.3 Endorse the
Director for
appropriate action
None 2 Days
3.5 Endorse Project
MOA/MOU to OVCAA Management
None 1 Day
Central Office for Associate
appropriate action OFA Diliman
3.6 OVCAA Central
Office receives Receiving
Personnel
documents for None 1 Day
OVCAA Central
endorsement of the Office
VCAA
3.7 Countersign the Vice Chancellor for
MOA/MOU None 2 Days Academic Affairs
OVCAA
3.8 Endorse the Releasing
MOA/MOU to the Personnel
None 1 Day
Office of the OVCAA Central
Chancellor for Office
930
signature and
approval
3.9 Receive
MOA/MOU
database
3.11 Scan the signed
MOA/MOU
Receiving
memorandum
MOA/MOU to
requesting unit for
notarization
3.13 Endorse the
memorandum to OFA
Director for
appropriate action
None 2 Days
3.15 Endorse Project
MOA/MOU to Management
None Pause-clock
requesting unit for Associate
notarization OFA Diliman
3. Receive signed 4. Receive notarized
MOA/MOU for MOA/MOU
notarization 4.1 Encode details to
database
4.2 Scan the
notarized MOA/MOU
Receiving
memorandum
MOA/MOU to
requesting unit for
notarization
4.4 Endorse the
memorandum to OFA
Director for
appropriate action
None 2 Days
4.6 Endorse
MOA/MOU to the Project
Management
Office of the None Pause-clock Associate
Chancellor for BOR OFA Diliman
confirmation
931
17 Days, 2
Minutes
932
Office of Field Activities
(OFA)
Internal Services
933
1. Processing of Memorandum of Agreement/Memorandum of
Assistance in the preparation, implementation, and monitoring of Memorandum of
Agreement/Memorandum of Understanding on Student Internship in the
Philippines
Type of
Transaction:
1. OVCAA OFA Form No. 04 – Internship Office of Field Activities Diliman
Request Form
2. Endorsement letter addressed to UP
Diliman Chancellor, of the proposed/new
partnership
3. Proposed draft agreement (preferably 4
copies) Requesting Unit
4. Certification from the college stating that
the agreement will not require additional
budget
5. Secretary’s Certificate/Board Resolution
1.1 Encode the
details of the
MOA/MOU to the
database
1.2 Scan the whole
set of documents for Receiving Personnel
None 30 Minutes
filing OFA Diliman
reference slip
endorsing the
MOA/MOU to Diliman
Budget Office for
budget certification, in
compliance with
Memorandum No.
934
OSU 2017-02-04
1.4 Endorse the
Director for
appropriate action

None 2 Days
1.5 Endorse
MOA/MOU to Diliman Project Management
Budget Office for None Pause-clock Associate
issuance of budget OFA Diliman
certification
1.6 Receive
MOA/MOU with
certification from
to database
1.6.2 Prepare and
print reference slip Receiving Personnel
None 20 Minutes
MOA/MOU to Diliman
Legal Office for legal
review
1.6.3 Endorse the
Director for
appropriate action
None 2 Days
1.8 Endorse
Project Management
MOA/MOU to Diliman
None Pause-clock Associate
Legal Office for legal OFA Diliman
review
1.9 Receive
MOA/MOU with DLO
Memorandum
to database
1.9.2 Review Diliman Receiving Personnel
None 30 minutes
Legal Office OFA Diliman
comments/recommen
dations and relay to
the requesting unit
revisions, endorse to
935
requesting unit for the
signatures of
authorized signatories
1.9.4 Prepare and
endorsing the
MOA/MOU to
requesting unit
1.9.5 Endorse the
Director for
appropriate action
None 2 Days
1.11 Endorse Project Management
MOA/MOU to None Pause-clock Associate
requesting unit OFA Diliman
4. Receive MOA/MOU 2. For appropriate
for appropriate action None Pause-clock Requesting Unit
action
5. Submit final 3. Receive the
database
reference slip
Receiving Personnel
endorsing the None 30 Minutes
OFA Diliman
MOA/MOU to OVCAA
Central Office for
appropriate action
3.3 Endorse the
Director for
appropriate action
None 2 Days
3.5 Endorse
Project Management
MOA/MOU to OVCAA
None 1 Day Associate
Central Office for OFA Diliman
appropriate action
3.6 OVCAA Central
Office receives Receiving Personnel
documents for None 1 Day OVCAA Central
endorsement of the Office
VCAA
936
3.7 Countersign the Vice Chancellor for
MOA/MOU None 2 Days Academic Affairs
OVCAA
3.8 Endorse the
MOA/MOU to the
Releasing Personnel
Office of the
None 1 Day OVCAA Central
Chancellor for Office
signature and
approval
3.9 Receive
MOA/MOU
3.10 Encode details
to database
3.11 Scan the signed
MOA/MOU
3.12 Prepare and
print memorandum Receiving Personnel
None 30 Minutes
MOA/MOU to
requesting unit for
notarization
3.13 Endorse the
memorandum to OFA
Director for
appropriate action
None 2 Days
3.15 Endorse
Project Management
MOA/MOU to
None Pause-clock Associate
requesting unit for OFA Diliman
notarization
6. Receive signed 4. Receive notarized
MOA/MOU for MOA/MOU
notarization 4.1 Encode details to
database
4.2 Scan the
notarized MOA/MOU
memorandum Receiving Personnel
None 30 Minutes
MOA/MOU to
requesting unit for
notarization
4.4 Endorse the
memorandum to OFA
Director for
appropriate action
937
None 2 Days
4.6 Endorse
MOA/MOU to the Project Management
Office of the None Pause-clock Associate
Chancellor for BOR OFA Diliman
confirmation
17 Days, 2
Minutes
2. Processing of Request Forms for Short-Term Academic Field

Activities (AFA Types 1A, 2A, and 2B) and Long-Term Academic
Field Activities (UPD AFA Type 1B)
Assistance in the preparation, implementation and monitoring of Academic Field
Activities (AFAs)
1. OVCAA OFA Form No. 01 – AFA Request Office of Field Activities Diliman
Form
2. OVCAA OFA Form No. 02 – Student Office of Field Activities Diliman
Participation Agreement
3. OVCAA OFA Form No. 03 – Summary List Office of Field Activities Diliman
of AFAs
1. Submit the required 1. Receive the
forms (OVCAA OFA forms
Form Nos. 01 and 03) 1.1 Encode the
details of the forms
*OVCAA OFA Form to the database
No. 03 – 2 weeks prior 1.2 Scan the whole Receiving Personnel
None 30 Minutes
to the official start of set of documents OFA Diliman
classes for filing
*OCVAA OFA Form
No. 01 – at least 1
month prior to the
conduct of AFAs
938
3. Processing of Request Forms for On- and Off-Campus
Independent Academic Field Activities (UPD AFA Type 4)
Activities (AFAs)
1. OVCAA OFA Form No. 02 – Student
2. OVCAA OFA Form No. 03 – Summary
List of AFAs
3. OVCAA OFA Form No. 07 – Independent Office of Field Activities Diliman
Academic Field Activity Request Form
4. OVCAA OFA Form No. 08 – Summary
List of Students Participating in
Independent Academic Field Activity
Form Nos. 03, 07, and 1.1 Encode the
08) details of the forms
to the database
*OVCAA OFA Form 1.2 Scan the whole
No. 03 – 2 weeks prior set of documents
to the official start of for filing
classes Receiving Personnel
None 30 Minutes
*OVCAA OFA Form OFA Diliman
weeks prior to the
independent AFA (by
the student)
*OVCAA OFA Form
weeks prior to the
independent AFA
939
4. Processing of Request Forms for International Academic Field
Activities
Activities (AFAs)
1. OVCAA OFA Form No. 01 – AFA Request
Form
2. OVCAA OFA Form No. 02 – Student
Office of Field Activities Diliman
3. OVCAA OFA Form No. 03 – Summary List
of AFAs
Form Nos. 01, 02, and 1.1 Encode the
03) details of the forms
to the database
*OVCAA OFA Form 1.2 Scan the whole
No. 03 – 2 weeks prior set of documents
to the official start of for filing
classes 1.3 Prepare and
Receiving Personnel
*OCVAA OFA Form print reference slip None 30 Minutes OFA Diliman
No. 01 – at least 1 endorsing the
month prior to the international AFA
conduct of AFAs to the VCAA
through OILD
Director
1.4 Endorse the
reference slip to
OFA Director for
appropriate action
1.5 Review and
Director
sign for None 2 Days OFA Diliman
appropriate action
1.6 Endorse
MOA/MOU to the Releasing Personnel
None Pause-clock
VCAA through OIL OFA Diliman
Diliman
940
1.7 Receive
approved
international AFA
1.7.1 Encode the
details of the forms
to the database
1.7.2 Prepare and
Receiving Personnel
endorsing the None 30 Minutes OFA Diliman
approved
international AFA
to the requesting
unit
1.7.3 Endorse the
reference slip to
OFA Director for
appropriate action
1.8 Review and
Director
sign for None 2 Days OFA Diliman
appropriate action
1.9 Return the
approved
Releasing Personnel
international AFA None 1 Day
OFA Diliman
to the requesting
unit
TOTAL: None 5 Days, 1 Hour
5. Conducting of Seminars and Workshops on Academic Field

Activities
Discussion of policies and guidelines in conducting of Academic Field Activities
(AFAs)
2. Request letter Requesting Unit
941
1. Submit request 1. Receive the
letter for OFA Diliman request letter
Receiving Personnel
to conduct a 1.1 Endorse to None 30 Minutes OFA Diliman
seminar/workshop OFA Director for
appropriate action
1.2 Review and for Director
None 2 Days
appropriate action OFA Diliman
2 Days, 30
TOTAL: None
Minutes
942
Office of International Linkages Diliman
(OILD)
External Services
943
1. Request for arrangements for exploratory meeting with UPD
units/offices
International institutions request for the arrangement of exploratory meetings with
UPD units/offices
Office or Division: Office of International Linkages (OIL) Diliman-OVCAA
Who may avail: International Institutions who want to explore partnering with UP Diliman
1. Cover letter/email with details of request Requesting Party
2. Accomplished OIL Diliman visit request OIL Diliman website
form
1. Email cover letter/
1. OIL Diliman
email request to OIL Diliman Director
reviews the request
international.upd@up. OR
and responds to
edu.ph (at least 15 Partnership and
client to None 2 Days
working days before Communications
acknowledge Personnel
the proposed date of
receipt of the email. OIL Diliman
the exploratory
meeting)
1.1 Partnership and
Communications
Section evaluates Partnership and
Communications
the proposal and
does background OIL Diliman
check on
international
institution.
1.2. Partnership
and
Communications
Section coordinates Partnership and
with UPD academic Communications
Personnel
unit/s / offices
None 2 Days OIL Diliman
compatible with the
proposal of the
international
institution and sets
a meeting date and
venue.
944
1.3 UPD academic
unit/s / offices
confirm if they are Head/s of applicable
None 2 Days
available for the UPD unit/s / offices
schedule of the
meeting
1.4 Partnership and
Communications
Section updates
international None 1 Day
institution on final
meeting schedule
and venue
2. Receive email from 2. Confirm
OIL Diliman regarding attendance of
details of final meeting international
schedule and venue institution None 1 Days
and confirm representatives
attendance with OIL
Diliman
10 Days
TOTAL: None
2. Application for International Student Exchange Program (ISEP)

Application of UP Diliman students to be part of the International Student
Exchange Program (One year before actual application to Host University) upon
release of Call for Applications (Done twice a year)
Office of International Linkages Diliman - Office of the Vice-Chancellor for
Office or Division:
Academic Affairs
Sophomore and Junior-standing UP Diliman students with GWA 1.75 and
Who may avail:
above
3. ISEP Application Form OIL Diliman – Student Mobility Section
4. Curriculum Vitae Applicant (student)
5. Motivation Letter/Essay
6. Photocopy of Form 5a and ID
7. Photocopy of Passport Bio-Page
8. True Copy of Grades and GWA Home Academic Unit
Certification
9. Two (2) Recommendation Letters UP Diliman Faculty Members
CLIENT STEPS
945
1. Submit complete 1. Accept
application documents complete Receiving Personnel
None 1 Day
application OIL Diliman
documents
1.1 Prepare
interview
schedule
based on
number of
applicants
Student Mobility Personnel
and None 2 Days
OIL Diliman
availability of
International
Student
Mobility
Committee
(ISMC)
2. Sign-up for interview 2. Record
schedule interview None 1 Day
OIL Diliman
schedule
3. Undergo interview 3. ISMC
conducts International Student
None 1 Day
panel Mobility Committee
interview
3.1. Rank
and assign
student Student Mobility Personnel
None 5 Days
applicants to OIL Diliman
partner
universities
4. Receive notification 4. Notify
of assigned university students of Student Mobility Personnel
None 1 Day
results of OIL Diliman
screening
5. Confirm slot for 5. Finalize
exchange program the roster of
students for
nomination None 3 Days OIL Diliman
to student
exchange
program
TOTAL: None 14 Days
946
3. International Student Exchange Program
Application of UP Diliman student to host university (After ISEP shortlisting) and
actual exchange program
Office or Division: Office of International Linkages Diliman-OVCAA
Who may avail: UP Diliman students
1. Application forms from Host University OIL Diliman; Host University
2. Recommendation Letter
OIL Diliman and/or Program Adviser
3. Transcript of Records Office of the University Registrar
4. Proof of Enrollment
5. Medical Records University Health Service or Medical Service
Provider
6. Financial Support Documents (e.g. Bank (where student/financial supporter is a client)
Bank Certificate, Bank Statement,
Parent’s Income Tax Return)
7. Copy of Passport Bio-Page Student
8. ID Photos
CLIENT STEPS
1. Submit application 1. Verify
documents to OIL application
Receiving Personnel
Diliman documents with None 3 Days
OIL Diliman
partner
university;
1.1. Submit application 1.1. Forward
documents via online application Student Mobility
platform, if applicable documents to None 2 Days Personnel
partner university OIL Diliman
via courier
1.2. Coordinate
with partner Student Mobility
university None Pause Clock Personnel
regarding results OIL Diliman
of application
2. Receive results of 2. Forward
Student Mobility
application acceptance
documents from OIL Diliman
partner university
3. Apply for 3. Endorse Student Mobility
scholarship, if needed application None Pause Clock Personnel
OIL Diliman
947
4. Apply for visa 4. Issue support Student Mobility
documents None Pause Clock Personnel
OIL Diliman
5. Apply for cross- 5. Assist and
Student Mobility
enrollment (See Cross- endorse in
Enrollment Application application of OIL Diliman
Procedures) cross-enrollment
6. Prepare for 6. Assist in pre-
exchange program departure
Student Mobility
(book airplane tickets, preparations of
book accommodation, student OIL Diliman
attend pre-departure
orientation)
6.1. Attend pre- 6.1. Conduct
Student Mobility
departure orientation pre-departure
program orientation OIL Diliman
program
7. Participate in 7. Monitor
Pause Clock Student Mobility
exchange program student during
None (4 months to 10 Personnel
exchange OIL Diliman
months)
program
8. Return to UP 8. Assist in Student Mobility
Diliman return None 1 Day Personnel
procedures OIL Diliman
8.1. Forward
transcript to OUR
Student Mobility
upon receipt
from host OIL Diliman
university of
student
TOTAL: None 25 Days
4. Cross-enrollment for Outbound Exchange Students

Cross-enrollment of student to a UP Diliman or UP System partner institution
(Step 5 of International Student Exchange Program)
Office or Division: Office of International Linkages Diliman-OVCAA
Who may avail: ISEP-Qualified UP Diliman students, Enrolled UP Diliman faculty
1. Letter Request for Cross-enrollment OIL Diliman
(Template)
948
2. Copy of Acceptance Letter OIL Diliman as issued by their host university
3. Certification of number of units Home Academic Unit
earned/certification that student will not be
graduating during the exchange program

1. Submit cross- 1. Endorse request
enrollment request to to Office of the Student Mobility
OIL Diliman together University Registrar None 3 Days Personnel
with complete (OUR) OIL Diliman
application documents
1.1 Receive OUR-
endorsed request
and forward to
Student Mobility
Office of the Vice-
Chancellor for OIL Diliman
Academic Affairs
(OVCAA) for
endorsement
1.2. OVCAA to
Student Mobility
endorse to Office of
the Chancellor (OC) OIL Diliman
through OIL Diliman
1.3. Receive Student Mobility
approved cross- None 2 Days Personnel
enrollment from OC OIL Diliman
1.4. Scan approved Student Mobility
cross-enrollment None 1 Day Personnel
letter OIL Diliman
2. Claim approved 2. Release
Student Mobility
cross-enrollment letter approved cross-
enrollment request OIL Diliman
to student
2.1. Forward copy Student Mobility
to OUR for change None 1 Day Personnel
of enrollment status OIL Diliman
3. Provide copy of 3. Keep scanned
Student Mobility
cross-enrollment letter copy of cross-
to College Secretary enrollment in OIL Diliman
and Department student records
TOTAL: None 14 Days
949
5. Filing of application for Admission and Registration of Inbound
Exchange Students
Acceptance and enrollment of inbound exchange students and fee-paying
international visiting students
Office of International Linkages Diliman – Office of the Vice-Chancellor
Office or Division:
Students from international partner universities, Students from non-
Who may avail:
partner international institutions
1. Student Exchange Application Form Student Mobility Section OIL Diliman
2. OUR Undergraduate/Graduate Application OUR through Student Mobility Section OIL
Form Diliman
3. OUR Student Directory
4. UHS Medical Forms University Health Service through Student Mobility

Section OIL Diliman
5. Transcript of Records Home University
6. Letter of Recommendation
7. English Language Proficiency Results, if Student
not endorsed by home university (partner
university) or coming from a non-partner
university
8. Photocopy of passport Bio-page

1. Have home 1. Coordinate with PHP 1300
university International student and partner for
Office nominate university students
student via online coordinator from non-
Student Mobility
application form sent to regarding partner
15 Days Personnel OIL
coordinators application forms universities Diliman
; Waived if
from
partner
university
2. Send application 2. Verify application
Student Mobility
documents via documents
None 5 Days Personnel OIL
International Office at Diliman
home university
950
2.1. Forward
application Student Mobility
documents to OUR None 3 days Personnel OIL
for issuance of Diliman
acceptance letter
2.2. Forward
medical health Student Mobility
forms to UHS for None 5 days Personnel OIL
issuance of medical Diliman
certificate
3. Receive acceptance 3. Send acceptance
Student Mobility
letter packet including
acceptance letter via Diliman
email.
3.1. Coordinate with
Office of Student Student Mobility
Housing regarding None 7 Days Personnel OIL
reservation of Diliman
dormitory slots
4. Apply for 59-Day 4. Monitor visa
temporary visa at application
consulate or embassy
in home country
*If coming from a visa-

(Visa
free country, student
processing Student Mobility
can arrive without any
fees vary Pause Clock Personnel OIL
prior temporary visa Diliman
depending
and can get visa upon
on country)
arrival; if arriving with
visa upon arrival,
student must extend to
59-Day visa at any
Bureau of Immigration
desk
5. Prepare for 5. Release results of
departure dormitory Student Mobility
(transportation, reservation None 5 Days Personnel OIL
accommodation, Diliman
insurance) and arrival
5.1. Prepare for Student Mobility
airport pick-up None 3 Days Personnel OIL
Diliman
5.2. Forward study
Student Mobility
permit and medical
certificate to OUR Diliman
for issuance of Form
951
5a and student
number
6. Arrive in the 6. Provide
Philippines orientation for new Student Mobility
students None 1 Day Personnel OIL
(enrollment, visa, Diliman
student life, etc.)
7. Enroll for desired 7. Provide
Student Mobility
classes enrollment kit (Form
5a, maps, list of Diliman
courses, etc)
7.1. Coordinate with (Tuition
OUR regarding fees for
enrollment fee-paying
Student Mobility
procedures students
3 Days Personnel OIL
plus Diliman
Education
Developme
nt Fund)
TOTAL: PHP 1300 45 ays
6. Special Non-Immigrant (47a2) Visa Filing

Processing of visa for inbound exchange students, researchers and visiting
faculty
Office or Division:
Students from international partner universities, visiting researchers and
Who may avail:
visiting faculty
9. Original Passport Student or visiting researcher or visiting faculty
10. Special Non-Immigrant Visa Application Student Mobility Section OIL Diliman
form
11. Notarized Affidavit of support
12. Acceptance/Appointment letter
13. Copy of Agreement between UPD and
partner university
14. Copy of 1st Indorsement, if for extension

952
1. Submit passport 1. Accept payment PHP
with valid 59-Day visa and original 3425
to OIL Diliman passport
(PHP
1000
Visa Liaison Officer
Visa 1 Day OIL Diliman
processin
g fee)*
*if
approved
1.1. Issue
acknowledgement None
OIL Diliman
receipt
1.2. Issue copy of Visa Liaison Officer
None
passport to student OIL Diliman
1.3. Prepare visa PHP 400
application packet of (for
student affidavit
of
support Visa Liaison Officer
4 Days
notarizati OIL Diliman
on; from
payment
of
student)
1.4. Submit PHP
application packet to 2525
DOJ for DOJ (from Visa Liaison Officer
1 Day
clearance payment OIL Diliman
of
student)
1.5. Monitor
application for
endorsement to the
Bureau of Visa Liaison Officer
None 60 Days
Immigration; If for OIL Diliman
compliance, submit
requested
documents
1.6. Upon
PHP 500
forwarding of
(from
endorsement of Visa Liaison Officer
payment 5 Days
DOJ to BI, check for OIL Diliman
of
student’s name on
student)
list for stamping
953
1.7. Submit passport Visa Liaison Officer
None 5 Days
for stamping OIL Diliman
2. Receive passport 2. Record visa
with approved visa details and issue Visa Liaison Officer
None 2 Days
passport with valid OIL Diliman
visa to student
PHP
TOTAL: 3425
73 Days
7. Student Visa and Special Study Permit Processing

Processing of visa for regular international students and visiting students from
non-partner universities
Office or Division:
Regular international students and visiting students from non-partner
Who may avail:
universities
1. Original Passport Student
2. Acceptance Letter, Certificate of Eligibility
to Enroll (for renewal of student visa)
3. True copy of grades (for renewal)
4. NBI Clearance, if application is filed six
months from first arrival in the Philippines
5. ACR i-card, if for renewal/extension
6. 4 2x2 ID pictures
7. Bureau of Quarantine Stamp on passport,
for new student visa applicants
8. CGAF for 9F or SSP Student Mobility Section OIL Diliman

9. Joint letter of request
1. Submit required 1. Accept payment PHP
documents to OIL and application 13500 for
Diliman documents 9F
Student Visa Liaison Officer
1 Day
Visa OIL Diliman
PHP
9000 for
954
Special
Study
Permit
PHP
1000
(Visa
processin
g fee)*
*if
approved
1.1. Issue
acknowledgement None
OIL Diliman
receipt
1.2. Issue copy of Visa Liaison Officer
None
passport to student OIL Diliman
1.3. Submit PHP
application packet 13500 for
to BI Student Desk 9F
Student
Visa
PHP
9000 for Visa Liaison Officer
1 Day
Special OIL Diliman
Study
Permit
(From
payment
of
student)
1.4. Monitor Visa Liaison Officer
10 Days
1.5. Claim passport
with approved visa None 1 Day
OIL Diliman
at BI Student Desk
1.6. Apply for I-card Visa Liaison Officer
None 2 Days OIL Diliman
2. Receive approved 2. Release
visa/permit passport with Visa Liaison Officer
None 1 Day
approved OIL Diliman
visa/permit
2.1. Monitor i-Card Visa Liaison Officer
None 20 Days
955
3. Receive approved i- 2.2. Claim Visa Liaison Officer
None 2 Days
Card approved i-Card OIL Diliman
PHP
13500 or
TOTAL: PHP
38 Days
9000
956
Office of International Linkages Diliman
(OILD)
Internal Services
957
1. Request for Processing of Memorandum of Understanding (MOU) /
Memorandum of Agreement (MOA) between UP Diliman and
International Institution
Request of UP Diliman implementing unit to process MOU/MOA between UPD
and International Institution
1. Letter of Endorsement from Dean/Head of UPD Implementing Unit (client)
UPD Unit/Office addressed to the UPD
Chancellor (1 original)
2. Hard copy of proposed MOU/MOA draft,
reviewed and endorsed by the UPD
Implementing Unit (1 original)
3. Soft copy of proposed MOU/MOA draft, Templates may be secured from OIL Diliman
reviewed and endorsed by the UPD website / partner institution, but must be updated
Implementing Unit emailed to and reviewed by UPD Implementing Unit (client)
oild_partnerships.upd@up.edu.ph (1 soft
copy)
4. Expired/Expiring MOU/MOA with the OIL Diliman – Partnership and Communications
international institution, if applicable (1 Section or UPD Implementing Unit (client)
original)
5. Accomplished MOU/MOA Activity OIL Diliman website
Implementation Plan Form (1 original)
6. Certification of No Special Budgetary UPD Budget Office
Outlay / Certification of Budgetary Outlay
(whichever is applicable) issued by the UP
Diliman Budget Office (1 original)
1. Submit complete set 1 OIL Diliman
of required documents receives the Receiving Personnel
None 15 Minutes
to OIL Diliman for request to process OIL Diliman
processing MOU/MOA
1.1 OIL Diliman
receiving
personnel refers
Receiving Personnel
the request to the None 4 Hours
OIL Diliman
Partnership and
Communications
Section
958
1.2 OIL Diliman
reviews contents Partnership and
Communications
of MOU/MOA and None 3 Days Personnel, OIL
supporting Diliman
documents
1.3 OIL Diliman
prepares cover
letter/referral slip
with comments to
the following
offices/units:
- UP Diliman Legal
Office for legal
review
Partnership and
Communications
- Office of the None 2 Days Personnel
Vice-Chancellor for OIL Diliman
Research and
Development
(OVCRD) for
review of
intellectual
property provisions
(if applicable)
-Other UPD unit/s

(if applicable)
1.4 OIL Diliman
Director endorses
the comments and Director
None 1 Day
signs the cover OIL Diliman
letter(s)/referral
slip(s)
1.5 DLO, OVCRD
(if applicable), and
other UPD unit/s (if
applicable) reviews UP Diliman Legal
the proposed Office, Office of the
MOU/MOA and Vice-Chancellor for
Research and
writes cover None Pause-clock
Development (if
letter/referral slips applicable), Other
with comments on UPD Unit/s (if
the draft applicable)
MOU/MOA and
sends to OIL
Diliman
959
1.6 OIL Diliman
receives the
comments of DLO,
OVCRD (if
applicable), and
Receiving Personnel
other UPD unit/s (if None 4 Hours OIL Diliman
applicable) and
refers to
Partnership and
Communications
Section
1.7 Partnership
and
Communications
Section reviews all
comments,
consolidates into a Partnership and
Communications
letter/referral slip, None 3 Days Personnel,
for client, for OIL Diliman
appropriate action
(i.e. incorporate
suggested
revisions, clarify
matters, etc.)
1.8 OIL Diliman
Director endorses
the consolidated Director
None 1 Day
comments and OIL Diliman
signs the cover
letter/referral slip
2. Release cover Partnership and
2. Receive letter/email letter/email with Communications
None 1 Day
from OIL Diliman recommendations Personnel,
to client OIL Diliman
2.1 Carry out
appropriate action as
recommended by OIL
Diliman, DLO, and
OVCRD (if applicable)
i.e.
 Update and None
consult
international
partner on
developments
 Consider/
incorporate
960
suggested
revisions to
MOU/MOA
 Address matters
that need
clarification
3. OIL Diliman
receives update
3. Submit updates to from client and
Receiving Personnel
OIL Diliman for further refers to None 15 minutes OIL Diliman
processing Partnership and
Communications
Section
3.1 OIL Diliman
receiving
personnel refers
Receiving Personnel
update to None 4 Hours OIL Diliman
Partnership and
Communications
Section
3.2 Partnership
and
Communications
Section reviews Partnership and
Communications
the updated
MOU/MOA draft OIL Diliman
and prepares
cover letter/referral
slip
3.3 OIL Diliman

Director endorses
the updated
MOU/MOA with
OIL Diliman
Director
comments (if None 1 Day
OIL Diliman
applicable) to
DLO, OVCRD (if
applicable), and
other unit/s (if
applicable)
3.4 The following UP Diliman Legal
offices receive the Office, Office of the
updated Vice-Chancellor for
None Pause-clock
MOU/MOA from Research and
OIL Diliman: Development (if
applicable), Other
961
-DLO for legal UPD Unit/s (if
review applicable)
- OVCRD for
intellectual
property provisions
(if applicable)
- other UPD unit/s
(if applicable)
3.5 OIL Diliman
consolidates
comments of DLO, Partnership and
OVCRD (if Communications
applicable), OIL None 3 Days Personnel, OIL
Diliman, and other Diliman
UPD unit/s (if
applicable)
4. OIL Diliman
Director endorses
4. Receive letter/email consolidated Director
None 1 Day
from OIL Diliman comments to OIL Diliman
client, for
appropriate action
4.1 If there are
revisions that need to
be incorporated, go
back to step number
2.1
4.2 If no more
revisions are needed,
client prepares at least
3 hard copy sets of the
finalized MOU/MOA
and the head of the
implementing unit
signs all sets as
witness,
4.2.1 Submit 3 hard
copy sets of 4.2.1 OIL Diliman
MOU/MOA signed by receives the hard
head of implementing copy sets of the Partnership and
Communications
unit to OIL Diliman; MOU/MOA and
None 1 Day Personnal and
client must also email endorses to DLO Director, OIL Diliman
soft copy of finalized for their official
MOU/MOA to stamp and initials
oild_partnerships.upd on all pages
@up.edu.ph
962
4.2.2 DLO
receives the hard
copy sets of the
MOU/MOA, affixes UP Diliman Legal
None 5 days
initials and official Office
stamp on all
pages, and returns
to OIL Diliman
4.2.3 OIL Diliman
endorses the
finalized
MOU/MOA sets
with the complete Partnership and
supporting Communications
documents to Personnel and
OVCAA for the None 3 Days Director, OIL Diliman
Vice-Chancellor for
Academic Affairs’ Vice-Chancellor for
initials and Academic Affairs
endorsement and
forwards to the
Office of the
Chancellor (OC)
4.2.4 OC reviews
the MOU/MOA,
checks if all
supporting
documents are Partnership and
complete, and the Communications
Chancellor affixes None 5 Days Section, OIL Diliman
signatures on the Office of the
MOU/MOA. Chancellor
Thereafter, OC
returns all
documents to OIL
Diliman
4.2.5 OIL Diliman
receives
MOU/MOA duly
signed by Receiving Personnel
Chancellor and OIL Diliman
refers it to None 4 Hours
Partnership and
Partnership and Communications
Communications Section, OIL Diliman
Section.
963
4.2.6 OIL Diliman
arranges for
courier pick-up of Partnership and
the documents to Communications
None 2 Days
be sent to the Personnel
international OIL Diliman
institution for their
signature
4.2.7 OIL Diliman
waits to receive at Partnership and
Communications
least 2 sets of the None Pause-clock
Personnel
signed MOU/MOA OIL Diliman
by both parties
4.2.8 OIL Diliman
endorses the Partnership and
Communications
signed MOU/MOA None 3 Days
Personnel
to a Notary Public OIL Diliman
for notarization
5. OIL Diliman Partnership and
5. Receive one original
transmits a Communications
set of duly-signed and
certified true copy None 2 Days Personnel and
notarized MOU/MOA Director
to the client for
from OIL Diliman OIL Diliman
their records
5.1 OIL Diliman
Partnership and
endorses the duly- Communications
signed and Personnel and
notarized Director
MOU/MOA to OC OIL Diliman
through OVCAA
None 3 Days
for Board of Office of the Vice-
Regents (BOR) Chancellor for
Confirmation, with Academic Affairs
complete
supporting Office of the
Chancellor
documents
45 Days, 30
Minutes
TOTAL: None (excluding BOR
confirmation
process)
2. Request for Study Leave/Special Detail for >30 Days (Abroad)

Faculty or REPS applying for study leave or special detail of more than thirty (30)
days
Office or
Office of International Linkages (OIL) Diliman-OVCAA
Division:
964
Type of
Transaction:
Who may avail: UPD Faculty and REPS
1. Study Leave/Special Detail (New) UPD Office of International Linkages Website
Application Form
2. Study program/plan and Gantt chart of
activities; must be endorsed by Dean
and program adviser in host institution
3. Study Leave/ Special Detail Contract
4. Suretyship Contract
5. Cover letter addressed to Chancellor UPD Faculty/REPS; UPD Implementing Unit
through Channels summarizing the
details of the requested study leave and
your short-, medium-, and long-term[2]
goals after the program in relation to
unit’s programs; must be endorsed by
Chair/Director (if applicable) and Dean
6. Letter of intention to render service
obligation; must be endorsed by
Chair/Director (if applicable) and Dean
7. Letter of intention to renew the
temporary appointment (if applicable);
must be endorsed by Chair/Director (if
applicable) and Dean
8. Proof of acceptance to program Host University/International University
(Invitation letter/acceptance offer from
host institution)
9. Proof of source of funding (if applicable)
1. Receives None 1 Hour Receiving Personnel
1.1 Academic and
Evaluate application None 3 Days Administrative Staff
1. Submit
for FRIMC action Mobility Personnel
application with
1.2 FRIMC Evaluates
HRDO personnel
1.3 Draft letter of None 10 Days
clearance
notices
1.3.1 Forward None 1 Day
endorsed notice and
application to OVCAA
965
1.4 OVCAA receives None 1 Day
letter and application
of VCAA Releasing Personnel
1.4.1 For VCAA Academic and
appropriate action None 1 Day Administrative Staff
1.4.2 OVCAA returns Mobility Personnel
to OIL Diliman
endorsed letter and
application None 1 Day Receiving Personnel
1.5 Receives OVCAA
application
None 1 Day
None 1 Hour Releasing Personnel

1.5.1 Forward None 2 Hours
endorsed application Receiving Personnel
for Chancellor’s action Academic and
with referral Administrative Staff
Mobility Personnel
Releasing Personnel
Academic and
Mobility Personnel
None 1 Day Academic and
2. Notify requesting
faculty/reps on FRIMC
Mobility Personnel
action
OIL Diliman
2.1 OC receives None 1 Day
endorsed application
2. Receive
2.1.1 Chancellor Receiving Personnel
notification of
approves endorsed Office of the
endorsement from
application None 7 Days Chancellor
OIL Diliman
2.1.2 OC forwards
approved application
to HRDO Office of the
2.2 HRDO receives None 1 Day Chancellor
from OC
966
Releasing Personnel
2.2.1 HRDO drafts Office of the
letter of notification for None 1 Day Chancellor
applicant
(if applicable) to client, None 3 Days Receiving Personnel

for appropriate action Human Resources
(i.e. incorporate Development Office
suggested revisions,
clarify matters, etc.) Scholarship and
Benefits Section
3. HRDO releases Releasing Personnel
3. Receives notification of Scholarship and
notification from approved request None 1 Day Benefits Section
HRDO and contract for
notarization HRDO
4. Submit Receiving Personnel
4. HRDO receives
notarized contract None 7 Days Human Resources
notarized contract
to HRDO Development Office
TOTAL: None 40 ays
3. Request for funding under the UP System Faculty, REPS and

Admin Staff Development Program (UP FRASDP)
International institutions request for the arrangement of exploratory meetings with
UPD units/offices
Office or
Office of International Linkages (OIL) Diliman-OVCAA
Division:
Type of
Transaction:
Who may avail: Faculty/Master Students/PhD Students
10. Accomplished OVPAA FRASDP Form Office of the Vice-President for Academic Affairs
(Master’s and/or PhD Fellowship, Short Download form at https://ovpaa.up.edu.ph/faculty-
Term-Training Program) reps-and-administrative-staff-development-program/
11. Required Attachment for the OVPAA
Application (see application form)
1. Submit 1. Receives None 1 Hour
Receiving Personnel
application with application
967
HRDO personnel 1.1 Academic and
clearance Evaluate application None 3 Days Administrative Staff
for FRIMC action Mobility Personnel
1.2 FRIMC Evaluates
1.3 Draft letter of None 10 Days
notices
1.3.1 Forward None 1 Day
endorsed notice and
application to OVCAA
1.4 OVCAA receives
letter and application None 1 Day
of VCAA Releasing Personnel
1.4.1 For VCAA Academic and
appropriate action None 1 Day Administrative Staff
1.4.2 OVCAA returns Mobility Personnel
to OIL Diliman
endorsed letter and
application None 1 Day Receiving Personnel
1.5 Receives OVCAA
application
None 1 Day
Receiving Personnel
Academic and
None 1 Hour Mobility Personnel
1.5.1 Forward Releasing Personnel
endorsed application None 2 Hours Academic and
for Chancellor’s action Administrative Staff
with referral Mobility Personnel
Receiving Personnel
Academic and
Mobility Personnel
2. Notify requesting None 1 Day Releasing Personnel
faculty/reps on FRIMC Academic and
action Administrative Staff
2. Receive 2.1 OC receives Mobility Personnel
notification of endorsed application
endorsement from 2.1.1 Chancellor None 1 Day
OIL Diliman recommends approval
of application Receiving Personnel
2.1.2 OC forwards None 7 Days Office of the
application to OVPAA Chancellor
968
2.2 OVPAA receives
from OC None 1 Day
2.2.1 OVPAA
Committee on UP Releasing Personnel
Faculty, REPS and Office of the
Admin Staff Chancellor
Development Program None 1 Day
evaluates
2.2.2 OVPAA
endorses to OP
None 10 Days Receiving Personnel
2.3 OP receives Office of the Vice-
endorsed application President for
2.3 OP approves Academic Affairs
2.3.1 OP returns
approved application OVPAA FRASDP
to OVPAA None 1 Day Committee
None 1 Day
Releasing Personnel
None 1 Day OVPAA
Receiving Personnel
2.4 OVPAA receives None 1 Day Office of the President
and drafts letter notice Office of the President
None 1 Day
Releasing Personnel
OP
Receiving Personnel
OVPAA
3. OVPAA releases
notice of approval of
3. Receives notice request to applicant
Releasing Personnel
of approval from and other concerned None 1 Day
OVPAA
OVPAA offices (e.g. Budget
Office, OIL Diliman,
Home Unit of
969
Applicant, OSU, etc.)
and contract for
notarization
4. Submit 4. OVPAA receives
Receiving Personnel
notarized contract notarized contract None 7 Days
OVPAA
to HRDO
50 Days
(EXCLUDING time
TOTAL: None processing of
voucher and
release of funds)
4. Request for Processing of Fellowship, Grants and Scholarships

Contracts (UP Funded and/or from different organizations e. g.
CHED, PCIEERD, etc.)
Faculty and/or REPS awarded with grants, scholarships or grants
request to facilitate signing of their contracts
1. Letter of Endorsement from Dean/Head of UPD Implementing Unit
UPD Unit/Office addressed to the UPD
Chancellor
2. Letter of certification of no budgetary
outlay/with budgetary outlay from the
University
3. Hard copy of proposed fellowship grant Award giving institution or organization
contract draft, reviewed and endorsed by
the UPD Implementing Unit
4. Soft copy of proposed draft fellowship
contract, reviewed and endorsed by the
UPD Implementing Unit
5. Certification of No Special Budgetary UPD Budget Office
Outlay / Certification of Budgetary Outlay
(whichever is applicable) issued by the UP
Diliman Budget Office; (if with budgetary
outlay – attach approved budget request)
970
Receiving
MOA/MOU MOA/MOU n to
1 Day personnel
Diliman Budget
Office None
1.1 endorse
Director
documents and for 1 Day
OIL Diliman
appropriate action
1.2 Refer Receiving
MOA/MOU to personnel
Diliman Budget Diliman Budget
Office Office
None 5 Day
1.2.1 Issuance of
Diliman Budget
budget Certification
Director
(2 days)
1.3 Receive
Receiving
certification from
None 1 Day personnel
Diliman Budget
OIL Diliman
Office
1.4. Endorse
MOA/MOU to Director
None Pause-clock
Diliman Legal OIL Diliman
Office
1.5 Receive the Receiving
MOA/MOU None 30 Minutes personnel
revisions OIL Diliman
1.5.1 Review
comments/recomm Academic and
endations and relay 1 Day, 10 Administrative
to the implementing Minutes Staff Mobility
unit/college if there Personnel
are revisions
revisions, endorse
to implementing
Director
unit/academic unit 3 Days
OIL Diliman
for signature of
authorized
signatories
2. Receives MOA/MOU 2. Forwarded
for appropriate action MOA/MOU to
requesting unit for None Pause-clock Requesting unit
revisions, if
needed.
971
3. Submit final 3. Receive Receiving
MOU/MOA to OIL MOA/MOU None 1 Day personnel
Diliman OIL Diliman
3.1 Endorse
documents to Director
None 1 Day
VCAA for OIL Diliman
appropriate action
3.2 OVCAA Central
Receiving
Office receives
personnel
documents for None 1 Day
OVCAA Central
endorsement of the
Office
VCAA
3.2.1 Endorses
Vice Chancellor
MOA/MOU for
None 1 Day for Academic
signature of the
Affairs
Chancellor
3.2.2 Releases Releasing
MOA/MOU for personnel
None 1 Day
signature of the OVCAA Central
Chancellor Office
3.3 OC receives Receiving
MOU/MOA for personnel
None 1 Day
signature Office of the
Chancellor
3.3.1 Chancellor Office of the
signs MOU/MOA None Pause-clock Chancellor
Chancellor
3.3.2 OC releases Releasing
to OIL Diliman personnel
None 1 Day
signed MOU/MOA Office of the
Chancellor
3.4 OIL Diliman Receiving
receives signed None 1 Day personnel
MOU/MOA OIL Diliman
4. Receives MOA/MOU 4. Forward to
for notarization: requesting unit for None Pause-clock Requesting unit
notarization
5.Returns notarized 5. Endorse
Director
MOU/MOA MOA/MOU for BOR None Pause-clock
OIL Diliman
confirmation
TOTAL: None
972
Office of the University Registrar
(OUR)
External Services
973
1. Appeal for Late Application for Graduation
As a requirement for graduation, students need to apply for graduation; however,
students overlooked the deadline
Office or Division: Administrative Section, Office of the University Registrar
Type of
Transaction:
Who may avail: UPD students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of request addressed to 1. Requesting party
the UR endorsed by the
college 2. College
2. Duly accomplished
application form for 3. College
graduation
3. Evaluation checklist from the
college
ACTION BE PAID TIME
1. Submit letter 1. Receive
endorsed by the letter, check
college and record to
database.
Frontline Staff
Forward to None 2 Minutes
Administrative Section
University
Registrar
(UR) for
action
1.1 Act on University Registrar
None 1 Day
the request OUR
2. Claim request 2. Release
Frontline Staff
with action of the request None 2 Minutes Administrative Section
UR
3. Pay to the 3. Accept
PHP Cashier
cashier payment and 5 Minutes
100.00 UP Cash Office
issue OR
4. Present OR and 4. Receive
give original original
Frontline Staff
approved appeal to appeal and None 2 Minutes
SES
the OUR Student record OR
Evaluation Section
974
(SES). Submit
photocopy of
appeal and OR to
college.
PHP 1 Day,
TOTAL:
100.00 11 Minutes
2. Appeal for Late Cancellation of Enlisted Subjects

For students who enlisted in courses for a particular semester but intends to
withdraw
and were not able to cancel enlisted courses on a given deadline
1. Letter endorsed by the College 1. Requesting Party
2. Certificate of Non-Attendance 2. College
3. Status of enlistment thru CRS 3. Academic Information System Section, OUR
CLIENT STEPS
college and enrollment and record to
status thru CRS database.
Frontline Staff
Forward to None 2 Minutes Administrative Section
University
Registrar
(UR) for
action
None 1 Day
the request OUR
2. Claim appeal with 2. Release Frontline Staff
None 2 Minutes
action of the UR appeal Administrative Section
TOTAL: None 1 Day, 4 Minutes
3. Appeal for Late Issuance of Admission Slip

There are requests beyond registration period for meritorious cases.
975
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter addressed to the UR 1. Requesting party
endorsed by the College
2. College Admission Slip 2. College
ACTION BE PAID TIME
database.
Frontline Staff
University
Registrar
(UR) for
action
None 1 Day
the request OUR
2. Claim appeal 2. Release
Frontline Staff
with action of the appeal None 2 Minutes Administrative Section
UR
TOTAL: None 1 Day,4 Minutes
4. Appeal for Late Payment of school fees

To address requests of students who cannot pay their matriculation during
registration
Office or
Administrative Section, Office of the University Registrar
Division:
Type of
Transaction:
1. Letter endorsed by the college 1. Requesting Party
2. Form5/ Form5A
3. Enrollment status thru CRS 2. College
3. Academic Information System Section, OUR
976
1. Submit letter 1. Receive letter,
endorsed by the check and record to Frontline Staff
college with database. Forward to None 2 Minutes Administrative
enrollment status University Registrar Section
thru CRS (UR) for action
1.1 Act on the University Registrar
None 1 Day
request OUR
2. Claim UR- 2. Release appeal
Frontline Staff
endorsed appeal
for approval of the Section
Chancellor
1 Day, 4
TOTAL: None
Minutes
5. Appeal for Late Enrollment/Late Change of Matriculation

Act on student’s appeal for late enrollment and late change of matriculation
beyond the
Deadline
Office or
Division:
Type of
Transaction:
2. Certificate of Attendance
3. Form 26A 2. College
4. Enrollment status thru CRS 3. College
endorsed by the check and record
Frontline Staff
college and to database.
enrollment status Forward to Section
thru CRS University Registrar
(UR) for action
None 1 Day
request OUR
977
2. Claim appeal 2. Release appeal Frontline Staff
with action of the None 2 Minutes Administrative
UR Section
6. Appeal for Late Residence/Dropping/Leave of Absence

These student processes have deadlines; hence, students appeal to be
accommodated
beyond the deadline
Type of
Transaction:
2. Status of enrollment thru CRS
endorsed by the check and record
Frontline Staff
college and to database.
enrollment status Forward to Section
thru CRS University Registrar
(UR) for action
None 1 Day
request OUR
2. Claim appeal 2. Release appeal Frontline Staff
UR Section
7. Application for Deferment for New Freshman

Application for Deferment for New Freshmen who cannot enroll during the
semester originally
applied for
Office or
Admissions Section (AS), Office of the University Registrar
Division:
978
Type of
Transaction:
Admitted New Freshmen who cannot enroll during the semester originally
Who may avail:
applied for
1. Letter of deferment 1. Requesting party
2. Notice of Admission 2. Office of Admissions, UP
1. Submit letter of 1. Receive letter Student Records
deferment and
with notice of None 5 Minutes Evaluator
notice of AS
admission
admission
1.1 Process Student Records
request for None 10 Minutes Evaluator
deferment AS
1.2 Act on the
University Registrar
request for None 1 Day
OUR
deferment
2.Claim/ receive 2. Release/ mail Student Records
approval of approval of None 2 Minutes Evaluator
deferment deferment AS
1 Day, 17
TOTAL: None
Minutes
8. Application and Admission for non-regular students (non-degree,

cross-registrants from other UP units, cross-registrants from
other schools (local) and special student without credit
A. NON-DEGREE (UNDER OUR)
Application and admission for non-regular students (non-degree) - (to take
undergraduate courses for credit)
Office or
Division:
Type of
Transaction:
Who may avail: Non-degree Applicants
1. Duly accomplished form (UP Form
No. 3A)
979
2. Student directory (1 copy) 1. Admissions Section / OUR Website
3. Two (2) 2x2 photos (our.upd.edu.ph)
4. Certificate of Graduation /OTR (for
UP unit graduate applicants) 2. Student
5. Honorable Dismissal/Certificate of 3. Student
Transfer Credential and OTR (for 4. College or OUR
other school graduate applicants)
6. PSA-Marriage Certificate – if
married (original) 5. Last school attended prior to admission to UP
7. PSA-Birth Certificate PSA (original) Diliman
8. Medical Cert from UP Health
Service (fit to enroll)
9. Official receipt of payment
6. Philippine Statistics Authority
7. Philippine Statistics Authority
8. UP Health Service
9. Cash Office, UP Diliman

1. Submit duly 1. Receive, check
Accomplished and evaluate Student Records
application form PHP
application form 20 Minutes Evaluator
(UP Form No. 3A) 100.00
and required AS
And required
documents documents
1.1 Process
University
Admission Slip, Student Records
then issue None 10 Minutes Evaluator
temporary CRS AS
account and Form
5A
2. Proceed to 2. Enlist courses
College
college for
None 2 Hours (Office of the College
enlistment of Secretary)
courses
3.Proceed to 3. Post-advise and
OUR for post- assess
matriculation fees Registration and
advising and None 10 Minutes
Clearance Staff
assessment of
matriculation fees
980
PHP 2 Hours,
TOTAL:
100.00 40 Minutes
B. CROSS-REGISTRANT FROM UP UNITS (local)

Application and admission for non-regular students (cross-registrants from
other UP units)
Office or
Division:
Type of
Transaction:
Who may avail: Cross-registrant applicants from other UP Units
1. Approved Permit to Cross- 1. Constituent University

Register
2. Student directory (1 copy) 2. Admissions Section / OUR Website
3. Two (2) 2x2 photos (our.upd.edu.ph)
4. Medical Cert from UP Health 3. Student
Service (fit to enroll)
1. Submit all the 1. Receive, check
required Student Records
and evaluate
documents None 20 Minutes Evaluator
required AS
documents
1.1 Process
University
Admission Slip, Student Records
then issue None 10 Minutes Evaluator
temporary CRS AS
account and Form
5A
2. Proceed to 2. Enlist course/s
College
college for
courses
3. Proceed to 3. Post-advise
OUR for post- None 5 Minutes
OUR
advising
981
4. Proceed to 4. Assess
Registration and matriculation of
Registration and
Clearance fees None 5 Minutes
Clearance Staff
Section for
Assessment
2 Hours,
TOTAL: None
40 Minutes
C. CROSS-REGISTRANT FROM OTHER SCHOOLS/UNIVERSITIES

(local)
other schools/universities
Office or
Division:
Type of
Transaction:
Who may avail: Cross-registrants from other schools/universities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished form 1. Admissions Section / OUR Website (our.upd.edu.ph)
(UP Form No. 3A)
2. Approved Permit to Cross- 2. Student’s home school
Enroll
3. Medical Certificate from
UP Health Service (fit to 3. UP Health Service
enroll)
4. Student Directory
5. Two (2) 2x2 photos 4. Admissions Section / OUR Website (our.upd.edu.ph)
6. Official receipt of payment 5. Student
ACTION BE PAID TIME
1. Submit duly 1. Receive,
accomplished check and
application form PHP Student Records Evaluator
evaluate 20 Minutes
and required 100.00 AS
required
documents documents
1.1 Process
University
Student Records Evaluator
Admission None 10 Minutes
AS
Slip, then
issue
982
temporary
CRS account
and Form 5A
2. Proceed to 2. Enlist
College
college for course/s None 2 Hours (Office of the College
courses
3.Proceed to 3. Post-
OUR for advise and
post-advising and Registration and Clearance
assess of None 10 Minutes
assessment of Staff
matriculation
matriculation fees fees
PHP 2 Hours,
TOTAL:
100.00 40 Minutes
D. SPECIAL STUDENT WITHOUTCREDIT (local)

Application and admission for non-regular students (special student- to take
non-credit course/s)
Office or
Division:
Type of
Transaction:
Who may avail: Special Student Applicants (non-credit course/s)
1. Duly accomplished form (UP 1. Admissions Section / OUR Website

Form No. 3A) (our.upd.edu.ph)
2. Student directory (1 copy)
3. Two (2) 2x2 photos 2. Admissions Section / OUR Website
4. Medical Cert from UP Health (our.upd.edu.ph)
Service (fit to enroll) 3. Student
5. Official receipt of payment 4. UP Health Service
1. Submit duly 1. Receive, check
accomplished and evaluate Student Records
application form required documents PHP
20 Minutes Evaluator
(UP Form No. 3A) 100.00 AS
and required
documents
983
10. Appeal for Late Application for Graduation
As a requirement for graduation, students need to apply for graduation; however,
students overlooked the deadline
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Requesting party
1. Letter of request addressed to
the UR endorsed by the college
2. College
form for graduation
3. Evaluation checklist from the
college
3. College
ACTION BE PAID TIME
database.
Frontline Staff
University
Registrar
(UR) for
action
None 1 Day
the request OUR
Frontline Staff
UR
3. Pay to the 3. Accept
PHP Cashier
cashier payment and 5 Minutes
issue OR
4. Present OR and 4. Receive
give original original
approved appeal to appeal and
Frontline Staff
the OUR Student record OR None 2 Minutes SES
Evaluation Section
(SES). Submit
photocopy of
984
appeal and OR to
college.
PHP 1 Day,
TOTAL:
100.00 11 Minutes
11. Appeal for Late Cancellation of Enlisted Subjects

For students who enlisted in courses for a particular semester but intends to
withdraw
and were not able to cancel enlisted courses on a given deadline
2. Certificate of Non-Attendance 2. College
3. Status of enlistment thru CRS 3. Academic Information System Section, OUR
CLIENT STEPS
college and enrollment and record to
status thru CRS database. Frontline Staff
None 2 Minutes
Forward to Administrative Section
University
Registrar (UR)
for action
None 1 Day
request OUR
2. Claim appeal with 2. Release Frontline Staff
None 2 Minutes
action of the UR appeal Administrative Section
1 Day, 4
TOTAL: None
Minutes
12. Appeal for Late Issuance of Admission Slip

There are requests beyond registration period for meritorious cases.
Type of
Transaction:
985
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter addressed to the UR 1. Requesting party
endorsed by the College
2. College Admission Slip 2. College
ACTION BE PAID TIME
database.
Frontline Staff
Forward to None 2 Minutes Administrative Section
University
Registrar
(UR) for
action
None 1 Day
the request OUR
Frontline Staff
with action of the appeal None 2 Minutes
UR
13. Appeal for Late Payment of school fees

To address requests of students who cannot pay their matriculation during
registration
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter endorsed by the 1. Requesting Party
college
2. Form5/ Form5A 2. College
3. Enrollment status thru CRS 3. Academic Information System Section, OUR
ACTION BE PAID TIME
986
college with and record to
enrollment status database.
Frontline Staff
thru CRS Forward to None 2 Minutes Administrative Section
University
Registrar
(UR) for
action
None 1 Day
the request OUR
2. Claim UR- 2. Release
endorsed appeal appeal Frontline Staff
None 2 Minutes
for approval of the Administrative Section
Chancellor
14. Appeal for Late Enrollment/Late Change of Matriculation

Act on student’s appeal for late enrollment and late change of matriculation
beyond the
Deadline
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
College
2. Certificate of Attendance 2. College
3. Form 26A 3. College
4. Enrollment status thru CRS 4. Academic Information System Section, OUR
ACTION BE PAID TIME
college and and record to Frontline Staff
None 2 Minutes
enrollment status database. Administrative Section
thru CRS Forward to
University
987
Registrar
(UR) for
action
None 1 Day
the request OUR
Frontline Staff
UR
15. Appeal for Late Residence/Dropping/Leave of Absence

These student processes have deadlines; hence, students appeal to be
accommodated
beyond the deadline
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
College
2. Status of enrollment thru CRS 2. Academic Information System Section, OUR
ACTION BE PAID TIME
college and and record to
enrollment status database.
Frontline Staff
thru CRS Forward to None 2 Minutes Administrative Section
University
Registrar
(UR) for
action
None 1 Day
the request OUR
Frontline Staff
UR
988
16. Application for Deferment for New Freshman
Application for Deferment for New Freshmen who cannot enroll during the
semester originally applied for
Office or
Division:
Type of
Transaction:
Admitted New Freshmen who cannot enroll during the semester originally
Who may avail:
applied for
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of deferment 1. Requesting party
2. Notice of Admission 2. Office of Admissions, UP
ACTION BE PAID TIME
1. Submit letter of 1. Receive
deferment and letter with Student Records Evaluator
notice of None 5 Minutes
notice of AS
admission admission
1.1 Process
request for None 10 Minutes
AS
deferment
1.2 Act on
the request University Registrar
None 1 Day
for OUR
deferment
2.Claim/ receive 2. Release/
approval of mail Student Records Evaluator
deferment None 2 Minutes
approval of AS
deferment
1 Day,
TOTAL: None
17 Minutes
989
17. Application and Admission for non-regular students (non-
degree, cross-registrants from other UP units, cross-registrants
from other schools (local) and special student without credit
A. NON-DEGREE (UNDER OUR)
Application and admission for non-regular students (non-degree) - (to take
undergraduate
courses for credit)
Office or
Division:
Type of
Transaction:
Who may avail: Non-degree Applicants
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
(UP Form No. 3A)
2. Student directory (1 copy) 2. Student
3. Two (2) 2x2 photos 3. Student
4. Certificate of Graduation 4. College or OUR
/OTR (for UP unit
graduate applicants)
5. Honorable 5. Last school attended prior to admission to UP Diliman
Dismissal/Certificate of
Transfer Credential and
OTR (for other school
graduate applicants)
6. PSA-Marriage Certificate – 6. Philippine Statistics Authority
if married (original)
7. PSA-Birth Certificate PSA 7. Philippine Statistics Authority
(original)
8. Medical Cert from UP
Health Service (fit to
enroll) 8. UP Health Service

ACTION BE PAID TIME
Accomplished check and PHP Student Records Evaluator
application form 20 Minutes
evaluate 100.00 AS
(UP Form No. 3A) application
990
And required form and
documents required
documents
1.1 Process
University
Admission
Slip, then Student Records Evaluator
None 10 Minutes
issue AS
temporary
CRS account
and Form 5A
courses College
college for
courses
OUR for post- advise and
assess Registration and Clearance
advising and None 10 Minutes
matriculation Staff
assessment of
PHP 2 Hours,
TOTAL:
100.00 40 Minutes
B. CROSS-REGISTRANT FROM UP UNITS (local)

other UP units)
Office or
Division:
Type of
Transaction:
Who may avail: Cross-registrant applicants from other UP Units
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Approved Permit to Cross-
Register 1. Constituent University
4. Medical Cert from UP 3. Student
Health Service (fit to 4.
991
ACTION BE PAID TIME
1. Submit all the 1. Receive,
required check and
documents Student Records Evaluator
evaluate None 20 Minutes
AS
required
documents
1.1 Process
University
Admission
None 10 Minutes
issue AS
temporary
CRS account
and Form 5A
College
college for course/s
courses
3. Proceed to 3. Post-
OUR for post- advise None 5 Minutes
OUR
advising
4. Proceed to 4. Assess
Registration and matriculation
Registration and Clearance
Clearance of fees None 5 Minutes
Staff
Section for
Assessment
2 Hours,
TOTAL: None
40 Minutes
C. CROSS-REGISTRANT FROM OTHER SCHOOLS/UNIVERSITIES

(local)
Office or
Division:
Type of
Transaction:
Who may avail: Cross-registrants from other schools/universities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
992
(UP Form No. 3A)
2. Approved Permit to Cross- 2. Student’s home school
Enroll
3. Medical Certificate from
UP Health Service (fit to
5. Two (2) 2x2 photos
6. Official receipt of payment 4. Admissions Section / OUR Website (our.upd.edu.ph)
5. Student
ACTION BE PAID TIME
application form PHP Student Records Evaluator
evaluate 20 Minutes
and required 100.00 AS
required
documents documents
1.1 Process
University
Admission
None 10 Minutes
issue AS
temporary
CRS account
and Form 5A
College
courses
OUR for advise and
post-advising and Registration and Clearance
assess of None 10 Minutes
assessment of Staff
matriculation
PHP 2 Hours,
TOTAL:
100.00 40 Minutes
D. SPECIAL STUDENT WITHOUTCREDIT (local)

Application and admission for non-regular students (special student- to take
non-credit course/s)
Office or
Division:
993
Type of
Transaction:
Who may avail: Special Student Applicants (non-credit course/s)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished form
(UP Form No. 3A) 1. Admissions Section / OUR Website (our.upd.edu.ph)
4. Medical Cert from UP 3. Student
Health Service (fit to 4. UP Health Service
enroll)
ACTION BE PAID TIME
application form evaluate PHP Student Records Evaluator
20 Minutes
(UP Form No. 3A) required 100.00 AS
and required documents
documents
1.1 Process
University
Admission
None 10 Minutes
issue AS
temporary
CRS account
and Form 5A
2.Proceed to 2. Enlist
College
courses
3. Proceed to 3. Post-
OUR for post- advise and
advising and Registration and Clearance
assess None 10 Minutes
assessment of Staff
articulation
PHP 2 Hours,
TOTAL:
100.00 40 Minutes
994
18. Application for Reenrollment from Leave of Absence (LOA)
Application for re-enrollment of students from leave of absence (LOA)
Office or
Division:
Type of
Transaction:
Who may avail: Students returning from Leave of Absence (LOA)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished Return
from LOA form
3. Medical certificate issued by
Student’s college
UP Health Service if the reason
for LOA is medical/health-related;
or the LOA exceeded one
semester
ACTION BE PAID TIME
accomplished check,
RFLOA form with evaluate and Student Records Evaluator
the required None 10 Minutes
process AS
documents RFLOA thru
CRS module
2. Proceed and
submit processed
RFLOA form
(college copy) to
the Office of the
College Secretary
19. Application for Second Degree/Transfer from other schools

/universities
Application for second degree/transferees from who earned collegiate units from
Office or
Division:
995
Type of
Transaction:
Who may avail: Second Degree and Transfer Applicants from other schools/universities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished form (UP 1. Admissions Section / OUR Website (our.upd.edu.ph)
Form No. 3)
2. Two (2) 2x2 photos 2. Student
3. True copy of grades signed 3. Last school/university attended prior to admission to
by the Registrar (original and UP Diliman
four photocopies)
4. Official Transcript of Records 4. Last school/university attended prior to admission to
(for second degree UP Diliman
applicants)
Additional requirements if the For additional requirements:
applicant is a graduate of an
Associate, Certificate or
Diploma Course.
1. Certificate of Government 1. Previous school/university
Recognition
2. Certificate of Ladderized 2. Previous school/university
Course
ACTION BE PAID TIME
1. Submit all 1. Receive,
PHP
required check and
100.00
documents evaluate
for Student Records Evaluator
application 15 Minutes
second AS
form and
degree
required
only
documents
1.1
Preliminary
evaluation
and Student Records Evaluator
None 15 Minutes
preparation AS
of referral for
final
evaluation
2. Follow-up
result of the Student Records Evaluator or
None 5 Minutes
preliminary any Admissions Section Staff
evaluation
996
PHP
100.00
for
TOTAL: 35 Minutes
second
degree
only
20. Application of foreign transferees and Automatic Admission of foreign

freshmen
Evaluation of foreign freshman admission
Office or
One Stop Student Desk (OSSD), Office of the University Registrar
Division:
Type of
Transaction:
Who may avail: International Applicants
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished Form 1. OSSD, OUR / our.upd.edu.ph
(UP Form No. 3.1)
2. High School Transcript/True 2. Previous school
Copy of Grades
For automatic admission
3. SAT 3. College Board (SAT)
4. IB Diploma 4. Applicant’s school
5. GCE 5. Applicant’s school
6. Affidavit of no collegiate 6. Notary Public
enrolment if with gap from high
school graduation prior to
admission to UPD (for New
Freshmen)
7. US$30.00 Application Fee 7. Cash Office, UP Diliman / Postal Money Order/Bank
ACTION BE PAID TIME
1. Submit all 1. Receive
requirements and check
together with the application US
application fee form and all Student Records Evaluator
$30.00 1 Day
requirements OSSD
Application Period
Foreign Applicants:
January – April 15
997
Filipino Applicants: 1.1 Evaluate
January – June 15 and process
application
2. Wait for the 2. Inform the
results of applicant of
application the results Student Records Evaluator
None 5 Minutes
via email OSSD
Results Availability
July
1 Day, 5 Minutes
(excluding the
US
TOTAL: $30.00
time of waiting
for the results of
application)
21. Assessment and Printing of Dropping Slip (UP Form 26) of non-
regular students
Dropping Slip (UP Form 26) is use to drop subject/s
Office or
Registration and Clearance Section (RCS), Office of the University Registrar
Division:
Type of
Transaction:
Who may avail: All UP Diliman Enrolled Students (Non-regular)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. UP Form 5 1. Requesting Party
2. Valid ID 2. UP ID, Company ID, GSIS, SSS, LTO, DFA, etc.
ACTION BE PAID TIME
required and check
documents the required
documents.
None 10 Minutes RCS Staff
1.1 Check
assessment
and print the
form
2. Go to College
for Adviser and
None College
Dean signatures
(if applicable)
998
3. Pay at the Cash Office, UP Diliman
cashier
PHP
* Status of 10.00 per
dropping will unit
automatically be
updated in CRS
PHP
TOTAL: 10.00 10 Minutes
per unit
22. Assessment and Printing of Change of Matriculation (UP Form

26A) of students with scholarships, privileges, and non- regular
students
Change of Matriculation Form (UP Form 26A) is use to add or cancel subject/s.
Office or
Division:
Type of
Transaction:
All UP Diliman Enrolled Students (with scholarships, and privileges, and
Who may avail:
non-regular students)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. UP Form 5 1. Requesting Party
ACTION BE PAID TIME
required and check
documents the required RCS Staff
None 5 Minutes
documents
and print the
form
2. Go to College
for Adviser and
None College
Dean signatures
(if applicable)
3. Pay at the PHP
cashier (if any) 10.00
(plus Cash Office, UP Diliman
* Status of Tuition
Change of fee / lab
999
Matriculation will fee for
automatically be added
updated in CRS courses)
4. For students 4. Receive,
without payable sign, and cut
fees, the the form. Frontline Staff
None 5 Minutes
complete form Give RCS
must be returned student’s
to RCS copy.
PHP
10.00
(plus
Tuition
TOTAL: 10 Minutes
fee / lab
fee for
added
courses)
23. Assessment and Printing of UP Form 5 of students with

scholarships, privileges, and non- regular students
Form 5 is a proof of registration
Office or
Division:
Type of
Transaction:
All UP Diliman Eligible Students (with scholarships, and privileges, and
Who may avail:
non-regular students)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Scholarship Certification 1. Scholarship Agency
2. Approved Privilege to Study at 2. Office of the Chancellor or Office of the Vice Chancellor
Reduced Fees (for UP Faculty for Academic Affairs
and Employees)
3. UP Form 5 from home unit 3. Constituent University
(cross-enrollees from other UP
units)
ACTION BE PAID TIME
required and check None 2 Minutes
documents the required RCS Staff
1000
documents
and tag
scholarship/p
rivilege in the
CRS (if any)
1.1 Check
online
assessment,
compute the
amount
None 5 Minutes RCS Staff
payable and
print
student’s
Form 5 and
sign
2. Receive and 2.Release
sign Form 5 Form 5 to None 1 Minute RCS Staff
student
3. Pay at the
Assessed
Cashier, if Cash Office, UP Diliman
Amount
applicable
4. For students 4. Receive
without payable and cut Form
fees, F5’s must 5. Release Frontline Staff
None 2 Minutes
be returned to student’s RCS
RCS after signing copy of Form
5
Assesse
TOTAL: d 10 Minutes
Amount
24. Assessment of Matriculation Fees & Printing of UP Form 5,

Change of Matriculation (UP Form 26A) and Dropping Slip (UP
Form 26) of students under OSSD
Assessment of Fees of UP Form5, Change of Matriculation and Dropping Slip
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1001
1. UP Form 5A 1. Student
2. UP Form 5 2. Student
3. Certificate of Authority to 3. Agency offering the scholarship
Bill/Certificate of Scholarship
For Foreign Students
4. Study permit 4. OILD, UP
ACTION BE PAID TIME
1. Submit the 1. Receive
Certification for the Student Athletes Records
Scholarship and Certification None 2 Minutes Examiner
UP Form5A & UP Form OSSD
5A
1.1 Check &
evaluate the
certification Student Records Evaluator
None 3 Minutes
and tag in OSSD
the CRS
Module
1.2 Tag and
assess in the None 3 Minutes OSSD
CRS module
2. Receive UP 2. Issue the Form 5 –
Form 5 / Change UP Form 5 Assessed
of Matriculation Amount Student Athletes Records
COM-
Form / Dropping PHP10.00 2 Minutes Examiner
Slip and Pay at Dropping – OSSD
the Cash Office, P10.00 per
unit
UP Diliman
Form 5 –
Assessed
Amount
COM-
TOTAL: PHP10.00 10 Minutes
Dropping –
P10.00 per
unit
25. Authentication / Verification of Transcript of Records (TOR)

Issued to verify authenticity of the transcript of records
Office or
Transcripts Section (TS), Office of the University Registrar
Division:
Type of Government to Citizen/ Government to Government/ Government to
1002
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished application 1. Transcripts Section (TS)
form
2. Valid ID 2. Student ID, Company ID, GSIS, SSS, LTO, DFA, etc.
3. Original copy of transcript of 3. Student or Requesting Party
records
4. Proof of Payment / Official 4. Cash Office, UP Diliman
Receipt
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Accomplish and 1. Receive
submit filled in and review
request form request form
together with and
required requirements
documents
Frontline Staff
None 30 Minutes
1.1 TS
Photocopy
original TOR,
pull-out file
copy,
give bill of
payment
2. Pay to the 2. Record PHP
cashier and OR 5 Minutes Frontline Staff
100.00
present the receipt TS
per set
2.1 Record
request in Data Encoder
3 Minutes
Access None TS
database
2.2 Check Admin Assistant

against file None 15 Minutes TS
copy of TS
2.3 Final
check and Section Head
initial of None 15 Minutes TS
authenticated
TOR
1003
2.4 Secure University Registrar
authorized None 1 Day OUR
signature
2.5 Record
document for Data Encoder
2 Minutes
release in None TS
Access
database
2.6 Do
quality
control of the 5 Minutes Frontline Staff
None
document TS
before
release
request to
Frontline Staff
the student/ None 5 Minutes
TS
representativ
e*
PHP
2 Days,
TOTAL: 100.00
20 Minutes
per set
*should present authorization letter, photocopy of ID of the student and representative
26. Clearing of Accountability

To clear tagged accountability/ineligibility in the CRS
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Proof of payment (copy of official Cash Office, UP Diliman or for lost receipt, Certified True
receipt) of underassessment Copy of OR from the Diliman Accounting Office
and/or unpaid scholarship bill
ACTION BE PAID TIME
RCS Staff
required and check
None 10 Minutes
documents the required
documents
1004
and clear
accountabilit
y in the CRS
27. Clearing of ineligibility (entrance credentials)

Clearing of ineligibility status (lacking entrance credentials)
Office or Admissions Section (AS) or One Stop Student Desk (OSSD), Office of the
Division: University Registrar
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Lacking credentials e.g. (Official Depends on the lacking requirements (PSA for Birth/
Transcript of Records, PSA Birth Marriage Certificate, Previous school for the TOR, etc.)
Certificate, PSA Marriage
Certificate, TOEFL/IELTS, etc.)
ACTION BE PAID TIME
1. Submit the 1. Receive,
lacking check the
requirements submitted
requirement/ Student Records Evaluator
None 5 Minutes
s and clear AS or OSSD
ineligibility
status in the
CRS module
28. Issuance of Acceptance Letter for foreign students

Processing of Acceptance Letter of new foreign students for Student Visa
purposes
Office or
Division:
1005
Type of
Transaction:
Who may avail: UP Diliman New Foreign Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
College Notice of Admission /
College
College Admission Slip
ACTION BE PAID TIME
1. Submit the 1. Receive Student Athletes Records
Notice of the Notice of None 2 Minutes Examiner
Admission Admission OSSD
1.1 Check
and evaluate Student Records Evaluator
None 3 Minutes
the OSSD
documents
1.2 Process
and print the Student Records Evaluator
None 5 Minutes
Acceptance OSSD
Letter
1.3 Secure
signature
2. Claim the 2. Release
Student Athletes Records
Acceptance Letter the
None 2 Minutes Examiner
Acceptance OSSD
Letter
29. Issuance of Certificate of Completion

Issued to a student who is a candidate for graduation and is waiting for the
conferment of the
degree
Office or
Records Management Section (RMS), Office of the University Registrar
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1006
1. Duly Accomplished request 1. RMS, OUR
form
2. Certificate of Completion of 2. College
Academic Requirements from the
College
ACTION BE PAID TIME
1. Fill out and 1. Receive
submit and check
accomplished duly
Frontline Staff
request form and accomplishe None 20 mins
RMS
certificate of d request
completion form; issue
bill payment
2.Pay to the 2. Record the
cashier and Official
present the Receipt
receipt number in
PHP Frontline Staff
the request 30 mins
30.00 RMS
form and
return the
OR to the
student
2.1 Pull out
Typesetter III or Administrative
student 1 Hour
None Aide III
records for RMS
confirmation
2.2 Verify,
Evaluate and School Credits Evaluator
None 1 Day, 4 Hours
process RMS
request
2.3 Secure
Section Chief and University
authorized None 1 Day Registrar
signature
request to
Frontline Staff
the student/ None 10 Minutes RMS
representativ
e*
PHP
TOTAL: 2 Days,6 Hours
30.00
1007
30. Issuance of Certificate of Course Description (CD)
Detailed description of course/s taken for academic evaluation purposes
Office or
Division:
Type of
Transaction:
1. Duly accomplished application 1. TS, OUR / our.upd.edu.ph
form
2. Valid ID 2. Company ID, School ID, LTO, DFA, GSIS etc.
3. Updated TOR 3. TS, OUR
4. Proof of Payment / Official Receipt 4. Cash Office, UP Diliman, Banks
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Accomplish and 1. Receive and
submit filled in review request
request form form and
together with requirements
required
documents 1.1Check
None 20 Minutes Frontline Staff
student TS
records via
CRS
1.2 Issue bill of

payment
2. Pay to the 2. Record OR PHP
cashier and and issue 30.00
present the receipt claim stub per
page
(addition 15 Minutes Frontline Staff
al TS
charge
for
mailing /
courier
service)
2.1 Request for
pull out of Frontline Staff
None 1 Day
student record TS
(F10) to RMS
2.2 Receive,
None
Data Encoder
1008
check the 15 Minutes TS
documents
inside the F10,
insert
application,
assign tasks,
record in Excel
database
2.3 Distribute
F10 to Student
Records
Evaluator and None 8 Minutes Data Encoder
encode in TS
Access
Database
2.4 Encode CD None 3 Day Student Records Evaluator
TS
2.5 Check CD Student Records Evaluator
None 4 Day
TS
2.4 Do Student Records Evaluator
corrections, if 1 Hour TS
None
needed then
print copy
2.5 Final check
and determine
None 15 Minutes Student Records Evaluator
number of TS
copies
2.10 Print CD
Administrative Aide
in security None 5 Minutes
TS
paper
2.11 Check 5 Minutes Section Chief
None
and sign initials TS
2.12 Secure
signature
2.5 Encode
document for
Data Encoder
release in None 2 Minutes TS
Access
database
2.6 Do quality
control of the
document TS
before release
Frontline Staff
TS
1009
student/
representative*
PHP
30.00 9 Days,2 Hours,
TOTAL:
per 35 Minutes
page
31. Issuance of Certificate of Currently Enrolled

Issued for purposes of visa application, employment, scholarship etc.
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman students who are currently enrolled
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
2. Photocopy of Form 5 2. Student
ACTION BE PAID TIME
submit and check
accomplished duly
Frontline Staff
request form and accomplishe None 20 Minutes RMS
Photocopy of d request
Form 5 form; issue
bill payment
2. Pay to the 2. Record the
present the Receipt
receipt number in
PHP Frontline Staff
the request 30 Minutes
30.00 RMS
form and
return the
OR to the
student
2.1 Process Administrative Assistant V
None 1 Hour
request RMS
1010
2.2 Secure
signature
request to
Frontline Staff
RMS
representativ
e*
TOTAL: P30.00 1 Day, 2 Hours
32. Issuance of Certificate of English as Medium of Instruction (EMI)

Certificate issued to determine proficiency in English language
Office or Division: Transcripts Section (TS), Office of the University Registrar
Type of
Transaction:
1. Duly accomplished application form 1. TS, OUR / our.upd.edu.ph
3. Proof of Payment / Official Receipt 3. Cash Office, UP Diliman, Banks
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Accomplish and 1. Receive and
submit filled in review request
request form form and
together with requirements
required
documents 1.1Check student TS
records via CRS
1.2 Issue bill of

payment
2. Pay to the 2. Record OR
cashier and and issue claim PHP Frontline Staff
15 Minutes
present the receipt stub 30.00 TS
to the frontline staff
2.1 Request for Data Encoder

None 1 Day TS
pull out of student
1011
record (F10) to
RMS
2.2 Receive,
check the
documents inside
the F10,
None 15 Minutes Data Encoder
insert application, TS
assign tasks,
record in Excel
database
2.3 Distribute F10
to Student
Records 8 Minutes Data Encoder
None TS
Evaluator and
encode in Access
Database
2.4 Process EMI None 2 Days Student Records Evaluator
TS
2.5 Check and Section Chief
None 5 Minutes
sign initials TS
2.6 Secure
authorized None 1 Day
OUR
signature
2.7 Encode
None 2 Minutes
release in Access TS
database
2.8 Do quality
control of the Frontline Staff
None 5 Minutes
document before TS
release
request to the Frontline Staff
None 5 Minutes
student/ TS
representative*
4 Days,
PHP
TOTAL: 1 Hour,
30.00
15 Minutes
33. Issuance of Certificate of Enrolment History

Issued for purposes of employment, scholastic verification etc.
Office or
Division:
1012
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Duly Accomplished request form Records Management Section (RMS)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
request form accomplishe None 20 Minutes
RMS
d request
form; issue
bill payment
present the Receipt
receipt number in
PHP Frontline Staff
30.00 RMS
form and
return the
OR to the
student
2.1 Pull out Typesetter III/Administrative
1 Hour*
student None Aide III
records RMS
2.2 Verify,
evaluate and School Credits Evaluator
None 1 Day, 4 Hours
process RMS
request
2.3 Secure
signature
request to
Frontline Staff
RMS
representativ
e**
TOTAL: PHP 2 Days, 6 Hours
30.00
*1-2days for records from Archives (1970s and older)
**should present authorization letter, photocopy of ID of the student and representative
1013
34. Issuance of Certificate of Grade Equivalency
Certification of grade equivalent as a requirement for application for
study/scholarship.
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished request 1. AS, OUR
form
ACTION BE PAID TIME
1. Fill-out and 1. Receive
submit duly duly
accomplished accomplishe
request form d request
PHP Frontline Staff
form with the 3 Minutes
30.00 AS
requirements
1.1 Issue bill

of payment
2. Pay to the 2. Receive
Frontline Staff
Cashier and record None 10 Minutes
AS
payment
3. Claim the 3. Issue the Education Research Assistant
None 2 Minutes
certification certification AS
PHP
TOTAL: 15 Minutes
30.00
35. Issuance of Certificate of Graduation (COG)

Issued for purposes of enrollment, scholarship, employment and visa as proof of
graduation
Office or
Division:
Type of
Transaction:
1014
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. TS, OUR / our.upd.edu.ph
form
2. Company ID, School ID, LTO, DFA, GSIS etc.
2. Valid ID
3. RCS, OUR
4. Proof of Payment / Official
4. Cash Office UP Diliman, Bank
Receipt
ACTION BE PAID TIME
together with and
documents
1.1Check None 20 Minutes Frontline Staff
student TS
records via
CRS
1.2 Issue bill

of payment
2. Pay to the 2. Record
cashier and OR and PHP Frontline Staff
15 Minutes
present the receipt issue claim 30.00 TS
to the frontline staff stub
2.1 Request
for pull out of Data Encoder
1 Day
student None TS
record (F10)
to RMS
2.2 Receive,
check the
documents
inside the
F10, Data Encoder
15 Minutes
insert None TS
application,
assign tasks,
record in
Excel
database
1015
2.3 Distribute
F10 to
Student
Records
Evaluator TS
and encode
in Access
Database
2.4 Process None 3 Days Student Records Evaluator
COG TS
2.5 Check
5 Minutes Section Chief
and sign None
TS
initials
2.6 Secure
OUR
signature
2.7 Do None
quality
5 Minutes Frontline Staff
control of the
TS
document
before
release
request to
the student/ None TS
representativ
e*
PHP 5 Days, 1 Hour,
TOTAL:
30.00 13 Minutes
36. Issuance of Certificate of Special Order (SO) Exemption

Issued to Student who graduated and aims for further studies, employment etc.
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Duly Accomplished request
RMS, OUR
form
1016
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
request form accomplished None 20 Minutes
RMS
request form;
issue bill
payment
present the Receipt
receipt number in the PHP Frontline Staff
30 Minutes
request form 30.00 RMS
and return the
OR to the
student
2.1 Pull out
student 1 Hour Frontline Staff
None
records for RMS
confirmation
2.2 Process Section Chief
None 1 Day
Request RMS
2.3 Secure
Section Chief & University
signature
request to the
Frontline Staff
student/ None 10 Minutes
RMS
representative
*
PHP
TOTAL: 2 Days, 2 Hours
30.00
37. Issuance of Certificate of Units Earned

Issued for purposes of employment etc.
Office or
Division:
Type of
Transaction:
1017
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Duly Accomplished request form RMS, OUR
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
request form accomplishe None 20 Minutes RMS
d request
form; issue
bill payment
present the Receipt
receipt number in
PHP Frontline Staff
30.00 RMS
form and
return the
OR to the
student
2.1 Pull out
1 Hour* Typesetter III or Administrative
student None
Aide III
records
2.2 Verify,
None 1 Day, 4 Hours
process RMS
request
2.3 Secure
Registrar
signature
request to
Frontline Staff
the student/ None 10 Minutes RMS
representativ
e**
PHP
TOTAL: 2 Days,6 Hours
30.00
1018
38. Issuance of Certificate of Weighted Average Grade
Issued to students with honors for employment, enrollment etc.
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
RMS
d request
form; issue
bill payment
present the Receipt
receipt number in
PHP Frontline Staff
30.00 RMS
form and
return the
OR to the
student
2.1 Pull out
1 Hour Typesetter III or Administrative
student None
Aide III
records
2.2 Verify,
None 1 Day, 4 Hours
process RMS
request
2.3 Secure
signature
3. Claim request 3. Release Frontline Staff
None 10 Minutes
request to RMS
1019
the student/
representativ
e*
TOTAL: P30.00 2 Days, 6 Hours
39. Issuance of Certification of Breakdown of Matriculation

Student request this document as a requirement in applying for scholarship
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Photocopy of UP Form 5 1. Student
2. Duly accomplished 2. Scholarship Agency
Scholarship Form
ACTION BE PAID TIME
accomplished and check
form and the completenes
required s of the
Senior Administrative Assistant
documents for required None 15 Minutes
RCS
checking and documents
assessment and issue
billing
statement
2. Pay at the 2. Receive
Cashier and application
present OR and PHP Senior Administrative Assistant
5 Minutes
requirements 30.00 RCS
and record
payment
2.1 Process
and print the None 1 Day RCS
certification
2.2 Sign the Section Chief
None 15 Minutes
certification RCS
3. Claim 3. Release Frontline Staff
None 5 Minutes
certification the RCS
1020
certification
to the
student
1 Day,
TOTAL: P30.00
40 Minutes
40. Issuance of Certification, Authentication, Verification (CAV)

Certification of authenticity of documents issued for purposes of enrollment,
scholarship,
employment and visa
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
3. Copy of TOR, DT, COG, CD, 3. Requesting party
and EMI
4. Proof of Payment / Official 4. Cash Office UP Diliman, Bank
Receipt
ACTION BE PAID TIME
together with and
documents
1.1Check None 20 Minutes Frontline Staff
student TS
records via
CRS
1.2 Issue bill

of payment
cashier and OR and 30.00
1021
present the receipt issue claim
2.1 Request
for pull out of
1 Day Data Encoder
student None
record (F10)
to RMS
2.2 Receive,
check the
documents
inside the
F10, Data Encoder
15 Minutes
insert None TS
application,
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to
Student
Records
Evaluator TS
and encode
in Access
Database
2.4 Process None 3 Days Student Records Evaluator
CAV TS
2.5 Check
and sign None TS
initials
2.6 Secure
signature
2.7 Do
quality
control of the Frontline Staff
None 5 Minutes
document TS
before
release
request to
Frontline Staff
the student/ None 5 Minutes TS
representativ
e*
1022
PHP 5 Days,1 Hour,
TOTAL:
30.00 13 Minutes
40. Issuance of Certified copy of Entrance Credentials/Change of

Matriculation Form/ Form- 5, Birth Certificate for College Copy
Issued to Student for College Copy
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
RMS
d request
form; issue
bill payment
present the Receipt
receipt number in
PHP Frontline Staff
30.00 RMS
form and
return the
OR to the
student
2.1 Pull out
student
records and Frontline Staff
None 60 Minutes
Photocopy RMS
document
requested
1023
2.2 Secure
Section Chief
authorized None 10 Minutes RMS
signature
request to
Frontline Staff
RMS
representativ
e*
PHP 2 Hours,
TOTAL:
30.00 10 Minutes
41. Issuance of Certified Text of the Diploma

Issued as replacement of the Original Diploma
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
request form accomplishe None 20 Minutes RMS
d request
form; issue
bill payment
present the Receipt
receipt number in
PHP Frontline Staff
40.00 RMS
form and
return the
OR to the
student
1024
2.1 Pull out Typesetter III or Administrative
1 Hour*
records RMS
2.2 Verify
Administrative Assistant V
and process None 1.5 Days
RMS
request
2.3 Secure
Registrar
signature
request to
Frontline Staff
RMS
representativ
e**
PHP
40.00
42. Issuance of Certified True Copy of Certificate of Graduate (COG)

Certify authenticity of COG submitted by students for purposes of employment,
education,
scholarship, etc.
Office or
Division:
Type of Government to Citizen/Government to Government/Government to
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
3. Original copy of COG 3. Student or Requesting Party
Receipt 4. Cash Office, UP Diliman
ACTION BE PAID TIME
submit filled in and review Frontline Staff
None 30 Minutes
request form request form TS
together with
1025
required and
documents requirements
1.1
Photocopy
original
COG, pull-
out TOR file
copy,
give bill of
payment
cashier and OR PHP 5 Minutes Frontline Staff
present the receipt 15.00 TS
2.1 Record
3 Minutes
Access None TS
database
2.2 Check Frontline Staff

copy of TS
2.3 Final
authenticate
d COG
signature
2.5 Record
2 Minutes
release in None TS
Access
database
2.6 Do
quality
None
document TS
before
release
Frontline Staff
request to None 5 Minutes TS
the student/
1026
representativ
e*
PHP 2 Days,
TOTAL:
15.00 20 Minutes
43. Issuance of Certified True Copy of Course Descriptions (CD)

Certify authenticity of CD submitted by students for purposes of employment,
education,
scholarship, etc.
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
3. Original copy of CD 3. Student or Requesting Party
Receipt 4. Cash Office, UP Diliman
FEES
AGENCY PROCESSING
ACTION TIME
PAID
together with and
documents
Frontline Staff
1.1 None 30 Minutes
TS
Photocopy
original
COG, pull-
out CD file
copy,
give bill of
payment
1027
cashier and OR 5 Minutes Frontline Staff
15.00
present the receipt TS
per page
2.1 Record
3 Minutes
Access None TS
database

copy of TS
2.3 Final
authenticated
CD
signature
2.5 Record
2 Minutes
release in None TS
Access
database
2.6 Do
quality
None
document TS
before
release
request to
Frontline Staff
TS
representativ
e*
PHP
15.00 2 Days,
TOTAL:
per 20 Minutes
page
1028
44. Issuance of Certified True Copy of Diploma Translation (DT)
Certify authenticity of the English Translated Diploma
Office or
Division:
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form / Letter of Request
3. Original copy of DT 3. Student or Requesting Party
4. Proof of Payment / Official 4. Cash Office, UP Diliman
Receipt
FEES
AGENCY PROCESSING
ACTION TIME
PAID
together with and
documents
Frontline Staff
None 30 Minutes
1.1 TS
Photocopy
original DT,
pull-out TOR
file copy,
give bill of
payment
cashier and OR PHP 5 Minutes Frontline Staff
present the receipt 25.00 TS
2.1 Record
request in 3 Minutes Data Encoder
None
Access TS
database
copy of TS
1029
2.3 Final
authenticated
DT
signature
2.5 Record
2 Minutes
release in None TS
Access
database
2.6 Do
quality
None
document TS
before
release
request to
Frontline Staff
TS
representativ
e*
PHP 2 Days,
TOTAL:
25.00 20 Minutes
45. Issuance of Certified True Copy of High School Card/ Form-137

Issued for purposes of employment, travel abroad or scholarship etc.
Office or
Division:
Type of
Transaction:
form
3. Official Receipt 3. Cash Office, UP Diliman
1030
FEES
AGENCY PROCESSING
ACTION TIME
PAID
together with and Frontline Staff
None 20 Minutes
required requirements TS
documents
1.1 Give bill of
payment
cashier and and issue PHP 15 Minutes Frontline Staff
present the receipt claim stub 50.00 TS
2.1 Request
None 1 Day
student record TS
(F10) to RMS
2.2 Receive,
check the
documents
inside the F10,
insert None 15 Minutes Data Encoder
application, TS
assign tasks,
record in Excel
database
2.3 Distribute
F10 to
Frontline staff
then record in TS
the Access
Database
2.4 Photocopy
requested None 5 Minutes Frontline Staff
document TS
2.5 Final
check and
sign initials of
None 15 Minutes Section Head
authenticated TS
HS Card/
Form 137
signature
1031
2.7 Encode
document for
release in None 2 Minutes Data Encoder
Access TS
database
2.8 Do quality
control of the
document None 5 Minutes Frontline Staff
before release TS

request to the
Frontline Staff
TS
representative
*
PHP 2 Days, 1 Hour,
TOTAL:
50.00 40 Minutes
46. Issuance of Certified True Copy of UP Form 5 for students under

OSSD
This is a requirement of K-12 CHED Scholars for the release of their allowance
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman Students under OSSD
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Form 5 (original and Student
photocopy)
ACTION BE PAID TIME
1. Submit UP 1. Receive Student Athletes Records
Form 5 (original the UP Form None 2 Minutes Examiner
and photocopy) 5 OSSD
1.1 Check /
Verify the UP
Form 5, None 4 Minutes OSSD
certify then
sign
1032
4. Receive the 4. Release
Certified True the Certified
Copy of UP Form True Copy of OSSD
5 UP Form 5
47. Issuance of Civil Service Exemption Certificate

Issued to students who graduated with honors as requirement for Civil Service
Eligibility
application
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Duly Accomplished request form Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
RMS
d request
form; issue
bill payment
present the Receipt
receipt number in
PHP Frontline Staff
30.00 RMS
form and
return the
OR to the
student
2.1 Pull out Typesetter III or
60 Minutes
student None Administrative Aide III
records RMS
1033
2.2 Verify,
None 1.5 Days
process RMS
request
2.3 Secure
Section Chief &
signature
request to
Frontline Staff
RMS
representativ
e*
PHP
30.00
48. Issuance of Diploma Authentication

Requested by clients to confirm the authenticity of the diploma
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
2. Original/Photocopy of the 2. Requesting party
Diploma
ACTION BE PAID TIME
submit and check
accomplished duly
Frontline Staff
request form and accomplishe None 20 Minutes RMS
Photocopy of d request
the Diploma form; issue
bill payment
PHP Frontline Staff
present the Receipt 30 Minutes
40.00 RMS
receipt number in
the request
1034
form and
return the
OR to the
student
2.1 Pull out
Typesetter III or
student 60 Minutes*
None Administrative Aide III
records for RMS
confirmation
2.2 Verify
Frontline Staff
and process None 60 Minutes
RMS
request
2.3 Secure
Section Chief &
signature
request to
Frontline Staff
RMS
representativ
e**
PHP
TOTAL: 1 Day & 3 Hours
40.00
49. Issuance of Certificate of Diploma Translation (DT)

Translation of Filipino diploma to English diploma
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
3. Photocopy of diploma 3. Student
4. Proof of Payment / Official 4. Cash Office / Bank
Receipt
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1035
together with and
required requirements Frontline Staff
None 20 Minutes
documents TS
1.1 Check
student file
and give bill
of payment
cashier and and issue PHP Frontline Staff
15 Minutes
present the receipt claim stub 50.00 TS
2.1 Request
1 Day
student None TS
record (F10)
to RMS
2.2 Receive,
check the
documents
inside the
F10,
application, TS
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to
Encoder and
encode in TS
Access
Database
2.4 Process Administrative Aide
None 2 days
request TS
2.5 Check
and sign None TS
initials
2.6 Secure
signature
2.7 Encode
Data Encoder
document for None 2 Minutes
TS
release in
1036
Access
database
2.8 Do quality
control of the
document None
TS
before
release
request to the
Frontline Staff
TS
representativ
e*
4 Days,1 Hour,
TOTAL: None
15 Minutes
50. Issuance of Honorable Dismissal

Issued to a student who is transferring to another school
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
2. University Clearance 2. RCS, OUR
3. Name of School the student is 3. Student
transferring
4. Consent of Parent/Guardian for 4. Parent/Guardian of the student
minor student
FEES
AGENCY PROCESSING
ACTION TIME
PAID
submit and check
accomplished duly
Frontline Staff
request form and accomplishe None 20 Minutes
RMS
required d request
documents form; issue
bill payment
1037
PHP
present the Receipt
30.00
receipt number in (additional
Frontline Staff
the request payment of 30 Minutes
PHP10.00 if RMS
form and placed in a
return the sealed
envelope)
OR to the
student
60 Minutes
records RMS
2.2 Verify,
None 1.5 Days
process RMS
request
2.3 Secure
Registrar
signature
3.Claim request 3. Release
request to
Frontline Staff
the student / Non 10 Minutes
RMS
representativ
e*
PHP
30.00
51. Issuance of List of Honor Graduates to Civil Service Commission

(CSC)
CSC reference for Civil Service Eligibility Exemption
Office or
Student Evaluation Section (SES), Office of the University Registrar
Division:
Type of
Transaction:
Who may avail: Civil Service Commission
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter of request addressed to
Requesting Party
ACTION BE PAID TIME
1038
1. Submit Letter 1. Receive
of Request to the letter, record
University to database,
Registrar and forward Frontline Staff
None 10 Minutes
to University Administrative Section
Registrar
(UR)
for action.
1.1 UR acts
on the None 1 Day
OUR
request
1.2 Process School Credits Evaluator
None 2 Days
Request SES
1.3 Secure
OUR
signature
1.4 Forward
to Transcript School Credits Evaluator
None 10 Minutes
Section for SES
mailing
4 Days,
TOTAL: None
20 Minutes
52. Issuance of No Objection Letter (NOL)

Issued to students who has submitted entrance credentials with copy for UP
Diliman but wants to request another copy from previous school for employment
or scholarship purposes
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
3. Official Receipt 3. Cash Office, UP Diliman
ACTION BE PAID TIME
submit filled in and review None 20 Minutes Frontline Staff
request form request form TS
1039
together with and
documents
1.1Check
student
records via
CRS
1.2 Issue bill

of payment

cashier and OR and PHP 15 Minutes Frontline Staff
present the receipt issue claim 30.00 TS
2.1 Request
for pull out of
student None 1 Day Data Encoder
record (F10) TS
to RMS
2.2 Receive,
check the
documents
inside the
F10,
Data Encoder
insert None 15 Minutes TS
application,
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to
Section
Chief and None 8 Minutes Data Encoder
encode in TS
Access
Database
2.4 Process
request and None 15 Minutes Section Chief
sign initials TS
2.5 Secure
signature
2.6 Do
quality None 5 Minutes Frontline Staff
control of the TS
1040
document
before
release
request to
Frontline Staff
TS
representativ
e*
PHP 2 Days, 1 Hour,
TOTAL:
30.00 33 Minutes
53. Issuance of Request Letter of Official Transcript of Records/

Form 137 to universities/school
Requirement for university admission
Office or One Stop Student Desk (OSSD) / Admissions Section (AS), Office of the
Division: University Registrar
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. University Admission Slip 1. Requesting Party
(UAS) or UP Form 5
ACTION BE PAID TIME
1. Submit UP 1. Receive
Form 5/UAS and and check
apply for Letter of UP Form 5 /
Request of UAS
OTR/Form 137
None 12 Minutes AS/OSSD
1.1 Prepare
and print
Letter
Request of
OTR/F137
Letter Request of the Letter
OTR/Form137 Request of None 2 Minutes AS/OSSD
OTR/
Form137
1041
54. Issuance of Scholastic Verification/Special Request

Requested for purposes of employment
Office or
Division:
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form (walk in)
2. Letter from the requesting 2. Requesting Party
Company/office/Embassy (online)
3. Consent and Photo copy of 3. Student being verified
any Government issued ID of the
Student
ACTION BE PAID TIME
submit and check
accomplished duly
request form accomplishe
(walk in); send d request
request letter, form & issue
bill payment
consent &
(walk in);
scanned ID of the
Check letter Frontline Staff
student (on line) None 20 Minutes
of request RMS
and other
required
documents
sent and
send bank
details for
payment (on
line)
2.Pay to the 2. Record the PHP
Official Frontline Staff
cashier and 100.00 30 Minutes RMS
present the Receipt (local)
1042
receipt (walk in); number in US
Pay thru the the request $30.00
designated bank form and (foreign)
and send return the
scanned copy of OR to the
the deposit slip student (walk
in); attach
(on line)
scanned
copy of the
deposit slip
to the
request letter
(on line)
60 Minutes
records RMS
2.2 Verify,
None 1.5 Days
process RMS
request
2.3 Secure
Registrar
signature
2.4 Forward
Certification
for Mailing to
the Frontline Staff (mailing) or
Transcript School Credits Evaluator
None 30 Minutes
Section or (e-mail)
Scan RMS
Certification
and e-mail to
recipient
request to
Frontline Staff
RMS
representativ
e*
PHP
100.00
(local) 2 Days, 6 Hours,
TOTAL:
US$ 5 Minutes
30.00
(foreign)
1043
55. Issuance of Student with Special Needs (SWAS) ID
Issued to identify student with special needs
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman Students with Special Needs
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Endorsement from the 1. UP Health Service
University Health Service
2. 1 piece Passport size ID 2. Photo shop/service
picture
ACTION BE PAID TIME
1. Submit ID 1.Receive ID
picture picture
1.1 Check
List of SWAS
given by the
UP Health OSSD
Service and
give the pre-
processed ID
to the
student
2. Sign the SWAS 2. Laminate Student Athletes Records
ID the SWAS ID None 15 Minutes Examiner
OSSD
SWAS ID then the SWAS ID
sign in the OSSD
logbook
1044
56. Issuance of True copy of Grades (TCG) for Cross-registrants and
Non-degree students
Issued for academic purposes
Office or
Division:
Type of
Transaction:
Who may avail: Cross-Registrants and Non-degree students

FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Fill out and 1. Receive and
submit check duly
accomplished accomplished Frontline Staff
None 20 Minutes
request form request form; RMS
issue bill
payment
cashier and Official Receipt
present the number in the
PHP Frontline Staff
receipt request form 30 Minutes
30.00 RMS
and return the
OR to the
student
2.1 Print TCG 5 Minutes Frontline Staff
None
from CRS RMS
2.2 Secure
Section Chief
authorized None 10 Minutes RMS
signature
2.3 Place in a
sealed None RMS
envelope
request to the Frontline Staff
None 10 Minutes
student/ RMS
representative*
PHP 1 Hour,
TOTAL:
30.00 20 Minutes
1045
57. Issuance of University Admission Slip
A. NEW GRADUATE STUDENT (PHD/ MASTERAL/ DIPLOMA/ NON-DEGREE
– GRADUATE STUDENTS) and NEW JURIS DOCTOR
Issuance of University Admission Slip to newly admitted graduate, non-degree

and new juris doctor for registration purposes
Office or
Division:
Type of
Transaction:
Who may avail: Students admitted by UPD Colleges
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. College Admission Slip (Form 1 to 9 Accepting College
002)
2. Student Directory with 2x2
photo (2 copies)
3. Medical Certificate from UP
Health Service (Fit to enroll)
4. Plan of study (for graduate
students only)
5. PSA Birth Certificate(original
copy)
6. PSA Marriage Certificate
(original, if married)
7. Honorable Dismissal/Transfer
credential – if from other
school/university
8. Transcript of records used for
evaluation duly signed by the
College SRE/College Secretary
9. Permit to Transfer (if
previously enrolled in another
graduate program within Diliman)
10. Official Transcript of Records
with remarks “Copy for UP 10. Last school/university attended prior to admission to UP
Diliman” ( in a sealed envelope) Diliman
11. Certificate of Eligibility (for
New Juris Doctor) 11. AS, OUR
ACTION BE PAID TIME
1046
required check,
documents evaluate all
required
documents
1.1 Process
University
Admission
Slip (UAS),
CRS None 14 Minutes Student Records Evaluator
Temporary AS
Account (if
needed),
Certificate of
Eligibility (for
New Juris
Doctor),
Request for
OTR(if
needed)
2. Receive UAS 2. Release
UAS to None 1 Minute
student
3. Submit
University
Admission Slip
(college copy) to None
the Office of the
College
Secretary)
B. NEW FRESHMEN AND NEW TRANSFER FROM OTHER SCHOOLS AND

UNIVERSITIES
(Undergraduate Associate of Arts, Certificate and Diploma programs)
Issuance of University Admission Slip to newly admitted freshmen and new
transfer from other schools and universities (Associate of Arts, Certificate and
Diploma programs) for registration purposes.
Office or
Division:
1047
Type of
Transaction:
Admitted New Freshmen and New Transfer Students from other
Who may avail:
schools/universities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. College admission slip (Form 1 to 6 Accepting College
002)
2. Student Directory with 2x2
photos (2 copies)
copy)
6. Permit to Transfer (if
previously enrolled in other UP
Unit/other UPD Colleges
Additional requirements if New

Freshmen
1. High School Card (F138) - 1st
and 2nd semester of Grade
- Accepting college
12
2. Official High School
Transcript (F137 Grades 7-
12) with remarks “Copy for - Previous school (Senior High School)
UP Diliman”, with date of
graduation and Learner
Reference Number (LRN) - in
a sealed envelope
Additional requirements if New
Transfer
1. Honorable
Dismissal/Transfer credential
2. Transcript of records used for
evaluation duly signed by the - Accepting college
College SRE/College
Secretary - Accepting college
with remarks ”Copy for UP
1048
Diliman” - in a sealed
envelope - Last school/university attended prior to admission to UP
4. Certificate of NSTP Serial Diliman
Number, if student has
completed NSTP 1 & 2
- Previous school/ university
ACTION BE PAID TIME
required check,
required
documents
1.1 Process
University
Admission
Slip (UAS),
CRS Student Records Evaluator
None 14 Minutes
Temporary AS
Account (if
needed),
Certificate of
Eligibility (for
New Juris
Doctor),
Request for
OTR(if
needed)
2. Receive UAS 2. Release
UAS to None 1 Minute
AS
student
2. Submit
University
Admission Slip
(college copy) to
the Office of the
College Secretary
TOTAL: None 15 inutes
C. READMISSION FROM ABSENCE WITHOUT LEAVE (AWOL)

Issuance of University Re-admission Slip to readmitted students from AWOL -for
registration purposes.
Office or
Division:
1049
Type of
Transaction:
Who may avail: Re-admitted students from Absence without official leave (AWOL)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. College readmission slip (Form
002)
2. Official receipt for AWOL fee
(P225.00)
Accepting College
Health Service (if AWOL for more
than 1 semester)
ACTION BE PAID TIME
required check,
required
None 9 Minutes
1.1 Process AS
University
Re-
admission
Slip
2. Receive UAS 2. Release Student Records Evaluator
None 1 Minute
UAS AS
3. Submit
University
Re-admission Slip
(college copy) to
the Office of the
College Secretary
D. SHIFTEES WITHIN COLLEGE (S1) AND SHIFTEES WITHIN

DILIMAN (S2)
Issuance of University Admission Slip to admitted students who shifted to
another program for registration purposes.
1050
Office or
Division:
Type of
Transaction:
Who may avail: Students who shifted to another program
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
SHIFTEES WITHIN COLLEGE
(S1)
1. College admission slip (Form
001)
2. Student directory
3. True copy of grades used for
evaluation
SHIFTEES WITHIN DILIMAN

Accepting College
(S2)
001)
2. Student directory
evaluation
4. Permit to transfer

ACTION BE PAID TIME
required check,
required
None 9 Minutes
1.1 Process AS
University
Re-
admission
Slip
None 1 Minute
UAS AS
2. Submit
University
Admission Slip
1051
(college copy) to
the Office of the
College Secretary
E.TRANSFEREES FROM OTHER UP UNITS (BACHELOR

PROGRAMS) - T1
Issuance of University Admission Slip to newly admitted transferees from
constituent universities for registration purposes.
Office or Division: Admissions Section (AS), Office of the University Registrar
Who may avail: Admitted transfer students from another UP Units
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. College admission slip (Form 1 to 7 Accepting College
002)
copy)
evaluation duly signed by the
College SRE/College Secretary
8. Official Transcript of Records 8. Last school/university attended prior to admission to UP
with remarks ”Cleared as of Diliman
_______)”- in a sealed envelope
9. Certificate of NSTP Serial 9. Previous school/university
Number, if student has completed
NSTP 1 & 2
CLIENT STEPS
required check,
documents evaluate all Student Records
None 14 Minutes Evaluator
required AS
documents
1052
1.1 Process
University
Admission
Slip, CRS
Temporary
Account (if
needed),
Request for
OTR(if
needed)
2. Receive UAS 2. Release Student Records
UAS None 1 Minute Evaluator
AS
2. Submit
University
Admission Slip
(college copy) to
the Office of the
College Secretary
F. TRANSFEREES FROM OTHER SCHOOLS /UNIVERSITIES AND

SECOND DEGREE (BACHELOR PROGRAMS) - T2
Issuance of University Admission Slip to newly admitted transferees from other
schools/universities for registration purposes.
Office or
Division:
Type of
Transaction:
Who may avail: Admitted transfer students from other schools/universities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1 to 8 Accepting College
002)
copy)
1053
(original, if married) 9. Last school/university attended prior to admission in UP
7. True copy of grades/Transcript Diliman
of Records used for evaluation 10. Previous school/university
8. Honorable
Dismissal/Certificate of Transfer
Credential
with remarks ”Copy for UP
Diliman”- in a sealed envelope
10. Certificate of NSTP Serial
Number, if student has
completed NSTP 1 & 2
ACTION BE PAID TIME
required check,
required
documents
1.1 Process
University Student Records Evaluator
None 14 Minutes
Admission AS
Slip, CRS
Temporary
Account (if
needed),
Request for
OTR(if
needed)
None 1 Minute
UAS AS
3. Submit
University
Admission Slip
(college copy) to
the Office of the
College Secretary
1054
G. FOREIGN FRESHMEN/TRANSFEREES/GRADUATE
STUDENTS, VAAS PROGRAM, STUDENTS WITH SPECIAL
NEEDS
Issuance of University Admission Slip to newly admitted students under the
One Stop Student Desk for registration purposes.
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. College Admission Slip 1 to 7 Accepting College
2. Form 137 & Form 138 (for
freshmen)
Local School: With remarks Copy
for UP Diliman
Foreign School: Apostille
4. Original PSA Birth Certificate
or Foreign Birth Certificate
5. Medical Certificate from UHS
6. Student Directory with
passport size photos (2 copies)
7. Honorable Dismissal / Transfer
Credential/ Permit to Transfer, if
applicable
8.SAT/GCE/IB Diploma (original) 8. College Board/Current School
For Married Female
9. Original PSA Marriage 9. PSA
Contract
For Foreign Students
10. Study permit 10. OILD
11. TOEFL/IELTS (if Medium of 11. Accepting College
Instruction of previous school is
not English)
For Graduate Students
j. Pla 12. Plan of Study 12. Accepting College

ACTION BE PAID TIME
1. Submit all 1. Receive, Student Records Evaluator
None 14 Minutes
required check, OSSD
1055
required
documents
1.1 Process
University
Admission
Slip, CRS
Temporary
Account (if
needed),
Request for
OTR(if
needed)
None 1 Minute
UAS OSSD
3. Submit
University
Admission Slip
(college copy) to
the Office of the
College Secretary
58. Issuance of UP Photo ID

Issuance of identification to all officially enrolled students
A. Officially enrolled students

(UPD,UPDEPP,UPDEPO)
Regular
Non-degree
Cross-registrants (foreign)
Foreign
Office or
Division:
Type of
Transaction:
UPD, UPEDEPP and UPDEPO Officially enrolled students (Regular, Non-
Who may avail:
degree, Foreign cross-registrants and foreign students)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1056
1. Current UP Form 5 1. Student
2. Appointment Slip 2. AS, OUR
3. Official receipt of payment 3. Cash Office, UP Diliman
4. One (1) passport size photo 4. Photo shop/service
( for new student)
5. Duly accomplished Information 5. AS, OUR
Sheet (for new student)
ACTION BE PAID TIME
1. Submit the 1. Receive PHP
accomplished and check 130.00
information sheet the required (None - Photographer
3 Minutes
and required documents for new AS
documents undergrad
students)
2. Receive claim 2. Take
stub photo and Photographer
None 2 Minutes
issue claim AS
stub
2.1 Prepare
and transmit
Perso File to
None 7 Days AISS Personnel
card vendor
every Friday
for printing
3. Claim UP ID 3. Release Photographer
None 5 Minutes
processed ID AS
PHP
130.00
(None -
7 Days,
TOTAL: for new
10 Minutes
undergra
d
students)
B. UP Integrated School Students
Office or
Division:
Type of
Transaction:
Who may avail: Officially enrolled UPIS students
1057
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Current UP Form 5 1. Student
2. Appointment Slip 2. AS, OUR
3. Official receipt of payment 3. Cash Office, UP Diliman
4. One (1) passport size photo 4. Photo shop/service
( for new student)
5. Duly accomplished Information 5. AS, OUR
Sheet (for new student)
ACTION BE PAID TIME
1. Submit the
1. Receive
accomplished PHP
and check Photographer
information sheet 130.00 5 Minutes
the required AS
and required
documents
documents
2. Process,
print and
Photographer
release None 15 Minutes AS
UPD-ID to
the student
PHP
TOTAL: 130.00 20 Minutes
59. Processing of Change of Name

To correct and update student records.
Office or
Division:
Type of
Transaction:
Who may avail: All Currently Enrolled UP Diliman Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished Request 1. RCS, OUR
for Change of Name form
2. Original copy of PSA-Birth 2. PSA
Certificate
3. Original copy of PSA-Marriage 3. PSA
Certificate (for married women)
4. Notary Public
1058
4. Affidavit of Discrepancy/
Affidavit of Two Disinterested
Persons (whichever is applicable)
ACTION BE PAID TIME
accomplished and check
form and the completenes
required s of the Student Records Evaluator
documents for required None 15 Minutes RCS
checking and documents
assessment and issue
billing
statement
2. Pay at the 2. Receive
Cashier and application
return to RCS and PHP Student Records Evaluator
5 Minutes
requirements 30.00 RCS
and record
payment
2.1 Process
and print the
certification None 1 Hour RCS
of change of
name
2.2 Sign the Section Chief
None 1 Hour
certification RCS
2.3 Record
and forward
the copy of
Administrative Aide
certification None 15 Minutes RCS
of change of
name to
RMS
copies of the copy of
certification of the
change of name certification
Frontline Staff
and forward the to student None 5 Minutes RCS
College and
Health Service
copies to their
offices
PHP 2 Hours,
TOTAL:
30.00 40 Minutes
1059
60. Processing of Request for Monoblock Chair Rental
For UP Diliman offices and student organizations requiring monoblock chairs for
their event
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of request endorsed by a 1. Requesting Party
faculty adviser
2. Duly accomplished OUR-Admin 2. Administrative Section
Form No. 007 (Monoblock Chair
Rental Form)
3. UP ID 3. OUR, UP Diliman
ACTION BE PAID TIME
request to Admin and check
counter and letter, check None 5 Minutes Administrative Section
present UP ID availability of
chairs
1.1 Approve
rental of
chair, give Administrative Officer
None 5 Minutes
OUR-Admin Administrative Section
Form No.
007 to client
2. Accomplish 2. Receive
OUR-Admin Form form and
No. 007 and pay to record
the Cashier payment,
PHP 5.00 Administrative Assistant
give copy of 20 Minutes
per chair Administrative Section
form to the
client for the
details of the
rental
PHP 5.00
TOTAL: 30 Minutes
per chair
1060
61. Processing of Transcript of Records
A copy of a student’s permanent academic record for purposes of employment,
enrolment, scholarship etc.
A. First Time TOR Module – Student No. 2004 to present

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
4. 1 x ID picture for purposes of 4. Photo shop/service
Board Examination
5. Proof of Payment / Official 5. Cash Office, UPD / Banks
Receipt
ACTION BE PAID TIME
together with and
documents
1.1Check
student TS
records via
CRS
1.2 Issue bill

of payment

cashier and and issue 50.00 15 Minutes Frontline Staff
present the receipt claim stub per page TS
(additional
charge for
1061
mailing /
courier
service)
2.1 Request
for pull out of
record (F10) TS
to RMS
2.2 Receive,
check the
documents
inside the
F10,
application, TS
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to First
Checker and
encode in TS
Access
Database
2.4 Process
First Checker
TOR via CRS None 5 Days TS
module
2.5 Final
checking of None 7 Days
TS
TOR
2.6 Print
clear copy of None 5 Minutes
TS
TOR
2.7 Sign
initial and
determine
number of TS
copies to be
printed
2.8 Print TOR
Admin Aide
in security None 5 Minutes
TS
paper
2.9 Check
and sign None TS
initials
1062
2.10 Secure
signature
2.11 Encode
document for
release in Data Encoder
None 2 Minutes
Access TS
database
2.12 Do
quality
control of the
document 5 Minutes Data Encoder
None TS
before
release
request to the
student/ None 5 Minutes Frontline Staff
representativ TS
e*
PHP
50.00 15 Days,
TOTAL:
per 35Minutes
page
B. First Time Manual/Freeform TOR – student no. 2003 and below

Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
Board Examination
Receipt
ACTION BE PAID TIME
1063
together with and
documents
1.1Check
student TS
records via
CRS
1.2 Issue bill

of payment

cashier and and issue 50.00
present the receipt claim stub per page
(additional 15 Minutes Frontline Staff
charge for TS
mailing /
courier
service)
2.1 Request
for pull out of
record (F10) TS
to RMS
2.2 Receive,
check the
documents
inside the F10,
insert Data Encoder
None 15 Minutes
application, TS
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to Data
Encoder then
record in the TS
Access
Database
2.4 Encode Data Encoder
None 3 Days
TOR TS
2.5 Initial First Checker
None 5 Days
checking of TS
1064
encoded
TOR
2.6 Verify
Admin Aide I
grades, if None 1 Day
TS
needed
2.7 Final
TS
TOR
2.8 Print
TS
TOR
2.9 Sign
initial and
determine
number of TS
copies to be
printed
2.10 Print
TOR in Admin Aide
None 5 Minutes
security TS
paper
2.11 Check
Section Chief
and sign None 5 Minutes TS
initials
2.12 Secure
signature
2.13 Encode
document for
None 2 Minutes
Access TS
database
2.14 Do
quality
control of the
document TS
before
release
request to
the student/ None 5 Minutes Frontline Staff
representativ
e*
PHP 19 Days, 35
TOTAL:
50.00 minutes
1065
per
page
**21 working days during peak period from July to August
C. Updating of TOR Module / Recopy – Student No. 2004 to present

Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
Board Examination
Receipt
ACTION BE PAID TIME
together with and
documents
1.1Check
student TS
records via
CRS
1.2 Issue bill

of payment

cashier and OR and 50.00 per
present the receipt issue claim page 15 Minutes Frontline Staff
stub (additional TS
charge for
mailing /
1066
courier
service)
2.1 Request
for pull out of
record (F10) TS
to RMS
2.2 Receive,
check the
documents
inside the
F10,
application, TS
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to First
Checker and
encode in TS
Access
Database
2.4 Process
First Checker
TOR via None 2 Days
TS
CRS module
2.5 Final
TS
TOR
2.6 Print
TS
TOR
2.7 Sign
initial and
determine
number of TS
copies to be
printed
2.8 Print
TOR in Admin Aide
None 5 Minutes
security TS
paper
2.9 Check
and sign None TS
initials
1067
2.10 Secure
signature
2.11 Encode
document for
None 2 Minutes
Access TS
database
2.12 Do
quality
control of the
document TS
before
release
request to
representativ TS
e*
PHP
10 Days,
TOTAL: 50.00
35 Minutes
per page
D. Updating of Manual/Freeform TOR – student no. 2003 and below

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
Board Examination
Receipt
ACTION BE PAID TIME
1068
together with and
documents
1.1Check
student TS
records via
CRS
1.2 Issue bill

of payment

present the receipt issue claim page
stub (additional 15 Minutes Frontline Staff
charge for TS
mailing /
courier
service)
2.1 Request
for pull out of
record (F10) TS
to RMS
2.2 Receive,
check the
documents
inside the
F10,
application, TS
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to First
Checker and
encode in TS
Access
Database
None 1 Day
TOR TS
2.5 Initial First Checker
None 2 Days
checking of TS
1069
encoded
TOR
2.6 Verify
Admin Aide I
grades, if None 2 Hours
TS
needed
2.7 Final
TS
TOR
2.8 Print
TS
TOR
2.9 Sign
initial and
determine
number of TS
copies to be
printed
2.10 Print
TOR in Admin Aide
None 5 Minutes
security TS
paper
2.11 Check
and sign None TS
initials
2.12 Secure
signature
2.13 Encode
document for
None 2 Minutes
Access TS
database
2.14 Do
quality
control of the
document TS
before
release
request to
representativ TS
e*
PHP
9 Days, 3 Hours
TOTAL: 50.00
35 Minutes
per page
1070
E. Re-encode old typewritten TOR to Freeform

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
Board Examination
Receipt
ACTION BE PAID TIME
together with and
documents Frontline Staff
1.1Check TS
None 20 Minutes
student
records via
CRS
1.2 Issue bill

of payment

charge for TS
mailing /
courier
service)
2.1 Request
for pull out of None
1 Day Data Encoder
1071
student TS
record (F10)
to RMS
2.2 Receive,
check the
documents
inside the
F10,
Data Encoder
insert None 15 Minutes TS
application,
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to Data
Encoder then
record in the TS
Access
Databas
None 3 Days
TOR TS
2.5 Initial
checking of First Checker
None 5 Days
encoded TS
TOR
2.6 Verify
Admin Aide I
grades, if None 1 Day TS
needed
2.7 Final
checking of None 7 Days TS
TOR
2.8 Print
TS
TOR
2.9 Sign
initial and
determine
number of TS
copies to be
printed
2.10 Print
TOR in Admin Aide
None 5 Minutes
security TS
paper
1072
2.11 Check
and sign None TS
initials
2.12 Secure
OUR
signature
2.13 Encode
document for
None 2 Minutes
Access TS
database
2.14 Do
quality
control of the
document TS
before
release
request to
representativ
e*
PHP
19 Days, 35
TOTAL: 50.00
minutes
per page
F. Old TOR transfer to New Template

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
form
Board Examination
Receipt
1073
ACTION BE PAID TIME
together with and
documents
1.1Check
student TS
records via
CRS
1.2 Issue bill

of payment

charge for TS
mailing /
courier
service)
2.1 Request
for pull out of
record (F10) TS
to RMS
2.2 Receive,
check the
documents
inside the
F10,
application, TS
assign tasks,
record in
Excel
database
2.3 Distribute
F10 to First
Checker and
encode in TS
Access
Database
1074
2.4 Process
First Checker
TOR via None 3 Days TS
CRS module
2.5 Final
TS
TOR
2.6 Print
TS
TOR
2.7 Sign
initial and
determine
number of TS
copies to be
printed
2.8 Print
TOR in Admin Aide
None 5 Minutes
security TS
paper
2.9 Check
and sign None TS
initials
2.10 Secure
signature
2.11 Encode
document for
None 2 Minutes
Access TS
database
2.12 Do
quality
control of the
document TS
before
release
request to
representativ TS
e*
PHP
11 Days,
TOTAL: 50.00
35 Minutes
per page
1075
62. Processing of Tuition Refund Disbursement Voucher (DV)
To reimburse overpayment of tuition fees
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Accomplished Application 1. RCS, OUR
Form
2. Original Student's copy of 2. Student
Form 5 (in case of loss, affidavit
of loss)
3. Original Student's copy of 3. Student
COM (in case of loss, certified
copy from OUR)
4. Certification from the 4. Offering unit of the cancelled courses
College/Adviser/Faculty-in-
charge of the cancelled subject
Additional Requirements:
For LOA-Copy of approved LOA - Student
application
For faculty / employee-
Certified copy of Appointment, - College, Administrative Office
Approved Privilege to Study at - OC or OVCAA
Reduced Fees,
For Dependent of UP Faculty and
Employees-
Approved Enrollment Privilege - HRDO, UP Diliman
Form
True Copy of Grades - College
For Teaching Fellow/Associates-
Copy of approved Contract of - College, Administrative Office
Teaching Fellow/Associates or
copy of renewal of appointment
For Barangay Scholars-
Original copy of COMELEC - City Hall or Municipal Hall
Certification
Original copy of Mayor's - City Hall or Municipal Hall
Certification attested by LGOO
Copy of PSA Birth Certificate (to - PSA
present original)
1076
True copy of grades - College
ACTION BE PAID TIME
accomplished and check Senior Administrative Assistant
application form the required None 5 Minutes RCS
and the required documents
documents
1.1 Give
claim stub or
received
copy of the
application
and give Senior Administrative Assistant
student None 5 Minutes RCS
instructions
on when and
where to
follow-up the
status of
refund
1.2 Compute
the
refundable
and non-
Senior Administrative Assistant
refundable
None 30 Minutes RCS
amount and
prepare the
disbursemen
t voucher
(DV).
1.3 Secure
RCS Section Chief and
authorized None 1 Day University Registrar
signature
1.4 Prepare
receiving list
of DV for the Senior Administrative Assistant
Accounting None 1 Hour RCS
Office and
Loan Board
Office
1.5 Forward
DV to UPD
Messenger
Accounting None 1 Day OUR
Office
(without
1077
tuition loan),
and Loan
Board Office
(if with tuition
loan)
2 Days, 1 Hour,
TOTAL: None
40 Minutes
63. Processing of Student University Clearance

A university clearance is a requirement in claiming of diploma, application of
official transcript of records, and in requesting of honorable dismissal.
Office or
Division:
Type of
Transaction:
Who may avail: All UP Diliman and UPDEPP Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Duly accomplished UP Form 241 For online application, print via CRS student account
For manual application, get form from the RCS, OUR
ACTION BE PAID TIME
1. Apply
university
clearance via None
student’s CRS
account
2. Print UP Form
None
241 (via CRS)
3. Go to RCS for 3. Assess
Frontline Staff
assessment the amount None 5 Minutes RCS
payable
4. Pay at the 4. Receive PHP
Cashier, present and check 30.00
the OR, and completenes (Plus
submit the form s of the Form Graduation Frontline Staff
Fee of PHP 15 Minutes
and record RCS
300.00 per
the details of degree
payment program, if
applicable)
4.1. Request
Frontline Staff
UP Form 10 None 1 Day
RCS
from RMS
1078
4.2 Receive
Frontline Staff
F10 via CRS None 1 Hour RCS
module
4.3 Process Student Records Evaluator or
financial None 1 Hour Senior Administrative Assistant
clearance RCS
4.4 Check
entrance None 1 Hour
RCS
credentials
5. Monitor status 5.If pending,
of clearance in inform
the CRS account student and
None 4 Hours School Credits Evaluator
tag RCS
accountabilit
y in the CRS
6. Settle 6. Receive,
accountability and check, and
submit proof of record Frontline Staff or
payment (for payment/doc None 15 Minutes Student Records Evaluator
underassessment ument RCS
) or documents submitted
needed to RCS
6.1 Clear the
Student Records Evaluator or
tagged
None 10 Minutes Senior Administrative Assistant
accountabilit RCS
y in the CRS
6.2 Clear
student’s School Credits Evaluator
None 4 Hours
application in RCS
the CRS
6.3 Sign the
processed
clearance
Section Chief
application None 1 Hour
RCS
and forward
F10 to
TS/RMS
PHP
30.00
(Plus
Graduation 2 Days,4 Hours,
TOTAL: Fee of PHP
45 Minutes
300.00 per
degree
program, if
applicable)
1079
64. Provides Simple Statistical Data
Simple Statistical Data are request for data that are available in the Computerized
Registration
System (CRS) that can be generated in a day or two.
Academic Information Systems Section (AISS), Office of the University
Office or Division:
Registrar
Type of Government to Government/ Government to Citizen/ Government to
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter of data request approved by
the University Registrar or Requesting Party
Chancellor
ACTION BE PAID TIME
1. Submit a letter of 1. Receive
request to the letter, check
Admin Section of and record to
the OUR database.
Frontline Staff
University
Registrar
(UR) for
action
None 1 Day
the request OUR
Frontline Staff
UR
3. Bring approved 3. Process Information Systems Analyst
data request letter requested None 1 Day, 4 Hours III
to AISS data AISS
2 Days, 4 Hours,
TOTAL: None
7 Minutes
1080
65. Provides Complex Statistical Data
Complex Statistical Data are request for data that are available in the
Computerized Registration System (CRS) that require advanced queries and
processing that may require a week to process.
Office or Division:
Registrar
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter of data request approved
by the University Registrar or Requesting Party
Chancellor
ACTION BE PAID TIME
the OUR database.
Frontline Staff
University
Registrar
(UR) for
action.
None 1 Day
the request OUR
Frontline Staff
UR
data request letter requested None 5 Days III
to AISS data AISS
6 Days,
TOTAL: None
7 Minutes
1081
66. Provides Highly Technical Statistical Data
Highly Technical Statistical Data are request for data that are available in the
Computerized Registration System (CRS) that involves complex queries and
processing that may take more than a week to prepare.
Office or Division:
Registrar
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
by the University Registrar or Requesting Party
Chancellor
ACTION BE PAID TIME
the OUR database.
Frontline Staff
University
Registrar
(UR)
for action.
None 1 Day
the request OUR
Frontline Staff
UR
to AISS data AISS
20 Days,
TOTAL: None
7 Minutes
67. Provides CRS HelpDesk

The HelpDesk is a system that handles all CRS-related concerns
Office or Division:
Registrar
1082
Type of
Transaction:
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Supporting documents - any 2. Approved appeals, Certificate of Attendance / Non-
document to provide proof of a Attendance, Certificate of Class Dissolution, Form 26, Form
clients claim 26A, Form 5, LOA Form.
ACTION BE PAID TIME
1. Ask support 1. Provides
regarding CRS support
concern through through
email, telephone or emails,
walking in telephone
calls and
Support Staff
entertain None 1 Day
AISS
walk-in
clients
regarding
CRS related
issues and
concerns.
TOTAL: None 1 Day
60. Issuance of UAAP Eligibility

Requirement for UAAP competition
Office or
Division:
Type of
Transaction:
Who may avail: College of Human Kinetics (CHK), UP Diliman
2. UAAP Eligibility Form 2. CHK, Varsity Office
1. Submit UP 1. Receive the UP Student Athletes
Form 5 and Form 5 and UAAP None 2 Minutes Records Examiner
Eligibility Form OSSD
1083
UAAP Eligibility
Form
1.1 Check and Student Records
evaluate the UAAP None 10 Minutes Evaluator
None 1 Day
Eligibility Form OUR
3. Receive the 3. Release the UAAP Student Athletes
approved UAAP Eligibility Form None 2 Minutes Records Examiner
1084
Office of the University Registrar (OUR)
Internal Services
1085
1. Faculty Account Activation
Faculty Account is a CRS role that has permissions to modules only available to
faculty members.
Academic Information System Section (AISS), Office of the University
Office or Division:
Registrar
Type of
Transaction:
Who may avail: UP Diliman Faculty members, departments and colleges
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Faculty appointment (active) from
HRDO, UP Diliman
HRDO
ACTION BE PAID TIME
1. Request Faculty 1. Grant
Support Staff
Status Activation in Faculty None 15 Minutes
AISS
CRS Status
2. Issuance of True Copy of Grades (TCG) for Foreign Exchange

Issued to partner universities abroad for academic record purposes and
scholarships
Office or
Division:
Type of
Transaction:
UP Office of International Linkages Diliman (OILD), Office of the Vice
Who may avail:
Chancellor for Research and Development (OVCRD)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Request Letter 1. OILD / OVCRD
2.Signed authorization from the 2. Student
student
1086
FEES
AGENCY PROCESSING
ACTION TIME
PAID
request, requirements, Student Athletes Records
authorization and Print TCG None 3 Minutes Examiner
UP Form 5 OSSD
1.1 Check
TCG then sign None 4 Minutes OSSD
initials
1.2. Secure
signature
2. Receive the 2. Release the Student Athletes Records
TCG TCG None 2 Minutes Examiner
OSSD
3. Faculty Account Activation

Faculty Account is a CRS role that has permissions to modules only available to
faculty members.
Academic Information System Section (AISS), Office of the University
Office or Division:
Registrar
Type of
Transaction:
Who may avail: UP Diliman Faculty members, departments and colleges
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Faculty appointment (active) from
HRDO, UP Diliman
HRDO
ACTION BE PAID TIME
1. Request Faculty 1. Grant
Support Staff
Status Activation in Faculty None 15 Minutes AISS
CRS Status
1087
4. Issuance of True Copy of Grades (TCG) for Foreign Exchange
Issued to partner universities abroad for academic record purposes and
scholarships
Office or
Division:
Type of
Transaction:
UP Office of International Linkages Diliman (OILD), Office of the Vice
Who may avail:
Chancellor for Research and Development (OVCRD)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Request Letter 1. OILD / OVCRD
2.Signed authorization from the 2. Student
student
FEES
AGENCY PROCESSING
ACTION TIME
PAID
request, requirements,
authorization and Print TCG OSSD
UP Form 5
1.1 Check
TCG then sign None 4 Minutes OSSD
initials
1.2. Secure
signature
2. Receive the 2. Release the Student Athletes Records
TCG TCG None 2 Minutes Examiner
OSSD
Issuance of official identification to all UPD officials, faculty members and
employees.
Office or Division: Admissions Section (AS), Office of the University Registrar
1088
UPD Faculty Members, Administrative Staff, and REPS who are in
Who may avail: active service and Retired Permanent Employee (compulsory
retirement)
1. Duly accomplished Application for 1. HRDO, UP Diliman
Identification Card Form, certified by the
UPD HRDO
2.Official receipt of payment 2. Cash Office, UP Diliman

CLIENT STEPS
1. Submit duly 1. Receive and
accomplished check the PHP
application for required 130.00
Identification Card documents (None - Photographer
3 Minutes
form certified by for new AS
UPD HRDO staff &
retirees)
2. Receive claim stub 2. Take photo and Photographer

None 2 Minutes
issue claim stub AS
2.1 Prepare and
transmit Perso
File to card None 7 Days AISS Personnel
vendor every
Friday for printing
None 5 Minutes
processed ID AS
PHP
130.00
(None - 7 Days, 10
TOTAL:
for new Minutes
staff &
retirees)

their event
Type of
Transaction:
1089
Who may avail: UP Diliman Offices
1. Requesting Party
1. Letter of request signed by the Unit Head
2. Duly accomplished OUR-Admin Form No. 2. Administrative Section
007 (Monoblock Chair Rental Form)
3. UP ID
3. OUR, UP Diliman
1. Submit letter of 1. Receive and check
request to Admin letter, check availability
counter and of chairs Frontline staff
None 5 Minutes
present UP ID Administrative
Section
1.1 Approve
rental of
chair, give Administrative
Officer
OUR-
Admin Section
Form No.
007 to
client
2. Accomplish 2. Receive form and
OUR-Admin Form record payment, give Frontline staff
PHP 5.00 Administrative
No. 007 and pay to copy of form to the 20 Minutes
per chair Section
the Cashier client for the details of
the rental
PHP 5.00
TOTAL: 30 Minutes
per chair
7. Provide Simple Statistical Data

Registration System (CRS) that can be generated in a day or two.
Office or Division:
Registrar
Type of
Transaction:
Who may avail: UPD Colleges and Offices, UP System Offices
1090
Letter of data request approved by the
Requesting party
University Registrar or Chancellor
1. Submit a letter of 1. Receive letter, check
request to the and record to database. Frontline Staff
Admin Section of Forward to University None 5 Minutes Administrative
the OUR Registrar (UR) for Section
action
1.1 Act on the request University Registrar
None 1 Day OUR
2. Claim request 2. Release request Frontline Staff
UR Section
3. Bring approved 3. Process requested Information
data request letter data None 1 Day, 4 Hours Systems Analyst III
to AISS AISS
2 Days, 4 Hours,
TOTAL: None
7 Minutes
8. Provide Complex Statistical Data

Academic Information Systems Section (AISS), Office of the
Office or Division:
Requesting party
1. Submit a letter of 1. Receive letter,
request to the Admin check and record to
Frontline Staff
Section of the OUR database. Forward
to University Section
Registrar (UR)
for action.
1.1 Act on the University
None 1 Day
request Registrar
1091
OUR
2. Claim request with 2. Release request Frontline Staff

action of the UR None 2 Minutes Administrative
Section
3. Bring approved data 3. Process Information
request letter to AISS requested data Systems Analyst
None 5 Days III
AISS
6 Days,
TOTAL: None
7 Minutes

Computerized
Registration System (CRS) that involves complex queries and processing that
may take more
than a week to prepare.
Academic Information Systems Section (AISS), Office of the

Office or Division:
Requesting party
1. Submit a letter of 1. Receive letter,
request to the Admin check and record to
Frontline Staff
Section of the OUR database. Forward
to University Section
Registrar (UR)
for action.
1.1 Act on the University
request None 1 Day Registrar
OUR
2. Claim request with 2. Release request Frontline Staff
action of the UR None 2 Minutes Administrative
Section
3. Bring approved data 3. Process Information
request letter to AISS requested data None 19 Days Systems Analyst
III
1092
AISS
20 Days,
TOTAL: None
7 Minutes

Office or Division:
Registrar
Type of
Transaction:
Who may avail: UPD Colleges and Offices
1. Company ID, School ID, LTO, DFA, GSIS
etc.
1. Valid ID
2. Approved appeals, Certificate of Attendance /
2. Supporting documents - any document to
Non- Attendance, Certificate of Class
provide proof of a clients claim
Dissolution, Form 26, Form 26A, Form 5, LOA
Form
1. Ask support 1. Provide support
regarding CRS through emails,
concern through telephone calls and Support Staff
None 1 Day
email, telephone or entertain walk-in clients AISS
walking in regarding CRS related
issues and concerns.
TOTAL: None 1 Day
11. Issuance of UAAP Eligibility

Requirement for UAAP competition
Office or
Division:
Type of
Transaction:
Who may avail: College of Human Kinetics (CHK), UP Diliman
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1093
2. UAAP Eligibility Form 2. CHK, Varsity Office
ACTION BE PAID TIME
1. Submit UP 1. Receive
Form 5 and the UP Form Student Athletes Records
UAAP Eligibility 5 and UAAP None 2 Minutes Examiner
Form Eligibility OSSD
Form
1.1 Check
and evaluate
the UAAP None 10 Minutes OSSD
Eligibility
Form
1.2 Act on
the Eligibility None 1 Day OUR
Form
approved UAAP the UAAP
Eligibility Form Eligibility OSSD
Form
1 Day,14
TOTAL: None
Minutes

Issuance of official identification to all UPD officials, faculty members and
employees.
Office or
Division:
Type of
Transaction:
UPD Faculty Members, Administrative Staff, and REPS who are in active
Who may avail:
service and Retired Permanent Employee (compulsory retirement)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Duly accomplished Application 1. HRDO, UP Diliman
for Identification Card Form,
certified by the UPD HRDO
2.Official receipt of payment 2. Cash Office, UP Diliman

ACTION BE PAID TIME
1094
accomplished and check PHP
application for the required 130.00
Photographer
Identification Card documents (None - 3 Minutes AS
form certified by for new
UPD HRDO staff &
retirees)
2. Receive claim 2. Take
stub photo and Photographer
None 2 Minutes
issue claim AS
stub
2.1 Prepare
and transmit
Perso File to
None 7 Days AISS Personnel
card vendor
every Friday
for printing
None 5 Minutes
processed ID AS
PHP
130.00
(None - 7 Days, 10
TOTAL:
for new Minutes
staff &
retirees)

their event
Type of
Transaction:
1. Requesting Party
1. Letter of request signed by the Unit
Head 2. Duly
2. Administrative Section
accomplished OUR-Admin Form No.
007 (Monoblock Chair Rental Form)
3. UP ID
3. OUR, UP Diliman
1095
1. Submit letter of 1. Receive and
request to Admin check letter, check
counter and availability of chairs None 5 Minutes Frontline staff
present UP ID Administrative Section
1.1 Approve
rental of
chair, give
OUR-
None 5 Minutes Administrative Section
Admin
Form No.
007 to
client
2. Accomplish 2. Receive form
OUR-Admin Form and record
Frontline staff
No. 007 and pay to payment, give copy PHP 5.00
20 Minutes Administrative Section
the Cashier of form to the client per chair
for the details of
the rental
PHP 5.00
TOTAL: 30 Minutes
per chair
14. Provide Simple Statistical Data

Registration System (CRS) that can be generated in a day or two.
Office or Division:
Registrar
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter of data request approved by
the University Registrar or Requesting party
Chancellor
ACTION BE PAID TIME
Admin Section of and record to Frontline Staff
None 5 Minutes
the OUR database. Administrative Section
Forward to
University
1096
Registrar
(UR) for
action
None 1 Day
the request OUR
Frontline Staff
with action of the request None 2 Minutes
UR
data request letter requested None 1 Day, 4 Hours III
to AISS data AISS
2 Days, 4 Hours,
TOTAL: None
7 Minutes
15. Provide Complex Statistical Data

Office or Division:
Registrar
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
by the University Registrar or Requesting party
Chancellor
ACTION BE PAID TIME
the OUR database.
Frontline Staff
University
Registrar
(UR)
for action.
None 1 Day
the request OUR
1097
Frontline Staff
UR
to AISS data AISS
6 Days,
TOTAL: None
7 Minutes

Computerized
Registration System (CRS) that involves complex queries and processing that
may take more
than a week to prepare.
Office or Division:
Registrar
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
by the University Registrar or Requesting party
Chancellor
ACTION BE PAID TIME
the OUR database.
Frontline Staff
University
Registrar
(UR) for
action.
None 1 Day
the request OUR
Frontline Staff
with action of the request None 2 Minutes
UR
1098
to AISS data AISS
20 Days,
TOTAL: None
7 Minutes

Office or Division:
Registrar
Type of
Transaction:
Who may avail: UPD Colleges and Offices
1. Company ID, School ID, LTO, DFA, GSIS etc.
1. Valid ID
2. Approved appeals, Certificate of Attendance /
2. Supporting documents - any document to
Non- Attendance, Certificate of Class Dissolution,
provide proof of a clients claim
Form 26, Form 26A, Form 5, LOA Form
1. Ask support 1. Provide support
regarding CRS through emails,
concern through telephone calls and
Support Staff
email, telephone or entertain walk-in None 1 Day AISS
walking in clients regarding CRS
related issues and
concerns.
TOTAL: None 1 Day
1099
University Library (UL)
External Services
1100
1. Checking-In (Returning) of Library Books
To avoid tagging of deficiency by the University Library, bona fide UP Diliman
students, faculty members and staff must return library books.
Office or Division: University Library
Who may avail: UP Students and UP Employees
1. Book/s for return Requesting Party
2. Valid ID, Temporary Library Card for
Students (if they yet to be issued the ID), or
Main Library or College / Unit Libraries
Copy of Appointment Documents for Faculty
Human Resources Development Office
Members
1. Present book/s for 1. Receive book/s

1 Minute
return/check-in for return/check-in NONE
1.1. Scan barcode

of book for return
and clear it from
the borrower's NONE 1 Minute
account at the Library Personnel
Integrated Library Circulation
System Section,
Main Library and
1.2. Enable RFID
NONE 1 Minute College / Unit
tag of book Libraries
1.3. Print receipt of
NONE 1 Minute
book returned
2. Receive
2. Issue Transaction
Transaction
(return/check-in) NONE 1 Minute
(return/check-in)
Receipt
Receipt
TOTAL: 5 Minutes
1101
2. Checking-Out (Borrowing) of Library Books
Library books may be borrowed by bona fide UP Diliman students, faculty
members and staff.
1. Duly Accomplished Book Card (UPL
Form No. 121- in varying colors based Main Library
on the type of resources and section College / Unit Libraries
or unit)
Students (if they yet to be issued the
ID), or Copy of Appointment
Documents for Faculty Members
1. Accomplish book
card with name,
college and student 2 Minutes
NONE
/ employee number
2. Hand in duly
accomplished book 2. Receive book,
card, the book to be duly
borrowed, and valid accomplished 1 Minute
NONE
ID (polaroid ID or book card, and
temporary library valid ID
card)
Library Personnel
2.1. Scan ID and Circulation
verify borrower’s Section,
status at the UPD Main Library and
1 Minutes
Integrated Library NONE College / Unit
System Libraries
2.2. Scan barcode

of book and check-
NONE 1 Minute
out under the
borrower's account
1102
2.3. Deactivate
NONE 1 Minute
RFID tag of book
2.4. Stamp due date

and counter sign
NONE 2 Minutes
Due Date Slip and
Book Card

NONE 1 Minute
book borrowed
3. Issue receipt and

3. Receive book NONE 1 Minute
book borrowed
TOTAL: 10 Minutes
3. Document Delivery
This is a fee-based service for UP and non-UP library users that processes articles
and book chapter requests from the journals, books, e-resources and other
materials available only in UP Diliman Libraries. These documents are scanned
and can be picked up in person or sent electronically via email.
Who may avail: Non-UP Users, UP Students, and UP Employees
3. Request Letter (1 copy) Requesting Party
Students (if they yet to be issued the ID), Office of the University Registrar
or Copy of Appointment Documents for Human Resources Development Office
Faculty Members
1. Send the request via
email at Librarian
libraryinfo.updiliman@ 1. Check Web OPAC Reference Desk,
INFORMATION
up.edu.ph with the and databases for
3 Days SERVICES AND
following details of availability of INSTRUCTION
books (title, author, requested material SECTION,, Main
edition, publication Library
year, page numbers)
1103
or the following details
for periodicals (article
title, article authors,
periodical title,
periodical issue
number, year of issue,
page numbers)
1.1. Send
confirmation of
availability of
material and confirm 30 Minutes
with the client to
proceed with
transaction
2. Confirm to proceed 2. Send transaction
30 Minutes
with transaction fees assessment
3. Deposit transaction
fees to UPD Revolving Designated
Fund at any Land 3. Process payment 7 Days Collection Officer
Bank of the Philippines Main Library
branch
4. Send machine-
validated Deposit Slip 4. Process material Librarian
at for document 7 Days Reference Desk,
INFORMATION
libraryinfo.updiliman@ delivery
SERVICES AND
up.edu.ph INSTRUCTION
5. Receive the 5. Send material to SECTION,, Main
requested library client via email or Library
material courier
please
17 Days,
TOTAL: see rates
1 Hour
below
Document Delivery via Email

Classification Research Fee Document Delivery
Students NONE NONE
UP Employees
NONE NONE
(Faculty, REPS, Administrative)
UP Alumni PHP 50 PHP 5 / Page
Government Researchers PHP 50 PHP 5 / Page
Non-UP Local PHP 50 PHP 5 / Page
Non-UP International USD 10 USD 1 / Page
1104
4. ID Countersigning and Validation
To have the benefits of their borrowing privileges, UP students ought to have their
identification card countersigned and validated.
Who may avail: UP Students
1. UP Identification Card Office of the University Registrar
2. Form-5 (or any proof of enrollment) Office of the University Registrar
3. Duly Accomplished Library User Main Library
Registration Form College / Unit Libraries
1. Present Form-5 1. Check the Form-5
and ID if student is
NONE 1 Minute
enrolled in the
current semester
2. Accomplish Library 2. Ask to accomplish
User Registration User Registration NONE 5 Minutes
Form Form
3. Verify identity of
the student by
comparing the
3. Hand in duly
information
accomplished Library Personnel
contained in ID, NONE 2 Minutes
Library User ID Validation
Enrolment Form,
Registration Form Counter, Main
and accomplished
User Registration Library or College
/ Unit Libraries
Form
3.1. Validate the
NONE 1 Minute
Form-5
3.2. Affix
countersigned
NONE 1 Minute
validation sticker in
ID
4. Receive validated 4. Issue validated ID
NONE 1 Minute
ID and Form-5 and Form-5
1105
TOTAL: 11 Minutes
5. Inter-Library Loan (ILL)

Through this arrangement, partner institutions and other constituent unit libraries of
the UP Diliman Library may borrow library resources from one another.

Who may avail: Partner Institutions and Other Constituent Unit Libraries of UP
1. Request Letter or Endorsement

Requesting Party
Letter (1 copy)
2. Valid ID of representative Company or institution ID

3. Duly Accomplished ILL Form Main Library
(2 copies) College / Unit Libraries
1. Hand in request
1. Receive request
letter, ID, and 2 Librarian
and verifies
copies of duly NONE 5 Minutes Circulation
identity of
accomplished ILL Section, Main
borrower
Form Library and
1.2. Check College / Unit
availability and NONE 10 Minutes Libraries
status of book
1.3. Approve
NONE 1 Hour
request Head Librarian
2. Scan barcode of Main Library
the book to be Sections or
2. Fill-up Book Card checked-out under NONE 5 Minutes College / Unit
the account of the Libraries
Head Librarian
2.1. Deactivate
NONE 1 Minute Librarian
RFID tag of book
Circulation
2.3. Stamp with Section, Main
due date and sign Library and
the Due Date Slip, NONE 3 Minutes College / Unit
Book Card, and Libraries
ILL Form
1106
3. Issue 1 copy of
3. Receives book and
ILL Form and book NONE 1 Minute
1 copy of ILL Form
borrowed
1 Hour,
TOTAL: 25 Minutes
6. Issuance of Temporary Library Card (UPL Form No. 161a)

A student who has no ID (e.g. new student or one who has lost his ID) may be
issued a temporary ID (Green) by his college library or, in the case of a cross-
registrant, a special student, or a non-degree student, by his college library. For
students who were advised by the Office of the University Registrar, their temporary
ID card is issued by the Main Library.

1. Form-5 (or any proof of enrollment) Office of the University Registrar
2. Appointment Schedule for new ID Office of the University Registrar
3. 1” x 1” photo (1 original copy) Requesting Party
1. Compare and
1. Present validated verify accuracy of
Form-5 and information in the
NONE 3 Minutes
appointment validated Form-5 Library Personnel
schedule for new ID and User ID Validation
Registration Form Counter, Main
2. Fill-out Temporary 2. Check for Library or College
ID card and attach accuracy and / Unit Libraries
NONE 5 Minutes
1x1 picture completeness of
information
1107
2.1. Set the date
validity of the
Temporary Library
NONE 1 Minute
Card on the
appointment date
for new ID
3. Issue Temporary
3. Receive Temporary
Library Card (UPL NONE 1 Minute
Library Card
Form No. 161a)
7. Payment of Fines
If the library book has been returned beyond the set due date, fines must be paid.
1. Borrowed Books Requesting Party
Copy of Appointment Documents for
Faculty Members
1. Checks due Designated
1. Present book to the
date and compute None 5 Minutes Collection Officer,
Collection Officer
fine Main Library and
College / Unit
See table Libraries
2. Pay fine 2. Issue receipt 1 Minute
below
3. Scan barcode of
3. Present book and the book to be Library Personnel
payment receipt to returned and clear None 1 Minute Circulation
Section it from the Section,
borrower's account Main Library and
College / Unit
3.1. Enable RFID Libraries
None 1 Minute
tag of book
1108
None 1 Minute
book returned
4. Hand the
4. Receive
return/check-in None 1 Minute
Transaction Receipt
receipt to client
TOTAL: 10 Minutes
TABLE OF FINES
Regular Circulation Reserved
First Hour Not Applicable PHP 1.00
Succeeding Hour After the Not Applicable PHP 5.00
First Hour
Whole Day PHP 2.00 PHP 50.00
(Exclusive of Sundays (Inclusive of Sundays
and Holidays) and Holidays)
8. Payment for Lost Book/s

Fees resulting from the loss of library books must be settled.
1. Formal Declaration of Lost Book/s (1

Requesting Party
original signed copy)
Members
1. Receive Formal
Declaration of Librarian
Lost Book/s and Circulation
1. Present Formal Section, Main
ID and verify 5 Minutes
Declaration of Lost NONE Library and
information at College / Unit
Book/s and ID
Integrated Library Libraries
System
1109
a. Retrieve book
card and NONE 10 Minutes
inventory card
a. Compute cost of
NONE 10 Minutes
fine
Current
Market Price Designated
2. Receive payment Collection Officer
of Book/s
2. Pay fines and issue Official 3 Minutes Main Library and
plus 50% of College / Unit
Receipt
the Current Libraries
Market Price
of Book/s
3. Indicate in the
book card and
3. Present Official inventory card
Receipt to concerned new book status NONE 5 Minutes
section (declared loss &
paid) and OR
number Librarian
4. Clear student or Circulation
4. Receive ID, OR employee from Section, Main
and verify clearance Delinquent Library and
at Integrated Library Database and NONE 10 Minutes College / Unit
System and CRS from CRS Libraries
Accounts accountability
module
4.1. Report new book
status to the
NONE 5 Minutes
Cataloging and
Metadata Section
4.2. Change status at Librarian
Integrated Library Cataloging and
NONE 7 Minutes
System and at Metadata Section,
Union Shelf List Main Library
TOTAL: 55 Minutes
9. Registration for Library Access (UPL Form No. 144a)

On designated days of the week, the University Library Diliman accepts
visitors/non-UP researchers including UP alumni, former UP faculty and staff;
graduate students from other schools; government and private researchers; and, in
a number of libraries, undergraduate students from other schools.
1110
Who may avail: Non-UP Users
For UP Alumni:
1. Valid ID with picture Requesting Party
Office of Alumni Relations
2. Proof of program completion or graduation
from UP
Respective College / Units
For Non-UP Users:
1. Valid ID with picture Requesting Party
2. Referral or Request Letter
Sending Institution or Requesting Party
(1 original copy)
PERSON
FEES TO BE PROCESSING
CLIENT STEPS AGENCY ACTION RESPONSI
PAID TIME
BLE
1. Present valid ID 1. Verify identity of
with picture and client and validity of
referral letter or ID and letter or proof NONE 10 Minutes
Library
proof of program of program Personnel
completion completion College /
2. Accomplish Special 2. Check for Unit
Libraries
Registration Permit accuracy of NONE 5 Minutes
Form information
Designated
Collection
Officer Main
3. Process payment
3. Pay Research Fee See table below 3 Minutes Library or
and issue receipt College /
Unit
Libraries
Library
4. Receive Library 4. Issue Library Personnel
Main Library
Card/Permit (UPL Card / Permit (UPL NONE 2 Minutes or College /
Form No. 144a) Form No. 144a) Unit
Libraries
TOTAL: 17 Minutes
1111
Table of Rates
Classification Research Fee
- Free- First 5 Visits / Per Semester
- PHP 20 / Day applies after the first 5 visits
UP Alumni
- PHP 450 / Semester
PHP 300 / Midyear
PHP 20 / Day
Government Researchers
-
-
Non-UP (Private Researchers) - PHP 50 / Day
-
For Undergraduate Students (only for selected
- PHP 25 / Day
libraries)
For Science High School Students
- PHP 10 / Day
(only for selected libraries)
10. Renewing books borrowed / checked-out

Bona fide UP Diliman students, faculty members and staff may renew the loan
duration of books they have borrowed.
1. Book/s for renewal Requesting Party

Members
1. Hand in ID and 1. Receive ID and
NONE 2 Minutes Library Personnel
book/s for renewal book/s
Circulation
1.1. Retrieve and Section,
Hand in Book Main Library and
NONE 3 Minutes
Card of book/s for College / Unit
renewal Libraries
1112
2. Scan barcode of
book for return
2. Accomplish Book
and clear it from
Card with name,
the borrower's NONE 2 Minutes
college, and student
account at the
/ employee number
Integrated Library
System
2.1. Scan ID and
verify borrower’s
status at the UPD NONE 1 Minute
Integrated Library
System
2.2. Scan barcode of
book and check-
out under the NONE 1 Minute
borrower's
account
2.3. Stamp return on
old due date and
stamp new due
NONE 1 Minute
date and counter
sign Due Date Slip
and Book Card
2.4. Print transaction
receipt of book/s NONE 1 Minute
renewed
3. Receive book/s 3. Issue renewed
renewed and book/s and NONE 1 Minute
transaction receipt transaction receipt
TOTAL: 12 Minutes
11. Request for Extended Reading

Allow UP students and UP employees to use library resources beyond the service
hours of Main Library sections. It allows readers to utilize the requested item/s
beyond 05:00 PM up to 12:00 MN during weekdays at the Information Services and
Instruction Section.
1113
Who may avail: UP Students and UP Employee
1. Duly Accomplished Request Form [Call Slip Main Library
Paging Slip, Borrowing Form] (3 copies)
2. Valid ID, Temporary Library Card for Students (if Office of the University Registrar
they yet to be issued the ID), or Copy of Main Library or College / Unit Libraries
Appointment Documents for Faculty Member Human Resources Development Office
1. Accomplish 3 copies
of Form for Extended NONE 2 Minutes
Reading
2. Hand in Duly
2. Check for availability of
Accomplished Forms NONE 3 Minutes
requested material Librarian
for Extended Reading
Circulation
2.1. If material is available, and/or
stamp Forms and Due Reserved
Date Slip with Section, Main
NONE 1 Minute
"Extended Reading" Library
and hand in one copy of
the form to client
3. Forward to Information
Services and Instruction Library
3. Receive one (1) copy Personnel
Section, Section the
of processed Circulation
requested material NONE 15 Minutes
Extended Reading and/or
together with one copy Reserved
Form
of the Form for Section, Main
Extended Reading Library
4. Proceed to the
Information Services
and Instruction 4. Receive Duly Library
Section, Section after Accomplished Form for Personnel
5:00 PM to present Extended Reading and NONE 3 Minutes INFORMATION
copy of Duly ID and verify SERVICES
Accomplished Form information AND
for Extended Reading INSTRUCTION
and ID SECTION,
5. Issue requested Section, Main
5. Receives requested Library
material for extended NONE 1 Minute
material
reading
TOTAL: 25 Minutes
1114
12. Request for Index to Philippine Periodicals on Print
This service is aimed to produce a printed research guide to periodical articles
indexed by the Serials Section of the UP Diliman Main Library.

Request Letter (1 copy)
Requesting Party
FEES TO BE PROCESSIN PERSON
PAID G TIME RESPONSIBLE
Librarian
1. Hand in request 1. Receive request
NONE 2 Minutes Serials Section,
letter letter Main Library
Head Librarian
1.1. Approve
NONE 1 Day Serials Section,
request Main Library
Receiving
1.2. Prepare and Personnel
NONE 4 Hours
send billing invoice University
Librarian’s Office
2. Process Designated
2. Pay corresponding
payment and issue PHP 1,000 / vol. 15 Minutes Collection Officer
fees Main Library
official receipt
Librarians
3. Present or send 3. Prepare the IPP
NONE 3 months Serials Section,
copy of official receipt on Print Main Library
Librarian
4. Get copy of the IPP 4. Release / Issue
NONE 1 Hour Serials Section,
on Print the IPP on Print Main Library
3 Months, 1
Day, 5
TOTAL: Hours, 17
Minutes
13. Request for Library Accommodations

This service accommodates requests from individuals or groups for a tour,
interview, survey, conduct research, etc. at the UP Diliman Main Library building
or for collecting data from the University Library.
1115
1. Request Letter Requesting Party
Government Issued ID (GSIS, SSS, PRC)
Company or Agency ID
Members
1. Present valid ID and 1. Receive request Librarian
5 Minutes
hand in request letter letter NONE Strategic
Communication,
1.1. Verify
Research and
availability of NONE 20 Minutes
Marketing
schedule
Section
University
Librarian or
1.2. Approve
NONE 3 Days Deputy
request
University
Librarian
2. Receive notice of 2. Communicate
NONE 20 Minutes
approval approval request
Librarian
Strategic
concerned section
NONE 5 Days Communication,
or personnel and
Research and
prepare for activity
Marketing
3. Confirm final
3. Receive final Section
arrangement of NONE 1 Hour
arrangement of activity
activity
8 Days, 1
TOTAL: Hour, 45
Minutes

1116
Members
5 Minutes
Communication,
1.1. Verify
Research and
Marketing
schedule
Section
University
Librarian or
1.2. Approve
NONE 3 Days Deputy
request
University
Librarian
NONE 20 Minutes
Librarian
Strategic
concerned section
or personnel and
Research and
Marketing
3. Confirm final
activity
8 Days, 1
TOTAL: Hour, 45
Minutes
1117
15. Request for Microfilm Conversion
This service processes requests for converting content in microfilm into digital and
print formats.
1. Duly Accomplished Media Call Slip Main Library – Information Services and
[Paging Form] (1 copy) Instruction Section
2. Duly Accomplished Microfilm Conversion Main Library – Information Services and
Request Slip / Log (1 copy) Instruction Section
Students (if they yet to be issued the ID),
or Copy of Appointment Documents for
Faculty Members
1. Accomplish Media
NONE 5 Minutes
Call Slip
2. Hand in ID and 2. Receive Media
NONE 2 Minutes
Media Call Slip Call Slip
2.1. Check
Integrated Library
System and List of
Microfilms for NONE 10 Minutes Library Personnel
availability of Printing Counter,
requested microfilm Information
reel Services and
2.2. Retrieve the Instruction
NONE 20 Minutes Section, Main
requested microfilm
3. Received Library and
3. Accomplish accomplished College / Unit
Microfilm Conversion Microfilm NONE 3 Minutes Libraries
Request Log Conversion Request
Log
3.1. Assess fee and
issue Order NONE 10 Minutes
Payment Form
Scanning – Designated
Collection Officer
4. Process payment, PHP 5.00/
4. Pay assessed fees 5 Minutes Main Library or
issue official receipt image or College / Unit
page Libraries
1118
Printing for
UP Clients –
PHP 5.00/
page
Printing for
Non-UP
Clients –
PHP 10.00/
page
5. Hand in Order Library Personnel
5. Hand over ID and Printing Counter,
Payment Form and NONE 5 Minutes
issue claim tag Information
official receipt
5.1. Process Services and
Instruction
microfilm scanning NONE 7 Days
Section, Main
conversion Library and
6. Present ID and 6. Issue scanned College / Unit
NONE 5 Minutes
claim tag copy of microfilm Libraries
7 Days,
TOTAL: 1 Hour,
5 Minutes
16. Request for Paging of Library Resources in Closed-Shelves

System for Room-Use
This service processes requests for room-use of library books, publicly available
theses and dissertations, periodicals, microfilm, archival materials, etc. stored in
libraries utilizing closed-shelved systems.
Who may avail: UP Students, UP Employees, Non-UP Users
1. Duly Accomplished Request Form [Call
Main Library
Slip Paging Slip, Borrowing Form] (1
College/ Unit Libraries
copy)
Faculty Members
1119
1. Fill-out Request
NONE 2 Minutes
Form
2. Hand in duly
accomplished 2. Receive Call
NONE 1 Minute
Request Form at Slip
the Request Desk
2.1. Retrieve the
requested
NONE 10 Minutes
material from
the shelves Library Personnel
2.2. Verifies Circulation and/or
correctness of Reserved
material or Section, Main
NONE 3 Minutes
checks Library and
completeness of College / Unit
components Libraries
3. Hand over to
client the
3. Hand in ID NONE 1 Minute
requested
material
4. Clip together the
duly
4. Receive requested
accomplished NONE 1 Minute
material
Request Form
and ID
TOTAL: 15 Minutes

This service processes requests for room-use of laptops, electronic tablets, e-book
readers, reading glasses, adaptors, electric cords, etc. by bona fide UP Diliman
students, faculty members and staff.
1120
1. Duly Accomplished Request Form [Call Selected Sections of the Main Library
Slip Paging Slip, Borrowing Form] (1 Selected Unit / College Libraries
copy)
ID), or Copy of Appointment Documents
for Faculty Members
1. Fill-out Request
NONE 2 Minutes
Form
2. Hand in duly
NONE 1 Minute
the Request Desk
2.1. Retrieve the
requested NONE 10 Minutes
material
2.2. Verify Library Personnel
correctness of Circulation and/or
material or Reserved
NONE 3 Minutes
checks Section, Main
completeness of Library and
components College / Unit
3. Hand over to Libraries
client the
requested
material
duly
4. Receive requested NONE
accomplished 1 Minute
material
Request Form
and ID
TOTAL: 15 Minutes
18. Request for Photocopy of Books and Other Library Resources

This service processes books and other library resources for photocopying by
library clients.
1121
1. Duly Accomplished of Photoduplication Main Library
Permit (2 copies) College/ Unit Libraries
for Faculty Members
1. Accomplish 2
copies of
NONE 2 Minutes
Photoduplication
Permit
2. Hand in the 2
copies of the duly
2. Receive
accomplished
Photoduplication NONE 1 Minute
Photoduplication
Permit and ID
Permit and ID at the
Request Desk
2.1. Approve
(stamp with date
and time of NONE 1 Minute Library Personnel
release) request Circulation and/or
for photocopying Reserved
3. Hand over to Section, Main
client the Library and
requested College / Unit
3. Receive requested Libraries
material and 1 NONE 1 Minute
material
copy of the
Photoduplication
Permit
3.1. Clip together 1
copy of the
NONE 1 Minute
Photoduplication
Permit and ID
TOTAL: 6 Minutes
1122
19. Request for Reference/Information, Bibliographic, and Research
Support Services
This service identifies library resources appropriate in answering reference,
information, bibliographic and research queries (includes Analytics of Faculty
Publications, Journal Validation and Verification, etc.).
2. Duly Accomplished Reference Query Main Library – Information Services and Instruction
Form (1 copy) Section
College / Unit Libraries
Faculty Members
1. Hand in reference
1. Receive query or
question/s or letter NONE 5 Minutes
letter request
request
2. Conduct
2. Verify query reference interview NONE 25 Minutes
for clarification
2.1. Analyze query Librarian
and determines Information
possible information Services and
sources that may Instruction
provide answer to Section, Main
the query, run the NONE 3 Days Library and
analytics, or Selected College
conduct the / Unit Libraries
validation and
verification
3. Receive answer to 3. Communicate

NONE 30 Minutes
request answer to request
TOTAL: 3 Days, 1 Hour
1123
20. Request for Remote Access Account and Access to College-
based Subscription
This service provides bona fide UP Diliman students, faculty members and staff
information on accessing electronic resources beyond the Diliman Network
(DilNet).
Main Library – Information Services and Instruction
1. Duly Accomplished Request Form
Section
(1 copy)
Selected College/Unit Libraries
CLIENT STEPS
1. Verify identity
and library
1. Present valid ID 5 Minutes
privileges of NONE
client
2. Hand in
Remote Access Library Personnel
2. Fill-out and Hand in Information
or Access to NONE 5 Minutes
Request Form Services and
Subscription Instruction Section,
Request Form Main Library or
3. Activate College / Unit
account for Libraries
3. Verify account remote access
NONE 10 Minutes
activation or access to
college- based
subscription
TOTAL: 20 Minutes
21. Request for Self-Service Printing

This service lets clients print documents in black or color on letter-sized paper.
1124
Main Library- Information Services and Instruction
1. Duly Accomplished Printing
Section
Transaction Form (1 copy)
College/Unit Libraries
CLIENT STEPS
1. Receive ID
1. Present ID and and accomplish
accomplish Printing Printing 5 Minutes Library Personnel
Transaction Form Transaction Printing Counter,
Form Information Services
2. Assist in and Instruction
2. Print file/s 15 Minutes Section, Main
printing
2.1. Assess Black Library and College /
fees and issue Prints- Unit Libraries
5 Minutes
Order Payment PHP 5.00/
Form page
Colored Collection Officer
payment and
3. Pay printing fee Prints- PHP 5 Minutes Main Library or
issue official College / Unit
receipt 20.00/page
Libraries
4. Check the Library Personnel
official receipt, Printing Counter,
4. Present official Information Services
receive the
receipt and Order 5 Minutes and Instruction
Order Payment Section, Main
Payment Form
Form and return Library and College /
ID Unit Libraries
TOTAL: 35 Minutes
22. Request for Self-Service Scanning

This service allows clients scan A4-size or smaller documents and books into
digital formats using flatbed scanner.
1125
Main Library – Information Services and

1. Duly Accomplished Scanning
Instruction Section
Transaction Log / Form (1 copy)
Selected College / Unit Libraries

for Faculty Members
CLIENT STEPS
1. Accomplish
Scanning Transaction 5 Minutes
Log / Form
2. Receive ID and Library Personnel
2. Hand in valid ID and duly Printing Counter,
duly accomplished accomplished Information
2 Minutes
Scanning Transaction Scanning Services and
Log / Form Transaction Log / Instruction
Form Section, Main
3. Scan and save the 3. Assess fees Library and
desired document/s or and issue Order 30 Minutes College / Unit
image/s Payment Form Libraries
4. Process PHP 5.00/ Designated

page Collection Officer
payment and
4. Pay scanning fee 5 Minutes Main Library or
issue official College / Unit
receipt Libraries
5. Hand in official Library Personnel

receipt and processed 5. Verify payment 2 Minutes Printing Counter,
Order Payment Form Information
Services and
Instruction
6. Hand over ID Section, Main
6. Receive ID and
and official 1 Minutes Library and
official receipt
receipt College / Unit
Libraries
TOTAL: 45 Minutes
1126
23. Request for Use of Discussion Rooms
Use of the Discussion Rooms (i.e. Quiet Room, Reading Rooms, etc.) for
collaborations on group academic works.
1. Minimum number of users: Group of
Requesting Party
three (3) persons

2. Duly accomplished Discussion Room
Instruction Section
Transactions Log / Form (1 copy)

Faculty Members
CLIENT STEPS
1. Hand in ID and state 1. Check the NONE Librarian
request for the use of availability of the 5 Minutes Information
Discussion Room facility Services and
2. Instruct client to NONE Instruction Section,
2. Accomplish the Main Library and
accomplish the
Discussion Room Selected College /
Discussion Room 5 Minutes Unit Libraries
Transactions Log /
Transactions Log /
Form
Form
3. Give assigned NONE
3. Proceed to the
table / room 5 Minutes
assigned table / room
number
TOTAL: 15 Minutes
24. Request for Use of Library Spaces and Equipment for Events /
Activities
This service processes reservations of spaces (AVR, Lobby, Conference Room,
etc.) and equipment available at the UP Diliman Main Library building.
1127
Type of
Transaction:
2. Project Proposal and/or Floor Plan Requesting Party
3. Duly Accomplished Use of Library Main Library- Strategic Communication, Research

Spaces Form and Marketing Section
for Faculty Members
1. Receive request
1. Hand in request
letter, project
letter and project
proposal and/or floor Librarian
proposal or floor
plan and duly Strategic
plan, and/or duly NONE 5 Minutes
accomplished Use Communication,
accomplished Use
of Library Spaces Research and
of Library Spaces
Form Marketing
Form Section, Main
1.1. Check Library
availability of spaces
NONE 10 Minutes
and pencil mark in
calendar of spaces
University
1.2. Approve Librarian or
NONE 1 Day
request Deputy University
Librarian
1.3. Plot request in Librarian
NONE 5 Minutes Strategic
calendar of spaces
Communication,
Research and
1.4. Prepare and Marketing
NONE 2 Hours
send Invoice Section, Main
Library
Designated
2. Pay 2. Issue Official See table
5 Minutes Collection Officer
corresponding fees Receipt below Main Library
3. Coordinate with Librarian
Strategic
3. Present or send concerned
NONE 3 Hours Communication,
copy of OR personnel or Research and
sections and Marketing
1128
prepares equipment Section, Main
for event Library
Concerned
4. Ingress 4. Assist in ingress NONE 4 Hours Library Personnel
Main Library
5. Conducts event 5. Monitors event NONE 1 – 7 Days Librarian
Strategic
Communication,
Research and
6. Egress 6. Monitors egress NONE 4 Hours Marketing
Section, Main
Library
2 -8 Days, 13
TOTAL: Hours, 25
Minutes
Main Library Spaces Rental Rates
Forums, Conferences, Seminars, UP Event / Organization Non-UP Organization

etc.
Use of Lobby PHP 100 / 4 Hours PHP 200 / 4 Hours

(Room rental per area;
no electricity)
AV Room PHP 1000 / 4 Hours PHP 1500 / 4 Hours

(Inclusions: Chairs and Air-
conditioning)
Conference Room PHP 500 / 4 Hours PHP 800 / 4 Hours

conditioning)
Meeting Room PHP 500 / 4 Hours PHP 800 / 4 Hours

conditioning)
Electricity PHP 20 / Hour / Equipment PHP 50 / Hour /

Equipment
Equipment and Other Furniture UP Event / Organization Non-UP Organization
AV equipment/sound system PHP 300 / 4 Hours (+ PHP PHP 500 / 4 Hours (+

(Inclusions: Microphone) 100 succeeding hour or PHP 100 succeeding
fraction) hour or fraction)
Chairs PHP 2 / Chair PHP 5 / Chair

1129
Computer PHP 80 / 4 Hours PHP 200 / 4 Hours
Industrial Electric Fan PHP 50 / 4 Hours PHP 100 / 4 Hours
Iwata Industrial Cooler PHP 100 / 4 Hours PHP 200 / 4 Hours (+

PHP 100 succeeding)
Projector with screen PHP 500 / 4 Hours minimum PHP 700 / 4 Hours
(+ PHP 100 succeeding hour minimum (+ PHP 100
or fraction) succeeding hour or
fraction)
Registration table PHP 20 / table PHP 50 / table
TV PHP 300 / 4 Hours PHP 500 / 4 Hours (+

PHP 100 succeeding)
Backdrop PHP 30 / Cloth PHP 50 / Cloth
Baluster PHP 20 / Column PHP 50 / Column
Floor lights PHP 100 / 4 Hours PHP 200 / 4 Hours
Glass case (table) PHP 100 / Table / Day PHP 150 / Table / Day
Panel boards PHP 20 / panel / day PHP 50 / panel / day
Percolator PHP 100 / 4 Hours PHP 150 / 4 Hours
Spotlight PHP 100 / 4 Hours PHP 200 / 4 Hours
Upright glass case PHP 75 / day PHP 100 / day
Wooden columns (white) PHP 20 / column / day PHP 50 / column / day
Personnel
(Outside regular working hours) PHP 500 / 4 Hours PHP 500 / 4 Hours
- AV operator PHP 200 / event / person PHP 300 / event /
- Janitorial person
25. Request for Use of PCs and Electricity for Personal Equipment
Students may use, for academic and research activities, library PCs or power
outlets for laptops, smartphones and tablets.
1130
Type of
Transaction:
1. Computer Usage Card College/Unit Libraries
2. Duly Facilities Use Transaction Log Main Library

3. Valid ID, Temporary Library Card Office of the University Registrar
for Students (if they yet to be issued
the ID), or Copy of Appointment
Documents for Faculty Members Human Resources Development Office
1. Present ID and 1. Receive ID
Computer Usage and Computer 3 Minutes
Card Usage Card
2. Accomplish the 2. Hand in
Facilities Use Facilities Use UP Students- Free 3 Minutes
Transaction Log Transaction Log for first 20
Hours/semester, Library
2.1. Record the
PHP 20/Hour Personnel
Time-In on the
Computer thereafter Electricity
Usage Card Counter, Main
3 Minutes Library or
and clip the ID, UP Employees-
College / Unit
Client Card and PHP 20/Hour Libraries
Computer
Usage Card Non-UP-
3. Receive Claim PHP 50/Hour
Card and proceed to
3. Issue Claim
use available PCs or 1 Minute
Card
tables with power
outlets
TOTAL: 10 Minutes
26. Returning Library Resources in Closed – Shelves System

This service processes library resources for returning from bona fide UP Diliman
1131
1. Borrowed Book or Other Library Main Library

Resources College / Unit Libraries
PERSON
PAID TIME
BLE
1. Receive
1. Return borrowed
materials for 1 Minute
library materials NONE
return Library
1.2. Verify Personnel
correctness of Circulation
material or and/or
NONE 3 Minutes Reserved
check
Section,
completeness of
Main Library
components and College
/ Unit
2. Receive ID 2. Hand over ID NONE 1 Minute
Libraries
2.1. Shelve or
keep the
NONE 5 Minutes
returned library
material
TOTAL: 10 Minutes
27. Borrowing of Other Library Resources

Enables UP students and employees to borrow other library resources monitored
in closed- Shelves system such as calculators and umbrellas.
1132
1. Duly Accomplished Borrowing Form

College of Engineering Library
(2 copies)
Faculty Members
1. Fill-out 2 copies of
NONE 2 Minutes
Borrowing Form
2. Hand in 2 copies of NONE
duly accomplished 2. Receive ID and Library
1 Minute Personnel
Borrowing Form Borrowing Form
and ID Lending Desk,
3. Get the NONE College of
Engineering
requested 10 Minutes
Library and
material Selected College
4. Verifies NONE / Unit Libraries
completeness of
3 Minutes
component
parts
5. Hand over to NONE
client the
material requested
requested
material, 1copy of 1 Minute
material, 1copy
Borrowing Form,
of Borrowing
and ID
Form, and ID
TOTAL: 15 Minutes
28. Request for Access to Restricted Theses & Dissertation

The UP College of Engineering Library allows researchers to access restricted
theses and
Dissertations under certain restrictions due to the nature of said materials.

1133
1. Duly Accomplished Theses Request
Form (1 copy)
Faculty Members
3. If requesting party is a student,
Personnel, researchers, or faculty of the
University, a signed Conforme shall be
submitted to the Library or College/Unit
where access to the thesis/dissertation is Author or adviser of thesis or dissertation
being requested. A written permission
from the author or the adviser of the
Thesis/Dissertation.
4. If the requesting party is Non-UP, Non-

Disclosure Undertaking signed and
notarized by the requesting party, Intellectual Property and Technology Transfer Unit
provided that one of the witnesses shall (IPTTU) of the Office of the Vice-Chancellor for
be from the Intellectual Property and Research and Development (OVCRD)
Technology Transfer Unit (IPTTU) of
the Office of the Vice-Chancellor for
Research and Development (OVCRD)
For UP students and employees
1. Submit written
permission with
access approval of 1. Personnel will
the author/adviser collect the NONE 3 Minutes Library
together with the documents Personnel
signed Conforme College of
Engineering
2. Verify ID Library
2. Accomplish Theses presented.
Request Form and Collect NONE 3 Minutes
submit valid ID accomplished
form after usage
1134
3. Locate and pull-out
from the restricted 3. Personnel will
area the theses / assist the user/s NONE 5 Minutes
dissertations if necessary
For Non-UP members
Universities /
colleges and
private
researchers:
PHP
50.00/Day
PHP 450.00
per semester
PHP 350.00 Library
1. Proceed to the Information
per midyear Personnel
State or Information
Services and pay Personnel will
public 5-10 Minutes Services
the research fee issue receipt and
universities Section, College
discuss the access
and of Engineering
policy to the users
government Library
researchers:
PHP 20.00
per / Day
PHP 450 per
semester
PHP 300 per
midyear
2. Submit written
permission with
access approval of
Personnel will Engineering
the author/adviser
collect the NONE 3 Minutes Library
together with the
documents Personnel
Non-Disclosure
Undertaking
signed and
1135
notarized by the
requesting party,
provided that one of
the witnesses shall
be from the
Intellectual Property
and Technology
Transfer Unit
(IPTTU) of the
Office of the Vice-
Chancellor for
Research and
Development
(OVCRD)
Verify ID
3. Accomplish Theses Engineering
presented. Collect
Request Form and NONE 3 Minutes Library
accomplished form
submit valid ID Personnel
after usage
Personnel will Engineering
from the restricted
assist the user/s if NONE 5 Minutes Library
area the theses /
necessary Personnel
dissertations
11 Minutes (for
UP members),
TOTAL: 16-21 Minutes
(for non-UP)
29. Request for Turnitin Account and Request for Similarity Index
Report
Turnitin is a tool for determining originality of written works. This tool is available
for use by UP College of Engineering faculty members.

Who may avail: UP College of Engineering Faculty
1136
2. Soft Copy of Research paper /
Requesting Party
Manuscript
3. Copy of Valid ID or Appointment Office of the University Registrar
Documents Human Resources Development Office
PERSON
PAID TIME
BLE
1. Submit or present 1. Check the
a letter of request faculty status NONE 3 Minutes Library
and copy of valid Personnel
employee ID or College of
appointment Engineering
Library
paper to the
Information
Services Librarian
or via email at
library@engglib.u
pd.edu.ph.
2. Once status is NONE 10 Minutes
verified, create
an account for
the faculty and
notify him/her
through email
that an account
has been
created
2. Submit a letter of 3. Check the NONE 3 Minutes
request and soft faculty or
copy of research student’s status.
paper/manuscript
to the Information
Services Librarian
or via email at
library@engglib.u
pd.edu.ph.
verified, upload
and run the
document in the
web tool.
1137
5. Wait for the web NONE 10 Minutes
tool to finish
evaluating the
document.
6. Download the NONE 10 Minutes
similarity index
report and give
or send to the
requestor.
16 Minutes (for
account creation),
TOTAL: 46 Minutes (for
originality
checking)
1138
University Library (UL)
Internal Services
1139
1. Borrowing of Artworks
Installed artworks at the Gonzalez Hall may be borrowed by other UP
units or offices for certain period under some special arrangement.

Who may avail: UP Offices
2. Terms of Reference Requesting Party
1. Hand in request Receiving
1. Receives
letter and Terms of Personnel
request letter and
Reference to the NONE 3 Minutes Office of the
Terms of University
Office of the
Reference Librarian
University Librarian
1.2. Approves
request and University
NONE 5 Days
finalize Terms of Librarian
Reference
2. Authorized 2. Checks the
representative of the condition of the
borrowing unit artwork and NONE 7 Days Head Librarian
conforms to the prepares it for Special Collection
Section, Main
Terms of Reference release
Library
3. Releases the
3. Receives artwork NONE 1 Hour
artwork
12 Days, 1
TOTAL: Hour, 3
Minutes
2. Checking-In (Returning) of Library Books

To avoid tagging of deficiency by the University Library, bona fide UP Diliman
students, faculty members and staff must return library books.
1140
2. Book/s for return Requesting Party
Members
1. Present book/s for 1. Receive book/s
1 Minute
return/check-in for return/check-in NONE
1.1. Scan barcode
of book for return
and clear it from
the borrower's NONE 2 Minute
account at the Library Personnel
System Section,
1.2. Enable RFID Main Library and
NONE 1 Minute College / Unit
tag of book
Libraries
NONE 1 Minute
book returned
2. Receive
2. Issue Transaction
Transaction
(return/check-in) NONE 1 Minute
(return/check-in)
Receipt
Receipt
TOTAL: 5 Minutes
3. Checking-Out (Borrowing) of Library Books

Library books may be borrowed by bona fide UP Diliman students, faculty
members and staff.
1141
3. Duly Accomplished Book Card (UPL
Form No. 121- in varying colors based Main Library
on the type of resources and section College / Unit Libraries
or unit)
1. Accomplish book
card with name,
college and student 2 Minutes
NONE
/ employee number
2. Hand in duly
accomplished book 2. Receive book,
card, the book to be duly
borrowed, and valid accomplished 1 Minute
NONE
ID (polaroid ID or book card, and
temporary library valid ID
card)
2.1. Scan ID and
verify borrower’s
status at the UPD
1 Minutes
Integrated Library NONE Library Personnel
System Circulation
Section,
Main Library and
2.2. Scan barcode College / Unit
of book and check- Libraries
NONE 1 Minute
out under the
borrower's account
2.3. Deactivate
NONE 1 Minute
RFID tag of book
2.4. Stamp due date

and counter sign
NONE 2 Minutes
Due Date Slip and
Book Card
1142
NONE 1 Minute
book borrowed
3. Issue receipt and

3. Receive book NONE 1 Minute
book borrowed
TOTAL: 10 Minutes
4. Document Delivery
This is a fee-based service for UP and non-UP library users that processes articles
and book chapter requests from the journals, books, e-resources and other
materials available only in UP Diliman Libraries. These documents are scanned
and can be picked up in person or sent electronically via email.
Students (if they yet to be issued the ID), Office of the University Registrar
or Copy of Appointment Documents for Human Resources Development Office
Faculty Members
PERSON
FEES TO PROCESSING
BE PAID TIME
LE
1. Send the request via
email at
libraryinfo.updiliman@ Librarian
up.edu.ph with the Reference
following details of Desk,
1. Check Web OPAC
books (title, author, INFORMATION
and databases for
edition, publication 3 Days SERVICES
availability of AND
year, page numbers)
requested material INSTRUCTION
or the following details
for periodicals (article SECTION,,
title, article authors, Main Library
periodical title,
periodical issue
1143
number, year of issue,
page numbers)
1.1. Send
confirmation of
availability of
material and confirm 30 Minutes
with the client to
proceed with
transaction
2. Confirm to proceed 2. Send transaction
30 Minutes
with transaction fees assessment
3. Deposit transaction
Designated
fees to UPD Revolving
Collection
Fund at any Land 3. Process payment 7 Days
Officer
Bank of the Philippines Main Library
branch
4. Send machine- Librarian
validated Deposit Slip 4. Process material Reference
at for document 7 Days Desk,
libraryinfo.updiliman@ delivery INFORMATION
SERVICES
up.edu.ph
AND
5. Receive the 5. Send material to INSTRUCTION
requested library client via email or SECTION,,
material courier Main Library
17 Days,
TOTAL: 1 Hour
Document Delivery via Email

Classification Research Fee Document Delivery
Students NONE NONE
UP Employees
NONE NONE
(Faculty, REPS, Administrative)
UP Alumni PHP 50 PHP 5 / Page
Government Researchers PHP 50 PHP 5 / Page
Non-UP Local PHP 50 PHP 5 / Page
Non-UP International USD 10 USD 1 / Page
5. Inter-Library Loan (ILL)

Through this arrangement, partner institutions and other constituent unit libraries of
the UP Diliman Library may borrow library resources from one another.
1144
Who may avail: Partner Institutions and Other Constituent Unit Libraries of UP
1. Request Letter or Endorsement

Requesting Party
Letter (1 copy)
2. Valid ID of representative Company or institution ID

3. Duly Accomplished ILL Form Main Library
(2 copies) College / Unit Libraries
1. Hand in request
1. Receive request
letter, ID, and 2 Librarian
and verifies
copies of duly None 5 Minutes Circulation
identity of
accomplished ILL Section, Main
borrower
Form Library and
1.2. Check None College / Unit
availability and 10 Minutes Libraries
status of book
1.3. Approve None
1 Hour
request Head Librarian
2. Scan barcode of None Main Library
the book to be Sections or
2. Fill-up Book Card checked-out under 5 Minutes College / Unit
the account of the Libraries
Head Librarian
2.1. Deactivate None
1 Minute
RFID tag of book
2.3. Stamp with None Librarian
due date and sign Circulation
the Due Date Slip, 3 Minutes Section, Main
Book Card, and Library and
ILL Form College / Unit
3. Issue 1 copy of None Libraries
3. Receives book and
ILL Form and book 1 Minute
1 copy of ILL Form
borrowed
1 Hour,
TOTAL: None
25 Minutes
1145
6. Payment of Fines
If the library book has been returned beyond the set due date, fines must be paid
at the Cashier.
2. Borrowed Books Requesting Party
Faculty Members
1. Checks due Designated
1. Present book to the
date and compute NONE 5 Minutes Collection Officer,
Collection Officer
fine Main Library and
College / Unit
See table Libraries
2. Pay fine 2. Issue receipt 1 Minute
below
3. Scan barcode of
3. Present book and the book to be
payment receipt to returned and clear NONE 1 Minute
Section it from the
Library Personnel
borrower's account Circulation
3.1. Enable RFID Section,
NONE 1 Minute
tag of book Main Library and
3.2. Print receipt of College / Unit
NONE 1 Minute Libraries
book returned
4. Hand the
4. Receive
return/check-in NONE 1 Minute
Transaction Receipt
receipt to client
TOTAL: 10 Minutes
TABLE OF FINES
Regular Circulation Reserved
First Hour Not Applicable PHP 1.00
1146
Succeeding Hour After the Not Applicable PHP 5.00
First Hour
Whole Day PHP 2.00 PHP 50.00
(Exclusive of Sundays (Inclusive of Sundays
and Holidays) and Holidays)
7. Payment for Lost Book/s

Fees resulting from the loss of library books must be settled.
1. Formal Declaration of Lost Book/s (1

Requesting Party
original signed copy)
Faculty Members
1. Receive Formal
Declaration of
Lost Book/s
2. Present Formal and ID and
5 Minutes
Declaration of Lost verify NONE Librarian
Book/s and ID information at Circulation
Integrated Section, Main
Library System Library and
College / Unit
a. Retrieve book Libraries
card and NONE 10 Minutes
inventory card
a. Compute cost
NONE 10 Minutes
of fine
2. Receive Current Market Designated

Collection Officer
payment and Price of
2. Pay fines 3 Minutes Main Library and
issue Official Book/s plus College / Unit
Receipt 50% of the Libraries
Current Market
1147
Price of
Book/s
3. Indicate in the
book card and
inventory card
3. Present Official
new book
Receipt to concerned NONE 5 Minutes
status
section
(declared loss
& paid) and OR
number Librarian
4. Clear student or Circulation
4. Receive ID, OR employee from Section, Main
and verify clearance Delinquent Library and
at Integrated Library Database and NONE 10 Minutes College / Unit
System and CRS from CRS Libraries
Accounts accountability
module
4.1. Report new
book status to
the Cataloguing NONE 5 Minutes
and Metadata
Section
4.2. Change status Librarian
at Integrated Cataloging and
Library System NONE 7 Minutes Metadata
and at Union Section, Main
Shelf List Library
TOTAL: 55 Minutes
8. Renewing books borrowed / checked-out

Bona fide UP Diliman students, faculty members and staff may renew the loan
duration of books they have borrowed.
1148
1. Book/s for renewal Requesting Party
Members
1. Hand in ID and 1. Receive ID and
NONE 2 Minutes
book/s for renewal book/s
1.1. Retrieve and
Hand in Book
NONE 3 Minutes
Card of book/s for
renewal
2. Scan barcode of
book for return
2. Accomplish Book
and clear it from
Card with name,
the borrower's NONE 2 Minutes
college, and student
account at the
/ employee number
Integrated Library
System
2.1. Scan ID and
verify borrower’s
status at the UPD NONE 1 Minute Library Personnel
System Section,
Main Library and
2.2. Scan barcode of
College / Unit
book and check- Libraries
out under the NONE 1 Minute
borrower's
account
2.3. Stamp return on
old due date and
stamp new due
NONE 1 Minute
date and counter
sign Due Date Slip
and Book Card
2.4. Print transaction
receipt of book/s NONE 1 Minute
renewed
3. Receive book/s 3. Issue renewed
renewed and book/s and NONE 1 Minute
transaction receipt transaction receipt
1149
TOTAL: 12 Minutes
9. Request for Extended Reading

Allow UP students and UP employees to use library resources beyond the service
hours of Main Library sections. It allows readers to utilize the requested item/s
beyond 05:00 PM up to 12:00 MN during weekdays at the Information Services and
Instruction Section
Who may avail: UP Students and UP Employee
1. Duly Accomplished Request Form [Call Slip Main Library
Paging Slip, Borrowing Form] (3 copies)
Faculty Member
1. Accomplish 3 copies
of Form for Extended NONE 2 Minutes
Reading
2. Hand in Duly 2. Check for
Accomplished Forms availability of NONE 3 Minutes
for Extended Reading requested material
2.1. If material is Librarian
available, stamp Circulation
Forms and Due and/or Reserved
Date Slip with Section, Main
NONE 1 Minute Library
"Extended
Reading" and hand
in one copy of the
form to client
3. Forward to
3. Receive one (1) copy
Information Library
of processed
Services and NONE 15 Minutes Personnel
Extended Reading
Instruction Section, Circulation
Form and/or Reserved
Section the
1150
requested material Section, Main
together with one Library
copy of the Form
for Extended
Reading
4. Proceed to the
4. Receive Duly
and Instruction
Accomplished Library
Section, Section after
Form for Extended Personnel
5:00 PM to present NONE 3 Minutes
Reading and ID INFORMATION
copy of Duly
and verify SERVICES AND
Accomplished Form
information INSTRUCTION
for Extended Reading SECTION,
and ID Section, Main
5. Issue requested Library
5. Receives requested
material for NONE 1 Minute
material
extended reading
TOTAL: 25 Minutes
10. Request for Index to Philippine Periodicals on Print

This service is aimed to produce a printed research guide to periodical articles
indexed by the Serials Section of the UP Diliman Main Library
Request Letter (1 copy)
Requesting Party
Librarian
1. Hand in request 1. Receive request
NONE 2 Minutes Serials Section,
letter letter Main Library
Head Librarian
1.1. Approve
NONE 1 Day Serials Section,
request Main Library
1.2. Prepare and Receiving
NONE 4 Hours
send billing invoice Personnel
1151
University
Librarian’s Office
2. Pay corresponding PHP 1,000 /
payment and issue 15 Minutes Collection Officer
fees vol. Main Library
official receipt
Librarians
3. Present or send 3. Prepare the IPP
NONE 3 months Serials Section,
copy of official receipt on Print Main Library
Librarian
4. Get copy of the IPP 4. Release / Issue
NONE 1 Hour Serials Section,
on Print the IPP on Print Main Library
3 Months, 1
TOTAL: Day, 5 Hours,
17 Minutes

Members
5 Minutes
Communication,
1.1. Verify
Research and
Marketing
schedule
Section
1152
University
Librarian or
1.2. Approve
NONE 3 Days Deputy
request
University
Librarian
NONE 20 Minutes
Librarian
Strategic
concerned section
or personnel and
Research and
Marketing
3. Confirm final
activity
8 Days, 1 Hour,
TOTAL: 45 Minutes
12. Request for Library Orientation or Instruction

This service schedules classes for a library orientation session.

2. Duly Accomplished Library Orientation
Instruction Section Selected College/Unit
Session Schedule Form (1 copy)
Libraries
3. Valid ID or Copy of Faculty Appointment
1. Receive valid ID Librarian
1. Present valid ID or
or Faculty Information
Faculty Appointment NONE 5 Minutes
Appointment and Services and
and request letter Instruction Section,
request letter
1153
2. Accomplish Library 2. Hand over Library Main Library and
Orientation Session Orientation Session NONE 20 Minutes Selected College /
Schedule Form Schedule Form Unit Libraries
3. Hand in duly
3. Verify availability
accomplished Library
of venue and time NONE 10 Minutes
Orientation Session
schedule
Schedule Form
4. Receive 4. Confirm the
confirmation schedule venue and schedule NONE 5 Minutes
of library orientation of library orientation
TOTAL: 40 Minutes
13. Request for Microfilm Conversion

This service processes requests for converting content in microfilm into digital and
print formats.
3. Duly Accomplished Media Call Slip Main Library – Information Services and
[Paging Form] (1 copy) Instruction Section
4. Duly Accomplished Microfilm Conversion Main Library – Information Services and
Request Slip / Log (1 copy) Instruction Section
Faculty Members
1. Accomplish Media
NONE 5 Minutes
Call Slip
2. Hand in ID and 2. Receive Media
NONE 2 Minutes Library Personnel
Media Call Slip Call Slip
Printing Counter,
2.1. Check
Information
Integrated Library
Services and
System and List of NONE 10 Minutes Instruction Section,
Microfilms for Main Library and
availability of
1154
requested microfilm College / Unit
reel Libraries
2.2. Retrieve the
NONE 20 Minutes
requested microfilm
3. Received
3. Accomplish accomplished
Microfilm Conversion Microfilm NONE 3 Minutes
Request Log Conversion Request
Log
3.1. Assess fee and
issue Order NONE 10 Minutes
Payment Form
Scanning –
PHP 5.00/
image or
page
Printing for Designated

UP Clients – Collection Officer
4. Process payment,
4. Pay assessed fees PHP 5.00/ 5 Minutes Main Library or
issue official receipt College / Unit
page
Libraries
Printing for
Non-UP
Clients –
PHP 10.00/
page
5. Hand in Order Library Personnel
5. Hand over ID and
Payment Form and NONE 5 Minutes Printing Counter,
issue claim tag
official receipt Information
5.1. Process Services and
microfilm scanning NONE 7 Days Instruction Section,
conversion Main Library and
6. Present ID and 6. Issue scanned College / Unit
NONE 5 Minutes Libraries
claim tag copy of microfilm
7 Days,
TOTAL: 1 Hour,
5 Minutes
1155
System for Room-Use
This service processes requests for room-use of library books, publicly available
theses and dissertations, periodicals, microfilm, archival materials, etc. stored in
libraries utilizing closed-shelved systems.
Who may avail: UP Students, UP Employees, Non-UP Users
2. Duly Accomplished Request Form [Call
Main Library
Slip Paging Slip, Borrowing Form] (1
College/ Unit Libraries
copy)
Faculty Members
1. Fill-out Request
NONE 2 Minutes
Form
2. Hand in duly
NONE 1 Minute
the Request Desk
2.1. Retrieve the
requested Library Personnel
NONE 10 Minutes
material from Circulation and/or
the shelves Reserved Section,
2.2. Verifies Main Library and
correctness of College / Unit
material or Libraries
NONE 3 Minutes
checks
completeness of
components
3. Hand over to
client the
requested
material
1156
duly
accomplished NONE 1 Minute
material
Request Form
and ID
TOTAL: 15 Minutes

This service processes requests for room-use of laptops, electronic tablets, e-book
readers, reading glasses, adaptors, electric cords, etc. by bona fide UP Diliman
1. Duly Accomplished Request Form [Call Selected Sections of the Main Library
Slip Paging Slip, Borrowing Form] (1 Selected Unit / College Libraries
copy)
for Faculty Members
1. Fill-out Request
NONE 2 Minutes
Form
2. Hand in duly
accomplished 2. Receive Call Library Personnel
NONE 1 Minute
Request Form at Slip Circulation and/or
the Request Desk Reserved Section,
2.1. Retrieve the Main Library and
requested NONE 10 Minutes College / Unit
material Libraries
1157
2.2. Verify
correctness of
material or
NONE 3 Minutes
checks
completeness of
components
3. Hand over to
client the
requested
material
duly
4. Receive requested NONE
accomplished 1 Minute
material
Request Form
and ID
TOTAL: 15 Minutes
16. Request for Photocopy of Books and Other Library Resources

This service processes books and other library resources for photocopying by
library clients.
3. Duly Accomplished of Photoduplication Main Library
Permit (2 copies) College/ Unit Libraries
for Faculty Members
1. Accomplish 2
copies of
NONE 2 Minutes
Photoduplication
Permit
1158
2. Hand in the 2
copies of the duly
2. Receive
accomplished
Photoduplication NONE 1 Minute
Photoduplication
Permit and ID
Permit and ID at the
Request Desk
2.1. Approve
(stamp with date
and time of NONE 1 Minute
release) request Library Personnel
Circulation and/or
for photocopying
Reserved Section,
3. Hand over to Main Library and
client the College / Unit
requested Libraries
material and 1 NONE 1 Minute
material
copy of the
Photoduplication
Permit
3.1. Clip together 1
copy of the
NONE 1 Minute
Photoduplication
Permit and ID
TOTAL: 6 Minutes
17. Request for Reference/Information, Bibliographic, and Research

Support Services
This service identifies library resources appropriate in answering reference,
information, bibliographic and research queries (includes Analytics of Faculty
Publications, Journal Validation and Verification, etc.).
4. Duly Accomplished Reference Query Main Library – Information Services and Instruction
Form (1 copy) Section
College / Unit Libraries
1159
Faculty Members
1. Hand in reference
1. Receive query or
question/s or letter NONE 5 Minutes
letter request
request
2. Conduct
2. Verify query reference interview NONE 25 Minutes
for clarification
2.1. Analyze query Librarian
and determines Information
Services and
possible information
Instruction
sources that may
Section, Main
provide answer to Library and
NONE 3 Days
the query, run the Selected College
analytics, or / Unit Libraries
conduct the
validation and
verification
3. Receive answer to 3. Communicate
NONE 30 Minutes
request answer to request
TOTAL: 3 Days, 1 Hour
18. Request for Remote Access Account and Access to College-

based Subscription
This service provides bona fide UP Diliman students, faculty members and staff
information on accessing electronic resources beyond the Diliman Network
(DilNet).
1. Duly Accomplished Request Form
Section
(1 copy)
1160
CLIENT STEPS
1. Verify identity
and library
1. Present valid ID 5 Minutes
privileges of NONE
client
2. Hand in
Remote Access Library Personnel
2. Fill-out and Hand in
or Access to NONE 5 Minutes Information Services
Request Form
Subscription and Instruction
Request Form Section, Main
3. Activate Library or College /
account for Unit Libraries
3. Verify account remote access
NONE 10 Minutes
activation or access to
college- based
subscription
TOTAL: 20 Minutes
19. Request for Self-Service Printing

This service lets clients print documents in black or color on letter-sized paper.
Main Library- Information Services and Instruction
1. Duly Accomplished Printing
Section
Transaction Form (1 copy)
CLIENT STEPS
1161
1. Receive ID
1. Present ID and and accomplish Library Personnel
accomplish Printing Printing 5 Minutes Printing Counter,
Transaction Form Transaction Information
Form Services and
2. Assist in Instruction
2. Print file/s 15 Minutes Section, Main
printing
2.1. Assess Library and
fees and issue College / Unit
Black Prints- 5 Minutes Libraries
Order Payment
PHP 5.00/
Form
page
Collection Officer
payment and Colored
3. Pay printing fee 5 Minutes Main Library or
issue official Prints- PHP College / Unit
receipt 20.00/page Libraries
Library Personnel
4. Check the Printing Counter,
official receipt, Information
4. Present official Services and
receive the
receipt and Order 5 Minutes Instruction
Order Payment Section, Main
Payment Form
Form and return Library and
ID College / Unit
Libraries
TOTAL: 35 Minutes
20. Request for Self-Service Scanning

This service allows clients scan A4-size or smaller documents and books into
digital formats using flatbed scanner.

1. Duly Accomplished Scanning
Section
Transaction Log / Form (1 copy)
Selected College / Unit Libraries
1162
for Faculty Members
PERSON
AGENCY FEES TO BE PROCESSING
CLIENT STEPS RESPONSIB
ACTION PAID TIME
LE
1. Accomplish
Scanning Transaction 5 Minutes
Log / Form
2. Receive ID and Library
2. Hand in valid ID and duly Personnel
duly accomplished accomplished Printing
2 Minutes Counter,
Scanning Transaction Scanning
Information
Log / Form Transaction Log /
Services and
Form
Instruction
3. Scan and save the 3. Assess fees Section, Main
desired document/s or and issue Order 30 Minutes Library and
image/s Payment Form College / Unit
Libraries
PHP 5.00/ Designated
4. Process page Collection
payment and Officer
4. Pay scanning fee 5 Minutes
issue official Main Library
receipt or College /
Unit Libraries
5. Hand in official Library
receipt and processed 5. Verify payment 2 Minutes Personnel
Order Payment Form Printing
Counter,
Information
Services and
6. Hand over ID Instruction
6. Receive ID and
and official 1 Minutes Section, Main
official receipt
receipt Library and
College / Unit
Libraries
TOTAL: 45 Minutes
1163
21. Request for Use of Discussion Rooms
Use of the Discussion Rooms (i.e. Quiet Room, Reading Rooms, etc.) for
collaborations on group academic works.
3. Minimum number of users: Group of
Requesting Party
three (3) persons

4. Duly accomplished Discussion Room
Instruction Section
Transactions Log / Form (1 copy)

Faculty Members
CLIENT STEPS
1. Hand in ID and state 1. Check the NONE Librarian
request for the use of availability of the 5 Minutes Information
Discussion Room facility Services and
2. Instruct client to NONE Instruction Section,
2. Accomplish the Main Library and
accomplish the
Discussion Room Selected College /
Discussion Room 5 Minutes
Transactions Log / Unit Libraries
Transactions Log /
Form
Form
3. Give assigned NONE
3. Proceed to the
table / room 5 Minutes
assigned table / room
number
TOTAL: 15 Minutes
22. Request for Use of Library Spaces and Equipment for Events /
Activities
This service processes reservations of spaces (AVR, Lobby, Conference Room,
etc.) and equipment available at the UP Diliman Main Library building.
1164
Type of
Transaction:
2. Project Proposal and/or Floor Plan Requesting Party
3. Duly Accomplished Use of Library Main Library- Strategic Communication, Research

Spaces Form and Marketing Section
for Faculty Members
1. Receive request
1. Hand in request
letter, project
letter and project
proposal and/or floor
proposal or floor Librarian
plan and duly
plan, and/or duly NONE 5 Minutes Strategic
accomplished Use
accomplished Use Communication,
of Library Spaces
of Library Spaces Research and
Form
Form Marketing Section,
Main Library
1.1. Check
availability of spaces
NONE 10 Minutes
and pencil mark in
calendar of spaces
University
1.2. Approve Librarian or
NONE 1 Day
request Deputy University
Librarian
1.3. Plot request in Librarian
NONE 5 Minutes Strategic
calendar of spaces
Communication,
1.4. Prepare and Research and
NONE 2 Hours Marketing Section,
send Invoice
Main Library
Designated
2. Pay 2. Issue Official See table
5 Minutes Collection Officer
corresponding fees Receipt below Main Library
1165
3. Coordinate with Librarian
concerned Strategic
3. Present or send personnel or Communication,
NONE 3 Hours
copy of OR sections and Research and
prepares equipment Marketing Section,
for event Main Library
Concerned Library
4. Ingress 4. Assist in ingress NONE 4 Hours Personnel
Main Library
5. Conducts event 5. Monitors event NONE 1 – 7 Days Librarian
Strategic
Communication,
Research and
6. Egress 6. Monitors egress NONE 4 Hours Marketing Section,
Main Library
2 -8 Days, 13
TOTAL: Hours, 25
Minutes
Main Library Spaces Rental Rates
Forums, Conferences, Seminars, UP Event / Organization Non-UP Organization

etc.
Use of Lobby PHP 100 / 4 Hours PHP 200 / 4 Hours

(Room rental per area;
no electricity)
AV Room PHP 1000 / 4 Hours PHP 1500 / 4 Hours

conditioning)
Conference Room PHP 500 / 4 Hours PHP 800 / 4 Hours

conditioning)
Meeting Room PHP 500 / 4 Hours PHP 800 / 4 Hours

conditioning)
Electricity PHP 20 / Hour / Equipment PHP 50 / Hour /

Equipment
Equipment and Other Furniture UP Event / Organization Non-UP Organization
1166
AV equipment/sound system PHP 300 / 4 Hours (+ PHP PHP 500 / 4 Hours (+
(Inclusions: Microphone) 100 succeeding hour or PHP 100 succeeding
fraction) hour or fraction)
Chairs PHP 2 / Chair PHP 5 / Chair
Computer PHP 80 / 4 Hours PHP 200 / 4 Hours
Industrial Electric Fan PHP 50 / 4 Hours PHP 100 / 4 Hours
Iwata Industrial Cooler PHP 100 / 4 Hours PHP 200 / 4 Hours (+

PHP 100 succeeding)
Projector with screen PHP 500 / 4 Hours minimum PHP 700 / 4 Hours
(+ PHP 100 succeeding hour minimum (+ PHP 100
or fraction) succeeding hour or
fraction)
Registration table PHP 20 / table PHP 50 / table
TV PHP 300 / 4 Hours PHP 500 / 4 Hours (+

PHP 100 succeeding)
Backdrop PHP 30 / Cloth PHP 50 / Cloth
Baluster PHP 20 / Column PHP 50 / Column
Floor lights PHP 100 / 4 Hours PHP 200 / 4 Hours
Glass case (table) PHP 100 / Table / Day PHP 150 / Table / Day
Panel boards PHP 20 / panel / day PHP 50 / panel / day
Percolator PHP 100 / 4 Hours PHP 150 / 4 Hours
Spotlight PHP 100 / 4 Hours PHP 200 / 4 Hours
Upright glass case PHP 75 / day PHP 100 / day
Wooden columns (white) PHP 20 / column / day PHP 50 / column / day
Personnel
(Outside regular working hours) PHP 500 / 4 Hours PHP 500 / 4 Hours
- AV operator PHP 200 / event / person PHP 300 / event / person
- Janitorial
1167
23. Request for Use of PCs and Electricity for Personal Equipment
Students may use, for academic and research activities, library PCs or power
outlets for laptops, smartphones and tablets.
Type of
Transaction:
3. Computer Usage Card College/Unit Libraries
Main Library
4. Duly Facilities Use Transaction Log
1. Present ID and 1. Receive ID
Computer Usage and Computer 3 Minutes
Card Usage Card
2. Accomplish the 2. Hand in
Facilities Use Facilities Use UP Students- Free 3 Minutes
Transaction Log Transaction Log for first 20
2.1. Record the Hours/semester, Library
Time-In on the PHP 20/Hour Personnel
Computer thereafter Electricity
Usage Card and Counter, Main
3 Minutes Library or
clip the ID, UP Employees-
College / Unit
Client Card and PHP 20/Hour Libraries
Computer
Usage Card Non-UP-
3. Receive Claim PHP 50/Hour
Card and proceed to
3. Issue Claim
use available PCs or 1 Minute
Card
tables with power
outlets
TOTAL: 10 Minutes
1168
24. Request for Viewing of Audiovisual Materials
This service schedules classes for viewing of audiovisual materials at the UP
Diliman Main Library Audiovisual Room.

2. Duly Accomplished AVR Reservation Main Library – Information Services and
Form Instruction Section Selected College/Unit Libraries
3. Valid ID or Copy of Faculty Appointment
CLIENT STEPS
1. Present ID or copy 1. Receive request
of Faculty Appointment letter and verify NONE 5 Minutes
and request letter identity of faculty
2. Accomplish AVR 2. Hand over AVR
NONE 20 Minutes Librarian
Reservation Form Reservation Form
Information
3. Verify
Services and
3. Hand in duly availability of
Instruction Section,
accomplished AVR audiovisual NONE 20 Minutes Main Library and
Reservation Form material and time Selected College /
schedule Unit Libraries
4. Confirm
4. Receive
schedule of
confirmation of NONE 5 Minutes
audiovisual
audiovisual viewing
viewing
TOTAL: 50 Minutes
25. Returning Library Resources in Closed – Shelves System

This service processes library resources for returning from bona fide UP Diliman
1169
1. Borrowed Book or Other Library Main Library

Resources College / Unit Libraries
1. Receive
1. Return borrowed
materials for 1 Minute
library materials NONE
return
1.2. Verify Library
correctness of Personnel
material or Circulation and/or
NONE 3 Minutes Reserved
check
Section, Main
completeness of
Library and
components College / Unit
Libraries
2. Receive ID 2. Hand over ID NONE 1 Minute
2.1. Shelve or
keep the
NONE 5 Minutes
returned library
material
TOTAL: 10 Minutes
26. Borrowing of Other Library Resources

Enables UP students and employees to borrow other library resources monitored
in closed-
Shelves system such as calculators and umbrellas.
1170
1. Duly Accomplished Borrowing Form
(2 copies)
Faculty Members
PERSON
PAID TIME
BLE
1. Fill-out 2 copies of
NONE 2 Minutes
Borrowing Form
2. Hand in 2 copies of NONE
duly accomplished 2. Receive ID and Library
1 Minute Personnel
Borrowing Form Borrowing Form
and ID Lending
3. Get the NONE Desk,
College of
requested 10 Minutes
Engineering
material Library and
4. Verifies NONE Selected
completeness of College / Unit
3 Minutes
component Libraries
parts
5. Hand over to NONE
client the
material requested
requested
material, 1copy of 1 Minute
material, 1copy
Borrowing Form,
of Borrowing
and ID
Form, and ID
TOTAL: 15 Minutes
27. Request for Access to Restricted Theses & Dissertations

The UP College of Engineering Library allows researchers to access restricted
theses and
dissertations under certain restrictions due to the nature of said materials.
1171
2. Duly Accomplished Theses Request
Form (1 copy)
Faculty Members
3. If requesting party is a student,
Personnel, researchers, or faculty of the
University, a signed Conforme shall be
submitted to the Library or College/Unit
where access to the thesis/dissertation is Author or adviser of thesis or dissertation
being requested. A written permission
from the author or the adviser of the
Thesis/Dissertation.
5. If the requesting party is Non-UP, Non-

Disclosure Undertaking signed and
notarized by the requesting party, Intellectual Property and Technology Transfer Unit
provided that one of the witnesses shall (IPTTU) of the Office of the Vice-Chancellor for
be from the Intellectual Property and Research and Development (OVCRD)
Technology Transfer Unit (IPTTU) of
the Office of the Vice-Chancellor for
Research and Development (OVCRD)
For UP students and employees
2. Submit written
permission with
access approval of 1. Personnel will
the author/adviser collect the NONE 3 Minutes Library
together with the documents Personnel
signed Conforme College of
Engineering
2. Verify ID Library
2. Accomplish Theses presented.
Request Form and Collect NONE 3 Minutes
submit valid ID accomplished
form after usage
1172
from the restricted 3. Personnel will
area the theses / assist the user/s NONE 5 Minutes
dissertations if necessary
For Non-UP members
Universities /
colleges and
private
researchers:
PHP
50.00/Day
PHP 450.00
per semester
Library
3. Proceed to the Information PHP 350.00
Personnel
Information Services per midyear
Information
Services and pay Personnel will State or public
5-10 Minutes Services
the research fee issue receipt and universities
Section, College
discuss the access and
of Engineering
policy to the users government
Library
researchers:
PHP 20.00 per

/ Day
PHP 450 per
semester
PHP 300 per
midyear
4. Submit written
permission with
access approval of
the author/adviser Personnel will Engineering
together with the collect the NONE 3 Minutes Library
Non-Disclosure documents Personnel
Undertaking
signed and
notarized by the
1173
requesting party,
provided that one of
the witnesses shall
be from the
Intellectual Property
and Technology
Transfer Unit
(IPTTU) of the
Office of the Vice-
Chancellor for
Research and
Development
(OVCRD)
Verify ID
3. Accomplish Theses Engineering
presented. Collect
Request Form and NONE 3 Minutes Library
accomplished form
submit valid ID Personnel
after usage
4. Locate and pull-out Personnel will Engineering

from the restricted assist the user/s if NONE 5 Minutes Library
area the theses / necessary Personnel
dissertations
11 Minutes (for
UP members),
TOTAL: 16-21 Minutes
(for non-UP)
28. Request for Turnitin Account and Request for Similarity Index
Report
Turnitin is a tool for determining originality of written works. This tool is available
for use by UP College of Engineering faculty members.
Who may avail: UP College of Engineering Faculty
1174
5. Soft Copy of Research paper /
Requesting Party
Manuscript
6. Copy of Valid ID or Appointment Office of the University Registrar
Documents Human Resources Development Office
3. Submit or present 1. Check the
a letter of request faculty status NONE 3 Minutes Library Personnel
and copy of valid College of
employee ID or Engineering
appointment Library
paper to the
Information
Services Librarian
or via email at
library@engglib.u
pd.edu.ph.
verified, create
an account for
the faculty and
notify him/her
through email
that an account
has been
created
4. Submit a letter of 3. Check the NONE 3 Minutes
request and soft faculty or
copy of research student’s status.
paper/manuscript
to the Information
Services Librarian
or via email at
library@engglib.u
pd.edu.ph.
verified, upload
and run the
document in the
web tool.
1175
5. Wait for the web NONE 10 Minutes
tool to finish
evaluating the
document.
6. Download the NONE 10 Minutes
similarity index
report and give
or send to the
requestor.
16 Minutes
(for account
creation),
TOTAL: 46 Minutes
(for
originality
checking)
1176
Office of the Vice Chancellor for Community
Affairs
(OVCCA)
External Services
1177
1.Process UP Vehicle Sticker Applications for Students
The UP Vehicle Sticker is issued to currently-enrolled students of the University of
the Philippines who have vehicles in order to access the University’s portals. It is
valid for one (1)
Academic Year. A student may only apply for a maximum of two (2) vehicle stickers
each.
Office or Division: Office of the Vice Chancellor for Community Affairs (OVCCA)
Type of
Transaction:
OVCCA or may be downloaded from
Properly accomplished Application Form
ovcca.upd.edu.ph
Land Transportation Office’s (LTO) Certificate
LTO
of Registration (1 photocopy)
LTO’s latest Official Receipt (1 photocopy) LTO
Driver’s License of Vehicle Owner (1

LTO
photocopy)
Valid UP Identification Card (1 photocopy) Office of the University Registrar
UP Form 5 (1 photocopy) Office of the University Registrar
Other Requirements, if applicable:
Notarized Deed of Sale (1 photocopy) Requesting Party
Company certification (if requesting party is

Requesting Party
not the registered owner)
Any proof of company/business ownership (for
vehicle registered under companies) Requesting Party
(1 photocopy)
1178
Planning Officer III/
None 15 Minutes
Administrative
1. Submit duly 1. Evaluate submitted Assistant II/
accomplished application form and Community Affairs
UP Diliman required documents Assistant
Vehicle Sticker OVCCA
Application Form 1.1 Issue Order of
and photocopies Payment
of the required
documents/IDs
to OVCCA
2. Pay prescribed First 30 Minutes

Special Collecting
fee to the vehicle:
2. Collect payment from Officer
designated
Special the requesting party PHP OVCCA
Collecting 300.00
Officer 2.1 Issue Official Receipt
Second
vehicle:
PHP
500.00

3. Present Official 3. Write down the Officer I
Receipt as proof Official Receipt
of payment to OVCCA
number on the
the OVCCA requesting party’s UP
Vehicle Sticker
application form
1179
None Administrative
5 Minutes Officer I
OVCCA
4. Sign logbook as
proof of receipt
of UP Vehicle 4. Ask requesting party
Sticker to sign logbook as
proof of receipt of UP
Vehicle Sticker 5 Minutes
4.1 Release the UP

Vehicle Sticker to the
OVCCA personnel to
place sticker on the
requesting party’s
vehicle
4.2 Place UP Vehicle

Sticker on the
requesting party’s 30 Minutes
registered vehicle Administrative Aide
III/ Administrative
Aide IV
OVCCA
1 vehicle
= PHP
300.00 1 Hour,
TOTAL: 30 Minute
s
2
vehicles
= PHP
800.00
1180
2. Process UP Vehicle Sticker Applications for Alumni
The UP Vehicle Sticker is issued to alumni of the University of the Philippines who
have vehicles in order to access the University’s portals. It is valid for one (1)
Academic Year. An alumna or alumnus may only apply for a maximum of two (2)
vehicle stickers each.
Type of
Transaction:
Who may avail: Alumni
ovcca.upd.edu.ph
Land Transportation Office’s (LTO)
LTO
Certificate of Registration (1 photocopy)

LTO
photocopy)
UP Alumni Identification Card (1 photocopy) UP Alumni Association Office

Requesting Party
Any proof of company/business ownership
(for vehicle registered under companies) Requesting Party
(1 photocopy)
1181
Planning Officer III/
None 15 Minutes
Administrative
1. Evaluate submitted Assistant II/
1. Submit duly Community Affairs
accomplished application form
and required Assistant
UP Diliman
Vehicle Sticker documents OVCCA
Application Form
and photocopies 1.1 Issue Order of
of the required Payment
documents/IDs
to OVCCA
Special Collecting
First 30 Minutes Officer
2. Pay 2. Collect payment vehicle:
corresponding from the OVCCA
fee to the requesting party PHP
designated
Special 500.00
Collecting 2.1 Issue Official
Officer Receipt
Second
vehicle:
PHP
500.00
3. Present Official 3. Write down the Administrative Officer

None 5 Minutes
Receipt as proof Official Receipt I
of payment to number on the
OVCCA
the OVCCA requesting party’s
UP Vehicle
Sticker application
form
1182
5 Minutes Administrative Officer
I
4. Sign logbook as
OVCCA
proof of receipt
of UP Vehicle 4. Ask requesting
Sticker party to sign None
logbook as proof of
receipt of UP
Vehicle Sticker
5 Minutes
4.1 Release the UP
Vehicle Sticker to
the OVCCA
personnel to place
sticker on the
vehicle

Sticker on the Administrative Aide
requesting party’s III/ Administrative
registered vehicle 30 Minutes Aide IV
OVCCA
PHP 500.00
x 1 Hour,
TOTAL: No. of 30 Minute
stickers = s
Total
amount
1183
3. Process UP Vehicle Sticker Applications for University-recognized
business concessionaires
The UP Vehicle Sticker is issued to University-recognized business concessionaires,
inside the University of the Philippines Diliman campus, that have vehicles in order
to access the University’s portals. It is valid for one (1) Academic Year. A business
concessionaire may only apply for a maximum of two (2) vehicle stickers each.
Office or
Office of the Vice Chancellor for Community Affairs (OVCCA)
Division:
Type of
Government to Business, Government to Citizen
Transaction:
Who may avail: University-recognized business concessionaires
ovcca.upd.edu.ph
LTO

LTO
photocopy)
Certification from the Office of the Vice
Office of the Vice Chancellor for Planning and
Chancellor for Planning and Development or
Development
copy of Vending Contract

Requesting Party
Any proof of company/business ownership
(for vehicle registered under companies) Requesting Party
(1 photocopy)
1184
None 15 Minutes Planning Officer III/
1. Submit duly Administrative

accomplished 1. Evaluate submitted Assistant II/
UP Diliman application form and Community Affairs
Vehicle Sticker required documents Assistant
Application OVCCA
Form and 1.1 Issue Order of
photocopies of Payment
the required
documents/IDs
to OVCCA
2. Pay 30 Minutes
corresponding First Special Collecting
2. Collect payment vehicle: Officer
fee to the
from the requesting
designated OVCCA
party PHP
Special
Collecting 500.00
Officer 2.1 Issue Official
Receipt
Second
vehicle:
PHP
500.00
Administrative
None 5 Minutes
Officer I
3. Present Official 3. Write down the
Receipt as Official Receipt OVCCA
proof of number on the
payment to the requesting party’s UP
OVCCA Vehicle Sticker
application form
1185
Administrative
Officer I
4. Sign logbook as 5 Minutes
proof of receipt OVCCA
of UP Vehicle None
Sticker 4. Ask requesting party
to sign logbook as
Vehicle Sticker
4.1 Release the UP 5 Minutes

OVCCA personnel to
vehicle

Sticker on the
registered vehicle
30 Minutes Administrative Aide
III/ Administrative
Aide IV
OVCCA
PHP
500.00
x 1 Hour,
TOTAL: 30 Minute
No. of
stickers s
= Total
amount
1186
4. Process UP Vehicle Sticker Applications for Non-UP Offices
within Campus
The UP Vehicle Sticker is issued to employees of other offices within the University
of the Philippines Diliman campus who have vehicles in order to access the
University’s portals. It is valid for one (1) Academic Year. A requesting party may
only apply for a maximum of two (2) vehicle stickers each.
The University cannot grant all the other offices’ employees UP Vehicle Stickers;
hence it requests Non-UP offices to submit a priority list which includes the names of
their employees whom they are endorsing for a UP Vehicle Sticker. Only requesting
parties whose names are included in the said list may apply for a UP Vehicle
Sticker.
Who may avail: Employees of Non-UP offices within the UP Diliman campus
ovcca.upd.edu.ph
Land Transportation Office’s (LTO) Certificate of
LTO
Registration (1 photocopy)
Driver’s License of Vehicle Owner (1 photocopy) LTO
Copy of priority list of employees endorsed by the

Requesting Party
office for the application of UP Vehicle Stickers
Employee’s company Identification Card
Requesting Party
(1 photocopy)
Company certification (if requesting party is not

Requesting Party
the registered owner)
1187
(1 photocopy)
Planning Officer
None 15 Minutes III/
1. Submit duly 1. Evaluate submitted Administrative

accomplished UP application form and Assistant II/
Diliman Vehicle Community
required documents
Sticker Application Affairs Assistant
Form and 1.1 Issue Order of OVCCA
photocopies of the Payment
required
documents/IDs to
OVCCA
30 Minutes Special Collecting

First Officer
2. Pay corresponding 2. Collect payment from vehicle:
fee to the the requesting party OVCCA
designated Special PHP
Collecting Officer 2.1 Issue Official Receipt
500.00
Second
vehicle:
PHP
500.00
Administrative
3. Write down the None 5 Minutes
Officer I
3. Present Official Official Receipt
Receipt as proof of number on the OVCCA
payment to the requesting party’s
OVCCA UP Vehicle Sticker
application form
1188
Officer I
4. Sign logbook as OVCCA

proof of receipt of
UP Vehicle Sticker 4. Ask requesting party
to sign logbook as
proof of receipt of
UP Vehicle Sticker 5 Minutes
4.1 Release the UP

OVCCA personnel to
vehicle

Sticker on the
registered vehicle
Aide III/
Administrative
Aide IV
OVCCA
PHP
1 Hour,
TOTAL: 500.00
30 inutes
x
No. of
stickers
1189
= Total
amount
5. Process UP Vehicle Pass Applications for School Service

Providers
The UP Vehicle Pass is issued to School Service Providers who pick up/drop off
students who are legitimate residents within the campus. These vehicle passes are
issued for specific portals only, depending on the need of the students/requesting
parties.
Type of
Transaction:
Who may avail: Legitimate School Service Providers
Letter of request from the parent/s of the
student/s who need the services of the School Requesting Party
Service Provider
Properly accomplished application form (to be OVCCA or download from ovcca.upd.edu.ph
filled up by the School Service Provider)
Identification Card of the student/s (1 School of the student who requires the school
photocopy) service provider
Land Transportation Office’s (LTO) Certificate of LTO
Registration (1 photocopy)
Land Transportation Franchising and LTO

Regulatory Board’s (LTFRB) Franchise to
Operate for School Service Providers (1
photocopy)
Driver’s License of Vehicle Owner (1 photocopy) LTO

1190
1. Submit letter of None 5 Minutes Administrative
request, duly Assistant II
accomplished OVCCA
application form
and photocopies
of the required
documents/IDs to
OVCCA
1. Evaluate submitted
letter of request, 5 Minutes
application form and
required documents
1.1 Encode and enter the

request into the
database 1 Day Executive
Assistant III
to the VCCA for OVCCA
appropriate action
1.3 Update the database

to include the 5 Minutes
Administrative
VCCA’s action to the Assistant II
request
OVCCA
1.4 Process approved
UP Vehicle Pass
1.5 Laminate the vehicle Community Affairs

1 Day
pass Assistant
OVCCA
1.6 Inform the requesting
party regarding the
approval and invite 15 Minutes Administrative
him/her to the Aide III
OVCCA for the Order
of Payment OVCCA
5 Minutes
Administrative
Assistant II
OVCCA
1191
Administrative
Assistant II
2. Claim the Order of 2. Issue Order of None 5 Minutes
Payment from the Payment
OVCCA
OVCCA
PHP 30 Minutes Special Collecting

3. Pay
3. Collect payment from 500.00 Officer
corresponding fee
the requesting party
to the Designated OVCCA
Special Collecting
3.1 Issue Official Receipt
Officer
4. Photocopy Official 3 Minutes Administrative

Receipt for records None
Assistant II
4. Present Official purposes
Receipt to the OVCCA
OVCCA as proof
of payment
3 Minutes
5. Claim UP Vehicle None Administrative
Pass at the 5. Ask requesting party Assistant II
OVCCA to sign the OVCCA’s
receiving copy OVCCA
5.1 Release vehicle pass

2 Minutes
PHP 2 Days,
TOTAL:
500.00 1 Hour,
1192
18 Minutes
6. Process UP Vehicle Pass Applications for Contractors

The UP Vehicle Pass is issued to contractors of the different infrastructure projects
or developments within the campus. The validity of the said vehicle pass depends
on the project’s completion and is granted on a need basis.
The vehicle pass may be issued upon the endorsement of the Office of the Campus
Architect, the Project Management Office, Office of the Vice Chancellor for Planning
and Development and Office of the Vice President for Development.
Type of
Transaction:
Who may avail: Project contractors and developers
Endorsement letter from the responsible office OVPD, OVCPD, PMO, OCA
supervising the project/development
Properly accomplished application form OVCCA or download from ovcca.upd.edu.ph
Valid government issued Identification Card GSIS, SSS, DFA, BIR, NBI, PHILHEALTH,
(1 photocopy) POST OFFICE, LTO

LTO

LTO
photocopy)

1. Submit letter of 1. Evaluate submitted Administrative

request, duly letter of request, None 5 Minutes
Assistant II
accomplished application form and
application form required documents OVCCA
and photocopies
of the required
1193
documents/IDs 1.1 Encode and enter the
to OVCCA request into the
database 5 Minutes

to the VCCA for
appropriate action
1.3 Update the database Executive

1 Day
to include the Assistant III
VCCA’s action to the OVCCA
request
1.4 Process approved

UP Vehicle Pass
1.5 Laminate the vehicle 5 Minutes

pass Administrative
Assistant II
party regarding the OVCCA
approval and invite
him/her to the 1 Day
OVCCA for the Order
of Payment
Community
Affairs Assistant
15 Minutes OVCCA
Administrative
Aide III
OVCCA
5 Minutes
Administrative
Assistant II
OVCCA
1194
Administrative
None 3 Minutes
2. Claim Order of 2. Issue Order of Assistant II
Payment from Payment
OVCCA
the OVCCA
3. Pay
corresponding 3. Collect payment from PHP 30 Minutes Special
fee to the the requesting party Collecting Officer
Designated 500.00
OVCCA
Special 3.1 Issue Official Receipt
Collecting
Officer
None 3 Minutes
4. Present Official 4. Photocopy Official Administrative
Receipt to the Receipt for records Assistant II
OVCCA as proof purposes
of payment OVCCA
5. Claim UP
Assistant II
Vehicle Pass at 5. Ask requesting party
the OVCCA to sign the OVCCA’s OVCCA
receiving copy None
5.1 Release vehicle pass

2 Minutes
2 Days,
PHP
TOTAL: 1 Hour,
500.00
16 Minutes
1195
7. Processing of Requests to post tarpaulins for Student
Organizations
The approval to post tarpaulins may be granted to students who wanted to promote
their school activities. The approval is valid only for posting at the following:
Academic Oval, University Avenue, in front of Vinzons Hall, and University Avenue
corner C.P. Garcia Avenue.
Type of
Transaction:
Who may avail: All UP Students and Student Organizations
Activity Form (AF) and letter of request with

endorsement from: OVCSA and OSPA
5.2 Office of the Vice Chancellor for Student
Affairs (OVCSA) and Office of Student
Projects and Activities (OSPA), if
activity/event is sponsored by a student
organization; or
5.3 College Dean, if the activity/event is
sponsored by a college-based
organization Requesting Party’s respective college

1. Evaluate submitted 5 Minutes

1. Submit the application forms Administrative
None
OVCSA and Assistant II
OSPA-endorsed 1.1 Encode and enter the
AF or Dean- request into the OVCCA
endorsed letter of database 5 Minutes
request and duly
accomplished 1.2 Endorse the request
application form to to the VCCA for
the OVCCA appropriate action
1.3 Update the database 1 Day

to include the
1196
VCCA’s action on the Executive
request Assistant III
OVCCA
party regarding the
approval of his/her 5 Minutes
request and invite
him/her to claim Administrative
approval from Assistant II
OVCCA
OVCCA
10 Minutes
2. Claim approval 2. Photocopy the Administrative

None 3 Minutes
from the OVCCA approved request Assistant II
(for records
purposes) OVCCA
2.1 Ask the requesting

party to sign the
OVCCA’s receiving
copy 3 Minutes
2.2 Release the original

approved request to
(copy furnished the
Campus
Maintenance Office)
1197
3 Minutes
party to bring their
tarpaulins to the
Campus
Maintenance Office
for posting
5 Minutes
Receiving
Personnel
3. Bring OVCCA- CMO
approved
application form
and tarpaulins to
the Campus
Maintenance
Office for its
placement in the
approved
locations
1 Day,
TOTAL: None
39 Minutes
1198
8. Process Requests to post tarpaulins for Alumni Associations or
organized groups of Alumni
The approval to post tarpaulins may be granted to UP units and/or offices and the
employees’ organizations to promote their respective activities. The approval is valid
only for posting at the following: Academic Oval, University Avenue, in front of
Vinzons Hall, and University Avenue corner C.P. Garcia Avenue.
Type of
Transaction:
Who may avail: Alumni associations and organized groups of Alumni
Letter of request with endorsement from the Requesting Party

requesting party’s respective college/unit
PERSON
FEES TO PROCESSING
BE PAID TIME
E
1. Submit letter of 5 Minutes

request to 1. Evaluate
completeness of None
OVCCA
request Administrative
Assistant II
1.1 Encode and enter
the request into the OVCCA
5 Minutes
database

to the VCCA for
appropriate action

to include the
1199
1.4 Inform the requesting OVCCA
party regarding the
request and invite
him/her to claim
approval from Administrative
OVCCA Assistant II
OVCCA
10 Minutes
2. Pick up approval 2. Photocopy the

from the OVCCA approved request None 3 Minutes Administrative
(for records Assistant II
purposes)
OVCCA
party to sign the
OVCCA’s receiving
copy (copy furnished
the Campus 5 Minutes
Maintenance Office)

approved request to

1200
tarpaulins to the
Campus
Maintenance Office
for posting 3 Minutes
5 Minutes
Receiving
Personnel
3. Bring OVCCA-
approved CMO
application form
and tarpaulins to
the Campus
Maintenance
Office for its
placement in the
approved
locations
1 Day,
TOTAL: None
39 Minutes
1201
9. Process Requests to post posters on Bulletin Boards for Alumni
and Non-UP Entities
The approval to post posters on bulletin boards located at common areas and
outside the offices/colleges within the Diliman campus may be granted to UP units:
Faculty, REPS, Staff and/or Alumni. Approved posters are valid for two (2) weeks.
Type of
Government to Citizens, Government to Business
Transaction:
Who may avail: Alumni and Non-UP Entities
Posters for approval and posting Requesting Party
1. Submit duly 5 Minutes Receiving

None
application form
OVCCA
and posters for
posting to the 1. Evaluate submitted
OVCCA application form and
posters
1 Hour
Executive
1.1 Endorse request to Assistant II
the VCCA for
appropriate action OVCCA
1.2 Issue Order of

Payment 3 Minutes
Administrative
1.3 Prepare posters for
Assistant II
the stamping of
approval and validity OVCCA
date 2 Hours
Administrative
Aide III
OVCCA
1202
Special
30 Minutes Collecting
2. Pay Officer
corresponding 2. Collect payment
fees to the OVCCA
Special None
Type of announcement:
Collecting Officer
a. Non-profit
b. Income generating PHP
i. Alumni
100.00
ii. Non-UP PHP
2.1 Issue Official Receipt 200.00

3. Submit Official
3. Photocopy Official Assistant II
Receipt to
Receipt and poster
OVCCA as proof
for record purposes
of payment

4. Release OVCCA- Assistant II
4. Claim OVCCA- approved posters to
approved posters requesting party
for posting
3 Hours,
TOTAL: None
46 Minutes
1203
10. Processing of Requests for Use of Grounds: Events and Fun Runs
(UP Students)
Requests for the use of the University grounds shall be allowed for students, faculty,
REPS, staff and alumni. Consideration may be given to other government units,
depending on their purposes for using the University’s grounds. Political and
religious events are not allowed to be held on the University’s open common
grounds.
Office or
Division:
Type of
Transaction:
UP Students and Non-UP units in coordination with student organizations of
Who may avail:
UP units
Activity Form (AF) and letter of request

with endorsement from: OVCSA and OSPA
a. Office of the Vice Chancellor for
Student Affairs (OVCSA) and Office of
Student Projects and Activities (OSPA)
if activity/event is sponsored by a
student organization; or
b. College Dean if the activity is
sponsored by a college-based
organization Requesting Party’s respective college/unit
Letter of request addressed to the VCCA Requesting Party
Program of activities Requesting Party
Route map (if applicable) Requesting Party
Program lay-out Requesting Party
Security flow (if applicable) Requesting Party
Details of vehicles that will enter the Requesting Party
University’s premises (if applicable)
1204
1. Submit the Administrative

1. Evaluate submitted None 5 Minutes
following to the Assistant II
letter of request,
OVCCA at
application form OVCCA
least 20 Days
and other
before the
requirements stated
scheduled
above
activity:
a.i OVCSA and
OSPA-
the request into the
endorsed
database
AF and
letter of 1.2 Ask the following
request; or offices to evaluate,
a.ii Letter of assess, compute
request and recommend
appropriate action 15 Minutes
endorsed by
for the request:
the College
Dean (if a. Campus
applicable) Maintenance
b. duly Office:
accomplishe Personnel 5 Minutes
services and
d application
rental of
form; and
equipment/
c. other property
requirement b. UMT: Use of
s stated Electricity/Water
c. UP Diliman
above
Police: Security/
Traffic
d. OVCCA: Rental
of facilities
3 Days
1.3 Prepare Order of
Payment
1.4 Invite requesting

party to the OVCCA
for the Order of
Payment
1205
3 Days
3 Days
1 Day
15 Minutes
5 Minutes

2. Claim Order of Assistant II
Payment from
the OVCCA OVCCA
2. Issue Order of
Payment
i. Security Deposit
ii. Rental for Use of
Grounds
iii. Personnel Fees
iv. Electrical
Connection
v. Equipment Rental
vi. Delivery fee
1206
3. Pay
corresponding Special Collecting
30 Minutes
fees to the 3. Collect payment Refer to Officer
Special Table of
Collecting 3.1 Issue Official Rates below
Officer Receipt
4. Submit Official None 3 Minutes

Receipt to Administrative
OVCCA as Assistant II
proof of OVCCA
payment 4. Photocopy Official
Receipt for records
purposes 1 Day Executive
Assistant III
4.1 Endorse application
OVCCA
to the VCCA for
final action
4.2 Update the

database to include 15 Minutes Administrative
the VCCA’s action Assistant II
on the request
OVCCA
party to OVCCA to
claim approval 5 Minutes
5. Photocopy approval None 3 Minutes

Administrative
5. Claim approval for records Assistant II
from the purposes
OVCCA
OVCCA
5.1 Ask requesting
party to sign the
OVCCA’s receiving 3 Minutes
copy
1207
5.2 Release approval to
requesting party
(copy furnished to
concerned offices) 3 Minutes
None 7 Days
Administrative
6. Coordinate 6. Coordinate with the Assistant II
(paused-clock)
with OVCCA requesting party
regarding the regarding the OVCCA
preparation preparation and
and logistics logistics for the
for the event event
Security
Bond +
Rental of
Use of
Grounds =
Total Fees
18 Days,
TOTAL: 1 Hour,
Additional
Personnel 52 Minutes
Fees,
Electrical
Connection,
Equipment
Rental (if
applicable)
1208
RENTAL RATES FOR USE OF GROUNDS
Security Deposit PHP 5,000.00 or 10% of the total rent for the use of
(Refundable) grounds, whichever is higher
NON-COMMERCIAL USE
Location Rate (per hour)
Sunken Garden PHP 1,573.00
Lagoon PHP 1,375.00
Playground/ Academic Oval/ Parking Lot and other PHP 1,100.00
grounds
COMMERCIAL USE
Lagoon PHP 5,566.00
Playground/ Academic Oval/ Parking Lot and other PHP 3,146.00
grounds
ELECTRICAL CONNECTION
Fees depend on the electric equipment used and its voltage
PERSONNEL RATES
Electrician/Custodial Weekend/Holidays PHP 450.00
Services (rate for the first 4 After office hours PHP 380.00
hours)
Utility workers (rate for the Weekend/Holidays PHP 350.00
first 4 hours) After office hours PHP 300.00
Police/SSB Security and/or First 3 hours PHP 500.00
Traffic Assistance Every succeeding hour PHP 100.00
EQUIPMENT RENTAL
Type Rate
Barricade/s per piece/day PHP 1,573.00
Table/s per piece/day PHP 1,375.00
Chairs per piece/day PHP 1,100.00
Tent, Sound System, Generator First 4 hours PHP 1,000.00
Set, Payloader, High Pruner, Every succeeding PHP 100.00
Telescopic Chain Saw hour
Delivery fee PHP 200.00
(UP Alumni)
Request for the use of the University grounds shall be allowed for students, faculty,
grounds.
1209
Who may avail: Alumni associations and organized groups of Alumni
Letter of request addressed to the VCCA, with Requesting Party
endorsement from the Dean/Head of Unit
OVCCA or download from
Properly accomplished application form
ovcca.upd.edu.ph
Details of vehicles that will enter the University’s Requesting Party
premises (if applicable)
PROCES PERSON
FEES TO BE
CLIENT STEPS AGENCY ACTION SING RESPONSIB
PAID
TIME LE
1. Evaluate submitted None Administrative

1. Submit the letter of letter of request, Assistant II
request, with application form and 5 Minutes
OVCCA
endorsement from other requirements
the Dean/Head of stated above
Unit, duly
accomplished 1.1 Encode and enter the
application form and request into the
other requirements database
to the OVCCA at
least 20 Days 1.2 Ask the following
before the offices to evaluate,
scheduled activity assess, compute and 15
recommend Minutes
appropriate action for
the request:
a. Campus
Maintenance
Office: Personnel
services and rental
1210
of equipment/
property
b. UMT: Use of
Electricity/Water
c. UP Diliman Police:
Security/ Traffic
d. OVCCA: Rental of
facilities

Payment

party to the OVCCA 3 Days
for the Order of
Payment
3 Days
3 Days
1 Day
15
Minutes
5 Minutes
1211
Payment from the
2. Issue Order of OVCCA
OVCCA
Payment
i. Security Deposit
Grounds
iii. Personnel Fees
iv. Electrical
Connection
v. Equipment Rental
vi. Delivery fee
Refer to 5 Minutes Special

3. Pay corresponding 3. Collect payment Table of Collecting
fees to the Special Rates below Officer
4. Submit Official 4. Photocopy Official

Receipt to OVCCA Receipt for records Administrative
as proof of payment purposes Assistant II
None 3 Minutes
OVCCA
4.1 Endorse application
to the VCCA for final
action

to include the 1 Day Assistant III
VCCA’s action on the
request OVCCA

party to OVCCA to
claim approval
1212
15 Administrative
Minutes Assistant II
OVCCA
5 Minutes
5. Claim approval from

the OVCCA 3 Minutes Administrative
None Assistant II
5. Photocopy approval
for records purposes OVCCA
5.1 Ask requesting party 3 Minutes

to sign the OVCCA’s
receiving copy

requesting party
(copy furnished to
concerned offices) 3 Minutes
7 Days
None
Administrative
(paused- Assistant II
6. Coordinate with 6. Coordinate with the
clock)
OVCCA regarding requesting party OVCCA
the preparation and regarding the
logistics for the preparation and
event logistics for the event
Security
18 Days,
TOTAL: Bond +
Rental of 1 Hour,
Use of
1213
Grounds = 52
Total Fees Minutes
Additional
Personnel
Fees,
Electrical
Connection,
Equipment
Rental (if
applicable)

NON-COMMERCIAL USE
Lagoon PHP 1,375.00
Playground/ Academic Oval/ Parking Lot and other grounds PHP 1,100.00
COMMERCIAL USE
Lagoon PHP 5,566.00
PERSONNEL RATES
hours)
EQUIPMENT RENTAL
Type Rate
Tent, Sound System, Generator Set, First 4 hours PHP 1,000.00
Payloader, High Pruner, Telescopic Every succeeding PHP 100.00
Chain Saw hour
1214
(Other Government Offices)
Request for use of the University grounds shall be allowed for students, faculty,
grounds.
Type of Transaction: Government to Citizen, Government to Business
Who may avail: Other government offices
Letter of request addressed to the VCCA Requesting Party
PERSON
CLIENT STEPS AGENCY ACTION RESPONS
PAID TIME
IBLE
1. Evaluate submitted None 5 Minutes Administrati
1. Submit the letter of letter of request, ve Assistant
request, duly application form and II
accomplished other requirements
stated above OVCCA
application form
and other
requirements to the 1.1 Encode and enter the
OVCCA at least 20 request into the
Days before the database
scheduled activity
1.2 Ask the following
offices to evaluate,
1215
assess, compute and 15 Minutes
recommend
appropriate action for
the request:
a. Campus 5 Minutes
Maintenance
Office: Personnel
services and rental
of equipment/
property
b. UMT: Use of
Electricity/Water
Security/ Traffic
d. OVCCA: Rental of
facilities
1.3 Prepare Order of 3 Days

Payment

party to the OVCCA
for the Order of
Payment
3 Days
3 Days
1 Day
15 Minutes
5 Minutes
1216
Administrati
ve Assistant
None 5 Minutes
2. Claim Order of II
Payment from the OVCCA
OVCCA
2. Issue Order of
Payment
i. Security Deposit
Grounds
iii. Personnel Fees
iv. Electrical
Connection
v. Equipment Rental
vi. Delivery fee
Special
5 Minutes Collecting
3. Pay corresponding 3. Collect payment Refer to Officer
fees to the Special Table of
Collecting Officer 3.1 Issue Official Receipt Rates below
4. Photocopy Official None

4. Submit Official Receipt for records Administrati
Receipt to OVCCA purposes 3 Minutes ve Assistant
as proof of II
payment 4.1 Endorse application OVCCA
to the VCCA for final
action

to include the
1217
OVCCA
party to OVCCA to
claim approval 15 Minutes
Administrati
ve Assistant
II
OVCCA
5 Minutes
None Administrati
5. Claim approval 3 Minutes ve Assistant
from the OVCCA
II
5. Photocopy approval OVCCA
for records purposes
3 Minutes
5.1 Ask requesting party
receiving copy

requesting party
(copy furnished to 3 Minutes
concerned offices)
None 7 Days Administrati

ve Assistant
6. Coordinate with 6. Coordinate with the (paused-clock) II
OVCCA regarding requesting party
the preparation and regarding the OVCCA
1218
Security
Bond +
Rental of
Use of
Grounds =
Total Fees
18 Days,
TOTAL: 1 Hour,
Additional
Fees,
Electrical
Connection,
Equipment
Rental (if
applicable)

NON-COMMERCIAL USE
Lagoon PHP 5,566.00
COMMERCIAL USE
Lagoon PHP 13,673.00
PERSONNEL RATES
hours)
EQUIPMENT RENTAL
Type Rate
1219
Chain Saw hour
13. Processing of Requests for Use of Grounds:

Photography/Pictorials/Video Shoots (UP Students and Alumni)
Photography/pictorials conducted inside the University grounds need to secure prior
approval or permit from the Office of the Vice Chancellor for Community Affairs
(OVCCA). The permit is issued only for locations that are under the OVCCA, i.e. the
Lagoon, Academic Oval and other common outside University grounds. For Quezon
Hall, Palma Hall Steps and other buildings and their interiors, approval shall be
secured from their respective heads of units.
Who may avail: UP Students and Alumni
Properly accomplished application form, OR Requesting Party
Letter of request addressed to the VCCA, Requesting Party
specifying the following:
a. Date and time of shoot
b. Specific areas to shoot
c. Approximate number of users
d. Purpose of shoot
e. Props, if any
UP Identification Card (1 photocopy) Office of the University Registrar
Endorsement from the class adviser/head of Requesting Party
college (for shoots to be used for Academic
Purposes or college-related activity, if
applicable)
UPAA Identification Card/Diploma (1 photocopy, UP Alumni Association Office
for Alumni only)
1220
None
1. Submit the letter of 3 Minutes Administrative

request or duly Assistant II
accomplished OVCCA
other requirements 1. Evaluate submitted
to the OVCCA letter of request,
application form
and other
requirements stated 15 Minutes
above

the request in the
database
1.2 Endorse request to 2 Days

the VCCA for
Executive
appropriate action
Assistant III
1.3 Update the
database to include
the VCCA’s action 15 Minutes
on the request
Administrative
1.4 Invite requesting Assistant II
party to the OVCCA
to claim the OVCCA
approval
3 Minutes
2. Claim approval from None 3 Minutes Administrative

the OVCCA 2. Photocopy approval Assistant II
for records OVCCA
purposes

party to sign the
1221
copy

requesting party
5 Minutes
2 Days,
TOTAL: None
59 Minutes

Photography/Pictorials (Non-UP Users)
Those who considered UP users are as follows: Students, Faculty, REPS, Staff and
Alumni of the University.
Type of
Transaction:
Who may avail: Non-UP users
1222
OVCCA or download from ovcca.upd.edu.ph
Requesting Party
Properly accomplished application form, OR
Letter of request specifying the following:
d. Purpose of shoot
e. Props, if any

Administrative
1. Submit the letter None 5 Minutes Assistant II
of request or
duly OVCCA
accomplished
application form 1. Evaluate submitted
and other letter of request,
requirements to application form and
the OVCCA other requirements
stated above
15 Minutes
1.1 Encode and enter the
request in the
database
1.2 Endorse request to

the VCCA for
Executive Assistant
appropriate action 2 Days III
to include the
request
1.4 Invite requesting Administrative

party to the OVCCA Assistant II
15 Minutes
to claim the approval OVCCA
1223
5 Minutes
2. Issue Order of 5 Minutes

Payment Administrative
Payment from
PHP OVCCA
the OVCCA Rate per hour:
3,146.00
3. Pay
corresponding 30 Minutes Special Collecting
fees to the 3. Collect payment Officer
Special based on the Order
PHP OVCCA
Collecting of Payment
Officer 3,146.00
3.1 Issue Official X no. of
Receipt hours =
Total
amount to
be paid
4. Submit Official None 3 Minutes Administrative

Receipt to 4. Photocopy Official Assistant II
OVCCA as proof Receipt for records
of payment purposes OVCCA
3 Minutes
5. Claim approval
None Administrative
from the OVCCA
5. Photocopy approval Assistant II
OVCCA
5.1 Ask the requesting 15 Minutes

party to sign the
1224
OVCCA’s receiving
copy
5 Minutes
requesting party
PHP
3,146.00
2 Days,
X no. of
TOTAL: hours = 1 Hour,
Total 41 Minutes
amount to
be paid
15. Processing of Requests for Use of Grounds: Film Shooting for

Motion Picture/Television (Non-UP Users: Commercial use)
Video shoots for Motion Pictures/Television conducted inside the University grounds
need to secure prior approval or permit from the Office of the Vice Chancellor for
Community Affairs (OVCCA). The permit is issued only for locations that are under
the OVCCA, i.e. the Lagoon, Academic Oval and other common outside University
grounds. For Quezon Hall, Palma Hall Steps and other buildings and their interiors,
approval shall be secured from their respective heads of units.
Who may avail: Non-UP users
1225
Letter of request specifying the following: Requesting Party
d. Purpose of shoot
e. Props, if any

Administrative
1. Submit the letter of Assistant II
request or duly 5 Minutes
1. Evaluate OVCCA
accomplished
submitted letter of
application form
request, None
and other
application form
requirements to the
and other
OVCCA
requirements
stated above
1.1 Encode and enter 15 Minutes

the request in the
database
1.2 Endorse request

to the VCCA for
appropriate action Executive
Assistant III
1.3 Update the
OVCCA
database to
include the 2 Days
VCCA’s action on
the request
Administrative
Assistant II
party to the OVCCA
OVCCA to claim
the approval 15 Minutes
1226
5 Minutes
Assistant II
2. Claim Order of 2. Issue Order of
Payment OVCCA
Payment from the
OVCCA
Rate per hour: PHP
13,068.00
25 Minutes
3. Pay corresponding 4. Collect payment Special Collecting
fees to the Special based on the PHP
Officer
Collecting Officer Order of Payment 13,068.00
OVCCA
X no. of
4.1 Issue Official
hours = Total
Receipt
amount to be
paid
4. Submit Official None 3 Minutes Administrative

Receipt to OVCCA 5. Photocopy Official Assistant II
as proof of Receipt for
payment records purposes OVCCA
5. Claim approval Assistant II
None
from the OVCCA
1227
5. Photocopy OVCCA
approval for
records purposes
15 Minutes
6.1 Ask the
requesting party
to sign the
OVCCA’s
receiving copy
5 Minutes
5.2 Release approval

to requesting
party
PHP
13,068.00
2 Days,
X no. of
TOTAL: 1 Hour,
hours =
Total 36 Minutes
amount to
be paid
RENTAL RATES FOR USE OF GROUNDS: FILM SHOOTING

Venue Rates (per hour)
Interior PHP 20,812.00
Exterior PHP 13,068.00
Security Deposit (Refundable) PHP 5,000.00 or 10% of the total
rent for the use of grounds,
whichever is higher
1228
16. Processing of Request for Entry of Vehicles (Students, Alumni,
Non-UP users)
The Office of the Vice Chancellor for Community Affairs issue permits for the
entrance of non-University connected vehicles inside the campus. However, permits
shall only be issued to those who have official businesses within the University.
Who may avail: Students, Alumni, Non-UP users
Requesting Party
Letter of request with the required information:
1. Date and time of entry
2. Purpose of entry
3. Plate number of vehicle/bus
4. Endorsement from the Unit (to be visited
or who will be providing service for)

1. Submit the letter of 1. Evaluate submitted None 5 Minutes

request to the letter of request
OVCCA Administrative
1.1 Enter and encode the Assistant II
request in the OVCCA
database 15 Minutes

the VCCA for
appropriate action

to include VCCA’s
action to the request 2 Days
Executive
Assistant III
party regarding the OVCCA
approval
1229
15 Minutes
Administrative
Assistant II
OVCCA
5 Minutes
2. Claim approval 2. Release approval to None
from the OVCCA requesting party Assistant II
OVCCA
2 Days and
TOTAL: None
45 Minutes
1230
Office of the Vice Chancellor for Community
Affairs
(OVCCA)
Internal Services
1231
1. Process UP Vehicle Sticker Applications for University Officials,
Faculty, REPS and Staff
The UP Vehicle Sticker is issued to University officials, faculty, REPS and staff who
have vehicles in order to access the University’s portals. It is valid for one (1)
Academic Year. An official, faculty, REPS or staff may only apply for a maximum of
two (2) vehicle stickers each.
Type of
Transaction:
Who may avail: University Officials, Faculty, REPS and Staff
ovcca.upd.edu.ph
LTO

LTO
photocopy)
Appointment Papers/Contract of Service (For Administrative Officer of the Requesting

non-permanent UP employees) (1 photocopy) Party’s respective office/unit/college
Company certification (if requesting party is not

Requesting Party
the registered owner)
(1 photocopy)
1232
None 15 Minutes Planning Officer

III/
1. Submit duly 1. Evaluate submitted Administrative

accomplished UP application form and Assistant II/
Diliman Vehicle required documents Community
Sticker Affairs Assistant
Application Form 1.1 Forward documents OVCCA
and photocopies to Releasing Section
of the required for the release of the
documents/IDs to complimentary sticker
OVCCA (for the requesting
party’s first vehicle)
1.2 Issue Order of

Payment (for the
second vehicle)
2. Pay prescribed Special Collecting

First 30 Minutes
fee to the 2. Collect payment from Officer
vehicle:
designated the requesting party OVCCA
Special None
Second
vehicle:
PHP
500.00

3. Present Official
3. Write down the Officer I
Receipt as proof
Official Receipt
1233
of payment to the number on the OVCCA
OVCCA requesting party’s UP
Vehicle Sticker
application form
Administrative
5 Minutes Officer I
None
OVCCA
4. Sign logbook as
proof as proof of
receipt of UP 4. Ask requesting party
Vehicle Sticker to sign logbook as
Vehicle Sticker 5 Minutes
4.1 Release the UP

OVCCA personnel to
vehicle

Sticker on the Administrative
requesting party’s 30 Minutes
Aide III/
registered vehicle Administrative
Aide IV
OVCCA
1 vehicle 1 Hour,
TOTAL: = None 30 Minutes
1234
2
vehicles
= PHP
500.00
2. Process UP Gate Pass Application for Faculty, REPS and Staff

The UP Gate Pass is issued to University faculty and staff in lieu of the UP Vehicle
Sticker. Gate Passes are issued only to those who do not have vehicle stickers and
is free of charge. It is valid for one (1) Academic Year only.
Type of
Transaction:
Who may avail: Faculty, REPS, Staff with no UP Vehicle Sticker
Employee’s name Requesting Party
Unit/College Requesting Party
UP Identification Card (1 scanned copy) Office of the University Registrar
Appointment Paper/Contract of Service

Administrative Office of the Requesting Party’s
(for Non-permanent personnel) (1 scanned respective office/unit/college
copy)
2x2 photo (1 piece) Requesting Party

1. Email requesting Planning Officer III

1. Email to OVCCA party to acknowledge None 5 Minutes
the required receipt of request OVCCA
information and
documents 1.1 Check UP Car
Sticker database to
ensure that no UP
Vehicle Sticker was
1235
issued to requesting 5 Minutes
party
1.2 Prepare gate pass

for batch processing
1.3 Laminate the gate

passes
1.4 Email requesting

party that his/her
gate pass is ready for Community Affairs
1 Day Assistant
pick up
OVCCA
1 Day Administrative
Aide III
OVCCA
3 Minutes
Planning Officer III
OVCCA

2. Claim UP Gate Assistant II
Pass from the 2. Ask requesting party
OVCCA to sign the receiving OVCCA
copy
2.1 Release the UP

Gate Pass to the 2 Minutes
requesting party
2 Days,
TOTAL: None
18 Minutes
1236
3. Process Requests to post tarpaulins for UP units and/or offices
and UP-accredited organizations
The approval to post tarpaulins may be granted to UP units and/or offices and the
employees’ organizations to promote their respective official activities. The approval
is valid only for posting at the following: Academic Oval, University Avenue, in front
of Vinzons Hall, and University Avenue corner C.P. Garcia Avenue.
Office or
Division:
Type of
Transaction:
Who may avail: UP units/offices and UP-recognized/accredited organizations
Letter of request with endorsement from the Requesting Party

Head of Unit
1. Submit letter of 1. Evaluate 5 Minutes Administrative

request to completeness of Assistant II
None
OVCCA request OVCCA

the request into the 5 Minutes
database

to the VCCA for
appropriate action
1.3 Update the database 1 Day Executive Assistant
to include the
III
request OVCCA

party regarding the
request and invite Administrative
him/her to claim Assistant II
1237
approval from OVCCA
OVCCA
10 Minutes
2. Pick up None Administrative

approval from Assistant II
3 Minutes
the OVCCA 2. Photocopy the
OVCCA
approved request
(for records
purposes)

party to sign the
OVCCA’s receiving
copy
5 Minutes
approved request to
(copy furnished the
Campus
Maintenance Office)

3 Minutes
tarpaulins to the
Campus
Maintenance Office
for posting
1238
5 Minutes
Receiving
3. Bring OVCCA-
Personnel
approved
application form CMO
and tarpaulins
to the Campus
Maintenance
Office for its
placement in
the approved
locations
1 Day,
TOTAL: None
39 Minutes
4. Process Requests to post posters on Bulletin Boards for UP

offices/units and Employees
The approval to post posters on bulletin boards located at common areas and
outside the offices/colleges within the Diliman campus may be granted to UP units:
Faculty, REPS, Staff and/or Alumni. Approved posters are valid for two (2) weeks.
Type of
Transaction:
Who may avail: Faculty, REPS, Staff
1239
Posters for approval and posting Requesting Party
Receiving
Personnel
5 Minutes
1. Submit duly OVCCA
accomplished None
application form
and posters for
posting to the 1. Evaluate submitted
application form and Executive Assistant
OVCCA
posters 1 Hour III
OVCCA
to the VCCA for
appropriate action
1.2 Issue Order of 3 Minutes

Payment
Administrative Aide
III
1.3 Prepare posters for
the stamping of OVCCA
approval and validity 2 Hours
date
30 Minutes
2. Pay 2. Collect payment Special Collecting

corresponding
None Officer
fees to the Special Type of announcement:
Collecting Officer PHP OVCCA
a. Non-profit
b. Income generating 100.00
1240

3. Submit Official
3. Photocopy Official Assistant II
Receipt to
Receipt and poster
OVCCA as proof
for record purposes
of payment

4. Claim OVCCA- 4. Release OVCCA- Assistant II
approved posters approved posters to
for posting requesting party
3 Hours,
TOTAL: None
46 Minutes

(UP Units: Faculty, REPS, Staff and UP-accredited employees’
organizations)
Request for the use of the University grounds shall be allowed for students, faculty,
grounds.
Who may avail: UP Faculty, REPS, Staff and UP-accredited employees’ organizations
1241
Letter of request addressed to the VCCA, with Requesting Party
endorsement from the Dean or Head of Unit
PERSON
PAID TIME
E
1. Submit the letter of 1. Evaluate submitted

letter of request, None
request, with
application form and Administrative
endorsement from 5 Minutes
other requirements Assistant II
the Dean or Head of
Unit, duly stated above OVCCA
accomplished
application form and 1.1 Encode and enter the
other requirements request into the
to the OVCCA at database
least 20 Days
before the 1.2 Ask the following
scheduled activity offices to evaluate,
assess, compute and
recommend
appropriate action for 15 Minutes
the request:
a. Campus
Maintenance
Office: Personnel
services and rental 5 Minutes
of equipment/
property
b. UMT: Use of
Electricity/Water
Security/ Traffic
1242
d. OVCCA: Rental of
facilities

Payment
3 Days
party to the OVCCA
for the Order of
Payment
3 Days
3 Days
1 Day
15 Minutes
5 Minutes
2. Issue Order of None

2. Claim Order of Payment
Administrative
Payment from the 5 Minutes
Assistant II
OVCCA i. Security Deposit
ii. Rental for Use of OVCCA
Grounds
iii. Personnel Fees
iv. Electrical
Connection
1243
v. Equipment Rental
vi. Delivery fee
3. Pay corresponding 3. Collect payment Refer to 5 Minutes Special

fees to the Special Table of Collecting
Collecting Officer 3.1 Issue Official Receipt Rates below Officer
4. Submit Official 3 Minutes Administrative

Receipt to OVCCA Assistant II
None
as proof of payment OVCCA
4. Photocopy Official
Receipt for records
purposes 1 Day
Executive
4.1 Endorse application Assistant III
to the VCCA for final OVCCA
action

to include the 15 Minutes
VCCA’s action on the Administrative
request Assistant II
OVCCA
party to OVCCA to
claim approval
5 Minutes
1244
Administrative
5. Claim approval from None 3 Minutes Assistant II
the OVCCA
OVCCA
5. Photocopy approval
3 Minutes
receiving copy

requesting party
(copy furnished to 3 Minutes
concerned offices)
None 7 Days
Administrative
6. Coordinate with 6. Coordinate with the (paused-clock) Assistant II
OVCCA regarding requesting party OVCCA
the preparation and regarding the
Security
Bond +
Rental of
Use of
Grounds =
Total Fees 18 Days,
TOTAL: 1 Hour,
Additional 52 Minutes
Personnel
Fees,
Electrical
Connection,
Equipment
1245
Rental (if
applicable)

Security Deposit PHP 5,000.00 or 10% of the total rent for the use
(Refundable) of grounds, whichever is higher
NON-COMMERCIAL USE
Lagoon PHP 1,375.00
COMMERCIAL USE
Lagoon PHP 5,566.00
PERSONNEL RATES
Electrician/Custodial Services Weekend/Holidays PHP 450.00
(rate for the first 4 hours) After office hours PHP 380.00
EQUIPMENT RENTAL
Type Rate
Chain Saw hour
1246
Photography/Pictorials/Video Shoots (Faculty, REPS and Staff)
Type of
Transaction:
Who may avail: UP Faculty, REPS and Staff
Properly accomplished application form, OR OVCCA or download from ovcca.upd.edu.ph
Letter of request addressed to the VCCA, Requesting Party
specifying the following:
d. Purpose of shoot
e. Props, if any
Endorsement from the Head of Unit (for Requesting Party
Academic Purposes or college-related
activities, if applicable)
3 Minutes
1. Submit the letter Administrative
of request or duly None Assistant II
accomplished 1. Evaluate submitted
OVCCA
application form letter of request,
and other application form and
requirements to other requirements
the OVCCA stated above
1247
1.1 Encode and enter the 15 Minutes
request in the
database

the VCCA for
appropriate action
2 Days
to include the Assistant III
request
1.4 Invite requesting 15 Minutes Administrative

party to the OVCCA Assistant II
to claim the approval
OVCCA
3 Minutes
None Administrative
2. Claim approval
3 Minutes Assistant II
from the OVCCA
2. Photocopy approval OVCCA

party to sign the
copy

requesting party
5 Minutes
1248
2 Days,
TOTAL: None
59 Minutes
7. Processing of Request for Entry of Vehicles (UP Academic and

Non-academic Units, Faculty, REPS and Staff)
The Office of the Vice Chancellor for Community Affairs issue permits for the
entrance of non-University connected vehicles inside the campus. However, permits
shall only be issued to those who have official businesses within the University.
Who may avail: UP Academic and Non-academic Units, Faculty, REPS and Staff
Requesting Party
Letter of request with the required information:

1. Date and time of entry
2. Purpose of entry
3. Plate number of vehicle/bus
4. Endorsement from the Unit (to be visited
or who will be providing service for)


1. Submit the letter of 1. Evaluate submitted Assistant II
request to the letter of request for
OVCCA OVCCA
completeness
1.1 Enter and encode the

request in the
database
15 Minutes
the VCCA for
appropriate action
1249
to include VCCA’s Assistant III
action to the request 2 Days
OVCCA
party regarding the
Administrative
approval
OVCCA
5 Minutes
2. Claim approval 2. Release approval to Administrative

None 5 Minutes
from the OVCCA requesting party Assistant II
OVCCA
2 Days,
TOTAL: None
45 Minutes
8. Processing of Off-Campus Housing Soft Loan Applications (for UP

Employees only)
The University recognizes its employees need for housing facilities and/or additional
financing in connection with their housing needs. The Off-Campus Housing loan
facility is available to University employees (1) to purchase property (old and new);
(2) for construction/improvement/completion of a property; and (3) as supplement to
an approved housing loan facility from other agencies (e.g. Pag-IBIG Fund, GSIS,
etc.).
1250
Type of
Transaction:
Who may avail: Permanent Faculty, REPS and Staff
1. Properly accomplished application form
2. Attach the following documents based on
purpose of loan: OVCCA or download from ovcca.upd.edu.ph
a. To purchase a property (old or new)

1. Certified True Copy of Pag-IBIG
Fund Housing Loan Application
2. Certified True Copy of contract or
equivalent agreement between
loan requesting party and
contractor/funding entity Location Pag-IBIG Fund
3. Notarized Agreement to
Sell/Intent to Sell duly signed by
contractor/developer/ owner
4. Location and specifications of Requesting Party
project/property
b. For renovation/ improvement/

construction of house
1. Certified True Copy of Land Title
1.1. (If Land Title is not under the Requesting Party
name of requesting
party/spouse) Notarized
written expression of
owner/rightful party/ies’
consent for requesting party Requesting Party
to construct on the property
2. Estimate of bill of materials and
labor cost
3. Location and specifications of
project/property
4. Photos of property/parts of the
house to be renovated/improved
Registry of Deeds
c. As supplement to an approved
housing loan facility from other
agencies
1. Certified True Copy of approved
Pag-IBIG loan or equivalent
agreement with funding entity
1251
2. Pag-IBIG or financing entity’s re-
computation of amortization after
factoring in the amount to be
loaned from UP
Requesting Party
Requesting Party
Requesting Party
Pag-IBIG Fund
Pag-IBIG Fund or Requesting Party’s chosen

financing entity

other documents None 20 Days Receiving
1. Submit properly
Personnel
accomplished
application form 1.1 Encode and enter the OVCCA
and other request in the
documents to the database
OVCCA Administrative
1.2 Forward file to the Assistant II
Human Resources
1252
Development Office OVCCA
for certification that
is in active service,
not on leave of
absence without pay
or has no pending
administrative case
1.3 Forward file to the

UPD Accounting
Office for certification
that the requesting
party’s monthly net
pay will not be less
than PHP5,000 (or
the mandated
minimum take home
required by the
government after
loan deduction) after
deducting the
monthly amortization
of the applied loan
1.4 The UPD Committee

on Housing Soft
Loan evaluates the
application and
recommends action
for approval or
disapproval of the
loan application.
1.5 Endorse the

application to the
Chancellor for
appropriate action
1.1 Invite the employee

with approved
application to come
to OVCCA and sign
Authorization to
Deduct Salary
1253
1.2 Prepare the
summary of monthly
deduction of loan,
Disbursement
Voucher and
corresponding
Budget Utilization.
VCCA signs the DV

and BUR and informs
the UP Accounting
Office of the
corresponding
monthly deductions.
1.3 Forward the

approved soft loan
application,
Disbursement Executive Assistant
Voucher and Budget III
Utilization Request to
UPD Budget office OVCCA
for budget clearance.
The Budget Office

then forwards the
documents to the
Accounting Office for
the processing of Administrative
payment. The Assistant II
Accounting Office
OVCCA
shall then forward the
same to the UPD
Cash Office for the
release of check
payment.
Planning Officer III
OVCCA
1254
Administrative
Assistant II
OVCCA
10 Days
(paused-clock)
1255
2. Claim check from None
the UP Cash
Office
TOTAL: None 30 Days
1256
Campus Maintenance Office
(CMO)
External Services
1257
1. Attend to Request for Repair and Maintenance of Buildings,
Dormitories, Housing Units and Grounds of Students and
Maintenance and upkeep of University facilities are essential in ensuring the delivery
of highest quality of service to the University’s stakeholders. This involves delivery of
maintenance and repair services to building and infrastructure systems which
include carpentry works, electrical works, plumbing works, painting works and road
repairs.
Office or Division: Administrative Division, Campus Maintenance Office (CMO)
Type of
Transaction:
Who may avail: Students and University-accredited Organizations/Associations
Properly accomplished Job Request Form CMO

1pc
PERSON
FEES TO PROCESSING
BE PAID TIME
BLE
1. Submit properly
accomplished Job
1. Receive and evaluate None 15 Minutes Receiving
Request Form
submitted Job Personnel
Request Form CMO

the Director for 1 Hour
evaluation, approval
30 Minutes
and assignment of
task
1.2 Attend to requesting

party’s concern
1258
2 Days
Foreman and
Team
CMO
2 Days, 1
TOTAL: None Hour,
45 Minutes
2. Attend to Request for Hauling Services of UP Academic and Non-

Academic Units
The Campus Maintenance Office includes in its fleet 2 trucks that provide hauling
services to different units of the University. Because of this, CMO is the only unit
capable of assisting in the transfer of unserviceable property, especially bulky and
high volume bathes, from their respective units to the Supply and Property
Management Office.
For this specific service, the requesting party shall provide for the gasoline that will
be used by the hauling truck/s.
Office or
Administrative Division, Campus Maintenance Office (CMO)
Division:
Type of
Transaction:
Who may avail: All UP Academic and Non-Academic Units

1pc
1. Submit 1. Receive and evaluate Receiving

properly submitted Job Personnel
None 15 Minutes
accomplished Request Form
CMO
Job Request
Form 1.1 Endorse request to
the Director for
1259
and assignment of
1 Hour
task
30 Minutes
party’s concern for
repairs
2 Days
Foreman and
Team
CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
3. Attend to Request for the Inspection of Academic and Non-

Students and Non-UP Units
As part of good facilities management practices, the Campus Maintenance Office
also attends to requests for preventive maintenance inspection of different University
facilities. This involves ocular inspection of the facilities, checking of building utilities
and systems to make sure that any concern is addressed before maintenance
problems that may affect operations arise.
Students, University-accredited Organizations/Associations and
Who may avail:
business concessionaires

1pc
1260
Receiving
Personnel
None 15 Minutes
1. Submit properly CMO
accomplished Job 1. Receive and
Request Form evaluate submitted
Job Request Form
1.1 Endorse to the 1 Hour

Director for
30 Minutes
evaluation,
approval and
assignment of
request
1.2 Prepare and 2 Days

Submit Inspection Foreman and
Report (and Cost Team
Estimate if
applicable) CMO
None 15 Minutes Releasing

2. Claim Inspection 2. Release Inspection
Report (and/or Cost Personnel
Report (and Cost
Estimate if Estimate if CMO
applicable) from applicable) to
CMO requesting party
TOTAL: None 2 Days,

2 Hours
1261
4. Attend to Request for Posting of Tarpaulins for Students and
Posting of tarpaulins allow the promotion of the many events and programs hosted
and initiated by the University. It also adds to the character of the campus as an
institution. The Campus Maintenance Office is equipped with the necessary
equipment’s and skilled personnel who assist organizers and various University
units in setting up these promotional materials on designated areas.
OVCCA-approved letter of request Requesting Party
Tarpaulins (for posting; approved standard size) Requesting Party
Receiving
1. Submit properly None 15 Minutes Personnel
accomplished Job
1. Receive and evaluate CMO
Request Form
Job Request Form
1 Hour
1.1 Endorse to the
Director for 30 Minutes
and assignment of
request
1. Claim approval of None 2 Days

request BMD Foreman
2. Attend to requesting and Team
party’s concern and CMO
1262
post tarpaulins on
approved locations
2 Days,
TOTAL: None 1 Hour,
45 Minutes
5. Attend to Emergency Response Request (Quick Response Team)

of Students and University-accredited Organizations/Associations
Maintenance emergencies can occur even outside office hours. To ensure that such
issues are addressed and their negative impacts prevented or minimized, the
Campus Maintenance Office provides emergency maintenance response to such
cases that occur outside office hours.
Office or Division: Quick Response Team, Campus Maintenance Office (CMO)
Phone call or text message sent via the QRT Requesting Party
number: 09777841234
1pc
None 2 Minutes QRT Team Leader
1. Call or text request 1. Receive request and CMO
via QRT hotline gather all necessary
number: information, including
09777841234, exact location of the
state the request request
and location
1.2 Give out orders to

3 Minutes
the other members
of the QRT
1263
1.1 Proceed to the area
of the requesting
party and 30 Minutes QRT
immediately attend CMO
to concern
6. Attend to Request for Assistance for Physical Arrangement and

Plant Decorations of Students and University-accredited
Organizations/ Associations
The Campus Maintenance Office provides physical arrangement and decoration
services to the many events hosted by the University. It has a team of experienced
decorators that are familiar with the appropriate physical and decoration setups in
the University’s many event spaces.
Type of
Transaction:
CMO
Properly accomplished Job Request Form

1. Submit properly
accomplished Job None 15 Minutes Receiving
Request Form 1. Receive submitted Job Personnel
Request Form and
check for CMO
1264
completeness of
information
1.1 Endorse to the

1 Hour
Director for
evaluation, approval 30 Minutes
and assignment of
request

party’s need for
assistance on
physical arrangement
and decoration 2 days
Foreman and
Team
CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
7. Attend to Request for Grass Cutting and Pruning Activities of

Students and University-accredited Organizations/Associations
Outside the University’s hundreds of buildings are hectares of open spaces that
require periodical grass cutting and tree pruning to keep the campus safe to all
stakeholders. It has several teams of grass cutters and a tree pruning crew that
attend to request around the University.
For this service, the requesting party shall provide for the gasoline.
1265
CMO

15 Minutes
None Receiving
1. Submit properly Personnel
accomplished Job
CMO
Request Form
1. Receive and
evaluate submitted
Job Request Form 1 Hour
30 Minutes
1.1 Endorse to the
Director for
and assignment of
request

2 Days
party’s concern and GSAD Foreman
to proceed to location and Team
for grass cutting and CMO
pruning
2 Days,
TOTAL: None 1 Hour,
45 Minutes
1266
8. Provide Rental of Sound System, Generator Set, Tent, Payloader,
Tents, Tables, Chairs and Barricades to Students and University-
accredited Organizations/Associations
Because of the office’s usual engagement in the preparation for University events,
the Campus Maintenance Office also rents out equipment that are commonly used
in such occasions. Most of the time, these items require the assistance of CMO
personnel in the delivery, set-up and hauling out from the respective venues.
Type of
Transaction:
None Receiving
15 Minutes
1. Submit properly Personnel
accomplished Job CMO
Request Form 1. Receive and
evaluate submitted
Job Request Form
1 Hour
1.1 Endorse to the
30 Minutes
Director for
evaluation,
approval and
assignment of
request

Payment 1 Day
Administrative
Personnel
CMO
1267
2. Claim Order of None 15 Minutes Administrative
Payment from 1. Issue Order of
Personnel
CMO Payment to
requesting party CMO
Collecting Officer
2. Pay 25 Minutes
3. Collect payment Refer to UP Cash Office
corresponding
based on Table of
fees to the UP
prescribed fees Rates
Cash Office
below
Administrative
4. Submit Official
None Personnel
Receipt to CMO 15 Minutes
as proof of CMO
4. Receive and take
payment
note of the Official
Receipt
4.1 Forward Job Releasing

Request to Unit Personnel
Concerned for the CMO
delivery of the
rented equipment
4.2 Deliver rented

equipment to
requesting party Foreman and
1 Day Team
CMO
2 Days,
TOTAL: None 1 Hour,
55 Minutes
EQUIPMENT RENTAL
Type Rate
1268
Chain Saw hour
1269
Campus Maintenance Office
(CMO)
Internal Services
1270
1. Attend to Request for Repair of Service Vehicles and Other
Mechanical Equipment for UP Academic and Non-Academic Units
The Campus Maintenance Office houses a motor pool and mechanics that are
primarily responsible for the upkeep and repair of its fleet of passenger vehicles and
equipment. It also extends this service to the official vehicles of the University’s
various units.

1pc
PERSON
FEES TO PROCESSING
BE PAID TIME
LE
1. Submit properly 15 Minutes Receiving

accomplished Job Personnel
Request Form None CMO
1. Receive and evaluate
submitted Job
Request Form
1 Hour
the Director for 30 Minutes
and assignment of
task

repairs
2 Days
Foreman and
Team
1271
CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
2. Attend to Request for Repair and Maintenance of Buildings,

Dormitories, Housing Units and Grounds of Academic and Non-
Academic Units
Maintenance and upkeep of University facilities are essential in ensuring the delivery
of highest quality of service to the University’s stakeholders. This involves delivery of
maintenance and repair services to building and infrastructure systems which
include carpentry works, electrical works, plumbing works, painting works and road
repairs.
Faculty, REPS, Staff, Housing Units’ Lessees, Academic and Non-
Who may avail:
academic Units

1pc
PERSON
FEES TO PROCESSING
BE PAID TIME
E
1. Submit properly 1. Receive and

None
accomplished Job evaluate submitted
Request Form Job Request Form 15 Minutes
Receiving
Personnel
1.1 Endorse request to CMO
the Director for
and assignment of 1 Hour
task
1272
30 Minutes
party’s concern
2 Days
Foreman and
Team
CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
3. Attend to Request for Hauling Services of Students and University-

accredited Organizations/Associations
The Campus Maintenance Office includes in its fleet 2 trucks that provide hauling
services to different units of the University. Because of this, CMO is the only unit
capable of assisting in the transfer of unserviceable property, especially bulky and
high volume bathes, from their respective units to the Supply and Property
Management Office.
For this specific service, the requesting party shall provide for the gasoline that will
be used by the hauling truck/s.
Type of
Transaction:
1273
1pc
Receiving
None Personnel
1. Submit properly
15 Minutes
Request Form
submitted Job
Request Form
1.1 Endorse request to 1 Hour

and assignment of
task

repairs
Foreman and
2 Days
Team
CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
4. Attend to Request for Repair/Fabrication of Cabinets, Tables and

Other Office Furniture
The Campus Maintenance Office has skilled carpenters, welders, mason and
painters that make it capable to accommodate requests for fabrication especially of
building and infrastructure and furniture. This eliminates the need for procurement
from third party service providers, thereby expediting the delivery of such
requirements.
1274
Type of
Transaction:

1pc
None 15 Minutes Receiving

1. Submit properly
Personnel
accomplished Job 1. Receive and evaluate
Request Form submitted Job CMO
Request Form
1 Hour
and assignment of
task
None 2 Days BMD Foreman

2. Get Cost Estimate
from CMO 2. Prepare the Cost CMO
Estimate for the
Request for
repair/fabrication
2.1 Give Cost Estimate to

Releasing
requesting unit Personnel
CMO
1275
Administrative
3. Procure 3. Prepare Job Request None 2 Days
Personnel
necessary
materials CMO
None 3 Days Administrative

4. Inform CMO on Personnel
the availability of
the material CMO
4. Inform Supervisor on
(through phone or the availability of
email) materials (as provided
by the requesting
unit)
4.1 Proceed to the

requesting party for BMD Foreman
the repair/fabrication and Team
CMO
7 Days,
TOTAL: None 1 Hour,
45 Minutes
5. Attend to Request for the Inspection of Academic and Non-

UP Academic and Non-Academic Units
As part of good facilities management practices, the Campus Maintenance Office
also attends to requests for preventive maintenance inspection of different University
facilities. This involves ocular inspection of the facilities, checking of building utilities
and systems to make sure that any concern is addressed before maintenance
problems that may affect operations arise.
Type of
Transaction:
1276

1pc
Receiving
3. Submit properly
Request Form
submitted Job
Request Form
1 Hour
30 Minutes
the Director for
and assignment of
task
1.2 Prepare and Submit

Inspection Report 2 Days
Foreman and
(and Cost Estimate if Team
applicable)
CMO

Personnel
2. Claim Inspection 2. Release Inspection
Report (and/or Report (and Cost CMO
Cost Estimate if Estimate if applicable)
applicable) from to requesting party
CMO
1277
TOTAL: None 2 Days,
2 Hours
6. Attend to Request for Posting of Tarpaulins of UP Academic and

Non-Academic Units
Posting of tarpaulins allow the promotion of the many events and programs hosted
and initiated by the University. It also adds to the character of the campus as an
institution. The Campus Maintenance Office is equipped with the necessary
equipment’s and skilled personnel who assist organizers and various University
units in setting up these promotional materials on designated areas.
Type of
Transaction:
OVCCA-approved letter of request Requesting Party
Tarpaulins (for posting; approved standard size) Requesting Party
Receiving
15 Minutes Personnel
2. Submit properly None
accomplished Job 2. Receive and evaluate CMO
Request Form submitted Job
Request Form
1 Hour
2.1 Endorse to the
and assignment of
request
1278
2. Attend to requesting BMD Foreman
2. Claim approval of None 2 Days
party’s concern and and Team
request
post tarpaulins on
approved locations CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
7. Attend to Emergency Response Request (Quick Response Team)

of UP Academic and Non-Academic Units
Maintenance emergencies can occur even outside office hours. To ensure that such
issues are addressed and their negative impacts prevented or minimized, the
Campus Maintenance Office provides emergency maintenance response to such
cases that occur outside office hours.
Office or Division: Quick Response Team, Campus Maintenance Office (CMO)

Type of
Transaction:
Phone call or text message sent via the QRT Requesting Party
number: 09777841234
1pc
PERSON
FEES TO PROCESSING
BE PAID TIME
E
QRT Team
None 2 Minutes
Leader
1. Call or text 2. Receive request and
request via QRT gather all necessary CMO
1279
hotline number: information, including
09777841234, exact location of the
state the request request
and location
2.1 Give out orders to the

other members of the 3 Minutes
QRT
2.2 Proceed to the area

of the requesting
party and
immediately attend to 30 Minutes
concern QRT
CMO
8. Attend to Request for Assistance for Physical Arrangement and

Plant Decorations of UP Academic and Non-Academic Units
The Campus Maintenance Office provides physical arrangement and decoration
services to the many events hosted by the University. It has a team of experienced
decorators that are familiar with the appropriate physical and decoration setups in
the University’s many event spaces.
Type of
Transaction:
CMO
1280
Receiving
15 Minutes Personnel
None CMO
2. Submit properly 1. Receive and evaluate
accomplished Job submitted Job
Request Form Request Form
1.1 Endorse to the

Director for
and assignment of
1 Hour
request
30 Minutes
party’s need for
assistance on
physical arrangement
and decoration
Foreman and
2 days Team
CMO
2 Days,
TOTAL: None 1 Hour,
45 Minutes
9. Attend to Request for Grass Cutting and Pruning Activities of UP

Outside the University’s hundreds of buildings are hectares of open spaces that
require periodical grass cutting and tree pruning to keep the campus safe to all
stakeholders. It has several teams of grass cutters and a tree pruning crew that
attend to request around the University.
For this service, the requesting party shall provide for the gasoline.
1281
CMO

3. Submit properly 15 Minutes Receiving

accomplished Job None Personnel
Request Form CMO
submitted Job
Request Form
1 Hour
2.1 Endorse to the 30 Minutes
Director for
and assignment of
request

party’s concern and
GSAD Foreman
to proceed to location
and Team
for grass cutting and
pruning CMO
2 Days
2 Days,
TOTAL: None 1 Hour,
45 Minutes
1282
10. Provide Rental of Sound System, Generator Set, Tent, Payloader,
Tents, Tables, Chairs and Barricades to UP Academic and Non-
Academic Units
Because of the office’s usual engagement in the preparation for University events,
the Campus Maintenance Office also rents out equipment that are commonly used
in such occasions. Most of the time, these items require the assistance of CMO
personnel in the delivery, set-up and hauling out from the respective venues.
CMO

None 15 Minutes
1. Submit properly Receiving
1. Receive and
accomplished Job Personnel
evaluate submitted
Request Form
Job Request Form CMO
1 Hour
1.1 Endorse to the
and assignment of
request

Payment
1 Day
1283
Administrative
Personnel
CMO
2. Issue Order of None 15 Minutes

2. Claim Order of Administrative
Payment to
Payment from CMO Personnel
requesting party
CMO
Collecting Officer
3. Pay corresponding 30 Minutes
fees to the UP
based on prescribed Table of
Cash Office
fees Fees
below
Administrative
4. Submit Official
Receipt to CMO as CMO
proof of payment 4. Receive and take
note of the Official
Receipt
Releasing
4.1 Forward Job Personnel
Request to Unit
Concerned for the CMO
delivery of the
rented equipment
4.2 Deliver rented

equipment to 1 Day
requesting party
Foreman and
Team
CMO
2 Days,
TOTAL: None 1 Hour,
55 Minutes
1284
EQUIPMENT RENTAL
Type Rate
Chain Saw hour
1285
Diliman Environmental Management Office
(DEMO)
External Services
1286
1. Process Request for Training/Seminar of Students, Alumni and
Non-UP Units
Conducting of Solid Waste Management, Organic Fertilizer Production and/or
Urban Agriculture trainings/seminars can be requested from the Diliman
Environmental Management Office (DEMO).
The following are considered as UP Units: Students, Faculty, REPS, Staff and
their University-accredited organizations.
Office or Division: Diliman Environmental Management Office (DEMO)
Type of
Transaction:
Who may avail: Students, Alumni and Non-UP units
Letter of Request (Stating the Type of

Training/Seminar, date, time, and venue) Requesting Party
None 15 Minutes
1. Submit a Letter of 1. Receive and
Receiving
Request to evaluate letter of
Personnel
DEMO request
DEMO
1.1 Endorse request
to Director for 3 Days
approval
Extension Staff
1.2 Inform
Requesting DEMO
Party of the
approval and
invite them to
claim Order of
Payment from
DEMO
1287
2. Secure Order of
2. Issue the Order None 15 Minutes Extension Staff
Payment from
of Payment
DEMO DEMO
25 Minutes Collecting Officer

3. Pay prescribed 3. Collect payment
Refer to UP Cash Office
fees to the UP from the
Table of
Diliman Cash requesting party
Rates
Office
below
3.1 Issue Official
Receipt
None 10 Minutes Extension Staff

4. Submit Official 4. Photocopy the
Receipt to DEMO Official Receipt DEMO
as proof of for records
payment purposes
4.1 Release copy of

approval to
requesting party
Extension Staff
None 5 Days
5. Coordinate with 5. Coordinate with DEMO
DEMO regarding the requesting
the schedule and party regarding
logistics of the the schedule
seminar/training and logistics of
the
seminar/training
1288
8 Days,
TOTAL: None 1 Hour,
5 Minutes
RATES
SEMINAR/TRAINING (per Attendee)
UP Units Non-UP Units
Solid Waste Management None PHP 200.00
Organic Fertilizer Production
a. Vermicomposting PHP 300.00 PHP 700.00
b. Bokashi PHP 300.00 PHP 700.00
Urban Agriculture PHP 200.00 PHP 500.00
2. Purchase of Products for Students, Alumni and Non-UP Units

Composts, organic produce and African Night Crawlers for vermicomposting are
available for purchasing at the Diliman Environmental Management Office. These
products are available to UP and Non-UP units.

Type of
Transaction:
Who may avail: Students, Alumni and Non-UP units
Order Form Diliman Environmental Management Office

1. Fill up Order 1. Receive and Receiving

Form from assess Order
DEMO Form DEMO
2. Issue Order of Administrative

2. Secure Order of Payment None 15 Minutes Staff
Payment DEMO
3. Pay prescribed Collecting Officer

fees to the UP 25 Minutes UP Cash Office
Cash Office
1289
3. Collect payment Refer to
based on Order of Table of 3.
Payment Rates
below
3.1 Issue Official
Receipt
4. Present Official 4. Photocopy Official Releasing

None 15 Minutes
Receipt to DEMO Receipt Personnel
as proof of DEMO
payment 3.1 Release
purchased
products
1 Hour,
TOTAL: None
5 Minutes
Particulars Rate
Soil Compost (4kg) PHP 30.00
Vermicompost (4kg) PHP 40.00
Vermicast (4kg) PHP 50.00
Soil Compost (1 sack) PHP 200.00
Vermicompost (1 sack) PHP 400.00
African Night Crawlers foe Vermicomposting (per kilo) PHP 500.00
Organic Produce (per 100 grams) PHP 20.00 – PHP 40.00
3. Process Request to Reserve Products for Students, Alumni and

Non-UP Units

Type of
Transaction:
Who may avail: Students, Alumni and Non-UP Units
1290
1. Fill up 1. Receive and assess Receiving

None 10 Minutes
Reservation Slip Reservation Slip Personnel
from DEMO DEMO
1.1 Process reservation
7 Days Administrative Staff
of products
(pause-clock) DEMO
1.2 Inform requesting
10 Minutes
party once products
are available
2. Secure Order of 2. Issue Order of None 15 Minutes Administrative Staff

Payment Payment DEMO
3. Pay prescribed 3. Collect payment Refer to 25 Minutes Collecting Officer

Table of UP Cash Office
fees to the UP based on Order of
Cash Office Payment Rates
below
3.1 Issue Official
Receipt
4. Present Official Releasing

4. Photocopy Official None 15 Minutes Personnel
Receipt to
Receipt DEMO
DEMO as proof
of payment
4.1 Release purchased
products
7 Days,
TOTAL: None 1 Hour,
15 Minutes
Particulars Rate
1291
1292
Diliman Environmental Management Office
(DEMO)
Internal Services
1293
1. Process Request for Training/Seminar of UP Academic and Non-
Academic Units
The Diliman Environmental Management Office conducts seminars and trainings
on Solid Waste Management, Organic Fertilizer Production and/or Urban
Agriculture to interested parties.
The following are considered as UP Units: Students, Faculty, REPS, Staff and
their University-accredited organizations.
Type of
Transaction:
Who may avail: All UP Academic and Non-academic Units
Letter of Request (Stating the Type of

Training/Seminar, date, time, and venue) Requesting Party
None
1. Submit a Letter of
15 Minutes Receiving
Request to DEMO 1. Receive and Personnel
evaluate letter of
DEMO
request
1.1 Endorse request

to Director for
3 Days
approval
Extension Staff
1.2 Inform Requesting
Party of the DEMO
approval and
invite them to
claim Order of
Payment from
DEMO
1294
2. Secure Order of
2. Issue the Order of None 15 Minutes Extension Staff
Payment from
Payment
DEMO DEMO
25 Minutes Collecting Officer

3. Pay prescribed
fees to the UP
from the requesting Table of
Diliman Cash
party Rates
Office
below
3.1 Issue Official
Receipt
4. Submit Official 4. Photocopy the

Receipt to DEMO Official Receipt for
as proof of records purposes None 10 Minutes
payment Extension Staff
4.1 Release copy of DEMO
approval to
requesting party
Extension Staff
None 5 Days
5. Coordinate with 5. Coordinate with DEMO
DEMO regarding requesting party
the schedule and regarding the
logistics of the schedule and
seminar/training logistics of the
seminar/training
1295
8 Days,
TOTAL: None 1 Hour,
5 Minutes
RATES
SEMINAR/TRAINING (per Attendee)
UP Units Non-UP Units
Solid Waste Management None PHP 200.00
Organic Fertilizer Production
a. Vermicomposting PHP 300.00 PHP 700.00
b. Bokashi PHP 300.00 PHP 700.00
Urban Agriculture PHP 200.00 PHP 500.00
2. Offer Products for UP Faculty, REPS and Staff


Type of
Transaction:

1. Fill up Order 1. Receive and assess Receiving

Form from Order Form
DEMO DEMO
2. Issue Order of Administrative

2. Secure Order of Payment None 15 Minutes Staff
Payment DEMO
3. Pay prescribed Collecting Officer

fees to the UP 3. Collect payment 25 Minutes UP Cash Office
Cash Office based on Order of
Payment
1296
Refer to
3.1 Issue Official Table of
Receipt Rates below
4. Present Official 4. Photocopy Official Releasing

None 15 Minutes
Receipt to Receipt Personnel
DEMO as proof DEMO
of payment 4.1 Release purchased
products
1 Hour,
TOTAL: None
5 Minutes
Particulars Rate
3. Process Request to Reserve Products for UP Faculty, REPS and

Staff
available for purchasing at the Diliman Environmental Management Office.
These products are available to UP and Non-UP units.
Office or
Diliman Environmental Management Office (DEMO)
Division:
Type of
Transaction:
1297
1. Fill up 1. Receive and assess

Receiving
Reservation Reservation Slip None 10 Minutes
Personnel
Slip from
DEMO
DEMO 1.1 Process reservation
of products 7 Days Administrative Staff
(pause-clock) DEMO
party once products 10 Minutes
are available
2. Secure Order 2. Issue Order of None 15 Minutes Administrative Staff

of Payment Payment DEMO
3. Pay prescribed 3. Collect payment 25 Minutes Collecting Officer

Refer to UP Cash Office
fees to the UP based on Order of
Table of
Cash Office Payment
Rates below
3.1 Issue Official
Receipt
4. Present Official Releasing

4. Photocopy Official None 15 Minutes
Receipt to Personnel
Receipt
DEMO as proof DEMO
of payment
4.1 Release purchased
products
7 Days,
TOTAL: None 1 Hour,
15 Minutes
Particulars Rate
1298
1299
Diliman Housing Office
(DHO)
Internal Services
1300
1. Process Application for Award of Lease of Housing Unit for UP
Employees
UP Diliman housing is a privilege that is open and made available to UP employees
who meet the qualification requirements and subject to the approval of the
Chancellor. As part of the rationalization and prioritization strategy on the
management and utilization of University-owned housing, the Diliman Housing
Office (DHO) screens applicants, evaluates their eligibilities for an award, computes
their earned total points and determines their corresponding rank based on the
approved point system.
Office or Division: Diliman Housing Office (DHO)
Type of
Transaction:
All regular fulltime personnel (Faculty, REPS, Administrative Staff) of UP
Diliman or UP System are qualified to apply for housing. Regular
Who may avail:
personnel of UP Manila may apply for walk-up units through UP Manila,
Office of the Vice Chancellor for Administration.
Duly accomplished Application Form DHO
Latest SALN (1 photocopy; stamped Administrative Section of the Requesting Party’s
received by the HRDO) respective College/Unit/Office
Updated Service Record/Contract of HRDO
Service
(1 photocopy)
Latest Pay Slip (1 photocopy) Requesting Party
Appointment Paper (1 photocopy) HRDO
Diploma (1 photocopy) Requesting Party’s University Registrar
Marriage Certificate/ Birth Certificate PSA
(1 photocopy, if applicable)
Certification of Non-Ownership of Self-Built OCR
Unit (SBU)
1301
Receiving
None 5 Minutes
1. Sign Logbook at 1. Give the Logbook Personnel
the Receiving to the client
DHO
Area of DHO
2. Receive and None Receiving

evaluate 10 Minutes Personnel
submitted DHO
application form
and other
requirements
2. Submit duly
accomplished
application form
together with
required
supporting None 30 Minutes
documents Administrative
2.1 Evaluate and Assistant II
compute
applicant’s earned DHO
points based on
the established
criteria and
prescribed point
system
2.2 Update list of None 37 Days Administrative

applicants for the Assistant II
Ranking of DHO
Applicants for
Lease of Housing
Unit
1302
Administrative
5 Days Officer 1
None
(paused-clock) DHO
2.3 Include updated
Ranking of
Applicants for
Lease of Housing
Unit to the Diliman
Housing
Committee’s
agenda for the
recommendation
of the members
and Chancellor’s
approval
Administrative
None 2 Hours Assistant II
DHO
2.4 Request the top
five (5) applicants
with the highest
total points, per
housing unit type
preference, to
update and
complete their
requirements for
final evaluation
1303
2.5 Receive
None 10 Minutes
submitted Receiving
additional Personnel DHO
documents

2 Hours,
55 Minutes
2. Process the Awarding of Lease of a Housing Unit for UP

Employees
Cognizant of the University’s desire to improve the welfare of its constituents, UP
aims to provide employees with appropriate rewards and other non-monetary
benefits. The Diliman Housing Office (DHO) implements a housing program where
qualified and active faculty and staff enter in lease agreement with the University for
an award of lease of a housing unit inside the campus at subsidized rates.
Prioritization in the selection of award follows the ranking and points of the
applicants, with priority to the applicant with the highest total points.

Type of
Transaction:
Who may avail: UP employees whose names are included in the List of Applicants
Duly accomplished Unit Acceptance Form DHO
Approval of the Chancellor ( 1 photocopy) DHO
Notarized Undertaking (3 original) DHO
Signed Designation of Attorney-in-Fact

Requesting Party
(3 original)
1304
Proof of Payment of 2 Months Security
Deposit UPD Cashier Office
(1 photocopy; if applicable)
Proof that Request for Change of Name/

Reopening of Water and Electric Meters are MERALCO / MWCI (Service Providers)
in process together with proof of payment of
corresponding fees
Request Letter for Moving-In ( 1 original) Requesting Party

Administrative
Assistant II
None 30 Minutes DHO
1. Follow up with
DHO regarding the 1. Inform the top
availability of a ranked requesting
housing unit party on the
availability of a
housing unit
1.1 Invite requesting None 30 Minutes Administrative

party for a Assistant II
preliminary DHO
inspection of the
housing unit
2. Coordinate with 2. Accompany Administrative

None 30 Minutes
DHO on the requesting party Assistant II
preferred to the housing unit
DHO
schedule/ date for the ocular
and time for the inspection
inspection
1305
3. Submit letter 3.1 Receive Letter of Assistant II
signifying Acceptance from
requesting party DHO
intention to
lease a housing
unit and Letter
of Acceptance
to DHO
None 5 Days Administrative

(paused-clock) Assistant II
3.2 Prepare Notice of
Award and other DHO
pertinent
documents for the
Award of Lease
(for
recommendation
of the DHC
Members and
approval of the
Chancellor)
None 30 Minutes
3.3 Notify the Administrative
awardee of the Assistant II
Chancellor’s DHO
approval
1306
3 Hours Administrative
Assistant II
(paused-clock)
None DHO
3.4 Prepare the
following documents:
i. Undertaking
ii. Designation of
Attorney-in-
Fact
(notarization
care of the
awardee)
iii. Statement of
Accounts for
the two (2)
months
Housing
Security
Deposit (to be
paid at the UP
Cash Office,(if
applicable)
3.5 Provide None 10 Minutes Administrative

certification to Assistant II
requesting DHO
party for use in
his/her
MERALCO and
MWCI
applications for
Change of
Name/
Reconnection/
Reopening of
Water and
Electric Meters
1307
4 Submit the 4. Receive the None 15 Minutes Administrative
following to DHO: following from the Assistant II
requesting party:
DHO
i. Notarized copy
of the i. Notarized copy
Undertaking of the
ii. Signed copy of Undertaking
Designation of ii. Signed copy of
Attorney-In- Designation of
Fact Attorney-In-
iii. Official Fact
Receipts from iii. Official
the UP Cash Receipts from
Office (for the the UP Cash
2-month Office (for the
security 2-month
deposits (if security
applicable) deposits (if
iv. Certification applicable)
from iv. Certification
MERALCO from
and MWCI MERALCO and
(with MWCI (with
corresponding corresponding
proofs of proofs of
payment) that payment) that
awardee has awardee has
applied for applied for
Change of Change of
Name/ Name/
Reconnection/ Reconnection/
Reopening of Reopening of
1308
Water and Water and
Electric Meters Electric Meters
College Business
None 1 Hour Manager II/ Housing
5. Sign the Unit and Homesite
5. Orient the new
Turn-Over and Regulations Officer II
lessee prior to unit
Acceptance of
occupancy DHO
Keys Form to
formalize the
date of moving in
5.1 Turn over the

key/s of the unit
5.2 Provide copies of

the Revised
Housing Rules
and Regulations
and Permit to
Repair Forms
5.3 Issue Certification

to the employee
as the new lessee
5.4 Approve request

for moving in
1309
5 Days,
35 Minutes
3. Issue Permit to Repair to UP Housing Unit Lessees

To ensure the continued habitable condition of the housing unit and prevent its
deterioration over the period of the lease, the new awardee may undertake repairs
and maintenance works. Repair includes reconstruction, replacement or renewal of
any part of the housing unit that has deteriorated due to wear and tear. Awardees
intending to undertake repair are required to file an application for Permit to Repair
and repair shall be done only after prior approval of the Diliman Housing Office
(DHO).
Type of
Transaction:
Who may avail: Qualified Lessee of UP-owned housing unit
Duly accomplished Application Form

DHO
Bill of materials (1 original) Requesting Party’s choice of Engineer/Architect
Scope of work ( 1 original) Requesting Party’s choice of Engineer/Architect
Requesting Party’s choice of Engineer/Architect
Location/Vicinity map (1 photocopy)
House plan/sketch duly signed by an

Engineer/Architect (1 original) Requesting Party’s choice of Engineer/Architect
Photos of house areas needing immediate Requesting Party

repair (1 original)
1310
1. Sign the Client 1. Give the Logbook None 5 Minutes Receiving Personnel
Logbook at the to client to sign DHO
DHO receiving
area
2. Submit duly None 10 Minutes

2. Receive and eceiving Personnel
accomplished
application form evaluate submitted DHO
and required application form
supporting and other
documents requirements
2.1 Inform the

requesting party of
the schedule of
DHO’s ocular Draftsman III/
None 10 Minutes
inspection of the Engineer
area/unit DHO
2.2 Arrange the

schedule for the
ocular inspection
2.3 Assess and inspect

the area/unit that
will be repaired None 10 Minutes
Draftsman III/
2.4 Prepare report of Engineer
the assessment
DHO
based on the
ocular inspection
2.5 Prepare permit to None 1 Day

be issued to
requesting party Draftsman III/
Engineer
1311
2.6 Endorse permit for DHO
the Director’s
None 1 Day
approval
2.7 DHO Director sign Draftsman III/

the Permit to Engineer
Repair DHO
2.8 Invite lessee to None 15 Minutes

claim Permit to
Repair from DHO
Administrative
None Assistant II/
15 Minutes
Draftsman III/
Engineer
DHO
Draftsman III/
None Engineer/CBM II
1 Day
DHO
10 Minutes
None
DHO Director
Administrative
Assistant II/
DHO
3. Release Permit to None Releasing Personnel

3. Claim Permit to
Repair from DHO Repair to 5 Minutes DHO
and sign Logbook requesting party
as proof of receipt
1312
3.1 Ask requesting
party to sign
None
Logbook as proof
of receipt of Permit 5 Minutes
to Repair
3 Days,
TOTAL: None 1 Hour,
25 Minutes
4. Process and Endorse Request for Reimbursement through House

Rental Credits of UP Housing Lessees
The University provides reimbursements through rental credits to lessee-employee
who is awarded lease of a housing unit, in order to recoup expenses incurred in
renovation of the awarded unit, address issues relative to health and safety hazards,
heavily dilapidated units due to force majeure and repair/replacement of plumbing or
electrical services, roofing and basic structure as well as water and waste disposal
systems and waterproofing or weatherization. Repairs eligible for reimbursement is
subject to evaluation and recommendation of the Diliman Housing Office (DHO).

Type of
Transaction:
Who may avail: Qualified Lessee of UP-owned housing unit
Letter of request Requesting Party
Summary of Expenses (1 original copy) Requesting Party
Supporting Receipts: Official Receipts, Requesting Party’s choice of hardware
Cash/Sales Invoices (1 original Copy) store/contractor
1313
Photos of housing unit after repair (1 original) Requesting Party
Issued Permit to Repair & Renewal (if any) DHO
(1 photocopy)

1. Sign the Client 1. Give the Logbook to Personnel
Logbook at the client to sign
DHO receiving DHO
area

2. Submit letter of 2. Evaluate requesting
party’s compliance Personnel
request together
with original with accounting/ DHO
receipts/invoice auditing requirements
of materials and as well as letter of
services request and other
expenses documents
incurred for the
repair of housing
unit 2.1 Inspect and take
photos of the
repaired area/
housing unit None 4 Hours
2.2 Check requesting Draftsman III/

party’s compliance Engineer
with scope of work DHO
and approved house
plan
None 4 Hours
2.3 Re-measure the
housing unit’s area Draftsman III/
Engineer
2.4 Prepare report on the
assessment of the DHO
completed repair
(with photos)
1314
2.5 Prepare None 4 Hours
recommendation
letter and request for
Chancellor’s Draftsman III/
approval/action (for Engineer
the Director’s None 1 Day
DHO
signature)
2.6 Forward
recommendation Draftsman III/
letter to the Engineer
Chancellor’s office
DHO
appropriate action None 1 Day
2.7 Prepare notification

of the Chancellor’s
action for the
requesting party
Draftsman III/
2.8 Invite requesting Engineer
party to claim DHO
Notification from
DHO
None 5 Days
(paused-clock)
College Business
Manager II
None 1 Hour DHO
Administrative
Assistant II
None 15 Minutes
DHO
1315
Administrative Aide
DHO
Releasing
3. Claim None 5 Minutes Personnel
Notification from DHO
3. Release Notification
DHO and sign
to requesting party
Logbook as
proof of receipt
to sign Logbook as
proof of receipt of
Permit to Repair 5 Minutes
8 Days,
40 Minutes
5. Process Request for Refund of Posted Housing Bonds and

Overpayment
For separated/retired lessee who opted to avail of the six (6) months extension of
stay or grace period in the leased housing unit, he/she is required to post a
significant amount as housing bond and security deposit. The same amount is
refundable in full upon return of the keys and surrender of the leased housing unit
back to the University.
Office or
Diliman Housing Office (DHO)
Division:
Type of
Transaction:
1316
For lessees who vacated their leased housing unit on or before the lapse
Who may avail:
or expiration of the extension period
Death Certificate PSA
Designation of Next-of-Kin (in case lessee is
Requesting Party’s choice of lawyer
deceased) (1 original)
Receipt of paid Security Deposit (1 original) UP Cash Office
Affidavit of Loss Official Receipts (1 original) Requesting Party’s choice of lawyer
Clearance of No House Rental Arrears DHO

(1 photocopy)
Approved Notice of Moving-Out (1 original) DHO
1. Sign the Client Receiving

1. Give the Logbook to None 5 Minutes
Logbook at the Personnel
client to sign
DHO receiving DHO
area
Receiving
None 10 Minutes
request and 2. Evaluate letter of
other DHO
request and other
requirements submitted documents
to DHO
1317
Housing and
Homesite
Regulations Officer
None 30 Minutes II
DHO
2.1 Prepare
Disbursement None 1 Day Housing and
Voucher and other Homesite
pertinent documents Regulations Officer
II
2.2 Forward prepared
DHO
voucher to
authorized
signatories
2.3 Forward signed None 10 Days

voucher to the UP Accounting Officer
Accounting Office for (paused-clock)
processing UP Accounting
Office
The Accounting
Office forwards the
and
same to the Cash
Office for check None
preparation.
Cash Officer
UP Cash Office
3. Inform the requesting None 10 Minutes Housing and

3. Follow-up party when the Homesite
with DHO voucher was Regulations Officer
on the submitted to the II
release of Accounting Office for
voucher for DHO
processing
1318
requested
refund

55 Minutes
6. Signing of University Clearance of Retiring UP Employees with

The University Clearance is a requirement for UP employees who signified their
intention of retiring, separating and terminating their services from the University.
The clearance is routed to various offices / units to ensure that the retiree-employee
has settled all accountabilities and pending obligations (e.g., specifically of concern
to Diliman Housing Office (DHO) is the return of leased housing unit and the
settlement of arrearages, if any) from these offices/ units.

Type of
Transaction:
For UP Diliman, UP System and UP Manila/PGH employees with leased
Who may avail:
housing units
University Clearance Form signed by the
Administrative Section of the Requesting
Unit’s Administrative Officer and the Head of
Party’s respective College/Unit/Office
Unit
Moving-Out Form (if applicable) DHO
Updated Service Record (1 photocopy) HRDO
Latest Pay Slip (1 photocopy) Requesting Party
HRDO’s computation of the Service
recognition Pay (SRP) (for Administrative Staff Requesting Party
and REPS)/Faculty Sick Leave Benefits
(FSLB) (For Faculty)
Paid MERALCO Bills for the last 2 months Requesting Party
1319
Paid MWCI Bills for the last 2 months Requesting Party
Death Certificate (1 photocopy) PSA
Designation of Next-of Kin (in case the original
Requesting Party’s choice of Lawyer
lessee is deceased) 1 original
Proof of Payment /Official Receipt for Paid UP Cash Office
House Rental Arrearages (if any) (1
photocopy)
Receiving
1. Sign the Client 1. Give the Logbook to None 5 Minutes
Personnel
Logbook at the client to sign
DHO receiving DHO
area
None
Receiving
2. Submit Personnel
2. Evaluate submitted 10 Minutes
Clearance Form DHO
Clearance Form and
and other
other requirements
documents to
DHO None
2.1 Verify from the
database if the Administrative
2.1 Submit letter
requesting party has Assistant II
signifying 15 Minutes
pending
intention to avail DHO
accountabilities with
of extension of
DHO
stay at least 2-3
months before
2.2 Issue Statement of
retirement (if
Accounts (SOA) for
applicable)
any rental arrears
3. Collect payment Collecting Officer

3. Pay rental
arrears at the UP based on the SOA UP Cash Office
Monthly 30 Minutes
Cash Office
house
1320
rental x
No. of
unpaid
months =
Arrears
None 5 Minutes
4. resent Official
Receipt (OR) and
provide duplicate
4. Keep a photocopy of
copy to DHO as
the OR for records Administrative
proof of payment
purposes 30 Minutes Assistant II
of arrears
None DHO
4.1 Compute for the

Housing Bond and
Security Deposits Administrative
Assistant II
4.2 Prepare the
Undertaking and DHO
None 30 Minutes
Authorization to
Deduct
4.3 Check if there are

enough funds (from
Administrative
the employee’s SRP/ None 15 Minutes Assistant II
FSLB) to charge the
housing bond and DHO
security deposits
against
Administrative
Assistant II
DHO
1321
5. Pick up 5. Release Undertaking Administrative
None 10 Minutes
Undertaking and and Authorization to Assistant II
Authorization to Deduct for
Deduct from DHO
notarization
DHO for
notarization
6. Submit Notarized 6. Receive notarized Administrative

None 3 Days
Undertaking and Undertaking and Assistant II
Authorization to Authorization to (paused-clock)
Deduct to DHO Deduct DHO
6.1 Endorse University

Clearance for the
None 1 Day
Director’s signature College Business
Manager II
1322
DHO

Personnel
7. Claim signed
UP Clearance 7. Release UP DHO
from DHO Clearance to
requesting party
7.1 Sign Client
Logbook as 7.1 Ask requesting party 5 Minutes
proof of receipt to sign Logbook as
of UP Clearance proof of receipt of
clearance
4 Days,
5 Minutes
7. Signing of University Clearance of Retiring UP Employees without

The University Clearance is a requirement for UP employees who signified their
intention of retiring, separating and terminating their services from the University.
The clearance is routed to various offices / units to ensure that the retiree-employee
has settled all accountabilities and pending obligations (e.g., specifically of concern
to Diliman Housing Office (DHO) is the return of leased housing unit and the
settlement of arrearages, if any) from these offices/ units.

For UP Diliman, UP System and UP Manila/PGH employees with no
Who may avail:
housing units
Requesting Party
1323
Duly accomplished University Clearance Form
Signed by the Administrative Office/Head of the
Unit

Receiving
1. Give the Logbook None 5 Minutes
1. Sign the Client Personnel
to client to sign
Logbook at the DHO
DHO receiving area
Administrative
None DHO
2. Submit University University
Clearance Form to Clearance Form
DHO
2.1 Verify from the

database if the 15 Minutes Administrative
requesting party is Assistant II
not a lessee/does None
DHO
not have any
accountability
against the DHO
2.2 Endorse University

Clearance Form for
the Director’s
signature
1 Day College Business
Manager II
None (paused-clock)
DHO
3. Release UP None 5 Minutes Releasing

3. Claim signed UP Clearance to Personnel
Clearance from requesting party DHO
DHO
1324
3.1 Ask requesting
3.1 Sign Client party to sign
None 5 Minutes
Logbook as proof Logbook as proof of
of receipt of UP receipt of clearance
Clearance
TOTAL: None 1 Day,

35 Minutes
1325
Office of Community Relations
(OCR)
External Services
1326
1. Issuance of Permit to Repair for Self-Built Units and Informal
Structures owned by Non-UP Employees
All residents occupying Self-Built Units (SBUs) and Informal Structures (IS) in UP
need to secure a permit to repair from the Office of the Vice Chancellor for
Community Affairs through the Office of Community Relations prior to conducting
house repairs.
Office or Division: Office of Community Relations (OCR)
Type of
Transaction:
Residents who are enlisted as owner/co-owner in the 2011 UP Census
Who may avail:
for SBUs and IS
Endorsement letter signed by the Pook
Coordinator and Punong Barangay (1 Pook Coordinator
original)
Properly accomplished Permit to Repair
OCR
Form
Valid government issued photo ID (1
BIR, COMELEC, SSS, GSIS, DFA, POST
photocopy)
OFFICE, LTO, PHILHEALTH, PRC
Other applicable supporting documents (i.e.

Birth Certificate/ Death Certificate/ Marriage PSA, BIR, COMELEC, SSS, GSIS, DFA, NBI
Contract) (1 photocopy)
1. Submit Receiving
1.Evaluate submitted None 5 Minutes
endorsement Personnel
documents
letter (signed
by the Pook OCR
Coordinator
and Punong 1.1 Verify the
Barangay), requesting party’s
valid ID and status in the 2011 5 Minutes
other UP Census on
supporting SBUs
1327
documents to
OCR
2. Wait for the 2. Conduct ocular None 3 Days Community

scheduled ocular inspection on the Relations Officer
inspection SBU/IS and check OCR
the following:
a. Specifications of
the repair;
b. Measurement of
the total floor area
and height of the
structure;
c. Photo
documentation of
the structure prior
to the repair
3. Claim Order of 3. Issue Order of None 5 Minutes Administrative

Payment for the Payment for the Aide VI
Permit to Repair Permit to Repair OCR
from OCR
Collecting Officer
1328
4. Pay 4. Collect prescribed PHP 25 Minutes UP Cash Office
corresponding fee fee based on the 115.00
at the UP Cash Order of Payment
Office
4.1 Issue Official

Receipt
5. Submit Official 5. Receive OR and None 5 Minutes Administrative

Receipt (OR) to photocopy for Aide VI
OCR as proof of records purposes OCR
payment
5.1 Ask requesting

party to fill up
Permit to Repair
form
6. Fill up and submit 6. Evaluate None 15 Minutes Administrative

Permit to Repair requesting party- Aide VI
form to OCR filled Permit to OCR
Repair form for
completeness
6.1 Take requesting

party’s photo and
attach it to the
Permit to Repair
form
6.2 Recommend
approval/
disapproval to the
Director for the
1329
Permit to Repair 1 Day Community
based on the Relations Officer
ocular inspection OCR
6.3 Forward Permit to

Repair to the
Office of the Vice
Chancellor for
Community Affairs
for the VCCA’s
signature
3 Days Community
Relations Officer/
6.4 Invite requesting Administrative
party to claim Aide VI
approved Permit
OCR
to Repair from
OCR
15 Minutes
7. Claim approved 7. Release approved None 5 Minutes Releasing

Permit to Repair Permit to Repair Personnel
from OCR OCR
7.1 Ask requesting
party to sign
Permit to Repair’s 5 Minutes
receiving copy
PHP 7 Days,
TOTAL: 115.00 1 Hour,
25 Minutes
1330
2. Issuance of UP Certification for water and electricity line
connection of Self-Built Units (SBUs) and Informal Structures (IS)
owned by Non-UP Employees
In order to apply for a water and/or electricity connection, applicants who reside in
SBUs and IS are required to submit a Certification from the University to the utility
providers, specifically MERALCO and the Manila Water Company, Inc. (MWCI).
Residents will request the said certification from the OCR which they will submit to
MERALCO or MWCI.

Type of
Transaction:
Residents who are enlisted as owner/co-owner in the 1992 and 2001
Who may avail:
UP Census for SBUs and IS
Endorsement letter signed by the Pook Pook Coordinator
Coordinator and Punong Barangay (1 original)
Properly accomplished Application Form for OCR
Water and Electricity Connection Certification
Valid government issued photo ID (1 BIR, COMELEC, SSS, GSIS, DFA, POST
photocopy) OFFICE, LTO, PHILHEALTH, PRC
Other applicable supporting documents (i.e. PSA, BIR, COMELEC, SSS, GSIS, DFA, NBI
Birth Certificate/ Death Certificate/ Marriage
Old Electricity and/or Water Bill (for line Requesting Party
reconnection requests) (1 photocopy)
1. Submit 1. Evaluate submitted Receiving

None 5 Minutes
endorsement documents Personnel
letter (signed by
the Pook 1.1 Verify the OCR
Coordinator and requesting party’s
Punong status in the 1992
1331
Barangay), valid and 2011 UP 5 Minutes
ID and other Census on SBUs
supporting and IS
documents to
OCR

inspection SBU/IS
OCR
2.1 Verify that the

request is not for an
additional electricity
or water connection

party to OCR to fill
up Application Form
for Water and
Electricity
Connection
Certification
10 Minutes
3. Fill up the 3. Evaluate requesting Administrative

None 10 Minutes Aide VI
Application Form party-filled Permit to
for Water and Repair form for OCR
Electricity completeness
Connection
Certification
3.1 Take requesting
party’s photo and
attach it to the Permit 5 Minutes
to Repair form
3.2 Recommend
approval/
disapproval to the
Director for the
Certification based
1332
on the ocular 1 Day Community
inspection Relations Officer
OCR
3.3 Forward Application

form and
Certification to the
Office of the Vice
Chancellor for
Community Affairs
for the VCCA’s
signature Administrative
3 Days Aide VI
OCR
3.4 Invite the requesting
party to OCR to
claim the
Certification for the
Water and/or
Electricity
connection
Administrative
15 Minutes Aide VI/
Community
Relations Officer
OCR
4. Claim Certification 4. Release None 5 Minutes Releasing

from OCR Certification to the Personnel
requesting party OCR

to sign Certification’s
receiving copy
5 Minutes
1333
TOTAL: None 7 Days,
1 Hour
1334
Office of Community Relations
(OCR)
Internal Services
1335
1. Issuance of Permit to Repair for Self-Built Units and Informal
Structures owned by UP Employees
All residents occupying Self-Built Units (SBUs) and Informal Structures (IS) in UP
need to secure a permit to repair from the Office of the Vice Chancellor for
Community Affairs through the Office of Community Relations prior to conducting
house repairs.
Type of
Transaction:
UP Employees who are enlisted as owner/co-owner in the 2011 UP
Who may avail:
Census for SBUs and IS
Endorsement letter signed by the Pook
Pook Coordinator
Properly accomplished Permit to Repair Form OCR
Valid government issued photo ID (1
BIR, COMELEC, SSS, GSIS, DFA, POST
photocopy)
OFFICE, LTO, PHILHEALTH, PRC
Other applicable supporting documents (i.e.

Birth Certificate/ Death Certificate/ Marriage PSA, BIR, COMELEC, SSS, GSIS, DFA, NBI
1. Submit Receiving
1. Evaluate submitted None 5 Minutes
endorsement Personnel
documents
letter (signed by
the Pook OCR
Coordinator and
Punong 1.1 Verify the
Barangay), valid requesting party’s
ID and other status in the 2011 5 Minutes
supporting UP Census on
documents to SBUs
OCR
1336
inspection SBU/IS and check OCR
the following:
a. Specifications of the
repair;
b. Measurement of the
total floor area and
height of the
structure;
c. Photo
documentation of
the structure prior to
the repair

Payment for the Payment for the Aide VI
Permit to Repair Permit to Repair OCR
from OCR
1337
4. Pay 4. Collect prescribed PHP 25 Minutes Collecting Officer
corresponding fee fee based on the 115.00 UP Cash Office
at the UP Cash Order of Payment
Office
4.1 Issue Official

Receipt
5. Submit Official 5. Receive OR and None 5 Minutes Administrative

Receipt (OR) to photocopy for Aide VI
OCR as proof of records purposes OCR
payment

to fill up Permit to
Repair form
6. Fill up and submit 6. Evaluate requesting None 15 Minutes Administrative

Permit to Repair party-filled Permit to Aide VI
form to OCR Repair form for OCR
completeness
6.1 Take requesting

party’s photo and
attach it to the
Permit to Repair
form
6.2 Recommend
approval/
disapproval to the
Director for the
1338
Permit to Repair
based on the ocular Community
1 Day
inspection Relations Officer
OCR
6.3 Forward Permit to
Repair to the Office
of the Vice
Chancellor for
Community Affairs
for the VCCA’s
signature
6.4 Invite requesting 3 Days Community

party to claim Relations Officer/
Administrative
approved Permit to
Aide VI
Repair from OCR
OCR
15 Minutes
7. Claim approved 7. Release approved None 5 Minutes Releasing

Permit to Repair Permit to Repair Personnel
from OCR OCR
to sign Permit to
Repair’s receiving 5 Minutes
copy
1339
PHP 7 Days,
TOTAL: 115.00 1 Hour,
25 Minutes
2. Issuance of UP Certification for water and electricity line

connection of Self-Built Units (SBUs) and Informal Structures (IS)
owned by UP Employees
In order to apply for a water and/or electricity connection, applicants who reside in
SBUs and IS are required to submit a Certification from the University to the utility
providers, specifically MERALCO and the Manila Water Company, Inc. (MWCI).
Residents will request the said certification from the OCR which they will submit to
MERALCO or MWCI.

Type of
Transaction:
UP Employees who are enlisted as owner/co-owner in the 1992 and
Who may avail:
2001 UP Census for SBUs and IS
Endorsement letter signed by the Pook Pook Coordinator
Properly accomplished Application Form for OCR
Water and Electricity Connection Certification
Valid government issued photo ID (1 BIR, COMELEC, SSS, GSIS, DFA, POST
photocopy) OFFICE, LTO, PHILHEALTH, PRC
Other applicable supporting documents (i.e. PSA, BIR, COMELEC, SSS, GSIS, DFA, NBI
Birth Certificate/ Death Certificate/ Marriage
Old Electricity and/or Water Bill (for line Requesting Party
reconnection requests) (1 photocopy)
1340
1. Submit 1. Evaluate submitted None 5 Minutes Receiving
endorsement documents Personnel
letter (signed by OCR
the Pook 1.1 Verify the
Coordinator and requesting party’s
Punong status in the 1992
Barangay), valid and 2011 UP 5 Minutes
ID and other Census on SBUs
supporting and IS
documents to
OCR

inspection SBU/IS
OCR
2.1 Verify that the

request is not for an
additional electricity
or water connection

party to OCR to fill
up Application Form
for Water and
Electricity
Connection
Certification
10 Minutes
3. Fill up the 3. Evaluate requesting Administrative

None 10 Minutes Aide VI
Application Form party-filled Permit to
for Water and Repair form for OCR
Electricity completeness
Connection
Certification
3.1 Take requesting
party’s photo and
attach it to the Permit 5 Minutes
to Repair form
1341
3.2 Recommend
approval/
disapproval to the
Director for the Community
Certification based Relations Officer
on the ocular 1 Day
inspection OCR
3.3 Forward Application

form and Administrative
Certification to the 3 Days Aide VI
Office of the Vice OCR
Chancellor for
Community Affairs
for the VCCA’s
signature
3.4 Invite the requesting

Administrative
to OCR to claim the 15 Minutes Aide VI/
Certification for the Community
Water and/or Relations Officer
Electricity
connection OCR
4. Claim Certification 4. Release None 5 Minutes Releasing

from OCR Certification to the Personnel
requesting party OCR

to sign Certification’s
receiving copy
5 Minutes
TOTAL: None 7 Days,

1 Hour
1342
3. Signing of Clearance for Retiring UP Employees with No Self-Built
All retiring University employees are required to have their clearances signed by
different offices within the University to ensure that they do not have any pending
obligations prior to their permanent separation from the University.
Type of
Transaction:
Who may avail: All retiring UP Employees with No SBU or IS
UP Clearance Form (3 original) Human Resources Development Office
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit UP 1. Accept clearance Receiving

None 10 Minutes
Clearance Form from the Personnel
to OCR requesting party
OCR
1.1 Check the
database for the
following under the
employee’s name: 1 Day
Administrative
Aide VI/
a. SBU or IS Community
b. Livestock Relations Officer
c. Record of OCR
violation of
University’s
policies on
SBUs and IS
1.2 Endorse the UP

Clearance Form
for the Director’s
signature
1343
1 Day
Administrative
Aide VI
OCR
2. Claim signed UP 2. Release signed Releasing

Clearance from UP Clearance to
OCR requesting party OCR
TOTAL: None 2 Days,

20 Minutes
4. Signing of Clearance for Retiring UP Employees with Self-Built

Office or Division: Office of Community Relations
Type of
Transaction:
Who may avail: All retiring UP Employees with SBUs and IS
1344
OCR
Notarized copy of the Undertaking with
Irrevocable Special Power of Attorney (for
employees with Self-Built Units (SBUs) or
Informal Structures (IS) (1 original)


None 10 Minutes
Clearance Form from the requesting Personnel
to OCR party
OCR
1.1 Check the database
for the following
under the
Administrative
Aide VI/
c. Record of OCR
violation of
University’s
policies on SBUs
and IS
1.2 Ask for relevant

details regarding the
SBU/IS from the
requesting party
1 Day
Administrative
Aide VI
1345
OCR
2. Provide OCR 2. Accept provided Administrative

None 3 Days
relevant details information and Aide VI
regarding the update the
SBU/IS Undertaking with OCR
Irrevocable Special
Information Power of Attorney
provided shall be template
used for the Community
drafting of the 2.1 Conduct ocular Relations Officer
Undertaking with inspection to
OCR
Irrevocable measure the total
Special Power of area of the SBU/IS
Attorney. (data to be included
in the Undertaking)
Administrative
2.2 Provide three (3) Aide VI
copies of the OCR
Undertaking to the
requesting party
3. Submit notarized 3. Receive notarized Administrative

None 1 Day
Undertaking with Undertaking Aide VI
Irrevocable (paused-clock)
Special Power of 3.1 Endorse clearance OCR
Attorney to OCR for the Director’s
signature
5. Claim signed UP Releasing

5. Release signed UP None 15 Minutes
Clearance from Personnel
Clearance to the retiring
OCR
employee OCR
1346
TOTAL: None 5 Days,
25 Minutes

Unit/s (SBUs) or Informal Structure/s (IS) and Livestock
Who may avail: All retiring UP Employees with SBUs/IS and livestock
OCR

None 10 Minutes
Clearance Form to from the Personnel
OCR requesting party
OCR
1.1 Check the
database for the
following under the
Administrative
Aide VI/
c. Record of OCR
violation of
University’s
1347
policies on
SBUs and IS
1.2 Ask requesting

party to remove
livestock and self-
demolish any
structure related to
the same
1 Day
Administrative
Aide VI
OCR
2. Remove livestock 2. Conduct an ocular Community

None 7 Days
and related inspection to verify Relations Officer
structures that all livestock (paused-clock)
and related OCR
structures have
been removed

party about the
Undertaking with
Irrevocable
Special Power of
Attorney once all
livestock and
related structures
have been
removed
1348
None 3 Days
Irrevocable Special
OCR
Irrevocable Special measure the total
Power of Attorney. area of the SBU/IS
(data to be
included in the
Undertaking)
Administrative
copies of the
Undertaking to the OCR
requesting party
4. Submit notarized 4. Receive notarized None 1 Day Administrative
(paused-clock)
Irrevocable Special OCR
Power of Attorney 4.1 Endorse clearance
to OCR for the Director’s
signature
5. Claim signed UP 5. Release signed UP Releasing

None 15 Minutes
Clearance from Clearance to the Personnel
OCR retiring employee
OCR

25 Minutes
1349
Unit/s (SBUs) or Informal Structure/s (IS) and Recorded Violation/s
of the University’s Policies SBUs and IS
Type of
Transaction:
Who may avail: All retiring UP Employees with SBUs/IS and recorded violation
UP Clearance Form (3 copies) Human Resources Development Office

OCR


None 10 Minutes
Clearance Form to from the requesting Personnel
OCR party
OCR
1.1 Check the database
for the following
under the
Administrative
Aide VI/
c. Record of OCR
violation of
1350
University’s
policies on SBUs
and IS
1.2 Ask requesting party Administrative

to resolve the 1 Day
Aide VI
violations
OCR
2. Rectify all 2. Conduct ocular Community

None 7 Days
violations inspection to verify Relations Officer
committed if violations have (paused-clock)
against the been resolved OCR
University’s
policies on 2.1 Inform requesting
SBUs/IS party about the
Undertaking with
Irrevocable Special
Power of Attorney
once all violations
have been resolved
1351
None 3 Days
Irrevocable Special
OCR
Irrevocable measure the total
Special Power of area of the SBU/IS
Attorney. (data to be included
in the Undertaking)
Administrative
copies of the OCR
Undertaking to the
requesting party
4. Submit notarized 4. Receive notarized Administrative

None 1 Day
Irrevocable (paused-clock)
Special Power of 4.1 Endorse clearance OCR
Attorney to OCR for the Director’s
signature
5. Claim signed UP 5. Release signed UP Releasing

None 15 Minutes
OCR

25 Minutes
1352
Unit/s (SBUs) and Informal Structure/s (IS) recorded under their
names but do not reside at the same

Type of
Transaction:
All retiring UP Employees with SBUs/IS recorded under their names but
Who may avail:
do not reside in the SBUs/IS anymore
UP Clearance Form (3 copies) Human Resources Development Office

None 10 Minutes
Clearance Form from the requesting Personnel
to OCR party
OCR
1.1 Check the database 1 Day
Community
for the following Relations Officer
under the
OCR
employee’s name:
a. SBU or IS
b. Livestock
c. Record of
violation of
University’s
policies on SBUs
and IS

14 Days
to turn over his/her
SBU or IS to the
University
1353
2. Turn over the 2. Accept the keys of None 3 Days Community
SBU/IS by the SBU/IS (paused-clock) Relations Officer
surrendering the OCR
keys to the 2.1 Ask the requesting
University party to sign
document
confirming that
he/she willfully
turned over the
structure to the
University
2.2 Install new padlock

and signage to the
structure
2.3 Endorse UP
Clearance Form for
the Director’s
signature
3. Claim signed UP 3. Release signed UP

OCR
18 Days,
TOTAL: None
35 Minutes
1354
Public Safety and Security Office (PSSO)
External Services
1355
1. Attend to Request for Security Assistance of Students, Alumni,
University-accredited Organizations/Associations and Residents
within the UP Diliman Campus
Aside from round the clock security provided by the Public Security and Safety
Office, it also provides additional security assistance to the UP Diliman stakeholders
by request. Security assistance is provided to ensure the safety of the stakeholders.
Office or Section: Administrative Section, Public Safety and Security Office (PSSO)
Type of
Transaction:
Students, Alumni, University-accredited Organizations/Associations and
Who may avail:
residents within the UP Diliman campus
Personal file of the Applicant

Letter of request
1. Evaluate letter of 10 Minutes
request to PSSO None Receiving Personnel
1.1 Endorse request PSSO
to Director for
approval
1 Day
1.2 Forward request
Administrative Aide
to PSSO-UPDP
IV
for the
assignment of PSSO
personnel
10 Minutes
1.3 Arrange schedule
and assignment
of personnel
1.4 Submit list of

personnel
assignment to
PSSO
1356
1.5 Invite requesting 1 Day
party to claim
approved request
Administrative
Assistant III
UPDP
15 Minutes
15 Minutes
Administrative Aide
IV
PSSO
2. Claim approved 2. Release None

request from 10 Minutes Releasing Personnel
approved request
PSSO PSSO
TOTAL: None 2 Days,

1 Hour
2. Attend to Request for Data and Information for Research Purposes

of Students and Non-UP Units
The Public Safety and Security Office provides data and information to requestors of
the same for research purposes only. The information is screened to ensure that it
does not violate the University’s and country’s data privacy laws.
1357
Who may avail: Students and Non-UP units
For UP Students:
Letter of request with endorsement from the
Requesting Party
class adviser
UP Identification Card (for UP Students) Office of the University Registrar
For Non-UP Units:

Identification Card (for Non-UP units) Requesting Party
1. Submit letter of None 10 Minutes Receiving Personnel

1. Evaluate letter of
request to PSSO request PSSO

Director for
approval
1 Day Administrative Aide IV
PSSO-UPDP PSSO
1.3 Collate and

organize the 10 Minutes
information
required
1.4 Forward required

information to 5 Days
Administrative
PSSO
Assistant III
1.5 Invite requestor to UPDP
claim their
approved request
and required data/
information from
15 Minutes
PSSO
1358
15 Minutes
Administrative Aide IV
PSSO
None
2. Proceed to the 2. Prepare data/ 15 Minutes Administrative Aide IV
PSSO to claim information
approved request requested PSSO
3. Explain and ask None 10 Minutes Administrative Aide IV

3. Sign the Non-
Disclosure requesting party PSSO
Agreement to sign Non-
Disclosure
Agreement
None 5 Minutes Releasing Officer

4. Receive data/ 4. Release the data/
information information PSSO
requested for requested for
research purposes research purposes
5 Days,
TOTAL: None 1 Hour,
30 Minutes
1359
3. Attend to Request for Safety and Security Orientation and Training
for Students, University-accredited Business Concessionaires and
Barangay Councils
The Public Safety and Security Office also provides safety and security orientation
and training for the UP Diliman stakeholders. The said service is usually provided for
the academic and non-academic units within the University.
Type of
Transaction:
Students, University-accredited Business Concessionaires and
Who may avail:
Barangay Councils near UP Diliman
Letter of request Personal file of the Applicant

1. Submit letter of 1. Evaluate letter of

request to PSSO request None 10 Minutes Receiving Personnel
PSSO
1.1 Endorse request
to Director for
approval
Administrative Aide
1 Day
IV
1.2 Forward request
to PSSO-UPDP PSSO
for the
assignment of
resource
person/training 10 Minutes
personnel
1.3 Arrange the

assignment of
1360
resource
person/training
1 Day
personnel
1.4 Return request to

PSSO with list of
assigned Administrative
resource 15 Minutes
Assistant III
person/training
UPDP
personnel
1.5 Invite applicant to

PSSO to claim
their approved 15 Minutes Administrative Aide
request IV
PSSO
2. Release
2. Claim approved
approved request None 10 Minutes Releasing Personnel
request from the
to applicant
PSSO PSSO
None 5 Days Administrative Aide

IV
3. Coordinate with 3. Coordinate with
PSSO-UPDP on the requesting PSSO
the schedule and party on the
or
logistics of the schedule and
orientation/training logistics of the Administrative
orientation/training Assistant III
UPDP
1361
for Students, University-accredited Business Concessionaires and
Barangay Councils
Type of
Transaction:
Students, University-accredited Business Concessionaires and
Who may avail:
Barangay Councils near UP Diliman

1. Submit letter of Receiving

1. Evaluate letter of None 10 Minutes Personnel
request to
PSSO request
PSSO
1.1 Endorse request

to Director for
approval
1 Day Administrative Aide
IV
1.2 Forward request PSSO

to PSSO-UPDP
for the
assignment of
10 Minutes
resource
person/training
personnel
1362
1.3 Arrange the
assignment of
resource
person/training
personnel Administrative
1 Day
Assistant III
UPDP
PSSO with list of
assigned 15 Minutes
resource
person/training
personnel
1.5 Invite applicant to 15 Minutes

PSSO to claim
their approved Administrative Aide
IV
request
PSSO
2. Claim approved 2. Release approved Releasing

None 10 Minutes
request from the request to applicant Personnel
PSSO PSSO

3. Coordinate with IV
PSSO-UPDP on 3. Coordinate with
PSSO
the schedule and the requesting party
logistics of the on the schedule or
orientation/trainin and logistics of the
Administrative
g orientation/training Assistant III
UPDP
6 Days, 1
TOTAL: None
Hour
1363
5. Attend to Request for Security Assessments of Students and
University-recognized Business Concessionaires
In ensuring the safety and security of the UP Diliman community, the Public Safety
and Security Office also provides security assessments to requesting academic and
non-academic units.
Type of
Transaction:
Who may avail: Students and University-recognized Business Concessionaires
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Receiving
10 Minutes
1. Submit letter of 1. Evaluate letter of Personnel
request to PSSO request None PSSO

Director for 1 Day
approval
Administrative Aide
1.2 Forward request to IV
10 Minutes
PSSO-UPDP PSSO
(STPS)

and assignment of 3 Days
STPS Team Leader
personnel for the
requested UPDP
assessment
1.4 Call to inform

requesting party 15 Minutes
regarding the
1364
schedule of
security
assessment
2. Coordinate with 2. Coordinate with None 2 Days

UPDP-STS UPDP-STS STPS Team Leader
regarding the regarding the
UPDP
schedule and schedule and
logistics for the logistics for the
security security
assessment assessment
3. Meet with UPDP- None 10 Days

3. Proceed to the
STPS for the
requesting party’s STPS
assessment of
office to conduct UPDP
security needs/
security
requirements
assessment
3.1 Prepare the report

and
recommendations 3 Days
for the requesting
STPS Team Leader
party
UPDP
3.2 Submit report to
the UPDP – OIC
for his notation
3.3 Forward report to

PSSO
1 Day
3.4 Endorse UPDP-
STPS’ report for
the Director’s
approval
3.5 Forward the 10 Minutes Administrative

Security Assistant III
Assessment
1365
Report and 1 Day UPDP
Recommendations
to the requesting
party Administrative Aide
IV
PSSO
15 Minutes
21 Days,
TOTAL: None 1 Hour,
5 Minutes
6. Attend to Requests for Investigations of Students and University-

recognized Business Concessionaires
The Public Safety and Security Office (PSSO) acknowledges the stakeholders’
need for investigations on certain incidents. As such, the PSSO attends to requests
for investigations from the UP Diliman stakeholders.
Office or Section: Administrative Section, Public Security and Safety Office (PSSO)
Type of
Transaction:
Who may avail: Students and University-recognized Business Concessionaires
Letter of request Personal file of the applicant

1366
Receiving
1. Submit letter of 1. Evaluate letter of None Personnel
request 10 Minutes
request to PSSO PSSO
1.1 Endorse the request Administrative Aide

for the Director’s 1 Day IV
approval PSSO
1.2 Forward the request

to the UPDP for 15 Minutes
proper action
1.3 Assign request to Administrative

Investigation and 15 Minutes
Assistant III
Follow-Up Section UPDP
(UPDP-IFS)
1.4 Conduct Investigation

5 Days IFS
UPDP
1.5 Prepare report based
2 Days
on the conducted Section Head
investigation UPDP-IFS
1.6 Submit report to

1 Day
UPDP-OIC for his
approval/notation
1.7 Forward report to 15 Minutes Administrative

PSSO Assistant III
UPDP
1.8 Endorse report from 1 Day
UPDP-IFS to Director Administrative Aide
for approval IV
PSSO
1.9 Invite requesting 15 Minutes
party to claim report
from PSSO
2. Claim
2. Release report of None 15 Minutes
investigation Releasing Officer
investigation to the PSSO
report from PSSO
requesting party

1367
1 Hour,
26 Minutes
7. Attend to Requests for Issuance of Police Reports of Students and

Non-UP Units
The UP Diliman Police, under the Public Safety and Security Office, attends to
requests for issuance of police reports. The said police reports are of incidents
which happened within the UP Diliman campus and are available to the parties
involved upon request.
Office or Section: UP Diliman Police (UPDP) - Public Security and Safety Office (PSSO)
Type of
Transaction:
Who may avail: Students and Non-UP Units
Formal request (may be verbal or thru a letter) Requesting Party
Office of the University Registrar, GSIS, SSS,
Valid Identification Card
Philhealth, BIR, LTO, DFA, NBI, POST OFFICE
Authorization letter (If report is claimed by a From the person/s involved in the incident
representative of the suspect/victim)
1. Interview applicant None Records Assistant

1. Proceed to the 45 Minutes UPDP
regarding report
UPDP
requested for
Headquarters
(Complaints Desk)
Request for an
to request for a
authorization letter
copy of the Police
from the party/ies
Report
involved if the
requesting party is a
representative.
1.1 Prepare copy of

police report.
1368
Payment from the Payment to Assistant III
UPDP requesting party UPDP
3. Pay prescribed PHP 15 Minutes Administrative Officer

3. Collect payment III
fee to the 50.00
based on the Order or
Administrative
of Payment Administrative
Officer III
Assistant III
3.1 Issue Temporary UPDP
Receipt
Inform requesting
party that they may
claim official receipt
the following day.
4. Claim police 4. Release police

None 15 Minutes Records Assistant
report from UPDP report to the
UPDP
requesting party
PHP 1 Hour,
TOTAL:
50.00 25 Minutes
1369
Public Safety and Security Office
(PSSO)
Internal Services
1370
1. Attend to Request for Security Assistance of Academic and Non-
academic Units
Aside from round the clock security provided by the Public Security and Safety
Office, it also provides additional security assistance to the UP Diliman stakeholders
by request. Security assistance is provided to ensure the safety of the stakeholders.
Who may avail: All UP Academic and Non-academic units

1. Evaluate letter of Receiving
1. Submit letter of request Personnel
request to PSSO None 10 Minutes
PSSO
1.1 Endorse request
to Director for
approval Administrative Aide
IV
1.2 Forward request
to PSSO-UPDP 1 Day PSSO
for the
assignment of
personnel

and assignment 10 Minutes
of personnel
1.4 Submit list of

assignment to 1 Day Assistant III
PSSO UPDP
1371
party to claim
15 Minutes
approved request
Administrative Aide
15 Minutes
IV
PSSO
2. Claim approved Releasing

2. Release Personnel
request from None 10 Minutes
approved request
PSSO PSSO
2. Attend to Request for Data and Information for Research

Purposes of UP Academic and Non-academic Units
The Public Safety and Security Office provides data and information to requestors of
the same for research purposes only. The information is screened to ensure that it
does not violate the University’s and country’s data privacy laws.
Type of
Transaction:
Letter of request with endorsement from the
Requesting Party
Head of Unit
UP Identification Card Office of the University Registrar
1372
10 Minutes
Receiving
Personnel
PSSO
request 1 Day
None
1.1 Endorse request
1. Submit letter of to Director for 10 Minutes Administrative Aide
request to PSSO approval
IV
1.2 Forward request PSSO

to PSSO-UPDP
5 Days
1.3 Collate and
organize the
information
required
1.4 Forward required

Administrative
information to
15 Minutes Assistant III
PSSO
UPDP
1.5 Invite requestor
to claim their
approved request
and required
data/ information 15 Minutes
from PSSO
Administrative Aide
IV
PSSO
1373
2. Proceed to the Administrative Aide
2. Prepare data/ None 15 Minutes
PSSO to claim IV
information
approved
requested PSSO
request

3. Explain and ask IV
3. Sign the Non-
Disclosure requestor to sign PSSO
Agreement Non-Disclosure
Agreement
4. Receive data/ None 5 Minutes Releasing Officer

4. Release the data/
information PSSO
information
requested for
requested for
research
research purposes
purposes
6 Days,
TOTAL: None 1 Hour,
30 Minutes

for UP Academic and Non-Academic Units
1374

10 Minutes
request Receiving Personnel
1. Submit letter of
None
request to PSSO PSSO
1.1 Endorse request
to Director for
approval
1 Day
Administrative Aide
1.2 Forward request IV
to PSSO-UPDP
PSSO
for the
assignment of
resource
person/training 10 Minutes
personnel
1.3 Arrange the

assignment of
resource
person/training
1 Day Assistant III
UPDP
PSSO with list of
assigned 15 Minutes
resource
person/training
personnel
Administrative Aide
1.5 Invite applicant to 15 Minutes
IV
PSSO to claim
1375
their approved PSSO
request
2. Release
2. Claim approved
approved request None 10 Minutes Releasing Personnel
request from the
to applicant
PSSO PSSO

3. Coordinate with IV
3. Coordinate with
PSSO-UPDP on the the requesting PSSO
schedule and party on the
schedule and or
logistics of the
orientation/training logistics of the Administrative
orientation/training Assistant III
UPDP
4. Attend to Request for Security Assessments of UP Academic and

Non-academic Units
In ensuring the safety and security of the UP Diliman community, the Public Safety
and Security Office also provides security assessments to requesting academic and
non-academic units. This service also extends to UP Diliman Extension Program in
Pampanga, UP Diliman Marine Science Institute (MSI) Bolinao Marine Laboratory
and Puerto Galera.
Type of
Transaction:
1376

10 Minutes Receiving
Personnel
PSSO
request
1 Day
1. Submit letter of Director for approval
None
request to PSSO Administrative
1.2 Forward request to Aide IV
10 Minutes
PSSO-UPDP (STPS)
PSSO
and assignment of
personnel for the 3 Days
requested
assessment
STPS Team
Leader
1.4 Call to inform
requesting party UPDP
regarding the
schedule of security
assessment
15 Minutes
2. Coordinate with None 2 Days STPS Team

UPDP-STS regarding Leader
2. Coordinate with
UPDP-STS the schedule and UPDP
regarding the logistics for the
schedule and security assessment
logistics for the
1377
security
assessment
3. Meet with None 10 Days

UPDP-STPS for STPS
the assessment
of security UPDP
needs/
requirements
3. Proceed to the
requesting party’s 3 Days
office to conduct
security assessment STPS Team
Leader
3.1 Prepare the report
UPDP
and
recommendations for
1 Day
3.2 Submit report to the
UPDP – OIC for his
notation
3.3 Forward report to

PSSO 10 Minutes
3.4 Endorse UPDP-

STPS’ report for the
Administrative
Director’s approval
1 Day Assistant III
3.5 Forward the Security UPDP

Assessment Report
and
Recommendations to Administrative
the requesting party Aide IV
15 Minutes
PSSO
1378
21 Days,
TOTAL: None 1 Hour,
5 Minutes
5. Attend to Requests for Investigations of UP Academic and Non-

Academic Units
The Public Safety and Security Office (PSSO) acknowledges the stakeholders’ need
for investigations on certain incidents. As such, the PSSO attends to requests for
investigations from the UP Diliman stakeholders.
Office or Section: Administrative Section, Public Security and Safety Office (PSSO)
Type of
Transaction:
Letter of request Personal file of the applicant

1. Submit letter of 1. Evaluate letter of None 10 Minutes Receiving

request to PSSO request Personnel
PSSO
1.1 Endorse the request 1 Day
for the Director’s Administrative Aide
IV
approval
PSSO
1.2 Forward the request 15 Minutes
to the UPDP for
proper action
1379
1.3 Assign request to 15 Minutes
Investigation and Administrative
Follow-Up Section Assistant III
(UPDP-IFS) UPDP
1.4 Conduct Investigation 5 Days

IFS
1.5 Prepare report based 2 Days UPDP
on the conducted
investigation Section Head
UPDP-IFS
1.6 Submit report to 1 Day
UPDP-OIC for his
approval/notation
1.7 Forward report to 15 Minutes

PSSO Administrative
Assistant III
1.8 Endorse report from 1 Day UPDP
UPDP-IFS to Director
for approval Administrative Aide
IV
15 Minutes PSSO
party to claim report
from PSSO
2. Claim
investigation 2. Release report of None 15 Minutes
Releasing Officer
report from investigation to the PSSO
PSSO requesting party
10 Days,
TOTAL: None 1 Hour,
25 Minutes
6. Attend to Requests for Issuance of Police Reports of UP Academic

and Non-Academic Units
The UP Diliman Police, under the Public Safety and Security Office, attends to
requests for issuance of police reports. The said police reports are of incidents
which happened within the UP Diliman campus and are available to the parties
involved upon request.
1380
Office or Section: UP Diliman Police (UPDP) - Public Security and Safety Office (PSSO)
Type of
Transaction:
Who may avail: All UP Academic and Non-academic Units
Formal request (may be verbal or thru a letter) Requesting Party
Office of the University Registrar, GSIS, SSS,
Valid Identification Card
Philhealth, BIR, LTO, DFA, NBI, POST OFFICE
Authorization letter (If report is claimed by a From the person/s involved in the incident
representative of the suspect/victim)
1. Proceed to the
UPDP 1. Interview applicant None 45 Minutes Records Assistant
Headquarters regarding report UPDP
(Complaints requested for
Desk) to request
for a copy of the Request for an
Police Report authorization letter
from the party/ies
involved if the
requesting party is a
representative.
1.1 Prepare copy of

police report.

Payment from Payment to Assistant III
the UPDP requesting party UPDP
Administrative
3. Pay prescribed PHP 15 Minutes Officer III
fee to the 50.00 or
3. Collect payment
Administrative Administrative
based on the Order
Officer III Assistant III
of Payment
UPDP
3.1 Issue Temporary
Receipt
Inform requesting
party that they may
1381
claim official receipt
the following day.
4. Claim police
4. Release police
report from None 15 Minutes Records Assistant
report to the
UPDP UPDP
requesting party
PHP 1 Hour,
TOTAL:
50.00 25 Minutes
1382
Traffic Management Office (TMO)
External Services
1383
1. Perform Annual Inspection of Public Utility Jeepneys (PUJs)
The annual inspection is a requirement for all PUJs plying inside the campus to
ensure their conformity to traffic safety and smoke emission regulations. A PUJ is
required to pass the above carriage and under carriage inspections by the Traffic
Management Office and the Campus Maintenance Office, as well as the smoke
emission testing by the Department of Environment and Natural Resources (DENR).
Only after passing the inspections will the jeepney operator be allowed to apply for
the PUJ’s Permit to Operate (PTO).
Office or Division: Traffic Management Office (TMO)
Type of
Transaction:
All PUJs with previous Permits to Operate within the UP Diliman
Who may avail:
Campus
Properly accomplished application form Traffic Management Office
LTO
LTO’s Official Receipt (1 photocopy) LTO
Certificate of Public Convenience or
Land Transportation Franchising and
Application for Extension of Validity (1
Regulatory Board (LTFRB)
photocopy)
Third Party Liability (TPL) Insurance Requesting Party’s choice of TPL Insurance
(1 photocopy) provider
Stencil of vehicle’s motor and chassis

Requesting Party
number
Location sketch of the PUJ’s garage
Requesting Party
(indicating the nearest landmark)
1. Submit properly None 5 Days
accomplished
1384
application form, 1. Evaluate (paused-clock) Receiving
photocopies of application form Personnel
the required and other TMO
documents, requirements for
stencil of the completeness
motor and
chassis number 1.1 Give applicant the
and location designated
sketch of the schedule (date and
garage to the time) for the batch
TMO inspection of
his/her PUJ
2. Bring the PUJ to 2. Inspect the above

None 8 Days
the UP Diliman carriage (physical Traffic
Police appearance) of the (paused-clock) Management
Headquarters for PUJ Enforcer
inspection on
scheduled date TMO
2.1 Inspect the under
and time carriage to ensure
that the PUJ’s
engine is
functioning well Mechanic
and of its parts are CMO
complete
2.2 Give the

driver/operator the
schedule for the Traffic
Management
PUJ’s smoke
Officer
emission test
(batch testing) TMO
None 3 Days
3. Proceed to the 3. Conduct smoke Smoke Emission
(paused-clock)
UPDP emission test for Team
Headquarters for the PUJ
DENR
the PUJ’s smoke
emission testing
1385
4. Issue Order of None 10 Minutes Traffic
4. Claim Order of Payment for PTO Management
Payment for the to requesting party Officer
PTO TMO
5. Pay prescribed 25 Minutes Collecting Officer

5. Collect payment Refer to
fees to the UP based on the UP Cash Office
Table of
Cash Office Order of Payment Rates
below
5.1 Issue Official

Receipt
6. Submit None 1 Day Traffic

photocopy of Management
Order of 6. Receive photocopy Officer
Payment and of Order of
TMO
Official Receipt Payment and
to TMO Official Receipt
6.1 Claim PTO The Order of

Payment includes
the PUJ’s sticker
number.
6.1 Release PTO to

applicant
1386
PTO Fee +
penalty (if 17 Days,
TOTAL: applicable
) = Total 35 Minutes
Fees
Route Rates of PTO

UP-Pantranco PHP 1,000.00
UP-SM North PHP 1,000.00
UP-Katipunan PHP 1,000.00
UP-Philcoa PHP 850.00
UP-IKOT PHP 850.00
UP-TOKI PHP 850.00
*A penalty is imposed on late applicants, with the new rate computed as follows:
TOTAL FEES = Total number of late applicants___ + PTO Rate
Total expenses for the extension period
2. Processing of applications for Public Utility Jeepney (PUJ) Driver’s

Identification Card
Drivers of all the PUJs plying inside the campus are required to annually renew their
PUJ Driver’s Identification Cards. Once received, it is compulsory that the driver’s
Identification Card is always displayed and visible to the commuting public.

Type of
Transaction:
Who may avail: Drivers of PUJs with Permits to Operate within the UP Diliman Campus
Properly accomplished application form TMO
Driver’s License (1 photocopy) LTO
Endorsement letter from the Operator of the
Requesting Party
PUJ
Endorsement letter from the President of the
Requesting Party
PUJ Operators’ and Drivers’ Association
Barangay Clearance Requesting Party’s respective Barangay
1387
NBI Clearance (1 photocopy) (for new
NBI
applicant)
1 ½ x 1 ½ Recent colored photo (2 pieces) Requesting Party
Drug Test Result University Health Service
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit properly
accomplished None Receiving Clerk
1. Evaluate application 5 Days TMO
application form form and other
and photocopies requirements for (batch
of the required completeness processing)
documents to
TMO Traffic
1.1 Compare the original
Management
documents and Enforcer
1.1 Bring the original Identification Cards to TMO
copies of the verify their authenticity
documents and
Identification 1.2 Inform the requesting
Cards for party regarding the
verification at schedule of the
the TMO seminar
Traffic
2. Facilitate the seminar
None Management
2. Attend one (1) with following topics 2 Days Enforcer
day seminar for for the PUJ drivers: TMO
drivers within the
UP Diliman a. Road Safety
b. Responsible Driving NCTS
Campus NCTS
c. Traffic Discipline NCTS
d. Anti-sexual OASH
Harassment
3. Wait for the call 3. Inform the requesting

None
for the Drug party about his drug Traffic
1 Day Management
Testing test two (2) days
(paused-clock) Enforcer
before the intended
The schedule for TMO
drug test schedule
the drug testing is
unannounced to
1388
prevent any
preparation that
may affect the
integrity of the test
and its result.
4. Proceed to the
UHS for the
4. Provide Drug Test None 10 Minutes Drug Test
Drug Testing Laboratory
Form to the applicant
Personnel
4.1 Submit properly UHS
4.1 Receive submitted
filled out Drug
Drug Test Form and
Test Form and
ID and check if all
valid
necessary
Identification
information is
Card
provided
4.2 Get Charge Slip
4.2 Issue Charge Slip
from the UHS –
Drug Testing
Laboratory
5. Pay prescribed
5. Collect payment based PHP 5 Minutes Cashier
fee to the UHS-
on Charge Slip 300.00 UHS
Cashier
6. Proceed to the
Drug Testing None 5 Minutes Drug Test ASC
6. Facilitate the Drug UHS
Laboratory at
Test Process
the UHS
6.1 Take note of the
6.1 Present Official 15 Minutes
Official Receipt No.
Receipt as Proof 10 Minutes
6.2 Accompany the
of Payment
applicant to the
Comfort Room for the
6.2 Produce urine
urine sample
sample under 5 Minutes
the supervision
6.3 Collect the submitted
of the UHS Drug
urine sample for the
Test Authorized
test
Specimen Drug Test Analyst
Collector (ASC) 10 Days UHS
1389
6.4 Process the urine (paused-clock)
6.3 Submit urine sample
sample to the
Drug Test ASC For initial negative drug
tests, the results will be
released after 10 working
days.
20 Days
However, for initial (paused-clock)
positive drug tests, the
sample and results will be
forwarded to East
Avenue Medical Center
for confirmatory testing.
Results will be released
after 20 working days.
6.5 Forward the results to

TMO Traffic
Management
6.6 Process the UP Enforcer
Driver’s Identification TMO
Cards and Orders of
Payment based on the
results of the Drug
Test
Only those with

NEGATIVE results
shall be processed.
7. Get Order of Traffic

7. Issue Order of None 10 Minutes
Payment from Management
Payment for the
TMO for the Officer
Identification Card TMO
Identification
Card
8. Pay prescribed 8. Collect payment based

PHP 25 Minutes Cashier
fees at the UP on Order of Payment
Cash Office
1390
9. Submit
9. Receive photocopy of
Photocopy of
Order of Payment and
Order of
Official Receipt Traffic
Payment and
Official Receipt None 5 Days Management
The Order of Payment Officer
to TMO
includes the TMO
applicant’s UP
9.1 Claim UP
Identification Card
Driver’s
number.
Identification
Card from TMO
9.1 Release UP Driver’s
Identification Card to
applicant
25 Days,
PHP
TOTAL: 400.00
1 Hour,
20 Minutes
Processing of applications for Public Utility Jeepney (PUJ) Driver’s Identification Card:
qualified for multi-stage processing.
3. Attend to Request for Traffic Assistance: Student Organizations

The Traffic Management Office provides traffic assistance during special events or
by request to the University’s academic and non-academic units. Designated TMO
personnel help direct traffic flow during special events and provide assistance to
motorists inside the UP Diliman campus.

Type of
Transaction:
Who may avail: UP Academic and Non-academic Units
Requesting Party
Letter of request with approval from UP officials

1. Submit the 1. Receive and None 10 Minutes Receiving

Personnel
approved letter of evaluate approved
TMO
request to TMO letter of request
1391
1.1 Interview the 30 Minutes
requesting party for
the following
information:
a. Date and Time of

event
b. Location
c. Expected number
of participants
1.2 Endorse request to 1 Day

the Director for
approval
1.3 Coordinate request

and details provided 10 Minutes
to concerned unit
None 1 Day Administrative

2. Wait for the 2. Arrange the schedule Staff
approval from the for the deployment of TMO
TMO personnel
Personnel assigned
to provide traffic
assistance are those
who are off-duty on
the requested
date/time.
10 Minutes
party of the approval
and designation of
personnel.

party to TMO to claim
Order of Payment
10 Minutes
2.3 Prepare the Order of
Payment
None 10 Minutes
Administrative
Staff
1392
3. Claim Order of 3. Issue Order of TMO
Payment from the Payment to
TMO requesting party
4. Pay prescribed 4. Collect fees from Special Collecting

25 Minutes
fees to Special requesting party Officer
Collecting Officer TMO
PHP
First three (3) hours:
500.00
PHP
Every succeeding hour:
100.00
5. Coordinate with 5. Provide traffic None Traffic

Management
TMO for traffic assistance on
Team
assistance on scheduled date TMO
scheduled date
PHP
500.00 +
(PHP
100.00 x
no. of 2 Days,
TOTAL: hours 1 Hour,
after the 45 Minutes
first 3
hours) =
Total
Fees
1393
Internal Services
1394
1. Attend to Request for Traffic Assistance: Academic and Non-
Academic Units
The Traffic Management Office provides traffic assistance during special events or
by request to the University’s academic and non-academic units. Designated TMO
personnel help direct traffic flow during special events and provide assistance to
motorists inside the UP Diliman campus.
Office or
Division:
Type of
Transaction:
Who may avail: UP Academic and Non-academic Units
Letter of request with approval from the Vice Requesting Party

Chancellor for Community Affairs (VCCA)

1. Receive and
1. Submit the
evaluate approved None 10 Minutes
approved Receiving
letter of request
letter of Personnel
request to TMO
1.1 Interview the
TMO
requesting party for 30 Minutes
the following
information:
b. Date and Time of

event
c. Location
d. Expected number
of participants

the Director for 1 Day
approval
1.3 Coordinate request

and details provided
to concerned unit 10 Minutes
1395
2. Arrange the
schedule for the
2. Wait for the None 1 Day Administrative
deployment of Staff
approval from
personnel TMO
the TMO
Personnel assigned
to provide traffic
assistance are those
who are off-duty on
the requested
date/time.
a. Inform the
10 Minutes
requesting party of
the approval and
designation of
personnel.
b. Invite requesting
party to TMO to
claim Order of
Payment
10 Minutes
c. Prepare the Order of
Payment
Administrative
3. Claim Order of 3. Issue Order of
None 10 Minutes Staff
Payment from Payment to TMO
the TMO requesting party
4. Collect fees from

4. Pay prescribed Special Collecting
requesting party 25 Minutes
fees to Special Officer
Collecting PHP TMO
First three (3) hours:
Officer 500.00
PHP
Every succeeding hour:
100.00
5. Coordinate with Traffic

TMO for traffic 5. Provide traffic None
Management
assistance on assistance on Team
scheduled date scheduled date TMO
1396
PHP
500.00 +
(PHP
100.00 x
no. of 2 Days,
TOTAL: hours 1 Hour,
after the 45 Minutes
first 3
hours) =
Total
Fees
1397
(UHS)
External Services
1398
1. Outpatient Medical Consultation
This refers to non-emergency consultations for minor illnesses, for medical
clearance or issuance of a medical certificate for return to classes or duty. Such
cases can be seen at the outpatient clinic.
Office or Division: General Out Patient Clinic. UP Health Service (UPHS)

Type of
G2G -Government to Government/ G2C - Government to Citizen
Transaction:
Who may avail: UP Students, Dependents of UP Staff, Non–UP Clients
UP Student ID, Form 5 – for students Office of University Registrar
PWD, Senior Citizen’s ID, when applicable Requesting Party
UPHS ID – For UP staff dependents Records Section. UPHS
Faculty/employee dependents include:
 Spouse
 Parents
 Unmarried children below 21
years old, solely dependent on
staff for support
 Children 21 years old and above,
incapable of self-support due to
physical or mental incapacity
1 Fill up Request for 1 Receive None 5 Minutes Records staff

Consultation Slip (at accomplished (Starts from UPHS
table outside the Consultation Slip presentation of
Records Window) and check I.D. consultation
and present slip)
accomplished
consultation slip and 1.1 If patient is
I.D. at Records included in the
Window. database, place in
queue and give
queuing number. If
senior citizen,
PWD, pregnant,
give priority no.
instead.
1.2 If not yet

included in the
1399
database, encode
patient data, place
in queue and issue
queuing no. or
priority no, when
applicable.
1.3 Retrieve old
records if
requested, and
release to patient
with instruction to
leave them with
attending physician
after consultation.
2. Ask reason for None 5 Minutes Triage Nurse
consultation and (Starts when UPHS
2.Wait for number to encode on patient’s patient’s
be called and Electronic Health queuing no. is
proceed to Triage. Record (EHR). called)
2.1 Check relevant

vital signs, height,
weight and visual
acuity as needed
and encode on the
EHR.
2.2 Deck patient to

an OPD doctor-on-
duty and issue
another queuing
number
2.3 For Non-UP

clients, issue
charge slip for
consultation and
facility fee
3.Proceed to Clinic 3. Interview patient None 15 Minutes OPD Doctor
Room of assigned for relevant medical (Starts when UPHS
OPD doctor and wait history and patient enters
for no. to be called. complaints Doctor’s Rm.)
3.1 Do appropriate
physical
examination
3.2 Record relevant
findings on the
1400
EMR/OPD
Chart
3.3.Give final
disposition and
instruct patient
(health advise,
referral to
diagnostics or
specialty clinics,
date of follow-up)
If client needs
lab/X-ray requests
for clearance,
instruct client to
proceed to Billing
Cashier for
payment.
If client needs
Specialty
clearance, instruct
client to proceed to
OPD Specialty
Clinic or Medical
Specialist of choice
3.4. Issue a
medical clearance if
applicable and if
assessment is
completed
4. Proceed to 4. Accept payment For non- UP 5 Minutes Billing/Cashier
Billing/Cashier for and issue Official clients only: (Paused- clock) UPHS
payment, if any Receipt Facility Fee
– PHP50
Consultation
Fee –
PHP400
plus
requested
tests
For UP
clients: pay
only for
requested
tests
1401
5. If follow-up visit is None 20 Minutes Records Staff
required, return with Triage Nurse
5. Follow Steps 1-3
results of
accomplished tests/ OPD Doctor
5.1 Assess client UPHS
Specialty clearances
and issue a medical
if any and proceed
clearance if
to Records Section
applicable and if
for follow-up
assessment is
consultation with
completed
Attending OPD
Doctor. (See Steps
1-3)
UP clients –
UP clients –
25 Minutes
None
(minimum)
(minimum)
TOTAL Non-UP
Non-UP –
clients-
PHP450
30 Minutes
(minimum)
(minimum)
2. Annual Physical Examination (A.P.E.)

This service is for those who want to undergo a routine physical examination at
least once a year to determine the presence of an illness or risk factors
predisposing to an illness so early medical interventions can be done. This is a
health-promotive step to ensure optimal performance in the workplace and in
school.
Office or Division: General Outpatient Clinic, UPHS

Classification: Complex/ Highly Technical
Type of G2G - Government to Government/ G2C - Government to Citizen/
Transaction: G2B -Government to Business
UP College/Graduate Students (currently enrolled)
Who can Avail:
Staff Dependents and Non-UP Clients above pediatric age group
1402
PWD, Senior Citizen’s ID when Requesting Party
applicable
UPHS ID – For UP staff dependents Records Section, UPHS
Faculty/employee dependents include:
 Spouse
 Parents
 Unmarried children below 21
years old, solely dependent
on staff for support
 Children 21 years old and
above, incapable of self-
support due to physical or
mental incapacity
CLIENT STEPS
1.Fills up Request 1. Receive None 5 Minutes Records Staff
for Consultation accomplished UPHS
Slip (on table Consultation Slip
outside Records and check I.D.
Section Window)
and signify 1.1 Issue chart
intention to have an and laboratory
A.P.E requests for
routine P.E signed
1.1 Queue and by issuing
present Records
accomplished personnel
consultation slip
and ID at the 1.2 Instruct client
Records Window. to accomplish the
following in any
order – Chest X-
ray, Dental exam,
ECG, and Lab
exams after
payment.
1.3. Give charge

slip according to
age and client
category, and
instruct them to
proceed to Billing
Section
1403
2. Accept See below 5 Minutes Billing/Cashier
2. Proceed to UPHS
payment and for table of
Billing/Cashier for
issue Official Rates
assessment of fees
Receipt.
and payment
3. Proceed to 3. Deck patient to None 5 Minutes Dental Receptionist
Dental Section with Dentist on P.E. (Paused-Clock) UPHS
Chart with Official duty
Receipt. 3.1 Conduct Dentist on P.E. duty
dental UPHS
examination, write
findings and
recommendations
on chart
4. Proceed to ECG 4. Conduct ECG None 10 Minutes ECG Technician
Rm. and present examination and (Paused-Clock) UPHS
request instruct patient
when to get
results
Cardiologist – in
4.1 Process ECG 1 day
charge
test
5. Proceed to None 20 Minutes Radiologic
5. Perform Chest Technologist
Radiology Section (Paused-clock)
X-ray exam on
and present
patient and Radiologic
request
instruct patient Technologist
when result will be UPHS
released
5.2 Process X-ray Radiologist
3 Days UPHS
test
6. Proceed to 6. Receive and None 10 Minutes Receptionist
Medical Laboratory check correctness (Paused-clock) UPHS Lab
and present of specimen
requests collection and
6.1 submit urine preparation of
and stool specimen patient (fasting
6.2 Do fasting as time) Medical Technologist
instructed for some 6.1 Perform UPHS
tests routine tests as
requested and
instruct patient
when to get
results
6.2 Process lab 1 day
results
1404
7. Return with chart 7.Issue queuing None 2 Minutes Records staff
and results of all or Priority No. for UPHS
diagnostic exams Triage Nurse
requested and
proceed to Records
for OPD
consultation
8 Wait for number 8. Check on None 10 Minutes Triage Nurse
to be called and patient’s Vital UPHS
proceed to Triage Signs, measure
Nurse his/her height and
Weight, perform
Visual Acuity test
and record
findings on Chart.
8.1 Deck patient
to an Examining
doctor and issue
queuing no. to
doctor’s clinic
9. Wait for one’s 9. Perform P.E., None 15 Minutes OPD Doctor
turn outside evaluate lab UPHS
assigned clinic results and
instruct patient as
to further
recommendations
9.1 Issue medical

certificate if
assessment is
complete.
Varies
according
5 Days, 1 Hour,
TOTAL to age and
27 Minutes
category
of client
Table of Rates for Annual Physical Examination

NON-UP
AGE OF UP UP STAFF NON-UP
SENIOR
PATIENT STUDENTS DEPENDENTS CLIENTS
CITIZENS
Below 40 years
None PHP300 PHP1200.00 NA
old*
40 Package
1
PHP240 PHP720 PHP1925.00 P1540
years
1405
old and Package
above** 2
PHP700 PHP1570 PHP3075 PHP2460
*Complete Blood Exam, Urinalysis, Stool Exam, Chest X-ray and Medical-
Dental Examination
**Package 1 - Complete Blood Exam, Urinalysis, Stool Exam(routine and
Occult Blood), Chest X-ray, ECG, Fasting Blood Sugar, , Cholesterol, Uric
Acid and Medical-Dental Exam– Free for UP clients
Package 2 – All of Package 1 plus HbA1c, Lipid Profile, Creatinine, SGPT
3. Emergency Medical Consultation

Provide emergency medical services which is open 24 hours from Monday to
Sunday.
Office or Division: Emergency Room

Type of
G2G - Government to Government/ G2C -Government to Citizen
Transaction:
Who may avail: All
NOTE: The UP Student ID, Form 5, UP
Employee ID and UPHS ID for staff
dependents are used only to verify
category of patients and not a
requirement to avail of emergency
treatment.

Life threatening Varies with Varies with ER Staff on Duty
1.Proceed to ER Cases amount of severity of case (Physician/s,Nurs
1.Assess and medicines but not to e,Nursing
administer immediate and exceed 24 Attendants)
treatment supplies hours. UPHS
used.
1.1 Transfer patient Ambulance Driver
as appropriate, thru Varies with EMT
ambulance Ambulance according to UPHS
conduction. Fee hospital of
See below destination.
for Table of
Rates
1406
Non - Life None Varies with ER Nurse
threatening Cases severity of case UPHS
1.2 Chart and queue but not to
to Physician on Duty exceed 24
hours.
1.3 Administer Varies with Beyond 24 hrs, ER Physician

treatment amount of POD must UPHS
medicines decide whether
1.4 Carry out doctor’s and to discharge, ER Nurse
orders supplies admit or UPHS
used and transfer
medical/
surgical
procedures
done
1.5 Issue Charge slip See below 15 Minutes ER Nurse

or Statement for for Table of UPHS
Service Value (SSV) Rates
form (on weekends
and holidays)if patient
is for discharge or
transfer
Recovered patient Collect payment. If ER None 3 Minutes Cashier
or companion pay to Nurse collects, log Collecting Officer
Cashier/ payment and remit to ER Nurse
Collecting Officer, or Cashier on the first UPHS
ER Nurse in the following working day
absence of both.
Presents proof of Discharge patient. None 3 Minutes ER Physician on

payment duty
UPHS
Varies with
patient
category 24 Hours
TOTAL
and (Maximum)
services
given
Table of Rates
Emergency Room UP Students and Non-UP Clients/
Fees Staff Dependents (For Senior Citizen)
1407
Consultation Fee None PHP 400 (PHP320)
Facility Fee None PHP 50 (PHP 40)
Ambulance Fee Students – None  Within Quezon City
- If patient is for Staff Dependents: – PHP P225.00
transfer  Within Quezon City  Within Metro
– PHP 59.50 Manila – PHP
 Within Metro Manila 525.00
– PHP 147.00
Non-UP clients:
 Within Quezon City
– PHP225
 Within Metro Manila
– PHP525
Emergency Procedure None Varies
Cost of supplies and
Varies Varies
medicines
4. Specialty medical consultation

The UPHS provides accessible, affordable and a wide array of medical specialty
outpatient services. The Specialty Clinic is manned by highly qualified Visiting
Consultants with discounted professional fees for mandated clients.
Office or
Specialty Outpatient Clinic
Division:
Type of
G2G - Government to Government/ G2C - Government to Citizen
Transaction:
Who may avail: All
1. UP Employee ID (only to categorize Requesting Party
clients as UP-connected)
2. Referral letter, if any Attending Physician

CLIENT STEPS
1.Chart and place None 3 Minutes Medical
1.Visit or call
patient on queue Secretary
secretary of
Visiting Specialty Clinic
Consultant to
1408
make an 1.1. Instruct
appointment. patient to pay
Facility fee at
1.1Proceed to the UHS Billing/
Specialty Clinic Cashier
during clinic
hours of desired
consultant and
approach
secretary.
2.Proceed to 2. Accept Facility Fee- 3 Minutes Billing Clerk

Billing/Cashier to payment and PHP50 Cashier
pay Facility Fee issue Official UPHS
Receipt
.2.1Stay at the
waiting area to
await secretary’s
queue.
3. Present 3. Examines and None 30 Minutes Visiting
referral letter to assesses patient, Consultant
(Starts as UPHS
Consultant, if any and treats
patient enters
accordingly
clinic)
3.1Gives
feedback to
referring physician
3.2 Gives charge
slip to secretary
3.Pay to Collect payment Professional Fee: 3 Minutes Medical
Secretary and issue O.R. (50% Discount, Secretary
and 20% Specialty Clinic
Discount for UP
students and
Staff dependents
respectively.
20% for Senior

citizens.
May avail of only
one discount
privilege,
1409
whichever is
higher
Varies
according to
TOTAL 39 Minutes
specialty and
patient category
5. X-ray Services
UPHS provides imaging services relevant to a primary care setting (e.g., routine Chest
X-rays for enrollment and pre-employment purposes, X-ray of extremities to rule out
fractures). It makes use of a computed radiography system which captures X-ray
images on photo-luminiscent screens instead of the traditional X-ray film.
Office or Division: Radiology Section

Type of
Government to Government/ Government to Citizens
Transaction:
Who may avail: All
Accomplished Request form Attending physician
a) Signed by the requesting physician Records Section
b) With initials of Records staff if for
Annual/Pre-employment P.E.
For UP Students – Student ID, Form 5 Requesting party

For Staff Dependents – UPHS ID
CLIENT STEPS
1.Present X-ray Accept payment See Table of 3 min (from the Billing
request to and issues Official Rates below. time patient Clerk/Cashier
Billing/Cashier’s Receipt presents UPHS
Window and pays request)
accordingly
1410
2.Proceed to 2 Encode patient None 5 minutes Radiologic
Radiology Section data and verifies Technician
Window and O.R. UPHS
presents Official
Receipt (O.R.) 2.1 Ask patient to House Attendant
UHS
go to the X-ray (if ER patient)
room
3. Proceed to X-ray 3. Takes None 8 minutes Radiologic

room and radiograph image Technologist
prepares for the UPHS
X-ray exam
4. Awaits further 4.1 Processes None 15 minutes Radiologic
instructions image and Technologist
submits to UPHS
radiologist for
interpretation
Radiologist
3 days
UPHS
4.2 Instructs
patient on the
availability of
results
4.3 Interprets
examination
5. Claim results as 5.1 Verify receipt None 3 minutes Radiologic
instructed and ID or Technician
authorization letter House Attendant
5,1 Present I.D. and as needed UPHS
Official Receipt 5.2 Release
(Authorization Letter results and ask
as needed ) client to sign on
logbook
5,2 Get results and
signs in logbook
TOTAL Varies 3 days
Table of Rates for Radiographic Tests

FEES (in PHP) FEES (in PHP)
X-RAY Non- X-RAY UP No Non
UP Staff Non- Staff
EXAMINATIO UP EXAMINATI Student n- - UP
Student Dep. UP Dep
N SC ON s UP SC
CHEST PA- 60 105 200 160 THORACIC 200 350 550 440
7+ y/o (P/L/O)
CHEST P/L 84 147 260 136 THORACIC 120 180 350 280
1411
7+ y/o (P/L)
Chest PA – 48 84 170 136 Chest P/lat 80 140 250 200
child child
RIBS 80 140 250 200 LUMBO- 112 196 330 264
SACRAL(P/L
)
ABDOMEN/ 80 140 250 200 LUMBO- 140 245 400 320
K.U.B. SACRAL(P/L
/O
28 49 120 96 SACRO- 100 175 300 240
Additional COCCYX/
View ILIAC
PELVIS 80 140 250 200 SHOULDER 68 119 220 176
HIP JOINTS 80 140 50 200 CLAVICLE/ 68 119 220 176
STERNUM
SKULL 88 154 270 216 SCAPULA 68 119 220 176
FACIAL 100 175 300 240 ARM/ 200 140 250 200
BONES FOREARM
MANDIBLE 100 175 300 240 ELBOW 68 119 220 176
JOINT
MASTOIDS 100 175 300 240 WRIST 68 119 220 176
JOINT
NASAL BONE 88 154 270 216 FEMUR 80 140 250 200
ORBITS 100 175 300 240 HAND/ 68 119 220 176
FINGERS
PARANASAL 100 175 300 240 KNEE JOINT 68 119 220 176
SINUSES
TMJ 100 175 300 240 TIBIA 80 140 250 200
FIBULA
SCOLIOSIS 228 399 620 496 ANKLE 68 119 220 176
JOINT -
FEES (in PHP) FEES (in PHP)
X-RAY Non- X-RAY UP No Non
UP Staff Non- Staff
EXAMINATIO UP EXAMINATI Student n- - UP
Students Dep UP Dep
N SC ON s UP SC
CERVICAL 88 154 270 216 FOOT / 68 119 220 176
P/L HEEL
CERVICAL 128 224 370 296

P/L/O
Additional Fees: Duplicate of results – PHP 20.00 Bedside Radiography –Plus P150.00
Private Room patients – Plus 20% VLP patients: Plus 30% Ward patients –
Plus 10%
1412
5a. Request for Duplicate (X-ray)
Service provides for duplicate/softcopy of their imaging test results upon request.

Type of Government to Government/ Government to Client
Transaction:
Who may avail: All
UP Employee ID Requesting Party
CLIENT STEPS
ACTIONS PAID TIME RESPONSIBLE
1.Proceed to X-ray 1. Receive None 2 Minutes Radiologic
Window and signify request and Technologist
request for verifies details\ UPHS
duplicate 1.1 Instruct
client to pay
fee.
2.Pay duplication 2.Generate results Duplication 15 Minutes Radiologic
fee at Cashier and Fee- Technologist
present O.R. and PHP15.00 hard UPHS
UP Employee ID at copy
X-ray PHP50.00 soft
Window copy
3.Claim duplicate 3.Release None 1 Minute Radiologic
copy. Duplicate Copy. Technologist
UPHS
PHP 15 or
TOTAL 18 minutes
PHP50
6. Ultrasound Services
UPHS provides various ultrasound (sonology) tests from detection of early pregnancy
to the presence of a mass, differentiating whether solid or cystic.
Office or
Radiology Section
Division:
1413
Type of
Transaction:
Who may avail: All
Accomplished Request form Attending Physician
Proper Patient Preparation Requesting Party
For UP Students – Student ID, Form 5 Office of University Registrar
For Staff Dependents – UPHS ID Records Section, UPHS

1. Present 1.Assess request None 10 minutes Receptionist
request form for Radiology
ultrasound to 1.1.Schedule Section,UPHS
get an appointment for
appointment client
1.2.Instruct clients
on proper
preparation
1.3.Issue charge slip

and instruct patient
to settle fees
2.Pay fees at 2.Accept payment
the and issue Official See below for 5 Minutes Billing/Cashier
Billing/Cashie Receipt Table of Rates UPHS
r
3. Return on 3. Verify O.R. and 2 Minutes

appointed date ask patient to go to None
and present the ultrasound room Radiologic
Official receipt Technologist
at X-ray Window UPHS
4.Proceed to 4. Encode patient None 5 Minutes Radiologic

the ultrasound data Technologist
room UPHS
4.1 Prepare and
instruct patient on
proper position
1414
5. Assume 5.Determine None 30 Minutes Radiologist/Sonolo
proper position technical settings on gist
and await machine and scan UPHS
further patient
instructions
5.1. Process image
and interpret
5.2. Informs patient

on availability of
results
6. Present 6. Verify receipt and None 3 Minutes Radiologic
ID/OR/Authori ID or authorization Technologist
zation Letter letter as needed UPHS
as needed to 6.1 Release results
claim results
Varies with
TOTAL: 55 Minutes
Test
Table of Rates for UP Faculty and Employees

ULTRASOUND UP Students UP Staff Non-UP Non- UP
TEST Dependents Clients Senior
(FEES in PHP) Citizens
Cost R.F. Cost R.F. Cost R.F. Cost R.F.
One Abdominal 175 140 200 160 250 200 200 160
Organ
Two Abdominal 280 140 320 160 400 200 320 160
Organs
Three Abdominal 315 175 200 360 450 250 400 200
Organs
Four Abdominal 385 175 440 200 550 250 440 200
Organs
Five Abdominal 455 175 520 200 650 250 520 200
Organs
Kidney-Urinary 280 140 320 160 400 200 320 160
Bladder
K.U.B./Prostate 315 175 360 200 450 250 400 200
Urinary 175 140 200 160 250 200 200 150
Bladder/Prostate
Prostate Gland 280 210 320 240 400 300 320 240
-trans rectal
Testes 210 140 240 150 300 200 240 160
Pelvis (Trans 280 210 320 240 400 300 320 240
vaginal/Trans
rectal
R.F. – Reading Fee
1415
ULTRASOUND UP Students UP Staff Non-UP Non- UP
TEST Dependents Clients Senior
Citizens
Cost R.F. Cost R.F. Cost R.F. Cost R.F.
Pelvis 175 140 200 160 250 200 200 160
(Transabdominal)
Fetal Aging 210 210 240 240 300 300 240 240
Biophysical Profile 210 210 240 240 300 300 240 240
Thyroid 210 140 240 160 300 200 240 160
Breast 245 140 280 160 350 200 280 160
Fluid Mapping 245 210 280 240 350 300 280 240
Superficial Mass 210 210 240 240 300 300 240 240
Scan
Additional Service Fees: Duplicate of Results – PHP 15.00 VLP Patients – Plus
30%
Private patients – Plus 20% Ward Patients –
Plus 10%
7. Ambulance Services
Service provides for pick-up of cases needing emergency vehicle transport for UP-
connected clients within UP Diliman Campus.
Office or
Emergency Room
Division:
Type of
Transaction:
Who may avail: UP Students, UP Staff Dependents, UP Units within UP Diliman Campus
NONE NONE
1.Call UPHS, 1.Receive call & None 2 minutes ER Nurse
emergency notify Physician-on- Physician on Duty
contact numbers duty (POD) UPHS
E.R - loc. 111 or 1.1.POD signs trip

Ambulance ticket
Service- loc. 110
1416
2.Await arrival of 2.Fetch patient and None 3 Minutes (for Ambulance Driver/
ambulance. bring to UHS life-threatening Emergency
Patient must Emergency Room cases) Medical
be or another health Technician
accompanied facility, when UPHS
by reliable appropriate
informant
2.1.Give charge slip
to companion
3. Present charge 3.Receive payment Ambulance 5 minutes Cashier

slip and pays fee and issue Official transport Fee Collecting Officer
to Cashier/Nurse Receipt (ER Nurse UP Student- UPHS
on Duty after on Duty remits Free
office hours, payment on the first Dependents-
weekdays and following working PHP 40.00
holidays day) Non-UP –
PHP50
Varies with
TOTAL patient 10 Minutes
category
8. Standby Ambulance Service

Organizers of events inside UP Diliman campus request for ambulance on standby as
contingency for possible medical emergencies
Office or
Nursing Service/Ambulance Service
Division:
Type of Government to Government/ Government to Citizen/Government to
UP Diliman Units and officially recognized student
Who may avail:
organizations
Letter of request – to be given at least Client’s organization
2 weeks before event

1.Present letter 1.Receive request Fee for 4 Days Director’s
of request to the and check Ambulance Use – secretary
Director’s Office availability of the None EMS**
ambulance and Coordinator
UPHS
1417
EMS personnel on Honoraria for
the specified date Ambulance
Personnel
1.1Coordinate with (on overtime pay
EMS staff as per Magna
Carta for Public
Health Workers) :
Driver- PHP500
per 8 hours
EMT* (Nurse) –
PHP1,500 per 8
hours
EMT* (Doctor) -
PHP2,000per
8hours
2. Await 2.Relay approval None 1 Day Ambulance

approval of of standby Driver/EMS Staff
requested ambulance duty UPHS
schedule. and names of
EMS* staff
3.Once 3.Accept payment None 3 Minutes Billing Clerk

approved, obtain and issue O.R. Cashier
charge slip from UPHS
EMS
Coordinator
3.1.Present
charge slip and
pay to Cashier
4.Present O.R. Confirm date and None 2 Minutes EMS Coordinator
with EMS schedule of UPHS
Coordinator standby duty and
personnel
involved.
May vary
5 Days,
TOTAL according to
5 Minutes
length of event
*EMT – Health personnel who has undergone special training (usually 2 months) in
Disaster
Response as an Emergency Medical Technician
**EMS – Emergency Medical Services – Services that pertain to responding to
Medical
1418
Contingencies internally and outside UPHS within the UP Diliman Campus
9. Ambulatory Surgery
The facility provides for the conduct of minor surgeries which do not necessitate any
hospital admission. Examples are circumcision, excision biopsy of a small superficial
mass and debridement of infected wounds.
Office or Division: Operating Room (OR) Services

Type of
Transaction:
Who may avail: UP Students, UP Staff Dependents and Non-UP Clients
Doctor’s orders Attending Surgeon
CLIENT STEPS
1.Check details of None 10 minutes OR Nurse/ Nurse
1.Present doctor’s doctor’s orders attendant
orders for surgery 1.1 Schedule for UPHS
surgery
1.2 Give out-

patient record and
consent form for
client to fill-up
2.Sign consent form 2.Collect forms None 5 Minutes OR Nurse/ Nurse
including signed attendant
consent UPHS
3. Proceed to the 3. Prepare client Fees may 1 hour OR Nurse
Operating Room on for operative vary Surgeon
scheduled date at procedure according to UPHS
least 30 minutes 3.1 Execute procedure,
before cutting time. procedure extent of
3.2 Give lesion, and
discharge patient
instructions category: OR Nurse
(including (See below UPHS
possible histopath for Fees)*
for excision
biopsy)
3.3 Issue charge
slip
1419
4.If with specimen for 4.Evaluate Fees for 5 Minutes Receptionist
histo-pathological specimen and Histopath. Lab, UPHS
examination, proceed issue Charge Slip exam
to Medical Small-sized
Laboratory to get specimen –
Charge Slip PHP 600
Medium-
sized
specimen –
PHP 1000
Large-sized
specimen –
PHP2000
5.Proceed to 5.Accept payment

Billing/Cashier
Billing/Cashier for and issue O.R. None 5 Minutes
UPHS
payment
1 Hour,
TOTAL Varies
25 Minutes
END OF TRANSACTION
* Surgical Fee – goes to the account of the Surgeon; varies depending on extent of
surgery
With discounts for UP clients
Operating Room Fee – or facility fee. PHP1000 for non-UP clients (60% and 30%
discount
For UP students and staff dependents, respectively
Cost of Supplies
Fee for Histopathological Examination, as needed for some tissue specimen
10. Pharmaceutical Services

This service pertains to the presence of a pharmacy, duly licensed by the Department
of Health to dispense medicines used in a primary care setting. The medicines are
usually procured from UP-PGH and their efficacy has been evaluated by a
Therapeutics Committee.
Office or Division: Pharmacy Section

Type of
Government to Client/ Government to Government
Transaction:
Who may avail: All
1420
1. Updated Prescription Attending physician
2. Senior citizen or PWD ID (for discount) Requesting Party

1.Present 1.Receive None 5 Minutes Pharmacist on
Prescription prescription and Duty
(present Senior determine total cost UPHS
Citizen ID, PWD of medicines to be
ID for discount, if dispensed
applicable)
2. Await 2. Dispenses May vary 2 Minutes Pharmacist on
prescription medicines and depending on Duty
medications provides instructions prevailing UPHS
to patients market price
of the
medicines
prescribed
TOTAL 7 Minutes
11. Dental Services

A Dental Clinic provides basic to secondary dental procedures as well as routine dental
check-ups for elementary students, college entrants, for pre-employment purposes and
APE (annual physical examination).
Office or Division: UPHS, Dental clinic

Type of Transaction: Government to clients, Government to Government
Who may avail: UP Students, UP Staff Dependents and Non-UP Clients
UPHS ID for staff dependents Records Section, UPHS
OPD Chart Attending Physician
Referral letter, if any
CLIENT STEPS
For urgent 1. Deck patient to See below for 1 Minute Dental Aide
cases: Dentist-on-duty Table of UPHS
1.Proceed to (DOD) Rates
Dental Clinic and
inform receptionist 1.1Proceed with 15 Minutes or more Dentist on ER
duty
of dental the necessary from initial contact
UPHS
complaint with dentist
1421
dental emergency
treatment
For non-urgent 1. Deck patient to None 1 Minute Dental Aide

cases: DOD UPHS
1.Present chart at 1.1.Give patient

the Dental Clinic queuing number
2. Await turn for 2. Assess patient 10 Minutes PE Dentist
dental service and write findings UPHS
on chart (for See below for
routine dental Table of
check - ups) Rates
Dentist
2.1.Administer 1 Hour UPHS
the appropriate
treatment/
procedure
3.Get SOA for 3. Issue None 5 Minutes Dental Aide

dental treatment statement of UPHS
and pay to Account
Cashier
4.Present proof of 4.Note and record

payment to the proof of payment None 2 Minutes Dental Aide
Dental Clinic UPHS
TOTAL 1 Hour,
34 Minutes (max)
Table of Rates
FEES IN PHP
Dental Non-UP
Procedure Staff
UP Students Non-UP Clients Senior
Dependents
Citizens
Oral
Prophylaxis
120 210 300 240
Topical fluoride
application
80 140 300 240
1422
Pit and fissure
sealant
160 280 400 320
Preventive
Resin 160 280 400 320
Restoration
Dental
Radiograph
80 140 200 160
Temporary
Fillings
160 280 400 320
Glass Ionomer
Filling
160 280 400 320
Visible Light
Cure Filling
160 280 400 320
Extraction 140 260 400 320
PHP220 + PHP176
Consultation
None None Facility +Facility
Fee
Fee(PHP50) Fee(PHP40)
12. Laboratory Diagnostic Examinations

A Medical Laboratory provides diagnostic examinations relevant to a primary care
setting. Clients avail of its services for pre-employment, obtaining a medical clearance,
during annual physical examinations and for diagnostic purposes.
Office or Division: Medical Laboratory, UP Health Service (UPHS)

Type of
G2C - Government to Citizens, G2G - Government to Government
Transaction:
Who may avail: All
1. Completely filled-up laboratory request Attending Physician/Specialist
a) duly signed by requesting physician
(for consults)
b) with initials of Records personnel if Records Section
for annual P.E./Pre-
employment/Medical Clearance
2. Specimen for examination, if any,
properly labelled and collected
NOTE:
Requesting Party
Duration of fasting: 10 hours for
Fasting blood sugar,
Triglycerides, and Lipid Profile
No fasting required for other
1423
Blood chemistry examinations
Cut off time: 11AM for blood chemistry
Proper collection:
Urine – at least 60 ml
Stool – Thumb or pea-sized
sample for formed stools and
at least10 ml for watery stools
Place urine and stool samples
in a plastic, screw-capped
container (available at the lab)
Submit specimen within two (2)
hours after collection.
3. For claiming results: Proof of payment
or Requesting Party
Official receipt (O.R.)
4. When claiming results for another
person:
Proof of payment (O.R.)
Requesting Party
ID of client/patient
ID of authorized person
PERSON
FEES TO PROCESSING
BE PAID TIME
BLE
1.Present laboratory 1. Accept payment and See Below 10 Minutes Billing
request form to issue O.R. for Table of Clerk/Cashier
Billing Clerk/Cashier Rates UPHS
for payment
2. Proceed to 2. Call on priority and None 2 Minutes Receptionist

Laboratory and regular clients UPHS
secure queuing alternately.
number for regular
patients and queuing
letter for priority
clients (PWD, Senior
and pregnant)
3. Submit the 3. Receive and None 5 Minutes Receptionist
following to the evaluate specimen, (if UPHS
receptionist: any) and documents
- Properly labelled submitted
specimen (e.g. urine,
stool, etc.) 3.1 Encode/ record
- Accomplished patient data on Entry
laboratory request logbook
-Proof of Payment
1424
4. Proceed to 4. Extract blood or None 5 Minutes Medical
specimen collection collect the needed Technologist
area specimen (e.g. Skin UPHS
scrapings, etc.)
4.1 Instruct
patient/client when to
claim results
5. Claim results on 5. Verify validity of None 5 Minutes Laboratory

designated date with requirements. Reception
requirements. Staff
UPHS
5.1 Sign in the 5.1 Log in the
releasing logbook releasing logbook and
prior to receipt of release result
results
TOTAL 27 Minutes
6. If requesting for a 6. Issue Charge Slip None 5 Minutes Lab
duplicate of lab receptionist
results, signify UPHS
request to secure
Charge Slip
7. Proceed to 7. Collect payment and Duplication 3 Minutes Billing/Cashie
Billing/Cashier to issue Official Receipt Fee r
pay for duplication PHP 8.00 UPHS
fee
8. Present proof of 8. Print duplicate and None 10 Minutes Medical
payment to lab log in releasing Technologist
Receptionist and logbook. UPHS
sign in releasing
logbook.
9. Claim results 9. Release results 5 Minutes Lab

upon receipt of O.R. receptionist
UPHS
TOTAL 35 Minutes
Table of Rates
FEES in PHP
DIAGNOSTIC
Staff Non-UP Non-UP
EXAMINATION UP Students
Dependents Clients Senior
1425
I. BLOOD 56 98 140 112
CHEMISTRY
Fasting Blood Sugar (FBS)
Random Blood Sugar (RBS) 48 84 100 80
Post prandial Blood Sugar 48 84 100 80
(PPBS)
Uric Acid 58 101.50 145 116
Cholesterol 58 101.50 145 116
Blood Urea Nitrogen 58 101.50 145 116
Creatinine 58 101.50 145 116
Triglycerides 68 119 170 136
Lipid Profile 232 406 580 464
OGTT 2 HRS 112 196 280 224
OGTT 3 HRS 224 392 560 448
SGPT (ALT) 58 101.50 145 116
SGOT (AST) 58 101.50 145 116
HbA1c* (awaiting BOR approval) 360 630 900 720
II. BLOOD COUNTS
Complete Blood Count Free 115.50 165 132
Platelet Count 66 115.50 165 132
Hemoglobin and Hematocrit 66 115.50 165 132
White Blood Cell and 66 115.50 165 132
Differential Count
Red Cell Indices 66 115.50 165 132
Peripheral Blood Smear 66 115.50 165 132
Clotting Time/Bleeding Time 28 49 70 56
Malarial Smear 40 70 100 80
ESR 42 73.50 105 84
Blood Typing with RH 40 70 100 80
III. MICROSCOPY
Urinalysis Free 45.50 65 52
Fecalysis Free 35 50 40
Occult Blood 30 52.50 75 60
IV. OTHERS
TMG 56 98 140 112
KOH 32 56 80 64
Gram Stain 40 70 100 80
AFB single specimen 34 59.50 85 68
AFB – 3 specimen 96 168 250 200
Pap’s Smear
Processing Fee 36 84 120 96
Reading Fee 45 105 150 120
V. ADDITIONAL
FEES
Duplicate Copy 8 8 8 8
Stat Fee 9 21 30 30
1426
Specimen Container 10 10 10 10
Glucose Solution 50 gms 100 100 100 100
75 gms 150 150 150 150
13. Drug Testing Laboratory Services

The Laboratory screens for Methamphetamine (Shabu) and Tetra hydro Cannabinoids
(Marijuana).
UP Faculty and Employees may avail of such tests for random drug testing, pre-
employment and medical clearance.
Office or University Health Service Drug Testing Laboratory, UP Health Service
Division: (UPHS)
Type of
G2C - Government to Citizens, G2G - Government to Government
Transaction:
Who may avail: UP Faculty and Employees
1. Completely filled-up laboratory Attending Physician/Specialist
request Records Section (For Annual P.E./Pre-employment
and Medical Clearance
2. Client’s Valid ID (e.g., Voter’s ID,
Driver’s License, UMID ID,TIN
Requesting Party
Card, Philhealth ID, Passport and
Senior Citizen ID, Company I.D)
3. For claiming results: Proof of
Requesting Party
payment or Official receipt (O.R.)
person:
 Proof of payment (O.R.)
Requesting Party
 ID of client/patient
 Authorization Letter
 ID of authorized person
1. Proceed to the 1. Verify donor/client None 5 Minutes Receptionist
laboratory with for previous DTL UPHS-DTL
accomplished lab records
request, valid ID
and queue for 1.1 If client/donor has
verification no POSITIVE result
for the last 6
months, issue
Charge Slip
1427
2. Proceed to 2.Accept payment PHP 250 10 Minutes Billing
Billing/Cashier for and issue O.R. Clerk/Cashier
payment UPHS
3.Proceed to 3. Give DTL forms None 5 Minutes Receptionist
Laboratory, fill-up UPHS-DTL
necessary DTL 3.1 Call on priority
forms and regular clients
and secure alternately.
queuing number
4. Submit the 4. Receive and verify None 5 Minutes DTL Encoder

following: documents submitted UPHS
 request
form 4.1 Take the
 completely client/donor’s
filled-up biometrics and
DTL forms picture
 Proof of
payment 4.2 Encode
client/donor’s details
4.1 Undergo in the DTO program
biometrics/finger
scanning and
picture taking
5. Proceed to 5.1 Follow DTL None

specimen protocol of
collection area and “observed” urine 5 Minutes Authorized
follow pre- and collection Specimen
post- collection Collector (ASC)
UPHS
protocols for urine 5.2 Assist client in
labelling specimen
5.3 Instruct
donor/client when to
claim results
6. Claim results on 6. Verify validity of None 5 Minutes

designated date documents
with required DTL Receptionist
documents. UPHS
6.1 Log in the
6.1 Sign in the releasing logbook
releasing logbook and release results
prior to receipt of
results
1428
35 Minute
TOTAL
s
7. If requesting for 7. Issue Charge Slip None 2 Minutes
a duplicate of drug DTL
testing results, Receptionist
signify request to UPHS
secure Charge
Slip
8. Proceed to 8. Collect payment PHP 8.00 15 Minutes Billing/ Cashier

Billing/Cashier for UPHS
payment
8.1 Print duplicate None 5 minutes DTL Analyst
and log in releasing UPHS
logbook.
9. Present proof of Release results upon None 2 Minutes DTL receptionist
payment to claim receipt of O.R. UPHS
duplicate and sign
in releasing
logbook.
24
TOTAL
Minutes
14. Electrocardiographic (ECG) Services

The UPHS provides for this very important, but relatively inexpensive diagnostic tool
used in medical emergencies as well as for routine physical examination of persons
forty (40) years old and above. It alerts us to the presence of cardiac arrhythmias,
coronary artery disease and even electrolyte problems.
Office or Division: Nursing Service

Type of G2C - Government to Citizen/ G2G - Government to Government
Transaction:
Who may avail: UP Students and UP Staff Dependents, Non-UP Clients
1. Completely filled-up laboratory request:
Attending Physician
a. duly signed by requesting physician (for
consults)
Records Section
1429
b. with initials of Records personnel if for
annual P.E./Pre-employment/Medical
Clearance
2. Student ID and Form 5, UPHS ID for Staff
Requesting Party
Dependents – to avail of discounts
1.Present request 1. Accept payment and See below 3 Minutes Billing /Cashier
to Billing and pay to issue Official Receipt. for Table of UPHS
Cashier Rates
2.Proceed to ECG 2. Accept documents and None 2 Minutes ECG Technician
Room and present log patient’s details in UPHS
request and proof of logbook.
payment.(O.R)
2.1 Give instructions to
patient as to position on
bed and proper apparel
3.Follow 3. Be sure the electrodes None 10 Minutes ECG Technician
instructions until are in their proper (paused clock) UPHS
end of procedure position.
3.1 Take enough strip of

ECG paper for accurate
reading.
3.2 Instruct patient when

to get the results.
3.4 Submit to
reader(Cardiology
Consultant) all ECG
tracings for the day,
properly documented
4.Await results as 4. Interpret ECG and Reading Fee- 2 days Cardiology
instructed releases results P30 per non- Consultant
UP client UPHS
5. Claim results as 5. Release results and None 5 Minutes ECG Technician

instructed. ask patient to sign in UPHS
releasing logbook.
Varies Procedure -15
TOTAL
according to minutes
1430
patient
category Results – + 2
Days
Table of ECG Rates

STAFF NON-UP
FEES UP STUDENT NON-UP CLIENT
DEPENDENTS SENIOR
ECG Cost PHP37 PHP65 PHP190 PHP146
Reader’s Fee None None PHP30 PHP30
15. Immunizations under the National Program of Immunization

Provide immunization services for children and adults, as directed by the Department
of Health. Walk-in clients are entertained daily, but a regular mass immunization day is
scheduled every 3rd Friday of the month.
Office or Division: Public Health Unit, UP Health Service

Type of G2C – Government to Citizen, G2G – Government to Government
Transaction:
Who may avail: Residents of UP Diliman Community, UP Students and UP Staff
Dependents
Immunization Record (i.e. Baby book) Requesting Party
Order for immunization Attending Physician
1. Submit 1. Accept the None 5 Minutes Midwife/Nurse
requirement/s to the requirements and PHU
assigned staff. evaluate the vaccinee’s
need for immunization.
Midwife/Nurse
1.1 Log the patient’s None 2 Minutes PHU
basic personal
information on the
immunization monitoring
sheet
1431
1.2 Instructs patient to
sign consent form.
2. Sign the consent 2. Collect the signed None 1 Minute Midwife/Nurse

form for vaccination consent form and ask PHU
client to proceed to the
treatment area.
3. Proceed to the 3. Administer the None 5 Minutes Nurse/Physician

treatment area. vaccine. PHU
4. Get back the 4. Sign the immunization None 2 Minutes Nurse/Physician

immunization record, record and give brief PHU
or if there is none, health teaching on the
ask for one from the vaccine and/or home
vaccinator instructions
16. Issuance of Health Certificate to Food Handlers

The Public Health Unit issues health certificates to food handlers, working in food
establishments or as ambulant vendors inside UP Dilliman, to attest to their good
health and their being free from any communicable illness at the time of examination.

Type of G2B – Government to Business/ G2C – Government to Client/
Transaction: G2G – Government to Government
Who may avail: Ambulant Vendors/Food Handlers in Food Establishments inside UP
Diliman
Valid ID Requesting Party
1432
Proof of employment/order to obtain Employer
Health Certificate
One1”X1” ID picture

CLIENT STEPS
1. Proceed to PHU 1. Issue request for None 5 Minutes Sanitary Inspector
and signify intent to Stool exam and Admin Aide
get a health Chest-X-ray to PHU
certificate client.
1.1 Instruct client to

pay the necessary
fees at the cashier.
2. Pay to Cashier Accept payment Stool exam – 5 Minutes Billing Clerk

and issue Official PHP30 Cashier
Receipt Chest PA- UPHS
PHP90
Health
Certificate-
P140
3. Accomplish the 3. Await results None 3 Days Medical Lab/

required laboratory (paused-clock) Radiology Staff
exams UPHS
4. Return to PHU to 4. Deck client to None 3 Minutes Sanitary

present results of physician for Inspector/Admin Aide
Chest X-ray and physical exam PHU
Stool Exam
5. Proceed to Clinic 5. Examine Client None 15 Minutes Physician
Room of PHU and assess lab PHU
Physician results to
determine issuance
or denial of health
certificate
1433
6. Waits for the 5. Encode and None 2 Days Sanitary Inspector
health assessment prepare Health PHU
results and final Certificate, if
disposition regarding granted
the Health Certificate
6. Claim Health 6. Issues Health None 15 minutes Nurse

Certificate as Certificate PHU
instructed
6.1.Does routine
deworming of client
with proper advice
5 Days,
TOTAL: PHP 260
43 Minutes
17. Health Lectures, Site Inspection, Investigation of Disease

Outbreaks
The Public Health Unit is the hospital section that is primarily responsible for carrying
out the programs of the Department of Health. It is also mandated to provide accurate
and timely health information to the public on health and disease prevention. The staff
may conduct inspection visits related to health events and investigation of disease
outbreaks which are of public health concern.

Type of G2B – Government to Business/ G2C – Government to Client/
Who may avail: UP Diliman Academic and Non-Academic Units
Letter of Request/Invitation Head of Requesting Unit
(for lecture requests, at least 1 month
prior
The
CLIENT STEPS
1434
1. Call the 1 Classify whether None Urgent – 3 Medical Director
Director’s Office for urgent or non- Minutes UPHS
urgent requests. urgent and notify Non-urgent-
Otherwise, may PHU Head. 1 Day
send letter of .
request or invitation
addressed to the
Director of the UP
Health Service,
signed by the Head
of the requesting
unit.
2. Await or follow-up 2. Reply to None Urgent – 3 Head or designated
on reply. requesting unit Minutes representative
2.1. Coordinate Non-urgent- PHU
with other 3 Days
concerned health
professionals/
agencies
3. Coordinate with 3. Instruct No service Varies Head or designated
Public Health Unit representative of fees, except according to representative
for whatever is requesting unit as if experts activity PHU
needed for a timely regards possible outside UP
and adequate expenses and are needed
response. other needs (ex.
PPE)
3.1Carry out
requested activity
3.2. Document or
submit written
report as
necessary
4. Provide proof of 4.Update the None Varies Head or designated

accomplishment Director’s Office according to representative
(e.g. and liaise with the activity PHU
Certificate of LGU, and other
appearance or agencies,
recognition) university officials
as necessary
1435
Service
TOTAL: Varies
Fee- None
18 a. Occupational, Physical and Speech Therapy Services

This is an extension program of the College of Allied Medical Professions (CAMP) in
UP Manila to provide rehabilitation services to the UP Dilliman Community. The clinic
staff consists of Occupational Therapy, Physical Therapy and Speech Therapy
Consultants and Student Clinicians.
Office or UP Health Service Therapy Clinic
Division:
Type of G2G - Government to Citizen/
adult and adolescent population, senior citizens, PWDs
Who may avail:
UP Dilliman students, UP staff dependents
1. UP Student ID, Form 5 – For Students Requesting Party
2. UPHS ID for Staff Dependents
3. Senior Citizen or PWD ID, as applicable Attending Physician
4. Referral Letter (issued within the last 6
months, and contains at least one of the
following statements: “for physical
therapy”, “for occupational therapy” or “for
speech therapy”

1. Present doctor's 1. Check submitted None 5 Minutes Clinic staff
referral and documents UPHS Therapy
applicable ID’s Clinic
2. Set an 2. Confirm None 5 Minutes Clinic staff

appointment with availability of UPHS Therapy
preferred therapist. preferred therapist Clinic
Choose either a
consultant
(licensed OT, PT
or accredited ST)
or a student
clinician (intern),
but under close
supervision.
1436
3. Proceed to 3. Bring client to the See Table 1 hour OT/PT/SP
Therapy clinic on treatment area and of Rates Consultant
scheduled date of conduct therapy. below* UPHS Therapy
appointment. Clinic
Clinic Staff
3.1.Give Charge Slip UPHS Therapy
Clinic
4. Pay for therapy 4..Accept payment None 5 Minutes Clinic staff

services and give (paused-clock) UPHS Therapy
acknowledgement Clinic
receipt
4.1 Remit fees to 5 Minutes

UPHS Cashier, (paused-clock)
(except P.F. of
Consultant) to obtain
Official Receipt
4.3. Give O.R. to

client on his next visit
or attach to patient
chart
1 Hour,
TOTAL Varies
15 Minutes
Table of Rates for Physical Therapy/Occupational Therapy/Speech Therapy

Services
NON-UP
STAFF NON-UP
THERAPIST UP STUDENT SENIORS/
DEPENDENT CLIENTS
PWD
PHP600 + PHP480+
STUDENT
PHP300 PHP300 Facility Fee Facility Fee
CLINICIAN
PHP50 PHP50
PHP700+ PHP500+
CONSULTANT PHP400 PHP600 Facility Fee Facility Fee
PHP50 PHP50
18 b. Wellness Lectures
UPHS Occupational, Physical and Speech Therapy Clinic offers free wellness lectures
to UP Diliman community. Interested offices and departments may contact the clinic for
their preferred topics and schedule.
1437
Office or Division: University Health Service Therapy Clinic
Clasification: Simple
Type of G2G - Government to Government
Transaction:
Who may avail: UP Diliman Student Organizations, UP Campus Barangay Community
Letter of Request signed by the head of Requesting Party
requesting unit, given at least one (1) month
prior to event
CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON
1. Students, 1. Post lecture None N/A Clinic Staff
Community offerings for lay Therapy Clinic
organizations check people at the Office of UPHS
postings of free the Vice-Chancellor
lecture offerings for Community Affairs
(OVCCA) Facebook
page, memorandum
email/announcements
2. Contact Therapy None 1 day Clinic Staff
Clinic or give letter 2, Answer requests Therapy Clinic
of request for and confirm preferred UPHS
lectures on schedule.
selected topics and
availability of
schedule
3. Await 3.Facilitate the lecture None 1 hour OPST interns
confirmation and together with their and supervisors
ask preparations for supervisors CAMP
lecture proper
TOTAL None 1 Day, 1 Hour
19. Nutrition Counseling

The Nutrition Clinic provides Nutrition Counseling for undernourished, obese and
overweight individuals, as well as those who have to be placed on a special diet due to
chronic illnesses such as diabetes.
Office or Division: Dietary Section, UPHS

Type of Transaction: G2C - Government to Client/
G2G - Government to Government
Who may avail: UP Students, UP Staff Dependents, Non-UP Clients
1438
1. Doctor’s Referral Attending Physician
2. UPHS Medical Records, as necessary Records Section, UPHS
3 Form 5 for UP students Requesting Party
4. UP ID for UP staff
5. UPHS ID for Dependents
PERSON
FEES TO PROCESSING
BE PAID TIME
BLE
1. Set an appointment 1. Schedule None 5 minutes Nutritionist-
with the Nutrition appointment. Dietitian
Clinic via phone or UPHS
walk-in 2. Log details in the
appointment
logbook
3. Instruct the
patient to bring
the requirements
and three-day
food record on
the scheduled
date.
2. Go to the Nutrition 2. Proceed with For non- 1 Hour Nutritionist-
Clinic with the Nutrition Dietitian
requirements. assessment and UPHS
counseling
Facility Fee
2.1 Schedule follow- – PHP50
up of patient
Consultation
2.2 Give Charge slip Fee –
for non-UP clients PHP
3. For non-UP clients, 4.Accept payment None 5 Minutes Billing/Cashie
present Charge slip and issue Official r
to Billing and pay to Receipt UPHS
Cashier
TOTAL: None 1 Hour,
5 Minutes
1439
(UHS)
Internal Services
1440
1. Outpatient Medical Consultation
This refers to non-emergency consultations for minor illnesses, for medical
clearance or issuance of a medical certificate for return to classes or duty. Such
cases can be seen at the outpatient clinic.
Office or Division: General Out-patient Clinic

Type of
G2G - Government to Government/ G2C -Government to Citizen
Transaction:
UP Employee ID
Requesting Party
PWD,Senior Citizen’s ID when applicable
PERSON
FEES TO PROCESSING
BE PAID TIME
E
1.Fill up Request for
Consultation Slip at Records staff
table outside the 1 Receive None 5 Minutes UPHS
Records Window accomplished (Starts from
Consultation Slip presentation of
1.1 Queue and and check I.D. consultation slip)
present
accomplished 1.1 If patient is
consultation slip included in
and I.D. at database, place in
Records queue (thru the
Window. Electronic Health
Record) and give
queuing no. If
senior citizen,
PWD, pregnant,
give priority no.
instead.
1.2 If not yet

included in the
database, encode
patient data, place
in queue and issue
queuing no. or
priority no, if
applicable.
1441
1.3 Retrieve old
record if requested,
and release to
patient with
instruction to leave
them with Attending
doctor after
consultation.
2.Wait for queuing None 5 Minutes Triage Nurse
number or Priority (Starts when UPHS
2. Ask reason for
No. to be called and patient’s queuing
consultation and
proceed to Triage no. is called)
encode in patient’s
Electronic Health
Record (EHR)
2.1.Check
appropriate Vital
Signs, Height,
Weight and Visual
Acuity as needed
and encode in the
EHR
2.2 Deck patient to

a staff physician
and issue another
queuing number
3.Proceed to Clinic 3.Interview patient None 16 Minutes

Room of assigned for relevant medical (Starts when Staff Physician
staff physician and history and patient enters UPHS
wait for no. to be complaints Doctor’s Rm.)
called
3.1.Do appropriate
physical
examination
3.2 Record relevant

findings on the
EHR/OPD Chart
3.3.Give final
disposition and
instruct patient,
(health advice,
referral to
1442
diagnostics or
specialty clinics,
date of follow-up)
3.4.Issue medical
clearance if
applicable and if
assessment is
completed
25 Minutes
TOTAL None
(Minimum)
2. Annual Physical Examination (A.P.E.)

University faculty and employees are encouraged to undergo an annual physical
examination to determine the presence of an illness or risk factors predisposing to
an illness so early medical interventions can be done. This is a health-promotive
step to insure a staff’s optimal performance in the workplace.
Office or
General Out-patient Clinic
Division:
Classification: Simple/ Complex/ Highly Technical
Type of
Transaction:
Who may avail: UP Faculty and Employees (including UP Contractuals)
1. UP Employee ID Requesting Party
CLIENT STEPS
5 Minutes Records Staff
1. Receive None UPHS
1. Fill up Request
accomplished
for Consultation
Consultation Slip
Slip on table
and check I.D.
outside Records
Section Window
1.1 Issue chart
and signify
and laboratory
intention to have
requests for
an A.P.E
routine P.E.
Stamp APE on
1443
1.1.Queue and requests and put
present one’s initials. Offer
accomplished Package 2 as
consultation slip necessary*
and ID at Records
Window 1.2 Instruct client
to accomplish the
following in any
order: Chest X-
ray, Dental exam,
ECG, and
required Lab
exams
2 Proceed to
2.Accept payment
Billing/Cashier for
and issue Official Billing/Cashier
assessment of None 5 Minutes
Receipt. UPHS
fees and payment,
if any
3. Deck patient to
3.Proceed to None 5 Minutes Dental Receptionist
Dentist on P.E.
Dental Section (Paused-Clock) UPHS
duty
with Chart
3.1 Conduct
dental
examination, write Dentist on P.E. duty
findings and UPHS
recommendations
on chart
4 Conduct ECG ECG Technician
10 Minutes
4 Proceed to ECG examination on UPHS
None (Paused-Clock)
Rm. and present patient
request 4.1 Instruct patient
when to get
results
2. 1 Process ECG Cardiologist –in
1 day charge
test
5.Proceed to None Radiologic
Radiology Section 5.Perform Chest Technologist
20 Minutes
and present X-ray exam on UPHS
(Paused-clock)
request patient and
instruct patient
when result will be
released
3 Days Radiologist
5.1 Process X-ray
result UPHS
6.Proceed to 6. Receive and For routine 10 Minutes Receptionist

Medical check correctness tests- (Paused-clock) Lab, UPHS
1444
Laboratory and of specimen Package1*
present requests collection and None
preparation of
6.1 Submit urine patient (fasting Package 2
and stool time) –P700 Medical
Technologist
specimen w/ HbA1c, UPHS
6.1 Perform SGPT.
6.2 Do fasting as routine tests as Lipid
instructed for requested, and profile and
some tests instruct patient creatinine
when to get
results
6.2 Process lab 1 day
results
7 Return with None 2 Minute Records staff
7Issue queuing or
chart and results UPHS
Priority No. for
of all diagnostic
Triage Nurse
exams requested
and queue at
Records window
8 Wait for queue 8 Check on None 10 Minutes
Triage Nurse
number to be patient’s Vital
UPHS
called and Signs, measure
proceed to Triage his/her Height and
Nurse Weight, perform
Visual Acuity test
and record
findings on Chart.
8.1 Deck patient

to an OPD doctor
and issue queuing
no. to doctor’s
clinic
9 Perform P.E.,
evaluate lab
results and
instruct patient as
9 Wait for one’s to further OPD Doctor
turn outside recommendations None 15 Minutes UPHS
assigned clinic
9.1 Issue medical
certificate if
assessment is
complete.
1445
P700 (if
with
additional 5 Days, 1 Hour
TOTAL: tests) 27 Minutes
None (Minimum)
(routine
tests)
*Package 1 – consists of routine tests which are free of charge

Package 2 – preferred if with previous history of Diabetes, Hypertension, Kidney or
Liver problem
3. Psychiatric Consultation/ Psychiatric Clearance

The facility provides out-patient consultation to diagnose and treat psychiatric
illnesses among mandated clients and to assess mental fitness prior to enrollment,
for work, and other endeavors.
Office or Division General Out-patient Clinic
Classification Simple
Type of G2G - Government to Government,G2C - Government to Citizen
transaction
Who may avail UP Faculty and Employees
UP ID Requesting party
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBLE
PAID
1. Queue at the 1. Log client on the None 5 Minutes Records staff
Records Section date requested if UPHS
Window to get an available in the
appointment for appointment logbook
consultation. or on the earliest
available slot.
2 Return to 2. Verify appointment None 5 Minutes Records staff

Records Section and issue previous UPHS
Window on date of medical records.
appointment. 2.1Give queuing no.
for Triage
1446
3. Wait for queue 3. Check vital signs None 5 Minutes Triage Nurse
number to be (BP, CR, and Weight) UPHS
called and proceed and record on the out-
to Triage for vital patient chart
signs and initial 3.1Give queuing
assessment number for psychiatrist
4. Proceed to clinic 4. Perform psychiatric None 1 Hour Psychiatrist

and wait for queue evaluation, instruct UPHS
number to be patient as to
called medications, if any;
and give appropriate
advice
4.1 Issue Medical
certificate /Psychiatric
Clearance as
appropriate
TOTAL None 1 Hour,
15 Minutes
4. Emergency Medical Consultation

Provide emergency medical services 24 hours a day, from Monday to Sunday
Office or
Emergency Room
Division:
Type of
Transaction:
UP Identification Card*
Requesting Party
*NOTE: The Employee ID is only to
verify category of patients and is not
a requirement to avail of emergency
treatment

1447
Varies with Varies with
1.Proceed to ER
Life- threatening amount of severity of case
Cases medicines (Patient should ER Staff on Duty
1.Assess and and supplies not stay at the (Physician/,Nurse
administer used. ER for more than ,Nursing
immediate treatment 24 hours.) Attendants)
UPHS
Ambulance
1.1 Transfer patient fee: Ambulance Driver
as appropriate, thru Within Q.C.- Varies according with EMT
ambulance PHP45 to hospital of and Institutional
worker, if needed
conduction. Within Metro destination.
UPHS
Manila-
PHP120
Varies with
Non-life- severity of case
threatening Cases but not to ER Nurse
None UPHS
1.2 Chart and queue exceed 24
to Physician on Duty hours.
Varies with
amount of
1.3 Administer medicines Beyond 24 hrs,
treatment and supplies POD must ER Physician
used and decide whether
ER Nurse
1.4 Carry out medical/ to discharge, UPHS
doctor’s orders surgical admit or transfer
procedures
done
1.5 Issue Charge slip None 15 Minutes
or Statement for ER Nurse
Service Value (SSV) UPHS
form (on weekends
and holidays), if
patient is for
discharge or transfer
2 Recovered 2 .Collect payment. If None
3 Minutes Cashier
patient or ER Nurse collects, log
companion payment and remit to Collecting Officer
ER Nurse
pay to Cashier on the first
UPHS
Cashier/Colle following working day
cting Officer, Physician-on-duty
3 Minutes
or ER Nurse 2.1. Discharge patient. UPHS
in the
1448
absence of
both.
24 Hours
TOTAL: Varies
(Maximum)
5. Specialty medical consultation

Provide accessible, affordable and a wide array of medical specialty outpatient
services. The Specialty Clinic is manned by highly qualified Visiting Consultants
who charge discounted professional fees for mandated or U.P. connected clients.
Office or
Specialty Outpatient Clinic
Division:
Type of
Transaction:
Who may avail: UP Faculty and Employees (including UP Contractual)
1.UP Employee ID (only to categorize Requesting Party

clients as UP-connected)
2. Referral letter, if any Attending Physician
CLIENT STEPS
1.1 Visit or call None 3 Minutes Medical Secretary

1.1.Create chart
UPHS Specialty
secretary of and place patient Clinic
Consultant to on queue
make an 1.2. Instruct
appointment. 1.2. patient to pay
Proceed to the Facility fee at
Specialty Clinic UHS Billing/
during clinic hours Cashier
of desired
consultant and
1449
approach his
secretary.
2. Proceed to 2. Accept
payment and Facility Fee- 3 Minutes Billing Clerk
Billing/Cashier to
issue Official PHP50
pay Facility Fee Cashier
Receipt UPHS
2.1. Stay at the
waiting area to
await secretary’s
queue.
3.1. Examine and

assess patient, Professional 30 Minutes
3.Present referral
and treat Fee-30% Visiting
letter to (Start counting
accordingly Discounts from Consultant
Consultant, if any time when
P.F for non- UPHS
3.2.Give feedback patient enters
to referring UP clients clinic)
physician
4. Collect Medical Secretary

4.Pay fees to
payment and None 3 Minutes UPHS Specialty
Secretary Clinic
issue O.R.
39 Minutes
TOTAL: Varies
(Maximum)
6. X-ray Services
UPHS provides imaging services relevant to a primary care setting (e.g., routine Chest
X-rays for enrollment and pre-employment purposes, X-ray of extremities to rule out
fractures); makes use of a computed radiography system which captures X-ray images
on photo-luminescent screens instead of the traditional X-ray film.
1450
Type of
G2G - Government to Government/ G2C - Government to Citizens
Transaction:
Accomplished Request form

a) Signed by the requesting physician
Attending physician
b) With initials of Records staff if for
Records Section
Annual/Pre-employment P.E. and
Medical Clearance for various
purposes
Requesting party
UP Faculty or Employee I.D.

1.Present X-ray Billing/ Cashier

1Accept payment See below for 3 Minutes
request to Billing UPHS
and issues Official Table of Rates
and pay to Cashier
Receipt (O.R.)
None Radiologic
5 Minutes
2.Proceed to Technologist
Radiology 2. Encode patient Receptionist
UPHS
Section Window data and verifies
and present O.R. O.R.
and X-ray request 2.1. Ask patient to
go to the x-ray
room
3. Position patient
properly Radiologic
3.Proceed to X-
3.1 Take None 8 Minutes Technologist
ray Room UPHS
radiograph image
1451
4.1 Process image Radiologic
15 Minutes
and present to Technologist
radiologist for UPHS
interpretation
4. Await further
4.2 Instruct patient None
instructions
on the availability
of results
4.3 Interpret Radiologist
3 Days UPHS
examination
5.To claim results

present ID/O.R./ 5. Verify OR and ID
Authorization or authorization
Letter (as letter (as needed) Radiologic
needed) Technologist
None 3 Minutes
5.1 Receive 5.1 Release results Receptionist
results and to client or UPHS
sign in authorized
releasing representative
logbook
3 Days,
TOTAL:
34 Minutes
Table of Rates for UP Faculty and Employees

X-RAY FEE X-RAY FEE
EXAMINATION EXAMINATION
CHEST PA-7+ y/o PHP 90 THORACIC (P/L/O) PHP180
CHEST P/L-7+ y/o PHP126 THORACIC (P/L) PHP300
RIBS PHP120 LUMBO-SACRAL(P/L) PHP168
LUMBO-
ABDOMEN/K.U.B. PHP120 SACRAL(P/L/O PHP210
SACRO- PHP150
Additional View PHP 42 COCCYX/ILIAC
PELVIS PHP120 SHOULDER PHP102
HIP JOINTS PHP120 CLAVICLE/STERNUM PHP102
SKULL PHP132 SCAPULA PHP102
FACIAL BONES PHP150 ARM/FOREARM PHP120
MANDIBLE PHP150 ELBOW JOINT PHP102
MASTOIDS PHP150 WRIST JOINT PHP102
NASAL BONE PHiP132 FEMUR PHP120
ORBITS PHP150 HAND/FINGERS PHP102
1452
PARANASAL PHP150 KNEE JOINT PHP102
SINUSES
TMJ PHP150 TIBIA FIBULA PHP120
SCOLIOSIS PHP342 ANKLE JOINT - PHP102
CERVICAL (P/L) PHP132 FOOT / HEEL PHP102
CERVICAL (P/L/O) PHP192
`Additional Service Fees:
Bedside Radiography PHP150 Private Rm Patients 20%
VLP Patients 30% additional Ward Patients 10%
6a. Request for Duplicate

Provide duplicate or soft copy of X-ray tests upon request.
Type of G2G - Government to Government/ G2C - Government to Citizen
Transaction:
UP Employee ID Requesting Party
CLIENT STEPS
1. Proceed to X-ray 1. Receive request
Window and signify and verifies details Radiologic
Technologist
request for duplicate 1.1 Instruct
None 2 Minutes Receptionist
client to pay UPHS
fee.
2. Accept Duplication
2. Pay duplication payment and Fee-
fee at Cashier. issues O.R. PHP15.00 Billing/Cashier
hard copy 3 Minutes UPHS
PHP50.00 soft
copy
3. Present O.R.
3.Generate
and UP Radiologic
results
Employee ID None 15 Minutes Technologist
at UPHS
X-ray Window
1453
Radiologic
4. Claim duplicate 4. Release Technologist
None 1 Minute
copy. Duplicate Copy. UPHS
PHP20.00
hard copy
TOTAL PHP50.00 soft 18 Minutes
copy
7. Ultrasound Services
UPHS various ultrasound(sonology) tests – from detection of early pregnancy, fetal
status, the presence of a mass, differentiating solid from cystic masses, and other
examinations.
Office or
Radiology Department
Division:
Type of
Transaction:
Request form Attending Physician
Proper Patient Preparation Requesting Party

1. Present
request form for 1 Assess request None Radiologic
15 Minutes Technologist
ultrasound at and schedule
Radiology appointment for Receptionist
Section Window client UPHS
to get an 1.1 Instruct client on
appointment proper
preparation
2. Return on
2. Issue charge slip None Radiologic
appointed date 5 Minutes
Technologist
UPHS
1454
3. Collect payment
3 Pay fee at the See Table of Cashier
and issue Official 5 Minutes
Cashier Rates below UPHS
Receipt
4. Presents Radiologic
3.1 Verify O.R. and
Official receipt None 3 Minutes Technologist
ask patient UPHS
at X-ray
go to the ultrasound
Window
room
4. Encode patient
data
30 Minute
4. Proceed to the 4.1 Prepare and Radiologic
ultrasound positions patient Technologist
room 4.2 Determine UPHS
4.1 Make technical factors None
necessary 4.3 Scan patient
preparation for 4.4 Tell patient to Radiologist-
the ultrasound wait for further Sonologist
exam instructions UPHS
regarding the
ultrasound process
5.Await further 5. Process image None 20 Minutes Radiologist/
instructions 5.1 Instruct patient Sonologist
on the availability of UPHS
results
4.2 Interpret
examination
5.To claim 5. Verify receipt and None 3 Minutes Radiologic
results, ID or authorization Technologist
present ID/OR/ letter as needed UPHS
Authorization 5.1 Release results
Letter as
needed
5.1 Sign in
releasing
logbook
1 Hour
TOTAL:
16 Minutes
1455
Rates for UP Faculty and Employees
ULTRASOUND Cost Reader’s ULTRASOUND Cost Reader’s
TEST Fee TEST Fee
One Abdominal PHP175 PHP140 Pelvis (Trans PHP280 PHP
Organ Vaginal/Trans
Rectal
Two Abdominal PHP280 PHP140 Pelvis (Trans- PHP175 PHP
Organs Abdominal)
Three PHP315 PHP175 Fetal Aging PHP210 PHP
Abdominal
Organs
Four Abdominal PHP385 PHP175 Biophysical Profile PHP210 PHP
Organs
Five Abdominal PHP455 PHP1`75 Thyroid PHP210 PHP
Organs
Kidney-Urinary PHP280 PHP140 Breast PHP245 PHP
Bladder
Kidney-Urinary PHP315 PHP175 Superficial Mass PHP210 PHP
Bladder/Prostate Scan
Urinary PHP175 PHP Fluid Mapping PHP245 PHP
Bladder/Prostate
Prostate Gland PHP280 PHP Testes PHP210 PHP
(Trans rectal)
Additional Service Fees:
Duplicate of PHP15.00 Private Patients: + 20%
results
VLP Patients: + 30% Ward Patients + 10%
8. Ambulance Services
Provides emergency transport services for UP clients living within UP Diliman who
need to be brought to UP Health Service or a nearby hospital due to a medical
emergency.
Office or Division: Emergency Room
Type of
Transaction:
Who may avail: UP Staff and Employees
NONE NONE
1456
PERSON
PAID TIME
LE
1. Call UPHS 1. Receive call &
emergency refer the call to ER
contact numbers nurse-on-duty (NOD) ER Nurse
E.R - loc. 111 or 1.1 NOD notifies the Physician on
None 2 Minutes
Ambulance Physician-on-duty Duty
Service- loc. 110 (POD) UPHS
1.2.POD signs trip
ticket
3Minutes (for
2.Fetch patient and
life-
2. Await arrival bring to UHS
threatening
of ambulance. Emergency Room or
cases) Ambulance
Patient must be another health
accompanied by facility, when Driver/
10 Minutes Emergency
reliable appropriate None
(for non-urgent Medical
informant Technician
cases)
a. Give UPHS
Charge
2 Minutes
slip to
companion
3. Present 3. Receive charge Cashier

Ambulance
charge slip and slip and payment Collecting
transport Fee 5 minutes
pays to Cashier Officer
PHP 12.00* UPHS
TOTAL PHP12.00* 19 Minutes

*Ongoing revision of rates/ Last revised 2010.
9. Standby ambulance service

Organizers of events inside UP Diliman campus request for ambulance of standby as
contingency for possible medical emergencies
Office or
Nursing Service/Ambulance Service
Division:
Type of G2G - Government to Government/ G2G - Government to Citizen/G2B -
Transaction: Government to Business
Who may avail: UP Diliman Units and officially recognized organizations
1457
Letter of request – to be given at least
Client’s organization
2 weeks before event
PERSON
PAID TIME
LE
1.Present letter of 4 Days Director’s

Fee for secretary
request to the 1. Receive
Ambulance Use – EMS
Director’s Office request and Coordinator
None
check UPHS
availability of
Honoraria for
the ambulance
Ambulance
and EMS
Personnel
personnel on
(on overtime pay
the specified
as per Magna
date
Carta for Public
Health Workers) :
1.1Coordinate with
EMS staff
Driver- PHP500
per 8 hours
EMT* (Nurse) –
PHP1,500 per 8
hours
EMT* (Doctor) -
PHP2,000per
8hours
2.Await
approval of 2.Relay approval
requested of standby Ambulance
Driver/EMS
schedule and ambulance duty None 1 Day
Staff
obtain charge and names of UPHS
slip from EMS EMS* staff
Coordinator
3 Present
3 Accept Billing Clerk/
charge slip
payment and None 3 Minutes Cashier
and pay to UPHS
issue O.R.
Cashier
Confirm date
4 Present O.R. and schedule of EMS
with EMS standby duty None 2 Minutes Coordinator
Coordinator and personnel UPHS
involved.
TOTAL May vary 5 Days
1458
*EMT – Health personnel who has undergone special training (usually 2 months) in
Disaster Response as an Emergency Medical Technician
**EMS – Emergency Medical Services – Services that pertain to responding to
Medical Contingencies internally and outside UPHS within the UP Diliman
Campus
10. Electrocardiographic (ECG) Services

The UPHS provides for this very important, but relatively inexpensive diagnostic tool
used in medical emergencies as well as for routine physical examination of persons
forty (40) years old and above. It alerts us to the presence of cardiac arrhythmias,
coronary artery disease and even electrolyte problems.
Office or Division: Nursing Service

Type of G2C - Government to Citizen/ G2G - Government to Government
Transaction:
Who may avail: UP Students and UP Staff Dependents, Non-UP Clients
1. Completely filled-up laboratory request:
a. duly signed by requesting physician (for

Attending Physician
consults)
b. with initials of Records personnel if for

Records Section
annual P.E./Pre-employment/Medical
Clearance
2. Student ID and Form 5, UPHS ID for Staff
Requesting Party
Dependents – to avail of discounts
1.Present request to 1. Accept payment and See below 3 Minutes Billing /Cashier
Billing and pay to issue Official Receipt. for Table of UPHS
Cashier Rates
2.Proceed to ECG 2. Accept documents None 2 Minutes ECG Technician
Room and present and log patient’s details UPHS
request and proof of in logbook.
payment.(O.R)
2.1 Give instructions to
patient as to position on
bed and proper apparel
1459
3.Follow instructions 3. Be sure the None 10 Minutes ECG Technician
until end of electrodes are in their (paused clock) UPHS
procedure proper position.
3.1 Take enough strip

of ECG paper for
accurate reading.
3.2 Instruct patient

when to get the results.
3.4 Submit to
reader(Cardiology
Consultant) all ECG
tracings for the day,
properly documented
4.Await results as 4. Interpret ECG and Reading 2 days Cardiology
instructed releases results Fee- P30 Consultant
per non-UP UPHS
client
5. Claim results as 5. Release results and None 5 Minutes ECG Technician
instructed. ask patient to sign in UPHS
releasing logbook.
Procedure -15
Varies
minutes
according
TOTAL
to patient
Results - in 2
category
Days
11. Ambulatory Surgery

Provide minor surgical services on an out-patient basis. The facility provides for the
conduct of minor surgeries which do not necessitate any hospital admission. Examples
are circumcision, excision biopsy of a small superficial mass and debridement of
infected wounds
Office or Division: Operating Room (OR) Services

Type of
Transaction:
1460
Doctor’s orders Attending Surgeon
PERSON
PAID TIME
E
1.Check details of
doctor’s orders
1. Present 1.1 Schedule for
OR Nurse/
doctor’s surgery
None 10 Minutes Nurse attendant
orders for 1.3. Give UPHS
surgery outpatient record
and consent form
for client to fill-up
2. Collect forms OR Nurse/
2.Sign consent form and signed None 5 Minutes Nurse attendant
consent UPHS
May vary
3.Prepare client for
3;Proceed to according to
operative
Operating Room on procedure,
procedure
scheduled date at extent of
3.1Execute OR Nurse
least 30 minutes lesion, and
procedure 1 Hour Surgeon
before cutting time patient UPHS
3.2 Give discharge
for proper category
instructions
preparation of (See below for
(including possible
operative site Rates)*
histopath for
excision biopsy)
Fees for
Histopath.
exam
Small-sized
4.If with specimen
specimen – Receptionist/
for histopathological
4.Evaluate PHP 600 Medical
examination,
specimen and Medium-sized 5 Minutes Technologist
proceed to Medical
issue Charge Slip specimen – UPHS
Laboratory to get
PHP 1000
Charge Slip.
Large-sized
specimen –
PHP2000
5.Proceed to
Billing/Cashier for Accept payment Billing/Cashier
None 5 Minutes
payment and issue O.R. UPs
1 Hour,
TOTAL: Varies
25 Minutes
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*1.Surgical Fee – goes to the account of the Surgeon; varies depending on extent of
surgery with discounts for UP clients
2. Operating Room Fee – or facility fee. PHP1000 for non-UP clients (60% and
30% discount for Students and Staff Dependents, respectively, subject to
BOR approval
3.Cost of Supplies
4.Fee for Histopathological Examination, as needed for some tissue specimen
12. Pharmaceutical Services

This service pertains to the presence of a pharmacy, duly licensed by the Department
of Health to dispense medicines used in a primary care setting. The medicines are
usually procured from UP-PGH and their efficacy has been evaluated by a
Therapeutics Committee.
Office or Division: Pharmacy Section

Type of
G2C - Government to Citizen, G2G - Government to Government
Transaction:
1. Updated Prescription
Attending physician
2. Senior citizen or PWD ID (for discount)
Requesting Party
1.Present 5 Minutes Pharmacist on
1.Receive
Prescription None Duty
prescription and
(present Senior UPHS
determine total cost
Citizen ID, PWD ID
of medicines to be
for discount, if
dispensed
applicable)
May vary
depending on
2. Dispenses
2. Await prevailing Pharmacist on
medicines and
prescription market price 2 Minutes Duty
provides instructions UPHS
medications of the
to patients
medicines
prescribed
TOTAL 7 Minutes
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13. Dental Services
A Dental Clinic provides basic to secondary dental procedures as well as routine
dental check-ups for elementary students, college entrants, for pre-employment
purposes and APE (annual physical examination).
Office or Division: UPHS, Dental clinic

G2C - Government to Citizen, G2G - Government to
Government
UP Employee ID HRDO
OPD Chart Records Section. UPHS
Referral, if any Attending Physician
PERSON
AGENCY FEES TO BE PROCESSING RESPONSIBLE
CLIENT STEPS
ACTION PAID TIME
1 Minute
Service Fee- Dental Aide
For urgent cases 1. Deck patient to
None UPHS
1.Proceed to Dentist-on-duty
Dental Clinic and (DOD)
Treatment
inform receptionist
Fee- May
of dental complaint 1.1.Proceed with
vary
the necessary 1 Hour
depending on
dental emergency (from initial Dentist on ER duty
cost of
treatment contact with UPHS
materials and
dentist)
procedure to
be done.
.For non-urgent
1.1. Deck patient
cases: 1 Minute Dental Aide
to DOD
1.Present chart at None UPHS
1.2. Give patient
the Dental Clinic
queue #
2.1. Assess None 10 Minutes
patient and write PE Dentist
findings on chart UPHS
(for routine dental
2. Await turn for check - ups)
dental service
2.2.Administer the Dentist
appropriate 1 Hour UPHS
treatment or does
assessment
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Oral Prophylaxis PHP180.00
Topical fluoride PHP120.00

application
Pit and fissure PHP240.00

sealant
Preventive PHP240.00
Resin Restoration
Dental PHP120.00
Radiograph
Temporary PHP240.00
Fillings
Glass Ionomer PHP240.00

Filling
Visible Light Cure PHP240.00

Filling
Extraction PHP220.00
3.1. Issue Dental Aide
3.1. Get SOA statement of None 5 Minutes UPHS
for dental Account
treatment and
pay to Cashier
3.2. Present 3.2 Note and None 2 Minutes Dental Aide

proof of record proof of UPHS
payment to payment
the Dental
Clinic
1 Hour,
TOTAL 34 Minutes
(max)
1464
14. Laboratory Diagnostic Examinations
A Medical Laboratory provides diagnostic examinations relevant to a primary care
setting. Clients avail of its services for pre-employment, obtaining a medical clearance,
during annual physical examinations and for diagnostic purposes.
Office or Division: Medical Laboratory Department, UP Health Service (UPHS)

Type of
G2C - Government to Citizens
Transaction:
1. Completely filled-up laboratory request
c) duly signed by requesting Attending Physician/Specialist
physician (for consults)
d) with initials of Records personnel
for annual P.E./Pre- Records Section
employment/Medical Clearance
2. Specimen for examination, if any,
properly labelled and collected
NOTE:
Duration of fasting: 10 hours for
Fasting blood sugar,
Triglycerides, and Lipid
Profile
No fasting required for other
Blood chemistry examinations
Cut off time: 11AM for blood
chemistry
Proper collection:
Urine – at least 60 ml
Stool – Thumb or pea-sized
sample for formed stools and
at least10 ml for watery
stools
Place urine and stool
samples
in a plastic, screw-capped
container (available at the
lab)
Submit specimen within two
(2)
hours after collection.
1465
payment or Requesting Party
person:
Requesting Party
PERSON
PAID TIME
BLE
1.Present Billing
laboratory request Accept payment and See Below for 10 Minutes Clerk/Cashie
form to Cashier for issue O.R. Table of Rates r
payment UPHS
2. Proceed to
Laboratory and Receptionist
secure queuing None Lab,UPHS
number for regular Call on priority and
2 Minutes
patients and regular clients
queuing letter for alternately.
priority clients
(PWD, Senior and
pregnant)
3. Submit the 3. Receive and
following to the evaluate specimen,
receptionist: (if any) and
- Properly labelled documents submitted
specimen (e.g. Receptionist
5 Minutes
urine, stool, etc.) 3.1 Encode/ record Lab, UPHS
- Accomplished patient data on Entry
laboratory request logbook
-Proof of Payment
4. Proceed to
4. Extract blood or
specimen collection
collect the
area
needed specimen
(e.g. Skin
scrapings, etc.)
Medical
4.1. Instruct None 5 Minutes
Technologist
patient/client Lab, UPHS
when to claim
results
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5. Claim results on 5 Minutes
None Reception
designated date 2. Verify validity of
with requirements. Staff
requirements. Lab,UPHS
5.1 Sign in the 2.1 Log in the
releasing logbook releasing
prior to receipt of logbook and
results release results
TOTAL 27 Minutes
3. If requesting
for a duplicate of
Issue Charge Slip
lab results, signify 6 Minutes Receptionist
request to secure Lab, UPHS
Charge Slip
7. Proceed to
7.1 Collect payment Billing/Cashi
Billing/Cashier to
PHP 8.00 15 Minutes er
pay for duplication UPHS
fee
7.2 Print duplicate Medical
and log in releasing 10 Minutes Technologist
logbook. Lab, UPHS
8. Present proof of
payment to lab
Receptionist to
Release results upon
claim duplicate Receptionist
receipt of O.R. 5 Minutes
and sign in Lab,UPHS
releasing
logbook.
TOTAL 35 Minutes
Table of Rates for UP Faculty &Staff

DIAGNOSTIC EXAMINATION FEES
VI. BLOOD CHEMISTRY
Fasting Blood Sugar (FBS) PHP 84.00
Random Blood Sugar (RBS) PHP 72.00
Post prandial Blood Sugar (PPBS) PHP 84.00
Uric Acid PHP 87.00
Cholesterol PHP 87.00
Blood Urea Nitrogen PHP 87.00
Creatinine PHP 87.00
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Triglycerides PHP 120.00
Lipid Profile PHP 348.00
OGTT 2 HRS PHP 168.00
OGTT 3 HRS PHP 336.00
SGPT (ALT) PHP 87.00
SGPT (AST) PHP 87.00
HbA1c PHP 540.00
VII. BLOOD COUNTS
Complete Blood Count PHP 99.00

Platelet Count PHP 99.00
Hemoglobin and Hematocrit PHP 99.00
White Blood Cell and Differential Count PHP 99.00
Red Cell Indices PHP 99.00
Peripheral Blood Smear Processing Fee PHP 99.00
Reader’s Fee PHP 150.00
Clotting Time/Bleeding Time PHP 42.00
Malarial Smear Processing Fee PHP 60.00
ESR PHP 63.00
Blood Typing with RH PHP 60.00
VIII. MICROSCOPY
Urinalysis PHP 39.00
Fecalysis PHP 30.00
Occult Blood PHP 45.00
IX. OTHERS
TMG Processing Fee PHP 84.00
KOH Processing Fee PHP 48.00

Gram Stain Processing Fee PHP 60.00
AFB single specimen Processing Fee PHP 51.00
AFB – 3 specimen Processing Fee PHP 144.00

Pap’s Smear
Processing Fee PHP 72.00
Histopath Exam
Small-sized specimen PHP 600
Medium-sized specimen PHP 1000
Large-sized specimen PHP2000
1468
X. ISSUANCE OF DUPLICATE PHP 8.00
COPY OF RESULTS
15. Drug Testing Laboratory Services

The Laboratory screens for Methamphetamine (Shabu) and Tetra hydro Cannabinoids
(Marijuana). UP Faculty and Employees may avail of such tests for random drug
testing, pre-employment and medical clearance
Office or University Health Service Drug Testing Laboratory (DTL) , UP Health
Division: Service (UPHS)
Type of
Transaction:
1. Completely filled-up laboratory Attending Physician/Specialist

request Records Section (For Annual P.E./Pre-
employment
and Medical Clearance
2. Client’s Valid ID (e.g., Voter’s ID,
Driver’s License, UMID ID,TIN
Requesting Party
Card, Philhealth ID, Passport and
Senior Citizen ID, Company I.D)
payment or Requesting Party
person:
Requesting Party
PERSON
PAID TIME
LE
1. Proceed to the 1. Verify None 5 Minutes Receptionist
laboratory with donor/client for DTL, UPHS
accomplished lab previous DTL
request, valid ID records
and queue for 2. If client/donor has
verification no POSITIVE
result for the last
1469
6 months, issue
Charge Slip
2. Proceed to Billing
Accept payment and 10 Minutes
Billing/Cashier for PHP 250 Clerk/Cashier
issue O.R. UPHS
payment
None 5 Minutes
3.Proceed to Receptionist
Laboratory, fill-up DTL, UPHS
necessary DTL 3. Give DTL forms
forms 3.1 Call on priority
and secure and regular clients
queuing number alternately.
4. Submit the ff: 4. Receive and verify

- request form documents submitted
- completely filled- 4.1 Take the
up DTL forms client/donor’s
- Proof of biometrics and Encoder
payment picture None 5 Minutes
4.1 Undergo 4.2 Encode UPHS
biometrics/finger client/donor’s details
scanning and in the DTO program
picture taking
5. Proceed to
specimen 5.1 Follow DTL
collection area protocol of
and follow pre- “observed” urine
and post- collection
collection 5.2 Assist client in
protocols for urine labelling specimen Authorized
Specimen
5.3 Instruct
None 5 Minutes Collector
donor/client when to (ASC)
claim results UPHS
1470
6. Claim results
on designated
date with required 5 Minutes
6. Verify validity of
documents.
documents DTL
3.1 Sign in the
None Receptionist
releasing UPHS
6.1 Log in the
logbook
releasing logbook
prior to
and release results
receipt of
results
TOTAL 36 Minutes
7. If requesting
for a
duplicate of
drug Issue Charge Slip
testing
DTL
results, None 2 Minutes
Receptionist
signify UPHS
request to
secure
Charge
Slip
8. Proceed to
8. Collect payment
Billing/Cas Billing/Cashier
PHP 8.00 15 Minutes
hier for UPHS
payment
8.1 Print duplicate
DTL Analyst
and log in releasing None 5 Minutes
UPHS
logbook.
9. Present
proof of
payment to
claim 9. Release results DTL
duplicate upon receipt of O.R. None 2 Minutes receptionist
and sign in UPHS
releasing
logbook.
TOTAL 24 Minutes
16. Immunizations under the National Program of Immunization

Provide immunization services for children and adults, as directed by the Department
of Health. Walk-in clients are entertained daily, but a regular mass immunization day is
scheduled every 3rd Friday of the month.
1471
Office or Division: Public Health Uni(PHU), UP Health Service
Type of G2C, G2G
Transaction:
Who may avail: UP faculty and employees
Immunization Record (i.e. Baby book) Requesting Party
Order for immunization Attending Physician
1. Submit 1. Accept the None 5 Minutes Midwife/Nurse
requirement/s to the requirements and PHU
assigned staff. evaluate the vaccinee’s
need for immunization. Midwife/Nurse
1.1 Log the patient’s None 2 Minutes PHU
basic personal
information on the
immunization monitoring
sheet
1.2 Instructs patient to
sign consent form.
2. Sign the consent 2. Collect the signed Midwife/Nurse

form for vaccination consent form and ask None 1 Minute PHU
client to proceed to the
treatment area.
3. Proceed to the 3. Administer the None 5 Minutes Nurse/Physician

treatment area. vaccine. PHU
4. Get back the 4. Sign the Nurse/Physician

immunization record, immunization record and None PHU
or if there is none, give brief health 2 Minutes
ask for one from the teaching on the vaccine
vaccinator and/or home instructions
1472
17. Issuance of Health Certificate to Food Handlers

The Public Health Unit issues health certificates to food handlers, working in food
establishments or as ambulant vendors inside UP Dilliman, to attest to their good
health and their being free from any communicable illness at the time of examination
Office or Division: Public Health Unit(PHU), UP Health Service

Type of Transaction: G2B – Government to Business, G2C- Government to Citizen, G2G –
Who may avail: UP faculty and employees
Valid ID Requesting Party
Proof of employment/order to obtain Health Employer
Certificate
1”x1” ID picture

CLIENT STEPS
1. Proceed to PHU 1. Issue request for None 5 Minutes Sanitary Inspector
and signify intent to Stool exam and Admin Aide
get a health certificate Chest-X-ray to PHU
client.
1.1 Instruct client to

pay the necessary
fees at the cashier.
1473
2. Pay to Cashier Accept payment Stool exam – 5 Minutes Billing Clerk
and issue Official PHP30 Cashier
Receipt Chest PA- UPHS
PHP90
Health
Certificate-
P120
3. Accomplish the 3. Await results None 3 Days Medical Lab/

required laboratory (paused-clock) Radiology Staff
exams UPHS
4. Return to PHU to 4. Deck client to None 3 Minutes Sanitary

present results of physician for Inspector/Admin
Chest X-ray and Stool physical exam Aide
Exam PHU
5. Proceed to Clinic 5. Examine Client None 15 Minutes Physician

Rm of PHU Physician and assess lab PHU
results to
determine issuance
or denial of health
certificate
5. Wait for the health 5. Encode and None 2 Days Sanitary Inspector
assessment results prepare Health PHU
and final disposition Certificate, if
regarding the Health granted
Certificate
6. Claim Health 6. Issues Health None 15 minutes Nurse

Certificate as Certificate PHU
instructed
6.1.Does routine
deworming of client
with proper advice
5 Days,
TOTAL: PHP260
43 Minutes
1474
18. Health Lectures, Site Inspection, Investigation of Disease
Outbreaks
The Public Health Unit is the hospital section that is primarily responsible for carrying
out the programs of the Department of Health. It is also mandated to provide accurate
and timely health information to the public on health and disease prevention. The staff
may conduct inspection visits related to health events and investigation of disease
outbreaks which are of public health concern.

Type of G2B – Government to Business G2G – Government to Government
Transaction: G2C- Government to Client
Letter of Request/Invitation Head of Requesting Unit
(for lecture requests, at least 1 month prior
The
CLIENT STEPS
1. Call the Director’s 1 Classify whether None Urgent – 3 Medical Director
Office for urgent urgent or non- Minutes UPHS
requests. Otherwise, urgent and notify Non-urgent-
may send letter of PHU Head. 1 Day
request or invitation .
addressed to the
Director of the UP
Health Service,
signed by the Head of
the requesting unit.
2. Await or follow-up 2.Reply to None Urgent – 3 PHU Head or

on reply. requesting unit Minutes designated
2.1 Coordinate with Non-urgent- representative
other health 3 Days UPHS
professional/
agencies
1475
3. Coordinate with 3. Instruct No service Varies PHU Head or
Public Health Unit for representative of fees, except according to designated
whatever is needed requesting unit as if experts activity representative
for a timely and regards possible outside UP UPHS
adequate response. expenses and are needed
other needs (ex.
PPE)
3.1 Carry out
requested activity
3.2 Document or
submit a written
report as
necessary
4. Provide proof of 4.Update the None Varies PHU Head or
accomplishment (e.g. Director’s Office according to designated
Certificate of and liaise with the activity representative
appearance) LGU, and other UPHS
agencies,
university officials
as necessary
Service
TOTAL: Varies
Fee- None
19 a. Request for Occupational, Physical and Speech Therapy

Service
This is an extension program of the College of Allied Medical Professions, UP Manila,
offering rehabilitation services to the UP Dilliman Community. The clinic staff consists
of Occupational Therapy, Physical Therapy and Speech Therapy Consultants and
Student Clinicians.
Office or Division: University Health Service Therapy Clinic
Type of G2G - Government to Citizen
Who may avail: UP Faculty and Employees, including Contractual staff
1 UP Employee ID Requesting Party
2.Senior Citizen or PWD ID, as applicable
3 .Referral Letter (issued within the last 6 Attending Physician
months, and contains at least one of the
following statements: “for physical therapy”,
1476
“for occupational therapy” or “for speech
therapy
CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON
1. Present doctor's Check submitted None 5 minutes Clinic staff
referral and documents. UPHS Therapy
applicable ID’s Clinic
2. 2. Set an . Confirm availability None 5 minutes Clinic staff
appointment with of preferred therapist UPHS Therapy
preferred therapist, Clinic
either a consultant
(licensed OT,PT or
accredited ST) or a
student clinician
(intern)
3. Proceed to Bring client to the * 1 hour OT/PT/SP
Therapy clinic on treatment area and Consultant
scheduled date of conduct therapy UPHS Therapy
appointment. Clinic
Clinic Staff
.1.Give Charge slip
4. Pay for therapy ..Accept payment Consultant’s 5 minutes Clinic staff
services and give Fee – (paused-clock) UPHS Therapy
acknowledgement PHP500 Clinic
receipt
4.1 Remit fees to or
UPHS Cashier,
(except P.F. of Intern’s Fee 5 minutes
Consultant) to obtain -PHP300 (paused-clock)
Official Receipt
4.3. Give O.R. to
client on his next visit
or attach to patient
chart
TOTAL Varies 1 Hour,

15 Minutes
19 b. Request for Wellness Lecture

UPHS Occupational, Physical and Speech Therapy Clinic offers free wellness lectures
to the UP Diliman community. Interested offices and departments request to schedule
their preferred date/s and choice of topic/s.
1477
Office or University Health Service Therapy Clinic
Division:
Type of G2G - Government to Government; G2C – Government to Citizens
Transaction:
Letter of Request signed by the head of Requesting Party
requesting unit, given at least one (1)
month prior to event
CLIENT STEPS AGENCY ACTION FEES TO BE PROCESSING PERSON
1. Students, 1. Post lecture None N/A Clinic Staff
Community offerings for lay Therapy Clinic
organizations people at the Office of UPHS
check postings of the Vice-Chancellor
free lecture for Community Affairs
offerings (OVCCA) Facebook
page, memorandum
email/announcements
2. Contact None 1 day Clinic Staff
Therapy Clinic or 2, Answer requests Therapy Clinic
give letter of and confirm preferred UPHS
request for schedule.
lectures on
selected topics
and availability of
schedule
3. Await 3.Facilitate the lecture None 1 hour OPST interns
confirmation and together with their and supervisors
ask preparations supervisors CAMP
for lecture proper
TOTAL None 1 Day, 1 Hour
20. Nutrition Counseling

The Nutrition Clinic provides for undernourished, obese and overweight individuals, as
well as those who have to be placed on a special diet due to chronic illnesses such as
diabetes or hypertension.
Office or
Dietary Section, UPHS
Division:
1478
Type of G2C - Government to Client
Transaction: G2G - Government to Government
1. Doctor’s Referral Attending Physician
2. UPHS Medical Records, as necessary Records Section, UPHS
3. UP Employee ID for UP staff Requesting Party
PERSON
PAID TIME
LE
1. Set an 1. Schedule None 5 minutes Nutritionist-
appointment appointment. Dietitian
with the UPHS
Nutrition Clinic a. Log details in the
via phone or appointment
walk-in logbook
b. Instruct the
patient to bring
the requirements
and three-day
food record on
the scheduled
date.
2. Go to the 2. Proceed with Nutrition None 1 Hour Nutritionist-
Nutrition Clinic assessment and Dietitian
with the counseling UPHS
requirements.
2.1 Schedule follow-up
of patient
TOTAL None 1 Hour,

5 Minutes
1479
Development
(OVCPD)
External Services
1480
1. Issuance of Vending Permits and Identification Cards for
Vendors
Issuance of vending permits and identification cards for vendors are being given for
all legitimate vendors inside the premises of the University who have complied with
all the local government requirements as indicated below:
Office or Division: Office of the Vice Chancellor for Planning and Development (OVCPD)
Type of
Transaction:
Who may avail: Legitimate vendors inside the University
2. Photocopy of previous Permit to Requesting Party
Operate/Vend
3. Photocopy of two (2) government
valid IDs
Acceptable Identification Cards:

 SSS  Social Security System (SSS)
 Passport  Department of Foreign Affairs (DFA)
 Driver’s License  Land Transportation Office (LTO)
 Voter’s ID  Commission on Elections (COMELEC)
 PRC License  Professional Regulation Commission (PRC)
 Philhealth ID  Philhealth
 TIN ID  Bureau of Internal Revenue (BIR)
 Postal ID  Postal Office
4. Legal Documents  Department of Trade & Industry

a. DTI Certificate of Registration  Barangay
b. Brgy. Business Clearance
 City Hall’s Business Permits and Licensing Department
c. Mayor’s Permit
 National Bureau of Investigation
d. NBI Clearance
e. Sanitary Permit  Quezon City Sanitation Department
f. Health Certificate of Food  Quezon City Sanitation Department
Handlers  University Health Service

CLIENT STEPS
1. Submit letter 1.1 Checks the Senior Office Aide,
OVCPD
of intent for completeness None 10 Minutes
(Receiving
renewal with of the Personnel)
1481
complete documents/re
attachments of quirements
requirements 1.2 Receive and
record the
request
1.3 Evaluate and Administrative
assess the Assistant V,
OVCPD
requirements None 2 Days Administrative Aide
and the record VI, OVCPD
on file (Account Analyst)
Administrative
1.4 Prepares Assistant V,
OVCPD
Vending None 2 Days
Administrative Aide
Permit & ID VI
OVCPD
1.5 Review
certification College Business
and submit for Manager 1
Vice None 10 Minutes Administrative
Chancellor’s Officer IV
appropriate OVCPD
action
1.6 For Vice
Chancellor for
Planning & Vice Chancellor for
Planning and
Development’ None 1 Day
Development,
s appropriate OVCPD
action
1.7 Checks
Administrative
completeness None 2 Minutes Officer IV, OVCPD
of signatures
2.1 Release
2. Receive the
approved Administrative
Vending
/signed permit Assistant V,
Permit and None 5 Minutes
and ID to OVCPD
Identification
requesting
Cards
party
5 Days, 27
Total : None
Minutes
2. Process Request for Lease and/or Renewal of Lease
1482
The service is being facilitated for those who have strongly signified their intent
to lease and/or renew their lease contract with the University be it space usage,
or lot usage (e.g. banks, cell sites, optical, laundromat, notarial services,
school/office/medical supplies, groceries, payment center, printing,
photocopying, book binding, layout and design) as well as food concessions
such as: canteens, food kiosks/stalls, café, food delivery.
All business entity with track record of at least 2-3 years in operation of
Who may avail:
business
2. Photocopy of latest lease contract Requesting Party
(for renewal)
3. Photocopy of two (2) government
valid IDs of the signatory for the
contract
 Social Security System (SSS)
 SSS
 Department of Foreign Affairs (DFA)
 Passport
 Land Transportation Office (LTO)
 Driver’s License
 Commission on Elections (COMELEC)
 Voter’s ID
 Professional Regulation Commission (PRC)
 PRC License
 Philhealth
 Philhealth ID
 Bureau of Internal Revenue (BIR)
 TIN ID
 Postal Office
 Postal ID
4. Financial Documents
a. Latest BIR Tax Clearance  Bureau of Internal Revenue (BIR)
b. List of past/present contracts,  Requesting party
period and amount
c. Last Year’s Audited Financial  Company’s Auditor/Accountant
Statement
d. Current Ratio  Company’s Auditor/Accountant
e. Stockholders Equity/Capital at  Company’s Auditor/Accountant
least Php 350,000
f. Latest Year’s Income Tax  Bureau of Internal Revenue (BIR)
Return (ITR) and Business Tax
Return (VAT) Covering  Bureau of Internal Revenue (BIR)
previous six (6) months
1483
g. Registration with the BIR
Electronic Filing and Payment
System (EFPS)
5. Legal Documents
a. DTI Certificate of Registration  Department of Trade & Industry (DTI)
(for single proprietorship)
b. SEC Registration (for  Securities and Exchange Commission (SEC)
companies)  Barangay
c. Brgy. Business Clearance  City Hall’s Business Permits and Licensing Department
d. Mayor’s Permit (BPLD/BPLO)
 National Bureau of Investigation (NBI)
e. NBI Clearance  Quezon City Health Department
f. Sanitary Permit  Quezon City Health Department and University Health
g. Health Certificate of Food Service (UHS)
Handlers
CLIENT STEPS
1. Submit letter 1.1 Checks the
of intent for completeness
lease and/or of the Senior Office Aide,
renewal of documents/re OVCPD
None 10 Minutes
lease with quirements (Receiving
complete 1.2 Receive and Personnel)
attachments of record the
requirements request
1.3 Evaluate and
assess the
requirements College Business
Manager 1,
and the None 30 Minutes OVCPD
proposals or
the record on
file
1.4 Submit for
Vice Administrative
Chancellor’s None 5 Minutes Officer IV, OVCPD
appropriate
action
1.5 For Vice
Chancellor for
Vice Chancellor for
Planning &
None 1 Day Planning &
Development’ Development
s appropriate
action
1.6 Forward College Business
Manager 1,
recommendati None 1 Day
OVCPD
on and
1484
endorsement
to the Office of
the President
through
Channels
2.1 Notifies in
writing the
proponent of
the action College Business
Manager 1,
2. Receive notice taken by the None 30 Minutes
OVCPD
Vice
Chancellor for
Planning and
Development
Office of the Vice
2.2 For Office of President for
the Planning and
President’s Development
None (paused clock)
appropriate (OVPD),
action Office of the
President (OP)
2.3 Receive and

Senior Office Aide
record final
OVCPD
action by the None 5 Minutes (Receiving
Office of the Personnel)
President
3. Receive College Business
3.1 If NOT
notification of None 1 Day Manager 1,
approved OVCPD
regrets
If Approved
4.1 Notifies the
proponent of
4. Receive the scheduled Administrative
notification of Meeting None 10 Minutes Officer IV, OVCPD
Meeting
4.2 Meeting
proper
5.1 OVCPD
endorse the
5. Submit detailed floor
complete and electrical College Business
Manager 1,
detailed floor layout to the None 5 Minutes
OVCPD
and electrical Office of the
plan Campus
Architect
(OCA)
1485
5.2 OCA evaluate
or assess
Office of the
and/or None (paused clock) Campus Architect
approved the
plan
5.3 If Approved
6.1 OVCPD
notifies the
requesting
notification of Manager 1,
party of the
OCA’s None 5 Minutes OVCPD
result of the
technical
technical
evaluation
evaluation of
OCA
6.2 OVCPD
submits to
Diliman Legal
Office (DLO)
the approval College Business
of the Office of None 1 Day Manager 1,
the President OVCPD
with the
approved floor
and electrical
plans
6.3 Diliman Legal
Office (DLO) Diliman Legal
None (paused clock)
prepares the Office
lease contract
6.4 OVCPD Senior Office Aide
receive and OVCPD
None 5 Minutes
record the (Receiving
lease contract Personnel)
7.1 OVCPD
release the
contract to the
proponent for
confirmation/si
gnature College Business
7. Sign Lease
None 5 Days Manager 1,
Contract OVCPD
7.2 submits the
signed lease
contract to
other
signatory for
the University
1486
7.3 Submit lease
contract for
notarization
8.1 Release
signed and
Lease None 1 Day Manager 1,
notarized OVCPD
Contract
contract
10 Days, 1 Hour,
Total : None
45 Minutes
3. Process Request for Reservation at Bonsai Garden Function Halls

The service is being facilitated for those who have signified their intent to reserve at Bonsai
Garden for their functions or special events such as: Birthdays, Weddings, Baptismal,
Anniversaries, Christmas Parties and Health and Wellness activities
Type of Government to Business, Government to Citizen, Government to
Who may avail: All
1. Duly accomplished reservation Form OVCPD

2. Events Contract Form
3. 1 Photocopy of Valid ID Requesting party
 SSS  Social Security System (SSS)

 Passport  Department of Foreign Affairs (DFA)
 Driver’s License  Land Transportation Office (LTO)
 Voter’s ID  Commission on Elections (COMELEC)
 PRC License  Professional Regulation Commission (PRC)
 Philhealth ID  Philhealth
 TIN ID  Bureau of Internal Revenue (BIR)
 Postal ID  Postal Office
For Faculty, Employees and Students

the additional acceptable ID’s are as
follows:
1487
 UP ID  UP Registrar’s Office
 Form 5 (for students)

CLIENT STEPS
1.1 Checks the
completeness
of the filled-up
reservation
form
1. Accomplish and Senior Office Aide
OVCPD
submit the 1.2 Receive and None 10 Minutes (Receiving
reservation form record/ pencil Personnel)
book in the
calendar the
proposed
schedule of
event
2. Requesting party
2.1 Issue
pays the
Statement of
reservation fee at
Account for
the Cashier’s Office Administrative
the Refer to the
and furnish 30 Minutes Aide VI
Reservation table of fees OVCPD
OVCPD a copy of
the proof of
2.2 Finalized the
payment (Official
booking in
Receipt)
3.1 Review the
completeness
of the form
3. Requesting party
accomplish and Administrative
3.2 Submit for
submit the duly None 1 day Aide VI
Vice OVCPD
accomplished
Chancellor’s
event contract
appropriate
action
3.3 Vice
Chancellor for Vice Chancellor
Planning and for Planning &
None 1 Day
Development’s Devt
appropriate
action
4.1 Release of
4. Requesting party Administrative
Event’s None 2 Minutes
receive the Aide VI,OVCPD
contract
1488
approved event’s
contract
Refer to the 2 Days, 42
Total :
table of fees Minutes
RENTAL RATE FOR BONSAI GARDEN

1. Garden Area PHP 10,000.00
2. Cogon Hall PHP 7,000.00 Maximum of 5 Hours use
3. Kakawati Hall PHP 15,000.00
Note: Additional PHP 1,000.00 for each succeeding Hours
4. Process Request for Clearance for Construction

The clearance for construction is being given/ issued to all construction
companies needing this document that states that they don’t have any pending
obligations to the University prior to their request billing.
All construction companies with projects inside the University (either
Who may avail: System or Diliman Projects)

1. Construction Clearance Form Office of the Campus Architect
2. Copy of Proof of Payments of all Requesting Party
Utility Bills paid from the start of the
Project until the date of completion
(Water and Electricity)

1.1. Checks the
completeness
1. Submit the of the
Senior Office Aide
Construction documents/re
None 10 Minutes (Receiving
Clearance quirements Personnel)
Form 1.2. Receive and
record the
clearance
1489
1.3. Evaluate and Administrative
assess the None 1 Day Assistant V,
record on file OVCPD
1.4. Review
results of
evaluation
College Business
and submit for
None 30 Minutes Manager 1,
Vice OVCPD
Chancellor’s
appropriate
action
1.5. For Vice
Chancellor for
Planning and Vice Chancellor for
Development’ None 5 Minutes Planning &
s appropriate Development
action
2.1 Checks
completeness
of signatures
Administrative
2. Receive the 2.2 Release
None 2 Minutes Assistant V
Clearance approved OVCPD
/signed
clearance to
requesting
party
1 Day, 47
Total: None
Minutes
5. Process Request for Clearance of Concessionaires/Locators who

have Terminated the Lease Contract with the University
This service may be availed by the concessionaires/locators who have terminated
their lease contract with the University. The clearance for concessionaires/locators
is being given/issued to all Concessionaires/ Companies needing this document that
states that they don’t have any pending obligations to the University such as for rental
and utilities.
1490
Type of
Transaction:
Who may avail: Concessionaires with legal lease contract with the University

2. Photocopy of latest lease contract
Requesting Party
3. Photocopy of latest proof of
payment (ORs) of rental/utilities
1.1 Checks the
completeness
1. Submit letter of the Senior Office Aide
of request with documents/req OVCPD
None 10 Minutes
all the uirements (Receiving
requirements 1.2 Receive and Personnel)
record the
request
1.3 Evaluate and
assess the Administrative Aide
record on file VI
OVCPD
and if found in
None 1 Day Administrative
order forward Assistant II,
to College OVCPD
Business (Account Analyst)
Manager 1
College Business
1.4 Prepares
None 1 Day Manager 1
Clearance OVCPD
1.5 Review drafted
clearance and
Administrative
submit for Vice
None 10 Minutes Officer IV
Chancellor’s OVCPD
appropriate
action
1.6 For Vice
Chancellor for
Development’s None 5 Minutes Planning &
appropriate Development
action
1.7 Checks
Administrative
completeness None 2 Minutes Officer IV, OVCPD
of signatures
1491
2.1 Release
approved Senior Office Aide
2. Receive the /signed OVCPD
None 5 Minutes
Clearance clearance to (Releasing
requesting Personnel)
party
2 Days, 32
Total: None
Minutes
6. Process Request for Certification of Tenancy

This service may be availed by all legitimate concessionaires/locators including
small enterprise vendors with permit to vend/operate from the University. The
certification is being issued/given particularly to provide the client assistance in
securing and to renew their legal documents with the local government.
Type of
Transaction:
Who may avail: Concessionaires with legal lease contract with the University
Requesting Party
2. Photocopy of latest lease contract
3. Photocopy of two (2) Valid IDs
Acceptable Identification Cards:

 Social Security System (SSS)
 SSS
 Department of Foreign Affairs (DFA)
 Passport
 Land Transportation Office (LTO)
 Driver’s License
 Commission on Elections (COMELEC)
 Voter’s ID
 Professional Regulation Commission (PRC)
 PRC License
 Philhealth
 Philhealth ID
 Bureau of Internal Revenue (BIR)
 TIN ID
 Postal Office
 Postal ID
1.1 Checks the
1. Submit letter Senior Office Aide
completeness
of request with OVCPD
of the None 10 Minutes
all the (Receiving
documents/req Personnel)
requirements
uirements
1492
1.2 Receive and
record the
request
Administrative Aide
VI
OVCPD
1.3 Evaluate and Administrative
Assistant V
assess the None 1 Day OVCPD
record on file Administrative
Assistant II
OVCPD
(Account Analyst)
College Business
1.4 Prepares
None 1 Day Manager I
Certification OVCPD
1.5 Review
certification
and submit for Administrative
Vice None 10 Minutes Officer IV
Chancellor’s OVCPD
appropriate
action
1.6 For Vice
Chancellor for
Development’s None 5 Minutes Planning &
appropriate Development
action
1.7 Checks Administrative

completeness None 2 Minutes Officer IV
of signatures OVCPD
2.1 Release
approved Senior Office Aide
2. Receive the /signed OVCPD
None 5 Minutes
Certification certification to (Releasing
requesting Personnel)
party
2 Days, 32
Total : None
Minutes
1493
7. Process Request of Students from Various Universities for
Research Data, Interview, Architectural, Structural and Master
Development Plans
The service is being facilitated for those students from various Universities seeking
data/information in relation to the conduct of their research methodologies
Office or
Office of the Vice Chancellor for Planning and Development (OVCPD)
Division:
Type of
Government to Citizen, Government to Business, Government to Government
Transaction:
Who may avail: All
1. Letter of request with endorsement
by the College/Department’s Unit Requesting party
Head

CLIENT STEPS
1.1 Checks the
completeness
of the request Senior Office Aide
1. Submit letter
None 10 Minutes OVCPD (Receiving
of request Personnel)
1.2 Receive and
record the
request
1.3 Review/
evaluate the
request and College Business
submit to Vice None 4 Hours Manager I
Chancellor for OVCPD
appropriate
action
1.4 For Vice
Planning and Planning &
None 5 Minutes
Development’ Development
s appropriate
action
2.1 Notifies in
writing the
notification of None 1 Day Manager I
requesting OVCPD
action taken
party of the
1494
Vice
Chancellor’s
final action
1 Day, 4 Hours,
Total : None
15 Minutes
1495
Development
(OVCPD)
Internal Services
1496
1. Process Request of Various Academic Units for Food
Concessions inside the Unit
The service is being facilitated for those Academic Units who have strongly
signified their intent to place a Food Concession inside the Unit as a food
service for faculty, students and staff
Office or
Division:
Type of
Transaction:
1. Letter of Request from the Dean
of the Academic Unit
2. Unit’s Detailed Terms of
Reference on Food Services
indicating:
a. Menu Pattern/Type of Food
to be served
b. Proposed Operating Hours
c. Sanitation Concerns
3. List of Unit’s Food Committee
Requesting Party
Members (members includes
Faculty, Students and Staff)
4. Unit’s Population Data
5. Picture of the area/location for
the proposed food service

CLIENT STEPS
1.1 Checks the
completeness
of the Senior Office Aide
1. Submit letter documents/re OVCPD
None 10 Minutes
of request quirements (Receiving
1.2 Receive and Personnel)
record the
request
1.3 Submit for
Vice College Business
Manager I
Chancellor’s None 1 Hour OVCPD
appropriate
action
1497
1.4 Review and
evaluate Vice Chancellor
viability of the for Planning &
None 3 Days
Unit’s request Development
for food
concession
If NOT Approved
2.1 Notifies in
writing the College Business
2. Unit receive
Unit of the Manager I
notification None 1 Day
Vice OVCPD
of action
Chancellor’s
final action
If APPROVED
2.2 Set Meeting
with the Unit Administrative
and the Officer IV
None 10 Minutes
preferred OVCPD
concessionair
e, if any
3.1 Conduct
3. Unit’s Dean Meeting with
and Food the Unit’s
Vice Chancellor
Committee Dean and the
None (paused-clock) for Planning &
Members Units Food Development
attends the Committee
Meeting Members
3.2 OVCPD
Endorse the Office of the
request with the President (OP),
recommendatio Office of the
n to the Office Chancellor (OC)
of the President
None (paused-clock)
Office of the Vice
through President for
Channels for Planning and
approval Devt (OVPD)
4. Unit receives
4.1 Notifies Unit College Business
the
of the None 1 Day Manager I
notification OVCPD
Approval
of approval
5 Days, 1 Hour,
Total : None
20 Minutes
1498
2. Process Request from Various Units/Departments (Academic
and Non-Academic Units) on Minor and Major Office/ Building
Repairs and Renovations and/or Constructions
The service is being facilitated for the various Units of UP Diliman who proposed
to have a minor/major renovation of their respective buildings and offices which
includes request for initial drawings, designs, floor plan/layout, electrical plan and
other related documents required for procurement of goods and services such
as: technical specifications, costing of supplies, labor, materials and installations
and other related infrastructure concerns.
Office or
Division:
Type of
Transaction:
1. Letter of Requests from the
Requesting Party
Dean/Director of the Academic
and Non-Academic Units
CLIENT STEPS
1. Submit letter 1.1 Checks the
of request submitted
addressed to request Senior Office Aide
the Vice OVCPD
None 10 Minutes
Chancellor for 1.2 Receive and (Receiving
Planning and record the Personnel)
Development request
(OVCPD)
1.3 Provide
notation on
the submitted
request and Administrative
Officer IV
submit for None 5 Minutes OVCPD
Vice
Chancellor’s
appropriate
action
1.4 Review and Vice Chancellor for
evaluate Planning &
None 1 Day
viability of the Development
request
1499
1.5 OVCPD
submits the
endorsement
of the Unit’s
technical Administrative
request to the Officer IV
None 1 Hour
Office of the OVCPD
Campus
Architect
(OCA) for
appropriate
action
2.1 Notifies in
2. Unit receive
writing the Administrative
notification of
Unit of the Officer IV
Vice None 2 Hours
Vice OVCPD
Chancellor’s
Chancellor’s
action
final action
2.2 OCA
facilitates the
requests as Architects/
endorsed/reco Engineers
mmended by None (paused-clock) (Technical Team)
the Vice OCA
Chancellor for
Planning and
Development
3. Unit receives
3.1 Notifies Unit
the notification
of OCA’s Administrative
of OCA’s
technical None 30 Minutes Officer IV
technical OVCPD
recommendati
recommendati
on
on
1 Day, 3 Hours,
Total : None
40 Minutes
1500
Balay Internasyonal
External Services
1501
1. Process Request for Reservation of Balay Kalinaw Function Rooms
This service may be availed by current UP Faculty, Students and Staff and other
Government Agencies, NGO’s, Foundations and Associations who are SEC registered
and is up to date.
Office or Division Balay Internasyonal

Type of
Government to Government , Government to Citizen
transaction:
Other Government Offices/Agencies, NGOs, Foundations, Associations, UP
Who may avail:
Students, Employees, Faculty
1. Duly Accomplished Balay Kalinaw Balay Kalinaw’s Front Office
Reservation Form Requesting Party
2. Letter of request to Vice
Development, if necessary
3. Updated photocopy of SEC Securities and Exchange Commission
Registration (for NGOs,
Foundations and Associations)
4. Photocopy of UP ID (for current
UP Faculty, Staff)
5. Photocopy of Form 5 (for current UP Registrar’s Office
UP Students)
CLIENT STEPS
1.1 Checks the
completeness
1. Submit duly Senior Office Aide
of the
accomplished Balay Internasyonal
reservation (Front Office
reservation Personnel)
form
form
2. Provide
complete
list/detailed list
2.1 Present the
of equipment
cost estimate Senior Office Aide
to be used
including the Balay Internasyonal
during the None 10 Minutes
equipment to (Front Office
event Personnel)
be used
including the
number of
pieces and
wattage of
1502
each
equipment
3.1 Review the
cost
estimates,
equipment to
be used and
the proposed
set-up for the
event
3.2 Submits the

3. Review and
accepted cost
accepts the Senior Office Aide
estimate by
cost Balay Internasyonal
the requesting None 5 Minutes
estimate/quota (Front Office
party to the Personnel)
tions
Office of the
presented
Vice
Chancellor for
Planning and
Development
(OVCPD) for
preparation of
Statement of
Account
(SOA)
4.1 OVCPD
Prepares the
4. Requesting Statement of Administrative Aide
(refer to table VI
party receives Account (paused-clock)
below) OVCPD
the SOA (SOA) for the
reservation
5.1 Issue the

Statement of
5. Requesting
Account
party pays the
(SOA) for Collecting Officer
reservation
payment by (refer to table UP Diliman
fee at the UP (paused-clock)
the requesting below) Cashier’s Office
Diliman
party at the
Cashier’s
UPD Cashier’s
Office
Office
6. Requesting
6.1 Checks, Senior Office Aide
party provides None 10 Minutes
receive and Balay Internasyonal
photocopy of
1503
the proof of record (Front Office
payment payment Personnel)
(Official
Receipt) to
Balay Kalinaw
Refer to the
Total : 35 Minutes
table of fees
NON COMMERCIAL RATES
1. Conference Hall and Seminar Rooms A & B

NON AC with AC
1 First 3 Hours PHP 3,465.00 PHP 6,930.00
2 Succeeding Hour PHP 693.00 PHP 1,386.00
3 8AM – 5PM PHP 6,930.00 PHP 13,860.00
2. Conference Hall
NON AC with AC
2 Succeeding Hour PHP 396.00 PHP 792.00
3 8AM – 5PM PHP 3,960.00 PHP 7,920.00
3. Dining Room (Non-Aircon)

NON AC with AC
3 8AM – 5PM PHP 3,570.00 PHP 7,920.00
4. Seminar Rooms A & B Combined

NON AC with AC
3 8AM – 5PM PHP 3,170.00 PHP 5,940.00
5. Seminar Rooms C
NON AC with AC
3 8AM – 5PM PHP 3,170.00 PHP 3,960.00
6. Seminar Rooms A or B
NON AC with AC
1 First 3 Hours PHP 792.00 PHP 1,485.00
3 8AM – 5PM PHP 1,600.00 PHP 2,970.00
1504
2. Process Request for Reservation of Balay Kalinaw Function
Rooms
This service may be availed by private groups and individuals who intend to hold
special gatherings such as wedding reception, baptismal reception, birthday
celebration, and other personal and private functions.

Type of transaction: Government to Citizen
Who may avail: Individuals and Private Organization
1. Balay Kalinaw Reservation Form Balay Kalinaw’s Front Office
2. Letter of request to Vice Requesting Party

CLIENT STEPS
1.1 Checks the
completeness
of the
form
form
2. Provide
complete
list/detailed list
of equipment
2.1 Present the
to be used
cost estimate Senior Office Aide
during the
including the Balay Internasyonal
event None 10 Minutes
equipment to (Front Office
including the Personnel)
be used
number of
pieces and
wattage of
each
equipment
3. Review and 3.1 Review the Senior Office Aide
None 5 Minutes
accepts the cost Balay Internasyonal
1505
cost estimates, (Front Office
estimate/quota equipment to Personnel)
tions be used and
presented the proposed
set-up for the
event
3.2 Submits the

accepted cost
estimate by
the requesting
party to the
Office of the
Vice
Chancellor for
Planning and
Development
(OVCPD) for
preparation of
Statement of
Account
(SOA)
4.1 OVCPD
Prepares the
(refer to table VI
below) OVCPD
reservation
5.1 Issue the

Statement of
5. Requesting
Account
party pays the
reservation
Diliman
party at the
Cashier’s
UPD Cashier’s
Office
Office
6. Requesting
party provides 6.1 Checks, Senior Office Aide
photocopy of receive and Balay Internasyonal
None 10 Minutes
the proof of record (Front Office
payment payment Personnel)
(Official
1506
Receipt) to
Balay Kalinaw
Refer to the
Total : 35 Minutes
table of fees
COMMERCIAL RATES

NON AC with AC
3 8AM – 5PM PHP 7,700.00 PHP 15,400.00
2. Conference Hall
NON AC with AC
3 8AM – 5PM PHP 4,400.00 PHP 8,800.00

NON AC with AC
3 8AM – 5PM PHP 3,960.00 PHP 7,920.00

NON AC with AC
3 8AM – 5PM PHP 3,520.00 PHP 6,600.00
5. Seminar Rooms C
NON AC with AC
3 8AM – 5PM PHP 3,520.00 PHP 4,400.00
NON AC with AC
3 8AM – 5PM PHP 1,760.00 PHP 3,300.00
1507
3. Process Request for Reservation of Kapit-Balay Serviced
Apartments
This process applies to groups and individuals who wish to be accommodated only
for the purpose of the following: Parents visiting their children who are in UP
dormitories, Seminar/Training attendees without endorsement from the unit.

Type of transaction: Government to Citizen
Who may avail: Transient guests and groups, Private Individuals and Organizations
1. Duly Accomplished Kapit-Balay
Kapit-Balay Front Office
Reservation Form
Requesting Party

CLIENT STEPS
1.1 Checks date &
room
availability
1.2 Checks the

completeness
1. Submit duly of the Senior Office Aide
accomplished accomplished 15 Minutes Balay Internasyonal
None
reservation reservation (Front Office
form form Personnel)
1.3 Block the date

reserved by
the requesting
party
2. Provide 2.1 Present the

detailed list of cost estimate Senior Office Aide
Balay Internasyonal
required for the room None 10 Minutes
(Front Office
amenities for reservation Personnel)
the room
1508
3.1 Review the
cost
estimates,
including other
expenses for
the use of
other
amenities
3.2 Submits the

3. Review and
accepted cost
accepts the Senior Office Aide
estimate by
cost Balay Internasyonal
the requesting None 5 Minutes
estimate/quota (Front Office
party to the Personnel)
tions
Office of the
presented
Vice
Chancellor for
Planning and
Development
(OVCPD) for
preparation of
Statement of
Account
(SOA)
4.1 OVCPD
Prepares the
(refer to table VI
party receives Account (paused-clock) OVCPD
below)
reservation
5.1 Issue the

Statement of
5. Requesting
Account
party pays the
reservation
Diliman
party at the
Cashier’s
UPD Cashier’s
Office
Office
6. Requesting
6.1 Checks, Senior Office Aide
party provides
receive and Balay Internasyonal
photocopy of None 10 Minutes
record (Front Office
the proof of Personnel)
payment
payment
1509
(Official
Receipt) to
Balay Kalinaw
Refer to the
Total : 40 Minutes
table of fees
NON-UP GUESTS
1 SMALL STUDIO UNIT PHP 1,210.00 Daily

(Single to Double PHP 6,600.00 Weekly
Occupancy) PHP 20,600.00 Monthly
2 BIG STUDIO UNIT PHP 1,573.00 Daily

(Twin-Sharing) PHP 8,580.00 Weekly
PHP 26,080.00 Monthly
3 FAMILY SUITE PHP 1,980.00 Daily

(2 Bedroom Apartment PHP 10,820.00 Weekly
4 Persons Maximum PHP 33,740.00 Monthly
Capacity)
4 EXECUTIVE ROOM PHP 1,980.00 Daily

(Singe to Double PHP 10,820.00 Weekly
*MONTLY RENTALS DOES NOT INCLUDE

CHARGES FOR UTLITIES AND LINEN SERVICE
1510
Balay Internasyonal
Internal Services
1511
1. Process Request for Reservation of Balay Kalinaw Function
Rooms
This service may be availed only by All UP Offices who will hold an official academic,
civic, cultural and other related events

Type of transaction: Government to Government
Who may avail: All UP Offices/ Units (UP System and Diliman Wide)
1. Duly Accomplished Balay Kalinaw Balay Kalinaw’s Front Office
Reservation Form
Chancellor for Planning and Requesting Party

CLIENT STEPS
1.1 Checks the
completeness
of the
form
form
2. Provide
complete
list/detailed list
of equipment 2.1 Present the
to be used cost estimate
during the including the Senior Office Aide
Balay Internasyonal
event equipment to None 10 Minutes (Front Office
including the be used Personnel)
number of
pieces and
wattage of
each
equipment
3. Review and 3.1 Review the Senior Office Aide
accepts the cost Balay Internasyonal
None 5 Minutes (Front Office
cost estimates,
estimate/quota equipment to Personnel)
1512
tions be used and
presented the proposed
set-up for the
event
3.2 Submits the

accepted cost
estimate by
the requesting
party to the
Office of the
Vice
Chancellor for
Planning and
Development
(OVCPD) for
preparation of
Statement of
Account
(SOA)
4.1 OVCPD
Prepares the
(refer to table VI,
below) OVCPD
reservation
5.1 Issue the

Statement of
5. Requesting Account
party pays (SOA) for
Account Analyst,
prepares the payment by (refer to table
(paused-clock) UP Diliman
Disbursement the requesting below) Accounting Office
Voucher for party at the
Payment UPD Cashier’s
Office
Refer to the
Total : 35 Minutes
table of fees
OFFICIAL UNIVERSITY EVENTS RATES

NON AC with AC
1513
3 8AM – 5PM PHP 6,160.00 PHP 12,320.00
2. Conference Hall
NON AC with AC
3 8AM – 5PM PHP 3,520.00 PHP 7,040.00

NON AC with AC
3 8AM – 5PM PHP 3,170.00 PHP 7,920.00

NON AC with AC
3 8AM – 5PM PHP 2,820.00 PHP 5,280.00
5. Seminar Rooms C
NON AC with AC
3 8AM – 5PM PHP 2,820.00 PHP 3,520.00
NON AC with AC
3 8AM – 5PM PHP 1,410.00 PHP 2,640.00
2. Process Request for Reservation of Kapit-Balay Serviced

Apartments
This process may be availed by Official University Guests, such as visiting
professors, researchers, exchange students, national artists, enrolled students,
active employees and faculty members
1514
Type of transaction: Government to Government
Who may avail: Official University Guests, Students, Employees and Faculty
1. Duly Accomplished Kapit-Balay Kapit-Balay Front Office
Reservation Form
2. Letter of request to Vice Requesting Party

CLIENT STEPS
1.1 Checks date &
room
availability
1.2 Checks the

completeness
1. Submit duly of the Senior Office Aide,
accomplished accomplished Balay Internasyonal
None 15 Minutes
reservation reservation (Front Office
form form Personnel)
1.3 Block the date

reserved by
the requesting
party
2. Provide 2.1 Present the

Senior Office Aide,
detailed list of cost estimate
Balay Internasyonal
required for the room None 10 Minutes (Front Office
amenities for reservation Personnel)
the room
3.1 Review the
cost
estimates,
including other
3. Review and
expenses for Senior Office Aide,
accepts the
the use of Balay Internasyonal
cost None 5 Minutes
other (Front Office
estimate/guest Personnel)
amenities
billing info
3.2 Submits the
accepted
guest billing
1515
info by the
requesting
party to the
Office of the
Vice
Chancellor for
Planning and
Development
(OVCPD) for
preparation of
Statement of
Account
(SOA)
4.1 OVCPD
Prepares the
(refer to table VI,
below) OVCPD
reservation
5.1 Issue the

Statement of
5. Requesting
Account
party pays the
(SOA) for Collecting Officer,
reservation
Diliman
party at the
Cashier’s
UPD Cashier’s
Office
Office
6. Requesting
party provides
photocopy of 6.1 Checks, Senior Office Aide,
the proof of receive and Balay Internasyonal
None 10 Minutes
payment record (Front Office
(Official payment Personnel)
Receipt) to
Balay Kalinaw
Refer to the
Total : 40 Minutes
table of fees
UNIVERSITY GUESTS
1516
1 SMALL STUDIO UNIT PHP 940.00 Daily
(Single to Double PHP 5,110.00 Weekly
2 BIG STUDIO UNIT PHP 1,210.00 Daily

(Twin-Sharing) PHP 6,600.00 Weekly
PHP 20,590.00 Monthly
3 FAMILY SUITE PHP 1,530.00 Daily

(2 Bedroom Apartment PHP 8,350.00 Weekly
4 Persons Maximum PHP 26,050.00 Monthly
Capacity)
4 EXECUTIVE ROOM PHP 1,530.00 Daily

(Singe to Double PHP 8,350.00 Weekly
*MONTLY RENTALS DOES NOT INCLUDE

CHARGES FOR UTLITIES AND LINEN SERVICE
1517
Office of the Campus Architect (OCA)
External Services
1518
1. Conduct of Constructor’s Performance Evaluation System
(CPES) Evaluation for various UP Projects
With the commitment of the Office of the Campus Architect (OCA) to maintain
satisfactory rating of current contractors the conduct of evaluation of Constructor’s
Performance Evaluation System (CPES) is being processed or facilitated
Office or
Office of the Campus Architect
Division:
Type of
Transaction:
Who may avail: All UP Constituent Universities (CU)
1. Letter of Appointment from Office
of the Vice President for Office of the Vice President for Administration (OVPA)
Administration (OVPA)
1. Submit the 1.1 Receive letter
letter of of appointment
appointment for appropriate Senior Office Aide
OVCPD
from the action of the None 1 Day
(Receiving
Office of the Vice Personnel)
Vice President Chancellor for
for Planning and
1519
Administration Development
(OVPA) to the (VCPD)
Office of the
Vice
Chancellor for
Planning and
Development
(OVCPD)
1.2 Receive Senior Office
endorsement None 5 Minutes Assistant
from OVCPD OCA
1.3 Assign and
distribute Administrative
project None 1 Day Officer IV / Director
assignment to (OCA)
technical staff
1.4 Coordinate
with concerned
CU’s
Engineer /
requesting for None 3 Days
Architect (OCA)
schedule of
CPES
Evaluation
1.5 Conduct CPES Engineer /
None 5 Days
Evaluation Architect (OCA)
1.6 Forward Senior Office
Evaluation Assistant / Senior
None 3 Days
Report to Utility Worker
OVPA (OCA)
13 Days, 5
TOTAL: None
Minutes
2. Issuance of plans, drawings, and maps of UP Diliman

This service is being given/issued for those who requested for information related to
real
property located inside the University with guidance of the policies on data privacy
/freedom of information
Office or
Division:
Type of
Government to Government/Government to Citizen
Transaction:
1520
Who may avail: All
1. Letter of request from
office/unit
a. Student – endorsed by
Requesting party
department/school head
b. UP units – endorsed by
unit head
CLIENT STEPS
1. Submit the
1.1 Receive
request letter
request letter
to Office of the Senior Office Aide,
for appropriate
Vice OVCPD
action of Vice None 1 Day
Chancellor for (Receiving
Chancellor for Personnel)
Planning and
Planning and
Development
Development
(OVCPD)
1.2 Receive
Senior Office
endorsement None 5 Minutes Assistant (OCA)
from OVCPD
1.3 Assign and
distribute Administrative
project None 1 Day Officer IV / Director
assignment to (OCA)
technical staff
2.1 Prepare and Senior Office
2.Receive
release Assistant / Senior
approved None 1 Day
requested Utility Worker
documents (OCA)
documents
3 Days, 5
TOTAL: None
Minutes
1521
Office of the Campus Architect (OCA)
Internal Services
1522
1. Architectural and Engineering Design Services
Complete Architectural and Engineering Design Services for all UP Diliman Offices
and Units
Office or
Division:
Type of
Transaction:
Who may avail: All UP Diliman Offices and Units
1. Letter from the requesting Requesting office/unit
office/unit
1.1 Receive
1. Submit the request letter
request letter to Receiving
to facilitate
Office of the Office of the Vice
approval and
Vice Chancellor Chancellor for
signature of None 3 Days
for Planning Planning and
and Vice
Development
Development Chancellor for
(OVCPD)
(OVCPD) Planning and
Development
1.2 Assign and
Architect
distribute
Admin Division
project None 3 Days
Office of the
assignment to
Campus (OCA)
technical staff
1.3 Conducts site Architect
visit and As stipulated in Technical Division
None the contract Office of the
interviews with
End-users Campus (OCA)
1.4 Preparation of Architect
preliminary As stipulated in Technical Division
None
schematic the contract Office of the
designs Campus (OCA)
1.5 Preparation of
Outline Architect
Specification As stipulated in Technical Division
None
and Design the contract Office of the
Brief, if Campus (OCA)
applicable
1523
Architect
1.6 Checks design
conformance As stipulated in Technical Division
None Office of the
with End-user the contract
requirements Campus (OCA)
Architect
1.7 Prepares Technical Division
As stipulated in
Budgetary None Office of the
the contract
Estimate Campus (OCA)
1.8 Presentation Architect
of Project Technical Division
As stipulated in
Design to the None Office of the
the contract
UP President Campus (OCA)
for approval
1.9 Transmits to Architect
End-user to Technical Division
As stipulated in
request for None Office of the
the contract
Funding Campus (OCA)
Allocation
Architect
1.10 Conduction of Admin/Technical
detailed Site As stipulated in Division Office of
None
surveys and the contract the Campus
Inspection (OCA)
detailed Technical Division
Design Plans As stipulated in Office of the
None
(Engineering the contract Campus (OCA)
and
Architectural)
Architect
1.12 Preparation of Technical Division
As stipulated in
Technical None Office of the
the contract
Specifications Campus (OCA)
Detailed Technical Division
As stipulated in
Estimate and None Office of the
the contract
Bill of Campus (OCA)
Quantities
1.14 Approval of Architect
Architectural/ Technical Division
As stipulated in
Engineering None Office of the
the contract
Plans and Campus (OCA)
Drawings
1524
1.15 Submission of Architect
Bid Technical Division
Documents Office of the
(Approved Campus (OCA)
Plans,
Drawings,
Technical
As stipulated in
Specifications None
the contract
, Bill of
Quantities,
Approved
budget for the
contract) to
Procurement
Office
Construction Technical Division
As stipulated in
Duration and None Office of the
the contract
Program of Campus (OCA)
Works
List of Technical Division
Required As stipulated in Office of the
None
Equipment the contract Campus (OCA)
and
Manpower
1.18 Attends the Architect
Pre- Technical Division
As stipulated in
Procurement None Office of the
the contract
and Pre-bid Campus (OCA)
conference
Architect
1.19 Preparation of Technical Division
As stipulated in
Bid Bulletin, if None Office of the
the contract
necessary Campus (OCA)
1.20 Conduct of
Post-
Qualification Architect
and As stipulated in Technical Division
None
Preparation of the contract Office of the
Post- Campus (OCA)
Qualification
Report
1.21 Pre-
As stipulated in Architect
construction None
the contract Technical Division
meeting with
1525
the contractor / Contractor /
and end-user End-user
Office of the
Campus (OCA)
1.22 Coordinates
with
Contractor
the location of
Temporary
Architect
Facilities,
As stipulated in Technical Division
schedule of None
the contract Office of the
Construction
Campus (OCA)
meetings,
submittals,
Permits, and
other
necessities.
Architect
1.23 Recommends Technical Division
approval of Office of the
Construction Campus (OCA) /
As stipulated in
Permits / None
the contract
Temporary Office of the
Facilities to Vice Chancellor
OVCCA for Community
Affairs (OVCCA)
1.24 Monitoring of Architect
construction Technical Division
As stipulated in
progress of None Office of the
the contract
infrastructure Campus (OCA)
project
Architect
1.25 Approval of
Pouring As stipulated in Technical Division
None Office of the
Permit for the contract
Construction Campus (OCA)
1.26 Ensures Architect
compliance of Technical Division
As stipulated in
Construction None Office of the
the contract
with Contract Campus (OCA)
Documents
1.27 Approval of Architect
Material Technical Division
Specifications As stipulated in Office of the
None
for the contract Campus (OCA)
Infrastructure
Projects
1526
1.28 Evaluation of
all
Contractor’s Architect
billings and As stipulated in Technical Division
None
Preparation of the contract Office of the
Certificate of Campus (OCA)
Work
Accomplished
1.29 Processing
and
Evaluation of
Architect
End-user’s
As stipulated in Technical Division
request of None
the contract Office of the
Contractor’s
Campus (OCA)
claims for
Variation
Orders
Notice of Technical Division
Time As stipulated in Office of the
None
Extension / the contract Campus (OCA)
Suspension /
Resumption
1.31 Issuance of Architect
Notice of Technical Division
Time Office of the
None 1 Day
Extension / Campus (OCA)
Suspension /
Resumption
Certificate of Technical Division
As stipulated in
Completion None Office of the
the contract
and Campus (OCA)
Acceptance
2. Receive 2.1 Issuance of
Certificate of Senior Office
Certificate of
Completion of Assistant / Senior
Completion None 1 Day
Project and Utility Worker OCA
and
Certificate of Acceptance
Acceptance
7 Days, 5
TOTAL: None
Minutes
1527
2. Inspection and Evaluation of Building’s Mechanical, Electrical,
Plumbing, and Utility System
Inspection and evaluation of building’s mechanical, electrical, plumbing and utility system.
Office or
Division:
Type of
Transaction:
1. Letter of Request from the
Requesting party
Unit/Department
CLIENT STEPS
1.1 Receive
1. Present the
request letter
request letter
to facilitate Office of the Vice
to Office of the
approval and Chancellor for
Vice
signature of None 2 Days Planning and
Chancellor for Development
Vice
Planning and OVCPD
Chancellor for
Development
Planning and
(OVCPD)
Development
1.2 Assign and
Office of the
distribute
Campus (OCA)
project None 2 Days
Architect Admin
assignment to
Division
technical staff
1.3 Coordinate
Office of the
with
Campus (OCA)
requesting unit None 5 Days
Architect
for site
Technical Division
inspection
1.4 Submit
Evaluation
Report and Office of the
documentation Campus (OCA)
to requesting None 10 Days Architect
unit (for review Admin/Technical
and signature Division
of OCA
Director
1528
2.1 Submit
Office of the
2. Receive Evaluation Campus OCA
Evaluation Report to None 1 Day Architect
Report requesting unit Admin/Technical
Division
TOTAL: None 20 Days
3. Measurement of Building Facilities Floor Area
Measurement of buildings facility and lot area in the University

Office or
Division:
Type of
Transaction:
1. Letter of Request from the
Requesting office/unit
Unit/Department
CLIENT STEPS
1.1 Receive
1. Present the
request letter
request letter
to facilitate Office of the Vice
to Office of the
approval and Chancellor for
Vice
signature of None 1 Day Planning and
Chancellor for Development
Vice
Planning and OVCPD
Chancellor for
Development
Planning and
(OVCPD)
Development
1.2 Assign and Architect
distribute Technical Division
project None 1 Day Office of the
assignment to Campus (OCA)
technical staff
1.3 Coordinate Architect
with Technical Division
requesting unit None 1 Day Office of the
for site Campus (OCA)
inspection
1529
1.4 Submit
Evaluation
Report and
Architect
documentation
Technical Division
to requesting None 3 Days
Office of the
unit (for review
Campus (OCA)
and signature
of OCA
Director
2.1 Submit
Evaluation Architect
2. Receive
Report to Technical Division
Evaluation None 1 Day
requesting unit Office of the
Report
Campus (OCA)
TOTAL: None 7 Days
7. Measurement of Building Facilities and Lot Area

Measurement of buildings facility and lot area in the University
Office or Division: Office of the Campus Architect
1. Letter from the requesting office/unit Respective office/unit.
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.1 Receive
request
1. Present the request letter to
letter to Office of facilitate Receiving
the Vice Chancellor approval Office of the Vice
None 1 Day Chancellor for Planning
for Planning and and
and Development
Development signature of (OVCPD)
(OVCPD) Vice
Chancellor
for Planning
1530
and
Developme
nt
1.2 Assign and Architect
distribute Technical Division Office
project None 1 Day of the Campus (OCA)
assignment
to technical
staff
1.3 Coordinate Architect
with Technical Division Office
requesting None 2 Days of the Campus (OCA)
unit for site
inspection
2. Submit Architect
Evaluation Technical Division Office
Report and of the Campus (OCA)
documentati
on to
requesting None 3 Days
unit (for
review and
signature of
OCA
Director)
TOTAL: None 7 Days
1531
Development (OVCRD)
External Services
1. Issuance of Notification of Ad Interim Appointment for Visiting

Research Fellows
Researchers from outside the country may apply as Visiting Research Fellow in
a UPD unit. The Vice Chancellor for Research and Development, as designated
by the Chancellor, issues the appointment.
Office or Division: OVCRD

Who may avail: Foreign-based researchers
1532
1. Letter of Applicant Requesting Party
2. Endorsement letter from the home
Requesting Party’s home institution
institution
3. Research Proposal Requesting Party
4. Curriculum Vitae Requesting Party
5. Endorsement letter from Host
UPD unit hosting the Visiting Research Fellow
Institution
6. Terms of Reference (indicating UPD unit hosting the Visiting Research Fellow, Requesting
fellowship is without compensation Party
ACTION BE PAID TIME
Submit 1.1 Receive
application application with 4 Hours Receiving Personnel
with complete None
complete supporting RDO
supporting documents
documents
1.2 Review
application and
supporting 4 Hours Research Personnel
None
documents if Administrative Unit
complete and in
order
1.3 Prepare
Notification of Ad 4 Hours Research Personnel
None
Interim Administrative Unit
Appointment
1.4 Review and
sign Notification
None 3 days VCRD
of Ad Interim
Appointment
1.5 Issue
Notification to Liaison Officer
applicant through None 4 Hours
host institution Administrative Unit
(college/unit)
1533
TOTAL: None 5 days
1534
Development
Internal Services
1. Endorsement to the Diliman Legal Office of Agreement for

Externally-funded Research/Creative Work Project
Agreement for a research/creative work project funded by external agencies is
reviewed by OVCRD for the following: indirect cost for UPD, accountability of
Project Leader, provisions for intellectual property and possible disclosures. If
found in order, OVCRD will endorse the Agreement to the Diliman Legal Office
Office or Division: OVCRD

Who may avail: Faculty Members and REPS as Program/Project Leaders
1535
Memorandum of Agreement
Proposal Requesting Party, Funding Agency
Line-Item Budget
ACTION BE PAID TIME
1.1 Receive, Receiving Personnel

encode, prepare RDO
Submit MOA review slip and
with forward MOA 4 Hours
complete None
with complete Research Personnel
supporting supporting
documents documents to Administrative Unit
concerned unit
1.2 Review
administrative Administrative Officer
None 4 Hours
cost provision for Administrative Unit
UP Diliman
1.3 Review
Accountability of Research Personnel
Program or
None 4 Hours RMO
Project Leader
on RMO and UP
System Grants
1.4 Review of
Accountability of
Program or Extension Personnel
None 4 Hours
Project Leader OEC
on Extension
Grants
1.5 Review of
Accountability of
Technology Transfer
Program or
Project Leader
on TTBDO TTBDO
Grants, IP
provisions, and
1536
possible
disclosures
1.6 Prepare and
sign Research Personnel, VCRD
None 3 Days
Endorsement Administrative Unit
Slip
1.7 Forward
Endorsement slip Liaison Officer
None 4 Hours
and Agreement Administrative Unit
to DLO
6 Days, 4
TOTAL: None Hours
2. Endorsement of Proposal for Research/Creative Work Project to

Proposal for a research/creative work project for possible funding by external
agencies is reviewed by OVCRD for the following: indirect cost for UPD,
accountability of Project Leader, and possible disclosures. If found in order,
OVCRD will endorse the Agreement to the Chancellor’s Office.
Office or Division: OVCRD – Administrative Unit

Who may avail: Faculty members and REPS as Program/Project Leaders
Proposal
Requesting Party
Line-Item Budget
ACTION BE PAID TIME
1.1 Receive, Receiving Personnel

Submit proposal 4 Hours
encode, prepare None RDO
with Line-Item
review slip and
Budget
forward proposal
1537
and LIB to Research Personnel
concerned unit
Administrative Unit
1.2 Review
administrative Administrative Officer
None 4 Hours
cost provision for Administrative Unit
UP Diliman
1.3 Review
Accountability of Research Personnel
Program or
None 4 Hours RMO
Project Leader
on RMO and UP
System Grants
1.4 Review of
Accountability of
Program or Extension Personnel
None 4 Hours
Project Leader OEC
on Extension
Grants
1.5 Review of
Accountability of
Program or Technology Transfer
Project Leader Personnel
None 1 Day
on TTBDO
Grants and TTBDO
possible
disclosures
1.6 Prepare and
sign Research Personnel, VCRD
None 3 Days
Endorsement Administrative Unit
Slip
1.7 Forward
Endorsement slip Liaison Officer
and Agreement None 4 Hours
to the office of Administrative Unit
the Chancellor
6 Days, 4
TOTAL: None
Hours
1538
1539
Development
UP Center for Ethnomusicology
External Services
1. Online access to iLib and UPCE Collections Portal
Request for equipment to access iLib, UPCE Collections Portal inside the UPCE
Library
Office or
UP Center for Ethnomusicology (UPCE)
Division:
1540
Type of Government to Citizen; Government to Government; Government
Transaction: to Business
UP students and UP Alumni;
Filipino non-UP students, faculty, alumni, and personnel,
Who may avail: researchers, cultural workers, and artists; and,
Foreign students, faculty, alumni, and personnel, researchers,
cultural workers, and artists
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Clients
Valid UP ID (students) or UP UP Office of the University Registrar (student) or
Alumni Card (alumni) UP Alumni Association (alumni)
Filipino Non-UP Clients
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-
Valid government or school ID;
IBIG, COMELEC, School of Affiliation
Foreign
Valid IDs (passport and ID from Respective government institution issuing
their affiliated institution); passport, and their affiliated institution
FEES
CLIENT STEPS TO BE
PAID
Present valid ID Receive None 15 Minutes Library Personnel
and request request UPCE
for Prepare
equipment UPCE
for accessing computer
iLib and for client
UPCE use;
Collections assist
Portal at the client
UPCE whenever
Library necessary
personnel
(for use only
inside the
UPCE during
service
hours)
1541
2. UPCE Registration
Registration for entry and access to the UPCE library, archives, and instrumentarium
(valid for one calendar year)
Office or
Division:
UP students and UP alumni
cultural workers, and artists;
UP Clients
Valid UP ID (students) or UP UP Office of the University Registrar (student)
Alumni Card (alumni) or UP Alumni Association (alumni)
Accomplished UPCE Registration UP Center for Ethnomusicology Library or
form endorsed by the client’s Dean, (download at the UP Center for
Head of Unit, or Librarian (for Ethnomusicology website)
archive clients, attach description of
proposed work/study)
Head of Unit, or Librarian (for Ethnomusicology website)
archive clients, attach description of
proposed work/study)
Foreign
form endorsed by the client’s (download at the UP Center for
respective Dean, Head of Unit, or Ethnomusicology website)
Librarian (for archive clients, attach
description of proposed work/study)
PERSON
AGENCY FEES TO PROCESSIN
ACTION BE PAID G TIME
E
1542
Present valid ID Receive None 5 Minutes Library
and submit accomplishe Personnel
requirements d UPCE UPCE
to the UPCE Registration
Library form with
Personnel in complete
person or attachments
through email Present details
of payment
and
instructions,
and
directions to
the UP
Cashier’s
office
Pay Wait for client Registration 1 Day UP Cash Office
correspondin step fee - (paused-
g fee at UP UP: clock)
Cashier PHP 50.00
Filipino non-
UP:
PHP 150.00
Foreign:
PHP 500.00
Present receipt Input None 5 Minutes Library
as Official Registration Personnel
Receipt to of client in UPCE
UPCE the database
Registratio
n fee -
UP:
PHP 50.00
1 Day and 10
TOTAL: Filipino
minutes
non-UP:
PHP 150.00
Foreign:
PHP 500.00
1543
3. UPCE Tour
Request for and participation in guided UPCE library, instrumentarium, and/or

archive tour
Office or
Division:
researchers, cultural workers, and artists; and,
Who may avail:

UP Clients
Valid UP ID (student) or UP Alumni UP Office of the University Registrar
Card (alumni); (Valid ID of group head (student) or UP Alumni Association (alumni)
if group tour)
Valid UPCE Registration (Registration
UP Center for Ethnomusicology Library
of group head if group tour); and,
Request letter addressed to the UPCE
Director endorsed by their respective Requesting Party
Head of Unit
Filipino Non-UP
Valid government or school ID (Valid BIR, Post Office, DFA, PSA, SSS, GSIS,
ID of group head if group tour); Pag-IBIG, COMELEC, School of Affiliation
of group head if group tour); and, UP Center for Ethnomusicology Library
Head of Unit
Foreign
Valid IDs (passport and ID from their
Respective government institution issuing
affiliated institution) (Valid ID of group
passport, and their affiliated institution
head if group tour);
Valid UPCE Registration (Registration UP Center for Ethnomusicology Library
1544
Head of Unit
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Present valid ID Receive request None 2 Days and 5 Library Personnel
and submit with complete Minutes UPCE
requirements attachments
to the UPCE Check availability of
Library venue and staff
Personnel in in the UPCE
person or Calendar
through Secure approval of
email UPCE Director
Schedule venue
and tour in
UPCE calendar
for the
information of all
UPCE
Inform client of
approved/denied
request and
schedule
Arrive at least Arrange None 15 Minutes Library Personnel
15 minutes participants into (per group) UPCE
before smaller groups
schedule (for large
number of
participants)
and perform
tour
2 Days and 20
TOTAL: None
Minutes
1545
4. Library materials for room use or for presentation within the UP
College of Music
Borrowing and use of library materials for use inside the UPCE Library or for one-time
presentations within the UP College of Music only
Office or
Division:
cultural workers, and artists; and,
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Clients
Valid UP ID (student) or UP UP Office of the University Registrar (student)
Alumni ID (alumni); or UP Alumni Association (alumni)
Valid UPCE Registration;
Accomplished UPCE Library Call UP Center for Ethnomusicology Library
Slip
Filipino Non-UP
Slip
Foreign
Accomplished UPCE Library Call
Slip
FEES
CLIENT STEPS TO BE
PAID
and submit request with UPCE
requirements complete
to the UPCE attachments
Library
1546
Personnel in Prepare
person or materials 5 Minutes/title
through and provide
email to client
Pick-up library Assist client None 5 Minutes Library Personnel
material/s in with use of UPCE
person; library
leave Valid material/s
ID with whenever
Library necessary
personnel as
collateral
Return materials Receive None 5 Minutes Library Personnel
upon end of materials UPCE
use and return
client ID
1547
5. Library materials for extended use
Request for borrowing of library materials for overnight or extended use outside the
UP College of Music is limited to a maximum duration of one (1) month per material,
renewable every month. Materials available for borrowing are subject to their
physical condition and availability. Maximum of 3 materials at a time. General
reference materials, theses and dissertations, and rare books are excluded from this
service.
Office or
Division:
UP Clients
UP Office of the University Registrar
Valid UP ID (student) or UP Alumni ID
(student) or UP Alumni Association (alumni)
(alumni);
Accomplished UPCE Library Call Slip
Director endorsed by their Head of Requesting Party
Unit
Filipino Non-UP
BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-IBIG, COMELEC, School of Affiliation
Unit
Foreign
Valid IDs (passport and ID from their Respective government institution issuing
affiliated institution); passport, and their affiliated institution
Valid UPCE Registration; UP Center for Ethnomusicology Library
1548
Unit
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Present valid ID Receive request None 1 Day and 5 Library Personnel
requirements attachment
to the UPCE Secure approval of
Library UPCE Director
Personnel in Inform client of
person or approved/denied
through request and
email schedule
Prepare materials
and provide to
client
Pick-up library Assist client with None 5 Minutes Library Personnel
material/s in use of library UPCE
person; material/s
leave Valid whenever
ID with necessary
library
personnel as
collateral
Return materials Receive materials None 5 Minutes Library Personnel
upon end of and return client UPCE
use ID
1 Day and 15
TOTAL: None
Minutes
6. Reproduction of Library materials
Reproduction of library materials are subject to the terms outlined in Sec. 185 of
Republic Act No. 8293 as well as the Revised UP Intellectual Property Policy (2011)
Office or
Division:
1549
UP Clients
Valid UP ID (student) or UP Alumni UP Office of the University Registrar
ID (alumni); (student) or UP Alumni Association (alumni)
Filipino Non-UP
Foreign
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Present valid ID Receive request None 5 Minutes Library Personnel
and submit with complete UPCE
to the UPCE Prepare materials
Library
Personnel in 5 Minutes/title
person or
through
email
Pick-up library Redirect client to None 5 Minutes Library Personnel
material/s in the UPCE
person; printing/copying
leave Valid services (non-
ID with UPCE entity)
library
1550
personnel as
collateral

upon end of and return UPCE
use client ID
7. Reference and bibliographic services
Request for reference and bibliographic services
Office or
Division:
Who may avail:
Foreign non-UP students, faculty, alumni, and personnel,
researchers, cultural workers, and artists
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Personal appearance or eMail
Requesting Party
correspondence
FEES
CLIENT STEPS TO BE
PAID
Submit inquiry Receive None 5 Minutes Library Personnel
to the UPCE request UPCE
Library Prepare 5 Minutes/title
Personnel in references
person or and
through bibliographic
email sources
Receive Assist client None 5 Minutes Library Personnel

required with use of UPCE
information library
material/s
1551
whenever
necessary
1552
8. Library spaces and facilities for regular use
Use of library spaces and facilities for personal study, group work, and small group
discussions
Office or
Division:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Clients
Valid UP ID (student) or UP UP Office of the University Registrar (student) or
Alumni ID (alumni); UP Alumni Association (alumni)
Foreign
FEES
CLIENT STEPS TO BE
PAID
Present Valid ID Remind client None 2 Minutes Library Personnel
to the UPCE of basic UPCE
Library space use
Personnel policies
when
necessary
1553
9. Library spaces and facilities for use beyond service hours
Request for use of library spaces and facilities beyond service hours (subject to
availability of space, facilities, personnel, and UP College of Music building
regulations)
Office or
Division:
Who may researchers, cultural workers, and artists; and,
avail: Foreign non-UP students, faculty, alumni, and personnel,

UP Clients
Valid UP ID (student) or UP Alumni UP Office of the University Registrar (student)
ID (alumni); or UP Alumni Association (alumni)
Request letter addressed to the
UPCE Director endorsed by Head of Requesting Party
Unit
Filipino Non-UP

Unit
Foreign
Unit
PERSON
E
1554
Present valid ID Receive request None 1 Day and 5 Library
and submit with complete Minutes Personnel
requirement attachment UPCE
s to the Secure approval
UPCE of UPCE
Library Director
person or approved/deni
through ed request
email Present details of
payment and
instructions,
and directions
to the UP
Cashier’s
office;
Pay Wait for client Rental fee - 1 Day UP Cash Office
correspondi Action PHP (paused-
ng fee at UP 1,500.00/ clock)
Cashier’s hour
Office
Present or Acknowledge None 5 Minutes Library
email copy presentation of Personnel
of receipt to receipt UPCE
UPCE Inform Client of
Library approved
Personnel schedule
Arrive at least Assist client with None 5 Minutes Library
15 minutes use of library Personnel
before material/s UPCE
schedule whenever
necessary
Rental fee -
PHP 2 Days and
TOTAL:
1,500.00/ho 15 Minutes
ur
1555
10. Instruments for room study
Borrowing and use of instruments for use inside the UPCE Library (no playing)
Office or
Division:
Type of
Government to Citizen; Government to Government
Transaction:
Who may avail:

UP Clients
Accomplished UPCE Instrument UP Center for Ethnomusicology Library
Borrower’s Form
Filipino Non-UP
Borrower’s Form
Foreign
Borrower’s Form
FEES
CLIENT STEPS TO BE
PAID
to the UPCE Prepare
Library instrument/s
Personnel in 15 Minutes/
1556
person or and provide instrument
through to client
email
Pick-up Assist client with None 15 Minutes Library Personnel
instrument in use of UPCE
person; instrument/s
ID with necessary
library
personnel as
collateral
upon end of materials and UPCE
use return client
ID
1557
11. Instruments for playing and/or demonstration
Borrowing and use of instruments for use/demonstration inside the UPCE Library
(subject to availability of instrument and artefact, and library space)
Office or
Division:
Type of
Transaction:
Who may avail:

UP Clients
Valid UP ID (student) or UP Alumni ID
(student) or UP Alumni Association
(alumni);
(alumni)
Borrower’s Form
Requesting Party
Director endorsed by Head of Unit
Filipino Non-UP
Valid government or school ID; Pag-IBIG, COMELEC, School of
Affiliation
Accomplished UPCE Instrument
Borrower’s Form
Requesting Party
Foreign
Respective government institution
Valid IDs (passport and ID from their
issuing passport, and their affiliated
affiliated institution);
institution
1558
Borrower’s Form
Requesting Party
FEES
BE TIME RESPONSIBLE
PAID
requirements attachments UPCE
Personnel in Input schedule of
person or use/class demo
through email in UPCE
calendar for
information of all
UPCE personnel
Inform client of
approved/denie
d request and
schedule
Post information
about the
use/class demo
for information
of other clients
Prepare
instrument/s and
provide to client
Arrive at least 15 Assist client with None 5 Minutes Library
minutes use of Personnel
before instrument/s UPCE
scheduled whenever
use/class necessary
demonstration
; leave Valid
ID with library
personnel as
collateral
Return materials Receive materials None 5 Minutes Library
upon end of and return client Personnel
use ID UPCE
1559
1 Day and 15
TOTAL: None
Minutes
12. Instruments and artefacts for use within the UP College of Music
Request for one-day borrowing and return of instruments and artefacts within the UP
College of Music (subject to availability of instrument and artefact)
Office or
Division:
Type of
Transaction:
Who may avail:

UP Clients
Borrower’s Form
UPCE Director endorsed by Head Requesting Party
of Unit
Filipino Non-UP
Borrower’s Form
of Unit
Foreign
1560
Borrower’s Form
of Unit
CLIENT STEPS
Present valid ID Receive None 1 Day and 5 Library Personnel
and submit request with Minutes UPCE
Library Secure
Personnel in approval of
person or UPCE
through email Director (if
for non-
classroom;
non-UP; or,
UP alumni
use)
Present details
of payment
and
instructions,
and
directions to
the UP
Cashier’s
office;
Pay Wait for client Rental Fee 1 Day UP Cash Office
corresponding action – (paused-clock)
fee at the UP UP (for
Cashier classroom
use):
FREE
UP (for
non-
classroom
use):
20% of the
cost of
instrument
1561
non-UP &
UP alumni:
30% of the
cost of
instrument
Present or email Acknowledge None 5 Minutes Library Personnel

copy of presentation UPCE
receipt to of receipt
UPCE Library Inform Client of
Personnel pick-up
schedule
Pick-up Assist client None 5 Minutes Library Personnel
instrument in with use of UPCE
whenever
necessary
Return materials Receive None 5 Minutes
upon end of materials Library Personnel
use and return UPCE
client ID
Rental Fee
–
UP (for
classroom
use):
FREE
UP (for
non-
classroom
1 Day and 20
TOTAL: use):
Minutes
20% of the
cost of
instrument
non-UP &
UP
alumni:
30% of the
cost of
instrument
1562
13. Instruments and artefacts for extended use
Request for borrowing of instruments or artefacts for overnight or extended use outside
the UP College of Music (within UP Diliman only) is limited to a maximum duration of
one (1) month per material, renewable every month. Materials available for borrowing
are subject to their physical condition and availability. Maximum of 3 materials at a
time.
Office or
Division:
Type of
Transaction:
Who may avail: UP students
UP Clients
Valid UP ID;
Borrower’s Form
of Unit
PERSON
E
Present valid ID Receive None 1 Day and 5 Library
and submit request with Minutes Personnel
requirements complete UPCE
to the UPCE attachment
Library Secure
person or UPCE
for non-
classroom;
non-UP; or,
UP alumni
use)
Present details
of payment
and
instructions,
1563
and
directions to
the UP
Cashier’s
office;
Pay Wait for client Rental Fee 1 Day
correspondin action – (paused-clock)
g fee at the 20% of the
UP Cashier
UP Cashier cost of
instrument
(in PHP)
Present or email Acknowledge None 5 Minutes Library
copy of presentatio Personnel
receipt to n of receipt UPCE
Personnel pick-up
schedule
Pick-up Assist client None 5 Minutes Library
instrument in with use of Personnel
person; instrument/s UPCE
present whenever
Official necessary
Receipt (if
applicable);
leave Valid ID
with library
personnel as
collateral
Return materials Receive None 5 Minutes Library
upon end of materials Personnel
use and return UPCE
client ID
Rental Fee
–
20% cost 2 Days and
TOTAL:
of 20 Minutes
instrumen
t (in PHP)
1564
14. Request for online access to archival fieldnotes, photographs
and audio
Request of Archive Users for online access low-resolution digital copies of UPCE
archival fieldnotes, photographs, and audio (maximum of 10 materials per research
day)
Office or
Division:
Type of
Transaction:

UP Clients
Valid UP ID (student) or UP Alumni ID UP Office of the University Registrar

(alumni); (student) or UP Alumni Association (alumni)

Accomplished UPCE Access Form

Requesting Party
Filipino Non-UP


1565
Requesting Party
Foreign


Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID

and submit with complete Minutes
Library UPCE Director;
Personnel in Inform Client of
through request and
email schedule;
Retrieve and
prepare
requested Archive Personnel
materials UPCE
Upload requested
materials in
UPCE Archive
Google Drive
folder
Inform Client when
the material is
available for
access online Library Personnel
and provide link
of the Google UPCE
Drive folder
1566
4 Days, 5
TOTAL: None
minutes
1567
15. Request for print reproduction of archival photographs for fair
use
Request for acquiring 5R photo paper print-outs of archival photographs

(Reproduction of materials are subject to the terms outlined in Sec. 185 of Republic
Act No. 8293) (maximum of 5 images per research day)
Office or Division: UP Center for Ethnomusicology (UPCE)

UP students
Who may avail:

Valid UP ID; UP Office of the University Registrar
Accomplished UPCE Reproduction
Form; UP Center for Ethnomusicology Library
Accomplished Letter-Agreement for
Terms of Use with UPCE
Unit
FEES PERSON
PROCESSIN
G TIME
PAID E
Present valid ID Receive request None 2 Days and 5 Library
required attachment UPCE
forms and Secure approval of
letters to the UPCE Director;
Personnel in approved/denie
person or d request and
through email schedule;
Device Letter-
Agreement for
Terms of Use
and send to
client
Sign Letter- Receive and file None 10 Minutes Library

Agreement Letter- Personnel
1568
for Terms of Agreement for UPCE
Use and Terms of Use
return to Present details of
UPCE payment and
Library instructions, and
Personnel directions to the
UP Cashier’s
office;
Pay Wait for Client’s Printing 1 Day UP Cash Office

correspondin action fee - (paused-
g fee at UP PHP clock)
Cashier 50.00/
image
Present or email Acknowledge None 2 Days and 10 Library
copy of presentation of Minutes Personnel
receipt to receipt UPCE
UPCE Library Retrieve requested
Personnel materials Archive
Personnel
Print requested
UPCE
materials
Inform Client that
requested
material is
ready Library
Personnel
UPCE
Claim requested Turn over requested None 15 Minutes Library

materials print-out to Personnel
from the Client UPCE
UPCE Library
Sign receipt of File receipt of None 5 Minutes Library
material material Personnel
UPCE
Printin
g fee -
5 Days, 45
TOTAL: PHP
Minutes
50.00/
image
1569
16. Request for print reproduction of archival photographs (beyond
fair use)
Request for acquiring 5R photo paper print-outs of archival photographs for uses
that are beyond the scope of the terms outlined in Sec. 185 of Republic Act No.
8293 (maximum of 5 images per research day)
Office or
Division:
Type of
Transaction:

Who may avail: researchers, cultural workers, and artists; and, and,

UP Clients
Unit
Signed approval of copyright owners Copyright owner of the material
Filipino Non-UP
1570
Unit
Foreign
Form;, UP Center for Ethnomusicology Library
Unit
PERSON
CLIENT FEES TO PROCESSIN
AGENCY ACTION RESPONSIBL
STEPS BE PAID G TIME
E
letters to the UPCE
UPCE Director;
Library Inform Client of
Personnel in approved/deni
person or ed request and
through schedule;
email Device Letter-
Agreement for
Terms of Use
and send to
client
1571
Use and Terms of Use;
return to
UPCE Present details of
Library payment and
personnel instructions,
and directions
to the UP
Cashier’s
office;

correspondi action Fee -PHP (paused-
ng fee at UP 50.00/imag clock)
Cashier e
Present or Acknowledge None 1 Day and 5 Library
email copy presentation of Minutes Personnel
UPCE Retrieve and Archive
Library prepare Personnel
UPCE
Personnel requested
materials
Print requested
materials
Inform Client that Library
requested Personnel
material is UPCE
ready
Claim Turn over requested None 15 Minutes Library
requested print-out to Personnel
materials Client UPCE
UPCE
Printing
Fee -PHP 5 Days and
TOTAL:
50.00/imag 40 Minutes
e
1572
17. Request for digital reproduction of photographs
Request for acquiring digital reproduction of photographs from the UP Center for
Ethnomusicology archives (Reproduction of materials are subject to the terms
outlined in Sec. 185 of Republic Act No. 8293) (maximum of 5 images per research
day)
Office or
Division:
Type of
Transaction:
Who may avail: researchers, cultural workers, and artists; and, and,
UP Clients
of Unit
Signed approval of copyright
Copyright owner of the material
owners
Filipino Non-UP
of Unit
1573
owners
Foreign
of Unit
owners
FEES
AGENCY ACTION TO BE
PAID
Present valid Receive request None 2 Days and 5 Library Personnel
ID and with complete Minutes UPCE
submit attachment
required Secure approval of
forms and UPCE Director;
letters to Inform Client of
the UPCE approved/denied
Library request and
Personnel schedule;
in person or Device Letter-
through Agreement for
email Terms of Use
and send to
client;
Sign Letter- Receive and file None 3 Days and 10 Library Personnel
Agreement Letter- minutes UPCE
for Terms Agreement for
of Use and Terms of Use;
return to Retrieve requested Archive Personnel
UPCE
UPCE materials and
Library upload
Personnel requested
materials in
UPCE Archive
Google Drive Library Personnel
folder UPCE
1574
Inform Client when
the material is
available for
access online
and provide link
of the Google
Drive folder
5 Days and 15
TOTAL: None
Minutes
18. Request for reproduction of unpublished field and non-field

audio recordings
Request for acquiring reproduction of unpublished field audio recordings and non-
field audio recordings (recordings of concerts and performances of composed
music, etc.) from the UP Center for Ethnomusicology archives (Reproduction of
materials are subject to the terms outlined in Sec. 185 of Republic Act No. 8293)
(maximum of 10 tracks per research day at 60 seconds or a fraction thereof per
track)
Office or
Division:
Type of
Transaction:
UP students and UP alumni;
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Clients
Valid UP ID (student) or UP UP Office of the University Registrar (student) or
Alumni ID (alumni); UP Alumni Association (alumni)
Accomplished UPCE
Reproduction Form; UP Center for Ethnomusicology Library
Accomplished Letter-Agreement
for Terms of Use with UPCE
1575
of Unit
owners
Filipino Non-UP
Accomplished UPCE
of Unit
owners
Foreign
Accomplished UPCE
of Unit
owners
PERSON
CLIENT AGENCY FEES TO PROCESSIN
RESPONSIBL
STEPS ACTION BE PAID G TIME
E
Present valid ID Receive None 2 Days and 5 Library
and submit accomplished Minutes Personnel
required UPCE Request UPCE
forms and for
letters to the Reproduction
UPCE Form
Library Secure approval
Personnel in of UPCE
person or Director;
1576
through Inform Client of
email approved/deni
ed request and
schedule;
Present details of
payment and
instructions,
and directions
to the UP
Cashier’s
office;
Device Letter-
Agreement for
Terms of Use
and send to
client;

return to
UPCE
Library
personnel
Pay Wait for Client’s Reproductio 1 Day UP Cash Office
correspondi action n Fee – (paused-
ng fee at UP UP students, clock)
Cashier (fair use):
PHP 50.00
(for every 60
seconds or a
fraction
thereof)
UP students,
and alumni
(beyond fair
use):
PHP 150.00
(for every 60
seconds or a
fraction
thereof)
Filipino non-
UP:
1577
PHP 150.00
(for every 60
seconds or a
fraction
thereof)
Foreign:
PHP 150.00
(for every 60
seconds or a
fraction
thereof)
Present or Acknowledge None 3 Days and Library
email copy presentation of 20 Minutes Personnel
UPCE Retrieve Archive
Library requested Personnel
UPCE
Personnel materials and
upload
requested Library
materials in Personnel
UPCE Archive UPCE
Google Drive
folder
Inform Client
when the
material is
available for
access online
and provide
link of the
Google Drive
folder
Reproductio
n Fee –
UP
students,
(fair use):
PHP 50.00
(for every 6 Days and
TOTAL:
60 seconds 35 Minutes
or a fraction
thereof)
UP
students,
and alumni
1578
(beyond fair
use):
PHP 150.00
(for every
60 seconds
or a fraction
thereof)
Filipino
non-UP:
PHP 150.00
(for every
60 seconds
or a fraction
thereof)
Foreign:
PHP 150.00
(for every
60 seconds
or a fraction
thereof)
1579
19. Request for reproduction and use of unpublished score for study
Request for reproduction and use of unpublished score from Archive holdings for
study is subject to the terms outlined in Sec. 185 of Republic Act No. 8293
Office or
Division:
Type of
Transaction:
Who may Filipino non-UP students, faculty, alumni, and personnel,
avail: researchers, cultural workers, and artists; and,
UP Clients
Valid UP ID (student) or UP Alumni ID UP Office of the University Registrar (student)
(alumni); or UP Alumni Association (alumni)
Request letter addressed to the UPCE Requesting Party
Filipino Non-UP
Valid government or school ID; IBIG, COMELEC, School of Affiliation
Foreign
1580
FEES
AGENCY ACTION TO BE
PAID
submit attachments;
letters to Inform client of
Library request and
Personnel schedule;
email Terms of Use
and send to
client;
Sign Letter- Receive signed None 3 Days and 5 Library Personnel

for Terms of Agreement for
Use Terms of Use
Prepare scores
If clients requested
for digital copy - Archive Personnel
upload UPCE
requested
materials in
UPCE Archive
Google Drive
folder
Inform Client that
requested
material is ready
for digital copy -
1581
Provide link of
the Google Drive Library Personnel
folder for digital
reproduction) UPCE
If requesting for If clients requested None 5 Minutes Library Personnel

printed for printed copy - UPCE
copy of Provide score to
score – Go the client and
to UPCE redirect to the
Library to printing/copying
pick-up services (non-
score; leave UPCE entity)
Valid ID
with Library
personnel
as collateral
copy of Receive score
score – and return client
Return ID
score upon
end of use
5 Days and 20
TOTAL: None
Minutes
1582
20. Request for reproduction and use of unpublished score for
performance
performance
Office or
Division:
Type of
Transaction:
Who may Filipino non-UP students, faculty, alumni, and personnel,
avail: researchers, cultural workers, and artists; and,
UP Clients
Valid UP ID (student) or UP Alumni ID UP Office of the University Registrar (student)
(alumni); or UP Alumni Association (alumni)
Unit
Filipino Non-UP

Accomplished UPCE Reproduction UP Center for Ethnomusicology Library
Form;
1583
Unit
Foreign
Unit
PERSON
E
required attachments;
UPCE Inform client of
Library approved/deni
Personnel in ed request and
person or schedule;
through Device Letter-
email Agreement for
Terms of Use
and send to
client;
Sign Letter- Receive signed None 5 Minutes Library Personnel

Agreement Letter- UPCE
Use Terms of Use
1584
Present details of
payment and
instructions,
and directions
to the UP
Cashier’s
office;
Pay Wait for client Performanc 1 Day UP Cash Office

correspondi action e fee
ng fee (paused-
(includes
clock)
royalty and
processing
fee) - USD
1,000.00; or,
its
equivalent in
peso;
exclusive of
printing,
shipping
and
handling
Present or email Acknowledge None 3 Days Library Personnel
Official presentation of UPCE
Receipt to receipt;
UPCE Prepare scores Archive
Archive If clients Personnel
requested for UPCE
digital copy -
Upload
requested
materials in
UPCE Archive
Google Drive
folder
Inform Client that
requested
material is
ready
If clients
requested for
digital copy -
Provide link of Library Personnel
the Google
1585
Drive folder for UPCE
digital
reproduction)
printed copy for printed UPCE
of score – copy -Provide
Go to UPCE score to the
Library to client and
pick-up redirect to the
score; leave printing/copyin
Valid ID with g services
Library (non-UPCE
personnel as entity)
collateral
of score – copy -Receive
Return score score and
upon end of return client ID
use
Performanc
e fee
(includes
royalty and
processing
fee) - USD
1,000.00;
6 Days and
TOTAL: or, its
15 Minutes
equivalent
in peso;
exclusive
of printing,
shipping
and
handling
1586
21. Request for selected pages from unpublished score for
publication
Request for digital reproduction of selected pages of unpublished score from Archive
holdings for publication
Office or
Division:
Type of
Transaction:
UP Clients
Valid UP ID (student) or UP Alumni ID UP Office of the University Registrar
(alumni); (student) or UP Alumni Association (alumni)
Requesting Party
Filipino Non-UP
1587

Requesting Party
Foreign

Requesting Party
FEES
BE TIME RESPONSIBLE
PAID
requirements attachments;
through email request and
schedule;
Device Letter-
Agreement for
Terms of Use
and send to
client;

Agreement Letter- Minutes UPCE
Use Terms of Use
Prepare scores and
1588
upload
requested
materials in
UPCE Archive
Google Drive Archive Personnel
folder
Inform Client when UPCE
the material is
available for
access online
and provide link
of the Google
Drive folder
Library Personnel
UPCE
5 Days and 10
TOTAL: None
Minutes
22. Digitization of analog non-commercial audio recordings
Request for transfer of non-commercial audio recordings in analog to digital format

is subject to availability of playback platform and personnel, as well as condition of
material. This service has a limit of 5 pieces of analog materials per transaction.
UPCE can only accept a maximum of 2 digitization service requests per month.
Office or
Division:
UP Clients
Accomplished UPCE ACL
Extension Services Slip
1589
Material/s to be digitized
Digital storage device for the
digitized tracks
Requesting Party
Index or Description/Identification
of analog material for metadata, if
available
Filipino Non-UP
Valid government or school ID
digitized tracks Requesting Party
available
Foreign
Valid ID (passport)
passport
available
PERSON
E
Submit inquiry Receive inquiry None 3 Hours Library
and materials and Personnel
to be digitized materials to UPCE
be digitized
Assess
Media Archivist
condition of
UPCE
materials
Check schedule
of personnel Library
and Personnel
availability UPCE
of playback
platform
Inform client if
materials
1590
are fit for
digitization
as well as
availability
of schedule
Present valid ID Receive 15 Minutes Library
and submit request with Personnel
other complete UPCE
to the UPCE ;
Library Calculate fees
personnel and Present
details of
payment
and
instructions,
and
directions to
the UP
Cashier’s
office
Pay Wait for client Processing 1 Day UP Cash Office
correspondin action fee - (paused-clock)
g fee UP
students:
PHP 30.00
(for the first
1 minute or
a fraction
thereof;
additional
30.00 for
every
succeeding
minute)
Filipino
non-UP:
PHP 100.00
(for the first
1 minute or
a fraction
thereof;
additional
100.00 for
every
1591
succeeding
minute)
Foreign:
PHP 150.00
(for the first
1 minute or
a fraction
thereof;
additional
150.00 for
every
succeeding
minute)

copy of presentation Minutes Personnel
receipt to of receipt UPCE
UPCE Library Provide copy
Personnel of ACL
Extension
Services
Slip to client
Digitize analog Media Archivist
materials UPCE
Inform Client
that analog Library
material and Personnel
digitized UPCE
tracks are
ready for
pick-up
Present ACL Turn-over None 3 Minutes Library

Extension analog Personnel
Services Slip materials UPCE
upon pick-up and digital
of materials storage
device
containing
digitized
tracks to
Client
UPCE
1592
Processing
fee -
UP
students:
PHP 30.00
(for the
first 1
minute or a
fraction
thereof;
additional
30.00 for
every
succeedin
g minute)
Filipino
non-UP:
PHP 100.00
(for the
first 1 11 Days, 3
TOTAL: minute or a Hours and 28
fraction Minutes
thereof;
additional
100.00 for
every
succeedin
g minute)
Foreign:
PHP 150.00
(for the
first 1
minute or a
fraction
thereof;
additional
150.00 for
every
succeedin
g minute)
1593
23. Request for digitization of analog commercial audio recordings
Request for transfer of commercial audio recordings in analog to digital format is

subject to availability of playback platform and personnel, as well as condition of
Office or
Division:
Type of Government to Government and Government to Citizen;
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Clients
digitized tracks
Requesting Party
available
Filipino Non-UP
Digital storage device for the Requesting Party
digitized tracks
1594
available
Foreign
Valid ID (passport)
passport
digitized tracks
Requesting Party
available
PERSON
E
be digitized Media Archivist
Assess UPCE
condition of
Library
materials Personnel
Check schedule UPCE
of personnel
and
availability of
playback
platform
Inform client if
materials
are fit for
digitization
as well as
availability of
schedule
other complete UPCE
to the UPCE ;
details of
1595
payment
and
instructions,
and
directions to
the UP
Cashier’s
office
g fee UP
students:
PHP
30.00/track
Filipino non-
UP:
PHP
100.00/track
Foreign:
PHP
150.00/track
copy of presentatio Minutes Personnel
UPCE Library Provide copy of
Personnel ACL
Extension
Services
Slip to client Media Archivist
Digitize analog UPCE
materials Library
Inform Client Personnel
that analog UPCE
material
and
digitized
tracks are
ready for
pick-up
device
1596
containing
digitized
tracks to
Client

UPCE
Processing
fee -
UP
students:
PHP
30.00/track
Filipino 11 Days, 3
TOTAL: non-UP: Hours and 28
PHP Minutes
100.00/trac
k
Foreign:
PHP
150.00/trac
k
1597
24. Request for digitization of analog non-commercial video
recordings
Request for transfer of non-commercial video recordings in analog to digital format is

Office or
Division:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
UP Clients
available
Filipino Non-UP
Material/s to be digitized Requesting Party
Requesting Party
digitized tracks
1598
available
Foreign
Valid ID (passport)
passport
available
PERSON
E
be digitized
Media Archivist
Assess
UPCE
condition of
materials
Check Library
schedule of Personnel
personnel UPCE
and
availability
of playback
platform
Inform client if
materials
are fit for
digitization
as well as
availability
of schedule
other complete UPCE
to the UPCE ;
1599
details of
payment
and
instructions,
and
directions to
the UP
Cashier’s
office
g fee UP
students,
and alumni:
PHP 100.00
(for the first
1 minute or
a fraction
thereof;
additional
100.00 for
every
succeeding
minute)
Filipino non-
UP:
PHP 200.00
(for the first
1 minute or
a fraction
thereof;
additional
200.00 for
every
succeeding
minute)
Foreign:
PHP 500.00
(for the first
1 minute or
a fraction
thereof;
additional
1600
500.00 for
every
succeeding
minute)

Personnel ACL
Extension
Services
Slip to client
Digitize analog
materials Media Archivist
Inform Client UPCE
that analog
material and Library
digitized Personnel
tracks are UPCE
ready for
pick-up
device
containing
digitized
tracks to
Client

UPCE
Processing
fee -
UP
students,
11 Days, 3
and
TOTAL: Hours and 28
alumni:
Minutes
PHP 100.00
(for the
first 1
minute or a
1601
fraction
thereof;
additional
100.00 for
every
succeedin
g minute)
Filipino
non-UP:
PHP 200.00
(for the
first 1
minute or a
fraction
thereof;
additional
200.00 for
every
succeedin
g minute)
Foreign:
PHP 500.00
(for the
first 1
minute or a
fraction
thereof;
additional
500.00 for
every
succeedin
g minute)
1602
25. Request for digitization of commercial video recordings
Request for transfer of commercial video recordings in analog to digital format is

Office or
Division:
UP Clients
digitized tracks
available
Filipino Non-UP
Requesting Party
digitized tracks
available
Foreign
1603
Valid ID (passport)
passport
available
PERSON
E
Assess UPCE
Library
condition of
Personnel
materials UPCE
Check schedule
of personnel
and
availability
of playback
platform
Inform client if
materials
are fit for
digitization
as well as
availability
of schedule
Present valid ID Receive 15 Minutes UPCE Library
other complete
to the UPCE ;
details of
payment
and
instructions,
and
directions to
1604
the UP
Cashier’s
office
g fee UP
students:
PHP 80.00
(for every
analog
material)
Filipino
non-UP:
PHP
300.00 (for
every
analog
material)
Foreign:
PHP
500.00 (for
every
analog
material)
Present or email Acknowledge None 10 Days and UPCE Library

copy of presentation 5 Minutes Personnel
Personnel ACL
Extension
Services
materials
Inform Client UPCE Library
that analog Personnel
material and
digitized
tracks are
ready for
pick-up
Present ACL Turn-over None 3 Minutes UPCE Library
Services Slip materials
1605
device
containing
digitized
tracks to
Client
Sign receipt of File receipt of None 5 Minutes UPCE Library

Processin
g fee -
UP
students:
PHP 80.00
(for every
analog
material)
Filipino
non-UP:
11 Days and
TOTAL: PHP
28 Minutes
300.00 (for
every
analog
material)
Foreign:
PHP
500.00 (for
every
analog
material)
1606
Development
UP Center for Ethnomusicology
Internal Services
1607
1. Online access to iLib and UPCE Collections Portal
Request for equipment to access iLib, UPCE Collections Portal inside the UPCE
Library
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Valid UP ID UP Human Resources Development Office
FEES
CLIENT STEPS TO BE
PAID
and request request UPCE
for Prepare
equipment UPCE
for accessing computer
iLib and for client
UPCE use;
Collections assist
Portal at the client
UPCE whenever
Library necessary
personnel
(for use only
inside the
UPCE during
service
hours)
1608
2. UPCE Registration
Registration for entry and access to the UPCE library, archives, and instrumentarium
(valid for one calendar year)
Office or
Division:
Type of
Transaction:
Head of Unit, or Librarian Ethnomusicology website)
Archive Users
Head of Unit, or Librarian Ethnomusicology website)
Attached description of proposed
Requesting Party
work/study)
PERSON
E
Present valid ID Receive None 5 Minutes Library
and submit accomplishe Personnel
requirements d UPCE UPCE
to the UPCE Registration
Library form with
Personnel in complete
person or attachments
through email Present details
of payment
and
instructions,
and
directions to
the UP
Cashier’s
office
1609
Pay Wait for client Registration 1 Day UP Cash Office
correspondin step fee - (paused-
g fee at UP PHP 50.00 clock)
Cashier
Present receipt Input None 5 Minutes Library
as Official Registration Personnel
Receipt to of client in UPCE
UPCE the database
Registratio
1 Day and 10
TOTAL: n fee -
minutes
PHP 50.00
3. UPCE Tour
Request for and participation in guided UPCE library, instrumentarium, and/or

archive tour
Office or
Division:
Type of
Transaction:
Valid UP ID (Valid ID of group head if
UP Human Resources Development Office
group tour)
Head of Unit
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
to the UPCE Check availability of
Library venue and staff
Personnel in
1610
person or in the UPCE
through Calendar
email Secure approval of
UPCE Director
Schedule venue
and tour in
UPCE calendar
for the
information of all
UPCE
Inform client of
approved/denied
request and
schedule
Arrive at least Arrange None 15 Minutes Library Personnel
15 minutes participants into (per group) UPCE
before smaller groups
schedule (for large
number of
participants)
and perform
tour
2 Days and 20
TOTAL: None
Minutes
1611
4. Library materials for room use or for presentation within the UP
College of Music
Borrowing and use of library materials for use inside the UPCE Library or for one-time
presentations within the UP College of Music only
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Valid UPCE Registration; and,
Slip
FEES
CLIENT STEPS TO BE
PAID
and submit request with UPCE
Library Prepare
Personnel in materials
person or and provide 5 Minutes/title
through to client
email
Pick-up library Assist client None 5 Minutes Library Personnel
material/s in with use of UPCE
person; library
leave Valid material/s
ID with whenever
Library necessary
personnel as
collateral
upon end of materials UPCE
use and return
client ID
1612
5. Library materials for extended use
Request for borrowing of library materials for overnight or extended use outside the
UP College of Music is limited to a maximum duration of one (1) month per material,
renewable every month. Materials available for borrowing are subject to their
physical condition and availability. Maximum of 3 materials at a time. General
reference materials, theses and dissertations, and rare books are excluded from this
service.
Office or
Division:
Type of
Transaction:

Unit
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Present valid ID Receive request None 1 Day and 5 Library Personnel
through request and
email schedule
1613
Prepare materials
and provide to
client
Pick-up library Assist client with None 5 Minutes Library Personnel
material/s in use of library UPCE
person; material/s
ID with necessary
library
personnel as
collateral
upon end of and return client UPCE
use ID
1 Day and 15
TOTAL: None
Minutes
6. Reproduction of Library materials
Reproduction of library materials are subject to the terms outlined in Sec. 185 of
Republic Act No. 8293 as well as the Revised UP Intellectual Property Policy (2011)
Office or
Division:
Type of
Transaction:
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
to the UPCE Prepare materials
Library
1614
Personnel in 5 Minutes/title
person or
through
email
Pick-up library Redirect client to None 5 Minutes Library Personnel
material/s in the UPCE
person; printing/copying
leave Valid services (non-
ID with UPCE entity)
library
personnel as
collateral
upon end of and return UPCE
use client ID
7. Reference and bibliographic services
Request for reference and bibliographic services
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Personal appearance or eMail
Requesting Party
correspondence
FEES
CLIENT STEPS TO BE
PAID
Submit inquiry Receive None 5 Minutes Library Personnel
to the UPCE request UPCE
Library Prepare 5 Minutes/title
Personnel in references
person or and
through bibliographic
email sources
1615
Receive Assist client None 5 Minutes Library Personnel
required with use of UPCE
information library
material/s
whenever
necessary
8. Library spaces and facilities for regular use
Use of library spaces and facilities for personal study, group work, and small group
discussions
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
Present Valid ID Remind client None 2 Minutes Library Personnel
to the UPCE of basic UPCE
Library space use
Personnel policies
when
necessary
1616
9. Library spaces and facilities for use beyond service hours
Request for use of library spaces and facilities beyond service hours (subject to
availability of space, facilities, personnel, and UP College of Music building
regulations)
Office or
Division:
Type of
Transaction:
Who may
UP Faculty and Employees
avail:
Unit
PERSON
E
requirement attachment UPCE
s to the Secure approval
UPCE of UPCE
Library Director
person or approved/deni
through ed request
email Present details of
payment and
instructions,
and directions
to the UP
Cashier’s
office;
Pay Wait for client Rental fee - 1 Day UP Cash Office
correspondi Action PHP (paused-
ng fee at UP 1,500.00/ clock)
Cashier’s hour
Office
1617
Present or Acknowledge None 5 Minutes Library
email copy presentation of Personnel
Library approved
Personnel schedule
Arrive at least Assist client with None 5 Minutes Library
15 minutes use of library Personnel
before material/s UPCE
schedule whenever
necessary
Rental fee -
PHP 2 Days and
TOTAL:
1,500.00/ho 15 Minutes
ur
10. Instruments for room study
Borrowing and use of instruments for use inside the UPCE Library (no playing)
Office or
Division:
Type of
Transaction:
Borrower’s Form
FEES
CLIENT STEPS TO BE
PAID
to the UPCE Prepare
Library instrument/s
Personnel in and provide 15 Minutes/
person or to client instrument
1618
through
email
Pick-up Assist client with None 15 Minutes Library Personnel
instrument in use of UPCE
ID with necessary
library
personnel as
collateral
upon end of materials and UPCE
use return client
ID
1619
11. Instruments for playing and/or demonstration
Borrowing and use of instruments for use/demonstration inside the UPCE Library
(subject to availability of instrument and artefact, and library space)
Office or
Division:
Type of
Transaction:
UP Human Resources Development
Valid UP ID
Office
Borrower’s Form
Requesting Party
FEES
BE TIME RESPONSIBLE
PAID
Personnel in Input schedule of
person or use/class demo
through email in UPCE
calendar for
information of all
UPCE personnel
Inform client of
approved/denie
d request and
schedule
Post information
about the
use/class demo
for information
of other clients
1620
Prepare
instrument/s and
provide to client
Arrive at least 15 Assist client with None 5 Minutes Library
minutes use of Personnel
before instrument/s UPCE
scheduled whenever
use/class necessary
demonstration
; leave Valid
ID with library
personnel as
collateral
Return materials Receive materials None 5 Minutes Library
upon end of and return client Personnel
use ID UPCE
1 Day and 15
TOTAL: None
Minutes
12. Instruments and artefacts for use within the UP College of Music
Request for one-day borrowing and return of instruments and artefacts within the UP
College of Music (subject to availability of instrument and artefact)
Office or
Division:
Type of
Transaction:

Borrower’s Form
of Unit
1621
PERSON
E
and submit with Minutes Personnel
Library Secure
person or UPCE
for non-
classroom;
non-UP; or,
UP alumni
use)
Present details
of payment
and
instructions,
and
directions to
the UP
Cashier’s
office;
Pay Wait for client Rental Fee 1 Day UP Cash Office
g fee at the (for
UP Cashier classroom
use):
FREE
(for non-
classroom
use):
20% of the
cost of
instrument
Personnel pick-up
schedule
person; instrument/ UPCE
1622
s whenever
necessary
Return materials Receive None 5 Minutes
Library
upon end of materials
Personnel
use and return UPCE
client ID
Rental Fee
–
(for
classroom
use):
FREE
1 Day and 20
TOTAL:
(for non- Minutes
classroom
use):
20% of the
cost of
instrumen
t
13. Instruments and artefacts for extended use
Request for borrowing of instruments or artefacts for overnight or extended use outside
the UP College of Music (within UP Diliman only) is limited to a maximum duration of
one (1) month per material, renewable every month. Materials available for borrowing
are subject to their physical condition and availability. Maximum of 3 materials at a
time.
Office or
Division:
Type of
Transaction:
Borrower’s Form
1623
of Unit
PERSON
E
and submit with Minutes Personnel
to the UPCE attachment
Library Secure approval
Personnel in of UPCE
person or Director (if
through email for non-
classroom;
non-UP; or,
UP alumni
use)
Present details
of payment
and
instructions,
and
directions to
the UP
Cashier’s
office;
Pay Wait for client Rental Fee 1 Day
g fee at the 20% of the
UP Cashier
UP Cashier cost of
instrument
(in PHP)
Personnel pick-up
schedule
person; instrument/s UPCE
present whenever
Official necessary
Receipt (if
applicable);
leave Valid ID
1624
with library
personnel as
collateral
Return materials Receive None 5 Minutes Library
upon end of materials Personnel
use and return UPCE
client ID
Rental Fee
–
20% cost 2 Days and
TOTAL:
of 20 Minutes
instrumen
t (in PHP)
1625
14. Request for access to archival fieldnotes, photographs, and
Request of Archive Users to access low-resolution digital copies of archival

fieldnotes, photographs, and audio inside the UPCE Library (maximum 10 materials
per research day)
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Accomplished UPCE Access UP Center for Ethnomusicology Library
Form
FEES
CLIENT STEPS TO BE
PAID
Present valid ID Receive None 2 Days and 5 Library Personnel
and submit request with Minutes UPCE
Library Schedule use
Personnel in of access
person or station
through Inform client
email of schedule
Prepare UPCE
Access
Station
Retrieve and
prepare
requested
digital files
and transfer
to UPCE Archive Personnel
UPCE
1626
Access
Station
Arrive at least 2. Assist None 10 Minutes Library Personnel

15 minutes client with UPCE
before the use of
schedule archival
material/s
whenever
necessary
2 Days and 15
TOTAL: None
Minutes
1627
15. Request for online access to archival fieldnotes, photographs
and audio
Request of Archive Users for online access low-resolution digital copies of UPCE
archival fieldnotes, photographs, and audio (maximum of 10 materials per research
day)
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Personnel in Inform Client of
through request and
email schedule;
Retrieve and
prepare Archive Personnel
requested UPCE
materials
Upload requested
materials in
UPCE Archive
Google Drive
folder
Inform Client when
the material is
1628
available for Library Personnel
access online UPCE
and provide link
of the Google
Drive folder
4 Days and 5
TOTAL: None
minutes
1629
16. Request for print reproduction of archival photographs for fair
use
Request for acquiring 5R photo paper print-outs of archival photographs

(Reproduction of materials are subject to the terms outlined in Sec. 185 of Republic
Act No. 8293) (maximum of 5 images per research day)
Office or Division: UP Center for Ethnomusicology (UPCE)

Unit
FEES PERSON
PROCESSIN
G TIME
PAID E
Personnel in approved/denie
person or d request and
through email schedule;
Device Letter-
Agreement for
Terms of Use
and send to
client

1630
return to Present details of
UPCE payment and
Library instructions, and
Personnel directions to the
UP Cashier’s
office;

correspondin action fee - (paused-
g fee at UP PHP clock)
Cashier 50.00/
image
copy of presentation of Minutes Personnel
receipt to receipt UPCE
UPCE Library Retrieve requested
Personnel materials
Archive
Print requested
Personnel
materials UPCE
Inform Client that
requested
material is
ready Library
Personnel
UPCE
Claim requested Turn over requested None 15 Minutes Library

materials print-out to Personnel
from the Client UPCE
UPCE Library
UPCE
Printin
g fee -
5 Days and
TOTAL: PHP
45 Minutes
50.00/
image
1631
17. Request for print reproduction of archival photographs (beyond
fair use)
Request for acquiring 5R photo paper print-outs of archival photographs for uses
that are beyond the scope of the terms outlined in Sec. 185 of Republic Act No.
8293 (maximum of 5 images per research day)
Office or
Division:
Type of
Transaction:
Unit
PERSON
CLIENT FEES TO PROCESSIN
AGENCY ACTION RESPONSIBL
STEPS BE PAID G TIME
E
Library approved/denie
Personnel in d request and
person or schedule;
email Agreement for
Terms of Use
and send to
client
1632
Use and Terms of Use;
return to
UPCE Present details of
Library payment and
personnel instructions,
and directions
to the UP
Cashier’s
office;

correspondi action Fee -PHP (paused-
ng fee at UP 50.00/imag clock)
Cashier e
Present or Acknowledge None 1 Day and 5 Library
email copy presentation of Minutes Personnel
UPCE Retrieve and Archive
Library prepare Personnel
UPCE
Personnel requested
materials
Print requested
materials
Inform Client that Library
requested Personnel
material is UPCE
ready
Claim Turn over requested None 15 Minutes Library
requested print-out to Personnel
materials Client UPCE
UPCE
Printing
Fee -PHP 5 Days and
TOTAL:
50.00/ima 40 Minutes
ge
1633
18. Request for digital reproduction of photographs
Request for acquiring digital reproduction of photographs from the UP Center for
Ethnomusicology archives (Reproduction of materials are subject to the terms
outlined in Sec. 185 of Republic Act No. 8293) (maximum of 5 images per research
day)
Office or
Division:
Type of
Transaction:
of Unit
owners
FEES
AGENCY ACTION TO BE
PAID
submit attachment
letters to Inform Client of
Library request and
Personnel schedule;
email Terms of Use
and send to
client;
1634
Sign Letter- Receive and file None 3 Days and 10 Library Personnel
for Terms Agreement for
of Use and Terms of Use;
return to Retrieve requested
Archive Personnel
UPCE materials and
UPCE
Library upload
Personnel requested
materials in
UPCE Archive
Google Drive
folder
Inform Client when
the material is
available for Library Personnel
access online UPCE
and provide link
of the Google
Drive folder
5 Days and 15
TOTAL: None
Minutes
1635
19. Request for reproduction of unpublished field and non-field
audio recordings
Request for acquiring reproduction of unpublished field audio recordings and non-
field audio recordings (recordings of concerts and performances of composed
music, etc.) from the UP Center for Ethnomusicology archives (Reproduction of
materials are subject to the terms outlined in Sec. 185 of Republic Act No. 8293)
(maximum of 10 tracks per research day at 60 seconds or a fraction thereof per
track)
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Accomplished UPCE
of Unit
owners
PERSON
CLIENT FEES TO PROCESSI
AGENCY ACTION RESPONSIB
STEPS BE PAID NG TIME
LE
Present valid Receive None 2 Days and Library
ID and accomplished 5 Minutes Personnel
submit UPCE UPCE
required Request for
forms and Reproduction
letters to Form
the UPCE Secure approval
Library of UPCE
Personnel Director;
in person or Inform Client of
approved/deni
1636
through ed request
email and schedule;
Present details of
payment and
instructions,
and directions
to the UP
Cashier’s
office;
Device Letter-
Agreement for
Terms of Use
and send to
client;

Agreement Letter-Agreement Personnel
for Terms for Terms of Use UPCE
of Use and
return to
UPCE
Library
personnel
Pay Wait for Client’s Reproductio 1 Day UP Cash
correspondi action n Fee – (paused- Office
ng fee at (fair use): clock)
UP Cashier PHP 50.00
(for every 60
seconds or
a fraction
thereof)
(beyond fair
use):
PHP 150.00
(for every 60
seconds or
a fraction
thereof)
Present or Acknowledge None 3 Days and Library
email copy presentation 20 Minutes Personnel
of receipt to of receipt UPCE
UPCE Retrieve
Library requested Archive
Personnel
Personnel materials and
UPCE
upload
requested
1637
materials in
UPCE
Archive
Google Drive
folder
Inform Client Library
when the Personnel
material is UPCE
available for
access online
and provide
link of the
Google Drive
folder
Reproducti
on Fee –
(fair use):
PHP 50.00
(for every
60 seconds
or a
fraction
thereof) 6 Days and
TOTAL:
35 Minutes
(beyond
fair use):
PHP 150.00
(for every
60 seconds
or a
fraction
thereof)
20. Request for reproduction and use of unpublished score for study
study is subject to the terms outlined in Sec. 185 of Republic Act No. 8293
Office or
Division:
1638
Transaction:
Who may
avail:
FEES
AGENCY ACTION TO BE
PAID
submit attachments;
letters to Inform client of
Library request and
Personnel schedule;
email Terms of Use
and send to
client;

Use Terms of Use
Prepare scores
for digital copy - Archive Personnel
upload UPCE
requested
materials in
UPCE Archive
Google Drive
1639
folder
Inform Client that
requested
material is ready
for digital copy -
Provide link of
the Google Drive Library Personnel
folder for digital
reproduction) UPCE

copy of Provide score to
score – Go the client and
to UPCE redirect to the
Library to printing/copying
pick-up services (non-
score; leave UPCE entity)
Valid ID
with Library
personnel
as collateral
copy of Receive score
score – and return client
Return ID
score upon
end of use
5 Days and 20
TOTAL: None
Minutes
1640
21. Request for reproduction and use of unpublished score for
performance
performance
Office or
Division:
Type of
Transaction:
Who may
avail:
Unit
PERSON
E
required attachments;
UPCE Inform client of
Library approved/deni
Personnel in ed request and
person or schedule;
1641
email Agreement for
Terms of Use
and send to
client;
Sign Letter- Receive signed None 5 Minutes Library Personnel

Agreement Letter- UPCE
Use Terms of Use
Present details of
payment and
instructions,
and directions
to the UP
Cashier’s
office;
Pay Wait for client Performanc 1 Day UP Cash Office

correspondi action e fee
ng fee (paused-
(includes
clock)
royalty and
processing
fee) - USD
1,000.00; or,
its
equivalent in
peso;
exclusive of
printing,
shipping
and
handling
Present or email Acknowledge None 3 Days Library Personnel
Official presentation of UPCE
Receipt to receipt;
UPCE Prepare scores Archive
Archive If clients Personnel
requested for UPCE
digital copy -
Upload
requested
materials in
UPCE Archive
Google Drive
folder
1642
Inform Client that
requested
material is
ready
If clients
requested for
digital copy -
Provide link of Library Personnel
the Google
Drive folder for UPCE
digital
reproduction)
of score – copy -Provide
Go to UPCE score to the
Library to client and
pick-up redirect to the
score; leave printing/copyin
Valid ID with g services
Library (non-UPCE
personnel as entity)
collateral
of score – copy -Receive
Return score score and
upon end of return client ID
use
Performanc
e fee
(includes
royalty and
processing
fee) - USD
1,000.00;
6 Days and
TOTAL: or, its
15 Minutes
equivalent
in peso;
exclusive
of printing,
shipping
and
handling
1643
22. Request for selected pages from unpublished score for
publication
Request for digital reproduction of selected pages of unpublished score from Archive
holdings for publication
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
BE TIME RESPONSIBLE
PAID
through email request and
schedule;
Device Letter-
Agreement for
1644
Terms of Use
and send to
client;

Agreement Letter- Minutes UPCE
Use Terms of Use
Prepare scores and
upload
requested
materials in
UPCE Archive
Google Drive
folder Archive Personnel
Inform Client when
the material is UPCE
available for
access online
and provide link
of the Google
Drive folder
Library Personnel
UPCE
5 Days and 10
TOTAL: None
Minutes
1645
23. Digitization of analog non-commercial audio recordings
Request for transfer of non-commercial audio recordings in analog to digital format

is subject to availability of playback platform and personnel, as well as condition of
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
digitized tracks
Requesting Party
available
PERSON
E
be digitized
Assess
Media Archivist
condition of UPCE
materials
Check
schedule of Library
personnel Personnel
and UPCE
availability
of playback
platform
Inform client if
materials
1646
are fit for
digitization
as well as
availability
of schedule
Present valid ID Receive request 15 Minutes Library
and submit with Personnel
other complete UPCE
to the UPCE ;
details of
payment
and
instructions,
and
directions to
the UP
Cashier’s
office
g fee PHP 30.00
(for the first
1 minute or
a fraction
thereof;
additional
30.00 for
every
succeeding
minute)
Personnel ACL
Extension
Services
Slip to client
Digitize analog Media Archivist
materials UPCE
Inform Client
that analog Library
material and Personnel
digitized UPCE
1647
tracks are
ready for
pick-up

device
containing
digitized
tracks to
Client
UPCE
Processing
fee -
PHP 30.00
(for the
first 1
minute or a 11 Days, 3
TOTAL: fraction Hours and 28
thereof; Minutes
additional
30.00 for
every
succeedin
g minute)
24. Request for digitization of analog commercial audio recordings
Request for transfer of commercial audio recordings in analog to digital format is

Office or
Division:
Type of
Transaction:
1648

digitized tracks
Requesting Party
available
PERSON
E
Assess UPCE
condition of
Library
materials Personnel
Check schedule UPCE
of personnel
and
availability of
playback
platform
Inform client if
materials are
fit for
digitization
as well as
availability of
schedule
Present valid ID Receive request 15 Minutes Library
and submit with Personnel
other complete UPCE
to the UPCE Calculate fees
Library and Present
personnel details of
payment and
instructions,
1649
and
directions to
the UP
Cashier’s
office
g fee PHP
30.00/track
copy of presentatio Minutes Personnel
Personnel ACL
Extension
Services
materials Library
Inform Client Personnel
that analog UPCE
material
and
digitized
tracks are
ready for
pick-up
device
containing
digitized
tracks to
Client

UPCE
Processin
11 Days, 3
g fee -
TOTAL: Hours and 28
PHP
Minutes
30.00/track
1650
25. Request for digitization of analog non-commercial video
recordings
Request for transfer of non-commercial video recordings in analog to digital format is
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
available
PERSON
E
be digitized
Assess Media Archivist
UPCE
condition of
materials
Check Library
schedule of Personnel
personnel UPCE
and
availability
1651
of playback
platform
Inform client if
materials
are fit for
digitization
as well as
availability
of schedule
other complete UPCE
to the UPCE ;
details of
payment
and
instructions,
and
directions to
the UP
Cashier’s
office
g fee PHP 100.00
(for the first
1 minute or
a fraction
thereof;
additional
100.00 for
every
succeeding
minute)
Personnel ACL
Extension
Services
Slip to client
Digitize analog
materials Media Archivist
1652
Inform Client UPCE
that analog
material and Library
digitized Personnel
tracks are UPCE
ready for
pick-up
device
containing
digitized
tracks to
Client

UPCE
Processing
fee -
PHP 100.00
(for the
first 1
minute or a 11 Days, 3
TOTAL: fraction Hours and 28
thereof; Minutes
additional
100.00 for
every
succeedin
g minute)
26. Request for digitization of commercial video recordings
Request for transfer of commercial video recordings in analog to digital format is

Office or
Division:
1653
Type of
Transaction:
available
PERSON
E
Assess UPCE
Library
condition of Personnel
materials UPCE
Check schedule
of personnel
and
availability
of playback
platform
Inform client if
materials
are fit for
digitization
as well as
availability
of schedule
Present valid ID Receive 15 Minutes UPCE Library
other complete
to the UPCE ;
details of
1654
payment
and
instructions,
and
directions to
the UP
Cashier’s
office
g fee PHP 80.00
(for every
analog
material)
Present or email Acknowledge None 10 Days and UPCE Library
copy of presentation 5 Minutes Personnel
Personnel ACL
Extension
Services
materials
Inform Client UPCE Library
that analog Personnel
material and
digitized
tracks are
ready for
pick-up
Present ACL Turn-over None 3 Minutes UPCE Library
Services Slip materials
device
containing
digitized
tracks to
Client
Sign receipt of File receipt of None 5 Minutes UPCE Library

Processin 11 Days and
TOTAL:
g fee - 28 Minutes
1655
PHP 80.00
(for every
analog
material)
27. Request for access to archival fieldnotes, photographs, and

Request of Archive Users to access low-resolution digital copies of archival

fieldnotes, photographs, and audio inside the UPCE Library (maximum 10 materials
per research day)
Office or
Division:
Type of
Transaction:
UP Clients
Filipino Non-UP
Foreign
CLIENT FEES TO PROCESSING PERSON
AGENCY ACTION
STEPS BE PAID TIME RESPONSIBLE
1656
1. Present valid Receive None 2 Days and 5 Library
ID and submit request with Minutes Personnel
requirements to complete UPCE
the UPCE attachments
Library Schedule use
Personnel in of access
person or station
through email Inform client
of schedule
Prepare UPCE
Access
Station
Retrieve and
prepare
requested
digital files
Archive
and transfer Personnel
to UPCE UPCE
Access
Station
2. Arrive at 2. Assist client with None 10 Minutes Library

least 15 the use of archival Personnel
minutes before material/s UPCE
schedule whenever
necessary
2 Days, 15
Total: None
Minutes
1657
Development
UP Institute for Small-Scale Industries
External Services
1658
1. Acceptance of Requests for Appointments/Meetings
This service provides an avenue for clients to be able to discuss with the Director of
UP ISSI.
Office or Division: Director’s Office (DO)

Government to Government, Government to Business, Government to
Citizen
All Government Agencies, LGU’s, GOCC’s and other Government
Who may avail: Instrumentalities, Private Organizations, NGOs, Cooperatives, Industry
Associations
Letter of Request Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Receive
request addressed to None 1 Day
request DO
UP ISSI Director
2. Receive official Set Director
response regarding schedule, if None 1 Day
appointment/meeting available DO
If not
available,
3. Receive new Releasing Personnel
reset
schedule (if original None 1 Day
schedule DO
date is not possible)
and send to
client
TOTAL: None (3) Days
1659
2. Acceptance of Requests for Proposals
This service allows the consideration of requests received by UP ISSI.
Associations
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Receive
request
Submit letter of Forward to Receiving and Releasing
request addressed to ISSI None 1 Day Personnel
UP ISSI Director division DO
concerne
d
TOTAL: None (1) Day
3. Acceptance of Requests for UP ISSI Resource Persons and UP

This service allows the consideration of UP ISSI staff to act as resource persons
and/or institutional representatives in various activities.
1660
Associations
ACTION BE PAID TIME
Receive
request
1. Submit letter of Inform Receiving Personnel
request addressed to concerne None 1 Day
UP ISSI Director d ISSI DO
staff
2. Receive approved
list of ISSI resource Take note of Releasing Personnel
person/s and/or ISSI staff None 2 Days
institutional assignment DO
representative
4. Room Rental Request for Training / Meetings (For New

Customers)
Office or Division: UP ISSI Administrative Delivery Division (ADD)
Type of
Transaction:
Government Agencies, LGU’s, GOCC’s and other Government Instrumentalities,
Who may avail:
Private Organizations, NGO’s Cooperatives, Industry Associations
Requesting Party
1. Duly signed Letter Request from the
Client detailing organization
1661
profile, purpose of rental, date and
duration of the request
ADD
2. Room Reservation Form
3. Ocular Inspection

Submit letter None 2 Days
and fill out
Room Staff concerned:
Reservation
Form Special Billing Officer
Evaluates the
completeness ADD
of the
submitted
requirements
Checks room
availability on
date and time
requested
Forwards to ADD
Head for
approval
ADD Head
approves the
request
Administrative Head
ADD
1662
Receive official Prepare Statement None 30 Minutes Special Billing Officer
confirmation of Account (SOA) ADD
of the for room
request reservation deposit
fee (deductible in
the final SOA)
Pay deposit fee UPD Cashier PHP 500.00 1 Hour Collecting Officer
receives payment UPD Cashiers Office
and produces
Official Receipt
(OR)
Provide Receives OR copy None 30 Minutes Special Billing Officer
photocopy of for deposit fee and ADD
OR prepares final SOA
Pay room rental UPD Cashier Refer to Table of 1 Hour Collecting Officer
fees receives payment Rates Below
UPD Cashiers Office
and produces OR
Provide Receives OR copy None 5 Minutes Special Billing Officer

photocopy of for documentation ADD
OR purposes
2 Days,
TOTAL: 3 Hours and
5 Minutes
Wholeday (8 hours): Room 300 & 303 PHP 5,382.00
Room 301 PHP 8,000.00
Room 302 PHP 5,773.00
Room 304 & 103A PHP 3,542.00
Room 104A & 104B PHP 2,990.00
Halfday (4 hours): Room 300 & 303 PHP 2,691.00
1663
Room 301 PHP 3,984.75
Room 302 PHP 2,886.50
Room 304 & 103A PHP 1,771.00
Room 104A & 104B PHP 1,495.00
Personnel Services: Audio-Visual Operator PHP 650.00
Janitorial Services PHP 650.00
OT Payment 5pm onwards Audio-Visual Operator PHP 100.00/hr

(Weekdays & Weekends):
Janitorial Services PHP 100.00/hr
Personnel Services Audio-Visual Operator PHP 800.00

(Weekends):

Equipment: LCD rental PHP 480.00/hr.
ISSI laptop PHP 150.00/hr
Sound system PHP 400.00/day
Renter’s Own LCD PHP 50.00/hr
Renter’s Own laptop PHP 35.00/hr
1664
5. Room Rental Request for Training / Meetings (For Existing
Customers)
Type of
Transaction:
Government Agencies, LGU’s, GOCC’s and other Government
Who may avail: Instrumentalities, Private Organizations, NGO’s Cooperatives, Industry
Associations
Room Reservation Form ADD
PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTION FEES TO BE PAID RESPONSIBL
G TIME
E
Fill out Room Staff concerned: None 2 Days
Reservation
Form Evaluates the
completeness Special Billing
Officer
of the
submitted ADD
requirement
Checks room
availability on
date and time
requested
Forwards to ADD
Head for
approval
1665
ADD Head
approves the
request
Administrative
Head
ADD
Prepares final None 30 Minutes Special Billing

Statement of Officer
Receive official Account (SOA)
confirmation ADD
of the
request
UPD Cashier Refer to Table of Rates 1 Hour Collecting
receives payment Below Officer
Pay room rental and produces
fees UPD Cashiers
Official Receipt Office
(OR)
Receives OR copy None 5 Minutes Special Billing
for documentation Officer
Provide purposes
photocopy of ADD
OR
2 Days,
TOTAL: 1 Hour and
35 Minutes
Room 301 PHP 8,000.00
Room 302 PHP 5,773.00
Room 304 & 103A PHP 3,542.00
Room 104A & 104B PHP 2,990.00

1666
Room 301 PHP 3,984.75
Room 302 PHP 2,886.50
Room 304 & 103A PHP 1,771.00
Room 104A & 104B PHP 1,495.00


(Weekends):

1667
6. Provide Advisory Services
This service aims to provide counseling to entrepreneurs/enterprises requiring advice
to troubleshoot and resolve their various issues.
Office or Division: UP ISSI Business Enterprise Development Division (BEDD)
Type of Transaction: Government to Government, Government to Business, Government to Citizen
Associations
Client Satisfaction Survey

BEDD
ACTION BE PAID TIME
Receving Personnel, BEDD
BEDD Division Head
reviews
BEDD
request
and
forwards
to
Director’s
Office
1. Submit letter of
(DO) None 3 Days
request to BEDD
DO endorses
request Director
BEDD
provides Director’s Office
client
with
official
feedback
1668
BEDD Staff
BEDD
BEDD
mentor
2. Receive the official provides As agreed upon BEDD Staff/Mentor
written feedback on the advisory None by the concerned
request parties BEDD
services
3. Accomplish client Accept filled BEDD Staff/Mentor

None 1 Day
satisfaction survey out form BEDD
TOTAL: None ( ) Days
7. Provide Developmental Projects

These are projects aimed to develop the MSME sector through Extension services in
collaboration with NGO’s, NGA’s, LGU’s and other private organizations. It includes
funding from partner agencies for the implementation of the project.
Office or Division: UP ISSI BEDD
Associations
ACTION BE PAID TIME
Receiving Personnel, BEDD
BEDD Division Head
1. Submit letter of reviews None 3 Days
request to BEDD request BEDD
and
1669
forwards
to DO
DO endorses
request
BEDD Director
provides
client Director’s Office
with
official
feedback
BEDD Staff
BEDD
Prepare and
submit
2. Receive the official proposal, if BEDD Staff/Mentor
written feedback on the request is None 7 Days
request BEDD
approved
Prepare
Memorandu
3. Receive and m of BEDD Staff/Mentor
approve submitted Agreement None 7 Days
proposal (MOA) and BEDD
Line Item
Budget (LIB)
Finalize
approval of Director
MOA by
ISSI
coordinating
4. Receive, approve
with the None (paused-clock) And
and sign MOA and LIB
Office
Director
Extension
Coordination OEC
(OEC)
Conduct BEDD Staff/Mentor
5. Receive fully signed
organization None 1 Day
MOA copy BEDD
al meeting
1670
Arrange for As Collecting Officer
6. Provide mobilization
acceptance agreed 1 Day
fees UP Cashier’s Office
of fees upon
As agreed upon
Implement As by the concerned
7. Receive Official BEDD Staff/Mentor
Development agreed parties
Receipt BEDD
al Project upon (9 months, 3
years, etc.)
8. Receive copy of final BEDD Staff/Mentor
File receiving
research output and None 1 Day
copy/copies BEDD
billing statement
9. Pay balance acceptance agreed 1 Day
of fees upon UP Cashier’s Office
Send client BEDD Staff/Mentor

10. Receive Official
satisfaction None 1 Day
Receipt BEDD
survey
11. Accomplish client Accept filled BEDD Staff/Mentor

None 1 Day
As
TOTAL: agreed ( ) Days
upon
8. Provide Enterprise Incubation Service

This program aims to develop Start-Up and Commercial ready enterprises through
Mentorship and Training programs.
Office or Division: UP ISSI BEDD

MSMEs, Startups, Private Organizations, NGOs, Cooperatives, Industry
Who may avail:
Associations
1671
ACTION BE PAID TIME
Receiving Personnel, BEDD
Division Head
BEDD BEDD
reviews
request
and
forwards
to DO
1. Submit letter of DO endorses None 3 Days Director
request to BEDD request
BEDD Director’s Office
provides
client
with
official
feedback BEDD Staff
BEDD
2.1 Receive
and review
enterprise
plan
2.2 staff
2. Receive the official schedules
written feedback on the enterprise BEDD Staff/Mentor
request; prepare and plan None 10 Days
submit enterprise plan, BEDD
presentation
if approved dependent
on
availability
and
coordinates
with client
Staff makes
3. client confirms preparations BEDD Staff/Mentor
for the None 2 Days
availability BEDD
presentation
of enterprise
1672
plan to
Excom and
BEDD
mentors
Excom Members
Excom and
UP ISSI Divisions
4. client presents plan BEDD
to Excom and BEDD mentors None 2 Days and
mentors evaluate the
BEDD Mentors
plan
BEDD
Prepare
Memorandu
m of
5. receive feedback Agreement BEDD Staff/Mentor
None 3 Days
regarding evaluation (MOA) for BEDD
pre-
incubation
period
Finalize
Director
approval of
MOA by ISSI
6. Receive, approve coordinating
None (paused-clock) and
and sign MOA with the
Office Director
Extension OEC
Coordination
7.1 staff As agreed upon
prepares by the concerned
7. Receive fully signed logistics parties BEDD Staff/Mentors
None
MOA copy 7.2 staff BEDD
(1 year for steps
mentors the
7-9)
incubatee
As agreed upon
Staff by the concerned
8. client implements continues to BEDD Staff/Mentors
None parties
enterprise plan mentor BEDD
incubatee (1 year for steps
7-9)
1673
As agreed upon
Staff by the concerned
9. client goes through continues to parties BEDD Staff/Mentors
None
the incubation period mentor BEDD
incubatee (I year for steps 7-
9)
10. Accomplish client Accept filled BEDD Staff/Mentors

None 1 Day
11.1
11. client graduates BEDD Staff/Mentors
Facilitate the
from the incubation None 1 Day
graduation BEDD
program
ceremonies
TOTAL: None ( ) Days
9. Issuance of Certification
This certification is issued to individuals requesting for proof that they have rendered
service to the UP ISSI Research Division, or have attended events organized by the
UP ISSI Research Division.
Office or Division: UP ISSI Research Division (RD)

Who may avail: Those involved in UP ISSI research activities
Letter of request for certification with
Requesting Party
purpose indicated
ACTION BE PAID TIME
1. Submit letter of Check Receiving Personnel/RD Staff

records None 2 Days
request to RD RD
for
1674
verificati
on
If verified,
prepare
certificati
on for
signature
of
Director
File receiving Releasing Personnel, RD Staff

2. Receive certification None 1 Day
copy RD
10. Organizing a Forum/Symposium/Conference/Colloquium

This procedure outlines the activities of the UP ISSI Research Division in organizing
forums/symposiums/conferences/colloquiums. It starts from receiving the client’s
request to the conduct and closing of the event, including the preparation of
proceedings and liquidation/ settlement of funds.

Associations
ACTION BE PAID TIME
1. Submit letter of Director’s Receiving Personnel
None 3 Days
request to Director Office DO
1675
receives Receiving Personnel
request RD
Director’s
Office RD Head and Saff
(DO)
RD
forwards
to RD
RD reviews
request Director
Director
decides DO
on
approval/
disappro
val of
request
RD provides
client
with
RD Staff
official
feedback RD
Prepare and
submit
2. Receive the official proposal, if RD Staff
written feedback on the request is None 7 Days
request RD
approved
Prepare
Memorandu
3. Receive and m of RD Staff
proposal (MOA) and RD
Line Item
Budget (LIB)
RD Staff
Finalize
approval of RD
4. Receive, approve MOA by None (paused-clock) and
and sign MOA and LIB coordinating
with the Director
Office OEC
1676
Extension
Coordination
Conduct
5. Receive fully signed coordination RD Staff
None 1 Day
MOA copy meeting with RD
partner/s
of fees upon
Engage in
the
preparation As As agreed upon RD Staff
7. Receive Official
and agreed by the concerned
Receipt RD
implementati upon parties
on of the
event
8. Receive copy of File receiving RD Staff

None 1 Day
event proceedings copy/copies RD

Prepare RD Staff
financial None 1 Day
Receipt RD
report
11. Receive financial File receiving RD Staff

None 1 Day
report copy/copies RD
As
upon
1677
11. Preparation of Policy Paper/Monograph/Research
Studies/Training Modules
This procedure outlines the activities involved in preparing policy
papers/monographs/research studies/training modules commissioned by outside
parties. It covers planning, implementation, closing, and documentation.

Associations
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Director’s
Office
(DO)
receives Receiving Personnel, Director
request
DO
DO forwards
1. Submit letter of to RD None 3 Days and
request to Director RD reviews
request RD Staff
RD provides RD
client
with
official
feedback
Prepare and
submit
2. Receive the official proposal, if RD Staff
written feedback on request is None 7 Days
the request RD
approved
1678
Prepare
Memorandu
3. Receive and m of
RD Staff
RD
proposal (MOA) and
Line Item
Budget (LIB)
Finalize
RD Staff
approval of
MOA by RD
4. Receive, approve coordinating
None (paused-clock) and
and sign MOA and LIB with the
Office Director
Extension OEC
Coordination
Conduct RD Staff
5. Receive fully signed
organization None 1 Day
MOA copy RD
al meeting
of fees upon
As agreed upon
Implement As by the concerned
7. Receive Official RD Staff
Research agreed parties
Receipt RD
Project upon (6 months, 1 year,
etc.)
8. Receive copy of File RD Staff
final research output receiving None 1 Day
and billing statement copy/copies RD

Send client RD Staff

satisfaction None 1 Day
Receipt RD
survey
11. Accomplish client Accept filled RD Staff

None 1 Day
satisfaction survey out form RD
1679
As
upon
12. Borrowing/Charging Out Library Books

This service is provided to maintain proper control of the library books.
Office or Division: UP ISSI MSME Resource Center (MRC)

Who may avail: All
Valid ID with picture

Client’s Institution/Company

1. Present book/s to Receive materials to be None 1 Minute College Librarian III

be borrowed and borrowed and ID of
the client MRC
ID
Check and verify ID None 1 Minute College Librarian III
(should be valid and
countersigned) MRC
Stamp with due date and None 1 Minute College Librarian III
sign book card
MRC
Check the book to be None 1 Minute College Librarian III

borrowed under the
client’s account MRC
2. Fill out book card Check/verify the signed None 1 Minute College Librarian
with name, college book card
MRC
and student
/employee number
and present to
library staff at the
Circulation desk
1680
3. Receive book/s Issue book/s to be None 1 Minute College Librarian III
borrowed
MRC
13. Reference/Information and Bibliographic Services

This service is provided to assist users in locating materials and answer research
queries of
clients.

Who may avail: All

Valid ID with Picture


1. State query or 1. Receive query from College Librarian III

reference question client None 1 Minute
/s MRC
2. Verify and 2. Conduct reference College Librarian III

negotiate query interview (to clarify and None 5 Minutes
with librarian negotiate query) MRC
3. Wait for the 3.1. Analyze query and College Librarian III
reference query to determine possible None 5 Minutes
be processed and information source MRC
information source
determined 3.2. Identify information College Librarian III
source to find answer None 5 Minutes
to the query MRC
Receive answer/s to If answer/s to query is None 5 Minutes College Librarian III

query/queries found, provide
1681
answer to client's MRC
query/queries
If answer/s to
query is not found
from available
library resource,
refer to other
libraries
14. Registration of Non-UP Users to Access and Use

Library resources
For security purposes, non-UP users are required to register in order to access and use
the library resources of ISSI.

Who may avail: All

Referral letter Client’s Institution/Company

1. Present valid ID with 1. Check / Verify

picture and referral validity of ID College Librarian
None 1 Minute
letter at the presented MRC
Registration Desk
Sign the log-book Ask the user to sign in College Librarian

the log-book None 1 Minute
MRC
1682
15. Registration of UP Users to Access and Use
Library resources
For security purposes, UP users are required to register in order to access and use the
library resources of ISSI.



1. Present valid ID with 1. Check / Verify

picture and referral validity of ID College Librarian
None 1 Minute
Registration Desk
Sign the log-book Ask the user to sign in College Librarian

the log-book None 1 Minute
MRC
1683
16. Returning/Checking-in of Library Books

Who may avail: All

None
None

1. Present book/s for 1. Receive and check the College Librarian III
return/check-in book/s for None 1 Minute
return/check-in MRC
2. Receive ID 2. Return the ID to client College Librarian III

None 1 Minute
MRC
1684
17. Conduct of a Special Training Program
This procedure outlines the activities involved in executing special training programs
commissioned by outside parties.
Office or Division: ISSI Training and Entrepreneurship Education Division (TEED)

Who may avail: MSMEs, Government Agencies, Non-Government Organizations
1. List of requirements
a. Letter of Request
b. Terms of Reference
TEED
c. Signed Proposal
d. Signed Memorandum of Agreement
e. Certification of Availability of Funds
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.1 Receive
letter of Division Head/
1. Submit letter of
request and None 1 Day Program Manager
request for a TEED
endorse to the
customized training Director
program 1.2 Director
ISSI Director
approves the None 1 Day Director’s Office
request
1.3 Draft
Program Manager
Terms of None 1 Day TEED
Reference
2.1 Receive
2. Review and the approved Program Manager
None 1 Day
approve Terms of Terms of TEED
Reference Reference
2.2 Prepare Program Manager
None 2 Days
the Proposal TEED
3. Review and send
Finalize the Program Manager
comments on the None 2 Days
Proposal TEED
Proposal
4. Sign the approved Endorse the Program Manager/
None 2 Days
Proposal Proposal for Division Head/ Unit Head
1685
Signature of TEED
the Unit Head
5. Submit signed 5.1 Receive Division Head/
Proposal for a Special signed None 1 Day Program Manager
Training Program Proposal TEED
5.2 Prepare
the Program Manager
None 2 Days
Memorandum TEED
of Agreement
6.1 Finalize
the Program Manager
6. Review and send None 3 Days
Memorandum TEED
comments on the of Agreement
Memorandum of 6.2 Review
Agreement Division Head/
and Sign the
None 2 Days Unit Head
Memorandum TEED
of Agreement
7.1 Receive
the signed Program Manager
None 1 Day
MOA and TEED
Certification
7. Sign the
7.2 Endorse
Memorandum of Program Manager
the MOA and
Agreement, and None 1 Day TEED
attachments to
submit the
OEC
Certification of
7.3 Coordinate
Availability of Funds Program Manager
with OEC for As agreed upon
TEED/
the signing of None by concerned
OEC Focal Person
the MOA by parties OEC
the Chancellor
8.1 Coordinate
with Client for Program Manager
None 3 Days
the logistics TEED
8. Receive fully preparation
signed and notarized As agreed upon
8.2 Conduct
copy of MOA As by concerned Program Manager/
the Special
agreed parties Program Coordinator
Training TEED
upon (1 Day, 6 Days, 2
Program
Months, etc.)
9. Receive Billing File receiving Program Manager
None 1 Day
Statement copy TEED
10.1 Arrange As
Program Manager
for acceptance agreed 1 Day TEED
10. Pay Total of fees upon
Program Cost Program Manager
10.2 Endorses
None (paused-clock) TEED/
LDDAP-ADA Collecting Officer
1686
or bank UP Cashier’s Office
deposit slip to
UP Cashier’s
Office
11. Receive Official File receiving Program Manager
None 1 Day
Receipt copy TEED
As
upon
18. Issuance of Certification

This certification is issued to individuals requesting for proof that they have
participated in UP ISSI Training Programs.
Office or Division: ISSI TEED

Type of Transaction: Government to Government, Government to Business, Government to Citizen
Who may avail: Participants of the UP ISSI Training Programs
Requesting Party
a. Letter of Request
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.1 Receive
Division Secretary
letter of None 1 Day
TEED
request
1.2 Evaluate
request and
Submit letter of
validate
request for
information of Division Secretary
certification None 3 Days
the participant TEED
and training
program
attended
1.3Prepare
Division Secretary
the None 1 Day
TEED
certification
1.4 Sign the Division Head
None 1 Day
certification TEED
1687
Release the
Receive the Division Secretary
certification to None 1 Day
certification TEED
the client
TOTAL: None 7 Days
19. Processing Enrollment to a Regular Training Program

This procedure outlines the activities involved in processing the enrollment of MSME
clients to the regular training programs of UP ISSI – from registration to payment of
training program fees.

Type of Transaction: Government to Business, Government to Citizen
Who may avail: Owners and Employees of Micro, Small and Medium Enterprises
a. Accomplished Registration Form
TEED
b. Order of Payment
c. Official Receipt UPD Cashier
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Register to the 1.a Receive
training program the Program Manager/
accomplished None 1 Day Program Coordinator
1.a Proceed to Registration TEED
TEED office and Form
accomplish the 1.b.i Receive Program Manager/
Registration Form the notification None 1 Day Program Coordinator
of registration TEED
1.b Visit the UP ISSI 1.b.ii Email the
website and register Program Manager/
participant on
None 2 Days Program Coordinator
online confirmation of TEED
slots
2. Secure Order of Prepare the Program Manager/
Payment Order of None 1 Day Program Coordinator
Payment TEED
1688
Refer to
3. Pay the UPD Cashier
Table of Collecting Officer
Participation Fee of receives 1 Day
Rates UPD Cashier
the Training Program payment
Below
Document the
Program Manager/
4. Present Official OR number
None 1 Day Program Coordinator
Receipt and amount TEED
paid
TOTAL: 6 Days
1-DAY COURSE Tara Na, Negosyo Na PHP 500.00
3-DAY COURSE HANDA PHP 4,500.00
3-DAY COURSES GMP, Data Analytics PHP 6,000.00
6-DAY COURSES AfNA, FINEST, PHP 13,000.00

PES, TMPC,
SHuRE, IMPACT,
SMC, CEST,
Instrumentation Courses
7-DAY COURSE SYOB PHP 15,000.00
11-DAY COURSE ALMA PHP 22,000.00
21-DAY COURSE Managers Course PHP 35,000.00
* per approved list of

training courses and
participation fees
1689
20. Processing of Enrollment to a Regular Training Program
This procedure outlines the activities involved in processing the enrollment of UP
students to the regular training programs of UP ISSI – from registration to payment
of training program fees.

TEED
b. Order of Payment
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Register to the
training program
1.a Proceed to TEED Receive the
accomplished Program Manager/
office, accomplish the
Registration None 1 Day Program Coordinator
Registration Form, TEED
Form, check
and present Student the Student ID
ID
1.b.1 Visit the UP Receive the Program Manager/

ISSI website and notification of None 1 Day Program Coordinator
register online registration TEED
Email the
1.b.2 Email scanned participant on Program Manager/
copy of Student ID None 3 Days Program Coordinator
confirmation of TEED
slots
Payment TEED
Refer to
Rates UPD Cashier
Below
1690
Document the
Program Manager/
paid
TOTAL: 7 Days
With 50% discount on the following rates:

PES, TMPC,
SHuRE, IMPACT,
SMC, CEST,

participation fees
1691
Development
UP Institute for Small-Scale Industries
Internal Services
1692
1. Acceptance of Requests for Appointments/Meetings
This service provides an avenue for clients to be able to discuss with the Director of
UP ISSI.

ACTION BE PAID TIME
Receive
request addressed to None 1 Day
request DO
UP ISSI Director
2. Receive official Set Director
response regarding schedule, if None 1 Day
appointment/meeting available DO
If not
available,
3. Receive new Releasing Personnel
reset
schedule (if original None 1 Day
schedule DO
date is not possible)
and send to
client
1693
2. Acceptance of Requests for UP ISSI Resource Persons and UP
This service allows the consideration of UP ISSI staff to act as resource persons
and/or institutional representatives in various activities.

ACTION BE PAID TIME
Receive
request
1. Submit letter of Inform Receiving Personnel
request addressed to concerne None 1 Day
UP ISSI Director d ISSI DO
staff
2. Receive approved
list of ISSI resource Take note of Releasing Personnel
person/s and/or ISSI staff None 2 Days
institutional assignment DO
representative
1694
3. Car Request from UP Diliman Units/Offices
This service allows the use by other UP Diliman units of the UP ISSI vehicles.
UP ISSI Administrative Delivery Division (ADD)
Office or Division:
Type of
Transaction:
Who may avail: Other UP Diliman Offices/Units
Duly signed Letter Request from

the Client citing the official use of From the requesting party
the ISSI vehicle, date and
duration of the request.
PROCESSING PERSON
CLIENT STEPS AGENCY ACTION FEES TO BE PAID
TIME RESPONSIBLE
Submit letter None 4 Days
request Staff concerned:
Evaluates the Vehicle Dispatcher

completeness
ADD
of the
submitted
requirement
Checks vehicle
availability on
date and time
requested and
its road
worthiness
1695
Forwards to ADD
Head for
approval
ADD Head
approves the
request
Administrative
Head
ADD
Receive official Prepares Drivers’ None 1 Day Vehicle Dispatcher

confirmation of Trip Tickets
ADD
the request
Forwards request
to Director’s
Office (DO) for
approval
Director decides
on
approval/disap
proval of ISSI Director
request. DO
Concerned staff
informs
requesting Vehicle Dispatcher
party about
expenses to ADD
be shouldered
Shoulder the Files details of the The requesting office Depending on Vehicle Dispatcher
required complete shall shoulder the the duration of ADD
expenses transaction following expenses: the request
1696
Fuel;
(based on the
prevailing prices)
Toll and parking fees;

(based on the
current rate &
distance travel)
Daily time expenses of

ISSI driver/s;
Beyond 50-kilometer
radius regardless of
time – 100%)
Hotel/accommodat
ion (50%)
Meals (30%)
Incidental
expenses (20%)
Without
accommodations –
50%
Meals (30%)
Incidental
expenses (20%)
Allowable Daily Time

Expenses-
Cluster I – Max of
Php1,500.00
(Reg. I, II, III,
V,VIII, IX, XII, XIII,
ARMM)
Cluster II - Max. of
1,800.00
1697
(Cordillera,
Administrative
Region, Region VI,
VII, X, XI)
Cluster III - Max. of

2,200.00 (National
Capital Region,
Region IV-A, IV-B)
Overtime Pay;
(monthly salary x
1.25 x no. of hours
OT);
Fees to cover for the

wear and tear of
the vehicle and
other related
expenses in case
of breakdown,
collision and
accident.
TOTAL:
1698
4. Room Rental Request for Training / Meetings (UP Diliman Units)
This service allows the use of the ISSI rooms for training programs or meetings
of UP Diliman units.
Type of
Transaction:
Who may avail: Other UP Diliman Offices/Units
ADD
Room Reservation Form
PERSON
PROCESSING
CLIENT STEPS AGENCY ACTION FEES TO BE PAID RESPONSIBL
TIME
E
Fill out Room Staff concerned: None 2 Days
Reservation
Form
Special Billing
1.1. Evaluates the Officer
completeness ADD
of the
submitted
requirement
1.2 Checks room

availability on
date and time
requested
Forwards to ADD
Head for
approval
ADD Head
approves the
request
1699
Administrative
Head
ADD
Receive official Prepares final None 30 Minutes Special Billing

confirmation of Statement of Officer
the request Account (SOA) ADD
Pay room rental UPD Cashier Refer to Table of 1 Hour Collecting

fees receive payment Rates Below Officer
and produce UPD Cashiers
Official Receipt Office
(OR)
Provide photocopy Receives OR copy None 5 Minutes Special Billing
of OR for documentation Officer
purposes ADD
2 Days, 1 Hour
TOTAL: and 35 Minutes
Room 301 PHP 8,000.00
Room 302 PHP 5,773.00
Room 304 & 103A PHP 3,542.00
Room 104A & 104B PHP 2,990.00
Room 301 PHP 3,984.75
Room 302 PHP 2,886.50
1700
Room 304 & 103A PHP 1,771.00
Room 104A & 104B PHP 1,495.00


(Weekends):

1701
5. Borrowing/Charging Out Library Books
Who may avail: All


1. Present book/s to Receive materials to be None 1 Minute College Librarian III

be borrowed and borrowed and ID of
the client MRC
ID
Check and verify ID None 1 Minute College Librarian III
(should be valid and
countersigned) MRC
Stamp with due date and None 1 Minute College Librarian III
sign book card
MRC
Check the book to be None 1 Minute College Librarian III

borrowed under the
client’s account MRC
2. Fill out book card Check/verify the signed None 1 Minute College Librarian
with name, college book card
MRC
and student
/employee number
and present to
library staff at the
Circulation desk
3. Receive book/s Issue book/s to be None 1 Minute College Librarian III

borrowed
MRC
1702
6. Reference/Information and Bibliographic Services
This service is provided to assist users in locating materials and answer
research queries of clients.
Who may avail: All
Valid ID with Picture


1. State query or 1. Receive query from College Librarian III

reference question client None 1 Minute
/s MRC
2. Verify and 2. Conduct reference College Librarian III

negotiate query interview (to clarify and None 5 Minutes
with librarian negotiate query) MRC
3. Wait for the 3.1. Analyze query and College Librarian III
reference query to determine possible None 5 Minutes
be processed and information source MRC
information source
determined 3.2. Identify information College Librarian III
source to find answer None 5 Minutes
to the query MRC
4. Receive answer/s 4.1. If answer/s to query

to query/queries is found, provide
answer to client's
query/queries
College Librarian III
If answer/s to query is None 5 Minutes
MRC
not found from
available library
resource, refer to
other libraries
1703
7. Registration of UP Users to Access and Use Library resources

For security purposes, UP users are required to register in order to access and
use the
library resources of ISSI.
Who may avail: All

PAID TIME
1. Present valid ID with 1.Check / Verify

picture and referral validity of ID College Librarian III
None 1 Minute
Registration Desk
2. Sign the log-book 2. Ask the client to College Librarian III

sign in the log- None 1 Minute
book MRC
1704
8. Returning/Checking-in of Library Books

Who may avail: All

None
None

1. Present book/s for 1. Receive and check the College Librarian III
return/check-in book/s for None 1 Minute
return/check-in MRC
2. Receive ID 2. Return the ID to client College Librarian III

None 1 Minute
MRC
1705
8. Processing of Enrollment to a Regular Training Program
This procedure outlines the activities involved in processing the enrollment of UP
employees to the regular training programs of UP ISSI – from registration to
payment of training program fees.

Who may avail: UP Employees (permanent and contractual)
TEED
b. Order of Payment
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Register to the
training program
Receive the
1.a Proceed to TEED accomplished
office, accomplish the Program Manager/
Registration
Registration Form, Form, check TEED
and present the Employee
Employee ID ID
1.b.1 Visit the UP Receive the Program Manager/

ISSI website and notification of None 1 Day Program Coordinator
register online registration TEED
Email the
1.b.2 Email scanned participant on Program Manager/
copy of Employee ID None 3 Days Program Coordinator
confirmation of TEED
slots
Payment TEED
Refer to
Rates UPD Cashier
Below
1706
Document the
Program Manager/
paid
TOTAL: 7 Days
With 50% discount on the following rates:

PES, TMPC,
SHuRE, IMPACT,
SMC, CEST,

participation fees
1707
Development
Office of Extension Coordination
Internal Services
1708
1. Processing of Extension Service-related Agreement
Description: The Office of Extension Coordination is mandated to coordinate,
promote and monitor local and international extension services and initiatives of
various academic and non-academic units in UP Diliman. One of its support
functions is to facilitate processing of formal agreements for extension programs
between UP Diliman units and external organizations/agencies.
Office or
Office of Extension Coordination (OEC)
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Unit Head endorsement Requesting party
Draft MOA/MOU Requesting party
Implementation Plan Requesting party
Line Item Budget with provision on Requesting party
Administrative Overhead Cost
Certification on requirement of Diliman Budget Office (DBO) and Requesting
budgetary outlay from the party
University issued by the Unit
and Diliman Budget Office
(DBO)
Certificate of Availability of Funds Partner agency of Requesting party
Board Resolution (for MOA/MOU Partner agency of Requesting party
with Local Government Units)
Secretary’s Certificate (for Partner agency of Requesting party
MOA/MOU with Private
Institutions)
Document Tracking System (DTS) Requesting party
FEES
CLIENT AGENCY TO PROCESSING PERSON
STEPS ACTION BE TIME RESPONSIBLE
PAID
Submit 1.1 Receive
endorsement and encode
Receiving
letter and draft submitted
Agreement requirements
OEC
with complete
requirements
1.2 Review University
None 10 Minutes
general Researcher
1709
provisions of OEC
Agreement
and
requirements
1.3 Review
Intellectual
Property
Rights (IPR)
provisions
and possible Technology
disclosures None 4 Hours Transfer Personnel
and TTBDO
accountability
of Project
Leader on
TTBDO
Grants
1.4 Review
accountability Research
of Project None 4 Hours Personnel
Leader on RMO
RMO Grants
1.5 Review
provision on Administrative
Administrative Nore 4 Hours Officer
Overhead OVCRD
Cost
1.6 Endorse
University
to Diliman
1 Day Researcher,
Legal Office None
(paused-clock) Director
(DLO) for
OEC
legal review
1.7 Receive
and encode
University
DLO Memo
None 10 Minutes Researcher
with required
OEC
revision/
action
Forward DLO
2. Receive DLO Memo to
University
Memo and Requesting
None 4 Hours Researcher
comply with Party for
OEC
recommendations required
action
3. Comply with
10 Days
DLO Memo None Requesting Party
(paused-clock)
provisions
1710
4. Submit revised
4.1 Receive
Agreement Receiving
and encode
incorporating None 10 Minutes Personnel
revised
DLO OEC
Agreement
recommendations
University
4.2 Endorse
1 Day Researcher,
to DLO for 2nd None
(paused-clock) Director
review
OEC
4.3 Receive
and encode Receiving
DLO Memo None 10 Minutes Personnel
with required OEC
action
4.4 Forward
to Requesting
University
Party for
None 4 Hours Researcher
required
OEC
signature of
parties
5. Receive DLO-
reviewed
Agreement and 5 Days
None Requesting Party
secure required (paused-clock)
signature of
parties
6. Submit 6.1 Receive
Receiving
Agreement with and encode
complete signed
OEC
signatures Agreement
6.2 Prepare
and sign
University
Endorsement
Researcher,
Slip to the 1 Day
None OEC Director,
Office of the
VCRD
Chancellor
OVCRD
(OC) for
signature
6.3 Sign Chancellor
None (paused-clock)
Agreement UP Diliman
6.4 Receive
Agreement None 10 Minutes Personnel
signed by the OEC
Chancellor
7. Receive 7.1 Forward University
None 4 Hours
Agreement Agreement Researcher
1711
signed by the with the OEC
Chancellor Chancellor’s
signature to
Implementing
Unit for
Notarization
8. Notarize
signed None (paused-clock) Requesting Party
Agreement
9.1 Receive
9. Submit original Receiving
and encode
copy of Notarized None 10 Minutes Personnel
Notarized
Agreement OEC
Agreement
9.2 Prepare
and sign
Endorsement University
Slip to Office Researcher,
of the None 1 Day OEC Director,
Chancellor VCRD
(OC) for OVCRD
reporting to
the BOR
22 Days, 1 Hour
TOTAL: None
and 20 Minutes
2. Processing of Faculty Extension Load Credit (ELC) Application

Description: The granting of Extension Load Credit (ELC) encourages UP faculty
members to undertake public service as mandated by the UP Charter of 2008 by
reducing the required total teaching load of 12 units per semester or 24 units per
academic year. The ELC of a faculty member is part of his/her total load credit
assignment for the semester.
Office or
Division:
Type of
Transaction:
Who may avail: UP Diliman Academic Units/Colleges
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1712
ELC application form Requesting Party
ELC report form (if applicable) Requesting Party
Unit Detailed ELC Guidelines Requesting Party’s Academic Unit
Unit Updated Extension Agenda Requesting Party’s Academic Unit
FEE
PERSON
AGENCY S TO PROCESSIN
ACTION BE G TIME
E
PAID
1. Submit complete 1.1 Receive
and correct ELC ELC application
Receiving
application form with with other
Unit Head attachments
OEC
Endorsement/signat
ure
University
Extension
1.2 Review
None 2 Days Associate,
ELC application
Director
OEC
Prepare and
sign
Endorseme University
nt Slip to Extension
the Office Associate,
None 3 Day
of the OEC Director,
Chancellor VCRD
(OC) for OVCRD
approval/
signature
1.4 Sign ELC 5 Days
None Chancellor
Applications (paused-clock)
1.5 Receive
Receiving
approved ELC
Applications
OEC
from OC
2. Receive approved 2.1 Return University
ELC application approved ELC Extension
application to None 1 Day Associate,
Faculty through Director
Unit Head OEC
11Days, 20
TOTAL: Minutes
1713
3. Processing of Extension Grant proposals
Description: The UP Diliman Extension Grant is an OVCRD-administered Outright
grant to support extension projects of faculty and staff that receive minimal or no
funding support from any organization. It aims to promote and encourage faculty and
staff to contribute to achieving excellence in social and public service, specially to the
underserved sectors and communities.
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Extension Grant (EG) proposal Requesting Party
CV of Proponent(s) Requesting Party
Unit-level updated Extension
Requesting Party’s Home Unit
Agenda
FEES
CLIENT STEPS TO BE
PAID
1.1 Receive
1.Submit EG
proposal, CV and
EG proposal None 10 Minutes Personnel
Unit-level updated
and other OEC
Extension Agenda
attachments
1.2 Review University
completeness Extension
of proposal None 1 Day Associate,
Director
OEC
1.3 Send to University
external Extension
reviewer for None 1 Day Associate,
Technical Director
Evaluation OEC
1.4 Technical 14 Days External
None
Evaluation (paused-clock) Reviewers
University
1.5 Receive
None 1 Day Extension
and review
Associate,
1714
technical Director
review results OEC
1.6 Provide
feedback on University
results of Extension
technical None 1 Day Associate,
review to Director
Requesting OEC
Party
2. Receive
comments and
recommendations 14 Days
from technical (paused-clock)
review; Revise EG
Proposal
3.Submit revised 3.1 Receive Receiving
EG proposal revised EG None 10 Minutes Personnel
proposal OEC
University
3.2 Evaluate Extension
revised None 2 Days Associate,
proposal Director
OEC
3.3 Prepare
and process University
Grant Extension
Agreement None 1 Day Associate,
(GA) and Director
Approved OEC
Budget
3.4 Forward
University
GA to
Extension
Requesting None 4 Hours
Associate
Party for
OEC
signature
4. Receive and
2 Days
sign Grant None Requesting Party
(paused-clock)
Agreement
5. Submit signed 5.1 Receive
Grant Agreement and encode
Receiving
signed GA 10
from Minutes
OEC
Requesting
Party
University
5.2 Endorse 1 Day
None Extension
GA to DLO for (paused-clock)
Associate
1715
legal review OEC
and stamp
5.3 Receive
Receiving
and encode
GA with DLO
OEC
stamp
5.4 Prepare
and sign
University
Endorsement
Extension
Slip to the
Associate,
Office of the None 3 Day
OEC Director,
Chancellor
VCRD
(OC) for
OVCRD
approval/
signature
5.5 Sign Grant 5 Days
None Chancellor
Agreement (paused-clock)
5.6 Receive
Receiving
and encode
GA signed by
OEC
the Chancellor
6.1 Receive
6. Receive and encode Receiving
Agreement signed Agreement None 10 Minutes Personnel
by the Chancellor signed by the OEC
Chancellor
6.2 Forward
Agreement
with the University
Chancellor’s Extension
None 4 Hours
signature to Associate
Requesting OEC
Party for
Notarization
7.1 Receive
and encode
7. Notarize signed
Notarized None (paused-clock) Requesting Party
Agreement
Grant
Agreement
8. Submit original Receiving
copy of Notarized None 10 Minutes Personnel
Grant Agreement OEC
TOTAL: 48 Days
1716
4. Processing of Extension Grant-related requests
Description: Recipients of Extension Grant funding are required to submit a written
request for approval/ authorization of the Vice Chancellor for Research and
Development for any of the following changes:
Change in project period (e.g., project extension)
Line-Item-Budget realignment
Change of project leader/grantee
Office or
Division:
Type of
Transaction:
Who may
UP Diliman Units/Office
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter of Request with
Justification addressed to the
Vice Chancellor for Research Requesting Party
and Development and any of
the following attachment/s
Approved and Revised Line-
Item-Budget (for Budget Requesting Party
Restructuring)
Revised Project
Workplan/Schedule of
Requesting Party
Activities and Time Frame
(for Project Extension)
FEES
PAID
1.1 Receive
Receiving
1. Submit Letter and encode
OEC
Request
Evaluate University
nature of Extension
None 1 Day
request Associate, Director
OEC
1717
1.3 Endorse
Director
to VCRD for None 1 Day
OEC
action
Vice Chancellor for
1.4 Sign Research and
None 2 Days
request Development
OVCRD
1.5 Forward
University
result of
Extension
request to None 4 Hours
Associate
Project
OEC
Leader
4 Days, 4 Hours,
TOTAL: 10 Minutes
1718
Development
Research Dissemination Office
External Services
1719
1. OVCRD Journal Sales (Walk-in)
Selling of Humanities, Science Diliman and Social Science Diliman Journals
Office or
Research Dissemination Office, OVCRD
Division:
Classificati
Simple
on:
Type of
Transaction Government to Government
:
Who may
Students, Non-UP walk-in customers, etc.
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
List of requirements
None
PERSON
CLIENT AGENCY FEES TO PROCESSI
RESPONSIB
STEPS ACTION BE PAID NG TIME
LE
Visit OVCRD Accept order(s) Depends on 30 Minutes Publication
and pay Prepare OR/ the journals Circulation
for the Acknowled bought Officer
journals ge-ment PHP325.00/is RDO
Receipt sue
Issue available
copy/copie
s and OR
Depends on 30 Minutes
the journals
TOTAL: bought
PHP325.00/is
sue
1720
2. OVCRD Journal Sales (Subscription)
Selling of Humanities, Science Diliman and Social Science Diliman Journals through
subscription.
Office or
Division:
Classification
Complex
:
Type of
Transaction:
Who may
Other institutions
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Subscription Form can be secured from OVCRD or
Subscription Form
from the OVCRD Website.
PERSON
CLIENT AGENCY FEES TO PROCESSI
RESPONSIB
STEPS ACTION BE PAID NG TIME
LE
Visit OVCRD Receive Depends on 3 Days Publication
or Subscripti the journals Circulation
mail/email on form bought Officer
the from client PHP325.00/iss RDO
accomplish 1.2 Prepare ue
ed Statement
Subscriptio of
n Form to Account
OVCRD (SA)
1.3 Send SA
to client
via
mail/email
Payment to 2.1 Prepare 1 Day Publication
OVCRD OR Circulation
(cash/cheq Send Officer
ue scanned RDO
payment) copy of
OR to
client if
cheque
was
mailed
1721
Wait for 3.1 Mails 7 Days Publication
copies copy/copi upon Circulation
es with (paused- Officer
the clock) RDO
Original
Receipt (if
printed
copies are
already
available)
TOTAL: Depends on 7 Days
the journals
bought
PHP325.00/iss
ue
3. OVCRD Journal Submission

Manuscript submission to the OVCRD Journals (Humanities Diliman, Science
Diliman, Social Science Diliman)
Office or
Division:
Classification
Highly Technical
:
Type of
Transaction:
Who may
UP Students, other institutions
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Manuscript Manuscript from the author

Manuscript Submission Form From OVCRD or from the OVCRD Website
(MSF)
FEE
PERSON
CLIENT AGENCY S TO PROCESSIN
RESPONSIBL
STEPS ACTION BE G TIME
E
PAID
Email Manuscript/ 1.1 None 5 Days Editorial Assistant
MSF to Acknowledg RDO
OVCRD e
1722
submission,
prepare
letter; Enter
info in the
database;
Forward to
the Editor in
Chief
Do preliminary None 30 Days Editor in Chief,
review (paused-clock) Associate Editor
Return to Author RDO
for revision
if needed
1.4 Double-blind None 40 Days External
Peer (paused-clock) Reviewer,
Review Editorial Assistant
1.5 Collate RDO
review
1.6 Return to
Author for
Revision
2. Author’s 2.1 Receive None 40 Days Editor in Chief,
revision revised (paused-clock) Associate Editor,
manuscript Editorial Assistant
2.2 Post RDO
Refereeing
Review
2.3 Return to
Author if
needed;
Send
Acceptance
and
Publication
Agreement
to author
3. Author to 3.1 Receive PA None 30 Days Editorial
accomplish 3.2 Process (paused-clock) Assistant,
Publication manuscript Copyeditor
Agreement for RDO
(PA); return copyediting
to OVCRD 3.3 Return to
Author for
Revision if
needed
1723
Processing for None 20 Days Editor in Chief,
publication Editorial
Assistant,
Layout Artist
RDO
TOTAL: None 165 Days
4. Endorsement of Application for International Publication Award

(Journal)
International Publication Award (IPA) encourages faculty, REPS, and students to
publish in peer-reviewed journals from internationally reputable publishers.
Office or
Division:
Type of
Transaction:
Who may avail: UP Students and Project Personnel
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
OVPAA Form 4.1 From OVPAA website

FEE
S
PERSON
CLIENT AGENCY TO PROCESSI
RESPONSIB
STEPS ACTION BE NG TIME
LE
PAI
D
Secure and 1.1 Receive IPA Non 3 Days RDO Personnel
accomplish application from e RDO
IPA Form 4.1; the unit and
Submit to checks its
OVCRD corresponding
DTS number
Enter relevant data
into the master
list
Check journal’s
indexing
1724
Verify journal and
publisher’s
information
Verify whether the
publisher or
journal is either
predatory or
hijacked
Collate findings
Deliberate whether
to recommend
application for
endorsement or
not
Forward verified IPA
application to
RDO Director
Read through Non 1 Day RDO Director
findings e RDO
Deliberate whether
to recommend
the publication
for
endorsement or
not
Return the
application to
RDO staff
Forward to VCRD
for
endorsement
Read through Non 1 Day Vice Chancellor
findings and e for Research
recommendatio and
ns. Development
Deliberate and OVCRD
decide whether
to endorse the
application or
upon, justifiable
reason, refrain
from endorsing
application to
OVPAA
1.15 Transmit Non 1 Day Liason Officer,
endorsed or e RDO Personnel
noted IPA
1725
application to Admin Unit,
the originating RDO
unit or
department.
1.16 Release
document in
DTS
TOTAL: None 6 Day

(Book Chapter)
reinforce scholarly publications from internationally reputable publishers.
Office or
Division:
Type of
Transaction:
Who may avail: UP Students and Project personnel
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
OVPAA Form 4.1 From OVPAA website (IPA Guidelines and Forms section)
Secure and Receive IPA application None 3 Days RDO Personnel
accomplish from the unit and RDO
IPA Form checks its
4.4; Submit corresponding DTS
to OVCRD number.
Enter relevant data into
the master list.
Verify publisher’s
information and
WASS-SENSE
listing.
Collate findings.
Deliberate whether to
recommend
1726
application for
endorsement or not.
application to VCRD
Read through findings None 1 Day Vice Chancellor for
and recommendation Research
1.8 Deliberate and and Development
decide whether to OVCRD
endorse the
application or upon,
justifiable reason,
refrain from
endorsing application
to OVPAA
1.9 Transmit the None 1 Day Liaison Officer, RDO
endorsed or noted Personnel
IPA application to the Admin Unit, RDO
originating unit
or department
1.10 Release document in
DTS
TOTAL: 5 Days
6. Request for Certification

Issuance of Certifications
Office or
Division:
Classificatio
Simple
n:
Type of
Transaction:
Who may UP Faculty, Students, Researchers, Editorial Board Members,
avail: Authors, Reviewers, etc.
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter/email requesting for Requesting Party

certification
1727
FEE
PERSON
RESPONSIBL
E
PAID
1. Emails 1.1 Acknowledge None 3 Days RDO Personnel,
/sends letter request RDO Director,
of request to Prepare Vice Chancellor
OVCRD Certification for for Research and
the Development
Director’s/VCR RDO, Admin Unit
D’s signature
TOTAL: None 3 Days
1728
Development
Research Dissemination Office
Internal Services
1729
1. Application for Office of the Vice Chancellor for Research and
The UP Diliman RDG from OVCRD is used for purposes of allowing faculty
members to present research papers at international and local conferences.
Office or
Research Dissemination Office (RDO)
Division:
Type of
Transaction:
Request cover letter addressed to Requesting Party

the Chancellor
RDG application form From OVCRD or from the OVCRD Website
Invitation/ Acceptance letter Requesting Party
Copy of Abstract
Line Item Budget for domestic
Conferences
Submit RDG Receive RDG None 4 hours RDO Personnel
application to application RDO
HRDO for from HRDO
personnel Enter info in the
clerance; database;
HRDO to Check
forward RDG availability of
application to funds;
OVCRD Completeness/
Correctness of
the
documentary
attachments
Check legitimacy
of the
conference
Review of None 4 hours Research Personnel,
accountability Extension Personnel,
Technology Transfer
Personnel
RMO, OEC, TTBDO
1730
Endorse and None 2 Days VCRD, Liaison Officer
forward RDG Administrative Unit
application to
OC
TOTAL: None 3 Days
2. Application for Office of the Chancellor- UP Diliman Research

Dissemination Grant (RDG)
The UP Diliman RDG from the Office of the Chancellor is used for purposes of
allowing Deans and Unit Directors to present research papers at international and
local conferences.
Office or
Division:
Classificatio
Simple
n:
Type of
Transaction:
Who may
UP Diliman Deans and Unit Directors
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Request cover letter addressed to Requesting Party

the Chancellor
RDG application form From OVCRD or from the OVCRD Website
Copy of Abstract
Line Item Budget for domestic
Conferences
FEE
PERSON
RESPONSIBL
E
PAID
1731
1. Submit RDG Receive RDG None 4 hours RDO Personnel
application to application RDO
HRDO for from HRDO
personnel Enter info in the
clerance; database;
HRDO to Check
forward RDG availability of
application to funds;
OVCRD Completenes
s/
Correctness
of the
documentary
attachments
Check legitimacy
of the
conference
Review of None 4 hours Research
accountability Personnel,
Extension
Personnel,
Technology
Transfer
Personnel
RMO, OEC,
TTBDO
Endorse and None 2 Days VCRD, Liaison
forward RDG Officer
application to Administrative
OC Unit
TOTAL: None 3 Days
3. Application for Office of the Vice Chancellor for Research and

Development-UP Diliman Research Dissemination
Grant (RDG) for Conference Hosting
OVCRD-UP Diliman RDG that allow Faculty and REPs to support the international
conference hosted by their unit.
Office or
Division:
Classificatio
Simple
n:
1732
Type of
Transaction:
Who may
UP Diliman Faculty and REPs
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
OVCRD Conference RDG From OVCRD or from the OVCRD Website

Application Form
Conference Proposal Requesting Party
Estimated Line Item Budget Requesting Party
Tentative Schedule of Activities Requesting Party
FEE
PERSON
RESPONSIBL
E
PAID
1. Submit Receive None 4 hours RDO Personnel
OVCRD application RDO
Conference from unit
RDG Enter info in the
Application database;
form to Check
OVCRD availability of
funds;
Completenes
s/
Correctness
of the
documentary
attachments
Check legitimacy
of the
conference
Review of None 4 hours Research
accountability Personnel,
Extension
Personnel,
Technology
Transfer
Personnel
RMO, OEC,
TTBDO
Endorse and None 2 Days VCRD, Liaison
forward RDG Officer
1733
application to Administrative
OC Unit
TOTAL: None 3 Days
4. Endorsement of request for financial assistance for attendance to

conferences, trainings, workshops, etc. through the REPS
Development Fund (RDF)
REPS may avail of financial assistance for attendance to conferences, trainings,
workshops, etc. (local or international) through the RDF. Applications will be
evaluated by the UPD REPS Committee for the RDF for endorsement to the
Office or Division: OVCRD - RDO

Who may avail: REPS
1. Letter of request endorsed by the
immediate supervisor, unit/office head Requesting Party
and Dean/Director
2. OVCRD RDF Form 2 OVCRD/HRDO
3. For REPS with temporary or
contractual status, certification of unit
head that the expiring appointment will Requesting Party’s Unit Head
be renewed (if the activity is not within
the appointment period)
4. Letter of invitation or announcement
indicating title of the
conference/training/workshop, place Conference Organizer
and time, sponsoring agency, and
event/course description
5. Copy of program Conference Organizer
6. Proposed itinerary of travel, Requesting Party
endorsed by the immediate supervisor
1734
and approved by the unit head, with
itemized budget for travel
ACTION BE PAID TIME
1. Submit
application to
1.1 Receive
HRDO for
application with Receiving Personnel
personnel
complete None 4 Hours
clearance; HRDO RDO
supporting
forwards
documents
application to
OVCRD
1.2 Review
application and
supporting Administrative Personnel
None 4 Hours
documents if RDO
complete and in
order
1.3 Wait for
schedule of 25 Days Administrative Personnel
monthly RDF None
Committee (paused-clock) RDO
meeting
1.4 Evaluate
None 4 Hours RDF Committee
application
1.5 Prepare
endorsement of Administrative Personnel,
application for None 3 Days VCRD
signature of RDF RDO, Administrative Unit
Committee Chair
1.6 Application
endorsed by the
RDF Committee:
Liaison Officer
Forward to the None 4 Hours
Office of the Administrative Unit
Chancellor
1735
Application not
endorsed by the
RDF Committee:
Forward to the
HRDO
TOTAL: None 30 Days
5. Endorsement of request for financial assistance for Research

Dissemination Grant through the REPS Development Fund
REPS may avail of financial assistance for paper/poster presentations (local or
international) through the RDF. Applications will be evaluated by the UPD REPS
Committee for the RDF for endorsement to the Office of the Chancellor.

Who may avail: REPS
1. Letter of request endorsed by the
immediate supervisor, unit/office head, Requesting Party
and Dean/Director
4. Letter of invitation Conference Organizer
5. Notice of acceptance of
Conference Organizer
paper/poster
1736
6. Copy of accepted abstract Requesting Party
8. Information about the conference
Conference Organizer
and the conference organizers
9. Proposed itinerary of travel,
endorsed by the immediate supervisor
Requesting Party
and approved by the unit head, with
itemized budget for travel
ACTION BE PAID TIME
1. Submit
application to
1.1 Receive
HRDO for
personnel
clearance; HRDO RDO
supporting
forwards
documents
application to
OVCRD
1.2 Review
application and
None 4 Hours
documents if RDO
complete and in
order
1.3 Wait for
monthly RDF None
meeting
1.4 Evaluate
application
1.5 Prepare
Committee Chair
1737
1.6 Application
endorsed by the
RDF Committee:
Forward to the
Office of the
Chancellor
Liaison Officer
None 4 Hours
Administrative Unit
Application not
endorsed by the
RDF Committee:
Forward to the
HRDO
TOTAL: None 30days
6. Endorsement of request for financial assistance for Unit-initiated

Training through the REPS Development Fund
UPD units who organize in-house training may avail of financial assistance
through the RDF, for REPS who are attending the said training. Applications will
be evaluated by the UPD REPS Committee for the RDF for endorsement to the

Who may avail: REPS
1. Letter of request from the Unit Head Requesting Party’s Unit Head
2. List of REPS who will attend the
Requesting Party
training
3. Proposal from the training provider Training Provider
1738
ACTION BE PAID TIME
1. Submit
application to
1.1 Receive
HRDO for
personnel
clearance; HRDO RDO
supporting
forwards
documents
application to
OVCRD
1.2 Review
application and
None 4 Hours
documents if RDO
complete and in
order
1.3 Wait for
monthly RDF None
meeting
1.4 Evaluate
application
1.5 Prepare
Committee Chair
1.6 Application
endorsed by the
RDF Committee:
Forward to the
Office of the Liaison Officer
Chancellor None 4 Hours
Administrative Unit
Application not
endorsed by the
RDF Committee:
1739
Forward to the
HRDO
TOTAL: None 30days
7. Endorsement of request for financial assistance for UPD-

Organized conferences/trainings/workshops, etc. through the
REPS Development Fund
REPS may avail of financial assistance through the RDF for attendance to
conferences/trainings/workshops, etc. organized by UPD units. Applications will
be evaluated by the UPD REPS Committee for the RDF for endorsement to the

Who may avail: REPS
1. Letter of request for funding
endorsed by the immediate
Requesting Party
supervisor, unit/office head, and
Dean/Director
4. Letter of invitation or announcement
indicating title of the
conference/training/workshop, place Conference Organizer
and time, sponsoring agency, and
event/course description
1740
6. Itemized budget Requesting Party
ACTION BE PAID TIME
1. Submit
application to
1.1 Receive
HRDO for
personnel
clearance; HRDO RDO
supporting
forwards
documents
application to
OVCRD
1.2 Review
application and
None 4 Hours
documents if RDO
complete and in
order
1.3 Wait for
monthly RDF None
meeting
1.4 Evaluate
application
1.5 Prepare
Committee Chair
1.6 Application
endorsed by the
RDF Committee:
Liaison Officer
Forward to the None 4 Hours
Office of the Administrative Unit
Chancellor
1741
Application not
endorsed by the
RDF Committee:
Forward to the
HRDO
TOTAL: None 30days
8. Endorsement of UP System Research and Dissemination Grant

(RDG) for Faculty and REPS
The UP System RDG is used for purposes of allowing faculty members and REPs to
present research papers at international conferences.
Office or
Division:
Type of
Transaction:
Who may
UP Diliman Faculty and REPs
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
OVPAA-RDG application form From OVPAA or the OVPAA Website

Copy of abstract Requesting Party
FEES
CLIENT STEPS TO BE
PAID
1. Submit OVPAA Receive None 4 hours RDO Personnel
RDG application RDO
Application form from unit
to OVCRD Enter info in the
database;
Check
availability of
funds;
Completeness/
1742
Correctness of
the
documentary
attachments
1.3 Check
legitimacy of
the conference
Review of None 4 hours Research Personnel,
accountability Extension Personnel,
(For Faculty Technology Transfer
Only) Personnel
RMO, OEC, TTBDO
1.5 Endorse and None 2 Days VCRD, Liaison Officer
forward RDG Administrative Unit
application to
OC
TOTAL: None 3 Days
9. OVCRD Journal Sales (Walk-in)

Selling of Humanities, Science Diliman and Social Science Diliman Journals
Office or
Division:
Type of
Transaction:
Who may
UP Personnel (Faculty members, Research faculty, REPS, Admin staff)
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
None
Visit OVCRD Accept order(s) Depends on the 30 Minutes Publication
and pay for Prepare Original journals bought Circulation Officer
the journals Receipt/ PHP325.00/issue RDO
Acknowledge-
ment Receipt
1743
Issue available
copy/copies
and OR/AR
Depends on the 30 Minutes
TOTAL: journals bought
PHP325.00/issue

(Journal)
publish in peer-reviewed journals from internationally reputable publishers.
Office or
Division:
Type of
Transaction:
UPDiliman Personnel (Faculty members, Research faculty, REPS, Admin
Who may avail: staff); UP Affiliated
OVPAA Form 4.1 From OVPAA website

FEES
BE TIME RESPONSIBLE
PAID
Secure and Receive IPA None 3 Days RDO Personnel
accomplish IPA application from RDO
Form 4.1; Submit the unit and
to OVCRD checks its
corresponding
DTS number
the master list
Check journal’s
indexing
Verify journal and
publisher’s
information
1744
Verify whether the
publisher or
journal is either
predatory or
hijacked
Collate findings
recommend
application for
endorsement or
not
application to
RDO Director
Read through findings None 1 Day RDO Director
Deliberate whether to RDO
recommend the
publication for
endorsement or
not
Return the application
to RDO staff
Forward to VCRD for
endorsement
Read through findings None 1 Day Vice Chancellor for
and Research
recommendations. and Development
Deliberate and decide OVCRD
whether to
endorse the
application or
upon, justifiable
reason, refrain
from endorsing
application to
OVPAA
1.15 Transmit endorsed None 1 Day Liason Officer, RDO
or noted IPA Personnel
application to the Admin Unit, RDO
originating unit or
department.
1.16 Release
document in DTS
TOTAL: None 6 Day
1745
(Book Chapter)
reinforce scholarly publications from internationally reputable publishers.
Office or Division: Research Dissemination Office, OVCRD

UPD Personnel (Faculty members, Research faculty, REPS, Admin staff);
Who may avail:
UP Affiliated (Student, Project personnel)
OVPAA Form 4.1 From OVPAA website (IPA Guidelines and

Forms section)
PRO
CES PERSON
CLIENT STEPS AGENCY ACTION FEES TO BE PAID
SING RESPONSIBLE
TIME
Secure and Receive IPA None 3Day RDO Personnel
accomplish IPA application from s RDO
Form 4.4; Submit the unit and
to OVCRD checks its
corresponding
DTS number.
the master list.
1.3 Verify publisher’s
information and
WASS-SENSE
listing.
Collate findings.
recommend
application for
endorsement or
not.
application to
VCRD
Read through findings None 1 Vice Chancellor for
and Day Research
recommendation and Development
OVCRD
1746
1.8 Deliberate and
decide whether to
endorse the
application or
upon, justifiable
reason, refrain
from endorsing
application to
OVPAA
Transmit the None 1 Liaison Officer,
endorsed or noted Day RDO Personnel
IPA application to Admin Unit, RDO
the originating unit
or department
1.10 Release
document in DTS
TOTAL: 5
Days
12. UP Diliman Journals Online (UPDJOL) Hosting

Inclusion of UP Diliman Journals in the UPDJOL Website

Who may avail: UP Diliman Journals
Letter of intent to be include in the Requesting Party

UPDiliman Journals Online
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Send letter of intent to Receive letter for None 2 Days RDO Director,
OVCRD review of the RDO Vice Chancellor for
Director and VCRD Research and
Development
RDO, Admin Unit
1747
Send the Journal None 1 Day RDO Personnel
Agreement Form to (paused-clock) RDO
the client
Accomplish the Receive the None 1 Day RDO Personnel,
Journal Agreement accomplished Vice Chancellor for
Form Agreement Form Research and
from the unit for Development
signature of the RDO, Admin Unit
VCRD
Return the duly signed
Agreement to the
unit
TOTAL: None 4 Days
13. UP Diliman Journals Online Uploading/Tutorial Request

Uploading of journal contents online as requested by the Journals or request for
tutorials on how to upload contents in the UPDJOL Website

Who may avail: UP Diliman Journals
Requesting Party
Individual PDF file of articles
JPEG file of Journal Cover
FEES
CLIENT STEPS TO BE
PAID
Bring/send to OVCRD the Accommod None 4 Hours RDO Personnel
Individual PDF file of ate RDO
articles and the JPEG reques
file of Journal cover t of
upload
1748
ing/tut
orial
Create
Accou
nt in
UPDJ
OL (if
new
journal
user)
Teach (the
Journa
l
repres
entativ
e)/Foll
ow the
step-
by-
step
proced
ure of
upload
ing
Publish
online
TOTAL: None 4 Hours
14. OVCRD Journal Submission

Manuscript submission to the OVCRD Journals (Humanities Diliman, Science
Diliman, Social Science Diliman)
Office or
Division:
Type of
Transaction:
Who may avail: UP Personnel (Faculty members, Research faculty, REPs)
1749
Manuscript Manuscript from the author

Manuscript Submission Form (MSF) From OVCRD or from the OVCRD
Website
FEES
CLIENT STEPS
PAID
Email 1.1 None 5 Days Editorial
Manuscript/MSF Acknowledge Assistant
to OVCRD submission, RDO
prepare
letter; Enter
info in the
database;
Forward to
the Editor in
Chief
Do preliminary None 30 Days Editor in Chief,
review (paused-clock) Associate Editor
Return to Author RDO
for revision if
needed
1.4 Double-blind None 40 Days External
Peer Review (paused-clock) Reviewer,
1.5 Collate Editorial
review Assistant
1.6 Return to RDO
Author for
Revision
2 . Author’s revision 2.1 Receive None 40 Days Editor in Chief,
revised (paused-clock) Associate
manuscript Editor,
2.2 Post Editorial
Refereeing Assistant
Review RDO
2.3 Return to
Author if
needed;
Send
Acceptance
and
Publication
Agreement
to author
1750
3. Author to 3.1 Receive PA None 30 Days Editorial
accomplish 3.2 Process (paused-clock) Assistant,
Publication manuscript Copyeditor
Agreement for RDO
(PA); return to copyediting
OVCRD 3.3 Return to
Author for
Revision if
needed
Processing for None 20 Days Editor in Chief,
publication Editorial
Assistant,
Layout Artist
RDO
TOTAL: None 165 Days
15. Request for Certification

Issuance of Certifications
Office or
Division:
Classificatio
Simple
n:
Type of
Transaction:
Who may UP Faculty, Students, Researchers, Editorial Board Members,
avail: Authors, Reviewers, etc.
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Letter/email requesting for Requesting Party

certification
FEE
PERSON
RESPONSIBL
E
PAID
1751
Email /send Acknowledge None 3 Days RDO Personnel,
letter of request RDO Director,
request to Prepare Vice Chancellor
OVCRD Certification for for Research and
the Development
Director’s/VCR RDO, Admin Unit
D’s signature
TOTAL: None 3 Days
1752
Development
Research Management Office
External Services
1753
1. Clearance from the Office of the Vice Chancellor for Research
Clearance for former faculty members and Research,
Extension and Professional Staff (REPS)
The Research Management Office (RMO) uses its database for the purpose
of checking former faculty member’s and REPS’s grants accountability
(research/creative work grant, extension grant, technology transfer grant) to
be cleared from OVCRD.
Office or Division: Office of the Vice Chancellor for Research and Development
Former faculty members and REPS of the University of the Philippines
Who may avail:
Diliman (UP Diliman)
University Clearance Form Human Resources Development Office (HRDO), University of
the Philippines Diliman (UP Diliman)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Submit University Receive Administrative Personnel
Clearance University
Research Dissemination
Form Clearance
Office (RDO)
Form
None 4 Hours
RMO
1.2 Review Research Personnel
accountability
RMO
of faculty
member/REP 1 Day
S on RMO, None
Extension Personnel
System,
Office of OEC
Extension
Coordination
1754
(OEC) and Technology Transfer
Technology Personnel
Transfer and
TTBDO
Business
Development
Office
(TTBDO)
Grants
1.3 Sign the
University Director
None 4 Hours
Clearance RMO
Form
1.4 Release
signed Administrative Personnel
University None 4 Hours
Clearance RMO
Form
2 Days and
TOTAL:
3 Hours
2. Organizing available data on research-/creative work-related

The Research Management Office (RMO) organizes available data on
research-/creative work-related activities of UP Diliman faculty members and
Research, Extension and Professional Staff (REPS), as needed.
Type of Transaction: Government to Business, Government to Citizen
Who may avail: Private academic institutions, students, general public
Request letter citing purpose for the Requesting Party
data
1755
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Submit request Receive request Administrative Personnel
letter letter
Office (RDO)
None 4 Hours
RMO
Review request Research Personnel and
RMO
Prepare report Research and Administrative
RMO
Review report Director
None 4 Hours
RMO
Transmit report Research and Administrative
to requesting Personnel
party
None 4 Hours RMO
OVCRD
TOTAL: 12 Days
3. Issuance of Certificate for Technical Reviewer

The Research Management Office (RMO) engages experts outside the
University of the Philippines Diliman (UP Diliman) for the technical review of
proposals, who provide their assistance pro bono.
Office or Division: Office of the Vice Chancellor for Research and Development (OVCRD)
1756
Who may avail: Experts outside UP Diliman
Request letter (email) Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Submit (email) 1.1 Receive Research Personnel
request letter request letter None 5 Minutes
RMO
1.2 Prepare and Research Personnel and
sign Director
Certificate
RMO
None 2 Days
Vice Chancellor
OVCRD
1.3 Transmit Research and Administrative
Certificate to Personnel
requesting
RMO
party
None 4 Hours
OVCRD
2 Days, 4 Hours
4. Certification of document by the Grants Management Office (GMO)

in connection with the Commission on Higher Education (CHED) K
to 12 Scholarship
The GMO certifies documentary requirements of scholars under CHED’s K to
12 Transition Program Scholarships for Graduate Studies before they are
submitted to CHED.
1757
Office or Division: Research Management Office (RMO)
Who may avail: CHED K to 12 Scholar
Document to be certified (e.g., Form 5, Requesting Party
TCG, Plan of Study, etc.)
ACTION BE PAID TIME
Submit document 1.1 Receive
to be certified document to Research Personnel
be certified None 30 Minutes
and check if RMO
in order
1.2 Sign Research Personnel
document
or
None 2 Days Director (Grants
Administrator)
RMO
1.3 Notify Client
when Research Personnel
document is None 30 Minutes
ready for RMO
pick-up
1.4 Release Research Personnel
document to None 5 Minutes
Client RMO
2 Days, 1 Hour,
TOTAL:
5 Minutes
1758
5. Endorsement of request in connection with the Commission on
Higher Education (CHED) K to 12 Scholarship Program
Being coordinator between the University of the Philippines Diliman (UP
Diliman) as delivering institution and CHED as funding agency, the Grants
Management Office (GMO) under the Research Management Office (RMO)
endorses scholars’ requests (e.g., travel clearance, extension, leave of
absence, etc.) to CHED.
Who may avail: CHED K to 12 Scholar
Request letter and/or request form Requesting Party and/or CHED
(e.g., travel clearance, extension,
leave of absence, etc.)
Supporting documents (e.g., Requesting Party
endorsement from delivering and
sending institutions, travel tickets,
medical certificate, conference
invitation, etc.)
ACTION BE PAID TIME
Submit request 1.1 Receive
letter and/or request letter
request form, and/or
with supporting request form, Research Personnel
documents with None 30 Minutes
supporting RMO
documents,
and check if
in order
sign Director (Grants
documents Administrator)
None 2 Days
RMO
1759
Vice Chancellor (for travel
clearance request)
OVCRD
1.3 Notify Client
if document is Research Personnel
None 30 Minutes
ready for RMO
pick-up
1.4 Release Research Personnel
document to
RMO
Client or send
to CHED, as None 4 Hours
the case may
be Administrative Personnel
OVCRD
2 Days and
TOTAL: 5 Hours
1760
Development
Research Management Office
Internal Services
1761
1. Processing of Office of the Vice Chancellor for Research and
Research and Creative Work Grant proposals
RMO facilitates funding of and administers OVCRD Grants such as the Outright
Research Grant (ORG), Thesis and Dissertation Grant (T&D), Ph.D. Incentive
Award (PhDIA), Source of Solutions Grant (SOS) and Open Grant (OG).
Who may avail: Faculty members and Research, Extension and Professional Staff (REPS)
Online grant application form OVCRD Projects Website:
http://projects.ovcrd.upd.edu.ph/ovcrd/
Endorsement by Chair/Director and Requesting Party’s Home Unit and College
Dean (in PDF for uploading in
OVCRD Projects Website)
Curriculum Vitae (in PDF for uploading Requesting Party
in OVCRD Projects Website)
Transcript of Records or Certificate of Office of the University Registrar, University of the Philippines
Graduation, for PhDIA (in PDF for Diliman (UP Diliman) or Requesting Party’s Home College
uploading in OVCRD Projects
Website)
Approved thesis/dissertation proposal, Requesting Party
for T&D (in PDF for uploading in
Response to or revised proposal Requesting Party
based on comments of the
Technical Review Committee
(TRC), if applicable, in hard copy
Details of government-issued ID DFA, LTO, PRC, GSIS, SSS, BIR, etc.
Official Grant Start Form RMO, OVCRD
Notarized Memorandum of Agreement Requesting Party
(MOA)
1762
ACTION BE PAID TIME
Submit the 1.1 Receive
proposal with proposal with
complete complete None 10 Minutes
RMO
requirements, requirements
online
proposal if in
RMO
order and
requirements
complete,
Extension Personnel
and check
accountability Office of Extension
of proponent None 1 Day Coordination (OEC)
(administrativ
e review)
Technology Transfer
Personnel
Technology Transfer and
Business Development Office
(TTBDO)
1.3 Constitute
TRC and set Research Personnel
a meeting for None 10 Days
review of RMO
proposal
1.4 Prepare and
forward Research and Administrative
(email) Personnel
None 8 Hours
proposal to
TRC for RMO
review
1.5 Review 30 Days
proposal None TRC
(paused-clock)
1.6 Prepare Research Personnel and
notification None 2 Days Director
letter to
RMO
proponent
1763
regarding
result of the
Vice Chancellor
review of
TRC: (a) OVCRD
approved for
funding, (b)
for revision
(with
comments),
(c) resubmit
next cycle;
and sign
notification
letter
1.7 Send Administrative Personnel
notification
RMO
letter to
proponent None 4 Hours
OVCRD
Prepare response 2.1 Wait for
to or revised response of
proposal based proponent to
on comments TRC’s 5 Days Research Personnel
None
of TRC, if comments or (paused-clock) RMO
applicable for the
revised
proposal
Submit response 3.1 Receive Administrative Personnel
to or revised response to
proposal based comments or
Office (RDO)
on comments revised
of TRC proposal None 4 Hours
Administrative and Research
Personnel
RMO
3.2 Forward Research Personnel and
response to None 4 Hours
Director
comments or
1764
revised RMO
proposal to
Director for
his/her review
and
acceptance
for funding
3.3 Prepare
notification
letter to Research Personnel and
proponent Director
regarding RMO
acceptance/
approval of None 2 Days
revised Vice Chancellor
proposal for
funding; and OVCRD
sign
notification
letter
notification
RMO
letter to
OVCRD
3.5 Ask (email)
proponent for
details of
government- Research Personnel
issued ID and None 10 Minutes
preferred RMO
grant start, for
preparation of
MOA
Submit details of 4.1 Receive
Research and Administrative
government- details of
None 4 Hours Personnel
issued ID and government-
preferred grant issued ID and RMO
start preferred
1765
grant start,
and prepare
MOA and
line-item OVCRD
budget (LIB)
for grant
implementatio
n
4.2 Send MOA Administrative Personnel
with attached
RMO
LIB to
grantee for None 4 Hours
review and
signing Administrative Personnel
OVCRD
Submit signed 5.1 Receive Administrative Personnel
MOA with signed MOA
RDO
attached LIB with attached
LIB None 4 Hours
RMO
5.2 Prepare Research Personnel and
transmittal Director
slip and sign
RMO
MOA with
None 2 Days
attached LIB
Vice Chancellor
OVCRD
5.3 Send signed
MOA with Administrative Personnel
attached LIB
to the Office RMO
of the
None 4 Hours
Chancellor
(OC) through Administrative Personnel
the Diliman
OVCRD
Legal Office
(DLO)
1766
5.4 Review and Legal Officer
sign MOA
DLO
with attached 10 Days
LIB None
(paused-clock)
Chancellor
OC
5.5 Receive Administrative Personnel
MOA signed
RDO
by the
Chancellor, None 4 Hours
with attached
LIB Administrative Personnel
RMO
5.6 Send to Administrative Personnel
grantee the
RMO
MOA signed
by the None 4 Hours
Chancellor,
for
notarization OVCRD
Have the MOA 6.1 Wait for 1 Day
notarized notarized None Grantee
MOA (paused-clock)
Submit one set of 7.1 Receive Administrative Personnel

notarized notarized
RDO
original MOA MOA
None 4 Hours
RMO
69 Days, 4 Hours
1767
2. Processing of Office of the Vice Chancellor for Research and
Research and Creative Work Grant-related request (e.g., line-item
budget (LIB) realignment, grant extension, change in project
leadership, etc.)
RMO monitors the progress and fund utilization of OVCRD-RMO grants. Part of
RMO’s services is the overall project management of internal grants for
purposes of ensuring project accountability in terms of timely completion and
proper fund management.
Request letter Requesting Party
As needed:
Proposed revised LIB
Workplan for extension period
Conforme of new Project Leader
ACTION BE PAID TIME
Submit request 1.1 Receive Administrative Personnel
letter with request letter
complete with complete
Office (RDO)
requirements requirements
None 4 Hours
RMO
1.2 Review and
prepare
background Research Personnel
None 2 Hours
information RMO
for action of
the Director
1768
Review and sign
approval/
disapproval of Research Personnel and
request, and Director
have the
RMO
Director’s
None 2 Days
action noted
by the Vice
VCRD
Chancellor for
Research and OVCRD
Development
(VCRD)
1.4 Send a copy Administrative Personnel
of the
RMO
approved/
disapproved None 4 Hours
request to
grantee Administrative Personnel
OVCRD
3 Days and
TOTAL:
2 Hours
1769
3. Endorsement of Enhanced Creative Work and Research
Grant (ECWRG) proposals to Office of the Vice President for
Academic Affairs (OVPAA)
The Office of the Vice Chancellor for Research and Development (OVCRD)
facilitates the administrative and technical review of proposals for ECWRG
(System Grant), for endorsement to OVPAA. Endorsed proposals shall undergo
another round of review by the ECWRG System Committee, for possible
funding.
Online grant application form OVCRD Projects Website:
Endorsement by Chair/Director and Requesting Party’s Home Unit and College
Dean (in PDF for uploading in
ACTION BE PAID TIME
Submit the Receive proposal
proposal with with complete Administrative Personnel
complete requirements None 10 Minutes
RMO
requirements,
online
proposal if in
RMO
order and
requirements
complete,
Extension Personnel
and check
accountability None 1 Day
Office of Extension
of proponent Coordination (OEC)
(administrativ
e review)
Technology Transfer
Personnel
1770
(TTBDO)
1.3 Request
Department
Chair/Institute
Director to
recommend Research Personnel
experts who None 30 Minutes
will review RMO
Science and
Technology
(S&T)
proposal
1.4 Recommend Department Chair/
experts 5 Days Institute Director
None
(paused-clock) University of the Philippines
Diliman (UP Diliman)
1.5 Search for
expert to Research Personnel
None 2 Hours
review non- RMO
S&T proposal
1.6 Invite expert Research Personnel
to review None 30 Minutes
proposal RMO
1.7 Wait for

response of
expert
(internal/
None 6 Days Expert/Reviewer
external) if
can or cannot
review
proposal
1.8 Prepare and
forward Research Personnel
(email) None 30 Minutes
proposal to RMO
expert
1771
1.9 Review 14 Days
proposal None Expert/Reviewer
(paused-clock)
1.10 Prepare
notification
letter to
proponent
regarding
result of the Research Personnel and
review of Director
proposal:
(a) endorse RMO
for
None 2 Days
evaluation;
(b) respond to Vice Chancellor
comments; OVCRD
(c) revise and
resubmit for
the next
cycle; and
sign
notification
letter
notification
RMO
letter to
OVCRD
Prepare response 2.1 Wait for
to or revised response of
proposal based proponent to
on comments expert/review 7 Days Research Personnel
of expert/ er’s None
reviewer, if comments or (paused-clock) RMO
applicable for the
revised
proposal
Submit response 3.1 Receive None 4 Hours Administrative Personnel
to comments or response to
1772
revised comments or Research Dissemination
proposal revised Office (RDO)
proposal
RMO
3.2 Organize Research Personnel and
reviewed Director
proposals
RMO
and cover
None 2 Days
letter; and
sign cover
letter Vice Chancellor
OVCRD
3.3 Send
reviewed Administrative Personnel
proposal with
RMO
cover letter to
OVPAA, None 4 Hours
through the
Office of the
Chancellor OVCRD
(OC)
38 Days, 7 Hours
TOTAL: and 40 minutes
4. Processing of Application for Research Load Credit/Creative

Work Load Credit (RLC/CWLC)
The Research Management Office (RMO) processes the RLC/CWLC of
faculty members as part of their faculty service.
1773
Who may avail: Faculty members
1. Application form OVCRD Website: http://www.ovcrd.upd.edu.ph/grants/rcwlc/
OVCRD Projects Website:
2. Endorsements of Chair/Director Requesting Party’s Home Unit and College
and Dean
Project List OVCRD Website: http://www.ovcrd.upd.edu.ph/grants/rcwlc/
4. Contract Requesting Party
ACTION BE PAID TIME
Submit application 1.1 Receive Administrative Personnel
form with application
complete form with
Office (RDO)
None 4 Hours
requirements
RMO
application if
RMO
in order and
requirements
complete,
Extension Personnel
and check
accountability Office of Extension
of faculty None 1 Day Coordination (OEC)
member
(administrativ
e review) Technology Transfer
Personnel
(TTBDO)
1.3 Review, None 5 Days Director
approve and
1774
sign ≤ 3-unit RMO
RLC/CWLC
application
Vice Chancellor
OVCRD
1.4 Prepare
endorsement
letter to the
Office of the
Chancellor Research Personnel and
(OC) for > 3 Director
units
RLC/CWLC RMO
application
and those
None 5 Days Vice Chancellor
personally-
funded, and Office of the Vice Chancellor
organize for Research and
application for Development (OVCRD)
transmittal;
and sign
application
and
endorsement
letter
1.5 Send
application
with
endorsement
letter to OC RMO
through the
None 4 Hours
Office of the
Vice Administrative Personnel
Chancellor for
OVCRD
Academic
Affairs
(OVCAA)
1.6 Review and Vice Chancellor
sign > 3 units 10 Days
None OVCAA
RLC/CWLC (paused-clock)
application
1775
and those Chancellor
personally-
OC
funded
1.7 Receive from
OC the Administrative Personnel
approved > 3
RDO
units
RLC/CWLC None 4 Hours
application
and those
personally- RMO
funded
1.8 Prepare Research and Administrative
transmittal Personnel
slip and
RMO
return
None 1 Day
approved
RLC/CWLC
application to
College OVCRD
5. Endorsement of College in-house/System research/creative

work grant contract to the Office of the Chancellor (OC)
The Research Management Office (RMO) facilitates the signing by the Vice
Chancellor for Research and Development (VCRD) and endorsement to
Chancellor of College in-house contracts, and signing by VCRD as witness of
system grant contracts.
1776
Grant contract signed by the Project Requesting Party
Leader and witnesses
ACTION BE PAID TIME
Submit signed Receive contract Administrative Personnel
contract signed by the
Project
Office (RDO)
Leader
None 4 Hours
RMO
1.2 Review
accountability
of Project Research Personnel
Leader on
RMO, RMO
System,
Office of
Extension Extension Personnel
Coordination None 1 Day OEC
(OEC) and
Technology
Transfer and Technology Transfer
Business Personnel
Development
Office TTBDO
(TTBDO)
Grants
sign Director
endorsement
RMO
slip
None 2 Days
Vice Chancellor
OVCRD
contract with None 4 Hours
RMO
endorsement
1777
slip to OC
through the
Diliman Legal
Office (DLO) OVCRD
for College in-
house
research/crea
tive work
grant contract
or the Office
of the Vice
President for
Academic
Affairs
(OVPAA) for
system
research/crea
tive work
grant contract
1.5 Review and Legal Officer
sign contract
DLO
and
Chancellor
OC
7 Days
None
(paused-clock)
or
Vice President for Academic

Affairs
OVPAA
1.6 Receive Administrative Personnel
signed
RDO
contract from
OC/OVPAA None 4 Hours
RMO
1778
1.7 Prepare Research and Administrative
transmittal Personnel
slip and
RMO
return signed
None 4 Hours
contract to
Project
Leader/
College OVCRD
TOTAL: 12 Days
6. Clearance from the Office of the Vice Chancellor for Research and
Development (OVCRD) in compliance with the University
Clearance for faculty members and Research, Extension and
Professional Staff (REPS)
The Research Management Office (RMO) uses its database for the purpose
of checking faculty member’s or REPS’s grants accountability
(research/creative work grant, extension grant, technology transfer grant) to
be cleared from OVCRD.
Who may avail: Faculty members and REPS
University Clearance Form Human Resources Development Office (HRDO), University of
the Philippines Diliman (UP Diliman)
ACTION BE PAID TIME
Submit University Receive Administrative Personnel
Clearance University
Form Clearance None 4 Hours
Office (RDO)
Form
1779
RMO
1.2 Review
accountability
of faculty Research Personnel
member/REP
S on RMO, RMO
System,
Office of
Extension Extension Personnel
1 Day
Coordination None OEC
(OEC) and
Technology
Transfer and Technology Transfer
Business Personnel
Development
Office TTBDO
(TTBDO)
Grants
1.3 Sign the
University Director
None 4 Hours
Clearance RMO
Form
1.4 Release
signed Administrative Personnel
University None 4 Hours
Clearance RMO
Form
2 Days and
TOTAL:
4 Hours
1780
7. Organizing available data on research-/creative work-related
The Research Management Office (RMO) organizes available data on
research-/creative work-related activities of UP Diliman faculty members and
Research, Extension and Professional Staff (REPS), as needed.
Who may avail: Faculty members and REPS
Request letter citing purpose for the Requesting Party
data
ACTION BE PAID TIME
Submit request Receive request Administrative Personnel
letter letter
Office (RDO)
None 4 Hours
RMO
Review request Research Personnel and
RMO
Prepare report Research and Administrative
RMO
Review report Director
None 4 Hours
RMO
1781
Transmit report Research and Administrative
to requesting Personnel
party
RMO
None 4 Hours
OVCRD
TOTAL: 12 Days
8. Issuance of Certificate for Technical Reviewer

The Research Management Office (RMO) engages experts within the
University of the Philippines Diliman (UP Diliman) for the technical review of
proposals, who provide their assistance pro bono.
Request letter (email) Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Submit (email) 1.1 Receive Research Personnel
request letter request letter None 5 Minutes
RMO
sign Director
Certificate
RMO
None 2 Days
Vice Chancellor
OVCRD
1782
1.3 Transmit Research and Administrative
Certificate to Personnel
requesting
RMO
party
None 4 Hours
OVCRD
2 Days, 4 Hours
1783
Development
Technology Transfer and Business
Development Office Diliman
External Services
1784
1. Assistance in Filing Copyright Application
Assistance in filing of Copyright Application for UP-owned copyrights under RA
10055, RA 8293, and UP IPR Policy
Technology Transfer and Business Development Office Diliman (TTBDO
Office or Division:
Diliman)
Copyright Information Form (CIF)
Works to be Copyrighted (3 copies) TTBDO Diliman
Deed of Assignment (DoA) (5 Requesting Party
copies) TTBDO Diliman
Copyright Application Form (5 TTBDO Diliman
copies) Requesting Party
One (1) valid ID of applicant/s for
notary
CLIENT FEES TO PERSON
AGENCY ACTION PROCESSING TIME
STEPS BE PAID RESPONSIBLE
Submit filled- Receive and log

out and filled-out and
signed CIF signed CIF
Admin Personnel,
and enclosed with None 10 Minutes
TTBDO Diliman
copy/ies of copy/ies works
works to be to be
copyrighted copyrighted
Review received
filled-out CIF
Technology Transfer
enclosed
None 15 Minutes Officer, TTBDO
with works to
Diliman
be
copyrighted
Prepare DoA and
Technology Transfer
Copyright
None 1 Day Officer, TTBDO
Application
Diliman
Form
1785
Log and Forward
DoA and
Copyright
Application Admin Personnel,
None 1 Day
Form to TTBDO Diliman
Client for
review and
signature
Wait for the DoA
and
Copyright 7 Days Technology Transfer
Application None Officer, TTBDO
Form (paused-clock) Diliman
signed by
the Client
Return
reviewed
and signed Receive and log
DoA and signed DoA
Admin Personnel,
Copyright and Copyright None 10 Minutes
TTBDO Diliman
Application Application
Form to Form
TTBDO
Diliman
Review and
forward
signed DoA
and Copyright
Application
Form Technology Transfer
enclosed with Officer and Admin
None 10 Minutes
works to be Personnel, TTBDO
copyrighted Diliman
for review and
approval of
TTBDO
Diliman
Director
Review and
approve filing Director, TTBDO
None 1 Day
of DoA and Diliman
Copyright
1786
Application
Form enclosed
with works to
be copyrighted
Prepare
reference/
endorsement slip
Technology Transfer
for signature of
the Vice
Diliman
Chancellor for
Research and
Development
Forward DoA and
Copyright
Application
Form
enclosed with
works to be
copyrighted
with
Admin Personnel,
reference/end None 5 Minutes
TTBDO Diliman
orsement slip
to the Vice
Chancellor for
Research and
Development
for signature
and
endorsement
Review and
sign
reference/e
ndorsemen Vice Chancellor for
t slip, DoA Research and
and None 1 Day
Development,
Copyright OVCRD
Application
Form
enclosed
with works
1787
to be
copyrighted
Forward
Copyright
Application
Form with
signed
reference/
endorseme
nt slip and
Admin Personnel,
DoA to the None 1 Day
TTBDO Diliman
Chancellor’
s Office
through the
Diliman
Legal
Office for
appropriate
action
Wait for the
Copyright
Application
Form
enclosed 7 Days Technology Transfer
with None Officer, TTBDO
complete (paused-clock) Diliman
documents
signed by
the
Chancellor
Receive and
log
Copyright
Application
Form Admin Personnel,
None 10 Minutes
enclosed TTBDO Diliman
with
complete
documents
signed by
1788
the
Chancellor
Prepare signed
Copyright
Technology Transfer
Application
Form and
Diliman
DoA for
notarization
Forward signed
Copyright
Application
Form and
DoA
Admin Personnel,
enclosed None 1 Day
TTBDO Diliman
with a
copy/ies of
applicant’s
valid ID to
Notary
Wait for the
notarized
3 Days Technology Transfer
Copyright
None Officer, TTBDO
Application (paused-clock) Diliman
Form and
DoA
Pick-up
notarized
Copyright Admin Personnel,
None 1 Hour
Application TTBDO Diliman
Form and
DoA
Prepare 5 sets
of
Copyright
Application Technology Transfer
Form with None 1 Hour Officer, TTBDO
complete Diliman
attachment
for filing at
the
1789
National
Library
File Copyright
Application
with Technology Transfer
complete Officer or Admin
None 1 Day
attachment Personnel, TTBDO
in the Diliman
National
Library
21 Days, 3 Hours, 20
TOTAL: None
Minutes
2. Issuance of Certified True Copy of Certificate of Copyright

Request for Issuance of Certified True Copy of Certificate of Copyright Registration
and Deposit for the filed UP-owned copyright
Office or Division:
Diliman)
Request Letter Requesting Party

1. Submit Receive and log Admin Personnel,
None 10 Minutes
request letter request letter TTBDO Diliman
Technology Transfer
Review request None 15 Minutes Officer, TTBDO
Diliman
Prepare
None 15 Minutes Technology Transfer
copy/ies of
Officer or Admin
requested
1790
Copyright Personnel, TTBDO
Registratio Diliman
n and
Deposit
documents
for CTC
Review and
sign CTC
of
Copyright Director, TTBDO
None 1 Day
Registratio Diliman
n and
Deposit
documents
Prepare
receiving
copy of the Technology Transfer
CTC of Officer or Admin
None 5 Minutes
Copyright Personnel, TTBDO
Registratio Diliman
n and
Deposit
Log and issue
CTC of
Technology Transfer
Copyright
Officer or Admin
Registratio None 10 Minutes
Personnel, TTBDO
n and
Diliman
Deposit to
the Client
3. Assistance in Filing Trademark Application

Request for Assistance in Filing Trademark Application for UP-owned marks
Office or Technology Transfer and Business Development Office Diliman (TTBDO
Division: Diliman)
1791
Type of
Transaction:
Request Letter Requesting party
List of Goods/ Services, Mark/s to Requesting party
be Registered TTBDO UP Diliman
Application Form
AGENCY FEES TO PERSON
CLIENT STEPS PROCESSING TIME
ACTION BE PAID RESPONSIBLE
Submit Receive and log
request request
letter letter
enclosed enclosed
with List of Admin Personnel,
with List of None 10 Minutes
Goods/ TTBDO Diliman
Goods/
Services, Services,
Mark/s to Mark/s to be
be Registered
Registered
Review request
letter enclosed
with List of Technology Transfer
Goods/ None 15 Minutes Officer, TTBDO
Services, Diliman
Mark/s to be
Registered
Forward request
letter
enclosed
with List of
Goods/
Services, Admin Personnel,
Mark/s to be None 5 Minutes
TTBDO Diliman
Registered
to the
TTBDO UP
Diliman
Director for
review and
1792
recommendi
ng approval
Review and
sign
recommendi
ng approval
of the
request
Director, TTBDO
letter None 1 Day
Diliman
enclosed
with List of
Goods/
Services,
Mark/s to be
Registered
Forward request
letter
enclosed
with List of
Goods/
Services,
Mark/s to be
Registered
to the Vice Admin Personnel,
None 5 Minutes
Chancellor TTBDO Diliman
for
Research
and
Developme
nt for
endorseme
nt and
approval
Review,
approve,
and Vice Chancellor for
endorse Research and
request None 1 Day
Development,
letter OVCRD
enclosed
with List of
Goods/
1793
Services,
Mark/s to be
Registered
Prepare and
forward
approved
and
endorsed
request
letter Technology Transfer
enclosed Officer or Admin
None 1 Day
with List of Personnel, TTBDO
Goods/ Diliman
Services,
Mark/s to be
Registered
to the
Chancellor
for Approval
Wait for the
request
letter
enclosed
with List of
Goods/
None Officer, TTBDO
Services, (paused-clock) Diliman
Mark/s to be
Registered,
approved by
the
Chancellor
Receive and
log request
letter
enclosed
with List of Admin Personnel,
None 10 Minutes
Services,
Mark/s to be
Registered,
approved by
1794
the
Chancellor
Review Technology Transfer
received None 15 Minutes Officer, TTBDO
documents Diliman
Prepare
Technology Transfer
Trademark
Application
Diliman
Form
Forward
completely
filled-out
Trademark
Application
Form
enclosed
with
approved
request
letter and Admin Personnel,
None 5 Minutes
List of TTBDO Diliman
Goods/
Services,
Mark/s to be
Registered
to the
TTBDO
Diliman
Director for
review and
approval
Review and
approve
completely
filled-out
Trademark Director, TTBDO
None 1 Day
Application Diliman
Form
enclosed
with
approved
1795
request
letter and
List of
Goods/
Services,
Mark/s to be
Registered
Forward
completely
filled-out
Trademark
Application
Form
enclosed
with
approved
request
letter and
List of Admin Personnel,
None 5 Minutes
Services,
Mark/s to be
Registered
to the Vice
Chancellor
for
Research
and
Developme
nt for
signature
Sign the
Trademark
Application
Form Vice Chancellor for
enclosed Research and
None 1 Day
with request Development,
letter and OVCRD
List of
Goods/
Services,
1796
Mark/s to be
Registered
Prepare signed
Trademark
Application
Form
enclosed
Technology Transfer
List of
Goods/
Diliman
Services,
Mark/s to be
Registered
for filing at
IPOPHL
File Trademark Technology Transfer
Application Officer or Admin
None 2 Days
Form at Personnel, TTBDO
IPOPHL Diliman
TOTAL: None
Minutes
4. Issuance of Certified True Copy of Trademark Certificate of

Registration
Request for Issuance of Certified True Copy of Trademark Certificate of
Registration for UP-owned marks
Office or Division:
Diliman)
1797
FEES TO PERSON
BE PAID RESPONSIBLE
Admin
Receive and log
1. Submit request letter None 10 Minutes Personnel,
request letter
TTBDO Diliman
Technology
Review request None 15 Minutes Transfer Officer,
TTBDO Diliman
Prepare copy/ies of
Technology
requested
Transfer Officer
Trademark
None 15 Minutes or Admin
Certificate of
Personnel,
Registration for
TTBDO Diliman
CTC
Review and sign
CTC of
Trademark Director,
None 1 Day
Certificate of TTBDO Diliman
Registration
documents
Prepare receiving Technology
copy of the Transfer Officer
Trademark None 5 Minutes or Admin
Certificate of Personnel,
Registration TTBDO Diliman
Log and issue CTC Technology
of Trademark Transfer Officer
Certificate of None 10 Minutes or Admin
Registration to Personnel,
the Client TTBDO Diliman
1798
5. Assistance on Utility Model (UM) / Industrial Design (ID) / Patent
Request for assistance on UM / ID / Patent Registration for UP-owned Inventions
under RA 10055, RA 8293, and UP IPR Policy in the Intellectual Property Office of the
Philippines (IPOPHL)
Office or Division: Technology Transfer and Business Development Office (TTBDO Diliman)
Type of
Transaction:
1. Filled-out and signed Invention Disclosure Form
(IDF)
2. Technical Report/ Manuscript/Project Documents Requesting party
/ Research Agreement Requesting party
3. Special Power of Attorney (SPA) (by absentee Requesting party
inventors) Requesting party
Requesting party
4. Signed IP Sharing Agreement
TTBDO Diliman
5. Copies of IDs of Inventors TTBDO DIliman
Patent / UM / ID Draft
Non-Disclosure Undertaking (NDU)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit
Receive and log
completely filled-out
and signed IDF
and signed IDF
enclosed with Admin
enclosed with Technical
Technical Report/ None 10 Minutes Personnel,
Report/
Manuscript/Project TTBDO Diliman
Manuscript/Project
Documents /
Documents / Research
Research
Agreement
Agreement
Review and assign Team Leader,
None 1 Day
received documents TTBDO Diliman
Forward to the assigned
Team Leader,
Technology Transfer None 5 Minutes
TTBDO Diliman
Officer
Receive and review
Technology
documents for initial
Transfer
Officer, TTBDO
assigned Tech Transfer
Diliman
Officer
1799
Technology
Conduct initial Patent
Transfer
Search Report and None 30 Days
Officer, TTBDO
Market Study
Diliman
Inform Client through email Technology
or telephone call the Transfer
None 1 Day
result of the initial Officer, TTBDO
assessment Diliman
Technology
Incorporate comments
2. Respond to initial Transfer
from Client in the None 15 Days
assessment Officer, TTBDO
report
Diliman
Technology
Schedule pre-assessment
15 Days Transfer
with TTBDO Diliman None
(paused-clock) Officer, TTBDO
Director
Diliman
Technology
Prepare documents for
Transfer
review of the TTBDO None 1 Day
Officer, TTBDO
Diliman Director
Diliman
Director and
Technology
Pre-assessment None 1 Day Transfer
Officer, TTBDO
Diliman
None 1 Day
result of the pre- Officer, TTBDO
assessment Diliman
Prepare and finalize
feedback letter, signed
by the TTBDO Diliman
Director and Vice Technology
Chancellor for Transfer
None 4 Days
Research and Officer, TTBDO
Development (if the Diliman
technology is not
approved in the pre-
assessment)
Forward and log feedback
letter, signed by the
TTBDO Diliman
Admin
Director and Vice
None 1 Day Personnel,
Chancellor for
TTBDO Diliman
Research and
Development (if the
technology is not
1800
assessment)
Schedule Intellectual Technology
Property Committee Transfer
20 Days
(IPC) meeting (if None Officer, TTBDO
(paused-clock)
approved in the pre- Diliman
assessment)
Technology
Prepare documents for IPC Transfer
None 1 Day
meeting including NDU Officer, TTBDO
Diliman
Director,
Technology
Hold IPC meeting None 1 Day Transfer
Officer, TTBDO
Diliman
Prepare and process letter
of the result of the IPC
meeting for
Technology
approval/signature of
Transfer
TTBDO Diliman None 4 Days
Officer, TTBDO
Director and Vice
Diliman
Chancellor for
Research and
Development
Forward and log letter of Admin
the result of the IPC None 1 Day Personnel,
meeting to the Client TTBDO Diliman
Technology
Wait for the response or 20 Days Transfer
None
comments of Client (paused-clock) Officer, TTBDO
Diliman
Respond to the
concerns of the
TTBDO UP
Diliman.
If IPC result is to
Receive and log SPA (by
file IP protection,
absentee inventor/s), Admin
submit, SPA (by
signed IP Sharing None 10 Minutes Personnel,
absentee
Agreement, and copies TTBDO Diliman
inventor/s),
of IDs of the inventor/s
signed IP
Sharing
Agreement, and
copies of IDs of
the inventor/s. If
1801
not, no need to
do so.
Review SPA (by absentee Technology

inventor/s), signed IP Transfer
Sharing Agreement, None 1 Hour Officer, TTBDO
and copies of IDs of Diliman
the inventor/s
Forward SPA and IP Admin
Sharing Agreement to Personnel,
the TTBDO Diliman None 5 Minutes TTBDO Diliman
Director for review and
signature
Director,
Review and sign SPA and
None 1 Day TTBDO Diliman
IP Sharing Agreement
Prepare reference slip and Technology
documents for Transfer
None 1 Hour
signature of the Vice Officer, TTBDO
Chancellor for R&D Diliman
the Vice Chancellor for TTBDO Diliman
None 5 Minutes
R&D for review,
signature, and
endorsement
Review and sign SPA and Technology
IP Sharing Agreement, Transfer
and None 1 Day Officer, TTBDO
reference/endorsement Diliman
slip
Forward IP Sharing
Agreement with
reference/endorsement Admin
slip to the Chancellor None 1 Day Personnel,
for approval/signature TTBDO Diliman
through the Diliman
Legal Office (DLO)
Technology
Wait for the
30 Days Transfer
approved/signed IP None
Sharing Agreement
Diliman
Receive and log Admin
approved/signed IP None 10 Minutes Personnel,
Sharing Agreement TTBDO Diliman
1802
Technology
Review received IP Transfer
None 15 Minutes
Sharing Agreement Officer, TTBDO
Diliman
Technology
Prepare SPA, IP Sharing
Transfer
Agreement, and copies None 15 Minutes
Officer, TTBDO
of IDs, for notarization
Diliman
Forward SPA, IP Sharing Admin
Agreement, and copies None 1 Day Personnel,
of IDs, to notary TTBDO Diliman
Wait and pick-up notarized
Admin
SPA, IP Sharing 5 Days
None Personnel,
Agreement, and copies (paused-clock)
TTBDO Diliman
of IDs
Technology
Forward and log a copy of
Transfer
notarized SPA and IP
None 1 Day Officer, Admin
Sharing Agreement to
Personnel,
the Client
TTBDO Diliman
Prepare a recommendation Technology
letter attached with the Transfer
minutes of the IPC Officer, TTBDO
None 1 Day
meeting addressed to Diliman
Chancellor for approval
of the IP filing
Forward recommendation Admin
letter to the TTBDO Personnel,
Diliman Director for None 10 Minutes TTBDO Diliman
review and
approval/signature
Review and approve/sign Director,
None 1 Day
recommendation letter TTBDO Diliman
Forward recommendation
letter to the Vice Admin
Chancellor for R&D for None 10 Minutes Personnel,
review and TTBDO Diliman
approval/signature
Vice Chancellor
for Research
Review and approve/sign
None 1 Day and
recommendation letter
Development,
OVCRD
Forward and log
Admin
to attached with the
TTBDO Diliman
minutes of the IPC
1803
meeting addressed to
of the IP filing
Technology
Wait for the approval of the
14 Days Transfer
recommendation letter None
from the Chancellor
Diliman
Receive and log approved Admin
recommendation letter None 10 Minutes Personnel,
from the Chancellor TTBDO Diliman
Contact and schedule Technology
meeting with patent Transfer
None 10 Days
agent and Client for Officer, TTBDO
patent draft Diliman
Technology
4. Join scheduled
Prepare documents and NDU Transfer
meeting with patent None 1 Day
for the patent agent Officer, TTBDO
agent
Diliman
Technology
Assist patent agent in Transfer
None 60 Days
preparing patent draft Officer, TTBDO
Diliman
Prepare patent draft with Technology
documentary Transfer
None 1 Days
requirements for filing Officer, TTBDO
at IPOPHL Diliman
Technology
Log and submit patent
Transfer Officer
draft with documentary
None 3 Days or Admin
requirements to
Personnel,
IPOPHL
TTBDO Diliman
250 Days, 3
Minutes
7. Request for UP Trademark Semi-Commercial Licensing for UP

units
UP Trademark Semi-Commercial Licensing for UP units
1804
Request letter
Approval of the Dean/Director/Head of Office
on the conduct of the activity/ event UP Diliman Technology Transfer and Business
Photocopy of Employee ID of the project Development Office
head/contact person
Design/s to be approved
Signed Conforme.
FEES TO PERSON
BE PAID RESPONSIBLE
Receive and log
1. Submit complete Admin Personnel,
requirements TTBDO Diliman
requirements
Review received Team Leader,
None 1 Day
documents TTBDO Diliman
Prepare
documents
and
recommenda
tion for
approval of Team Leader,
None 1 Hour
TTBDO TTBDO Diliman
Diliman
Director and
Vice
Chancellor
for R&D
Forward to
TTBDO
Diliman
Admin Personnel,
Director for None 5 Minutes
TTBDO Diliman
review and
recommendi
ng approval
Review Director, TTBDO
documents None 1 Day
Diliman
and
1805
recommend
approval
Forward to Vice
Chancellor
for R&D for
review and
approval of
Request to Admin Personnel,
None 5 Minutes
Use UP TTBDO Diliman
Trademarks,
Symbols,
Images,
Icons and
Other Marks
Review
Vice Chancellor
documents
for Research and
and None 1 Day
Development,
approve/sign
TTBDO Diliman
Conforme
Prepare
documents
and Inform
Client of the
approved
Request to Team Leader,
None 1 Day
Trademarks,
Symbols,
Images, Icons
and Other
Marks
Release and log
approved
Request to
Use UP
Trademarks, Admin Personnel,
None 15 Minutes
Symbols, TTBDO Diliman
Images,
Icons and
Other Marks
to the Client
1806
4 Days, 1 Hour, 35
TOTAL: None
Minutes
8. Request for Assistance in UP Trademark Commercial Licensing

Request for Assistance in UP Trademark Commercial Licensing
Who may avail: Students, Industry Partner
Request Letter
SEC/DTI registration 1-5 Requesting party
Terms
Copy/ies of ID’s for notary
FEES TO PERSON
BE PAID RESPONSIBLE
1. Receive
1. Submit Admin Personnel,
requirements
Technology
Review
None 1 Hour Transfer Officer,
documents
TTBDO Diliman
Prepare license Technology
terms for None 7 Days Transfer Officer,
approval TTBDO Diliman
Approval / Director, TTBDO
None 1 Day
comments Diliman
Forward
proposed Technology
terms to None 5 Minutes Transfer Officer,
client for TTBDO Diliman
approval
1807
Receive Admin Personnel
Return approved approved or Technology
None 10 Minutes
license terms license Transfer Officer,
terms TTBDO Diliman
Technology
Review received
None 15 Minutes Transfer Officer,
documents
TTBDO Diliman
Technology
Prepare license
None 7 Days Transfer Officer,
draft
TTBDO Diliman
Forward license
Technology
Return approved draft to
license terms client for
TTBDO Diliman
approval
Incorporate Technology
client’s None 2 Days Transfer Officer,
comment TTBDO Diliman
Send License
Technology
Agreement
None 1 Day Transfer Officer,
to DLO for
TTBDO Diliman
review
Wait for DLO
comments 14 Days Technology
on the None Transfer Officer,
License (paused-clock) TTBDO Diliman
Agreement
Receive
reviewed
Admin Personnel,
License None 10 Minutes
TTBDO Diliman
Agreement
from DLO
Review and
incorporate
DLO Technology
comments None 1 Day Transfer Officer,
on the TTBDO Diliman
License
Agreement
1808
Forward
Finalized
License
Technology
Agreement
to Client for
TTBDO Diliman
review and
approval/sig
nature
Wait for the
approved/si
gned 20 Days Technology
License None Transfer Officer,
Agreement (paused-clock) TTBDO Diliman
from the
Client
Receive
reviewed
and
Return approved and approved/si
Admin Personnel,
signed license gned None 10 minutes
TTBDO Diliman
terms License
Agreement
from the
Client
Review
approved/si
gned Technology
License None 10 Minutes Transfer Officer,
Agreement TTBDO Diliman
from the
Client
Forward
License
Agreement
to TTBDO Admin Personnel,
None 5 Minutes
Diliman TTBDO Diliman
Director for
review and
approval
1809
Review and Director, TTBDO
approve Diliman
None 1 Day
License
Agreement
Prepare
reference/e
ndorsement
slip and
Forward Technology
License Transfer Officer
Agreement None 1 Hour and Admin
to Vice Personnel,
Chancellor TTBDO Diliman
for R&D for
review and
approval/sig
nature
Review and sign
reference/e Vice Chancellor
ndorsement for Research and
None 1 Day
slip and Development,
License OVCRD
Agreement
Forward
License
Agreement
to the
Chancellor
Admin Personnel,
for review None 1 day
TTBDO Diliman
and
approval/sig
nature
through
DLO
Wait for the
approved/si 25 Days Technology
gned None Transfer Officer,
Agreement
1810
Receive
approved/si
Admin Personnel,
gned None 10 Minutes
TTBDO Diliman
License
Agreement
Prepare License
Agreement
Technology
with copies
None 1 Hour Transfer Officer,
of IDs of the
TTBDO Diliman
parties for
Notary
Forward
License
Agreement
Admin Personnel,
with copies None 1 Day
TTBDO Diliman
of IDs of the
parties to
Notary
Wait and pick-
up notarized 5 Days Admin Personnel,
None
Agreement
TOTAL: Minutes
9. Request for Review of Memorandum of Agreement (MOA)

Request for Review of MOA on Intellectual Property Rights
Request (Email or Letter) 1-2. Requesting Party
Draft MOA for review
1811
Admin
1. Submit complete Receive complete
None 5 Minutes Personnel,
TTBDO Diliman
Technology
Review draft
MOA
TTBDO Diliman
Prepare TTBDO Technology
assessment None 5 Minutes Transfer Officer,
of MOA TTBDO Diliman
Release and log Admin
reviewed None 10 Minutes Personnel,
MOA TTBDO Diliman
10. Request for IP and/or Technology Transfer Seminar/Training

Request for IP and/or Technology Transfer Seminar/Training
Request (Email or Letter) Requesting party

CLIENT STEPS
1. Receive Admin
1. Submit requirement requireme None 5 Minutes Personnel,
nt TTBDO Diliman
Technology
2. Review
request
TTBDO Diliman
1812
3.
Director, TTBDO
Approve None 1 Day
Diliman
request
4. Assign
TTBDO Director, TTBDO
None 5 Minutes
staff as Diliman
lecturer
5. Send
feedback Admin Personne
to the or Technology
None 10 Minutes
email or Transfer Officerl,
request TTBDO Diliman
letter
1813
Development
Technology Transfer and Business
Development Office Diliman
Internal Services
1814
1. Assistance in Filing Copyright Application
Assistance in filing of Copyright Application for UP-owned copyrights under RA
10055, RA 8293, and UP IPR Policy
Office or Division:
Diliman)
Who may avail: Faculty, REPS, Admin Staff
Copyright Information Form (CIF) TTBDO Diliman

Works to be Copyrighted (3 copies) Requesting Party
Deed of Assignment (DoA) (5 copies) TTBDO Diliman
Copyright Application Form (5 copies) TTBDO Diliman
One (1) valid ID of applicant/s for notary Requesting Party
FEES TO PERSON
BE PAID RESPONSIBLE
Submit filled-out Receive and log filled-
and signed out and signed CIF
CIF and Admin Personnel,
enclosed with None 10 Minutes
copy/ies of TTBDO Diliman
copy/ies works to be
works to be copyrighted
copyrighted
Review received filled-
Technology
out CIF enclosed
with works to be
TTBDO Diliman
copyrighted
Prepare DoA and Technology
Copyright None 1 Day Transfer Officer,
Application Form TTBDO Diliman
Log and Forward DoA
and Copyright
Application Form Admin Personnel,
None 1 Day
to Client for TTBDO Diliman
review and
signature
1815
Wait for the DoA and
Copyright 7 Days Technology
Application Form None Transfer Officer,
signed by the (paused-clock) TTBDO Diliman
Client
Return reviewed
and signed
DoA and Receive and log signed
DoA and Copyright None 10 Minutes
Application Form
Form to
TTBDO
Diliman
Review and forward
signed DoA and
Copyright
Application Form Technology
enclosed with Transfer Officer
works to be None 10 Minutes and Admin
copyrighted for Personnel, TTBDO
review and Diliman
approval of
TTBDO Diliman
Director
Review and approve
filing of DoA and
Copyright
Director, TTBDO
Application Form None 1 Day
Diliman
enclosed with
works to be
copyrighted
Prepare reference/
endorsement
slip for signature Technology
of the Vice None 10 Minutes Transfer Officer,
Chancellor for TTBDO Diliman
Research and
Development
Forward DoA and Admin Personnel,
Copyright None 5 Minutes
TTBDO Diliman
Application Form
1816
enclosed with
works to be
copyrighted with
reference/endors
ement slip to the
Vice Chancellor
for Research
and
Development for
signature and
endorsement
Review and sign
reference/endors
ement slip, DoA Vice Chancellor for
and Copyright Research and
None 1 Day
Application Form Development,
enclosed with OVCRD
works to be
copyrighted
Forward Copyright
Application Form
with signed
reference/
endorsement
slip and DoA to Admin Personnel,
None 1 Day
the Chancellor’s TTBDO Diliman
Office through
the Diliman
Legal Office for
appropriate
action
Wait for the
Copyright
Application Form
7 Days Technology
enclosed with
None Transfer Officer,
complete (paused-clock) TTBDO Diliman
documents
signed by the
Chancellor
Receive and log Admin Personnel,

None 10 Minutes
Copyright TTBDO Diliman
1817
Application Form
enclosed with
complete
documents
signed by the
Chancellor
Prepare signed
Copyright Technology
Application Form None 10 Minutes Transfer Officer,
and DoA for TTBDO Diliman
notarization
Forward signed
Copyright
Application Form
and DoA Admin Personnel,
None 1 Day
enclosed with a TTBDO Diliman
copy/ies of
applicant’s valid
ID to Notary
Wait for the
notarized 3 Days Technology
Copyright None Transfer Officer,
Application Form (paused-clock) TTBDO Diliman
and DoA
Pick-up notarized
None 1 Hour
Application Form TTBDO Diliman
and DoA
Prepare 5 sets of
Copyright
Application Form Technology
with complete None 1 Hour Transfer Officer,
attachment for TTBDO Diliman
filing at the
National Library
File Copyright Technology

Application with Transfer Officer or
None 1 Day
complete Admin Personnel,
attachment in TTBDO Diliman
1818
the National
Library
TOTAL: None
Minutes
2. Issuance of Certified True Copy of Certificate of Copyright

Request for Issuance of Certified True Copy of Certificate of Copyright Registration
and Deposit for the filed UP-owned copyright
Office or Division:
Diliman)

1. Submit Receive and log request Admin Personnel,
None 10 Minutes
request letter letter TTBDO Diliman
Technology
TTBDO Diliman
Prepare copy/ies of
requested
Technology
Copyright
Transfer Officer or
Registration and None 15 Minutes
Admin Personnel,
Deposit
TTBDO Diliman
documents for
CTC
Review and sign CTC
of Copyright
Director, TTBDO
Registration and None 1 Day
Diliman
Deposit
documents
1819
Prepare receiving
Technology
copy of the CTC
Transfer Officer or
of Copyright None 5 Minutes
Admin Personnel,
Registration and
TTBDO Diliman
Deposit
Log and issue CTC of
Technology
Copyright
Transfer Officer or
Registration and None 10 Minutes
Admin Personnel,
Deposit to the
TTBDO Diliman
Client
3. Assistance in Filing Trademark Application

Request for Assistance in Filing Trademark Application for UP-owned marks
Office or Division:
Diliman)
Request Letter Requesting party
List of Goods/ Services, Mark/s to Requesting party
be Registered TTBDO UP Diliman
Application Form
ACTION PAID TIME
Submit
request Receive and log
letter request
enclosed letter
with List of enclosed
Admin Personnel, TTBDO
Goods/ with List of None 10 Minutes
Diliman
Services, Goods/
Mark/s to Services,
be Mark/s to be
Registere Registered
d
1820
Review request
letter
enclosed
with List of
Technology Transfer Officer,
Goods/ None 15 Minutes
TTBDO Diliman
Services,
Mark/s to
be
Registered
Forward request
letter
enclosed
with List of
Goods/
Services,
Mark/s to be
Registered None 5 Minutes
Diliman
to the
TTBDO UP
Diliman
Director for
review and
recommendi
ng approval
Review and sign
recommendi
ng approval
of the
request
letter
None 1 Day Director, TTBDO Diliman
enclosed
with List of
Goods/
Services,
Mark/s to be
Registered
Forward
request letter
enclosed with Admin Personnel, TTBDO
None 5 Minutes
List of Goods/ Diliman
Services,
Mark/s to be
1821
Registered to
the Vice
Chancellor for
Research and
Development
for
endorsement
and approval
Review,
approve,
and endorse
request
letter Vice Chancellor for
enclosed None 1 Day Research and Development,
with List of OVCRD
Goods/
Services,
Mark/s to be
Registered
Prepare and
forward
approved
and
endorsed
request
letter
Technology Transfer Officer
enclosed
None 1 Day or Admin Personnel, TTBDO
with List of
Diliman
Goods/
Services,
Mark/s to be
Registered
to the
Chancellor
for Approval
Wait for the
request letter
enclosed with 7 Days Technology Transfer Officer,
List of Goods/ None
(paused-clock) TTBDO Diliman
Services,
Mark/s to be
Registered,
1822
approved by
the Chancellor
Receive
and log
request letter
enclosed with
List of Goods/ Admin Personnel, TTBDO
None 10 Minutes
Services, Diliman
Mark/s to be
Registered,
approved by
the Chancellor
Review
Technology Transfer Officer,
received None 15 Minutes
TTBDO Diliman
documents
Prepare
Trademark Technology Transfer Officer,
None 30 Minutes
Form
Forward
completely
filled-out
Trademark
Application
Form
enclosed
with
approved
request
letter and Admin Personnel, TTBDO
None 5 Minutes
List of Diliman
Goods/
Services,
Mark/s to be
Registered
to the
TTBDO
Diliman
Director for
review and
approval
1823
Review and
approve
completely
filled-out
Trademark
Application
Form
enclosed with None 1 Day Director, TTBDO Diliman
approved
request letter
and List of
Goods/
Services,
Mark/s to be
Registered
Forward
completely
filled-out
Trademark
Application
Form
enclosed with
approved
request letter
and List of None 5 Minutes
Diliman
Goods/
Services,
Mark/s to be
Registered to
the Vice
Chancellor for
Research and
Development
for signature
Sign the
Trademark
Application Vice Chancellor for
Form None 1 Day Research and Development,
enclosed OVCRD
with request
letter and
List of
1824
Goods/
Services,
Mark/s to be
Registered
Prepare signed
Trademark
Application
Form
enclosed
List of Technology Transfer Officer,
None 30 Minutes
Services,
Mark/s to be
Registered
for filing at
IPOPHL
File
Trademark Technology Transfer Officer
Application None 2 Days or Admin Personnel, TTBDO
Form at Diliman
IPOPHL
14 Days, 2
Minutes
1825
4. Issuance of Certified True Copy of Trademark Certificate of
Registration
Request for Issuance of Certified True Copy of Trademark Certificate of
Registration for UP-owned marks
Office or Division:
Diliman)

FEES TO PERSON
BE PAID RESPONSIBLE
Admin
1. Submit request Receive and log
letter request letter
TTBDO Diliman
Technology
TTBDO Diliman
Prepare
copy/ies of
Technology
requested
Transfer Officer
Trademark
Certificate
Personnel,
of
TTBDO Diliman
Registratio
n for CTC
Review and
sign CTC
of
Trademark
Director,
Certificate None 1 Day
TTBDO Diliman
of
Registratio
n
documents
1826
Prepare
receiving
Technology
copy of the
Transfer Officer
Trademark
Certificate
Personnel,
of
TTBDO Diliman
Registratio
n
Log and issue
CTC of
Technology
Trademark
Transfer Officer
Certificate
of
Personnel,
Registratio
TTBDO Diliman
n to the
Client
5. Assistance on Utility Model (UM) / Industrial Design (ID) / Patent

Request for assistance on UM / ID / Patent Registration for UP-owned Inventions
under RA 10055, RA 8293, and UP IPR Policy in the Intellectual Property Office of the
Philippines (IPOPHL)
Office or
Technology Transfer and Business Development Office (TTBDO Diliman)
Division:
Type of
Transaction:
1. Filled-out and signed Invention Disclosure
Form (IDF) Requesting party
2. Technical Report/ Manuscript/Project Requesting party
Documents / Research Agreement Requesting party
3. Special Power of Attorney (SPA) (by absentee Requesting party
inventors) Requesting party
4. Signed IP Sharing Agreement TTBDO Diliman
5. Copies of IDs of Inventors TTBDO DIliman
Patent / UM / ID Draft
1827
Non-Disclosure Undertaking (NDU)
1. Submit
Receive and log
completely filled-
out and signed IDF
and signed IDF
enclosed with Admin
enclosed with Technical
Technical Report/ None 10 Minutes Personnel,
Report/
Manuscript/Project TTBDO Diliman
Manuscript/Project
Documents /
Documents / Research
Research
Agreement
Agreement
Review and assign Team Leader,
None 1 Day
received documents TTBDO Diliman
Forward to the assigned
Team Leader,
Technology Transfer None 5 Minutes
TTBDO Diliman
Officer
Receive and review
Technology
documents for initial
Transfer
Officer, TTBDO
assigned Tech Transfer
Diliman
Officer
Technology
Conduct initial Patent
Transfer
Search Report and None 30 Days
Officer, TTBDO
Market Study
Diliman
None 1 Day
result of the initial Officer, TTBDO
assessment Diliman
Technology
Incorporate comments
2. Respond to Transfer
from Client in the None 15 Days
initial assessment Officer, TTBDO
report
Diliman
Technology
Schedule pre-assessment
15 Days Transfer
with TTBDO Diliman None
Director
Diliman
Technology
Prepare documents for
Transfer
review of the TTBDO None 1 Day
Officer, TTBDO
Diliman Director
Diliman
Director and
Pre-assessment None 1 Day Technology
Transfer
1828
Officer, TTBDO
Diliman
None 1 Day
result of the pre- Officer, TTBDO
assessment Diliman
Prepare and finalize
feedback letter, signed
by the TTBDO Diliman
Director and Vice Technology
Chancellor for Transfer
None 4 Days
Research and Officer, TTBDO
Development (if the Diliman
technology is not
assessment)
Forward and log feedback
letter, signed by the
TTBDO Diliman
Director and Vice
Admin
Chancellor for
Research and
TTBDO Diliman
Development (if the
technology is not
assessment)
Schedule Intellectual Technology
Property Committee Transfer
20 Days
(IPC) meeting (if None Officer, TTBDO
(paused-clock)
approved in the pre- Diliman
assessment)
Technology
Prepare documents for IPC Transfer
None 1 Day
meeting including NDU Officer, TTBDO
Diliman
Director,
Technology
Hold IPC meeting None 1 Day Transfer
Officer, TTBDO
Diliman
Prepare and process letter
of the result of the IPC Technology
meeting for Transfer
None 4 Days
approval/signature of Officer, TTBDO
TTBDO Diliman Diliman
Director and Vice
1829
Chancellor for
Research and
Development
Forward and log letter of Admin
the result of the IPC None 1 Day Personnel,
meeting to the Client TTBDO Diliman
Technology
Wait for the response or 20 Days Transfer
None
comments of Client (paused-clock) Officer, TTBDO
Diliman
Respond to the
concerns of the
TTBDO UP
Diliman.
If IPC result is
to file IP
protection,
Receive and log SPA (by
submit, SPA
absentee inventor/s), Admin
(by absentee
signed IP Sharing None 10 Minutes Personnel,
inventor/s),
Agreement, and copies TTBDO Diliman
signed IP
of IDs of the inventor/s
Sharing
Agreement,
and copies of
IDs of the
inventor/s. If
not, no need to
do so.
Review SPA (by absentee Technology
inventor/s), signed IP Transfer
Sharing Agreement, None 1 Hour Officer, TTBDO
and copies of IDs of Diliman
the inventor/s
the TTBDO Diliman None 5 Minutes TTBDO Diliman
Director for review and
signature
Director,
Review and sign SPA and
None 1 Day TTBDO Diliman
IP Sharing Agreement
Prepare reference slip and Technology
documents for Transfer
None 1 Hour
signature of the Vice Officer, TTBDO
Chancellor for R&D Diliman
1830
the Vice Chancellor for TTBDO Diliman
None 5 Minutes
R&D for review,
signature, and
endorsement
Review and sign SPA and Technology
IP Sharing Agreement, Transfer
and None 1 Day Officer, TTBDO
reference/endorsement Diliman
slip
Forward IP Sharing
Agreement with
reference/endorsement Admin
slip to the Chancellor None 1 Day Personnel,
for approval/signature TTBDO Diliman
through the Diliman
Legal Office (DLO)
Technology
Wait for the
30 Days Transfer
approved/signed IP None
Sharing Agreement
Diliman
Receive and log Admin
approved/signed IP None 10 Minutes Personnel,
Sharing Agreement TTBDO Diliman
Technology
Review received IP Transfer
None 15 Minutes
Sharing Agreement Officer, TTBDO
Diliman
Technology
Prepare SPA, IP Sharing
Transfer
Agreement, and copies None 15 Minutes
Officer, TTBDO
of IDs, for notarization
Diliman
Forward SPA, IP Sharing Admin
Agreement, and copies None 1 Day Personnel,
of IDs, to notary TTBDO Diliman
Wait and pick-up notarized
Admin
SPA, IP Sharing 5 Days
None Personnel,
Agreement, and copies (paused-clock)
TTBDO Diliman
of IDs
Technology
Forward and log a copy of
Transfer
notarized SPA and IP
None 1 Day Officer, Admin
Sharing Agreement to
Personnel,
the Client
TTBDO Diliman
1831
Prepare a recommendation Technology
letter attached with the Transfer
minutes of the IPC Officer, TTBDO
None 1 Day
meeting addressed to Diliman
of the IP filing
Forward recommendation Admin
letter to the TTBDO Personnel,
Diliman Director for None 10 Minutes TTBDO Diliman
review and
approval/signature
Review and approve/sign Director,
None 1 Day
recommendation letter TTBDO Diliman
Forward recommendation
letter to the Vice Admin
Chancellor for R&D for None 10 Minutes Personnel,
approval/signature
Vice Chancellor
for Research
Review and approve/sign
None 1 Day and
Development,
OVCRD
Forward and log
to attached with the Admin
minutes of the IPC None 1 Day Personnel,
meeting addressed to TTBDO Diliman
of the IP filing
Technology
Wait for the approval of the
14 Days Transfer
recommendation letter None
from the Chancellor
Diliman
Receive and log approved Admin
recommendation letter None 10 Minutes Personnel,
from the Chancellor TTBDO Diliman
Contact and schedule Technology
meeting with patent Transfer
None 10 Days
agent and Client for Officer, TTBDO
patent draft Diliman
Technology
4. Join scheduled
Prepare documents and NDU Transfer
meeting with None 1 Day
for the patent agent Officer, TTBDO
patent agent
Diliman
1832
Technology
Assist patent agent in Transfer
None 60 Days
preparing patent draft Officer, TTBDO
Diliman
Prepare patent draft with Technology
documentary Transfer
None 1 Days
requirements for filing Officer, TTBDO
at IPOPHL Diliman
Technology
Log and submit patent
Transfer Officer
draft with documentary
None 3 Days or Admin
requirements to
Personnel,
IPOPHL
TTBDO Diliman
250 Days, 3
Minutes
6. Issuance of Certified True Copy (CTC) of Utility Model (UM) /

Industrial Design (ID) / Patent Certificate of Registration
Request for Issuance of copy of UM / ID / Patent Certificate of Registration
Office or Division:
Diliman)

PERSON
FEES TO PROCESSING
BE PAID TIME
E
Admin
1. Submit request Receive and log request Personnel,
None 10 Minutes
letter letter TTBDO
Diliman
Technology
Review request None 15 Minutes Transfer
Officer,
1833
TTBDO
Diliman
Technology
Prepare copy/ies of Transfer
requested UM/ ID/ Officer or
Patent Certificate of None 15 Minutes Admin
Registration for Personnel,
CTC TTBDO
Diliman
Review and sign CTC
of UM/ ID/ Patent Director,
Certificate of None 1 Day TTBDO
Registration Diliman
documents
Technology
Transfer
Prepare receiving copy
Officer or
of the UM/ ID/
None 5 Minutes Admin
Patent Certificate of
Personnel,
Registration
TTBDO
Diliman
Technology
Log and issue CTC of Transfer
UM/ ID/ Patent Officer or
Certificate of None 10 Minutes Admin
Registration to the Personnel,
Client TTBDO
Diliman
1 Day, 55
TOTAL: None
Minutes
1834
7. Request for Assistance in Licensing of UP-owned Intellectual
Property Rights (IPRs)
Request for Assistance in Licensing of UP-owned IPRs
Office or Division:
Diliman)
Type of
Transaction:
Letter of Intent
SEC registration certificate
Articles of Incorporation and By-Laws
General Information Sheet
3-year Audited Financial Statements,
3-year Internal Financial Statements
optional)
List of Completed and On-going
Contracts 1-13. Requesting party
Business Permit
Tax Clearance Business plan for the
technology
Including marketing plans
Signed Term Sheet
Board Resolution or Secretary’s
Certificate Authorizing the Signing of
License Agreement
Copy of valid ID’s of the Signatory/ies
FEES TO PERSON
BE PAID RESPONSIBLE
Receive and log
Admin
1. Submit complete
requirements #1-10 requirements
TTBDO Diliman
#1-10
Technology
Review received
documents
TTBDO Diliman
1835
Prepare and draft Technology
license terms / None 25 Days Transfer Officer,
term sheet TTBDO Diliman
Forward draft
license terms/
term sheet to
Admin
the TTBDO
Diliman
TTBDO Diliman
Director for
review and
approval
Review and
approve Director,
None 1 Day
license terms / TTBDO Diliman
term sheet
Forward license
terms / term
Technology
sheet to Client
for review and
TTBDO Diliman
approval/signa
ture
2. Return reviewed Receive reviewed
and and signed Admin
approved/signed license term / None 10 Minutes Personnel,
license terms/ term term sheet from TTBDO Diliman
sheet the Client
Review the Technology
received signed Transfer Officer,
None 1 Hour
license term / term TTBDO Diliman
sheet
Forward the
signed license
term /term sheet
Admin
to the Vice
Chancellor for
TTBDO Diliman
review and
approval/signatur
e
1836
Vice Chancellor
Review and
for Research
approve/sign the
None 1 Day and
license term /
Development,
term sheet
OVCRD
Draft letter for
submission of
signed term Technology
sheet for None 1 Day Transfer Officer,
Fairness Opinion TTBDO Diliman
Report (FOR)
from the DOST
Forward draft letter
and
submission of
signed term
Admin
sheet to
TTBDO
TTBDO Diliman
Diliman
Director for
review and
approval
Review and
approve draft
letter and Director,
None 1 Day
submission of TTBDO Diliman
signed term
sheet
Forward draft letter
and
submission of
Admin
signed term
sheet to Vice
TTBDO Diliman
Chancellor for
R&D for review
and approval
Review and
Vice Chancellor
approve/sign None 1 Days for Research
letter for
and
submission of
1837
signed term Development,
sheet TTBDO Diliman
Submit original
signed term
sheet with Technology
complete None 3 Days Transfer Officer,
requirements to TTBDO Diliman
regional DOST
office for FOR
30 Days Technology
Wait for the FOR None Transfer Officer,
Draft License
Agreement,
Technology
incorporate
license terms to
TTBDO Diliman
draft license
agreement
Log and forward
Draft License
Agreement to Admin
Diliman Legal None 1 Day Personnel,
Office for TTBDO Diliman
review and
approval
Wait for DLO
14 Days Technology
comments on
None Transfer Officer,
the License (paused-clock) TTBDO Diliman
Agreement
Receive reviewed
Admin
Draft License
Agreement
TTBDO Diliman
from DLO
Review and Technology
incorporate None 1 Day Transfer Officer,
DLO TTBDO Diliman
comments on
1838
the License
Agreement
Forward Finalized
License
Agreement to Technology
Client for None 1 Day Transfer Officer,
approval/signa
ture
Wait for the
approved/sign 20 Days Technology
ed License None Transfer Officer,
Agreement (paused-clock) TTBDO Diliman
from the Client
Receive reviewed
Return reviewed and
and Admin
approved/signe
approved/signed None 10 Minutes Personnel,
d Draft License
Draft License TTBDO Diliman
Agreement
Agreement from the Client
Review
approved/signed Technology
License None 10 Minutes Transfer Officer,
Agreement from TTBDO Diliman
the Client
Forward
License
Agreement to Admin
TTBDO Diliman None 5 Minutes Personnel,
Director for TTBDO Diliman
review and
approval
Review and Director,
approve TTBDO Diliman
None 1 Day
License
Agreement
Prepare Technology
reference/e None 1 Hour Transfer Officer
ndorsemen and Admin
1839
t slip and Personnel,
Forward TTBDO Diliman
License
Agreement
to Vice
Chancellor
for R&D for
review and
approval/si
gnature
Review and
sign Vice Chancellor
reference/e for Research
ndorsemen None 1 Day and
t slip and Development,
License OVCRD
Agreement
Forward
License
Agreement to
Admin
the Chancellor
for review and
TTBDO Diliman
approval/signat
ure through
DLO
Wait for the
Technology
approved/sign
ed License
TTBDO Diliman
Agreement
Receive
approved/si Admin
gned None 10 Minutes Personnel,
License TTBDO Diliman
Agreement
Prepare
License Technology
Agreement None 1 Hour Transfer Officer,
with copies TTBDO Diliman
of IDs of
1840
the parties
for Notary
Forward
License
Agreement Admin
with copies None 1 Day Personnel,
of IDs of TTBDO Diliman
the parties
to Notary
Wait and pick-
up Admin
5 Days
notarized None Personnel,
(paused-clock)
Agreement
138 Days, 4 Hours,
TOTAL: None
30 Minutes
8. Request for UP Trademark Semi-Commercial Licensing for UP

units
UP Trademark Semi-Commercial Licensing for UP units
Request letter
Approval of the Dean/Director/Head of
Office on the conduct of the activity/
event UP Diliman Technology Transfer and Business
Photocopy of Employee ID of the project Development Office
head/contact person
Signed Conforme.
1841
FEES TO PERSON
BE PAID RESPONSIBLE
Receive and log
1. Submit complete Admin Personnel,
requirements
Review
Team Leader,
received None 1 Day
TTBDO Diliman
documents
Prepare
documents
and
recommen
dation for
approval of Team Leader,
None 1 Hour
TTBDO TTBDO Diliman
Diliman
Director
and Vice
Chancellor
for R&D
Forward to
TTBDO
Diliman
Director for Admin Personnel,
None 5 Minutes
recommen
ding
approval
Review
documents
Director, TTBDO
and None 1 Day
Diliman
recommen
d approval
Forward to Vice
Chancellor
for R&D for Admin Personnel,
review and None 5 Minutes
TTBDO Diliman
approval of
Request to
Use UP
1842
Trademark
s, Symbols,
Images,
Icons and
Other
Marks
Review
Vice Chancellor for
documents
Research and
and None 1 Day
Development,
approve/sig
TTBDO Diliman
n Conforme
Prepare
documents
and Inform
Client of
the
approved
Request to Team Leader,
None 1 Day
Trademark
s, Symbols,
Images,
Icons and
Other
Marks
Release and
log
approved
Request to
Use UP
Trademark Admin Personnel,
None 15 Minutes
s, Symbols, TTBDO Diliman
Images,
Icons and
Other
Marks to
the Client
4 Days, 1 Hour, 35
TOTAL: None
Minutes
1843
9. Request for Assistance in UP Trademark Commercial Licensing
Request for Assistance in UP Trademark Commercial Licensing
1. Request Letter
2. Design/s to be approved
3. SEC/DTI registration 1-5 Requesting party
4. Terms
5. Copy/ies of ID’s for notary
FEES TO PERSON
BE PAID RESPONSIBLE
1. Submit 1. Receive complete Admin Personnel,
None 10 Minutes
requirements requirements TTBDO Diliman
Technology Transfer
Review documents None 1 Hour Officer, TTBDO
Diliman
Technology Transfer
Prepare license terms
None 7 Days Officer, TTBDO
for approval
Diliman
Director, TTBDO
Approval / comments None 1 Day
Diliman
Forward proposed Technology Transfer
terms to client for None 5 Minutes Officer, TTBDO
approval Diliman
Admin Personnel or
Return approved Receive approved Technology Transfer
None 10 Minutes
license terms license terms Officer, TTBDO
Diliman
Technology Transfer
Review received
documents
Diliman
1844
Technology Transfer
Prepare license draft None 7 Days Officer, TTBDO
Diliman
Forward license draft Technology Transfer
Return approved to client for None 5 Minutes Officer, TTBDO
license terms approval Diliman
Technology Transfer
Incorporate client’s
None 2 Days Officer, TTBDO
comment
Diliman
Send License Technology Transfer
Agreement to DLO None 1 Day Officer, TTBDO
for review Diliman
Wait for DLO
comments on the
None Officer, TTBDO
License (paused-clock) Diliman
Agreement
Receive reviewed
License Admin Personnel,
None 10 Minutes
Agreement from TTBDO Diliman
DLO
Review and
incorporate DLO Technology Transfer
comments on the None 1 Day Officer, TTBDO
License Diliman
Agreement
Forward Finalized
License
Technology Transfer
Agreement to
None 1 Day Officer, TTBDO
Client for review
Diliman
and
approval/signature
Wait for the
approved/signed 20 Days Technology Transfer
License None Officer, TTBDO
Agreement from (paused-clock) Diliman
the Client
1845
Receive reviewed and
Return approved approved/signed
Admin Personnel,
and signed License None 10 minutes
TTBDO Diliman
license terms Agreement from
the Client
Review
approved/signed Technology Transfer
License None 10 Minutes Officer, TTBDO
Agreement from Diliman
the Client
Forward License
Agreement to
Admin Personnel,
TTBDO Diliman None 5 Minutes
TTBDO Diliman
Director for review
and approval
Review and approve Director, TTBDO
License None 1 Day Diliman
Agreement
Prepare
reference/endorse
ment slip and
Technology Transfer
Forward License
Officer and Admin
Agreement to Vice None 1 Hour
Personnel, TTBDO
Chancellor for
Diliman
R&D for review
and
approval/signature
Review and sign
Vice Chancellor for
reference/endorse
Research and
ment slip and None 1 Day
Development,
License
OVCRD
Agreement
Forward License
Agreement to the
Chancellor for Admin Personnel,
None 1 day
approval/signature
through DLO
1846
Wait for the
approved/signed
None Officer, TTBDO
License (paused-clock) Diliman
Agreement
Receive
approved/signed Admin Personnel,
None 10 Minutes
Agreement
Prepare License
Agreement with Technology Transfer
copies of IDs of None 1 Hour Officer, TTBDO
the parties for Diliman
Notary
Forward License
Agreement with
Admin Personnel,
copies of IDs of None 1 Day
TTBDO Diliman
the parties to
Notary
Wait and pick-up
5 Days Admin Personnel,
notarized License None
Agreement
TOTAL: Minutes
10. Request for Review of Memorandum of Agreement (MOA)

Request for Review of MOA on Intellectual Property Rights
Request (Email or Letter) 1-2. Requesting Party
Draft MOA for review
1847
FEES TO PERSON
BE PAID RESPONSIBLE
Admin
1. Submit complete Receive complete
TTBDO Diliman
Technology
Review draft
MOA
TTBDO Diliman
Prepare
Technology
TTBDO
assessmen
TTBDO Diliman
t of MOA
Release and
Admin
log
reviewed
TTBDO Diliman
MOA
11. Request for IP and/or Technology Transfer Seminar/Training

Request for IP and/or Technology Transfer Seminar/Training
Request (Email or Letter) Requesting party

FEES TO PERSON
BE PAID RESPONSIBLE
Admin
1. Receive
1. Submit requirement None 5 Minutes Personnel,
requirement
TTBDO Diliman
1848
Technology
2. Review request None 10 Minutes Transfer Officer,
TTBDO Diliman
Director,
3. Approve request None 1 Day
TTBDO Diliman
4. Assign TTBDO Director,
None 5 Minutes
staff as lecturer TTBDO Diliman
Admin
5. Send feedback Personnel or
to the email or None 10 Minutes Technology
request letter Transfer Officer,
TTBDO Diliman
1849
(OVCSA)
External Service
1850
1. Review Educational Development Fee Form of Foreign Students
Assess request for EDF discounts of foreign students then recommend it for
Chancellor’s approval.
Office or Division: Office of the Vice Chancellor for Student Affairs (OVCSA)
1. Endorsed Educational Development Fee
College
(EDF) Form from the college
PERSON
PAID TIME
E
1. The student should 1. The receiving

submits his/her EDF personnel will Receiving
Form with the received the form None 2 Minutes Personnel
and submit it to the OVCSA
endorsement of his/her
adviser/ department VCSA.
chair and Dean
2. The VCSA will

2. Should there be a conduct a short
need for the VCSA to interview with the
Staff Assistant
clarify some information students then None 5 Minutes
OVCSA
to the student, the staff endorses the
will guide the student to request as he/she
the VCSA Office fits.
3. Upon receiving
the endorsed form
from VCSA, the
releasing Releasing
3. The students will None 1 Day Personnel
personnel will then
receive the endorsed OVCSA
release it to the
EDF forms
student and
instruct them to
submit it to the
1851
Office of the
Chancellor for
approval.
1 Day, 7
TOTAL None
Minutes
2. Review: Various letters from students
OVCSA receives and assess various requests from students.

Office or Division: Office of the Vice Chancellor for Student Affairs
Type of
Transaction:
Who may avail: All students

1.1 The receiving
personnel receives
the letter and Receiving
submit it to the None 2 Minutes Personnel
Executive OVCSA
Secretary for
recording
1. The requesting party
submit their letter to 1.2 The executive
OVCSA Office secretary records
the letter and Executive Assistant
None 5 Minutes
submit it to the OVCSA
VCSA for
appropriate action.
1.3 The VCSA Vice Chancellor for
assess the None 3 Days Student Affairs
requests and OVCSA
writes down his/her
1852
action to the letter
then return it back
to the Executive
Assistant for
recording and
releasing
1.4 The Executive
Assistant records
the VCSA’s Action
Executive Assistant
and give the letter None 5 Minutes
OVCSA
to the staff
assistant for
releasing.
1.5 The staff
(releasing
Releasing
personnel)
releases the letter OVCSA
to the requesting
party.
3 Days, 14
TOTAL None
Minutes
1853
(OVCSA)
Internal Service
1854
1. Reviews Vouchers of Student and Graduate Assistants
OVCSA assess vouchers of student and graduate assistants then approves it for
payment.
1. Endorsed voucher from the unit Requesting party

1.1The receiving
personnel receives Receiving
the vouchers and None 2 Minutes Personnel
submits it to the OVCSA
Administrative
Officer.
1.2 The
Administrative
Officer checks the Administrative
vouchers, counter None 5 Minutes Officer
signs it and submit OVCSA
1. The unit will submit the
signed voucher of their it to VCSA for
student/ graduate signature
assistant to OVCSA Office
Vice Chancellor
1.3 The VCSA None 1 Day for Student
signs the vouchers Affairs
OVCSA
1.4 The receiving

personnel releases
the signed Releasing
vouchers to the
OVCSA
unit.
1855
1 Day, 9
TOTAL None
Minutes
2. Review various vouchers from units
OVCSA checks various vouchers from its units and endorses it to appropriate office for
approval.

1. Endorsed voucher from the unit OVCSA Unit
1. 1 The receiving
personnel receives
the vouchers and Receiving Personnel
None 2 Minutes
submits it to the OVCSA
Administrative
Officer.
1.2 The
1. The unit will
Administrative
submit the signed
Officer checks the Administrative Officer
voucher to OVCSA None 5 Minutes
vouchers, counter OVCSA
Office
signs it and submit
it to VCSA for
signature
Vice Chancellor for
1.3 The VCSA None 1 Day Student Affairs
signs the vouchers OVCSA
1.4 The receiving Releasing Personnel

personnel releases None 2 Minutes
OVCSA
the signed
1856
vouchers to the
unit.
1 Day, 9
TOTAL None
Minutes
3. Review: Various letters from OVCSA units
OVCSA receives and assess various requests from various clients.

Who may avail: All


1.1 The receiving
personnel receives
the letter and
Receiving Personnel
submit it to the None 2 Minutes
OVCSA
Executive
Secretary for
recording
1. The requesting party
1.2 The executive
submit their letter to
secretary records
OVCSA Office
the letter and Executive Assistant
None 5 Minutes
submit it to the OVCSA
VCSA for
appropriate action.
1.3 The VCSA
assess the Vice Chancellor for
requests and None 3 Days Student Affairs
OVCSA
writes down his/her
action to the letter
1857
then return it back
to the Executive
Assistant for
recording and
releasing
1.4 The Executive
Assistant records
the VCSA’s Action
Executive Assistant
and give the letter None 5 Minutes
OVCSA
to the staff
assistant for
releasing.
1.5 The staff
(releasing
personnel) Releasing Personnel
None 2 Minutes
releases the letter OVCSA
to the requesting
party.
3 Days, 14
TOTAL None
Minutes
1858
Diliman Learning Resource Center (DLRC)
External Service
1859
1. Borrowing of Sample Exams
Sample exams are available for photocopying by UP students.
Office or Division: Diliman Learning Resource Center
Who may avail: All UP students
University of the Philippines, Office of the University

1. UP I.D or Form 5A
Registrar
1. Present your I.D. 1.Receive and list
Receiving Personnel
or form 5A at the names of None 3 Minutes
DLRC
counter borrowers
2. Reading of Books and Modules
Students can read books and modules to aid difficult topics in their study.
Registrar
1860
1.Present your I.D. or 1. Receive and Receiving Personnel
encode data of None 3 Minutes
form 5A at the counter DLRC
students
3.Computer Rental
Enrolled UP Diliman students can rent computers for their research and academics.

1.UP I.D or Form 5A
Registrar
1.Present your I.D. 1.Receive and PHP15.00/

Hour Receiving Personnel
or form 5A at the encode data of 3 Minutes
DLRC
counter students
PHP15.00/
TOTAL 3 Minutes
Hour
4 Document Printing
Enrolled UP Diliman students can avail of printing services at a minimum cost.

1861
1.Document or Flash Drive Requesting Party
PHP
1.Give your flash
1. Receive and print 3.00/page, Receiving Personnel
drive or download 3 Minutes
the document black and white DLRC
your file at the
counter
PHP 3.00/
TOTAL 3 Minutes
page
PRINTING RATES
Graphics with minimal color PHP 5.00
Graphics with half page color PHP 10.00
Graphics with full page color PHP20.00
5 Scanning
UP students can avail of scanning services at a minimum cost.
1.Document Requesting Party

1.Give your PHP

1. Receive and scan 5.00/page Receiving Personnel
document at the 3 Minutes
the document DLRC
counter
1862
PHP
TOTAL 3 Minutes
5.00/Page
6 CD Burning
UP students can avail of CD burning services at a minimum cost.

1. CD and File Requesting Party

1. Give your CD and 1.Receive and PHP Receiving Personnel
5 Minutes
file at the counter burn the file 25.00/CD DLRC
PHP
TOTAL 5 Minutes
25.00/CD
7 Request for Tutorial

Request for tutorials are free for all students who have difficulties in their study.
1863
Registrar
CLIENT STEPS
1.Inquire tutorial
1. Give them the Receiving Personnel
services at the None 5 Minutes
tutors schedule DLRC
counter
1864
DOST Core Group (DOST Core)
External Service
1865
1. Request of Stipend
Request of UP Diliman DOST scholars to disburse Scholarship Fund from DOST Core
Group every semester including mid-year
Office or Division: UPD DOST CORE GROUP

Who may avail: UP Diliman DOST Scholars
1. Form 5 (F5) 1. Office of University Registrar (OUR), UP

Diliman
2. True Copy of Grades (TCG) 2. College Secretary Department

Receiving
1. Submit F5 with 1. Receive F5 and
TCG TCG DOST Core Group
1.1 Evaluate the

academic Analyst
None 2 Days
performance of DOST Core Group
DOST Scholar
1.2 Forward Budget

Request of DOST Paused Clock Analyst
None (1)
Scholar stipend to DOST Core Group
DOST-SEI, Bicutan
4 Days
1.3 Prepare Budget upon
Utilization Request Receiving Science Specialist II
None Budget
relative to the DOST Core Group
Approval from
disbursement of
DOST-SEI,
scholarship funds Bicutan
1866
with the signature of
Vice-Chancellor for
Student Affairs
Paused Clock Releasing

1.4 Forward BUR to
None (2) Personnel DOST
Accounting Office Core Group
1.5 Deposit check to

Project Assistant II
Landbank, UP None 1 Day DOST Core Group
Diliman
1.6 Prepare and

Disburse the
scholarship funds in Science Specialist II
None 2 Days
accordance with the DOST Core Group
approved sub-line-
item budget
1.7 Submit Pay-Slip

Releasing
to Landbank, UP None 1 Day Personnel
Diliman DOST Core Group
2. Transferring of
amount to DOST Releasing
2. Received scholar’s Bank Personnel
None 4 Days
Stipend Account through
Financial Data Entry DOST Core Group
System (Individually)
TOTAL None 15 Days *

* Request of Stipend is qualified for Multi–stage processing
Note: (1) Upon the availability of Budget from DOST Main Office, Bicutan.
(2)
Upon the release of CHECK from Cash office.
1867
DOST Core Group (DOST Core)
Internal Service
1868
1. Request for Academic Performance of UP DOST Scholars
Request of the unit for UP Diliman DOST Scholar academic performance report
Office or Division: UPD DOST CORE GROUP

Who may avail: DOST- Science Education Institute
1. Letter of request Requesting Party

1. Submit letter of
request regarding of 1. Receive letter of
Academic request with the Receiving Personnel
None 5 Minutes
Performance report approval of DOST DOST Core Group
of UP DOST Director.
Scholars
1.1 Monitor and

evaluate the
academic
Analyst
performance of UP None 2 Days
DOST Core Group
DOST scholars
using the prescribed
guidelines from SEI
2. Reply of the
2. Receive
academic request will be 4 Days, 7
Releasing Personnel
performance Report submitted to DOST None Hours, 55
DOST Core Group
of UP DOST Main Office, Minutes
Scholars Bicutan.
TOTAL None 7 Days
1869
Office of Counseling and Guidance (OCG)
External Service
1870
1. Counseling
Academic, personal/interpersonal, career and other concerns of the students.
Office or Division: Office of Counseling and Guidance (OCG)

Who may avail: All UP Diliman students
Duly accomplished Basic Information Sheet (BIS) for

Front Desk
Individual client
Letter of Request addressed to the Director for group

Requesting Party
counselling and guidance with endorsement of Adviser

1. Give logbook to
1. Sign in the Log Receiving Personnel
client. None 5 Minutes
Book OCG
2. Fill-out the Basic 2. Instruct the client

Receiving Personnel
Information to fill-out the Basic None 30 Minutes
OCG
Sheet Information Sheet
3. Report to the
3. Refers to the
Guidance Receiving Personnel
Guidance Services None 2 Minutes
Services OCG
Specialist
Specialist
4. Go to the cubicle
of the Guidance 2 Hours Guidance Services
Services 4. Counsel client None Specialist
Specialist for OCG
counselling.
2 Hours, 37
TOTAL None Minutes
1871
2. Psychological Assessment and Evaluation
Personality, mental ability, academic, aptitude, career and other psychological
measures.
Who may avail: All UP Diliman students
Duly accomplished Basic Information Sheet (BIS)

Front Desk
for Individual client
Referral Letter College Secretary

1. Signs in the Log Give Log Book to

Receiving Personnel
Book and Fill-out the Client None 5 Minutes
OCG
the BIS
2. Fill-out the Basic Instruct the client Receiving Personnel

None 30 Minutes OCG
Information Sheet to fill-out the Basic
Information Sheet
3. Report to the Refers to the

Receiving Personnel
Guidance Services Guidance Services None 2 Minutes
OCG
Specialist Specialist
Guidance Services
of the Guidance
Counsel Client None 30 Minutes Specialist
Services Specialist OCG
for counselling.
2 Hours and Guidance Services

5. Take the tests Administer tests None 30 Minutes Specialist
OCG
1872
Scores and Guidance Services
6. Wait for the test
evaluates test None 3 Days Specialist
results OCG
results
7. Report to the
Guidance Services
Guidance Services Interpret test
None 1 Hour Specialist
Specialist results OCG
Guidance Services
8. Get Evaluation Write and prepare
None 10 Days Specialist and Director
Report Evaluation Report OCG
13 Days, 4
TOTAL None Hours, 37
Minutes
3. Referral Service
Clients perceived to be better helped by other mental health professionals will be referred
with the approval of the client. Students who need more specialized support are referred to
appropriate professional/offices.

Who may avail:
All UP Diliman Students

Front Desk
Referral Letter College Secretary/Dean/Professor

1. Signs in the Log 1. Give Log Book to Receiving Personnel

None 5 Minutes
Book the client. OCG
2. Fill-out the Basic Receiving Personnel

None 30 Minutes
Information Sheet OCG
1873
2. Instruct the client
to fill-out the Basic
Information Sheet
3. Report to the 3. Refers to the

Receiving Personnel
Guidance Services Guidance Services None 2 Minutes OCG
Guidance Services
of the Guidance 4. Counsel the 2 Hours
None Specialist
Services Specialist client. OCG
for counselling.
2 Hours, 37
TOTAL None Minutes
4. Seminars and Workshops, Career Orientation

The Guidance Services Specialists acts as resource persons/speakers for various
requests in seminar-workshop, training, stress management and college orientation by
UP Diliman students.

Who may avail:
All UP Diliman students, Non UP Clients
Letter of request addressed to the Director
- The letter must contain the following information: Date and Requesting Party
time, venue, number of participants and contact person/
number. If off-campus venue, the “pick and drop”
arrangement should be specified in the letter.

1. Submit/e-mail Receiving
1. Give letter to the
letter request. None 2 Minutes Personnel
Director OCG
2. Wait for the action 2. Assign the letter Director
None 1 Day
of the Director request to the OCG
1874
Guidance Services
Specialist
3. Talk to the
Resource Person/
Speaker assigned
once notified by 3. Guidance Services Guidance Services
the Receiving Specialist attends the None 30 Minutes Specialist
personnel on the request. OCG
action of the
Director.
1 Day, 32
TOTAL None
Minutes
5. Assistance on Personnel Assessment and Evaluation Assessment
Assessment services are provided to Non-UP clients upon request to aid in promotion,
job-employee, matching and etc.
Who may avail: All Non-UP Clients
Letter of request addressed to the Director Non-UP Clients

1. Submit Letter
1. Submit/e-mail letter of Receiving Personnel
Request to the None 2 minutes
request. OCG
Director
Clerical-
P3,000
Technical-
2. Pay the testing fee at
2. Issue Order of P6,000 Receiving Personnel
the UP Cashier’s 5 minutes
Payment Form Supervisory OCG
Office
and Mana-
gerial -
P9,000
3. Inform schedule
3. Ask for the Testing Receiving Personnel
of test None 2 Minutes
Schedule OCG
1875
Guidance Services
4. Report for testing on a
4. Administer tests None 4 Hours Specialist
scheduled date. OCG
5. Scores,
evaluates and Guidance Services
5. Wait for the test Specialist and
prepares None 10 Days
results. Director
Test/Evaluation OCG
Report
6. Release of
6. Pick-up sealed Test/Evaluation
Releasing Personnel
Test/Evaluation Report addressed None 2 Minutes OCG
Results to the requesting
unit
10 Days, 4
Minutes
6. Parent Conference
This dialogue seeks support from parents to enhance the potentials of their children in
college.

Who may avail: Parents of UP Diliman students
Letter of request addressed to the Director Requesting Party

CLIENT STEPS
1. Give Letter
1. Submit/e-mail Receiving Personnel
Request to the None 2 Minutes
letter request. OCG
Director
2. Director assign
2. Wait for the Action Guidance Director
None 1 Day
of the Director Services OCG
Specialist
1876
3. Attend the Parent
Conference on a 3. Facilitate the Guidance Services
scheduled date at Parent None 2 Hours Specialist
a designated Conference OCG
venue.
1 Day, 2 Hours, 2
TOTAL None
Minutes
6. Career Exploration and Job Search Assistance

The forum will empower graduating students to write career objectives, curriculum vitae,
electronic curriculum vitae, interview techniques, corporate image projection, community
service and admirable traits in the workplace.

Who may avail: All UP Diliman graduating students
Letter request addressed to the Director UP Diliman graduating students

1. Submit letter
letter request. OCG
Director
2. Wait for the 2. Director assign

Director
Action of the Guidance Services None 1 Day OCG
Director Specialist
3. Attend the
3. Facilitate the
Career Guidance Services
Career Exploration
Exploration and None 1 Hour Specialists
and Job Search OCG
Job Search
Event
Event
1877
1 Day, 1 Hour,
TOTAL None
2 Minutes
8. Processing of Participation in University Job Fair (For Companies)

This is an event where agencies and corporate groups set up booths in the campus to
meet with graduating students to explore possible employment in their workplace.

Who may avail: Private Companies and Government Agencies
University Job Fair Invites/Packages Office of Counseling and Guidance

Reply Slip or Confirmation Form Office of Counseling and Guidance
Order of Payment Office of Counseling and Guidance
CLIENT STEPS
1. Submits/e-mail
1. Assist and
Reply Slip or Receiving Personnel
attend the None 5 Minutes
Confirmation OCG
client.
Form
Co-Presenter
PHP
85,000.00
Corporate
2. Choose the
2. Give the PHP
package.
packages 60,000.00
Receiving Personnel
15 Minutes
2.1 Secure the OCG
2.1 Issue Order Major Sponsor
Order of
of Payment PHP
Payment that will
40,000.00
be issued
Minor Sponsor
PHP
25,000.00
1878
3-Day
Participation
PHP
20,000.00
2-Day
Participation
PHP
15,000.00
1-Day
Participation
PHP
12,000.00
3. Accept the
payment
based on the
3. Pay the
Order of
participation fee Cashier
Payment 15 Minutes
at the UP None Diliman Cash Office
Cashier’s Office
3.1 Issue the
Official
Receipt
Confirms
4 Submit the Participation
Receiving Personnel
Official Receipt and give the None 15 Minutes
OCG
to the OCG booth
assignment
5 Proceed to the
Job Fair venue
and install Director, Guidance
materials and Supervises, Services Specialists,
Staff
equipment at Mans and
None 4 Days OCG
the designated facilitates the Partner Student
booth. Event Organizations
UP Diliman
5.1 Man the booth
assigned
Depends on
the package
4 Days, 50
TOTAL chosen.
Minutes
Refer to the
fees above
1879
Office of Counseling and Guidance (OCG)
Internal Service
1880
1. Counseling
Academic, personal/interpersonal, career and other concerns of the faculty and staff.
Who may avail: All UP Diliman Faculty and Staff
Duly accomplished Basic Information Sheet (BIS) for

Front Desk
Individual client
Letter of Request addressed to the Director for group

counselling with endorsement of the Dean and or the Unit Requesting Party
Head.

CLIENT STEPS
1. Sign in the Log 1. Give logbook
Receiving Personnel
Book to client. None 5 Minutes OCG
2. Instruct the
2. Fill-out the Basic client to fill-out
Receiving Personnel
Information the Basic None 30 Minutes OCG
Sheet Information
Sheet
3. Report to the 3. Refers to the

Guidance Guidance Receiving Personnel
None 2 Minutes
Services Services OCG
of the Guidance 2 Hours Guidance Services
Services 4. Counsel client None Specialist
Specialist for OCG
counselling.
2 Hours, 37
TOTAL None Minutes
1881
2. Psychological Assessment and Evaluation
Personality, mental ability, academic, aptitude, career and other psychological
measures.
Who may avail:
All UP Diliman Faculty and Staff

Front Desk
Referral Letter College Secretary

CLIENT STEPS
1. Give Log
1. Signs in the Log
Book to the Receiving Personnel
Book and Fill-out the None 5 Minutes
Client OCG
BIS
2. Instruct the
2. Fill-out the Basic client to fill- Receiving Personnel
None 30 Minutes
Information Sheet out the Basic OCG
Information
Sheet
3. Refers to
3. Report to the
the Guidance Receiving Personnel
Guidance Services None 2 Minutes
Services OCG
Specialist
Specialist
4. Pay attention to Guidance Services

4. Counsel
the Counseling None 30 Minutes Specialist
Client OCG
Session
2 Hours and 30 Guidance Services

5. Administer
5. Take the tests None Minutes Specialist
tests OCG
1882
Scores and Guidance Services
6. Wait for the test
evaluates test None 3 Days Specialist
results OCG
results
7. Report to the
Guidance Services
Guidance Services Interpret test
None 1 Hour Specialist
Specialist results OCG
Write and
Guidance Services
8. Get Evaluation prepare
None 10 Days Specialist and Director
Report Evaluation OCG
Report
13 Days, 4
Minutes
3. Referral Service
Clients perceived to be better helped by other mental health professionals will be referred
with the approval of the client. Faculty and staff who need more specialized support are
referred to appropriate professional/offices.

Who may avail:

Front Desk
Referral Letter College Secretary/Dean/Professor

1. Signs in the Log 1. Give Log Book Receiving Personnel

Book to the client.
None 5 Minutes OCG
1883
2. Instruct the
2. Fill-out the Basic Receiving Personnel
client to fill-out the None 30 Minutes
Information Sheet OCG
Basic Information
Sheet
3. Refers to the
3. Report to the
Guidance Receiving Personnel
Guidance Services
Services
None 2 Minutes
OCG
Specialist
Specialist
4. Go to the cubicle 2 Hours Guidance Services
of the Guidance 4. Counsel the
Services Specialist client.
None Specialist
OCG
for counselling.
2 Hours, 37
TOTAL None Minutes
4. Seminars and Workshops, Career Orientation

The Guidance Services Specialists acts as resource persons/speakers for various
requests in seminar-workshop, training, stress management and college orientation by
UP Diliman Faculty and Staff.

Who may avail:
Letter of request addressed to the Director
- The letter must contain the following information: Date and Requesting Party
time, venue, number of participants and contact person/
number. If off-campus venue, the “pick and drop”
arrangement should be specified in the letter.

1. Submit/e-mail Receiving
1. Give letter to the
letter request. None 2 Minutes Personnel
Director OCG
1884
2. Assign the letter
2. Wait for the action
request to the Director
of the Director None 1 Day
Guidance Services OCG
Specialist
3. Talk to the
Resource Person/
Speaker assigned
3. Guidance Guidance Services
once notified by the
Services Specialist None 30 Minutes Specialist
Receiving personnel OCG
attends the request.
on the action of the
Director.
1 Day, 32
TOTAL None
Minutes
5. Assistance on Personnel Assessment and Evaluation Assessment
Assessment services are provided to UP Diliman units upon request to aid in promotion,
job-employee, matching and etc.
Letter of request addressed to the Director UP and Non-UP Clients

1. Submit Letter Receiving
1. Submit/e-mail letter
Request to the None 2 minutes Personnel
of request. OCG
Director
PHP 500
for Salary
Grade 11
and above;
2. Pay the testing fee at Receiving
2. Issue Order of
the UP Cashier’s 5 minutes Personnel
Payment Form Free for OCG
Office
Salary
Grade 10
and below
1885
3. Inform schedule Receiving
3. Ask for the Testing
of test None 2 Minutes Personnel
Schedule OCG
Guidance Services
4. Report for testing on
4. Administer tests None 4 Hours Specialist
a scheduled date. OCG
5. Scores,
evaluates and Guidance Services
5. Wait for the test Specialist and
prepares None 10 Days
results. Director
Test/Evaluation OCG
Report
6. Release of
6. Pick-up sealed Test/Evaluation Releasing
Test/Evaluation Report addressed None 2 Minutes Personnel
Results to the requesting OCG
unit
10 Days, 4
TOTAL P500.00 Hours, 11
Minutes
6. Training Assistance
The office provides training on topics such as wholeness in the workplace, staff care,
conflict resolution etc. to units in the University upon request.
Type of Transaction: Government to Government (for UP employees)
Who may avail: UP Diliman Faculty and Staff
Letter request addressed to the Director Requesting Party

CLIENT STEPS
1. Give letter
letter request. OCG
Director
1886
2. Director assign
2. Wait for the Action Guidance Director
None 1 Day
of the Director Services OCG
Specialist
Guidance Services
3. Attend the 3. Facilitate the
None 4 Hours Specialists
Training Training OCG
1 Day, 4 Hours,
TOTAL None
2 Minutes
1887
Office for Student Ethics (OSE)
External Service
1888
1. Issuance of OSE Clearance
Issuance of certification that a student has no pending disciplinary case.

Office for Student Ethics (OSE) formerly Student Disciplinary Council
Office or Division:
(SDC)
1. Fill up the OSE Online Clearance

Application Form and provide the following
details:
a. Email address
b. Student Number
c. College
d. Name
e. Gender
OSE Online Clearance Application:
f. Purpose of clearance
https://bit.ly/sdcclearance
* Incomplete details might cause delay in
processing the clearance.
2. Online applications must be received on or

before the 12nn cut-off time. Applications
received after the cut-off time will be
processed the second day and will be
released the third day.
3. For Representatives, provide the following:
a. authorization letter
b. ID of the representative Requesting Party
c. photocopy of ID of the student

1. Wait for online
1. Fill up the OSE
applications to be
Online Clearance Administrative
queued in
Application Form. None 1 Day Assistant V
database until OSE
12:00nn cut- off
time.
2. Request received Administrative
2. Students may email
within the 12nn cut- None 4 Hours Assistant V
the OSE to confirm if OSE
off time will be
1889
the application was checked using the
received. CRS and databases
of student cases and
other official files on
records. Also, SDC
Officer will reply to
the email updating
the status of online
application.
2.1. Remove the
names of
Administrative
students with
None 1 Hour Assistant V
pending OSE
disciplinary
cases.
3. Students excluded in 3.1 Notify excluded Administrative
the list will visit the students to visit None 1 Hour Assistant V
OSE Office. OSE Office. OSE
3.2 Printing of OSE
Administrative
Clearances of
None 2 Hours Assistant V
students without OSE
pending cases.
3.3 Print out of
clearance for
checking the
accuracy of Administrative
names and None 1 Hour Assistant V
student numbers OSE
then SDC Officer
affixes her
initials.
3.4 OSE Chair signs Chair
None 2 Hours
clearances. OSE
3.5 Authorize staff Administrative
affixes dry seal None 1 Hour Assistant II
in the clearance. OSE
4. Wait for students
or
4. Students or representatives
to claim
representatives clearances and Releasing Personnel
receive clearances. None 4 Hours
release it to OSE
them as they
sign in the
receiving
database.
1890
TOTAL None 3 Days
2. Signing of waiver of pre-requisite, university clearance, property

clearance & certificate of candidacy
Certifying that a student has no pending disciplinary case.

Office or Division:
(SDC)
Type of
Transaction:
1. Leave the following forms in the OSE The following forms can be secured from:
Office: a. waiver of pre-requisite – Colleges
a. waiver of pre-requisite
b. property clearance b. property clearance – Colleges
c. certificate of candidacy c. certificate of candidacy – Colleges

and Office of Student Projects and
Activities (OSPA) (formerly Office
of Student Activities)
d. university clearance d. university clearance – Office of the

University Registrar (OUR)
* Incomplete details might cause delay in

signing the request forms.
2. Request forms must be received on or
before the 12nn cut-off time and will be
released the following day. Forms
received after the cut-off time will be
processed the second day and will be
released the third day.
3. For Representatives, provide the

following:
Requesting Party
b. ID of the representative
1891
1. Submit the
following forms in 1. Collect request
the OSE Office: forms received
a. waiver of pre- within the 12nn
requisite cut-off time.
Receiving Personnel
b. property None 1 Day
OSE
clearance
c. certificate of
candidacy
d. university
clearance
2. Students may 2. Request
email to OSE for received within
status update. the 12nn cut-off
time will be
checked using
the CRS and
databases of Administrative
student cases None 4 Hours Assistant V
and official files OSE
on record. Also,
SDC Officer will
reply to the
email updating
the status of the
request forms.
2.1. Remove the Administrative
names of None 1 Hour Assistant V
students with OSE
pending
disciplinary
cases.
3. Students excluded 3. Notify excluded Administrative
will visit the OSE students to visit None 1 Hour Assistant V
Office. the OSE Office. OSE
3.1. SDC Officer
affixes her Administrative
initials in the None 1 Hour Assistant V
request forms of OSE
students without
pending case.
3.2. OSE Chair
signs the None 1 Hour Chair
request forms. OSE
1892
4. Students or 4. Wait for
representatives students or
will receive the representatives
to claim the None 4 Hour
forms. Releasing Personnel
forms and
OSE
release it to
them as they
sign in the
receiving
database.
2 Days, 4
TOTAL None
Hours
3. Issuance of Certified True Copy of OSE Clearance
Students needing multiple copies of OSE Clearance.

Office or Division:
(SDC)
1. Present original and provide
photocopy (multiple copies) of OSE
Clearance.
2. For Representatives, provide the Requesting Party

following:
b. ID of the representative

CLIENT STEPS
1. Present original 1. OSE Staff will
and provide verify from
photocopy (multiple records if the Receiving Personnel
None 1 Hour
copies) of OSE copies are OSE
Clearance. from the
original
1893
issued OSE
Clearance.
1.1. Stamp
Administrative
“certified
None 5 Minutes Assistant II
true copy” & OSE
date.
Administrative
1.2. Authorized
staff signs. OSE
2. Students and 2. Authorized
staff affixes
representatives
dry seal in
receive the Releasing Personnel
clearance. None 15 Minutes
documents. OSE
Clearance is
ready for
releasing.
1 Hour, 25
TOTAL None
Minutes
4. Issuance of Certified True Copy of Case Documents
Certified True Copy of Case Documents as requested by Student-respondents.

Office or Division:
(SDC)
Who may avail: UP Diliman Students with student disciplinary records.
1. Letter of request and list of documents
Student-respondents
needed e.g. notices, transcripts, decisions
2. For Representatives, provide the following:

b. ID of the representative Requesting Party

1. Submit Letter of 1. Receipt letter of Receiving
None 5 Minutes
request and list of request. Personnel
1894
documents needed OSE
e.g. notices,
transcripts,
decisions.
2. Check the name
of the student-
2. Student-respondent respondent using
may send an email the CRS,
to the OSE for databases of
Administrative
status update of student cases and
None 4 Hours Assistant V
request. other official files OSE
on records. Also,
SDC Officer will
reply to the email
regarding status
update of request.
2.1. For approval of OSE Chair
None 1 Day
the OSE Chair. OSE
Administrative
2.2. Retrieve the case
None 1 Day Assistant V
folder. OSE
2.3. Retrieve the
documents
requested, verify,
Administrative
photocopy, stamp
“certified true OSE
copy” and signed
by authorized
staff.
3. Student- 3. Prepare
respondents or acknowledgement
representatives receipt and inform
receive the the student- Administrative
respondent that None 15 Minutes Assistant V
documents and OSE
documents
sign in the requested are
acknowledgement ready for pick-up.
receipt.
3 Days, 4
Minutes
1895
5. Receipt of Complaints Against Students
Initial step in handling student disciplinary case.

Office or Division:
(SDC)
Type of Transaction: Government to Citizen; Government to Government
Who may avail: UP Diliman Students, Faculty Members, Employees and Officials
1. Complainant/s will submit the following to
the OSE Office:
a. signed letter of complaint Complainant/s
b. incident report
c. evidence
1. OSE Staff will
1. Complainant/s will receive the
submit the documents
following to the submitted by the
OSE Office: complainant/s.
Receiving Personnel
None 5 Minutes
a. signed letter of OSE
complaint
b. incident report
c. evidence
1.1. Recorded in
the incoming Administrative
database of None 5 Minutes Assistant V
case-related OSE
communication.
1.2. Will be
Administrative
forwarded to
the OSE Chair OSE
and Members
1896
6. Determination of Jurisdiction and Probable Cause
Second step in handling student disciplinary case.

Office or Division:
(SDC)
Type of
Transaction:
1. Documents submitted by the
complainant/s:
a. signed letter of complaint
b. incident report Office for Student Ethics (OSE)
c. evidence
2. UP Diliman Code of Student Conduct

1. OSE Chair will
convene the
Members for an
emergency
1. Complainant/s
meeting to
may email OSE
determine
for status update
whether:
of the complaint.
a. the act subject
of the
complaint is
serious or less
3 Days Chair and Four (4)
serious
None (from receipt Members
misconduct; OSE
of complaint)
b. the misconduct
occurred in
more than one
college;
c. the students
involved belong
to more than
one college;
and,
d. there is
probable cause.
1897
1.1. OSE Chair will
5 Days
call parties for Chair
None (from receipt
Preliminary OSE
of complaint)
Investigation.
1.2. OSE Chair or
5 Days
Member will issue
(from last Chair and Four (4)
a memorandum re
None Preliminary Members
determination of OSE
Investigation
jurisdiction and
Hearing)
probable cause.
1.3. OSE Chair or
Member will
constitute an Ad
Hoc Disciplinary
Hearing
Committee
(AHDHC)
composed two (2) 6 Days
tenured faculty (from Chair and Four (4)
members and one None determination Members
(1) student of probable OSE
representative that cause)
will hear and
recommend
corrective
measures if the
misconduct is
found to be
committed.
1.4. Both
memorandums
will be served to
the following:
a. Complainant/s
b. Respondent/s
Recording Secretary
c. AHDHC
None 1 Day and Process Server
Members OSE
d. Office of the
Chancellor
e. Deans of the
Respondent/s
f. Parents of the
Respondents
1.5. OSE Chair or
Chair and Four (4)
Member will
None 1 Day Members
recommend a OSE
tenured faculty
1898
member to be
appointed as the
University
Representative of
the case.
TOTAL None 21 Days
7. Conduct of Alternative Dispute Resolution
ADR can be employed to less serious cases.

Office or Division:
(SDC)
1. Documents submitted by the complainant/s:
b. incident report
c. evidence
3. ADR Agreement (Community Service

Agreement) between the complainant and
respondent/s.
4. Report of Alternative Dispute Resolution
5. Certification of Completion of Community

Service
6. Notice of Compliance to ADR

1. Complainant/s may 1. For less serious
agree to resolve the cases the OSE
Chair or Four (4)
complaint/conflict Chair may
None 1 Day Members
through Alternative employ OSE
Dispute Resolution Alternative
(ADR). Dispute
1899
Resolution (ADR)
in resolving the
complaint/conflict.
2. Notice of ADR
2. Complainant/s will
will be sent to the
confirm his/her
complainant/s
attendance in the
and Chair or Four (4)
ADR Meeting.
respondent/s. None 1 Day Members
Included in the OSE
Notice is the
invitation for
meeting.
3. During the ADR
Meeting the
3. Attend the ADR following will be
Meetings discussed:
a. agreement of
both parties to
employ ADR
instead of
prospering
into case;
b. willingness of
the
respondent/s
Chair or Four (4)
to engage in
None 1 Day Members
community OSE
service;
c. type and
duration of
community
service based
on the
misconduct.
d. if necessary,
set another
meeting
and/or submit
additional
documents.
4. Prepare ADR
4. Review, approve Report to be
and sign the ADR signed by the 7 Days Chair or Four (4)
Report. OSE Chair or None (from last ADR Members
Member, Meeting) OSE
Complainant/s,
Respondents.
1900
4.1. Upon receipt of
Certification of
Completion of
Community
7 Days
Service from the Chair or Four (4)
(from receipt of
Respondent/s, the None Members
certification of OSE
OSE Chair or
complaint)
Member will issue
a Notice of
Compliance to
ADR.
4.2. In case the
Respondent/s
failed to comply
with the ADR
3 Days
Agreement, the
(from report of
OSE Chair or Chair or Four (4)
failure to
Member will None Members
comply with OSE
prepare a report
ADR
on failure of ADR
agreements)
thus a case will
be filed against
the
Respondent/s.
TOTAL None 20 Days
8. Issuance of Summons
Summons with attached complaints, OSE Memorandums, and other pertinent

documents will be served to the Respondent/s to formally inform them that a case
was filed against them.
Office or Division: Office for Student Ethics (OSE) formerly Student Disciplinary Council (SDC)
Type of
Transaction:
complainant/s:
a. signed letter of complaint Office for Student Ethics (OSE)
b. incident report
c. evidence
1901
2. Memorandum on the Determination of
Jurisdiction and Probable Cause
3. Memorandum on the Constitution of the

Ad Hoc Disciplinary Hearing Committee
4. Summons

1. The constituted
1. The AHDHC will issue
Respondents Summons with
attached
shall answer in
complaints, OSE
writing within a Memorandums 4 Days Ad Hoc Disciplinary
non-extendible and other (from Hearing Committee
None
period of five (5) pertinent constitution of Members
days from the documents to the AHDHC) OSE
receipt of the Respondent/s to
formally inform
Summons and
them that a case
its attachments. was filed against
them.
1.2. The Summons
and its
attachments will
be served to the
Respondent/s
through the
following:
a. Department
Chair, Institute
Director Recording Secretary
and/or None 1 Day and Process Server
College OSE
Secretary;
b. Electronic
mail to the
Respondent/s’
Webmail
account;
c. Registered
mail to the
respondent/s’
1902
residence
address; and
d. To the minor
respondent/s’
parents or
guardians.
TOTAL NONE 5 Days
9. Conduct of Preliminary Meeting/Hearing
Preliminary Meeting shall be mandatory, the University Representative and

Respondents are required to attend.
Type of
Transaction:
complainant/s:
d. signed letter of complaint
e. incident report
f. evidence

3. Memorandum on the Constitution of the Office for Student Ethics (OSE)

Ad Hoc Disciplinary Hearing Committee
(AHDHC)
4. Summons
5. Written-answers of the Respondent/s

1903
1. The AHDHC
1. The Respondents shall set the
will confirm his Preliminary
Meeting date not
attendance in the
later than one (1)
Preliminary week after Ad Hoc Disciplinary
Meeting. receipt of the Hearing Committee
None 5 Days
respondent’s Members
answer or after OSE
the expiration of
the period within
which the
respondent
should answer.
1.2. The AHDHC will
issue a Notice
of Preliminary
Meeting to the
Respondent/s,
University
Representative,
Recording Secretary
private-
None 1 Day and Process Server
complainant. OSE
Copy furnished
the Dean/s of
the
Respondent/s.
The Notice of
Preliminary
Meeting
3. Attend the 3. During the
Preliminary preliminary
Meeting and if meeting, the
necessary submit parties shall
additional consider all
documents matters that will
aid in the prompt
disposition of the Ad Hoc Disciplinary
Hearing Committee
case, such as None 1 Day Members
any facts OSE
admitted,
marking of
documents to be
presented, dates
of hearings,
identity of
witnesses and
1904
the gist of their
testimony; and,
in less serious
cases, an
amicable
settlement.
3.1 If no resolution
was made during
the Preliminary
Meeting, the
AHDHC will
proceed to
Hearing. The
initial hearing
must be set not
later than one (1)
week after the
receipt by the Ad Hoc Disciplinary
parties of the Hearing Committee
preliminary Members
meeting report. OSE
Hearings must
be completed
within two (2)
months after the
initial hearing
after which the
Ad Hoc
Disciplinary
Hearing
Committee shall
decide the case.
TOTAL None 7 Days
10. Preparation of Preliminary Meeting Report, Hearing Report and

Final Committee Report
Matters taken and agreed upon during meetings shall be reduced in writing and
attested to by the members of the Ad Hoc Disciplinary Hearing Committee present,
the University representative and/or the private complainant, and the respondent.
1905
Type of
Transaction:
complainant/s:
b. incident report
c. evidence

3. Memorandum on the Constitution of the

Ad Hoc Disciplinary Hearing Committee Office for Student Ethics (OSE)
(AHDHC)
4. Summons
5. Written-answers of the Respondent/s
6. Minutes of meeting/hearings

2. The Preliminary
Meeting Report
1. Review and will include the
approve the following:
Preliminary a. attendance
b. facts
Meeting admitted, 6 Days
Report. c. marking of (from the AHDHC Members and
documents to None conduct of Recording Secretary
be presented, Preliminary OSE
d. dates of Meeting)
hearings, if
any; and
e. identity of
witnesses and
the gist of their
testimony
1906
2. The Hearing
Report will
2. Review, and include the
following:
approve the
a. attendance
Hearing b. testimony of
Reports. the AHDHC Members and
Respondent/s None 6 Days Recording Secretary
and witness OSE
c. answer to
clarificatory
questions
d. dates of
hearings, if
any
3. Preliminary
Meeting Report
and Hearing
3. Sign the
Report/s will be
reports.
signed by the
AHDHC, Recording Secretary
None 2 Days
University OSE
Representative,
Respondents,
Private-
complainant and
other attendees.
3.1. The Final
Committee
Report will
include the
following:
a. attendance of
the
Preliminary
Meeting and 15 Days
AHDHC Members and
Hearings (from final
None Recording Secretary
b. summary of hearing of the OSE
Preliminary AHDHC)
Meeting
Report and
Hearing
Report/s
c. decision of the
AHDHC, if the
Respondent/s
committed or
1907
did not commit
the
misconduct
d. recommended
corrective
measure/s
e. additional
corrective
measure/s
f. justification/s
on the
AHDHC
decision and
corrective
measure/s.
TOTAL None 29 Days
11. Issuance of OSE Decision and Finality
The OSE Chair or Member shall issue OSE Decision within seven (7) days of receipt
of Final Committee Report. If no appeal is filed by either party of the case, the Decision
shall be final and executory.
Type of
Transaction:
complainant/s:
b. incident report
c. evidence
3. Memorandum on the Constitution of

the Ad Hoc Disciplinary Hearing
Committee (AHDHC)
1908
4. Summons
5. Written-answer of the Respondent/s
6. Preliminary Meeting Report and

Hearing Report
7. Final Committee Report

1. The OSE Chair
1. The or Member/s
Respondent/s shall adopt the
may file an resolution and
appeal to the shall affirm or
Office of the modify the
recommended
Chancellor 7 Days
corrective Chair or Four (4)
within seven (7) (from receipt of
measures within None Members
working days the AHDHC OSE
prescribed
upon receipt of recommendation)
range, if any,
the OSE within seven (7)
Decision. days after the
submission of the
Final Committee
Report of the
AHDHC.
1.2. The OSE
Decision shall be
served to the
Respondent/s,
University
Representative
and Private- 3 Days Recording Secretary
complainant/s, None (from receipt of and Process Server
copy furnished OSE Decision) OSE
the following:
a. Office of the
Chancellor
b. Office of the
Vice
Chancellor for
1909
Student
Affairs
c. Dean/s of the
Respondent/s
d. Members of
the AHDHC
e. Office of the
University
Registrar
f. Parent/s of the
Respondents
1.3. The parties
shall each be
served a copy of
the OSE Decision
Recording Secretary
and Finality of
None 2 Days and Process Server
Decision in the OSE
same manner as
the Summons
and other notices
is being served.
TOTAL None 12 Days
12. Consultation regarding the provisions on the Code of Student

Conduct
The OSE accommodate consultations regarding the provisions on the Code of

Student Conduct.
Type of
Transaction:
Who may avail: UP Diliman Students, Faculty, and Administrative Staff
1. Request for appointment that can be
made in written or through phone call. Requesting Party

1910
1. The OSE staff
will stamp the
1. Client may
date and time
request
upon receipt of
appointment
the written
which can be in
request. Request
written or Receiving Personnel
made through None 1 Day
through phone OSE
phone call, a
call.
request a slip will
be prepared.
Forwarded to
OSE Chair for
approval.
1.2. Request
Chair
approved by None 1 Day
OSE
OSE Chair.
1.3. OSE Staff will
confirm the Staff
None 1 Day
appointment to OSE
the Client.
1.4. Consultation Chair and/or Member
None 1 Day
will be held. OSE
TOTAL None 4 Days
13. Request for Orientation on the Code of Student Conduct
The OSE is mandated to conduct orientations on the Code of Student Conduct.

Office or Division:
(SDC)
Who may avail: UP Diliman Students, Faculty, and Administrative Staff
1. Letter of request with the following details:
a. date and time of orientation
Requesting Party
b. attendees of the orientation
(students, faculty members or
administrative staff).
1911
1. The OSE staff
1. Client will prepare will stamp the
letter of request with date and time
the following details: upon receipt of
the letter of
a. date and time of request. Then
orientation forwarded to
OSE Chair for Receiving Personnel
None 1 Day
b. attendees of the approval. OSE
orientation
(students,
faculty members
or administrative
staff).
1.1. Request
Chair
approved by None 1 Day
OSE
OSE Chair
1.2. OSE Staff
Administrative
will confirm
the OSE
appointment.
Chair and/or
1.3. Orientation
None 1 Day Member and Staff
will be held. OSE
TOTAL None 4 Days
1912
Internal Service
1913
1. Receipt of Complaints Against Students
Initial step in handling student disciplinary case.

Office or Division:
(SDC)
Who may avail: UP Diliman Officials, Faculty Members, and Employees
2. Complainant/s will submit the following
to the OSE Office:
d. signed letter of complaint Complainant/s
e. incident report
f. evidence
2. OSE Staff will
2. Complainant/s receive the
will submit the documents
following to the submitted by the
OSE Office: complainant/s.
Receiving Personnel
None 5 Minutes
d. signed letter OSE
of complaint
e. incident report
f. evidence
2.1. Recorded in
the incoming Administrative
database of None 5 Minutes Assistant V
case-related OSE
communication.
2.2. Will be
Administrative
forwarded to
the OSE Chair OSE
and Members
1914
2. Consultation regarding the provisions on the Code of Student
Conduct
The OSE accommodate consultations regarding the provisions on the Code of

Student Conduct.
Office or
Office for Student Ethics (OSE) formerly Student Disciplinary Council (SDC)
Division:
Type of
Transaction:
Who may avail: UP Diliman Officials, Faculty, and Administrative Staff
1. Request for appointment that can be
made in written or through phone call. Requesting Party

1. The OSE staff
will stamp the
1. Client may
date and time
request
upon receipt of
appointment
the written
which can be in
request.
written or
Request made Receiving Personnel
through phone None 1 Day
through phone OSE
call.
call, a request a
slip will be
prepared.
Forwarded to
OSE Chair for
approval.
1.2. Request
Chair
approved by None 1 Day OSE
OSE Chair.
1.3. OSE Staff will
confirm the Staff
None 1 Day
appointment to OSE
the Client.
1.4. Consultation Chair and/or Member
None 1 Day
will be held. OSE
TOTAL None 4 Days
1915
3. Request for Orientation on the Code of Student Conduct
The OSE is mandated to conduct orientations on the Code of Student Conduct.

Office or Division:
(SDC)
Who may avail: UP Diliman Officials, Faculty, and Administrative Staff
1. Letter of request with the following details:
a. date and time of orientation
Requesting Party
b. attendees of the orientation
(students, faculty members or
administrative staff).
1. The OSE staff
1. Client will prepare will stamp the
letter of request with date and time
the following details: upon receipt of
the letter of
a. date and time of request. Then
orientation forwarded to
OSE Chair for Receiving Personnel
None 1 Day
b. attendees of the approval. OSE
orientation
(students,
faculty members
or administrative
staff).
1.1. Request
Chair
approved by None 1 Day OSE
OSE Chair
1.2. OSE Staff Administrative
will confirm the None 1 Day Assistant V
appointment. OSE
Chair and/or Member
1.3. Orientation
None 1 Day and Staff
will be held. OSE
TOTAL None 4 Days
1916
Office of Scholarships and Grants (OSG)
External Service
1917
1. Processing of Donation for Scholarships
Accepts and processes scholarship donations from organizations, associations,

small groups and private individuals.
Office or Division: Office of Scholarships and Grants (OSG)

Who may avail: Organizations, associations, small groups and private individuals
can support UP students by helping the University shoulder a portion
of total cost of obtaining a degree.
Requesting Party
1. Letter of request from donor; and
2. Duly accomplished memorandum of agreement/ or notarized Scholarship Section

approved implementing rules and regulations of the grant. OSG
Note: The donor may avail the 150% tax credit and exemption
from donor's tax in the Philippines.

1. Submit duly 1. Check the None 30 Days Scholarship Affairs

accomplished completeness of Officer and/or
Memorandum MOA, donation and Scholarship Section
of Agreement other related Head
OSG
(MOA) and documents.
other related
documents.
2. Donations are 2. Cash and check None 30 Minutes Scholarship Affairs

by cash or donations shall be Officer
check. acknowledged with a OSG
temporary receipt.
2.1 Donations will be None 3 Days Accounting Clerk

deposited to the (for local) UPD Cash Office
UP Diliman Cash
Office for Diliman 60 Days
Scholarships and (for foreign)
1918
UP System
Accounting for
Systemwide
Scholarships.
2.2 Issue an official None

receipt.
3. Donors 3. The official receipt None 3 Days Scholarship Affairs

receive the shall be sent to the (by email) Officer
official donor's mailing OSG
receipt. address.

30 Minutes
(for local)
93 Days,
30 Minutes
(for foreign)
UP Scholarship Programs provide financial assistance to students through the granting of

allowances and stipends to cover their tuition and other school fees, books, board and lodging,
and transportation.
The cost of studying in the University
In UP Diliman a full-time student is expected to incur substantial amount of expenses, which

includes board and lodging expenses and school fees. The total amount is approximately
Php70,000.00 per semester or Php140,000.00 per year, broken down as follows:
School fees per semester (18 units plus miscellaneous fees) Php 30,000.00
Monthly stipend (approximately Php7,000 for board and lodging) Php 35,000.00
Book allowance Php 5,000.00
Total per semester Php 70,000.00
Total per year (2 semesters) Php 140,000.00
For UP Pampanga students, their expenses are lower due to reduced school fees charged at
the start of the semester. Their expected cash outlay is approximately P60,000.00 per
semester or P120,000.00 per year, broken down as follows:
1919
For Graduate Students (master's and doctoral), tuition rate per graduate unit credit varies in
the different colleges but the total cost per semester is almost equal to the total cost of per
semester for undergraduate students. Library and laboratory fees and other school costs also
vary depending on the course. In addition to these expenditures, graduate students incur
student research costs, which are estimated to be:
Master's (Thesis) Php 25,000.00

Doctoral (Dissertation) Php 50,000.00
The values stated above pertain to costs shouldered by enrollees in the University. UP still
covers a substantial portion of the school fees as it shares in all costs attributable to teaching,
such as the salaries of faculty members and support staff, cost of office supplies and materials,
utilities expenses, cost to repair of classroom or laboratory equipment, and other costs to
maintain University academic facilities. UP also covers direct and indirect costs for university
research and extension services, maintenance cost of land and buildings, and other costs to
enable the University perform its mandate for the country.
Modes of Donation
Through UP Scholarship Programs, donors may contribute to cover a portion or the entire cost
of studying in the University. Donors may opt to do so through Semestral Contribution or by
setting up an Endowment Fund.
Semestral Contribution
Donors can support UP students by contributing funds every semester to defray the entire cost
shouldered by students studying in UP. The amounts are estimated to be:
For Undergraduate Students (18 units load)

Php 70,000.00 per semester for UP Diliman, UP Manila, and UP Los Baños
Php 60,000.00 per semester for UP Baguio, UP Cebu, UP Mindanao, and UP Pampanga
For Graduate Students (12 units load)

Php 70,000.00 per semester for UP Diliman, UP Manila, and UP Los Baños plus Php 25,000
to Php 50,000 for Master's/Doctoral research costs
Php 60,000.00 per semester for UP Baguio, UP Cebu, UP Mindanao, and UP Pampanga plus
Php 25,000 to Php 50,000 for Master's/Doctoral research costs
1920
Donors are requested to commit funding support for the UP Scholarship Program for at least
a two-year period and whenever possible, for at least a five-year period. To cover the cost of
administering the Program, fees may be charged from the donation based on the total
contribution made by the donor.
Endowment Fund
The ideal form of UP Scholarship Program is made through the creation of Endowment Funds
since benefits can be enjoyed by the scholarship awardee in perpetuity. Donors can give one
lump sum amount, or build such a lump sum over a short period. The minimum amount of
donation is Php 2,500,000.00 to generate an annual interest income that will cover costs in
perpetuity.
Donors who cannot make the minimum commitment to create endowment funds are
encouraged to allow the University to pool their donations so that bigger endowments can be
developed. For example, members of an alumnus family or members of a class may pool
resources together to establish bigger endowment funds so adequate interest income can be
generated.
To cover the cost of administering the Program, fees may be charged from the donation based
on the total contribution made by the donor.
Selection of Awardees
Donors may indicate certain qualifications of UP students to be given priority during the
selection of grantees. Donors may indicate the intended courses, colleges, residences, or
year level of UP students they wish to support. These conditions shall be subject to approval
by the Office of the Chancellor or the Office of the President. In addition, donors may opt to
support more than one (1) UP student per semester.
As a general rule, every UP Scholarship Program awardee must maintain good scholastic
standing. Moreover, the awardee must not have been the subject of disciplinary action
involving a five-day suspension from classes, or more serious actions.
1921
2. Processing of Donation for Adopt-a-Student Program
Accepts and processes donations for Adopt-a-Student Program from

organizations, small groups, private-individuals, UP Faculty, UP Staff and UP
Students.

Who may avail: Organizations, small groups, private individuals, UP Faculty, UP
Staff and UP students can help by contributing a portion of their
income and allowance to a pool of funds to finance the
allowance/tuition fee of students under the program.
STFAP Section
1. Duly accomplished pledge of donation; and OSG
2. Deposited Donation Requesting Party
Note: The donor may avail the 150% tax credit and
exemption from donor's tax in the Philippines.
1. Submit duly 1. Check the None 30 Minutes Scholarship Affairs

Officer and/or
accomplished completeness of
STFAP Section
pledge of the form and Head
donation. donation. OSG
2. Donations are 2. Cash and check None Scholarship Affairs

by cash or donations shall be Officer
check. For acknowledged OSG
check with a temporary
donation, receipt.
indicate
"Adopt-a-
Student
Program, UP
Diliman" as
payee.
2.1 Donations will be None 3 Days Receiving Staff

deposited to the (for local) UPD Cash Office
UP Diliman Cash
1922
Office for Diliman 60 Days
Scholarships and (for foreign)
UP System
Accounting for
Systemwide
Scholarships.

receipt.
3. Donors 3. The official receipt None 45 Days Scholarship Affairs

receive the shall be sent to (by mail) Officer
official receipt. the donor's and OSG
mailing address. 3 Days
(by email)
TOTAL: None 6 Days and 30 Minutes

(for local via email)
48 Days and 30 Minutes

(for local via mail)
63 Days and 30 minutes

(for foreign via email)

(for foreign via mail)
The Student Assistantship and Graduate Assistant (SAGA) Program provides

undergraduate and postgraduate students the opportunity to work and earn on-campus
while pursuing their studies in the University.
The Adopt-a-Student Program is a financial assistance program which serves as safety net for
low income students of UP Diliman. It aims to help students whose award/grant benefits are not
sufficient to sustain their school needs while studying.
Adopt-a-Student Program Packages
Option 1 - Giving a full support package of Php 70,000.00 per semester/ Php28,000.00 per
midyear term.
Option 2 - Giving a partial support package of Php 39,000.00 per semester/ Php16,000.00
per midyear term.
1923
Option 3 - Giving a supplementary living allowance ranging from Php3,000.00 to Php7,000.00
monthly (for 5 months during a semester / for 2 months during midyear term).
Option 4 - Giving a one-time donation
Donations abroad may be remitted through the UP Diliman Trust Account using the
following information:
Account Name: UP Diliman Trust Account;

Bank Name: Development Bank of the Philippines (DBP);
Address: Commonwealth Branch;
City/Country: Quezon City, Philippines;
Account No. 0455-010531-030;
Swift Code: DBPHPHMM;
Bank Address: DBP Bldg., Commonwealth Avenue, Diliman, Quezon City, Philippines.
On the transaction slip, indicate that the donation is intended for the Adopt-a-Student
Program, UP Diliman and send a copy of the slip to the Office of Scholarships and Grants
(OSG) (osgadopt.upd@up.edu.ph).
3. Processing of Appointment for Student/Graduate

Assistantships
Accepts and processes appointments for Student/Graduate Assistantships.

Who may avail: All Colleges and Units of UP Diliman; and UP System Units
1. Basic Paper OSG
2. Current UP Form 5; Requesting Party
3. Copy of Grades/ True Copy of Grades; Office of College Secretary (of enrolled College)
4. Work Schedule; and Requesting Party
5. Photocopy of LBP ATM Card. Requesting Party

1924
1. Submit SAGA 1. Check and None 5 Minutes Scholarship Affairs
requirements receive the Officer
completely. requirements for OSG
approval of
appointment.
1.1 Preparation of None 15 Minutes Scholarship Affairs

appointment. Officer
OSG
1.2 Check, None 4 Days

STFAP Head, and
evaluate, and
OSG Officer-in-
certify SAGA Charge
slots.
1.3 Approval of None 4 Days

Receiving Staff
budget of
UPD Budget Office
SAGA slots.
1.4 The official None 3 Days Vice Chancellor for

receipt shall be Student Affairs
sent to the
donor's mailing
address.
2. Receives the 2. Release None 5 Minutes

Scholarship Affairs
appointment appointment Officer
paper paper
TOTAL: None 11 Days, 25

Minutes
Aside from compensation, student under SAGA Program are able to gain work
experience that could help prepare them employment, entrepreneurship, and community
service after they leave the University. The University, on the other hand, is able to
engage the student in fulfilling its academic and operational functions.
1925
While there is no employer-employee relationship between UP and the SAGAs, the
University is nonetheless committed to policies for the elimination of child labor and
forced labor, and shall not tolerate any form of abuse or exploitation.
Prescribed Work Hours and Academic Load Per Semester
Student Assistant Graduate Prescribed Work-

Assistant Hours Per Month
12 units or less 6 units or less 30 hours to 120 hours
13 units to 18 units 7 units to 9 units 30 hours to 90 hours
19 units to 21 units 10 units to 12 30 hours to 60 hours
units
Hourly Rates for Student and Graduate Assistants
Category Program Level Hourly Rates

Student Assistant (SA) Undergraduate P60.00
Graduate Assistant (GA) Master’s P100.00
Doctoral P130.00
Appointment
1. SAGAs appointments shall be for a period of six (6) month, subject to renewal.
2. Students are not allowed to render service while their appointment papers as SAGAs
are still in process. No appointment shall take effect earlier than the date of approval
of appointment papers.
4. Processing of Application for Scholarship
Evaluate and processes scholarships application.

Who may avail: All undergraduate and graduate students of UP.
1. Duly Accomplished application forms, and Scholarship Section

OSG
2. Matrix of Scholarship Ranking.
1926
CLIENT STEPS AGENCY ACTION RESPONSIBLE
BE PAID TIME
1. Submit duly 1. Check, evaluate None 5 Minutes Scholarship Affairs

and accept the Officer
accomplished
application OSG
scholarship
application otherwise it will
form and be returned.
other related
document.
1.1 Evaluate the None 15 Minutes Scholarship Affairs

requirements, Officer
tabulate the OSG
indicators
needed for the
ranking and
rank the
scholarship
applicants
after two
weeks from
the last day of
filing.
1.2 For UP funded, None 4 Days Committee on

the Office of
Scholarships UCSA
and Financial UP Systemwide
Assistance will
/or
approve the
recipients. DCSFA
UP Diliman
For private
scholarships,
the DCSFA
Committee will
approve the
recipient/s.
1927
2. Recipient 2. Prepare and None 4 Days Receiving Staff
receives the send the After Office of the Dean of
notice of the recipient/s Approval Recipient of
award notice of award Scholarships
through the
College Dean.
TOTAL: None 8 Days, 20 Minutes
UP Scholarship Programs provide financial assistance to students through the

granting of allowances and stipends to cover their tuition and other school fees,
books, board and lodging, and transportation.
5. Processing of Application for Student Loan

Accepts and process student loan application.
Office or Division: Office of Scholarships and Grants
Classification: For tuition fee loan: Simple
For Short-term cash loan: Complex
Who may avail: For tuition fee loan: All UP Diliman students except cross-
enrollees and those taking up CPE courses.
For short term cash loan: Enrolled Filipino undergraduate and

graduate students.
For UPAA SACRAMENTO & VICINITIES, USA (UPAASV)

STUDENT LOAN FUND:
Undergraduate Filipino students with good moral and scholastic
standing
For CHED - CENTERS OF EXCELLENCE (COE) STUDENT

LOAN: Undergraduate Filipino students with good moral and
scholastic standing
1928
For CHED - STUDENT ASSISTANCE FUND FOR EDUCATION
(SAFE) LOAN: Undergraduate Filipino students with good moral
and scholastic standing
WHERE TO
CHECKLIST OF REQUIREMENTS
SECURE
For tuition fee loan: Print two (2) sets of the tuition loan application:
student will sign both copies as debtor and put his/her thumbmark;
parent, relative, spouse will sign both copies as co-debtor; attach the
following: one (1) 1”x1” ID picture for each set, one (1) photocopy each
of co-debtor’s valid ID and student’s UP ID card (if available) as
attachment for verification of the signature.
For short term cash loan: Validated UP Form 5; 1x1 ID photo of
student; GSIS / SSS ID (or any valid ID) of parent/relative as co-debtor;
photocopy of student's UP ID card (if available).
For UPAA SACRAMENTO & VICINITIES, USA (UPAASV) STUDENT
LOAN FUND: Validated UP Form 5; TCG or CRS printout of grades;
good moral certificate from SDT; 1x1 ID photo of student; GSIS/SSS
ID (or any valid ID) of parent/relative as co-debtor; photocopy of
student's UP ID card (if available). Student Loan,
STFAP Section
OSG
For CHED - CENTERS OF EXCELLENCE (COE) STUDENT LOAN:
Must be enrolled in CHED-identified COE courses in UP Diliman.
During application must present validated UP Form 5; TCG or CRS
printout of grades; good moral certificate from SDT; 1x1 ID photo of
student; GSIS/SSS ID (or any valid ID) of parent/relative as co-debtor;
photocopy of student's UP ID card (if available).
For CHED - STUDENT ASSISTANCE FUND FOR EDUCATION
(SAFE) LOAN: Must be enrolled in CHED Priority Courses (CMO No.4,
s. 2011) in UP Diliman. During application must present validated UP
Form 5; TCG or CRS printout of grades; good moral certificate from
SDT; 1x1 ID photo of student; GSIS/SSS ID (or any valid ID) of
parent/relative as co-debtor; photocopy of student's UP ID card (if
available).
1929
CLIENT STEPS
For Tuition Free Loan
1. Submit duly 1. Check and None 5 Minutes Scholarship Affairs

accomplished receive the Officer
loan application requirements OSG
and attachments for student
loan.
2. Received loan 2. Stamp None 10 Minutes Scholarship Affairs

approval "Approved" for Officer
approved loan OSG
and
countersigned
by Student
Loan staff and
release
approved form
to student.
3. Bring approved 3. Release None 5 Minutes

Cashier
form to the approved loan
UP Cash Office
Cashier’s Office form to
for payment student.
TOTAL: None Twenty (20) Minutes
FEES
CLIENT STEPS TO BE
PAID
For Short Term Cash Loan
1. Submit duly 1. Provide and None 30 Minutes Scholarship Affairs

accomplished receive Officer
loan application accomplished OSG
and short term
attachments application
form.
1930
1.1. Processing None 3 Days
Scholarship Affairs
of short
Officer
term OSG
application.
1.2. Approval of None 3 Days OSG Officer-in-

short term Charge;
loan and
Vice Chancellor for
Student Affairs
1.3. Release of None 15 Minutes Scholarship Affairs

the approval Officer
of short OSG
term loan
2. Bring the Cashier
2. Check the None 5 Minutes
voucher to the UP Cash Office
voucher and
UP Cash office
release the
and receive
loan
loan in cash.
For tuition loan: Availed during the registration period until the last day of
payment of each term. Log-in your UP Webmail username and password at
http://www.crs.upd.edu.ph
For educational loan: Availed one month after Registration Period
Short term cash loan
UPAA SACRAMENTO & VICINITIES, USA (UPAASV) STUDENT LOAN

FUND
CHED - CENTERS OF EXCELLENCE (COE) STUDENT LOAN
CHED - STUDENT ASSISTANCE FUND FOR EDUCATION (SAFE) LOAN
Loanable amount
For tuition fee loan: Up to 100% of assessed fees (except student fund)
upon approval of the Chancellor.
1931
For short term cash loan: P3,000.00 / semester

LOAN FUND: P5,000.00 / semester
For CHED - CENTERS OF EXCELLENCE (COE) STUDENT LOAN:

P5,000.00 / semester
For CHED - STUDENT ASSISTANCE FUND FOR EDUCATION (SAFE)

LOAN: P5,000.00 / semester
6. Processing of Claims for Medical Reimbursement (Under

Student Contingencies Program)
Accepts and processes claims for medical reimbursement for injuries
sustained from on/off campus activities, academic or otherwise.

Type of
Transaction:
Undergraduate and Graduate Students, Second Degree, Cross-
Who may avail:
Registrants, Juris Doctor, Diploma/Certificate Student
1. Duly Accomplished FASCP Claim Form; STFAP Section

2. Original Medical Certificate; Requesting Party
3. Original official receipts of medicines/hospital bills;
4. Original Doctor's Prescription; and
5. Valid ID/Official Form.

1. Submit duly 1. Check and None 15 Minutes Frontline staff

accomplished receive the OSG
FASCP requirements and
application claim form.
form and
attachments.
None 5 Days
1932
1.1 Route the Scholarship Affairs
claim form for Officer, OSG Liaison
signature. Officer, OSG Head,
College Dean, Vice
Chancellor for
Student Affairs
1.2 Present the None 21 Days

claim to (depending on the
DCSFA Meeting
DCSFA for scheduled
approval. DCSFA meeting)
1.3 Preparation of None 30 Minutes Scholarship Affairs

disbursement Officer
voucher for OSG
reimbursement
.
1.4 Check, None 5 Days Officer-in-Charge

evaluate, OSG
certify and
approve the and
Office of the Vice
preparation of
Chancellor for
disbursement Student Affairs
voucher for
reimbursement
.
1.5 Approval of None 8 Days UPD Accounting

Office and Cash
budget and
Office
payment. UP Diliman
2. Receives the 2. Prepare the None

Receiving Staff
claim. check for 2 Days Cash Office
reimbursement

45 Minutes
1933
7. Processing of Benefits for Scholarships
Accepts and processes stipends for UP funded, Private funded and Other
Government funded scholarships.

Who may avail: Recipients of Scholarships
1. Photocopy of Official UP Form 5;

2. Photocopy of UP ID; Requesting Party
3. Photocopy of LBP ATM Card;
4. Contact details: Permanent Address, Temporary City
Address, Email Address and Contact Number
Note: Must be submitted at least two weeks after
enrollment/or from receiving the notice of
award.
CLIENT STEPS
1. Submit the None 5 Days Frontline staff

1. Check and
requirements OSG
receive the
completely. requirements for
Scholarships
stipends.
1.1 Preparation None 2 Hours preparation Scholarships Affairs

of benefits. for the first release Officer
of benefits or OSG
stipends; and 15
Minutes preparation
for the succeeding
month’s benefits or
stipends.
(maximum of 100
students )
1.2 Check, None 4 Days Scholarships Section

evaluate, Head,
certify and Officer-in-Charge, OSG
1934
approve the and
preparation OVCSA
of benefits.
1.3 Certification, None 8 Days

UPD Budget Office,
approval of
UPD Accounting Office,
budget and and Cash Office
payment.
2. Receive the 2. Credit the None

7 Days /or on
benefits. benefits to the Land Bank of the
before the 15 of the
student LBP Philippines
Month
ATM Account.
TOTAL: None 19 Days, 2 Hours and 5 Minutes

(For the first release of stipend)
19 Days, 20 Minutes
(For the succeeding months of benefits
or stipend.

8. Processing of Benefits for Full Discount Plus Stipend (FDS)

Accepts requirements and processes benefits for Full Discount plus Stipend
(FDS) recipients.

Who may avail: FDS grantees through ST Online application and appeal.
1935
1. Photocopy of Official UP Form 5; Requesting Party
2. Photocopy of UP ID;
4. Contact details: Permanent Address, Temporary City
Address, Email Address and Contact Number.

CLIENT STEPS
1. Submit the 1. Check and None 5 Minutes Frontline staff

requirements receive the OSG
FDS stipends.
1.1 Preparation of None 2 Hours Scholarships Affairs

benefits. preparation for Officer
the first release OSG
of benefits or
stipends; and
15 Minutes
preparation for
the succeeding
month’s benefits
or stipends.
(maximum of 100
students )
1.2 Check,
None 4 Days STFAP Head, OSG
evaluate,
Officer-in-Charge , and
certify and
Office of the Vice
approve the
Chancellor for Student
preparation of
Affairs
benefits.
1.3 Approval of 8 Days UPD Budget Office,

budget and UPD Accounting
payment. Office, and Cash Office
2. Receive 2. Credit the 7 Days

the benefits to the and on or before Land Bank of the
benefits. student LBP the 10th of the Philippines
ATM Account. month
1936
and 5 Minutes
(For the first release of stipend)
19 Days, and 20 Minutes

(For the succeeding months of benefits
or stipend)
UP created the Socialized Tuition System (ST System) to reduce the cost paid
by students during enrollment, based on the paying capacity of the household to
which a student belongs. Through the ST System, UP may subsidize a portion or
the full cost required during enrollment and, in certain cases, grant additional
subsidy to waive miscellaneous fees and grant monthly cash allowances.
The ST System is open to undergraduate students, including students enrolled in

Law and Medicine. The ST System was approved by the UP Board of Regents
on 16 December 2013.
Payment of benefits
Full Discount plus Stipend (FDS) recipients must submit FDS requirements to the
STFAP Section. Stipend will be credited to recipients Landbank in a monthly
basis. On the other hand, discount such as Full Discount (FD), Partial Discounts:
PD80%, PD60% and PD30% will be posted in the recipients CRS account.
9. Processing of Benefits for Adopt-a-Student Program

Accepts requirements and processes assistance for the recipient of Adopt-a-
Student Program.

Who may avail: Adopt-a-Student Program grantees selected by the Diliman
Committee for Scholarships and Financial Assistance (DCSFA)
from a list of students appealing for higher tuition discount or in
need of additional support as referred by different UP Diliman
units.
1937
1. Photocopy of Official UP Form 5;
3. Photocopy of UP ID; and Requesting party
4. Contact details: Permanent Address, Temporary City Address,
Email Address and Contact Number.

1. Submit the 1. Check and None 10 Minutes Frontline staff

requirements receive the OSG
adopt stipends.
1.1 Preparation of None 4 Hours Scholarship Affairs

benefits preparation for Officer
the first release of OSG
benefit/s or
stipend/s; and 30
Minutes
preparation for
the succeeding
month’s benefits
or stipends.
1.2 Check, 5 Days STFAP Head,

evaluate, OSG Officer-in-
certify and Charge, and Vice
approve the Chancellor for
preparation of Student Affairs
benefits.
1.3 Approval of UPD Accounting

budget and 8 Days Office and Cash
payment. Office.
2. Receives 2. Credit the benefits None

Land Bank of the
the benefits to the student LBP 2 Days
Philippines
ATM Account.
TOTAL: None
1938
15 Days, 4 Hours and 5 Minutes (For
the first release of stipend)

(For the succeeding months of
benefits or stipend)
The Adopt-a-Student Program is a financial assistance program which serves as

safety net for low income students of UP Diliman. It aims to help students whose
award/grant benefits are not sufficient to sustain their school needs while studying.
10. Issuance of Certification (Scholarships, ST Bracket, No ST

Bracket, and for SAGA Employment)
Prepares and issues certification for Scholarships (UP Funded, Private Funded
and Other Government Funded, Socialized Tuition (ST) Bracket, No Socialized
Tuition (ST), and Student and Graduate Assistantships.
Office or Division: Simple

Who may avail: All UP Students
1. Valid ID/Official Form 5; and Office of Scholarships and

2. Official receipt. Grants

1. Request a 1. Provide None 5 Minutes Frontline Staff

payment slip payment slip. OSG
for the
certification.
2. Pay the 2. Process the None 10 Minutes Cashier

certification payment and UPD Cash Office
fee at the issue Official
Cash Office. Receipt.
3. Prepare the
3. Present UP None 10 Minutes Scholarships Affairs
certification.
ID, UP Form Officer
1939
5 and official OSG
receipt.
3.1 Check and None 5 Minutes STFAP Head;

Sign the OSG Officer-in-
certification. Charge
Scholarships Affairs
4. Receive the 4. Release the None 2 Minutes
Officer
certification certification
OSG
11. Issuance of Letter of Instruction for Landbank Enrollment for

New Account
Prepares and issues letter of instruction for Landbank enrollment for new
accounts: for new recipients of scholarships; financial assistance; and student and
graduate assistantships.

Who may avail: To All the Recipients of Financial Assistance
Valid ID/Official Form 5 Requesting Party

CLIENT STEPS
1. Present UP 1. Prepare the None 5 Minutes Scholarships Affairs

ID, UP certification. Officer
Form 5 and OSG
official
receipt.
STFAP Head; OSG

1.1 Check and None 10 Minutes
Officer-in-Charge
Sign the
OSG
certification.
1940
2. Receive Scholarships Affairs
2. Release the
the 2 Minutes Officer
certification.
certification OSG
12. Issuance of Statement of Account for Student Loan
Prepares and issues statement account: for those students (undergraduate and
graduate studies) who avail the programs of student loan.

UP Diliman students who avails student loans like:
Tuition fee loan,
Short Term Cash Loans,

Who may avail:
LOAN FUND,
CHED - CENTERS OF EXCELLENCE (COE) STUDENT LOAN, and
CHED - STUDENT ASSISTANCE FUND FOR EDUCATION (SAFE)

LOAN.
Requesting Party
Valid ID/Official Form 5
1. Check loan
balance. None 5 Minutes
1941
1. Present the Scholarships Affairs
requirements. Officer
OSG
2. Receive billing 2. Compute loan None

statement balance plus
interest and
issue a billing
statement.
3. Bring the billing None 15 Minutes Receiving Staff

3. Check the billing
statement to the UP Cash Office
statement, count
Cashier’s Office
the payment and
for payment and
issue an official
receive official
receipt.
receipt
4. Bring the official Mark payment None 15 Minutes Scholarships Affairs

receipt back to on the loan and Officer
OSG to mark encode the OR OSG
payment and No. and date as
removed reference of
accountability on payment.
the loan.
13.Issuance of Scholarship Application

Prepares and issues for scholarships application: For UP Funded, Other
Government Funded and Private Funded scholarships.

Who may avail: All undergraduate and graduate students of UP.
1942
1. 2 x 2 Picture; Requesting Party
2. Parent's Income Tax Return (BIR Form 2316)/or SALN of
parents from the previous year and other proof of income;
Certificate of Employment and Compensation, Contract
with Employer, Notarized Affidavit of Unemployment,
Notarized Affidavit of Source of Income, BIR Certificate of
Tax Exemption, and Certificate of Indigency from
Barangay with income indicated;
3. True Copy of Grades (including grades from previous
semester) or CRS print-out.
4. Certificate of Good Moral Character from Student
Disciplinary Council.
5. Certificate of year level standing from college (for
upperclassmen only);
If applicable:
6. Pictures of permanent residence (front and back of the
house, dining kitchen, comfort room, bedroom, living
room, and other parts of the house duly certified by the
Barangay Captain.
7. Monthly billing of electricity and water for the last three
months.
Additional requirements:
8. For graduate student: Transcript of Academic Records,
Program of Study, Notice of Admission (if new graduate
student);
9. For Presidential Scholarship, Tuition, Foreign, etc.;
a. Letter of recommendation from the head of institute;
b. Certification od study leave with pay;
c. Nomination from home government;
d. Letter of financial support;
e. Letter/s of Recommendation form former professors;
f. Recommendation/certificate of Good moral character
from current employer/s;
g. List of accomplishments arranged by levels, i.e. in high

school, college and community duly authenticated by
the appropriate authority; and for UP Employee: submit
1943
certificate of Good Moral form the unit where he/she is
currently employee.

CLIENT STEPS
1. Visit OSG for 1. Provide None

scholarship scholarship Scholarships Affairs
advising. application Officer
5 Minutes
form and OSG
provide
scholarship
advise
2. Submit the 2. Check, None

scholarship evaluate and
Scholarships Affairs
application form accept the
Officer
with complete application 5 Minutes
OSG
requirements otherwise it
will be
returned.

14.Tagging of Scholarship Assignment for Scholarships

Tagging and Untagging scholarship assignment: UP Funded, Other Gov’t Funded
and Private Funded in the CRS module.

All UP funded, private funded and government funded scholarship UP
Who may avail:
Scholars
1944
1. UP Form 5A/UP ID; Requesting Party
2. OSE Certification; OSG
3. Verification of previous grades in the CRS; and
4. Tagging and Untagging of grades in the CRS.

CLIENT STEPS
1. Present the 1. Check and None 5 Minutes Scholarships Affairs

requirements. assign Officer
scholarship in OSG
the CRS.
TOTAL: None
5 Minutes
15.Tagging and Untagging of Scholarship Assignment for

Socialized Tuition (ST) Bracket
Tagging and Untagging scholarship assignment: ST brackets in the CRS module.

Who may avail: FDS grantees through ST Online application and appeal.
1. Valid ID/Official Form 5; Requesting Party

2. Verification of ST Bracket in the SFA Online STFAP Section
(https://sfaonline.up.edu.ph); and
3. Assign ST bracket in the CRS Module (https://crs.upd.edu.ph).

CLIENT STEPS
1. Present the 1. Check and None 5 Minutes Scholarships Affairs

requirements. assign Officer
scholarship in OSG
the CRS.
1945
16.Signing of Clearances for UP Diliman (Student, Faculty and Non-
Teaching Staff)
Signing of clearances: for student, faculty and staff in UP Diliman.

Who may avail: UP Students, Faculty, Non-Teaching staff who is about to graduate,
exit and retire in UP Diliman.
UPD Clearance Form Requesting Party
CLIENT AGENCY FEES TO PROCESSING PERSON

STEPS ACTION BE PAID TIME RESPONSIBLE
1. Present 1. Check if the None 15 Minutes Scholarships Affairs

requirement/s client has an Officer
to the OSG existing loan/s OSG
Staff. or arrears or as
debtor or a co-
debtor for
student.
2. Receive the 2. Sign Clearance if

clearance. the client is
cleared from
accountability
and issues billing
statements in
case of existing
loan, arrears as
debtor or co
debtor.
1946
Office of Scholarships and Grants (OSG)
Internal Service
1947
1. Processing of Donation for Scholarships
Accepts and processes scholarship donations from organizations, associations,

small groups and private individuals.

Who may avail: Organizations, associations, small groups and private individuals
can support UP students by helping the University shoulder a portion
of total cost of obtaining a degree.
Requesting Party
1. Letter of request from donor; and
2. Duly accomplished memorandum of agreement/ or Scholarship Section

notarized approved implementing rules and regulations of the OSG
grant.
Note: The donor may avail the 150% tax credit and
exemption from donor's tax in the Philippines.

1. Submit duly 1.Check the None 30 Days Scholarship Affairs

accomplished completeness of Officer and/or
Memorandum MOA, donation and Scholarship Section
of Agreement other related Head
OSG
(MOA) and documents.
other related
documents.
2.Donations 2.Cash and check None 30 Minutes Scholarship Affairs

are by cash or donations shall be Officer
check. acknowledged with a OSG
temporary receipt.
1948
2.1 Donations will None 3 Days Accounting Clerk
be deposited to (for local) UPD Cash Office
the UP Diliman
Cash Office for 60 Days
Diliman (for foreign)
Scholarships
and UP System
Accounting for
Systemwide
Scholarships.

receipt.
3. Donors 3. The official None 3 Days Scholarship Affairs

receive the receipt shall be (by email) Officer
official sent to the OSG
receipt. donor's mailing
address.

30 Minutes
(for local)
93 Days,
30 Minutes
(for foreign)
UP Scholarship Programs provide financial assistance to students through the granting of

allowances and stipends to cover their tuition and other school fees, books, board and lodging,
and transportation.
The cost of studying in the University
In UP Diliman a full-time student is expected to incur substantial amount of expenses, which

includes board and lodging expenses and school fees. The total amount is approximately
Php70,000.00 per semester or Php140,000.00 per year, broken down as follows:
1949
For UP Pampanga students, their expenses are lower due to reduced school fees charged at
the start of the semester. Their expected cash outlay is approximately P60,000.00 per
semester or P120,000.00 per year, broken down as follows:
For Graduate Students (master's and doctoral), tuition rate per graduate unit credit varies in
the different colleges but the total cost per semester is almost equal to the total cost of per
semester for undergraduate students. Library and laboratory fees and other school costs also
vary depending on the course. In addition to these expenditures, graduate students incur
student research costs, which are estimated to be:
Master's (Thesis) Php 25,000.00

Doctoral (Dissertation) Php 50,000.00
The values stated above pertain to costs shouldered by enrollees in the University. UP still
covers a substantial portion of the school fees as it shares in all costs attributable to teaching,
such as the salaries of faculty members and support staff, cost of office supplies and materials,
utilities expenses, cost to repair of classroom or laboratory equipment, and other costs to
maintain University academic facilities. UP also covers direct and indirect costs for university
research and extension services, maintenance cost of land and buildings, and other costs to
enable the University perform its mandate for the country.
Modes of Donation
Through UP Scholarship Programs, donors may contribute to cover a portion or the entire cost
of studying in the University. Donors may opt to do so through Semestral Contribution or by
setting up an Endowment Fund.
Semestral Contribution
Donors can support UP students by contributing funds every semester to defray the entire cost
shouldered by students studying in UP. The amounts are estimated to be:
For Undergraduate Students (18 units load)

Php 70,000.00 per semester for UP Diliman, UP Manila, and UP Los Baños
Php 60,000.00 per semester for UP Baguio, UP Cebu, UP Mindanao, and UP Pampanga
1950
For Graduate Students (12 units load)
Php 70,000.00 per semester for UP Diliman, UP Manila, and UP Los Baños plus Php 25,000
to Php 50,000 for Master's/Doctoral research costs
Php 60,000.00 per semester for UP Baguio, UP Cebu, UP Mindanao, and UP Pampanga plus
Php 25,000 to Php 50,000 for Master's/Doctoral research costs
Donors are requested to commit funding support for the UP Scholarship Program for at least
a two-year period and whenever possible, for at least a five-year period. To cover the cost of
administering the Program, fees may be charged from the donation based on the total
contribution made by the donor.
Endowment Fund
The ideal form of UP Scholarship Program is made through the creation of Endowment Funds
since benefits can be enjoyed by the scholarship awardee in perpetuity. Donors can give one
lump sum amount, or build such a lump sum over a short period. The minimum amount of
donation is Php 2,500,000.00 to generate an annual interest income that will cover costs in
perpetuity.
Donors who cannot make the minimum commitment to create endowment funds are
encouraged to allow the University to pool their donations so that bigger endowments can be
developed. For example, members of an alumnus family or members of a class may pool
resources together to establish bigger endowment funds so adequate interest income can be
generated.
To cover the cost of administering the Program, fees may be charged from the donation based
on the total contribution made by the donor.
Selection of Awardees
Donors may indicate certain qualifications of UP students to be given priority during the
selection of grantees. Donors may indicate the intended courses, colleges, residences, or
year level of UP students they wish to support. These conditions shall be subject to approval
by the Office of the Chancellor or the Office of the President. In addition, donors may opt to
support more than one (1) UP student per semester.
As a general rule, every UP Scholarship Program awardee must maintain good scholastic
standing. Moreover, the awardee must not have been the subject of disciplinary action
involving a five-day suspension from classes, or more serious actions.
1951
2. Processing of Donation for Adopt-a-Student Program
Accepts and processes donations for Adopt-a-Student Program from
organizations, small groups, private-individuals, UP Faculty, UP Staff and UP
Students.

Type of Transaction:Government to Citizen
Who may avail: Organizations, small groups, private individuals, UP Faculty, UP
Staff and UP students can help by contributing a portion of their
income and allowance to a pool of funds to finance the
allowance/tuition fee of students under the program.
1. Duly accomplished pledge of donation; and STFAP Section

OSG
2. Deposited Donation Requesting Party
Note: The donor may avail the 150% tax credit

and exemption from donor's tax in the Philippines.

CLIENT STEPS
1. Submit duly 1. Check the None 30 Minutes Scholarship Affairs

Officer and/or
accomplished completeness
STFAP Section
pledge of of the form Head
donation. and donation. OSG
2. Donations are 2. Cash and None Scholarship Affairs

by cash or check Officer
check. For donations shall OSG
check be
donation, acknowledged
indicate with a
"Adopt-a- temporary
Student receipt.
Program, UP
Diliman" as
payee.
Receiving Staff
1952
2.1 Donations will None 3 Days UPD Cash Office
be deposited (for local)
to the UP 60 Days
Diliman Cash (for foreign)
Office for
Diliman
Scholarships
and UP
System
Accounting for
Systemwide
Scholarships.
2.2 Issue an None

official receipt.
3. Donors 3. The official None 45 Days Scholarship Affairs

receive the receipt shall be (by mail) Officer
official receipt. sent to the and OSG
donor's mailing 3 Days
address. (by email)
TOTAL: None 6 Days and 30 Minutes

(for local via email)

(for local via mail)

(for foreign via email)

(for foreign via mail)
The Adopt-a-Student Program is a financial assistance program which serves as safety

net for low income students of UP Diliman. It aims to help students whose award/grant
benefits are not sufficient to sustain their school needs while studying.
Adopt-a-Student Program Packages
Option 1 - Giving a full support package of Php 70,000.00 per semester/ Php28,000.00 per
midyear term.
1953
Option 2 - Giving a partial support package of Php 39,000.00 per semester/ Php16,000.00
per midyear term.
Option 3 - Giving a supplementary living allowance ranging from Php3,000.00 to Php7,000.00
monthly (for 5 months during a semester / for 2 months during midyear term).
Option 4 - Giving a one-time donation
Donations abroad may be remitted through the UP Diliman Trust Account using the
following information:
Account Name: UP Diliman Trust Account;

Bank Name: Development Bank of the Philippines (DBP);
Address: Commonwealth Branch;
City/Country: Quezon City, Philippines;
Account No. 0455-010531-030;
Swift Code: DBPHPHMM;
Bank Address: DBP Bldg., Commonwealth Avenue, Diliman, Quezon City, Philippines.
On the transaction slip, indicate that the donation is intended for the Adopt-a-Student
Program, UP Diliman and send a copy of the slip to the Office of Scholarships and Grants
(OSG) (osgadopt.upd@up.edu.ph).
1954
3. Signing of Clearances for UP Diliman (Student, Faculty and Non-
Teaching Staff)
Signing of clearances: for student, faculty and staff in UP Diliman.

Who may avail: UP Students, Faculty, Non-Teaching staff who is about to graduate,
exit and retire in UP Diliman.
UPD Clearance Form Requesting Party

1. Present 1. Check if the None 15 Minutes Scholarships Affairs

requirement/s client has an Officer
to the OSG existing loan/s OSG
Staff. or arrears or as
debtor or a co-
debtor for
student.
2. Receive the 2. Sign Clearance

clearance. if the client is
cleared from
accountability
and issues
billing
statements in
case of existing
loan, arrears as
debtor or co
debtor.
1955
Office of Student Housing (OSH)
External Service
1956
1. Attends to inquiry letters
Answers inquiries pertaining to dormitory application and other OSH services.
Office or Division: Office of Student Housing
1. Submits inquiry letter Requesting party

ACTION BE PAID TIME
1. Receives
inquiry letter
1.1 Forwards
letter to
OIC/Director
for
evaluation
1. Submits inquiry letter and Front Desk Personnel /
None 1 Day OIC Director
to the front desk officer appropriate
action (OSH / Residence Hall)
1.2 Returns
letter to
requesting
client with
appropriate
action
TOTAL: None 1 Day
1957
2. Processing of Online Dorm Application
Processing of Students’ request for dorm application.
1. Submission of PDF (soft) copy of 1. Website: dormapplication.up.edu.ph

the ff. requirements:
a. ITR
b. Printed Application Form
c. Copy of Grades
d. Admission Slip
e. Form 5 2. Computer Center
2. CRS / Dilnet Account
ACTION BE PAID TIME
1. The student (client)
should sign-up online
at 1.Checks/vali
dormapplication.upd.e dates online DAC Member/Secretariat
None 5 Minutes
du.ph using his/her application & (OVCSA)
CRS/Dilnet Account requirements
and upload PDF copy
of requirements
2. Evaluates
& Computes
20 Days Dorm Application Comm
points of
(DAC)
2. Logging-in of dorm
students for applicants
updates on dorm 2.1. Notify
None 1 Day DAC Secretariat
application students on
result of (OVCSA)
dorm
application
21 Days, 5
TOTAL: None
Minutes
1958
3. Submission of appeal letter for disapproved / late applicants
Processing of appeal letter of disapproved & late dorm applicants
1. Appeal letter (for disapproved dorm Requesting Party
applicants)
2. Intent letter (for late dorm
applicants) with the ff. requirements:
a. Annual Income Tax Return (BIR
Form No. 1701)
b. Form 5 / Admission Slip
c. Copy of Grades
ACTION BE PAID TIME
1. Receives Receiving/Releasing
1. Student submits None 1 Minute
appeal letter Personnel
appeal / intent letter
(OSH)
1.1. Records Receiving/Releasing
appeal / None 1 Minute Personnel
intent letter (OSH)
1.2.
Forwards the
appeal /
intent letter
to the OIC /
Director for
evaluation None 2 Days Officer-In-Charge / Director
and (OSH)
appropriate
action
(approval/dis
approval,
etc.)
None 3 Minutes Receiving/Releasing

Personnel
1959
1.3 Returns (OSH)
letter to
concerned
student
2. Student receives
letter with decision:
- For Approved:
2.1.Student may 2.Record
check-in on the s and Receiving/Releasing
given date release/ None 3 Minutes Personnel
- For returns (OSH)
Disapproved: letter
2.2.Re-appeal /
alternative
action might be
recommended
2 Days, 8
TOTAL: None
Minutes
4. Processing of Approved Dorm Application and Checking-in (dorm

assignment)
Processing of approved dorm application in preparation / during check-in period
1. Approved online dorm application
2. Fills-out and submit the following
forms during check-in period:
a. Residence hall a. Dorm application website
agreement (dormapplication.upd.edu.ph)
b. Parent’s instruction b. Concerned residence hall / dormitory
sheet
c. Appliance declaration
form
1960
ACTION BE PAID TIME
1. Confirms the slot
through the dorm
application website
(slot allocated is
forfeited if not
confirmed within 3
1.Monitors None 1 Minute
days).
confirmed
1.5. Upon
confirmation, dorm slot DAC Member/Secretariat
student (OVCSA)
should
check-in
within the
period
announced
at the dorm
application
website
2. (During check-in
period) Student 2.Receives
must submit and checks Houseparent
requirements None 10 Minutes
required (Dormitory/Residence Hall)
needed by the forms
residence hall/
dormitory
3. (Upon
submission of 3.Issues
requirements) dorm / room None 1 Minute Houseparent
Student key (Dormitory/Residence Hall)
receives dorm/
room key
4. Assist
4. Student checks- students in Household Attendant
in to his/her his/her None 10 Minutes (Dormitory/Residence Hall)
assigned room assigned
room
1961
5. Issuance of billing form / record
Issuance of students billing form/record which are due for payment (every 7 th day of the
month).
1. Residents’ dorm ID
2. Residents’ record of payment Assigned dormitory/residence hall
3. Late Payment Appeal Form
AGENCY FEES TO BE PROCESSIN

ACTION PAID G TIME
1. Resident checks
and accepts issued 1.Issuance *depending on
dorm billing of billing the
(surcharge of 1% Houseparent
form (every outstanding 2 Minutes
per month is th Dormitory/Residence Hall
7 day of the balance due
charged on late month) for payment
acceptance of
billing)
2.Received *depending on
2. Resident pays
dorm fee’s to the payment and the
issues outstanding 3 Minutes Cashier Officer
Cashier’s Office
Official balance due Diliman Cash Office
(and accepts official
receipt) Receipt for payment
3.Receives
3. Resident submits official Houseparent
copy of the official None 1 Minute
receipt of Dormitory/Residence Hall
receipt payment
3.1Encodes
the official
receipt to the Houseparent
None 2 Minutes
record of Dormitory/Residence Hall
payment,
excel file and
1962
dorm
database
3.2 Secure
and file
copy
*depending on
the
TOTAL: outstanding 8 Minutes
balance due
for payment
6. Checking out of the residents

Preparation for the checking-out period
1. Dorm clearance
2. Check-out form Assigned dormitory/residence hall and resident
3. Room key

1. Resident receives
and fills-out check- Houseparent
out form 1. Issues check-
None 3 Minutes (Dormitory/Residence
(for permanent or out form
Hall)
temporary check-
out)
2. Resident awaits
approval of check- 2. Checks Houseparent
out form (clearance residents record of None 5 Minutes (Dormitory/Residence
from payment Hall)
accountabilities)
1963
2.1. If cleared,
ready for
checking-out
2.2. If with
accountability, the
resident is tagged
in the CRS
3. Receives
1.1. None
clearance form
1.2.
3.1 For Dorm
3.Tagged residents *dependin
Accountability:
must settle and g if with Houseparent
secure clearance settle payment at
outstandin 1 Day (Dormitory/Residence
from cashier’s office
g balance Hall)
accountabilities / 3.2 Form Dorm due for
deficiencies payment
violation: advise
and dialogue with
1.3. None
the Dorm Manager
4.Approved check-
out form, resident Household Attendant
may get his/her 4. Assist residents
None 15 Minutes (Dormitory/Residence
personal things and during check-out
Hall)
may check-out from
the dormitory
Houseparent/Household
5. Receives dorm Attendant/Security
5.Surrenders dorm None 1 Minute
key Guard
key
(Dormitory/Residence
Hall)
1 Day, 24
TOTAL: None
Minutes
7. Online tagging and untagging of residents during enrollment period

Online tagging and untagging of residents’ accountabilities (long overdue bills, dorm
violation, broken or lost dorm property) during enrollment period.
1964
1. Dorm clearance
2. Student ID
UP Office of Student Housing
3. Students’ CRS
Account
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Dorm Manager
sends letter to OIC /
Director (provided
with students
1. During enrollment
information) Dormitory Manager /
period, residents with
dorm Officer-in-Charge / OSH
1.2. OIC / Director None 5 Minutes
accountability(ies) Staff
recommends/instructs
request for untagging (OSH)
staff in-charge to
untag resident(s)
1.3. Staff in charge
untags resident(s)
2. Resident student
is notified on CRS 2. Informs student via CRS Online
None 1 Minute
untagging, and ready CRS account (OUR)
for enrollment
8. Submission of appeal / request letter to waive dorm fee, change

of dorm assignment and dorm complaints
Processing of appeal / request letter to waive dorm fee, change of dorm
assignment and dorm complaints
Type of
Transaction:
1965
1. Personal / intent letter UP Office of Student Housing
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receives
and records
appeal letter
1.1. Letter is
forwarded to Receiving / Releasing
1. Student submits the OIC / 1 Minute Personnel
appeal letter Director (OSH)
(endorsed by the None
Dormitory 1.2. OIC / a. 2 Days a. OIC / Director
Manager) Director
recommends (OSH)
necessary
action on
students
concern
2. Releases
Receiving / Releasing
2. Student resident letter to
receives letter Personnel
concerned None 1 Minute
with (OSH)
student
recommendation resident
1966
Office of Student Housing (OSH)
Internal Service
1967
1. Attends to inquiry letters
Answers inquiries pertaining to dormitory application and other OSH services.
1. Submits inquiry letter Requesting party

1. Receives
inquiry letter
1.1 Forwards letter
to OIC/Director for
1. Submits inquiry
evaluation and Front Desk Personnel /
letter to the front desk None 1 Day OIC Director
appropriate action
officer (OSH / Residence Hall)
1.2 Returns letter
to requesting client
with appropriate
action
TOTAL: None 1 Day
1968
Office of Student Projects and Activities (OSPA)
External Service
1969
1. Request of Student Organization for University Grounds
Request for using University Grounds of Student Organization’s Activity
Office or Division: Office of Student Projects and Activities
Who may avail: University – Registered Student Org., College – Registered Org.,
Individual Student / Class Project
1. Activity Approval Form (AAF) Office of Student Projects and Activities (OSPA)
2. Letter of Intent addressed to
Requesting Party
VCSA
Requesting Party
VCCA
4. Duly accomplished OVCCA
Office of the Vice Chancellor for Community Affairs
Form for using UP Diliman
(OVCCA)
Grounds
CLIENT FEES TO BE PROCESSING PERSON
AGENCY ACTION
STEPS PAID TIME RESPONSIBLE
1. Submit 1. Receive and
duly accept completely
accomplis filled up AAF
Receiving
hed AAF
with OSPA
complete
attachment
s
2. Process AAF
and give the tracking
tracking None 1 Day Personnel
number to the OSPA
number
applicant
2.1 Secure
Coordinator
endorsement of None 1 Day
OSPA
OSPA Coordinator
Vice Chancellor for
2.2 Secure approval
None 1 Day Student Affairs
of VCSA OVCSA
Vice Chancellor for
2.3 Secure approval
None 5 Days Community Affairs
of VCCA OVCCA
3. Track the 3. Return AAF to Releasing
status of OSPA for None 1 Day Personnel
your AAF releasing OSPA
1970
TOTAL None 10 Days
2. Request of Student Organization for Police Assistance

Request for Police Assistance of Student Organization’s Activity

Who may avail: University – Registered Student Org., College – Registered
Org., Individual Student / Class Project
1. Activity Approval Form (AAF) Office of Student Projects and Activities

2. Letter of Intent addressed to VCSA Requesting Party
Requesting Party
VCCA
accomplished accept completely
Receiving Personnel
AAF with filled up AAF None 1 Day
OSPA
complete
attachments
2. Process AAF
2. Receive tracking and give the Receiving Personnel
None 1 Day
number tracking number to OSPA
the applicant
2.1 Secure
Coordinator
OSPA
OSPA Coordinator
Vice Chancellor for
2.2 Secure approval
of VCSA OVCSA
Vice Chancellor for
2.3 Secure approval
of VCCA OVCCA
3. Return AAF to
3. Track the status Releasing Personnel
OSPA for None 1 Day
of your AAF OSPA
releasing
TOTAL None 10 Days
1971
3. Request of Student Organization for Posting of Posters
Request for Posting of Posters of Student Organization’s Activity
Office or Division: Office of Student Projects and Activities (OSPA)

Who may avail: University – Registered Student Org., College – Registered
Org., Individual Student / Class Project

3. Sample poster Requesting Party
Receiving Personnel
OSPA
complete
attachments
2. Process AAF and
2. Receive trackin give the tracking Receiving Personnel
None 1 Day
gnumber number to the OSPA
applicant
2.1 Secure
Coordinator
OSPA
OSPA Coordinator
Vice Chancellor for
2.2 Secure approval
of VCSA OVCSA
3. Track the status Return AAF to OSPA Releasing Personnel
None 1 Day
of your AAF for releasing OSPA
TOTAL None 5 Days
1972
4. Request of Student Organization for Tarpaulin Posting
Request for Tarpaulin Posting of Student Organization’s Activity


Requesting Party
VCSA
Requesting Party
VCCA
4. Sample tarpaulin with dimensions Requesting Party
Receiving Personnel
OSPA
complete
attachments
2. Process AAF
2. Receive
and give the Receiving Personnel
tracking None 1 Day
tracking number to OSPA
number
the applicant
2.1 Secure
Coordinator
OSPA
OSPA Coordinator
Vice Chancellor for
2.2 Secure approval
of VCSA OVCSA
Vice Chancellor for
2.3 Secure approval
of VCCA OVCCA
3. Track the 3.Return AAF to
Releasing Personnel
status of your OSPA for None 1 Day
OSPA
AAF releasing
TOTAL None 10 Days
1973
5. Request of Student Organization for using UP Trademarks
Request for using UP Trademarks of Student Organization’s Activity


3. Letter of request addressed to Vice
Chancellor for Research and Requesting Party
Development
4. Duly aacomplished OVCRD - IP Office of the Vice Chancellor for Research and
Form 2 v. 2018 Development
Receiving Personnel
OSPA
complete
attachments
2. Process AAF
2. Receive
tracking None 1 Day
number
the applicant
2.1 Secure
Coordinator
OSPA
OSPA Coordinator
Vice Chancellor for
2.2 Secure approval
of VCSA OVCSA
3. Return AAF to
3. Track the status Releasing Personnel
OSPA for None 1 Day
of your AAF OSPA
releasing
TOTAL None 5 Days
1974
6. Request of Student Organization for use of College Venue
Request for using College Venue of Student Organization’s Activity


Requesting Party
VCSA
3. Letter of request to the College
Requesting Party
Dean
FEES TO PROCESSING
BE PAID TIME
Receiving Personnel
OSPA
complete
attachments
2. Process AAF
2. Receive
tracking None 1 Day
number
the applicant
2.1 Secure
Coordinator
OSPA
OSPA Coordinator
Vice Chancellor for Student
2.2 Secure
None 1 Day Affairs
approval of VCSA OVCSA
3. Track the 3.Return AAF to
Releasing Personnel
status of your OSPA for NOne 1 Day
OSPA
AAF releasing
TOTAL None 5 Days
1975
7. Request of Student Organization for Vehicle Entry
Request for vehicle entry
Office or
Office of Student Projects and Activities
Division:
Type of
Transaction:
Who may University – Registered Student Org., College – Registered Org., Individual
avail: Student / Class Project

3. Letter of request addressed to Vice
Requesting Party
Chancellor for Community Affairs
Receiving Personnel
OSPA
complete
attachments
2. Process AAF and
2. Receive
give the tracking Receiving Personnel
tracking None 1 Day
number to the OSPA
number
applicant
2.1 Secure
Coordinator
endorsement of OSPA None 1 Day
OSPA
Coordinator
Vice Chancellor for Student
2.2 Secure approval of
None 1 Day Affairs
VCSA OVCSA
Vice Chancellor for
2.3 Secure approval of
VCCA OVCCA
3. Track the
3. Return AAF to Releasing Personnel
status of your None 1 Day
OSPA for releasing OSPA
AAF
TOTAL None 10 Days
1976
8. Request of Student Organization for Dry-Goods Sale / Brand Sale
Request for Dry-Goods Sale / Brand Sale of Student Organization’s Activity


Requesting Party
VCSA
Requesting Party
BCO Director
4. Picture / sample of dry goods for
Requesting Party
sale
Receiving Personnel
OSPA
complete
attachments
2. Process AAF
2. Receive
tracking None 1 Day
number
the applicant
2.1 Secure
Coordinator
OSPA
OSPA Coordinator
2.2 Secure Vice Chancellor for

approval of VCSA
OVCSA
3. Track the 3. Return AAF to
Releasing Personnel
status of your OSPA for None 1 Day
OSPA
AAF releasing
TOTAL None 5 Days
1977
University Food Service (UFS)
External Service
1978
1. Provision of meals for student-athletes
Request of student-athletes for provision of meals
UFS Cafeteria
Office or Division:
Who may avail: UPD student-athletes

1. Approved letter of request from
1. Approved letter of request from the Chancellor
UPD Varsity Sports Office
2. Budget Clearance 2. Budget Office
3. List of student-athletes 3. UPD Varsity Sports Office
1. Submit duly
1.1 Receive duly PHP Supervisor-in-
approved request 5 Minutes
approved request 150/day/athlete Charge
to UFS UFS Cafeteria
PHP
TOTAL 5 Minutes
150/day/athlete
2. Preparation of payment for suppliers/dealers

Request of suppliers/dealers for payment of goods
Office or Division: UFS Administrative Office

Who may avail: Suppliers/dealers
1. Sales Invoice Suppliers/dealers

Quotation form from UFS or quotation
2. Price quotation
prepared by suppliers/dealers
1979
1. Submit sales 1.1 Receive sales
Receiving Personnel
invoice and price invoice and price None 10 Minutes UFS Administrative
quotation quotation Office
1.2 Prepare DV, UFS Accountant

BUR, PR, PO and None 10 Minutes UFS Administrative
IER Office
1.3 Attach APP,

ICS, PAR, Stock UFS Accountant
Position Sheet, 10 Minutes UFS Administrative
None Office
Waste Material,
Pre-repair, Trip
ticket Reports
3. Preparation of billing
For payment of food orders by requesting parties

Who may avail: Organizations and other requesting parties

UFS Bakeshop, Catering,
Delivery receipt
Cafeteria or Law Canteen
1. Delivery receipt 1.1 Receive
acknowledged by acknowledged None 1 Minute UFS
the clients delivery receipt
1.2 Prepare billing None 3 Minutes UFS
1980
4. Issuance of Official Receipt
For acknowledgment of payment received.

Who may avail: Organizations and other requesting parties

UFS Bakeshop/ Catering/ Cafeteria/Law
Delivery receipt/order slip/billing
Canteen; Administrative Office
FEES
CLIENT STEPS TO BE
PAID
Special Collecting
1. Submit delivery 1. Issue official
None 1 Minute Officer
receipt/order slip/billing; receipt UFS
cash or check
TOTAL None 1 Minute
5. Practical training for students

Processing of request for practical training for students of Food and Nutrition-related
courses
and business and entrepreneur courses.
Office or Division: UFS

Who may avail: UPD students of Food and Nutrition-related courses and business
and entrepreneur courses
Official letter to be submitted one month prior to actual training Requesting Party
1. Submit letter of Supervisor-in-Charge
1.1 Acknowledge None 5 Minutes
request UFS
request
1981
1.2 Discuss the
Food Supervisor
content of training None 1 Hour
UFS
1 Hour, 5
TOTAL None
Minutes
1982
University Food Service (UFS)
Internal Service
1983
1. Provision of catering services i.e. sit-down and big volume orders
Request of UPD offices and colleges for provision of catering orders.
Office or Division: UFS Catering

Who may avail: UPD offices and colleges

1. Duly accomplished request form/letter/email Request form from UFS; letter/email from
at least two (2) weeks prior to actual service requesting party
2. Duly signed conforme UFS Catering
3. Budget clearance Budget Office
1. Submit duly 1.1 Receive duly

Refer to
accomplished form or accomplished Receiving Personnel
table of 5 Minutes
request letter/email to request form or UFS Catering
fees
UFS request letter/email
1.2. Discuss with

Reservation-in-
clients i.e. food
30 Minutes Charge
preferences, None UFS Catering
number of guests
etc.
2.1 Receive the
Reservation-in-
2. Submit signed signed conforme
None 5 Minutes Charge
conforme and budget and budget UFS Catering
clearance to UFS clearance
1984
BUFFET BREAKFAST with Waiter Service
@ 175 .00/COVER
SET A SET B
Pork Tocino Burger Patties w/ Gravy

Cheesy Hotdog Hungarian Sausage
Scrambled Egg Sunny Side Up
Rice Rice
Fruit Fruit
Bottled water Bottled water
SET C SET D
Corned Beef Guisado

Skinless Longanisa( 2#) Chicken nuggets
Scramble Egg Skinlessc Longanisa
Rice Egg Omelet
Fruit Rice
Bottled water Fruit
Bottled water
SET E SET F
1985
Ham Steak Fried Tinapa
Swedish Hotdog Ham Steak
Sunny Side Up Red Egg+ tomatoes
Rice Rice
Fruit Fruit
Bottled water Bottled water
PACKAGE OF P 450.00/COVER
BUFFET LUNCH W/ WAITER SERVICE AND 2 PACKED SNACKS
MENU
Set Am Snack Buffet Lunch Pm Snack
A  Banana Cake  Creamy Beef  Baked Mac
 Bottled Juice Stroganoff  Garlic Bread
 Parmesan Crusted  Bottled Juice
Chicken
 Pinakbet Tagalog
 Rice
 Coffee Jelly
 Cucumber Juice
 Bottled Water
B  Ube  Beef Mechado  Pancit Bihon

Ensaymada  Daing Na Bangus Guisdo
 Bottled Juice  Chopsuey W/ Chicken  Garlic Bread
Liver  Bottled Juice
 Rice
 Brazo De Mercedes
 Iced Tea W/ Lemon
Juice
 Bottled Water
C  Pande Espania  Spicy Buffalo Wings  Blueberry

 Bottled Juice  Grilled Fish W/ Leek Muffin
Sauce  Bottled Juice
1986
 Fried Vegetable
Lumpia W/ Vinegar
Dip
 Rice
 Buko Pandan Salad
 Pineapple Juice
 Bottled Water
D  Adobo  Chicken Caldereta  Ham And

Pandesal  Pinaputok Na Tilapia Cheese
 Bottled Juice  Sitaw At Kalabasa Baguette W/
Guisado TLC
 Rice  Bottled Water
 Cream Puff
 Cucumber Juice
 Bottled Water
E  Taisan Cake  Beef Steak W/ Onion  Siopao Asado

 Bottled Juice Rings  Bottled Juice
 Roasted Chicken
 Chopsuey W/ Chicken
Liver
 Rice
 Baked Cheesecake
 Iced Tea W/ Lemon
Juice
 Bottled Water
SET: PACKED SNACKS @ 60.00/COVER
 Ube Ensaymada + bottled Juice ( 350 ml)

 Ham and Cheese Roll + bottled Juice ( 350 ml)
 Pineapple Pie Slice+ bottled Juice ( 350 ml)
 Pineapple upside-down+ bottled Juice ( 350 ml)
 Taisan Cake with Cheese+ bottled Juice ( 350 ml)
 Cinnamon Roll + bottled Juice ( 350 ml)
 Cheese Roll+ bottled Juice ( 350 ml)
 Corned Beef Pandesal+ bottled Juice ( 350 ml)
 Adobo Roll+ bottled Juice ( 350 ml)
 Hotdog Roll+ bottled Juice ( 350 ml)
 Pande Espania with Ham and Cheese+ bottled Juice ( 350 ml)
 Choco vanilla mammon + bottled Juice ( 350 ml)
 Mocha vanilla mammon + bottled Juice ( 350 ml)
1987
SET: PACKED SNACKS @85.00/COVER
 Chicken Sotanghon With Garlic Bread + Bottled Juice ( 350 Ml)

 Golden Pansit With Garlic Bread + Bottled Juice ( 350 Ml)
 Pansit Canton Guisado With Garlic Bread + Bottled Juice ( 350 Ml)
 Pansit Bijon With Garlic Bread + Bottled Juice ( 350 Ml)
 Miki Bijon With Garlic Bread + Bottled Juice ( 350 Ml)
 Bam-I With Garlic Bread + Bottled Juice ( 350 Ml)
 Pansit Lomi With Garlic Bread + Bottled Juice ( 350 Ml)
 Baked Mac With Garlic Bread + Bottled Juice ( 350 Ml)
 Meaty Spaghetti With Garlic Bread + Bottled Juice ( 350 Ml)
 Chicken Baguette Sandwich W/ TLC+ Bottled Juice
 Tuna Baguette Sandwich W/ TLC + Bottled Juice
 Ham And Cheese Baguette Sandwich W/ TLC + Bottled Juice
SET: PACKED SNACKS @ 100.00/COVER
 Penne Putanesca with garlic Bread

 Tuna Arabiatta with garlic Bread + bottled Juice ( 350 ml)
 Tuna Carbonara with garlic Bread + bottled Juice ( 350 ml)
 Tuna Linguine with garlic Bread + bottled Juice ( 350 ml)
 Fresh Tomato with Mango Salsa Pasta with garlic Bread + bottled Juice
 ( 350 ml)
 Fettucine Alfredo with garlic Bread + bottled Juice ( 350 ml)
 Pasta Marinara with garlic Bread + bottled Juice ( 350 ml) (vegetarian)
 Italian Pasta with garlic Bread + bottled Juice ( 350 ml)
OTHER SNACKS PER COVER
 Roast Beef Wheat Bread Sandwich + Bottled Juice

(350ml) P 150.00
 Lasagna W/ Garlic Bread + Bottled Juice (350ml)
 Cheese Burger+ Bottled Juice (350ml) P 115.00
 Burger + Bottled Juice (350ml)

 Clubhouse Sandwich + Bottled Juice (350ml) P 105.00
1988
MUFFINS with Bottled Juice
 CHOCOLATE MUFFIN
 BLUEBERRY MUFFIN
 CARROT MUFFIN P 85.00
 BANANA MUFFIN
 CHEESE MUFFIN
 STRAWBERRY MUFFIN
Note: Available only in the afternoon.
2. Provision of meals/snacks for walk-in customers
Request of UPD offices and colleges for provision of meals/snacks in small volume
UFS Cafeteria; Law Canteen; Bakeshop and Cafê

Office or Division:

Duly accomplished form/letter/email if to be paid on Request form from UFS; letter/email from
credit requesting party
1. Submit duly 1.1 Receive duly Supervisor-in-Charge

accomplished form accomplished Refer to table UFS Cafeteria; Law
5 Minutes
or request request form or of fees Canteen; Bakeshop
letter/email to UFS request letter/email and Cafê
1.2. Discuss with Supervisor-in-Charge

the clients i.e. food UFS Cafeteria; Law
preferences, None 10 Minutes Canteen; Bakeshop
number of guests and Cafê
etc.
1989
MENU
Breakfast Price (Php)
Beef Tapa w/ Rice 75
Cheesedog w/ Rice 40
Chicken Hotdog w/ Rice 40
Chicken Longganisa w/ Rice 40
Chicken Tocino w/ Rice 40
Corned Beef w/ Rice 40
Fried Eggplant w/ Rice 42
Garlic Longganisa w/ Rice 40
Ham Roll w/ Rice 40
Ham Steak w/ Rice 40
Hungarian Sausage w/ Rice 40
Jumbo Hotdog w/ Rice 40
Omelette 25
Pork Tapa w/ Rice 65
Pork Tocino w/ Rice 40
Regular Hotdog w/ Rice 40
Salted Egg w/ Tomatoes 25
Salted Egg w/ Tomatoes and Rice 40
Sauteed Tuna w/ Rice 40
Scrambled Egg 25
Scrambled Egg w/ Rice 40
Skinless Longganisa w/ Rice 40
Sunny Side Up Egg 12
Swedish Sausage w/ Rice 40
Tinapa w/ Rice 40
Tortang Talong w/ Rice 50
Tuyo w/ Rice 40
Arrozcaldo 25
Arrozcaldo w/ Egg 30
1990
Bihon Guisado 40
Canton Guisado 40
Champorado 30
Chicken Sopas 30
Chicken Sotanghon Soup 35
Golden Pancit 40
Lomi Soup 40
Lomi Guisado 40
Lugaw, plain 25
Lugaw w/ Boiled Egg 30
Sotanghon Guisado 40
Boiled Saba 10
Boiled Camote 15
Boiled Egg 12
Snacks Price (Php)

Baked Mac 50
Carbonara 50
Chicken Pesto Pasta 50
Palabok 45
Pasta Alfredo 50
Pasta Marinara 50
Spaghetti 45
Bananacue 20
Biko 15
Camote Fritters 15
Cassava Cake 15
Ginataang Bilo-Bilo 25
Maja de Mais 15
Maruya 15
Palitaw 8
Pichi-pichi 15
Puto, plain 6
Puto w/ Cheese 8
Sweetened Saba 15
Sweetened Camote 15
Turon 15
Nilagang Mais 30
Clubhouse Sandwich 75
Plain Sandwich 45
Baguette w/ TLC 55
Lunch Price (Php)

Vegetable Dish (ala carte) Note: Add Php 12 (with rice)
Ampalaya con Carne 30
1991
Ampalaya w/ Egg 30
Buttered Vegetables 30
Cabbage Guisado w/ Chicken 30
Cabbage Guisado w/ Tuna 30
Baguio Beans Guisado 30
Chopsuey 30
Corn and Carrots Guisado 30
Ensaladang Labanos 30
Ensaladang Talong 30
Fresh Lumpia Ubod 35
Ginataang Kalabasa 30
Ginataang Langka 30
Ginataang Puso ng Saging 30
Ginataang Sitaw at Kalabasa 30
Ginataang Papaya 30
Ginisang Sitaw at Kalabasa 30
Gising Gising 30
Kilawing Puso ng Saging 30
Labong 30
Laing 30
Lumpia Togue, fried 15
Mongo Guisado 30
Pakbet Ilocano 30
Pakbet Tagalog 30
Papaya w/ Sardines 30
Patola con Misua 30
Pechay Guisado w/ Tofu 30
Sayote and Carrots Guisado 30
Sayote Guisado 30
Steamed Vegetables w/ Bagoong 30
Stir-fried Kangkong w/ Tofu 30
1992
Suam na Mais 30
Togue Guisado 30
Upo Guisado 30
Upo Picadillo 30
Sayote Picadillo 30
Stir-fried Vegetables 30
Pork Dishes (ala Carte) Note: Add Php 10 (with rice)
Batchoy 55
Bicol Express 55
Breaded Porkchop 55
Lechon Kawali 55
Lechon Paksiw 55
Embutido 55
Lumpia Shanghai 55
Pork Giniling 55
Grilled Liempo 65 (55 for small cut)
Grilled Porkchop 65 (55 for small cut)
Pork Pochero 55
Pork Adobado 55
Pork Adobo 55
Pork Afritada 55
Pork ala Cubana 55
Pork ala Pobre 55
Pork Asado 55
Pork Barbecue 55
Pork Binagoongan 55
Pork Caldereta 55
Pork Curry 55
Pork Estofado 55
Pork Hamonado 55
Pork Hawaiian 55
Pork Humba 55
Pork Igado 55
Pork Kare-Kare 55
Pork Mechado 55
Pork Menudo 55
1993
Pork Nilaga 55
Pork Sinigang 55
Pork Sisig 55
Pork Steak 55
Pork Tokwa con Tausi 55
Pork w/ Oyster Sauce 55
Roast Pork 55
Sweet and Sour Pork Meatballs 55
Sweet and Sour Pork Strips 55
Tokwa’t Baboy 55
Chicken Dishes (ala Carte) Note: Add Php 10 (with rice)
Buffalo Chicken Wings 55
Chicken Adobo 55
Chicken Adobo sa Gata 55
Chicken Afritada 55
Chicken Asado 55
Chicken Barbecue 55
Chicken ala King 55
Chicken Caldereta 55
Chicken Casserole 55
Chicken Cordon Bleu 55
Chicken con Cassi 55
Chicken Curry 55
Chicken Estofado 55
Chicken Hamonado 55
Chicken Inasal 65 (55 for small cut)
Chicken Liver Adobo 55
Chicken Lollipop 55
Chicken Mechado 55
Chicken Pochero 55
Chicken Teriyaki 55
Chicken Tinola 55
Chicken w/ Cashew 55
Chicken w/ Mushroom 55
Chicken w/ Pineapple 55
Chicken w/ tausi and tokwa 55
Chicken in Oyster Sauce 55
Crusted Chicken Parmesan 55
Fried Chicken 55
Garlic Chicken 55
Honey Lemon Chicken 55
Roasted Chicken 55
Rosemary Chicken 55
Sinampalukang Manok 55
Chicken Tinola sa Gata 55
Beef Dishes (ala Carte) Note: Add Php 10 (with rice)
Beef ala Cuabana 65
Beef w/ Broccoli 65
Beef Caldereta 65
1994
Beef Nilaga 65
Beef Salpicao 65
Beef Kare-Kare 65
Beef Mechado 65
Beef Steak 65
Beef Stroganoff 65
Beef Teriyaki 65
Beef w/ Mushroom 65
Beef w/ Oyster Sauce 65
Burger Steak 65
Roast Beef 65
Beef Sinigang 65
Korean Beef Stew 65
Beef ala Pobre 65
Fish Dishes (ala Carte) Note: Add Php 10 (with rice)

Bangus Sisig 55
Daing na Bangus 55
Bangus ala Pobre 55
Bangus Steak 55
Fish Sarciado 55
Fish Fillet w/ Garlic Mayo Dip 55
Fried Tilapia 55
Fish Fillet in Leek Sauce 55
Fish Fillet w/ Tofu in Tausi Sauce 55
Fish Fingers 55
Paksiw na Bangus 55
Pinais na Bangus 55
Relleno Bangus 65
Bangus Sardines 65
Sweet and Sour Fish Fillet 55
Fried Tanigue 65
Sinigang na Bangus 55
Fish Shanghai 55
Dessert Price (Php)
Banana, Lacatan (depends on size) 10/ 12/ 15
Mixed Fresh Fruits 35
Mango Tapioca 25
Buco Pandan 25
Fruit Salad 25
Coffee Jelly 25
Fancy Cake Bars Price (Php)
Decadent Caramel Bar 20
Brownies 15
Cream Puff 15
Yema Cake 15
Russian Tart 15
Carrot Cake 15
1995
Macaroons 6
Avocado Cake 15
Yema Tart 12
Baked Cheesecake 20
Brazo de Mercedes 15
Butterscotch 15
Revel Bar 20
Beverages Price (Php)
Bottled Water 12
Brewed Coffee (Law) 15
3-in-1 Coffee 12
Sola in Can (Law) 25
Calamansi Soda in can (Law) 25
Dalandan Soda in can (Law) 25
Smart C 20
Yakult 10
Chuckie 30
Milo (tetra) 30
Milo (sachet) 12
Bear Brand (Tetra) 35
Bear Brand (sachet) 15
Gatorade 36
Cookies Price (Php)
Oatmeal Raisin 75
Chocolate Crinkles 75
Choco Chip Cookies 75
Camachile Cookies 50
Cornstarch Cookies 50
Butter Cookies 35
Peanut Butter Cookies 40
Sesame Seed Cookies 40
Assorted Biscuits 10
Cake Roll (per slice) Price (Php)
Strawberry Roll 40
Ube Roll 40
Yema Roll 40
Chocolate Roll 40
Mocha 40
Double Dutch 45
Cake Roll (half) Price (Php)
Strawberry Roll 250
Ube Roll 250
Yema Roll 250
Chocolate Roll 250
Cake Roll (whole) Price (Php)
Strawberry Roll 450
Ube Roll 450
1996
Yema Roll 450
Chocolate Roll 450
Mocha 450
Double Dutch 480
Cake Round (per slice) Price (Php)
Choco Moist 65
Black Forest 65
Tiramisu 65
Coffee Crumble 65
Choco Mousse 65
Ube Cake 65
Mango Torte 75
Strawberry Cheesecake 75
Blueberry Cheesecake 75
Oreo Cheesecake 75
Sans Rival 75
Choco Bomb 85
Cake Round (whole) Price (Php)
Choco Moist 750
Black Forest 750
Tiramisu 750
Coffee Crumble 750
Choco Mousse 750
Ube Cake 750
Mango Torte 750
Strawberry Cheesecake 850
Blueberry Cheesecake 850
Oreo Cheesecake 850
Sans Rival 850
Choco Bomb 950
Others Price (Php)
Garden Salad w/ Dressing 35
3. Preparation of billing
For payment of food orders by requesting parties

1997
UFS Bakeshop, Catering,
Delivery receipt
Cafeteria or Law Canteen
1. Delivery receipt 1.1 Receive

acknowledged by acknowledged None 1 Minute UFS
the clients delivery receipt
1.2 Prepare billing None 3 Minutes UFS
1998
All Academic Units / Colleges
External Services
1999
1. Request for Certifications / Documents
a. Diploma
b. Candidacy for Graduation
c. Candidacy for Graduation with General Weighted Average (GWA)/
Course Weighted Average (CWA)
d. Credited Subjects
e. Course Weighted Average (CWA)
f. Course Weighted Average (CWA with rank)
g. Eligible for Readmission
h. Enrolled in Residency
i. Enrollment
j. Good Standing
k. Graduate courses not credited for undergraduate
l. General Weighted Average (GWA)
m. General Weighted Average (GWA with Percentage)
n. General Weighted Average (GWA with Rank)
o. No Pending Case / Good Moral Character
p. Non-Contract
q. Remaining Units
r. Scholastic Standing
s. Units Earned
Office or
All Academic Clusters
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Request Form
Office of the College Secretary (OCS)
2. Payment Order Form
3. Official Receipt (OR) UP Cashier’s Office
FEES
CLIENT STEPS TO BE
PAID
1. Receive
1. Submit Receiving
Request form
properly PHP Personnel
and issue 5 Minutes
accomplished 20.00 Office of the
Payment
Request Form College Secretary
Order Form
2000
2. Receive 2. Accept
Payment Order payment and Special Collecting
Form then pay at issue OR 10 Minutes Officer
the UP Cashier’s UP Cashier’s Office
Office
3.1. Receive
OR
3.2. Evaluate
Receiving
status of
Personnel
student
Office of the
3.3. Prepare
College Secretary
certificate.
3. Submit OR to
3.4. Forward 2 Days
OCS
to the
College
Secretary for
signature.
College Secretary
3.5. Sign
Certificate /
Documents
4. Claim Releasing
4. Release
requested Personnel
Certificate / 5 Minutes
Certificate / Office of the
Documents
Documents College Secretary
PHP 2 Days and 20
TOTAL
20.00 Minutes
2. Request for Diploma

Request for Diploma
Office or
Division:
Type of
Transaction:
Who may avail: Graduates
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Principal
1. Request Form Office of the College Secretary
2. Valid UP ID / Government Office of the University Registrar / BIR, Post
issued Identification Card Office, DFA, PSA, SSS, GSIS, Pag-IBIG
3. University Clearance Office of the University Registrar
2001
Representative
1. Special Power of Attorney
(SPA)
2. Photocopy of valid ID of the
Requesting Party
representative
3. Photocopy of graduate’s valid
ID
FEES
CLIENT STEPS TO BE
PAID
1. Check
1. Submit status of Receiving
properly student in the Personnel Office of
None 15 Minutes
accomplished Computerized the College
Request Form Registration Secretary
System (CRS)
Releasing
2. Receive 2. Release Personnel Office of
None 5 Minutes
diploma diploma the College
Secretary
3. Changing/Tagging of Status Non-Major/Non-Degree

Changing/Tagging of Status Non-Major/Non-Degree
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Permit to Enroll Form signed by
the College Secretary.
2. Application for Non-Major/Non- Office of the College Secretary
Degree Form endorsed by
College Secretary
FEES
CLIENT STEPS TO BE
PAID
1. Secure Permit 1. Receive Receiving
None 15 Minutes
to Enroll Form Permit to Personnel Office of
2002
and accomplish Enroll Form the College
Application for and Secretary
Non-Major/Non- accomplish
Degree Form Application for
Non-
Major/Non-
Degree Form
2. Go to College
Secretary /
2.1. College
Program Adviser
Secretary /
(Graduate
Program College Secretary /
Director / None 1 Day
Adviser Program Adviser
Undergraduate
advises
Committee
student
Chair) for
Consultation
2.2. Check
and change
status of
student
through Receiving
Computerized Personnel Office of
None 1 Day
Registration the University
System (CRS) Registrar
and Prepare
the College
Admission
Form
Receiving
Personnel Office of
College College None 5 Minutes
the College
Admission Slip Admission Slip
Secretary
2 Days and 20
TOTAL None
Minutes
4. Issuance of Permit for Grade Completion / Removal Examination

Issuance of Permit for Grade Completion / Removal Examination
Office or
Division:
Type of
Transaction:
2003
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Permit for Grade Completion /
Office of the College Secretary
Removal Examination Form
FEES
CLIENT STEPS TO BE
PAID
1. Submit
None
accomplished
Receiving
Permit for Grade 1.1 Received
*Subject Personnel Office of
Completion / copy of
to fines if 4 Hours the College
Removal accomplished
exceeds Secretary
Examination form
deadline
Form signed by
of filing
instructor
student’s and approved
instructor’s copy Grade
Releasing
of approved Completion /
Personnel Office of
Grade Removal None 5 Minutes
the College
Completion / Examination
Secretary
Removal Form
Examination
Form
4 Hours and 5
TOTAL None
Minutes
5. Process Application for Admission: Shifting and Transfer

Process Application for Admission:
Shifting (S1- Changing Degree Programs from within the same College and S2-
Changing Degree Programs from within different Colleges in UP Diliman)
Transfer (T1-Transfer from other UP units and T2-Transfer from other universities)
Office or
Division:
Type of
Transaction:
Who may avail: Undergraduate Students of the All Academic Clusters
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
For S1 (Undergraduate Students
within the College);
2004
1.Change of Program Form;
Application Form (S1 from one
Department to another)
2. Student Directory Form (2
copies)
4.True Copy of Grades (TCG) Office of the University Registrar

within UP Diliman):
1. Application Form Office of the College Secretary
copies)
4. Original and photocopy of
Official Transcript of Records
(OTR) / TCG (Grade of 2.5 within Office of the University Registrar
Diliman, depends on program
applied for, Completed 30 units)
5. 3 pcs of 2x2 pictures
6. Certificate of Non-Contract and
Requesting Party
Certificate of Good Moral
Character
For T1 (Undergraduate Students

within UP Constituent
Universities):
copies)
4. Original and photocopy of OTR
/ TCG (Grade of 2.25 within
Diliman, depends on program
6. Certificate of Non-Contract and
Requesting Party
Certificate of Good Moral
Character
For T2 (Transfer from other

universities)
copies)
2. Original and photocopy of OTR
/ TCG (Grade of 2.00, depends
2005
on program applied for,
Completed 33 units)
4. Certificate of Honorable Requesting Party
Dismissal
5. Medical Certificate (can be
requested from other
University Health Service (UHS)
hospitals/clinics to be certified by
UHS)
FEES
CLIENT STEPS TO BE
PAID
1. Issue Receiving
1. Get Payment Payment Personnel Office of
Order Form (For Order Form the College
S1, S2, and T1) Secretary
None 10 Minutes
and pay at the
UP Cashier’s Special Collecting
Office Officer
UP Cashier’s Office
2. Submit 2.1. Receive
properly Application
accomplished Form with
Application Form Official None 30 Minutes
(For S1, S2, and Receipt (OR) Receiving
T1), Official and other Personnel Office of
Receipt (OR), requirements the College
and other Secretary
requirements 2.2. Evaluate
(OTR, Student and process None 1 Day
Directory, application.
Certifications)
3. Issue Receiving
3. Receive
College Personnel Office of
College None 10 Minutes
Admission the College
Admission Slip.
Slip. Secretary
5. Secure 5. OUR will
Medical Issue
Certificate from University
the University Admission
Receiving
Health Service Slip. *Certain
Personnel Office of
and submit all units require None 5 Minutes
the College
original medical
Secretary
documents to the certificate
Office of the before
University releasing of
Registrar (OUR) College
2006
to receive the Admission
University Slip
Admission Slip.
6. Submit 6. Receive Receiving
University University Personnel Office of
None 5 Minutes
Admission Slip Admission the College
from OUR Slip Secretary
1 Day and 1
TOTAL None
Hour
6. Process Application for Admission of New Graduate Students

Process Application for Admission of New Graduate Students
Office or
Division:
Type of
Transaction:
Who may avail: Graduate Students of All Academic Clusters
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Application Form Official Website of College
2. Certificate of Good Moral
Character
3. Two (2) pieces of 2x2 picture Requesting Party
4. Employment Certificate (if
applicable)
copies) Office of the College Secretary
6. Program of Study
(OTR) / True Copy of Grades Office of the University Registrar
(TCG)
8. Medical Certificate University Health Service
9. Certificate of Birth
10. Certificate of Marriage (if Philippine Statistics Authority (PSA)
applicable)
2007
FEES
CLIENT STEPS TO BE
PAID
1. Accept Special Collecting
1. Apply online
payment and PHP Officer
and pay at UP 5 Minutes
issue Official 500.00 UP Cashier’s
Cashier’s Office
Receipt (OR) Office
properly properly Receiving
accomplished accomplished Personnel Office
None 30 Minutes
forms, OR, and forms with OR of the College
other and other Secretary
3.1. Receive
Receiving
properly
Personnel
Graduate and
3. Submit Program of
Fellowships Office
Program of Study Study
for Approval / 3.2. Evaluate
Disapproval of and process
Receiving
the Graduate application.
Personnel Office
Director (After the None 10 Days
of the College
deadline for
Secretary
filing of
application)
5. Submit all
original 5. Deliberate Graduate and
documents and and select None 11 Days Fellowships
receive College applicants. Committee
Admission Slip
6. Secure Medical 6. OUR will
Certificate from Issue
the University University
Health Service Admission
and submit all Slip. *Certain
Receiving
original units require
Personnel Office
documents to the medical None 10 Minutes
of the College
Office of the certificate
Secretary
University before
Registrar (OUR) releasing of
to receive College
University Admission
Admission Slip. Slip
University University Personnel Office
None 5 Minutes
Admission Slip Admission of the College
2008
PHP 21 Days and 1
TOTAL
500.00 Hour
7. Process Application for Admission: International Graduate

Students
Process Application for Admission for International Graduate Students
Office or
Division:
Type of
Transaction:
Who may avail: International Graduate Students of All Academic Clusters
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Application Form
copies)
3. College Admission Slip
(OTR) (translated to English)
Client’s School of Origin
Character (translated to English)
6. Two (2) pieces of passport-
sized picture
7. Certificate of Non-contract
8. Official TOEFL or IELTS score
Requesting Party
report (if medium of instruction in
the school attended is not
English)
9. Photocopy of Passport
Issuing Government Agency from Client’s
12. Certificate of Marriage (if
Country of Origin
applicable)
13. Program of Study Office of the Graduate Program
FEES
CLIENT STEPS TO BE
PAID
2009
1. Apply online
issue Official 500.00 UP Cashier’s
Cashier’s Office
Receipt (OR) Office
properly properly Receiving
accomplished accomplished Personnel Office of
None 30 Minutes
forms, OR, and forms with the College
other OR and other Secretary
3. Submit
3.1. Receive
Program of Study Receiving
properly
for Approval / Personnel
Disapproval of Graduate and
Program of
the Graduate Fellowships Office
Study
Director
3.2. Evaluate
and process
Receiving
application.
Personnel Office of
(After the None 10 Days
the College
deadline for
Secretary
filing of
application)
5. Submit all
Admission Slip
6. Secure Medical 6. OUR will
Certificate from Issue
the University University
Health Service Admission
and submit all Slip. *Certain
Receiving
original units require
Personnel Office of
documents to the medical None 10 Minutes
the College
Office of the certificate
Secretary
University before
Registrar (OUR) releasing of
to receive College
University Admission
Admission Slip. Slip
7. Submit Receiving
7. Receive
requirements to Personnel
requirements 1 Hour
the Office of None Office of
and issue (Paused-clock)
International International
Study Permit
Linkages Diliman Linkages Diliman
2010
(OILD) to receive
Study Permit
8. Submit Study Receiving
Permit and 8. Receive 1 Hour Personnel Office of
None
requirements to requirements (Paused-clock) the University
OUR Registrar
None 5 Minutes
PHP 21 Days and 3
TOTAL
500.00 Hours
8. Requests and Invitations addressed to the Dean (meetings,

interviews, partnerships)
Processing of requests and invitations addressed to the Dean (meetings, interviews,
partnerships)
Office or
Division:
Type of Government to Government / Government to Citizen / Government
Who may
All
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
PAID
1.1 Receiving
1. Client Receiving Personnel
Personnel
submits Office of the Dean
acknowledges
Letter of None 1 Day
receipt of
Request to
document
the Office of Dean
with
the Dean
Receiving
2011
stamp and
signature.
1.2 Receiving
Personnel
forwards
document to
the Dean for
evaluation.
1.3 Dean decides
whether to
accept or
decline the
request
2.1. Receiving
Staff of the
Office of the
Dean may
choose among
2. Client provided means
receives (ex. via phone
None 30 Minutes Receiving Personnel
response for call, text
the request. message, etc.) Office of the Dean
to inform client
that the Dean’s
response is
ready for pick-
up
1 Day and 30
TOTAL None
Minutes
9. Request for Recommendation/ Endorsement Letter

Processing or request for Recommendation/Endorsement Letter that can be used for
continuing academic pursuit, employment, and appointment
Office or
All Social Science and Law Cluster
Division:
Classificatio
Complex
n:
2012
Type of
Transaction:
Who may
Faculty, Citizens, Staff
avail:
Request Letter for
Office of the Dean
Recommendation/Endorsement
FEE
S TO PERSON
CLIENT PROCESSIN
AGENCY ACTION BE RESPONSIBL
STEPS G TIME
PAI E
D
1.1 Receiving Personnel
acknowledges receipt of
document with Receiving
Receiving
1. Client stamp and signature.
Personnel
submits
Office of the
Letter of 1.2 Receiving Personnel Non
1 Day Dean
Request to forwards document to the e
the Office of Dean for evaluation.
the Dean
Dean
1.3 Dean decides whether to
accept or decline the
request
2.1. Receiving Staff of the
Office of the Dean may
choose among provided
2. Client
means (ex. via phone call, Receiving
receives Non
text message, etc.) to inform 30 Minutes Personnel
response for e
client that the Office of the
the request.
Recommendation/Endorsem Dean
ent Letter is ready for pick-
up
Non 1 Day and
TOTAL
e 30 Minutes
2013
10. Request for Permit to Overload / Underload
Request for Permit to Overload / Underload
Office or
Division:
Type of
Transaction:
Who may avail: Undergraduate Students of All Academic Clusters
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Permit to Overload /
Underload Form Office of the College Secretary
2. Permit to Enroll
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
and
evaluate
Permit to
Overload /
1. Submit Underload
properly Form
Receiving Personnel
accomplished
None 10 Minutes Office of the College
Permit to 1.2. Check
Secretary
Overload / scholastic
Underload Form standing
through the
CRS and
forward to
the College
Secretary
2. Receive
and approve
2. Consult with
Permit to
the College None 1 Day College Secretary
Overload /
Secretary
Underload
Form
1 Day and 10
TOTAL None
Minutes
2014
11. Request for Substitution of Courses
Request for Substitution of Courses for Undergraduate and Graduate Students
(Subject/s within the College, other College, other UP Unit or other University)
Office or
Division:
Type of
Transaction:
Who may avail: Students of All Academic Clusters
1. Substitution Form (3 copies)
2. Photocopy of Course Syllabus
3. True Copy of Grades (TCG) /
Printed Grades from CRS
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
properly
accomplished
Substitution Form
and other
requirements.
Receiving
Personnel Office
1.2. Forward to
of the College
1. Submit the Graduate
Secretary
properly Director or
None 1 Hour
accomplished Undergraduate
Receiving
Substitution Committee
Personnel Office
Form, Chairman
of the Department
Photocopy of
Chairman
Course Syllabus 1.3. If approved,
and TCG / forward to the
Printed grades Office of the
from CRS Department
Chairman for
action
Department
1.4. Approve Chairman
request for
None 3 Days
substitution Receiving
Personnel Office
of the Dean
2015
1.5. Forward to
the Office of the Dean
Dean for approval
1.6. Approve /
Disapprove
request for
substitution form
2. Claim request
approved request Personnel Office
for substitution None 5 Minutes
for substitution of the College
form
form Secretary
3 Days, 1 Hour
TOTAL None
and 5 Minutes
12. Request for Permission to Cross-Register to Another UP Unit

Request for Permission to Cross-Register to Another UP Unit
Office or
Division:
Type of
Transaction:
Who may avail: Undergraduate Students of All Academic Clusters
1. Letter Addressed to the College
Requesting Party
Secretary
2. Request to Cross-Register Form
3. Adviser's certification re: remaining
deficiencies (for graduating students Office of the College Secretary
only)
4. Certificate of Scholastic Standing
FEES
CLIENT STEPS
PAID
1.1. Receive
1. Submit
properly Receiving
properly
accomplished None 1 Day
Request to Cross- Office of the
Request to Cross-
Register Form College Secretary
Register Form
and other
2016
required
documents
1.2. Forward to
the Office of the
College Secretary
and Office of the
Dean for approval
1.3. Approve /
Disapprove
College Secretary
request
None 1 Day
Permission to
Dean
Cross-Register to
Another UP Unit
2. Release
2. Claim request Releasing
approved request
for Permission to Personnel Office
for Permission to None 5 Minutes
Cross-Register to of the College
Cross-Register to
another UP unit Secretary
Another UP Unit
2 Days and 5
TOTAL None
Minutes
13. Request for Return from Absent Without Leave (AWOL)

Request for Return from Absence without Leave (AWOL)
Office or
Division:
Type of
Transaction:
Undergraduate and Graduate Students of All Academic Clusters
Who may avail:
(Local and International)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter Addressed to the
Program Director / Chairman
2. Letter Addressed to University Requesting Party
Registrar
3. Two (2) pieces 2x2 picture
4. Appeal for Readmission Form
5. Program of Study (for graduate
students)
6. Student Directory (2 copies)
2017
9. Medical Certificate (for 1 year
and above from AWOL)
10. For international students, Office of the International Linkages Diliman
Study Permit (OILD)
FEES
CLIENT STEPS TO BE
PAID
1. Issue
1. Secure
Program of
Program of
Study Form,
Study Form, Receiving
Appeal for
Appeal for Personnel
readmission None 15 Minutes
Readmission Office of the
Form and
Form, and College Secretary
Student
Student
Directory
Directory Form
Form
Receiving
Personnel
Graduate and
addressed to the Letter for
Fellowships Office
Graduate approval /
Director / disapproval of None 1 Day
or
Undergraduate the Program
Committee Director /
Undergraduate
Chairman Chairman
Committee
Chairman
3.1. Receive
Receiving
Letter
3. Submit Letter Personnel Office of
addressed to None 1 Day
addressed to the the College
the University
University Secretary
Registrar
Registrar
3.2. Endorse
None 1 Day Dean
letter to OUR
4. Receive
endorsement Releasing
4. Release
letter from the Personnel Office of
endorsement None 5 Minutes
Office of the the College
letter
College Secretary
Secretary
properly properly Personnel
accomplished accomplished Graduate and
None 1 Day
Program of Program of Fellowships Office
Study, Appeal Study, Appeal
for Readmission for or
2018
Form, for Readmission
approval / Form, and Undergraduate
disapproval of Student Committee
Graduate Directory Chairman
Director / Form
Undergraduate
Committee
Chairman and
Student
Directory Form
6. Pay AWOL Special Collecting
6. Receive PHP
fee at the 1 Day Officer
payment 225.00
Cashier’s Office UP Cashier’s Office
7. Present
7. Issue Releasing
Official Receipt
College Personnel Office of
to receive None 10 Minutes
Admission the College
College
Slip Secretary
Admission Slip
8. Secure
Medical
Releasing
Certificate from 8. Release
1 Day Personnel
the University Medical None
(Paused-clock) University Health
Health Service Certificate
Service
(for 1 year and
above AWOL)
9. Secure Study
Releasing
Permit from
9. Issue Study 30 Minutes Personnel Office of
OILD (for None
Permit (Paused-clock) the International
international
Linkages Diliman
students)
10. Submit
photocopy of all Receiving
10. Receive
documents to Personnel Office of
photocopy of None 5 Minutes
the Office of the the College
all documents
College Secretary
Secretary
11. Submit all
original 11. Receive
documents to original
Receiving
the Office of the documents
5 Minutes Personnel Office of
University and issue None
(Paused-clock) the University
Registrar to University
Registrar
receive the Admission
University Slip
Admission Slip
None 5 Minutes
2019
to the Office of Slip Secretary
the College
Secretary
PHP 6 Days, 1 Hour
TOTAL
225.00 and 15 Minutes
14. Request for Return from Leave of Absence (LOA)

Request for Return from Leave of Absence (LOA)
Office or
Division:
Type of
Transaction:
Who may avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Program Director/Chairman Requesting Party
2. Two (2) pieces of 2x2 picture
3. Return from Leave of Absence
(LOA) Form
students) Office of the College Secretary
copies)
6. True Copy of Grades
7. Medical Certificate (1 year and
above)
FEES
CLIENT STEPS TO BE
PAID
1. Secure
Program of 1. Issue
Study Form Program of
Receiving
(graduate Study Form,
Personnel
students only), Return from None 15 Minutes
Office of the
Return from LOA Form, and
College Secretary
LOA Form, and Student
Student Directory Form
Directory Form
2. Submit Letter 2. Receive Receiving
None 1 Day
addressed to Letter for Personnel
2020
the Graduate approval / Graduate and
Director / disapproval of Fellowships Office
Undergraduate the Graduate
Committee Director / or
Chairman Undergraduate
Committee Undergraduate
Chairman Committee
Chairman
4. Submit
properly 4.1. Receive
accomplished properly
Program of accomplished
Receiving
Personnel Office of
(graduate Study Form, None 10 Minutes
the College
students only), Return from
Secretary
Return from LOA Form, and
LOA Form, and other
other requirements
requirements
4.2. Sign and
forward to the
Graduate
Director the
Graduate Director /
Program of
Undergraduate
Study, properly None 2 Days
Committee
accomplished
Chairman
Return from
LOA Form for
approval /
disapproval
5. Receive
5. Release
signed Program
Receive signed Releasing
of Study,
Program of Personnel Office of
properly None 15 Minutes
Study and the College
accomplished
Return from Secretary
Return from
LOA Form
LOA Form
6. Present
Official Receipt Releasing
6. Issue
(OR) of LOA fee Personnel Office of
College None 1 Day
to receive the College
Admission Slip
College Secretary
Admission Slip
7. Secure Releasing
7. Release
Medical Personnel
Medical None 1 Day
Certificate from University Health
Certificate
the University Service
2021
Health Service
(for 1 year and
above from
LOA)
8. Submit all
original
documents to
Receiving
the Office of the 8. Issue
Personnel Office of
University University None 1 Day
the University
Registrar (OUR) Admission Slip
Registrar
to receive
University
Admission Slip
9. Submit
University Receiving
9. Receive
Admission Slip Personnel Office of
University None 5 Minutes
to the Office of the College
Admission Slip
the College Secretary
Secretary
PHP 6 Days and 40
TOTAL
125.00 Minutes
15. Request for Validation of Courses

Request for Validation of Courses
Office or
Division:
Type of
Transaction:
1. Application for Advance Credit
Without Validation Form (AACW
Form)
(OTR) / True Copy of Grades (TCG)
4. Computerized Registration System
Computerized Registration System (CRS)
(CRS) Printed Grades
FEES
CLIENT STEPS
PAID
2022
1.1. Receive
properly
accomplished
1. Submit
AACW Form for Receiving
properly
Program Adviser Personnel Office
accomplished None 1 Day
or College of the College
Advance Credit
Secretary’s Secretary
Without
signature and
Validation Form,
other
Photocopy of
requirements
course syllabus,
1.2. Forward
Photocopy of Receiving
properly
Official Transcript Personnel
accomplished
of Record or TCG Graduate and
AACW Form for
or Printed grades None 1 Day Fellowships Office
Graduate Director
from CRS
or Undergraduate
Undergraduate
Chairman’s
Chairman
signature
2.1. Receive and
evaluate
documents for
validation
2.2. Action of the

Department /
College offering
the course Receiving
Personnel
None 4 Days
2.3. Prepare College / Institute
2. Go to home
Certification for / Department
College / Institute
the subject being
/ Department of
credited
requested course
for validation
2.4. Forward to
the Office of the
Department
Chairman for
action
2.5. Forward to
the Office of the
College Secretary Receiving
None 2 Days
or Dean’s Office Personnel Office
for approval / of the Dean
disapproval
3. Claim request
for Validation of None 5 Minutes
request for Personnel Office
Courses
2023
Validation of of the College
Courses Secretary
8 Days and 5
TOTAL None
Minutes
16. Endorsement Letter for Exchange Program or Study Abroad

Request for Endorsement Letter of Exchange Program or Study Abroad
Office or
Division:
Type of
Transaction:
1. Acceptance Letter Partner International University
2. Endorsement Request Letter
Requesting Party
addressed to the Dean
3. Exchange Program or Study
Abroad Form
4. Course Syllabus of Subjects to
be taken
FEES
CLIENT STEPS
PAID
1.1. Receive
Acceptance
Letter from the
1. Submit
Partner
Acceptance Receiving
International
Letter from the None 5 Minutes Personnel Office of
University and
Partner the Dean
Exchange
International
Program or
University and
Study Abroad
Exchange
Form
Program or
1.2. Approve /
Study Abroad
Disapprove
Form
request for None 2 Days Dean
Endorsement of
Exchange
2024
Program or
Study Abroad
2. Release
2. Claim request
Endorsement
for Endorsement Releasing
Letter for
of Exchange None 5 Minutes Personnel Office of
Exchange
Program or the Dean
Program or
Study Abroad
Study Abroad
2 Days and 10
TOTAL None
Minutes
17. Endorsement for Deferment of Enrollment

Request for Deferment of Enrollment
Office or
Division:
Type of
Transaction:
Letter addressed to the Dean
through the College Secretary
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
Letter addressed Receiving
to Dean through Personnel Office
the College of the College
None 5 Minutes
1. Submit Letter Secretary Secretary
addressed to the
Dean through 1.2. Forward to College Secretary
the Office of the the Dean
College 1.3. Approve /
Secretary Disapprove
request for
None 1 Day Dean
Deferment of
Enrollment
2025
2. Release
approved / Releasing
2. Claim request
disapproved Personnel Office
for Deferment of None 5 Minutes
request for of the College
Enrollment
Deferment of Secretary
Enrollment
1 Day and 10
TOTAL None
Minutes
18. Endorsement for Appeal Late Registration and Payment

Request for Endorsement of Appeal for Late Registration and Payment
Office or
Division:
Type of
Transaction:
Letter addressed to the Office of the
Requesting Party
FEES
CLIENT STEPS
PAID
1.1. Receive Receiving
Letter addressed Personnel Office
to the OUR of the College
None 1 Day Secretary
1.2. Forward to
1. Submit Letter the Dean for College
addressed to the endorsement Secretary
Office of the 1.3. Approve /
University Disapprove
Registrar (OUR) to Endorsement of
the Office of the Appeal for Late
College Secretary
Registration and None 1 Day Dean
Payment then
return to the
Office of the
College
2026
Secretary for
releasing
2. Claim
Endorsement of 2. Release Releasing
Appeal for Late Endorsement of Personnel
Registration and Appeal for Late None 5 Minutes Office of the
Payment then go Registration and College
to the OUR Payment Secretary
2 Days and 5
TOTAL None
Minutes
19. Endorsement for Appeal for Late Application for Dropping or

Request for Endorsement of Appeal for Late Application for Dropping or Change
Matriculation
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
Receiving
Letter addressed
Personnel Office
1. Submit Letter to the OUR
of the College
addressed to the None 1 Day
Secretary
Office of the 1.2. Forward to
University the Dean for
College Secretary
Registrar (OUR) endorsement
to the Office of 1.2. Approve /
the College Disapprove
Secretary Endorsement of None 1 Day Dean
Appeal for Late
Application for
2027
Dropping or
Change
Matriculation
then return to the
Office of the
College
Secretary for
releasing
2. Claim
Endorsement of
Appeal for Late 2. Release
Application for Endorsement of
Releasing
Appeal for Late
Dropping or Personnel
Application for None 5 Minutes
Change Office of the
Dropping or
Matriculation College Secretary
Change
then go to the Matriculation
OUR
2 Days and 5
TOTAL None
Minutes
20. Endorsement for Appeal for Late Application for Leave of

Absence (LOA)
Request for Endorsement of Appeal for Late Application for Leave of Absence (LOA)
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
CLIENT STEPS TO BE
PAID
1. Submit Letter Receiving
1.1. Receive
addressed to the Personnel Office
Letter addressed
Office of the None 1 Day of the College
to the OUR
University Secretary
Registrar (OUR)
2028
to the Office of 1.2. Forward to College Secretary
the College the Dean for
Secretary endorsement
1.2. Approve /
Disapprove
Endorsement of
Appeal for Late
Application for
Leave of
None 1 Day Dean
Absence (LOA)
then return to the
Office of the
College
Secretary for
releasing
2. Claim
Endorsement of
Endorsement of Releasing
Application for
Appeal for Late Personnel
Leave of None 5 Minutes
Application for Office of the
Absence (LOA)
Leave of College Secretary
then go to the Absence (LOA)
OUR
2 Days and 5
TOTAL None
Minutes
21. Process Dropping or Change Matriculation

Process Dropping or Change Matriculation
Office or
Division:
Type of
Transaction:
Who may
Students of All Academic Clusters
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Updated profile and applied
for dropping or change Computerized Registration System
matriculation in the
2029
Computerized Registration
System (CRS)
2. Dropping or Change of
Matriculation Form
CLIENT STEPS
Dropping –
PHP
1.1. Receive
1. For advising 10.00/unit
UP ID or
status in the 5 Minutes
Student Receiving
CRS, present Change
Information Personnel Office
UP ID or write Matriculation
of the College
down Student - None
Secretary
Number and 1.2. Process
Name Dropping or
None 10 Minutes
Change
Matriculation
3. Receive 3. Print and
Dropping Form release
Dropping Releasing
or Change
Personnel Office
Matriculation Form or None 15 Minutes
of the College
Form and go to Change
Secretary
the UP Matriculation
Cashier’s Office Form
Dropping –
PHP
10.00/unit
TOTAL 30 Minutes
Change
Matriculation
- None
22. Process Application for Leave of Absence (LOA)

Process Application for Leave of Absence (LOA)
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2030
1. Updated profile and applied for
LOA in the Computerized Computerized Registration System
Registration System (CRS)
2. Letter of consent from parents
Requesting Party
if minor
3. Leave of Absence (LOA) Form Office of the College Secretary
FEES
CLIENT STEPS TO BE
PAID
1. Submit Letter 1.1. Receive
of Consent from UP Student ID PHP
5 Minutes
Parent if Minor or student 125.00
and if given information Receiving
standing in the Personnel Office of
CRS, present the College
1.2. Process
UP Student ID Secretary
LOA None 5 Minutes
or Write down
Application
Student Number
and Name
2. Receive LOA
2. Print and Releasing
Form and sign 4
Personnel Office of
copies; if minor release LOA None 5 Minutes
the College
affix parent’s Form
Secretary
signature
3.1. Receive
LOA Form
Receiving
3.2. Sign LOA Personnel Office of
Form and the College
forward to the Secretary
3. Return signed
Undergraduate None 1 Day
LOA Form
Chairman College Secretary
3.3. Sign LOA Undergraduate

Form and Chairman
forward to the
Dean
3.4. Sign LOA
None 1 Day Dean
Form
4. Receive
signed LOA
Personnel Office of
Form then pay signed LOA None 5 Minutes
the College
at the UP Form
Secretary
Cashier’s Office
2031
PHP 2 Days and 20
TOTAL
125.00 Minutes
23. Process Permit to Transfer for Shifting Out

Request for Permit to Transfer for Shifting Out (Good Standing and Non-Major)
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Acceptance Letter College to be Transferred to
2. College Clearance
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
copy of
Acceptance
Letter from
Other
Colleges/UP
Unit, College
Clearance and
TCG
1. Submit copy
Receiving
of Acceptance
1.2. Evaluate Personnel Office of
Letter from
and prepare 3 the College
Other Colleges / None 20 Minutes
copies of Secretary
UP Unit, College
Permit to Enroll
Clearance and,
Form College Secretary
TCG
1.3. Sign and
forward Permit
to Enroll Form
with
attachments to
the
Undergraduate
Chairman
2032
1.4. Sign and
forward Permit
to Enroll Form Undergraduate
None 1 Day
with Chairman
attachments to
the Dean
1.5. Sign
Permit to Enroll
Form with
None 1 Day Dean
attachments
and return to
the OCS
2. Claim Permit
Permit to Enroll Personnel Office of
to Enroll Form None 10 Minutes
Form with the College
with attachments
attachments Secretary
2 Days and 30
TOTAL None
Minutes
24. Reservation Request (Room, Equipment, etc.)

Processing of reservation request for facilities, venues, equipment and assisting
manpower for events and activities
Office or
Division:
Who may avail: All
Letter of Request addressed to
respective office head
Specific Office or Department in-charge of target venue
*UPIS additional Requirement: or equipment
Payment upon approval (please get
FEES-UPIS worksheet)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
2033
1.1. Receiving
Personnel
acknowledges
receipt of
document with
Receiving stamp
and signature.
Receiving Personnel
1.2. Receiving Target Office
1. Client submits
Personnel
Letter of Request None 1 Day
forwards
to the target office
document to the Head
head for Target Office
evaluation.
1.3 Head of target

office decides
whether to accept
or decline the
request
2.1. Receiving
Staff of the target
office may
choose among
2. Client receives provided means
response for the (ex. via phone None 30 Minutes Receiving Personnel
request. call, text Target Office
message, etc.) to
inform client that
the response is
ready for pick-up
3. If approved,
3.1 Designated
client proceeds As
collecting offer
to designated defined
receives
collecting by 20 Minutes
payment and
officer to target
issues official
process office
receipt
applicable fees
As 1 Day and 30
TOTAL defined Minutes
by
2034
target
office
25. Issuance of Certificate of True Copy of Grades (TCG)

Processing of request of Certificate of True Copy of Grades (TCG)
Office or
Office of the College Secretary, All Academic Clusters
Division:
Type of
Transaction:
Who may avail: All Undergraduate Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
TCG Request Form Office of the College Secretary
ACTION BE PAID TIME
1.1. Give
Form to the
1.The Student Student Receiving Personnel
None 10 Minutes
fill-up the Form 1.2. OCS Office of the College Secretary
Personnel
indicate fee
2.Receiving
Personnel
PHP
2.The Student accepts
20.00 per Receiving Personnel
proceed to the payment and Pause clock
copy of Cashier’s Office
Cashier’s Office issues
TCG
official
receipt
3.1. OCS-
3.The student Staff accepts
submits the the request
request form Form and
Releasing Personnel
and the Official the Official None 3 days
Receipt (OR) to Receipt (OR)
the OCS 3.2. TCG
Personnel copies are
prepared
PHP
TOTAL 20.00 3 Days
per copy
2035
All Academic Units / Colleges
Internal Service
2036
1. Reservation Request (Room, Equipment, etc.)
Processing of reservation request for facilities, venues, equipment and assisting
manpower for events and activities
Office or
Division:
Who may avail: All
Letter of Request addressed to
respective office head
Specific Office or Department in-charge of target venue or
*UPIS additional Requirement: equipment
Payment upon approval (please get
FEES-UPIS worksheet)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1.1. Receiving
Personnel
acknowledges
receipt of
document with
Receiving stamp
and signature. Receiving Personnel
Target Office
1. Client submits
Letter of Request 1.2. Receiving None 1 Day
to the target office Personnel
forwards Head
document to the Target Office
head for
evaluation.
1.3 Head of target

office decides
whether to accept
2037
or decline the
request
2.1. Receiving
Staff of the target
office may
choose among
2. Client receives provided means
response for the (ex. via phone None 30 Minutes Receiving Personnel
request. call, text Target Office
message, etc.) to
inform client that
the response is
ready for pick-up
4. If approved,
3.1 Designated
client proceeds As
collecting offer
to designated defined
receives
collecting by 20 Minutes
payment and
officer to target
issues official
process office
receipt
applicable fees
As
defined
1 Day and 30
TOTAL by
Minutes
target
office
2038
Arts and Letters Cluster
College of Arts and Letters (CAL)
External Services
2039
1. Application for Password Reset
Office or
CAL 101 (Student Records)
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. College Clearance
FEES
CLIENT STEPS TO BE
PAID
1. Submit copy of 1.1. Release
Acceptance Letter blank online
from Other application of
Colleges / UP Unit, CRS
College Clearance certification Receiving Personnel
and, TCG Office of the College
Secretary
None 9 Minutes
1.2. Receive
Ask at CAL 101 accomplished
for CRS application form College Secretary
certification via
online application
1.3. Check
student status
Submit filled out
1.4. Sign
form
Application None 30 Minutes College Secretary
Form
2040
Wait for the form to
be processed and
signed
2.1 Release the Releasing Personnel
1. Claim form form Office of the College
Secretary
None 5 Minutes
Submit to CRS
OUR 2.2 Receive
certification CRS OUR
2. Akdang Buhay
A comprehensive video documentation of National Artists for Literature and leading
Filipino Authors
Office or
UP ICW
Division:
Type of Documentation of the Lives and Works of National Artists for Literature ad
Transaction: leading Filipino authors
Who may avail: National Artists for Literature and leading Filipino Authors
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter of Intent College to be Transferred to
2. Referral-Recommendation UP ICW
FEES
CLIENT STEPS TO BE
PAID
1. Featured 1.1 Select from None 35 Minutes
author/writer list of writers Member-writers
availability 1.2 Orient chosen
interviewees
2. Wait for air/land 2.1 Reserve via 10 Minutes
transpo provision govt fares Admin/Project Staff
2041
Agreement for Air
Travel
30 Minutes
2.2 Contact 3
transpo service
3. Get ready for 3.1 Write a report 1 Day

interview on Akdang Buhay
interview
30 Minutes
3.2 Prepare
necessary
Admin/Project Staff
documents for
transpo, service
fee, honoraria
payment
1 Day, 3 Hours
TOTAL: None
and 5 Minutes
3. Amelia Lapena-Bonifacio Writers Workshop

Workshop for incoming Certificate in Theatre Arts Freshmen
Office or
UP ICW
Division:
Classification: Complex/Highly Technical
Type of
College to student-writers
Transaction:
Who may avail: UP Student-Writers
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
2042
1. Check call for Post at the ICW None 5 Minutes
submissions website and FB Project Staff
page; send email
to newspapers
2. Forward Screen 15 Days Member-writers
submissions submissions and
farm out to ICW
member-writers
3. Check notice of 3.1 Email notice 30 Minutes

acceptance of acceptance
5 Minutes
3.2 Email
invitations to
panelists and
guest writers
30 Minutes
3.3 Secure
quotations for
venue rental with
3 hotels 30 Minutes
3.4 Secure
quotations for
transpo rental
with 3 transpo 1 Hour
providers Admin/Project Staff
3.5 Prepare
bidding
documents for
venue and 30 Minutes
transpo rental
3.6 Prepare
documents for
stipend, honoraria 5 Minutes
and service fee
payments
3.7 Secure
contract and
billing statement
for payment
4. Completely sign 4.1 Prepare 2 Hours Admin/Project Staff
attendance sheets participants and
panelists’
attendance
sheets and
2043
certificates for
signature
5. Get copy of 5.1 Set up 1 Day and 30 Project Staff and
program program/schedule Minutes Deputy Director
of activities
5.2 Write/prepare
output report
16 Days, 5 Hours
4. Education
Provide guided tours to groups and walk-in viewers
Office or
UP Vargas Museum
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation UP Vargas Museum
FEES
CLIENT STEPS TO BE
PAID
1. Send/submit letter Receive letter None 15 Minutes
request request and Museum Staff
acknowledge
receipt
2. Wait for letter Inform Curator of 2 Days
request to be request, Curator
Curator and Museum
approved to approve or
Staff
disapprove
request
2044
3. Specify details of Get the details of 1 Hour
vehicle to be used by vehicle and Museum Staff
the group inform the guard
on post
4. Guide tour Assist the group
for the guided
tour
2 Days, 1 Hour
TOTAL: None
and 15 Minutes
5. Educational Events as Artist Talks, Lectures, Forums, Workshops,

Booklaunches, etc
Office or
UP Vargas Museum
Division:
Classification: Complex to Highly Technical
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Submit/send letter Receive letter None 15 Minutes
request to the request and
Curator with details forward to the
of event i.e. date, Curator Museum Assistant
time, specific venue
inside the museum,
etc
2. Wait for Curator Review the 1 Day

Curator
approval request
2045
3. Submit/send Coordinate with 2 Days
details re venue, the Client
manpower, Museum Assistant
equipment listing,
floor plan, etc
4. Pay rental fee if Collect rental fee Case to 5 Minutes Collecting Officer
applicable case
3 Days, 20
TOTAL: Minutes
6. Exhibition
Hosting modern and contemporary art exhibitions
Office or
UP Vargas Museum
Division:
Type of
College to exhibit artists
Transaction:
Who may avail: UP Student-artists
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Submit exhibition Receive PHP20.00 Variable, until 31
proposal based on exhibition October of each Museum Staff
museum guidelines proposal year
2. Wait for Curator 2.1 Inform 2 Weeks

feedback re proposal Curator of
/ provide additional proposal, Curator Curator and Museum
information to to give feedback Staff
Curator on proposal.
2046
2.2 Inform
interested
exhibitor about
Curator’s
feedback
3. If approved: Sign Provide exhibition 10 Minutes

exhibition agreement agreement and Curator and Museum
explain terms of Staff
the agreement
4. Provide exhibition Receive 2 Weeks

design/layout and exhibition
object list planning Museum Staff
materials and
proved feedback
4 Weeks and 10
TOTAL: None
Minutes
7. Gemino H. Abad Seminar-Workshop on Teaching Literature

Junior and high school teachers’ training-workshop on teaching Literature
Office or
UP ICW
Division:
Type of
Workshop on Teaching Literature
Transaction:
Who may avail: High School and College Teachers
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
2047
1. Check press Post at the ICW None 5 Minutes
release, tarpaulin, website and FB Project Staff
posters page; send email
to newspapers
2. Register/Signify Email invitations 5 Minutes
attendance or contact Project Staff
numbers
3. Secure DepEd 3.1 Send request 5 Minutes

and CHED for DepEd and
endorsement for CHED 5 Minutes
teacher participants endorsement
3.2 Email
invitations to
30 Minutes
panelists and
guest writers
3.3 Secure
quotations for 30 Minutes
venue rental with
3 hotels
3.4 Secure
quotations for 1 Hour
transpo rental
Admin/Project Staff
with 3 transpo
providers
3.5 Prepare
bidding 1 Hour
documents for
venue and
transpo rental
3.6 Prepare 30 Minutes
documents for
stipend, honoraria
and service fee
payments
3.7 Secure
contract and
billing statement
4. Completely sign 4.1 Prepare 2 Hours Admin/Project Staff and

attendance sheets participants and Deputy Director
panelists’
attendance
sheets and
2048
certificates for
signature
5. Have a copy of 5.1 Set up 1 Day and 30 Project Staff and
the program program/schedule Minutes Deputy Director
of activities
5.2 Write/prepare
output report
16 Days, 5 Hours
TOTAL: None
and 50 Minutes
8. Interdisciplinary Book Forum

A bi-annual event for multi-disciplinal scholars in partnership with UP Press
Office or
UP ICW
Division:
Type of
Open invitation to public
Transaction:
Who may avail: UP Professors, Students, interested parties
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation UP-ICW
FEES
CLIENT STEPS TO BE
PAID
1. Recommend a 1.1 Choose a None 35 Minutes
book to be featured book for
in the discussion discussion Member-Writers and
1.2 draft and Deputy Director
send letter
request for venue
2. Check press Send and post 5 Minutes
release, tarpaulin press release, Project Staff
and posters setup/print
2049
tarpaulin at ICW
website and FB
page; send email
to newspapers
3. Wait for schedule Email invitations 5 Minutes

to author and Project Staff
reactors
4. Confirm Secure 30 Minutes

attendance quotations for
Admin/Project Staff
food order,
contact 3 caterers
5. Sign attendance Prepare 1 Hour

sheet certificates for
Admin/Project Staff and
author and
Deputy Director
reactors, have
certificates signed
6. Ask for a copy of 6.1 Setup/prepare 1 Hour
the program program
6.2 Prepare
necessary
Project Staff
documents for
honoraria and
service fees
payment
1 Day and 50
TOTAL: Minutes
9. International Writers Conference

A cultural convergence of artists and cultural workers around the world
Office or
UP ICW
Division:
Type of
International Conference for Writers and Translators
Transaction:
2050
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Wait for invitation 1.1 Email None 5 Minutes
Writer
from host invitations
2. Request for cash 2.1 Send letter to 5 Minutes

Deputy Director
advance Chancellor
3. Wait air transport 3.1 Reserve via 10 Minutes Admin/Project Staff

fare for writers govt Fares
Agreement for Air
Travel
3.2 Prepare 1 Day
narrative report re Writer-attendee
conference
3.3 Prepare 30 Minutes
necessary
documents for
Project Staff
reimbursement/et
tlement
1 Day and 50
TOTAL: None
Minutes
10. Madrigal-Gonzalez Best First Book Award

An award open to first books written by Filipino writers
Office or
UP ICW
Division:
2051
Type of
First Book Award
Transaction:
Who may avail: Authors of first book
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Check call for Post call for None 5 Minutes
submissions submissions and Project Staff
send to book
publishers
2. Forward Screen Service 15 Days
submissions submissions and Fee Writer-judges
invite writer- (outsourced)
judges
3. Vie for award Award winning 5 Minutes Donor

author
15 Days and 10
TOTAL: None
Minutes
11. panitikan.ph
Interactive online website
Office or
UP ICW
Division:
Type of
Online Information Dissemination
Transaction:
2052
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Check literary 1.1 Accept and Service 5 Minutes
articles, press post literary Fees Webmaster (outsourced)
releases, etc articles on
website
12. Previous and Current Museum Activities

Entertain inquiries on previous and current museum activities
Office or
UP Vargas Museum
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation
UP Vargas Museum
FEES
CLIENT STEPS TO BE
PAID
1. Send letter of Receive None 15 Minutes
request accomplished Museum Assistant
request form and
2053
addressed to the forward to the
Curator
curator stating
purpose
of inquiry with
attached
letter of
recommendation /
endorsement of
class
professor.
2. Wait for the Review the 2 Days

Curator
approval. request
3. Wait for the Email or give 1 Day

requested hard copy of
information either via approved
Museum Assistant
email or hard copy / schedule to visit
schedule approved the museum
to visit the museum.
3 Days and 15
TOTAL: None
Minutes
13. Photo Reproduction Services

Office or
UPVM Library
Division:
Classification: Complex to Highly Technical
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation UPVM Library
2054
FEES
CLIENT STEPS TO BE
PAID
1. Submit/send letter Receive letter None 15 Minutes
request stating request and
Librarian
materials to be acknowledge
reproduced receipt
2. Wait for request to Inform Curator to 2 Days

be approved by approve or
Curator, Librarian
Curator disapprove
request
3. Sign reproduction Provide 5 Minutes

policy agreement reproduction
policy agreement Librarian
and explain terms
of agreement
4. Accomplish photo Provide photo Refer to 10 Minutes
reproduction form reproduction form photo Librarian
and pay fees for and process repro form
reproduction payment for fees
2 Days, 30
TOTAL: Minutes
Venue Rental Rates as at January 2017

UP-CAL UP-NON CAL NON UP
Lobby or West Wing PHP500.00 per Hour PHP1,000.00 per Hour PHP3,000.00 per
Hour
Basement A or B (30-50 PHP500.00 per Hour PHP750.00 per Hour PHP2,000.00 per
persons) Hour
Porch/Outside Areas PHP250.00 per Hour PHP500.00 per Hour PHP1,000.00 per
Hour
Conditions of Use
This form must be accomplished and submitted together with a letter of request describing the
event and specifying all equipment to be used (sound and lighting system, if any). A physical
layout of the venue set-up must also be submitted for approval. The user promises to use the
UPVM in accordance with the following rules:
 To pay the full amount of rental charges upon reservation
 Strictly observe the time allotted for the activity
 Compensate UP Vargas Museum for losses or damages to the facilities
 Provide overtime pay (PHP200 per Hour each) of the two (2) UPVM staff members who
will render service beyond regular working hours
 Maintain cleanliness and order in all parts of the Museum building and/or its facilities
2055
 Ensure that all equipment, materials and supplies brought in will be withdrawn
immediately after the program/activity
 Food and drinks are not allowed inside the Museum
 Use of equipment other than the ones specified and approved as per letter request will
not be allowed.
14. Publish and disseminate Educational Guides

Publish and disseminate educational guides
Office or
UP Vargas Museum
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Check social Post educational None 10 Minutes
media pages for post guide
Museum Staff
regarding
educational guide
2. Click the link Links make 10 Minutes
available for the available Museum Staff
educational guide
3. Check PDF file PDF File 5 Minutes

available for printing available for Museum Staff
printing
2056
15. Publications (Likhaan Journal)
Showcasing/promoting of best new Philippine writing
Office or
UP ICW
Division:
Type of
Book publishing
Transaction:
Who may avail: Writers, Authors
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
page; send email
to newspapers
2. Forward Screen/farm out 15 Days
submissions submissions to
Member-Writers
ICW member-
writers
3. Wait for Notice of 3.1 Email notice 5 Minutes

3.2 Layout and
5 Minutes
design book, give
to design artist
Service
3.3 Copy/edit Admin/Project Staff
book, give to Fee 1 Hour
copy editors
3.4 Contact 3
printing press and
secure 1 Hour
quotations, wait
2057
for printing press 30 Minutes
quotations
5 Minutes
5 Minutes
4. Submit PDF copy 4.1 email to 30 Minutes Admin/Project Staff

of manuscript printing press
5. Wait for payment 5.1 Prepare 30 Minutes Project Staff and

advise necessary
documents for
printing, stipend,
honoraria and
professional
services payment
1 Day and 50
TOTAL: None
Minutes
16. Saling Panitik: Bienvenido Lumbera Seminar-Palihan sa Pagsasalin

A seminar-workshop on translation of Philippine dialects and other regional languages
Office or
UP ICW
Division:
Type of
Translation Seminar-Workshop
Transaction:
Who may avail: Translators, Teachers, Students, interested parties
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
2058
1. Check press Send and post press None 5 Minutes
release, tarpaulin release, setup/print
and posters tarpaulin at ICW
Project Staff
website and FB
page; send email to
newspapers
2. Expect translators, Email invitations to None 30 Minutes
public/private high translators, teachers,
school and college lecturers, panelists Project Staff
teachers, lecturers
and panelists
3. Secure DepEd Send request for None 5 Minutes
and CHED DepEd and CHED Project Staff
endorsement for endorsement
teacher participants
4. Check venue and 4.1 Secure None 30 Minutes
confirm attendance quotations with 3
hotels for venue
rental
Admin/Project Staff
4.2 Secure
quotations with 3
transpo providers for
transpo rental
5. Completely sign Prepare certificates None 1 Hour

attendance for translators,
Project Staff and Deputy
panelists and
Director
participants, have
certificates signed
6. Have a copy of 6.1 Setup/prepare 1 Hour and 5

the program program Minutes
6.2 Prepare
necessary
documents for
honoraria and Project Staff and Deputy
None
service fees payment Director
6.3 Secure contract
and billing statement
for payment
6.4 Write/prepare
output report
1 Day and 50
TOTAL: None
Minutes
2059
17. UP Writers’ Night
An annual occasion for the country’s up and coming writers
Office or
UP ICW
Division:
Type of
Reunion of Writers
Transaction:
Who may avail: Writers and interested parties
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Check press Post at the ICW None 5 Minutes
release, tarpaulin, website and FB Project Staff
posters page; send email
to newspapers
2. Register/Signify 2.1 Email 5 Minutes
attendance invitations or
contact numbers
2.2 Email Project Staff
invitations to
panelists and
writers
3. Signify attendance 3.1 Secure 30 Minutes

quotations with 3
catering services
30 Minutes
3.2 Secure
quotations for Admin/Project Staff
venue rental with
3 hotels
30 Minutes
3.4 Secure
quotations for
2060
transpo rental
providers
3.5 Prepare
bidding
documents for
catering service,
30 Minutes
venue and
transpo rental
3.6 Prepare
documents for
and service fee
payments
3.7 Secure
contract and
billing statement
for payment
4. Completely sign 4.1 Prepare 2 Hours Admin/Project Staff and
attendance sheets participants and Deputy Director
panelists’,
secretariat
attendance
sheets and
certificates for
signature
5. Have a copy of 5.1 Set up 1 Day and 30 Project Staff and
the program program/schedule Minutes Deputy Director
of activities
5.2 Write/prepare
output report
16 Days, 5
Minutes
2061
18. Research
Provide reference materials for art researchers and exhibitions
Office or
UP Vargas Museum
Division:
Type of
College to art researchers and exhibitors
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Send letter of Receive letter of None 15 Minutes
request request and
acknowledge
stating research
receipt
topic,
Museum Staff
requested materials
and proposed date
and
time of visit.
2. Wait for request to 2.1 Inform Curator 2 Days
be of request,
Curator to
approved by the
approve or
Curator. Curator and Museum
disapprove
request. Researcher
2.2 Inform
Researcher about
2062
feedback of
request.
3. View / peruse Staff to provide 1 Hour
requested material requested
for materials and
Museum Researcher
other significant
reference.
information to
researcher.
2 Days, 1 Hour,
TOTAL: None
15 Minutes
2063
College of Arts and Letters (CAL)
Internal Services
2064
1. Comprehensive Examination Honorarium of Faculty
Disbursement Vouchers and BUR preparation for Oral Defense and
Comprehensive Exams Honorarium
Office or
CAL Graduate Studies Office
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Appointment Letter College to be Transferred to
2. Certificate of Service Graduate Studies Office (GSO)
FEES
CLIENT STEPS TO BE
PAID
1Day Receiving Personnel
1.1. Receive the Graduate Studies Office
results and None
attach the
following: a)
approved BOR
1. Faculty to memo, b) memo
submit the with finalized
Comprehensive Compre Exam
Exam results
schedule, and c)
certified true
copy (CTC) of
the Compre
Exam (CE)
results 20 Minutes
2065
Coordinator
1.2. Print DV None

and ObR
1.3. Check and

sign DV, ObR
and all 1Day
necessary
attachments
PhP1,500
for the
Chair
PhP1,000
each
examiner
1.4. Assign and
attach tracking
number on DV, Admin Officer
None 1 Day
ObR and all Dean’s Ofc
necessary
attachments
1.5 Submit DV,
ObR, and all
necessary
attachments re Processing Personnel
None 30 Minutes
Compre Graduate Studies Office
Examiners
honorarium to
OVCAA
1.6 Validate and
endorse request
None 3 Days OVCAA
to UPD Budget
Office
1.7 Validate and
endorse request
to UPD None 3 Days UPD Budget Office
Accounting
Office
2066
1.8 Validate and
endorse request
None 3 Days UPD Accounting Office
to UPD
Cashier’s Office
19. Claim
CE 2.1 Release the Special Collecting Officer
honorarium honorarium to None 2 Days
at the UP Examiners UP Cashier’s Office
Cashier’s
Ofc
14 Days, 50
TOTAL: None
Minutes
2. Foreign Students’ Writing Skills Assessment for Class Placement

Request of Foreign Students’ Writing Skills Assessment for Class Placement
Office or
CAL-DECL
Division:
Type of
College to students
Transaction:
Who may avail: UP Foreign Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation CAL-DECL
FEES
CLIENT STEPS TO BE
PAID
1.1. With Receiving Personnel
1. Take diagnostic 1 Hour
student’s Dept/Admin Ofc
exam at the Office
expressed None
of International
Linkages (OIL) intention,
DECL Chair/ Asst Chair
process
2067
enrolment to
English 1 or DECL Registration Staff
Wait for diagnostic
higher English
exam result and
subject/s at
bring to DECL
DECL DECL Registration Staff
1 Hour
1.2. Evaluate
diagnostic exam (paused lock)
result –
10 Minutes
1.2.1 Enrol to
higher English
subject/s, if 10 Minutes
passed
1.2.2 Enrol to
English 1
subject only, if
failed
2 Hours, 20
TOTAL: None
Minutes
3. Intensive English Program (IEP)

English language training for Filipinos and International Students
Office or
CAL-DECL
Division:
Type of
College to students
Transaction:
Who may avail: Foreign/Local Students and Professionals
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2068
2. Referral-Recommendation CAL-DECL
FEES
CLIENT STEPS TO BE
PAID
Receive As stated 1 Day
intent/request in the
letter MOA
IEP Coordinator
1-a) Foreign school/s Dept/Admin Ofc
under MOA with UP
to write letter of
intent to study DECL Chair/ Asst Chair
English at DECL
1-b) Local ofc to 1 Hour
write letter request DECL Registration Staff
for technical writing (paused lock)
class
DECL Registration Staff
10 Minutes
10 Minutes
2. Wait for the Check faculty As stated IEP Coordinator

request to be availability and in the 3 Days Dept/Admin Ofc
processed schedule MOA
3. if considered Plan schedule of As stated

IEP Coordinator
classes and in the 5 Days
Dept/Admin Ofc
activities MOA
4. for walk-in Receive email, P4,500.00 Frontline Office Staff

students: SMS or calls of (Dept/Admin Ofc)
Check posted intent to enrol 2 Months
announcement of
IEP class schedules
for Filipinos
5. Deposit payment Process payment Frontline Office Staff
to IEP account at UP and issue 1 Day (Dept/Admin Ofc)
Cashier’s Ofc
2069
Acknowledgment
Receipt
6. Check when
classes will begin
2 Months, 10
TOTAL: None
Days, 5 Minutes
4. Preparation for Disbursement Vouchers and BUR

Disbursement Vouchers and BUR preparation for Oral Defense and Comprehensive
Exams Honorarium
Office or
CAL Graduate Studies Office
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Appointment Letter College to be Transferred to
2. Certificate of Service Graduate Studies Office (GSO)
FEES
CLIENT STEPS TO BE
PAID
1Day Receiving Personnel

1.1. Receive the Graduate Studies Office
results and None
1. Faculty to attach the
submit the following: a)
Comprehensive approved BOR
Exam results memo, b) memo
with finalized
Compre Exam
schedule, and c)
2070
certified true
copy (CTC) of
the Compre
Exam (CE)
results
20 Minutes
Coordinator
1.2. Print DV
and ObR None
1.3. Check and

sign DV, ObR
and all
necessary 1Day
attachments
PhP1,500
for the
Chair
PhP1,000
each
examiner
1.4. Assign and
attach tracking
number on DV, Admin Officer
None 1 Day
ObR and all Dean’s Ofc
necessary
attachments
1.5 Submit DV,
ObR, and all
necessary
attachments re Processing Personnel
None 30 Minutes
Compre Graduate Studies Office
Examiners
honorarium to
OVCAA
1.6 Validate and
endorse request
None 3 Days OVCAA
to UPD Budget
Office
2071
1.7 Validate and
endorse request
to UPD None 3 Days UPD Budget Office
Accounting
Office
1.8 Validate and
endorse request
None 3 Days UPD Accounting Office
to UPD
Cashier’s Office
5. Claim CE
2.1 Release the Special Collecting Officer
honorarium
at the UP honorarium to None 2 Days
Examiners UP Cashier’s Office
Cashier’s
Ofc
TOTAL: None 1 Month
5. Language Proficiency Exam

Office or
CAL-DEL
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation CAL-DEL
FEES
CLIENT STEPS TO BE
PAID
1. Check 1.1Announceme 1 Hour Asst Chair
registration and nt of registration None
Dept/Admin Ofc
exam date and exam date
2072
announcement 2 (2 months
months prior to before April and
LPE November each
year)
2. HRIM Students: Get ID of the 2 Minutes Frontline Office Staff
confirm their name student to (Dept/Admin Ofc)
on the endorsement countercheck
list given by College against name on
of Home Economics endorsement list
Graduate Students:
submit Countercheck all
recommendation signatures
letter from home
college
3. Pay at DEL Admin Process payment P300.00 5 Minutes Frontline Office Staff
Ofc and issue (Dept/Admin Ofc)
Acknowledgment
Receipt
1 Hour, 7
TOTAL: None
Minutes
6. Extramural Language Courses

Office or
CAL-DEL
Division:
Type of
College to Students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation CAL-DEL
2073
FEES
CLIENT STEPS TO BE
PAID
1. Fill out extramural Receive and
registration form evaluate
online (submit only registration form Frontline Office Staff
None 2 Minutes
once or all Dept/Admin Ofc
submissions will be
deleted)
2. On a first come, Issue payment

first served basis to slip
first 20
registrants/per
Frontline Office Staff
course, pay within 24 1 Day
Dept/Admin Ofc
hours upon online
receipt of payment
slip and send the
requirements
3. With payment slip, Process payment, P3,640.00 Special Collecting Officer
pay registration fee refer to UP
at the UP Cashier’s Cashier’s Ofc
Ofc and submit 5 Minutes
requirements within
24 hours via
addresses at #4
4. Send the Official Upon receipt of
Receipt with a the requirements,
scanned copy of a send information
government issued sheet for fill-up
ID (UMID, passport, and return/send
Driver’s license, immediately
Postal/Comelec ID, (inability to send
TIN, school ID etc) to copies of OR/ID
the following email within 24 hours
addresses: will expire Frontline Office Staff
1 Day
French payment slip and Dept/Admin Ofc
<delextramuralfrenc forfeit slot
h @gmail.com>
Italian/Portuguese/R
ussian
<delextramuralitalian
@gmail.com>
<germandelextram@
gmail.com>
Spanish
2074
<delextramuralspani
sh@gmail.com>
5. Send filled up Email enrolment Frontline Office Staff
5 Minutes
information sheet confirmation Dept/Admin Ofc
2 Days, 12
TOTAL: None
Minutes
7. Certificate Course Application, Evaluation and Admission

Office or
CAL-DFPL
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation CAL-DFPL
FEES
CLIENT STEPS TO BE
PAID
1. Submit filled up Receive
application form and accomplished
required documents form and None 5 Minutes
Dept/Admin Ofc
complete required
documents
2. Wait for status of Inform the

application applicants of the Frontline Office Staff
None 14 Days
status of the Dept/Admin Ofc
application
3. Take qualifying Prepare, print and None 3 Hours Committee in Charge

written test proctor the exam
2075
4. Take an interview Give questions,
assess and
None 10 Minutes Committee in Charge
evaluate the
applicants
5. Wait for the Check and

application result compute the
exams and None 14 Days Committee in Charge
evaluation of the
interview
6. Wait for the official Inform the

result applicants of the None 1 Day Committee in Charge
result
7. Check admission Give instructions

process at the on admission None 30 Minutes
Dept/Admin Ofc
department process
29 Days, 3
Minutes
8. Room Reservations
Handling room reservations for classes, theater rehearsals, etc
Office or
CAL-DSCTA
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation CAL-DSCTA
2076
FEES
CLIENT STEPS TO BE
PAID
1. Fill-up reservation Provide Rental 5 Minutes Frontline Office Staff
form reservation form rates Dept/Admin Ofc
apply for
2. Submit Receive and reservatio
reservation form or check room n beyond Frontline Office Staff
5 Minutes
letter request w/ schedule for 5:00PM Dept/Admin Ofc
purpose by org availability and
3. Wait for the Reservation weekends Room Coordinator
Coordinator’s approval only in
approval the afternoon to Rates per
give priority to hour: 1 Day
thesis production,
and class final Venue
production P300.00
Aircon
4. Pay to the UP Provide billing P775.00/u 5 Minutes
Cashier’s Office (if statement with nit Frontline Office Staff
rental rates apply) THY trust account Dept/Admin Ofc
no.
5. Claim the Release
approved reservation approved Frontline Office Staff
form and copy of reservation form 5 Minutes
Dept/Admin Ofc
receipt from UP
Cashier’s Office
1 Day, 20
TOTAL: None
Minutes
9. Voice Over Narration and Radio Productions

Recording of voice over narrations and radio productions
Office or
CAL-DSCTA
Division:
Type of
College to students
Transaction:
2077
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Make reservation Confirm and None 5 Minutes
with Radio Lab approve reserved Radio Lab Technician
Technician schedule Dept/Admin Ofc
availability
2. Use radio booth 2.1 Set up
equipment for
production 1 Hour and 30 Radio Lab Technician
2.2 Operate Minutes Dept/Admin Ofc
recording
equipment
3. Provide USB for Render recorded Radio Lab Technician
30 Minutes
production copy material Dept/Admin Ofc
4. Claim USB Return USB 2 Minutes Radio Lab Technician

Dept/Admin Ofc
2 Hours, 7
TOTAL: None
Minutes
10. Certificate Course Application

Certificate in Theater Arts application, evaluation and admission
Office or
CAL-DSCTA
Division:
Type of
College to students
Transaction:
2078
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Get list of Give list of None 5 Minutes Frontline Office Staff
requirements requirements and (Dept/Admin Ofc)
answer inquiries
re program
2. Submit complete Receive and Frontline Office Staff
requirements check (Dept/Admin Ofc)
15 Minutes
completeness of
requirements
3. Get Schedule for Inform applicant Frontline Office Staff

Interview and of interview 5 Minutes (Dept/Admin Ofc)
Audition schedule and
audition
4. Attend Interview 4.1 Conduct 2 Days
and Audition applicants’
Schedule Interview and Theatre Faculty
Audition Dept/Admin Ofc
4.2 Evaluate and
rank applicants
5. Check audition Announce 5 Minutes Frontline Office Staff

result audition result (Dept/Admin Ofc)
2 Days, 30
TOTAL: None
Minutes
11. Shiftees and Transferees Interview and Exam

Interview and Exam Schedule of Shiftees and Transferees
Office or
CAL-DSCTA
Division:
2079
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Non-UP students 1.1 Receive None 20 Minutes Frontline Office Staff
submit application to transfer/shifting (Dept/Admin Ofc)
OUR; UP students to applications
CAL Secretary’s 1.2 Inform
Office applicant of
interview
schedule
2. Attend interview 2.1 Conduct
schedule applicants’ 4 Hours DSCTA Faculty
interview
2.2 Announce
interview result
(Dept/Admin Ofc)
and exam 5 Minutes
schedule
3. Attend exam 3.1 Administer 1 Hour
schedule exam DSCTA Faculty
3.2
Announce/inform
exam result Frontline Office Staff
3.3 Turn over 5 Minutes (Dept/Admin Ofc)
application forms
to CAL
Secretary’s ofc w/
noted admitted
applicants 1 Hour
6 Hour, 30
TOTAL: None
Minutes
2080
12. Speech Communication and Theater Workshop Enrolment
Office or
CAL-DSCTA
Division:
Type of
College to students
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
1. Confirm intent to Enlist students to P6,500.00 5 Minutes
continue enrolment workshop and Frontline Office Staff
to CTA program announce Dept/Admin Ofc
schedule of
activities
2. Attend workshop Conduct 5 Days
Theatre Faculty
workshop
1 Week, 5
TOTAL: Minutes
13. UP National Writers’ Workshop

Submission of manuscript for screening as a requirement
Office or
UP ICW
Division:
2081
Type of
College to writers
Transaction:
Who may avail: UP Writers
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. Referral-Recommendation
UP ICW
3.
FEES
CLIENT STEPS TO BE
PAID
page; send email
to newspapers
2. Forward Screen 15 Days Member-Writers
farm out to ICW
member-writers
5 Minutes
3.2 Email
invitations to
panelists and
guest writers
30 Minutes
3.3 Secure
quotations for
venue rental with
30 Minutes Admin/Project Staff
3 hotels
3.4 Secure
quotations for
transpo rental
providers
3.5 Prepare
bidding
documents for
30 Minutes
2082
venue and
transpo rental
3.6 Prepare
documents for
5 Minutes
stipend, honoraria
and service fee
payments
3.7 Secure
contract and
billing statement
4. Completely sign 4.1 Prepare 1 Hour Admin/Project Staff

panelists’
attendance
sheets and
certificates for
signature

of activities
5.2 Write/prepare
output report
16 Days, 5
Minutes
14. Amelia Lapena-Bonifacio Writers Workshop

Office or
UP ICW
Division:
Type of
College to student-writers
Transaction:
Who may avail: UP Student-Writers
2083
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
CLIENT STEPS TO BE
PAID
page; send email
to newspapers
2. Forward Screen 15 Days Member-writers
farm out to ICW
member-writers
5 Minutes
3.2 Email
invitations to
panelists and
guest writers
30 Minutes
3.3 Secure
quotations for
venue rental with
3 hotels 30 Minutes
3.4 Secure
quotations for Admin/Project Staff
transpo rental
providers
3.5 Prepare
bidding
documents for
venue and 30 Minutes
transpo rental
3.6 Prepare
documents for
2084
and service fee
payments
3.7 Secure
contract and
billing statement
for payment
4. Completely sign 4.1 Prepare 2 Hours Admin/Project Staff
panelists’
attendance
sheets and
certificates for
signature

of activities
5.2 Write/prepare
output report
16 Days, 5
TOTAL: Hours, 50
Minutes
2085
College of Fine Arts (CFA)
External Service
2086
1. Process Request: Venue/Facilities/Equipment Rental
Process Request for use of Venue/Facilities/Equipment
Office or
Division:
Classificatio
Simple
n:
Who may
All
avail:
Requesting Party
College of Fine Arts (CFA) - Special
2. Official Receipt
Collecting Officer
FEES PERSON
CLIENT PROCESSIN
AGENCY ACTION TO BE RESPONSIBL
STEPS G TIME
PAID E
acknowledges receipt of
document with Receiving
None 5 Minutes
Receiving stamp and Personnel
1. Client
signature
submits Letter
of Request to
1.2 Checking of
the Office of Facilities
venue/facilities/equipme None 1 Day
the Dean Coordinator
nts availability
1.3 Action of the Dean
(Approved / None 5 Minutes Dean
Disapproved)
2.1 Facilities Coordinator
of the Office of the Dean
may choose among
provided means (ex. via
2. Client Facilities
phone call, text None 5 Minutes
receives Coordinator
message, etc.) to inform
response for
client that the Dean’s
the request
response is approved or
disapproved.
2.2 Issue Payment Facilities
None 5 Minutes
Order Form Coordinator
Refer to
Special
3. Pay the the
3. Receive payment 5 Minutes Collecting
Rental Fee Schedul Officer
e of
2087
Fees
Below
1 Day, 25
TOTAL None
Minutes
Schedule of Fee: NON-University of the University of the

Philippines Philippines
Organization Organization
Classification Room Room Additional Room Additional
Capacity Rate Rater per Rate Rate per
hour hour
Atrium 300-500 PHP PHP PHP PHP
12,000.00 600.00 10,000.00 600.00
Auditorium 60 PHP PHP PHP PHP
2,500.00 300.00 1,500.00 300.00
Bartlett Hall 35 PHP PHP PHP PHP
Room 1/2/4/5 1,500.00 100.00 1,000.00 100.00
Room 6/7 1,250.00 200.00 1,250.00 200.00
Multipurpose 300 PHP PHP PHP PHP
Hall 8,000.00 500.00 6,000.00 500.00
Arts and Design 30 PHP PHP PHP PHP
West Hall Room 1,500.00 200.00 1,000.00 200.00
201/202/203/204
West Hall Room 2,500.00 200.00 1,500.00 200.00
301/302
Plenary Hall 150 PHP PHP PHP PHP
4,500.00 500.00 3,500.00 500.00
RGEP 40 PHP PHP PHP PHP
2,000.00 200.00 1,500.00 200.00
Theory Room 1 25 PHP PHP PHP PHP
1,000.00 100.00 800.00 100.00
Theory Room 30 PHP PHP PHP PHP
2/3 1,250.00 200.00 1,000.00 200.00
Parking Lot 800 PHP PHP PHP PHP
10,000.00 500.00 8,000.00 500.00
Note:
1. College based organization may use the room free once a week only (Monday
to Friday)
2. 2nd use of room within the week will be charged 20% of the rental fee
3. Table of Rates for Rental fee does not include Maintenance Fee for requests
scheduled beyond 5:00pm and for Saturday/Sunday/Holiday
2088
Table of Rates : Maintenance Fee per Hour
Monday to Friday Saturday Sunday / Holiday
(beyond 5:00pm)
PHP 100.00 PHP 100.00 PHP 150.00
2. Process Request: Venue/Facilities/Equipment Rental

Office or
Division:
Type of Government to Government/ Government to Citizen/ Government
Who may avail: All
1. Registration Form College of Fine Arts (CFA) Administration
Office
College of Fine Arts (CFA) - Special Collecting
2. Official Receipt
Officer
FEES
CLIENT STEPS TO BE
PAID
1. Receiving
Personnel
1. Registration checking on the Receiving
None 5 Minutes
Form workshop slot Personnel
availability
2. Receive
payment and Refer for
2. Payment of give the list of the Special Collecting
Officer
the Workshop materials for Schedule 5 Minutes College of Fine
Fee Drawing and of Fees Arts (CFA)
Painting below
Workshop
Workshop Fee:
Workshop Title Fee Duration Inclusive/Exclusive
Drawing and 5,000.00 3 Days (8hrs/day) Exclusive of Materials
Painting
2089
Basic Pottery 6,500.00 7 Days (4hrs/day) Inclusive of
12kilograms of clay,
glazes, firing
Stoneware Clay 6,500.00 7 Days (4hrs/day) Inclusive of
Hand building 12kilograms of clay,
glazes, firing
Laser Cutting 7,500.00 6 Days (4hrs/day) Inclusive of Materials
Basic Welding for 7,000.00 6 Days (4hrs/day) Inclusive of Materials
Enthusiasts
SketchUP 5,500.00 6 Days (4hrs/day) Inclusive of Materials
3. Process Request: Pen Tab and Laptop

Process Request for the use of Pen Tab
Office or
College of Fine Arts (CFA) – Library
Division:
Type of
Transaction:
Who may avail: Students enrolled
1. Validated ID or Form 5
Requesting Party
2. Request Form College of Fine Arts (CFA) - Library

FEES
CLIENT STEPS
PAID
1. Receiving
Personnel
checking of the Receiving Library
1. Request Form None 5 Minutes
Validated ID or Personnel
Form 5
4. Process Request: Rental and Services of Fabrication Laboratory

Process Request for the Rental and Services of Fabrication Laboratory
Office or
College of Fine Arts (CFA) – Fabrication Laboratory
Division:
2090
Who may
All
avail:
1. Request Letter (Hardcopy or e-
mail) Requesting Party
2. Validated ID or Form 5 (for UP

Requesting Party
Students)
FEES
CLIENT AGENCY PROCESSING PERSON
TO BE
STEPS ACTION TIME RESPONSIBLE
PAID
1. Receiving
Personnel
acknowledges Receiving
receipt of Personnel
None 5 Minutes
document with Fabrication
Receiving stamp Laboratory
and signature
1. Client
submits Letter 1.2 Checking of
of Request to facilities/services
Fabrication
the Fabrication availability and
None 5 Minutes Laboratory
Laboratory issuance of
Personnel
Coordinator Payment Order
Form
1.3 Action of the
Refer to
Fabrication
the Fabrication
Laboratory
Schedule 1 Day Laboratory
Coordinator
of Fees Coordinator
(Approved /
below
Disapproved)
Refer to Special
the Collecting
2. Pay the 2. Receive
Schedule 5 Minutes Officer
Rental Fee payment
of Fees College of Fine
below Arts (CFA)
1 Day, 15
TOTAL None
Minutes
Schedule of Fees : Fabrication Laboratory Services

Equipment/Services NON-UP Rate UP Students/Faculty Rate
Cut off saw PHP 50.00/Hour PHP 35.00/Hour
2091
Welding machine (excluding PHP 45.00/Hour PHP 30.00/Hour
welding rod)
Band saw PHP 60.00/Hour PHP 45.00/Hour
Table saw PHP 50.00/Hour PHP 35.00/Hour
Jointer PHP 80.00/Hour PHP 55.00/Hour
Router PHP 45.00/Hour PHP 30.00/Hour
Drill Press PHP 45.00/Hour PHP 30.00/Hour
Lathe Machine PHP 70.00/Hour PHP 50.00/Hour
Vaccum forming machine PHP 85.00/Hour PHP 60.00/Hour
CNC router PHP 10.00/Minute PHP 5.00/Minute
Milling machine PHP 70.00/Hour PHP 50.00/Hour
Pressure Chamber PHP 20.00/Use PHP 10.00/Use
Laser Cutter PHP 20.00/Minute PHP 10.00/Minute
3D FDM Printer PHP 3.00/Minute PHP 2.00/Minute
- Filament PHP 3.00/Gram PHP 2.00/Gram
-ABS PHP 3.00/Gram PHP 2.00/Gram
Assistance Fee: PHP 100.00/hr

Note: All materials are exclusive of the services. Payment is for the usage of
equipment only.
5. Process Request: Rental and Services of Ceramics Studio

Process Request for the Rental and Services of Ceramics Studio
Office or
College of Fine Arts (CFA) – Ceramics Studio
Division:
Type of
Government to Government/ Government to Citizen/ Government to Business
Transaction:
Who may avail: University of the Philippines Students and Ceramics Workshop Participants
1. Request Letter (Hardcopy or e-mail)
Requesting Party
2. Validated ID or Form 5 (for UP Students) Requesting Party

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
2092
acknowledges receipt of Receiving
document with Receiving None 5 Minutes Ceramics Studio
stamp and signature Personnel
1. Client submits
1.2 Checking of
Letter of Request Fabrication
facilities/services
to the Ceramics None 5 Minutes Ceramics Studio
availability and issuance
Studio Personnel
of Payment Order Form
Coordinator
Refer to
1.3 Action of the
the Fabrication
Ceramics Studio
Schedule 1 Day Ceramics Studio
Coordinator (Approved /
of Fees Coordinator
Disapproved)
below
Refer to
College of Fine
the
2. Pay the Rental Arts (CFA) –
2. Receive payment Schedule 5 Minutes
Fee Special Collecting
of Fees
Officer
below
1 Day and 15
TOTAL None
Minutes
Type of Service: External
TABLE OF RATES: Ceramics Studio
Materials/Services NON-UP Rate UP Students/Faculty
Rate
Clay PHP 70.00/Kilogram PHP 66.00/Kilogram
Firing (LxWxH) (2.00) = total fee (LxWxH) (2.00) = total
fee
Studio Fee (not applicable) 400.00/day (8am-5pm)
6. Process Application: Talent Determination Test – UPCAT Qualifier

Office or Division: College of Fine Arts (CFA)
Transaction:
Who may avail: UPCAT Qualifier
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
Official Website of College / Official Facebook
1. Application Form
account of College / Office of the College Secretary
2. 3 pieces of 2x2 pictures Requesting Party
2093
3. Admission Slip Office of the University Registrar
4.Portfolio (15 Original Artworks) Requesting Party
1.Fill-up application 1. Accept and check
form and submits the completeness of
requirements requirements and
Issuance of Test None 10 Minutes Receiving Personnel
Permit for Pre-
Qualifying
Examination 1
2. Schedule for 2. Portfolio Review / None
Portfolio Review and Interview with the 30 Minutes Department
applicants Admission Committee
None
2.1Issuance of Test 10 Minutes Receiving Personnel
Permit for Pre
Qualifying
Examination 2
3.Evaluation of the None

result for Pre- 20 Days Department
Qualifying Admission Committee
examination 1 and 2
and Portfolio
Review
3. Presentation of 3. Issuance of
Photocopy and College Admission
Original Admission Slip
Requirements None 5 Minutes Receiving Personnel
TOTAL None 20 Days and

45 Minutes
7. Process Application: Talent Determination Test – Non UPCAT

Qualifier and Alternative School Passer
Transaction:
Who may avail: Grade 12 graduating/graduated (NON-UPCAT passer)
Alternative Learning School passer (eligible to College Admission)
ALS
2094
1.Application Form Official Website of College / Official Facebook
account of College / Office of the College
Secretary
2.Two (2) pieces 2x2 pictures Requesting Party
3.Certified True Copy of Form 138 Client’s School of Origin
4.Certificate of Completion (eligible to Client’s School of Origin
College Admission) for ALS applicants
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
1.Fill-up application 1. Accept and
form and submits check the
requirements completeness of
requirements and None 10 Minutes Receiving
Issuance of Test Personnel
Permit for Pre-
Qualifying
Examination 1
2. Schedule for 2.1 Portfolio None 30 Minutes Department
Portfolio Review Review / Interview Admission
and with the applicants Committee
2.2 Issuance of None 10 Minutes Receiving

Test Permit for Pre Personnel
Qualifying
Examination 2
2.3 Evaluation of
the result for Pre- None 20 Days
Qualifying Department
examination 1 and Admission
2 and Portfolio Committee
Review
Requirements None 5 Minutes Receiving
Personnel
TOTAL None 20 Days and
45 Minutes
8. Process Application: Talent Determination Test – Transferees from

Other Schools
2095
Transaction:
Who may avail: Transferees from other Schools
1.Must have earned at least 33 academic account of College / Office of the College
units with a minimum average of 2.00 Secretary
2.Original (for presentation only) and Requesting Party
photocopy of Official Transcript of
Records (OTR)
3.Original (for presentation only) and Client’s School of Origin
photocopy of PSA Birth Certificate

CLIENT STEPS
requirements and None 10 Minutes Receiving
Issuance of Test Personnel
Permit for Pre-
Qualifying
Examination 1
2.2 Issuance of None 10 Minutes Receiving Personnel

Test Permit for Pre
Qualifying
Examination 2
2.3 Evaluation of Department

the result for Pre- None 20 Days Admission
Qualifying Committee
examination 1 and
2 and Portfolio
Review
Minutes
2096
9. Process Application: Talent Determination Test – Shiftees from
other College and Transferee from Other UP Units
Transaction:
Who may avail: Shiftees from Other College and Transferee from Other Units
1.Must have earned at least 30 Official Website of College / Official Facebook
academic units with a minimum account of College / Office of the College
average of 2.75 Secretary
2.Certified True Copy of Grades Requesting Party
3.Certificate of Conduct Eligibility Client’s School of Origin
from the UP Diliman (Office of
Counseling and Guidance)
4.Letter addressed to the College Requesting Party
Secretary pledging the applicants
will secure a Permit to transfer, if
accepted
CLIENT STEPS
requirements and None 10 Minutes Receiving Personnel
Issuance of Test
Permit for Pre-
Qualifying
Examination 1

Test Permit for Pre
Qualifying
Examination 2

examination 1 and
2 and Portfolio
Review
2097
Minutes
10. Process Application: Talent Determination Test – 2nd Degree

Applicants
Transaction:
Who may avail: Second Degree Applicants
1.Must have earned at least 33 academic account of College / Office of the College
units with a minimum average of 2.00 Secretary
2.Original (for presentation only) and Requesting Party
photocopy of Official Transcript of
Records (OTR)
3.Original (for presentation only) and Client’s School of Origin
photocopy of PSA Birth Certificate

CLIENT STEPS
requirements None 10 Minutes Receiving Personnel
2.Pay the 2.Receive payment Special Collecting
Application Fee and issuance of Officer
Test Permit for P 700.00 10 Minutes
Pre-Qualifying College of Fine Arts
Examination 1 (CFA)

Test Permit for Pre
Qualifying
Examination 2
2098
examination 1 and
2 and Portfolio
Review
Requirements None 5 Minutes Releasing Personnel
Minutes
11. Venue/Facilities/Equipment Rental

Office or
Division:
Classificatio
Simple
n:
Who may
All
avail:
Requesting Party
2. Official Receipt
Collecting Officer
FEES PERSON
CLIENT PROCESSIN
STEPS G TIME
PAID E
1. Client 1. Receiving Personnel
submits Letter acknowledges receipt of
Receiving
of Request to document with None 5 Minutes Personnel
the Office of Receiving stamp and
the Dean signature
1.2 Checking of
Facilities
venue/facilities/equipme None 1 Day Coordinator
nt availability
Disapproved)
2. Client 2.1 Facilities Facilities
None 5 Minutes
receives Coordinator of the Coordinator
2099
response for Office of the Dean may
the request choose among provided
means (ex. via phone
call, text message, etc.)
to inform client that the
Dean’s response is
approved or
disapproved.
None 5 Minutes
Refer to
the
Special
3. Pay the Schedul
Rental Fee e of Officer
Fees
Below
1 Day, 25
TOTAL None
Minutes

hour hour
12,000.00 600.00 10,000.00 600.00
2,500.00 300.00 1,500.00 300.00
Bartlett Hall 35 PHP PHP PHP PHP PHP PHP PHP
Room 1/2/4/5 1,500.00 100.00 1,000.00 100.00
Room 6/7 1,250.00 200.00 1,250.00 200.00
Hall 8,000.00 500.00 6,000.00 500.00
Arts and Design 30 PHP PHP PHP PHP PHP
West Hall Room 1,500.00 200.00 1,000.00 200.00
201/202/203/204
West Hall Room 2,500.00 200.00 1,500.00 200.00
301/302
4,500.00 500.00 3,500.00 500.00
2,000.00 200.00 1,500.00 200.00
2100
1,000.00 100.00 800.00 100.00
2/3 1,250.00 200.00 1,000.00 200.00
10,000.00 500.00 8,000.00 500.00
Note:
to Friday)

(beyond 5:00pm)
PHP 100.00 PHP 100.00 PHP 150.00

Office or
Division:
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Registration Form
College of Fine Arts (CFA) Administration Office
2. Official Receipt
Officer
FEES
CLIENT STEPS TO BE
PAID
1. Receiving
Personnel
Receiving
1. Registration checking on
Form the workshop CFA
slot availability
2101
2. Receive
Officer
the Workshop materials for Schedule 5 Minutes College of Fine Arts
Fee Drawing and of Fees (CFA)
Painting below
Workshop
Workshop Fee:
Drawing and PHP 3 Days (8hrs/day) Exclusive of
Painting 5,000.00 Materials
Basic Pottery PHP 7 Days (4hrs/day) Inclusive of
6,500.00 12kilograms of clay,
glazes, firing
Stoneware Clay PHP 7 Days (4hrs/day) Inclusive of
Hand building 6,500.00 12kilograms of clay,
glazes, firing
Laser Cutting PHP 6 Days (4hrs/day) Inclusive of Materials
7,500.00
Basic Welding for PHP 6 Days (4hrs/day) Inclusive of Materials
Enthusiasts 7,000.00
SketchUP PHP 6 Days (4hrs/day) Inclusive of Materials
5,500.00

Office or
Division:
Who may avail: All
Requesting Party

2102
None 5 Minutes
Receiving stamp and Laboratory
signature Personnel
1. Client submits
Letter of Request 1.2 Checking of
Fabrication
to the Fabrication facilities/services
Laboratory availability and issuance Personnel
Coordinator of Payment Order Form
Refer to
1.3 Action of the
the Fabrication
Fabrication Laboratory
Coordinator (Approved / Coordinator
of Fees
Disapproved)
below
Refer to
the College of Fine Arts
2. Pay the Rental
2. Receive payment Schedule 5 Minutes (CFA) – Special
Fee Collecting Officer
of Fees
below
1 Day, 15
TOTAL None
Minutes

welding rod)
Vacuum forming machine PHP 85.00/Hour PHP 60.00/Hour
Laser Cutter PHP 20.00/Minute PHP10.00/Minute
2103
equipment only.
2104
Internal Service
2105
Office or
Division:
Classificatio
Simple
n:
Who may
All
avail:
Requesting Party
2. Official Receipt
Collecting Officer
FEES PERSON
CLIENT PROCESSIN
STEPS G TIME
PAID E
1. Client 1. Receiving Personnel
submits Letter acknowledges receipt of
Receiving
of Request to document with None 5 Minutes
Personnel
the Office of Receiving stamp and
the Dean signature
1.2 Checking of
Facilities
venue/facilities/equipme None 1 Day
Coordinator
nt availability
Disapproved)
2.1 Facilities
Coordinator of the
Office of the Dean may
choose among provided
2. Client means (ex. via phone Facilities
None 5 Minutes
receives call, text message, etc.) Coordinator
response for to inform client that the
the request Dean’s response is
approved or
disapproved.
None 5 Minutes
Refer to
Special
3. Pay the the
Rental Fee Schedul Officer
e of
2106
Fees
Below
1 Day, 25
TOTAL None
Minutes

hour hour
12,000.00 600.00 10,000.00 600.00
2,500.00 300.00 1,500.00 300.00
Bartlett Hall 35 PHP PHP PHP PHP PHP PHP PHP
Room 1/2/4/5 1,500.00 100.00 1,000.00 100.00
Room 6/7 1,250.00 200.00 1,250.00 200.00
Hall 8,000.00 500.00 6,000.00 500.00
Arts and Design 30 PHP PHP PHP PHP PHP
West Hall Room 1,500.00 200.00 1,000.00 200.00
201/202/203/204
West Hall Room 2,500.00 200.00 1,500.00 200.00
301/302
4,500.00 500.00 3,500.00 500.00
2,000.00 200.00 1,500.00 200.00
1,000.00 100.00 800.00 100.00
2/3 1,250.00 200.00 1,000.00 200.00
10,000.00 500.00 8,000.00 500.00
Note:
to Friday)
2107
(beyond 5:00pm)
PHP 100.00 PHP 100.00 PHP 150.00
Office or
Division:
Who may avail: All
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Registration Form
College of Fine Arts (CFA) Administration Office
2. Official Receipt
Officer
FEES
CLIENT STEPS TO BE
PAID
1. Receiving
Personnel
Receiving
1. Registration checking on
Form the workshop CFA
slot availability
2. Receive
Officer
the Workshop materials for Schedule 5 Minutes College of Fine Arts
Fee Drawing and of Fees (CFA)
Painting below
Workshop
Workshop Fee:
Drawing and PHP 3 Days (8hrs/day) Exclusive of
Painting 5,000.00 Materials
2108
Basic Pottery PHP 7 Days (4hrs/day) Inclusive of
6,500.00 12kilograms of clay,
glazes, firing
Stoneware Clay PHP 7 Days (4hrs/day) Inclusive of
Hand building 6,500.00 12kilograms of clay,
glazes, firing
Laser Cutting PHP 6 Days (4hrs/day) Inclusive of Materials
7,500.00
Basic Welding for PHP 6 Days (4hrs/day) Inclusive of Materials
Enthusiasts 7,000.00
SketchUP PHP 6 Days (4hrs/day) Inclusive of Materials
5,500.00

Office or
Division:
Who may avail: All
Requesting Party

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
None 5 Minutes
1. Client submits Receiving stamp and Laboratory
Letter of Request signature Personnel
to the Fabrication
Laboratory
1.2 Checking of
Coordinator Fabrication
facilities/services
availability and issuance Personnel
of Payment Order Form
2109
Refer to
1.3 Action of the
the Fabrication
Fabrication Laboratory
Coordinator (Approved / Coordinator
of Fees
Disapproved)
below
Refer to
the College of Fine Arts
2. Pay the Rental
2. Receive payment Schedule 5 Minutes (CFA) – Special
Fee Collecting Officer
of Fees
below
1 Day, 15
TOTAL None
Minutes

welding rod)
Vacuum forming machine PHP 85.00/Hour PHP 60.00/Hour
Laser Cutter PHP 20.00/Minute PHP10.00/Minute

equipment only.
2110
College of Human Kinetics (CHK)
External Service
2111
1. VAAS Clearance
The VAAS Clearance is issued to student-athlete that needs certification that
he/she has complied with all the academic requirements to start the enrolment
process.
Office or Division: College of Human Kinetics (CHK)

Varsity Sports Office
Transaction:
Who may avail: Student – Athletes with VAAS Contract
1. Application Form CHK Varsity Office
2. True Copy of Grades (TCG) CHK Office of College Secretary
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.Fill-up the 1.Accept and check
Application Form the completeness of None 5 Minutes Receiving Personnel
information in the CHK Varsity Office
Application Form
1.1. Check for any
delinquencies and None 1 Day Receiving Personnel
grades from the CHK Varsity Office
previous semester.
If the athlete is in
good standing, the
Clearance Form
will be printed, then
will be signed by the
Varsity Director
2. Claim the VAAS 2. Release the
Clearance VAAS Clearance None 5 Minutes Releasing Personnel
CHK Varsity Office
TOTAL None 1 Day, 10
Minutes
2. Issuance of Athletic Scholarship Approval

The Athletic Scholarship is issued to student-athlete who is due for assessment
to be able to avail the scholarship granted upon.

Varsity Sports Office
2112
Transaction:
Who may avail: Student – Athletes with VAAS Contract
1. Approved list of Student-Athlete with CHK Varsity Office
scholarship
2. Request Form
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Fill-up the 1. Accept and check
Request Form the completeness of None 5 Minutes Receiving Personnel
information in the CHK Varsity Office
Request Form
1.1. Verify the name
from the list of None 1 Day Receiving Personnel
athletes with CHK Varsity Office
scholarship. If the
name is on the list,
the scholarship form
will be printed. The
Scholarship form
will be signed by the
Varsity Director and
College Dean
2. Claim the 2.Release the
Athletics Athletic scholarship None 5 Minutes Releasing Personnel
Scholarship slip to the Student - Varsity Office
Athlete
TOTAL None 1 Day, 10
Minutes
3. Physical Therapy Evaluation

The P.T. Evaluation is given to requesting clients with doctor’s referral slip
needing Physical Therapy session.

Physical Therapy Clinic (P.T.)
Transaction:
Who may avail: Students and Non-U.P. clients
1. Doctor’s referral slip Requesting Party
2. Appointment Form CHK P.T. Clinic
2113
CLIENT STEPS
1. Fill-up the 1. Accept and
Appointment Form check the None 5 Minutes Receiving Personnel
completeness of CHK P.T. Clinic
information
2.Submit the 2 .Review the
doctor’s referral slip referral slip None 5 Minutes Receiving Personnel
CHK P.T. Clinic
3.Choose the 3. Confirm the
preferred day and schedule for P.T. None 10 Minutes Clinical Supervisor
time for P.T. evaluation CHK P.T. Clinic
evaluation
4.Arrive on the 4. Evaluate the
scheduled day of condition of the None 1 Hour and 30 Licensed P.T.
P.T. session patient Minutes CHK P.T. Clinic
5.Pay the 5. Accepts payment Refer to
corresponding fee and issue the the Table 5 Minutes Special Collecting
Official Receipt of Rates Officer
below CHK Administrative
Office
TOTAL None 1 Hour, 55
Minutes
TABLE OF RATES
Classification Medical PT Evaluation PT Session
Consultation
Athletes / CHK Faculty and Free Free Free
Staff
U.P. students PHP 150.00 PHP 180.00 PHP 90.00
U.P. Faculty and Staff PHP 200.00 PHP 350.00 PHP 175.00
U.P. Dependents and PHP 250.00 PHP 450.00 PHP 230.00
Retirees
Senior Citizen PHP 300.00 PHP 560.00 PHP 280.00
Non-U.P. Clients PHP 350.00 PHP 700.00 PHP 350.00
Clinical Supervisor Clients PHP 1000.00 PHP 500.00
4. Physical Therapy Treatment

The P.T. treatment is given to clients with doctor’s referral slip to start the
scheduled Physical Therapy session.

2114
Transaction:
Who may avail: Students and Non-U.P. clients
1.Doctor’s referral slip Requesting Party
2.Appointment Form CHK P.T. Clinic
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.Fill-up 1.Accept and check
Appointment Form the completeness of None 5 Minutes Receiving Personnel
information CHK P.T. Clinic
2.Submit doctor’s 2.Review the
referral slip referral slip None 5 Minutes Receiving Personnel
CHK P.T. Clinic
3.Choose the 3.Confirm the
preferred day and schedule for P.T. None 10 Minutes Receiving Personnel
time for P.T. sessions CHK P.T. Clinic
sessions
4.Arrive on the 4.Treat the patient Refer to
scheduled day of Table of 1 Hour, 30 Licensed P.T.
P.T. session Rates Minutes CHK P.T. Clinic
below
5.Pay the 5. Accepts payment
corresponding fee and issue the None 5 Minutes Special Collecting
Official Receipt Officer
CHK Administrative
Office
Minutes
TABLE OF RATES
Consultation
Staff
Retirees
2115
5. Certificate of P.E. Exemption – for students 30 years old and
above
The certificate of P.E. exemption issued to the client according to his/her
classification as a requirement for enrolment.

Transaction:
Who may avail: UP student who is 30 years old and above
1. Application Form CHK - OCS
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
1. Fill out Application 1.Receive None 5 Minutes Receiving Personnel

Form accomplished Office of the College
Application Form Secretary
2. Pay the 2.Accept the PHP 2 Hours Special Collecting
corresponding fee payment and 20.00 (Paused- Officer
issue the Official Clock) UP Cashier’s Office
Receipt
3.Submit application 3.Check the None 30 Minutes Receiving Personnel
together with birth documents Office of the College
certificate & Latest submitted Secretary
Form5
3.1.Print the
certificate and College Secretary
sign by College
Secretary
4. Claim the 4.Release the None 5 Minutes Releasing Personnel
Certificate of P.E. certificate of PE Office of the College
exemption exemption Secretary
TOTAL PHP 2 Hours, 40
20.00 Minutes
6. Certificate of P.E. Exemption - for students who hold the

Associate in Arts title (or equivalent) or a Bachelor’s degree
Issuance of certificate of P.E. Exemption as a requirement for enrolment

2116
Transaction:
Who may avail: UP Student who holds the Associate in Arts or Bachelor’s degree
1. Application Form CHK - OCS
2. Transcript of Records (TOR) Requesting Party
3. Referral Slip Requesting Party
1. Fill out Application1. Receive None 5 Minutes Receiving Personnel

Form accomplished Office of the College
Application Form Secretary
2. Pay the 2. Process PHP 5 Minutes Special Collecting
corresponding fee payment and 20.00 Officer
issue Official Office of College
Receipt Secretary
3.Submit application 3. Check the None 30 Minutes Receiving Personnel
together TOR, referral documents Office of the College
slip for transfer submitted Secretary
applicant
3.1. Process the None College Secretary
certification to be 30 Minutes
signed by College
Secretary
4. Claim the 4. Release the None 5 Minutes Releasing Personnel
Certificate of P.E. certificate of PE Office of the College
exemption exemption Secretary
TOTAL PHP 1 Hour, 15
20.00 Minutes
7. Issuance of Certification of P.E. Exemption- for UP student

member of Rayadillo, Members of ROTC Band
Issuance of certification of P.E. Exemption as a requirement for enrolment
purposes

Student Records Section
Transaction:
Who may avail: UP Student who is a member of Rayadillo and ROTC band
1. Application form CHK Student Record Section
2117
1. Fill out request 1.Receive None 5 Minutes Receiving Personnel

form accomplished Office of the College
request form Secretary
2.Submit application 2.Check the None 30 Minutes Receiving Personnel
together certification documents Office of the College
issued by Rayadillo submitted Secretary
and ROTC Band
3. Wait for the 3.Print the None College Secretary
request to be certificate to and 5 Minutes
processed sign by College
Secretary
4. Claim the 4.Release the None 5 Minutes Releasing Personnel
Certificate certificate of PE Office of the College
exemption Secretary
8. Physical Education Proficiency Examination

This proficiency examination is given to interested U.P. students who want to
take advance P.E. and who has not completed the mandatory number of P.E.
Office or Division: College of Human Kinetics

Department of Physical Education (DPE)
Transaction:
Who may avail: UP Students who want to take advance Physical Education for advance
credits
1. Application Form CHK Administrative Office Annex
2. Class card DPE Office
1. Fill-up registration 1. Accept and check None 5 Minutes Receiving Personnel
form the completeness of DPE
information
2. Submit 2. Review the None 5 Minutes Receiving Personnel
requirements; requirements DPE
certification
2118
3. Choose the 3. Confirm the None 10 Minutes Receiving Personnel
schedule schedule DPE
4. Pay at CHK 4.Issue the Official Refer to 5 Minutes Special Collecting

Administrative Office Receipt the Table Officer
of Rates
below
5. Arrive on the 5.Take the exam/s None 1 Hour and 30 Examiner

scheduled day of Minutes
exam/s
Minutes
TABLE OF RATES
Classification Regular Graduating
U.P. students Application Fee 60.00 120.00
Examination Fee 60.00 120.00
9. Community Recreation Program

This recreation program offers several leisure activities like aquatics, dance,
martial arts, athletics to the public as health and wellness activities.

Administrative Office
Transaction:
Who may avail: UP Students, UP Employee, Community
1. Application Form CHK Administrative Office
1.Fill-up application 1.Accept and check None 5 Minutes Receiving Personnel
form the completeness of Administrative Office
information
2. Submit the 2.Review the None 5 Minutes Receiving Personnel
requirements and requirements Administrative Office
certification submitted
3. Choose the 3.Confirm the None 10 Minutes Receiving Personnel
2119
schedule of exam schedule of exam Administrative Office

of Rates
below
5. Attend the 5.Check the None 1 Hour and 30 Instructor
sessions attendance Minutes
Minutes
TABLE OF RATES
Classification Discount Registration Fee
CHK Faculty and Staff Free Free
U.P. students - PHP 1,750.00
U.P. Employee or 10% discount PHP 1,575.00
Dependents
Senior Citizen 20% discount PHP 1400.00
Non-U.P. Clients - PHP 1750.00
10. Application for the Associate in Arts (Sports Studies) –

AASS
This undergraduate certificate program or diploma programs do not require the
UPCAT for admission. However, applicants must pass a test given by the
college—a sports readiness test in the College of Human Kinetics (CHK).
Transaction:
Who may avail: High School graduates with UPCAT grade of at least “2.800”
1. Online application CHK Administrative Office
1. Applicants check 1. The College None 20 Minutes College Secretary
the CHK website Secretary provides
chk.upd.edu.ph for the application form
the admissions’ to the applicants thru
procedures, email
requirements and
2120
schedule.
2. Submit 2. Receives the None 10 Minutes Receiving Personnel
application form and application form and Office of College
Secretary
other requirements other requirements
like birth certificate, from the applicant
UPCAT grade,
(must be 2.8 UPG)
Form137 & Form138
3. Wait for the 3. Inform the None 30 Minutes Receiving Personnel
schedule of applicants for the Office of College
Secretary
orientation final schedule of the
orientation CHK
website
4. Take note of the 4. The Faculty None 1 Day Faculty Examiners
testing dates Examiners will give
(inclusive of Panel the admission tests
Interview, Guidance and interviews.
Test, Sports Skills
Test)
5. Applicants wait 5. Results will be None 1 Day Releasing Personnel
for the release of the posted via CHK College Secretary
results thru email website and
successful
applicants will be
notified via SMS.
TOTAL None 2 Days, 1 Hour
11. Application for the Diploma in Exercise and Sports

Science (DESS)
This post-baccalaureate program is for those who would like to take up physical
education or sports science as another area of specialization
Department of Graduate Studies Program
Who may avail: A graduate of Bachelor’s degree who is not a P.E. major
1. Online application CHK Administrative Office Annex
2121
CLIENT STEPS
1. Applicants check the 1. The Graduate None 10 Minutes Faculty Coordinator
CHK website Studies Graduate Studies
Program
chk.upd.edu.ph for Coordinator
the admissions’ provides
procedures, application form
requirements and to the applicant
schedule. thru email
Email to:
chkmshms@yahoo.co
m
2. Pay the application 2. Accept the PHP 5 Minutes Special Collecting

fee at CHK payment and 500.00 Officer
Administrative Office issue Official
Receipt
3. Submit application 3. Receive None 10 Minutes Receiving Personnel
form and mandatory application form Graduate Studies
Program
requirements and mandatory
requirements
4. Wait for the schedule 4. Inform the None 30 Minutes Receiving Personnel
of orientation and applicants for the Graduate Studies
Program
exam. final schedule of
the orientation
CHK website
exam dates and Panel Examiners will
Interview give the
admission tests
and interviews.
6. Applicants wait for 6.Results will be None 1 Day Releasing Personnel
the release of the posted via CHK Graduate Studies
Program
results website and
successful
applicants will be
notified via SMS.
TOTAL PHP 2 Days, 55
500.00 Minutes
2122
12. Application for the Master of Science in Human Movement
Science (MSHMS)
This graduate level program is a comprehensive and systematic study of human
movement designed to increase the depth of knowledge and research
capabilities of exercise science, physical education and leisure studies
professionals.
Who may avail: A graduate of Bachelor’s degree who is a P.E. major
CLIENT STEPS
1. Applicants check the 1.The Graduate None 10 Minutes Faculty Coordinator
Program
Email to:
chkmshms@yahoo.co
m
Receipt
Program
requirements
4. Wait for the schedule 4. Inform the None 30 Minutes Receiving Personnel
of orientation and applicants for the Graduate Studies
Program
exam. final schedule of
the orientation
2123
thru CHK Website
Interview give the
admission tests
and interviews.
6. Applicants wait for 6. Results will be None 1 Day Releasing Personnel
the release of the posted via CHK Graduate Studies
Program
results website
500.00 Minutes
2124
College of Human Kinetics (CHK)
Internal Service
2125
1. Application for the Master of Science in Human Movement Science
(MSHMS)
This graduate level program is a comprehensive and systematic study of human
movement designed to increase the depth of knowledge and research
capabilities of exercise science, physical education and leisure studies
professionals.
Who may avail: A graduate of Bachelor’s degree who is a P.E. major
CLIENT STEPS
1. Applicants check the 1.The Graduate None 10 Minutes Faculty Coordinator
Program
Email to:
chkmshms@yahoo.co
m
Receipt
Program
requirements
4. Receives notice on 4. Inform the None 30 Minutes Receiving Personnel
the schedule of applicants for the Graduate Studies
Program
orientation and exam. final schedule of
the orientation
thru CHK Website
2126
Interview give the
admission tests
and interviews.
6. Applicants checks 6. Results will be None 1 Day Releasing Personnel
for the release of the posted via CHK Graduate Studies
Program
results vis CHK website
Website
500.00 Minutes
2. Physical Therapy Evaluation

The P.T. Evaluation is given to requesting clients with doctor’s referral slip
needing Physical Therapy session.

Transaction:
Who may avail: UP Employees
1. Doctor’s referral slip Requesting Party
2. Appointment Form P.T. Clinic
CLIENT STEPS
1. Fill-up the 1. Accept and
Appointment Form check the None 5 Minutes Receiving
completeness of Personnel
information P.T. Clinic
2.Submit the 2 .Review the
doctor’s referral slip referral slip None 5 Minutes Receiving
Personnel
P.T. Clinic
3.Choose the 3. Confirm the
preferred day and schedule for P.T. None 10 Minutes Clinical Supervisor
time for P.T. evaluation P.T. Clinic
evaluation
4.Arrive on the 4. Evaluate the
scheduled day of condition of the None 1 Hour and 30 Licensed P.T.
P.T. session patient Minutes P.T. Clinic
2127
5.Pay the 5. Accepts payment Refer to
corresponding fee and issue the the Table 5 Minutes Special Collecting
Official Receipt of Rates Officer
below CHK Administrative
Office
Minutes
TABLE OF RATES
Consultation
Staff
Retirees
3. Physical Therapy Treatment

The P.T. treatment is given to clients with doctor’s referral slip to start the
scheduled Physical Therapy session.

Transaction:
1.Doctor’s referral slip Requesting Party
2.Appointment Form P.T. Clinic
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.Fill-up 1.Accept and check
Appointment Form the completeness of None 5 Minutes Receiving Personnel
information P.T. Clinic
2.Submit doctor’s 2.Review the
referral slip referral slip None 5 Minutes Receiving Personnel
P.T. Clinic
2128
3.Choose the 3.Confirm the
preferred day and schedule for P.T. None 10 Minutes Receiving Personnel
time for P.T. sessions P.T. Clinic
sessions
4.Arrive on the 4.Treat the patient Refer to
scheduled day of Table of 1 Hour, 30 Licensed P.T.
P.T. session Rates Minutes P.T. Clinic
below
5.Pay the 5. Accepts payment
corresponding fee and issue the None 5 Minutes Special Collecting
Official Receipt Officer
CHK Administrative
Office
Minutes
TABLE OF RATES
Consultation
Staff
Retirees
4. Community Recreation Program

This recreation program offers several leisure activities like aquatics, dance,
martial arts, athletics to the public as health and wellness activities.
Transaction:
1. Application Form CHK Administrative Office Annex
1.Fill-up application 1.Accept and check None 5 Minutes Receiving Personnel
2129
form the completeness of Administrative Office
information
2. Submit the 2.Review the None 5 Minutes Receiving Personnel
requirements and requirements Administrative Office
certification submitted
3. Choose the 3.Confirm the None 10 Minutes Receiving Personnel
schedule of exam schedule of exam Administrative Office

of Rates
below
5. Attend the 5.Check the None 1 Hour and 30 Instructor
sessions attendance Minutes
TOTAL None 1 Hour and 55
Minutes
TABLE OF RATES
Classification Discount Registration Fee
CHK Faculty and Staff Free Free
U.P. students - PHP 1,750.00
U.P. Employee or 10% discount PHP 1,575.00
Dependents
Senior Citizen 20% discount PHP 1400.00
Non-U.P. Clients - PHP 1750.00
2130
College of Mass Communication (CMC)
External Service
2131
1. Process Application for Admission: Shifting and Transfer
Shifting (S1- Changing Degree Programs from within the same College and S2-
Changing Degree Programs from within different Colleges in UP Diliman)
Transfer (T1-Transfer from other UP units and T2-Transfer from other universities)
Office or
Division:
Type of
Transaction:
Who may
Undergraduate Students of the All Academic Clusters
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
within the College);
1.Change of Program Form; Application
Form (S1 from one Department to Office of the College Secretary
another)
3. Student Directory Form (2 copies)
4.True Copy of Grades (TCG) Office of the University Registrar
For S2 (Undergraduate Students within

UP Diliman):
4. Original and photocopy of Official
Transcript of Records (OTR) / TCG
(Grade of 2.5 within Diliman, depends on
program applied for, Completed 30 units)
6. Certificate of Non-Contract and Requesting Party
Certificate of Good Moral Character
For T1 (Undergraduate Students within

UP Constituent Universities):
1. Application Form
2132
4. Original and photocopy of OTR / TCG
(Grade of 2.25 within Diliman, depends
on program applied for, Completed 30
units)
6. Certificate of Non-Contract and Requesting Party
Certificate of Good Moral Character
For T2 (Transfer from other universities)

2. Original and photocopy of OTR / TCG
(Grade of 1.75, depends on program Office of the University Registrar
Requesting Party
4. Certificate of Honorable Dismissal
5. Medical Certificate (can be requested
from other hospitals/clinics to be certified University Health Service (UHS)
by UHS)
FEES
TO BE
PAID
1. Get Payment 1. Issue Payment Receiving Personnel
Order Form (For Order Form Office of the College
S1, S2, and T1) Secretary
None 10 Minutes
and pay at the
UP Cashier’s Special Collecting Officer
Office UP Cashier’s Office
properly Application Form
accomplished with Official Receipt None 30 Minutes
Application Form (OR) and other
(For S1, S2, and requirements
Receiving Personnel
T1), Official
Office of the College
Receipt (OR), Secretary
and other
2.2. Evaluate and
requirements None 1 Day
process application.
(OTR, Student
Directory,
Certifications)
3. Receive Receiving Personnel
3. Issue College
College None 10 Minutes Office of the College
Admission Slip. Secretary
Admission Slip.
2133
5. Secure 5. OUR will Issue
Medical University Admission
Certificate from Slip. *Certain units
the University require medical
Health Service certificate before
and submit all releasing of College
Receiving Personnel
original Admission Slip
None 5 Minutes Office of the College
documents to the Secretary
Office of the
University
Registrar (OUR)
to receive the
University
Admission Slip.
6. Submit
University
University Admission None 5 Minutes Office of the College
Admission Slip Secretary
Slip
from OUR
2. Request for Venue (Theater)

Request for Venue (Theater)
Office or
CMC Film Institute
Division:
Type of
Transaction:
Who may Students, LGU’s, GOCC’s, Government Instrumentalities and Private
avail: Organizations
Administrative Office, 2nd Floor, UPFI Film Center
4. Request Form
Building
5. Valid UP ID / Government issued Office of the University Registrar/BIR, Post Office,
Identification Card DFA, PSA, SSS, GSIS, Pag-IBIG
FEES
AGENCY ACTION TO BE
PAID
2134
1. Submit properly 1. Receive Venue Use Receiving Personnel
PHP
accomplished Form 30 Minutes Reservation/Theater
10,000 Officer
Venue Use Form
2. Preparation of Releasing Personnel
2. Issuance of Lease of
Lease of Contract None 1 Day Reservation/Theater
Contract Officer
6. Receiving of Receiving Personnel
3.Issuance of Official
Full Payment None 1 Day Special Collecting
Receipt Officer
PHP 2 Days, 30
TOTAL: 10000 Minutes
3. Request for Film Sponsorship

Request for Film Sponsorship
Office or
CMC Film Institute
Division:
Type of
Transaction:
1. Film Sponsorship Form
Building
FEES
AGENCY ACTION TO BE
PAID
1. Submit properly
Receiving Personnel
accomplished 1. Receive Film PHP
30 Minutes Reservation/Theater
Film Sponsorship Sponsorship Form 2,000 Officer
Form
Releasing Personnel
2. Preparation of 2. Issuance of Lease of
None 5 Days Reservation/Theater
Lease of Contract Contract Officer
Receiving Personnel
3.Receiving of 3.Issuance of Official
None 1 Day Special Collecting
Full Payment Receipt Officer
PHP 2 Days, 30
TOTAL: 2,000 Minutes
2135
4. Request for Equipment
Request for Equipment
Office or
CMC Film Institute
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Equipment Form
Building
2. Valid UP ID / Government issued Office of the University Registrar/BIR, Post Office, DFA,
Identification Card PSA, SSS, GSIS, Pag-IBIG
1. Submit
properly 1. Receive Receiving Personnel
Amount
accomplished Equipment Request 60 Minutes Special Collecting
Varies Officer
Equipment Form
Request Form
Receiving Personnel
2.Receiving of 2.Issuance of Amount
1 Day Special Collecting
Full Payment Official Receipt Varies Officer
1 Day, 60
TOTAL: Minutes
5. Request for Workshop Registration

Request for Workshop Registration
Office or
CMC Film Institute
Division:
Type of
Transaction:
Who may
UP and Non-UP Constituents
avail:
2136
1. Workshop Registration Form
Building
FEES
AGENCY ACTION TO BE
PAID
1. Submit 1. Receive Workshop
properly Registration Form
Receiving Personnel
accomplished None 15 Minutes Workshop Coordinator
Workshop
Registration Form
2. Payment of
2. Issuance of Official Amount Receiving Personnel
workshop 15 Minutes
Receipt varies Workshop Coordinator
registration
3.Receiving of 3.Issuance of Official
OR and Issuance Receipt and Releasing Personnel
None 15 Minutes
of Certificate of Certificate of Workshop Coordinator
Attendance Attendance
Amount
TOTAL: 45 Minutes
varies
6. Request for Remote/Outside Broadcast

Request for Remote/Outside Broadcast
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Who may
Partner producers/College/Offices/Units/Organizations in UP
avail:
1. Request Letter DZUP Office, 2nd Floor, Media Center Building CMC
FEES
AGENCY ACTION TO BE
PAID
1. Receive 1.1 Receive request
None 10 Minutes Administrative Officer
request letter. letter.
1.2 Coordinate and
discuss with the None 1 Day Program Director
technical/ production
2137
team regarding
feasibility of request.
1.3 Coordinate and
discuss with the
production team None 1 Day Program Director
regarding feasibility of
request.
2. Approval of the 2. Station Manager to
Station Manager decide based on the
recommendation of None 1 Day Administrative Officer
technical and
production team.
3. Meet with
3.1 Assess the
DZUP team for
technical and Releasing Personnel
the assessment None 1 Day
production needs of Workshop Coordinator
of technical and
the outside broadcast
production need
3.2 Conduct an
ocular inspection of Technicians and
None 1 Day
the venue for outside Producers
broadcast
3.3 Prepare
necessary equipment Technicians and
None 10 days
and broadcast Producers
materials
3.4 If needed, write to
and coordinate with
the UP Computer None 1 Day DZUP Online Officer
Center for live
streaming set-up
4. Do their 4.1 Technical set-up
counterpart and production
responsibility in process
providing
None 1 Day DZUP team
administrative,
technical and
production needs
of the station
5.Conduct the
outside None 1 Day DZUP team
broadcast.
18 Days, 10
TOTAL: None
Minutes
2138
7. Request for News Coverage
Request for News Coverage
Office or
CMC DZUP 1602
Division:
Classification
Highly Technical
:
Type of
Transaction:
Who may
UP stakeholders, government agencies and civil society
avail:
FEES
AGENCY ACTION TO BE
PAID
1. Write letter 1.1 Receive request
requesting for letter.
coverage of their
event. This must
be done two (2) None 10 Minutes Administrative Officer
weeks before
target date of
even, at the
latest.
1.2 Cascade request
letter to Program
None 3 Days Station Manager
Director and the
News Team.
1.3 Coordinate and
discuss with the
News Team None 1 Day Program Director
regarding feasibility of
request.
2. Receive the 2. The Administrative
reply letter from Officer or the News
DZUP regarding Team will prepare the
their request, reply letter and Administrative Officer
None 5 Days
whether it has submit the same to or News Team
been accepted or the requesting party.
declined. Coordination will also
be made.
2139
2.1 The News Team
will prepare the
budget request letter
for the coverage for
approval by the
None 3 Days News Team
Station Manager,
while preparations by
DZUP concerning the
equipment will be
done.
4. Allow access 4.The News Team
Requested Event
to DZUP for the will cover the None News Team
Duration
coverage requested event.
5. Request DZUP 5.The News Team
for copies of will compile the
photos and other requested materials None 5 Days News team
outputs. for submission to the
requesting party.
17 Days, 10
TOTAL: None
Minutes
8. Request for Interviews

Request for Interviews
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Who may
UP stakeholders, government agencies and civil society organizations
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
TO BE
PAID
1. Write letter
1.1 Receive request
requesting for None 10 Minutes Administrative Officer
letter.
interview
2140
1.2 Deliver request
letter to the Station None 10 Minutes Administrative officer
Manager
1.3 Station Manager
approval/dis- None 1 Day Station Manager
approval
1.4 Cascade
instruction to None 1 Day Station Manager
Program Director
1.5 Coordinate and
discuss with Team-
None 1 Day Program Director
in-charge of the
interview
2. Receive the 2. The Program
reply letter from Director or the
DZUP regarding assigned producer
their request, will prepare the reply Program Director
whether it has letter and submit the None 5 Days Administrative Officer
been accepted or same to the DZUP Producer
declined. requesting party.
Coordination will
also be made.
2.1 DZUP will
prepare the
technical Program Director
None 3 Days
requirements, as DZUP Producer
well as the script
and list of questions.
3. Drop by DZUP 3.DZUP will conduct
or attend to the the interview
DZUP Producer
call for the None 60 Minutes Technical Team
interview on
DZUP.
4.Request DZUP 4. DZUP will send
for copies of the audio file of the
None 60 Minutes Program Director
photos and other interview to the
outputs. requesting party.
11 Days, 140
TOTAL: None
Minutes
2141
9. Request for Announcements-on-Board
Request for Announcement on Board
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Government institutions; offices within the University of the Philippines; and
Who may
student and civil society organizations whose events and activities are aligned
avail: with the nature and branding of the Station
2. Partnership Proposal DZUP Office, 2nd Floor, Media Center Building CMC
FEES
AGENCY ACTION TO BE
PAID
1. Submit a 1.1 Receive request
media partnership letter.
proposal and a
letter of request
addressed to the None 10 Minutes Special Services Team
DZUP Station
Manager to
dzup.marketing@
gmail.com.
2. Get the 2.Documents
approval of the pertinent to the
None 1 day Special Services Team
DZUP Special partnership will be
Services Team. sent to the client
3.Send the 3.1 Script will be
requested forwarded to the
docume3.nts Production Team
(Media
Partnership
None
Agreement,
announcement- 1 Day Special Services Team
on-board script,
event poster, and
press release) for
the media
partnership.
2142
3.2 Script will be given
to the program hosts,
who will be reading None 1 Day Production Team
the announcement
on-air.
4.1. Announcement Duration based on
4. The event will
will be read on-air by the Media
be promoted on- None Producers and Hosts
the DZUP program Partnership
air and online.
hosts. Agreement
4.2 Publicity materials
of the event on the
DZUP website and
Facebook page. None 1 Day Special Services Team
Client will be informed
where to access the
posts.
4 Days, 10
TOTAL: None
Minutes
10. Request for Media Partnership for Organizations

Request for Media Partnership for Organizations
Office or
CMC DZUP 1602
Division:
Classification
Highly Technical
:
Type of
Transaction:
Who may Students and Civil Society Organization whose Events and Activities are
avail: aligned with the nature and branding of the Station
FEES
AGENCY ACTION TO BE
PAID
partnership letter.
proposal and a
None 10 Minutes Special Services Team
letter of request
addressed to the
DZUP Station
2143
Manager to
dzup.marketing@
gmail.com.
1.2 Coordinate and
discuss within the
Team regarding the None 1 Day Special Services Team
feasibility of the
partnership.
2. Get the 2.1 In-charge of
approval of the Special Services will
DZUP Special decide based on the None 1 Day Special Services Team
Services Team. recommendation of
the Team.
2.2 Documents
pertinent to the
None 1 Day Special Services Team
partnership will be
sent to the client.
3.Send the 3.1 Script will be
docume3.nts Production Team
(Media
Partnership
None
Agreement,
announcement- 4 hours Special Services Team
on-board script,
event poster, and
press release) for
the media
partnership.
4. The event will

4.1. Radio plug will be
be promoted on- None 4 hours Production Team
produced.
air and online.
Duration based
4.2 Radio plug will be on the Media
None Production Team
aired. Partnership
Agreement
of the event on the
DZUP website and
where to access the
posts.
5 Days,10
TOTAL: None
Minutes
2144
11. Request for Media Partnership for Government and UP Offices
Request for Media Partnership for Government and UP Offices
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Who may
Government institutions and offices within the University of the Philippines
avail:
FEES
AGENCY ACTION TO BE
PAID
partnership letter.
proposal and a
letter of request
addressed to the None 10 Minutes Special Services Team
DZUP Station
Manager to
dzup.marketing@
gmail.com.
2. Get the . 2. Documents
approval of the pertinent to the
None 30 Minutes Special Services Team
DZUP Special partnership will be
Services Team. sent to the client.
3. Send the 3. Script will be
documents (radio Production Team
plug script, event
None 5 Days Special Services Team
poster, and press
release) for the
media
partnership.
4. The event will
4.1 Radio plug will be
be promoted on- None 5 Days Production Team
produced.
air and online.
2145
4.2 Radio plug will be
aired on DZUP 1602.
Duration based on
the Media
Production Team
None Partnership
Agreement

of the event on the
DZUP website and
where to access the
posts.
11 Days, 40
TOTAL None
Minutes
12. Request for Issuance of Certificate of Airing

Request for Issuance of Certificate of Airing
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Who may
Partner producers/college/offices/units/organizations in UP
avail:
FEES
AGENCY ACTION TO BE
PAID
certificate of
airing
1.2 Check information
on the station’s traffic
None 1 Day Program Producer
log, draft certificate of
airing.
2146
1.3 Double-check
information on the
traffic log then sign to None 1 Day Program Director
certify certificate of
airing
1.4 Sign to certify
None 1 Day Station Manager
certificate of airing
2. Sign log then 2. Release certificate
Releasing Officer
claim certificate of of airing then log None 10 Minutes
airing details of the claimant.
3 Days, 20
TOTAL None
Minutes
13. Request for Issuance of Certificate of Appearance

Request for Issuance of Certificate of Appearance
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Who may
Partner producers and/or guests
avail:
FEES
AGENCY ACTION TO BE
PAID
1. Email or inform 1.1 Receive request
program letter.
producers of Assigned Program
None 5 Minutes
request for Producer
certificate of
appearance
1.2 Prepare certificate
Assigned Program
of appearance then None 15 Minutes Producer
sign to certify
1.3 Sign to certify
certificate of None 2 Days Station Manager
appearance
2147
2. Sign log then 2. Release certificate
claim certificate of of appearance then Releasing Officer
None 10 Minutes
airing log details of the Administrative Officer
claimant.
2 Days, 30
TOTAL None
Minutes
14. Request for Facilitation of Station Visit and Studio Tours

Request for Facilitation of Station Visits and Studio Tours
Office or
CMC DZUP 1602
Division:
Type of
Transaction:
Who may
Schools, group of students or individuals interested in DZUP
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
TO BE
PAID
requesting for a letter.
station visit or
studio tour.
Indicate what
specific aspect of
broadcast to None 10 Minutes Administrative Officer
focus on.
Request letter
must be
submitted at least
one (1) week
prior to visit.
1.2 Approval of the
None 10 Minutes Station Manager
Station Manager
1.3 Coordinate with
concerned units for None 4 Hours Program Director
specific aspects of
2148
broadcast to focus
on
2. Station 2. Release
visit/studio tour certificate of Program Director
appearance then log None 10 Minutes Assistant Program
details of the Director
claimant.
3.Sign 3. Provide
Attendance Sheet attendance sheet for None 10 Minutes Administrative Officer
visitors
6 Hours, 30
TOTAL None
Minutes
15. Request for Facebook Live

Request for Facebook Live
Office or
CMC DZUP 1602
Division:
Classificatio
Complex
n:
Type of
Transaction:
Who may
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
TO BE
PAID
Facebook Live
indicating date
of Facebook
Live
1.2 DZUP Online
Team receives
request and
coordinates None 1 Day DZUP Online Team
necessary
equipment to be
used for broadcast
2149
1.3 Coordinate with
Technical Team for
equipment needed None 2 Days DZUP Technical Team
(if Facebook Live is
conducted outside).
2. Facebook
Live is None 1 Day DZUP Online Team
Conducted
4 Day, 10
TOTAL None
Minutes
16. Request for Analytics Report

Request for Analytics Report
Office or
CMC DZUP 1602
Division:
Classificatio
Complex
n:
Type of
Transaction:
Who may
avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
FEES
TO BE
PAID
1. Write letter 1.1 Receive
requesting for request letter.
Analytics of
Program with
Indicated time
period
1.2 DZUP Online
Team receives
request and None 1 Day DZUP Online Team
accesses online
analytics
1.3 Preparation of
None 4 Days DZUP Online Producer
Analytics report
2150
2. Approval of 2. Webmaster
Webmaster approves analytics None 1 Day Webmaster
report
3.Receive 3. DZUP Online
Analytics Report sends analytics None 1 Day DZUP Online Team
report to client
7 Days, 10
TOTAL None
Minutes
17. Request for Publicity Materials

Request for Publicity Materials
Office or Division: CMC DZUP 1602

Type of
Transaction:
Who may avail: Partner producers/college/offices/units/organizations in UP
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Request Letter/e-mail DZUP Office, 2nd Floor, Media Center Building CMC
FEES
CLIENT STEPS TO BE
PAID
1. Write a letter with 1.1 Receive
pertinent details request
requesting for publicity letter/e-
Webmaster and/or
materials for a program mail/Google
None 10 Minutes DZUP Online Team
or an event and/or Form Staff
answer the Google Form response/s
regularly sent by the
DZUP Online Team
1.2
Coordinate
and discuss
Webmaster and/or
with the None 1 Day
DZUP Online Team
staff of
Online
Team
1.3 If a
regular Webmaster and/or
None 1 Day DZUP Online Team
station
program:
2151
creation of
templates
and addition
to list of
personnel
who will
receive
weekly
program
promotion
updates
1.4 If an
event by a
partner
institution:
Webmaster and/or
wait for None 1 Day
DZUP Online Team
approval/re
commendati
on of
Webmaster
2. Approval 2.1 If
regular
program: None
The Online
Team will
wait for
3 Days DZUP Online Team
approval or
further
revisions for
the
template
design
2.2 If an
event: The
Webmaster
will decide
based on Webmaster and/or
None 1 Day
the DZUP Online Team
recommend
ation of the
Station
Manager
2.3 If a
regular
station None 1 Day DZUP Online Team
program:
Once
2152
design is
approved,
DZUP
Online will
post
materials on
DZUP’s
social
media
accounts
2.4 If an
event:
Once
approved,
the DZUP
Online team
will create None 3 Days DZUP Online Team
designs for
the client’s
approval
and/or
further
revisions
2.5 If an
event:
Once
design is
finalized,
DZUP
Online will None 1 Day DZUP Online Team
post
materials on
DZUP’s
social
media
accounts
3.Continuou
sly share
3.Partner institutions are At least 3 days
and re-
expected to share and/or before program
share None DZUP Online Team
re-share the publicity and/or actual
posted
materials posted online event date
materials
online
12 Days, 10
TOTAL None
Minutes
2153
College of Music (CMu)
External Service
2154
1. Application to the Associate in Arts (Music) or the Bachelor of
Music Program
Application to the Bachelor of Music program is open to high school graduates who
passed the UPCAT, to UP students who have earned at least 30 units and a GWA
of 2.25 or higher, to non-UP students who have earned at least 33 units and a GWA
of 2.0, and to individuals who have already earned a bachelor’s degree. If an
applicant does not meet the requirements for Bachelor of Music, he or she may
apply to Associate in Arts (Music) program.
College of Music (CMu) (CMu)
Office or Division:
Type of
Transaction:
Who may avail: Prospective Students
1. Application Form
CMu Website (music.upd.edu.ph)
3. School credential Applicant’s High School or College/University
FEES
CLIENT STEPS AGENCY PROCESSING PERSON
TO BE
PAID
1. Receive
1. Submit properly Application Form
accomplished and school Receiving Personnel
Application Form and credential. Issue None 5 Minutes Office of the College
Secretary
school credential. Payment Order
Form.
2. Receive Payment
2. Accept
Order Form and pay PHP Special Collecting Officer
payment and 10 Minutes
at the UP Cashier’s 500.00* UP Cashier’s Office
issue OR.
Office.*
3. Note OR
Number and
3. Present OR to issue Test Permit Releasing Personnel
OCS. for the Music None 5 Minutes Office of the College
Secretary
Theory Exam
(MTE).
4. Take the MTE. 4. Administer the None 4 Hours Faculty Examiners
2155
MTE. College of Music (CMu)
5. Check the result of

5. Post the results
the MTE to see if Releasing Personnel
of the MTE and
qualified to take the None 5 Minutes Office of the College
the instructions
Talent Determination Secretary
for TDT.
Test (TDT).
6. Administer the Faculty Members
6. Take the TDT. None 1 Hour
TDT. Department
7. Post the results

7. Check the result of
of the TDT and Releasing Personnel
the TDT to see if
the instructions None 5 Minutes Office of the College
admitted to the
for university Secretary
college.
admission.
TOTAL PHP 5 Hours, 30

500.00* Minutes
*Applicants qualified for Universal Access to Quality Tertiary Education privileges are
exempted from payment.
2. Admission to a New Music Major

Office or Division:
Type of
Transaction:
1. Application Form
2. College Referral Slip Office of the College Secretary (OCS)
3. University Admission Slip Office of the University Registrar (OUR)

FEES
TO BE
PAID
1. Submit properly
accomplished 1. Receive Chair
None 5 Minutes
Shifting Form to the Shifting Form. Department
Chair of the
2156
department you
intend to shift to.
2. Give the
2. Take the Audition Faculty Members
Audition and None 1 Hour
and Interview. Department Concerned
Interview.
3. Check the result
3. Post the
of the Audition and Releasing Personnel
results of the
Interview to see if None 5 Minutes Office of the College
Audition and
you qualified to your Secretary
Interview.
new major.
4. Issue the
4. Get your College
student’s Releasing Personnel
Referral Slip from None 5 Minutes Office of the College
College Referral
OCS. Secretary
Slip.
5. Receive the
5. Submit your
student’s
College Referral Slip Receiving and Releasing
College Referral
to OUR Admission None 5 Minutes Personnel
Slip and issue a
and Registration OUR-ARS
University
Section (OUR-ARS).
Admission Slip.
6. Submit your
6. Receive and Receiving Personnel
University
file University None 5 Minutes Office of the College
Admission Slip to
OCS.
TOTAL 1 Hour, 25
None
Minutes
3. Admission to a New CMu Program – From Associate in Arts

(Music) or Diploma in Creative and Performing Musical Arts to
Bachelor of Music
The Associate in Arts (Music) and the Diploma in Creative and Performing Musical
Arts are pre-baccalaureate programs. Graduates of these programs may continue
to Bachelor of Music provided they meet Department requirements.
Office or Division:
2157
Transaction:
1. Application Form
2. College Referral Slip
3. University Admission Slip Office of the University Registrar (OUR)
FEES
TO BE
PAID
1. Go to Department 1. Give the
for Audition and Audition and Faculty Members
None 1 Hour Department
Interview. Interview.
2. Check the result
of the Audition and
2. Post the results Releasing Personnel
Interview to see if
of the Audition None 5 Minutes Office of the College
you qualified to the
and Interview. Secretary
Bachelor of Music
Program.
3. Get your College 3. Issue the Releasing Personnel
Referral Slip from student’s College None 5 Minutes Office of the College
OCS. Referral Slip. Secretary
4. Submit your 4. Receive the

College Referral Slip student’s College Receiving and Releasing
to OUR Admission Referral Slip and None 5 Minutes Personnel
and Registration issue a University OUR-ARS
Section (OUR-ARS). Admission Slip.
5. Submit your
5. Receive and Receiving Personnel
University
file University None 5 Minutes Office of the College
Admission Slip to
OCS.
TOTAL 1 Hour, 20
None
Minutes
4. Audition/Recital Venue Reservation

Office or Division:
2158
Transaction:
1. Audition/Recital Checklist (ARC) Office of the College Secretary (OCS)
FEES
TO BE
PAID
1. Present properly
accomplished
1. Book student. Booking Personnel
Audition/Recital
Return ARC to None 5 Minutes Office of the College
Checklist (ARC) to
student. Secretary
OCS for venue
reservation.
Chair
2. Submit ARC to 2. Assign panel
Department
Department Chair members to
for panel student. Submit None 15 Minutes Receiving Personnel
assignment. ARC to OCS. Office of the College
Secretary
5. Application: Master of Music (MM) and Doctor of Philosophy in

Music (PhD)
Office or Division: College of Music (CMu)
Graduate Programs Office (GPO)

Who may avail: A graduate of Bachelor’s degree in Music or its equivalent for MM, a
graduate of Master of Music or its equivalent for PhD
Application forms CMu Website https://music.upd.edu.ph/admission.html
CMu Graduate Programs Office (GPO)
Academic credentials College or university where applicant is coming from
CLIENT STEPS AGENCY FEES TO BE PROCESSING PERSON

2159
1. Check the CMu 1. Answer queries None 10 Minutes Receiving
website music. regarding graduate Personnel/Staff
upd.edu.ph for the programs
admission procedures, Graduate Programs
application.
requirements, and Office
Provide application
schedule. Download forms (via email if
application forms. Send
necessary) and
queries at
billing statement
upcmudilimanmedia@g
mail.com or visit the (application fee).
GPO.
2. Pay the 2. Accept the PHP 500.00 5 Minutes Special Collections
application fee at the UP payment and issue Officer
Cashier’s Office. (Paused-
official receipt.
Clock) UP Cashier’s Office
3. Submit 3. Receive and None 15 Minutes Receiving Personnel
application forms and review application
other requirements at the Graduate Programs
documents. Issue
GPO. Office
test permit and
give instructions.
4. Take the 4. Administer the None 6 Hours Staff

diagnostic exams. diagnostic exams.
Graduate Programs
Office
Faculty Examiners
Graduate Programs
Committee
5. Take the talent 5. Administer the 1 Hour Panelists

audition/exam/interview( audition or panel
MM) or panel interview Graduate Programs
interview.
(PhD). Committee
Coordinate adviser
Graduate Program
appointment.
Coordinator
Graduate Programs
Office
6. Views the result 6. Evaluate and None 10 Days Examiners/

of qualified applicants on check exams.
the CMu website Department
Select qualified
Heads/Panelists/
students.
GPC
2160
Prepare
documents for
Staff
announcements of
successful Graduate Programs
applicants on CMu Office
website, College
Secretary’s Office
Bulletin Board, and
email results.
TOTAL PHP 500.00 10 Days, 7

Hours, 30
Minutes
6. Admission of New CMu Graduate Students
Office or College of Music (CMu)

Division: Graduate Programs Office (GPO)
Type of
Transaction
Who may avail: New CMu Graduate students
1. College Admission Slip (to be

issued after other pertinent CMu Graduate Programs Office
documents have been submitted)
2. 2 copies of student directory.

Revised form can be downloaded at
CMu Graduate Programs Office
http://our.upd.edu.ph/forms/OUR%20
FORM%203.doc
3. Honorable
Dismissal/Certificate of Transfer School/University from where student graduated
Credentials
4. Transcript of Records used for

evaluation certified by the College
5. Official Transcript of Records School/University from where student graduated (Local

(OTR) including certified copy of Students)
transcripts prior to last
or
school/university attended with
2161
remarks “Copy for UP Diliman” (For Embassy/Dept. of Education (Foreign Students)
Foreign Students: OTR with degree
and date of graduation authenticated
by Embassy/Dept. of Education)
6. Two (2) passport size photos Requesting Party
7. Program of Study (original

copy)

UP Health Service
Health Service (original copy)
9. If Filipino born in the

Philippines: original and 1 photocopy Philippine Statistics Authority (PSA)
of birth certificate
10. If Filipino born abroad, only

one set of the following: (a) original
and 1 photocopy of Report of Birth
from PSA, (b) original and 2 As needed: (a) PSA, (b) Bureau of Immigration, or (c)
photocopies of Identification
Department of Foreign Affairs
Certificate from Bureau or
Immigration, or (c) 2 photocopies of
Philippine passport, original to be
presented
11. If non-Filipino, all of the

following: (a) 2 photocopies of birth
certificate and passport, original to be (a) Concerned government agency in the student’s country, (b)
presented, (b) original and 1
UP Office of International Linkages, (c) Department of Foreign
photocopy of Study Permit from
Affairs
Office of International Linkages
Diliman (OILD), and (c) original and 1
photocopy of Student Visa
12. If birth surname has changed

because of marriage: original and 1 PSA or its counterpart
photocopy of marriage certificate
13. Permit to transfer if within

College from where student came from
Diliman
14. If from school whose medium

of instruction is not English: an
TOEFL/IELTS organization
Official TOEFL or IELTS Score
Report must be submitted.
FEES TO PROCESSING
BE PAID TIME
2162
1. Get
instructions for 1. Orient and
incoming issue admission
graduate information/checkli Staff
None 5 Minutes
students from st containing Graduate Programs Office
CMu GPO and instructions to
accomplish incoming students.
forms.
2. Consult
your adviser Adviser/Department Head
and complete 2. Advise student. None 30 Minutes or Graduate Programs
Program of Coordinator
Study.
3. Have
your medical 3. Examine the Nurse/Physician, Records
examination 1 Day
student. Release None Staff
and come back (Paused-Clock)
medical certificate. UP Health Service
for the medical
certificate.
4. Check the
student’s
documents. Retain
the photocopy of
the following for
CMu GPO file: (a)
medical certificate,
4. Present (b) proof of
all requirements Staff
citizenship, (c) None 5 Minutes
to CMu GPO for Graduate Programs Office
college credentials,
checking.
(d) clearance, if
applicable, (e)
TOEFL/IELTS
score report, if
applicable. Issue
college referral
slip.
5. Submit
college referral 5. Receive and
slip and all review documents. Staff
documents to Issue the 5 Minutes
None Admissions Section, Office
get University University (Paused-Clock) of the University Registrar
Admission Slip Admission Slip and (OUR)
and CRS CRS password.
password.
2163
University University
Admission Slip Admission Slip and Staff
and college file the documents. None 5 Minutes
copy of student Remind student Graduate Programs Office
directory to about registration
CMu GPO. period.
1 Day and 50
TOTAL None
Minutes
7. Application for Reading Language Exam

Classification
Complex
:
Type of
Transaction:
Who may
PhD students
avail:
https://music.upd.edu.ph/current-students-downloadable-
Graduate Exams Application Form
forms.html or GPO
CLIENT FEES TO
AGENCY ACTION PROCESSING TIME PERSON RESPONSIBLE
STEPS BE PAID
1. In the
semester
immediately
prior to the
semester in 1. Determine Adviser/Graduate
which the specific language Programs Coordinator
Comprehensiv contingent upon the (GPC)/Graduate
e Examination None 15 Minutes
individual academic Programs Committee
is to be taken, research of the
consult your student. Graduate Programs Office
adviser/GPC
as to which
language you
should be
tested in.
2164
2. Receive
application.
Evaluate the
2. Fill out
student’s records. Staff/Student Records
application
form and Get approval of the Evaluator (SRE)
None 5 Days
submit to the adviser/GPC to
CMu GPO for finalize exam Graduate Programs Office
review. details. Contact
available examiner
& update student.
Staff
3. Take 3. Administer exam. None 3 Hours Graduate Programs Office
the exam.
4. Photocopy/scan
answer & save file. Staff
Submit original and Graduate Programs Office
4. Check result form to None 5 Days
for results examiner for
checking. Get the Examiner
result.
5. If you
“pass,” apply
for 5. Inform student
comprehensive Graduate Programs Office
about the result. If
exams next
semester. If rating is “fail,” inform 5 Minutes Examiner
you “fail,” student & GPC, and None
schedule schedule retake in SRE/GPC
retake and coordination with the
“pass exam to examiner.
continue the
program of
studies.”
10 Days, 3 Hours,
TOTAL None
20 Minutes
8. Application for Comprehensive Examinations

2165
Type of
Transaction:
Who may avail: Graduate students
forms.html or GPO

ACTION PAID TIME
1. After
successful
completion of the
prescribed 1. Receive
coursework (and application form.
reading language Evaluate
examination for student’s
PhD only), submit records. Get
application for approval of the Staff/SRE/GPC
comprehensive None 10 Days
adviser and Graduate Programs Office
examinations GPC. Contact
(must be taken examiners,
and successfully finalize exam
completed at the
details, & update
latest at the end of
the following student.
semester after all
coursework has
been completed).
Staff
2. Take the 2. Administer
comprehensive None 5 Days Graduate Programs Office
exams.
examinations.
3.
Photocopy/scan
answers & save
files. Submit
original answers Staff, Examiners
3. Checks for None 10 Days
the results. and result forms Graduate Programs Office
to examiners for
checking. Get
the results and
prepare report.
4. If you 4. If rating is 5 Minutes Staff

“pass,” apply for None
“pass,” inform
thesis/proposal Graduate Programs Office
student. If “fail”,
defense for the
2166
next semester. If inform student &
you “fail,” take adviser/GPC,
second and schedule
examination exam retake date
allowed within one in coordination
(1) year after the with the
first examination.
examiner/s.
(Failure to pass
second
examination shall
permanently bar
you from the
MM/PhD
program).
25 Days and 5
TOTAL None
Minutes
9. Application for Thesis/Dissertation Proposal Defense

Type of
Transaction:
Who may avail: Graduate students
forms.html or GPO
AGENCY FEES TO BE
CLIENT STEPS PROCESSING TIME PERSON RESPONSIBLE
ACTION PAID
1. After 1. Receive
passing the application form
compre exams and review
(and reading student records.
language exam for Get formal
PhD only) and approval/signatu Staff/SRE
getting the None 5 Days
re of the adviser
endorsement of Graduate Programs Office
and GPC.
adviser, submit
topic proposal to Release memo
thesis/dissertation on
committee at least thesis/dissertatio
2 weeks before the n committee
target defense. appointment and
2167
Submit application final schedule of
form with topic oral defense.
proposal to GPO. Update student.
2. Prepare form
and secure Staff,
2. Take the topic
approval/signatu Thesis/dissertation
proposal defense. None 2 Hours
res of the committee, GPC
Wait for the result.
committee
Graduate Programs Office
members.
3. If you “pass,”
apply for
thesis/dissertation 3. Inform and
defense when orient the 5 Minutes Staff
ready. If you “fail,” student about None
follow the succeeding Graduate Programs Office
recommendations steps.
of the committee
members.
5 Days, 2 Hours and
TOTAL None
5 Minutes
10. Application for Thesis/Dissertation Defense

Office or Division:
Graduate Programs Office (GPO)
Type of
Transaction
Who may avail: CMu graduate students
forms.html or GPO

ACTION BE PAID TIME
1. After getting the 1. Receive

endorsement of application form
adviser/committee, and review None 5 Days Staff/SRE
submit completed student Graduate Programs Office
draft of records. Get
thesis/dissertation formal
2168
to each panelist at approval/signat
least 2 weeks ure of the
before the target adviser and
defense. Submit GPC. Release
application form to memo to
GPO. thesis/dissertati
on panel with
final schedule
of oral defense.
Update student.
2. Prepare form
2. Take the oral and secure Staff,
defense. Wait for approval/signat None 2 Hours Thesis/dissertation
panelists, GPC
the result. ures of the
panelists. Graduate Programs Office
3. Inform/orient
3. Consult GPO the student
and take note of about the 5 Minutes
the important succeeding None Staff/SRE
reminders and steps, Graduate Programs Office
deadlines. especially the
deadlines.
5 Days, 2 Hours &
TOTAL None
5 Minutes
11. Reservation of Practice Room
Office or
UPCMu-Office of the Dean
Division:
Type of
Transaction:
Who may avail: Instrumentalities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Practice Slip Form UP College of Music Department/ Offices
FEES
CLIENT STEPS TO BE
PAID
2169
1. Receiving
Personnel
acknowledges
1. Get the Practice receipt of None 5 Minutes Receiving Personnel
Slip Form (PSF) document with Office of the Dean
Receiving
stamp and
signature
1.2. Checking
None 5 Minutes
2. Log the schedule of Student
of Practice at the venue/facilities/ College of Music
Logbook equipment
availability
3. Give the PSF to Office of the Dean
staff for signature
12. Reservation of Halls

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Reservation of Halls UP College of Music Department/ Offices
CLIENT STEPS
1. Receiving
Personnel
1. Submit letter of acknowledge Please see 5 Minutes Receiving Personnel
request for the use attached Office of the Dean
s receipt of
of Halls rates
document
with
2170
Receiving
stamp and
signature
2.1. Checking
of
venue/facilitie
2. Talk to person None 5 Minutes Receiving Personnel
s/equipment
in-charge of Office of the Dean
availability
reservation for the
2.2. Action of
availability of halls
the Dean
(Approved /
Disapproved)
3.1.
Coordinator
may choose
among
provided None 1 Day Receiving Personnel
3. Wait for the staff
means (ex. (Paused Clock) Office of the Dean
to email or text for
via text
confirmation of the
message,
approval of request
etc.) to inform
for the halls
client that the
Dean’s
response is
approved or
disapproved.
1 Day,
TOTAL: None
10 Minutes
…
Schedule of Fee: NON-University of the University of the Philippines

Philippines Organization Organization
Classification Room Room Rate Classification Room Room Rate
Capacity Capacity
Abelardo Hall 300-500 PHP Abelardo Hall 300-500 PHP 8,433.33
Auditorium 8,433.33 Auditorium
Piano PHP Piano PHP 6,600
6,600
Mini Hall 70 PHP Mini Hall 70 PHP 1,433.00
1,433.00
Piano PHP 5,500 Piano PHP 5,500.00
Classrooms 35 PHP Classrooms 35 PHP 654.00
654.00
Garden 200 PHP Garden 200 PHP
3,500.00 3,500.00
2171
13. Reservation of Instruments/Equipment
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Use of Instruments/Equipment UP College of Music Department/ Offices
FEES
CLIENT STEPS TO BE
PAID
1. Receiving
Personnel
acknowledges
1. Fill-Out None 5 Minutes Receiving Personnel
receipt of
Borrowers Request Office of the Dean
document with
Form (BRF)
Receiving
stamp and
signature
2.1. Checking
the availability
of instruments None 5 Minutes Receiving Personnel
2. Submit BRF to
2.2. Action of Office of the Dean
Supplier Officer
the Dean
(Approved /
Disapproved)
3.1.
Coordinator
may choose
3. Wait for the staff among None 1 Day Receiving Personnel
to email or text for provided (Paused Clock) Office of the Dean
confirmation of the means (ex. via CMu
approval of request text message,
for the instruments etc.) to inform
client that the
Dean’s
response is
2172
approved or
disapproved.
1 Day,
TOTAL: None
10 Minutes
14. Request for the use of Halls/Rooms

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Reservation of Halls/Rooms from
UP College of Music Department/ Offices
UP Organization/Office
CLIENT STEPS
1. Receiving
Personnel
acknowledges
1. Submit letter of receipt of None 5 Minutes Receiving Personnel
document Office of the Dean
request for the use
with CMu
of Halls/Rooms
Receiving
stamp and
signature
2.1 Checking
of
venue/facilitie Receiving Personnel
2. Talk to person in- None 5 Minutes
s/equipment Office of the Dean
charge of
availability CMu
reservation for the
2.2 Action of
availability of halls
the Dean
(Approved /
Disapproved)
3. Wait for the staff 3.1. None 1 Day Receiving Personnel
to email or text for Coordinator (Paused Clock) Office of the Dean
confirmation of the may choose CMu
approval of request among
for the halls provided
2173
means (ex.
via text
message,
etc.) to inform
client that the
Dean’s
response is
approved or
disapproved.
1 Day,
TOTAL: None
10 Minutes
2174
Asian Institute of Tourism (AIT)
External Service
2175
1. Process Application for Practicum / Pre-Practicum Training
The Practicum Program (Tour 109: Travel Industry Practices) is the on-the-job training
component of the BS Tourism Program which aims to expose students to the real-
world corporate setting and professional life through hands-on training in selected
partner establishments.
Office or
Office of the Institute Secretary (OIS)
Division:
Type of
Transaction:
Who may avail: AIT students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Application Form for
Practicum
2. Pre-practicum Seminar kit Office of the Institute Secretary
3. Application Form for Tour 109
FEES
CLIENT STEPS TO BE
PAID
1.
1. Submit fully 1.1. Receive
accomplished fully
Application Form accomplished
for Practicum Application
Form for
Practicum Student Records
Evaluator
1.2. List and None Office of the Institute
1 Day
inform Secretary
students who
will take the
Pre-
practicum
seminar
2176
2. Pay Pre- 3. 2. Received
practicum fee Pre-
practicum fee Division of Tourism
PHP Research and Extension
5 Minutes Services (DTRES) Staff
200.00
3.Attend the Pre- 3. Conduct

Practicum Pre-
Seminar Practicum None 1 Day AIT Room
seminar
4. Submit 4. Collect and Office of the Institute

Application for process Secretary
Admission to application None 1 Day Student Records
Tour 109 for Admission Evaluator
to Tour 109
5. Go to faculty 5. Counsel
coordinators for students
counselling None 1 Day AIT Faculty Room
6. Meet with 6. Conduct a

respective faculty meeting with
coordinator selected None 1 Day AIT Faculty Room
students
PHP 5 Days, 5
TOTAL: 200.00 Minutes
2177
2. Process Request for Room and Equipment Reservations
Room reservation is available to all clients who need a room for their activities,
seminars, trainings, meetings.
Office or Office of the Division of Tourism Research and Extension

Division: Services (DTRES)
Type of Government to Citizen, Government to Government,
Who may avail: AIT students, AIT Organizations, UP Organizations, etc.
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Request letter addressed to
the Institute Secretary, indicating
the activity, date/s requested,
Requesting Party
duration of the activity, equipment
to be used and other requests
FEES
CLIENT STEPS TO BE
PAID
1. Submit 1.1 Accept
request letter request letter
addressed to the and fully
Institute accomplished
Secretary (OIS) request form
indicating details
1.2. Check
needed
the
availability of OIS Staff
the room and None 1 Day
- AIT students Office of the Institute
or equipment
free of charge Secretary
1.3. Put
Available/
- Non-AIT Not Available
students/ clients as Remark/s
to pay for fee
1.4. Forward
request to the
Institute
2178
Secretary for
Approval.
2. Receive 2. Notify OIS Staff
notification on the client on Office of the Institute
status of request. status of None 1 Day
Secretary
request.
3. Non-AIT 3. Receive Division of Tourism

students/clients: payment and Please Research and
issue receipt. see Extension Services
Pay 5 Minutes
table (DTRES) Staff
corresponding fee below
to (DTRES)
2 Days, 5
TOTAL: Varies Minutes
AIT Room and Equipment Use with Rental Rates as of January 2019
Room / Equipment Rate
Seminar Room PHP 3,000.00 for the first 3 hours, additional

PHP 1,200.00/ hour for the succeeding hours.
Audio Visual Room PHP 6,000.00 for the first 3 hours, additional
PHP 1,200.00/ hour for the succeeding hours
Classroom PHP 8,000.00 for the first 3 hours, additional

PHP 1,200.00/ hour for the succeeding hours
LCD Projector PHP 240.00/ hour
2179
National College of Public Administration and
Governance (NCPAG)
External Service
2180
1. Respond to inquiries
Respond to inquiries through email/social media account
Office or Division: Center for Policy and Executive Development (CPED)
Type of Government to Citizen, Government to Government, Government to
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Inquire about 2. Give
CPED and/or its Necessary
services Information to
the Client.
TOTAL: Varies 10 inutes
2. Extension services
Extension services for gov’t agencies, public officials, private institutions, NGOs,
academic institutions, etc.: training programs/workshops, client satisfaction
surveys, among others
2181
Terms of Reference (ToR), Memorandum
of Agreement (MOA), and/or Contract of Requesting Party
Service
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Inquiry about 1. Email template REPS
CPED extension of ToR None 10 Minutes
services CPED
2. Set a meeting to REPS (Project

discuss Coordinator)
2. Submit filled out
submitted ToR None 5 Days CPED
ToR
and come to an
agreement
3. Confirm REPS (Project

agreements and 3. Draft MOA None 10 Days Coordinator)
terms CPED
4. Finalize and Legal Office

4. Process MOA None 30 Days
process MOA Both Parties
must be REPS (Project

stipulate Coordinator)
d in the must be stipulated CPED
5. Issues Notice to 5. Proceed with
contract in the contract or
Proceed project
or as as agreed upon
agreed
upon
45 Days, 10
TOTAL: Varies
Minutes
Remark: Minimum processing time estimated by Agency only, does not take into
account processing time of client and time stipulated in the contract or as agreed upon.
2182
3. Research services
Research services for gov’t agencies, public officials, private institutions,

academic institutions, etc.
Terms of Reference (ToR), Memorandum
of Agreement (MOA), and/or Contract of Requesting Party
Service
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Inquiry about 1. Email template REPS
CPED research of ToR None 10 Minutes
services CPED
2. Set a meeting REPS (Project

to discuss Coordinator)
2. Submit filled out
submitted ToR None 5 Days CPED
ToR
and come to an
agreement
3. Confirm REPS (Project

agreements and 3. Draft MOA None 10 Days Coordinator)
terms CPED
4. Finalize and Legal Office

4. Process MOA None 30 Days
process MOA Both Parties
must be REPS (Project

stipulate must be stipulated Coordinator)
5. Issues Notice to 5. Proceed with
d in the in the contract or
Proceed project CPED
contract as agreed upon
or as
2183
agreed
upon
45 Days, 10
TOTAL: Varies
Minutes
4. Sale of Books & Publications

The Sale of Books and Publications are open to all clients, students or
professionals
Office or Division: Publications Office

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Select Titles of 1. Prepare the
Publications
Book/Publication Selected Titles 10 Minutes
Circulations Asst.
of the Client
Please Publications
2. Receive refer to Circulations Asst.
2. Pay fees as billed Payment and issue the table 5 Minutes
receipt of fees
below
TOTAL: Varies 15 Minutes
2184
List of Book/Publication Rates as of NOVEMBER 4 2019
Title Author Price
Corruption and Implementation: Case Studies in Philippine Vicente Chua Reyes, Jr. Php 350.00
Public Administration. 2009 (283pp), Paperbound
Fifty Years of Public Administration Education in the Proserpina Domingo- US $ 30.00

Philippines: The UP—NCPAG at the Forefront (A Coffee Tapales (including
Table Book) 2002 (94pp), postage);
Hardbound
Php 850.00
Introduction to Public Administration in the Philippines: A Danilo dela Rosa Reyes, Php 550.00
Reader. 2015 (486pp), 3rd Edition
Proserpina D. Tapales,
Volume I Paper Bound
Ma. Oliva Z. Domingo and
Maria Fe Villamejor-
Mendoza
The Political Economy of Regulation in the Philippines Baylon, Minerva S. Php 400.00
Power Industry: the Case of the Electric Power Industry
Reform Act. 2010 (395pp).
Paperbound
Regulation, Privatization and Public Sector Reform. 2006 Paul Cook Php 300.00
(238pp). and Ma. Fe V. Mendoza
(eds.)
Paperbound
Local Government in the Philippines: A Book of Readings Proserpina Domingo- Php 400.00
Volume II: Current Issues in Governance. 1998 (497pp), Tapales,
Paperbound Jocelyn C. Cuaresma
and Wilhelmina L. Cabo
(eds.)
Title Author Price
Local Government in the Philippines: A Book of Readings Proserpina Domingo- Php 550.00
Volume III: Concepts and Practices in Decentralization Tapales, Alex B. Brillantes,
Jr.
Management Policy Formulation: The Generics Act of Edna Estifania A. Co Php 275.00
1998. 2002 (175pp), Softbound
Slum Upgrading and Urban Renewal of the National Rolyn B. Francisco Php 150.00
Government
2185
Center. 2009 (116pp), Paperbound
Politics of Plunder: the Philippines Under Marcos (2nd Belinda A. Aquino Belinda Php 400.00
Edition with an Epilogue). 1999 (278pp) A. Aquino 50% OFF
Hardbound
Politics of Plunder: the Philippines Under Marcos (2nd Belinda A. Aquino Belinda Php 250.00
Edition with an Epilogue). 1999 (278pp) A. Aquino 50% OFF
Softbound
Book of Readings on Primary Health Care. 1998 Revised Victoria A. Bautista Php 180.00
Edition. (218pp), Paperbound and Eleanor E. Nicolas BUY 1
TAKE 1
Forging Community-Manage Primary Health Care. (Co- Victoria A. Bautista, Php 150.00
Published with the Department of Health). 2nd Printing. Ma. Concepcion P. Alfiler BUY 1
1998 (168pp), Paperbound and Eleanor E. Nicolas TAKE
Innovations and Excellence: Understanding Local Alex B. Brillantes, Jr. Php 250.00
Government in the Philippines. 2003 (162pp), Paperbound
Alternative Views and Assessments of the Macapagal- Jose V. Abueva, Victoria A. Php 400.00
Arroyo Presidency and Administration: Record and Legacy Bautista, Proserpina
(2001-2004). 2004 (636pp), Domingo-Tapales, Ma. Oliva
Hardbound Z. Domingo and Eleanor E.
Nicolas (eds.)
Alternative Views and Assessments of the Macapagal- Jose V. Abueva, Victoria A. Php 300.00
Arroyo Presidency and Administration: Record and Legacy Bautista, Proserpina
(2001-2004). 2004 (636pp), Domingo-Tapales, Ma. Oliva
Softbound Z. Domingo and Eleanor E.
Nicolas (eds.)
Community Participation in World Vision Kusog Baga Victoria A. Bautista and Juvy Php 155.00
Program: Survey Results. 2003 (157pp),[Co-published Lizette M. Gervacio
with the Center for Policy and Executive Development
(CPED)]
Filipino Nationalism: Various Meanings, Constant and Jose V. Abueva (ed.) Php 800.00
changing Goals, Continuing Relevance. 1999 (956pp),
Hardbound
Filipino Nationalism: Various Meanings, Constant and Jose V. Abueva (ed.) Php 500.00
changing Goals, Continuing Relevance. 1999 (956pp),
Softbound
Mobilizing for Active Citizenship: Lessons from Indonesia, Ledivina V. Cariño Php 250.00
2186
Nepal and the Philippines. 2005 (120pp), Softbound
Presidential Plunder: The Quest for the Marcos Ill-Gotten Jovito R. Salonga Php 500.00
Wealth. 2000 (435pp), Softbound
Reinventing U.P. as the National University: Learning for Jose V. Abueva Php 700.00
Truth,
Leadership and Social Transformation. 2008 (615pp),
Hardbound
Reinventing U.P. as the National University: Learning for Jose V. Abueva Php 500.00
Truth,
Leadership and Social Transformation. 2008 (615pp),
Softbound
Social Justice and Human Rights in the Philippines. 2003 Alberto T. Muyot (ed.) Php 800.00
(920pp), Hardbound Alberto T. Muyot (ed.)
Social Justice and Human Rights in the Philippines. 2003 Alberto T. Muyot (ed.) Php 500.00
(920pp), Softbound Alberto T. Muyot (ed.)
Title Author Price
The Aquino Presidency and Administration (1986-1992): Jose V. Abueva and Php 300.00
Contemporary Assessments and “The Judgement of Emerlinda R. Roman (eds.)
History?” Volume 2: 1st U.P. Jose V. Abueva and
Public Lectures. 1993 (509pp), Hardbound Emerlinda R. Roman (eds.)
The Aquino Presidency and Administration (1986-1992): Jose V. Abueva and Php 200.00
Contemporary Assessments and “The Judgement of Emerlinda R. Roman (eds.)
History?” Volume 2: 1st U.P. Jose V. Abueva and
Public Lectures. 1993 (509pp), Softbound Emerlinda R. Roman (eds.)
The Book on Economic Development: Issues, Problems Felipe M. Medalla (ed.) Php
and Progress in Filipino Economic Development. 2012 Felipe M. Medalla (ed.) 1000.00
(617), Hardbound
The Book on Economic Development: Issues, Problems Felipe M. Medalla (ed.) Php 800.00
and Progress in Filipino Economic Development. 2012 Felipe M. Medalla (ed.)
(617), Softbound
2187
The Civil Service Commission and the Commission on Ma. Oliva Z. Domingo Php 150.00
Audit: Self assessments and Alternative Views and
Assessments (2001-2004), 2004 (107pp), Hardbound
The Civil Service Commission and the Commission on Ma. Oliva Z. Domingo Php 100.00
Audit: Self assessments and Alternative Views and
Assessments (2001-2004), 2004 (107pp), Softbound
The Filipino Press and Media: Democracy and Luis V. Teodoro and Melinda Php 200.00
Development. 2001 (252pp), Hardbound de Jesus (eds.) Luis V.
Teodoro and Melinda de
Jesus (eds.)
The Filipino Press and Media: Democracy and Luis V. Teodoro and Melinda Php 150.00
Development. 2001 (252pp), Softbound de Jesus (eds.) Luis V.
Teodoro and Melinda de
Jesus (eds.)
The Leadership and Governance of Constitutional Ma. Oliva Z. Domingo Php 200.00
Commissions Self Assessments and Alternative Views
and Assessments (2004-2007). 2009 (149pp), Hardbound
The Macapagal-Arroyo Presidency and Administration Jose V. Abueva, Oscar M. Php 400.00
(2001-2010). Alfonso, Erwin A. Alampay,
2014 (511pp), Hardbound Maria Faina L. Diola, Ma.
Oliva Z. Domingo and
Eleanor E. Nicolas (eds.)
The Macapagal-Arroyo Presidency and Administration Jose V. Abueva, Oscar M. Php 300.00
(2001-2010). Alfonso, Erwin A. Alampay,
2014 (511pp), Softbound Maria Faina L. Diola, Ma.
Oliva Z. Domingo and
Eleanor E. Nicolas (eds.)
The Making of the Filipino Nation and Republic. 1998 Jose V. Abueva (ed.) Php 800.00
(1,050.pp),
Hardbound
The Making of the Filipino Nation and Republic. 1998 Jose V. Abueva (ed.) Php 500.00
(1,050.pp),
Softbound
2188
The Post-EDSA Constitutional Commissions (1986-1992): Jose V. Abueva and Php 200.00
Self-Assessments and External Views and Assessments. Emerlinda R. Roman (eds.)
Volume 4: 1st U.P. Public Lectures. 1998 (189pp),
Hardbound
The Post-EDSA Constitutional Commissions (1986-1992): Jose V. Abueva and Php 150.00
Self-Assessments and External Views and Assessments. Emerlinda R. Roman (eds.)
Volume 4: 1st U.P. Public Lectures. 1998 (189pp),
Softbound
The Ramos Presidency and Administration: Contemporary Jose V. Abueva, Ma. Php 450.00
Views and Assessments (1992-1998). 2006 (538pp), Concepcion P. Alfiler, Ma.
Hardbound Oliva Z. Domingo and
Eleanor E. Nicolas
Title Author Price
The Ramos Presidency and Administration: Contemporary Jose V. Abueva, Ma. Php 350.00
Views and Assessments (1992-1998). 2006 (538pp), Concepcion P. Alfiler, Ma.
Softbound Oliva Z. Domingo and
Eleanor E. Nicolas
What They Contribute: Case Studies on the Impact of Ledivina V. Cariño and Php 500.00
Nonprofit Dolores D. Gaffud (eds.)
Organizations. 2007 (388pp), Hardbound
Sourcebook 1: Perspective and Approaches in Local Alex B. Brillantes, Jr., Jose Php 500.00
Government N. Endriga and Joel V.
Resouce Management. 2007 (473pp), Softbound Mangahas (eds.)
Sourcebook 4: Selected Case Studies on Strengthening Alex B. Brillantes, Jr., Joel V. Php 250.00
Local Mangahas and Jose P.
Government Resource Management. 2007 (72pp), Tabbada (eds.)
Softbound
Civic Action Against Corruption: Citizen Participation in Ma. Oliva Z. Domingo (ed.) Php 60.00
Anti-Corruption Efforts. Series No. 3 May 2006 (59pp),
Paperbound
Does Regulation Matter? An Assessment of its Effects, Minerva S. Baylon and Maria Php 100.00
Impacts and Challenges in Serving Public Interest. Series Fe V. Mendoza (eds.)
No. 6. March 2008 (80pp), Paperbound
Trade and Human Terms: Makatao Pa Ba? Series No. 7. Minerva S. Baylon and Maria Php 120.00
2189
March 2008 (109pp), Paperbound Fe V. Mendoza (eds.)
The Challenges and Prospects of Sustainable Mining in Maria Fe V. Mendoza and Php 100.00
the Philippines. Series No. 8, March 2008 (72pp), Allan Grand A. Sobrepeña
Paperbound
Shepherding Reforms in Access to Justice and Minerva S. Baylon and Maria Php 100.00
Participation on the Disadvantaged Sectors, Series No. 9, Fe V. Mendoza (eds.)
March 2008 (53pp), Paperbound
Fostering Democratic Governance: Sustaining the Gains Minerva S. Baylon and Maria Php 90.00
and Learning from Pains. No. 10 May 2008 (46pp), Fe V. Mendoza (eds.)
Paperbound
The American and Philippines Administrative Traditions: Danilo R. Reyes Php 130.00
Profiling Contexts: Parallelisms, and Contrasts. Series No.
11. February 2011 (66pp), Paperbound
President ERAP: A Sociopolitical and Cultural Biography Zeus A. Salazar Php 900.00
of Joseph Ejercito Estrada (Volume I: Facing the
Challenge of EDSA II) 2006 (494pp) Hardbound
President ERAP: A Sociopolitical and Cultural Biography Zeus A. Salazar Php 650.00
of Joseph Ejercito Estrada (Volume I: Facing the
Challenge of EDSA II) 2006 (494pp) Softbound
Rule of law in Public Administration: The Philippine Local Edna Estifania A. Co, Maria Php 200.00
Government Urban Poor Resettlement and Housing Faina L. Diola, Crinezza Veil
Program. Policy Issue Brief No. 2, December 2011. Mendoza, Elanor E. Nicolas
Paperbound and Dan A. Saguil
The Quest for a Federal Republic. The PDP Laban Model Jonathan E. Malaya Php 500.00
of Philippine Federalism 1.0, Softbound
The Moro Armed Struggle in the Philippines: The Macapando A. Muslim Php 450.00
Nonviolent Autonomy Alternative
The 2018 Bangsamoro Organic Law in the Philippines: Macapando A. Muslim Php 550.00
Solving the Mindanao Conflict with Autonomy Plus
Compensatory Justice. (Hardbound)
The 2018 Bangsamoro Organic Law in the Philippines: Macapando A. Muslim Php 450.00
Solving the Mindanao Conflict with Autonomy Plus
Compensatory Justice. (Softbound)
2190
5. Answers phone/email Inquiries
Answering questions regarding the availability of a certain book/publication via
phone or e-mail inquiries.
Office or Division: Publications Office
Email Inquiry / Phone Inquiry Requesting Party
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Inquire about 1. Give
Books or Necessary
Publications
Publications Information None 10 Minutes
Circulations Asst.
to the
Client.
6. Process Request for Room Reservation

Office or Division: NCPAG Administrative Services
Who may avail: UP-NCPAG Student Organizations, UP Organizations, etc.
1. Request letter addressed to the Requesting Party
Dean/Supervising Administrative Officer
2191
indicating the activity, date/s requested,
duration of the activity, equipment to be
used and other requests.
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submit request 1. Receive request

letter addressed to letter
the Dean/
Supervising 1.1 Check the
Administrative availability of the Please
Officer indicating all room on specified refer to
date/s the table 15 Minutes Administrative
the required
of fees Services Staff
information.
1.2 Forward to the below
UP funded Supervising
organizations are Administrative
given 17% discount Officer for
on room rates. approval.
2. Pay fees as billed 2. Receive 10 Minutes Administrative

Payment and issue Services Staff
acknowledgment
receipt
Remit payment to
1 Hour
the UP Diliman
Cash Office
1 Hour, 25
TOTAL: Varies
Minutes
2192
ROOM USE AND RENTAL RATES AS OF JANUARY 1, 2019
Room Category Area Capacity Min. Regular Rate

(sqm) (pax) no. of
hours
Regular Rate (UP
Rate Funded
Organizations
)
Room 201 Class 434 30 8 4,200.00 3,500.00
Room 301 Class 78.75 100 8 7,200.00 6,000.00
Room 305 Class 57 50 8 4,200.00 3,500.00
Room 306 Class 57 50 8 4,200.00 3,500.00
Room 307 Class 109.25 70 8 7,200.00 6,000.00
Room 308 Class 57 50 8 4,200.00 3,500.00
Room 309 Class 57 50 8 4,200.00 3,500.00
Audio Visual Class 146.4 100 8 7,200.00 6,000.00

Room
Case Room Class 180.5 80 8 18,000.00 15,000.00
Assembly Hall Function 146 300 8 18,000.00 15,000.00

Room
International Function 434 350 8 54,000.00 45,000.00

Center for Room
Public
Administration
2193
EQUIPMENT RATES
Equipment Rate
LCD 1,500.00
Respond to inquiries through email

Office or Division: NCPAG Administrative Services
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. 1. Inquire about 1. 1. Give Necessary
2. room reservations Information to the None 10 Minutes Administrative
Client. Services Staff
Office or Center for Leadership, Citizenship and Democracy (CLCD)

Division:
2194

CLIENT STEPS AGENCY FEES PROCESSING PERSON

ACTION TO BE TIME RESPONSIBLE
PAID
1. Inquire about 2. Give None 10 Minutes Receiving Personnel

CLCD and/or its Necessary
services Information to the
Client.
9. Extension services
Extension services for gov’t agencies, public officials, private institutions,
NGOs, academic institutions, etc.: training programs/workshops, client
satisfaction surveys, among others

Division:
2195

Terms of Reference (ToR), Requesting Party

Memorandum of Agreement (MOA),
and/or Contract of Service

1. Inquiry about 1. Email None 10 Minutes REPS

CLCD extension template of ToR
services CLCD
2. Submit filled 2. Set a meeting None 10 Days REPS (Project

out ToR to discuss Coordinator)
submitted ToR
CLCD
and come to an
agreement
3. Confirm 3. Draft MOA None 10 Days REPS (Project

agreements and Coordinator)
terms
CLCD
2196
4. Finalize and 4. Process MOA None 30 Days Legal Office
process MOA
Both Parties
5. Issues Notice 5. Proceed with must be must be stipulated REPS (Project

to Proceed project stipulated in the contract or Coordinator)
in the as agreed upon
CLCD
contract
or as
agreed
upon
TOTAL: Varies 50 Days, 10

Minutes

Research services for gov’t agencies, public officials, private institutions,

Division:

2197
Terms of Reference (ToR), Requesting Party

Memorandum of Agreement (MOA),
and/or Contract of Service

1. Inquiry about 1. Email None 10 Minutes REPS

CLCD research template of ToR
services CLCD
2. Submit filled 2. Set a meeting None 10 Days REPS (Project

out ToR to discuss Coordinator)
submitted ToR
CLCD
and come to an
agreement
3. Confirm 3. Draft MOA None 10 Days REPS (Project

terms
CLCD
4. Finalize and 4. Process MOA None 30 Days Legal Office

process MOA
Both Parties
5. Issues Notice 5. Proceed with must be must be stipulated REPS (Project

to Proceed project stipulated in the contract or Coordinator)
CLCD
contract
or as
2198
agreed
upon
TOTAL: Varies 50 Days, 10

Minutes

Office or Division: Center for Local and Regional Governance (CLRG)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Inquire about 1.1. Give None 10 Minutes CLRG Staff

CLRG and/or its necessary
services information to the
Client.
2199
12. Training and Extension services
Training and Extension services for government agencies, public officials,
private institutions, NGOs, academic institutions, etc.: training
programs/workshops, client satisfaction surveys, among others
Request Letter, Terms of Reference
(ToR), Memorandum of Agreement
(MOA), and/or Contract of Service, Requesting Party
Sanggunian Resolution (for Local
Government Units)
CLIENT STEPS
1. Inquiry about 1.1. Email None 10 Minutes REPS

CLRG extension template of ToR
CLRG
services
2. Submit filled out 2.1. Set a None 5 Days REPS (Project

ToR meeting to Coordinator)
discuss submitted
CLRG
ToR and come to
an agreement
3. Confirm 3.1. Draft MOA None 10 Days REPS (Project

terms
CLRG
2200
4. Finalize and 4.1. Process None 30 Days Legal Office
process MOA MOA
Both Parties
with complete
documentation
5. Issues Notice to 5.1. Proceed must be must be REPS (Project

Proceed with stipulated stipulated in the Coordinator)
project in the contract or as
CLRG
contract agreed upon
or as
agreed
upon
45 Days, 10
TOTAL: Varies
Minutes

Research services for government agencies, public officials, private institutions,
Request Letter, Terms of Reference
(ToR), Memorandum of Agreement
(MOA), and/or Contract of Service Requesting Party
Sanggunian Resolution (for Local
Government Units)
2201
CLIENT STEPS
1. Inquiry about 1.1. Email None 10 Minutes REPS

CLRG research template of ToR
CLRG
services
2. Submit filled out 2.1. Set a None 5 Days REPS (Project

ToR meeting to Coordinator)
discuss submitted
CLRG
ToR/Proposal
and come to an
agreement
3. Confirm 3.1. Draft MOA None 10 Days REPS (Project

terms
CLRG
4. Finalize and 4.1. Process None 30 Days Legal Office

process MOA with MOA
Both Parties
complete
documentation
5. Issues Notice to 5.1. Proceed with must be must be stipulated REPS (Project
Proceed project stipulated in the contract or Coordinator)
CLRG
contract
or as
agreed
upon
45 Days, 10
TOTAL: Varies
Minutes
2202
14. Reply to email inquiries about admission and other student
matters
The inquiries are mostly about student matters from admission to graduation. Some
inquiries
include processes in compliance to University policies.
Office or Division: Center for Public Administration and Governance Education (CPAGE)
Type of
Government to Citizen/probable student, Government to Government
Transaction:
Who may avail: Any person wanting to learn about NCPAG and its programs
1. Letter of Inquiry from our CPAGE email CPAGE EMAIL (upncpagcpage@yahoo.com.ph)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Client post a 1. CPAGE to
letter of inquiry post a reply at Staff Officer of the
at once Day in charge of
None 30 minutes
upncpagcpage monitoring daily
@ yahoo.com. emails
ph
15. Maintenance, updating and storage of all active and inactive

student’s Records
This task includes upkeep of all student data from admission to graduation, from
the preparation of Student Record Jacket (Form10) to storage of these jackets
which contains all pertinent documents from admission, registration and
enrollment in courses to graduation.
Office or Division: Center for Public Administration and Government Education (CPAGE)
Type of
Government to Student
Transaction:
2203
All admitted students under the NCPAG degree programs undergraduate
Who may avail:
(BPA) and graduate (Dip PM, MPA, and DPA)
1. Form 10 (Student Record Jacket) Rm 103 CPAGE Office NCPAG Bldg
2. Student Checklists Folder
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student submits 1. CPAGE staff
7 Days Administrative
to CPAGE all accepts and
processing time Assistant II
processed keeps admission None
for all newly
requirements for documents
admitted students
admission
2. Evaluate
Student Records
completeness of None 4 Days
Evaluator
student’s records.
7 Days for all Administrative

3. Preparation of None newly admitted Assistant II
Form 10 students
4. Stores these
Form 10 in the 7 Days Administrative
designated filing Assistant II
cabinets with None for all newly
access only to admitted students
authorized
employees
TOTAL: None 25 Days
2204
School of Labor and Industrial Relations
(SOLAIR)
External Service
2205
1. Provide rental services for use of space / venue / accommodation
facility
The School provides accommodation facility, room and venue with corresponding
rental rates open for all clients.
Office or SOLAIR – Office of the Dean
Division:
Type of Government to Citizen, Government to Government, Government
Who may avail: All clients
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS:
1. Request letter or Requesting party
2. Properly accomplished Office of the Dean

reservation form
FEES PERSON
AGENCY PROCESSING
CLIENT STEPS TO BE RESPONSIBLE
ACTIONS TIME
PAID
1. Make a 1. Check the Senior
reservation for availability of Administrative
use of space / facility/venue None 5 Minutes Assistant I /
venue/ Administrative
accommodation Assistant III
facility
Office of the Dean
2. For 2. For
Accommodation Accommodation
Senior
facility: facility: Accept
Administrative
Accomplished a the reservation
Assistant I
reservation form form and
or may confirm confirm room Office of the Dean
reservation by reservation. 3 Minutes
phone None
For use of For use of Administrative

space/venue: space/venue: Assistant III
Submit a Receive 1 Day
request letter request letter Office of the Dean
addressed to the for approval of
Dean the Dean
2206
3. Received the 3. Release the Administrative
approved approved Assistant III
request request 2 Minutes
Office of the Dean
4. Pay to the 4. Accept Refer Special Collecting

SOLAIR payment and to the Officer
Collecting issue official table of 5 Minutes
Officer receipt rates
below
TOTAL Accommodation:
15 Minutes
Space/Venue:
1 Day
TABLE OF RATES: SOLAIR FACILITIES

VENUE / SPACE CAPACIT RATE RATE UP RATE
FACILITY Y (PAX) (WHOLE (HALF-DAY) (WHOL (HALF
DAY) E DAY) -DAY)
AUDITORIUM 100-150 13500 8950 9450 6265
ROOM 201 30-40 5100 3400 3570 2380
ROOM 202 15-20 2500 1400 1750 980
ROOM 203 25-30 2800 1700 1960 1190
ROOM 204 15-20 2500 1400 1750 980
ROOM 105 -
CONFERENCE
ROOM 10-15 2500 1400 1750 980
ROOM 106 10 1200 800 840 560
ROOM 2 - ANNEX 10-15 1200 800 840 560
ROOM 3 - ANNEX 10-15 1200 800 840 560
ROOM 4 - ANNEX 10-15 1200 800 840 560
ROOM 5 - ANNEX 10-15 1200 800 840 560
ROOM 6 - ANNEX 10-15 1200 800 840 560
ROOM 7 - ANNEX 10-15 2200 1300 1540 910
ROOM 8 - ANNEX 15-20 1200 800 840 560
ROOM 9 - ANNEX 15-20 1200 800 840 560
ROOM 10 -
ANNEX 40-50 6000 3500 4200 2450
ROOM 11 -
ANNEX 25-30 3000 1800 2100 1260
2207
ROOM 12 -
ANNEX 30-35 4000 2200 2800 1540
ROOM 14 -
ANNEX 25-30 3500 1800 2450 1260
SOCIAL HALL 25-30 4000 2200 2800 1540
BONIFACIO HALL 10-12 1200 800 840 560
monthly rate
per BCO
advice
MEZZANINE P 54,331.39 na na Na
* plus 10% * plus 20%
excess excess charge
Additional: charge /hr /hr
Sound system
Auditorium 650 350 650 350
Classroom 350 200 350 200
30 % discount for UP
Offices/Units/Colleges
LODGING CAPACIT DAILY MONTHLY

FACILITY Y (PAX) RATE RATE
ROOM 1 - DORM 2 pax 600/head 7000/head
EXTENSION
ROOM 4 pax 500/head 7000/head
Discounts for venue not applicable for lodging facility
2208
2. Conduct of Institutional Training Programs
The School provides training programs such as WILL Class, Certificate
Course in IRHRM & Management Development Program open to all clients
with corresponding seminar fee.
Office or SOLAIR Tri-Center

Division:
1. Duly accomplished registration
form
2. Seminar fee
CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID TIME
1. Accomplish 1.1. Accept
registration form registration. Administrative
via google forms Participants will Assistant III
or through email automatically None 5 Minutes Administrative
receive a Office
confirmation
email.
1.2. Send Administrative
electronic billing Assistant III
statement None 15 Minutes Administrative
Office
2. Pay seminar 2. Collect

fee to the seminar fee and
Collecting issue
Officer. On the corresponding
receipt Special Collecting
day payment is Officer
also PHP 5 Minutes Administrative
accommodated. 9,000.00 Office
a. WILL Class
b. Certificate PHP
Course in 30,00.00
IRHRM
2209
c. PHP
Management 25,000.00
Development
Program
TOTAL Varies 25 Minutes
3. Process Request for Resource Person and Consultancy Services

The School provides assistance to requests for a resource person in various
engagement, social issue, forum, training etc. and other consultancy services.
Office or SOLAIR
Division:
1. Request letter Dean’s Office
FEES PERSON
AGENCY PROCESSING
CLIENT STEPS TO BE RESPONSIBLE
ACTIONS TIME
PAID
1. Submit request 1.1. Receive
letter addressed letter of request Secretary of the
None 3 Minutes Dean
to the Dean for approval of
the Dean
1.2. Evaluate
nature of
request if part of Dean
None 1 Day
the extension
agenda/activity
of the School.
1.3. Refer to the 1 Day
person None Dean
concerned
2. Receive 2. Respond to
None 1 Day Dean
response the request
3 Days, 3
TOTAL None
Minutes
2210
School of Urban and Regional Planning (SURP)
External Service
2211
1. Process Request for Customized Training
These are training programs for government agencies, local government units,
civil society organizations, and/or private institutions that seek capacity building
through undergoing training programs especially designed for the needs of their
organization.
Office or School of Urban and Regional Planning - Training and Extension

Division: Services Division (SURP-TESD)
Government agencies, local government units, civil society
Who may avail:
organizations, private institutions, etc.
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Request letter addressed to
the Dean thru the Director for
Training and Extension
Services, indicating the Requesting Party
technical assistance needed,
preferred date of conduct,
duration of the activity
CLIENT STEPS
request letter request
addressed to the letter.
Dean thru the
TESD Director. 1.2. Prepare
The letter shall a proposal to
include the the It depends
TESD Staff
training needs of requesting on the
Training and
the target party agreement 10 Days Extension Services
participants as highlighting of the Division
well as the the scope, parties.
expected schedule
number of and
participants who estimated
will undergo the budget to
training. conduct the
program.
2. Attend 2.1. Conduct
TESD Director and
meeting with the a meeting to None 2 Hours Staff
School of Urban further
2212
and Regional discuss the Training and
Planning - contents of Extension Services
Training and the training Division
Extension modules and
Services Division the proposed
(SURP-TESD) budget for
the training,
among
others.
2.2. Prepare
a written TESD Staff
agreement Training and
None 2 Days
for signature Extension Services
by both Division
parties.
2.3. Signed
agreement TESD Staff
Training and
by both None 1 Day
Extension Services
parties shall Division
be notarized.
2.4. Send TESD Staff
billing Training and
None 2 Days
statement to Extension Services
client. Division
3. Pay fees as 3. Receive TESD Staff
billed Payment and Training and
None 10 Minutes
issue receipt Extension Services
Division
Varies
15 Days, 2
depending
TOTAL: on the
Hours, and 10
Minutes
agreement
2. Application for Regular Training Programs

These are training programs available to the general public.
Office or School of Urban and Regional Planning - Training and Extension

Division: Services Division (SURP-TESD)
Employees of government agencies, local government units,
Who may avail:
civil society organizations, private institutions, etc.
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2213
1. Registration Form (thru online
registration)
The registration link will be provided once
application to the training program is open.
2. Deposit Slip of Registration
Fee or Down payment
CLIENT STEPS
1. Pay the down 1. Receive For the
payment or payment and basic
the full issue receipt course
registration (ABC in
fee URP): PHP
15,000.00 TESD Staff/
Cashier
For the 10 Minutes Training and
specialized Extension
training Services Division
programs
(e.g. PLEX,
SCOUT):
PHP
20,000.00
2. Register 2. Registrant’s
Online (the proof details will TESD Staff
of payment is automatically Training and
None 5 Minutes
required in the be included in Extension
registration the official list Services Division
portal) of trainees.
2214
UP Diliman Extension Program in Pampanga
(UPDEPP)
External Service
2215
1. Issuance of Certificate of Good Moral Character
Certificate of Good Moral Character is issued to currently enrolled students of
UPDEPP who may need them in applications for employment, internships,
scholarships, and other similar purposes.
Office or UPDEPP Admission, Registration, Records Management &
Division: Scholarships Office (ARRMAS)
Type of
Transaction:
Any currently enrolled UPDEPP Undergraduate or Graduate
Who may avail:
Student
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Service Request Form (SRF) ARRMAS
FEES
CLIENT STEPS TO BE
PAID
1. Submit the 1.1. Receive
accomplished accomplished ARRMAS Staff
None 5 Minutes
service request service request ARRMAS
form to ARRMAS form from client
Staff 1.2. Evaluate
scholastic
record of Student Records
None 5 Minutes
student since Evaluator
first to latest
enrolment
1.3. Generate
and print
ARRMAS Staff
Certificate of None 8 Minutes ARRMAS
Good Moral
Character
1.4. Sign
generated
Certificate of None 2 Minutes Program Secretary
Good Moral
Character
2. Issuance of College Clearance

College Clearance is usually issued to UPDEPP students who have been conferred
with their undergraduate and/or graduate degrees as a prerequisite in securing the
2216
University Clearance.

Type of
Transaction:
Who may avail: Any UPDEPP student who have been conferred with degree
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Service Request Form (SRF) ARRMAS
FEES
CLIENT STEPS TO BE
PAID
None 1 Minute
Staff 1.2. Evaluate
scholastic
Student Records
record of
student since ARRMAS
first to latest
enrolment
1.3. Issuance
of College ARRMAS Staff
None 1 Minute
Clearance ARRMAS
Form
1.4. Routing of
Signatures for
Accountability
Clearing College Librarian;
a. Library CRS Administrator;
b. ARRMAS Building
c. Building & Administrator;
None 15 Minutes
Property Cashier;
d. Cashier’s Program Secretary
Office or Deputy Director
e. Program ARRMAS
Secretary or
Deputy Director
2217
3. Authentication of University Documents
This service is available for UPDEPP students who may need to have photocopies of
their university documents authenticated for employment or for application for further
studies.

Type of
Transaction:
Any former or current UPDEPP student who may need to have
Who may avail: photocopies of their university documents verified and
authenticated.
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Service Request Form (SRF)
Authentication is limited to the

ARRMAS
following: Transcript of Records,
Program Curriculum, and Course
Syllabus
FEES
CLIENT STEPS TO BE
PAID
None 5 Minutes
Staff 1.2. Validate
scholastic
Student Records
record of
student since ARRMAS
first to latest
enrolment
1.3. Requested
document will
Student Records
be reproduced
(if needed), ARRMAS
sealed, and
signed
2218
4. Scholarships Tagging
This service is available for UPDEPP students who may need to have photocopies of
their university documents authenticated for employment or for application for further
studies.

Type of
Transaction:
Any UPDEPP student who may need to have photocopies of their
Who may avail:
university documents verified and authenticated
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Scholarship Grant document
bearing the name of the student,
period of coverage and terms of
grant, issued by a Local
Government Unit (LGU),
Government Owned and To be provided by the scholarship grantee
Controlled Corporation (GOCC) or
a private foundation with an
existing Memorandum of
Agreement with the University of
the Philippines
FEES
CLIENT STEPS TO BE
PAID
scholarship grant scholarship ARRMAS Staff
None 1 Minute
document to grant document ARRMAS
ARRMAS Staff from client
1.2. Validate Student Records
scholarship None 5 Minutes Evaluator
grant document ARRMAS
1.3. Tag
student under
specific
scholarship in ARRMAS Staff
None 4 Minutes
the ARRMAS
Computerized
Registration
System (CRS)
2219
5. Processing of Student Loan Documents
This service is available for UPDEPP students who applied for Student Loan via
Computerized Registration System (CRS). The Office of Scholarship and Grants
(OSG) has a deputized staff in UPDEPP to initially screen and pre-approve submitted
documents pertinent to loan requested.

Type of
Transaction:
Any UPDEPP student who wants to avail of the Student Loan to
Who may avail: help finance part of their matriculation in the current semester or
trimester
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Accomplished Student Loan
Application via Computerized
https://eppocrs.upd.edu.ph
2. Photocopy of IDs of student loan
applicant and declared co-debtor
FEES
CLIENT STEPS TO BE
PAID
1. Accomplished 1.1. Review
Student Loan student loan
ARRMAS Staff
application application None 5 Minutes ARRMAS
submitted
online
1.2. Approve or
reject
application
submitted
based on ARRMAS Staff
None 1 Minute
documents ARRMAS
submitted by
client, and
eligibility
requirements
2. Student loan 2.1. Generate
applicant and and print a
ARRMAS Staff
declared co- copy of the None 3 Minutes ARRMAS
debtor need to student loan
affix their form
2220
signatures in the 2.2. Receive
generated loan signed copy of
form student loan ARRMAS Staff
None 1 minute
form and ARRMAS
submit it to
OSG
6. Processing of Documents for Release of Stipend from Socialized

Tuition
This service is available for UPDEPP students who were granted Full Tuition Discount
and Stipend under the Socialized Tuition (ST). The Office of Scholarship and Grants
(OSG) has a deputized staff in UPDEPP to receive and forward documents required for
stipend release.

Type of
Transaction:
Any current UPDEPP undergraduate student granted with Full
Who may avail: Tuition Discount plus Stipend (FDS) under the Socialized Tuition
System (ST)
1. Student must have been
assigned with FDS tag under ST by
the OSG
2. Photocopy of latest Form 5

https://sfa.up.edu.ph
3. Photocopy of UP ID
4. Photocopy of Landbank ATM

Card
FEES
CLIENT STEPS TO BE
PAID
1. Student must 1. Review ST
check whether application of
s/he has been student and ARRMAS Staff
None 2 Minutes
tagged by OSG verify whether ARRMAS
with FDS FDS was
tagged by OSG
2221
2. Receive,
collate
photocopies of
2. Submit
latest Form 5,
photocopies of
UP ID, and
latest Form 5,
Landbank ATM ARRMAS Staff
UP ID, and None 3 Minutes
Card to ARRMAS
Landbank ATM
ARRMAS Staff
Card to
to be forwarded
ARRMAS Staff
to OSG for
subsequent
processing
7. Process Request for Room Reservation

Room Reservation is available to all UPDEPP student organizations who may want to
reserve rooms or campus facilities for their meetings, events, or activities.
Type of
Transaction:
Who may avail: UPDEPP Student Organizations
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Accomplished online form at
UPDEPP Campus Activity
Registration Interface (CARI)
Online form will ask client to
provide information regarding the
details of the event or activity
Online Form
requiring room reservation. Online
https://bit.ly/updepp-cari
form will also require the requester
to upload Adviser’s Consent to
verify whether the student
organization has been permitted
by their adviser to hold such event
or activity
FEES
CLIENT STEPS TO BE
PAID
1. The client will 1. Building UPDEPP Building
None 1 Day
be notified Administrator Administrator
2222
through e-mail screens the ARRMAS
once the CARI request
Building form for initial
Administrator approval or
has acted on the rejection.
request Comments
given
whenever
applicable
2. The client will 2. Student
be notified Relations
through e-mail Officer
once the approves or UPDEPP Student
Student rejects the None 1 Day Relations Officer
Relations Officer CARI request. ARRMAS
has acted on the Comments
request given whenever
applicable
3. The client 3. ARRMAS
submits a receives copy
printed copy of of CARI ARRMAS Staff
None 5 Minutes
approved CARI approved by ARRMAS
form to the SRO for
ARRMAS filing
2 Days, 5
TOTAL: None
Minutes
2223
College of Architecture (CA)
External Service
2224
1. Publication
Selling of Books
Office or
College of Architecture
Division:
Type of
Transaction:
Who may All Government Agencies, LGU’s, GOCC’s and other Government
avail: Instrumentalities
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. NONE N/A
Visit Office to 1 Day None
Purchase book
Proceed to None None

Assist
Admin Office
Client Special Collecting
PHP450.00 Officer
Pay amount of
Issue
Book
Official
None Research and
Receipt
Present Official Extension Office
Receipt
Issued the
Book
Purchased
TOTAL: PHP450.00 1 Day
2. Rental of Facilities
Rental of Rooms
Office or
College of Architecture (UPCA)
Division:
Type of
Transaction:
2225
1. NONE N/A
FEES
AGENCY ACTION TO BE
PAID
Inquire at the Refer to None 1 Day Building
Admin office Building Administrator
Administrator
Assists None
Building
Clients
Administrator
None
Present rates Building
to client Administrator
Pay Amount Refer
Issue Official to
Receipt rates Special Collecting
Officer
TOTAL: None 1 Day

*Please see rates
RENTAL RATES OF UPCA FACILITIES as of June 2019

Commercial Official University Events
Building 1 Building 1
MOFA MOFA
(Capacity: 150 people) (Capacity: 150 people)
Non- With Aircon Non- With Aircon
Aircon Aircon
First 4,250.00 First 3,400.00
4 2,500.00 4 2,000.00
hour hours
s
Succ 1,100.00 Succ 880.00
eedin 650.00 eedin 520.00
g g
Hour Hour
2226
8am 8,500.00 8am 6,800.00
-5 5,000.00 -5 4,000.00
pm pm
Rate Rate
Stage Area Stage Area

First First
4 2,500.00 4 2,000.00
hour hours
s
Succ Succ
g g
Hour Hour
8am 8am
-5 5,000.00 -5 4,000.00
pm pm
Rate Rate
Building Building
2 2
Classrooms Classrooms
(Capacity: 35 people) (Capacity: 35 people)
Non- With Aircon Non- With Aircon
Aircon Aircon
First 2,000.00 First 1,600.00
4 1,200.00 4 960.00
hour hours
s
Succ 500.00 Succ 400.00
g g
Hour Hour
8am 4,000.00 8am 3,200.00
-5 2,400.00 -5 1,920.00
pm pm
Rate Rate
Atrium Atrium
2227
First First
4 2,000.00 4 1,600.00
hour hours
s
Succ Succ
g g
Hour Hour
8am 8am
-5 4,000.00 -5 3,200.00
pm pm
Rate Rate
Amphitheater Amphitheater
First First
4 9,000.00 4 7,200.00
hour hours
s
Succ Succ
eedin 2,250.00 eedin 1,800.00
g g
Hour Hour
8am 8am
-5 18,000.0 -5 14,400.0
pm 0 pm 0
Rate Rate
2228
UPCA Organizations, Faculty, Students &
Personnel
Building 1
MOFA
(Capacity: 150
people)
Non- With Aircon
Aircon
First 4
hours 1,500.00 2,550.00
Succeedin
g Hour 390.00 660.00
8am - 5
pm Rate 3,000.00 5,100.00
Stage Area
First 4
hours 1,500.00
Succeedin
g Hour 390.00
8am - 5
pm Rate 3,000.00
Building 2
Classrooms
(Capacity: 35 people)
Non- With Aircon
Aircon
First 4
hours 720.00 1,200.00
Succeedin
g Hour 180.00 300.00
8am - 5
pm Rate 1,440.00 2,400.00
2229
Atrium
First 4
hours 1,200.00
Succeedin
g Hour 300.00
8am - 5
pm Rate 2,400.00
Amphitheater
First 4
hours 5,400.00
Succeedin
g Hour 1,350.00
8am - 5
pm Rate 10,800.00
Note: Room capacity is based on
theater style setup.
RENTAL RATES OF UPCA FACILITIES as of June 2019
Commercial Official University Events

Building 3 Building 3
Galler Galler
y y
First 4 2,500.00 First 4 2,000.00
hours hours
Succe 625.00 Succe 500.00
eding eding
Hour Hour
8am - 5,625.00 8am - 4,500.00
5 pm 5 pm
Rate Rate
Function Hall A Ground Function Hall A Ground
Floor Floor
(Capacity: Max 350 people) (Capacity: Max 350 people)
2230
First 4 9,200.00 First 4 7,360.00
hours hours
Succe 2,300.00 Succe 1,840.00
eding eding
Hour Hour
8am - 20,700.00 8am -
5 pm 5 pm 16,560.00
Rate Rate
Faculty Lounge Ground Faculty Lounge Ground
Floor Floor
First 4 5,500.00 First 4 4,400.00
hours hours
Succe 1,375.00 Succe 1,100.00
eding eding
Hour Hour
8am - 12,375.00 8am - 9,900.00
5 pm 5 pm
Rate Rate
Function Hall B Eighth Function Hall B Eighth
Floor Floor
First 4 6,500.00 First 4 5,200.00
hours hours
Succe 1,625.00 Succe 1,300.00
eding eding
Hour Hour
8am - 14,625.00 8am -
5 pm 5 pm 11,700.00
Rate Rate
8am - 14,625.00 8am -
5 pm 5 pm 11,700.00
Rate Rate
Function Hall C Eighth Floor Function Hall C Eighth
Floor
2231
(Capacity: Max 144 people ) (Capacity: Max 144 people )
First 4 3,700.00 First 4 2,960.00
hours hours
Succe 925.00 Succe 740.00
eding eding
Hour Hour
8am - 8,325.00 8am - 6,660.00
5 pm 5 pm
Rate Rate
8am - 8,325.00 8am - 6,660.00
5 pm 5 pm
Rate Rate
UPCA Organizations, Faculty, Students &

Personnel
Building 3
Galle
ry
First 4 hours
1,500.00
Succeeding
Hour 375.00
8am - 5 pm
Rate 3,375.00
Function Hall A Ground Floor
(Capacity: Max 350 people)
First 4 hours
5,520.00
Succeeding
Hour 1,380.00
8am - 5 pm
Rate 12,420.00
2232
Faculty Lounge Ground Floor
First 4 hours
3,300.00
Succeeding
Hour 825.00
8am - 5 pm
Rate 7,425.00
Function Hall B Eighth Floor
First 4 hours
3,900.00
Succeeding
Hour 975.00
8am - 5 pm
Rate 8,775.00
8am - 5 pm
Rate 8,775.00
Function Hall C Eighth Floor
(Capacity: Max 144 people )
First 4 hours
2,220.00
Succeeding
Hour 555.00
8am - 5 pm
Rate 4,995.00
8am - 5 pm
Rate 4,995.00
Note: Room capacity is based on theater style setup.
2233
Other Charges per 4-hour Block Personnel
Rates
Sound System (with 1 wired If event is held after 5pm and/or during
microphone/ stand /mixer) 2,000.00 weekends, extra pay for personnel
overtime (Building Administrator, Janitors
& Guards) shall be charged. Rates will
be based on current wage laws.
Additional microphone
(wired cable) 150.00
Wireless microphone
250.00
Fee to bring in Mobile Corka

Sound System 2,200.00 ge
LCD Projector Caterer's fee for food and
1,000.00 drinks 1,200.00/d
ay
LCD Monitor Other Charges per 8-

1,000.00 hour Block
Projector Steel Easel (8)
Screen 400.00 75.00
IWATA Aircooler 4 x 8 Wood Board (4)
400.00 100.00
Spotlights Tripod Steel Stand (8)
(each) 1,500.00 75.00
Electricity for equipment Dependent 3-Layer Bleacher (Black)
brought in (LCD, TV, 250.00
etc.)
on wattage Monoblock
of Chair 7.50
equipment Folding Long Plastic Table
100.00
4 x 8 Wood Stage
Platform 250.00
2234
Bond per day for Commercial and Official
University Events*
Classrooms
1,000.00
MOF
A 2,000.00
Building 1 Stage Area
2,000.00
Amphitheater
3,000.00
Building 2 Atrium
2,000.00
Amphitheater
2,000.00
Bldg 3 Gallery
3,000.00
Bldg 3 Function Hall A
3,000.00
Bldg 3 Faculty Lounge
2,000.00
Bldg 3 Function Hall B
2,000.00
Bldg 3 Function Hall C
2,000.00
* To be refunded after the event less cost of damages,
if any
Ingress/ Egress
25% of the rental rate per day
Notes: UPCA Facilities may not be rented out for political events. University policies
related to facilities use, including but not limited to liquor consumption, religious
gatherings, etc. shall be followed at all times.
2235
College of Architecture
Internal Service
2236
1. Publication
Selling of Books
Office or
College of Architecture (UPCA)
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. NONE N/A
Visit Office to 1 Day None
Purchase book
Proceed to None None

Assist
Admin Office
Client Special Collecting
PHP450.00 Officer
Pay amount of
Issue
Book
Official
None Research and
Receipt
Present Official Extension Office
Receipt
Issued the
Book
Purchased
TOTAL: PHP450.00 1 Day
2237
College of Engineering (COE)
External Service
2238
1. Funding Request
Letter request to Dean for funding for attending conference, seminars, research grant,
faculty and student grant:
Office or Division: Office of the Dean
Who may avail: Faculty and Students
1. Request letter for funding
endorsed by Department
Chairs/Institute Director
2. Invitation Letter from the From the requesting party
organizer
3. Acceptance Letter
4. Breakdown of expenses
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Receives
and review
1.Submit letter of the request
request for funding letter Receiving personnel
None 10 Minutes
with documentary together with Office of the Dean
requirements the required
documentati
on
2. Action of Dean
the Dean
None 2 Days Office of the Dean
approval or
disapproval
3. Record Releasing personnel

the action of None 1 Day
Office of the Dean
the Dean,
2239
and release
the
document to
proper
channel
3 Days and 10
TOTAL: None
Minutes
2. Processing: Room/Area Reservation or Rental of Facilities
Facilities to be used by any student/faculty or other organization for an event that

needs for approval of the Associate Dean or Dean of the College.
Office or Division: Office of the College Secretary, College of Engineering

Type of
Transaction: Government to Citizen
Who may avail: Student

CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Reservation/Rental Form
ACTION BE PAID TIME
1. Receives See table
1. Submits reservation of
Reservation/rental form 5 minutes
facilities Receiving Personnel
Form
rate
1.1. Check
request none 10 minutes
2240
1.2 Sent to
Associate
Dean and None 4 Days
the Dean for
approval
Special Collecting
2. Received See table
2. Claim request Office/Receiving Personnel
payment of
and pay the rental and release 1 Day
facilities Office of the College Secretary
fees form with rate
action
See
table of 5 Days, 15
TOTAL:
facilities minutes
rate
COLLEGE OF ENGINEERING (MELCHOR HALL) RENTAL RATES:

Facilities RATES
UP COE UP Non-COE Others
Engineering Theater (Aircon) P 1,000.00/hr P 2,100.00 (1st 2 hours) P 3,100.00 (1st 2 hours)
1,000.00 (succeeding 1,200.00 (succeeding

hrs.) hrs.)
P&G Room(Aircon) MH 501-503 750.00/hr 1,600.00 (1st 2 hours) 1,750.00 (1st 2 hours)
(Aircon)
750.00 (succeeding 850.00 (succeeding
Maynilad Room (Aircon) hrs.) hrs.)
MH 309-311(Aircon) 300.00/hr 650.00 (1st 2 hours) 950.00 (1st 2 hours)
BE Multimedia Hall (Aircon) 300.00 (succeeding 450.00 (succeeding

hrs.) hrs.)
MH 301-303, 305-307, 313-315, 250.00/hr 550.00 (1st 2 hours) 700.00 (1st 2 hours)
306-308, 314-316, 318-320
hrs.) hrs.)
MH 416-418, 422-424 250.00/hr 550.00 (1st 2 hours) 700.00 (1st 2 hours)

hrs.) hrs.)
2241
MH 317, 319, 321, 323, 310, 312, 150.00/hr 350.00 (1st 2 hours) 400.00 (1st 2 hours)
420
hrs.) hrs.)
2nd Floor Engineering Lobby P 5.00/hr per panel P 10.00/hr per panel P 15.00/hr per panel
(Exhibit rate only) board (pls. provide your board (pls. provide your board (pls. provide your
own panel board) own panel board) own panel board)
3rd Floor Engineering Lobby P 300.00/day at 2.0 P 400.00 per day at 2.0 P 500.00 per day at 2.0
(Stall rate only) sq.meters/stall sq.meters/stall sq.meters/stall
Cristy Hernandez Activity Center P 150.00/hr P 200.00/hr P 250.00/hr

(CHAC)
50.00/hr 100.00/hr 100.00/hr
 Lights
10.00/hr 20.00/hr 20.00/hr
 Electronic Scoring Board
 Shower (per person) 5.00 10.00 10.00
Engineering Lawn; 1st Floor, 2nd

Floor, 4th Floor & 5th Floor
Lobby, Engineering Foyer
P 250.00 per day P 375.00/day P 375.00/day
(other than exhibit)
Engineering Banner Stand FREE P 50.00/day P 75.00/day
College College Own LCD Own Own Own TV Own TV Own

LCD Audio Laptop Electric Lights
21” 25”
Fan 24wts
UP Engineering P 400/hr P 200/hr P 150/hr P 20/hr P 7.50/hr P 20/hr P 40/hr P 62.50
Non- 600/hr 300/hr 225/hr 30/hr 11.25/hr 30/hr 60/hr 93.75

Engineering/Non-UP
Note: RATES FOR OWN EQUIPMENT (AUDIO, LIGHTS, ETC.) DEPENDS ON THE
NUMBER AND WATTAGE RATING

Office or
Office of the College Secretary, College of Engineering
Division:
2242
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
for LOA in the Computerized Computerized Registration System
2. Letter of consent from
Requesting Party
parents if minor
3. Leave of Absence (LOA)
Form
FEES
CLIENT STEPS TO BE
PAID
1. Present
Student ID for
UP Student None 5 Minutes Office of the College
approval and Secretary
ID
printing of LOA
2. Receive LOA
Form and sign 4 2. Print and Releasing Personnel
copies; if minor release None 30 Minutes Office of the College
affix parent’s LOA Form Secretary
signature
3.1.
Receive
LOA Form
Receiving Personnel
3. Return signed Office of the College
None 1 Day Secretary
LOA Form
3.2. Sign
LOA Form
and forward
to the Dean
Dean
3.3. Sign None 1 Day
Office of the Dean
LOA Form
4. Receive
signed LOA 4. Release Releasing Personnel
PHP
Form then pay at signed LOA 5 Minutes Office of the College
150.00
the UP Cashier’s Form Secretary
Office
PHP 2 Days, 40
TOTAL
150.00 Minutes
2243
Office or
Office of the College Secretary, College of Engineering
Division:
Type of
Transaction:
Who may Undergraduate and Graduate Students of All Academic Clusters
avail: (Local and International)
1. Letter Addressed to the Dean
Requesting Party
2. Supporting Document
2. Appeal for Readmission Form
students)
4. Student Directory (2 copies) Office of the College Secretary
7
9. Medical Certificate (for 1 year and
above from AWOL)
10. University Admission Slip Office of the University Registrar
FEES
AGENCY ACTION TO BE
PAID
1. Secure
Releasing
Appeal for 1. Issue, Appeal for
Readmission readmission Form Office of the
Form College Secretary
2. Submit Receiving
2. Receive properly Personnel
properly 10 Minutes
accomplished Office of the
accomplished
Program of Study, College Secretary
Program of
Appeal for
Study, Appeal
Readmission Form
for
Readmission 30 Minutes Student Records
2.1 Evaluate None
Form together Evaluator
scholastic standing of
with TCG and Office of the
the student
other College Secretary
supporting
documents
2244
2.2 Forward to Releasing
respective 5 Days Personnel
Department for (Paused- Office of the
approval of the clock) College Secretary
Department Chair
2.3 Receive from

Dept the readmission 10 Minutes Receiving
form with action Personnel
Office of the
College Secretary
2.4 Forward the 10 Minutes
readmission form to
the College Secretary Releasing
and the Dean for Personnel
action Office of the
College Secretary
2.5 College Secretary 1 Day

and Dean (Paused-clock) College Secretary
approved/disapproved Office of the
The appeal College Secretary
Dean
2.6 Prepare College Office of the
Admission Slip and Dean
certificate of eligible 4 Hours
for admission form (Paused-clock) Student Records
admission (for more Evaluator
than 1 yr AWOL)for Office of the
signature of the College Secretary
College Secretary
3.Claim copy of 3. Issue copy of
approved approved
readmission, readmission, College
College Admission Slip and Releasing
admission slip certificate of eligible Personnel
and for admission (for None 10 minutes Office of the
certification of more than 1 yr College Secretary
eligibility for AWOL) to student
admission (for
more than 1 yr
AWOL)
4. Secure 4. Release Medical
1 Day Releasing
Medical Certificate None
(Paused-clock) Personnel
Certificate from
2245
the University University Health
Health Service Service
(for 1 year and
above AWOL)
5. Pay AWOL Special Collecting
fee at the PHP Officer
5. Receive payment 1 Day
Cashier’s 225.00 UP Cashier’s
Office Office
6. Submit all 6. Receive original
original documents and issue
documents to University Admission
the Office of Slip Receiving
15 Minutes Personnel Office
the University None
(Paused-clock) of the University
Registrar to Registrar
receive the
University
Admission Slip
7. Submit 7. Receive University
University Admission Slip Receiving
Admission Slip Personnel Office
None 5 Minutes
to the Office of of the College
the College Secretary
Secretary
8 Days, 5
PHP
TOTAL Hours, 40
225.00
Minutes
2246
5. Request for Certifications / Documents
Office or
National Graduate School of Engineering (NGSE)
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
4. Request Form National Graduate School of Engineering (NGSE)
FEES
CLIENT STEPS TO BE
PAID
1. Receive
1. Submit Receiving
Request form
properly PHP Personnel
and issue 5 Minutes
accomplished 20.00
Payment NGSE Office
Request Form
Order Form
2. Receive 2. Accept
Payment Order payment and Special Collecting
Form then pay at issue OR 10 Minutes Officer
the UP Cashier’s UP Cashier’s Office
Office

OR Personnel
3.2. Evaluate NGSE Office

status of
3. Submit OR to student
2 Days
NGSE
3.3. Prepare
certificate.
3.4. Forward
to the College
Secretary for
2247
signature. NGSE Director
3.5. Sign
Certificate /
Documents
4. Claim Releasing
4. Release
requested Personnel
Certificate / 5 Minutes
Certificate /
Documents NGSE Office
Documents
PHP 2 Days, 20
TOTAL
20.00 Minutes
6. Request for Diploma

Request for Diploma
Office or
Division:
Type of
Transaction:
Who may avail: Graduates
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Principal
National Graduate School of Engineering
7. Request Form (NGSE)
8. Valid UP ID / Government Office of the University Registrar / BIR, Post

issued Identification Card Office, DFA, PSA, SSS, GSIS, Pag-IBIG
9. University Clearance Office of the University Registrar

Representative
1. Special Power of Attorney
(SPA)
Requesting Party
2. Photocopy of valid ID of the
representative
2248
3. Photocopy of graduate’s valid ID
FEES
CLIENT STEPS TO BE
PAID
1. Check
1. Submit status of
Receiving
properly student in the
None 15 Minutes Personnel NGSE
accomplished Computerized
Office
Request Form Registration
System (CRS)
Releasing
diploma diploma
Office
7. Issuance of Permit for Grade Completion / Removal Examination

Issuance of Permit for Grade Completion / Removal Examination
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Permit for Grade Completion /
NGSE Office
Removal Examination Form
FEES
CLIENT STEPS TO BE
PAID
1. Submit 1.1 Received None Receiving
accomplished copy of Personnel NGSE
Permit for Grade 4 Hours Office
accomplished
Completion / form *Subject
Removal to fines if
2249
Examination exceeds
Form signed by deadline
instructor of filing
student’s and approved
instructor’s copy Grade
of approved Completion / Releasing
Grade Removal None 5 Minutes Personnel NGSE
Completion / Examination Office
Removal Form
Examination
Form
4 Hours, 5
TOTAL None
Minutes
8. Process Application for Admission: Shifting within the Department

(Change of Program)
Office or
Division:
Type of
Transaction:
Who may avail: Graduate Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1.Change of Program Form;
Application Form (2. Student NGSE Office
Directory Form (2 copies)
2.True Copy of Grades (TCG) NGSE Office
3. Proposed Plan of Study (POS) Requesting Party
FEES
CLIENT STEPS TO BE
PAID
1. Submit 2.1. Receive None 30 Minutes Receiving

2250
properly Application Personnel NGSE
accomplished Form and Office
Application Form other
and other requirements
requirements
2.2. Evaluate
(OTR, Student
and process None 5 Days Concerned
Directory, POS)
application. Department
3. Issue
College
College None 10 Minutes Personnel NGSE
Admission
Admission Slip. Office
Slip.
4. Submit all 4. OUR will
original Issue
documents to the University
Receiving
Office of the Admission
Personnel Office of
University Slip. None 5 Minutes
the University
Registrar (OUR)
Registrar
to receive the
University
Admission Slip.
Receiving
University University
Admission Slip Admission
Office
from OUR Slip
5 Days, 50
TOTAL None
Minutes
9. Process Application for Admission of New Graduate Students

Process Application for Admission of New Graduate Students
Office or
Division:
Type of
Transaction:
CHECKLIST OF WHERE TO SECURE
2251
REQUIREMENTS
1. Application Form Official Website of College / NGSE Office
2. Three (3) Recommendations
3. Three (3) pieces of 2x2 picture
Requesting Party
4. Employment Certificate (if
applicable)
copies) NGSE Office
6. Program of Study
(OTR) / True Copy of Grades Requesting Party
(TCG)
10. Certificate of Marriage (if Philippine Statistics Authority (PSA)
applicable)
FEES
CLIENT STEPS TO BE
PAID
1. Apply online
issue Official 100.00
Cashier’s Office UP Cashier’s Office
Receipt (OR)
properly properly
accomplished accomplished Receiving Personnel
None 30 Minutes
forms, OR, and forms with OR NGSE Office
other and other

Program of Study properly Receiving Personnel
for Approval / accomplished None 10 Minutes Graduate and
Disapproval of Program of Fellowships Office
the Graduate Study
2252
Director 3.2. Evaluate
and process
application. Receiving Personnel
(After the None 15 Days NGSE Office
deadline for Department/Institute
filing of
application)
4. Submit all
Admission Slip
5. Secure
5. OUR will
Medical
Issue
Certificate from
University
the University
Admission
Health Service
Slip. *Certain
and submit all
units require Receiving Personnel
original
medical None 10 Minutes Office of the College
documents to the
certificate Secretary
Office of the
before
University
releasing of
Registrar (OUR)
College
to receive
Admission
University
Slip
Admission Slip.
University University Receiving Personnel
None 5 Minutes
Admission Slip Admission NGSE Office
from OUR Slip
PHP 26 Days, 1
TOTAL
500.00 Hour
10. Process Application for Admission: International Graduate

Students
Process Application for Admission for International Graduate Students
Office or National Graduate School of Engineering (NGSE)
2253
Division:
Type of
Transaction:
Who may avail: International Graduate Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Application Form
NGSE Office
copies)
(OTR) (translated to English)
Client’s School of Origin
Character (translated to English)
6. Two (2) pieces of passport-
sized picture
7. Certificate of Non-contract
8. Official TOEFL or IELTS score Requesting Party
report (if medium of instruction in
the school attended is not
English)
9. Photocopy of Passport
Issuing Government Agency from Client’s Country
12. Certificate of Marriage (if of Origin
applicable)
13. Program of Study Office of the Graduate Program
FEES
CLIENT STEPS TO BE
PAID
1. Apply online 1. Accept US$20 5 Minutes Special Collecting
and pay at UP payment and
2254
Cashier’s Office issue Official Officer
Receipt (OR)
UP Cashier’s Office
properly properly
accomplished accomplished Receiving Personnel
None 30 Minutes
forms, OR, and forms with OR NGSE Office
other and other
3. Submit
Program of 3.1. Receive
Study for properly Receiving Personnel
Approval / accomplished None 10 Minutes Graduate and
Disapproval of Program of Fellowships Office
the Graduate Study
Director
3.2. Evaluate
and process
application. Receiving Personnel
(After the None 15 Days NGSE Office
deadline for Department/Institute
filing of
application)
5. Submit all
Admission Slip
6. Secure 6. OUR will

Medical Issue
Certificate from University
the University Admission
Health Service Slip. *Certain
and submit all units require
Receiving Personnel
original medical None 10 Minutes
NGSE Office
documents to the certificate
Office of the before
University releasing of
Registrar (OUR) College
to receive Admission
University Slip
2255
Admission Slip.
7. Submit
requirements to Receiving Personnel
7. Receive
the Office of 1 Hour
requirements Office of
International None
and issue (Paused-clock) International
Linkages Diliman
Study Permit Linkages Diliman
(OILD) to receive
Study Permit
8. Submit Study
1 Hour Receiving Personnel
Permit and 8. Receive
None Office of the
requirements to requirements (Paused-clock) University Registrar
OUR
University University Receiving Personnel
None 5 Minutes
Admission Slip Admission NGSE Office
from OUR Slip
PHP 26 Days, 3
TOTAL
500.00 Hours
11. Request for Permit to Overload

Request for Permit to Overload
Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Permit to Overload Form
NGSE Office
2. Permit to Enroll
AGENCY FEES PROCESSING PERSON
CLIENT STEPS
ACTION TO BE TIME RESPONSIBLE
2256
PAID
1.1. Receive
and
evaluate
Permit to
Overload /
Form
1. Submit
properly
Receiving Personnel
1.2. Check NGSE Office
Permit to
scholastic
Overload Form
standing
through the
CRS and
forward to
the College
Secretary
2. Receive
2. Consult with
and approve
the NGSE None 1 Day NGSE Director
Permit to
Director
Overload /
1 Day, 10
TOTAL None
Minutes
12. Request for Substitution of Courses

Request for Substitution of Courses for Undergraduate and Graduate Students
(Subject/s within the College, other College, other UP Unit or other University)
Office or
Division:
Type of
Transaction:
1. Substitution Form (3 copies) NGSE Office
2257
3. True Copy of Grades (TCG) /
Printed Grades from CRS
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
properly
accomplished
Substitution Form
and other
requirements. Receiving
Personnel NGSE
Office
1.2. Forward to
the Graduate None 1 Hour
Director or Receiving
Personnel NGSE
Office Department
1. Submit
1.3. If approved, Chairman
properly
forward to the
accomplished
Office of the
Substitution
Department
Form,
Chairman for
Photocopy of
action
Course Syllabus
and TCG / 1.4. Approve
Printed grades request for
from CRS substitution Department
Chairman
1.5. Forward to
the NGSE Receiving
Director and None 3 Days Personnel NGSE
Office of the Office and Office
Dean for of the Dean
approval
Dean
1.6. Approve /
Disapprove
request for
2258
substitution form
2. Release
approved request
for substitution None 5 Minutes Personnel NGSE
for substitution
form Office
form
3 Days, 1 Hour,
TOTAL None
5 Minutes
13. Request for Permission to Cross-Register to Another UP Unit

Request for Permission to Cross-Register to Another UP Unit
Office or
Division:
Type of
Transaction:
1. Letter Addressed to the NGSE
Requesting Party
Director
2. Request to Cross-Register Form
3. Adviser's certification re: remaining
deficiencies (for graduating students NGSE Office
only)
4. Certificate of Scholastic Standing
FEES
BE TIME RESPONSIBLE
PAID
1. Submit properly 1.1. Receive

Receiving
accomplished properly
Request to Cross- accomplished
Register Form Request to Cross- NGSE Office
Register Form and
2259
other required
documents
1.2. Forward to the

NGSE Director and
Office of the Dean
for approval
1.3. Approve /
Disapprove NGSE Director
request
None 1 Day
Permission to
Cross-Register to Dean
Another UP Unit
2. Release
approved request
for Permission to Personnel
for Permission to None 5 Minutes
Cross-Register to
Cross-Register to NGSE Office
another UP unit
Another UP Unit
2 Days, 5
TOTAL None
Minutes

Office or
Division:
Type of
Transaction:
Who may avail: Graduate Students (Local and International)
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Letter Addressed to the Dean
Requesting Party
2. Appeal for Readmission Form NGSE Office
2260
students)
4. Student Directory (2 copies)
7. Medical Certificate (for 1 year
and above from AWOL)
8. For international students, Office of the International Linkages Diliman
Study Permit (OILD)
FEES
CLIENT STEPS TO BE
PAID
1. Issue
1. Secure
Program of
Program of
Study Form,
Study Form, Receiving
Appeal for
Appeal for Personnel
readmission None 15 Minutes
Readmission
Form and NGSE Office
Form, and
Student
Student
Directory
Directory Form
Form
2. Submit letter Letter for Personnel
addressed to the approval / Graduate and
Dean and appeal disapproval of None 1 Day Fellowships Office
for readmission the Program
form Director /
Chairman
3. Receive
endorsement
endorsement None 5 Minutes Personnel NGSE
letter from the
letter Office
NGSE Director

properly properly Personnel
accomplished accomplished None 1 Day
Graduate and
Program of Program of
Fellowships Office
Study, Appeal for Study, Appeal
2261
Readmission for
Form, for Readmission
approval / Form, and
disapproval of Student
Graduate Directory
Director / and Form
Student
Directory Form
5. Pay AWOL fee Special Collecting

5. Receive PHP Officer
at the Cashier’s 1 Day
payment 225.00
Office UP Cashier’s Office
6. Present
Releasing
Official Receipt 6. Issue
Personnel Office of
to receive College None 10 Minutes
the College
College Admission Slip
Secretary
Admission Slip
7. Secure
Medical
Releasing
Certificate from 7. Release 1 Day Personnel
the University Medical None
(Paused-clock) University Health
Health Service Certificate
Service
(for 1 year and
above AWOL)
8. Secure Study Releasing
Permit from OILD 8. Issue Study 30 Minutes Personnel Office of
None
(for international Permit (Paused-clock) the International
students) Linkages Diliman
9. Submit
photocopy of all
photocopy of None 5 Minutes Personnel NGSE
documents to the
all documents Office
NGSE Office
10. Submit all
original 10. Receive
documents to the original Receiving
documents 5 Minutes Personnel Office of
Office of the None
University and issue (Paused-clock) the University
Registrar to University Registrar
receive the Admission Slip
University
2262
Admission Slip
112. Submit
University
Admission Slip to
University None 5 Minutes Personnel NGSE
the Office of the
Admission Slip Office
College
Secretary
PHP 4 Days, 1 Hour,
TOTAL
225.00 15 Minutes
15. Request for Return from Leave of Absence (LOA)

Request for Return from Leave of Absence (LOA)
Office or
Division:
Type of
Transaction:
Who may avail:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
Program Director/Chairman Requesting Party
2. Two (2) pieces of 2x2 picture
3. Return from Leave of Absence
(LOA) Form
students) NGSE Office
copies)
6. True Copy of Grades
7. Medical Certificate (1 year and
above)
2263
FEES
CLIENT STEPS TO BE
PAID
1. Secure
Program of 1. Issue
(graduate Study Form, Receiving
students only), Return from None 15 Minutes Personnel
Return from LOA LOA Form, and NGSE Office
Form, and Student
Student Directory Form
Directory Form
Receiving
2. Receive Personnel
2. Submit Letter Letter for
addressed to the approval / Graduate and
None 1 Day Fellowships Office
Graduate disapproval of
Director the Graduate
Director
4. Submit
4.1. Receive
properly
properly
accomplished
accomplished
Program of
Program of Receiving
Study Form
Study Form, None 10 Minutes Personnel NGSE
(graduate
Return from Office
students only),
LOA Form, and
Return from LOA
other
Form, and other
requirements
requirements
4.2. Sign and
forward to the
Graduate
Director the
Program of
Study, properly None 2 Days Graduate Director
accomplished
Return from
LOA Form for
approval /
disapproval
2264
signed Program Receive
of Study, signed Releasing
properly Program of None 15 Minutes Personnel NGSE
accomplished Study and Office
Return from LOA Return from
Form LOA Form
6. Present
Official Receipt
6. Issue Releasing
(OR) of LOA fee
College None 1 Day Personnel NGS
to receive
College
Admission Slip
7. Secure
Medical
Certificate from Releasing
7. Release
the University Personnel
Medical None 1 Day
Health Service University Health
Certificate
(for 1 year and Service
above from
LOA)
8. Submit all
original
documents to
the Office of the 8. Issue Receiving
University University None 1 Day Personnel NGSE
Registrar (OUR) Admission Slip Office
to receive
University
Admission Slip
9. Submit
University
Admission Slip
University None 5 Minutes Personnel NGSE
to the Office of
the College
Secretary
PHP 6 Days, 40
TOTAL
125.00 Minutes
2265
16. Endorsement for Deferment of Enrollment
Request for Deferment of Enrollment
Office or
Division:
Type of
Transaction:
Letter addressed to the NGSE
Requesting Party
Director
FEES
CLIENT STEPS TO BE
PAID
1.1. Receive
Letter addressed
to Dean through Receiving
the College Personnel NGSE
Secretary None 5 Minutes Office
1. Submit Letter
1.2. Forward to
addressed to the
the Dean
NGSE Director
1.3. Approve /
Disapprove
request for
Deferment of None 1 Day NGSE Director
Enrollment
2. Release
2. Claim request approved / Releasing
for Deferment of disapproved None 5 Minutes Personnel NGSE
Enrollment request for Office
Deferment of
2266
Enrollment
1 Day, 10
TOTAL None
Minutes
17. Endorsement for Appeal Late Registration and Payment

Request for Endorsement of Appeal for Late Registration and Payment
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
CLIENT STEPS
PAID

Letter addressed Personnel
to the OUR NGSE Office
None 1 Day
1. Submit Letter
addressed to the
Office of the
University 1.2. Approve /
Registrar (OUR) to Disapprove
the Office of the Endorsement of
College Secretary Appeal for Late
Registration and None 1 Day NGSE Director
Payment then
return to the
NGSE Office for
releasing
2267
2. Claim
Endorsement of 2. Release
Appeal for Late Endorsement of Releasing
Registration and Appeal for Late None 5 Minutes Personnel
Payment then go Registration and NGSE Office
to the OUR Payment
2 Days, 5
TOTAL None
Minutes
18. Endorsement for Appeal for Late Application for Dropping or Change
Matriculation
Request for Endorsement of Appeal for Late Application for Dropping or Change
Matriculation
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
CLIENT STEPS TO BE
PAID
Letter addressed Personnel NGSE
1. Submit Letter
to the OUR Office
addressed to the None 1 Day
Office of the
University
Registrar (OUR)
to the NGSE 1.2. Approve /
Office Disapprove None 1 Day NGSE Director
Endorsement of
Appeal for Late
2268
Application for
Dropping or
Change
Matriculation
then return to the
NGSE Office for
releasing
2. Claim
Endorsement of
Application for Endorsement of
Appeal for Late Releasing
Dropping or
Application for None 5 Minutes Personnel
Change
Matriculation Dropping or NGSE Office
then go to the Change
OUR Matriculation
2 Days, 5
TOTAL None
Minutes
19. Endorsement for Appeal for Late Application for Leave of

Absence (LOA)
Request for Endorsement of Appeal for Late Application for Leave of Absence (LOA)
Office or
Division:
Type of
Transaction:
Requesting Party
FEES
CLIENT STEPS TO BE
PAID
2269
Letter addressed Personnel NGSE
to the OUR Office
None 1 Day
1. Submit Letter
addressed to the
Office of the 1.2. Approve /
University Disapprove
Registrar (OUR) Endorsement of
to the NGSE Appeal for Late
Office Application for
None 1 Day NGSE Director
Leave of
Absence (LOA)
then return to the
NGSE Office for
releasing
2. Claim
Endorsement of
Application for Endorsement of Releasing
Leave of Appeal for Late Personnel
None 5 Minutes
Absence (LOA) Application for
Leave of NGSE Office
then go to the
OUR Absence (LOA)
2 Days, 5
TOTAL None
Minutes
20. Process Dropping or Change Matriculation

Process Dropping or Change Matriculation
Office or
Division:
Type of
Transaction:
Who may
Students
avail:
2270
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
for dropping or change
matriculation in the Computerized Registration System
Computerized Registration
System (CRS)
2. Dropping or Change of
NGSE Office
Matriculation Form
CLIENT STEPS
Dropping –
PHP
1.1. Receive 10.00/unit
1. For advising UP ID or
status in the 5 Minutes
Student
CRS, present Information Change Receiving
UP ID or write Matriculation Personnel NGSE
down Student - None Office
Number and
Name 1.2. Process
Dropping or
None 10 Minutes
Change
Matriculation
3. Receive 3. Print and
Dropping Form release
or Change Dropping Releasing
Matriculation Form or None 15 Minutes Personnel NGSE
Form and go to Change Office
the UP Matriculation
Cashier’s Office Form
Dropping –
PHP
10.00/unit
TOTAL 30 Minutes
Change
Matriculation
- None
2271
Office or
National Graduate of School of Engineering (NGSE)
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
for LOA in the Computerized Computerized Registration System
2. Letter of consent from parents
Requesting Party
if minor
3. Leave of Absence (LOA) Form NGSE Office
FEES
CLIENT STEPS TO BE
PAID
1. Submit Letter 1.1. Receive
of Consent from UP Student PHP
5 Minutes
Parent if Minor ID or student 150.00
and if given information
standing in the Receiving Personnel
CRS, present UP NGSE Officey
Student ID or 1.2. Process
Write down LOA None 5 Minutes
Student Number Application
and Name
2. Receive LOA 2. Print and
Releasing Personnel
Form and sign 4 release LOA None 5 Minutes
NGSE Office
copies Form
3.1. Receive Receiving Personnel
3. Return signed LOA Form NGSE Office
None 1 Day
LOA Form
2272
3.2. Sign NGSE Director
LOA Form
by the NGSE
Director
4. Receive
signed LOA Form 4. Release
Releasing Personnel
then pay at the signed LOA None 5 Minutes
NGSE Office
UP Cashier’s Form
Office
PHP 1 Day, 20
TOTAL
125.00 Minutes
22. Process Permit to Transfer

Office or
Division:
Type of
Transaction:
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
2. College Clearance NGSE Office
CLIENT STEPS
1. Submit copy Receiving

1.1. Receive
of Acceptance Personnel NGSE
copy of
Letter from Office
Acceptance
Other Colleges / Letter from None 20 Minutes
UP Unit, and Other
College Colleges/UP
Clearance Unit and College
2273
Clearance
1.2. Evaluate NGSE Director

and prepare 3
copies of Permit
to Enroll Form
1.3. Sign and

forward Permit
to Enroll Form
with
attachments
1.4. Sign and
forward Permit
to Enroll Form
with None 1 Day NGSE Director
attachments to
the NGSE
Director
1.5. Sign Permit
to Enroll Form
with
None 1 Day NGSE Director
attachments
and return to the
OCS
2. Claim Permit 2. Release
Releasing
to Enroll Form Permit to Enroll
with Form with
Office
attachments attachments
2 Days, 30
TOTAL None
Minutes
23. Issuance of Certificate of True Copy of Grades (TCG)

Processing of request of Certificate of True Copy of Grades (TCG)
Office or
Division:
2274
Type of
Transaction:
Who may avail: All Graduate Students
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
TCG Request Form NGSE Offie
CLIENT STEPS
1.1. Give
Form to the
1.The Student Student Receiving Personnel
None 10 Minutes
fill-up the Form 1.2. OCS NGSE Office
Personnel
indicate fee
2.Receiving
Personnel
2.The Student accepts PHP 20.00
Receiving Personnel
proceed to the payment and per copy of Pause clock
Cashier’s Office
Cashier’s Office issues TCG
official
receipt
3.1. OCS-
3.The student Staff accepts
submits the the request
request form and Form and
Releasing Personnel
the Official the Official None 3 days
NGSE Office
Receipt (OR) to Receipt (OR)
the NGSE 3.2. TCG
Personnel copies are
prepared
PHP 20.00
TOTAL 3 Days
per copy
2275
College of Engineering (COE)
Internal Service
2276
1. Funding Request
Letter request to Dean for funding for attending conference, seminars, research grant,
faculty and student grant:
Who may avail: Faculty and Students
1. Request letter for funding
endorsed by Department
Chairs/Institute Director
2. Invitation Letter from the organizer From the requesting party
3. Acceptance Letter
4. Breakdown of expenses
ACTION BE PAID TIME
1. Receives
and review
1.Submit letter of the request
request for funding letter Receiving personnel
None 10 Minutes
with documentary together with Office of the Dean
requirements the required
documentati
on
2. Action of Dean
the Dean
None 2 Days Office of the Dean
approval or
disapproval
3. Record
Releasing personnel
the action of None 1 Day
the Dean, Office of the Dean
and release
2277
the
document to
proper
channel
3 Days and 10
TOTAL: None
Minutes
2. Processing of Original Appointment of Faculty (Instructor 1-7 and Lecturer 1-

2)
Processing of appointment delegated to the Dean
Who may avail: Faculty and Lecturers
1. MANDATORY REQUIREMENTS
1. Fully Accomplished Basic Paper
(HRDO B-1), Updated Curriculum
Vitae, Justification Letter endorsed by
Dean, Transcript of Records (Original)
for new UP Graduates, True Copy of
Grades and copy of request for TOR
From the requesting party
to OUR, the required original transcipt
of records should be submitted prior to
release of appointment, Diploma of all
degree earned (certified photocopy,
(Approved transfer from former
agency and Service Record (if
applicable)
1. ADDITIONAL DOCUMENT
REQUIREMENTS TO BE
SUBMITTED WITHIN TWO WEEKS From the requesting party
2. Marriage Contract (NSO
authenticated), if married, Birth
2278
Certificate (NSO authenticated), NBI
Clearance, Medical Certificate with
documentary stamp (1 copy) (for
regular faculty), Mandatory drug test
results (CSC MC No. 13,s 2010),
Statement of Assets and Liabilities
and Network (3 copies), Notarized
Personal Data Sheet (CSC, Form
212) (1 copy), with 1 1/2 x 1 1/2
picture (2 copies), For Transferees
from other government agency:
Clearnace form former Office,
Certification of leave credits from
former Office, Certification of premium
deductions.
2. Final Document requirements
for the release of signed appointment
From the requesting party
papers i.e. TIN, GSIS, Pag-Ibig,
Philhealth
ACTION BE PAID TIME
1. Guide and
follow up the
faculty Office of the Dean
1.Complete the
appointee of
mandatory None 40 Days and
the
requirements
requirements Secretary of the Department
for Respective Department/Institute
submission
2. Receive
2. Submit all required all required
documents for Administrative Officer
documents
processing of for None 1 Day Office of the Dean
appointment processing
of
appointment
3. Evaluate Administrative Officer

the None 7 Days
Office of the Dean
completenes
2279
s of the
documents.
Return to the
department/i
nstitute
appointee if
lacking
requirements
Budget Analyst or OVCAA staff
3.Submit to UP Diliman
1. Budget
Budget Office/OVCAA UP Diliman Budget
Clearance of None 7 Days
for item and budget Office/OVCAA
item
clearance
1. Request
4.Request for for employee Administrative Officer
None 1 Day
employee number number to Office of the Dean/HRDO
HRDO
1. Double
check the
completenes Administrative Officer
5.Preparation of
s of None 2 Days
appointment Office of the Dean
documents
and
requirements
1. Check the
correctness
of all entries
6.For signature of in the Administrative Office and Dean
None 2 Days
appointment appointment Office of the Dean
before
signature of
Dean
TOTAL: None 2 Months
2280
College of Engineering – Department of
Chemical Engineering (COE-DChE)
External Service
2281
1. Request to use analytical equipment
Request to use analytical equipment
Chemical Engineering Department (Chemical Engineering Analytical
Office or Division:
Laboratory)
Who may avail: UP undergraduate students
1) CEAL Form 1– Request to use analytical
Room D101 Chemical Engineering Pilot Laboratory
Equipment (one request form per
or from Department of Chemical Engineering Website
equipment)
2. CEAL Form 002– Billing Form – Equipment
Room D101 Chemical Engineering Pilot Laboratory
Rental
3. Photocopy of Official Receipt (OR) UP Cashier’s Office
FEES
CLIENT STEPS TO BE
PAID
1. Submit accomplished 1. Receive form University Researcher/
CEAL Form –1 with and see to it that Precision Instrument
proper endorsement adviser signed the None 10 Minutes Technician
from adviser. request form.
Pilot Laboratory Rm
D101
2.1 Assess
samples to be
tested.
Designated Faculty
2. Schedule use of 2.2 Faculty
equipment with Faculty schedules day of None 20 Minutes DChE
who will assist. use
2.3 Sign form with
the agreed upon
schedule.
2282
University Researcher/
3.1 Recommend
3.Go to Rm D101 to Precision Instrument
approval to CEAL
set/record schedule of None 10 Minutes Technician
Head
use. Pilot Laboratory Rm
D101
4.1 Approve/ CEAL Head
4. Submit to Rm.A202
disapprove None 1 Day
for CEAL Head approval Rm C305-306
request
Designated Faculty
5. Use analytical
5.1 Faculty assists
equipment on scheduled none 1 Hour DChE
the student.
day.
6.1 Bill actual no.

University Researcher
of hours of use of
6. Get billing – CEAL
analytical none 15 Minutes Pilot Laboratory
Form 002 from Rm D101
equipment (see
Rm D301
‘Table of Rates’)
1. Receiving
Accord
Personnel accepts
6. Adviser pays at the ing to Receiving Personnel
payment and 30 min
UP Cashier’s Office chart Cashier’s Office
issues official
rates
receipt
1. Receive & University Researcher
7. Submit photocopy of record payment.
none 10 min Pilot Laboratory
OR 2. Give CD
results. Rm D301
Accor
ding
1 Day, 2 Hours
TOTAL: to
and 30 Minutes
chart
rates
TABLE OF RATES*
Equipment Rental
(per hour) 1 hr
EQUIPMENT Minimum Testing Services Sample Preparation
2283
PHP 1,500.00/ Dry PHP500.00/sample
Bomb Calorimeter PHP 1,100.00 sample (drying)
Differential Scanning PHP 3,800.00/Dry PHP500.00/sample
Calorimeter (DSC) PHP 2,200.00 sample (drying)
DSC , Set of Pans & Lids PHP P700.00/set PHP 700.00/Set None
FTIR ( Fourier Transform
Infra Red) Spectrometer PHP 2,000.00 PHP2,000.00/Sample None
SEM (Scanning Electron
Microscope) PHP 2,800.00 PHP2,500.00/Sample None
Ion Sputter for SEM
samples PHP 1,300.00/run PHP 1,300.00/Run None
UTM (Universal Testing PHP500.00/sample

Machine) PHP 2,200.00 PHP1,500.00 Sample (cutting of samples)
UV/Vis (Ultra Violet/ Visible
Spectrometer) PHP 1,000.00 PHP1,500.00/Sample None
AAS (Atomic Absorption
Spectrometer None
GC TCD (Gas
Chromatograph - Thermal
Conductivity Detector) PHP 1,600.00/Hour PHP1,600.00/sample None
Muffle Furnace PHP 350.00/Hour PHP 550.00/Hour None
*Rates are subject to increase upon approval.
2284
Computer Science (COE-DCS)
External Service
2285
1. Request for Internship of Senior High Students
Internship of Senior High Students are engage in programs that provides experience
in conducting research, generating products, and train students to experience work
in a real setting.
Office or Division: Department of Computer Science

Type of Transaction: Government to Government / Government to Citizen
Who may avail: Senior High Students with Existing MOU/MOA at the University
1. Letter of request address to the
Requesting Party
Chairman of the Department
2. Curriculum Vitae (CV) of Student Requesting Party
3. Supervisor’s Evaluation of the
Requesting Party’s School Coordinator
Work Program
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits letter
1.1
request with
Receives
required
the letter
documents to
request and
Counter 1 for initial Administrative Aide or
examines
assessment and None 5 Minutes Administrative Assistant
the Secretary’s Office
verification
completenes
s of
submitted
documents
1.2 Records
and
forwards the Administrative Aide or
request to None 5 Minutes Administrative Assistant
Faculty In- Secretary’s Office
Charge or
Chairman
1.3 Starts
Faculty In-Charge or
processing None 2 Day
Chairman
the request
1.4 Records Administrative Aide or
action of the None 30 Minutes Administrative Assistant
Department, Secretary’s Office
2286
scans the
document
and informs
the
Requesting
Party
2 Days 40
TOTAL: None
Minutes
2. Request for Educational Tour / Field Trip / Benchmarking
Educational tour allows students / participants to acquire perspective based on their

presence in an environment. The most important purpose of this is that students get
insights into various culture and perspective which is so important in today’s digitally
connected world.

Government to Government / Government to Citizen / Government to
Business
Who may avail: All
Requesting Party
2. Approved Request for Vehicle
Office of the Vice Chancellor for Community Affairs
Pass
3. List of Participants / Students Requesting Party
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits letter
1.1
request with
Receives
required
the letter
documents to
request and
examines
verification
completenes
s of
submitted
documents
1.2 Records Administrative Aide or
None 5 Minutes
and Administrative Assistant
2287
forwards the Secretary’s Office
request to
Faculty In-
Charge or
Chairman
1.3 Starts
Chairman
the request
1.4 Records
action of the
Department,
scans the Administrative Aide or
document None 30 Minutes Administrative Assistant
and informs Secretary’s Office
the
Requesting
Party
2. Release Administrative Aide or
2. Receive letter
letter None 5 Minutes Administrative Assistant
request Secretary’s Office
request
2 Days, 45
TOTAL: None
Minutes
2288
3. Request for Facilities / Room Use
Department of Computer Science Facilities/Room use for (a) Engineering Based
Organizations and (b) for Non-Engineering Based Organizations. Facilities Rates
per hour are as follows:
Facilities a b1-UP b2-Commercial b3-Non-
Commercial
Classroom PHP 100.00 250.00 500.00
350.00
Lecture Labs PHP 200.00 400.00 800.00
800.00
Large Lecture Hall PHP 500.00 500.00 1000.00
750.00
Conference Room PHP 300.00 500.00 600.00
450.00
Lobby* PHP 300.00 300.00 300.00
300.00
Projector PHP 400.00 600.00 600.00
600.00
*Per day at 20 sq.meters/stall

Additional: PHP 150.00 per hour for electricity of projector
PHP 200.00 per hour for audio system
PHP 75.00 per hour electricity of audio
PHP 78.00 per hour for Janitorial Fee beyond 5:00PM, Monday to Saturday
PHP 104.00 per hour for Electrician Fee beyond 5:00PM, Monday to Friday, Saturday

Government to Government / Government to Citizen / Government to
Business
Who may avail: All
1. Request Form Requesting Party
2. Program of Activity Requesting Party
3. List of Guest / Participants (For
Non-Engineering Based Requesting Party
Organizations)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
2289
1.1
1. Submits properly Receives
accomplished the Request
Request Form Form and Based
Administrative Aide or
(RF) examines on
5 Minutes Administrative Assistant
the Facilities Secretary’s Office
completenes Rates
s of
submitted
documents
1.2 Records
and
forwards the Administrative Aide or
request to None 5 Minutes Administrative Assistant
Facility Secretary’s Office
Administrato
r
1.3 Starts
Facility Administrator or
processing 2 Day
Chairman
the request
1.4 Records
action of the
Department,
the
Requesting
Party
Based
2. Receives the 2. Releases Administrative Aide or
on
Payment Order the Payment 5 Minutes Administrative Assistant
Facilities Secretary’s Office
Form Order Form
Rates
3. Receives the 3. Releases Administrative Aide or
Payment Order the Payment None 5 Minutes Administrative Assistant
Form Order Form Secretary’s Office
4. Accept
payment
4. Pay at the UPD
and issue Special Collecting Officer
Cash Office None 10 Minutes
Official UPD Cash Office
Receipt
(OR)
5. Submit Official 5.1 Administrative Aide or
Receipt to DCS Receives None 5 Minutes Administrative Assistant
OR Secretary’s Office
2290
5.2 Confirms
Room/Facilit
y Use
6. Receives copy of 6. Releases Administrative Aide or
Confirmed copy of (RF) None 5 Minutes Administrative Assistant
Request Form Secretary’s Office
2 Days 1 Hour
TOTAL:
and 10 Minutes
4. Request for Endorsement Letter for Student Scholarship
Provides letter of endorsement to qualified students for scholarship application

Who may avail: BS Computer Science Students of University of the Philippines Diliman
Requesting Party
2. True Copy of Grades Office of the College Secretary
FEES
AGENCY PROCESSING
ACTION TIME
PAID
1. Submits letter
1.1
request with
Receives
required
the letter
documents to
request and
examines
verification
completenes
s of
submitted
documents
1.2 Records
Administrative Aide or
and
None 5 Minutes Administrative Assistant
forwards the Secretary’s Office
request to
2291
Faculty In-
Charge or
Chairman
1.3 Starts
Chairman
the request
1.4 Records
action of the
Department,
the
Requesting
Party
2. Releases
2. Receives the
the Administrative Aide or
Endorsement
Endorsemen None 5 Minutes Administrative Assistant
Letter for Secretary’s Office
t letter for
Scholarship
Scholarship
2 Days 45
TOTAL: None
Minutes
2292
Geodetic Engineering (COE-DGE)
External Service
2293
1. Request for Internship of Junior High School Students
Internship of Junior High School Students in the department.
Office or Division: Department of Geodetic Engineering
Type of
Government to Government / Government to Citizen
Transaction:
Senior High School students with existing Memorandum Of Understanding
Who may avail:
(MOU) / Memorandum Of Agreement (MOA) at the University
1. Request letter address to the
Requesting party
2. Curriculum Vitae of the student Requesting party
3. Supervisor’s Evaluation of the work
Requesting party
program
1.Receive the
Department of Geodetic
required
Engineering
1. Submit the documents and
accomplished examine the None 5 Minutes or
request letter completeness of
the attached
requirements
Engineering
Chairman
Engineering
2. Evaluate the
None 1 Day or
letter of request
Faculty-In-Charge
Engineering
3. Record action of None 1 Day Department of Geodetic
the department Engineering
2294
and inform the or
client
Engineering
2 Days and 5
TOTAL: None
Minutes
2. Request for educational tour / field trip / benchmarking

Educational tour / field trip / benchmarking in the facilities of the department.
Type of
Transaction:
Who may avail: School, Coordinators
Requesting party
2. Approved Request Letter address to
the Office of the Community Affairs re Requesting party
vehicle pass
3. List of participants / students Requesting party
1.Receive the
1. Submit the Department of Geodetic
required
accomplished Engineering
documents and
request letter for
examine the None 5 Minutes or
educational tour /
completeness of
fieldtrip / Administrative Assistant
the attached
benchmarking Department of Geodetic
requirements
Engineering
2295
Chairman
Engineering
2. Evaluate the
None 1 Day or
letter of request
Faculty-In-Charge
Engineering
Chairman
3. Check the Engineering
availability of
None 1 Day or
Faculty-In-Charge
for the tour Faculty-In-Charge
Engineering
4. Record action of Engineering
the department
None 1 Day or
and inform the
client Administrative Assistant
Engineering
3 Days and 5
TOTAL: None
Minutes
3. Request for the use Geodetic Engineering Theater (GE Theater)

Rental and use of Geodetic Engineering Theater (GE Theater).
Type of
Transaction:
Who may avail: Government Agencies, Students
2296
Requesting party
2. GE Theater Borrower’s Form Department of Geodetic Engineering
3. Proof of payment before the event Requesting party
1.Receive the
letter of request
1. Submit the Engineering
and Borrower’s
accomplished
Form and examine None 5 Minutes or
request letter and
the completeness
Borrower’s Form Administrative Assistant
of the attached
requirements
Engineering
Engineering
2. Evaluate the
None 1 Day or
letter of request
Engineering
3. Check the
Engineering
availability of the
GE Theater. If None 1 Day or
available, books
request
Engineering
(Refer to Cashier
4. Payment of
the table 1 Day UP Diliman Cashier’s
rental fee
below) Office
5. Receive copy of
None 5 Minutes Department of Geodetic
proof of payment
Engineering
2297
or
Engineering
3 Days, 10
TOTAL: None
Minutes
For Other Departments For Engineering Based

Facilities/Service For Departments within COE
within UPD Organizations
GE Theater (Air PHP 1,500.00 (first 2 hours) PHP 1,600.00 (first 2 PHP 3,000.00 (first 2
Conditioned, with LCD hours) hours)
projector and Sound PHP 750.00 (succeeding hours) PHP 800.00 (succeeding PHP 1,500.00
System hours) (succeeding hours)
Janitorial/Technician PHP 78.00/104.00/hour PHP 78.00/104.00/hour PHP 78.00/104.00/hour
Services (Monday-Friday) (Monday-Friday) (Monday-Friday)
PHP 90.00(11AM-1PM only) / PHP 90.00(11AM-1PM PHP 90.00(11AM-1PM
PHP 120.00/hour (holidays and only) / only) /
Saturday) PHP 120.00/ PHP PHP 120.00/hour PHP 120.00/hour
160.00 (Sunday) (holidays and Saturday) (holidays and Saturday)
PHP 120.00/ PHP PHP 120.00/ PHP 160.00
160.00 (Sunday) (Sunday)
Electricity Rates Per Hour:
Laptop=PHP60/hour
Projector = PHP150/hour
Sound System =PHP75/hour
4. Request for Internship of Junior High Students

Internship of Junior High School Students in the department.
Type of
Transaction:
Senior High School students with existing Memorandum Of Understanding
Who may avail:
(MOU) / Memorandum Of Agreement (MOA) at the University
2298
Requesting party
2. Curriculum Vitae of the student Requesting party
3. Supervisor’s Evaluation of the work
Requesting party
program
1.Receive the
required
Engineering
1. Submit the documents and
accomplished examine the None 5 Minutes or
request letter completeness of
the attached
requirements
Engineering
Chairman
Engineering
2. Evaluate the
None 1 Day or
letter of request
Faculty-In-Charge
Engineering
the department
None 1 Day or
and inform the
Engineering
2 Days, 5
TOTAL: None
Minutes
2299
5. Request for educational tour / field trip / benchmarking
Educational tour / field trip / benchmarking in the facilities of the department.
Type of
Government to Citizen / Government to Business
Transaction:
Who may avail: School, Coordinators
Requesting party
2. Approved Request Letter address to
the Office of the Community Affairs re Requesting party
vehicle pass
3. List of participants / students Requesting party
1.Receive the
1. Submit the Department of Geodetic
required
accomplished Engineering
documents and
request letter for
examine the None 5 Minutes or
educational tour /
completeness of
fieldtrip / Administrative Assistant
the attached
benchmarking Department of Geodetic
requirements
Engineering
Chairman
Engineering
2. Evaluate the
None 1 Day or
letter of request
Faculty-In-Charge
Engineering
3. Check the None 1 Day Chairman
availability of
2300
Faculty-In-Charge Department of Geodetic
for the tour Engineering
or
Faculty-In-Charge
Engineering
the department
None 1 Day or
and inform the
Engineering
3 Days, 5
TOTAL: None
Minutes
6. Request for the use Geodetic Engineering Theater (GE Theater)

Rental and use of Geodetic Engineering Theater (GE Theater).
Type of
Transaction:
Who may avail: Students, Coordinators
Requesting party
2. GE Theater Borrower’s Form Department of Geodetic Engineering
3. Proof of payment before the event Requesting party
2301
1.Receive the
letter of request
1. Submit the Engineering
and Borrower’s
accomplished
Form and examine None 5 Minutes or
request letter and
the completeness
Borrower’s Form Administrative Assistant
of the attached
requirements
Engineering
Engineering
2. Evaluate the
None 1 Day or
letter of request
Engineering
3. Check the
Engineering
availability of the
GE Theater. If None 1 Day or
available, books
request
Engineering
(Refer to Cashier
4. Payment of
the table 1 Day UP Diliman Cashier’s
rental fee
below) Office
Engineering
5. Receive copy of
None 5 Minutes or
proof of payment
Engineering
3 Days, 10
TOTAL: None
Minutes
2302
For Other Departments For Engineering Based
Facilities/Service For Departments within COE
within UPD Organizations
Janitorial/Technician PHP 78.00/104.00/hour PHP 78.00/104.00/hour PHP 78.00/104.00/hour
Services (Monday-Friday) (Monday-Friday) (Monday-Friday)
PHP 90.00(11AM-1PM only) / PHP 90.00(11AM-1PM PHP 90.00(11AM-1PM
PHP 120.00/hour (holidays and only) / only) /
Saturday) PHP 120.00/ PHP PHP 120.00/hour PHP 120.00/hour
160.00 (Sunday) (holidays and Saturday) (holidays and Saturday)
PHP 120.00/ PHP PHP 120.00/ PHP 160.00
160.00 (Sunday) (Sunday)
Electricity Rates Per Hour:
Laptop=PHP60/hour
Projector = PHP150/hour
Sound System =PHP75/hour
2303
Mechanical Engineering (COE-DME)
External Service
2304
1. Request for the use of ME Shop and Fabrication Facility
Services
The facility familiarizes the students to both conventional and modern manufacturing
and machining processes, which will be useful in formulating engineering solutions to
industry operations. This is also a venue for both students and researchers to build
prototypes and test, evaluate and implement theoretical ideas and system designs
Office or Division: Department of Mechanical Engineering

Classification: HighlyTechnical
Business
Who may avail: Students, Government Agencies & Business/Industry
1. Request Form or letter of
ME Shop/Department
Request
2305
2. Materials for service/fabricated
FEES
AGENCY PROCESSING
ACTION TIME
PAID
Chairman
Reviews the Mechanical Engineering
test request
1.Fills up the request Or
and discuss
form or gives the letter None 30 Minutes
the terms Faculty in Charge
of request
and
conditions Mechanical Engineering
Chairman
2. Evaluates Mechanical Engineering
the letter
request / Or
None 1 Day
checks the Faculty in Charge
availability of
Mechanical Engineering
the facility
Chairman
3. Inform the
client of the Mechanical Engineering
availability of Or
the facility None 1 Day
and the staff Faculty in Charge
that does Mechanical Engineering
the work
4.Does the
fabrication/r Shop Staff
2.Gives the materials
epair work None 20 Days ME Shop and Fabrication
for service /fabricated
required by Facility
the client
Faculty in Charge
3.Goes to Cashier 5.Finishes Mechanical Engineering

Upd Citizens Charter

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Upd Citizens Charter

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Copyright:

UNIVERSITY OF THE PHILIPPINES

The University of the Philippines shall:

Lead in setting academic standards and initiating innovations in teaching,

Serve as a graduate university by providing advanced studies and

Serve as a research university in various fields of expertise and

Lead as a public service university by providing various forms of

Provide opportunities for training and learning in leadership, responsible

Serve as a regional and global university in cooperation with international

Provide democratic governance in the university based on collegiality

Strong research and creative capability, supported by an expanded

Excellent faculty and staff working in an environment conducive to

Strong support from the alumni and other stakeholders;

High visibility and effective public service;

Modernized physical facilities and technological infrastructure for teaching,

Financial sustainability achieved by resource generation and administrative

Commitment to National Development

UP shall identify key concerns, conduct research and formulate responsive

Institutional and Fiscal Autonomy

Taking into account national goals and priorities, UP shall exclusively

IV. Service Pledge:

Accessibility and responsiveness, breaking down bureaucratic walls and

Innovativeness and creativity in making decisions, not bounded by

One university, guided by the spirit of oneness: common standards of

Office of the Chancellor (OC) 73

Diliman Information Office (DIO) 147

Processing of Voucher of OICA Financial Grant (External) 212

Request to use the Atelyer Gallery of Bulwagan ng Dangal 356

Office of the Vice Chancellor for Administration (OVCA) 365

Processing of Application for Terminal Leave/Retirement Gratuity 458

Releasing of Procurement Service Checks to Unit/College 490

Collection from Remittance of Special Collecting Officer (SCO) of 503

Endorsement to the Bank for Outgoing Telegraphic Transfer (OTT) 508

Processing of Posting of Bulletin of Vacant Positions 513

Processing of Publication of Existing Vacant Positions to the Civil 516

Response to employment verification/queries (online) 521

Processing of Reappointment (change of status from Temporary 532

Processing of Original/Promotion/Reemployment/ 537

Processing of Original Extension of Faculty Whose 65th birthday 570

Processing of Original Appointment for Foreign Lecturer (Non- 578

Processing of Appointment for Consultant, Coach and Tactical 589

Processing of Original Additional Assignment of Faculty Personnel 600

Processing of Original Additional Assignment of Faculty Personnel 603

Processing of Appointment for Visiting Professors/Adjunct 606

Processing of Office Memorandum/Memorandum Order for 615

Processing of Request for ID Certification 616

Processing of Request for Service Record 618

Processing of Request for Issuance of Personnel Clearance for 619

Processing of Request for Certificate of Employment (Active) 621

Processing of HRDO Referral of Applicants 622

Processing of Posting of Bulletin of Vacant Positions 626

Processing of Posting of Approved Appointments 631

Processing of Application and Evaluation of Applicants 633

Response to employment verification/queries (online) 636

Request for Renewal of Authority to Fill/Hire (Administrative and 639

Request for Additional Staff, Additional/Loan of Item 641

Request for Additional Assignment 643

Request for reassignment/transfer/detail/redeployment of staff 645

Request for interpretation/verification of policies for discussion 647

Processing of Request for Performance Rating Certification (MC 649

Processing of Request for Performance Rating Certification (One- 650

Request for Certificate of Employment and Compensation 657

Processing of Certificate of Leave Credits 659

Request for Certificate of Training Participation 661

Request for Certificate of Return Service Obligation 662

Processing of Computer Loan 663

Processing of Enhanced Hospitalization Programme (Direct 665