Mission Statement of the Guidance and Counseling Center

Central Mindanao University is striving to provide opportunities for its students to

develop intellectually, socially, emotionally, spiritually, morally, and physically in order to

become effective citizens in their communities.

The Guidance and Counseling Center shall assists the University in

creating an environment conducive to learning and development; guiding the students

to become well-rounded, self-reliant, creative and responsible individuals.

Objectives:

The center is aiming to implement the following services:

1. To assist the college adjustment and holistic development of students through the

conduct of guidance activities;

2. To assist the students in self-understanding, decision making, and behavioral or

personality improvement through the conduct of counseling services; 3. To make use

of psychological tests in aid of the guidance and counseling services.

The Guidance Services

A. Group Learning Services

Group discussion, learning activities, workshops or seminars are conducted as the

need arises to prevent problems and maladjustments in dealing with academic

responsibilities, personal life, interpersonal relationship and career planning. Specific

periodic learning activities are the following:

1. New Student Orientation Program

 A seminar or lecture session for the freshmen, transferees, returnees and degree

holders who are pursuing college degree program that assists the individual’s

orientation to the academic and non-academic programs, policies and services of

the university.

2. Career Orientation Services

A seminar for graduating students that facilitates individual’s understanding of the

world of work, decision-making, career planning and job preparations.

3. Learning Session with Specific Group of Students

This activity can be conducted through a series of learning session based on the

identified needs or issues of a specific group of students or in accordance to the

year level themes within the semester or school year. Examples of specific groups

are the following but this can be expanded as the need arises: Academic

Delinquent Students, Students who are Grounded for Disciplinary Concerns,

Students Admitted for Enrolment without passing the CMUCAT, Students with

Physical Disabilities, and 4P’s Scholars.

B. Counseling Services

This provides helping relationship individually or in groups. Available information and

the counselor training and skills are utilized to assist individuals in understanding

themselves and others, making decisions, coping-up with academic challenges,

solving behavioral problems, and improving relationships with themselves and with

their peers.

C. Group Counseling Services

Provide group counseling for students on different areas of adjustment and difficulty.
 Opportunities for self-growth are also offered through their participation in group

dynamics sessions. The counselors conduct these sessions by college and by

invitation from any registered University organization.

D. Psychological Testing Services

Standardized psychological tests are used to assess individual’s strengths and

weaknesses in the areas of aptitudes, personality, interests and attitudes to aid the

conduct of guidance or counseling services. There are tests that are recommended

per year level, specifically Mental Ability Test for the first year students and

Personality Test for the third and fourth year students. But the attending counselor

can also recommend psychological tests depending on

the needs and concerns of the counselee.

Systems

A. Referral System

Students who are seemingly troubled and confused in dealing with personal issues

can be referred by the attending faculty or staff to avail of the counseling services. In

like manner, cases beyond the expertise of the guidance counselors can also be

referred to other professionals such as psychologists or social workers.

B. Individual Inventory

Relevant information about student’s personal background through the use of

Student Data Sheet, test results and interview records are collated and filed to aid

the conduct of counseling session and to use as basis for profiling of counselees
 and problems.

C. Evaluation System

The guidance and counselling services are evaluated after the conduct of organized

activities to determine its relevance and impact in the lives of the students. It is also

use to acquire factual information concerning the needs and behavior of students.

Usual Year Level Program (Activities may also differ according to course
program)

The Freshman Year: The Stage of Exploration - Orientation to varied aspects of

campus life, scanning different aspects of self, sketching one’s identity.
ACTIVITIES AND SERVICES OBJECTIVES IMPLEMENTATION TIME FRAME
STEPS

Administration of Mental Measure the Coordinate with the 3rd Week of August
Ability Test (Testing student’s general College Guidance to 2nd Week of
Service) mental ability. Designate for the October
conduct of testing

Inform the identified

block sections

Administer the mental

ability test

Discussion of Mental Facilitate awareness Inform the takers to 3rd Week of

Ability Test results of one’s potentials claim their test September to 4th
(Guidance and results during their Week of
Sessions) limitation, vacant schedule November

and Conduct the discussion

as the students visit
Relate test results to
the
the course program
center
and
adjustment to college life

Learning session on Present ways how to Inform the students To be arranged with
adjustment issues go about adjustment that they can attend the identified
(Guidance Session) with other areas of learning session on students
student life adjustments issues

Schedule and conduct

and session
 Counseling on academic Assist students in Encouraged students To be arranged
adjustment or career coping up with who need specific and after the
plans (Counseling academic further assistance to schedule of test
Service) challenges and avail of the results discussion
making decisions counseling
concerning services
Additional tests may be career plans and lifestyle
Facilitate the conduct
administered when there
of counseling
is a need (Testing
session
Service)

Counseling based on Assist students in Coordinate with the To be arranged

referrals (Counseling coping up with College Dean, upon receipt of
Service) academic Department referral or as the
challenges and Chairpersons, and or need arises
making decisions Guidance Designate
Additional tests may be concerning concerning the
administered when there career plans and lifestyle referral system
is a need (Testing
Received referral notices
Service)
Facilitate the conduct
of counseling
session

The Sophomore Year: The Stage of Identification: Definition and affirmation of self.
ACTIVITIES AND OBJECTIVES IMPLEMENTATION TIME FRAME
SERVICES STEPS

Discussion with Identify factors Coordinate with the To be arranged

academically affecting College Dean and or as soon as the
delinquent students academic Department delinquent
on academic performance, Chairpersons to students are
performance and identify academic convened
(Guidance Session) delinquent students
Examine the
student’s study Inform the identified
habit and study students and
attitudes. schedule the
discussion

Facilitate the conduct

of discussion

Learning session with Provide input and Inform the identified To be arranged
academically delinquent discussion on delinquent students as soon as the
students on improvement of attend a learning delinquent
Self-Affirmation study habit, and session on the students are
(Guidance Sessions) general agreed schedule convened
coping skills
Facilitate the conduct
of learning session
 Counseling on Assist students in Coordinate with the To be arranged
academic adjustment coping-up with College Dean, upon receipt of
or career plans based academic Department referral or as the
on referral scheme challenges and Chairpersons, and need arises
(Counseling Service) making decisions or Guidance
concerning career Designate
plans and lifestyle concerning the
Additional tests may be referral system
administered when there
Received referral notices
is a need (Testing
Service) Facilitate the conduct
of counseling
session

The Junior Year: The Stage of Enhancement - Evaluation and enrichment of one’s
growth process
ACTIVITIES AND OBJECTIVES IMPLEMENTATION TIME FRAME
SERVICES STEPS

Learning session with Identify the factors Coordinate with the 1st or 2nd Week of
emotionally disturbed that are affecting College Dean, February
students (Guidance emotional struggles, Department
Sessions) and Chairperson, or the
College Guidance
Present ways how
Designate to identify
emotional
and invite students
struggles are
dealt with Inform the students
constructively concerning the
schedule of session
through posters and
notices
Facilitate the conduct
of learning session
on
the announced date

Counseling with Assist students in Coordinate with the To be arranged

emotionally disturbed coping-up with College Dean, upon receipt of
students based on emotional Department referral or as the
referral scheme struggles and in Chairpersons, and need arises
(Counseling establishing or Guidance
Service) smooth Designate
interpersonal concerning the
relationship referral system
Additional tests may be
Received referral notices
administered when there
is a need (Testing Facilitate the conduct
Service) of counseling
 session

The Senior Year: The Stage of Integration: Synthesis of discoveries, experiences,

attitudes, values and ideals - outlining life directions towards productive community
involvement and establishment of career and family.
ACTIVITIES AND OBJECTIVES IMPLEMENTATION TIME FRAME
SERVICES STEPS

Administration of Identify one’s Coordinate with the Within the month

Personality Test weaknesses and College Dean and or of November
strengths in relation Department
(Testing Service)
to career after Chairpersons to
college inform the senior
students to take the
test

Administer the
personality test
during their vacant
schedule

Discussion of Provide an Inform the students 2nd Week of

personality test objective after taking the test February to 4th
results (Guidance description of to sign up for a Week of April
Sessions) student’s schedule
personality traits, where they can
in relation to attend the
career after discussion of
college, and personality test results
Integrate Facilitate the conduct
experiences, of discussion
values, attitudes
and resources for
outlining life
directions
 Counseling on career or Assist students in Encouraged students To be arranged upon
life directions integrating who need specific the request of
(Counseling Service) experiences, and further students or as the
values, attitudes assistance to need arises
and avail of the
Additional tests may be resources for counseling services
administered when there outlining career or
is a need (Testing Facilitate the conduct
life
of counseling
Service) directions,
session
and
Explore possible
options for a more
satisfying career
after college

Testing Program Intended for Every Year Level

The psychological tests are used as counseling tools to answer specific needs
of the students in every stage of their college lives. These needs and the
corresponding counseling tools are:

A. Freshman Year

Needs

1. A general orientation of one’s potentialities and limitations;

2. Identification of factors affecting academic performance;

Counseling Tools

1. Otis-Self Administering Test of Mental Ability (OTIS-SAT)

B. Sophomore Year

Needs

1. Objective decision on an occupation that suits one’s abilities and interests. 2.

Assessment of one’s adjustment and coping skills.

Counseling Tool

1. Brainard Occupational Preference Inventory (BOPI)

C. Junior Year
 Needs

1. Awareness of one’s strengths and weaknesses;

2. Establishment of healthy interpersonal relationships.

Counseling Tool
1. Edwards Personal Preference Schedule (EPPS)

D. Senior Year

Needs

1. Preparation of self for a career after college;

2. Integration of experiences, values, attitudes, and resources for outlining life

directions.

Counseling Tool

1. Work Values Inventory (WVI)

2. Edwards Personal Preference Schedule (EPPS)

Activity and Systems Procedure
A. Counseling Thru Referral Scheme
Purpose
To provide counseling services to students who are seen to be struggling with difficulties and
problems by their subject instructors, department chairpersons, college deans or persons in
authority.

Scope

This is applicable to students who seen to be struggling with difficulties and problems such as
failing grades or poor academic performance, underachievement, poor socialization skills,
ambivalence with the chosen course program, poor self discipline or life style management, etc.

Responsibility and Authority

Guidance Counselors are primarily responsible for the conduct of counseling. However, class
instructors and other university authorities like department chairpersons and guidance designate
are also expected to refer students for counseling services.

Related Documentation
1. Referral Form/Consent to Avail Counseling Services/Online Counseling Request Form
2. Student Test Attendance
3. Counselee Attendance Sheet
Procedure Details
RESPONSIBILITY DETAILS/DOCUMENTATION
Referring Person
Psychometrician or Front Desk Officer
1. Completion of Referral Form
1.1 Talk or connect with the student and seek for his/her
consent to be referred for counseling services.
1.2 Fill-out the Referral Form through the College
Secretary, College Guidance Designate, GCC Front
RESPONSIBILITY DETAILS/DOCUMENTATION
Assigned Guidance Counselor
Assigned Guidance Counselor
Assigned Guidance Counselor or
Psychometrician
Assigned Guidance Counselor
Assigned Guidance Counselor
Assigned Guidance Counselor and Student
Assigned Guidance Counselor
Desk, or the Online Referral Form at the GCC FB Page
or Online Classroom.
1.3 Send or transmit the sealed Referral Form to the
GCC for face-to-face transaction.
2. Receipt of Referral Form
2.1Record the receipt of Referral Form in the Document
Control Logbook including the referral that is done
online.
2.2Confer with the student personally or through phone
call of his/her preference for a Male, Female, or a
Counselor whom he/she is comfortable with.
2.3 Endorse the student and/or the sealed Referral
Form to the preferred or assigned Guidance Counselor.
Assigned Guidance Counselor
3. Schedule the Counseling Session
3.1Confer with the student personally or through phone
call for the schedule of the counseling session.
3.2 Sign the attached Acknowledgment in the Referral
Form and request the student to hand it to the referring
person. But for referral done online, the counselor can
directly send email to the referring person for
acknowledgment.
3.3Request the student to sign the attached Notice
Receipt in the Referral Form which manifests his/her
consent to avail of the counseling services. But for
referral done online, the student will be requested to
fill-out the Online Counseling Request Form through the
GCC FB Page or Online Classroom.
3.4Request further the student to fill out and sign the
Student Data Sheet (Blank form is stored in Cabinet F)
for face-to-face session or thru an Online Form at GCC
FB Page or Online Classroom for online session which
may be submitted during the interview or first counseling
session.
4. Conduct initial interview to know the background of
the problem and the student through face-to-face mode,
phone call or video call like the Google Meet.
5. Administration of Psychological Test
5.1 Administer standardized or non-standardized test if
necessary to substantiate the data taken during the
interview. Non-standardized tests can be given via Online
Forms in the online classroom.
5.2 Request the client to sign the Student Test
 Attendance (Blank form is stored in Cabinet F) for process.
face-to-face session.
5.3 Use the Online Sheet as attendance for the tests
taken through the online form.
9. Recording of Attendance
9.1Request the student to sign the Counseling
6. Process the personal data and test results in relation Attendance Sheet (Blank form is stored in Cabinet F) for
to the presenting problem and other intervening issues face-to-face session.
with the student through face-to-face mode, phone call or 9.2Write the name of the student in the Counseling
video call like the Google Meet. Attendance Sheet for online session. 9.3 File the
Counseling Attendance Sheet.
7. Request for follow-up sessions to continue the
session and monitor the progress of the student through 10. Filing of Counseling Notes - Take note of the
face-to-face mode, phone call or video call like the background, problem, and data of the student every after
Google Meet. the session and keeps it in a secured cabinet of the
counseling room.
8. Agree with the student to terminate the counseling
B. Counseling Thru Walk-in/Voluntary Scheme
Purpose

To provide counseling services to students who voluntarily seek for assistance concerning their
personal difficulties or problems on various aspects in life.

Scope

This is intended for all students who are in need of counseling services.

Responsibility and Authority

Guidance counselors are primarily responsible for the conduct of counseling services. However,
class instructors and other university authorities are also expected to encourage the students to
avail of the said services.

Related Documentation

1. Request Slip/Online Counseling Request Form

2. Consent to Avail Counseling Services
3. Student Test Attendance
4. Counselee Attendance Sheet

Procedure Details

RESPONSIBILITY DETAILS/DOCUMENTATION
transaction or the Online Counseling Request Form at
the GCC FB Page or Online Classroom for online
Psychometrician or Front Desk Officer facilitating the transaction.
Concerned Student
2. Endorsement to the Guidance Counselor
2.1 Confer with the student through phone call of his/her
preference for a Male, Female, or a Counselor whom
Psychometrician or Front Desk Officer he/she is comfortable with.
1. Completion of Request Slip 2.2 Confer with the Guidance Counselor that there is a
1.1 Confer with the student regarding his/her concerns or student under his/her assigned college or a student who
intention. This can be face-to face, phone call, email or voluntarily seek to avail of his/her counseling services.
online messaging. 2.3 Endorse the filled-out Request Slip or the details of
1.2 Request the student to fill-out the Request Slip the student as reflected in the Online Counseling
(Blank forms are stored in Cabinet F) for face-to-face Request Form.
 RESPONSIBILITY DETAILS/DOCUMENTATION
FB Page or Online Classroom for online session which
Assigned Guidance Counselor may be submitted during the interview or first counseling
session.

4. Conduct initial interview to know the background of

the problem and the student through face-to-face mode,
phone call or video call like the Google Meet.

5. Administration of Psychological Test

5.1 Administer standardized or non-standardized test if
necessary to substantiate the data taken during the
Assigned Guidance Counselor interview. Non-standardized test can be given via Online
Forms in the online classroom.
5.2 Request the client to sign the Student Test
Assigned Guidance Counselor Attendance (Blank form is stored in Cabinet F) for
face-to-face session.
5.3 Use the Online Sheet as attendance for the tests
taken through the Online Form.

6. Processes the personal data and test results in

relation to the presenting problem and other intervening
Assigned Guidance Counselor
issues through face-to-face mode, phone call or video
call like the Google Meet.

Assigned Guidance Counselor

7. Requests for follow-up sessions to continue the
session and monitor the progress of the student through
Assigned Guidance Counselor
face-to-face mode, phone call or video call like the
Google Meet.
Assigned Guidance Counselor
8. Agree with the student to terminate the counseling
process.

9. Recording of Attendance
Assigned Guidance Counselor
3. Schedule the Counseling Session 9.1 Request the student to sign the Counseling
3.1 Confer with the student personally or through phone Attendance Sheet (Blank form is stored in Cabinet F) for
call for the schedule of the counseling session. face-to-face session.
9.2 Write the name of the student in the Counseling
3.2 Request the student to sign the Consent to Avail
Counseling Services Sheet (Blank form is stored in Attendance Sheet for online session.
Cabinet F) for face-to-face transaction. But this is 9.3 File the Counseling Attendance Sheet.
integrated in the Online Counseling Request Form at
GCC FB page or Online Classroom for online 10. Filing of Counseling Notes - Takes note of the
transaction. background, problem, and data of the student every
3.3 Request further the student to fill out and sign the after the session and keeps it in a secured cabinet of the
Student Data Sheet (Blank form is stored in Cabinet F) counseling room.
for face-to-face session or thru the Online Form at GCC
C. Career Guidance Seminar
Purpose
To provide information relating to job preparation, job hunting, employment interview and/or
work adjustment.
Scope
This activity is intended to all college graduating students.
Responsibility and Authority
The Career Guidance Seminar is coordinated and facilitated through the collaboration of
Guidance Counselors, Guidance Personnel, OSA Personnel and the University Senior Student
Council (USSCO).
Related Documentation
1. Activity Attendance Sheet
2. Career Guidance Evaluation Sheet/Online Evaluation Questionnaire
3. Career Guidance Activity Report

Procedure Details

RESPONSIBILITY DETAILS/DOCUMENTATION
Head of GCC,
All Guidance
Counselors, and USSCO
Assigned Guidance Counselor
1. Discuss and decide relevant themes or topics and
speakers for the career guidance seminar
2. Process Communication Request
2.1 Submit letter of request that contain the budget
RESPONSIBILITY DETAILS/DOCUMENTATION 3. Preparation of Materials and
proposal, program of activities and use of venue and
facilities.
2.2Coordinate and request the College Deans,
Department Chairperson and USSCO to ensure the
participation of senior students.
2.3 Send letter of request to the program speakers,
emcee, presenters, facilitators, ushers and other key
persons for the conduct of the program. Video recorded
messages and presentations can be requested for the
conduct of online career orientation seminar.
2.4Coordinate for the installation of posters and
e-posters through FB Page of the center and college
councils to inform the graduating students.

Logistical Needs

Logistics Committee Food Committee

Registration & Follow-up

Evaluation Committee
Committee
Assigned Guidance Counselor,
Decoration Psychometrician and Head of the GCC
Committee 3.1 Install program posters a week before the activity.
Technical/Program Committee 3.2Coordinate with the providers of meals and snacks if
there is budget allocation. 3.3 Prepare ahead handouts if
necessary, program, certificates, Career Guidance
Registration & Evaluation Sheet and Activity Attendance Sheet with
Evaluation pre-printed names of participants (Blank forms are
Committee stored in Cabinet F).
Ushers 3.4 Install stage decoration or coordinate for the
Program installation of the stage decoration and venue
Committee arrangement.
3.5Coordinate for the audio-visual and physical set-up.
3.6Organize and schedule the posting of the video
recorded presentations on job preparation, job hunting,
Registration employment interview and/or work adjustment for online
Committee mode of seminar.
4. Conduct of Career Guidance Seminar
 4.1 Facilitate the registration process by making use of
the Activity Attendance Sheet (Blank form is stored in
Cabinet F) with pre-printed names of participants. 4.2
Provide handouts upon registration.
4.3Usher participants to their assigned seats.
4.4 Facilitate the sequence of the program in
collaboration with the emcee, presenters and speakers.
4.5 Answer queries from students on the accessibility of
the online classrooms and accessibility of the video
presentations through the email address and phone
number of the service unit while the online seminar is
ongoing.
4.6Request the participants to accomplish the Career
Guidance Evaluation Sheet (Blank form is stored in
D. Freshmen Orientation Program
Purpose
Cabinet F) and collect if after.
4.7Require students to answer the online post-test and
evaluation questionnaire as evidence of their active
participation for online mode of seminar.
4.8 Facilitate/coordinate for the housekeeping of the
venue and safekeeping of equipment and logistical
supplies.
5. Accomplishment of Activity Report
5.1 Tally the evaluation responses of participants.
5.2Make a narrative report of the activity integrating the
evaluation results. 5.3 File the activity report in the
Career Guidance Program Folder in Cabinet A.

To provide information concerning academic policies, student affairs services, and

student conduct and discipline for college adjustment purposes.

Scope

All new students comprising the first year, transferees, returnees, and the degree holders who
are intending to enroll an undergraduate program are required to attend the activity.

Responsibility and Authority

Freshmen Orientation Program is one of the major guidance services that is coordinated and
facilitated by the head of the Guidance Center and the guidance counselors.

Related Documentation

1. Freshmen Orientation Attendance Sheet

2. Freshmen Orientation Evaluation Sheet/Online Evaluation Questionnaire
3. Freshmen Orientation Accomplishment Report
4. Profile out of Student Needs Assessment Inventory
5. Pre-Registration Slip
Procedure Details

RESPONSIBILITY DETAILS/DOCUMENTATION
use of Online Classroom Application and filling-out of
the Student Needs Assessment Inventory in the
Guidance Center Head, enrollment procedure and system application.
1.3 Submit letter of request that contain the budget
Assigned Guidance Counselor, and Psychometrician proposal, program of activities and use of venue and
1. Process Communication Request facilities for the conduct of the Freshmen Orientation
1.1Coordinate and request the OASP to include the Program. 1.4 Send letter of request to the program
Pre-Registration for the FOP in the Notice of CMUCAT speakers, emcee, presenters, facilitators, ushers and
Result. key persons for the conduct of the FOP. Video recorded
1.2Coordinate and request the Registrar’s Office to messages and presentations can be requested for the
include the Pre-Registration of students through the conduct of online orientation program.
RESPONSIBILITY DETAILS/DOCUMENTATION 2. Pre-Registration Period

Guidance Clerk and

Psychometrician
 stored in Cabinet F)
2.5Check the registered students using the Online
Classroom Application and the responses of students in
the Student Needs Assessment Inventory using the
enrolment systems application for online mode of the
program.

3. Preparation for Materials and Logistical Needs

3.1 Install program posters a week before the activity.
E-posters shall be utilized for the conduct of the online
orientation program.
Technical Comm
3.2Coordinate with the providers of meals and snacks.
3.3 Prepare handouts, program, certificates, Freshmen
Food Committee Registration & Evaluation
Orientation Attendance Sheet with pre-printed names of
Committee
pre-registrants, Freshmen Orientation Evaluation Sheet
and Freshmen Orientation Attendance Sheet (Blank
forms are available in cabinet 6).
Decoration
3.4Coordinate for the number of copies of Student
Committee
Handbook and hauls it to the venue beforehand.
Technical Comm
2.1 Look for the Notice of CMUCAT Result to ensure that 3.5 Install stage decoration or coordinates for the
the Pre-registrants are qualified to enroll. installation of the stage decoration and venue
arrangement.
2.2Requests the enrollees to list their names in the
Freshmen Orientation Attendance Sheet (Blank form is 3.6Coordinates for the audio-visual and physical set-up.
stored in Cabinet F). 3.7Organize and schedule the posting of the video
recorded presentations on academic policies, student
2.3Make a stamp mark and signature initial in the Notice
affairs services, student conduct and discipline,
of CMUCAT Result manifesting that the enrollee is done
guidance related videos, CMU promotional videos and
with the Pre-Registration for the FOP.
the CMU Student Handbook in the Online Guidance
2.4 Provide Pre-Registration Slip. The slip contains the
Classroom for online mode of the program.
name of the enrollee and shall serve as the entrance
pass during the conduct of the program (Blank form is
RESPONSIBILITY DETAILS/DOCUMENTATION 4. Conduct of the Freshmen

Orientation Program

Registration 4.4 Facilitate the sequence of the program in

Committee collaboration with the emcee, presenters and speakers.
4.5 Request the participants to accomplish the
Ushering Comm Program Freshmen Orientation Evaluation Sheet (Blank form is
Committee stored in Cabinet F).
4.6 Facilitate/coordinate for the housekeeping of the
Registration & Evaluation venue and safekeeping of equipment and logistical
Committee supplies.
Follow-up 4.7 Answer queries from students on the accessibility of
Committee the online classrooms and accessibility of the video
presentations through the email address and phone
Registration & Evaluation number of the center while the online orientation
program is ongoing.
4.8 Require students to answer the online post-test and
Registration & Evaluation evaluation questionnaire as evidence of their active
Psychometrician and Assigned Guidance participation for online mode of the program.
Counselor
4.1 Facilitate the registration process by making use of 5. Accomplishment of Activity Report
the Freshmen Orientation Attendance Sheet with 5.1 Tally the evaluation responses of participants.
pre-printed names of pre-registrants. 5.2 Make a narrative report of the activity integrating the
4.2 Provide handouts and Student Handbook upon evaluation results. 5.3 Generate profile out of the
registration. Student Needs Assessment Inventory to be attached in
4.3 Usher participants to their assigned seats. the Activity Report and to be used for further guidance
 activities. Program Folder in Cabinet A.
5.4 File the activity report in the Freshmen Orientation
E. Guidance Activity
Purpose

To address the general adjustment and holistic development of students through the
conduct of learning activity session, seminar-workshops or forums.
Scope

The theme of the guidance activity is commonly provided to students having the same year level
or course program or to a specific group of students with distinctive needs or concerns.

Responsibility and Authority

The conduct of guidance activities is coordinated and facilitated by the designated guidance
counselor of the college or through the collaboration of guidance counselors and college
guidance designates.

Related Documentation

1. Activity Attendance Sheet

2. Service Evaluation Sheet/Online Evaluation Questionnaire
3. Accomplishment Report
4. Service Evaluation/Customer Satisfaction Survey
Procedure Details

RESPONSIBILITY DETAILS/DOCUMENTATION
Guidance
Counselor and Guidance Center Head
needs of students.
1.2 Prepare Learning Activity Guide or module for the
identified group/s of students. This module shall be
translated to suit the online classroom application for
online delivery of activities.

2. Process Communication Request

Assigned Guidance Counselor
1. Identification of Needs and Learning Themes
1.1Make use of the profile/data generated from
Personal Data Sheet of the OASP, Student Needs
Assessment Inventory, possibly psychological tests,
referral, counseling themes, service evaluation, rising
concerns and/or common observation representing the
RESPONSIBILITY DETAILS/DOCUMENTATION
2.1 Send letter of request to seek for approval for the
conduct of guidance activity. 2.2Coordinate and request
the college dean, and department chairperson and
concerned units to ensure the participation of the
targeted group/s of students. 2.3Request and inform the
identified group/s of students to attend the guidance
activity through actual and/or e-posters.

Assigned Guidance Counselor,

Psychometrician And/or Clerk

Assigned Guidance Counselor,

Psychometrician And/or Clerk

Assigned Guidance Counselor and/or Clerk
3. Preparation of Materials and Logistical Needs
3.1Reserve a venue for the activity especially if the
testing room is not available. 3.2 Prepare ahead
Activity Attendance Sheet (Blank form is stored in
Cabinet F), handout if necessary, Service Evaluation
Sheet or Customer Satisfaction Survey (Blank forms
are stored in Cabinet F), certificate and equipment.
3.3Coordinate for the installation of posters and
decoration if necessary and/or advertise the e-posters 5. Accomplishment of Activity Report
in the GCC FB Page.
3.4Coordinates for the provider of meals and snacks if and results of the evaluation tally.
there is budget allocation. 3.5 Schedule the posting of 5.2 File the report in the Guidance Activity Folder in
activity modules if delivered online through the
guidance online classroom.
4.1Request the participants to register using the
Activity Attendance Sheet (Blank form is stored in
Cabinet F).
4.2 Facilitate the conduct of guidance activity or
monitor and ensure the accessibility of online
classroom and online modules so that the students can
attend the activities according to their capacity and
convenience within the semester.
4.3Request the participants to accomplish the Service
Evaluation Sheet or Customer Satisfaction Survey
(Blank forms are stored in Cabinet F) for face-to face
session.
4.4Require students to answer the online post-test and
evaluation questionnaire as evidence of their active
participation for online mode of the program. 4.5 Take
note of students who are likely in need of counseling
based on the activity responses.
4.6 Facilitate/coordinate for the housekeeping of the
venue and safekeeping of equipment and logistical
supplies.
5.1Make a narrative report based on the actual activity
Cabinet A.

4. Implementation of Guidance Activity

F. Psychological Testing Program
Purpose

To make use of the standardized and non-standardized psychological tests as basis for the
conduct of guidance and counseling services.

Scope

All students can avail of the standardized and non-standardized psychological tests of the
center. However, there are tests that are recommended per year level and counselee may be
requested to take further tests depending on his/her needs and situation.

Responsibility and Authority

Psychometrician is tasked in the administration, scoring and profiling of test while the Guidance
Counselors are responsible for the interpretation and discussion of test results.

Related Documentation

1. Student Test Attendance Sheet

2. Test Results Folder
3. Test Answer Sheet
4. Test Interpretation Schedule

Procedure Details
RESPONSIBILITY DETAILS/DOCUMENTATION
Head of GCC
Assigned Guidance Counselors
Guidance Clerk
Psychometrician Guidance Utility
1. Process Communication Request and Schedule
1.1Coordinate and request the College Deans, and
Department Chairperson or college guidance designate to
RESPONSIBILITY DETAILS/DOCUMENTATION
Guidance Utility
Psychometrician or Assigned Guidance Counselor
Psychometrician or Assigned Guidance Counselor
Assigned Guidance Counselor
Assigned Guidance Counselor and Psychometrician
Assigned Guidance Counselor
ensure the participation of students and disseminate the
testing schedule.
1.2Coordinate and request the class representative to
disseminate the schedule and venue of testing.
1.3 Install posters or coordinate for the installation of posters
in the college bulletin boards and/or advertisement of
e-posters in the online classroom to inform and remind the
identified students.
1.4 Arranged with the counselee for the test schedule.
2. Preparation of Testing Materials and Testing Venue
2.1 Prepare sufficient number of answer sheets for the
identified examinees. 2.2Check the psychological test
booklets for unnecessary markings and make erasures if
possible.
2.3Clean and arrange the chairs and table in the testing
room.
Assigned Guidance Counselor
2.4Check if lights and ventilation devices are fully functional.
2.5 Translate non-standardized tests using online forms and
post in the online classroom to be able to evaluate or test
counselees or clients online.
3. Administration of Psychological Test
3.1Request the students to fill-out the Student Test
Attendance Sheet (Blank form is available in Cabinet F).
3.2 Provide a brief preview concerning the nature and
purpose of the psychological tests. 3.3Read in verbatim the
direction of the test.
3.4 Prompt the students when to start and end especially for
time bounded tests. 3.5 Ensure that the test is answered
properly.
3.6Collect the materials as the time ends or as soon as the
student is done with the test. 3.7 Ensure the accurate
retrieval of test materials.
3.8Request to continue filling-out the Student Test
Attendance Sheet for those who are not done.
3.9 Ensure the accessibility of online classroom where the
non-standardized tests that are translated into online forms
are posted and respond to queries and other concerns while
the counselees or clients are allowed to answer according
to their convenience within a period of time.
3.10 Use the online sheet as test attendance of counselees
or clients.
4. Scheduling of Test Interpretation
4.1 Inform the students how and when they can know and
claim their test results. 4.2Request the examinees to sign-up
for a specific date to visit the center using any of the Test
Interpretation Schedule Sheets (Blank forms are stored in
Cabinet F).
 4.3Get connected with the counselees or clients using their administration).
contact number reflected in the online form to agree for the
schedule of the test interpretation or discussion. 7. Invitation to Avail Individual Counseling Session
7.1 Invite students who are seemingly clouded with
5. Scoring of Test Answers questions and concerns for an individual counseling
5.1Check and score the test answers of the students. session.
5.2Make use of the scoring key, scoring procedure and test 7.2Confer with the concerned student for the specific
norms provided in the test manual (Copy of test manuals schedule.
are found in Cabinet D).
8. Filing of Test Results and Attendance Sheets
6. Discussion of Test Results 8.1Mark the test paper or test result with signature and date
6.1 Provide an actual copy of test results to the students. manifesting that the student is done with the test results
6.2 Facilitate the discussion of test results individually or in discussion.
groups. 8.2Combine marked test papers or test results of students in
6.3 Explain the implications of test results. a folder assigned for a specific college for filing in Cabinet
6.4Request the students to fill-out the Student Test B.
Attendance Sheet (Shall use the same sheet during the test
G. Psychological Testing Services for External Agencies
Purpose

To evaluate job applicants from external agencies with the use of standardized
psychological tests.

Scope

This is extended to external agencies that are seeking assistance in evaluating applicants for
employment purposes.

Responsibility and Authority

The Psychometrician and the Guidance Counselors are expected to collaborate in the test
administration, scoring of answers, profiling of scores, and writing of narrative psychological test
report.

Related Documentation

1. Guidance and Counseling Services Logbook

2. Test Result Logbook
3. Applicants Test Attendance
4. Psychological Test Report
5. Payment Slip

Procedure Details

RESPONSIBILITY DETAILS/DOCUMENTATION
Psychometrician and/or
Head of the
Guidance Center Psychometrician
1. Receipt of Communication Request
1.1Receive the communication request.
1.2Request the bearer of communication request to sign
the GC Services Logbook (Kept at the Front Desk).
RESPONSIBILITY DETAILS/DOCUMENTATION
1.3 Endorse the request to the Head of the GCC
especially when the agency is a new clientele.
2. Schedule the Administration of Psychological Test
2.1 Arrange with the bearer or the examinees for the
schedule of the test administration. 2.2 Issue Payment
Slip (Blank form is stored in Cabinet F) to the bearer or
examinees so that the testing fee can be paid to the
cashier’s office.

Psychometrican or Assigned Guidance Counselor
properly.
3.6Collect the materials as the time ends or as soon as the
examinee is done with the test. 3.7 Ensure the accurate
retrieval of test materials.
3.8 Inform the examinee when he/she can claim the
Psychological Test Report.

4. Scoring of Test Answers

4.1Check and score the test answers of the clients.
4.2Make use of the scoring key, scoring procedure and test
norms provided in the test manual (Copy of test manuals
Psychometrican or Assigned Guidance Counselor are found in Cabinet D).

5. Submission of Psychological Test Report

Psychometrican or Assigned Guidance Counselor
5.1Make a narrative report based on the implications of the
3. Administration of Psychological Test
salient results of the test data. 5.2Have the Psychological
3.1Request the examinees to present the official receipt of
Test Report noted by the Head of the GCC in two (2)
the testing fee and fill-out the Applicants Test Attendance
copies. 5.3 Enclose and seals the Psychological Test
and Release of Information Form (Blank forms are stored
Report in a letter-size envelope. 5.4 Inform the agency or
in Cabinet F).
examinee to claim the test report.
3.2 Provide a brief preview concerning the nature and
5.5Request the agency representative or examinee to sign
purpose of the psychological tests. 3.3Read in verbatim the the Test Result Logbook (Kept at the Front Desk) upon
direction of the test. claiming.
3.4 Prompt the examinee when to start and end especially
for time bounded test. 3.5 Ensure that the test is answered

Psychometrician 6. File the office copy of the Psychological Test Report along with the scored test answers and
consent form in the folder intended for Test Results for External Agencies in Cabinet B.
H. Services for Common Office Concerns

Purpose

To attend common concerns of clients such as inquiries, consultation, request for

certification and request for office documents

Scope

This is intended to accommodate students, instructors, parents, external agencies or even

community residents whose needs are relating to the aforementioned purposes.

Responsibility and Authority

The Psychometrician as the front desk in-charge is tasked to accommodate inquiries,

consultation, request for certification and request for office documents. However, the utility man
and any of the counselors can be assigned to attend this responsibility in the absence of the
Psychometrician.

Related Documentation
1. Copy of Communication Request
2. Document Control Logbook
3. Certification Form

Procedure Details

RESPONSIBILITY DETAILS/DOCUMENTATION
 Request Slip (Blank form is stored in Cabinet F) for
face-to face transaction.
Guidance Clerk and/or 1.5 For queries made through the mobile numbers and/or
Psychometrician institutional email of the center on request for
1. Reception of Client and/or Communication Request documentation and certification of attendance with the
1.1Greet and ask the client to take a seat. guidance activities, ask the client to accomplish the
1.2 Take note of the client’s concerns. Online Request Slip at the GCC FB Page or Online
1.3Receive and record the communication request in the Classroom.
document control logbook. 1.4 Ask the client to fill-out the
RESPONSIBILITY DETAILS/DOCUMENTATION
online.

Guidance Clerk and/or 3. Provision of Services or Addressing the Request

Psychometrician 3.1 Provide necessary information to address his/her
concerns.
3.2 Issue Certification based on the verified record or data
of the center (Blank form is stored in Cabinet F) for
face-to-face transaction.
Psychometrican or Assigned Guidance Counselor 3.3 Send the e-copy of Certification through the institutional
2. Initial Action email or personal email of the client for request done
2.1 Ask relevant details to be able to address the concern. through the Online Request Slip.
2.2 Endorse the client or communication request to the 3.4 Provide photocopy of document or documented
Head of the GCC or to the concerned Guidance Counselor information on request relating to accreditation or quality
when the presenting concern is beyond his/her authority. assurance system of the university or send the e-copies of
2.3 Inform the client when can he/she avail of the services documents to the institutional email or personal email of the
or claim the requested document or certification whether client or requesting person.
the transaction or query is made through face-to-face or
Forms for Services and Activities

Activity Attendance Sheet

Applicants Test Attendance
Career Guidance Evaluation Sheet
Certification
Clearance Slip

Consent to Avail Counseling Services

Counseling Attendance Sheet
Daily Time Log
Data Protection Transmittal Form
Freshmen Orientation and Awareness Attendance

Sheet
Freshmen Orientation and Awareness Evaluation
Sheet

Freshmen Orientation Program Pre-Registration

Slip

Payment Slip
Radio Program Topic Registry Sheet
Referral Form
Relationship and Resiliency Seminar Evaluation
Sheet

Release of Information Form

Request Slip
Student Data Sheet—Counseling (Page 1)
Student Data Sheet—Counseling (Page 2)
Student Needs Assessment Inventory (Page 1)
Student Needs Assessment Inventory (Page 2)
Students Test Attendance
Test Interpretation Schedule (Group, Page 1)
Test Interpretation Schedule (Group, Page 2)
Test Interpretation Schedule (Group and Individual)
Test Interpretation Schedule (Individual)

Compiled and Prepared by:

NOEL E. MARGATE, RGC

Head, Guidance and Counseling Center

Noted by:

PROF. RAUL M. EBUÑA

Director, Office of Student Affairs