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Bicol University
Code of 2016
 PREFACE

One important characteristic of any organization is its dynamic nature.

Organizations continue to innovate to be able to adapt and respond to the changing
environment and to enhance organizational performance. Bicol University is no
exception. Since its creation in 1969, Bicol University has undergone numerous
organizational innovations in its life cycle. It has increased its program offerings resulting
to an expanded scope and more complex operations.

Realizing the aforementioned need, Bicol University has attempted several times
to revise its Code in support of its thrusts and operations and to capture important
developments in the higher education landscape. The last attempt to revise the Code
was made in 2006 when a committee was constituted, headed by the Vice President for
Administration, to review and introduce revisions in response to some comments at that
time. The review process was continued during the next administration, but it was
overtaken by some important events and other priorities.

It took, therefore, almost ten years before the proposed revisions were put into a
single document, taking off from the output of the two committees that were created for
this purpose. The Bicol University Code of 2016 will, henceforth, be the University’s
statement of purpose and will be its guide in its discharge of duties and responsibilities,
as it endeavors to accomplish its mission “to give professional and technical training, and
provide advanced and specialized instruction in literature, philosophy, the sciences and
the arts, besides providing for the promotion of scientific and technological research” as
stated in RA 5521. The University thereby ensures cohesive moves and strategies in
support of its mission, while gaining greater recognition locally and internationally.

Although the document has undergone painstaking study by the committee and
meticulous review by the academic community and Administrative Council, it cannot claim
perfection and would likely invite again comments and suggestions from the academic
community. This is, however, the best attempt at capturing all the details necessary to
clarify all functions, roles, responsibilities, and guidelines that will allow the smooth flow
of transactions in all offices. That some of such details were overlooked is always
possible, but nonetheless its usefulness and applicability is assured.

The Bicol University Code of 2016 would not have seen the light of day without the
support and commitment of the committee which put this document together, and of the
Deans, Directors, and Heads of Offices/Units who made the final review.
Acknowledgments and thanks are in order for these dedicated men and women of Bicol
University who walked the “extra mile” to ensure the completion of this document.

ARNULFO M. MASCARIÑAS, Ph.D.

SUC President IV

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Table of Contents
General Provisions 1
Chapter 1 Title and Coverage ii 1
Chapter 2 Declaration of Mission, Policies, Powers and Responsibilities 1

Title One University Governance 2

Chapter 1 The Board of Regents 2

Chapter 2 The Academic Council 5

Chapter 3 The Administrative Council 5
Chapter 4 University Administration 6
Chapter 5 Office of the University President 7
Chapter 6 Office of the Vice President for Administration and Finance 10
Chapter 7 Office of the Vice President for Academic Affairs 15
Chapter 8 Office of the Vice President for Research, Development, and Extension 18
Chapter 9 Office of the Vice President for Planning and Development 24
Chapter 10 Academic and Academic Support Units of the University 26

Title Two Instruction Function 27

Chapter 1 Curriculum 27
Chapter 2 Academic Staff 28
Chapter 3 Faculty Workload 29
Chapter 4 Academic Rights of the Faculty 30
Chapter 5 Faculty Compensation and Promotion of Faculty Members 31
Chapter 6 Tenure of Faculty Members 31
Chapter 7 Faculty Exchange Program 31
Chapter 8 Visiting Professors 32
Chapter 9 Fellowships/Scholarships 32
Chapter 10 Administrative and Support Personnel 32
Chapter 11 Compensation and Promotion of Administrative and Support Personnel 33
Chapter 12 Benefits and Privileges 34
Chapter 13 Privileges of Retired Employees and/or Academic Staff 37
Chapter 14 Employee Conduct and Discipline 38
Chapter 15 Special Detail 39
Chapter 16 General Restrictions and Other Regulations 39

Title Three Business and Financial Transactions 40

Chapter 1 University Property 40
Chapter 2 Procurement and Requisition 41
Chapter 3 University Budget 42
Chapter 4 Investment 43

Title Four Academic Regulations 43

Chapter 1 Academic Calendar and Classes 43
Chapter 2 Policies and Rules on Admission and Registration 44

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 Chapter 3 Attendance and Residence Rule 49
Chapter 4 Curricular Changes 49
Chapter 5 Grading System, Examinations, Scholastic Performance 50
Chapter 6 Scholastic Performance 52
Chapter 7 Graduation Regulations 54

Title Five The University Academic Departments 56

Chapter 1 The University Academic Departments 56

Title Six The Graduate School 57

Chapter 1 Basic Policies 57
Chapter 2 Organization 58

Title Seven Student Affairs 58

Chapter 1 Student Affairs and Services 58
Chapter 2 Students 62
Chapter 3 Curricular Consultation Services 64
Chapter 4 Curricular and Co-Curricular Activities 64

Title Eight The University Library 66

Title Nine The National Service Training Program 66

Title Ten Research, Development and Extension 67

Chapter 1 Definition and Nature of Research, Development, and Extension 67
Chapter 2 General Principles 67
Chapter 3 The University Research and Development Extension Council 68
Chapter 4 Implementation of Research, Development and Extension Functions 69

Concluding Title 70
Amendment, Enclosures, Repealing Clause and Effectivity Clause 70

Annex Organizational Structure A

Annex A Organizational Chart A
Office of the VP for Academic Affairs A
Office of the VP for Administration and Finance B
Office of the VP for Planning & Development B
Office of the VP for Research Development and Extension C
Annex B Board Resolution D

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Acronyms

PPAs Programs, Projects and Activities

CHED Commission on Higher Education
NEDA National Economic and Development Authority
DOST Department of Science and Technology
DBM Department of Budget and Management
SUCs State Universities and Colleges
BOR Board of Regents
VPAA Vice President for Academic Affairs
VPA Vice President for Administration
VPRDE Vice President for Research, Development and Extension
VPPD Vice President for Planning and Development
VPAF Vice President for Administration and Finance
PMS Presidential Management Staff
LAO Legal Affairs Office
IAS Internal Audit Services
IRO International Relations Office
ICTO Information and Communications Technology Office
CPRO Communication and Public Relations Office
ARO Alumni Relations Office
BUGAAI BU General Alumni Association, Inc.
GDC Gender and Development Center
GAD Gender and Development
HRMDO Human Resource Management and Development Office
PMO Procurement Management Office
SPMO Supply and Property Management Office
RMO Records Management Office
MSO Motorpool Service Office
SSO Security Services Office
FMD Financial Management Division
BO Budget Office
AO Accounting Office
CO Cashier’s Office
IQAO Internal Quality Assurance Office
AO Admissions Office
URO University Registrar’s Office
OSAS Office of Student Affairs and Services
LS Library Service
UHS University Health Services
LC Language Center
CTE Center for Teaching Excellence
NSTP National Service Training Program
RDMD R and D Management Division
EMD Extension Management Division
PKMD Publication and Knowledge Management Division
IPMD Intellectual Property Management Division

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 PDO Planning and Development Office
PDMO Physical Development and Maintenance Office
SPPO Special Project Preparation Office
RGPAMO Resource Generation and Physical Assets Management
Office
BAO Business Affairs Office

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 GENERAL PROVISIONS

CHAPTER 1
TITLE AND COVERAGE

Section 1. This document shall be known as the “BICOL UNIVERSITY CODE OF 2016”
or the “BU Code of 2016”.

Section 2. The code shall be applicable to Bicol University (BU) and other schools/higher
educational institutions that will be integrated to the University.

CHAPTER 2
DECLARATION OF MISSION, POLICIES, POWERS, AND RESPONSIBILITIES

Section 1. Bicol University, a non-sectarian and non-profit state institution of higher

learning, was established under Republic Act No. 5521.

Section 2. The mission of the University, pursuant to its Charter (RA 5521) is to “give
professional and technical training, and provide advanced and specialized instruction in literature,
philosophy, the sciences and arts, besides providing for the promotion of scientific and
technological researches.”

Section 3. Along with instruction and research functions, the University shall undertake
extension of knowledge and technology produced by the academe to the community. Special
attention shall be given to the emerging concern of production to enhance institutional capabilities.

Section 4. In the pursuit of its mission, the University shall promulgate and implement
programs, projects, and activities (PPAs) in accordance with the declared state policies on
education and other pertinent provisions of the Philippine Constitution on education, science and
technology, arts, culture, and sports, as well as the policies, standards and thrusts of the
Commission on Higher Education (CHED).

Section 5. The powers of the University, in addition to those provided for in the
Constitution of the Philippines, shall be those stipulated in the Charter and the pertinent provisions
of the Corporation Law and others as may hereafter be provided by law.

Section 6. Bicol University, as an institution of higher learning, shall enjoy academic

freedom and institutional autonomy pursuant to paragraph 2, Section 5, Article XIV of the 1987
Constitution of the Republic of the Philippines.

Section 7. The University color shall be sky blue. The seal of Bicol University shall be
that which is approved by its Governing Board.

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 TITLE ONE
UNIVERSITY GOVERNANCE

CHAPTER 1
THE BOARD OF REGENTS

Section 1. The governing body of Bicol University shall be vested in the Board of Regents
(BOR), composed of the following (Sec. 3, RA 8292):

(a) Chairperson or Commissioner of the Commission on Higher Education, Chairperson;

(b) President of the University, Vice Chairperson;

(c) Chairpersons of the Congressional and Senate Committees on Education and Culture,
Member;

(d) Regional Director of the National Economic Development Authority (NEDA) where the
main campus of the university or college is located, Member;

(e) Regional Director of the Department of Science and Technology (DOST) in case of
science and technological colleges; and/or the Regional Director of the Department
of Agriculture for agricultural colleges, Member;

(f) President of the Faculty Federation Association, Member;

(g) President of the Supreme Student Council or the student representative elected by the
student council: Provided, That in the absence of a student council president or student
representative elected by the student council, the university or college shall schedule
one (1) week for the campaign and election of a student representative, Member;

(h) President of the Alumni Association of the university, Member;

(i) Two (2) prominent citizens residing in the city or province where the school is located
who have distinguished themselves in their profession or field of specialization chosen
from a list of at least five (5) persons qualified, as recommended by the search
committee constituted by the President in consultation with the Chairperson of the
CHED based on the normal standards and qualifications for the position. They shall
be appointed private sector representatives by the Board of Regents upon
recommendation of a duly constituted search committee.

Section 2. The Board of Regents shall regularly convene at least once every quarter.
However, the Chair of the Board of Regents may call a special meeting whenever necessary as
long as members are notified in writing at least three days (3) prior to such meeting.

A majority of all members holding office shall constitute a quorum of board meetings;
provided, that the Chair of the Commission on Higher Education, who is the Chair of the Board,
or the President of the University is among those present in the meeting. In the absence of the
Chairperson of the CHED, a Commissioner of the CHED, duly designated by him may represent
him in the meeting with all the rights and responsibilities of a regular member; provided, however,
that in the said meeting, the President of the University as Vice Chairperson shall act as presiding
officer. Provided further, that this provision notwithstanding, the Chairperson of the CHED is

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hereby authorized to designate a CHED Commissioner as regular Chair of the Board, in which
case the said CHED Commissioner shall act as the presiding officer.

Section 3. The Board of Regents of Bicol University shall be vested with powers and
duties as provided for in RA 8292 as follows:

(a) Enact rules and regulations not contrary to law as may be necessary to carry out the
purposes and functions of the University;

(b) Receive and appropriate all sums as may be provided for the support of the University,
in the manner it may determine, in its discretion, to carry out the purposes and
functions of the University;

(c) Receive in trust, legacies, gifts, and donations of real and personal properties of all
kinds, to administer and dispose the same when necessary for the benefit of the
University, subject to limitations, directions and instructions of donors, if any. Such
donations shall be exempt from all taxes and shall be considered as deductible items
from the income tax of donor;

(d) Fix the tuition fees and other necessary school charges such as, but not limited to,
matriculation fees, graduation fees, and laboratory fees that the Board may deem
proper to impose after due consultation with the involved sectors;

(e) Adopt and implement a socialized scheme of tuition and other school fees for greater
access to poor but deserving students;

(f) Authorize the construction or repair of its buildings, machineries, equipment, and other
facilities, and the purchase and acquisition of real and personal properties including
necessary materials and equipment. Purchases and other transactions entered into
by the University through the Board of Regents shall be exempt from all taxes and
duties;

(g) Upon the recommendation of the University President, appoint or designate Vice
Presidents, Deans, Directors, Heads of Departments, Faculty Members, and other
officials and employees;

(h) Fix and adjust salaries of faculty members and administrative officials and employees
subject to the provisions of the revised compensation and classification system and
other pertinent budget and compensation laws governing hours of service, and such
other duties and conditions as it may deem proper; to grant them, at its discretion,
leaves of absence under such regulations as it may promulgate, any provisions of
existing law to the contrary notwithstanding, and remove them for cause in accordance
with the requirements of due process of law;

(i) Approve the curricular, institutional programs and rules of discipline drawn by the
administrative and academic councils as herein provided;

(j) Set policies on admission and graduation of students;

(k) Award honorary degrees upon persons in recognition of outstanding contribution in

the field of education, public service, arts, science and technology, or in any field of

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 specialization within the academic competence of the University, and to authorize
award of certificates of completion of non-traditional courses;

(l) Absorb non-chartered tertiary institutions within the respective provinces in

coordination with the CHED and in consultation with the Department of Budget and
Management, and offer the needed programs or courses, to promote and carry out
equal access to educational opportunities mandated by the Constitution;

(m) Establish research and extension centers of the University where such will promote
the development of the latter;

(n) Establish professorial chairs in the University and provide fellowships for qualified
faculty members and scholarships for deserving students;

(o) Delegate any of its powers and duties provided herein to the president and/or other
officials of the University as it may deem appropriate so as to expedite the
administration of the affairs of the University;

(p) Collaborate with other governing boards of other SUCs within the country, in
consultation with the Department of Budget and Management, on the restructuring of
the colleges and universities to become more efficient, relevant, productive, and
competitive;

(q) Enter into joint ventures with the business and industry sectors for the profitable
development and management of the economic assets of the University, the proceeds
from which are to be used for the development and strengthening of the University;

(r) Develop consortia and other forms of linkages with local government units, institutions,
and agencies, both public and private, local and foreign, in furtherance of the purposes
and objectives of the University;

(s) Develop academic arrangements for institution capability-building with appropriate

institutions and agencies, public or private, local or foreign, and to appoint
experts/specialists as consultants, or visiting or exchange professors, scholars, or
researchers, as the case may be;

(t) Set up the adoption of modern and innovative modes of transmitting knowledge such
as the use of information technology, the dual system, open learning, community,
laboratory, etc., for the promotion of greater access to higher education;

(u) Establish policy guidelines and procedures for participative decision-making and
transparency within the University;

(v) Privatize, where most advantageous to the University, management and non-
academic services such as health, food, building or grounds or property maintenance,
and other similar activities;

(w) Extend the term of the University President beyond the age of retirement, but not later
than the age of seventy (70), whose performance has been unanimously rated as
outstanding and upon unanimous recommendation by the Search Committee; and

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 (x) Authorize external management audit of the University, and institute reforms including
academic and structural changes on the basis of audit results and recommendations.

CHAPTER 2
THE ACADEMIC COUNCIL

Section 1. There shall be a University Academic Council with the President as

chairperson, and all members of the instructional staff with the rank not lower than Assistant
Professor as members. The composition of the academic council shall be in accordance with
existing laws, rules and regulations.

Section 2. The President of the University shall be the Presiding Officer of the University
Academic Council, or in his absence, the Vice President for Academic Affairs. The Secretary of
the University, appointed by the Board of Regents, shall be the ex-officio secretary of the council.

Section 3. The Academic Council shall have the power to review and recommend the
curricular offerings and the rules of discipline of the University; fix the requirements for admission
of students as well as their graduation and the conferment of degrees subject to the approval of
the Board of Regents through the President of the University.

Section 4. The Council shall have a minimum of one (1) but not more than two (2) regular
meetings per semester. A special meeting, however, may be called by the University President,
or when it is requested in writing by at least two-thirds of the members of the Council.

To conduct a valid meeting, either the University President or the Vice President for
Academic Affairs, or both, should be present and a simple majority of the Council members should
also be present. A set of house rules shall govern the conduct of meetings of the Academic
Council.

It shall be the duty of every member to attend all Academic Council meetings except for
justifiable reason. The Council may authorize non-members to attend and participate in its
deliberations, but without the right to vote.

Section 5. There shall be standing committees that may be created by the Academic
Council in accordance with the functions stipulated in existing laws. The specific tasks of these
committees shall be incorporated in the house rules of the council.

CHAPTER 3
THE ADMINISTRATIVE COUNCIL

Section 1. There shall be a University Administrative Council consisting of the University

President as Chairperson, the Vice Presidents, Deans, Directors, and other officials of equal rank
as members (RA 8292).

The President of the University shall be the Presiding Officer of the University
Administrative Council, or in his absence, the Vice President for Administration. The Secretary
of the University, appointed by the Board of Regents, shall be the ex-officio secretary of the
council.

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 Section 2. The Council shall review policies governing the administration, management,
and development planning of the University, and recommend them to the Board of Regents for
appropriate action (Sec. 9, RA 8292).

Section 3. The Council shall meet at least once every quarter A special meeting,
however, may be called by the University President, or when it is requested in writing by at least
two-thirds of the members.

To conduct a valid meeting, there should be a quorum which consists of a simple majority
of its members. The conduct of meetings shall be governed by the house rules of the
Administrative Council. Non-members of the Council may be authorized to attend and participate
in its deliberations, but without the right to vote.

Section 4. There shall be standing committees that may be created by the Administrative
Council based on identified general areas of administrative concerns and incorporated in the
house rules of the Council.

CHAPTER 4
UNIVERSITY ADMINISTRATION

Section 1. The officers of the University are as follows: University President, the Vice
Presidents, the University and Board Secretary, the academic and non-academic Deans and
Directors, the University Registrar, and other Chiefs of Divisions/Offices exercising supervisory
functions.

Section 2. The Chief Executive Officer of the University shall be the President who shall
be appointed by the Board of Regents upon the recommendation of a duly constituted search
committee. He shall serve a term of four (4) years on a full-time basis, and shall be eligible for
reappointment for another term, subject to the provisions of existing laws.

Section 3. The powers of the President shall be those provided for under the existing
laws. He/she shall perform duties and responsibilities that are delegated and conferred upon him
by the Board of Regents. The University President may delegate certain authorities to the Vice
Presidents in order to promote effectiveness, efficiency, and economy in the delivery of services.

Section 4. There shall be four (4) Vice Presidents who shall assist the University
President and supervise key offices of the University, namely: Vice President for Administration
and Finance, Vice President for Academic Affairs, Vice President for Research, Development,
and Extension, and Vice President for Planning and Development.

Section 5. The Board of Regents shall appoint a University and Board Secretary who
shall serve as such and the Board of Regents of the University (RA 8292, Sec. 7). The Secretary
of the Board of Regents and the University shall have the following duties and responsibilities:

(a) Prepare agenda for all regular and special meetings of the Board of Regents and
deliver the same to the Chairman and members of the Board at least 10 days before
each scheduled meeting;

(b) Transcribe the minutes of each meeting and have the transcribed minutes attested by
the Chair/Presiding Officer;

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 (c) Prepare and issue other excerpts of minutes and/or certification on certain policies
promulgated by the Board of Regents;

(d) Keep custody of all records of policies/actions approved by the Board of Regents;

(e) Act as secretary of the Administrative Council, Academic Council, and other bodies
that may be formed or created by the University and the Board of Regents;

(f) Consolidate the proposed agenda and issue notices of meetings of committees
created, and take down minutes of the proceedings thereof;

(g) Keep custody of classified records, issue excerpts of or certification of action upon
request of authorized employees or officials; and

(h) Perform other duties and responsibilities that may be directed by the University
President and the Board of Regents.

Section 6. The administration of each campus/college/institute of the University shall be

vested in the Dean or Director of the college or campus who shall be designated by the University
President subject to confirmation by the Board of Regents. His/her term of office shall be one (1)
year pursuant to existing laws, rules and regulations without prejudice to re-designation or earlier
termination.

Section 7. The Dean/Director shall be the Chairperson of the College Academic/

Administrative Council and the chief administrative officer of the college/campus/institute. Under
the direct supervision of the President, the Dean/Director shall perform both academic and
administrative duties and functions as follows:

(a) Preside over the meetings of the faculty to formulate and recommend policies and
plans pertaining to instruction, research, extension, and production functions of the
college;

(b) Oversee the academic programs and activities of the college to ensure conformity with
approved policies and guidelines;

(c) Oversee the preparation of the institutional development plans and budget of the
college.

(d) Supervise the administrative support staff; and

(e) Perform other functions necessary for the smooth and effective operation of the
college, subject to authority granted by the President or Board of Regents.

CHAPTER 5
OFFICE OF THE UNIVERSITY PRESIDENT

Section 1. The Office of the University President shall consist of the following offices/units
which directly report to the University President and perform specialized functions:

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 (a) Presidential Management Staff
(b) Legal Affairs Office
(c) Internal Audit Services
(d) International Relations Office
(e) Information and Communications Technology Office
(f) Communication and Public Relations Office
(g) Alumni Relations Office
(h) Others that may be created depending on the need

Section 2. The Office of the Presidential Management Staff shall assist the University
President in the performance of his/her duties and responsibilities. It shall be composed of
Special Assistants as needed, Executive Assistant/s, and a pool of Administrative
Assistants/Aides, and headed by a Chief Presidential Management Staff.

Section 3. The Legal Affairs Office shall have the main responsibility of ensuring that the
University is legally represented and provided with legal advice and counseling, and of seeing to
it that all contracts, deeds and conveyances, and legal documents are in order. The Office shall
have the following duties and responsibilities:

(a) Litigate all court cases where the interest of the University is being challenged or when
the University is a party to a law suit;

(b) Coordinate and work closely with the Office of the Solicitor-General for university
cases;

(c) Represent the University on legal matters;

(d) Provide legal advice and counseling for the University;

(e) Assist in any administrative investigation of the University;

(f) Formulate, review, and keep records of all legal documents concerning the University;
and

(g) Perform other duties and responsibilities as may be assigned by the University
President.

Section 4. The Internal Audit Services shall be in charge of internal auditing functions as
defined in the government manual for auditing and accounting procedures. It shall have the
following functions:

(a) Advise the University President on all matters related to management control and
operations audit;

(b) Conduct management and operations performance audit of the University and
determine the degree of compliance with the mandate, policies, government
regulations, set objectives and targets, systems and procedures/processes, and
contractual obligations;

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 (c) Review and appraise systems, procedures/processes, organizational structure, assets
management practices, financial management records, reports, and performance
standards of the University;

(d) Analyze and evaluate management deficiencies, and recommend realistic empirical-
based courses of action to the top management; and

(e) Perform other related duties and responsibilities as may be assigned by the University
President

Section 5. The International Relations Office shall be in charge of building viable

international relations with academic institutions, research organizations, and other entities
abroad. The Office shall:

(a) Spearhead and explore linkages with foreign organizations, networks, and
associations for prospective programs and projects;

(b) Promote good international public relations and goodwill for the University;

(c) Plan and implement capability-building activities promoting efforts for international
recognition for the University;

(d) Coordinate, monitor, and assess international recognition efforts in the University;

(e) Represent the University in international meetings when required; and

(f) Perform other duties and responsibilities that may be assigned by the University
President.

Section 6. The Information and Communications Technology Office shall perform the
following functions:

(a) Plan, develop, and manage the information system of the University which includes
system analysis, programming and information-system-development-related
activities, and web development and maintenance to support university functions;

(b) Plan, develop, and manage the information technology infrastructure of the University
which includes local area networks, wide area networks, connections to outside
networks such as internet, and system administration;

(c) Provide maintenance and support services related to hardware and software and other
information technology concerns;

(d) Monitor, evaluate, and recommend appropriate actions based on the compliance to
policies, rules, and regulations related to university, national, and global laws on
information technology;

(e) Coordinate with other institutions on information-technology-related initiatives and

concerns; and

(f) Perform other functions as may be assigned by the University President.

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 Section 7. The Communication and Public Relations Office shall have the primary
function of coordinating the dissemination of information to the public in order to build a positive
and strong relationship between the University and its various stakeholders. The Office shall:

(a) Maintain the website of the University in coordination with the Information and
Communications Technology Office;

(b) Prepare information materials and news updates about the University for
dissemination to relevant public and stakeholders;

(c) Coordinate with other units/offices of the University concerning information

dissemination; and

(d) Perform other functions as may be assigned by the University President.

Section 8. The Alumni Relations Office shall be the nerve center of the University that
shall liaise with the BU General Alumni Association and various alumni organizations within and
outside the country. The Office shall:

(a) Plan and implement alumni, donor, and special events and programs to engage
alumni, parents, donors, and current students;

(b) Serve as liaison for various alumni associations and chapters within and outside the
country;

(c) Coordinate and promote programs for the alumni and students to keep them
connected and involved with the university and one another; and

(d) Perform other functions that may be assigned by the University President.

CHAPTER 6
OFFICE OF THE VICE PRESIDENT FOR
ADMINISTRATION AND FINANCE

Section 1. The Vice President for Administration and Finance shall ensure the efficient
and effective delivery of services along human resource management, financial management,
physical resources management, and administrative management in support of the instruction,
research, extension, and production functions of the University. He/she shall:

(a) Devise innovative mechanisms for efficient delivery of administrative support services;

(b) Ensure the proper utilization and upkeep of physical facilities;

(c) Recommend recruitment, promotion, and human resource development plans for the
employees;

(d) Supervise, monitor, and evaluate the performance of the various offices under his/her
jurisdiction;

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 (e) Serve as ex-officio chair of university committees formed to act on administrative and
financial matters; and

(f) Perform other functions as may be delegated by the University President.

Section 2. The offices under the Vice President for Administration and Finance are the:
(a) Administrative Services Division and (b) Financial Management Division.

Section 3. The Administrative Services Division shall be headed by a Chief Administrative

Officer whose qualifications and tenure will be in accordance with applicable Civil Service laws
and rules.

The division shall ensure that support services are provided to instruction, research,
extension, and production relative to human resource management and development,
procurement, and records management. It shall see to it that the University adheres to
management policies and other existing laws, rules, and regulations of the government. The
sections/offices under this division are:

(a) Human Resource Management and Development Office

(b) Procurement Management Office
(c) Supply and Property Management Office
(d) Records Management Office
(e) Motorpool Services Office
(f) Security Services Office
(g) General Services Office

Section 4. The Human Resource Management and Development Office shall take charge
of planning, implementing, and managing recruitment, and is responsible for all the recruitment,
training, career, and organizational development initiatives of the University. It shall:

(a) Oversee the recruitment and evaluation of personnel based on the needs of the
University;

(b) Assist in the selection of the most qualified applicant for the position based on
prescribed criteria;

(c) Conduct employee orientation to provide newly-hired personnel with enough

information for them to adjust to their new job and help them perform their roles
effectively;

(d) Conduct job performance appraisal as basis for rewards and incentives, and for human
resource development;

(e) Plan and implement a human resource development program to improve personal,
group, and organizational performance and effectiveness; and

(f) Perform other functions that may be assigned by higher authorities.

Section 5. The Procurement Management Office shall take charge of the procurement
planning of goods and services, purchasing, contract management, and monitoring of
procurement activities. It shall:

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 (a) Coordinate and monitor all procurement activities of the University;

(b) Provide technical assistance to the end-users in the preparation of their Annual
Procurement Plans (APPs) and Project Procurement Management Plans (PPMPs);

(c) Manage and monitor all phases of the procurement process;

(d) Create and maintain a price monitoring list of goods and services regularly procured
by the University and a list of suppliers, contractors, and consultants;

(e) Provide secretariat services for the Bids and Awards Committee of the University; and

(f) Be responsible for all post-award contract management and administration activities
such as compliance monitoring of procurement contract, review and assessment of
performance, and others.

Section 6. The Supply and Property Management Office shall be the overall in charge of
the acquisition of new properties, equipment, and materials, their utilization, and the disposition
of unserviceable items or equipment and materials no longer needed by the University. The office
shall:

(a) Inspect, receive, and accept goods and services procured;

(b) Maintain a stock inventory of basic office supplies and be responsible for the issuance
of supplies and materials to end-users following prescribed procedures and necessary
documentations;

(c) Have custody of supplies, materials, and equipment of the university;

(d) Maintain a university property database (excluding buildings and library books); and

(e) Conduct disposal/condemnation/destruction of unserviceable properties in

accordance with prescribed rules and regulations.

Section 7. The Records Management Office shall be in charge of the management of all
records of the University throughout its life cycle. It shall take charge of the systematic and
efficient control of the creation, maintenance, and destruction of records along with the business
transactions associated with them. The functions of the office include the following:

(a) Plan the information needs of the University;

(b) Create, approve, and enforce policies and practices regarding records including their
organizational disposal;

(c) Develop a records storage plan;

(d) Identify, classify, and store records;

(e) Coordinate access to records internally and outside the University taking note of
business confidentiality, data privacy, and public access;

12
 (f) Identify and maintain records per specified retention period; and

(g) Execute a retention policy in the disposal of records which are no longer required for
operational reasons.

Section 8. The Motorpool Services Office shall have the overall responsibility of ensuring
the proper maintenance and roadworthiness of all University vehicles and farm machineries. The
Office shall:

(a) Schedule vehicles for official trips and the regular maintenance of vehicles;

(b) Promptly deploy drivers and dispatch vehicles for official travels of officials, personnel,
and students;

(c) Certify the roadworthiness of all vehicles prior to the approval of travels by the Vice
President for Administration and Finance;

(d) Supervise Motorpool personnel, evaluate their performance, impose discipline, and
validate complaints of passengers against erring drivers;

(e) Submit annual repair plan to support funding for repair of vehicles to ensure that all
vehicles are in good running condition;

(f) Recommend disposal of unserviceable vehicles and spare parts and prepare reports
and office plans; and

(g) Perform other functions as may be assigned by higher authorities.

Section 9. The Security Services Office shall protect all the properties and physical
facilities of the University including its personnel and students. It shall maintain peace and order
within the University campus and premises at all time.

Section 10. The General Services Office shall be responsible for providing the University
with all its cleaning and janitorial requirements at all times, and shall see to it that cleanliness,
sanitation, and orderliness are maintained in all areas of the University and its surrounding
premises. The Unit shall also manage the handling and disposal of wastes as well as
the maintenance of indoor and outdoor grounds and landscaping. The office shall:

(a) Supervise maintenance and janitorial works in the University buildings and grounds;

(b) Maintain cleanliness, sanitation, and orderliness in University facilities;

(c) Provide maintenance and repair assistance as needed by University offices;

(d) Establish a system of monitoring and reporting of University facilities;

(e) Institute a University waste management program to include segregation, collection,
and disposal in compliance with the ecological solid waste management program;

13
 (f) Formulate, subject to approval by higher authorities, policies on: (i) shift schedules and
area assignments, (ii) cleaning tasks and frequencies, (iii) cleaning equipment and
supplies, and (iv) rules on leaving assigned work areas, uniform, injuries, and illness.

Section 11. The Financial Management Division shall oversee the planning, coordination,
utilization, and management of the financial resources of the University. It shall be headed by the
Chief Financial Management Officer whose qualifications and tenure shall be in accordance with
applicable Civil Service laws and rules. The Division shall:

(a) Provide support to instruction, research, extension, production, and administrative

programs of the University through sound financial management;

(b) Develop and implement systems and procedures that shall produce accurate records
and safeguard assets of the University, and ensure accountability for all financial
transactions;

(c) Recommend policies for efficient utilization of the University’s financial resources;

(d) Implement financial management protocol, rules, and regulations; and

(e) Perform other functions as maybe assigned by higher authorities.

The sections/offices under this Division are: (a) Budget Office; (b) Accounting Office; and
(c) Cashier’s Office.

Section 12. The Budget Office shall be responsible for the programming and proper
allocation of financial resources to the plans, programs, and activities of the University. It shall:

(a) Review the budget proposals submitted by the different colleges, offices, and units
and consolidate them for submission to the national government;

(b) Review and consolidate proposals submitted for income utilization by the colleges,
offices, and units for approval by the Board of Regents;

(c) Take charge of budget allocation and budget realignment to meet financial
requirements of the University and the various colleges and offices;

(d) Evaluate and endorse specific fund allocation requests; and

(e) Perform other functions as maybe assigned by higher authorities.

Section 13. The Accounting Office shall be responsible for recording and reporting the
cash flow transactions of the University, and maintaining financial control. Its functions include:

(a) Pre-auditing of claims and financial transactions;

(b) Maintaining the books of accounts of the University;

(c) Preparing various financial accounting reports; and

14
 (d) Providing technical assistance on matters concerning financial transactions of the
University.

Section 14. The Cashier’s Office shall be responsible for the general cashiering functions
of the University. Its functions include:

(a) Collecting and recording payments;

(b) Performing disbursing functions such as preparation of checks for payment of salaries,
wages, honoraria, and other claims; payment of salaries, wages, honoraria, and other
claims; remittance of payments to concerned banks and offices; and

(c) Preparing various reports such as collections and deposits, checks and cash
disbursements, and others for submission to concerned offices.

CHAPTER 7
OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS

Section 1. The Vice President for Academic Affairs shall recommend academic policies
to the University President and serve as the ex-officio chair of academic council committees and
of special bodies formed by the University President to act on academic matters. He/she shall
have the following duties and responsibilities:

(a) Assist the University President in planning, supervising, and coordinating the
academic programs of the University;

(b) Supervise the plans and programs of the colleges and offices whose functions are
related to academic matters;

(c) Coordinate the preparation and implementation of research and development

proposals in the colleges;

(d) Monitor and evaluate the academic programs of the University including faculty work
load;

(e) Initiate the review, development, and implementation of new curricular programs;

(f) Initiate the formulation and implementation of a faculty development program;

(g) Provide the leadership in the accreditation of all curricular programs in coordination
with the colleges; and

(h) Perform other duties and responsibilities as maybe assigned by the University
President.

Section 2. The offices and units under the Office of the Vice-President for Academic
Affairs are the following:

(a) Internal Quality Assurance Office

(b) University Admissions Office

15
 (c) University Registrar’s Office
(d) Office of Student Affairs and Services
(e) University Library Services
(f) University Health Services
(g) Language Center
(h) National Service Training Program

Section 3. The Internal Quality Assurance Office shall undertake the development of a
quality assurance system for maintaining, monitoring, improving, and enhancing the overall
academic standards of the various programs delivered by the University in order to produce
quality graduates while meeting the highest level of clientele satisfaction and adhering to quality
standards. It shall perform the following functions:

(a) Review academic programs in close coordination with the different heads of academic
units based on minimum standards set by the CHED and other accrediting bodies;

(b) Assess the preparedness and readiness of the different program offerings and the
whole institution for evaluation by different accrediting/assessing bodies;

(c) Provide technical support to the academic units to meet the accreditation requirements
by accrediting bodies of various degree programs;

(d) Review and update existing policies and procedures of the different academic units or
offices of the University in coordination with concerned heads of offices for continuous
improvement;

(e) Monitor assessment and accreditation activities to ensure compliance to

recommendations and the maintenance of standards;

(f) Serve as liaison for institutional engagements with external accrediting bodies; and

(g) Conduct preliminary surveys of academic programs for accreditation.

Section 4. The University Admissions Office shall be responsible for managing and
maintaining the University’s central admissions systems, policies, and procedures. This office
shall perform the following functions:

(a) Receive and evaluate the admission credentials of undergraduate applicants;

(b) Administer admission examination to determine the admission eligibility of prospective

students;

(c) Receive graduate student applications and credentials and coordinate them with the
Dean of the Graduate School and concerned departments to determine their
admission eligibility;

(d) Disseminate information to prospective students about the University and about the
admission process; and

(e) Perform other related functions that may be assigned by higher authorities.

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 Section 5. The University Registrar’s Office shall be the repository of important and
confidential academic records of all students. It shall coordinate the admission, registration,
evaluation, and graduation of all tertiary students including graduate students. It shall also
prepare and issue student transcript of records and other student credentials. Specifically, the
Office shall perform the following functions:

(a) Formulate and implement policies on registration, evaluation, graduation, and other
academic matters in consultation with concerned colleges and offices;

(b) Prepare and issue original and authenticated official transcript of records,
certifications, and other related documents;

(c) Manage, account, control, maintain, and secure the integrity and confidentiality of
student records;

(d) Prepare the school calendar and prescribed reports required by pertinent government
offices like the Commission on Higher Education and the Department of Budget and
Management;

(e) Prepare academic bulletins, student catalogues, directories, and other curricular
announcements in coordination with other offices;

(f) Coordinate the preparation of class schedules with the colleges; and

(g) Perform other functions that may be assigned by higher authorities.

Section 6. The Office of Student Affairs and Services shall take charge of programs and
services that are concerned with the academic support experiences of the students to attain
holistic student development. It shall be comprised of the following units/sections: (a) Student
Welfare Services; (b) Institutional Student Programs and Services; and (c) Student Development
Services. The Office shall:

(a) Plan, organize, coordinate, and implement student programs and activities in relation
to student counseling, testing, placement, scholarship, housing, and other related
concerns;

(b) Oversee the activities of all student organizations and provide guidance to students
along social, cultural, educational, and community leadership;

(c) Accredit student organizations;

(d) Investigate student disciplinary cases and recommend possible disciplinary actions;
and

(e) Perform other functions that may be assigned by higher authorities.

Section 7. The University Library Services shall serve as the repository of all learning
resources such as books, periodicals, journals, magazines, e-books, and others for the University
to support its instruction, research, and extension functions.

17
 Section 8. The University Health Service shall have medical and dental units staffed with
registered medical and dental practitioners. It shall have the following functions:

(a) Plan, organize, implement, and evaluate the health programs of the University;

(b) Perform medical and dental examinations for students, faculty, and staff;

(c) Undertake medical and dental consultations, diagnosis, and treatment of minor
ailments of students and personnel;

(d) Provide health alerts/information, lectures, or orientation to students, faculty, and staff;
and

(e) Perform other functions that may be assigned by higher authorities.

Section 9. The Language Center shall be an academic-support unit that will provide short-
term training courses for international languages. The Center shall:

(a) Explore and establish linkage with universities abroad and international organizations
for the conduct of language training programs;

(b) Conduct short-term training courses for foreign students intending to study in the
University or in any university in the country;

(c) Award certificates of completion to students who underwent the training course; and

(d) Perform other functions that may be assigned by higher authorities.

Section 10. The National Service Training Program shall promote civic consciousness
and defense preparedness among the youth by developing the ethics of service and patriotism
while undergoing training in any of the following components: (a) Reserve Officers’ Training
Corps; (b) Literacy Training Service; and (c) Civil Welfare Training Service.

CHAPTER 8
OFFICE OF THE VICE PRESIDENT FOR RESEARCH,
DEVELOPMENT, AND EXTENSION

Section 1. The Vice President for Research, Development, and Extension shall be in
charge of the overall administration and supervision of the university research, development, and
extension undertakings. He/she shall have the following duties and responsibilities:

(a) Supervise the planning, organizing, implementation, monitoring, and evaluation of the
research and extension agenda of the University;

(b) Initiate the formulation and approval of University policies and procedures related to
research and extension services;

(c) Coordinate the preparation and management of the research and extension budget of
the University;

18
 (d) Establish linkages with other agencies to promote the research and extension
programs of the University;

(e) Coordinate with the various colleges and research and extension centers to ensure
that their plans and programs are harmonized with the thrusts and priorities of the
University; and

(f) Perform other duties and responsibilities that may be assigned by the University
President.

Section 2. The following divisions/offices shall provide staff support to the Office of the
Vice President for Research, Development, and Extension: (a) R&D Management Division; (b)
Extension Management Division; (c) Publication and Knowledge Management Division; and (d)
Intellectual Property Management Division. Each of these divisions shall be headed by a Director
who shall be responsible for the overall operation and management of the office. Offices or
sections may also be created in each of these divisions for task specialization.

Section 3. The R&D Management Division shall act as the research and development
arm of Bicol University, with the following specific functions:

(a) Prepare a comprehensive and integrated research and development plan based on
the priorities set/identified by national/regional agencies and by the University in
coordination with concerned colleges/offices;

(b) Initiate research programs for the different RD&E centers and for the colleges/units of
the University;

(c) Evaluate R&D proposals submitted by the colleges and RD&E centers for funding;

(d) Facilitate the funding of approved R&D proposals from the different colleges and R&D
centers which passed the evaluation;

(e) Conduct in-service trainings, seminar-workshops, conferences, consultations,

dialogues, and the like, aimed at improving the R&D system and procedures;

(f) Coordinate and monitor on-going and completed researches of the RD&E centers and
colleges/units of the University;

(g) Serve as repository and databank of all R&D activities conducted by the faculty, staff,
and students, and of other vital statistical data in the region; and

(h) Perform other functions that may be assigned by higher authorities.

Section 4. The Extension Management Division shall provide staff support in the
management of extension services/activities of the University with the following functions:

(a) Provide leadership and direction for extension programs/projects of the University;

(b) Evaluate extension proposals submitted by the colleges and RD&E centers for
funding;

19
 (c) Serve as a coordinating body in the utilization and dissemination of home-grown and
other usable scientific and technological innovations;

(d) Conduct in-service trainings, seminars/workshops, conferences, dialogues,

consultations, and the like that are aimed at improving extension systems and
procedures;

(e) Assist various RD&E centers and colleges/units in conceptualizing, developing, and
implementing extension programs/projects;

(f) Assist different RD&E centers and colleges/units in establishing linkages with clientele
agencies, interest groups, and individuals on matters pertaining to extension services;

(g) Monitor the implementation of extension programs, projects, and activities of the
RD&E centers and colleges/units of the University; and

(h) Perform other functions that may be assigned by higher authorities.

Section 5. The Publication and Knowledge Management Division shall oversee all the
activities related to publication and serve as custodian of all records pertaining to Research and
Development and Extension. The Division shall have two (2) sections/offices, namely: (a)
Publication Section and (b) Knowledge Management Section.

The Publication Section shall perform the following functions:

(a) Publish recent trends and developments in research, development, and extension in
the University;

(b) Assist the Editorial Committee in the selection and review of technical and scientific
papers, and in the selection of referees from various disciplines based on given
editorial policies;

(c) Conduct various capability-building initiatives and other support mechanisms aimed at
strengthening the publication in the University; and;

(d) Ensure wide and timely dissemination of various publications to concerned

stakeholders.

The Knowledge Management Section shall perform the following functions:

(a) Maintain a system for the collection, storage and retrieval of research, development,
and extension information;

(b) Oversee the monitoring of RD&E programs, projects or activities;

(c) Prepare reports for submission to other offices or agencies; and

(d) Provide relevant RD&E information to other offices for decision-making or policy-
making purposes, for dissemination and publication, and for other organizational
development purposes.

20
 Section 6. The Intellectual Property Management Division shall be responsible for the
overall management of generated Intellectual Properties (IPs), planning and implementation of IP-
related activities, monitoring and prosecution of violations committed by persons or companies
to the intellectual property rights of students and faculty in the University, and evaluation of the IPs
and technologies to be generated from the proposed researches/theses/dissertations of the
faculty/personnel and students. The Office shall have the following functions:

(a) Provide oversight supervision, guidance, and capacity-building including, but not
limited to, IP audit, preparation, filing, and prosecution of applications for legal
protection and handle technology transfer agreements;

(b) Lead in the preparation, filing, and prosecution of IP registration;

(c) Take the lead in negotiating technology transfer arrangements such as but not limited
to licensing agreements in the University;

(d) Collect royalties resulting from technology transfer arrangements and manage and
disburse the same in accordance with these guidelines;

(e) Lead in contested proceedings affecting intellectual property rights in coordination with
their respective statutory counsels; and

(f) Perform other functions to accomplish the purpose and objectives of the IP policies
and guidelines of the University.

Section 7. The Office of the Vice President for Research, Development, and Extension
shall have administrative jurisdiction on the: (a) BU Regional Center for Food Safety and Quality
Assurance; (b) BU Center for Technology Commercialization and Enterprise Development; (c)
BU Center for Teaching Excellence; (d) BU Center for Gender and Development; (e) BU Regional
Center for Science and Mathematics Education Development; (f) BU Center for Policy Studies
and Development; and (g) centers and institutes which will be created that are tasked to undertake
research and development, training, and extension functions.

Section 8. The Center for Teaching Excellence shall be an academic-support unit which
aims to promote a culture of excellence in teaching within the University as well as in the region
through responsive, innovative, and research-based initiatives and undertakings. The Center
shall:

(a) Offer quality professional development programs/projects and services to Bicol

University faculty as well as to educators and teachers in the Bicol Region;

(b) Conduct and/or assist in the conduct of researches or initiatives which aim to inform,
improve, and innovate teaching and learning practices;

(c) Provide alternative academic support to students across levels and disciplines and to
students in Teacher Education Programs both in the undergraduate and graduate
levels along research and instructional practices;

(d) Work collaboratively with the relevant centers and offices in the University in offering
blended learning programs to both faculty and teacher-education students;

21
 (e) Engage in partnership with colleges or units of the University in order to establish
faculty learning communities to strengthen sharing of good practices; and

(f) Promote excellence in teaching through scholarly undertakings in Bicol University

through trainings, seminars, or conferences with local and international partners.

Section 9. The Center for Gender and Development shall be responsible in

mainstreaming gender and development concerns in all programs of the University. The Center
shall:

(a) Advocate for awareness and gender mainstreaming in development and influence
gender and development policies;

(b) Develop and implement plans, programs, and activities that will advance the GAD
perspective across colleges/units and clientele of the university;

(c) Disseminate information on gender and development issues and women

empowerment at different levels;

(d) Initiate the integration of gender concepts in the academic curricula;

(e) Enhance research and extension programs and projects on gender and development;

(f) Function as a channel and coordination mechanism for funding of the gender and
development activities of the university; and

(g) Access fund sourcing windows to finance the conduct of gender and development
research and extension programs, projects and activities.

Section 10. The Regional Center for Science and Mathematics Education Development
shall develop initiatives to improve the teaching and learning of science and mathematics through
the development of responsive professional development programs, innovative curricula, relevant
research, and outreach activities. It shall:

(a) Provide continuing education programs to upgrade the professional knowledge, skills,
practices, and attributes of science and mathematics educators;

(b) Design and develop curriculum and instructional materials that address regional
development concerns and challenges;

(c) Conduct significant research activities for the generation of knowledge and evidence-
based reforms;

(d) Conduct relevant outreach programs in schools and communities;

(e) Conduct promotion activities for the public understanding and appreciation of science
and mathematics in schools and communities; and

(f) Establish institutional collaboration for the enhancement of science and mathematics
education.

22
 Section 11. The Center for Technology Commercialization and Enterprise Development
shall facilitate the commercialization of mature technologies through business enterprise
development and market promotion. It shall specifically:

(a) Function as technology business incubation of educational and research outputs of

the students and faculty members;

(b) Develop business portfolios for generated technologies as a tool for product promotion
and commercialization;

(c) Collaborate with business industries and organizations to be able to promote the
mature technologies that can be adopted by the community;

(d) Access funding assistance to finance the start-up and spin-off of generated
technologies; and

(e) Provide business assistance to prospective entrepreneurs along business enterprise

development and management.

Section 12. The Regional Center for Food Safety and Quality Assurance shall undertake
research to produce innovative technologies, build market confidence of local products for exports
thru provision of high-end laboratory services, and build a pool of science experts by training
academic and science personnel. It shall:

(a) Conduct researches on the food safety and quality assurance of Bicol exportable
products;

(b) Initiate collaborative research programs participated by the different higher education
institutions and agencies for the improvement of local food products;

(c) Provide efficient laboratory services for researchers, students, food-related SMEs, and
other industry partners;

(d) Serve as university showcase of laboratory activities for students and educational
institutions in the region; and

(e) Provide food-safety-related trainings, workshops, and seminars for interested

individuals and institutions.

Section 13. The Center for Policy Studies and Development shall convene the discipline
experts from the different units of the University in the conduct of policy-oriented research and
development programs concerning socioeconomic development of the region. It shall specifically:

(a) Establish linkages with public and private sectors and serve as venue for
policymakers, scientists, researchers, and the general public to identify and define
relevant problem areas for policy studies, as well as to evaluate existing and proposed
policies concerning the socioeconomic development of the region;

(b) Lead in the comprehensive and trans-disciplinary research on public policy issues
affecting socioeconomic development in the region;

23
 (c) Disseminate results and recommendations of policy analysis conducted through
appropriate modes of communication;

(d) Organize training programs and advocacies to help improve policy-oriented

researches; and

(e) Provide advisory and technical assistance services for both public and private sectors
along policy research and program development and administration.

CHAPTER 9
OFFICE OF THE VICE PRESIDENT FOR PLANNING
AND DEVELOPMENT

Section 1. The Vice President for Planning and Development shall recommend to the
President policies related to planning, budget, international relations, and physical development
and management and serve as ex-officio chair of university committees constituted to perform
job-related functions as may be delegated by the President or the Board of Regents. He or she
shall have the following duties and responsibilities:

(a) Assist the University President in the preparation and update of the development plan
of the university;

(b) Conduct studies to assess the physical, manpower, financial, and

organization/management requirements for implementing development plans;

(c) Review and evaluate proposals for the University from outside institutions/groups on
all aspects of University functions; and

(d) Perform other duties and responsibilities as may be assigned by the University
President.

Section 2. The Office of the Vice President for Planning and Development shall have
jurisdiction over the following offices: (a) Planning and Development Office; (b) Physical
Development and Maintenance Office; (c) Special Project Preparation Office; (d) Resource
Generation and Physical Assets Management Office; and (e) Business Affairs Office.

Section 3. The Planning and Development Office shall assist the University President in
setting the direction and targets of the University in coordination with other offices/units. The
Office shall:

(a) Facilitate the preparation and packaging of the University’s comprehensive

development plan, strategic plan, annual operation identifying PAP’s plan, and other
related documents such as Project Procurement Management Plan and
OPCR’s/IPCR;;

(b) Disseminate approved plans to the different offices and/or units concerned;

(c) Assist the University President in forging linkages and provide networking with
concerned agencies/offices/entities for potential resource generation;

24
 (d) Spearhead the preparation and packaging of project proposals for submission to
funding agencies;

(e) Conduct policy and institutional studies in support to the operations of the University;

(f) Prepare periodic monitoring and evaluation reports for submission to other agencies
and for information dissemination and action of concerned units/offices of the
University; and

(g) Perform other duties and responsibilities that may be assigned by the University
President.

Section 4. The Special Project Preparation Office shall be responsible for the
development, packaging, and evaluation of program/project proposals for foreign assistance and
local funding support, and the conduct of pre-implementation activities. It shall perform the
following functions:

(a) Identify and prepare program/project proposals for possible foreign and local funding
assistance by appropriate government agencies and international organizations;

(b) Coordinate and/or take the lead in the conduct of feasibility studies and appraisal of
project proposals;

(c) Provide technical assistance and/or staff support to the colleges and/or units of the
University in the design, preparation, and facilitation of the implementation and
management of special projects;

(d) Monitor and evaluate the progress and performance of special projects in coordination
with concerned colleges and/or units of the University;

(e) Document and disseminate lessons learned, experiences gained, and technologies
generated from special projects in coordination with concerned colleges and/or units
of the University; and

(f) Perform other functions that may be assigned by higher authority.

Section 5. The Physical Development and Management Office shall have the following
functions:

(a) Prepare building plans, specifications, and campus development plans in collaboration
with end-users and allied professionals;

(b) Supervise, monitor, and evaluate all completed and existing infrastructure projects in
the University;

(c) Prepare and implement the periodic repair and maintenance plan of the University;

(d) Conduct regular inventory of the physical status of the structures of the University for
appropriate action;

25
 (e) Facilitate and/or assist in obtaining all necessary building permit requirements for new
structures to be constructed in the University in accordance with the National Building
Code of the Philippines; and

(f) Perform other related functions that may be given by higher authorities.

Section 6. The main function of the Resource Generation and Physical Assets
Management Office is to generate additional funds and manage the physical assets of the
University for fund generation. It shall perform the following functions:

(a) Prepare and recommend a systematic and cost-effective manner of deploying,

operating, maintaining, and disposing the physical assets of the University;

(b) Maintain an inventory of and determine the physical assets of the University which can
be tapped for income generation;

(c) Coordinate with concerned colleges/offices of the University to identify and prepare
proposals for resource generation in support of their instruction, research, and
extension functions;

(d) Assist in establishing linkages with national and international agencies and with the
private sector to enhance the financial capability and business activity of the
University; and

(e) Perform other functions that may be assigned by higher authority.

Section 7. The Business Affairs Office shall be in charge of the income-generating

projects of the University. The functions of the Office are:

(a) Prepare the plan and direction of income-generating undertakings of the University;

(b) Evaluate the economic and financial feasibility of business development proposals;

(c) Access funds which can be used to support business development proposals of the
colleges/units;

(d) Oversee the overall implementation and operation of income-generating projects;

(e) Prepare and submit periodic monitoring and accomplishment reports for income-
generating projects; and

(f) Perform other functions that may be assigned by higher authorities.

CHAPTER 10
ACADEMIC AND ACADEMIC-SUPPORT UNITS OF THE UNIVERSITY

Section 1. The University shall be comprised of academic units which could be either a
college, institute, or center. An academic unit is a unit whose primary mission is either instruction,
research, or extension or all three which is headed by a dean or director who manages academic
and/or academic-related programs of the unit. An academic-support unit is a unit which provides

26
support function to the academic programs of the University and may be headed by a dean or
director.

Section 2. A College is the biggest academic unit of the University which is headed by a
Dean. It is composed of faculty members or teaching personnel, grouped into academic
departments or areas of specialization. The Dean is the chief administrator of the college and is
responsible for implementing academic and administrative policies and guidelines at the college
level and also serves as liaison between the President and the faculty members (DBM NBC No.
12-B, 1982).

Section 3. A College is classified either as a Service or a Professional College. A Service

College offers the General Education subjects within its field of discipline aside from the
professional courses of the degree-program offering of the college. A Professional College offers
the professional education subjects of its degree-program offering/s.

Section 4. An Institute is either an academic or academic-related unit which conducts

highly specialized projects and training programs. It may run degree programs or non-degree
programs. It is headed by a Director who has overall responsibility for the execution and
coordination of sponsored and contract research projects (DBM NBC No. 12-B, 1982).

Section 5. A Center is either an academic-related or academic-support unit for

specialized services and training, including academic-related programs/projects in research,
extension, or production. It does not award degrees. Its non-degree programs may be so
designed such that they may be considered as bridge to specific degree programs. A Center is
headed by a Director (DBM NBC No. 12-B, 1982).

Section 6. A Campus is a geographic and/or administrative sub-unit of the University

composed of several colleges or a single college with extended programs. A Campus with a
single college with extended programs will be headed by a Dean while a Campus Operation
Officer may be designated from among the Deans of the colleges comprising the campus.

Section 7. A Department is a sub-unit of a College formed by grouping the faculty

members of the college into areas of specialization. The department shall be headed by a Chair
who is responsible for program implementation.

TITLE TWO
INSTRUCTION FUNCTION

CHAPTER 1
CURRICULUM

Section 1. Pursuant to the policy of the State on education, the University shall offer
tertiary and advanced education courses which are relevant and responsive to the moral, socio-
cultural, political, and sustainable economic development needs of the Bicol Region in particular
and the country in general.

Section 2. A systematic and continuing development or review of curricular programs

shall be instituted to keep these programs attuned with emerging thrusts of society and new trends
in a particular discipline.

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 Section 3. There shall be a College Academic Council chaired by the Dean of the college
with all the faculty members of the college and the College Registrar that shall recommend all
academic matters to the University Academic Council. It shall create its curriculum committee with
the Dean/Director as ex-officio chair and faculty representative from each program as members.
Recommendations of the Committee shall be acted upon by the College Academic Council which
shall subsequently endorse the matter to the University Curriculum Committee.

CHAPTER 2
ACADEMIC STAFF

Section 1. The academic staff of the University shall be composed of the teaching and
the academic non-teaching personnel.

Section 2. The members of the teaching staff shall be classified as: (a) Regular Faculty
and (b) Non-regular Faculty.

Section 3. The regular members of the faculty shall include the following categories or
academic rank, who serve full time as: (a) University Professor; (b) Professor; (c) Associate
Professor; (d) Assistant Professor; and (e) Instructor.

Section 4. The non-regular members of the faculty shall include the following categories,
who shall serve in accordance with the terms and conditions of their appointments: (a) Professor
Emeritus; (b) Visiting Faculty; (c) Adjunct Faculty; (d) Exchange Faculty; (e) Professorial
Lecturers/Part-timers; (f) Substitute Faculty; (g) Contractual Faculty; (h) Faculty on Temporary
Status; (i) Faculty on Probationary Status per Bicol University Merit System.

Section 5. The members of the academic non-teaching staff shall include the following:
(a) Research personnel such as researchers, research aides, research assistants, research
associates, research fellows, and related personnel; (b) Extension workers; (c) Guidance
Counselors; (d) Professional Librarians; (e) Technical Specialist, such as training specialists,
information specialists, labor education officers, and related technical positions; and (f) Other
academic non-teaching employees whose rank do not fall under any of the above-mentioned
ranks.

Section 6. All appointments of academic staff shall be made strictly on the basis of merit
and fitness.

Section 7. All members of the faculty shall be appointed by the University President in
accordance with such criteria, rules, regulations, procedures, and other guidelines, including a
standardized schedule of the academic staff with salaries, subject to the confirmation of the Board
of Regents.

Section 8. Appointments of part-time faculty members shall be governed by existing rules

and regulations.

Section 9. No person shall be eligible for appointment or reinstatement as regular member

of the faculty of the University during the term in which he has been elected to any political office.

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 Section 10. No person, who has been defeated as a candidate for any political office in
an election shall be eligible for appointment or reinstatement as regular member of the faculty
within one year after the election.

Section 11. The University President may recommend to the Board of Regents the
appointment of any faculty member who is qualified to the rank of a University Professor from
among the full professors of the University. A University Professor must be an outstanding
scholar, scientist, or artist, must have expert knowledge in at least one field and must have a
broad understanding of other branches of knowledge and must be nationally and/or internationally
recognized in his field.

Section 12. The precise terms and conditions of appointment shall be governed by the
omnibus rules on appointment.

Section 13. A permanent appointment shall be terminated only by resignation, retirement,

death, or removal for a cause after due process.

Section 14. No resignation of faculty members shall take effect earlier than 60 days after
the same shall have been submitted in writing to the University President through channels.

CHAPTER 3
FACULTY WORKLOAD

Section 1. Faculty members who are on teachers leave status shall render service hours
in accordance with existing rules and regulations which is equivalent to the regular faculty load of
18 units. Faculty members of the College of Medicine who are licensed medical practitioners shall
also render service hours as per existing rules and regulations for Medical Program equivalent to
a full teaching load. The hours of service shall be construed as clock hours.

Section 2. Faculty members who are engaged in authorized research and/or extension
undertakings shall be given the work equivalent credit or compensation based on approved
policies and guidelines.

Section 3. Faculty members who are given administrative assignments or other special
non-teaching functions (related to academic work) shall be given work equivalent credits based
on approved policies and guidelines.

Section 4. Officially approved workload in excess of the regular load shall entitle the
faculty to honorarium subject to allowable limits under existing rules and regulations.

Section 5. The regular teaching load is 18 units, except when authorized by the University
President due to exigency of service; the total load of a faculty member shall not exceed 24 units.
In no case, however, shall the authority be granted when the extra load beyond the 24 unit limit
shall be prejudicial to the well-being of the faculty or to the performance of his regular
assignments.

Section 6. Part-time faculty members shall carry a workload of not more than 12 hours a
week and shall make themselves available for student consultation.

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 Section 7. Faculty members who are assigned as advisers and panel members for
undergraduate, master’s thesis or doctorate dissertation shall be entitled to honorarium in
accordance with existing rules and regulations.

CHAPTER 4
ACADEMIC RIGHTS OF THE FACULTY

Section 1. The University shall enjoy academic freedom in the exercise of the following
functions, namely:

(a) Admission and examination of students;

(b) Curricular offerings;

(c) Certification and graduation of students; and

(d) Selection of faculty.

Section 2. Members of the teaching staff shall enjoy academic freedom. By this, the
University guarantees the right of a faculty member to teach the subject of his specialization
according to universally accepted principles; provided, it is not contrary to existing laws, rules,
and regulations.

Section 3. Academic freedom guarantees the right of a faculty member to teach the
subject of his specialization according to universally accepted principles; provided, however, that
no faculty member shall attempt, either directly or indirectly, under the penalty of dismissal by the
Board of Regents, to influence students on attendance at the University for or against any
particular church or religious sect, ideology, or political party, and to express his opinions on public
questions in a manner that shall interfere with his duties and as a member of the faculty or
compromise his loyalty to the University.

Section 4. In the exercise of academic freedom, the University shall adhere to the
following principles:

(a) The University shall not impose any limitation upon the faculty member’s freedom in
the exposition of his own subject in the classroom or in addresses and publications
and shall allow faculty members to speak or write on subjects beyond the scope of his
own field of study, and are entitled to the same freedom as all other citizens, subject
to the same responsibilities as such.

(b) The University shall not place any restraint upon the faculty member’s freedom in the
choice of subjects for research and investigation undertaken on his own initiative.

Section 5. The faculty of the University shall likewise enjoy the following rights of teachers
as provided for under existing laws, rules, and regulations:

(a) Freedom from compulsory assignments related to their duties as defined in their
appointment or employment contracts, when compensated therefore, conformably to
existing laws;

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 (b) Right to intellectual property consistent with applicable laws;

(c) Right to be accorded due respect and protection as persons in authority when in
discharge of lawful duties and responsibilities; and

(d) Right to be accorded the opportunity to choose alternative career lines for purposes of
career advancement.

CHAPTER 5
FACULTY COMPENSATION AND PROMOTION OF FACULTY MEMBERS

Section 1. Regular and non-regular faculty members shall receive compensation on the
basis of a fair and systematic schedule approved by duly constituted authorities.

Section 2. Promotion of faculty members shall be based on merit and fitness on three
areas in accordance with existing laws, rules, and regulations as follows: (a) educational
qualification; (b) length of service; and (c) professional development.

CHAPTER 6
TENURE OF FACULTY MEMBERS

Section 1. A faculty member with a permanent appointment to the faculty rank, e.g.
Instructor, Assistant Professor, Associate Professor, Full Professor or University Professor, shall
enjoy tenure and shall not be removed unless for a cause after due process.

Section 2. Nothing herein provided shall preclude the University from extending
appointments to the faculty on a contract for a fixed term. Appointments on contract basis shall
be governed by the terms and conditions of the contract.

CHAPTER 7
FACULTY EXCHANGE PROGRAM

Section 1. Exchange arrangements and consortia may be made with both local and
foreign institutions of recognized standing.

Section 2. The University President, upon approval by the Board of Regents, shall allow
exchange of faculty with accredited institutions of higher learning for a period of one year, and
renewable for another year if deemed necessary.

Section 3. In addition to his regular salary, an exchange professor assigned abroad or

elsewhere shall be given such assistance that will enable him to maintain the dignity of his position
in his place of assignment, subject to existing government rules and regulations.

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 CHAPTER 8
VISITING PROFESSORS

Section 1. The University President upon approval by the Board of Regents shall appoint
visiting professors from the University to other institutions of recognized standing by special
arrangement and conditions mutually acceptable to both institutions.

Section 2. The University shall make adequate provisions in its yearly budget to ensure
the implementation of the foregoing articles.

CHAPTER 9
FELLOWSHIPS/SCHOLARSHIPS

Section 1. The University may grant regular fellowships to faculty members and non-
teaching personnel along identified fields of study. Fellowship for faculty development shall be
governed by approved guidelines.

Section 2. Members of the faculty who have obtained fellowships or scholarships from
other entities may be granted benefits as stipulated in the approved university guidelines.

Section 3. A member of the faculty receiving any offer of financial aid from any person
or organization in the form of a fellowship, graduate or research assistantship, or any other kind
of remunerative employment to be able to pursue advanced or special studies abroad, must
obtain the approval of the University President and shall sign a contract with the University.

Section 4. All candidates for scholarship shall undergo a thorough physical and medical
examination conducted by a medical practitioner recognized by the granting entity and concurred
by the University Physician.

CHAPTER 10
ADMINISTRATIVE AND SUPPORT PERSONNEL

Section 1. Administrative and support personnel shall be appointed by the University

President and confirmed by the Board of Regents.

Section 2. No appointment shall be made in favor of a person related to the appointing

or recommending authority or of the immediate supervisor within the third degree of consanguinity
or of affinity. The prohibition shall not hold true to appointment to positions considered as highly
technical or confidential as determined by appropriate authorities.

Section 3. No elected official shall be eligible for appointment to any office during the
term of office. No candidate who lost in an election shall be eligible for appointment or re-
appointment to any office of the University within one year following such election. Any employee
who resigned from office to promote the candidacy of another person shall not be eligible for
reappointment or reinstatement during the six-month period following such election.

Section 4. The existing Civil Service Law as well as the rules and regulations issued
pursuant thereto including whatever measures the Board of Regents may adopt within the context
of these laws and rules, shall govern appointments of the administrative and support service staff.

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 Section 5. An appointment takes effect immediately upon issuance by the authority
provided the appointee assumes the duties of the position. It shall remain effective unless
disapproved by the Civil Service Commission without prejudice to the entitlement of the salary for
actual services rendered.

Section 6. Non-teaching personnel and those members of the faculty who are on accrued
leave status shall render not less than eight (8) hours a day, or a total of 40 hours a week,
exclusive of time for lunch. Unless the flexible working time is opted, the official working time shall
be 8:00 A.M.-12:00 noon and 1:00-5:00 P.M. from Monday to Friday.

Section 7. Security guards, tool keepers, and other personnel assigned to comparative
positions as defined by the Civil Service Law whose nature of work necessitates a whole week
presence as may be determined by the University, may be required to work seven days a week
for eight (8) hours a day or 56 hours a week, without prejudice to certain incentive as may be
authorized by the University or any issuance by the Department of Budget and Management.

Section 8. Pursuant to existing laws, rules, and regulations, only authorized assignments
performed outside the official working time shall be considered for the purpose of granting
overtime pay. In the exigency of service, any employee may be required to work beyond his
official working time without prejudice to additional compensation duly authorized by law and
subject to existing rules and regulations.

Section 9. Reassignment of personnel from one unit of the University to another shall be
allowed in the interest of the service. Such reassignment, however, shall only be for a period as
determined by the management and with prior consultation with the employee.

Section 10. Re-assignment shall not involve a reduction in rank, status, or salary. It shall
not be considered disciplinary when made in the interest of public service, in which case, the
employee concerned shall be informed of the reasons thereof.

CHAPTER 11
COMPENSATION AND PROMOTION OF ADMINISTRATIVE
AND SUPPORT PERSONNEL

Section 1. All administrative support personnel shall be paid such salaries or wages fixed
by law. Overtime service shall be paid subject to availability of funds and existing accounting
rules and regulations.

Section 2. All promotions shall be in accordance with the approved merit and promotion
system of the University and pertinent Civil Service Laws.

Section 3. The designation of an employee to perform certain functions due to the

exigency of service shall not be construed as a right for promotion.

Section 4. The University President shall exercise a sound discretion in

promoting/reclassifying personnel. However, in using such discretion, he must strictly adhere to
pertinent laws, rules, and regulations.

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 CHAPTER 12
BENEFITS AND PRIVILEGES

Section 1. There shall be at least one free annual medical examination for the personnel
of the University under the supervision of the University Physician.

Section 2. All personnel of the University are entitled to, among others, any of the
following types of leave during the year of their permanent employment with the University,
whichever is applicable, as follows:

(a) Sick leave shall be granted only on the account of illness on the part of the employee
concerned or his immediate family members as provided for in the Civil Service laws.

(b) Vacation leave shall be granted to any employee of the University who may go on
leave for personal reasons, but its grant shall be contingent upon the needs of the
service. In order not to jeopardize work operations due to long periods of absence,
vacation leave of absence with or without pay shall be limited to three (3) months
without prejudice to extension in cases which are deemed highly justifiable, provided
that, in no case shall vacation leave of absence without pay be extended beyond one
year.

(c) Special leave privileges refer to leave of absence which officials and employees may
avail of for a maximum of three (3) days annually over and above the vacation, sick,
maternity, and paternity leaves, to mark personal milestones and/or attend to filial and
domestic responsibilities.

(d) Maternity leave shall be granted, in addition to sick leave and vacation leave privileges,
to married female employees who shall be entitled to 60 days maternity leave, subject
to existing rules and regulations.

(e) Study leave shall be granted to any employee who wishes to pursue academic and
professional advancement subject to the conditions and regulations under the
Personnel Development Program of the University. As a general rule, only those who
have rendered at least two (2) years of very satisfactory service in the University shall
qualify as a nominee to the grant. However, this basic requirement may be waived by
the University on highly exceptional cases.

(f) Sabbatical leave shall be granted to permanent regular faculty from the rank of
Associate Professor and above at least once in every five (5) years to enhance
scholarly pursuits and revitalize academic competence.

(g) Special privilege leave shall be granted to members of the faculty who accept, on a
temporary basis, government positions which are primarily confidential, policy
determining, or highly technical, tenure to which is usually terminable at the pleasure
of the appointing powers; provided, however, the members of the faculty appointed to
said government positions shall be entitled to a leave of absence from the University
co-terminus with such a government assignment. In no case shall this privilege exceed
four years.

(h) Military service leave shall be granted to any employee who may be called in
accordance with the National Defense Act or any other law for trainee instruction, or

34
 regular active duty trainings, and shall be paid his salary during his absence for such
purpose. When an employee goes for training voluntarily with the Armed Forces of the
Philippines, he shall apply for a leave of absence but shall draw no compensation from
the University during his absence.

(i) Paternity leave refers to the benefits granted to a married male employee allowing him
not to report for work for seven (7) days but continues to earn the computation thereon,
on the condition that his spouse has delivered a child or has suffered a miscarriage for
purposes of enabling him to support his wife in her period of recovery.

(j) Parental leave or solo parent leave refers to leave benefits granted to a solo parent to
enable said parent to perform parental duties and responsibilities where physical
presence is required.

(k) Relocation leave refers to a Special Leave Privilege granted to an official or employee
whenever he transfers residence.

(l) Forced leave/mandatory leave refers to vacation leave required of all officials and
employees with 10 days or more vacation leave credits whether continuous or
intermittent for a minimum of five (5) working days annually subject to conditions set
forth in existing rules and regulations.

(m) Teacher’s leave or proportional vacation leave refers to the leave granted to faculty
members who are entitled to proportional vacation pay (PVP) of 70 days of summer
vacation plus 14 days of Christmas vacation. A teacher who has rendered continuous
service in a school year without incurring absences without pay of not more than 1 ½
days is entitled to 84 days of proportional vacation pay during summer break period.

(n) Terminal leave is applied for by an official or an employee who intends to sever his
connection with his employer. Accordingly, the filing of application for terminal leave
requires a condition sine qua non, the employee’s resignation, retirement, or
separation from the service. It must be shown first that public employment ceased by
any of the said modes of severances.

(o) Ten day leave under RA 9262 is a leave granted to a female employee who is a victim
of violence as defined under R.A. No. 9262 or whose child is a victim of violence. This
leave is non-cumulative and not convertible to cash. Leaves not availed of is
considered waived.

(p) Rehabilitation leave refers to a leave of employees for a maximum period of six (6)
months for wounds and/or injuries sustained while in the performance of official duties.
The duration, frequency and terms of availing of the privileges shall be based on the
recommendation of medical authority.

(q) Gynecological leave is a special leave benefit of two (2) months which a woman
employee may avail of with full pay based on her gross monthly compensation
following surgery caused by gynecological disorder. This can be availed of after
having rendered continuous aggregate employment service of at least six (6) months
in the last 12 months.

35
 (r) A 5-day special emergency leave shall be granted to government employees directly
affected by natural calamity/disaster. The special emergency leave can be applied for
five straight working days or on staggered basis and will not be deducted from the
employee’s leave credits. It may be availed of by the affected government employees
within thirty (30) days from the first day of calamity declaration by proper government
agencies/authorities.

Section 3. Employees on accrued leave status, as defined in succeeding articles, shall

be required to go on vacation leave (forced leave) for a minimum of five (5) working days annually.
The head of office shall adopt a staggered scheduling of vacation leave of officials and employees,
provided that he may, in the exigency of service, require, or cancel any previously scheduled
leave.

The mandatory five-day vacation leave (or forced leave) shall be considered complied with
when the employee goes on approved vacation leave within a calendar year for a period
aggregating not less than five (5) days which need not be successive. Mandatory leave
application may be disapproved in the exigency of service and will not be deducted from the
employee’s earned leave credits. Unused mandatory leave credits shall be automatically
deducted from the employee’s vacation leave credits at the end of the calendar year.

Section 4. A maximum of two faculty members shall be allowed to go on sabbatical leave

each school year. Sabbatical leave shall not be longer than one year, with full salary which may
be commuted. In addition, if sabbatical leave is spent abroad, full transportation and other
expenses incidental to this leave privilege shall be provided by the University.

Section 5. A professor on special service leave may continue serving the university as
professorial lecturer or consultant.

Section 6. Non-teaching personnel and faculty members designated to perform

administrative functions on full-time basis shall be under the accrued leave status. They shall be
entitled to 15 days’ vacation and 15 days sick leave credits for every year of service or a fraction
thereof. Both vacation and sick leave credits shall be cumulative and any part thereof not taken
within the calendar year in which it is earned shall be carried over to the succeeding year.

Section 7. Full time faculty members shall accumulate vacation service credits for
services rendered outside of their teaching assignment (e.g., services provided during enrolment
time, preparation for accreditation, etc.) during Saturdays, Sundays, holidays, or designated off
school days and during the school vacations subject to the approval by the University President.
Vacation service credits can be used to offset absences during school days. The total vacation
service credits which a faculty may accumulate in a calendar year shall not exceed 30 days.

Section 8. In case of transfer from teaching to the non-teaching service, or vice-versa, a

corresponding conversion of leave status and leave credits shall be effected on the date of the
transfer.

Section 9. Employees who have exhausted their leave credits may be allowed to go on
leave without pay, provided the maximum leave without pay that may be granted shall not exceed
one (1) year.

36
 Section 10. If an official or employee who is on leave without pay fails to report for work
at the expiration of one year from the date of such leave, he shall be automatically separated from
the service.

Section 11. Those on accrued leave status shall be entitled, upon request, to the
commutation or advance payment of the money value of the leave applied for, subject to the
availability of funds.

Section 12. Accumulated vacation and sick leave may be commuted also when the
employee voluntarily resigns or separates from the service on his own volition. Likewise, faculty
members who are retiring from the service shall be entitled to commutation of accumulated
vacation service credits which shall be converted first to vacation and sick leave credits.

Section 13. Women employees shall be entitled to the commutation of the money value
of the maternity leave. Faculty members whose maternity leave of absence falls within the 70-
day school vacation shall be entitled to both maternity leave benefits and proportional vacation
pay.

Section 14. Employees who go on maternity leave but return to work prior to the
expiration of the 60-day leave, need not refund the money value of the unexpired portion of the
maternity leave. The employee shall be entitled to the salary corresponding to the actual service
rendered.

Section 15. Monetization of leave credits or payment of the value of accumulated

vacation leave/service credits without actually going on leave shall be allowed, subject to the
conditions and limitations under existing rules and regulations.

Section 16. Regular teaching and non-teaching personnel shall have the privilege of
enrolling in the University for not more than nine (9) units a semester and shall be exempted from
tuition and other fees: provided, that the course enrolled in shall redound to the benefit of their
regular work in the University, subject to the approval of the University President. In the case of
non-teaching personnel, the course shall be taken after office hours.

Section 17. Faculty members and non-teaching personnel of the University shall have
the right to organize themselves into an organization or an association provided that such
organization/association shall submit to the University President a copy of its constitution and by-
laws.

Section 18. The right of the organization/association to participate in the decision-making

process of the University/College shall be recognized and ensured.

CHAPTER 13
PRIVILEGES OF RETIRED EMPLOYEES AND/OR ACADEMIC STAFF

Section 1. Retired employees and/or academic staff shall enjoy University library
privileges and shall receive publications of the University which are furnished to the employees
generally. They may also be entitled to such other privileges which the University is in the position
to grant in accordance with existing laws and they shall be invited to participate in major University
programs and activities.

37
 Section 2. A retired President, Vice President, Dean/Director or faculty members with the
rank of Professor may be appointed Professor Emeritus following the approved guidelines.

(a) He must have rendered at least 20 years of active and faithful service to the University;
and

(b) A special committee, constituted by the University President from among the members
of the faculty in active duty, shall be responsible for evaluating nomination of a retired
professor for Emeritus appointment. The committee shall submit its recommendation/s
to the Board of Regents through the University President for approval, provided that
the procedure shall be without prejudice(s) to any nomination which may be submitted
by the faculty of the unit/college.

Section 3. Upon the request of the Dean/Director of the college/unit, a retired University
officer/faculty member may be detailed by the President with his consent, to some pending
academic projects/programs or to special activities of the college/unit concerned.

CHAPTER 14
EMPLOYEE CONDUCT AND DISCIPLINE

Section 1. All employees of the University, whether on teacher’s or accrued leave status,
shall use the Civil Service Form 48 (Daily Time Record Form) in recording their actual time of
arrival at and departure from the place of work. Overload teaching assignments and extension of
work shall be reflected in the regular Form 48.

Section 2. Misrepresentation of entries in the Form 48 or any official form shall constitute
falsification of official public document which shall be a ground for dismissal from the service of
the erring employee.

Section 3. Absenteeism and tardiness as defined under existing laws and Civil Service
rules shall be a ground for suspension and dismissal of personnel, provided that a reminder and
warning shall be made in writing during the early occurrence of the offense. The mandatory
vacation leave of five (5) days shall not be counted as part of the absences.

Section 4. Employees with perfect attendance for a calendar year shall be awarded a
cash gift and a plaque of recognition, provided their performance rating is very satisfactory.

Section 5. No faculty member, officer or employee shall be suspended or removed from

service except for cause and after due process.

Section 6. Notwithstanding the provisions of the preceding article, the University

President may preventively suspend any member of the teaching staff, officer, or non-teaching
employee during the pendency of administrative charges against him but in no case beyond the
limit provided by law.

Section 7. The Board of Regents upon the recommendation of the University President
may suspend or dismiss a faculty members, officer, or employee after due process.

Section 8. A diploma of merit shall be presented to the members of the faculty and the
administrative staff for exemplary conduct, loyalty, and exceptional, efficient, and meritorious

38
service to the University upon their voluntary resignation or their retirement from the service at
least after 15 years. The diploma shall be signed by the University President and issued on the
date following the last day of active service.

CHAPTER 15
SPECIAL DETAIL

Section 1. A member of the academic and non-academic staff may be assigned by the
University President on special detail in the Philippines or abroad for the benefit of the University
or any of its units/colleges and under certain conditions to be fixed by the University in each case;
provided that, a faculty member who is married at the time of the detail shall be granted an
additional monthly family allowance to commence from the date of departure from, to the date of
return to the Philippines.

Section 2. Upon the request of another agency or entity of the government and when the
resources of the University so warrant, a University personnel may be authorized to go on special
detail with the requesting agency, subject to the following conditions:

(a) No special detail shall be authorized for a period of more than one year at a time; and

(b) Renewal shall be granted only in exceptional cases as determined by the University
President.

Section 3. With respect to faculty members and non-academic personnel who accept
career positions in the government or government-owned or controlled corporations, a leave of
absence or special detail of one year shall be renewable only once.

Section 4. Persons granted special detail shall submit a complete and detailed report of
their work within 40 days after their return to duty.

CHAPTER 16
GENERAL RESTRICTIONS AND OTHER REGULATIONS

Section 1. No faculty member, officer, or employee of the University shall publish or

discuss publicly the proceedings of the Board of Regents or its decisions not yet released for
publication without the written permission of the University President.

Section 2. No faculty member, officer, or employee of the University shall publish or

discuss publicly any information concerning a particular college/unit, not released for publication,
without the written permission of its Dean/Director and the University President.

Section 3. No faculty member or employee shall publish/discuss publicly charges or

complaints against any other faculty member, officer, or employee concerning his official duties
or his private life or conduct. Such complaints or charges, if any, shall be addressed to the proper
authorities of the University for appropriate action, before resorting to any remedy available to the
complaining party/complainant.

Section 4. A faculty member may undertake research work under the auspices of an
organization outside of the University with the consent of his Department Chairperson or

39
Dean/Director. In the publication of such research, the University shall be credited side by side
with the outside organization.

Section 5. Insofar as it is consistent with their regular duties and if approved by the
University President, faculty members and non-teaching personnel who are board members of
national/international government organizations/associations may use official time to attend
meetings of such organizations.

Section 6. No textbooks, whether printed or duplicated, shall be required as basic

teaching material in any class unless approved by the proper committee created by the University
President.

Section 7. Personnel of the University shall be encouraged to accept invitations to speak

at graduation exercises, lectures, special convocations, seminars, workshops, conferences,
professional associations, meetings, and similar activities for their professional growth and
community service. The time spent in attending and in going to and returning from the same shall
be counted as official time. Unless other arrangements are made, transportation to and from the
place shall be provided by the University.

Section 8. Faculty members may invite a resource person who is not officially connected
with the University to give a lecture or talk on any subject before the class or any group of students
with the permission of the Dean/Director or the University President.

TITLE THREE
BUSINESS AND FINANCIAL TRANSACTIONS

CHAPTER I
UNIVERSITY PROPERTY

Section 1. The land assets of the University shall be under the management of the Office
of the President through the Vice President for Planning and Development. There shall be a land
use plan that will indicate the proper zoning of all services and functions of the University. All
land use plans shall be recommended by the Land Use Planning Committee and duly approved
by the Board of Regents.

Section 2. The buildings and grounds of the University shall be under the immediate
supervision of the Physical Development and Management Office in coordination with the
Deans/Directors/Principals/Heads of Units who shall be responsible for the maintenance of the
buildings and grounds assigned under their respective supervision.

Section 3. The Property/Supply Officer in coordination with the Physical Development

and Management Office shall prepare an inventory and inspection report for all buildings including
those to be condemned and submit the same to higher authorities for proper disposition.

Section 4. The use of land and building spaces shall be guided by the land use and
zoning plans.

Section 5. Recognized university and college or school organizations shall have priority
in the use of a building or a portion of a building or any other property which belongs to the

40
University. The use of the buildings and premises shall be in accordance with the rules and
regulations of the University.
University, college or school organizations are those whose members are drawn from
students, alumni, employees, or faculty of the University in accordance with the rules promulgated
by the University President.

Section 6. No solicitation for funds, canvassing for the sale of merchandise, subscriptions
for securities, insurance, publications, sale of tickets, and any other promotional or charitable
scheme, shall be conducted within the University premises without a previous written approval
from the University President or from his duly authorized representative.

Section 7. Streamers, placards, and similar materials which are used to announce,
advertise, or publicize events, products, or the like shall not be posted or placed in any of the
buildings or grounds of the University without a written permission from the University President
or from his duly authorized representative.

Section 8. Property/Supply Officers or other duly authorized personnel shall take custody
and responsibility of movable properties (equipment, supplies, etc.). Movable properties issued
by the supply officer to the personnel of the University shall be the responsibility of the receiving
personnel until same are returned to the Property/Supply Officers or any other administration
officials.

Section 9. No property shall be taken from the University without prior written approval
from the concerned authorities.

Section 10. In general, all motor vehicles owned and operated by the University shall be
constituted into a motor pool under the direct supervision and control of the Vice President for
Administration and Finance or an official designated by the University President, except those
vehicles specifically assigned to a particular official.

Section 11. The use and operation of motor vehicles owned by the University shall be in
accordance with the rules and regulations of the University and other pertinent provisions of
existing laws, government rules and regulations, as well as Commission on Audit (COA) circulars
on the matter.

Section 12. The operation of business enterprises related to academic objectives of the
University including land grants shall be administered in accordance with the rules promulgated
by the Board of Regents.

Section 13. The sale or disposal of equipment or any property of the University shall be
in accordance with existing laws, rules, and regulations.

CHAPTER 2
PROCUREMENT AND REQUISITION

Section 1. All procurement requisitions shall be made in accordance with the provisions
of existing laws, government rules and regulations, and other implementing rules of the University.

Section 2. All procurement transactions of the University shall comply with existing laws,
rules, and regulations on government procurement.

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 CHAPTER 3
UNIVERSITY BUDGET

Section 1. The annual budget of the University shall be prepared in accordance with
budgetary policies of the government.

Section 2. It is hereby declared as a policy of the University to formulate and implement

a budget that is an instrument of national and regional development, reflective of regional
objectives, strategies, and plans. The budget shall be oriented towards the achievement of explicit
objectives and expected results to ensure that the funds are utilized and operations are conducted
effectively, efficiently, and economically.

Section 3. The budget of the University for a specific budget year shall include personal
services, maintenance, and other current operating expenditures and capital outlays. It shall
comprise such as may be necessary for the operation of the various programs, projects, and
activities of the University. The budget proposal shall be in accordance with forms and contents
required by the Department of Budget and Management.

Section 4. All appropriations allotted for functions, programs, projects, and activities shall
be available solely for the specific purposes for which these are allotted as specified by the
Department of Budget and Management in conformity with existing rules and regulations.

Section 5. Before the beginning of the budget year, the University President shall submit
for approval to the Board of Regents, the internal operating budget of the University, observing
such rules, regulations, and forms as may be determined by the Department of Budget and
Management. The internal operating budget of the University shall come from government
subsidy and from its income.

Section 6. The income of the University derived from fees, school charges, and other
sources shall be deposited in an authorized government depository bank and all interests that
accrue therefrom shall form part of the same fund for the use of the University.

Section 7. Utilization of university income shall be in accordance with the work and
financial plan that is approved by the Board of Regents.

Section 8. Any provision of existing laws, rules, and regulations to the contrary
notwithstanding, any income generated by the University from tuition fees and other charges, as
well as from the operation of auxiliary services and land grants, shall be retained by the University,
and may be disbursed by as approved by the Board of Regents for instruction, research,
extension, or other programs/projects/activities of the University; provided, that all fiduciary fees
shall be disbursed for the specific purposes for which they are collected.

Section 9. If, for reasons beyond its control, the University is not able to pursue any
programs/projects/activities for which funds have been appropriated and allocated under its
approved program of expenditures, the Board of Regents may authorize the use of said funds for
any reasonable purpose which, in its discretion, may be necessary and urgent for the attainment
of the objectives and goals of the University.

Section 10. All accounts and expenses of the University shall be audited by the
Commission on Audit, and all disbursements shall be made in accordance with the rules and
regulations as prescribed by law.

42
 Section 11. All vouchers and warrants shall be submitted to the University President or
his duly authorized representative for approval.

CHAPTER 4
INVESTMENT

Section 1. Idle funds of the University may be invested in government securities or in

money market placements with government financial institutions. In order to maintain cash
liquidity, the investments shall be on a short-term basis only. The proceeds of matured
investments may, however, be rolled over as long as the funds are not yet needed without
prejudicing the requirements of the University. The investments shall be authorized by the
University President according to the limits prescribed by the Board of Regents. The interest
earned on these investments may be expanded for such purpose as the Board may authorize in
its discretion consistent with public interest.

TITLE FOUR
ACADEMIC REGULATIONS

CHAPTER 1
ACADEMIC CALENDAR AND CLASSES

Section 1. The academic calendar of the University shall be in accordance with

prescribed rules and regulations of the Commission on Higher Education (CHED) and details
thereof shall be prepared by the University Registrar in coordination with the Deans/Directors for
approval of the University President through the Vice President for Academic Affairs.

Section 2. Schedule of classes shall be prepared by the College Registrars in

coordination with department/program chairpersons for endorsement by the College
Deans/Directors for approval by the University President thru the Vice President for Academic
Affairs.

Section 3. Each semester shall consist of not less than eighteen (18) weeks per
semester and six (6) weeks for summer term.

Section 4. Make-up classes shall be conducted for class hours lost due to fortuitous
events such as typhoons, earthquakes, and others subject to the approval by the Dean/Director
of the College/Unit.

Section 5. The minimum and maximum class size in the undergraduate and graduate
programs shall be in accordance with approved policies of the University.

Section 6. Classes in a college/unit may be dismissed/suspended by the Dean/ Director,

upon approval of the University President or the Vice President for Academic Affairs as authorized
by the President. Unless otherwise specified, dismissal/suspension of classes shall not include
faculty and personnel.

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 Section 7. No faculty member shall meet the class or students for consultation at a time,
date, or place other than that designated by the Department Chair except when authorized by the
Dean or Director.

CHAPTER 2
POLICIES AND RULES ON ADMISSION AND REGISTRATION

Section 1. Nobody shall be denied admission to the University by reason of sex,

nationality, religion, political affiliation, or physical disability. The University, however, shall limit
the number of students in each program/grade or year level based on existing capabilities and
policies to sustain affordable but quality instruction.

Section 3. The Office of Admissions shall take charge of the initial screening of applicants
which shall include the administration of the following entrance tests:

(a) BUCET (for incoming college freshmen);

(b) HISET (for incoming high school Freshmen); and

(c) Pre-School Entrance Test (for incoming preschoolers).

Section 4. The general rules for admission to undergraduate programs are as follows:

(a) Applicants for admission as freshmen must meet both the University cut-off score
(average mean performance) and the college program quota to be considered
qualified for enrollment;

(b) Admission of Qualified Below Quota (QBQ) and Below Quota (BQ) applicants shall
be subject to the following conditions:

i. Availability of slots in the prospective course/program; and

ii. Compliance with other requirements prescribed by the college or department.

(c) The final action on admission to a particular program shall be made by the concerned
dean/director upon the recommendation of the faculty of the program or department
based on the approved criteria. The dean/director shall decide on the total number of
students that may be admitted; provided, the quality of instruction shall not be
jeopardized;

(d) For purposes of transparency, the final results of the evaluation of applicants for
admission shall be posted in a conspicuous place of the college/unit, and a copy of
which shall be submitted to the Dean of Admissions;

(e) Applicants for transfer should meet the following general requirements:

i. General weighted average of 2.0 or 89% or better;

ii. No failing grade in any of the subjects taken, and;
iii. Must have completed not less than 25% but not more than 50% of the required
units for the course.

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 (f) Shifters from one college/unit to another program within the University shall be
governed by the following rules:

i. Weighted average of 2.4 or 85% or better;

ii. Should not have two or more failing grades in his present course/program;
iii. Should not have finished more than 50% of the units prescribed for his course; and
iv. Should have satisfied all other requirements for admission to the new course.

(g) The administration of other qualifying examinations such as aptitude test or skills test
in addition to the foregoing requirements for transferees and shifters may be given to
the applicants if the college deems it necessary.

(h) Students who are classified as persons with disabilities who wish to enroll in Bicol
University shall undergo the same screening process and type of examination given
to regular students but with reasonable accommodations appropriate to their
condition. Accommodations include but are not limited to readers, scribes,
interpreters for the deaf, extended testing time and use of alternatives to print media
(braille, large print, audio, or CD format) provided that their enrollment shall be limited
to courses where learning will not be unduly hampered by their disabilities.

(i) Degree holders/professionals may be accommodated as special students in addition

to the program quota prescribed by the college/unit based on the following conditions:

i. There should be no more than five (5) degree holders/professionals enrolled in a

course at any given time;
ii. If the number of applicants exceeds the allotted slots as stated in the preceding
paragraph, the applicants shall be ranked based on the GWA earned in their
previous course;
iii. They shall be assessed the same fees that apply to graduate students upon
enrollment; and
iv. The same shall no longer be entitled to graduation with honors.

Section 5. Admission of pre-school, elementary, and high school students in the BUCE
Integrated Laboratory School, including transferees, shall be governed by the provisions of BOR-
approved curricula and shall comply with other relevant administrative issuances on the matter
without prejudice to future policy changes and curricular initiatives.

Section 6. Admission of students in the graduate school shall be governed by the

provisions of BOR resolutions and consistent with relevant administrative issuances without
prejudice to future policies and curricular initiatives.

Section 7. Admission of students at the College of Medicine shall be in accordance with

the policies prescribed by the University.

Section 8. Admission of foreign students in all levels of education in Bicol University shall
be in accordance with the mandatory requirements and established procedures prescribed by
concerned government agencies.

Section 9. Every applicant for admission shall pass thorough physical, medical, and other
necessary examinations as a pre-requisite for admission.

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 Section 10. Entrance, matriculation, tuition, and other school fees including exemptions,
discounts, and late registration fees shall be fixed by the Board of Regents.

Section 11. A student is officially enrolled/registered only upon payment of school fees
either in full or in part as determined by policies approved by the BOR.

Section 12. Refund of fees except matriculation and entrance fees shall follow the
following schedule:

(a) Within one (1) week from the opening of classes - 80%;

(b) Within the second week to the fourth week - 50%; and

(c) After the fourth week - no refund shall be allowed and the student has to pay the full
tuition fee.

Section 13. A student who has not paid in full upon enrolment but officially or unofficially
drops at any time within the semester shall be required to pay the tuition and other assessed fees
following this schedule:

(a) Within one (1) week from the opening of classes - 20%;

(b) Within the second, third, and fourth week - 50%; and

(c) After the 4th week, full payment.

Section 14. In case a student dies during the semester, fees paid shall be refunded.

Section 15. Any student who is called for military service in accordance with law, may
be refunded in full.

Section 16. A student who officially withdraws registration/enrollment before the opening
of classes is entitled to a full refund of fees except for matriculation and entrance fees. He may
also be entitled to withdraw the credentials submitted as requirements for enrolment. After the
period the request shall be for dropping of subjects and the rules for dropping shall apply.

Section 17. Laboratory fees will not be refunded after one (1) week from the opening of
classes where voluntary change is made from one course to another. Refund of tuition for a
subject may be allowed only in the case of forced dropping of subject.

Section 18. The general requirements for registration shall be prescribed by the Office of
the University Registrar; additional requirements may be prescribed by the College/Unit as
needed in a particular program.

Section 19. Only those whose admission to the program has been approved by the Dean
of Admissions based on the rules on admission shall be registered as students. Anybody who is
registered in violation of this rule shall be considered as "non-student" and the subjects taken
shall not be credited by the University.

Section 20. Enrollment of graduate students in the University shall be in accordance with
existing policies approved by the BOR.

46
 Section 21. Except on meritorious cases, no student shall be enrolled in any subject after
the lapse of the late registration period in the University Academic Calendar unless approved by
the President or his representative.

Section 22. The total number of units for which a student may register in the University
or in another institution shall not exceed the maximum allowed by the rule on academic load.

Section 23. No student enrolled in another institution shall be allowed to cross-enroll in

the University without a written permit from the appropriate official of that institution. The permit
shall state the total number of units for which the student is permitted to register and the subject
that he is authorized to take.

Section 24. No credit shall be given to any course taken by a student of the University
who cross-enrolled in another recognized and accredited institution unless approved by the
Dean/Director of the college/unit concerned and the University Registrar.

Section 25. No cross-enrolment shall be allowed beyond one week after the close of
registration.

Section 26. A transfer student is one who comes from another institution whose
admission to the University is contingent upon the availability of slots in the college/unit where the
applicant is seeking to transfer. The transfer shall be allowed in accordance with the policies of
the University for transfer students and after complying with all the requirements for admission as
a transferee.

Section 27. In meritorious cases, as determined by the Office of the University President,
a maximum of five (5) students in a given school year may be allowed admission to the University
as transfer students.

Section 28. Accreditation of units earned by a transferee from his/her former school shall
be governed by the following conditions:

(a) Upon the discretion of the Dean/Director of the college/unit recommended by the
Program Adviser or Department Chair, a validating examination may be required for
subjects with a rating below 2.5 or its equivalent before a credit is granted;

(b) The subject/s which will be given credit shall have the same description or have
substantially similar content coverage and equal or greater number of units as the
corresponding subjects in the course curriculum offered in the University;

(c) Pre-requisites prescribed in the curriculum shall be observed; and

(d) Only a maximum of 25% of the total number of subjects/units previously taken may
be accredited to the curricular program that the student has transferred to.

Section 29. A student whose application for admission in the Graduate School has
already been approved and is duly matriculated may apply for advanced credits or transfer credits
for academic units earned from another academic institution upon:

47
 (a) Presentation of credentials showing that he enrolled in the courses which are fully
equivalent to those offered in the University for which credit is sought; and

(b) Passing of validating tests required by the graduate program preferred. Validating
tests are a must in instances where five (5) or more years have lapsed since the last
enrollment of the student.

Section 30. A system for accreditation of work experiences and training obtained
previously by the student toward the degree will be established, details of which are to be spelled
out for each curricular program.

Section 31. All academic Deans/Directors are authorized to approve requests of

student/s for the opening of tutorial courses in the graduate and undergraduate programs on cost
recovery basis subject to the following procedures:

(a) Opening of courses on cost recovery basis shall be considered upon request by
graduating students with deficiency whose needed course/s is/are not offered in the
semester, and by irregular students who need to take the course to adjust to the
mainstream in the appropriate curriculum year;

(b) Request for opening of courses shall be done by the students concerned not later
than two weeks before enrollment;

(c) Request for opening of courses shall be addressed to the Dean/Director and endorsed
by the Program Adviser and/or Department Chairperson;

(d) The same endorsement shall carry the Program Adviser’s or Department
Chairperson’s recommendation of the professor/instructor to teach the course and
indicating the full student cost;

(e) The professor/instructor shall be designated by the Dean/Director considering

primarily the academic preparation, teaching load which should not exceed 30 units,
and the willingness to teach the course on cost recovery basis;

(f) In cases of students with failures, the faculty to be assigned to teach the requested
course should not be the same faculty who gave the failing mark;

(g) The professor/instructor shall be compensated fully based on the hourly rate following
the usual auditing rules and regulations; and

(h) The fees to be paid by students shall be based on the rate of the faculty who will
handle the course and to be divided by the number of students who enrolled in the
course. It shall be deposited in the trust fund of the college and shall be disbursed
solely for the purpose it was collected.

Section 32. One (1) unit of credit shall be at least 17 full hours of instruction in the form
of lecture, discussion, seminar, tutorial or equivalent field/laboratory work or any combination of
these forms within the semester; provided that a substantial equivalent shall be observed for other
terms such as trimester or quarterly system.

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 Section 33. The regular load during the summer term shall be six (6) units but the
Dean/Director may allow a higher load not to exceed nine (9) units in justifiable cases.

Section 34. The regular load for undergraduate students shall be 21 non-laboratory units
or 24 units including laboratory, or that which is prescribed in the curriculum during a semester
for a certain program or course.

Section 35. A student may be permitted to enroll for two (2) additional subjects equivalent
to six (6) units provided that he or she is a candidate for graduation at the end of the semester in
which he or she was allowed to enroll.

Section 36. Students who are employed in the government and private sectors shall be
limited to a nine (9) unit load per semester unless an authority is granted by their employer to
enroll beyond what is allowed.

CHAPTER 3
ATTENDANCE AND RESIDENCE RULE

Section 1. Attendance of students shall be governed by the rules and regulations

promulgated by the University.

Section 2. Prolonged leave of absence shall require a written petition to be approved by

the Dean/Director, copy furnished to the University Registrar. The petition shall state the reasons
for the leave and shall specify the period, which in no case shall exceed one (1) academic year,
subject to renewal for very meritorious reasons. Once granted, appropriate notice shall be sent to
the concerned parent. Such approved written petition shall be made part of the student's records.

Section 3. Students who withdraw from a college/unit without formal leave of absence
may have his registration privileges curtailed or entirely withdrawn.

Section 4. Residence refers to the number of years or terms required for a student to
finish a course.

Section 5. An undergraduate student shall have an allowable residence that is equivalent

to a maximum of one and one-half times the normal length or duration prescribed for the course,
exclusive of the approved leave of absence, otherwise the student shall no longer be allowed to
re-enroll in the University.

Section 6. A graduate student shall have an allowable residence of five (5) years for the
master’s program and seven (7) years for the doctoral program.

CHAPTER 4
CURRICULAR CHANGES

Section 1. The rules on pre-requisite as prescribed in the curriculum shall be strictly

followed. Enrolling and attendance in a subject without passing its pre-requisite shall earn
students no academic credit.

49
 Section 2. A student shall be allowed to drop his/her subjects before midterm
examinations after submitting the duly accomplished form that is approved by concerned faculty
members. A student, however, may be automatically dropped by the concerned faculty member
after incurring three (3) consecutive unexcused absences.

Section 3. A student may be allowed to drop a course after the midterm examinations
only by reason of illness duly certified by a physician, or for other valid reason/s.

Section 4. Adding of subject/s for valid reason/s shall be stated in writing for approval by
the Dean/Director of the college/unit where the student is enrolled. This shall be made within one
week after the close of registration and shall only be allowed upon payment of the corresponding
fee. The total load allowed, however, shall not exceed the maximum load under the rule on
academic load, or that which is prescribed for the curricular year during the term/semester. A
subject or subject/s added to one's academic load unofficially or without prior approval by the
Dean/Director shall not be given credit.

Section 5. Changing of subject or section shall be allowed within a week after the close
of registration upon the recommendation of the Department/Program Chairperson subject to the
approval of the Dean/Director and upon payment of the corresponding fee.

Section 6. Petition for substitution of subjects may be allowed upon the recommendation
of the Department/Program Chairperson and must be approved by the Dean/Director of the
college/unit. No substitution shall be allowed for any subject prescribed in the curriculum where
the student has a failing mark, except when the subject is no longer offered.

CHAPTER 5
GRADING SYSTEM, EXAMINATIONS, SCHOLASTIC PERFORMANCE

Section 1. The University shall have a uniform grading system using number grades from
1.0 to 5.0, where 1.0 is the highest, 3.0 is the lowest passing grade, and 5.0 is failure. A grade of
4.0 is conditional and can only be given as a mid-term grade. An "INC" grade indicates incomplete
course work. This shall be applicable to both graduate and undergraduate students of the
University. Following is the prescribed grading system:
Adjectival Rating Grade Equivalent
1.0 99-100
1.1 98
1.2 97
Outstanding 1.3 96
1.4 95
1.5 94
1.6 93
1.7 92
1.8 91
Superior
1.9 90
2.0 89
2.1 88
2.2 87
2.3 86
Very Satisfactory
2.4 85

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 2.5 84
2.6 82-83
Satisfactory
2.7 80-81
2.8 78-79
2.9 76-77
Fair/Average
3.0 75
Below 75 Conditional (lowest
Poor 3.1-4.0
possible midterm rating)
5.0 Failure
Inc. Incomplete

Section 2. Two (2) major written examinations, mid-term and the final examinations, are
prescribed every semester/term. Other written, oral, or practical examinations are also given at
the discretion of the subject Professor/Instructor.

Section 3. The academic performance of students shall be evaluated and graded at the
end of each term in accordance with the prescribed grading system.

Section 4. The faculty member has the sole authority to determine and give grades to
the students following scientific evaluation procedures as prescribed in the course syllabus.

Section 5. Every faculty member shall submit personally the report of grades as soon as
possible but not later than fourteen (14) days after the last day of examination period at the end
of each term. Failure to comply with this shall be construed as a violation of reasonable Civil
Service and other office rules and regulations which shall be a ground for disciplinary action.

Section 6. No faculty member shall be allowed to submit grading sheets for individual
students; thus grading sheets shall reflect the grades of the whole class except for justifiable
reasons.

Section 7. No faculty member shall change/add a name or grade after report on ratings
has been submitted. In exceptional cases, where an error or omission has been committed, the
faculty member may request in writing within the succeeding semester from the Dean/Director to
make the necessary change and/or correction. If the request is granted, a copy shall be forwarded
to the registrar for the correction of records. However, in no case shall grades be changed or
added in the grade sheets after submission nor shall any change operate to the prejudice of the
student.

Section 8. No student of the University shall directly or indirectly influence his

professor/instructor to give him/her a certain grade or ask another person to influence his
professor/instructor to his favor. Any student violating this rule shall lose credit in that particular
subject.

Section 9. An "Incomplete" (INC) mark indicates incomplete course work and may be
awarded to a graduate or undergraduate student only when a small portion of the student's work
is incomplete and only when the student is otherwise capable of earning a passing mark. The
incomplete (INC) mark of the previous semester must be completed before the end of the
succeeding term/semester (excluding summer), otherwise it will be converted to a grade of 5.0
(Failed) by the College Registrar of the college/unit upon written instruction from the concerned
professor/instructor. In the event that the concerned professor/instructor cannot be contacted (due

51
to resignation, retirement, death, etc.), the Dean/Director of the college/unit is authorized to make
decision for the concerned professor/instructor in consultation with the Department Chairperson.

Section 10. An “incomplete” (INC) mark is not included in the computation of general
weighted average unless it is replaced by a final grade. In which case, said grade shall be
included in the grades during the semester in which the removal was made.

CHAPTER 6
SCHOLASTIC PERFORMANCE

Section 1. Scholarships in the University shall be classified into: (1) internally-funded

scholarships; (2) externally-funded scholarships; and (3) study grants.

Section 2. Internally-funded scholarships are those enjoyed by students with exemplary

scholastic performance and service to the University. These include but are not limited to
entrance, academic, publication, athletics, performing arts scholarships, and scholarships granted
to University Student Council and College Student Council officers, BU personnel dependents,
etc.

Section 3. Externally-funded scholarships are those funded by private individuals or

organizations, awarded to students in accordance with the Memorandum of Agreement or the
rules and regulations governing them.

Section 4. Study grants are those funded by government organizations like the
Commission on Higher Education, Department of Science and Technology, Department of
Agriculture, and Local Government Units.

Section 5. An entrance scholarship consisting of free tuition and matriculation shall be

enjoyed for one semester only by the following students upon admission to the University:

(a) Valedictorians and Salutatorians from public, private, or vocational schools having a
graduating class of not less than fifty (50) students, except those who graduated from
SUCs laboratory high schools; and

(b) The overall topnotcher in the BU College Entrance Test.

Section 6. Academic scholarship may be availed of by students who obtained a high

average rating during the preceding term in Bicol University, provided that the GWA should be
1.7500 or better. These scholars shall be granted the following:

(a) Full Scholarship - 100% discount in tuition fee and other assessed fees for a GWA of
1.00-1.25; and

(b) Partial scholarship - 75% discount in tuition fee for a GWA of 1.25-1.50, and 50%
discount in tuition fee for a GWA of 1.51-1.75.

Section 7. To qualify as academic scholar, the student must meet the following
requirements:

(a) Must not have a grade lower than 2.4 (85%) in any subject;

52
 (b) Must carry the normal load as prescribed in the curriculum; and

(c) Must be recommended by the Dean/Director of the college/unit.

Section 8. Scholarship consisting of one hundred percent (100%) discount in tuition fee
shall be granted to a student or qualified dependent below 21 years of age of a regular employee
of the University enrolled in the undergraduate program. The discount shall be given every
semester until completion of the degree, provided the following conditions are met:

(a) The student is taking the regular load as prescribed in the curriculum; and

(b) The student maintains a general weighted average of 2.5 or better without a failing
grade in any subject taken during the semester immediately preceding the term he
has to avail of the scholarship.

Section 9. A full or partial scholarship shall last only for one semester, but shall be
renewable for the succeeding semester provided the student meets the prescribed conditions.

Section 10. A student must satisfy the basic requirements stipulated in the retention
policy of the college/unit for a particular program, otherwise the student shall be disqualified from
continuing the course.

Section 11. The college/unit shall formulate appropriate guidelines governing scholastic
performance of students subject to existing rules and regulations.

Section 12. Any student dropped from one college or unit shall not be admitted in another
college/unit of the University unless in the evaluation by a competent authority, his natural aptitude
or interest will qualify him in another field of study in which case he shall be allowed to enroll in
the appropriate college or department of the University.

Section 13. A student who is under probation and still obtains a failing mark in one of his
subjects at the end of the term shall be dropped from the roll of the college/unit, except for
students who are already in their fourth and fifth year, who may be allowed to re-enroll upon a
written petition approved by the College Petition Committee; provided further, that the failure is
for the first time and not due to poor performance. In which case, the maximum academic load
that may be granted shall be nine (9) units.

Section 14. Any student who, at the end of the semester or term, fails in 75% of the
academic units in which he/she is officially enrolled for credit shall be permanently barred from
re-admission to any college/unit of the University.

Section 15. Any student, who was dropped once, and again fails so that it becomes
necessary to drop him again, shall not be eligible for re-admission to any college/unit of the
University.

Section 16. Permanent disqualification does not apply to cases where the concerned
faculty member certifies that the grade of 5.0 was due to the student's unauthorized dropping of
subject/s and not to poor performance. However, if the unauthorized withdrawal takes place after
the mid-term and the student's class standing is poor, his/her grade of 5.0 shall be counted against

53
him for purposes of this rule. The Dean/Director shall deal with such cases on their individual
merit in the light of the recommendations of the Dean of Student Affairs and Services.

Section 17. Dismissed or disqualified students shall be permanently barred from re-
admission to the University.

Section 18. Required courses in which a student has failed shall take precedence over
other courses in his succeeding enrollment.

Section 19. A student who fails in one subject at any time shall, in the succeeding term,
carry a load which is one subject (or its equivalent units) less than the load allowed for his course
during the current semester. A student who obtains two failing marks at the end of the term will
be under probation during the following semester and may be allowed to take not more than 12
units. Probation status may be removed upon passing all the subjects carried during the term in
which the student is on probation.

Section 20. A student may be allowed to repeat a subject not more than two times.

Section 21. A student in good standing who desires to sever his connection with the
University shall present to the University Registrar a written petition to this effect, signed by the
parent or guardian. If the petition is granted, the student shall be given honorable dismissal.
Without such petition and favorable action, no record of honorable dismissal shall be made.

Section 22. Honorable dismissal is a voluntary withdrawal from the University with the
consent of the University Registrar or equivalent official duly authorized by the University
President.

Section 23. All indebtedness to the University must be settled before the statement of
honorable dismissal shall be issued. The statement indicates that the student withdraws in good
standing as far as character and conduct is concerned.

Section 24. A student who leaves the University by reason of suspension or expulsion
due to disciplinary action shall not be entitled to honorable dismissal. His/her transcript of records
shall contain a statement of the disciplinary action rendered against him/her.

CHAPTER 7
GRADUATION REGULATIONS

Section 1. No student shall be recommended for graduation unless he has satisfied all
academic and other requirements prescribed for graduation.

Section 2. Candidates for graduation who began their studies under a curriculum more
than 10 years ago shall be governed by the following rules:

(a) Those who had completed all the requirements of the curriculum but did not apply for,
nor were granted the corresponding degree or title, shall have their graduation
approved as of the date they would have originally graduated; and

(b) Those who had completed all but three (3) subjects or less required by the curriculum
may follow either the old or the new curriculum in force to finish his course.

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 Section 3. One month after the opening of classes, the College Registrar shall evaluate
and examine the academic records of each candidate to ascertain whether he has any deficiency
or whether he has fulfilled all requirements to qualify for graduation.

Section 4. All candidates for graduation shall have their deficiencies settled and their
records completed not later than five weeks before the end of their last semester, or that which is
scheduled in the University Calendar.

Section 5. No student shall be allowed to graduate from the University unless he has
complied with the residence requirement.

Section 6. A student who has not submitted the graduation clearance, paid the required
graduation and other fees, shall not be issued the diploma, official transcript of records (OTR),
and certificate for graduation.

Section 7. A student graduating with honors shall have a general weighted average of
1.7500 or better.

Section 8. Students who complete their courses with the following range of weighted
averages, computed to the second decimal place observing the rounding off principle, shall be
graduated with honors as follows:

SUMMA CUM LAUDE 1.0000 - 1.2500

MAGNA CUM LAUDE 1.4500 or> 1.2500
CUM LAUDE 1.7500 or> 1.4500

Provided, that the student has no grade lower than 3.0 in any of the subjects irrespective
of whether the subject was taken in the University or elsewhere. Provided, further, that in the
case of students graduating with honors in courses prescribing less than (4) years, the award
shall be "With Academic Distinction". The same award shall also be given to a graduating student
of a four- or five-year course who meets the general weighted average (GWA) for a candidate
with honors but fails to meet other graduation requirements.

Section 9. A student who is a candidate for graduation with honors must have completed
at least seventy-five (75) percent of the total number of units prescribed in the curriculum and
must have been in residence for at least six (6) semesters immediately preceding graduation. In
the case of a student belonging to a curriculum in which the prescribed length is less than four (4)
years, the residence prior to graduation must be at least three (3) semesters for a two (2) year
course, and four (4) semesters for a three (3) year course.

Section 10. In the computation of the GWA of students who are candidates for graduation
with honors, only grades credited for the curriculum shall be included.

Section 11. Students who are candidates for graduation with honors must have taken,
during each semester, no less than twenty-one (21) units of credits or that which is prescribed in
the curriculum as a regular load by the rule on academic load.

Section 12. A student carrying less than either the number of units prescribed in the
curriculum or that which is prescribed as a regular load by the rule on academic load, is considered
"underload" and shall be disqualified for graduation with honors.

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 Section 13. A student graduating with honors must have completed the course within the
prescribed regular program of study for the curriculum.

Section 14. The University Committee on the Commencement Exercises chaired by the
Vice-President for Academic Affairs with the University Registrar as Vice-Chair and
Deans/Directors of colleges as members shall be responsible for the planning and execution of
plans for the commencement exercises and baccalaureate services.

Section 15. The University Commencement Exercises shall be held at the University
Commencement Grounds or in another venue as may be determined by the committee with the
approval of the University President. For practical purposes, colleges/units outside Daraga and
Legazpi City areas may opt to hold separate commencement exercises subject to the approval of
the University President.

Section 16. Graduating students who may not be able to attend the Commencement
Exercises for justifiable reasons shall submit an excuse letter to the Dean/Director through the
College Registrar one week before the Commencement Exercises for approval.

Section 17. The diploma, official transcript of records (OTR) and other graduation
credentials/records shall bear only one (1) date which shall be the date of the University
Commencement Exercises.

Section 18. Candidates for graduation with degrees or titles shall be required to wear the
prescribed academic attire during the Baccalaureate Services and Commencement Exercises.

Section 19. The students’ credentials are confidential, hence information are released
only upon the request of the student or of the appropriate institutions and/or officials with
appropriate authorization of the concerned student and shall be released at the Registrar’s Office.

Section 20. Official transcript of records from other institutions submitted to the University
as transfer credential shall form part of the students’ permanent record.

TITLE FIVE
THE UNIVERSITY ACADEMIC DEPARTMENTS

CHAPTER 1
THE UNIVERSITY ACADEMIC DEPARTMENTS

Section 1. In order to have a unified standard of instruction and regulations in the different
academic disciplines and localized responsibility in the exercise of duty, the University President
may designate members of the academic staff, in addition to their respective assignments, as
University Department Heads of the following academic departments:

(a) Humanities;

(b) Natural Sciences;

(c) Social Sciences;

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 (d) Professional Education; and

(e) Mathematics, Statistics and Physics.

Section 2. The Department Heads shall have the following functions:

(a) Meet periodically with the representatives of the various colleges for the following
purposes:

i. Curriculum review and/or revisions;

ii. Formulation of recommendations for rules and policies regarding instructional
standards; and
iii. Planning of production, purchase, and/or distribution of instructional materials.

(b) Assist the Academic Deans/Directors in the following activities:

i. Making a list of books, magazines, and other materials for purchase by the
respective college/unit;
ii. Recommending faculty who will undergo further training and/or study in their
respective departments;
iii. Conducting in-service education projects such as seminars, lectures, and similar
activities in their respective fields; and
iv. Recruiting qualified faculty members who can be recommended for teaching
positions in the different departments.

(c) Other functions that may be necessary for the efficient management of the academic
programs.

Section 3. In the performance of these functions, the Department Heads will work in
coordination with the Deans/Directors and the Vice President for Academic Affairs.

TITLE SIX
THE GRADUATE SCHOOL

CHAPTER 1
BASIC POLICIES

Section 1. Access to advanced education shall be broadened through the adoption of

an alternative educational program delivery in the form of open university/distance education,
modular instruction, extended programs and other innovative modes via establishment of
learning centers..

Section 2. Graduate education which meets accepted standards of quality and excellence
shall be provided through the adoption of an approved system of accreditation and internal
mechanism of quality assurance.

Section 3. Development of graduate programs shall ensure relevance and

responsiveness to the dynamically changing domestic and international environment.

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 Section 4. Decentralization of graduate programs and vertical articulation of curricula
shall be observed for a more efficient and effective operation of the Graduate School.

Section 5. Strengthening of departments in colleges where graduate programs are

offered shall be pursued to make decentralization and vertical articulation of programs more
effective.

CHAPTER 2
ORGANIZATION

Section 1. The Graduate School shall be a distinct academic unit of the University
mandated to offer and grant post-baccalaureate courses leading to either a master’s or doctorate
degree in a decentralized set-up.

Section 2. The Graduate School, through its Dean, shall exercise administrative
jurisdiction over all graduate programs of Bicol University while the colleges/academic units where
the graduate programs are based shall implement and supervise the programs thru the Deans
and Department Chairs.

Section 3. With the decentralization of graduate programs to appropriate

colleges/academic units and following the vertical articulation principle, the Graduate School shall
perform functions as a support unit, namely, (i) administration and coordination of graduate
education in the university; (ii) policy formulation and monitoring of policy implementation; (iii)
resource generation and linkage development in support of the graduate programs; (iv) assurance
of the quality of graduate education according to prescribed accreditation standards; and (v)
provision of the needed support to enhance the capability of graduate faculty and the offering of
graduate programs.

Section 4. As delivery units of the graduate programs, the colleges/academic units shall
take charge of preparing the class schedules and faculty load thru the departments for
endorsement to the Graduate School for final review and endorsement to the University President
thru the Vice-President for Academic Affairs.

Section 5. The Deans/Directors of the colleges/academic units where the graduate

programs are offered shall have direct supervision of the faculty members thru the Department
Chairs.

Section 6. The faculty of graduate programs shall come from regular faculty members of
the department or college where the graduate programs are based and are qualified to teach in
the Graduate School in accordance with approved policies and guidelines of the University. The
graduate course/s handled by the faculty members shall become part of their regular teaching
load.

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 TITLE SEVEN
STUDENT AFFAIRS

CHAPTER 1
STUDENT AFFAIRS AND SERVICES

Section 1. Student Affairs and Services are the services and programs that are concerned
with academic support experiences of students to attain holistic student development. Academic
support services are those that relate to student welfare, student development, and institutional
programs and services.

Section 2. Student welfare services are basic services and programs needed to ensure
and promote the well-being of students. These include:

(a) Information and orientation services which refer to informative activities and materials
designed to facilitate student adjustment to life in tertiary/higher education;

(b) Guidance and counseling services refer to a set of services using integrated approach
to the development of well-functioning individuals primarily by helping them to utilize
their potentials to the fullest

i. Individual inventory is a collection of extensive information about the

individual/student for proper understanding, decision-making and placement;

ii. Consultation and Counseling services is an individual and/or group intervention

designed to facilitate positive change in student behavior, feelings, and attitudes.

1. Referral refers to coordination with multi-disciplinary team of specialists to

ensure that counselee’s resolution of problems and attainment of full
potential are met.

2. Follow up appraisal of the current situation of the counselee to determine

whether further assistance is necessary.

iii. Appraisal (Psychological Testing)) refers to the gathering of information about the
students through the use of psychological tests and non-psychometric devices.

iv. Research Guidance and Counseling is an attempt to unearth the needs of the
institutional community, established the need for improvement, validate new
strategies, techniques and interventions and discover different alternatives for
attaining goals.

(c) Career and job placement services which refer to the facilitation of the clientele’s
movement to the appropriate educational and occupational level or program; entry
into the appropriate co-curricular and extra-curricular activities; pursuit of further
education of other employment upon leaving the institution.

(d) Economic enterprise development which refers to those services and programs that
shall cater to the other economic needs of students such as but not limited to (i)
student cooperatives, (ii) entrepreneurship, (iii) income generating projects, and (iv)
savings;

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 (e) Multi-faith services which refer to the provision of an environment conducive to free
expression of one’s religious orientation in accordance with institutional principles;
and

(f) Services for students with special needs and persons with disabilities which are
programs and activities designed to provide equal opportunities to persons with
disabilities, indigenous people, solo parents, etc.

Section 3. Student development services refer to the services and programs designed for
the exploration, enhancement, and development of the student’s full potential for personal
development, leadership, and social responsibility through various institutional and/or student
initiated activities. These are programs and activities designed for the enhancement and
deepening of leadership skills and social responsibility, including:

(a) Student activities which refer to supervision, recognition, and monitoring of student
organizations and their activities, such as leadership programs, student publication,
student organizations, sports development, volunteerism, peer helper program, etc.;

(b) Student organizations and activities which refer to the recognition/accreditation,

supervision, and monitoring of student groups including the evaluation of their
activities;

(c) Leadership training which are programs and opportunities to develop and enhance
leadership effectiveness on the personal level and within student organizations.

(d) Student council/government refers to the student body duly organized and elected at
large by the students themselves, with due recognition and authority from the higher
education institution, as the students’ official representative in matters affecting them;

(e) Student discipline refers to the judicious implementation of institutional rules and
regulations governing student behavior and conduct;

(f) Student publication/yearbook refers to the official publication/organ/journal/ yearbook

and such other student-oriented print and non-print media of the University and/or
college;

(g) Student handbook development refers to the mechanism to:

1) Develop and update a student handbook and render it into accessible formats
(such as but not limited to electronic, large print, media, braille, and sign language)
for dissemination, information, and guidance of students and university
stakeholders; and
2) Archive and retrieve previous student handbooks for purposes of improving the
same.

(h) Social and community involvement programs refer to the programs and opportunities
designed to develop social awareness, personal internalization, and meaningful
contributions to nation-building.

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 Section 4. Institutional student programs and services refer to the services and programs
designed to respond pro-actively to the basic health, food, shelter, and safety concerns of
students including students with special needs and disabilities. These are programs and activities
offered by the HEI to facilitate the delivery of essential services to the students that include:

(a) Scholarship and financial assistance which refers to the management, generation
and/or allocation of funds for scholarship and financial aid to deserving students;

(b) Food services which refer to the provision of available, adequate, safe, and healthful
food within the campus and immediate vicinity in accordance with the food, safety, and
sanitation guidelines of the Department of Health;

(c) Student housing and residential services which refer to the assistance provided to
ensure access to accommodations that are safe and conducive to learning;

(d) Foreign/international student services which refer to the provision of assistance to

address the needs of foreign students;

(e) Cultural and arts program which refers to the set of activities designed to provide
opportunities to develop and enhance talents, abilities, and values for appreciation,
promotion, and conservation of national culture and multi-cultural heritage; and

(f) Sports development programs which are the set of activities designed for physical
fitness and wellness of students.

Section 5. The University shall, as much as possible, maintain residence halls for the
welfare of the students. The residence halls shall be administered in accordance with the rules
and regulations promulgated by the University. Students not living in the residence halls shall be
encouraged to reside in private homes or dormitories recommended by the Office of Student
Affairs and Services.

Section 6. Scholarship grants, assistantships, and other forms of financial aid to students
shall be awarded in accordance with pertinent rules and regulations.

Section 7. There shall be a committee organized/created by the University President to

formulate rules and implementing guidelines regarding student assistantships.

Section 8. Scholarships in the university may be classified as:

(a) Internal scholarships which are those enjoyed by students with exemplary scholastic
performance and service to the university, including, but not limited to, entrance,
academic, publication, athletic, performing arts, USC, CSC officer, and BU personnel
dependent scholarships;

(b) Externally-funded scholarships which are those funded by private individuals or

organizations awarded to students in accordance with a Memorandum of Agreement
or the rules and regulations governing them; and

(c) Study grants which are those funded by government organizations/agencies like
CHED, DOST, DA, LGU, etc.

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 Section 9. The University shall establish a Student Loan Fund to be administered and
managed by the Office of Student Affairs and Services subject to the rules and regulations of the
University.

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 CHAPTER 2
STUDENTS

Section 1. A student of Bicol University is one who is officially enrolled and regularly
attending classes in any college/unit of the University.

Section 2. A graduate student is one who is officially enrolled in any master’s or doctorate
program of the University.

Section 3. Undergraduate students are classified as regular, irregular, and non-regular.

(a) A regular student is one who follows an organized program of study for a bachelor’s
degree or undergraduate diploma/certificate, is registered for formal academic credits,
and carries the subjects called for by the curriculum for which he/she is registered in
a given semester.

(b) An irregular student is one who is registered for formal academic credits but does not
carry the full semester load called for by the curriculum for which he/she is registered
in a given semester.

(c) A non-regular student is one who is registered for formal academic credits, but not for
a degree, or is registered but does not receive formal academic credit/s for subject/s
taken. Classified as non-regular students are the following:

i. Non-degree students with credits;

ii. Cross-registrants with credits; and
iii. Special students without credits.

Section 4. A foreign student is one who is a citizen/subject or resident of another country

whose admission to the University is contingent upon compliance of the requirements of the
national government after qualifying for admission and submission of all the required documents
and other requirements of the University.

Section 5. Subject to the limitations prescribed by law and the University policies and
regulations, the rights of every student in the University are as follows:

(a) The right to receive relevant quality education in line with national/regional goals,
educational objectives, and standards of the university;

(b) The right to avail of guidance services to enable him/her to know himself/herself, to
make decisions, and to select from the alternative fields of work in line with his
potentials;

(c) The right to express and pursue his/her opinions on any subject; provided, that the
expression and dissemination of such views do not disrupt the work and discipline of
the University;

(d) The right to receive a copy of every paid publication;

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 (e) The right to participate in the formulation and development of policies affecting the
University in relation to the locality/region and nation through representation in the
appropriate body/bodies;

(f) The right to establish, join, and participate in organizations and societies that are not
contrary to law;

(g) The right to be secured and protected while inside the University premises or while
outside of the University conducting official activities;

(h) The right to be informed of the University rules and regulations;

(i) The right to participate in curricular and co-curricular activities;

(j) The right to be treated with respect and dignity;

(k) The right to redress of grievances against any wrong or injustices committed against
him and/or other students by any member of the academic community in accordance
with the defined channels of authority therein;

(l) The right to due process;

(m) The right to have access to his class and other records for the purpose of determining
his class standing, and the University shall maintain and preserve such records;

(n) The right to be officially admitted to the University and to continue or pursue his course
of study therein until graduation, except in cases of academic delinquency and
violation of disciplinary regulation;

(o) The right to be assisted by the University through current and adequate information on
work opportunities;

(p) The right to expeditious issuance of certificates, diplomas, transcript of records,

grades, and transfer credentials;

(q) The right not to be denied admission or re-admission on the ground of pregnancy
outside of marriage;

(r) The right against discriminatory and derogatory portrayal of gender in any student
activities in the university;

(s) The right to be protected against sexual harassment in any form;

(t) The right to intellectual property and independent pursuit of knowledge; and

(u) All other rights guaranteed under the Constitution.

Section 6. Every student, regardless of the circumstances of his birth, sex, religion, social
status, and other factors shall:

(a) Strive to lead an upright, virtuous, and useful life;

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 (b) To develop the highest potentials for excellence and service, particularly by pursuing
an education suited to his/her abilities, in order that he/she may become an asset to
himself/herself and to society;

(c) Respect the customs and traditions of the people, the duly constituted authorities, the
laws of his country, and the principles of democracy;

(d) Participate actively in civic affairs and in the promotion of the general welfare;

(e) Help in the observance and exercise of individual and social rights, the strengthening
of freedom everywhere, and the fostering of cooperation among nations in the pursuit
of progress, prosperity, and world peace;

(f) Respect and cooperate with the faculty, fellow students, and University authorities in
the attainment and preservation of order in the University and in the society;

(g) Exercise his/her rights responsibly with due regard for the rights of others; and

(h) Uphold the integrity and good name of the University.

CHAPTER 3
CURRICULAR CONSULTATION SERVICE

Section 1. The University shall provide for consultation periods regarding curricular and
co-curricular concerns with the faculty.

Section 2. Students may be consulted on curricular or co-curricular innovations in

connection with the program of studies.

CHAPTER 4
CURRICULAR AND CO-CURRICULAR ACTIVITIES

Section 1. There shall be a Student Council of the University and of each college/unit
whose officers and members shall be elected by the student body from among themselves. The
objectives of said council shall be as follows:

(a) Develop University spirit among the ranks of students and promote their general
welfare;

(b) Advise distinctly the University President on student matters, affairs, and activities of
intercollegiate concern;

(c) Organize and direct students as regards on-campus and off-campus activities;

(d) Adopt its Constitution and by-laws for internal and general governance; and

(e) Exercise such powers and perform such other duties as the University authorities may
require from time to time.

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 Section 2. The manner of electing officers and members shall be in accordance with the
rules promulgated by the Committee to be rendered by the Office of Student Affairs and Services.

Section 3. There shall be a Student Election Code to govern the election of officers and
members of the University and College Student Councils during their term.

Section 4. The Chairperson of the University Student Council shall be invited as non-
voting member to the Academic Council and Administrative Council during his term.

Section 5. The Office of Student Affairs and Services shall recognize and accredit all
student organizations of the University, subject to the guidelines formulated for student
organization and activities.

Section 6. Students of the University are free to participate in co-curricular and extra-
curricular activities and to express their views and sympathies in any public question/issue subject
to the following conditions:

(a) Their participation shall excuse them only for the time missed but not from fulfilling
other requirements provided by the University; and

(b) Their participation shall be of their own personal responsibility.

Section 7. There shall be a University Athletic Board which shall be composed of the
following:

(a) The Vice President for Administration and Finance or his/her equivalent, Ex-Officio
Chairperson;

(b) The Director of the Institute of Physical Education, Sports and Recreation or his/her
equivalent, Ex-Officio Vice-chairperson;

(c) The Dean of Student Affairs and Services, Ex-Officio Member and Secretary;

(d) University Sports Coordinator, Member;

(e) BUANTS Representative, Member;

(f) BUUFFAI Representative, Member; and

(g) University Student Council Representative, Member.

Section 8. The University Athletic Board shall lay down the athletic policies and programs
of the University and administer the administrative and financial affairs of athletics and similar co-
curricular activities of the University, subject to the approval of the University President.

Section 9. Convocations of the University shall be held under the auspices of its different
units or other organizations, upon approval of the University President or his designated official.

Section 10. Any person may speak before student groups or organizations of the
University, with permission from the University President or his designated official.

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 Section 11. There shall be an official student publication in the Bicol University and in
each college/unit which shall be autonomously managed by the student body through an editorial
board pursuant to the provisions of existing laws.

Section 12. A member of the publication staff shall maintain his status as student in order
to retain membership in the publication staff. A student shall not be expelled or suspended solely
on the basis of articles he has written, or on the basis of the performance of his duties in the
student publication, provided that no University policy or other laws of the land is violated.

Section 13. Every student shall observe the laws of the land, the rules and regulations of
the University, and the standards of good society. For the guidance of all concerned, the rules
and regulations on the conduct and discipline of the students shall be embodied in the University
Student Handbook.

Section 14. The following terms shall have the meaning set forth below for purposes of
such rules and regulations:

(a) Students include any person enrolled in any academic unit of the University on a
regular or part-time basis at the time of the commission of the offense, regardless of
whether or not he/she is enrolled in any college/unit of the University at the time of the
filing of the charge or during the pendency of the disciplinary proceeding against
him/her;

(b) Laws of the land refer to general enactments in force in the Philippines; and

(c) Official report includes any factual narration in written form duly submitted to any
proper authority in the University security force, any officer of a college/unit, or any
officer of the University.

TITLE EIGHT
THE UNIVERSITY LIBRARY

Section 1. There shall be a University Library and Campus Libraries to be established in

each campus that will provide physical and digital or electronic acquisitions of library materials.

Section 2. All bonafide students of Bicol University shall abide by the rules and
regulations of the University Library to be embodied in the University Library Handbook.

TITLE NINE
THE NATIONAL SERVICE TRAINING PROGRAM

Section 1. National Service Training Program (NSTP) refers to the program aimed at
enhancing civic consciousness and defense preparedness in the youth, by developing the ethics
of service and patriotism while undergoing training in any of the three (3) program components,
specifically designed to enhance the youth’s active contribution to the general welfare.

Section 2. The following are the three program components of NSTP:

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 (a) Reserve Officers’ Training Corps (ROTC) referring to the program component
institutionalized under Sections 38 and 39 of Republic Act No. 7077, designed to
provide military training to tertiary level students in order to motivate, train, organize,
and mobilize them for national defense preparedness;

(b) Literacy Training Service (LTS) referring to the program component designed to train
the students to teach literacy and numeracy skills to school children, out-of-school
youth, and other segments of society in need of their services; and

(c) Civic Welfare Training Service (CWTS) referring to the program component in charge
of providing students with activities contributory to the general welfare and the
betterment of life for the members of the community or the enhancement of its facilities,
especially those devoted to improving health, education, environment,
entrepreneurship, safety, recreation, and morals of the citizenry and other social
welfare services.

TITLE TEN
RESEARCH, DEVELOPMENT, AND EXTENSION

CHAPTER 1
DEFINITION AND NATURE OF RESEARCH, DEVELOPMENT,
AND EXTENSION

Section 1. Research is a scientific process of critical selection of data for investigation

and analysis in order to gain new knowledge or complement existing ones. It means basic or
applied research and includes the development of marketing of university-owned technology or
intellectual property, the acquisition of services of an official or employee by an entity for research
purposes or participation in national and regional economic development programs.

Section 2. Research and Development (R&D) shall be defined as a systematic work,

drawing on existing knowledge gained from research and/or practical experience that is directed
towards producing new materials, products, or devices, installing new processes, systems, and
services, and substantially improving those already produced or installed.

Section 3. Extension is technically defined as an educational program that facilitates the

transfer of knowledge, technology, and innovations from research and academic institutions to
the end-users, taking into consideration their actual needs and problems.

Section 4. Knowledge management is referred to as the strategies and processes

designed to identify, collect, structure, leverage, utilize, and share RD&E information to concerned
stakeholders to promote organizational development. Among its major concerns are identification
and documentation of both explicit and tacit knowledge, and dissemination of this knowledge
within the University as well as to other institutions and organizations.

CHAPTER 2
GENERAL PRINCIPLES

Section 1. As a basic policy and principle, the Bicol University is mandated to initiate,
undertake, coordinate, and integrate the RD&E efforts of the University alongside national and

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regional development goals. Institutional researches shall also be undertaken by the faculty,
personnel, and students. A databank of RD&E information supportive to the pursuit of the
university’s mandates shall be maintained.

Section 2. The University shall implement its RD&E programs through the various RD&E
Centers and through the colleges/units anchored on the following principles and policies:

(a) Promote national and regional development through institutional and collaborative
RD&E, commercial application of institution-owned intellectual property, and provision
of research and technical assistance to the community;

(b) Guarantee an open academic environment conducive to the faculty members’ pursuit
of knowledge and sharing of RD&E results and one that provides the students the
opportunity to participate in research as part of their academic training program;

(c) Support RD&E programs based on their scholarly and educational merits and not on
speculations concerning the political or moral impropriety of the uses which might be
made on their results;

(d) Ensure that RD&E programs performed using its facilities and resources shall be in
line with its academic and non-academic mandates and geared towards attainment of
the goals and mission of the university;

(e) Protect its students and personnel from exploitation and misuse by entities which are
a party to unauthorized and inappropriate research;

(f) Equally recognize and incentivize researches by undergraduate and graduate

students of the University which shall form an integral part of its RD&E efforts and
achievements;

(g) Encourage and facilitate the interaction/collaboration of its faculty, employees, and
students with other scientists, colleagues, and students;

(h) Assume primary responsibility for prevention, detection, and investigation of RD&E
misconduct and take action to ensure the integrity of the RD&E system, the protection
of the rights of research subjects and the public, and the observance of legal
requirements related to national and extramural funding; and

(i) Ensure that researchers are well protected from risks and are provided legal services
if warranted.

CHAPTER 3
THE UNIVERSITY RESEARCH AND
EXTENSION COUNCIL

Section 1. The University Research and Extension Council (UREC), as the policy-
formulating and direction-setting body of the University along RD&E functions, shall have the
following functions:

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 (a) Formulate policies and strategic directions for the RD&E plans and programs of Bicol
University;

(b) Through these policies and directions, ensure the interfacing and continuum of
knowledge generation, diffusion, utilization, and commercialization; and

(c) Strengthen the coordination of RD&E functions of the University.

Section 2. The Council shall have the following composition:

(a) Vice-President for RD&E who shall serve as Chairperson of the Council;

(b) Director of the Research and Development Management Division (RDMD) who shall
serve as Co-Chairperson;

(c) Director of the Extension Management Division (EMD) who shall serve as secretary;

(d) Directors of RD&E Centers;

(e) Academic Dean/Director of each college/unit or his authorized representative; and

(f) Representatives from existing R&D Consortia in the region.

Section 3. The VP for RD&E, the Directors of RDMD, EMD and RD&E Centers, and the
Deans shall sit as ex-officio members of the Council while the representatives from existing
regional consortia shall be officially invited/designated, upon endorsement by their respective
heads of agencies.

CHAPTER 4
IMPLEMENTATION OF RESEARCH, DEVELOPMENT, AND
EXTENSION FUNCTIONS

Section 1. Bicol University shall undertake Research, Development, and Extension as

co-equal functions along with Instruction. RD&E is an integrative continuum whereby knowledge
and products of natural and social sciences, arts, engineering, and information and
communications technology are conceived, developed, disseminated, utilized, and
commercialized.

Section 2. The University shall implement its RD&E programs and projects through the
R&D centers and colleges/academic units. These RD&E centers shall have either research or
extension functions or both.

Section 3. The University shall implement research undertakings either as a program,

project, or study/component falling under the following types, namely:

(a) Basic research which is an experimental or theoretical work undertaken primarily to

acquire new knowledge of the underlying foundations of phenomena and observable
facts, without any particular or specific applications or use in view;

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 (b) Applied research which is an original investigation undertaken to acquire new
knowledge directed primarily toward a specific aim or objective. Extension is a form
of applied research;

(c) Developmental research which is a systematic work, drawing on existing knowledge

gained from research and/or practical experience that is directed to producing new
materials, products or devices, installing new processes, systems and services, and
improving substantially those already produced or installed;

(d) Pilot testing which is an innovative work to confirm and demonstrate the feasibility of
actually using a technology, gauging end-users’ reaction to introduction of improved
technologies, and identifying potential problems related to the wider dissemination,
utilization, and adoption of a technology so these can be fed back to researchers;

(e) Technology promotion/commercialization which is an activity involving the application

of technologies on a commercial scale by an identified entrepreneur or user primarily
to increase his income/profit and productivity; and

(f) Action cum research which is a systematic, interactive, investigative, and analytical
research that leads to the development of practical solutions to problems.

Section 4. The University shall implement extension undertakings either as a program,

project, or study/component using appropriate extension approaches and methods/modalities.
Extension approaches may include any of the following but shall not be limited to conventional
extension approach, commodity specialized approach, training and visit approach, and farming
systems approach. Extension methods/modalities may include any of the following but shall not
be limited to use of mass media (e.g., radio, TV, audio-visual, and print media), individual or group
discussion, farm and/or house-to-house visit, use of model farmer/contact leaders, on-farm
demonstrations, and field trips.

Section 5. Depending on the need, an R&D coordinator and extension coordinator may
be designated in each college to spearhead and initiate the research undertakings in the college
and liaise with the RD&E centers of the University.

Section 6. The University shall adopt an incentive system such as release time or work
equivalent credits and/or honoraria to promote the engagement of faculty members/personnel in
RD&E.

Section 7. Commercialization of technologies and other research outputs shall be

initiated by the University in partnership with relevant government agencies, non-government
organizations, and the private sector.

Section 8. Ownership of research outputs shall be governed by the approved Intellectual

Property Rights policy of the University, RA 8293 otherwise known as the Intellectual Property
Code of the Philippines, RA 10055 otherwise known as the Philippine Technology Transfer Act of
2009, and by other pertinent laws.

CONCLUDING TITLE
AMENDMENTS, ENCLOSURE, REPEALING CLAUSE AND
EFFECTIVITY CLAUSE

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 Section 1. The Administrative Council of the University shall propose, in any of its regular
meetings or special meetings, amendments to the provision of this Code, subject to the approval
of the Board of Regents.

Any employee may recommend amendments to the provisions of this Code; provided that
such recommendations shall be coursed through and deliberated in an appropriate council of the
University and submitted to the Administrative Council for endorsement to the Board of Regents.
For a proposed amendment to be adopted by any of the councils, an affirmative vote of two-thirds
of the voting members present during the meeting called for the purpose should be obtained.

Section 2. This Code shall incorporate all pertinent government laws, resolutions,
memoranda, and policies promulgated by the Board of Regents that are consistent with the
provisions of the Code as integral parts.

Section 3. All other policies, rules, and regulations embodied or not embodied in this
Code but are consistent with the provisions of RA 5521, RA 8292 and other applicable legal
provisions shall continue to have full force and effect. This Code shall hereby supersede and
repeal all other existing rules and regulations as well as policies of the University that may be
inconsistent with this Code.

Section 4. Any violator of this Code shall be subject to disciplinary action by the University
upon due process.

Section 5. This Code shall take effect upon approval by the Board of Regents.

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 ANNEX A
ORGANIZATIONAL STRUCTURE

ORGANIZATIONAL CHART

OFFICE OF THE VP FOR ACADEMIC AFFAIRS

a
OFFICE OF THE VP FOR ADMINISTRATION AND FINANCE

OFFICE OF THE VP FOR PLANNING & DEVELOPMENT

b
OFFICE OF THE VP FOR RESEARCH DEVELOPMENT AND EXTENSION

c
 ANNEX B
BOARD RESOLUTION

d
e