Citizen's Manual 2022

NUEVA VIZCAYA STATE UNIVERSITY
CITIZEN’S CHARTER
2022 (1st Edition)
1
NUEVA VIZCAYA STATE UNIVERSITY
CITIZEN’S CHARTER
2022 (1st Edition)
2
I. Mandate:
The University shall primarily provide advanced instruction and

professional training in agriculture, arts, science, technology, education
and other related fields. It shall also undertake research and extension
services, and provide progressive leadership in its areas of specialization.
II. Vision:
A premier university in a global community.
III. Mission:
To develop an empowered, productive and morally upright citizenry

through high quality, innovative and relevant instruction, research,
extension and entrepreneurship programs adhering to international
standards.
IV. Quality Policy:
The Nueva Vizcaya State University, a premier university in a global

community, is committed to create a harmonious standard of living through
an equitable access to quality education, research, extension and training.
To achieve this, we shall:
 Commit to improve continually the quality management system;

 Uphold the institution’s core values through adherence to applicable
standards;
 Promote innovations and transfer of technologies;
 Initiate and nurture relevant expertise to improve delivery of
services; and
 Deliver responsive instructional learning.
We commit, uphold, promote, initiate, and deliver to create change.
3
LIST OF SERVICES
Bayombong Campus
Accounting Office
External Services
Enrollment 7
Certification of School Fees 8
Preparation and Issuance of Test Permit 9
Student Clearance 10
External/Internal Services
Order of Payment 13
Cashier’s Office
Releasing of Check/s 15
Releasing of Cash Payment 16
Collection of Various Fees 17
Human Resource Management Office

Internal Service
Issuance of Documents 19
Library Services
External Services
Issuance of Borrower’s Card 21
Issuance of Referral Letter 22
Issuance of Library Clearance 24
Borrowing of Books 25
Records Management Office

Authentication of Documents 28
Registrar’s Office
External Services
Registration of New Students 30
Registration of Continuing Students 32
Registration of Transferees 34
4
Bambang Campus
Cashier’s Office
Releasing of Check/s 38
Releasing of Cash Payment 39
Collection of Various Fees 40

Internal Service
Issuance of Documents 42
Library Services
External Services
Issuance of Borrower’s Card 44
Issuance of Referral Letter 45
Issuance of Library Clearance 47
Borrowing of Library Resources 48

Authentication of Documents 50
External Services
Registration of New Students 52
Registration of Continuing Students 54
Registration of Transferees 56
5
Bayombong Campus
Accounting Office
External Services
6
1. Enrollment
Enrollment of students
Office or Accounting Office

Division:
Classification: Simple
Type of G2C – Government to Citizen
Transaction:
Who may avail: Students
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
o Assessment Form (1, original; Registrar’s Office
1, photocopy)
o Official Receipt (1, original) Cashier’s Office
PERSON
AGENCY FEES TO PROCESSING
CLIENT STEPS RESPONSIBL
ACTION BE PAID TIME
E
1. Present Check Official None 2 minutes Administrative
assessment Receipt and Aide
form Collect Accounting
Assessment Office
Forms
TOTAL: None 2 minutes
7
2. Certification of School Fees
Issuance of certification of student school fees

Division:
Transaction:
REQUIREMENTS
o Valid ID (1, original) Auxiliary Services-ID System
PERSON
ACTION BE PAID TIME
E
1. Fill out Give the form None 2 minutes Client
request form. to the client
2. Proceed to Collect from Php 20.00 5 minutes Administrative
the Cashier's the student Aide IV
Office and the required Cashier’s
pay the certification Office
required fee
certification
fee
3. Go back to 3. Check the None 1 minute Administrative
the Official Aide
Accounting Receipt Accounting
Office and Office
present the 3.1. Prepare 5 minutes Administrative
Official Certification Aide
Receipt of School Accounting
Fees Office
3.2 Certify the 1 minute Chief

correctness of Accountant
the document Accounting
Office
6. Receive the Issue the None 1 minute Administrative
requested certification Aide
Certification Accounting
Office
TOTAL: Php 20.00 15 minutes
8
3. Preparation and Issuance of Test Permit
Issuance of Test Permit to students

Division:
Transaction:
REQUIREMENTS
PERSON
ACTION BE PAID TIME
E
1. Present Official 1. Check None 2 minutes Client
Receipt Official
(payment of Receipt
school fees) 1.1. Generate 2 minutes Administrative
and Valid ID Test Permit Aide
from SIAS Accounting
Office
2. Receive the Issue the test None 1 minute Administrative
test permit permit Aide
Accounting
Office
9
4. Student Clearance
Processing of Student Clearance

Division:
Transaction:
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
o Clearance Form (1, original) Registrar’s Office
PERSON
ACTION BE PAID TIME
E
2. Present 1. Verify None 2 minutes Administrative
Clearance student's Aide
Form, Valid ID account Accounting
and Official balances Office
Receipt from SIAS:
a. Tuition Fee
4. Verify 3 minutes Administrative
student's Assistant IV
account Accounting
balances Office
from SIAS:
a. Loan
b. Graduation
Fees
2. Proceed to the Receive None 5 minutes Administrative
Cashier's payment Aide IV
Office and pay Cashier’s
10
the required Office
school fees
and/or loan.
3. Proceed to the 3. Verify if the None 2 minutes Administrative
Accounting student has no Aide
Office and outstanding Accounting
present Official balances and Office
Receipt initial the
clearance.
3.1. Sign the 1 minute Chief

Student’s Accountant
Clearance Accounting
Office
5. Receive from Issue the None 1 minute Administrative
the Accounting signed Aide
Staff the Clearance Accounting
Clearance Office
11
Bayombong Campus
Accounting Office
12
5. Order of Payment
Issuance of Order of Payment

Division:
Transaction: G2G – Government to Government
G2B – Government to Business
Who may avail: Students, Employees and other Clients
o Billing, if applicable (1, original) Client
PERSON
ACTION BE PAID TIME
E
1. Present billing 1. Prepare Order None 5 minutes Administrative
or inform the of Payment Aide IV
Agency after verifying or
Personnel the client accounts Administrative
purpose of Assistant II
securing order 1.1 Record Order 1 minute or
of payment of Payment in the Accountant III
logbook Accounting
Office
3. Receive the Issue Order of None 1 minute Administrative

Order of Payment Aide
Payment Accounting
Office
13
Bayombong Campus
Cashier’s Office
14
1. Releasing of Check/s
Releasing of check/s to clients
Office or Division: Cashier’s Office

Who may avail: Students, Employees and Other Claimants
o Valid ID (1, original) or Auxiliary Services-ID System or
Government issued ID (1, Government Agencies
original), whichever is applicable
o Authorization Letter (1, original) Client
FEES PERSON
AGENCY PROCESSIN
CLIENT STEPS TO BE RESPONSIBL
ACTION G TIME
PAID E
1. Proceed to the Verify the None 3 minutes
Check availability of Administrative
Disbursement claim. Aide VI
Section to verify Cashier’s Office
availability of
claim.
2. Present Valid ID Receive the None 2 minutes Administrative
or authorization documents Aide VI
letter/SPA. and check for Cashier’s Office
completeness
3. Sign Sign None 2 minutes Administrative
disbursement Disbursement Aide VI
voucher and Voucher and Cashier’s Office
check logbook check
15
for logbook
acknowledgeme
nt of check.
4. Receive check Issue check None 1 minute Administrative
to claimant Aide VI
Cashier’s Office
2. Releasing of Cash Payment

Releasing of cash payment to clients

Government Issued ID (1, Government Agencies
o Certification from Scholarship Scholarship and Grants Unit
Grants Coordinator (1, original)
PERSON
AGENCY FEES TO PROCESSIN
ACTION BE PAID G TIME
E
Cash availability of Administrative
Disbursement claim/benefit Officer I
Section to verify Cashier’s
availability of Office
claim/benefit
2. Sign payroll to Verify None 3 minutes Administrative
16
acknowledge signature Officer I
cash payment Cashier’s
Office
3. Receive cash Disburse None 3 minutes Administrative
payment cash Officer I
payment to Cashier’s
claimant Office
3. Collection of Various Fees

Collection of various fees from clients
Office or Cashier’s Office

Division:
Who may avail: Students, Employees and Other Clients
o Assessment Form/Request Registrar’s Office
Slip (1, original)
o Order of Payment (1, original) Accounting Office
o Billing Account (1, original) Project In-Charge
PERSON
ACTION BE PAID TIME
E
1. Proceed to the Verify the No fixed 1 minute Client
Collecting availability of amount
Section for claim. (depends
payment. on the
client)
a. For assessed Administrative
17
tuition and Aide IV
miscellaneou Cashier’s
s fees Office
b. For non- No fixed
assessed amount
Fees (depends
on the
client)
c. For payment No fixed
of Review amount
Fees (depends
on the
client)
d. For renewal Php
of IDs 150.00
e. For payment No fixed
of sales amount
(depends
on the
client)
f. For payment No fixed
through ADA amount
(depends
on the
client)
2. Receive Official Issue Official None 1 minute Administrative
Receipt Receipt to Aide IV
Acknowledge Cashier’s
Office
18
Bayombong Campus
Internal Services
1. Issuance of Documents
Issuance of requested documents
Office or Human Resource Management Office

Division:
Type of G2G – Government to Government
Transaction:
Who may avail: Employees
o Duly filled out Request Form (1, HRMO
original)
PERSON
ACTION BE PAID TIME
E
19
1. Fill out Request Give the form to None 1 minute Client
Form the client
Receive Php 1 minute Administrative
2. Proceed to the
payment 20.00 Aide IV
Cashier’s Office
Cashier’s
and pay.
Office
3. Submit Official Receive None 1 minute Administrative
Receipt to the Official Receipt Aide III
HRMO Staff. HRMO
4. Preparation of None 5 minutes Administrative
Prepare/Process: the requested Aide III
a. Service documents and
Record and signing Administrative
b. Certifications Officer V
 Employment HRMO
 No Pending
Case
 Privilege
Scholar
 Net Take
Home Pay
 Leave
Credits
(VSC/VSL)
 Leave
Without Pay
5. Receive Issuance of None 1 minute Administrative
requested requested Aide
document/s document/s HRMO
Php 9 minutes
TOTAL: 20.00
20
Bayombong Campus
Library Services
External Services
1. Issuance of Borrower’s Card

Issuance of Borrower’s Card to students
Office or Library Services

Division:
21
Transaction:
o Assessment Form (1, original) Registrar’s Office
o 1 x 1 colored picture (1, original) Client
PERSON
ACTION BE PAID TIME
E
1. Present Check the None 1 minute Client
enrollment/ information in
assessment the
form assessment
form
2. Claim validated Sign borrower’s None 1 minute College
library/borrower card Librarian I
’s card Or
College
Librarian II
Library
Services
3. Record Search the None 2 minutes College
Borrower’s respective Librarian I
Card college logbook Or
for Borrower’s College
Card Librarian II
Library
Services
4. Receive Issuance of None 1 minute College
Borrower’s Borrower’s Librarian I
Card Card Or
College
Librarian II
Library
Services
*Note: In case of See procedure Php

Lost Borrower’s in payment. 20.00
Card
Pay at the
Cashier’s Office
2. Issuance of Referral Letter

Issuance of Referral Letter to requesting students
22
Division:
Transaction:
FEES PERSON
AGENCY PROCESSING
ACTION TIME
PAID E
1. Proceed to the Accommodate None 1 minute Client
Office of the and direct the
Chief of student to the
Library to office
secure referral
letter
2. Request a Prepare None 3 minutes Chief Librarian
referral letter referral letter to
to the Chief of school,
Library to avail institution or
the library agency
service/s from requested
other libraries
3. Receive the Sign and issue None 1 minute Chief Librarian
referral letter the requested
referral letter
23
Bayombong Campus
Library Services
24
3. Issuance of Library Clearance
Issuance of library clearance to clients

Division:
Who may avail: Students and Employees
For Students: Registrar’s Office
o University Clearance (1,
original)
For Employees: HRMO
o University Clearance (1,
original)
PERSON
ACTION BE PAID TIME
E
1. Secure Library Issuance of None 1 minute Client
Clearance Library
Format the Clearance
sentinel’s desk Form
and register at
the Clearance
Logbook
2. Fill out the Signing of None
Library clearance
Clearance form
for signature: College
Librarian I
a. Filipiniana 1 minute Library
Section Services
b. Graduate 1 minute College
School Librarian II
Library
Services
c. Reference 1 minute Librarian I
Section Library
Services
d. Circulation 1 minute College
Section Librarian II
Library
Services
e. Technical/ 1 minute Librarian I
Cataloguing Library
Section Services
25
f. Office of the 1 minute Librarian III,
Chief, Chief of
Library Library
Services Services
Library
Services
4. Borrowing of Books
Borrowing of books by the clients

Division:
For Students:
o University ID (1, original) Auxiliary Services-ID System
o Borrower’s Card (1, original) Library
For Faculty and Staff:
Non-NVSU users:
o Referral letter from Head of Office of the Head of Agency or company
Agency
PERSON
ACTION BE PAID TIME
E
1. Consult the Assist the client None 2 minutes Client
OPAC and
look for the
needed book
(opac.nvsu.ed
u.ph)
2. Approach the Accommodate Non- 1 minute Client
Librarian in- the client NVSU
charge where users:
the book is Php
available 20.00
3. Locate/Select Help the client None 3 minutes Client
the book
4. Fill out call slip Give the call None 1 minute Client
26
slip to be filled
out
5. Fill out the book Give the book None 1 minute Client
card card to be
filled out
6. Present the call Check the None 1 minute Client
slip, book card information
and borrower’s provided by
card the client
a. Circulation College
Section Librarian II
Library
Services
b. Filipiniana College
Section Librarian I
Library
Services
or
c. Graduate College
School Library Librarian II
Library
Services
or
d. Reference Librarian I
Section Library
Services
7. Receive the Book will be None 1 minute Librarian in-
book/s scanned charge
before
charging/
issuance
Php 10 minutes
TOTAL: 20.00
27
Bayombong Campus
28
1. Authentication of Documents
Authentication of students and employees’ documents
Office or Records Management Office

Division:
o Duly filled out Request Form RMO
PERSON
ACTION BE PAID TIME
E
1. Fill out Records Receive None 1 minute Client
Request Form Request Form
NVSU-FR-
RMO-001-
00(09.01.17)
2. Proceed to the Receive Php 1 minute Client
Cashier’s Office payment 20.00
and pay.
3. Present Official Receive None 1 minute Client
Receipt and Official
documents to Receipt and
be documents
authenticated
4. Wait for the Authenticate None 4 minutes Administrative
29
documents Officer V
authentication
Record’s
of the
Office
documents.
Issue None 1 minute Administrative
5. Receive authenticated Aide I and III
authenticated document/s Record’s
document/s. Office
Php 8 minutes
TOTAL: 20.00
Bayombong Campus
30
External Services
1. Registration of New Students

Registration of new students
Office or Registrar Services

Division:
Transaction:
o Admission Test Result (1, original) University Testing Center
o Form 138 (1, original) School last attended
o Good Moral Certificate (1, original) School last attended
o PSA Birth Certificate (1, PSA
photocopy)
o Barangay Clearance (1, original) Barangay Office
o 2 x 2 picture (1, original) Client
o Enrolment Form (1, original) Respective Colleges
o Student Information Sheet (1, Respective Colleges
31
original)
o Assessment of Fees (1, original) Registrar’s Office
FEES PERSON
AGENCY PROCESSING
ACTION TIME
PAID E
1. Submit Check and None 20 minutes College
credentials to verify adviser or
the college credentials representative
adviser/ Respective
representative Colleges
for screening.
2. Accomplish Issue None 10 minutes Client
Enrolment Form Enrollment
and Student Form
Information
Sheet.
Have it signed
and approved
by the College
Dean and
Adviser
3. Proceed to the Medical and None 15 minutes Medical Doctor
university clinic dental III
for medical and examinations Or
dental Nurse I
examinations. Or
Nursing
Attendant I
and
Dentist II
Dental Aide I
University Clinic
4. Proceed to the For Scholars- None 5 minutes Scholarship
Registrar’s report to the Coordinator
Office and Scholarship Scholarship
submit Coordinator and Grant Unit
admission slip
for encoding of
subjects.
5. Proceed to the Assess fees None 10 minutes Administrative
Cashier’s Office and receive Aide IV
and present payment Cashier’s
assessment of Office
fees and pay.
6. Proceed to Process None 15 minutes Administrative
Auxiliary Student ID Aide I
Services and or
present Official Administrative
32
Receipt for Aide
processing of Auxiliary
student ID. Services
Accounting assessment Aide
Office and form and Accounting
submit one stamp Official Office
copy of Receipt
assessment of
fees.
Present OR for
stamping of
status of
payment
(partially or fully
paid).
8. Proceed to the Stamp None 2 minutes Administrative
Registrar’s “enrolled” Aide
Office and Registrar’s
present OR Office
for stamping of
enrolled and for
ID sticker.
1 hour and
TOTAL: None
27 minutes
2. Registration of Continuing Students

Registration of continuing students

Division:
Transaction:
original)
33
CLIENT STEPS AGENCY FEES TO PROCESSIN PERSON
ACTION BE PAID G TIME RESPONSIBLE
1. Accomplish Sign and None 20 minutes College Dean
Enrolment Form approve and Adviser
and Student Student
Information Information
Sheet. Have Sheet
them signed
and approved
by the College
Dean and
Adviser.
2. Proceed to the Medical and None 15 minutes Medical Doctor III
university clinic Dental Or
for medical and Examinations Nurse I
dental Or
examinations. Nursing
Attendant I
and
Dentist II
Dental Aide I
University Clinic
3. Proceed to the For Scholars – None 5 minutes Administrative
Registrar’s report to the Aide VI
Office and Scholarship or
submit Coordinator Registrar I
admission slip or
for encoding of Administrative
subjects. Aide II
or
Administrative
Aide III
Registrar’s
Office
and present payment Cashier’s Office
assessment of
fees and pay.
34
copy of Receipt
assessment of
fees.
Present OR for
stamping of
status of
payment
(partially or fully
paid).
present Office
Official Receipt
for stamping of
enrolled and for
ID sticker.
1 hour and 2
TOTAL: None
minutes
3. Registration of Transferees
Registration of transferring students
35
Division:
Transaction:
REQUIREMENTS
o Registration Form (1, original) Respective Colleges
o Admission Test Result (Optional Registrar’s Office
for SUCs transferees) (1,
original)
o Honorable Dismissal (1, original) Registrar’s Office
o Certification of subjects Registrar’s Office
taken/Official Transcript of
Records (1, original)
o Good Moral Certificate (1, Registrar’s Office
original)
o PSA Birth Certificate (1, Philippine Statistics Authority
photocopy)
original)
o Assessment of fees (1, original) Accounting Office
AGENCY FEES TO PROCESSIN PERSON
CLIENT STEPS
1. Submit Check and None 20 minutes College adviser
credentials to verify or
the college credentials representative.
adviser/represe
ntative for
screening.
2. Proceed to the Evaluate None 20 minutes Administrative
Registrar’s subjects Aide II
Office for taken or
evaluation of Registrar I
subjects taken. Registrar’s
Office
3. Accomplish Sign and None 20 minutes Administrative
Enrolment Form approve Aide VI
36
and Student Student or
Information Information Registrar I
Sheet. Sheet or
Have it signed Administrative
and approved Aide II
by the College or
Dean and Administrative
Adviser Aide III
Registrar’s
Office
university clinic dental Or
for medical and examinations Nurse I
dental Or
examinations. Nursing
Attendant I
and
Dentist II
Dental Aide I
University Clinic
5. Proceed to the For Scholars 10 minutes Scholarship
Registrar’s – report to the Coordinator
Office and Scholarship Scholarship and
submit Coordinator Grant Unit
admission slip
for encoding of
subjects.
6. Proceed to the Assess and None 10 minutes Administrative
Cashier’s Office receive Aide VI
and present payment Or
assessment of Administrative
fees and pay. Aide II
Registrar’s
Office
Auxiliary student ID Aide I
Services and or
present Official Administrative
Receipt for Aide
processing of Auxiliary
student ID. Services
copy of Receipt
assessment of
fees.
Present Official
Receipt for
37
stamping of
status of
payment
(partially or fully
paid).
9. Proceed to the Stamp 2 minutes Administrative
present Official Office
Receipt for
stamping of
enrolled and for
ID sticker.
2 hours and 2
TOTAL: None
minutes
38
Bambang Campus
Cashier’s Office
39
1. Releasing of Check/s
Releasing of check/s to clients

Government issued ID (1, Government Agencies
FEES PERSON
AGENCY PROCESSIN
ACTION G TIME
PAID E
Check availability of Administrative
Disbursement claim. Aide IV
Section to verify Cashier’s Office
availability of
claim.
2. Present Valid ID Receive the None 2 minutes Administrative
or authorization documents Aide IV
letter/SPA. and check for Cashier’s Office
completeness
3. Sign Sign None 2 minutes
disbursement Disbursement
Administrative
voucher and Voucher and
Aide IV
check logbook check
Cashier’s Office
for logbook
acknowledgeme
nt of check.
4. Receive check Issue check None 1 minute Administrative
to claimant Aide IV
Cashier’s Office
40
2. Releasing of Cash Payment
Releasing of cash payment to clients

Government Issued ID (1, Government Agencies
o Certification from Scholarship Scholarship and Grants Unit
Grants Coordinator (1, original)
PERSON
E
Cash availability of Administrative
Disbursement claim/benefit Aide IV
Section to verify Cashier’s
availability of Office
claim/benefit
2. Sign payroll to Verify None 3 minutes Administrative
acknowledge signature Aide IV
cash payment Cashier’s
Office
3. Receive cash Disburse None 3 minutes Administrative
payment cash Aide IV
payment to Cashier’s
claimant Office
41
3. Collection of Various Fees
Collection of various fees from clients
Office or Cashier’s Office

Division:
Who may avail: Students, Employees and Other Clients
o Assessment Form/Request Slip Registrar’s Office
(1, original)
o Order of Payment (1, original) Accounting Office
o Billing Account (1, original) Project In-Charge
PERSON
E
1. Proceed to the Verify the 1 minute Administrative
Collecting availability of Aide IV
Section for claim. Cashier’s Office
payment. No fixed
a. For assessed amount
(depends
tuition and on the
miscellaneous client)
fees
b. For non- No fixed
assessed Fees amount
(depends
on the
client)
c. For payment of No fixed
Review Fees amount
42
(depends
on the
client)
d. For renewal of Php
IDs 150.00
e. For payment of No fixed
sales amount
(depends
on the
client)
f. For payment No fixed
through ADA amount
(depends
on the
client)
2. Receive Official Issue Official None 1 minute Administrative
Receipt Receipt to Aide IV
acknowledge Cashier’s Office
Bambang Campus
Internal Services
43
1. Issuance of Documents
Issuance of requested documents
Office or Human Resource Management Office

Division:
Type of G2G – Government to Government
Transaction:
Who may avail: Employees
o Duly filled out Request Form (1, HRMO
original)
PERSON
ACTION BE PAID TIME
E
1. Fill out Request Give the form to None 1 minute Client
Form the client
Receive Php 1 minute Administrative
2. Proceed to the
payment 20.00 Aide IV
Cashier’s Office
Cashier’s
and pay.
Office
3. Submit Official Receive None 1 minute Administrative
Receipt to the Official Receipt Aide III
HRMO Staff. HRMO
4. Preparation of None 5 minutes Administrative
44
Prepare/Process: the requested Aide III
a. Service documents and
Record and signing Administrative
b. Certifications Officer V
 Employment HRMO
 No Pending
Case
 Privilege
Scholar
 Net Take
Home Pay
 Leave
Credits
(VSC/VSL)
 Leave
Without Pay
5. Receive Issuance of None 1 minute Administrative
requested requested Aide
document/s document/s HRMO
Php 9 minutes
TOTAL: 20.00
Bambang Campus
45
Library Services
External Services
1. Issuance of Library Card

Issuance of Library Card to students

Division:
Transaction:
o Assessment Form (1, original) Registrar’s Office
o 1 x 1 colored picture (1, Client
original)
PERSON
ACTION BE PAID TIME
E
1. Present Review None 1 minute Client
enrollment/ presented
46
assessment documents
form
2. Claim validated Issue library None 1 minute College
library/borrower card Librarian I
’s card Or
College
Librarian II
Library
Services
*Note: In case of See procedure Php

Lost Library Card in payment. 20.00
Pay at the
Cashier’s Office
2. Issuance of Referral Letter

Issuance of Referral Letter to requesting students

Division:
Transaction:
FEES PERSON
AGENCY PROCESSING
ACTION TIME
PAID E
47
1. Proceed to the Accommodate None 1 minute Client
Office of the and direct the
Head of Library student to the
to secure office
referral letter
2. Request a Prepare None 3 minutes Head, Library
referral letter referral letter to
to the Head of school,
Library to avail institution or
the library agency
service/s from requested
other libraries
3. Receive the Sign and issue None 1 minute Head, Library
referral letter the requested
referral letter
48
Bambang Campus
Library Services
3. Signing of Library Clearance

Signing of library clearance from clients

Division:
49
o For Students: University Respective Colleges
Clearance (1, original)
o For Employees: University HRMO
Clearance (1, original)
PERSON
ACTION BE PAID TIME
E
1. Present clearance Check if there None 1 minute Librarian II
is an existing and
library Chief Librarian
obligation of Library
the client. If Services
none, sign the
clearance
TOTAL: None 1 minute
Note: If there is an See
existing obligation, procedure of
client must settle payment if
first his/her necessary
obligation
4. Borrowing of Library Resources

Borrowing of library resources by the clients

Division:
50
For Students:
o Borrower’s Card (1, original) Library
For Faculty and Staff:
Non-NVSU users:
o Referral letter from Head of Office of the Head of Agency or company
Agency
PERSON
ACTION BE PAID TIME
E
1. Log in to the Assist the client None 1 minute Client
Koha system
2. Browse online Assist the Non- 3 minutes Client
public access client NVSU
catalog (OPAC) users:
Php
20.00
3. Get the book Assist the None 2 minutes Client
from the client
shelves
4. Present the The Library in- None 1 minute Librarian II
books to the charge will Library
Librarian In- record the Services
charge for book borrowed
recording by the clients
5. Return Receive the None 1 minute Librarian II
borrowed returned book Library
books/materials Services
Php 8 minutes
TOTAL: 20.00
51
Bambang Campus
52
1. Authentication of Documents
Authentication of students and employees’ documents
Office or Records Management Office

Division:
o Duly filled out Request Form (1, RMO
original)
PERSON
ACTION BE PAID TIME
E
1. Fill out Records Receive None 1 minute Client
Request Form Request Form
NVSU-FR-
RMO-001-
00(09.01.17)
2. Proceed to the Receive Php 1 minute Client
Cashier’s Office payment 20.00
and pay
3. Present Official Receive None 1 minute Client
Receipt and Official
documents to Receipt and
be documents
authenticated
Authenticate None 4 minutes Administrative
4. Wait for the
documents Officer V
authentication
Record’s
of the
Office
documents
Issue None 1 minute Administrative
5. Receive authenticated Aide III
authenticated document/s Record’s
document/s Office
Php 8 minutes
TOTAL: 20.00
53
Bambang Campus
External Services
54
1. Registration of New Students
Registration of new students

Division:
Transaction:
o Admission Test Result (1, original) University Testing Center
o Form 138 (1, original) School last attended
o Good Moral Certificate (1, original) School last attended
o PSA Birth Certificate (1, PSA
photocopy)
original)
o Assessment of Fees (1, original) Registrar’s Office
FEES PERSON
AGENCY PROCESSING
ACTION TIME
PAID E
1. Submit Check and None 20 minutes College
credentials to verify adviser or
the college credentials representative
adviser/ Respective
representative Colleges
for screening.
2. Accomplish Issue None 10 minutes Client
Enrolment Form Enrollment
and Student Form
Information
Sheet.
Have it signed
and approved
by the College
55
Dean and
Adviser
3. Proceed to the Medical and None 15 minutes Medical Doctor
university clinic dental III
for medical and examinations Or
dental Nurse II
examinations. Or
Dentist II
University Clinic
4. Proceed to the For Scholars- None 5 minutes Scholarship
Registrar’s report to the Coordinator
Office and Scholarship Scholarship
submit Coordinator and Grant Unit
admission slip
for encoding of
subjects.
and present payment Cashier’s
assessment of Office
fees and pay.
Auxiliary Student ID Aide
Services and Auxiliary
present Official Services
Receipt for
processing of
student ID.
copy of Receipt
assessment of
fees.
Present OR for
stamping of
status of
payment
(partially or fully
paid).
present OR Office
for stamping of
enrolled and for
ID sticker.
TOTAL: None 1 hour and
56
27 minutes
2. Registration of Continuing Students

Registration of continuing students

Division:
Transaction:
original)
CLIENT STEPS AGENCY FEES TO PROCESSIN PERSON
1. Accomplish Sign and None 20 minutes College Dean
Enrolment Form approve and Adviser
and Student Student
Information Information
Sheet. Have Sheet
them signed
and approved
by the College
Dean and
Adviser.
university clinic Dental Or
for medical and Examinations Nurse II
dental Or
examinations. Dentist II
University Clinic
3. Proceed to the For Scholars – None 5 minutes Administrative
57
Registrar’s report to the Aide VI
Office and Scholarship or
submit Coordinator Registrar I
admission slip or
for encoding of Administrative
subjects. Aide III
Registrar’s
Office
and present payment Cashier’s Office
assessment of
fees and pay.
copy of Receipt
assessment of
fees.
Present OR for
stamping of
status of
payment
(partially or fully
paid).
present Office
Official Receipt
for stamping of
enrolled and for
ID sticker.
1 hour and 2
TOTAL: None
minutes
58
3. Registration of Transferees
Registration of transferring students

Division:
Transaction:
REQUIREMENTS
o Registration Form (1, original) Respective Colleges
o Admission Test Result (Optional Registrar’s Office
for SUCs transferees) (1,
original)
o Honorable Dismissal (1, original) Registrar’s Office
o Certification of subjects Registrar’s Office
taken/Official Transcript of
Records (1, original)
o Good Moral Certificate (1, Registrar’s Office
original)
o PSA Birth Certificate (1, Philippine Statistics Authority
photocopy)
original)
o Assessment of fees (1, original) Accounting Office
59
AGENCY FEES TO PROCESSIN PERSON
CLIENT STEPS
1. Submit Check and None 20 minutes College adviser
credentials to the verify or
college credentials representative.
adviser/represent
ative for
screening.
2. Proceed to the Evaluate None 20 minutes Administrative
Registrar’s Office subjects Aide II
for evaluation of taken or
subjects taken. Registrar I
Registrar’s
Office
3. Accomplish Sign and None 20 minutes Administrative
Enrolment Form approve Aide VI
and Student Student or
Information Information Registrar I
Sheet. Have it Sheet or
signed and Administrative
approved by the Aide III
College Dean Registrar’s
and Adviser Office
university clinic dental Or
for medical and examinations Nurse II
dental and
examinations. Dentist II
University Clinic
5. Proceed to the For Scholars 10 minutes Scholarship
Registrar’s Office – report to the Coordinator
and submit Scholarship Scholarship and
admission slip for Coordinator Grant Unit
encoding of
subjects.
6. Proceed to the Assess and None 10 minutes Administrative
Cashier’s Office receive Aide VI
and present payment Or
assessment of Administrative
fees and pay. Aide II
Registrar’s
Office
Auxiliary Services student ID Aide
and present Auxiliary
Official Receipt Services
for processing of
student ID.
60
Accounting Office assessment Aide
and submit one form and Accounting
copy of stamp Official Office
assessment of Receipt
fees.
Present Official
Receipt for
stamping of
status of payment
(partially or fully
paid).
9. Proceed to the Stamp 2 minutes Administrative
Registrar’s Office “enrolled” Aide
and present Registrar’s
Official Receipt Office
for stamping of
enrolled and for
ID sticker.
2 hours and 2
TOTAL: None
minutes
FEEDBACK AND COMPLAINTS MECHANISMS

How to send a feedback Fill out the client feedback form and drop it at the
designated drop boxes located in conspicuous
places in the building or boxes in the offices.
Contact info:
(078) 392 1111
0935 370 2896
nvsu.eodb.feedback@gmail.com
How feedback is processed Every Friday afternoon, the Legal Affairs Office staff
opens and collects feedback forms from drop boxes
and from frontline offices. These forms will be
encoded in the Feedback System.
Feedback that requires answer is transmitted to

appropriate office for action.
How to file a complaint Fill out the client feedback form and drop it at the
designated drop boxes located in conspicuous
places in the building or boxes in the offices.
Complaints may also be filed through the contact

information provided.
61
The following data are required:
Name of person being complained
Incident
Evidence/Proof
How complaints are The complaints are received through the Legal
processed Affairs Office. Upon evaluation, the Administrative
Officer, or the duly authorized Complaint Officer,
shall start the investigation and submit the report or
appropriate action to the Head of Agency.
The Complaint Officer shall give the feedback to the

complainant.
Contact information of Landline: (078) 392 1111

NVSU Email Address: info@nvsu.edu.ph
ARTA: complaints@arta.gov.ph
Contact information of 1-ARTA (2782)
ARTA, PCC, CCB PCC: 8888
CCB: 0908-881-6565 (SMS)
Office Address Contact Information

Bayombong Campus Bayombong, Nueva Vizcaya (078) 392 1111
Accounting Office Bayombong, Nueva Vizcaya (078) 392 1111 loc 117
Cashier’s Office Bayombong, Nueva Vizcaya (078) 392 1111 loc 109
Human Resource Bayombong, Nueva Vizcaya (078) 392 1111 loc 108
Management Office
Library Services Bayombong, Nueva Vizcaya (078) 392 1111 loc 119
Records Management Bayombong, Nueva Vizcaya (078) 392 1111 loc 107
Office
Registrar’s Office Bayombong, Nueva Vizcaya (078) 392 1111 loc 118
Bambang Campus Bambang, Nueva Vizcaya (078) 392 1605
Cashier’s Office Bambang, Nueva Vizcaya (078) 392 1606
Human Resource Bambang, Nueva Vizcaya (078) 392 1606
Management Office
Library Services Bambang, Nueva Vizcaya (078) 392 1605
Records Management Bambang, Nueva Vizcaya (078) 392 1605
Office
Registrar’s Office Bambang, Nueva Vizcaya (078) 392 1606
62

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NUEVA VIZCAYA STATE UNIVERSITY

The University shall primarily provide advanced instruction and

A premier university in a global community.

To develop an empowered, productive and morally upright citizenry

IV. Quality Policy:

The Nueva Vizcaya State University, a premier university in a global

To achieve this, we shall:

 Commit to improve continually the quality management system;

Human Resource Management Office

Records Management Office

Human Resource Management Office

Records Management Office

Office or Accounting Office

Office or Accounting Office

3.2 Certify the 1 minute Chief

Office or Accounting Office

Office or Accounting Office

3.1. Sign the 1 minute Chief

Office or Accounting Office

3. Receive the Issue Order of None 1 minute Administrative

TOTAL: None 7 minutes

Office or Division: Cashier’s Office

2. Releasing of Cash Payment

Office or Division: Cashier’s Office

3. Collection of Various Fees

Office or Cashier’s Office

Office or Human Resource Management Office

1. Issuance of Borrower’s Card

Office or Library Services

*Note: In case of See procedure Php

2. Issuance of Referral Letter

Office or Library Services

Office or Library Services

Office or Records Management Office

1. Registration of New Students

Office or Registrar Services

2. Registration of Continuing Students

Office or Registrar Services

Office or Division: Cashier’s Office

Office or Division: Cashier’s Office

Office or Cashier’s Office

Office or Human Resource Management Office

1. Issuance of Library Card

Office or Library Services

*Note: In case of See procedure Php

2. Issuance of Referral Letter

Office or Library Services

3. Signing of Library Clearance

Office or Library Services

4. Borrowing of Library Resources

Office or Library Services

Office or Records Management Office

Office or Registrar Services

2. Registration of Continuing Students

Office or Registrar Services

Office or Registrar Services

FEEDBACK AND COMPLAINTS MECHANISMS

Feedback that requires answer is transmitted to

Complaints may also be filed through the contact

The Complaint Officer shall give the feedback to the

Contact information of Landline: (078) 392 1111

Office Address Contact Information

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Citizen's Manual 2022

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