Citizens Charter 2021 Edition

CAVITE STATE UNIVERSITY
CITIZEN’S CHARTER
(2021 Edition)
i
I. Mandate:
Section 2 of Republic Act No. 8468 “An Act Converting the Don Severino Agricultural College in the Municipality of Indang, Province
of Cavite into a State University, to be Known as the Cavite State University” states that,
“The University shall primarily provide advance instruction and professional training in agriculture, science and technology,
education and other related fields, undertake research and extension services, and provide progressive leadership in these areas.”
II. Vision:
The premier university in historic Cavite recognized for excellence in the development of globally competitive and morally upright
individuals.
III. Mission:
Cavite State University shall provide excellent, equitable and relevant educational opportunities in the arts, sciences and
technology through quality instruction and responsive research and development activities. It shall produce professional, skilled
and morally upright individuals for global competitiveness.
IV. Service Pledge:

We Commit to the highest standards of education, value our stakeholders, Strive for continual improvement of our products and
services, and Uphold the University’s tenets of Truth, Excellence, and Service to produce globally competitive and morally upright
individuals.
ii
LIST OF SERVICES
Page Number
A. MAIN CAMPUS
I. Office of the University President 1
External/Internal Services
Follow up of Documents Submitted for Approval 2
Action/Approval of Letters/Communications from Different Colleges/Offices of the University 3
Action on Contracts and External Agreements 5
Receiving and Releasing of Financial Documents 7
Presidential Management Coordinating Office 9
Submission of Documents for Approval of the President 10
Office of the Board Secretary 12
Release of Documents (Resolutions Passed and Approved by the Administrative Council and 13
Board of Regents, Copy of Approved Proposals (Academic/Administrative/Fiscal)
Release of Confidential Documents 15
iii
Office of the Alumni Affairs 17
Availing Alumni Discounts on Fees for Rental / Use of University Facilities 18
Collecting News and Information on the Achievements of Alumni and Disseminating
News and Information 20
Internal Services
Application for Alumni Association Membership and Alumni ID 22
Office of the External and Business Affairs 25
External Services
Purchase of Nursery Seedlings/Planting Materials of Fruits and Vegetables 26
Tenant Occupancy at University Entrepreneurial Center 28
Internal Services
Occupancy for Student Housing Dormitory 30
Gender and Development Resource Center 32
Consultation Services 33
External Services
Request for Conduct of GAD Activities and Funding for External Clients 35
Request for Resource Person to Conduct the GAD Activities for External Clients 37
iv
Internal Services
Request for Conduct of GAD Activities and Funding for Internal Clients 39
Request for Resource Person to Conduct the GAD Activities for Internal Clients 41
International and Local Collaboration and Linkages Office (ILCLO) 42
External Services
Establishment of Linkages (Local and International) 43
Internal Services
Issuance of Certification of Necessity of Foreign Travel/s 45
Internal Audit 48
External Services
Auditing of Disbursement Claims (Payment to Suppliers/ Creditors for Supplies, Materials
and Equipment 49
Auditing of Purchase / Work Orders 51
Internal Services
Auditing of Cash Advance for Operational Expenses 53
Auditing of Cash Advance for Travelling Expenses 54
Auditing of Disbursement Claims (Payment Due to University Personnel -
Reimbursement of travelling expense) 56
Auditing of Disbursement Claims (Payment Due to University Personnel –
Reimbursement of Supplies and Materials) 58
Auditing of Disbursement Claims (Salaries, Wages, Payrolls and Other Benefits) 60
v
Auditing of Liquidation Report for Operational Expenses 62
Auditing of Liquidation Report for Travelling Expenses 64
Public Affairs and Communication Office 66
Scheduling of Visit to the University 67
Publication of Information on Various Platforms 69
Request for Documentation/Access of Documentation of Various Activities 71
II. Office of the Vice-President for Administrative and Support Services 73
Follow up of Document Submitted for Approval 74
Submission of Documents for Approval 75
Office of the Director for Administration 78
Release of Document Submitted for Approval 79
Submission of Financial Documents for Approval 81
vi
Records Office 83
Management of Communication and Documents 84
Records of Financial Documents 86
Authentication of Documents 88
Internal Services
Disposal of Valueless Documents 90
Supply and Property Office 93
External Services
Preparation of Project Procurement Management Plan (PPMP) 94
Procurement of Goods, Consulting Services and Infrastructure Projects through Public Bidding 96
Procurement of Goods, Consulting Services and Infrastructure Projects through Alternative
Mode of Procurement 101
Receipt and Acceptance of Delivered Goods 104
Internal Services
Issuance of Supplies, Materials and Equipment 106
Issuance of Clearance from Property Accountability 108
Disposal of Unserviceable Properties 110
Human Resource Development Office 112
Recruitment, Selection and Placement (RSP) Section 113

vii
Acceptance of Applications for Academic and Non-Academic Positions 114
Internal Services
Processing of Appointment of Job Order Academic Personnel in Branch Campus 116
Processing of Appointment of Job Order Academic Personnel in the Main Campus 118
Processing of Appointment of Job Order Non-Academic Personnel in the Branch Campus 121
Processing of Appointment of Job Order Non-Academic Personnel in the Main Campus 123
Records Management Section 126
Processing and Issuance of HR Records to Active University Employees 127
Processing and Issuance of HR Records thru E-mail to Active University Employees 129
Internal Services
Processing and Issuance of HR Records for Employees who are no longer connected with the University 131
Processing and Issuance of HR Records thru E-mail for Employees who are no longer connected
with the University 133
Rewards and Recognition (R and R) Section 135
External Services
Processing of documents for Terminal Leave benefit claims 136
Internal Services
Receiving and Evaluation of Documents for Salary Preparation of Part-time
Faculty members and Job Order employees 140
Financial Management Services Office 143

viii
Accounting Office 144
Disbursement 145
Signing of Student Clearance 147
Release of Student Refund 148
External Services
Special Projects Monitoring 150
Internal Services
Preparation of Payroll for Salaries and Wages 152
Recording and Monitoring of Disallowances/Charges 154
Cashier’s Office 157
Cash Disbursement / Check Disbursement 158
Collection of Fees 160
Internal Services
Collection and Deposits for Branch Campuses 163
Budget Office 165
Internal Services
Budget Execution 166
Physical Plant Services 168
ix
Internal Services
Responding to Job Request for Auxiliary Services 169
University Vehicle Use and Dispatch 172
University Civil Security Services 174
Procedure on Investigation 175
Procedure on Access Control in the University 177
Procedure on Traffic Management 180
Procedure on Apprehension Management 182
University Health Services Unit 185
Internal Services
Consultation and Referrals 186
Physical, Dental and Laboratory Examination of Students 188
Physical, Dental and Laboratory Examination of Applicant Employee and Faculty for
Pre-employment and Re-employment 193
Annual Physical, Dental and Laboratory Examination of University Officials, Faculty Members
and Employees 198
Procedures on Provision of Emergency Care and Treatment 200
Procedure on the Usage of Ambulance 202
Verification of Physical, Dental, Laboratory and Diagnostic Examination Results of Students Enrollees
and Issuance of Medical Clearance for Enrollment 204
Health Monitoring of All CvSU Personnel and Visitors Upon Entry to University during Pandemic 206
x
Pollution Control Office 208
Solid Waste Management 209
Requisition of Data Available for Research 211
III. Office of the Vice-President for Planning and Development 212
Institutional Development Office 218
Internal Services
Application for AACCUP Program Survey Visit 219
Conducting Self-Survey Visit of Programs 220
Processing and Issuance of Copies of Accreditation Certificate 223
Processing and Issuance of Copies of Accreditation Documents
(e.g. Copy of Ratings and Summary of Findings and Recommendations) 225
xi
Physical Planning Unit 227
Request for Technical Assistance 228
Request for Extension and/or Suspension of Contract 230
Request for Payment for Contractors 232
IV. Office of the Vice-President for Research and Extension 234
Research Center 238
External Services
Implementation of CvSU-Funded Research Programs or Projects 239
Monitoring and Evaluation of Externally Funded Research Programs or Projects 241
Internal Services
Application and Approval of Research Proposal for Funding 244
Monitoring and Evaluation of Internally Funded Research Programs or Projects 247
Use of Research Laboratory Facilities 249
xii
National Coffee Research, Development and Extension Center (NCRDEC) 251
Processing of Request for Training and Technical Services 252
Processing of Request for the Use of NCRDEC Research Facilities and Equipment 254
External Services
Processing of Request for Coffee-Related Information 256
Processing of Request for Acquisition of Coffee Propagules 257
Selling of Coffee Seeds, Seedlings, Vermicompost and Other Crops (for Government Institutions) 259
Selling of Coffee Seeds, Seedlings, Vermicompost and Other Crops (for Private Institutions/ Individuals) 262
Extension Services 265
Request for Technical and Livelihood Trainings 266
Request for Technical Service or Assistance 268
Knowledge Management Center 270
Internal Services
Copyright Application 271
Journal Publication 273
Newsletter Publication 276
Patent/Utility Model Application 278
Publication Support and Incentives 280
Trademark Application 283
xiii
V. Office of the Vice-President for Academic Affairs 285
Office of the Student Affairs and Services 291
Application/Renewal Procedure for Scholarship 292
External Services
Admission of First Year Students 294
Admission Procedure for Transferees from Other School 297
Admission Procedure for Foreign Students 300
Procedure on Admission for Second Courser 303
Procedure on Admission for Teacher Certificate Program 305
Off-Campus Activities Procedure of Student Organizations 307
Internal Services
Admission Procedure for Transferees from CvSU System 310
Recognition and Accreditation Procedure for Student Organizations 312
Approval of Student Activities Procedure for Student Organizations 314
Counseling Procedure for Students 316
Follow-up Counseling Procedure for Students 318
Consultation Procedure for Parents 319
Complaint on Student and Grievance Procedure 321
xiv
Issuance of Certificate of Good Moral Character 323
University Registrar 325
Issuance of School Credentials/Documents 326
External Services
Registration of New Students 328
Registration of Continuing Students 330
Registration of Transferees 332
Registration of Shiftees 334
Registration of Old Student Returnees 336
University Library 338
Use of Library Facilities, Services and Resources 339
Internal Services
Borrowing and Returning of Books and Other Library Materials 342
Issuance Library Account for New Registrants 344
Replacement of Lost Library Account Sticker 346
Validation of Library Account for Old Registrants 347
xv
B. UNIVERSITY COLLEGES 349
College of Agriculture, Food, Environment and Natural Resources 350

Internal Services
Submission of Documents for Approval / Endorsement 351
Issuance of the Certificate of Good Moral Character (for College and University use only) 353
Procedures on Implementation of Retention Policy for the degree Bachelor of Science in Agriculture 355
Deployment of OJT students for BS Food Technology 356
College of Arts and Sciences 358

Internal Services
College of Criminal Justice 363

Internal Services
Borrowing of Laboratory Equipment and Materials 368
xvi
College of Education 370
External Services
Rental of the CvSU Multi-Purpose Quadrangle (Non-University Related Activities) 371
Internal Services
Procedures on Implementation of Retention Policy for Education 377
Deployment of OJT students for BSHRM, BSHM, DHRM and BSTM 379
Deployment of Practice Teachers 382
TCP (Teacher Certification Program) Evaluation and Admission 384
Procedures on Borrowing of HEVTED Laboratory Tools and Equipment 385
Use of the CvSU Multi-Purpose Quadrangle (University-Related Activities) 387
Laboratory Science High School 389
External Services
Registration of New Students of the Laboratory Science Highschool 390
Internal Services
Issuance of School Credentials/Documents (LSHS) 393
College of Engineering and Information Technology 396
Internal Services
xvii
Issuance of Requested Documents 401
University Computer Center 403
External Services
Use of Central Computer Laboratory (for the conduct of remedial laboratory classes,
special trainings or seminars) 404
Internal Services
Use of Central Computer Laboratory (for scheduled utilization) 406
Network Repair and Maintenance including other ICT Services (Repair Services) 408
Network Repair and Maintenance including other ICT Services (Repair and Maintenance of
Network Infrastructure) 411
Network Repair and Maintenance including other ICT Services (Technical Services) 413
College of Economics, Management and Development Studies 414
Internal Services
Procedures on Implementation of Retention Policy for the degree of Bachelor of Science in Accountancy 419
Deployment of OJT students for BSECON, BSBM, BSIS, BSDM and BS Accountancy 420
xviii
College of Nursing 423
Internal Services
Borrowing of Nursing Arts and Midwifery Arts Laboratory 428
Utilization of College of Nursing Facilities 430
College of Sports, Physical Education and Recreation 431
External Services
Request for the Use of University Sports Facilities for Various Activities
(for Non-University Related Activities) 432
Use of University Sports Facilities (for University Related Activities) 434
Internal Services
University of Sports Director 440
Internal Services
Admission Procedure for Selection of Varsity Athletes 441
Issuance of Certification of Scholarship and Other Purposes 442
xix
College of Veterinary Medicine and Biomedical Sciences 443
Internal Services
Implementation of Retention Policy for the degree in Doctor of Veterinary Medicine 448
Deployment of Clinician students (Junior and Senior) 449
External Services
Patient consultation (New Patients) 452
Patient consultation (Old Patients) 455
Office of the Graduate School and Open Learning College 458
External Services
Procedure on Admission of New Students 459
Procedure on Enrollment 462
Comprehensive Examination 464
Online Comprehensive Examination 466
Thesis / Dissertation Proposal / Final Oral Defense 469
Virtual Thesis / Dissertation Proposal / Final Oral Defense 471
Internal Services
xx
Hostel Tropicana 475
Foodservice Operation 476
Lodging/Billeting Services 478
C. SATTELITE CAMPUSES 480
Bacoor Campus 481
Campus Human Resource Development Office 481

Recruitment, Selection and Placement (RSP) Section
Acceptance of Applicants for Academic and Non-Academic Positions 482
Selection and Hiring for Academic Positions 484
Internal Services
Processing of Appointment of Job Order Academic Personnel (Campus) 486
Processing of Appointment of Job Order Non-Academic Personnel (Campus) 488

Processing and Issuance of HR Records to Active and Employees who are no longer connected
Online Processing and Issuance of HR Records to Active and Employees who are no longer connected
xxi
Internal Services
Receiving and Evaluation of Documents for Salary Preparation of Part-time Faculty members and
Job Order Non-Academic Employees 497
Receiving and Evaluation of Documents for Salary Preparation of Contractual Faculty members and
Casual Non-Academic Employees 500
Campus Office of the Student Affairs and Service Admission Unit 503
External Services
Procedure on Admission of Second Courser 515
Internal Services
Complaint on Student and Grievance 530
xxii
Campus Registrar 534
Issuance of School Credential/Documents 535
External Services
Campus Cashier’s Office 547
Campus Health Services Unit 552
Internal Services
Physical, Dental, and Laboratory Examination of Students 556
Physical, Dental and Laboratory Examination of Applicant Employee and Faculty for Pre-employment
and Re-employment 559
Provision of Emergency Care and Treatment 564
xxiii
Campus Library 570
Internal Services
Library Card for New Registrants 576
Replacement of Lost Library Cards 578
Issuance of a Referral Letter 579
Carmona Campus 581

Internal Services

xxiv

Internal Services
External Services
Internal Services
xxv
External Services
Internal Services
xxvi
Campus Library 670
Internal Services
Borrower’s Card for New Registrants 676
Ask a Librarian 679
Ask a Librarian (On-line) 681
Cavite City Campus 683

Internal Services
xxvii
Internal Services
External Services
xxviii
Internal Services
External Services
xxix
Internal Services
Campus Library 773
Internal Services
Validation of Library Card for Old Registrants 782
General Trias City Campus 784
xxx
Internal Services
Internal Services
xxxi
External Services
Internal Services
External Services
xxxii
Internal Services
Campus Library 869
Internal Services
Securing a Referral Letter to Access Other Institutions 878
xxxiii
Imus Campus 882

Internal Services
Internal Services
xxxiv
External Services
Internal Services
External Services
xxxv
Internal Services
Maragondon Campus 971

Human Resource Office 971
Internal Services
xxxvi
Office of the Registrar 975
External Services
Registration and Enrollment for New Pupils/Students 976
Registration and Enrollment for Pupils/Students Transferees 977
Registration and Enrollment for Old Pupils/Students 978
Issuance of School Credentials/Documents 979
Health Services 981

Internal Services
Consultation and Intervention 982
Library 984
Internal Services
Borrowing and Returning of Books 985
Silang Campus 986

Internal Services
xxxvii
Internal Services
External Services
Internal Services
xxxviii
External Services
Internal Services
xxxix
Campus Library 1075
Internal Services
Tanza Campus 1085

xl
Internal Services
Internal Services
External Services
xli
Internal Services
External Services
xlii
Internal Services
Physical, Dental and Laboratory Examination of Applicant Employee and Faculty for
Pre-employment and Re-employment 1162
Campus Library 1173
Internal Services
Trece Martires City Campus 1186

xliii
Internal Services


Internal Services
External Services
xliv
Internal Services
External Services
xlv
Internal Services
Campus Library 1272
Internal Services
xlvi
Rosario Campus 1285
Processing and Issuance of HR Records 1289
Campus Office of Student Affairs 1291
External Services
Admission Procedure for First Year Students 1292
Admission Procedure for Second Courser 1294
Admission Procedure for Transferees 1296
Internal Services
Campus Office of the University Registrar 1303
Request /Issuance of School Credentials/Documents 1304
External Services
Enrollment of Transferees 1306
Internal Services
Enrollment of Continuing Students (Second to Fifth Year Level) 1309
Enrollment of Old Student Returning (OSR) 1310
xlvii
Campus University Health Services 1317
Medical Consultation and Treatment 1318
Physical, Dental, and Laboratory Examination of Freshmen/New Students -
A. Laboratory and X-ray Examination (1st day) 1321
B. Physical and Dental Examination (2nd day) 1323
Campus Library 1325
Use of the Library Facilities, Services and Resources 1326
Internal Services
Issuance of Library Card for New Registrants 1330
Issuance of Referral Letter 1331
Physical Plant and Security Services 1332
Securing a Gate Pass 1333
Internal Services
Procedure for CCTV Playback 1335
xlviii
Request for Repair/Construction Materials 1337
Issuance of Official Vehicle Trip Ticket 1339
Work/Job Request for Repair and Maintenance 1341
Naic Campus 1343
Processing and Issuance of HR Records 1347
Campus Office of Student Affairs 1349
External Services
Admission Procedure for First Year Students 1350
Admission Procedure for Transferees 1352
Admission Procedure for Second Courser 1355
Internal Services
Campus Office of the University Registrar 1362
Request /Issuance of School Credentials/Documents 1363
External Services
xlix
Enrollment of Transferees 1365
Internal Services
Enrollment of Continuing Students (Second to Fifth Year Level) 1367
Enrollment of Old Student Returning (OSR) 1368
Campus University Health Services 1375
Medical Consultation and Treatment 1376
Physical, Dental, and Laboratory Examination of Freshmen/New Students -
A. Laboratory and X-ray Examination (1st day) 1377
B. Physical and Dental Examination (2nd day) 1381
Campus Library 1383
Use of the Library Facilities, Services and Resources 1384
Internal Services
Issuance of Library Card for New Registrants 1388
Issuance of Referral Letter 1389
l
Physical Plant and Security Services 1390
Securing a Gate Pass 1391
Internal Services
Procedure for CCTV Playback 1393
Request for Repair/Construction Materials 1395
Issuance of Official Vehicle Trip Ticket 1397
Work/Job Request for Repair and Maintenance 1399
Research and Extension 1401
Processing of Research/Extension Proposal 1402
Implementation, Monitoring, and Evaluation of Research/Extension Programs/Projects 1405
Conduct of Seminars and Trainings 1408
Application and Granting of Incentives for Publication of Faculty, Researchers, and Staff 1410
External and Business Affairs 1412
Resource Generation 1413
Sales of University Merchandise and other Services 1415
Hostel Services/Accommodation 1417
Special Training Scheme Services 1419
Internal Services
Issuance of University ID Card 1421
li
Supply Office 1423
Procurement Process 1424
Quality Assurance Accreditation Center 1427
Internal Services
Admission and Registration Procedure of TCP students 1428
Feedback and Complaints Mechanism 1430
University’s Contact Information 1432
lii
Cavite State University Main Campus
Office of the University President
External and Internal Services
1
1. Follow up of Document Submitted for Approval
This procedure aims to provide guidelines in conducting follow up of documents submitted for approval from the Office of
the University President.
Office or Division: Office of University President
Classification: Simple
G2C - Government to Citizen
Type of Transaction: G2G - Government to Government
G2B – Government to Business Entity
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Reference Number Records Office
FEES TO BE PROCESSING PERSON
CLIENT STEPS AGENCY ACTION
PAID TIME RESPONSIBLE
1. Present the reference Check the reference number from None 2 minutes OP Staff
number provided by the logbook on the computer
the Records Office
2. End-user /origin/ Release the document and have None 2 minutes OP Staff
Records Office to them sign on the logbook
receive the document
by indicating in the
logbook his/her name,
signature and date
received
TOTAL: None 4 minutes
2
2. Action/Approval of Letters/Communications from Different Colleges/Offices of the University
This procedure aims to ensure that completed staff work (CSW) is properly observed prior to the approval of the University
President)
Type of Transaction: G2G – Government to Government
Who may avail: All
Appropriate / related attachments to support the request or
Concerned issuing agency(ies)
report
1. Submit the document 1. Acknowledge receipt of the None 1 minute OP Staff
for approval document
None 2 minutes OP Staff
2. Review the document as to
content and attachments
2. Receive the document
1. If found incomplete, return to OP Staff
to comply with all the None 1 minute
the end-user/origin
needed attachments
3
2. If document is clear and
complete, encode the details None 2 minutes OP Staff
to the computer for recording
and easy tracking
3. Forward to the PMCO Director None 1 minute OP Staff

for evaluation
4. Once evaluated and
recommended for approval, OP Staff
None 1 minute
endorse the document to the
President
5. Approval of the document None 1 day University President
6. Once approved / disapproved,
scan the document and
encode the comments on the OP Staff
None 5 minutes
logbook for proper
documentation
3. End-user Release to the end-

/origin/Records Office user/origin/Records Office and None 5 minutes OP Staff
to receive the have them sign in the logbook
document by
indicating in the
signature and date
received
TOTAL: 1 day and

None
18 minutes
4
3. Action on Contracts and External Agreements
President)
Who may avail: All
Draft MOA/Proposal with appropriate/related attachments to End-user/proponent
support the document
1. Submit the document 1. Acknowledge receipt of the
None 1 minute OP Staff
for review of the document
President
2. Review the document as to OP Staff
None 2 minutes
2. Receive the document None 1 minute OP Staff
1. If found incomplete, return to
to comply with all the
the end-user/origin
needed
5
attachments/revisions 2. If document is clear and
based on legal complete, encode the details to
comments the computer for recording and
easy tracking
3. Endorse the document to the None 1 minute OP Staff
President
None 1 day University President
4. Review/comment on the
document
5. Once reviewed, encode the

comments on the logbook for None 5 minutes OP Staff
proper documentation
6. Forward the MOA for review
and legal comments of the legal None 1 minute OP Staff
Department (if needed)
3. Receive the document Release to the end-user/origin and None 5 minutes OP Staff
by indicating in the have them sign in the logbook
signature and date
received
TOTAL: 1 day and

None
18 minutes
6
4. Receiving and Releasing of Financial Documents
This procedure aims to ensure the effective recording of financial documents for easy tracking and fast retrieval
Who may avail: All
Appropriate/related attachments to support the document End-user
1. Submit the document 1. Acknowledge receipt of the None 1 minute OP Staff
2. Review the document as to None 2 minutes OP Staff
content, attachments, and
signature of the approving
officials
2. Receive the document None 1 minute OP Staff
to comply with all the 1. If found incomplete, return to
needed attachments the end-user/origin
7
2. If document is clear and None 2 minutes OP Staff
complete, encode the details to
the computer for recording and
easy tracking
3. Endorse the document to the None 1 minute OP Staff
President
4. Approve of the document None 1 day University President

encode the comments on the
logbook (if any) for proper
documentation
3. End-user /origin/ Release to the end-user/origin/ None 5 minutes OP Staff

accounting / accounting/IA/Supply/Budget and
IA/Supply/Budget to have them sign in the logbook
receive the document
by indicating in the
signature and date
received
TOTAL: 1 day and

None
17 minutes
8
Presidential Management Coordinating Office
9
1. Submission of Documents for Approval of the President
President)
Office or Division: Presidential Management Coordinating Office
Who may avail: All
Appropriate / related attachments to support the request or Concerned issuing agency(ies)
report
Receive the document to PMCO Director
1. Evaluate the document None 5 minutes
comply with all the
needed attachments OP Staff
None 2 minutes
2. a. If found incomplete, return to
end-user/origin for
submission of needed
documents
2. b. If complete, recommend the None 1 minute PMCO Director

document for approval
10
None 1 minute
3. Once evaluated and OP Staff
recommended for approval,
forward the document to the
President
11
Office of the Board Secretary
12
1. Release of Documents (Resolutions Passed and Approved by the Administrative Council and
Board of Regents, Copy of Approved Proposals (Academic/Administrative/Fiscal)
This procedure aims to ensure that proper protocol and authorization in releasing of official documents of the CvSU Board
of Regents are strictly observed and implemented.
Office or Division: Office of the Board Secretary
Who may avail: All
Request letter From the requesting party
1. Fill out the Request None 3 minutes OBS Staff
Form 1. Locate the requested document
2. Forward to the BS V for None 1 minute OBS Staff

evaluation
13
3. Review the document if it can
be released immediately or if it Board Secretary V
None 3 minutes
requires approval from the
University President for release
4. Release the document(s) None 1 minute OBS Staff

immediately
14
2. Release of Confidential Documents
This procedure aims to ensure that proper protocol and authorization in releasing of official documents of the CvSU Board
of Regents are strictly observed and implemented
Office or Division: Office of the Board Secretary
Classification: Complex
Who may avail: All
Request letter From the requesting party
FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE
1. Fill out the Request None 1 minute OBS Staff

1. Indicate the schedule of release
Form of the document(s) being
requested
None 5 minutes
2. Locate the requested document OBS Staff
15
3. Forward to the BS V for None 1 minute OBS Staff
evaluation
None 5 minutes OBS Staff
4. Endorse the request to the Office
of the University President for
clearance/signature or
endorsement to the BOR Chair
and members
5. Endorse the document to the None 1 day
Chair and members of the Board Board Secretary V
of Regents to seek approval of
release
6. Approve the request None 3 days Board of Regents
None 3 minutes Board Secretary V /

7. Receive the approved request OBS Staff
8. Release the requested None 1 minute OBS Staff

document(s)
Release the document/documents None 1 minute OBS Staff
2. Receive the
document/documents to the requesting party
and sign OBS logbook
None 4 days and

TOTAL:
17 minutes
16
Alumni Affairs Office
17
1. Availing Alumni Discounts on Fees for Rental / Use of University Facilities
This procedure aims to assists alumni in availing 20% discount on rental fees
Office or Division: Alumni Affairs Office, Office of External and Business Affairs and College of Education
Type of Transaction: G2C-Government to Citizen
Who may avail: All Alumni of Cavite State University
Office of External and Business Affairs / College of
Assessment Slip
Education
Official Receipt University Cashier’s Office
None 2 minutes Staff, Office of
1. Assist the client to the proper
Alumni Affairs
office
18
1. Coordinate the None 4 minutes College of
schedule and purpose Education Staff for
of use of facility 2. Plot the schedule of the client’s CvSU Quadrangle
activity
EBA Staff for other
University facilities
1. Compute the discounted fee None 2 minutes EBA/CEd Staff

2. Issue assessment slip None 2 minutes
2. Present the Alumni ID
3. Advise the client to proceed to None 1 minute
Cashier’s office for payment of
rental fee
3. Pay the discounted Rental fees 2 minutes Cashier
1. Collect fee
rental fee vary
according to
the type of
facility
2. Issue Official Receipt None 1 minute Cashier
Rental fees
vary
TOTAL: according to 14 minutes
the type of
facility
19
2. Collecting News and Information on the Achievements of Alumni and Disseminating News and
Information
This procedure covers collection of news and information on the achievements of alumni and disseminate through FB page
of Alumni Affairs
Office or Division: Alumni Affairs Office
Who may avail: All Alumni of Cavite State University
Consent form to Disclose Information Office of Alumni Affairs
20
1. Signify willingness to 1. Coordinate with the Designated None 10 minutes Staff, Office of
share information College/Campus Alumni Alumni Affairs
about their Coordinators and Alumni
achievements batches regarding the news
and information about the
achievements of alumni
2. Coordinate with the concerned None 10 minutes Staff, Office of
alumni on the following: Alumni Affairs
 Willingness to disseminate
his/her achievements thru
FB page
 Extend of information to be
disseminated
3. Send consent form to disclose

information to the concerned
alumni
2. Accomplish and sign 1. Disseminate achievements of None As scheduled Staff, Office of
the consent form to alumni thru FB page of CvSU Alumni Affairs
disclose information Alumni Affairs
2. Send to the alumni the link from None Immediately after Staff, Office of
where his/her achievement is the information is Alumni Affairs
featured posted
21
1. Application for Alumni Association Membership and Alumni ID
This procedure aims to ensure that alumni are provided with valid ID as proof of membership to CvSU Alumni Association.
Office or Division: Alumni Affairs Office and Office of Alumni Association

Who may avail: All Alumni of Cavite State University Main Campus
Application form for Alumni ID Alumni Affairs Office / Office of CvSU Alumni Association
Official Receipt and Claim Slip Alumni Affairs Office
Valid ID From the Requesting Party
Client Feedback form Alumni Affairs Office
2 pcs. 1x1 picture (white background) From the requesting party
22
Graduate Tracer Survey Alumni Affairs Office
1. Secure the form at the Receive and check the None 2 minutes Staff of the Alumni
Alumni Affairs Office accomplished application form Affairs Office
2. Accomplish the form Advise the applicant to pay None 3 minutes Staff of the Alumni
with 1x1 ID picture in membership/ID fees Affairs Office
white background
3. Pay membership/ID 1. Receive payment Lifetime 1 minute Staff of the Alumni
fee Membership Affairs Office
- Ᵽ200.00
2. Issue official receipt and claim 2 minutes Staff of the Alumni
Alumni ID
slip with date of release of Affairs Office
(5 years
Alumni ID
validity) -
Ᵽ150.00
4. Endorse the 1. Advise the applicant on the None 5 minutes Staff of the Alumni
accomplished schedule of release of ID Affairs Office
application form and
2. Prepare the ID and inform the None 4 working days Staff of CvSU
proof of payment
applicant thru a text message Alumni Association
that ID will be issued on the
scheduled date of issuance at
the Alumni Affairs Office
3. Release Alumni ID None 3 minutes Staff of CvSU

Alumni Association
23
5. Receive Alumni ID Advise the client to accomplish the None 6 minutes Staff of CvSU
and check the client feedback form/sheet and Alumni Association
accuracy of graduate tracer survey
information in the ID
6. Accomplish the client Receive the accomplished Client None 2 minutes Staff of CvSU
feedback form and Feedback form and graduate Alumni Association
graduate tracer tracer survey
survey
Lifetime
Membership
- Ᵽ200.00
TOTAL: 4 days and
Alumni ID
24 minutes
(5 years
validity) -
Ᵽ150.00
24
External and Business Affairs
25
1. Purchase of Nursery seedlings/ Planting materials of Fruits and Vegetables
This procedure shows how the sale of nursery seedlings/planting materials, fruits and vegetables is facilitated by the office.
Office or Division: Office of Business Affairs

Who may avail: All
Proof of payment University Cashier
1. Inquire available Post available planting materials None 5 minutes CPU In-charge
planting materials on on sale on the University Bulletin
sale board
26
2. Inquire if stock is still Check inventory of stocks None 10 minutes CPU In-charge
available
3. Request for order of Issue order of payment None 5 minutes OBA Office
payment
Depending
4. Payment Receive payment on the item/s 10 minutes University Cashier
purchased
5. Present proof of Receive copy of proof of payment CPU In-charge

None 5 minutes
payment for encoding and filing
6. Receive stocks and None 15 minutes CPU In-charge
Issue stocks and gate pass.
gate pass
Update posting of available stocks
Depending
TOTAL: on the item/s
50 minutes
purchased
27
2. Tenant Occupancy at University Entrepreneurial Center
This procedure shows how interested business owners are assisted in renting space at the University Entrepreneurial Center.
Who may avail: Business owners and operators
Applicants Letter of Intent Personally written by applicant
Application form Office of UEC
Business Permit Mayor’s Office
28
1. Submit Letter of Receive Letter of Intent for None 2 minutes UEC Staff
Intent endorsement to the Office of the
Director of Business Affair
2. Fill out Application UEC In-charge

Receive Application Form None 2 minutes
Form
Evaluate based on availability of
None 1 day OBA Director
3. Wait for result of area requested, not exceeding on
evaluation the allowable number of same
products, product sampling
4. Submit required Receive required documents None 1 minute UEC In-charge
documents
1. Identify the actual measurement
of the area
5. Determination of None 10 minutes UEC In-charge
Rental rates 2. Advise the client to proceed with
the business operation
1 day and
TOTAL: None
15 minutes
29
3. Occupancy for Student Housing Dormitory
This procedure covers how the students are accommodated in the University dormitories.
Type of Transaction: G2C-Government to Citizen (students)
Who may avail: All students
Good Moral from their former school
New Occupant: Photocopy of Good Moral, ID picture (1x1) 2pcs,
ID picture to be provided by the student
Parent’s consent
Consent from parents/ guardian
Old Occupant: Dorm Clearance (previous semester), Proof of Dorm Clearance at SHU In-charge, proof of payment at
payment of dorm fee current semester University cashier
30
Inform and show available SHU In-charge
1. Inquire for vacancy None 15 minutes
room/space
2. Fill up Admission SHU In-charge
Receive Admission Form None 5 minutes
Form
3. Request for order of OBA Office
Issue order of payment None 5 minutes
payment
4. Pay for the dormitory 50% of dorm University Cashier
Receive payment 10 minutes
fee fee
5. Present proof of
None 5 minutes SHU In-charge
payment Receive copy of proof of payment
for encoding and filing
8. Occupy room Assist student in the assigned None 15 minutes SHU In-charge
room/ bed
None 30 minutes SHU In-charge
7. Attend mass Conduct orientation regarding
orientation dorm rules and regulations
TOTAL: 50 % of 1 hour and

Dorm Fee 25 minutes
31
Gender and Development Resource Center
32
1. Consultation Services
This procedure pertains to the provision of consultancy services for internal (faculty members, employees, and students)
and external (adopted communities, partner agencies, etc.) clients.
Office or Division: Gender and Development Resource Center (GAD-RC)

G2G-Government to Government
Type of Transaction: G2B- Government to Business
G2C-Government to Citizen
Who may avail: All
Log Book / Attendance Sheet GAD-RC
Stakeholder Feedback Form (1 copy) GAD-RC

1. Set an appointment 1. Assess the needs of the client None 30 Minutes GAD-RC
with the GAD-RC and schedule consultancy Director/Staff
personally or via services with the Director
33
phone call at (046) and/or GAD-RC Unit Heads
443-2546 or email at (Instruction and Curriculum,
gad@cvsu.edu.ph Research and Development,
Training and Extension
Services, and Counselling
Services).
2. Inform the client of the

None 15 minutes GAD-RC Staff
scheduled appointment.
3. Conduct consultation services None 2 hours*
GAD-RC Director
and/or concerned
GAD-RC Unit Head
2 hours and
TOTAL: None
45 minutes
*depending on the needed consultancy services of the client and availability of the GAD-RC Director and/or concerned unit head
34
2. Request for Conduct of GAD Activities and Funding for External Clients
This procedure aims to provide financial assistance in conducting GAD activities for external clients (adopted communities,
partner agencies, etc.).
G2G-Government to Government, G2B-Government to Business, and G2C-Government to
Type of Transaction:
Citizen
Who may avail: All
Request letter addressed to the University President (1 copy) Personally written by the clients
1. Submit the request 1. The University President None 1 day University President
letter to the Office the approves the request letter
35
President (OP) for
approval or via email None 5 minutes OP Staff
2. Receive the approved request
at
letter for
office.president@cvsu.
implementation/assistance.
edu.ph
2. Submit a copy of the Consolidate and evaluate the None 30 minutes GAD-RC Staff
accomplishment completeness of the reports.
report to the GAD-RC
or via email at
gad@cvsu.edu.ph
1 day and
TOTAL: None
35 minutes
36
3. Request for Resource Person to Conduct GAD Activities for External Clients
This procedure aims to provide technical assistance in conducting GAD activities for external clients (adopted communities,
partner agencies, etc.).
Type of Transaction: G2B-Government to Business
Who may avail: All
Request letter addressed to the University President (1 copy) Personally written by the clients
37
None 1 day University President
1. Submit the request 1. Approve the request letter.
letter to the Office of
2. Receive the approved request None 5 minutes OP Staff
the President (OP) or
via email at letter to the GAD-RC for
office.president@cvsu identification and invitation of
.edu.ph resource person.
3. Identify and invite the resource None 4 days GAD-RC

person. Director/Staff
4. Inform the client about the GAD-RC Staff

None 30 minutes
invited resource person
5 days and
TOTAL: None
35 minutes
38
4. Request for Conduct of GAD Activities and Funding for Internal Clients
This procedure aims to provide financial assistance in conducting GAD activities for internal clients (faculty members,
employees, and students).
Type of Transaction: G2G-Government to Government and G2C-Government to Citizen
Who may avail: Faculty members, employees, and students of CvSU
Detailed activity proposal addressed to the University President
including budgetary estimate and tentative program of activities Personally written by the clients
(3 copies)
39
1. Submit activity None 1 hour
Review the activity GAD-RC Director
proposal/request letter
proposal/request letter. If the
to the GAD-RC or via
activity proposal/request letter is
email at
acceptable, recommend the
gad@cvsu.edu.ph
activity proposal/request letter to
the University President for
approval, but if not acceptable,
return the proposal to the client for
consideration of the comments and
suggestion.
2. Submit copy of the Consolidate and evaluate the GAD-RC Staff

None 30 minutes
accomplishment completeness of the reports.
report to the GAD-RC.
1 hour and
TOTAL: None
30 minutes
40
5. Request for Resource Person to Conduct the GAD Activities for Internal Clients
This procedure aims to provide technical assistance in conducting GAD activities for internal clients (faculty members,
employees, and students).
Type of Transaction: G2G-Government to Government and G2C-Government to Citizen
Who may avail: Faculty members, employees, and students of CvSU
Request letter addressed to the Director (1 copy) Personally written by the clients
None 30 minutes
1. Approve the request letter and GAD-RC Director
return it to the client.
41
1. Submit the request letter to None 5 hours GAD-RC
2. Identify and invite the resource
the GAD-RC or via email at Director/Staff
person.
gad@cvsu.edu.ph
3. Inform the client on the invited GAD-RC Staff

None 30 minutes
resource person.
7. Submit a copy of the

Consolidates and evaluate the GAD-RC Staff
accomplishment report to the None 30 minutes
completeness of the reports.
GAD-RC.
6 hours and
TOTAL: None
30 minutes

International and Local Collaboration and Linkages Office (ILCLO)
42
1. Establishment of Linkages (Local and International)
This procedure covers how ILCLO establish Linkages with different agencies.
Office or Division: International and Local Collaboration and Linkages Office (ILCLO)
G2C – Government to Citizen

G2G – Government to Government
Who may avail: University officials/administrators, faculty members, researchers, employees and/or staff.

Company/Organization Profile
Business Permit/ Operating License (if applicable)
43
1. Submit a
Receive/Acknowledge/ Review the None 1 working day Concerned
collaboration/
communication Personnel
partnership proposal
to the Office of
International and
Local Collaboration
and Linkages for
possible collaboration.
2. Submit the company Check the legitimacy of the
profile, operating company and forward the company
license / business profile, operating license / business
permit and proposal permit and proposal/ Memorandum
and/or Memorandum of Agreement/Understanding to the University’s Legal
None 5 working days
of Agreement/ University’s Legal Office. Office
Understanding (If
applicable) Incorporate comments/suggestions
from the Legal Office.
(If applicable.)
3. Schedule a meeting
Prepare MOA/MOU and discuss
for possible
possible scope of cooperation None 5 working days ILCLO/Partner
collaboration
Agency
4. Signing of MOA /
Sign MOA / MOU
MOU
TOTAL: None 11 days
44
2. Issuance of Certification of Necessity of Foreign Travel/s
This procedure shows how ILCLO manages the Issuance of Necessity of Foreign Travel/s of the University
officials/administrators, faculty members, researchers, employees and/or staff.
Office or Division: International and Local Collaboration and Linkages Office (ILCLO)

Who may avail: University officials/administrators, faculty members, researchers, employees and/or staff.

Letter of Request approved by the Office of the University
Written by the requesting or concerned personnel
President
Letter of Invitation Sponsoring Agency/Organization and/or Organizers
Proposed Program of Activities Sponsoring Agency/Organization and/or Organizers
Itinerary of Travel (IoT) IoT is a standard government-issued form (Government
Accounting Manual Form) that can be downloaded or
requested from any government office to be filled-up
45
and/or accomplished by the requesting or concerned
personnel.
Breakdown of Expenses Written by the requesting or concerned personnel
Certificate of Availability of Funds Accounting Office
Concerned personnel and the Sponsoring
Copy of paper/s (if papers are to be presented) and proof
Agency/Organization and/or Organizers
indicating that the paper/s will be published in journal/s that
is/are indexed by Elsevier/Scopus/ASEAN Citation Index (ACI)
Statement of Benefits that will be gained by the University Written by the requesting or concerned personnel
Re-entry Plan ILCLO / CHED
(to be filled-up and/or accomplished by the requesting or
concerned personnel)
Profile of the Organizer Sponsoring Agency/Organization and/or Organizers

Background information of the International Conference/
Meeting Sponsoring Agency/Organization and/or Organizers
ILCLO /CHED
Evaluation Form for the Necessity of Foreign Travel (CHED –
(to be filled-up and/or accomplished by the Director for
IAS Form No. 15)
ILCLO)
2. Submit letter of Receive/Acknowledge/ Approve None 3 working days
Concerned
request to the Office the letter of request
Personnel / OUP
of the University
President (OUP)
46
1. Receive/Acknowledge/ Review None 3 working days
ILCLO Personnel
the required
documents/attachments
submitted.
None 2 working day/s

2. Evaluate the required ILCLO Personnel
(after the
documents/attachments using
submission of ALL
the prescribed Evaluation Form
the requirements)
for the Necessity of Foreign
Travel (CHED IAS Form No. 15) ILCLO and OUP
3 working days
2. Submit all the CHED-IAS

None (15 working days if
required documents/ 3. Submit the accomplished it is necessary to
attachments to ILCLO Evaluation Form together with submit the papers
the required attachments to the to CHED-IAS)
Office of the University
President and/or, when
necessary, to the Commission
on Higher Education
International Affairs Staff
(CHED IAS) Office
None 2 working days

4. Endorse the documents to the ILCLO Personnel
Office of the Board Secretary
(OBS) for the approval of the
Board of Regents (BOR)
TOTAL: None 13 days
47
Internal Audit
48
1. Auditing of Disbursement Claims (Payment to Suppliers/ Creditors for Supplies, Materials and
Equipment
This procedure covers auditing of disbursement claims as to completeness and legality of documents.
Office or Division: Internal Audit

Classification: Highly Technical

G2B - Government to Business Entity
Who may avail: All suppliers / creditors of the University
Obligation Request Status / Budget Utilization Request Status Accounting Office
Disbursement Voucher Accounting Office
Purchase Request Supply Office
Line Item Budget (for Special Projects) Funding Agency
PhilGEPS posting (above P50,000) Supply Office
Quotation / Canvass (at least suppliers) Supply Office
Abstract of Canvass Supply Office
BAC Resolution Supply Office
Purchase Order Supply Office
49
Original copy of Billing / Sales Invoice Supplier
Program / Invitation (if to be used for specific activity/program Claimant
Inspection and Acceptance Report (IAR) Supply Office

Inventory Custodian Slip (ICS) / Property Acknowledgement Supply Office
Receipt (PAR), if applicable
Warranty Certificate, if applicable Supplier
Submit the documents 1. Stamp the document None 1 minute IA Clerk

“Received”
None 2 minutes IA Clerk

2. Record / Encode documents
3. Audit documents None 30 minutes Internal Auditor

4. Release/Encode documents
50
2. Auditing of Purchase / Work Orders
This procedure covers auditing of purchase / work orders as to completeness and legality of documents.

G2G - Government to Government
Who may avail: All suppliers / creditors of the University
PhilGEPS posting (above P50,000) Supply Office
Quotation / Canvass (at least suppliers) Supply Office
BAC Resolution Supply Office
Purchase Order / Work Order Supply Office
51
Submit the documents None 1 minute IA Clerk

1. Stamp the document “Received”

None 30 minutes Internal Auditor

3. Audit documents
4. Release/Encode documents None 2 minutes IA Clerk
52
7. Auditing of Cash Advance for Operational Expenses
This procedure covers auditing of all cash advances of employees and bonded officials for operational expenses as to
completeness and legality of documents.

Type of Transaction: G2B – Government to Citizen
Who may avail: All bonded officials of the University

“Received”
3. Audit documents None 30 minutes Internal Auditor
TOTAL: None inutes
53
7. Auditing of Cash Advance for Travelling Expenses (Local and Foreign Travel)
This procedure covers auditing of all cash advances of employee’s travelling expenses as to completeness and legality of
documents.

Who may avail: All employees of the University
Payroll, if applicable Accounting Office
Approved Authority to go Claimant
Approved Itinerary of Travel Claimant
Approved Letter of Request (if to attend seminar/trainings etc.) Claimant
Invitation / Program (if to attend seminar / trainings etc.) Facilitating Agency
Special Order / Designation (for Special Projects) Office of the University President
Canvass of Accommodate Rate Hotels, Dormitory Facilities
Flight Itinerary and Airfare, if applicable Airlines Ticketing Officer / Travel Agency
54

1. Stamp the document None 1 minute IA Clerk

Submit the documents
“Received”

3. Audit documents

55
7. Auditing of Disbursement Claims (Payment Due to University Personnel – Reimbursement of
Travelling expense)
This procedure covers auditing of Disbursement Payment Due to University Personnel Travelling expense as to

Approved Certificate of Travel Completed Claimant
Original Copy of Certificate of Appearance Human and Resource Development Office (HRDO)
Authenticated copy of Certificate of Attendance Facilitating Agency
Travel Report (if attended a seminar / training etc.) Claimant
56
Purchase Request (for fuel) Supply Office
Original Copy of Official Receipts Supplier
Accomplished Trip Ticket (for fuel) Physical Plant Services (PPS)
6. Stamp the document None 1 minute IA Clerk

Submit the documents
“Received”

6. Audit documents

57
6. Auditing of Disbursement Claims (Payment Due to University Personnel- Reimbursement of
Supplies and Materials)
This procedure covers auditing of Disbursement Payment Due to University Personnel – Supplies and Materials as to
completeness and legality of documents

Purchase / Work Order Supply Office
Quotation/Canvass (at least 3 suppliers) Supply Office

Approved Letter of Request to conduct the activity with budget Claimant
estimate, if applicable
58
Inventory Custodian Slip (ICS), if applicable Supply Office


“Received”
None 1 hour Internal Auditor

3. Audit documents
1 hour and
TOTAL: None
5 minutes
59
7. Auditing of Disbursement Claims (Salaries, Wages, Payrolls and Other Benefits)
This procedure covers auditing of Disbursement for Salaries and Wages and other benefits as to completeness and legality
of documents.

Payroll Accounting Office
Approved / Signed Daily Time Record (DTR) Employee/Claimant
Accomplishment Report Employee/Claimant
Approved Appointment (for first payment) HRDO
Authority to Pay (for first payment) Human and Resource Development Office (HRDO)
Financial Plan (for NSTP Facilitator) Office of the Student Affairs (OSAS)
Schedule and Attendance Sheet (for RLE salaries) College of Nursing (CON)
60

“Received”

3. Audit documents
1 hour and
TOTAL: None
5 minutes
61
8. Auditing of Liquidation Report for Operational Expenses
This procedure covers auditing of all liquidation report of employees and bonded officials for operational expenses as to
completeness and legality of documents

Type of Transaction: G2C - Government to Citizen
Who may avail: All bonded official who needs to Liquidate their Cash Advances
Purchase / Work Order Supply Office
Quotation/Canvass (at least 3 suppliers) Supply Office

Approved Letter of Request to conduct the activity with budget Claimant
estimate, if applicable
62
Inventory Custodian Slip (ICS), if applicable Supply Office

“Received”

3. Audit documents
1 hour and
63
9. Auditing of Liquidation Report for Travelling Expenses (Local and Foreign Travel)
This procedure covers auditing of all liquidation report of employees and bonded officials for travelling expenses as to

Type of Transaction: G2B - Government to Government
Approved Certificate of Travel Completed Claimant
Original Copy of Certificate of Appearance Human and Resource Development Office (HRDO)
Authenticated copy of Certificate of Attendance Facilitating Agency
Travel Report (if attended a seminar / training etc.) Claimant
64
Purchase Request (for fuel) Supply Office
Original Copy of Official Receipts Supplier
Accomplished Trip Ticket (for fuel) Physical Plant Services (PPS)
Original Copy of Boarding Pass (if with airfare) Airlines


“Received”

3. Audit documents
65
Public Affairs and Communication Office
66
1. Scheduling of Visit to the University
The Public Affairs and Communications Office facilitates the accommodation of guests for official purposes like exploratory
meetings and benchmarking.
Office or Division: Public Affairs and Communications Office
Type of Transaction: G2B – Government to Business
Who may avail: All visitors/Organizations/Institutions
Letter of Request to be sent to OP Personally written by Visitors
Additional Details about the Visit (Agenda, Specific Offices to
Personally written by Visitors
Visit, Names of Visitors)
1. Submit letter of request
1. Check and receive letter of None 5 minutes OP/PACO Staff
to the Office of
request including additional
University President
details of the visit;
(OP)
2. Send an acknowledgement of
the receipt of letter
67
2. Coordinate with PACO Communicate with the concerned
4 working
regarding final offices in relation to the purpose None PACO Staff
days/processing
schedule of visit of visit
3. Coordinate with the Accommodate the guests and None 1 day (depending
PACO Staff/Other
office during the visit facilitate visit on the day on the number of
offices concerned
scheduled days of visit)
5 days and
TOTAL: None
5 minutes
68
2. Publication of Information on Various Platforms
The Public Affairs and Communications Office facilitates the publication of materials for information dissemination through
various platforms like the website, social media page, newsletter, bulletin boards, LED wall, etc.

Who may avail: All offices of Cavite State University
Letter of request addressed to PACO Personally, written by Client

Material to be posted and the type of platform to be used
(website, social media, newsletter, bulletin boards, LED wall, Personally, written by Client
etc.)
1. Send a letter of 1. Receive the request letter and

None 5 minutes PACO Staff
request for publication the material to be published
of a material including
the material to be 2. Send an acknowledgement of
published and the the receipt of letter
preferred platform
Check, edit, finalize the material in None 4 working PACO Staff

2. Coordinate with
terms of layout, grammar, etc. as days/processing
PACO regarding the
approved by client
final version of
69
material to be
published
PACO Staff/Other
3. Send feedbacks on Publish material on the platform None 1 hour
offices concerned
the materials to be agreed upon by the client
(Webmaster for
published
Website, University
Computer Center for
LED wall)
4 days, 1 hour
TOTAL: None
and 5 minutes
70
3. Request for Documentation/Access of Documentation of Various Activities
The Public Affairs and Communications Office facilitates the documentation of various activities in the University like
conferences, visits, official meetings, new protocols, and others as requested by the offices concerned. It also releases copies
of documentation to certain offices as requested and refers client to other offices if requested documentation of an activity
was not handled by PACO.

Who may avail: All offices of Cavite State University
Letter of request addressed to PACO Personally written by Client
Details on the activity to be documented/Details of
Personally written by Client
documentation being requested for access
1. Send a letter of
1. Receive the request letter and
request for
send an acknowledgement of
documentation of a
the receipt of letter
specific activity/
request to access
2. Schedule staff for
documentation of a
documentation purposes of
certain activity
activity (for request for None 1 working day PACO Staff
documentation)
3. Review available documented

materials like photos/videos
being requested (for request for
access)
71
4. Refers to concerned units if
requested materials are not
available in the office
2. Facilitate *1 to 4 working
Document the activity being None
documentation during days
specified (for request for PACO Staff/Other
activity (for request for
documentation) offices concerned
documentation)
3. Facilitate copying of
None **1 hour
documented materials Copy/send copy of documented
PACO Staff/Other
to a certain medium materials (for request for access)
offices concerned
like flash drive, CD,
external drive, etc.)
(for request for
access)
*5 days and
TOTAL: None
1 hour
*depending on the activity
72
Office of the Vice-President for Administrative and Support Services
73
the Vice President for Administrative and Support Services.
Office or Division: Office of the Vice- President for Administrative and Support Services
Who may avail: All
1. Present the reference Check the reference number None 2 minutes OVPASS Staff
number provided by the from the logbook on the
Records Office computer
2. End-user origin/ Records Provide updates about the None 2 minutes OVPASS Staff
Office to receive the action taken and if signed,
document by indicating in release the document and have
the logbook his/her them sign in the logbook
name, signature and date
received
74
2. Submission of Documents for Approval
This procedure aims to ensure that completed staff work (CSW) is properly observed prior to the approval of the Vice-
President for Administrative and Support Services
Office or Division: Office of the Vice- President for Administrative and Support Services
Who may avail: All
report
1. Submit the document 1. Acknowledge receipt of the None 1 minute OVPASS Staff
None 2 minutes
2. Review the document as to OVPASS Staff
2. Receive the document None 1 minute OVPASS Staff
to comply with all the
the end-user/origin
needed attachments
75
None 2 minutes OVPASS Staff
easy tracking
None 1 minute OVPASS Staff

3. Submit to the OVPASS Chief of
Staff for evaluation
None 5 minutes OVPASS

4. Evaluate the document Chief of Staff
5. Recommend the document for None 1 minute OVPASS

approval Chief of Staff
OVPASS Staff
6. Endorse the document to the None 1 minute
Vice- President for
Administrative and Support
Services.
7. Approve the document None 1 day

Vice- President for
Administrative and
Support Services

scan the document and encode
the comments on the logbook
for proper documentation
76
3. End-user Release to the end-
/origin/Records Office user/origin/Records Office and
document by
indicating in the
signature and date
received
TOTAL: 1 day and

None
24 minutes
77
Office of the Director for Administration
78
1. Release of Document Submitted for Approval
This procedure aims to provide guidelines in conducting follow up of document submitted for approval of the Office of the
Director for Administration.
Office or Division: Office of Director for Administration
G2B – Government to Business
Who may avail: All
1. Present the logbook Check the document on the None 2 minutes ODA Staff
indicating the receiving logbook
particulars of the
documents and
signature of the
receiver
2. End-user /origin to Release the document and have None 1 minute ODA Staff
receive the approved them sign on the logbook
document by
indicating in the
logbook his/her
79
signature and date
received
80
2. Submission of Financial Documents for Approval
This procedure aims to ensure that completed staff work (CSW) is properly observed prior to the approval of the Director
of Admin)
Office or Division: Office of Director for Administration
GSB – Government to Business
Who may avail: All
report
1. Submit the financial None 2 minutes ODA Staff
document for approval 1. Review the financial document
as to content and attachments
2. If found incomplete, return to ODA Staff

None 1 minute
the end-user/origin
None 1 minute ODA Staff
81
easy tracking
None 1 minute ODA Staff
4. Endorse the document to the
Director of Admin for evaluation
5. Evaluate the document None 3 minutes ODA Director
6. Approve the document None 2 minutes ODA Director
None 3 minutes ODA Staff

the document will be released.
2. Receive the financial None 3 minutes ODA Staff

document by Release to the end-
indicating in the user/origin/designated unit and
logbook his/her name, have them sign in the logbook
signature and date
received
82
Records Office
83
1. Management of Communication and Documents
This procedure covers how the Records Office effectively manage communications and other documents.
Office or Division: Records Office
Who may avail: Internal and External Clients

Three (3) sets of Communication/Letter with Attachments (if Sender
necessary)
1. Submit 3 sets of 1. Receive 3 sets of None 1 minute Records Office Staff
communication/letter communication/letter
with attachments (if 2. Place yellow sticker on the None 1 minute Records Office Staff
necessary) upper right corner of the
original copy, and stamp
“Received” on the 2 reproduced
copies (1 for the sender and 1
for the Records Office file)
3. Assign “Reference Number A”, None 1 minute Records Office Staff
the date received, and have it
countersigned
4. Record the important details of None 1 minute Records Office Staff
the communication/letter
84
5. Submit the None 5 minutes Records Office Staff
communication/letter to the
next concerned unit
6. Receive the communication None 1 minute Records Office Staff
once approved/ disapproved by
the concerned authority
7. Stamp “Released” and assigns None 1 minute Records Office Staff
a “Reference Number O”.
8. Photocopy the released None 1 minute Records Office Staff

communication/ letter and files
together with the attachments
taken from file A of the same
communication for digitization
9. Encode and scan the None 1 minute Records Office Staff
document/letter
2. Receive the Release the Approved/ None 1 minute Records Office Staff
Approved/ Disapproved
Disapproved
Communication/
Letter
85
2. Recording of Financial Documents
This procedure shows how the Records Office effectively records financial documents for easy tracking and fast retrieval.

Documents with complete signatures and attachments Claimant

Submit financial 1. Receive the financial None 1 minute Records Office Staff
documents documents and initially check
for the complete signature and
attachment
2. If found incomplete, return the None 1 minute Records Office Staff
financial documents to the
claimant
3. If found complete, stamp the None 1 minute Records Office Staff
documents with “Received” and
assign a reference number and
countersigns the document
4. Encode the details in the None 1 minute Records Office Staff
computer for recording and
easy tracking
86
5. Attach a color-coded routing None 1 minute Records Office Staff
assigned for a particular
financial transaction
6. Submit the financial documents None 1 minute Records Office Staff
to the next concerned Unit
87
3. Authentication of Documents
This procedure covers how the Records Office ensures the authenticity and validity of all original copies of documents
presented for authentication.

Authentic and valid documents, and reproduced copies (plus 1 Internal and External Clients
set of reproduced copies for Records Office file)
1. Present authentic and 1. Check for the authenticity and None 1 minute per page Records Office Staff
valid original copies of validity of the original copies of
documents together documents presented for
with reproduced authentication
copies
2. Scrutinize the photocopies of None 3 minutes Records Office Staff
documents and compare to the
original copy to detect
differences in ink, signatures,
alterations or additions, and if
the whole page of document is
captured in photocopying
2. Fill out the 1. Receive the documents None 2 minutes Records Office Staff
authentication request requested for authentication
form 2. Issue order of payment None 1 minute Records Office Staff
88
3. Pay to the Cashier 1. Authenticate the documents P20.00 per 3 minutes Records Office Staff
Office set
2. Records the authenticated (maximum of
documents and retains a copy 4 pages) and Records Office Staff
for Records Office file P5.00 per
page for
additional
pages
4. Claim the 1. Release the authenticated 2 minutes Records Office Staff
authenticated documents together with the
documents together original copies
with the original
copies 2. Record the amount paid for
authentication and the Official Records Office Staff
Receipt Number
P20.00 per
set
(maximum
of 4 pages)
TOTAL: 12 minutes
and P5.00
per page for
additional
pages
89
4. Disposal of Valueless Documents
This procedure shows how the Records Office ensures the effective management and disposal of valueless documents.
.

Records of Inventory and Appraisal of Documents Client
List of Valueless records/documents Client
Valueless documents placed in sacks and labeled by period Client
Letter of Request for Disposal Client
NAP Form No. 3 (Request for Authority to Dispose of Records) National Archives of the Philippines
NAP Form No. 4 (Records Management Analysis Report) National Archives of the Philippines
NAP Form No. 5 (Authority to Dispose of Records) National Archives of the Philippines
NAP Form No. 6 (Certificate of Disposal of Records) National Archives of the Philippines
1. Submit Letter of 1. Receive the letter of request for None 1 day Records Office Staff
Request for Disposal disposal, records of inventory
together with the and appraisal of documents,
following: and list of valueless
records/documents
90
a. Records of Inventory 2. Prepare letter of request for None 5 minutes Records Office Staff
and Appraisal of authority to dispose of
Documents valueless documents to NAP
b. List of valueless
records/documents
3. Wait for the processing of the None 2-3 months National Archives of
c. Accomplished NAP
request for disposal and the the Philippines
Form No. 3
issuance by NAP of the (NAP)
following:
a. NAP Form No. 4

b. NAP Form No. 5
4. Once the Records None 7 days Records Office Staff
Management Analysis Report
and Authority to Dispose of
Records have been received
from NAP, arrange with NAP
for the following:
a. Schedule of actual disposal

contact the official buyer of
valueless documents
5. Send official communication to None 2 days Records Office Staff
authorize CvSU Official and
COA to send representatives to
serve as witnesses in the actual
buying process.
91
6. Facilitate the actual disposal/ None 1 day Records Office Staff
buying process
7. Facilitate the payment by the
official buyer to the Cashier’s
Office for the valueless
documents.
8. Receive the Certificate of
Disposal of Records
3 months,
TOTAL: None 11 days and
5 minutes
92
Supply Office
93
1. Preparation of Project Procurement Management Plan (PPMP)
This procedure covers how the Supply and Property Office facilitates the preparation of the Project Procurement Management
Plan (PPMP) of the different units of the University.
Office or Division: Supply and Property Office/Budget Office
Who may avail: All employees
PPMP Forms Supply & Property Office
None 20 minutes Budget Staff

1. Submit their
1. Evaluate in order to ensure
accomplished PPMP
consistency with the budget
form
proposal and in compliance with
the existing budget rules
Budget Officer
2. Sign and forward the same to None 5 minutes
the BAC Secretariat
None 15 days BAC Secretariat

3. Consolidate PPMPs
94
None 5-10 minutes BAC Secretariat
4. Submit Indicative APP to the
BAC for recommendation of
procurement modality
None 5-10 minutes BAC Secretariat

5. Submit Indicative APP to the
HOPE for approval of the
oversight body.
None 15 days
2. Submit revised PPMP 1. Consolidate revised PPMP BAC Secretariat
None 5-10 minutes Property Staff

2. Submit Final APP to the HOPE
for approval of the oversight
body.
None 5-10 minute

3. Provide end-users copy of the Property Officer
approved PPMP
TOTAL: 30 days, 1 hour

None
and 5 minutes
95
2. Procurement of Goods, Consulting Services and Infrastructure Projects through Public Bidding
This procedure shows how the Bids and Awards Committee (BAC) facilitates the procurement of goods through public bidding
and ensures that it is in accordance with the Implementing Rules and Regulation of Republic Act 9184.
Office or Division: Bids and Awards Committee
Type of Transaction: G2C-Government to Citizens/G2G-Government to Government
Who may avail: All Contractors/End-User
Purchase Request End-User
Invitation to Bid (ITB) BAC Secretariat
Bid Documents BAC Secretariat
Bid Form BAC Secretariat
Abstract of Bids as Read BAC Secretariat
BAC Attendance Sheet BAC Secretariat
Checklist of Eligibility Requirements BAC Secretariat
Contract / Purchase Order BAC Secretariat
96
1. Submit Purchase None 2 days BAC Secretariat

Request 1. Receive PR.
1.1 Verify if in accordance with
the approved APP,
approved and accompanied
with appropriate supporting
documents.
1.2 Prepare schedule of
bidding.
None 1 day BAC/ BAC

2. Conduct pre-procurement
Secretariat/ End-
conference
User/TWG
None 7 days BAC Chairman/BAC

3. Post ITB to PhilGEPS website, Secretariat
website of the university and
any conspicuous place.
2. Bidders inquire about Advise the bidder to pay for the None BAC Secretariat
the project and signify bidding documents to the Cashier’s 5 minutes
intent to buy bidding Office before the submission of the
documents bidding documents to the BAC
97
3. Bidders submit proof of BAC Secretariat to issue bidding
None 5 minutes BAC Secretariat
payment documents
Depending
on the
Project’s ABC
4. Bidders attend pre-bid 1. Conduct of Pre-Bid Conference

conference to discuss, clarify and explain,
among other things the eligibility BAC/ BAC
requirements and financial Secretariat/ TWG /
None 1 day
components of the contract End-User/ Observer
including questions and
clarifications raised by the
prospective bidders.
2. Prepare and post supplemental

bid bulletin (if there is any) 1 day
regarding the amendments in (at least 7 days BAC/ BAC
None Secretariat
any provision of the bidding before the opening
document/changes agreed of bids)
during the pre-bid conference
5. Bidders submit bidding None 1 day BAC/ BAC
documents 1. Receive and open bids from Secretariat/ TWG /
(12 days after pre-
bidders End-User/ Observer
bid conference)
2. Bid Evaluation None 7 days BAC / TWG
98
None 7 days BAC / TWG
3. Post Qualification to determine (up to 42 days)
whether the bidder concerned
complied with and is responsive
to all the requirements and
conditions as specified in the
bidding documents
None BAC / BAC

1 day Secretariat
4. BAC through the BAC
Secretariat to prepare BAC
resolution and recommendation
of award
None *1 day
5. HOPE to approve HOPE/ BAC/ BAC
Recommendation of Award and Secretariat
issue Notice of Award (NOA) to
winning bidder
6. Winning bidder to 1. BAC Secretariat to post the

accept Notice of Notice of Award to the
Award PhilGEPS and agency website
and any conspicuous and 3 days of posting BAC / BAC
None Secretariat
advise the winning bidder to of NOA
post the required Performance
Security within 10 days from
receipt of NOA
99
7 days BAC / BAC
2. BAC through the BAC None Secretariat
Secretariat to prepare Contract
3. HOPE to approve the contract None *7 days HOPE/BAC
None 7 days HOPE/BAC

7. Winning bidder to sign 1. HOPE to enter into contract
the contract and with the winning bidder and
Notice to Proceed issues Notice to Proceed (NTP)
Within 15 days
2. HOPE through the BAC None HOPE/BAC
from the issuance
Secretariat to post the Contract
of NTP
and NTP to the PhilGEPS
website
*Subject to RA
TOTAL: None
9184
*maximum 15 days
*maximum 30 days
100
3. Procurement of Goods, Consulting Services and Infrastructure Projects through Alternative
Mode of Procurement
This procedure shows how the Supply and Property Office facilitates the procurement goods, consulting services and
infrastructure projects using alternative mode of procurement.
Office or Division: Supply and Property Office
Type of Transaction: G2G - Government to Government/ G2C – Government to Citizens
Abstract of Canvass (AOC) Supply and Property Office
Bill of Quantities (BOQ) Supply and Property Office
Purchase Request Supply and Property Office
Purchase Order Supply and Property Office
Work Order Supply and Property Office
Request for Quotation Supply and Property Office
101
1. Verify entries PR if in
accordance with the approved None 5 minutes BAC Secretariat
APP
2. Check the completeness of the

1. End-user to submit None 5 minutes BAC Secretariat
required supporting documents
approved PR
3. Assign PR Number None 3 minutes BAC Secretariat
4. Post the requirements to the

PhilGEPS website, website of
the agency and to any
conspicuous place
5. Return copy of PR to the end-
user for canvassing of prices
1. Review the submitted
2. Forward PR to the Procurement Staff
documents most particularly the None 30 minutes
Supply and Property and Officer
Abstract of Canvass
Office together with
accomplished RFQ 2. Prepare BAC Resolution and
and Abstract of Recommendation of Awar
Canvass
3. Prepare Purchase Order / Work
None 5-20 minutes Procurement Staff
Order
4. Forward PO/WO to other offices

None 10 minutes Procurement Staff
for processing
102
5. Send copy of approved PO/WO
None 5 minutes Procurement Staff
for conforme of the supplier
Accept signed PO/WO and wait for

3. Supplier to sign None 5 minutes Procurement Staff
delivery
approved PO/WO and
sends back to the
Supply Office
TOTAL: 2 hours and

None
8 minutes
103
4. Receipt and Acceptance of Delivered Goods
The Supply and Property Office facilitates the receipt and acceptance of supplies, materials and equipment delivered by
winning bidder/supplier.
Type of Transaction: G2C-Government to Citizen/ G2G-Government to Government
Who may avail: All suppliers
Sales Invoice Supplier
Delivery Receipt Supplier
Inspection and Acceptance Report (IAR) Supply and Property Office
Purchase Order (PO) Supply and Property Office
Disbursement Voucher (DV) Supply and Property Office
104
1. Supplier to deliver Receive the delivered goods Supply Staff
None 5 minutes
goods
1. Prepare Inspection and Supply Staff

None 10 minutes
Acceptance Report
2. Forward copy of IAR, DR and Within 48 hours Supply Staff

None
PO to the university inspector after delivery
2. Supplier to receive
duplicate copy of Within 24 hours
3. Inspect the delivered goods None Supply Staff
sales invoice and after receipt of IAR
delivery receipt
4. Prepare disbursement voucher

and attach other supporting Supply Staff
None 10 minutes
documents for processing of
payment.
TOTAL: 3 days and

None
25 minutes
105
5. Issuance of Supplies, Material and Equipment
This procedure shows how the Supply and Property Office facilitates issuance of supplies, materials and equipment needed
by the end-user for their day to day operations.
Who may avail: All end-users (employees)
Requisition and Issue Slip (RIS) Supply and Property Office
Property Acknowledgement Receipt (PAR) Property Acknowledgement Receipt (PAR)
Inventory Custodian Slip (ICS) Supply and Property Office
1. End-user to submit 2. Verify inclusion in the approved
fully filled-up RIS form PPMP/APP.
None 10 minutes Supply Staff
1.1 Review the completeness
of information in the RIS.
106
1.2 Verify the availability of
stocks
2. Process request for signing of Supply Staff

None 2 minutes
approving authority
3. If the item is PPE or semi-
expendable property, prepare Supply Staff
None 5 minutes
PAR or ICS. Then, prepare the
item for release.
2. Sign PAR/ICS and 1. Facilitate signing of PAR/ICS to
None 2 minutes Supply Staff
submit to Supply the SPO
Office
2. Release item/s to the end-user None 5 minutes Supply Staff
107
6. Issuance of Clearance from Property Accountability
This procedure shows how the Supply and Property Office facilitates the issuance of clearance to retiring, resigning and
faculty members/employees who are going on study leave.
Clearance Form HRDO
108
1. Submit clearance form
1. Verify the presence of
signatures of Dean/Director
concerned and the initial of the None 2 minutes Property Staff
Property Custodian in the
Clearance Form
2. Verify if the faculty member /

employee has property None 2 minutes Property Staff
accountability
3. Secure approval of the Property Staff
None 2 minutes
authorized official
2. In case of property For Property Accountability:
accountability:
Look for another employee to
facilitate transfer of property
a. Transfer
accountability.
Accountability to
another employee Property Staff/Unit
None 2 minutes Head
b. Pay the amount of
For Missing Item
the missing
property Advise to pay at the cashier with
the amount of the missing
property.
3. Submit OR as proof of Process clearance and affix Initial

None 2 minutes Property Staff
paid accountability on clearance.
109
4. In case payment
Advise client to submit promissory
cannot be paid Property Staff/Unit
note received by HRDO and None 2 minutes
immediately, write a Head
Accounting Office
promissory note
5. Submit copy of 1. Process clearance and place
promissory note None 2 minutes Property Staff
initial on clearance.
2. Approve clearance None 2 minutes Property Staff
7. Disposal of Unserviceable Properties

This procedure covers how the Supply and Property Office facilitates disposal of unserviceable properties of the University.
Type of Transaction: G2G - Government to Government/ G2C – Government to Citizens
Property Return Slip Supply and Property Office
110
Inventory and Inspection Report of Unserviceable Properties
Supply and Property Office
(IIRUP)
Waste Material Report Supply and Property Office
1. Verify entries to the Property

Return Slip if listing conforms to None 5 minutes Property Staff
1. Employee to return the actual retuned items.
unserviceable
properties together 2. Accept the returned item/s and
with property return prepare Inventory and
None 5-10 minutes Property Staff
slip Inspection Report of
Unserviceable Properties
3. Verify with the Accounting Office

the depreciation and net book None 5-10 minutes Property Staff
value of the item/s
4. Submit the IIRUP to the

None 2 minutes Property Staff
Disposal Committee
Finalize IIRUP and prepare other

2. Disposal Committee documents. None 1 day Property Staff
to deliberate on the
submitted listings and
inspect the items to
be disposed
111
3. Disposal Committee
to conduct disposal of Assist the disposal committee in
unserviceable the conduct of disposal through None 1 day Property Staff
properties through public bidding
Public Bidding
4. The winning bidder to
claim the disposed 1. Accomplish Tally Out Sheet None 1 hour Property Staff
properties after
payment of bid
amount
2. Submit to the accounting Office
None 10 minutes Property Officer
the Accomplished IIRUP
TOTAL: 2 days, 1 hour

None
and 37 minutes
112
Human Resource Development Office
113
1. Acceptance of Applications for Academic and Non-Academic Positions

This procedure aims to ensure that receiving of application of University personnel are made in accordance with CvSU
Guidelines, CSC Revised Omnibus Rules on Appointment and Other Human Resource Actions (ORA-OHRA) and DBM
Circulars
Office or Division: Recruitment, Selection and Placement (RSP) Unit
Who may avail: All qualified applicants
114
Application Letter address to HR Director applicant
Personal Data Sheet www.csc.gov.ph or CSC website
Photocopy of certificate of eligibility/rating/license Civil Service Commission
Photocopy of Transcript of Records School Registrar
Latest Performance Rating if applicable Employer

1. Check and record the RSP/HR Staff
None 3 minutes
documents submitted to the
Application Monitoring
Database
Submit application letter 2. Conduct initial screening of

and credentials documents based on the RSP/HR Staff
None 5 minutes
Qualification Standards for
vacant positions
3. Advise that the client will be

notified of the status of RSP/HR Staff
None 1 minute
application through email or
text message
115
2. Processing of Appointment of Job Order Academic Personnel in Branch Campus
This procedure aims to ensure that processing of appointments of University personnel are made in accordance with CvSU
Circulars
Clasification: Simple
116
Personal Data Sheet (CS Form No. 212) www.csc.gov.ph or CSC website
Personal Description Form (DBM-CSC Form No. 10) www.csc.gov.ph or CSC website
Medical Certificate (CS Form No. 211) University Infirmary

TOR, Diploma, eligibility, PSA Birth Certificate and NBI
Clearance, TIN
Certificate of first day of service Office of the Campus Administrator
Community Tax Certificate Barangay/Municipal/City Registrar’s Office

1. Receive the signed Contract of
The Branch Campus
Service from branch campuses,
through their clerk or
attach the Routing Form and RSP/HR Staff
liaison officer or any None 3 minutes
endorse to the RSP Head for
authorized representative
signature.
to submit requirements for
appointment of Job Order 2. Check and certify for the
academic personnel accuracy and completeness of RSP Head
None 5 minutes
the Contract of Service and
endorse it to the HR Director
3. Sign and endorse the contract

of service to the concerned HR Director
None 3 minutes
signatories for approval.
117
4. Submit the approved Contract
of Service to the Legal Services RSP/HR Staff
None 5 minutes
unit for notarization.
5. Receive and file the notarized

Contract of Service and furnish
the accounting office a copy as None 3 minutes RSP/HR Staff
supporting document for
processing of payroll.
3. Processing of Appointment of Job Order Academic Personnel in the Main Campus

Circulars
118

Clearance, TIN
Certificate of first day of service Office of the Dean

The College through their 1. Receive requirements of

clerk or liaison officer or University personnel from the None 3 minutes RSP/HR Staff
any authorized concerned college
representative to submit
2. Review and evaluate submitted
requirements for
documents against checklist of
appointment of Job Order RSP/HR Staff
requirements to ensure None 10 minutes
academic personnel
completeness and authenticity.
119
3. Prepare the Contract of Service None 25 minutes RSP/HR Staff
4. Check for the accuracy and

completeness of the Contract of
Service and endorse it to the None 5 minutes RSP Head
concerned college for signature
of the employee and dean.
5. Receive the signed Contract of
Service from the colleges,
attach the Routing Form and None 2 minutes RSP/HR Staff
forward to the RSP Head for
signature.
6. Check and affix signature to

certify that the documents are
None 5 minutes RSP Head
complete and accurate before
forwarding to the HR Director.
7. Sign the documents to certify

that these are found in order
HR Director/
and endorse the Contract of None 3 minutes
HR Staff
Service to the concerned
8. Endorse the approved Contract

of Service to the Legal Services None 5 minutes RSP/HR Staff
unit for notarization.
120
9. Receive and file the notarized
Contract of Service and furnish
TOTAL: None 1 hour
4. Processing of Appointment of Job Order Non-Academic Personnel in the Branch Campus

Circulars
121
Who may avail: Branch Campuses
Certificate of first day of service College/Unit

Clearance
1. Review and evaluate submitted

documents against checklist of RSP/HR Staff
None 5 minutes
requirements to ensure
completeness and authenticity.
The Branch Campus
through their clerk or 2. Prepare Job Order Contract RSP/HR Staff
None 15 minutes
liaison officer or any
authorized representative 3. Check for the accuracy and
to submit requirements completeness of the Job Order
for appointment of Job Contract and endorse it to the RSP Head
None 5 minutes
Order Non Academic concerned campus for signature
personnel of the employee and campus
administrator.
4. Receive requirements of
University personnel from the RSP/HR Staff
None 3 minutes
concerned branch campus
122
5. Check for the authenticity of
signatures and certify that the
documents are in order and None 5 minutes RSP Head
endorse it to the HR Director for
signature.
6. Sign and endorse the Job Order

Contract to the concerned None 3 minutes HR Director
7. Receive and file the approved

Job Order Contract and furnish
5. Processing of appointment of Job Order Non-Academic Personnel in the Main Campus

Circulars
123
Who may avail: College/Unit in the main campus
Clearance
The College/Unit through 1. Receive requirements of None 3 minutes RSP/HR Staff
their clerk or liaison officer University personnel from the
or any authorized concerned college
representative to submit
requirements for
appointment of Job Order
2. Prepare Job Order Contract and
non-academic personnel
attach the required documents None 25 minutes RSP/HR Staff
3. Check for the accuracy and
completeness of the Job Order
Contract before endorsing it to
None 5 minutes RSP Head
the concerned college or unit for
signature of the employee and
dean/director.
124
4. Receive the signed Job Order
Contract from the colleges, None 2 minutes HR Staff
attach the Routing Form and
forward to the RSP Head.
5. Affix his signature to the

documents to certify that they
are accurate and complete None 5 minutes RSP Head
before endorsing to the HR
Director.
6. Sign the documents to certify
that they are found in order and
endorse the Job Order Contract None 3 minutes HR Director
to the concerned signatories for
approval.
7. Receive and file the approved None 5 minutes RSP/HR Staff

Job Order Contract and furnish
the accounting office a copy as
125
Records Management Section
126
1. Processing and Issuance of HR Records to Active University Employees

This procedure aims to provide personnel employment records to active University employees for personal and
professional transaction purposes.
Office or Division: Records Management Section
Who may avail: All Active University Faculty Members and Employees
Record Request Form Human Resource Development Office
127
1. Fill out the Record 1. Receive and review the duly None 3 minutes HR Staff
Request Form and accomplished form for the
submit to the HR staff. completeness of entries.
2. Check and verify from file the None 10 minutes HR Staff

requested record as to the
correctness and accuracy.
3. Encode and print the requested None 10 minutes HR Staff

record and endorse to HR
Director for signature.
4. The Director to sign the None 1 minute HR Staff

documents.
2. Receive the Release the requested record to

requested the faculty member or employee. 1 minute
None HR Staff
employment record.
128
2. Processing and Issuance of HR Records thru E-mail to Active University Employees
This procedure aims to provide personnel employment records to active University employees for personal and
professional transaction purposes.
Who may avail: All Active University Faculty Members and Employees
129
1. Check the e-mails for record
requests and review the duly None 5 minutes HR Staff
1. E-mail duly accomplished form for the
accomplished Record completeness of entries.
Request Form to the
HRDO e-mail address 2. Check and verify from file the
cvsuhrd@cvsu.edu.ph requested record as to the None 10 minutes HR Staff
correctness and accuracy.
3. Encode and print the requested

record and endorse to HR None 10 minutes HR Staff
4. The Director to sign the
None 1 minute HRDO Director
documents.
5. Scan the signed document None 1 minute HR Staff
2. Receive the Release the requested record thru

requested e-mail to the faculty member or None 1 minute HR Staff
employment record. employee.
130
3. Processing and Issuance of HR Records for Employees who are no longer connected with the
University
This procedure aims to provide personnel employment records for personal and professional transaction purposes.

Who may avail: All former faculty members and employees who are no longer connected with the University
131
1. Receive and review the duly None
accomplished form for the 3 minutes HR Staff
completeness of entries
1. Fill out the Record 2. Check and verify from file (kept
Request Form and in the records storage room)
submits to the HR the requested record as to the
staff. correctness and accuracy and None 1 day HR Staff
ensure that the requesting
client is Cleared from Financial
and Property obligations.

4. The HR Director to sign the

documents.
2. Receive the
Release the requested record to
requested None 1 minute HR Staff
the faculty member or employee.
employment record.
1 day and
TOTAL: None
15 minutes
132
4. Processing and Issuance of HR Records thru E-mail for Employees no longer connected with
the University
This procedure aims to provide personnel employment records for personal and professional transaction purposes.
Office or Division: Human Resource Development Office
Who may avail: All former faculty members and employees who are no longer connected with the University
133
1. Check the e-mails for record None 5 minutes HR Staff
requests and review the duly
accomplished form for the
completeness of entries.
1. E-mail the duly 2. Check and verify from file (kept

accomplished Record in the records storage room)
Request Form to the requested record as to the
HRDO e-mail address correctness and accuracy and None 1 day HR Staff
cvsuhrd@cvsu.edu.ph ensure that the requesting
client is Cleared from Financial
and Property obligations.

4. The HR Director to sign the

documents.
5. Scan the signed document None 1 minute HR Staff
2. Receive the Release the requested record thru

requested e-mail to the faculty member or None 1 minute HR Staff
employment record. employee.
1 day and
TOTAL: None
18 minutes
134
Rewards and Recognition (R and R) Section
135
1. Processing of documents for Terminal Leave benefit claims
This procedure covers the computation of the monetary equivalent of accumulated leave credits of University employees who
are no longer connected with the University either thru resignation, transfer or retirement.
Office or Division: Rewards and Recognition (R & R) Unit

Clasification: Complex
All former employees who no longer connected with the University either thru resignation,
Who may avail:
transfer or retirement.
PSA Marriage Contract for married women Philippine Statistics Authority
University Clearance Concerned employee
136
GSIS Clearance GSIS
Prosecutor’s Clearance Provincial Prosecutor’s Office
Statement of Assets, Liabilities and Net Worth (SALN) Concerned employee
Schedule of Disallowances Accounting Office
Authorization to deduct all financial obligations to the agency Accounting Office

1. Notify the HRDO of 1. Receive approved letter of

separation and encode to Incoming and
the effectivity
Human Resource Information None 2 minutes Outgoing staff/HR
separation by
System staff
submitting the
approved letter of
2. Issue checklist of requirements R and R staff for
resignation/ transfer/
and forms to the concerned None 5 minutes main and for
retirement
employees and explain the satellite campuses
process of claims.
3. Compute and summarize the R and R staff for

leave credits of the concerned None 5 hours main and for
employee a day after the satellite campuses
separation effectivity
137
4. Submit the Summarized leave
credits to the Commission on None COA staff
Audit for verification
4.1 Secure employment
documents as other
attachment for the claims:
a) Service Record Record Section staff
None
b) Certification of LWOP of HRDO
c) Updated NOSA
d) Approved Application for
Leave (Form 6)
5 days  R and R staff for
4.2 Receive the verified certificate main and for
of leave credits from COA and satellite
prepare the new Certification None
campuses
to be signed by the HR  HR Director
director and COA auditor  COA Auditor
4.3 Notify the separated

employee to submit other R and R staff for
requirements based on main and for
None
checklist immediately after the satellite campuses
attestation of the certification
of leave credits
138
1. Receive and encode to the Incoming and
HRIS the document submitted Outgoing staff/HR
for monitoring and records None 2 minutes staff
purposes
2. Submit the R and R staff for
documentary 2. Review the documents as to None 2 minutes main and for
requirements the completion of documents satellite campuses
3. Compute the corresponding R and R staff for

amount of the earned leave for None 2 minutes main and for
terminal benefits satellite campuses
4. Submit the computation to the  HR Director

HR Director for signature and None 5 minutes  University
certified by the Accountant Accountant
5. Prepare Disbursement Voucher R and R staff for

(DV) and Obligation Request None 3 minutes main and for
(ORS) satellite campuses
6. HR Director to affix initial on DV HR Director

None 2 minutes
and ORS
R and R staff for
7. Scan all documents pertaining main and for
None 3 minutes
to TLB for record purposes satellite campuses
139
8. Submit DV and ORS to the R and R staff for
Records Office for financial main and for
None 2 minutes
processing of Terminal leave satellite campuses
benefits.
5 days,
TOTAL: None 5 hours and
28 minutes
* Processing of documents for terminal leave benefit claims is qualified for a multi-stage processing
2. Receiving and Evaluation of Documents for Salary Preparation of Part-time Faculty members and
Job Order employees
This procedure covers the summary of total number of hours or days to be paid based on actual service rendered. This will
serve as basis of the Accounting office for payroll preparation.
140
Who may avail: All part-time faculty and job order employees
Accomplishment Report Job Order employees
Signed Daily Time Record Part-time faculty and job Order employees / college
Recruitment, Selection and Placement unit of Human

Authority to Pay (for first salary only) Resource Development Office
Clearance Certification (for last salary) Resource Development Office

141
1. Part-time faculty and 1. Receive the submitted DTR
job order employees and accomplishment reports
through clerks and from the client
liaisons to submit
DTR to the Rewards 1.1 Encode the document to the Incoming and
and Recognition unit Human Resource None 2 minutes Outgoing staff/HR
of HRDO every 16th of Information System (HRIS) staff
the month and 1st of for records and monitoring
the succeeding purposes.
month. 2. Check per DTR if services
rendered is in accordance with None 1 minute per
the approved official schedule DTR R and R staff for
and contact hours. main and for
satellite campuses
2.1 Check accomplishment 1 minute per
report as to the accomplishment
completeness report
3. Prepare summary of the hours

to be paid per COS and job
order employees and attach the R and R staff for
None 5 hours main and for
for endorsement to R and R satellite campuses
head
4. Review and affix initials on the

summary as to correctness and None 10 minutes per unit R and R unit head
accuracy
142
5. The HR director to sign the HR Director
None 3 minutes
document for information
6. Submit the signed documents R and R staff for

to the Accounting Office for None 1 minute main and for
payroll preparation satellite campuses
TOTAL: 5 hours and

None
18 minutes
143
Financial Management Services Office
144
Accounting Office
1. Disbursement
This procedure aims to ensure the proper administration of financial management system in the University.
Office or Division: Accounting and Cashier’s Office
145
Who may avail: All stakeholders
Disbursement Voucher (DV) Office concerned
Obligation Request and Status (ORS) / Budget utilization Office concerned
Request and Status (BURS)
Other attachments (depending on the nature of transaction) Office concerned
CLIENT STEPS AGENCY ACTIONS
1. Submit audited 1. Assign corresponding control None 2 minutes Accounting Staff
disbursement number and encode to the
vouchers (DVs) from computer database for proper
the Office of the monitoring.
Director for 2. Submit the DVs to the assigned None 20 minutes Accounting Staff
Administration (ODA), Accounting Staff for the
Office of the Vice- preparation of Journal Entry.
President for
Administration and 3. Endorse the processed DVs to None 1 minute Accounting Staff
Support Services the Head of Accounting Unit for
(OVPASS) or Office of approval.
the President.
4. Return the approved DVs to the None 10 minutes Accounting Unit

assigned Accounting Staff for Head
the provision of Check Number
or Advice to Debit Account
(ADA) number.
146
2. Forward the approved 1. Prepare the check/ADA and None 20 minutes Cashier’s Staff
DVs to the Cashier’s advice and forward to the
Office for check/ADA University Cashier for approval.
and advice
2. Verify the completeness of the None 10 minutes University Cashier
preparation.
signatures on the DV, review
the amount on the check or
ADA and advice against the DV
and sign the documents.
3. Secure the approval of the None 30 minutes Cashier Staff /
check or ADA and advice by University’s
the University’s Authorized Authorized Officials
Official and release the checks
to specified payees.
1 hour and
TOTAL: None
33 minutes
2. Signing of Student Clearance

This procedure aims to ensure that all students’ accounts are periodically settled and assures the students that they are
cleared of their account liability.
Office or Division: Accounting Office
147
Student Clearance Form College Registrar
1. Present the clearance 1. Receive the Student Clearance None 1 minute Accounting Staff
form for signature. Form from the student.
2. Access the Student Account None 2 minutes Accounting Staff
Assessment System and log
the corresponding Student
Number.
3. Advise the student if the None 2 minutes Accounting Staff
Student’s account appears to
have a balance; if none, sign
the Student Clearance Form or
University Clearance.
3. Release of Student Refund

This procedure aims to ensure that allowable refunds are provided to students within the specified refund period.
148

Student Refund Form Accounting Office

Other requirements depending on the nature of refund Student concerned
1. Receive the Provide the students with None 2 minutes Accounting Staff
Application for Refund Application for Refund form and list
form together with the of requirements.
list of requirements.
2. Submit the duly 1. Verify the completeness of the None 10 minutes Accounting Staff
accomplished form requirements and stamp
together with the received the Application for
requirements. Refund Forms.
2. Prepare the payroll for refund None 2 days Accounting Staff
after the cut-off date on the
allowable period.
3. Transfer the payroll to the None 10 minutes Accounting Staff
Records Office for recording
purposes and assigning of
reference number.
22 minutes
149
4. Special Projects Monitoring
This procedure aims to monitor and manage the granted allocation from the National Government Agencies (NGAs) to the
University intended for Research, Development and Extension purposes.
150
Type of Transaction: G2G-Government to Government
Who may avail: Granting National Government Agencies

Memorandum of Agreement (MOA)/ Memorandum of Project leader
Understanding (MOU)
Line Item Budget Project Leader
1. Furnish the 1. Receive the documents. None 10 minutes Accounting Staff
Accounting Office with
the duly signed 2. Verify the fund received from None 30 minutes Accounting Staff or
Memorandum of the Cashier’s Office. Project Leader
Agreement or
Memorandum of 3. Request an Order of Payment None 10 minutes Accounting Staff or
Understanding for the issuance of Official Project Leader
together with the Receipt.
Approved Line Item
4. Record the Official Receipt None 30 minutes Accounting Staff
Budget.
Number, date and amount to
the corresponding Subsidiary
Ledger of the Special Project.
5. Receive the Budget Utilization None 5 minutes Accounting Staff

Request and Status (BURS)
duly signed by the head of the
requesting unit.
6. Verify the availability of funds None 10 minutes Accounting Staff
based on the line item budget,
records and signs the BURS.
151
7. Forward the processed None 10 minutes Accounting Staff
documents to the Internal Audit
Office or the Supply Office.
1 hour and
5. Preparation of Payroll for Salaries and Wages

This procedure aims to provide proper administration on the preparation of general payrolls of the University.
152
Certification/Authority to Pay Human Resource Development Office (HRDO)
Daily Time Record (DTR) Concerned employees/officials
1. The HRDO staff to Create/update database for None 1 day Payroll Staff
forward the payroll.
certification /authority
to pay for newly hired
/renewed regular,
contractual/casual
and Job-Order
employees every start
of the contract period
with complete details.
2. The HRDO staff to 1. Update the Database for the None 3 days Payroll Staff
transmit DTR starting inter-agency payables or the
from the 1st working mandatory premium
day after the cut-off contributions of every employee
(15th and/or end of within 2-3 days.
every month)
2. Process and print the payroll. None 3 days Payroll Staff
3. Prepare and print disbursement None 1 hour Payroll Staff

vouchers together with the
corresponding and
OBRS/BURS.
153
4. Submit the prepared DVs, None 10 minutes Payroll Staff
ORS/BUR and payrolls to the
Records Office for recording
and for tracer purposes.
7 days
TOTAL: None 1 hour and
10 minutes
6. Recording and Monitoring of Disallowances/Charges

This procedure aims to ensure the proper recording and monitoring of disallowances/ charges in the University.
Classification: Simple/Complex
154

Remittance List Accounting Office
Official Receipt Cashier’s Office
Notice of Disallowance/Charge Commission on Audit (COA)
Notice of Finality of Decision COA
COA to furnish the 1. Receive the Notice of None 1 minute Accounting Staff
Accounting Office the Disallowance (ND)/ Charge
Notice of (NC) issued by COA.
Disallowance/Notice of
Charge. 2. Record the Notice of None 5 minutes Accounting Staff
Disallowances and encode to
the computer database for
proper monitoring.
3. If necessary, file an appeal None Agency Head thru
regarding disallowances within (Within 180 days) the Accounting Unit
the prescribed period. Head
4. When the disallowance None 1 minute Accounting Staff
becomes final and executory,
the Accounting staff receive the
copy or Notice of Finality of
Decision (NFD).
155
5. If the person liable paid directly None 30 minutes Accounting Staff
the disallowance, the assigned
staff receive and encode the
official receipt in the individual
ledger concerned. Order of
payment must have been
secured just before paying
directly to the Cashier’s Office.
6. If the persons liable refuse or None 1 minute Accounting Staff

fail to settle disallowances after
the decision has become final
and executory, receive the
COA Order of Execution
(COE).
7. Release a copy of COE to the None 1 minute Accounting Staff

payroll in-charge for deduction.
8. Receive the Official receipts of None 1 minute Accounting Staff

remittance from the payroll in-
charge and a copy remittance
list made out of payroll
deduction.
9. Record/encode to the individual None 3 days Accounting Staff
ledgers or computer database
the paid disallowances for
proper monitoring evidenced by
official receipt received.
156
10. Submit to COA an None 30 minutes Accounting Staff
authentication copy of the OR.
11. Receive Notice of Settlement of None 1 minute Accounting Staff

Suspensions and
disallowances (NSSD) from
COA.
3 days, 1 hour, 11
TOTAL: None minutes and *180
days if with appeal
*Subject to COA and Accounting Rules and Regulations
157
Cashier’s Office
1. Cash Disbursement / Check Disbursement

This procedure covers payment obligation to employees/individuals/creditors for goods purchased or services rendered
Office or Division: Cashier’s Office
158
Who may avail: All
Valid Iidentification Card Claimant
Authorization letter/Special Power of Attorney Person being represented
1. Inform the disbursing 1. Verify the name of the claimant None 5 minutes Cashier’s Staff
officer on nature of on the list checks for release.
claim and present valid Let the client sign on the payroll
ID/authorization. or voucher(if not available,
inform the client)
2. Verify the signature of the
clients on the payroll/voucher.
2.1 Receive the cash 1. Counter sign on the side portion None 2 minutes Cashier’s Staff
from the disbursing of the disbursement officer (for
officer and count it Cash Disbursement)
before leaving the
counter. 2. Stamp “Paid” the
payroll/voucher then file.
2.2 Receive check from
the disbursing officer
and verify the
completeness and
correctness of the
entries
159
2. Collection of Fees
This procedure covers the collection of fees, charges and other assessments from departments, bureaus, offices and other
agencies in the exercise of their functions.
160
Who may avail: All
Request slip University Registrar
Registration Form Student
Assessment Form Concerned College
Order of Payment Accounting Office
1. Present completely Evaluate registration form and None 1 minute Cashier’s Staff
filled-out request slip, other requirements as to
registration forms, etc. completeness and accuracy.
2. Pay the correspondng Issue Official Receipt. Depends on 1 minute Cashier’s Staff
amount of a certain request/
transaction. transaction
3. Pay tuition and Issue Official Receipt. Cash/ 2 minutes Cashier’s Staff
miscellaneous fees. Installment
4. Pay other Fees: Issue Official Receipt.
 Authentication of Php. 15.00 2 minutes Cashier’s Staff
TOR/Diploma
 Authentication and Php. 35.00 2 minutes
Verification (CAV)
Php
 Completion 10.00/unit 1 minute
161
Php
 Official Transcript 50.00/page 2 minutes
of Record Php
100.00/page
with scanned
picture
Certificates
Good moral Php 15.00 2 minutes
Grades Php 15.00 2 minutes
 Honorable Php 20.00 2 minutes

Dismissal
 Testing/ Php 150.00 2 minutes

Application Fee
 Adding/Changing of Php 10.00 2 minutes

Subjects
 Graduation Fee Php 400.00 2 minutes
 Thesis Adviser Fee

and Technical Fee Php 2,300.00 2 minutes
Php
 English Critic Fee
20.00/page 2 minutes
5. Remit collection from Issue Official Receipt. Cash/ 3 minutes Cashier’s Staff
Income Generating Installment
Projects
Depends on 4 minutes
TOTAL: the depending on the
transaction transaction
162
3. Collection and Deposits for Branch Campuses
This procedure aims to ensure the accurate collections and deposits of all remittances from branch campuses.
163
Type of Transaction: G2G-Government to Government
Who may avail: Cashier/Collecting Officers
Weekly Report of Collection Concerned Campus
Duplicate Copy of Official Receipt (OR) Concerned Campus
Cash/Check Concerned Campus
1. Submit completely the 1. Receive the required None 2 minutes Cashier’s Staff
required documents documents
for checking and
verification 2. Validate the correctness of the 30 minutes Cashier’s Staff
remittance against the
submitted duplicate copy of
OR.
3. Prepare deposit slip (DS) and 10 minutes Cashier’s Staff

deposit the collections every
pick-up schedule with servicing
bank.
4. Validate the submitted RCD None 15 minutes Cashier’s Head

and CRRec for completeness
2. Submit the 3 copies of Validate the submitted RCD and None 15 minutes Cashier’s Staff
Report of Collection CRRec for completeness
and Deposit (RCD)
and Cash Receipts
Record) (CRRec)
12 minutes
164
165
Budget Office
1. Budget Execution
This process covers the utilization of budget for the University.
Office or Division: Budget Office
166
Who may avail: Requesting Units, Colleges and Campuses
Obligation Request and Status (ORS) / Budget Utilization Government Accounting Manual (GAM) forms
Request and Status (BURS) with signature on Box A
Approved Purchase Request (PR) or payroll and Disbursement Government Accounting Manual (GAM) forms
Voucher (DV)
Submit the ORS/BURS 1. Receive the Obligation Request None 1 minute Budget Staff
with supporting and Status (ORS)/Budget
documents duly signed Utilization Request and Status
by the Vice-Presidents (BURS) and its supporting
(VPs) of the requesting documents (SDs), duly signed
units. by the Head of the Requesting
Unit.
2. Verify the availability of funds, None 2 minutes Budget Staff
completeness of the SDs and
processes the documents
strictly following the procedures
set forth in Government
Accounting Manual Volume I,
Chapter 3 – Budget Execution,
Monitoring and Reporting.
167
3. Endorse the processed None 3 minutes Budget staff
documents to the Head of the
Budget Unit for approval.
4. Return the approved None 1 minute Budget Officer
documents to the Budget staff
for recording and submit to the
Internal Audit Office or Supply
Office.
168
Physical Plant Services
1. Responding to Job Request for Auxiliary Services

This procedure covers inspection, repair and maintenance services in the areas of water, energy, building, communication,
transportation, waste management, ground maintenance and other auxiliary services.
169
Office or Division: Physical Plant Services (PPS)
Type of Transaction: G2C- Government to Citizen
CvSU University System Faculty, Staff, Students, Concessionaires, and Infrastructure
Who may avail:
Contractors with on-going projects in the University
Job Request Form PPS Office and downloadable in the University website
Stakeholder’s Feedback Form PPS Office and downloadable in the University website
1. Submit the fill out Check and receive the filled-up None 5 minutes PPS Staff
Job Request Form form
2. Coordinate with PPS 1. The PPS Director to approve None 5 minutes PPS Director,
on the approved job the job request. Foreman and PPS
request Skilled Personnel(s)
1.1 The Foreman to assign, brief
and give instruction on the
skilled personnel to perform
the job request
1.2 Prepare necessary tools,

materials and PPE before start
of work
170
1.3 Assigned personnel to
coordinate with the requesting
party
3. Monitor the status of 1. Assigned personnel to None *1 day PPS Skilled
the job performed by proceed with the work to be Personnel(s)
the assigned done.
personnel
1.1 If there are available materials
to be used, the job can be
completed.
1.2 When the needed materials

are not available, procurement
for the same is initiated and
work is re-scheduled.
1.3 In case of major repair,

detailed estimate and program
of works are done
4. Sign and evaluate job 1. Inform the requesting party that None 5 minutes PPS Skilled
completion through the task is done. Personnel(s)
forms to be given by
personnel 2. Have the requesting party sign
the certificate of completion and
feedback evaluation form
5. Return accomplished Record and file accomplished 5 minutes PPS Staff

forms to PPS forms
171
TOTAL: None *1 day and
20 minutes
*Depending on the availability of materials and expected duration of repair
2. University Vehicle Use and Dispatch

This procedure shows how the Physical Plant Services Unit provides University vehicles for official business.
172
Office or Division: Physical Plant Services (PPS)
Who may avail: CvSU University System Faculty, Staff, Students and Visitors
Trip Ticket/Vehicle Dispatch Form Downloadable in the university website
Authority to Go All Units

1. Submit the approved 1. Receive the necessary None 3 minutes PPS Staff
Trip Ticket/Vehicle approved forms
Dispatch Form
together with the 1.1 Check the signatures of
approved Authority to approving officials on the
Go to PPS two forms
2. Submit approved 1. Assign the driver to the specific None 5 minutes Dispatcher
forms to the vehicle to be dispatched
Dispatcher
1.1 Approve the trip with
corresponding Trip Ticket
No. as reference
173
3. Receive the approved 1. Inform the head of party or None 5 minutes PPS Staff
Trip Validation other passenger(s) of the
dispatched vehicle and contact
number of the assigned driver.
1.1 Submit the copy of the

dispatched Trip Ticket to
the assigned driver
4. Sign the 1. Have the passenger sign the None 5 minutes Assigned Driver
Accomplished Trip Accomplished Trip Ticket Form
Ticket Form
1.1 The Dispatcher to sign the
post travel report for
reimbursement purposes
174
University Civil Security Services
175
1. Procedure on Investigation
This procedure describes how investigation is conducted among university personnel, students ,including outsiders to
initially gather information on reported incidents.
Office or Division: Office of University Civil Security
Who may avail: All students, university personnel and outsider
Incident Report Concerned individual
Report the incident to the 1. Report the incident to the Chief None *30 minutes Security Guard on
Guard on Duty Security Officer / Security Duty
Investigator
2. Question the person of interest 1 hour Security Investigator

and gather relevant data to
analyze the situation.
2.1 If the person of interest is a

student, the incident must
be reported to the Office of
Student affairs for
appropriate action
176
2.2 If the person of interest is
an employee, it must be
reported to the HRDO for
proper appropriate action
3. Within 24 hours, cases involving

outsiders should be handled in
coordination with the local PNP
and the barangay concerned
4. Take a photo documentation of None 5 minutes Security Investigator
the situation (if possible)
5. Make a report of the incident None *30 minutes Security Investigator
that occurred and submit it to
the office concerned.
None 2 hours and
TOTAL:
5 minutes
*depending on the case/incident
177
2. Procedure on Access Control in the University
This procedure covers how the UCSS regulate access to the University premises to ensure safe and secure working
environment.
Office of University Civil Security
Who may avail: All students, university employees and visitors
Student ID Cavite State University –Registrar’s Office
Employee’s ID Cavite State University –Registrar’s Office
For Visitor: Visitors
Valid ID
Present their Student / 1. Check the identification cards None 1 minute Security Guard on
Employees ID and bags and uniform of all University Duty
and other belongings for personnel and students.
inspection
2. Check bags and other 2 minutes Security Guard on
belongings for illegal items. Duty
178
Illegal items are confiscated
and reported to the proper
office.
For Visitors 1. Ask visitors the purpose or None 1 minute Security Guard on
business in the University Duty
1. Present valid ID
2. Request for valid IDs to verify None 1 minute Security Guard on
identity Duty
3. Issue visitors pass and log in the None 1 minute Security Guard on
information sheet Duty
4. Assist and guide visitors to the None 10 minutes Roving Security
concerned units Guard
2. Return the visitor pass Return the IDs and get the visitors None 2 minutes Security Guard on
and get their IDs pass together with the info sheet Duty
duly signed by the visitors.
For Visitors with Vehicle 1. Check the vehicle using under None 2 minutes Security Guard on
Access chassis mirror and viewing of Duty
any prohibited items before
1. Present Valid ID entry
2. Request for valid IDs to verify None 1 minute Security Guard on

identity Duty
3. Issue visitors pass and None 1 minute Security Guard on

information log sheet in Duty
exchange of IDS.
2. Return the visitor pass Return the IDs and get the visitors None 2 minutes Security Guard on
and get their IDs pass together with the info sheet Duty
duly signed by the visitors.
179
For Univ
TOTAL: None Personnel and
Students
3 minutes
For Visitors
15 minutes
For Visitors with
Vehicle
6 minutes
180
3. Procedure on Traffic Management
This procedure covers the implementation of established traffic rules and regulations to ensure safe and smooth flow of
traffic.
Who may avail: All students, university personnel and visitors
CvSU Vehicle Sticker External and Business Affairs Office
1. Enter the University 1. Check the vehicle using under None 2 minutes Security Guard on
premises chassis mirror and viewing of Duty
any prohibited items before
entry
2. Check the prescribed sticker, None 1 minute
body color and plate number of
the accredited motorcycle.
2. Observe maximum Monitor and ensure that the traffic None *1 hour or until the Roving Guard on
speed limit of 20kph, policies are observed visitors are inside Duty
no blowing of horn and the university.
loud radio of vehicle
inside the campus.
181
3. Park the vehicle in the Ensure that vehicles are parked in None 5 minutes Security Guard on
designated area the designated parking area only. Duty
4. In case of Apprehend any violator, prepare * 1 hour Security Guard on
apprehension, obey report and administer proper Duty
the orders of the disciplinary action
UCSS
*2 hours and 5
TOTAL:
minutes
*until visitors are still inside the University
182
3. Procedure on Apprehension Management
This procedure enumerates the steps in the proper apprehension of violators to ensure peace and order inside the
university campus
Who may avail: All students, university personnel and visitors
Incident Report Concerned Individual
Identification Card Concerned Individual
For Student Violators 1. Bring the student immediately None 5 minutes Security Investigator
to the security office together
The concerned individual with the items confiscated or
report the incident to the recovered as evidence.
Security Guard on Duty
2. Confiscate the Identification None 5 minutes Security Personnel
Card and get information.
3. Submit a written report to the None *30 minutes Security Personnel

Office of Student Affairs and
Services for proper disposition
and guidance.
183
For Outsider Violators 1. Bring the person immediately None 5 minutes Apprehending
to the security office together Officer
The concerned individual
with the items confiscated or
report the incident to the
Security Guard on Duty recovered as evidence.
2. Obtain necessary information None 5 minutes Security Personnel

for purposes of the
investigation.
3. Check all belongings for None 5 minutes Security Personnel
valuables including
accessories.
Inventory must be conducted

and properly recorded.
4. Make a written report, None *30 minutes Security Investigator
photographs of the person of
interest and the item allegedly
stolen (in cases of theft)
indicating the time, date, and
signature of the security
investigator.
5. If the advice by superior officer None *30 minutes Security Personnel
is to be brought to the nearest
police station
1.1. Bring the involved person

first to a medical doctor for
physical examination.
184
1.2. Escort the person of interest
to the nearest police station.
6. Bring the written incident report None 10 minutes Security Investigator
to the police and have the
turnover receipt signed by the
receiving desk officer.
For Student
TOTAL: None Violators
40 minutes
For Outsiders
Violators
1 hour and 35
minutes
*depending on the case/incident
185
University Health Service Unit
186
1. Consultation and Referrals
This procedure aims to provide a systematic process in determining the physical condition of a patient in providing
treatment and advices.
Office or Division: University Health Services Unit
Type of Transaction: G2C – Government to Client
Who may avail: University Officials, Faculty Members and Employees

Valid Identification Card Patient/Client
Consultation Form
Dental Record Form
Medical Certificate Form
Prescription Form
University Health Services Unit
Request Form
Laboratory Result Form
X-Ray/ Diagnostic Result Form
Monitoring Sheet
Referral Form
187
1. Present an Confirm personal information from None 1 minute Nurse on Duty
Identification Card to identification card and accomplish (NOD)
the Nurse on Duty consultation form
2. Submit oneself to the Check and record vital signs, refer None 3 minutes NOD
assessment of vital and accompany patient to the
signs physician or dentist depending on
the case
3. Submit to the 1. Examine the patient and None 15 minutes / Physician or Dentist
consultation process prescribes medication depending on the
case
2. Physician to refer patient for
the following procedures if
necessary:
a. Wound Care
b. Laboratory/Radiologic
Exam
c. Observation in Ward &
Confinement
d. Referral to a Medical
Specialist
e. Transfer to hospital
3. Refer patient to the NOD
4. Present prescription 1. Receive the prescription form None 3 minutes NOD

and and dispense available
submit the medical or prescribed medication (initial
dental card to the dose only)
NOD
188
2. Advise the patient on proper
use and intake of medicines
3. Log the name of patient, name

and quantity of dispensed
medicines, and have it signed
by the patient
5. Sign the logbook Encode the accomplished None 1 minute NOD
consultation form, medical or
dental record, and file for
safekeeping
189
2. Physical, Dental and Laboratory Examination of Students
This procedure aims to determine systematic procedure of Physical, Dental and Laboratory Examination of students for
qualification to perform various school function and activities.
Who may avail: Students

Notice of Admission (NOA) Office of Student Affairs and Services
Request for Medical Clearance Office of the University Registrar
Personal Information Sheet or Identification Form,
Student Health Record Form
Request Form University Health Services Unit
Laboratory/X-Ray Result Form

Dental Record Form
Medical Clearance Form
Medical Certificate Medical Specialist
190
Day 1 1. Confirm schedule of student None 2 minutes Nurse on Duty
1. Present the NOA for and secure copy of NOA or (NOD)
new and transferee Request for Medical
students/ Request for Clearance
Medical Clearance for
returnee students 2. Issue Request Form for
diagnostic procedures (if to be
done outside, advise to
accomplish diagnostic
examination at any DOH-
Accredited Diagnostic Center
and proceed to DAY 2)
2. Proceed to the Issue charge slip for payment of Php 450.00 1 minute NOD
Cashier’s Office for diagnostic procedures (if the
payment (if diagnostic laboratory and x-ray procedures
exam will be done at will be done at the CvSU
the UHS) laboratory and diagnostic section)
3. Present the official Secure copy of official receipt and None 1 minute NOD
receipt to the NOD advise to proceed to the
diagnostic section for the
necessary procedures
4. Submit to the 1. Perform necessary None 5 minutes Medical/X-ray

necessary procedures procedures Technologists
2. Advise to return to the NOD 1 minute
191
3. Issue claim stub and advise None 2 minutes NOD
student to return the following
day to claim the results and
undergo physical and dental
examination
Day 1 TOTAL: Php 450.00 12 minutes

Day 2
1. Present the claim stub Check claim stub, give results to None 1 minute NOD
to the NOD the student and issue Personal
Information Sheet
2. Fill-out Personal 1. Encode the data to the None 3 minutes NOD

Information Sheet and Student Health Record Form,
submits to the NOD take picture and prints the
form
2. Check and record the vital

signs
3. Issue the Student Health

Record Form and Medical
Clearance Form
3. Proceed to the dental Administer dental examination and None 5 minutes Dentist
section for sign Medical Clearance Form
examination
4. Proceed to the Administer physical examination None 10 minutes Physician

medical section for and issue Medical Clearance
examination
192
Form for enrolment if fit for
schooling
5. Proceed to the nurse 1. Secure a copy of Student None 1 minute NOD
on duty Health Record Form, encode
and file student record for
safekeeping
2. Advise to proceed to the

University Registrar for
registration
Additional Procedures For student with findings upon None 3 minutes Physician
examination advise student to
undergo special diagnostic
procedure; or refer to medical
specialist
Day 2
193
3. Physical, Dental and Laboratory Examination of Applicant Employee and Faculty for
Pre-employment and Re-employment
This procedure covers the pre-employment physical, dental and laboratory examination, including treatment, advises, and
referrals of applicant employee and faculty

Medical Endorsement Form Human Resource and Development Office
Medical Certificate
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
Day 1 1. Secure copy of Medical None 2 minutes Nurse on Duty
Endorsement Form (NOD)
194
1. Present Medical 2. Issue Request Form for
Endorsement Form diagnostic procedures and
issued by HRDO CSC Medical Certificate
If Laboratory and
Diagnostic Examination
will be done outside:
2a. Proceed to the 1. Issue charge slip for payment

Cashier’s Office for of physical and dental Php 125.00 2 minutes NOD
payment of physical examination
and dental
examination 2. Advise to accomplish
laboratory and diagnostic
*Skip next step and advance to examination at any DOH-
DAY 2
3. Instruct to return and bring the

results the following day for
physical and dental
examination
If Laboratory and
will be done at the UHS:
2b. Proceed to the

Cashier’s Office for 1. Issue charge slip for payment Php 1,425.00 1 minute NOD
payment of laboratory of diagnostic examination for
and diagnostic Contractual,
examination 2. Advise to return to UHS after Permanent,
payment and
Temporary
195
Php 475.00 for
Job Order
(Php 125.00
physical and
dental
examination fee is
already included)
3. Present the Official 1. Secure copy of official receipt None 1 minute NOD
Receipt to the NOD
2. Advise or instruct the
applicant to proceed to the
Diagnostic section for the
4. Proceed to the 1. Perform necessary None 6 minutes Medical/X-ray

Diagnostic Section for procedures Technoligist
examination
2. Instruct to return the following
day to claim the results
3. Advise to accomplish other

tests not available in the UHS NOD
(eg. Neuropsychiatric test, drug test)
Day 1 TOTAL: Php 1,425.00 12 minutes

for
Contractual,
Permanent,
and
Temporary
Php 475.00
for Job Order
196
(Php 125.00
physical and
dental
examination fee
is already
included)
Day 2
5. Present official receipt 1. Secure copy of official receipt, None 1 minute NOD
and CSC Medical one photocopy of results and
Certificate Form triplicate copy of accomplished
CSC medical certificate
2. Issue Personal Information

Sheet
6. Fill-out the Personal 1. Encode data to the Medical None 3 minutes NOD
Information Sheet and Form, take picture and prints
submits to the NOD the form
2. Check and record vital signs
3. Issue the medical form with

attached photocopy of
results
7. Proceed to the dental Administer dental examination and None 5 minutes Dentist
section for dental sign the Medical form
examination
8. Proceed to medical Administer physical examination None 10 minutes Physician
section for physical and sign the medical form together
examination with the triplicate copy of CSC
medical form for fitness or
unfitness to work
197
Additional Procedures Advise to undergo additional None 3 minutes Physician
laboratory and or special
diagnostic procedures and or refer
to medical specialist
9. Proceed to the NOD Secure copy of one (1) medical None 1 minute NOD
form and CSC medical certificate
form with attached photocopy of
diagnostic results for encoding and
safekeeping
198
4. Annual Physical, Dental and Laboratory Examination of University Officials, Faculty Members
and Employees
This procedure aims to determine systematic procedure of the annual physical, dental and laboratory examination of
University officials, faculty members, and employees for qualification to continue performing various school functions

Medical Form
Request Form
X-Ray Result Form
Dental Record Form
Day 1
1. Proceed to the UHS 1. Confirm the schedule for None 2 minutes Nurse on Duty
for examination based laboratory and X-ray (NOD)
on their schedule examination

Sheet (Identification form)
199
2. Fill-out Personal 1. Encode the date to the Medical-
Information Sheet Dental Form, take picture and None 3 minutes NOD
print the form
3. Issue request form and claim
stub
3. Present the request 1. Perform necessary None 5 minutes Medical/X-ray

form to the diagnostic examinations Technologists
section for 2. Advise the employee to claim
examination the results the following day to
continue with the physical and
dental examination
Day 1 TOTAL: None 8 minutes
Day 2
4. Proceed to the NOD 1. Release examination results and None 1 minute NOD
to claim results and issue Medical and Dental Form
submit to physical and
dental examination 2. Advise to proceed to the dental
section for examination
5. Proceed to the Administer Dental/Medical None 15 minutes Dentist/
medical and dental examination and sign the Medical - Physician
section for Dental Form indicating whether the
examination employee is fit/unfit to work
6. Proceed to the NOD Secure None 1 minute NOD

copy of one Medical - Dental Form
for encoding and safekeeping
Day 2
200
5. Procedures on Provision of Emergency Care and Treatment
This procedure aims to provide systematic procedure to patients who need emergency care and treatment
Students, Cvsu Faculty Members, Employees, University Officials and their Dependents, and
Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
1. The patient to come in 1. Attend to the patient None 2 minutes Nurse on Duty
or brought in as immediately (NOD)
emergency case
2. Place the patient in a
comfortable position and ask for
patient’s ID for proper
identification and for recording
purposes
201
1.1 If patient is Administer First Aid treatment and None 10 minutes / NOD /
unconscious and call other medical staff for depending on the Physician
pulseless: assistance. case
1.2 If conscious, gives 1. Elicit medical history or None 5 minutes NOD
medical history (if incidence report, check,
accident in nature) monitor and record vital signs
and submit to
assessment of vital 2. Refer patient to physician on
signs duty
2. Submit to the 1. Conduct intensive medical None 30 minutes / Physician

consultation process assessment, start initial depending on the
treatment and explain case
condition and necessary steps
to be done to the immediate
head/guardian.
2. Monitor patient condition until

he/she becomes stable
3. Signify improvement 1. Prescribe medication with None 2 minutes Physician

and stability of proper instructions, give advice
condition and may issue medical
certificate if necessary.
2. Report to the security office if

the emergency case is accident None 1 minute NOD
and or medico-legal in nature
202
6. Procedure on the Usage of Ambulance
This procedure aims to provide guidelines in the conduct of patients from the clinic to point of destination.
Who may avail:
Out Patient
Referral Form
Ambulance Dispatch Slip
Trip Ticket/Vehicle Dispatch Form Physical Plant Services Unit
Request for usage of 1. Ensure the availability of None 1 minute Nurse on Duty
ambulance ambulance (NOD)
2. Check the running condition of None 2 minutes Ambulance Driver
ambulance before use
3. Accomplish referral form None 2 minutes Physician

addressed to the hospital or
other facilities and issue copy
to the client
4. Prepare and accomplish the None 5 minutes NOD

trip ticket and ambulance
dispatch slip
203
5. Arrange all the things needed
on the transfer of patient
6. Notify the physician and the None 3 minutes NOD

ambulance driver for the
readiness of patient for
transfer (Note: depending on
the severity of case, the
physician or nurse may
accompany the patient in the
transfer)
7. Discharge the patient
8. Encode the accomplished

form and files for safekeeping.
9. Check the running condition of None 2 minutes Ambulance Driver

ambulance after use
204
7. Verification of Physical, Dental, Laboratory and Diagnostic Examination Results of
Students Enrollees and Issuance of Medical Clearance for Enrollment
This procedure aims to verify the Physical, Dental and Laboratory Examination results /report of student enrollees for
confirmation of enrollment through online system and drop box system

Online Student Health Record
Online Student Request Form
1. Submit requirements 1. Check and verify the None 2 minutes Nurse on Duty
through completeness of the (NOD)
infirmary.cvsu@gmail.com scanned copies or drop
/drop box box copies of documents
and present it to the
physician
2. Assess the results for None 5 minutes Physician

comments and
recommendation
205
3. If the assessment is
clear/normal, issue
medical clearance through
e-mail, electronically
signed for confirmation to
enrollment
4. If upon verification and None 2 minutes Physician

assessment, results are
unfavorable or noted with
communicable diseases,
the student enrollee
through e-mail is advised
to undergo additional
laboratory or special
diagnostic procedures and
or refer to medical
specialist before given
clearance for confirmation
to enrollment
2. Receive medical Encode, save and print the None 1 minute NOD
clearance through e-mail online documents for filing and
infirmary.cvsu@gmail.com safekeeping
206
8. Health Monitoring of All CvSU Personnel and Visitors Upon Entry to University during
Pandemic
This procedure aims to monitor the present health status of all CvSU personnel and visitors who enter the university
campus during pandemic occurrence. This includes health survey, contact tracing, and safety precautions.
Who may avail: CvSU Personnel and Visitors

Health Declaration Form University Health Services Unit
Fill out Health Declaration 1. Provide the copy of health
Form and submits it to declaration form to the Security None 1 minute Nurse on Duty
the Guard on Duty Unit
2. Distribute copy of health
declaration form to every CvSU None 1 minute Security Guard
personnel and visitors who
enter the University
3. Check the answers in the
health survey portion of the None 1 minute Security Guard
Health Declaration Form
4. If the answer in the health

survey portions are all NO and None 1 minute Security Guard
the personnel or visitor had no
fever, allow him/her to enter
the campus
207
5. If there is one or more YES
answer/s with or without fever,
the security personnel to refer
and send him/her to the
University Health Services
Unit for further evaluation,
management
6. Return the Health Declaration None 1 minute Security Guard

Form to Health Services Unit
for future reference.
208
Pollution Control Office
209
1. Solid Waste Management
This procedure shows how the Pollution Control Office ensures that the wastes of the University is properly managed
Office or Division: Pollution Control Office

Who may avail: All students, academic and non-academic employees, University personnel
Material Recovery Facility Record Book Pollution Control Office
Physical Plant Services 1. Receive all wastes collected None 3 minutes MRF Staff
to deliver all collected and log in at MRF’s record
solid waste within the book
University.
2. Weigh all delivered waste. None 3 minutes MRF Staff
3. Record to MRF logbook and None 3 minutes MRF Staff

submit every end of the month.
4. Segregate waste that were None 1-2 days MRF Staff
unsegregated
1.1. Classify according to type
and stored at MRF
compartments.
210
1.2. All biodegradable wastes None
were disposed in a
compost pit.
1.3. Recyclable wastes such as

pet bottles were emptied
being sold to junkshop.
1.4. Residual wastes will be

stored temporarily at the
MRF for hauling.
2 days and
TOTAL: None
9 minutes
211
2. Requisition of Data Available for Research
This procedure shows how the Pollution Control Office serves clients who conduct research about waste management
related studies.
Office or Division: Pollution Control Office
Who may avail: All students, academic and non-academic employees, University personnel
Letter of Request None
Submit request letter for 1. Receive request letter of the None 3 minutes PCO Staff
data gathering. client.
2. Approve the request letter of None 3 minutes PCO
the client
3. Provide all necessary and
supporting data requested by PCO Staff
None 5 minutes
the client
212
Office of the Vice-President for Planning and Development
213
the Vice President for Planning and Development
Office or Division: Office of the Vice President for Planning and Development
Who may avail: All
1. Present the reference Check the reference number None 2 minutes OVPPD Staff
number provided by the from the logbook on the
Records Office computer
2. End-user /origin/Records Provide updates if signed, None 2 minutes OVPPD Staff
Office to receive the release the document and
document by indicating have them sign in the logbook.
his/her name, signature
and date received in the
logbook
214
This procedure aims to ensure that completed staff work (CSW) is properly observed prior to the approval of the Vice
President for Planning and Development
Who may avail: All
Appropriate / related attachments to support the request /
report
1. End-user/Origin to 1. Acknowledge receipt of the
None 1 minute OVPPD Staff
submit the documents document
for approval
2. Review the document as to OVPPD Staff
None 2 minutes
If found incomplete, return to end-

None 2 minutes OVPPD Staff
user/origin/Records Office
215
If document is clear and complete,
encode the details for easy None 2 minutes OVPPD Staff
tracking
2. End-user/origin to 1. Endorse the document to the
receive the document Vice President for Planning None 1 minute OVPPD Staff
to comply with all and Development for approval
required attachments Vice President for
2. Approve the document None 10 minutes Planning and
Development
3. Once approved/disapproved,
encoding of details on OVPPD Staff
None 2 minutes
database for proper
documentation
4. For external communications,
scanning and encoding of
details on database for proper None 5 minutes OVPPD Staff
documentation and sent
through email
5. Print log sheet None 2 minutes OVPPD Staff
End-user /origin/Records Release documents to the end- None 8 minutes OVPPD Staff
Office to receive the user/origin/Records Office and
document by indicating in have them signed in the logbook
the logbook his/her name,
signature and date
received

216
President for Planning and Development
Who may avail: All
report
1. End-user/Origin to 1. Acknowledge receipt of the
submit the financial None 1 minute OVPPD Staff
document
documents for approval
None 2 minutes OVPPD Staff
2. End-user/origin to
1. If found incomplete, return to OVPPD Staff
receive the document None 2 minutes
end-user/origin/Records Office
217
to comply with all 2. If document is clear and
required attachments complete, encode the details for None 2 minutes OVPPD Staff
easy tracking
Vice President for Planning and None 1 minute OVPPD Staff
Development for approval
Vice President for
4. Approve the document None 10 minutes Planning and
Development
encoding details on database None 5 minutes OVPPD Staff
for proper documentation
6. Print log sheet None 2 minutes OVPPD Staff
3. End-user Release documents to the end-

/origin/Records Office None 8 minutes OVPPD Staff
user/origin/Records Office and
document by
indicating in the
signature and date
received
218
Institutional Development Office (IDO)
219
1. Application for AACCUP Program Survey Visit
This procedure shows how Institutional Development Office submits the list of programs for AACCUP Survey Visit.
Office or Division: Institutional Development Office
Who may avail: Campus Administrators, College Deans, Heads, Quality Assurance Units
Letter of Intent addressed to the Director, IDO Privately written and sent to the IDO
Submit Letter of Intent 1. Check and record the
documents submitted to the None 2 minutes IDO Staff
IDO Monitoring Database
2. Check the validity period of the 3 minutes IDO Staff

None
Program Accreditation Status
3. Advise that the client will be

notified of the status of IDO Staff
None 1 Minutes
application through email or
text message
220
2. Conducting Self-Survey Visit of Programs
This procedure shows how Institutional Development Office facilitates the conduct of self-survey visit of programs that are
scheduled to undergo external survey visit by AACCUP.

Campus Administrators, College Deans, Heads, Quality Assurance Units, Internal Accreditors,
Who may avail:
Faculty Area Coordinators
Electronic copy for Application for Self-Survey Visit IDO
Electronic copies of accreditation documents Concerned Unit
Electronic copies of Accreditation Instrument IDO
Copy of Program Performance Profile Concerned Unit
Copy of Compliance Report to Previous Survey Visit Concerned Unit
1. Submit fill out 1. Review the duly accomplished

None 3 minutes IDO Staff
Application Form for electronic form for
Self-Survey Visit of completeness of entries
Programs online thru
pdo@cvsu.edu.ph
221
2. Coordinate with the Internal
Accreditors on the schedule of
Self-survey visit of program(s)
3. Confirm with the client the

schedule of Self Survey Visit of
program(s).
4. Provide the link for uploading of

documents in the CvSU Virtual
Accreditation Room
1. Review the uploaded

2. Upload accreditation accreditation documents as to
documents in the completeness and None 1 hour IDO Staff
CvSU Virtual appropriateness of packaging
Accreditation Room
2. Inform the client whether the
uploaded documents are
complete and the packaging is 10 minutes IDO Staff
None
appropriate hence is ready for
evaluation
3. Send the link to the Internal

Accreditors for the evaluation of IDO Staff
None 5 minutes
documents
4. Provide the Internal Accreditors

with the evaluation instrument None 5 minutes IDO Staff
222
5. Monitor the conduct of self- IDO Staff
None 7 days
survey visit of program(s)
2. Host the online 1. Coordinate with the Internal

meeting with the None 5 minutes IDO Staff
Internal Accreditor to
2. Facilitate the online meeting
determine the areas
with the Internal Accreditors to
needing improvement
discuss the areas needing
and recommendations None 1 hour
improvement and IDO Staff
recommendations
3. Provide the client the copy of

ratings and summary of None 5 minutes IDO Staff
findings and recommendations.
TOTAL: 7 days, 2 hours

None
and 51 minutes
223
3. Processing and Issuance of Copies of Accreditation Certificate
This procedure shows how Institutional Development Office serves as repository of the original copies of accreditation
certificates. Interested units may request copies of accreditation certificates for official purposes like SUC Levelling, RQAT
Visit and application for next higher-level accreditation.
Filled up IDO Request Form 2 IDO Website
1. Request for a copy of 1. Review the duly accomplished

digital form for completeness of None 3 minutes IDO Staff
a accreditation by
filling up Request entries
Form online thru 2. Check and verify from file the
requested record as to the None 5 minutes IDO Staff
pdo@cvsu.edu.ph
correctness and accuracy
3. Prepare an electronic copy of
the requested certificate and IDO Staff
None 10 minutes
forward to IDO Director for
authentication
224
4. Affix electronic signature on the IDO Staff
None 1 minute
electronic copy of the certificate
5. Release the requested record to IDO Staff

None 10 minutes
the client via email
225
4. Processing and Issuance of Copies of Accreditation Documents
(e.g. Copy of Ratings and Summary of Findings and Recommendations)
This procedure shows how Institutional Development Office serves as epository of the original copies of Ratings and
Summary of Findings and Recommendations. Interested units may request copies of accreditation documents for official
purposes like application for next higher-level accreditation or revisit of programs.
Filled up IDO Request Form 2 IDO
1. Fill out Request Form 1. Review the duly accomplished

electronic form for None 3 minutes IDO Staff
online
pdo@cvsu.edu.ph completeness of entries
2. Check and verify from file the

requested documents as to the None 10 minutes IDO Staff
correctness and accuracy
3. Prepare an electronic copy of

the requested documents and IDO Staff
None 10 minutes
endorse to IDO Director for
authentication
226
4. Affix electronic signature of the
None 1 minute IDO Staff
electronic copy of the certificate
5. Release the requested record
to the client via email None 10 minutes IDO Staff
227
Physical Planning Unit
228
1. Request for Technical Assistance
This procedure shows how the Physical Planning Unit provides technical assistance for the repair of facilities and
construction of new buildings.
Office or Division: Physical Planning Unit

G to G – Government to Government
G to C – Government to Citizen
Who may avail: All concerned unit/ branch campus administrators
Approved Letter of Request Client

Submit request letter Receive the request letter None 2 minutes PPU Staff
approved by the
University President to 1. Once approved, site inspection None 3 days PPU Staff
the Planning Office. for surveying will be scheduled.
2. Schedule Surveying Activity

and conduct of surveying
procedure
229
3. Prepare of Working drawings None 5 days PPU Staff
(depending of the
scope of requests)
4. Prepare Program of works and None 3 days PPU Staff
detailed estimates
5. The plans and detailed None PPU Staff
estimate will be approved by:
a. End-user / Client 1 day
1 day
b. Director of Planning Office
6. Endorse the approved plans None 3 minutes Planning Unit Staff
and detailed estimate to the
Office of the Vice President for
Planning and Development
None 13 days and

TOTAL:
5 minutes
230
2. Request for Extension and/or Suspension of Contract
This procedure aims to assist stakeholders/contractors in their request for extension and/or suspension of contract with the
University.
Office or Division: Project Management Unit
G to B – Government to Business Entity
Who may avail: University Contractors
Letter Request of Suspension/Extension of Contract Client / Contractor
Catch up Plan Client / Contractor
The contractor shall 1. Receive all document submitted None 2 minutes PPU Staff
submit the documentary by the contractor
requirements to the 2. The PMU to draft a letter of None 30 minutes PPU Staff
Planning Office extension and/or suspension of
contract.
a. Letter Request of
3. Evaluate the Letter of Request None 30 minutes PPU Staff
Suspension/Exten
sion of Contract and prepare of Letter of
Suspension
231
b. Catch up Plan 4. Prepare Program of works and None 2 hours PPU Staff
detailed estimates
Supported by documents
5. Approve the Letter of Extension None 1 day Director of Planning
coming from different
and/or Suspension of Contract Office
government agencies
such as PAGASA, DTI, 6. If approved, endorse to the None 3 minutes Planning Unit Staff
DOLE, etc. proving their Office of the Vice President for
reason / justification for Planning and Development
extension and/or
suspension
None 1 day, 3 hours

TOTAL:
and 5 minutes
232
3. Request for Payment for Contractors
This procedure shows how stakeholders/contractors are provided with billing documents needed to process their payments.
Office or Division: Project Management Unit
G to B – Government to Business Entity
Who may avail: University Contractors
Billing Request Client/Contractor

Pictures (before and After Construction) Client/Contractor
Approved Extension / Suspension Letter Client/Contractor

Copy of certification from appropriate government agencies Client/Contractor
such as PAGASA, DTI, DOLE etc, attached in the
extension/suspension letter if any
Contractor’s affidavit on payment of laborers and materials Client/Contractor
The contractor to submit 1. Receive all documents None 2 minutes PMU Staff
the following submitted by the contractor
documentary 2. Conduct inspection to evaluate None 1 day PMU Staff
the accomplishment of the
233
requirements to the contractor and prepare
Planning Office accomplishment report
3. Prepare the billing documents None 12 hours PMU Staff
a. Billing Request
b. Pictures (before,
a. Statement of work
during and after
accomplished
construction
b. Statement of Time elapsed
c. Copy of approved
extension / 4. Review and approve the billing None 20 minutes Director of Planning
suspension letter, documents Office
if any 5. Endorse the approved billing PMU Staff
d. Copy of documents to the Vice
certification from President for Planning and
appropriate development
government
agencies such as
PAGASA, DTI,
DOLE etc,
attached in the
extension/suspens
ion letter if any
e. Contractor’s
affidavit on
payment of
laborers and
materials
f. Logbook for final
payment
None 1 day, 12 hours
TOTAL:
and 2 minutes
234
Office of the Vice-President for Research and Extension
235
the Vice President for Research and Extension
Office or Division: Office of the Vice- President for Research and Extension
Who may avail: All
1. Present the reference Check the reference number from None 2 minutes OVPRE Staff
the Records Office
2. Receive the document Provide updates about the action None 2 minutes OVPRE Staff
by indicating in the taken and if signed, release the
logbook his/her name, document and have them sign in
signature and date the logbook.
received
236
This procedure aims to ensure that completed staff work (CSW) is properly observed prior to the approval of the Vice-
President for Research and Extension
Office or Division: Office of the Vice- President for Research and Extension
Who may avail: All
report
1. Submit the document 1. Acknowledge receipt of the OVPRE Staff
None 1 minute
2. Review the completeness of OVPRE Staff
None 2 minutes
attached documents
1. If found incomplete, return to OVPRE Staff
None 1 minute
the end-user/origin/researcher
237
2. If document is complete,
encode the details to the None 2 minutes OVPRE Staff
computer for recording.
3. Submit the document to the
Vice President for Research None 1 minute OVPRE Staff
2. Receive the document and Extension
to comply with all the 4. Review and evaluate the
needed attachments documents (Research Vice- President for
proposal, Evaluation form for None *1 day Research and
Extension
paper publication and other
research documents)
5. Send the results of evaluation OVPRE Staff
None 10 minutes
with comments and suggestion
3. Revise the documents 1. Accept the revised documents
and submits the and endorse to the Vice OVPRE Staff
None 2 minutes
revised document President for Research and
Extension
Vice- President for
2. Approve the document None 2 minutes Research and
Extension
3. Once approved, scan the

signed document and encode
on the logbook for proper None 5 minutes OVPRE Staff
documentation
4. Endorse the document to next

office that needs to take action OVPRE Staff
None 5 minutes
and have them sign in the
logbook
238
None *1 day, 26
TOTAL:
minutes
*The length of time involved depends on the kind of documents submitted.

Research Center
239
1. Implementation of CvSU-Funded Research Programs or Projects
This procedure shows how the Research Center facilitates the implementation of approved research programs.
Office or Division: University Research Center

Type of Transaction: G2C – Government to Citizen
Who may avail: Faculty and Researchers
Signed contract Research Center and Office of the President
Signed Special Order (SO) Research Center and Office of the President
1. Sign contract of 1. Receive the signed contract; None 5 minutes for the M and E staff
approved research review
2. Review the correctness of
project
signed contract 2 hours for
notarization
(depends on the
2.1 Facilitate the notarization of
availability of the
contracts
lawyer)
1. Receive signed SO None 5 minutes M and E staff
240
2. Sign Special Order 2. Facilitate the release of funds None 10 minutes for M and E staff
(SO) thru voucher preparation voucher
preparation
3. Attend pre- Conduct pre-implementation None 5 hours for pre- RC and M and E
implementation meeting, or Research Center implementation Staff
meeting sends letter on reminders meeting
regarding the conduct of
researches and financial concerns
in lieu of conduct of pre-
implementation meeting
4. Conduct research Monitor the conduct of research None 5 hours per M and E staff
quarter
a. Send letter/reminders to
submit progress reports
b. On-site visitation
5. Submit progress 1. Receive the progress reports; None 20 minutes M and E staff
reports through personal or online (depending on the
transaction: nature of report)
researchcenter@cvsu.edu.ph
1.1 File the progress
reports/input in the
database
2. Facilitate the release of None 10 minutes for M and E staff
remaining funds voucher
preparation
6. Submit terminal report 1. Receive the terminal report None 10 minutes M and E staff
241
1.1 Send letter acknowledging
the receipt of terminal report
None *1 day and
TOTAL:
5 hours
* Depending on the nature of approved researches
2. Monitoring and Evaluation of Externally Funded Research Programs or Projects

This procedure covers how the University Research Center provides a system for the implementation, monitoring and
evaluation of research programs or projects funded by agencies other than CvSU.
Schedule of meeting Personally, for processing by the researcher
Duly signed MOA and Contract From the researcher
Quarterly progress report, annual report, terminal reports and From the researcher
others
Three (3) copies of the terminal report From the researcher
1. Schedule a pre- 1. Record the schedule of meeting None 20 minutes M and E staff
implementation
242
meeting with the 1.1 Coordinate the meeting to
funding agency all concerned units
2. Submit a copy of the 1. Provide acknowledgement None 15 minutes Research Office
duly signed receipt of submission staff/ M & E staff
memorandum of
1.1 Endorse the submitted
agreement and/or
documents to the M & E
contract detailing the
Division
title of the project,
duration, budget and
terms of reference.
4. Furnish the Monitoring 1. The M & E Staff to provide None 5 minutes for the Research Office
and Evaluation (M&E) Acknowledgment Receipt for acknowledgement staff and
Division of the such submissions. receipt
M & E staff
Research Center
copies of the reports
(quarterly progress 2. The M & E Staff to require the None 3 days to notify the Research Office
report, annual report, researcher to present their presenter of the staff and
terminal reports and outputs during the Annual In- schedule of
M & E staff
others) submitted to House Review presentation and
the external funding other details
agencies.
4. Present outputs of the Provide certificate of presentation None 1 hour on the Research Office
Research during the and other possible awards scheduled day of staff and
Annual In-House the presentation of
M & E staff Annual
Review. outputs
In-House Review
Working Committee
243
5. Researcher with 1. Receive copies of terminal None 22 days Research Office
completed or reports staff and
terminated research
1.1 Endorse to the Extension M & E staff
program or project
submits three (3) Services and/or Knowledge
copies of the terminal Management Center the
report within one terminal report for evaluation
month upon of the technology generated
completion or whether for publication,
termination transfer or intellectual
property right application.
1.2 Inform the researcher of the
results of evaluation through
personal transaction or email
from
CvSURCMandE@cvsu.edu.ph
*25 days, 1 hour
TOTAL: None
and 40 minutes
*The length of time involved in monitoring depends on the nature of researches and projects.
244
3. Application and Approval of Research Proposal for Funding
This procedure shows how the Research Center accepts applications for proposals for funding under the CvSU Research
Grant (CRG) or Faculty and Students Research Capability Enhancement (FSRCEP) Scheme.
Proposal From the Researcher
HGDG form GAD Unit
ERB form ERB office
Acknowledgement Receipt Research Center
Special Order (SO) Office of the President
Contract Office of the President
245
1. Submit copies of 1. Receive the proposal None 15 minutes Research Office
proposals (preferably staff/ M and E staff
1.1 Issue acknowledgment
online due to new
receipt
normal)
2. Review the proposals as to None 5 days Research Office
format, completeness of staff/ M and E staff
documents submitted,
duplication of studies, etc.
2.1 Inform the proponents of

the results of evaluation
2. Resubmit proposals 1. Endorse the proposals to ERB None 30 minutes Research Office
with corrections or RCRU (Responsible staff/ M and E staff
Conduct of Research Unit)
2. Review proposals as to ethical None 1 hour Research Office

issues staff/ M and E staff
3. Present proposals 1. Notify the proponents of None 10 minutes Research Office
presentation of proposals staff/ M and E staff
2. Experts evaluate the proposals None 4 hours Research Office
staff/ M and E staff
3. Send results of evaluation None 10 minutes Research Office

(comments and suggestions) staff/ M and E staff
1. Accept the revised proposal None 5 minutes Research Office
staff/ M and E staff
246
4. Revise the 2. Review if the revision of None 2 hours Research Office
proposal/submits the proposal is in accordance with staff/ M and E staff
revised proposal the comments and suggestions
3. Endorse the proposals to the R None 5 minutes Research Office
and E Council staff/ M and E staff
4. R and E council reviews the None 22 days Research Office

proposals staff/ M and E staff
4.1 R and E council to
endorse the proposals to
the OP
4.2 University President to
approve the proposals
5. Receive notifications 1. Facilitate the preparation of None 5 days Research Office
of the approval of contract staff/ M and E staff
proposals/or receives
copies of approved 2. Facilitate the preparation of None 5 days OP staff
letter of Special Order
recommendation
2.1 University President sign
the contract and SO
6. Receive research Facilitate the processing of project None 5 days Research Office
funds funds. staff/ M and E staff
Cashier and Budget
office staff
247
None 43 days and
TOTAL:
15 minutes
4. Monitoring and Evaluation of Internally Funded Research Programs or Projects

This procedure shows how the Research Center monitors the research activities and progress of the proponents/
researchers.
Progress reports Researcher
Terminal reports Researcher
Papers for In- house review Researcher
1. Submit progress 1. Remind the researcher to None 15 minutes M and E staff
reports submit reports
2. Accept progress report
248
3. Send acknowledgment to
reports received
4. Conduct on site visitation None 2 hours for on-site

visitation
2. Present research Provide certificate of presentation None 1 hour on the Research Office
results during the and other possible awards scheduled day of staff and
Annual Agency In- the presentation of
M & E staff Annual
house Review outputs
In-House Review
Working Committee
3. Submit three (3) 1. Receive copies of terminal None 1 month and Research Office
copies of the terminal reports 12 days staff and
report within one 2. Endorse to the Extension M & E staff
month upon Services and/or Knowledge
completion or Management Center the
termination of terminal report for evaluation of
research projects
the technology generated
whether for publication, transfer
or intellectual property right
application.
3. Inform the researcher of the
results of evaluation.
*1 month 12 days,
15 minutes
*The length of time involved in monitoring depends on the nature of researches and projects.
249
5. Use of Research Laboratory Facilities
This procedure shows how the Research Center shares its facilities to stakeholders particularly the faculty and students of
the University and other interested clients.
Who may avail: Faculty, Researchers, Students and other clients
Letter of request From the requesting party
Filled up request form Request form from the Research Center
1. Submit letter of 1. Accept the letter of request None 1 hour Laboratory staff
request to use the
2. The Research Director to sign
laboratory facilities (for
the letter of request subject to
non CvSU staff and
availability of resources.
students)
3. Endorse the letter to the
OVPRE
250
4. OVPRE to endorse the letter to OVPRE
OP
5. Approve the request Univ. President
2. Fill out request form 1. Check the request form if filled None 15 minutes Laboratory staff
and submit to the RC. out completely.
1.1 Laboratory Head to sign the
request form
1.2 RC director to approve the
request
3. Communicate the 1. Orient clients on laboratory None 20 minutes for Laboratory staff
details of research policies orientation
activity or laboratory
1.1 Assist in the use of Time spent in
use laboratory facilities assistance
depends on the
nature of use of
facility
4. Inform the RC the 1. Check the facilities if in order Php 500 for 30 minutes Laboratory
termination of non CvSU staff/Cashier staff
1.1 Issue bill
laboratory experiment student
and pay fees if
None for
applicable
CvSU student
or faculty
Php 500 for
*2 hours and
TOTAL: non CvSU
student
5 minutes
251
None for
CvSU student
or faculty
*Depending on the activity to be done

National Coffee Research, Development and Extension Center (NCRDEC)
252
1. Processing of Request for Training and Technical Services
This procedure covers receiving of request for training and technical services.
Office or Division: Extension Services Division
Who may avail: All
Request letter addressed to the University President Client
National Coffee Research, Development and Extension
Client Request Form
Center
1. Submit request letter 1. Notify the client upon receiving Extension Services
None 1 minute
via email the email Division Head
2. Endorse the letter to the Office Extension Services

None 2 minutes
of the University President Division Head
253
3. Send notification letter to the
Extension Services
client upon approval of the None 2 days
Division Head
request via email
2. Request and fill out 1. Review the accomplished Extension Services
Client Request Form None 1 minute
Client Request Form Division Head
(for walk-in clients)
2. Prepare and send endorsement
letter of the client request to the Extension Services
None 2 minutes
Office of the University Division Head
President

Extension Services
client upon approval of the None 2 days
Division Head
request via email
4 days and
TOTAL: None
5 minutes
254
2. Processing of Request for the Use of NCRDEC Research Facilities and Equipment
This procedure covers the receiving of request for the use of NCRDEC research facilities and equipment
Office or Division: Research and Development Division
Who may avail: Researchers, faculty, students
Request letter addressed to the Director Client
Approved research proposal/ plan Client
1. Submit request letter 1. Notify the client upon receiving
None 1 minute Office staff
to the office or via the email/ letter
email
2. Determine the availability of the
None 10 minutes Office staff
requested facility/ equipment
client upon approval of the None 2 minutes Office staff
request via email
255
4. Request client to submit
Research and
approved research proposal/
Development
plan for using the None 2 minutes
Division Head/
facility/equipment for recording
Office staff
purposes
2. Submit approved 1. Accept and record the
Research and
research proposal/ submitted research proposal/
Development
plan plan
None 1 minute Division Head/
Knowledge
Management Officer
2. Assist the clients to the facility None 2 minutes Facility In-Charge
256
3. Processing of Request for Coffee-Related Information
This procedure covers receiving of request for coffee-related information
Office or Division: Knowledge Management Unit
Who may avail: All
Coffee Information Request Form National Coffee Research, Development and Extension
Center
Request and fill out 1. Review the accomplished Coffee Knowledge
None 1 minute
Coffee Information Information Request Form Management Officer
Request Form (CIRF)
2. Secure the approval of Division Knowledge
None 2 minutes
Heads and the Director Management Officer
3. Give the requested information in

either hard or soft copy together Knowledge
None 5 minutes
with a copy of approved Coffee Management Officer
Information Request Form
257
4. Processing of Request for Acquisition of Coffee Propagules
This procedure covers processing of request for acquisition of coffee propagules
Office or Division: Coffee Field Genebank

Who may avail: All
Coffee Propagule Request Form
Center
Client Disclosure Agreement Form
Center
Request and fill out 1. Review the accomplished
Coffee Propagule Coffee Propagule Request None 1 minute Genebank Manager
Request Form Form
2. Secure the approval of
Research Division Head,
None 2 minutes Genebank Manager
Special Projects Division Head
and the Director
258
3. Accomplish and sign the Client
None 2 minutes Genebank Manager
Disclosure Agreement Form
4. Secure signatures of the client
and the Director on the Client None 1 minute Genebank Manager
Disclosure Agreement Form
5. Give copies of approved/signed
Coffee Propagule Request
None 1 minute Genebank Manager
Form and the Client Disclosure
Agreement Form to the client
6. Assist the client in acquiring the Genebank Manager/

None 2 minutes
requested coffee propagules Field Personnel
259
5. Selling of Coffee Seeds, Seedlings, Vermicompost and Other Crops (for Government
Institutions)
This procedure covers receiving of request for purchase of coffee seeds, seedlings, vermicompost and other crops
Office or Division: Special Projects Division

Type of Transaction: G2G- Government to Government
Who may avail: Government Institutions
Sales Invoice
Center
Billing Statement
Center
Gate Pass
Center

1. Contact the staff in- 1. Determine the availability of the

charge and arrange needed product(s) to the Head None 5 minutes Office staff
of the Special Projects Division
260
the purchase of the Special Projects
needed product(s) 2. Prepare the needed product(s)
None 5 minutes Division Head/ Field
to be purchased
Personnel
2. Prepare financial 1. Prepare/issue Billing statement None 2 minutes Office staff

documents for
payment of the
product(s) when 2. Submit the Billing statement to
available the procuring institution thru None 2 minutes Office staff
email
3. Pay the product(s) Cash/ Check

1. Prepare/issue Sales Invoice (depends on
the cost of 2 minutes Office staff
procured
product(s)
2. Submit the Sales Invoice to the
Accounting Office for issuance None 5 minutes Office staff
of order of payment
Cash/ Check
3. Remit payment to the Cashier’s (depends on
Office together with the order of the cost of 2 minutes Office staff
payment for the Official Receipt procured
product(s)
4. Issue Official Receipt to the
client
261
4. Obtain the purchased 1. Prepare Gate Pass/ permit to
product(s) carry
Special Projects
2. Release purchased products
together with the Gate Pass
Personnel
5. Make reservation 1. List the reservation None 5 minutes Office staff
when product(s) is/are
not yet available 2. Inform the Special Projects
Head about the reservation
Depends on
the cost of
TOTAL: 36 minutes
procured
product(s)
262
6. Selling of Coffee Seeds, Seedlings, Vermicompost and Other Crops (for Private Institutions/
Individuals)
This procedure covers receiving of request for purchase of coffee seeds, seedlings, vermicompost and other crops
Office or Division: Special Projects Division
Who may avail: Private institutions/ individuals
Sales Invoice
Center
Gate Pass
Center
1. Contact the staff in- 1. Determine the availability of the
charge and arranges needed product(s) to the Head None 5 minutes Office staff
the purchase of the of the Special Projects Division
needed product(s)
Special Projects
2. Prepare the needed product(s)
to be purchased
Personnel
263
Cash
2. Pay the product(s)
1. Prepare/issue Sales Invoice (depends on
when available
the cost of 2 minutes Office staff
procured
product(s)
2. Submit the Sales Invoice to the
Accounting Office for issuance None 5 minutes Office staff
of order of payment
Cash
3. Remit payment to the Cashier’s (depends on
Office together with the order of the cost of 2 minutes Office staff
payment for the Official Receipt procured
product(s)
4. Issue Official Receipt to the
client
3. Obtain the purchased 1. Prepare Gate Pass/ permit to
product(s) carry
Special Projects
2. Release purchased products
together with the Gate Pass
Personnel
4. Make reservation 1. List the reservation None 5 minutes Office staff

when product(s) is/are
not yet available 2. Inform the Special Projects
Head about the reservation
264
Depends on
the cost of
TOTAL: 32 minutes
procured
product(s)
265
Extension Services
266
1. Request for Technical and Livelihood Trainings
This procedure covers how Extension Services accommodates requests of individuals, organizations and institutions for
technical and livelihood trainings.
Office or Division: Extension Services
Type of Transaction: G2C, G2B, G2G
Who may avail: All Clients/Organizations/Institutions
Letter of Request to be sent to the Office of the University
Personally written by All Clients/Organizations/Institutions
President
Additional Details about the Training (Type of Training, Personally written by the
Participants, Number of Participants, Venue) Clients/Organizations/Institutions
1. Submit letter of Check and receive letter of request None 2 days OP/Extension
request to Office of including additional details of the Services Staff
the University training; and send an
President (OP). acknowledgement of the receipt of
letter.
2. Coordinate with Communicate with the concerned None 3 days Extension Services
Extension Services offices and experts. Staff
regarding final
schedule of training.
267
3. Coordinate with the Facilitate the training on the None *1 day Extension Services
Extension Services scheduled date. Staff/Other offices
Staff during the concerned and
training. experts
4. Coordinate the Document the training with other None *1 day Extension Services
documentation during offices concerned Staff/Other offices
the training. concerned
5. Facilitate the Evaluate the training. None *1 day Extension Services

evaluation of the Staff
training.
TOTAL: None *8 days

*depending on the number of days of training
268
2. Request for Technical Service or Assistance
This procedure covers how Extension Services facilitates the provision of technical service or assistance as requested by
individuals, organizations and institutions.
Office or Division: Extension Services
Classification: Highly technical
Type of Transaction: G2C, G2B, G2G
Who may avail: All Clients/Organizations/Institutions
Letter of Request to be sent to the Office of the University Personally written by All Clients/Organizations/Institutions
President
Additional Details about the Technical Service or Assistance Personally written by the
(Type of Technical Service or Assistance; Area, Location, and Clients/Organizations/Institutions
Commodities [for farms], Type and Location of Business [for
business/enterprise] and others)
1. Submit letter of Check and receive letter of request None 2 days OP/Extension
request to the Office including additional details of the Services Staff
of the University technical service or assistance;
President (OP). and send an acknowledgement of
the receipt of letter.
2. Coordinate with Communicate with the concerned None 3 days Extension Services
Extension Services offices and experts. Staff
regarding the final
269
schedule of technical
service or assistance.
3. Coordinate with the Facilitate the technical service or None *1 day Extension Services
Extension Services assistance on the scheduled date Staff/Other offices
Staff during the actual with other offices and experts concerned and
technical service or concerned experts
assistance
4. Facilitate the Document the technical service or None *1 day Extension Services
documentation during assistance with other offices and Staff/Other offices
the technical service experts concerned concerned
or assistance.
5. Coordinate with the Meet with experts and offices None 1 day Extension Services
Extension Services concerned regarding the need of Staff/Other offices
Staff. the client/organization/Institution. concerned and
experts
6. Coordinate with other Link with the concerned agencies None 21 days Extension Services
agencies for for possible source of equipment. Staff/Other offices
equipment (if concerned and
necessary). experts
TOTAL: None *29 days

*depending on the number of days of technical service or assistance
270
Knowledge Management Center
271
1. Copyright Application
This procedure covers how copyright certificate to authors of original work are provided.
Office or Division: Innovations and Technology Support Office

Who may avail: All faculty, staff and students
4 copies of Copyright Application Form [T.N.L. NO. 24- (3rd Online (web.nlp.gov.ph) or ITSO
Revision)]
4 copies of Affidavit of Copyright Waiver/Ownership ITSO
2 copies of material to be copyrighted Applicant
Technical description of the design, if the work applied for Applicant
registration is an original ornamental design
1. Submit all the 1. Check for completeness, None 5 minutes ITSO Technical
required documents receives all the required Staff
for copyright documents
application 2. Issue acknowledgement receipt None 5 minutes ITSO Technical
Staff
3. Validate the registration form None 5 minutes ITSO Manager
272
4. Secure notarization of Php 200.00 1 hour ITSO Technical
documents Staff
5. File the copyright application in Php 230.00 1 day ITSO Manager and
person or send through LBC to Or Technical Staff
the National Library of the Php 230.00
Philippines (NLP) plus courier
fee
6. Advise the author to return on a None 2 minutes ITSO Manager /
specified date to claim the Technical Staff
Certificate of Copyright
Registration issued by the NLP
2. Claim the Certificate Release the Certificate of None 5 minutes ITSO Technical
of Copyright Copyright Registration and have it Staff
Registration signed as received by the client.
Php 430.00 1 day, 1 hour
TOTAL: plus courier and 22 minutes
fee
273
2. Journal Publication
This procedure covers publication of research outputs in the Cavite State University Research Journal or in the Philippine
Coffee Journal
Office or Division: Publication and Communications Division
Who may avail: Faculty, Staff and Students
Research manuscripts with cover sheet Knowledge Management Center
1. Submit research 1. Receive, record and issue None 10 minutes Editorial Assistant,
manuscript to the acknowledgement receipt of the Editor-in-Chief
Publication and manuscript
Communication 2. Send the paper to the None 10 minutes Editor-in-Chief,
Division of the Associate Editor for initial Editorial Assistant
Knowledge screening and editing
Management Center
(or through 3. Evaluate the manuscripts None 5 days Editorial Assistant
researchjournal@cvsu based on the criteria in the
.edu.ph) Review Form and return the
result to the Editor-in-Chief
4. Send the result of evaluation to None 1 day Editor-in-Chief,
the author Editorial Assistant
274
2. Revise the manuscript 1. Receive, record and issue None 1 day Editor-in-Chief,
and returns to the acknowledgement receipt of the Editorial Assistant
Editor-in-Chief manuscript
2. Review the revised manuscript None 3 days Editor-in-Chief,
and send to the external Editorial Assistant
reviewers
3. Evaluate the manuscripts, fill Php 2,000.00 10 days External Reviewer
out the review form and send to *
the Editor-in-Chief
4. Inform the author of the results None *2 days Editor-in-Chief,
of evaluation and request to Editorial Assistant
revise the paper if
recommended for publication
3. Revise the manuscript 1. Receive, record and issue None 10 minutes Editorial Assistant,
and returns to the acknowledgement receipt of the Editor-in-Chief
Editor-in-Chief manuscript
2. Return the manuscript to the None 10 minutes Editor-in-Chief,
external reviewer to determine Editorial Assistant
if the corrections/suggestions
are met.
3. Check the revised manuscript None 5 days External Reviewer
and send back to the Editor-in-
Chief
4. Final editing of the manuscript None 2 hours Associate
Editor/Editor-in-
Chief
5. Send the author Certificate of None 5 minutes Editor-in-Chief,
Acceptance of his/her paper for Editorial Assistant
publication
275
6. Draft the layout of the journal** None 5 days Layout
Artist/Editorial
Assistant
7. Proofread the laid-out papers None 2 days Associate Editor,
Editor-in-Chief, PCD
Head, KMC Director
8. Revise the layout when needed None 1 day Layout
Artist/Editorial
Assistant
9. Request the publication of the None 1 day Editor-in-Chief, PCD
journal following the protocol on Head, KMC Director
procurement.
Php 2,000.00 1 month, 6 days
TOTAL:
and 45 minutes
* per evaluator per paper
** depends on the comments and suggestions
276
3. Newsletter Publication
This procedure covers publication of research and extension news articles from the different units of the University in
REconnections or UGNAYAN newsletters
News/feature articles Faculty, staff or student
Submit news articles to 1. Receive, record and issue None 10 minutes Editorial Assistant
the Publication and acknowledgement receipt of the
Communications Division article
of the Knowledge 2. Read and edit the article None 2 days Associate Editor
Management Center (or and Editor-in-Chief
through REnewsletter
3. Revise the edited article None 1 day Editorial Assistant
@cvsu.edu.ph)
4. Draft the layout of the None 2 days Layout Artist
newsletter for the particular
issue*
5. Review the draft newsletter None 1 day Editor-in-Chief and
PCD Head
277
6. Approve the newsletter for None 1 day KMC Director
reproduction and distribution
7. Print and distribute, or send None 5 days Editorial Assistant,
copy through email, the KMC Staff
newsletter to the colleges,
campuses and other units of
the University and to other
clients
None 12 days and
TOTAL:
10 minutes
* will be done if enough articles are met
278
4. Patent/Utility Model Application
This procedure covers providing assistance to faculty, staff and students in the preparation and processing of patent/utility
model (UM) applications.
1 copy Disclosure Form ITSO Office
1 copy Patent Search Form ITSO Office
3 copies of Application Form ITSO Office or online (www.ipophil.gov.ph)
3 copies of the technical description and drawings of the Applicant
invention
1. Fill out, sign and Receive and assess disclosures None 1 day ITSO Technical Staff
submit disclosure and ITSO Manager
form
2. Secure Patent Search 1. Provide the Patent Search Form None 10 days ITSO Technical Staff
Form and start and assist in the conduct of
searching for prior patent search/prior art search
arts 2. Provide the Application Form
279
3. Draft the patent Assist in drafting the description, None 5 days ITSO Technical Staff
claims and drawings claims and drawings
4. Fill out and the 1. Receive the filled- up None 5 minutes ITSO Technical staff
Patent/UM Application Patent/UM Application Form
Form and issue acknowledgement
receipt
2. File the patent/UM application Php 1,820.00 1 hour* / ITSO
at Intellectual Property Office of 1 day** Manager/Technical
the Philippines (IPOPHL) Staff
3. Advise the applicants to return None 2 minutes ITSO Manager /
on a specified date to claim the Technical Staff
Statement of Account and
Certificate of Patent/UM
Application issued by IPOPHL
5. Claim the Statement Release the Statement of Account None 5 minutes ITSO Technical Staff
of Account and and Certificate of Patent/UM
Certificate of Application and have them sign as
Patent/UM Application received by the client.
*16 days, 1 hour
and 12 minutes
TOTAL: Php 1,820.00
*15 days and 12
minutes
* Online filing
* In-person filing
280
5. Publication Support and Incentives
This procedure covers providing support and incentives to faculty and staff who have publications in reputable/peer-
reviewed journals
Who may avail: Regular/Contractual Faculty and Staff
Application Form Knowledge Management Center
Supporting documents for incentive (e.g. printed copy of the Applicant
journal where the paper is published; copy of table of contents
bearing the title of the article and name of the author(s); copy of
the article published; certificate/letter of acceptance; and proof
that a peer-review process took place)
Supporting documents for publication support (e.g. Applicant
certificate/letter of acceptance; proof that a peer-review process
took place; statement of account or proof of payment)
1. Fill out, sign and 1. Check and receive the None 10 minutes KMC Staff
submit application application form and other
form and other requirements
requirements
281
2. Issue acknowledgement receipt None 2 minutes KMC Staff
3. Evaluate the documents for None 5 days PCD Head and

qualification Evaluation
Committee
4. Notify the researchers/ None 30 min PCD Head
applicants of the result of
evaluation whether it passed
the screening or needs
additional supporting
documents or failed to qualify
for the incentives/support
2. Submit additional 1. Receive the document and None 5 minutes KMC Staff/PCD
supporting issues acknowledgment receipt Head
documents, if needed
2. Endorse the application and None 1 day PCD Head, KMC
result of evaluation to the Director
University President, through
the KMC Director and Vice
President for Research and
Extension, for final approval
3. Facilitate the processing of the None 1 hour KMC Staff, PCD

monetary incentives for those Head, KMC Director
approved applications
(preparation and forwarding of
voucher and other documents
to the administration units)
282
4. Notify the None 2 minutes KMC Staff, PCD
researchers/applicants of the Head
status of the monetary
incentives.
None 6 days, 1 hour

TOTAL:
and 17 minutes
283
6. Trademark Application
This procedure covers providing assistance to faculty, staff and students in the preparation and processing of trademark
applications
Application Form ITSO Office or online (www.ipophil.gov.ph)
Disclaimer
Drawing
1. Fill out, sign and 1. Receive and assess application None 10 minutes ITSO Technical
submit application form and other requirements Staff and ITSO
form and other Manager
requirements
2. Sign the application form None 2 minutes ITSO Manager
3. File the trademark application Depends on *1 hour ITSO

the or Manager/technical
assessment **1 day staff
of IPOPHIL
staff
284
4. Advise the applicants to return None 2 minutes ITSO Manager /
on a specified date to claim the Technical Staff
Statement of Account and
Certificate of Trademark
Application issued by IPOPHL
2. Claim the Statement Release the Statement of Account None 5 minutes ITSO Technical
of Account and and Certificate of Trademark Staff
Certificate of Application and have them sign as
Trademark received by the client.
Application
Depends on *1 day and 19
the minutes
TOTAL: assessment
**1 hour and 19
of IPOPHIL
minutes
staff
* Online filing
** In-person filing
285
Office of the Vice-President for Academic Affairs
286
the Vice President for Academic Affairs
Office or Division: Office of the Vice President for Academic Affairs
Who may avail: All
1. Present the reference Check the reference number from None 2 minutes OVPAA Staff
the Records Office
2. Receive the document Provide updates if signed, release None 2 minutes OVPAA Staff
by indicating his/her the document and have them sign
name, signature and in the logbook.
date received in the
logbook
287
President for Academic Affairs
Who may avail: All
report
1. Submit the documents 1. Acknowledge receipt of the OVPAA Staff
None 1 minute
2. Review the document as to OVPAA Staff
None 2 minutes
2. Receive the document 1. If found incomplete, return to OVPAA Staff
None 2 minutes
to comply with all end-user/origin/Records Office
required attachments 2. If document is clear and
complete, encode the details None 2 minutes OVPAA Staff
for easy tracking
288
3. Forward the document to the
Vice President for Academic None 1 minute OVPAA Staff
Affairs for approval
Vice President for
4. Approve the document None 1 day Academic Affairs
VPAA’s remarks/ comments on None 5 minutes OVPAA Staff
database for proper
documentation
6. For external communications,
VPAA’s remarks/ comments on OVPAA Staff
None 5 minutes
database for proper
documentation and sent
through email
7. Print log sheet None 2 minutes OVPAA Staff
3. Receive the document Release of documents to the end-
by indicating in the user/origin/Records Office and
logbook his/her name, have them sign in the logbook None 8 minutes OVPAA Staff
signature and date
received
TOTAL: 1 day and

None
28 minutes
289
President for Academic Affairs
G2G – Government to Business Entity
Who may avail: All
report
1. Submit the financial 1. Acknowledge receipt of the
None 1 minute OVPAA Staff
documents for document
approval
None 2 minutes OVPAA Staff
290
2. Receive the document
6. If found incomplete, return to OVPAA Staff
to comply with all None 2 minutes
end-user/origin/Records Office
required attachments
complete, encode the details None 2 minutes OVPAA Staff
for easy tracking
Vice President for Academic None 1 minute OVPAA Staff
Affairs for approval
Vice President for
6. Approve the document None 1 day Academic Affairs
6. Once approved/disapproved, OVPAA Staff

None 5 minutes
encode on database
6. Print log sheet None 2 minutes OVPAA Staff
3. Receive the document Release documents to the end- None 8 minutes OVPAA Staff
by indicating in the user/origin/Records Office and
logbook his/her name, have them sign in the logbook
signature and date
received
TOTAL: 1 day and

None
23 minutes
291
Office of the Student Affairs and Services
292
1. Application/Renewal Procedure for Scholarship
This procedure shows how OSAS assists applicants in the availment/ renewal of scholarship/financial assistance.
Office or Division: Office of Student Affairs and Services

Who may avail: All students who are qualified to apply or renew for scholarship/ financial assistance

Accomplished Application form for Scholarship OSAS and CvSU website (downloadable at
www.cvsu.edu.ph)
Photocopy of certification of grades in the previous semester Concerned College Registrar
Photocopy of the registration form in the current semester Concerned College Registrar
1 pc. 1x1 picture with white background Applicant
1 short ordinary folder Applicant
1. Submit the required 1. Receive and evaluate the None 5 minutes Scholarship
documents required documents Coordinator
2. Issue of Certificate of
Scholarship
2. Receive the Scholarship 2. Sign the logbook under the None 5 minutes Scholarship
Certification column “Released by” Coordinator
2. Advise the student to proceed

to the Registrar / Cashier’s
293
Office for reassessment of
fees
3. New and old scholars Receive the Certification of None 5 minutes Registrar / Cashier
submit Certification of Scholarship and reassess fees
Scholarship to the accordingly
Registrar’s Office and
Cashier Office for the
reassessment of fees
*Qualified for a multi-stage processing
294
2. Admission of First Year Students
This procedure aims to define the system on how to assist all applicants who will submit requirements and ensure that they
will be guided in seeking admission to the University in their desired program.

Who may avail: All incoming first year students

Accomplished Application form for Admission OSAS and CvSU website
downloadable at www.cvsu.edu.ph)
Photocopy of G-12 report card Senior High School
Photocopy of good moral certificate Senior High School
2 pcs. 1x1 picture with white background Applicant
1. Submit the required Receive the required documents None 5 minutes Admission Officer
documents
2. Receive admission Schedule the date of examination None 2 minutes Admission Officer
examination permit
3. Take the admission Administer Admission Examination None *1 hour Guidance Counselor
examination as or Psychometrician
scheduled
295
4. For applicants
seeking admission to
the BS Nursing, BS
Midwifery, BS Medical
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
Engineering Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism Management,
the applicant is
required to undergo
interview
a. Gets interview Release interview form None 2 minutes Admission Officer

form
b. Undergo interview Conduct the interview None *1 hour Department Chair or

at College of Program Head
Nursing (CON) or
HEVTED, College
of Education
(CED)
c. Return to OSAS 1. Receive the accomplished None 1 minute Admission Officer

and submit interview form
accomplished
interview form 2. Issue Notice of Admission
(NOA)
296
5. Receive the NOA Log the NOA number and name of None 10 minutes Admission Officer
student and sign the logbook under Guidance Counselor
the column “Released by”. or Psychometrician
6. Present the NOA to Receive the NOA assist the None 2 minutes University Health
the University Health student for medical examination Services Unit
Services unit/ for
medical examination
TOTAL: None *2 hours and
22 minutes
297
3. Admission Procedure for Transferees from Other School
This procedure aims to define the system on how to assist all transferees from other schools who will submit requirements
and ensure that they will be guided in seeking admission to the University in their desired program.
Who may avail: All students who preferred to transfer to the University

Accomplished Application form for Admission OSAS and CvSU website (downloadable at
www.cvsu.edu.ph)
Photocopy of transfer credentials Applicant’s previous school
Photocopy of NBI clearance or Police clearance National Bureau of Investigation or Police station
1. Present credentials Evaluate and compute the GPA None 10 minutes Admission Officer
for initial evaluation
2. Secure the Notice for Issue interview form None 5 minutes Admission Officer
Evaluation form and
Proceed to concerned
College for their
evaluation
298
3. Undergo interview Conduct the interview None *1 hour College Registrar or
with respective Department Chair or
college Program Head
4. Return to OSAS and Receive the accomplished None 2 minutes Admission Officer
submit the interview form
accomplished Notice
for Evaluation form
5. If qualified from the 1. Receive and file the documents None 5 minutes Admission Officer
evaluation of the
College/Department, 2. Issue Examination permit
submit the following
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
e. 2 copies of 1x1 ID
Picture
f. Short Folder
6. Receive examination Schedule examination None 2 minutes Admission Officer

permit
299
7. Take the admission 1. Administer admission None *1 hour Guidance Counselor
examination as examination or Psychometrician
scheduled
2. Issue Notice of Admission
(NOA)
8. Receive the NOA Log the NOA number and name of None 10 minutes Admission Officer or
Services Unit for
medical examination
36 minutes
300
4. Procedure on Admission of Foreign Students
This procedure aims to define the system on how to assist foreign applicants who will submit requirements and ensure that
they will be guided in seeking admission to the University in their desired program.
Who may avail: Foreign Students who desire to study in the University
OSAS and CvSU website (downloadable at
Accomplished Application form for Admission
www.cvsu.edu.ph)
Photocopy Report Card or transcript of records Applicant’s previous school
Photocopy of student visa (passport) Applicant’s country
Photocopy of Police Clearance from their country of origin Applicant’s country
Photocopy of authenticated affidavit of financial support Applicant
Official receipt for testing fee Cashier’s office
1. Pay for the testing fee Receive payment and issue an Php 500.00 2 minutes Cashier
to the Cashier’s official receipt
Office.
301
documents
3. Receive examination Schedule the date of examination None 2 minutes Admission Officer
permit
4. Take the admission Administer Admission Examination None *1 hour Guidance Counselor
examination as or Psychometrician
scheduled
5. For applicants
BSN, BSMT, BSMid,
Diploma in Midwifery,
BSHRM and BSTM,
the applicant is
required to undergo
interview:
a. Gets interview Release interview form None 2 minutes Admission Officer

form Guidance Counselor
None
b. Undergo interview Conduct the Interview *1 hour College Registrar/
at concerned Department Chair/
college/department Program Head
c. Return to OSAS 1. Receive the accomplished

None 1 minute Admission Officer
accomplished
(NOA)
302
6. Receive the NOA Log the NOA number and name of None 10 minutes Admission Officer/
the column “Released by” or Psychometrician
Services Unit for
medical examination
*2 hours and
TOTAL: Php 500.00
24 minutes
303
5. Procedure on Admission of Second Courser
This procedure aims to define the system on how to assist all second coursers who will submit requirements and ensure that

Students who are already a graduate of a bachelor’s degree and wanted to pursue another
Who may avail:
program
www.cvsu.edu.ph)
1. Present credentials for Evaluate and compute the GPA None 10 minutes Admission Officer
initial evaluation
1.1. Get Notice for Issue interview form None 5 minutes Admission Officer
Evaluation form
and Proceed to
concerned college
/ department for
their evaluation
1.2. Undergo interview Conduct the Interview None 1 hour College Registrar
with respective
college/department
304
1.3. Return to OSAS Receive the accomplished None 2 minutes Admission Officer
and submit the interview form
accomplished
Notice for
Evaluation form
5. If qualified from the Receive payment and issue an Php 150.00 2 minutes Cashier
evaluation of the official receipt
College, pay for the
testing fee at the
Cashier’s office
(*for paying students
only)
documents
permit
8. Take the admission Administer Admission Examination None 1 hour Guidance
examination as Counselor or
scheduled Issue Notice of Admission (NOA) Psychometrician
9. Receive the NOA Log the NOA number and name of None 5 minutes Admission
student and sign the logbook Officer/Guidance
under the column “Released by” Counselor or
Psychometrician
10. Present the NOA to the Receive the NOA assist the None 2 minutes University Health
University Health student for medical examination Services Unit
Services Unit for
medical examination
TOTAL: Php 150.00 2 hours and
33 minutes
*paying students- refers to applicants who already obtained a Bachelor’s degree and wanted to pursue another degree.
305
6. Procedure on Admission for Teacher Certificate Program
This procedure shows how the OSAS assists applicant on the submission of requirements for Teacher Certificate Program.

Students who are already a graduate of a bachelor’s degree and wanted to earn units in
Who may avail:
Education
www.cvsu.edu.ph)
Evaluation sheet duly signed by the Dean of the College of Office of the Dean, College of Education
Education
1 short brown envelope Applicant
1. Submit the required 1. Receive the required documents None 5 minutes Admission Officer
documents
(NOA)
2. Receive the NOA Log the NOA number and name of None 5 minutes Guidance
student and sign the logbook Counselor or
under the column “Released by” Psychometrician
Services Unit for
medical examination
306
307
7. Off-Campus Activities Procedure of Student Organizations
This procedure aims to provide avenues to mold students’ talents and interest to ensure social and cultural growth and
offer leadership trainings to enhance leadership effectiveness of students both at personal and organizational levels.
Who may avail: All recognized students organization
Request letter from the president of the recognized organization Applicant
Activity proposal Applicant
Invitation letter from the organizer of the activity Applicant
CHED Memorandum SDS Personnel (downloadable to CHED website)
List of requirements from CHED SDS Personnel (downloadable to CHED website)
**Before the off- campus activities
Curriculum Applicant
Destination Applicant
Handbook or manual Applicant
Notarized parent’s permit Applicant
Medical clearance of the students University Health Services unit/Campus Health
Services unit
308
Personnel-in-charge (ID’s) Applicant
First aid kit Applicant
Fees/ resources Applicant
Mobility of students Physical Plant and Security Services / Campus Dean
Insurance SDS Personnel
Certificate of compliance SDS Personnel (downloadable to CHED website)
** After the off- campus activities
Learning journals of students Applicant
Assessment report/ evaluation report Applicant
Expenditure report Applicant
1. Submit request letter for Evaluate requirements None 10 minutes SDS Head or OSAS
initial evaluation Staff
Issue notice of completion of
requirements
2. Receive Notice of 1. Sign and recommend the None 10 minutes SDS Head or OSAS
Completion request letter to the Dean of Staff
OSAS
2. Endorse to the Vice President

for Academic Affairs for
approval
309
3. Release the approved letter OVPASS Staff /
of request to the concern OSAS Staff
organization
3. Conduct the event or Monitor the event or activity. None 15 minutes SDS Head or OSAS
activity. Staff
4. Submit accomplishment Receive accomplishment report, None 5 minutes SDS Head or OSAS
report, financial report, financial report, and Staff
and accomplished accomplished evaluation forms
evaluation forms
310
8. Admission Procedure for Transferees from CvSU System
This procedure aims to define the system on how to assist all transferees from CvSU system who will submit requirements


All students who preferred to transfer to the University
Who may avail:

www.cvsu.edu.ph)
initial evaluation
2. Get Notice of Interview Issue interview form None 5 minutes Admission Officer
Form and Proceed to
concerned
college/department for their
evaluation
3. Undergo interview with Conduct the interview None *1 hour College
respective college/ Registrar/Departm
department ent Chair /
Program Head
311
submit the accomplished interview form
interview form
5. If qualified from the 1. Receive and file the None 5 minutes Admission Officer
evaluation of the College, documents
documents to OSAS: 2. Issue Notice of Admission
a. Photocopy of Certificate (NOA)
of Grades
b. Photocopy of Certificate
of Good Moral
c. Photocopy of Honorable
Dismissal
d. 2 copies of 1x1 ID
Picture
e. Short Folder
6. Receive the NOA Log the NOA number and name None 5 minutes Admission Officer /
of student and sign the logbook Guidance
Psychometrician
7. Present the NOA to the Receive the NOA assist the None 2 minutes University Health
University Health Services student for medical examination Services Unit
Unit for medical
examination
TOTAL: None *1 hour and
29 minutes
312
9. Recognition and Accreditation Procedure for Student Organizations
This procedure aims to assist the students, enumerate the requirements, and facilitate the recognition and accreditation
student organizations.
Who may avail: All student’s organization who applied for University Organization Recognition
List of Officers Applicant
Calendar of Activities Applicant
Resume/CV of the Adviser (s) Applicant
Latest Certificate of Grades of the Officers Office of University Registrar (www.cvsu.edu.ph) /
Campus Registrar/ Adviser
Picture of the Officers with caption identifying the individual Applicant
position
Constitution-and By-Laws approved by the Officers and the Applicant
Advisers
Updated list of members Applicant
Bio data of the Organization Officers Applicant
Certificate of Good Moral of the Officers College Guidance Facilitator / Counselor / Campus
Department
313
Acceptance Letter from the Adviser SDS Unit – OSAS
*Additional Requirements For Old Organization
Accomplishment report Applicant
Financial report Applicant
Previous plan of activities Applicant
Certificate of audit Applicant
1. Submit requirements Receive and evaluate the required None 10 minutes SDS Head or OSAS
for initial evaluation documents Staff
2. Receive notice if Issue notice of completion of None 5 minutes SDS Head or OSAS
submitted documents requirements Staff
are complete.
3. Receive the Notice of Conduct the recognition and None 15 minutes SDS Head or OSAS
Completion accreditation program of student Staff
organizations and induction of
officers for the entire school year.
4. Attend the recognition 1. Document the program None 15 minutes SDS Head or OSAS
and accreditation Staff
program 2. File the submitted documents
4.1 Receive a of the recognized student
certificate of organizations
recognition
314
10. Approval of Student Activities Procedure for Student Organizations
This procedure aims to provide avenues to mold students’ talents and interest to ensure social and cultural growth and offer
leadership trainings to enhance leadership effectiveness of students both at personal and organizational levels.
Who may avail: All recognized student organization
Written request letter addressed to the University President,
recommended by the adviser/s, Head of SDS, Dean of OSAS Applicant
and Vice President for Academic Affairs.
Activity Proposal Applicant
Copy of the approved Plan of Activities Applicant
Notarized Parent’s Permit if the activity is scheduled on
Applicant
weekends or 6:00 pm onwards.
1. Submit request letter 10 minutes SDS Head or OSAS
1. Evaluate requirements None
for initial evaluation Staff
2. Issue notice of completion of
requirements
315
2. Receive notice of 1. Sign and recommend the
completion request letter to the Dean of
OSAS/ Director/Head of OSAS
SDS Head or OSAS
2. Endorse to the Vice President 10 minutes Staff
for Academic Affairs or Campus None
Administrator for approval OVPAA Staff/OSAS
Staff
3. Release the approved letter of
request to the concerned
organization
3. Conduct the event or Monitor the event or activity. SDS Head or OSAS
activity. None 15 minutes Staff
4. Submit Receive accomplishment report,

accomplishment financial report, and accomplished None 5 minutes SDS Head or OSAS
report, financial evaluation forms Staff
report, and
accomplished
evaluation forms
316
11. Counseling Procedure for Students
This procedure shows how to facilitate positive change in the behavior, feelings, and attitudes of the students to promote
academic, personal, social, and career development.
Who may avail: All students who are enrolled in the University
Referral Form OSAS
Counseling Form OSAS
Appointment/Commitment Slip OSAS
Informed Consent Form
Counseling Completion Form OSAS
1. Seek counseling and Receive counseling form for walk- None 5 minutes Guidance Counselor
fill out Counseling in and referred clients or Guidance
Form Facilitator or
designated faculty
member
2. Undergo initial 1. Conduct initial interview None 10 minutes Guidance Counselor
interview or Guidance
Facilitator or
317
2. Give appointment/ commitment designated faculty
slip for student to fill out member
3. Fill out the Conduct counseling/ consultation None *45-min to 1hr and Guidance Counselor
appointment/commitm process and document the process half per session or Guidance
ent slip and undergo Facilitator or
counseling session designated faculty
member
4. Fill out counselling/ 1. Issue Counseling /Consultation None 5 minutes Guidance Counselor
consultation logbook Completion Form or Guidance
Facilitator or
2. Advise the student to expect a designated faculty
call or text message for follow member
up consultation
None *1 hour and
TOTAL:
20 minutes
318
12. Follow-up Counseling Procedure for Students
This procedure aims to facilitate positive change in the behavior, feelings, and attitudes of the students to promote
Contact number
To be provided by the client
Email Address
2. Receive phone call, Inquire about the current status of None 5 minutes Guidance Counselor
text message, e-mail the student since prior consultation or Guidance
or if necessary, face to Facilitator or
face for a follow up designated faculty
consultation meeting member
2. Inform OSAS of their Record and file the current status None 10 minutes Guidance Counselor
current status and of student for future reference or Guidance
have them fill out the Facilitator or
consultation logbook designated faculty
member

319
13. Consultation Procedure for Parents
This procedure shows how the OSAS assists parents in identifying problems of their students, their causes, and possible
alternatives or solutions

Who may avail: All parents whose children are enrolled in the University
Anecdotal Form OSAS
1. Walk-in and log in the Receive parent or guardian None 5 minutes Guidance Counselor
visitor’s information or Guidance
log book Facilitator or
designated faculty
member
2. Undergo initial Conduct initial interview None 30 minutes Guidance Counselor
interview and or Guidance
assessment Facilitator or
designated faculty
member
3. When necessary, Write letter of referral to college/ None 15 minutes Guidance Counselor
parent/ guardian is department or Guidance
referred to concerned Facilitator or
320
college/ department designated faculty
for more appropriate member
intervention or action
321
14. Complaint on Student and Grievance Procedure
This procedure shows how to assist students, faculty members and employees who have complaints against students
Who may avail: Student, faculty member or employee who has a complaint against student
Complaint letter Complainant
1. Submit complaint 1. Receive the complaint letter None 5 minutes Secretary,
letter Committee on
2. Endorse the letter to the 5 minutes Misdemeanor
Committee on Misdemeanor
3. Decide whether the complaint Committee on

has to be acted upon and call 1-2 hours Misdemeanor
for the investigation
4. Issue response letter

2. Receive the response Sign the logbook under the column None 5 minutes Secretary,
letter and sign the “Released by” Committee on
logbook under the Misdemeanor
column” Received by”
322
None 2 hours and
TOTAL:
15 minutes
323
15. Issuance of Certificate of Good Moral Character
This procedure shows how to assist bonafide students and graduates who would want to secure Certificate of Good Moral
Character

Who may avail: All bonafide students and graduates

Accomplished University Clearance Applicant’s concerned college
Official Receipt for Certification of Good Moral Character Cashier’s Office

1. Pay for the Certification of Receive payment and issue an

2 minutes Cashier
Good Moral Character at official receipt Php 15.00
the Cashier’s Office.
None
2. Present the required MIS Officer/ OSAS
Receive and check the required 5 minutes
documents to the Office of Staff
documents
Student Affairs
3. Fill out the request for Prepare and release the MIS Officer/ OSAS
5 minutes
Good Moral Certificate Certificate of Good Moral None Staff
Sheet Character
324
Sign Good Moral Certificate MIS Officer/ OSAS
4. Receive the Certificate 5 minutes
Sheet under the column None Staff
Good Moral Character
“Released by”
TOTAL: 17 minutes
Php 15.00
325
University Registrar
326
4. Issuance of School Credentials/Documents
This procedure aims to facilitate the issuance of school credentials and other documents to CvSU graduates to be used for
employment, evaluation or further studies and including those who opt to transfer to other schools.
Office or Division: University Registrar
Who may avail: Graduates and continuing students

Certificate of Admission Office of the University Registrar
Personal Information Sheet Office of the University Registrar
Registration Form Office of the University Registrar
1. Request for University Receive the accomplished None 5 minutes Registrar Staff
Clearance Form (first University Clearance or Request
request) or fill out Slip and issue order of payment to
Request Slip (for the client
subsequent request)
For online request:

Register and fill out
the google form
posted at cvsu.edu.ph
327
1. Pay the necessary fee Check the Official receipt and Php 50.00/ 5 minutes Registrar Staff
for the requested issue the claim stub to the client page for TOR
documents at the
Cashier’s Office or Php 15.00/
thru online payment page for
Certification
2. Receive the claim Evaluate the students’ records and None *7 days Registrar Staff
stub bearing the date prepare the requested documents
of release of the
requested documents
3. Claim the document Check the claim stub and release None 2 minutes Registrar Staff
on the specified date the requested documents to the
of release client
Php 50.00/ *7 days and

TOTAL: page for 12 minutes
TOR
Php 15.00/
page for
Certification
*Ready for release within 7 days after receipt of request
328
4. Registration of New Students
This procedure aims to facilitate registration processes of new students that ensures safekeeping of student records and
accurate enrolment to a particular program.
Who may avail: All new students

Certificate of Admission Office of the University Registrar
Personal Information Sheet Office of the University Registrar
Registration Form Office of the University Registrar
1. Submit all the required 1. Check, receive all the None 6 minutes Registrar staff
original documents for required original
enrolment including the documents and a copy
Accomplished Personal of the uploaded
Information Sheet or via Personal Information of
registrarmain@cvsu.edu.ph student.
registrarmain.request@cvsu.edu.ph
2. Assign Student Number
and issue Certificate of
Admission and
Registration Form.
329
2. Receive Certificate of Validate the Registration None 6 minutes Registrar Staff
Admission and Registration Form and keep a copy.
Form.
3. Sign the validated 3. Return another copy to None 2 minutes Registrar Staff
Registration Form student.
3. Advise the student to

keep a copy of the
Registration Form for
future reference
330
3. Registration of Continuing Students
This procedure aims to facilitate the registration of the continuing students in different colleges.
Office or Division: College Registrar

Who may avail: All Continuing Students
Student Clearance
Certificate of Grades
College Registrar
Pre-Registration Form
Registration Form
1. Secure and submit an Check the completeness of the
approved student submitted clearance and issue
None 2 minutes College Registrar
clearance Certificate of Grades and Pre-
registration form.
2. Fill out Pre-registration 1. Receive and evaluate the filled-
form with subjects to out pre-registration form.
be enrolled in None 6 minutes College Registrar
consultation with 2. Prepare and issue Registration
respective Registration form to student.
331
Adviser and submit the
same together with a
photocopy of
(COG) to the college
registrar.
3. Receive and sign the 1. Receive and validate the duly None 6 minutes College Registrar
Registration Form and signed Registration Form of
return the same to the student by putting a
College Registrar for “Registered” stamp.
validation.
2. Provide a copy to the student
and keep a copy for submission
to the Office of the University
Registrar.
4. Receive a copy of the Consolidate all the copies of
duly stamped registration forms received from
Registration form and the students and submit to the None 1 minute College Registrar
keep it for future University Registrar for system
references. validation.
332
4. Registration of Transferees
This procedure aims to facilitate the registration of all transfer students.
Who may avail: All new transfer students.
Registration Form Office of the Campus Registrar
1. Submit all the required 2. Check, receive all the required University Registrar
None 6 minutes
original documents for original documents; copy of the staff
enrolment including uploaded Personal Information
results of interview, Sheet and Pre-registration form
checklist of subjects issued by the college.
credited by the college
or department 2. Assign Student Number and
concerned and the issue Certificate of Admission
Accomplished and Registration Form.
Personal Information
Sheet (cvsu.edu.ph)
333
2. Receive Certificate of 1. Receive and validate the duly None 6 minutes University Registrar
Admission and signed Registration Form of staff
Registration Form. student by putting a
“Registered” stamp.
2.1 Sign the issued
Registration Form 2. Provide a copy to the student
and return the and keep a copy for system
same to the validation.
University
Registrar for 3. Advise the student to keep a
validation. copy of the Registration Form
for future reference
334
5. Registration of Shiftees
This procedure aims to facilitate the registration of all shiftees.
Office or Division: College Registrar / Campus Registrar

Who may avail: All student shiftees.
1. Fill out Letter of Intent Evaluate grades of student Department Chair or

and have it sign by Faculty assigned to
College officials None 5 minutes program the student
indicated in the form intends to shift.
2. Undergo interview at
1. Conduct interview for further
the Department
assessment.
/College the student None 10 minutes
intends to transfer.
2. Issue Pre-registration Form
335
3. Fill out Pre-registration 1. Receive and evaluate the
form with subjects to accomplished pre-registration None 5 minutes College Registrar
be enrolled in form.
accordance to what
the Department 2. Prepare and issue Registration
advises and submit form to student.
the same together with
a photocopy of
registrar.
validation.
Registrar for system validation.
336
6. Registration of Old Student Returnees
This process aims to facilitate the registration of all Old Student Returnees.
Office or Division: College Registrar / Campus Registrar

Who may avail: All Old Student Returnees
1. Fill-out the Evaluate grades of student None 5 minutes
Readmission Form or Registration Adviser
send to cvsu.edu.ph
and have it signed by
College officials
indicated in the form.
2. Undergo interview at 1. Conduct interview to determine
the Department the student’s eligibility for
/College last attended. readmission
2. Issue Pre-Registration Form

3. Fill out Pre-registration 1. Receive and evaluate the filled- None 5 minutes College Registrar
be enrolled in
337
consultation with the 2. Issue Registration form
Registration Adviser
and submit the same
together with a
photocopy of
registrar.
Registration Form and sign Registration Form of
validation.
and keep a copy for
submission to the Office of the
University Registrar for system
validation.
338
University Library
339
1. Use of Library Facilities, Services and Resources
This procedure shows how the library assists interested clients in using library facilities, services and resources.
Office or Division: Library

Students, Faculty Members, Employees and Alumnus and Library Patrons from Other
Who may avail:
Institutions
1. Valid CvSU Student, Staff, or Alumni IDs Office of University Registrar, HRDO, or Alumni Office
2. Latest Registration Form Office of University Registrar
3. Referral Letter (Library Patrons from Other Institutions) From the Librarian of their Institution (for students), from
the Dean (for the faculty members) or the Head of Unit
(for employees)
For CvSU student, Check the CvSU ID presented and None 1 minute Assigned Clerk
faculty member, latest Registration Form
employee and alumni
1. Present their valid

CvSU ID and latest
registration form.
340
2. Write in the logbook Assist the client in filling out the None 1 minute Assigned Clerk
and leaves logbook.
unnecessary things in
the baggage area of
the section where
they will avail the
services.
3. Proceed to the OPAC If necessary, assist library patrons None 1 minute Assigned Clerk
station for the in using the OPAC Stations
title/author and call
number needed for
research.
For Visitor
1. Present referral letter Receive a letter of referral None 1 minute Assigned Clerk
to librarian in-charge
2. Sign the record book Receive payment Php 30.00 1 minute Assigned Clerk
and pay for the library
fee
3. Log in the visitors’ Assist the client in filling out the None 2 minutes Assigned Clerk
logbook and leave logbook.
the baggage area of
the section where
they will avail the
services.
4. Proceed to the OPAC If necessary, assist visitors in using None 1 minute Assigned Clerk
station for the the OPAC Stations
number needed for
research.
341
TOTAL: 3 minutes
Php 30.00
(CvSU Students,
(for Visitors
Employees and
only)
Alumni)
5 minutes
(for Visitors only)
342
2. Borrowing and Returning of Books and Other Library Materials
This procedure how the library assists interested clients in the borrowing and returning of books and other library materials.

Who may avail: Students, Faculty Members and Employees

For new students:
Library sticker attached to registration form or student Office of the University Registrar
identification card
For old registrants:
Student identification card Office of the University Registrar
For Faculty Members and Employees
CvSU identification card Human Resource Development Office
Students, faculty Borrowing of library materials:
members and employees 1. Check out the books to be
present books to be borrowed by scanning the None 1 minute Assigned Clerk
borrowed. barcodes
2. Print slips for the borrowed

books.
3. Stamp due date on the date due

slip.
343
4. Fill book cards of the books
borrowed.
Returning of library materials:

1. Check in the books borrowed by None 2 minutes Assigned Clerk
scanning their barcodes.
2. Insert the book cards and

shelves these books.
1 minute
TOTAL: (Borrowing)
None
2 minutes
(Returning)
344
3. Issuance Library Account for New Registrants
This procedure covers the Issuance of Library Account Sticker for New Registrants

For students:
Latest Registration Form Office of the University Registrar
Valid CvSU ID
For faculty members and employees:
New students, faculty 1. Provide the students, faculty None 1 minute Assigned
members and employees members and employees with Guard/Clerk
inquire about issuance of slips to be filled up.
Library Account Sticker 2. Encode Students/faculty None 2 minutes per client Assigned Clerk and
members/ employee’s data. Client
3. Take picture of the client with None 2 minutes per client Assigned Clerk
webcam, stamp validity of the
library account and counter
sign Registration Form of
students
345
4. Issue Library Account Sticker to None 1 minute Assigned Clerk and
student, faculty members and Client
employees to be put on display
on their CvSU ID.
346
4. Replacement of Lost Library Account Sticker
This procedure aims to provide new library account sticker for students, faculty members, and employees.

Affidavit of Loss Any Attorney’s Office
Present Affidavit of Loss. 1. Receive Affidavit of Loss. None 1 minute Assigned Clerk
.
2. Check from the database of None 2 minutes Assigned Clerk
registered clients and update
data if necessary.
3. Release new library account None 2 minutes Assigned Clerk

sticker to client.
347
5. Validation of Library Account for Old Registrants
This procedure aims to verify library patrons’ records in the database, validation of their library account and issuance for
stickers for old registrants
For students:
Valid CvSU ID
1. Request validation of 1. Provide the students, faculty None 1 minute Assigned Clerk
library account. members and employees with
slips to be filled out.
2. Check registration form for the

current semester together with
their valid CvSU ID
348
2. Student present their 1. Verify the encoded data of the None 1 minute Assigned Clerk
latest registration form client and update the record if
and CvSU ID while necessary. Countersign and
faculty members and stamp validity date on their
employees present Registration Form.
their Employees ID.
2. Issue a Library Account Sticker
to students, faculty members
and employees to be put on None 1 minute Assigned Clerk
display on their CvSU ID.
349
University Main Colleges
350
College of Agriculture, Food, Environment and Natural Resources
351
1. Submission of Documents for Approval / Endorsement
This procedure aims to ensure that completed staff work (CSW) is properly observed prior to the approval/endorsement of
the Dean of College of Agriculture, Food, Environment and Natural Resources
Office or Division: Office of the Dean
Who may avail: All
report
1. Submit the document 1. Acknowledge receipt of the College Clerk.
None 1 minute
2. Review the completeness of College Clerk
None 2 minutes
attached documents
2. Receive the document 1. If found incomplete, return to College Clerk
None 1 minute
to comply with all the the end-user/origin
needed attachments 2. If document is complete,
encode the details to the None 2 minutes College Clerk
352
Dean for approval / None 1 minute College Clerk
endorsement
next office that needs to take None 2 minutes College Dean
action
3. Receive the Have the client sign in the logbook College Clerk
None 1 minute
documents
353
2. Issuance of the Certificate of Good Moral Character (for College and University use only)
This procedure covers how the Office of the Dean facilitate the issuance of the Certificate of Good Moral Character for the
use of the College/University offices and other student organizations inside the Campus.
Proof of payment Secured personally by the student from the University
Cashier’s Office
Accomplished request slip Secured personally by the student from the Office of the
Guidance Facilitator
1. Fill out request slip Check and receive accomplished None 2 minutes College Guidance
from the Office of the request form Coordinator/
Dean Facilitator
2. Pay to the Cashier’s 1. Receive the payment P15.00 5 minutes Staff of the
Office Cashier’s Office
2. Issue proof of payment
3. Check the proof of Check the receipt/proof of payment None 1 minute College Guidance
payment form the Cashier’s Office Coordinator/
Facilitator
354
4. Receive the claim stub 1. Prepare the requested None 1 day Staff of the Office of
bearing the date of certificate by the staff of the the Dean
release of the Office of the Dean
requested certificate
1.1 Evaluate the students’ Guidance
records by the Guidance Coordinator/
Coordinator Facilitator
1.2 Issue the certificate Guidance

Coordinator/
Facilitator
5. Present the claim stub Release the requested certificate None 2 minutes Staff of the Office of
on the date indicated and have it signed as received by the Dean
therein the client
None 1 day and

TOTAL:
10 minutes
355
3. Procedures on Implementation of Retention Policy for the degree Bachelor of Science in
Agriculture
This procedure aims to maintain the quality of future graduates of the course and ensure high percentage of licensure
exam passers
Office or Division: College Registrar
Who may avail: All Incoming 3rd Year BSA Students
Certificate of Grades (COG) College Registrar
1. Submit COG to Evaluate the submitted COG if the None 1 hour Registration adviser
registration advisers student has no failing mark in any
academic subject and a general
weighted average (GWA) of 2.00.
2. Communicate with the Inform the student about their None 1 hour Registration adviser
registration adviser status and advise whether they
about the result of the can continue with the BSA
evaluation program or not.
TOTAL: None 2 hours
356
4. Deployment of OJT students for BS Food Technology
This procedure aims to deploy students in the industry partners as intern/practicumers of the College for the BS Food
Technology program to improve their competencies.
Office or Division: Institute of Food Science and Technology
Who may avail: All BS Food Technology students enrolled in OJT subjects
Registration form College Registrar
Curriculum Checklist Registration Adviser
Resume Student
Certificate of Attendance in the OJT Orientation OJT Coordinator
Memorandum of Agreement OJT Coordinator
Written Consent Parents/ Legal Guardian
1. Attend mandatory 1. Explain the concept, objectives, None 3 hours OJT Coordinators
Pre-OJT Orientation mechanics, and requirements and OJT advisers
of the OJT program;
1.1 Provide tips on grooming,
customer relations, work
values and online etiquette
357
1.2 Brief the students about
the nature of work that
awaits them in the industry
1.3 Discuss the

evaluation/grading system
for OJT
1.4 Lecture on Sexual

Harassment in the
Workplace
2. Submit all required 1. Review all documented papers None 1 day OJT Adviser
documents to OJT for validity and credibility and
advisers signs pertinent documents
2. Endorse the documents to the OJT Coordinator

Office of the Dean
3. Sign pertinent documents College Dean

3. Submit all documents Accompany the student to the OJT None 1 day OJT Coordinator
to the OJT site site and/or Adviser
None 2 days and

TOTAL:
3 hours
358
College of Arts and Sciences
359
the Dean of College of Arts and Sciences.
Who may avail: All
report
1. Submit the document 1. Acknowledge receipt of the
None 1 minute
2. Review the completeness of
None 2 minutes
attached documents Clerk at the Dean’s
2. Receive the document 1. If found incomplete, return to Office
None 1 minute
encode the details to the log None 2 minutes
book for recording.
360
Dean for approval / None 1 minute
endorsement
next office that needs to take None 2 minutes
action
3. Receive the Advise the client to forward the
documents document to next office that needs
None 1 minute Client
to take action and have it signed in
the logbook
361
Proof of payment Personally, secured by the student from the University
Cashier’s Office
Accomplished request slip Personally filled-up by the student at the Office of the
Dean
1. Fill out request slip Check and receive accomplished None 2 minutes Staff of the Office of
from the Office of the request form the Dean
Dean
2. Pay at the Cashier’s 1. Receive the payment Php 15.00 5 minutes Staff of the Cashier’s
Office Office
2. Issue Official Receipt
3. Check the proof of Check the receipt/proof of payment None 1 minute Staff of the Office of
payment form the Cashier’s Office the Dean
362
2. Print the certificate being
requested
5. Present the certificate 1. Evaluate students’ records None 5 minutes Program Coordinator /
for signature Department
2. Conduct interview with the Chairperson / College
student Dean
3. Sign the certificate

therein the client
Php 15.00 1 day and

TOTAL:
15 minutes
363
College of Criminal Justice
364
the Dean of College Criminal Justice.
Who may avail: All
report
None 1 minute
None 2 minutes
attached documents
None 1 minute
365
endorsement
action
3. Receive the Advise the client to forward the
documents document to next office that needs
None 1 minute College Clerk
to take action and have them
signed in the logbook
366
Cashier’s Office
Dean Facilitator
2. Pay at the Cashier’s 1. Receive the payment P15.00 5 minutes Staff of the
Facilitator
367

Coordinator/
Facilitator
therein the client
None 1 day and

TOTAL:
10 minutes
368
3. Borrowing of Laboratory Equipment and Materials
This procedure aims to facilitate the borrowing of laboratory equipment and materials.

Who may avail: All Faculty Members and Researchers (faculty, staff and students)
Borrower/Return Slip Laboratory Technician
1. Inform the Property Issue the borrower/return slip
Custodian of the
laboratory equipment None 1 minute Property Custodian
and/or materials to be
used.
2. Fill out and submit the 1. Prepare the borrowed
Slip with complete laboratory equipment and/or
information materials with a checklist of
parts, number of items, Laboratory
condition and functionality in None 2 minutes Technician
front of the borrowing client.
Note: client shall conform first
before release.
369
2. Release the item (s) to the Laboratory
client None 1 minute Technician
3. Use the laboratory Assist in setting-up and/or calibrate
Laboratory
equipment/materials the laboratory equipment for use. None 5 minutes Technician
properly.
4. Return the laboratory 1. Inspect the None 10 minutes Laboratory
equipment/materials. equipment/materials for Technician
completeness and functionality
in front of the borrowing client.
2. Mark the borrower/return slip

with necessary remarks as to
the condition of the returned
item(s)
3. Submit the borrower/return slip

to the Property Custodian.
4. Store the item(s) borrowed
370
College of Education
371
1. Rental of the CvSU Multi-Purpose Quadrangle (Non-University Related Activities)
This procedure shows how the Office of the Dean facilitates the rental of the CvSU Multi-Purpose Quadrangle for the non-
university related activities sponsored by individuals/agencies outside of the university.
Who may avail: Individuals/agencies outside of the University

Approved letter of request from the College Dean Personally secured by the client from the Office of the
Dean
Order of Payment Personally secured by the client from the Accounting
Office
Proof of Payment Personally secured by the client from the University
Cashier’s Office
1. Check the availability Check the schedule of the None 1 minute Staff of the Office of
of the Quadrangle for Quadrangle on the record the Dean
scheduling
2. Secure approval of Check the relevance and None 1 day College Dean
the College Dean importance of the activity
372
3. Present the approved 1. Prepare the order of payment None 3 minutes Staff of the
letter of request to the Accounting Office
Accounting Office 2. Release the order of payment
4. Present the order of 1. Receive the payment Php 2,000.00 10 minutes Staff of the Cashier’s
payment to the Office
Cashier’s Office 2. Release the proof of payment
5. Present the Finalize the schedule for the use of None 2 minutes Staff of the Office of
photocopy of the proof the quadrangle the Dean
of payment to the
Office of the Dean
6. Receive the Explain the guidelines None 3 minutes Staff of the Office of
guidelines on the Dean
responsible use of the
quadrangle
7. Receive the permit to Release the permit None 1 minute Staff of the Office of
use the quadrangle the Dean
TOTAL: Php 2,000.00 1 day and

20 minutes
373
the Dean of College of Education.
Who may avail: All
report
None 1 minute
None 2 minutes
attached documents
None 1 minute
374
endorsement
action
None 1 minute
documents
375
Cashier’s Office
Dean Facilitator
Facilitator
376

Coordinator/
Facilitator
therein the client
None 1 day and

TOTAL:
10 minutes
377
4. Procedures on Implementation of Retention Policy for Education
exam passers
Office or Division: Teacher Education Department (TED)
Who may avail: All Incoming 2nd Year Education Students

Certificates of Grades (COG) College Registrar
1. Submit COG to 1. Evaluate the submitted COG if None 1 hour Academic Advisers
advisers the student is qualified to take
the Standard Aptitude Test for
Teachers (SATT).
2. Submit a list of qualified SATT

takers to the Guidance
Coordinators.
2. Take Standard Facilitate the Standard Aptitude Php 20.00 3 hours Guidance
Aptitude Test for Test for Teachers (SATT) Coordinator
Teachers (SATT).
3. Wait for the SATT Check the Standard Aptitude Test None *3 days Guidance
result for Teachers (SATT) Coordinator
**2 hours
4. Get the Result of Inform the students of the next None 5 minutes Guidance
SATT procedures Coordinator
378
5. Attach the result of Sign the Pre-Registration of the None 5 minutes Academic Advisers
SATT to Pre- students
registration
TOTAL: Php 20.00 3 days, 4 hours,

and 10 minutes
(for group takers)
6 hours and
10 minutes (for
individual takers)
* minimum for group takers

** for individual takers
379
5. Deployment of OJT students for BSHRM, BSHM, DHRM and BSTM
This procedure shows how the OJT was redesigned to Online or Virtual On-the-Job Training to facilitate the completion of
the course remotely. It is an online internship/ practicum where students will gain experiences from linkage establishments
through distance learning.
Office or Division: Home Economics Vocational and Technical Education Department
Who may avail: All BSHM/BSHRM/DHRM and BSTM students enrolled in OJT subjects
Resume Student
of the OJT program;
1.1 Provide tips on grooming,

values and online etiquette;
380
1.2 Brief the students about the
qualifications,
compensation levels, and
post- ECQ outlook in the
various sectors of the
industry;
1.3 Orient the students about

awaits them in the
establishment.
2. Submit all required Review all documents for validity None 1 day OJT Adviser
documents to OJT and credibility
advisers
3. Attend the virtual OJT 1. Facilitate virtual training None *3 hours OJT Adviser
in the comforts of their arrangements
home
1.1. Prepare students for the
“new normal” conduct of
transactions in the industry
4. Attend the virtual OJT Contact alumni working in the None 3 hours OJT Adviser and
conducted by alumni industry and sets schedule for a Alumni working in
of the University training regarding industry the industry
practices
5. Attend webinars and 1. Provide links for webinars; None 3 hours OJT Adviser
other online tourism
and hospitality 1.1 Suggest online resources
resources for
supplemental learning
381
1.2 Conduct post-webinars
discussion hours
6. Submit all required Evaluate performance of students None *3 hours OJT Adviser
activities like info through submitted activities
graphics and video
demonstration for the
assessment of
learning
None 2 days and

TOTAL:
*7 hours
*Weekly
382
6. Deployment of Practice Teachers
This procedure shows how the TED evaluates students prior to their deployment as Practice Teachers.
Who may avail: All BSE/BEE 4th year students

Certificates of Grades and Checklist of Courses College Registrar
1. Submit the copy of Evaluate subjects taken by the None 5 minutes Student Teaching
subjects taken in the student Supervisor
last 3 1/2 years
certified by the
University Registrar
2. Secure the Issue endorsement None 2 minutes Student Teaching

endorsement letter letter/deployment letter Supervisor
approved by the
Schools Division
Superintendent or
Principal of Private
Schools.
3. Get the date of Issue deployment date None 2 minutes Student Teaching
deployment to the Supervisor
383
cooperating school
assignment
4. Report to the Deploy student teacher None *2 hours Student Teaching

cooperating school Supervisor
assignment on
deployment date with
the Student Teaching
Supervisor

9 minutes
* depending on the place from CvSU
384
7. TCP (Teacher Certification Program) Evaluation
This procedure shows how the applicants for the TCP are assisted and evaluated.
Who may avail: All 4-year graduates of different programs who wants to have units of Education

Transcript of Records CEd Clerk and or Faculty of TED

1. Submit TOR to the 1. Receive the requirement for None 15 minutes CEd Clerk and/or
College of Education evaluation. Faculty of TED
2. Informs the applicant of the
result of evaluation.
2. Secure copy of Issue Recommendation None 1 minute CEd Clerk and/or
Recommendation that Faculty of TED
the applicant is
accepted to the
Program.
3. Submit to Office of the Receive the NOA None 1 minute OSAS Staff
Student Affairs and
Services (OSAS) the
Recommendation for
the copy of Notice of
Admission.
385
8. Procedures on Borrowing of HEVTED Laboratory Tools and Equipment
This procedure aims to facilitate the borrowing of HEVTED laboratory tools and materials.
Office or Division: Home Economics Vocational and Technical Education Department

Who may avail: All Hospitality Management/Tourism Management students enrolled in laboratory subjects
Requisition Form HEVTED Laboratory Technician Office

1. Identify the utensils Check the completeness of lab None 15 minutes Faculty in charge
needed for a tools/utensils/equipment to be
laboratory used in the laboratory activity
task/activity.
2. Secure a copy of Issue the official requisition form None 1 minute Students and
requisition form from used in borrowing laboratory items Laboratory
HEVTED Laboratory Technician
Technician Office
3. Fill out laboratory Verify the items and specifications None 5 minutes Students, Faculty in
requisition form indicated and affix signature upon charge
confirmation
4. Submit of requisition Prepare the requested items None 10 minutes Laboratory
form to laboratory Technician
technician duly signed
by the teacher-in-
386
charge of the
laboratory subject.
5. Check and receive Check the condition and None 5 minutes Students and
requested completeness of issued item in the Laboratory
tools/utensils/equipme presence of the laboratory Technician
nt and deposit school technician
identification card.
6. Return borrowed Check quantity and condition of None 5 minutes Laboratory

utensils and returned tools /utensils /equipment Technician
equipment based on based on the requisition form
the requisition form to
the stockroom
7. Claim the deposited Return the deposited identification None 1 minute Laboratory
Identification card card of the borrowing student Technician
387
9. Use of the CvSU Multi-Purpose Quadrangle (University-Related Activities)
This procedure covers how the Office of the Dean facilitates the use of the CvSU Multi-Purpose Quadrangle for the university
activities sponsored by the different university offices, student organizations and other agencies who ties-up with any of the
offices of the university.
G2C – Government to Citizen, G2B – Government to Business, G2G – Government to
Government
Offices of the University, Student Organizations and other agencies who ties-up with any of the
Who may avail:
offices of the university
Approved letter of request from the University President Personally secured by the client from the office of the
(University Activities) University President

1. Check the availability Check the schedule of the None 1 minute Staff of the Office of
of the Quadrangle for Quadrangle on the record the Dean
scheduling
2. Secure approval of Check the relevance and None 5 days Concerned Offices
the University importance of the activity of the University
President
3. Present the approved Finalize the schedule for the use of None 2 minutes Staff of the Office of
letter of request the quadrangle the Dean
388
4. Receive the Explain the guidelines None 3 minutes Staff of the Office of
guidelines on the Dean
responsible use of the
quadrangle
5. Receive the permit to Release the permit None 1 minute Staff of the Office of
use the quadrangle the Dean

7 minutes
389
College of Education
Laboratory Science High School
390
2. Registration of New Students of the Laboratory Science Highschool
This procedure aims to provide certificate of admission with student number and registration forms to new students.
Office or Division: Office of Laboratory Science High School

Who may avail: All old students and qualifiers for Grade 7 and 11 Entrance Examination with confirmed slots
Certificate of Admission Office of Laboratory Science High School
Personal Information Sheet Office of Laboratory Science High School
Registration Form Office of Laboratory Science High School
1. Fill out Personal Receive and save the student’s None 5 minutes LSHS Staff
Information Sheet via Personal Information
Google form through
the link.
ced_lshs@cvsu.edu.ph
2. Submit all the required 1. Check, receive, and save all None 1 day LSHS Staff
scanned documents for the required scanned
enrolment via email to documents
-Please use this format 1.1 Send a letter of
as “Subject” confirmation of admission
391
Surname_FirstName_ and the student’s official
MiddleInitial_Grade assessment of fees.
-Only pre-registration
through this email will
be processed.
3. Pay the school fees in Wait for the Deposit slip Based on 1 day LSHS Staff
any LANDBANK Assessment
branch within Cavite or
NCR area thru
LANDBANK account
using Oncoll Payment
Slip with the following
details:
 Merchant/ Agency
Deposit Account
Number- 1502 2220
03
 Reference Number
1 - Name of
Student
 Reference Number
2 -
-Student ID Number
(for old students)
-New (for new
students)
 Merchant/Agency
Name
-CAVSU Oncol
392
Amount - ________
4. Send a copy of Receive and verifies the None 1 day University Cashier
validated deposit slip authenticity of the document
to: LSHS Staff
cashiersoffice@cvsu.ed
u.ph
Please use this format as
“Subject”
LSHS_Surname_FirstNam
e_MiddleInitial_Grade)
5. Wait for a e-copy of Send Official Receipt (OR) to None 1 day University Cashier
Official Receipt (OR) student as email reply
6. Forward the OR copy 1. Receive the OR None 1 day LSHS Staff
to the
ced_lshs@cvsu.edu.ph 1.1 Send email of confirmation
Or Places in the LSHS of enrolment
drop box (located at
Gate 1) the hard copy 1.2 Issue Student ID number
of credentials enclosed (for new students)
in brown envelope.
Based on 5 days and
TOTAL: Assessment 5 minutes
393
2. Issuance of School Credentials/Documents (LSHS)
This procedure aims to provide students records for completion, graduation and other purposes.
Office or Division: Office of the Laboratory Science High School (LSHS)
Who may avail: All students, graduates, and transferees
University Clearance Office of University Registrar
Request Slip Office of University Registrar

1. Request copy of documents Receive the email request None 2 minutes LSHS Staff
via email to assess payment
2. Wait for the confirmation of Confirm request via email and None 1 day LSHS Staff
the request send assessment of fees
394
3. Pay the necessary fee for Wait for the Deposit Slip Based on 1 day LSHS Staff
the requested documents in Assessment
any LANDBANK branch
within Cavite or NCR area
thru LANDBANK account
using Oncol Payment Slip
with the following details:
 Merchant/ Agency
Deposit Account
Number- 1502 2220 03
 Reference Number 1
- Name of
Student
 Reference Number 2
- Student ID
Number
 Merchant/Agency Name
- CAVSU Oncol
Amount_______________
4. Send a copy of validated Receive and verify the None 1 day LSHS Staff
deposit slip to : authenticity of the document
cashiersoffice@cvsu.edu.ph
Please use this format as

“Subject”
LSHS_Surname_First
Name_Middle Initial_Grade)
395
5. Wait for the Official Receipt 1. Send OR and notice of None 1 day Registrar Staff
(OR) claim to the student
2. Process the requested None 20 days LSHS Staff

documents
6. Receive the OR and notice 1. Release the scanned copy None 1 hour LSHS Staff
of claim bearing the date of of official documents
release of the requested
documents 2. Release hard copy of
requested documents
following health protocols
TOTAL: Based on 24 days
Assessment 1 hour and
2 minutes
396
College of Engineering and Information Technology
397
the Dean of College of Engineering and Information Technology
Who may avail: All
report
1. Submit the 1. Acknowledge receipt of the College Clerk.
None 1 minute
document for document
approval 2. Review the completeness of College Clerk
None 2 minutes
attached documents
None 1 minute
398
endorsement
action
None 1 minute
documents
399
Cashier’s Office
Dean Facilitator
Facilitator
400

Coordinator/
Facilitator
therein the client
None 1 day and

TOTAL:
10 minutes
401
3. Issuance of Requested Documents
This procedure shows how the Office of the Dean together with various unit of the college facilitates the issuance of
requested documents.
Office or Division: Office of the Dean and Various unit
Who may avail: All CEIT Students
Proof of payment ( if with pay, submit request letter) Personally, secured by the student from the University
Cashier’s Office
Accomplished request slit Submit request letter personally or via email
ceit@cvsu.edu.ph
Personally filled-up by the student from the Office of the

Dean
1. Submit request letter / Check and receive request letter / None 2 minutes Staff of the Office of
Fills-out request slip accomplished request form the Dean
from the Office of the
Dean or send request
letter via
ceit@cvsu.edu.ph
402
2. Pay to the Cashier’s 1. Receive the payment Depends 5 minutes Staff of the
Office (if with pay) upon the Cashier’s Office
requested
documents
3. Check the proof of Check the receipt/proof of payment None 1 minute College concerned
payment from the Cashier’s office unit
4. Receive the approved 1. Prepare the requested None 1 day the Dean
request letter / claim document
stub bearing the date
of release of the 1.1 Evaluate the students’ Coordinator / Staff
requested document records of the concerned
unit
1.2 Release the documents
5. Present the approved Release the request documents None 2 minutes Concerned unit
request letter or the and has it signed as received by
claim stub on the date the client
indicated therein
None 1 day and

TOTAL:
10 minutes
403
University Computer Center
404
1. Use of Central Computer Laboratory
(for the conduct of Remedial laboratory classes, Special trainings or Seminars)
This procedure covers how the University Computer Center facilitate the use of the Central Computer Laboratory (CCL) for
the conduct of computer laboratory subjects and special trainings or seminars.
Office or Division: CEIT - University Computer Center (UCC)

Who may avail: Faculty members/Students/Organizations/Institutions
Letter of Request to be sent to UCC office or CEIT Dean’s office Personally written by Client
1. Submit a request letter 1. Check the schedule for the None 15 minutes CCL Section Head
or accomplished availability of the Central
Computer Laboratory Computer Laboratories;
Borrower’s Slip Form
to the CEIT Dean or 2. Sign and submit the computer
the CCL Section Head laboratory borrower’s form to CCL Section Head
respectively, at least a the UCC manager for review
day prior to use and to the CEIT Dean for
approval;
3. Inform the requesting client

about the status of request.
405
4. Collect all the approved Computer
Computer Laboratory Room Laboratory Assistant
Borrower’s Slip Forms and
informs the clients on the status
of their requests;
5. Open the laboratory on the Computer

scheduled period of utilization. Laboratory Assistant
2. Fill out the CCL Review the remarks column in the

None 5 minutes Computer
Student Log Sheet CCL Student Log Sheet Form and
Laboratory Assistant
Form inside the closes the computer laboratory
computer laboratory room.
for the use of
computer/s and log out
in the CCL Student
Log Sheet Form.
When necessary, the
client places
necessary “remarks”
in the form after the
period of use.
406
2. Use of Central Computer Laboratory (for scheduled utilization)
This procedure covers how the University Computer Center facilitate the use of the Central Computer Laboratory for the
conduct of computer laboratory subjects and special trainings or seminars.

Who may avail: Faculty members/Students

Letter of Request to be sent to UCC office Personally written by the requesting college
1. Different college 1. Check for the availability of the None 15 minutes CCL Section Head
registrars to submit required computer laboratory
their computer room and include the schedule
laboratory on the Computer Laboratory
requirements to the Room Utilization Form;
CCL section head.
2. Inform the requesting college CCL Section Head
registrar about the availability of
the computer laboratory room.
3. Print and submit the final

Computer Laboratory Room CCL Section Head
Utilization for review of the
CEIT Registrar, recommending
approval of the UCC Manager
and approval of the CEIT Dean.
407
4. Post the approved Computer Computer
Laboratory Room Utilization in Laboratory Assistant
all computer laboratory rooms.
2. Coordinate with the 1. Verify the faculty user on the

None 5 minutes Laboratory room
computer laboratory accomplished Computer
assistant
assistant on the Laboratory Room Utilization
beginning of the Form.
semester on the use
of the laboratory 2. Open all the computer
room. laboratories based on the
schedule of utilization.
3. Fill out the CCL Review the remarks made by the
None 5 minutes Laboratory room
Student Log Sheet faculty in the CCL Student Log
assistant
Form inside the Sheet Form and close the
laboratory every laboratory room.
beginning of
laboratory classes for
monitoring purposes.
4. Log out in the CCL
Student Log Sheet
Form and whenever
necessary places a
remark or observation
in the “Remarks”
column in the form
after using the
laboratory.
408
3. Network Repair and Maintenance including other ICT Services
(Repair Services)
This procedure covers how the University Computer Center facilitates the repair and maintenance of the University Local
Area Network including other ICT services.
G2B – Government to Business
Who may avail: Faculty members/Students/Organizations/Institutions

Letter of Request to be sent to CEIT Dean’s office or computer Personally written by Visitors
technician
Submit request letter or 1. Schedule the conduct of the 5 minutes UCC Hardware
accomplished service requested repair services; Section Head
request form and Claim
2. Receive and inspect the unit or
Stub for repair services as
equipment and fill-out the
well as the item to be Request for Pre-Repair 2 hours Computer
repaired to the computer Inspection and the item Technician
technician. description in the Claim Stub.
The latter is released to the
client to be used when claiming
the repaired item;
3. Advise the client to seek

assistance from the University
Supply Office to coordinate with
409
the supplier of the item either for 1 hour Computer
immediate repair or Technician
replacement of the item if the
equipment to be repaired is
within the warranty period
3.1 If the equipment exceeds

the warranty period, the
computer technician to
diagnose and repair the unit
or equipment
3.2 Once the university property Desktop 4 days

is repaired, the Hardware hardware
Section Head prepare the repair –
following: 500.00;
Provisional Receipt for
Computer Repair & Laptop
Maintenance, Purchase hardware
Request, Disbursement repair – 3 hours
Voucher, Request for Pre- 1500.00;
repair Inspection and
Obligation Request and OS
Status for fund transfer of installation –
the cost of repair from the 500.00;
client’s office (requesting
party) to UCC Income other apps
Generating Fund (UCC installation –
IGP) prior to the release of 300.00;
the item;
data recovery
– 700.00;
410
3.3 For personal unit, the virus
computer technician to removal –
issue the Provisional 300.00;
Receipt for ICT Repair &
Maintenance to the client. printer repair
The client will get an order – 500.00;
of payment slip from the
accounting office, pay at the network
cashier’s office and submit installation/re
the OR to UCC for the pair per unit –
release of repaired unit and 500.00;
subsequent recording;
3.4 Equipment, tools devices 1 day

and other spare parts will be
listed on the Property
Return Slip and will be
submitted to the Supply
Office. The items to be
returned will be classified as
unserviceable, no longer
needed, reassignment or as
the case maybe.
Depending
5 days, 6 hours
on the
TOTAL: and 5 minutes
services
provided
411
(Repair and Maintenance of Network Infrastructure)
This procedure shows how the University Computer Center facilitates the repair and maintenance of the University Local

Type of Transaction: G2G
Who may avail: Faculty members/Students
Letter of Request to be sent to CEIT Dean’s office or computer
technician
Submit request letter or 1. Submit all requests and None 5 minutes Computer
accomplished request accomplished forms to the UCC technician
form for repair services to Hardware Section Head
the CEIT Dean or 2. Schedule the conduct of the None 15 minutes UCC Hardware
computer technician, requested repair services. Section Head
respectively. 3. Inspect the network device or None 1 day Computer
the network segment to verify Technician
the cause of network problem.
4. Repair common network None 1 day Computer
problems such as unplugged Technician
cable or defective cable,
network configurations, and
disabled network adapter
412
5. Advise the client to procure the None 1 day Computer
needed network device if the Technician
cause of the problem is a
broken/damaged network
device. Once procured, the
computer technician install the
device to be connected to the
network.
6. In the event that the network None 1 day UCC Manager

device is a “switch” unit,
configure the device and
afterwards, the computer
technician install the unit.
4 days and
TOTAL: None
20 minutes
413
(Technical Services)
This procedure covers how the University Computer Center facilitates the repair and maintenance of the University Local
Type of Transaction: G2C – Government to Citizen, G2G – Government to Government
Who may avail: Faculty members/Students/Organizations

Letter of Request to be sent to CEIT Dean’s office or computer
technician
Submit a request letter or 1. Schedule the conduct of the
None 1 day and Hardware Section
accomplished service request requested technical services.
5 minutes Head
form to the computer Key offices of the University
technician. like the Office of the
President, Office of the Vice
Presidents, Cashier’s Office
and Registrar’s Office will be
given top priority;
The computer
2. Inspect the site and proceed
technician
with the needed technical
services
1 day and
TOTAL: None
5 minutes
414
College of Economics, Management and Development Studies
415
the Dean of College of Economics, Management and Development Studies
Who may avail: All
report
1. Submit the document 1. Acknowledge receipt of the Staff of the Office of
for approval None 1 minute the Dean
document
2. Review the completeness of Staff of the Office of

None 2 minutes the Dean
attached documents
2. Receive the document Staff of the Office of
to comply with all the None 1 minute the Dean
the end-user/origin
needed attachments
416
2. If document is complete, Staff of the Office of
encode the details to the None 2 minutes the Dean
3. Forward the document to the Staff of the Office of
Dean for approval / None 1 minute the Dean
endorsement
4. Endorse the document to next College Dean
None 2 minutes
office that needs to take action
3. Receive the Staff of the Office of
documents Have the client sign in the logbook None 1 minute the Dean
417
Proof of payment Personally, secured by the student from the University
Cashier’s Office
Accomplished request slip Personally filled-up by the student from the Office of the
Dean
1. Fills out request slip Check and receive accomplished None 2 minutes Staff of the Office of
from the Office of the request form the Dean
Dean or send a
request thru email at
cemds@cvsu.edu.ph
2. Pay to the Cashier’s 1. Receive the payment Php15.00 10 minutes Staff of the Cashier’s
Office Office
418
3. Check the proof of Check the receipt/proof of payment None 1 minute Staff of the Office of
payment from the Cashier’s Office the Dean
4. Receive the claim stub 1. Prepare the requested None 4 hours Staff of the Office of
records by the Guidance Coordinator
Coordinator

Coordinator
therein the client
Php 15.00 4 hours and

TOTAL:
15 minutes
419
3. Procedures on Implementation of Retention Policy for the degree of Bachelor of Science in
Accountancy
This procedure shows how the retention policy in the Bachelor of Science in Accountancy program examines the standards
for the students which are predictive of an examinee’s success in the Certified Public Accountant Licensure Examination.
Office or Division: Department of Accountancy
Who may avail: All Incoming 2nd Year BS Accountancy Students
1. Submit COG to Evaluate the submitted COG if the None 5 minutes Registration adviser
academic subject and not lower
than 2.25 except for FITT and
NSTP courses.
2. Communicate with the Inform the student about their None 1 minute Registration adviser
about the result of the can continue with the BS
evaluation Accountancy program.
420
4. Deployment of OJT students for BSECON, BSBM, BSIS, BSDM and BS Accountancy
This procedure shows how the OJT was redesigned to Online or Virtual On-the-Job Training to facilitate the completion of
the course remotely. It is an online internship/ practicum where students will gain experiences from linkage establishments
Office or Division: College of Economics, Management and Development Studies
Who may avail: All BSECON, BSBM, BSIS, BSDM and BS Accountancy students enrolled in OJT subjects
Resume Student
of the OJT program;
1.1. Provide tips on grooming,

421
1.2. Brief students about the
qualifications,
industry;
1.3. Orient the students about

awaits them in the
establishment.
2. Submit all required Review all documented papers for None 1 day OJT Adviser
documents to OJT validity and credibility
advisers
home
1.1. Prepare students for the
practices
other online tourism
and hospitality 1.1 Suggest online resources
resources for
422
discussion hours
graphics and video
assessment of
learning
None 2 days and

TOTAL:
*7 hours
423
College of Nursing
424
the Dean of College of Nursing
Who may avail: All
report
None 1 minute
None 2 minutes
attached documents
None 1 minute
425
endorsement
4. Submit the document to the
action
3. Receive the
documents Have the client sign in the logbook None 1 minute College Clerk
426
Cashier’s Office
Dean Facilitator
2. Pay to the Cashier’s 1. Receive the payment Php 15.00 5 minutes Staff of the
Facilitator
427

Coordinator/
Facilitator
therein the client
Php 15.00 1 day and

TOTAL:
10 minutes
428
3. Borrowing of Nursing Arts and Midwifery Arts Laboratory
This procedure shows how CON provides students with clinical/laboratory area for training of competency skills
Who may avail: All new and old nursing and midwifery students
Request letter Provided by the Student
Request Slip Office of the College of Nursing
1. Submit a request letter
Accept the request letter for the None
noted by the Clinical 2 minutes College Secretary
approval of the College Dean
Instructor for the use
of Nursing Arts
Laboratory /Midwifery
Arts Laboratory
2. Fill out the logbook Accept the copy of the approved
None
indicating the request letter and confirm the 2 minutes Laboratory Aide
approved schedule
3. Inform the Instructor of Arrange the NAL with complete set
None Laboratory Aide
the approved schedule of clinical settings requested 2 minutes
4. Present the approved
request letter by the Ask a copy of Class attendance
None 2 minutes Instructor
Dean on the date from the students.
indicated therein.
429
5. Proceed to the Prepare necessary equipment and
None 5 minutes Laboratory Aide
Nursing Arts medical supplies
laboratory with the
Clinical Instructors and
sign attendance sheet
for Laboratory use
6. Receive the requested Issue borrowers slip and provide

Laboratory Aide and
equipment and the requested supplies and None 10minutes
Instructor
medical supplies. equipment
Accept the borrowers slip and

7. Team leader to sign
records all items requested by the None 15 minutes Laboratory Aide
the borrowers slip
faculty and students
8. After laboratory use

Receive and check the returned Instructor and
return the items to None 10 minutes
items Laboratory Aide
Laboratory Aide
9. Leave the NAL clean Store the returned items for

None 3 minutes Laboratory Aide
and in order after use safekeeping.
430
4. Utilization of College of Nursing Facilities
This procedure shows how CON provides service of nursing facilities to all nursing and midwifery students

Who may avail: All nursing and midwifery students
Request letter from the students and instructors with
Office of the College of Nursing
Coordinators/Program Chairs and Dean approval
Logbook schedule to Laboratory Aid Office of the College of Nursing
Attendance sheet of students Office of the College of Nursing
1. Submit request letter
2. Receive the request letter for College Secretary
None 2 minutes
the approval of the Dean
Faculty and staff in
2. Check the availability of the charge for the use
None 2 minutes
requested date and time of facility
2. Fill up the log in Confirm the approved schedule Students and staff in
logbook for the and coordinate with Laboratory None 3 minutes charge for the use
approved schedule Aide for the use of facility of facility.
431
College of Sports, Physical Education and Recreation
432
1. Use of University Sports Facilities for Various Activities (Non-University Related Activities)
This procedure shows how the College of Sports Physical Education and Recreation facilitates the approved activity requests
for conference, sports activities, cultural programs and concerts for the use of the University gymnasium and other sports
facilities of other government agencies, non-government organizations (NGOs) and private organizations.
Government and Non-Government Organizations (NGOs), Private, Cultural and Religious
Who may avail:
Organizations
Letter of Request to Office of the President (OP) Personally written by Client
Details of the activity request for Date/Facility to be used Personally written by Client
Send a letter of request 1. Receive the request letter 2 minutes Office of the
for the use of facilities approved by the Office of the Dean/Secretary/
with specific activity and President (OP) and Reservation Officer
other amenities needed acknowledges receipt of letter
2. Receive the payment which Fees depend 3 minutes Reservation Officer

should be made 2 weeks on the
before the scheduled date number of
hours/days of Reservation Officer
duty Reservation Officer/
3. Assign the staff and utility who 5 minutes Security Force
will assist the client
433
4. Coordinate with the concerned 30 minutes
unit/s for the access of
requesting party
Fees depend
TOTAL: on the 40 minutes
number of
hours/days
of duty
434
2. Use of University Sports Facilities (for University Related Activities)
This procedure covers how the College of Sports, Physical Education and Recreation facilitates the use of Sports Facilities
for official purposes activities of the University Students, Faculty members and employees.
Who may avail: University Students/ Faculty Members/ Employees

Letter of Request to be sent to OVPAA/OP Personally, written by Students/Faculty
Members/Employees
Additional Details for the use of Facilities Personally provided by the requesting party
1. Submit a letter of Receive letter of request including None 2 minutes Dean/Office Staff
request to the Office of additional details and purpose Reservation Officer
Vice President for
Academic Affairs
(OVPAA) and
University President
(OP)
2. Coordinate with the Coordinate with the concerned None 30 minutes Dean/Office Staff
office of the Dean office/s in relation to the conduct of Reservation Officer
regarding final the activity
schedule and details
of the activity
3. Conduct the activity Assist the requesting party None *1 day CSPEAR
throughout the activity
435
Staff/Other offices
concerned
TOTAL: None *1 day and 32
minutes
*depending on the duration of the activity
436
the Dean of College of Sports, Physical Education and Recreation
Who may avail: All
report
None 1 minute
None 2 minutes
attached documents
None 1 minute
437
endorsement
action
None 1 minute
documents
438
Cashier’s Office
Dean Facilitator
Facilitator
439

Coordinator/
Facilitator
therein the client
Php 15.00 1 day and

TOTAL:
10 minutes
440
University of Sports Director Office
441
1. Admission Procedure for Selection of Varsity Athletes
This procedure covers screening and evaluation of applications for varsity athletes.
Office or Division: Director Office

Personal Information Sheet University Sports Development Office
Admission Form University Sports Development Office
2 copies of 1x1 ID picture Student Athlete Applicant
Certification/Credentials as an Athlete Student Athlete Applicant
1. Present student Evaluate the credentials of the None 15 minutes Concerned Coaches
credentials for initial student and conduct initial
evaluation of concern interview
coaches for interview
2. Proceed to the Conduct final evaluation and None 30 minutes Director, Sports
University Sports interview
Director for final
interview and
evaluation
3. Receive admission The Director to sign and issue None 5 minutes USDO Director
form admission form

442
2. Issuance of Certification of Scholarship and Other Purposes
This procedure covers how the USDO providing student-athlete the certification for scholarship and/or for other legal
purposes.
Office or Division: Office of the Director

Approved Admission form University Sports Development Office
Request Slip University Sports Development Office
1. Fill out request slip for 1. Receive the accomplished None 5 minutes USDO Staff
certification and attach Request Slip
approved Admission
Form 2. Issue certification for
submission to the University
Scholarship Coordinator
3. Validate and affix signature for

the issued certification None 2 minutes Director, Sports
2. Receive issued Have them signed in the logbook None 2 minutes Director, Sports
certification
443
College of Veterinary Medicine and Biomedical Sciences
444
the Dean of College of Veterinary Medicine and Biomedical Sciences.
Who may avail: All
report
None 1 minute
None 2 minutes
attached documents
None 1 minute
445
endorsement
action
None 1 minute
documents
446
Cashier’s Office
Dean Facilitator
Facilitator
447
1.2 Issue the certificate
Guidance
Coordinator/
Facilitator
therein the client
Php 15.00 1 day and

TOTAL:
10 minutes
448
3. Implementation of Retention Policy for the degree in Doctor of Veterinary Medicine
exam passers
Office or Division: College of Veterinary Medicine and Biomedical Sciences
Who may avail: All Incoming 2nd Year DVM Students
1. Submit COG to Evaluate the submitted COG if the None 1 hour Registration adviser
academic subject and a general
weighted average (GWA) of 2.00.
2. Communicate with the Inform the student about their None 1 hour Registration adviser
about the result of the can continue with the DVM
evaluation program.
TOTAL: None 2 hours
449
4. Deployment of Clinician students (Junior and Senior)
This procedure covers how OJT was redesigned to Online or Virtual On-the-Job Training to facilitate the completion of the
course remotely. It is an online internship/ practicum where students will gain experiences from linkage establishments
Office or Division: Chair, Department of Clinical and Population Health
Who may avail: All DVM Junior and Senior students enrolled in subjects
Resume Student
Written Consent (For on-site clinical duties if the condition Parents/ Legal Guardian
permits)
of the OJT program;
1.1. Provide tips on grooming,

450
1.2. Brief students about the
qualifications,
industry;
1.3. Orient the students about

awaits them in the
establishment.
2. Submit all required Review all documented papers for None 1 day OJT Adviser
documents to OJT validity and credibility
advisers
home
1.1 Prepares students for the
practices
other online veterinary
clinical resources for 1.1 Suggest online resources
discussion hours
451
graphics and video
assessment of
learning
None *1 day and

TOTAL:
15 hours
*Weekly
*Depending on the place from CvSU
452
5. Patient consultation (New Patients)
This procedure shows how the CVMBS assists new patients in assessing, validating and attending to their health needs.
Office or Division: Animal Clinic

Type of Transaction: G2B
G2
Who may avail: All citizens
Patient Information To be provided by the client
Proof of payment (Official Receipt) University Cashier
1. Register in the client Assist client in accomplishing None 1 minute Laboratory Aide
logbook information in the logbook
2. Accomplish patient Assist client in accomplishing None 3 minutes Laboratory Aide
data sheet needed information in patient data
sheet
3. Inquire about needed 1. Interview about chief complaint None 5 minutes Laboratory Aide
veterinary service and general patient history
2. Endorse case to the

veterinarian-on-duty
453
4. Present any Validate the documents presented None 1 minute Veterinarian-on-
documents relevant Duty
to patient’s medical
history (e.g.
vaccination record,
past prescriptions)
5. Wait for 1. Interview client about relevant None 15 minutes Veterinarian-on-
veterinarian’s clinical patient history Duty
evaluation of patient
2. Assess health status of patient
3. Encode findings in patient data

sheet
4. Inform the owner on the result

of assessment
6. Pay the necessary Receive payment for veterinary Depends on 3 minutes University Cashier
fees to the University services the clinical
Cashier case
7. Present the official 1. Receive official receipt None 5 minutes Laboratory Aide
receipt
2. Inform Veterinarian-on-Duty of
accomplished payment
8. Present patient for 1. Conduct diagnostic tests, if Depends on Veterinarian-on-
diagnostic test and applicable the clinical *2 hours Duty
consultation case Laboratory Aide
2. Provide prophylaxis or
treatment to patient
454
3. Give back patient to owner
4. Inform the owner on the

treatment provided
9. Receive 1. Schedule next visit of patient None 2 minutes Veterinarian-on-
recommended Duty
schedule of next visit 2. Provide Client Feedback Form
10. Fill out Client Receive Client Feedback Form None 3 minutes Laboratory Aide
Feedback Form
Depends on
the clinical *2 hours and
TOTAL:
case 37 minutes
*time varies depending on the complexity of the clinical case (time specified is for routine single vaccination only)
455
6. Patient consultation (Old Patients)
This procedure shows how the CVMBS assists old patients in follow up consultation about their health needs.
Office or Division: Animal Clinic
Type of Transaction: G2B
G2
Who may avail: All citizens
Patient Record CVMBS Animal Clinic
Proof of payment (Official Receipt) University Cashier
1. Register in the client Assist client in accomplishing None 1 minute Laboratory Aide
logbook information in the logbook
2. Wait for patient record Retrieve patient’s medical record in None 3 minutes Laboratory Aide
to be retrieved the filing cabinet
3. Inquire about needed 1. Interview about chief complaint None 5 minutes Laboratory Aide
veterinary service and general patient history
2. Endorse case to the

veterinarian-on-duty
456
4. Present any Validate the documents presented None 1 minute Veterinarian-on-
documents relevant to Duty
patient’s medical
history (e.g.
vaccination record,
past prescriptions)
5. Wait for veterinarian’s 1. Interview client about relevant None 15 minutes Veterinarian-on-
clinical evaluation of patient history Duty
patient
2. Assess health status of patient
3. Encode findings in patient data

sheet
4. Inform the owner on the result

of assessment
6. Pay the necessary Receive payment for veterinary Depends on 3 minutes University Cashier
fees to the University services the clinical
Cashier case
7. Present the official 1. Receive official receipt from None 5 minutes Laboratory Aide
receipt Cashier
2. Inform Veterinarian-on-Duty of
accomplished payment
8. Present patient for 1. Conduct diagnostic tests, if Depends on *2 hours Veterinarian-on-
diagnostic test and applicable the clinical Duty
consultation case Laboratory Aide
2. Provide prophylaxis or
treatment to patient
457
3. Give back patient to owner
4. Inform the owner on the

treatment provided
9. Receive Schedule next visit of patient None 2 minutes Veterinarian-on-
recommended Duty
schedule of next visit
10. Fill out client feedback Provide/receive client feedback None 3 minutes Laboratory Aide
form form
Depends on
the clinical *2 hours and
TOTAL:
case 37 minutes
*time varies depending on the complexity of the clinical case (time specified is for routine single vaccination only)
458
Office of the Graduate School and Open Learning College
459
1. Procedure on Admission of New Students
This process aims to facilitate the receiving of applications/requirements from the applicant.
Office or Division: Office of the Graduate School and Open Learning College
Who may avail: All graduate students
Office of the Graduate School and Open Learning or

Application Form for Admission
through tiny.cc/gsolcadmission
Recommendation Forms (2 sealed letters of recommendation)
Accomplished from the former professor and or immediate Applicant
supervisor
Original or Authenticated Transcript of Records Previous Institution
Approved permit to study (for public school teachers only) Workplace
Application fee Applicant
3 pcs passport size ID picture (white background) Applicant
Certified true copy of students’ visa and passport ( for Foreign Applicant
Nationals)
460
TOEFL certificate ( for foreign nationals from countries where
Applicant
English is not medium of instruction)
Short brown envelope Applicant
CLIENT STEP AGENCY ACTION
1. Submit all the original 1. Collect, receive and check all
None 15 minutes GS-OLC Staff
requirements to the the requirements
office of the Graduate
School or by putting in 2. Receive and check the
the drop box located requirements
at the guard house or
send the documents
via courier delivery
service addressed to
Graduate School and
Open Learning
College
2. Take admission Administer the examination. 30 minutes GS-OLC Staff
examination as None
a. After consolidation of the
scheduled requirements/ credentials,
send the documents to the
concerned college for
evaluation.
b. Evaluate the submitted

4 days Evaluation
documents.
Committee
461
c. Once accepted , the GS- 2 minutes Dean of the
OLC Dean to approve and Graduate School
sign the evaluation sheet of
the application
3. Get notice of
Inform the applicant if qualified or
admission thru phone None 2 minutes GS – OLC Staff
not.
call or email
4. Qualified applicant to
submit the following Check and collect the forms from
accomplished forms the applicant. GS-OLC College
to to the College None 3 minutes
Registrar
Registrar :
a. Admission Slip
b. Application form
for Admission
c. Notice of
Admission
d. Pre-registration
form
e. Student
information sheet
4 days and
TOTAL: None
55 minutes
462
2. Procedure on Enrollment
This process aims to facilitate the receiving of applications/requirements from the applicant.
Office or Division: Registrar’s Office

Who may avail: All graduate students
Office of the Graduate School and Open Learning or
Pre enrollment form
through tiny.cc/gsolcenrollment
Approved Plan of Course Work ( for the continuing student) To be provided personally by the student
Payment of Fees Cashier or Landbank
1. Fill out the pre-registration 1. Collect, receive and
form and submit to the GS check all the requirements
Registrar or through online
using the list of courses and
schedule uploaded to 1.1. Verify and process the GS-OLC Staff
None 15 minutes
cvsu,edu.ph/registrar registration
and send to
tiny.cc/gsolcenrollment
463
1.1 Receive confirmation through
email from
gsolcadmission@cvsu.edu.ph
1.2. Check myportal.cvsu.edu.ph

to confirm the assessment
464
3. Comprehensive Examination
This process aims to provide student the mechanics for taking online Comprehensive Examination using Google
Classroom
Who may avail: Graduate Students completed all the Academic Requirements
Gmail account Student
Google Form (http:tiny.cc/gsolc-onlinecompre) Office of the Graduate School and Open Learning
College
Questionnaire in the Google Classroom Office of the Graduate School and Open Learning
College
Answer Sheet Office of the Graduate School and Open Learning
College
Accomplished Plan of Course Work Student
Nomination for Members of Advisory Committee Office of the Graduate School and Open Learning
College
Application for Written Comprehensive Examination Office of the Graduate School and Open Learning
College
Pay Compre Fee Cashier Office
465
1. Enroll the 1. Facilitate enrolment. Comprehesive 15 minutes GS-OLC Registrar
Comprehensive Exam Fee for
Examination in the 2. Set the schedule date of the Masters/Diploma
Graduate School once examination Oral – Php 2,700
all the requirements Written – Php 2,700
were submitted. 3. Provide announcement to the
student. For Doctorate
Oral – Php 3,400
Written – Php 3,400
2. Access the Post the announcement to be None 5 minutes GS-OLC Technical

announcements accessed by the student. Staff
including the
breakdown of subjects
to be taken.
3. During examination 1. Impose time limit rule in taking None 5 minutes GS – OLC
date, student must be the examination per subject Technical Staff
in testing room before
the scheduled time. 2. Discuss the instructions
3.1 Sign the Special

Instructions before
the start of the
examination.
4. Use the official answer 1. Monitor and facilitate the None 30 minutes GS – OLC
sheet while taking the examination. Technical Staff
examination.
2. Collect the answer sheet.
466
3. Send the answer sheet to the
concerned faculty member for
evaluation.
4. Send the result of the

evaluation thru email of the
students
5. Receive the results Confirm the receipt of the results of None 5 minutes GS – OLC
after evaluation. evaluation thru email. Technical Staff
TOTAL: Comprehesive 1 hour and
Exam Fee for 59 minutes
Masters/Diploma
Oral – Php 2,700
For Doctorate
Oral – Php 3,400
Online Comprehensive Examination

1. Enroll in the 1. Facilitate enrolment. Comprehesive 15 minutes GS-OLC Registrar
Comprehensive Exam Fee for
Examination. 2. Set the schedule date of the Masters/Diploma
examination Oral – Php 2,700
For Doctorate
Oral – Php 3,400
467
2. Sign up for a Gmail Inform student thru email or None 2 minutes GS-OLC Technical
account and fill up facebook account on the schedule Staff
personal information date of examination.
on a Google form
accessible using the
link:
http://tiny.cc/gsolc-
onlinecompre
3. Access the Post the Questionnaires for each None 5 minutes GS-OLC Technical
announcements assigned subject Staff
containing the
breakdown of subjects
to be taken together
with the answer sheet.
4. During examination Impose time limit rule in taking the None 1 hour GS – OLC
date, student examination per subject Technical Staff
accesses the posted
Questionnaires in the
Google Classroom as
Classwork
Assignments.
5. Use the official answer 1. Monitor the submitted answer None 30 minutes GS – OLC
sheet while taking the sheet by the examiner Technical Staff
examination
2. Facilitate the checking of the
uploaded answer sheets by the
examiner.
468
3. Send the answer sheet to the
concerned faculty members for
evaluation.
4. Send the result of the

evaluation thru email of the
students
6. Receive the results Confirm the receipt of the results of None 5 minutes GS – OLC
after evaluation. evaluation thru email. Technical Staff
TOTAL: Comprehesive 1 hour and
Exam Fee for 59 minutes
Masters/Diploma
Oral – Php 2,700
For Doctorate
Oral – Php 3,400
469
4. Thesis / Dissertation Proposal / Final Oral Defense
This process aims to provide proper implementation of virtual oral defense.
Who may avail: Qualified Students
Office of the Graduate School and Open Learning

Passed the general comprehensive examination
College
Approved thesis/dissertation outline /final paper recommended
Student
by the advisory committee
Approved request form for oral presentation Student
Online platform link Student
470
5. Enroll in Thesis Facilitate enrolment Tuition fee 15 minutes GSOLC Registrar
Writing
Oral defense
fee
External
Panel Fee
5. Request and secure Send appropriate form to the None 2 minutes GS-OLC Staff
form for approval of student.
the advisory
committee and submit
to the office of the
Dean of the Graduate
School for approval
before the
presentation.
5. Submit the copy of the Advise the student for the None 5 minutes GSOLC staff
final draft of the protocols
Panel of
thesis/dissertation
Examiners/Members
manuscript to panel
members for approval
5. Submit the approved Check for availability of panel None 5 minutes GS-OLC Staff
form for schedule of members and approve the
oral defense schedule of defense.
471
5. Present thesis Facilitate the thesis/ dissertation 1 hour Panel members,
/dissertation Dean of the
Graduate School
and Technical staff
TOTAL: Tuition fee 1 hour and
27 minutes
Oral defense
fee
External
Panel Fee
Virtual Thesis / Dissertation Proposal / Final Oral Defense

1. Enroll in Thesis Facilitate enrolment Tuition fee 15 minutes GSOLC Registrar
Writing following the Oral defense
procedures posted in
fee
FB page of the
Graduate School and External
Open learning Panel Fee
College.
2. Request and secure Send appropriate form to the None 2 minutes GS-OLC Staff
form for approval of student.
the advisory
committee and
submit to the office of
the Dean of the
Graduate School for
final approval.
472
3. Submit the copy of Advise the student for the None 5 minutes GSOLC staff
the final draft of the protocols
Panel of
thesis/dissertation
Examiners/Members
manuscript through
email to each panel
members one week
prior to the defense
scheduled time.
4. Send the approved Check the available schedule for None 5 minutes GS-OLC Staff
form for oral defense confirmation of the scheduled
to the office of the defense.
Graduate School
through email.
5. Set the Online Approve and verify the correct None 2 minutes GS – OLC Staff
platform link and schedule
sends to the advisory
committee and other
panel members.
6. Present the prepared Facilitate the teleconference. None 1 hour Panel members,
thesis/dissertation Dean of the
through Graduate School
teleconference and Technical staff
TOTAL: Tuition fee 1 hour and
Oral defense 29 minutes
fee
External
Panel Fee
473
the Dean of Graduate School and Open Learning College.
Who may avail: All
report
None 1 minute
None 2 minutes
attached documents
None 1 minute
474
endorsement
action
None 1 minute
documents
475
Hostel Tropicana
476
1. Food Service Operation
This procedure covers how the Hostel Tropicana Food Services cater to various events and banquet functions such as
meetings, seminars, trainings, and conferences conducted within University premises.
Office or Division: Hostel Tropicana

University Officials, Personnel, University Guest and other Government and Non- Government
Who may avail:
Agencies
Purchase Request Requesting Party
Banquet Event Order Form Hostel Tropicana
Billing Statement Hostel Tropicana
1. Fill-up foodservice None 1 minute Hostel Personnel
Verify reservation/banquet event
reservation form
function details prior to the event
2. Present Approved 1. Validate presented purchase None 3 minutes University Chef
Purchase request request form
form
None 10 minutes University Chef
2. Confirm orders base from the
presented purchase request
477
Depending Hostel Banquet
3. Conduct banquet Prepare and serve ordered food on 1 day
on the event staff
event/ functions the stated date and time
incurred
amount
indicated on
the billing
statement
issued
4. Received Billing Issue billing statement signed by
None Hostel Authorized
Statement the University Chef and Hostel 10 minutes
Personnel
Manager
Depending
5. Pay the necessary fee 1. Collect necessary payment
on the
incurred
amount University
10 minutes
indicated on Cashier/Collecting
2. Issue official receipt from the the billing officer
University Cashier’s office statement
issued
Depending
on the
incurred
amount 1 day and
TOTAL:
indicated on 34 minutes
the billing
statement
issued
478
2. Lodging/Billeting Services
This procedure covers how the Hostel Tropicana arrange for the board and lodging services of University guests, and other
individuals needing accommodation within the University premises
Office or Division: Hostel Tropicana

Employees, Students, Parent/Guardian, Graduates and other University guests and Government
Who may avail:
and Non-Government Agencies
Guest registration form Hostel Tropicana front desk officer
Billing statement Hostel Tropicana front desk officer
Banquet Event Order Hostel Tropicana
1. Fill out guest 1. Verify registration details
reservation form indicated
upon arrival
Front desk officer /
2. Log in the visitors logboook and None 1 minute
Receptionist
check personal belongings for
security purposes
2. Check in 1. Designate guestroom None 1 minute Front desk officer
479
Bellman/
2. Accompany guest to the
None 1 minute housekeeper
assigned guestroom
3. Check out Bellman/
1. Check the vacated rooms None 1 minute
housekeeper
2. Issue billing statement None 1 minute Front desk officer
Depending
4. Pay the necessary 3 minutes University
Collect necessary fees and issue on the
fee Cashier/Collecting
official receipt from the University incurred
Officer
Cashiers office amount
indicated on
the billing
statement
issued
Depending
on the
incurred
amount
TOTAL: indicated on 8 minutes
the billing
statement
issued
480
Satellite Campuses
481
Cavite State University Bacoor Campus
Human Resource Development Office (HRDO)
482
1. Acceptance of Applicants for Academic and Non-Academic Positions
Circulars
Office or Division: Campus Human Resource Development Office

Who may avail: All aspiring applicants (Academic and Non-Academic)

Application Letter addressed to HR Director Applicant
1. Submit/send complete 1. Check and receive all the None 2 minutes Campus HR
documents via submitted documents Coordinator
cvsubacoor@cvsu.edu.ph
hr.cvsubacoor@yahoo.com 2. Review the documents and Campus HR
acknowledge receipt of e-mail 2 days Coordinator
a. Application Letter application and notify via text
b. CV/Resume message the potential
c. other credentials applicants for the vacant
position
483
3. Schedule initial interview and None 30 minutes per Committee
demo teaching (for academic applicant composed of Local
applicants) via zoom video HR, Department
conferencing Chairperson
concerned, Campus
Faculty Association
(FA) President
30 minutes per Campus
4. Schedule a final interview via
applicant Administrator
zoom video conferencing for
qualified applicants
Campus HR
5. Tally the scores of each None
1 day Coordinator
applicant
Campus HR
6. Endorse to the University
Coordinator
Selection Board the list of
5 minutes Campus HR
7. Call up the qualified applicants
Coordinator
Give some reminders and provide

2. Report to the Campus 10 minutes per Campus HR
the qualified applicant a checklist None
HRDO applicant Coordinator
of documents to be submitted
Campus
3. Report to the Main Evaluate the applicant None 30 minutes per Administrator,
Campus applicant HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
484
2. Selection and Hiring for Academic Positions
This procedure aims to ensure that selection and hiring of academic personnel are made in accordance with CvSU
Circulars
Who may avail: All Qualified Applicants for the vacant academic position
Applicant Interview Rating Sheet Campus Human Resource Development Office
Oral Interview Evaluation Score Sheet Campus Human Resource Development Office
Evaluation Checklist for Demo Teaching – for Academic Campus Human Resource Development Office
Personnel only
Written Examination Campus Human Resource Development Office
1. Report to the campus 1. Notify the applicant via phone None 1 minute Campus HRD
for written call, email or text message Coordinator /
examination, teaching regarding the schedule of Assistant
demo and interview evaluation
2. Give questionnaire for written None 10 minutes Campus HRD
examination Coordinator /
Assistant
485
3. Gather the local Personnel None 5 minutes Campus HRD
Selection Board for evaluation Coordinator /
of the applicant Assistant
4. Evaluate the applicant for demo None 30 minutes Campus Personnel
teaching and through panel Selection
interview Board/committee
5. Advise that the applicant will be None 2 minutes Campus HRD
notified on the status of Coordinator
application
6. Tally and summarize the none 30 minutes Campus HRD
evaluation ratings of applicant Coordinator /
Assistant
2. Receive notification 1. Inform the applicant through None 3 minutes Campus HRD
on the status of phone call, text message, or Coordinator
application email of the result of evaluation
and of the employment
requirements.
2. Submit the recommendation for None 1 minute Campus HRD
hiring signed by the Campus Coordinator
Administrator for approval by
the University President thru
channels
None 1 hour and
TOTAL:
22 minutes
486
3. Processing of Appointment of Job Order Academic personnel (Campus)
Circulars
Office or Division: Campus HRDO - Recruitment, Selection and Placement (RSP) Unit
Who may avail: All selected applicants

Concerned Agencies
Clearance, TIN
487
1. Submit all required 1. Receive the submitted

documents for requirements of the Job Order HR Coordinator
None 1 minute
appointment on Job academic personnel.
Order status
2. Review and validate the
For newly hired: submitted documents for HR Coordinator
None 5 minutes
completeness and accuracy.
- PDS, PDF
- TOR/Diploma 3. Submit the original and
- Medical photocopied documents for HRDO Coordinator,
Certificate authentication to the Records None 5 minutes Liaison Officer
- NBI Clearance Office through the Liaison
- Other pertinent Officer.
documents
- Evaluation 4. Prepare the contract of service
Result to be signed by the Job Order None 3 minutes HR Coordinator
Academic Personnel.
For rehired:
- Photocopy of 5. Read and sign the contract of Job Order Academic
I.D. service. None 3 minutes Personnel
- Medical
6. Verify and endorse the signed
Certificate
contract of service to the
Campus Administrator for HR Coordinator
None 3 minutes
signature.
7. Check and sign the contract of Campus

service. None 3 minutes Administrator
488
HR
8. Submit the signed contract of Coordinator/Liaison
service together with the Officer/Any
employment requirements to None 5 minutes authorize
the HRDO for processing. representative
2. Receive the signed Receive the completely signed

contract of service for contract of service from the HRDO None 2 minutes HR Coordinator
notarization and release to the client
3. Submit the notarized 1. Accept and verify the notarized

contract of service None 2 minutes HR Coordinator
contract of service
2. Submit the notarized contract of

service to HRDO Main with the None 2 minutes HR Coordinator
required attachments.
489
4. Processing of appointment of Job Order Non-Academic Personnel (Campus)
Circulars
Who may avail: Job Order Non-Academic Personnel

TOR, Diploma, eligibility, PSA Birth Certificate and NBI Concerned Agencies
Clearance
1. Submit all required 1. Check and validate accuracy
documents and None 5 minutes Human Resource
and completeness of the
credentials submitted documents to be Coordinator
endorsed to the Campus
Administrator for signature
490
2. Sign and endorse the verified None 5 minutes Human Resource
documents Coordinator and
Campus
Administrator
3. Submit credentials to the

Human Resource
University Recruitment, Coordinator/
Selection and Placement (RSP) Recruitment,
Unit for the issuance of job None 5 minutes
Selection and
order contract and appointment Placement (RSP)
of job order Non-Academic staff
personnel
None 3 minutes Human Resource
4. Receive the submitted Coordinator/
documents/requirements and Recruitment,
furnish the campus with the job Selection and
order contract Placement (RSP)
staff
signatures and certify that the None Human Resource
job order contract is complete 10 minutes Coordinator/
Recruitment,
6. Endorse to the University Selection and
Recruitment, Selection and Placement (RSP)
Placement (RSP) Unit and staff
submit to the accounting office
for payroll processing
491
492
5. Processing and Issuance of HR Records to Active and Employees who are no longer connected
with the University
This procedure aims to provide personnel employment records to active and employees who are no longer connected with
the University for personal and professional transaction purposes.
Office or Division: Campus HRDO - Records Management Section
Who may avail: All Active and Employees who are no longer connected with the University
1. Fill out the Record 1. Receive and review the duly None 3 minutes HR
Request form and accomplished form for the Coordinator/Staff
submits to the HR completeness of entries.
Coordinator.
2. Check and verify from file the None 10 minutes HR Coordinator/
requested record. If requested Liaison Officer
record /document is not
available in the campus,
request will be endorsed to the
University HRDO
3. Prepare the requested None 5 minutes HRDO Personnel
documents
493
4. Release the requested None 5 minutes HR Coordinator
document/s
2. Claim the requested Have the client signed on the None 2 minutes HR Coordinator
document/s Receiving Logbook
494
6. Online Processing and Issuance of HR Records to Active and Employees who are no longer
connected with the University
This procedure covers how personnel employment records is provided thru on-line platform to active and employees who
are no longer connected with the University for personal and professional transaction purposes.
1. Send the accomplished 1. Receive and review the duly None 3 minutes HR Coordinator/staff
Record Request Form to accomplished form for the
cvsubacoor@cvsu. edu.ph completeness of entries.
hr.cvsubacoor@yahoo.com
requested record. If Liaison Officer
requested record/document
is not available in the
campus, request will be
endorsed to the University
HRDO
495
3. Prepare the requested None 5 minutes HRDO Personnel
document
4. Release the requested None 5 minutes

records/documents to the
client thru email the official
email address of the HRDO
cvsuhrd@cvsu.edu.ph
cvsubacoor@cvsu. edu.ph
hr.cvsubacoor@yahoo.com
2. Receive and Confirm and record the receipt None 2 minutes HRDO Personnel
acknowledge receipt of of the records/documents
the requested requested by the client
records/documents
496
497
Job Order Non-Academic Employees
This procedure covers the computation of the total number of hours or days to be paid based on actual service rendered.
This will serve as basis of the Accounting office for payroll preparation.

Accomplishment Report Job Order non-academic employees

Part-time faculty members and job Order non-academic
Signed Daily Time Record employees
Submit the 1. Receive the submitted DTR None 2 minutes HR Coordinator
accomplishment report and accomplishment report
498
and the Daily Time 2. Check DTR if services None 1 minute per HR Coordinator
Record to the HR rendered is in accordance with DTR
Coordinator every 16th the approved official schedule
day of the month and 1st and contact hours.
day of the succeeding
month. 3. Check accomplishment report 1 minute per
as to accuracy and accomplishment
completeness report
4. Compute the number of hours 30 minutes

of services rendered

order employees and attach HR Coordinator
None 30 minutes
the required supporting
documents for endorsement to
the Campus Administrator
6. Sign and approve the Campus

None 3 minutes Administrator
document
7. Prepare Disbursement Voucher None 15 minutes HR Coordinator
and Budget Utilization Request
and Status and Payroll of the
salaries
8. Attach the Summary of Hours
to be paid, DTR and HR Coordinator
None 5 minutes
Accomplishment Report to the
DV, BURS and payroll
499
9. Affix the signature/s of Campus
None 3 minutes
authorized personnel to the Administrator/
BURS. Campus’ Budget
Officer
10. Submit the payroll to the Main None 5 minutes HR Coordinator/

Campus for processing Liaison
Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
500
8. Receiving and Evaluation of Documents for Salary Preparation of Contractual Faculty members
and Casual Non-Academic Employees
Who may avail: All contractual faculty and casual employees
Accomplishment Report Casual non-academic employees
Contractual faculty members and casual non-academic

Submit the Daily Time 1. Receive the submitted DTR None 2 minutes HR Coordinator
Record to the HR and accomplishment report
Coordinator every 16th
501
day of the month and 1st 2. Check DTR if services None 3 minutes per DTR HR Coordinator
day of the succeeding rendered is in accordance with
month. the approved official schedule
and contact hours.
3. Check accomplishment report None 1 minute per HR Coordinator
completeness report
4. Compute the number of hours None 15 minutes HR Coordinator

5. Prepare the Summary of

Attendance for endorsement to None 15 minutes HR Coordinator

document
7. Prepare the Disbursement
Voucher and Budget Utilization HR Coordinator
None 15 minutes
Request and Status and Payroll
of salaries
8. Attach the Summary of
Attendance, DTR and HR Coordinator
None 5 minutes
Campus
2. Affix the signature/s of Administrator/
authorized personnel to the None 3 minutes Campus’ Budget
BURS Officer
502
Campus for processing Liaison Officer/
Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
503
504
This procedure shows how OSAS assists applicants in the availment/renewal of scholarship/financial assistance.

www.cvsu.edu.ph)
2. Issue Certificate of Scholarship
2. Receive the 1. Sign the logbook under the None 5 minutes Scholarship
Scholarship column “Released by” Coordinator
Certification
2. Advise the student to proceed to
the Registrar / Cashier’s Office
for reassessment of fees
505
506
This procedure aims to define the system on how to assist all students who will submit requirements and ensure that they

Bacoor Campus
https://www.facebook.com/CvSU.B.Admission

1. Submit the required
Receive the required documents None 5 minutes Admission Officer
documents
2. Receive admission
Schedule the date of examination None 2 minutes Admission Officer
examination permit
507
3. Take the admission
Guidance Counselor
examination as Administer Admission Examination None *1 hour or Psychometrician
scheduled
4. For applicants seeking
admission to the BS
Nursing, BS Midwifery,
BS Medical
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism Management,
the applicant is
required to undergo
interview:
a. Get interview form Release interview form None 2 minutes Admission Officer
b. Undergo interview Conduct the interview None *1 hour *Department Chair

at College/ or Program Head
Department
c. Return to OSAS
and submit Receive the accomplished Admission Officer
None 1 minute
accomplished interview form
interview form Issue Notice of Admission (NOA)
508
6. Present the NOA to Receive the NOA and assist the None 2 minutes Campus Health
the Campus Health student for medical examination Services Unit
Services unit for
medical examination
None 2 hours and

TOTAL:
22 minutes
*Qualified for multi-stage processing
509

Accomplished Application form for Admission Bacoor Campus

initial evaluation
Evaluation form and
College for their
evaluation
510
3. Undergo interview with Conduct the Interview None 1 hour College Registrar or
respective college Department Chair or
Program Head
accomplished Notice
for Evaluation form
evaluation of the
College/Department, 4. Issue Examination Permit
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of
Good Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
e. 2 copies of 1x1
ID Picture
f. Short Folder

permit
511
7. Take the admission 2. Administer admission None 1 hour Guidance Counselor
scheduled
2. Issue Notice of Admission (NOA)
9. Present the NOA to None 2 minutes Campus Health

Receive the NOA and assist the
the Campus Health Services Unit
student for medical examination
Services unit for
medical examination

36 minutes
512
This procedure aims to define the system on how to assist all transferees from the CvSU System who will submit requirements



2. Secure Notice of Issue interview form None 5 minutes Admission Officer

Interview Form and
college /department
for their evaluation
513
3. Undergo interview Conduct the interview None 1 hour College
with respective Registrar/Department
college /department Chair / Program
Head
accomplished
interview form
evaluation of the
College, submit the 6. Issue the Notice of Admission
following documents (NOA)
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
6. Receive the NOA Log the NOA number and name of None 5 minutes Admission Officer /
514
Services unit for
medical examination

29 minutes
515

Who may avail:
program

2. Secure Notice for Issue interview form None 5 minutes Admission Officer
Evaluation form and
college / department
6. Undergo interview with Conduct the interview None 1 hour Department Chair /
respective Program Head
college/department
516
accomplished Notice
for Evaluation form
5. If qualified from the Issue official receipt Php 150.00 2 minutes Cashier
evaluation of the
testing fee at the
Cashier’s office
(for paying students
only)
documents
permit
8. Take the admission 1. Administer Admission None 1 hour Guidance Counselor
examination as Examination or Psychometrician
scheduled
(NOA
9. Receive the NOA Log the NOA number and name of None 5minutes Admission
Psychometrician
Services Unit for
medical examination

33 minutes
517
518
This procedure aims to assist the students, enumerate the requirements and facilitate the recognition and accreditation of
Who may avail: All student organizations who applied for University Organization Recognition
Latest Certificate of Grades of the Officers Campus Registrar/ Adviser
position
Advisers
Certificate of Good Moral Character of the Officers Campus Guidance Facilitator / Counselor / Campus
Department
519
*Additional Requirements for Old Organization
1. Submit requirements 1. Receive and evaluate the None 10 minutes SDS Head or OSAS
for initial evaluation required documents Staff
2. Receive notice if 2. Issue notice of completion of None 5 minutes SDS Head or OSAS
are complete.
of the recognized student
4.1 Receive a organizations
certificate of
recognition
520
Applicant
10 minutes SDS Head or OSAS
1. Submit request letter 1. Evaluate requirements None
requirements
521
1. Sign and recommend the
2. Receive Notice of request letter to the Dean of
Completion OSAS/ Director/Head of
OSAS SDS Head or OSAS
Staff
for Academic Affairs or None 10 minutes
Campus Administrator for VPAA or Campus
approval Administrator

organization
4. Submit Receive accomplishment report, None 5 minutes SDS Head or OSAS

accomplishment financial report, and accomplished
Staff
report, financial evaluation forms.
report, and
accomplished
evaluation forms.
522
Who may avail: All recognized student organizations
CHED Memorandum SDS Personnel (downloadable from the CHED website)
List of requirements from CHED SDS Personnel (downloadable from the CHED website)
Medical clearance of the students Campus Health Services unit
523
Mobility of students Campus Dean
Certificate of compliance SDS Personnel (downloadable from the CHED website)
1. Submit request letter 1. Evaluate requirements None 10 minutes SDS Head or OSAS
requirements
OSAS
VPAA or Campus
5. Endorse to the Vice President Administrator
approval
524
organization
activity. Staff
accomplishment financial report, and accomplished Staff
report, and
accomplished
evaluation forms.
525
Referral Form OSAS
1. Seek counseling and Receive counseling form for walk None 5 minutes Guidance Counselor
Form Facilitator or
designated faculty
member
Facilitator or
526
slip for student to fill-out member
appointment / process and document the half per session or Guidance
commitment slip and process Facilitator or
undergo counseling designated faculty
session member
4. Fill out counselling / 1. Issue Counseling /Consultation None 5 minutes Guidance Counselor
Facilitator or
up consultation
None *1 hour and
TOTAL:
20 minutes
527
Contact number
Email Address
text message, e-mail the student since prior or Guidance
or if necessary, face consultation Facilitator or
to face for a follow up designated faculty
member

528
This procedure shows how the OSAS assists parents/guardians in identifying problems of their students, their causes, and
possible alternatives or solutions

Anecdotal Form OSAS
designated faculty
member
designated faculty
member
3. When necessary, Write letter of referral to college/ None 15 minutes Guidance Counselor
parent/ guardian is department or Guidance
529
530
12. Complaint on Student and Grievance

letter Committee on


531
None 2 hours and
TOTAL:
15 minutes
532
Character


1. Pay for the

Receive payment and issue an
Certification of Good 2 minutes Cashier
official receipt Php 15.00
Moral Character at the
Cashier’s Office.
2. Present the required None 5 minutes MIS Officer/ OSAS
Receive and check the required
documents to the Staff
documents
Office of Student
Affairs
533
MIS Officer/ OSAS
3. Fill out the request for
Prepare and release the Certificate 5 minutes Staff
good moral certificate None
of Good Moral Character
sheet
MIS Officer/ OSAS
4. Receive the Good
Sign Good Moral Certificate Sheet None 5 minutes Staff
Moral Character
under the column “Released by”
Certificate
TOTAL: 17 minutes
Php 15.00
534
Campus Registrar
535
1. Issuance of School Credential/Documents
Office or Division: Office of Campus Registrar

Google Form Posted on Official Facebook Page
Certificate of Admission Office of the Campus Registrar
Personal Information Sheet Office of the Campus Registrar
1. Request for University
Clearance Form (first Receive the accomplished
University Clearance or None 5 minutes Registrar Staff
request) or fill out Request
Slip (for subsequent Request Slip
request)
For online request:

Register and fill out the
google form posted at
cvsubacoor.registrar@cvsu.edu.ph
536
2. Pay the necessary fee for Check the Official Receipt Php 50.00/
5 minutes Cashier/Registrar
the requested documents and issue the claim stub page for TOR
Staff
at the Cashier Office or thru
on line payment Php15.00/pa
ge for
Certification
3. Receive the claim stub or
Evaluate the student’s
e-copy bearing the date of
records and prepare the 7 working Registrar Staff
release of the requested None
requested documents. days/processing
documents.
4. Claim the document on the Check the claim stub and None 2 minutes Registrar Staff
specified date of release release the requested
documents to the client
Php 50.00/
page for
TOR
7 days and
TOTAL:
Php15.00/ 12 minutes
page for
Certification
537

1. Submit all the required 1. Check, receive all the None 6 minutes Registrar Staff
original documents for required original documents
enrolment including the and a copy of the uploaded
Accomplished Personal Personal Information of
Information Sheet or via student.
ccvsubacoor@cvsu.edu.ph
cvsubacoor.registrar@cvsu.edu.ph 2. Assign Student Number and
issue Certificate of Admission
and Registration Form.
1. Receive Certificate of Validate the Registration Form None 6 minutes Registrar Staff
Admission and Registration and keep a copy.
Form.
538
Registration Form student
2. Advise the student to keep a

copy of the Registration Form
539

Student Clearance
Office of the Campus Registrar
Pre-Registration
Registration Form
approved student submitted clearance and Issue
clearance Certificate of Grades and Pre- None 2 minutes Registrar Staff
registration form.
2. Fill out Pre- 1. Receive and evaluate the filled

registration form with out pre-registration form.
subjects to be
enrolled through 2. Prepare and issue Registration
consultation with form to student. None 6 minutes Registrar Staff
respective
and submit the same
together with a
540
photocopy of
registrar.
3. Receive and sign the 1. Receive and validate the duly None 6 minutes Registrar Staff
validation.
Registrar.

Registration form and the students and submit to the
None 1 minute Registrar Staff
541
Office or Division: Campus Registrar

1. Check, receive all the Registrar staff
1. Submit all the required required original None 6 minutes
original documents for documents; copy of the
enrolment including results uploaded Personal
of interview, checklist of Information Sheet and
subjects credited by the Pre-registration form
college or department issued by the college.
concerned and the
Accomplished Personal 2. Assign Student Number
Information Sheet or via and issue Certificate of
Admission and
Registration Form
542
2. Receive Certificate of 1. Receive and validate the None 6 minutes Registrar staff
Admission and Registration duly signed Registration
Form. Form of student by putting
a “Registered” stamp.
2.1 Sign the issued
Registration Form and 2. Provide a copy to the
return the same to the student and keeps a copy
University Registrar for for system validation.
validation.
keep a copy of the
future reference
543

1. Fill out Letter of Intent None 5 minutes
Evaluate grades of student Department Chair or
Faculty assigned to
College officials
program the student
intends to shift.
2. Undergo interview at 1. Conduct interview for further None 10 minutes Department Chair or
the Department/ assessment. Faculty assigned to
College the student program the student
intends to transfer 2. Issue Pre-registration Form intends to shift.
3. Fill out Pre- 1. Receive and evaluate the None 5 minutes College Registrar
registration form with accomplished pre-registration
subjects to be form.
enrolled in
544
accordance to what 2. Prepare and issue Registration
the Department form to student.
advises and submit
the same together
with a photocopy of
registrar.
Registration Form signed Registration Form of
and return the same student by putting a
to the College “Registered” stamp.
Registrar for
validation. 2. Provide a copy to the student
545
This procedure aims to facilitate the registration of all Old Student Returnees.

1. Fill out the Readmission

Evaluate grades of student None 5 minutes Registration Adviser
Form downloadable at
College officials indicated
in the form
1. Conduct interview to
2. Undergo interview at the None 10 minutes College Registrar
determine the student’s
Department / College last
eligibility for readmission
attended
2. Issue Pre-Registration
Form
546
form with subjects to be filled out pre-registration
enrolled in consultation form.
with the Registration
Adviser and submit the 2. Issue Registration form
photocopy of Certificate of
Grades (COG) to the
college registrar.
4. Receive and sign the 4. Receive and validate the None 5 minutes College Registrar
Registration Form and duly signed Registration
return the same to the Form of student by
College Registrar for putting a “Registered”
validation. stamp.
4. Provide a copy to the

student and keep a copy
for submission to the
Registrar for system
validation.
547
Cashier’s Office
548
This procedure covers payment obligation to employees/individuals/creditors for goods purchase or services rendered

Who may avail: Employees, Students, Parent/Guardian, Graduates and General Public
Valid Identification Card Claimant
Authorization letter/Special Power of Attorney Claimant
1. Inform the 1. Verify the name of the claimant None 5 minutes Cashier/Collecting
Cashier/Collecting on the list of checks for release. Officer
Officer on nature of
the claim and present 1.1 Let the client sign on the
valid ID and payroll or voucher (if not
authorization available, inform the client)

clients on the payroll/voucher
549
2.1 Receive the cash
Stamp” PAID” on the
from the None 2 minutes Cashier/Collecting
payroll/voucher then file
Cashier/Collecting Officer
Officer and count it
before leaving the
counter.

the Cashier/
Collecting Officer
and verify the
accuracy and
completeness of the
entries
550
This procedure covers how the Cashier’s Office process collection of fees, charges and other assessments from departments,
bureaus, offices and other agencies in the exercise of their functions
Request Slip Concerned unit
Registration From Student
1. Pay the correspondng
amount of a certain Cashier/ Collecting
Issue Official Receipt
transaction Officer
 Authentication of
Php. 15.00 2 minutes
TOR/Diploma
Php
 Authentication
and Verification
(CAV)
Php 2 minutes
 Official Transcript 20.00/page
of Record
Php
 Certificates with scanned
picture
551
Good Moral Php 15.00
Character
Php 15.00
 Grades 2 minutes
 Honorable
Php 15.00
Dismissal 2 minutes
Cashier/ Collecting
 Thesis Adviser Officer
Php 2,300.00
Fee and 2 minutes
Technical Fee
Php
 English Critic 20.00/page
2 minutes
Fee
2. Remit Collection
from Income Cash/ Cashier/Collecting
Issue Official Receipt 3 minutes
Generating Projects Installment Officer
Depending
3 minutes per
TOTAL: on the
transaction
transaction
552
Health Services Unit
553
This procedure shows how the Campus Health Services Unit provide assistance in assessing the physical condition of a
patient as well as in the administration of treatment.
Office or Division: Campus Health Services Unit
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
554
1. Present Identification Confirm personal information from
Nurse-On-Duty
Card to the Nurse on identification card and accomplish None 1 minute (NOD)
Duty (NOD) consultation form
2. Submit oneself to the Check and record vital signs, refer
None 3 minutes NOD
the case
3. Submit to the 1. Examine the patient and

consultation process prescribe medication
2. Physician may refer patient

for the following procedures if
necessary:
a. Wound Care 15 minutes /

b. Laboratory/ Radiologic None depending on the Physician or Dentist
Exam case
Confinement
Specialist

4. Present prescription 1. Receive the prescription form NOD
None 2 minutes
and submit the and dispense available
555
medical or dental card prescribed medication (initial
to the NOD dose only)

5. Sign the logbook 1. Log the name of patient, name None
1 minute
and quantity of dispensed NOD
by the patient
2. Encode the accomplished None 1 minute NOD

safekeeping
556
2. Physical, Dental, and Laboratory Examination of Students
This procedure aims to provide assistance in the conduct of Physical, Dental and Laboratory Examination of students for
qualification to perform various school functions and activities.
Notice of Admission (NOA) Guidance Office
Dental Record Form
Medical Specialist
Medical Certificate
557
Day 1 1. Confirm schedule of student

and secure copy of NOA or
1. Present the NOA for Request for Medical
new and transferee Clearance
students/ Request for
Medical Clearance for 2. Issue Request Form for None 2 minutes
returnee students diagnostic procedures (if to be NOD
Day 2 Check the laboratory and

diagnostic results for
1. Present the laboratory completeness then issue Personal None 1 minute NOD
results to the NOD Information Sheet
1. Encode/fill out the data to the
2. Fill out Personal
Information Sheet and
submit to the NOD
signs None 3 minutes NOD

Clearance Form
558
3. Proceed to the dental
Administer dental examination and
section for None 5 minutes Dentist
sign Medical Clearance Form
examination
Administer physical examination
4. Proceed to the
and issue Medical Clearance Physician / Nurse-
medical section for None 10 minutes
Form for enrolment if fit for On-Duty
examination
schooling
5. Proceed to the nurse 1. Secure a copy of Student
on duty Health Record Form and file
student record for
safekeeping NOD
None 1 minute
registration
Additional Procedure Advise student to undergo special
(For student with findings diagnostic procedure; or refer to None 3 minutes Physician
upon examination) medical specialist
559
Medical Certificate
Personal Information Sheet or Identification Form
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
560
Day 1 1. Secure a copy of the Medical
Endorsement Form
1. Present Medical
Endorsement Form None 2 minutes NOD
2. Issue Request Form for
issued by HRDO
CSC Medical Certificate
If Laboratory and 1. Issue charge slip for payment
Diagnostic Examination of physical and dental
will be done outside: examination
2. Advise to accomplish
Proceed to the Cashier’s laboratory and diagnostic
Office for payment of examination at any DOH- Php 125.00 2 minutes NOD
physical and dental Accredited Diagnostic Center
examination
3. Instruct the employee to return
and bring the results the
*Skip next step and advance to following day for physical and
DAY 2
dental examination
If Laboratory and 1. Issue charge slip for payment Php 1,425.00
Diagnostic Examination of diagnostic examination for
will be done at the UHS: Contractual,
2. Advise to return to UHS after Permanent,
1. Proceed to the 1 minute NOD
payment and
Cashier’s Office for
Temporary
payment of laboratory
and diagnostic
examination
561
Php 475.00
for Job Order
(Php 125.00
physical and
dental
examination
fee is already
included)
2. Present the Official 1. Secure copy of official receipt
Receipt to the NOD
2. Advise or instruct the applicant NOD
None 1 minute
to proceed to the Diagnostic
section for the necessary
procedures
1. Perform necessary
3. Proceed to the procedures
Diagnostic Section for
examination 2. Instruct to return the following
day to claim the results Medical/X-ray
None 6 minutes
Technoligist
tests not available in the UHS
(eg. Neuropsychiatric test,
drug test)
Php 1,425.00
Day 1 TOTAL: for 12 minutes
Contractual,
Permanent,
562
and
Temporary
Php 475.00
for Job
Order
(Php 125.00
physical and
dental
examination
fee is
already
included)
Day 2 1. Secure copy of official
receipt, one photocopy of
1. Present official receipt
results and triplicate copy of
and CSC Medical
accomplished CSC medical NOD
Certificate Form None 1 minute
certificate

Sheet
2. Fill out the Personal 1. Encode data to the Medical
Information Sheet and Form, take picture and print
None 3 minutes NOD

563
results
section for dental None 5 minutes Dentist
sign the Medical form
examination
4. Proceed to medical and sign the medical form together
section for physical with the triplicate copy of CSC None 10 minutes Physician
examination medical form for fitness or
unfitness to work
Additional Procedure Advise applicant to undergo
(For applicant with additional laboratory and or special
None 3 minutes Physician
findings upon diagnostic procedures and or refer
examination) to medical specialist
Secure copy of one (1) medical

5. Proceed to the NOD form with attached photocopy of None 1 minute NOD
safekeeping
564
4. Provision of Emergency Care and Treatment
This procedure shows how emergency care and treatment are provided to patients in the University.

Students, CvSU Faculty Members, Employees, University Officials and their Dependents, and
Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
1. The patient to come in Place the patient in a comfortable None 2 minutes Nurse-On-Duty
or brought in as position and ask for the ID of the (NOD)
emergency case patient for proper identification and
recording purposes
565
1.1. If unconscious and Administer First Aid treatment and None 10 minutes / NOD /
pulseless: call other medical staff for depending on the Physician
assistance. case
1.2. If conscious, the 1. Elicit medical history or None 5 minutes NOD
patient gives incidence report, check,
medical history (if monitor and record vital signs
accident in nature)
and submit to 2. Refer patient to physician on
assessment of vital duty
signs
2. Submit to the 1. Administer intensive medical None 30 minutes / Physician
head/guardian.

3. Manifest improvement 1. Prescribe medication with

and stability of proper instructions and give None 2 minutes Physician
condition advices and issue medical

566
5. Verification of Physical, Dental, Laboratory and Diagnostic Examination Results of Students
Enrollees and Issuance of Medical Clearance for Enrollment
This procedure covers how enrollees can submit their Physical, Dental and Laboratory Examination results /report through
online and drop box system for verification and issuance of medical clearance for enrolment purposes,

Online Student Request Form University Health Services Unit

1. Submit requirements 1. Check and verify the None 2 minutes Nurse-On-Duty
through online/drop completeness of the
box system scanned copies or drop box
copies of documents and
present it to the physician

comments and
recommendation
If the assessment is
clear/normal, issue medical
567
clearance through e-mail,
electronically signed for
confirmation to enrollment

communicable diseases, the
student enrollee through e-
mail, advise to undergo
additional laboratory or
special diagnostic
procedures and or refer to
medical specialist before
given clearance for
2. Receive medical Encode, save, print and file the None 1 minute Nurse-On-Duty
clearance through documents
e-mail
568
Pandemic

1. Fill out Health 1. Provide the copy of health
Declaration Form and declaration form to the Security None 1 minute Nurse-on-duty
submit it to the Guard Unit
on Duty
personnel and visitors that

If the answer in the health survey

portions are all NO and the
personnel or visitor had no fever,
569
he/she will be allowed to enter the
campus
If there is one or more YES

the security personnel will refer
employee to the University Health
Services Unit for further
evaluation, management and
advises

Form to the Health Services
Unit
570
Campus Library
571
Office or Division: Campus Library

Who may avail:
Institutions
Valid CvSU Student, Staff, or Alumni IDs Office of University Registrar, HRDO, or Alumni Office
Latest Registration Form Office of University Registrar
Referral Letter (Library Patrons from Other Institutions) From the Librarian of their Institution (for students), from
(for employees)
For CvSU student,
faculty member,
employee and alumni
1. Present their valid Check the presented CvSU ID and None 1 minute Assigned Clerk
CvSU ID and latest latest Registration Form
registration form.
572
2. Write in the logbook Assist the client in filing out the None 1 minute Assigned Clerk
and leave logbook.
the baggage area of
the section where
they can avail the
services.
number needed for
research.
For Visitor
2. Sign the record book Receive payment and issue Php 30.00 2 minutes Assigned
and pay for the library Official Receipt Clerk/Cashier
fee
logbook and leaves logbook
the baggage area of
the section where
they will avail the
services.
573
4. Proceed to the OPAC If necessary, assist the visitors in None 1 minute Assigned Clerk
station for the using the OPAC Stations
number needed for
research.
TOTAL: Php 30.00 3 minutes
(for Visitors (CvSU Students,
only) Employees and Alumni)
6 minutes
(for Visitors only)
574
This procedure shows how the library assists interested clients in the borrowing and returning of books and other library
materials.
Who may avail: Students, Faculty Members and Employees, and Outside Researchers from other Institutions
For students:
Campus Registrar’s Office/Other Agency
CvSU Registration Form or any valid Identification card
Human Resource Management Office/Other Agency
CvSU- Iidentification card or any valid Iidentification card
Borrowing of books: 1. Encode details of the borrowers 2 minutes Librarian
and the description of book/s to
Present book/s to be
be borrowed.
borrowed and fill out
book card.
2. Get the book card and the ID or
Registration Form of the client
presented.
575
3. Fill out due date book card and
attach it to the borrower's file
card.
Returning of books:
Librarian
Present book/s to be 1. Verify and check the returned
1 minute
returned. book.
2. Return the ID card presented

1 minute
by the client.
3. Insert the book card and return

1 minute
it to the shelf
2 minutes
None (Borrowing)
TOTAL:
3 minutes
(Returning)
576
3. Library Card for New Registrants
This procedure shows how Library facilitate the issuance of borrower’s card for new registrants.

Students, Faculty Members and Employees
Who may avail:

For students: Office of the University Registrar
1 pc. 1x1 ID picture
For faculty members and employees: Human Resource Development Office
CvSU identification card
1. Inquire about issuance Provide the students, faculty None 1 minute Assigned Clerk
of Borrower’s card. members and employees with
Application Slip to be filled out.
2. Fill out the Application Receive the accomplished None 2 minutes Assigned Clerk
Slip Application Slip and encode the
data
3. Pay the corresponding 1. Counter sign the Registration Php 20.00 2 minutes Assigned Clerk
fee and present the form of students and validate
Registration Form (for the Library Card.
students)
2. Release the Library Card
577
578
4. Replacement of Lost Library Cards
This procedure covers how Library provides new library cards for students



1. Present latest 1. Receive the latest registration None 1 minute Assigned Clerk
registration form form
2. Check the database of None 2 minutes Assigned Clerk
data if necessary
2. Pay the corresponding 1. Issue official receipt Php 20.00 2 minutes Assigned Clerk
fee
2. Countersign and stamp validity
date on the Library Card None
3. Release new Library Card to

client upon payment
579
5. Issuance of a Referral Letter
This procedure shows how interested clients are assisted to allow them to conduct research in other libraries/institutions
For students:
Registrar’s Office
CvSU- Identification Card or Registration Form
Human Resource Development Office/Other Agency
CvSU- Identification card or any valid Identification Card
Issuance of referral
request:
1. Present Registration 1. Check the registration form and None 2 minutes Librarian
Form/School ID ID presented
2. Issue the Referral Request

Form
2. Fill out Referral 2. Assist the client/s in filling out of None 10 minutes Librarian
Request Form the form.
580
2. Encode the details written in the
form.
3. Pay the Release the referral letter Php 10.00 2 minutes Librarian
corresponding fee
581
Cavite State University Carmona Campus
582
Circulars

carmonahrdo@cvsu.edu.ph
2. Review the documents and Campus HR
a. Application Letter acknowledge receipt of 2 days Coordinator
b. CV/Resume application e-mail and notify
c. other credentials via text message the potential
applicants for the vacant
position
583
3. Schedule initial interview and 30 minutes per Committee
concerned,
Campus Faculty
Association
President
Campus
zoom video conferencing for 30 minutes per
Administrator
qualified applicants applicant
Campus HR
5. Tally the scores of each
Coordinator
applicant
None 1 day
Campus HR
Coordinator
Campus HR
7. Call up the qualified 5 minutes
Coordinator
applicants
Give some reminders and
2. Report to the Campus provide the qualified applicant a 10 minutes per Campus HR
None
HRDO checklist of documents to be applicant Coordinator
submitted
Campus
3. Report to the Main Evaluate and Interview the 30 minutes per
None Administrator,
Campus applicant applicant
HRMO Director,
VPs and FA
President
3 days, 1 hour and
TOTAL: None
47 minutes
584
Circulars
Personnel only
Assistant
585
4. Evaluate the applicant for None 30 minutes Campus Personnel

demo teaching and through Selection
panel interview Board/committee
5. Advise the applicant of None 2 minutes Campus HRD

notification on the status of Coordinator
application
6. Tally and summarize the None 30 minutes Campus HRD
Assistant
on the status of phone calls, text, or email of Coordinator
application the result of evaluation and of
the employment requirements.
2. Endorse the recommendation None 1 minute Campus HRD
for hiring signed by the Coordinator
Campus Administrator for
approval by the University
President thru channels
None 1 hour and

TOTAL:
22 minutes
586
3. Processing of appointment of Job Order Academic personnel (Campus)
Circulars

Concerned Agencies
Clearance, TIN
587
1. Receive the submitted
requirements of the Job Order
1. Submit all required HR Coordinator
academic personnel. None 1 minute
documents for
appointment on Job
Order status
submitted documents for HR Coordinator
None 5 minutes
For newly hired: completeness and accuracy.
- PDS, PDF
3. Submit the original and
- TOR/Diploma
documents 4. Prepare the contract of service
- Evaluation HR Coordinator
to be signed by the Job Order None 3 minutes
Result
Academic Personnel.
For rehired:
5. Read and sign the contract of Job Order Academic
- Photocopy of service. None 3 minutes Personnel
I.D.
- Medical 6. Verify and endorse the signed
Certificate contract of service to the HR Coordinator
Campus Administrator for None 3 minutes
signature.
service.
588
8. Submit the signed contract of HR
service together with the Coordinator/Liaison
employment requirements to None 5 minutes Officer/Authorized

notarization for notarization

contract of service

589
Circulars


Concerned Agencies
Clearance
1. Submit all required 1. Check and validate accuracy and Human
documents and None 5 minutes
completeness of the submitted Resource
credentials documents to be endorsed to the Coordinator
signature
590
2. Sign and endorse the verified Human
None 5 minutes
documents Resource
Coordinator and
Campus
Administrator
3. Endorse credentials to the Human

University Recruitment, Selection Resource
Coordinator/
and Placement (RSP) Unit for the
None 5 minutes Recruitment,
issuance of job order contract and
Selection and
appointment of job order Non-
Placement
Academic personnel (RSP) staff
4. Receive the submitted Human
documents/requirements and None 3 minutes Resource
furnish the campus with the job Coordinator/
order contract RSP staff
signatures and certify that the job None 10 minutes Human
order contract is complete Resource
Coordinator/
6. Endorse to the University RSP staff
Recruitment, Selection and
Placement (RSP) Unit and submit
to the accounting office for payroll
processing
591
592
with the University
The procedure aims to provide personnel employment records to active and employees who are no longer connected with
1. Fill out the Record Request 1. Receive and review the None 3 minutes HR Coordinator/staff
form and submit to the HR duly accomplished form
Coordinator. for the completeness of
entries.
2. Check and verify from file None 10 minutes HR Coordinator/
the requested record. If Liaison officer
requested record/
document is not available
in the campus, request
will be endorsed to the
University HRDO
593
3. Prepare the requested None 5 minutes HRDO personnel
documents
document/s
594
Record Request Form to accomplished form for the
carmonahrdo@cvsu.edu.ph completeness of entries
2. Check and verify from file None 10 minutes HR
the requested record. If Coordinator/liaison
requested record/document officer
HRDO
595
documents

cvsuhrd@cvsu.edu.ph
carmonahrdo@cvsu.edu.ph
records/documents
596
597
Job Order Non-Academic Employees


Submit the 1. Receive the submitted DTR and None 2 minutes HR Coordinator
accomplishment report accomplishment reports
and the Daily Time
Record to the HR
598
Coordinator every 16th 2. Check per DTR if services None 1 minute per HR Coordinator
day of the month and 1st rendered is in accordance with DTR
day of the succeeding the approved official schedule
month. and contact hours.
3. Check accomplishment report 1 minute per

completeness report
4. Compute the number of hours

30 minutes
order employees and attach the HR Coordinator
None 30 minutes
for endorsement to the Campus
Administrator
Campus
6. Sign and approve the document None 3 minutes Administrator
7. Prepare the Disbursement HR Coordinator
Voucher and Budget Utilization
None 15 minutes
of salaries
8. Attach the Summary of Hours to
be paid, DTR and HR Coordinator
None 5 minutes
599
None 3 minutes
Officer

Campus for processing.
Liaison
Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
600

601
Record to the HR and accomplishment reports
Coordinator every 16th from the client
day of the month and 1st 2. Check per DTR if services None 3 minutes per DTR HR Coordinator
and contact hours.
completeness report


document
None 15 minutes
of salaries
None 5 minutes
602
authorized personnel to the Administrator/Camp
None 3 minutes
BURS. us’ Budget Officer
3. Submit the payroll to the Main HR Coordinator/

None 5 minutes
Campus for processing. Liaison
Officer/Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
603
Office of Student Affairs (OSA)
604

www.cvsu.edu.ph)

Scholarship
2. Receive Certificate of 1. Sign the logbook under the None 5 minutes Scholarship

Office for reassessment of fees
605
606

Carmona Campus
https://www.facebook.com/CvSUCarmona/

documents
3. Receives admission
examination permit
607
Guidance Counselor
examination as Administer Admission Examination None 1 hour or Psychometrician
scheduled
4. For applicants
the BS Nursing, BS
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism
Management, the
applicant is required
to undergo interview:
b. Undergo interview Department Chair or

at College/ Program Head
Department Conduct the Interview None 1 hour
c. Returns to OSAS Admission Officer

and submit
accomplished Receive the accomplished
interview form interview form None 1 minute
608
Issue the Notice of Admission
(NOA)
None 10 minutes
5. Receive the NOA Admission Officer
Log the NOA number and name of
Guidance Counselor
student and sign the logbook under
or Psychometrician
the column “Released by”.
Services unit for
medical examination
None 2 hours and

TOTAL:
22 minutes
609
3. Admission Procedure of Transferees from Other School

Accomplished Application form for Admission Carmona Campus

initial evaluation
Evaluation form and
College for their
evaluation
610
Program Head
accomplished Notice
for Evaluation form
evaluation of the
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or Police
Clearance
e. copies of 1x1 ID
Picture
f. Short Folder
6. Receive examination Schedule Examination None 2 minutes Admission Officer

permit
611
scheduled
(NOA)

Services unit for
medical examination

36 minutes
612


initial evaluation

Interview Form and
college/department for
their evaluation
613
3. Undergo interview Conduct the Interview None 1 hour College
with respective Registrar/Department
college/department Chair / Program
Head
accomplished
interview form
evaluation of the
College, the applicant 2. Issue Notice of Admission
submits the following (NOA)
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
student and sign the logbook Guidance Counselor
under the column “Released by” or Psychometrician
614
7. Present the NOA to Receive the NOA and assist the None 2 minutes
the Campus Health student for medical examination Campus Health
Services unit for Services Unit
medical examination
29 minutes
615

Who may avail:
program

Evaluation form and
Proceed to
concerned college /
department for their
evaluation
616
3. Undergo interview Conduct the Interview None 1 hour Department Chair /
with respective Program Head
college/department
accomplished Notice
for Evaluation form
5. If qualified from the Issue Official Receipt Php 150.00 2 minutes Cashier
evaluation of the
College, the
applicant will pay for
the testing fee at the
Cashier’s office
(for paying
students only)
documents
permit
scheduled
(NOA)
Psychometrician
617
Services Unit for
medical examination

33 minutes
618
6. Recognition and Accreditation of Student Organizations
position
Advisers
Department
619
are complete
Completion accreditation of student Staff
4. Attend the 1. Document the program None 15 minutes SDS Head or OSAS
Recognition and Staff
Accreditation Program 2. File the submitted documents
4.1 Receive a organizations
Certificate of
Recognition
620
7. Approval of Student Activities of Student Organizations
Applicant
1. Evaluate requirements SDS Head or OSAS
1. Submit request letter None 10 minutes
2. Issue Notice of Completion of
requirements
621
2. Receive Notice of 1. Sign and recommend the SDS Head or OSAS
None 10 minutes

for Academic Affairs or
approval

organization

report, and
accomplished
evaluation forms.
622
8. Off-Campus Activities of Student Organizations
623
2. Issue Notice of Completion of
requirements
OSAS

approval
624
organization
activity. Staff
report, and
accomplished
evaluation forms.
625
Referral Form OSAS
1. Seek counseling and Receive counseling form for None 5 minutes Guidance Counselor
fill out Counseling walk-in and referred clients or Guidance
Form Facilitator or
designated faculty
member
Facilitator or
626
2. Give appointment/ designated faculty
commitment slip for student to member
fill-out
appointment/ process and document the half per session or Guidance
session member
4. Fill out counselling / 1. Issue Counseling None 5 minutes Guidance Counselor
consultation logbook /Consultation Completion or Guidance
Form Facilitator or
designated faculty
2. Advise the student to expect a member
call or text message for follow
up consultation
None *1 hour and
TOTAL:
20 minutes
627
Contact number To be provided by the client
E-mail address To be provided by the client
or if necessary, face Facilitator or
member

628
11. Consultation Procedure for Parents/Guardians

Anecdotal Form OSAS
1. Walk-in and log in the visitor’s Receive parent or guardian None 5 minutes Guidance
information log book Counselor or
Guidance
Facilitator or
designated faculty
member
2. Undergo initial interview and Conduct initial interview None 30 minutes Guidance
assessment Counselor or
Guidance
Facilitator or
designated faculty
member
629
3. When necessary, parent/ Write letter of referral to None 15 minutes Guidance
guardian is referred to college/ department Counselor or
concerned college/ Guidance
department for more Facilitator or
appropriate intervention or designated faculty
action member
630
This procedure shows how the OSAS assists students, faculty members and employees who have complaints against
students
letter Committee on

2. Receive response Sign the logbook under the column None 5 minutes Secretary,
Misdemeanor
631
logbook under the
2 hours and
TOTAL: None
15 minutes
632
This procedure shows how to assist bonafide students and graduates who would want to secure certificate of Good Moral
Character


1. Pay for the

official receipt Php 15.00
Cashier’s Office.
2. Present the required None
documents to the Receive and check the required 5 minutes MIS Officer/ OSAS
Office of Student documents Staff
Affairs
633
3. Fill out the request for Prepare and release the Certificate
None 5 minutes MIS Officer/ OSAS
good moral certificate of Good Moral Character
Staff
sheet
4. Receive the Good Sign Good Moral Character

5 minutes MIS Officer/ OSAS
Moral Character Certificate Sheet under the column None
Staff
Certificate “Released by”
TOTAL: 17 minutes
Php 15.00
634
Campus Registrar
635

Clearance Form (first University Clearance or
request) or fill out Request Request Slip and
Slip (for subsequent request)
For online request:

cvsu.carmonacampus @ gmail.com
carmonaregistrar@cvsu.edu.ph
636
2. Pay the necessary fee for Php 50.00/ 5 minutes Cashier / Registrar
Check the Official Receipt
the requested documents at page for TOR staff
and issue the claim stub
the Cashier Office or thru on
line payment Php15.00/page
for Certification
3. Receive the claim stub (e-
copy) bearing the date of
documents.
Php 50.00/
page for TOR
7 days and
TOTAL:
page for
Certification
637
accurate enrolment to a particular program
1. Submit all the required 1. Check and receive all the None 6 minutes Registrar Staff
enrolment including the documents and a copy of
Accomplished Personal the uploaded Personal
Information Sheet personally Information of student.
or via
cvsu.carmonacampus @ gmail.com 2. Assign Student Number
carmonaregistrar@cvsu.edu.ph and issue Certificate of
Admission and
Registration Form.

Form.
638
3. Sign the validated 1. Return another copy to 2 minutes Registrar Staff

keep a copy of the
future reference.
639

Student Clearance
Pre-Registration
Registration Form
registration form.
2. Fill-out Pre-registration 1. Receive and evaluate the

form with subjects to filled-out pre-registration
be enrolled through form.
consultation with
respective Registration 2. Prepare and issue None 6 minutes Registrar Staff
Adviser and submit the Registration form to student.
photocopy of
640
registrar.
validation.
and keep a copy for
submission to the Office of
the University Registrar.

641
This process aims to facilitate the registration of all transfer students.

1. Submit all the required None 6 minutes Registrar staff
original documents for 1. Check, receive all the
enrolment including results required original
of interview, checklist of documents; copy of the
subjects credited by the uploaded Personal
college or department Information Sheet and
concerned and the Pre-registration form
Accomplished Personal issued by the college.
Information Sheet or via
cvsu.carmonacampus @ gmail.com 2. Assign Student Number
carmonaregistrar@cvsu.edu.ph and issue Certificate of
Admission and
Registration Form.
642
Form. Form of student by
putting a “Registered”
2.1 Sign the issued stamp.
Registration Form and
return the same to the 2. Provide a copy to the
University Registrar for student and keep a copy
validation. for system validation.

keep a copy of the
future reference
643

1. Fill out Letter of Intent Evaluate grades of student None 5 minutes Department Chair or
Faculty assigned to
college officials
program the student
intends to shift.
2. Undergo interview at 1. Conduct interview for further
the Department/ assessment.
None 10 minutes
College the student
intends to transfer 2. Issue Pre-registration Form
644
registration form with out pre-registration form. None 5 minutes College Registrar
subjects to be
enrolled in 2. Prepare and issue Registration
accordance to what form to student.
the Department
advises and submit
the same together
with a photocopy of
registrar.
validation.
and keep a copy for
validation.
645

1. Fill out the Readmission Evaluate grades of student
Form downloadable at None 5 minutes
cvsu.carmonacampus @ gmail.com
carmonaregistrar@cvsu.edu.ph
4. Undergo interview at the
determine the student’s None 10 minutes College Registrar
attended
Form
4. Fill out Pre-registration form Issue Registration form None 5 minutes College Registrar
with subjects to be enrolled in
consultation with the
646
Registration Adviser and
submit the same together
with a photocopy of
Certificate of Grades (COG)
to the college registrar.
4. Receive and sign the 1. Receive and validate None 5 minutes College Registrar
Registration Form and return the duly signed
the same to the College Registration Form of
Registrar for validation. student by putting a

student and keep a
copy for submission to
the Office of the
system validation.
647
Cashier’s Office
648

1. Inform the disbursing 1. Verify the name of the claimant None 5 minutes Disbursing Officer
claim and present
valid ID/authorization. 2. Let the client sign on the payroll
or voucher(if not available,
inform the client)

client/s on the payroll/voucher
649
2.1 Receive the cash Stamp “PAID” the payroll/voucher None 2 minutes Disbursing Officer
from the disbursing then file.
officer and count it
before leaving the
counter.

and verify the
completeness of the
entries
650
bureaus, offices and other agencies in the exercise of their functions.

Request slip Concerned unit
1. Present completely Evaluate registration form and
filled-out request slip other requirements as to None 1 minute Cashier/Collecting
certification, completeness and accuracy Officer
registration forms etc.
2. Pay tuition and Issue Official Receipt Cash/ 2 minutes Cashier/Collecting
miscellaneous fees. Installment Officer
3. Pay other Fees: Issue Official Receipt
 Authentication of Php. 15.00 2 minutes Cashier/Collecting

TOR/Diploma Officer
 Authentication and Php. 35.00 2 minutes
Verification (CAV)
 Completion Php
10.00/unit 1 minute
651
 Official Transcript Php 2 minutes
of Record 50.00/page
Php
100.00/page
with scanned
picture
Certificates
 Good Moral Php 15.00 2 minutes

Character
 Grades Php 15.00 2 minutes
 Honorable Php 20.00 2 minutes

Dismissal
 Testing/Application Php 150.00 2 minutes

Fee
 Adding/Changing Php 10.00 2 minutes

of Subjects
Php 2,300.00
 Thesis Adviser 2 minutes
Fee and Technical
Fee
Php 2 minutes
20.00/page
Depending
3 minutes per
on the
TOTAL: transaction
request/
transaction
652
653
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
654
Card to the Nurse on identification card and accomplish None 1 minute NOD
None 3 minutes NOD
the case


necessary:
a. Wound Care
b. Laboratory/ Radiologic None 15 minutes /
Exam depending on the Physician or Dentist
c. Observation in Ward & case
Confinement
Specialist

None 2 minutes
655

1 minute
by the patient

safekeeping
656
This procedure aims provide assistance in the conduct of Physical, Dental and Laboratory Examination of students for
Dental Record Form
Medical Specialist
Medical Certificate
657
Nurse-On-Duty
Day 1 1. Confirm schedule of student None 2 minutes (NOD)
Medical Clearance for 2. Issue Request Form for
returnee students diagnostic procedures (if to be

2. Fill out Personal
Information Sheet and 1. Encode/fill out the data to the
submit to the NOD Student Health Record Form
None 3 minutes NOD
signs
658
Clearance Form
examination
4. Proceed to the
and issue Medical Clearance
medical section for None 10 minutes Physician / NOD
examination
schooling
1. Secure a copy of Student
5. Proceed to the nurse
Health Record Form and file
on duty
student record for
safekeeping NOD
None 1 minute
registration
Additional Procedures Advise student to undergo special
(For student with findings diagnostic procedure; or refers to None 3 minutes Physician
659
referrals of applicant employee and faculty.
Medical Certificate
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
660
Day 1 1. Secure a copy of Medical
Endorsement Form
1. Present Medical Nurse-On-Duty
Endorsement Form None 2 minutes (NOD)
issued by HRDO
Office for payment of examination at any DOH- Php125.00 2 minutes NOD
examination
*Skip next step and advance to physical and dental
DAY 2
examination
If Laboratory and 1. Issue charge slip for payment Php 1,425.00
Diagnostic Examination of diagnostic examination for
will be done at the UHS: Contractual,
2. Advise to return to UHS after Permanent, 1 minute NOD
and
payment
Temporary
Proceed to the Cashier’s
Office for payment of
661
laboratory and diagnostic Php 475.00 for
examination Job Order
(Php 125.00
physical and
dental
examination fee is
already included)
Receipt to the NOD
2. Advise the applicant to proceed None 1 minute NOD
to the Diagnostic section for the
3. Proceed to the 1. Perform the necessary
Diagnostic Section for procedures
examination
2. Advise applicant to return the
following day to claim the Medical/X-ray
results None 6 minutes
Technoligist

(eg. Neuropsychiatric test, drug test)
Php 1,425.00
for
Contractual,
Day 1 TOTAL: Permanent, 12 minutes
and
Temporary
Employees
662
Php 475.00
for Job Order
Employees
(Php 125.00
physical and
dental
examination fee
is already
included)

results and triplicate copy of
and CSC Medical
certificate

Sheet
2. Check and record vital signs NOD

None 3 minutes
results
examination
663
unfitness to work
Additional Procedures Advise the applicant to undergo
Secure one (1) copy of medical

safekeeping
664
This procedure shows how emergency care and treatment are provide to patients in the University.

Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
or brought in as position and ask for ID of the (NOD)
for recording purposes
665
1.1. Unconscious and Administer First Aid treatment and None 10 minutes / NOD /
assistance. case
accident in nature)
assessment of duty
vital signs
2. Submit to consultation 1. Administer intensive medical None 30 minutes / Physician
process assessment, start initial depending on the
head/guardian.

3. Manifest improvement 1. Prescribe medication with None 2 minutes Physician

and stability of proper instructions and issue
condition medical certificate if necessary.
2. Report to the security office if None 1 minute NOD

the emergency case is accident
666
online and drop box system for verification and issuance of medical clearance for enrolment purposes.


through online/drop completeness of the scanned (NOD)
box system copies or drop box copies of
documents and present it to
the physician
2. Assess the results for comments None 5 minutes Physician
and recommendation
667

mail is advised to undergo
special diagnostic procedures
and or refer to medical
clearance for confirmation to
enrollment
2. Receive medical Encode, save, print and file the None 1 minute NOD
e-mail
668
Pandemic

1. Fill out Health Declaration 1. Provide the copy of health
Form and submit it to the declaration form to the Security None 1 minute Nurse-on-duty
Guard on Duty Unit (NOD)

declaration form to every CvSU None 1 minute Security
personnel and visitors that Guard

health survey portion of the None 1 minute Security
Health Declaration Form Guard

669
he/she will be allowed to enter
the campus

the employee to the University
Health Services Unit for further
reminders.
4. Return the Health None 1 minute Security

Declaration Form to the Guard
670
Campus Library
671

Who may avail:
Institutions
(for employees)
For CvSU student, Check the presented CvSU ID and None 1 minute Assigned Clerk
employee and alumni

CvSU ID and latest
registration form.
672
and leaves logbook.
the baggage area of
the section where
they will avail the
services.
number needed for
research.
For Visitors
1. Present referral letter Receive letter of referral. None 1 minute Assigned Clerk
2. Sign in the record Receive payment and issue official Php 30.00 2 minutes Assigned
book and pay for the receipt Clerk/Cashier
library fee.
logbook and leave logbook
the baggage area of
the section where
they can avail of the
services.
673
number needed for
research.
only) Employees and
Alumni)
6 minutes
(for Visitors only)
674
This procedure shows how the Library assists interested clients in the borrowing and returning of books and other library
materials
For new students:
Library Card or Registration form for with clerk counter sign (if Campus Library (Registration form/ Campus Registrar)
library card is still on process)
For old registrants: Campus Library
Library Card
For Faculty Members and Employees Campus Library (Campus ID/ Dean’s Office)
Library Card or Campus ID (if library card is still on process)
Students, faculty Borrowing of books:
members and employees
present books to be 1. Check out the books to be None 3 minutes Assigned Library
borrowed. borrowed by scanning the Clerk
barcodes of these and print
slips for the borrowed books.
2. Stamp due date on the date due

slip.
3. File book cards of the books

borrowed.
675
Present the books to be Returning of books:
returned
1. Check in the books borrowed by None 2 minutes Assigned Library
scanning their barcodes. Clerk

3 minutes
(Borrowing)
TOTAL: None
2 minutes
(Returning)
676
3. Borrower’s Card for New Registrants
This procedure shows how the Library facilitates issuance of Borrower’s Card for New Registrants

For students:
Registration Form Campus Library
For faculty members and employees: Office of the Campus Administrator
New students, faculty Provide the students, faculty None 1 minute Assigned Library
members and employees members and employees with slips Clerk
inquire about issuance of to be filled up
Borrower’s card.
1. Students/faculty members/ None 2 minutes per
employees encode their client
data
2. Collect 1x1 ID picture of the None 10 minutes per

client, layout library ID, client
validate the borrower’ card,
677
encode to system and
counter sign Registration
form of students
*3 working days if
3. Issue Borrowers Card demand is on peak
*3 days and
TOTAL: None
13 minutes
678
This procedure aims to provide new library cards for students, faculty members and employees

Affidavit of Loss Attorney’s Office
1. Present Affidavit of 1. Receive Affidavit of Loss None 1 minute Assigned Library
Loss. Clerk
2. Check the database of
registered clients and update None 2 minutes per Assigned Library
data if necessary client Clerk

date on the Borrower’s card.
2. Pay the corresponding Release new borrower’s card to Php 20.00 2 minutes Assigned Library
fee client upon payment Clerk/Cashier
679
5. Ask a Librarian
This procedure serves as an Open-access e-resources cites available and queries on collection availability for Faculty
Member and Employees.

PC, Laptop, Smart Phone Campus Library Official Facebook Page
 @cvsucarmonalibrary
 Cavite State University – Carmona Library
Campus Library Gmail
 carmonalibrary@cvsu.edu.ph
Open-access e-resources Updated when
Post open-access resources cites/ Assigned Library
1.1 Log in with your None additional links are
links on the campus library official Clerk
Facebook or email available
page
account and directly
message
Carmona’s Official 2 minutes
Facebook page
Cavite State
University –
Carmona Library
680
Collection Availability
1.2 Send a direct Check the availability of collection 1 minute
message on in the Library System.
Carmona’s Official
Facebook page
Cavite State
University –
Carmona Library
or via
carmonalibrary@cv
su.edu.ph
681
6. Ask a Librarian (on line)
This procedure shows how Open-access e-resources cites are available and queries on collection availability for Faculty
Member and Employees.

PC, Laptop, Smart Phone Campus Library Official Facebook Page
 @cvsucarmonalibrary
 Cavite State University – Carmona Library
Campus Library Gmail
 carmonalibrary@cvsu.edu.ph

Send a direct message Borrowing of books
on Carmona’s Official 1.1 Check out the books to be None 10 minutes Assigned Library
Facebook page borrowed by scanning the Clerk
Cavite State University – barcodes of these and print
Carmona Library slips for borrowed books.
or email the specific data
needed such as, title, 1.2 Stamp due (to maximum)
author, copyrighted date date. If collection is a limited
and house their Library copy, it will be summoned
Card temporarily in the for return once needed by
care of Campus Library to others. The books borrowed
682
limit face-to-face will be personally delivered
transaction to their respective offices
Returning of books:
1.1 Check in the borrowed

books records by scanning None 5 minutes Assigned Library
their barcodes. Insert the (after the Clerk
book cards, quarantine period)
1.2 Sanitize the books and

place it in quarantine table
for 6-9 days before
returning sanitized books in
the shelves
TOTAL: 15 minutes
683
Cavite State University Cavite City Campus
Human Resource Management Office
684
Circulars
1. Check and receive all the 2 minutes Campus HR
1. Submit/send complete None
submitted documents Coordinator
documents via
cvsucavitecity@cvsu.edu.ph
cvsuccchrdo@cvsu.edu.ph
2. Review the documents and Campus HR
acknowledge receipt of e-mail 2 days Coordinator
a. Application Letter application and notify via text
b. CV/Resume message the potential
position

None
685
concerned, Campus
Faculty Association
(FA) President

zoom video conferencing for 30 minutes per Campus
qualified applicants applicant Administrator
5. Tally the score of each Campus HR

applicant Coordinator
Noe 1 day
6. Endorse to the University Campus HR
Selection Board the list of Coordinator
Campus HR
7. Call up the qualified 5 minutes Coordinator
applicants
None 10 minutes per Campus HR
2. Report to the Campus applicant Coordinator
the qualified applicant a checklist
HRDO
Campus
3. Report to the Main Evaluate the applicant None
30 minutes per Administrator,
Campus
applicant HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
686
Circulars
Personnel only
Assistant
687
4. Evaluate the applicant for None 30 minutes Campus Personnel
demo teaching and through Selection
panel interview Board/committee
5. Advise that the applicant will None 2 minutes Campus HRD
be notified on the status of Coordinator
application

Assistant
on the status of phone calls, text, or email of Coordinator
application the result of evaluation and of
for hiring signed by the Coordinator
approval by the University
President thru channels
None 1 hour and
TOTAL:
22 minutes
688
3. Processing of Appointment of Job Order Academic Personnel (Campus)
Circulars

Concerned Agencies
Clearance, TIN
689

documents for requirements of the Job Order HR Coordinator
None 1 minute
Order status
For newly hired: submitted documents for None 5 minutes HR Coordinator
- PDS, PDF
- Evaluation to be signed by the Job Order HR Coordinator
None 3 minutes
Result
Academic Personnel.
For rehired:
5. Read and sign the contract of Job Order Academic
- Photocopy of service. None 3 minutes Personnel
I.D.
- Medical 6. Verify and endorse the signed
Certificate contract of service to the HR Coordinator
signature.

690
8. Submit the signed contract of HR
service together with the Coordinator/Liaison
employment requirements to None 5 minutes Officer/Any authorize

1. Accept and verify the notarized 2 minutes HR Coordinator

None
contract of service
3. Submit the notarized
contract of service 2. Submit the notarized contract
of service to HRDO Main with None 2 minutes HR Coordinator
the required attachments.
691
4. Processing of Appointment of Job Order Non-Academic Personnel (Campus)
Circulars

Clearance
Submit all required 1. Check and validate accuracy
692
Human Resource
2. Sign and endorse the verified None 5 minutes Coordinator and
documents
Campus
Administrator
3. Submit credentials to the Human Resource

None 5 minutes
Unit for the issuance of job order Selection and
contract and appointment of job Placement (RSP)
order Non-Academic personnel staff

Human Resource
documents/requirements and
None 3 minutes Coordinator/ (RSP)
furnish the campus with the job
staff
order contract

signatures and certify that the
job order contract is complete
Human Resource
6. Endorse to the University None 10 minutes Coordinator/ (RSP)
Recruitment, Selection and staff
Placement (RSP) Unit and
submit to the Accounting Office
693
694
with the University
1. Fill out the Record 1. Receive and review the duly None 3 minutes HR Coordinator/staff
Request form and accomplished form for the
submit to the HR completeness of entries.
Coordinator.
record/ document is not
University HRDO
documents
695
4. Release the requested None 5 minutes HR
document/s Coordinator/Staff
2. Claim the requested Have the client signed on the None 2 minutes HR
document/s Receiving Logbook Coordinator/Staff
TOTAL: None 25 Minutes
696
6. Online Processing and Issuance of HR Records to Active and Employees no longer connected
with the University
Record Request form accomplished form for the
cvsucavitecity@cvsu.edu.ph completeness of entries.
2. Check and verify from file the None 10 minutes HR

requested record. If requested Coordinator/liaison
record/document is not officer
request will be endorsed to
the University HRDO
697
documents

cvsuhrd@cvsu.edu.ph
2. Receive and Confirm and record the receipt of None 2 minutes HR staff
acknowledge receipt of the records/documents requested
the requested by the client
records/documents
698
699
7. Receiving and Evaluation of Documents for Salary Preparation of Part-Time Faculty Members
and Job Order Non-Academic Employees
The procedure covers the computation of the total number of hours or days to be paid based on actual service rendered.


accomplishment report and accomplishment
and the Daily Time
Record to the HR
700
Coordinator every 16th 2. Check DTR if services None 1 minute per HR Coordinator
day of the month and 1st rendered is in accordance with DTR
3. Check accomplishment report

as to accuracy and 1 minute per
completeness accomplishment
report
4. Compute the number of hours 30 minutes

order employees and attach HR Coordinator
None 30 minutes
the required supporting
documents for endorsement to

document
7. Prepare Disbursement Voucher
and Status and Payroll of None 15 minutes HR Coordinator
salaries

to be paid, DTR and None HR Coordinator
5 minutes
DV, BURS and Payroll
701
Campus
9. Affix the signature/s of None Administrator/
Authorized Personnel to the 3 minutes Campus’ Budget
BURS Officer

Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
702
8. Receiving and Evaluation of Documents for Salary Preparation of Contractual Faculty Members
This will serve as basis of the Accounting Office for payroll preparation.

703
and contact hours.
completeness report

document
None 15 minutes
of salaries
None 5 minutes
Campus
2. Affix the signature of authorized Administrator/
None 3 minutes Campus’ Budget
personnel to the BURS.
Officer
704
3. Submit the payroll to the Main None 5 minutes HR
Campus for processing. Coordinator/Liaison
Officer/Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
705
706

www.cvsu.edu.ph)

Certificate of column “Released by” Coordinator
Scholarship
2. Advise the student to proceed to
Registrar / Cashier’s Office for
707
708

Cavite City Campus
Accomplished Application form for Admission http://203.177.216.246/CvSU-CCC-Student-Portal/
http://203.177.216.246/cvsuccc.com/
documents
examination permit
709
Guidance Counselor
examination as Administer Admission Examination None 1 hour or Psychometrician
scheduled
4. For applicants
the BS Nursing, BS
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism
Management, the
b. Undergo interview
at College/ Conduct the interview None 1 hour Department Chair or
Department Program Head
c. Return to OSAS Receive the accomplished None 1 minute Admission Officer

accomplished
interview form Issue the Notice of Admission
(NOA)
710
5. Receive the NOA Log the NOA number and name of Admission Officer
student and sign the logbook under None 10 minutes Guidance Counselor
Services unit for
medical examination
None 2 hours and

TOTAL:
22 minutes
711

Accomplished Application form for Admission Cavite City Campus
http://203.177.216.246/CvSU-CCC-Student-Portal/
initial evaluation
712
2. Get Notice for Issue interview form None 5 minutes Admission Officer
Evaluation form and
proceed to concerned
College for their
evaluation
3. Undergo interview with Conduct the interview None 1 hour College Registrar or
Program Head
accomplished Notice
for Evaluation form
evaluation of the
College/Department, 2. Issue examination permit
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
e. copies of 1x1 ID
Picture
f. Short Folder
713
6. Receive examination Schedule Examination None 2 minutes Admission Officer
permit

scheduled
(NOA)

the Campus Health Receive the NOA and assist the
Services Unit
Services unit for student for medical examination
medical examination

36 minutes
714


initial evaluation

Interview Form and
college/ department
715
3. Undergo interview with Conduct the interview None 1 hour College Registrar/
respective college/ Department Chair /
department Program Head
accomplished
interview form
evaluation of the
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
student and sign the logbook under Guidance
the column “Released by” Counselor or
Psychometrician
716
Services Unit
medical examination

29 minutes
717
5. Procedure on Admission for Second Courser

Who may avail:
program

Evaluation form and
718
3. Undergo interview Conduct the interview None 1 hour Department Chair /
college/department
accomplished Notice
for Evaluation form
5. If qualified from the Issue Official Receipt Php 150.00 2 minutes Cashier
evaluation of the
College, the applicant
will pay for the testing
fee at the Cashier’s
office
only)
documents
permit
scheduled
(NOA)
9. Received the NOA Log the NOA number and name of None 5 minutes Admission
student and sign the logbook under Officer/Guidance
Psychometrician
719
Services Unit for
medical examination

33 minutes
720
This procedure aims to assist the students, enumerate the requirements and facilitate the recognition and accreditation
position
Advisers
Department
721
are complete.
3. Receive Notice of Conduct the recognition and None 15 minutes SDS Head or OSAS
4.1 Receive organizations
certificate of
recognition
722
Applicant
requirements
723
2. Receive Notice of 1. Sign and recommend the
None 10 minutes SDS Head or OSAS
Completion request letter to the Dean of
OSAS/ Director/Head of OSAS Staff

for Academic Affairs or Campus
Administrator for approval

organization
3. Conduct the event or SDS Head or OSAS
Monitor the event or activity. None 15 minutes
activity Staff
4. Submit
accomplishment Receive accomplishment report,
report, financial financial report, and accomplished SDS Head or OSAS
report, and evaluation forms None 5 minutes Staff
accomplished
evaluation forms
724
725
requirements
OSAS

approval
726
organization
activity. Staff
report, financial evaluation forms
report, and
accomplished
evaluation forms
727
Referral Form OSAS
Form Facilitator or
designated faculty
member
Facilitator or
728
Give appointment/ commitment slip designated faculty
for student to fill out member
3. Fill out the Conduct counselling/ consultation None *45-min to 1hr and Guidance Counselor
appointment / process and documents the half per session or Guidance
session member
4. Fill out counselling / 1. Issue Counselling /Consultation None 5 minutes Guidance Counselor
Facilitator or
up consultation
None *1 hour and
TOTAL:
20 minutes
729
Contact Number To be provided by the client
E-mail Address To be provided by the client
text message, e-mail the student since prior or Guidance
or if necessary, face consultation Facilitator or
member

730
possible alternatives or solutions.

Anecdotal Form OSAS
designated faculty
member
designated faculty
member
3. When necessary, Write a letter of referral to college/ None 15 minutes Guidance Counselor
parent/guardian is department or Guidance
731
732
students
letter Committee on
2. Forward the letter to the Misdemeanor
Committee on Misdemeanor 5 minutes
3. Decide whether the complaint 1-2 hours Committee on

has been acted and call for the Misdemeanor
investigation

733
None 2 hours and
TOTAL:
15 minutes
734
This procedure shows how to assists bonafide students and graduates who would want to secure Certificate of Good Moral
Character.


1. Pay for the

official receipt Php15.00
Cashier’s Office.
documents to the Receive and check the required 5 minutes MIS Officer/ OSAS
Office of Student documents Staff
Affairs
735
3. Fill out the request for Prepare and release the Certificate
Good Moral Certificate of Good Moral Character
Staff
sheet
4. Receive the Good Sign the Good Moral Certificate

Moral Character Sheet under the column “Released None
Staff
Certificate by”
TOTAL: 17 minutes
Php 15.00
736
Campus Registrar
737


request) or Request Slip Slip
(for subsequent request)
For online request:

cavitecity.registrar@cvsu.edu.ph
738
Php 50.00/
2. Pay the necessary fee Check the Official Receipt and 5 minutes Cashier/
page for TOR
for the requested issue the claim stub Registrar Staff
documents at the
Php15.00/
Cashier Office or thru
page for
online payment
Certification
Evaluate the student’s records
None 7 working Registrar Staff
3. Receive the claim stub and prepare the requested
days/processing
or e-copy bearing the documents
date of release of the
requested documents
4. Claim the document on Check the claim stub and None 2 minutes Registrar Staff
the specified date of release the requested
release documents to the client
Php 50.00/
page for
TOR
7 days and
TOTAL:
12 minutes
Php15.00/
page for
Certification
739

cvsucavitecity@ cvsu.edu.ph
cavitecity.registrar@cvsu.edu.ph 2. Assign Student Number and
issue Certificate of
Admission and Registration
Form
Admission and and keep a copy
Registration Form
740

copy of the Registration
Form for future reference
741
This process aims to facilitate the registration of the continuing students in different colleges.

Student Clearance
Pre-Registration
Registration Form
registration form.

subjects to be
respective
and submit the same
together with a
742
photocopy of
registrar.
validation.
Registrar.
743

1. Check, receive all the None Registrar staff
1. Submit all the required 6 minutes
required original documents
original documents for
and copy of the uploaded
enrolment including
Personal Information Sheet
results of interview,
and Pre-registration form
checklist of subjects
issued by the college.
credited by the college or
department concerned
2. Assign Student Number and
and the Accomplished
issue Certificate of
Personal Information
Sheet or via
Form.
cavitecity.registtrar@cvsu.edu.ph
744
2. Receive Certificate of 1. Receive and validate the duly None 6 minutes Registrar staff
Admission and signed Registration Form of
Registration Form student by putting a
2.1 Sign the issued
and return the same and keep a copy for system
to the University validation.
Registrar for
validation. 3. Advise the student to keep a
745

1. Fill out Letter of Intent
and have it signed by Evaluate grades of student None 5 minutes
Department Chair or
college officials
Faculty assigned to
program the student
intends to shift.
1. Conduct interview for further None 10 minutes

2. Undergo interview at Department Chair or
assessment
the Department/ Faculty assigned to
College the student program the student
intends to transfer. intends to shift.
746
3. Fill out Pre-registration 1. Receive and evaluate the None 5 minutes College Registrar
form with subjects to accomplished pre-registration
be enrolled in form.
consultation with
Department Adviser 2. Prepare and issue Registration
and submit the same form to student
together with a
photocopy of
registrar.
validation.
and keep a copy for
validation.
747

Evaluate grades of student None 5 minutes Registration

1. Fill out the Readmission
Form downloadable at Adviser
cavitecity.registrar@cvsu.edu,ph
have it signed by college
officials indicated in the
form
2. Undergo interview at the 1. Conduct interview to None 10 minutes Registration

Department/ College last determine the student’s Adviser/College
attended. eligibility for readmission. Registrar
748
form with subjects to be filled out pre-registration None 5 minutes College Registrar
photocopy of Certificate
of Grades (COG) to the
college registrar.
validation.
and keep a copy for
the University Registrar for
system validation.
749
Cashier’s Office
750


Valid Identification Card Claimant
1. Inform the 7. Verify the name of the claimant None 5 minutes Cashier/Collecting
Cashier/Collecting on the list checks for release. Officer
Officer on nature of
claim and present 7. Let the client sign on the payroll
valid ID/authorization or voucher(if not available,
inform the client)

clients on the payroll/voucher
751
2.1 Receive the cash
Stamp “PAID” on the
from the None 10. minutes Cashier/Collecting
payroll/voucher then file
Cashier/Collecting Officer
Officer and count it
before leaving the
counter.

the Cashier/
Collecting Officer
and verify the
Completeness of
the entries
752
The procedure covers how the Campus Cashier process collection of fees, records and provision of Receipt to Students
Payment Transaction
Office or Division: Cavite City Campus Cashier’s Office
Who may avail: Students and Alumni

Request Slip Office of Campus Registrar
Order of Payment Office of Campus Registrar
Registration Form Office of Campus Registrar
Completion Form Office of Campus Registrar
Adding and Changing Form Office of Campus Registrar
Dropping Form Office of Campus Registrar
Official Receipt Campus Cashier
1. Present completely Evaluate registration forms and None 2 minutes Cashier/
filled out request slip, other requirement as to Collecting Officer
certification, completeness and accuracy or
registration form etc. Evaluate email of transaction
or submit email of
transaction
cvsuccccashier@cvsu.edu.ph
753
2. Pay the Issue Official Receipt
corresponding amount
 Completion Php10.00/unit 2 minutes Cashier/Collecting

Officer
 Official Php20.00/ 2 minutes Cashier/Collecting
Transcript of page, Officer
Record
Php50.00/
page with
Scan Picture
Certificates: Php15.00/ 2 minutes Cashier/Collecting
 Good Moral copy, Officer
Character and
Grades Php15.00/
copy from 2nd
copy
 Honorable Php20.00/ 2 minutes Cashier/Collecting
Dismissal page, Officer
Php50.00/
page with
Scan Picture
 Authentication Php15.00 2 minutes Cashier/Collecting
and Verification Officer
 Authentication Php15.00/set 2 minutes Cashier/Collecting

of TOR and Officer
Diploma
 Adding/ None 2 minutes Cashier/Collecting
Changing of Officer
Subjects
754
 Dropping of None 2 minutes Cashier/Collecting
Subjects Officer
 Thesis Adviser P2,300.00 2 minutes Cashier/Collecting
and Technical Officer
Advisers Fee
Depending
4 minutes /
TOTAL: on the
transaction
Transaction
755
756
This procedure shows how the Campus Health Services Unit to provide assistance in assessing the physical condition of a
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
757
Nurse-On-Duty
None 3 minutes NOD
the case
1. Examine the patient and
3. Submit to the
prescribe medication
consultation process
necessary:
a. Wound Care
b. Laboratory/ Radiologic 15 minutes /
Exam None depending on the Physician or Dentist
c. Observation in Ward & case
Confinement
Specialist
758
4. Present prescription
and submit the 1. Receive the prescription form
medical or dental card and dispense if available
to the NOD prescribed medication (initial
dose only) None 2 minutes NOD


and quantity of dispensed 1 minute NOD
by the patient
2. Encode the accomplished None 1 minute

dental record, and file for NOD
safekeeping
759
Dental Record Form
Medical Clearance Form Medical Specialist
760
Day 1 Nurse-On-Duty
None 2 minutes
1. Confirm schedule of student (NOD)
1. Present the NOA for
new and transferee and secure copy of NOA or
students/ Request for Request for Medical
Medical Clearance for Clearance
returnee students
diagnostic procedures (if to be
Day 1 Total None 2 minutes

2. The student fill out 1. Encode/fill out the data to the
Personal Information Student Health Record Form
Sheet and submit to NOD
None 3 minutes
the NOD 2. Check and record the vital
signs
761
Clearance Form
examination
4. Proceed to the
medical section for Administer physical examination
examination and issue Medical Clearance
None 10 minutes Physician / NOD
schooling

student record for
safekeeping NOD
None 1 minute
registration
762
Medical Certificate
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
763
Day 1 1. Secure copy of Medical
Endorsement Form
issued by HRDO
examination
*Skip next step and advance to physical and dental
DAY 2
examination
1. Issue charge slip for payment
If Laboratory and of diagnostic examination
Php 1,425.00
for
will be done at the UHS: 2. Advise to return to UHS after Contractual,
payment 1 minute NOD
Permanent,
and
Proceed to the Cashier’s Temporary
764
laboratory and diagnostic Php 475.00 for
examination Job Order
(Php 125.00
physical and
dental
examination fee is
already included)
2. Present the Official
1. Secure copy of official receipt
Receipt to the NOD
None 1 minute
procedures
3. Proceed to the 1. Perform necessary
examination
2. Instruct to return the following
day to claim the results
Medical/X-ray
None 6 minutes
3. Advise to accomplish other Technoligist
drug test)
Day 1 TOTAL Php 1,425.00

for 12 minutes
Contractual,
Permanent,
765
and
Temporary
Php 475.00
for Job Order
(Php 125.00
physical and
dental
examination fee
is already
included)
Day 2 1. Secure copy of official receipt,

one photocopy of results and
triplicate copy of
and CSC Medical
certificate

Sheet
submit to the NOD the form

None 3 minutes
results
766
signs the Medical form
examination
unfitness to work
Additional Procedures
Advise applicant to undergo
(For applicant with findings additional laboratory and or special
upon examination) diagnostic procedures and or refer
5. Proceed to the NOD Secure copy of one (1) medical

form with attached photocopy of None 1 minute NOD
safekeeping
767
7. Procedures on Provision of Emergency Care and Treatment

Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
recording purposes
768
1.1. If unconscious and Administer First Aid treatment and None 10 minutes / NOD /
assistance. case
1.2. If conscious, 1. Elicit medical history or None 5 minutes NOD
the patient give incidence report, check,
medical history monitor and record vital signs
(if accident in
nature) and 2. Refer patient to physician on
submit to duty
assessment of
vital signs
head/guardian.


condition advises. May issue medical

769
online and drop box system for verification and issuance of medical clearance for enrollment purposes.


the physician

comments and
recommendation
770

enrollment
e-mail
771
Pandemic

Guard on Duty Unit (NOD)



772
campus

for further evaluation,
management and advises

Unit
773
Campus Library
774
This procedure shows how the Library assists interested clients in using library facilities, services and resources

Who may avail:
Institutions
(for employees)
For CvSU student,
faculty member,
employee and alumni
1. Present their valid Check the presented Cvsu ID and None 1 minute Assigned Clerk
registration form.
775
and leaves logbook.
the baggage area of
the section where
they will avail the
services.
number needed for
research.
For Visitor
1. Present referral letter Receive a letter of referral. None 1 minute Assigned Clerk
2. Sign the record book Receive payment and issue Php 30.00 2 minutes Assigned
and pay for the library Official Receipt Clerk/Cashier
fee
the baggage area of
the section where
they will avail the
services.
776
number needed for
research.
only) Employees and Alumni)
6 minutes
(for Visitors only)
777
2. Borrowing and Returning of Books and other Library Materials
materials.


For new and old students: Campus Library
Library Card
For Faculty Members and Employees Campus Library
Campus Library Card
Present book/s to be Borrowing of books:
borrowed and fill out book
card. 1. Check out the books to be None 2 minutes Assigned Library
borrowed by filling up the book Clerk
card.
2. Stamp due date on the date

due slip.
3. File book cards of the books

borrowed.
778
Present the books to be Returning of books:
returned
1. Check in the books borrowed. None 2 minutes Assigned Library
Clerk
2 minutes
(Borrowing)
TOTAL: None
3 minutes
(Returning)
779

Students, Faculty Members and Employees
Who may avail:

For students: Office of the University Registrar
of Borrower’s card. members and employees with
Application Slip to be filled out.
2. Fill out the Application Receive the accomplished None 2 minutes Assigned Clerk
Slip Application Slip and encode the
data
3. Pay the corresponding 2. Counter sign the Registration Php 20.00 2 minutes Assigned Clerk
fee and present the form of students and validate
Registration Form (for the Library Card.
students)
780
781
This procedure covers how Library provides new library cards for students



1. Present latest 1. Receive the latest registration None 1 minute Assigned Clerk
registration form form

data if necessary
fee
2. Counter sign and stamp validity
date on the Library Card
3. Release new Library Card
782
5. Validation of Library Card for Old Registrants
This procedure covers how Library facilitates the verification of the students’ records in the database and validation of
borrower’s card for old registrants.

For students:
Student identification card
1. Students, instructors Check the Library Card presented None 1 minute Assigned Clerk
and employees to
request for validation
of library or
borrower’s cards.
2. Student to present 1. Receive the registration form None 1 minute Assigned Clerk
their latest registration
form while faculty 2. Verify the encoded data of the
members and client and update the record if
employees present necessary.
their ID.
783
2. Countersign and stamp validity None 1 minute Assigned Clerk
date on the library card.
3. Release validated Library card. None Assigned Clerk

1 minute
784
Cavite State University General Trias Campus
Human Resource Office
785
Circulars

cvsugeneraltrias@cvsu.edu.ph
2. Review the documents and None 2 days Campus HR
a. Application Letter acknowledge receipt of e- Coordinator
b. CV/Resume mail application and notify
c. other credentials via text message the
potential applicants for the
vacant position
786
concerned,
Campus Faculty
Association (FA)
President
4. Schedule a final interview via Campus
30 minutes per
zoom video conferencing for Administrator
applicant
5. Tally the scores of each None Campus HR

1 day
7. Call up the qualified Campus HR

5 minutes
applicants Coordinator
2. Report to the Campus
provide the qualified applicant a 10 minutes per Campus HR
HRDO None
checklist of documents to be applicant Coordinator
submitted
Campus
3. Report to the Main Evaluate the applicant None 30 minutes per
Administrator,
Campus applicant
HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
787
Circulars
Evaluation Checklist for Demo Teaching – for Academic Personnel Campus Human Resource Development Office
only
1. Report to the campus 1. Notify the applicant via phone call, None 1 minute Campus HRD
for written email or text message regarding Coordinator /
examination, teaching the schedule of evaluation Assistant
demo and interview 2. Give questionnaire for written None 10 minutes Campus HRD
Assistant
788
Selection Board for evaluation of Coordinator /
the applicant Assistant
application
Assistant
on the status of phone call, text message, or email Coordinator
application of the result of evaluation and of
Administrator for approval by the
University President thru channels
None 1 hour and
TOTAL:
22 minutes
789
3. Processing of Appointment of Job Order Academic personnel (Campus)
Circulars
Clearance, TIN Concerned Agencies

790

documents for appointment requirements of the Job Order
on Job Order status academic personnel. None 1 minute HR Coordinator
For newly hired:
- PDS, PDF submitted documents for
- TOR/Diploma completeness and accuracy. None 5 minutes HR Coordinator
- Medical Certificate
- NBI Clearance 4. Submit the original and
- Other pertinent photocopied documents for
documents authentication to the Records HRDO Coordinator,
- Evaluation Result None 5 minutes
Office through the Liaison Liaison Officer
For rehired:
Officer.
- Photocopy of I.D.
4. Prepare the contract of
- Medical Certificate
service to be signed by the
Job Order Academic None 3 minutes HR Coordinator
Personnel.
4. Read and sign the contract of Job Order

service. Academic
None 3 minutes
Personnel
contract of service to the None 3 minutes
signature.
791
4. Check and sign the contract
of service. Campus
None 3 minutes
Administrator
4. Submit the signed contract of HR Coordinator/

service together with the Liaison Officer/Any

contract of service for contract of service from the None 2 minutes HR Coordinator
notarization HRDO and release to the client
3. Submit the notarized 1. Accept and verify the

None 2 minutes HR Coordinator
contract of service notarized contract of service
2. Submit the notarized contract

of service to HRDO Main with None 2 minutes HR Coordinator
the required attachments.
792
Circulars
Concerned Agencies
Clearance
1. Submit all required 6. Check and validate accuracy
793
Human Resource
documents
Campus
Administrator
6. Submit credentials to the
University Recruitment, Human Resource
Coordinator/
Selection and Placement (RSP)
Recruitment,
Unit for the issuance of job None 5 minutes
Selection and
order contract and appointment
Placement (RSP)
of job order Non-Academic staff
personnel
Human Resource
None 3 minutes
staff
signatures and certify that the None 10 minutes Human Resource
job order contract is complete Coordinator/
Recruitment,
794
795
with the University
1. Fill out the Record 1. Receive and review the duly None 3 minutes HR Coordinator/staff
Request form and accomplished form for the
Coordinator.
University HRDO
796
documents

document/s
797
1. Send the accomplished 1. Receive and review the duly None 3 minutes HR
Record Request Form to accomplished form for the Coordinator/staff
cvsugeneraltrias@cvsu.edu.ph completeness of entries
the requested record. If Liaison Officer
HRDO
document
798
4. Release the requested
cvsuhrd@cvsu.edu.ph
records/documents
799
800
7. Receiving and Evaluation of Documents for Salary Preparation of Part-time Faculty members


Signed Daily Time Record
employees
Authority to Pay (for first salary only)
Resource Development Office
Clearance Certification (for last salary)
801
and the Daily Time 2. Check DTR if services None 1 minute per DTR HR Coordinator
Record to the HR rendered is in accordance with
day of the succeeding 1 minute per
month. 3. Check accomplishment report accomplishment
as to accuracy and report
completeness
30 minutes

order employees and attach the
Administrator

None 3 minutes
document Administrator
7. Prepare Disbursement Voucher None 15 minutes
HR Coordinator
salaries
to be paid, DTR and
802
9. Affix the signature/s of 3 minutes Campus
None
Officer

Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
803

employees
804
and contact hours.
completeness report



None 3 minutes
of salaries
Attendance, DTR and
Campus
2. Affix the signature/s of
Administrator/
authorized personnel to the None 3 minutes
Campus’ Budget
BURS
Officer
805
Officer/Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
806
807

www.cvsu.edu.ph)

Certification
808
809

Gen. Trias Campus
https://www.facebook.com/CvSUgeneraltrias2012/

documents
examination permit
810
3. Take the admission Guidance
examination as Administer Admission Examination None *1 hour Counselor or
scheduled Psychometrician
4. For applicants
the BS Nursing, BS
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism Management,
the applicant is
required to undergo
interview:

Department

and submit interview form None 1 minute Admission Officer
accomplished
(NOA)
811
Log the NOA number and name of Admission Officer
5. Receive the NOA None 10 minutes
the column “Released by”. Counselor or
Psychometrician
Services unit for
medical examination
None 2 hours and
TOTAL:
22 minutes
812

Accomplished Application form for Admission Gen. Trias Campus

initial evaluation
Evaluation form and
College for their
evaluation
813
Program Head
accomplished Notice
for Evaluation form
evaluation of the
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
e. copies of 1x1 ID
Picture
f. Short Folder

permit
814
scheduled
(NOA)

the Campus Health
student for medical examination Services Unit
Services unit for
medical examination

36 minutes
815




Interview Form and
college /department
816
3. Undergo interview with Conduct the interview None 1 hour College Registrar/
respective college Department Chair /
/department Program Head
accomplished
interview form
evaluation of the
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
817
the Campus Health
Services unit for
medical examination

29 minutes
818
This procedure aims to define the system on how to assist all second coursers who will submit requirements and ensure
that they will be guided in seeking admission to the University in their desired program.

Who may avail:
program

Evaluation form and
college/department
819
accomplished Notice
for Evaluation form
evaluation of the
testing fee at the
Cashier’s office
only)
documents
permit
8. Take the admission 1. Administer Admission None 1 hour Guidance
examination as Examination Counselor or
2. Issue Notice of Admission (NOA
Psychometrician
Services Unit for
medical examination

33 minutes
820
position
Advisers
Department
821
1. Submit requirements for Receive and evaluate the None 10 minutes SDS Head or OSAS
initial evaluation required documents Staff
are complete.
officers for the entire school
year.
4.1 Receive a certificate organizations
of recognition
822
weekends or 6:00 pm onwards. Applicant

1. Submit request letter 1. Evaluate requirements 10 minutes

None SDS Head or OSAS
requirements
823
2. Receive Notice of 1. Sign and recommend the SDS Head or OSAS
2. Endorse to the Vice President VPAA or Campus

for Academic Affairs or Campus None 10 minutes
Administrator

organization
Monitor the event or activity.

3. Conduct the event or SDS Head or OSAS
None 15 minutes
activity. Staff

financial report, and accomplished None 5 minutes SDS Head or OSAS
accomplishment
evaluation forms. Staff
report, financial
report, and
accomplished
evaluation forms.
824
825
requirements
2. Receive notice of 1. Sign and recommend the None 10 minutes SDS Head or OSAS
completion request letter to the Dean of Staff
OSAS

for Academic Affairs for VPAA or Campus
approval Administrator
826
organization
activity. Staff
report, and
accomplished
evaluation forms.
827
Referral Form OSAS
Form Facilitator or
designated faculty
member
Facilitator or
828
slip for student to fill-out member
appointment / process and document the process half per session or Guidance
commitment slip and Facilitator or
session member
4. Fill out counselling / 1. Issue Counseling /Consultation None 5 minutes Guidance Counselor
Facilitator or
up consultation
None *1 hour and

TOTAL:
20 minutes
829
Contact number
Email Address
or if necessary, face Facilitator or
2. Inform OSAS of their Record and file the current status None 10 minutes
current status and of student for future reference
have them fill out the
consultation logbook
830

Anecdotal Form OSAS
2. Undergo initial Conduct initial interview None 30 minutes designated faculty
interview and member
assessment
3. When necessary, Write letter of referral to college/ None 15 minutes
parent/ guardian is department
referred to concerned
college/ department
for more appropriate
TOTAL: None
50 minutes
831

letter Committee on


832
None 2 hours and
TOTAL:
15 minutes
833
Character

1. Pay for the Receive payment and issue an 2 minutes Cashier

Php15.00
Certification of Good official receipt
Cashier’s Office.
documents
Office of Student
Affairs
MIS Officer/ OSAS
sheet
834
MIS Officer/ OSAS
4. Receive the Good
Moral Character
Certificate
TOTAL: 17 minutes
Php 15.00
835
Campus Registrar
836

Receive the accomplished
Clearance Form (first None 5 minutes Registrar Staff
University Clearance or
request) or fill out Request
Request Slip
Slip (for subsequent
request)
For online request:

837
2. Pay the necessary fee for Check the Official Receipt Php 50.00/
the requested documents and issue the claim stub page for TOR
Staff
at the Cashier Office or thru
on line payment Php15.00/
page for
Certification
documents.
Php 50.00/
page for
TOR
7 days and
TOTAL:
page for
Certification
838

1. Submit all the required original 1. Check, receive all the None 6 minutes Registrar Staff
documents for enrolment required original
including the Accomplished documents and a copy of
Personal Information Sheet or the uploaded Personal
via Information of student.
2. Assign Student Number
Admission and
Registration Form.

Form.
839
2. Advise the student to keep

a copy of the Registration
840

Student Clearance
Pre-Registration
Registration Form
registration form.

registration form with out pre-registration form. None 6 minutes Registrar Staff
subjects to be
consultation with form to student.
respective
and submit the same
together with a
841
photocopy of
registrar.
validation.
Registrar.

842

None Registrar staff
1. Submit all the required 6 minutes
1. Check, receive all the
original documents for
enrolment including results required original documents;
of interview, checklist of copy of the uploaded
subjects credited by the Personal Information Sheet
college or department and Pre-registration form
concerned and the issued by the college.
Accomplished Personal
Information Sheet or via 2. Assign Student Number and
cvsugeneraltrias@cvsu.edu.ph issue Certificate of
Form.
843
Form. Form of student by putting a
2.1 Sign the issued
return the same to the student and keep a copy for
University Registrar for system validation.
validation.
copy of the Registration
844

1. Fill out Letter of Intent Evaluate grades of student None 5 minutes
Department Chair or
Faculty assigned to
College officials
program the student
intends to shift.
2. Undergo interview at 1. Conduct interview for further None 10 minutes
Department Chair or
Faculty assigned to
College the student
program the student
intends to transfer 2. Issue Pre-registration Form
intends to shift.
form with subjects to be accomplished pre-registration
enrolled in accordance form.
to what the Department
845
advises and submit the 2. Prepare and issue Registration
same together with a form to student.
college registrar.
validation.
and keep a copy for
system validation.
846

1. Fill out the Readmission Form Evaluate grades of student None 5 minutes Registration
downloadable at
Adviser
and have it signed by College
officials indicated in the form
determine the student’s None 10 minutes
2. Undergo interview at the College Registrar
eligibility for
readmission
attended
Form
847
3. Fill out Pre-registration form with 1. Receive and evaluate
subjects to be enrolled in the filled out pre-
consultation with the Registration registration form.
Adviser and submit the same
together with a photocopy of 2. Issue Registration form
Certificate of Grades (COG) to
the college registrar.
4. Receive and sign the Registration 1. Receive and validate None 5 minutes College Registrar
Form and return the same to the the duly signed
College Registrar for validation. Registration Form of
student by putting a
student and keep a
copy for submission to
the Office of the
system validation.
848
Cashier’s Office
849
bureaus, offices and other agencies in the exercise of their functions
1. Pay the correspondng
amount of a certain Issue Official Receipt Cashier/ Collecting
transaction Officer
TOR/Diploma Php. 15.00
2 minutes
 Authentication and Php
Verification (CAV) 15.00/page 2 minutes
 Official Transcript
of Record Php 2 minutes
20.00/page
Php
 Certificates 50.00/page
with scanned
Good Moral picture 2 minutes
Character Php 15.00
850
Php 15.00
 Honorable
Php 15.00
Dismissal 2 minutes
Cashier/ Collecting
 Thesis Adviser Php 2,300.00 Officer
Fee and 2 minutes
Technical Fee
Php
2 minutes
Fee
2. Remit Collection
Depending
3 minutes per
TOTAL: on the
transaction
transaction
851
852
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
853

identification card and accomplish Nurse-On-Duty
Card to the Nurse on None 1 minute
consultation form (NOD)
Duty (NOD)
signs physician or dentist depending on None 3 minutes NOD
the case


necessary:

b. Laboratory/ Radiologic None depending on the Physician or Dentist
Exam case
Confinement
Specialist

4. Present prescription 1. Receive the prescription form
None 2 minutes NOD
854

5. Sign the logbook 1. Log the name of patient, name None 1 minute
by the patient

safekeeping
855
Dental Record Form
Medical Specialist
Medical Certificate
856
1. Confirm schedule of student
Day 1
None 2 minutes
Check the laboratory and

Day 2
diagnostic results for completeness
1. Present the laboratory then issue Personal Information None 1 minute NOD
results to the NOD Sheet
2. Fill out Personal 2. Check and record the vital

Information Sheet and signs None 3 minutes NOD
submit to the NOD
Clearance Form
857
3. Proceed to the dental Administer dental examination and
section for sign Medical Clearance Form None 5 minutes Dentist
examination
4. Proceed to the and issue Medical Clearance Physician / Nurse-
medical section for Form for enrolment if fit for None 10 minutes
On-Duty
examination schooling
student record for
safekeeping
None 1 minute NOD
registration
858
Medical Certificate
Medical Form

X-Ray Result Form
Dental Record Form
859
Endorsement Form
1. Present Medical
issued by HRDO
If Laboratory and 1. Issue charge slip for
Diagnostic Examination payment of physical and
will be done outside: dental examination
Office for payment of examination at any DOH-
Php 125.00 2 minutes NOD
physical and dental Accredited Diagnostic
examination Center
3. Instruct the employee to

*Skip next step and advance to return and bring the results
DAY 2
the following day for physical
and dental examination
1. Issue charge slip for payment Php 1,425.00
If Laboratory and of diagnostic examination for
Diagnostic Examination Contractual,
will be done at the UHS: 2. Advise to return to UHS after Permanent,
1 minute NOD
1. Proceed to the payment and
Cashier’s Office for Temporary
860
and diagnostic Php 475.00
examination for Job Order
(Php 125.00
physical and
dental
examination
fee is already
included)
1. Secure copy of official
2. Present the Official receipt
Receipt to the NOD
2. Advise or instruct the None 1 minute NOD
applicant to proceed to the
Diagnostic section for the
None 6 minutes Technoligist
drug test)
Php 1,425.00
for 12 minutes
TOTAL:
Day 1 Contractual,
Permanent,
861
and
Temporary
Php 475.00
for Job
Order
(Php 125.00
physical and
dental
examination
fee is
already
included)
1. Present official receipt results and triplicate copy of
and CSC Medical accomplished CSC medical
Certificate Form None 1 minute NOD
certificate

Sheet
2. Fill out the Personal
1. Encode data to the Medical
Form, take picture and print
submits to the NOD
the form
None 3 minutes NOD

862
results
3. Proceed to the dental Administer dental examination
section for dental and sign the Medical form None 5 minutes Dentist
examination
4. Proceed to medical and sign the medical form
section for physical together with the triplicate copy of None 10 minutes Physician
examination CSC medical form for fitness or
unfitness to work
Additional Procedure Advise to undergo additional

(For applicant with findings diagnostic procedures and or None 3 minutes Physician
upon examination) refer to medical specialist
diagnostic results for encoding
and safekeeping
863

Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
recording purposes.
864
assistance. case
accident in nature)
signs
head/guardian.



the emergency case is accident None 1 minute
Nurse-on-duty
865


the physician

comments and
recommendation
866

enrollment
e-mail
867
Pandemic

submit it to the Guard Unit (NOD)
on Duty


868
campus

advises

Unit
869
Campus Library
870

Who may avail:
Institutions
(for employees)
For CvSU student,
faculty member,
employee and alumni
registration form.
871
and leave logbook.
the baggage area of
the section where
they can avail the
services.
3. Proceed to the OPAC If necessary, assist Library patrons None 1 minute Assigned Clerk
number needed for
research.
For Visitor
2. Sign the record book Receive payment and issue Official Php 30.00 2 minutes Assigned
and pay for the library Receipt Clerk/Cashier
fee
the baggage area of
the section where
they will avail the
services.
872
number needed for
research.
TOTAL: 3 minutes
Php 30.00
(CvSU Students,
(for Visitors Employees and Alumni)
only)
6 minutes
(for Visitors only)
873
materials.
For students:
CvSU- Identification card or any valid Iidentification card
be borrowed.
card.
presented.
874
card.
Returning of books:
1. Verify and check the returned 1 minute
returned. Librarian
book.
2. Return the ID card presented by 1 minute

the client.
3. Insert the book card and return 1 minute

it to the shelf
2 minutes
None (Borrowing)
TOTAL:
3 minutes
(Returning)
875

For students:
Registrar
1. Registration Form
Student
2. 1 pc. 1x1 ID picture
1. Inquire about issuance of Provide the students, None 1 minute Librarian/ Assigned
Borrower’s card. faculty members and Clerk
employees with
Application Slip to be filled
out
2. Fill out the Application Slip Assist the client in filling None 1 minute Librarian/ Assigned
out the Application Form Clerk
3. Encode the Data 1. Take picture of the client None 3 minutes Librarian/ Assigned
with webcam, stamp Clerk
validity of the borrower’
card
876
2. Sign the Registration form
of students

877
This procedure covers how Library provides new library card for students

Latest Registration Form Office of the Registrar
Present latest 1. Receive the latest registration None 1 minute Librarian/Assigned
Registration Form form Clerk/Library
Coordinator
2. Check the database of None 2 minutes
data if necessary.
3. Countersign and stamp validity Php 20.00 2 minutes

date on the Borrower’s card
4. Release new borrower’s card to

client upon payment.
878
5. Securing a Referral Letter to Access Other Institutions
This procedure covers how Library provides referral letters to students, faculty members and employees conducting their
research to access other institution’s libraries and their resources.
For the students:
Registrar
Student identification card (validated)
1. Request for a referral 1. Check the research topic or None 6 minutes Librarian/Assigned
letter material the client needs to Clerk/Library
access to other institution’s Coordinator
library. In case no material is
available in the Campus Library
2. Inform the client to pick-up the None 1 minute

referral letter after 3 (three)
days from the day of request
879
2. Log in the Library 1. Ask for the Identification CvSU None 1 minute Librarian/Assigned
Referral Letter Log Card (for students, faculty Clerk/Library
book with the members and employees). Coordinator
following information:
2. Verify the date of request. None 5 minutes
a. Full name
b. Course/Section 2.1 Retrieve the Referral Letter
(students) from the Referral File Folder
c. Topic of Research (2nd request)
d. Institution to Visit
e. Date of Visit
3. Receive the Referral Remind the client to verify if all the None 2 minutes Librarian/Assigned
Letter and sign the information encoded in the Referral Clerk/Library
Referral Letter Letter is correct before signing the Coordinator
Logbook Referral Letter Logbook
880
For students:
1. Latest Registration Form Office of the Campus Registrar
2. Student identification card
1. Students, instructors Check the Library Card presented None 1 minute Librarian/Assigned
and employees Clerk
of library or borrower’s
cards.
2. Students present their 1. Receive the registration form None 1 minute Librarian/Assigned
latest registration form Clerk
while faculty members 2. Verify the encoded data of the
and employees client and update the record if
present their ID. necessary.

881
4. Release the validated Library None 1 minute Librarian/Assigned
card Clerk
882
Cavite State University Imus Campus
883
Circulars

1. Submit/send complete 1. Check, receive all the None 2 minutes Campus HR
hrdoimus@cvsu.edu.ph
2. Review the documents and 2 days Campus HR
a. Application Letter acknowledge receipt of Coordinator
b. CV/Resume application e-mail and notify via
c. other credentials text message the potential
position
884
concerned,
Campus Faculty
Association (FA)
President
Campus
30 minutes per Administrator
applicant
Campus HR
5. Tally the score of each Coordinator
applicant
None 1 day
Campus HR
6. Endorsement to the University Coordinator
5 minutes Campus HR
Coordinator
3. Report to the Main Evaluate the Applicant Campus
None 30 minutes per
Campus Administrator,
applicant
HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
885
Circulars
Personnel only
886
Assistant

application
6. Tally and summarize the None 30 minutes Campus HRD
Assistant
on the status of phone calls, text, or email of the Coordinator
application result of evaluation and of the
employment requirements.
for hiring signed by the Campus Coordinator
channels
None 1 hour and
TOTAL:
22 minutes
887
This procedure aims to ensure that processing of appointments of University personnel are made in accordance with
CvSU Guidelines, CSC Revised Omnibus Rules on Appointment and Other Human Resource Actions (ORA-OHRA) and
DBM Circulars

Concerned Agencies
Clearance, TIN
888
1. Submit all required requirements of the Job Order HR Coordinator
None 1 minute
documents for academic personnel.
appointment on Job 2. Review and validate the
Order status submitted documents for
For newly hired: completeness and accuracy.
3. Submit the original and
- PDS, PDF HRDO
photocopied documents for
- TOR/Diploma Coordinator,
authentication to the Records None 5 minutes
- Medical Certificate Liaison Officer
- Evaluation Result to be signed by the Job Order None 3 minutes HR Coordinator
Academic Personnel.
For rehired:
Job Order
- Photocopy of I.D. 5. Read and sign the contract of Academic
- Medical Certificate service. None 3 minutes Personnel

contract of service to the HR Coordinator
signature.

None 3 minutes
service. Administrator
889
HR
8. Submit the signed contract of Coordinator/Liaison
service together with the Officer/Any
employment requirements to the None 5 minutes authorize
HRDO for processing. representative
contract of service for
contract of service from the HRDO None 2 minutes HR Coordinator
notarization
and release to the client
3. Submit the notarized 1. Accept and verify the notarized 2 minutes HR Coordinator
contract of service None
contract of service
890
DBM Circulars

Clearance
Submit all required 1. Check and validate accuracy None 5 minutes Human Resource
documents and and completeness of the Coordinator
credentials submitted documents to be
891
2. Sign and endorse the verified None 5 minutes Human Resource
Coordinator and
Campus
Administrator

None 5 minutes
Unit for the issuance of job order Selection and
4. Receive the submitted None 3 minutes Human Resource

documents/requirements and Coordinator/ RSP
furnish the campus with the job staff
order contract

job order contract is complete Coordinator/ RSP
staff
892
893
5. Processing and Issuance of HR Records to Active and Employees who are no longer
Request form and accomplished form for the Coordinator/staff
Coordinator.
requested record. If requested Coordinator/Liaison
record/document is not Officer
University HRDO
documents
894
document/s
895
6. Online Processing and Issuance of HR Records to Active and Employees who is no longer
This procedure covers how personnel employment records is provided thru online platform to active and employees who is
no longer connected with the University.
1. Send the 1. Receive and review the duly None 3 minutes HR
accomplished Record accomplished form for the Coordinator/staff
Request form to completeness of entries.

record/document is not Officer
University HRDO
896
documents

cvsuhrd@cvsu.edu.ph
2. Receive and Confirm and record the receipt of None 2 minutes HRDO Personnel
acknowledge receipt of the records/documents requested
the requested by the client
records/documents
897
898
7. Receiving and Evaluation of Documents for Salary Preparation of Part-time Faculty Members
and Job Order Non-Academic employees


Submit the 1. Receive the submitted DTR and None 2 minutes HR Coordinator
accomplishment report accomplishment report
and the Daily Time
Record to the HR
899
Coordinator every 16th 2. Check DTR if services rendered None 1 minute per HR Coordinator
st
day of the month and 1 is in accordance with the DTR
day of the succeeding approved official schedule and
month. contact hours.
3. Check accomplishment report

as to accuracy and
completeness 1 minute per
accomplishme
4. Compute the number of hours nt report
30 minutes

Administrator
6. Sign and approve the document None 3 minutes Campus Administrator

None 15 minutes
of salaries
900
8. Attach the Summary of Hours to None 5 minutes HR Coordinator
be paid, DTR and
9. Affix the signature/s of None Campus

authorized personnel to the 3 minutes Administrator/Campus
BURS Budget Officer
HR
10. Submit the payroll to the Main Coordinator/Liaison
None 5 minutes Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
901
8. Receiving and Evaluation of Documents for Salary Preparation of Contractual Faculty Members

902
Coordinator every 16th 2. Check DTR if services None 3 minutes per DTR HR Coordinator
day of the month and 1st rendered is in accordance with
completeness report



document
Request and Status and Payroll None 15 minutes HR Coordinator
of salaries
903
None 5 minutes
None 3 minutes Campus’ Budget
BURS.
Officer
10. Submit the payroll to the Main HR Coordinator/

None 5 minutes Liaison Officer/
Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
904
905

www.cvsu.edu.ph)
3. Receive the Certificate 1. Sign the logbook under the None 5 minutes Scholarship
of Scholarship column “Released by” Coordinator

to Registrar/Cashier’s Office for
906
907

Accomplished Application form for Admission Imus Campus
documents
examination permit
908
4. For applicants
the BS Nursing, BS
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism
Management, the
b. Undergo interview Conduct the interview None 1 hour Department Chair

Department
c. Return to OSAS None 1 minute Admission Officer

and submit Receive the accomplished
909
Log the NOA number and name of None 10 minutes Guidance
Counselor or
Psychometrician
Services unit for
medical examination
None 2 hours and

TOTAL:
22 minutes
*Qualified for multi-stage processing
910

cvsuimus@cvsu.edu.ph
cvsuimus01@gmail.com

initial evaluation
911
Evaluation form and
College for their
evaluation
3. Undergo interview with Conduct the interview None *1 hour College Registrar
respective college or Department
Chair or Program
Head
accomplished Notice
for Evaluation form
evaluation of the
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
912
e. copies of 1x1 ID
Picture
f. Short Folder
permit
7. Take the admission 1. Administer admission None 1 hour Guidance

examination as examination Counselor or
(NOA)
student and sign the logbook under or Guidance
Psychometrician
9. Present the NOA to Receive the NOA and assist the 2 minutes Campus Health
None
Services Unit for
medical examination

36 minutes
913
This procedure aims to define the system on how to assist all transferees from the CvSU System who will submit
requirements and ensure that they will be guided in seeking admission to the University in their desired program.



initial evaluation

Interview Form and
college/department for
their evaluation
3. Undergo interview Conduct the interview None 1 hour College Registrar/
with respective Department Chair /
college/department Program Head
914
accomplished
interview form
evaluation of the
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
Psychometrician
7. Present the NOA to
the Campus Health Receive the NOA and assist the Campus Health
student for medical examination None 2 minutes Services Unit
Services unit for
medical examination
29 minutes
915

Who may avail:
program

initial evaluation
Evaluation form and
college/department
916
accomplished Notice
for Evaluation form
evaluation of the
College, the applicant
will pay for the testing
office
only)
documents
permit
2. Issue the Notice of Admission
(NOA)
Psychometrician
Services Unit for
medical examination
917
33 minutes
918
position
Constitution and By-Laws approved by the Officers and the Applicant
Advisers
Department
919
1. Submit requirements Receive and evaluate the required None 10 minutes SDS Head or
for initial evaluation documents OSAS Staff
2. Receive notice if Issue notice of completion of None 5 minutes SDS Head or
submitted documents requirements OSAS Staff
are complete.
3. Receive the Conduct the recognition and None 15 minutes SDS Head or
Certification of accreditation program of student OSAS Staff
Completion organizations and induction of
4. Attend the recognition 1. Document the program None 15 minutes SDS Head or
and accreditation OSAS Staff
program 2. File the submitted documents of
4.1 Receive a Certificate the recognized student
of Recognition organizations
920
Applicant
1. Evaluate requirements SDS Head or
1. Submit request letter None 10 minutes
for initial evaluation OSAS Staff
requirements
921
None 10 minutes SDS Head or
OSAS/ Director/Head of OSAS OSAS Staff

for Academic Affairs or Campus

organization
3. Conduct the event or Monitor the event or activity. SDS Head or
activity. None 15 minutes OSAS Staff

accomplishment financial report, and accomplished SDS Head or
report, financial report, evaluation forms None 5 minutes OSAS Staff
and accomplished
evaluation forms
922
923
1. Submit request letter 1. Evaluate requirements None 10 minutes SDS Head or
requirements
2. Receive notice of 1. Sign and recommend the None 10 minutes SDS Head or
completion request letter to the Dean of OSAS Staff
OSAS
approval
924
organizations
3. Conduct the event or Monitor the event or activity. None 15 minutes SDS Head or
activity. OSAS Staff
4. Submit Receive accomplishment report, None 5 minutes SDS Head or
accomplishment financial report, and accomplished OSAS Staff
report, financial report, evaluation forms
and accomplished
evaluation forms
925
Referral Form OSAS
1. Seek counseling and Receive counseling form for walk- None 5 minutes Guidance
fill out Counseling in and referred clients Counselor or
Form Guidance
Facilitator or
designated faculty
member
926
2. Undergo initial 1. Conduct initial interview None 10 minutes Guidance
interview Counselor or
2. Give appointment/ commitment Guidance
slip for student to fill out Facilitator or
designated faculty
member
3. Fill out the Conduct counseling/ consultation None *45-min to 1hr and Guidance
appointment / process and document the process half per session Counselor or
commitment slip and Guidance
undergo counseling Facilitator or
session designated faculty
member
4. Fill out counselling / 1. Issue Counseling /Consultation None 5 minutes Guidance
consultation logbook Completion Form Counselor or
Guidance
2. Advise the student to expect a Facilitator or
call or text message for follow designated faculty
up consultation member
None *1 hour and

TOTAL:
20 minutes
927
Contact Number To be provided by the Client
E-mail address To be provided by the Client
1. Receive phone call, Inquire about the current status of None 5 minutes Guidance
text message, e-mail the student since prior consultation Counselor or
or if necessary, face Guidance
to face for a follow up Facilitator or
consultation meeting designated faculty
member
2. Inform OSAS of their Record and file the current status None 10 minutes Guidance
current status and of student for future reference Counselor or
have them fill out the Guidance
consultation logbook Facilitator or
928
designated faculty
member
929

Anecdotal Form OSAS
1. Walk-in and log in the Receive parent or guardian None 5 minutes Guidance
visitor’s information log Counselor or
book Guidance
Facilitator or
designated faculty
member
2. Undergo initial interview Conduct initial interview None 30 minutes Guidance
and assessment Counselor or
Guidance
Facilitator or
designated faculty
member
930
3. When necessary, Write a letter of referral to None 15 minutes Guidance
parent/ guardian is college/ department Counselor or
referred to concerned Guidance
college/ department for Facilitator or
more appropriate designated faculty
intervention or action member
931
students
letter Committee on
2. Endorse the letter to the Misdemeanor
3. Decide whether the complaint

has been acted and call for the
investigation 1-2 hours
Committee on
3. Issue response letter Misdemeanor
Misdemeanor
932
logbook under the
None 2 hours and

TOTAL:
15 minutes
933
Character.



Php 15.00
Cashier’s Office.
2. Present the required None 5 minutes
Receive and check the required MIS Officer/ OSAS
documents to the
documents Staff
Office of Student
Affairs
934
3. Fill out the request for Prepare and release the Certificate None 5 minutes MIS Officer/ OSAS
good moral certificate of Good Moral Character Staff
sheet
4. Receive the Sign the Good Moral Certificate

Certificate of Good sheet under the column “Released None
Staff
Moral Character by”
TOTAL: 17 minutes
Php 15.00
935
936



request) or fill out Slip
Request Slip (for
subsequent request)
For online request:
cvsuimus01@gmail.com
imus.registrar@cvsu.edu.ph
937
Php 50.00/
2. Pay the necessary fee
page for
for the requested Check the official receipt and 5 minutes Cashier
TOR
documents at the issue claim stub
Php15.00/pa
online payment
ge for
Certification
3. Receive the claim stub
and prepare the requested None 7 working Registrar Staff
or e-copy bearing the
documents. days/processing
date of release of the
4. Claim the document on Check the claim stub and release None 2 minutes Registrar Staff
the specified date of the requested documents to the
release client
Php 50.00/
page for
TOR
7 days and
TOTAL:
12 minutes
Php15.00/pa
ge for
Certification
938
Information Sheet student.
downloadable at
cvsuimus01@gmail.com 2. Assign Student Number
imus.registrar@cvsu.edu.ph and issue Certificate of
Form.
Admission and and keep a copy.
Registration Form.
939

940

Student Clearance
Pre-Registration
Registration Form
registration form.

subjects to be
respective
and submit the same
together with a
941
photocopy of
registrar.
validation.
Registrar.

942

original documents for required original documents;
enrolment including copy of the uploaded
results of interview, Personal Information Sheet
checklist of subjects and Pre-registration form
credited by the college issued by the college.
or department
concerned and the 2. Assign Student Number and
Accomplished Personal issue Certificate of
Information Sheet or via Admission and Registration
cvsuimus01@gmail.com Form.
imus.registrar@cvsu.edu.ph
943
2.1 Sign the issued
Registrar for
copy of the Registration form
for future reference.
944

1. Fill out Letter of Intent Evaluate grades of student None 5 minutes Department Chair
and have it signed by or Faculty
college officials assigned to
indicated in the form. program the
student intends to
shift.
None 10 minutes Department Chair

2. Undergo interview at 1. Conduct interview for further or Faculty
the Department assessment. assigned to
/College the student program the
intends to transfer. 2. Issue Pre-registration Form student intends to
shift.
945
3. Fill-out Pre- 1. Receive and evaluate the filled-
registration form with out pre-registration form. None 5 minutes College Registrar
subjects to be
enrolled in 2. Prepare and issue Registration
accordance to what form to student.
the Department
Adviser and submit
the same together
with a photocopy of
registrar.
validation.
946
This process aims to facilitate the registration of all Old Student Returnees.

1. Fill out the
Evaluate grades of student None 5 minutes Registration
Readmission Form
Adviser
downloadable at
cvsu.edu.ph and have
it signed by college
officials indicated in
the form.
2. Undergo interview at 1. Conduct interview to determine None 10 minutes Registration
the Department/ the student’s eligibility for Adviser
College last attended. readmission.
947
3. Fill out Pre- 1. Receive and evaluate the filled- None 5 minutes
registration form with out pre-registration form. College Registrar
subjects to be
enrolled in 2. Issue Registration form
consultation with
indicated to take and
submit the same
together with a
photocopy of
registrar.
validation.
948
Cashier’s Office
949
This procedure covers how the Cashier’s Office process collection of fees, charges and other assessments from
departments, bureaus, offices and other agencies in the exercise of their functions.
Who may avail: Students/Parents/Other Clients
Completion Form (a.)
Official Transcript of Record (b.)
Certificate of Good Moral Character & Grades (c.)
Honorable Dismissal (d.)
Authentication and Verification (CAV) (e.)
Authentication of TOR / Diploma (f.) Cashier’s Office
Tuition Fee for regular Students (g.)
Tuition fee for scholars (h.)
Adding / Changing of subjects (i.)
Dropping of subjects (j.)
Graduation Fee (k.)
950
Thesis Adviser Fee (l.)
Registration Form Copy (m.)
Clearance (n.)
1. Present completely Evaluate registration forms and None 1 minute Cashier/ Collecting
filled out request slip, other requirement as to Officer
certification, completeness and accuracy
registration forms, (Request slip, order of payments,
clearance, etc., clearance and registration forms)
2. Pay the corresponding Issue Official Receipt
amount for:
 Completion
Form Php 10/unit 1 minute Cashier/ Collecting
Officer
 Official Php 20/page 2 minutes Cashier/ Collecting

Transcript of Php 100/page Officer
Record with scanned
picture
 Certificate of Php 15/copy 2 minutes Cashier/ Collecting
Good Moral Officer
Character and
Grades
 Honorable Php 20.00 2 minutes Cashier/ Collecting

Dismissal Officer
951
 Authentication Php 35.00 2 minutes Cashier/ Collecting
and Verification Officer
(CAV)
 Authentication Php 40.00/set 2 minutes Cashier/ Collecting

of TOR / Officer
Diploma
Cash
Installment
 Tuition Fee for 50% tuition Cashier/ Collecting
regular fee 100% 2 minutes Officer
Students misc. and
fiduciary fees
 Tuition fee for Based on

scholars scholarship 2 minutes Cashier
privileges
 Adding / 2 minutes Cashier

Changing of
subjects
 Dropping of 2 minutes Cashier

subjects
 Graduation Fee TBA 2 minutes Cashier
 Thesis Adviser Php 2,300 2 minutes Cashier

Fee
952
 Registration Php 50.00 2 minutes Cashier
Form Copy
 Clearance None 2 minutes Cashier
Depending
on the 3 minutes per
TOTAL:
transaction transaction
953
954
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
955
Card to the Nurse on identification card and accomplish None 1 minute NOD
None 3 minutes NOD
the case
3. Submit to the prescribe medication
necessary:
a. Wound Care
15 minutes / Physician or
b. Laboratory/ Radiologic
None depending on the Dentist
Exam
case
Confinement
Specialist
956
4. Present prescription 1. Receive the prescription form
None 2 minutes NOD

5. Sign the logbook 1. Log the name of patient, name
None
and quantity of dispensed 1 minute NOD
by the patient
2. Encode the accomplished

None 1 minute
consultation form, medical or NOD
safekeeping
957
Dental Record Form
Medical Specialist
Medical Certificate
958


1. Present the laboratory None 1 minute NOD
then issue Personal Information
1. Fill out the data to the Student
2. Fill out Personal Health Record Form
submits to the NOD 2. Check and record the vital
signs None 3 minutes NOD

Clearance Form
959
examination
4. Proceed to the
examination
schooling
on duty
student record for
safekeeping NOD
None 1 minute
registration
960
Medical Certificate
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
961
Endorsement Form
issued by HRDO
Proceed to the Cashier’s
physical and dental NOD
examination at any DOH- Php 125.00 2 minutes
examination

*Skip next step and advance to
DAY 2 results the following day for
physical and dental
examination
962
Permanent,
will be done at the UHS: 2. Advise to return to UHS after
and
payment
Proceed to the Cashier’s Temporary
Office for payment of Php 475.00 for NOD
1 minute
laboratory and diagnostic Job Order
examination
(Php 125.00
physical and
dental
examination fee is
already included)
Receipt to the NOD
None 1 minute
procedures
3. Proceed to the 1. Perform necessary

examination
2. Instruct to return the following Medical/X-ray
None 6 minutes
day to claim the results Technoligist

963
drug test)
Php 1,425.00
for
Contractual,
Permanent,
and
Temporary
Day 1 TOTAL: Php 475.00 12 minutes
for Job Order
(Php 125.00
physical and
dental
examination fee
is already
included)
triplicate copy of
and CSC Medical
certificate

Sheet
None 3 minutes NOD
964
results
examination
4. Proceed to medical Administer physical examination

section for physical and signs the medical form
examination together with the triplicate copy of None 10 minutes Physician
CSC medical form for fitness or
unfitness to work
Additional Procedures Advise applicant to undergo
5. Proceed to the NOD Secure copy of one (1) medical

safekeeping
965

Students, CvSU Faculty Members, Employees, University Officials and their Dependents,
Who may avail:
and Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
recording purposes
966
pulseless call other medical staff for depending on the Physician
assistance. case
1.2. If conscious, give 1. Elicit medical history or None 5 minutes NOD
medical history (if incidence report, check,
accident in nature) monitor and record vital signs
and submit to
assessment of 2. Refer patient to physician on
vital signs duty

head/guardian.


condition advises and issue medical

967
This procedure covers how enrollees can submit their Physical, Dental and Laboratory Examination results /report
through online and drop box system for verification and issuance of medical clearance for enrolment purposes,


through online /drop completeness of the scanned (NOD)
the physician

comments and
recommendation
968

mail is advise to undergo
enrollment
clearance through e- documents
mail
969
Pandemic

Declaration Form declaration form to the Security None 1 minute Nurse-on-duty
and submit it to the Unit
Guard on Duty
personnel and visitors that enter
the University


970
campus

answer/s with or without fever, the
security personnel will refer and
send him/her to the University
Health Services Unit for further
advises

Unit
971
Cavite State University Maragondon Campus
972


973
completeness
30 minutes

None 30 minutes
Administrator

document
salaries
None 5 minutes
974
None 3 minutes Campus
authorized personnel to the
BURS. Administrator/Cam
pus’ Budget Officer
HR
10. Submit the payroll to the Main None 5 minutes
Coordinator/Liaiso
Campus for processing. n
Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
975
976
1. Registration and Enrollment for New Pupils/Students
This procedure shows how the Campus Registrar’s Office provides registration form to old pupils/students.
Who may avail: All Old Pupils/Students
Registration Form Registrar’s Office
1. Submit requirements for Check, receive all the None 3 minutes Registrar Staff
admission or via required documents and
cvsumaragondoncamp @gmail.com issue Registration Form
2. Receive and fill out Receive and validate the fill- None 3 minutes Registrar Staff
Registration Form out Registration Form and
give the list of class
requirements
977
2. Registration and Enrollment for Pupils/Students Transferees
This procedure covers how the Campus Registrar’s Office provides registration form to transferees.

Who may avail: All Pupils/Students Transferees
2. Receive and fill out Receive and validate the None 3 minutes Registrar Staff
Registration Form fill-out Registration Form
and give the list of class
requirements
978
3. Registration and Enrollment for Old Pupils/Students
This procedure covers how the Campus Registrar’s Office provides registration form to old pupils/students.

Who may avail: All Old Pupils/Students
2. Receive and fill out Receive and validate the fill- None 3 minutes Registrar Staff
Registration Form out Registration Form and
give the list of class
requirements
979
4. Issuance of School Credentials/Documents
This procedure shows how the Campus Registrar’s Office provides pupils/students records for entry to other
schools/institutions and for other purposes
Who may avail: All Pupils/Students
Request slip Campus Registrar
Claim Stub Campus Registrar
1. Fill out the Request Slip Receive the accomplished None 2 minutes Registrar Staff
downloadable at Request Slip and issue the
cvsumaragondoncamp @gmail.com Claim Stub
2. Receive the Claim Stub Evaluate the None 4 working days Registrar Staff
bearing the date of release of pupils’/students’ record processing
the requested documents and prepare the requested
documents
3. Present the claim stub on the Release the requested None 2 minutes Registrar Staff
date indicated therein documents and have it
980
signed as received by the
client
None 4 days and

TOTAL:
4 minutes
981
982
1. Consultation and Intervention
This procedure aims to provide health consultations to pupils/students, faculty and staff.
Office or Division: School Clinic

Who may avail: All Pupils/Students, Faculty and Staff
Health Consultation Form School Clinic
1. Patient to come to Assess the medical needs of the None 1 minute School Nurse
clinic for consultation patient and issue the Health
Consultation Form
2. Fill out the Health Receive the accomplished form, None 3 minutes School Nurse
Consultation Form and takes vital signs and record in
submit oneself to the health card/form
assessment of vital
signs
3. Submit to the Elicit medical history, conduct None 15 minutes School Nurse
consultation process check-up and administer First Aid
treatment, if necessary
983
4. Sign the Patient’s Log 1. Refer patient to physician for None 2 minutes School Nurse
book conduct of other medical
procedures, if necessary
2. Advise the patient for follow up
consultation and remind the
instruction/ prescribed
medication
984
Campus Library
985
1. Borrowing and Returning of Books
This procedure covers how the Campus Reading Room provides assistance to pupils/students and faculty for an additional
learning and teaching references and other reading materials that can be borrowed.
Office or Division: School Reading Room
Who may avail: All Pupils/Students and Faculty
Library ID or Borrower’s Card School Reading Room
1. Present books Write the call number and None 2 minutes Reading Room
to be borrowed accession numbers and Stamp In-charge
due dates on the borrower’s card,
book cards and due slips of the
book
2. Present books Stamp the current date the book None 2 minutes Reading Room
to be returned was returned on the borrower’s In-charge
card, find the book cards on the file
and place it back to the book
pockets
986
Cavite State University Silang Campus
987
Circulars
None 2 minutes Campus HR
1. Submit/send complete 1. Check, receive all the
Coordinator
documents via submitted documents
cvsusilang@cvsu. edu.ph
sc_hrdo@cvsu.edu.ph
Campus HR
2. Review the documents and
2 days Coordinator
acknowledge receipt of
a. Application Letter application e-mail and notify via
b. CV/Resume text message the potential
position
988
concerned,
Campus Faculty
Association
President
30 minutes per Campus
applicant Administrator
Campus HR
5. Tally the score of each
Coordinator
applicant
None 1 day
Campus HR
Coordinator
Campus HR
5 minutes Coordinator
3. Report to the Main Campus
Evaluate the applicant None 30 minutes per
Campus Administrator,
applicant
HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
989
Circulars
Personnel only
990
Assistant
application
Assistant
on the status of phone calls, text, or email of the Coordinator
application result of evaluation and of the
employment requirements.
channels
None 1 hour and

TOTAL:
22 minutes
991
DBM Circulars

Concerned Agencies
Clearance, TIN
992

requirements of the Job Order None 1 minute HR Coordinator
documents for
Order status
For newly hired: submitted documents for
- PDS, PDF completeness and accuracy.
- Medical HRDO
photocopied documents for
Certificate Coordinator,
authentication to the Records None 5 minutes
- NBI Clearance Liaison Officer
Office through the Liaison
- Other pertinent
documents Officer.
- Evaluation 10. Prepare the contract of
Result HR Coordinator
service to be signed by the Job None 3 minutes
For rehired: Order Academic Personnel.
- Photocopy of Job Order
I.D. 10. Read and sign the contract Academic
None 3 minutes
- Medical of service. Personnel
Certificate
10. Verify and endorse the None 3 minutes HR Coordinator
signed contract of service to the
signature.
993
10. Check and sign the contract Campus
of service.
HR
10. Submit the signed contract Coordinator/Liaison
of service together with the Officer/Any
2. Receive the signed Receive the completely signed None 2 minutes HR Coordinator
contract of service for contract of service from the HRDO

contract of service contract of service

994
DBM Circulars


Concerned Agencies
Clearance
Submit all required Check and validate accuracy and None 5 minutes Human Resource
documents and completeness of the submitted Coordinator
credentials documents to be endorsed to the
Campus Administrator for signature
995
Human Resource
documents
Campus
Administrator
3. Submit credentials to the None 5 minutes Human Resource
University Recruitment, Selection Coordinator/
and Placement (RSP) Unit for Recruitment,
the issuance of job order Selection and
4. Receive the submitted None 3 minutes Human Resource

documents/requirements and Coordinator/ RSP
furnish the campus with the job staff
order contract

job order contract is complete Coordinator/ RSP
staff
996
997
Coordinator.
record/document is not
requests will be endorsed to the
University HRDO
998
documents
document/s
999
1. Send the accomplished 1. Receive and review the duly None 3 minutes HR
Record Request form to accomplished form for the Coordinator/staff
cvsusilang@cvsu. edu.ph completeness of entries
sc_hrdo@cvsu.edu.ph

requested record. If Coordinator/liaison
requested record/document officer
campus, requests will be
HRDO
1000
documents

cvsuhrd@cvsu.edu.ph
sc_hrdo@cvsu.edu.ph
records/documents
1001
1002


accomplishment report and accomplishment reports
and the Daily Time
Record to the HR
1003
Coordinator every 16th 2. Check DTR if services None 1 minute per DTR HR Coordinator
day of the month and 1st rendered is in accordance with
1 minute per
3. Check accomplishment report accomplishment
as to the accuracy and report
completeness
30 minutes
Administrator

document
7. Prepare Disbursement Voucher
and Budget Utilization Request HR Coordinator
None 15 minutes
and Status and Payroll of
salaries
None 5 minutes
1004
Campus
9. Affix the signature/s of None Administrator/
authorized personnel to the 3 minutes Campus’ Budget
BURS Officer

Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
1005

1006
and contact hours.
completeness report

document
None 15 minutes
of salaries
None 5 minutes
9. Affix the signature/s of None 3 minutes Campus
BURS Campus’ Budget
Officer
1007
Officer/Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
1008
1009

www.cvsu.edu.ph)
Scholarship
2. Receive the Certificate 1. Sign the logbook under the None 5 minutes Scholarship
of Scholarship column “Released by” Coordinator

to the Registrar/Cashier’s Office
for reassessment of fees
1010
1011

Silang Campus
https://www.facebook.com/CaviteStateUniversitySilangCampus

documents
examination permit
1012
examination as Administer Admission Examination None 1 hour Counselor or
4. For applicants
the BS Nursing, BS
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism
Management, the
b. Undergo interview Conduct the interview None 1 hour Department Chair

Department
c. Return to OSAS 1. Receive the accomplished None 1 minute Admission Officer

accomplished
(NOA)
1013
Log the NOA number and name of None 10 minutes
Guidance
Counselor or
Psychometrician
Services unit for
medical examination
None 2 hours and

TOTAL:
22 minutes
1014

Accomplished Application form for Admission Silang Campus
https://www.facebook.com/
CaviteStateUniversitySilangCampus
initial evaluation
1015
Evaluation form and
College for their
evaluation
3. Undergo interview with Conduct the interview None 1 hour College Registrar
Chair or Program
Head
accomplished Notice
for Evaluation form
evaluation of the
the applicant submits
the following
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of
Good Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
1016
e. 2 copies of 1x1
ID Picture
f. Short Folder
permit

2. Issue the Notice of Admission
(NOA)
Psychometrician
Services Unit
medical examination
36 minutes
1017

https://www.facebook.com/
CaviteStateUniversitySilangCampus

initial evaluation

Interview Form and
college/ department
1018
3. Undergo interview with Conduct the interview None 1 hour College
respective college/ Registrar/Departme
department nt Chair / Program
Head
accomplished
interview form
evaluation of the
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
Psychometrician
1019
Services Unit
medical examination

29 minutes
1020

Who may avail:
program
https://www.facebook.com/CaviteStateUniversitySilangCampus

Evaluation form and
proceed to
concerned college /
evaluation
1021
college/department
accomplished Notice
for Evaluation form
evaluation of the
testing fee at the
Cashier’s office
(for paying
students only)
documents
permit
(NOA)
Psychometrician
1022
Services Unit for
medical examination
33 minutes
1023
position
Advisers
Department
1024
1. Submit requirements Receive and evaluate the required None 10 minutes SDS Head or
for initial evaluation documents OSAS Staff
are complete.
3. Receive the notice of Conduct the recognition and None 15 minutes SDS Head or
completion accreditation of student OSAS Staff
program 2. File the submitted documents of
4.1 Receive a certificate the recognized student
of recognition. organizations
1025
Applicant
requirements
1026
2. Endorse to the Vice President for SDS Head or

Academic Affairs or Campus None 10 minutes OSAS Staff

request to the concern
organization
3. Conduct the event or None 15 minutes SDS Head or
report, financial report, evaluation forms
and accomplished
evaluation forms
1027
1028
requirements
2. Receive Notice of 1. Sign and recommend the None 10 minutes SDS Head or
Completion request letter to the Dean of OSAS Staff
OSAS
for Academic Affairs or
approval
1029
organization

report, and
accomplished
evaluation forms.
1030
Referral Form OSAS
Form Guidance
Facilitator or
designated faculty
member
1031
slip for student to fill-out Facilitator or
designated faculty
member
member
Guidance
None *1 hour and

TOTAL:
20 minutes
1032
Contact number
Email Address
or if necessary, face to Guidance
face for a follow up Facilitator or
member
1033
designated faculty
member
1034

Anecdotal Form OSAS
visitor’s information Counselor or
log book Guidance
Facilitator or
designated faculty
member
2. Undergo initial Conduct initial interview None 30 minutes Guidance
interview and Counselor or
assessment Guidance
Facilitator or
designated faculty
member
1035
3. When necessary, Write letter of referral to college/ None 15 minutes Guidance
parent/ guardian is department Counselor or
college/ department Facilitator or
for more appropriate designated faculty
1036
students
letter Committee on
2. Endorse the letter to the Misdemeanor
3. Decide whether the complaint

has to be acted upon and call
for the investigation 1-2 hours
Committee on
3. Issue response letter Misdemeanor
1037
column “Received by”
None 2 hours and

TOTAL:
15 minutes
1038
Character


1. Pay for the

official receipt Php15.00
Cashier’s Office.
documents to the 5 minutes MIS Officer/ OSAS
documents
Office of Student Staff
Affairs
Prepare and release the Certificate 5 minutes MIS Officer/ OSAS
of Good Moral Character Staff
sheet
1039
4. Receive the Good Sign Good Moral Certificate Sheet
Moral Character under the column “Released by”
Staff
Certificate
TOTAL: 17 minutes
Php 15.00
1040
Campus Registrar
1041
request) or fill out Slip
Request Slip (for
subsequent request)
For online request:

registrar.silang@cvsu.edu.ph
1042
Php 50.00/
2. Pay the necessary fee Check the Official Receipt and
page for TOR 5 minutes Cashier/
for the requested issue the claim stub
Registrar Staff
documents at the
Php15.00/
Cashier Office or thru on
page for
line payment
Certification
None 7 working Registrar Staff
3. Receive the claim stub Evaluate the student’s records
days/processing
or e-copy bearing the and prepare the requested
date of release of the documents.
Php 50.00/
page for TOR
7 days and
TOTAL: Php15.00/
12 minutes
page for
Certification
1043
This service aims to facilitate registration processes of new students that ensures safekeeping of student records and

registrar.silang@cvsu.edu.ph 2. Assign Student Number and
issue Certificate of Admission
Registration Form.
1044

1045
This process aims to facilitate the registration of the continuing students in different colleges.

Student Clearance
Pre-Registration
Registration Form
registration form.

subjects to be
respective
and submit the same
together with a
1046
photocopy of
registrar.
Registration Form signed Registration Form of
and return the same student by putting a
to the College “Registered” stamp.
Registrar for
validation. 2. Provide a copy to the student
Registrar.

1047

original documents for required original documents,
enrolment including copy of the uploaded
results of interview, Personal Information Sheet
checklist of subjects and Pre-registration form
credited by the college issued by the college.
or department
concerned and the 2. Assign Student Number and
Accomplished Personal issue Certificate of
Information Sheet or via Admission and Registration
cvsusilang@cvsu. edu.ph Form.
registrar.silang@cvsu.edu.ph
1048
2.1 Sign the issued
Registrar for
1049

and have it signed by or Faculty
college officials assigned to
indicated in the form. program the
student intends to
shift.
2. Undergo interview at 1. Conduct interview for further Department Chair

None 10 minutes or Faculty
College the student assigned to
intends to transfer. 2. Issue Pre-registration Form program the
student intends to
shift.
1050
3. Fill out Pre-registration 1. Receive and evaluate the filled-
be enrolled in
accordance to what 2. Prepare and issue Registration
advises and submit
the same together with
a photocopy of
registrar.
validation.
1051

1. Fill out the Readmission Evaluate grades of student None 5 minutes Registration
Form downloadable at
Adviser
college officials indicated
in the form.
1. Conduct interview to Registration
2. Undergo interview at the None 10 minutes
determine the student’s Adviser
Department/
eligibility for readmission.
College last attended.
1052
college registrar.
return the same to the Form of student by putting a
validation.
student and keep a copy for
system validation.
1053
Cashier’s Office
1054
departments, bureaus, offices and other agencies in the exercise of their functions.
Who may avail: Students/Parents/Other Clients

Completion Form (a.) Cashier’s Office
Official Transcript of Record (b.)
Certificate of Good Moral Character & Grades (c.)
Honorable Dismissal (d.)
Authentication and Verification (CAV) (e.)
Authentication of TOR / Diploma (f.)
Tuition Fee for regular Students (g.)
Tuition fee for scholars (h.)
Adding / Changing of subjects (i.)
Dropping of subjects (j.)
Graduation Fee (k.)
Thesis Adviser Fee (l.)
Registration Form Copy (m.)
Clearance (n.)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSON
1. Present completely Evaluate registration forms and None 1 minute Cashier/ Collecting
filled out request slip, other requirement as to Officer
certification, completeness and accuracy
1055
registration forms, (Request slip, order of payments,
clearance, etc., clearance and registration forms)
2. Pay the Issue Official Receipt Depends on

corresponding request/ Cashier’s Office
amount for: transaction
a. Completion Form Php 10/unit 1 minute Cashier/ Collecting
Officer
b. Official Transcript of Php 20/page 2 minutes Cashier/ Collecting
Record Php 50/page Officer
with
scanned
picture
c. Certificate of Php 15/copy 2 minutes Cashier/ Collecting
Good Moral Officer
Character and
Grades
d. Honorable Php 15.00 2 minutes Cashier/ Collecting
Dismissal Officer
e. Authentication and Php 45.00 2 minutes Cashier/ Collecting
Verification (CAV) Officer
f. Authentication of Php 10.00/pc 2 minutes Cashier/ Collecting
TOR / Diploma Officer
Cash
Installment
g. Tuition Fee for 50% tuition Cashier/ Collecting
regular Students fee 100% 2 minutes Officer
misc. and
fiduciary
fees
1056
h. Tuition fee for Verify the name of student from Based on
scholars the list of scholars scholarship 2 minutes Cashier
privileges
i. Adding / Changing Issue Official Receipt 2 minutes Cashier
of subjects
j. Dropping of 2 minutes Cashier
subjects
k. Graduation Fee TBA 2 minutes Cashier
l. Thesis Adviser Fee Php 2,300 2 minutes Cashier
m. English Critic Fee 20.00/page 2 minutes Cashier
n. Registration Form Php 10.00 2 minutes Cashier
Copy
o. Clearance None 2 minutes Cashier
p. Collection from
Cash/Installm Cashier/Collecting
Income Generating 3 minutes
ent Officer
Projects
Depending 3 minutes per
TOTAL:
on the nature transaction
of
transaction
1057
1058
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
1059
Nurse-On-Duty
None 3 minutes NOD
the case
3. Submit to the
prescribe medication

necessary:
a. Wound Care None 15 minutes / Physician or

b. Laboratory/ Radiologic depending on the Dentist
Exam case
Confinement
Specialist
1060
1. Receive the prescription form
and submit the None 2 minutes NOD
and dispense available
medical or dental card
prescribed medication (initial
to the NOD
dose only)

5. Sign the logbook 1. Log the name of patient, name None NOD
and quantity of dispensed 1 minute
by the patient

safekeeping
1061
Dental Record Form
Medical Specialist
Medical Certificate
1062

Medical Clearance for 2. Issue Request Form for None 2 minutes Nurse-On-Duty
returnee students diagnostic procedures (if to be
(NOD)

1. Present the laboratory diagnostic results for completeness
None 1 minute NOD
results to the Nurse then issue Personal Information
on Duty (NOD) Sheet
1. Encode / fill out the data to

the Student Health Record
2. Fill out Personal Form
Information Sheet and None 3 minutes NOD
submit to the NOD 2. Check and record the vital
signs
1063
Clearance Form
examination
4. Proceed to the
examination
schooling
on duty
student record for
safekeeping NOD
None 1 minute
registration
1064
Medical Certificate
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
1065
Endorsement Form
1. Present Medical Nurse-On-
Endorsement Form None 2 minutes Duty(NOD)
issued by HRDO
examination
DAY 2
dental examination
Diagnostic Examination of diagnostic examination
Php 1,425.00
will be done at the UHS: for
2. Advise to return to UHS after Contractual, NOD
Proceed to the Cashier’s 1 minute
payment Permanent,
and
Temporary
examination
1066
Php 475.00 for
Job Order
(Php 125.00
physical and
dental
examination fee is
already included)
Receipt to the NOD
None 1 minute
procedures
None 6 minutes
Technologist
drug test)
Php 1,425.00
for
TOTAL: Contractual,
Day 1 12 minutes
Permanent,
and
Temporary
1067
Php 475.00
for Job Order
(Php 125.00
physical and
dental
examination fee
is already
included)
1. Secure copy of official receipt,
Day 2 one photocopy of results and
1. Present official receipt triplicate copy of
and CSC Medical accomplished CSC medical NOD
None 1 minute
Certificate Form certificate

Sheet
1. Encode data to the Medical
2. Fill out the Personal
Form, take picture and print
the form
submit to the Nurse
on Duty (NOD)
None 3 minutes
results
examination
1068
4. Proceed to medical
and sign the medical form together
section for physical
with the triplicate copy of CSC None 10 minutes Physician
examination
medical form for fitness or
unfitness to work
Additional Procedures Advise applicant to undergo
findings upon diagnostic procedures and or
examination) refers to medical specialist

5. Proceed to the NOD
safekeeping
1069

Students, Cvsu Faculty Members, Employees, University Officials and their Dependents,
Who may avail:
and Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
recording purposes
1070
assistance. case
accident in nature)
signs
head/guardian.



1071
This procedure covers how enrollees can submit their Physical, Dental and Laboratory Examination results /report
through online system and drop box system for verification and issuance of medical clearance for enrollment purposes.


through online completeness of the scanned (NOD)
system/drop box copies or drop box copies of
system documents and present it to
the physician

comments and
recommendation
1072

mail is advise to undergo
enrollment
e-mail
1073
Pandemic

Guard on Duty Unit



1074
campus

for further evaluation,
management and advises

Unit
1075
Campus Library
1076
This procedure shows how the Library assists interested clients in using library facilities, services and resources

Who may avail:
Institutions
(for employees)
For CvSU student, Check the presented Cvsu ID and None 1 minute Assigned Clerk
employee and alumni

CvSU ID and latest
registration form.
1077
and leave logbook.
the baggage area of
the section where
they will avail the
services.
number needed for
research.
For Visitor None 1 minute Assigned Clerk
1. Present the referral Receive the letter of referral.

letter
2. Sign in the record Receive payment and issue official Php 30.00 2 minutes Assigned
book and pay for the receipt Clerk/Cashier
library fee
3. Log in the visitors’ Assist the client in filing out the None 2 minutes Assigned Clerk
the baggage area of
the section where
they will avail the
services.
1078
number needed for
research.
TOTAL: 3 minutes
Php 30.00
(CvSU Students,
only)
6 minutes
(for Visitors only)
1079
2. Borrowing and Returning of Books and other Library Materials
materials.
For new and old students: Campus Library
Library Card
For Faculty Members and Employees Campus Library
1. Campus Library Card
Borrowing of books:
Present book/s to be 1. Check out the books to be None 2 minutes Assigned Library
borrowed and fill out book borrowed Clerk
card.
2. Stamp due date
3. File books cards.

Returning of books: None 3 minutes Assigned Library
Clerk
Present book/s to be 1. Verify and check the returned
returned. book.
1080
2. Return the ID card presented by
the client.
3. Insert the book card and return

it to the shelf
2 minutes
(Borrowing)
TOTAL: None
3 minutes
(Returning)
1081
This procedure aims to facilitate the issuance of borrower’s card for new registrants.

For students:
1. Registration Form Office of the University Registrar
2. 1 pc. 1x1 ID picture Student
2. CvSU identification card Human Resource Development Office
1. New students, faculty Provide the students, faculty None 1 minute Assigned Clerk
members and members and employees with slips
employees to inquire to be filled out.
about issuance of
Borrower’s card.
2. Students/faculty 1. Assist the students/faculty None 2 minutes Assigned Clerk
members/ employees members/ employees in
to encode their data. encoding their data.
2. Counter sign the Registration Php 20.00 2 minutes Assigned Clerk
form of students and validate
the library card.
1082
This procedure covers how the Library provides new library cards for students, faculty members and employees who lost
their library cards

1. 1. Receive the latest registration None 1 minute Assigned Clerk
1. Student present latest
1. form
registration form
data if necessary
fee
date on the Library Card
3. Release new library card to

client upon payment
1083
This procedure aims to facilitate the verification of the students’ records in the database and validation of borrower’s card
for old registrants.

For students:
1. Latest Registration Form Office of the University Registrar
1. CvSU identification card
1. Students, instructors Check registration form for current None 1 minute Assigned Clerk
and employees to semester together with their library
request for validation card and letter of request
cards.
2. Students to present 1. Verify the encoded data of the None 1 minute Assigned Clerk
their latest registration client and update the record if
form while faculty necessary.
members and
employees present
their ID.
1084
2. Countersign and stamp validity None 1 minute Assigned Clerk
3. Release validated Library card. None Assigned Clerk

1 minute
1085
Cavite State University Tanza Campus
1086
Circulars

1. Check and receive all the
1. Submit/send complete None 2 minutes Campus HR
submitted documents
documents via Coordinator
cvsutanza@cvsu.edu.ph
None 2 days Campus HR
acknowledge receipt of e-mail
a. Application Letter Coordinator
application and notify via text
b. CV/Resume
message the potential
c. other credentials
position
1087
concerned,
Campus Faculty
Association (FA)
President
Campus
4. Schedule a final interview via 30 minutes per
Administrator
zoom video conferencing for applicant
None Campus HR
5. Tally the scores of each
Coordinator
applicant 1 day
Campus HR
Coordinator
Campus HR
7. Call up the qualified applicants 5 minutes
Coordinator
2. Report to the Campus Give some reminders and provide
10 minutes per Campus HR
HRDO the qualified applicant a checklist None
Campus
Administrator,
Campus applicant
HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
1088
Circulars
Personnel only
1089
Assistant
application
Assistant
requirements.
channels
None 1 hour and
TOTAL:
22 minutes
1090
DBM Circulars

Concerned Agencies
Clearance, TIN
1091

1. Submit all required
requirements of the Job Order HR Coordinator
documents for None 1 minute
academic personnel.
appointment on Job
Order status 2. Review and validate the
For newly hired: submitted documents for HR Coordinator
None 5 minutes
- PDS, PDF
- Medical photocopied documents for HRDO
Certificate authentication to the Records None 5 minutes Coordinator,
- NBI Clearance Office through the Liaison Liaison Officer
documents
- Evaluation 4. Prepare the contract of service
to be signed by the Job Order None 3 minutes HR Coordinator
Result
Academic Personnel.
For rehired:
Job Order
- Photocopy of 5. Read and sign the contract of Academic
I.D. service. None 3 minutes Personnel
- Medical
Certificate 6. Verify and endorse the signed
contract of service to the None 3 minutes HR Coordinator
signature.
1092
HR
8. Submit the signed contract of Coordinator/Liaiso
service together with the n Officer/Any


contract of service

1093
DBM Circulars

Clearance
1. Submit all required 1. Check and validate accuracy and
completeness of the submitted
signature
1094
Human Resource
documents
Campus
Administrator
and Placement (RSP) Unit for the Recruitment,
None 5 minutes
issuance of job order contract Selection and
and appointment of job order Placement (RSP)
Non-Academic personnel staff
Human Resource
None 3 minutes
staff
5. Check for the authenticity of None 10 minutes Human Resource

signatures and certify that the job Coordinator/
order contract is complete Recruitment,
Selection and
6. Endorse to the University Placement (RSP)
Recruitment, Selection and staff
1095
1096
Coordinator.
record /document is not Officer
University HRDO
1097
documents

document/s
1098
1. Send the 1. Receive and review the duly None 3 minutes HR
accomplished Record accomplished form for the Coordinator/staff
Request Form to completeness of entries
requested record. If requested Coordinator/Liaiso
record/document is not n Officer
University HRDO
1099
document

records/documents to the client
thru email the official email
address of the HRDO
cvsuhrd@cvsu.edu.ph
2. Receive and Confirm and record the receipt of None 2 minutes HRDO Personnel
acknowledge receipt the records/documents requested
of the requested by the client
records/documents
1100
1101


1102
completeness
30 minutes

None 30 minutes
Administrator

document
salaries
None 5 minutes
1103
None 3 minutes
Officer

Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
1104

1105
and contact hours.
completeness report



document
None 15 minutes
of salaries
None 5 minutes
Campus
9. Affix the signature/s of Administrator/
authorized personnel to the None 3 minutes Campus’ Budget
BURS Officer
1106
10. Submit the payroll to the None 5 minutes HR
Main Campus for processing Coordinator/Liaison
Officer/Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
1107
1108

www.cvsu.edu.ph)
Certification
1109
1110

Tanza Campus
https://www.facebook.com/CvSUTC/

documents
examination permit
1111
admission to the BS
BS Medical
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism Management,
the applicant is
required to undergo
interview:

Department
c. Return to OSAS
and submit Receive the accomplished Admission Officer
None 1 minute
1112
Admission Officer
5. Receive the NOA Log the NOA number and name of None 10 minutes
Guidance
Counselor or
Psychometrician
Services unit for
medical examination
None 2 hours and

TOTAL:
22 minutes
1113

Accomplished Application form for Admission Tanza Campus

initial evaluation
Evaluation form and
College for their
evaluation
1114
3. Undergo interview with Conduct the Interview None 1 hour College Registrar
Chair or Program
Head
accomplished Notice
for Evaluation form
evaluation of the
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of
Good Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
e. copies of 1x1 ID
Picture
f. Short Folder
1115
permit

(NOA)
Psychometrician

Services unit for
medical examination

36 minutes
1116



initial evaluation

Interview Form and
college /department
1117
respective college Registrar/Departm
/department ent Chair /
Program Head
accomplished
interview form
evaluation of the
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
Psychometrician
1118
Services unit for
medical examination

29 minutes
1119

Who may avail:
program

Evaluation form and
Proceed to
concerned college /
evaluation
1120
college/department
accomplished Notice
for Evaluation form
evaluation of the
testing fee at the
Cashier’s office
only)
documents
permit
Psychometrician
1121
Services Unit for
medical examination

33 minutes
1122
position
Advisers
Department
1123
1. Submit requirements for Receive and evaluate the None 10 minutes SDS Head or
initial evaluation required documents OSAS Staff
submitted documents are requirements OSAS Staff
complete.
3. Receive the Notice of Conduct the recognition and None 15 minutes SDS Head or
Completion accreditation program of student OSAS Staff
4. Attend the recognition and 1. Document the program None 15 minutes SDS Head or
accreditation program OSAS Staff
2. File the submitted documents
4.1 Receive a certificate of of the recognized student
recognition organizations
1124
Applicant
10 minutes SDS Head or
1. Submit request letter 1. Evaluate requirements None
requirements
1125
2. Receive Notice of 1. Sign and recommend the
Completion request letter to the Dean of
OSAS/ Director/Head of OSAS SDS Head or
OSAS Staff
for Academic Affairs or Campus None 10 minutes
Administrator for approval VPAA or Campus
Administrator
organization
3. Conduct the event or Monitor the event or activity. SDS Head or

activity. None 15 minutes OSAS Staff
Receive accomplishment report,

4. Submit None 5 minutes SDS Head or
financial report, and accomplished
accomplishment OSAS Staff
evaluation forms.
report, financial report,
and accomplished
evaluation forms.
1126
1127
requirements
2. Receive Notice of 1. Sign and recommend the None 10 minutes SDS Head or
Completion request letter to the Dean of OSAS Staff
OSAS

for Academic Affairs for Administrator
approval
1128
organization
report, financial report, evaluation forms.
and accomplished
evaluation forms.
1129
Referral Form OSAS
Form Guidance
Facilitator or
designated faculty
member
1130
designated faculty
member
member
Guidance
None *1 hour and

TOTAL:
20 minutes
1131
Contact number
Email Address
member
1132
designated faculty
member
1133

Anecdotal Form OSAS
log book Guidance
Facilitator or
designated faculty
member
assessment Guidance
Facilitator or
designated faculty
member
1134
1135

letter Committee on


Misdemeanor
1136
logbook under the
None 2 hours and

TOTAL:
15 minutes
1137
Character



Php 15.00
Cashier’s Office.
documents
Office of Student
Affairs
1138
MIS Officer/ OSAS
sheet
MIS Officer/ OSAS
4. Receive the Good
Moral Character
Certificate
TOTAL: 17 minutes
Php 15.00
1139
Campus Registrar
1140

Receive the accomplished
Clearance Form (first None 5 minutes Registrar Staff
University Clearance or Request
request) or fill out
Slip
Request Slip (for
subsequent request)
For online request:

1141
2. Pay the necessary fee
Check the Official Receipt and Php 50.00/
for the requested 5 minutes Cashier/Registrar
issue the claim stub page for TOR
documents at the Staff
Php15.00/
on line payment
page for
Certification
3. Receive the claim stub
or e-copy bearing the
and prepare the requested 7 working Registrar Staff
date of release of the None
4. Claim the document on Check the claim stub and release None 2 minutes Registrar Staff
the specified date of the requested documents to the
release client
Php 50.00/
page for
TOR
7 days and
TOTAL:
page for
Certification
1142

1. Submit all the required 1. Check, receive all the required None 6 minutes Registrar Staff
original documents for original documents and a
enrolment including the copy of the uploaded Personal
Accomplished Personal Information of student.
Information Sheet or via
cvsutanza@cvsu.edu.ph 2. Assign Student Number and
tanza.registrar@cvsu.edu.ph issue Certificate of Admission
Registration Form.
3. Sign the validated 3. Return another copy to student None 2 minutes Registrar Staff
Registration Form
1143
1144

Student Clearance
Pre-Registration
Registration Form
registration form.

subjects to be
respective
and submit the same
together with a
1145
photocopy of
registrar.
validation.
Registrar.

1146

None 6 minutes Registrar staff
1. Submit all the required 1. Check, receive all the required
original documents for original documents; copy of
enrolment including
the uploaded Personal
results of interview,
Information Sheet and Pre-
checklist of subjects
credited by the college registration form issued by the
or department college.
concerned and the
Accomplished Personal 2. Assign Student Number and
Information Sheet or via issue Certificate of Admission
cvsutanza@cvsu.edu.ph and Registration Form.
tanza.registrar@cvsu.edu.ph
1147
2.1 Sign the issued
and return the and keep a copy for system
same to the validation.
University
Registrar for 3. Advise the student to keep a
validation. copy of the Registration Form
1148

1. Fill out Letter of Intent None 5 minutes Department Chair
Evaluate grades of student
and have it signed by or Faculty assigned
College officials to program the
indicated in the form. student intends to
shift.
2. Undergo interview at 1. Conduct interview for further None 10 minutes Department Chair
the Department/ assessment. or Faculty assigned
College the student to program the
intends to transfer 2. Issue Pre-registration Form student intends to
shift.
subjects to be enrolled form.
1149
in accordance to what 4. Prepare and issue Registration
advises and submit
the same together
with a photocopy of
registrar.
validation.
1150

College officials
indicated in the form
2. Undergo interview at the None 10 minutes College Registrar

Department / College
last attended
1151
college registrar.
return the same to the Form of student by putting a
validation.
student and keep a copy for
system validation.
1152
Cashier’s Office
1153
departments, bureaus, offices and other agencies in the exercise of their functions
1. Pay the correspondng Issue Official Receipt Cashier/ Collecting
amount of a certain Officer
transaction
Php. 15.00
TOR/Diploma 2 minutes
Php
 Authentication and 2 minutes
15.00/page
Verification (CAV)
 Official Transcript Php

2 minutes
Php
50.00/page
2 minutes
picture
1154
Character
Php 15.00
 Honorable
Php 15.00
Dismissal 2 minutes
Cashier/ Collecting
Php 2,300.00
Fee and 2 minutes
Technical Fee
Php
2 minutes
Fee
2. Remit Collection
Depending
3 minutes /
TOTAL: on the
transaction
transaction
1155
1156
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
1157
Nurse-On-Duty
None 3 minutes NOD
the case

necessary:
15 minutes / Physician or
a. Wound Care
None depending on the Dentist
b. Laboratory/ Radiologic
case
Exam
Confinement Referral to a
Medical Specialist
d. Transfer to hospital

None 2 minutes
1158

1 minute
by the patient

safekeeping
1159
Dental Record Form
Medical Specialist
Medical Certificate
1160


1. Present the laboratory None 1 minute NOD
then issue Personal Information

submit to the NOD
Clearance Form
1161
examination
4. Proceed to the
and issue Medical Clearance Physician / Nurse-
medical section for None 10 minutes
Form for enrolment if fit for On-Duty
examination
schooling
student record for
safekeeping NOD
None 1 minute
registration
1162
Medical Certificate
Medical Form
Request Form
X-Ray Result Form
Dental Record Form
1163
Endorsement Form
1. Present Medical
issued by HRDO
examination
DAY 2
dental examination
1 minute NOD
1164
(Php 125.00
physical and
dental
examination
fee is already
included)
Receipt to the NOD
None 1 minute
procedures
None 6 minutes
Technoligist
drug test)
Php 1,425.00
for 12 minutes
TOTAL:
Day 1 Contractual,
Permanent,
1165
and
Temporary
Php 475.00
for Job
Order
(Php 125.00
physical and
dental
examination
fee is
already
included)
triplicate copy of
and CSC Medical
certificate

Sheet
None 3 minutes NOD

1166
results
examination
unfitness to work
Additional Procedure
Advise to undergo additional
(For applicant with
findings upon None 3 minutes Physician
examination)

safekeeping
1167

Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
recording purposes.
1168
assistance. case
accident in nature)
signs
head/guardian.



1169


the physician

comments and
recommendation
1170

enrollment
e-mail
1171
Pandemic

on Duty


1172
campus

advises

Unit
1173
Campus Library
1174

Who may avail:
Institutions
(for employees)
For CvSU student,
faculty member,
employee and alumni
registration form.
1175
and leave logbook.
the baggage area of
the section where
they can avail the
services.
number needed for
research.
For Visitor
fee
the baggage area of
the section where
they will avail the
services.
1176
number needed for
research.
TOTAL: 3 minutes
Php 30.00
(CvSU Students,
only)
6 minutes
(for Visitors only)
1177
materials.
For students:
Borrowing of books: 1. Encode details of the borrowers None 2 minutes Librarian
be borrowed.
card.
presented.
1178
card.
Returning of books: 1. Verify and check the returned None 1 minute
Librarian
book.
returned.
the client.

it to the shelf
2 minutes
None (Borrowing)
TOTAL:
3 minutes
(Returning)
1179

For students:
Registrar
Student
1. Inquire about issuance Provide the students, faculty None 1 minute Librarian/Assigned
of Borrower’s card. members and employees with Clerk
Application Slip to be filled out
2. Fill out the Application Assist the client in filling out the None 1 minute Librarian/Assigned
Slip Application Form Clerk
3. Encode the Data 1. Take picture of the client with None 3 minutes Librarian/Assigned
webcam, stamp validity of the Clerk
borrower’ card
2. Sign the Registration form of
students
1180
1181


Coordinator
data if necessary.


1182
For the students:
Registrar
2. Inform the client to pick-up the

referral letter after 3 (three) None 1 minute
1183
a. Full name
b. Course/Section 2.1 Retrieve the Referral
(students) Letter from the Referral
c. Topic of Research File Folder (2nd request)
e. Date of Visit
1184
For students:
and employees Clerk
cards.

1185
card Clerk
1186
Cavite State University Trece Martires City Campus
1187
Circulars

1. Submit/send complete 1. Check and receive all the
None 2 minutes Campus HR
documents via submitted documents
Coordinator
cvsutrecemartires@cvsu.edu.ph
a. Application Letter None 2 days Campus HR
acknowledge receipt of e-
b. CV/Resume Coordinator
mail application and notify
c. other credentials via text message the
potential applicants for the
vacant position
1188
concerned,
Campus Faculty
Association (FA)
President
4. Schedule a final interview via Campus
30 minutes per
zoom video conferencing for Administrator
applicant
5. Tally the scores of each None Campus HR

1 day
7. Call up the qualified Campus HR

5 minutes
applicants Coordinator
2. Report to the Campus
provide the qualified applicant a 10 minutes per Campus HR
HRDO None
checklist of documents to be applicant Coordinator
submitted
Campus
Administrator,
Campus applicant
HRMO Director,
VPs and FA
President
3 days, 1 hour
TOTAL: None
and 47 minutes
1189
Circulars
Personnel only
Assistant
1190
application
Assistant
requirements.
channels
None 1 hour and
TOTAL:
22 minutes
1191
3. Processing of appointment of Job Order Academic personnel (Campus)
DBM Circulars
Clearance, TIN Concerned Agencies

1192

documents for requirements of the Job Order
academic personnel. None 1 minute HR Coordinator
appointment on Job
Order status
For newly hired: 2. Review and validate the
submitted documents for
- PDS, PDF completeness and accuracy. None 5 minutes HR Coordinator
- TOR/Diploma
- Medical 3. Submit the original and
Certificate photocopied documents for HRDO
- NBI Clearance authentication to the Records None 5 minutes Coordinator,
- Other pertinent Office through the Liaison Liaison Officer
documents Officer.
- Evaluation
Result 4. Prepare the contract of service
For rehired: to be signed by the Job Order None 3 minutes HR Coordinator
- Photocopy of Academic Personnel.
I.D.
5. Read and sign the contract of Job Order
- Medical
service. Academic
Certificate None 3 minutes
Personnel
contract of service to the None 3 minutes
signature.
1193
7. Check and sign the contract of
service. Campus
None 3 minutes
Administrator
8. Submit the signed contract of HR Coordinator/

service together with the Liaison Officer/Any


contract of service contract of service

1194
DBM Circulars
Concerned Agencies
Clearance
1. Submit all required 1. Check and validate accuracy and
completeness of the submitted
signature
1195
Human Resource
documents
Campus
Administrator

and Placement (RSP) Unit for the Recruitment,
None 5 minutes
issuance of job order contract Selection and
and appointment of job order Placement (RSP)
Non-Academic personnel staff
Human Resource
None 3 minutes
staff
signatures and certify that the job None 10 minutes Human Resource
order contract is complete Coordinator/
Recruitment,
1196
1197
Coordinator.
University HRDO
1198
documents

document/s
1199
1. Send the accomplished 1. Receive and review the None 3 minutes HR
Record Request Form to duly accomplished form for Coordinator/staff
cvsutrecemartires@cvsu.edu.ph the completeness of entries
the requested record. If Liaison Officer
HRDO
document
1200
cvsuhrd@cvsu.edu.ph
2. Receive and acknowledge Confirm and record the receipt None 2 minutes HRDO Personnel
receipt of the requested of the records/documents
records/documents requested by the client
1201
1202


employees
1203
completeness
30 minutes

Administrator

None 3 minutes
7. Prepare Disbursement Voucher None 15 minutes
HR Coordinator
salaries
to be paid, DTR and
1204
9. Affix the signature/s of 3 minutes Campus
None
Officer

Officer/Authorized
Representative
TOTAL: 1 hour and

None
35 minutes
1205

employees
1206
and contact hours.
completeness report



None 3 minutes
of salaries
Attendance, DTR and
Campus
Administrator/
authorized personnel to the None 3 minutes
Campus’ Budget
BURS
Officer
1207
12. Submit the payroll to the
None 5 minutes HR Coordinator/
Main Campus for
Liaison
processing
Officer/Authorized
Representative
TOTAL: 1 hour and

None
7 minutes
1208
1209
1. Application/Renewal Procedure for Scholarship Grants

www.cvsu.edu.ph)

Certification
1210
1211

Trece Martires Campus
https://www.facebook.com/cvsutreceadmissions

documents
examination permit
1212
admission to the BS
BS Medical
Technology, Diploma
in Midwifery, BS
Criminology,
Education Courses,
BS Psychology, BS
Hospitality
Management, and BS
Tourism Management,
the applicant is
required to undergo
interview:

Department

and submit interview form None 1 minute Admission Officer
accomplished
interview form
1213
(NOA)
Log the NOA number and name of Admission Officer

5. Receive the NOA None 10 minutes
the column “Released by”. Counselor or
Psychometrician
Services unit for
medical examination
None 2 hours and
TOTAL:
22 minutes
1214

Accomplished Application form for Admission Trece Martires Campus

initial evaluation
1215
Evaluation form and
College for their
evaluation
3. Undergo interview with Conduct the Interview None 1 hour College Registrar
Chair or Program
Head
accomplished Notice
for Evaluation form
evaluation of the
documents to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of Good
Moral
c. Photocopy of
Honorable
Dismissal
d. Photocopy of NBI
Clearance or
Police Clearance
1216
e. copies of 1x1 ID
Picture
f. Short Folder

permit

(NOA)
Psychometrician
the Campus Health
Services unit for
medical examination

36 minutes
1217




Interview Form and
college /department
1218
respective college Registrar/Departm
/department ent Chair /
Program Head
accomplished
interview form
evaluation of the
to OSAS:
a. Photocopy of
Certificate of
Grades
b. Photocopy of
Certificate of
Good Moral
c. Photocopy of
Honorable
Dismissal
d. copies of 1x1 ID
Picture
e. Short Folder
Psychometrician
1219
the Campus Health
Services unit for
medical examination

29 minutes
1220

Who may avail:
program

Evaluation form and
college/department
1221
accomplished Notice
for Evaluation form
evaluation of the
testing fee at the
Cashier’s office
only)
documents
permit
Psychometrician
the Campus Health Receive the NOA and assist the Services Unit
Services Unit for student for medical examination
medical examination
33 minutes
1222
position
Advisers
Department
1223
1. Submit requirements for Receive and evaluate the None 10 minutes SDS Head or
initial evaluation required documents OSAS Staff
are complete.
3. Receive the Notice of Conduct the recognition and None 15 minutes SDS Head or
Completion accreditation program of student OSAS Staff
4.1 Receive a certificate of the recognized student
of recognition organizations
1224
recommended by the adviser/s, Head of SDS, Dean of OSAS and Applicant
Vice President for Academic Affairs.
Notarized Parent’s Permit if the activity is scheduled on weekends
or 6:00 pm onwards. Applicant

1. Submit request letter for 1. Evaluate requirements 10 minutes

None SDS Head or
initial evaluation OSAS Staff
requirements
1225
1. Sign and recommend the
2. Receive Notice of request letter to the Dean of SDS Head or
Completion OSAS/ Director/Head of OSAS OSAS Staff

for Academic Affairs or VPAA or Campus
None 10 minutes
Campus Administrator for Administrator
approval

organization
3. Conduct the event or SDS Head or
None 15 minutes
Receive accomplishment report,
financial report, and None 5 minutes SDS Head or
4. Submit accomplishment
accomplished evaluation forms. OSAS Staff
report, financial report,
and accomplished
evaluation forms.
1226
1227
requirements
2. Receive notice of 1. Sign and recommend the None 10 minutes SDS Head or
completion request letter to the Dean of OSAS Staff
OSAS
for Academic Affairs for Administrator
approval
1228
organization
report, financial report, evaluation forms.
and accomplished
evaluation forms.
1229
Referral Form OSAS
Form Guidance
Facilitator or
designated faculty
member
1230
designated faculty
member
member
Guidance
None *1 hour and
TOTAL:
20 minutes
1231
Contact number
Email Address
2. Inform OSAS of their Record and file the current status None 10 minutes member
current status and of student for future reference
have them fill out the
consultation logbook
1232

Anecdotal Form OSAS
log book Guidance
Facilitator or
designated faculty
member
assessment Guidance
Facilitator or
designated faculty
member
1233
1234

letter Committee on


1235
None 2 hours and
TOTAL:
15 minutes
1236
Character


Php15.00
Cashier’s Office.
documents
Office of Student
Affairs
1237
MIS Officer/ OSAS
sheet
MIS Officer/ OSAS
4. Receive the Good
Moral Character
Certificate
TOTAL: 17 minutes
Php 15.00
1238
Campus Registrar
1239

1. Request for University Receive the accomplished
Clearance Form (first University Clearance or
request) or fill out Request Request Slip None 5 minutes Registrar Staff
Slip (for subsequent
request)
For online request:

registrar.cvsutrece@cvsu.edu.ph
1240
2. Pay the necessary fee for Check the Official Receipt and Php 50.00/
the requested documents issue the claim stub page for TOR
Staff
at the Cashier Office or
thru on line payment Php15.00/
page for
Certification
and prepare the requested 7 working Registrar Staff
documents.
Php 50.00/
page for
TOR
7 days and
TOTAL:
page for
Certification
1241

enrolment including the documents and a copy of
Accomplished Personal the uploaded Personal
Information Sheet or via Information of student.
registrar.cvsutrece@cvsu.edu.ph 2. Assign Student Number
Admission and
Registration Form.

Form.
1242

1243

Student Clearance
Pre-Registration
Registration Form
registration form.

subjects to be
respective
and submit the same
together with a
1244
photocopy of
registrar.
validation.
Registrar.

1245

1. Submit all the required None Registrar staff

1. Check, receive all the 6 minutes
enrolment including results documents; copy of the
of interview, checklist of uploaded Personal
subjects credited by the Information Sheet and
college or department Pre-registration form
concerned and the issued by the college.
Accomplished Personal
Information Sheet or via 2. Assign Student Number
cvsutrecemartires@cvsu.edu.ph and issue Certificate of
registrar.cvsutrece@cvsu.edu.ph
Admission and
Registration Form.
1246
Form. Form of student by putting
a “Registered” stamp.
2.1 Sign the issued
return the same to the student and keep a copy
University Registrar for for system validation.
validation.
keep a copy of the
future reference
1247

and have it signed by or Faculty assigned
College officials to program the
indicated in the form. student intends to
shift.
2. Undergo interview at 1. Conduct interview for further None 10 minutes Department Chair
the Department/ assessment. or Faculty assigned
College the student to program the
intends to transfer 2. Issue Pre-registration Form student intends to
shift.
subjects to be enrolled form.
in accordance to what
1248
the Department 2. Prepare and issue Registration
advises and submit form to student.
the same together
with a photocopy of
registrar.
validation.
1249

College officials indicated in
the form
1. Conduct interview to None 10 minutes

2. Undergo interview at the College Registrar
attended
Form
1250
3. Fill out Pre-registration form 1. Receive and evaluate
with subjects to be enrolled the filled out pre-
in consultation with the registration form.
Registration Adviser and None 5 minutes College Registrar
submit the same together 2. Issue Registration form
with a photocopy of
Certificate of Grades (COG)
to the college registrar.
Registration Form and return duly signed Registration
the same to the College Form of student by
Registrar for validation. putting a “Registered”
stamp.

student and keep a copy
for submission to the
Registrar for system
validation.
1251
Cashier’s Office
1252
departments, bureaus, offices and other agencies in the exercise of their functions
1. Pay the correspondng Cashier/ Collecting
amount of a certain Issue Official Receipt
Officer
transaction
Php. 15.00
TOR/Diploma 2 minutes
Php
 Authentication and 2 minutes
15.00/page
Verification (CAV)
 Official Transcript Php

2 minutes
Php
50.00/page
2 minutes
picture
1253
Character
Php 15.00
 Honorable
Php 15.00
Dismissal 2 minutes
Cashier/ Collecting
Php 2,300.00
Fee and 2 minutes
Technical Fee
Php
2 minutes
Fee
2. Remit Collection
Depending
3 minutes per
TOTAL: on the
transaction
transaction
1254
1255
Consultation Form
Dental Record Form
Prescription Form
Monitoring Sheet
Referral Form
1256

identification card and accomplish Nurse-On-Duty
Card to the Nurse on None 1 minute
consultation form (NOD)
Duty (NOD)
signs physician or dentist depending on None 3 minutes NOD
the case
3. Submit to the prescribe medication
necessary:

Physician or
b. Laboratory/ Radiologic None depending on the
Dentist
Exam case
Confinement
Specialist
1257
1. Receive the prescription form
and dispense available
and submit the
prescribed medication (initial
medical or dental card
dose only) None 2 minutes NOD
to the NOD
5. Sign the logbook 1. Log the name of patient, name None 1 minute
by the patient

safekeeping
1258
Dental Record Form
Medical Specialist
Medical Certificate
1259
1. Confirm schedule of student
Day 1
None 2 minutes
Check the laboratory and

Day 2
1. Present the laboratory then issue Personal Information None 1 minute NOD

submit to the NOD
Clearance Form
1260
section for sign Medical Clearance Form None 5 minutes Dentist
examination
4. Proceed to the and issue Medical Clearance Physician / Nurse-
medical section for Form for enrolment if fit for None 10 minutes
On-Duty
examination schooling
student record for
safekeeping
None 1 minute NOD
registration
1261
Medical Certificate
Medical Form

X-Ray Result Form
Dental Record Form
1262
Endorsement Form
1. Present Medical
issued by HRDO
examination
DAY 2
dental examination
1 minute NOD
1263
(PHP125.00
physical and
dental
examination
fee is already
included)
Receipt to the NOD
2. Advise or instruct the applicant
None 1 minute NOD
procedures
None 6 minutes Technoligist
drug test)
Php 1,425.00
for 12 minutes
TOTAL:
Day 1 Contractual,
Permanent,
1264
and
Temporary
Php 475.00
for Job
Order
(Php 125.00
physical and
dental
examination
fee is
already
included)
1. Present official receipt triplicate copy of
and CSC Medical accomplished CSC medical
Certificate Form None 1 minute NOD
certificate

Sheet
None 3 minutes NOD

1265
results
section for dental sign the Medical form None 5 minutes Dentist
examination
unfitness to work
Additional Procedure Advise to undergo additional
(For applicant with None 3 minutes Physician
findings upon
examination)
5. Proceed to the NOD form and CSC medical certificate
safekeeping
1266

Who may avail:
Out Patient
Consultation Form
Prescription Form
Request Form
Monitoring Sheet
Referral Form
recording purposes
1267
1.1 Unconscious and Administer First Aid treatment and None 10 minutes / NOD /
assistance. case
1.2 If conscious, the 1. Elicit medical history or None 5 minutes NOD
accident in nature)
assessment of duty
vital signs
head/guardian.



1268


the physician

comments and
recommendation
1269

enrollment
e-mail
1270
Pandemic

on Duty


1271
campus

advises

Unit
1272
Campus Library
1273

Who may avail:
Institutions
(for employees)
For CvSU student,
faculty member,
employee and alumni
registration form.
1274
and leave logbook.
the baggage area of
the section where
they can avail the
services.
number needed for
research.
For Visitor
fee
the baggage area of
the section where
they will avail the
services.
1275
number needed for
research.
TOTAL: 3 minutes
Php 30.00
(CvSU Students,
only)
6 minutes
(for Visitors only)
1276
materials.
For students:
be borrowed.
card.
presented.
1277
card.
Returning of books:
Present book/s to be Librarian
1. Verify and check the returned 1 minute
returned.
book.

the client.

it to the shelf
2 minutes
None (Borrowing)
TOTAL:
3 minutes
(Returning)
1278

For students:
Registrar
Student
1. Inquire about issuance Provide the students, faculty None 1 minute Librarian/
of Borrower’s card. members and employees with Assigned Clerk
Application Slip to be filled out
2. Fill out the Application Assist the client in filling out the None 1 minute Librarian/Assigned
Slip Application Form Clerk
3. Encode the Data 1. Take picture of the client with None 3 minutes Librarian/Assigned
webcam, stamp validity of the Clerk
borrower’ card
2. Sign the Registration form of

students
1279
1280


Coordinator
data if necessary.


1281
For the students:
Registrar
2. Inform the client to pick-up the

referral letter after 3 (three) None 1 minute
1282
a. Full name
b. Course/Section 2.1 Retrieve the Referral Letter
(students) from the Referral File Folder
c. Topic of Research (2nd request)
e. Date of Visit
1283
For students:
and employees Clerk
cards.

1284
card Clerk
TOTAL None 3 minutes
1285
Cavite State University Rosario Campus
Internal and External Services
1286
Human Resource and Development Office
Internal and External Services
1287
Circulars

Application Letter address to HR Director Applicant


Submit application letter 1. Check and record the
and credentials. documents submitted to the None 4 minutes HR Staff
Database.
1288
2. Conduct initial screening of
documents based on the None 5 minutes HR Staff
vacant positions.
3. Notify the client of the status of

application through e-mail or None 1 minute HR Staff
text message.
1289
2. Processing and Issuance of HR Records
This procedure shows how requests for HR Records are processed and issued.

Who may avail: All
Record Request Form Human Resource Development Office (HRDO)
Requests and fill-out 1. Review the duly accomplished
Record Request Form. form for completeness of None 3 minutes HR Staff
entries.
requested record as to the None 2 days HR Staff
correctness and accuracy. (Certificate of
Employment)
4 days
3. Encode and print the requested (Service Record)
record and Endorse to the None HR Staff
Director for Administration for
signature.
4. Review and sign the None 10 minutes Director for
documents. Administration
1290
5. Release the requested record to
the faculty member or employee None 1 minute HR Staff
6 days and
TOTAL: None
14 minutes
1291
1292
1. Admission Procedure for First Year Students
Who may avail: All first year students
Application form for Admission Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Examination Permit Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Photocopy of Report card (form 138) or Transcript of records Former School
(Form 137)
Photocopy of Certificate of Good Moral Character Former School
3 copies of 1x1 ID picture Student-applicant
1 Short white folder Student-applicant
1. Submit the following 1. Receive accomplished
documents Application Form and other None 5 minutes Admission Officer
Required documents
b. Certified True Copy
of Report card 2. Issue Examination Permit
(Form 138) or
Certified True Copy
Certificate of Good
Moral Character
1293
b. 2 copies of 1x1 ID
picture with name
tag
c. Short white folder

permit
3. Take the admission Administer Admission None 45 minutes Guidance
4. Present the Notice of Assist the student for medical None 5 minutes University Health
Admission to the purposes Services/Infirmary
University Infirmary for
Medical purposes
1294
2. Admission Procedure for Second Courser
Who may avail: All foreign students
Application form for Admission) Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Examination Form Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Notice for Evaluation Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Notice of Admission Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Photocopy of Certificate of Grades Former School
Photocopy of Certificate of Good Moral Former School
Photo copy of Certificate of Transfer Former School
3 copies of 1x1 ID Picture Student-applicant
initial evaluation
2. Get Notice of Interview

Form and Proceed to Issue interview form
1295
concerned college for None 5 minutes Admission Officer
their evaluation
3. Undergo interview with Conduct of interview by None 1 hour College Registrar

respective college concerned college
4. Return to OSAS and

submit the
accomplished interview
form
evaluation of the
College, submit the 2. Issue Examination Permit
following documents to
OSAS
permit
7. Take the admission Administer Admission None 1 hour Guidance
examination as Examination 30 minutes Counselor or
8. Get the Notice of Release Notice of Admission and None 5 minutes Guidance
Admission log the NOA number and name of Counselor or
student and signs the logbook Psychometrician
9. Present the Notice of Assist the student for medical None 5 minutes University Clinic
Admission to the purposes
Medical purposes
3 hours and
TOTAL: None
2 minutes
1296
3. Admission Procedure for Transferees
This procedure aims to define the system on how to assist all transferees who will submit requirements and ensure that
Who may avail: All transferees
www.cvsu.edu.ph
Examination Office of Student Affairs and Services or download at
www.cvsu.edu.ph
www.cvsu.edu.ph
www.cvsu.edu.ph
Photocopy of Honorable Dismissal Former School
Photocopy of NBI Clearance or Police National Bureau of Investigation
1297
1. Present his credentials Evaluate and compute the GPA None 10 minutes Admission Officer
2. Get Notice for Issue interview form None 5 minutes Admission Officer
Evaluation form and
College for the
evaluation
3. Undergo interview with Conduct of interview by the None 1 hour College Registrar
respective college concerned college

submit the
accomplished Notice
for Evaluation form
evaluation of the
following documents to
OSAS
permit
7. Take the admission Administer admission examination None 1 hour and 30 Guidance
examination as minutes Counselor or
1298
9. Applicant gets the Release Notice of Admission and None 10 minutes Guidance
Notice of Admission log the NOA number and name of Counselor or
student and sign the logbook Psychometrician
10. Present the NOA to Interview and affix signature None 10 minutes Dean, OSAS
the Dean of OSAS
together with all the
complete
requirements for
interview
11. Present the Notice of Assist the student for medical None 5 minutes University Health
Admission to the purposes Services/Infirmary
Medical purposes
3 hours and
TOTAL: None
17 minutes
1299
This procedure shows how the Campus assists applicants in the availment/renewal of scholarship/financial assistance.
Office or Division: Office of Student Affairs
Who may avail: All students (old and new) who are qualified to apply or renew for scholarship/financial
assistance
Application Form for Scholarship University Registrar
Photocopy of Report Card (Form 138) or Transcript of Former School
Records (Form 137)
Checklist of courses University Registrar
1 copy of 2x2 I.D picture (Latest) Student-applicant
1. Submit the following Receive and evaluate the None 2 minutes Head, Financial
documents: required documents Assistance
Services
2. Accomplished
scholarship form.
FOR NEW APPLICANT

a. Copy of combined
or joint income tax
return of parents
for the affidavit of
non-filing of tax
1300
from the BIR for
(CvSU State
Scholarship, Job
Experience
Program, RA 7160
applicants only )
b. Certification as
Class
Valedictorian,
Salutatorian, 1st,
2nd, and 3rd
Honorable
Mention indicating
the number of
graduates (for
Entrance
Scholarship
applicants only)
c. Certified true copy
of Birth Certificate
(for CvSU State
Privilege and RA
7160 applicants)
d. Guarantor’s Letter
(for Job
Experience
Program
applicants only)
e. Parents’ consent
(for Job
Experience
1301
Program
applicants only)
f. Certificate of
Grades
g. Photocopy of pre-
registration form
3. Undergo interview (for Conduct Interview None 5 minutes Dean, OSAS
CvSU State
Scholarship and Job (for CvSU State
Experience Program Scholarship
applicants only) Applicants)
Guidance
Counselor
Vocational
Placement
Coordinator
Head, Financial
Assistance
Services Unit
4. Get and accomplish Issue scholarship contract None 3 minutes Head, Financial
the contract (for CvSU Assistance
State Scholarship and Services Unit
Job Experience
Program applicants
only)
Note: OLD STUDENTS

PROCEED TO STEP 5
1302
5. Submit the 1. Receive the accomplished None 2 minutes Head, Financial
accomplished contract contract and prepare Assistance
Certification of Scholarship Services Unit
2. Issue Certificate of
Scholarship
6. Get Certification of Sign the logbook under the None 2 minutes Head of OSAS
Scholarship and column “Released by”
Scholar sign the Financial
logbook under the Assistance
column” Receive by” Services Unit
7. New and old scholars Reassess the fees of the scholar None 5 minutes Registrar’s Office
submit Certification of accordingly
Scholarship to the Cashier’s Office
19 minutes
TOTAL: None
1303
Office of the University Registrar
1304
1. Request / Issuance of School Credentials/Documents
This procedure aims to facilitate the issuance of school credentials and other documents to CvSU graduates to be used
for employment, evaluation or further studies and including those who opt to transfer to other schools.
Office or Division: Office of University Registrar
Who may avail: All Graduates, Undergraduates and other clients.

Application for Records Office of the Campus Registrar
Official Receipt Office of the Collection and Disbursement (Cashier)
1. Request and Receive the accomplished
accomplish the Application for Records form and Administrative
application for advise the client to pay the Clerk I
None 2 minutes
records w/ clearance. necessary fee. Office of the
Campus Registrar
2. Pay the necessary Issue an Official Receipt. Php 25.00/

fee for the requested page for TOR
Administrative
documents.
2 minutes Clerk I Cashier’s
Php 20.00/
Office
page for
Certification
1305
3. Present the OR for Check the OR and issue claim
recording and stub/schedule slip to the client. Administrative
reference purposes. Clerk I
None 1 minute
Office of the
Campus Registrar
4. Receive the claim Evaluate the student’s records and

Administrative
stub bearing the date prepare the requested documents. 10 days (TOR),
Clerk I
of release of the None 5 days
Office of the
requested (Certification)
Campus Registrar
documents.
5. Present the claim Record and release the requested
stub on the documents and affix the client’s
scheduled date of signature on the document's Administrative
release. reproduction copy for records Clerk I
None 2 minutes
purposes. Office of the
Campus Registrar
TOTAL: Php 25.00 10 days and

(TOR) 7 minutes
(TOR)
Php 20.00 5 days and

(Certification) 7 minutes
(Certification)
1306
2. Enrollment of Transferees
This procedure shows how registration forms with student numbers to incoming transferees are provided.
Who may avail: All incoming students transferee
Pre-enrollment Form Office of the Campus Registrar
Notice of Admission Office of the Students Affairs and Services
1. Submit the Notice of 1. Receive the Notice of
Admission and all the Admission, check the
required original completeness of the documents
documents for Administrative
enrolment. 2. Evaluate all the credited Clerk I
None 15 minutes
subjects, Office of the
Campus Registrar
3. Plot the subjects to be enrolled
4. Issue Pre-enrollment form.

2. Submit the approved 1. Receive the approved Notice of
Administrative
Notice of Admission Admission, pre-enrollment form
None 2 minutes Clerk I
and pre-enrollment
Office of the MIS
form 2. Print the Registration Form
1307
3. Present the printed Receive the printed Registration Administrative
Registration Form Form for system validation, Clerk I
None 2 minutes
stamping and scanning. Office of the
Campus Registrar
1308
This procedure shows the steps on how registration forms with student numbers to new students are provided.
1. Submit the Notice of Receive the Notice of Admission
Administrative
Admission and all the and check the completeness of the
Clerk I
required original documents.
None 5 minutes Office of the
documents for
Campus Registrar
enrolment.
2. Submit the approved Receive the approved Notice of

Administrative
Notice of Admission. Admission and print the
Registration Form
Office of the MIS
Registration Form Form for system validation Clerk I
None 2 minutes
Campus Registrar
1309
4. Enrollment of Continuing Students (Second to Fifth Year Level)
This procedure shows how the registration forms to continuing students are provided.
Who may avail: All continuing students

1. Submit the evaluated Receive the evaluated and
and approved Pre- approved Pre-Enrollment Form Administrative
Enrollment Form and print the Registration Form None 2 minutes Clerk I
Office of the MIS

None 2 minutes
Campus Registrar
1310
5. Enrollment of Old Student Returning (OSR)
This procedure shows how registration forms to old student returning are issued.
Who may avail: All old students returning

1. Submit the Notice of Receive the Notice of Re- Administrative
Admission admission, evaluate subjects and Clerk I
issue Pre-Enrollment form None 10 minutes
Office of the
Campus Registrar
Administrative
and pre-enrollment and print the Registration Form
Office of the MIS
form.
None 2 minutes
Campus Registrar
1311
Cashier’s Office
1312
This procedure shows how payment obligation is made to employees/individuals/creditors for goods purchased or
services rendered,
officer on nature of claim on the list checks for release.
and present valid Let the client sign on the
ID/authorization. payroll or voucher(if not
available, inform the client)

2.1 Receive the cash from Stamp “PAID” the payroll/voucher None 2 minutes Disbursing Officer
the disbursing officer then file.
and count it before
leaving the counter.

1313
and verify the
completeness of the
entries
1314
This procedure shows how the Cahier’s Office collect fees, charges and other assessments from departments, bureaus,
offices and other agencies.
1. Present completely Evaluate registration form and
filled-out request form, other requirements as to None 1 minute Cashier/ Collecting
registration form and completeness and accuracy Officer
admission form and
etc.
2. Pay the correspondng Issue Official Receipt Depends on 1 minute Cashier/ Collecting
amount of a certain request/ Officer
3. Pay tuition and Issue Official Receipt Cash/ 2 minutes Cashier/ Collecting
(50% upon
enrollment)
1315
4. Pay other Fees: Issue Official Receipt Cashier/ Collecting
Officer
 Authentication of Php. 10.00 1 minute
TOR/Diploma
 Authentication and Php. 20.00 1 minute
Verification (CAV)
 Completion Php 10.00/unit 1 minute
 Official Transcript Php 25.00/ 2 minutes

of Record page
 Certificates Php 10.00 1 minute
 Good Moral
Character Php 10.00 1 minute
Grades
Php 20.00 1 minute
 Honorable
Dismissal
Php 150.00 2 minutes
 Testing/Application
Fee
Php 2,300.00 2 minutes
 Thesis Adviser Fee

Php 15.00/ 2 minutes
and Technical Fee
page
1316
5. Remit collections from Issue Official Receipt Cash/ 3 minutes Cashier/ Collecting
Income Generating Installment Officer
Projects
Depending on
3 minutes per
TOTAL: the
transaction
transaction
1317
1318
1. Medical Consultation and Treatment
This procedure shows how prompt assessment and treatment to clients depending on medical condition are administered.
Office or Division: University of Health Services
Who may avail: All CvSU employees, students and nearby residents
Identification card or ID Client
Consultation Form University Health Services
Medical or Dental Record University Health Services
Prescription / Rx Form University Health Services
Laboratory or X-ray Examination Request Form University Health Services
Monitoring sheet University Health Services
1. Come to clinic for Confirm personal information from None 1 minute Nurse on Duty
consultation identification card and accomplish (NOD)
consultation form
2. Submit oneself to the 1. Check and record client’s vital None 1 minute NOD
assessment of vital sign and other necessary
signs information
2. Retrieve medical/dental record
1319
3. Submit to the 1. Refer and accompany patient to None 5 minutes Physician or
consultation process the physician/ dentist Dentist
2. Verify the complaint, Assess the

patient and records the
observation and findings
3. Give treatment, prescribes

medication, and advice.
4. Advise the patient to go back to

Nurse on Duty (NOD)
4. Present prescription 1. Receive the prescription form None 1 minute NOD
and submit the
medical/dental card 2. Dispense available prescribed
to Nurse on Duty medication

5. Sign the clinic Log the name of patient, name and None 1 minute NOD
treatment and quantity of dispensed medicines,
consultation logbook and have it sign by the patient
1320
6. Request for the Accompany the patient None 1 minute NOD
following health care
procedures and
referrals:
NOD/ Physician/
a. Wound care Assess and treat the wounds None 30 minutes Dentist
according to the extent of injury.
b. Laboratory or b.1 Secure copy of Laboratory or

Radiologic X-ray Examination Request Form Medical
examination and examine the patient. None 5 minutes Technologist or
X-ray Technologist
b.1 Request for a b.2 Advise the patient to return
copy of results after 2 working days for the results
b.3 Present to the patients a copy

of result and have it signed
c. Observation and c.1 Advise and explain the need for

confinement observation and confinement in
ward
Medical
c.2 Accompany patient to the ward None 5 minutes Technologist or
X-ray Technologist
c.3 Give initial medication, monitor None 8 hours depending
and record vital signs on the case NOD and
Physician
50 minutes
depending on
the case
1321
2. Physical, Dental, and Laboratory Examination of Freshmen/New Students
A. Laboratory and X-ray Examination (1st day)
This procedure shows how diagnostic procedures, medical and dental assessment for incoming students are
administered.
Who may avail: All new entrants, returnees and transferees
Personal Information Sheet University Health Services
Student Health Record) University Health Services
Laboratory/X-ray Examination Request Form University Health Services
Claim Stub University Health Services
Laboratory/ X-ray Examination Request Form University Health Services
1. Present the Notice of 1. Confirm schedule of student None 1 minute Health/front desk
Student Admission personnel or Nurse
(NOA) 2. Secure copy of NOA on Duty (NOD)

2. Fill out Personal 1. Encode Personal Information None 5 minutes NOD

Information Sheet and takes a picture of the
student
1322
and body mass index

stub
3. Proceed to Laboratory Secure copy of Request and None 5 minutes for Medical
Section for laboratory examines the student Laboratory Technologist
examination examination
4. Proceed to Radiologic Secure copy of X-ray Examination None 5 minutes X-ray Technologist
Section for X-ray Request Form and examines the for X-Ray
Examination students Examination
1323
B.Physical and Dental Examination (2nd day)
This procedure shows the other steps on how the diagnostic procedures, medical and dental assessment for incoming
students are administered

Student Health Record University Health Services
Medical - Dental Clearance Form University Health Services
Laboratory and X-ray Examination Result University Health Services
Dental Record/ Clearance Form) University Health Services
Student Health Record/ Medical Clearance University Health Services
Dental Record/Student Health Record University Health Services
1. Present claim stub to 1. Secure copy of claim stub None 1 minute Front desk
Nurse on Duty (NOD) personnel or Nurse
2. Issue student’s Health Record on Duty (NOD)
and Clearance Form
3. Release laboratory and X-ray

examination results
2. Proceed to Dental Examine the student and sign the None 7 minutes Dentist
Section for dental dental clearance
examination.
1324
3. Proceed to Medical 1. Examine the student None 7 minutes Physician
Section for physical
examination 2. Sign and issue medical 1 minute Physician/NOD)
clearance to proceed
enrolment if clear or fit for
schooling
3. Secure copy of student’s

medical and dental record for
encoding and safekeeping
1325
Campus Library
1326
1. Use of the Library Facilities, Services and Resources
This procedure shows how library assist interested clients in using library facilities and resources.
Valid Identification Card University Library
Referral Letter 1. CvSU-CCAT Library
2. From the Librarian of the Institution (for students),
from the Dean (for the faculty members) or the Head of
Unit (for employees)
1. Visitor to present Receive referral letter None 1 minute Assigned Library
Referral Letter from Staff
institution/School of
Origin
2. Leave unnecessary Assist the client in the registration None 1 minute
things in the baggage
area and register in the
attendance registration
system (for first time
user only)
1327
3. Pay the library fee at Check the Official Receipt Php 30.00 2 minutes
the Cashier's Office presented
and present Official
Receipt at the
Charging Desk
4. Fill out Library Usage Assist the client in filling out the None 1 minute
Form (applicable only Library Usage Form
for Non-CvSU/Outside
users)
5. Log in the Reader's Assist the client in filling out the None
Registry Attendance Reader's Registry Attendance
1 minute
6. Proceed to the OPAC If necessary, assist the client in None
to search for the using the OPAC Stations
title/author and subject
needed for research
1328
materials.

Who may avail: Students, Faculty Members and Employees, and Outside Researchers from other
Institutions
For new students:

Registration Form
Library validation sticker attached to the student’s Identification
CvSU-CCAT Library
Card

CvSU-CCAT Identification Card External and Business Affair

CvSU-CCAT identification card
1329
Students, Faculty Borrowing of books:
Members and Employees 1. Fill out library book card None 1 minute
present books to be
borrowed 2. Present book/s to be borrowed None 1 minute
and book card. Stamps due
date on the date due slip.
Attach book card to the Assigned Library
borrower's file card. Staff
Returning of books:
1. Present book/s to be returned None 1 minute
2. Pull-out Borrower’s File Card None 2 minutes

and check due date. Insert the
book/s and shelves these books
2 minutes
(Borrowing)
TOTAL: None
3 minutes
(Returning)
1330
3. Issuance of Library Card for New Registrants
This procedure aims to facilitate the issuance of Library Card for new registrants.

For new students:
2. CvSU-CCAT identification card
1. Inquire about Provide the students, faculty None 1 minute Assigned Clerk
issuance of Library members and employees with slips
card. to be filled out.
2. Encode Assist the students/faculty None 2 minutes Assigned Clerk

Students/faculty members/ employees in encoding
members/ employee’s their data.
data.
Counter sign the Registration form Php 20.00 2 minutes Assigned Clerk
of students and validate the library
card.
1331
4. Issuance of Referral Letter
The procedure shows how a Referral Letter is issued to allow the client to conduct research in other libraries/institutions.
For students:
CvSU-CCAT Identification Card External and Business Affairs Office
CvSU-CCAT identification card Human Resource Development Office
Request for a referral Issuance of referral request:
letter 1. Fill out Referral Request Form None 2 minutes
2. Stamp date of claim for the None 1 minute Assigned Library

referral letter Staff
Claiming the referral:

1. Present slip claim for the referral None 1 minute
2. Receive the referral letter

None 1 minute
1332
Physical Plant and Security Services
1333
1. Securing a Gate Pass
This procedure shows allows the clients to list down the item/s brought in/out the campus and be issued a gate pass for
security purposes.
Office or Division: Physical Plant and Security Services
Who may avail: Employees, Students, stakeholders
Gate Pass Form PPSS Office
1. Get and fill out the
PPSS Staff
Gate Pass Form from Provide the gate pass form to the
1 minute Office/Guard on
the PPSS client None
Duty
Office/Guard House
2. Bring the
accomplished form to Civil Security Unit
the Civil Security Unit Coordinator, PPSS
Coordinator, PPSS Assist the client 15 minutes staff and Office of
None
Director and Campus the Campus
Administrator for Administrator staff
approval
1. Check the listing and actual
3. Bring the form to the
items.
guard-on-duty for
5 minutes Guard-on-Duty
verification and None
2. Provide Stakeholders Feedback
inspection
Form
1334
4. Answer the Inform the client to drop the form in
Stakeholders’ the provided box located at the exit None 1 minute Guard-on-Duty
Feedback Form gate of the campus
1335
3. Procedure for CCTV Playback
This service shows how stakeholders can gain access in reviewing the recorded footages inside the University at a given
place and time for purposes of investigation.
Classification: Complex to Highly Technical

Who may avail: Employees, Students, Stall Owners
Written request/statement indicating the detailed information The client will provide
about the event and Identification Card
Request for CCTV Playback Form PPSS Office
1. Submit the written Receive the document and assist
None 1 minute Guard-on-Duty
request and ID to the PPSS Office
2. Fill-out the Request for Assist the client in signing the

2 minutes PPSS Staff
CCTV Playback Form form None
3. Provide incident
information to the Review the CCTV footage in
PPSS Staff with
guard-on-duty and given location and time and ask
30 minutes the Guard-on-
personnel some questions to satisfy the None
Duty/Head Guard
needs of the client
Accept the approved letter and Administrative

4. Submit the approved
provides the specific footage/s None 2 days Aide Civil
letter and sworn
needed as evidence. Security Unit
1336
statement subject for Head Guard
investigation. Chief for
Operation Civil
Security Officer
Civil Security Unit
5. Accomplish the
Administrative
information in the log
Provide the log sheet. None 1 minute Aide Civil
sheet before leaving the
Security Unit
office.
6. Fill out the Inform the client to drop the form None 3 minutes
PPSS Staff
Stakeholders’ Feedback in the provided box located at the
Form exit gate of the campus
2 days and
TOTAL: None
39 minutes
1337
3. Request for Repair/Construction Materials
This procedure allows the clients to list down and purchase the item/s for use in the repair/construction works.
Type of Transaction: G2B - Government to Business Entity/ies
G2G -Government to Government
Who may avail: CvSU-CCAT Employees such as Deans, Director, Unit Heads, students, Campus office
occupants and stakeholders,Project Construction Site Engineer/Foreman
Materials Requisition Form PPSS Office
Approved Work Request Form
1. Fill out the materials
requisition form from Check if there are available Property
the PPSS Office materials requested None 1 minute Custodian
2. Submit the form to the

concerned coordinator Concerned
Approve the requisition form
for recommendation None 5 minutes coordinator
and approval
3. Submit the approved
Approve the request None 1 minute PPSS Director
form for Approval
4. Submit the 1. Sign the form and release the
Property
accomplished and requested material/s. None 20 minutes
Custodian
approved materials
1338
requisition form to the 2. Provide Stakeholders’
property custodian for Feedback Form
releasing of the
requested materials
5. Fill out the Inform the client to drop the form
Property
Stakeholders’ in the provided box located at the None 1 minute
Custodian
Feedback Form exit gate of the campus
1339
4. Issuance of Official Vehicle Trip Ticket
This procedure shows how CvSU - CCAT Personnel are assisted in their request for issuance of Official Vehicle Trip
Ticket
G2G- Government to Government
Who may avail: Employees and Students
Approved Travel Order /Ticket Form Human Resource Office and PPSS Office
Stakeholders Feedback Form Human Resource Office and PPSS Office
1. Get and fill-out the trip 1. Check if there is available
None 1 minute Vehicle Dispatcher
ticket form from the driver and vehicle to dispatch
PPSS Office
2. Inform the client if the
request is on Re-schedule due
to unavailability of Service
Vehicle.
1. Check if there is attached
2. Counter sign the
travel order prior to scheduling
Travel Order Form of
of the requested trip. Vehicle
the immediate
Dispatcher, Guard-
supervisor/
2. Assign Trip ticket number, None 3 minutes on-Duty and
Department
driver, and vehicle to be assigned driver
Head/Chairperson of
dispatched.
the Head of the Party
1340
beside the name of 3. Call the attention of the guard-
Campus Administrator on-duty to advise and inform
the assigned driver.
3. Bring the trip ticket to Check and receive the trip ticket OCA staff
None 5 minutes
O.C.A. for the form and the travel order form
approval of the
Campus Administrator Release the approved trip ticket Head of the
1 minute
and travel order form Party/Passenger
and OCA staff
4. Submit the approved 1. Check and receive the forms
trip ticket and travel None 1 minute
order to the PPSS 2. Submit the approved forms to Vehicle Dispatcher
Office the guard-on-duty and call the None 1 minute
attention of the driver
3. Provide Stakeholders
Feedback Form
5. Fill out the
Inform the client to drop the form
stakeholders’ feedback
in the provided box located at the
form given by the None 1 minute Vehicle Dispatcher
exit gate of the campus
dispatcher
1341
5. Work/Job Request for Repair and Maintenance
The procedure shows how the PPSS carry out the repair and maintenance of CvSU-CCAT Campus facilities and
equipment.
G2B - Government to Business Entity/ies
Who may avail: CvSU-CCAT Employees such as Deans, Director, Unit Heads, students, Campus office
occupants and stakeholders
Job Requisition Form PPSS Office
1. Get and fill out the Job Any personnel
Inspect for the scope of work and
requisition form from 5 minutes available in the
materials needed None
the PPSS Office PPSS Office
Check if there is available
2. Submit scope of work
personnel-in-charge and
to the concerned
available materials. Concerned
coordinator for 5 minutes
None coordinator
approval
Approve the form to commence
the requested work
3. If there are no
Check the availability of materials
available materials None 10 minutes Concerned
and/or personnel.
and/or personnel to do coordinator/PPSS
the job, return request Staff
to the PPSS Office or
to the concerned
1342
coordinator for proper
action
1. Sign the acknowledgement

4. Acknowledge the work Concerned
form
request coordinator/person
None 2 minutes
nel who performed
2. Provide Stakeholders’
the work request
feedback Form
5. Fill out the
Receive the Stakeholders’
Stakeholders’ None 1 minute PPSS Staff
feedback Form
feedback Form
1343
Cavite State University Naic Campus
1344
1345
Circulars
Application Letter address to HR Director applicant

Submit application letter 1. Check and record the
and credentials. documents submitted to the None 4 minutes HR Staff
Database.
2. Conduct initial screening of
documents based on the None 5 minutes HR Staff
vacant positions.
1346
3. Advise the client that they will
be notified of the status of None 1 minute HR Staff
application through e-mail or
text message.
1347
2. Processing and Issuance of HR Records
This procedure covers the steps in providing employment records
Who may avail: All
Record Request Form Human Resource Development Office (HRDO)
Request and fill-out 1. Review the duly accomplished
Record Request Form. form for completeness of None 3 minutes HR Staff
entries.
requested record as to the None 2 days HR Staff
correctness and accuracy. Certificate of
Employment)
4 days
(Service Record)
record and forward to the None HR Staff
Director for Administration for
signature.
4. Review and sign the None 10 minutes Director for
documents. Administration
1348
4. Release the requested record to
the faculty member or employee None 1 minute HR Staff
2 days
(Certificate of
Employment)
TOTAL: None
4 days
(Service Record)
and 14 minutes
1349
1350
1. Admission Procedure for First Year Students
This procedure aims to define the system on how to assist all students who will submit requirements and ensure that
Who may avail: All first year students
www.cvsu.edu.ph
Examination Permit Office of Student Affairs and Services or download at
www.cvsu.edu.ph
Photocopy of Report card (form 138) or Transcript of records Former School
(Form 137)
3 copies of 1x1 ID picture Student-applicant
1. Submit the following 1. Receive accomplished
documents: Application Form and other None 5minutes Admission
required documents Officer
- Certified True Copy
of Report card 2. Issue Examination Permit
(Form 138) or
Certified True Copy
Certificate of Good
Moral Character
1351
- 3 copies of 1x1 ID
picture with name
tag
- Short white folder

2. Receive examination Schedule the date of examination None 2 minutes Admission
permit Officer
3. Take the admission Administer Admission Examination None 45 minutes Guidance
examination as Counselor or
4. Present the Notice of Assist the student for medical None 5 minutes University
Admission to the purposes Health Services/
University Infirmary Infirmary
for Medical purposes
1352
2. Admission Procedure for Transferees
This procedure aims to define the system on how to assist all transferees who will submit requirements and ensure that
Who may avail: All transferees
www.cvsu.edu.ph
www.cvsu.edu.ph
www.cvsu.edu.ph
www.cvsu.edu.ph

Photocopy of Honorable Dismissal Former School
Photocopy of NBI Clearance or Police National Bureau of Investigation
1353
1. Present his Evaluate and compute the GPA None 10 minutes Admission Officer
credentials
2. Get Notice for Get Notice for Evaluation form and None 5 minutes Admission Officer
Evaluation form and Proceed to concerned college for
Proceed to their evaluation
their evaluation
3. Undergo interview Conduct interview None 1 hour College Registrar

with respective
college

submit the
accomplished Notice
for Evaluation form
5. If qualified from the Receive and file the documents None 5 minutes Admission Officer
evaluation of the
College, submit the Issue Examination Permit
required documents
to OSAS
permit
7. Take the admission Administer admission examination None 1 hour and 30 Guidance
1354
8. Secure Notice of Log the NOA number and name of None 10 minutes Guidance
Admission student and sign the logbook under Counselor or
the column “Released by” Psychometrician
9. Present the NOA to Interview and affix signature None 10 minutes Dean, OSAS
the Dean of OSAS
together with all the
complete
requirements for
interview
10. Present the Notice of Receive the NOA and assist the None 5 minutes University Health
Admission to the student for medical examination Services/
University Infirmary Infirmary
3 hours and
TOTAL: None
17 minutes
1355
3. Admission Procedure for Second Courser
Who may avail: All foreign students
www.cvsu.edu.ph
www.cvsu.edu.ph
www.cvsu.edu.ph
www.cvsu.edu.ph
Photo copy of Certificate of Transfer Former School
2. Get Notice of Issue interview form None 5 minutes Admission Officer
Interview Form and
1356
Proceed to
their evaluation
3. Undergo interview Conduct interview None 1 hour College Registrar

with respective
college

submit the
accomplished
interview form
evaluation of the
following documents
to OSAS
permit
7. Take the admission Administer Admission Examination None 1 hour and 30 Guidance
8. Secure Notice of Log the NOA number and name of None 5 minutes Guidance
Admission student and sign the logbook under Counselor or
the column “Released by” Psychometrician
9. Present the Notice of Received the NOA and assist the None 5 minutes University Clinic
Admission to the student for medical examination
University Infirmary
1357
3 hours and 2
TOTAL: None
minutes
1358
This procedure shows how the Campus assists applicants in the availment/renewal of scholarship/financial assistance.
Office or Division: Office of Student Affairs

Who may avail: All students (old and new)
Application Form for Scholarship University Registrar
Photocopy of Report Card (Form 138) or Transcript of Records Former School
(Form 137)
Checklist of courses University Registrar
1 copy of 2x2 I.D picture (Latest) Student-applicant
1. Submit the following Receive and evaluate the required None 2 minutes Head, Financial
documents: documents Assistance
Services
2. Accomplished
scholarship form.
FOR NEW APPLICANT

a. Copy of combined
or joint income tax
return of parents for
the affidavit of non-
filing of tax from the
1359
BIR for (CvSU State
Scholarship, Job
Experience
Program, RA 7160
applicant only )
b. Certification as
Class Valedictorian,
Salutatorian, 1st,
2nd, and 3rd
Honorable Mention
indicating the
number of
graduates (for
Entrance
Scholarship
applicant only)
c. Certified true copy

of Birth Certificate
(for CvSU State
Privilege and RA
7160 applicant)
d. Guarantor’s Letter
(for Job Experience
Program applicant
only)
e. Parents’ consent
(for Job Experience
1360
f. Program applicant
only)
g. Certificate of
Grades
h. Photocopy of pre-
registration form
3. Undergo interview (for Conduct Interview None 5 minutes Dean, OSAS
CvSU State
Scholarship and Job (for CvSU State
Experience Program Scholarship
applicants only) Applicants)
Guidance
Counselor
Vocational
Placement
Coordinator
Head, Financial
Assistance
Services Unit
4. Get contract and Issue scholarship contract None 3 minutes Head, Financial
accomplish said Assistance
contract (for CvSU Services Unit
State Scholarship and
Job Experience
Program applicants
only)
1361
Note: OLD STUDENTS
PROCEED TO STEP 5
5. Submit the Receive the accomplished contract None 2 minutes Head, Financial
accomplished contract and prepare Certification of Assistance
Scholarship Services Unit
Issue of Certificate of Scholarship
6. Receive Certification of 1. Sign the logbook under the None Head of OSAS
Scholarship and sign column “Released by”
the logbook under the 2 minutes Financial
column” Receive by 2. Advise the student to proceed Assistance
to the Registrars/Cashiers Services Unit
7. New and old scholars Record and reassess accordingly None 2 minutes Registrar’s Office
submit Certification of
Scholarship to the Cashier’s Office
1362
Office of the University Registrar
1363
1. Request/Issuance of School Credentials/Documents
This procedure covers how student’s records for employment and other purposes are provided.

Who may avail: All Graduates, Undergraduates and other clients.

Application for Records Office of the Campus Registrar
Official Receipt Office of the Collection and Disbursement (Cashier)
1. Request and Receive the accomplished Administrative
accomplish the Application for Records form and Clerk I/ Office of
application for advise the client to pay the None 2 minutes
the Campus
records w/ clearance. necessary fee. Registrar
2. Pay the necessary Collecting Officer issue an Official Php25.00/
fee for the requested Receipt. page for TOR
Administrative
documents.
2 minutes Clerk I/ Cashier’s
Php20.00/
Office
page for
Certification
1364
3. Present the OR for Check the OR and issue claim Administrative
recording and stub/schedule slip to the client. Clerk I/ Office of
None 1 minute
reference purposes. the Campus
Registrar
4. Receive the claim Evaluate the student’s records and
Administrative
stub bearing the date prepare the requested documents. 10 working days
Clerk I/ Office of
of release of the None (TOR), 5 working
the Campus
requested days (Certification)
Registrar
documents.
5. Present the claim Record and release the requested
stub on the documents and affix the client’s Administrative
scheduled date of signature on the document's Clerk I/ Office of
None 2 minutes
release. reproduction copy for records the Campus
purposes. Registrar
TOTAL: Php25.00/ 10 days and 7

page for minutes (TOR)
TOR
Php20.00/ 5 days and 7

page for minutes
Certification (Certification)
1365
2. Enrollment of Transferees
This procedure shows how registration forms with student number to incoming students transferee are provided.
Who may avail: All incoming students transferee

1. Submit the Notice of Receive the Notice of Admission,
Admission and all the check the completeness of the Administrative
required original documents, evaluate all the Clerk I/ Office of
None 15 minutes
documents for credited subjects, plot the the Campus
enrolment. subjects to be enrolled and issue Registrar
Pre-enrollment form.
Administrative
None 2 minutes Clerk I/ Office of
the MIS
form
1366
Registration Form Form for system validation, Clerk I/ Office of
None 2 minutes
stamping and scanning. the Campus
Registrar

This procedure shows how registration forms with student number to new entrant students are provided.


1. Submit the Notice of Receive the Notice of Admission
Administrative
Admission and all the and check the completeness of the
Clerk I/ Office of
required original documents. None 5 minutes
the Campus
documents for
Registrar
enrolment.
2. Submit the approved Receive the approved Notice of Administrative
Notice of Admission. Admission and print the None 2 minutes Clerk I/ Office of
Registration Form the MIS
1367
Registration Form Form for system validation Clerk I/ Office of
None 2 minutes
Registrar
4. Enrollment of Continuing Students (Second to Fifth Year Level)

Providing registration forms to continuing students.

Who may avail: All continuing students

1. Submit the evaluated Receive the evaluated and None 2 minutes Administrative
and approved Pre- approved Pre-Enrollment Form Clerk I/ Office of
Enrollment Form and print the Registration Form the MIS
Registration Form Form for system validation, None 2 minutes Clerk I/ Office of
Registrar
1368
5. Enrollment of Old Student Returning (OSR)

This procedure covers how registration forms to old student returning are provided.

Who may avail: All old students returning

1. Submit the Notice of Receive the Notice of Re- Administrative
Admission admission, evaluate subjects and Clerk I/ Office of
issue Pre-Enrollment form None 10 minutes
the Campus
Registrar
1369
Administrative
None 2 minutes Clerk I/ Office of
the MIS
form.
Registration Form Form for system validation, Clerk I/ Office of
None 2 minutes
Registrar
Cashier’s Office
1370
This procedure shows how the payment obligation to employees/individuals/creditors for goods purchase or services
rendered is done by the office.

1371
claim and present valid Let the client sign on the payroll
ID/authorization. or voucher(if not available,
inform the client)

Counter sign on the side portion
of the disbursement officer.
2. Receive the cash from Issue Official Receipt None 2 minutes Disbursing Officer
and count it before
leaving the counter.
3. Receive check from the Stamp “PAID” the payroll/voucher

disbursing officer and then file.
verify the completeness
of the entries
1372
This procedure covers the steps in collecting fees, charges and other assessments from departments, bureaus, offices
and other agencies.

1373
1. Present completely fill Evaluate registration form and
out request form, other requirements as to None 1 minute Cashier/Collecting
registration form and completeness and accuracy Officer
admission form and etc.
2. Pay the correspondng Issue Official Receipt Depends on 1 minute Cashier/Collecting
amount of a certain request/ Officer
3. Pay tuition and Issue Official Receipt Cash/ 2 minutes Cashier/Collecting
(50% upon
enrollment)
4. Pay other Fees: Issue Official Receipt Php. 10.00 1 minute Cashier/Collecting
Authentication of Officer
TOR/Diploma Php. 20.00 1 minute
Authentication and
Verification (CAV)
Php 10.00/unit 1 minute
Completion
Php 2 minutes
Official Transcript of 25.00/page
Record
Certificates
Good moral Php 10.00 1 minute
Grades Php 10.00 1 minute
1374
Honorable Dismissal Php 20.00 1 minute
Testing/Application Fee
Php 150.00 2 minutes
Thesis Adviser Fee and

Technical Fee Php 2,300.00 2 minutes
English Critic Fee
Php 2 minutes
15.00/page
5. Remit Collections from Issue Official Receipt Cash/ 3 minutes Cashier/Collecting
Income Generating Installment Officer
Projects
TOTAL: Depending on 3 minutes per
the request/ transaction
transaction
1375
1376
1. Medical Consultation and Treatment
This procedure shows how prompt assessment and treatment to clients depending on medical condition are provided

Who may avail: All CvSU employees, students and nearby residents
Identification card or ID Client
Consultation Form University Health Services
Medical or Dental Record University Health Services
Prescription / Rx Form University Health Services
Laboratory or X-ray Examination Request Form University Health Services
Monitoring sheet University Health Services
1377
1. Come to clinic for Confirm personal information None 1 minute Nurse on Duty
consultation from identification card and (NOD)
accomplishes consultation form
2. Submit oneself to the 1. Check and record client’s vital None 1 minute NOD
assessment of vital signs and other necessary
signs information
2. Retrieve medical/dental record
3. Submit to the 1. Refer and accompany patient None 3 minutes Physician or

consultation process to the physician/ dentist Dentist
2. Verify the complaint, Assess

the patient and record the
observation and findings
3. Give treatment, prescribe

medication, and advice.
4. Advise the patient to go back

to Nurse on Duty (NOD)
4. Present prescription 1. Receive the prescription form None 1 minute NOD
and submit the
medical/dental card to 2. Dispense available prescribed
Nurse on Duty medication

1378
5. Sign the clinic Log the name of patient, name None 1 minute NOD
treatment and and quantity of dispensed
consultation logbook medicines, and have it sign by
the patient
6. Request for the Accompany the patient None 1 minute NOD
following health care
procedures and
referrals:
NOD
a. Wound care a.1 Assess and treat the wounds None 15-30 minutes Physician/
according to the extent of injury. Dentist
b. Laboratory or
Radiologic
examination Medical
Technologist or
b.1 Request for a b.1 Secure copy of Laboratory or None 3-5 minutes X-ray
copy of results X-ray Examination Request Form Technologist
and examine the patient.
b.2 Advise the patient to return

after 2 working days for the
results
b.3 Present to the patients a copy

of result and have it signed
Medical
c.1 Advise and explain the need Technologist or
c. Observation and for observation and confinement None 3-5 minutes X-ray
confinement in ward Technologist
1379
c.2 Accompany patient to the
ward
NOD and
c.3 Give initial medication, None 1-8 hours Physician
monitors and records vital signs depending on the
case
TOTAL: None *8 hours and 48
minutes
depending on the
case
2. Physical, Dental, and Laboratory Examination of Freshmen/New Students

A. Laboratory and X-ray Examination - 1st day
This shows how the diagnostic procedures, medical and dental assessment for incoming students are administered

Personal Information Sheet University Health Services
Laboratory/X-ray Examination Request Form University Health Services
Laboratory/ X-ray Examination Request Form University Health Services
1380
1. Present the Notice of 1. Confirm schedule of student
Student Admission None 2 minutes Health/front desk
(NOA) 2. Secure copy of NOA personnel or Nurse
on Duty (NOD)
2. Fill out Personal 1. Encode Personal Information None 5 minutes NOD

Information Sheet and take a picture of the student
2. Check and record vital signs and

body mass index

stub
3. Proceed to Secure copy of Request and None 5 minutes for Medical
Laboratory Section examine the student Laboratory Technologist
for laboratory examination
examination
4. Proceed to Secure copy of X-ray Examination None 5 minutes for X- X-ray Technologist
Radiologic Section Request Form and examine the Ray Examination
for X-ray students
Examination
1381
B. Physical and Dental Examination - 2nd day
This procedure shows the other steps on how the diagnostic procedures, medical and dental assessment for incoming
students are administered


Medical - Dental Clearance Form University Health Services
Laboratory and X-ray Examination Result Form University Health Services
Dental Record/ Clearance Form University Health Services
1382
Student Health Record/ Medical Clearance University Health Services
Dental Record/Student Health Record University Health Services
1. Present claim stub to 1. Secure copy of claim stub
the Nurse on Duty None 2 minutes Front desk
(NOD) 2. Issue student’s Health Record personnel or
and Clearance Form Nurse on Duty
(NOD)
3. Release laboratory and X-ray
examination results
2. Proceed to Dental Examine the student and signs the None 7 minutes Dentist
Section for dental dental clearance
examination.
3. Proceed to Medical 1. Examine the student None 7 minutes Physician
Section for physical
examination 2. Sign and issue medical
clearance to proceed enrolment 1 minute Physician/Nurse
if clear or fit for schooling on Duty (NOD)
3. Secure copy of student’s

medical and dental record for
encoding and safekeeping
1383
Campus Library
1384
1. Use of the Library Facilities, Services and Resources
This procedure shows how Library facilities and resources are provided.
Valid Identification Card University Library
Referral Letter Naic Library
From the Librarian of the Institution (for students), from
(for employees)
1385
1. Visitor to present Receive referral letter None 1 minute Assigned Library
Referral Letter from Staff
institution/School of
Origin
2. Leave unnecessary Assist the client in the registration None 1 minute
things in the baggage
area and register in
the attendance
registration system
(for first time user
only)
3. Pay the library fee at Check the Official Receipt Php 30.00 2 minutes
the Cashier's Office presented
and presents Official
Receipt at the
Charging Desk
4. Fill out Library Usage Assist the client in filling out the None 1 minute
Form (applicable only Library Usage Form
for Non-
CvSU/Outside users)
5. Log in the Reader's Assist the client in filling out the None
Registry Attendance Reader's Registry Attendance
1 minute
6. Proceed to the OPAC If necessary, assist the client in None
to search for the using the OPAC Stations
title/author and
subject needed for
research
1386

This procedure covers the process of borrowing and returning of books and library materials.

For new students:
Library validation sticker attached to the student’s Identification Naic Library
Card
CvSU-Naic Identification Card External and Business Affair
1387
CvSU-Naic identification card Human Resource Management Office
Students, Faculty Borrowing of books:
Members and
Employees to present 1. Fill out library book card None 1 minute Assigned Library
books to be borrowed Staff
2. Present book/s to be borrowed None 2 minutes
and book card. Stamps due
date on the date due slip.
Attach book card to the
borrower's file card.
Returning of books:
1. Present book/s to be returned

None 1 minute
2. Pull-out Borrower's File Card
and check due date.
None 2 minutes
3. Insert the book/s and shelves
these books
1388
3. Issuance of Library Card for New Registrants
This procedure aims to facilitate the issuance of Library Card for new registrants.

For new students:
CvSU-Naic identification card
1389
of Library card. members and employees with slips
to be filled out.
2. Encode 1. Assist the students/faculty None 2 minutes Assigned Clerk

Students/faculty members/ employees in
members/ employee’s encoding their data.
data.
2. Counter sign the Registration Php 20.00 2 minutes Assigned Clerk
form of students and validate
the library card.
4. Issuance of Referral Letter

This procedure describes how a referral letter is issued to allow the applicant to conduct research in other
libraries/institutions.

For students:
CvSU-CCAT Identification Card External and Business Affair
CvSU-CCAT identification card Human Resource Development Office
1390
Students, Faculty Issuance of referral request:
Members and Employees Fill out Referral Request Form None 2 minutes Assigned Library
to request for the Stamp date of claim for the None 1 minute Staff
issuance of referral letter referral letter
Claiming the referral:

Present slip claim for the referral None 1 minute
Receive the referral letter
None 1 minute
Issuance
2 minutes
Claim
Physical Plant and Security Services
1391
1. Securing a Gate Pass

This procedure allows the clients to be issued a gate pass and list down the item/s brought in/out of the campus for
security reasons.


Who may avail: Employees, Students, stakeholders
Gate Pass Form PPSS Office
1392
PPSS Staff
Gate Pass Form from Provide the gate pass form to the
None 1 minute Office/Guard on
the PPSS client
Duty
Office/Guard House
2. Bring the
Assist the client None
accomplished form to 10-15 minutes Civil Security Unit
the Civil Security Unit Coordinator, PPSS
Coordinator, PPSS staff and Office of
Director and Campus the Campus
Administrator for Administrator staff
approval
1. Check the listing and actual
3. Bring the form to the
items.
guard-on-duty for
2-5 minutes Guard-on-Duty
verification and None
2. Provide stakeholders’
inspection
feedback form
4. Answer the Inform the client to drop the form
Stakeholders’ in the provided box located at the None 1 minute Guard-on-Duty
Feedback Form exit gate of the campus
1393
2. Procedure for CCTV Playback
This procedure allows all stakeholders to be guided on how to request for CCTV playback and gain access in reviewing
the recorded footages inside the university at a given place and time for purposes of investigation.

Written request/statement indicating the detailed information The client will provide
about the event and Identification Card
Request for CCTV Playback Form PPSS Office
1394
1. Submit the written Receive the document and assist to
None 1 minute Guard-on-Duty
request and ID the PPSS Office
2. Fill out the Request

for CCTV Playback Assist the client in signing the form 2 minutes PPSS Staff
None
Form
3. Provide incident Review the CCTV footage in given

PPSS Staff with
information to the location and time and ask some At least 15-30
the Guard-on-
guard-on-duty and questions to satisfy the needs of the None minutes
Duty/Head Guard
personnel client
4. Submit the approved Accept the approved letter and Administrative
provides the specific footage/s None Within 1-2 days
letter and sworn Aide Civil Security
statement subject for needed as evidence. Unit Head Guard
investigation. Chief for Operation
Civil Security
Officer Civil
Security Unit
5. Accomplish the 1. Provide the log sheet.
Administrative
information in the log
None 1 minute Aide Civil Security
sheet before leaving 2. Provide Stakeholders Feedback
Unit
the office. Form
6. Answer the Inform the client to drop the form in

Stakeholders’ the provided box located at the exit None 3 minutes PPSS Staff
TOTAL: None 2 days,

30 minutes and
7 minutes
1395
3. Request for Repair/Construction Materials
This procedure allows the clients to list down and claim the item/s that they are going to use in the repair/construction
works.
Type of Transaction: G2B - Government to Business Entity/ies
G2G -Government to Government
Who may avail: CvSU-Naic Employees such as Deans, Director, Unit Heads, students, Campus office
occupants and stakeholders, Project Construction Site Engineer/Foreman
Materials Requisition Form PPSS Office

Approved Work Request Form
1396
1. Get and fill out the Check if there are available
materials requisition materials requested None 1 minute Property
form from the PPSS Custodian
Office
2. Submit the form to the
1. Recommend and endorse the Concerned
concerned coordinator
Materials Requisition Form None 5 minutes coordinator
2. Approve Materials Requisition

5 minutes PPSS Director
Form None
3. Submit the 1. Sign the form and release the
Property
accomplished and requested material/s. None 15-20 minutes
Custodian
approved materials
requisition form to the 2. Provide stakeholders’ feedback
Property Custodian form
4. Fill out the Inform the client to drop the form in

Property
Stakeholders’ the provided box located at the exit None 1 minute
Custodian
1397
4. Request for Official Vehicle Trip Ticket
This procedure shows how the PPSS issues Official Vehicle Trip Ticket to enable University personnel to attend to their
official duties outside the premises of the University.
Office or Physical Plant and Security Services

Division:
Type of G2C-Government to Citizen
Transaction: G2G- Government to Government
Who may avail: Employees and Students
Approved Travel Order /Ticket Form Human Resource Office and PPSS Office
1398
1. Get and fill out the Vehicle
1. Check if there is available driver
trip ticket form from None 2 minutes Dispatcher
and vehicle to dispatch
the PPSS Office
2. Inform the client if the request is
on Re-schedule due to
unavailability of Service Vehicle.
2. Counter sign the
Travel Order Form of
1. Check if there is attached travel
the Immediate
order prior to scheduling of the
Supervisor/
requested trip. Vehicle
Department
Dispatcher,
Head/Chairperson of
2. Assign Trip ticket number, driver, Guard-on-Duty
the Head of the Party None 3 minutes
and vehicle to be dispatched. and assigned
beside the name of
3. Call the attention of the guard- driver
Campus
on-duty to advise and inform the
Administrator
assigned driver.
3. Bring the trip ticket to

1. Check and receive the trip ticket OCA staff
O.C.A. for the
form and the travel order form 5 minutes
approval of the
Campus None
2. Release the approved trip ticket Head of the
Administrator
and travel order form 1 minute Party/Passenger
and OCA staff
4. Submit the approved 1. Check and receive the forms None 1 minute Vehicle
trip ticket and travel Dispatcher
order to the PPSS 2. Submit the approved forms to the
Office guard-on-duty and call the
attention of the driver
1399
3. Provide Stakeholders Feedback
Form
5. Fill out the

Inform the client to drop the form in
stakeholders’
the provided box located at the exit Vehicle
feedback form given None 1 minute
gate of the campus Dispatcher
by the dispatcher
5. Work/Job Request for Repair and Maintenance

The procedure shows how the PPSS provide the repair and maintenance of CvSU-Naic Campus facilities and
equipment.
G2B - Government to Business Entity/ies
Who may avail: CvSU-Naic Employees such as Deans, Director, Unit Heads, students, Campus office
occupants and stakeholders
1400
Job Requisition Form PPSS Office
Inspect for the scope of work and
Job requisition form 2-5 minutes PPSS Staff
materials needed None
from the PPSS Office
1. Check if there is available
2. Present the form to personnel-in-charge and
the concerned available materials. Concerned
5 minutes
coordinator for None coordinator
approval 2. Approve the form to commence
the requested work
3. If there are no
available materials
and/or personnel to Check the availability of materials
None 5-10 minutes Concerned
do the job, return and/or personnel.
coordinator/PPSS
request to the PPSS
Staff
Office or to the
concerned
coordinator for proper
action
4. Acknowledge the work
1. Receive the signed Concerned
request
acknowledgement form coordinator/
None 2 minutes personnel who
2. Provide stakeholders’ feedback performed the
form work request
5. Fill out the

Receive the Stakeholder’s
Stakeholders’ None 1 minute PPSS Staff
Feedback Form
Feedback Form
1401
1402
Research and Extension
1. Processing of Research/Extension Proposal

This procedure will facilitate the application and approval of research proposals of the faculty for funding.
Office or Division: Office of the Director for Research and Extension (ODRE)
Type of Transaction: G-2-G Government-to-government
Who may avail: All faculty members

Research/Extension Proposal Applicant/proponent
1403
(program or project)
Acknowledgement receipt Research unit
Proposal review form Research unit/RCRU
Contract Research and extension unit
Special order Research and extension unit
1. Submit one (1) hard 1. Receive the proposal and None 2 days Research
copy and an provide acknowledgement coordinator/
electronic copy of receipt. Extension coordinator
detailed proposal for
the program (if 2. Conduct pre-evaluation of the
applicable) and for proposal and provides feedback
each component to the proponents.
project using the
prescribed format
together with the
Proponent’s
curriculum vitae. In
the case of the
designated faculty
researchers, research
proposals are directly
submitted to the
Research Center.
1404
2. Resubmit the revised 1. Receive the revised proposal. A None 10 days Research
proposal based on the technical review will be coordinator/
comments and conducted to assess the Extension
suggestions during technical merits and whether a coordinator/
the pre-evaluation. review by the Responsible M&E coordinator
Conduct of Research Unit
(RCRU) is necessary.
2. Notify the proponent of the result

of evaluation. Proposal that did
not pass the review is returned
to the proponent with the
corresponding comments and
suggestions.
.
3. Revise the proposal 1. Re-evaluate as to compliance to None 10 days Research
based on the comments and suggestions. coordinator/
reviewers’ comments Extension coordinator
and suggestions on 2. Notify the proponents of their
technical or ethical schedule of oral presentation.
aspects and
resubmits the
proposal.
4. Attend the scheduled 1. Notify the proponent about the None 5 days Research
oral presentation. results of the evaluation. If the coordinator/
proposal needs revision, the Extension
proponent is given time to coordinator/
resubmit the revised proposal. director/
Campus
administrator
1405
2. Endorse the proposal to the
office of the Campus
Administrator for final approval.
Prepare the contract / MOA

5. Sign the contract/ 1. Facilitate the notarization of the None 2 days Research
MOA and have it contract and issue a Special coordinator/
notarized Order (SO) to initialize the Extension coordinator
program/ project.
2. Commence the project upon the

receipt of SO.
6. Submit the required Facilitate the processing of None (Based on the Research
purchase requests. program or project funds, release procurement coordinator/
of budget, and approval of policies and Extension coordinator
requests. process flow) M&E coordinator
TOTAL: None 29 days
2. Implementation, Monitoring, and Evaluation of Research/Extension Programs/Projects

This procedure will facilitate the system for the implementation, monitoring, and evaluation of research programs and
projects funded by the University and by external agencies
1406
Clasification: Highly technical
G-2-C Government to citizen
G-2-G Government-to-government
Acknowledgement receipt Monitoring and evaluation unit
Quarterly and terminal progress reports Monitoring and evaluation unit
Certificate of program/project completion Monitoring and evaluation unit
Notice of program/project termination Monitoring and evaluation unit
1. Schedule a pre- Facilitate the conduct of the None 1 day M&E coordinator
implementation meeting.
meeting with the
ODRE and the
funding agency.
2. Submit a copy of the Acknowledge the receipt of the None 1 day M&E coordinator
duly signed memorandum of agreement and/or
memorandum of contract.
agreement and/or
contract detailing the
title of the project,
duration, budget and
terms of reference.
3. Furnish the monitoring 1. Acknowledge the receipt of the None 3 days M&E coordinator
and evaluation (M&E) reports.
unit copies of the
1407
reports (quarterly 2. Schedule a visit to the
progress report, implementation/study sites
annual report, whenever applicable or
terminal reports and necessary.
others) submitted to
the external funding 3. Require the proponent to
agencies. present their outputs during the
Annual In-House Review.
4. Present the research/ 1. Evaluate the program/project None 5 days M&E coordinator
extension outputs accomplishments and decide
during the annual in- whether the project shall
house review. continue or be terminated.
2. Notify of the results of the

review and evaluation.
5. Proponent with 1. Acknowledge the receipt of the None 3 days M&E coordinator/
completed or reports. director
terminated research
program or project 2. Endorse to the Extension
submit three (3) Services and Knowledge
copies of the terminal Management Center the
report within one terminal report for evaluation of
month upon the technology generated
completion or whether for publication, transfer
termination. or intellectual property right
application. The results of the
evaluation will be made known
to the Proponent.
3. Issue certificate of completion

or termination.
1408
TOTAL: None 13 days
6. Conduct of Seminars and Trainings

This procedure shows the steps in the conduct of seminars and trainings on research and extension.
G-2-C Government to citizen
G-2-G Government-to-government

Training or seminar proposal Proponent
Acknowledgement receipt Research/extension unit
1409
Training evaluation form Research/extension unit
(livelihood training)
Training evaluation form Research/extension unit
(technical training)
Proceedings Proponent
1. Submit training or 1. Acknowledge the receipt of the None 3 days Research
seminar proposal proposal. coordinator/
prepared by the extension
department/unit using 2. Review by respective coordinator/
the prescribed format coordinator and the M&E M&E coordinator
to the ODRE for coordinator prior the approval of
approval. the director and the campus
administrator.
2. Make the necessary Validate all the preparations done None 1 day M&E coordinator
preparations for the and endorse the proposal for
conduct of approval.
seminar/training as to
venue, resource
persons and
participants
3. Conduct the seminar 1. Oversee the conduct and None 1-5 days Research
/training. implementation of the seminar/ (depending on the coordinator/
training proposed length of extension
the seminar/ coordinator/
2. Prepare a report on the training) M&E coordinator
implementation of the seminar/
training.
1410
4. Facilitate the Oversee the conduct of the None 1day M&E coordinator
evaluation of the evaluation.
training using training
evaluation forms.
5. Prepare training 1. Acknowledge the receipt of the None 5 days M&E coordinator/
proceedings using the proceedings/report. director
prescribed format and ODRE
submits to the ODRE. 2. Conduct a review of the
proceedings and provide
feedbacks to the
department/unit.
TOTAL: None 15 days
7. Application and Granting of Incentives for Publication of Faculty, Researchers, and Staff
This procedure will facilitate application and granting of incentives for publication of faculty, researchers, and staff
Office or Division: Office of the Director for Research and Extension
Type of Transaction: G-2-G Government-to-government
Who may avail: All faculty members, researchers, and staff

Application form for incentives ODRE
Evaluation form ODRE
1411
Acknowledgement receipt ODRE
1. Fill out the application Receive the application form None 1 minute Research
form for incentives. coordinator/
M&E coordinator
2. Submit the application 1. Acknowledge the receipt of the None 14 days ODRE/Research
form to the ODRE documents. coordinator/
together with the M&E coordinator
following: 2. Validate all the documents and
endorse the application for
a. Printed copy of the approval.
journal where the
paper is published; 3. Return application of
b. Copy of the table publications that failed the
of contents bearing evaluation to the proponents
the title of the together with the results of the
article and name of evaluation.
the author(s);
c. Copy of the article 4. Endorse approved publications
published; to the Director of RE and
d. Certificate of campus administrator for
acceptance for approval.
publication; and
d. Comments 5. Facilitate the processing of the
/suggestions of the monetary incentives and notify
reviewer or any the claimant upon release of the
proof that a peer- incentive.
reviewed process
took place.
1412
1 minute
External and Business Affairs
1413
1. Resource Generation
This procedure shows how the Office of the External and Business Affairs attend to the queries of visitors regarding its
income generating services
Office or Division: External and Business Affairs
Visitor Pass/ Log Sheet Guard House
EBA Form EBA Office
Personal Data Sheet
1414
Gate Pass
1. Inquire on the 5- 10 minutes Coordinator

Provide Information on the None
services provided by Resource
following:
the institution Generation/ Staff
Daily Sales / Income
Hostel Manager
Special Projects
Special Training
IGP
Hostel Services
1. Explain the details of the

services or facilities needed by
the client
2. Assist in filling out application

2. Apply for the
form for: Coordinator
professional services None 10- 15 minutes
Resource
Resource Generation Generation/ Staff
Special Projects Hostel Manager
Special Training
IGP
Hostel Services
3. Advise the applicant to

accomplish the needed
documents
1415
1. Receive the documents
3. Submit the needed
document for the
2. Present and discuss the None Coordinator
professional services 10 minutes
agreement to clientele. Resource
Generation/ Staff/
3. Advise the client to pay the Instructor concern/
corresponding fees Hostel Manager
Depending
on the
4. Pay the required fees Issue Official Receipt 3- 5 minutes Cashier's Office
service/
facility fee
Facilitate the signing of the
5. Avail the professional
contract 10 minutes
services. None
TOTAL: Depending 50 minutes

on the
service/
facility fee
provided
2. Sales of University Merchandise and other Services
This procedure shows how the Office of the External and Business Affairs sell University merchandise and other services
to interested employees and students.
Who may avail: Employees, Students
1416
Proof of Payment (Official Receipt) Cashier
1. Ask/Inquire on the Provide information about the
services needed following:
School Uniform
PE Uniform
NSTP Uniform
Photocopy Services
None 5 minutes EBA Personnel
Test Booklet
Campus Vehicle Sticker
Bottle Water
Coffee Aguinaldo Blend
Ring Binding
ID Lace w/ ID Jacket
Assist on the needed service /
services for their 2 minutes EBA Personnel
inquiries None
inquiries.
Depending
Payment Receipt and Receipt Cashier's Office /
3. Pay the required fees on the 2 minutes
issued. EBA Personnel
service/
facility fee
1. Avail the desired service / item
4. Provide the needed
service / item
2. Issue Client Feedback form
5. Fill out the Client
Receive the Client Feedback Form None 2 minutes EBA Personnel
Feedback form.
on the
1417
service/
facility fee
provided
3. Hostel Services/Accommodation
This procedure shows how the hostel of the University caters to the various needs of the clients requiring their services.
1418
EBA Form EBA Office
Personal Data Sheet
Gate Pass
1. Ask/Inquire on the Provide information about the None
2 minutes EBA Personnel /
Hostel personnel
Event venues
Room accommodation
Entertain the desired service /
services for their 5 minutes EBA Personnel
inquiries the customer needed None
inquiries.
Cashier's Office /
3. Pay the required fees Issue Official Receipt 2 minutes
None EBA Personnel
Hostel Personnel
None *1 hour
1. Provide the requested service
4. Avail the service
applied 2 minutes
2. Provide Client Feedback Form
None
5. Fill out Client

Receive Client Feedback Form None 2 minutes EBA Personnel
Feedback Form
TOTAL: Depending 1 hour and
on the 13 minutes
services Depending on the
provided availed services
1419
4. Special Training Scheme Services
This procedure covers the steps on how the Office of the External and Business Affairs accommodate requests for
special trainings offered by the SPCTS.
1420
Proof of Payment (Official Receipt) Cashier’s Office
1. Ask/Inquire on the Provide information for the
services needed SPECTS
2. Avail the training

Entertain the desired service / EBA Personnel /
services for their 5 minutes
inquiry the customer needed None DIT Instructor
inquiries.
3. Pay the required fees Issue Official Receipt 2 minutes Cashier's Office
None
4. Avail the training 1. Facilitate the training of the

program client
None 40 hours DIT Instructor's
2. Issue Client Feedback form
5. Fill out Client

Receive the Client Feedback form None 2 minutes EBA Personnel
Feedback Form
on the
Training
program
provided
1421
5. Issuance of University ID Card
This procedure covers how the Office of External and Business Affairs assists employees and students in securing
University ID card,
1422
EBA Form EBA Office
Personal Data Sheet
Gate Pass
1. Ask/inquire on the Provide information about the
New application None 2 minutes EBA Personnel
Missing ID
Replacement of ID
2. Apply for the

Fill out information data sheet 2 minutes EBA Personnel
professional services. None
Issue Official Receipt Depending

3. Pay the required fees
on the Cashier's Office /
2 minutes
service EBA Personnel
provided
Encode client information details,
affix e-signature and take picture None 5 minutes EBA Personnel
services.
1. Printing of ID Card and issued
5. Issuance of ID Card to the applicant
to the applicant
2. Issue Client Feedback Form
6. Fill out the Client
Receive the Client Feedback Form 2 minutes EBA Personnel
Feedback Form None
1423
on the
service
provided
1424
Supply Office
1. Procurement Process
This procedure shows how the Supply Office facilitates the procurement of the goods and services of the University for its
operations and management.
Office or Division: Supply Office
1425
Purchase Request Guard House
Request for quotation EBA Office
Inventory Custodian Slip or Property Acknowledge Receipt Supply Office
1. Verify the Purchase Request in
Assigned Clerk/
accordance with the APR/PR None 5 minutes
Supply Office
Number/Certification
Campus
1. Submit Purchase 2. Approve Purchase Request 5 minutes
None Administrator
Request
3. Post Purchase Request in the
PhilGEPS Website (P50k *7 days Canvasser
None
above)
Canvasser and
4. Prepare Canvass Sheet (RFQ)
None *5 days /Assign Clerk
and send to Supplier.
/Supply Office
6. Prepare Abstract of Canvass
Assigned Clerk/
(Evaluation of Abstract of None *2 days
Supply Office
Canvass)
7. Issue Recommendation of Bidding & Awards
*5 days
Award None Committee (BAC)
Assigned Clerk/
8. Prepare Purchase Order None 30 minutes
Supply Office
Campus
9. Approve Purchase Order None 5 minutes
Administrator
1426
10. Certify Availability of Fund None 5 minutes Accounting
Assigned Clerk/
11. Serve the Purchase Order None 1 day
Supply Office
Assigned Clerk/
12. Receive Delivery None *7 days
Supply Office
13. Conduct Inspection and Assigned Clerk/
None 30 minutes
Acceptance Supply Office
2. Receive Goods/
equipment/ Prepare Inventory Custodian Slip Assigned Clerk/
None 1 hour
Constructional or Property Acknowledge Receipt Supply Office
materials.
3. Receive Inventory
Issue item/s to End-User None 1 hour Assigned Clerk/
Custodian Slip or
Supply Office
Property
Acknowledge Receipt
and Requisition and
Issue Slip
TOTAL None 27 days, 3 hours
and 20 minutes
*as per RA 9184
1427
Quality Assurance Accreditation Center (QAAC)
1428
1. Admission and Registration Procedure of TCP students
This procedure shows the steps how TCP students are admitted and officially registered in the University.
Office or Division: Quality Assurance Accreditation Center/TCP
Type of Transaction: G2C Government to Citizen
Who may avail: TCP – students/applicants

Application Form For Admission QAAC Office/MIS office
1429
Transcript of Records (TOR) Former School
Certificate of Transfer (COT) Former School
Passport Size Picture Student- applicant
1. Submit required Verify and check documents of None 3 minutes QAAC Staff
documents student applicant including grade
requirement
2. Fill out the admission Evaluate the submitted documents None 5 minutes QAAC
form and provide the student with Coordinator/Staff
admission form.
3. Take the admission Verify student’s qualification based None 15 minutes QAAC
test and wait for the on the admission requirements of Coordinator/Staff
result of examination the program
4. Present admission Print Registration Form None 5 minutes Registrar/ MIS
form at the MIS office
5. Present Registration Validate Payment Php 7,360.00 5 minutes Cashier’s Office
Form and pay the Staff/Clerk
corresponding tuition
Office
6. Present Registration Validate Registration Form and None 10 minutes EBA Staff
form at the office of issue Student ID
External and Business
Affairs Office (EBA) for
ID printing
1430
7. Submit photocopy of Validate and receive the copy of None 5 minutes Registrar/ QAAC
completed and official enrolment form Coordinator/Staff
enrolment form
TOTAL: Php 7,360.00 48 minutes
FEEDBACK AND COMPLAINTS MECHANISM

How to send feedback Accomplish Stakeholders’ Feedback Form and drop it at the Suggestion
Box in front of the frontline desk officer.
1431
How feedbacks are processed The Unit Head collects, evaluates and consolidates the accomplished
form on a weekly basis.
Stakeholder feedback analysis will be presented to all staff during weekly

and quarterly meetings.
The Unit Head submits a copy of report of stakeholders’ feedback using

the Stakeholders’ Feedback Weekly Report and Stakeholders’ Feedback
Quarterly Report.
The HR staff consolidates all the reports of stakeholders’ feedback from

all units/colleges.
How to file a complaint Proceed to HR office and accomplish Stakeholder’s Complaint Form.
Complaints may be also received thru phone and e-mail.
How complaints are processed The HRDO staff assesses the situation/complaint and reports it to the HR
Director.
In the case that the complainant is present, the HR Director will try to
resolve as quickly as possible the complaints which are straightforward
and require little or no investigation.
For complaints received by phone and in e-mail, the HR Director solicits

facts and other information from the employee/unit being complained to
fully understand the situation. The process has a maximum duration of
five (5) working days upon receipt of the complaint.
1432
The HRDO communicates the frontline resolution outcome to the
complainant. This may be done face-to-face, by phone, in writing or e-
mail.
Contact Information of CvSU-HRDO, CvSU-HRDO:
CCB, and PCC
MAIN CAMPUS
(046) 419-4527/0949-772-1045/
0995-744-5074
cvsuhrd@cvsu.edu.ph
ROSARIO CAMPUS
(046) 437-9505 Local 202
cvsuccat.hrmo@gmail.com
CCB: 0908-881-6565 / 8888
PCC: (02)-8736-8645 / (02)-8736-8603
OFFICE ADDRESS CONTACT INFORMATION E-MAIL ADDRESS
MAIN CAMPUS
1433
Human Resource Brgy. Bancod, Indang, (046) 419-4527/ cvsuhrd@cvsu.edu.ph
Development Office Cavite 0949-772-1045 / 0995-744-5074
Brgy. Bancod, Indang,
Cashier’s Office (046) 862-0853 cashiersoffice@cvsu.edu.ph
Cavite
University Registrar (046) 862-0853 cvsuregistrar@cvsu.edu.ph
Cavite
University Library none cvsulibrary@cvsu.edu.ph
Cavite
Office of Student Affairs Brgy. Bancod, Indang,
+639176833905 cvsuosasmain@cvsu.edu.ph
and Services Cavite

University Health Service (046) 423-1335 infirmary.cvsu@gmail.com
Cavite
SATELLITE CAMPUSES
Molino VI, Bacoor
Bacoor Campus (046) 476-50-29 cvsubacoor@cvsu.edu.ph
City, Cavite
Brgy. VIII, Pulo II,
Cavite City Campus (046) 431-3570 cvsuccc@yahoo.com
Dalahican, Cavite City
Carmona Campus Carmona, Cavite (046) 487-6328 carmonahrdo@cvsu.edu.ph
LTO Compound,
Imus Campus (046) 471-6607 cvsuimus@cvsu.edu.ph
Imus City, Cavite
Maragondon Campus cvsumaragondon@cvsu.edu.ph
Brgy. Biga I, Silang, cvsusilang@cvsu.edu.ph
Silang Campus (046) 513-3965 / 0917-805-3602
Cavite
Brgy. Bagtas, Tanza, cvsutanza@cvsu.edu.ph
Tanza Campus (046) 414-3979
Cavite
1434
Trece Martires City Brgy. Gregorio, Trece cvsutrecemartires@cvsu.edu.ph
0977-803-3809
Campus Martires City, Cavite
General Trias City Brgy. Vibora, General cvsugeneraltrias@cvsu.edu.ph
(046) 509-4148
Campus Trias City, Cavite
NAIC CAMPUS
Human Resource (046) 4238225

Naic, Cavite hr@cvsu-naic.edu.ph
Development Office 09274248016
Naic, Cavite
Cashier’s Office (046) 4238225 cashier@cvsu-naic.edu.ph
Naic, Cavite
Campus Registrar (046) 4238225 registrar@cvsu-naic.edu.ph
Naic, Cavite
Campus Library (046) 4238225 library@cvsu-naic.edu.ph
Naic, Cavite osa@cvsu-naic.edu.ph
Office of Student Affairs (046) 4238225 isps_osas@cvsu-naic.edu.ph
and Services 09272466252 sds_osas@cvsu-naic.edu.ph
registration@cvsu-naic.edu.ph
Research and Extension Naic, Cavite (046) 4238225 odrdes@cvsu-naic.edu.ph
Naic, Cavite
Supply Office (046) 4238225 supplyoffice@cvsu-naic.edu.ph
ROSARIO CAMPUS
1435
Human Resource
Rosario, Cavite (046) 437-9505 Local 202 cvsuccat.hrmo@gmail.com
Development Office
Cashier’s Office Rosario, Cavite (046) 437-9505 Local 205 cashier.office@yahoo.com
Accounting Office Rosario, Cavite (046) 437-9505 Local 203 acctg.cvsur2017@gmail.com
University Registrar Rosario Cavite (046) 437-9505 Local 206 registrar@cvsu-rosario.edu.ph
University Library Rosario, Cavite (046) 437-7052 libraryccat@cvsu.edu.ph
Office of Student Affairs (046) 437-9505 Local 214 binamiramariasheryl@gmail.com

Rosario, Cavite
and Services (046) 472-6975
University Health Service Rosario, Cavite (046) 437-9505 Local 217 mariemichelleguzman@yahoo.com
Physical Plants and

Rosario, Cavite (046) 437-9505 Local 221 cvsu.ppss@gmail.com
Security Service
(046) 437-1109
Supply Office Rosario, Cavite supply.cvsuccat@gmail.com
Quality Assurance
accreoffice@gmail.com
Accreditation Center Rosario, Cavite (046) 437-9505 Local 210
1436
Research and Extension
Rosario, Cavite (046) 437-9505 cvsuccatre@gmail.com
Externals and Business

cvsu_eba@yahoo.com
Affairs Office Rosario, Cavite (046) 437-9488
1437

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CAVITE STATE UNIVERSITY

IV. Service Pledge:

I. Office of the University President 1

Presidential Management Coordinating Office 9

Office of the Board Secretary 12

Office of the External and Business Affairs 25

Gender and Development Resource Center 32

International and Local Collaboration and Linkages Office (ILCLO) 42

Public Affairs and Communication Office 66

II. Office of the Vice-President for Administrative and Support Services 73

Office of the Director for Administration 78

Supply and Property Office 93

Human Resource Development Office 112

Recruitment, Selection and Placement (RSP) Section 113

Records Management Section 126

Rewards and Recognition (R and R) Section 135

Financial Management Services Office 143

Cashier’s Office 157

Budget Office 165

University Civil Security Services 174

University Health Services Unit 185

III. Office of the Vice-President for Planning and Development 212

Institutional Development Office 218

IV. Office of the Vice-President for Research and Extension 234

Research Center 238

Extension Services 265

Knowledge Management Center 270

Office of the Student Affairs and Services 291

University Registrar 325

University Library 338

College of Agriculture, Food, Environment and Natural Resources 350

College of Arts and Sciences 358

College of Criminal Justice 363

Laboratory Science High School 389

College of Engineering and Information Technology 396

University Computer Center 403

College of Economics, Management and Development Studies 414

College of Sports, Physical Education and Recreation 431

University of Sports Director 440

Office of the Graduate School and Open Learning College 458

C. SATTELITE CAMPUSES 480

Bacoor Campus 481

Campus Human Resource Development Office 481

Records Management Section 491

Campus Cashier’s Office 547

Campus Health Services Unit 552

Carmona Campus 581

Campus Human Resource Development Office 581

Records Management Section 591

Rewards and Recognition (R and R) Section 596

Campus Registrar 634

Campus Cashier’s Office 647

Campus Health Services Unit 652

Campus Library 670

Cavite City Campus 683

Campus Human Resource Development Office 683

Rewards and Recognition (R and R) Section 698

Campus Registrar 736

Campus Cashier’s Office 749

Campus Library 773

General Trias City Campus 784

Campus Human Resource Development Office 784

Recruitment, Selection and Placement (RSP) Section