SSU-MAIN CITIZEN'S CHARTER 3rd Edition FY 2021

SAMAR STATE UNIVERSITY
MAIN & BASEY CAMPUS
[1]
CITIZEN’S CHARTER
2021 (3rd Edition)
[1]
SAMAR STATE UNIVERSITY
MAIN & BASEY CAMPUS
[2]
CITIZEN’S CHARTER
2021 (3rd Edition)
[2]
I. Mandate:
The University shall primarily provide advanced instruction and professional advanced
instruction and professional training in the arts, philosophy, social sciences, agriculture and
fishery, science and technology, engineering, education, law, and other related field. It shall
also undertake research and extension services and provide progressive leadership in its
areas of specialization.
Section 2, R.A. 9313
II. Vision:
A transformative University committed to technology, innovation, and service excellence.
BOR Res. No. 41, s. 2014
III. Mission:
The University shall primarily provide advanced instruction and professional advanced
instruction and professional training in the arts, philosophy, social sciences, agriculture and
fishery, science and technology, engineering, education, law, and other related field. It shall
also undertake research and extension services and provide progressive leadership in its
areas of specialization.
Section 2, R.A. 9313
IV. Service Pledge:

We, the officials and employees of the Samar State University, commit to:
1. Serve you promptly, efficiently, and with proper identification from Mondays to Fridays,
8:00 AM to 5:00 PM;
2. Ensure strict compliance and service standards, with written explanation for any delays
in the frontline services;
3. Respond to your complaint about our services the soonest or within the day through our
complaint and assistance desk and take corrective measures;
4. Value every citizen’s comments, suggestions, and needs, including those with special
needs such as the differently-abled, pregnant women, and senior citizens; and
5. Empower the public through 24/7 access to information on our policies, programs,
activities and services through our website www.ssu.edu.ph.
All these we pledge because YOU deserve no less.
[3]
LIST OF SERVICES
Office of University President 9

Internal/External Services
Receiving Communications 10
Inquiries 12
Invitations 14
Complaints 16
External Services
Request for Submission/Compliance 20
Request for Payment/Billing (Institutional Fees, Membership Fees, etc.) 22
Request for Payment/Billing (Construction Projects/Supplies) 24
Planning Management Office 28

Internal Services
Provide the necessary information for the different Units… 29
External Services
Contribute ideas in the review of the Regional Development Plan… 31
Preparation of Guidelines and Instruction… 32
Provide data or needed information and compliance… 34
Office of the Vice President for Academic Affairs 36

Internal Services
Couse Description 37
Enrollment (Colleges) 38
Second Issuance of Enrollment Form 40
Recommendation Letter 41
External Services
Interview during Admission Process 43
Office of the Graduate School 46

Internal Services
Enrollment Process 47
Issuance of Completed Academic Requirements Certification 53
Issuance of Oral Defense Certification 55
Issuance of Title Hearing Certification 56
External Services
Interview during Admission Process 58
[4]
Office of the University Library 61
Registration of Library Client 62
Blended Circulation Services 63
Reference Service 70
Photocopying Service 72
Internet Access 73
Office of the Registrar 75

Enrollment 76
Issuance of Academic Credentials 98
Application for Graduation 129
Office of the Vice President for Research and Extension 132

Internal Services
Approval of Project/ Activity Proposal 133
Claim of Awards and Other Incentives 134
Conduct Research and Extension Activity 136
Endorsement of Research Project for Payment and Honorarium 137
Monitoring of RD/E Projects 138
Procedure for Drafting and Filing of Patent, and Utility… 140
Office of the Vice President for Administrations and Finance 142

Internal Services
Signing of Communications, Monitoring Reports; … 143
Signing of Disbursement Voucher for Capital Outlay Expenditures 145
Signing of Disbursement Voucher for Maintenance and Other… 146
Signing of Disbursement Voucher for Personnel Services and… 148
Use of SSU Vehicles 150
Auxiliary Services 152

Internal Services
Request for SSU facilities and equipment 153
Requests for SSU Catering Services 154
Requests for Personnel Cottages 155
Request for SSU Enterprises 156
[5]
Infrastructure Development Services 158
Internal Services
Detailed Engineering Design Preparation 159
External Services
Contractor’s Request for Progress Billing 163
Contractor’s Request for Extension 165
Accounting Office 166

Internal Services
Certifying clearance free from money and property accountability 167
Certifying fund availability 168
External Services
Compliance to oversight agencies like COA, BIR, CSC, NEDA… 171
Processing of claims for external and internal campuses 172
Assessment Office 175

Internal Services
Certification of clearance 176
Inquire assessment balance/request statement of accounts 177
Budget Office 178

Internal Services
Certifying fund allocation 179
Issuance of copy of Budgetary Documents for Accreditation and… 182
External Services
Compliance to oversight agencies like COA, DBM, NEDA… 182
Obligation of claims for external and internal campuses 183
Cashier’s Office 185

Collection 186
Cash Disbursement 189
Check Disbursement/Automatic Debit Agreement 189
Enrollment Validation 193
Office of the Human Resource Management 193

Internal Services
Assistance for Loan Application 194
Facilitation of In-house training 194
[6]
Facilitation of Off-campus training 196
Issuance of Service Records 198
Issuance of Various Certifications 199
Performance Management System 199
Preparation of Honoraria and Honoraria Differential Payroll 200
Preparation of Job Order Payroll 201
Preparation of Payslip 202
Preparation of PERA Payroll 203
Preparation of Payroll for RATA, Night Shift Differential… 203
Preparation of Regular Payroll 204
Preparation of Travel Order 205
Processing of Leave Application 206
Recruitment, Selection and Placement 207
External Services
Issuance of Service Records 213
Issuance of Various Certifications 214
Procurement Management Unit 215

Internal Services
Abstract of quotations 216
Purchase Order (Notice of Award) 217
Awarding and Confirmation of Purchase Order 218
PhilGEPS Website Posting 219
Procurement Monitoring Chart 220
Property and Supply Management Office 222

Internal Services
Release of Supplies, Materials/Equipment 223
Office of the Vice President for Student Affairs and Services 225
Internal Services
Accreditation and Re-Accreditation of Campus Student Organizations 226
Canteen Operation 228
Externally Funded Scholarship/Financial Assistance Program… 229
Free Higher Education Program Application 232
Internally Funded Scholarship/Financial Assistance Program… 233
Internship Deployment Process 236
Issuance of Certificate of No Scholarship 238
Online Publication 239
Publication of Magazine, Tabloid and Folio 241
[7]
Publication of Newsletter and Special Publication 242
Safe Loan Application 243
Student Dormitory Occupant Application 248
Student Grievances 249
Sports Development Culture and the Arts Program 253

Internal Services
Selection of Performing Arts Members 254
Selection of Athletes for the Regional SCUAA Meet 255
Office of Care and Wellness Services 258

Internal Services
Consultation, Treatment and Referral-Online Consultation 259
Consultation, Treatment and Referral-Face to Face Consultation 259
Medical Certificate 260
Consultation, Oral Exam, Treatment and Referral-Online… 261
Consultation, Oral Exam, Treatment and Referral-Face to Face… 262
Dental Certificate 263
Office of the Student Welfare and Development Services 265

Internal Services
College Admission Services 266
Request for Counseling Session 271
Request for Counseling Session (Walk-in) 275
Psychological Testing Services (Request) 277
Office of the Security Services

Internal Services
Security Measures for Students, Personnel and Visitors 280
Feedback and Complaints Mechanism 282
[8]
Office of the University President
[9]
1. Receiving communication (Internal/External)
The receipt and response to requests (usage of University facilities and venue), letter of
inquiry, application letters, invitation (as resource speaker, judge, etc.), invitation (attendance
in seminars/ trainings, workshops/ call for research proposals), request for payment/billing
(institutional fees, membership fees, etc.), request for payment/billing (construction projects),
demand letters, letter of complaint.
Office or Division: Office of the University President

Classification: Simple
Requests (Utilization of University Facilities/Equipment/Venue)
Type of Transaction:
G2C, G2B, G2G
Who may avail: SSU personnel, students, linkages, community
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Duly received letter of request (2 copies) N/A
FEES
AGENCY PROCESSING PERSON
CLIENT STEPS TO BE
ACTIONS TIME RESPONSIBLE
PAID
1. Submits letter of 1.1 Receives/prints, None Records
request to the Office of stamps and records Officer/DCC/
the President: the correspondence 30 minutes Administrative Aide
(Office of the
University
Email –
President)
info@ssu.edu.ph
1.2 Highlights the None Executive Assistant
important details for (Office of the
Office – 2nd floor, SSU 1 hour
information and University
Convention Center President)
appropriate action
(follows standard
by the President
health protocols)
1.3 Prepares None 1 hour Executive
referral/ Assistant/
endorsement to the Administrative Aide
concerned officials (Office of the
and University
acknowledgement President)
letter to the client
1.4 Reviews the None University
endorsement/ President/
2 hours
referral Officer-in-Charge
(Office of the
University
President)
1.5 Revises the None 1 hour Executive
endorsement/ Assistant/
referral (In case of Administrative Aide
[10]
corrections) (Office of the
University
President)
1.6 Signs/ None University
Approves the President/
30 minutes
endorsement/ Officer-in-Charge
referral (Office of the
University
President)
1.7 Records None Administrative Aide
endorsement (Office of the
30 minutes
University
President)
1.8 Releases None
endorsement/ Records
referral and delivers Officer/DCC/
the same with Administrative Aide
2 hours
pertinent (Office of the
documents/ University
attachments to the President)
concerned
personnel
2. Receives a copy of 2.1 Sends None
the acknowledgement acknowledgement Records
with update as to receipt through Officer/DCC (Office
30 minutes
whom the request was mail/courier or of the University
endorsed/ forwarded through the email President)
for their information provided by the
and guidance. client.
2.2 Monitors action None Executive
taken through the Assistant/
personal follow-up Administrative Aide
1 day*
and/or preparation (Office of the
of tracers to University
concerned President)
official/s*
1.1 Records and None Records
files of duly Officer/DCC/
answered Administrative Aide
5 hours
endorsements. (Office of the
University
President)
1 day, 7 hours,
TOTAL: None
30 minutes
* Monitoring of action taken starts upon the receipt of endorsement by the concerned personnel.
[11]
Inquiries
G2C, G2B, G2G
1. Duly received letter of inquiry (2 copies) N/A
FEES
CLIENT STEPS TO BE
PAID
1. Submits letter of 1.1 Receives/ None
Records Officer/DCC/
inquiry to the prints, stamps
30 minutes Administrative Aide
Office of the and records the (Office of the
President: correspondenc University President)
e.
Email – 1.2 Highlights the None
info@ssu.edu.ph important
details for Executive Assistant,
1 hour
Office – 2nd floor, information and (Office of the
SSU Convention appropriate University President)
Center (follows action by the
standard health President
protocols) 1.3 Prepares None
referral/
endorsement to Executive Assistant/
Administrative Aide
the concerned 1 hour
(Office of the
officials and University President)
acknowledgem
ent letter to the
client
1.4 Reviews the None University President/
endorsement/ 2 hours Officer-in-Charge
University President)
1.5 Revises the None Executive Assistant/
endorsement/ 1 hour Administrative Aide
referral (In case (Office of the
of corrections) University President)
1.6 Signs/Approves None University President/
the Officer-in-Charge
30 minutes
endorsement/ (Office of the
referral University President)
[12]
30 minutes
1.8 Releases None
endorsement/ Records Officer/DCC/
referral and 2 hours Administrative Aide
delivers the (Office of the
same with University President)
pertinent
documents to
the concerned
office.
the acknowledgem
acknowledgement ent receipt Records Officer/DCC,
with update as to through 30 minutes Office of the
whom the request mail/courier or University President
was endorsed/ through the
forwarded for their email provided
information and by the client.
guidance. 2.2 Monitors action None
taken through
the personal 1 day* Executive Assistant/
Administrative Aide,
follow-up
Office of the
and/or University President
preparation of
tracers to
concerned
office/s*
2.3 Records and None Records Officer/DCC/
files of duly Administrative Aide,
5 hours
answered Office of the
endorsements. University President
TOTAL: None 1 day, 7 hours

[13]
Invitations (as Resource Person, Judge, etc.)

G2C, G2B, G2G
SSU personnel, students, linkages, community, organizational

Who may avail:
memberships, government agencies
1. Duly received letter of invitation (2
N/A
copies)
FEES
CLIENT STEPS TO BE
PAID
1. Submits letter of 1.1 Receives/prints None Records Officer/DCC/
invitation to the Officestamps and 30 minutes Administrative Aide
of the President: records the (Office of the
correspondence University President)
Email – 1.2 Highlights the None
info@ssu.edu.ph Executive Assistant
important details
1 hour (Office of the
for information and University President)
Office – 2nd floor, SSU appropriate action
Convention Center by the President
(follows standard 1.3 Prepares None
health protocols) referral/
endorsement to the Executive Assistant/
Administrative Aide
concerned officials 1 hour
(Office of the
and University President)
acknowledgement

endorsement/ Officer-in-Charge
2 hours
1 hour
endorsement/ Administrative Aide
referral (In case of (Office of the
corrections) University President)
the endorsement/ 30 minutes
Officer-in-Charge,
referral Office of the
University President
1.7 Records None 30 minutes Administrative Aide,
[14]
endorsement Office of the
1.8 Releases None
endorsement/
referral and
delivers the same Records Officer/DCC/
with pertinent Administrative Aide,
2 hours
documents to the (Office of the
concerned University President)
personnel or
his/her immediate
supervisor for
recommendation
the acknowledgement acknowledgement
Records Officer/DCC,
with update as to receipt through
30 minutes (Office of the
whom the request mail/courier or University President)
was endorsed/ through the email
forwarded for their provided by the
information and client.
guidance. 2.2 Monitors action None
taken through the Executive Assistant/
personal follow-up Administrative Aide,
1 day*
and/or preparation (Office of the
of tracers to University President)
concerned
personnel*
2.3 Records and None Records Officer/DCC/
files all duly Administrative Aide,
answered 5 hours (Office of the
endorsements. University President)
TOTAL: None 2 days, 6 hours

[15]
Classification: Highly Technical

Complaints
G2C, G2B, G2G
1. Duly received letter of complaint (2 copies) N/A
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submits letter of 1.1 Receives/prints None Records
request for stamps and records Officer/DCC/
submission/ the correspondence. Administrative Aide
30 minutes
compliance to the (Office of the
University
Office of the
President)
President:
Email – important details for (Office of the
1 hour
info@ssu.edu.ph information and University
appropriate action President)
Office – 2 floor, SSU by the President
nd
Convention Center 1.3 Prepares None Executive

(follows standard referral/ Assistant/
health protocols) endorsement to the Administrative Aide
1 hour
and University
endorsement/ 3 hours President/
(Office of the
University
President)
1.5 Revises the None Executive
referral (In case of 1 hour Administrative Aide
University
President)
1.6 Signs/ Approves None University
endorsement/ 30 minutes President/
(Office of the
[16]
University
President)
1.7 Records None Administrative Aide,
30 minutes
University
President)
1.8 Releases None
endorsement/ Administrative Aide
referral and deliver (Office of the
the same with 1 hour University
pertinent documents President)
to the concerned
office
1.9 Receives None Concerned
endorsement/ office personnel/s
memorandum and
takes appropriate 15 days
action to ensure
compliance with the
communication
1.9.1. Monitors
action taken
through the
personal follow- Executive
up and/or Assistant/
preparation of Administrative Aide
tracers to (Office of the
concerned University
office/s* President)
the acknowledgement Records
acknowledgement receipt through Officer/DCC (Office
30 minutes
with update as to mail/courier or of the University
through the email President)
whom the request
provided by the
was endorsed/
client.
forwarded for their
2.2 Reviews and None 3 days University
information and consolidates President/
guidance. response and/or Executive Assistant
documents (Office of the
submitted by University
concerned President)
office/s
2. Receives 2.1 Submits/Forward None University
documents in s response with 1 hour President/
compliance to the pertinent Executive
documents to the Assistant/ Records
[17]
submitted request. client through Officer/DCC/
mail/email. Administrative Aide
2.2 Records and files (Office of the
endorsement and University
President)
supporting
documents
submitted in
response to the 5 hours
request
TOTAL: None 20 days
* Monitoring of action taken starts upon the receipt of endorsement by the concerned personnel/s.
[18]
Office of the University President
External Services
[19]
Requests for Submission/Compliance
G2C, G2B, G2G
Who may avail: Linkages, organizational memberships, government agencies
1. Duly received letter of request for
N/A
submission (2 copies)
FEES
CLIENT STEPS TO BE
PAID
1. Submits letter of 1.1 Receives/ None Records Officer/DCC/
request for prints, stamps and Administrative Aide
submission/ records the 30 minutes (Office of the
compliance to the correspondence University President)
Office of the
President: 1.2 Highlights the None
Executive Assistant
important details
Email – for information and University President)
info@ssu.edu.ph appropriate action
by the President
Office – 2 floor, SSU 1.3 Prepares
nd None
Convention Center referral/ Executive Assistant/
(follows standard endorsement to the Administrative Aide
1 hour
health protocols) concerned officials (Office of the
and University President)
acknowledgement
endorsement/ 3 hours Officer-in-Charge
endorsement/referr 1 hour Administrative Aide
al (In case of (Office of the
corrections) University President)
endorsement/ 30 minutes Officer-in-Charge
30 minutes
1.8 Releases None 1 hour Administrative Aide
endorsement/ (Office of the
[20]
referral and deliver University President)
the same with
pertinent
documents to the
concerned office
1.9 Receives None
endorsement/
office
memorandum and Concerned office/s
take appropriate
action to ensure
compliance with
15 days
the
communication.1.9. Executive Assistant/
1. Monitors action Administrative Aide
taken through the (Office of the
personal follow-up University President)
and/or preparation
of tracers to
concerned office/s*
1 Receives a copy 2.1 Sends None
of the acknowledgem
acknowledgement ent receipt Records Officer/DCC
with update as to through 30 minutes (Office of the
whom the request mail/courier or University President)
was endorsed/ through the
forwarded for their email provided
information and by the client.
guidance. 2.2 Reviews and University President/
consolidates 3 days
Executive Assistant
documents (Office of the
submitted by University President)
concerned
office/s
2 Receives 2.4 Submits None
documents in /Forwards University President/
compliance to the pertinent Executive Assistant/
1 hour
submitted request. documents to (Office of the
the client University President)
through
mail/email.
2.5 Records and
files Records Officer/DCC/
Administrative Aide
endorsement
5 hours (Office of the
and supporting University President)
documents
submitted in
[21]
response to the
request
TOTAL: None 20 days

Note: For correspondences with specific deadlines, adjustments with the processing time will be done
to ensure compliance on or before the date of submission.

Request for Payment/Billing (Institutional Fees, Membership Fees,
Type of Transaction: etc.)
G2C, G2B, G2G
Who may avail: Linkages, Organizational memberships
N/A
billing/payment (2 copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits letter of 1.1 Receives/ prints, None Records
request for billing to stamps and records Officer/DCC/
the Office of the the correspondence. 30 minutes Administrative Aide,
President: (Office of the
University
President)
Email –
info@ssu.edu.ph
important details for (Office of the
1 hour
information and University
Office – 2nd floor, SSU President)
appropriate action
Convention Center
by the President
(follows standard
health protocols) 1.3 Prepares None
referral/ Executive Assistant/
Administrative Aide
endorsement to the
concerned officials University
and President)
acknowledgement
3 hours
(Office of the
University
[22]
President)
endorsement/referral Administrative Aide
1 hour
(In case of (Office of the
corrections) University
President)
1.6 Signs/Approves None University
endorsement/ President/ Officer-
30 minutes
referral in-Charge (Office of
the University
President)
endorsement 30 minutes (Office of the
University
President)
1.8 Releases None
endorsement/ Records
Officer/DCC/
referral and deliver
1 hour Administrative Aide
the same with (Office of the
pertinent documents University
to the concerned President)
office
1.9 Receives None Concerned office/s
endorsement/ office (Finance
memorandum and Department)
take appropriate
action to ensure
compliance with the
communication 15 days
1.9.1. Monitors
action taken through
the personal follow-
up and/or Executive Assistant/
preparation of Administrative Aide
tracers to concerned (Office of the
office/s* University
President)
with update as to receipt through Officer/DCC (Office
whom the request was mail/courier or 30 minutes of the University
endorsed/ forwarded through the email President)
for their information provided by the
and guidance. client.
2.2 Reviews and None 3 days University
consolidates President/
documents Executive Assistant
submitted by (Office of the
University
[23]
concerned office/s President)
3. Receives digital 3.1 Informs client on None
copy of the the action taken by Executive Assistant/
Records Officer/
documents the concerned office
2 hours DCC (Office of the
(Disbursement by forwarding University
Voucher or LDDAP) pertinent documents President)
indicating progress of through mail/email.
the request of
payment/billing. 3.2 Records and None
files endorsement Records Officer/
DCC/ Administrative
and supporting
Aide
documents
5 hours (Office of the
submitted in University
response to the President)
request.
TOTAL: None 20 days

* Monitoring of action taken starts upon the receipt of endorsement by the Finance Department.

Request for Payment/Billing (Construction Projects/Supplies)
G2C, G2B, G2G
Who may avail: Contractors, Suppliers
N/A
billing/payment (2 copies)
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE TIME RESPONSIBLE
PAID
1. Submits letter of 1.1 Receives/ prints, None Records
request for billing to stamps and records Officer/DCC/
the Office of the the correspondence. 30 minutes Administrative Aide
President: (Office of the
University
President)
Email –
1.2 Highlights the None
info@ssu.edu.ph Executive Assistant
important details for
information and
Office – 2nd floor, SSU University
appropriate action President)
Convention Center
by the President
(follows standard
health protocols) 1.3 Prepares None 2 hours Executive
referral/ Assistant/
[24]
endorsement to the Administrative Aide
and University
referral 2 hours Officer-in-Charge,
Office of the
University
President
1.5 Revises the None Executive
referral (In case of 1 hour Administrative Aide
University
President)
1.6 Signs/Approves None University
referral 30 minutes Officer-in-Charge
(Office of the
University
President)
endorsement 30 minutes (Office of the
University
President)
1.8 Releases None
endorsement/
Administrative Aide
referral and deliver
the same with University
pertinent documents President)
to the concerned
office
1.9 Receives None
endorsement and
takes appropriate
action to ensure
compliance with the
communication Office of the Vice-
1.9.1. Monitors 1 day President for
action taken through Administration and
the personal follow- Finance
up and/or
preparation of
tracers to concerned
office/s*
[25]
with update that their receipt through Officer/DCC (Office
1 hour
request has been mail/courier or of the University
forwarded to the VP through the email President)
for Administration and provided by the
Finance for her client.
information and 2.2 Receives 2nd None
appropriate action. endorsement from
the Vice-President
for Administration Infrastructure
and Finance and 10 days Development
take appropriate Services (IDS)
action (inspection
and recommendation)
Accomplishment
(SWA).
2.3 Receives 3rd None
endorsement from
the Infrastructure
Development Office of the Vice-
President for
Services (IDS) 30 minutes
Administration and
containing the Finance
percentage of work
accomplishment for
information and
appropriate action
2.4 Submits 4th None
Endorsement to the
Office of the Office of the Vice-
President for
1 day Administration and
recommending Finance
payment per
submitted Inspection
Report by the IDS
3. Receives a copy of 3.1 Reviews None Executive
the 5th Endorsement documents Assistant/
and acknowledge the forwarded by the VP Administrative Aide
1 day
same through email. for Administration (Office of the
University
and Finance
President)
3.2 Prepares 5th None Executive

Endorsement to the Assistant/
Chief Administrative 1 hour Administrative Aide
Officer for Finance (Office of the
University
Services for his
President)
[26]
information and
appropriate action.
3.3 Receives None 4 days Office of the Chief
endorsement and Administrative
facilitate payment Officer for Finance
Services/
Accounting Unit/
Budget Office
3.4 Informs the None 30 minutes Records
client on the Officer/DCC
progress of their (Office of the
request through University
President)
phone call or
through sending
copy or copies of
pertinent documents
through email.
4. Receives payment 4.1 Releases None 1 day Cashier’s Office
from the Cashier’s payment through
Office check or LDDAP
4.2 Recording/Filing/ 5 hours Records
Sorting of duly Officer/DCC/
answered/ Administrative Aide,
completed payment Office of the
University
documents.
President
TOTAL: None 20 days
st
*Monitoring of action taken starts upon the receipt of 1 endorsement by the Office of the Vice-
President for Administration and Finance.
[27]
Planning Management Office
Internal Services
[28]
1. Provide the necessary information to the different Units of the
University related to AACCUP Recommendations, CHED (COPC)
Mandatory Requirements, ISO Internal and External Auditors findings
and other evaluating program agencies.
These documents are needed by the other agencies as part of their operations to monitor
performance, survey, for funding, justifications, and other applications as provided by law
Office or Division: Planning Management Office

Type of
G2C, G2G
Transaction:
Colleges that are under Accreditation by AACUP and for acquiring
Who may avail: Certification of Program Compliance by CHED and the Top
Management for ISO 9001:2015 Audit
Request Memo from the Head of the different
units with an approved request from the
Heads of Units/Office of the University President
University President or the Officer-in-charge of
the University.
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The Client will 1. Checks the validity of None 3 days Management
present an the letter request, (per transaction Information
approved request consolidates and or as indicated in System Director
from the head of provides the necessary the (OVPRE)
communication)
unit or the documents being
Planning
University requested. Management
President or the Officer
OIC of the (Planning
document being Management
requested. Office)
, Assistant
Planning
Management
Officer
(Planning
Management
Office)
3 days
(or as indicated
Total: None
in the
communication)
[29]
Planning Management Office
External Services
[30]
1. Contribute ideas in the review of the Regional Development Plan,
Medium Term Development and Philippine Development Plan
The planning office is required to participate in the review of the National Development Plan
which aims to lay a stronger foundation for inclusive growth, a high-trust society, and a
globally competitive economy toward realizing the vision by 2040. Under the current plan, the
target is to reduce poverty incidence from 21.6 percent in 2015 to 14.0 percent by 2022.

Classification: Complex
Type of Transaction: G2G
Who may avail: NEDA, CHED, DBM

1. Approval and endorsement of participation
N/A
by the University President
FEES
CLIENT STEPS TO BE
PAID
1. A written 1.1 The Office of None Executive Assistant/
communication (print the University 1 day DCC/ Administrative
or thru email) will be President Aide
sent to the Office of receives the (Office of the
the University communication
President inviting to from external
attend or send any agencies
representative to
participate in the
Review of Regional 1.2 The Office of None University President
Development Plan, the University 1 day (Office of the
Medium Term President University President)
Development Plan endorses a
and Philippine representative to
Development Plan attend/
participate in the
activity
1.3 If the None 1 day Planning
University Management Officer
President (Planning
endorses the Management Office)
Planning
Management
Officer, the latter
confirms
[31]
participation to
the external
agency.
1.4 Participates None

in the Review of
Regional Planning
Development Management Officer
Plan, Medium 1 day
Assistant Planning
Term (or as stated in
Management Officer
Development the Invitation)
(Planning
Plan and Management Office)
Philippine
Development
Plan
1.5 The Planning None
Management
Officer submits to
Planning
the Office of the
3 days Management Officer
University (Planning
President to Management Office)
present the
results of the
Activity.
Total: None 7 days
2. Preparation of Guidelines and Instruction of the NBN-Budget Call and

Preparation BP Forms and other documents as indicated in the Budget
Call
The service entails the collaboration of the Planning Management Office with the Budget
Office and all relevant Units in the preparation of the University’s Budget Proposals, which is
then submitted to the Department of Budget and Management and National Agencies. The
budget proposed is based on its ongoing programs and services and its priority new
initiatives contained in the Strategic and Operation Plans. With the issuance on the
guidelines and instructions of the National Budget Call which contains general information on
the budget process and strategy plus the Budget preparation forms and instructions, and
timeliness for agencies, the planning office must complete and submit the forms in the
Budget process. These forms are external documents provided with instructions were sent to
the University through NBM Budget Call to be filled up in the preparation of Budget Proposal.
The number of forms varies every year. In 2018 Budget Call there were 30 BP Forms. In
2019 Budget Call it trimmed down to 24. For 2020 Budget there were only 22 BP Forms.
[32]
Classification: Highly technical
Type of Transaction: G2C, G2G
Budget Office, Finance Department, Accounting Department, Office
Who may avail: of the University President and the Department of Budget and
Management (DBM)
1. As stipulated in the National Budget Call N/A
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The Department 1.1 The Office of the None
Office of the
of Budget and University President
1 day University
Management (DBM) receives the President
sends Guidelines communication from
and Instruction on the external agency
the Preparation of 1.2 The University None
BP Forms thru President endorses the
National Budget Call NBC Guidelines and
to the Office of the Instruction of BP
University President Office of the
Forms to the Office of
1 day University
the Planning President
Management, Director
of the Management
Information System
and other line units of
the university.
1.3 The Planning None Budget officer
Management office (Budget Office)
receives the
communication; then Management
Information
collaborates with the
System Director
Director of the (OVPRE)
Management
Information System 14 days Planning
and the Budget Officer Management
in the preparation of Officer
the BP Forms as (Planning
indicated in the Budget Management
Call. Filled-up BP Office)
Forms is then
submitted to the Assistant Planning
Management
[33]
Budget Officer for Officer
consolidation of other (Planning
documents Management
Office)
Total: None 16 days
3. Provide data or needed information and compliance of directives from

other line government agencies (NEDA, DBM, CHED, LGUs, etc.) and
other Non-Government Agencies with the approval and endorsement
by the University President

Classification: Complex to Highly Technical
Type of
G2C, G2G
Transaction:
Who may avail: National Agencies, LGUs, NGOs
1. As stipulated in the communication N/A
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Sends 1.1 The Office of the None
Communication to University President Office of the
the Office of the receives the 1 day President
University communication from
President the the external agency.
needed information None 1 day
or data required by 1.2 The Office of the Office of the
line government University President President
agencies (NEDA, endorses the
DBM, CHED, communication to the
LGUs, etc.,) and Planning Management
other Non- Officer
Government None 10 days Budget Officer
Agencies. 1.3 Complies and
(per transaction (Budget Office)
submits the needed
or as stated in
data or any information the Management
per transaction being communication) Information
asked by other System Director
[34]
agencies to the (OVPRE)
University President.
Planning
1.4 The Office of the None Management
Officer
(Planning
receives the document Management
from the Planning Office)
Management Office for
review and approval. Assistant Planning
Management
3 days Officer
(Planning
Management
Office)
Office of the
President
1.5 Sends print or None Office of the
digital copies of these President
documents to the
client.
Total: None 15 days
[35]
Office of the Vice President for Academic Affairs
Internal Services
[36]
1. Course Description
Issuance of course description by program signed by the Dean and VPAA
Office or Division: By College

Type of Transaction: G2C
Who may avail: Students
1. Request Letter/Request Form/Official
Registrar Office/Cashier’s Office
Receipt (1 copy)
FEES
CLIENT STEPS TO BE
PAID
1. Student presents 1. UDC receives PHP UDC
the request letter, the request letter, 80.00 5 mins Office of the Dean
request form and request form and (per college)
official receipt to UDC official receipt
2. Student waits for the 2.1 UDC encodes None
Dean/UDC
Course Description to the course
2 days, 4 hours Office of the Dean
be reviewed, encoded, description. Dean (per college)
signed, and released. reviews the
document.
2.2 UDC prints the None UDC, Dean
course description. 10 min Office of the Dean
Deans signs the (per college)
document.
2.3 Dean signs the None
course description
Dean, UDC
and the UDC
15 min Office of the Dean
records and (per college)
releases the said
document to the
student
3. Student receives the
document from the
office of College of the
Dean
2 days, 4
PHP
Total: hours, and 30
80.00
mins
[37]
2. Enrollment
Encoding of subjects and printing of enrollment form

Enrollment – In person/face-to-face
G2C
1. Plotting Form (2 copies) By College
FEES
CLIENT STEPS TO BE
PAID
1. Student presents 1. UDC releases None UDC
his/her grades (from the plotting form 5 min Office of the Dean
previous semesters) (per college)
2. Student plots class 2. Enrolling None

schedule, then Teacher checks
Enrolling Teacher
proceeds to the students’ grades
Faculty Room
Enrolling Teacher and the entry of 1 hour
(per college)
the plotting form,
then signs the
plotting form
3. Student waits for 3. UDC encodes None
the plotting form to be and prints the
encoded and class schedule. UDC, Dean
Office of the Dean
released. Dean signs the 25 min
(per college)
form and the UDC
releases it the
student
1 hr. and 30
Total: None
min
[38]
Enrollment – Online
Classification:
Complex
1. Plotting Form By College
AGENCY FEES PROCESSING PERSON
CLIENT STEPS
ACTIONS TO BE TIME RESPONSIBLE
PAID
1. Student is 1. UDC prepares None
automatically evaluated the grade report UDC
or processed for and plotting form Office of the Dean
2 days (per college)
enrollment in the of student and
College forwards to the
enrolling teacher.
2. Student waits for 2. Enrolling None
enrolling teacher to teacher
contact him/her via accomplishes the
any available platform plotting form and
(text or messenger) informs the
regarding the result of student regarding Enrolling
the evaluation of the available 1 day Teacher
grades and available courses to be Faculty Room (per
courses to be enrolled after College)
enrolled. thoroughly
evaluating the
grades
3. Student sends a 3.1 Enrolling None Enrolling

text message to the teacher forwards Teacher
1 day
enrolling teacher the confirmed Faculty Room
indicating his/her plotting form to (per College)
name and the the UDC
courses he/she 3.2 UDC enrolls None
wishes to enroll to the student into UDC
confirm his/her the system, prints 1 day Office of the Dean
enrollment. the enrollment (per college)
form and
forwards it to the
Registrar.
3.3 UDC sends a None 1 day UDC
text message Office of the Dean
[39]
informing the (per college)
student that
he/she has been
officially enrolled
in the College
3.4 UDC releases None UDC
the enrollment Office of the Dean
form to the (per college)
student
4. Student gets a None
copy of his/her 4 hours
enrolment form at the
Dean’s Office
Total: None 6 days, 4 hours
3. Second Issuance of Enrollment Form
Reprinting of the enrollment form necessary to facilitate the enrollment process.

1. Request Form/Official Receipt (1 copy) Registrar Office/Cashier’s Office
FEES
CLIENT STEPS TO BE
PAID
1. Student secures a 1. UDC receives PHP
request form from the the official receipt 15.00
Registrar’s Office and and prints the UDC
pays at the Cahiers enrollment form 20 min Office of the Dean
office. Then proceeds (per college)
to his/her college and
presents the Official
Receipt to the UDC.
2. Student waits for 2. Dean signs the None
the plotting form to be enrollment form 20 min
Dean, UDC
encoded, signed, and and the UDC Office of the Dean
released. releases the (per college)
enrollment form
to the student
[40]
3. Student gets a copy None
of his/her enrolment
form at the Dean’s
Office
PHP
Total: 40 min
15.00
4. Recommendation Letter
Issuance of recommendation letter to students and graduates

1. Request Letter/Request Form/Official
Registrar Office/Cashier’s Office
Receipt
FEES
CLIENT STEPS TO BE
PAID
1. Student submits 1. UDC receives None UDC
letter of request to the the request letter Office of the Dean
20 min
Dean’s Office through and have it noted (per college)
the UDC by the Dean
2. Student presents 2. Registrar’s None
Clerk
the noted request Office issues
10 min Office of the Registrar
letter to the Registrar’s requisition form
Office
3. Student pays at the 3. Cashier’s PHP
Admin Aide
Cashier’s Office Office issues 80.00 10 min
(Cashier’s Office)
official receipt
4. Student returns to 4. UDC prints the None 2 days and 4 UDC, Dean
the Dean’s office, recommendation hours Office of the Dean
presents the official letter, Dean signs (per college)
receipt to the UDC, it, and releases
and wait for the the said
release of the said document to the
document student
2 days, 4
PHP
Total: hours, and 20
80.00
mins
[41]
Office of the Vice President for Academic Affairs
External Services
[42]
1. Interview during Admission Process
Student applicants are interviewed as part of the university’s admission process. List of
applicants for interview are endorsed by the Office of Student Welfare and Development
Service to the faculty in-charge for interview.
Office or Division: Colleges

Interview: Admission Process – In Person/Face to face
G2C
Who may avail: Student Applicant
1. Form 2 SSU-SASWD-FR002 (1 copy) SWDS Office
FEES
CLIENT STEPS TO BE
PAID
1. Incoming student 1. UDC releases None UDC
presents Form 2 SSU- priority number 5 min Office of the Dean
SASWD FR002 (per college)
2. Gets priority number 2. UDC calls the None

from UDC and takes priority number UDC
one’s place in the and directs the 15 min Office of the Dean
queue. student to the (per college)
interview room.
3. Student proceeds to 3.1 Interview and None

the interview room enrollment
committee Faculty in-charge
60 min
Faculty Room
receives and
(per college)
reviews the
required
documents and
proceeds to the
interview proper.
3.2 The UDC None UDC
submits the Form Office of the Dean
2 to SWDS Office 1 day
(per college)
1 day, 1 hr.
Total: None
and 20 min
[43]
Office or Division: Colleges
Interview: Admission Process – Online
G2C
Who may avail: Student Applicant
1. Form 2 SSU-SASWD-FR002 SWDS Office
CLIENT STEPS
ACTIONS TO TIME RESPONSIBLE
BE
PAID
1. Applicant sends a 1.Interview and None
text message to the Enrollment
College’s hotline Committee
number as posted in acknowledges the
the official SSU application for UDC
webpage or Facebook admission in the Office of the Dean
1 day
page. Applicant college through a (per college)
indicates his/her full text message. A
name, contact number list of all
and the program to be applicants for
taken. interview is
prepared and
recorded.
2. Interviewer None
contacts
applicant via
phone to agree
on the interview 1 day Faculty in-charge
schedule. (based on the Faculty Room
volume of student (per college)
2. Applicant receives applicants
contacted)
via text a notice of
confirmation on the
schedule of interview
from the interviewer.
[44]
3. Student is 3. Assigned None
interviewed and faculty member
evaluated through a interviews the Faculty in-charge
phone interview if student via and Faculty Room
qualified for evaluates if the 1 day (per college)
admission in the student is
College qualified for
admission.
Total: None 3 days
[45]
Office of the Dean – Graduate School
Internal Services
[46]
1. Enrollment
Encoding of subjects and printing of enrollment form

Enrollment – New Students
G2C
1. Plotting Form By College
CLIENT STEPS
PAID
1. Student is 1. UDC prepares None GS Secretary
automatically the plotting form of (Office of Dean –
evaluated or student and forward GS)
processed for to the enrolling 2 days
enrollment in the teacher Secretary to the
Dean/ UDC
College.
(Office of Dean –
GS)
2. Student waits for 2. Enrolling teacher None
enrolling teacher to accomplishes the GS Secretary
contact him/her via plotting form and (Office of Dean –
GS)
any available informs the student
1 day
platform regarding regarding the Secretary to
the available available courses to Dean/ UDC
courses to be be enrolled. (Office of Dean –
enrolled. GS)
3. Student sends a 3.1 Enrolling None

text message to the teacher forwards
enrolling teacher the confirmed GS Secretary
indicating his/her plotting form to the (Office of Dean –
name and the UDC GS)
courses he/she 3.2 UDC enrolls 1 day
Secretary to
wishes to enroll to the student into the Dean/ UDC
confirm his/her system, prints the (Office of Dean –
enrollment. enrollment form GS)
and forwards it to
the Registrar.
4. Student seek for 4. UDC issues an None Secretary to the
5 minutes
an appointment at appointment to the Dean/ UDC
student. (Office of Dean –
[47]
the GS Office to GS)
transact at the
Cashier’s Office for GS Secretary
the initial payment. (Office of Dean –
GS)
5. Student pays at 5.1 Receives initial None 10 minutes Cashier’s clerk
the Cashier’s Office payment (depending upon the (Cashier’s Office)
for the initial number of clients)
payment
5.2 UDC sends a None Secretary to the
text message Dean/ UDC
informing the (Office of Dean –
student that he/she 5 minutes GS)
has been officially
enrolled in the GS Secretary
College. (Office of Dean –
GS)
6. Student gets a 6. UDC releases None Secretary to the
copy of his/her the enrollment form Dean/ UDC
enrolment form at to the student at (Office of Dean –
the Dean’s Office or the Dean’s Office 10 minutes GS)
contact the GS or via GS email:
graduateschool@s GS Secretary
hotlines su.edu.ph (Office of Dean –
GS)
Total: None 4 days & 30 mins.
Office or Division: Graduate School

Enrollment Process – Continuing Students
G2C
Who may avail: Continuing Students (Masteral and Doctoral)
1. Assessment Form or Official Receipt Assessment Office/Cashier’s Office
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student seeks for 1. GS clerk issues None Secretary
an appointment to appointment via to the
settle outstanding GS hotlines Dean/ UDC
balance at the 5 minutes (Office of Dean
– GS)
Graduate School
Office via GS GS
hotlines Secretary
[48]
(Office of Dean
– GS)
2. Student pays the 2. Receives Students’ 10 minutes Cashier’s
outstanding balance payment for the outstan (depending upon clerks
in the previous outstanding ding the number of Cashier’s
semester at the balance balance clients) Office
Cashier’s Office
3. Student is 3. UDC prepares None GS
evaluated or the plotting form Secretary
processed for of student and (Office of Dean
enrollment in the forward to the – GS)
2 days
College. enrolling teacher
Secretary
to the
Dean/ UDC
(Office of Dean
– GS)
4. Student waits for 4. Enrolling None GS
enrolling teacher to teacher Secretary
contact him/her via accomplishes the (Office of Dean
any available plotting form and – GS)
1 day
platform regarding informs the
Secretary
the available student regarding to Dean/
courses to be the available UDC
enrolled. courses to be (Office of Dean
enrolled. – GS)
text message to teacher forwards GS
the enrolling the confirmed Secretary
teacher indicating plotting form to (Office of Dean
his/her name and the UDC – GS)
the courses he/she
wishes to enroll to 1 day
confirm his/her 5.2 UDC enrolls
enrollment. the student into Secretary
the system, to Dean/
prints the UDC
enrollment form (Office of Dean
and forwards it – GS)
to the Registrar.
6. Student seeks 6. UDC issues an None Secretary
for an appointment appointment to to the
at the GS Office to the student. Dean/ UDC
transact at the (Office of
5 minutes
Dean – GS)
Cashier’s Office
for the initial GS
payment. Secretary
(Office of
[49]
Dean – GS)
7. Student pays at 7.1 Receive initial PHP Cashier’s
the Cashier’s payment 1,000.0 clerk
10 minutes
Office for the initial 0 Cashier’s
payment Office
7.2 UDC sends a None Secretary
text message to the
informing the Dean/ UDC
10 minutes
student that (Office of
(depending upon
he/she has been Dean – GS)
the number of
officially enrolled
clients)
in the College. GS
Secretary
(Office of
Dean – GS)
8. Student gets a 8. UDC releases None Secretary
copy of his/her the enrollment to the
enrolment form at form to the Dean/ UDC
the Dean’s Office student at the (Office of
Dean’s Office or 10 minutes Dean – GS)
or contact the GS
via GS email:
hotlines graduateschool@s GS
su.edu.ph Secretary
(Office of
Dean – GS)
PHP
1,000.0
Total: 0 4 days & 50 mins.
(Minimum
payment)

Enrollment Process – Returnee Students
G2C
Who may avail: Returnee Students (Masteral and Doctoral)
1. Student’s Clearance Assessment Office
Graduate School
2. Certificate of Re-admission
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student seeks for 1. GS clerk issues None 5 minutes Secretary to
an appointment to appointment via GS the Dean/
[50]
accomplish hotlines UDC
clearance form at the (Office of
Graduate School Dean – GS)
Office via GS
hotlines GS
Secretary
(Office of
Dean – GS)
2. Accomplishes the 2. Signs the clearance None University
clearance form form Accountant
(Accounting
Office)
University
Librarian
(Library)
Head, Supply
Management
Office
(Supply Office)
1 day
Dean, Graduate
School
(Office of Dean –
GS)
VP for Student
Affairs & Services
(OVPSAS)
University
Registrar
(Office of the
Registrar)
3. Presents the 3. Issues three (3) None Secretary to
accomplished copies of duly signed the Dean/
clearance form and Certificate of Re- UDC
request for admission (Office of
Certificate of Re- Dean – GS)
admission (students
quitted not beyond a 10 minutes GS
year) at the GS Secretary
Office (Office of
Dean – GS)
GS Dean
(Office of Dean –
GS)
4. Presents 4. Checks and None 5 minutes Registrar 2
accomplished receives the (Office of the
[51]
clearance form and accomplished Registrar)
the Certificate of Re- clearance and the
admission at the Certificate of Re-
Registrar’s Office admission
5. Student is 5. UDC prepares the None GS

automatically plotting form of Secretary
evaluated or student and forward (Office of
processed for to the enrolling Dean – GS)
enrollment in the teacher 2 days
College. Secretary to
the Dean/
UDC
(Office of
Dean – GS)
6. Student waits 6. Enrolling teacher None GS
for enrolling accomplishes the Secretary
teacher to contact plotting form and (Office of
him/her via any informs the student Dean – GS)
1 day
available platform regarding the
regarding the available courses to Secretary to
available courses be enrolled. Dean/ UDC
to be enrolled. (Office of
Dean – GS)
text message to teacher forwards
the enrolling the confirmed
GS
teacher indicating plotting form to the
Secretary
his/her name and UDC
(Office of
the courses
Dean – GS)
he/she wishes to
enroll to confirm
1 day Secretary
his/her enrollment. 7.2 UDC enrolls the
to Dean/
student into the
UDC
system, prints the
(Office of
enrollment form and
Dean – GS)
forwards it to the
Registrar.
8. Student seeks 8. UDC issues an None Secretary

for an appointment appointment to the to the
at the GS Office to student. Dean/ UDC
transact at the (Office of
Cashier’s Office 5 minutes Dean – GS)
for the initial
payment. GS
Secretary
(Office of
Dean – GS)
[52]
9. Student pays at 9.1 Receives initial PHP
the Cashier’s payment 1,000.
Office for the initial 00 Cashier’s
payment (minim clerk
um (Cashier’s
payme Office)
nt)
10 minutes
(depending upon
the number of
9.2 UDC sends a text
clients) Secretary to the
message informing
the student that Dean/ UDC
he/she has been (Office of
officially enrolled in Dean – GS)
the College.
GS
Secretary
(Office of
Dean – GS)
10. Student gets a 10. UDC releases None Secretary to

copy of his/her the enrollment form the Dean/
enrolment form at to the student at the UDC
the Dean’s Office Dean’s Office or via (Office of
or contact the GS GS email: 10 minutes Dean – GS)
hotlines graduateschool@ssu
.edu.ph GS
Secretary
(Office of
Dean – GS)
Total: None 5 days & 45 mins.
2. Issuance of Completed Academic Requirements (CAR) Certification
The Dean issues CAR certification for students who have passed the Comprehensive Examination.
1. Official Receipt (1 copy) Cashier’s Office
[53]
FEES
CLIENT STEPS TO BE
PAID
1. Student seeks for an 1. GS clerk issues None Secretary to
appointment to request appointment via the Dean/
for CAR certification at GS hotlines UDC
the Graduate School (Office of
Office via GS hotlines Dean – GS)
GS
5 minutes
Secretary
(Office of
Dean – GS)
GS Dean
(Office of
Dean – GS)
2. Student pays the 2. Receives PHP
Administrative
certification at the payment for 80.00
10 minutes Aide
Cashier’s Office certification and
(Cahier’s Office)
documentary
stamp fees
3. Student proceeds to 3. Releases sealed None Secretary to
the Graduate School to CAR certificate the Dean/
present the official duly signed by the UDC
receipt for the issuance dean (Office of
of three (3) copies of Dean – GS)
certification (copy 1 –
student, copy 2 – GS 30 minutes GS
copy, copy 3 – Secretary
Registrar’s Office copy) (Office of
Dean – GS)
GS Dean
(Office of
Dean – GS)
PHP
Total: 42 minutes
80.00
[54]
3. Issuance of Oral Defense Certification
The Dean issues Pre/Final Oral Defense Certification to students who have passed the defense.


1. Official Receipt Cashier’s Office
FEES
CLIENT STEPS TO BE
PAID
1. Student seeks for an 1. GS clerk issues None 5 minutes Sec. to the
appointment to request appointment via Dean/ UDC
for Oral Defense GS hotlines (Office of
Certification at the Dean – GS)
Graduate School Office
via GS hotlines GS
Secretary
(Office of
Dean – GS)
GS Dean
(Office of
Dean – GS)
2. Student pays the 2. Receives the PHP 10 minutes Administrative
certification at the payment of 80.00 Aide
Cashier’s Office certification and (Cashier’s Office)
documentary
stamp fees
3. Student proceeds to 3. Releases sealed None 30 minutes Sec. to the

the Graduate School to Pre/Final Oral Dean/ UDC
present the official Defense (Office of
receipt for the issuance Certification duly Dean – GS)
of three (3) copies of signed by the dean
certification (copy 1 – GS
student, copy 2 – GS Secretary
copy, copy 3 – (Office of
Registrar’s Office copy) Dean – GS)
GS Dean
(Office of
Dean – GS)
Total: PHP 80 40 minutes
[55]
4. Issuance of Title Hearing Certification
The Dean Issues Title Hearing Certification for students who have passed the presentation.


1. Official Receipt Cashier’s Office
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
1. Student pays the 1. Receives PHP 80.00 10 minutes Administrative Aide
certification at the certification and (Cahier’s Office)
Cashier’s Office documentary
stamp fees
2. Student proceeds to 2. Issues sealed None 30 minutes Secretary to the Dean,
the Graduate School and Title Hearing Graduate School
requests for an issuance Certification duly (Office of Dean
of Title Hearing signed by the – GS)
Certification that signifies dean
approved and Graduate School Staff
recommended paper (Office of Dean
based on evaluation – GS)
Total: PHP 80 40 minutes
[56]
Office of the Dean – Graduate School
External Services
[57]
1. Interview during Admission Process (New Students)
This covers from admission, plotting of subjects, encoding, and printing of automated
enrollment form for New Students, Transferees, Shifters, Old and Returnee students for
reference, information, and guidance from start of application to issuance of stamped
automated enrollment (an excerpt from the Procedures Manual, Volume II, Page 4 of
Enrollment Procedure)
Who may avail: Student Applicant (Masteral and Doctoral)

New Students Accomplished by student – former school

1. Transcript of Records (TOR)/Honorable
Dismissal (Original and Photocopy)
2. 5 pcs Passport-size ID picture with Accomplished by student
nametag (studio-taken, white
background)
3. 1 pc. Long brown envelope Accomplished by student
4. 1 pc. Long expandable envelope (orange) Accomplished by student
5. 1 photocopy of Marriage Contract (if
applicable) Accomplished by student
6. 1 photocopy of Board Exam Result (if
applicable) Accomplished by student
7. 1 hard bound copy of thesis (for doctoral
applicants) Accomplished by student
8. Study Permit
9. Student Personal Information (SPI) Accomplished by student
Accomplished by student

CLIENT STEPS
PAID
1. Incoming student 1. Interviewing None Secretary to
sends a text and Enrollment the Dean/
message to the Committee UDC
College’s hotline acknowledges the (Office of
Dean – GS)
number as posted applicant’s intent
in the official SSU to apply for 1 day
GS
webpage or admission in the Secretary
Facebook page. college through (Office of
Applicant indicates text message and Dean – GS)
his/her full name, records a list of
contact number and students GS Dean
[58]
the program to be interested to (Office of
taken to affirm enroll Dean – GS)
his/her intent to
enroll
2. Applicant 2. Interviewer None
receives schedule contacts student
of interview from via any available Program
the interviewer via communication 1 day Chair
any platform that is platform to agree
deemed available on the interview
to both parties schedule
3. Applicant will be 3. Assigned faculty None
interviewed and member interviews
evaluated through the student
a phone interview through phone call Program
1 day
if qualified for and evaluates if Chair
admission in the the student is
College qualified to be
admitted or not.
4. Student 4.1 Interviewer None
receives a text confirms if
message applicant has
indicating if he/she passed or failed
has passed or the admission
failed the interview process through a 1 day
Program Chair
for admission. text message and
immediately Secretary to
informs the UDC the Dean/
about the result of UDC
interview. (Office of
4.2 UDC None Dean – GS)
maintains a list of 1 day
interviewed GS
applicants as well Secretary
as passed and (Office of
Dean – GS)
failed applicants
indicating the
schedule of
interview and the
interviewer for
documentation
purposes.
5. Student submits 5.1 UDC receives None Secretary to
the two copies of and checks the the Dean/
needed requirements 1 day UDC
requirements to the (Office of
GS through an 5.2 A copy for the
Registrar’s Office Dean – GS)
[59]
appointment if walk- will be forwarded
in or via email (GS for checking and GS
email: evaluation Secretary
graduateschool@ss (Office of
u.edu.ph) Dean – GS)
6. Student is 6. UDC informs None Secretary to
informed via any the student of the Dean/
available platform of his/her Student ID UDC
his/her Student ID number and will (Office of
number to proceed advise the student Dean – GS)
for the enrolment. to proceed for the 1 day
enrolment GS
Secretary
(Office of
Dean – GS)
Total: None 6 days

* Note that the processing time has been maximized because of the volume of applicants being
processed for the day.
[60]
Office of the University Library
& External Campus Libraries
[61]
1. Registration of Library Client
Registers all library clients to the Integrated Library System that enables them to do
transactions to avail the services offered by the University Library such as borrowing, renewal
and returning of books etc.
Office or Division: University Library and External Campus Libraries

Internal Clients (Students of SSU Main Campus and External
Who may avail:
Campuses)
1. Enrollment Form (1 copy-must be Accomplished by Library clients at the
uploaded to Google form) Registrar’s Office
2. Official List of Enrolled Students Accomplished by Library Staff from the
Registrar’s Office
3. Registration Form (Google form) Accomplished by Library clients
4. 2x2 picture with name tag (1 copy must
Accomplished by Library clients
be uploaded to Google form)
FEES
CLIENT STEPS TO BE
PAID
1. All faculty and bona 1.1 Library Staff None
fide SSU student/s collects the
fill/s up in the Library information Library Staff
5 minutes
Registration Form through Google University Library
through our Google Form and the
Form link numbers provided.
https://forms.gle/PUM
oSR2BYzDS281B8 ; 1.2 Library Staff None
calls or texts the checks the official
following numbers list of students
• 0917-303-0515 who are enrolled in
(call only) and the current
0967-809-3763 semester given by
Library Staff
for Main the Registrar’s 5 minutes
University Library
Campus; Office or official list
• 0967-213-6729 of faculty/staff
for Paranas issued by the
Campus; (055) College Deans/
544-2022 or HRMO to validate
0916-831-0658 the information
provided by the
[62]
for Mercedes library clients.
Campus;
1.3 The Library None

Staff registers and Library Staff
15 minutes
activates the University Library
account of library
client in the Library
System.
2. Library client 2. The Library None

receives a notification Staff sends a
when his/her account notification to the
has been successfully client’s given
Library Staff
registered and/or email-address or
5 minutes University Library
activated. contact number
when his/her
account has been
successfully
activated.
Total: None 30 minutes
2. Blended Circulation Services (Borrowing and Returning of Library

Materials)
Circulation Service is provided to help the library clients in the use of information resources
and facilities. It includes services such as borrowing and returning of books, signing of
clearance, and receiving of library fines of overdue books and payments of photocopying
services rendered.

Borrowing (Online Transaction)
G2C
Internal Clients (SSU community), External (walk-in Library clients
Who may avail:
with referral letter)
1. Validated School I.D. / SSU Employee’s University Library and External Campus
[63]
ID Library
University Library and External Campus
2. Book Card (1 per book to be borrowed)
Library
3. Date Due Slip (1 per book to be University Library and External Campus
borrowed) Library
FEES
CLIENT STEPS TO BE
PAID
1. To reserve or 1. The library staff None
borrow a book, clients answers the call
call the following and takes note of
library hotline the book
numbers: title/subject the
client wants to
• 0917-303-0515 borrow.
(call only) and
0967-809-3763 Library Staff
for Main 5 minutes University Library
Campus;
• 0967-213-6729
for Paranas
Campus;
• (055) 544-2022
or 0916-831-
0658 for
Mercedes
Campus;
2. On the scheduled 2.1 The library None
appointment, client staff checks the Library Staff
visits the library to pick availability of the University Library
30 minutes
up or claim their book in the library
requested book. The and notifies the
client fills up the client.
logbook in the Control
Section. 2.2 After the None
confirmation of the
availability of the
Library Staff
book, the Library 1 day
University Library
Staff schedules
the releasing of
the book/s the
following day.
[64]
2.3 The Library None 1 minute Library Staff
Staff provides the University Library
logbook in the
Control Section
3. Upon entering the 3.1 The Library None 3 minutes Library Staff
library, the client Staff checks the University Library
strictly observes client’s ID and the
health protocols, the information in the
client presents their Book Card before
validated school I.D/ doing the check-
SSU Employee’s ID out transaction.
and fills up the Book
Card. 3.2 The Library None 5 minutes Library Staff
Staff does the University Library
check-out
transaction and
issues Transaction
Receipt or
Released Form.
4. The client claims 4. The Library None 1 minute Library Staff

their borrowed book/s. Staff releases the University Library
borrowed book/s
and files the Book
Card.
1 day & 45
Total: None
minutes

Borrowing (Walk-in Clients)
G2C
Who may avail:
1. Validated School I.D. / SSU Employee’s University Library and External Campus
ID Library
2. Book Card (1 per book to be borrowed)
Library
3. Date Due Slip (1 per book to be University Library and External Campus
borrowed) Library
[65]
FEES
CLIENT STEPS TO BE
PAID
1. The client fills up 1. The Library None
the logbook at the Staff provides the Library Staff
1 minute
Control Section. logbook in the University Library
Control Section.
2. Upon entering the 2. The Library None
library, the client Staff issues a
strictly observes Reference Query
health protocols. The Form and
client asks for interviews library
Library Staff
Reference assistance clients. 4 minutes
University Library
at the Circulation
Section to know the
availability of the book
that they wish to
borrow.
3. The client fills up 3.1 The Library None 3 minutes
Library Staff
the Reference Query Staff collects the
University Library
Form. Reference Query
Form.
Library Staff
Staff checks/ 5 minutes
University Library
searches the
availability of the
book.
3.3 If the book is None
available, the
library staff
retrieves the book Library Staff
30 minutes
from the shelves University Library
and gives it to the
client for
validation.
4. The client presents 4. The Library None
their validated school Staff checks the
I.D. / SSU Employee’s client’s I.D. and let Library Staff
2 minutes
ID and the book/s to the client fills up University Library
be borrowed. the Book Card.
5. The client fills up 5.1 The Library None 2 minutes Library Staff
the Book Card of the Staff checks the University Library
book/s to be information in the
borrowed. Book Card before
doing the check-
[66]
out transaction

Staff does the
check-out
Library Staff
transaction and 5 minutes
University Library
issues Transaction
Receipt/ Released
Form.
6. The client claims 6. The Library None
their borrowed book/s. Staff releases the
borrowed book/s Library Staff
1 minute
University Library
and files the Book
Card.

Returning
G2C
Who may avail:
Validated School I.D. / SSU Employee’s ID University Library and External Campus Library
Book Card (1 per book to be borrowed) University Library and External Campus Library
Date Due Slip (1 per book to be borrowed) University Library and External Campus Library
FEES
CLIENT STEPS TO BE
PAID
1.The client returns 1.1 The library None Library Staff
the book through provides a University Library
1 minute
the Book Drop Book Drop at
provided at the the Control
Control Section. Section.
[67]
1.2 Observing None
proper health
protocols, the
Library Staff
Library Staff
retrieves the 2 minutes
University Library
returned
books from
the Book Drop
at 8:00AM
every day.
Staff labels 5 days
the bag of
returned
books and Library Staff
isolates them University Library
at the Library
Isolation Area
for four (4)
quarantine
days.
1.4 After the None
quarantine
period of the
returned Library Staff
5 minutes
books, the University Library
Library Staff
does the
check-in
transaction.
Staff notifies Library Staff
5 minutes
the Borrower if University Library
there is an
overdue fine.
1.6 The Library None Library Staff
Staff puts University Library
back the book
3 minutes
to its
designated
bookshelf.
2. Observing proper 2. The Library Students
health protocols, Staff
the client settles processes PHP Library Staff
5.00/day 3 minutes
overdue fines (if the payment for University Library
students fail to overdue fines (Ref
return the book on and issues a Books)
[68]
time). provisionary
receipt. 1 peso/
day
(fiction)
Personnel
PHP
10.00/
day
(Ref.
books).
PHP
5.00 per
day
(Fiction).
Student
*5/day
*1/day 5 days & 19
Total:
Personnel minutes
*10/day
*5/day

Type of Transaction: Renewal of Borrowed Books
G2C
Who may avail: Internal Clients (SSU community), External (walk-in Library clients
Validated School I.D. / SSU Employee’s ID University Library and External Campus
Library
Book Card (1 per book to be borrowed) University Library and External Campus
Library
Date Due Slip (1 per book to be borrowed) University Library and External Campus
Library
FEES
CLIENT STEPS TO BE
PAID
1. All Faculty and 1.1 Library Staff None
bona fide SSU collects the 5 minutes Library Staff
University Library
Students fills up the information
request for Renewal through Google
of Borrowed Books Form and the
through our Google numbers provided.
[69]
Form lin; call or text 1.2 The Library None
the following numbers: Staff verifies if
Library Staff
• 0917-303-0515 there is no prior 5 minutes
University Library
(call only) and reservation of the
0967-809-3763 borrowed books.
for Main 1.2.1 If there is a None
Campus; prior reservation,
• 0967-213-6729 the Library Staff
for Paranas denies the request
Campus; for renewal of Library Staff
5 minutes
• (055) 544-2022 borrowed books University Library
or 0916-831- and advises the
0658 for borrower to return
Mercedes the book through
Campus; the Book Drop.
1.2.2 If no prior None
reservation, the
Library Staff
processes the
Library Staff
request for 5 minutes
University Library
renewal of
borrowed books
and notifies the
borrower
3. Reference Service
Reference Services include services in assisting in literature search, locating books and non-
book materials, and referral to other institutions if the resources needed is not available.
Type of Borrowing (Walk-in Clients)
Transaction: G2C
Who may avail: Internal Clients (SSU community), External (walk-in library users
1. Validated Student ID / SSU Employee’s ID University Library and External Campus Libraries
2. Reference Query Form (1 copy) University Library and External Campus Libraries
[70]
3. Referral Letter (1 copy) Accomplished by Student
FEES
CLIENT STEPS TO BE
PAID
1. The client fills up 1. The Library None
the logbook at the Staff provides the Library Staff
1 minute
Control Section. logbook in the University Library
Control Section.
2. Upon entering the 2. The Library None
library, the client Staff issues a
strictly observes Reference Query
health protocols then Form and
asks for Reference interviews library Library Staff
4 minutes
assistance at the clients. University Library
Circulation Section to
know the availability
of the book that they
wish to borrow.
3. The client fills up 3.1 The Library None
Library Staff
the Reference Query Staff collects the 3 minutes
University Library
Form. Reference Query
Form.
Staff checks/ 5 minutes Library Staff
searches the University Library
availability of the
book.
available, the 30 minutes Library Staff
library staff University Library
retrieves the book
from the shelves
and gives it to the
client for
validation.

not available, the
Library Staff
refers the client to Library Staff
5 minutes
the University University Library
Librarian for the
issuance of
Referral Letter.
4. The client presents 4. The Library None Library Staff
2 minutes
their validated school Staff checks the University Library
[71]
I.D. / SSU client’s I.D. and
Employee’s ID and lets the client fills
the book/s to be up the Book Card.
borrowed.
5. The client fills up 5.1 The Library None
2 minutes Library Staff
the Book Card of the Staff checks the
University Library
book/s to be information in the
borrowed. Book Card before
doing the check-
out transaction

Staff does the
check-out
transaction and Library Staff
5 minutes
issues University Library
Transaction
Receipt/ Released
Form.
6. The client claims 6. The Library None
their borrowed Staff releases the
Library Staff
book/s. borrowed book/s 1 minute
University Library
and files the Book
Card.
4. Photocopying Service
Duplication service of print resources in the library to SSU community and walk-in library
users
Office or Division: University Library

Internal Clients (SSU community), External (walk-in library users
Who may avail:
1. Request Form for Photocopy (1 copy)
Libraries
FEES
CLIENT STEPS TO BE
PAID
1. The client fills up 1. The Library None Library Staff
1 minute
the logbook at the Staff provides the University Library
[72]
Control Section. logbook in the
Control Section.
2. Upon entering the 2. Processes the PHP
library, the client photocopying 1.50/
strictly observes request, counts copy
health protocols. the number of
Then, presents the pages and gives
book and number of Issue Slip for Library Staff
15 minutes
pages to be payment. University Library
photocopied to the
Photocopying In-
Charge and fills up the
Photocopy Request
Form.
3. The client pays for 3. The Circulation None
the photocopied Staff issues Library Staff
2 minutes
material. provisional receipt. University Library
4. The client proceeds 4. Releases the None

to the Photocopying photocopied
Library Staff
Section to claim the material. 1 minute
University Library
photocopied material.
PHP
1.50
Total: 20 minutes
per
copy
5. Internet Access
Provide instant access of information superhighway (access of information through online
databases and other authoritative websites).
Office or Division: University Library

Who may avail: Internal Clients (SSU community)

1. Study Load University Library and External Campus
2. Internet Card (1 per student) Libraries
[73]
FEES
TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TIME
BE RESPONSIBLE
PAID
Issuance of Internet 1. The staff from the
Cards Office of the Chief,
1. The client submits a Finance Services None Staff
Study Load to the checks the 1 minute (Office of the
Chief Finance Office to requirement Chief, Finance
get an Internet Card. submitted. Services)
2. The client fills up the None Staff

logbook of Claimed 2. The Chief Finance (Office of the
4 minutes
Internet Card at the Office Staff releases Chief, Finance
Chief Finance Office. the Internet Card. Services)
Use of Internet
Center and
Multimedia Center
3. The IMC In-charge
None IMC In-charge
provides the logbook. (University
3. The client fills up the 1 minute
logbook at the Internet Library)
and Multimedia Center
(IMC)
4. Upon entering the 4. Observing proper None
IMC, the client strictly health protocols, the
observes proper health IMC In-charge assists
protocols. Then the client, checks the IMC In-charge
presents his/her Internet Card and the 2 minutes (University
Internet Card and availability of the Library)
writes his/her time-in in computer. (Note: One
the logbook. computer station apart
must be strictly
followed.)
5. The client logs out 5. The IMC In-charge None
in the logbook at the writes the IMC In-charge
Internet Center accumulated number 2 minutes (University
of hour/s of internet Library)
usage in the Internet
Card of the client.
[74]
Office of the Registrar
[75]
1. Enrollment
This covers from admission, plotting of subjects, encoding, and printing of automated
enrollment form that applies to the six (6) Colleges of the University to ensure that proper
procedure of enrollment for New Freshmen, Transferees, Shifters, Old and Returnee
students for reference, information, and guidance from start of application to issuance of
stamped automated enrollment (an excerpt from the Procedures Manual, Volume II, Page 4
of Enrollment Procedure)
Office or Division: Office of the Registrar

New Students (Undergraduate Students)
G2C
New Students (Undergraduate, Masteral and Doctoral)
Who may avail:
Old Students (Undergraduate, Masteral and Doctoral)
1. Form 138/Report Card Accomplished by student – former school

2. Certificate of Good Moral Character Accomplished by student – former school
3. Medical Certificate SSU Care and Wellness Services
4. Entrance Exam Result Office of the Student Welfare and
Development Services
5. Student Personal Information (SPI) Form Office of the Student Welfare and
6. ID Photo with nametag (1 pc. Passport size Development Services
with white background) Accomplished by student
7. Certificate of Live birth from PSA
(Photocopy) Accomplished by student – PSA
8. Marriage Certificate from PSA (if applicable)
9. Long Expandable Envelope (color according Accomplished by student – PSA
to College)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. College clerk 1.1 Receives None Admin Aide/ Staff
proceeds to the Office forwarded envelopes assigned per
of the Registrar, from the College 15 minutes College
specifically to the Clerks (designated
college counter,
window of their
Office of the
corresponding Registrar)
[76]
colleges. 1.2 Checks the None Admin Aide/ Staff
completeness and assigned per
veracity of the College
15 minutes
submitted credentials/ (designated
college counter,
documents
Office of the
Registrar)
2. Student sends a 2.1 If the lacking None 15 minutes
copy of his/her document cannot be Admin Aide/ Staff
promissory note via acquired within the assigned per
College
SSU-Registrar’s Office day, student is
(designated
Page advised to accomplish college counter,
a Promissory Note Office of the
(SSU-UNREG-FR- Registrar)
028).
2.2 Encoding of None
Student Personal Admin Aide/ Staff
Information (SSU- assigned per
15 minutes College
UNREG-FR-002) into
(designated
the enrolment system college counter,
and Generation of Office of the
Student's ID Registrar)
Numbers.
2.3 Issuance of None –
Admin Aide/ Staff
Plotting Form (SSU- for 1st
issuance
assigned per
UNREG-FR-003) College
(designated
PHP college counter,
15.00 – Office of the
for 2nd 15 minutes Registrar)
issuance
2.4 Forwards plotting None Admin Aide/ Staff
forms to the College/ assigned per
Department Clerks for College
encoding of subjects (designated
college counter,
Office of the
Registrar)
3. Student/ College 3. See complete None
Clerks enrollment form enrollment procedure
is signed by the specified at the Office
Secretary and the of VPAA
Student
Dean before going to 1 hr. and 30
Staff, respective
OSAS for his/her minutes
Colleges
Application for Free
Tuition Fee.
Students/ College
[77]
Clerks then
proceeds to the
Cashier's Office for
Validation.
4. Student/College 4. Assigned staff None
Clerks proceeds to the facilitates the signing Admin Aide/ Staff
Registrar's Office for of enrolment forms by assigned per
College
signature of his/her the University 5 minutes
(designated
enrolment form by the Registrar college counter,
University Registrar Office of the
and stamping Registrar)
ENROLLED
5. Student/College 5. Assigned clerk will None
Clerk receives his/her secure a copy for
copy of the enrolment filing in his/her
form duly signed by the envelope Admin Aide/ Staff
University Registrar assigned per
College
and with stamped 10 minutes
(designated
ENROLLED. This college counter,
signifies that the Office of the
student is now officially Registrar)
enrolled for the
semester.
PHP
15.00
TOTAL: – for 3 hours
2nd
issuance
Graduating
G2C

Who may avail:
1. Student’s Clearance Assessment Office
2. Evaluation of Academic Grades Office of the Registrar
[78]
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student sends a 1. Forwards an None
message thru FB updated evaluation
Page: SSU- form to students via
Registrar’s Office FB Page
(during office hours) Admin Aide/ Staff
Note: Application for assigned per
Note: Messages Evaluation of Grades College
received after office is a different process 1 hour (designated
hours will be college counter,
entertained on the Office of the
next day. Also, Registrar)
messages containing
multiple persons will
automatically be
moved to SPAM.
2. Student proceeds 2. Student is advised None -
to his/her respective to proceed to his/her 1st
College for respective College for Issuance
enrollment. plotting of subjects Admin Aide/ Staff
with the assistance of PHP 5 minutes
assigned per
Student's enrolment his/her enrolling 15.00 - College
form should be signed teacher and then 2nd (designated
by the Secretary and encoding of subjects Issuance college counter,
the Dean before going by the secretary to the Office of the
to OSAS for his/her system Registrar)
Tuition Fee.
3. Student/ College 3. Reviews enrollment None

Clerks proceeds to form and
the Registrar's Office completeness of Admin Aide/ Staff
for signature of signatories: Secretary, assigned per
his/her enrolment the Dean, OSAS clerk, College
5 minutes
form by the University and validated at the (designated
Registrar and Cashier's Office college counter,
stamping ENROLLED before stamping Office of the
“ENROLLED” and Registrar)
signed by the
University Registrar.
4. Student/College 4. Assigned clerk None Admin Aide/ Staff
Clerk receives his/her secures a copy for assigned per
5 minutes
copy of the enrolment filing in his/her College
form duly signed by envelope (designated
the University college counter,
[79]
Registrar and with Office of the
stamped ENROLLED. Registrar)
This signifies that the
student is now
officially enrolled for
the semester.
None -
1st 1 hour, and 15
Issuance minutes
(subject to
TOTAL:
PHP15 queue and
.00 - internet
2nd connectivity)
Issuance

Non-Graduating/Continuing
G2C
Who may avail:
Dean’s Office (encoded by the College
1. Enrollment Form
Clerk)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.1 Student is 1. See complete None Staff
evaluated or enrollment procedure (Respective
processed for specified at the Office college)
enrollment in the of VPAA
College
1.2 Student's Staff and Dean,
enrolment form is 1 hr. and 30 (respective
signed by the minutes colleges)
Secretary and the
Dean before going to Staff
OSAS for his/her (Office of the
Application for Free Student Affairs
Tuition Fee. and Services)
1.3 Student proceeds
Staff, Cashier’s
to the Cashier's Office
Office
for Validation.
2. Student/Assigned 2. Reviews None 5 minutes Admin Aide/ Staff
[80]
Clerk proceeds to the enrollment form and assigned per
Registrar's Office for completeness of College
signature of his/her signatories: (designated
enrolment form by the Secretary, the Dean, college counter,
Office of the
University Registrar OSAS clerk, and
Registrar)
and stamping validated at the
ENROLLED Cashier's Office
before stamping
“ENROLLED” and
signed by the
3. Student receives 3. Assigned clerk None
his/her copy of the secures a copy for
enrolment form duly filing in his/her Admin Aide/ Staff
signed by the envelope. assigned per
University Registrar College
10 minutes
and with stamped (designated
student is now Registrar)
the semester.
1 hr. and 45
TOTAL: None
minutes
[81]
Quitter/Returnee Students
G2C
Who may avail:
1. Accomplished Student’s Clearance Assessment Office

2. Updated Evaluation of Academic Grades Office of the Registrar
3. Re-Admission Slip
Office of the Student Welfare and
4. Student Personal Information (SPI) Form Development Services
5. ID Photo with nametag (1 pc. Passport Office of the Student Welfare and
size with white background) Development Services
6. Expandable Long Envelope (color Accomplished by student
according to College)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Writes on the 1. Cross-checks None
logbook and presents logbook and
accomplished student's clearance if Admin Aide/ Staff
student’s clearance. duly signed by the assigned per
College
authorized 20 minutes
(designated
Note: Student's personnel/ college counter,
Clearance can be signatories. Then Office of the
secured at the requires the student Registrar)
Assessment Office to present evaluation
form.
2. Presents his/her 2. Reviews None -
Admin Aide/ Staff
evaluation form to the presented evaluation 1st assigned per
assigned clerk form Issuance
College
5 minutes
(designated
PHP
college counter,
15.00 - Office of the
2nd Registrar)
Issuance
3. Student waits for 3. If student cannot None
his/her scheduled present his/her
Student/ Quitter/
release date, which is updated evaluation of As scheduled
Returnee
indicated in the Claim grades, he/she is
Stub. advised to apply for
[82]
evaluation of grades
Note: Application for

Evaluation of Grades
is a different process
4. Student proceeds 4. See complete None
to SWDS for re- admission SWDS staff,
6 days, 4 hours,
admission procedures procedures specified and 45 minutes
Office of the
at the Office of the SWDS
SWDS.
5. Presents to the 5. Cross-checks and None
assigned clerk his/her re-evaluate student's Admin Aide/ Staff
Updated evaluation of academic standing assigned per
grades, duly signed College
45 minutes
clearance, and re- (designated
admission slip and college counter,
accomplished Office of the
Student's Personal Registrar)
Information
6. Waits for further 6. Encoding/ None
instructors and updating of the
answers additional student's personal Admin Aide/ Staff
queries if any information in the assigned per
enrolment system College
15 minutes
Note: SWDS is in- (designated
charge to distribute college counter,
the SPI to the Office of the
qualified student Registrar)
before going to the
Registrar's Office
7. Student proceeds 7. Student is advised None - Admin Aide/ Staff
to his/her college for to proceed to his/her 1st assigned per
plotting of subjects respective College Issuance 5 minutes College
for plotting of (designated
subjects with the PHP15. college counter,
assistance of his/her 00 - Office of the
enrolling teacher and 2nd Registrar)
then encoding of Issuance
subjects by the
secretary to the
system
[83]
8. Student's enrolment 8. See complete None
form is signed by the enrollment procedure
College staff
Secretary and the specified at the
Respective
Dean before going to Office of VPAA College
OSAS for his/her
Application for Free 1 hr. and 30
minutes
Tuition Fee.
9. Student proceeds
to the Cashier's Office Staff, Cashiers
for Validation Office
10. Student proceeds 10. Reviews None

to the Registrar's enrollment form and
Office for signature of completeness of
his/her enrollment signatories: Admin Aide/ Staff
form by the University Secretary, the Dean, assigned per
College
Registrar and OSAS clerk, and 5 minutes
(designated
stamping ENROLLED validated at the college counter,
Cashier's Office Office of the
before stamping Registrar)
“ENROLLED” and
signed by the
10 minutes
the semester.
None -
1st
Issuance
7 days (subject to
TOTAL:
PHP queuing)
15.00 -
2nd
Issuance
[84]
Transferee
G2C
Who may avail:
1. Certificate of Eligibility to
Accomplished by student – former school
Transfer/Honorable Dismissal with
Informative Copy of Transcript of Record
(TOR)
2. Certificate of Good Moral Character
Accomplished by student – former school
3. Medical Certificate
Care and Wellness Services
4. Entrance Exam Result
5. Student Personal Information (SPI) Form
6. ID Photo with nametag (1 pc. Passport
size with white background)
7. Certificate of Live birth from PSA
(Photocopy)
Accomplished by student – PSA
8. Marriage Certificate from PSA (if
applicable)
Accomplished by student – PSA
9. Expandable Long Envelope (color
FEES PERSON
PROCESSING
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
TIME
PAID E
1. Presents complete 1. Checks the None Admin Aide/ Staff
requirements; Writes completeness and assigned per
on the logbook, then veracity of the College
15 minutes
waits for the submitted (designated
processing of credentials/ college counter,
documents. documents Office of the
Registrar)
2. Waits for the 2. If there is/are still None
processing of lacking Admin Aide/ Staff
documents requirement/s, assigned per
student is advised to College
15 minutes
comply first the (designated
required credentials/ college counter,
documents to be able Office of the
to proceed to the Registrar)
next step.
[85]
If the lacking
document cannot be
acquired within the
day, student is
advised to
accomplish a
Promissory Note
(SSU-UNREG-FR-
028).
3. Complies lacking 3. Encodes Student None -
documents or Personal Information 1st
accomplishes a (SSU-UNREG-FR- Issuance
promissory note 002) into the
stating the lacking enrolment system PHP
credential/s and its and Generation of 15.00 -
intended date of Student's ID 2nd
submission. Then Numbers. Then, Issuance
waits for further Plotting Form is Admin Aide/ Staff
processing or answers issued (SSU- assigned per
College
additional queries if UNREG-FR-003) and 30 minutes
(designated
any. student is advised to college counter,
proceed to his/her Office of the
Note: SWDS is in- respective college for Registrar)
charge of distributing the plotting of
the SPI to the subjects with the
qualified student assistance of his/her
before going to the enrolling teacher and
Registrar's Office then encoding of
subjects by the
secretary to the
system.
4. Student proceeds 4. See complete None Staff
to his/her college for admission (Respective
plotting of subjects procedures specified College)
at the Office of the
5. Student's enrolment VPAA.
form should be signed
by the Secretary and 1 hour, 30 Staff
the Dean before going minutes (Respective
to SAS for his/her College)
Tuition Fee.
6. Student proceeds Staff
to the Cashier's Office (Cashier's Office)
for Validation
7. Student proceeds 7. Reviews None 5 minutes Admin Aide/ Staff
[86]
to the Registrar's enrollment form and assigned per
Office for signature of completeness of College
his/her enrolment form signatories: (designated
by the University Secretary, the Dean, college counter,
Office of the
Registrar and OSAS clerk, and
Registrar)
stamping ENROLLED validated at the
Cashier's Office
before stamping
“ENROLLED” and
signed by the
10 minutes
the semester.
None -
1st
Issuance 2 hours & 45
minutes
TOTAL:
PHP (subject to
15.00 - queuing)
2nd
Issuance
Shifters
G2C
Who may avail:
1. Application for Shifting (SSU-UNREG-FR- Office of the Registrar
004)
2. Entrance Exam Result Office of the Student Welfare and
[87]
3. Expandable Long Envelope (color Accomplished by student
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requisitioner 1. The in-charge or None
applies for shifting; its counterpart asks
states his/her course for his/her current Admin Aide/ Staff
course. Then, assigned per
College
provides a copy of 2 minutes
(designated
the Request to Shift college counter,
to Another Course/ Office of the
Program (SSU- Registrar)
UNREG-FR-004) to
the requesting client.
2. The requisitioner 2. The in-charge or None
receives the form its counterpart Admin Aide/ Staff
informs the assigned per
College
requisitioner to fill out 5 minutes
(designated
necessary field and college counter,
the process of Office of the
shifting from one Registrar)
course to another
3.1 Requisitioner fills 3. See complete None
out the form admission
3.2 Requisitioner procedures specified
proceeds to his/her at the Office of
respective college for SWDS.
signature and
Staff, Respective
approval of the Dean 6 days, 4 hours,
College
and 30 minutes
3.3 Requisitioner
proceeds to SWDS for
signature and
issuance of Re-
Admission Slip (SSU-
SASWD-FR-005)
4. Requisitioner 4. The University None
proceeds to Registrar signs University
Registrar’s Office for his/her request to Registrar
2 minutes
signature and shift (Office of the
approval of his/her University
request to shift to Registrar)
another course
5. Requisitioner 5.1 The in-charge or None Admin Aide/ Staff
5 minutes
assigned per
[88]
proceeds to his/her its counterpart College
respective college checks the (designated
counter and presents completeness of the college counter,
the approved request information provided Office of the
Registrar)
and other by the requisitioner
requirements
If there is/are lacking
requirements,
student is advised to
comply first the
required credentials/
documents to be able
to proceed to the
next step
5.2 Updating of the None Admin Aide/ Staff
student’s course into assigned per
the enrollment College
10 minutes
system and (designated
Generation of college counter,
Student’s ID Office of the
Numbers Registrar)
Issuance of Plotting None –
Form (SSU-UNREG- 1st
FR-003). Then, Issuance
advises student to Admin Aide/ Staff
proceed to his/her PHP15. 3 minutes
assigned per
respective College 00 – 2nd College
for plotting of Issuance (designated
subjects with the college counter,
assistance of his/her Office of the
enrolling teacher and Registrar)
then secretary
encodes subjects to
the system.
6.1 Student proceeds 6. See complete None Staff
to his/her College for admission (Respective
plotting of subjects procedures specified College)
at the Office of the
6.2 Student’s VPAA Staff
enrollment form 1 hour, and 30 (Respective
should be signed by minutes College)
the Secretary and the
Dean before going to
SAS for his/her
Application for Tuition
Fee
[89]
6.3 Student proceeds
to the Cashier’s Office Staff, Cashier’s
for Validation Office
7. Student proceeds 7. Reviews None

to the Registrar’s enrollment form and
Office for signature of completeness of
his/her enrollment signatories: Admin Aide/ Staff
form by the University Secretary, the Dean, assigned per
College
Registrar and OSAS clerk, and
5 minutes (designated
stamping ENROLLED validated at the college counter,
Cashier's Office Office of the
before stamping Registrar)
“ENROLLED” and
signed by the
enrollment form duly filling in his/her Admin Aide/ Staff
signed by the envelope assigned per
and with stamped 10 minutes (designated
the semester.
None –
1st 6 days, 6
Issuance
hours, and 43
TOTAL: minutes
PHP
(Subject to
15.00 –
queue)
2nd
Issuance
[90]
Adding of Subjects
G2C
Who may avail:
1. Application for Changing/Adding/Dropping
of Subjects (SSU-UNREG-FR-005)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student waits for 1.1 Checks if the None
the approved student is still
schedule for adding of allowed to add Admin Aide/ Staff
subject/s subject/s assigned per
1.2 If the student is College
Student presents to already overloaded, 5 minutes (designated
the assigned clerk he/she is informed by college counter,
his/her enrollment the assigned clerk Office of the
form about the Registrar)
disapproval.
2. Student makes a 2. If the subject to be None

letter-request, duly added will not be
signed by the Dean available in the
and Vice President for succeeding
Academic Affairs and semesters, the Admin Aide/ Staff
present to the student is advised to assigned per
College
University Registrar submit a letter
for approval request to overload, college counter,
noted by the Dean, Office of the
recommended by the Registrar)
Vice President for
Academic Affairs and
approved by the
3. Student makes a 3. If the student is None Admin Aide/ Staff
letter-request, duly graduating, he/she is assigned per
signed by the Dean advised to submit a College
and Vice President for letter request to 5 minutes (designated
college counter,
Academic Affairs and overload, noted by
Office of the
present to the the Dean, Registrar)
[91]
University Registrar recommended by the
for approval Vice President for
Academic Affairs and
approved by the
4. Student waits for 4.1 Issuance of None Admin Aide/ Staff
further processing/ Adding/Changing/Dro 5 minutes
assigned per
instructions pping Form (SSU- College
UNREG-FR-005), (designated
and if applicable, college counter,
requires the student Office of the
to present the Registrar)
approved letter-
request to overload.
4.2 Assigned clerk None Admin Aide/ Staff

inputs/ writes the assigned per
subject/s to be added College
and advises the (designated
college counter,
student to make sure
Office of the
that all needed 5 minutes Registrar)
input/signatories are
complete before
going back to the
Registrar's Office for
submission.

to his/her respective admission
Staff
College for encoding procedures 1 hour and 30
(Respective
in the system. specified at the minutes
College)
Office of the
VPAA
6. Student submits the 6. Reviews None
form at the Registrar’s enrollment form
Office and waits for and
his/her copy. completeness of Admin Aide/ Staff
signatories: assigned per
College
Secretary, the
(designated
Dean, OSAS 5 minutes
college counter,
clerk, and Office of the
validated at the Registrar)
Cashier's Office
before stamping
“ENROLLED” and
signed by the
[92]
University
Registrar.
2 hours
TOTAL: None (subject to
queue)

Changing of Subjects
G2C
Who may avail:
1. Application for Changing/Adding/Dropping
of Subjects (SSU-UNREG-FR-005)
FEES PERSON
PROCESSING
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
TIME
PAID E
1. Student waits for 1.1 Checks if the None Admin Aide/ Staff
the approved student is still assigned per
schedule for changing allowed to change College
5 minutes
of subject/s subject/s (designated
college counter,
Office of the
Student presents Registrar)
to the assigned
1.2 Issuance of None
clerk his/her
Adding/ Changing/
enrolment form Admin Aide/ Staff
Dropping Form
(SSU-UNREG-FR- assigned per
005), and if College
applicable, requires 5 minutes (designated
college counter,
the student to
Office of the
present the approved Registrar)
letter-request to
overload.
[93]
1.3 Assigned clerk
inputs/ writes the
subject/s to be
changed and advises
the student to make
sure that all needed
input/ signatories are
complete before
going back to the
submission.
to his/her respective admission Staff
1 hour and 30
College for encoding procedures as minutes
(Respective
in the system. specified at the College)
Office of the VPAA.
3. Student submits the 3. Assigned clerk None
form at the Registrar's makes sure that all
Office and waits for signatories and
his/her copy. needed input are
complete before Admin Aide/ Staff
5 minutes
accepting the assigned per
College
accomplished form. If
(designated
found to be college counter,
complete, clerk Office of the
releases the Registrar)
student's copy and
file the Office's copy
at the student's
envelope
1 hour and 45
minutes
TOTAL: None
(subject to
queue)
[94]
Dropping of Subjects
G2C
Who may avail:
Application for Changing/Adding/Dropping of
Subjects (SSU-UNREG-FR-005)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student waits for 1. Gives logbook to None Admin Aide/ Staff
the approved client for monitoring assigned per
schedule for dropping purposes (applicable College
5 minutes
of subject/s only for students who (designated
college counter,
wished to drop all
Office of the
subjects) Registrar)
2. Student presents to 2.1 Issuance of None

the assigned clerk Adding/Changing/Dro
his/her enrolment form pping Form (SSU-
UNREG-FR-005),
and if applicable,
requires the student
to present the
approved letter-
request to overload.
Admin Aide/ Staff
assigned per
5 minutes College
2.2 Assigned clerk (designated
will inputs/ writes the college counter,
subject/s to be Office of the
dropped and advises Registrar)
the student to make
sure that all needed
input/signatories is
complete before
going back to the
submission.
[95]
3. Student proceeds to 3. See complete None
his/her respective admission Staff
1 hour and 30
College for encoding procedures as (Respective
minutes
in the system specified at the College)
Office of the VPAA.
4. Student submits the 4. Assigned clerk None
form at the Registrar's makes sure that all
Office and wait for signatories and
his/her copy needed input are
complete before Admin Aide/ Staff
accepting the assigned per
5 minutes College
accomplished form. If
(designated
found to be college counter,
complete, clerk Office of the
releases the Registrar)
student's copy and
file the Office's copy
at the student's
envelope.
1 hour, and 45
minutes
TOTAL: None
(subject to
queue)

Cross Enroll
G2C
Who may avail:
Application for Cross Enroll (SSU-UNREG-
FR-006) Office of the Registrar
FEES
CLIENT STEPS AGENCY ACTIONS
BE TIME RESPONSIBLE
PAID
1. Requisitioner 1. In-charge pulls out None Admin Aide/ Staff
applies to cross-enroll the file of the student assigned per
15 minutes
to another institution to make sure the College
or another remaining subject to (designated
college counter,
[96]
college/department in be cross-enrolled Office of the
SSU. and gives it to the Registrar)
university registrar
for evaluation of University
subject. Registrar
2. Requisitioner enters 2. The in-charge None Admin Aide/ Staff

the office of the provides a copy of assigned per
University Registrar to the Application for College
undergo evaluation of Cross Enroll (SSU- 1 minute (designated
college counter,
remaining subject. UNREG-FR-006) to
Office of the
the requesting body Registrar)
3. Student listens to 3. The in-charge None

the instructions of the instructs him/her to
designated Registrar get the availability Admin Aide/ Staff
staff schedule of his/her assigned per
subject/s chosen and College
makes sure to 3 minutes (designated
approved by the college counter,
Dean, noted by Office of the
university registrar, Registrar)
and approved by
Vice president for
Academic Affairs.
4. Requisitioner goes 4. See complete Non
to his/her chosen admission
institution or procedures as Staff
1 hour and 30
college/department in specified at the (Respective
minutes
SSU for processing Office of the VPAA. College)
and further
instructions.
5. Requisitioner goes 5. The in-charge None Admin Aide/ Staff
back to the Registrar's double checks the assigned per
Office to give the form and prints the College
signed and completed Permit to (designated
3 minutes college counter,
form Study/Cross Enroll
Office of the
which is addressed Registrar)
to the chosen
Institution for
admission purposes
6. Waits for 6. If the requisitioner None Admin Aide/ Staff
processing and wishes to cross assigned per
instructions enroll in another 3 minutes College
college/ department (designated
college counter,
inside the university,
Office of the
[97]
he/she will give an Registrar)
Adding Form to use
for Admission in
Another
College/Department
in SSU
Follows process for

the Adding of
Subject
1 hour and 55
TOTAL: None minutes (subject
to queue)
2. Issuance of Academic Credentials

This procedure covers procedures from the application for issuance of the academic
credentials like Certifications, Diploma, Evaluation of Grades, Report of Ratings, TOR, and
Transfer Credentials to preparation and releasing to clienteles of the university to provide
access to clientele who may want to request for their academic credentials for various
purposes within the bounds of its inherent authority. This will also serve to systematize the
releasing of records and shall be done on a first come – first serve basis as per date of
application.

Evaluation (Graduate and Undergraduate Level)
G2C
Who may avail: Students, Walk-in Clients/Applicants, Alumni
Application for Issuances of Academic
Credentials (SSU-UNREG-FR-007)
1. Student’s Clearance
2. Notarized authorization letter or Special
Assessment Office
Power of Attorney if claimant is not
personal.
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requisitioner sends 1. An “instant None 1 hour Staff/Page
a message thru FB message” (an (adjusted due to Administrator
unstable internet (Office of the
[98]
Page: SSU- automated response) connection and Registrar)
Registrar’s Office is sent to the other technical
(during office hours) requisitioner which concerns)
contains Google
Note: Messages Form (SSU-UNREG-
receive after office FR-007) and link to
hours will be the other page.
entertained on the
next business day.
Also, messages
transacting multiple
persons at the same
time will automatically
be moved to SPAM.
2. Fills out Google 2.1 Reads the None
Form (SSU-UNREG- “Summary” of
FR-007), and then requests. First come,
waits for further first serve basis.
processing and
instructions. 2.2 The scheduled Staff/Page
page administrator or Administrator
its counterpart checks (Office of the
the completeness of Registrar)
the sent form.
2.3 The scheduled

page administrator or
6 days and 6
its counterpart hours
encodes the received
requests to the
Shared Monitoring
Sheet for monitoring
purposes.
2.4 In-charge checks Admin Aide/ Staff

the Monitoring Sheet assigned per
for requests that College
corresponds to their (designated
college counter,
assigned area.
Office of the
Registrar)
[99]
2.5 In-charge pulls
out the student's
envelope and start
processing (updating,
encoding, checking,
and validating and
approval) the
requested credential.
2.6 The in-charge

then records the
received validated
and approved
credentials for
monitoring and filing
purposes
3. Requisitioner 3.1 The in-charge None

ACKNOWLEDGES the sends the scanned
sent scanned copy of copy of the
the Evaluation of Evaluation of Grades
Grades. to the requisitioner.
Admin Aide/ Staff
3.2 If there is a assigned per
1 hour College
lacking grade, the in-
(adjusted due to (designated
charge informs the college counter,
unstable internet
student that lacking connection and Office of the
grades can be other technical Registrar)
followed-up/inquired concerns)
at the student’s
Respective College
2.1 The in charge
returns the
envelope of the
requisitioner on
file.
TOTAL: None 7 days
[100]
Transcript of Records (TOR)
G2C
1. Application for Issuances of Academic
Credentials (SSU-UNREG-FR-007) Office of the Registrar
3. 1 pc. Passport Size ID Picture with Assessment Office
nametag (in corporate attire) Accomplished by student
4. Long expandable envelope (color
according to college) or long brown Accomplished by student
envelope
Power of Attorney if claimant is not Accomplished by student
personal.
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requisitioner sends 1. An “instant None
a message thru FB message” (an
Page: SSU- automated response)
Registrar’s Office is sent to the
(during office hours) requisitioner which
contains Google 1 hour
Note: Messages Form (SSU-UNREG- (adjusted due to Staff/Page
received after office FR-007) and link to unstable internet Administrator
hours will be the other page. connection and (Office of the
entertained on the other technical Registrar)
concerns)
next business day.
Also, messages
transacting multiple
persons at the same
be moved to SPAM.
2. Fills out Google 2.1 Reads the None 3 hours
Staff/Page
Administrator
FR-007), and then request. First come, (Office of the
waits for further first serve basis. Registrar)
processing and
[101]
instructions. 2.2 The scheduled
its counterpart
checks the
completeness of the
sent form.
2.3 The scheduled
its counterpart
requests to the
Shared Monitoring
purposes
2.4 The in-charge
checks the
Monitoring Sheet for
requests that
corresponds to their
assigned area.
2.5 The in charge

pulls out the file of Admin Aide/ Staff
the student for assigned per
validation purposes College
(designated
2.6 In-charge cross- college counter,
checks the Office of the
completeness of Registrar)
his/her records on
file.
2.7 If credentials on
file are complete, the
in-charge or its
counterpart proceeds
to the processing of
TOR
3. Requisitioner sends 3. If, upon further None Admin Aide/ Staff

an ACKNOWLEDGMENT evaluation and assigned per
as proof that he/she verification, it is College
has received a copy of found out that there (designated
college counter,
the actions taken and are still lacking 5 minutes
Office of the
fully understands all credentials as Registrar)
the contents stated promised during
therein. enrollment period,
the in-charge informs
[102]
the requisitioner
about the result of
the evaluation and is
asked to comply first.
A FEEDBACK is sent
to the requisitioner to
inform him/her about
the lacking
credentials.
Note: Processing of
application will
commence ONLY
upon receipt of all
lacking credential(s)/
Document (s).
4. Requisitioner sends 4.1 In-charge sets an TOR

a confirmation appointment; notifies Fee:
the requisitioner (if PHP
not personal) to 80.00
prepare a Notarized per Admin Aide/ Staff
Authorization Letter page assigned per
or Special Power of College
Attorney, as per PHP (designated
compliance with Data 30.00 college counter,
Privacy Law) docum Office of the
entary Registrar)
Note: Appointment stamp
will be forfeited once 14 days
the requisitioner does
not come on the
appointment date
and time and will be
rescheduled after 5
business days.
Appointment is also
NON-
TRANSFERABLE.
4.2 The in-charge
starts to process and
encodes the
requested credential
[103]
4.3 Printed TOR is
forwarded to the next Registrar II
level for checking (Office of the
and validation Registrar)
4.4 Checked TOR is

forwarded to the next University
level for approval by Registrar
the University (Office of the
Registrar Registrar)
4.5 Approved TOR is Releasing In

then forwarded to the charge/
Releasing in-charge Administrative
Aide
(Office of the
Registrar)
4.6 The Releasing in
charge then records Releasing In
the received charge/
validated and Administrative
approved credentials Aide
for monitoring and (Office of the
filing purposes Registrar)
5. On appointment 5.1 Releasing in- None

date, requisitioner charge checks the
proceeds to the Office monitoring sheet for
of the Registrar to do validation and pulls
the following: out the file of the
• Signs the requisitioner
printed Google Releasing In
Form (SSU- 5.2 Releasing in- charge/
UNREG-FR- charge writes down Administrative
15 minutes
007); information of the Aide
• Submits Requisitioner in the (Office of the
necessary Releasing Form and Registrar)
requirements; Logbook
and
• Processes
payments in
Cashiers
Office.
6. Receives the 6. Releasing in None Releasing In
requested credentials charge asks the charge/
5 minutes
Requisitioner to fill Administrative
out the release form Aide
[104]
and logbook and (Office of the
receive the Registrar)
requested credentials
TOR
Fee:
PHP
80.00
per
page 14 days, 4
TOTAL: hours, and 25
PHP minutes
30.00
docum
entary
stamp

Type of Diploma
Transaction: G2C

2. 2 pieces’ documentary stamp
3. Notarized authorization letter or Special Office of the Registrar
personal Accomplished by student – BIR/ Post Office
4. Student’s Clearance Accomplished by student
5. Affidavit of Loss if 2nd Issuance
6. Written Request Letter if 2nd Issuance
7. Payment of PHP100.00 – undergrad level Assessment Office
if 2nd Issuance
8. Payment of PHP150.00 – graduate level if
2nd Issuance
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requisitioner 1. An “instant None 1 hour Staff/Page
sends a message message” (an (adjusted due to Administrator
[105]
thru FB Page: SSU- automated response) unstable internet (Office of the
Registrar’s Office is sent to the connection and Registrar)
other technical
(during office hours) requisitioner which concerns)
contains Google Form
Note: Messages (SSU-UNREG-FR-
received after office 007) and link to the
hours will be other page.
entertained on the
next business day.
Also, messages
containing multiple
persons at the same
time will
automatically be
moved to SPAM.
2. Fills out the 2.1 Reads the None

Google Form (SSU- “Summary” of request.
UNREG-FR-007) First come, first serve
and waits for basis.
processing and 2.2 The scheduled
instructions. page administrator or
its counterpart checks Staff/Page
the completeness of Administrator
the sent form (Office of the
3 hours Registrar)
2.3 The scheduled
its counterpart
requests to the Shared
monitoring purposes
2.4 The in-charge
checks the Monitoring Admin Aide/ Staff
Sheet for requests that assigned per
corresponds to their College
assigned area (designated
college counter,
2.5 The in-charge pulls Office of the
out the file of the Registrar)
student file of the
student for validation
purposes
3. Requisitioner 3. If during the None Admin Aide/ Staff
provides two (2) validation of his/her 10 minutes assigned per
College
[106]
pieces documentary record it is found that (designated
stamp the requisitioner has college counter,
not claimed his/her Office of the
diploma, the file of Registrar)
his/her diploma is
pulled out and is
released to the
requisitioner.
4. Requisitioner 4.1 If it is found during PHP
processes the the validation of 100.00
needed his/her record that the
requirements for requisitioner claimed
his/her request. his/her diploma before,
Sends a photo to the the in-charge sends a
SSU-Registrar’s “FEEDBACK”
Office Page informing the
requisitioner along
with the pertinent Admin Aide/ Staff
requirements like assigned per
affidavit and request College
(designated
letter. And encourages
college counter,
the requisitioner to Office of the
comply with all the Registrar)
6 days
necessary documents (subject to change
and send a photo of depending on the
the accomplished availability of the
requirements which signatories)
serves as confirmation
that he/she is willing to
continue with his
request before
proceeding to the
office on his/her
appointment date and
time.
4.2 The in-charge will Admin Aide/ Staff
encode, print, and assigned per
process the requested College
credential for (designated
college counter,
signature.
Office of the
Registrar)
5. Requisitioner 5. In-charge sets an None Admin Aide/ Staff
sends a confirmation appointment; notifies assigned per
the requisitioner (if not College
5 minutes
personal) to prepare a (designated
college counter,
Notarized
Office of the
[107]
Authorization Letter or Registrar)
Special Power of
Attorney, as per
compliance with Data
Privacy Law
Note:
Appointment will be
forfeited once the
requisitioner does not
come on the
time and will be
rescheduled after five
(5) business days.
Appointment is also
NON-
TRANSFERABLE.
6. On appointment 6. The in charge None
date, requisitioner checks the
proceeds to the completeness of the
office to do the submitted required
following: requirements and/or
• Sign the documents, if any. Admin Aide/ Staff
printed assigned per
Google Form College
(SSU- (designated
15 minutes
UNREG-FR- college counter,
007); Office of the
• submit Registrar)
necessary
requirements;
and
• process
payments in
Cashier’s
Office
7. Receives the 7. In-charge asks the None Admin Aide/ Staff
requested requisitioner to fill out assigned per
credentials the release form or its College
5 minutes
equivalent. (designated
college counter,
Office of the
Registrar)
PHP
TOTAL: 7 days
100.00
[108]
Certification
G2C
Certifications (GOOD MORAL, GWA,
ACADEMIC STANDING, NON-ISSUANCE
OF SPECIAL ORDER, and others)
Credentials (SSU-UNREG-FR-007) Office of the Registrar
2. Enrollment/Registration Form
3. Student’s Clearance Office of the Registrar
4. Notarized authorization letter or Special Assessment Office
Power of Attorney if claimant is not Accomplished by student
personal
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
will contain Google 1 hour
Note: Messages Form (SSU-UNREG- (adjusted due to
unstable internet Staff/Page
received after office FR-007) and link to
connection and Administrator
hours will be the other page. other technical (Office of the
entertained on the concerns) Registrar)
next business day.
Also, messages
containing multiple
persons at the same
be moved to SPAM.
2. Fills out Google 2.1 Reads the None 30 minutes Staff/Page

Form (SSU-UNREG- “Summary” of Administrator
FR-007) and waits for request. First come, (Office of the
processing and first serve basis. Registrar)
instructions.
[109]
2.2 The scheduled
its counterpart
checks the
completeness of the
sent form.
2.3 The scheduled

its counterpart
requests to the
Shared Monitoring
purposes.
2.4 The in charge Admin Aide/ Staff

checks the assigned per
Monitoring Sheet for College
requests that (designated
corresponds to their college counter,
assigned area. Office of the
Registrar)
3. Requisitioner sends 3. The in-charge sets None
a confirmation an appointment;
notifies the
requisitioner about
the requirements;
and also notifies the
requisitioner (if not
personal) to prepare Admin Aide/ Staff
a Notarized assigned per
Authorization Letter College
or Special Power of (designated
Attorney, as per 6 days college counter,
compliance with Data Office of the
Privacy Law. Registrar)
Note:
Appointment will be
forfeited once the
come on the
appointment date
and time and will be
rescheduled after 5
[110]
business days.
Appointment is also
NON-
TRANSFERABLE.
4. On appointment 4. The in-charge PHP
date, the requisitioner starts processing 50.00
proceeds to the office (encoding, checking, Certifica
to do the following: and validating and tion Fee
• Sign printed approval) the
Google Form requested credential PHP Admin Aide/ Staff
(SSU-UNREG- 30.00 assigned per
Docume College
FR-007) ntary 30 minutes (designated
• submit Stamp college counter,
necessary Office of the
requirements; Registrar)
and
• process
payments in
Cashier’s
Office
5. Waits for 5. Requested None
University
processing and further credential is then
Registrar
instructions forwarded to the next 15 minutes
(Office of the
level for signature/ Registrar)
approval
6. Requisitioner 6. In-charge seals None Admin Aide/ Staff
receives his/her the credential, and assigned per
requested credential. then writes College
information of the 10 minutes (designated
Requisitioner in the college counter,
Releasing Form Office of the
and/or Logbook. Registrar)
PHP
50.00
Certifica
tion Fee
6 days, 2
TOTAL: hours, and 25
PHP minutes
30.00
Docume
ntary
Stamp
[111]
CAV
G2C
Certification, Authentication and Verification
(CAV)
2. Three (3) photocopies of TOR and
Diploma
3. Long brown envelope
personal
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
Page: SSU-Registrar’s automated
Office (during office response) is sent to
hours) the requisitioner
which contains 1 hour
Note: Messages Google Form (SSU- (adjusted due to Staff/Page
unstable internet
received after office UNREG-FR-007) Administrator
connection and
hours will be and link to the other other technical
(Office of the
entertained on the next page. concerns) Registrar)
business day. Also,
messages containing
multiple persons at the
same time will
automatically be
moved to SPAM.
2. Fill out Google Form 2.1 Reads the None
(SSU-UNREG-FR-007) “Summary” of Staff/Page
Administrator
and waits for request. First come, 30 minutes (Office of the
instructions
[112]
2.2 The scheduled
page administrator
or its counterpart
checks the
completeness of the
sent form.
2.3 The scheduled

page administrator
or its counterpart
encodes the
received requests to
the Shared
monitoring
purposes.
2.4 The in-charge
checks the Staff
Monitoring Sheet for (Office of the
requests that Registrar)
assigned area.
3. Requisitioner sends 3. A feedback is None

an ACKNOWLEDGMENT sent to the
as proof that he/she requisitioner to Staff
has received a copy of inform the (Office of the
5 minutes
the actions taken and requisitioner about Registrar)
fully understands all the necessary
the contents stated requirements.
therein.
4. Requisitioner sends 4. In-charge sets an None
a confirmation. appointment; notifies
the requisitioner (if
not personal) to
prepare a Notarized
Authorization Letter
or Special Power of
Staff
Attorney, as per
compliance with Registrar)
Data Privacy Law.
Note: Appointment
will be forfeited once
the requisitioner
does not come on
the appointment
[113]
date and time and
will be rescheduled
after 5 business
days. Appointment
is also NON-
TRANSFERABLE.
5. On appointment 5. The in-charge CAV
date, requisitioner receives all the fee:
proceeds to the office requisitioner’s PHP
to do the following: requirement. 80.00
• Sign the Google
Form (SSU- Certifica
UNREG-FR- tion fee:
007); PHP
• Submit 50.00
Staff
necessary (Office of the
requirements; Doc. 3 minutes
Registrar)
and Stamp:
• Process PHP
payments in 60.00
Cashier’s Office (2 pcs)
Authenti
cation
fee:
PHP10.
00 per
page
6. Waits for processing 6. If the necessary None
and instructions requirements are
completed, the in Staff
charge then informs/ 15 minutes (Office of the
orients the Registrar)
requisitioner about
the process
7. Complies lacking 7.1 If not completed, 6 days
requirements the requisitioner will (subject to
be asked to comply Staff
change
(Office of the
lacking requirements depending on
Registrar)
within the day the availability of
the signatories)
[114]
7.2 The in-charge
encodes his/her
CAV and processes
it to be signed by the
processing clerk,
university registrar,
and university
president.
8. Sends confirmation 8. In-charge sets None Karen M.

another appointment Abarratigue,
10 minutes
(Office of the
Registrar)
9. Receives his/her 9. In-charge writes None
request. down information of
Karen M.
the requisitioner in
5 minutes Abarratigue,
the Logbook and (Office of the
asks the Registrar)
requisitioner to
receive his/her CAV.
CAV fee:
PHP
80.00
Certificati
on fee:
PHP
50.00
Doc.
Stamp: 6 days, 2 hours,
TOTAL: and 10 minutes
PHP
60.00 (2
pcs)
Authentic
ation fee:
PHP
10.00
per
page
[115]
Transfer Credentials (Honorable Dismissal/Certificate of Good
Type of Transaction: Moral
G2C
Assessment Office
3. ID Photo with nametag (1 pc. passport
size with white background)
4. Expandable envelope (color per college)
5. Form 137
personal
FEES
PROCESSING PERSON
PAID
Page: SSU-Registrar’s automated
Office (during office response) is sent to
hours) the requisitioner
which contains 1 hour
Note: Messages Google Form (SSU- (adjusted due to
Staff/Page
received after office UNREG-FR-007) unstable internet
Administrator
hours will be and link to the other connection and
(Office of the
entertained on the next page. other technical
Registrar)
business day. Also, concerns)
messages transacting
multiple persons at the
same time will
automatically be
moved to SPAM.
2. Fills out Google 2.1 Reads the None 1 hour

Staff/Page
Administrator
FR-007) and waits for request. First come, (Office of the
[116]
instructions 2.2 The scheduled
page administrator
or its counterpart
checks the
completeness of the
sent form.
2.3 The scheduled

page administrator
or its counterpart
encodes the
received requests to
the Shared
monitoring purposes
2.4 The in-charge
checks the
requests that
assigned area.
2.5 The in-charge

pulls out the file of Admin Aide/ Staff
the student for assigned per
validation purposes College
(designated
2.6 In-charge cross- college counter,
checks the Office of the
completeness of Registrar)
his/her records on
file.
2.7 If credentials on
file are complete,
the in-charge or its
counterpart
proceeds to the next
step
3. Requisitioner sends 3. If, upon further None
an ACKNOWLEDGMENT evaluation and Admin Aide/ Staff
as proof that he/she verification, it is assigned per
College
has received a copy of found that there are
(designated
the actions taken and still lacking 10 minutes
college counter,
fully understands all credentials as Office of the
the contents stated promised during Registrar)
therein. enrollment period,
the in-charge
[117]
informs the
requisitioner about
the result of the
evaluation and will
be asked to comply
first. A FEEDBACK
is sent to the
requisitioner to
inform him/her about
the lacking
credentials.
Note: Processing of
application will
commence ONLY
upon receipt of all
lacking credential(s)/
document(s).
4. Requisitioner sends 4.1 In-charge will set TOR 16 days
a confirmation an appointment; Fee:
notifies the PHP
requisitioner (if not 80.00
personal) to prepare per
a Notarized page Admin Aide/ Staff
Authorization Letter assigned per
or Special Power of PHP College
Attorney, as per 90.00 (designated
compliance with docume college counter,
Office of the
Data Privacy Law. ntary
Registrar)
stamp
Note: Appointment
will be forfeited once PHP
the requisitioner 50.00
does not come on Certific
the appointment ation
date and time and Fee
will be rescheduled
after 5 business
days. Appointment
is also NON-
TRANSFERABLE.
4.2 The in-charge
starts to process
and encodes the
requested credential
[118]
4.3 Printed TOR is
forwarded to the Registrar II
next level for (Office of the
checking and Registrar)
validation
4.4 Checked TOR is
forwarded to the University
next level for Registrar
approval by the (Office of the
University Registrar Registrar)
4.5 Approved TOR Releasing In

is forwarded to the charge/
Releasing in-charge Administrative
Aide
(Office of the
Registrar)
4.6 The Releasing
in-charge then Releasing In
records the received charge/
validated and Administrative
approved Aide
credentials for (Office of the
monitoring and filing Registrar)
purposes
5. On appointment 5.1 Releasing in- None

date, requisitioner charge checks the
proceeds to the office monitoring sheet for
to do the following: validation and pull 15 minutes
• Sign the printed out the file of the
Google Form requisitioner Releasing In
(SSU-UNREG- charge/
FR-007); 5.2 Releasing in- Administrative
• submit charge writes down Aide
necessary information of the (Office of the
requirements; Requisitioner in the Registrar)
5 minutes
and Releasing Form and
• process Logbook
payments in
Cashiers Office.
6. Receives the 6. Releasing in- None Releasing In

requested credentials charge asks the charge/
5 minutes
Requisitioner to fill Administrative
out the release form Aide
[119]
receives the first set Registrar)
of his/her requested
credentials
7. Listen for further 7. Releasing in- None Releasing In
instructions charge instructs the charge/
requisitioner of the Administrative
5 minutes
next process Aide
(Office of the
Registrar)
8.1 Student proceeds 8.1 Reviews and None
to the Office of the Vice affixes signature.
VP-SAS/ Staff
President for Student
15 minutes OSAS
Welfare and Services (OSAS)
for signature.
8.2 Student proceeds 8.2 N/A N/A

to his/her chosen
school for signature of N/A N/A
his/her return slip
9. Student sends back 9.1 In-charge cross- None
the Return Slip checks the student’s
permanent record
and informs the
requisitioner if there
are lacking or in-
progress grade.
Releasing In
9.2 If the Student charge/
3 days and 20
Permanent Record minutes
Administrative
is found to be Aide IV
complete or with no (Office of the
lacking or in- Registrar)
progress grades, in-
charge then issues
another
APPOINTMENT
which states the
date upon receipt of
the Return Slip and
the scheduled
release.
[120]
9.3 The in-charge
starts processing
(encoding, checking,
and validating and
approval) the
requested
credential.
9.5 The releasing in-

charge then records
the received
validated and
approved
credentials for
monitoring and filing
purposes
10. Receives 10. Releasing in- None Releasing in

requested credential. charge writes down charge/
the information of 5 minutes Administrative
the Requisitioner in Aide
the Releasing Form (Office of the
and Logbook Registrar)
TOR
Fee:
PHP
80.00
per
page
PHP 19 days, 3
TOTAL: 90.00 hours, and 20
docume minutes
ntary
stamp
PHP
50.00
Certifica
tion Fee
[121]
Report Card
G2C
1. Logbook Office of the Registrar
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requisitioner will 1.1 An “instant None
send a message thru message’ (an
FB Page: SSU- automated response)
will contain Google
Note: Messages Form (SSU-UNREG-
received after office FR-007) and link to Staff/Page
hours will be the other page. Administrator
3 days
(Office of the
entertained on the 1.2 Reads the Registrar)
next business day. “Summary” of
Also, messages request. First come,
containing multiple first serve.
persons will 1.3 Sends a copy of
automatically be report card via SSU-
moved to SPAM. Registrar’s Office
Page.
2. Reads the sent
report card. Student
TOTAL: None 3 days
[122]
Form 137 “Copy for”
G2C
Form 137 “Copy for” Office of the Registrar (Present school of the
1. Request for Form 137 requisitioner)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
a message thru FB message’ (an
(during office hours). requisitioner which
Attaching a photo of contains Google
the request Form (SSU-UNREG- 1 hour
FR-007) and link to (adjusted due to Staff/Page
unstable internet
Note: Messages the other page. Administrator
connection and
received after office other technical (Office of the
hours will be concerns) Registrar)
entertained on the
next business day.
Also, messages
containing multiple
persons will
automatically be
moved to SPAM.
2. Fills out Google 2.1 Reads the None 1 hour
FR-007) and waits for request. First come,
processing and first serve. Scheduled Page
instructions 2.2 The scheduled Administrator
page administrator or (Office of the
its counterpart Registrar)
checks the
completeness of the
sent form.
[123]
2.3 The scheduled
its counterpart
requests to the
Shared Monitoring
purposes
2.4 The in-charge
checks the
Monitoring Sheet
2.5 The in-charge
checks the Master
Staff
list for validation
(Office of the
purposes Registrar)
2.6 If the
requisitioner matched
with the record-on-
file, proceeds to the
next step.
3. Sends confirmation 3.1 If the name of the None
match with the
record-on-file, a
FEEDBACK is sent
to the requisitioner 6 days and 4
for further validation hours
Staff
coming from the
(Office of the
requesting party. Registrar)
3.2 The in-charge or
its counterpart pulls
out the file of the
student and starts to
process and encode
the requested
credential.
3.3 Encoded Form

137 is forwarded to University
the next level for Registrar
University Registrar. Registrar)
[124]
3.4 Approved Form
137 is forwarded to Releasing In
the releasing in charge/Administra
charge tive Aide
(Office of the
Registrar)
4. Sends confirmation 4. In charge or its None

counterpart sets an
appointment.
Note: Appointment
Staff
(Office of the
not come on the 5 minutes
Registrar)
appointment date
and time will be
rescheduled after 5
business days.
Appointment is also
NON-
TRANSFERABLE.
5. Requisitioner fills 5. Releasing in None
out the release form charge asks the
and logbook for record Requisitioner to fill Releasing In
charge/Administra
purposes out the release form
10 minutes tive Aide
receives the Registrar)
requested
credentials.
6 days, 6
TOTAL: None hours, and 15
minutes

Type of Form 137 (Other purposes)
Transaction: G2C
Form 137 (Other purposes)
1. Request Letter Accomplished by student
2. Payment/Official Receipt: Cashier’s Office
[125]
(PHP50.00 – Form 137 Fee;
PHP30.00 – Documentary Stamp)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requisitioner will 1. An “instant None
send a message thru message’ (an
FB Page: SSU- automated response)
(during office hours). requisitioner which
Attaching a photo of contains Google
the request Form (SSU-UNREG- 1 hour
FR-007) and link to (adjusted due to
Staff/Page
unstable internet
Note: Messages the other page. Administrator
connection and
received after office (Office of the
other technical
hours will be Registrar)
concerns)
entertained on the
next business day.
Also, messages
containing multiple
persons will
automatically be
moved to SPAM.
2. Fills out Google 2.1 Reads the None
FR-007) and waits for request. First come,
processing and first serve.
instructions 2.2 The scheduled
its counterpart
checks the
completeness of the
Staff/Page
sent form.
Administrator
2.3 The scheduled 1 hour
(Office of the
page administrator or Registrar)
its counterpart
requests to the
Shared Monitoring
purposes
2.4 The in-charge
checks the
Monitoring Sheet
[126]
2.5 The in-charge
checks the Master list
for validation
purposes
2.6 If the requisitioner
matched with the
record-on-file,
proceeds to the next
step.
3. Sends confirmation 3.1 If the name of the None
match with the
record-on-file, a
FEEDBACK is also
sent to the
requisitioner for 6 days, 4 hours
further validation
Staff
coming from the
(Office of the
requesting party.
Registrar)
3.2 The in-charge or
its counterpart pulls
out the file of the
student and starts to
process and encode
the requested
credential.
3.3 Encoded Form

137 is forwarded to University
the next level for Registrar
University Registrar. Registrar)
3.4 Approved Form Releasing In

137 will be forwarded charge/Administra
to the releasing in tive Aide
charge (Office of the
Registrar)
4. Sends confirmation 4. In charge or its None
counterpart sets an
appointment. Staff
(Office of the
5 minutes
Note: Appointment Registrar)
not come on the
[127]
time will be
rescheduled after 5
business days.
Appointment is also
NON-
TRANSFERABLE.
5. Requisitioner fills 5. Releasing in None
out the release form charge asks the Releasing in
and logbook for Requisitioner to fill charge/Administra
record purposes out the release form 10 minutes tive Aide
receive the requested Registrar)
credentials
6 days, 6
TOTAL: None hours, 15
minutes

Type of ID Validation
Transaction: G2C
1. School ID Accomplished by student
2. Enrollment Form Department/College
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student requests 1.1 In charge will ask None 15 minutes Admin Aide/ Staff
for ID Validation, then for complete assigned per
waits for processing requirements of the College
and instructions student. (designated
1.2 In-charge college counter,
forwards the ID to the Office of the
University Registrar Registrar)
for validation.
Imelda O.
[128]
1.3 After validation, Velasco,
the University University
Registrar returns the Registrar
validated ID to the in- (Office of the
Registrar)
charge.
2. Receives validated 2. The in-charge None Admin Aide/ Staff
ID releases the assigned per
Validated ID to the College
3 minutes
student. (designated
college counter,
Office of the
Registrar)
TOTAL: None 18 minutes
3. Application for Graduation

This procedure covers from application of candidates for graduation. It provides a general
perspective on the process of application for graduation to ensure the process of application
for graduation is adopted that prospective candidates for graduation have satisfied the
requirements prescribed by his or her curricular program.

Who may avail: Graduating Students (Undergrad and Graduate Level)
1. Reviewed and cross-checked Evaluation
of Grades and Credentials to conform with Office of the Registrar
the academic requirements for graduation
2. Application for Graduation (SSU-UNREG-
FR-015)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student applies for 1. The in-charge or None- Admin Aide/ Staff
Graduation at his/her its counterpart pulls Undergrad assigned per
designated counter out the file to update Level College
1 hour
grades and endorses (designated
Graduate college counter,
applicant to the
Level: Office of the
University Registrar
Payment Registrar)
[129]
for review. Cross- may vary
checks evaluation of depen-
grades and ding on University
credentials to the Registrar
agreed (Office of the
conform to the
contribu- Registrar
academic tion
requirements for spear-
graduation. headed
by the
host
college.
2. Waits for 2.1 If the necessary None
processing and requirement (s) is
instructions found to be
incomplete, the
informs the student Admin Aide/ Staff
of his/her lacking assigned per
credentials College
2.2 If the necessary college counter,
requirement (s) is Office of the
complete, the Registrar)
issues the
Application for
Graduation (SSU-
UNREG-FR-015)
3. Student fills all the 3.1 In-charge or its None
necessary counterpart cross- Admin Aide/ Staff
information in the checks the assigned per
Application for necessary College
Graduation (SSU- information in the 6 minutes (designated
UNREG-FR-015) and Application for college counter,
submits it to the Graduation (SSU- Office of the
Registrar’s Office. UNREG-FR-015) Registrar)
submitted by the
applicant.
[130]
3.2 If the necessary
information is found
to be incomplete,
the-in charge or its
counterpart informs
the applicant to
comply first with the
required credentials/
documents to be able
to proceed to the
next step.
3.3 If the necessary

information is
complete, the in-
charge or counterpart
accepts the
Application for
Graduation (SSU-
UNREG-FR-015) for
board approval.
1 hour, 12
Total: None
minutes
[131]
Office of the Vice President for Research and
Extension
Internal Services
[132]
1. Approval of Project/ Activity Proposal
This procedure describes the simplified transaction process for the approval of project or
activity proposal undertaken through the Office of the Vice President for Research and
Extension.
Office or Division: Office of the Vice President for Research and Extension
Who may avail: SSU personnel

1. Fully accomplished Project / Activity

Proposal Form and other documents Downloadable forms through SSU Website
required from different offices. (https://ssu.edu.ph/rdeisoforms/)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits proposal 1. Evaluates and None
- proposal using recommends the
the prescribed proposal
form
- letter request
Center Directors or
from the corresponding
external client if 4 hours
Directors
applicable
- documents
required by the
Finance Office
i.e. PPMP,
BOR, PR etc.
2. If disapproved, the 2. Concerned None
clients revise the Director signs or Center Directors or
proposal according to returns the 1 day corresponding
the recommendation/s document to the Directors
client
3. If approved, the 3. Concerned None
client secures the Director / staff signs Budget Officer,
Accountant, CAO
approval from the or returns the
4 hours Finance
other signatories i.e. document to the (Administration
Budget Office, client Building)
Accounting
[133]
4. Submits documents 4. Reviews and None VP for Research
to the Office of the VP approves the 1 day and Extension
proposal (OVPRE)
5. Submits documents 5. Reviews and None University
to the Office of the approves the President
President proposal 1 day (Office of the
University
President)
Total: None 4 days
2. Claim of Awards and Other Incentives

This applies to research recognized by the university which include but not limited to
University and college-based researches, which won in R&D/E competition and conferences,
were published, cited, patented, and registered as utility model.
1. RECO Form
2. RECO Citation of Research Publication in
Peer Reviewed Journals
3. RECO Research Publication in Peer
Reviewed Journals
4. RECO Oral / Poster Presentation for Downloadable forms through SSU Website
Research or Research Contest Awards (https://ssu.edu.ph/rdeisoforms/)
5. RECO Patent / Utility Model Registration
6. Extension / Development Activity
Accomplishment Report
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits pertinent 1. The None
documents for college/campus Research or
incentive claims of evaluates and Extension
duly recognized endorses the Coordinator and
granting of the 1 day Dean
projects of the
university (fully incentive.
accomplished RECO
form)
[134]
2.1 The research None
center validates the
2. The researcher
documents
submits the document
submitted. Center Directors or
to the RECO
2.2 Concerned 2 days corresponding
Committee for review Directors
director signs or
and recommendation.
returns the
document to the
client.
3. Submits documents 3. Reviews and None VP for Research
to the OVPRES approves the claim and Extension
2 days
for incentives Services
(OVPRE)
4. Submits documents 4.1 The University None
to the Office of the President approves
President and issues an
endorsement letter
to the Finance Unit.
University
President
(Office of the
4.2 The accounting
University
staff prepares and President)
facilitates the
approval of the Chief
disbursement Administrative
voucher. Officer, Finance
4.3 The accounting Services
staff forwards (Office of the CAO-
1 day
disbursement Finance Services)
voucher to the
Accounting staff
OVPRES to be
(Accounting Office)
stamped
RECEIVED. Cashier
4.4 The cashier (Cashier’s Office)
facilitates payment
and furnishes the OVPRES UDC
OVPRES with the (OVPRE)
approved copy of
the RECO form, DV
and proof of
payment.
Total: None 6 days
[135]
3. Conduct of Research and Extension Activity
This procedure describes the transaction process in the conduct of research and extension
activity of the university. This applies to all research and extension activities undertaken by
the University.
1. Fully accomplished research/extension
proposal form (3 copies) Downloadable forms through SSU Website
2. (SSU-OVPRE-FR-002 and SSU-OVPRE- (https://ssu.edu.ph/rdeisoforms/)
FR-006)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The client prepares None Corresponding
1. Receives,
the Research / 15 minutes centers and/or
stamps, and records
Extension Proposal faculty researchers
the correspondence.
2. Presents R&E 2.1 Evaluates the None
proposal in the IHR proposal thru the Center Directors or
2 Days
panel of experts in- corresponding
charge Directors
2.2 Consolidates the
comments and 5 days maximum
suggestions by the (after IHR)
experts
3. Receives the 3. Furnish copy of None
summary of the the summary of
Center Directors or
expert’s comments/ comments/
1 day corresponding
suggestions for suggestions of the Directors
appropriate action. experts to the
clients.
4. The client submits 4.1 Receives, None
the revised proposal. stamps, and records Corresponding
the correspondence 15 minutes centers and/or
(revised proposal). faculty researchers
[136]
4.2 Review revised
proposal (if
5 days
disapproved, return
to client)
5. If approved the 5.1 Receives, None
researcher submits stamps, and records Corresponding
additional supporting the correspondence 90 days centers and/or
faculty researchers
documents together (Review
with the PPMP and compliance)
PR
5.2 OVPRES
research specialist
consolidates the
approved
researches and
submits IOB for
Board Approval. 3 days OVPRES
(from BOR Research
approval) Specialist
5.3 Faculty (OVPRE)
Researcher or
Research Specialist
prepares the MOA
and SO issued to
clients.
6. The researcher None

implements the
Researcher
project.
107 days, and

Total: None
30 minutes
4. Endorsement of Research Project for Payment of Honorarium

This describes the procedure for payment of Honorarium through an endorsement letter
forwarded to the University President. This applies to research that have been funded by the
University which include but not limited to university and college-based research.
[137]
1. copies of the following:
2. DTR
3. Terminal Report or R&D Progress Report
(for on-going)
4. Photocopies of:
Downloadable forms through SSU Website
-Special Order
(https://ssu.edu.ph/rdeisoforms/)
-BOR
-MOA
-IOB
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The researcher 1.1 Receives and None 20 minutes per
submits a Terminal reviews project
Report or R&D completeness.
Progress Report 1.2 If approved, OVPRES UDC,
(narrative) to the SRS prepares the SRS, VP R&E
OVPRES endorsement for (OVPRE)
payment and 1 day
forwards it to the
University President.
2. Researcher submits
the signed or
approved documents
to the Accounting
Office and follows
procedures in
respective office.
1 day, 20
Total: None
minutes
5. Monitoring of RD/E Projects

This procedure aims to establish a mechanism in evaluating and monitoring the status of
university approved researches thereby ensuring excellent research output.
[138]
3 copies each:
1. R&D Project Monitoring Form
2. Communication Letter
3. R&D Progress Report (Narrative)
4. Terminal Report Downloadable forms through SSU Website
5. Research Proposal (https://ssu.edu.ph/rdeisoforms/)
6. Research Review / Summary of
Evaluators Analysis
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The researcher 1. Receives the None
OVPRES UDC,
submits progress / progress/
5 minutes Research
accomplishment accomplishment Centers Staff
report to OVPRES report from the (OVPRE)
researcher/s
2. The researcher 2.1 The research None
receives the progress center reviews the
report along with progress report. If
recommendation for there is major
further output, progress
accomplishment. report form is
forwarded to the OVPRES UDC,
SRS for VP R&E Research Center
1 day Director, SRS, VP
approval.
R&E
2.2 Otherwise, (OVPRE)
Research centers
returns the form of
the Project leader
for further
accomplishment
3. The researcher 3.SRS prepares the None

submits terminal endorsement for
OVPRES UDC,
report form/ payment and 1 day SRS, VP R&E
accomplishment forwards it to the (OVPRE)
report. University President.
2 days & 5
Total: None
minutes
[139]
6. Procedure for Drafting and Filing of Patent and Utility Model
Applications
This procedure describes the legal process of filing for an Intellectual Property such as patent
or utility model. It aims to guide the researchers and innovators of the University on how to file
their patent and utility model applications.
Type of Transaction: G2C, G2G, G2B
3 copies each:
 Fully accomplished Patent / Utility Model
Registration Form (SSU-OVPRE-FR-013)
 Invention Disclosure Form (SSU-OVPRE- Downloadable forms through SSU Website
FR-021) (https://ssu.edu.ph/rdeisoforms/)
 Terminal Report Form (SSU-OVPRE-FR-
001)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The faculty / client 1.1 Reviews None
discloses IP following disclosure for
the invention completeness. Director,
Disclosure Format or Technical
*Returns to faculty if 1 day Experts, TLISO
a Terminal Report incomplete and if (Office of the
there are corrections Director, TLISO)
***If external client, and
pay required fees for recommendations
patent or UM 1.2 Evaluates for None
applications. (see commercial potential
Technical Expert
matrix below) and likelihood of 1 day
(Office of the
licensing, strength of Director, TLISO)
IP and other IP
protection.
1.3 Conducts patent None
Technical Expert
search to determine
2 days (Office of the
patentability and the Director, TLISO)
available priority arts.
1.4 Decides whether None 1 day Technical Expert
to file a patent or a (Office of the
[140]
utility model Director, TLISO)
application.
1.5 Drafts a patent or None 3 days Technical Expert
a utility model (Office of the
application. Director, TLISO)
2. The faculty or client 2. Files and facilitates None 2 days Director / SSU
elects ownership of the payment of (Office of the
the IP according to IP necessary fees for Director, TLISO)
policy through IP the filing of IP
disclosure document. application at
IPOPHL.
None
(internal
clients)
Total: (see 10 days

matrix
below for
external
clients)
Service Service Fee (PHP)

Patent Search (Infringement / FTO) 15, 000
Patent Search (Patentability and other searches) 10, 000
Analytic Report 20, 000
Patent Drafting 20, 000
Patent Filing 5, 000
Response to Official Action 5, 000 – 10, 000
IP Management Services 30, 000
IP Skills Training Course 30, 000 / training course
Table: Rate valid for outside clients who want to avail services from the University through
the Office of the Intellectual Property and Licensing Services (IPLSO)
***BOR Resolution No. 59 series of 2019
[141]
Office of the Vice President for Administration and
Finance
Internal Services
[142]
1. Signing of communications, monitoring reports
(Administrative/Financial) procurement documents. *
The Vice President for Administration and Finance signs request of personnel for budgetary
allocation, research projects for incentives, rental of facilities, performance rating (IPCR,
UPCR, DPCR), Accomplishment Reports, Request for Quotation (RFQ), Abstract of Bids and
other communications.
Office or Division: Office of the Vice President for Administration and Finance
Type of Transaction: G2C, G2B
1. Clearance: signature of the Administrative
and Finance personnel before my
Office of the Human Resource Management
signature as proof of compliance to
required reports for submission (3 copies)
2. IPCR/UPCR/DPCR: signatory of
immediate supervisor and proof if Office of the Human Resource Management
applicable and necessary (3 copies)
3. Research Project: Research for incentive
Form properly and correctly filled up; Office of the Vice President for Research and
Signature of all the personnel in the form Extension
before my signature (3 copies)
4. Monitoring/Accomplishment Reports:
Proof/documentation of accomplishment;
Administrative and Finance Units
Signatory of the immediate supervisor. (3
copies)
5. Requests of Job Order Personnel: Letter
request signed by the requesting office or Unit/Department Heads requesting the Job
personnel and certificate of availability of Order Personnel, HRMO
funds (3 copies)
6. RFQ/Abstract of Bids: PPMP, PR,
Certification of availability of items in DBM
PS, Signatures of BAC Members (RFQ:1 Procurement Management Office
copy for each supplier, Abstract: 1 copy)
(other documents required by RA 9184)
[143]
7. Other Communications: the requirement
will be in accordance with the policy of the
Concerned offices /personnel
University and other existing laws, rules
and regulations.
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits letter 1.1 Receives letter None
requests, procurement requests,
documents duly procurement
Staff
accomplished in the documents and 1 minute
(OVPAF)
corresponding drop records in the
boxes located outside logbook or other
the office means recording.
1.2 Reviews the None
documents as to the
completeness of
supporting
documents,
signatories,
computations, and
other required data.
• Clearance of VP for Admin &

personnel 1 day Finance
• IPCR/UPCR/DP (OVPAF)
CR
• Research
Incentive
• Monitoring
Report/Accompli
shment Report
• Request for Job
Order personnel
• RFQ/Abstract
1.3 Releases the None
Staff
signed document to 1 minute
(OVPAF)
concerned clients.
1 day and 2
Total: None
minutes
[144]
2. Signing of Disbursement Voucher (box “A”) for Capital Outlay (CO)
Expenditures*
The signature of the Vice President on the Disbursement Voucher is to determine the validity
and correctness of claims of SSU personnel and other interested parties for Capital Outlay
(CO) for all sources of funds of the University. It includes payment of Infrastructures projects,
Equipment, Furniture and Fixtures and other Property Plant and Equipment (PPE) for all
sources of fund.
Who may avail: SSU personnel and Students and other interested parties
Approved/signed/correctly filled up
Documents:
1. Disbursement Voucher (3 copies)
2. Documents required per (RA 9184)
Accounting Office
- Request for Billing (1 copy)
BAC Secretary
- Statement of Work Accomplishment
Client
(SWA) (1 copy)
Client
- Notice to Proceed (1 copy)
BAC Secretary
- Inspection Report (1 copy)
Infrastructure Development Services
- Photo copies of Work Accomplishment
Secretary/Accounting Office/Planning and
(1 copy)
Procurement Services/Supply and
3. Other supporting documents per RA
Management Services
9184, GAAM and laws, rules and
regulations. (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits three (3) 1.1 Receives and None
copies of checks the DV and
Disbursement the required
Vouchers (DV), supporting
Staff
correctly filled up, documents, as to its 5 minutes
(OVPAF)
duly signed and with completeness and
complete supporting forwards these
documents required documents to the
per claim in the VP for
corresponding drop Administration and
[145]
boxes located outside Finance (VPAF)
the office 1.2 Reviews, None
evaluates and
VP for Admin &
validates the entries 1 day
Finance
in the DV and its (OVPAF)
supporting
documents
1.3 Records signed None
DV’s in the logbook 10 minutes Staff
or e-recording (OVPAF)
system/data base.
1.4 Forwards the None
DVs and the SDs to
the accounting or Staff
5 minutes
other offices (OVPAF)
concerned and have
it received.
1 day and 20
Total: None
minutes
3. Signing of Disbursement Voucher (box “A”) for Maintenance and Other

Operating Expenditures (MOOE)*
and correctness of claims of SSU personnel and other interested parties for Maintenance and
Other Operating Expenses (travel, supplies and materials repairs and maintenance. etc) for
all sources of funds of the University.
1. Disbursement Voucher (3 copies) Accounting Office
2. Approved Travel Oder (3 copies) Office of the Human Resource Management
3. BOR/BUR (3 copies) Budget Office
4. Trainings Coordinator’s Endorsement Office of the Human Resource Management –
based on IDP (2 copies) Learning and Development
5. Billings (3 copies) Office of the CAO for Finance Services
6. DTRS for JO wages (2 copies) Office of the Human Resource Management
[146]
7. Other documents as required per GAAM
and other existing applicable laws, rules Accounting
and regulations.
8. Supplies and Materials

Approved/signed/correctly filled up
procurement documents (3 copies)
8.1 Disbursement Voucher (duly filled)
8.2 BOR/BUR
8.3 PPMP, PR, RFQ, Abstract of Bids,
Office of the Procurement Management/
P.O.
Property Supply Management
8.4 DBM Certification of non-availability
Budget Office
of Items
BAC/Procurement Unit/End User
8.5 Inspection/Acceptance Reports
Supply & Management Services Office
Documents before Award or before P.O.
(3 copies)
8.6 Mayor’s Permit/BIR Certificate
8.7 PhilGEPS Registration Number
End-User/Procurement Planning &Mgt. Unit
8.8 Omnibus Sworn Statement
Other documents as required by RA 9184,

GAAM and other laws, rules, and
regulations.
FEES
CLIENT STEPS TO BE
PAID
correctly filled, duly documents, as to its Staff
signed and with completeness and 5 minutes (OVPAF)
complete supporting forwards these
corresponding drop Administration
evaluates, and VP for
Administration
validates the entries 1 day
and Finance
in the DV and its (OVPAF)
supporting
documents
1.3 Records signed None 10 minutes Staff
DV’s in the logbook OVPAF
[147]
or e-recording
system/data base.
DVs and the SDs to 5 minutes Staff
the accounting or (OVPAF)
other offices
concerned and
have it received.
1 day and
Total: None
20 mins.
4. Signing of Disbursement Voucher (box “A”) for Personnel Services (PS)

Expenditures*
and correctness of claims of SSU personnel and other interested parties for Personnel
Services Expenditures (Salaries, PERA, Honorarium, Overtime Pay and personnel benefits)
for all sources of funds of the University.
1. Disbursement Voucher (3 copies) Accounting Office
2. Approved payroll (3 copies) Office of the Human Resource Management
3. BOR/BUR (3 copies) Budget Office
4. Authority to render overtime services (3

copies)
5. Authority to render extra-teaching load
(3 copies)
6. Signed DTRs (2 copies) Office of the Human Resource Management

7. Accomplishment Reports (1 copy) with
Accomplished by End-user/Employee
complete supporting documents
8. Other documents provided per GAAM
and other existing laws, rules, and Accounting Office
regulations.
[148]
FEES
CLIENT STEPS TO BE
PAID
correctly filled, duly documents, as to Staff
5 minutes
signed and with its completeness (OVPAF)
complete supporting and forwards these
corresponding drop Administration and
evaluates, and VP for
Administration and
validates the 1 day
Finance
entries in the DV (OVPAF)
and its supporting
documents
1.3 Records signed None Staff
DV’s in the logbook 10 minutes (OVPAF)
or e-recording
system/data base.
DVs and the SDs
to the accounting Staff
5 minutes
or other office (OVPAF)
concerned and
have it received.
1 day and
Total: None
20 mins.
[149]
5. Requests on the Use of SSU Vehicles*
The Director for General Services reviews requests of vehicle, confirms as to availability of
vehicles and drivers and certifies as to the roadworthiness of the vehicle before the trip is
granted.
Office or Division: Office of the General Services

1. Approved Vehicle Request Form (VRF) - General Services Office
3 copies, (for emergency not applicable)
-Trip ticket correctly filled up and 3-
copies -Certificate of Roadworthiness
and 3 copies,
2. Requisition Issue Slip (RIS) 3 copies Supply Management Office
3. Travel Order of Driver (1 copy) HRMO-Travel Order
FEES
CLIENT STEPS TO BE
PAID
1. Secure and 1. Receives the None
Accomplish Vehicle VRF and prepares
Request Form (VRF) the required
from the designated documents for
staff/personnel via travel:
10 mins. Staff
phone call or text - Trip Ticket, (OVPAF)
messaging - Certificate of
Roadworthine
ss and
- RIS for Fuel
Consumption
2. Submits/ put the 2.1 Reviews and None
accomplished form signs all the Director, General
(VRF) in the supporting Services
10 mins.
corresponding drop documents for (Office of the
boxes located outside travel and checks Director, General
the office the roadworthiness Services)
of the vehicle.
2.2 Releases and None
records in the 10 mins. Staff
logbook or other (OVPAF)
means of recording
[150]
all documents for
travels to the
Driver concerned.
2.3 Processes the None
required
documents for
travel.
-signature of Driver/authorized
representative
the VP for 5 days
(Office of the
Administration Director, General
and Finance Services)
-Approval of the
University
President on
the Trip Ticket.
2.4 Proceed to the None Driver, Gen.
Authorized Services
30 mins.
Gasoline Station (Office of the
(AGS) for fuel Director, General
loading Services)
2.5 Return 1 copy None Driver, Gen.
of approved VRF, Services
1 min.
Trip Ticket, & RIS (Office of the
to the General Director, General
Services Office Services)
2.6 Fetch None Driver, Gen.
passenger Services
5 mins.
(Office of the
Director, General
Services)
a. Signature of the None Driver, Gen.
Security Guard on Services
1 min.
the Trip ticket (Office of the
before departure. Director, General
Services)
b. Signature of the None 1 min.
Driver, Gen.
Security guard on Services
the Trip ticket upon (Office of the
arrival; retains 1 Director, General
copy for file. Services)
5 days, 1 hour
Total: None
and 8 mins.
[151]
Office of the Auxiliary Services
Internal Services
[152]
1. Requests for Use and Rental of SSU facilities and equipment
(Signatory in the contract; Recommendatory in all letter requests for
internal activities)
Evaluation of request, validation as to availability of requests, reviews contract, ensure
implementation of contract for the: Rental of facilities, Equipment, Space
Office or Division: Office of the Auxiliary Services

Type of Transaction: G2C, G2B, G2G
Who may avail: SSU personnel and other interested parties
Request Form for Use of University
Office of the Auxiliary Services
Facilities (Internal Clients: 3 copies)
FEES
CLIENT STEPS TO BE
PAID
1. Availability 1. Confirms None
availability of In-charge of Rental
for Venues &
Fills-up the request facilities
5 minutes Facilities
form for the use of requested. (Office of the
university facilities at Auxiliary Services)
the Office of the
Auxiliary Services
2. Confirmation 2. Records the None In-charge of Rental
timetable of the 5 minutes for Venues &
Secures an original activity date of Facilities
copy of approved use. (Office of the
request form Auxiliary Services)
[153]
2. Requests for SSU Catering Services (Signatory in the contract;
Recommendatory in all letter requests for internal activities or external
clients)
implementation of contract for SSU Catering Services.

Type of
G2C, G2B, G2G
Transaction:
1. Approved Proposal of Activity with
attached PPMP of the current year Accomplished by requesting party
2. (Internal Clients: 3 copies)
3. Monthly Billing
Cashier’s Office : Collecting Officer
4. (Internal Client: 3 copies)
5. Duly filled and signed Banquet

Contract Office of the Auxiliary Services
FEES
CLIENT STEPS TO BE
PAID
1. Availability 1. Confirms the None
availability of Staff, Catering
Submits the approved catering and other 10 minutes Services
proposal of activity information and (Office of the
and PPMP to the prepares Banquet Auxiliary Services)
Office of Auxiliary Contract
Services
2. Confirmation 2. Records the Indicated Staff, Catering
timetable of the in the Services
3 minutes
Secures a copy of activity and billing (Office of the
Banquet Contract confirms the report Auxiliary Services)
service.
2. Payment 3. Issues copy of None Staff, Catering
Monthly billing to 2 minutes Services
Secures a copy of activity charges of (Office of the
monthly billing after fund Auxiliary Services)
the activity
[154]
Fees will
be
based/
Total: varied in 15 minutes
every
Billing
Report
3. Requests for Personnel Cottages (Signatory in the contract;

Recommendatory in all letter requests for internal activities)
implementation of contract for SSU Personnel Cottages.

Who may avail: SSU personnel only
1. Approved letter request
Accomplished by requesting party
3. Cottage Rental Application Form Office of the Auxiliary Services - Dormitory
4. (Internal Clients: 3 copies) Manager
5. Cottage Rental Confirmation Slip Form Office of the Auxiliary Services - Dormitory
6. (Internal Clients: 3 copies) Manager
7. Pay Slip (Internal Client: 1 copy) HRMO Office – Payroll Clerk
CLIENT STEPS
1. Availability: 1. Confirms the None
availability for Dormitory
Manager
Makes inquiries for vacant cottages
reservation and submits thru confirmation Auxiliary
letter request for slip of priority Services)
approval at the Office of applicants.
Auxiliary Services
[155]
2. Confirmation 2. Receives None Dormitory
Application form Manager
Fills-up the Cottage and gives (Office of the
10 minutes
Rental Application form instruction for the Auxiliary
Services)
housing services.
2. Payment 3. Provides copy Provided 10 minutes HRMO Payroll

of pay-slip to the in the Clerk
Secures copy of payslip personnel Monthly (Office of the
as proof of monthly cottages Billing Auxiliary
deduction occupants Report Services)
Fee/s
based/
varied in
Total:
every 30 minutes
Monthly
Billing
Report
5. Requests for SSU Enterprises (Signatory in the contract;

Recommendatory in all letter requests for internal activities)
implementation of contract for SSU Bookstore.

Type of Transaction: G2C, G2B, G2G
Office of the Auxiliary Services - Bookstore
1. Order of Payment (1copy)
Staff
2. Official Receipt as proof of payment (1 SSU Enterprises Staff

copy) Cashiers
3. Pay Slip as proof of deduction (1 copy) HRMO Payroll Clerk

FEES
CLIENT STEPS TO BE
PAID
1. Availability 1. Issues Order of None 3 minutes Bookstore Staff
Payment to cash (Office of the
Inquires office supplies transaction and Auxiliary
[156]
and other available records to ledger Services)
commodities the OP to credit
transaction
2. Payment 2. Receives Fee/s
payment stated at may
1 minute
Directly pays at the SSU the Order of depend
SSU
Enterprises Store and or Payment and on the
Enterprises
charged to payroll issues IGP Order of
Staff
deduction receipt and/or List Payment
(Office of the
of Monthly and List
Auxiliary
Deductions of
Services)
Monthly
Deductio
ns (fee/s
intended
for SSU
Enterpri
ses)
2. Issuance of Items 3. Records the None Collecting
Official Receipts Officers
Receives items No. from (Cashiers
purchased upon cash Cashier’s Office Office)
payment and upon of the daily 2 minutes
recording to ledgers. remittances Bookstore Staff
made. (Office of the
Auxiliary
Services)
Fee/s
may
vary
based
on the
Total: Order of
6 minutes
Payment
and List
of
Monthly
Deductio
ns
[157]
Internal Services
[158]
1. Detailed Engineering Design Preparation
The design preparation is being facilitated by the Infrastructure Development Services Team
(IDS) which is proposed by the Unit Heads to have a minor/major construction and repair on
their respective buildings and offices, includes the following request specifically – drawing,
input designs, floor plan/layout, electrical plan and other related documents required for
procurement of goods and services such as: construction specifications, cost estimate and
other related infrastructure concerns
Office or Division: Infrastructure Development Services

Type of Repairs
Transaction: G2C, G2G
Who may avail: SSU Personnel, BAC
1. Plan (1 copy) IDS
2. SSU-ODIDS-FR-05 (1 copy) IDS
3. Scope of Work (1 copy) IDS
4. Construction Specification (1 copy) IDS

FEES
BE TIME RESPONSIBLE
PAID
1. Unit heads 1.1 Receives forwarded None Draftsman
forward all pertinent proposal and conducts Engineering Asst.
3 hours
project proposal- site survey for the Engineer I
related documents proposed project IDS Director
(Office of the IDS)
1.2 Draftsman creates or None Draftsman
design the lay-out of the Design Team
project; works with the 14 days Engineer I
IDS team for the input IDS Director
(Office of the IDS)
design
1.3 Evaluation as to the None Design Team
correctness and 1 day Engineer I
completeness of the IDS Director
plan (Office of the IDS)
1.4 Preparation of the None 3 days Design Team
cost estimate of the Engineer I
project, program of work IDS Director
[159]
and construction (Office of the IDS)
specification
1.5 Documents are None IDS Clerk
1 day, 4 hours
routed to key personnel (Office of the IDS)
for signature approval
1.6 Forwards approved None
documents to the supply
IDS Clerk
office for canvassing or 15 minutes
(Office of the IDS)
forwards the request for
repair to the
maintenance office
1.7 Informs end-user of None IDS Clerk
the status of the request (Office of the IDS)
for repair, and provides 15 minutes
end a copy of the
approved request
Total: None 20 days

Type of Construction
Transaction: G2C, G2G
Who may avail: SSU Personnel, BAC
1. Plan (1 copy) IDS
2. SSU-ODIDS-FR-05 (1 copy) IDS
3. Scope of Work (1 copy) IDS
4. Construction Specification (1 copy) IDS
FEES
BE TIME RESPONSIBLE
PAID
1. Unit heads forward 1.1 Receives forwarded None Draftsman
all pertinent project proposal and conducts Engineering Asst.
proposal-related site survey for the 3 hours Engineer I
documents proposed project IDS Director
(Office of the IDS)
1.2 Draftsman creates None 4 months Draftsman

or design the lay-out of Design Team
the project; works with Engineer I
IDS Director
[160]
the IDS team for the (Office of the IDS)
input design
IDS team evaluates the

design as to the
correctness and
completeness of the
plan
1.3 Preparation of the None Design Team
14 days
cost estimate of the Engineer I
project, program of IDS Director
work and construction (Office of the IDS)
specification
1.4 Documents are None IDS Clerk
5 days
routed to key personnel (Office of the IDS)
for approval
1.5 Forwards approved None IDS Clerk
30 minutes
bidding documents to (Office of the IDS)
the BAC office for
bidding procedures
1.6 Informs end-user of None
the status of the project IDS Clerk
30 minutes
(face-to-face) (Office of the IDS)
4 months, 14
Total: None days, and 4
hours
Note: The service exceeds the number of days for Highly Technical Transactions because of its
technical nature and the amount of detailing and specifications for Infrastructure Projects.
[161]
External Services
[162]
1. Contractor’s request for Progress Billing

Type of
G2C, G2B
Transaction:
Who may avail: Contractors
1. Contractor request letter for billing (1 copy) Accomplished by Contractor
2. Statement of Work Accomplished (1 copy) IDS
3. Photos (1 copy) Accomplished by Contractor
FEES
BE TIME RESPONSIBLE
PAID
1. Vice President for 1.1 Endorsement is None
Administration and received and IDS team
Finance forwards the evaluates and inspects
2nd endorsement of the project
IDS Director
the billing request to 3 days
(Office of the IDS)
the IDS Director. Conducts site
inspection verifying the
work accomplished by
the contractor (if
applicable)
1.2 IDS Personnel None IDS Team
processes the Team of
inspection report and Inspectors,
14 days
routes it for signature of IDS Clerk
(Office of the IDS)
designated inspectors
1.3 Engineer I creates None
2 days Engineer I
the Statement of Work (Office of the IDS)
Accomplished
1.4 If the attached None 3 days
documents are not (includes the IDS Director
complete, IDS Director wait time for the IDS Clerk
writes a letter to the contractor to (Office of the IDS)
submit the
Contractor to submit the
documents)
[163]
required documents.
1.5 IDS Director writes None
a third endorsement of
the request for billing
and forwards it to the IDS Director
Vice President for 1 hour IDS Clerk
Administration and (Office of the IDS)
Finance, copy furnished
the DCC (Office of the
President) and the
1.7 Statement of Work None
Accomplished is routed
to seek the approval of
all relevant signatories IDS Clerk
Engineer I
IDS Director
Should there be (Office of the IDS)
changes or corrections
to the SWA, the IDS 3 days
Team makes necessary
edits or changes
1.8 Endorses the
IDS Director
accomplished SWA to
IDS Clerk
the Vice President for (Office of the IDS)
Administration and
Finance
25 days and 1
Total: None
hour
Note: The service exceeds the number of days for Highly Technical Transactions because of its
technical nature and the amount of detailing and specifications for Infrastructure Projects.
[164]
2. Contractor’s Request for Extension

Type of Transaction: G2C, G2G
Who may avail: Contractors
1. Contractor letter request for extension to the
Accomplished by the Contractor
University President (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. VP Admin 1.1 Engineer I evaluates
forwards 2nd the request for time None 2 days Engineer I
endorsement of the extension
request for time 1.2 IDS Director verifies None
extension 4 hours IDS Director
the evaluation report of
(Office of the IDS)
Engineer I
1.3 IDS Director None
endorses to VP IDS Director
Administrative and 4 hours (Office of the IDS)
Finance the evaluation
report
Total: None 3 days
[165]
Accounting Office
Internal Services
[166]
1. Certifying clearance free from money and property accountability
Clearance presented from retirees, leave application and student’s clearance that have
financial/monetary accountability within the organization
Office or Division: Accounting Office

Who may avail: Internal Clients (SSU employees, staff, and students)
Office of Human Resources Management
1. Clearance Form (3 copies) (Personnel)
Assessment Office (Students)
2. COA Disallowance (3 copies) Office of Human Resources Management
3. School ID Number (softcopy) Office of the ICT – Publishing Center
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents Clearance 1.1 Employee None
for Signing observes minimum 2 minutes Receiving Officer/
(SSU Employees) health standards such Admin Aide VI
(Assessment
as hand sanitizing and
Office)
foot bath upon arrival.
Receives claims;
Record in the logbook
1.2 Presents Claims

for Fiscal Clearance
1.1.1 for
Unliquidated Cash None Admin. Officer
Advances 2 minutes
(Accounting
Office)
1.2.1 for None Admin. Aide

2 minutes
Disallowances (Accounting
Office)
1.2.3 for None Admin. Assist.
2 minutes
Guaranteed (Accounting
Accounts Office)
[167]
1.2.4 Signing of None Accountant
claims 2 minutes (Accounting
Office)
2. Presents Claims for 2.1 Receives claims None
2 minutes
Signing (Students) and check on the Admin Aide
system for any (Accounting
outstanding Office)
balance
2.2 If there’s no None
outstanding
Admin Aide
balance the clerk 2 minutes
(Accounting
affixes its Office)
countersign
2.3 Signing of None Accountant

claims 1 minute (Accounting
Office)
2. Certifying Fund Availability

Certifying funds availability for every budgetary requirement presented necessary in the
performance of functions

1. Budget Proposal with Detailed list of
Accomplished by end-user
budgetary requirements (3 copies)
2. Purchase Order (1 copy) Office of Procurement Management
3. Letter request for funding (3 copies) Accomplished by end-user
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents of claims 1.1 Employee to None 2 minutes
with complete observe minimum Receiving Officer/
Admin Aide
supporting Documents health standards such
(Assessment
(Purchase Order, as hand sanitizing Office)
Purchase Request and foot bath upon
and Activity Proposal) arrival Receives
claims; Record in the
[168]
logbook
1.2 Signing of Claims None Accountant
3 minutes (Accounting
Office)
1.3 Releases of None
Receiving Officer/
Claims; Records in
2 minutes Admin Aide
the logbook and (Assessment
affixes signature of Office)
Receiving clerk
[169]
Accounting Office
External Services
[170]
1. Compliance to oversight agencies like COA, BIR, CSC, NEDA the
reporting requirements for all financial transactions
Submission of various financial reports to various oversight agencies
Office or Division: Accounting

Who may avail: COA, BIR, CSC, NEDA
1. COA Circulars (depends on the claims) Accounting Office
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents 1.1 Following health None
Endorsement / protocols, receives 2 minutes Receiving Officer/
Communication from Endorsement/ Admin Aide VI
Office of the President Communication and (Assessment
Records in the Office)
Logbook
1.2 Gathers data, None

evaluates, and Accountant
prepares report as 5 days (Accounting
Compliance to the Office)
Endorsement/
Communication
Admin Aide
reports to President
(Accounting
for Signature and 3 minutes
Office)
Logged by the
Record Officers.
1.4 Forwards the None Roseanne Lontes,
report to the Admin Aide III
3 minutes
requesting Office (Accounting
Office)
5 days &
Total: None
8 minutes
[171]
2. Processing of claims for External and Internal Clients
Request submitted to the accounting unit for payment or reimbursement claims from clients

Internal Clients (SSU employees, staff and students)
Who may avail:
External clients (suppliers and contractors)
1. Pursuant to COA documentary requirements
Accounting Office
circular for every claims/ transactions
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits of 1.1 Employee None
Disbursement observes minimum Receiving Officer/
Voucher with health standards such Admin Aide
3 minutes
complete supporting as hand sanitizing and (Assessment
Documents (Cash foot bath upon arrival Office)
advance/reimburseme Received DV for RAF,
nts) IGF, and BRF
1.2 Assigns of DV None
Admin Aide
Number according to 3 minutes
(Accounting
the appropriate fund Office)
account
1.3 Ascertains None
Admin Aide
Propriety of claims 3 minutes
(Accounting
and completeness of Office)
SD
1.4 Verifies and None
Certifies No Admin. Officer
Outstanding 2 minutes (Accounting
Unliquidated Cash Office)
Advances
1.5 Signing of Claims None Admin. Officer
Office)
1.6 Releases of None
Claims; Record in the Admin. Officer
3 minutes
logbook and Affixes (Accounting
signature of Receiving Office)
clerk
[172]
2. Presents Approved 2.1 Receives None Receiving Officer/
DV with complete Approved DV with Admin Aide
Supporting SDs from Presidents’ (Assessment
Documents (Cash Office and forwards Office)
advance/reimburseme Original Approved
nts) DVs with SDs to 3 minutes
Cashiers Office (RAF:
ACIC & ADAIC, IGF,
BRF) and to
Accounting Office
Clerk for LDDAP
Preparation
2.2 Prepares LDDAP None Accountant

3 minutes
(Accounting
Office)
2.3 Signing of LDDAP None Accountant
1 minute (Accounting
Office)
2.4 Forwards LDDAP None Admin Assist.
to Cashiers Office for 1 minute
(Accounting
SLIE Office)
3. Submits the 3.1 Employee None
Disbursement observes minimum Receiving Officer/
Voucher with health standards such Admin Aide
3 minutes
complete supporting as hand sanitizing and (Assessment
Documents (for foot bath upon arrival Office)
suppliers and Receives claims for
contractors) RAF, IGF, and BRF
3.2 Assigning of DV None
Admin Aide III
Number according to
the appropriate fund Office)
account
3.3 Ascertain None
Propriety of claims Admin Aide III
and completeness of 3 minutes
(Accounting
Supporting Office)
Documents
3.4 Signing of Claims None Accountant
2 minutes
(Accounting
Office)
3.5 Releasing of None Receiving Officer/
Claims; Record in the Admin Aide
3 minutes
logbook and Affixes (Assessment
signature of Receiving Office)
clerk
[173]
3.6 Receives None
Approved DV with
SDs from Presidents’
Office and forwards
Original Approved Receiving Officer/
Admin Aide
DVs with SDs to
3 minutes (Assessment
Cashiers Office (RAF: Office)
ACIC & ADAIC, IGF,
BRF) and to
Accounting Office
Clerk for LDDAP
Preparation
3.7 Prepares LDDAP None 3 minutes Admin. Assist. /
Admin Aide
as alternate
(Accounting
Office)
3.8 Signing of LDDAP None Accountant
1 minute
(Accounting
Office)
3.9 LDDAP to None Admin. Assist. /
Cashiers Office Admin Aide
1 minute as alternate
(Accounting
Office)
[174]
Assessment Office
Internal Services
[175]
1. Certification of Clearance
Given to students who wish to get copies of their records from the University
Office or Division: Assessment Office

1. Assessment (old and new system, SAFE
Assessment Office
loan record & STUFAP loan record) (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents Clearance 1.1 Checks and None
Form indicating its verifies student Admin. Aide
4 minutes
(Assessment
Student ID Number account in the SSU
Office)
Enrollment System
and SIAS
1.2 Countersigns None
Student Clearance for
Admin. Aide
signature of the
1 minute (Assessment
Accountant if the Office)
payment has been
made.
[176]
2. Inquire assessment balance/ request statement of accounts
Process that caters to students who may want to inquire about their financial obligation
Office or Division: Assessment Office

1. Assessment (old and new system, SAFE
Assessment Office
loan record & STUFAP loan record) (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents Student 1.1Checks and None Admin. Aide
4 minutes
ID verifies student (Assessment
account in the SSU Office)
Enrollment System
and SIAS
1.2 Prints and None
releases Admin. Aide
Assessment / 1 minute (Assessment
Statement of Office)
Account
[177]
Budget Office
Internal Services
[178]
1. Certifying Fund Allocation
Certifying funds allocation for every budgetary requirement presented that are necessary in
the performance of functions.
Office or Division: Budget Office

1. Budget Proposal with Detailed list of
budgetary requirements (3 copies)
2. Project Procurement Management Plan
(PPMP) (3 copies)
3. Letter request for fund Allocation (3 copies) Accomplished by end-user
FEES
BE TIME RESPONSIBLE
PAID
1. Following standard 1.1 Certifies as to None
health protocols, availability of Budget Officer III
submits documents Allotment & Fund (Budget Office)
for fund allocation Allocation
1.2 Releases the
15 minutes Budget Officer II
signed
alternate
documents to office / (Budget Office)
personnel concerned,
duly acknowledged in Clerk
the logbook. (Budget Office)
[179]
2. Issuance of Copy of Budgetary Documents for Accreditation and
Financial Status inquiry

Who may avail: Internal Clients (SSU employees, staff and students)
Office of Human Resources Management
1. Letter Request Form (3 copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits approved 1.1 Prepares None
letter requests for issuance of the Ms. Liz B. Amos
Budget Officer II
documents requested. Report/ data
(Budget Office)
requested
(Clients should 1.2 Notifies the client Ms. Girlta P.
observe physical through text Ocenar
distancing and wear message/ call for the Admin. Officer I
facial mask. Sanitation issuance (Budget Office)
kits such as alcohol 3 days
1.3 Releases the Ms. Maricar C.
and tissue paper are signed documents to Cabael Budget
placed in every office office / personnel Officer III
table) concerned, duly
acknowledged in the Mr. Anthony Gil
logbook (clients will Piczon
be informed thru text Clerk –JO
message) (Budget Office)
Total: None 3 days
[180]
Budget Office
External Services
[181]
1. Compliance to oversight agencies like COA, DBM, NEDA House of
Representatives, House of Senate, Budgetary Reports and other
requirements
Submission of various financial reports to various oversight agencies

Who may avail: COA, DBM, NEDA, House of Representatives, House of Senate
COA
1. Circulars/Advisories (3 copies) DBM, House of Representatives, House of
Senate
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Endorses 1. Prepares None
letter/advisory for budgetary reports as Budget Officer III
proper action indicated in the 15 days
advisory/ (Depends on the Budget Officer II
(Submission of communications with advisory
communications
Reports through e- complete signature of and after the
Admin. Officer I
mails) the signatory then SONA of the
submit the said President of the Clerk/Staff
documents thru the Philippines)
email ad specified in (Budget Office)
the advisory.
Total: None 15 days
[182]
2. Obligation of claims for External and Internal Campuses
Request submitted to the Budget unit for payment or reimbursement claims from clients

Internal Clients (SSU employees, staff and students)
Who may avail:
External clients (suppliers and contractors)
1. Pursuant to COA documentary
requirements circular for every claims/ Supply Office
transaction (4 copies)
2. PPMP, PO, RIS, PR 3 copies) Supply Office
3. Travel order, Itinerary of travel, invitation

(3 copies)
FEES
CLIENT STEPS TO BE
PAID
1. Submits documents 1. Prepares for the None
for obligation requests Issuance of 15 minutes Budget Officer II
Obligation Requests (Budget Office)
(OR)
2. Submits documents 2. Prepares for the None
for Budget Utilization Issuance of Budget 15 minutes Budget Officer I
requests Utilization Requests (Budget Office)
(BUR)
3. Submits documents 1.1 Prepares for the None
for Budget Utilization Issuance of Budget 15 minutes Admin.Officer I
requests Utilization Requests (Budget Office)
(BUR)
(Client should observe 1.2 Forwards None
physical distancing transaction
and wear facial mask. documents with
Sanitation kits such as OR/BUR to the Chief
15 minutes Office Clerk
alcohol and tissue of Finance services (Budget Office)
paper are placed in for certification if
every office table) charges of
appropriation or
allotment are valid,
proper and legal.
[183]
1.3 Receives None
forwarded
documents for further
10 Minutes Budget Officer III
certification as to
(Budget Office)
allocation of funds.
1.4 Retains triplicate None

copy of certified
OR/BUR for filing. Budget Officer II
Releases the
complete transaction 5 minutes Clerk/Staff
documents to office /
personnel (Budget Office)
concerned, duly
acknowledged.
1 day & 15
Total: None
minutes
[184]
Cashier’s Office
Internal/ External Services
[185]
1. Collection
Receives payment from clients and issue Official Receipts (OR)
Office or Division: Cashier’s Office

Who may avail: Students, Employees and External Clients
1. Assessment/ Students ID (1
Accomplished by client
copy)
2. Bidding Documents Payment
BAC Secretary’s Office
Form (1 copy)
3. Registrar’s Payment Form (1
copy)
4. Order of Payment Form (1 copy) Accounting’s Office
CLIENT STEPS FEES TO BE PAID
1. Client proceeds 1.1 Receives Undergraduate Students:
• COEng’g Days: 470.00
to Teller and payment • COEng’g Palaro:
presents required from the 530.00
documents for client • COEng’g Org Days:
payment. 1.2 Issues 425.00
• CAS Fund: 610.00
official • CAS Pinning and
receipt (OR) Corporate Attire:
3,185.00
• CAS Recollection and
Senior’s Night: 510.00
• CIT Palaro: 400.00
• COEd Palaro: 450.00
• COEd Testimonial
Dinner, Hooding, Grad Admin Aide
Ball: 695.00 5 minutes (Cashier’s
• Pinning Ceremony: Office)
350.00
• Field Study Fee:
200.00/subject
• CONHS Palaro:
675.00
• Psychiatric Nursing
Intern
13,650.00
• CONHS Capping,
Pinning: 2,930.00
• Manufacturing
Internship
Pharmacy Students:
12,240.00
• Second Issuance of
[186]
Class Card:10.00
School ID: 150.00
• Dorm Rental:
500.00/month
• Request for Make-up
Duty: 800.00
• Incomplete/Removal
Fee: 100.00/subject
Graduate and Post Grad

Students:
• Tuition Fee
(Graduate):
350.00/unit
• Tuition Fee (Post
Graduate): 450.00/unit
• Guidance Fee: 100.00
• Sports Dev’t Fee:
150.00
• Cultural Fee: 75.00
• Library Fee: 300.00
• Energy Fee: 300.00
• Dental Fee: 100.00
• Medical Fee: 100.00
• Pharmacy/ Dispensary:
100.00
• School ID (smart card):
200.00
• Red Cross
Membership (annual):
50.00
• Research Journal:
60.00
• Internet Fee: 300.00
• PPA: 50.00
• Graduate Journal:
60.00
• Development Fee:
200.00
• ID Validation Fee: 5.00
• GPGSA: 50.00
• Security Fee: 50.00
• SCUAA Fee: 50.00
• Athletic Fee: 100.00
• Test booklet: 7.00/pc
• Comprehensive Exam
(Graduate): 1000.00
• Comprehensive
Exam(Post Grad):
1,500.00
• Comprehensive Exam
Retake: 500.00
• CGS October Fest
Activity: 750.00
• Research Ethics
Manual:
Graduate Thesis
1,000.00
• Dissertation: 1,500.00
• University Funded
[187]
Research: 1,000.00
• Incomplete/Removal
Fee
200.00/subject
Undergraduate, Graduate,
Post Graduate Students
and External Clients
Enrolment Form: 15.00
Assessment Slip:
15.00
Exam Permit: 15.00
Plotting Form: 15.00
• Changing/Adding/
Dropping: 30.00
• Statement of Student’s
Fees: 25.00/sem
• Transcript of Records:
80.00
• Certification Fee: 50.00
• Documentary Stamp
Tax: 30.00
• Authentication Fee:
10.00/page
• Change of
Status/Details:
80.00
• Form 137: 80.00
• Diploma Fee: 100.00
• Entrance Fee: 100.00
• Psychological/
Personality Test:
100.00
*Total fees depend on

Total: the transaction per 5 minutes
client
[188]
2. Cash Disbursement
Disbursement of the following: Student’s refund, Honorarium/salary, financial assistance/
allowances, Prizes, etc.

1 Valid ID Accomplished by client
Authorization Letter: Three copies (3) Accomplished by client
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents valid ID 1. After signing the None
and photocopy of the payroll, releases the
ID cash to the claimant
or his/her authorized
For representatives: representative.
15 minutes Admin. Aide
Provides Authorization (Cashier’s Office)
Letter, Valid ID of
authorized person and
valid ID of the payee,
photocopy of IDs
presented.
15 minutes
Total: None
3. Check Disbursements/List of Due and Demandable-Accounts Payable-

Advice to Debit Accounts (LDDAP-ADA)/Advice to ADA Issued and
Cancelled (ADAIC)
Payment of claims through Check/LDDAP-ADA/ADAIC such as: Reimbursements and
prepayments of travel, Purchases, Salary/ honorarium/ wages, Cash advances, Remittances.

Check Disbursement
G2C, G2B
[189]
1. 1 Valid ID Accomplished by client
2. Authorization Letter (1 copy) Accomplished by client

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents valid ID 1.1 Have the None
Disbursement
Voucher signed by
the client Cashier III
1.2 Issues Official (Cashier’s Office)
Receipt (OR) before 1 day
Admin. Aide III
releasing the check. (Cashier’s Office)
1.3 Releases the
check to the client &
BIR Tax Certificate of
the External Client
Total: None 1 day

Type of Transaction:LDDAP-ADA
G2C, G2B
1 Valid ID Accomplished by client
Authorization Letter (1 copy) Accomplished by client
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Presents valid ID 1.1 Cashier III
creates a summary None
of LDDAP-ADA and
advice to debit.
1.2 Have the Cashier III
Disbursement 2 days
Voucher signed by
the client
1.3 Issues official
receipt (OR)
[190]
1.4 Provides a photo
copy of LDDAP-ADA
and BIR Tax
certificate of the
external client
Total: None 2 days

ADAIC
G2C, G2B
1. 1 Valid ID Accomplished by client
2. Authorization Letter (1 copy) Accomplished by client
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.1 Receives None
Disbursement
voucher (DV) and
payroll from the
Office of the
President
1.2 Prepares the
prooflist and ADAIC Cashier-III,
form
2 days Admin. Aide – III,
1.3 Routes the
forms/documents to (Cashier’s Office)
relevant signatories
1.4 Have the Bureau

of Treasury and DBP
receive the copies of
the ADAIC form with
prooflist
1. Checks HRIS for None
updates on payment N/A
claims.
Total: None 1 days
[191]
4. Enrollment Validation
Validating Students Account through Students Information Accounting System (SIAS) during
enrollment.

Who may avail: Undergraduate Students

1. Enrollment Form (1 copy) Dean’s Office
FEES
PROCESSING PERSON
PAID
1. Representative 1.1 Validates and None
from different Re-assesses
Colleges/ student’s account
Departments forwards through SIAS.
the Enrollment form to Admin Aide IV,
1.2 Releases 4 hours
Teller 3. (Cashier’s Office)
validated enrollment
form to College
representative
Total: None 4 hours
[192]
Internal Services
[193]
1. Assistance for Loan Application
To facilitate documents as to the completeness of documents for Loan Applications
Office of the Human Resource Management – Personnel Welfare

Office or Division:
and Benefits
Who may avail: Personnel with plantilla positions and casual employees
1. Regular Payroll (3 copies) Copy of requesting client or from the Office of
2. Payslip (1 copy) the Human Resource Management
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requests 1. Prepares None Admin Aide III
documents needed for documents needed (Office of the
Loan Application for Loan Application Human Resource
10 minutes Management)
2. Receives pertinent
documents given by Client
the HRMO staff
2. Facilitation of In-house training

The process that ensures the delivery of in-house training to personnel as part of their
professional growth in the University
Office of the Human Resource Management – Learning and

Office or Division:
Development
Who may avail: SSU faculty/personnel

Approved Training Program (3 copies) Office of the Human Resource Management
[194]
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.1 HRMO-L&D None Training
personnel prepares Coordinator and
the Training 7 days Asst. Training
Program proposal Coordinator
(Office of the
and submits it for
Human Resource
approval. Management)
1.2 HRMO-L&D None

personnel makes all
necessary logistical
arrangements to be
able to conduct the Training
training program. Coordinator and
Asst. Training
Makes use of 7 days
Coordinator
various training (Office of the
modalities such as Human Resource
face-to-face training Management)
(following health
protocols and
preventive
measures) and
online platforms.
1.3 Intended None Training
participants of the Coordinator and
training program are Asst. Training
invited to attend, 3 days Coordinator
and consequently (Office of the
conducts the Human Resource
training as Management)
scheduled.
2. Participants follow 2. Facilitates the None Training
the registration training program Coordinator and
process. and distributes the Asst. Training
Certificates of 3 days Coordinator
(could change (Office of the
Participation and
depending on Human Resource
Attendance.
the training Management)
3. Answers the design)
training evaluation
Participants
and receives the
certificates.
Total: None 20 days
[195]
3. Facilitation of Off- campus training
The process that facilitates the endorsement of SSU faculty/personnel to participate in
trainings conducted by recognized institutions and partner agencies as part of the
professional growth of employees
Office of the Human Resource Management – Learning and

Office or Division:
Development
Who may avail: SSU faculty/personnel
1. Individual Development Plan (2 copies) Office of the Human Resource Management
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Employee duly 1.1 HRMO-L&D None
accomplishes the receives and Training
Coordinator and
Individual reviews the
30 minutes Asst. Training
Development Plan Individual Plan, Coordinator
and submits it to the encodes the data in (Office of the
HRMO-L&D. the system, and files Human Resource
it accordingly. Management)
1.2 HRMO-L&D None

receives off-campus
training
endorsements,
actively seeks Training
legitimate training Coordinator and
opportunities off- 3 days Asst. Training
campus, web-based Coordinator
trainings, or receives (Office of the
training requests Human Resource
from employees. Management)
These are then
carefully reviewed
based on the
employee’s IDP.
[196]
1.3 HRMO-L&D None
Personnel endorses Training
the employee for Coordinator and
Asst. Training
training/travel.
30 minutes Coordinator
Prepares the (Office of the
recommendation Human Resource
letter and Management)
commitment form.
2. Employee routes 2. HRMO- L&D None Training
the recommendation Personnel forwards Coordinator and
letter and commitment relevant documents Asst. Training
form for signature and for Travel Order Coordinator
approval of their preparation. Admin Aide II (TO
immediate supervisors preparation)
and the University For Web-based (Office of the
1 day
President. Returns to training with Human Resource
Management)
the HRMO-L&D registration: HRMO-
personnel for travel L&D personnel University
order endorsement. forwards relevant President
documents to the (approval
employee for the (Office of the
processing of University
payment for President)
registration.
Concerned
Finance Service
3. After attending the 3. HRMO-L&D None Training
training, employee Personnel verifies Coordinator and
submits the duly and files the doc. Asst. Training
accomplished accordingly. 15 minutes Coordinator
(Office of the
TEREAP.
Human Resource
Management)
4 days, 1 hour
Total: None and 15
minutes
[197]
4. Issuance of Service Records
Requests of external and internal clients for various purposes
Office or Division: Office of the Human Resource Management – Other Services

Who may avail: SSU Employees

1. Duly accomplished request form (1 copy) Office of the Human Resource Management
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Client fills up 1. Checks the None
pertinent information request logbook/
in the request email, processes the
form/logbook at the requested
Human Resource document, and
Office releases the service HRMO I
HRMO III
record
Alternatively, the Human Resource
client may send an Management)
email (name and
purpose should be
indicated) through
signifying the request.
[198]
5. Issuance of Various Certifications
Requests of external and internal clients for employment and other legal purpose

Who may avail: SSU Employees
1. Duly accomplished request form (1 copy) Office of the Human Resource Management
2. Documentary Stamp (1 piece) Cashier’s Office/Post Office
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Client fills up 1. Checks the PHP
pertinent information request logbook, 30.00
in the request processes the (COE) HRMO I
form/logbook at the requested (Office of the
5 minutes
Human Resource document, and Human Resource
Office releases the Management)
• COE requested
• DBP certification
• Endorsement
PHP
Total: 30.00 3 minutes
(COE)
6. Performance Management System (Collection of Record Keeping of

Performance Targets and Accomplishments)
Performance Rating shall be applied to all regular, temporary and casual employees of the
University based solely on the employees’ agreed targets with his / her immediate supervisor
cascaded from the University plans / programs and targets.
Office of the Human Resource Management – Performance

Office or Division:
Management
Who may avail: SSU Personnel
[199]
Performance Targets (3 copies) Office of the Human Resource Management
Performance Actual Accomplishment (3

copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Office/Unit submits 2. Receives and None
the bound copies of reviews the
Admin Aide
the accomplished documents and files
(Office of the
Performance Targets/ them accordingly. 10 minutes
Human Resource
Performance Actual Management)
Accomplishments as
scheduled.
7. Preparation of Honoraria & Honoraria Differential Payroll

To facilitate payment of services rendered of faculty in excess of their regular teaching load

Office or Division:
and Benefits
Who may avail: Faculty with extraload/ part-timers with teaching load
1. DTR for Honoraria Claim (2 copies) Office of the Human Resource Management
2. Photocopy of Regular DTR (1 copy) Accomplished by Personnel
3. SSU-OVPAA FR-001: Computation of

Office of the Vice President for Academic
Overtime of Teaching / Summary of Hours
Affairs
Claimed for a Specific Period (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits DTRs for 1.1 Receives and None 4 days Administrative
Honorarium Claim computes the exact Assistant
[200]
with supporting number of hours (Office of the
documents rendered for Human Resource
honoraria claim with Management)
corresponding rate
per hour
1.2 Prepares and None Administrative
processes the Assistant II
Honoraria payroll,
and consequently Clerk/Staff
3 days
forwards it to the
Cashier’s Office for (Office of the
payment. Human Resource
Management)
Total: None 7 days
8. Preparation of Job Order Payroll

To facilitate payment of services rendered by employees with a Job Order status (regular
days and overtime) for a specific period

Office or Division:
and Benefits
Type of
G2C
Transaction:
Who may avail: Job Order Employees
1. Regular DTR (2 copies) Office of the Human Resource Management
2. DTR for overtime (2 copies) Office of the Human Resource Management
3. Accomplishment Report (for those
claiming for overtime pay) (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits duly 1.1 Receives and None
accomplished DTRs computes the exact Administrative
2 days
Assistant
with supporting number of days
(Office of the
documents rendered for a Human Resource
particular period Management)
[201]
1.2 Prepares and None Administrative
processes the Assistant
Honoraria payroll,
and consequently Staff/Clerk
2 days
forwards it to the
Cahier’s Office for (Office of the
payment. Human Resource
Management)
Total: None 4 days
9. Preparation of Payslip
To facilitate requirement for loan applications to government and private lending entities

Office or Division:
and Benefits
Who may avail: Personnel with Plantilla positions and casual employees
Request for Issuance of Payslip (1 copy) Office of the Human Resource Management
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Requests Issuance 1. Generates the None Administrative
of Payslip Payslip from the Assistant
Payroll System 3 minutes (Office of the
Human Resource
Management)
2. Receives the duly 2. Records the None Administrative
signed Payslip name of the client Assistant
who requested for
payslip issuance Staff/Clerk
3 minutes
(Office of the
Human Resource
Management)
[202]
10. Preparation of PERA Payroll
To facilitate payment for services rendered

Office or Division:
and Benefits
Who may avail: Regular and Casual Personnel

1. Regular Submission of DTRs (2 copies) Office of the Human Resource Management
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits Regular 1.1 Prepares PERA None Admin Aide III
DTRs Payroll per period 30 minutes (Office of the
Human Resource
Management)
1.2 Prepares and None
processes the PERA Staff/Clerk
payroll until it is (Office of the
1 day
forwarded to the Human Resource
Cashier’s Office for Management)
payment
1 day & 30
Total: None
minutes
11. Preparation of Payroll for RATA, Night Shift Differential, Subsistence,

Honoraria, Salaries of Contractual Employees

Office or Division:
and Benefits
Who may avail: Regular/ Casual/ Contractual Personnel

1. Photocopy of DTR/RATA (2 copies) Office of the Human Resource Management
[203]
2. Subsistence Certification/Approved
Budget Proposal/Regular DTR/Contract
Accomplished by Client
of Service of Contractual Employees (1
copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits needed 1.1 Prepares payroll None Admin Aide III
documents for payroll based on the
preparation documents Staff/Office Clerk
30 minutes
submitted
(Office of the
Human Resource
Management)
1.2 Prepares and None Admin Aide III
processes the
regular payroll until Staff/Office Clerk
it is forwarded to the 2 days
(Office of the
Cashier’s Office for
Human Resource
payment Management)
2 days & 30
Total: None
minutes
12. Preparation of Regular Payroll


Office or Division:
and Benefits
Who may avail: Regular and Casual Personnel
1. Regular Submission of DTRs (2 copies)
with supporting documents
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Submits Regular 1.1 Prepares None Admin Aide III
DTRs Regular payroll per 5 days
period Staff/Office Clerk
(Office of the
[204]
Human Resource
Management)
1.2 Prepares and None Admin Aide III
processes the 2 days
Regular payroll until Staff/Office Clerk
it is forwarded to the
Cashier’s Office for (Office of the
payment Human Resource
Management)
Total: None 7 days
13. Preparation of Travel Order

To ensure that the approved request for travel is facilitated and properly endorsed

Office or Division:
and Benefits
Who may avail: Personnel and students with approved request for official travel
Approved Letter to travel (3 copies)
Endorsement from the University President Office of the University President
(1 copy)
Travel Order Form (3 copies) Office of the Human Resource Management

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Present the 1. Prepares the None Administrative
documents duly Travel Order based Assistant
approved/ endorsed on the documents 5 minutes (Office of the
for travel order received Human Resource
preparation Management)
2. Receives the 2. Records the None Administrative
prepared Travel Order Travel Order Assistant
for approval of the prepared
signatories Admin Aide
3 minutes
(Office of the
Human Resource
Management)
3. Returns the 3. Records the None 3 minutes Administrative
[205]
Approved Travel Travel Order Assistant
Order for issuance of Number; furnish the
Travel Order Number original copy of the Admin Aide
Travel Order and
(Office of the
supporting
Human Resource
documents to the Management)
client; and file the
same accordingly
14. Processing of Leave Application (Form 6)
All personnel of the University are required to file their leave of absence in the CSC prescribed
form

Type of
G2C
Transaction:
Who may avail: All Personnel of the University
Leave Application Form (3 copies)
Duly accomplished leave application form Office of the Human Resource Management
(3copies)
FEES
CLIENT STEPS AGENCY ACTIONS TIME
BE RESPONSIBLE
PAID
1. Client submits the 1.1 Fills up the None HRMO I
accomplished form certification portion of 10 minutes
with signature of the leave application HRMO III
his/her immediate as to the leave credits
supervisor to the balance of the client (Office of the
office of the HR and have it signed by Human Resource
the HRMO III Management)
1.2 Forwards the None HRMO I
leave application to (Office of the
the office of the Human Resource
University President 1 day Management)
for approval
University
President
(Office of the
[206]
University
President)
1.3 The Office of the

endorses the
approved leave
application to the HR
office
2. Client gets copy of 2. The HR provides None
his/her approved the employee a copy HRMO I
(Office of the
leave application of the approved leave
5 minutes Human Resource
from HR office application. Then Management)
keeps a record on
file.
1 day &
Total: None
15 minutes
15. Recruitment, Selection and Placement Services
Recruitment of Personnel for both promotional and new entrants’ appointees shall be based
on their relative qualifications and competence to perform the duties and responsibilities of the
positions
Office of the Human Resource Management – Recruitment and

Office or Division:
Selection
Who may avail: SSU Personnel, Applicants

1. Application letter (1 copy) Accomplished by client
2. Transcript of records (1 copy) Accomplished by client
3. Diploma (1 copy) Accomplished by client
4. Birth Certificate (1 copy) Accomplished by client
[207]
5. Certificate of employment / Service Record
(from previous employer, if applicable; 1 Accomplished by client
copy)
6. Performance Rating from previous
Accomplished by client
employment (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Applicant submits 1.1 Receives or prints None Staff
application letter application letter of (Office of the
addressed to the the external/internal University
University President applicants President)
along with the rest of
1.2 Records and None Records Officer
the requirements via
endorses applications (Office of the
emai) or through their University
office at the 2nd floor, received to the Office
of the Human President)
SSU Convention
Center. Resource
Management.
2 days
1.3 HRMO conducts
a pre-screening of HRMO III
applications received (Office of the
based on the Human Resource
minimum qualification Management)
standards.
1.4 PSB conducts
initial screening and Personnel
shortlists qualified Selection Board
applicants. Endorses
shortlisted applicants
for psychological
testing.
1.5 PSB Secretary
contacts shortlisted
applicants for testing.
PSB Secretary &

Asst. Secretary
2. Applicant receives 2.1 Office of the None Director, SWDS

notification via email or SWDS interprets the (Office of the
text that he/she has test scores and 3 days SWDS)
been shortlisted and is submits it to the
scheduled for testing at HRMO.
the Office of the 2.2 PSB Secretary PSB Secretary &
[208]
SWDS. coordinates with Asst. Secretary
applicants and (Office of the
schedules them for Human Resource
interview. Necessary Management)
documents for
interview are
prepared.
3. Applicant submits 3.1 PSB conducts the None
himself/herself for panel interview.
interview. 3.2 PSB submits their
applicant ratings to
the PSB Secretary.
3.3 PSB Secretary Personnel
consolidates the Selection Board
ratings and prepares
a summary of ratings, PSB Secretary &
then is verified, and Asst. Secretary
duly signed by the (Office of the
PSB. Human Resource
3.4 PSB Secretary Management)
submits the summary
of ratings to the
Office of the
for approval and
endorsement.
3.5 University
5 days
President approves
and endorses the
selected applicant for
further processing
and appointment
(note that
appointments are
submitted to the BOR
for confirmation and
approval for SG 18 University
and above). President
3.6 PSB Chairperson (Office of the
and HRMO III University
receives the President)
endorsement.
3.7 PSB Secretary
informs the
applicants of the
results of the
selection process.
[209]
4. Selected applicant 4. Coordinates with None
receives the the selected applicant
communication and in the processing of
coordinates with the his/her appointment
PSB Secretary in the documents, a
processing of his/her checklist of
appointment. documents is PSB Secretary
(Office of the
provided. 15 minutes
Human Resource
Applicants who Management)
were not selected
receives the official
communication
from the University
President, through
the HRMO.
5. Applicant 5.1 Checks the None

accomplishes his/her veracity &
appointment authenticity of the
documents and returns documents &
to the HRMO for completeness of
submission. required
document5Prepares
appointment papers
for approval of the
& submits the same Marilyn P. Sintos
HRMO I
to the CSC.
1 day (Office of the
5.3 Informs the newly Human Resource
hired employee as to Management)
the first day of
service and other
necessary
information. Informs
the employee to
report to his/her
immediate
supervisor.
Schedules the
orientation for newly
hired employees.
6. Reports to the 6. Conducts an None Immediate
immediate supervisor, orientation of the Supervisor
then attends the newly hired
1 day
orientation. employees. HRMO L&D
(Office of the
Human Resource
[210]
Management)
12 days & 15
Total: None
minutes
[211]
External Services
[212]
1. Issuance of Service Records
Requests of external and internal clients for various purposes

Who may avail: Previous SSU Employees
Duly accomplished request form (1 copy) Office of the Human Resource Management
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
pertinent information request logbook and
in the request the availability of
form/logbook at the documents,
Human Resource processes the
Office requested HRMO I
document, and HRMO III
Alternatively, the releases the service 2 days (Office of the
client may send an record Human Resource
email (name and Management)
purpose should be
indicated) through
hrmo@ssu.edu.ph
signifying the request
.
Total: None 2 days
[213]
2. Issuance of Various Certifications
Requests of external and internal clients for employment and other legal purpose

Who may avail: Previous SSU Employees
Duly accomplished request form (1 copy) Office of the Human Resource Management
Documentary Stamp (1 piece) Cashier’s Office/Post Office

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
pertinent information request logbook,
HRMO I
in the request processes the
(Office of the
form/logbook at the requested 15 minutes
Human Resource
Human Resource document. Management)
Office
2. Client pays for the 2. Receives PHP

issuance of the payment and issues 30.00
Certificate of an OR. (COE)
Employment at the
Admin. Aide
Cashier’s Office.
Cashier)
Note: Skip the step for
Certifications that
doesn’t require
payment.
3. Client returns to the 3. HRMO releases None
HRMO and submits the requested 5 minutes
the OR. certification.
PHP
Total: 30.00 30 minutes
(COE)
[214]
Procurement Management Unit
[215]
1. Abstract of Quotations
Abstract of Quotations is the document used in the opening of Requests for Quotation (RFQ)/
Bid Documents by the BAC which certify the correctness of abstract and all bids with the
Lowest Calculated Responsive Bid (LCRB) suppliers and recommend Approval to the Head of
Agency for award of the contract in favor of winning bidders.
Office or Division: Contract Management Office
Who may avail: End-users, suppliers, and procuring entity

Accomplished by the client/bidders – Office
1. Mayor’s/Business Permit (1 copy)
of the City Mayor
2. Professional License/Curriculum Vitae
Accomplished by the client/bidders
(Consulting Services) (1 copy)
3. PhilGEPS Registration Number (1 copy) Accomplished by the client/bidders
4. PCAB License (Infra) (1 copy) Accomplished by the client/bidders
5. Income/Business Tax Return (1 copy) Accomplished by the client/bidders
6. Omnibus Sworn Statement (1 copy) Accomplished by the client/bidders
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.1 Receives the
1. Procurement RFQs from the None
Management Services Procurement
Office forwards to the Management Admin. Aide I
Contract Management Services Office (Procurement and
Office the submitted 1.2 Validates the Supply Office)
Requests for RFQs according to
Quotations (RFQs) the completeness of 1 day Head, Contract
from the bidders/ requirements Management Office
suppliers (Procurement and
Supply Office)
1.3 Submits to the
BAC Office for the
Opening of RFQs
Total: None 1 day
[216]
2. Purchase Order (Notice of Award)
Notice of Award to the winning bidders/suppliers/contractors

Who may avail: Procuring entity

1. Purchase Order Form (2 copies)
Contract Management Office
2. RFQ Form (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. BAC opens the 1.1 Creates the RFQ None 3 days

RFQs and forwards it abstract Head, Contract
Management Office
to the CMO for the
1.2 Forwards the (Procurement and
creation of RFQ Supply Office)
RFQ abstract to the
abstract
BAC Office
2. BAC convenes and 2.1 Creates/ None
Head, Contract
evaluates the prepares the 3 days
Management Office
abstract. Then, Purchase Order (Procurement and
selects and approves Supply Office)
the winning bidder/
supplier, and forwards 2.3 Routes the PO Admin. Aide I
the pertinent for the approval of (Procurement and
all relevant 1 day
documents to the Supply Office)
CMO. signatories
Total: None 7 days
[217]
3. Awarding and Confirmation of Purchase Order
Awarding and Confirmation of the Purchase Order to the suppliers who won the contract.

Type of Transaction: G2B
Who may avail: Suppliers

Purchase Order/ Contract of Award (1 copy)
Contract Management Office
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Serves the PO to None
the winning bidders/
suppliers
1 day Admin. Aide I
2. Receives, confirms, 2. UDC receives
(Procurement and
and appropriately signed and Supply Office)
signs the PO from the accomplished forms,
CMO and files them
appropriately.
Total: None 1 day
[218]
4. PhilGEPS website posting, Virtual Store website and/or Government
Procurement Policy Board (GPPB) Online Portal
To post all procurement notices and awards with Approved Budget for the Contract (ABC)
above PHP 50,000.00 as provided for in RA 9184 and its IRR and other relevant documents;
regardless of amount for GPPB Online Portal
Office or Division: Procurement Management Services Office (PMSO)

Who may avail: End-users, BAC and procuring entity
1. Procurement Notice/Request for
Quotation (RFQ) (softcopy)
2. Purchase Order/Notice of Award,
(softcopy)
Procurement Management Services Office
3. BAC Resolution/Abstract of Bids,
(PMSO)
Purchase Order/Notice to Proceed
(softcopy)
4. Purchase Order/Signed Contract, TOR,
APP Non-CSE, APP-CSE (softcopy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The End user 1. Posts to None
submits Purchase PhilGEPS website
Request with attached Purchase
Approved PPMP or Order/Notice of
APP Award, BAC
Resolution/Abstract Admin. Asst. (Buyer
of Bids, Purchase Coordinator /
Order/Notice to Buyer)
Proceed and 5 days (Procurement
Purchase Management
Order/Signed Services Office/
Contract in PDF PMSO)
format; APP-CSE for
Virtual Store;
TOR/RFQ, PR, APP
for GPPB Online
Portal
Total: None 3 days
[219]
5. Procurement Monitoring Chart
Document used to record and monitor all procurement activities of the University/Procuring
Entity and submitted to the BAC.
Office or Division: Procurement Management Services Office (PMSO)

Type of Transaction: G2C and G2B
Who may avail: End-users, BAC and procuring entity
1. Purchase Request (1 copy for DBM, 1
copy for PMSO, 1 copy for end user, 1
copy for processing purposes) Procurement Management Services Office
2. PPMP ( 1 copy per request) (PMSO)
3. Annual Procurement Plan (1 copy for
PMSO)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The End user 1.1 Receives None 5 minutes
submits Purchase approved PPMP or
Request (PR) with Annual Procurement
approved Project Plan (APP) and
UDC
Procurement Purchase Request
(PMSO)
Management Plan (PR) from the end-
(PPMP) or Annual user with soft copy
Procurement Plan for data capture and
(APP) indicates PR
Number.
1.2 Evaluates PR None
with the complete
requirements in
preparation of UDC
Request for 15 minutes (PMSO)
Quotation (RFQ) and
monitors the status
of the bid
documents.
1.3 Prepares Agency None
Head, Procurement
Procurement
15 minutes Services
Request (APR) for (PMSO)
DBM procurement
[220]
1.4 Serves, retrieves None
1 day PMSO Staff
APR and pick-up
(PMSO)
supplies procured
from DBM-PS
1.5 Records, None
prepares and 1 day Admin. Aide
(PMSO)
facilitates Request
for Quotation’s
(RFQ) signatories
1.6 Prepares RFQ None 15 minutes
Admin. Aide
for serving to (PMSO)
suppliers
1.7Serves and None 2 days
retrieves RFQ to 3 Admin Aide
qualified (PhilGEPS (PMSO)
registered) suppliers.
1.8Collects and None

records RFQs for Admin Aide
BAC opening and 1 day (PMSO)
facilitates signing of
RFQ
2. Prepares Semi- None
Annually and
Annually
Procurement
Monitoring Chart for
submission to BAC.
Note: To minimize
face-to-face contact
with end-users, Head, Procurement
Procurement Services
Monitoring status 1 day
(PMSO)
can be viewed
through University
LAN shared files of
the Procurement
Management
Services Office
(PMSO) and
messaging using
email or Facebook
messenger.
6 days and 50
Total: None
minutes
[221]
Property and Supply Management Office
Internal Services
[222]
1. Release of Supplies/Materials/Equipment
The process involves the release of supplies, materials, and equipment as per request from
SSU personnel and students. Likewise, it includes the release of office supplies, janitorial
supplies, electrical and hardware supplies and equipment.
Office or Division: Property and Supply Management

Who may avail: Personnel
1. Requisition Slip (3 copies) Property and Supply Management
2. Purchase Request Property (3 copies) Property and Supply Management
3. Acknowledgement Receipt (3 copies) Property and Supply Management
4. Inventory/Custodian Slip (3 copies) Property and Supply Management

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1.1 Procurement None
Office submits
Purchase Order (PO)
with complete
supporting documents
provided with their
Logbook to be Admin. Aide
received and signed. 10 minutes III/Clerk
(Supply Office)
1.2 Receives pertinent
documents from
Procurement Office
and records this
transaction on the
logbook.
2. Supplier, following 2.1 Checks and None 3 days
necessary health and evaluates the items/ Supply Officer
safety protocols, materials/ equipment Bookkeeper
(Supply Office)
delivers items/ delivered in
materials/ equipment in conformity to the Inspector
accordance with the PO specifications found (Office of IDS)
served. on the PO.
2.2 Supply Officer and
[223]
Property inspector
appropriately signs
the delivery receipt
issued.
2.3 The assigned
personnel prepare the
Inspection and
Acceptance Report.
2.4 The Supply Officer
and Property
Inspector signs the
Inspection and
Acceptance Report.
2.5 Assigned
employee prepares in
4 copies the following
documents:
- Requisition and
Issue Slip (RIS)
- Property
Acknowledgement
Receipt (PAR)
- Inventory
Custodian Slip
(ICS)
2.6 Delivers the items/
materials/ equipment
to end-user and lets
them sign the
acknowledgement
receipt.
3.1 End-user receives 3. UDC receives None
and checks the signed and
Document
delivered items for accomplished forms
Controller
appropriateness from end-users and
based on the given files them Admin. Aide
specifications. appropriately. III/Clerk
1 hour
3.2 Signs the RIS,
Admin. Aide
PAR and ICS if
III/Clerk
delivered items are
up to par. (Supply Office)
Total:
(Note: Total number of hours is the maximum time per 3 days, 1 hour,
None
transaction, it may lesser depending to the number of 10 minutes
items to be released)
[224]
Office of the Vice President for Student Affairs and
Services
Internal Services
[225]
1. Accreditation and Re-Accreditation of Campus Student Organizations
This procedure describes the process involved in the accreditation and re-accreditation of
campus student organizations in order to provide a set of student-centered activities and
services in support of academic instruction and to further improve the quality of student affairs
and services in support to students’ development and welfare.
Office or Division: Office of the Vice President for Student Affairs and Services
1. Acknowledgement Receipt (2 copies)
2. Set of Accreditation (4 copies)/ Re-
Accreditation forms (3 copies)
3. Recommendation Letter for Re-Accreditation
(3 copies)
4. Certificate of Accreditation/ Re-Accreditation Office of the Vice President for Student
Status (3 copies) Affairs and Services, and downloadable
forms through messenger, email, and link
5. Bound Copy of Accomplished and
Verified/Validated Accreditation/ Re-
Accreditation Documents for Return to the
Organization (3 copies)
6. Approved Board of Regents’ Resolution for
Accreditation of New Organization (3 copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Request for 1. Releases needed None
downloadable Set of forms. Acquaints
Accreditation/ client of the
Reaccreditation Forms requirements Admin. Aide III
10 minutes
through messenger, (OVPSAS)
email, and link, or at
the OVPSAS office by
appointment.
2. Submit bound copies 2.1 Checks None 3 minutes Admin. Aide III
of accomplished completeness of (OVPSAS)
documents through documents
couriers or drop-off box 2.2 Verifies/ 25 minutes VP-SAS
at the SSU guard Evaluates the (OVPSAS)
[226]
house. documents
2.3 For Re-
Accreditation:
Submits Director SWDS
recommendation (OSWDS)
letter to the University
President USC President
and assigned
Officers
For Accreditation:
2 minutes
Presents Proposal VP-SAS
for Accreditation of (OVPSAS)
Organization to
SSU Academic University
and Administrative President
Council for (OPRES)
Endorsement to
the Board of
Regents
2.4 Secures
clearance certification VP-SAS
of the organization (OVPSAS)
5 minutes
from the National
Intelligence USC President
Coordinating Agency,
Region 8.
2.5 Presents Proposal VP-SAS
for Accreditation (OVPSAS)
during BOR Finance 5 days
Committee Meeting University
President
and at the Board of
(OPRES)
Regents’ Meeting
SSC Federation
President
3. Claim/Secure copy 3.1 Releases None
of Certification for Certification and 10 minutes
Accreditation/ Re- approved
Accreditation and recommendation
approved letter.
recommendation letter Admin. Aide III
3.2 Returns one
(OVPSAS)
through messenger, bound copy of
email, and link, or at Accomplished
4 minutes
the OVPSAS office by Accreditation/ Re-
appointment. Accreditation
3.3 Files OSAS copy
5 days, 58
Total: None
minutes
[227]
(Accreditation)
5 days, 55
minutes (Re-
Accreditation)
2. Canteen Operation
To serve nutritious and well-balanced meals at reasonable prices, and to provide a clean and
comfortable place for serving meals to the students/ customers
Office of the Vice President for Student Affairs and Services – Food
Office or Division:
Services
Who may avail: Students, Personnel and other stakeholders
1. Logbook of menu (1 copy)
2. 1 Bulletin of Menu
3. Canteen Facilities/Utensils
4. Purchased Food
5. Products
6. Receipts of Purchased Products (1 copy)
7. Storage Room
University Canteen/Cafeteria
8. Freezer
9. Refrigerator
10. Kitchen Displayed Products
11. Displayed Food
12. Health Certificate (1 copy)
13. 1 File of Records
14. Sanitary Permit (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Buy displayed/ 1.1 Serves food to Meals:
CIT Faculty-in-
cooked food following customers for dine-in Charge Cafeteria
standard health or take-out service. Snacks Services
protocols 1.2 Accepts payment = PHP
of food. 80.00 5 mins.
Student Assistant
(max
price) (Canteen)
Break-
[228]
fast =
PHP
200.00
(max
price,
with rice
and
bottled
water)
Lunch/
Dinner
= PHP
250.00
(max
price,
with rice
and
bottled
water)
*Total
depends
on the
Total: transacti
5 mins.
on per
client
*Note: Prices vary depending on the selected meal per customer and type of food.
3. Externally Funded Scholarship/ Financial Assistance Program

Application
It provides a detailed instruction on externally funded scholarship/ financial assistance
program application procedure to ensure that the application is processed in accordance with
the existing scholarship/ financial assistance guidelines of various sponsoring agencies.
Who may avail: Undergraduate and Graduate Students
1. Scholarship/ Financial Assistance Program Accomplished by applicant:

Endorsement: Scholarship/financial assistance sponsoring
agency
[229]
Accomplished by applicant:
*Last school attended: freshmen
2. 1 original copy of Certificate of Rating
*Office of the University Registrar:
continuing students
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits OSAS page 1. Provides None
and looks for scholarship/ financial Scholarship
scholarship/ financial assistance program 2 minutes Coordinator
assistance program information at the (OVPSAS)
information OSAS page
2. Selects the 2. Checks for online None
Scholarship
externally funded response from the link
Coordinator/
scholarship / financial provided 3 minutes
OVPSAS Staff
assistance program of (OVPSAS)
interest
3. Fills out the online 3.1 Checks the None Scholarship
form and upload the attached 5 minutes Coordinator
documentary documentary (OVPSAS)
requirement/s requirement
3.2 Ascertains None
whether the applicant
is:
• Officially
enrolled TES Focal
10 minutes Person
• qualified/met (OVPSAS)
scholarship
criteria
• with complete
documentary
requirement
3.3 Reviews the None
online
accomplished
form and contact
the applicant
through phone
OVPSAS Staff
calls or email the 10 minutes
(OVPSAS)
following:
• notifies that
his/her
application was
received
• requests for any
[230]
lacking
information or
verifies some
data if
necessary
• orients
scholarship/
financial
assistance
application
procedure/
process
• provides options
for the
submission of
required
documents
4. Submits 4.1 Receives the None
documentary documentary
requirements through requirement/s
any of the following: 4.2 Registers name in
• courier the data system Scholarship
10 minutes
Coordinator
• drop box
• by appointment TES Focal
4.2 Advises student Person
through call or email (OVPSAS)
to wait for notification
as to the availability of
scholarship/ financial
assistance
5. Waits for the 5.1 Prepares payroll None
Scholarship
notification of the documents and
Coordinator
release of scholarship endorses to 1 day
stipend accounting office for TES Focal
payroll processing: Person
• Statement of
Account (OVPSAS)
• Assessment
• Refund Form
• Payroll/ Voucher
• Transmittal Letter
5.2 Payroll documents None
Staff
are then processed
5 days (Accounting
by the Accounting Office)
Office
[231]
6. Proceeds to the 6.1 Notifies applicant None 10 minutes OSAS Staff
Cashier’s Office on the availability of (OVPSAS)
and receives the scholarship/ financial
scholarship/Financi assistance
al assistance 6.2 Releases the None 10 minutes Cashier/
stipend scholarship Disbursing Officer
refund/stipend (Cashier’s Office)
Total: None 7 days
4. Free Higher Education Program Application
It provides a detailed instruction on the Free Higher Education Program application to ensure
that the application is processed in accordance with the R.A. 10931 guidelines.
Who may avail: Undergraduate Students
1. SSU-ODSAS-FR-044 (Free Higher
Office of the Vice President for Student
Education Program Application Form) 1
Affairs and Services
copy
2. Certificate of Registration Office of the University Registrar

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits OSAS page 1. Provides Free None
TES Focal
and selects the Free Higher Education
Person/
Higher Education Program 2 minutes
OVPSAS Staff
Program information at the (OVPSAS)
OSAS page
2. Fills out the Free 2.1 Checks for online None
5 minutes
Higher Education response from the link
Application Form provided TES Focal
2.2 Validates online None 5 minutes Person/
responses and OVPSAS Staff
ascertain whether the (OVPSAS)
applicant is:
• Officially
enrolled
[232]
• Qualified for
Free Higher
Education
3. Receives 3.1 Notifies the None TES Focal

notification of the applicant through call 3 minutes Person
application status and or email on his/her (OVPSAS)
responds to queries if application status
necessary 3.2 Verifies None
OVPSAS Staff
information from the
2 minutes (OVPSAS)
accomplished form if
necessary
4. Proceeds to the 4.1 Registers name in None 2 minutes TES Focal
next step of the the data system Person
enrollment procedure 4.2 Proceeds with the (OVPSAS)
FRE billing procedure None 1 minute
Total: None 19 inutes
5. Internally Funded Scholarship/Financial Assistance Program

Application
It provides a detailed instruction on internally funded scholarship/ financial assistance
program application procedure to ensure that the application is processed in accordance with
the existing University scholarship/ financial assistance guidelines.
Who may avail: All Students (Undergraduate and Graduate Students)
1. SSU-VPSAS-FR-015 Application for Office of the Vice President for Student
Scholarship and Financial Assistance (1copy) Affairs and Services
*Director, Sports Development & Culture
and the Arts Program
2. Scholarship/ Financial Assistance Program
(Athletic/Varsity Scholarship, SSU Culture
Endorsement: 1copy (original)
& the Arts Scholarship)
*Adviser, Recognized/Accredited Campus
Organization
(University Student Council, Tradesman,
[233]
Presidential Scholarship)
*Head, Human Resource Management
Office
(SSU Personnel and its Beneficiaries
Scholarship)
*Last school attended: freshmen
1. Copy Certificate of Rating (1copy)
*Office of the University Registrar:
continuing students
2. Copy of Prospectus (1copy)
Colleges/Department: new applicant
3. Copy of Good Moral Certificate (1copy) Accomplished by applicant
4. Copy of Certificate of Honor (1copy) *Last school attended: Entrance
5. Copy of Letter of Recommendation (1copy) Scholarship
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits OSAS page 1.1 Provides Free None 2 minutes
and looks for Higher Education
scholarship/ financial Program information
assistance program at the OSAS page Scholarship
and Selects the Coordinator/
internally funded OSAS Staff
scholarship / financial 1.2 Checks for online None (OVPSAS)
assistance program of response from the link
provided 2 minutes
interest
2. Fills out the online 2.1 Checks the None

form and upload the attached 5 minutes
documentary documentary
requirement requirement/s
2.2 Ascertain whether
the applicant is:
• officially enrolled Scholarship
• qualified/met 10 minutes Coordinator/
scholarship 10OSAS
i Staff
criteria (OVPSAS)
n
• with complete u
documentary t
requirement e
2.3 Reviews the s
online accomplished
form and calls the
applicant for the
[234]
following:
• notifies that the
application was
received
• requests for any
lacking
information or
verifies some
data if necessary
• orients
scholarship/finan
cial application
procedure
for the
submission of
required
documents
3. Submits 3.1 Receives and None Scholarship
documentary checks the 2 minutes Coordinator
requirements through documentary
any of the following: requirement/s TES Focal
• courier 3.2 Secures approval None Person
1 day
• drop box from concerned
• by appointment University officials OSAS Staff
3.3 Registers name in None
1 minute (OVPSAS)
the data system
4. Receives notice of 4. Notifies the None
approval through applicant of the
phone call or email approved application
OSAS Staff
and advises to wait for 1 minute
(OVPSAS)
the notice of the
availability of the
scholarship claim
5. Waits for 5.1 Prepares payroll None
notification of release documents and
of scholarship stipend endorses to
accounting office for Scholarship
payroll processing: Coordinator
• Statement of 1 day
TES Focal
Account
Person
• Assessment
• Refund Form (OVPSAS)
• Payroll/
Voucher
• Transmittal
[235]
Letter
5.2 Payroll documents None Accounting Staff
are then processed by 5 days (Accounting
the Accounting Office Office)
6. Proceeds to 6.1 Notifies applicant None Scholarship
10 minutes
Cashier’s Office and on the availability of Coordinator
receives the scholarship/ financial
scholarship/ Financial assistance stipend at TES Focal
Person
assistance stipend the Cashier’s office
(OVPSAS)
6.2 Releases the None Cashier/
scholarship 15 minutes Disbursing Officer
refund/stipend (Cashier’s Office)
7 days & 48
Total: None
minutes
6. Internship Deployment Process

To provide student interns with an opportunity to complement their formal learning with
practical knowledge, skills, and desirable attitudes and to gain hands-on experience in
recognized Host Training Establishment.
Who may avail: Students, Parents/guardian, HTE and other Stakeholders.

1. Student Internship Program Entry Forms (2
SIP Office and College PIC
copies)
2. Student Internship Program Exit Forms (2

SIP Office and College PIC
copies)
3. Narrative Report Forms (2 copies) SIP Office and College PIC

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Joins the online 1. Creates an Official None
Official SIP Facebook Facebook Group SIP Director
30 Minutes
Group and creates solely for Student- (CIT/OSAS)
Zoom account for Interns where videos
video and audio of orientation topics
[236]
communications. will be uploaded, and
Zoom account for
video and audio
communications
2. Secures/ 2. SIP Director & SIP None
Downloads SIP Forms Staff uploads set of
through online SIP SIP Forms online
Facebook Page/ SSU
Facebook Page, SSU SIP Director
15 Minutes
Website. Other (CIT/OSAS)
students may secure
SIP forms at the SIP
Office by appointment
by following standard
health protocol.
3. Consult the 3. SIP Director and None
Program Internship Program Internship
Coordinator of each Coordinator (PIC)
College on what utilizes blended-
learning activities and flexible teaching-
skills enhancement is learning activities
required to delivery in the form of SIP Director/
Program
compensate for the skill enhancement
1 day Internship
desired competency/ and learning activities Coordinator (PIC)
outcomes as required online (e.g. case (CIT/OSAS)
by the course. study, research, one
Through Phone Call, on one mentoring,
Email and Messenger simulation and other
or Face-to-Face methodology
consultation with the available)
PIC, Following health
standard protocol.
4. After completion of 4. SIP Director and None
the skill learning PIC checks and
activities requirements verifies the
for flexible Internship, completeness of the SIP Director
the students will submitted documents 1 day (CIT/OSAS)
submit the required and; accept
documents for Documents/ File Program
assessment and copy. Internship
evaluation to the PIC Coordinator/
and SIP Office Faculty
following health
standard protocol.
2 days & 45
Total: None
Min.
[237]
7. Issuance of Certificate of No Scholarship
The Certificate of No Scholarship is issued upon request of the student as a documentary

requirement to various scholarship/ financial assistance program being applied.
Who may avail: Students with no existing scholarship
1. SSU-ODSAS-FR-014 (Transaction Slip) Office of the Vice President for Student
1copy Affairs and Services
2. Receipt of Payment (1 copy) Cashier’s Office

FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits OSAS page 1. Checks for online None
OSAS Staff
and apply for the response from the link
1 min. (OVPSAS)
issuance of Certificate provided
of No Scholarship
2. Fills out the 2.1 Checks if the form None
application form was properly
accomplished
2.2 Ascertain if the Scholarship
student is: Coordinator
10 min.
• Officially (OVPSAS)
enrolled
• No existing
scholarship
program
3. Receives 3.1 Notifies the None
notification of applicant whether
approved/disapproved request is approved or
request not Scholarship
3.2 Orients the Coordinator
10 min.
applicant of the (OVPSAS)
request procedure
and provides
information when to
claim the certificate
[238]
4. Waits for the 4.1 Prepares the None
certificate to be Certificate of No
processed Scholarship
4.2 Have it signed by
the VPSAS Scholarship
4.3 Seals the Coordinator
10 min.
document (OVPSAS)
4.4 Notify applicant
through phone call or
email of the
availability of the
document
5. Presents OR and 5. Releases the PHP
receives the certificate Certificate of No 50.00 OSAS Staff
Scholarship (Cert. 4 min. (OVPSAS)
of No
Scholar
ship)
PHP
Total: 35 minutes
50.00
8. Online Publication
The purpose of this document is to give instructions for the steps on how to have updates on
the latest news, stories, and other works on current issues inside and outside the university,
specifically those concerning the students being the primary client. One way of doing so is
through online publication on the SSU website, one of the popular mediums nowadays, or
The Tradesman official Facebook page which will direct client to the university official website.
Who may avail: Students and other stakeholders

Published article and photo with captions The Tradesman Official Facebook Page/
Online/Website post Samar State University Official Website
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Logs in on 1.The Managing None 60 minutes Managing editor,
[239]
Facebook and Editor coordinates with SSU Web
searches the official the SSU Web Communication
Facebook page of The Communication Team Team
Tradesman or visits for the final version of (OVPSAS)
directly Samar State the article and
University official captioned photos to
website for latest be posted online on
updates. the student section of
the university website.
Note: Copying and
making screenshots Note: Publication staff
without a valid checks and monitors
purpose is strictly regularly
prohibited. Observing netizens/students’
online etiquettes and actions and reactions
professionalism is online.
highly advised.
Sharing posts to give
information and for
appreciation is with no
restrictions.
[240]
9. Publication of Magazine, Tabloid, and Folio
The purpose of this document is to give instructions for the steps of claiming magazine,
tabloid and folio after they have been produced for public consumption.

Magazine, tabloid, or folio (printed/hard copy)
Affairs and Services/Students’ Publication –
The Tradesman
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student brings ID 1.1 Once produced, None
and proceeds to the circulation
Publication Office – manager/adviser
The Tradesman by takes charge in
appointment and releasing,
following standard downloading and
health protocols. disseminating copies
Other students may to students and
download copy of offices.
magazine, tabloid and Circulation
folio published at the Manager,
1.2 During the 10 minutes
SSU website, Adviser
release at the (OVPSAS)
Tradesman Facebook Tradesman office,
page, SSU Facebook the one in-charge
page, and link checks ID and
provided.
instructs students to
sign on the logbook
before releasing a
printed or hard copy
of the magazine/
tabloid/ Folio
[241]
10. Publication of Newsletter and Special Publication
The purpose of this document is to give instructions for the steps on how clients could claim
a copy of newsletter and special publication.

Newsletter or special publication (printed or Office of the Vice President for Student
hard copy) Affairs and Services/ Students’ Publication –
Acknowledgement receipt The Tradesman
FEES
CLIENT STEPS TO BE
PAID
1. Student brings ID 1.1 Circulation None
and proceeds to the manager/
Publication Office – Adviser takes
The Tradesman by charge in releasing,
appointment and downloading and
following standard disseminating
health protocols. copies to students
Other students may and offices.
download copy of Circulation
magazine, tabloid and Manager,
10 minutes Adviser
folio published at the 1.2 Checks ID and
SSU website, instructs students to (OVPSAS)
Tradesman Facebook sign on the log book
page, SSU Facebook before releasing a
page, and link printed or hard copy
provided. of the newsletter or
special publication
[242]
11. SAFE Loan Application
It provides a detailed instruction on Student Assistance Fund for Education – Loan Program
application procedure to ensure that the application is processed in accordance with the
SAFE Loan Program Guidelines.
Who may avail: 3rd year and 4th year College students
1. SSU-ODSAS-FR-017 (Student
Assistance Fund for Education (SAFE) Office of the Vice President for Student
Loan Application and Agreement 3 Affairs and Services
original copies
2. Certificate of No Scholarship &
Attendance to SAFE LOAN Orientation (1
original, 2 photocopies)
3. Certificate of Rating (3 copies) (1 original, Accomplished by applicant:
2 photocopies-certified true copy) Office of the University Registrar
4. Certificate of Registration (3 copies) (1
original, 2 photocopies- certified true
Office of the University Registrar
copy)
5. ITR or Certificate of Tax Exemption (3
Accomplished by applicant
copies) (1 original, 2 photocopies-
Bureau of Internal Revenue (BIR)
certified true copy)
6. Guarantor’s Certificate of Employment (3
copies) (1 original, 2 photocopies-
Guarantor’s HR agency/office
certified true copy)
7. Guarantor’s latest payslip (3 copies) (1
original, 2 photocopies- certified true
Guarantor’s HR agency/office
copy)
8. Certified True Copy of Guarantor’s ID (3
photocopies- certified true copy)
9. Certified True Copy of Parent’s ID (3
photocopies- certified true copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits OSAS page 1.1 Provides None Scholarship
and Selects the SAFE information on the Coordinator
LOAN program SAFE LAON 2 minutes
(OVPSAS)
Program
[243]
1.2Checks for online
response from the
link provided
2. Choose a date of 2. Provides a link to None Scholarship

SAFE LOAN the ONLINE Coordinator
3 minutes
orientation Orientation via email (OVPSAS)
3. Attends SAFE 3. Conducts SAFE None

LOAN Orientation Loan Orientation Scholarship
Coordinator
together with parent 1 hour
(OVPSAS)
and guarantor via
online conferencing
4. Fills out the SAFE 4. Reviews the None
LOAN Application attached
form and upload documentary
documentary requirement and
requirements contact the applicant
for the following:
• notifies that the
application was
received Scholarship
• requests for any Coordinator
lacking, or verify
20 minutes TES Focal Person
some
information/data (OVPSAS)
as necessary
• reviews loan
application
procedure
for the
submission of
required
documents
5. Submits the 3-set 5.1 Receives (3sets) None
accomplished forms application form
together with the 5.2 Checks if all Scholarship
documentary Coordinator
documentary
requirements through requirements are
any of the following: 1 day TES Focal Person
complete.
• Courier 5.3 Secures (OVPSAS)
• Drop box approval from SAFE
• By appointment Loan Committee
members
[244]
6. Secures approval 6.1 Fills out the None
form concerned lower portion under
University official. page 4 of the Scholarship
10 minutes Coordinator
application form
None TES Focal Person
6.2 Forwards (2)
sets of SAFE Loan 5 days (OVPSAS)
application to the
Accounting Office
for processing
7. Receives notice of 7.1 Registers None
approval through student name in the
email data system Scholarship
Coordinator
7.2 Sends notice of
approval via email. 10 minutes TES Focal Person
7.3 Advises student (OVPSAS)

to wait for the
notification of the
availability of claims
8. Waits for the 8. Notifies the None Scholarship
notification of the applicant on the Coordinator
availability of Check availability of check 5 minutes
TES Focal Person
(OVPSAS)
9. Receives the SAFE 9. Releases the None Cashier/Disbursing
Loan check SAFE Loan check 1 minutes Officer
6 days and 2
Total: None
hours
[245]
12. Student Dormitory Occupant Application
To provide assistance/mechanism in the accommodation of in-campus student dormitories

that is safe, affordable, accessible, and conducive to learning

Enrollment form Office of the Registrar
Barangay Clearance Accomplished by Client
Certificate of Good Moral Character Accomplished by Client
Official Receipt Office of the Cashier
Office of the Student Housing Services -
Student Dormitory Application Form
Dormitory Manager
CLIENT STEPS
Screening 1. Corresponds None Dormitory
1. Makes inquiries for to the admission Manager
admission criteria and 5 minutes
confirms as to
availability and
vacancy
Admission: 2. Receives and None
2. Submits the verifies the
requirements for submitted
admission such as: requirements.
Student Dormitory Dormitory
Manager
Application form,
Parents Arrangement
Instruction, ID, 10 minutes
Barangay Clearance
and Good Moral
Character certification
(for Athletic Scholars,

present the approved
endorsement letter from
the DSDCAP Director)
[246]
Payment 3. Receives PHP
3. Presents Billing form payment stated 1,000.00 Collecting
at the Billing (Advance & 5 minutes Officers at the
form and issues Deposit Cashier’s Office
official receipt payment)
Accommodation: 4.1 Accepts the None

4. Presents official student 5 minutes
receipt to the Dormitory occupant and
Manager conduct initial
orientation for
every newly
Dormitory
accepted
Manager
student
occupants.
4.2 Conducts
one (1)
Orientation
Seminar for
Student
Dormitory 2 hours
Occupants for
every Semester
and Monitoring
services is
enforced.
PHP 2 hours, 25
Total:
1,000.00 minutes
13. Student Grievances

To subject students to disciplinary action for committing acts that violates the rules and
regulations of the University, particularly on grave misconduct/major offense. One of the
objectives of the University is to provide judicious implementation of its regulations governing
student behavior and conduct
Who may avail: Students, Parents
[247]
Copy of complaint or report (1 copy)
Notices of meetings (1 copy per involved
party)
Minutes of meetings (2 copies)
Committee on Student Discipline
Investigation report (2 copies)
Acknowledgement receipts (2 copies)
Endorsement letter from the University
President on confirmation of merit to the
investigation and its disciplinary action (2
copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Attend face-to-face 1.1 CSD None
investigation session investigates
following standard student-respondent
health protocols and concerned CSD,
Respondent,
officials, if 1 day
Concerned
applicable. Officials
1.2 Gathers
information and
facts.
2. Complainant, 2. Serves notice of None
respondent and hearing/ meeting VPSAS staff,
CSD,
parents receive notice
1 day Complainant,
of hearing/meeting via respondent and
courier or personal parents
delivery.
3. Complainant, 3.1 CSD None
respondent and Investigates
parents attend student-respondent.
hearing/meeting 3.2 CSD informs 3 days VPSAS staff,
through face-to-face parents of the (varies CSD,
conference following violation/offense depending on Complainant,
standard health committed by the the flow of respondent and
deliberations) parents
protocols. respondent.
3.3 CSD deliberates
issues on
violation/offense
3.4 CSD gathers
more information
and facts.
[248]
4. Complainant, 4.1 CSD deliberates None
respondent and findings of facts,
parents’ follow-up for conclusions and
the decision of the recommendations
merit of the complaints 4.2 CSD decides
and notice of the merit of the
disciplinary action complaint.
through mobile phone 4.3 CSD formulates
calls, email or Fact-Finding 15 days
messenger. Investigation Report (varies
reflected in it the depending upon
facts, findings and the flow of the
recommendations for investigation)
disciplinary action,
with the committee 1 day
affixed signatures. (for University
4.4 VPSAS Presidents’
CSD, University
approval).
transmits the report President,
to the University Complainant,
For
President. respondent,
endorsement:
4.5 University parents
1 day
President acts on (for Board of
the recommendation Regents’
for less than one Approval;
year or term however, action
suspension, depends upon
otherwise, endorses the schedule of
the board
the recommendation
meeting)
to the administrative
council and the
Board of Regents
for approval of the
disciplinary action
on suspension,
expulsion and
dropping from the
roles.
5. Complainant verify 5. OVPSAS staff None
the Issuance of notice serves notice of
of disciplinary action disciplinary action CSD, VPSAS
through mobile phone reflecting the staff,
calls, email or effective date of the complainant,
2 days
messenger penalty to respondent,
respondent, parents parents, security
and complainant via guards, Dean
courier or personal
delivery. Likewise,
[249]
security guards on
duty and College
Dean where the
student-respondent
is enrolled are given
copy of the
disciplinary action.
Total: None 24 days
Note: Processing time for this service exceeds standard processing time for Highly Technical
Transactions because of the sensitive and technical nature of the service. It goes through different
channels and warrants further investigations to ascertain the merit of cases.
[250]
Sports Development Culture and the Arts Program
(SDCAP)
Internal Services
[251]
1. Selection of Performing Arts Members
This process describes the procedure to undertake the Selection of Chorale, Dance Troupe,
Drama and Theatre Arts members which starts upon audition of the students up to their
participation in the internal and external programs and activities. The office of the Sports
Development, and Culture and the Arts Programs shall train and nurture talents in
communicating experiences before a live audience through combinations of gesture, speech,
song, music and dance. SSU Chorale, Dance Troupe, Drama and Theatre Arts Faculty-in-
charge strongly sees potential individuals in promoting SSU through its Performing Arts in
support to indigenous talents beneficial not only to the University but to the entire country.
Office or Division: Sports Development Culture and the Arts Program (SDCAP)
Notice of Audition (1 copy), Screening
schedule (1 copy), Application Form for
Audition (1 copy), Rubrics in the Selection (1
copy), Summary of Analyze Results of Office of the Sports Development Culture
applicants (1 copy), Monitored Attendance (1 and the Arts Program (SDCAP)
copy) Minutes of Meetings (1 copy),
Approved Permits and invitations (1 copy)
Photos (1 copy), Copy of program (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits the page of 1. Posts on Facebook None
SSU-SDCAP page, releases Director, SDCAP
Facebook page and application form and (SDCAP Office)
secures/fills-up orients student- 10 minutes
application form that applicant of the SDCAP Staff
can be downloaded program and its (SDCAP Office)
from the page. requirements.
2. Submits 2.1 Receives None
accomplished application form from Director, SDCAP
1 hour
(SDCAP Office)
application form email.
particularly in dance 2.2 Conducts audition None
and music through through virtual/video
sending on email and chat, and identifies SDCAP Staff
1 hour
messenger. (SDCAP Office)
qualified students
[252]
3. Sends video clips 3.1 Verifies, selects None
or pictures in reporting and posts results of
for scheduled practice audition for the Director, SDCAP
10 minutes
of training. members of the SDCAP Staff
Performing Arts in the (SDCAP Office)
official Facebook
page
3.2 Conducts None
training/rehearsals
through virtual, zoom Director, SDCAP
and video chat. 1 day SDCAP Staff
(SDCAP Office)
4. Participates in the 4. Facilitates None

university based, participation of
community, regional students in the
Director, SDCAP
and national, and university based,
5 days SDCAP Staff
international community, regional, (SDCAP Office)
competitions national competitions,
and international
competition
6 days, 2
Total: None hours, 20
minutes
2. Selection of Athletes for the Regional SCUAA Meet
This process will provide opportunities for physical fitness and wellness of students. To help
athletes and coaches in their training activities in order to perform better in any athletic
competitions that would bring pride to the university. The process describes the procedure to
undertake the selection of athletes which starts upon submission of the list of athletes for SSU
Palaro up to the participation in the Regional SCUAA Meet.
Office or Division: Sports Development Culture and the Arts Program (SDCAP)
[253]
Notice of Selection of Athletes (1 copy)
Application form with Eligibility (1 copy)
List of monitored potential athletes to Office of the Sports Development Culture
participate in the Regional SCUAA Meet and the Arts Program (SDCAP)
(1 copy) and Official list of eligible athletes (2
copies)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Visits the page of 1. Posts on Facebook None
SSU-SDCAP page and releases
Facebook page and application form and Director, SDCAP
Head, Physical
secures/Fills-up orients student-
15 minutes Fitness and
application form that applicant of the Wellness Program
can be downloaded program and its (SDCAP Office)
from the page. requirements.
2. Student-applicant 2.1 Checks None

submits video clips completeness and Director, SDCAP
and other authenticity of Head, Physical
15 minutes
requirements accomplished eligibility Fitness and
showcasing prowess requirement Wellness Program
as would-be athletes (SDCAP Office)
2.2 Unit athletic None

manager verifies the Director, SDCAP
validity and Head, Physical
15 minutes
authenticity of the Fitness and
eligibility of the Wellness Program
requirements (SDCAP Office)
2.3 Varsity Coach or None

Sports Manager Director, SDCAP
submits lists of Head, Physical
10 minutes
potential athletes for Fitness and
SCUAA Meet via Wellness Program
email. (SDCAP Office)
2.4 Pertinent None

documents will have 30 minutes
Director, SDCAP
submitted to CHED Head, Physical
Office Fitness and
Wellness Program
(SDCAP Office)
[254]
3. Athletes will 3. The concerned None
receive notifications office will conduct
from the coaches orientations and Director, SDCAP
trainings to the Head, Physical
1 day Fitness and
selected athletes in
Wellness Program
preparation for the (SDCAP Office)
Regional SCUAA Meet
2 days & 25
Total: None
minutes
[255]
Office of the Care and Wellness Services
Internal Services
[256]
1. Consultation, Treatment and Referral – Online Consultation
The process by which some medical personnel examines the client or any symptomatic and
asymptomatic signs of certain medical conditions
Office or Division: Care and Wellness Services

Students, Teaching and Non-teaching personnel and their
Who may avail:
immediate family/ relatives
ICT – Publishing Center (ID)
ID/ Enrollment Form
Office of the Registrar (Enrollment Form)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Contact clinic 1. Screen cases None
personnel through through history taking
facebook page/ email/ over the phone or
cellphone with the online to determine University
number provided the agencies action 8 hours Physician
such as online (Case to case University Nurse
consultation or basis) Medical Aide
schedule (University Clinic)
appointment or
referral to higher
center
Total: None 8 hours
2. Consultation, Treatment and Referral – Face to Face Consultation

The process by which some medical personnel examines the client or any symptomatic and
asymptomatic signs of certain medical conditions

Who may avail:
[257]
ID/ Enrollment Form
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Present 1. Check and None University Nurse
ID/Enrollment form for validate ID 5 minutes Medical Aide
validation (University Clinic)
2. Fill up client 2. Retrieve records None University Nurse
consultation and daily 15 minutes Medical Aide
consultation form (University Clinic)
3. Submit oneself for 3. Take vital signs, None University
consultation and history taking, and Physician
8 hours
treatment/Referral physical assessment. University Nurse
(case to case
Provide treatment/ fill Medical Aide
basis)
up Referral form (University Clinic)
(case to case basis)
4. Fill up and sign 4. Issuance of None University Nurse
ledger card for medicines Medical Aide
10 minutes
medicines dispensed (University Clinic)
5. Listen to health 5. Instruct health None University

teaching provided teaching Physician
30 minutes University Nurse
Medical Aide
(University Clinic)
Total: None 9 hours
3. Medical Certificate
Issuance of Medical Certificate after Physical Examination/ Consultation/ Health history

Students (OJT, Athletes, New Enrollees, Transferee, New
Employee, NSTP/ROTC & for Educational Fieldtrip Purposes);
Who may avail:
Teaching and Non-teaching personnel and their immediate family/
relatives
ID/ Enrollment Form
[258]
Parent’s Consent Accomplished by client
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Fill up log book for 1. Fill up medical None University
medical certificate certificate form Physician
10 minutes University Nurse
Medical Aide
(University Clinic)
2. Submit oneself to 2. Conduct physical None
physical examination examination University
procedures (BP Physician
1 hour
taking, Height and University Nurse
Weight and history (University Clinic)
taking)
3. Wait for issuance of 3. Issuance/ release None University
medical certificate of medical certificate Physician
10 minutes
University Nurse
(University Clinic)
1 hour & 10
Total: None
minutes
4. Consultation, Oral Examination, Treatment and Referral – Online

Consultation
The dentist conducts initial assessment and examination to determine any previous problem.
This initial assessment involves a thorough inspection of the mouth, tongue, and teeth.
Advice and instruction on the proper care of teeth and gums, as well as diet choices that may
affect oral health is subsequently given.
Who may avail:
ID/ Enrollment Form
[259]
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Contact clinic 2. Screen cases None
personnel through through history taking
facebook page/ email/ over the phone or
cellphone with the online to determine
8 hours University Dentist
number provided the agencies action
(Case to case University Nurse
such as online basis) Dental Aide
consultation or (University Clinic)
schedule
appointment or
referral to higher
center
Total: None 8 hours
5. Consultation, Oral Examination, Treatment and Referral – Face to

face Consultation
The dentist conducts initial assessment and examination to determine any previous problem.
This initial assessment involves a thorough inspection of the mouth, tongue, and teeth. Advice
and instruction on the proper care of teeth and gums, as well as diet choices that may affect
oral health is subsequently given.

Students; Teaching and Non-teaching personnel and their
Who may avail:
ID/ Enrollment Form
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Present 1. Check and None University Nurse
ID/enrolment form for validate ID 5 minutes Dental Aide
validation (University Clinic)
2. Fill up consultation 2. Retrieve record None University Dentist
and treatment form 15 minutes University Nurse
Dental Aide
[260]
(University Clinic)
3. Submit oneself to 3. Do oral None

oral examination examination and University Dentist
15 minutes
record dental health (University Clinic)
status
4. Submit oneself to 4. Prepare dental None
undergo dental instrument/
treatment/referral medicines and
2 hours
provide dental University Dentist
(case to case
treatment (with (University Clinic)
basis)
complete PPE). Fill
up referral form
(case to case basis)
5. Fill up and sign 5. Issuance of None University Dentist
ledger card for medicines University Nurse
10 minutes
medicines dispensed Dental Aide
(University Clinic)
6. Follow instruction 6. Give post dental None
regarding medication treatment instruction
and dental advices and advise with University Dentist
15 minutes
dental health (University Clinic)
reading materials
Total: None 3 hours
6. Dental Certificate
Issuance of Dental Certificate after oral examination, consultation, and dental treatment (per
request)
Students; Teaching and Non-teaching personnel and their

Who may avail:
ID/ Enrollment Form
[261]
FEES
CLIENT STEPS TO BE
PAID
1. Fill up consultation 1. Fill up dental None University Dentist
10 minutes
form certificate form (University Clinic)
2. Submit oneself to 2. Oral examination None
University Dentist
oral examination (with complete 15 minutes
(University Clinic)
PPE)
3. Wait for issuance of 3. Issuance of None University Dentist
5 minutes
dental certificate dental certificate (University Clinic)
[262]
Office of the Student Welfare and Development
Services
Internal Services
[263]
1. College Admission Services
Admission services refer to the services that take care of the processing of students' entrance
to the University. This service manages the effective administration of entrance examinations
for all incoming students, maintains a profile of students based on their personal information
and exam results, and ensures that all exam results are collated.
Office or Division: Student Welfare and Development Services

Regular Class / Old Process
G2C

1. Application for Admission
2. Student Information Sheet
3. Result/Re-Admission Slip
4. Shifting Form (for Shifters) Office of the University Registrar

5. Evaluation of Grades
6. College Dean's note (for Returnees) College Dean
7. 1 copy of Form 138 or its equivalent

(Original & Photocopy)/
8. 1 copy of Good Moral Certificate (Original &
Photocopy)
Client's previous school
9. 3 pcs Passport size ID Picture
10. 1 copy of PSA Birth Certificate (original and
photocopy)
11. 1 No. 2 Lead Pencil
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Student applicant 1. SWDS Personnel None Any SWDS
5 minutes
presents admission checks if all personnel
requirements requirements are (SWDS Office)
complete
2. Student applicant is 2. SWDS Personnel None
scheduled for issues an Application
entrance exam for Admission form to Any SWDS
student applicant personnel
5 minutes
along with the (SWDS Office)
scheduled date, time
and venue for the
entrance exam
[264]
3. Student applicant 3.1 Asks the student None
takes the entrance applicant to present
exam the filled-out
Application for
Admission form. 2 hours Psychometrician
(SWDS Office)
3.2 Let them affix their
signature on the
Psychological Testing
Log Sheet.
3.3 Administers the
entrance exam
(Achievement and
Intelligence Test)
4. Client waits for the 4.1 Scores, interprets None
result of entrance and evaluates
exam entrance exam results
of student applicants. Psychometrician
2 days
(SWDS Office)
4.2 Results are written
on the Application for
Admission form.
5. Student applicant 5. SWDS Personnel None

claims entrance exam releases and Any SWDS
results at the SWDS discusses the 15 minutes Personnel
Office entrance exam result (SWDS Office)
to the student
applicant
6. Student applicant 6.1 SWDS Personnel None
Any SWDS
proceeds to the gives instructions to
5 minutes Personnel
college of desired the student applicant (SWDS Office)
program for the regarding the
interview. They will interview.
submit the Application 6.2 Interviewers will None
Form to the assess the applicant's
Faculty of any
interviewer. qualification through a 30 minutes
College
series of questions.
7. Student applicant 7.1 The college None

waits for the over-all returns the Application
result of the admission for Admission to the Respective
SWDS office for the 1 day Colleges
finalization of the
admission result of
the student applicant.
7.2 SWDS Personnel None 1 day Any SWDS
finalizes and Personnel
[265]
evaluates the over-all (SWDS Office)
admission result.
7.3 The College None
Deans reviews the Deans of
4 hours
over-all admission Colleges
result of the student
applicants.
7.4 Once the results None
are reviewed and
approved by the
College Deans, Any SWDS
SWDS Personnel Personnel
1 day, 4 hours
posts the list of (SWDS Office)
qualified applicants at
the SWDS Bulletin
Board and on their
Facebook page.
8. Student-applicants 8. SWDS Personnel None
fills-in the needed gives the Student Any SWDS
information neatly and Information Sheet Personnel
15 minutes
completely on the form to the student (SWDS Office)
Student Information applicant.
Sheet form.
9. Student applicant’s 9.1 SWDS Personnel None
Any SWDS
claims their Result re-checks the
1 hour Personnel
Slip/Re-Admission Admission (SWDS Office)
Slip to certify that they
requirement of the
are eligible to be student applicant.
admitted or re- 9.2 Once checked, None
admitted to the the personnel will
University. issue a Result/Re- Any SWDS
Admission Slip to the Personnel
1 hour
student applicant. (SWDS Office)
They will be instructed
of the enrolment
procedures.
10. Applicants who did 10. SWDS Personnel None
not qualify will be lets the students affix
Guidance
given assistance by their name in the
Counselor
SWDS Personnel. Counseling Log 1 hour
(SWDS Office)
Sheet. They may be
referred to another
college for interview.
6 days, 4
Total: None hours, 45
minutes
[266]
Classification: Simple to Highly Technical

New Normal Process
G2C
1. Application for Admission Office of the Student Welfare and
2. Student Information Sheet Development Services forwarded to each
3. Result/Re-Admission Slip college (E-Copy)
4. 4 copies of Shifting Form (for Shifters) Office of the University Registrar
5. 1 copy Evaluation of Grades
6. College Dean's note (for Returnees) College Dean
7. 1 copy Form 138, or its equivalent
(Original & Photocopy)
8. 1 copy Good Moral Certificate (Original &
Photocopy)
Client's previous school
9. 4 pcs Passport size ID Picture
10. 1 copy PSA Birth Certificate (original and
photocopy)
11. 1 No. 2 Lead Pencil
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. The student 1.1 The College None
applicant contacts the representative
college through text, confirms if he/she
signifying his/her received the
interest to enroll for a message through
specific course. text or call.
1.2 Will inform the Any Faculty
Note: The student
applicant of his/her representative
applicant can 15 minutes
schedule for the
contact a
interview
maximum of three
colleges or three-
course he/she
desires to enroll
Contact number
per college is
posted in SSU FB
page
[267]
2. The student 2.1 College None
applicant fills-in the representative calls 30 minutes
information as asked the applicant and
by the college requests pertinent
representative and information written in
goes through an the application for
interview via call admission Any faculty
2.2 College representative
Interviewers will
assess the
applicant's 30 inutes
qualification through
a series of questions.
3. The applicant waits 3.1 Each college None

for the result. summarizes the list 4 days College Faculty
of qualified student
applicants.
3.2 Each college
posts students who College Faculty
10 minutes
qualify to enroll in the
University
3.3 A list of qualifiers
is forwarded to
SWDS. Includes the 10 minutes College Faculty
admission form of
those who failed.
4. Student applicants 4.1 SWDS Personnel None 5 minutes Any SWDS
will fill in the needed receives the copy of Personnel
information neatly and the SIS form though Or faculty
completely the college representative
(SWDS Office)
Student Information representative or
Sheet (SIS) form and through email
submit the said form 4.2 SWDS Personnel
to the box provided in will issue a Any SWDS
2 days
the guardhouse or Result/Re-Admission Personnel
email the form to Slip of the student
guidance@ssu.edu.ph applicant.
4.3 The college Any SWDS
representative will 5 minutes Personnel
receive the results College
slip representative
(SWDS Office)
5. The student 5.1 College None
Faculty of any
applicant submits the representative 10 minutes
College
required document for collects the
enrollment to their documents
[268]
respective colleges or 5.2 Documents are Faculty of any
places the documents forwarded to the College
10 minutes
in the guardhouse and registrar together Registrar
looks for boxes with the results slip. Representative
provided by his/her
college. 5.3 The registrar (see enrollment
issues the enrollment services of the Office of the
form to college Office of the Registrar
representative Registrar)
5.4 The college clerk (see enrollment

encodes the subjects services of the
of the student for the Office of the
semester and Vice-President Colleges
process the for Academic
enrolment of the new Affairs –
students Colleges)
6 days, 2 hours
Total: None
and 5 minutes
2. Request for Counseling Session (Referred)

One of the services of the Student Welfare and Development Services (SWDS) and
considered as the "heart" of the guidance program. The Counseling services are available to
students through referral or walk-in. The objective is to help counselee clarify issues, gain
insights into feelings and thoughts and help counselee deal with their problems effectively to
attain success or sense of well-being.
Regular Process
G2C

1. 1 copy Counseling Referral Form (if client
is referred)
2. 1 copy Call Slip
3. 1 copy Counseling Log Sheet
4. 1 copy Referral Acknowledgement Form
[269]
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. A concerned 1. Allows the None
person or faculty who referring person to fill
Guidance
wishes to refer a out the referral form 15 minutes
Counselor or any
student visits the which one can get SWDS personnel
SWDS office to get from the SWDS (SWDS Office)
the counseling referral Office.
form
2. Referring person 2. Gives the referral None
gives the filled-out form to the Guidance Guidance
form to Guidance Counselor or any Counselor or any
5 minutes
Counselor or any SWDS personnel for SWDS personnel
SWDS personnel assessment of the (SWDS Office)
urgency of referral
3. The student being 3. Issues a call slip to None
referred receives a student/s being
Guidance
call slip indicating the referred for
Counselor or any
counseling schedule. counseling. Indicates 5 minutes
SWDS personnel
the time and date of (SWDS Office)
the schedule of
counseling session.
4. The student being 4.1 The student is None Guidance
referred to or the oriented on the Counselor
10 minutes
client visits the office process and is (SWDS Office)
based on the requested to sign the
schedule of the consent form if
counseling session he/she pursues the
which the Guidance counseling session
Counselor indicated
on the call slip. 4.2 Informs the None
faculty about the
status of the Guidance
student/s referred for 15 minutes Counselor
counseling (for (SWDS Office)
referred student
only).
5. The student being 5. Start of counseling None
referred regularly sessions Guidance
visits the SWDS office 30 minutes Counselor
for his/her counseling (SWDS Office)
session
[270]
6. The student being 6.1 Student is None
referred continues to informed and
attend session until evaluated of his/her
such time that his/her progress. Guidance
case will be 6.2 Client who meets 30 minutes Counselor
terminated. the agreed target (SWDS Office)
goal will now be
subject for
termination.
7. The student being 7. The student will be None
referred is asked to evaluated of his/her
Guidance
visit the office for progress after the
30 minutes Counselor
follow up sessions termination of the (SWDS Office)
after the termination of case
the case
2 hours and
Total: None
20 minutes
Remarks: The referred client will undergo counseling session. The duration of the session is
dependent on the case and treatment plan as evaluated by the Guidance Counselor.
Type of New Normal / Adjunct Process

Transaction: G2C
1. 1 copy Counseling Referral Form (if client
is referred)
2. 1 copy Call Slip
Development Services (E-Copy)
3. 1 copy Counseling Log Sheet
4. 1 copy Referral Acknowledgement Form
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. A concerned 1. Allows the None Guidance
person or faculty who referring person to Counselor or any
wish to refer a student fill out the referral SWDS personnel
15 minutes
visits the SWDS FB form, which will be (SWDS Office)
page office to get the emailed by the
counseling referral SWDS staff.
form
[271]
2. The referring 2. Sends the referral None
Guidance
person sends the form to the SWDS
Counselor or any
filled-out form to FB messenger for 5 minutes
SWDS personnel
SWDS FB page assessment of the (SWDS Office)
messenger urgency of referral
3. The student being 3.1 The student None
referred receives a being referred to or 10 minutes Guidance
call slip the client is Counselor
contacted by the Or any SWDS
personnel
SWDS personnel to
(SWDS Office)
inform his/her
schedule of
counseling session,
which the Guidance
Counselor indicated
on the call slip.
3.2 Issues a call slip Guidance
to student/s being Counselor
5 minutes
referred for Or any SWDS
counseling through personnel
e-copy (SWDS Office)
4. The student will 4.1 The student is None
wait for the call of the oriented on the 45 Minutes Guidance
Guidance counselor process and upon Counselor
(SWDS Office)
for the start of his agreeing on the
session process of
counseling session
the counseling
session will start.
4.2 Informs the None
faculty about the
status of the
Guidance
student/s referred for
5 Minutes Counselor
counseling (for (SWDS Office)
referred student only)
through call or chat
or text.
5. The student being 5. Start of counseling None
Guidance
referred attends the sessions (virtual/call)
session as scheduled (SWDS Office)
(virtual/call)
6. The student being 6.1 Student will be None
referred will continue informed and be Guidance
to attend session until evaluated of his/her 30 minutes Counselor
(SWDS Office)
such time that his/her progress.
[272]
case will be 6.2 Client who meets
terminated. the agreed target
goal will now be
subject for
termination.
referred will be asked evaluated of his/her
Guidance
to visit the office for progress after the
30 Minutes Counselor
follow up after the termination of the (SWDS Office)
termination of the case
case
None 3 hours and 5
Total:
minutes
Remarks: The referred client will undergo an online counseling session. The duration of the
session is dependent on the case and treatment plan as evaluated by the Guidance
Counselor.
3. Request for Counseling Session (Walk-in)
One of the services of the Student Welfare and Development Services (SWDS) and
considered as the "heart" of the guidance program. The Counseling services are available to
students through referral or walk-in. The objective is to help counselee clarify issues, gain
insights into feelings and thoughts and help counselee deal with their problems effectively to
attain success or sense of well-being.


1. 1 Counseling Log Sheet Office of the Student Welfare and
2. 1 Intake Interview Form Development Services
[273]
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. A student/client 1. The Guidance None
who wishes to avail of Counselor or any Guidance
the service visits the SWDS personnel lets Counselor or any
15 minutes
SWDS office. the counselee fill out SWDS personnel
the intake interview (SWDS Office)
for counseling form.
2. The student/client 2. The student/ client None
submits the filled-out is scheduled for the
Guidance
intake Interview for counseling session
Counselor or any
Counseling Form to 5 minutes
SWDS personnel
the Guidance (SWDS Office)
Counselor or any
SWDS personnel.
3. The student/ client 3. The student is None
visits the office based oriented on the
on the schedule of process and be Guidance
counseling session. requested to sign the 10 minutes Counselor
consent form if (SWDS Office)
he/she go for
counseling session
4. The student will 4. Start of counseling None
Guidance
regularly visit the sessions
Counselor
SWDS office for 30 minutes
(SWDS Office)
his/her counseling
session
5. The student will 5.1 Student will be None
continue to attend informed and be
session until such evaluated of his/her
time that his/her case progress. Guidance
Counselor
will be terminated. 5.2 Client who meets 30 minutes
(SWDS Office)
the agreed target
goal will now be
subject for
termination.
referred will be asked evaluated of his/her
Guidance
to visit the office for progress after the
follow up after the termination of the (SWDS Office)
termination of the case
case
Total: None 2 hours
Remarks: The client will undergo counseling session. The duration of the session is dependent
on the case and treatment plan as evaluated by the Guidance Counselor.
[274]
4. Psychological Testing Services (Requests)
This service helps the individual assess and understand their abilities, capacities, interests,
personality, and pressing concerns.
Type of Transaction: G2G / G2C

1. 2 copies Request Letter by the Agency
addressed to the President
Requesting Party
2. 6 copies Endorsement by the University
President
Office of the President
3. 1 copy Psychological Testing Slip
4. Testing Fee (depends on the type of test)
5. 1 copy Notice of Admission (NOA)
6. 1 No. 2 Pencil
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. An agency or 1. Waits for the None 3 days
client who wishes to University President's University
(part of the
President
avail of the service endorsement before process in the
(Office of the
writes a request conducting the test. office of the
University
letter to the University
President)
University President. President)
2. Once the 2. Issues Price
endorsement is Psychological Testing varies
accdg. to
received by the Slip to client/s and the type
Office of Student allow them to pay at of test
Welfare & the Cashier's office.
Development Indicate the time and PHP
Services (SWDS), date of the schedule 30.00/ SWDS Staff
the requesting of testing. test for (SWDS Office)
agency or client College 30 minutes
visits the SWDS and Students Cashier's Office
pays for the testing and (Cashier’s Office)
fee at the Cashier's
Office for them to be PHP
scheduled. 100.00/
test for
CGS and
other
agencies
[275]
3. The client / 3. Issues the Notice of None
requesting agency Admission (NOA) and
SWDS Staff
presents their informs the client with
10 minutes (SWDS Office)
receipt to any SWDS the time, date and
Staff for them to be venue of the
scheduled. examination.
4. The client should 4.1 Checks the NOA None
appear on the day of and lets them write SWDS Staff
10 minutes
exam and brings a their name in the (SWDS Office)
No. 2 pencil and Psychological Testing
present the NOA to Log Sheet.
the proctor. 4.2 Checks if the None
client is using No. 2 SWDS Staff
10 minutes
pencil and give (SWDS Office)
important instructions
for the test.
4.3 Administers the None SWDS Staff
Psychological Test. 3 hours (SWDS Office)
5. The client or 5.1 Checks, scores, None

agency is notified of and interprets the test.
3 days, and 4 SWDS Staff
the results. hours (SWDS Office)
5.2 Prepares a None SWDS Staff

detailed and accurate 3 days (SWDS Office)
Psychological Report.
PHP
30.00/
test for
College
Students
and
Total: 7 days
PHP
100.00/
test for
CGS
and
other
agencies
Remarks: Testing fee varies according to the type of test: e.g.
1. Request of students, P30 per test for College Students and P100/test for CGS.
2. Request from other agencies, P100 per test. E.g. if the agency request for personality
test and IQ test, they are required to pay 200 pesos per person who will take the test.
[276]
Office of the Security Services
Internal Services
[277]
1. Security Measures for Students, Personnel and Visitors
The process describes the procedure to undertake and strengthen the security measures
inside the campus which starts upon entrance of the person up to the time of departure from
the University.
Office or Division: Office of the Chief Security Officer


Who may avail: Students, personnel and other stakeholders
1 Visitor’s ID
SSU Security Guard House
Visitor’s Log sheet (1 copy)
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. SSU students, 1.1 Security Guards None
personnel and check the school ID
visitors/guests enter and relevant
at the main gate documents
following standard prescribed for face-
health and face-to- to-face classes.
face classes Follows all health
protocols. protocols in place
and closely
coordinates with the
Care and Wellness
Office.
Security guards
1.2 Checks for 3 minutes
on duty
prohibited drugs,
guns, and deadly
weapons, wherein
any person in
possession of these
shall not be allowed
to enter.
1.3 Call the police
through their hotline
to inform them of
such security matter.
[278]
2. Visitors/guests 2.1 Require None
register at the guard visitors/guests to
house follow all health
protocols and fill out
individual
visitors’/guests’ log
sheet reflecting the Security guards
time of arrival in the 5 minutes on duty,
campus. visitors/guests
2.2 Require visitors

to leave their
personal valid IDs in
exchange of a
visitor’s ID
3. Request for 3. Security guards None
instruction of the instruct visitors the
route/way or to route/way or Security guards
accompany visitor to accompany visitors 5 minutes on duty,
the office/unit to be to the office/unit or visitors/guests
visited or transacted person to be
with. transacted with.
4. Claim personal IDs 4. Security guards None
retrieve the visitors’ Security guards
IDs and returns 1 minute on duty,
personal IDs of the visitors/guests
visitors
5. Fill out log sheet for 5. Security guards None
the time of leaving the on duty instruct Security guards
University premises visitors to register 1 minute on duty,
the time of visitors/guests
departure.
6. Security guards 6. Receive None 2 minutes Chief Security
submit accomplished accomplished log Officer, Security
log sheet to the staff sheet/s and files guards on duty,
of the Chief Security document staff
Officer
[279]
FEEDBACK AND COMPLAINTS MECHANISM
How to send feedback The client fills the Client Feedback Form
(SSU-OPRES-FR-001) found outside each
office, as well as at the Public Assistance and
Complaints Desk (located at the
Administration Building) and the Guard House.
The client may drop the feedback forms at the

suggestion boxes or dropboxes found beside
the Client Feedback Forms.
Alternatively, the client may digitally fill the

client feedback form generated through
Google Forms:
https://forms.gle/NnTPg8D3BUsU87no8.
An email may likewise be sent through

info@ssu.edu.ph or hrmo@ssu.edu.ph or call
the University through the following numbers:
+6355 530 0629.
How feedbacks are processed All suggestion boxes or dropboxes are

simultaneously opened by the University’s key
officials at key time points. All feedback forms
are then retrieved and processed by the Vice
President for Research and Extension.
Items on the feedback form are computed and

are consequently summarized. A report is
then generated and submitted by the Planning
Management Office to the Office of University
President for appropriate action. All
offices/units are furnished a copy of the
reports and if applicable, are required to
accomplish a Root Cause Analysis and
Corrective Action Report.
How to file a complaint Official Complaints may be coursed through

the following channels:
1. Letter in writing or by email
(info@ssu.edu.ph/ hrmo@ssu.edu.ph)
addressed to the University President
2. Filing an official complaint at the Public
Assistance and Complaints Desk
located the Administration Building
[280]
Phone call: +6355 530 062.
How complaints are processed All official complaints are received by the SSU
Receiving Officer and are then directly
endorsed to the University President for her
appropriate action. Clients may expect a letter
acknowledging the receipt of the official
complaint within 3 days.
Official response and action taken addressing

the complaint may be given between 7-20
days depending on the severity of
complaint/grievance.
Contact Information of CCB, PCC, CCB

- contactcenterngbayan.gov.ph
ARTA, Citizen’s Complaint Center
- text: 0908 881 6565
- call: 1-6565
PCC
- pcc@malacanang.gov.ph
- contact numbers:
- 8-736-8645
- 8-736-8603
- 8-736-8606
- 8-736-8629
- 8-736-8621
- Telefax 8-736-8621
ARTA
- info@arta.gov.ph
- complaints@arta.gov.ph
- Contact numbers:
- 8478-5091
- 8478-5093
- 8478-5099
Citizen’s Complaint Center

- text 8888
[281]
Office Address Contact Information
Office of the University 2nd Floor, Convention Center, Telephone No:
President Samar State University, +6355 530 0629
Arteche Boulevard, Brgy. Email:
Guindapunan, Catbalogan City, info@ssu.edu.ph
Samar
Office of the Vice 2nd Floor, Administration Telephone No:
President for Academic Building, Samar State +6355 530 0629
Affairs University, Arteche Boulevard, Email:
Brgy. Guindapunan, felisa.gomba@ssu.edu.ph
Catbalogan City, Samar
Office of the Vice 2nd Floor, Administration Telephone No:
President for Building, Samar State +6355 530 0629
Administration and University, Arteche Boulevard, Email:
Finance Brgy. Guindapunan, gina.espano@ssu.edu.ph
Office of the Vice 1st Floor, Research and Telephone No:
President for Research Innovation Center, Samar State +6355 530 0629
and Extension University, Arteche Boulevard, Email:
Brgy. Guindapunan, ronald.orale@ssu.edu.ph
Office of the Vice 1st Floor, CIT Building, Samar Telephone No:
President for Student State University, Arteche +6355 530 0629
Affairs and Services Boulevard, Brgy. Guindapunan, Email:
Catbalogan City, Samar lourdes.amante@ssu.edu.ph
Office of the Director, Samar State University, Telephone No:
Mercedes Campus Mercedes Campus, Brgy. +6355 544 2070
Mercedes, Catbalogan City, Email:
Samar ricardosevero2016@gmail.com
Office of the Director, Samar State University, Telephone No:
Paranas Campus Paranas Campus, Brgy. Lipata, +6355 530 0629
Paranas, Samar
Office of the OIC CAO, 1st Floor, Administration Telephone No:
Administrative Services Building, +6355 530 0629
Samar State University, Email:
Arteche Boulevard, Brgy. arlenetizon16@gmail.com
Guindapunan, Catbalogan City,
Samar
Office of the CAO, 2nd Floor, Administration Telephone No:
Finance Services Building, Samar State +6355 543 9717
University, Arteche Boulevard, Email:
Brgy. Guindapunan, jose.panganoron@ssu.edu.ph
[282]

SSU-MAIN CITIZEN&#39;S CHARTER 3rd Edition FY 2021

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SAMAR STATE UNIVERSITY

MAIN & BASEY CAMPUS

IV. Service Pledge:

All these we pledge because YOU deserve no less.

Office of University President 9

Planning Management Office 28

Office of the Vice President for Academic Affairs 36

Office of the Graduate School 46

Office of the Registrar 75

Office of the Vice President for Research and Extension 132

Office of the Vice President for Administrations and Finance 142

Auxiliary Services 152

Accounting Office 166

Assessment Office 175

Budget Office 178

Cashier’s Office 185

Office of the Human Resource Management 193

Procurement Management Unit 215

Property and Supply Management Office 222

Sports Development Culture and the Arts Program 253

Office of Care and Wellness Services 258

Office of the Student Welfare and Development Services 265

Office of the Security Services

Feedback and Complaints Mechanism 282

Office or Division: Office of the University President

TOTAL: None 1 day, 7 hours

Invitations (as Resource Person, Judge, etc.)

SSU personnel, students, linkages, community, organizational

1.4 Reviews the None University President/

TOTAL: None 2 days, 6 hours

Classification: Highly Technical

Convention Center 1.3 Prepares None Executive

TOTAL: None 20 days

Office or Division: Office of the University President

TOTAL: None 20 days

Office or Division: Office of the University President

3.2 Prepares 5th None Executive

Office or Division: Planning Management Office

Office or Division: Planning Management Office

Who may avail: NEDA, CHED, DBM

1.4 Participates None

2. Preparation of Guidelines and Instruction of the NBN-Budget Call and

Total: None 16 days

3. Provide data or needed information and compliance of directives from

Office or Division: Planning Management Office

Issuance of course description by program signed by the Dean and VPAA

Office or Division: By College

Encoding of subjects and printing of enrollment form

Office or Division: By College

2. Student plots class 2. Enrolling None

3. Student sends a 3.1 Enrolling None Enrolling

3. Second Issuance of Enrollment Form

Reprinting of the enrollment form necessary to facilitate the enrollment process.

Office or Division: By College

Office or Division: By College

Office or Division: Colleges

2. Gets priority number 2. UDC calls the None

3. Student proceeds to 3.1 Interview and None

Encoding of subjects and printing of enrollment form

Office or Division: By College

3. Student sends a 3.1 Enrolling None

Office or Division: Graduate School

Office or Division: Graduate School

SSU-MAIN CITIZEN'S CHARTER 3rd Edition FY 2021

SSU-MAIN CITIZEN'S CHARTER 3rd Edition FY 2021