SUMMARY OF FINDINGS AND RECOMMENDATIONS SUC: Mindanao State University Fatima, General Santos City Program: BS in Electrical Engineering Type of Visit: 2°¢ Survey Date of Visit: Oct. 21-23, 2019AREA I: VISION, MISSION, GOALS AND OBJECTIVES STRENGTHS 1 There are clear program outcomes in terms of technical skills and competencies for the holistic development of the students. The College vision was revised after a rigorous process of review by the administration and other concerned officials. The objectives of the program have the expected outcomes including a strong attribute on aesthetic and cultural values. AREAS NEEDING IMPROVEMENT 1 2. The revised VMGO has not been duly approved by the BOR. A study has been conducted to determine the level of acceptance of the VMGO; however, there is no evidence that the results have been extensively disseminated to the concerned stakeholders, ‘The formulation and revision of the VMGO has been done; however, there is little evidence to show that the students and the industry partners of the concerned programs under survey participated in the actual review. RECOMMENDATIONS 4 It is highly recommended that the revised VMGO be duly approved by the BOR, with corresponding notation number. Itis strongly recommended that a deeper study be conducted, not only about the level of acceptance of the VMGO by the stakeholders, but also about its level of awareness and understanding ‘A mechanism be designed to properly monitor and encourage the participation of the students and stakeholders in the formulation and/or revision of the VMGO.AREA Il: FACULTY STRENGTHS 1 The core faculty are engaged in high impact field research reflective of the strategic expectations of the industry and the community in general. There is an impressive roster of faculty who have very high qualification and appropriate professional license and educational degree in their respective field of specialization. The engineering program has consistently produced high calibre graduates with a notably high performance results in the board examinations, validating the program's consistent quest for globally competent graduates. ‘The production of instructional materials with copyrights is commendable for the electrical program. ‘A good number of faculty in the electronics engineering program are actively participating in various international events for serving either as resource persons or research presenters, which is indicative of their high calibre level of qualifications. Many faculty are recipient of scholarship programs sponsored by national granting agencies, indicating their highly satisfactory academic qualifications. The exercise of academic freedom proved to be remarkably helpful among engineering students noting their consistent impressive academic performance in the board examinations. AREAS NEEDING IMPROVEMENT 4 Majority of the faculty have more than four teaching preparations which is more than what was prescribed in the academic policies. 2. There is no evidence to show monitoring of the attendance of faculty particularly in the conduct of their classes, 3. Some faculty have less engagement in the conduct of extension activities that is reflective of the program’s goals and objectives, 4, The department heads do seem to have time to review their supervisory plans to strengthen monitoring among faculty members. 5. A long term faculty development plan has not been formulated for a more effective allocation of faculty workload. 6. The faculty has not explored using more engaging audio visual materials that particularly utilizes information technology resources. RECOMMENDATIONS 1. The existing supervisory plan of Department heads may be regularly reviewed and eventually be institutionalized for a more effective monitoring of the performance of faculty academic functions. 2. Attendance of faculty in their respective classes needs to be closely monitored.4. The faculty may have to be more encouraged to actively engage in extensi ‘The number of faculty teaching preparations may be lessened to give them more time to 40 their other mandated functions, n activities. The programs under survey may encourage the faculty to initiate technical innovations in preparation for a higher level evaluation. The institution may invest in the upgrading of teaching tools for a more effective delivery of academic instructions. The use of teaching strategies that utilize advanced technology may be explored to make them responsive to the changing academic landscape in the field of engineering. 4AREA III: CURRICULUM AND INSTRUCTION STRENGTHS 1 The revised BS Electrical Engineering curriculum exceeds the CHED minimum course unit requirements and standards in both technical and non-technical courses. The Engineering curriculum provides the development of competencies and acquisition of knowledge responsive to the needs of the industry. The passing percentage of the program under survey in the licensure examination is consistently higher than the national passing percentage for the last three consecutive years (2017 — 2018) with topnotchers indicative of the effective and efficient utilization of teaching methods and strategies and excellent management of learning. There is a system of giving incentives to topnotcher-graduates in the licensure examination AREAS NEEDING IMPROVEMENT | Roe ©ernoge ‘There is limited evidence that various stakeholders were involved during the revision of the curriculum. There is no institutional OBE-based syllabi format and the syllabi are not revised regularly, The program under survey has no Certificate of Program Compliance (COPC) from CHED. There is limited evidence of consortia and linkages established with other learning institutions for academic exchange of instructional materials, There is limited evidence of the participation of faculty in in-service training. The department chair supervisory plan of the program under survey is not available. There is no evidence to show that student clearance is required before graduation, No recognition is given for outstanding accomplishments of faculty. Copies of course syllabi, Table of Specifications, test specimen, and other important documents have no proper repository. RECOMMENDATIONS 1 The university is strongly encouraged to consider participative planning in designing and in the revision of curriculum with different stakeholders such as administration, faculty, alumni, students, experts from industries, and other private and government agencies. It is suggested that the university require an institutional OBE format syllabi which should be revised at least every two years in order to ensure that the intended learning outcomes are achieved The program under survey has to be submitted to CHED for the granting of the Certificate of Program Compliance (COPC). The college needs to establish consortia and linkages with other learning institutions for academic exchange of instructional materials.x The university may conduct in-service trainings for the preparation of OBE-based syllabi and Table of Specifications to strengthen the capabilities of the faculty in facilitating learning. The department chair of the program under survey is encouraged to make a supervisory plan to strengthen the monitoring of faculty and submission of reports. The college may require graduating students to have a clearance before graduation to ensure that the student will be cleared from financial accountabilities and school responsibilities. The administration may have to grant recognition and rewards for faculty with outstanding accomplishments to encouraged better performance. Copies of the course syllabi, Table of Specifications, test specimen, and other important documents may be filed in a proper repository or a computer data bank.AREA IV: SUPPORT TO STUDENTS STRENGTHS 1. The scholarship program of the University is highly commendable. 2. Provision for and support to Student empowerment is remarkable. 3. Student initiative, resourcefulness, and engagement in the University Operation by way of securing the provisions of facilities and equipment are well recognized. AREAS NEEDING IMPROVEMENT 1. The Organizational structure of student affairs and services is not in place. 2. Programs and projects of the different units of student affairs are not properly implemented. 3. Conducting monitoring and evaluation of student services is not evident. Lack of documentation of involvement of students in the provision of equipment in their respective colleges was noted. Database for student records and profiles in the Guidance Office is not available 6. Providing prompt and efficient services in the handling of business transactions with students, is yet to be done. 7. Regular conduct of student satisfaction survey on student services program is less evident. 8. Use of different communication tool for information services is limited. 9. The evaluation tool used in the conduct of student activities is not enhanced. 10. Documentation of student activities is not properly done nor packaged well RECOMMENDATIONS 1. The Organizational restructuring of student affairs and services in accordance with CMO No. 9, Series 2013 is highly recommended. 2. Consider strengthening the monitoring and evaluation of SAS service programs by regularly conducting the same in implementing said programs. 3. There is a need for proper documentation of the involvement of students in the provision of equipment in all colleges. 4. The university may consider developing a database system for student records and profiles in the student affairs and guidance office. 5. The office of student affairs may improve its services in handling business transactions with students. 6. There is a need to conduct regularly student satisfaction survey to ensure efficient services, 7. The Student affairs office may consider using different communication tools to improve its information services.8. Enhance the evaluation tool used in conducting various student services. 9. Proper packaging of documents of activities conducted by the students is highly recommended 7AREA V: RESEARCH STRENGTHS 1 The Statistical softwares are available in the Office of the Vice Chancellor of Research ‘and Extension. ‘An Annual Research Exposition is conducted to disseminate research outputs of students and faculty. AREAS NEEDING IMPROVEMENT 1 NOOSRw Updating and BOR approval of a Unified Research and Extension Manual is yet to be done. The Specific Research Agenda to be addressed by the department is not spelled out clearly, Enhancing the documentation of research act Internal funding for research projects is not availed of by the department; ‘An Impact study on the utilization of research results is not conducted. Je Researches of faculty and students are not filed for Intellectual Property Rights. Instructional Materials developed by Faculty are not submitted for review and approval for reproduction ies is not given much attention, RECOMMENDATIONS 1 2. Present the updated and BOR approved Unified Research and Extension Manual. Identification and preparation of specific Research Agenda to be addressed by the department is highly recommended. Proper documentation of research activities are encouraged for straightforward assessment, monitoring, and evaluation. ‘An Enhanced mechanism may be crafted and disseminated for the departments to access internal funds for the conduct of research. ‘An Impact study on the utilization of research results may be conducted ‘The Filing for Intellectual Property Rights of the research outputs of faculty and students is encouraged. Instructional materials are recommended to be reviewed by the IM Committee, following policies and guidelines set for this purpose. Compilation of research results may be filed for copyright grant prior to reproduction and dissemination.AREA VI: EXTENSION AND COMMUNITY INVOLVEMENT STRENGTHS 1 The strong partnership between the campus and the Local Government Units and other non-government organizational is very evident. The faculty members assigned or involved in extension services are knowledgeable and very responsive to the needs of the community being served. The extension unit serves the deprived and depressed community and delivered appropriate expertise and technology to varied beneficiaries. Willingness of the community partners and the extensionists’ advocacy to serve greatly contributes to the success of the project implementation, There is a strong involvement of students in the implementation of the extension activity. AREA NEEDING IMPROVEMENT ‘The extension unit has not utilized the copyrighted manual. Evaluation and monitoring scheme for extension projects and activities implemented is not done periodically. ‘The extension fund allocation is not equitably distributed by program. The extension implementation, monitoring, and evaluation instruments are not standardized nor readily available for utilization and are not properly included in the There is weak evidence of a mutual exchange of resources between the institution and the partner community, There is no proper documentation, compilation, and submission of quarterly accomplishments and annual report to the college extension unit. RECOMMENDATIONS It is recommended that the extension Manual be copyrighted ‘The extension instruments may be institutionalized and made available for utilization and made properly attached in the extension manual. Itis recommended that regular monitoring and dissemination of all extension activities be done regularly. ‘The institution may consider allocating additional funds and full utilization of the budget for the extension programs and projects. The faculty extension program implementors have to practice proper documentation compilation and regular submission of quarterly accomplishments and annual reports. It is encouraged to have mutual exchange of resources between the institution and the Partner community.AREA VII: LIBRARY STRENGTHS 4. The University Librarian is well qualified to handle the management and supervision of the University Library. She is a holder of a Master's Degree in Library and Information Science and has a professional license. She participates actively in various academic and administrative activities of the University. 2. The University Library has strong linkages with other institutions in terms of journal exchange agreements and membership in library networks and collaboration. 3. ProQuest Central, Gale Virtual Reference Library, Science Direct, Wiley Online and other online databases are subscribed to by the University and accessible to students and faculty of MSU-General Santos Campus. These databases enhance the student and faculty capability to make research, teaching, and learning activities innovative, interactive, and productive, AREAS NEEDING IMPROVEMENT 1. The theses and dissertation collections of the University Library are not well organized. The Library Manual is not yet approved by the Board of Regents. The Library website is not updated, There are no appointments given to the members of the Library Advisory Committee. Library resources such as general and subject references are outdated. There are very few titles of recently-acquired reference materials (16 out of 945 titles are between 2008 to 2019 copyrights). 6. The Library cannot accommodate the requirements of the 10% seating capacity of the existing student population. 7. The Library is not well ventilated 8. A rational formula in the distribution of the library budget especially for books among the colleges of the University is not formulated. 9. The number of librarians is not compliant with the standards set by the Commission on Higher Education in order to support the existing student population. 10. The library satisfaction survey is not well presented, ean RECOMMENDATIONS 1. Organize the theses and dissertation collections in the University Library by adopting the Higher Education Graduate Information Survey Code List of Subject Headings in order to enhance their accessibility by students and faculty. 2. Submit the Library Manual to the Office of the Chancellor of the MSU-General Santos Campus for approval. 3. Update/Improve the contents of the Library website by including some portions for LORA (Library Online Reference Assistant), FAQS (Frequently Ask Questions), availability ofWebliographies and other library services for the different courses and programs. Itis also suggested that the Library IT Staff be given the task of frequently updating the contents of the website 4. Itis suggested that the members of the Library Advisory Committee be given appropriate appointments by the Office of the Chancellor. 5. Purchase and/or update the General and Subject Reference Collection and Filipiniana materials. 6. Increase the number of seats in the Library by rearranging the different sections and provide additional tables and chairs in the Library. 7. Purchase air conditioning units for the Library in order to provide comfort to the students and faculty using the library resources. 8. In order to provide an equitable distribution of the library book budget allocation among the colleges, the University Librarian or the Director of Libraries may propose a rational formula in the distribution of the book budget allocation. The different criteria may include the number of faculty members, number of students and the number of curricular Programs offered in the different campuses. It is also suggested that 10% to 20% of the book budget allocation for the academic courses be provided for the acquisition of the Filipiniana resources and for general reference materials and continuations. 98. Hire additional librarians in order to meet the CHED requirements according to the existing student population by providing a permanent appointment to the librarian who is currently hired on a job order basis. 10. Improve the conduct and presentation of the library satisfaction survey by providing information about the following: Introduction and objectives of the survey, methodology used such as the survey instrument, total number of respondents, inclusive date the survey was conducted, and overall results including the impressions reflected by verbatim ‘comments of the respondents,AREA VIII: PHYSICAL PLANT AND FACILITIES STRENGTHS 1 The entire area of the University accommodates the present population and even for future expansion ‘There is a wide and spacious area for varied outdoor educational activities. The classrooms are spacious and well-ventilated; the floor area is more than the standard requirement of 1.5 sq. m. per student AREAS NEEDING IMPROVEMENT 1 There is no evidence of a periodic conduct of earthquake and fire drills among university employees and students. Signages such as road and parking signs are not visible. ‘There is no central alarm system inthe University. 4, There is no Work plan and maintenance and inspection schedule of physical plants and facilities, especially the electrical installations. 8. There is no evidence that water potability test is conducted periodically by appropriate agency such as the local Water District RECOMMENDATIONS 1. It is highly recommended that earthquake and fire drills be conducted periodically, to be Participated in by the University faculty, employees, and students. 2. Putting up of visible road and parking signs may be done so that drivers and pedestrians are well guided. A central fire alarm system may be installed in the University. Prepare a work plan and schedule of maintenance and inspection of all facilities especially the electrical installations. 5. The local Water District or DOST may be commissioned for the conduct of periodic chemical and biological assessment of the University water supply. JoAREA IX: LABORATORIES STRENGTHS 1 The general education laboratories are manned by qualified and competent laboratory technicians. The shops are functional, properly maintained, and in order. There is a provision for laboratory equipment, supplies, and materials in accordance with the guidelines/policies embodied in the latest issuances of CHED memorandum on minimum laboratory requirements for the program under survey. All laboratory equipment is regularly calibrated by authorized agency. AREAS NEEDING IMPROVEMENT 1 2. PNR Proper labeling and coding of laboratory equipment is not done yet for inventory purposes. The safety awareness and precautionary charts posted in laboratory rooms and technology shops are limited Safety measures in handling electrical devices are not evident in the laboratory. The speech laboratory is still under renovation or scheduled for upgrading, The manual of operations for the laboratories of the program under survey is not evident. Utilization of laboratory equipment and supplies is not properly documented ‘Some of the fire extinguishers in the laboratories are not properly mounted. ‘The system and application softwares in computer laboratories are unlicensed. RECOMMENDATIONS fi The University may enforce the policy on regular inventory and tagging of equipment to ensure its service life Safety and precautionary posters and charts must be posted in every laboratory rooms for ‘everyone's awareness. Safety measure for protection from electrical shock and grounding have to be conspicuously posted in all laboratories, If budget warrants, the plan for renovating and updating the speech laboratory may include the requirements for acoustics, cubicles and individual headsets to provide the best laboratory experience to the students. The manual of operations for all laboratories may be developed and provided to faculty and students to give them full and precise details of operational and safety procedures. Record evidence of utilization of the laboratory equipment and consumption of supplies in each laboratory. Fire extinguishers should be properly mounted for visibility and easy access. Licensed software system and application may be purchased for academic use.AREA X: ADMINISTRATION STRENGTHS 1. The university administration is commendable for its strong determination in the provision of additional buildings for classroom, stock room, and international dormitory which enable the university to easily accommodate and host intemational summits. 2. The leadership of highly qualified deans demonstrates a robust professionalism that strongly motivates the faculty and students of the college under survey. 3. The creation of a Records Management Office could potentially widen its scope of functions and services for efficient inventory, access and or release, The university is one of the few that complied with RA 9470 section B. 4, The University is highly recognized for its peaceful transition to the new leadership that is expected to continue the best practices and strategic directions of the whole university AREAS NEEDING IMPROVEMENT 1. The organizational structure does not indicate a unitidepartment for internationalization that could coordinate the different units towards strategic internationalization direction and ‘shows that the dormitory and medical services are under the Planning Office. 2. The organizational structure shows that the Budgeting Unit is separate from the supervising unit for Accounting and Cashiering 3. The Document and Records Management performs functions separate from the supervising unit for accounting and cashiering. 4. Only some units have Manuals of Operations. 5. The Documents and records provided as evidence are very limited and not updated for the prescriptive period of 2015-2019, have incomplete signatures, and some are not approved by the Board of Regents. 6. There is lttle evidence on the participation of external stakeholders in the planning for the strategic direction of the University. There is no system provided for multi-customer feedback. There is no periodic monitoring mechanism for a mid-year assessment. ‘Some of the indicators used to measure performance of employees are not congruent to their functions and rank. 10. The university code and student handbook has not undergone any revision. 11, The College of Engineering has no evidence to show any income generating projects done RECOMMENDATIONS 1. The university administration may institutionalize internationalization mechanisms and establish centers that will increase university prestige and promote cultural advocacies such as Center for East ASEAN Studies involving various programs of the University. Re-alignment of the medical services and dormitory under the Office of Student Services may also be considered. 2. The organizational structure may integrate the three major functions of budgeting, accounting, and cashiering under the scope of Vice Chancellor for Administration and Finance functions, 3. The university is strongly encouraged to require all units to update their Manual of Operations by including relevant policies and procedures that improve efficiency and effectiveness operations, 4. Itis recommended that the University maximize the utilization of the Records Management Offices communication functions and improve inventory, access, and release of records. 5. Consider making the University Accreditation Center a centralized repository of documents and records and having them periodically updated by the different University Units. 6. Itis recommended that all activities done with external stakeholders be documented from invitation for meetings, attendance, proceedings, and evaluation of the activities. 7. It is strongly suggested that the University create/establish a multi-customer feedback mechanism. Designating a person to take care of this and other related functions may also be considered 8. The University may consider scheduling mid-assessment activity to periodically evaluate actual accomplishments against short-term and long-term strategic plans. 9. The Performance Management Team may consider revisions of the indicators in IPCR for congruence to ranks and functions, 10. The university code may be revised to be responsive to the current policies and changing dynamism of its operations. 11, The College of Engineering is recommended to conceptualize and implement income ‘generating projects that are closely aligned to the degree.