Republic of the Philippines

Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

I. REQUEST LETTERS (STUDENTS, FACULTY, STAKEHOLDERS, ALUMNI, ETC.)

This pertains to the routinary incoming and outgoing common communication/documents from different offices and external clients of the BU Graduate
School.

Office/ Division: BUGS DEAN'S OFFICE

Classification: SIMPLE
G2G – GOVERNMENT-TO-GOVERNMENT
Type of Transaction:
G2C – GOVERNMENT-TO-CITIZENS
Who may avail: BU Personnel and Students, Other clienteles from other agencies and institutions
CHECKLIST OF REQUIREMENTS: WHERE TO SECURE
• Letter Request duly signed by the requesting party/individual (1 copy)
• Request/Concern of Program Advisers must be duly signed by the Dean of the College (1 copy) Requesting Party/individual
• Request/Concern of the Student must be duly signed by the Program Adviser and the Dean of the College (1 copy)
• For make-up class: Duly signed Make-Up Class form (BU-F-VPAA 21) by the Program Adviser/Department Head and the
BU Graduate School
Dean of the College (3 copies)
FEES TO BE PROCESSING
CLIENT STEPS AGENCY ACTIONS TIME
PERSONS RESPONSIBLE
PAID
1. Student/client submits 1.1 Receives and records communication/request and checks NONE 3 hours Administrative Aide VI
the communication/ the completeness of documents (As required) BUGS Dean’s Office
request to the BUGS
Staff
1.2 The Staff forwards the communication/request to the NONE 3 hours Administrative Aide VI
BUGS Secretary (As the case maybe) and or the BUGS Dean BUGS Dean’s Office
for action/decision
1.3 The BUGS Secretary acts and decides on the NONE 5 hours BUGS Dean
appropriateness of the communication and forward to the BUGS Dean’s Office
BUGS Dean
 1.4 Sorts the communications/documents for posting/outgoing
or filing from the Dean’s Office Administrative Aide VI
NONE 5 hours
BUGS Dean’s Office
1.5 Emails, informs via text the requesting party/individual Administrative Aide VI
NONE 4 hours
BUGS Dean’s Office
2. Receives the 2. Releases, records and files the acted
communication/ communications/requests Administrative Aide VI
NONE 4 hours
request document with BUGS Dean’s Office
action (Pick-up and/or via email)
TOTAL NONE 3 Days
 Republic of the Philippines
Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

II. STUDENTS’ REQUEST FOR ADVISER AND ISSUANCE OF ADVISER’S DESIGNATION

This is availed of currently enrolled students in thesis writing requesting for thesis or dissertation adviser

Office/ Division: BUGS DEAN'S OFFICE

Classification: SIMPLE
Type of Transaction: G2C – GOVERNMENT TO CITIZENS
Who may avail: Currently enrolled Graduate Students

CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Master’s: Doctoral: • Form for Request for
• Fully Accomplished Request for Thesis Adviser Form (BU-F- • Fully Accomplished Request for Dissertation Adviser Form Thesis/Dissertation Adviser –
GS-8) – (2 copies) (BU-F-GS-8) – (2 copies) BU Graduate School Staff
- Request for adviser must be duly signed by the - Request for adviser must be duly signed by the • Concept Note Form – BU
prospective thesis adviser strictly from among the three prospective thesis adviser strictly from among the three (3) Graduate School Staff
(3) nominated/qualified faculty members in consultation nominated/qualified faculty members in consultation and • Certificate of Registration
and endorsed by the Program Adviser/Department Chair endorsed by the Program Adviser/Department Chair and (Student Portal or BUGS
and College Dean College Dean Registrar
- Criteria for the prospective thesis adviser is based on the - Criteria for the prospective thesis adviser is based on the
CMO 15, s. 2019 and Administrative Order No. 690 s. of CMO 15, s. 2019 and Administrative Order No. 690 s. of Note: Forms can be downloaded in
2022 2022 the Open Access Drive of BU
- A thesis adviser shall only accommodate five (5) active - A thesis adviser shall only accommodate five (5) active Graduate School Facebook Page
advisees (per CMO 15, s. 2019 & BUGS Policy) advisees (per CMO 15, s. 2019 & BUGS Policy)
• Accomplished Concept Note (Approved by Program Adviser) • Accomplished Concept Note (Approved by Program Adviser) –
– (1 copy) (1 copy)
• Certificate of Registration (COR) – (1 photocopy) • Certificate of Registration (COR) – (1 photocopy)

PROCESSING
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PERSONS RESPONSIBLE
TIME
1. Submits the duly accomplished
concept note and request for
thesis adviser or dissertation
adviser following the stated
requirements
2. The student receives the approved
request form for thesis or
dissertation adviser
1.1 Checks, reviews document’s completeness and
correctness and receives the request for adviser BUGS Thesis/Dissertation Concerns
NONE 4 hours Staff
BUGS Dean’s Office
1.2 Forwards to the BUGS Secretary for
BUGS Secretary
recommendation and review based on BUGS NONE 4 hours
BUGS Dean’s Office
Policy, Rules and Procedures
1.3 Forwards to the BUGS Dean’s Office for BUGS Dean
NONE 5 hours
review/decision and approval BUGS Dean’s Office
1.4 The staff prepares the designation of the BUGS Thesis/Dissertation Concerns
approved thesis/dissertation adviser and forwards NONE 4 hours Staff
to the BUGS Dean for signature BUGS Dean’s Office
1.5 The staff informs the student via email or text BUGS Thesis/Dissertation Concerns
on the approval of the request NONE 3 hours Staff
BUGS Dean’s Office
2. Releases and records the approved request form
for thesis or dissertation adviser (onsite or via BUGS Thesis/Dissertation Concerns
email) while the designation of the adviser is NONE 4 hours Staff
forwarded to concerned faculty for BUGS Dean’s Office
acceptance/conforme
TOTAL NONE 3 Days
 Republic of the Philippines
Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

III. STUDENT APPLICATION FOR PROPOSAL AND FINAL DEFENSES, INCLUDING RE-DEFENSE (THESIS/DISSERTATION)

This service is intended for enrolled graduate students who may be availing of the proposal defense, final defense and re-defense.

Office/ Division: BUGS DEAN'S OFFICE, BUGS REGISTRAR’S OFFICE, BUGS CASHIER’S OFFICE
Classification: SIMPLE
Type of Transaction: G2C-GOVERNMENT TO CITIZENS
Who may avail: Currently enrolled master’s and doctoral students in thesis/dissertation writing

CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Master’s: Doctoral: • Application for Proposal Defense (BU-F-GS-12) – (BU Graduate School
• Fully Accomplished Application • Fully Accomplished Application Defense Staff)
Defense (BU-F-GS-12), duly (BU-F-GS-12), duly signed by the • Recommendation for Proposal Defense form (BU Graduate School Staff)
signed by the Advisory Advisory Committee – 2 copies • Payment (BUGS Cashier)
Committee - (2 copies) • Recommendation for Proposal Defense
• Recommendation for Proposal – 1 copy Proposal Defense Fee in Philippine Final Oral Defense Fee in
Defense - (1 copy) • Approved Designation of Dissertation Peso Philippine Peso
• Approved Designation of Thesis Adviser (1 Photocopy) 4, 000 (Thesis) 4, 500 (Thesis)
Adviser - (1 Photocopy) • Written and Oral Comprehensive 5, 700 (Dissertation) 6, 200 (Dissertation)
• Written Comprehensive Examination Result (With Passed Source: Administrative Order No. 662, series of 2019
Examination Result (With Rating) - (1 Photocopy)
Passed Rating) - (1 Photocopy) • Proof of Payment - (1 copy) • Certificate of Registration (Student Portal or BUGS Registrar
• Proof of Payment – (1 copy) • Certificate of Registration (COR) – 1 Note:
• Certificate of Registration Photocopy • Forms can be downloaded in the Open Access Drive of BU Graduate
(COR) – 1 Photocopy School Facebook Page
• Application for the thesis/dissertation proposal defense should be made
not later than two (2) weeks before the date of defense based on BUGS
Policy
 PROCESSING PERSONS
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
TIME RESPONSIBLE
1. The student submits to the NONE 3 hours BUGS Registrar
BUGS Registrar the duly BUGS Registrar’s
accomplished application for Office
1.1 The BUGS registrar evaluates the
defense duly signed by the
payment of fees
advisory committee
recommended by the program
adviser and the College Dean
2. Pays defense fee at the BUGS 2. The cashier processes the request for 3 hours Cashier’s Staff
Cashier issuance of Official Receipt Proposal Final Oral BUGS Cashier’s Office
Defense Fee Defense Fee
*Does not apply for re-defense 4, 000 (Thesis) 4, 500
5, 700.00 (Thesis)
(Dissertation) 6, 200.00
(Dissertation)
Source: Administrative Order No.
662, series of 2019

*Does not apply for re-defense

3. Submits to BUGS Staff the
Application Forms with payment
(Official Receipt)
4. The student receives the
approved request and Approved
Notice of Defense (NOD)
3.1 Checks the completeness of documents NONE 3 hour BUGS
and receives student’s request for defense Thesis/Dissertation
duly signed by the Advisory Committee, Concerns Staff
Program Adviser, College Dean BUGS Dean’s Office
NONE 4 hours BUGS
Thesis/Dissertation
3.2 Prepares Notice of Defense (NOD)
Concerns Staff
BUGS Dean’s Office
3.3 Forwards documents to the BUGS NONE 4 hours BUGS Secretary
Secretary for recommendation and reviews BUGS Dean’s Office
based on BUGS Policy
3.4 Forwards documents to the Dean of NONE 3 hours BUGS Dean
BUGS for approval BUGS Dean’s Office
4. Notifies the student via email or text/ NONE 4 hours BUGS
Releases to the student the approved request Thesis/Dissertation
and the NOD; provides the students Concerns Staff
instructions of the documents needed to be BUGS Dean’s Office
submitted at BUGS Office after the defense:
- Minutes of the Defense
TOTAL NONE 3 Days
 Republic of the Philippines
Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

IV. REQUEST FOR COST RECOVERY

The following students can request for the opening of classes in cost recovery basis: (a) students who needed to take one last remaining course to complete
academic requirements (CAR) to qualify for the comprehensive examinations scheduled in the succeeding term/semester; (b) students who are on scholarship grants
and must complete the coursework within a specified time frame, of which waiting for the following term/semester would impede his or her compliance to the terms of
the scholarship grants.

Office/Division: BUGS DEAN'S OFFICE

Classification: SIMPLE
Type of Transaction: G2C – GOVERNMENT TO CITIZENS
Who may avail: Currently enrolled master’s and doctoral students

CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Onsite:
• Written Request for Cost Recovery recommended by the Program Adviser, College Dean and Plan of Coursework and Form for Cost Recovery can be
approved by the BUGS Dean – 1 copy requested at the BUGS Office
• Form for Cost Recovery recommended by the program adviser and the College Dean – 1 copy
• Proof of Scholarship Grants (if applicable) – 1 photocopy Online:
• Approved Plan of Coursework by the BUGS Dean – 1 photocopy Forms can be downloaded in the Open Access Drive of BU
Graduate School Facebook Page

PROCESSING PERSONS
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
TIME RESPONSIBLE
1. The student submits the duly BUGS Registrar
1.1 The BUGS registrar evaluates the records of the students
signed form for cost recovery NONE 4 hours BUGS Registrar’s
based on the policy on Cost Recovery
to the office of the registrar Office
1.2 The Administrative Officer evaluates for the payment of fees
Administrative
based on the Academic Rank of the faculty who will teach the NONE 4 hours
Officer
subject and forwards to the Dean’s Office staff
 Cluster II
Administrative
Office
BUGS Staff
1.3 The staff checks the completeness of documents, records and
NONE 4 hours BUGS Dean’s
forwards to the BUGS Secretary
Office
BUGS Secretary
1.4 The BUGS Secretary reviews and recommends the request to
NONE 4 hours BUGS Dean’s
the BUGS Dean based on BUGS Policy
Office
BUGS Dean
1.5 The BUGS Dean reviews/acts and decides on the request NONE 4 hours BUGS Dean’s
Office
2. Receives the requests for 2. Releases the documents and provides further instructions for
BUGS Staff
processing of the BUGS enrollment of the BUGS Registrar, if approved.
NONE 4 hours BUGS Dean’s
Registrar (Enrollment), if
Office
approved.
TOTAL NONE 3 Days
 Republic of the Philippines
Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

V. APPLICATION FOR WRITTEN AND ORAL COMPREHENSIVE EXAMINATION

The service is open to currently enrolled students who will take either the written or oral comprehensive examination given only in a regular semester. No
comprehensive examination shall be given on midyear. (Per BUGS Policy and Administrative Order No. 688 series of 2022)

Office/ Division: BUGS DEAN'S OFFICE, BUGS REGISTRAR’S OFFICE, BUGS CASHIER’S OFFICE
Classification: SIMPLE
Type of Transaction: G2C-GOVERNMENT-TO-CITIZENS
Who may avail: Currently enrolled Master’s and Doctoral students

CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Written Comprehensive Examination
Masters:
• Fully Accomplished Application for
Comprehensive Examination (BU-F-
GS-14) – 2 copies
• Fully Accomplished Evaluation Form
(BU-F-GS-15) - Attachments:
Certificate of Grades/Complete
Academic Records – 1 copy each
• Certificate of Comprehensive
Examination Result (for RETAKE
examinee only) – 1 Photocopy
• Certificate of Registration (COR) – 1
Photocopy
Doctoral: Onsite:
• Fully accomplished application for comprehensive examination (BU-F- • Application for Comprehensive
GS-14) – 2 copies Examination (BU-F-GS-14), and
• Fully Accomplished Evaluation Form (BU-F-GS-15) Attachments: Evaluation Form can be
Certificate of Grades/ Complete Academic Records – 1 copy each requested at the BUGS Office
• Certificate of Foreign Language – (1 Photocopy) • Certificate of Registration (COR)
• Certificate of Comprehensive Examination Result (for RETAKE can be downloaded in the Student
examinee only) – 1 Photocopy Portal or requested at the BUGS
• Certificate of Registration (COR) – 1 Photocopy registrar
Oral Examination:
• Fully Accomplished Application for Comprehensive Examination (BU-F- Online:
GS-14) – 2 copies Forms can be downloaded in the
• Certificate of Written Comprehensive Examination Result – 1 Photocopy Open Access Drive of BU Graduate
• Approved Advisory Committee – 1 Photocopy School Facebook Page
• Certificate of Registration (COR) – 1 Photocopy
 PROCESSING PERSONS
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
TIME RESPONSIBLE
1.1 Checks, reviews and evaluates the
1. Submits to the BUGS Registrar
documents based on the BUGS Policy in taking
the application for comprehensive BUGS Registrar
the comprehensive exam; provides instructions NONE 1 day
exam together with the needed BUGS Registrar’s Office
for claim
documents
1.2 Notifies the student on the status of the
BUGS Registrar
request for comprehensive examination; NONE 2 hours
BUGS Registrar’s Office
provides instructions for payment
2. The student claims the evaluated 2. The cashier processes the request and issues Master’s – 600
documents from the BUGS Official Receipt Doctoral – 900
BUGS Cashier
Registrar. If found qualified, pays (Per AO 42, s. 2003) 1 hour
BUGS Cashier’s Office
fee for comprehensive exam at
the BUGS Cashier
3. The student submits to BUGS 3.1 Receives, record/log-in at the logbook
Staff the evaluated application application for written comprehensive
form with official receipt examination, reviews the completeness of
Clerical Staff
information in the application form and the NONE 1 hour
BUGS Dean’s Office
required attachments in the form; If found in
order, the staff returns the official receipt to the
student for reference
3.2 The BUGS Secretary reviews based on BUGS Secretary
NONE 1 hour
BUGS Policy and recommends to the Dean BUGS Dean’s Office
BUGS Dean
3.3 The Dean decides or approves the request NONE 1 hour
BUGS Dean’s Office
3.4 The BUGS Secretary prepares and issues BUGS Secretary
NONE 1 day
examination permits BUGS Dean’s Office
3.5 The staff notifies applicant on the availability Clerical Staff
NONE 1 hour
of exam permit BUGS Dean’s Office
4. Receives examination permit and 4. Releases, records and files examination Clerical Staff
NONE 1 hour
signs the logbook permits BUGS Dean’s Office
Master’s – 600 3 Days
TOTAL
Doctoral – 900
 Republic of the Philippines
Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

VI. NOMINATION OF PANEL COMMITTEE/ADVISORY COMMITTEE

Once designation to the thesis/dissertation adviser has been issued by BU Graduate School, this can now be availed of by students.
Office/ Division: BUGS DEAN'S OFFICE
Classification: SIMPLE
Type of Transaction: G2C – GOVERNMENT-TO-CITIZENS
Who may avail: Currently enrolled master’s and doctoral students in thesis/dissertation writing

CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Doctoral: Onsite:
Master’s: • Fully Accomplished Nomination of Panel Committee Form (BU-
• Fully Accomplished Nomination of Panel Committee Form (BU-F- F-GS-10) – 2 copies • Nomination of
GS-10) – 2 copies • Photocopy of Approved Designation of Dissertation Adviser – 1 Panel Committee
• Photocopy of Approved Designation of Thesis Adviser – 1 copy copy Form (BU-F-GS-
• Photocopy of Certificate of registration (COR) – 1 copy • Photocopy of Certificate of Registration (COR) – 1 copy 10) – BU
Note: In consultation with designated thesis/dissertation adviser, the Graduate School
Note: In consultation with designated thesis/dissertation adviser, • Certificate of
student nominates three (3) panel members for masters, five (5) for the student nominates three (3) panel members for masters, five
doctoral. registration – BU
(5) for doctoral. Student
Advisory Committee Members: Advisory Committee Members: Portal/BUGS
Master’s: Master’s: Registrar’s Office
Adviser - (Content) Adviser - (Content)
Committee Chair-(Content) Committee Chair-(Content) Online:
Two (2) members- (Content and Method) Two (2) members- (Content and Method) Forms can be
downloaded in the Open
Doctoral: Doctoral: Access Drive of BU
Adviser-(Content) Adviser-(Content) Graduate School
Committee Chair-(Content) Committee Chair-(Content) Facebook Page
Four (4) members-(Content and Method) Four (4) members-(Content and Method)
Source: BUGS Policies, Rules and Procedures and Administrative Order No. 690 series of 2022 Source: BUGS Policies, Rules and Procedures and Administrative Order No. 690 series of
2022
 CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSONS RESPONSIBLE
1. Student/client submits to NONE 4 hours Clerical Staff
the BUGS Staff a fully 1.1 Checks the completeness of the BUGS Dean’s Office
accomplished form and all documents duly recommended by the program
needed documents as adviser and forwards to the BUGS Secretary
specified in the checklist for recommendation and review
requirements
1.2 The BUGS Dean reviews/recommends and NONE 1 day Clerical Staff
decides on the appropriateness of the BUGS Dean’s Office
recommended members of the panel
1.3 The staff notifies the client on the decision NONE 4 hours Clerical Staff
made by the Dean BUGS Dean’s Office
2. Releases, records and files the approved NONE 4 hours Clerical Staff
2. If duly approved, the
Nomination of Panel Committee Form BUGS Dean’s Office
student receives the
Nomination of Panel
Committee Form
If not approved, recommendation is forwarded
to the concerned student, adviser and program
adviser
NONE 2 DAYS &
TOTAL
4 HOURS
 Republic of the Philippines
Bicol University
GRADUATE SCHOOL
Aquilino P. Bonto Building, Legazpi City 4500
bugs-dean@bicol-u.edu.ph
ISO 9001:2015 Landline: (052) 742-3758
SOCOTEC SCP000722Q
_________________________________________________________________________________________________________

VII. APPROVAL OF THE FINAL PRINTING OF THESIS/DISSERTATION MANUSCRIPT

After the final defense and editing of manuscript, the student shall request for the approval of final printing for the hardbound copies. Printing must be done only
if duly approved by the BU Graduate School Dean.

Office/ Division: BUGS DEAN'S OFFICE

Classification: SIMPLE
Type of Transaction: G2C – GOVERNMENT-TO-CITIZENS
Who may avail: Currently enrolled master’s and doctoral students

CHECKLIST OF REQUIREMENTS: WHERE TO SECURE

Master’s and Doctoral:
• Fully Accomplished Request for Final Printing – 3 copies • Request for Final Printing can be requested at the BUGS
Office
• Copy of Summary of Rating/Rating sheet (Original copy should be submitted to the BUGS Registrar) –
• Summary of Rating/Rating sheet can be requested at the
1 copy each
BUGS Office
• Editor’s Certificate (If needed), as recommended by the panel – 1 copy
• Editor’s and Statistician’s Certification (Form) Template can be
• Statistician’s Certificate (if needed) – 1 copy
requested at the BUGS Office
• Copy of the Final Draft of the Research Output – 1 copy

FEES TO BE PROCESSING PERSONS

CLIENT STEPS AGENCY ACTIONS
PAID TIME RESPONSIBLE
1. Submits a fully accomplished request form for 1.1 Checks the completeness of the documents as BUGS Staff
final printing signed by the Advisory Committee required in the checklist and forwards to the BUGS BUGS Dean’s Office
Members, Program Adviser, Program Dean for action/signature NONE 4 hours
Coordinator, Department Chairperson (if any),
and the College Dean
NONE 1 Day BUGS Dean
1.2 The BUGS Dean decides/acts on the request
BUGS Dean’s Office
 1.3 The Staff informs via email or text the client on NONE 4 hours BUGS Staff
the approval of the BUGS Dean or comments and BUGS Dean’s Office
observations
NONE 4 hours BUGS Staff
2. The student claims the request 2. Releases and records the approval or action
BUGS Dean’s Office
NONE 2 DAYS & 4
TOTAL
HOURS