AREA X- ADMINISTRATION

PARAMETER A- ORGANIZATION

1. SYSTEM-INPUTS AND PROCESSES

The organizational chart of the College appended herein was approved per
Resolution No. 30 s. 2014 and has gone several amendments in 2015, and proposed
revisions in 2016 taking into consideration policy issuances and challenges facing higher
education institutions. In the year 2012, it was revised per BOT Resolution No. 8, s. 2012,
consistent with the requirements of DBM Circular No. 532, s. 2011 and in compliance with
AACCUP recommendations.

The administration of the College is vested in the incumbent President, Dr.

Modesto D. Detera, SUC President II, assisted by the Vice President for Administration
and Vice President for Academic Affairs, and the policy making bodies: Administrative
and Academic Councils. The affairs of the administrative and academic units are
facilitated based on the approved Quality Management System and BOT approved
manual of operations per BOT resolution no. 28, s. 2017.

2. IMPLEMENTATION

 The functional chart for the General Administration and Support Services is organized
and consistent with the approved organizational structure of the College.

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 As per approved Manual of Operations for Administration, and/or the Administrative
Manual, the duties and responsibilities of the Administrative personnel are
identified and carried out:

Campus Administrator- as an ex-officio member of al committees of her

academic/respective unit, her duties include the following: (page 24 Operations Manual)

 Manage and operate the campus/school assigned;

 Allocate or procure and organize the human and materials resources in
accordance with the operating plans and policies;
 Supervises the admission and classification of students and their assignment
to classes;
 Be responsible for discipline of students and the decorum of faculty members
and employees within the unit/campus and shall cooperate with the director
for Student Services in the general supervision and administration of the
affairs of the College;
 Submits to the President an annual report and such other reports which
he/she may require;
 Submits written report to the President at the beginning of the each semester
on the vacancies in the faculty, stating the position to be filled and the
expertise needed;
 Submits a written report to the President within (30) days after the end of the
academic year on the efficiency rating of the members of the faculty of
his/her unit/campus I consultation with the chairperson of the
department/area concerned;
 Proposes to the President the demotion, transfer, removal of members of
his/her staff, provided, however, that in case of serious misconduct on the
part of the member of the faculty of his/her campus/unit, the CD/Dean shall if
he/she deems it a matter of immediate necessity, recommend the offender
for suspension to the President stating the reasons thereof;
 Transmits together with commends or recommendations all proposals
affecting course of study, instruction, scholarships, scholarship exchange,
fellowship, grants, offers of aid, and similar matters received by his/her
unit/campus from any source within or outside the College to the President
for whatever action the latter may deem proper; and
 Facilitates the conduct of student evaluation at the end of the year.

Administrative Officer:

 Manages and supervises the office personnel in their duties and

responsibilities attached to their respective position such as the supply
officer, disbursing officer, bookkeeper, clerks, janitors, watchman and other
employees;
 Prepares appointment papers for the teachers and other employees;
promotion of old and deserving personnel as need arises;
 Prepares correspondence and write answer to communication for signature
of the school head;

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  Keeps record of the school personnel documents and printed instructions
relative to the teachers and other employees;
 Sees to it that all reports are properly prepared and submitted on time;
 Conveys information and instruction issued by the general office and office of
the school administrator to the personnel concerned and sees to it that the
same are complied with;
 Sees to it that all records of the school properties, movable and immovable
are complete and up-to-date; and
 Attend to the needs of the personnel.

Records Officer:

 Receives communications, stamp received, identifies classifies and sorts;

 Records communications, retains copy and prepare them for distribution to
offices concerned;
 Disseminates communications acted by the Vice Presidents, Office of the
Presidents, different campuses, and offices;
 Receives, releases and retain copies of acted communications/documents
 Assumes file responsibility and/or custody and safekeeping of documents and
communications;
 Receives mails and distribute the same to concerned offices and personnel;
 Does clerical task such as typing, encoding etc and
 Does other related works.

Supply Officer :

 Takes charge of supply and property activities in the agency.

 Acts as custodian of all records of property and makes periodical inventories
thereof;
 Directs work of storekeeping, buying, issuing equipment, supplies and
materials;
 Accounts for all office equipment, and supplies;
 Issues clearance certificates to all employees and officials;
 Prepares claim against insurance companies for damaged cargoes;
 Signs requisition and issue vouchers;
 Directs the maintenance and repair of office equipment and furniture;
 Recommends all property vouchers giving credit for property lost condemned
and or paid for;
 Supervises and reviews the work of the supply officers and other personnel
under her;
 Recommend approval of expenditures, supplies, materials and equipments;
 Reviews and recommends payment of vouchers covering property purchased;
 Supervises and reviews the annual property inventories;
 Implements objectives, rules and regulations pertaining to supply
management;
 Makes field inspection from time to time to see how the College properties
are made of, managed and controlled; and
 Does other related works.

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Acting Disbursing/Collecting Officer:

 Receives and collects money due from the school and deposit the same.
 Pays salaries and wages;
 Secures and encash checks for cash advances;
 Issues and signs check in payment for obligations.
 Keeps a complete and up-to-date records of collections and disbursements.
5.a Records daily collections in the cash book
5.b Sees to it that actual collection tallies with the cash balance
reflected in the cashbook
5.c Records allotment received and check issued in the cash
book.
5.d Reconciles cash book with the bank statement
5.e Keeps running balance of monthly disbursement ceiling
 Prepares reports:
6.a Report of collections
6.b Report of Disbursement
6.c Accountability report
6.d Summary of list of checks issued
 Submit required reports; and
 Does other related works.

Acting Bookkeeper:

 Prepares JEV for Report of Checks Issued for Fiduciary Fund received from
Cash Unit;
 Records JEV to Check Disbursement Journal of Fiduciary Fund;
 Prepares JEV for Report of Disbursement received for Regular Fund; Fiduciary
and STF Funds from Cash Unit;
 Records JEV to the Cash Disbursement Journal;
 Records deduction from payroll of SSC-Magallanes and monitors remittances
of the same to the different government agencies.
 Receives ALOBS and Disbursement Vouchers of SSC-Magallanes from the
Budget Unit. Review and verify all attached documents and affix initials on
the ALOBS and DV before submitting to the head of Accounting Unit for
signature;
 Responsible for monitoring SSC-Magallanes budget and prepares monthly
balances;
 Review purchase orders of SSC-Magallanes including all attached documents
and affix initials on the same before submitting it to the head of the
Accounting Unit for signature;
 Record deductions from payroll of SSC-Magallanes Campus and monitors
remittances of the same to the different government agencies; and
 Does other related works.

Nurse II-

 Facilitate the conduct of medical examination of students and members of

the academic and administrative staff of the College;
 Assists in the conduct of physical and dental examinations of students prior to
their admission to the College.

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  Assist and prepare materials for the examination and treatment of patients at
the clinic and facilitate reference of serious cases to hospital for further
medical attention;
 Provide support in the physical fitness of students who will participate in
school related activities;
 Provide information on health matters;
 Prepare plans or program of action for the prevention or control of
occurrence of epidemics within the vicinity of the College;
 Assist in the general supervision and improvement of environmental
sanitation;
 Prepare reports for submission;

Guidance Counselor (Operations Manual page 32)

 Supervises the guidance and counseling services in the College through

constant coordination with the Guidance Counselors of difference units;
 Conducts in-service training of personnel to enhance their guidance and
counseling skills;
 Coordinate/facilitate testing and placement programs geared towards helping
students while studying and after graduation;
 Conducts researches such as tracer studies that will provide feedback on the
quality of graduates the College is producing; and
 Performs such other duties as maybe assigned by higher authority.

School Librarian III

Plans and organizes an agency library or assists in the administration and direction of
library devt in the campus level;

 Directs and supervises the preparation of library materials for circulation;

 Catalogues and classifies books;
 Formulates and recommends policies and set up library rules and regulations
for approval;.
 Plans and make work assignments and schedules;
 Indexes periodicals according to generally accepted systems;
 Recommends title of books, reference and other reading materials for
purchase or donation;
 Requisitions books and other library materials, supplies and equipment;
 Maintains records of books and other library holdings and compiles statistical
reports on utilization;
 Takes physical inventories and prepares bibliographies;
 Coordinates with other agencies for linkages for additional library holdings
and other information; and

Laboratory Aide-
 Attend/respond to request of teachers for utilization of laboratory equipments;
 Maintain a logbook of laboratory users indicating subject teacher, time of use of
equipments, and remarks on the activity conducted to trace for responsibilities
for damages, etc.

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 Ensure orderliness and safety of lab facilities before and after use of clients;
 Makes necessary requisitions for laboratory materials, supplies and equipment as
endorsed by the Program Coordinator;
 Facilitates minor repair and general check of the laboratory equipments in the lab
and offices assigned under her care;
 Prepares and submit year -end inventory report to the Supply Office;
 Prepares yearly itemized requisition in consultation with subject area coordinator
and submit this to the Campus Administrator for inclusion in the APP;
 Ensures proper operations of the various equipments for laboratory
safety/security;
 Report any damages incurred to school equipment/properties by students to the
Supply Officer and/or Campus Administrator; and
 Does other related works.

Master Fisherman II

 Facilitate the fishing operation in support of instruction and as part of the

niche in Fisheries of the SSC-Magallanes Campus;
 Assist in the conduct of fishery resource research;
 In charge of post harvest production gearing towards enhanced income
generating projects/activities;
 Assist in the maintenance and upkeep of the post harvest building, provide
assistance in laboratory, research and extension activities when required;
 Assist in the monitoring of infrastructure projects being implemented by the
Campus;

Watchman II- Under the standard operating rules:

 To protect the lives and properties of the school;

 To maintain peace and order condition within the school compound;
 Watches visitors coming in or going out of the office or building to prevent
pilfering and lingering;
 Maintains order in the offices or building during day/night time;
 Keeps a close watch of the government property in his area;
 Prevents thievery and pilfering of government property;
 Assures responsibilities for any government property lost during the time he is on
guard of the school plant; and
 Does other related works.

Driver II:

 Drives school vehicle on official business, maintains and upkeeps school

vehicle;
 Repair and tune up school vehicle and maintain tools needed in the repair of
school vehicles;
 Prepares trip tickets for use of government vehicles, check gas, oil and water
before and after trip;
 Recommend repair of damaged parts and submit fuel and oil consumption
and distance travelled reports;
 Repairs and tune up the school vehicle;
 Maintain tools needed in the repair of school vehicles;

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  Prepares trip tickets for use of government vehicle;
 Checks gas, oil, and water before and after the trip;
 Submits fuel and oil consumption and distance travelled; and
 Does other related works.

Farm Worker II:

 To undertake freshwater fishpond development;
 In Charge of fish grow-out production project and assist in the daily fishpond
routine works;
 Prepare requisition for feeds, tools, equipment and other fishing materials
from time to time;
 Supervises farm and pond labourers;
 Prepare and submit reports; and
 Does other related works

 The following Board Resolutions shows that the Board of Trustees is highly supportive of
the growth and development of the College:

BOT Resolution No. Subject

Res. No. 36, s. 2017 Creation of Evaluation Committee for Reappointment of Dr. Modesto
Detera
Res. No. 37, s. 2017 Approval of Freedom of Information Manual
Res. No. 38, s. 2017 Realignment of STF Balances- Brackish water to Freshwater Fund
Development P4,000,000
Res. No. 39, s. 2017 Confirmation of appointments of personnel
Res. No. 40, s. 2017 Allocation of P498,271.50 for 110th Institutional Foundation Anniversary of
SSC
Res. No. 41, s. 2017 Allocation of 889,900 for 2017 Regional SCUAA Meet
Res. No. 42, s. 2017 MOA between SSC and SUMC for canteen operations
Res. No. 24, s. 2017 Approval of SECOM endorsements of personnel
Res. No. 26, s. 2017 Granting authority to utilize STF accumulated income
Res. No. 27, s. 2017 Transfer without cost of 2 buildings occupied by MNHS to DEPED
Res. No. 28, s. 2017 Approval of SSC ISO QMS, Admin and Academic Manuals
Res. No. 29, s. 2017 Approval of new designations
Res. No. 30, s. 2017 Approval of Policy for overload of part time services in higher and advanced
education Levels
Res. No. 31, s. 2017 Approving the request to offer Entrepreneurship Program in Castilla and
Magallanes
Res. No. 32, s. 2017 Confirmation of appointments
Res. No. 33, s. 2017 Confirmation of summer graduates
Res. No. 46, s. 2016 Allocation of P300,000 for 22nd Foundation Anniversary
Res. No. 47, s. 2016 Schedule of fees in doctoral program
Res. No. 48, s. 2016 Authority to award and sign labor and materials for construction of Library
(Phase I)
Res. No. 49, s. 2016 (-do- Phase II)
Res. No. 50, s. 2016 Approval of award to bidder for the construction of bleacher
Res. No. 51, s. 2016 Grant of CAN
Res. No. 52, s. 2016 Approval of utilization of P4,100,000 from 2011-2015 STF for electrical
rehabilitation of SSC-Sorsogon Campus
Res. No. 53, s. 2016 Approving scholarship applications of faculty members
Res. No. 54, s. 2016 Approval of additional major/courses offering in Graduate School
Res. No. 55, s. 2016 Confirmation of graduates
Res. No. 56, s. 2016 Confirmation of appointments
Res. No. 57, s. 2016 Extension services MOE
Res. No.24, s. 2016 Approving income utilization from 2011-2015 balances P69,276,098.

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Res. No. 25, s. 2016 Additional requirements for graduation in SC-SGS
Res. No. 26, s. 2016 Authority to Offer Ph.D. Math and DPA
Res. No. 27, s. 2016 Policy guidelines in the evaluation, production, and publication of
instructional materials
Res. No. 28, s. 2016 Approving he scholarship applications for CHED K to 12 scholarships
Res. No. 29, s. 2016 Confirming summer SGS graduates
Res. No. 30, s. 2016 Confirmation of appointments
Res. No. 31, s. 2016 Confirmation of designations
Res. No. 6, s. 2016 MOA with TESDA and Office of Sen. Villar for Skills Training Program
Res. No. 7, s. 2016 Approval of Scholarship Applications
Res. No. 8, s. 2016 Renewal of contracts for consultancy services
Res. No. 9, s. 2016 Approval of proposed editorial policy of SSC Research Journal
Res. No.10, s. 2016 Approval of amendments of Extension Operational Manual
Res. No. 11, s. 2016 Approval of enhancements of admission manual
Res. No. 12, s. 2016 Approval of grant of CAN incentives and travel to China of College President
Res. No. 13, s. 2016 Confirmation of graduates 2015-2016
Res. No. 40, s. 2015 Renewal of Collective Negotiation Agreement
Res. No. 41, s. 2015 Deferring granting of CAN
Res. No. 42, s. 2015 Approval of Program of Receipts and Expenditures for 2016
Res. No. 43, s. 2015 Granting Extension of Scholarships
Res. No. 44, s. 2015 Foundation Anniversary Allocation P300,000
Res. No. 45, s. 2015 Signatories to Postal Bank
Res. No. 46, s. 2015 Authority to conduct Bidding of Review Center
Res. No. 47, s. 2015 SSC as Center of Development with DA
Res. No. 48, s. 2015 Application for Scholarship
Res. No. 49, s. 2015 Confirmation of Appointments

 List of Academic and Administrative Councils including the powers and functions of each
council
The Administrative Council
The Council Designation Powers and Functions
Administrative Council
Dr. Modesto D. Detera- Chairman SUC President II Presides the 2 colegial
councils
Dr. Alberto N. Naperi-Vice Chair VP-Administration Reviews and
Members: recommend in
Dr. Magdalena M. Ocbian VP-Academic Affairs accordance with GB
Dr. Helen R. Lara Campus Administrator-
Sorsogon City Campus
Dr. Gerry A. Carretero Dean, School of Graduate appropriate policies
Studies
Dr. Bernard F. Quinones Campus Administrator Governing
Bulan Campus
Dr. Milagros Ebuenga Campus Administrator- administration, mgt.,
Castilla Campus
Prof. Sheryll A. Gregory Campus Administrator and development
Magallanes campus
Engr. Martiniano B. Atun, Jr- Director, PFD planning of the
Prof. Catherine A. De Castro Director, Quality Assurance chartered SUC for
Dr. Ryan D. Dio Director, Research & Devt. the latter’s action as it
Dr. Vivien L. Chua Director, Extension Services may deem fit.
Dr. Minerva Hubilla Director, Student Affairs (Rule IX Sec. 37 of
Prof. Realyn Dogcol Director, Admissions the CMO No. 3, s.
Prof. Windy Z. Ferreras Director, Planning 2001)

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Prof. Sergio D. Deyto Director, Production may deem fit.
Mr. Roberto V. Guides Director, ICT (Rule IX Sec. 37 of
Mr. Michael John Jamora Branding, Information the CMO No. 3, s.
Ms. Rosalie D. Labitag Director, Finance 2001)
Prof. Amelita Bernal Director, Culture and Arts
Engr. Rufo Durian Director, Sports
Dr. Led D. Encinares Director, GAD
Dr. Medin Nicolas Director, Medical Services
Mr. Edwin J. Balgimeno Executive Assistant
Ms. Ma. Lourdes G. Barrozo Registrar III
Ms. Ma. Sylisa J. Estur HRMO
Mrs. Gloria B. Despuig Budget Officer III
Mr. Gerald E. Fulay Board Secretary

Academic Council and functions

The Council Designation Powers and Functions

Dr. Modesto D. Detera- Chairman President 1. Determine, review

Dr. Magdalena M. Ocbian-Vice Chair VP-Academic Affairs and recommend for
Members: the approval of the
1. Dr. Minerva Hubilla Professor V Board the course
2. Dr. Gerry S. Digo Professor III offerings of the SUC
3. Dr. Susan Janer Professor III 2. Devise/draft, review and
4. Dr. Ritzelda A. Deri Professor III recommend for the approval
5. Dr. Miguel G. Guarin Professor III of the Board the rules of
6. Dr. Jenet Fuentes Professor II discipline and for the
7. Dr. Fe E. Mendoza Assoc Prof V concerned chartered SUC;
8. Mr. Oscar G. Carinola Assoc Prof V 9. Fix the requirements for
9. Dr. Edna L. Hapin Assoc Prof V the admission of students
10. Dr. Eduardo G. Despuig Professor II 11. Fix the requirements
11. Arch Luisita Gegajo Assoc Prof V for the admission of
12. Prof. Maria Lasim Professor II students in the concerned
13. Dr. Lydia D. Doctor Assoc Prof V chartered SUC as well as
14. Mr. Alexander D. Domasig Professor II for their graduation and the
15. Ms. FE S. Romero Assoc Prov IV conferment of degrees and
16. Ms. Amelita c. Bernal Assoc Prof III submit the same to its GB
17. Dr. Helen R. Lara Assoc Prof III for review and/or approval
18. Engr. Oscar Peter Pascual Assoc Prof I In accordance with Sec. 4
19. Dr. Gerry A. Carretero Assoc Prof II par 1, of RA 8292.
20. Ms Flora Renovalles Assoc Prof II
21. Dr. Felisa Marbella Assoc Prof III (Sec 38-39, CMO 3, s. 2001)
22. Dr. Gaspar B. HIlotin Assoc Prof III
23. Engr. Martiniano B. Atun Jr Assoc Prof IV
24. Dr. Bernardo E. Quinones Assoc Prof IV
25. Mr. Oriel Dicen Asst. Prof IV
26. Ms. Lemi Villoso Assoc Prof III
27. Engr. Berino Sandoy Assoc Prof I
28. Dr. Nicolas Alabin Assoc Prof II
29. Mr. Mateo Luis Janer Assoc Prof IV
30. Dr. Fely Habla Asst. Prof I
31. Ms. Felicitas SJ. Diviangracia Assoc Prof III

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32. Dr. Tito Ciruelos Professor III
33. Dr. Vivien Chua Assoc Prof II
34. Mrs. Edna Marie L. Mijares Assoc Prof III
35. Mrs. Lilian C. jaranilla Assoc Prof II
36. Mr. Carlos Dioquino Assoc Prof II
37. Mrs. Eden Deri Asst Prof IV
38. Mr. Eric Fuentes Assoc Prof I
39. Mrs. Felicitas SJ Divinagracia Assoc Prof III
40. Dr. Nicolas Luis M. Alabin Assoc Prof II
41. Mr. Ernesto B. Calisin Assoc Prof I
42. Mr. Telesforo Escoto Assoc Prof II
43. Mr.Mark Anthony Dipad Asst. prof II
44. Mrs. Elizabeth HIlotin Assoc Prof II
45. Mrs. Josefa F. Deyto Assoc Prof I
46. Mrs. Edna Marie L. Mijares Assoc Prof III
47. Ms. Teresa Haide R. Belgica Asst. Prof III
48. Mrs. Mercedes H. Calisin Assoc Prof I
49. Mrs. Lynn C. Mendoza Asst. Prof III
50. Mrs. Melba Gloriane Assoc Prof I
51. Mr. Alfredo G. Bajamundi Asst. Prof IV
52. Mrs. Nimfa B. Orgela Asst. Prof III
53. Engr. Rufo D. Durian III Assoc Prof II
54. Mrs. Maritess D. Carreon Assoc Prof III
55. Mr. Emmanuel D. Nicolas Asst. Prof III
56. Mr. Chino L. Adra Assoc Prof II
57. Mrs. Marilyn Innocentes Asst. Prof I
58. Mr. Nestor Ebuenga Asst. Prof III
59. Mrs. Milagros D. Meneses Assoc Prof II
60. Mr. Errol De Castro Asst. Prof I
61. Mr. Maximoo Ludovice Asst. Prof III
62. Mrs. Salvacion C. Garcia Assoc Prof I
63. Mrs. Rosalina H. Enalpe Assoc Prof III
64. Mrs. Corazon G. Bongalosa Assoc Prof I
65. Mrs Evelyn Martinez Asst. Prof I
66. Mr. Roman Julio B. Infante Asst. Prof II
67. Mrs. Arlene B. ditan Asst. Prof IV
68. Ms. Dulce Lacson Asst. Prof II
69. Mrs. Beatriz D. Guarte Assoc Prof I
70. Mr. Michael B. Bongalonta Asst. Prof II
71. Mrs. Carmen G. Guiriba Asst. Prof II
72. Dr. Rose Anne Cleotilde I. Sambo Asst. Prof II
73. Mr. Levy H. Jaso Asst. Prof I
74. Mrs. Milagros N. Ebeunga Assoc Prof I
75. Mrs. Lelanie L. Berjuega Asst. Prof III
76. Mrs. Ma. Elena C. Demdam Assoc Prof I
77. Dr.Led Eencinares Asst Prof II
78. Mrs. Felomina D. Sacay Asst. Prof III
79. Mr. Juan D. Demdam Jr Asst. Prof III
80. Engr. Berino H. Sandoy Assoc Prof I
81. Mrs. Mae San Pablo Asst. Prof I
82. Mrs. Marigrace D. Carretero Asst. Prof III

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83. Mrs. Sherill A. Gilbas Asst Prof I
84. Mr. Noe B. Atutubo Asst. Prof IV
85. Mr. Orlando D. Doncillo Asst. Prof III
86. Mr. Nicolas Barrameda Asst. Prof I
87. Mr. Roberto V. Guides Asst. Prof II
88. Mr. Edwin J. Balgimeno Asst. Prof II
89. Mrs. Caridad F. Ferreras Asst. Prof III
90. Engr. Larry E. Gracilla Asst. Prof II
91. Mr. Roderick B. Astillero Asst. Prof IV
92. Engr. Joselito Orticio Asst. Prof II
93. Mr. Rey Rodrigueza Asst. Prof II
94. Mr. Achilles Honasan Asst. Prof II
95. Engr. Rogelio Galang Jr Asst. Prof II
96. Mrs. Jackielyn Bosquillos Asst. Prof III
97. Mrs. Felomina Sacay Asst. Prof III
98. Mrs. Lynn Mendoza Asst. Prof III
99. Ms. Leticia Tangco Asst. Prof III

 The flow of communications follow a centralized process. All communications

coming from the main campus particularly from the Office of the President passed
through the Records Office. It is stamped, received, and recorded in the registry of
records. Campus communications follow the same standards and processes per
approved policies set forth in the ISO Quality Manuals of 2017 per BOT resolution No
28, s. 2017 and Records Manual approved by the BOT under Resolution No. 84 s.
2011. The following diagram below shows the flow of communication. With regards
to communications coming from the campuses, the same pattern is being followed as
required for concerned offices’ action.

RECEIVING ACTION RELEASING

Record Chief VP for Administration OFFICE Records
receiving and Admin OF
Offcr THE releasing,
Recording
CAMPUS
P Reproduction
Classify DIRECTORS/DEANS
and R
records Dissemination
Reproduction E
for action STAFF DIRECTORS/
UNIT HEADS S
and
I
D
filing
VP for ACADEMIC E
AFFAIRS N
T

 List of institutions’ manual of operation

Title of Manual Year Approved by the Brief Description
BOT
Academic Manual 2017 (BOT Res. No. Is the compendium of operations
28, s. 2917) manual which pertains to academic
affairs
Research and Extension Manual Under revision The proposed REMO is a combined
manual of operations of research
and extension offices

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Admission Manual 2017 Procedures on entry of students to
the College
Registrar’s Manual 2017 This manual of operations includes
2017 (BOT Res. No. information on enrolment,
28, s. 2917) graduation, request for credentials,
and other related services.
Branding & Communication ‘-do-
ICT Manual ‘-do-

Library Manual ‘-do- Detailed procedures and other

related information of library
services unit
Student Services ‘-do- This covers student organization,
guidance and counseling,
medical/dental services,
scholarships,
Faculty Manual ‘-do-

Administration Manual ‘-do- Operations manual for

administrative and support services
Records Manual ‘-do- Detailed procedures and
information on records mgt and its
services
Planning Manual ‘-do- Institutional procedures for
planning and evaluation
Human Resource Management ‘-do- Covers recruitment, retention of
personnel and retirement
Finance Management ‘-do- Includes procedures of budget,
accounting, cashiers’ office
Supply Management ‘-do- Covers material management,
inventory, monitoring and disposal
Infrastructure Development ‘-do- This includes procedures on new
construction, repair and
rehabilitation of structures
Production ‘-do- The manual covers procedures for
establishing IGP, sharing
agreement, etc
External Affairs ‘-do- This includes procedures for
facilitating foreign students, and
sustaining partnerships
SSC Code Ongoing revision

3. OUTCOMES

The institutional arrangements of the Sorsogon State College is consistent

with the provisions of existing rules and regulations specifically provided for in
Sec 2, 6, and 9 of RA 8292, Sec 5 of RA 7666, the SSC Code, and the
Administrative Manual. The Administration of the College is vested in the
President assisted by the Vice President for Administration and Academic Affairs,
and key officials. The Administrative council consisting of the president of the

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 university or college as Chairman, the vice president(s), deans, directors and
other officials of equal rank as members, and whose duty is to review and
recommend to the Board of Regents/Trustees policies governing the
administration, management and development planning of the university or
college for appropriate action. The academic council with the president of the
college as Chairman and all members of the instructional staff with the rank of
not lower than assistant professor as members have the power to review and
recommend the curricular offerings and rules of discipline of the college subject
for appropriate action of the Board of Trustees. It shall fix the requirements for
the admission of students as well as for graduation and the conferment of
degrees subject to review and/or approval by the Board of Trustees through the
president of the college.

The College institutional processes prescribe the rules for smooth flow of
transactions in the general administration: from human resource, finance,
records, supply, and general services while from curriculum, research, extension,
student services, down to auxiliary services for the academic concerns. The
organizational structure is deemed flat, as a result, channels for delivery of
services to clients are fast and easily facilitated within campuses, offices and
units. These arrangements contributed to fast and accessible services in support
of the development of the College.

4. BEST PRACTICES

 Efficient and effective administrative operations.

 Fiscal autonomy in each campus is practiced resulting to faster action on
procurement, and processing of financial transactions.
 Empowered personnel- fiscal autonomy empowered the campuses to generate
income, save on resources, and manage the campuses/units effectively and
efficiently.

PARAMETER B- ACADEMIC ADMINISTRATION

I. SYSTEM –INPUTS AND PROCESSES

13
 ORGANIZATIONAL STRUCTURE –ACADEMIC AFFAIRS

MODESTO D. DETERA
SUC President II

MAGDALENA M. OCBIAN
ALBERTO N. NAPERI
VP for Academic Affairs
VP for Administration
SHERYLL A. GREGORY
Campus Administrator

MICHELLE H. PELOTA
Campus Secretary

LYNN C. MENDOZA LAURENCE ELMER CORRAL TERESA HAIDE R. BELGICA

Program Dean, BSF RESEARCH DEVT SERVICES Program Dean, EDUC

VLADIMER PAUL PALLA VLADIMER PAUL PALLA FRANKLIN CALAMINOS

Instructor I EXTENSIION SERVICES Instructor i

LAURENCE ELMER CORRAL NIMFA ORGELA

Instructor I FRANKLIN CALAMINOS
Assoc. Professor I
STUDENT SERVICES
ELDEN G. ORGELA
PUBLICATION JINKY BAILON
Instructor I
Instructor II
MARK ARIEL MALTO
Instructor I RACHEL ANNE DIAZ DAVID JOHN CAYETANO
GAD Instructor I
RENZEL BERMAS
Instructor I ELDEN ORGELA LENY D BERDIN
SPORTS Assoc. Prof II

The Academic Dean is a designated position with the following qualifications:

 201 Profile of the Campus Administrator

Name of Incumbent: Mrs. SHERYLL A. GREGORY
Academic Rank: Instructor III
Education:
Baccalaureate: BS-BIOLOGY/BSE FISH BIOLOGY
Masters Degree: Master in Management
Major in Administration and Supervision
Doctoral Degree: Ed.D. Educational Management (18 units)
License/Rating : LET , 77%
Others CS Prof, 80.54%; Sub-prof, 81.97%
Designation : Campus Administrator
Effectivity : January 4, 2016
Years in Service : 6 years

Researches Conducted:
1. Development of Laboratory Manual in Ichthyology
2. Development of Computerized Student Services Record System
3. Availability, Propagation and Distribution of Mangrove Seedling in
Sorsogon
4. Utilization of Indigenous Organic Materials (croton plant seeds, chilli
pepper and agricultural lime) in Eradicating Bagungon (Telescopium
telescopium) (Presented in International presentation in 2015, and 1st in
Institutional Presentation 2015), 3rd Place Best paper in Regional fora
conducted by PCIERD
5. Development and Validation of Modules in Zoology
100% Involvement in Extension Services:
Previous Designation/s:
Coordinator, Student Services Unit

14
  201 Profile of the Academic Dean

Name of Incumbent: MS. TERESA HAIDE R. BELGICA

Academic Rank Associate Professor I
Education:
Baccalaureate: BS-BIOLOGY
Masters Degree: MAED major in Math and Science Teaching
Aquinas University 2005
MS Biology
Ateneo de Manila University 2008
Doctorate Degree Ph.D. BIOLOGICAL SCIENCE
Dissertation Writing
License/Rating : PBET -72.2% (May 29, 1994)
CS Professional – 80.0% (July1, 1994)
Years in Service 22 years

2. IMPLEMENTATION

 Program Officials’ educational qualifications, academic ranks and length of service

Position/ Name of Educational Prof. License Academic Length

Designation Official Qualification Where Rank of
applicable/requ Service
ired)
1. Vice Dr. Magdalena Ed.D,-Educational PBET 28 38
President for M. Ocbian Management
Academic
Affairs
2. Campus Ms. Sheryll Ed. D. (18 units) LET Instructor 6
Administrator A. Gregory MM-Administration and III
Supervision
BSE-Biology
3. Program Ms. Teresa Haide R. Ph.D. Biology-Dissertation LET Associate 22
Dean Belgica Writing Professor I
MAED-Biology
BSE-Biology

 Functions, duties and responsibilities of Program Officials as indicated in the

organizational structure

Program Dean-The Office coordinates all the instruction and related activities of the
Education Program in the campus which specifically includes the following:

 Transmit to the Campus Director all proposals with comments and

recommendation affecting instruction, scholarships, exchange offers of aids,
other similar matters received from any source within or outside the campus;
 Prepares faculty workload;
 Assists in monitoring and evaluation of performance of faculty members.;
 Acts as official member in all committees with regards to instruction;
 Takes charge in the development and enrichment of curricular offerings and
those that involves policies on instruction;
 Disseminates information concerning instruction;
 Keeps the Campus Director well informed of all matters related to instruction;

15
 Spearheads preparation and formulation of guidelines and policies on instruction
with consultation with Campus Directors and other Staff Directors; and
 Serve as monitoring arm of the Campus Director in the implementation of the
campus program of activities concerning instruction.

Coordinator for Research Devt Services-Under direct supervision of the Campus

Administrator:

 Facilitate the implementation of policies on R & D of the College.

 As member of the Campus Level Research Screening Committee, facilitates the
evaluation of proposed R & D projects and monitors those that are ongoing consistent
with the approved REMO.
 Facilitate for the revisit of RDE thrusts in line with the program thrusts of BSF and BSE
programs being offered by the College.
 Prepares communications and reports for submission to higher authorities.
 Assists the Campus Administrator in target setting, monitoring and evaluation of
accomplishments in Research Devt Services.
 Furnish government offices and agencies upon receipt of their request, statistical
information about the College upon request and approval of higher authorities.
 Submits campus annual reports of research and development to the Director for RDS
through the office of the Campus Administrator.
 Negotiates with outside agencies, business and industrial firms and the community as a
whole on projects and activities relevant to the development thrusts of the College.
 Seek assistance either in cash/kind or in form of consultancy and/or actual service from
both local and foreign sources.
 Attends seminars, conferences, meetings and workshops related to research and other
capability building programs for researchers.
 Attends affairs and activities in such external agencies where the College has tie-up by
way of promoting and implementing harmonious relations.
 Performs such other functions as may be assigned by the Campus Administrator from
time to time.

Sports Coordinator
 Facilitate the implementation of policies of the Office of Sports of the College.
 Assists the Campus Administrator in the implementation of the college sports
program for student development
 Provide students with opportunities in the field of sports and in preparation for
intercollegiate competitions, etc
 Facilitate for the training and development of pool of athletes for College sports
activities and competitions..
 Assist/facilitate the attendance of athletes in sport competitions within the college
premises and/or in outside venue for the purpose.
 Prepare communications and reports for submission to higher authorities.
 Prepare request for supplies and materials for sports development.
 Submit campus annual reports to the Director for Sports through the office of the
Campus Administrator.
 Attends seminars, conferences, meetings and workshops related to sports development
other capability building programs.
 Performs such other functions as may be assigned by the Campus Administrator from
time to time.
NSTP Coordinator

 Teach the subject NSTP to students and facilitate instruction services on the
subject.
 Serve as lead implementor for extension services activities of NSTP.

16
  Prepare action and financial utilization plan for implementation of programs
and projects of NSTP
 Monitor and evaluate the implementation of plans, programs and projects of
NSTP.
 Consolidate and submit semestral reports including: report of grades of
students, terminal reports of completed programs and projects attached with
documents and pictures; and submit the same to the Program Chair, Campus
Administrator and key officials.
 Attend meetings, seminars and trainings related to NSTP and NSTP activities.
 Coordinate with officials and other SUCs and establish linkages to effectively
implement programs and projects for the development of the students and
the stakeholders.

 Supervisory Program of the Dean (see Appendix A)

 Composition of the Faculty Selection and Promotion Board: per Section II-B (2.1)
“Recruitment, Hiring and Appointment” of Merit Promotion System for Faculty and Staff
of SSC

2.1 The Composition of the Board shall be as follows:

2.2.1 The Vice President for Academic Affair as Chairman
2.2.2 The Deans of the College /Department.
2.2.3 The Campus Administrators
2.2.4 The Human Resource Management Officer as the FASSB Secretary.
He/she shall continuously make an inventory of all vacant positions. He/She
shall keep records of the proceedings of the Board and maintain all records or
documents, keeping them ready for inspection and audit by higher authorities.
2.2.5 The President of the Faculty Association

 The Dean, the faculty and the administration work together for the improvement of the
College through various activities like: target setting/planning of activities for the
succeeding year. Implementing programs and projects, student activities, research,
extension and production activities.

 There is an approved Human Resource Management Manual (BOT resol 28, s. 2017) and
Merit Promotion System for Faculty and Staff of the College (BOT Resol 42, s. 2006)
which outlines the definite criteria and procedures in the selection and promotion of
faculty and staff.

 The Campus Administrator issues memorandum and policies for implementation in the
various units of the College. (eg. Wearing of uniform). This is posted in bulletin board
while unit heads are furnished for wide dissemination. The class advisers disseminate
the same by reading/informing the students and calling the attention of others who
violates or disobey the internal policy.

 The Education Department has been continuously producing licensure passers from
above the national passing percentage. This is one of the manifestations that the College
is effective in implementing programs by producing quality and excellent outputs.

17
 LET Passing Rate
YEAR Takers Passers Natl Instl
2009 8 4
2010 10 2
2011 6 31.45% 100%
2012 12 3 24/43.4% 33/100%
2013 25 7 39.6/39.7% 50/37%
2014 18 10 35.74 55.56
2015 6 6 27.42 100%
Mar/Sec 11 2 41.75% 18.18
2015
Sept/Sec 6 3 31.63% 50.00%
Sept/Elem 32 15 27.42% 46.88%
2016

4. BEST PRACTICES
 Hiring young and dynamic personnel: Board topnotchers, 1 regional topnotcher,
graduates of top University.
 Effective faculty and staff development program- sending faculty to best higher
education institutions.
 Strong value system- harmonious relationships strengthened by team building, working
for quality and excellence.
 Deep appreciation of student’s contribution to the College.
 Partnership with students in maintaining order and cleanliness
 Widened access to reading materials and internet usage

18
 PARAMETER C- STUDENT ADMINISTRATION

1. SYSTEM-INPUTS AND PROCESSES

 The student handbook/manual was approved per BOT Resolution No. __s.
 Student Affairs Officials
Mr. Franklin Calaminos- Student Services Coordinator
Mrs. Sheryll Gregory- Scholarship
Mrs. Rachel Anne Diaz- Medical/Dental Services
Mr. Abner Dellosa - Guidance Services
Mr. David John Cayetano- Student Organization

2. IMPLEMENTATION

 Student administration- The Office of Student Affairs manages three of the coverage
of student affairs as embodied in CMO no. 9, s. 2013 to wit: student welfare
services, student development, and institutional student program and services:

Admission and selection requirements:

Policy No. 16 of the Student Handbooks expresses the admission
requirements for students of the college.
a. Entrance exam result =60%
b. General Weighted =30%
c. Interview =10%

Every applicant for enrolment shall be admitted to the college upon

submission of the following requirements:
a. Report Card F-138
b. Admission slip
c. Medical Certificate
d. Authenticated certificate of Live Birth
e. Police Clearance
f. Certificate of Good Moral Character
g. Photo copy of Income Tax Return of Parents
or certificate of exemption from the BIR if not paying income tax
h. 1 pc 2 x 2 colored pictures
i. 1 pc 1 x 1 colored picture
j. long folder

Registration procedures
1. Secure the pre-registration form at the Campus Secretary
2. Accomplish the pre-registration form and submit requirements to the
campus secretary
3. Secure Official Registration form
4. Registration –NSTP
5. Assessment of fees
6. Secure Order of Payment from the Accounting Office
7. Payment and corresponding issuance of Official Receipt at the Cashier’s
Office
8. Validation with Accounting Office
9. Issuance of Class cards

19
 Data on fees (subject to revision)
Particulars Amount
Entrance Fee P20.00
Registration Fee 20.00
Library Fee 100.00
Publication 25.00
SCUAA 20.00
Athletics 40.00
Medical/Dental 40.00
Student Council 20.00
Insurance 15.00
Handbook 50.00
Red Cross/Anti TB 10.00
ID with Jacket 50.00
PDF 250.00
Admission Manual 25.00
NSTP 187.50
Laboratory Fee 200.00
Guidance Fee 25.00
Tuition Fee 150/unit (first yr)
Requirements in the admission of transferees
1. Honorable dismissal
2. Official Transcripts of Records/Certification of Grades
3. Admission requirements (same as new students)

Graduation requirements
Policy No. 20 requires candidates for graduation to have satisfy academic and
non- academic subjects, shop work and other requirements prior to
graduation.

Academic loading
Residence requirements require for a regular student to carry a load equivalent to
the number of units in the course. Grading system allows academic subjects
examination 30%, recitation - 20%, research work - 20%, short quizzes-20%,
attendance is 10%.

Dropping of subjects- changing or dropping of subjects is done thru an application in

writing and allowed only for valid reasons recommended by the Program Chair,
approved by the Campus Director and attested by the Campus Secretary.
Changing/dropping subjects is allowed within 10 days after enrolment/ or before the
midterm examinations. Unofficial dropping of subject after midterm examinations
shall earn a student dialing grade of 5.0.

 Scholarships grants: The following are the scholarship grants being implemented by
the Campus:

a. Out of School Sponsored Scholarship

Type of No. of Tuition Fee Misc Fee Total Amount
Scholarship Beneficiaries Granted
1. LGU-SB 40 126,600 43,840 170,450 170,450
2. LGU-Juban 1 4,200 790 4,990.00 4,990
3. iskolar ng 11 45,000 8,690 53,690 53,690
Bayan
4. ESGP-PA 45 101,250 35,550 136,800 136,800

20
 5. BFAR 4 11,700 4,160 15,860 15,860
6. CHED TOC 6 18,750 4,740 23,490 36,000
batch 1
7. CHED TOC 90 312,450 89,960 402,410 540,000
Batch 2
Total 197 619,950 187,740 807,690 807,690
b. School Sponsored Scholarship
Type of No. of Tuition Fee Misc Fee Total Amount
Scholarship Beneficiaries Granted
1. Institutional 15 45,300 17,075 62.375 62,375
2. C N A 1 2,250 790 3,040 2,250
3. Brgy Official 2 4,500 1,580 6,080 4,500
Dependents
4. SCASP 2 5,850 2,580 8,430 3,825
Total 20 57,900 22,025 79,925 55,875

Code of conduct: The duties and responsibilities of every student of the College is
explicitly provided for in the Student Handbook pages 81-89, which includes the
Code of Ethics for Students, Rights of the Students, Authorization for Student
Assemblies, Conduct of Student Assemblies, etc.

 At the beginning of the year, faculty, administration and duly represented by the
Student Federation President, convene for the preparation of annual plan and targets
set by the College. Said personnel also sit during the monthly meetings to evaluate
the progress of implementation of plans.
 The College is consistent in the application of the ARTA law. Thus, requests for
services, documents, etc are urgently acted upon as shown in the answers to letters
for request; log of clients who avail of the services in frontline area like:
registrar/campus secretary office.

 Strong value system- harmonious relationships strengthened by team building, working

for quality and excellence is manifested in every activity whether formal or informal (as
shown in snapshots)

3. OUTCOMES

 Student administration is the heart of the College activities. Thus, the focus of the
programs and projects for students are to engage students to worthwhile endeavors
sustain a dynamic studentry and provide positive support systems.

4. BEST PRACTICES
Student follow up
Thesis assistance (use of office equipment)
Sports program and facilities

21
DYNAMIC STUDENT LIFE & DEVT.

22
 PARAMETER D- FINANCIAL MANAGEMENT

1. SYSTEM-INPUTS AND PROCESSES

 Institutions GAA (General Appropriation Act) Budget

 Institution’s approved Financial Development Plan (PRE) (Appendix B)

 Designation of Officials in the Financial Management Services
 201 file of Personnel assigned in the Financial Services

2. IMPLEMENTATION
 Qualifications of Financial Management Staff
Position/Designation Name of Official Educational Length of Service
Qualification
1. Vice President for Dr. Alberto N. Naperi DPA
Administration
2. Director for Finance Ms. Rosalie D. Labitag BS Accountancy 16
3. Chief Accountant ‘-do-
4. Budget Officer Ms. Gloria B. Despuig BSBA-Accounting 32
5. Accounting Clerk Ms. Haive H. BS Accountancy 7 months
Camposano
6. Acting Disbursing Mr. Emil A. Matias BS Accountancy 1 year
Officer

 Duties and responsibilities of the Financial Management Staff

As per approved Administrative Manual, the functions of the Finance Director are the
following:
1. Oversee the administration of the College financial transactions which involve the
following phases of work: a)budgeting, b) accounting, c) cash management
2. Formulates and recommend policies concerning financial management of the
College;
3. Design a system of method and procedures to effect smooth flow of financial
transactions;
4. Act as financial adviser of the President;
5. Updates the President regularly regarding financial status of the College; and
6. Does other related assignment that maybe given from time to time by the
President.

 Financial Management in terms of:

23
Budget preparation- Budget Call is conducted by the DBM. Prior to this, campus plans,
projects and activities identified in the campus level are allocated based on the projected
estimated enrolment and certain parameters. Priority expenditures per campus are
consolidated by the budget officer for consideration in the Proposed Budget for a given year.
Said budgetary allocations and proposal is presented to the ADCOM and indorsed to the
Board of Trustees for approval.

Budgetary allocation and utilization- The College adheres to CMO No. 20, s. 2011 as the
mechanism/scheme in utilizing income. While certain parameters like: number of
enrolment, size/area of campus, number of buildings, distance from main campus, etc are
used in allocating GAA funds. The Campus prepares an annual utilization of income out of
the projected enrolment to augment the amount allocated in the GAA. Financial transactions
are partly decentralized. There is one centralized Bids and Awards Committee for goods and
services to be procured P50,000 and above, and a local Bids and Awards Committee
discharge the duties of the campus local BAC.

Income Generation - income generated from various IGP’s are considered revolving fund for
the specific IGP. Monitoring and evaluation is conducted by a Director for Production in
close coordination with the Project Managers of each campus represented by the Campus
Directors.

Utilization of sourced –out funds- sourced out funds or externally generated funds from
grants and subsidies are spent consistent with agreements forged between the College and
the partner agency. It follows strictly timelines, targets and attainment of expected
deliverables.

 Budgetary Allocation and actual Expenditures for the last 5 years

6 YEARS PROGRAM OF RECEIPTS FROM TUITION FEES -SSC MAGALLANES CAMPUS
LEGAL BASIS BUDGET FROM TUITION FEES
CATEGORIES OF INSTRUCTION RESEARCH PROD ADMIN MANDTORY
BUDGET F/S DEVT CURR DEVT STUD DEVT FAC. DEVT SERVICES EXT. DUCTION SERVICES RESERVE TOTAL
YEAR CMO 20, S. 2011 12.50% 12.50% 12.50% 12.50% 10% 10% 10% 10% 10% 100%
2016 BR Resol 1,184,973.28 85,000.00 185,000.00 85,000.00 100,000.00 100,000.00 55,000.00 435,353.00 2,230,326.28
2015 BR Resol 369,471.00 405,980.00 374,405.00 474,150.00 200,000.00 100,000.00 120,000.00 237,146.00 2,281,152.00
2014 BR Resol 55 S. 2013
1,029,578.00 172,693.00 31,180.00 124,153.00 475,000.00 450,000.00 810,000.00 3,092,604.00
2013 BR Resol 5, S.2013 1,648,269.00
2012 BR Resol 10, S. 2012 CMO 20, s. 2011
not yet fully implemented 1,530,900.00
2011 BR Resol 58, s.2011 1,905,000.00

 Use of Fiduciary Funds for the last 3-5 years

5 YEARS SUMMARY OF FIDUCIARY FUNDS -MAGALLANES CAMPUS
ACTUAL FUNDS/YEAR
YEAR LIBRARY FEE GUIDANCE FEEPUBLICATION STUD COUNCIL MED/DENTAL ATHLETICS SCUAA TOTAL
2017 30,360.00 5,860.00 100.00 80.00 11,680.00 11,680.00 5,840.00 65,600.00
2016 16,940.00 3,360.00 4,880.00 6,720.00 3,360.00 35,260.00
2015 84,870.00 16,860.00 25.00 20.00 33,720.00 33,720.00 16,860.00 186,075.00
2014 55,190.00 10,820.00 1,500.00 1,008.00 21,640.00 21,640.00 10,815.00 122,613.00
2013 62,350.00 12,520.00 15,350.00 11,622.00 24,560.00 24,560.00 12,280.00 163,242.00
2012 63,660.00 12,790.00 15,890.00 11,882.00 25,060.00 25,265.00 12,580.00 167,127.00
TOTAL 283,010.00 56,350.00 32,765.00 24,532.00 109,860.00 111,905.00 55,895.00 674,317.00

3. OUTCOMES
 Manifestation of sound and effective financial management system of the College are
the following: no disallowance/s issued from the COA
 Targets are achieved as planned
 State of the art equipment and laboratories
 Salaries and benefits are received on time
 No overdraft or unpaid claims at the end of the year.
4. BEST PRACTICES
 Active partnerships that generate resource sharing
 Entrepreneurship spirit is alive for students engaged in income generating projects (I,e,
tilapia tocino)
 Fiscal autonomy

24
 STF COLLECTIONS
3,500,000.00
3,000,000.00
2,500,000.00
2,000,000.00
1,500,000.00 STF COLLECTIONS
1,000,000.00
500,000.00
-
2010 2011 2012 2013 2014 2015

25
 PARAMETER E- SUPPLY MANAGEMENT

I. SYSTEM- INPUTS AND PROCESSES

 201 of Personnel Assigned in Supply Management Office

Mrs. Aniser H. Cayetano- Administrative Officer III/Supply Officer II
Education: BS in Business Administration
Eligibility: CS Professional
Experience 31years

 Composition, functions and responsibilities of Bids and Awards Committee

Chairman: Dr. Leny Berdin
Vice Chair: Prof. Lynn C. Mendoza
Secretary: Mrs. Ma. Antonia Manago
Members: Mr. Mark Ariel Malto
Mr. Franklin P. Calaminos
Mrs. Rachel C. Diaz
End user
Local Canvassers:
Chairman: Prof. NImfa B. Orgela
Members: Mr. Rafael E. Hilotin
Mr. Vladimer Paul Q. Palla
End User
Local Inspection Committee
Chairman: Ms. Sheena Marie Manere
Mr. Francisco R. Carillo, Jr.
End user

 Composition, functions and responsibilities of the Procurement/Supply Office

Assists top administration in the formulation and enforcement of policies on property and
supply management and other related matters.
Plans, supervises, and is responsible for:
1 Acceptance and receipts of acquired assets of the agency;
2 Compliance of monthly and annual reports and other requirements;
3 Renewal of Registration/Insurance of all insurable assets of the college;
4 Up keeping of Property records of the Supply and Property Unit .
5 Assigns, supervises, coordinates, checks, and reviews work of Property and Supply
Personnel.
6 Custody, security, integrity, and confidentiality of property records.
7 Management, accounting, control, maintenance, and issuance/release of supplies
and property plant and equipment.
8 Orientation and information dissemination to end users on supply and property
management and policies, rules and regulations.

26
 9 Signs clearances of graduating students, employees, retirees and other related
documents
10 Resolves questions on property and supply policies, regulations and records.
1.2.11 Performs consultation with superiors, co employees and end users.
1.2.12 Periodically reviews and improves present system and procedures of his unit.
1.2.13 Sets Standard Operating Procedures for the Supply and Property Unit.
1.2.14 Evaluates performance of Supply and Property Unit Personnel.
1.2.15 Designs and revises forms needed for supply and property use and
transactions.
1.2.16 Requests the needed office equipment and supplies.
1.2.17 Maintains linkages with other Supply Officers/Property Custodians in
connection with Supply and Property Management and other related concerns.
 Duly approved Project Procurement Management Plan (Appendix C)
 Duly approved Annual Procurement Plan (Appendix D)

2. IMPLEMENTATION

Activity

1. Receipt of request for

supplies and materials

2. Preparation of RIS/PR/FR
Pre-inspection for repair

3. Certification of Supply
Availability

6. Pick up
Mode of procurement
4. BAC Action Canvass/Award
supplies/materials

7.Inspection

 Flow chart of procurement procedures thru bidding (bidding is conducted by

the Bids and Awards Committee of the SSC-Main Campus College.
 Flow chart of the system of sorting and warehousing of supplies, materials
and equipment including system for repair and maintenance program.
Responsibility Activity Interface Forms

Inspection
1. Receipt of
IA form
SO supplies/materials/
equipment procured

2. Classification/
SO/storekeeper
Storage/safekeeping of
goods

SO 3. Preparation of ICS/PAR ICS/PAR

4. Release of
SO/END USER supplies/materials/equipme
nt to end user

5. Monitoring
For damaged/returned
Goods subject to
warranty
6. Reporting

 Flow chart of issuance and utilization of supplies and materials including

activities to do for unused supplies and materials.

27
  Flow chart of disposal of non-serviceable and condemnation of equipment
and other materials.
Responsibility Activity Interface Forms

SO/Inventory
1. Tracking/identification of Tracking for
Committee assets for disposal Property Number
Deployment/
redeployment and
disposal
WMR,CERT
SO 2. Classification of Asset as
to waste, scrap and surplus

Scrap/Salvage
SO/BAC 3. Asset Disposal by Salvage/excess
bidding/negotiation materials

4. issuance of a resolution
SO/Disposal for disposal
Committee

5. Approval of the President

6. Reporting

 Duly approved Inventory of Serviceable and Non-Serviceable Property

(Appendix E)
 Samples of publication of procurement needs in the Phil-GEPS (Appendix F)
 Sample of Notice to Proceed and approved Award of Projects related to the
program (exhibit G)

3. OUTCOMES

Supplies, materials, and equipment are readily available when needed, programs and
projects are implemented as planned and on time thru effective and efficient procurement
and supply management.

28
 PARAMETER F- RECORDS MANAGEMENT

1. SYSTEM –INPUTS AND PROCESSES

 Records Management Manual is approved under the QMS of the College per BOT
Resolution No. 28, s. 2017
 201 File of staff assigned in records management office

Sorsogon City Campus:

Name of Incumbent: Mrs. ELSA GREDONA
Position: Administrative Officer V-SSC-Main Campus
Baccalaureate: BSIE, SCAT, 1988
Masters Degree: MMPA-18 units
Eligibility: CS Prof, 80.54%

Magallanes Campus
Name of Incumbent: Mrs. MA. ANTONIA MANAGO
Position: School Librarian I/Designated Records
Officer I (In-charge communications)
SSC-Magallanes Campus
Baccalaureate: BSE-Library Science
License/Rating : PBET

 Profile of Staff assigned in Human Resource Management Office

Name of Incumbent: LENY D. BERDIN-
Position: Acting Administrative Officer
Baccalaureate: BSBA-Accounting, 1986
Masters Degree: MMPA, 2002
Doctoral Degree: Ph.D. Development Management, 2011
Eligibility: CS Prof, 76.67%

 Records Management Improvement Committee (RMIC)

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 FUNCTIONAL CHART OF RECORDS OFFICE

RECORDS MANAGEMENT IMPROVEMENT COMMITTEE

1. Promulgate policies to prevent loss and unauthorized destruction of

records.

2. Determine the retention and disposal schedule of agency records.

3. Conduct regular inventory of records

RECORDS OFFICER

1. Exercise overall supervision of the unit.

2. Certifies to the authenticity of documents

3. Prepares accomplishment reports

4. Evaluate performance of subordinates.

ISSUANCE SECTION

2. IMPLEMENTATION

 Services of Records Management Office

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1. On Record Creation:

Record creation is the recording of information on paper, printed forms, punched

cards, tape, video or any information transmitting media. It includes preparation of
forms, reports and correspondences:

a. All records created for an in the name of the Institution should bear the trademark of
the College through the use of letter head, official seal, and other official emblems that
might be used by operating units.
b. Warning against violation of the Intellectual Property Rights Law should be printed at the
end of every record where it is appropriate.
c. In preparing forms, reports, correspondences, the code or initial of the person who
prepared and the person who types or encoded including the date when it was encoded
should be printed at the lower left hand side of the paper three (3) spaces after the last
entry (e.g. OP/sjd/03/01/17).
If the communication has enclosures, it must be so stated in the body of the transmittal
letter and a notation “Encl.: as stared” should be type at the lower left hand side of the
paper. If an office or an official is furnished a copy, it must also be so stated in the same
side.
d. Repos and correspondences should always be prepared in four (4) copies. The 4 th copy
stamped “received” by the Records Unit will be returned to the source unit as office file.
One copy is retained by the Records Section.
e. No report, correspondences or communication, of any form should be released or
transmitted to anyone or any office without passing editing as to legal implications,
mechanics, and/or grammatical construction. The initial of the person editing should be
at the end of the designation of the signing officer. (e.g. MODESTO D. DETERA, Ph.D.
f. President II (initial/date)
g. All incoming official communication/ correspondences should be stamped “Received”
indicating the date and time of receipt and the initial of the person receiving after which
it should be recorded in an logbook/registry sheet with the following information taken:
Communication Number, Date of Communication, Date and time Received, Subject
Matter, and Origin. Outgoing communication should likewise be recorded and stamped
release.
h. Communications addressed personally/directly to the President and/or other College
officials should be forwarded directly to the addressee while open communications, such
as training, invitations, should be forwarded to the VP for Academic Affairs if it is an
academic matters, or to the VP for Administration if it concerns administrative matters.
VPs are enjoined of use routing slips.
i. Urgent communications must be given top priority. Those with deadlines should be
submitted two (2) days before the deadline.

2. On Records Maintenance

Records maintenance deal with the effective selection and maintenance of files. Files are
created and maintained to serve the operation of an organization.

The SSC File Plans and Management

a. There shall be two central file systems for the College records. All academic records
(student records) shall be under the care and maintenance of the College Registrar, while
administrative and related records shall be under the care and maintenance of the
college Records Officer and the respective unit heads.

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 The College’ Academic Records under the care and control of the Registrar are: File of
the enrollment requirements of the students
Grading sheets
Official Transcript of Records
Diploma (unclaimed)
Curricular Program Profile
Enrolment and Graduate Profiles

The College’ Administrative Records and Caretakers:

Personnel/Human Resource Records -HRMO
Budget Records -Budget Officer
Financial/ Accounting Records -Finance Director
Legal Records -Records Officer
Procurement Records -BAC Secretary
Administrative/Mgt Records -Records Officer
Supply and Property Records -Supply Officer
BOT Records -Board Secretary
Library Records -College Librarian
Medical Records -College’s Nurses
Personality Behavioral Profile -Guidance Counselors

b. Authentication of records shall be the responsibility of the respective unit heads. Release
of authenticated documents however, must be done in the Records Section.
c. Each unit head responsible for the care and maintenance of records should adopt the
most appropriate indexing in records classification. Consistency is a must in classifying
records. Proper classification of records is a key to its easy retrieval. For student
academic records, number coding maybe appropriate while administrative records may
use subject matter and straight alphabetical sequence indexing.
d. In file management, vital, confidential, and classified documents must be stored in
locked or close shelf filing cabinets, Only routine records can be filed in open shelf
cabinets.
e. Each Program Acting Dean should maintain and safeguard all records concerning their
program/courses particularly those being required for accreditation.
f. Transcript of Records, Certification of Grades and other issuances needing the official
seal marking maybe prepared in the campus level but must be signed only by the College
Registrar. The Campus Registrar who usually prepares such documents must initial
below the name of the College Registrar. Releasing and filing of the duplicate of such
documents must be done in the Campus concerned.
g. Staff Directors are to maintain and safeguard their respective record filed to be able to
provide the College Administration with information regarding their area of concerns
anytime needed.
h. Non-current records of all operating units duly sorted must be transferred to the non-
current record section of the central records unit.
i. Gradual computerization of vital records must be programmed by the SSC RIMC as per
procedures herein provided.

3. Records Disposition

The Records Disposition System of the institution shall be strictly complied with in
accordance with the General Records Disposition Schedule common to all Government
Agencies Series of 2009. The copies of which are attached and made part of this Manual.

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C. SPECIFIC PROCEDURES

1. On Handling Incoming Mail and Correspondences:

a. Control of Incoming and Outgoing Mail Correspondences

 Records/log incoming mail to indicate its receipt, source, subject matter

routing, date and required action
 Reproduce the needed file and reference copy
 Follow-up through phones to get prompt action on it
 Segregate immediately mail/correspondence classified as “Top Secret” Restricted” or
“Confidential” to ensure protection. Such correspondence should be delivered to
the addressee only, the soonest.
 If the mail/correspondence has to be coursed to more than one unit, route it first to
the action unit-office of the Chief Administrative Officer.
 The CAO should use an appropriate routine slip with short and simple notes or office
code/symbol.
 For outgoing mail/correspondence, specify manner of dispatch/delivery (postal,
personal messenger, email, fax). If postal, indicate type of service: ordinary, priority
mail, or registered with return card, etc.
 Make as many copies as indicated in the College policy
 Check the completeness of the mail as to: file copies, enclosures, office/person to be
furnished, etc.
 Assign release number through the use of numbering device, record, and release.

2. On Handling Administrative Issuances

Administrative issuances are defined as a form of written communication which

contains administrative instructions which are directory, advisory, and informative in nature.
Essentially, these are the office instructions, notices, management statements and circulars
which are all comprising of policy and procedure of particular organization. What a person
should do is called a policy, and how it should be done is called procedures. The
effectiveness of any operation is highly dependent on how policies and procedures are
conceived, written and issued.

The College has four types of administrative issuances issued from top to
bottom:

a. Memorandum- intended for the College clientele of officials. It prescribes rules,

requirements or policies for implementation and relay information for the guidance of all
concerned.

b. Office Order- an issuance prescribing rules of conduct, office procedures, and guidelines to
be observed involving specific policies of the Institution.

c. Special Order- an issuance addressed to specific person or group of persons giving

authority to perform a certain task or assignment for specific period.

d. Notices- are announcements or reminders for particular activities/obligations of

individual or group.

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 The action unit is responsible for the widest dissemination of administrative issuances.
With respect to the official who maybe authorized to sign an administrative issuance,
the principle of delegated authority is to be observed.

Administrative issuances must be numbered annually/serially and registered in a

form/logbook for the purpose after which sufficient copies shall be reproduced for
circulation/distribution to all concerned. The Chief Records Officer is responsible for the
assignment of numbers.

3. Procedures in Classifying and Filing Records

a. Determine whether records are ready for file. Check if:

action necessary to the communication has been completed
enclosures/attachments are complete
signatures needed are complete
page sequence is in order
release marks are signed by appropriate official
stamped date on the records are clear to show the date the file section assumes
responsibility
b. Read and analyze the file material to determine the subject category under which the file
will be classified.
c. Mark the material. Write the code letters or symbols of the major subject category on the
upper right of the paper. Use color pencil for marking to facilitate reference.
d. Prepare cross reference sheet. Indicate cross reference either by underscoring, encircling,
or checking the additional subject or name for which a cross reference will be made.
e. Sort the materials. Arrange records in filing order according to major heading, then by
primary, secondary and tertiary subject classification.
f. File the material. After the papers have been classified, sorted and assembled, they are
properly arranged in the filing cabinets/shelves under proper classification, with the newest
addition always on top of the contents in its respective folders.

Consistency is a must in classifying records. Proper classification and filing of records is a key
to its easy retrieval, hence, there will be efficient and effective service to management and
clientele as well.

4. Indexing Procedure

An index is a tool and guide for code selection. A record index directs the user of
records personnel to a particular file where the required information maybe located. The
College and its operating units may adopt any of the two formats provided hereunder as an
example:

a. A simple list of subject matters in straight alphabetical sequence

Example:

Subject Matter Classification

A
Absences PER 1
Accomplishment Reports ADM 31-1
Accountabilities PER 2
Accounts (payables/Receivables) FIN 1
Administration Bills LEG 12-1
B

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 BIR Remittances FIN 2
Bonus PER 2-1
Budgets FIN

b. A list of set of cards in alphabetical order of subject headings (Primary, Secondary, Tertiary
under which entries are made to indicate where information can be retrieved.
Example
Subject Index Allowances Transportation
Representation
Uniform/Clothing

Reports Accomplishments
Annual
Performance
Research Proposed
On-going
Completed (published)
(unpublished)
5. Filing Procedures

a. Vertical Filing – File access in the storage cabinet is vertical (from the top). Records
must be dropped for storage and lifted out for use. Vital and restricted records are to be
filed vertically in filing cabinet with safety.
b. Open-Shelf Filing (for routine records) – Records are accessed from the sides. Ticklers and
folders identifiers are also on the sides. Documents are stored in folders which are placed on
open shelf in the same manner as drawer file.

c. Flat Filing- Documents in flat files are usually numbered and indexed by location for easy
reference. Recommended for maps and engineering plans and drawings, it can be indexed
as:

Main Campus 1. Site Development Plan

2. Electrical System Plan
3. Water System Plan
4. Building Plans
4.1 Administration Building, etc.

6. Procedure in Charging Out Records

a. Who may ask for file matter?

-The Head of entity
-The Chief of Unit
-The assistant chief of unit with expressed delegated authority
-Any employee of the College or particular individual properly identified with
written approval of the head of entity or his authorized official

b. How request maybe made?

-For the head of entity or his authorized officials by the use of telephone or
verbal communication.
-charge out card must be bigger or higher than the file folder
-provide space of the signature of the person requesting

7. Procedures in Handling of Non-Current Records

a. Conduct records inventory. The inventory must be taken by unit or office and
must be meticulous and thorough. Every piece of paper kept by the unit/office must be
listed whether it will be in a file cabinet, a file box or a desk drawer. The inventory
must include all pertinent information about each specific class of records. After the

35
 inventory of active records, most inactive files will be recognized promptly and the
possibility of making an error in identifying them will be reduced.

b. use inventory prop-forma for uniformity. Items included in the form are:
-Name of unit/office
-date when the inventory conducted
-records series title
-description of records including age
-location of records
-type of equipment- indicate the equipment code where the records are
stored

c. Segregate current from non-current

d. Non-current records should be classified as to disposable and non-disposable (for
archives) pursuant to the IRR of RA No. 9074
e. Reclassify and re-file active records
f. Transfer to archives section all non-current disposable records.
g. Seek authority to dispose all identified disposable files.

VI. VITAL RECORDS PROTECTION

The RMIC of the Institution should institute a medium term plan to achieve normal
protection of records pursuant to the guidelines mandated in the Philippine Records Management
Association, Inc. (PRMA) Manual. PRMA is the CSC Accredited Training Institution for records
management.

Normal protection consist of reasonable care which is exercised at all times to prevent
records from losing their identity or from becoming lost, mislaid, destroyed, stolen, or damaged so
that their legibility is not impaired, or legality rendered unquestionable. Example of normal
protection standard:

Standard Safety Hazard

1. Standard metal filing cabinet protection from fire or water
2. Automatic sprinkle system protection against fire
3. Burglar alarm system protection against theft
4. Patrol guard protection against theft
5. Storage containers protect inactive records from
Dust and insects
6. Air conditioning protection from dust
7. Elevated storage (1 mtr from floor) protection from flood
8. Concrete building protection from windstorm/ fire
9. Control keys to record areas prevent unauthorized persons
From using the records
10. use of reference request forms Prevent unauthorized persons
From using the records
The required vital records facilities:
1. Special safeguarding against fire that records be stored in fire-resistant cabinet or vaults.
2. Fire areas can also be established. A fire area is a floor or section of the follow or room, separated
by the resistant walls. Openings to the areas are protected by self-closing or automatic closing fire
resistant doors.
3. Permanent binding of records afford protection against wear, accidental loss, unauthorized
destruction, and removal of loose pages of records.
4. Microfilm service agencies can be contracted to duplicate, disperse and store vital records.

 Transfer of records from different office requires a written request and approval
of concerned head of unit. In the case of personnel records, i.e. leave cards of
retiring personnel, the original leave card is submitted to the SSC-main campus

36
 together with a transmittal addressed to the Human Resource Management
Officer III. In the case of documents like land survey, a request is forwarded to
the Campus Administrator, and the requesting personnel is asked to acknowledge
(receipt) the receipt of document.
 Records retention follows the procedures set forth in the approved Manual of
Operations consistent with the policies of the National Archives of the
Philippines.

3. OUTCOMES
 Notable accomplishments of the Records Services of the College: reduction of
voluminous copies (redundant files), security of records is ensured since only
the Records Officer of the main campus authenticate documents.

4. BEST PRACTICES
 Standardized record management procedures

PARAMETER G- INSTITUTIONAL PLANNING AND DEVELOPMENT

I. SYSTEM- INPUTS AND PROCESSES

 The SSC Strategic Development Plan (Agenda)

Legal Basis: Public Higher Educational Reform (ROAD MAP 2013-2017)

Main Objective: Quality, Productivity and Excellence

College THRUSTS: Expected Output Strategies to deliver Output

A. Instruction

1. Curricular Programs  Accreditation of Programs to  Rationalize program

Level IV offerings
 Center of Development  Rationalize resource
/Center of Excellence utilization/generation
2. Faculty and Personnel  Institutional ISO Certified
 Doctoral degree with vertical  Intensify
articulation scholarship/trainings
 NC accredited for
3. Students Technology
 National and International  Institutional scholarship
recognition through research  Institutional review
and publication program
 E-library
 National and International  Establishment of
recognition through placement office
competition (mental and
physical)
4. Physical plant and  Increase PASSING
facilities percentage (100% passing  Maximization of resources
rate)  Concentration of infra-
 Employment of Graduates projects on classroom and
facilities improvements

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  Complete state of the art  Grants and Loans
laboratories
 Complete ICT instructional
Materials
 Adequate instructional
rooms and facilities

B. RESEARCH  National and International • Focus research agenda on

published research with areas with greater value
impact to the life of the and development to
community community
 SSC as the Research Center • Conduct research in
for the entire Province of behalf of other
Sorsogon agencies

C. EXTENSION  Programs and projects that • Research output to be

improve the economic the subject of
stability of the community extension program
 SSC as the extension center
of the Province of Sorsogon
D. PRODUCTION  Sustainable projects and • Provide capital ,
adequate sources of income propose feasibility
to finance the operation of with ROI statement
the College • Project be run like a
 Projects that become a private independent
source of income of the business
marginalized sector of the
community

2. IMPLEMENTATION

 Composition, functions and responsibilities of the Planning Unit

CAMPUS PLANNING TASK FORCE

Planning by campus level shall be undertaken by the Campus Planning Task Force pursuant
to SSC Memo No. 57, s. 2010, and subsequent policies issued therein. It is tasked to
facilitate integrative, consultative, participative planning processes articulating bottoms-up
approach. This group is the core planning group of the campus headed by the Campus
Director.

Structure

38
 PLANNING DIRECTOR

CAMPUS ADMINISTRATOR
/DEAN SGS

PROGRAM FACULTY & Supply Officer UNIT

Composition
CHAIRS SSG Pres/Repres. COORDINATORS

Chairman: Campus Administrator/Dean Graduate School

Members: Program Chairs

Coordinator, Research & Development
Coordinator, Extension Services
Coordinator, Student Services
Supply Officer
Campus Faculty Association President
SSG President
Functions:

1. To spearhead goal and target setting for planning in the campus level.
2. To facilitate the preparation of unit and campus operational, and work financial
plan.
3. Convene for consultative meetings for the preparation of short and long term
plan;
4. Convene for the review and evaluation of the plans and provide inputs on gaps,
issues and concerns on plan implementation;
4. Recommend areas for improvement of unit/campus;
5. Submit periodic reports/updates on the status of implementation of PAPs in the
plan.

 Process and development of strategic plan

Institutional Planning Processes

Institutional planning of the College shall consists of a series of processes
established to develop, review, and monitor plans of the institution. Plans are
developed within two layers: strategic planning which establishes the overall
direction, image, and tone of the College; and operations planning, one that
establishes the detailed objectives and operating strategies of each
instructional programs and administrative unit of the College.
Institutional Planning Cycle and framework
The institutional planning shall follow the Logical Framework for State
Colleges and Universities prescribed for by the Department of Budget and
Management. Said framework shall be the basis for performance targets and
measures and budgeting for the College.

39
 The essential elements of operational planning illustrated by the framework and
planning cycle below, evolve from the strategic plan to unit plan, integrating
therewith the budget (work and financial plans and annual investment plan (or
capital outlay projects). This is followed by implementation, performance review
(monitoring and evaluation), production of annual reports, and replanning for
the next years operational plan.

 Evaluation and monitoring of the Development Plan

Institutional Review of Performance and Evaluation of Plans- The College

shall adopt an outcome based evaluation of plans consistent with the tone set
forth in Joint CHED/DBM Circular No. 2004-3 on normative funding and the
performance indicators set forth in the organizational performance indicator
framework. The results of which shall be the basis in preparation of Agency
Performance Review documents, self survey instruments conducted by the
DBM and CHED.
Evaluation & Monitoring Tools- The College shall institutionalize a monitoring
and evaluation system pursuant to SSC Memo No. 22, s. 2010 and subject to
issuances thereafter. To implement the following evaluation tools in planning:
quantitative/qualitative analysis- It shall be the duty of the IPD Unit to
monitor and evaluate plan implementation based on the annual targets set
and integrate simple statistical inferences on the performance of the College.
Said reports shall be submitted to the President and form part the
information dissemination functions of the Unit.
 Process of updating the Strategic Development Plan
The President calls for review of the Strategic Development Plan and institute
a partnership agreement between stakeholders for the achievement of
specific directions for the subsequent planning years.

3. OUTCOMES
 Since the planning processes are based on the agenda of the President of the
Philippines as cascaded to the regional, provincial and local levels, the SSC
plan is consistent with said agenda- thereby manifesting congruency along
with the vision of development of the College.

4. BEST PRACTICE
 Participation of stakeholders in planning priority projects of the College

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 PARAMETER H- PERFORMANCE OF PERSONNEL

I. SYSTEM-INPUTS AND PROCESSES

 CSC approved Strategic Performance Mgt. System (Appendix H)

 Institutional policies in the conduct of SPMS- The faculty implements a Merit

Promotion System approved by the Board thru BOT resolution no. 42, s. 2006.
Said Merit and Promotion System includes performance evaluation.
However, with the issuance of E. O. No. 80, s. 2012, on the grant of PBB and
CSC No. 6, s. 2012, which is the implementation of Strategic Performance
Management System, the College implemented SMPS in evaluating
performance of faculty; which is conducted every end of semesters as rated
by their peers, supervisors and students (NBC 461) and for Non-teaching
personnel rated by their supervisors. The process of implementing SPMS
starts with target setting and commitment at the start of the year, evaluation
of accomplishments at the end of the year, coaching/replanning, awarding of
incentives.
 Duly designated Performance Management Team (per approved SPMS) is
composed of:
 Chairperson - SUC President
Members: Vice Presidents, Planning Director, Faculty Federation
President, ASSAI President, Campus Administrators
Director for Finance
Secretary: HRMO

2. IMPLEMENTATION

 Consolidated Office Performance and Review Form (OPCR/IPCR of the Units in

Administrative and Financial Services of the Institution/Non-Teaching
(Appendix I)
 Summary List of Performance Rating

41
 RESULTS OF PERFORMANCE EVALUATION (PBB) CY 2016
NON TEACHING PERSONNEL TEACHING PERSONNEL
NAMES NUMERICAL ADJ PBB NAMES NUMERICAL ADJ PBB
RATING RATING GRANT RATING RATING GRANT
1. ANDES, S.A. 3.6 S 6051 1. BAILON JD 4.51 VS 6262
2. BARAQUIEL RB VS 2. BELGICA, THR SL VS
3. BERDIN, LD 4.63 O 16991.5 3. CALAMINOS FP 4.85 O 10435
4. CAYETANO, AH 4.62 O 12198 4. CAYETANO DJ 4.58 VS 10325
5. DIAZ, RD 4.6 VS 13244 5. CIRUELOS, TM 4.59 VS RET
6. DUKA, SP 4.4 VS 5829 6. CHUA, VL 4.9 O 23665
7. HILOTIN, RE 4.25 O 6244 7. DIVINAGRACIA F RET
8. MANAGO, MAM 3.95 VS 10292 8. GREGORY SA 4.91 O 10435
9. OCAMPO A 4.49 VS JO 9. MENDOZA, LC 4.67 O 15415
10. PELOTA, MH 4.8 VS 5441 10. ORGELA NB 4.63 VS 16726
11. PUTALAN, D H 3.` VS 5883 11. ORGELA, EG 4.54 VS COS
12. PUTALAN, R H 4.5 VS JO 12. MALTO, MA 4.7 0 5351
13. CALABINES AN O RET 13. PALLA, VQ 4.79 VS 10325
14. CARILLO, F 4.5 6244

 Process of appeal – As provided for in the approved SPMS of the College the
following are the provisions for appeal:
1. Office performance assessment as discussed in the performance review
conference shall be final and not appealable. Any issue/appeal on the initial
performance assessment of an Office shall be discussed and decided during
the performance review conference.
2. Individual employees who feel aggrieved or dissatisfied with their final
performance ratings can file an appeal with the PMT within 10 days from the
date of receipt of notice of their final performance evaluation rating from the
Agency Head.
3. The PMT shall decide Officials or employees who are separated from the
service on the basis on unsatisfactory or poor performance rating can appeal
their separation to the CSC or its regional office within 15 days from receipt of
the order or notice of separation.
3. OUTCOMES
 The College was named Best Delivery Unit in 2013 and 2014 in PBB.
4. BEST PRACTICES
 Unity in achieving targets

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5. EXTENT OF COMPLIANCE

Recommendation Extent of Compliance Evidence/Supporting

documents
Provision of organizational chart of 150% complied Posted in offices of
the Magallanes Campus which is the Campus
based on the organizational Administrator, Dean
structure of the College is highly BSE/BSF, Records and
recommended. Furthermore, personnel Unit,
updated organizational structure of Accreditation Center
the College can be secured from the
Board Secretary.

6. Duly accomplished self survey instrument

43