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2 Republic of the Philippines

3 SORSOGON STATE COLLEGE
4 Sorsogon City
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6
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8 MINUTES OF THE 1ST QUARTER REGULAR MEETING OF THE SCHOLARSHIP AND EVALUATION
9 COMMITTEE (SECOM) ON MARCH 6, 2020, 8:30 IN THE MORNING AT THE SSC BOARD ROOM
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11Presiding Officer: Dr. Ritzelda A. Deri
12 VPAA, SECOM Chair
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14Attendees: 9 (please refer to the attendance sheet)
15Absent/Excuse: 3 (Dr. Leny D. Berdin, Prof. Susan F. Astillero and Dr. Sherill A. Gilbas)
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17AGENDA:
18 Presentation and discussion of the proposed enhancement and revision of the
19 SECOM Handbook.
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21ORDER OF BUSINESS
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23 I. Preliminary
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25 A. Call to order
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27 The SECOM Chair, Dr. Ritzelda A. Deri, called to order the 1st Quarter SECOM Regular meeting at
28 9:15 in the morning of March 6, 2020.
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30 B. Roll Call
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32 The designated SECOM Secretary, Dr. Michael B. Bongalonta called the roll. Each member was
33 recognized. The quorum was declared after having majority of members in attendance.
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35 C. Approval of the provisional agenda
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37 The body proceeded to the examination of the proposed agenda of the meeting. There being no other
38 proposed items for inclusion in the agenda, the body on motion duly approved the provisional agenda.
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40 D. Reading and approval of the minutes of the previous meeting
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42 All the members of the SECOM were given the soft and hard copies of the minutes of the previous
43 meeting prior to the conduct of the 1st quarter meeting. After reading the minutes, Prof. Bongalosa
44 moved for the approval for its approval. This was duly seconded by Dr. Estur.
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46 E. Matters arising from the previous minutes
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48  Dr. Ricafort raised query about the definitions of some terminologies as used in the manual, to wit:
49 awards; suspension; deferment; and termination. To address such concern, the SECOM chair was
50 assigned to define such terms and other terminologies incorporated in the proposed handbook.
51  The SECOM Chair suggested and justified that line 75 of the minutes be changed from “1 is to 1” to
52 “1 is to 2” with reference to Civil Service Commission.
53  Dr. Janer inquired about the scope of the provision relative to return service. She raised the issue
54 as to whether or not the policy on return service applies to all programs included in the handbook.
55 With this inquiry, she suggested to define the term return service.
56  Dr. Ricafort, however, suggested that uniform return service should not be applied to all programs.
57 This should not specifically be applied to financial assistance. In addition to this, Dr. Estur reiterated
58 that provision in the contract between the College and the grantee shall be considered in
59 determining the required return service.
 60  The SECOM Chair and Dr. Estur highlighted the policy which stated that whenever the grantee
61 opted to transfer to other institution, he shall pay the related cost.
62  The members of the body also asked clarification as to whether or not the “10 percent” provision
63 under item 8 of the proposal applies to all employees whether teaching or non-teaching personnel.
64  Dr. Ricafort suggested that the DOST handbook may be used as a benchmark for the computation
65 of payback or return service.
66  Dr. Estur suggested to adopt CSC MC-44 policy on the service obligation.
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68 There having no other comments relative to the minutes of the previous meeting, the body moved to the
69 next item in the agenda.
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71 II. Business Proper
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73 Presentation and proceeding
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75 1. Presentation of proposed specific guidelines and procedures section
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77  Dr. Janer presented to the body the proposed guidelines containing the specific provisions relative
78 to the granting of benefits to the employees under different scholarship programs and financial
79 assistance.
80  Dr. Ricafort moved that questions may be raised while the presentation is going on. He further
81 suggested to the body that the benefit of one-year leave may be availed of by the employees with
82 dissertation financial assistance for teaching personnel and thesis and dissertation monetary
83 incentive for the non-teaching staff.
84  Dr. Bongalonta proposed that a separate provision clarifying the enjoyment of transportation
85 allowance by the grantee while the latter is still on study leave.
86  Dr. Estur reiterated that transportation allowance ceases the moment the employee or the grantee
87 is granted with the privilege of one-year study leave.
88  With the forgoing, the proposal was revised to accommodate all the comments and suggestions by
89 the body to further enhance its contents and substance.
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91 2. Presentation of proposed institutionally funded scholarship programs
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93  Dr. Escoto presented the proposed revisions and enhancements on the provisions regarding the
94 granting of the institutionally funded scholarship programs.
95  Dr. Ricafort proposed to delete the definition of school year and have it included in the definition of
96 terms. He recommended further to delete the BOT since everything is subject to the approval of the
97 Board of Trustees.
98  With respect to the qualifications of the grantees, Dr. Ricafort raised the issue as to whether or not
99 employees can avail the programs should they opt to enroll at Sorsogon State College.
100  The body moved that the definition of institutionally funded programs be included in the definition of
101 terms.
102  Dr. Deri reiterated that thesis financial assistance may be granted to teaching personnel for the
103 purpose of verticalization.
104  Under the provision relative to the qualifications of the applicants, Dr. Estur suggested to remove
105 the word “full time” as stated in item 1 and to add the statement “physically fit” as additional
106 qualification in item 4.
107  The body unanimously agreed to include the plan of study as additional requirement under item 5
108 and all the qualifications which are common to all employees should be incorporated to the general
109 provision.
110  The committee came into an agreement to include a provision which requires that return of service
111 must be related to the position prior to the granting of the study leave and other scholarship
112 programs.
113  The proceeding was temporarily suspended during lunch time. Upon resumption of the meeting as
114 1:00 o’clock in the afternoon, the body pointed out the issue regarding the necessity of the inclusion
115 of the Personal Data Sheet (PDS) as one of the requirements to be submitted. The body has
116 deliberated on this matter and they decided to retain the PDS as one of the requirements.
117  The body moved that the required certification to be issued to the employees by the HRMO shall
118 include the availability of service record, good moral character and other pertinent documents.
119  It has been moved that item no. 8 under the proposed advanced education program be deleted.
120  Dr. Bongalonta suggested to simplify the provisions covering the obligations of the grantee. He
121 further stated that all the specific obligations be included in the contract between the grantee and
122 the College.
123  With respect to the extension of the scholarship programs beyond the approved time frame, the
124 body manifested that the benefit of extension of period shall be applied only to advanced education
125 program and study leave with pay. Incentive, on the other hand, be given to those who have
126 completed the program within one year or earlier than the original completion period.
127  The body provided additional requirements for the extension of the programs, to wit: letter of
128 reconsideration; and program of activities duly certified by the adviser and duly noted by the dean.
129  On motion, the body approved the inclusion of book allowance per semester as an additional
130 privilege of the grantee.
131  The body moved that the provision relating to deferment of enrolment be transferred to the general
132 provision.
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134 III. Adjournment
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136 There being no other items for consideration of the body, the meeting was adjourned at 2:30 in the
137 afternoon of the same day.
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139
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141 Prepared by:
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143 (Sgd.) MICHAEL B. BONGALONTA
144 SECOM, Secretary
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147 Attested:
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150 RITZELDA A. DERI, Ph.D.
151 VPAA, SECOM Chair