Area X - Administration

Topic outline

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  General

  • PROGRAM PERFORMANCE PROFILE (PPP)

  • EXTENT OF COMPLIANCE

  • SELF- SURVEY

  • ADDITIONAL EVIDENCE

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  PARAMETER A: ORGANIZATION

  SYSTEM – INPUTS AND PROCESSES

  S.1. The institution has an organizational structure approved by the Board of Regents/Trustees (BOR/BOT).

  S.2. Every office/unit in organizational structure has functions approved by the BOR/BOT.

  
  

  IMPLEMENTATION

  I.1. The institution is subdivided into administrative units in accordance with the organizational structure.

  I.2. The functions, duties and responsibilities of the administrative personnel/staff in each unit/office are identified and caried out.

  I.3. The Board of Regents/Trustees is supportive with the growth and development of the institution.

  I.4. The Academic and Administrative Councils exercise their powers and perform their functions.

  I.5. The flow of communication among and within units/departments is observed.

  
  

  OUTCOME/S

  O.1. The institution has a well-designed and functional organizational structure.

  
  
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  PARAMETER B: ACADEMIC ADMINISTRATION

  SYSTEM – INPUT AND PROCESSES

  S.1. The Dean/Academic Unit Head possesses the required educational qualification and experience and other prescribed requirements needed to administer the College/Academic Unit namely:

            S.1.1. Teaching Experience of at least five (5) years in the tertiary level, and preferably, two (2) years of administrative experience is required.

            S.1.2. Master’s degree in any discipline such as, Psychology, Sociology, Anthropology, Fine Arts, Political Science, English, or other related programs of study

  S.2. The Department Chair/s, or their equivalent, has appropriate/relevant educational qualification and experience.

  
  

  IMPLEMENTATION

  I.1. The Dean is assisted by Department Chair/s or their equivalent with appropriate/relevant educational qualification and experience.

  I.2. The Dean implements a supervisory program.

  I.3. The Dean participates in the recruitment and promotion of the faculty and support staff.

  I.4. The Dean, the faculty and administration work together for the improvement of the College/Academic Unit, particularly in:

            I.4.1. setting standards and targets;

            I.4.2. planning of programs and other related activities;

            I.4.3. implementing, monitoring and evaluation of plans, programs and other related activities;

            I.4.4. establishing linkages, partnerships and networking activities;

            I.4.5. providing opportunities for professional growth and development of the faculty and staff;

            I.4.6. preparing policies and guidelines on the internal administration and operation of the College/Academic Unit; and

            I.4.7. preparing guidelines on the proper use and maintenance of facilities, equipment, supplies and materials.

  I.5. Define criteria and procedures in the selection and promotion of the most qualified faculty and staff are observed.

  I.6. The Dean, faculty, staff, and students pursue collaborative activities in generating resources and income and in implementing cost-effective measures.

  I.7. The Dean implements policies and procedures on internal administration and operations of the College/Academic Unit.

  
  

  OUTCOME/S

  O.1. The College/Academic Unit is efficiently and effectively managed.

  
  
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  PARAMETER C: STUDENT ADMINISTRATION

  SYSTEM – INPUTS AND PROCESSES

  S.1. The institution has an approve and printed Student Handbook/Manual containing policies and guidelines on the following aspects of student life:

            S.1.1. admission and retention policies;

            S.1.2. registration requirements;

            S.1.3. school fees;

            S.1.4. academic load;

            S.1.5. transfers;

            S.1.6. residence, course work, scholastic and graduation requirements;

            S.1.7. examinations and grading system;

            S.1.8. scholarships/grants/assistantships;

            S.1.9. shifting and adding/dropping of course;

            S.1.10. code of conduct discipline;

            S.1.11. attendance; and

            S.1.12. others (please specify) _________

  
  

  IMPLEMENTATION

  I.1. Students are provided opportunities to participate in the planning and implementation of activities concerning their welfare.

  I.2. Concerned officials, faculty and staff act promptly on request, needs and problems of students.

  I.3. The administration faculty, staff and students work harmoniously and maintain good working relationship.

  
  

  OUTCOME/S

  O.1. The institution has an effective and functional Student Administration.

  O.2. Policy implementation is efficient.

  
  
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  PARAMETER D: FINANCIAL MANAGEMENT

  SYSTEM – INPUT AND PROCESSES

  S.1. The institution has approved Financial Development Plan (FDP).

  S.2. The approved budget is consonance with FDP.

  S.3. The institution has specific budgetary allotment for the following:

            S.3.1. personnel services;

            S.3.2. maintenance and other operating expenses (MODE);

            S.3.3. capital outlay; and

            S.3.4. special projects.

   

  IMPLEMENTATION

  I.1. The institution maintains a Financial Management Office managed by qualified and competent personnel.

  I.2. The financial management personnel are responsible for the efficient management of financial resources/funds of the institution.

  I.3. The administrative officials, faculty, staff and student representatives participate in the budget preparation and in the procurement program of the institution.

  I.4. The budget of the institution is fairly and objectively allocated.

  I.5. The institution allocates funds for the following services and activities:

            I.5.1. cultural development;

            I.5.2. athletic and sports development;

            I.5.3. medical and dental services;

            I.5.4. library;

            I.5.5. student body organization;

            I.5.6. guidance and counseling;

            I.5.7. improvement of laboratories/shops;

            I.5.8. repair and maintenance of facilities/equipment;

            I.5.9. purchase of new, supplies and materials;

            I.5.10. replacement of old and unserviceable equipment;

            I.5.11. construction of new facilities, as needed;

            I.5.12. improvement/expansion of physical plant;

            I.5.13. extension and community and services; and

            I.5.14. disaster and risk reduction; and

            I.5.15. auxiliary services.

  I.6. The budget allotted for specific expenditures indicated in item I.5. is in consonance with existing policies and guidelines.

  
  

  OUTCOME/S

  O.1. The institution has a sound and effective financial management system.

  
  
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  PARAMETER E: SUPPLY MANAGEMENT

  SYSTEM – INPUTS AND PROCESSES

  S.1. The institution has an approved procurement management system in consonance with the Revised IRR of RA 9184 (Government Procurement Reform Act).

  S.2. The institution has a system for the proper disposal of non-serviceable and condemned equipment, supplies and materials.

  S.3. The office has a storeroom for keeping and securing all equipment, supplies and materials purchased.

  
  

  IMPLEMENTATION

  I.1. The institution maintains a Supply Management Office (SMO) managed by qualified staff with specific functions and responsibilities.

  I.2. The Bids and Awards Committee (BAC) is responsible for the procurement and deliveries of needed equipment, supplies and materials in accordance with the approved Annual Procurement Plan (APP) and Project Procurement Management Plan (PPMP).

  I.3. The BAC perform its tasks and responsibilities in accordance with recent procurement policies and official issuances.

  I.4. The SMO office prepares, evaluates and submits the annual inventory of serviceable and non-serviceable facilities and equipment.

  I.5. All approved request for procurement are published in the Philippine Government Electronic Procurement system (PhilGEPS).

  
  

  OUTCOME/S

  O.1. The institution has an efficient and effective Supply Management System.

  O.2. All procurement transactions are transparent.

  
  
  
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  PARAMETER F: RECORDS MANAGEMENT

  SYSTEM – INPUTS AND PROCESSES

  S.1. The institution has a system of records keeping.

  S.2. The institution has policies and procedures to ensure the security confidentiality of records.

  S.3. Policies and procedures on prompt release of records are in place.

  
  

  IMPLEMENTATION

  I.1. The institution maintains a Records Management Office (RMO) managed by a qualified Records Officer.

  I.2. A records system is installed in offices where it allows easy access to information needed by concerned parties.

  I.3. The Human Resource Management Office (HRMO) maintains accurate, up-to-date and systematic records of faculty and staff.

  I.4. The following updated record compilations are made available to concerned parties:

            I.4.1. minutes of the Board of Regents/Trustees meeting;

            I.4.2. minutes of the faculty meetings, e.g. minutes of the Academic Council meetings;

            I.4.3. faculty/non-teaching personnel individual files;

            I.4.4. faculty/non-teaching personnel performance evaluation; and

            I.4.5. other record such as:

                      I.4.5.1. student directory;

                      I.4.5.2. alumni directory;

                      I.4.5.3. permanent records of students;

                      I.4.5.4. reports of Director/Dean;

                      I.4.5.5. annual reports;

                      I.4.5.6. accomplishment/progress reports;

                      I.4.5.7. scholarship records;

                      I.4.5.8. statistical data;

                      I.4.5.9. financial records of students;

                      I.4.5.10. inventory of property; and

                      I.4.5.11. proceedings of administrative investigation (if any).

                      I.4.5.12. others, (please specify) _______________

  
  

  OUTCOME/S

  O.1. The institution has a commendable Records Management System.

  
  
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  PARAMETER G: INSTITUTIONAL PLANNING AND DEVELOPMENT

  SYSTEM – INPUTS AND PROCESSES

  S.1. The institution has an approved Strategic Development Plan (SDP) available in printed and/or electronic forms.

  S.2. There is a system of monitoring the implementation of the SDP.

  
  

  IMPLEMENTATION

  I.1. The institution’s Planning and Development Unit plans, monitors and evaluates planned activities and targets.

  I.2. The planning process is a cooperative and participative endeavor of the administration, the faculty staff, and the students.

  I.3. The SDP is implemented, monitored, evaluated, reviewed and updated regularly.

  
  

  OUTCOME/S

  O.1. The SDP is congruent with the VMGO, as well as with the local, regional and national development goals and agenda.

  
  
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  PARAMETER H: PERFORAMANCE OF ADMINISTRATIVE PERSONNEL

  SYSTEM – INPUTS AND PROCESSES

  S.1. The institution has an approved performance evaluation system for the administrative personnel which includes the following items:

            S.1.1. competence;

            S.1.2. quality of work;

            S.1.3. work ethic (functionality, wise use of items, etc.);

            S.1.4. creative/innovative ability;

            S.1.5. ability to handle internal and external pressure; and

            S.1.6. interpersonal relations.

  
  

  IMPLEMENTATION

  I.1. The institution regularly monitors and evaluates the performance of the administrative staff.

  I.2. The results of performance evaluation of the administrative personnel are utilized.

            I.2.1. to improve performance and delivery of services; and

            I.2.2. for promotion

  
  

  OUTCOME/S

  O.1. The administrative personnel/staff have commendable performance.