Area X - Administration

Topic outline

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  General

  • Program Performance Profile (PPP) [A][B][C][D][E][F][G][H]

  • Extent of Compliance

  • Self Survey

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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 the organizational structure has functions approved by the BOR/BOT.

  
  

  IMPLEMENTATION

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

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

  I.3. The BOR/BOT is supportive with the growth and development of the institution.

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

  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 – INPUTS AND PROCESSES

  S.1 The Dean/Academic Unit Head possess the required educational qualifications and experience needed to administer the College/Academic Unit as follows:

        S.1.1. holder of a doctoral degree in education or in related fields;

        S.1.2. must have a minimum teaching experience in graduate level of no less than five (5) years and preferably, two (2) years if administrative experience; and

        S.1.3. with research experience and published work in professional journals.

  S.2. The Dean/Department Chair 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.

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

  1.4.1. setting standards and targets;

  1.4.2. planning or programs and other related activities;

  1.4.3. Implementing, monitoring and evaluation of plans, programs and other related activities;

  1.4.4. establishing linkages, partnerships and networking activities;

  1.4.5. providing opportunities for professional growth and development for the faculty and staff;

  1.4.6. preparing policies and in the internal administration of the College/Academic Unit; and

  1.4.7. preparing guidelines on the proper use and maintenance of facilities, equipment, supplies and materials, etc.;

  I.5. Defining 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 approved and printer 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/subject/s;

        S.1.10. code of conduct and discipline;

        S.1.11. attendance; and

        S.1.12 conduct of external co-curricular activities such as field trips, etc.

        S.1.13 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 requests, needs and problems of the students.

  I.3. The administration, faculty, staff and student works harmoniously and maintain good 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 – INPUTS AND PROCESSES
  

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

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

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

  S.3.1. personnel;

  S.3.2. Maintenance and Other Operating Expenses (MOOE);

  S.3.3. capital outlay; and

  S.3.4. special projects.

   

  IMPLEMENTATION

  I.1. The institution maintain a Financial Management Office managed by qualified and competent staff.

  I.2. The financial management staff is 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 student services and activities:

  I.5.1. cultural development;

  I.5.2. athlete 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/shop;

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

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

  I.5.10. replacement of old and unserviceable equipment;

  I.5.11. construction of new facilities;

  I.5.12. improvement/expansion of physical plant;

  I.5.13. extension and community services;

  I.5.14. disaster and risk reduction; and

  I.5.15. auxiliary services.

   

  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 RA 9184 (Government Procurement Reform Act).

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

  S.3. The office has a storeroom for keeping and securing 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 Award Committee is responsible for the procurement and deliveries on needed equipment, supplies and materials in accordance with approved Annual Procurement Plan (AAP) and Project Procurement Management Plan (PPMP).

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

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

  I.5. All approved request and procurement are published in 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 and 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 access to information needed by concerned parties.

  I.3. The Human Resources Management Office (HRMO) maintains accurate, up-to-date and systematically filed records of faculty and non teaching personnel..

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

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

  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 records 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 report;

  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.proceeding 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, monitoring 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.

  
  
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  PARAMETER H: PERFORMANCE OF ADMINISTRATIVE PERSONNEL

  SYSTEM – INPUTS AND PROCESSES

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

        S.1.1. competence;

        S.1.2. quality of word;

        S.1.3. work ethics (punctuality, wise use of time, etc.);

        S.1.4. creative ability and innovativeness;

        S.1.5. ability to handle internal and external pressures; 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 staff 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.