www. carsu.edus charter 2014 merged.pdf · documentary requirements incoming first ... (deped) form...

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TABLE OF CONTENTS

VISION ……………………………………………………………………………………………………………..……. 1 MISSION ……………………………………………………………………………………............................ 1 CORE VALUES ………………………………………………………………………………………………………... 1 FEEDBACK AND REDRESS MECHANISMS……………………………………………………………………. 2 FILING A COMPLAINT……………………………………………………………………………………………… 2 FRONTLINE SERVICES……………………………………………………………………………………………… 3

OFFICE OF THE UNIVERSITY REGISTRAR….………………………………………………………………. 4

Types of Service: Validation of Student Enrollment………................................................... 4 Filing of Request for the Release of Academic Record(s)…………..………. 5

Claiming of Requested Academic Record(s)…………….………………………… 7 OFFICE OF STUDENT AFFAIRS AND SERVICES (OSAS)……………………………………………... 7

Types of Service: Student ID validation………………………………………………………………………….. 8 Application for the Issuance of a Certificate of Good Moral

Character (CGMC)…………………………………………………………………… 8 Releasing of the Certificate of Good Moral Character (CGMC)…………... 9 Unblocking the “Blocked” students in the On- Line Clearance……………. 9 OFFICE OF STUDENT ADMISSION, SCHOLARSHIP, AND AID (OASA)…………................ 10

Types of Service: Tagging of Student’s Scholarship Program………………………………………….. 10 Assigning of Student’s ID No……………………………………………………………….. 10 OFFICE OF COUNSELING AND TESTING CENTER……………………………..…..….……………….. 11

Types of Service: Application for CSU Scholarship and Admission Examination……………… 11 Claiming of CSU-SAE Result…………………………………………………………….….. 12

HUMAN RESOURCE MANAGEMENT OFFICE ………………………………………………………....... 13 Types of Service:

Application for Leave (CSC – Form 6)………………………………………………….. 13 Document Request (Certificate of Employment, Service Record) ………….. 13

1

Vision

Mission

Core Values

A premier university known for academic excellence in

science and technology, agriculture, environment and

natural resources, engineering, education and the arts

towards the sustainable development of Caraga Region.

In pursuit of academic excellence, Caraga State University

shall endeavor to deliver the highest quality of

instruction, research, extension, production, and

administration to produce scientifically trained,

technologically skilled, and morally sound individuals

contributing to the creation of an eco–friendly and

healthy environment.

Competence

Adaptability

Resourcefulness

Service – Oriented

Unity

2

FEEDBACK AND REDRESS

MECHANISMS

Please let us know how we have served you by doing any of the following: Accomplish our Feedback Form available in the offices and submit it to the Public

Assistant and Complaints Help Desk. If you are not satisfied with our service, your written/ verbal complaints shall immediately be attended to by:

The Vice President for Academic Affairs or The Director of Students Affairs and Services 341-2296 local 202 341-2296 local 233

FILING A COMPLAINT

The Complainant may submit a letter or affidavit of complaint against an administrative official or staff of CSU addressed to the University President. The University President shall endorse the complaint to the Fact- Finding Committee for investigation and disposition. If the complaint is against a faculty member or academic official, a letter or affidavit of complaint shall be addressed to the Office of the Vice President for Academic Affairs (OVPAA) and the OVPAA shall endorsed it to the College Dean concerned for investigation and appropriate action before the same shall be indorsed to higher investigating body/committee for appropriate action. If the complaint is against a student, the Complainant may submit a letter or affidavit of complaint addressed to the Director of the Office of Student Affairs and the same shall schedule a meeting/preliminary investigation with the student/s concerned for appropriate action/settlement.

For any inquiries or complaints, you may call us at the following telephone numbers:

3412296 or 3421079 local 203 The Chief Administrative Officer

3412296 or 3421079 local 202 The Vice President for Academic Affairs

3412296 or 3421079 local 233

The Director of Student Affairs and Services

3

FRONTLINE SERVICES

OFFICE OF THE UNIVERSITY REGISTRAR

Validation of Student Enrollment

Filing of Request for the Release of Academic Records Claiming of Requested Academic Records

OFFICE OF STUDENT AFFAIRS AND SERVICES (OSAS)

Student ID validation

Application for the Issuance of a Certificate of Good Moral Character (CGMC)

Releasing of the Certificate of Good Moral Character (CGMC)

Unblocking the “Blocked” Students in the On- Line Clearance

OFFICE OF STUDENT ADMISSION, SCHOLARSHIP, AND AID (OASA)

Tagging of Student’s Scholarship Program

Assigning of Student’s ID Number

OFFICE OF COUNSELING AND TESTING CENTER

Application for CSU Scholarship and Admission Examination

Claiming of CSU-SAE Result

HUMAN RESOURCE MANAGEMENT OFFICE

Application for Leave (CSC – Form 6)

Document Request (Certificate of Employment, Service Record)

4

OFFICE OF THE UNIVERSITY REGISTRAR

Type of Service: VALIDATION OF STUDENT ENROLLMENT

Type of

Student Documentary Requirements

Incoming First

Year Students

1. Long Brown Envelope containing the following:

Photocopy of the National Statistics Office (NSO) Authenticated Copy of Birth Certificate (pls. present the

original for comparison purposes only)

Photocopy of the National Statistics Office (NSO) Authenticated Copy of Marriage Contract for married

students only (pls. present the original for comparison purposes only)

Original Copy of the Duly Accomplished Department of Education (DepEd) Form 138-A (High School

Card)

Original Copy of the Certificate of Good Moral Character from School Last Attended

Duly Accomplished Student Personal Record (SPR)

1 pc. Latest 2x2 ID Picture

2. Registrar’s Copy of the Duly Accomplished Enrollment Draft

3. Official Receipt of Payment of the Prescribed Entrance Fee

4. Letter Envelope with Stamps

Parent’s/Guardian’s Complete Name

Parent’s/Guardian’s Complete Address

Student’s Name, ID No.)

Transfer/Unit

Earner Students

1. Long Brown Envelope containing the following:

Photocopy of the National Statistics Office (NSO) Authenticated Copy of Birth Certificate (pls.

present the original for comparison purposes only)

Photocopy of the National Statistics Office (NSO) Authenticated Copy of Marriage Contract for

married students only (pls. present also the original for comparison purposes only)

Original Copy of the Certificate of Transfer Credentials/Honorable Dismissal with attached

Transcript of Records with remarks “for evaluation purposes only”

Original Copy of the Certificate of Good Moral Character from School Last Attended

Duly Accomplished Student Personal Record (SPR)

1 pc. Latest 2x2 ID Picture



4. Letter Envelope with Stamps (must be accomplished in the same manner as reflected above)

Old (Existing)

Students

1. Duly Accomplished Student Clearance



4. Letter Envelope with Stamps (must be accomplished in the same manner as reflected above)

(Assumption: All the other required entrance credentials have been submitted upon entry in the University.

Cross Enrollee 1. Permit to Study from the Current Admitting School

2. Long Brown Envelope



Appropriate

Amount Of Stamp

5

-

II. Prescribed Step by Step Process

Type of Service: FILING OF REQUEST FOR THE RELEASE OF ACADEMIC RECORD(S)

I. List of Documentary Requirements

A. Primary Requirements 1. Updated Student Clearance 2. Official Receipt of Payment for the Prescribed Fee 3. Documentary Stamp 4. Requirements as reflected in the next page depending on the type/ kind of documents requested for

release

Step

Activity

Responsible Person Student Office Provider Duration (upon actual

contact of the student and

the college In-charge)

1 Submits all the

documentary

requirements

Accepts and verifies the

correctness and authenticity of

all the documentary

requirements.

8 min. College In-charge,

Office of the

Registrar

2 Prints the Certificate of

Registration (COR) of the

Student.


Office of the

Registrar

3 Affixes signature

in the COR and

returns the same

to the College In-

charge.

Validates the student enrollment

in the printed database and in

the printed COR.


Office of the

Registrar

4 Releases the validated student’s

and program adviser’s copies of

the COR.


Office of the

Registrar

-End of Transaction-

6

B. Additional Requirements

II. Prescribed Step by Step Process

Steps Activity(ies) Duration(upon

actual Client and the

In- charge

Responsible

Person

Client

Office/ Service Provider

1 Files the request for the

release of pertinent

scholastic record(s).

Checks the record of the client filed in the

office to ensure that the client complied

with all the other requirement/s.

Issues an accomplished Payment/ Purchase

Slip to the client as reference for the ff.:

All the fees to be paid in the

University Cashier’s Office

Correct number of documentary tax

stamps that will be required

8 min. Receiving

Window In-

charge, Office

the Registrar

2 Submits the following:

Official Receipt of

Payment for the

assessed fees

All the required

documents

Releases said record(s). 5 min. Receiving

Window In-

charge, Office

of the Registrar

3 Submits the accomplished

Request Slip.

Issues the accomplished “Claim Stub” where

the date and time of release of the request

record(s) are indicated

1 min. Receiving

Window In-

charge, Office of

the Registrar

- End of Transaction-

Type of Academic

Record(s)/Service

Additional Requirement(s)

Transfer Credential/

Honorable Dismissal

Certificate of Good Moral Character which can be availed of in the Office

of the Director for Student Affairs and Services (OSAS)

Transcript of Records (for

clients who have

graduated in a program)

Certification from the Concerned Department that the student’s TOR can

be released

Certification,

Authentication and

Verification (CAV) of

Academic Records

Letter request for CAV

Photocopy of the Original Diploma (pls. present the original Diploma for

comparison purpose only)

Photocopy of the Transcript of Records ( T0R) (pls. present the original

TOR for comparison purpose only)

Certification of

Belonging to the

Candidates for

Graduation for a

particular Term/

Semester

Certification/ endorsement from the concerned Department vouching

that the student indeed belongs to the Candidates for Graduation for a

particular Term/ Semester

Verified Evaluation of

Grades/ Degree Audit

Accomplished Evaluation of Grades signed by the Program Adviser,

Department Chairperson, and the Dean

Any Scholastic Records of

Students who have been

granted Certificate of

Transfer Credential

Certificate of No Objection from the current Admitting School

7

Type of Service: CLAIMING OF REQUESTED ACADEMIC RECORD(S)


A. Primary Requirements 1. Claim Stub 2. Claimant’s one (1) Valid ID 3. Student ID for the following clients:

a. Those who are requesting for the release of their Certificate of Transfer Credentials/Honorable Dismissal b. Those who have graduated in a program and has no intention of enrolling back in the University

B. Additional Requirements if the Claimant is not the Owner of the Record

a. Authorization Letter duly signed by the Owner of the Document. If this will be used in claiming

Certification, Authentication and Verification (CAV) of academic records the same must be notarized. b. Photocopy of one (1) Valid ID of the owner of the record (pls. present the original for purposes of

comparison only) c. Photocopy of One (1) Valid ID of the one authorized to claim the record (pls. present the original for

purposes of comparison only)

OFFICE OF STUDENT AFFAIRS AND SERVICES (OSAS)

Type of service: Student ID Validation Documentary requirements: Primary requirements:

-Student ID -Validated Certificate of Registration (COR) for the current semester

Schedule of Availability: Monday to Friday (8:00 A.M.- 5:00 P.M.)

Steps

Activity

Duration

Responsible

Person/s

Client Office/ Service Provider

1 -Presents all

requirements

- Receives and evaluates all

requirements presented.

-Scans the student’s ID barcode

- Stamps the COR with ID validation

mark.

- Places a validation sticker to the

student’s ID card.

3 min.

OSAS Personnel

2 -Receives the COR and

the validated ID card.

- Reminds the student to visibly

wear his/her student ID card at all

times while inside the University

premises.

1 min. OSAS Personnel


8

Type of Service: Application for the Issuance of a Certificate of Good Moral Character (CGMC)

Documentary requirements: Primary requirements:

- Duly accomplished CGMC Request Form

- Duly accomplished Student’s Clearance

- Valid Identification Card

- Official receipt as proof of payment for the Issuance of CGMC

Secondary Requirements: ( in case, a second person files the request)

- Duly accomplished Authorization Form

- One (1) photocopy of Student’s ID card, and presents the original ID

for verification purpose only.

- One (1) photocopy of the Authorized person’s ID, and presents the

- original ID for verification purpose only.

Schedule of Service Availability: Monday to Friday (8:00 a.m. – 5:00 p.m.)

Steps

Activity

Duration

Responsible Person/s Client Office/ Service Provider

1 -Presents all the

documentary

requirements.

- Receives and evaluates all documentary

requirements presented

-records the student’s request on the Request for

CGMC Logbook.

- Issues a Claim Stub with specified schedule of

release.

5 min.

OSAS Personnel

2 Receives the

Claim Stub

-Advices the student to claim the CGMC within

the scheduled date and time of release



9

Type of Service: Releasing of the Certificate of Good Moral Character (CGMC)

Documentary Requirements: Primary Requirements: - CGMC claim stub - Valid Identification Card Secondary Requirements:

- Duly accomplished Authorization Form - One (1) photocopy of Student’s ID card, and presents the original ID

for verification purposes only. - One (1) photocopy of Authorized Person’s ID, and presents the original

ID for verification purposes only. Schedule of Service Availability: Monday to Friday (8:00 a.m. to 11:00 a.m.)

Type of Service: Unblocking the “ Blocked” students in the On- Line clearance.

Documentary Requirements: Primary Requirements:

- Accomplishment Slip (signed by the authorized person for

a specific sanction given)

Secondary Requirements: (for students occupying the University’s housing facility)

- Dormitory Clearance

- One (1) photocopy of the official receipt as proof of payment for Dormitory

Occupancy, and presents the original for verification purposes only.

Schedule of Service Availability: Monday to Friday (8:00 a.m. – 4:00 p.m.)

Steps

Activity Duration

Responsible Person/s Client Office/ Service

Provider

1 -Presents all the documentary requirements

- Receives and evaluates all documentary requirements presented -Releases the requested CGMC and takes the claims stub.


2 -Receives the requested CGMC

0.5 min. OSAS Personnel


Steps

Activity

Duration


1 -Presents and evaluates

all documentary

requirements.


documentary requirements

presented


2 - Waits for the verbal

confirmation from the

responsible personnel.

- Gives a verbal confirmation that the

student is already cleared in OSAS



10

Office of Student Admission, Scholarship and Aid (OASA)

Type of Service: Tagging of Student’s Scholarship Program Documentary Requirements: Primary Requirements:

- Certificate of Scholarship (if available) - Duly accomplished Enrollment Draft

Schedule of Service Availability: Monday to Friday (8:00 a.m. to 5:00 p.m.) within enrollment period.

Type of Service: Assigning of Student ID Number

Documentary requirements: : Primary requirements:

- Entrance Examination Result

- Entrance Examination Result Claim stub

- Accomplished Student Personal Record (SPR) Form

Schedule of availability: Monday to Friday (8:00 a.m.- 5:00 p.m.) within enrollment period.

Steps

Activity Duration


1. - Presents all

documentary

requirements

- Receives, evaluates and verifies all

documentary requirements presented

- accomplishes the Add Scholarships

data module

- Stamps the Enrollment Draft with the

identified Scholarship Program

3 min. OASA Personnel

2 Receives the Enrollment

Draft ( stamped with the

identified Scholarship

Program.)

-Advices the student to proceed to the:

a. Registrar for the printing of the

Certificate of Registration (COR), full-

scholarship coverage.

b. Cashier for payment of remaining

account, for partial subsidy grants.



Steps

Activity

Duration


1 -Presents all documentary

requirements


documentary requirements

presented

-Scans the accomplished SPR

- Assigns Student ID No. and

accomplishes the NSAE Entry and

Student’s information Data

Module

- Prints the Student Admission

Form


2 Receives the Admission Slip

Form and signs in the Admitted

Student’s logbook.

Advices the client to proceed to

the concerned college or

department.



11

OFFICE OF THE COUNSELING AND TESTING CENTER

Type of Service: APPLICATION FOR CSU SCHOLARSHIP AND ADMISSION EXAMINATION

I. List of documentary Requirements A. Primary Requirements

1. Duly Accomplished Application Form 2. 2 pcs Latest 2x2 ID Picture with White Background and Name Tag 3. Official Receipt of Payment of the Prescribed Testing Fee 4. Examinee’s one (1) Valid ID

II. Prescribed Process

Steps

Activity Duration(upon

the actual contact

of the Student and

the college In-

charge)

Responsible Person/s


1 Submits all the documentary requirements

Accepts and verifies the correctness and authenticity of all the documentary requirements submitted by the examinee.

5 min.

Officer of the Day/ Guidance Counselor

2 Registers and affixes signature in the Examination Registration Form

Issues to the student the accomplished Examination Slip/Claim stub where the date and time of the examination and release of test result are indicated.

5 min.

Officer of the Day/ Guidance Counselor

-End of Transaction- -

12

Type of Service: Claiming of CSU- SAE Result


A. Primary Requirement

- Examination Slip/Claim Stub - Claimant’s one (1) Valid ID. Primary Requirement

B. Additional Requirements if the Claimant is not the Owner of the Test Result.

1. Authorization Letter duly signed by the Owner of the Test Result

2. Photocopy of one (1) Valid I. D. of the Owner of the Test Result (pls. present the original for purposes of

verification)

3. Photocopy of one (1) Valid I.D. of the one Authorized to claim the Test Result (pls. present the original for

purposes of verification)

III. Prescribed Process

Steps

Activity Duration(upon the

actual contact of the

Student and the

college In-charge)

Responsible Person/s


Approaches the

Psychometrician /Officer of

the Day at the Counseling

and Testing Center to Claim

the Test Result.

Verifies the required

documents.

If there is/are non-

conformance(s),

advises the student on

what has to be done

Verifies the required

documents presented.

Once everything is in

place, requires the

claimant to sign in the

record book as proof

of receipt of test

result.

Releases the Test

Report of Rating.

At most 5 min.

At most 5 min.

Officer of the

Day/

Psychometrician


13

HUMAN RESOURCE MANAGEMENT OFFICE (HRMO)

Type of Service : Application for Leave (CSC – Form 6)

Type of Service : Document Request

(Certificate of Employment, Service Record, Documents, etc. at the HRMO Office)


Steps

Activity

Duration


1 Submits

Application for Leave

Receives / records and

classifies leave applications

Computes, processes and

verifies leave document

Reviews, examines and

certifies as to leave balance

and checks as to entries and

computation

Submits application for Leave

to the Office of the President

for approval

Returns approved Application

for Leave to the HRMO Office

30 mins.

10 mins

3 mins.

3 mins.

5 min.

HRMO Staff

HRMO Staff

HRM Officer

Pres./or Assigned

Officer

OP Staff

2 Claims copy of

approved

Application for Leave

Segregates and releases

approved Application for

Leave

10 min. HRMO Staff

-End of transaction-

Steps

Activity

Duration


1 Fills up document

request form

Pays to Cashier’s Office

Provides document

request form to be filled-

up by requisitioner

Issues Official Receipt

3 mins.

HRMO Staff

Cashier’s Staff

2

Presents

official receipt to the

HRMO office

Prepares the document

requested

Signs the Official

document

Affixes Dry Seal to the

Document (for

certificate/s)

10 mins.

HRMO Staff

HRMO Officer

HRMO Staff

3 Claims the requested

document

Serves/releases the

document/s

requested

3 mins.

HRMO Staff

-End of transaction-