PAMPANGA STATE AGRICULTURAL UNIVERSITY Magalang, Pampanga

CITIZEN’S CHARTER

Vision and Mission of the University

3

Performance Pledge

4

Feedback and Redress Mechanisms

5

PSAU Frontline Services  Testing and Admission Procedures  Enrolment Procedures for Undergraduate Students  Enrolment Procedures for Graduate Students  Procedures in the Issuance of Transcript of Records  Library Procedures  Issuance of Library Card  Locating/Borrowing Books Using Card Catalog  Locating/Borrowing Books Using Online Public Access Catalog  Signing of Clearance  Library Services for Visiting Users  Accounting Procedures  Cashier’s Procedures Feedback Form

6 8 11 13 14 14 15 16 16 18 22 24 2

PSAU envisions to become a leading Premier university of Science, arts and technology in Agroecological, environmental and industrial management under a culture of Unity and teamwork for excellence.

Mainstream the advancement and practice of agroecological, environmental and industrial service-based theories and technologies through cutting-edge instruction, production, research and extension for people and nature.

3

We, the officials, faculty and non-academic staff of Pampanga State Agricultural University (PSAU), are committed to:

Prompt and honest service to our most valued clients, both students, agrientrepreneurs and other stakeholders in agriculture and allied fields.

Service excellence in the performance of our duties and responsibilities for us to collectively contribute to the achievement of government’s goal of inclusive growth and development.

Affordable and accessible higher education to the poor but deserving students; more so to disseminate technology to the countryside toward sustained agricultural productivity and development.

Unity in creating opportunity for everyone and ever-mindful that commitment to excellence is our urgent priority concern.

4

Please let us know how we have served you by doing any of the following: Accomplish our Feedback Form available at the Public Assistance Desk and drop in the complaint/suggestion box. Send your feedback through e-mail ([email protected]) or text us at 0919-6970503 Talk to our OFFICER OF THE DAY THANK YOU for helping us continuously improve our services. 5

Republic of the Philippines PAMPANGA STATE AGRICULTURAL UNIVERSITY Magalang, Pampanga

PSYCHOLOGICAL ASSESSMENT AND ADMISSION OFFICE 2nd Floor, Right Wing, Administration Building Who may avail of the service:  Incoming College Freshmen and Transferees  Incoming Graduate Students and Transferees Schedule of availability of service: Monday-Friday (8:00 a.m. – 5:00 p.m.) (No noon break) Saturday (8:00 a.m. – 5:00 p.m., for graduate students only) Testing Fees:  P120.00 for undergraduate program applicants  P175.00 for master’s program applicants  P225.00 for doctoral program applicants

How to avail of the service: Step

Applicant/Client

ADMISSION OFFICE: 1

Present/submit admission requirements.

PSYCHOLOGICAL ASSESSMENT: 1 Pay required fee to the Cashier Go to the Guidance and Testing Center and present O.R. issued by 2 the Cashier. Secure Application form and make clarificatory

Activity Admission Office Verify students’ document required for admission to the graduate or undergraduate program Guidance & Testing Center Process payment and issue O.R. Provide applicant with a short briefing of course offerings and testing procedures.

Duration of Activity

In-charge

5 minutes

Admission Clerk

5 minutes

Cashier

10 minutes

Guidance Clerk

6

inquiries 3

Submit accomplished application form and take admission test

Receive and review application form and administer standardized psychological assessment.

40 minutes

College Psychometrician

4

Wait for psychological assessment result

Check and interpret psychological assessment result.

15 minutes after examination

Guidance & Assessment Center Director

5

Get psychological assessment result

Release test result and brief applicant on what to do next.

15 minutes

Facilitator

Institute Dean will interview applicant and evaluate documents.

30 minutes for undergraduates 40 minutes for graduate students

Institute Dean

Go to the Institute where course applied for is being offered. Submit photocopy of the following documents for evaluation:

6

 College Freshmen  Form 138-B (HS Report Card)  Certificate of Good Moral Character from school last attended  4 identical 2x2 pictures  NSO Authenticated Birth Certificate  Transferees  Honorable Dismissal from the school last attended  Original transcript of records  Barangay/Police Clearance  4 identical 2x2 pictures  NSO Authenticated Birth Certificate  Graduate Students  Official Transcript of Records  2x2 pictures  Marriage certificate for married female applicants  2 recommendation letters from superiors or previous professors  Transferees  Honorable Dismissal from the school last attended  Official Transcript of Records  2x2 pictures  Marriage certificate for married female applicants  2 recommendation from superiors or previous professors

7

ADMISSION OFFICE:

1

Wait for approval/endorsement.

Institute Dean will approve/endorse applicant for registration/ enrollment

2

Get student number

Issuance of student number

30 minutes for undergraduate students, 40 minutes for graduate students 5 minutes

Institute Dean/Department Chair Admission Clerk

8

ENROLMENT PROCEDURES FOR UNDERGRADUATE STUDENTS Who may avail of the service:  Undergraduate Students Schedule of availability of service: Monday-Friday (8:00 a.m. – 5:00 p.m.) (No noon break) How to avail of the service: Step

Applicant/Client

Guidance & Testing Center’s Activity

ENROLMENT PROCEDURES FOR COLLEGE FRESHMEN/ TRANSFEREES: a. Present Dean’s Endorsement for Enrollment  Receive Deans’ endorsement b. Present/Submit requirements for Enrollment:  College Freshmen  Form 138-B (HS Report Card)  Check and receive requirements for Enrollment  Birth Certificate  Certificate of Good Moral Character from school last attended  4 identical 2x2 pictures 1  Transferees  Honorable Dismissal  Original transcript of records  Barangay/Police Clearance  4 identical 2x2 pictures  Birth Certificate c. Secure registration form from the Registrar’s  Issue registration form Office ENROLMENT PROCEDURES FOR OLD STUDENTS/SHIFTERS/ RETURNEES: a. Go to designated Institute to secure Institute  Sign clearance clearance, present copy of grades/class  Collect photocopy of grades/class cards 1 cards, subjects to be taken. subject to validation from the official grading sheets

Duration of Activity

In-charge

Location of Office

5 minutes

Registrar/Staff

Registrar’s Office 1st Floor, Left Wing, Admin Building

20 minutes

Department Chairs

Designated Institute

9

b. Submit processed clearance to the Registrar’s Office and secure registration form

 Check/review and evaluate grades for advisement of subjects  Issue registration form

4 minutes

ENROLMENT PROCEDURES FOR COLLEGE FRESHMEN/TRANSFEREES/ OLD STUDENTS AND RETURNEES: Present Self for Medical Check-up/Physical Conduct Medical Check-Up/Physical 2 Assessment by the Infirmary Staff Assessment 10 minutes  Assist to fill up OSA personal data form  Issue student pledge

Registrar/Staff

College Nurse Medical Officer

1st Floor, Left Wing, Admin Building Office of the Student Affairs (O.S.A.) Bldg. Office of the Student Affairs (O.S.A.) Bldg

3

Go to OSA to fill-up personal data form and sign student pledge

4

Go to NSTP Office to register

5

Go to designated Institute for evaluation

6

Go to the Accounting Office for assessment of tuition and other school fees based on the schedule of fees.

Assess tuition and other school fees

4 minutes

Accounting Clerk

7

Go to the Cashier’s Office and present assessment of tuition and other school fees and pay based on the schedule of fees.

Process payment and issue O.R.

5 minutes

Cashier Clerk

8

Present O.R. and Registration Form to the Registrar’s Office

Issue Certificate of Registration and class cards

4 minutes

Registrar’s Staff

9

Present self for I.D. card processing

ID picture-taking and processing

5 minutes

Project manager/staff

IECS Building

10 minutes

Student Scholarship Committee (SSC) Chair

Guidance and Testing Center

FOR AVAILMENT OF SCHOLARSHIP a. Apply for student scholarship to Scholarship Committee 1

 Register Student  Assist student fill up NSTP Personal Data Form Check and receive photocopy of required documents for evaluation

 Evaluate, interview and receive required documents  If qualified, applicant is advised to sign a scholarship contract or agreement  If applicant is not qualified, inform applicant of the reason for disqualification.

10 minutes

10 minutes 5 minutes

Staff OSA Director NSTP Coordinator/ Staff Institute Dean/Chair

NSTP Office Designated Institute Accounting Office, st 1 floor, left wing, Admin Building Cashier’s Office, 1st floor, right wing, Admin Building Registrar’s Office, st 1 floor, left wing, Admin Building

10

FOR STUDENTS WHO INTEND TO AVAIL OF DORMITORY FACILITIES: Go to:  Ladies’ Dormitory I Interview and require student to fill up forms (student pledge, personal information sheet) to  Ladies’ Dormitory II be signed by both students and parents  Men’s Dormitory  Bachelor’s Dormitory

15 minutes

Dorm Matron/ Master

Ladies’/Men’s/ Bachelor’s Dorm

11

ENROLMENT PROCEDURES FOR GRADUATE STUDENTS Who may avail of the service:  Graduate Students Schedule of availability of service: Monday-Saturday (8:00 a.m. – 5:00 p.m) How to avail of the service: Step

Applicant/Client

FOR NEW STUDENTS/ TRANSFEREES a. Present to the IGS Office test exam results and admission slip from the Guidance and Testing Center b. Accomplish forms and attach photocopy of the following required documents  Original and Photocopy of Transcript of Records 1  2x2 pictures  Marriage certificate for married female applicant  2 Recommendation Letters from superiors or previous professors  Transfer Credentials for transferees FOR OLD/RETURNING STUDENTS 1 Get clearance form at the Registrar’s Office

2

3

Office Activity

Duration of Activity

In-charge

Location of Office

 Interview of the applicant

15 minutes

IGS Dean/ Program Coordinators

IGS Building

 Evaluation of documents

15 minutes

IGS Secretary

IGS Building

Give clearance form

2 minutes

Registrar staff Librarian, College Accountant, Registrar, IGS Designated Dean IGS Secretary

Admin Building

Get signatures of concerned officials.

Sign clearance

2-3 minutes per office

a. Accomplish pre-enlistment form

 Enlistment of subjects

15 minutes

Library, Accounting Office, Registrar’s Office, IGS Building IGS Building

12

b. Secure endorsement to the Registrar’s Office

4

a. Present Dean’s endorsement for enrolment to the Registrar and secure Registration Form b. Fill up Registration Form and submit the same to the Registrar

5 6

 Checking of form

10 minutes

Registrar / Clerk

Registrar’s Office Admin Building

Bring the form for assessment at the Accounting Office

Assessment of Fees

4 minutes

Accounting Clerk

Bring the assessed form to the Cashier’s Office for payment of fees based on the schedule of fees. Present Official Receipt and Registration Form to the Registrar

Process payment and issue Official Receipt  Checking of Receipt  Stamping of forms and class cards  Issuance of Class cards  Get Registrar’s Copy with Class Schedule Picture taking for the ID Receive Dean’s Copy

5 minutes

Cashier

Accounting Office Admin Building Cashier’s Office Admin Building

10 minutes

Registrar

Registrar’s Office Admin Building

10 minutes 3 minutes

ID In-charge IGS Clerk

IECS Building IGS Building

7

8 9

 Issue Dean’s Endorsement of the applicant to the Registrar  Issue Registration Form

Present the stamped Student’s Copy to the ID In-charge Submit Dean’s Copy at the IGS

13

PROCEDURES IN THE ISSUANCE OF TRANSCRIPT OF RECORDS Who may avail of the service:  Undergraduate Students  Graduate Students Schedule of availability of service: Monday-Friday (8:00 a.m. – 12:00 n.n.) (1:00 p.m. – 5:00 p.m.) How to avail of the service: Step

1

2

3

Applicant/Client

Secure and Fill-out clearance from the Registrar’s Office

Submit the processed clearance with a documentary stamp at window 4, Office of the Registrar Get your claim stub with a schedule of date of issuance and return after two weeks for the Transcript of Records (TOR)

Office Activity

Sign Clearance

Duration of Activity

10 minutes/ signatory

      

Person In-Charge

Location of Office

Subject Instructor Head of Offices Adviser Chairman /Dean Registrar VP for ACA SUC President III

Designated Offices

Receive and check clearance

5 minutes

Clerk/Staff

Give claim stub with schedule of issuance of Transcript of Records (TOR)

5 minutes

Clerk/Staff

4

Pay P75.00/page for Transcript of Records

Process payment and issue Official Receipt

3 minutes

Clerk/Staff

5

Go to Registrar, present Official Receipt and get Transcript of Records

Issue Transcript of Records

5 minutes

Clerk/Staff

Registrar’s Office 1st Floor, Left Wing, Admin Building Registrar’s Office st 1 Floor, Left Wing, Admin Building Cashier’s Office, 1st Floor, Right Wing, Admin Building Registrar’s Office st 1 Floor, Left Wing, Admin Building

14

LIBRARY PROCEDURES ISSUANCE OF LIBRARY CARD Schedule of Availability of Service

:

Who may avail of the service What are the requirements Duration

: : :

Monday – Friday 7:00 a.m. to 5:00 p.m. Saturday 7:00 a.m. to 4:00 p.m. Students 1x1 Photo and Xerox Copy of Certificate of Registration 3.5 minutes

How to Avail of the Service: Step 1

2

Applicant/Client Submit photocopy of COR, address, contact no. and 1x1 recent picture.

Claim Library card.

Office Activity

Duration of Activity

Set requirements, record student’s data.

2 minutes

Type student’s data to the library card with 1x1 picture.

1 minute

Release and have it signed by the student.

30 seconds

Person Incharge Library Assistant Library Assistant Library Assistant

Location Circulation desk Circulation desk Circulation desk

15

LOCATE/BORROW/RETURN BOOK/S Schedule of Availability of Service

:

Who may avail of the service What are the requirements Duration

: : :

Monday – Friday 7:00 a.m. to 5:00 p.m. Saturday 7:00 a.m. to 4:00 p.m. Students, Administrators, Faculty & Non-Teaching Staff Library Card for students 23.5 minutes

How to Avail of the Service: Step

Applicant/Client

Locating/Borrowing Book/s Using Card Catalog Check the card catalog to verify if the book/s 1 is/are available.

Office Activity

Watch over the borrower/s

Copy the call number written on the upper left corner of the card, the author and the title of the Assist the clients. book and the location symbol if any. Proceed to the shelves to locate the book, get the book and use in the reading area. If the book 3 Assist the clients. cannot be found in the shelves, the user may ask the Librarian for assistance. If the book is to be taken out of the Library, borrower fill-up information asked for on the book Verify the book thru title, accession number and 4 card, then give the book card together with the issue book to the borrower. library card to the Librarian. Locating/Borrowing Book/s Using the Online Public Access Catalog (OPAC) 2

Duration of Activity

2 minutes

2 minutes

Person Incharge Librarian / Library Assistant Librarian / Library Assistant

Location

Hallway

Hallway

5 minutes

Librarian / Library Assistant

Main, Graduate and High School section

2 minutes

Librarian / Library Assistant

Circulation desk

Librarian / Library Assistant Librarian /

Main, Graduate and High School section Main, Graduate

1

Click the provided Search link. The Search page will appear.

Watch over the clients.

1 minute

2

On the Search field, supply the information (book

Assist the clients.

1 minute

16

title, author name and subject title) needed.

Library Assistant Librarian / Library Assistant Librarian / Library Assistant Librarian / Library Assistant

and High School section Main, Graduate and High School section Main, Graduate and High School section Main, Graduate and High School section

3

Choose /click the search field type from below.

Assist the clients.

10 seconds

4

A filtered list of books related to the specified criteria will be displayed.

Assist the clients.

1 minute

5

Copy the call number, the author and the title of the book and the location symbol.

Assist the clients.

2 minutes

6

Proceed to the shelves to locate the book, get the book and use in the reading area. If the book cannot be found in the shelves, the user/borrower may ask the Librarian/Library Assistant for assistance.

Assist the clients.

5 minutes

Librarian / Library Assistant

Main, Graduate and High School section

7

If the book is to be taken out of the Library, borrower fill-up information asked for on the book card, then give the book card together with the library card to the Librarian/Library Assistant.

 Verify the book thru title, accession number and issue book to the borrower.  Scan/encode book barcode and student number to the system for check out.

1 minute

Librarian / Library Assistant

Circulation desk

1 minute

Circulation desk

Circulation desk

20 seconds

Circulation desk

Circulation desk

Returning Borrowed Book/s 1

Present book to the librarian.

 Scan/encode book barcode to the system for check in.  Pull out book card from the file and return library card to the owner.

2

Book not returned on due date, borrowers pay corresponding fine and sign on the logbook indicating the amount of fine he/she paid.

Accept payment of fine.

17

SIGNING OF CLEARANCE Schedule of Availability of Service

:

Who may avail of the service What are the requirements Duration

: : :

Monday – Friday 8:00 a.m. to 5:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. Student's, Administrator, Faculty & Non-Teaching Staff Clearance Form 3.5 minutes

How to Avail of the Service: Step 1

2

Applicant/Client Present student/ administrator/ faculty/ nonteaching staff clearance form.

Office Activity Library staff counter sign clearance if student/ administrator/ faculty/ non- teaching staff has no accountability. College Librarian III sign for approval.

Duration of Activity 2.5 minutes

1 minute

Person Incharge College Librarian & Admin Aide III College Librarian III

Location Circulation desk Office of the College Librarian III, 2nd floor

18

LIBRARY SERVICES FOR VISITING USERS Schedule of Availability of Service

:

Who may avail of the service

:

What are the requirements Duration

: :

Monday – Friday 8:00 a.m. to 5:00 p.m. Saturday 8:00 a.m. to 4:00 p.m. Visiting users (students from other schools, employees of agencies/ institutions) Referral Letter 16 minutes

How to Avail of the Service: Step

Applicant/Client

Office Activity

Visiting users incoming (students from other schools) 1 Referral letter from their respective schools. Receive the referral letter Write name, date, school and subject to be 2 See to it that he/she fills up the data requirements researched at the logbook Record the payment and have it signed by the 3 A fee of P50.00 is collected from each user. users. Proceed to the shelves to locate the book/s and 4 Assist the users. other reading materials. Visiting users outgoing (PSAU students who will undertake research in other schools) Write name, date, school to be visited and subject 1 Encode student/s data on the referral form. to be researched.

2

Claim referral letter.

Duration of Activity

Person Incharge

Location

1 minute

Admin Aide III

Circulation desk

2 minutes

Admin Aide III

Circulation desk

2 minutes

Admin Aide III

Circulation desk

5 minutes

Admin Aide III

Main Periodical / Thesis section

3 minutes

Admin Aide III

Circulation desk

Sign the referral letter

1 minute

College Librarian III

Issue referral letter

2 minutes

Admin Aide III

Office of the College Librarian III 2nd floor Circulation desk

19

Republic of the Philippines PAMPANGA STATE AGRICULTURAL UNIVERSITY Magalang, Pampanga

ACCOUNTING OFFICE 1st Floor, Left Wing, Administration Building How to avail of the service: OFFICE ACTIVITY CLEARANCE:

REQUIRED DOCUMENTS

PROCESSING TIME

PERSON/S RESPONSIBLE

Step 1

Clearance Sheet / form

3 minutes

Admin Aide IV

Step 2

Clearance Sheet /form for signing.

1 minute

Admin Aide IV

 Clearance Sheet  Payment

1 minute

Admin Aide III

Clearance Sheet

1 minute

Admin Aide IV

Step 1

Registration Sheet /form

2 minutes

Admin Aide IV

Step 2

Payment

3 minutes

Admin Aide III

Registration Sheet /form

1 minute

Admin Aide IV

30 seconds

Admin Aide IV

Step 3 (A) W/BALANCE Step 3 (B) W/ OUT BALANCE ASSESSMENT:

Step 3 (A) UNDERGRAD Step 3 (B) GRADUATE

Registration Sheet /form

LOCATION Window 2, Registrar's Office Window 1, Accounting Office Window 1, Cashier's Office Window 2, Registrar's Office Window 2, Accounting Office Window 1, Cashier's Office Window 2, Registrar's Office Window 2, Accounting Office

END OF ENROLLMENT PERMIT: Step 1

(I.D.) Identification Card

1.5 minutes

Admin Aide IV

Window 3, Accounting Office

20

FLOW CHART CLEARANCE Accounting office ► Present Clearance sheet/form for verification of balance & signing of clearance.

W/OUT BALANCE Registrar’s Office

W/ BALANCE Cashier’s Office ► Present Clearance sheet/form ► Payment

► Present Signed Clearance sheet/form ► Secure Registration Form and fill-up

Accounting Office ► Present Clearance sheet/form for signing

Registrar’s Office ► Present Signed Clearance sheet/form ► Secure Registration Form

START OF ENROLMENT 21

FLOW CHART ASSESSMENT Accounting office ► Present Registration sheet/form for assessment of tuition and miscellaneous fees.

Cashier’s Office ► Payment and secure (OR) Official Receipt

W/OUT BALANCE Registrar’s Office ► Present Signed Clearance sheet/form ► Secure Registration Form and fill-up

W/ BALANCE Cashier’s Office ► Present Clearance sheet/form ► Payment

Accounting office ► Present Clearance sheet/form for signing

Registrar’s Office

END OF ENROLMENT

► Present Signed Clearance sheet/form ► Secure Registration Form

22

NOTE: BEFORE TAKING THE MIDTERM AND FINAL EXAMINATION, SETTLE YOUR ACCOUNTS AND SECURE PERMIT AT THE ACCOUNTING OFFICE

PERMIT Accounting office ► Present (ID) Identification Card for verifying balances

23

Republic of the Philippines PAMPANGA STATE AGRICULTURAL UNIVERSITY Magalang, Pampanga

CASHIER’S OFFICE FRONTLINE SERVICES – STEP BY STEP PROCEDURE STEP Applicant/Client

Cashier’s Office Activity

1. Assessment 2. Get number from the guard 3. Present the ID for old students and write name of client for those who will pay for entrance exam 4. Pay the cash clerk for the corresponding assessment

 Register student number so ledger of assessment of students will be viewed/ Encode name of client for those who will take the exam  Accept payment Give the printed OR and change of student if there is any

Processing Time

Person/s Responsible

Less than one (1) minute

Accounting Guard

3 minutes

2 minutes

Cash Clerk I

Cash Clerk I

24

PROCEDURE FLOW COLLECTIONS/CLAIMS

PROCEDURE FLOW NEW STUDENTS/ GRADUATE SCHOOL STUDENTS

START

Assess Student Payment for the Semester/ For Graduate Students get Bill of Payments

Guard on Duty

Get number

Get number

Cash Clerk

Present number and I.D. for claims of scholarships & payment of balances

Cash Clerk

Sign Payroll in case of Scholars and issue Official Receipt for their balances

Accounting

Cash Clerk

Present number and Registration Form (New Students) and Bill of payments (Graduate Students) for payments

Issue Official Receipt if payment is to be made

Get payment and sign Official Receipt before giving to the client – give change to scholars if there’s an excess in their stipend

Get payment and initial the Official Receipt before giving it to the client

END

END 25

Republic of the Philippines PAMPANGA STATE AGRICULTURAL UNIVERSITY Magalang, Pampanga

FEEDBACK FORM DEPARTMENT/OFFICE CONCERNED (DEPARTAMENTO O OPISINANG TINUTUKOY) _________________________________________________________________________ COMPLIMENT OR SUGGESTION (PAPURI O MUNGKAHI) _________________________________________________________________________ WHAT IS YOUR COMPLAINT? (ANO PO ANG INYONG REKLAMO?) _________________________________________________________________________ WHEN DID IT HAPPEN? (KAILAN PO NANGYARI?) _________________________________________________________________________ WHAT WOULD YOU LIKE US TO DO? (ANO PO ANG GUSTO NINYONG GAWIN NAMIN?) _________________________________________________________________________

NAME [(PANGALAN)(OPTIONAL)]:_____________________________________________ ADDRESS (TIRAHAN):_______________________________________________________ PHONE NUMBER (TELEPONO):____________E-MAIL ADDRESS:____________________ SIGNATURE (LAGDA):____________________DATE (PETSA):______________________ Would you like a written reply? (Nais n’yo po ba ng sagot na nakasulat?) Yes (Oo)

No (Hindi)

26

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