Sorsogon State College

Sorsogon state college

CITIZENS CHARTER

Introduction

  In May 2006, the Sorsogon State College conducted a Seminar Workshop for two days on the preparation of service pledges in coordination with the Civil Service Commission personnel. This Seminar workshop was attended by the head of offices/functional units of the college. The output of this endeavor is the preparation of services pledges. It was during the preparation of these service pledges that each officers of the college were enlightened as to the importance of their role on serving the students and the public.

  Good service dictates that the best interest of the clients should be the first order of business. It was necessary to give information as to the service rendered by the college. To address this need it is only proper to give the basic relevant information that would make them understand how the college renders its frontline services.

  R.A. 9485 the Anti-Red tape of 2007 mandates all government agencies, State Universities and Colleges included, to formulate their own Citizen charter. It is a document summarizing all the frontlines services. It would not just synchronize and systematize office procedures and processes but would also pave the way for reconciling personnel differences. It is a concrete guide on the different services rendered.

   There was little time to sit down and document completely all the services, this charter is initially prepared using the submitted service pledges of each department/ units of the college and is subject to revision and improvement in the future.

  Acknowledging that the students/ clients is the reason the college exists, we tried to come up with a manual that is reader-friendly and client oriented. Following the format provided by CSC, MC. No. 12 s. 2008 re: Republic Act no. 9465 and its Implementing Rules and Regulations, we listed down the requirements, the fees where applicable, the steps involved, the transaction time and the person responsible for each step in the entire process. We also included performance pledges from each of our department/ units. The client, however, is advised that  fees are subject to change, and that the transaction time does not include travel and queuing time.

  It is hoped that this citizen’s charter will serve its purpose; that of providing information that will, in the end, make our services easier and more effective both the client and the service provider.

 

HOW TO USE THE MANUAL

  The Sorsogon State College Manual on Key Services (Citizen’s Charter) is divided into three major parts, Chapter I is about the Sorsogon State College, Chapter 2 is about the Sorsogon State College Services and Chapter 3 contains the pledge of Commitment and Redress Mechanism. Contain herein are:

1.    The Table of Contents which contain a list of the parts of the Manual and the corresponding pages.

2.    Introduction

3.    How to Use the Manual

4.    The section about Sorsogon State College contains the College brief history, college vision, mission and goals, achievements college seal, list of college official and the organizational structure.

5.    The service processes which include the service title, service description and the procedures in availing of the service.

6.    The pledge of commitment which is the statement of commitment by the college officials and employees.

7.    The redress mechanism which outlines the steps clients could take in case the college personnel fail to deliver the service.

8.    Customer Feedback Form through which the clients/ citizens can provide comments on the delivery of the service

 

THE SERVICE PROCESSES

The heart of the manual are the Service Processes in Chapter 2 as it contains the different services and the procedures for availing them. The Service Processes are classified into the following major services:

 The major Service providers are the following:

1.      Office of the Admission

2.      Office of the Registrar

3.      Office of the Cashier

4.      Records Office

5.      Supply Office

6.      HRMO Office

7.      Office of the Library Services

8.      Office of the Medical Services

9.      Office of the Dental Services

10.  Office of the Extension Director

11.  Office of the Research Director

Each of these major services comprises various services it follows a numeric numbering system as follows:

Example:

1.7.1    Processing of Appointment

2- Refers to the chapter number

7- refers to the major service classification number. In this case HRMO Office

1-      Refers to the service process number within the major service classification

 

The Parts of a Service Process:

Hereunder is a sample configuration of a Service Process and an explanation of the different parts

2.7.1 Processing of Appoinment                       (A)

About the Service                                                (B)

Client Groups                                                       (C)

Requirements                                                      (D)

Service Schedule                                                 (E)

Total Processing Time                                         (F)

Fees and Charges                                                 (G)

             Steps

          Involved

Action of the concerned office

       Transaction Time

Responsible Person

 

 

 

 

 

 

 

 

  (H)                                                (I)                                 (J)                                    (K)

A. Indicates the Service Title including the Service Number

    Also states if the Service is a Pre-requisite to another service.

C. CLIENT GROUP: Identify those who are eligible or qualified to avail of the service.

D. REQUIREMENTS: States the document/s which need to be submitted and/or presented before the procedure of availing the service can even be started.

E. SCHEDULE OF AVAILABILITY OF SERVICE: States the days and time by which clients could go to the office to avail the service.

F. TOTAL PROCESSING TIME: Refers to the total duration of transaction for particular service being availed of by the client. This does not include waiting or queuing time.

G. FEES AND CHARGES:  States the fees that the client will have to pay in availing of the entire service.

H. STEPS INVOLVED: Specifies the action(s) which client has to undergo.

I. ACTION OF THE CONCERNED OFFICE: Specifies the corresponding steps being done by the office offering the service.

J. TRANSACTION TIME: States the duration of transaction for every service steps.

K. RESPONSIBLE PERSON: Identifies the name and position of the person responsible for ensuring that the activity is undertaken.

 

The Sorsogon State College History

  The Sorsogon State College traces its being a college to when R.A. No. 7666 was passed on December 30,1993 which converted the former Sorsogon State College of Arts and Trades into a State College and integrated therein three of the biggest National Vocational Schools in the province; Bulan Vocational High School in Bulan, Magallanes Vocational and Fishery School in Magallanes and Sorsogon National Agricultural School in Castilla. The College has already gone through its period of transition and has embarked on developmental programs/ projects for the realization of its main goal of producing quality graduates who are research, value, and scientifically oriented as well as entrepreneurially inclined people for the sustainable agri-industrialized development of Sorsogon. The Campuses of the College are assigned specialized curricular programs in response to the diverse educational needs of the people of Sorsogon. Thus the Sorsogon City Campus offers Teacher Education, Engineering, Architecture and Industrial Technology Programs Bulan Campus offers Business and Management, Information and Communication Technology Programs, while Castilla and Magallanes Campuses offer Agricultural and Fishery programs. Masteral Program is also offered at Sorsogon and Bulan Campus.

 

Achievements

     After fifteen years of rising up to the challenges, SSC has become a leading resource institution of higher learning continuously promoting innovation, transformation, and excellence education. It pro-actively tests new waters, promotes cultural renaissance, and spurs the growth of the province of Sorsogon. SSC’s commitment propels us to go the extra mile and soar higher to reach our dreams.

     Under the State Universities  and Colleges (SUC) leveling standard promulgated by CHED PASUC- DBM, Sorsogon State College is classified as level II State College effective 2008.

Vision:

“A center of excellence in the formation of a progressive, productive, self-reliant, responsive, ecology-friendly and value-oriented people for a peaceful and agri-industrialized Sorsogon”.

 

Mission:

“ A premier institution of higher learning committed to produce quality graduates who are research, value and science-oriented, and entrepreneurially inclined for the sustainable agri-industrialized development of Sorsogon and beyond.”

 

Goal:

 “To provide quality and relevant instruction which is accessible to all, conduct and promote scientific and technical studies, extend appropriate knowledge, skills and technologies of practical and scientific application and undertake income-generating projects, to meet the need and demands of various sectors to provide and sustain the quality of life”.

 

The College Seal

  The College seal shall consists of a circle, an open book, a torch, shining sun, a gear, golden grain, a fish, a flask and an atom.

   The circle signifies that learning is a continuous process. At the center of the circle is an open book symbolizing Education, the Mother of all professions. A torch, right behind the book, provides light to guide the way to progress. At the background is a gear signifying that material progress is attainable through technological education. The shining sun at the heart of the gear shows that the progress attained shall be a source of life and energy. The golden grain, the fish, and the flask and atom represent, respectively: the School of Agriculture and agriculture Based Technology (SAABT), School of Fisheries and Fisheries-Based Technology (SFFBT), and the Institute of Management and Information Technology (IMIT), the other three campuses comprising the Sorsogon State College.

 

LIST OF COLLEGE OFFICIALS

                  Name

Position

             Designation

Dr. Modesto D. Detera

SUC President

 

Dr. Alberto N. Naperi

Board Secretary

VP for Administration

Dr. Ritzelda A. Deri

Assistant Professor II

VP for Academic Affairs

Dr. Nilda G. Cielo

Chief Administrative Officer

 

Dr. Fe D. Felonia

Associate Professor II

Dean-School of Grad. Studies

Dr. Helen R. Lara

Assistant Professor II

Director- Sorsogon Campus

Mr. Oscar C. Cariñola

Associate Professor I

Director- Bulan Campus

Engr, Peter Oscar Pascual

Associate Professor I

Director- Castilla Campus

Mr. Augusto Calabines

Assistant Professor III

Director- Magallanes Campus

Dr. Vriginia Atutubo

Instructor I

Director- Admission OIC

Dr. Vivien L Chua

Assistant Professor I

Director- Extension Services

Dr. Magdalena Ocbian

Professor I

Director- Research

Mrs. Teresita Aninipot

Associate Professor II

Director- Student Services

Dr. Jenet Fuentes

Associate Professor II

Director- Quality Assurance

Dr. Tarcel F. Carranza

Associate Professor II

Acting Director- PRIS

Engr. Martiniano B. Atun Jr.

Instructor III

Director-Physical Plant & Facilities

Mr. Sergio Deyto

Instructor I

Director- Production

Mr. Roberto V. Guides

Assistant Professor II

Director- I.C.T.

Mr. Windy F. Ferreras

Instructor I

Director- Planning

Mrs. Rosalie D. Labitag

Accountant III

Director- Finance

 

 

SORSOGON STATE COLLEGE SERVICES

1.       Admission services

1.1  Admission of the student to the College

2.       Registration Services

2.1  Enrolling student to the College

2.2  Requesting official Transcript of Records and other student Credentials

2.3  Releasing Credentials of students

3.       Cashiering Services

3.1  Collection

3.2  Check Disbursement

3.3  Cash disbursement

4.       Accounting Services

4.1  Processing,Recording and Reporting

5.       Records Services

5.1  Recording, Releasing and other Records disposition

6.       Supply Services

6.1  Receiving and Releasing Supplies and materials

7.       Human Resource Management Services

7.1  Employment and Hiring

7.2  Releasing personnel Records

7.3  Updating personnel Records

8.       Library Services

8.1  Lending of Books

8.2  Accepting  Borrowed Books

9.       Medical Services

9.1  Medical Treatment

10.   Dental Services

10.1          Dental Treatment

11.   Extension Services

11.1          Technical Support Activities

11.2          Conduct of Seminars and Trainings

12.   Research Services

12.1          Research result disseminated through extension and production services

 

1.1    Admission Services

1.1.1        Admission of student to the College

ABOUT THE SERVICE:  The office of the Director for Admission provides assistance to the students who wants to be admitted to the college and qualify for enrolment.

CLIENT GROUPS:  student applicant-Any person who is a graduate of a recognized secondary school who wants to avail of any of the programs/ courses being offered by the college.

 

REQUIREMENTS

1.      Common Requirements:

a.       SSC Form No. 01 – Application to take College admission Test

b.       Mailing envelope with self-address and stamp

c.       Two pieces of 1 x 1 ID picture.

2.       Requirement for New entrants:

a.       If already Graduated from High School:

·      From 138 or Form 137-A

·      Certification of Good Moral Character

b.       If graduated from High School:

·         Form 138 with entry grades up to the 3rd grading signed by the adviser

3.       For Returnees and transferees:

a.       Official Transcript of Records

b.       Honorable Dismissal

4.       For Foreign Student:

a.       Alien Certificate of registration

b.       Result of TOEFL

c.       Student Visa

 

SERVICE SCHEDULES:

 

1.       For In-Campus (All Campuses)

Monday to Saturday from first Monday of January to the last Saturday of

April of each year 8:00am to 5:00pm without noon break.

 

2.       For Off-Campus

Saturday only from First Saturday of January to the last Saturday of

April of each year 9:00amm to 4:00pm without noon break

 

TOTAL PROCESSING TIME

 

            Processing of Application – 10 minutes

            Entrance Examination     –  1 hour and 20minutes

 

FEES AND CHARGES: P 100.00

 

PROCESS OF AVAILING THE SERVICE

STEPS INVOLVED

ACTION OF THE OFFICE OF ADMISSION

TRANSACTION TIME

RESPONSIBLE PERSON

1. Present requirements to admission Clerk

1. Admission Clerk Verified completeness and authenticity of documents

2 minutes

 

2. Fill-up application form

 

 

 

3. Pay Registration Fee

Issue Official Receipt

3 minutes

Cashier

4. Return Filled-up application and O.R.

Admission Clerk Stamp the Form “Registered” and issue Examination Permit

5 minutes

 

5. Take Exam as scheduled

Conduct the examination

1 hr. & 20 minutes

Dr. Helen R. Lara

6. Received Results (by Mail) with enrolment advice

 

 

Dr. Helen R. Lara

*Application Forms pre-numbered

 

2.2.    Registration Services

 

2.2.1 Enrolment

 

            ABOUT THE SERVICE:  The office of the Registrar provides assistance to students who want to enroll.

CLIENT GROUPS:

·      All Incoming first year students who passed the admission test and qualified for enrolment.

·      All transferee students who passed the Admission test and qualified for enrolment.

·      All students previously enrolled at Sorsogon State College.

 

REQUIREMENTS:

 

For incoming 1st year students

 

1. Report Card/Form 138

2. Entrance exam result/admission slip

3. Certificate of good moral character

4. Medical certificate issued by a government physician

5. police clearance

6. Income tax return of parents or BIR clearance if exempted to pay

7. Xerox copy of birth certificate issued by the NSO

8. 1 pc. White long size folder

9. 1 pc. 2 x 2 colored picture

10. 1 pc. 1 x 1 colored picture

 

For transferee students:

1.       Honorable Dismissal issued by the school last attended

2.       Certificate of Grades of Official Transcript of records mark “for enrolment purposes”

3.       All items from No.2  to No. 10 above.

 

For old students:

1.       Duly accomplished Student Clearance

2.       Student ID

 

SERVICE SCHEDULES:

 

            Every enrolment period for the first and second semester.

            8:00 am to 5:00 pm

 

TOTAL PROCESSIGN TIME

 

1 hour and 2 minutes for old students; 1 hour and 12 minutes for new/transferee student.

 

FEES AND CHARGES:

 

Registration fee            20.00

Publication                   25.00

SCUAA                                   20.00

Athletics                      40.00

Medical/Dental             40.00

Student Council            20.00

Guidance Fee               20.00

FFPCC-FAHP              20.00

Red Cross/Anti –TB     10.00

Insurance                     15.00

Library Fee                  20.00

Library Record Card     10.00

Entrance Fee                20.00

Student Handbook        40.00

Admission Manual       25.00

ID Card                        75.00

PDF                             250.00

Laboratory Fee             300.00

NSTP (150.00×1.5)       225.00

Tuition Fee per unit      150.00

 

PROCESS OF AVAILING THE SERVICE

 

STEPS INVOLVED

ACTION OF THE OFFICE OF THE REGISTRAR

TRANSCATION TIME

RESPONSIBLE PERSON

Submit all required credentials

Check the completeness of the submitted documents and verify the authenticity of the same

10 minutes

Helen Drilo/Clerk

Get the registration form

Issue the Registration Form

1 minute

Helen Derilo

Go to the Program Chair

Tell and guide the student on what section he/she to enroll

5 minutes

Program Chair of Course enrolled

Copy schedule of classes based on the section

Evaluation of subjects enrolled

10 minutes

Instructor/professor In-charge/assigned

Go to the In-charge of Assessment of Fess. (Note: if scholar proceed to the scholarship coordinator for issuance of accommodation slip)

Assessment of Fees

10 minutes

Instructor/Professor In-charge/assigned

Go to Accounting Office

Verification of fees and issuance of Order of payment

5 minutes

Mrs. Marrieta G. Carrido (in-charge)

Pay to the Cashier

Accept payment and issue official receipt

5 minutes

Mrs. Marilou G. Agnote

Ms. Attubo

Mr.

Go back to the Accounting Office`

Get accounting copy of registration form. Posting of payment

5 minutes

Mrs. Marrieta G. Garrido (in-charge)

Proceed to Registrar’s Office


Validation of enrollment, fabrication/validation of Student ID

16 minutes

Mrs. Labayo

Ms. Coral

Ms. Nava

 

Go to the Program Chair

Listing of students per block. Get copy of the Registration form and issue class cards

5 minutes

Program Chair

 

 

2.2.2.        Processing of application for student records.

 

ABOUT THE SERVICE: The office of the Registrar provides assistance to students who wants to request for student records.

 

CLIENT GROUPS:

·      Graduates of Sorsogon Statge College

·      Students who are presently enrolled at Sorsogon State College

·      Students who dropped/stop their secondary education/college education at Sorsogon State College

 

REQUIREMENTS:

·      Student Clearnace

·      Student ID or any valid Id

·      Authorization letter issued by the student to his/her authorized representative.

 

SERVICE SCHEDULES:

 

Every enrolment period for the first and second semester, 8:00am to 5:00pm

 

TOTAL PROCESSING TIME

 

Forty (4) minutes

 

FEES AND CHARGES:

 

OTR                                         20/page

Certification                             15.00

CAV                                        50.00

Restructured Diploma               100.00

Honorable Dismissal                 15.00

 

PROCESS OF AVAILING THE SERVICE

 

STEPS INVOLVED

ACTION OF THE OFFICE OF THE REGISTRAR

TRANSACTION TIME

RESPONSIBLE PERSON

Get Service number

Provide the client service number

1 minute

Ms. Nava

Wait to be served and upon calling your number proceed to the receiving officer and submit the student clearance1

Require the student to submit the student clearance and verify the authenticity

2 minutes

Ms. Nava

 

Retrieve the folder of the folder from the Records room

5 minutes

Mrs. Deriol

Mrs. Labayo

Ms. Coral

Ask for  a request form

Verify the completeness of the Academic records, if in order, advise the students to pay the necessary fees; Issue request form

10 minutes

Ms. Nava

 

Submit/settle any deficiency

Update records of the student

Issue request form

5 minutes

Mrs. Derilo

Mrs. Labayo

Ms. Coral

Proceed to accounting office

Issuance of order of payment

5 minutes

Mrs. Dualin

Pay to the Cashier

Receive payment and Issue O.R.

5 minutes

Mrs. Agnote

Go to the Registrar’s Office submit the O.R. of payment and the request form and wait for the issuance of the Claim Stub.

Schedule of release of requested Credentials: OTR-minimum of 5 days maximum of 15 days

Certification- minimum of 3 days; maximum of 5 days

Issuance of Claim stub

2 minutes

Ms. Nava

 

2.3. CASHIERING SERVICES

 

2.3.1. Collection

 

ABOUT THE SERVICE:  The office of the Cashier provides collection, check disbursement and cash disbursement services.

 

CLIENT GROUPS:

·         Graduates of Sorsogon State College

·         Students who are presently enrolled at Sorsogon State College

·         Students who dropped/stop their secondary/college education at Sorsogon State College

·         Faculty and Non-Teaching Personnel

·         Suppliers, Creditors, Bidders

·         Non-Government organizations, Local  Government Unit, Government Owned and Controlled Corporations, National Government Agencies

·         Private person/corporation  contracting business with the Sorsogon State College

REQUIREMENTS:

 

·      Order of payment (when receiving payments from students)

·      Duly Approved and Audited Claims for payment

·      Student/Claimant  ID or any valid ID

·      Authorization letter issued by the student/claim to his/her authorized representative.

 

SERVICE SCHEDULES:

 

Monday to Friday 8:00 am to 5:00 pm

For Graduate Program Saturday only 8:00am to 5:00pm

 

TOTAL PROCESSING TIME

 

10 minutes

 

PROCESS OF AVAILING THE SERVICE

 

2.3.1. Collection

STEPS INVOLVED

ACTIN OF THE OFFICE CASHIER

TRANSACTION TIME

RESPONSIBLE PERSON

 

In custody of accountable Form # 51 and issue to sub collectors

2 mins

Marilou G. Agnote

Nancy Atutubo

Present order of payment and Cash.  Get the O.R.

Receive Cash and Issue O.R,. for all payments made

1 min

Marilou G. Agnote

N. Atutubo

 

Cash count all cash received and cash remitted by sub collectors

30 mins.

M. Agnote

 

Record collections and prepare Deposit Slip

30 mins.

M. Agnote

 

Deposit collection to the depository banck

2 hours

M. Agnote

 

Encode and organize the daily report of collections and deposits

2 hours

 

 

Prepare and submit report of Collections and Deposits

2 days (done every EOM)

M. Agnote

 

Report Accountability for accountable forms to accounting and Auditor

 

M. Agnote

 

2.3.2. Check Disbursements

STEPS INVOLVED

ACTION OF THE OFFICE CASHIER

TRANSCATION TIME

RESPONSIBLE PERSON

 

In custody of the checks for MDS-Fund 101, STF, Fiduciary and IGP

 

M. Agnote

ICU forwards Vouchers/claims for pent

Received, Record, and Prepare check for Fund 101, STF, Fiduciary and IGP and process for signing

2 mins

M. Agnote

Claimant receives the Check

Prepares ACIC and process for signing and delivery

30 mins.

M. Agnotge

N. Atutubo

 

Prepare report of Check issued

1 hr.

M. Agnote

 

Organize vouchers paid and submits to Accounting Unit

1 day (done every EOM)

M. Agnote

 

Prepare report of accountability for accountable forms

30 mins.

M. Agnote

 

2.3.3. Cash Disbursements

 

Student/Client Action

Service Provider Action

Duration

Person In-Charged

 

Receives and Encash checks for all accounts

30 mins

M. Agnote

Faculty, Non Teaching Personnel, claimant present themselves in the cashier’s window. Receives cash.

Disburse cash to faculty, non-teaching personnel, contractual, casual, student assistants

5 minutes

M. Agnote

 

Set up petty cash find, and paid to all petty cash payments

1 min

M. Agnote

 

Prepares cash disbursement records

1 hr.

M. Agnote

 

Organize and compiles report of cash disbursements and submit to the Accounting unit and auditor

1 day

M. Agnote

 

2.4.  ACCOUNTING SERVICE

 

ABOUT THE SERVICE: The Accounting Office receives and process all types of claims for payment, records, post, prepare and render reports on all types of the college transactions.

 

CLIENT GROUPS:

 

·      Graduate of Sorsogon State Colege

·      Students who are presently enrolled at Sorsogon State College

·      Students who dropped/stop their secondary education/college education at Sorsogon State College

·      Faculty and Non-Teaching Personnel

·      Suppliers, Creditors, Bidders

·      Non-Government organizations, Local Government Unit, Government Owned and Controlled Corporation, National Government Agencies

·      Public contracting business with the Sorsogon State College

 

REQUIREMENTS:

 

·      Registration Forms from Students (when requesting for order of payments)

·      Valid claims duly supported by documents per GAAM and COA regulations

 

SERVICE SCHEDULES:

 

            Monday to Friday

            8:00 am to 5:00pm

 

TOTAL PROCESSING TIME

 

Forty (40) minutes

 

FEES AND CHARGES:

 

            None

 

PROCESS OF AVAILING THE SERVICE:

 

STEPS INVOLVED

ACTION OF THE ACCOUNTING OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

Forward documents

Receiving: Communications, funding request, purchase request, Purchase Order, Disbursement Vouchers, registration Forms and settlement documents for cash advances

`1 mint to 2 mins per document

Concerned Personnel

Proceed to the Cashier Office to get/receive payments

Process:

a. Assigning/stamping the accounting number

 

b. funding of purchase request

 

c. Pre audit of vouchers

 

d. signing of vouchers

 

e. recording of student payments

 

f. issuance of examination permits and clearance to students

 

2 mins

 

 

2 mins

 

 

10 mins

 

2 minutes

 

5 mins.

 

 

2 mins

 

Mirafe Glormar

Maritel Arcanghel

 

Rosalie Labitag

 

 

Mariietaa Garrido

 

Rosalie Labitag

 

Eppie Dualin,

Henedina Dugan

 

Eppie Dualin

Henedina Dugan

 

Preparation and submission of reports:

 

a. Paid Vouchers from cashiering Services

 

Marietta Garido

Mirafe Glomar

Maritel Arcnagel

2.5  RECORDS SERVICES

ABOUT THE SERVICE: The Records undertake the receiving, releasing/ formawrding, securing and maintaning the record system of the college.

 

 

CLIENT GROUPS:

·         Grduates of Sorsogon State College

·         Students who are presently enrolled at Sorsogon State College

·         Students who dropped/ stop their seconadary education/ college education at Srosogon State College

·         Facuklty and Non-Teaching Personnel

·         Suppliers, Creditors, Bidders

·         Non- Governement Organization, Local Government Unit, Governemnt Owned & Controlled Corporations, National Governemnt Agencies

·         Public contracting business with the Sorsogon State College

 

REQUIREMENTS:

 

Written Request

 

SERVICE SCHEDULES:

 

            Monday to Friday

            8:00 AM to 5:00 PM

 

TOTAL PROCESSING TIME

 

            Ten (10) minutes

 

FEES AND CHARGES

 

            None

 

PROCESS OF AVAILING THE SERVICE

 

2.5.1 Request for copies/ reproduction of documents

 

STEPS INVOLVED

ACTION OF THE RECORDS OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

 

In custody of SSC documents

2 mins

Ms. Elsa Gredoña

Submit the request

Records the request

Reproduce copies

 

Ms. Elsa Gredoña

Receive copy/ copies

Release the copies of documents requested

Keep the original

5 mins

Ms. Elsa Gredoña

 

2.5.2 Receiving, Recording and Routing/ Releasing Communications and Records Disposition

 

STEPS INVOLVED

ACTION OF THE RECORDS OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

 

Receives communication

2 mins

Ms. Elsa Gredoña

 

Records the documents/ communication receives

 

Reproduce copies

 

Ms. Elsa Gredoña

Receive copy/ copies

Release the copies of documents to concerned personnel

 

Using the approved flow of the communication of SSC.

 

Classify, label and appraise documents.

5 mins

Ms. Elsa Gredoña

 

Make a list of all disposable records

 

Ms. Elsa Gredoña

 

Provides safety, confidentiality and orderliness of records and documents.

 

Ms. Elsa Gredoña

 

 

2.6 SUPPLIES SERVICES

 

ABOUT THE SERVICE: The supplies services undertake the receiving, releasing/ forwarding, securing and maintaining the supplies of the College.

 

 

CLIENT GROUPS:

·         Graduates of Sorsogon State College

·         Students who are presently enrolled at Sorsogon State College

·         Faculty & Nopn-Tecahing Personnel

·         Suppliers, Creditors, Bidders

·         Non-Governement Organizations, Local Government Unit, Government Owned and Controlled Corporations, National Government Agencies

·         Public contracting business with the Sorsogon State College

 

REQUIREMENTS:

 

            Written request

            Purchase Request

            Purchase Order

            Delivery Receipt

 

SERVICE SCHEDULES:

 

            Monday to Friday

            8:00 AM to 5:00 PM

 

TOTAL PROCESSING TIME

 

            Ten (10) minutes

 

FEES AND CHARGES

 

            None

 

 

PROCESS OF AVAILING THE SERVICE

 

2.6.1 Receiving the Suplies and other supply disposition.

 

STEPS INVOLVED

ACTION OF THE SUPPLY OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

Present the Delivery Receipt and the Purchase Order and deliver the supplies

Receives the Supplies

5 mins

Mr. Berdin

 

 

Inspect the Supplies

Records the supplies received

 

Mr. Berdin

 

Get a copy of the Delivery receipt duly acknowledged by the Supply Officer

Release the copies of documents to the supplier

 

Using the approved procurement process. Go on the process.

 

Classify, label and appraise the supplies

 

Update the inventory report

5 mins

Mr. Berdin

 

 

Make a list of all supplies available

 

Mr. Berdin

 

 

Provide safety, and orderliness of supplies on stock.

 

Mr. Berdin

 

 

2.6.2 Request for Supplies

 

 

STEPS INVOLVED

ACTION OF THE SUPPLY OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

 

In custody of SSC Supplies

2 mins

Mr. Berdin

 

Submit the request

Records the request

 

See the availability of the supplies

3 mins

Mr. Berdin

 

Receive the supplies

Release the supplies

5 mins

Mr. Berdin

 

 

2.7 HRM SERVICES

 

ABOUT THE SERVICE: The HRMO Office undertakes the hiring and appointment processes and other personnel action and disposition of personnel records.

 

Employment and opportunities in the College are open to all qualified men & women provided that they meet the minimum requirements of the position to be filled.

 

Job vacancies are posted at the Bulletin Boards of the College for the information of all employees as well as the perspective applicants. Applications for employment ashould be submitted to the Office of the President.

 

CLIENT GROUPS:

 

·         Faculty and Non- Teaching Personnel

·         Applicant for Employment

·         Public

 

REQUIREMENTS:

 

·         Application Letter

·         Resume with latest passport size ID picture

·         Photocopy of Certificate of Eligibility/ Eligibilities

·         Photocopy of Transcript of Records

·         Other supporting documents if any

 

SERVICE SCHEDULES:

 

Monday to Friday

            8:00 AM to 5:00 PM

 

TOTAL PROCESSING TIME

 

            2 hours for appointment process

            40 minutes for request of records

 

FEES AND CHARGES:

 

            None

 

PROCESS OF AVAILING THE SERVICE

 

2.7.1 Processing of Appointment

 

STEPS INVOLVED

ACTION OF THE HRMO OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

 

Publication of vacant posisiton

2 mins

Ms. Estur

 

1.      Proceed to the SSC Bulletin Board and check for notice of job vacancies. You may inquire from the HRMO Office.

Answer queries on job vacancies

5mins

Ms. Estur

 

2.      Submit application letter specifying the position applied for together with their requirements. Wait for the notice/ advice from the HRMO Office.l

Search applicants on file/ receive application letter and other requirements sumitted by the applicant to wait for further notice

5 mins

Ms. Estur/

Or HRMO Office Aide

 

Short listing of applications documents submitted.

 

 

 

Setting the PSB meeting

 

 

3.      Submit yourself to a preliminary interview, during which your qualifications will be evaluated. At the end of the interview, you will be notified if you meet the qualification standards necessary for the position. If you are qualified, you will be notified of the schedule interview and assessment of the Personnel Selection Board (PSB)

Conducts Preliminary Interview and evaluates applicant’s qualification. If qualifies, advises applicant of the schedule of interview and assessment to be conducted by the PSB.

1 hour

HRMO

4.      Proceed to the HRMO Office and provide the necessary information needed during the interview to be conducted by the PSB. You will receive a notice of your garnered average rating a few days after the PSB interview/ assessment.

PSB deliberation en banc.

Conducts interview and assessement.

20 mins.

PSB

5.      If you pass the PSB evaluation and are qualified for appointment, you will receive a letter informing you to report to the HRMO office and submit the complete reuqirements for appointment. Upon submission of the requirements, you will be notified of the date of hiring.

Secures requirements and informs applicant of the official date of appointment/ hiring.

 

Preparation of Appointment

30 mins.

Ms. Estur

 

Confirmation of Board of Trustees

 

 

 

Induction of New Appointee/s

 

 

 

Announcement/ Posting of Notice of Appointment

 

 

Receive copy of Apointment

Furnishing Copy to Appointee/s

 

Ms. Estur

Attend the Orientation

Orientation to Government Servce/ Accountabilities of Appointee/s

 

 

 

Submission of RAI with the copy of appointment documents to Civil Service Commission

 

 

 

2.7.2 Requesting for Service Records, Employment Certificate and Accrued Leave Credits

 

STEPS INVOLVED

ACTION OF THE HRMO OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

Submit request in writing

Prepares/ Encodes/ Updates Service Record, Employment Certificate and Accrued Leave Credits Certificate

15 mins

Ms. Estur

 

Print copies, affix/ request the signature of the authorized signatories. Review the content of the documents.

10 mins

Ms. Estur/ Officers

Receive the documents requested

Release of Service Record, Employment Certificate and Accrued Leave Credits Certificate

2 mins.

Ms. Estur

 

2.7.2.1 Updating Leave Credits (A Requisite in the preparation of certificate of leave redits)

 

STEPS INVOLVED

ACTION OF THE HRMO OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

Submit the DTR to immediate supervisor (done every end of the month)

Receive the DTR’s submitted duly signed and approved by the supervisor/ program chair

5 mins

Ms. Estur

 

DTR’s counterchecked based on the employees attendance logbook.

 

 

 

Post the Leave Credits earned, undertime and leave of absence.

 

 

 

Leave Credits balance as of date, vacation and sick leave credits are computed/ updated and posted in the Employees Service Card

 

 

 

2.8.1 LIBRARY SERVICES

 

ABOUT THE SERVICE:

 

Provide students, faculty and personnel access to references and information services. Make available to the students records, books and informative materials which are consistent in conformity with recognized standards of cataloging and classification.

 

CLIENT GROUPS

 

·         Students

·         Faculty

·         Non teaching personnel

·         Public

·         Stakeholder

 

REQUIREMENTS

 

            Libary card/Valid ID

 

SERVICE SCHEDULES:

 

            Monday – Saturday

            No noon break

            8:00 am – 5:00 pm

 

TOTAL PROCESSING TIME:         10 mins

 

FEES  AND CHARGES:       1/hour (students)

                                                50 per day (faculty)

 

 

 

 

 

 

 

 

 

 

PROCESS OF AVAILING THE SERVICE

 

Steps

Involved

Action of the

Librarian

Transaction

Time

Responsble

Person

Office/

Location

1. Appliation of library card.

·     Check the current registration form

·     Students apply for a libary card

 

 

 

5 mins

Librarian

Library Staff

Sorsogon Campus

Library

2. Borrowing of books/other materials

·     Presents the library card

·     Fill up the borrower’s slip and affix your printed name in your book card.

·     Attach book card and library card then give it to the librarian for proper issuance

3 mins/ per student

Librarian

Library Staff

Sorsogon Campus

Library

 

3. Returning of books/other materials.

·     Return books/together with your borrower’s slip to the librarian of library staff.

·     Wait for the confirmation o the book returned through acknowledgement of your name by the Librarian/library staff.

3 mins./ per student

Librarian

Library Staff

 

4. Internet access ervice

·     Validated library card

30 mins/student

1 ½ hours in one semester

Librarian

Library Staff

Sorsogon Capus

Library

 

2.9.1. MEDICAL SERVICES

 

ABOUT THE SERVICE:

 

Provide medical services to students, faculty and non-teaching personnel fo the colelge. To diagnose and treat illnesses among them.

 

            CLIENT GROUPS:

·         Students

·         Faculty and Non-teaching Personnel

 

REQUIREMENTS:

Student ID

Faculty and Non-Teaching Personnel

 

SERVICE SCHEDULES:

 

Monday to Friday 8:00 am to 5:00 pm

 

TOTAL PROCESSING TIME

 

            50 minutes

 

FEES AND CHARGES:        NONE

 

PROCESS OF AVAILING THE SERVICE

 

STEPS INVOLVED

ACTION OF MEDICAL HEALTH OFFICE

TRANSACTION TIME

RESPONSIBLE PERSON

1. Go to the SSC medical clinic; approach the PHN on duty, register in the dispensay log book and provide the necessary information during the interview.  Upon recording your medical data, the PHN wioll refer you to the medical Officer.

Conduct interview, records patient’ nedical data, and refers patient to the Medical Ofice (If necesasry)

15 minutes

Public Health Nurse/Ms . Gonzales

2. Proceed to the Office of the Medical Officer to udnergo examination.  You will be given medical advice, and in cases, requiring medication a prescription will be issued. If your case requires hospitalization, the MDO will refer you to the hospital of choice.

Conduct physical exaination, give medial adice, doctor’s prescription and referrals.

20 minutes

Medica Officer

3. If you have been issued a medical prescription, approach the assigned PHN for the issuance of medicine.

If prescribed medicines are available, the PHN will issue the medicine.

10 minutes

PHN

4. Sign the acknowledgement receipit form

PHN instruct the patient to sign the acknowledgement receipt form

3 minutes

PHN

 

2.10.1 DENTAL SERVICES

 

ABOUT THE SERVICE:

 

Provide dental services to students, faculty and non-teancing personnel of the college. To ensure proper and adquate oral hygiene.

 

CLIENT GROUPS:

·         Students

·         Faculty and Non-Teaching Personnel

 

REQUIREMENTS:

 

            Student ID

            Faculty and Non-Teaching Personnel

 

SERVICE SCHEDULES:

 

            Monday to Friday 8:00 am to 5:00 pm

 

TOTAL PROCESSING TIME

 

            50 minutes

 

FEES AND CHARGES:        NONE

 

PROCESS OF AVAILING THE SERVICE

 

STEPES INVOLVED

ACTION OF DENTAL OFFICER

TRANSACTION TIME

RESPONSIBLE PERSON

1. Go to the SSC Clinic and register your name in the logbook.  As an initial procedure, your blood pressure will be taken and recorded.

    You will be given a call nubmer.  Wait for your number to be called.

Register’s client and records clients blood pressure

15 minutes

Public Health Nurse

2. Proceed to the Dental laboratory to undergo tooth examinatin, tooth extraction (if needed), and/or post-examination extraction.

Performs tooth examination and/or extraction and gives dental care instruction, and issues prescriptiions if needed

30 minutes

Dental Officer

3. If you have been issued a medical prescription, approach the assigned PHN for the issuance of medicine

If prescribed medicines are available, the PHN will issue the medicine.

10 minutes

PHN

4. Sign the acknowledgement receipt form.

PHN instruct the patient to sign the acknowledgement receipt form.

3 minutes

PHN

 

2.11.1. EXTENSION SERVICES – Providing Technical Assistance

 

ABOUT THE SERVICE:

 

The office of the extension Services provided provision for technical assistance on crop and animal production, inland and oastal aquaculture and marine culture.  This technical assistance is provided to clients to help them increase their productivity.

 

            CLIENT GROUPS:

·      Farmers

·      Fisherfold/fishfarmer

·      Othrs

 

REQUIREMENTS:    None

 

SERVICE SCHEDULES:

 

            Monday to Friday 8:00 am to 5:00 pm

 

TOTAL PROCESSING TIME

 

            1 hour

 

FEES AND CHARGES:        NONE

 

PROCESS OF AVAILING THE SERVICE

 

STEPS INVOLVED

ACTION OF DIRECTOR OF EXTENSION

TRANSACTION TIME

RESPONSIBLE PERSON

1. Approach the Director for Extension at SSC to request the appropriate technical assistance.

Briefs clients on the service and its requirements

15 minutes

Dr. Fe Mendoza

2. Submit to interview and proide information if requirested by the Director for Extension

Interview Client

30 minutes

-do-

3. Provide a sketch of the location of your farm/house and take note of the schedule farm visit

Schedule farm visit. Assign representative who has the particular expertise.

 

Prepare the documents for extension services to be provided.

15 minutes

-do-

4. Assist the Director for Extension/representative during the onsite visit. Take note of the advice.

Evaluats Client’s needs and provides the appropriate technial assitant. Have proper documentation.

3 mintues

-do-

 

2.11.2 EXTENSION SERVICES – Conducts Seminar

 

ABOUT THE SERVICE:

 

The office of the Extension Serices conducts Seminars on Organizing & Capability building of Farmers/ Fisherfolks, Women and Youth in connection with the GAD Program of the Goveernment and other Environmental activities.

 

CLIENT GROUPS:

·         Farmers

·         Fisherfolk/farmer

·         Women, Youth, etc.

·         Religious Group

·         Public

 

REQUIREMENTS: Letter of Request addressed to the President of the College through the Office of the Director for Extension.

 

SERVICE SCHEDULES:

 

Monday to Friday 8:00 AM to 5:00 PM

 

TOTAL PROCESSING TIME

 

1 hour

 

FEES AND CHARGES:

 

None

 

PROCESS OF AVAILING THE SERVICE

 

STEPS INVOLVED

ACTION OF DIRECTOR OF EXTENSION

TRANSACTION TIME

RESPONSIBLE PERSON

1.   Submit letter request to the Office of the Director for Extension

Sets the schedule for an on-site validation to confirm the request and notifies the client.

15 minutes

Dr. Fe Mendoza

2.   Extend the necessary cooperation during the validation/confirmation

Conduct visit. Upon validation sets schedule for the Orientation of members

30 minutes

-do-

3. Attend the Orientation and ensure the attendance of all prospective members of the group.

Conduct Orientation. At the en d of the Orientation, assists in the formal organization of the group.

 

Prepare the documents for extension services to be provided (MOA of agreement if necessary)

30 minutes

-do-

4. Set the schedule for the activities.

Assists in scheduling of the requested activities

3 minutes

-do-

 

Conduct the services are requested.

 

Document such activities

 

-do-

 

2.12.1. RESEARCH SERVICES – Interface activities with extension and production for the utilization of completed researches

 

ABOUT THE SERVICE:

 

The office of the Research Services provides provision for technical assistance on crop and animal production, inland and coastal aquaculture and marine culture by using the result of completed researches.

 

CLIENT GROUPS:

 

·         Farmers

·         Fisherfolk/fishfarmer

·         Public

 

REQUIREMENTS:    None

 

SERVICE SCHEDULES:

 

            Monday to Friday 8:00 am to 5:00 pm

TOTAL PROCESSING TIME

 

            1 hour

 

FEES AND CHARGES:        NONE

 

PROCESS OF AVAILING THE SERVICE

 

STEPS INVOLVED

Action of director of research

TRANSACTION TIME

RESPONSIBLE PERSON

1. Approach the Director for Research at SSC to request the appropriate technical assistance.

Briefs clients on the service and its requirements

15 minutes

Dr. Placer

2. Submit to interview and provide information if requested by the Director for Research

Interview Client

30 minutes

-do-

3. Provide a sketch of the location of your farm/house and take note of the schedule farm visit.

Schedule farm visit. Assign representative who has the particular expertise.

15 minutes

-do-

4. Assist the Director for Research/extension/or representative during the onsite visit.  Take Note of the advice.

Evaluates Client’s needs and provides the appropriate technical assistant.  Have proper documentation.

3 minutes

-do

 

 

PLEDGE OF COMMITMENT

 

            WE, THE SORSOGON STATE COLLEGE OFFICIALS AND EMPLOYEES, IN THE SPIRIT OF GENUINE PUBLIC SERVICE, COMMIT TO BE OF SERVICE TO OUR CLIENTS BY CHARRYING OUT OUR SWORN DUTIES AS CIVIL SERVANTS TO THE BEST OF OUR CAPABILITIES, GUIDED BY OUR MISSION TO BE A PREMIER INSTITUION OF HIGHE RLEARNING IN SORSOGON AND BEYOND, WE PLEDGE TO DELIVER THE FOLLOWING SERVICES:

SERVICE

RESPONSIBLE TIME

OFFICE RESPONSIBLE

In General: To provide quality and relevant instruction, conduct and promote scientific and technical studies and extend appropriate knowledge, skills and technologies to the students.

8 hours per day.

Year Round

 

SSC Administration, Dean/Campus Directors, Faculty and non teaching personnel

1. Admission Services – to administer and evaluate incoming students

1 hour and 30 minutes

Admission Office

2. Registrar Office Services – to enroll and release student records

1 hour and 15 minutes for enrolment

52 minutes-student records

Registrar’s Office

3. Cashiering Services – to collect school fees, disburse all types of payments.

30 minutes

Cashier’s Office

4. Accounting Services – to account and record financial transaction of the college and render reports

40 minutes

Accounting Office

5. Records Services – Records, Release Documents, and safekeeping of records.

10 minutes

Records Office

6. Supply Services – receive and release supplies and materials for the use of the college.

10 minutes

Supply Office

7. Human Resource Management Services

2 hrs for apt. process

 

40 minutes for request of records

HRMO Office

8. Library Services – provide books and reading materials to students, faculty and non-teaching personnel.

10 minutes

Librarian

9. Medical Services =- Provide medical services to students, faculty and non-teaching personnel of the college. To diagnose and treat illnesses.

50 minutes

Medical Office

10. Dental Services – Provide dental services to students, faculty and non-teaching personnel of the college. To ensure proper and adequate oral hygiene. 

50 minutes

Dental Office

11. Extension Services – provide provision for technical assistance on crop and animal production, inland and coastal aquaculture and marine culture.

     Conduct Seminars on Organizing and Capability building of Farmers/Fisherfolks, Women and Youth in connection with the GAD Program of the Government and other Environmental Activities.

1 hour

Office of the Director for Extension Services

12. Research – provide interface activities with extension and production for the utilization of completed researches.

1 hour

Office of the Director for Research

 

REDRESS AND FEEDBACK MECHANISM

 

                The Sorsogon State College recognizes the need to serve clients courteously and efficiently from the moment they come for assistance until such time when they secured the services they need. More so, it is encouraged that provision of such services be completed at the earliest time possible with the least burden on the part of the clients.

            If the applicant or client for any reason during the course of securing a particular services may feel the she/ he has not been served as expected, the following actions are encouraged:

A. Report the unfriendly service and provide particulars of the complaint to the Head of Office. The head of Office will then call the attention of the concerned employee.

B. Report to the President of the College the service (s) you find objectionable.

C. Fill out the Customer Feedback Form, which may be obtained from the security post or the Officer of the day post. Drop the accomplished CFF in designated suggestion boxes within the College premises.

A and B maybe done personally/ verbally, through a formal letter, telephone call or through e-mail.

·         If you choose to write a formal letter complaint, you may send youe letter to:

The President

Sorsogon State College

Magsaysay St., Sorsogon City

·         If you choose to air your complaint through telephone call, please refer to the telephone numbers provided in the SSC Officials Directory (see Annex A) and look for the office and / or official concerned;

·         If you choose to send your complaint through electronic mail, you may send to sorsogonstatecollege.edu.ph.com

 

Comments and suggestions aimed at improving policies, programs and services are also welcome.

 

Should you decide to provide personal information such as your name, address, email address, or telephone number, expect a response from the concerned office/s informing you of the actions taken to resolve the issue/s raised within 48hours upon receipt of your comments, or suggestions.

 

 

            NAME                                    POSITION                             SIGNATURE

 

Dr. Modesto D. Detera                       SUC President

Dr. Albert Naperi                                VP for Administration

Dr.  Ritzelda A. Deri                           VP Academic Affairs

Dr. Nilda G. Cielo                              Chief Admin. Officer

Dr. Fe D. Felonia                                Dean – School of Grad. Studies

Dr. Helen R. Lara                               Director – Sorsogon Campus

Mr. Oscar Cariñola                             Director – Bulan Campus

Engr. Oscar Peter Pascual                   Director – Castilla Campus

Mr. Augusto Calabines                       Director – Magallanes Campus

Dr. Virginia Atutubo                          Director – Admission OIC

Dr. Vivien L Chua                              Director – Extension

Dr. Magdalena Ocbian                        Director – Research

Mr.. Erwin Estremera                         Director – Student Services

Dr. Jenet Fuentes                                Director – Quality Assurance

Dr. Tarcela F. Carranza                      Director – Branding and Communication

Engr. Martiniano B. Atun Jr.              Director – Physical Plant and Facilities

Mr. Sergio Deyto                                Director – Production

Engr. Rufo Durian                              Director – Sports and Culture

Mr. Roberto V. Guides                       Director – ICT

Mr. Windy F. Ferreras                        Director – Planning

Mrs. Rosalie D. Labitag                      Director – Finance

Ms. Maria Lourdes G. Barrozo           Registrar

Mrs. Marilou g. Agnote                      Cashier

Mrs. Elsa D. Gredoña                         Records Officer

Mr. Wilfredo D. Berdin                      Supply Officer

Mrs. Ma. Sylisa J. Estur                      HRMO

Dr. Medin J. Nicolas                           Dental officer

Dr. Dealca                                           Medical Officer

Mrs. Erly Perez                                   College Librarian

 

 

 

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