ADMINISTRATION
PPP
COMPLIANCE REPORT
PARAMETER A: ORGANIZATION
SYSTEM-INPUTS AND PROCESSES
S.1 The institution has an organizational structure approved by the Board of Regents/Trustees (BOR/BOT).
S.2. Every office/unit in the organizational structure has functions approved by the BOR/BOT.
IMPLEMENTATION
I.1. The institution is subdivided into administrative units in accordance with the organizational structure.
I.2. The functions, duties and responsibilities of administrative personnel/staff in each unit/office are identified and carried out.
I.3. The BOR/BOT is supportive with the growth and development of the institution.
I.4. The Academic and Administrative Councils exercise their powers and perform their functions.
I.5. The flow of communication among and within units/departments is observed.
OUTCOME/S
O.1. The institution has a well-designed and functional organizational structure.
PARAMETER B: ACADEMIC ADMINISTRATION
SYSTEM-INPUTS AND PROCESSES
S.1. The Dean/Academic Unit Head processes the required educational qualification, experience and other prescribed requirements to administer the college/Academic Unit namely:
S.1.1. holder of baccalaureate and master’s degree in engineering, preferably in the Bachelor of Science in Electrical Engineering;
S.1.2. preferably holder of doctorate degree in engineering or related fields;
S.1.3. minimum teaching experience of not less than five (5) years;
S.1.4. at least five (5) years administrative experience and at least five (5) field experience; and
S.1.5. registered engineer.
IMPLEMENTATION
I.1. The Dean is assisted by Department Chair/s or their equivalent with appropriate/relevant educational qualification and experience.
I.2. The Dean implements a supervisory program.
I.3. The Dean participates in the recruitment and promotion of faculty and support staff.
I.4.1. setting standards and targets;
I.4.2. planning of programs and other related activities;
I.4.3. implementing, monitoring and evaluation of plans, programs and other related activities;
I.4.4. establishing linkages, partnership and networking activities;
I.4.5. providing opportunities professional growth and development of the faculty and staff;
I.4.6. preparing guidelines on the internal administration and operation of the Academic Unit/College; and
I.4.7. preparing guidelines for the proper use and maintenance of facilities, equipment, supplies and materials.
I.5. Definite criteria and procedures in the selection and promotion of the most qualified faculty and staff are observed.
I.6. The Dean, faculty, staff, and students pursue collaborative activities in generating resources and income, and in implementing cost-effective measures.
I.7. The Dean implements policies and procedures on internal administration and operations of the College/Academic Unit.
OUTCOME/S
O.1. The College/Academic unit/college is efficiently and effectively managed.
PARAMETER C: STUDENT ADMINISTRATION
SYSTEM-INPUTS AND PROCESSES
S.1. The institution has an approved and printed Student Handbook/Manual containing policies and guidelines on the following aspects of student life:
S.1.1. admission and retention policies;
S.1.2. registration requirements;
S.1.3. school fees;
S.1.4. academic load;
S.1.5. transfers;
S.1.6. residence, course work, scholastic and graduation requirements;
S.1.7. examination and grading system;
S.1.8. scholarship/grants/assistantships;
S.1.9. shifting and adding/dropping of course;
S.1.10. Code of Conduct and Discipline;
S.1.11. attendance; and
S.1.12. others (please specify)_______________.
IMPLEMENTATION
I.1. Students are provided opportunities to participate in the planning and implementation of activities concerning their welfare.
I.2. Concerned officials, faculty and staff act promptly on requests, needs, and problems of the students.
I.3. The administration, faculty, staff and students work harmoniously and maintain good relationship.
OUTCOME/S
O.1. The institution has an effective and functional Student Administration.
O.2. Policy implementation is efficient.
PARAMETER D: FINANCIAL MANAGEMENT
SYSTEM-INPUTS AND PROCESSES
S.1. The institution has an approved Financial Development Plan (FDP).
S.2. The approved budget is in consonance with the FDP.
S.3. The institution has budgetary allotment for following:
S.3.1. personal services;
S.3.2. Maintenance and Other Operating Expenses (MOOE);
S.3.3. capital outlay; and
S.3.4. special projects.
IMPLEMENTATION
I.1. The Institution maintains a Financial Management Office managed by qualified and competent staff.
I.2. The financial management personnel are responsible for the efficient management of financial resources/funds of the Institution.
I.3. The administrative officials, faculty and student representatives participate in the budget preparation and in the procurement program of the institution.
I.4. The budget of the institution is fairly and objectively allocated.
I.5. The Institution allocates funds for the following student services and activities:
I.5.1. cultural development;
I.5.2. athletic and sports development;
I.5.3. medical/dental services;
I.5.4. library;
I.5.5. student body organization;
I.5.6. guidance and counseling;
I.5.7. improvement of laboratories/shops;
I.5.8. repair and maintenance of facilities equipment;
I.5.9. purchase of new equipment, supplies and materials;
I.5.10. replacement of old unserviceable equipment;
I.5.11. construction of new facilities, as needed;
I.5.12. improvement/expansion of physical plant;
I.5.13. extension/community service; and
I.5.14. disaster and risk reduction;
I.5.15. auxiliary service, etc.
I.6. The budget allotted for specific expenditures indicated in item 1.5 is in consonance with existing policies and guidelines.
OUTCOME/S
O.1. The institution has a sound and effective financial management system.
PARAMETER E: SUPPLY MANAGEMENT
SYSTEM-INPUTS AND PROCESSES
S.1. The Institution has an approved procurement management system in consonance with the Revised IRR of RA 9184 (Goverment Procurement Reform Act).
S.2. The institution has a system for the proper disposal of non-serviceable and condemned equipment, supplies and materials.
S.3. The office has a storeroom for keeping and securing all equipment, supplies and materials purchased.
IMPLEMENTATION
I.1. The Institution maintains a Supply Management Office (SMO) managed by qualified staff with specific functions and responsibilities.
I.2. The Bids and Awards Commitee(BAC) is responsible for the procurement and deliveries of needed equipment, supplies and materials in accordance with the approved Annual Procurement Plan (APP) and Project Procerement Management Plan (PPMP).
I.3. The BAC performs its tasks and responsibilities in accordance with recent procurement policies and official issuances.
I.4. The SMO office prepares, submits and evaluates the annual inventory of serviceable and non-serviceable facilities and equipment.
I.5. All approved requests for procurement are published in the Philippine Government Electronic Procurement System (PhilGEPS).
OUTCOME/S
O.1. The institution has an efficient and effective Supply Management and System.
O.2. All procurement transactions are transparent.
PARAMETER F: RECORDS MANAGEMENT
SYSTEM-INPUTS AND PROCESSES
S.1. The Institution has a system of records keeping.
S.2. The institution has policies and procedures to ensure the security and confidentiality of records.
S.3. Policies and procedures on prompt release of records are in place.
IMPLEMENTATION
I.1. The Institution maintains a Records Management Office (RMO) managed by a qualified Records Officer.
I.2. A records system is installed in offices where it allows access to information needed by concerned parties.
I.3. The Human Resource Management Office(HRMO) maintains accurate, up-to-date and systematic records of faculty and staff.
I.4. The following updated record compilations are made available to concerned parties:
I.4.1. minutes of the Board of Regents/Trustees meetings;
I.4.2. minutes of the faculty meetings, e.g. Minutes of the Academic Council meetings;
I.4.3. faculty/non-teaching personnel individual files;
I.4.4. faculty/non-teaching personnel performance evaluation; and
I.4.5. other records such as:
I.4.5.1. student directory;
I.4.5.2. alumni directory;
I.4.5.3. permanent records of students;
I.4.5.4. reports of Director/Dean;
I.4.5.5. annual reports;
I.4.5.6. accomplishment/progress reports;
I.4.5.7. scholarship records;
I.4.5.8. other statistical data;
I.4.5.9. financial records of students;
I.4.5.10. inventory of property;
I.4.5.11. proceedings of administrative investigation (if any); and
I.4.5.12. other (please specify)____________________.
OUTCOME/S
O.1. The institution has a commendable Records Management System.
PARAMETER G: INSTITUTIONAL PLANNING AND DEVELOPMENT
SYSTEM-INPUTS AND PROCESSES
S.1. The institution has an approved Strategic Development Plan(SDP) available in printed and/or electronic forms.
S.2. There is a system to monitor the implementation of the SDP.
IMPLEMENTATION
I.1. The Institution’s Planning and Development Unit plans, monitors and evaluates planned activities/targets.
I.2. The planning process is a cooperative and participative endeavor of administration, the faculty and the students.
I.3. The SDP is implemented, monitored, evaluated, reviewed and updated regularly.
PARAMETER H: PERFORMANCE OF ADMINISTRATIVE PERSONNEL
SYSTEM-INPUTS AND PROCESSES
S.1.1. competence;
S.1.2. quality of work;
S.1.3. work ethic(punctuality, wise use of time, etc);
S.1.4. creative/innovative ability;
S.1.5. ability to handle internal and external pressures; and
S.1.6. interpersonal relations.
IMPLEMENTATION
I.1. The Institution regularly monitors and evaluates the performance of the administrative personnel.
I.2. The results of performance evaluation of the administrative personnel are utilized:
I.2.1. to improve performance and delivery of eservices; and
I.2.2. for promotion.
OUTCOME/S
O.1. The administrative personnel/ staff have commendable performance.