Quality Policy Manual

Republic of the Philippines
PHILIPPINE STATE COLLEGE OF AERONAUTICS

Piccio Garden, Villamor, Pasay City
QUALITY
POLICY
MANUAL
Authorized by: Approved by:
RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

Executive Quality Management Representative SUC President I
PHILIPPINE STATE COLLEGE OF AERONAUTICS DOCUMENT CODE QM-01-i-01
QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015
SUBJECT FOREWORD
This Quality Procedure Manual (QPM) is a documentation of the

administrative and academic processes in the pursuit of the Vision of the Philippine
State College of Aeronautics as contained in its Five-Year Development Plan to be
the center of excellence in aeronautical education. The Manual contains the
existing procedures in the administrative and academic functions of the College
which are continuously being improved and streamlined to deliver quality service to
its clientele.
The QPM is also a clear manifestation of the desire of the College to comply
with the requirements of Executive Order No. 605 issued by then President Gloria
Macapagal-Arroyo on February 23, 2007 directing all government agencies, such as
the judiciary, legislative, constitutional offices, including local government units,
government-owned and controlled corporations and state colleges and universities
to adopt the ISO 9001:2008 Quality Management System.
The Manual likewise contains policies and guidelines in executing and

delivering the services to provide transparency and understanding of the expected
final outputs. It clearly carries out the how to’s and what to do’s of clients to save
time, efforts and money while transacting business with the College.
The policy statements contained herein are better spelled out in terms of
step by step procedures to make it easy for the students and other clientele to get
the service that they need from the school. The Manual describes the Quality
Management System, defines authorities, interrelationships and responsibilities of
people within the System. It provides references for all the activities comprising the
Quality Management System to ensure compliance to the requirements of ISO
9001:2008.
BERNARD R. RAMIREZ. Ed. D.

SUC President I

PHILIPPINE STATE COLLEGE OF AERONAUTICS DOCUMENT CODE QM-01-ii-02
SUBJECT TABLE OF CONTENTS
Section Subject Title Page

i. FOREWORD 1
ii. TABLE OF CONTENTS 2
iii. MANDATE, VISION, MISSION AND GOALS 6
Quality Management System Documentation 7
Document Control Procedures 10
Procedures on Control of Records 12
1.0
Quality Quality Planning 13
Management Internal Quality Audit Procedures 15
System
Procedures Management Review Procedures 19
Procedures in Designating Internal Quality Auditors 21
Corrective Action Procedures 22
Preventive Action Procedures 24
ACADEMIC PROCEDURES
Admission Procedures 26
2.1 Admission Procedures for Foreign Students 28
Admission
Services Scholarship Procedures 29
Procedures for Qualifying Examination/Skill Testing
Evaluation 32
Enrolment Procedures 33
Procedures in the Promotion of Students 37
2.2 Procedures in Applying for Graduation 38
Office of the Procedures in the Deliberation and Approval of Candidates
Registrar for Graduation 39
Procedures in the Identification and Traceability of
Students and Graduates’ Records 40
Procedures in the Issuance of TOR/Diploma 41
Procedures for Application for Leave of Absence of Students 42
Procedures in Requesting School Credentials 43
Procedures in Adding and Changing of Subjects 44
Procedures in Dropping Subject/s 46

PHILIPPINE STATE COLLEGE OF DOCUMENT CODE QM-01-ii-03
AERONAUTICS
QUALITY PROCEDURES MANUAL EFFECTIVITY DATE
25 August 2015

Curriculum Program Process 47
Procedures in Preparation of Course Syllabus 50
Faculty Loading Procedures 52
Examination Procedures 54
2.3 Student Research / Thesis Procedures 56
Institutes Grading System 58
Procedures in Change of Grades 60
Procedures in Completing the Incomplete Grades 61
Classroom Management 62
Procedures in Applying for On-the-Job Training 63
Guidance Services Procedures 65
Procedures in the Conduct of Orientation to Freshmen and
Transferees 66
Procedures in Determining Students’ Satisfaction 67
Procedures in Handling Misdemeanor/Erring Students 68
Procedures in Handling Minor and Major Offenses 69
Procedures for the Application for Accreditation of Student
Club/Organization 71
2.4 Procedures for the Processing of Permit for Activities
Student Sponsored by a Student Organization 72
Affairs Procedures for the Withdrawal of Funds by a Student
Organization 73
Procedures in Handling Student Related Activities 75
Procedures in the Conduct of Student Activities Sponsored
by an Accredited Student Organization 76
Procedures in Applying for Uniform Exemption Permit 77
Procedures in Applying for Replacement of Lost I.D. 78
Procedures for Posting of Announcements and Information
Bulletins 79
2.5 Procedures in Walk-in Medical Consultation 80

Medical Procedures for Semestral Routine Physical Examination for
Clinic New Students 81
Services Procedures for Semestral Routine Physical Examination for
Old Students 82

QUALITY PROCEDURES MANUAL EFFECTIVITY 25 August 2015

DATE

Procedures for Administering Treatment in Case of
Accident or Emergencies 83
Procedures for the Issuance of Medical Certificates for
Different Cases 84
2.6
Library Library Procedures 85
Services
Procedures for the Conduct of College Activities/
Performances 88
2.7
Cultural Procedures for the Recruitment of CAU Member 89
Affairs Procedures for the Approval of Outside Performances/
Seminar Workshop/Training and or Outside
Competition 90
2.8 Procedures for the Recruitment of Athletes 91
Sports Procedures for the Approval of Friendly Games, Tune-up
Development Games and/or Outside Competitions 92
2.9 Research Procedures 93

Research Procedures for Submission of Textbook/Instructional
Materials 94
2.10
Extension Services Procedures 95
Extension
2.11
Auxiliary Auxiliary Service Procedures 96
Services
ADMINISTRATIVE SERVICES
Recruitment Procedures 99
Procedures in Hiring Contract of Service (COS) Faculty
Personnel 101
Procedures in Hiring Contract of Service (COS)
3.1 Administrative Personnel 102
Human Procedures in Availing Faculty and Staff Training
Resource Scholarship Grants 103
Management Procedures in Determining Competence of Faculty and
Staff 104
Procedures in Availing Faculty and Non-Teaching
Development Programs 105
Procedures in Handling Complaints from Faculty and
Administrative Employees 106


25 August 2015
3.2
Records Records Office Procedures 107
Management
3.3 Procurement Procedures of Supply Office for Local
Supply Office 110
Transaction
Procedures on the Use of College Vehicles 113
Procedures in College Vehicle Preventive Maintenance 114
Procedures in the Use of College Facilities 115
3.4
General Procedures in the Repair and Maintenance 116
Services Procedures in the Regular Cleaning 117
Procedures in Equipment Regular (Aircon) Maintenance 118
Procedures in Electrical Equipment and Device Regular
Maintenance 119
FINANCE SERVICES
4.1
Budget Budget Procedures 120
Services
4.2
Cash Procedures for Collections and Deposits 122
Collection
Procedures for Disbursements by Checks 124
Procedures for Disbursements by Cash – Payment for
4.3 Payroll and Other Expenses 127
Cash Procedures for Disbursement through Bank- Payroll
Disbursement Payment 128
Procedures for Disbursement through Bank Petty Cash
Fund 129
4.4
Procedures in the Preparation and Submission of Trial
Accounting 133
Balance And Other Reports
Services

PHILIPPINE STATE COLLEGE OF AERONAUTICS DOCUMENT CODE QM-01-iii-06
SUBJECT MANDATE, VISION, MISSION AND GOALS
MANDATE
The College shall primarily provide professional and advance technological

training in the preparatory field of aeronautics and liberal arts. It shall also
provide research and advance studies and progressive leadership in aeronautics.
Towards this end, the College shall ensure maximum contribution of its
educational resources to the realization of the goals of national development
through coordination with other agencies within the context of free and democratic
processes.
VISION
PhilSCA is a leader institution committed to the scientific and technological

advancement of aeronautical sciences responsive to the dynamic and emerging
demands for world-class professionals of the industry.
MISSION
To produce world-class aeronautics professionals imbued with commitment,

excellence, responsibility and integrity through advance level of instructions and
research.
GOALS & OBJECTIVES
The programs and projects of the College shall be undertaken in such a

manner as to reflect its aspiration to be the center for:
1. Professional and advanced technical training in the field of aeronautics

and liberal arts;
2. Research and advanced studies; and
3. Progressive leadership in its field of specialization as mandated by its

Charter.
In view of the above, the College shall strive to implement programs and
projects that shall:
1. Transmit and disseminate knowledge and skills relevant to the manpower

needs of the country;
2. Discover and disseminate new knowledge/technology needed for the
development of the country;
3. Enhance, preserve and disseminate national culture and sports; and
produce progressive leaders, trained, skilled and semi-skilled manpower
for national development.

PHILIPPINE STATE COLLEGE OF AERONAUTICS DOCUMENT CODE QM-01-1.0-07
SUBJECT QUALITY MANAGEMENT SYSTEM DOCUMENTATION
1. The PhilSCA Quality Management System (QMS) is documented in three (3)

levels:
1.1. Quality Policy Manual - Level 1

1.2. Quality Procedures Manual - Level 2
1.3. Quality Standard Forms Manual - Level 3
2. The Quality Management System (QMS) Manual is prepared by the

Management Review Committee composed of the following:
2.1. SUC President I

2.2. Vice-President for Academic Affairs
2.3. Vice-President for Administration & Finance
2.4. Director for Research & Development Services
2.5. Director for Extension Services
2.6. Director for Auxiliary Services
2.7. Deans of ILAS/ICS/InET/Student Affairs
2.8. Campus Directors of MBEAB/FAB/BAB Campus
2.9. Documentation Committee
2.10. Team Leader, Internal Audit Committee
2.11. Executive Quality Management Representative (EQMR)
3. The EQMR is responsible for the maintenance of the QMS. He shall be the
holder of the Master copy of the Manual and other related documents. A
Manual distribution list shall be maintained and updated by the EQMR.
4. The Board of Trustees (BOT) is responsible for the approval of the QMS
Manual. The SUC President I shall implement the QMS.
5. The EQMR is responsible in ensuring that obsolete copies of the QMS are
prevented from use. He shall likewise be responsible that all issued copies
are distributed.
6. The Master Copy of the Manual describes the manner of distribution

through the Distribution List which is also attached in each copy of the
Manual. The face of the Manual shall reflect the following details:
6.1. Title of the Manual

6.2. Level Number of the Manual
6.3. Issue Number of the Manual
6.4. Assignee of the Manual
6.5. “Controlled Copy” in watermarks

7. The Manual Number refers to the controlled copy issued and distributed as
follows:
7.1. Executive Quality Management Representative (EQMR)- Master Copy

7.2. SUC President I - Copy No. 2
7.3. VP for Academic Affairs - Copy No. 3
7.4. VP for Administration & Finance - Copy No. 4
7.5. Dean, Institute of Graduate Studies - Copy No. 5
7.6. Dean, Institute of Engineering & Technology - Copy No. 6
7.7. Dean, Institute of Computer Studies - Copy No. 7
7.8. Dean, Institute of Liberal Arts & Sciences - Copy No. 8
7.9. Director, PhilSCA Flying School - Copy No. 9
7.10 Dean, Office of Student Affairs - Copy No. 10
7.11 Director, Research & Development Office - Copy No. 11
7.12Director, Extension Services & GAD - Copy No. 12
7.13Director, Auxiliary Services - Copy No. 13
7.14Director, Basa Air Base Campus - Copy No. 14
7.15Administrative Supervisor, BAB Campus - Copy No. 15
7.16Academic Supervisor, BAB Campus - Copy No. 16
7.17Director, Fernando Air Base Campus - Copy No. 17
7.18Administrative Supervisor, FAB Campus - Copy No. 18
7.19Academic Supervisor, FAB Campus - Copy No. 19
7.20Director, BGBNEAB Campus - Copy No. 20
7.21Administrative Supervisor, BGBNEAB Campus- Copy No. 21
7.22Academic Supervisor, BGBNEAB Campus - Copy No. 22
7.23Director, Administrative Services - Copy No. 23
7.24Director, Finance Services - Copy No. 24
7.25Chair, Documentation Committee - Copy No. 25
7.26Certifying Body - Copy No. 26
7.27 Internal Audit Committee - Copy No. 27
8 No part of the Manual shall be revised without the proper authorization and
approval from the College EQMR.
9 The EQMR shall ensure that documentation and data are approved prior to
use, the revision status of the documented quality system are disseminated
and changes are issued to all concerned, and that obsolete documents and
data are prevented from use.
10 The EQMR shall ensure that all forms and data generated by the Quality
Management System are properly identified using the appropriate coding.

The Quality Procedures Manual will be using the Code QM and

follows an alpha numeric coding system.
The first 2 digits represent revision status; the next 2 digits

represent page number and the last 2 digits represent the number of
pages of sub-section.
Example: QM-00-1.0-01
QM - Quality Procedures Manual

00 - Revision, i.e. Zero
1.0 - Section/Sub-section number
01 - Page Number (chronological numbering of the
Manual)
11 The use of Centralized Quality Standard Forms is to be documented and

released by the Head of Offices in the Main Campus and by the Campus
Directors using the code in the series number:
V – Villamor (Main) Campus

B - Basa Air Base Campus
F - Fernando Air Base Campus
M – Brig Gen Benito N Ebuen Air Base Campus
Example: Document Title: Requisition & Issue Slip
PhilSCA SO Form 3
Series No.: 14-00-M
For the Alphanumeric Series No.: the first two digits represent the
Fiscal Year, second set of two-digit stand for revision number followed by the
letter code for the specified campus

SUBJECT DOCUMENT CONTROL PROCEDURES
1. All documents and data that are related to the implementation of the
established Quality Management System shall be controlled, reviewed and
authorized by the Executive Quality Management Representative (EQMR) for
adequacy prior to issue and use.
1.1. New documents/forms

1.1.1. The proponent of the new document discusses it with the
EQMR to determine whether or not it is relevant to the Quality
Management System.
1.1.2. If the document is found to be relevant, the EQMR issues the
Document Data Change (DDC Form 1) to the proponent who
shall fill it up with appropriate information and affix signature.
1.1.3. The proponent returns to the EQMR the filled up DDC Form 1
with a clean draft copy of the new document.
1.1.4. The EQMR submits the DDC Form 1 to the SUC President I for
approval, who shall affix his signature in the form.
1.1.5. Upon approval of the SUC President I, the EQMR approves the
reproduction of the form by affixing his signature in the DDC
Form 1 and forward the same to the Document Custodian for
the assignment of a Document Code.
1.1.6. The Document Custodian shall log it to the Document Change
Control Log Sheet (DDC Form 3), reproduce and distribute to
offices concerned.
1.2. Document Change(s)

1.2.1. The proponent of the changes discusses with the EQMR the
proposed change to determine its relevance to the QMS.
1.2.2. If the EQMR finds the change relevant, he/she shall issue the
DDC Form 1 to the proponent who shall fill it up with
appropriate information needed.
1.2.3. The proponent submits the filled up DDC Form 1 with the
clean draft of the document reflecting therein the change(s),
highlighted, to facilitate identification of change(s), to the
EQMR.
1.2.4. The EQMR shall submit the DDC Form 1 to the SUC President
I for approval.
1.2.5. Upon approval of the SUC President I, the EQMR approves the
reproduction of the documents by affixing signature on the
DDC Form 1 and forwards the same to the Document
Custodian.

SUBJECT DOCUMENT CONTROL PROCEDURES
1.2.6. The Document Custodian shall indicate in the document the

revision status and effectivity date of the change(s) in the
document.
1.2.7. The Document Custodian shall log to Document History Form
(DDC Form 2), reproduce and distribute to offices concerned.
1.2.8. The Document Custodian shall retrieve the superseded
document and mark it with “obsolete” to preclude use.
1.2.9. A copy of the marked “obsolete” document shall be retained for
reference purposes only by the Document Custodian.
2. Documents required and identified in the PhilSCA Quality Management

System shall be controlled according to the requirements set in the
standard:
2.1. Ensure that relevant versions of documents are available at points of

use;
2.2. Ensure that documents remain legible and readily identifiable and
retrievable; and
2.3. Ensure that documents are reviewed and approved prior to issue and
use.
3. The Document Custodian records in the Master List of Quality Records (DDC
Form 6) the external documents and distributes them to the office
concerned.
4. QMS Manuals are provided with a copy number to identify the authorized
holder of the Manual. In case the Manual is lost,
4.1 The authorized holder shall immediately report to the EQMR the loss of
the document;
4.2. The EQMR shall inform the Document Custodian who shall then
declare the lost Manual as “Lost and Obsolete” in the Distribution List
of Manuals and in the Master List of Obsolete Documents to prevent
its use in case recovered/retrieved;
4.3. A new Manual shall be issued to the authorized holder replacing the
lost manual with a new copy number following the sequence of the
number of manuals issued.
5. Holders of controlled documents shall be responsible for the storage and

protection of these documents to prevent loss and damage.

SUBJECT PROCEDURES ON CONTROL OF RECORDS
1. Records are documents/data which serve as objective evidence of activities

performed or results achieved in the implementation of the QMS or evidence
of conformity to any statutory and regulatory requirements.
2. Records shall remain legible, readily identifiable and retrievable.
3. An organization must control the documentation.
4. It is the concern of all PhilSCA teaching and non-teaching personnel to

exercise control of records as required in the exercise of his/her respective
duties and responsibilities.
4.1. Incoming and outgoing communications shall be properly recorded

and disseminated in accordance with the communication flow
maintained and established by the College.
4.2. Each campus shall define and maintain a communication flow chart.
4.3. Records shall be kept in filing/storage cabinets properly labelled.
4.4. Electronic data, if possible, shall be maintained to protect records

from fire and other similar calamities.

DOCUMENT CODE QM-01-1.0-13
25 August 2015
PROCEDURES IN THE REPRODUCTION OF CONTROLLED

SUBJECT
DOCUMENTS
1. All documents contained in the Quality Management System Manuals are

controlled and cannot be reproduced or xeroxed unless those have been duly
declassified.
2. Request for copies of the controlled documents should be in proper letter

format addressed to the Executive Quality Management Representative.
3. There shall be no alteration or changes made in the declassified document.
4. Any improvement or changes in the document should be in accordance with

the Document Control Procedures (QM-01-1.0.11) dated 25 August 2015.

SUBJECT QUALITY PLANNING
1. The Quality Policy sets out the PhilSCA Vision, Mission and Goals. The
policies in the QMS may be extracted, published and placed in accessible
areas within the College as an uncontrolled copy. This shall provide the
PhilSCA personnel, second party personnel such as suppliers, and third
party personnel such as the certifying/accrediting bodies the information on
its intent to render quality service to its clientele.
1.1. The Quality Policy shall be posted in a conspicuous area for wide
dissemination and information to the PhilSCA employees and
students.
1.2. Quality objectives are formulated addressing the needs of the

industry.
1.3. Quality objectives are defined in each campus in accordance to their

course offerings.
1.4. Conferences and meetings are conducted to discuss plans and

programs of the College.
1.5. In-house seminars/workshops are held to tackle latest issues and

trends of the curriculum, enhancement of faculty and staff.
1.6. Latest issuances relative to the curriculum are disseminated to

update the academic community on latest trends.
2. Management Review Committee meeting is conducted every semester to

assess and review performance and inputs against established policies and
standards.
3. The needs of customers, end-users, people in the organization and suppliers

are identified as basis for appropriate action/continual improvement of the
system.

SUBJECT QUALITY PLANNING
4. Job awareness shall be enhanced and responsibilities be properly

disseminated.
1.1. Each staff is issued a copy of their Job Description duly confirmed.
1.2. Every personnel is provided with the opportunity to present

suggestion for the improvement of performance and to provide ideas
for the continual improvement of the Quality Management System
through the department head.
1.3. Deans, Directors/Campus Directors, Unit Heads will discuss with the
College Vice-Presidents their plans and programs.
1.4. There must be regular follow-up of accomplishments by the College

officials.
5. There must be continuous upgrading of staff especially those whose functions

affect quality.
6. There shall be evaluation through Internal Quality Audits to verify the

effectiveness in the implementation of the Quality Management System and
conformance to the established standards and to the statutory and regulatory
requirements.

EFFECTIVITY DATE
QUALITY PROCEDURES MANUAL 25 August 2015
SUBJECT INTERNAL QUALITY AUDIT PROCEDURES
1. The EQMR and the Internal Audit Committee shall establish the audit
program which covers the following:
1.1. Objectives and Extent
1.2. Responsibilities
1.3. Resources
1.4. Procedures
The audit program shall be prepared prior to the scheduled internal audit
each year and submitted to the SUC President I for approval.
2. A pre-audit meeting shall be conducted by the EQMR and Internal Audit

Committee upon the approval of the SUC President I. Inputs to the meeting
shall include the following:
2.1. Establishment of the audit plan, objectives and extent of the audit;
2.2. Communication of the audit program to relevant parties;
2.3. Coordination and schedule of audits;
2.4. Establishment and maintenance of a process for the evaluation of
auditors and their continual professional development;
2.5. Selection of audit teams, appointment of team leaders and
identification of work requirements;
2.6. Provision of necessary resources to the audit teams;
2.7. Ensure that the conduct of audit is in accordance to the audit
program;
2.8. Preparation of work documents and control of records of the audit
activities;
2.9. Review/approval and distribution of audit reports to the specified
parties; and
2.10. Formulation of checklist.
3. Records shall be maintained to demonstrate the implementation of the audit

program and shall include the following:
3.1. Records related to individual audit

3.1.1. Audit plans
3.1.2. Audit reports
3.1.3. Nonconformity reports
3.1.4. Corrective and preventive reports, if applicable.

3.2. Records related to audit personnel covering subjects such as:
3.2.1. Auditor’s competence and performance evaluation;

3.2.2. Audit team selection;
3.2.3. Maintenance and improvement of competence.
4. The implementation of the audit program shall be monitored and reviewed

by the Management Review Committee (MRC) at least yearly, after every
Internal Audit to assess whether objectives have been met and to identify
opportunities for improvement. The results shall be reported to the top
management.
5. A notice of the audit shall be furnished to the Vice-Presidents at least one (1)
week before the scheduled audit.
6. Conduct of the Audit:
6.1. Every audit shall be numbered sequentially to facilitate monitoring

and referencing, such as IQA No. 01-14 which means 01 is the first
audit, 14 is the last two digits of the Calendar Year 2014. Thus, 01-
14 means the first Internal Quality Audit for Calendar Year 2014.
6.2. Internal Quality Audit shall be conducted at the beginning of every

semester.
6.3. An opening meeting shall be held with the auditee’s management or

where appropriate, those responsible for the functions or processes to
be audited.
6.4. The meeting should be formal and reports of the attendance should be
kept. The meeting should be chaired by the audit team leader.
6.5. The audit team shall confer periodically to exchange information,

assess audit progress and reassign work between the audit team
members as needed.
6.6. Guides and observers may accompany the audit team but are not part
of it. They should not influence or interfere with the conduct of the
audit.

EFFECTIVITY DATE
6.7. Information relevant to the audit objectives, scope and criteria

including information relating to interfaces between functions,
activities and processes should be collected by appropriate sampling
and should be verified. Audit evidence should be recorded. Methods
to collect information: interviews, observation of activities and review
of documents.
7. A closing meeting chaired by the Audit Team Leader should be held to

present the audit findings and conclusions in such a manner that they are
understood and acknowledged by the auditee, and to agree, if appropriate,
on the time frame for the auditee to present a corrective and preventive
action plan. Participants in the closing meeting shall include the auditee
among other parties. Minutes and attendance should be kept.
8. Any diverging opinions regarding the audit findings and/or conclusions

between the audit team and the auditee should be discussed and if possible,
resolved. If not resolved, all opinions should be recorded.
9. The Audit Team Leader should be responsible for the preparation of the
contents of the audit report. The audit report should provide a complete,
accurate, concise and clear record of the audit. Format follows IQA Form 2
and should include the following:
9.1. The Audit Objectives

9.2. The Audit Scope, Organization, Functional Units or processes
audited, the time period covered
9.3. Identification of Audit Client
9.4. Identification of Audit Team Leaders and Members
9.5. The dates and place where on-site audit activities were conducted
9.6. The audit criteria
9.7. The audit findings
9.8. The audit conclusions.
10. The audit report is approved by the Team Leader and acknowledged by
the management of the organization. Both affix their signatures in the
designated areas in the report.

11. The audit report should be issued within the agreed time frame to the
management/VPs. If this is not possible, the reasons for the delay
should be communicated to the audit client and a new issue date should
be agreed.
12. Audit Program records should be maintained.
13. An audit follow up is to be scheduled to assess whether corrective actions

have been implemented and found to be effective.

SUBJECT MANAGEMENT REVIEW PROCEDURES
1. The Management Review Committee (MRC) shall convene at least once every
semester or when there exist an urgent need to review the Quality
Management System’s adequacy and effectiveness and to assess
opportunities for improvement and the need for changes in the QMS
including the quality policy and quality objective.
2. Inputs to the MRC meetings shall include any decisions and actions related
to:
2.1. Results of the internal and external audits;

2.2. Customer feedback;
2.3. Process performance and product conformity;
2.4. Status of preventive and corrective action;
2.5. Follow-up actions from previous MRC meetings;
2.6. Changes that could affect the QMS;
2.7. Recommendations for improvement; and
2.8. EQMR Report.
3. The outputs from the MRC meetings shall include any decisions and actions
related to:
3.1. Improvement of the effectiveness of QMS and processes;

3.2. Improvement of services related to customer requirements;
3.3. Identification of resources needed.
4. The College President upon recommendation of the EQMR or by his own

initiative, conducts MRC meetings. The College President shall chair the
MRC meetings.
5. The EQMR shall prepare a summary of the reports pertaining to the

implementation, adequacy and effectiveness of the QMS and other
information mentioned in No. 2.
5.1. The report shall contain the applicability, persons responsible, status
of actions and decisions taken, and the target date of completion of
actions/decisions.
5.2 The report shall be submitted to the College President. If necessary,

copies shall be furnished to the members of the MRC in advance.

SUBJECT MANAGEMENT REVIEW PROCEDURES
6. Notice of meeting shall be issued at least one (1) week before the schedule.
7. The MRC Chairman appoints/designates an MRC Secretary who shall take

the minutes of the meeting and provide copies of the minutes to the MRC
members.
8. A follow-up on actions taken shall be made by the EQMR or his designated

representative based on the scheduled target for completion to check the
compliance of the action.
9. Updates shall be noted and to be included in the status summary report of

the EQMR and to be submitted to the College President for discussion
during the next MRC meeting.

SUBJECT PROCEDURES IN DESIGNATING INTERNAL QUALITY AUDITORS
1. The Management Review Committee Chairman designates the Internal

Quality Auditors (IQA).
2. The criteria for Internal Quality Auditors (IQA) and the Audit Team
Leaders/Lead Auditors are:
2.1. At least a BS degree holder;
2.2. At least three (3) years experiences in government service;
2.3. Must have attended an ISO Internal Quality Auditor Course 9001-
2008 or in-house training; and
2.4. For Audit Team Leader/Lead Auditor – must have attended a Lead
Auditor’s Course or attended any Quality Assurance
Training/Seminar.

SUBJECT CORRECTIVE ACTION PROCEDURES
1. An initiator (anyone within the organization or an independent assessor who

identifies a problem in the work process) may find a deficiency in the Quality
Management System or work process.
1.1. Deficiencies can be identified through the internal or external audits,

by observing the employees at work, or from students’ feedback, or
through interviews and review of documents.
1.2. The initiator may ask for CAR/PAR Form 01 from the Documentation
Committee and fills it up stating the non-conformance identified.
1.3. The Documentation Committee log the request in the Corrective
Action Log Sheet.
1.4. Lead Auditor brings the copy of the CAR/PAR Form 01 to the EQMR.
2. The requested party to whom the CAR is addressed takes action based on
the request.
2.1. If the nature of the corrective action is urgent, the requested party
may fill out the forms after action is taken, otherwise, the requested
party fills out the CAR/PAR Form 01 with the identified root –cause
and the corrective action to be taken.
2.2. The person responsible to undertake the corrective action is to be
identified. The target date of completion is to be specified.
2.3. The corrective action shall be taken up during campus management
review.
3. The EQMR after the audit evaluates the corrective action to be taken if it is
adequate to prevent future recurrence of the problem. If the matter is
beyond the capacity of the EQMR, he/she shall refer the matter to the SUC
President I.
4. The implementation and effectivity shall be done during the next IQA or by
the independent auditors within the campus after the target date of
completion. The auditor covers the CAR if found to be effective. If the action
taken is inadequate, he/she requests another corrective action from the
requested party to act on the problem.

SUBJECT CORRECTIVE ACTION PROCEDURES
4.1. The EQMR has the option to recommend directly to the SUC President
I for corrective action those requests which were not acted by the
requested party within 30 days after the issuance date.
4.2. If corrective actions for a certain EQMR have been exhausted and still
have been found to be inadequate, the EQMR will forward the CAR to
the Management Review Committee for deliberation and decision.

SUBJECT PREVENTIVE ACTION PROCEDURES
1. Identification of a possible or potential problem.
1.1. The initiator identifies an area where a possible or potential problem

may be present.
1.2. He/she discusses this with the EQMR to ask assistance on what and
how to gather data or information to support his/her claims that a
possible or potential problem may be present.
1.3. After the initiator has gathered the data, he/she asks for CAR/PAR
Form 01 and fills up the form and attaches the necessary data
gathered and submits the same to the Documentation Committee
which in turn records appropriate entries in the Preventive Action Log
Sheet.
2. The EQMR reviews the report and data gathered in coordination with other
personnel identified by him who may be able to help formulate action plans.
2.1. The group must agree on what action plan is to be taken.

2.2. The EQMR summarizes the action to be taken, completion data and
the schedule of the follow up discussion to monitor the progress of the
action plan implementation.
2.3. If there are problems in the formulation of action plans, the EQMR
has the option to refer the matter to the SUC President I.
3. Implementation of the action plan as agreed.
3.1. The concerned personnel identified to implement the action plan

undertake the necessary measures as agreed.
3.2. Any problem in the implementation may be discussed in another
meeting, be it formal or informal, to clarify the implementation plan.
4. Follow up on the implementation of the action plan.
4.1. The EQMR makes a follow up with concerned personnel on the

implementation.
4.2. If a problem exists in the implementation and when needed, the
EQMR may refer it to the SUC President I.

SUBJECT PREVENTIVE ACTION PROCEDURES
5. Close out the Preventive Action
5.1. The EQMR initiates the meeting to follow up progress of the action
taken as agreed upon.
5.2. The same persons who formulated and finalized the preventive actions
to be taken shall attend the meeting.
5.3. The group must agree whether the action taken is effective or not.
5.4. If not effective, the initiator will file another PAR so that another
action plan will be formulated. In this case, preventive action will not
be closed but notations will be written that another PAR is filed for
another action plan.
5.5. If a problem occurs before the closing out of the preventive action
taken, a CAR request will be filed following the Corrective Action
procedure.

SUBJECT ADMISSION PROCEDURES
1. Conduct information dissemination of curricular offerings, schedule of

entrance examinations, its requirements and required fees through:
1.1. Information Caravan through distribution of flyers to the public;

1.2. Answering queries through phone calls and SMS;
1.3. Attending/visiting high schools for Career Guidance programs; and
1.4. Mass media (On-line community, College websites, Journals and
Newspapers)
2. For academic entrance examination, the applicant must submit the following
requirements:
Freshmen:
Photocopy of the following:

High School Card of Last Grading Period
Certificate of Good Moral Character
2 pcs 1x1 Latest Colored Picture (for Admission Test)
P300.00 Examination Fee
Transferees:
Photocopy of the following:

Transcript of Record (for evaluation purposes)
Certificate of Good Moral Character
2 pcs 1x1 Latest Colored Picture (for Admission Test)
P300.00 Examination Fee
A General Weighted Average of 85.0% is required for BSAeroE and BSAT

enrollees, and 75% for all other courses.
3. Must pass the PhilSCA Admission Test.
4. The applicants file their application forms to the Admission Office.
4.1. Fill up the application form for entrance examination and present it
together with the requirements to the Admission Office.
4.2. Pay the admission test fee at the Cashier’s Office. (Testing fee is non-
refundable.
4.3. Present the Official Receipt of payment, accomplished application form
and requirements for the issuance of examination permit.

SUBJECT ADMISSION PROCEDURES
4.4. Walk-in applicants are accepted on case-to-case basis.

4.5. Take the examination as scheduled.
4.6. The Guidance Office will administer the test and the results are
forwarded to the Admission Office for information dissemination.
4.7. Claim an admission slip on a scheduled date from the Admission Office.
5. Credentials for Enrolment:
5.1. Student applicants must present their original copy of report card or
the Transcript of Records from the school last attended.
5.2. For the transferees, they must present a copy of their Transcript of
Records for further evaluation. Subjects to be accredited must not
exceed 30% of the total number of units prescribed in the curriculum.
5.2. Original copy of NSO version of Birth Certificate;
5.3. Chest X-ray and Drug Test Result for issuance of Medical Certificate by
College Physician;
5.4. Certificate of Good Moral Character from the school last attended;
5.5 Four (4) copies of the recently taken 2x2 pictures
5.6 Certificate of Honorable Dismissal for transfer students.

SUBJECT ADMISSION PROCEDURES OF FOREIGN STUDENTS
Foreign students may be admitted to the College to any program of their

choice provided they complied with all the specified requirements and followed
these procedures:
1. Fill up the application form for the entrance examination.
2. Pay the admission test fee at the Cashier’s Office. (Testing fee is non-
refundable.
3. Present the Official Receipt of payment and submit the accomplished

application form together with the following requirements to the Admission
Office for the issuance of examination permit:
a. Original Transcript of Records/Transfer Credentials

b. Personal Data
c. Affidavit of Support
d. Alien Certificate of Registration (ACR)
e. Student Visa
f. Security Clearance from his/her embassy
g. Resident Guarantor of his/her character
h. Must meet all prescribed requirements by the Department of
Foreign Affairs and Bureau of Immigration
4. Take the examination as scheduled.
5. The Guidance Office will administer the test and the results are forwarded to
the Admission Office for information dissemination.
6. Upon passing the admission examination; claim an admission slip on a

scheduled date from the Admission Office.

SUBJECT SCHOLARSHIP PROCEDURES
1. Submit the following requirements to the Scholarship Coordinator and get

an application form for specific scholarship program such as:
I. Academic Scholarship Program
1. Entrance Scholarship (for Class Valedictorian/Salutatorian/First

Honorable Mention)
a. Certification as Valedictorian/Salutatorian/First Honorable
Mention
b. Resume with 2” x 2” picture
2. Institutional Scholarship Program
a. Certification of Grades signed by the Registrar

b. Photocopy of current Registration Form
II. Non-Academic Scholarship Program
1. Student Assistants
a. Letter of Intent signed by the parents/guardian

b. Certificate of Indigency issued by the DSWD or the Barangay of
residence
c. Updated Resume with 2 x 2 colored picture in white background
d. Proof of family income or a copy of parents’ Income Tax Return
(ITR)
e. Original copy of evaluation of grades issued by the College
Registrar (old students) or Certified True Copy of F138 (HS Card)
for incoming freshmen
f. Certificate of Good Moral Character
g. NSO-issued Birth Certificate
h. Barangay Clearance
2. Varsity Athletes
a. Medical Certificate
b. Parents’ Waiver/Permit
c. NSO version of Certificate of Live Birth
d. 1 pc 1” x 1” ID picture
3. Dependents of Qualified Permanent College Personnel (for new grantees)
a. NSO-version of Certificate of Live Birth

b. Resume
c. 1 pc 1” x 1” ID picture

III. Scholarship from other sources:
1. For Barangay Scholarship Applicants

b. Certification from the Barangay
c. Result of Entrance Examination
d. 1 pc 1” x 1” ID picture
1.1. For continuing grantees:
a. Certification of Grades
b. Identification Card
c. Photocopy of Registration Form
2. P.D. No. 577 dated 11 November 1974

b. Result of Entrance Examination
3. PVAO Resolution No. 170 s. 1964

d. Photocopy of Registration Form
4. DND-CHED-PASUC Scholarship Program


5. Sangguniang Kabataan Scholarship Program

d. Photocopy of Registration Form
2. Fill out and submit the accomplished form to the Scholarship Coordinator
for the deliberation and endorsement of the Scholarship Committee and for
the approval of the College President.


25 August 2015
PROCEDURES FOR QUALIFYING EXAMINATION / SKILL TESTING

SUBJECT
EVALUATION
Students who graduated from Associate Programs are required to take the
Qualifying Examination/Skill Testing Evaluation before admission to the
Degree Program. They shall follow these procedures:
1. Secure application form for the qualifying examination from the

Admission Office upon presentation of OJT Certificate and Evaluation
Sheet duly signed by the College Registrar showing compliance to the
associate program.
2. Fill up the application form and present it together with the

requirements to the Admission Office.
3. Pay the qualifying test fee at the Cashier’s Office.
4. Present the Official Receipt of payment, accomplished application form

and requirements for the issuance of examination permit.
5. Take the actual examination at the corresponding department.
6. Each department has an assigned Faculty Member who will

administer the test. The results are forwarded to the Admission Office
for information dissemination.
7. The list of successful examinees shall be endorsed by the Admission

Office to the Registrar’s Office as basis/reference in enrolment.


25 August 2015
SUBJECT ENROLMENT PROCEDURES
For Incoming Freshmen and Transferee-Students:
Step 1: SUBMISSION OF CREDENTIALS

*Submit the following:
1. For Freshmen: F138 (High School Card)
For Transferee : Transfer Credential (Honorable Dismissal)
Original & OTR copy for Evaluation
Purposes)
2. Certificate of Good Moral Character
3. Photocopy of Birth Certificate (NSO Version)
4. One (1) pc 2x2 picture
5. Medical Certificate from PhilSCA Medical Officer (Main
Campus)
a. Chest X-ray
b. Drug Test
6. Filled-up Student Data Sheet
7. Long Documentary Brown Envelope
*Secure Registration Form
Note: All credentials shall be attached in the Registration Form and

shall be submitted to the Office of the Registrar during issuance of
classcards in long brown envelope.
Step 2: APPROVED SCHEDULE OF CLASSES, REGISTRATION FORM &

NSTP REGISTRATION
Respective Institutes/Departments
PE
NSTP (ROTC/CWTS)
*Secure advisement slip/pre-enrolment form

*Register in NSTP/PE
*Secure the signature of the Coordinator/Adviser
Step 3: APPROVAL OF REGISTRATION FORM AND ISSUANCE OF STUDENT

NUMBER
*Present Registration Form signed by the Dean of the Institute or his

authorized representative
*Secure approval of the Registration Form
*Secure Student Number


25 August 2015
Step 4: ASSESSMENT OF FEES
*Assessment of Tuition Fees and other Matriculation Fees

*Secure Order of Payment
Step 5: PAYMENT
*Payment of Tuition Fees and other Matriculation Fees

*Releasing of Examination Permits
Step 6: PROCEED TO THE FOLLOWING:
SUPREME STUDENT COUNCIL

*Payment of Membership Fee
OFFICE OF STUDENT AFFAIRS

*Submission of Student Data Sheet with long brown envelope, 1 pc
recent 2 x 2 picture and a photocopy of the Registration Form
LIBRARY
*Issuance of Library ID
IGP OFFICE
*Issuance of School ID and issuance of Test Booklets
Step 7: VALIDATION OF ENROLMENT & ISSUANCE OF CLASSCARDS
*Present Official Receipt and Registration Form with Validation of

the SSC, Library and OSA
*Submission of all original credentials
*Issuance of classcards
Note: All credentials including approved Registration Form shall be intact in

the long brown documentary envelope and shall bear its official
student number.


25 August 2015
For Continuing Students:
Step 1: SUBMISSION OF REQUIREMENTS FOR ENROLMENT
A. For Students with GOOD ACADEMIC STANDING

*Present items below to secure Registration form
1. Graded classcards
2. Photocopy of the previous Registration Form
3. Clearance and Final Permit for the last semester enrolled
4. Medical Certificate
B. For Students with ACADEMIC DEFICIENCES

*Present official evaluation of grades and Items 1 to 4 under
Category A above.
C. For Returning Students

*Present items below to secure Registration Form:
1. Letter of Intent duly noted by the Dean of the Institutes

2. Official Evaluation of Grades
3. Items 2 to 4 under Category A
*Secure Registration Form
Step 2: APPROVED SCHEDULE OF CLASSES, REGISTRATION FORM &

NSTP REGISTRATION
Respective Institutes/Departments
PE
NSTP (ROTC/CWTS)

*Register in NSTP/PE (as needed)
Step 3: APPROVAL OF REGISTRATION FORM
A. For Students with GOOD ACADEMIC STANDING

B. For Students with ACADEMIC DEFICIENCIES & RETURNING
STUDENTS
*Present Registration Form signed by the Dean of the Institute or his
authorized representative


25 August 2015
Step 4: ASSESSMENT OF FEES
*Assessment of Tuition Fees and other Matriculation Fees

*Secure Order of Payment
Step 5: PAYMENT
*Payment of Tuition Fees and other Matriculation Fees

*Releasing of Examination Permits
Step 6: PROCEED TO THE FOLLOWING:
SUPREME STUDENT COUNCIL

*Payment of Membership Fee
OFFICE OF STUDENT AFFAIRS

*Submission of Student Data Sheet with long brown envelope, 1 pc
recent 2 x 2 picture and a photocopy of the Registration Form
LIBRARY
*Issuance of Library ID
IGP OFFICE
*Issuance of School ID and issuance of Test Booklets
Step 7: VALIDATION OF ENROLMENT & ISSUANCE OF CLASSCARDS
*Present Official Receipt and Registration Form with Validation of

the SSC, Library and OSA
*Submission of Registration Form (Registrar’s copy)
*Register in the official list by section (schedule of classes)
*Issuance of classcards
A STUDENT IS CONSIDERED OFFICIALLY ENROLLED AFTER STEP 7.

“Welcome Back to PhilSCA”

SUBJECT PROCEDURES IN THE PROMOTION OF STUDENTS
Freshmen/Transferees:
1. Submission of the following school credentials of officially enrolled

students from former institution (School Honorable Dismissal/TOR and
Form 18/Form 137).
2. Evaluation of academic records (certification of grades) of every student

in terms of credited subjects to determine year level placement as
stipulated in the Student Handbook and College Code, to wit:
Year Level Number of Units Earned

Freshman (First) Has not finished the prescribed subjects of first
year or has completed 25% of total number of
units required in his/her course.
Sophomore (Second) Completed his/her first year course or has
finished 25% but not more than 50% of the total
number of units required in his/her course.
Junior (Third) Completed the first 2 years of his/her course, or
has finished 50% but not more than 75% of the
total number of units required in his/her course.
Senior (Fourth) Completed the first 3 years of his/her curriculum
or has finished 75% but not more than 85% of
the total number of units required in his/her
course.
Terminal (Fifth) Completed the first 4 years of his/her curriculum
or has finished 85% of the total number of units
required in his/her course.

SUBJECT PROCEDURES IN APPLYING FOR GRADUATION
Policies and requirements for graduation are stipulated in Chapter 46 Article 177 to
183 of the College Code from which the following procedures are based.
1. Only those students who have successfully completed all the subjects
required in their curricula are eligible to graduate.
2. For purposes of graduation and to determine credits earned, students are

advised to apply for evaluation of their academic records at least one (1)
year before their graduation term. Candidates for graduation must file
their official evaluation and application for graduation for the
degree/certificate to the Registrar’s Office 30 days before mid-term of
their last semester in school.
3. Only those students who file their application for evaluation/graduation

shall be counted as those who will join the graduation ceremonies.
4. After having earned all the prescribed academic units in the curriculum
and upon the recommendation of the Registrar, the Dean and the
Academic Council as well as the approval of the Board of Trustees, a
student is conferred the degree subject to the following conditions:
a. He/she is officially enrolled at PhilSCA during the last two academic

years.
b. He/she has settled all financial, property and other accountabilities.
c. A graduating student shall not be declared graduate from the College
unless he/she attends the Commencement Exercises. A graduating
student may graduate in absentia only upon prior request for valid
reason/s addressed to the College President duly recommended for
approval by his/her Institutional Dean and the College Registrar.
d. No student can be endorsed for graduation unless he/she has
successfully completed and earned the minimum number of units
required for the course as specified in their curriculum, including PE,
ROTC, etc.
e. Students who have not completed all the curriculum requirements by
the end of the second semester of a school year are not eligible for
graduation and are not allowed to participate in the Commencement
Exercises of the school year. A promise to complete the units
required during the summer session immediately following graduation
does not entitle the student to participate in the graduation exercises.

PROCEDURES IN THE DELIBERATION AND APPROVAL OF

SUBJECT
CANDIDATES FOR GRADUATION
1. The Dean of Institute and its faculty members deliberate on the list of
candidates issued by the Office of the College Registrar to come up with its
official list.
2. The Dean submits the result of the deliberation to the College Registrar.
3. The College Registrar submits the official list to the College President thru the
Vice- President for deliberation and approval of the Academic Council who in
turn will recommend the same to the Board of Trustees for confirmation.
4. The Board of Trustees, after thorough discussion, approves/confirms the final

list of candidates for graduation and issues Board Resolution for the
conferment of degrees/Certificate of Proficiency to the candidates for
graduation.

PROCEDURES IN THE IDENTIFICATION AND TRACEABILITY OF

SUBJECT
STUDENTS AND GRADUATES’ RECORDS
The Office of the College Registrar maintains, safe keeps and updates the
records and credentials submitted by the students during enrolment; such as,
Registration Form, Form 138, Certificate of Good Moral Character, Form 137A
(Secondary Permanent Record), Form 137F (College Permanent Record), Clearance,
Photocopy of NSO version of the Certificate of Live Birth, etc., all placed in a long
brown envelope and labelled with the Student’s Name, Course and Student
Number.
1. An individual envelope is kept on a filing cabinet and arranged

alphabetically by course and year level.
1.1 A student ID number is composed of eleven (11) alphanumeric:
1.1.1 The first five (5) digits stand for the semester and school year
of entry of the student to the College.
1.1.2 Separated by a dash (-) sign, the next six digits represent the
distinct number of the student.
1.1.3 Example: 11516-000891 stands for First Semester Academic

Year 2015-2016 – the student is the 891st enrolee
in Villamor Campus if he enrolled in Villamor.
1.2 The same numbering is observed in all other PhilSCA campuses.
1.3 A student’s ID number shall be unique and to be used as his/her

identity and reference in all his/her transactions in the College.
1.3 Records for active students or those actually enrolled are placed on a
separate filing cabinet. Records for inactive students (those who are
not currently enrolled [quitters, etc.]) are placed on a separate
cabinet and arranged alphabetically by course with adequate filing
labels.
1.4 Records which have already been released upon request of the
students, such as those who have transferred to other schools are
kept on a separate cabinet and arranged alphabetically.
2. The records of the graduates are filed separately by year they graduated
and alphabetically by course and records of those who graduated during
the past two (2) years and beyond are filed alphabetically in inactive
folders.

SUBJECT PROCEDURES IN THE ISSUANCE OF TOR/DIPLOMA
1. Only those students who graduated can apply for the issuance of
TOR/Diploma upon submission of an accomplished Clearance.
2. Should the graduate applies for second copies of the TOR, he/she shall
submit an Affidavit stating where the original copy was used. If the affidavit
is found acceptable, the graduate shall be advised to pay the cost of the
document per page.
3. The Registrar shall give the schedule of the release of TOR/Diploma.

PROCEDURES FOR APPLICATION FOR LEAVE OF ABSENCE

SUBJECT
OF STUDENTS
A student who has a valid reason to stop temporarily in schooling in a

specific semester shall apply for a Leave of Absence (LOA) at the Registrar’s Office.
This form shall be duly recommended by the Coordinator and Dean of the Institute.
A maximum of two successive semesters may be granted. A student who is officially
on LOA is not allowed to enrol in any other degree program in another school.
Upon the return of the student from LOA, the student retains his/her academic
standing and status as of the last semester she/he was enrolled.
When the student on LOA failed to enrol after consuming the maximum
period allowed, and he decides to enrol at the College again, he/she shall be
classified as a returnee, subject to re-admission policies and procedures of the
College.
Procedures:
1. Secure and fill up Application for Leave of Absence form (PhilSCA REG Form
No. 28) at the Registrar’s Office.
2. Proceed to the Office of the Program Coordinator and Dean of the Institute
where the student was enrolled, for recommendation.
3. Submit the filled up form at the Registrar’s Office for approval.

SUBJECT PROCEDURES IN REQUESTING FOR SCHOOL CREDENTIALS
In requesting for School Credentials, students should observe the

following procedures:
1. Secure PhilSCA Form No. 9-A at the Office of the Registrar.
2. Fill out the form and check/write all the Credentials needed to
request. Have it signed by the Department Head/Program
Coordinator.
3. Accomplish the “Clearance” part of the form and proceed to the

Collecting/Cashier’s Office for payment of the required fees.
4. Return the accomplished form at the Office of the Registrar for

issuance of claim slip.
5. The Registrar shall note the date of release of the documents on

the Claim Slip.

SUBJECT PROCEDURES IN ADDING AND CHANGING OF SUBJECTS
1. In adding of subject/s, the student must secure and fill out the Add
and Change of Subject Form from Office of the Registrar.
a. Write the subject/s to be added under the subject/s

authorized together with the number of units.
b. Proceed to the office of the concerned Dean and Instructor of

the add subject/s for their signature.
c. Proceed to the Office of the Collecting/Cashier’s for payment

of add subject/s for necessary adjustment of tuition fees.
d. Submit the accomplished Add Subject Form at the Office of

the Registrar for signature, recording, encoding, and
issuance of classcard/s.
e. Submit classcard to the concerned instructor together with

the “instructors copy” of add subject/s.
2. In changing of subject/s, the student must secure and fill–out the Add
and Change Subject Form from the Office of the Registrar.
a. Write the subject/s to be changed under the subject

cancelled and write the changed subject/s under the subject
authorized.
b. Proceed to the Office of the concerned Dean and Instructor of

the cancelled and authorized subject/s for their signature
and retrieve the classcard from the instructor of cancelled
subject/s.

SUBJECT PROCEDURES IN ADDING AND CHANGING OF SUBJECTS
c. Proceed to the Office of the Collecting/Cashier for payment of

necessary fees for adding and change subject/s and
adjustment of payment of tuition fees.
d. Submit the filled out classcard to the accomplished form at

the Office of the Registrar for signature, recording, encoding
and issuance of new classcard for the authorized changed
subject/s.
e. Submit classcard/s to the concerned instructor together with

the “Instructor’s Copy” of changed subject/s.

SUBJECT PROCEDURES IN DROPPING SUBJECT/S
In case the student/s decides or wishes to drop subject/s, he/she

must do the following:
a. Secure Drop Form (PhilSCA REG Form No. 11 from the Office
of the Registrar.
b. Write all the subjects to be dropped, the course code, subject

description, the name of concerned instructor/s. Write also
the reason of dropping and have it noted by the
Dean/Adviser.
c. Submit the accomplished Drop Form together with the filled

out classcard/s for the approval of the College/Campus
Registrar.
d. Retrieve the classcard/s of dropped subject/s from the

respective instructors.

SUBJECT CURRICULUM PROGRAM PROCESS
DESIGNING AND DEVELOPING OF NEW CURRICULUM
New curricular program may be designed in response to numerous factors

such as:
a) Result of curricular audit

b) Emerging demands from the Aviation Industry;
c) Linkages/Partnership between Aviation Company and the College;
d) Recommendation from Alumni coming from Aviation Industry both
local and international; and
e) Viability relevant to the proximity of the College to the Aviation
Industry.
1. A Curriculum Committee composed of members from respective

departments shall convene to design/develop a proposed curriculum.
2. The new curriculum shall meet the required number of hours specified on
the Philippine Civil Aviation Regulation (PCAR) of the Civil Aviation
Authority of the Philippines (CAAP) for major courses and number of units
based on CHED Memorandum Order (CMO) as regard to the General
Education courses, Core Courses, Special Professional Courses, Major
Courses and Electives.
3. The Curriculum Committee shall set schedule for consultation with the
stake holders for information and presentation that there is a plan to offer
new curricular program.
4. The Curriculum Committee shall submit a recommendation of the new

program to the College President thru the Vice President for Academic
Affairs for endorsement to the Academic Council (AC) for deliberation.
5. The new program shall be deliberated by the Academic Council (AC) for
endorsement to the Board of Trustees (BOT) for approval and
implementation.
6. The newly approved curriculum shall be implemented to new students or

incoming freshmen only.

ENHANCEMENT OF EXISTING CURRICULUM
The curricular program offerings must undergo periodic review on or before end of
curricular year cycle. The primary criteria for the review include but are not limited
to the following:
a. CHED Memorandum Orders;

b. Philippine Civil Aviation Regulation;
c. Accrediting Agencies;
d. Feedback from Alumni and industry; and
e. Other relevant regulatory requirements
1. The Curriculum Committee shall convene to check the relevance and

conformity of the existing curriculum as to the required General Education
Courses, Core Courses, Special Professional Courses, Major Courses and
Electives. Members of the committee must come from the respective
department.
2. The Curriculum Committee shall set schedule for consultation with the stake
holders for information and presentation that there is plan to enhance the
existing curricular program of the College.
3. The enhanced curriculum shall be submitted to the College President

through the Vice President for Academic Affairs for endorsement to the
Academic Council for deliberation.
4. The Academic Council will review and deliberate the endorsed enhanced
curriculum and recommend to the Board of Trustees for approval and
implementation.
5. The enhanced curriculum shall be implemented to new students or incoming

freshmen only.

FACULTY DEVELOPMENT
Procedures in availing Faculty Development Program
The Faculty Development Program comprises of Specialized Technical Training for

Aircraft Ground Instructors, Computer Based Training for Information System and
Information Technology Instructors for a continuous and updated information and
familiarization on aircraft development, computerization, and operations for the
enhancement of methods of instructions and teaching capabilities;
Seminar/Workshop for General Education Instructors.
Scholarship Grants for faculty members who wishes to pursue their education
which is aligned to their specific field of specialization. Graduate Education
Program for faculty members who wishes to pursue their education to the next
higher level in graduate education which should be vertically aligned to their
academic profession; the grant thereof depends on the individual recipient
qualification, and on the determination of the granting officer/authority and/or the
Faculty Staff Development Committee, and to the provisions of the PhilSCA Board
of Trustees Resolutions No. 65, s. 2012, and No. 25, S. 2012.
External/Internal Training/Seminar/Workshop:
1. The College receives letter invitations from different offices (through

OPRES, Office of the Deans, or Personal);
2. The Dean(s) or concerned Chief of Office recommends individual to a

particular training/seminar/ workshop for approval of the President
through the Vice- President for Academic Affairs for consideration;
3. Upon approval of the President, the Office of the President, through the
Human Resource Management Office, issues Training/Travel/Mission
Order;
4. The recipient receives the Training/Travel/Mission Order, as logged and

disseminated by the Records Office, and then attends
Training/Seminar/Workshop. In the event that
Training/Seminar/Workshop is provided internally, upon determination
of Program Coordinator(s), Institutional Dean(s), and the Vice-President
for Academic Affairs, the recipient/grantee receives the
Training/Travel/Mission Order, and then attends, as deemed necessary.

SUBJECT PROCEDURES IN THE PREPARATION OF SYLLABUS
1. The cluster area faculty-in-charge is responsible to collaboratively prepare a

particular course syllabus that ensures the uniform and optimum
knowledge, skills and appreciation of students that includes the following
details:
Course Code
Course Title
Pre-requisite
Course Credit
Total Hours
Course Description
General Objectives
Course Content/Coverage
Time Frame
Specific Objectives/Competencies
Strategies/Methodology/Activities
Instructional Materials/Tools/Equipment
Learning Outcomes
Evaluation/Assessment
Grading System
References
Online References
Class Schedule
Consultation Hours
Student’s Expectation and Conformity, and
the appropriate endorsement and approval signatures.
2. The preparation, endorsement, approval of the course syllabus must be on

or before the beginning of each semester year, for proper distribution to
each course student during the beginning of classes.
3. Syllabus Standard Format and Style:
1. To be written in Legal 81/2 x 14 substance 20; in Landscape Layout,

and Matrix or Table Form.
2. Pagination: Margin Left Bound, Left-1.5”, Right-1”, Top-1.75”,

Bottom-1”; Header- 0.75”, Footer-0.75”.
3. The Header bears the letter heads of the School and the Institute.
4. The Footer bears the Initial of the Institute, The Course Area, and the
Proponent.

SUBJECT PROCEDURES IN THE PREPARATION OF SYLLABUS
5. The Table/Matrix Item Titles shall be in the following order:
1. Time Frame
2. Content
3. Specific Objectives/Competencies
4. Strategies/Methodology/Activities
5. Instructional Materials/Tools/Equipment
6. Learning Outcomes; and
7. Evaluation/Assessment
6. Other preliminary and overture parts are also stipulated accordingly;
7. The appropriate endorsement and approval bears the signatures of all

the area faculty concern, the Course Coordinator, Dean of the
Institute, and the Vice President for Academic Affairs.
4. Syllabus Revision and Enhancement
The originally approved and in circulation syllabus maybe

collaboratively revised or enhanced and be approved as deemed necessary in
an informal meeting of the cluster area, or on a specific Institute Conference
that maybe set by the Dean of the Institute at the end of every
semester/academic year. The revised document must bear the Semester
revision and/or the implementation date.
5. The particular approved syllabus shall be used by each course faculty-in-

charge in each area cluster; for distribution to each course student for
receipt in the Syllabus Discussed and Received Sheet.

SUBJECT FACULTY LOADING PROCEDURES
1. At least a week before the beginning of classes each semester, once the
proposed schedules of classes are approved by the College President, the
Dean, through the VP for Academic Affairs, a copy will be provided to
subject/course coordinator(s);
2. The subject/course coordinator identifies and lists down all the

subjects/courses under his/her concern. The total subject(s) number hours
will be computed according to the number of sections per course/program;
to determine the total number of Regular, Job-Order, and part-time faculty
members needed to handle the subject(s);
3. Then the coordinator(s) first assign regular load(s) (Tentative)to Regular

faculty members based on the required minimum hours/load per week, and
specialization; Then, the Overtime Load will be prepared next;
4. The subject/course coordinators will take into account the College policy for
the required number of units/hours per week for regular faculty member(s)
with and without office designations. Consultation, research, and extension
(administration in case of those with designation) hours will also be
determined based on the required working hours of the faculty member(s);
5. Overtime load for each regular faculty members will be based on the desire
to teach by the regular faculty members. Overtime load will not exceed 12
hours/week;
6. After satisfying the loading for the regular faculty members with their regular
faculty load and overtime loads, the loading for Job Orders faculty members
will be next priority. Job Order faculty member(s) will be given subjects
based on his/her subject of specialization and on the maximum number of
units/hours which is as follows: 21 units/week for pure lecture classes and
24 units/week for mixed lecture and laboratory classes;
7. Excessive teaching/subject/course units/hours will be prepared for

assignment to the Part-Time faculty member(s), as the need arises. Loading
for part-time faculty members will be based also on the specialization of the
faculty member(s), and on the maximum 12 units/hours;

SUBJECT FACULTY LOADING PROCEDURES
8. The subject/course coordinator will sign the Regular Faculty Loads,

Overtime Load and the Part-time Load of the faculty member(s) before
subject faculty conform to assigned teaching load; Once already conformed,
the Dean(s) sign(s) for recommendation for approval of the President
through the Vice President for Academic Affairs;
9. When the subject/course coordinator(s) identify (ies) a need for additional

faculty members to handle unloaded subject/course. A communication letter
will be forwarded to the Dean, then the Dean will inform the HRMO for
possible hiring of additional JO or part-time faculty member(s) to whom
unloaded subject/course be assigned.

SUBJECT EXAMINATION PROCEDURES
Since Classroom Instructions need an evaluation, verification and checking of what

they have learned from a certain period, and the goals of school relative to the
continuous learning process, the examination shall have a clearly specified learning
objectives based on the designed cognitive domain.
Every Semester there is a scheduled Periodical Examination based on the Calendar

of Activities approved by the Board of Trustees. The Faculty Members are required
to prepare and submit the Periodical Examinations questionnaires together with
the Table of Specification (TOS). The procedures for the examination are as follows:
1. The Table of Specification specifies the topics that are included in the
examination together with the specific learning objectives, number of items
with corresponding percentage, and learning domains.
2. The Table of Specification shall be signed by the instructors handling the

subject.
3. The Faculty Members shall submit accomplished Table of Specification Form

together with the Examination Questionnaire to the Program Coordinator for
initial review and endorsement to the Dean for recommending approval and
for final approval of the Vice President for Academic Affairs.
4. In case of the campuses, the Table of Specification shall be signed by the

instructors handling the subject, initial review and noted by the Program
Coordinator, recommending approval of the Academic Supervisor and for
approval of the Campus Director.
5. The approved Table of Specification together with the examination

questionnaire shall be submitted to the Accreditation Center and provide the
IGP Office for reproduction before the examination schedule.
6. The examination questionnaire will be reproduced by the Auxiliary Services

Offices through the Income Generating Project (IGP) Office.
7. Absolute honesty and strict discipline such as no talking or glancing around

are to be observed during examinations.

SUBJECT EXAMINATION PROCEDURES
8. After the examiner/proctor has given examination questions, no student

may leave the room nor may any student enter without a valid reason.
9. Examination paper handed in may not be taken back. Any student who, in
the process of the examination is caught cheating (copying from books,
notes, from another work or by any means) or, place himself/herself under
suspicion of cheating shall receive the corresponding disciplinary action.
The case shall be reported immediately to the Dean of Student Affairs for
action. Dismissal from the school maybe decreed by the Student
Disciplinary Tribunal depending on the previous record of the student. The
same procedure applies to any student found guilty of rendering such aid.
10. A fee shall be paid for each special examination requested by a student
wherein reason is not in conflict with time schedule.

SUBJECT STUDENT RESEARCH / THESIS PROCEDURES
All graduating students in all programs shall present a research/thesis output

before the end of the semester which shall be administered by the Faculty Members
assigned for the research/thesis subject. The research/thesis shall follow the
standard format stipulated on the research handbook.
1. The Instructor(s) will give orientation, instruction, and familiarization to

students regarding research preparations and the approved format
stipulated on the research handbook to be used in research.
2. The Instructor(s) shall organize the students into groups.
3. The Dean(s) or Program Coordinator(s) shall recommend faculty member

assigned as Research/Thesis Adviser and shall periodically monitor, check,
evaluate and follow up the output of their research/thesis.
4. The Research/Thesis Adviser shall periodically review the manuscript in

preparation for the research/thesis proposal defense. In the research/thesis
proposal defense, the survey questionnaires shall be attached to the Chapter
1 to 2.
5. The Research/Thesis Panel shall conduct a pre-oral defense including the

title.
6. The researchers after the research/thesis pre-oral defense shall continue to

prepare Chapters 3 and 4 in preparation for final defense under the
supervision and monitoring of the research/thesis adviser until completion
of the manuscript.
7. The manuscript shall be submitted to the Faculty In-Charge of the

research/thesis subject for proof reading.
8. The Research/Thesis Panel shall conduct a final defense.
9. After the final defense, the student researchers shall finally revise the
manuscript.

SUBJECT STUDENT RESEARCH / THESIS PROCEDURES
10. The student researchers shall submit one (1) original hardbound copy and
two (2) machine copies with original copies of Approval Sheet to the
Research/Thesis adviser through the Faculty In-charge for signature and
endorsement to the Research Panel Members for approval and signature.
And finally, to submit the copies for signature and acceptance to the
following:
a. Library (Original copy)

b. Program Coordinator
c. Researcher/s
d. Research Center (Soft copy)

SUBJECT GRADING SYSTEM
1. The work of the student shall be rated at the end of each term in accordance
with the following system:
For the Undergraduate For the Graduate

Level
1.0 – 97-100 - Outstanding
1.25 – 94-96 - Excellent 1.00 – Excellent
1.50 – 91-93 - Superior 1.25 – Very Good
1.75 – 88-90 - Very Good 1.50 – Good
2.00 – 86-87 - Good 1.75 – Satisfactory
2.25 – 84-85 - Above Average 2.00 – Passing
2.50 – 82-83 - Average 3.00 – Failed
2.75 – 80-81 - Fair INC – Incomplete
3.00 – 75-79 - Passing
Below 75 - Failed
INC - Incomplete
UD - Unofficially Dropped
2. The grade of “INC” is given if a student, whose class standing for the
semester is passing, fails to take the final examination or fails to complete
other course requirement for valid reasons.
3. The numerical grading system shall be used in the giving of grades in the
research subjects.
4. In case of “Removal of Grades of Incomplete”, a student whose computed

final grade in a subject at the end of the semester is from 3.25 to 4.0
(Conditional Failure) is required to take the removal examination for the said
subject. Failure to take the removal examination shall earn the student a
grade of 5.0. Likewise, a student who failed in the removal examination
shall be given a grade of 5.0.
5. Removal of “INC” grade must be done within the prescribed time of one (1)
year by passing an examination or satisfying the requirements for the course
after which the students shall be given a final grade based on his/her overall
performance.

SUBJECT GRADING SYSTEM
6. Examinations for removal of “INC” grades may be taken during the regular
examination period if the subject is included in the schedule of examination
or during the removal examination period.
7. Removal examinations may be taken at other times upon the

recommendation of the Dean and upon payment of the required fee per
subject.


25 August 2015
SUBJECT PROCEDURES IN CHANGE OF GRADES
1. A student who has received a passing grade in a given course is not allowed
re-examination for the purpose of improving his grades.
2. No faculty member shall change any grade after the report of record has
been filed with the College Registrar. In exception cases, as where an error
has been committed, the instructor may request authority from the Dean of
his department to make the necessary change. If the request is granted, a
copy of the authority from the Dean authorizing the change shall be
forwarded to the Office of the Registrar for recording.
3. No student in the College shall directly or indirectly solicit assistance from

any person, which may influence his instructor to change entries made in
his record, examination paper, or final report of grades.


25 August 2015
SUBJECT PROCEDURES IN COMPLETING THE INCOMPLETE GRADES
In completing the INCOMPLETE grades, the student must follow the

following steps:
1. Secure completion form from the Office of the Registrar or the Academic
Supervisor, or the respective Program Coordinator.
Note: Check if the subject for completion was taken within the
prescribed period.
2. Pay the standard completion fee at the Cashier’s Office.
3. Approach the Instructor concerned for completion.
4. The student shall submit the completion form with grade, stating the
reason of completion and attaching the evidence of completion, (i.e.
rechecked test papers, term papers or project submitted, and others) at
the Office of the Registrar.
5. The grade will be recorded at the Office of the Registrar.


25 August 2015
SUBJECT CLASSROOM MANAGEMENT
1. Generally, a faculty member should strictly follow his/her official class

schedule. Any request for change/s should be in writing and approved by
the Dean through the Program Coordinator or Academic Supervisor in the
case of extension campuses.
2. Coordination and information should be done with the respective Deans

should the class/es be held in other classroom or building.
3. All faculty members regardless of their employment status shall meet their
classes regularly and promptly.
4. The faculty member is the person in authority inside the classroom and shall
serve as a role model to his/her students. As such, the faculty member
shall observe the highest degree of responsibility, professional conduct and
integrity as adopted in the Code of Conduct of Public School Teachers,
particularly Section 7 of Rule XVII of the Rules Implementing RA 4670.
5. Faculty members shall create an atmosphere conducive to learning. They

are required to check and record students’ attendance regularly.
6. Strict implementation of NO SMOKING or chewing bubble gums or reading

newspapers or performing destructive activities in the classroom shall be
observed.


25 August 2015
SUBJECT PROCEDURES IN APPLYING FOR ON-THE-JOB TRAINING
PROCESS GUIDELINESS
1.) OJT Applicants secure/submit a priority OJT Placement Application Form

from/to the OJT Program Representative/Coordinator, with the following
required documents:
1.1. A one–page cover letter that explains your interest.

1.2. Resume with 2 x 2 recent pictures.
1.3. Certificates of enrolment and Good Moral Character (From the
Registrar’s Office).
1.4. Notarized Waiver (Pro–Forma from the Institute/OJT UNIT).
1.5. Official Receipt from the Collecting Office OJT Processes.
1.6. Recommendation Letter (Pro–Forma from the Institute/OJT UNIT).
1.7. OJT Performance Direct Supervisor Evaluation Sheet (Pro–Forma
from the Institute/OJT UNIT).
1.8. OJT Company Linkage Student Job Transaction/Evaluation Sheet
(Supposed Sealed for Inclusion to the Recommendation Letter).
1.9. Daily/Monthly Accomplishment Report (Pro–Forma).
Additional Requirements:
a) 2pcs Long Brown Folder

b) 2pcs Long White Window Letter Envelop
2.) Undergo Initial Interview and/or Pre–OJT Orientation
3.) Personally submit to the Office of the Human Resource Manager of assigned
OJT Company the processed Application documents together with the
sealed Direct Supervisor Evaluation Sheet.
4.) Have the OJT Recommendation Letter (Photocopy) marked “Received” by the
OJT and Placement Unit.
5.) Wait for further instructions before undergoing other required process.
6.) Return the Received Recommendation copy to the UNIT Program

Representative.
7.) Inform the concerned Program Representative of the initial OJT Application
result (Obtain/Submit Letter of Acceptance – Pro – Forma from the OJT
Company or from the Institute/OJT Unit), copy to be submitted to the OJT
and Placement Unit; if in case not accepted – repeat the OJT application
process for priority recommendation to other companies.


25 August 2015
SUBJECT PROCEDURES IN APPLYING FOR ON-THE-JOB TRAINING
8.) Wait for further instructions for the OJT to start.
9.) Upon commencement of the training, obtain/submit the following

accordingly:
a. Official Time Schedule under Office/Field Assignment/Direct

Supervisor
b. Job Process/Accomplishment Pictures (Optional)
c. Daily Time Record
d. Daily/Monthly Accomplishment Report
e. Sealed Rated OJT Performance Evaluation sheet from the Direct
Supervisor
f. Certificate of OJT Attendance and completion
g. Personally Rated OJT company linkage student OJT Job Transaction
Evaluation Sheet
10.) Submit the accomplished documents to the Program Representative/OJT

Coordinator/OJT Unit for proper office filing, records keeping and
monitoring and evaluation.

SUBJECT GUIDANCE SERVICES PROCEDURES
I. TESTING
A. Admission Test for New Students
1. Receives lists of examinees from the Admission Office.

2. Administers the test to examinees on specified schedule.
3. Checks/evaluates and encodes the results.
4. Releases results to Admission Office for posting.
B. For Job Applicants
1. Receives list of job applicants from the Human Resource Management

Office.
2. Administers assessment test to the applicants.
3. Checks test papers and encode the test results.
4. Submits results to the HRM Office.
II. INDIVIDUAL INVENTORY
1. Counter checks the names of the students with PDF.

2. Advise returnees/shifters to update their records.
3. Compile data gathered from individual records of students.
III. INDIVIDUAL COUNSELLING
1. Get copies of schedule of students in different courses of each

Institute.
2. Furnish students with appointment slips.
3. Conducts interviews to students on their schedule.
4. Keep files of interview reports of students for action or future
reference.
IV. FOLLOW UP
1. Conduct follow-up sessions with probationary students or those who

have been previously counseled.
2. Prepare report/recommendation and submit the same to the Dean,
Office of Student Affairs.
3. Conduct monitoring wellness check on the status of counseled
students.

PROCEDURES IN THE CONDUCT OF ORIENTATION TO FRESHMEN

SUBJECT
AND TRANSFEREES
1. Preliminaries
1.1. The Dean, Office of Student Affairs (OSA) and the Guidance Office, jointly
with the Supreme Student Council officers submit to the Vice President
for Academic Affairs proposed Orientation Program for Freshmen and
Transferees for comment on the suggested time, venue, topics, resource
speakers.
1.2. The Vice-President for Academic Affairs shall recommend to the College
President the approval of the Orientation Program, its Operational Plan
and the letters/communications pertinent to it.
1.3. The OSA, Guidance Office and the SSC shall exhaust all ways and means
to disseminate the conduct of the Orientation Program.
2. Orientation Day
2.1. The sequence in the Orientation Program shall be followed by the Master
of Ceremonies and the speakers. The students shall also be provided with
the programme. The speakers shall be given a time limit of their
presentation/discussion.
2.2. The parts are as follows:
I. Opening Program – (Doxology, National Anthem, Welcome Remarks and

Inspirational Message of the College President then
Intermission Number)
II. Orientation Proper – Introduction of Administrative Officials

Introduction of Institutional Deans
Discussion of the following academic policies:
Retention Policy
Student Affairs and Services
Publication
Cultural Affairs
Medical & Dental Services
Auxiliary Services
Library Services
Scholarships Program
Security Services
Sports Program
General Services
Supreme Student Council
III. Closing Hymn - PhilSCA Hymn

DOCUMENT
PHILIPPINE STATE COLLEGE OF AERONAUTICS QM-01-2.4-67
CODE
QUALITY PROCEDURES MANUAL EFFECTIVITY 25 August 2015

DATE
SUBJECT PROCEDURES IN DETERMINING STUDENTS’ SATISFACTION
1. Survey questionnaires are given to every student who enrolled or have

requested for services from the Registrar’s Office to determine the level of
satisfaction of the clients. The results of the survey questionnaires are
reported to the College President with appropriate recommendations
and/or action taken.
2. The Supreme Student Council installs a Suggestion Box at the

Information Counter at Building A. The Council submits a report to the
College President for the feedback given by the students and implements
appropriate action as may be necessary.
3. The Office of Student Affairs likewise administers a Customer/Client

Feedback Form to determine the level of satisfaction of the students for
the kind of service of OSA. The feedback report is submitted too to the
College President.

EFFECTIVITY DATE
SUBJECT PROCEDURES IN HANDLING MISDEMEANOR/ERRING STUDENTS
To ensure due process and proper enforcement of student discipline and to

guide our students properly towards understanding the consequences of their
offense/violation, the following steps must be strictly observed when an erring
student is caught inside or outside the classroom within the campus premises:
1. Call the attention of the student properly and inform him/her of the
offense/violation;
2. Get the ID of the student and endorse him/her to the Student Discipline
Unit Office through the Student Discipline Coordinator (SDC) of the
Institute/campus where the student belongs. Except for cases where the
student is drunk or under the influence of drugs, the Security Personnel
assigned at the Entrance Gates should not allow the student to enter so
as not to endanger the lives of other students and call immediately for
Police/Barangay Assistance.
3. The accosting personnel should not impose upon the erring student any
sanction that is not reflected in the Student Manual nor interfere with
the proper procedure mandated by this order.
4. The Student Discipline Coordinator shall proceed with the proper

investigation, giving due process to the erring student;
5. The Student Discipline Coordinator will return immediately the ID to the

student after he has completed his written report and submitted his
recommendation to the Dean/Chair, Office of Student Affairs for proper
action such as case conference with the parents/guardian, referral to
Guidance Counsellor for counselling, referral to Student Disciplinary
Tribunal, among others, whichever is applicable in accordance with the
provisions stipulated in the PhilSCA Student Manual.
6. Records of violation will be recorded in the Student Discipline File and

will be treated with utmost confidentiality.

SUBJECT PROCEDURES IN HANDLING MINOR AND MAJOR OFFENSES
A student charged with violating school rules and regulations is

entitled to administrative due process.
a) For MINOR offenses:
1. The Student Discipline Coordinator of the Institute/Campus shall

receive such complaints, hear and receive evidence and recommend
necessary/appropriate sanction to the Dean / Head, Student Affairs
who is authorized to render his/her decision.
2. Such decision is final and executor, except when a penalty of

suspension of more than three (3) days is imposed, in which case
such decision shall require the Student Discipline Tribunal {SDT}
procedures whose recommendation is subject to the concurrence of
the President.
b) For MAJOR offenses:
1. The Student Disciplinary Tribunal shall hear and try the case and
impose the sanctions provided herein. The Student Disciplinary
Tribunal (SDT) shall render its decision by a majority vote of all the
members within fifteen days after it receives the complaint. The
decision and recommendation of the SDT shall be forwarded to the
Office of the President for approval or disapproval. Major offenses
shall be recorded in the Student Discipline File and shall be treated
with utmost confidentiality.
1.1 Filing of Complaint. A disciplinary proceeding may be instituted

motu propio by the appropriate authority or upon the filing of a
complaint or an official report specifying the acts or omissions
which constitute a violation of any existing rules or regulations.
The complaint shall be furnished to the person being complained
of known as the respondent.
1.2 Answer. The respondent shall be required to answer in writing

within three (3) days from the receipt of the complaint or charge.
He/She may submit proof to substantiate his/her claim or to
refute the allegations in the complaint or report.
1.3 Hearing. A hearing shall be conducted in order to verify the

truthfulness of the allegations or claims of the complainant and
the respondent. Additional evidence may be submitted by the
parties in support of their respective claims.

SUBJECT PROCEDURES IN HANDLING MINOR AND MAJOR OFFENSES
1.4 Investigation report. After the hearing, the Student Disciplinary

Tribunal shall issue its decision either dismissing the complaint
or finding the respondent to have committed any of the major
offenses defined in this Manual as well as the penalty to be
imposed. The finding and recommendation of the Student
Disciplinary Tribunal duly signed by all the members thereof
shall be forwarded to the President for approval or disapproval.
1.5 Decision of the President. Upon receipt of the investigation report,

the President shall determine whether the report is with
sufficient basis or not, in which case, he/she shall either
approve or disapprove its findings and recommendation. The
decision of the President is final and executory.

PROCEDURES FOR THE APPLICATION FOR ACCREDITATION OF

SUBJECT
STUDENT CLUB/ ORGANIZATION
Any group of 15 students may apply to the Dean of Student Affairs to

form a student organization. Such an application may be filed with the OSA
starting the first week of the first semester of the current school year but not
later than one week before the final examinations of each term.
1. The following supporting documents, accomplished in duplicate,

must be presented at the time of application: (1) formal letter of
application; (2) constitutional and by-laws; (3) list of interim board of
officers with their names, respective positions, majors, year level,
addresses, telephone numbers, birthdays, and specimen signatures;
(4) names, year level, majors, and signatures of at least 15 founding
members, inclusive of officers; (5) proposed activities for entire school
year, including tentative dates of implementation and brief
description of each activity; and (6) name of faculty adviser with
letter of acceptance addressed to Dean of Student Affairs. The
Organization shall submit a duplicate of the above requirements to
the Supreme of Student Council.
2. The Dean/Chair OSA will review the constitution and bylaws and
application for accreditation/re-accreditation documents and
recommend for its approval if found in order. It will be ensured that
the applicant organization’s constitution and by-laws and proposed
activities are in accordance with institutional policies, and /or other
rules and directives of the OSA, do not conflict or overlap with those
of existing student organizations.
3. The applicant organization shall be informed of the approval of its

application within one month from date of submission of
requirements.
4. At no time in organization’s existence will there be fewer than 30

members in the said organization. Any violation of this rule will be
deliberated upon by the OSA on a case-to-case basis.

PROCEDURES FOR THE PROCESSING OF PERMIT FOR

SUBJECT
ACTIVITIES SPONSORED BY A STUDENT ORGANIZATION
1. The organization shall prepare and process its own activity permits;
2. Secure the necessary signatures (Adviser/Coordinator/Dean,

Institute/ Head, General Services/CSSO/Dean/Head, OSA and the
College President).
3. Submit the approved Activity Permit to the following offices at least

three (3) days before the activity:
a. Office of Student Affairs;

b. Campus Security and Safety Office;
c. General Services
d. Secretary of the Organization
4. Permit may be denied or withdrawn whenever the circumstances so

warrant.
5. Accomplishment and financial reports must be submitted to the OSA

within one week after the activity. Said reports shall be prerequisite
for approval of succeeding activity/ies.

PROCEDURES FOR THE WITHDRAWAL OF FUNDS BY A STUDENT

SUBJECT
ORGANIZATION
1. Accomplish the form on Permit to Withdraw that includes the following:
a. Name of organization;
b. Purpose
c. Amount Involved
d. Nature of Expenses (attach approved OPLAN and resolution)
2. Have it duly signed by the Treasurer, President, Adviser and Dean/Head,

OSA.
3. Withdrawal of funds can be allowed only if proper voucher record is properly

accomplished and audited at the OSA.
4. Liquidation of previously withdrawn fund shall be made before another

withdrawal shall be granted.
5. Book of accounts shall be maintained by each student organization, which

shall indicate all collections and disbursements of the organization. The
book of accounts shall be open for inspection during regular office hours by
any member of the organization, by the adviser and by OSA whenever such
is warranted.
6. All treasurers of the organizations recognized by the Office of Student Affairs

should submit themselves to auditing.
7. Auditing shall be done not later than one week after an organization has
sponsored/conducted an affair, incurred expenses and/or collected
authorized contributions.
8. The OSA Audit Committee shall consist of two PhilSCA regular staff
members and one student of the college appointed by the Dean/Head, OSA.
9. The treasurer should submit to the members of the Audit Committee

quadruplicate copies of the detailed expenses incurred and/or authorized
contributions on written or voucher records. In case of contributions, name
of contributors together with the name of the recipient should be presented.
10. Each expense should be supported by sales invoice properly signed by the
dealer of the commodity bought. The sales invoice number should be
correctly written in the voucher’s record. Expenses without any supporting
documents such as approved OPLAN, resolution, canvass and receipts will
be disallowed.

PROCEDURES FOR THE WITHDRAWAL OF FUNDS BY A STUDENT

SUBJECT
ORGANIZATION
11. Receipts of incidental expenses should be duly signed by the one who spent
the amount, properly authenticated and approved by the treasurer, auditor
and adviser of the organization.
12. All voucher records should be signed by the treasurer and approved by all
members of the Audit Committee and Head, SOA.
13. Financial accountability should be settled one week before the semester
ends.

SUBJECT PROCEDURES IN HANDLING STUDENT RELATED ACTIVITIES
1. Submit letter request/Proposed Operational Plan to conduct an activity

by Student Council President/ Student Organization President / Editor-In-
Chief of Student Publication / President of the Cultural Affairs Unit duly
signed/noted by their Advisers/Coordinators, Dean of the Institute & Dean
of Student Affairs.
2. Approval of the letter request/Proposed Operational Plan by the College

President.
3. Notification of approved/disapproved letter request to the concerned

Presidents of the organizations by the Office of the Student Affairs.
4. Preparation of Special Order based on the approved letter request by the

Office of the Student Affairs (if applicable).
5. Signature on the Special Order by the College President.
6. Distribution of Special Orders to the concerned Officers/students by the

Records Office.
7. Preparation of Disbursement Voucher for the cash advance of expenses

by Administrative Unit (if applicable).
8. Securing of permit form at the Office of Student Affairs.
9. Approval of permit on the activity of the students by the concerned officials.
10. Submission of the approved permit at the Office of Student Affairs.
11. Follow-up on the status of Disbursement Vouchers by the Office of

Student Affairs.
12. Encashment of check by the Office of Student Affairs personnel.
13. Releasing of Cash to the concerned student officer.
14. Submission of the Post Activity Report at the Office of Student Affairs.
15. Endorsement of the Post Activity Report and Financial Report by the
Office of Student Affairs to the College President.

PROCEDURES IN THE CONDUCT OF STUDENT ACTIVITIES

SUBJECT
SPONSORED BY AN ACCREDITED STUDENT ORGANIZATION
1. Activities of all student organizations shall require prior approval from the
Dean/Head of Student Affairs and the College President.
2. Except for college sponsored programs, programs and activities that would
tend to disrupt the normal schedule of classes shall not be allowed. An
activity must be approved one (1) week before its implementation.
3. Evening activities during regular class days from Monday to Thursday and
on Sunday shall be up to 9:00 o’clock only. Those to be conducted on
Fridays and Saturdays may be allowed up to 11:00 o’clock and the proposed
activity must include a security plan. Such security plan requires prior
coordination and approval of the Campus Security and Safety Office (CSSO).
Evening activities shall require parent’s permit using the prescribed OSA
form.
4. No student activity shall be done a week before the midterm and final
examinations.

EFFECTIVITY DATE
SUBJECT
PROCEDURES IN APPLYING FOR UNIFORM EXEMPTION PERMIT
Working students may be exempt from wearing the PhilSCA uniform

provided the following documents are submitted to the Office of Student Affairs:
1. Certificate of Employment (indicating shift/duty hours); and
2. Photocopy of the Company ID issued by the employer and the current

PhilSCA registration form;
After verification of the submitted documents, the OSA staff issues a

permit/exemption ID valid for one (1) semester which must be worn by the student
at all times when inside school premises.

SUBJECT PROCEDURES IN APPLYING FOR REPLACEMENT OF LOST I.D.
Every student must wear the PhilSCA I.D. at all times inside the campus
premises. ID cards shall be validated and renewed every semester at the IGP Office.
1. Lost ID must be reported immediately at the OSA for issuance of

temporary pass which is valid for one (1) week only;
2. If after a week, said ID could not be found, an Affidavit of Loss

must be secured and corresponding fee will be paid at the
Cashier’s Office.
3. Present the O.R. at the IGP Office for the issuance of new ID card.
4. Students must surrender their ID cards in any of the following

instances: withdrawal from all subjects prior to the end of term,
suspension, dismissal or expulsion.

PROCEDURES FOR POSTING OF ANNOUNCEMENTS AND

SUBJECT
INFORMATION BULLETINS
All campus bulletins and announcements must be:
1. Written in Filipino/English with no indecent vulgar word/s;
2. Printed or written legibly on a writing material not smaller than the

standard bond paper.
3. All publications for posting and distribution should have prior

clearance from the OSA, otherwise they shall be removed by
authorized persons without prior notice to the organization
concerned.
4. Publications/announcements must be properly signed (no initials or

aliases are allowed).
5. Advertisements of commodities related to education and community

welfare, such as books, magazines, school equipment and supplies,
wholesome foods and the like are welcome.
6. No advertisements of liquor, cigars or cigarettes and other substances

injurious to health, the environment, the safety and welfare of the
people are allowed (Rule IV, Sec. 7a. DECS Regulation on Journalism
Act. 1991).
7. Only bulletin boards designated as posting areas should be used for

announcements. Walls are not to be used for postings.
8. Announcements should be removed right after the activity to allow other

groups to post their bills.

EFFECTIVITY DATE
SUBJECT PROCEDURES IN WALK-IN MEDICAL CONSULTATION
1. Patient shall appear personally for consultation.
2. The nurse shall obtain the patient’s record and subsequently take vital signs
like blood pressure, temperature etc. Then record it.
3. The physician shall then ask chief complaint of patient, take history of the
illness and subsequently examine the patient. The physician could also
elicit information that will provide basis for the diagnosis.
4. The patient will then receive the appropriate medicine/prescription as the

case maybe.
5. The nurse shall dispense and record medicines given to patients.

PROCEDURES FOR SEMESTRAL ROUTINE PHYSICAL

SUBJECT
EXAMINATION FOR NEW STUDENTS
1. The student shall submit chest x-ray and drug test results for evaluation by
the nurse.
2. He/she shall fill up Medical History Form I and II.
3. The nurse shall take and record blood pressure, pulse, height, weight and
Ishihara test.
4. The College Physician shall evaluate the medical records of the student and
likewise examine the patient.
5. The College Physician then issues the Medical Certificate to the student.

PROCEDURES FOR SEMESTRAL ROUTINE PHYSICAL

SUBJECT
EXAMINATION FOR OLD STUDENTS
1. The student presents ID to the Nurse on duty.
2. The Nurse shall then verify medical record of students from the computer
database.
3. The College Physician shall issue Medical Certificate if the student record
from the database indicates that the student was previously diagnosed to be
physically fit and has no current illness.
4. The students with previous findings will have to submit medical certificate
from their attending physician or will have to present laboratory results from
duly accredited laboratory facility to support regression or total recovery
from the previous findings.

PROCEDURES IN ADMINISTERING TREATMENT IN CASE OF

SUBJECT
ACCIDENT OR EMERGENCIES
1. The College Nurse assesses the status of patient.
2. He shall obtain the patient’s record and subsequently take vital signs like
blood pressure, temperature etc. and record it.
3. The College Physician shall then ask chief complaint of patients, take history
of the illness and subsequently examine the patient. The College Physician
could also elicit information that will provide basis for the diagnosis.
4. The Nurse will then administer the appropriate first-aid to the patient.
5. He/she shall dispense and record medicines given to patients.
6. When needed, the patient shall be evacuated to the nearest hospital.

PROCEDURES ON THE ISSUANCE OF MEDICAL CERTIFICATES

SUBJECT
FOR DIFFERENT CASES
ISSUANCE OF MEDICAL CERTIFICATES FOR: SICK CALL, AILMENT

LIMITATION, ON-THE JOB TRAINING, OTHERS e.g. STUDENTS WILL JOIN
SPORTSFESTS, P.E REQUIREMENTS
1. The students or employee shall present his/her College ID to the Nurse

who in turn will let the personnel/student sign in the Medical Logbook
indicating the purpose of securing it.
2. Record of personnel/student shall then be obtained by the nurse.
3. The physician shall then fill up the Medical Certificate and affix signature
thereto.
4. The student/employee then signs the Logbook as proof of receipt of the

Medical Certificate.

SUBJECT LIBRARY PROCEDURES
PROVIDING LIBRARY SERVICES
A. PROCESSING and RELEASING OF LIBRARY ID
1. New students:
 Present registration form. The library staff/student assistant

acknowledges registration form by stamping Library ID OK;
 The Student(s) fill up Library ID Information Sheet, and submit to the
Library Staff;
 The Library Staff/student assistant takes picture of the concerned
student;
 Process the Library ID according to the Information Sheet;
 Release the Library ID to the student concern upon showing of the
acknowledged Registration Form within one week or upon opening of
classes. The Library Staff/ student assistant then stamps the
Registration Form with Library ID Received.
2. Old students:
 Present Registration Form and Library ID. The library staff/student

assistant affix sticker to validate the Library ID and acknowledges
registration form by stamping Library ID Received.
3. For lost Library ID:
 The student presents Affidavit of Loss and Registration Form;

 Request Order of Payment from the Accounting Office and pay for a
corresponding fee for the lost Library ID to the Collecting Office/Cashier;
 The Library Staff receive the Affidavit of Loss and the O.R., acknowledges
the registration form by stamping Library ID OK, and process the Library
ID.
 Release the Library ID to the student concern upon showing of the
acknowledged Registration Form within a day. The Library Staff/
student assistant then stamps the Registration Form with Library ID
Received.
B. LIBRARY SERVICES PROVISION PROCESS
1. For Bonafide Students: Students deposit bags, folders, binders, and other
personal belongings to the Depository Section, and present their library ID
(for further verification) before entering the Library Premises.

For Alumni and other Inter Library Users: Present personal letter request
or referral letter from their Institute Librarian and Identification Card, for
further authenticity verification (Alumni letter request for acknowledgement
of the College Librarian), before entering the Library Premises.
For the PhilSCA Faculty and Administrative Personnel: Present

Company ID or at least wear it before entering the Library Premises.
2. The Library Services Users/Beneficiaries register/log-in in the Electronic

Library Log In/Out System.
3. The Library Users/Beneficiaries are then allowed to avail of the Services as

follows:
A. Inside Reading Services
 For open-shelf books, the student/researcher can use the OPAC

(On-line Public Access Catalog) to search if their needed reference
book is available in the library or may directly proceed to the shelves
to search for the needed books.
When finished using the book, the student puts the book in the Used
Books rack. (The library staff monitors the daily books used for the
needed library reports)
 For reserve books, student/researcher presents Library ID. The

library staff provides the needed books and then checks out the
borrowed book from the library system.
When finished using the book, student/researcher returns the

borrowed book in the Reserve Section Area. The library staff returns
the Library ID to the borrower, checks in the borrowed book in the
library system and return book to the shelf.
B. Info-Tech Room Services
The students/library users sign-in in the Info-Tech Room

logbook upon entry. The library staff or students assistants assigned
PC to be used by the researcher. The users then start access to
internet for free for 30 minutes. (After 30 minutes, the PC used
automatically log out).

C. Lending-out Books for Home Use
 Student proceeds to the shelf for the needed books. Present the books
and Library ID to the Librarian/library staff.
 The library staff verifies the ID presented, checks out the book in the
library system, deactivates the book once borrowed and releases the
book.
 When the borrowed book/s returned, the library staff receives and
checks the book for discrepancies. Checks in the book in the library
system and activates the books once returned.
4. After using the library, the library users log-out in the Electronic Library Log
In/Out System.
5. Claim back deposited bags, folders, binders, and other personal belongings
from the Depository Section.

PROCEDURES FOR THE CONDUCT OF COLLEGE

SUBJECT
ACTIVITIES/INTERNAL PERFORMANCES
1. All performance request(s) for any performing arts group shall be coursed
through CAU, otherwise any liability or irregularity that may occur will not
be the accountability of the Unit.
2. A performance request form (CAU-1 Form) should be secured by the client

from CAU Office and filled out in duplicate, at least one (1) week before the
requested date of performance. One (1) form for every requested performing
arts group should be filled out. If the request is submitted or received by
CAU less than one (1) week before the scheduled performance, the
requesting party is not guaranteed any favorable action on the request. All
requesta will be coursed through CAU Office.
3. Clients should submit a project to the CAU Coordinator along with the CAU-
1 forms.
4. The Group Representative/Trainer/Coordinator shall contact the client for a

production meeting if there is no conflict in schedule of the requested group.
However, a production meeting does not guarantee a granted request.
5. Processing of the request should only take three (3) working days. Request
may be followed up via phone or in person. The Client will receive either a
confirmation form (CAU-1A form) from the CAU Office depending on the
status of the request. The performing arts group will receive the call slips
6. If granted, Clients will be requested to accomplish an evaluation form (CAU-

2 Form) on the requested group’s performance that will be coursed through
the group’s representative/Trainer.


25 August 2015
SUBJECT PROCEDURES FOR THE RECRUITMENT OF CAU MEMBER
1. Posting of audition schedule in conspicuous places within the campus duly

approved by the OSA;
2. The CAU shall hold recruitment scheduled for the first month of the
semester.
3. Applicants shall proceed to the CAU Office located at the 4 th floor, building
A.
3.1. The student shall accomplish membership form (CAU Form 001) and
submit to the CAU Office or group’s secretary;
3.2. Applicants shall undergo an initial interview and pre-audition to be

conducted by the officers of the group;
3.3. The applicant who pass the interview shall have a pre-training and be
subjected for evaluation before undertaking the final audition directed
by the Trainer and Coordinator;
4. Names of the applicants who successfully passed the screening shall be

posted at the designated bulletin boards of the College duly approved for
posting by the OSA and/or will be notified through SMS.

PROCEDURES FOR THE APPROVAL OF OUTSIDE

SUBJECT PERFORMANCES, SEMINAR/WORKSHOP/TRAINING AND/OR
OUTSIDE COMPETITION
1. All invitations/request(s) for the Himig Himpapawid or PhilSCA Sining

Himpapawid Dance Troupe shall be addressed to the College President, DR.
BERNARD R. RAMIREZ through the Coordinator, Cultural Affairs Unit with
office address at PhilSCA, 4th Floor, Bldg A, Piccio Garden, Villamor, Pasay
City;
2. The CAU Coordinator submits the request letter together Operational Plan
for the approval of the College President;
3. The concerned trainer/choreographer will require the athletes to submit the

following:
a) Parent’s Permit
b) Waiver
4. The CAU Coordinator/Trainer will submit Travel Mission Order with

attached approved letter request, parent’s permit and waiver of the athletes;
5. Issuance of Travel Mission Order to the concerned performers, trainer(s),

staff and/or CAU Coordinator;
6. The CAU Coordinator/Trainer will submit Post Activity Report as indicated

in the approved OPLAN.

SUBJECT PROCEDURES FOR THE RECRUITMENT OF ATHLETES
1. The Sports and Development Unit shall hold recruitment of athletes for
different events;
2. It shall conduct the following activities during summer in different high

schools:
2.1. Scouting of athletes to be held by the trainer/ coach;

2.2. Direct / Contracting or commissioning from the prospective athlete;
2.3 Others:
2.3.1 Walk-in is encouraged for those interested athletes who wish to

be part of the team.
3. The Sports Office shall conduct the following for local recruitment:
3.1. Posting of try-out schedule in conspicuous places within the campus

duly approved by the OSA;
3.2. Interested applicants shall proceed to the Sports Development Unit

located at 1st floor, Bldg. A to register;
3.3. The names of those who registered for each event will be submitted to
the trainer/coach who will then schedule the try-outs on the month of
June;
3.4. Applicants shall undergo screening and pre-training to be conducted

by the Trainer/ Coach;
4. Selection of qualified athletes will be based on the criteria set by the

trainer/coach that includes discipline, attitude and skills;
5. Selection of Final Athletes will be categorized by Team A (Top Caliber

Players) and Team B (Reserved Players);
6. Those selected will undergo rigid trainings.

PROCEDURES FOR THE APPROVAL OF FRIENDLY GAMES, TUNE

SUBJECT
UP GAMES AND/OR OUTSIDE COMPETITIONS
1. All Invitations / request(s) to any team under the sports development shall
be coursed through the Sports Office located at the Ground Floor, Bldg A;
2. After the initial coordination with the Sports Director, the requesting party
shall send an invitation letter addressed to the College President / Sport
Director;
3. The Sports Director will submit Request Letter and Operational Plan for the
Approval of the College President;
4. The concerned coach/trainer will require the athletes to submit the

following:
a) Parent’s Permit
b) Waiver
5. The Sports Director/Coach will submit Travel Mission Order with attached
approved letter request, parent’s permit and waiver of the athletes; and
6. The Sports Director/coach will submit Post Activity Report as indicated in

the approved OPLAN.

SUBJECT PROCEDURES IN AVAILING RESEARCH PROPOSAL GRANTS
ROUTE OF RESEARCH PROPOSAL GRANT APPLICATION
Research Proponent/s
↓
Institutional/Campus Research Coordinator for endorsement
↓
Academic Dean/Campus Director for notation
↓
PRC for Evaluation and Recommendation
↓
Approving Councils for action
1. R & D Center to advise proponent on the action taken by the approving

councils.
2. A memorandum of Agreement or a contract shall be executed between

the proponent and the funding agency before the release of research
funds.
3. Any deviation/modification in the approved proposal must be approved

by the Director for Research & Development upon consultation with the
PRC.
4. Periodic progress report must be submitted to the PRC through the

Research Coordinator.

PROCEDURE FOR SUBMISSION OF TEXTBOOK/

SUBJECT
INSTRUCTIONAL MATERIALS
All members of the academe who have the passion to contribute their
expertise in any field that would be useful in the development of the educational
system should follow the following steps:
1. Submit the proposal to any members of the Textbook/Instructional

Materials Committee (TMIC).
2. The TIMC will approve the proposal and recommend to higher

authorities for funding.
3. Application for writing / developing Textbook/Instructional

Materials will be provided for the applicant.
4. Complete draft will be subject to deliberation by the Committee.
5. Incomplete draft will be given merit depending on the TIMC

approval.

SUBJECT EXTENSION SERVICES PROCEDURES
A. Local Government Unit (LGU)
1. The LGU Executive submits a letter of intent to the College

President/ Director for Extension Services requesting for the
carrying out of technology transfer in their
City/Municipality/Barangay.
2. The Office of the Extension Services conducts Assessment Survey

(NAS). A NAS form/questionnaire is distributed to the Barangay by
the Extension Services Office Staff to identify that there is a possible
Basic Electronics–for AVT instructors, Basic Computer and Advance
Computer–for IM/IT instructors, and Computer Aided Drafting and
Design–for Aeronautical Engineer instructors).
3. The Director for Extension Services meet the LGU Executives to

discuss and agree on the responsibilities of each party in the
conduct of the extension program (e.g. snacks of the lecturers and
participants, uniforms, materials and supplies, et.al.)
4. Once approved, Extension Director meets with the Deans of ICS and
InET to assign resource persons/trainers in each program.
5. A Special Order is issued by the College President to carry out the

extension program.
B. Management – Driven
1. The Office of the Extension Services offers the conduct of Extension

program to LGU Executives.
2. College Officials/Director for Extension Services and LGU Executive

meets to discuss Operational Plan.
3. Submission of request to the College President for conduct of

program and budgetary requirements.
4. Period of preparation
5. Implementing the program
6. Submission of Tracer Report.

SUBJECT PROCEDURES AUXILIARY SERVICES
A. PROCEDURES IN REQUESTING FOR THE USE OF PHILSCA FACILITIES
1. The requesting party who is interested to use PhilSCA facilities shall

make reservation/request in writing with the Office of the Chief,
General Services Department (GSD) one week before actual use of the
facility/ies. A reservation fee of One Thousand Pesos (P1000.00) shall
be paid at the Collecting Office which is part of the rental cost. This
amount is non-refundable if reservation is cancelled by the requesting
party.
2. The Chief, GSD transmits the letter request to the Director of Auxiliary
Services for appropriate action. The requesting party fills out IGPC
Form No. 01. The Office of the Director for Auxiliary Services
computes the rental fees.
3. The request shall be approved by the Chairman, Resource Generation

Development Committee (RGDC) after the Chief, GSD certified to the
availability of the facilities and the Director of Auxiliary Services
noted/recommend approval of the same. The authorized personnel of
the Office of the Director of Auxiliary Services shall be responsible to
route the request form (IGPC Form 01) for approval thru channel.
4. The requesting party shall pay the rental fee at the College Collecting
Office only.
5. The Collecting Officer and/or authorized personnel receives the

payment and issues the Official Receipt (OR).
6. The requesting party shall present the Official Receipt to the Director
for Auxiliary Services or to her authorized staff.
7. The OR number and the date of payment will be reflected by the

Auxiliary Services staff on the spaces provided in the IGPC Form 01.
8. The authorized personnel at the Auxiliary Service shall return the

original copy of the OR and the pink copy of the accomplished form to
the requesting party. A photocopy of the OR shall be attached to the
original copy (white) of the IGPC Form 01 for reference and record
purposes.

SUBJECT AUXILIARY SERVICES PROCEDURES
B. SPACE RENTAL
1. Public announcement of Resource Generation Development Committee

(RGDC) for available space/stall for rent.
2. Renters shall submit proposal to rent at the Resource Generation

Development Committee (RGDC) for consideration.
3. The Committee evaluates the renter’s proposal.
4. Upon approval of the proposal, a contract is executed between the

renters and the College President to effect the undertakings.
5. Renters shall pay the obligation to the College Collecting Office based
on the provisions of the contract.
6. The renter is obligated to comply with the rules and regulations as

stipulated in the Contract.
7. The renter starts to operate the canteen/stall.
C. IGP: ISSUANCE OF SCHOOL ID FOR STUDENTS
1. Students shall present their Registration Form with attached Official

Receipt of payment of Tuition and other school fees.
2. Fill out ID Information form.
3. Auxiliary Services staff encodes the information then take the picture
of the student.
4. Printing of ID.
D. ISSUANCE OF EMPLOYEE ID
1. The employee shall proceed to the Human Resource Management Office

to fill out ID Information form for the issuance of employee ID.
2. Proceed to the Auxiliary Services Office for picture taking/ID

processing.
3. Printing of ID/Issuance of ID.

SUBJECT AUXILIARY SERVICES PROCEDURES
E. ISSUANCE OF TEST BOOKLETS
1. Student shall present his/her Registration Form and Official Receipt.
2. The staff verifies and checks how many enrolled subjects.
3. Issuance of test booklets for the preliminary, midterm and final

examinations.
F. PRODUCTION (Test Questionnaires)
1. The faculty member shall submit the test questionnaire at the

Auxiliary Services one (1) week before the examination period.
2. Auxiliary Services staff will reproduce the questionnaire.
3. The faculty member shall get it immediately from the Auxiliary

Services 2-3 hours before the examination schedule.

SUBJECT RECRUITMENT PROCEDURES
The personnel of the Philippine State College of Aeronautics shall be selected

on the basis of merit and fitness to perform the duties and assume the
responsibilities of the position in accordance with the pertinent provisions of the
Omnibus Rules on Appointments and other Personnel Actions per CSC
Memorandum Circular No.40, s. 1998 as amended by MC No. 15, s. 1999. A copy
of the above cited rules shall be placed in the office of the Human Resource
Management Officer.
Selection of employees shall follow the established guidelines/criteria for the

position.
For Plantilla Items:
1. Applicants to a position shall submit their application letters addressed

to the Office of the College President through the Records Officer and to
be forwarded to the Human Resource Management Officer for appropriate
action.
2. The applicant shall be notified by the Human Resource Management

Officer on the action taken on the application.
3. To ensure that a person appointed can satisfactorily perform the duties

and assume the responsibilities of the position to which he/she is being
appointed, his/her fitness shall be determined on the basis of the
qualification standards established by the Civil Service Commission’s
Qualification Standard Manual and the Commission on Higher
Education.
4. All applicants shall be screened and interviewed according to the

pertinent records attached to the application letter. A copy of these
documents shall be available in the Human Resource Management
Office.
5. The Personnel Selection Board (PSB) shall submit to the College

President the result of the screening process using the Comparative
Assessment Form showing the ranking of the candidates.
6. The College President in the exercise of sound discretion, select, in so far

as practicable, from among the top ranking applicants deemed most
qualified for appointment to the vacant position. He shall then submit
his proposed appointee/s to the PhilSCA Board of Trustees for
approval/confirmation.

SUBJECT RECRUITMENT PROCEDURES
7. Upon approval by the Board of Trustees, a copy of the Board Resolution

approving the appointment shall be furnished by the Board Secretary to
the Human Resource Management Office for preparation of appointment
papers and supporting documents.
8. The Human Resource Management Officer shall prepare and submit the
appointment papers for signature of the College President.
9. The signed appointment papers and the required attachments shall be

submitted to the Civil Service Commission Field Office for attestation.
10. The appointment paper in CSC Form 212 shall be prepared in three (3)
copies. The original copy once attested by the CSC shall be given to the
appointee. The second copy shall be retained by the Civil Service
Commission (CSC) and the third copy is for the HRMO/201 File of the
appointee.
For Designations:
The College President has the discretion to designate College

personnel to positions or functions subject to the favorable recommendation
of the Administrative or Academic Council and subsequently to the approval
of the Board of Trustees.

PROCEDURES IN HIRING CONTRACT OF SERVICE (COS)

SUBJECT
FACULTY PERSONNEL
1. Immediately after the preparation of schedule of classes and when a

vacancy for a contract of service faculty arises, the Program Coordinator
prepares a Personnel Requisition Form (PR Form) available at the HRM
Office.
2. The PR form must specify the qualifications needed for the position. The
Program Coordinator is responsible for obtaining the necessary approval
by the College President through the Institutional Dean/ Campus
Director, the Vice President for Academic Affairs and Vice President for
Admin & Finance for budget/funds and for sending the duly
accomplished and approved requisition form to the Human Resources
Management Office (HRMO).
3. The Human Resources Officer screens the applicants for the vacant
position and is endorsed for pre-employment psychological tests to
measure intellectual capacity and work attitude. The Human Resources
Management Office shall be responsible for checking/verification of an
applicant’s educational record, previous employment and references.
4. The HRMO sends the resumes of qualified candidates to the

requisitioning Department/Institute for review, interview and teaching
demonstration to be conducted by its local screening committee
composed of the Dean and Program Coordinators of the Institute where
the vacancy exist.
5. Selected applicant/s shall be recommended for hiring by the Local

Screening Committee to the VP for Academic Affairs and College
President, together with the copy of the teaching load.
6. Upon receipt of the approved recommendation, the HRMO shall issue

notice and checklist of requirements to the selected applicant/s which
he/she must pass before starting employment.
7. Upon submission of complete requirements, the new hire shall be

enrolled in the biometric machine, issued employment ID and a copy of
his/her approved teaching load. He/she shall attend the orientation in
order to be apprised with the academic and administrative policies and
procedures of the College.

PROCEDURES IN HIRING CONTRACT OF SERVICE (COS)

SUBJECT
ADMINISTRATIVE PERSONNEL
1. When a vacancy for a contract of service admin arises, the immediate

supervisor prepares a Personnel Requisition Form (PR Form) available at
the HRM Office.
2. The PR form must specify the qualifications needed for the position. The
immediate supervisor is responsible for obtaining the necessary approval
by the College President through the Vice President for Admin & Finance
for budget/funds and for sending the duly accomplished and approved
requisition form to the Human Resources Management Office (HRMO).
3. The Human Resources Officer screens the applicants for the vacant
position and is endorsed for pre-employment psychological tests to
measure intellectual capacity and work attitude. Skill applicants such as
IT, driver, aircon technicians, etc shall be endorsed for actual skills test
by the Chief, General Services. The Human Resources Management
Office shall be responsible for checking/verification of an applicant’s
educational record, previous employment and references.
4. The HRMO sends the resumes of qualified candidates to the

requisitioning office/unit for review, interview and skill test (if applicable).
5. Selected applicant/s shall be recommended for hiring by the immediate

supervisor, head of office/Campus Director VP for Admin & Finance and
College President.
6. Upon receipt of the approved recommendation, the HRMO shall issue

notice and checklist of requirements to the selected applicant/s which
he/she must pass before starting employment.
7. Upon submission of complete requirements, the new hire shall be

enrolled in the biometric machine, issued employment ID and a copy of
his/her approved teaching load. He/she shall attend the orientation in
order to be apprised with the academic and administrative policies and
procedures of the College.

PROCEDURES IN AVAILING FACULTY AND STAFF

SUBJECT
TRAINING SCHOLARSHIP GRANTS
1. Each Head of Office/Dean of Institute/Campus Director shall determine the

training needs of their respective faculty and staff in accordance with the
organizational priorities. He/she shall submit on the second week of every
fiscal year to the President through the Faculty and Staff Development
Committee (FSDC) its plans embodying the kind of training programs and
the names of those who shall attend such program.
2. The Committee through the HRM Officer shall inform all faculty and staff
concerned about the study grants and scheduled seminars/conferences of
workshops and invite qualified personnel to avail such program.
3. Qualified faculty member or staff may apply in writing on available

scholarship grants or training programs and submit the same to the Human
Resource Management Office.
4. The FSDC shall screen the candidates and recommend to the College
President the most qualified among them.
5. The participant or recipient of a training grant/scholarship agreement in

accordance with existing rules and regulations shall submit a report on the
prescribed form on the training he has completed and furnish the HRMO a
copy of the training certificate he has received and report of activities for
entry in his/her personnel files. The trainee shall be required to share with
his/her colleagues what he has learned in a Sharing Learning Session to be
scheduled by the HRM Office.

PROCEDURES IN DETERMINING COMPETENCE OF

SUBJECT
FACULTY AND STAFF
To ensure that personnel are aware of the relevance and importance of their
activities to the achievement of the quality objectives, each personnel is issued the
respective Job Description indicating therein a clear statement of the important
features of the job. The personnel affix his/her signature on the Job Description
issued to him/her as a confirmation of the job/task assigned.
1. The evaluation of employee’s competence is done through the

Performance Evaluation Form for the non-teaching and the SUC
Evaluation of Teaching Effectiveness Form for the Faculty that is adopted
by the Philippine State College of Aeronautics.
2. Performance Evaluation is conducted every six (6) months (January –

June and July – December) for the non-teaching personnel and semestral
(June – October; November – March) for the faculty members.
3. Results of the performance evaluation shall be used as basis for

continual improvement of work performance, identification of training
needs, basis for personnel actions, incentives and rewards, and
administrative sanctions.

PROCEDURES IN AVAILING FACULTY AND NON-TEACHING

SUBJECT
DEVELOPMENT PROGRAMS
External
1. The College receives letter invitations from different offices (through

OPRES, Office of the Deans, or Personal);
2. The Deans or concerned Chief of Office recommends individual to a

particular training/seminar/workshop for approval of the College
President through respective Vice-Presidents for consideration;
3. Upon approval, the Human Resource Management Office prepares the

Training Order for signature of the College President.
4. The recipient receives the Training Order to attend the Training Program.

PROCEDURES IN HANDLING COMPLAINTS FROM FACULTY AND

SUBJECT
ADMINISTRATIVE EMPLOYEES
1. The Human Resource Management Office handles complaints from

Monday-Friday, 8:00-5:00PM;
2. The verbal complaint report is initially discussed and recorded in the

HRM logbook;
3. The complainant submits to the HRM Office a narrative report clearly

stating the offense allegedly committed by the particular employee;
4. The Human Resource Management Officer checks the authenticity of

the written complaint report;
5. The Human Resource Management Officer schedules dialogue to both

parties;
6. Both parties attend the dialogue as required to clarify and resolve the
matter/s;
7. The Human Resource Management Officer works on the resolution of

the complaint and makes appropriate recommendation.

SUBJECT RECORDS OFFICE PROCEDURES
A. PROCEDURES IN RECEIVING AND RELEASING OF INCOMING

DOCUMENTS
1. All incoming documents to be received by the Records Office are

checked and properly examined as to its origin, content and purpose,
and classified (from internal offices or external agencies);
2. The documents coming from external agencies/offices are then

stamped receive by the office, recorded in the official logbook, and
immediately reproduced and released/routed to concerned offices
within PhilSCA for appropriate action/perusal using PhilSCA REC
Form No. 01 (Records Office Routing Slip);
3. The documents coming from internal offices (PhilSCA – wide offices)

after being classified (as Special Orders, Memorandum Circulars,
Memorandum, Office Memorandum, Memorandum Orders,
Travel/Mission Orders, Office Orders and the like) and checked (as to
its completeness of attachments as indicated) are stamped received by
the office;
4. The internally sourced documents are then stamped with “Released”,

assigned control number, date of release, & signed by the authorized
releasing officer;
5. The Records Office releases the internal sourced documents to

concerned offices and individual employees for information or
guidance, or compliance
6. The receiving office stamps the “Records Office receiving file copy”
with their “office stamped” and “acknowledged received by” the
individual concerned.
B. RECORDS FILING AND SAFEKEEPING
1. The documents received for the day are encoded in the computer
according to classification and control. This is for easy retrieval of the
documents as requested;
2. After encoding, the hard copy of the documents are properly filed and
kept in safe storage (filing cabinets, etc.) which are placed in the
Records Depository Room/Storage Room;
3. The records filing is in accordance to the confidentiality of the

documents that defines the accessibility of the records.

RECORDS OFFICE PROCEDURES
C. DOCUMENTS RETRIEVAL PROCEDURES
1. By the College President
Documents on file (soft or hard copy) are to be retrieved only upon

written orders or authority of the College President;
2. By Court Order/Request
The documents can be retrieved as requested (ordered by the

court) and upon authority of the College President as provided for
in step number one (1);
3. By Individual
The requesting party files his/her request at the Records Office by

filling up the PhilSCA REC Form No. 02 (Document Request Form);
4. The Authorized Records Personnel verifies the request after which the
Records Officer recommends approval of the said request by the
College President;
5. The requested document is released to the Requesting Party by the

Records Office authorized person only;
6. The Requesting Party himself/herself acknowledges to have received

the document/s requested by signing above the printed name in the
“Received by” portion of PhilSCA REC Form No. 02;
7. The requested document/s is/are only for use as to its stated

purpose/s in the PhilSCA REC Form No. 02.
E. PROCEDURES ON THE INVENTORY AND DISPOSAL OF RECORDS
1. The Records Officer initiates to conduct the proper inventory of the

documents on file using PhilSCA REC Form No. 05 by conducting
meeting of the office personnel with the Records Office. The Assistant
2. The inventory of the documents can be done at least annually.
3. In a year basis, the documents are to be properly sort out according

to the classification and nature of the document available on file;

RECORDS OFFICE PROCEDURES
4. The documents subjects and dates will be encoded by the authorized

Records Office personnel;
5. The Records Officer certifies the correctness of the inventory;
6. The College President approves Records Inventory and Appraisal.
7. The Records Officer furnishes the Office of the College President and
the National Archives of the Philippines (NAP) copies of the records
inventory for records and file purposes.
8. Based on the data from PhilSCA Inventory and Appraisal, the Records
Officer recommends to the College President the disposal of
records/documents by accomplishing the National Archives of the
Philippines NAP Form No. 3 (Request for Authority to Dispose of
Records).
9. The College President certified and approved the Request.
10. The Request (NAP Form No. 3) is sent to the National Archives of the
Philippines for approval by the NAP Executive Director.
11. The Records will be disposed accordingly.

PROCUREMENT PROCEDURES OF SUPPLY OFFICE

SUBJECT
FOR LOCAL TRANSACTION
1. Requisitioning Party ( Request) using RIS Form
a. Approved Annual Procurement Plan (APP) should be attached.

b. Requested by the End-user and approved by the Property/Supply
Officer.
c. All procurements should have their controlled number for proper
monitoring.
2. Purchase Request (PR)
2.1. Approved by the Supply Officer & Vice President for Admin &
Finance(VPAF)
3. BAC Resolution
3.1. Complete attachment attached, then BAC Resolution made,

determined the mode of procurement of the transaction and
approved the BIDS and Awards Committee (BAC) of the College.
4. POSTING OF PHILGEPS( Procurement Office)
4.1. Procurements of Goods, Supplies & Materials should be posted at

PHILGEPS in accordance with the provision of Government System
– RA 9184.
4.2. 7 days posting, and if no one replied with the procurement of

Goods then it maybe canvassed in actual by the authorized
canvasser.
5. QUOTATION from the SUPPLIERS
5.1. For direct Contracting Quotation of the Supplier as well as the

Certificate of Exclusive Distributorship. ( No Abstract of Canvass
provided).


SUBJECT
5.2. At least Three (3) Quotation must be compared by itself then

signed by the Authorized Official.
5.3. The lowest bidder should be recommend to be awarded by the BAC

Committee
6. ABSTRACT OF CANVASS
6.1. Abstract of Canvass must be made by the Procurement Office then

approved by the BIDS & Awards committee.
7. PURCHASE ORDER / WORK ORDER ( Supply Office )
7.1. Preparation of Purchase Order/Work Order must be made by the

Supply/Property Officer indicated the terms and condition agreed
upon based on the quotation of Suppliers.
7.2. Purchase/Work Order had their controlled no. for proper
monitoring.
7.3. Purchase/Work Order must be signed by the End – User, the Chief
Accountant and the College President for approval of the said
procurement.
7.4. Emergency purchase & Reasonableness of Price must be attached
certifying the emergency of the procurement and the reasonable
price of the goods to be procured signed by the Procurement Officer
and the Supply Property Officer.
8. ALLOTMENT OF BUDGET (Budget Office) – BUDGET

UTILIZATION/OBLIGATION REQUEST
8.1. Allocation of Budget for the procurement of Goods must be made

at the Budget Office certifying that there is funds available for the
said procurement.
8.2. Signed by the Head of Budget & VP for Admin & Finance
8.3. Then for Accounting Office, signature of the College Accountant to
be certified the availability of Funds.
8.4. Then for the Office of the President for Approval of the said
procurement.


SUBJECT
9. DELIVERIES OF GOODS ( Supply Office)
9.1. The Purchase Order must approved by the College President and
received by the supplier for delivery of goods & materials.
9.2. Deliveries of Goods should received by the Property / Supply
Officer
9.3. Deliveries of Goods & Materials should be inspected by the
Inspection Committee of the College determining the quantity and
the quality of the said procurement.
9.4. Inspection & Acceptance Report must be made as well as the
Received request of the end- user for the attachment of
documents for payment. (C/O Supply Office )
9.5. Property Acknowledgement Receipt (PAR) made when the goods is
considered as equipment of the College.
9.6. Inventory Custodian Slip (ICS) made when the goods considered
as the supplies or items whose lifetime must be at least 1 – 2 yrs.
9.7. Sales Invoice / Delivery Receipt indicated the amount to be paid.
10. DISBURSEMENT VOUCHER ( Supply Office)
10.1. Disbursement Voucher must be made by the Supply/Property

Officer then signed by the College Accountant, Approved by the
College President.
10.2. Approving of the said DV considered as to be paid.
10.3. Then Check must be made at the Disbursing Office, signed by the
Authorized officials.

SUBJECT PROCEDURES IN THE USE OF COLLEGE VEHICLES
1. Before securing trip ticket from the General Services Unit, the requesting
party must ask if there is an available College vehicle to use.
2. Requesting party must secure a trip ticket from the General Services Unit.
3. Upon securing the trip ticket, requesting party fills out the needed
information and has it duly signed by all concerned.
4. The trip ticket will be returned to the General Services Unit for issuance of
the Trip Ticket Number.
5. Once the Trip Ticket Number is issued, a driver will be assigned.
6. Before dispatching the College vehicle, the driver will record the time of
departure and mileage.
7. The requesting individual/office shall shoulder the gasoline expenses for

reimbursement.
8. After the trip, the driver shall record the mileage used and the amount of
fuel/gas consumed.

SUBJECT PROCEDURES IN COLLEGE VEHICLE PREVENTIVE MAINTENANCE
1. Daily Inspection
a) The driver must conduct 360 days inspection of the vehicle before engine
start up, observed the generally accepted principle of maintaining vehicle,
to wit:
B – rake
L – ight
O – il
W – ater
B – attery
A – ir
G – as
S – elf
b) Change oil every 3,000-5,000 km respectively
c) The driver is responsible in checking the roadworthiness of the vehicle by

constant monitoring of the scheduled maintenance.
d) The Head GSD shall see to it that the daily maintenance checklist is
reviewed by him.
e) Periodic maintenance scheduled for all vehicles shall be observed once

every month.

SUBJECT PROCEDURES IN THE USE OF COLLEGE FACILITIES
Request for the use of college facilities for local reservation
A. Use of Upper gym and Covered Court, Areas at Building A and B, Hangar
building, other areas
B. Requisitioner fill out and sign a request for use of the college facilities form.
The request shall be entered in monthly monitoring sheets separately as to
specified areas requested (Upper gym, covered court, building A, building B,
Hangar, other areas….) prior to approval or disapproval. The Chief of the
office of the General Services designates to appropriate personnel for
preliminary/ocular inspection on request.
C. After verification on some concern and upon recommendation of personnel

assigned, The GSD Chief approves/disapproves the requesting upon
compliance on preliminary requirements.

SUBJECT PROCEDURES IN THE REPAIR AND MAINTENANCE
Request for repair and maintenance
A. Cleaning, Airconditioning Unit, Electrical Works, Construction Works and

others……
Requisitioner fills up and sign a request for repair and maintenance

form. The request shall be entered in monthly monitoring sheets separately
as to specify type of work requested (area cleaning, air-conditioning unit,
electrical works, construction works, others…) prior to approval or
disapproval. The Chief of the office of the General Services designates to
appropriate personnel for preliminary/ocular inspection on request.
After verification on some concern and upon recommendation of

personnel assigned, The GSD Chief approves/disapproves the requesting
upon compliance on preliminary requirements.

SUBJECT PROCEDURES IN THE REGULAR CLEANING
1. The Chief of the General Services approves in writing the cleaning

assignment sheet to maintain cleanliness for the quarter of the school year
and shall be extended until a new assignment is created and approved in
writing by the GSD Chief.
2. Utility personnel shall clean their area assignment and log in the daily
cleaning area assignment logbook as soon as task is accomplished

SUBJECT PROCEDURES IN EQUIPMENT REGULAR (AIRCON) MAINTENANCE
1) Weekly inspection of office equipment and render report of concerned

officials of the college for appropriate action.
2) Maintain checklist of maintenance work done on every equipment.
3) Periodic and timely replacement of consumable parts to prevent bogging

down/malfunctions.

PROCEDURES IN ELECTRICAL EQUIPMENT AND DEVICE

SUBJECT
REGULAR MAINTENANCE
1) Daily monitoring of all electrical facilities and devices, wirings, power

panel boards including all distribution panel and power house.
2) Weekly check-up of Power Generator Set and its devices for preventive
maintenance.
3) Monthly General Cleaning of lightings, breakers and orbit fan/wall fan,

exhaust fan for preventive maintenance.

SUBJECT BUDGET PROCEDURES
1.) Based on the approved General Appropriations Act (GAA), which served as
release document and in coordination with the Department of Budget and
Management (DBM), the latter will issue Monthly Requirements Schedule
(MRS) for Notice of Cash Allocation (NCA) to cover the regular and operating
requirements of the Agency. The availability of the NCA shall be until the
last working day of the third (3rd) month of the given quarter pursuant to
DBM Circular Letter No. 2013–12. The attached Monthly Requirement
Schedule for NCAs (MRS–NCAs) presents the details on the funding
source/s as well as the specific period/s for the bank to credit the
programmed amounts to the specified MDS Sub–account/s.
2.) Upon receipt of Advice of NCA issued to the Agency, will provide copy to
finance offices i.e. Office of the Vice President for Administration and
Finance, Director for Finance Services, Accounting, Disbursing, and
Commission on Audit. The Budget Officer/Heads of the Budget
Unit/Designated Budget Officer shall record the allotment in the List of
Allotments and Sub–Allotments (LASA)–FAR No. 1–B.
3.) Upon receipt of the disbursement voucher/purchase order/work order, the

Budget Staff reviews and verifies completeness of the documents. If
incomplete, returns the documents to the concerned offices for completion.
If complete, assigns account codes that represent the accounts classification
based on the revised chart of accounts for national government agencies
(COA Circular No. 2013 – 002 dated January 30, 2013).
4.) Prepares Obligation Request (OR) in three copies. Forwards the Obligation
Request (OR) to the Director for Finance Services for review and signature,
certifying charges to appropriation/allotment necessary, lawful and under
his direct supervision; and supporting documents valid, proper and legal
(Box “A”).
5.) Forwards the Obligation Request to the Budget Officer/Head of the Budget
Unit/Designated Budget Officer for review and signature, certifying
allotment available and obligated for the purpose ad indicated (Box “B”).
6.) Returns to the Budget Staff for recording/encoding in the appropriate

Registry of Allotments and Obligations.
7.) Assign number and records in the logbook. Remove budget copy of OR (blue
copy) for file and reference. Forwards disbursement voucher/purchase
order/work order to the accounting office for processing and signature.

SUBJECT BUDGET PROCEDURES
Note 1
The numbering structure of the Obligation Request (OR) shall be as

follows:
PS 0000 00 0000
Serial Number
(one series for the whole year)
Month
Year
Allotment Class
(PS, MOOE, CO) shall be used

only when obligations are
Recorded in the Ors
Note 2
The obligation Request (OR) shall be prepared in three copies and shall be
distributed as follows:
White Copy - Copy of Disbursement Voucher
Blue Copy - Copy of Budget
Green Copy - Copy for Accounting

SUBJECT PROCEDURES FOR COLLECTIONS AND DEPOSITS
Cash (Collecting) Unit – Designated Staff/ Collecting Officer
Daily Procedures
1.) Receives cash/check from payor representing collection based on the Order
of Payment (OP) prepared by the Accounting Unit for main campus only. For
satellite campuses the cash unit will also act as the assessor for payment.
2.) Issues Official Receipt (OR) to acknowledge receipt of cash/check
Note 1
The OR shall be prepared in three copies and shall be distributed as follows:
Original copy – Payor

Copy 2 – to be attached to the Report of Collections and
Deposits (RCD)
Copy 3 – Cash Unit File
3.) Records collections in the Cash Receipts Record (CRR)
4.) Prepares Deposit Slip (DS) in three copies for VAB campus); 4 copies for
BAB and FAB campus
Note 2
The DS shall be distributed as follows:
Original – AGDB
Copy 2 – to be attached to RCD
5.) Deposits collections with AGDB
Monthly Procedures
6.) Based on the validated DS from the AGDB and copy of the Ors on file
prepares Report of Collections and Deposits (RCD) in two copies. Initials on
the RCD and forwards the same together with Copy 2 of the Ors and DS to
the Head of the Cash Unit or immediate superior for review and signature.

SUBJECT PROCEDURES FOR COLLECTIONS AND DEPOSITS
Head of the Cash Unit/Immediate Superior
7.) Reviews and signs the RCD. Forwards original of RCD, Copy 2 of the ORs
and DS to the Designated Staff for submission to the Accounting Unit.
Note 3
The RCD shall be distributed as follows:
Original – Accounting Unit together with Copy No. 2 of the

ORs and DS – to support the JEV
Designated Staff
8.) Records the RCD in the logbook maintained and forwards the same with the
ORs and DS to the Accounting Unit for recording in the books of accounts.
Accounting Unit/Accounting Staff
9.) Receive Original RCD with Copy 2 of the ORs and DS from the Cash Unit.
Records receipt in the logbook maintained for the purpose and forwards the
same to the bookkeeper for review and preparation on the JEV.
Accounting Staff
10.) Based on the RCD, prepares JEV in two copies and signs “Prepared by”
portion of the JEV. Forward the JEV and other documents to the Head of the
Accounting Unit for review and signature.
Head of the Accounting Unit
11.) Reviews and signs “Certified Correct by” portion of the JEV. Forward the JEV
and documents to the Bookkeeper for recording in the Cash Receipt Journal.

SUBJECT PROCEDURES FOR DISBURSEMENT BY CHECKS
A. Processing of Disbursement Voucher (DV)
1. Receives Copies 1–4 of DV, originals of supporting documents and copies 1–2
of OR/BUR from the Budget Unit. Check completeness of supporting
documents. If incomplete, returns to the concerned party for compliance thru
the Budget Unit.
2. If complete, stamps “Received” and indicates date of receipt and initials on

the stamped “Received” portion of the DV.
3. Assigns DV number and records on the logbook the DV number and date,
payee, particular and amount. Forward copies 1–4 of DV, originals of
supporting documents and copies 1–2 of BUR/OR to designated Staff for
processing.
Note 1
DV number shall also be indicated on every sheet of the supporting

documents.
Designated Staff
4. Receives Copies 1–4 of DV, Originals of supporting documents and copies 1–2
of OR/BUR from the receiving/releasing staff. Review DV for completeness
and propriety of supporting documents.
5. Checks Index of Payments (IP) from file and determines whether there was
prior payment of the same claim. If the claim was already paid, returns the
DV and supporting documents to the receiving/releasing staff to be returned
to claimant.
6. If not yet paid, records the following in the IP: name and address of creditor,
DV date and number, particulars and amount.
7. Initials in Box B of DV and forwards copies 1–4 of DV, Originals of supporting

documents and copies 1–2, of OR/BUR to the Head of Accounting Unit for
review and signature.
9. Reviews DV and supporting documents, signs in Box B of DV and OR/BUR.

Forwards the documents to the receiving/releasing staff.

Receiving/Releasing Staff
9. Records in the logbook the date of release of copies 1–4 of DV, and Copy I of
the OR/BUR. Forwards to the Head of Agency or Authorized Representative
for approval of DV. Retains copy 2 of OR/BUR for file.
Head of Agency or Authorized Representative
10. Reviews and approves DV. Forwards copies 1–4 of DV, Copy I of the OR/BUR
and originals of supporting documents to the Cash Unit for check preparation
Cash Unit Receiving/Releasing Staff
B. Preparation and Approval of Checks
11. Receives copies 1–4 of approved DV, Copy 1 of OR/BUR and originals of
supporting documents and records in the logbook the date of receipt, DV
number, payee, particulars and amount.
Designated Staff
12. Verifies completeness on the DV. Prepares check in three copies.
13. Retrieves from file the Check Disbursements Records (CkDR) and records the
date, reference or check number, name of payee, nature of payment and
amount of the DV and extract the new balance the NCA/bank account then
forwards copies 1–3 of check, copies 1–4 of DV, Copy 1 of OR/BUR and
originals of supporting documents to cashier for review and signature.
Cashier
14. Verifies completeness of signatures on the DV and reviews the amount of the
check against the DV and supporting documents. Signs the check.
Authorized Official
15. Countersigns check. Forwards copies 1–4 of DV, copy 1 of OR/BUR and
supporting documents to the receiving/releasing staff for return to the
Cashier.


25 August 2015
16. Records in the logbook the date of release of copies 1–3 of checks, copies 1–
4 of DV, Copy 1 of OR/BUR and supporting documents.
Cashier
17. Releases the original check and copy 4 of DV to the payee. Attaches
OR/Invoice on copy 1 of DV. Files copies 2–3 of check, copies 1–3 of DV,
originals of supporting documents.
C. Preparation on Report Checks Issued (RCI)
Monthly Procedures
18. With copies 1–3 of DV, Copy 1 of OR/BUR, supporting documents Copies 2–
3 of checks, prepares RCI in two copies. Copy 1 of DV and OR/BUR for COA
copy while Copy 2 of DV is for Accounting file.
Note 2
The RCI shall be distributed as follows:
Original and Duplicate Copies – Accounting Unit together with them

originals and duplicate copies of the paid DVs/payroll and supporting
documents for JEV preparation.
19. Initials in “Certification” portion of the RCI.
Head of the Cash Unit
20. Reviews RCI and signs in “Certification” portion.
Designated Staff
21. Forwards original of RCI together with copy 2 of checks, Copy 1 and 2 of
DVs, Copy 1 of OR/BUR and supporting documents to the Accounting Unit
for the preparation of JEV. Retains Copy 2 of RCI, copy 3 of checks and
Copy 2 of DVs for file.
Note 3
The “List of Unreleased and Cancelled Checks” shall be attached to the
RCI to be submitted to Accounting Unit for reference.

D. Preparation of JEV
Accounting Unit Receiving/Releasing Staff
Monthly Procedures
22. Records receipt of copy 1 and 2 of RCI together with Copy 2 of checks, Copy
1 and 2 of DVs, Copy 1 of OR/BUR and originals of supporting documents
from cash unit in the logbook. Forwards the documents to the designated
staff for JEV preparation.
Designated Staff
23. Examines DVs and checks against RCI. Verifies if the serial number of
checks actually issued including spoiled and cancelled ones, are all
accounted for.
24. Prepares JEV in two copies and signs in the “Prepared” portion.
Head of the Accounting Unit Authorized Signatory
25. Reviews correctness of the journal entries and signs on “Certified Correct
by” portion of the JEV. Forwards copies 1 – 2 of JEV and Copy 1 of DVs,
Copy 1 of OR/BUR and originals of supporting documents to designated
staff for recording in the Check Disbursement Journal (CkDJ).
E. Recording in the CkDJ
Designated Staff
26. Receives copies 1–2 of JEV and Copy 1–2 of RCI, Copy 2 of checks, Copy 1
of DVs, Copy 3 of OR/BUR and supporting documents. Records the JEV in
the CkDJ. Retains copy 2 of JEV for file. Forwards Copy 1 of JEV, RCI and
DV, Copy 2 of checks, Copy 1 of OR/BUR and supporting documents to the
receiving/releasing staff for submission to COA for Audit.
27. Records in the logbook the date of submission of Copy 1 of JEV, RCI, DVs,
Copy 1 of OR/BUR, Copy of checks and originals of supporting documents
and release to COA for Audit.
Note 4
For the succeeding activities, refer to Procedures on the Preparation and

Submission of Trial Balance and Other Reports under NGAS Manual

PROCEDURES FOR DISBURSEMENTS BY CASH – PAYMENT FOR

SUBJECT
PAYROLL AND OTHER EXPENSES
Cash Unit Accountable/Disbursing Officer
1.) Receives the approved check from the cashier. Records in the Cash
Disbursement Record (CDR) the date, reference, name of payee,
particulars and the amount of check in the debit column.
2.) Encash check in a GSB.
3.) Pays officials and employees/other payees.
Note 1
Employees/payees shall sign on the received portion of the payroll/DV to

acknowledge receipt of payment.
Note 2
If there are unclaimed salaries, refund the same within the reasonable time.
OR representing the refund shall be issued by the Collecting Officer.
4.) Records payment including the refund for unclaimed salary in the credit
column of the CDR.
At the End of the Month
5.) Based on the paid payroll/DV and supporting documents, prepares

Report of Disbursements (RD) in two copies. Signs the “Certification”
portion of the RD.
Note 3
The RD shall serve as the liquidation report if the cash advance granted to the
Disbursing Officer.
Accounting Unit Releasing/Receiving Clerk
6.) Records in the logbook, indicates “Received” and signs all copies,
forwards the RD to the Bookkeeper for JEV preparation, and returns
copy to the cash unit.
Bookkeeper
7.) Prepares JEV based on the RD and supporting documents received.
8.) Records payroll payment in the individual Index of Payment (IP) of officials
and employees.

PROCEDURES FOR DISBURSEMENTS THROUGH BANK – PAYROLL

SUBJECT
PAYMENT
Cash Unit – Cash Staff
1.) Receives the approved check, DV and Payroll, signs the logbook of the
releasing office, and forwards the documents to the Cashier.
2.) Deposits the check to the Bank Payroll Account together with the original
of the Payroll Register Abstract received from Admin Unit Files temporarily
Copies 1 – 3 of Payroll, Copy 2 of the check, and Copies 1 – 3 of DV for the
preparation of RCI.
Note 1
The payee of the check is the servicing Bank whose authorized

representative shall acknowledge receipt of the check by signing on the
Original of the DV.
Note 2
Refer to Seq. No. 19, Procedures for Disbursement by Checks.
Note 3
Payroll payment through bank shall also be recorded in the IP

maintained by the Accounting Unit.

EFFECTIVITY DATE
PROCEDURES FOR DISBURSEMENTS THROUGH BANK PETTY

SUBJECT
CASH FUND
Various Units for Petty Cash Custodian
Receipt of Check for the Establishment/Replenishment of PCF
1.) Receives check from cashier for the establishment/replenishment of petty

cash fund. Retrieves Cash Disbursement Record (CDR) and records the
date, reference and the amount of check in the “Disbursements” column.
2.) Encashes check in GSB and keeps the cash in a safety vault.
Utilization of Petty Cash Fund
Requesting Personnel
3.) Accomplishes Box A “Requested by portion of the Petty Cash Voucher

(PCV).
Immediate Supervisor
4.) Signs Box A “Approved by” portion of the PCV and returns to Requesting
Personnel.
5. Submits to the Petty Cash Custodian the release of Fund.
Petty Cash Custodian
6.) Receives from the Requesting Personnel the PCV duly approved by
concerned official.
7.) Upon granting of the petty cash advance and signs in Box B “Paid by”
portion of the PCV.
8.) Receives petty cash and signs in Box B “Cash Received by” portion of the
PCV
9.) Issues Copy 2 of the PCV to requesting personnel.

EFFECTIVITY DATE

SUBJECT
CASH FUND
10.) Retrieves CDR from file and records paid PCVs. Fill up the following
columns: date, reference, name of payee, nature of payment, amount in
the credit column and cash advance balance.
11.) Files the original of the PCV awaiting liquidation.
Liquidation of Petty Cash Advance
12.) Receives from requesting personnel Copy 2 of the PCV together with
supporting documents. Checks and retrieves completeness of
documents such as the date, amount in the credit column and cash
advance balance.
13.) In incomplete, returns to requesting personnel for completion of needed

supporting documents. If complete, retrieves the original of PCV from
file and fills up Box D “Liquidation Submitted” portion of the original
Copy 2 of PCVs.
14.) Checks the appropriate boxes for “Received Refund” or “Reimbursement

Paid” portion and signs Box C of the PCV.
15.) Checks and fills up the appropriate boxes for “Liquidation Submitted”
and necessary supporting documents and receipt or reimbursement of
cash, if any and signs the PCV.
Petty Cash Fund Custodian
16.) Returns Copy 2 of the PCV to the Requesting Personnel.
17.) If the amount granted is equal to the amount paid as shown in the
liquidated PCV, proceeds to Sequence no. 18.
If the amount granted is not equal to the amount paid,

retrieves from file the CDR and records the necessary adjustments
based on the liquidated PCV. Fill up the following columns: date,
reference, name of payee and nature of payment, amount in the
appropriate debit, credit and balance columns.
18.) Files the original of the PCV together with the supporting documents
awaiting replenishment.

EFFECTIVITY DATE

SUBJECT
CASH FUND
Replenishment of Petty Cash Fund
19.) Retrieves from file the original of the PCVs together with the supporting
documents. Checks the completeness of all PCVs for replenishment.
20.) Prepares the Petty Cash Replenishment Report (PCRR) in two copies
based on PCVs in numerical sequence and fill up the following columns:
date, PCV No., particulars and amount.
21.) Signs in the “Certified Correct by” portion of the PCRR.
22.) Based on the PCRR, prepares DV in three copies. Forwards Copies 1 – 4

of the DV, original of the PCRR and PCV, and supporting documents to
Authorized Official for review and signature.
Authorized Official
23.) Signs in Box A portion of the DV.
Petty Cash Fund Custodian
24.) Forwards Copies 1 – 4 of the DV, originals of PCRR and PCVs and
supporting documents to Budget Division
Note 1
For the succeeding activities, refer to Procedures in the Recording of

Obligations care of Budget Office.

EFFECTIVITY DATE
PROCEDURES IN THE PREPARATION AND SUBMISSION OF TRIAL

SUBJECT
BALANCE AND OTHER REPORTS
Accounting Unit/Bookkeeper
Preparation of Unadjusted Trial Balance
1.) Records JEVs for the month in the Special Journals and General
Journal.
2.) Posts the Journal entries from the Special Journals and General Journal
to respective General Ledgers.
3.) Records the source/summarizing documents to the respective Subsidiary

Ledgers.
Note 1
The summarizing/source documents are the following:
Report of Checks Issued (RCI)
Report of Collections and Deposits (RCD)
Report of Disbursements (RD)
Journal Entry Voucher (JEV)
Disbursement Voucher (DV)
Other Supporting Documents (OD)
4.) Foots and extracts the balances of General Ledgers and Subsidiary
Ledgers.
5.) Based on the General Ledgers, prepares the Unadjusted Trial Balance
(UTB) to check the postings made on the General Ledger or the quality of
debit and credit balances of the general ledger accounts. Files
temporarily.

EFFECTIVITY DATE

SUBJECT
Preparation of Pre – Closing Trial Balance
6.) Prepares adjusting journal entries thru the JEV for unrecorded
transactions and for all accounts that need to be adjusted/corrected.
Records the JEV in the General Journal.
Note 2
Adjusting journal entries shall be prepared for the following t
transactions:
Adjustment for Actual Items
Adjustment for Deferred Items
Corrections/Reclassification Entries
Provision for Allowance for Doubtful Accounts
Provision for Accumulated Depreciation
7.) Post the adjusting journal entries from the General Ledgers and
Subsidiary Ledgers.
8.) Foots and Extracts balances of the General Ledgers and Subsidiary
Ledgers.
9.) Based on the General Ledgers, prepares Pre – Closing Trial Balance in
four copies. Files temporarily the Pre – Closing Trial Balance.
Preparation of Other Reports
10.) Reconciles the totals of the Subsidiary Ledgers with the totals of the
General Ledgers accounts. If unreconciled, checks the difference and
prepares adjusting/correcting entries as maybe necessary thru the JEV.
11.) If reconciled, prepares individual supporting schedules per account

based on the Subsidiary Ledgers.
12.) Initials the supporting schedules and Pre – Closing Trial Balance and
forwards the same to the Head of the Accounting Unit for review and
signature.
13.) Reviews and signs the “Certified Correct” portion of the Pre – Closing
Trial Balance and the supporting schedules.


SUBJECT
Designated Staff
14.) Submits the Pre – Closing Trial Balance to the Offices concerned.
Records submission in the logbook maintained. Files Copy 4 of the Pre
– Closing Trial Balance and Copy 4 of supporting schedules for
preparation of Financial Statements.
Preparation of Post – Closing Trial Balance at Year – End
Bookkeeper
15.) Prepares closing journal entries thru JEV and records the same in the
General Journal.
Note 3
The following accounts shall be closed/reverted at year – end:
*Unused Subsidy Income from National Government (Balance account
Cash – National Treasury, MDS)
*Nominal/Intermediate Accounts
Income Accounts (including SING) to the Income and Expense Summary
(IES) account.
Expense accounts to IES account
Balance of IES account to OS account
ROS account to Accumulated Surplus/(Deficit) Account
16.) Posts the journal entries from the General Journal in the respective
General Ledgers.
17.) Foots and extracts the balances of the General Ledgers and the
Subsidiary Ledgers.
18.) Based on the General Ledgers, prepares Post – Closing Trial Balance in
four copies.
19.) Reconciles the supporting schedules with Post – Closing Trial Balance. If
not reconciled, prepares the necessary corrections thru JEV in the
General Journal.
20.) Initials the “Certified Correct by” portion of the Post – Closing Trial
Balance and “Prepared by” portion of supporting schedules.


SUBJECT
21.) Prepares transmittal letter and forwards the same together with the
Post–Closing Trial Balance and supporting schedules to the Head of the
Accounting Unit.
22.) Reviews and signs “Certified Correct by” portion of the Post – Closing
Trial Balance, supporting schedules and transmittal letter, and
forwards the same to the Accounting Staff for distribution.
Accounting Staff
23.) Distributes the Post–Closing Trial Balance and supporting schedules to

the concerned Offices. Records in the logbook the submission of the
same.
Note 4
Trial Balance and supporting schedules shall be distributed as follows:
Copy 1 – COA Resident Auditor
Copy 2 – Accountancy Office, COA
Copy 3 – DBM
Copy 4 – Accounting Unit File
Note 5
The frequency of submission of Pre–Closing Trial Balance/Post–Closing

Trial Balance and other reports shall be as follows:
*Pre–Closing Trial Balance and other reports–monthly, within ten

days after the end of the month to the COA Resident Auditor and DBM.
*Year–end Pre–Closing Trial Balance/Post–Closing Trial Balance

and other reports on or before February 14 of the following year to the
COA Resident Auditor, DBM and COA, Accounting Office.


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Republic of the Philippines

PHILIPPINE STATE COLLEGE OF AERONAUTICS

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015

This Quality Procedure Manual (QPM) is a documentation of the

The Manual likewise contains policies and guidelines in executing and

BERNARD R. RAMIREZ. Ed. D.

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015

SUBJECT TABLE OF CONTENTS

Section Subject Title Page

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

SUBJECT TABLE OF CONTENTS

Section Subject Title Page

2.5 Procedures in Walk-in Medical Consultation 80

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY 25 August 2015

Section Subject Title Page

2.9 Research Procedures 93

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE

SUBJECT TABLE OF CONTENTS

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015

SUBJECT MANDATE, VISION, MISSION AND GOALS

The College shall primarily provide professional and advance technological

PhilSCA is a leader institution committed to the scientific and technological

To produce world-class aeronautics professionals imbued with commitment,

GOALS & OBJECTIVES

The programs and projects of the College shall be undertaken in such a

1. Professional and advanced technical training in the field of aeronautics

2. Research and advanced studies; and

3. Progressive leadership in its field of specialization as mandated by its

1. Transmit and disseminate knowledge and skills relevant to the manpower

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015

SUBJECT QUALITY MANAGEMENT SYSTEM DOCUMENTATION

1. The PhilSCA Quality Management System (QMS) is documented in three (3)

1.1. Quality Policy Manual - Level 1

2. The Quality Management System (QMS) Manual is prepared by the

2.1. SUC President I

6. The Master Copy of the Manual describes the manner of distribution

6.1. Title of the Manual

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015

SUBJECT QUALITY MANAGEMENT SYSTEM DOCUMENTATION

7.1. Executive Quality Management Representative (EQMR)- Master Copy

Authorized by: Approved by:

RODANTE G. FLORES, Ph.D. BERNARD R. RAMIREZ, Ed.D.

QUALITY PROCEDURES MANUAL EFFECTIVITY DATE 25 August 2015

SUBJECT QUALITY MANAGEMENT SYSTEM DOCUMENTATION