BSESS | BTLED - AREA X: ADMINISTRATION

BSESS | BTLED

AREA X: ADMINISTRATION

A. ORGANIZATION

S.1 The Institution has an organizational structure approved by the Board of Regents/Trustees (BOR/BOT).

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S.2 Every office/unit in the organizational structure has functions approved by the BOR/BOT.

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IMPLEMENTATION

I.1 The Institution is subdivided into administrative units in accordance with the organizational structure.

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I.2 The functions, duties and responsibilities of administrative staff in each unit/office are carried out.

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I.3 The Board of Regents/Trustees is supportive with the growth and development of the Institution.

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I.4 The Academic and Administrative Councils exercise their powers and perform their functions.

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I.5 The flow of communication among and within units/departments is observed.

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OUTCOME/S

O.1 The Institution has a well-designed and functional organizational structure.

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B. ACADEMIC ADMINISTRATION

S.1 The Dean/Academic Unit Head possesses the required educational qualification, experience and other prescribed requirements to administer the College/Academic Unit.

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S.1.1 at least Master's degree in Technical Teacher Education, or preferably Doctor of Technical Teacher Education or Ph.D. in any of the specialization areas in the program;

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S.1.2 Certificate of Registration;

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S.1.3 PRC license where applicable;

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S.1.4 At least 3 years teaching exoerience in a technology/teacher education institution;

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S.2 The Dean/Department Chair/s, or their equivalent, has appropriate/relevant educational qualifcation and experience.

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IMPLEMENTATION

I.1 The Dean is assisted by Department Chairs or their equivalent with appropriate/relevant educational qualification and experience.

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I.1.1 Master's degree in Technical Teacher Education

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I.1.2 Certificate of registration;

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I.1.3 PRC license where applicable;

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I.2 The Dean implements a supervisory program.

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I.3 The Dean participates in the recruitment and promotion of faculty.

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I.4 The Dean, the faculty and the administration work together for the improvement of the College/Academic Unit particularly in:

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I.4.1 setting standards and targets;

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I.4.2 planning of programs and other related activities;

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I.4.3 Implementing, monitoring and evaluation of plans, programs and other related activities;

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I.4.4 establishing linkages, partnerships and networking activities;

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I.4.5 providing opportunities for professional growth and development for the faculty and staff;

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I.4.6 preparing guidelines on the internal administration and operation of the Academic Unit/College; and

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I.4.7 preparing guidelines on the proper use and maintenance of facilities, equipment, supplies and materials.

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I.5 Definite criteria and procedures in the selection and promotion of the most qualified faculty and staff are observed.

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I.6 The Dean, faculty, staff, and students pursue collaborative activities in generating resources and income, and in implementing cost-effective measures.

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I.7 The Dean implements policies and procedures on internal administration and operations of the College/Academic Unit.

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OUTCOME/S

O.1 The College/Academic Unit is efficiently and effectively managed.

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C. STUDENT ADMINISTRATION

S.1 The Institution has an approved and printed Student Handbook/Manual containing policies and guidelines on the following aspects of student life:

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S.1.1 admission and retention policies;

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S.1.2 registration requirements;

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S.1.3 school fees;

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S.1.4 academic load;

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S.1.5 transfer;

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S.1.6 residence, course work, scholastic and graduation requirements;

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S.1.7 examination and grading system;

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S.1.8 scholarships/grants/assistantships;

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S.1.9 shifting and adding/dropping of course;

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S.1.10 code of conduct and discipline; and

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S.1.11attendance; and

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S.1.12 others (please specify)

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IMPLEMENTATION

I.1 Students are provided opportunities to participate in the planning and implementation of activities concerning their welfare.

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I.2 Concerned officials, faculty and staff act promptly on requests, needs and problems of the students.

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I.3 The administration, faculty, staff and students work harmoniously and maintain good relationship.

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OUTCOME/S

O.1 The Institution has an effective and functional student administration.

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O.2 Policy implementation is efficient.

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D. FINANCIAL MANAGEMENT

S.1 The Institution has an approved Financial Development Plan (FDP).

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S.2 The approved budget is in consonance with the FDP.

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S.2.1 personal services;

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S.2.2 maintenance and other operating expenses (MOOE);

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S.2.3 capital outlay; and

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S.2.4 special projects.

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S.3 The Institution has specific budgetary allotment for the following:

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S.3.1 personal services;

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S.3.2 Maintenance and Other Operating Expenses (MOOE);

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S.3.3 capital outlay; and

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S.3.4 special projects.

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IMPLEMENTATION

I.1 The Institution maintains a Financial Management Office managed by qualified and competent staff.

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I.2 The financial management staff efficiently managed the financial resources of the Institution.

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I.3 The administrative officials, staff, faculty and student representatives participate in the budget preparation and in the procurement program of the Institution.

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I.4 The budget of the Institution is fairly and objectively allocated.

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I.5 The Institution allocates funds for the following student services and activities:

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I.5.1 cultural development;

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I.5.2 atheletic and sports development;

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I.5.3 medical and dental services;

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I.5.4 library;

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I.5.5 student body organization;

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I.5.6 guidance and counseling;

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I.5.7 improvement of laboratories/shops;

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I.5.8 repair and maintenance of facilities and equipment;

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I.5.9 purchase of new equipment, supplies and materials;

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I.5.10 replacement of old and unserviceable equipment;

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I.5.11 construction of new facilities;

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I.5.12 improvement/expansion of physical plant;

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I.5.13 extension and community services;

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I.5.14 disaster and risks reduction; and

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I.5.15 auxiliary services.

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I.6 The budget for specific expenditures indicated in item 1.5 is allotted in consonance with existing policies and guidelines.

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OUTCOME/S

O.1 The institution has a sound and effective financial management system.

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E. SUPPLY MANAGEMENT

S.1 The Institution has an approved procurement system in consonance with the revised RA 9194 known as Government Procurement Act.

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S.2 The Institution has a system for proper disposal of non-serviceable and condemn equipment, supplies and materials.

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S.3 The office has a storeroom for securing equipment, supplies and materials purchased.

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IMPLEMENTATION

I.1 The Institution maintains a Supply Management Office (SMO) managed by qualified staff with specific functions and responsibilities.

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I.2 The Bids and Awards Committee (BAC) is responsible for the procurement and deliveries of needed equipment, supplies and materials in accordance with approved Annual Procurement Plan (APP) and Project Procurement Management Plan (PPMP).

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I.3 The BAC perform its tasks and responsibilities in consonance with recent procurement policies and official issuances.

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I.4 The SMO prepares, submits and evaluates the annual inventory of serviceable and non-serviceable facilities and equipment.

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I.5 All approved requests and procurement are published in Philippine Government Electronic Procurement System (PhilGEPS).

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OUTCOME/S

O.1 The Institution has an efficient and effective Supply Management.

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O.2 All procurement transactions are transparent.

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F. RECORDS MANAGEMENT

S.1 The Institution has a system of records keeping.

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S.2 The Institution has policies and procedures to ensure the security and confidentiality of records.

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S.3 Policies and procedures on prompt release of records are in place.

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IMPLEMENTATION

I.1 The Institution maintains a Records Management Office (RMO) managed by a qualified Records Officer.

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I.2 A records system is installed in offices which allow access to information needed by concerned parties.

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I.3 The Human Resource Management Office (HRMO) maintains accurate, up-to-date and systematic records of faculty and staff.

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I.4 The following updated records are made available to concerned parties:

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I.4.1 minutes of the Board of Regents/ Trustees meetings;

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I.4.2 minutes of the faculty meetings, e.g. minutes of the Academic Council meetings;

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I.4.3 faculty/staff individual files;

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I.4.4 faculty/staff performance evaluation; and

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I.4.5 other records such as:

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I.4.5.1 student directory;

I.4.5.2 alumni directory;

I.4.5.3 permanent records of students;

I.4.5.4 reports of Director/Dean;

I.4.5.5 annual reports;

I.4.5.6 accomplishment/progress reports;

I.4.5.7 scholarship records;

I.4.5.8 statistical data;

I.4.5.9 financial records of students;

I.4.5.11 proceedings of administrative investigation (if any); anD

I.4.5.12 others (please specify)

OUTCOME/S

O.1 The Institution has a commendable Records Management System.

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G. INSTITUTIONAL PLANNING AND DEVELOPMENT

S.1 The Institution has an approved Strategic Development Plan (SDP) available in printed and/or electronic forms.

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S.2 There is a system implementing and monitoring of SDP.

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IMPLEMENTATION

I.1 The Institution’s Planning and Development Unit plans, monitors and evaluates planned activities and targets.

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I.2 The planning process is a cooperative and participative endeavor of the administration, the faculty, staff and the students.

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I.3 The SDP is implemented, monitored, evaluated, reviewed, and updated regularly.

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OUTCOME/S

O.1 The SDP is congruent with the VMGO, as well as with the local, regional and national, development goals.

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H. PERFORMANCE OF ADMINISTRATIVE PERSONNEL

S.1 The Institution has an approved system of evaluating the performance of administrative staff which includes the following:

S.1.1 competence;

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S.1.2 quality of work;

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S.1.3 work ethics (punctuality, wise use of time, etc.);

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S.1.4 creative ability and innovativeness.

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S.1.5 ability to handle internal and external pressures; and

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S.1.6 interpersonal relations.

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IMPLEMENTATION

I.1 The Institution regularly monitors and evaluates the performance of the administrative staff.

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I.2 The results of performance evaluation of administrative staff are utilized to:

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I.2.1 to improve performance and delivery of services; and

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I.2.2 for promotion.

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OUTCOME/S

O.1 The administrative personnel/staff have commendable performance.

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