BS Transportation Extension Program #1: Transfer of Expertise

The implementation of the extension projects is undertaken with the involved faculty members of the college, the students, student organizations, and other partners and offices who will render voluntary services during the preparation and conduct of the program.  Upon evaluation and approval of the project proposal, the college/department involved initiates orientation and coordination meetings with the involved communities and partners.  This will provide opportunities for the concerned groups to discuss among themselves their specific concerns on the preparation and actual conduct of the project.  By doing so, it will minimize potential constraints that could arise due to miscommunication on the objectives of the said program.

MOA between the concerned parties shall be executed by proper authorities to formally implement the extension project and its activities.  There will be various phases of the project that shall be observed.  This is important to ensure that the resources invested to such project will be used efficiently and effectively.

• Before implementation - identification of a problem that the project shall aim to alleviate and an assessment of the environment where the project shall be implemented

• During implementation - to monitor project activities as they are being implemented or at least to make periodic checks that implementation is covering planned activities

• After implementation - to demonstrate that the objectives of the project have been achieved as planned or to verify whether the project led to the expected impact on the people who were to benefit from it.

Included in the implementation of the project are progress report of the extension program, financial report based on the fund released, and any data or additional information that will be very useful in measuring the results and impacts of the project.

Procedure

• The proponent shall prepare the proposal and submit the same to the Extension Management Office (EMO) for evaluation.  The proposal shall include endorsement from the Chair and the Dean of the College and/or 

• The Extension Management Office (EMO) thru the Extension Evaluation and Monitoring Center shall evaluate the submitted proposal and send notice of evaluation to the proponent/s.

• The Chief of the Extension Evaluation and Monitoring Center shall lead the committee in evaluating and endorsing proposal to the Director of EMO, otherwise, return the proposal to the proponent together with the comments/ suggestions/ recommendations.

• The EEMC shall endorse the proposal to the Director.  The Director will endorse the evaluated proposal to the Office of the Vice President for Research, Extension, Planning and Development (OVPREPD) for recommending approval.

• After all the comments/suggestions on the proposal with merit have been addressed, the proponent shall submit the proposal to the EMO and EMO to the OVPREPD.

• The OVPREPD shall endorse the proposal to the Office of the Vice President for Finance for the approval of the request for funding of the proposal of the College and/or Branch.

• The EMO-EEMC shall monitor the status of the request for funding and notify the project proponent and/or College/Branch.

SYSTEMATIC AND EFFECTIVE PROCEDURES

The concerns and needs of the adopted community shall be taken into consideration by the Department, its faculty, students, and other partner organizers.  It is reinforced by the signing of Memorandum of Agreement (MOA) between parties involved such as PUP and the community.  The agreement will serve as a sign of commitment accompanied with responsibilities and accountabilities from both parties to ensure the success of the program.  

The lead proponent is headed by the Dean of the college, coordinated with chairperson, extension coordinator, faculty and other partners.  Any updates and changes concerning the project is communicated with authorities for proper coordination.  

The levels of involvement in the implementation and dissemination of the extension programs of the department are as follows:

FUNDING

The annual budget allocation for college extension is released through the OVPREPD Extension Management Office (EMO) and is entrusted to the college Dean for proper liquidation. External funding and/ or cost-sharing arrangement with potential partners is highly considered by the university to defray the cost of training/activities of the approved extension program, but with transparency and proper coordination.

Extensions can be university-funded, externally funded, university-supported, and commissioned-engaged extension.

Budget Allocation of CTHTM from 2019-2023 (present)