Administrative and Personnel Manual
of Philippine College of Science and Technology
GENERAL PROVISIONS
The personnel policies of Philippine College of Science and Technology were promulgated with existing Labor laws and Social Legislations and their implementing Rules and Regulations.
Section 1: Title. This Manual shall be known as the Administrative and Personnel Manual of Philippine College of Science and Technology.
Section 2: Coverage. This manual shall apply to all personnel and staff of PhilCST with focus on functions, duties and responsibilities as well as Officers, Staff and other Personnel.
THE BOARD OF TRUSTEES
Section 1: Structure. The Board of Trustees is the highest governing and policy making body of the Philippine College of Science and Technology. It is composed of 6 members elected from among themselves as a Chairman, President, Secretary and Treasurer who are known as the corporate members. Through the President of the Philippine College of Science and Technology, it shall govern the affairs of the College and insure that the overall Mission and objectives of the Philippine College and Technology are effectively achieved.
Section 2: Power and Duties of the Board
The specific functions of the Board of trustees shall be, as follows:
1. Promulgate general policies that will guide the administration of the College.
2. Approve the manual budget of the College.
3. Create professional chairs in the College on the basis of local and regional needs.
4. Create scholarship funds for the professional growth and development of the faculty, employees, and staff members and for poor but deserving students.
5. Receive in trust all legacies, gifts, donations, loans, grants and bequest either in cash or in kind from individuals, associations, government agencies and foundations and to dispose of the same in accordance with the wishes of the donors.
6. Approve and support all long-range development of the College on the basis of local and regional needs.
7. Determine policies of investment
8. Review and approve major organizational changes within the College.
Section 3: Meeting of the Board
1. The Board meets regularly with specific schedule at least twice a year set on the last Saturday of November and the other is on second Monday of January.
A special meeting maybe called by the Chairman or by a majority of the Board at any time provided a notice is given.
A sample majority of those present and consisting a quorum is required for the passage of any measure.
Section 4: Chairperson and the other Board/Corporate Officers
1. The Chairman of the Board is the presiding officer of the Board and presides in all Board meetings. In the absence of the Chairman, any member of the Board duly designated by the Chair shall preside over the meeting.
2. The Corporate secretary, who is elected by the Board annually, shall keep the minutes of the Board of Meetings, the Stock and Transfer Book, Unissued Certificates of the stock, the Corporate seal and other vital documents of the Corporation.
3. The Treasurer is elected by the Board annually and is the Custodian of all Corporate funds and shall only release such funds and in such manners as are duly authorized by the Board.
CENTRAL ADMINISTRATION
Section 1: The College President
The President of the Philippine College of Science and Technology shall be the Chief Executive Officer (CEO) of the College. She shall be responsible for the implementation of all board policies and for the efficient and effective management of the College and the realization of the goals and objectives. She shall exercise authority and control over all academic, financial and administrative matters of the Institution.
Section 2: The Executive Vice-President
The Executive Vice-President (EVP) shall be the Head of the Management Staff of the Philippine College of Science and Technology consisting of all the Vice-Presidents.
He shall be the Chief action officer of the President and, under the latter’s direct supervision, take charge of the day to day operation of the College. He shall direct and coordinate the activities of all Vice-Presidents to ensure an effective and efficient management of the various programs and services of the College.
Section 3: The Quality Assurance Manager
The President designates a responsible officer within the organization as Quality assurance Manager (QUAM) to:
a. Ensure that the quality system is implemented and maintained in accordance with the applicable provisions of the CHED and TESDA policies, standards and guidelines and ISO 9001 requirements.
b. Report to the President on the performance of the quality system for review and as basis for corrective actions to improve requirements.
c. Act as liaison officers with external parties in matters relating to the quality assurance of the College.
Section 4: The Vice-President for Academic Affairs.
The Vice-President for the Academic Affairs shall be the senior executive in charge of operating the academic programs of the College. The Vice-President for Academic affairs shall be responsible for the academic growth of the Philippine College of Science and Technology and shall provide educational leadership and guidance to the different members of the academic community. The College dean and the Department Heads shall be directly under his supervision.
Section 5: The Vice-President for Administration
The Vice-President for Administration shall be senior executive in the charge of operating and maintaining the administrative management support component of the College. He shall assist the President in the performance of the administrative responsibilities.
Section 6: The Vice-President for Finance
The Vice-President for Finance shall be a senior executive responsible for the business operation of the institution to insure its continued financial stability and solvency.
ADMINISTRATIVE OFFICERS
Section 1: Deans of Colleges/ Departments
The College dean is responsible for the overall administration and management of all degree programs in the College. He is appointed by the President upon recommendation of the Vice-President for Academic Affairs. He is appointed for a term of one (1) year, renewable, at the pleasure of the school head.
Section 2: Dean of the Student Affairs
The School President on the recommendation of the Executive Vice-President appoints the DSA for Academic Affairs for a period of three years renewable for another term of three years, based on performance, and shall be directly under supervision of the Vice-President for Academic Affairs.
Section 3: Department of Head
Under the general supervision of the College Dean, the Department Head is responsible for an academic department within the College and is appointed by the President upon the recommendation of the College dean through the Vice-President for Academic Affairs, Initial appointment is for one (1) school year. Renewal of appointment is every year. Recommendations for termination or renewal of term must carry document endorsement from the faculty member of the department and the College Dean concerned.
Section 4: Chief Librarian
The Chief Librarian shall be the Head of the Library Services, with the members of the Library staff and is responsible in developing operating and maintaining all library services subject to policies of the College.
The Chief Librarian works with the office of the Vice-President for Academic affairs in supporting the instructional requirement of all academic programs offered.
HEAD OF STUDENT SERVICES
Section 1: Head, Guidance and Counseling Services
The Head of the Guidance and Counseling services is responsible for the coordinating of guidance services within the school. in addition, she is expected to perform the following services.
Section 2: Head, Health Services
The Head of the Health Services is responsible for the administration of the outpatient clinic/infirmary.
Section 3: School Dentist
The School Dentist is responsible to assist the Health Officer/School Physician in preparing the programs and budget of the Medical/Dental Clinic.
Section 4: Campus Ministry Coordinator
The Campus Ministry is responsible to provide formational programs and activities for the school community.
Section 5: Head, Office of Alumni Relation
The Alumni Officer is responsible for designing and developing programs, which involve alumni individuals and groups in a continuing relationship with the College.
ADMINISTRATIVE STAFF
The Administrative Staff of PhilCST refers to the Coordinators of Research and Development, Community Extension and Accreditation.
Section 1: The Coordinator for Research and Development
Section 2: Community Extension Coordinator
The Community Extension Coordinator shall plan and implement the community outreach activities of the school. He shall perform with competence and comply with the laws, school policies, standards, rules and regulations.
Section 3: Accreditation Coordinator
The Accreditation Coordinator shall coordinate with the Senior Officers, Deans/Head of different Colleges/ Departments/ Officers on the requirements for accreditation.
HEAD OF ADMINISTRATIVE SERVICES
PhilCST classifies the Registrar, Legal Officers, Maintenance Officer, Head of the Management Information system and the Head of the Security as Head of Administrative Services.
Section 1: College Registrar
The College Registrar is responsible for keeping all students academic records, including a record of each student’s school or collegiate affiliation and declared major. The registrar is also responsible for the registration and enrolment process, and for such matters as reporting of grades, issuing of transcripts, compiling enrolment statistics, processing of various students petitions, certifying completion of requirements for graduation, announcing graduation list and ordering diplomas, and preparing and reporting grades to the Commission on Higher Education (CHED).
Section 2: Assistant College Registrar
The Assistant Registrar shall be under the direct supervision and control of the Registrar and shall perform any and all duties and functions as may, from time to time, be given or delegate by the Registrar.
Section 3: Legal Officer
The Legal Officer acts as the legal adviser of the President.
Section 4: Maintenance Services Officer
The Head of the General Services is responsible for efficient construction, maintenance and administration of all buildings, equipment, and machineries in the College. He shall mange the Repair and Maintenance Crew (Electricians, Carpenters, and other allied personnel) and supervises the janitorial services.
Section 5: Head, MIS/EDP
The Head of the MIS/EDP shall be responsible for the establishment, operation and updating of an effective Management Information System (MIS) for institutional planning and data banking. Directly supervised by the Executive Vice-President, the Head of the MIS/EDP shall also take charge of the Electronic Data Processing of the Philippine College of Science and Technology.
Section 6: Head Security Office
Under the direct supervision of the Vice-President for Administration, the Security Office is responsible for the peace and order, crime prevention and enforcement of school security rules and regulations, within the campus.
Section 7: Buildings and Grounds Administrator
The Building and Grounds Administrator supervise the maintenance of the campus, building and different physical plant and facilities of the school.
HEAD OF FINANCE SERVICES
This part of the Manual presents the personnel assigned in the delivery of services relevant to finances and supplies.
Section 1: The Chief Accountant
The Chief Accountant is appointed by the President on the recommendation of the Vice-President for Administration for a term of three (3) years renewable for another term of three (3) years, based on performance, and reports directly to the Vice-President for Finance.
Section 2: Internal Auditor
Section 3: Cashier
Section 4: Purchasing Officer
The Purchasing Officer shall supervise, inspect and certify for acceptance the delivery of purchased items. The Purchasing officer is appointed by the School President on the recommendation of the Vice President for Administration for a term of three (3) years renewable for another term of three (3) years, based on performance, and reports directly to the Vice President for Administration.
Section 5: Property/Supply Officer
The Property Officer is primarily responsible for receiving inventorying, and issuing properties of the College.
PhilCST POLICIES AND IMPLEMENTING GUIDELINES ON EMPLOYMENT
This section deals with the school policies and implementing guidelines for all Non-Academic Personnel. It describes the policy on recruitment and classification and important institutional policies.
Section 1: Recruitment Procedure
The following documents must be submitted:
1. Letter of Application
2. Academic Documents
3. Accomplished Information List
4. Recommendation Letter Reference
5. Other Pertinent Documents as may be required
Section 2: Screening
Respective department Head Screens the Applicants. Applicants found possess the required qualifications are further interviewed. During the screening process, the Personnel Department/HRD conducts background investigation.
Section 3: Classification of Employment
Section 4: Office Hours
All school personnel are required to report from 8:00am to 5:00pm or the equivalent of forty-eight (48) hours per week from Monday to Saturday. The personnel concerned and duly endorsed by the immediate department Head should make any written request for change in the normal working schedule to the School President. Such schedule will only become effective upon approval of the School President.
Section 5: Proper Attire
All Non-Academic Personnel are requires to diligently observe the dress code prescribed by the school on weekdays. On Saturday’s, they should wear any suitable decent attire.
Section 6: Time Record
All Non-academic personnel are required to fill in the Daily time record carefully and truthfully.
SCHOOL FRINGE BENEFITS AND OTHER BENEFITS
Section 1: Maternity, Paternity and Sick Leaves
The institution shall assist the regular employee in securing the Maternity, Paternity and, Sickness Benefits in accordance with SSS rules.
Section 2: Hospitalization Benefits
The institution shall assist the regular employee in securing the hospitalization and sickness benefits in accordance with the SSS rules.
Section 3: Education Benefits
Legitimate and legally-adopted sons/daughters under 18 years of age, of regular full-time employee members at least 10 years in services are given 40%; with at least 8 years in services are given 30%; with at least 5 years are given 20% discount on regular tuition fees annually in Philippine College of Science and Technology and Mother Lourdes Learning school, up to maximum total of THREE (3) children upon approval by the school President.
Section 4: Insurance Benefits
The school provides Accident Insurance to a regular employee who has stayed with the institution for three (3) years.
Section 5: Retirement Benefits
An employee shall be entitled to the retirement benefits in accordance with the implementing guidelines issued by the DOLE.
Section 6: Death Benefits
In the event that an employee dies while still employed, except in case of mass deaths occasioned by epidemic, earthquakes, typhoons, and flood, force majeure, and other acts of God, a death benefit shall be granted to his beneficiary in the amount of Php 3,000 (if deceased is a regular employee) without prejudice to other benefits that may accrue from other sources such as Social Security Membership, PERAA and other compensations under existing laws. This benefit is still upon the approval of the School President.
Section 7: Bereavement Leave
The School shall grant bereavement leave with pay in case of a death of legitimate spouse or child of a faculty member or employee for a period of six (5) days upon approval by the School President. This privilege is not convertible to cash.
Section 8: Emergency Leave
In case of extreme urgency and necessity, the SCHOOL with approval of the School President, shall grant to each employee an emergency leave with pay for a period of three (2) days per year, in the following cases:
1. In the event of fire, flood earthquake or typhoon destroying the employee’s home;
2. In the event of serious illness of legitimate spouse, children and parents. This privilege I not convertible to cash and is not cumulative.
Section 9: Annual Physical and Dental Check-up
There will be annual physical and dental check-up of all employees to be conducted by the SCHOOL Physician or Dentist, respectively as requested, on such date as the SCHOOL shall determine.
All regular employees shall be entitled to free tooth extraction if deemed necessary by the SCHOOL Dentist.
Section 10: 13th Month Pay
The 13th Month Pay shall be given to all employee in accordance with the law.
RESIGNATION AND LEAVES OF ABSENCE WITHOUT PAY
Section 1: Expect on account of serious illness or when the president deems it the best interest of the institution, no resignation, leave of absence without pay, or relinquishment during school term shall be allowed.
(a) Notice of resignation shall be submitted in writing to the Head of Office concerned at least thirty (30) days prior to the effectivity date.
(b) Resignation shall be accepted until proper School, clearance accountability shall have been secured.
An employee who leaves the service without prior formal notice shall be considered as having abandoned his position and any and all benefits that may have earned shall be forfeited.
Section 2: An employee who does not report for assignment, or goes on leave for whatever reason without filing an application thereof, or does not return for duty upon notice that their application thereof, or does not return for duty upon notice that their application for leave has been disapproved shall be considered absent without leave (AWOL) and after fifteen (150 days automatically reinstatement. In like manner, those who fail to report for duty within thirty (30) days from the expiration of their leave, and are not heard from shall be deemed as having abandoned the service and shall be automatically terminated for cause. Moreover, any and all benefits that may have earned shall be forfeited.
Section 3: A leave of absence in any form shall not exceed twelve (6) months.
Section 4: An employee who resigned from the service, but reapplied and is reinstated shall start as a probationary employee.
TERMINATION OF SERVICE
Section 1: The service of an employee may be terminated due to any of the following reasons:
a) Compulsory retirement upon reaching the age of sixty-five 65) or to physical/mental disability.
b) Financial exigencies of the institution.
c) Dismissal for cause
Section 2: An employee dismissed shall forfeit his right to any and all emoluments, privileges, and benefits, which may have accrued during his past services, with prejudice to reinstatement.
INSTITUTIONAL RULES ON EMPLOYEE DEPORTMENT
Section 1: General Policy
Employment in the academe calls for certain standards of conduct and deportment that has to be meet by the employee, hence directly or indirectly, each one is involved in the molding of people most especially to the students. Employees of PhilCST are expected to live-up to the highest ethical standards in the performance of their duties and responsibilities.
Section 2: Specific Policies
The following policies, which may not be exclusive, contains the expectations of the Administration, the Studentry, the Parents and the Public at large upon the Philippine College of Science and Technology Employee.
THE EMPLOYEE DISCIPLINE
PhilCST Employees are expected to follow the rules and regulations of the Institution to promote harmonious professional relationship between the administration and among co-employees.
Section 1: List of Violations
Neglect/Dereliction of Duty
Violation against Honor
Violation against person
Violation involving Fraud, Deceit and Dishonesty
Violation of Special Laws
Violation against Authority
Violation of Morality, Decency, and other
Violation of Terms of Employmaent
Section 2: Sanctions
The Sanctions that may be imposed for violation committed by PhilCST employees consist of the following, to wit:
a. Warning
b. Censure/ Reprimand
c. Suspension without Pay
d. Termination/ Separation from Service