Title: Quality Manual
Version: 1 Document Code: QM1 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: VCAR Number of Pages: 1/ 1
DE LA SALLE UNIVERSITY-DASMARINAS
OFFICE OF THE VICE CHANCELLOR FOR ACDEMICS AND RESEARCH OFFICE OF THE ASSISTANT VICE CHANCELLOR FOR ACADEMIC SERVICES1
QUALITY ASSURANCE MANUAL
Prepared: Academic Services Council
1 The Office of the University Registrar (OUR) shall be included when the Office of the AVC for Academic Services applies for ISO certification.
Title: Introductory remarks
Version: 1 Document Code: IR1 Effectivity Date: n/a
Creator: AVCAS Creation Date: 13 June 2014 Approval Date: n/a Location: OAVCAS Approving Body: n/a Number of Pages: 1/ 1
The Quality Assurance (QA) manual seeks to articulate the processes and procedures that uni ts of the Academic Services follow towards efficient and client-centered service. Approved on June 5, 2014, the QA manual was finalized and accepted for implementation starting SY 2014-2015 by the following offices:
Marco S. Saez, PhD - Assistant Vice Chancellor for Academic Services
Sonia M. Gementiza, PhD - Director, Aklatang Emilio Aguinaldo
Susan R. Mercaida, MA - Director, Language Learning Center
Mario S. Torres, MS - Director, Student Admissions Office
Ronald Lagat, PhD - Asst. University Registrar
Evangeline B. Reyes, MBA - Coordinator, Academy of Continuing Education – Professional and Personal Advancement
Arlynne R. Awayan, MBA - Coordinator, Educational Technology Center
Frederick N. Godinez, MSE - Coordinator, Student Scholarship Office
Title: DLSU-D Vision-Mission
Version: Document Code: VM1 Effectivity Date:
Creator: EXECOM Creation Date: Approval Date:
Location: Approving Body: BOT Number of Pages: 1/ 1
DLSU-D VISION-MISSION
Vision
De La Salle University-Dasmariñas is a Filipino Catholic University established and managed by the De La Salle Brothers and their lay partners in the historic province of Cavite in response to the needs of the Church and the Nation for human and Christian education, particularly the youth at risk. Guided by the Lasallian values of Faith, Zeal and Communion, the University participates meaningfully in the process of social transformation by forming God-centered, people-oriented, and patriotic persons who serve as responsible and professionally competent stewards of God's creation.
Mission
To realize this vision, the University shall strive to become a leading institution nationally and globally in the integral formation of the youth by offering relevant, responsive, and community -oriented academic programs, research and extension services, and promoting a keen sense of history, arts and culture. Following the footsteps of Saint John Baptist de La Salle, the University shall continue transforming itself into a caring community guided by Gospel values, with a fervent spirit of service, love for learning and excellence through a holistic formation of its members.
Title: Contents
Version: 1 Document Code: QM2 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Cluster Number of Pages: 1/ 1
DLSU-D VISION-MISSION CONTENTS
Objective of the manual Cluster Description
o Appendix 1: DLSU-D Organizational Structure
o Appendix 2: Office of the Assistant Vice Chancellor for Academic Services Organizational Structure
Job description of the Assistant Vice Chancellor for Academic Services Job description of the Aklatang Emilio Aguinaldo Director
Job description of the Student Admissions Office Director Job description of the Language Learning Center Director Job description of the Student Scholarship Office Coordinator Job description of the Educational Technology Center Coordinator
Job description of the Academy of Continuing Education – Professional and Personal Advancement Unit Coordinator
Job description of the Registrar
Job description of the Assistant Registrar Quality Policy
Quality Objectives Scope and Exclusion
Quality Management System
o Appendix 3: Document Control Procedure
o Appendix 4: Business Process Map
o Appendix 5: Procedure for Control of Records Management Responsibility
o Appendix 6: Management Review Report Template (For current plans) Resource Management
Service Realization
o Appendix 7: Quality Plan Template (for new plans)
o Appendix 8: Purchasing Checklist
o Appendix 9: Template of Report of Deficiency in Service/Product Measurement Analysis, and Improvement
o Appendix 10: Internal Audit Procedure
o Appendix 11: Internal Audit Checklist
o Appendix 12: Procedure for Control of Non-conformity
o Appendix 13: Procedure for Corrective Action
o Appendix 14: Procedure for Preventive Action
Major sections are in loose sheets to allow more flexible and timely updating of select information. However, to guide the users, the sequences of the documents are found in the content page of this manual and are signaled by the number assigned for each section.
Title: Objective of the Manual
Version: 1 Document Code: QM3 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Cluster Number of Pages: 1/ 1
OBJECTIVE OF THE MANUAL
The manual serves as the main reference document for quality assurance of the Office of the Assistant Vice Chancellor for Academic Services (OAVCAS), including the Office of the University Registrar (OUR). It outlines general policies and procedures on management responsibility, resource management, service realization, measurement, analysis, and improvement.
Title: Cluster Description
Version: 1 Document Code: CD1 Effectivity Date:
Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: Location: OAVCAS Approving Body: Org Structure Committee Number of Pages: 1/ 1
CLUSTER DESCRIPTION
The Office of the Assistant Vice Chancellor for Academic Services (OAVCAS) is one of the clusters under the Office of the Vice Chancellor for Academics and Research2. It is managed by an assistant vice chancellor whose main task is to ensure the efficient operations of offices under the academic services. These offices include the following: Aklatang Emilio Aguinaldo (AEA), Student Admissions Office (SAdO), Language Learning Center (LLC), Student Scholarship Office (SSO), Educational Technology Center (ETC), and Academy of Continuing Education-Professional and Advancement Unit (ACE-PPA)3.
The job descriptions of the heads are found in the succeeding pages. The format follows the one found in the administrators’ manual.
2 DLSU-D Organizational Structure
Title : Job Title: Assistant Vice Chancellor for Academic Services
Version: 2 Document Code:JD1 Effectivity Date: 1 April 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 1 April 2015 Location: OAVCAS Approving Body: VCAR/HRMO Number of Pages: 1/ 1
1.0 JOB TITLE: Assistant Vice Chancellor for Academic Services
1.1 JOB PURPOSE: Commits to the sustainable development, implementation, and efficiency of the operations of the Office of the Assistant Vice Chancellor for Academic Services
2.0 RELATIONSHIPS
2.1 Appointed by: University President
2.2 Reports to: Vice Chancellor for Academics and Research 2.3 Directly supervises: Aklatang Emilio Aguinaldo
Student Admissions Office Language Learning Center Student Scholarship Office Educational Technology Center
Academy of Continuing Education-Professional and Advancement Unit 2.4 Chairs the: Academic Services Council
2.5 Is a member of: Academic Council
University Library Development Committee Scholarship Committee
3.0 ESSENTIAL JOB FUNCTIONS
3.1 COMMUNICATES TO THE ORGANIZATION THE IMPORTANCE OF MEETING CUSTOMER AS WELL AS STATUTORY AND REGULATORY REQUIREMENTS by holding meetings and publishing advisories
3.2 ESTABLISHES QUALITY MANAGEMENT POLICY by conducting regular reviews and consultations and releasing timely guidelines and procedures
3.3 ENSURES THAT MEASURABLE QUALITY OBJECTIVES ARE ESTABLISHED by monitoring, assessing, and approving plans and programs
3.4 CONDUCTS MANAGEMENT REVIEWS by undertaking on the spot audits and regular workshops
3.5 ENSURES THE AVAILABILITY OF RESOURCES by identifying needed resources, closely coordinating with concerned offices, and lobbying for their approval
3.6 SUPPORTS THE VICE CHANCELLOR FOR ACADEMICS AND RESEARCH by performing other duties and responsibilities related to academic services
3.7 CONTRIBUTES TO THE TOTAL ADMINISTRATIVE EFFORTS by performing other duties and responsibilities related to the ones enumerated above
Title: Job Title: Director, Aklatang Emilio Aguinaldo
Version: 2 Document Code: JD2 Effectivity Date: 1 April 2014 Creator: AEA Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: AEA/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: DIRECTOR, AKLATANG EMILIO AGUINALDO
1.1 JOB PURPOSE: LEADS THE UNIVERSITY IN PROVIDING OVERALL MANAGEMENT
OF AKLATANG EMILIO AGUINALDO
by ensuring the smooth functioning of the library operation and the continued improvement in the implementation of its development program.
2.0 RELATIONSHIPS
2.1 Is appointed by the : President
2.2 Reports to the: Asst. Vice Chancellor for Academic Services 2.3 Supervises the: Unit Heads and Librarians
Library Associates Office staff
Technical Support Personnel Security Guard (Control Desk) 2.4 Chairs the: Library Council
Library Management Committee 2.5 Is a member of the: Academic Services Committee
University Library Development Committee President’s Council
Council of Chairs
IT Governance Committee Faculty Status Board Staff Status Board
Institutional Faculty Development Program Graduation Committee
Enrollment Committee Accreditation Committee 3. ESSENTIAL JOB RESULTS:
3.1 ACHIEVES IMPORTANT ORGANIZATIONAL DECISIONS AND GUIDES THE OFFICE TOWARDS RATIONAL AND DESIRED OUTCOME
by developing, proposing, reviewing policies, guidelines, processes, and procedures on library operation and library development program.
3.2 ASSISTS THE COLLEGES AND THE DEPARTMENTS IN CURRICULAR PREPARATION by checking and preparing the list of library materials available in the library collection.
byconceptualizing and instituting programs and or mechanism for the follow ing: library development; computerization program and collection development program.
3.4 PROVIDES OPTIMUM SERVICE TO LIBRARY PATRON
by coming up with library guide and operations manual for the different units of the library.
3.5 GUARANTEES SMOOTH OPERATIONS OF THE OFFICE
by conducting regular meetings, conferencing, organizing planning workshop and evaluation, preparing and monitoring AEA budget, encouraging spiritual activities, maintaining orderliness and good working relationships.
3.6 ENSURES THE ACCURANCY OF THE FOLLOWING: BOOKS ACQUIRED THRU PURCHASE AND DONATION
by monitoring the acquisition, cataloging and classification, managing library database (CirCat, EASCA, PRISM, E-accession); statistics (students, books & facilities); and other related office documents.
3.7 INFORMS AND INVOLVES THE UNITS CONCERNED OF ACQUISITION OF BOOKS AND OTHER LIBRARY MATERIALS, LIBRARY EXHIBITION, COLLECTIONS DEVELOPMENT PROCESS, MARKETING INITIATIVES
by updating AEA website, and utilizing other information dissemination strategies. 3.8 PROMOTES AND STRENGTHENS THE RELATIONSHIP OF THE UNIVERSITY TO
GOVERNMENT AND NON-GOVERNMENT AGENCIES, COMPANIES AND OTHER LIBRARY CONSORTIUM
by sending and requesting research materials thru the Gift & exchange program; attending meetings, institutional membership, sharing of resources and networking. 3.9 OVERSEES THE MANAGEMENT AND OPERATION OF THE HIGH SCHOOL LIBRARY
by monitoring the operation of the High School Library.
Title: Job Title: Director, Student Admissions Office
Version: 2 Document Code: JD3 Effectivity Date: 1 April 2014 Creator: SAdO Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: AEA/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: DIRECTOR, STUDENT ADMISSIONS OFFICE
1.1 JOB PURPOSE: LEADS THE UNIVERSITY IN ACHIEVING STRATEGIC TARGETS FOR ADMISSIONS AND SCHOLARSHIPS
by planning, designing, implementing and evaluating programs for freshmen and transferees.
2.0 RELATIONSHIPS:
2.1 Appointed by the : President
2.2 Reports to the: Assistant Vice Chancellor for Academic Services 2.3 Supervises the : Student Admissions personnel
2.4 Chairs the : Student Admissions Committee 2.5 Is a member of the: Academic Services Council
Enrollment Committee
3. ESSENTIAL JOB RESULTS:
3.1 ACHIEVES IMPORTANT ORGANIZATIONAL DECISIONS AND GUIDES THE OFFICE TOWARDS RATIONAL DESIRED OUTCOME
by developing, proposing, reviewing policies, guidelines, processes, and procedure on application admission, and confirmation of frosh enrollment.
3.2 ADDRESS THE NEED OF THE COMMUNITY AND ITS PARTNERS
by conceptualizing and instituting programs and or mechanism for the following: freshmen (application, testing, confirmation, and enrollment) transferees and international students (application and confirmation), cross enrollees (confirmation), and schools (career orientation and other special events)
3.3 PROVIDES OPTIMUM SERVICE TO APPLICANTS
by coming up with guidelines, policies and procedures for counters, trainings for personnel, develops information folder, customer service initiatives, and improving facilities.
3.4 GUARANTEES SMOOTH OPERATIONS OF THE OFFICE
by conducting regular meetings, conferencing, organizing planning workshop and evaluation, preparing and monitoring office budget, encouraging spiritual activities, maintaining orderliness and good working relationships.
3.5 ENSURES THE ACCURANCY OF THE INCOMING STUDENT RECORDS
by monitoring document submission, managing student information system, and initially checking authenticity of documents in coordination with concerned SAdO personnel; and other related office documents.
3.6 INFORMS AND INVOLVES THE UNITS CONCERNED OF ENROLLMENT PROJECTION, INCOMING STUDENTS’ ENROLLMENT PROCESS, MARKETING INITIATIVES
by conducting meetings, releasing memos, updating website, and utilizing other information dissemination strategies.
3.7 PROMOTES AND STRENGTHENS THE RELATIONSHIP OF THE UNIVERSITY TO PARENTS, HIGH SCHOOL STUDENTS, AND TEACHERS
by spearheading marketing events and co-sponsoring related activities. 3.8 CONTRIBUTES TO TATAL ADMINISTRATIVE EFFORTS
Title: Job Title: Director, Language Learning Center
Version: 2 Document Code: JD4 Effectivity Date: 1 April 2014 Creator: LLC Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: LLC/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE Director , Language Learning Center
1.1 JOB PURPOSE Ensures and maintains quality language learning and related programs, sustainability and diversification of income streams, and cost-effective operation
2.0 RELATIONSHIPS
2.1 Appointed by: Vice Chancellor for Academics and Research 2.2 Reports to: Assistant Vice Chancellor for Academic Services 2.3 Directly supervises:LLC Staff
2.4 Chairs the: N/A
2.5 Is a member of: Academic Services Cluster 3.0 ESSENTIAL JOB FUNCTIONS
3.1 MAINTAINS PROGRAM QUALITY through periodic review and analysis of client evaluation and undertaking appropriate response to the latter
3.2 DEVELOPS PROGRAMS TO MAKE THE CENTER SUSTAINABLE through study of market demands and diversification of income streams
3.3 ENSURES THE PROFESSIONALIZATION OF TUTORIAL SERVICES by engaging the expertise of suitably trained and qualified tutors and providing avenues for their continuing prof essional development
3.4 OVERSEES THE UPGRADING OF TEACHING RESOURCES through purchase /acquisition, development of level descriptors, grading of materials, revision of pre and post assessment instruments, updating of course syllabi, documentation of insi ghts extracted from descriptive client feedback, and improvement of training facilities
3.5 ENSURES FAITHFUL IMPLEMENTATION OF POLICIES through documented and shared guidelines 3.6 ENCOURAGES CROSS FERTILIZATION OF IDEAS through consultative, participatory mechanisms 3.7 SUPPORTS THE OFFICE OF THE VICE CHANCELLOR FOR ACADEMIC SERVICES by undertaking
duties and responsibilities forwarded to the Center
Title: Job Title: Coordinator, Student Scholarship Office
Version: 2 Document Code: JD5 Effectivity Date: 1 April 2014 Creator: SSO Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: SSO/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: COORDINATOR, STUDENT SCHOLARSHIP OFFICE
1.1 JOB PURPOSE: Leads the University in managing the internally and externally funded scholarships, to enhance policies and procedures of all transactions, communications, reports, and statistical/financial data to support administrators, faculty, students and other stakeholders as well as scholarship donors of the University.
2.0 RELATIONSHIPS:
2.1 Appointed by the: President
2.2 Reports to the: Assistant Vice Chancellor for Academic Services 2.3 Supervises the: Office of the Student Scholarship Office
2.4 Chairs the: Scholarship Committee 2.5 Is a member of the: Academic Services Council 3.0 ESSENTIAL JOB RESULTS:
3.1 ACHIEVES IMPORTANT ORGANIZATIONAL DECISIONS AND GUIDES THE OFFICE TOWARDS RATIONAL AND DESIRED OUTCOMES by planning, developing, proposing, reviewing and executing policies, procedures, guidelines on all internally funded and developing stronger tie-ups with scholarship donors or externally funded scholarships of the University.
3.2 ADDRESSES THE NEED OF THE COMMUNITY AND ITS PARTNERS by conceptualizing and instituting programs and/or mechanisms for:
Confirmed freshmen and upperclassmen on:
Application for entrance and financial aid grant/scholarship
Membership in Circle of Student Assistants (COSA), a recognized student organization of the University.
Assemblies, orientation, leadership and student assistantship programs and development activities.
Employees on:
Application for employee’s dependent and Enhanced Brother Scholarship Program (EBPSP).
Endorsement of work assignments of the student assistants. Administrators on:
Financial and statistical summary on scholarship. Updates of partner donors with scholarship grant. Student organizations/offices/ units on:
3.3 MAKES COORDINATION ON SCHOLARSHIP GRANTS FROM by different offices/units/ student ORGANIZATIONS by preparing memorandum of agreement (MOA) and assisting in the execution of the grants, updating on scholarship grants given, academic standing and status of donations either endowment or term scholarships, assisting the VCMEA on
tapping new donors and partner communities, private and government agencies in sponsoring grants for the University, attending meetings and special gathering on partner companies, preparing the E-data and summary of all financial reports on internally and externally funded scholarships, endorsing checks and other monetary discount on tuition fee of externally funded scholarships, hearing appeals of applications for reconsideration purposes, convenes meetings on scholarship updates and new policies and procedures preparation.
3.4 PROVIDES OPTIMUM SERVICE TO APPLICANTS by coming up with automation and database management systems, trainings, development activities and information campaign on scholarship matters.
3.5 GUARANTEES SMOOTH OPERATIONS OF THE OFFICE by conducting regular meetings, general assemblies, communication with donors, and evaluation on scholarship policies from time to time; preparing and monitoring office budget and scholarship budget as well, and maintaining orderliness and good working rel ationship.
3.7 INFORMS AND INVOLVES THE UNITS CONCERNED WITH E-LEARNING by creating automation and electronic upgrades and learning activities, and encourage knowledge sharing among staff member.
3.8 PROMOTES AND STRENGTHEN THE RELATIONSHIP OF THE UNIVERSITY TO THE COMMUNITY by promoting the time management techniques to student assistants on helping workload of staff and heads of each units; promoting scholarship program to partner schools through priority courses updates; promoting tie -ups to existing and prospective companies and organization to be part of the mission in promoting education to less fortunate students and promoting relationship with students as partner in scholarship and inculcating the virtue of sharing to the university their blessing as alumni.
3.9 Ensures the accuracy of the following: Financial and statistical report and budget of scholarships either internal or external; List of scholarship applicants on E-Data management; Donor reports on scholarship grants; and, Authenticity of all related office documents.
Title: Job Title: Coordinator, Educational Technology Center
Version: 2 Document Code: JD6 Effectivity Date: 1 April 2014 Creator: ETC Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: ETC/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: COORDINATOR, EDUCATIONAL TECHNOLOGY CENTER
1.1 JOB PURPOSE: Leads the University in managing educational technology to enhance learning by identifying and developing electronic learning resources and nurturing an effective learning environment in the virtual domains of the University to support administrators, faculty, students and other stakeholders.
2.0 RELATIONSHIPS:
2.1. Appointed by the : President
2.2. Reports to the: Assistant Vice Chancellor for Academic Services 2.3. Supervises the: Educational Technology Center
2.4. Chairs the: Educational Technology Committee 2.5. Is a member of the: Academic Services Council
3.0 ESSENTIAL JOB RESULTS:
3.1 ACHIEVES IMPORTANT ORGANIZATIONAL DECISIONS AND GUIDES THE OFFICE TOWARDS RATIONAL AND DESIRED OUTCOMES by developing, proposing, reviewing, policies, guidelines, processes, and procedures on educational technology resource acquisition and adoption, electronic classes and virtual learning environment (VLE) management.
3.2 ADDRESS THE NEED OF THE COMMUNITY AND ITS PARTNERS by conceptualizing and instituting programs and/or mechanisms for:
3.2.1. VLE administration
3.2.1.1 Managing the virtual learning environment 3.2.1.2 Monitoring of e-class activities
3.2.1.3 Implementing guidelines on educational technology use 3.2.1.4 Facilitate evaluation of VLE and faculty e-class activities 3.2.2 Faculty development
3.2.2.2 Promote knowledge sharing through communities of practice 3.2.3 Educational Technology resource development
3.2.3.1 Develop e-learning modules for the University 3.2.3.2 Build and develop a learning resource database
3.3 PROVIDES OPTIMUM SERVICE TO STUDENTS by enhancing their university educational experience with the help of faculty equipped with 21st century learning tools and a state-of-the-art virtual learning environment.
3.4 GUARANTEES SMOOTH OPERATIONS OF THE OFFICE by conducting regular meetings, conferencing, organizing planning workshop and evaluation, preparing and monitoring office budget, encouraging spiritual activities, and maintaining orderliness and good working relationship.
3.5 ENSURES THE ACCURACY OF THE FOLLOWING: 3.5.1. electronic class data
3.5.2. educational resources acquired or developed by the office 3.5.3. faculty and student online portfolios
3.5.4 authenticity of all related office documents.
3.6 INFORMS AND INVOLVES THE UNITS CONCERNED WITH E-LEARNING bycreating project teams for the development of electronic learning objects, collaborative research, and encouraging knowledge sharing among faculty.
3.7 PROMOTES AND STRENGTHEN THE RELATIONSHIP OF THE UNIVERSITY TO THE COMMUNITY by promoting the use of the virtual learning environment; identifying, developing and promoting e-learning solutions to other educational units and institutions; networking with local and international educational technology communities; and participating in relevant local and international conferences and programs.
Title: Job Title: Coordinator, Academy of Continuing Education-Professional and Advancement Unit
Version: 1 Document Code: JD7 Effectivity Date: 1 April 2014 Creator: ACE-PPA Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: ACE-PPA/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: ACE-PPA Coordinator
1.1 JOB PURPOSE: Responsible in providing oversight to the administration of Continuing Education for Professional and Personal Advancement, ensuring compliance with guidelines and manage special topic programs in coordination with the different Colleges.
2.0 RELATIONSHIPS
2.1 Appointed by: University President
2.2 Reports to: Asst. Vice Chancellor for Academic Services 2.3 Directly supervises:
2.4 Chairs the:
2.5 Is a member of: Academic Services Council
3.0 ESSENTIAL JOB FUNCTIONS
3.1 Manages continuing Education Programs developed by the different Colleges.
3.2 Coordinates with the development and refinement of the continuing education administration budget.
3.3 Plan, develop, manage and evaluate special topic education programs.
3.4 Ensure quality control and consistency of continuing education documentation for all certified activities.
3.5 Handles continuing education inquiries.
3.6 Manages continuing education related text in all marketing materials to ensure compliance with guidelines.
3.7 Handles review and evaluation of continuing programs.
3.8 Manages continuing education activities as needed like negotiating with companies for customized programs, promotion and partnerships.
Title: Job Title: Registrar, Office of the University Registrar
Version: 1 Document Code: JD8 Effectivity Date: 1 April 2014 Creator: OUR Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: OUR Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: UNIVERSITY REGISTRAR
1.1 JOB PURPSOE: LEADS THE UNIVERSITY IN PROVIDING OVERALL MANAGEMENT PERTAINING TO STUDENTS’ RECORDS
by overseeing the: records management system of the Office
implementation of government and institutional regulations as well as contributing to total administration efforts related to the ones
enumerated above. 2.0 RELATIONSHIPS:
2.1 Appointed by: President
2.2 Reports to the: Vice Chancellor for Academics and Research 2.3 Supervises the: Registrar’s Office Personnel
2.4 Chairs the: Enrollment Committee Graduation Committee 2.5 Is a member of the: Academic council
Academic Services Council Student Admissions Committee Scholarship Committee
3.0 ESSENTIAL JOB RESULTS:
3.1 ACHIEVES IMPORTANT ORGANIZATIONAL DECISIONS AND GUIDES THE OFFICE TOWARDS RATIONAL AND DESIRED OUTCOME
By developing, proposing, reviewing policies, guidelines, processes, and procedures on enrollment, application and release of requested documents, grades, leave of absence, graduation, and faculty attendance’ report.
3.2 ASSISTS THE COLLEGES AND THE DEPARTMENTS IN CURRICULAR PREPARATION
By distributing the applicable memoranda. Recommendations, and/or regulations from government and non-government institutions.
3.3 PROVIDES OPTIMUM SERVICE TO ENROLLEES AND DOCUMENT REQURISTIONERS By coming up with manual of procedures, flowcharts, primers, trainings for personnel, developing information folder, customer-service initiatives, and improving facilities. 3.4 GUARANTTEES SMOOTH OPERATIONS OF THE OFFICE
By conducting regular meetings, conferencing, organizing planning workshop and evaluation, preparing and monitoring office budget, encouraging spiritual activities, maintain orderliness and good working relationships.
3.5 ENSURES THE ACCURANCY OF STUDENT RECORDS
by monitoring document submission and graduation application, managing of student information system, and cross checking authenticity of documents with schools
concerned in coordination with assigned OUR personnel, and other related office documents.
3.6 ENROLLMENT PROCESS, ENROLLMENT DATA, GRADUATION GUIDELINES, MAJOR EXAMS AND PROCTORING ASSIGNMENTS
by conducting meetings, releasing memos, updating website, and utilizing other information dissemination strategies.
3.7 STRENGTHENS THE RELATIONSHIP OF THE UNVERSITY TO GOVERNMENT AND NON- GOVERNMENT AGENCIES
By regularly and promptly submitting documents and other requirements, attending conventions, and paying courtesy calls.
3.8 CONTRIBUTES TO TOTAL ADMINISTRATIVE EFFORTS
By performing other duties and responsibilities related to the ones enumerated above.
Title: Job Title: Assistant Registrar, Office of the University Registrar
Version: 1 Document Code: JD7 Effectivity Date: 1 April 2014 Creator: ACE-PPA Creation Date: 1April 2014 Approval Date: 1 April 2015 Location: ACE-PPA/OAVCAS Approving Body: VCAR/AVCAS/HRMO Number of Pages:
1.0 JOB TITLE: ASSISTANT UNIVERSITY REGISTRAR
1.1 JOB PURPOSE: ASSISTS THE UNIVERSITY REGISTRAR IN THE OVER-ALL OF OPERATION THE OFFICE
by helping oversee the records management of the office. 2.0 RELATIONSHIPS :
2.1 Appointed by the: President
2.2 Reports to the: University Registrar 2.3 Is a member of the: Enrollment Committee
Graduation Committee 3.0 ESSENTIAL JOB RESULTS:
3.1 ASSISTS THE UNIVERSITY REGISTRAR IN IMPLEMENTING GOVERNMENT AND INSTITUTIONAL REGULATIONS
by helping in the preparation and submission of pertinent records required by the Commission on Higher Education (CHED) and Technical Education and Skills Development Authority (TESDA), DFA and BID.
3.2 CONTRIBUTES TO THE TOTAL ADMINISTRATIVE EFFORT
by performing other duties and responsibilities pertinent to the operation of the office as determined by the University Registrar.
Title: Quality Policy
Version: 1 Document Code: QM4 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 1
QUALITY POLICY
In support of the aim of the university to provide quality Lasallian education, the academic services units shall continually find ways to improve the quality of its management system. It shall do so by conducting periodic management reviews and planning sessions based on the following:
(a) Customer feedback
(b) Compliance to statutory, regulatory, and other requirements (c) Preventive, corrective, and follow up actions
(d) Needed resources
Personnel and work environment are recognized as keys in the implementation of quality service. That is why actions are undertaken to make sure that human resources are competent, trained and evaluated. They are informed about their contribution to the achievement of quality objectives. Their records are maintained.
On the other hand, efforts are being made to provide a work environment that is conducive in the effective delivery of service. The needed infrastructure s are determined and maintained.
Title: Quality Objectives
Version: 1 Document Code: QM5 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 1
QUALITY OBJECTIVES
1. 100 percent of documented customer feedback are analyzed and acted on
2. 90 percent of the requirements indicated in the Manual of Regulations for Higher Education Institution are met
3. Preventive, corrective, and follow up actions are met in one week 4. 75 percent of needed resources are addressed
Title: Scope and Exclusion
Version: 1 Document Code: QM6 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 1
SCOPE AND EXCLUSION
The following scope and exclusion must be noted:
(1) The Office of the University Registrar has expressed its intent to follow the provisions of the quality manual.
(2) The university organizational structure identifies offices to which the Office of the Assistant Vice Chancellor for Academic Services, also known as the Academic Services Cluster (ASC) must closely coordinate. They include the following:
a. Academic Departments and Colleges (For the design and development of non-degree programs offered by ACE-PPA and for the language specialists employed by LLC) THUS, it is only in LLC where the provisions on Design and Development (7.3) and Production and Service Provision (7.5)
b. Accounting and Treasury Office (For financial transactions and books of accounts) c. Buildings and Facilities Maintenance Office (For the construction and maintenance of
facilities)
d. General Services Office (For logistical support)
e. Human Resource Management Office (For activities and programs related to the acquisition, development, maintenance, and utilization of the university’s human resources)
f. Information and Communication Technology Center (For information and communications technology aspects)
g. Marketing Communications Office (For promotional and marketing initiatives) h. Purchasing Office (For procurements of goods and services)
(3) The ASC personnel are also guided by the following university manuals: a. Faculty manual (For faculty)
b. Staff manual (For support staff)
c. ASP manual (For academic service personnel)
d. Administrators’ manual (For the assistant vice chancellor, directors, and coordinators) e. Student handbook (For student assistants)
Title: Quality Management System (Section 4 of ISO 9001:2008)
Version: 1 Document Code: QM7 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 1
QUALITY MANAGEMENT SYSTEM
This part addresses key items specified in clause 4 of ISO 9001: 2008
The ASC shall establish, document4, implement, and maintain a quality management system and continually improve its effectiveness in accordance with the requirements of ISO 9001:2008. The ASC shall:
(a) Determine the processes and procedures needed for the quality management system (b) Determine the sequence and interaction of these processes5
(c) Determine criteria and methods needed to ensure that both the operations and control of these processes are effective
(d) Ensure the availability of resources and information6 necessary to support the operations and monitoring of these processes
(e) Monitor, measure where applicable, and analyze these processes, and
(f) Implement actions necessary to achieved planned results and continual improvement of these processes
4 Document Control Procedure
5 Business process map adapted from ISO 9001: 2008 6 Procedure for Control of Records
Title: Appendix 3: Document Control Procedure
Version: 1 Document Code: ASAp1 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 2
Appendix 3: Document Control Procedure
The following are minimum requirements in the treatment of documents as defined in the ISO 9001: 2008.
1. The following are considered required elements in every document: Title Version Creator7 Location8 Document Code Creation Date9 Approving Body10 Effectivity Date11 Approval Date12 Number of pages 2. For the format
a. Documents released must be in a file that could not be edited (e.g. locked PDF, JPEG)
b. Font size and style must adhere to standard size: 10-12 font size
c. The required elements must be seen at the cover or the first page of the document.
3. Approval
a. University policies must be approved by the Academic Council.
b. Implementing guidelines in relation to the approved university polices must be approved by the Academic Services Council
c. Rules and procedures based on the implementing guidelines must be approved by the head of the unit.
7 The office that drafted the document 8 The place where the document can be found 9 The date when the document was drafted
10 The authorized group or individual that approves the document 11 The date when the document can be implemented
Title: Appendix 3: Document Control Procedure
Version: 1 Document Code: ASAp1 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2015 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 2/ 2
4. For publication, release, and implementation of documents
a. Approved documents are those which have been uploaded and found in the Academic Services Cluster Group. Should there be any discrepancy, the document found in the latter shall be followed.
b. A publication period of seven working days must be observed before any policy, implementing guidelines, rules, procedures, and the like are impleme nted. c. Implementation of documents is prospective, unless otherwise indicated d. Documents must be made readily available and accessible to the public, unless
the nature of the documents requires confidentiality.
e. Documents that have been made obsolete or rendered ineffective because of the revisions shall be listed down, communicated, and be endorsed to the archives sections of the library for proper management.
5. Documents from external origin shall be registered following the elements mentioned in item 1, minus “approving body” and “creation date.” Instead the date when the document became part of the cluster will be indicated.
Title: Appendix 4: Business Process Map
Version: 1 Document Code: EXAp1 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 26 November 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: n/a 1 April 2014 Number of Pages: 1/ 1
Appendix 4: Business Process Map
(Colleges)…
Student
Degree programs Non- Degree program
Student Admissions Office
Office of the University Registrar
Aklatang Emilio Aguinaldo, Educational Technology Center, Language Learning Center (other allied offices)
Educational Technology Center Academy of Continuing Education-PPA Student Scholarship Office Office of the University Registrar Language Learning Center
Office of the University Registrar
Opti onal C u s t o m e r f e e d b a c k
Title: Appendix 5: Procedure for Control of Records
Version: 1 Document Code: ASAp3 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 2
Appendix 5: Procedure for Control of Records
Samples of records are found in http://www.iso-9001-checklist.co.uk/iso-9001-checklist.htm
1. For the required elements,
a. The signature and name of the source of the record must be shown b. Title of the record, date and venue (if applicable) should also be reflected c. Records must be numbered
2. For the format
a. Records released must be in a file that could not be edited (e.g. PDF, JPEG) b. Font size and style must adhere to standard size: 10-12 font size
3. For publication and release
a. Whenever applicable, records must be released within the prescribed period as best determined by the head of the office
b. Records must be made readily available and accessible to the public, unless the nature of the documents requires confidentiality.
c. The hard and softcopy must be kept by the ASC unit through its designated records controller, while another softcopy must be kept by the Assistant Vice Chancellor for Academic Services through the designated records controller. Individual folders must be made available for these records safekeeping.
4. Below are the mandatory records that must be kept and filed. a. Management review minutes
b. Records of education, training, skills, and experience
c. Evidence of realization process and service fulfillment requirements d. Records of sales activities, if there’s any
e. Results of supplier evaluations and any actions arising f. Internal audit results and follow up actions
g. Records of non-conformities and any subsequent actions h. Records of corrective action
Title: Appendix 5: Procedure for Control of Records
Version: 1 Document Code: ASAp3 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 2/ 2
Additional for LLC,
j. Design and development inputs
k. Design and development reviews and any related actions l. Design and development verification and any related actions m. Design and development validation and any related actions n. Design and development changes and any related actions
Where traceability is required, the unique I identification of the product is recorded
o. Basis use for calibration of measuring equipment where no international or national standards exist
p. Validity of the previous measuring results when measuring equipment found to be out of calibration
5. Disposal of records shall follow the disposal management procedure of the archives section of the AEA.
Title: Management Responsibility (Section 5 of ISO 9001:2008)
Version: 1 Document Code: QM8 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 1
MANAGEMENT RESPONSIBILITY
This part addresses key items specified in clause 5 of ISO 9001: 2008
The Assistant Vice Chancellor for Academic Services shall commit to the sustainable development, implementation, efficiency, and communication (including promotion) of the quality management system. The AVC for Academic services by:
(a) COMMUNICATE to the organization the importance of meeting customer (i.e. customer requirements are determined and are met with the aim of enhancing customer satisfaction) as well as statutory and regulatory requirements
(b) ESTABLISH the quality policy (including its development, review, and sustainability) (c) DETERMINE measurable quality objectives
(d) CONDUCT management reviews13 (input shall be based on internal audit, customer feedback, process performance and product /service conformity, status of preventive and corrective actions, follow up actions from previous management reviews, changes that could affect the quality management system (QMS), recommendations for improvement related to effectiveness of QMS; while output shall include decisions and actions leading to improvement of the effectiveness of the QMS and its processes, improvement of services related to customer requirements, and resource needs)
(e) ENSURE availability of resources
13 Management Review Report Template
Title : Appendix 6: Management Review Report Template (For current plans)
Version: 1 Document Code: ASAp4 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 2
Appendix 6: Management Review Report Template (For current plans)
To be filled out and submitted by the unit head. Attachments may be included.
Office: ____________________________________________________Date: (a) Results of audit
(b) Customer feedback
(c) Process performance and conformity
(d) Status of preventive and corrective actions
(e) Follow up actions from previous management reviews
(f) Changes that could affect the quality management system
Title : Appendix 6: Management Review Report Template (For current plans)
Version: 1 Document Code: ASAp4 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Expiration Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 2/ 2
To be deliberated on by the ASC during the midyear and year end workshops
Possible output from the review (any or all)
o Decision or action on the improvement of the effectiveness of the quality management system and its process
o Decision or action for the improvement of product related customer requirements, and
Title: Resource Management (Section 6 of ISO 9001:2008)
Version: 1 Document Code: QM9 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/1
RESOURCE MANAGEMENT
This part addresses key items specified in clause 6 of ISO 9001: 2008
The ASC unit heads (directors and coordinators) shall determine and provide the resources needed (a) To implement and maintain the quality management system and continually improve it s
effectiveness, and
(b) To enhance customer satisfaction by meeting customer requirements
For human resources, the personnel performing work affecting conformity to service requirements shall be competent based on the approved job description.
For infrastructure, the ASC shall determine, provide, and maintain the infrastructure needed to achieve conformity to service requirements
For work environment, the organization shall determine and manage work environment needed to achieve conformity to service requirements
Title: Service Realization (Section 7 of ISO 9001:2008)
Version: 1 Document Code: QM10 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2013 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/3
SERVICE REALIZATION
This part addresses key items specified in clause 7 of ISO 9001: 2008
Service realization covers the following: planning, customer-related processes, design and development, purchasing, production and service provision, and control of monitoring and measuring equipment.
Planning
The unit heads shall plan and develop the processes needed for service realization. This shall be consistent with the requirements of the other processes of QMS. Known as a quality plan14, the planning shall indicate the following in relation to the service:
(a) Quality objectives and requirement
(b) Needed processes, documents, and resources
(c) Required verification, validation, monitoring, measurement, inspection, test activities, and criteria for service acceptance
(d) Records needed to provide evidence that requirement are met
Customer-related processes
For customer- related processes, the ASC unit heads shall
(a) Determine the requirements specified by the customer, requirements necessary for intended implementation, applicable statues and regulations, and additional requirements considered necessary by the ASC.
(b) Review the requirements related to the service prior to the implementation of the service by ensuring that service requirements are defined, different and conflicting requirements are resolved, and defined requirements can be met by the ASC. Records of the results of the review and corresponding actions shall be maintained.
14 Quality Plan Template
Title: Service Realization
Version: 1 Document Code: QM10 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2013 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 2/3
(c) Amend documents to reflect any change in service requirements. Updated information on service, including status of customer feedback and complaints, shall be communicated to the concerned personnel and to the customers.
Design and development (Only applicable to LLC)
For design and development, LLC shall
(a) Plan and control the design and development of the service by determining the relevant stages, setting appropriate review, verification, and validation, and clearly identifying and communicating authorities, responsibilities, and interfaces. The planning output shall be updated as the design and development progresses.
(b) Determine, record, and maintain inputs relating the requirements.
(c) Present outputs in forms suitable for verification against the input and submit them for approval before release.
(d) Conduct and maintain records for reviews on meeting requirements, identifying problems and proposing actions, verification on whether outputs are aligned with the inputs and validation on how the program can meet the specified application or intended use.
Purchasing
For purchasing (including outsourcing), the ASC unit heads shall
(a) Ensure that purchased (including outsourced) services conform to the specified purchased requirements (including purchasing specifications)15.
(b) Evaluate and select, in coordination with the Purchasing Office, suppliers (and outsourced service providers) based on their ability to deliver in accordance with the requirements of ASC (including criteria for selection, evaluation, and re-evaluation). Records shall be maintained. (c) Establish and implement the inspection or other activities necessary for ensuring that the
purchased items and outsourced services meet specified requirements.
Title: Service Realization
Version: 1 Document Code: QM10 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2013 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 3/3
Production and service provision
For production and service provision, the ASC unit heads shall
(a) Plan and carry out service provision under controlled conditions (service information, instructions, use of equipment, monitoring and measurement).
(b) Validate any service provision where the resulting output cannot be verified by subsequent monitoring or measurement, and as a consequence, deficiencies become apparent only after the service has been delivered.
(c) Maintain records and control identification and traceability of the service
Control of monitoring and measuring equipment
For control of monitoring and measuring of equipment, the ASC unit heads shall
(a) Determine the monitoring and measurement to be undertaken and the monitoring and measuring equipment needed to provide evidence of conformity of service to requirements (b) Establish a process to ensure monitoring and measurement can be carried out and are carried
out in a manner that is consistent with the monitoring and measurement requirements (c) Assess and record validity of the previous measuring results when found not to conform16 and
undertake appropriate action.
(d) Maintain results of calibration and verification
Title : Appendix 7: Quality Plan Template (for new plans)
Version: 1 Document Code: ASAp5 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 1
Appendix 7: Quality Plan Template (for new plans)
To be filled out and submitted by the unit head during the year end workshop . Attachments may be included.
Office: __________________________________________________________Date:
(a) Quality objectives and requirement
(b) Needed processes, documents, and resources
(c) Required verification, validation, monitoring, measurement, inspection, test activities, and criteria for service acceptance
Title: Appendix 8: Purchasing Checklist
Version: 1 Document Code: ASAp6 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/1
Appendix 8: Purchasing Checklist
Please fill out the appropriate slot (To be attached in any service contract, request for personnel, or purchases amounting to more than 50K.
Office
For human resources: __________________________________________ Number needed:
Education: Training: Experience:
For suppliers for products and services: _______________________________ ASC requirements
o Written proposal (applicable to new companies):
o SEC registration (or company registration):
o Evidence OF quality (e.g. certification, accreditation, etc.):
o Customer feedback of products and services:
o Personnel feedback:
o Top management feedback:
o Financial Status: School requirements
o (Must be accredited by the school): Government requirements:
For infrastructure and work environment: ________________________________ ASC objectives:
o Customer feedback:
o Personnel feedback:
o Top management feedback: School requirements:
Title: Appendix 9 Template of Report of Deficiency in Service/Product
Version: 1 Document Code: ASAp7 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/1
Appendix 9: Template of Report of Deficiency in Service/Product Date: Time: Office: User: Signature: Responsibility Service/product concerned: Date and time of incident: Intended outcome: Deficient outcome: Cause of deficiency: Frequency of deficiency:
Result of deficiency (choose one)
o Work is suspended
o Work is delayed
o Work is not affected Customer feedback:
Title: Measurement, Analysis, and Improvement (section 8 of ISO 9001:2008)
Version: 1 Document Code: QM11 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/ 2
MEASUREMENT, ANALYSIS, AND IMPROVEMENT
This part addresses key items specified in clause 8 of ISO 9001: 2008
The ASC unit heads shall plan and implement the monitoring, measurement, analysis, and improvement processes needed to:
(a) Demonstrate conformity to product/service requirements (b) Ensure conformity of the QMS
(c) Continually improve the effectiveness of the QMS For monitoring and measurement, the ASC shall
(a) Monitor information related to customer perception
(b) Conduct internal audit17 18at planned intervals to determine conformity to and effective implementation of QMS plans
(c) Apply methods for monitoring, and where applicable, measurement of the QMS
(d) Monitor and measure the characteristics of the service to verify if requirements are met For control of non-conformity, a documented procedure19 shall be established to define the controls and related responsibilities and authorities for dealing with non-conforming service. Where applicable, the ASC unit head shall deal with the situation by one or more of the following ways:
(a) By taking action to eliminate the detected non conformity
(b) By authorizing the use, release or acceptance under concession by a relevant authority and, where applicable, by the customer
(c) By taking action to preclude its original intended use of application
(d) By taking action appropriate to the effects, or potential effects, of the non-conformity when it is detected after the use has started
17 Internal Audit Procedure 18 Internal Audit Template
Title: Measurement, Analysis, and Improvement
Version: 1 Document Code: QM11 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 2/ 2
For analysis of data, the ASC unit heads shall determine, collect, and analyze appropriate data to demonstrate the suitability and effectiveness of the QMS and to evaluate where the continual improvement of the QMS can be made. This shall include data relating the following:
(a) Customer satisfaction (b) Conformity to requirements
(c) Characteristics and trends of processes and products/services (including opportunities for preventive action)
(d) Suppliers
For improvement, the ASC unit heads shall continually improve the effectiveness of the QMS through the use of the quality policy, quality objectives, audit results, analysis of data, corrective and preventive actions, and management review.
In order to prevent recurrence of non-conformities, a documented procedure20 shall be established to define requirements for:
(a) Reviewing nonconformities including customer complaints (b) Determining the causes of non-conformities
(c) Evaluating the need for action to ensure that non conformities do not recur (d) Determining and implementing action needed
(e) Records of the results of the action taken
(f) Reviewing the effectiveness of the correction action taken
To eliminate causes of potential non-conformities, a documented procedure21 shall be established to define requirements for:
(a) Determining potential non-conformities and their causes
(b) Evaluating the need for action to prevent occurrence of nonconformities (c) Determining and implementing action needed
(d) Records of results of action taken
(e) Reviewing the effectiveness of the preventive action plan
20 Procedure for Corrective Action 21 Procedure for Preventive Action
Title: Appendix 10: Internal Audit Procedure
Version: 1 Document Code: ASAp8 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/1
Appendix 10: Internal Audit Procedure
1. The audit shall be conducted towards the end of every semester with the purpose of reviewing alignment among and between the set objectives, resources, implementation and determining corrective and preventive actions, if needed.
2. The criteria, objectives, and scope shall be based on the declarations made by the ASC in the quality manual.
3. The auditing shall be done in the most discreet way as possible without disturbing the normal or day-to-day operations of the office being audited. Interviews and document reviews shall be conducted. An audit plan showing schedule the people, and the kind of involvement following shall also be prepared for this purpose.
4. The auditing team shall be given two days after the completion of the audit to submit to top management the accomplished auditing report (including findings and conclusions as explained in the ISO manual page 22)
5. A post conference shall be scheduled. The auditing team together with the director of the audited office shall attend. During this time, the results of the audit shall be presented to the audited office. Clarification and discussion shall be entertained.
6. The Audit team leader shall produce a summary of the discussion endorsed such to the following: VCAR, QAO, QMR, ASC Head, and ASC Unit head.
7. The Unit head shall report the status (including the results of the root cause analysis) of the suggestions in the next round of the audit. Justifications must be included should the unit head decide to forego the suggestions.
Title: Appendix 12: Procedure for Control of Non-conformity
Version: 1 Document Code: ASAp10 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/1
Appendix 12: Procedure for Control of Non-conformity
1. The office must take initial steps to address non-conformity, at the most, one week after its discovery. Initial actions include but not limited to personal verification from affected party, clarificatory meeting, and advisory to interested or affected parties affected that the non-conformity is being managed.
2. Once non-conformity has been confirmed, the unit head shall convene or form (whichever is applicable) the appropriate committee to determine the cause and come up with corrective action.
3. The decision of the committee must be based on current requirements of the circumstances (including personnel input and office conditions), customers, and pertinent government entities. 4. Once the decision has been made, it shall be communicated and implemented.
a. The communication shall supersede earlier documents while templates and forms shall be revised to conform to the revisions.
b. Period of implementation shall be based on publication guidelines for control of documents.
5. Documents and records that have been made obsolete or rendered ineffective because of the revisions shall be listed down, communicated, and be endorsed to the archives section of the library for proper management.
Title: Appendix 13: Procedure for Corrective Action
Version: 1 Document Code: ASAp11 Effectivity Date: 16 June 2014 Creator: OAVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OAVCAS Approving Body: Academic Services Council Number of Pages: 1/1
Appendix 13: Procedure for Corrective Action
1. The corrective action shall be based on pertinent sections in the procedure for control of non-conformity have been met. These include section 2 on convening the appropriate committee, section 3 on basis for decision, section 4 and 5 for actions after decision is made.
2. The head shall convene the committee and explain the purpose of the meeting. Pertinent background information (including documents and records of initial actions) shall be presented. 3. The committee shall examine the information and may request for another meeting if additional
information is needed to arrive at a justifiable decision.
4. The members of the committee shall review the cause of the non-conformity.
5. After a thorough review is made, the committee shall decide based on the most appropriate corrective action.
6. The decision shall be recorded based on current requirements of the circumstances (including personnel input and office conditions), customers, and pertinent government entities, as indicated in the procedure for control of non-conformity.
7. The record shall also include actions that need to be taken to prevent the non-conformity from happening again.
8. The section on communication and implementation in the procedure for control of non -conformity shall be followed.
9. The corrective action shall be reviewed during the midyear/year end workshop, whichever is applicable.
Title: Appendix 14: Procedure for Preventive Action
Version: 1 Document Code:ASAp12 Effectivity Date: 16 June 2014 Creator: OVCAS Creation Date: 1 April 2014 Approval Date: 7 June 2014 Location: OVCAS Approving Body: Academic Services Council Number of Pages: 1/1
Appendix 14: Procedure for Preventive Action
1. The potential non-conformities and their causes shall be presented for discussion during the midyear or year-end workshop, whichever is applicable.
2. A record of the discussion shall be prepared highlighting the following elements: possible cause, context in which the non-conformity will likely be committed, suggested course of action (including recommendation for further review, revision of guidelines, process, procedures, etc.)
3. The following shall also be taken up in the discussion current requirements of the circumstances (including personnel input and office conditions), customers, and pertinent government entities, as indicated in the procedure for control of non-conformity.
4. The section on communication and implementation in the procedure for control of non -conformity shall be followed.
5. The preventive action shall be reviewed in the following midyear/year end workshop, whichever is applicable.
