1. Grant of approval to conduct activities and alternative class or suspension of classes (academic and non-academic)
Only the Chancellor has the authority to suspend classes or declare alternative class.Offices 1. Deans/ Office of Student Affairs 2. OVCAA
3. Office of the Chancellor Classification Simple
Type of Transaction G2C
Who may avail UPV Student Organizations, Faculty
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Faculty
1. Letter request with details of the activity, duly endorsed by the Dean.
For student Organizations
1. Letter request with details of the activity, duly endorsed by the Adviser. For college-based organizations, the endorsement of Adviser and the Dean is required.
Not applicable
CLIENT STEPS AGENCY ACTION FEES TO
BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
For college-based organizations 1. UPV Student
Organization submits the request to the Dean.
For the request of faculty and college- based organizations
1. The Dean screens/ reviews the request and makes the corresponding endorsement to the VCAA.
None 1 to 2 days for Agency Action 1
1- Deans (for request of faculty and college-based organizations) / OSA Director (for university-wide
organizations)
For USC or university-wide organizations
1. The request is submitted to OSA
2. The VCAA screens/ reviews the request for endorsement to the Chancellor.
3. OC staff reviews the request and the Chancellor makes final action.
4. Preparation of Notice of Action and releasing of document.
For USC or university-wide organizations
1. OSA staff screens the request and forwards to OSA Director for
endorsement to the VCAA.
2. The VCAA staff screens/ reviews the request for endorsement to the Chancellor.
3. OC staff reviews the request and the Chancellor makes final action.
4. Preparation of Notice of Action and releasing of document.
1-2 days, for Agency Action 2 1 to 2 days for Agency Action 3-4
2- OVCAA staff and VCAA
3- Admin Officer V or Executive Assistant III, Chancellor
4- University Extension Associate I, Admin Aide VI, Admin Aide III
2. Grant of approval to conduct student activities inside or outside the campus by Student Organizations (academic and non-academic)
Activities that are held outside the campus must be approved by the Chancellor stating the conditions that must be observed in the preparation, during, and after the conduct of the activity.
Offices 1. Office of Student Affairs 2. OVCA/ OVCAA
3. Office of the Chancellor Classification Complex
Type of Transaction G2C
Who may avail UPV Student Organizations
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
2. Letter request with endorsement of Adviser.
3. For college-based organizations, the endorsement of the Deans is required.
Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME PERSON RESPONSIBLE
1. UPV Student Organization submits the request for the conduct of activity with all the required documents to OSA
1. OSA screens the request and checks the completeness of required documents.
2. The request is forwarded to the OVCA for endorsement (for request that requires assistance from SSF, HSU or CDMO)
None 2 to 3 days for Agency Action 1-2
1- OSA staff and OSA Director
2- OSA staff in-charge of outgoing of documents
3. The OVCA refers the request to appropriate unit/office and make the necessary endorsement/comments before forwarding to the OVCAA
4. VCAA reviews and endorses the request to the Chancellor.
5. OC staff screens the request for action of the Chancellor.
6. OC staff prepares the Notice of Action (NOA) for the request.
7. Releasing of document.
3-5 days, for Agency Action 3 (depending on the request)
1 to 2 days for Agency Action 4
1 to 2 days for Agency Action 5-7
3- OVCA staff, VCA
4- OVCAA staff and VCAA
5- Admin Officer V or Executive Assistant III, Chancellor
6-7 Admin Officer V or University Extension
Associate I, Admin Aide VI, Admin Aide III
TOTAL None 7-12 days
3. Grant of Readmission (Appeal of Students for Readmission)
Students who are permanently dismissed from the university and whose appeal at the college level has been disapproved, may appeal for readmission to the Chancellor.
Offices 1. Office of the Chancellor 2. Office of the Dean 3. OSA
3. OUR 4. OVCAA Classification Complex Type of Transaction G2C
Who may avail UPV Students on Permanent Dismissal status
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter Request Not applicable
CLIENT STEPS AGENCY ACTION
FEES TO BE PAID
PROCESSING
TIME PERSON RESPONSIBLE
1. UPV Student submits the appeal for
readmission to OC.
1. OC staff reviews the appeal, forwards to the Chancellor and refers to the concerned offices for comments (College, OUR, OVCAA and OSA)
None 2 days for Agency Action 1
1- Admin Officer V or Executive Assistant III, Chancellor, Admin Aide VI
2. Concerned offices comment on the referral of OC
3. The Chancellor reviews the feedback given by the units, may call the student for a
meeting, and makes the final decision.
4. OC staff prepares the Notice of Action and releases the document
7 days for Agency Action 2
1-2 days for Agency Action 3 1 day for Agency Action 4
2- Dean, University Registrar, VCAA, OSA Director
3- Admin Officer V or Executive Assistant III, Chancellor 4- Admin Officer V, University
Extension Associate I, Admin Aide VI, Admin Aide III
TOTAL None 11-12 days
4. Grant of Extension of Enrollment
Only the Chancellor has the authority to extend enrollment. The students cannot enroll beyond the regular enrollment period without the Chancellor’s approval.
Office 1. Office of the Chancellor 2. OVCAA
Classification Simple
Type of Transaction G2C
Who may avail UPV Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter Request with justification Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. UPV Student submits the request for extension of enrollment to OC with justification.
1. OC staff refers the request to the OVCAA.
2. VCAA then reviews the document and gives comments/recommendation to the Chancellor.
3. Chancellor reviews endorsement given by VCAA and makes the final decision.
4. OC staff prepares the Notice of Action and releases the document
None 1 day for Agency Action 1
1 day for Agency Action 2
1 day for Agency Action 3-4
1- Admin Officer V or Executive Assistant III, Admin Aide VI 2- OVCAA staff and VCAA 3- Chancellor
4- Admin Officer V, University Extension Associate I, Admin Aide VI, Admin Aide III
TOTAL None 3 days
5. Grant of Student Loan
Students who cannot afford to pay tuition and other fees may apply for a loan due to financial incapacity. The student pays at least P1,000 to be able to enroll and files a loan for the remaining amount as per assessment of the college. A loan must be settled within the semester. In the event that the student cannot pay the outstanding loan and needs to apply for another loan come next enrollment period, the student may appeal to the Chancellor and pay whichever is lower (the previous loan or the present fees to be paid).
Office 1. Office of the Chancellor 2. Accounting (Student Loan) 3. OVCAA
Classification Complex Type of Transaction G2C
Who may avail UPV Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter Request with signature of parent as co-debtor (UPV employee may also act as co-debtor)
Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. UPV Student submits the request for student
1. OC staff refers the request to Accounting Office and to OVCAA.
None 1 day for Agency Action 1
1- Admin Officer V or Executive Assistant III, Admin Aide VI
2. The Chief Accountant and the VCAA then review the document and give
comments/recommendation to the Chancellor.
3. Chancellor reviews endorsement given by VCAA and makes the final decision.
4. OC staff prepares the Notice of Action and releases the document
3 days for Agency Action 2 1 day Agency Action 3-4
2- Accounting staff and Chief Accounting, OVCAA staff and VCAA
3- Chancellor
4- Admin Officer V, University Extension Associate I, Admin Aide VI, Admin Aide III
TOTAL None 5 days
6. Grant of appeal of students for approval to open a class/course or section
The students whose request to open a class/course or section was denied at the college may appeal to the Chancellor.
Office 1. Office of the Chancellor 2. Office of the Dean 3. OVCAA
Classification Complex Type of Transaction G2C
Who may avail UPV Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter Request Not applicable
CLIENT STEPS AGENCY ACTION FEES TO
BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. UPV Student submits the request for opening a
class/course or section
1. OC staff refers the request to the Dean and to the VCAA.
2. The Dean and VCAA reviews the request and give comments/
None 1 day for Agency Action 1
4 days for Agency Action 2
1- Admin Officer V or Executive Assistant III, Admin Aide VI 2- VCAA staff and VCAA
3. Chancellor reviews endorsement given by the Dean and VCAA, and makes the final decision.
4. OC staff prepares the Notice of Action and releases the document
2 days for Agency Action 3-4
3- Chancellor
4- Admin Officer V, University Extension Associate I, Admin Aide VI, Admin Aide III
TOTAL None 7 days
7. Grant of approval to conduct activities requiring budget (request of students or by offices/units)
Any university activities that require budget or financial assistance must secure approval from the Chancellor.Office 1. Office of the Chancellor 2. Budget Office
3. OVCA, OVCRE, OVCAA or OVCPD
Classification Complex
Type of Transaction G2C
Who may avail UPV USC/Student Organizations and UPV Offices/Units
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter Request 2. Line-item-budget
Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. UPV office/unit or student organization submits the request/proposal of activities requiring budget to OC.
1. OC staff reviews the request and refers it to the Budget Office and to VCA, VCAA or VCRE, depending on the request.
2. Budget Office identifies fund source, VCA/VCRE/VCAA and gives comments/
recommends the request to the
None 1 day for Agency Action 1
3 days for Agency Action 2
1- Admin Officer V or Executive Assistant III, Admin Aide VI 2- Budget Office staff and Budget
Chief
3. Chancellor reviews the request and the feedback given by Budget Office and VCA, VCAA or VCRE, and makes the final decision.
4. OC staff prepares the Notice of Action and releases the document.
2 days for Agency Action 3
1 day for Agency Action 4
3- Chancellor
4- Admin Officer V, University Extension Associate I, Admin Aide VI, Admin Aide III
TOTAL None 7 days