UNIVERSITY OF THE PHILIPPINES
3F North Wing, Quezon Hall, Diliman, Quezon City Telephone: (632) 89626345; 89818500 local 2528
Email: ovpaa@up.edu.ph
Office of the Vice President for Academic Affairs
14 October 2020
Memorandum No. OVPAA 2020-119
To: The Chancellors
Cc: Vice Chancellors for Academic Affairs
Vice Chancellors for Research/Extension/Development
From: Maria Cynthia Rose Banzon Bautista Vice President for Academic Affairs
Subject: Submission of Electronic Copy of Documents for Processing at OVPAA ______________________________________________________________________
IN keeping with the imperative to continue combining in-office work for a skeletal staff—
including those whose tasks cannot be done from home—and work-from-home arrangement in the UP System offices, the Office of the Vice President for Academic Affairs is requesting the electronic submission of documents through the email records.ovpaa@up.edu.ph. This dedicated email shall serve as the virtual OVPAA Records Section.
We enjoin you to utilize the Document Tracking System (DTS) of the University for easy tracking of your documents. We would also like to suggest that we use a standard format for the subject heading and the first line of the email body of your documents for easy identification and access. To standardize the terms, we have compiled a list of acronyms that we suggest be used for the subject headings. Please see Annex 1.
Upon receipt of the documents, the Records Officer will acknowledge the email message.
If the document does not have a DTS number, this will be issued a number and will be indicated in the heading of the acknowledgement email. The DTS number is important so you can monitor the paper trail.
As the relay of documents is a still quite challenging even at this time, please allow a 3- day period of processing before following-up. Before sending a follow-up, kindly check the status of the document in the DTS. If the document is still with the OVPAA, please send us an email using the original email message but append the word “FOLLOW-UP”. This is to differentiate this email from the new documents submitted for processing.
Please take note that the Records Section is for incoming documents only. For specific inquiries please use the following email addresses:
Email Address Nature of Messages curriculum.ovpaa@up.edu.ph Curricular proposals for degree
programs
Email Address Nature of Messages data.ovpaa@up.edu.ph Data collection e.g. university
rankings, PASUC surveys ecwrg.ovpaa@up.edu.ph Enhanced Creative Work and
Research Grant projects (ECWRG)
eidr.monitoring@up.edu.ph Emerging Interdisciplinary Research Program (EIDR) fellowship.ovpaa@up.edu.ph Fellowships
ge.ovpaa@up.edu.ph General Education matters ovpaa.adcp@up.edu.ph One UP Professorial Chairs and
Faculty Grants
rdg.ovpaa@up.edu.ph UPS Research Dissemination Grant
reps.ovpaa@up.edu.ph REPS matters
tatf.ovpaa@up.edu.ph UP Teaching Assistantship Program
Thank you for your cooperation and keep safe.
ANNEX 1
A. Sample Subject Headings
Program_Name of Applicant (Last, First)_CU_Nature of document_Project Title_
date/period covered_ DTS
Example 1. TATF_ Reyes, Alejandro_ UPD_Application as Teaching Fellow_FS AY 2020-2021_ DTS 2020-0904-0001
Example 2. ECWRG_ Dela Cruz, Lakambini_ UPOU _ Distance Learning_9th month report_ DTS 2020-0904-0002
Example 3. QA_ Roces, Erlinda_UPM_Application_DAAD Conference, Germany_2021 January 25_ DTS 2020-0904-0003
B. Acronyms for Submission of Documents to OVPAA
Particulars Nature of document Period
1. Constituent Universities - UPB – UP Baguio - UPC – UP Cebu - UPD – UP Diliman - UPLB – UP Los Baños - UPM – UP Manila - UPMIN – UP Mindanao - UPOU - UP Open University - UPV – UP Visayas
2. Basic Papers
a. BP FACULTY– for Faculty b. BP REPS – for REPS
- Appointment - Tenure - Promotion
- Sabbatical Leave 3. For Research Programs
a. EIDR - Emerging
Interdisciplinary Research Program
b. ECWRG - Enhanced Creative Work and Research Grant c. PCARI
d. RDG - Research Dissemination Grant e. ER - Energy Research
- Application - Progress Report - Terminal Report - Financial Report - Request for ____
- Others (Indicate type of document, Line-item budget, etc.)
Cycle
4.
Faculty, REPS and
Administrative Staff Development Program
a. Fellowships
-
FRASDP PhD – for PhD (also includes PhD Incentive Grant and Alternate (sandwich) Grant)
- Application (New) - Application (Renewal) - Progress Report - Terminal Report - Request for ____
- Others (Indicate type of document)
- Semester/Academic Year
- Semester
FS - First Semester SS – Second Semester - First Tranche
Particulars Nature of document Period -
FRASDP Master’s – for
Master’s
-
FRASDP Post-doc – for Post- doctoral program
b. TATF - UP Teaching Assistantship Program c. VPP – Visiting Professor
Program
d. STT – Short-Term Training
- Second Tranche
5. Curricular Proposals
a. CURR-DEG - Degree programs b. CURR-GE - GE courses
Should be written in this format CURR-_CU_Type of
Proposal_Degree Program_Date of submission_ DTS
A separate mechanism for the online submission of curricular proposals is on Annex 2
Type of Proposal - Institution - Revision
Date of submission – YYYY/MM/DD
6. Quality Assurance
QA – Quality Assurance SET – Student
Evaluation of Teacher
7. Disbursement Vouchers
a. DV PAYMENT – for payments b. DV REIMB – for
reimbursements
c. DV LIQ – for Liquidation Reports
