UNIVERSITy a/ £Ae PHILIPPINES
®
OFFICE OF THE PRESIDENT
4 October 2018 MEMORANDUM NO. PDLC 18-44
TO All chancellors and Faculty of the constituent universities
SUBJECT SELECTION OF THE NEW FACULTY REGENT (2019-2020)
The two-year term of incumbent Faculty Regent (FR) Professor Patricia 8. Arinto ends on 31 December 2018. I now announce the selection process for the next Faculty Regent who will serve in 2019 and 2020. It is the turn of a Faculty Regent from UP Diliman.
Please refer to the attached documents on the "Selection Process for the Faculty Regent 2019-2020" (Annex I ) and the timetable (Annex 2).
The minimum qualifications for FR are as follows:
I. must be a permanent faculty member of UP Diliman who has served for at least ten (10) years;
2. must not be more than 63 years old to be able to serve the full term of two years;
3. must not be on leave from the University at the time sthe assumes the position; and,
4. must not have any pending administrative case, or have been found guilty of any charge involving grave misconduct or any other offense that is considered detrimental to the public interest.
In the final selection of the FR, consideration may be given to the following as reflected in the nominees' curriculum vitae and proposed plans of action (which will be distributed to the CUs and posted at the UP website):
I. sthe is established in herthis field of expertise and respected by peers;
2. has a clear understanding of the role of the faculty as embodied in the UP Charter, i.e.
teaching and mentoring, research and/or creative work, and public service;
3. has a clear understanding of the role of the FR; and,
4. demonstrates an ability to formulate or contribute to the formulation of concrete policies that will enable the University to pursue its purposes as mandated in the UP Cliarter and to address faculty concerns.
Thank you for your cooperation.
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Armex I
SELECTION PROCESS FOR U.P. FACULTY REGENT 2019-2020
The UP Faculty Regent Selection Process defines the role of the Faculty Regent, the eligibility to be nominated and the faculty members eligible to nominate and vote, and the two-round selection process consisting of the Nomination and Election Rounds.
I.0 Role of the Faculty Regent
The Faculty Regent is first and foremost a Regent of the University whose role is to participate in collegial policy-making, and to ensure that policies are in the best interests of the University, bearing in mind the general interest and welfare of the faculty.
2.0 Term of the Faculty Regent
Based on the UP Charter of 2008, the Faculty Regent shall serve a two-year term.
3.0 Faculty Members Who Can Be Nominated
The nominees for Faculty Regent shall come from the Constituent University (CU) specified on a predetermined rotating basis. Based on the number of faculty, UP Visayas and UP Cebu shall be considered as one cluster and UP Open Uni`Jersity, UP Mindanao and UP Baguio, shall be grouped as one cluster for purposes of the rotation system. For the 2018 selection process, the Faculty Regent will come from UP Diliman.
To qualify for Faculty Regent, one must:
• be a pemanent faculty member of the predetemined CU who has served at least 10 years;
• not be more than 63 years old to be able to serve the full term;
• not be on leave from the University at the time sthe assumes the position;
and
• not have any pending administrative case, or been found guilty of any charge involving grave misconduct or any other offense that is considered detrimental to the public interest.
The above are the minimum qualifications to be nominated as Faculty Regent.
However, in the final selection of the Faculty Regent, consideration may be given to the following as reflected in the nominee's curriculum vitae and proposed plans of action, that:
• sthe is established in herthis field of expertise and respected by herthis Peers;
• sthe has a clear understanding of the role of the faculty as embodied in the UP Charter, i.e. teaching and mentoring, research and creative work, and public service;
• sthe has a clear understanding of the role of the Faculty Regent; and
• sthe demonstrates an ability to fomulate or contribute to the formulation of concrete policies that will enable the University to pursue its purposes as defined in the UP Charter and to address faculty concerns.
If the nominee has an administrative position in the University, sthe must resign from the position once sthe is among the top five (5) nominees and accepts the nomination.
If sthe is an officer of a bona fide organization in the University, sthe must take a leave of absence, once sthe accepts the nomination, from the organization during the Selection Process. Should sthe be selected, sthe must resign from the said position as officer and go on leave of absence as member of the said organization until the end of herthis term as Faculty Regent.
If sthe is a member of a bona fide organization in the University, once selected as Faculty Regent, sthe must go on leave of absence as member of said organization until the end of herthis term.
4.0 Faculty Members Who Can Nominate and Vote
All regular faculty (full-time, part-time, permanent, temporary or substitute) in active service (excluding lecturers, professorial lecturers, visiting professorsAecturers, clinical professors without compensation) or on official leave are qualified to participate in the Selection Process. In the case of Professors E"erz.fz., they may participate in the Selection Process but they cannot be nominated.
CUs shall provide the Office of the Vice President for Academic Affairs (OVPAA) with their respective lists of qualified voters within the deadline to be specified.
5.0 Procedure for the Selection Process
The Selection Process shall consist of two rounds: the Nomination Round and the Election Round.
A CU-level committee for the Selection Process, chaired by the Vice Chancellor for Academic Affairs (VCAA), shall supervise the Selection Process at the CU level. The OVPAA shall supervise the Selection Process at the System level.
5.1 Nomination Round
The CU concerned shall prepare the list of faculty members who are qualified as nominees and submit the same to the OVPAA. The OVPAA shall then provide all CUs the list of qualified nominees.
5.I.I Schedule
The schedule for this round shall be set by the UP President. Within this schedule, each CU shall determine its specific nomination period and inform the OVPAA of its schedule.
5.1.2 Procedure
5.1.2.1 Nomination shall be done manually through secret balloting at places designated by the units. Each qualified voter shall select one mane from the list of qualified nominees.
5.1.2.2 The deans shall submit to the VCAA the names of the nominees and their respective number of nominations.
5.1.2.3 The CU Committee shall consolidate the CU results using the form to be provided by the OVPAA. The Chancellor shall certify the results and submit the same to the System Committee.
5.1.2.4 The top five (5) nominees shall be determined by the OVPAA based on the total results submitted by the CUs. The OVPAA report shall be certified by the President.
5.1.2.5 The five (5) nominees shall be asked to submit to the OVPAA, within the period prescribed, hard and soft copies of their curricululn vitae (CV) and their proposed plan of action as Faculty Regent. The OVPAA shall provide the CUs with copies of these documents for posting.
5.2 Information Dissemination
The preferred mode for information dissemination is through electronic means. The University may assist in information dissemination in the UP website through the Office of the Vice President for Public Affairs (OVPPA). There shall be no campaigning.
5.3 Election Round
During the Election Round, the qualified voters of each CU shall choose only one from among the top five (5) nominees.
5.3.I The schedule for this round shall be set by the UP President. Within this schedule, each CU shall determine the specific date(s) for voting and inform the OVPAA of the schedule.
5.3.2 Voters may choose to vote manually or electronically but not both. In the event of double votes cast by manual and electronic ballots, the manual ballot shall prevail.
5.3.2.1 Manual Voting Procedure
5.3.2. I .1 Each CU shall use secret balloting to vote manually at places designated by the units. The forin of the ballot for manual voting in the Election Round is given in Armex 1 . 1 .
5.32.12 The voters shall be required to present their University ID or any competent proof of identity to verify their identity from the official list of qualified voters.
5.3.2.I.3 Voting hours shall be between 8 a.in. and 4 p.in. within the dates specified by the CU.
5322 Electronic Voting System and Procedure
5.322.1 There shall be a single, secure, transparent and open-source Faculty Regent Election Voting System (FREVS) to be used. This shall be provided by the UP Information Technology Development Center (UP ITDC) under the general supervision of the VPAA. CUs shall not devise their own system.
5.3.2.2.2 Electronic voting shall be open on a 24-hour basis during the voting period specified by the CU, ending at the sane time as manual voting.
Example A. If marraal voting is scheduled for only one day, e.g., Monday from 8:00AM to 4:00PM, electronic voting will start at 4:01PM Of the irrmediately preceding Sunday and will contir"e until 4 :00PM Of Monday.
Example 8. If manual voting is scheduled i;or several days, e.g., Monday to Wednesday from 8:00AM [o 4:00PM each day, electronic voting will start a[
4:01PM Of the immediately preceding Sunday and will con[irme until 4:00PM Of Wednesday.
5.3.2.2.3 The system shall require authentication to ensure eligibility to vote. This shall be in the form of a user name and password to be issued by the UPITDC through the OVPAA under close coordination with the Office of the Faculty Regent.
5.4.2.2.3 The System shall allow the qualified voter to vote only once.
5.4 Canvassing/Reporting of Voting Results
Canvassing of votes from both manual and electronic modes shall be done immediately after voting period closes at 4 pin of the last day.
5.4.1 Canvassing/Reporting of Results from Manual Voting
For manual voting, the Committee headed by the VCAA of each CU through the deans of the various colleges shall monitor the canvassing and reporting of votes.
The deans of the various colleges shall canvass all the votes and submit the results to the VCAA.
Representatives of the nominees, not more than two (2) each, may be allowed to witness the canvassing,
5.4.2 Canvassing/Reporting of Results from Electronic Voting
For electronic voting, the VCAA, in the presence of the CU Committee and representatives of the nominees, shall be able to access the results only after the end of the voting period. Access shall be through a specially provided user name and password. The CU Committee shall proceed to determine if there are double votes by comparing the list of voters who voted manually and the list of voters who voted electronically, after which the results of the electronic voting shall be printed out.
Additional guidelines shall be provided by the OVPAA on the security features of the System and the detailed procedures to access the electronic system as well as checking for double votes.
5.4.3 Consolidation of Manual and Electronic Voting Results
The CU Committee shall consolidate the CU results using the form to be provided by the OVPAA. The Chancellor shall certify the results and submit the same to the OVPAA.
5.5 Mechanism forAppeals
All appeals relating to the conduct of the election should be formally whtten and submitted to the CU Committee within twenty-four (24) hours from the close of the canvassing at the CU level. No appeals/protests shall be entertained on grounds not raised and recorded during the voting/canvassing. No appeals shall be entertained after the lapse of the 24-hour period.
All appeals shall be included in the CU's election report.
5.6 Announcement ofResu]ts
The VPAA shall submit the consolidated results to the President within twenty-four (24) hours after the deadline for CU submission including any appeals that have been submitted by the CU Committees. Thereafter, the President, as Chief Academic Officer and Head of the Faculty, transmits to the BOR the consolidated results and any appeals that have been submitted.
In the case of a tie, the President shall order a run-off between the nominees gamering the highest number of votes on a date to be set in consultation with the CUs.
The BOR shall proclaim as Faculty Regent, the nominee gamering the highest number of votes. Should there be any appeals from the CUs, the BOR shall resolve these appeals before proclaiming the Faculty Regent.
6.0 Cessation of Membership in the Board of Regents
According to Section 12 (2) of the UP Charter, membership of the Faculty Regent in the Board ceases upon suspension, separation or recall.
5
7.0 Schedule for the UP Faculty Regent Selection Process
The Selection Process starts in October and ends in November of the second year of the incumbent Faculty Regent's term. The specific schedule shall be issued by the OVPAA.
Annex 1.1
Ballot for Manual Voting (Election Round)
University of the Philippines Choice of Faculty Regent for 2019-2020
Armex 2
Schedule for the Selection of Faculty Regent (FR) 2019-2020
2018 Activity
3 0ct (TH) lssuance of memo by the President on selection ofFR
10 0ct (W) Submission of the list ofqualified nominees in hard and soft copies by UP Diliman to OVPAA
11-12 0ct Distribution of hard and soft copies of list of qualified nominees to CUs by
(Th-F) OVPAA
12 0ct (F) Submission of the list of qualified voters in hard and soft copies by CUs to OVPAA
15-18 0ct Nomination Round (CUs shall determine their specific nomination schedules (M-Th) within this period and inform OVPAA of their schedules.)
22 0ct (M)(onorbefore)
Submission of the results of nomination round to OVPAA
22-26 0ct Distribution of usemames and passwords for electronic voting to qualified
(M-F) voters by CUs
23 0ct (T) Submission of results of nomination round to the President by OVPAA, indicating the top five (5) nominees
24 0ct (W) Notification of the top five (5) nominees; request for CVs and proposed plans of action (PLANS) as FR
24-26 0ct(W-F)
UP System-wide dry run of the electronic voting system
26 0ct (F) Deadline for submission ofcvs and PLANS in hard and soft copies by top five (5) nominees to OVPAA
29 0ct-9 Nov Distribution of copies ofcvs and PLANS to CUs; Uploading ofcvs and (M-F) PLANS in UP website
12-15 Nov Election Round (CUs shall detemine their specific schedules within this (M-Th) period and inform OVPAA of their schedules.)
16 Nov (F)(onorbefore)
Submission of cu results of election round to OVPAA
20 NOv (T) Submission of consolidated results of election round to the UP President by OVPAA; Announcement of election results by the UP President
TBA Proclamation of new FR by BOR
