VI.

FACULTY
1. FACULTY CLASSIFICATION

1.1 Part-time

A part-time faculty member is one who is distinguished by the following:

 the time spent on another professional occupation or business concern

prevents him/her from devoting thirty five to forty hours on campus as
expected of full-time faculty members; and
 he/she teaches a maximum load of 15 credit hours per week.
 he/she teaches a maximum load of less than 18 hours per week.

In compliance with the Engineering programs regulatory requirements, the

Engineering part-time faculty can only be assigned a maximum of 12 units per semester
but less than 18 credit hours per week.

Full-time/permanent staff/officers can teach a maximum of 6 units overload and

must take their teaching schedules outside their duty hours.

2. APPOINTMENT PROCEDURES - HIRING BOARD

The following procedures apply to full-time and part-time faculty appointments:

The Dean or Head of Office concerned handles the initial phase of the procedure,
including recruitment, interview, examination of academic credentials and professional experience
that includes strong background in teaching, research and engagement, scheduling for testing, and
teaching demonstration. Background check is done by the Human Resource Development
Services (HRDS) Office, in coordination with the Dean or Department Chair.

……

4. CONTRACTUAL RELATIONS

Appointments fall within one of the following categories:

4.1 Full-time Appointment

Probationary

4.2 Part-time Appointment

Part-time appointment is granted to a faculty member from semester to semester,

depending on the availability of teaching assignments and overall performance in
particular not less than an average score of 3 for the Course Experience Survey (CES).
semester is equivalent to 5 months and the contract is limited to the period specified
therein without obligation on the part of Administration to render notice of non-renewal
of contract.

4.4 Letter of Assignment and Document of Agreement

Letters of Assignment and Documents of Agreement are bilateral and cannot be

rescinded within the period covered except by mutual agreement of both parties or for
just or valid cause and after due process.

1
 Permanent faculty will be issued Letters of Assignment every term. Part-time
and full-time probationary faculty will be given formal documents every term.

4.6 Change of Status from Part-time to Full-time

 PT faculty who wish to become FT must submit a letter of application to the
Dean through the DC;
 the Department Chair has to prepare a 3-year faculty loading for the said
applicant; and
 the application will be processed in the same manner as new FT faculty
applicants.
4.7 Retirement Age

The retirement age of all members of the faculty is sixty (60) years old, and
takes effect at the end of the current academic year. However, they continue working up
to the end of the academic year or May 31. Upon reaching the age of retirement, the
employer-employee relationship between the University and the retiring faculty is
automatically terminated. A retiring employee must have been in service for 10 years
and not less than 50 years of age at the time of retirement to be exempted from tax.

A faculty may, with the consent of the University, retire at an early retirement
date which is the date the member has completed at least 10 years of continuous service
and not less than 50 years of age.

5. DUTIES AND RESPONSIBILITIES OF FACULTY MEMBERS

…….....

At the beginning of each academic year, each faculty member is provided a

copy of the following: official academic calendar, and class schedules. Throughout the year,
information is disseminated through the College Bulletin issued twice a week through email,
Administrative Memoranda from the offices of the President and Chancellor and the Vice
Chancellors and other forms of communication.

Through all these, the Administration expects all faculty to fully appreciate their role in
the Lasallian teaching ministry. The duties and responsibilities of faculty members are grouped as
follows:

5.1 Teaching

 effective and efficient teaching in adherence to the tenets and example of

St. John Baptiste de la Salle;
 consistent and prompt attendance in classes;
 professional upgrading on current trends and developments in their field of
specialization;
 valid evaluation of student performance based on established grading systems;
 effective organization of courses as shown by well-constructed syllabi
reflective of new inputs in the field;
 industry immersion within three years (only for programs with CMO
requirement);
 professional conduct.

5.2 Academic Consultation

5.3 Academic Requirements
5.4 Attendance in Meetings and Pedagogical Skills Development Program
5.5 Activities Related to Teaching
2
 5.6 College Service
5.7 Community Service
5.8 Professional Growth
 participation in the Lasallian Formation Program, the Pedagogical Skills
Development Program, DSP and GPSP (spell out later), and other training
programs for personal and professional advancement;
 enrolment in graduate and postgraduate studies to promote professional growth;
 active participation and exercise of leadership in professional organizations.

5.9 Professionalization
5.10 Research

6. TEACHING AND WORK-RELATED ASSIGNMENTS

6.1 Teaching Load

The regular teaching load of a full-time faculty member is 18 units per week.
Unless otherwise specified, any teaching assignment beyond 18 units will be considered
an overload.

Exceptions to the above are the following:

 15 units for English faculty handling purely writing courses (18 units
for a combination of writing and literature courses);
 15 units for faculty handling purely research classes;
 15 units for faculty handling purely capstone courses and feasibility
studies;
 18 units or 9 loads for faculty handling PE courses;
 18 units for Nursing faculty handling purely classroom instruction;
 18 RLE hours for Nursing faculty engaged in both classroom and RLE
assignments;
 24 units for Nursing faculty handling purely RLE assignments.
6.2 Preparations
6.3 Oversized Classes

The faculty will be paid a specific amount/month in excess of the maximum

number of students for the following courses:

Accounting 1 & 2 40
English 1, 2 & 6 40
Mathematics 40
Professional Subjects (except Nursing) 40
Research 40
Feasibility Study 40
Business Plan 40
Capstone 40
Food courses with laboratory 25
Educational Technology 40
Experimental Psychology 30
Science courses with laboratories 40
Others 45

This replaces the existing policy, and will take effect AY 2012 – 2013 for all
undergraduate colleges.

3
 The admission of additional students beyond the maximum number set for a
course, shall be endorsed by the Department Chair and approved by the College Dean.

6.4 Class Substitution

 faculty member who foresees his/her absence should secure approval of

request from his/her DC in writing at least two (2) days prior to the day of
absence;
 a substitute teacher will be assigned only for absences of 2 or more days; and
 the decision to assign a substitute teacher should be left to the DC with the
approval of the Dean concerned; teachers should not make any internal
arrangement with their colleagues.

6.5 Special Classes

6.6 Modular Classes
6.7 Overload Assignment

Faculty

Full-time faculty members may be given additional teaching loads not exceeding
6 units upon the recommendation of the Department Chairperson, in consultation with the
Dean, but only in extreme necessity and inclusive of any teaching assignments in the
other units of the institution.

The assignment of overloads will be based on the following:

 Should not conflict with other basic duties.

 Should be added to the required 40 minimum residence hours on
campus.
 Is not perennially absent (beyond 20% of total semester hours per
course).
 Must meet the following criteria for satisfactory performance:

 Minimum annual performance evaluation score of 85 for both

full-time permanent and full-time probationary faculty

Faculty members with an APE score below the cut-off score of

85% will not to be given overload in the following academic
year and are excluded from availing of faculty development
grants. These privileges are restored only when the faculty
has served two semesters and earned a passing APE score.

 An annual CES score of 3 and above

Faculty members with an annual CES score of below 3 will

not to be given overload in the following academic year. This
privilege is restored only when the faculty has obtained a CES
score of at least 3 in the first semester.

 Punctual submission of grades and syllabi

The number of overloads given will be based on the following

formula:

Score = Total No. of on-time submissions

Total No. of required submissions

4
 For FT Faculty: For PT Faculty:

90-100% - 2 overloads 90-100% - 5 loads

89-75% - 1 overload 89-75% - 3 loads
74% & below - no overload 74% & below - 2 loads

The privilege may be restored the following semester if the

faculty member complies with the submission deadlines.

Officers

Administrators may be given a maximum of 2 overloads upon the

recommendation of the AVCAA and the approval of the VCAA.

6.8 Teaching Load of Administrators

Administrators with academic rank are de-loaded to enable them to perform
their administrative functions; however, they retain a certain number of their teaching
load to maintain their rank and to provide them with the necessary exposure and contact
with the studentry.
Deans of Colleges with
over 1,000 students 3 units
less than 1,000 6 units
Dean for Student Affairs 3 units
Admissions and Scholarships Director 3 units
University Registrar 3 units
CSHELL Head 6 units
Guidance and Evaluation Center Director 3 units
Guidance Counselors 3 units
Internship Program Coordinators 3 units
Job Placement Officer 3 units
Law Center Director 3 units
Psychometrician 3 units
Publication and Engagement Director 3 units
Research Associate 3 units
SRERO Director 9 units
Computer Center Coordinator (to be clarified with VCA/PMC) 3 units
Engineering Laboratories Coordinator 3 units
*Instructional Media Center Coordinator 6 units
Science Laboratories Coordinator 3 units
Department Chairpersons 9 units
Level Chairpersons/Academic Coordinator 9 units
Clinical Coordinator 9 units
NSTP Head Cluster Coordinators Head 9 units
for internship coordinator – to check new CMO and explore/discuss new arrangement

* The mandatory teaching load applies to faculty given term appointments, but not to
staff if hired for the specific position.

6.9 Deloading/Release Time

5
6.10 Compensation for Nonteaching Assignments
6.11 Special Allowances

Nursing, Engineering or Accounting faculty who are given out of town

assignments due to affiliation or supervision of board examinations will be given the
following special allowances applicable for the specific period covered:

 provincial out of town assignment - actual fare

 regional affiliation or
board exam assignment - 25% of basic pay
 Manila assignment for
the board exam - 50% of basic pay

The allowance is intended to cover board and lodging, daily transportation and
related incidental expenses.

To discuss further with the Business Office

 explore same set-up with the Agribusiness allowance provision (of P 3,000 per
month) for CEd’s Experiential Learning Coordinator

6.11 6.12 Summer School Assignments (already existing but rearranged/made into sections
to answer the PAASCU Survey Form question on “summer school assignment and payroll
computation)

6.11.1 General Guidelines

All full-time permanent faculty members are committed to render 6 units of

teaching during summer term, unless they are eligible for a free summer.

Probationary faculty who teach in the summer will be paid according to the
number of teaching loads assigned and according to the prevailing summer rates
for part-time faculty. (transferred from bottom to this part)

6.11.2 Teaching Assignments

 the required teaching load for permanent faculty is 6 units during the
summer term;
 any load beyond 6 units will be considered an overload and will be paid
the prevailing summer rate for permanent faculty;
 3-unit subjects are scheduled 2 hours/day Monday to Friday;
 Deans and DC’s have no teaching assignments, only administrative work.

6.11.3 Nonteaching Assignments with an equivalent of 2 hours of duty for every 1

hour of teaching assignment (deliberated by the Academic Personnel Board on or
before the end of February each academic year):

 administrative work;
 research and publication;
 preparation or revision of handbooks and manuals for official
publications;
 participation in seminars and workshops which take the duration of the
whole summer period;
 supervision of out-of-town affiliation programs, conduct of review
classes, and chaperoning students during board examinations;
 admission work; and
 alternative assignment
6
  preparation or revision of handbooks and manuals for official
publication
 syllabus-making

6.11.4 Payroll Computation and Period of Payment for Summer Work (paid April 15
& 30/May 15 & 31) – based from what is being practiced/followed/guidelines

Payroll for FT Permanent Faculty Due to Teach

 Basic Monthly Pay per rank
 Overload Pay: overload rate per rank x no. of loads x 5 months divided
by 3 paydays

Payroll for FT Permanent Faculty on Free Summer

 Basic Monthly Pay per rank

For FT Probationary and Parttime Faculty w/ Teaching Loads

 Gross Pay Computation: Part-time rate per
rank x no. of loads x 5 months divided by 4
paydays

Inquiry: if Admin could consider the pay of FT Probe faculty based on the basic pay
during summer

non-teaching summer assignment; why different ways of implementation or interpretation

(e.g. presence in the campus); CAS to implement it uniformly – must be required to be in
the campus and rational assignment of unit-equivalent load (3 or 6 units?); should be
presented to the academic personnel board for approval.

Recommendation: the practice of random checking of attendance of faculty given non-

teaching assignments.

6.13 Term Exams

Proctoring

Payment for Substitute Proctors

In case of emergency absences during term exams, the Dean/DC will look for a
substitute proctor who will be paid for his/her two-hour service.

The faculty may exchange schedules in case of conflict or urgent personal

appointment as long as the request using the form (to create the proctoring substitution
form) is done through the DC and approved by the Dean. No internal arrangement
between faculty may be allowed to ensure that information regarding this matter is
known to person-in-charge so as to know who to contact in case the substitute proctor
fails to show up.

Note: For the Registrar in charge of making the proctoring schedule to:
 Do not assign late schedules for those assigned early schedules as well (e.g.
730am); the gaps should be max of 2 periods only.
 Also do not assign early schedules to PT with Office or Work outside (should be
530pm up). Education – conflict of schedules for those subjects with more than
1 major is enrolled. DCs to give the registrar’s list of names of PT faculty who
cannot be assigned proctoring schedules earlier than 530pm.
 No more than 2 major/professional subjects scheduled in a day or if possible are
spread out in 3 days
7
6.14 Grades

Faculty members are required to submit grades on time.

Online submission of grades must be accomplished in full and should include

the number of absences incurred by students for each term, as well as the exact dates
when students withdraw from, or dropped the subject.

Grade sheets with incomplete data entries will not be accepted by the Registrar
except for research-related courses and internship.

Grade Sheets

The Deans and the Registrar’s Office will no longer accept grade sheets with
handwritten additional names of students to discourage faculty from accepting students
who have not gone through official enrolment procedures. The faculty has to officially
process the inclusion of these names at the Registrar’s Office and request for a new set of
grade sheets from the Computer Center.

The faculty will have to indicate the number of absences of students every term
and the date when they are dropped from the class.

Change of Grades

Note: To improve the system wherein the faculty cannot change the grades already
submitted in the previous term (e.g. prelim grades if the due for submission is for the
midterm grades) or permanently lock the previous terms grade submitted.

The faculty are expected to carefully review the computation of grades before
these are submitted to the Dean and the Registrar. Should a change of grades be
necessary, the faculty must secure the approval of the AVCAA through the Dean for the
first two requests. A third request for a change of grade will be referred to the Council of
Deans, which shall conduct a hearing to assess the validity of the request.

Guidelines for Change of Grade

1. the faculty writes a letter addressed to the Department Chair/Level Chair stating
the reason of the request for change of grade;
2. the DC confers with the faculty and evaluates the reasons cited and the
supporting documents presented (class records, attendance record, etc.);
3. the DC/Dean endorses the request to the AVCAA for approval if it is found to be
meritorious;
4. if no evidence is provided, the DC/Level Chair request the AVCAA to convene
the Academic Standards Committee to deliberate on the case and make the final
decision;
5. on the 3rd request for change of grade within a three academic year period, the
faculty will be asked to present his/her case to the Academic Standards
Committee; and
6. the request for change of grade may only be entertained if made within the year.

To check when does the Registrar submits to CHED (including the grades?) or just
enrollees?)

To remind standard computation for quizzes: absent then should have a 60-
equivalent grade for that quiz; revisit standard and sound grading practices and
remind the faculty in an assembly. (e.g. give an alternative for those who missed a
8
 quiz or an exam so they can be assessed or given an equivalent grade); faculty
should stand their ground if the computation of the grade is correct but make their
grading system very clear from the start. Journey with the faculty in implementing
sound grading

Change of grades will only be allowed if due to computational or clerical errors.

Any change of grade due to clerical error by the Registrar’s Office may be done with the
approval of the University Registrar only upon the presentation of evidence which are the
class record and the office copy of the grade sheet. The Registrar’s Office will also no
longer entertain or accept any request from the faculty to change any grade of 74 to a
passing of 75.

6.15 Other Grading Policies

Cut-Off Scores

Category A - Professional/Major Subjects

CAS 60
CBA (non-board) 60
(Accountancy) 70
CoN
(RLE) 70
(Lecture) 60
CEd 60
CET
(Chemical, ECE and EE) 70
(Computer and Materials) 60
(IT and CS) 60

Category B - General Education

CAS 50
CBA 60
CEd 50
CoN 60
CET (Non-technical) 50

The transmutation table, which is based on the above cut-off scores, should allow for the
use of a flexibility range. The faculty may use the transmutation table that uses decimal points
instead of whole numbers.

Attendance Excluded in Grade Computation

Zero Score

Failing Grade

No Grade in the Transcript of Records

7. FACULTY ABSENCES

7.1 General Provisions

7.2 Types of Absences
Absent with Notification (AWN)
Absent with Substitute Teacher (AWST)

9
  A faculty member who foresees his/her absence should secure approval of
request from his/her DC at least one two (2) days prior to the day of
absence;
 …..

Absence with Substitute Activity (AWSA)

Absent without Notification (AWON)

Absent Without Leave (AWOL)

7.3 Classroom Transfer/Class Attendance

7.4 On Official Business (OB)

7.5 Correcting Errors in the Attendance Report

Note: Prompt and accurate attendance report from clerks

7.6 Tardiness and Early Dismissal

8. FACULTY RANKING SYSTEM

8.1 Procedures for Ranking Entering Faculty and Staff

8.2 Procedures for Performance Evaluation

 Faculty performance is assessed on the basis of the following:

 …..
 college service as gauged by active involvement in councils and
committees, including ad hoc committees, and advisorship of
campus organizations rendered pro bono;
 ….

 ----

8.3 Procedures for Merit Rating and Promotion

To be tabled for discussion: review of the faculty promotion and reranking system along
with the review of the free summer benefit (to be further discussed after PAASCU visit –
October 2018) – to start discussion within August after all preparations for PAASCU are
done.

Deans and DCs to discuss first with their faculty the existing Reranking and Promotion
System (pages 98-100 plus forms or appendices cited ) – same provision/old
version to be included in the 2018 Edition; for further discussion within August during
COD meetings after hearing concerns/recommendations/suggestions from the Faculty.

Promotions in Rank

Procedural Guidelines

 The faculty applies for re-ranking/promotion through a letter and

accomplished form addressed to the Academic Personnel Board Chair
through the Department Chair concerned before first working day of April
of each year;

10
  The deadline for DC’s to submit the application letters/forms of their faculty
to the VCAA Office is first working day of April May of each year;

In the future: APB Deliberation – to be scheduled first week or 2 nd week of

June of each year due to the new calendar of the Graduate Programs. To
include in the Faculty Meetings/Orientation. Effectivity of promotion or
increase in rate is still 1 June.

 ….

8.4 Evaluation Program for Classroom Instruction

……
Procedures
 classroom evaluation is based on both announced and unannounced
supervisory visits during the semester;
 evaluation ratings is discussed with the faculty concerned;
 supervisory evaluation is complemented by students’ evaluation, using the
Course Experience Survey) in all courses handled.

PART III – MAY 24, 2018

Faculty reps who may not be available to send or request another rep.

Deans to look into the issue on DCs not holding actual Supervisory Visits but still gives score – integrity
issue or issues wherein Supervisors give more or less similar scores to performing or non-performing
faculty?

For ITS to ensure that when the supervisors finalized or approved the assigned names of the raters they
will just click a box instead of scrolling the long list for each Officer.

Review the levels or ranks of Office Associates, Technicals and other supervisors with the scope of their
works. For the VCAA to also endorse a recommendation for the review; for HRDS to conduct a Job
Evaluation Analysis.

HRDS – can be invited for orientation related to salaries and wages/13th month; first is with CAS

9. PROCEDURES FOR TERMINATION OF EMPLOYMENT OF PERMANENT FACULTY/STAFF

The University observes the right to due process in the non-renewal or termination of
permanent faculty and academic officers. The Academic Personnel Board convenes at the end of
every semester to assess performance of all faculty and academic officers. and staff.

….

Those who fail to meet the minimum performance score (below the APE cut-off score of
85% for 3 consecutive years or 4 non-consecutive years over the span of 7 years) as prescribed by
the Academic Personnel Board shall be given full opportunity to explain in writing why he/she
should not be terminated due to incompetence or other just or valid causes.

The Board shall summon the faculty or staff member concerned for a preliminary hearing
(or decide the case solely on the basis of the evaluation of his performance, the evidence to be
presented in his/her behalf) to give him/her the opportunity to defend himself/herself personally or
with the assistance of his/her counsel.

11
 The Board reserves the right to invite a faculty representative, Dean, Department
Chairperson and HRDS Director and/or member of the administrative staff to appear before it
and/or submit documents to aid the Board in its investigation of the faculty member concerned.

The President and Chancellor sends a letter of termination thirty (30) days prior to
termination date.

HEU General Orientation with HRDS (on required payment of PTR, and other related concerns,
taxes, 13th month others)

10. SALARY POLICIES AND PROCEDURES

10.1 Determination of Salaries

Salaries of faculty and non-teaching academic staff are initially determined at

the time of employment based on the salary scale currently operational at the time of
hiring. The criteria includes academic qualifications, work experience or length of
previous teaching or working service, researches and publications and other factors .

Note: after deciding to hire the applicant then the DC delivers the initial decision along
with the assigned rank and rates based on the documents submitted/presented

Subsequent increases in salaries are based on merit ratings, reranking and

promotion in rank and/or across-the-board salary increases resulting from wage orders
and/or administrative initiatives.

10.2 Manner of Payment

Salaries are paid twice monthly, on the 15th and 30th day through the ATM.

Individual pay slips are issued to the faculty and non-teaching academic
personnel stating salaries due, deductions made for the period, and net take-home pay.

10.3 Deductions from Salaries

…..

Lawful deductions requiring no prior consent of the employee are the following:

 withholding income tax;

 social security contributions;
 Philhealth contributions; and
 CEAP contributions (since this is for the employer);
 PAG-IBIG premiums.

10.4 Deductions for Absences

Absences from class or work not covered by any of the stipulations for sick
leave with pay, vacation leave with pay, maternity, paternity, birthday, bereavement and
emergency leaves, and those mandated by Anti-Violence Against Women and Their
Children Act (R.A. 9262), Magna Carta of Women (R.A. 9710) and Solo Parents’ Welfare
Act (R.A. 8972) are deducted from the faculty’s duly computed hourly rates. and the non-
teaching staff’s daily rate.

10.5 Honoraria for OICs

12
 Officers availing of their regular 15-day annual vacation leave are entitled to
their honoraria during the vacation period; however, they shall cover for other officers on
vacation without extra pay.

Officers who are on official business for more than a month which shall require
an OIC are entitled to 50% of their regular honorarium. However, officers availing of
special/ personal extended leaves (study/travel/health/sabbatical/etc.) shall waive their
honorarium in favor of their duly-designated OICs.

OICs serving for at least a month will be given 50% of the honorarium.

11. FACULTY BENEFITS

11.1 Legal Benefits

11.2 Sick Leave

Fifteen (15) calendar days for every academic year, with pay.

A maximum of five (5) days of unused sick leaves will be converted to cash
equivalent. The cut-off date for conversion to cash of unused sick leaves is April of each
year.

Full-time probationary 1 faculty members who have served the University for at
least one year on a part-time basis are entitled to 15 days sick leave. However, newly-
hired Full-time probationary faculty can avail of the said leave credits only after one year
of service.

For permanent staff converted to full-time probationary 1 faculty, the universal

benefits remain unaffected (e.g. service awards, tuition aid, health insurance, retirement,
sick leave).

Full-time probationary 2 and 3 faculty members have 15 days sick leave per
academic year.

Part-time faculty members can avail of sick leave equivalent to 2 hours per load
after one year of service.

Sick leave credits are used as the need arises. If one is taken ill sick or is
injured, the employee may apply for sick leave. The University requires a medical
certificate for employees who have been ill for three days or more to be submitted upon
filing for sick leave, within the first three working days after return to work.

Computation for sick leave pay is based on the employee’s regular base pay at
the time the leave is taken.
When on sick leave, the employee is supposed to be confined to quarters (if not
hospitalized) and should not be seen in public places.

The following are the steps to be done when one is taken ill at work or at home:

When Taken Ill at Work

 Proceed to the Health Service Center (Clinic) for consultation/check-up.
 If advised to take a sick leave, the Clinic Staff will inform the
immediate Head regarding the condition of the sick staff member.
 Upon return to work, (by means of the online leave system) secure a
medical certificate (if applicable) and Leave Form within three (3) working
13
 days and submit these to the HRDS Office with the approved USLS Sick
Leave Form appended.

When Taken Ill at Home

 Call or ask someone to call your office or send a note to your immediate
Head who shall inform the Clinic Nurse of your illness.
 Upon return to work, (by means of the online leave system) secure a
medical certificate (if applicable) and present this together with the USLS
Sick Leave Form to the immediate Head within three (3) working days,
the immediate Head will submit these to the HRDS Office within 2
working days, with the approved USLS Sick Leave Form appended.

11.3 Vacation Leave

Faculty with administrative function can avail a total of 15 working days of

vacation leave every academic year, with pay, preferably not to be taken during the
regular semesters and during peak schedules.

Faculty members of the University do not avail of the 15-day vacation leaves.
The Christmas and summer breaks serve as the vacation leave for faculty.

Note: Officers teaching with Project FREE files for an official VL

chargeable against their 15-day VL.

11.4 Emergency Leave

A permanent faculty of the University is entitled to emergency leave with pay at

a rate of three (3) work days per academic year. This privilege does not accumulate nor
can be converted to vacation leave or cash.

Emergency leave with pay may be taken for any of the following reasons:
 serious illness, accident or death of a family member of the immediate
family (i.e. parents, spouse, child, brother or sister), parents-in-law or a
special family relation;
 occasions when the employee is required by law to be elsewhere; and
 other reasons which the University may consider to be justifiable.

The faculty must give the supervisor notice before taking the emergency leave
and file for emergency leave with pay within the first three working days after returning
to work.

11.5 Bereavement Leave

Full-time faculty is entitled to a 5-day leave due to death in the family, over and
above the 3-day emergency leave. Instances to be considered are: for married employees
- death of the spouse, parent or child; for single employees - death of a parent or
unmarried brother or sister. Death of relatives other than those mentioned will be
covered by the 3-day emergency leave.

The 5-day bereavement leave will not be counted in the annual performance
evaluation as absence.

HRDS to revise the form – emergency/special leave (remove)

11.6 Birthday Leave

14
 Effective AY 2016-2017, a Birthday Leave Benefit was granted to all permanent
personnel of the University. This benefit is over and above the customary 15-day paid
vacation leave per annum. In case the birthday falls on a non-working weekend or
holiday, the benefit can be availed the next working day.

The Birthday Leave notice is to be filed immediately within three (3) working
days upon one’s return to work and presented for approval by the immediate superior
using our online Leave system.

11.7 Maternity Leave

11.8 Paternity Leave

Paternity leave, amounting to seven (7) workdays, is granted to male employees

at the time of their spouses’ delivery or miscarriage of a baby. Every married male who
is a full-time employee of USLS shall be entitled to a paternity of 7-working days with
a full pay for the first four deliveries by his lawful spouse (included are miscarriages
and types of abortions which are allowed by the hospital as last recourse to save the
life of the mother). The employee must notify the HRDS Office that the legal lawful wife
is pregnant. Upon return to work, furnish the HRDS Office a copy of the marriage
contract and birth certificate.

11.9 Parental Leave for Solo Parents (Solo Parents’ Welfare Act or R.A. 8972)

The parental leave, amounting to seven (7) workdays, is granted to a solo parent
employee to perform parental duties and responsibilities where physical presence is
required. Such leave is granted under the following conditions:

 The solo parent employee has rendered at least one (1) year of service,
whether continuous or broken;
 The solo parent employee has notified the employer that the he/she will
avail of the parental leave, within a reasonable period of time; and
 The solo parent employee has presented to the employer a Solo Parent
Identification Card, which may be obtained from the DSWD Office of the
city or municipality where the employee resides.

11.10 Leave for Victims/Survivors of Violence Against Women and their Children
(Anti-Violence Against Women and Their Children Act or R.A. 9262)

The woman employee who is a victim/survivor as defined in Republic Act 9262

shall be entitled to the paid leave benefit under such terms and conditions provided in the
bill. The leave benefit shall cover the days that the woman employee has to attend to
medical and legal concerns.

The victim/survivor-employee has to present to her employer a certification

from the barangay chairman or barangay councilor or prosecutor or Clerk of Court, as the
case may be, that an action relative to the matter is pending.

The qualified victim/survivor-employee shall be entitled to a leave of up to ten

(10) days with full pay and shall be extended when the need arises, as specified in the
protection order issued by the barangay or the court.

11.11 Special Leave for Women (Magna Carta of Women or R.A. 9710)

15
 The special leave is granted to the qualified employee after she has undergone
surgery which includes hysterectomy, oophorectomy, mastectomy or any gynecological
disorders that would require surgical procedures as certified by a competent physician.

The employee is entitled to special leave benefit of two (2) months with full pay
based on her gross monthly compensation.

11.12 Holidays with Pay (being practiced already, provision was just copied from the Personnel
Manual)

The University observes certain days of the year as holidays with pay. There are of
two types: regular holidays and special days.

Regular holidays include nationwide legal holidays, as well as regular University

holidays. Special days are those which may be officially declared by the government,
and special University holidays may be declared by the President of the University.

All employees are excused from work on these holidays, but will receive their
regular basic pay for holidays with pay. However, a daily paid employee, to be entitled to
holiday pay, must have worked or must be considered on leave of absence with pay on
the day preceding that holiday. If he has worked or has not been considered on leave of
absence with pay on the day preceding, he will not be paid unless he worked during the
said holiday, whereas monthly paid employees are considered paid for all days of the
month including the holidays whether he worked or not.

Authorized work on a holiday is paid according to the compensation schedule.

11.13 Health Insurance Plan (TO CHECK WITH HRDS Director on the proposed review)
if can also consider length of service? CAS - revisit for possible revision – 2005-2006
onwards shall also enjoy 100% - for further discussion and to seek approval from the
OC for 2019 or future Edition

Example1: Based on years of service upon permanency

with 1 year to 4 years of service after permanency 25%

with 5 years to 9 years of service 50%
with 10 years to 15 years of service 75%
with 16 years and up 100%

Example2: Based on years of continuous subscription

1st year of subscription 25%

2nd year of subscription 50%
For those with at least 3 years of continuous subscription
and with 10 to 15 years of service 75%
For those with at least 5 years of continuous subscription
and with 16 years and up of service 100%

The University provides medical benefits through its chosen health insurance
provider. This plan has both hospital in-patient and out-patient benefits. This is a
contributory plan, which is open to all full-time permanent faculty and staff. The
University subsidizes the monthly premiums on a graduated basis as follows (for
continuous membership:

16
 First Year 25%
Second Year 50%

11.12 Housing Loan

11.13 Death Aid

The aid covers not only the faculty or employees but also their immediate
families. For single faculty, family means parents and unmarried brothers and sisters; for
married faculty, it means parents, spouse and children whether married or unmarried.

The employee is required to provide HRDS with the authenticated death

certificate of the immediate family.

Effective Second Semester of AY 2009 – 2010, the designated beneficiary

should receive the death aid as follows:

(request HRDS to review for a possible increase in the amount of aid for future
implementation)
For Permanent Employees
Death of Employee: P 5,000 plus P 2,000 for every year of service or a maximum
of P 30,000
Death of an Immediate P 5,000 plus P 1,000 for every year of service or a maximum
Family: of P 20,000

For Part-time Employees

Death of Employee: P 5,000 plus P 1,000 for every year of service or a maximum
of P 15,000
Death of an Immediate P 5,000 plus P 500 for every year of service or a maximum
Family: of P 7,500

11.14 Death Benefits

Employees are entitled to death benefits in accordance with CEAP and SSS
provisions. Death benefits should be received by the designated beneficiary.

11.15 Social Security Benefits

11.16 Home Development Mutual Fund (Pag-IBIG)

(FOR HRDS if can again assign a staff to attend to our Pag-ibig and SSS loans)?

11.17 Tuition Aid

For Married Faculty and Staff with Children

Under this program, permanent full-time employees may avail of educational

benefits for each of their children who are eligible for admission to the Integrated School,
Liceo and College (provided the total number of beneficiaries does not exceed four), and
for one child at St. Joseph – La Salle for day classes, and two for night classes.

17
 Miscellaneous fees are discounted at a rate in keeping with the following
schedule: (for HRDS to review for possible increase of % for future implementation)

10 years of service 25% (30%)

20 years of service, and above 50% (60%)

……..

For faculty hired effective AY 1999-2000, the tuition aid benefit is limited to a
maximum of three (3) children only.

First child 100%

Second child 75%
Third child 50%

(Is it possible to renegotiate the inclusion of a 4 th child (25%) due to

the increase of our student population (legally 4th child are included)

For Single and Married Faculty Without Children

Criteria for Availment

1. Only one dependent is allowed, who may be a brother, sister,

nephew or niece (must be a direct son or daughter of sibling).
2. This can be availed of by full-time permanent personnel who have
served USLS for at least 10 full years, with 100% tuition fee
waiver.
3. Miscellaneous Fee discount will apply, as stated below (appeal
same as above):
After 10 years - 25% discount
After 20 years - 50% discount
4. If a single employee marries, or if a previously-childless employee
bears children, he/she is allowed to avail of only two (2) more
dependents for the tuition aid at 75% and 50% discount.
5. St. Joseph High School tuition fee covers only one child. If the
faculty opts to enroll the child in night high school, then two (2)
children may enjoy the benefit.
Cut-off Date for Availment

Single and married faculty and staff without children hired on AY 2005 – 2006 and
thereafter will no longer be entitled to this privilege.
(IF POSSIBLE TO REMOVE THE CUT-OFF DATE for single employees since limited only to one
and may be the Admin can just include criteria for number of years.)

For Part-time Faculty (All Undergraduate Colleges)

For Part-time Faculty (College of Medicine)

Discount for First-Time Availment (Post-Tertiary)

If can also include all faculty who have not availed of any tuition aid in the grade school,
Liceo or undergrad) and also for our own Fulltime Permanent Faculty and Officers who
have never availed of any faculty development for graduate degree if they could be also
given tuition discounts if they enroll in the Colleges of Law and Medicine); and if still
possible even to those FT permanent faculty who just wanted to enroll in these programs.

18
 This is a special provision for part-time faculty in the Colleges of Law,
Medicine and the Graduate Programs who have not, at any previous time, availed of any
tuition aid. This discount applies to one child who wishes to enroll in the College of
Law, Medicine or the Graduate Programs.

to qualify: parent must teach a minimum of 3 units/semester for at least

10 consecutive semesters
discount: 20% on tuition fees only
limitation: only 1 child for the entire duration of faculty’s employment

Dependents of Retired Employees Hired until AY 2014 - 2015

.....

Term/Renewal Conditions

This privilege is renewable every semester for those with students in the Liceo
and College Level and every school year for those with students in the Integrated School
provided the student has no failing grades.

The following provisions with regard to failures and program shift and clean
slate shall likewise apply:

 Incurred failure(s) in 1 or 2 courses/subjects: The employee/beneficiary

reimburses the cost of tuition and fees in the failed course(s) and pays for
the re-enrolment of the said course(s).
 Incurred failures in 3 or more courses/subjects: Granting of tuition aid is
suspended for one semester (College) or year (Integrated School) and the
employee/beneficiary pays for the tuition and fees in all courses/subjects
during the succeeding semester or year.
 Program Shift and Clean Slate: Tuition aid beneficiaries in the college
are entitled to a one-time program shift provided this is done within the first
two years of his/her stay in college. Students on clean slate are disqualified
from tuition aid availment.
(FOR HRDS TO REVISE THE FORM – INCLUDE LICEO RENEWABLE PER SEM)

Employees with children studying outside La Salle may request assistance for
the education of their children, in the form of a loan, through the Business Office of the
University.

11.18 Miscellaneous Fees Discount

This additional privilege is extended to full-time faculty members, depending on

the date of entry, up to a maximum of four children. It provides a 25% discount on
miscellaneous and other fees of children of faculty who have completed 10 years of
service, and 50% for faculty who have completed 20 years of service.

The coverage excludes laboratory, computer, clinical instruction, and affiliation

fees.

11.19 Free Summer Privilege

Permanent full-time faculty members enjoy the privilege of going on a free

summer after having served for two consecutive summers after their permanency, based
on the following years of service:

Years 1 to 14 after permanency is granted: Faculty member serves for two

19
 consecutive summer terms and enjoys a free third summer term
Years 15 to 24 after permanency: Faculty member has a free summer term
every other summer
Years 25 and beyond after permanency: All summers are free.

Special Conditions:

Summer service by faculty may be interrupted by these special conditions:

 faculty members on special leave without pay; and

 secondment to an affiliate or supervised school

In these cases, the sequence of summers of service shall be reckoned from the
latest summer served. In cases where the Administration considers the faculty on official
business, a subsidized study leave, exchange program abroad, or if the faculty is availing
of the Magna Carta of Women benefits, then the summer term when the faculty is away
shall be considered as continuous service and the usual provisions for summer term
privileges shall apply.

Deans, Directors, Department Chairs and other academic officers who are
deloaded as a consequence of administrative assignments are not entitled to the free
summer privilege, but to an annual vacation leave of 15 working days. every summer.

11.20 Retirement Plan

The University has adopted the Catholic Education Association of the

Philippines (CEAP) Retirement Plan and the Private Education Retirement Annuity
Association (PERAA) Retirement Plan, which are designed to provide the employee with
retirement or other benefits under certain specified conditions.

For membership in the Plans, all permanent employees who have completed
three (3) continuous years of service and who have not yet reached the age of 60, are
automatically members of the Plans. Upon becoming eligible for membership, the
employee is asked to fill out pertinent forms, which supply the necessary initial personal
data for the administration of the Plans for the individual. The University shall supply
subsequent data.

The University contributes monthly to the CEAP fund, in behalf of the

employee, for current service, an amount equivalent to four percent (4%) of the
employee’s monthly basic pay. An employee is not required to make contributions.
However, the employee is given the option to voluntarily contribute an additional amount
equal to 1, 2, 3 but not more than 4 percent of current basic pay, upon the approval of the
University Administration for determination of net pay.

…….

11.21 Resignation/Separation Benefits

-----------

Effective AY 2003 - 2004, those who opt for early retirement will not be
rehired on a full-time basis by the University.

Resignation/Separation Benefits

20
 Separation benefits are given in case of resignation after at least ten (10) years of
service, with the amount of benefits ranging from 50% to less than 100% of the members
equity in the Plan. Benefits are payable either directly in lump sum and/or in the form of
paid up annuity, payable to the employee or to legitimate beneficiaries.

……..

Availment of Retirement Benefits

A member must file, at least thirty (30) days before retirement, for the CEAP
and the PERAA benefits, using the official forms, duly endorsed by the University.

12. FACULTY DEVELOPMENT PROGRAM

The Faculty Development Program is designed to upgrade the academic and professional
qualifications of the faculty, especially in certain priority areas or disciplines where there is an
urgent need for highly qualified faculty.

12.1 TYPES OF PROGRAMS

Enrichment Programs

This covers seminars, workshops, conferences and other training programs

organized by the College or by outside agencies. It also includes enrolment in subjects
for units only, but not for a complete degree, for faculty who have no Education
background or teaching experience.

For seminars sponsored by other organizations, funding may cover registration

and transportation. An allowance for board and lodging may also be given if funds are
available.

……………..

The grantees must finish the course within the prescribed period: 5 years for
Doctorate degree/3 years for Master’s degree, and in case of failure to complete within
this period, they must complete the degree without further financial assistance within the
maximum residency requirement of the Graduate Programs. Otherwise, they shall refund
the total cost of the subsidy within 3 years without need for prior demand from the
University.

Upon completion of the degree, he/she is expected to render services of not less
than two years of service to the University for every year of funded study inclusive of
ongoing active years of service. The grantee may waive the necessary return-service
upon payment of the cost of scholarship.

In the event that the grantee cannot comply with the required service (due to
resignation or early retirement), he/she shall pay the University the equivalent costs of
scholarship plus interest thereof based on the following formula:

 total amount of the faculty development grant availed of divided by the

maximum number of years allowed to complete the degree completion
(three years for Master’s and five years for Doctorate); and
 multiply the result by the remaining number of years of return service (not
served).

Study Leave

12.2 APPLICATION PROCEDURES

21
 Enrichment Programs

Degree Programs

Can we also consider tuition discount for 2nd post graduate degree availment due to
alignment purposes?

12.3 POLICY GUIDELINES

13. UNIVERSITY RESEARCH PROGRAM

The Center for Research and Engagement (CRE) administers and supervises all
institutional research requests and internally-funded researches under the Faculty and
Administration Research Program, as well as the conduct of university-based externally-funded
research projects.

Institutional Research

This refers to projects that are recommended or requested by the University

Administration and endorsed by the University Research Board.

Faculty and Administration Research Program

Under this program, full-time permanent faculty members may obtain funds for direct
research experience and at the same time be compensated in terms of deloading or an honorarium
equivalent to the amount of research units allotted for a specific project.

Faculty applicants may submit research proposals for the evaluation of the URB not later
than the specified deadline.

Institutionally-Based Externally-Funded Research

This refers to research projects which an individual or group of faculty members may submit to
external funding agencies, as well as external research requests directly received by the university and
conducted by a specially-constituted research team.

The URB reviews all research proposals and the contract of services. The sole contracting
party in behalf of the University is the President and Chancellor, with the Project Director as co-
signatory. Funds are coursed through the Business Office, following financial regulations of the
University. A 15% administrative overhead is allotted to the university for all research contracts.

The CRE monitors the progress of all research projects to ensure quality and timely
completion.

13.1 The Faculty Research Program

Eligibility

 individual full-time permanent faculty

 teams of permanent faculty headed by a qualified and competent Principal Proponent

Types of Research Proposals

 basic/applied research
 feasibility studies

22
  evaluation studies
 phenomenological studies

Application Procedures

 applicant submits research proposals on standard format to the department

chair and the College Dean for comment and endorsement
 the College Dean endorses the proposals to the CRE
 the AVCRE convenes the College Research Councils to evaluate and
endorse proposals to the URB
 the AVCRE convenes the URB for final review and approval of proposals

Research Unit Equivalence

 the grantee may be compensated in terms of deloading or a research

overload honorarium equivalent to the number of units allocated for the
project
 as a general rule, maximum deloading for a project is 3 units per semester,
or a total of 6 units for the entire project regardless of the number of
proponents and duration
 the research unit equivalence of a project will be determined by a Technical
Committee and it is based on the following criteria: nature of the research
project, sources of data, extent of work and location of the study
 for deans and department chairs, research load shall take the place of
teaching overloads
 for deans, department chairs and other administrators with faculty rank,
research load shall take the place of teaching overloads
 the distribution of research units among a team will depend on the number
of hours and the workload that each faculty will devote and take on,
respectively
 the criteria for determining research unit credits are: scope of the study,
scholarly work, type of study, and location of the study
 an original research project is awarded more research units than basic or
applied research, and the latter is given more units than materials
development projects

Other Incentives

 additional monetary incentives if the research paper is presented in

conference or published in refereed journal.
 supplementary incentives for paper or poster presentation in research
conferences and for journal/book publication and for other research
activities through the awarding of points credited to the annual performance
evaluation
 a travel subsidy may also be availed of by the proponent for paper
presentation in a conference

Deadline
 none for the Faculty and Administrators Research Program
 August 15 for the Faculty Research Program
 none for externally-funded research proposals
 for faculty research deloading, last week of April for the first semester and
last week of September for the second semester

13.2 Evaluation of Research Proposals

23
Criteria for Evaluation of Research Proposals

 Technical and ethical soundness of the research project

 capability of the applicant to undertake and complete the research project
 for the Faculty and Administrator Research Program, the nature of the
research should fall within institutional priorities and should be beneficial to
a significant sector of the academic community
 priority is given to basic/applied research projects
 project proposals which are by nature part of the departmental or
administrative function may be pursued on the following conditions:
a) the project requires extensive data-gathering;
b) the research requires primary or secondary data;
c) the data is available within campus or in the field;
d) the project is an evaluation of a course or program.
 project proposals for sabbatical research should be submitted one semester
prior to the effectivity of the sabbatical leave
 if a proponent has an ongoing project that is not delayed, a new proposal may be
conditionally approved pending the timely completion of the earlier project
 a grantee may be involved in only one research project at a time; however
exceptional cases may be allowed by the URB if the faculty has a proven
track record in research, in which case he may be involved in two
simultaneous projects

Projects without Research Equivalence

 if the project is only a compilation of instructional materials

 if the project is only a revision of existing materials
 if the project is a sabbatical research
 if the project is part of a professorial chair
 if the proponent is a writer-in-residence or a writing fellow for which a
grant is provided

Approval Procedures
 grantees are informed of approval in writing
 for Faculty Research and Administrators Program grantees, a contract is
signed by the grantee, VCAA and AVCRE and the URC Director
 for university-based externally-funded projects, the MOA or contract of
services is signed by the University President and Chancellor and the
grantor or client

Payment of Project with Direct Costs and/or Research Overloads

 direct costs and research overloads will be paid thus:

30% upon approval and signing of contract

30% upon 2/3 project completion
30% upon submission of draft report
10% upon submission of revised final report and other requirements

Payment of Externally-Funded Projects

 grants and payments shall be payable to the University of St. La Salle

 costs of deloading shall be credited to the CRE or CCO research budget
whereas the 15% university share will be credited to the University
Research Center Depository university admin share account
24
  in cases where there is no deloading, payment of research overload/
honoraria will be paid to the proponent in accordance with the approved
budget schedule

Expected Output

 2 copies of revised final report with an abstract of not more than 300 words
 a softcopy of the report in CD
 books, photocopied materials, and any other equipment/devices bought in
relation to the project
 a financial report with supporting receipts for any and all expenses incurred
and covered by the grant
 any and all requirements as may be stipulated in the MOA or contract of
services

13.3 Use of Facilities and Services

Computer Facilities and Equipment

 faculty may avail of designated computers free of charge on a log-in basis at the
CRE
 materials and supplies are to be defrayed by the proponent

13.4 Delayed Projects

Automatic Review

 any project that is delayed beyond the approved timetable will

automatically be reviewed by the URC

Requests for Extension

 a request for extension may be formally applied for in writing prior to the
original completion date, and may be approved provided that there is no
additional request for project funds or credits in terms of additional or
extended deloading, or more research unit equivalent, as the case may be
 as a general rule, an extension of 6 months may be given ranging from one
to three months, depending on the evaluation of the CRE

Terminated Projects

 long overdue projects may be terminated by the CRE and turned over for
completion to other interested faculty members, who will be given
appropriate research unit equivalence depending on the extent of work to be
completed
 the defaulting faculty is required to pay back the following:
a) cost of research deloading or overloading through acceptance of
teaching overloads equal to the number of units granted to the
project
b) direct expenses covered by the grant and actually received by the
faculty through cash reimbursement or salary deduction payable
within one year
 the defaulting faculty is required to return any material and/or equipment
loaned out to him which are not factored into the grant as direct expenses

13.5 Evaluation/Editing/Publication on Research Reports

25
 Preliminary Complete Report

 preliminary complete reports shall be evaluated by the CRE, which may be

assisted by persons knowledgeable in the subject matter
 recommended revisions should be incorporated in the final report before
the project is considered completed
 reports to be published by the university shall be edited in consultation with
the proponent

Externally Published Reports

 university-funded research reports may be published by external agencies

on condition that:
a) prior approval is secured from the CRE
b) proper acknowledgment of the grant is made in the publication
 incentives from one-time publication of reports in books or journals shall be
given
 any royalty from book publication and, in the case of materials development
projects which may published as texts or references, will be subject to the
sharing system specified in the Textbook Writing Program
 university-based externally-funded research reports may not be published,
either by the university or any external agency, without the express and
written consent of the funding agency or client

13.6 Procedures for Submission of Research for College Journal Publication

 the Dean CRE through the Publication Office announces the invitation to
submit for publication and sets the deadline for submission;
 the college editorial board conducts preliminary screening procedures are
conducted
 accepted articles are subjected for peer review and for subsequent editing
and printing

13.7 Procedures for Submission of Research for CRE Journal Publication

 the CRE announces the invitation and submission procedures for

publication, and sets the deadline for submission;
 the CRE Editorial Board conducts the preliminary screening
 accepted articles are subjected for peer double-blind review and for
subsequent editing and printing

14. TEXTBOOK WRITING PROGRAM

14.1 Program Objectives

The program is designed to meet the following objectives:

 to develop the research capability of faculty members through the

preparation of relevant textbooks;
 to develop faculty specialization in priority fields;
 to provide students with reasonably priced and readily available textbooks
to facilitate classroom learning;
 to develop textbook materials which are best suited to the implementation
of the College University Vision-Mission Statement in terms of quality
education, social responsibility and national identity.

26
14.2 Coverage

The program will cover development of textbooks for general education and
professional courses.

14.3 Eligibility

Any permanent full-time faculty member may submit a textbook writing

proposal outlining the following:

1. objectives of the textbook

2. description of content (chapter outlines)
3. major references
4. writing timetable
5. suggested team of critics

14.4 Limitation

The program is limited to textbooks specifically designed for classroom use

drafted for one semestral frame, and not references or supplemental reading materials.

14.5 Mechanics

The following procedures shall apply:

1. Upon receipt of a proposal the Dean of the College shall convene the
College Council and invite the Chairperson, the faculty specializing in the
subject and other qualified persons who shall look into the quality,
coverage, organization, relevance and other significant aspects of the
proposal.

2. The proponent shall sit at the deliberations of the College Council whose
recommendations may include, but shall not be limited to, approval of the
proposal, or rejection of the proposal.

3. The proponent shall undertake the project at his/her own time and shall
submit the complete draft for criticism and/or editing. The College Council
shall have the option to recommend rejection of the draft should it not meet
the objectives earlier set, or follow the recommendations previously
suggested, or meet reasonable literary style and standards in terms of
readability, organization and clarity. Rejection may be made on other valid
grounds such as non-acknowledgment of sources.

4. The endorsed application shall be forwarded to the Council of Deans which

shall act as the Review Board for final approval.

5. Upon approval, the following procedures and guidelines shall be followed:

 proponent shall secure the copyright to his/her work and grant USLS
exclusive publication rights;

 USLS shall arrange for the publication of the book after it has been
accepted for publication by the Review Board. USLS shall have the
right to use the textbook. In case of separation, the College reserves the
right to use the textbook until publication costs are recovered;

27
  USLS shall arrange for the exclusive sale of the book through the
Bookstore and other agencies;

 mark-up shall be determined at a range of 10 to 20% of the unit cost to

be equally shared by the writer and the University using the scheme
stipulated in the USLS Intellectual Property Code;

 the sharing system cited above shall govern all sales and rentals derived
from the distribution and or adoption of the text in other schools;

 revised editions may be published after the first or current edition has
been sold out, or if rented, if the publication cost has been fully
recovered.

Effective academic year 1994-1995: (C/O IPR CODE c/o CRE)

 books published under university time and/or with university

assistance (deloading, special leave with pay, professorial chair
grant, officially-secured research or project grants, special
commission) shall carry royalty sharing of 60% for the
author/authors and 40% for the Textbook Writing
Program/Publication Program;

 books written on personal time and effort, but published

through the university, and/or using the university name, network
or sponsorship shall carry a royalty share ranging from 10-25% for
the Textbook Writing Program/Publication Program, with specific
terms to be negotiated on a case to case basis.

6. Effective Academic Year 2018-2019, all concerns pertaining to the

identification of the ownership of intellectual properties to include
textbooks created or developed by the faculty and staff of the University
and the sharing of royalty shall be based on the USLS Policy on Intellectual
Property Rights which was approved by the URB last February 18, 2018 for
implementation.

7. USLS reserves the right to amend program guidelines as the need arises.

14.6 Disqualification

The Council of Deans may act as the Review Board and may disqualify any
project at any stage on any of the following grounds:

1. when the textbook no longer meets the instructional or academic needs of

the University;
2. when the proponent is separated from USLS;
3. when the writer refuses to update, upgrade or revise the textbook as
recommended by the Review Board;
4. consequent discovery and proof of plagiarism in part or in whole.

15. APB GUIDELINES AND PROCEDURES

15.1 Faculty Development Grants for Degree Programs

Timetable

28
  deadline for applications 1st Friday of February
 APB deliberations 3rd Friday of April
 President’s approval End of May

New Applicants/Renewal of Grants

 approval is generally based on:

 need of the college for specialization stated

 employment status of applicant
 performance (APE score of at least 85 for the last 3 academic years)
 commitment and potential contributions to USLS
 recommendation of DC and Dean

 special cases shall be reviewed by the APB

Thesis/Dissertation Assistance

 first tranche (50% of the grant) is released upon the submission of the
certification for research proposal defense
 second tranche (40% of the grant) is released when the grantee is scheduled for
FINAL DEFENSE
 final tranche (10% of the grant) is released upon submission of the FINAL
PAPER (signed hardbound copy) and soft copies)

15.2 Annual Performance Evaluation (APE)

All Course Experience Surveys (CES) and Supervisory Visits (SV) are conducted
at least once a semester and prompt feedbacking for faculty self-evaluation and
improvement of teaching based on the CES and SV results are ensured. Additional SVs
may be conducted for faculty who needs close monitoring. The results for the APE are
prepared by the Department Chairs and initially discussed with the faculty concerned. The
Dean reviews the results and these are forwarded to the Academic Personnel Board for the
deliberation.

Deliberation for full-time probationary faculty is held every February while for
part-time and permanent full-time faculty, the deliberation is held in April.

For College Unit administrators/officers, online evaluation is conducted in

February. The results are reviewed by their respective supervisors in March and presented
for APB deliberation before the end of the academic year.

The Academic Personnel Board for the College Unit does the final review and
approval for all performance evaluation results.

15.2.1 Performance Evaluation Criteria:

 Teaching Competency
 Attendance and Punctuality: a maximum of 5 days of sick leaves and those
mandated by Anti-Violence Against Women and Their Children Act (R.A.
9262), Magna Carta of Women (R.A. 9710) and Solo Parents’ Welfare Act
(R.A. 8972) leaves will not be counted against the full attendance points of
faculty in the APE.

29
  Professional Growth which includes seminars attended/given, attendance in
recollection/retreat and Membership and Leadership in Professional / Civic
Organizations
 College Service
 Community Involvement:
 due to the difficulty of monitoring external outreach activities
being cited by some faculty, at least 2 out of the 3 points should be
earned through ICEP activities effective AY 2008-2009. Activities
which are not sponsored by the ICEP should be supported with
documents/certifications.
 Community Extension under Item 5.2 refers to active and
continuing involvement in extension projects which merit full
points (token, sporadic or one-shot responses to club or community
activities merit a fraction of a point)

 Publications, Researches or Paper and Poster Presentations: giving of

points follows the established table of equivalent points care of the Center
for Research and Engagement.

15.2.2 Rewards and Incentives

Effective AY 2014 – 2015, the cut-off score will be based on criterion

reference with the final APE scores not rounded off, and merit increase given as
two horizontal steps in the existing salary scale.

15.2.3 Ranking / Promotion

Re-ranking Due to Graduate Credits (Instructor Level)

 faculty must submit letter of request for re-ranking addressed to the

Academic Personnel Board (APB) Chair through the Department Chair
concerned
 the deadline for DC’s to submit the application forms of their faculty is first
working day of April May of each year
 credits earned for summer studies will be included in the following
academic year
 credits earned must be certified by the Graduate Program Dean
 reranking requests will be processed only if a minimum performance rating
of 85 is achieved
 in determining salary increases, the present rate is located in the next higher
rank and moved 2 steps

Re-ranking Due to Completion of Graduate Degrees

 application for re-ranking will be processed at any time of the year but only
if all documents required are submitted:
 official transcript of records marked graduated
 S.O (if applicable)
 final copy of thesis/dissertation (signed hardbound copy) and
softcopy)
 in determining salary increases, the present rate is located in the next higher
rank

30
  to recognize merit movements earned in previous years, one horizontal step
is credited for every 5 steps
 the salary increase will take effect on the month following the approval of
the President and Chancellor

Subsequent Promotion in Rank (Professorial Level)

 faculty must submit letter of application and accomplished form addressed

to the APB Chair through their Department Chair before first working day
of May of each year
 the deadline for DC’s to submit the application forms of their faculty is first
working day of May of each year
 the applicant must have a minimum annual performance rating of 90 for the
last 3 years, or since the last promotion
 researches, publications and awards (Item B and C stated in FPF 06)
exclude those already credited in any previous reranking and must be
submitted on or before the first working day of April for documentation and
evaluation
 Item C in FPF 06 excludes tokens (in the form of certificates, plaques or the
like) of appreciation and/or recognition for services rendered to various
organizations (as guest speakers, resource persons, facilitators, moderators,
panelists, reactors, trainors, program coordinators, conference hosts, etc.),
as well as the Service Awards given by the university length of service and
other awards given by academic clubs and student groups
 example of honors and awards meant are: PERAA, NOPSSCEA, THOMAS
and Metrobank Outstanding Teacher Awards, CCP and Palanca Awards,
TOYM and TOWNS Awards, Aurora Aragon Peace Awards, international
scholarships, fellowships and grants and the like
Note: any information (e.g. seminars, ICEP, research works) declared in the FIS for APE purposes
are considered final and cannot be used for promotion neither can be retrieved for future APE use.

16. SPECIAL PRIVILEGES AND AWARDS

16.1 Sabbatical Leave

A Sabbatical Leave is a privilege granted to a faculty member with a rank of

Assistant Professor or higher, and who has completed at least 5 years of continuing
meritorious service to the College. The grantee is entitled to one year leave with full
basic pay during which he/she shall continue to avail of all legal and school benefits.

The grantee should not seek gainful employment for the duration of the leave (to
be reviewed and proposed to be waived during the transition years). An academic
research or related activity is expected at the end of the leave.

Privileges

 The Sabbatical Leave covers a period of one year.

 The grantee shall receive basic pay and all legal and school benefits for the
duration of the sabbatical leave.
 Grantees shall be given funds for the proposed research or related scholarly
work.

Academic Research/Related Activity

Faculty member applying for a sabbatical leave must make formal application
no later than November of the academic year preceding that for which leave is requested.
31
 Upon application, the faculty member should submit for approval, a proposal for an
academic research or related scholarly work (activity) which will be due for completion
at the end of the Sabbatical Leave. The faculty is expected to present the paper in a
public forum to be organized by the Center for Research and Engagement (CRE).

Review Process

Complete applications will be reviewed by the Academic Personnel Board

(APB) who will make the final decision on the granting of the Sabbatical leave. The
APB endorses the proposal to the URC to evaluate the technical merit of the proposed
study. For the evaluation, an Advisory Technical Committee shall be created with the
following members: the VCAA, AVC-Research, the College Dean of the applicant and
two members of the University Research Board (URB). The Committee will follow the
existing procedures and standard tools of URC in evaluating research proposal and take
into account the following criteria:

• Alignment of the study with the Institutional Research Agenda or with any
topic or issue recommended by administrators/academic officers of the
University
• Significance or impact of the study to the applicant’s work and to the
University
• Conceptual and technical merits of the study
• Likelihood of successful and timely completion of the study

After the evaluation, the Committee informs the URB of its decision. URB then
endorses it to the APB.

16.2 Secondment to an Affiliate/Supervised School

In special cases, an administrator or faculty may be officially seconded to an

affiliate or supervised school. In such cases, the institution to which said administrator or
faculty is seconded shall assume full responsibility for the payment of his/her salary and
honoraria and other related labor expenses, including a prorated share of retirement
benefits.

The period of secondment is limited to a maximum of four academic years, at

the end of which the administrator or faculty either returns to the University or resigns.

Should the secondment contract grant higher salary rates, honoraria, and other
cash and non-cash benefits and privileges, then the administrator or faculty may receive
these for the duration of said contract.

However, once reinstated at the University, the prevailing institutional salary

scale and policies on benefits and privileges shall apply.

Effectivity: AY 2003 – 2004

16.3 Special Leave of Absence without Pay and Benefits

----------------------

16.4 Professorial Chairs (updated texts came from VCMD/Advancement Office)

Definition
32
 Professorial Chairs advance the commitment to academic excellence, promote
the research agenda of the University of St. La Salle and encourage the pursuit for
scholarship and knowledge itself in the various faculties or disciplines. Professorial
Chair endowments bestow the necessary support that inspire creative, relevant research
projects and provide opportunities for professional studies at the University of St. La
Salle, sustainably.

Policy Statement

Professorial Chairs support the mission of the University of St. La Salle by

fostering research, publication, and dissemination. Professorial Chairs are academic in
nature and grants are named in honor of persons specified by the principal donor/s of the
funds, i.e. Honorary Chairs or by the President to honor the memory of persons who were
pillars in the history of the institution, i.e. Memorial Chairs.

Funding of Professorial Chairs come from the interest earnings of permanently

restricted funds or endowment funds set aside for strictly educational purposes. Friends
of the University of St. La Salle are invited to add to the principal funds that support the
Professorial Chair of their choice. This document establishes the principles, delegations,
implementing rules and guidelines, governing Professorial Chairs at the University of St.
La Salle.

General Principles

1. Professorial Chairs established must be faithful to the Lasallian charism of faith,

service and communion in mission and inconsideration of the human and
Christian education of the young, especially the poor.

2. The granting of Professorial Chairs must always be consistent with the

University of St. La Salle’s mission, vision, and strategic priorities. The long-
term effects of the Professorial Chairs, rather than individual benefit/s in
isolation, are considered.

3. Due regard must be taken of the need to maintain an appropriate balance

between donor considerations and the University of St. La Salle’s strategic
intent/s and in view of the Lasallian shared mission.

4. Donations and Gifts provide significant benefits to the University in the

establishment of Professorial Chairs, and does not entail any diminution of the
governance, management or academic freedom of the University of St. La Salle
or any University entity. The Vice Chancellor for Mission and Development
(VCMD) through the Center for Advancement (ADV) looks after the funding
requirements of Professorial Chairs.

5. For Professorial Chair proposals that do not currently fit within the University of
St. La Salle's strategic priorities and are not in the current strategic plan, but are
still desirable, Professorial Chairs will be pursued via the approval procedure set
out below.

Delegations

The Office of the President is the sole authority that approves Professorial Chairs.
The President delegates approval authority to Vice Chancellor for Academic Affairs
(VCAA) and with the following override:

33
 1. Establishment of a Professorial Chair/s. The VCAA through the Professorial
Chairs Committee led by Assistant Vice Chancellor for Academic Affairs
(AVCAA), in consultation with the Center for Advancement and as endorsed by
the VCMD, recommends the establishment of a Professorial Chair/s to the
Office of the President.

2. Granting of a Professorial Chair/s. The AVCAA chairs the Professorial Chairs

Committee along with the AVCRE. Professorial Chair proposal are reviewed
and evaluated by the Professorial Chairs Committee and forwarded to the
VCAA, who endorses it to the Office of the President for approval.

3. Appeals. The President will be the final authority in case of appeals for
reconsideration of decisions. The approval of the creation of a Professorial
Chair by the Office the President will take into account the following:

3.1 the size of the contribution relative to the value and cost of the Chair
3.2 the compatibility of the proposed name with the function of the Chair
3.3 community, cultural and ethnic sensitivities and
3.4 any potential reputational risk to the University of St. La Salle from
association with the name of an individual, organization or business whose
reputation may vary over the term of the naming agreement

Implementing Rules and Guidelines

1. Creation. A Professorial Chair may be named after an individual or organization

in the following circumstances, where:

1.1 An individual has excelled in a discipline or research area, preferably

through work at the University or as a member of the larger educational
community, e.g. the Brothers, benefactors, alumni, etc., and is considered
worthy of recognition through the naming of a Professorial Chair.

1.2 A donor offers funding for the establishment of a Professorial Chair. The
Chair may be named in honor of a person or organization who/which has
contributed at a high level to the development of the University of St. La
Salle or the community.

1.2 The Professorial Chairs Committee will be convened prior to the

establishment of a Professorial Chair and will endorse its recommendation/s
to the Office of the President through the VCAA.

2 Approval. The Board of Trustees of the University of St. La Salle accords

the approval for the establishment of Professorial Chairs to the Office of the
President.

2.1 The establishment of Professorial Chairs is proposed by several ways,

e.g. by 1) a Department Chair/s through a formal motion made and
seconded and voted by a Department to the concerned College Dean
and forwarded to the Dean’s Council and the VCAA; 2) the Brothers
Community or the Brother-leader of the Philippine Sector; 3) Vice-
Chancellors; 4) the President and the BOT.

2.2 Proposals are forwarded to the VCAA, who convenes the Professorial
Chairs Committee, headed by the AVCAA as Chair. The Committee

34
 evaluates the Chair proposal and makes a recommendation to the
VCAA.

2.3 The VCAA endorses the proposal to establish a Professorial Chair to

the President who approves it and presents it in his regular report to the
Board of Trustees.

3. Funding and Management. Professorial Chairs funds are managed the

Center for Advancement and the VCMD and the President for the sourcing
of funds. The Center for Advancement identifies and pursues potential
donors to fund the Chair.

3.1 As an accredited non-stock, non-profit higher learning institution by the

Philippine Council for NGO Certification (PCNC), all endowments
offered through to the University of St. La Salle are managed by the
Office of the Vice Chancellor for Finance (VCF) and will be aptly
covered by a Certificate of Donation where appropriate.

3.2 All Professorial Chair holders’ contracts upon the receipt of a Chair,
guidelines that will stipulate allowable expenses, liquidation
procedures, method of disbursements, e.g. monthly, or lump sum, at the
beginning or end of the grant, and other details. The Professorial Chairs
Committee will determine the provision of Chair contracts.

3.3 Each Professorial Chair carries with it particular provisions for an

allowance, to further the cause of the research of the grantee; this is not
associated with salaries or some other honoraria, etc. already being
received by the awardee at the time of the granting of the Chair.

4. Appointment. The Office of the President retains the ultimate authority in

approving criteria and nominations for the appointment of the Professorial
Chair grantee, the period and conditions of the grant and the constraints of
the University funding arrangements, with regard to the donor’s wishes or
the specifications of the particular endowment fund. The President is guided
by the Chair contract, appropriate handbook or documented and published
procedures developed for those purposes.

5. Informed Consent. In some cases, the donor/s or his/her/their designate,

may choose to be involved in suggesting the name and design of the
Professorial Chair and the selection criteria of the grantee. This will be
explicitly reviewed and approved before the establishment of the Chair. In
such cases, the donor/s or his/her/their designate, may nominate one or
more grantees to the VCAA and the Professorial Chairs Committee. The
University of St. La Salle shall not grant a Professorial Chair without the
informed consent of the Named Party or the Named Party’s legal
representative and where this forms part of the condition of the Chair.

6. Criteria. Only full-time, permanent faculty with earned doctorates are

eligible to be considered as a Professorial Chair grantee and he/she:

6.1 is expected to abide by professional, social and moral ethics

6.2 shall maintain his/her regular teaching load and or administrative

assignments and is expected to have and maintain superior teaching
performance

35
 6.3 other details on criteria will be available in the appropriate handbook,
and such provisions will be explicitly mentioned in the conforme to be
signed by the contracting parties

7. Nominations. Professorial Chair nominations must be coursed through the

Department Chairs and respective Deans and recommended to the VCAA.
Nominees need to demonstrate their capacity to fulfill the requirements and
meet the demands of the grant.

8. Conditions. Professorial Chair grantees are required to comply with the

following conditions below. Failure to accomplish these may necessitate the
reimbursement of the Chair by the grant holder. Professorial Chair holders
are expected to:

8.1 Make a public presentation of the study to peers and the general public
in an academic forum

1.2 Publish the results of the study in a reputable journal/s of the particular
discipline

1.3 Other criteria that the framers of the Professorial Chair may specify

9. Granting. The Professorial Chairs Committee must make the appropriate

consultations for any proposal to name, award and grant a Professorial
Chair.

9.1. Departments and Colleges seeking to avail of a Professorial Chair grant

or establish a Professorial Chair must consult with the VCAA for
coordination with the Professorial Chairs Committee before any action
by the VCMD vis-à-vis donors.

9.2 Each Professorial Chair shall be bound by an Agreement and a

conforme must be signed by the faculty concerned to make the
appointment official.

9.3 All Professorial Chair Agreements will include a clause noting that
Professorial Chairs can be withdrawn if the name is, in the University's
opinion, drawn into disrepute.

10. Duration and Renewability. An appointment to a Professorial Chair may

be granted for a period of a one (1) year and may be extended for additional
periods of up to 3 years, provided 1) that the grantee can prove that he/she
has made and will continue to make significant contributions to the field of
study, discipline and faculty; and 2) there remains sufficient funding for the
Chair. Extension of the grant of a Professorial Chair must be recommended
ahead of time to the VCAA, and who endorses it to the President by the
AVCAA, who chairs the Professorial Chairs Committee before the grant
expires and as stipulated in the contract. Any extensions are at the discretion
of the President in consultation with the VCAA and the AVCAA for
Research regarding the research output, and with the VCMD relative to
fund sourcing. Generally, duration and renewability will be determined on a
case-to-case basis.

36
 11. Termination. In the event of this Policy and any specific contract entered
into being breached, the University of St. La Salle may terminate a
Professorial Chair agreement in advance of the scheduled date, under the
following conditions:

11.1 Resignation, Retirement or Removal. If the grantee to a

Professorial Chair resigns, retires, is removed or vacates the position.
The VCAA and the Professorial Chairs Committee will consider
what action is required in relation to the resignation, retirement,
removal or vacancy of the Chair.

11.2 Discontinuation and Termination by the University. The University

reserves the right, at its sole discretion and after determining just
cause, to discontinue a Professorial Chair grant or terminate a
particular Professorial Chair.

16.5 Thomas Award

…………….

17. GRIEVANCE BOARD PROCEDURAL GUIDELINES

17.1 Composition of the Grievance Board

The Grievance Board is chaired by the Chairman of the Personnel Relations

Management Council and is composed of:

 Vice Chancellor concerned

 Secretary: HRDS Director
 President of pertinent association or authorized representative of the same
level as the party who is the subject of complaint
 Employee’s Immediate Supervisor
 Legal Counsel

In instances where the inhibition of a particular member of the Grievances

Board is necessary, the Chairman of the Personnel Management Council shall designate
an appropriate representative who is acceptable to all parties concerned.
17.2 Grievance Board Procedural Guidelines

A Grievance Board is impaneled from time to time by the Personnel Relations

Management Council of the University to consider complicated cases of property
damage/loss and other personnel-related grievance matters, which cannot be otherwise
resolved.

The Grievance Board, after conducting necessary hearings or investigations, will

submit its findings and recommendations to the President and Chancellor who will mete
out appropriate sanctions.

17.2.1 Procedures for Minor Offenses Which May Warrant Reprimand Only

 The aggrieved party, which may include the University itself, submits a
letter of complaint to the Head of Office (Dean, Director, Department Chair,
or Supervisor) who, upon receipt thereof, shall preside at a dialogue for
mediation and conciliation, to be recorded in brief minutes.

37
  If settlement is reached, the Head of Office submits a report to the Vice
Chancellor concerned.
 If the respondent admits guilt, the Head of Office reflects this in the minutes
of meeting and issues a written reprimand within three days from
admission.

 If no settlement is reached, the Head of Office gathers relevant facts and

evidence relative to the complaint.

 If there is sufficient basis, the Head of Office issues the First Notice to the
respondent consisting of particulars of the offense and directing respondent
to submit a written reply within 3 working days from receipt thereof.

 With or without the written reply, the Head of Office shall invite the
respondent to a conference. If the respondent fails to reply after 3 working
days or fails to appear without justifiable grounds, the same shall be
construed as a waiver of the respondent’s right to be heard.

 The Head of Office, after inquiry, renders a written decision, which may be
a dismissal of the complaint in case of insufficient evidence, or issuance of
a written reprimand or Second Notice in case there is sufficient evidence
showing guilt.

17.2.2 Procedures for Offenses Which May Warrant Suspension or Dismissal

 The aggrieved party which may include the University itself submits a letter
of complaint to the Head of Office. If the offense or act complained of is a
major offense, the Head of Office shall immediately endorse the case to the
Grievance Board within three (3) working days from receipt thereof.
 The Chair convenes the Grievance Board for preliminary hearing to
determine the sufficiency of the complaint.
 The Grievance Board conducts a formal investigation to gather facts and
evidence. If there is sufficient basis, the Grievance Board shall issue First
Notice to the respondent, stating the particulars of the complaint and
directing respondent to reply within three (3) working days from receipt
thereof. The notice includes the notice for respondent to attend the
scheduled formal hearing and the information that failure to appear shall be
construed as waiver of respondent's rights to be heard.
 If the investigation indicates no evidence of guilt, the Grievance Board shall
dismiss the case.
 If there is sufficient evidence, the Grievance Board proceeds with the
formal hearing and encourages the respondent to bring his legal counsel or
representative. In case the respondent refuses to attend the hearing, then the
Grievance Board shall proceed accordingly.
 Whether the respondent attends or does not attend the hearing, the
Grievance Board shall, by a majority vote in a quorum, submit to the
President its written findings and recommendations, in accordance with the
provisions stated in the Personnel Manual.
 Upon review, the President may either uphold or modify the
recommendation.
 After the review by the President, the Chair of the Grievance Board shall
issue the appropriate sanction known as the Second Notice, specifying the

38
 appropriate penalty imposed and its affectivity, which shall not be less than
30 days from receipt by the respondent.

17.3 Procedures for Reporting Property Damages/Loses on Campus

 Incidents concerning damage to any school property, or loss of school or personal
effects due to theft occurring within campus premises should immediately be
reported to the Head of Office or Head of Unit (as the case may be), who then
informs the Chief of Internal Security. A written report should immediately follow
the verbal report.
 The Head of Unit concerned, in coordination with the Chief of Internal Security,
conducts a preliminary investigation, the results of which may lead to the filing of
formal charges against an individual or several individuals (as the case may be).
 If the case involves a student, the case shall be forwarded to the Dean of Students
and the Discipline Officer, and shall be investigated by the Discipline Board.
 If the case involves faculty members, staff, or officers, the case shall be directed to
the Personnel (Relations) Management Council, which shall conduct a preliminary
inquiry. If warranted, the PMC forwards its findings to the Grievance Board for the
purpose of conducting a formal investigation, following the principles of due process
as outlined in the Personnel manual.
 If the case involves a campus guest, the Internal Security Officer in coordination
with the Unit Head shall handle the case where such damage or loss occurred.
 The Grievance Board, through the Unit Heads, submits its findings and
recommendations to the President, who shall mete out appropriate sanctions.

VII. INSTITUTIONAL POLICIES

(same provisions; just re arranged to follow the flow of the Personnel Manual)
but some items found in the Faculty Manual were also deleted already

1. BEHAVIORAL EXPECTATIONS

1.1 Anti-Proselytizing Policy

The University is a Catholic institution that welcomes a truly ecumenical spirit

which recognizes and respects the religious beliefs of non-Catholic members of the
community. However, it will not compromise on any action or issue that in any way
detracts from, or contradicts, its mission and identity. In this context, proselytizing,
which is understood as any act done on or off campus during an officially-approved
activity, by non-Catholic members of the University to convert, recruit, or dissuade
Catholics from the dogma or practices of the Catholic faith will be considered a violation
of this policy.

1.2 Communication with Media

When communicating with media in one’s capacity as a citizen and private

person, or as a member of an outside group, care should be taken to avoid using the name
of the Institution. When communicating with media in one’s official capacity as a
member of the Lasallian academic community, clearance should be sought from the
Office of the President and Chancellor.

1.3 Dress Code

Faculty and staff are expected to wear their IDs and the prescribed uniforms.

39
 During expression days, male and female faculty are expected to wear
appropriate civilian attires. Denims (e.g. faded, acid wash and tattered), T-shirts, loafers
and gym shoes are not appropriate (except for P.E teachers). Sleeveless attire, halters,
bustiers, low neck lines, short skirts, see-through materials, leggings, shorts, open sandals
and slip-on clogs are considered inappropriate for female faculty and staff.

1.4 English Only Campus Policy

English is the official medium of instruction and office communications in

the University. All members of the academic community are expected to use
English at all times.

1.5 Fundraising/Solicitation of Goods/Gifts/Donations

As a matter of policy, members of the academic community are not allowed to

solicit goods, gifts, donations, prizes or the like from individuals or business firms and
establishments without written permission and approval of the President and Chancellor.

1.6 No Children in Offices

Employees are reminded that their children are not allowed to stay in their
offices or faculty rooms and lounges during lunch breaks, or after their school hours.

Children should take their lunch in their respective classrooms with their
Homeroom Advisers, or IS Covered Court area or Canteen prefected by the designated
teachers.

Neither should they stay in the said areas after dismissal in the afternoon so as
not to disrupt official business or faculty work. They may deposit their things with their
parents for safekeeping but are expected to stay and wait in the IS areas until they are
picked up by their parents after office/working hours.

1.7 Vending of Goods on Campus

To maintain professional decorum and avoid work disruption, employees are

prohibited from personally selling consumer goods and services (e.g. lending services).

1.8 Smoking Ban

The University is a NO SMOKING CAMPUS. Violations will be dealt with

accordingly.

4. EQUIPMENT AND FACILITIES

4.1 Care of Equipment

All equipment must be kept in good working condition and handled with care.
Unnecessary damages through neglect, carelessness, misuse or failure to follow
operating and maintenance instructions are the responsibility of the Office Head.

In case of loss the following procedures will apply:

40
  the Office Head submits a written report to the Unit Head copy furnished
the VCA and the Compliance Officer
 the Security Office conducts an investigation and submits a report to the
VCA
 the VCA convenes an investigative committee composed of the immediate
supervisor, the Unit Head, an HRDS representative, the Campus
Internal Security and Safety Officer, and the ONTOP President or Faculty
Representative concerned.
 the VCA submit a report to the President.

4.2 Care of Facilities

Littering and vandalism are prohibited. Blackboards must be erased after

each class session and the chairs neatly arranged. Workstations must be cleared at
the end of the day. Lights, electric fans, air-conditioning units and other electrical
devices must be turned off by the last class for the day and the doors and windows
securely locked. All doors of the air-conditioned classrooms be kept closed all the
time. Any audiovisual equipment brought in must be promptly returned . Misuse of,
and damage to, properties and facilities must be immediately reported to the Unit
Head concerned, copy furnished the Vice Chancellor for Administration.

3. CAMPUS SECURITY: “NO ID NO ENTRY” POLICY

The “NO ID NO ENTRY” policy is strictly observed on campus. Thus, all students, faculty
and non-teaching staff are required to wear their officially-issued ID’s while on campus. All
officers, faculty and staff are responsible for strict implementation of this policy in their areas of
responsibility.

4. HEALTH AND SAFETY

4.1 Accidents at Work

In case of accidents at work, immediate assistance of the Health Services

Center must be sought, and an incident report submitted to the immediate supervisor as
soon as possible.

4.2 Anti-Drug and Anti-Alcohol Policy

Any member of the University community caught in actual possession, use,

and pushing of prohibited drugs or substances will be expelled or dismissed, as the case
may be, without prejudice to its right to file appropriate charges in court.

This applies also to bringing in of any alcoholic drinks and if the employee is
under the influence of alcohol.

4.3 Clean As You Go (CLAYGO) / No Styro

The University advocates the proper waste segregation and the Clean As You Go
Policy.

Everyone is expected to properly clean their areas and to dispose of their trash in
duly-segregated bins.

41
 Also, as part of our environmental advocacy, the University is adopting the NO
STYRO Policy. Thus, individuals and groups are not allowed to bring in food
containers/food packs/coffee and project/decorative materials using styrofor.

Guards at the school’s gates are deputized not to allow styrofor into the
campus. Persons bringing these in will be requested to bring these out or dispose of these
outside the gate.

5. BULLETIN BOARDS

Bulletin boards are strategically located for the specific use of administration,
offices and accredited groups or organizations. Materials posted by student organizations
need the approval of the Director of Student Affairs. Unauthorized and/or inappropriate
postings are not allowed, and will be removed without notice . External requests should
passed through the Office of the Vice Chancellor for Administration.

6. MATERIALS REPRODUCTION POLICIES

6.1 Reproduction

All reproduction requests should be accompanied by the corresponding duly-

accomplished Risograph Request Form, and should indicate specific instructions.

Manuals and forms requested by faculty/staff/organizations will be billed

through the Business Office by the VCAA Senior Office Associate. Personal requests
made by the faculty/staff/students may be entertained as long as schedules allow, and the
requesting parties will be charged for materials and overhead costs through the Business
Office. Reproduced materials will be released upon presentation of the official receipt.
risograph requests must be submitted at least 3 working days before materials are needed.

6.2 Printing Services (UPress)

Job order forms should be filled up at the UPress Office. Charge accounts need
the signature of the Unit or Office Head. Duly-accomplished job order forms are then
submitted to the Business Office for payment or recording.

Approved forms are submitted to the UPress Office, together with the official
receipt or charge sheet, for reproduction.

7. CAMPUS SECURITY

7.1 Ban of Firearms and Deadly Weapons

Bringing in and/or carrying of deadly weapons and firearms is strictly

prohibited. Military visitors are not exempted from this policy, unless they are close-in
security of visiting national officials with prior clearance.

7.2 ID

The “NO ID NO ENTRY” policy is strictly observed on campus. Thus, all

students, faculty and non-teaching staff are required to wear their officially-issued ID’s
while on campus. All officers, faculty and staff are responsible for strict implementation
of this policy in their areas of responsibility.

7.2 Gate Pass

42
 University-owned materials, equipment or properties may not be taken out of
campus. Should any school property be taken out of campus for repair and maintenance,
official functions off-campus, approved lending to external parties, and approved sale
and/or disposal, a written request must be addressed to and approved by the Office Head
under whose custody such is inventoried. Once approved, a Gate Pass must be secured
from the Central Supply Office and presented to the guard on duty.

7.3 Loss of Personal Property

The University will not be held responsible for any loss of personal property.
Be that as it may, all incidents of theft or losses should immediately be reported to the
CISSO.

7.4 Office Keys

Office keys are not to be duplicated without written permission from the Vice
Chancellor for Administration. Duplicate keys will be kept at the Campus Security
Office for emergency purposes.

Unauthorized personnel are not allowed to open offices without prior

authorization from the unit head/supervisor concerned.
7.5 Firecrackers Restriction

Firecrackers or fireworks of any kind are not allowed on campus. However,

fireworks display as a celebratory action done only during institutional activities should
be approved by the Vice Chancellor for Administration.

7.6 Vehicle Stickers

Vehicles of officers, faculty, students and staff which regularly enter and/or park
on campus should be properly registered with the Campus Internal Security Office so that
appropriate car stickers can be issued. Stickers should be displayed on the front
windshield. These are strictly non-transferable. Vehicles may occasionally be subjected
to spot checking at entry or exit points.

One free parking pass will be given to regular employees who use their vehicle
in coming to the University.

An employee is allowed to have only 2 parking pass, if he/she has more than 2
vehicles, he/she will be issued an entry pass.

In case the owner decides to sell the vehicle; the owner should notify and
surrender the car pass to the CISSO. Failure to do so will mean forfeiture of the
privilege.

7.7 Entry of Campus Guests

To facilitate entry of invited campus guests or external participants invited

to institutional activities, the requesting party should submit a letter of request to the
pertinent Unit Head, stating the specifics of the event/activity and listing the names of
expected guests.

Upon approval of the Unit Head, a copy is furnished to the CISSO.

7.8 Overnight Stay on Campus

43
 Overnight stay on campus for very special activities may be permitted provided
the activity is duly approved by the Vice Chancellor concerned and request has been filed
at least three (3) working days, and provided further that proper permits are secured from
the Vice Chancellor for Administration. Instant requests will not be entertained.

Entrance is limited to individuals listed and mobility to specified areas. Loud

noise and cooking are not allowed. Specific rules are available at the VCA Office.

7.9 Closed Campus Policy

The University observes a CLOSED CAMPUS policy on Sundays and

holidays. Should exceptional circumstances require entry to, or use of campus facilities
on such days, a special application form must be accomplished at least three (3) working
days before the activity/event and properly endorsed by the Vice Chancellor concerned.
Approval of such request is by the Vice Chancellor for Administration. Instant requests
will not be entertained.

7.10 Curfew

The University observes a curfew at 10:00 P.M. Should any group anticipate
that they need to be on campus beyond this hour they are required to secure a special
permit. All requests should be forwarded to the VCAA for endorsement and to the VCA
for approval at least three working (3) days prior to the event.

Activities going beyond this will be considered overnight requests. Parents

approval/waivers are likewise required.

8. HEALTH AND SAFETY

8.1 Accidents at Work

In case of accidents at work, immediate assistance of the Health Services

Center must be sought, and an incident report submitted to the immediate supervisor
as soon as possible.

8.2 Anti-Drug and Anti-Alcohol Policy

Any member of the University community caught in actual possession, use,

and pushing of prohibited drugs or substances will be expelled or dismissed, as the case
may be, without prejudice to its right to file appropriate charges in court.

This applies also to bringing in of any alcoholic drinks and if the employee is
under the influence of alcohol.

8.3 Ban on Pets

Animals and/or pets of any kind are not allowed on campus.

Entry of animals involved in special events may be allowed provided prior

written requests/clearances are secured from the Vice Chancellor for Administration.

8.4 Clean As You Go (CLAYGO) / No Styro

44
 The University advocates the proper waste segregation and the Clean As You Go
Policy.

Everyone is expected to properly clean their areas and to dispose of their trash in
duly-segregated bins.

Also, as part of our environmental advocacy, the University is adopting the NO

STYRO Policy. Thus, individuals and groups are not allowed to bring in food
containers/food packs/coffee and project/decorative materials using styrofor.

Guards at the school’s gates are deputized not to allow styrofor into the
campus. Persons bringing these in will be requested to bring these out or dispose of these
outside the gate.

8.5 Smoking Ban

The University is a NO SMOKING CAMPUS. Violations will be dealt with

accordingly.

9. USE OF UNIVERSITY VEHICLES

Vehicles owned by the University should be used for official purposes only. All
reservations are to be made through the General Services Office. In case of higher priority or
emergency, approved reservations may be cancelled by the Office of the President and Chancellor.

Persons desiring to use a school vehicle for a whole day or for out-of-town trips are to
secure reservation confirmation at least 24 hours before the date of use. However, it is
recommended that reservations be made one week in advance to ensure availability of the vehicle.

Persons attending meetings that last several hours should, upon arrival at the place,
immediately send the vehicle back for the use of others. Taxis or jeepneys are to be used for the
return trip. Drivers are under the supervision of the General Services and their schedule should
not be changed without prior approval.

School vehicles are not allowed to take trips to places which are mountainous, hilly,
dangerous, or have very bad roads.

10. BASIC FINANCIAL POLICIES AND PROCEDURES

10.1 Collection of Money

Only the Business Office is authorized to collect money from the students,
parents and clientele. Any office or club that needs to collect money should inform the
Controller and all payments should be paid to the Business Office. If the office or club
wants the amount to be collected, and added to the Statement of Account of the students,
a list of the students and their corresponding charges should be sent to the Office at least
2 weeks before the term exam date.

10.2 Requisition Procedures

10.2.1 Request for Payments

Request for payments are accomplished in triplicate and should be received

at the Business Office by Thursday afternoon to allow processing and will be
ready for release on Friday of the following week.

45
10.2.2 Request for Purchase Orders

All procurement transactions shall be centralized and be processed through the

Procurement Services Office (PSO). The requesting Unit Head has the
responsibility to review and ensure that the requests for purchase order are covered
by the unit’s approved budget.

The PSO may attend to emergency requests upon securing of an approved

Emergency Justification Form. Purchase requests will be entertained on a first-
come, first-served basis. For major purchases, the requesting party are bound to
consider the fourteen (14) working day lead time of order processing from PSO’s
receipt of corresponding requests to delivery date. However, purchase requests
response and/or delivery depend on the nature of the items/services to be
purchased with consideration on normal transmittal time of items requested. For
items/services to be used for a particular period, an email or letter of advanced
information and terms of reference may be provided to PSO.

Protocol and Approval

All purchase requests shall bear the name, signature and date signed by the
immediate superior of the requesting individual or unit.

Procedures on a Centralized Procurement Process

Requesting Unit
1. Prepares Request for Purchase Order (RPO) in three (3) copies
2. RPO to be reviewed and noted by the College Dean or Unit Director/Head
for less than Php 50,000.00 this is already considered as approval.
3. For RPO requests amounting to Php 50,000.00 and above, approval by the
Vice Chancellor or IS/Liceo Principal is required.
4. Submit to the Procurement Services Office the approved RPO.
5. Procurement Officer assigns requisition number, stamps date received and
forwards the original copy of RPO to the respective Procurement Officer
who handles the item/s and returns one copy to the requester as file.

Procurement Services Office

1. Receives the original copy of approved RPO.
2. Procurement Officer determines if items are subject to canvassing or
bidding for items above P250,000.00.
3. For items for bidding, see bidding procedures.
4. For other items, the Procurement Officer shall do canvassing with at least
three (3) accredited suppliers.
5. The Procurement Officer shall also secure additional recommendations
from Technical Consultants for IT, electrical or construction related items
when selecting the appropriate supplier.
6. After the selection or bidding process, the Purchasing Officer prepares four
(4) copies of Purchase Order and attaches the Canvassing Sheet or Bidding
Results and Contracts if necessary.
7. The Procurement Officer submits the document package to the PSO
Director for Endorsement/Approval, Controller or Assistant Vice
Chancellor for Financial Services for budget verification and to the Vice
Chancellor for Administration or University President for approval.

46
 8. The Approved Purchase Order shall then be awarded to the selected
supplier or winning bidder, a copy is then forwarded to Warehouse and one
on file.

Purchase of Computer System and Networking Equipment

IT purchases (Computer System and networking equipment) are done in bulk

and on monthly basis using the following procedures:

 submission of Request for Purchase Order to IT Services is every end of

the month
 IT Services will coordinate to every offices on what equipment to request
every given month
 IT Services will based on the approved itemize budget provided by the
OAVCF
 requests not submitted by end of the month will be included in the next
purchase cycle

5.2.3 Request for Cash Advance and Per Diem and Liquidation Report

Cash advance represents money given to an employee by the Institution with

the expectation that it be spent for company purposes. The funds which have been
entrusted is owned by the company, the institution or the association and should be
liquidated promptly with valid supporting documents in the interest of sound
business practice, transparency and relevance.

Implementing Guidelines and Policies

a. request for cash advance must be prepared individually to facilitate

proper accountability and early submission of liquidation reports
b. the request should be accomplished in triplicate and should be received at
the Business Office by Thursday afternoon each week to allow processing
of check payment by Friday of the following week
c. the date of receipt by the Business Office shall be the official basis for
check processing and release
d. cash advance reference number shall be assigned by the Business Office
upon receipt of the form
e. request for cash advance should not be earlier than two (2) weeks before
the event/activity date.
f. authority to deduct payroll to be signed upon submission of the Cash
Advance by the requesting employee
g. disbursement of fund advanced must be within the purpose stated in the
request for cash advance
h. excess in the said cash advance cannot be applied to a different activity
i. acceptable supporting documents for the expense claims upon liquidation
include original copies of official receipts, cash invoices, machine
receipts, bus tickets, taxi receipts
j. the use of accounting forms like Petty Cash Vouchers and Cash Voucher
as proof of payment will not be allowed for use as support for expenses
claimed in the liquidation report (LR)
k. unliquidated cash advances within the required term shall be deducted
from payroll of requesting employee.
l. one-time deduction shall be made on the succeeding month for
unliquidated cash advances beyond the 15-day deadline

47
 m. for Cash Advances requested by Student Clubs and organizations, check
shall be payable to both the moderator and the student
n. as the appointed employee to oversee the proper handling of club funds,
the Club moderator shall sign the Authority to Deduct Payroll

o. liquidation of cash advances must be made within 15 days after

culmination of event/activity
p. failure to liquidate a cash advance disqualifies a person from availing of
another cash advance until the previous advance is properly liquidated.
q. faculty and officers of clubs with unliquidated cash advances will not be
cleared at the end of each semester.
r. in cases where Heads of Office will be on official leave and an officer-in-
charge is appointed, a copy of the memorandum designating the OIC with
his/her specimen signature and period of assignment must be furnished to
the Business Office
s. request for payment of seminar fees/registration fees shall be paid directly
to the organization/organizer of the event with an attached letter of
invitation and the requesting office will be responsible for remitting the
fees
t. request for per diem will be processed not earlier than two weeks prior to
the scheduled trip/event with the attached letter of invitation; total per
diem for the expected number of seminar days will be given:
 complete per diem shall be granted on travel scheduled a day
before the seminar
 complete meal and transportation without accommodation shall
be granted on the following instances:
 participant goes home on the last day of the seminar
 participant goes home day after the seminar
 registration/seminar fee is inclusive of accommodation
 if staying after seminar for official business, request for
additional per diem shall be approved by the Unit Head.

5.2.4 Travel Requests

Travel requests for attendance in meetings, conferences and seminars must be

made in writing and submitted to the VCAA for approval.

Upon return, the faculty is required to submit a written report and/or give an
echo at an appropriate forum.

Travelers Responsibility:

1. ensuring appropriate approval to travel prior to submitting for purchase

2. coordinating with appropriate unit/s to ensure there are available funds
related to the travel
3. understanding and adhering to the University’s Travel Policy

Procedure for Travel Request:

1. Traveler submits the approved Travel Request Form (together with the
duly approved supporting documents) to the Assigned Point Person of the
VCAA Unit
2. Assigned Point Person determines the best possible option (online or
agency) and conducts booking of travel as indicated in the approved
travel request form

48
 3. Assigned Point Person forwards the tickets/booking reference number
and applicable supporting documents (e.g. photocopies of Credit Card
used and valid IDs of the Assigned Point Person) to the Traveler
4. Traveler confirms receipt and the Assigned Point Person records in the
logbook

Procedure for Payment Processing:

1. all statement of account from the accredited travel agencies are submitted
to the respective Assigned Point Person.
2. the Assigned Point Person shall prepare the Request for Payment based
on the Statement of Account (credit card/travel agency), attach Summary
of Charging Report and copies of processed travel request forms to
Finance for payment processing. For credit card payments, check shall be
payable to the Bank/Credit Card company.
3. Finance Unit shall inform the Assigned Point Person once check/s are
available for releasing.

Travel Allowances:

1. claims for travel allowances shall be supported by the Request for

Travel Allowance (RTA) form and shall not be subject to liquidation
2. in as much as travel allowances are not subject to liquidation, it is the
responsibility of the employee to make sure that related expenses
other that plane/boat/bus tickets, are within the set limit (see VCA
Memo No. 35, Series of AY 2016-2017 for the standard travel
allowance for all official trips (local/national/international)
3. any excess over the said expenses shall be from the personal funds of
the employee unless duly approved by the Office Head.
4. travel allowances are to be kept within the limits of the approved
budget for every office
5. for claims of disbursements in relation to official travel, any amount
claimed in excess of the travel allowance which is allowed by the
Office Head shall be supported by a valid official receipt
6. the Business Office shall require valid official receipts and other
supporting documents for claims related to travel which is not
supported by the RTA. It will be presumed as a claim for
reimbursement and shall therefore be subject to compliance of proper
documentation and approval.
7. A table on the standard travel allowance for all official trips
(local/national/international) is being followed (please refer to VCA
Memo No. 35, Series of AY 2016-2017).

5.2.5 Depository Accounts

Depository accounts may be opened for special projects where funds are
raised from special activities of the organizations and/or clubs to be used for
operational costs and expenses. These are funds not owned by the school but only
kept in trust for an organization, club or class.

For opening of depository accounts:

1. Applicant fills up from DA 1 and DA 2 which shows the following:

a) type of account to be opened
b) authorized signatories (at least two for withdrawal from the account)
c) respective specimen signatures of authorized signatories
49
 2. Approval of opening the accounts will be granted by the following:
a) Chair, Finance Committee
b) Unit Head
c) Controller

3. Withdrawal from the account: standard procedure for Request for

Payment applies.

6. PROTOCOL FOR SCHOOL EVENTS/PROGRAMS

 should be based on Christian-centered values

 should be politically-correct and gender sensitive material/language
 no toilet-humor/sick or derogatory jokes
 no inappropriate, imprudent or derogatory remarks about the Church (priest, nuns) and
other religions, races, and disabled persons
 no cross-dressing/no gay skits/impersonation
 no sexually suggestive material or behavior
 no beauty contests/pageants/fashion shows

The programs for students must concentrate on outreach, critical thinking, effective
communication, social responsibility, dignity, intelligence and clean fun.

12. ANTI-SEXUAL HARASSMENT POLICY (JUST FOLLOWED FROM PERSONNEL

MANUAL)

12.1 Committee on Decorum

12.1.1 Composition
12.1.2 Powers and Functions

12.1.3 Jurisdiction

The Committee shall have jurisdiction over all (a) employees, whether regular or
probationary; (b) faculty, whether full-time or part-time; (c) all other
employees who have subsisting and executory employment contracts with the
University of St. La Salle, verbal or in writing or in any other basis such as
project-based or casual appointees; and (d) students.

12.2 Types of Offenses

12.2.1 Forms of Prohibited Acts


12.2.2 Procedures

12.2.2.1 Complaint

12.2.2.2 Answer

12.2.2.3 Notice of Hearing

12.2.2.4 Hearing

12.2.2.5 Decision

50
 The duty of the Committee shall be to find and establish facts which shall be the
basis of a recommendation/decision to be submitted to the Office of the
President.

A majority of the vote of the Committee shall be sufficient to pass a judgment in

a case. But if the recommended penalty is dismissal, a unanimous vote shall be
required. It shall be the duty of every member of the Committee to cast his vote.
No abstention shall be allowed. But a Committee member may voluntarily
inhibit himself/herself from being a member of the Committee at the start of the
investigation of a particular case for the interest of fair play.

The Committee shall render a decision within five (5) working days from the
date of the last hearing which decision shall be in writing stating the reasons or
grounds therefore, within five (5) working days from receipt of such decision.
Copies of such decision shall be furnished to all parties of the case and shall be
endorsed to complaint together with a copy of the decision shall be filed and
shall from part of the record of the respondent, unless otherwise decided by the
Committee.

Any party not satisfied with the decision rendered by the Committee may file a
motion for reconsideration with the President and Chancellor stating the grounds
therefore, within five (5) working days from receipt of such decision. Only one
motion for reconsideration will be allowed and entertained. The decision of the
Committee shall become final and executory if neither party avails of the
remedy within the prescribed period and after approval by the Office of the
University President.

The decision of the Committee is recommendatory in nature and needs the

approval of the Office of the University President and Chancellor for final
disposition and implementation.

12.2.2.6 Penalties

12.2.2.7 Request for Reconsideration

12.2.2.8 Resort of Courts

12.2.2.9 Malicious Prosecution

51