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UNIVERSITY OF THE PHILIPPINES Human Resources Development Office source: batoots HUMAN RESOURCES DEVELOPMENT & BENEFITS DIVISION Scholarship Section.

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Presentation on theme: "UNIVERSITY OF THE PHILIPPINES Human Resources Development Office source: batoots HUMAN RESOURCES DEVELOPMENT & BENEFITS DIVISION Scholarship Section."— Presentation transcript:

1 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office source: batoots HUMAN RESOURCES DEVELOPMENT & BENEFITS DIVISION Scholarship Section

2 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL POLICY: Special detail shall include participation in an official capacity in conferences, workshops, seminars, short-term courses, and similar activities subject to prior authorization and to such conditions as may be attached thereto and to applicable laws and regulations.

3 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL COVERAGE: Faculty, REPS and administrative personnel whether permanent or temporary, provided they fall under any of the following categories: a)Those directly involved in foreign assisted projects which includes/ training scholarship grants; b) Faculty members who are not yet permanent on account of lack of MA or PhD degrees whose availment of training/ scholarship shall satisfy the deficiency; c) Those engaged in highly scientific fields as certified by DOST; d) Those who have been personally invited by a foreign entity to avail of its training/ scholarship grants.

4 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL FORMS USED: For faculty: 1) Request for Travel Authority (OVCAA Form) indicating arrangement of classes to be missed; 2) RESDIC Form (Travel Report ) For REPS and Adm.: 1)Letter of request for special detail indicating purpose which must be relevant to work and functions; 2)Endorsement from immediate supervisor and unit head

5 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL WITH PAY / WITHOUT PAY (Foreign or Local - Less than 1 month ) INPUT: Request for Special Detail PROCESS: 1) Check supporting documents: Duly-accomplished Application for Authority to Travel Abroad; Endorsement of Chair, Dean /Head of unit; and Copy of invitation or program 2) In case of lack of documents, call up unit to submit requirements 3) Check designation and appointment status via FoxPro or with personnel analyst in charge at Appointment Section 4) Prepare draft travel authority (TA) and stamp signatories' names - HRDO Director, VCAA for faculty and REPS (SG 18 & above); VCA for REPS (SG 17 & below) and administrative staff); and Chancellor's

6 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL WITH PAY / WITHOUT PAY (Foreign or Local - Less than 1 month) INPUT: Request for Special Detail PROCESS: 5) Evaluate request, review / check draft TA and supporting documents and initial papers; 6) Record and forward document for signature of the Director; 7) Receive approved TA from OC messenger, photocopy original TA, record and call up unit to pick up TA; 8) Release original TA to applicant / authorized personnel, retaining copy of TA and original documents; and 9) Encode pertinent data on approved TA and file basic papers OUTPUT: Approved request for Special Detail

7 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL WITH PAY / WITHOUT PAY (Foreign or Local - 1 month and up) INPUT: Request for Special Detail PROCESS: 1) Check supporting documents: Duly-accomplished Application for Authority to Travel Abroad ; endorsement of Chair, Dean /Head of unit; and copy of invitation or program If on visiting professorship / research assignment, copy of MOA (if applicable) and copy of financial support 2) Record documents received 3) In case of lack of documents, call up unit to submit rqmnts. 4) Check designation and appointment status via FoxPro or with personnel analyst in charge at Appointment Section 5) Prepare draft travel authority (TA) and stamp signatories‘ names - HRDO Director, VCAA for faculty and REPS (SG 18 & above); VCA for REPS (SG 17 & below) and administrative staff); and Chancellor's

8 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL WITH PAY / WITHOUT PAY (Foreign or Local - 1 month and up) INPUT: Request for Special Detail PROCESS: (Con’t.) 5) If visiting professor / scientist / fellow, prepare reference slip and send documents to the Office of Extension Coordination for clearance regarding MOA; 6) If more than one (1) month, require accomplishment of special detail contract and corresponding suretyship agreement; give contract forms to applicant or authorized personnel 7) Evaluate request, review / check draft TA and supporting documents; compute faculty profile, & initial papers 8) Record and forward document for signature of the Director 9) Require applicant to accomplish the University Clearance 10) Call up unit to remind regarding submission of duly- accomplished contract and corresponding suretyship agreement

9 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL WITH PAY / WITHOUT PAY (Foreign or Local - 1 month and up) INPUT: Request for Special Detail PROCESS: (Con’t.) 11) When contract is submitted, check entries, stamp signatory's name - VCAA for faculty and REPS (SG 18 & above); VCA for REPS (SG 17 & below and administrative staff) and indicate corresponding CTC number on each page 12) Upon receipt of signed contracts, call up applicant to have the contracts notarized and re-submit to HRDO after notarization 13) Receive approved TA from OC messenger; photocopy original travel authority (TA); record and call up unit to pick up original TA; 14) Release original TA to applicant / authorized personnel, retaining copy of TA and original documents;

10 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SPECIAL DETAIL WITH PAY / WITHOUT PAY (Foreign or Local - 1 month and up) INPUT: Request for Special Detail PROCESS: 15) Encode pertinent data on approved TA and file basic papers; if with contract, prepare individual folder for document upkeep 16) If without pay, furnish the Accounting Office with copy of approval of special detail without pay OUTPUT: Approved request for Special Detail

11 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office FELLOWSHIP/ SCHOLARSHIP/ STUDY LEAVE Faculty members are encouraged to pursue graduate studies in fields that are within the academic priorities of their department/institute, college and the University. The faculty students are granted full or partial load reduction to help them complete their studies in the soonest time possible. However, this is subject to conditions that will ensure the University’s continued ability to meet the demands of teaching, research, extension, and academic administration.

12 FELLOWSHIP/ SCHOLARSHIP/ STUDY LEAVE Fellowships are given to the most capable, promising and deserving faculty members in areas of study according to University priorities and selected on the basis of qualifications. The appointment of fellows is made by the Chancellor. Fellowships in the University are supported either by the University or by institutional grants or both. Institutional grants are scholarships and financial grants given by outside institutions through or upon endorsement of the University. Deserving faculty members may also be allowed to go on study leave with pay to pursue graduate studies in an area within the thrust of the unit.

13 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office FELLOWSHIP/ SCHOLARSHIP/ STUDY LEAVE FORMS USED: 1) Basic Paper for Fellowship (HRDO Form-C12) 2) Progress Report of Faculty/ Staff on Fellowship/ Study Leave Abroad 3) Progress Report of Faculty/Staff on Local Fellowship/ Study Leave 4) Request for Fellowship/ Study Leave (for financial assistance) 5) Application for Local Faculty Fellowship/ Study Leave 6) Application for Administrative Fellowship 7) Progress Report of Administrative Fellows 8) Input Worksheet for Official Travel Report 9) Foreign/ Local Study Fellowship Agreement 10) Fellowship/ Scholarship Renewal Reminder

14 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office STUDY LEAVE WITH / WITHOUT PAY (Foreign or Local) INPUT:Request for Study Leave PROCESS: 1) Check supporting documents as to: Endorsement of Chair/Dean/Unit Head with justification; faculty profile (not to exceed 15% maximum on leave with pay); copy of admission / acceptance to the institution / university; and and record received documents 2) In case of lack of documents, call up unit to submit requirements 3) Check designation and appointment status via FoxPro or with personnel analyst at Appointment Section 4) Compute for faculty profile (must not exceed 15% maximum of faculty on leave during the current semester); check appointment status of all faculty in the unit with the Appointment Section

15 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office STUDY LEAVE WITH / WITHOUT PAY (Foreign or Local) INPUT: Request for Study Leave PROCESS: (Con’t.) 5) If REPS or administrative staff, require statement from unit head that work in the station will not be hampered as a consequence of the study leave and that no substitute will be required; 6) If period of study leave requested is beyond the date of valid appointment, cut short leave to coincide with the end of the current appointment but subject to renewal on a yearly basis; and inform applicant 7) Stamp signatories' names HRDO Director, VCAA for faculty and REPS (SG 18 and above); VCA for REPS (SG 17 & below); and administrative staff); and Chancellor's on basic paper

16 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office STUDY LEAVE WITH / WITHOUT PAY (Foreign or Local) INPUT: Request for Study Leave PROCESS: (Con’t.) 8) Require mandatory submission of duly-acommplished study leave contract and corresponding suretyship agreement; give forms to applicant or authorized personnel 9) Prepare draft travel authority (TA) for study abroad; if local, stamp corresponding action on basic paper 10) Evaluate request, review / check draft TA and supporting documents; compute for faculty profile and initial papers 11) Record and forward document for signature of the Director 12) Call up unit to remind submission of duly-accomplished contract and corresponding suretyship agreement; 13) When contract is submitted, check entries, stamp signatory's name VCAA for faculty and REPS (SG 18 & above; VCA for REPS (SG 17 & below and administrative staff)

17 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office STUDY LEAVE WITH / WITHOUT PAY (Foreign or Local) INPUT: Request for Study Leave PROCESS: (Con’t.) 14) Upon receipt of signed contracts, call up applicant to have the contracts notarized and resubmit to HRDO; 15) Receive approved TA from OC messenger; photocopy original TA; record and call up unit to pick up TA 16) Release original TA to applicant / authorized personnel, retaining copy of TA and original documents; 15) Encode pertinent data on approved TA and file basic papers; if with contract, prepare individual folder as fellowship file 16) If without pay, furnish the Accounting Office with copy of approval of special detail without pay OUTPUT: Approved request for Study Leave

18 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office TUITION FEE PRIVILIGES FOR EMPLOYEES POLICY: The University provides full support for development opportunities to enable its staff to realize their potentials and career fulfilment. Towards this end, it grants tuition fee privileges for those employees who desire to pursue further studies in the University COVERAGE: All University employees appointed on a full time basis and at a full rate of compensation whether permanent, temporary, casual, contractual or substitute as long as their salaries are drawn from budget of the University or are institutional grants. FORMS USED: Application for Privilege to Study at Reduced Fees

19 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PRIVILEGE TO STUDY AT REDUCED FEES INPUT: Request for Study at Reduced Fees Study load allowed: Graduate : 6 units/sem/trim; 3 units/summer Undergraduate : 9 units/sem/trim; 3 units/summer Faculty on study leave with pay – no cap provided that the study load is duly approved by the graduate advisor and department chair Requirements: For faculty a.Endorsement of Dean / Chair; b.Total academic load; c.Letter of request for waiver of rules if more than the regular 18 units academic load; d. Copy of appointment ; e. Certification from unit in case of appointments in process at the unit level;

20 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PRIVILEGE TO STUDY AT REDUCED FEES For REPS and Adm staff: a. Endorsement of Dean / Head of Unit b. Approved revised work schedule if subjects are within regular working hours (except REPS with full research function) c. Valid appointment (regular, temporary and UP contractual only)

21 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PROFESSORIAL CHAIR/ FACULTY GRANT Recognition of faculty expertise and outstanding performance is made through award of professorial chair, faculty grant. COVERAGE: Professorial Chair – Regular members of the faculty with rank of Assistant Professor or higher who have distinguished themselves in the fields they represent. Faculty Grant – Regular faculty members with at least Master’s Degree and with teaching/ research potential.

22 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PROFESSORIAL CHAIR INPUT: Request for award of Professorial Chair PROCESS : 1) Check requirements: letter of endorsement with justification from the Dean/Head of Unit/Chair 2) Record documents received 3) Process, check funding source (i.e. UP Foundation, Inc., UP System or Unit fund); if chair and funds are available for filling up, prepare endorsement letter; to the President thru the Chancellor and VCAA (for original appointments; and change in honoraria rates) 4) Check professorial chair title, proposed research title, funding source, and initial documents for signature of the Director for forwarding to OVCAA

23 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PROFESSORIAL CHAIR INPUT :Request for the award of Professorial Chair PROCESS:(Con’t.) 5) Upon receipt of approval, prepare certificate of award of Professorial Chair for signature of the Chancellor; 6) Review / check entries on certificate and forward to OVCAA 7) Photocopy certificate after signature of the Chancellor and release to unit 8) Prepare notice of release of funds for the professorial chair award to the respective funding source for signature of the Director and transmittal to the Diliman Accounting Office 9) Encode pertinent data and file documents OUTPUT:Professorial Chair Award

24 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office FACULTY GRANT INPUT:Request for Faculty Grant PROCESS: 1) Check requirements: Letter of nomination Endorsement of Dean/Unit Head/Chair 2) Endorsement of Dean/Unit Head/Chair 3) Process, check funding source (i.e. UP Foundation, Inc., UP System or Unit fund); if faculty grant slot and funds are available for filling up; prepare endorsement letter to the Chancellor for signature of the VCAA and approval of the Chancellor 4) Check faculty grant title, proposed research title, funding source, and initial documents for signature of the Director for forwarding to OVCAA

25 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office FACULTY GRANT INPUT:Request for Faculty Grant PROCESS:(Con’t.) 5) Upon receipt of approval, prepare certificate of award of Faculty Grant for signature of the Chancellor; 6) Review / check entries on certificate and forward to OVCAA; 7) Photocopy certificate after signature of the Chancellor and release to unit; 8) Prepare request of release of funds for the faculty grant award to the respective funding source; 9) Check details and sign notice of release of funds for transmittal to Accounting Office; and 10) Encode pertinent data and file documents OUTPUT:Approved Faculty Grant

26 A privilege given to a faculty member that exempts him/her from performing regular duties to encourage study, investigation, and research and to improve their competency to better serve the University. May be granted for a period not exceeding one (1) year with full salary under the following conditions: a) Has served the University not less than six (6) consecutive years immediately prior to the sabbatical, at least as associate professor in the last two years; Provided that : 1. s/he shall have been in active service in the University at least two (2) years before the sabbatical; UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SABBATICAL

27 (Con’t.) 2. any vacation or sick leave without pay of more than five (5) months shall not be considered a break in the six-year period; 3. active service in this particular case shall be understood to mean actual direct service to the University, which shall also include special detail. b) In no case shall the sabbatical be granted within two (2) years before the faculty member’s 65 th birthday. c) Application for sabbatical should be filed with the immediate heads of units at least one (1) semester before the intended effectivity of the sabbatical. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SABBATICAL

28 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SABBATICAL (Con’t.) d)The faculty member shall report back to the University immediately after the sabbatical. Report back for service is understood to mean resumption of teaching duties or assumption of administrative assignment for at least two (2) years. f) Start of the sabbatical should be synchronized with that of a regular semester/trimester/quarter or summer, whichever is applicable, so that the date of report for service will coincide with or be close to, the beginning of another semester/trimester/quarter or summer. g) Faculty member shall be free to choose the purpose for the sabbatical: study, research, scholarly or creative work, consultancy, fellowship, rest, renewal, provided existing University rules are not violated.

29 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SABBATICAL INPUT:Request for Sabbatical PROCESS: 1) Check supporting documents: a.Duly-accomplished Application for Sabbatical b. Endorsement of Chair/Dean/Unit Head c. Faculty profile (indicating list of faculty on leave with pay during the period of requested sabbatical) 2) Record received documents 3) In case of lack of documents, call up unit to submit requirements 4) Determine if qualified for a sabbatical per BOR rules; check designation and basic qualification requirements for sabbatical 5) Compute for faculty profile (must not exceed 15% maximum of faculty on leave during the current semester); check appointment status of all faculty in the unit with the Appointment Section

30 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SABBATICAL INPUT:Request for Sabbatical PROCESS: 1) Check supporting documents: a.Duly-accomplished Application for Sabbatical b. Endorsement of Chair/Dean/Unit Head c. Faculty profile (indicating list of faculty on leave with pay during the period of requested sabbatical) 2) Record received documents 3) In case of lack of documents, call up unit to submit requirements 4) Determine if qualified for a sabbatical per BOR rules; check designation and basic qualification requirements for sabbatical 5) Compute for faculty profile (must not exceed 15% maximum of faculty on leave during the current semester); check appointment status of all faculty in the unit with the Appointment Section

31 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SABBATICAL INPUT:Request for Sabbatical PROCESS:(Con’t.) 6) Check record of vacation or sick leave without pay of not more than 5 months for the immediate past six (6) years with the personnel analyst in charge of unit at the Benefits Section; 7) If requirements are satisfied, table for the agenda in the next meeting of the Academic Personnel and Fellowship Committee (APFC) 8) Print 16 copies of sabbatical agenda and give to the APFC Secretariat After APFC meeting, implement action of APFC and process sabbatical application for signature of the Director, recommendation of approval by the VCAA & the Chancellor and approval of the President 9) Encode and file copy of approval of sabbatical OUTPUT:Approved SABBATICAL

32 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR FINANCIAL ASSISTANCE (charged vs. FACULTY DEVELOPMENT FUND (FDF) Financial support is given to faculty members to give them opportunity for exposure and eventual collaboration with colleagues in the national and international academic communities through paper presentation and attendance. Interaction of UP faculty with other national and international experts in the different fields brings in new knowledge and reduces the effects of in-breeding.

33 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR FINANCIAL ASSISTANCE (charged vs. FACULTY DEVELOPMENT FUND (FDF) INPUT:Request for Financial Assistance (FA) PROCESS: 1) Check appropriate documents – Request for financial assistance charging Endorsement of Dean or Head of Unit Copy of invitation / program 2) Record documents received 3) Check if requested amount is within the prescribed rules on allowable travel expenses per EO 298EO 298 4) Stamp HRDO Director's and VCAA's name on basic communication 5) Record and forward to Director's office

34 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR FINANCIAL ASSISTANCE (charged vs. FACULTY DEVELOPMENT FUND (FDF) INPUT :Request for Financial Assistance PROCESS:(Con’t.) 6) Upon receipt of approved request, photocopy approval of basic communication, notify and furnish concerned person and unit with copy 7) Prepare ALOBS and voucher for payment of approved financial assistance; 8) Send voucher to unit for signature of grantee or request unit / party concerned to pick up voucher from the Cash Office; 9) Encode data for funds monitoring and data maintenance and file documents OUTPUT:Approved/ Released of FA charged to FDF

35 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR FINANCIAL ASSISTANCE (charged vs. ADM. DEV. FUND (ADF) INPUT :Request for Financial Assistance PROCESS: 1) Check appropriate documents – Request for financial assistance with justification on relevance to the job Endorsement of Dean or Head of Unit Copy of invitation / program 2) Record documents received 3) Check if requested amount is within the prescribed rules on allowable travel expenses, check justification; refer to concerned sectors for endorsement and evaluation 4) Prepare matrix of available balances by sectors REPS (Researchers, Librarians, Extension Specialists) and administrative and generate data on previously approved requests for reference of the Committee

36 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR FINANCIAL ASSISTANCE (charged vs. Administrative Development Fund (ADF) INPUT :Request for Financial Assistance (FA) PROCESS:(Con’t.) 5) Prepare agenda for the Administrative Personnel and Fellowship Committee, review, check and print copies for incorporation with the Appointments agenda; 6) Implement action recommended by the Committee and indicate recommendation on each request for signature of the Director and approval of the VCA; 7) In case of non-action or disapproval, prepare communication re Committee's decision for signature of the Director and the VCA 8) Record and forward to Director's office 9) Record and release communication to applicant/unit after signature of the VCA;

37 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR FINANCIAL ASSISTANCE (charged vs. ADM. DEV. FUND (ADF) INPUT :Request for Financial Assistance (FA) PROCESS : (Con’t.) 9) For approved requests, photocopy approval of basic 9) For approved requests, photocopy approval of basic communication, notify and furnish concerned party with copy communication, notify and furnish concerned party with copy with reminder to submit the mandatory requirement of an with reminder to submit the mandatory requirement of an impact assessment report; impact assessment report; 10) Inform unit to prepare vouchers for payment of approved financial assistance; financial assistance; 11) Send voucher to unit for signature of grantee or request unit/party concerned to pick up voucher; and unit/party concerned to pick up voucher; and 12) Encode data for funds monitoring and data maintenance and file documents file documents OU OU TPUT: Approved/ Released of FA charged to ADF

38 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR THESIS/DISSERTATION AID INPUT :Request for Thesis/ Dissertation Aid PROCESS: 1) Check documents: Letter of request; Endorsement by Dean / Head of Unit; Duly accomplished Thesis / Dissertation Aid Contract; Endorsement and certification of thesis / dissertation adviser; Approved thesis / dissertation proposal by panel; Projected line item budget 2) Record documents received 3) Check and process application; indicate funding source (FDF / ADF) and initial documents for signature of the Director

39 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUEST FOR THESIS/DISSERTATION AID INPUT :Request for Thesis/ Dissertation Aid PROCESS:(Con’t.) 4) Record and forward basic paper and contract to OVCAA (for faculty) and OVCA (for REPS and Adm staff) then to OC for approval of the Chancellor; 5) After approval of the Chancellor, prepare ALOBS/voucher for payment and send to grantee for signature 6) Check and initial voucher for Director's signature; 7) Record and forward voucher for signature of OVCAA and / or OVCA; and 8) Record and forward voucher / ALOBS to DBO / Accounting / Cash Office or call up unit to pick up papers; OUTPUT:Approved Thesis Dissertation Aid

40 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office COMPUTER LOAN APPLICATION INPUT : Request for Computer Loan PROCESS: 1) Check requirements : Application for Computer Loan with endorsement from Dean / Unit Head; Compute for monthly net pay of not less than P3,000 after deduction of CLP monthly amortization Notarized Memo of Undertaking Quotation from supplier 2) Evaluate application, check monthly net take home pay: indicate basic information on status and date of original appointment 3) Review and sign / initial application

41 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office COMPUTER LOAN APPLICATION INPUT: Request to apply for computer loan PROCESS:(Con’t.) 4) Give signed application form to applicant for forwarding to Accounting Office and other lending institutions in the University (e.g., Credit Union and U.P. Provident Fund, if applicant is a member) for clearance; 5) Check certifications and initial application for signature of the Director; 6) Give application to party concerned for fowarding to Accounting Office for preparation of voucher; 7) Check and initial voucher for signature of the Director; 8) Give signed voucher to party concerned for signature of the VCA; 9) Photocopy documents, encode data and file OUTPUT: Approved/ Release of loan for computer

42 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office COMPUTER LOAN APPLICATION FORMS / DOCUMENTS REQUIRED: 1) Computer Loan Application Form with endorsement from Computer Loan Application Form Dean / Unit Head 2) Monthly net pay computation of not less than P3,000 after deduction of CLP monthly amortization; 3) Quotation form supplier; 4) Duly accomplished Joint Undertaking for Computer Loan; 5) Notarized Memo of Undertaking;

43 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office CONTRACTUAL OBLIGATION INPUT : Request for Computation of Contractual Obligation PROCESS: 1)Review and check if fellow has been AWOL for more 30 days; send reminder to unit regarding provision of Art. 240 of the UP Revised Code on dropping from the rolls of the University; 2) Upon receipt of unit's recommendation for the dropping / resignation / termination of fellowship / study leave contract, secure fellowship file; 3) Endorse dropping / resignation / termination / separation request to Benefits Section for processing; 4) Review and evaluate fellowship folder; check if necessary documents have been submitted (e.g. Report for Duty, request for extension or renewal, etc)

44 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office CONTRACTUAL OBLIGATION INPUT: Request for Contractual Obligation PROCESS: (Con’t.) 5)Prepare statement of period of fellowship / study leave / special detail enjoyed for computation of monetary value of contractual obligation by the DAO; 6) Review, study contract stipulations; check statement and initial for signature of the Director; 7) Forward statement to Accounting Office for preparation and certification of statement of total contractual obligation; 8) Secure copy of statement from Accounting Office; copy to OLS; and release fellowship folder upon request by OLS for legal review and evaluation; 9) Coordinate with DLO and DAO re status of contractual obligation of fellow; 10)Maintain copies of basic papers regarding contractual obligation for monitoring OUTPUT:Approved/ Released of Obligation for Contractual

45 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office UNIVERSITY CLEARANCE INPUT: Request for University Clearance PROCESS: 1) Upon receipt of clearance, check if with contractual obligation and attach copy of contractual obligation statement, if statement is available; 2) Sign and record clearance if there is no contractual obligation or indicate period of unserved return service obligation on clearance; 3) If return service obligation arising from fellowship / study leave special detail has not yet been fully served, require letter signifying intention to resign or secure recommendation from unit regarding dropping from the rolls; 4) Secure copy of statement from Accounting Office and attach copy of contractual obligation to University Clearance for information of the Separation Unit OUTPUT:Approved/ Released of University Clearance

46 UNIVERSITY OF THE PHILIPPINES Human Resources Development Office FELLOWSHIP / STUDY LEAVE CONTRACT INPUT : Request for Fellowship/ Study Leave Contract PROCESS : 1) Send fellowship / study leave / special detail contract and corresponding suretyship agreement to grantee (if official leave is more than 1 month) and give instructions to fellow; 2) Upon submission of duly-accomplished contract and suretyship agreement, check completeness of information and stamp name of designated signatories, i.e. VCAA (for faculty) or VCA (for REPS administrative staff) and indicate respective CTC numbers; 3) Check accurateness of entries and initial all pages of the contract; 4) Attach photocopies of approval of official leave and forward to the OVCAA and/ or OVCA for signature; 5) Call up grantee or unit for notarization of contracts; 6) Record, prepare folder and file notarized contracts along with basic papers of grantee OUTPUT : Approved/ Released of Fellowship/ Study Leave Contract

47 1.Application for Privilege to Study at Reduced Fees  (Form) 2.Contract for Thesis/Dissertation Research  (Download: Document Requirements)  (Process)  (Form) 3.Fellowship/Study Leave Contract/ Suretyship Agreement  (Process)  (Form) UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Types of Scholarship Privileges Required Forms and Documents Processing Flow

48 5.Official Travel Authority  (Download: Document Requirements)  (Process)  (Admin and Reps Form)  (Faculty Form) 6.REPS/ADMIN Research Dissemination Grant  (Download: Document Requirements)  (Process)  (Form) 7.Special Detail  (Download: Document Requirements)  (Process)  (Admin and Reps - Form)  (Faculty - Form) UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Types of Scholarship Privileges Required Forms and Documents Processing Flow

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