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TABLE OF CONTENTS

TITLE Page

I. THE UNIVERSITY 3 Historical Background University Vision University Mission Statement University Thrust The University Seal

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II. THE ASU CAMPUSES A. Banga Campus B. New Washington Campus C. Kalibo Campus D. Ibajay Campus E. Makato Campus

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III. CURRICULAR PROGRAMS BANGA CAMPUS NEW WASHINGTON CAMPUS KALIBO CAMPUS IBAJAY CAMPUS MAKATO CAMPUS

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IV. ACADEMIC POLICIES 9 I. COVERAGE II. ACADEMIC CALENDAR, SCHEDULE AND SIZES OF CLASSES III. DISMISSAL/SUSPENSION OF CLASSES AND CHANGE OF SCHEDULE IV. ADMISSION, REGISTRATION AND RETENTION V. STUDENTS AND THEIR CLASSIFICATION VI. STUDENTS ACADEMIC LOAD VII. CLASS ATTENDANCE VIII. SCHOOL FEES IX. CURRICULAR CHANGES X. TRANSFER OF STUDENTS AND VALIDATION OF SUBJECTS XI. EXAMINATION AND GRADES XII. SCHOLARSHIP, GRANTS-IN AIDS AND SPECIAL ENROLMENT PRIVILEGES XIII. RULES ON SCHOLASTIC DELINQUENCY XIV. LEAVE OF ABSENCE XV. GRADUATION

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10 11 13 14 15 16 17 19 21 24 26 27 27

V. STUDENT SERVICES 30

A. GUIDANCE AND COUNSELING SERVICES OFFICE (GCSO) B. HEALTH SERVICES UNIT POLICIES AND REGULATIONS C. LIBRARY SERVICES D. STUDENT ORGANIZATION E. STUDENT PUBLICATION F. SPORTS AND CULTURAL SERVICES

G. STUDENT WITH SPECIAL NEEDS AND PWD SERVICES

30 38 39 40 42 43 43

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VI. STUDENT DISCIPLINE POLICIES AND PROCEDURES ON STUDENT DISCIPLINE OFFENSES AND SANCTIONS MISCELLANEOUS NOTES/PROVISIONS DISCIPLINARY PROCESS POLICY ON MAINTAINING THE CONFIDENTIALITY AND SECURITY OF STUDENT DISCIPLINE RECORDS APPLICATION AND EFFECTIVITY

46 46 51 58 60 64

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VII. STUDENT RIGHTS AND GRIEVANCE PROCEDURE 65 I. GROUNDS FOR FILING STUDENT GRIEVANCES. II. DEFINITIONS III. GRIEVANCE PROCESS. IV. GUIDELINES FOR OFFICIAL TRAVEL OF ASU STUDENTS V. OFFICIAL FOREIGN TRAVELS VI. ASU STUDENTS’ ATTENDANCE TO SEMINARS, TRAINING, CONFERENCES

AND OTHER OFFICIAL TRANSACTIONS

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VIII. STUDENT DRUG TESTING POLICY 72 PART I. SCOPE AND COVERAGE PART II. DRUG TESTING OF STUDENTS PART III. CONFIDENTIALITY CLAUSE PART IV. SANCTIONS PART V. MONITORING, REPORTING AND SUBMISSION OF REPORT PART VI. FLOWCHART PART VII. REFERENCES

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I. THE UNIVERSITY Historical Background

The Aklan State University (ASU) is considered as one of the oldest institutions of learning in Western Visayas. It started when the Banga Intermediate School was converted into the Capiz Farm School in 1917 through a resolution passed by the Provincial Board headed by Simeon Mobo Reyes, Aklan being a part of Capiz then. It was formally opened in June 1918. As the enrolment increased considerably, the school was converted in 1928 into a secondary rural school and was named the Banga Rural High School. Through Republic Act No. 3439 authored by Congressman Jose B. Legaspi, the Banga Rural High School was named the Aklan Agricultural College (AAC) in 1963. A two-year technical course was first offered. Subsequently, the college was permitted on May 19, 1966 to offer Bachelor of Science in Agriculture (BSA) program, with Agronomy and Animal Husbandry as major fields. In the seventies, the College further strengthened its instruction program and continued to expand its higher education services by offering other baccalaureate courses. In addition, it offered graduate and post graduate programs to cater to the needs of professionals who seek for career and intellectual advancement. Having met the standards and requirements of an agricultural state college, the Aklan Agricultural College was converted into the Aklan State College of Agriculture (ASCA) on April 10, 1992 by virtue of Republic Act No. 7371 which was sponsored by Congressman Ramon B. Legaspi.

Pursuant to pertinent provisions of R.A. 7722, and R.A. 8292 as well as R.A. 8745 or the General Appropriations Act of 1999, four (4) CHED-supervised institutions were integrated to ASCA in 1999. These were the Roxas Memorial College of Arts and Trades (RMCAT) in Kalibo; the Aklan National College of Fisheries (ANCF) in New Washington; the Northern Panay Teachers College (NPTC) in Makato; and the Western Aklan Polytechnic College (WAPC) in Ibajay.

But better things are yet to come for ASCA. The consolidated version of House Bill 1548 authored by Congressman Allen S. Quimpo and Senate Bill 2236 were passed on final reading on February 5, 2001 and January 29, 2001, respectively, and on April 4, 2001, R.A. 9055 entitled “An Act Converting the Aklan State College of Agriculture in the Municipality of Banga, Province of Aklan into a State University to be known as the Aklan State University, appropriating Funds Therefor and for Other Purposes” was finally signed into law by President Gloria Macapagal-Arroyo which elevated the former ASCA to Aklan State University (ASU).

Today, the School where “boys love to work, and pretty girl sing, cook and dance” has gone a long way from its obscurity in the good old days to its present national prominence.

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University Vision

The Aklan State University envisions to become an “Academic Pillar of Excellence (APEx) for Sustainable Development.” University Mission Statement

The University is committed to offer degree and non-degree curricula in agriculture, forestry, veterinary medicine, fishery, arts and sciences, engineering and technology, education and management science to produce globally competent professionals, leaders, and entrepreneurs through the technological breakthroughs in research, efficacy of extension and efficiency in production. University Thrust In reference to its mission statement, ASU shall undertake the following thrusts:

1. Improve the University’s physical, manpower and material resource capabilities and

methodologies for effective, efficient, and relevant teaching and learning process;

2. Focus the University’s curricular offerings primarily towards the needs of the

agricultural/ fishery sectors in consonance with the University’s mandate;

3. Direct research priorities towards agricultural/ fishery productivity, environmental

preservation and allied problems; and

4. Increase commitment for rural development through expansion of service areas and

provision of appropriate skills training and post training assistance to the socially and

economically disadvantaged people in the countryside.

The University Seal

1. The Book with Torch to symbolize knowledge and enlightenment which the university

will impart along its different mandated programs.

2. The words Instruction, Research, Production, Extension which are the quadrology of

functions where the university will primarily provide dynamic leadership.

3. The motto “Labor is Honor” inscribed on the book to dignify honest effort in working for

development and helping the university’s clients become self-reliant and productive.

4. The year 1918 – the year when the university was founded as Capiz Farm School.

5. The circle of rope along which are written the words Aklan State University and

Philippines representing the strong organizational bond among the different sectors

founded on dynamism and adhocracy.

6. The dominant colors shall be green and gold which stand for progress and prosperity.

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II. THE ASU CAMPUSES A. Banga Campus The Aklan State University has five campuses. Its main campus located at Banga, Aklan nestles amidst a sylvan setting just within the outskirts of the municipality of Banga, below the historic Manduyog Hill. The University is approximately nine kilometers of paved roads away from Kalibo, the provincial capital. The Banga Campus comprises the College of Agriculture, Forestry and Environmental Science (CAFES); College of Teacher Education (CTE); School of Arts and Sciences (SAS); School of Veterinary Medicine (SVM); School of Management Sciences and has piloted the verticalized graduate school program. It occupies a total area of 99.92 hectares productively utilized for buildings and other support facilities, income generating projects and research sites. An attraction both to tourists and pilgrims alike is the Way of the Cross at Manduyog Hill with its Fourteen Stations depicted in life-size statues strategically located along a gently winding 750-meter road that, culminates at the peak with a grand cross and chapel. B. New Washington Campus The ASU New Washington Campus started as the New Washington Junior High School in 1948 and eventually became the New Washington High School in 1954. Through R.A. 1931 which was approved in 1957, it became the Aklan National School of Fisheries. The School was elevated to Aklan National College of Fisheries (ANCF) through R.A. 3944 in 1964. The school which has an area of 12 hectares is located about 10 kilometers from the Dumaguit Wharf and is several meters away from Tambak Beach. Upon its integration to ASU, ANCF became the ASU-College of Fisheries and Marine Sciences (ASU-SFMS). C. Kalibo Campus The ASU Kalibo Campus was the former Roxas Memorial School of Arts and Trades which came into existence by virtue of Republic Act 1592 as amended by R.A. 1417. The school formally opened on July 12, 1960. On June 10, 1983, it became a National College the Roxas Memorial College of Arts and Trades through B.P. 471. The campus which has an area of 8 hectares is situated along the busy Roxas Avenue Extension in Barangay Andagao, Kalibo, Aklan, and is now the ASU College of Industrial Technology (ASU-CIT).

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D. Ibajay Campus The ASU Ibajay Campus was created in July 1971 as the Ibajay National Agricultural and Industrial School by virtue of Republic Act 4486. It was later elevated to Western Aklan Polytechnic College on December 1994 through R.A. 7838. The school is situated on a hilly portion of Barangay Colong-colong overlooking the scenic Sibuyan Sea and the Ibajay River. Of its 25.286 hectares land area, 2.11 hectares are utilized for building structures and the remaining 23.176 are used for school projects. It was integrated to the Aklan State University in the early part of 2000 and is now the College of Hospitality and Rural Resources Management (ASU-CHARRM). E. Makato Campus The ASU Makato Campus is formerly the Northern Panay Teachers’ College (NPTC) located at Barangay Calangcang, Makato, Aklan which was created by virtue of Republic Act No. 4711 duly approved on June 18, 1966. The college never operationalized, however, and in 1979, the Department of Education granted the Aklan Agricultural College a permit to open it as an extension high school. As the law creating the school was never repealed, it was reactivated through a resolution by League of Municipalities of Aklan headed by Mayor Ramon S. Legaspi, Jr. of Makato, and officially opened in School Year 1996-1997. The college was integrated to the Aklan State University and is now known as the Teacher Education Center (TEC) under the academic supervision of the School of Arts and Sciences (SAS). The ASU Makato Campus has acquired an additional 10 hectares lot located in Barangay Castillo, donated by the provincial government of Aklan. Communication Systems The University is served by PANTELCO, a telephone company that facilitates communication to other linkages and agencies. The Campuses has internet connectivity and is operating online at www. asu.edu.ph. It has also an ICT Center that provides services for both faculty and students. The campus has Wi-Fi hotspots for internet connectivity. Other Facilities/Amenities Tissue Culture Laboratory started its operation in 1995. It aims to culture germ-free plant materials under sterile condition using artificial medium through in vitro techniques; Men’s and Ladies Dormitories which provide housing for students coming from adjacent towns and provinces. In addition the University also has several dormitories which are fully equipped for conferences, workshops and seminars, the construction of which was funded by the USAID through the AEOP and ATEP programs; Training Center and Cafeteria which are used by the students in their training as well as by the farmers during the farmers training for technology dissemination; Directed Projects/ Demonstration Farms which facilitate effective and efficient learning among its regular students and other clients but likewise as sources of resource materials for the University's rural development/extension activities.

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III. CURRICULAR PROGRAMS

BANGA CAMPUS College of Agriculture, Forestry and Environmental Sciences (CAFES) Master in Animal Science2 (MAS) major in: Poultry Production Swine Production Master in Crop Science2 (MCS) major in Agronomy Master in Rural Development2 major in Organization and Mgm’t Bachelor of Science in Agriculture3 (BSA) major in: Animal Science Crop Science Organic Agriculture Agricultural Extension Agricultural Economics Soil Science Bachelor of Science in Forestry2 (BSF) Bachelor of Science in Home Technology3 (BSHT) major in: Food & Nutrition Home Management Bachelor of Agricultural Technology (BAT)

College of Teacher Education (CTE) Doctor of Philosophy2 (PhD) major in Educational Management Master of Arts in Education2 (MAEd) (Thesis Program) major in: Educational Management Social Science Mathematics Physical Science English Bachelor of Secondary Education3 (BSEd) major in: English Social Studies Mathematics Science Bachelor in Elementary Education (BEEd) Basic Education Curriculum (BEC) Junior High School (Grades 7-10) Senior High School (STEM and TVL)

School of Arts and Sciences (SAS) Bachelor of Arts2 (AB) major in:

English Bachelor of Science in Nursing2 (BSN) Bachelor of Science in Biology2 (BSBio) Bachelor of Science in Applied Mathematics (BSAM) School of Veterinary Medicine (SVM) Doctor of Veterinary Medicine2 (DVM) School of Management Sciences (SMS) Master in Public Administration3 (MPA) Thesis & Non-Thesis Bachelor of Science in Accountancy2 (BS Acc.) Bachelor of Science in Business Administration2 (BSBA) major in: Business Economics Financial Management Marketing Management Human Resource Development Management Bachelor of Science in Office Administration (BSOA) Bachelor of Science in Entrepreneurship (BSEntrep) Bachelor of Science in Public Administration (BSPA)

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NEW WASHINGTON CAMPUS College of Fisheries & Marine Sciences (CFMS) Master of Arts in Education2 (MAEd) major in: Physical Education Bachelor of Science in Fisheries (BSF) Bachelor of Science in Marine Biology (BSMB) Bachelor of Science in Customs Administration (BSCA) Bachelor of Science in Hospitality Management (BSHM) Bachelor of Culture and Arts Education Bachelor of Science in Criminology (BSC) Bachelor of Secondary Education (BSEd) major in:

Filipino KALIBO CAMPUS College of Industrial Technology (CIT) Master of Arts in Education1 (MAEd) major in: Home Economics Industrial Arts Bachelor of Science in Architecture (BSA) Bachelor of Science in Civil Engineering (BSCE) major in: Structural Engineering Construction Engineering and Management Bachelor of Science in Information Technology (BSIT) Bachelor of Science in Industrial Technology (BSIT) major in: Architectural Drafting Technology Cosmetology

Automotive Technology Food Technology Electronics Technology Electrical Technology Fashion & Apparel Technology Civil Technology Mechanical Technology Bachelor of Science in Hospitality Management Bachelor of Technical-Vocational Teacher Education major in: Electronic Technology Hotel and Restaurant Services Electrical Technology Welding Technology and Fabrication Beauty Care and Wellness Food Services and Management Computer System Servicing and Programming IBAJAY CAMPUS College of Hospitality and Rural Resources Management (CHARRM) Bachelor of Science in Environmental Science (BSES) Bachelor of Science in Computer Science1 (BSCS) Bachelor of Science in Hospitality Management (BSHM) Bachelor of Science in Tourism Management (BSTM) Bachelor of Elementary Education (BEEd) Bachelor of Secondary Education major in: Filipino MAKATO CAMPUS Teacher Education Center (TEC) Bachelor of Technology and Livelihood Education major in: Home Economics Bachelor of Physical Education

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IV. ACADEMIC POLICIES

I. COVERAGE 1. The policies and guidelines in this academic policy shall principally apply to the different

degree granting units of the university such as the college/school/institute/center.

2. Academic policies and guidelines governing the University, Laboratory High School shall be those promulgated by the Commission on Higher Education, Department of Education and other applicable rules and regulations adopted by the University.

II. ACADEMIC CALENDAR, SCHEDULE AND SIZES OF CLASSES

Academic Calendar

1. The annual academic calendar shall be prepared in accordance with the calendar issued by the Commission on Higher Education. The framework of the academic calendar including major activities of the University shall be prepared by the Office of the Vice President for Academic Affairs, through the Deans and/ or Campus Heads and other offices concerned and approved by the Administrative Council.

2. The Academic Year shall be divided into two semesters of at least 18 weeks, inclusive of registration and final examination periods. A summer session of six weeks, the course work of which is equivalent to one semester, shall follow the second semester.

3. All academic units of the University shall operate under the semestral system. Unless otherwise provided, the first semester shall commence in June, the second semester in November and the summer session in April.

4. In addition to the national, regional and local legal holidays, the University shall observe its University Day every April 4th. Graduation days shall also be treated as special holidays.

5. Make up classes shall be held in lieu of class hours lost due to fortuitous events such as typhoons and earthquakes.

Schedule of Classes

1. Schedule of classes in the main campus shall be prepared by a Committee headed by the Vice President for Academic Affairs, with the Director for Student Affairs and Deans as members. In other campuses, the Committee shall be headed by the Campus Heads and other academic unit heads as members.

2. All programs shall start classes on the first day of the academic term. 3. Classes shall be scheduled during regular school hours. If classes are scheduled outside

school hours, the instructor concerned shall be entitled to honorarium based on approved rates, provided, those classes are beyond the normal workload. No classes shall be scheduled outside school hours/premises without the approval of the President or his duly authorized representative and consent of the students and parents/guardians. Regular school hours referred herein shall be the official school hours of duty followed by the University.

Orientation Programs

1. An orientation program for new students shall be prepared and conducted by the Office of Student Affairs within two (2) weeks from the opening of classes. An academic unit may also conduct entrance ceremony for freshmen students and orientation for parents/guardian.

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Class Size The standard class size of the University shall be as follows:

1. The minimum class size to warrant the opening of a class for a particular subject shall not

be less than twenty-five (25) students for undergraduate level and fifteen (15) students for

graduate level. Deviation from standards shall be subject to the approval of the University

President or his/her representative, provided, that the requesting students will pay the

prescribed total amount of tuition and other fees equivalent to the required number of

students for the requested subjects unless otherwise provided.

2. No classes shall be divided into sections primarily to enable the instructor to comply with

the regulations governing teaching load.

3. Every college/school or unit shall have general authority to limit its enrolment if necessary,

subject to the approval of the President of the University or his duly authorized

representative.

4. The Vice President for Academic Affairs, Deans, College/School Secretaries and other

Academic Unit Heads are charged with the enforcement of the above rules on class size.

III. DISMISSAL/SUSPENSION OF CLASSES AND CHANGE OF SCHEDULE

Dismissal of Classes 1. Classes may be dismissal five (5) minutes before the schedule time to allow the students

enough time to transfer from one room or building to another.

2. A class may be dismissed if after the first fifteen (15) minutes the instructor has not yet

entered the classroom. Should this happen the Dean or his authorized representative shall

advise the students to go the library or other learning centers for research work and/or

readings.

3. Instructors may dismiss their classes early only in unusual cases and with the authority of

the Dean or Unit Head concerned for which a written report shall be submitted by the

faculty stating the reason for such action.

a. Graduate Level • Lecture

• Technical Course

30 students 20 students

b. Undergraduate Course

• Lecture Class

• Laboratory Class (social e.g. non-formal, community immersion)

• Laboratory Class (technical, chem., etc.)

40 students 40 students 25 students

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Suspension of Classes 1. All classes shall automatically be suspended when the weather bureau raises typhoon

signal number three (3), flooding and other weather disturbances/calamities in the area of

the University or when the Local Government Unit (LGU) or the University President or

his/her duly authorized representative so declares and on such other events as

determined by the University President that may adversely affect class attendance of

students.

2. Classes may be suspended during an unscheduled University-wide activity that requires

the attendance of the faculty and/or students upon the order of the University President or

his duly authorized representative.

Change of Schedule

1. No faculty member shall meet his classes or students for consultation at a time, date and place other than that designated for the purpose, except when expressly permitted by the Dean or Unit Head concerned.

2. No faculty member shall change class schedule unless otherwise authorized by the Dean

or Unit head concerned.

IV. ADMISSION, REGISTRATION AND RETENTION Entrance Requirements

1. Entrance requirements for each course shall be prescribed by the faculty of the college or unit offering the course, subject to the approval of the Academic Council and the confirmation of the Board of Regents.

2. A University Admission Test shall be given to entering freshmen and transferees which

shall serve as one of the bases to determine the fitness of the student to enter the University.

3. College Entrance Test shall also be given by the College/School concerned to entering freshmen and transferees which will determine the fitness of student to get the course in the said College/Schools

4. As prerequisite, every applicant for admission shall be required to pass a thorough

physical, medical and other examinations, as may be deemed wise, to be conducted by medical/dental unit of the University.

Admission

1. No students shall be denied admission to the University by reason of race, age, sex, socio-economic status, religious belief, political affiliation, conviction, or ideology.

2. Graduates of high school duly recognized by the government may be admitted as

freshmen into the University on the following bases: a) Their performance in the University Admission Test and College/School Entrance

Test; b) Their weighted average in senior high school; c) Their performance in the interview conducted by the college/school concerned;

and;

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d) Their compliance of other requirements prescribed by the University, which includes documents and other academic credentials.

1. Transfer students from recognized institutions of higher learning may be admitted on probation basis, until such time when they have validated or repeated all subjects taken outside the University which are required for their course, provided that they satisfy the requirements on admission and entrance examination and interview enunciated in the preceding paragraph and other requirements prescribed by the University.

2. Former students who have attended another institution since attending the University shall be required to qualify on the same basis as new transfer students.

3. An applicant who has already earned a baccalaureate degree from other Universities may be admitted without the necessity of qualifying in the University Admission Test; provided, that he meets all the other requirements prescribed by the college concerned.

4. Every student shall, upon admission, sign the following pledge: 5. “In consideration of my admission to the Aklan State University and of the privileges of a

student in this institution. I hereby promise and pledge to abide by and comply with all the rules and regulations lay down by competent authority of the University.”

Refusal to take the foregoing pledge or violation of its term shall be sufficient cause for denial of admission or summary dismissal of the student concerned.

1. Government employee seeking admission to the University shall be required to submit the

following: 2. Permit to study signed by his agency head or his duly authorized representative; 3. Original copy of Transcript of Records; 4. Other requirements prescribed by the University.

5. Students seeking admission to the graduate/postgraduate level shall meet all the

requirements prescribed by the University.

6. Only students who have been duly registered shall be admitted to classes. In exceptional cases, the instructor may recommend to the Dean concerned the admission of an observer to a class.

Registration

1. Students shall register within the scheduled registration period as provided for in the approved annual academic calendar. However, registration may be extended for a period of five (5) working days after the last day of the registration schedule, subject to the payment of fine for late registration.

2. A fine shall be imposed for late registration on the first day and an additional amount for

every day thereafter until the last day of registration with fine.

3. Special course students may register after regular registration period without the payment of fine for late registration but subject to other existing regulations of the University. Special courses such as 6 months driving course. 1-month culinary arts and the like.

4. No student shall be registered one (1) week after regular classes have been held.

Cross Registration

1. No student enrolled in another institution shall be admitted to the University without a written permit from the concerned authorized official of his/her mother school. The permit

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shall state the total number of units in which student is registered in his/her mother school and the subjects that he is authorized to cross-register in; provided, that he/she meets all the other requirements prescribed by the University appurtenant thereto;

2. Students currently enrolled in the University, who wish to cross-register in another school,

may be permitted to do so, subject to the following conditions; a) That there is an immediate need for the cross-registration to clear out his/her

academic deficiencies, such as the case of graduating students; b) That the subject is not offered in the University; and, c) That it shall not be in conflict with his/her own schedule.

1. The total number of units of credit for which a student may register in two or more

institutions or units in the University, as the case may be, shall not exceed the maximum allowed by the rule on academic load.

2. The Aklan State University shall not credit any course taken by any of its student in any

other institution unless the taking of such course was expressly authorized by the Registrar upon the recommendation of the Dean and or Unit Head concerned.

3. The University reserves the right to deny admission to a student who seeks to cross

register. Retention

1. Each College or Unit shall formulate its own retention policy in consonance with that of the

university policy subject to the approval of the President and the Board through the

Academic Council.

V. STUDENTS AND THEIR CLASSIFICATION

Student Defined

1. Students are those enrolled in and who are regularly attending an educational instruction of

secondary or higher level or person engaged in formal study (Education Act of 1982).

Classification of Students

1. Students shall be classified as follows: a) A regular student is one who is registered for normal academic credits and who

carries the full load for a given semester under the curriculum in which he/she is enrolled including the cases of graduating students who may carry less than the full load for purpose of completing the requirements of the curriculum. If a student has already finished some of the required courses, the earned credits shall be added to the units he/she is actually taking in the computation of his/her load is for the purpose of determining the student`s status.

b) An irregular student is one who is registered for formal credits but who carries less than the full load for a given semester under the curriculum in which he/she is enrolled.

c) A transfer student is one who comes from another institution where he/she started studying for a course and who is now registered in the University after qualifying for admission.

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d) A working student is one who is employed on a full-time/part-time basis in or outside the University.

e) A special course student is one who is registered in short/opportunity courses for duration of six months or less. The work done by this student shall not be given any credit; however, this shall be reported either as “Satisfactory” or “Unsatisfactory” after the end of the course.

2. Students shall also be classified as follows:

a) A freshman is a student who has not completed the prescribed subjects of the first year of his/her curriculum or 25 percent of the total number of units required in his/her entire course.

b) A sophomore is a student who has prescribed subjects of the first year curricula or has earned not less than 25 percent nor more than 50 percent of the total number of units required in his entire course.

c) A junior is a student who has completed the prescribed subjects of the first two years of his/her curriculum or has earned not less than 50 percent nor more than 75 percent of the total number of units required in his entire course.

d) A senior is a student who has completed the prescribed subjects of the first, second and third years of his/her curriculum or has finished not less than 75 percent of the total number of units required in his/her entire course.

e) In course other than four-year curricula, students shall be classified on a similar proportional basis. In the case of curricula in which the weight of the subjects are not expressed in terms of units, the computation shall be made on the basis of their equivalents.

Residency

A candidate for graduation in any semester/term with no academic units/subject to enroll in his/her degree, shall be required to enroll “in residency” for that semester/term. 1. A student shall finish the degree within the specified program period (i. e BSA -4

years). If he/she does not finish the course but qualified to pursue the course, the student may be given a grace period of ½ year of the total degree program period (e.g. BSA, 4 years, ½ of 4 years) to finish provided he/she has a valid reason.

VI. STUDENTS ACADEMIC LOAD

Number of Hours Per Unit of Credit 1. One unit of credit shall be at least 18 full hours of instruction per semester in the form

of lecture, discussion, seminar, tutorial, or equivalent field/laboratory work or any combination of these forms within a semester.

2. The standard number of hours for every one unit of credit class session shall be as follows:

a) Lecture class 1 hour b) Laboratory class 3 hours

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Normal Load of Students 1. The normal load for undergraduate students shall not exceed the prescribed number

of units including laboratory subject per semester. However, a graduating student with all subjects passed in the semester immediately preceding his/her enrollment may be allowed to carry an overload of 6 units per semester above his/her normal or regular load during the last two semesters of his/her enrolment.

2. During the summer term, the normal load shall be 9 units in non-laboratory courses or 6 units in courses with laboratory work.

3. In the graduate level, full-time students shall be allowed to have a normal semester load of nine (9) units or a maximum load of 12 units. Part-time (working student) shall be allowed a maximum of 9 units. During the summer session, the normal load shall be nine (9) units for non-laboratory courses and six (6) units for all laboratory course; and/or two (2) non-laboratory courses with one (1) laboratory course.

4. The Dean, or his duly authorized representatives, is empowered to limit the academic load of regular and irregular students and those who are employed either on full or part-time basis.

5. No student shall be allowed to enroll in two academic programs at the same time.

VII. CLASS ATTENDANCE Attendance of students to class shall be governed by the rules and regulations promulgated by the University. 1. The following rules on attendance shall apply to all

Colleges/Schools/Institution/Center, in the University. a) Any student who, for unavoidable circumstances, is obliged to be absent from

class, must obtain a written excuse from the office of student Affairs (OSA) to be presented to the instructor (s) concerned not later than the second session of the class after the date of the student’s return.

b) Any medical certificate must be secured from a duly licensed physician. c) An excuse is for the time missed only. The student concerned shall be

responsible for all the lessons covered by the class during his/her absence and all work assigned to be accomplished during such absence shall be made up by him/her to the satisfaction of his/her instructor within a reasonable time.

d) Whenever a student has been absent for three consecutive class meetings, a report thereof should be sent by the faculty member concerned to the Office of Student Affairs and the Academic Head of the Students. The Office of Student Affairs shall call the student and notify the parents, if necessary.

2. Where the number of hours lost by absence of a student reaches 20 percent of the

hours of recitation, lecture, laboratory, or any other scheduled work in one subject, he/she shall be dropped from the subject; provided, that a faculty may prescribe a longer attendance requirement to meet their special needs.

3. If the majority of the absences are excused, the student shall not be given a grade of “5” upon being thus dropped, but if the majority of the absences are not excused,

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he/she shall be given a grade of “5” upon being thus dropped. Time lost by late enrolment shall be considered as time lost by absence.

4. Three tardy arrivals shall be equivalent to one-hour period absence. Tardy arrival is recorded when a student arrives in class after the instructor has called the roll. Absence is non-appearance of the student for the entire class period.

VIII. SCHOOL FEES

Subject to applicable laws and regulations, all student fees and other charges shall be fixed by the Board of Regents, upon the recommendation of the Administrative Council.

Classification of School Fees

1. School fess shall be classified into: a) Regular school fees, which include tuition and fees/charges for medical-dental,

athletic, diploma, library and laboratory. b) Student fees which includes fees for student publication, identification card,

student government, workbook, computer fee, insurances and graduation fees for seniors;

c) Administrative fees which include fines for late enrolment and other authorized

fines, fees for changing, adding or dropping of subject, special service fees for validation/removal examination, official transcript of records, certifications, testing services student development fee and institutional development fee.

Schedule of Allowable Refunds

1. Students who have already paid their tuition and other fees and wish to withdraw their registration or are granted honorable dismissal are leave of absence, shall be entitled to a refund of said payment except entrance and registration fees, in accordance with the following schedule:

a) Before opening of classes 100% b) Within one week from opening of classes 80% c) Within the second, third, or fourth week from opening of classes 50% d) After from fourth week from opening of classes No refund

Refund of fees for graduate students as stipulated in the GS Handbook shall form part of this academic policy.

2. In the case of the students who register after the opening of classes and withdraw thereafter, the number of days shall be counted from the actual date of registration and refund of fees shall be in accordance with the above schedule wherever it is applicable.

3. Laboratory fees shall not be refunded after one week from the opening of classes where voluntary change is made from one course to another. Refund of tuition for a subject may be allowed in case of forced dropping of such subject for valid reason (s).

4. In case of incapacitation or death of a student during the semester, all fees may be refunded.

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IX. CURRICULAR CHANGES

Dropping of Subject 1. A student may, with the knowledge of the instructor of the subject and consent of the

adviser and the Dean, drop a subject by filling in the prescribed form, provided that his/her case is not covered by Numbers 2 or 3, VII. Rules on Attendance of Student. If the drooping takes place after the midterm examination, the instructor shall state on the prescribed form whether the student shall be “dropped” or given the grade of “5.0” on the basis of his/her class standing on that subject.

2. A student who intends to drop a subject shall first notify the instructor concerned as

reflected by his/her signature on the prescribed form. Then the student adviser shall recommend approval of the dropping of the subject to the Dean who shall endorse the form to the Office of the Registrar. Any student who does not follow this procedure shall be given a grade of “5.0”.

3. A student may add or drop subject within one week after the opening of classes by filling

in the prescribed form. Adding of subjects shall be in consonance with the rules on normal load of students.

4. Adding and/or dropping of subjects within one week after opening of classes shall be

deemed completed only upon passing the form through the Cashier’s Office and filing with the Office of the Registrar.

5. After the period prescribed in the preceding section, a student may be allowed to drop a

course only by reason of illness, duly certified by a physician of the University or any authorized official of the Department of Health, and other justifiable reasons such as transfer of residence elsewhere or abroad.

6. Transfer of student to other class/section shall be made only with the consent of the

instructors concerned. Adding/Changing of Subjects

1. Changing and/or adding of subjects shall be allowed for valid reasons; provided, that these are done within, but not later than the second week after regular classes have already been held.

2. The changing and or adding of subjects shall be affected by means of the prescribed

“Changing/Adding of Subjects” form upon recommendation of the adviser to be concurred by the Dean or his duly authorized representative. Copies of the approved forms shall be furnished to the Office of the Registrar and the Accountant for record purposes.

Withdrawal from Program 1. When a student withdraws entirely from his/her program during the term with valid

reasons and with the approval of the Dean concerned and the Registrar, it shall be classified as “WITHDRAWAL.”

Substitution of Subjects 1. Every subject substitution must be based on at least one of the following:

a) When a student is enrolled in a curriculum that has been superseded by a new one and the substitution tend to bring the old curriculum in line with the new;

b) When there is conflict of schedule between the two subjects;

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c) When the required subject is not offered.

2. Every petition for substitution must be: a) Between subject very similar in content and with the same number of units; and b) Approved by the Dean upon the recommendation of the Department Chair and

or the student’s adviser.

3. An approved petition for substitution in the summer term must be submitted to the Office of the Registrar within one week after the opening of classes. In the regular semester, the approved petition must be submitted within two weeks after the opening of classes for consideration in the records of students. A petition submitted thereafter shall be considered for the following term.

4. No substitution shall be allowed for any subject prescribed in the curriculum in which the student has failed or received a grade of “5.0” except when, in the opinion of the Dean concerned, the proposed substitute covers substantially the same subject matter as the required subject.

5. All applications for substitution shall be acted upon by the Dean concerned within three

(3) days from submission. In case the action of the Dean is averse to the recommendation of the Department Chair or adviser, the student concerned shall be notified immediately, and he/she may appeal to the President through the Vice President for Academic Affairs whose decision shall be final.

Request for Unscheduled Subjects

1. Except during summer, subjects unscheduled for a given term may be offered upon written request of at least 25 students, duly endorsed by the Dean and approved by the Vice President for Academic Affairs. For graduate courses there shall be at least 15 students for non-technical and 10 students for technical courses or maybe less provided that the requesting students will pay the prescribed total amount of tuition and other fees for the requested subjects. Provided, that instructors who fails the students in the regular terms shall not handle the same subject/s during summer, if possible.

2. Subjects to be offered in a term may be scheduled by the Dean when needed by at least

five (5) graduating students provided that a written request to the Vice President for Academic Affairs is made at least two (2) weeks before the start of the registration.

Changing of Section

1. Change of section shall be allowed for valid reasons, subject to the approval of the Dean of College/School/Institute upon consent of the Instructions concerned and noted by the Registrar.

Shifting of Course

1. Shifting from one course or major to another from one college/school to another shall be allowed under the following:

a) A student is allowed by the Dean to shift his/her course if in the option of the Dean, the student is not academically fitted to the course.

b) A student should apply for a shift of course to the Dean where he is getting out to be endorsed to the Dean of his new course, who in turn shall approved said application provided that the student meets all the qualifications/requirements for the new course.

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X. TRANSFER OF STUDENTS AND VALIDATION OF SUBJECTS

Transfer Students 1. Transfer students may be admitted to the University provided that the following conditions

are all complied with: a) Must take and pass the University Admission Test (UAT) and other admission

requirements of the University and of the College/School he/she intends to enroll. b) Must present at least a checklist of academic records signed by the Registrar of

previous college work for evaluation prior to registration; c) Shall be on probation basis until such time as the official transcript of record from

the school last attended is received; d) Must be of good academic standing. However, transfer students from institution

that are not members of PASUC or ACAP, or from institutions not accredited by PAASCU, AACCUP or other recognized accrediting agencies, must have obtained a weighted average of “2.5”, “80%” “B” or better in the equivalent courses offered in the University;

e) Must validate the equivalent courses where they obtained grades lower that “2.0”,

“85%”’ or “B” at least one week before registration if they expect to receive credit for the courses;

f) Those coming from institutions that are members of PASUC, ACAP or from

institutions accredited by PAASCU, AACCUP or other recognized accrediting agencies are not required to meet the weighted average of “2.5”, “80% or “B” and not required to validate previously earned units. The courses to be credited shall be determined by the Dean concerned.

g) Shall complete in the University at least 50% of the Units required for graduation

in his/her course; h) Must submit a certificate of transfer credential and a certificate of good moral

character from the school /he she last attended. i) All other requirements prescribed by the College/School for which he/she is

seeking admission. j) An admitted transfer student may not be allowed to enroll in a subject or subjects

the prerequisite of which taken elsewhere has not yet been validated or repeated in the University.

Enforcing a New Curriculum

a) When a new curriculum is unforced, only new students or freshmen shall be covered during the 1st year of implementation and the succeeding freshmen thereafter.

b) A student shall follow the same curriculum that he/she started on within the maximum number of years of residence.

c) If a student fails to finish the course within the prescribed maximum number of years of residence, he/she shall be required to follow the new curriculum.

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Validation of Subjects 1. An admitted transfer student must validate all subjects taken in his former institution

for credits; provided, that he/she is not allowed to validate more than 18 units per semester. He/she must apply for validation within the four successive semesters from the date of his/her admission; provided, that a third-year transfer student must validate all transfer credits during his/her first two semesters in the University.

2. The provision of the preceding paragraph to the contrary withstanding, validation of subjects may be allowed in exceptional cases upon the recommendation of the Dean concerned and upon approval of the President of the University or his/her duly authorized representative.

3. An admitted transfer student may apply for validation, with the use of the prescribed Validation Permit Form, for advanced credits corresponding to the subjects taken in another institution of higher learning upon compliance of the following requirements.

a) Presentation of credentials showing that he/she has attended and passed in said institution courses fully equivalent to those given in the University for which advanced credits are sought; and,

b) Passing the validation test given for the purpose by the College/School/institute/Center concerned.

4. A transfer student who fails to validate within the prescribed period has to re-enroll the required course (s).

5. Only grades not lower than “2.25” (84 or B), for courses completed in non-member institutions of the ACAP and PASUC, may be validated. The regular periods for validating examinations without fees are:

a) Within the first three weeks after the last day of registration for any terms, as schedule by the Dean, and,

b) During the final examination in any term. Validating examination may be conducted outside these periods, but not beyond one

year after admission to the University, upon payment of a validating fee per subject set by the University; provided, that pre-requisite subjects should be validated before taking the advanced courses.

6. Instructors who prepared administer; score tests, for validating examination shall be

entitled to service credits subjects to pertinent policies, rule and regulations. Instructors who prepared and scored the test papers of the validating test held outside of the validating schedule shall be entitled to receive the validating fee subject to accounting and auditing rules and regulations.

7. Advanced credits may also be granted by the Dean concerned to a student who

according to his/her transcript of records, earned those credits in a member institution of the ACAP, PASUC, or any other institution with which the University has a formal linkage in academic programs.

8. Each college or unit may promulgate rules on admission and granting of credits to

transfer students consistent with the general rules set by the University based on CHED rules.

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XI. EXAMINATION AND GRADES Examination

1. Examinations are integral components of the University and shall be administered by the instructor, for the purpose of evaluating student performance, subject to applicable policies and regulations.

2. An integrated schedule of the examination shall be prepared by the Vice

President for Academic Affairs, upon consultation with the Deans of academic units.

3. The giving of any examination ahead or later that the approved schedules shall

need a written permission from the office of the Vice President for Academic Affairs through the Dean.

4. Students with delinquent accounts shall be allowed to take mid-term or final examinations upon execution of a promissory note guaranteed by their parents. The university shall withhold the release or issuance of their credentials prior to their graduation until all prior accountabilities are fully settled.

5. A student verified to have not qualified in the duly established University Admission Test, College Entrance Test nor paid his school fees during the enrolment period shall not be allowed to take the final examination.

6. A student given permission to sit or attend a course in audit for refresher

purposes shall not be allowed to take the final examination for credit in such course.

7. A student advised to drop a course due to unauthorized overload or for not taking

the prerequisite(s) thereof shall likewise not be allowed to take the final examination in the said course.

8. Consent of the Instructor/Professor concerned shall be needed before a student

could take the final examination in a course where validation is sought. 9. The Instructor/Professor or the University Personnel concerned shall be

administratively liable for the infraction of any of the preceding rules. Grades

1. The academic performance of students shall be evaluated and graded at the end of each term in accordance with the prescribed grading system.

2. The grading system shall be uniform, using number grades in multiples of .25

from 1 to 5, where 1 is the highest and 3 as the lowest passing grade. No grade of 4 shall be given as final rating.

More specifically, the grading system of the University shall be as follows:

a. Undergraduate Level

Quantitative Description

Percent Equivalent

Letter Equivalent

1.00 99-100 A

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1.25 96-98 A 1.50 93-95 A- 1.75 90-92 A- 2.00 87-89 B 2.25 84-86 B 2.50 81-83 B- 2.75 78-80 B- 3.00 75-77 C 5.00 Failure INC Incomplete

b. Graduate Level

Quantitative Description

Percent Equivalent

1.00 95.1 and above 1.25 90.1-95 1.50 85.5-90 1.75 80.1-85 2.00 75.1-80 2.01-3.00 75 and below (no credit) 5.00 Failed INC Incomplete/No Grade/Dropped

The passing rate with credit is at least 2.00 The percent equivalent and letter equivalent to the University Rating System shall

be for reference purposes only on interpreting grades coming from other schools or interpreting grades expressed in percent.

3. A student who has received a passing grade in a given course shall not be

allowed to re-examination for the purpose of improving his grade. 4. The Instructor is the sole authority to determine and give grades to his students. 5. Every faculty member shall submit his report of grades within ten (10) working

days, after the final examinations at the end each term. 6. No grade issued by a former faculty member, who at the time of submission is no

longer employed by the University, shall be honored, except when the cause of his separation is permanent total incapacity. In case of death/incapacity where the faculty failed to submit the grades, a memorandum shall be issued to the faculty who shall be given the authority to give grades. The Vice President for Academic Affairs thru the Dean shall issue the memorandum.

7. No faculty member shall change any grade after the report of rating has been filed with the Office of the College/School/Center/Institute Head and/or with the Office of the Registrar. Where an error in computation has been committed, the Instructor may request authority from the Dean concerned, through the Department/Coordinator/ Chairman, to make the necessary change. If the

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request is granted, the Dean concerned shall forward the change of rating to the office of the Registrar for correction of the records. However, in no case shall grades be changed beyond one (1) year after initial filing, nor shall any change have operated to the prejudice of the student. Evidence like class records, class cards and other pertinent document, and certification from 3 disinterested witnesses shall be presented/attached to the request.

8. The grade of INC is given if a student whose class standing throughout the

semester is passing but fails to take the final examination or fails to complete all academic requirements for the course, due to illness or other valid reasons. If the reason is deemed justifiable by the Dean or Unit Head, the student may be given the examination. If the student passes the examination to remove the ‘INC”, the final grade may be “3.0” (2.0 for graduate studies) or better, if he fails, the final grade shall be ”5.0”. In case the class standing is not passing, and the student fails to take the final examinations for any reason, a grade of “5.0” shall be given. “INC” is also given for a work that is of passing quality, some part of which is a report/term paper or other requirement, but for good reason, was not fulfilled; the final grade may be “3.0” (2.0 for graduate studies)or better if the student complies; otherwise, the grade shall be “5.0”.

9. Examination for removal of INC may be taken without fee during:

a) Regular examination periods; provided, that the subject/course involved

is included in the schedule of examination; and,

b) The regular removal examination period, i.e. within the third week after the registration in each semester; provided further, that the examination is taken at the time it is scheduled.

10. Removal examination may be taken at other times on recommendation of the

Chairman of the department concerned and approval by the Dean, upon payment of an examination fee per subject. A student not in residence shall pay the registration fee besides the examination fee in order to be entitled to take the removal examination.

11. Completion of the INC shall be the sole responsibility of the student. Only the

Instructor who gave the INC could issue a completion grade. In justifiable cases, however, another instructor handling the same subject as the one involved may conduct the removal examination and issue the completion grade, provided, that said instructor is duly authorized by the Dean concerned.

12. The period for the removal of a grade of “INC.” should not extend beyond one calendar year from the date the mark was received.

13. A grade of “INC.” not removed within the period provided in the preceding section shall automatically become “5.0”. Unless there are evidences to the contrary, the Registrar is authorized to make the automatic conversion from “INC.” to “5.0”.

14. For unfinished thesis/dissertation / on-the job training /practicum /thesis options,

a grade of “In Progress” shall be given.

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15. Payment of a “Special Examination Fee” shall be required for students completing the INC outside of the schedule date, within the prescribed grace period.

16. In case of suspended student, completion of thesis during the period of

suspension shall not be honored. Re-enrolment may be made later after the termination of the suspension.

XII. SCHOLARSHIP, GRANTS-IN AIDS AND SPECIAL ENROLMENT PRIVILEGES

1. Scholarship Program Scholarship in the University are classified into: (a) entrance scholarship; (b)

Institutional Scholarship; (c) Government-sponsored Scholarship; and (d) Privately sponsored Scholarship.

a. Entrance Scholarship

An entrance scholarship consisting of free tuition and free laboratory fee shall be enjoyed for one semester only by the following students upon admission to the institution:

1. Graduates of colleges/universities of reputable standing or accredited institutions who were conferred any degree as, cum laude or with honors or better.

2. Valedictorians (100% free tuition) and salutatorians (50% free

tuition) from public/ private high schools and vocational schools equivalent to high schools. Provided, that said valedictorians/salutatorians come from graduating classes with an enrolment of at least thirty graduates to be certified by the head of the institution concerned; provided, further, that additional scholarships shall be granted to other honor graduates coming from the same class in the order of their rank for every additional fifty graduates or a major fraction thereof; Provided finally, that valedictorians and salutatorians in all the laboratory high schools under the university/ college shall be extended the privileges of free tuition regardless of the number or members of the graduating class.

b. Institutional Scholarship

1. Full scholarship consisting of free tuition shall be enjoyed by any

undergraduate student who obtains at the end of the semester, an average of “1.5” or better, that the student has no grade lower than 2.25 or its equivalent, renewable for the succeeding semester. This is applicable to students who carry regular load.

2. A unit or partial scholarship consisting of fifty (50) percent reduction in tuition shall be enjoyed by any undergraduate student who obtains at the end of the semester an average of “1.75” or better, without any grade lower than 2.25 or its equivalent, renewable for the succeeding semester.

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c. Government-Sponsored Scholarships

The University shall accept recipients of the study grant programs funded by the government such as those under Batas Pambansa Bldg. 337 otherwise known as the Local Government Code of 1991, and other scholarship programs sponsored by government entities provided they qualify in the University admission process.

d. Privately Sponsored Scholarships The University may also accept scholars sponsored by private individuals and organizations upon qualifying in the entrance requirements and following enrollment procedures.

2. Grant-In Aids

The University shall provide grants-aid to deserving college students. This privilege is renewable every semester, subject to the academic performance of the grantee. Grantees of the same are exempted from the payment of tuition fees.

The following shall be granted special enrolment privileges:

a. Members of the ASU Band, Combo, and Dance Troupe; b. Children of ASU plantilla personnel who had served for at least two

years, for one baccalaureate degree. c. Dependent children of ASU plantilla personnel who died while in active

service of the University; d. Members of the ASU varsity or athletes who have participated in at

least Regional SCUAA Meet or its equivalent provided that they maintain passing grade in all subjects enrolled;

e. Campus-wide publication editor-in-chief and SSC Presidents are

granted free full tuition while section editors are granted half free tuition. 3. Student Labor Assistance

Poor but deserving students are given opportunity to work in the University’s supervised projects/offices for them to earn for their education fees and subsistence while studying.

Students may apply to the project in-charge/unit head to be recommended by the Office of Student Affairs for approval by the President/Executive Director.

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XIII. RULES ON SCHOLASTIC DELINQUENCY The faculty of the University shall promulgate suitable and effective provisions governing all delinquent students for all levels.

Actions on Scholastic Delinquency

1. Scholastic delinquencies shall be dealt with in accordance with the following policy standards, unless otherwise provided:

a. Warning – Any student who obtains final grades at the end of the semester below “3” in 25 percent to 49 percent of the total number of academic units in which he/she is registered shall be warned by the Dean to improve his work. He/she shall be allowed to enroll a load of not more than three units less than the normal load in the ensuing semester.

b. Probation- Any student who obtains final grades at the end of the semester below “3” in 50 percent to 75 percent of the total number of academic units in which he/she is registered shall be placed on probation for the succeeding semester and his/her load shall be limited only to 12 units. Probation may be removed by passing with grades of “3” or better in more than 50 percent of the units in which the student has final grades in the succeeding semester.

c. Debarred- Any student who obtains final grades at the end of the semester below “3” in 76 percent or more of the total number of academic units in which he/she receives final grades shall be advised to rest for one (1) year. A student debarred for the second time under the rule shall not be eligible for readmission to the University.

2. Disqualification to enroll mentioned in the preceding paragraph does not apply to cases where grades of “5.0” were due to the student’s unauthorized dropping certified by the faculty and Dean concerned. However, if the authorized dropping takes place after the mid-semester and the student’s class standing is poor, the grade of”5.0” shall be counted against him her. The recommendation of the Director of Office of student Affairs and the Dean concerned shall be based on the individual merit of the cases; provided that in case of re-admission into the University, the action shall be no lighter than “probation”.

3. A grade of “INC” shall not be included in the computation to evaluate scholastic standing; when it is replaced with a numerical grade the latter shall be included in the grades during the semester when the compliance is made.

4. Units earned by debarred students in other schools during the period of their debarment shall not be credited. However, they may enroll in a non-degree program.

5. No application for readmission of any debarred student shall be submitted to the President for approval without the favorable recommendation of the Dean concerned.

6. Unless otherwise provided, an undergraduate degree or course must be completed within one-and-half times the period prescribed for the same.

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XIV. LEAVE OF ABSENCE 1. Prolonged leave of absence shall require a written permission to the Dean or

equivalent official, stating the reasons for the leave and shall specify the period of the leave, which shall not exceed one academic year. The College/School/institute, through the Dean or his authorized representative, shall notify the parents or guardians of every student granted leave of absence and the Registrar for the amount of money to be refunded to the student, if any.

2. Students who withdraw from a College/School/Institute/Center without formal

leave of absence, may have their registration during that semester curtailed or entirely withdrawn. A student who stops for one or more semester, but fails to apply for leave of absence, shall be required to reapply for admission.

XV. GRADUATION

Graduation Requirements

1. A student shall be recommended for graduation only after he/she has satisfied all academic and other requirements for graduation prescribed in his/her certificate/degree during the term inclusive of date of completion.

2. A student shall file his/her application for graduation upon enrolment in his/her last semester/summer term with the Office of the Dean/Director concerned and concurred by the Registrar.

3. During the first three weeks after the opening of classes each semester and one

(1) week during summer term, the Dean or his/her duly authorized representative, shall certify to the Registrar a list of candidates for graduation for the semester/summer. The Registrar shall examine the academic record of each candidate for any deficiency to qualify the student for graduation.

4. If there should be any question regarding a candidate for graduation, his/her

name shall not be deleted from the list of candidates, but footnotes to that effect shall be given.

5. Ten weeks before the end of the semester, the Registrar shall publish a complete

list of duly qualified candidates for graduation for the semester. This list of candidates for graduation must be recommended by the School/College Council for deliberation, approval and endorsement of University Academic council to the Board of Regents for confirmation.

6. All candidates for graduation should have their deficiencies cleared and their

records completed not later than the date specified in the Academic Calendar of the University except in those subjects, both academic and non-academic, in which the student is currently enrolled during the semester/ summer term.

7. No student shall be graduated from the college unless he/she has completed at

least four (4) semesters for a four/five/six-year course (s) and two semesters for two-year courses of residence immediately prior to graduation. In case of a one-year course, all required subjects in the curriculum should be taken from the college.

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8. Students who have completed all academic requirements but failed to graduate in the prescribed term shall be recommended for graduation the following term.

9. No student shall be issued a diploma, certification, or transcript of records unless

he/she has paid the required graduation fees and other legal fees within a specific period.

Graduation with Academic Honors

1. Students who completed their courses with the following range of weighted averages, computed to the third decimal places and rounded off to the second decimal place, shall be graduated with honors to be inscribed on their diplomas.

Summa Cum Laude 1.00 – 1.24 Magna Cum Laude 1.25 – 1.49 Cum Laude 1.50 – 1.75

Provided, that the student has no grade below “2.5” or 81-83 or its equivalent in subjects prescribed in the curriculum; and provided, further, that in the case of students graduating with honors in courses that the prescribed length of which is less than four years, the title “With Highest Honors”, “With High Honors” and “With Honors”, shall be used instead.

2. Students who are candidates for graduation with honors must have completed in

the University at least 75 percent of the total number of academic units or hours required for graduation.

3. In the computation of the final weighted average of candidates for graduation with honors, only credits earned while in residence shall be included, provided, however, that they have no grade lower than “2.5” or 85 or its equivalent obtained in another school.

4. All graduates for the summer term and the first semester are required to attend the general commencement exercises scheduled for the academic year.

5. A student who is a candidate for graduation with honors must have taken during each semester not less than 15 units of credit or the normal load prescribed in the curriculum, where such normal load is less than 15 units; provided that he/she shall be able to finish his/her course within the period prescribed for the same.

Commencement and Baccalaureate Exercises

1. There shall only be one (1) general commencement for the graduating students, per campus/College/ School/Institute/Center to be held on the day and on the dates fixed for graduation in the University Academic calendar.

2. The Vice President for Academic Affairs as Chairman, the Registrar, and the Deans of the different degree granting academic units shall be responsible for the commencement and baccalaureate exercises and may call upon other personnel of the University for assistance in carrying out the plans for the said exercises.

3. The commencement exercises for the units not included in the general

commencement exercises shall be held on such dates and in such places as shall

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be fixed by the President of the University on the recommendation of the unit heads concerned.

4. All graduating students shall attend the commencement and the baccalaureate

exercises as scheduled, unless the Registrar recommends and approved by the Dean of the College/School/ Center/Institute concerned the graduation of a student in absentia on grounds of sickness or other equally serious reasons which must be supported by strong evidence; provided, that the student has met all the requirements for graduation including payment of all necessary fees.

5. All graduates for the Summer term and the First Semester are also required to

attend the general commencement exercises scheduled for the academic year. Graduation in absentia shall be covered by the rules prescribed in the preceding paragraph.

6. Graduating students and graduates who have not attended the commencement

and baccalaureate exercises without valid reason as provided for in the preceding last two paragraph, shall not be awarded their diplomas or certificates until such time they attend regular commencement and baccalaureate exercises; provided however that transcript of records may be issued when this is legally required for the taking of any examination to be given by any legal body or agency or for employment before the next commencement and baccalaureate exercises.

7. The diploma of the graduates for the second semester shall bear the actual date

of the commencement exercises while the date for the first semester and summer graduates shall bear the date when the Board of Regents approves the candidates for graduation. It shall bear the signatures of the President;

8. the Dean of the College/School/Institute or Executive Director concerned the Registrar and the Board Secretary.

Academic Attire

1. Candidates for graduation shall wear appropriate academic attire during the baccalaureate service and commencement exercises in accordance with the rules and regulations of the University. Appropriate academic attire shall be prescribed by the University for this purpose.

2. Officers of the Administration and faculty members shall wear academic attire of

the institution where they obtained their degrees. 3. Candidates for graduation in the non-degree programs of the university shall wear

appropriate attire as prescribed by the university.

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V. STUDENT SERVICES A. GUIDANCE AND COUNSELING SERVICES OFFICE (GCSO) POLICIES AND PROCEDURE

The Guidance and Counseling Services Office or GCSO shares the vision and supports the mission of the university which is the formation of men and women into skillfully productive individuals.

The goal of Guidance and Counseling Services Office is to journey with the student back

to his/her nature that he/she is gifted with God-given talents and potentials and yet faced with obstacles for growth and wholeness. Therefore, the GCSO help students to a deeper appreciation and realistic knowledge of self through carefully planned psychological services and interventions in the hopes of developing dynamic and well-integrated individuals. Guidance and Counseling Services Office is open from Monday – Friday, 8:00 AM. – 5:00 PM. We have five offices located at: * ASU Main Campus, Banga, Aklan * ASU College of Industrial Technology, Kalibo, Aklan * ASU College of Fisheries and Marine Sciences, New Washington, Aklan * ASU College of Hospitality and Rural Resource Management, Ibajay, Aklan * ASU Teacher Education Center, Makato, Aklan POLICY STATEMENT

The Guidance and Counseling Services Office (GCSO) ensures that students’ developmental needs are met through organized activities, program and services. The office implements policies and plans set by the Office of Student Affairs (OSA) in terms of guidance and counseling. Guidance and counseling is the core function of the office. The office is gender sensitive and non-discriminative.

The aims of the office are to help students in facing major challenges in their development from adolescence to adulthood, assist them to know their capabilities and potentials; meet and resolve their problems; and use their knowledge, skills and potentials for themselves, their family, for the service of common people and also provide assistance to other members of the University. SCOPE AND COVERAGE

The Guidance and Counseling Services Office is the formalized action and integral part of Aklan State University, which aims to make guidance services operational and available to the university populace. One of its services is to organize and coordinate with the other programs of all colleges in the five campuses and at the same time complement with their educational endeavors. The Guidance Personnel, with their collective efforts, implement the comprehensive objectives of the GCSO as well as meet the specific needs of the students. The students, parents, administrators, faculty, and staff also play an important role in terms of support and implementation of the different services of the Guidance and Counseling Services Office.

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The policies and procedures cover the steps in the Guidance and Counseling Services

Office namely: Information and Orientation, Inventory, Appraisal and Testing, Counseling, Follow-up, Career and Job Placement, Evaluation, Research, Remedial and Enrichment, Consultation, and other services. GUIDANCE AND COUNSELING SERVICES 1. Information and Orientation Services It is a service which makes students, parents, faculty, staff and stakeholders aware of the services of the Guidance and Counseling Services Office where clients are given access to the variety of information that may help them make wise academic, psycho-social and vocational decisions. This is accomplished through:

A. General Orientation Program

It is a program conducted at the beginning of the school year where the administration, faculty, staff, members of the community and stakeholders are introduced to the first-year students, returning students, transferees, graduate and post graduate students.

B. Orientation on University Policies and Guidelines/College-Departmental Orientation/Special Orientation Program for transferees and returning students

It is a program organized for first year and transferee students to be acquainted on the following guidelines, rules and policies:

* Academic and Retention Policy * Administrative Concerns * Alumni Matters * Food and Housing Services * Free Tuition and Scholarship Services * Guidance & Counseling Services * Library Services * Medical and Dental Services * Multi-faith and Inter-faith Services * Office of Student Affairs Concerns * Security and Environmental Concerns * Socio-Cultural Affairs * Sports Affairs * Student Activities and Trainings * Student Code and Discipline * Student Handbook/Student Publication * Student Insurance * University-wide and Campus-wide Student Organizations

C. Walk-in Sessions

It is a program which caters to students and other stakeholders who has queries on guidance services, other student services or concerns. Clients present their query/concern to the office and; (1) will be provided with adequate information or, (2) will

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be referred to a specific office if the concern is not under the jurisdiction of the Guidance and Counseling Services Office.

D. School Information Campaign

It is a GCSO school to school campaign program conducted to various public and private secondary schools in Aklan and the neighboring provinces to disseminate information on courses offered in Aklan State University within its five-campus system. Information pertaining to free tuition and other scholarship grants to poor but deserving students is also included in this school campaigns. E. Supplemental Information Drive

It is a program intended to disseminate Guidance and Counseling Services to a wide range of clients using various readily accessible mediums. This is usual done in the form of print (leaflets, bulletin displays, tarpaulin postings) media (radio airings) and social media (ASU website, Facebook, Twitter, etc.)

2. Inventory Services

It is a program that builds and maintains updated data of student records and inventory for future academic, vocational, behavioral reference. A. Student Inventory Form (SIF)

It is being used to gather pertinent information about the first-year college students and transferees regarding their educational background, personal information, family background, motivations, health and others. The SIF is filled out by students during the enrollment process. Guidance personnel will administer the SIF procedure and will be responsible in the collection, encoding and storage of such documents. B. Certificate of Good Moral Character (CGMC) The certificate of good moral character will be issued by the GCSO upon the request of the student/graduate for educational or employment purposes.

The procedures are as follows:

For graduate students: 1. Present Transcript of Records (TOR)/ request for TOR, or any proof of

academic completion to the guidance personnel on duty. 2. Fill out the request form. 3. Payment is at the cashier’s office. 4. Present the official receipt of payment to the GCSO and claim the issued

Certificate of Good Moral Character. 5. Present the Certificate at the office of student affairs for the stamping of the

university dry seal.

For undergraduate students: 1. Present Enrollment Form to the guidance personnel on duty. 2. Fill out the request form. 3. Pay the request form at the cashier’s office.

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3. Present the official receipt of payment to the GCSO and claim the issued Certificate of Good Moral Character. 4. Present the certificate at the office of student affairs for the stamping of the university dry seal.

3. Appraisal and Testing Services

It is a service delegated in the processing and administration of the University Admission Test (UAT) for the placement of students to course programs offered in the university.

This service also includes the administration of standardized tests for personality or career

profiling. Students who wish to avail these standardized tests may proceed to the GCSO for the administration of the tests. The guidance counselor would then perform the administration, interpretation and analysis of the tests for the student’s guidance and welfare. A copy of this result will be kept at the GCSO for the student’s record. 4.Counseling Services

It is a service intended to help students explore their emotions, values, perceptions, interpersonal and intrapersonal relationships, fears, and life choices in order to understand themselves better, become self-directed and productive individuals of society. It also aims to aid students adjust to the way of life in the university, learn to accept themselves, build positive relationships, make sound decisions, see opportunities and learn not only to meet problems but also to rise above them. Counseling service is gender and cultural sensitive - acknowledging the unique differences of students. It also caters Persons with Disability (PWDs) as well as Students with Special Needs (SSN) and pregnant women.

A. Individual Counseling

It is a service intended for students who has pressing or serious concerns that might need in-depth intervention in a one-on-one set-up. Students may visit the GCSO for assistance. Individual counseling is done in the office to ensure confidentiality. Guidance counselor guides the individual student with his/her holistic development by facilitating meaningful understanding of self and his/her environment. Guidance counselor will record proceedings using Counseling Appointment Slip. B. Group Counseling

It is a service which aims to assist individuals with the same concern/s in understanding themselves so that they can work out and collectively address their concerns. The guidance counselor identifies students with similar personal needs and concerns. A group of students meet with the guidance counselor in the GCSO to ensure privacy and confidentiality. Before the mutual sharing, the guidance counselor informs the nature and extent of confidentiality in group counseling. Members of the counseling group discuss personal experiences pertaining to a specific concern with the guidance counselor as facilitator. Group intervention and counseling will be determined and implemented as assessed by the facilitating guidance counselor. C. Referral for Counseling

Faculty, parents, university officials, students and concerned individuals may make referrals to the guidance office. Referrals are advisable to students who need assistance

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in reference to learning difficulties, absenteeism, difficulties with inter-personal relationships, and manifest observable changes in behavior and the like.

The guidance counselor provides faculty members/ class advisers of counseling referral forms which are also available at the GCSO. If the professor/ instructor sees a need for counseling, referral for counseling is done. The guidance counselor issues a call slip to the concerned student. Depending on the need, a parent/ guardian call slip may also be issued. A conference is then set by the guidance counselor with the instructor making the referral, the student/s concerned, their parents/ guardian. Before the conference, the guidance counselor explains to the parties involved the nature and extent of confidentiality as well as the flow of the conference proceedings. The concern is then settled, and the conference proceedings appropriately recorded and noted.

D. Referral for Further Assistance to Outside Offices/ Professionals/ Agencies/ Organizations

This service is done when the guidance counselor assesses and sees that the case at hand is beyond his/her capacity or jurisdiction. In cases involving disciplinary concerns, this may be forwarded to the Student Disciplinary Committee (SDC) for proper action.

For referral outside the institution for professional help, a conference involving the guidance counselor, faculty, concerned individuals and members of the administration may be done to come up with the best appropriate decision regarding the case at hand. When the decision for referral to outside professional/ agency/ organization is done, the parents/ guardians of the student/s will be notified in writing. Documents and procedures done for referrals are logged accordingly at the GCSO.

5. Follow-up Services It is a service conducted by the GCSO to check the condition of the student/s, particularly those in very critical and difficult condition. This is also implemented to determine the effectiveness of the intervention administered by the guidance counselor or should there be a need to refer to another professional outside the institution. Frequency of follow-up (day-to-day, after a week, after a month) would vary depending on the situation and condition of the client. Gradual regression of check-up may be observed until the client is fully recovered. 6. Career and Job Placement Services It is a service designed to assist students in providing vocational and occupational opportunities within the university and in the labor market. It is through this service where students’ awareness and competency in matching their skills with the best available employment are developed. This will essentially enhance their career and employment viability here and abroad.

The career and job placement services for undergraduate and graduate students are as follows:

1. Part-time job through: * On-the-Job trainings * Students assistantship in offices and projects

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* Technical assistantship in private projects * Peer facilitators and student volunteers

2. Full time employment in industries, institutions, food establishments and other agencies

3. Summer jobs for students though Special Programs Employment for Students (SPES) sponsored by the Department of Labor and Employment

These career and job opportunities are materialized through Career Guidance Program using the following activities:

Aklan Career Expo Career and Employment Coaching Career Guidance Program Career Information Drive Establish linkages to different government and non-government agencies that provides employments and career opportunities Establish with Industries and prospective employers of graduates Industry-Academe Linkage Recognition Job Fairs Labor Employment for Graduating Students (LEGS)

7. Evaluation Services

It is a service intended to determine the effectiveness of the Guidance and Counseling services through client satisfaction forms and guidance and counseling services evaluation forms answered by students, faculty, and stakeholders. The result of evaluation will be used as basis in making necessary changes in the guidance policies of the University as well as the efficient and effective implementation of guidance policies. This evaluation is administered after every guidance activity and campus-wide at the end of each semester. Results are tallied and analyzed. Reports are then filed at the GCSO and submitted to proper offices for reference. 8. Research Services

It is a service intended to discover other needs and concerns of student-clients that they may be adequately addressed through the various GCSO services. Of particular research priorities are: (1) recurring student behavioral problems (social media bullying, absenteeism, depression, suicide) that affect student academic and psycho-social coping, and (2) career trends and performance of university graduates through tracer studies. 9. Remedial and Enrichment Services It is a service that addresses specific needs of students with special concerns, help academic difficulty have academic difficulty and to help students develop their potentials. Activities like vocational and spiritual recollection, student awareness programs, leadership trainings, symposiums and seminar-workshops. 10. Consultation Services It is a service which ensures proper channeling and collaboration with other stakeholders (parents, instructors and administrators) in terms of policy making and implementation of guidance and counseling services intended for students’ welfare. This is done through parents’

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conference, action planning, dialogues and workshops with class advisers, faculty and administrative staff. 11. Other Services

A. Issuance of Excuse Slip

Excuse slip is granted to students who had been absent due to a particular reason. In applying for an excuse slip, the student should present to the GCSO a letter detailing the date and subject covered as well as the reason for the absence. It should be signed by a parent/ guardian and a photocopy of ID should be attached for signature validation. Corresponding supporting documents should also be photocopied and attached for reference.

The following should be the parameters in the issuance of student excuse slip:

Excused Absences

a. Due to sickness (Medical Certificate) b. Death of immediate family member (Death Certificate) c. Official travel due to school-related activities d. Pregnancy-related cases e. Accident-related cases

Teacher’s Discretion

a. Due to sickness without medical certificate such as dysmenorrhea, fever, headache, toothache

b. Sangguniang Kabataan (SK) activities c. Wedding/birthday with invitation d. Personal birthday e. Religious-related activities f. Other considerable reasons

Unexcused

a. Personal transactions b. Cutting classes c. Tardiness d. Doing projects/research works at the expense of other subjects When guidance counselor validates the supporting documents, he/ she signs the

excuse slip then issues it to the student for signature of instructor/s concerned. Upon signing of all concerned instructor/s, the student returns the excuse slip to the GCSO for filing and records.

B. Issuance of Temporary Admission Slip

Special admission slip is issued by the GCSO to students, who for valid reasons cannot comply with admission requirements at the campus gate entrance or in the classroom. When such is the case, student should present a letter to the GCSO detailing the reason for the noncompliance of admission requirements and a supporting document for such. The following reasons can be considered for issuance of Temporary Admission Slip:

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a. Lost ID and no available schedule of issuance of new ID b. No available schedule of issuance of new ID c. Forgot to bring ID d. Unavailability of new uniforms e. Inability to wear school uniform/footwear because of special condition (e.g. pregnant, foot problem, etc.)

Guidance counselor verifies reason of student and supporting document. When satisfied, Temporary Admission Slip may be issued to the student and this can be presented to the guard on duty or the instructor for admission. Letter will be filed for records keeping. C. Issuance of Parent Consent and Waiver

Parent consent and waiver is issued to students attending out-campus activities, seminar-workshops, practicum, on-the-job trainings, etc. When applying for such, students present to the GCSO an invitation to attend from the sponsor agency of the event as well as an endorsement letter signed by the program chair, campus director and other concerned personnel. Upon issuance of parent consent and waiver, copies of invitation and endorsement letters and will be photocopied and filed at the GCSO for records keeping. D. Lost and Found Items

Lost or found items of students can be reported/ surrendered at the OSA/GCSO.

Reporting student will fill up the Lost and Found Form filling in the details prescribed to.

Found items will be recorded and will be temporary safe keep at the OSA/GCSO until claimed by owner. Upon claiming of owner, guidance personnel will validate and verify the claim of client to the item in question. Claim transaction will be noted accordingly.

Lost items reported will be posted at campus bulletins for public notice of missing item/s. Guidance personnel will note and record the specifications of the lost/ found item and will temporary safe keep the item until claimed.

CONFIDENTIALITY AND SECURITY OF STUDENT RECORDS

To safeguard the confidentiality and security of student records, the following are implemented by the GCSO: The Guidance and Counseling Services Office collects and retrieves the Student Information Form (SIF) and other forms of clients and keeps them in their respective folder/envelope. Records are kept in a secured place with locks to ensure the confidentiality and security of documents.

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A. Maintenance of Records GCSO secure the safety, maintenance, transfer, and disposal in a manner compliant with the requirements of confidentiality. B. Access to Records GCSO understand that clients have the right to ask about their personal records. Disclosure of such records to others is allowed provided there is a client written consent. In case of imminent danger to client’s life like suicidal tendencies and medical emergencies, the GCSO may disclose the client’s records to parents/guardians/medical practitioners. C. Confidentiality The counselor must preserve and safeguard the confidentiality of the clients except: a. When disclosure is required to prevent an imminent danger to the client’s life. b. When legalities demand that confidential matter be disclosed. REFERENCES

✓ Republic Act 8759 (An Act Institutionalizing a National Facilitation Service Network through the Establishment of a Public Employment Service Office in every Province, Key City and Other Strategic Areas throughout the Country)

✓ Republic Act 9258 (An Act Professionalizing the Practice of Guidance and Counseling and Creating for this Purpose a Professional Regulatory Board of Guidance and Counseling, Appropriating Funds there for and for Other Purposes)

✓ ASU Guidance Manual (c.2018) ✓ ASU Academic Policy (c.2013) ✓ CHED MEMO no.9 series 2013

B. HEALTH SERVICES UNIT POLICIES AND REGULATIONS

• Students and faculty should present a valid identification card of the Aklan State University in availing Medical and Dental Services.

• The Health Services Unit provides services for treatment of minor injuries and ailments; complicated cases or beyond the program plan of the University Medical and Dental Health Services are automatically referred to the appropriate and nearest health facility or agency for further evaluation and management.

• Consultation and treatment procedures to all clients should only be done inside the University clinic.

• The schedule of treatment should be strictly followed: Monday to Friday: 8:00 am to 12:00 noon, 1:00 to 5:00 pm, except for emergency

cases.

• Student and faculty who has met an injury in the campus must be accompanied by the teacher/adviser/ co-worker or a classmate in going to the clinic.

• A Health Certificate will only be issued to students and faculty who submitted for medical consultation due to debilitating illness.

• Students and faculty with unnecessary purpose are not allowed to stay inside the University Clinic.

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• All clients who come to the clinic must observe silence and proper behavior.

C. LIBRARY SERVICES Vision: An avenue for scientific, technical and socio-cultural information. Mission: The Aklan State University Library (ASULib) provides relevant, effective and accessible collection of information resources for maximum support to the University’s quadrology functions: instruction, research, extension and production. Goal: Serve the greatest number of customers through maximization of access to information and use of collections. Objectives: 1. Serve as a repository of knowledge for educational advancement. 2. Support to the professional growth and development of the institution and the community by providing quality, timely and relevant information. 3. Provide advanced tools to enhance the instructional and research needs of the students and faculty. 4. Intensify the Filipiniana collection on local arts, history and culture. 5. Establish linkages with institutional partners for collaboration and exchange of library resources. 6. Implement new technology for effective management of services. Borrowing and Returning All materials must check out and returned at the circulation counter. Library card must be presented to check out materials. Loan Limits Books- 2 items Loan periods Books (Fil,Circ,Fol) – 3 days Fiction Books – 7 days Reserve Books – overnight Graduate Studies – 1 week (Graduate Students) Fees and Charges Lost and damaged materials must be replaced with a current/latest edition of the same title or paid based on the curriculum market price within a month from due date. Overdue fines Book Php 5.00/day Reserve books Php 5.00/hour Students may come to the library during lunch time to avail the services. Food is not allowed in the library. Student may avail of free access to computers, internet and Wi-Fi for an hour and may only be used for school related work.

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D. STUDENT ORGANIZATION

The students in each of the campuses of Aklan State University are governed by their respective University Student Council which are federated, the President of which sits as a regular member of the ASU Board of Regents (RA 8292). Every student organization is governed by their Constitution and By Laws. It shall exist to democratically serve as the link and bridge between the university administration and student population. Leadership training programs and relevant opportunities to develop and strengthen leadership effectiveness of every student leader are equally provided to student leaders.

“The university recognizes the right of the students to govern themselves as student body,

to be transparent and accountable to their constituents: and be represented in various for a where the students need to be consulted.” CMO No.09 s2013 STUDENT ORGANIZATIONS AND ACTIVITIES POLICIES AND PROCEDURES FOR THE STUDENT ORGANIZATIONS AND ACTIVITIES In accordance with CHED Memorandum Order No. 09, s. 2013 (Enhanced Policies and Guidelines on Student Affairs and Services) and CHED Memorandum Order No. 17, s. 2012 (Policies and Guidelines on Educational Tours and Field Trips of College and Graduate Students), the following guidelines for the Student Organizations and Activities in Aklan State University are hereby adopted for the information, guidance and compliance of all concerned. Application for Recognition 1. University student organizations shall, for purposes of recognition and/or and as a pre-condition for their operation, submit a letter of intent to create a student organization a month before the beginning of the academic year. Recognition of student organizations granted for the first semester shall be valid for the whole academic year. 2. Application shall be submitted on the date set by the Office of Student Affairs (OSA). Failure to meet the requirements automatically deprives the organization the privileges to operate and use the University facilities and will have to wait for the application period for the next Academic year. Non recognized Student Organizations that shall operate and conduct activities under the name of the University, when found-out, shall be notified and be ordered to immediately stop operating. Failure to comply will result to losing the right to be recognized for the next two academic years. 3. All the documents for application for recognition and/or renewal of every organization shall be submitted to the Office of Student Affairs (per campus). The required documents are the following:

a. Application for organization recognition/renewal addressed to the OSA, b. Commitment Letter of the Adviser c. Certification of Academic Qualifications (if applicable) d. List of Members e. Ratified Constitution and By-Laws of the organization (may be waived if not seeking recognition for the first time or if there are no amendments or revisions) f. Student Organization Adviser and Officers Profile g. Specimen signatures of officers and adviser h. Plan/Program of projects/activities compliant to CMO No 9 s 2013 and CMO No. 01 S 2015 for implementation in the coming academic year

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4 Should any organization become inactive for one academic year, written justification shall be required and failure to present valid reason shall mean the loss of its privilege to be recognized in the next academic year. 5 Organization that seeks recognition for the first time shall meet the following requirements:

a. Name, course, year and signature of at least thirty (30) founding members; b. Organization Name, Acronym and Organization logo (Org Logo if available) c. A statement of the Organization’s goals and objectives; d. and all the eight (8) items mentioned in No. 3 above

6.Officers of the organization shall be bonafide students who qualified in the grade requirement set by the organization and /or without pending disciplinary case. A student can be President, Vice-President, Secretary or Treasurer of only two (2) recognized campus organizations. If he/she is elected to assume the office more than what is allowed by the Student Organizations and Activities, he/she shall be forced to give up the position in excess of the two organizations to which he/she belongs. 7. Changes in the list of officers, members, faculty advisers or provisions (as amendments) in the Constitution and By-Laws shall be reported immediately to the Head of the Office of Student Affairs in the campus where the Organization is based through a resolution. 8. Student organizations must submit the following reports: 8.1 A report of projects or activities undertaken during the semester. Such report should reflect the activities planned and submitted by the organization for the academic year. Failure to carry out any of the planned activities should be supported by written explanation. 8.2 Any student organization which fails to comply with the University policies and violates its own statement of purpose shall have its certificate of recognition revoked after an investigation by a Committee to be created by the Director of Student Affairs and Services. 8.3 Organizations of students that exist or operate outside of the University shall abide the university rules and regulations. 8.4 Accomplishment reports must be submitted to the OSA Coordinator/ In –charge, for clearance purposes. 8.5 Any student organization who will be found out to commit fraud or misrepresentation shall be reported to the Office of Student Discipline for appropriate action 9. Faculty Advisers. Every student organization shall have faculty adviser to be chosen by the student organization in coordination with the College to be recommended for approval by Office of Student Affairs. The selection of the faculty adviser shall be based on the qualifications stipulated in the OSA policies. The faculty adviser shall serve the organization for a period of one (1) year; and may be re-appointed for a maximum of two (2) years. The faculty adviser can serve only one (1) organization and shall perform the duties and responsibilities as stipulated in the policies of the OSA 10. The organization shall not schedule activities one (1) week before major examinations.

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11. Activities or programs shall be conducted in such a day and time that will not disrupt classes or deprive students for attendance to regular classes. 12. Student Organizations shall conduct at least two (2) major activities per semester. Failure to conduct two (2) major activities per semester shall be considered inactive organization. 13. Activities shall not be conducted if there is a pending liquidation on the previous activity. 14.The activity shall be evaluated by the participants, organizers, and adviser. Results shall be included on the accomplishment report. 15. Attachments for letter of request for student activities/ programs: 15.1 Program 15.2 Budget Proposal (prepared by the organization president, noted by the organization adviser 15.3 Resolution of the Organization (e.g. about fees) if necessary 15.4 Copy of the Approved Plan of Activities 15.5 Notarized Waiver (if the activity is outside the campus/, scheduled on weekends or beyond 10:00 p.m.)

15.6 For Educational Tours and Field Trips, full compliance of CHED Memo.

E. STUDENT PUBLICATION

There shall be official College Student Publication anchored on the principles of freedom of the press which shall be financed from the publication fee. The publication is entitled to the rights, privileges and protection from the state as mandated by the existing laws of the land.

To promote the advancement and growth of campus journalism as means of

establishing students’ intellectual, creative and linguistic ability as well as inculcate values, ethics and moral character of the students.

The recognized publications of the university are: ASU MAIN “Eamigas” “Sueo” – College of Teacher Education/Gradate School (Main) “SMScions” – School of Management Science (SMS) “The Grains” – College of Agriculture, Forestry and Environmental Sciences (CAFES) “Bestiary” – School of Veterinary Medicine (SVM) “The Blooms” – School of Arts and Sciences (SAS) “The Tradesman”- Kalibo Campus “The Wave” - New Washington Campus “The Panicle” – Ibajay Campus “TECians Journal” - ASU Teacher Education Center, Makato

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F. SPORTS AND CULTURAL SERVICES

In accordance with CMO No. 09 series of 2013 titled “Enhanced Polices and Guidelines on Student Affairs and Services” Article IX Student Development Section 34 Sports Development Program, the University Sports and Cultural Services designs programs for physical fitness, wellness and well-being of students, regularly conduct sports and cultural programs to support the student-athletes and the whole studentry and activity participates in the regional and national sports and cultural competitions.

Privileges

1. Uniform and athletic equipment/sport gears- an appropriate university athletic uniforms and athletic equipment/sports gears will be provided during participation in any regional or national competitions.

2. Training/Quartering during the training period prior to the participation in regional/national meets with free meals and living quarters will be provided within a week immediately prior to athletic and/or cultural competition.

3. Monetary allowance charged to Athletic Fee/SCUAA fee (subject to the availability of funds)

Privileges for incoming Senior High School Student with Outstanding Athletic Records

1. Newly recruited or to enroll varsity athletes (High School or College) with outstanding records as competing in regional/national meets and won at least bronze medal silver, and/or gold medal in Provincial Meet shall be entitled to the following privileges:

a. Excepted from taking entrance examination to the COLLEGE (Non-board programs only)

b. Priority in hiring as Student Assistant and lodging at University/Campus Dormitory.

G. STUDENT WITH SPECIAL NEEDS AND PWD SERVICES

In accordance with CHED Memorandum no. 09, series of 2013 (Enhanced Policies and Guidelines on Student Affairs and Services), Republic Act No. 10754 [An Act Expanding the Benefits and Privileges of Persons With Disability (PWD)] and Aklan State University Norms of Conduct for College Students, the following policies and guidelines for services for Students with Special Needs (SSN) and Persons With Disability (PWD) in Aklan State University are hereby adopted for the information, guidance and compliance of all concerned. The Office of Services for Students with Special Needs and Persons with Disabilities (SSSN and PWD) was established to provide programs and activities designed to offer equal opportunities to PWDs, indigenous people, solo parent, etc. (CHED Memorandum No. 09, series of 2013).

1. The Office as an integral part of the University is mandated to ensure that academic

accommodation is made available to persons with disabilities and learners with

special needs with proper consultation and conference with students with disabilities

themselves, together with their teachers, parents/guardians, personal assistants and

other concerned professionals, whenever necessary.

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2. The Office offers services on life skills development. Services offered include

Individual Inventory and Planning, Information Service, Counseling, Referral and

Consultation, and Social Support.

3. The Office shall regularly submit the list of students with disabilities detailing the

intervention programs to Commission on Higher Education Regional Office

(CHEDROs) in order to build up the Database of Higher Education Institutions (HEIs)

accommodating PWDs.

SCOPE AND COVERAGE 1. The policies and procedures set herein shall be applicable to all the clients of the

Guidance and Counseling Services Office. The services offered by the office are: Inventory, Counseling, Referral, Consultation and Social Support

2. There shall be a regular submission and coordination of the list of students with disabilities detailing the intervention programs to the CHEDROs in order to build up the Database of HEIs Accommodating PWDs.

PROCEDURES

1. Individual Inventory / Analysis Service. It is the collection of extensive information about the individual for proper understanding, decision making, and placement. It is conducted through the distribution, retrieval and filing of student information sheet and student information updating forms; and individual interview.

1.1 Secure a list of students with special needs and PWDs at the clinic or the different colleges. 1.2 The list of the students with special needs and PWDs are maintained, updated and secured. 1.3 The Guidance Head, Coordinator and Facilitators survey, describe and analyze the nature of disabilities/impairments of the special need’s students and PWDs through individual interview. 1.4 The guidance counselor/facilitator coordinates with the Faculty and Deans to ensure a systematic scheduling of individual interview sessions and informs the students through class visits or through call slips. 1.5 Medical certificates/results are requested and collected for reference and confirmation. 1.6 Remarks of the session shall be properly logged. 1.7 Students shall log in the GCSO logbook and answer a Counselor’s Evaluation Form for proper recording and evaluation.

2. Counseling. It refers to helping process between the counselor and the student with

special needs and PWD. The counselor assists the student/s for them to cope up with their personal-social, academic and career development concerns. It could be conducted individually and/or group and be availed through walk-in and/or referral. It is gender sensitive and non-discriminative.

2.1 Students with special needs and PWDs are always welcome to visit their guidance counselors/facilitators at the guidance office for counseling. 2.2 Counseling may be conducted individually or by group depending on the nature of the concern/s of the client/s. 2.3 Remarks of the session shall be properly logged. 2.4 Students shall log in the OGC logbook and answer a Counselor’s Evaluation Form for proper recording and evaluation.

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3. Referral. Faculty, parents, university officials, students and concerned individuals may make referrals to the guidance office. Referrals are advisable to students who need assistance from the counselor/facilitator who have learning difficulties, absenteeism, have difficulty with inter-personal relationships, and manifest observable changes in behavior and the like.

3.1 The guidance counselor/facilitator provides faculty members/ class advisers of counseling referral forms which are also available at the dean’s office and faculty room. 3.2 If the parent/guardian, faculty, student, administrator see a need for counseling, a referral form is accomplished and forwarded to the GCSO. 3.3 The guidance counselor/facilitator issues a call slip to the concerned student or through the class adviser. 3.4 Individual or group counseling is conducted as scheduled. 3.5 The guidance counselor/facilitator provides a copy of the counseling form (feedback slip) with counselor’s remarks to the parent/guardian, faculty, administrator or student concerned. 3.6 Remarks of the session shall be properly logged. 3.7 Students shall log in the GCSO logbook and answer a Counselor’s Evaluation Form for proper recording and evaluation.

4. Consultation. It is a process by which sharing and analyzing gathered information with the administration, faculty and parents/guardians to facilitate decision making and think of ways on how to help the student/s better. This is necessary for program development and improvement of services.

4.1 Guidance counselor/facilitator informs the concerned administrator, faculty and parent/guardian regarding consultation. 4.2 Guidance counselor/facilitator arranges the meeting of the concerned administrator, faculty and parent/guardian and finding their common time of availability. 4.3 Consultation shall take place in the GCSO or any secure place. 4.4 The guidance counselor/facilitator together with the concerned administrator, faculty and parent/guardian discuss the concern/s of the student/s and facilitate decision making and strategies on how to better help the student/s with special needs and PWDs. 4.5 Feedback is solicited to the concerned student, faculty and parent/guardian that can serve as a basis for the improvement of services. 4.6 Remarks of the session shall be properly logged.

5. Social Support. It is the development of support from fellow students with special needs, PWDs, students, faculty members, administrators, mental health professionals, parents/guardians, etc. Includes small groups/peer intervention programs/prevention groups.

5.1 Guidance Head/Coordinators/Guidance facilitator/s and Parents shall work with the students with special needs and PWDs and encourage them to form a support group. 5.2 After forming and/or inviting a support group, the guidance head, coordinator and facilitators assist and monitor the group. 5.3 In cases professional help is needed, further assistance is sought in coordination with outside agencies and organizations. 5.4 A case conference between the GCSO, SSN and PWD personnel can be done to come up with the best appropriate decision regarding the case at hand.

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5.5 Parents and guardians must be notified in writing. 5.6 Faculty, concerned individuals, guidance counselor and members of the administration can initiate the referral process with due notification to the GCSO. They may assume responsibility of making referrals to outside agencies for further assistance. 5.7 Available referral form from outside agencies is filled out by the adviser/ concerned teacher/ parent/ guidance counselor and concerned individuals that observed or felt the need to refer their student/s to outside agencies/ organizations/individuals. 5.8 Documents and procedures done for referrals are logged in the guidance logbook.

7. Provision of express lanes for Students with Special Needs (SSN) and Persons with Disability (PWD).

Provision of express lanes for SSN and PWDs in all of the University’s facilities must be present and provided; in the absence thereof, priority shall be given to them.

VI. STUDENT DISCIPLINE

It is the policy of Aklan State University that upon admission to the University, the student agrees to abide by the policies, rules and regulations and to accept responsibilities towards all members of the University Community.

The Student Disciplinary Committee or SDC is anchored on the principle of self-respect, acceptance of legitimate authority, and respect for the rights of others and nurtures a strong sense of self-discipline in the student to provide peace and harmony, unity and cooperation necessary in a healthy school environment.

Student Discipline Committee composed of a chairman, and two (2) members to be appointed by the University President for a period of one (1) year, from among the faculty Adviser and staff of the University. In any disciplinary case before the Committee, a respondent may request that two (2) student be appointed to sit without the right to vote with the committee. The committee shall be under the general supervision of the Office of Student Affairs who shall designate, whenever requested, the student members to sit with the committee. POLICIES AND PROCEDURES ON STUDENT DISCIPLINE 1. Attendance At the start of each term, the student shall present her/his registration form to the class instructor before she/he be allowed to attend any class session. A student must observe the following. Attendance of students to class shall be governed by the rules and regulations promulgated by the University.

i. Students are required to attend the early morning flag ceremony every Monday and flag retreat every Friday.

ii. Any student who, for unavoidable circumstances, is obliged to be absent from class, must obtain a written excuse slip from the Guidance and Counseling Services Office to be

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presented to the instructor (s) concerned not later than the second session of the class after the date of the student’s return. iii. Any medical certificate must be secured from a duly licensed physician. iv. An excuse is for the time missed only. The student concerned shall be responsible for all the lessons covered by the class during his/her absence and all work assigned to be accomplished during such absence shall be made up by him/her to the satisfaction of his/her instructor within a reasonable time. v. Whenever a student has been absent for three consecutive class meetings, a report thereof should be sent by the faculty member concerned to the Guidance and Counseling Services Office and the class adviser. The guidance counselor shall call the student and notify the parents, if necessary. vi. Where the number of hours lost by absence of a student reaches 20 percent of the hours of recitation, lecture, laboratory, or any other scheduled work in one subject, he/she shall be dropped from the subject; provided, that a faculty may prescribe a longer attendance requirement to meet their special needs. vi. If the majority of the absences are excused, the student shall not be given a grade of “5” upon being thus dropped, but if the majority of the absences are not excused, he/she shall be given a grade of “5”. Time lost by late enrolment shall be considered as time lost by absence. vii. Three tardy arrivals shall be equivalent to one-hour period absence. Tardy arrival is recorded when a student arrives in class 15 minutes after the instructor has started the class. Absence is non-appearance of the student for the entire class period.

2. General Directives Students officially enrolled in Aklan State University are duty–bound to observe and follow strictly the following rules and regulations that govern their conduct and discipline within the university. Ignorance of the provisions stated herein does not excuse any student from the corresponding sanctions stipulated.

i. Students should always identify with the school they attend by projecting and protecting its good image. ii. All students must obey and show courtesy to all school authorities, both teaching personnel and support staff, and toward their fellow students. iii. Each student is required to wear his/her school ID upon entering the campus and during class hours. Loss of ID card should be reported right away to the Office of Student Affairs who will then authorize re-issuance of ID upon presentation of proof of loss and payment. iv. Temporary admission slip for lost ID will be processed and claimed at the Guidance and Counseling Services Office.

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v. ID’s not worn or not properly worn such as those with no pictures attached or with other pictures such will be confiscated by any school personnel and be submitted to the Guidance and Counseling Services Office. vi. The official school uniform must be worn completely and properly during class days.

3. Uniform Specifications All prescribed departmental uniform must be worn every Monday, Tuesday, Thursday and Friday. 4. Grooming

Males– prescribed hair cut; hair must not touch the ears and the polo collar; bangs should NOT be beyond the eyebrows. Wearing of earrings is not allowed. Females – Modest make-up, ornament and nail grooming; hair must be neatly combed with no fancy hair dye or style Every student should wear the prescribed school shoes and uniform except during bad weather. Pregnant student or students with foot problem who are unable to wear prescribed uniform may secure admission slip from the Guidance and Counseling Services Office. Parents or guardians are welcome to confer with any member of the faculty and school personnel concerning the standing of their children, schoolboy or schoolgirl. Complaints against school personnel should be coursed through proper channel.

5. Social Norms All students of ASU are expected to act properly at all times, whether in or off campus. To ensure an atmosphere conducive to the development of productive students and to maintain order necessary for common good, students must adhere to the following norms of social behavior:

A. Politeness and Courtesy Students are expected to observe the usual norms of politeness and etiquette toward members of the administration, faculty members and fellow students. A harmonious relationship among all ASU constituents can make the search for knowledge enhancing and meaningful experience. B. Attendance Students are required to attend the early morning flag ceremony every Monday and flag retreat every Friday. Departmental/homeroom officers will note absences, tardiness as well as unbecoming behavior during the flag ceremony/retreat.

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In case a faculty member is absent from class, the students will be notified by the responsible department. If due notice is not given within 15 minutes after the start of the class, the class mayor in behalf of the class shall inquire from the department on what course of action to take. A student is marked absent if he/she enters the class 15 minutes after scheduled start of classes. Students are required to attend all official school functions or activities aside from attending his regular classes. Absences will be dealt with accordingly as agreed by the student organization concerned. Students leaving the school without permission or who are guilty of cutting classes and not participating in official school functions or activities will be subjected to disciplinary action. Every student should ask the teacher’s permission when leaving the classroom. If he does not come back, he/she is marked absent. A student who leaves the class and returns at the end of the period is also marked absent. Every student who was absent should write a correct form of excuse letter stating the date/dates of absence, noted and signed by his parent/guardian; and then presents it to the Guidance Counselor for filing after which an excuse slip will be issued.

C. Behavior in School Corridors, Classrooms and Campus Grounds

1. Students are not allowed to stay or loiter in the corridors, covered walks, office lobby before and during class hours.

2. Every student should enter and leave the classroom quietly and in orderly manner to maintain peace and order.

3. Behaving boisterously, using foul language, running, dragging of shoes, whistling or making unpleasant noise in the corridors and other actions which tend to disrupt ongoing classes/school activities will be subjected to sanctions.

4. All cases of unbecoming or disruptive student behavior must be referred to the Guidance Office. This office has the right to recommend sanction to the erring student to the Student Discipline Committee as its disciplinary action.

5. No student should carry firearms, deadly weapons, incendiary devices and pornographic materials inside the school premises.

6. Smoking, drinking and gambling are not allowed in the campus.

7. No student should enter the campus and classrooms drunk or smelling liquor.

8. Unless authorized or permitted by the teacher concerned, no student is allowed to stay inside the classroom after class hours.

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D. Use and Care of School Property

1. School books and magazines, tables, chairs, blackboards, shop tools, machines, etc., must be used properly and carefully.

2. Unauthorized writing on the walls, and blackboards/whiteboards, carving names and pictures on chairs, tables and other facilities/parts of the school building are strictly prohibited.

3. No student should steal any school property nor destroy the plants and trees;

4. No student should post notices or announcements on the bulletin boards without permission from Office of Student Affairs.

5. All students should observe proper use of comfort rooms.

E. Security

1. Non-students or outsiders and visitors who wish to enter the campus for any reason shall register in the Visitor’s Logbook and must present their identification credentials, except for person/s familiarly identified by the security personnel and/or specified guests of the University. Reason for entry must be indicated in the logbook.

2. Students or outsiders requesting the use of the University playground, rooms or other facilities must secure permission and approval from the Campus Director or from authorized University personnel in-charge prior to its use; abide by the rules and regulations of the university; otherwise, the request will be denied. The user will bear full responsibility for any resulting mishaps or accident met during the use of the University facilities. Likewise, the user is responsible for damages that may be incurred to the facilities or equipment of the University.

3. Students, who wish to go out of the campus during class hours, shall only be permitted upon presentation of a written note from his/her adviser or subject teacher concerned.

4. Materials or equipment brought inside or outside of the University premises must be recorded on the guard’s logbook provided for the purpose.

5. Vehicles entering the University premises should be parked only on designated parking places.

6. Suspiciously carried bags or baggage shall be subjected to verification. Prohibited stuff or incendiaries discovered should be confiscated and holder/carrier will be subjected to citizen’s arrest. 7. Any student or visitor under the influence of liquor will be denied entrance to the University premises.

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OFFENSES AND SANCTIONS

University rules and regulations on student formation are geared to maintain an orderly, efficient, and effective school environment conducive to learning. The following directives of discipline are measures which shall be imposed to erring students. A. Minor Offenses These are light violations of rules and regulations that call for sanctions of no entry, written warning, written reprimand, one- to two-day suspension, or disciplinary probation. The sanctions to be imposed would depend on instances of the act which could be First, Second, or Third. The sanction for offenses where there is properties damaged or persons injured (physically/emotionally) shall include replacement/restoration and/or restitution/ compensation and/or public apology whatever may be decided by the Student Discipline Committee after proper determination. As a general rule, any University official, faculty member, co-academic/non-academic staff and security personnel may warn or reprimand a misbehaving student. However, care and caution should be exercised not to violate the rights of the student. Minor Offense 1. Violation of the usual classroom rules and regulations, such as cutting of classes set by the

instructor. The classroom instructor may not report the offense committed to the SDC provided the instructor issues her/his own verbal warning or reprimand.

Prescribed Sanction for Minor Offense No. 1 First Offense Reprimand and Written Agreement

Second Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with One-day Community Service

Third Offense Written Agreement, Memorandum of Disciplinary Action (MDA), Two-days Community Service

2. Violation on wearing proper uniform, dress code and related offenses. 3. Unauthorized use of materials like chalk, board marker, board, and others inside the

classrooms, laboratory rooms, library, audio visual room, auditorium, amphitheater, multi-faith chapel, and other function rooms.

4. Making all forms of disturbances such as excessive noise, loud use of mobile phones and other gadgets that tend to disrupt classes, meetings, the peaceful school environment, and the like, of hallways, corridors, classrooms, laboratory rooms, library, audio visual room, auditorium, amphitheater, multi-faith chapel, and other function rooms. 5. Posting, distributing or disseminating notices, posters, leaflets, broadsheets, opinionnaires, questionnaires, streamers, tarpaulins without prior approval of University authorities through the OSA (although the content is legal and not in any way vulgar, defamatory, slanderous, libelous). 6. Unauthorized removal of official notices, posters, streamers, tarpaulins; and the like. 7. Littering within University premises. 8. Smoking outside within 30-meter radius from the campus perimeter. 9. Breaking into a class or College-sponsored activities (in-campus/off campus) without the permission of the organizer.

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10. Acts of mischief and/or misbehavior during in-campus/off-campus University-sponsored activities. 11. Unjust vexation or annoying/pestering any individual in the University 12. Provocation to a fight (quarrel or fistfight). 13. Public Display of Affection (PDA). 14. Failure to attend required university activities and programs.

Prescribed Sanctions for Offense Nos. 2 - 14 First Offense Reprimand and Written Agreement

Second Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with One-day Suspension

Third Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Two days Community Service

B. Major Offenses These are grave infractions of University rules and regulations which warrant a sanction of suspension, non-readmission, re-admission probation, dismissal or expulsion. The sanctions to be imposed would depend on instances of the act which could be First, Second, or Third. If applicable, the Fourth instance will be penalized with outright dismissal.

1. Committing more than three (3) minor offenses of any nature. 2.Refusal to obey legal order of a person of authority such as (but not exclusively) refusing to identify himself/herself when asked lawfully to do so, or refusal to receive the Memorandum of Disciplinary Action (MDA).

Prescribed Sanctions for Major Offense Nos. 1 - 2

First Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Two- to three-day suspension (2-3)

Second Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Three- to four-day suspension (3-4)

Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Four- to five-day suspension (4-5), may include Readmission Probation

3. Smoking anytime within University premises. 4. Possession of and/or intoxication with alcoholic beverages within University premises or during any off-campus University-sponsored activities. 5. Entering University premises or attending off-campus University- sponsored activities in a drunken state. 6. Unauthorized entry to the University premises or facilities.

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7. Unauthorized use of University facilities and properties (projectors, ICT machines, electric fans, air conditioners, classrooms, laboratory rooms, gymnasium, amphitheater, auditorium, audio-visual room, multi-faith chapel, and other function rooms). 8. Acts which endanger the safety of any individual within University premises or during any off-campus University sponsored, and that may harm to persons or cause damage to property of any member of the University community. 9. Possession of any gambling paraphernalia and/or engaging in any form of gambling within University premises or outside within a 50-meter radius from the campus perimeter or during any off-campus University sponsored activities.

Prescribed Sanctions for Major Offense Nos. 3 - 9

First Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Three- to five-day suspension (3-5)

Second Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Five to seven-day suspension (5-7), may include Readmission Probation

Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Seven- to Nine-day suspension (7-9), and may include Non-Readmission

10.Using the ID, registration form, examination permit, clearance form, official receipt (and other official school documents) of another student and/or lending the same for somebody else to use. 11.Unauthorized use of the University's name and seal/logo in connection with any activity, advertisement, merchandise or publication. 12.Involvement in any off-campus activity such as (but not limited to) contest, play, band, choir, conference, congress, forum, seminar/workshop, training, association, society, or group, claiming as representative of the University or any of its recognized student organizations without written authorization from the respective University authority. 13.Abusive behavior such as (but not limited to) use of rude language (utterances or written), offensive gestures, threatening remarks, intimidating acts, or bullying, within University premises or during any off-campus University-sponsored activities. 14.Membership, affiliation or mere association to organizations such as fraternities or sororities which are not duly recognized by the University.

Prescribed Sanctions for Major Offense Nos. 10 - 14

First Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Three- to six-day suspension (3-6)

Second Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Six- to eight-day

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suspension (6-8), may include Re-admission Probation

Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Eight- to Ten-day suspension (8-10), may include Non-Readmission

15.Use of the internet, mobile phones and other electronic communication/media devices with an extremely malicious and morally offensive content directed specifically against any individual. 16.Inappropriate use of technology such as accessing pornographic sites, posting inappropriate, sexually provocative or lewd images, messages and videos. 17. Destructive acts, due to vandalism or drunkenness or recklessness that destroy campus property or property inside the campus owned by any member of the University community. 18. Instigating any activity leading to: stoppage of classes; preventing students and faculty members from attending classes; hindering employees/officials from entering the University premises/offices. 19. Soliciting funds elsewhere without written permit or approval. 20.Acts that result to slight physical injury against any individual within the University premises or during any University-sponsored activities. 21. Bringing bladed objects and similar objects require written permission from concerned instructors.

Prescribed Sanctions for Major Offense Nos. 15 - 21

First Offense Written Agreement, Memorandum of Disciplinary Action (MDA), Four- to Eight-day suspension (4-8)

Second Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Eight- to Ten-day suspension (8-10), may include Re-admission Probation

Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Ten- to Twelve-day suspension (10-12), and may include Non-Readmission

22. Stealing any personal property (money, cellphone, calculator, laptop.) owned by any member of the University community within University premises or during any off-campus University-sponsored activities. 23. Bribery of any nature given to any employee of the University or facilitate office transactions and the like to obtain favor.

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24. Engaging in lewd, indecent, obscene or immoral conduct (such as necking, petting, peeping, exhibitionism, sexual solicitation, lasciviousness, etc.) within University premises or during any off-campus University-sponsored activities. 25.Producing, possessing, distributing, publishing, exhibiting and/or disseminating literature, films, prints, plays, shows or similar forms such as (but not limited to) pornographic materials, of all kinds and types, which are offensive to morals, contrary to law, public order, good custom, and University policies. 26.Making, publishing or circulating defamatory information, print, social media or any forms of bullying, about the University, and any member of the school community with an extremely libelous, defamatory, seditious content.

Prescribed Sanctions for Major Offense Nos. 22 - 26

First Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Six- to ten-day suspension (6-10), and may include Non-Readmission

Second Offense

Written Agreement, Memorandum of Disciplinary Action (MDA), with Ten- to twelve-day suspension (10-12), and may include Non-Readmission

Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Twelve- to fourteen-day suspension (12-14), and may include Non-Readmission

27. Acts that cause serious physical injury which may include damage to property, such as dangerous driving of vehicles inside the campus or participation in brawls or physical assault against any individual, within University premises or during any off-campus University sponsored activities. 28. Furnishing false or fraudulent information to the University in connection with official documents he/she submits or with any official investigation or fact-finding activities; and/or submission of fake or spurious document as an academic requirement and/or forgery, alteration or misuse of University documents, records or credentials. 29. Acts that bring into disrepute the name of the University.

Prescribed Sanctions for Major Offense Nos. 27 - 29

First Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Eight- to Twelve-day suspension (8-12), and may include Non-Readmission

Second Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Twelve- fourteen-day suspension (12-14), and may include Non-Readmission

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Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Fourteen- to Sixteen-day suspension (14-16), and may include Non-Readmission

30. Student protests whose distinctive character is intimidation, obstruction and/or destruction. 31. Hooliganism or other serious acts of willful destruction of assets and properties owned by the University. 32: Burglary, robbery or other serious acts of thievery of any property owned by the University or property inside the campus owned by any member of the University community.

Prescribed Sanctions for Major Offense Nos. 30 - 32

First Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Ten- to Fourteen-day suspension (10-14), and may include Non-Readmission

Second Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Fifteen- to seventeen-day suspension (15-17), and may include Non-Readmission

Third Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Eighteen- to Twenty-day suspension (18-20), and may include Non-readmission

33. Involvement in hazing (even outside the jurisdiction of the University) which is an initiation rite used as a prerequisite for admission in a fraternity, sorority or organization by placing the applicant, recruit or neophyte, either by force or deception, in humiliating situations or subjecting him/her to psychological suffering or physical injury. NOTE: If any of our student commits or gets involve in any activities that violates r.a.8049 the Student Discipline committee will create an adhoc committee and will abide on the penalties provided on the Act Regulating Hazing and Other forms of initiation rites in fraternities, sororities, and other organizations.

34. Possession, illegal use, selling and/or distribution of dangerous drugs or prohibited chemicals/substances and their derivatives, including but not limited to narcotic elements such as marijuana, heroin, cocaine, opium, morphine, amphetamine-based drugs within University premises or during any of campus University-sponsored activities. 35. Unlawful possession of firearms, explosives, incendiary devices, chemical or biological substances, or other various deadly weapons, within University premises or during any off-campus University sponsored activities.

Prescribed Sanctions for Major Offense Nos. 33 - 35

First Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Ten- to Twenty -day suspension (10-20), and may include Non-Readmission

Second Offense Written Agreement, Memorandum of Disciplinary Action (MDA) with Twenty-one- to

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Thirty-day suspension (21-30), and may include Non-Readmission

Third Offense Dismissal and/or Expulsion

Note: For these offenses, the student may be immediately placed under preventive suspension during the pendency of the disciplinary proceedings against him/her.

36. Serious threat on someone else’s life and/or property. 37. Acts that constitute high crime, whether attempted or consummated, such as (but not limited to) prostitution, rape, arson, etc., within University premises or during any off-campus University-sponsored activities. 38. Conviction of a criminal offense before any court of law involving moral turpitude against any person or property other than through reckless imprudence.

Prescribed Sanctions for Major Offense Nos. 36 - 38

First Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Twenty- to Thirty-day suspension (20-30), and may include Non-Readmission

Second Offense Dismissal and/or Expulsion C. Academic Dishonesty Offenses

1. Use of mobile phones during examinations. 2. Talking with one another during examinations. 3. Assisting or dictating answers to fellow examinees. 4. Possession or passing of lecture notes or any materials during examination. 5. Receiving information related to the exam from outside the examination room. 6. Facilitating/aiding in the dissemination of leakage. 7. Buying or selling of test questionnaires/papers or any portion thereof. 8. Copying from or allowing another to copy from one’s examination paper. 9. Use of improvised or covert means/devices to carry out a cheating act during examination. 10. Having somebody else to take the examination in his/her behalf. 11. Passing as one’s worked any assigned report, case analysis, reaction paper, experiment report, laboratory report, research homework, term paper, thesis, projects, and the like when copied from another. 12. Asking another person to attend symposium, seminar, and exams in his /her behalf. 13. Plagiarism in connection with any academic work. 14. Misdeeds “caught in the act” or reported by the faculty, student or any member of the University community which may be determined by the SDC as academic dishonesty after due process.

Prescribed Sanctions for Academic Dishonesty Nos. 1 - 14

First Offense

Grade of zero (0) in the test/exam/requirement, Written Agreement, Memorandum of Disciplinary Action (MDA) with one-day (1) suspension and community service

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Second Offense

Failure in the subject or Failure in the academic requirement, Written Agreement, Memorandum of Disciplinary Action (MDA) and three-day (3) suspension with community service

Third Offense Failure in the subject or Failure in the academic requirement and may include Non-Readmission

15. Aiding or abetting a cheating act when she/he is not a member of the class.

Prescribed Sanctions for Academic Dishonesty No. 15

Any Instance of Offense

Written Agreement, Memorandum of Disciplinary Action (MDA) with Four-day (4) day suspension to Non Readmission

MISCELLANEOUS NOTES/PROVISIONS Supplementary to offenses/sanctions.

1.The SDC or Student Discipline Committee shall have the power to determine whether or not offenses not mentioned in this document shall be considered minor or major. 2. Sanctions to be imposed on offenses not covered in this document shall be recommended by the SDC or Student Discipline Committee to the VPAA without prejudice to the rights of students to due process. 3. The sanction for offenses where there are properties damaged or persons injured (physically or emotionally) shall include replacement/restoration and/or restitution/compensation without prejudice to other sanctions under this policy under Student Code of Discipline. 4. The sanction for offenses when there are stolen properties not returned or when returned have been substantially damaged or when money itself is stolen shall include replacement/restoration and/or restitution/compensation without prejudice to other sanctions under this policy under Student Code of Discipline. 5. If applicable, students who have been sanctioned or undergone disciplinary action may be required to issue a written public apology. 6. Commission of any two major offenses within a semester/term shall place the sanctioned student (if applicable) on a Re-admission Probation status for the next semester/term. 7. Students who are currently serving major disciplinary sanction and are qualified to receive honors/awards (academic, leadership, etc.) shall have the honors/awards forfeited/withdrawn/ annulled/rescinded.

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8. Upon request of the office concerned, the SDC shall provide the information regarding the disciplinary record of the student recipient of awards.

Offenses/Sanctions under unusual circumstances.

1. Students enrolled in On-the-Job Training (OJT) are subject to the disciplinary process based on the approved OJT manual.

Consequences to disciplinary actions.

1. If warranted and applicable, students who have been sanctioned or undergone disciplinary action shall be required to see the Guidance Counselor immediately. 2. Regardless of the sanction imposed, the student respondent will not be readmitted to class, allowed to take the examination, proceed with the accomplishment of any assignment or enroll without a certification from the SDC that the case has been investigated and that appropriate actions have been taken. The complainant shall be informed by the SDC of pertinent actions taken on the case. 3. Students who have been sanctioned or undergone disciplinary action shall be allowed to take a special exam only for any major examination missed.

Complementary to offenses/sanctions.

1. If a disciplinary proceeding (or investigation process) for a certain student accused of any offense may not be immediately pursued by reason of “end of term or semester”, then it shall be held in abeyance until the next term or semester shall have officially commenced, unless otherwise this temporary cessation of disciplinary process may impair the right of the parties to a speedy hearing thereby compromising the ends of justice. 2. Any student found guilty of any offense whose sanction may not be served immediately by reason of “end of term or semester” shall be meted out the disciplinary action the following term or semester which shall begin in the first day of the 2nd week after the first official day of classes, unless otherwise this temporary suspension of sanction implementation may impair the right of the offended party to a speedy and prompt administration of justice. 3. When sanctions, specifically suspension days, to be imposed to erring students do not have sufficient implementation time for valid reasons, then an equivalent community service may be served. In lieu of the community service, a corresponding extension project of the college where he/she belongs may be rendered. Days of service may be equivalent to the number of days of suspension or prorated depending upon the weight of the project. 4.Community service may also be allowed to students who are given suspension during summer classes.

4.1 A student who has been suspended but allowed to render community service is permitted to attend classes. 4.2 The student’s request for community service shall be signed by both the student and her/his parent or guardian.

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4.3 The letter shall be submitted to the SDC prior to the effectivity of the sanction. 4.4 The student shall be assigned by the SDC to her/his designated work area. 4.5 The student is required to submit Community service journal and Certificate of Accomplishment from the office where she/he was assigned.

5. If a disciplinary proceeding conducted upon any graduating student accused of any offense shall extend beyond Graduation Day, the process shall be finished regardless whether he/she actually graduates or not. If found guilty, and the student has graduated, the sanction shall be to render community service corresponding to the extension project of the college where he/she belongs which may be equivalent to the number of days of suspension or prorated depending upon the weight of the project. If the student did not graduate but found guilty then the usual procedures for the implementation of sanction shall be followed. The credentials of the erring student will be released after the suspension/ community service has been served. 6. The matter of major offense committed by any student who has just graduated but whose school credentials have not yet been obtained shall be considered as unusual and the same shall be forwarded to higher authorities as an administrative case or a criminal offense for appropriate action. The OSD shall officially recommend that if the said student is found guilty, and he/she is a recipient of honors/awards (academic, leadership, scholarship, etc.), then these should be forfeited/withdrawn/ annulled/rescinded. In any disciplinary proceeding, settlement between the student respondent and the complainant may be pursued only if the offense involved is personal such as “acts of mischief or unjust vexation or provocation to a fight or physical injury” against any individual. This does not mean that the respondent when found guilty shall not be meted out disciplinary action. The matter of replacement/restoration and/or restitution/compensation to properties damaged or persons injured shall be settled. In any disciplinary proceeding, if the complainant withdraws the complaint, the OSD or the Discipline Board reserves the right to pursue the case in the interest of the University and the University community and the public at large especially if there is a semblance of coercive pressure from any third party against the complainant.

DISCIPLINARY PROCESS

Any complaint against any student can be reported to any University authority but should be properly directed and filed to the Office of Student discipline of the respective Campus or College where the subject student is registered. The written complaint should be properly signed by the complainant with course, year, section, home address and contact number. 1. Filing of Complaint to Erring Students.

1.1 The complainant fills-out the incident report or makes a narrative report duly signed, with course, year, section, home address, and contact number. 1.2 The incident report/narrative report shall immediately be forwarded to the SDC Chairperson.

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1.3 The ID of the student subject of complaint shall be turned over to the SDC Chairperson. 1.4 The SDC Chairperson informs the student to report through the Call Slip for investigation. 1.5 The complaint shall be acted upon based from the preliminary investigation. 1.6 Filing of complaint to erring students shall observe the disciplinary process.

2. In cases of academic dishonesty, the faculty concerned (or the proctor of the examination) is immediately required to submit an incident report to the SDC Chairperson.

3. If warranted, the ID of the student subject of complaint shall be confiscated and turned over to the SDC.

4. All student disciplinary proceedings shall observe due process such as: clear notice of

charges in unambiguous and comprehensible language; enough time given to answer the

charges; right to receive all pieces of evidence against him/her; right to face the accuser/s

and witness/es and counter-present pieces of evidence/witnesses; right to counsel choosing

from any faculty or school official or legal counsel; right to the presence of parent/guardian.

5. All student disciplinary proceedings shall be conducted informally in a closed-door hearing in

the interest of privacy, decency or public morals.

6. All student disciplinary proceedings shall be properly logged and documented, and all

records (duly signed by the Discipline Board and other parties involved) be put in

safekeeping and its confidentiality preserved.

7. If the student respondent readily admits guilt in writing during the preliminary

investigation/hearing, the case may be summarily acted upon by the SDC. The formal

investigation/hearing shall be dispensed with and after clarificatory questions, the SDC

shall decide on the case.

8. Minor offenses shall be handled by the SDC Chairperson.

8.1 Any minor offense committed if caught in the act (in flagrante delicto) shall be dealt with by the SDC with urgency and exigency subject to due process.

8.2 The SDC shall inform the parent/guardian of the student being charged depending on the gravity of the offense.

8.3 Any minor offense reported and properly filed in the SDC shall be submitted to the SDC Chairperson to conduct a preliminary investigation.

8.3.1 If the complaint is substantial, the SDC shall notify the student in writing of the charges against her/him, including evidences and witnesses.

8.3.2 Depending on the nature of and circumstances surrounding the offense, the Chairperson may or may not conduct an actual hearing.

8.3.3 If the complaint is without merit; a Notice of Case Dismissal shall be given in writing. 8.3.4 If hearing is warranted, the student shall be given the opportunity to answer the

charges in three (3) working days, including counter-presentation of pieces of evidence/witnesses; otherwise, the SDC shall summarily resolve the case/complaint.

8.3.5 Sanction, if called for, shall be decided upon by the SDC and a Memorandum of Disciplinary Action (MDA) shall be recommended for implementation.

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9. The MDA for minor offenses meted out to erring students shall be implemented by the SDC.

10. Major Offenses shall be handled by the Student Disciplinary Committee (SDC) campus or university level, depending on the gravity of the offense.

10.1The complainant or aggrieved party or University authority shall submit a formal complaint/report to the SDC complete with facts (pieces of evidences, names of witnesses); upon receipt by the SDC, the same shall be submitted to the Chairperson of the SDC campus and university level, as the case may be, not later than two working (2) days.

10.2 If the complaint is substantial, the SDC Chairperson shall send a Notice of Formal Charges to notify the student in writing of the charges against him/her, including evidences and witnesses; who then shall be required to reply in writing not later than three (3) working days upon receipt thereof. 10.3 The SDC shall inform the parent/guardian of the student being charged. 10.4 The SDC shall be convened not later than two (2) working days after receipt of the student respondent’s answer or after the expiration of the period within which the respondent should answer on the day and hour set by the Chairperson of the SDC, to hear both parties and their witnesses. For this purpose, the board may issue summons for the personal appearance of parties and witnesses. 10.5 All parties concerned shall be notified of the date set for the hearing at least two (2) working days before such hearing. The student respondent may defend himself personally or by counsel of his own choice. 10.6 The SDC shall hold hearings continuously or at least three times a week until the case has been resolved. The board shall arrive at a resolution of the case within fifteen (15) working days from the day it convenes on the first hearing, and at the discretion of the Chairperson, be extended not to exceed five (5) working days except in clearly reasonable situations. The complainant who has the burden of proof shall be heard first and the student respondent may submit counter pieces of evidences, if he/she so desires. 10.7 Refusal/failure of any party or witnesses to appear in compliance with the summons without sufficient cause, the board shall note this fact and thereafter proceed to hear the case ex-parte without prejudice to their appearance in subsequent hearings. 10.8 The board, on the application of either the complainant or the respondent, may in its discretion and for cause, postpone the hearing for such period of time provided the ends of justice and the right of the parties to a speedy hearing will not be compromised. 10.9 The records of the hearing with the report of findings and the recommendation shall be signed by the SDC. The official report shall state the specific regulations and procedures followed, the findings on the facts, the final decision and recommendation whether the case is dismissed, or the respondent shall be meted out sanction. 10.10 If the board finds the complaint without merit, a Notice of Case Dismissal shall be given in writing. If the case stands, a Memorandum of Disciplinary Action (MDA) shall be recommended by the board.

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10.11 The official report shall be submitted to the Office of the Campus Director and shall be reviewed if warranted by the Vice President for Academic Affairs (VPAA).

10.12 The Memorandum of Disciplinary Action issued to students found guilty of committing any major offense shall be implemented by the SDC for sanctions less than 15-day suspension.

10.13 The MDA to students found guilty of committing any major offense with 15-day suspension or stiffer penalty shall be implemented by the Office of Academic Affairs or the Office of the Campus Director. However, the implementation of the sanction of expulsion shall be vested upon the Office of the University President.

10.14 The parent/guardian shall be notified of the disciplinary action (or sanction) for the offenses committed by the student. 10.15The student subjected to or meted out with disciplinary action for major offenses has the right to appeal. 10.16The appeal shall be made on the following grounds:

10.16.1 Due process was not provided to the student, (there is evidence that some aspect of the investigation/hearing was prejudicial, arbitrary, or capricious); 10.16.2 Significant new information, not reasonably available at the time of the investigation/hearing, has become available; and 10.16.3The disciplinary action (or sanction) imposed is not proportionate to the nature and seriousness of the offense.

10.17 The student must submit a written Notice of Appeal to the issuing authority within two (2) working days upon receipt of the MDA. Appeal shall only be allowed after a motion for reconsideration is filed and decided upon by the SDC. 10.18 The Student Disciplinary Committee (SDC) shall determine the merit of the appeal if the grounds exist and whether or not to accept the appeal. If the SDC;

10.18.1Decides not to accept the appeal, the student will be notified in writing and the MDA will take effect immediately;

10.18.2Accepts the appeal, on the matter of due process or that significant new information has become available, the case shall be scheduled for a new hearing with instructions to correct the deficiencies; 10.18.3Accepts the appeal, on the grounds that the sanction imposed is not proportionate to the nature and seriousness of the offense, then it may recommend to the SDC for review of the original sanction.

The MDA will take effect immediately as soon as (10.18.2) or (10.18.3) above has been

complied with.

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10.19 The SDC shall decide the appeal within five (5) working days from its acceptance. 10.20 The decision on any case involving sanction of suspension exceeding twenty percent (20%) of the prescribed school days for a school year or semester or term shall be forwarded to the CHED Regional Office concerned for its information within ten days from the termination of the investigation/hearing.

10.21The decision on any case involving the penalty of expulsion, together with the supporting documents, shall be forwarded to the CHED Regional Office concerned within ten days from the termination of the investigation/hearing.

POLICY ON MAINTAINING THE CONFIDENTIALITY AND SECURITY OF STUDENT DISCIPLINE RECORDS All referrals to the Student Discipline Committee or SDC are considered student discipline records and are therefore confidential. Disciplinary records are kept by the Student Disciplinary Committee in the Guidance and Counseling Services Offices (GCSO) and are separate from all other educational records, including academic transcripts. The length of time a disciplinary record is maintained depends on the level of sanction issued, and/or the incidence of any additional violations while the initial record is currently on file. Additional violations(s) may result in file(s) being maintained for an extended period of time. Disciplinary records for minor offenses are maintained for at least six (6) years; disciplinary records for major offenses are kept permanently, including those involving as assessed sanction of suspension, expulsion, denial or revocation of a degree, dismissal from as academic program, or withdrawal of a diploma APPLICATION AND EFFECTIVITY In case of conflict between the provisions stated here, especially Offenses and Sanctions, and the provisions of other equally approved student manuals/handbooks/guidebooks/booklets adopted, published, circulated and implemented by other colleges/departments University-wide for college students, the provisions of these guidelines shall prevail. Should any section or provision of these guidelines be officially declared invalid or null or void, the other sections or provisions not affected thereby shall remain in full force and effect. Mandatory Evaluation and Review. By the end of each academic year, the University shall conduct a mandatory review of the policy as to the status of its implementation and compliance to existing laws and regulations for possible revisions or amendments. Any revision of these guidelines shall take effect immediately upon approval by the Board of Regents and shall be effective unless otherwise repealed or amended.

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VII. STUDENT RIGHTS AND GRIEVANCE PROCEDURE

The purpose of this procedure is to provide a prompt and equitable means of resolving student grievances. This procedure shall be available to any student who reasonably believes an experience or decision has adversely affected his or her status, rights or privileges as a student. A grievance may be initiated by a student against an instructor, an administrator, or a member of the classified staff. A grievance may also be initiated against another student.

I. Grounds for Filing Student Grievances. The Student Grievance Procedure shall apply only to grievances involving:

A. Academic (Grade) Grievance: a complaint alleging mistake, fraud, bad faith or incompetence in the academic (grade) evaluation of student performance. B. Violation of Law, policy, and Procedures:

1. Violation of rights which a student is entitled to by law or policy, including financial aid, exercise of free expression, rules for student conduct, admission, probation, or suspension or dismissal policies.

2. Act or threat of physical aggression, verbal abuse and bullying. 3. Act or threat of intimidation or harassment

C. This Student Grievance Procedure does not apply to: 1. Discrimination, Sexual Assault or Sexual Harassment. Any student who feels he/she

has been or is presently an alleged victim of sexual harassment, may first contact the Director of Student Affairs to file a complaint verbally or in writing, At the time a complaint is made known, a copy of the complaint procedures and a complaint form shall be made available to the complainant.

II. Definitions

A. Party: The student or any persons claimed to have been responsible for the student’s alleged grievance, together with their representatives. “Party” shall not include the Grievance Hearing Committee. B. Student: A currently enrolled student, a person who has filed an application for admission to the college, or a former student. A grievance by an applicant shall be limited to a complaint regarding denial of admission C. Respondent: Any person claimed by a grievant to be responsible for the alleged grievance. D. Observer: An individual who is present at a hearing to observe the proceeding, but shall not be allowed to speak and address the committee E. Written Notice/Written Decision: Notice sent by personal service or by registered or certified mail with return receipt requested via the Postal Service. F. Day. Unless, otherwise provided, day shall mean a day during which the college is in session and regular classes are held, excluding Saturdays, Sundays and holidays.

III. Grievance Process. A. Informal Resolution

Within 30 days of the allegation, each student who has a grievance shall make a reasonable effort to resolve the matter on an informal basis prior to requesting a grievance hearing:

1. For an academic (grade) grievance, the student shall make an appointment with the faculty against whom he/she has a grievance during the faculty member’s posted office hours or at a mutually-agreed-upon time, in order to discuss the student’s complaint. Should the faculty against whom the student has an academic

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complaint fail to meet with the student in a timely manner, the student may meet with the dean of Instruction of the faculty member.

2. For a grievance based on an alleged violation of law, policy, and procedures, the student shall attempt to solve the problem with the person with whom the student has the grievance, that person’s immediate supervisor, or Director of Student Services (or designee).

B. Formal Complaint Procedures Any student who believes he/she has a grievance must file an approved grievance complaint form with the Director of Office of Student affairs (or designee). The student may obtain the form from the Office of the Student Affairs. The student must file within 90 days of the incident on which the grievance is based; or after the student knew or should have known of the basis for the grievance, whichever is later. The grievance complaint must be filed whether or not the student has already initiated efforts at informal resolution, if the student wishes the grievance to become official. Failure to file a formal complaint within such ninety (90) day period constitutes waiver of the student’s right to appeal.

1. Filing Complaint

The complaint must include the following: a. The exact nature of the complaint (grounds) b. The specific details of the complaint (e.g., chronology of the event and an explicit

description of the alleged violation) c. A description of the informal meeting and attempted resolution, if any d. The specific resolution/remedy sought

Complaint should be filed at the Office of Student Affairs address to the Director of Student Affairs.

2. Meeting with Director of Student Affairs (or designee) The Director of Student Affairs (or designee) shall provide to the person against whom the grievance has been filed a copy of the grievance and a copy of the procedure. The Director of Student Affairs (or designee) will provide the grievant with a written copy of the policy and procedure and answers all questions regarding the policy including the student’s rights and responsibilities in the process of filing a grievance. For academic (grade) grievance, the Director of student Affairs (or designee) will inform the student that a grade change may only be made where there is a finding of fraud, mistake, bad faith or incompetence. The Director of Student Affairs (or designee) shall attempt to reach an informal resolution.

3. Request for Grievance Hearing

If an informal resolution cannot be reached, Director of Student Affairs (or designee) shall make a request for records and documents from the student filing the complaint and forward copies of all documents pertinent to the alleged violation to the Chair of the Grievance Committee and the parties. Documents or accusations not specifically related to the alleged violations shall not be forwarded to the committee or the parties.

a. For academic (grade) grievance, the Chair shall request records and documents from the faculty member against whom the complaint has been filed.

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b. For grievance based on an alleged violation of law, policy and procedures, the Chair shall request records and documents from the party against whom the complaint has been filed.

The Grievance Hearing timeline may be tolled (postponed) pending a formal investigation of any discrimination claims by or against the student. Such investigation must be concluded no later than 90 calendar days as required by law.

4. Grievance Hearing Committee Within 90 days following receipt of the grievance complaint form, the Grievance Hearing Committee shall conduct a hearing. The following University Grievance Committee members shall be appointed for a term of one academic year as follows:

a. A Vice President of Academic Affairs/Vice President of Administration who shall chair the committee;

b. One faculty member (and one alternate) and the Faculty President; c. One administrator (and one alternate) appointed by the University President; d. One student (and one alternate) and President of Student Organization.

Additional committee member:

e. For academic (grade) grievances, one faculty member (and one alternate) and the Faculty President; or

f. For other grievances, one classified employee (and one alternate). A committee member shall withdraw from participation in the hearing if a conflict of interest is anticipated, in which case the alternate member shall serve. The members of the Committee shall be provided with the copy of the grievance and any written response provided by the respondent before the hearing begins. Four-fifths of the members of the committee shall be present in order for the committee to act.

5. Hearing Procedure a. The VPAA (for academic (grades) grievance) / VP Administration (for other

grievance), as Chair, shall provide written notice, including the date, time and place of the hearing to both parties at least ten days prior to the hearing. The notice shall be hand-delivered or sent by certified mail and shall include a copy of the complaint.

b. The Chair shall provide the involved complainant with a written summary of rights he/she may be entitled to by law or contract at least 10 days before the hearing. For academic (grade) grievance, the Chair of the Committee shall provide the involved faculty member with a written summary of rights he/she may be entitled to by law or contract at least 10 days before the hearing. Both parties shall be given adequate time (at least 10 days) to read and preview all documents, consistent with privacy laws. The right may be waived by either party. Both parties shall be informed that all relevant evidence presented to the hearing committee, whether written or oral, may be used against them in this or any other proceeding unless otherwise prohibited by law. The written notice shall inform the parties of this fact. The Chair of the committee shall inform both parties orally of this fact at the commencement of the hearing.

c. The decision of the Chair shall be final on all matters relating to the conduct of the hearing unless there is a vote by a majority of the other members of the panel to the contrary. The Chair may do whatever is necessary, so long as it is legally permissible, to ensure that the hearing is conducted in a fair, dignified and orderly manner.

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d. The Chair of the committee may exclude a witness from the hearing when the witness is not giving testimony.

e. Anyone who disrupts the proceeding or interferes shall be excluded from the proceeding.

f. All information derived from the complaint is confidential. Information may not be made public nor discussed with anyone except those with a legitimate need to know.

g. The hearing shall be open only to persons directly involved in the matters to be heard. The bargaining agent representing the respondent may send an observer to any hearing.

h. The committee may call in “expert witnesses” if the subject of the grievance is beyond their expertise.

i. The committee shall inform the witnesses (other than the accused) in writing that they are sought for interview purposes and their participation in the process is requested by the committee. Witnesses shall also be informed as to the purpose of the interview, the general subject of the interview, and their right to request representation by anyone of their choosing prior to and during said interview.

j. Any member of the committee may ask questions of any witness. k. The hearing shall be conducted to bring all of the relevant information and

evidence to the members of the committee in an orderly and intelligible form. Formal rules of evidence shall not apply. Any relevant evidence shall be admitted, if it is the sort of evidence on which responsible persons are accustomed to relying upon the conduct of serious affairs. Accusations not specifically related to the alleged violation shall not be considered relevant. The rules of privilege shall apply to the same extent that they are recognized in civil actions.

l. At all steps of the process, both the student filing and other party have the right to be accompanied, advised and represented by a person or counsel of their choosing. If either party wishes to be represented by an attorney, a request must be represented not less than 10 days prior to the date of hearing. If the student is permitted to be represented by an attorney, the college representative may request legal assistance. The hearing committee may also request legal assistance; any legal advisor provided to the panel may sit with it in an advisory capacity to provide counsel but shall not be a member of the panel nor vote with it.

m. If the respondent on his/her representative, or both, are absent from all part of the hearing, the committee shall make its recommendations on the basis of whatever evidence is submitted before the hearing and on whatever evidence and testimony is presented to the committee during the hearing.

n. The committee shall make all evidence, written or oral, part of the record. o. The committee shall judge the relevancy and weight of testimony and evidence

and make its findings of fact, limiting its investigation to the formal charge. The decision shall be based only on the record of the hearing, and not on matter outside of that record.

p. The burden shall be on the grievant to prove by a preponderance of the evidence that the facts alleged are true and a grievance has been sufficiently established.

q. The hearing date may be postponed or continued at the discretion of the Chair of the committee. Both parties shall be given notice of the new or continued hearing date.

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r. The votes of the majority of the members present (at least 3 votes) are necessary in order for the committee to make a recommendation to the Director of Student Services.

s. The Chair of the committee shall notify the Director of Student Services of the committee’s recommendation within 10 days.

t. A summary record of the proceedings held in a closed session shall be kept in a confidential file by the Director of Student Services and shall be available at all times to the accused person. The Director of Student Services has the responsibility to ensure that a proper record is maintained and available at all times.

6. Final Decision by Director of Student Affairs Based on the grievance hearing committee’s recommendations, the Director of Student Services (or designee) may accept the recommendation, return it to the committee for further review, or reject it. Within 10 days of receipt of the committee’s recommendation, the Director of Student Services (or designee) shall send written notification to the parties and committee informing them of:

a. The committee’s recommendation; b. The final decision by Director of Student Services; and c. Appeals procedure Any decision to reject findings of the committee must be supported by a

summary finding of fact. The decision to recommend a grade change must be supported by a summary finding of fact, establishing mistake, fraud, bad faith or incompetence.

7. Appeals a. University President’s Decision

The Director of Office of Student Affairs (or designee) decision may be appealed by either party in writing within 10 days of the Vice President of Academic Affairs (or designee) decision. The University President shall issue a written decision to the parties and their representatives within ten (10) days of receipt of the appeal. A decision to change a grade must be supported by a summary finding of fact, establishing mistake, fraud, bad faith, or incompetence.

b. BOR’s Decision The University President’s decision may be appealed to the BOR in writing within 10 days of receipt of the decision. The Board will review the documentation of the prior steps of the case and determine whether to confirm the University President’s decision or hear the appeal. If the Board confirms the University President’s Decision, the appellant has exhausted his or her remedies. If the Board decides to consider the appeal, it will do so in closed session, and will issue a final decision within forty-five (45) days after receipt of the decision. A decision to change a grade must be supported by a summary finding of fact, establishing mistake, fraud, bad faith or incompetence. Implementation of any grade change shall be held in abeyance until the internal appeal process has been exhausted.

8. Time Limits Any times specified in these procedures may be shortened or lengthened if there is mutual concurrence by all parties.

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IV. GUIDELINES FOR OFFICIAL TRAVEL OF ASU STUDENTS SCOPE

These policies and procedures shall cover and be effective on all travel and related transactions and to all students of Aklan State University. Travels contemplated in this policy shall cover only those which are urgent ad extremely necessary and should incur only the minimum expenditures and must redound to the benefit of the university. This policy shall be strictly implemented by all campuses of the university.

1. AUTHORIZED OFFICIAL TRAVEL

a. Official local or foreign travels and assignments under this policy shall cover only those which meet the following criteria:

a.1.) It is essential to the effective performance of student leaders. a.2.) It is required to meet the needs of the department/organization or there is a substantial benefit to be derived by the university. a.3.) The presence of the student/student-leader is critical to the outcome of the meeting, conference, seminar, consultation or any official activity to be attended; and a.4.) the projected expenses are not excessive or involve minimum expenditure.

b. Private foreign travels of students shall not be issued foreign travel authorities and shall not be entitled to government funding for such trips.

2. APPROVAL OF LOCAL TRAVEL

a. The official local travel of students and payment for their corresponding travel expenses shall be approved by the following:

i. Campus Director/Head – within the Province of Aklan ii. University President – outside the Province of Aklan iii. Chair of the Governing Board – Outside the country

b. No travel expense shall be paid without an approved travel request and travel order.

3. STUDENT TRAVEL

c. Transportation Expenses and Miscellaneous Expenses i. The allowable transportation expenses and reasonable miscellaneous expenses

(e.g terminal fee, parking fees, road rolls, etc.) from the permanent official station to the destination or place of assignment shall cover the following areas:

a. from the office or residence to the pot of disembarkation and vice versa b. from the point of embarkation to the point of disembarkation in the place of destination and vice versa, and c. from the point of disembarkation to the office of destination or place of

assignment in the field and vice versa.

d. The transportation expenses and reasonable miscellaneous expenses shall be I addition to the daily travel expenses.

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e. In case where government vehicles are used for the travel, the student concerned are not entitled to transportation expenses. f. Payment for taxi fares must be supported with metered taxi receipts or official

receipts. In cases where taxi receipts were not secured, claim in the amount of Php 75.00 will be allowed without the presentation of the required receipts.

g. For PUVs not issuing receipts, claim for the transportation expenses in the amount of P300.00 or less may be supported by Certification of Expenses Not Requiring Receipts (COA Circular 2017-001)

h. If a private vehicle is used, no reimbursement of the cost of gasoline and fuel shall be allowed. The student concerned however is entitled to equivalent cost of the customary mode of transportation.

i. Prudence should be observed in choosing the least costly method of transportation by travelling through direct or uninterrupted route. Choosing an indirect route for personal convenience is not allowed.

5. MODE OF TRANSPORTAION AND TYPE OF ACCOMODATION

a. The head of ASU and/or authorized representative shall determine the mode of transportation and type of hotel/lodging to be availed, which in all cases be the most economical and efficient.

b. As a general rule, only the ordinary public conveyance or customary modes of

transportation shall be used. The use of chartered trips, special hires of public

utilities, and other extraordinary means of transportation shall not be allowed

unless justified by the prevailing circumstances, such as but not limited to, carrying

large amount of cash, bulky equipment and important documents, inclement

weather, accompanying dignitaries or high-level government officials, or when time

is of the essence.

V. OFFICIAL FOREIGN TRAVELS

Provision on CMO No. 22 series of 2013 titled “Revised Policies, Standards and Guidelines on Student Internship Abroad Program will be followed subject to availability of funds.

VI. ASU STUDENTS’ ATTENDANCE TO SEMINARS, TRAINING, CONFERENCES AND OTHER OFFICIAL TRANSACTIONS

1. STUDENTS

To ensure that all are given equal opportunity to attend seminar workshops and trainings and attend necessary meeting and conferences in relation to the operations but also in consideration of the funds availability of the university, the following guidelines shall be followed on the type of approved local travel:

(i) Trainings and Seminars

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a. As much as possible, only one (1) activity/travel on official business shall be allowed per student, with a maximum of two (2) participants per campus/organization for seminars/trainings outside Aklan for the seminar. The limitation may be waived for the students holding vital positions in the organization whose presence is necessary to represent the University/ Campus/ College.

b. Students maybe allowed of the following actual claims for the

approved official travels for seminars, training, competitions and other student related activities charged to Fiduciary Fees and/or Organizational Funds.

a. Actual transportation expenses b. Registration Fee

c. The Dean/Campus Director/Head/Adviser must ensure

equitable opportunity for student(s) to attend trainings and seminars and that the topics covered in the training/seminar are within the area of specialization/s of the organization.

Excerpts from Internal Guidelines for Official Local and Foreign Travel of ASU

VIII. STUDENT DRUG TESTING POLICY

OBJECTIVES 1. To promote a “drug-free” university and interest of the government in preventing

dangerous drug use among the students. 2. Instill in the minds of the students that dangerous drugs not only interfere in their

ability to learn but also disrupt the teaching environment. 3. Strengthen and collaborate efforts with concerned agencies

(DDB/PDEA/PNP/DOH/CHED/LGU) against the use of illegal drugs and in the treatment of dangerous drug users and dependents.

4. Establish a stronger partnership between the University and the students, parents, government agencies and NGOs providing programs and activities intended to facilitate the holistic and well-rounded student development.

5. Ensure that the drug testing policies of ASU are reasonable and shall not infringe upon the fundamental rights of the students.

Guiding principles:

“Random drug testing for students is considered by the government as entirely a “health” issue and aims to provide appropriate interventions, to those who will be tested positive for dangerous drug use, which will help the student stop further use and/or abuse of the substance.”(DDB BR No. 3 s.2009 Section 2 paragraph 12)

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PART I. SCOPE AND COVERAGE These implementing guidelines for the conduct of drug testing of students in the

five campuses of Aklan State University shall follow the parameters laid down in RA No. 9165, Dangerous Drugs Board (DDB) Board Resolution No. 3 series of 2009 and CHED Memorandum Order No. 18 series of 2019. General Guidelines:

• The mandatory drug testing shall be conducted in the same manner as the random drug testing under DDB Board Resolution No. 6 s.2003 and No. 3 s.2009. (CMO Section 16.1)

• University Heads in collaboration with CHEDRO VI shall ensure and oversee the implementation of drug testing in accordance with these guidelines.

• The Drug Free Committee shall ensure the confidentiality and the integrity of the drug test results and shall handle the reportorial requirements and any relevant information for submission to CHEDROVI.

• The fee for drug testing prior to admission shall be borne by the student.

• A confirmed result shall not be the basis for disciplinary action, unless the student is held liable for some other violations of the university’s’ internal rules and regulations (CMO Section 16.3)

• For old students, a Drug Testing Consent Form duly signed by the parents or immediate family members/guardians with attached clear photocopy of Identification Card (with signature) of parents/guardians must be submitted to the Guidance and Counseling Services Office.

- Schedule of Random Drug Testing will be under the discretion of the Random Drug Testing Coordinator (RDTC).

- The Random Drug Testing Coordinator shall remind the student that divulging the result with anybody will be at his own risk and if possible, the information should remain in the confines of their homes.

PART II. DRUG TESTING OF STUDENTS “Pursuant to Section 36 (c) of RA 9165, all HEIs are mandated to implement a mandatory random drug testing of their students, consistent with these implementing guidelines and other relevant rules and regulations, after observance of consultation and other similar requirements. For purposes of this Section, the respective Governing Boards of all HEIs shall incorporate in the Student Handbook a policy for the conduct of mandatory random drug testing of the students including the manner and procedures thereof in line with the DDB Regulation No. 3 series of 2009, the General Guidelines for the Conduct of Random testing of Students for Tertiary schools, amending DDB Regulation NO. 6 s 2003.”(Section 8. CMO No. 18 s. 2019)

Definition of Guardian pursuant to Article 20 of Presidential Decree No. 603 (The Child and Youth Welfare Code)

– the court may, upon the death of the parents and in the cases mentioned in Articles 328 to 332 of the Civil Code,

appoint a guardian for the person and property of the child, on petition of any relative or friend of the family or the

Department of Social Welfare.

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A. SELECTION BOARD The selection board for Random Drug Testing (RDT) shall be composed of the

following:

1. University President 2. Vice President for Academic Affairs 3. Campus Directors 4. Head, TEC 5. OSA Director 6. OSA Coordinators 7. University Guidance Coordinator 8. Campus Guidance Counselors 9. University Physician 10. Campus Nurses 11. Faculty Regent 12. USC Advisers 13. USC Presidents 14. PTCA Presidents

A. MANDATORY/RANDOM DRUG TESTING B 1.1 Mandatory Drug Testing for Admission to the University

Guidelines:

1. All student-applicants are required to undergo mandatory drug testing as a

requirement for admission to the university.

2. Student applicants must submit their specimen to the DOH Accredited Drug

Testing facility, physician or private medical practitioner only. Results from a non-

accredited DOH drug testing facility will not be accepted by the university.

3. If the result yields positive, the student/ applicant is not barred from admittance

unless there is a valid reason not to admit such student/applicant on grounds

other than the positive findings as a result of drug test.

4. If the student applicant whose result yields positive passed the academic

admission requirements, the application for admission shall be subject to the

deliberation by the Pre-Admission Committee pursuant to Section 15 of CMO

NO. 18 s2018.

B 1. 2 Random Drug Testing

PHASE I (Selection of Students) 1. All students are required to undergo random drug testing. Refusal to undergo

random drug testing shall be considered as denial to readmission/retention in the university pursuant to CMO No. 18 s. 2018 Section 15.

2. The Drug-Free Committee through the Drug Testing Coordinator conducts orientation while simultaneously preparing the collection site.

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3. The DFC shall prepare the master list of students to be randomly selected for drug test.

4. A lottery sampling method using students’ ID number shall be used to determine the student to be tested.

5. Only the DFC shall do the lottery sampling. 6. Percentage of student samples shall be determined according to the budget

allocated for the drug testing kits by the university for the academic year and/or availability of drug testing kits from allied agencies provided for the university.

7. Concerned faculty/employees/student representatives must NOT reveal the result of lottery and treat the result confidential.

8. The OSA personnel shall then gather the randomly selected students to be tested for orientation on the process of drug testing to be conducted by the RDTC.

9. RDT Coordinator shall provide the form to be distributed to the students who shall undergo the test. Students shall then be requested to accomplish a drug testing form.

10. Students who refuse to undergo random drug testing shall be dealt with in accordance with the rules and regulations of the schools; provided that at no time the refusal to undergo testing shall not give rise to a presumption of drug use or dependency; provided further that the school may implement interventions on such refusal other than the offense of drug use or dependency. Interventions should be consistent with the provisions of this DDB board regulation and its guiding principles. (DDB BR No. 3 s. 2009 Section 6 H)

11. Liability of a Parent, Spouse or Guardian Who Refuses to Cooperate with the Board or any Concerned Agency. – Any parent, spouse or guardian who, without valid reason refuses to cooperate with the Board or any concerned agency in the treatment and rehabilitation of a drug dependent who is a minor or in any manner, prevents or delays the after-care, follow up or other programs for the welfare of the accused drug dependent, whether under voluntary submission program or compulsory submission program, shall be dealt with in accordance with the applicable provision of RA No. 9165 and other issuances by the proper government agencies.

PHASE II (Collection of Specimen) Flow of activity is patterned to DDB BR No. 3 Flowchart

1. Students who are prepared to give urine specimen shall approach the analyst table and select a specimen bottle.

2. To safeguard the integrity of the urine sample, the student will be accompanied by a specimen collector or the same gender to the collection site.

3. The student will be asked to thoroughly wash and dry hands, empty pockets and remove outer garments (jackets, gowns, etc) of any. A body search may also be done when necessary.

4. Observed collection of urine will then be done. 5. Student submits urine to specimen collector who then will examine, in his/her

presence, if urine collected can be accepted for testing. 6. Student and specimen collector goes back to the analyst table. The student

affixes his signature, date and time of collection to the “sealing tape”. 7. The specimen collector “seals” the specimen bottle in the presence of the student.

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8. The specimen collector and student affix final signature in the drug testing form attesting to the validity of the procedures done.

PHASE III (Post Collection) Flow of activity is patterned to DDB BR No. 3 s2009 Flowchart

1. The analyst prepares the specimen for analysis in an accredited facility. 2. Results will be forwarded to the DFC who will coordinate with the Chairperson. If

confirmed positive, the laboratory shall forward a sealed copy to the DTC to ensure confidentiality.

3. The RDTC shall personally inform the parent and the student about the result and make the appropriate intervention with absolute and utmost confidentiality.

B 1. 3 TREATMENT OF RANDOM TEST RESULTS (excerpts from DDB BR No. 3 s.2009)

1. The results of the test shall be strictly confidential. 2. In case the results are positive at the screening level, the same specimen shall

immediately be submitted for confirmation observing all strict chain of custody procedures and confidentiality of records.

3. If the student is “confirmed” to be using dangerous drug, the Dangerous Drugs Board (DDB) Board Resolution pg. 2-3 shall be followed.

4. The Random Drug Testing Coordinator shall then inform the parent and the student of the result and how the information is regarded with utmost secrecy and confidentiality.

5. The parent, RDT Coordinator and the student shall then prepare for a case conference to discuss issues of drug use and possible dependency.

6. The RDTC shall refer the student and his/her parents to a government-owned DOH accredited facility or DOH-accredited government physician to determine the student’s dependency level. Trained Substance Abuse Counselors can also be utilized.

7. A date and a venue shall be selected for a case conference. The date should be agreeable to all concerned in the case conference (Parent, student, RDTC and the DOH Accredited Physician). Venue should have a semblance of privacy (preferably in a room with office table where group discussions and individual sessions can be done). Whichever is more convenient for the student and parent, venue could be other designated place which can assure privacy).

8. Once finalized, the group shall proceed as planned with the case conference: a. Drug dependency level of the student shall be evaluated b. Cross reference of information shall be validated from the parent and

RDTC. c. Treatment planning for the student shall be discussed and presented to

the student and parent. d. Options for treatment should be presented to the parents and student e. If a student (below 18 years of age) is found to be a drug dependent, the

university authority shall refer him/her to the DSWD or local social worker for counseling and other intervention.

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9. The parent and the student may choose to enroll the student in a private rehabilitation center or program or opt to avail of the rehabilitation services of the government through a DOH-accredited facility. (DDB BR NO. 3 page 4 No. 6)

10. If the student is “confirmed” negative from dangerous drug use, the following shall be observed:

a. Names of all who tested negative will be summarized in the result form. b. The summarized result form shall be transmitted to the DFC Chairperson. c. The RDTC and/or teacher adviser/and/or/guidance counselor shall

individually inform each student and parent concerned regarding the result.

11. Positive confirmatory drug test result shall not be ground for expulsion or any disciplinary action against the student and should not be reflected in any and all academic records. Under no circumstances shall the result be used to incriminate any student for further legal action which may result to administrative/civil/criminal liabilities. Likewise, consistent with the requirements of confidentiality, the results of drug tests conducted pursuant to the DDB BR No. 3 shall not be used as evidence in any court or tribunal, where the subject student stands to be accused of any crime or felony and for any other purpose.

12. The student shall then undergo the prescribed intervention program under the supervision of the DOH-accredited facility or physician or private practitioner or social worker in consultation with parents. Such process of observation and counseling shall be done in coordination with the Substance Abuse Counselors who shall be appointed by the DFC.

13. If the student shows no signs of improvement, recovery or fails the drug test the second time, the DOH-accredited facility or university physician may make a recommendation to the student, parent and RDTC to have the student referred to a DOH-accredited facility suited to the student’s level of dependency.

14. In the event the student requires in-patient rehabilitation in a DOH-accredited facility, the DFC shall recommend to the parent and student to voluntarily submit himself/herself to treatment.

15. If the parents refuse to act, the university shall proceed in accordance to Section 73. RA 9165 in relation to CMO No. 18 s2018.

PART III. CONFIDENTIALITY CLAUSE

All members of Drug Testing Committee shall guarantee the strict confidentiality and

integrity of the drug test results. All records must be treated with utmost privacy as provided

for under the pertinent provisions of RA 9165, DDB BR No. 3 s.2009 and CMO No. 18

s.2018.

No members of the DFC, faculty, administrators, employees or student representatives

shall publish or post results whether positive or negative.

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PART IV. SANCTIONS

Any member of the faculty, administrators or employees who violates the rules of

confidentiality of the results of the drug test shall in addition to the sanctions provided in the

university policy, be liable under Section 72 of RA 9165 and other applicable laws. (CMO

No. 18 s2018 Section 19)

If in any case the student violates the confidentiality of the drug test results, he/she shall

be subject to the provisions of penalties pursuant to RA 10137 Data Privacy Act of 2012.

Refusal to undergo drug testing, he/she shall be subject to DDB BR No. 3 s2009 Section

6 H and CMO No. 18 s2018 Section 15.

PART V. MONITORING, REPORTING AND SUBMISSION OF REPORT

ASU shall enforce provision in RULE X of CMO No. 18 s 2018

PART VI. FLOWCHART

DFC shall conduct a lottery sampling method using students’ ID number to determine students to be tested.

PHASE I (Selection of Students)

DFC prepares the master list of students to be randomly selected for the test.

DFC through the DTC conducts orientation while simultaneously preparing the collection site.

The OSA personnel shall then gather the randomly selected students to be tested for orientation on the process of drug testing to be conducted by the DTC

Students shall then be requested to accomplish a drug testing form

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PHASE II (Collection of Specimen)

Students who are prepared to give urine specimen shall approach the analyst table and select

a specimen bottle.

To safeguard the integrity of the urine sample, the student will be accompanied by a specimen

collector or the same gender to the collection site.

The student will be asked to thoroughly wash and dry hands, empty pockets and remove outer

garments (jackets, gowns, etc.) of any. A body search may also be done when necessary.

Observed collection of urine will then be done.

Student submits urine to specimen collector who then will examines, in his/her presence, if urine collected can be accepted for testing.

Student and specimen collector goes back to the analyst table. The student affixes his

signature, date and time of collection to the “sealing tape”.

The specimen collector “seals” the specimen bottle in the presence of the student.

The specimen collector and student affix final signature in the drug testing form attesting to the

validity of the procedures done.

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PART VII. REFERENCES

• CMO No. 18 s. 2018 (The Implementing Guidelines for the Conduct of Drug Testing of Students in All HEIs)

• RA 9165 (An act instituting the Comprehensive Dangerous Drugs Act of 2002, repealing Republic Act No. 6425, otherwise known as the Dangerous Drugs Act of 1972, as amended providing funds therefore and for other purposes)

• Dangerous Drugs Board BR 03 s. 2009 (General Guidelines for the conduct of Random drug testing for Students of Secondary, tertiary, Vocational and Technical Schools, Amending BR No. 6 s. 2003)

• Presidential Decree 603 (The Child and Youth Welfare Code)

• RA No. 10173 (Implementing Rules and Regulations otherwise known as the "Data Privacy Act of 2012"

• RA NO 603 (The Child and Youth Welfare Code)

• RA No 386 (An act ordains and institute the civil Code of the Philippines)

PHASE III (Post Collection)

The analyst prepares the specimen for analysis in an accredited facility

Results will be forwarded to the DFC who will coordinate with the Chairperson. If confirmed positive, the laboratory shall forward a sealed copy to the DTC to ensure confidentiality.

The Drug Testing Coordinator shall personally inform the parent and the student about the result and appropriate intervention with absolute and utmost confidentiality.

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Republic of the Philippines AKLAN STATE UNIVERSITY

Office of Student Affairs Banga, Aklan

Dear Parents/Guardians, Greetings of peace! Aklan State University adheres and actively responds to the call of the government for a drug free country. To support this effort to decrease, if not totally eliminate the problem on illegal drugs, the University conducts a mandatory and/or random drug testing activities for students. In compliance with CMO No. 18 s. 2018, the Random Drug Testing may be conducted anytime within the academic year and is distinct from the random drug testing conducted by the government pursuant to Article III Section C of RA 9165, otherwise known as the Comprehensive Dangerous Drugs Act of 2002. For ASU mandatory drug testing, it is conducted as part of the admission requirement for incoming students. Specific schedules of the mandatory drug testing shall be determined by the Office of Student Affairs. A contracted DOH-accredited drug testing medical team will collect urine specimen from students on site. In view of the foregoing, please be informed that your son/daughter is required to undergo drug testing. Rest assured that results will be treated with utmost care and confidentiality and will not bar admission of students into the University. Thank you for your utmost understanding and support. Sincerely, ____________________________ _____________________ OSA Coordinator Date

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DRUG TESTING CONSENT FORM

I, Mr./Ms. _______________________________________________, parent/guardian of _____________________________________ (Name of Student) with _____________________, ____________ (Degree and ID No) affirm that I have READ and FULLY ACCEPT the ASU Drug-Free Policy. I hereby give my consent to the conduct of the mandatory and random drug testing and fully abide by the rules and regulations of ASU Student Handbook on the Drug Testing Policy. This Drug Testing Consent Form is valid until the duration of my son/daughter’s tenure in the university. Signed this day ______ of _______________ 20___/ __________________________________________ _____________________________________ PRINTED NAME and SIGNATURE OF PRINTED NAME and SIGNATURE PARENT/GUARDIAN OF STUDENT