Office of Student Services

CITIZENS CHARTER
for
PROCESSING OF FIELD TRIP PERMIT
No field/educational trips and other off-campus activities shall be allowed unless approved by
proper authorities of the University.

Field trips are strongly discouraged during school days, except during class hours or free time
of the students. However, if field trip is one of the course requirements, it should be included in the
syllabus.

I. REQUIRED DOCUMENTS:
1. A written request addressed to the Dean through the Head, of Student Service.
2. Application forms (to be secured from the OSS) accompanied by a group waiver duly signed
by all the members of the class/organization and notarized Parental Consent.
3. Itinerary of Travel
4. Estimated expenses per student
5. Arrangement of classes to be missed
6. Permission/Approval or acceptance from the company/place/unit to be visited
7. Activity permit
8. Course Syllabus
9. Proposed laboratory field work
10. Risk assurance

II. AVAILABILITY OF SERVICE:

Monday to Friday: 8:00am-5:00pm (no noon break)

III. PROCEDURE
STEP APPLICANT/CLIENT OFFICE ACTIVITY DURATION IN-CHARGE
Secures application forms Releases forms and
Head, Office of
1 at OSS & fill up necessary facilitate in the filling up 2 minutes
Student Services
information of information
Secures the signatories of Signs and notifies the
the following: application forms 5 minutes Dept. Head &
2 Department Head College Dean
Dean of the College
Submits the application Checks, evaluates
forms along with other documents and signs the 10 minutes
Head, Office of
3 documents to OSS at least waiver
Student Services
three (3) days (72 hrs.)
before the field trip
Goes to the Head, of Recommends for
4 Student Services for approval of the field trip 5 minutes College Dean
signature permit
Proceeds to the College Approves/dis-approves
5 College Dean
Dean for final approval field trip permits 10 minutes

14
 TOTAL TRANSACTION TIME 32 minutes
END OF TRANSACTIONS

Office of Student Services

CITIZENS CHARTER
for
PROCESSING of ACTIVITY PERMIT

Student activities must only be held upon approval of the Activity Permit from proper
authorities. Permits may be revoked or cancelled whenever the circumstance so warrant,
provided that reason(s) for such action is clearly indicated and explained to the students.

I. REQUIRED DOCUMENTS
1. Activity Permit
2. Waiver in cases where activities are held outside VSU campus
3. A financial budget for income generating projects and activities which require
contributions
II. AVAILABILITY OF SERVICE:
Monday to Friday: 8:00am-5:00pm (no noon break)
III. PROCEDURE
STE DURATI
APPLICANT/CLIENT OFFICE ACTIVITY IN-CHARGE
P ON
Fills up forms and secures the Facilitates the filling up of 10 Head, Office of
necessary signatories forms minutes Student Services
1 (president & adviser of the
organization, person-in-charge
of the building)
Submits accomplished forms Checks and evaluates the 5 minutes Head, Office of
for evaluation to the Office of documents and recommends Student Services
2
Student Services at least one for approval/disapproval
day (24hrs.) before the activity

3 Proceeds to OSS Head for Approves /disapproves 5 minutes Head, Office of

approval of activities permits Student Services

Distributes the approved Receives and records 15 Concerned offices

4
copies to respective approved activity permit minutes
offices/organizations.
35
TOTAL TRANSACTION TIME
minutes
END OF TRANSACTIONS
Office of Student Services

15
 CITIZENS CHARTER
For
APPLICATION of CAMPUS STUDENT ORGANIZATION

Recognition of student organizations shall be based on an evaluation conducted by the

Committee on Student Organization and Activities

I. REQUIRED DOCUMENTS
A. For Newly Formed
1. Constitution and by-laws of the organization
2. List of charter members
3. List of officers with respective signatures
4. A copy of 2x2 ID photo of the head of organization
5. Work plan for the school year which includes:
Name/Nature of Activity
Objectives/Goals
Proposed Date of Activity
Resources
Strategies
Target Clientele
Expected Outcome
6. List of members with respective signature
7. At least two final nominees from the faculty/staff members of VSU who shall be
appointed by the President upon the recommendation of OSS as advisers of the
organization
8. A Php 100.00 registration fee
Note:
The above documents will be submitted along with a letter request to organize
addressed to the Head, of Student Service
B. For Existing Organizations (Renewal)
1. Revised constitution and By-laws, if any
2. Progress report (accomplishments/financial) of preceding school year signed by the
president and secretary and noted by the adviser/s
3. Updated list of officers
4. List of members with their signature
5. Work plan for the school year
6. At least two nominees from the faculty and staff members of VSU who shall be
appointed as organization advisers by the president upon the recommendation of OSS
7. A copy of 2x2 ID photo of the head of organization
8. A Php 100.00 registration fee

II. SCHEDULE OF AVAILABILITY OF SERVICE:

Regular Office Hours from Monday to Friday (8:00am-5:00pm) no noon break
III. PROCESSING FEE: NO FEES

IV. PROCEDURE

16
 OFFICE PERSON IN-
STEP APPLICANT/CLIENT DURATION
ACTIVITY CHARGE

1 Secures application forms Releases forms 2 minutes Head, Office of

at OSS Student Services

2 Pays a P100.00 Accepts payment 10 minutes Collecting Officer

registration fee at the
Collection Office

3 Submits duly Interviews, Checks 40 minutes Head, Office of

accomplished forms along and evaluates Student Services
with other requirements to documents and
the OSS recommends for
approval

4 Proceeds to the OSS Head Approves/disapproves 5 minutes Head, Office of

for approval of applications Student Services
application
TOTAL TRANSACTION TIME 57 minutes
END OF TRANSACTIONS

Office of Student Services

CITIZENS CHARTER
for
STUDENT ASSISSTANSHIP

I. REQUIRED DOCUMENTS/QUALIFICATIONS:
1. Presently enrolled
2. With at most only one academic deficiency
II. SCHEDULE OF SERVICES:
Monday-Friday (8:00am-5:00pm) no noon break
III. FEES: NONE
IV. PROCEDURE OF AVAILING THE SERVICES

STEP CLIENT/APPLICANT OFFICE ACTIVITY DURATION IN-CHARGE

Secures and submits duly Screens applicants and
35 minutes per
1 accomplished application recommends for OSS
applicant
form from OSS. Approval.
Interviews and checks
Proceeds to OSS for
qualifications and if 8 minutes per Head, Office of
2 approval of application
may approve the applicant Student Services
form.
application.
Submits one copy of the
3 approved application Facilitates conduct of 5 minutes Dept./Office S.A.

17
 form to the OSS, the S.A. Services Coordinator
direct supervisor, and
Admin Officer.
Submit s Daily Time Prepares payroll 5 minutes Dept./Office of
4 Record at the end of per payroll Administrative
every month for Staff
processing of salary.
TOTAL TRANSACTION TIME 56 minutes
END OF TRANSACTIONS

V. ALLOWABLE PERIOD FOR EXTENSION

With all requirements and qualifications met, an application for Student Assistantship can
be approved within four hours from filing of application. However, for those who fall short of the
qualifications, it may take another day or two to comply with additional documents required such as
justification or completion of incomplete marks.

Office of Student Services

CITIZENS CHARTER
for
STUDENTS SEMESTRAL CLEARANCE
For the student to be able to take the final examination before the semesters end, one has to
clear for any school accountability in any unit or office of the University. Thus, the student is required
to pass a semestral clearance in order to secure a Final Examination Permit needed to take the final
examination. The processing may take only for less than one (1) hour if the student has no school
accounts.

I. REQUIRED DOCUMENTS
1. Valid student identification (ID) card
2. Certificate of Registration (COR)

II. SCHEDULE OF AVAILABILITY OF SERVICE

Service to process student semestral clearance normally starts two (2) weeks before the
scheduled Final Examination. During this period, service is available from 8:00am-5:00pm (no
noon break)

III. APPLICATION PROCEDURE AND AVAILMENT OF SERVICES

18
 STE DURATIO PERSON
APPLICANT/CLIENT OFFICE ACTIVITY
P N IN-CHARGE

1 Presents valid ID and Checks if the particular 15 mins. Head, Office of

current COR at the Office student has no absence Student Services
of Student Services during school activities
responsible for the recognized by the OSS.
issuance of the temporary
clearance form and seek If a student has failed to
the signatures of the attend for two to three
CSSC President, activities, the student has to
Respective Department comply a community
Heads, Admin offices and service for10-15 minutes
Head of OSS. before the CSSC President,
Respective Department
Heads and Head of OSS
will sign.

2 Secures Validated Final Checks if all marked office 10 mins. Collecting Officer
Examination Permit from are signed and validates the
Assessment Office Final Examination Permit
TOTAL TRANSACTION TIME 25
minutes
END OF TRANSACTIONS
** Student whose clearance is marked for particular offices/units of the University must pass
through this office before proceeding to the Assessment Office.

Once the Final Examination Permit is marked Valid by the Collecting Officer, the student will
now be allowed to take final examinations and their temporary clearance will be signed by the
Head of Students Services.

Office of Student Services

CITIZENS CHARTER
for
VSU-FUNDED SCHOLARSHIP & GRANTS

I. SCHEDULE OF SERVICES: Monday-Friday (8:00A.M-5:00PM) no noon break

II. APPLICATION PERIOD:

a. Scholarship-within two weeks from the start of classes during regular semester
and two weeks for Summer term
b. Grants- within one month from the start of classes during regular semester and
two weeks for Summer term (except for Income and Academic B Grants)
III. FEES: NONE

IV. REQUIRED DOCUMENTS

19
 A. For Freshmen:

1. Basic Requirements:
a. Certified photocopy of High School Card
b. Certified photocopy of Birth Certificate
c. Certified photocopy of C.O.R (Certificate of Registration)
2. Other Supporting Documents:
a. Certificate of Honors Received for Honorific Scholarship
b. Reply/Acceptance Slip for Entrance Scholarship
c. Certificate of Employment for Staff Dependent Grant
d. DILG Certification & BIR-Income Tax Return for SB/SK Grant
e. Latest BIR-Income Tax Return of Parents and Certification that the
applicant is in need of Financial Assistance for Income Grant
f. Duly accomplished application form for Varsity Grant

B. For Continuing Students:

1. Basic Requirements
a. Certified photocopy of C.O.R (Certificate of Registration)
b. Copy of grades (previous semester)
2. Other Supporting Documents
a. Duly accomplished Application form for Varsity Grant
b. Latest DILG Certification for SB/SK Grant (to be submitted once a
year)
c. Latest Certificate of Employment for Staff Dependent Grant (to be
submitted once a year)

V. STEP BY STEP PROCEDURE

OFFICE PERSON IN-

STEP CLIENT/APPLICANT DURATION
ACTIVITY CHARGE
1. Fills up & submits the Checks and 5 mins. Scholarship
Checklist of Scholarship evaluates Coordinator
/Grant Requirements and documents &
Submits with the Issues
supporting documents Scholarship
Certification
*Reports for Interview
(for Income Grant & 40 minutes Scholarship
Academic B Applicants per applicant Committee
only) *Conducts
interview
2. Follow-up application Verifies from the 3 minutes Scholarship
two weeks after the list of approved Coordinator
deadline applications and
issues
Scholarship
Certification
3. Proceeds to the Facilitates 10 minutes Collecting
Collecting and submits availment of Free Officer
Scholarship/Grant Tuition Fees

20
 Certification
TOTAL TRANSACTION TIME 58 minutes
END OF TRANSACTION

VI. ALLOWABLE PERIOD FOR EXTENSION

All VSU-Funded Scholarship and Grants are renewable every semester; thus all applications should
be approved by the Student Scholarship Committee a week before the midterm exam of every
term.

Office of Student Services

CITIZENS CHARTER
for
OTHER-AGENCY FUNDED SCHOLARSHIP & GRANTS

I. BASIC REQUIREMENTS
1. Notice of Award
2. Certificate of Registration
II. SCHEDULE OF SERVICES: Monday-Friday (8:00A.M-5:00PM) no noon
break
III. FEES: NONE
IV. PROCEDURE

PERSON IN-
STEP CLIENT/APPLICANT OFFICE ACTIVITY DURATION
CHARGE
2. Fills up & submits the Checks and evaluates 5 minutes Scholarship
Checklist of Scholarship documents & Issues Coordinator
/Grant Requirements and Scholarship
Submits with the supporting Certification
documents

*Reports for Screening (for

applicants) *Conducts screening of 35 minutes Scholarship
applicants (per request per applicant Coordinator
of donors)
*Waits for notification from 4 hours
sponsor *Conducts orientation Scholarship
and facilitates signing Coordinator
of contracts and issues
scholarship certification
2. Proceeds to the Colleting Facilitates availment of 10 minutes Collecting
Office and submit free tuition or and other Officer
Scholarship/Grant school school fees
Certification
4 hours and
TOTAL TRANSACTION TIME
50 minutes
END OF TRANSACTION

21