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QUALITY PROCEDURES Date Effective: January 1, 2017 Page 1 of 4
MANUAL
Authorized by: University QMR Signature:
Northwest Samar State University
Approved by: University President Signature:

QUALITY MANAGEMENT SYSTEM DOCUMENTATION

1. The NwSSU Quality Management System (QMS) is documented in three levels:

1.1 Quality Policy Manual - Level 1

1.2 Quality Procedures Manual - Level 2
1.3 Quality Forms Manual - Level 3

2. The Quality Management System Manual is prepared by the Management Review

Committee composed of the following:

2.1 University President

2.2 Vice-President for Academic Affairs
2.3 Vice-President for Administration
2.4 Vice-President for Research and Extension
2.5 Campus Director
2.6 University QMR

3. The University QMR is responsible for the maintenance and authorization of issue of the
QMS, and who shall be the holder of the Master Copy of the manual and other related
documents. A manual distribution list, attached to the Master Copy, shall be maintained and
updated by the QMR from time to time.

4. The Board of Regents as represented by the University President is responsible for the
approval of the quality manuals.

5. The University QMR and Campus QMR, through the Document Controller, are responsible in
ensuring that obsolete copies of the QMS are prevented from use. They shall ensure that all
issued copies are controlled and a corresponding notation appears on the manual, i.e.
“CONTROLLED COPY” in red ink.

6. The persons who are issued a controlled copy of the QMS shall also be responsible for its
maintenance and the identification of areas which need to be improved or amended.
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Authorized by: University QMR Signature:
Northwest Samar State University
Approved by: University President Signature:

7. The Master Copy of the manual describes the manner of distribution through the
Distribution List which is also attached in each copy of the manual. The face of the manual
shall reflect the following details:

7.1 Title of the Manual;

7.2 Level No. of the Manual;
7.3 Issue No. of the Manual;
7.4 Copy No. of the Manual;
7.5 “Controlled Copy” mark in red ink.

8. The manual number refers to the controlled copy issued and distributed as follows:

8.1 University QMR - Master Copy

8.2 University President - Copy No. 01
8.3 VP for Academic Affairs - Copy No. 02
8.4 VP for Administration - Copy No. 03
8.5 VP for Research & Extension - Copy No. 04
8.6 San Jorge Campus - Copy No. 05 & 06
8.7 University Document Controller - Copy No. 07
8.8 Chair, Internal Audit - Copy No. 08

9. The University QMR keeps an uncontrolled copy which may be used for purposes of
accreditation/registration to certifying bodies.

10. The NwSSU Quality Management System (Quality Policy Manual & Quality Procedures
Manual) uses the following heading format described in the next page. Paragraphs in each
discussed element are numbered accordingly.
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Authorized by: University QMR Signature:
Northwest Samar State University
Approved by: University President Signature:

Document code, the Page number of the

Title of the control number of document and the total
Manual the document number of pages of the
documents

Effectivity/implementation
date of the manual Revision status of
the document

QUALITY PROCEDURES Doc. Code: PM-0101 Revision No.: 0

MANUAL Date Effective: Page 3 of 4
Northwest Samar State
Authorized by: University QMR Signature:
University
Approved by: University President Signature:

The person responsible Signatures of the persons

Name of the for the approval of the authorizing the issue and
University manual approval of manual

11. No part of the manual shall be amended without the proper authorization and approval from
the University QMR.

12. Any revision of the manual shall go through the process of deliberation of the Management
Review Committee and subject for the approval of the BOR.

13. The University QMR, through the Document Controller, shall ensure that documentation and
data are approved prior to use, the revision status of the documented quality system is
disseminated and changes are issued to all concerned.

QUALITY PROCEDURES
MANUAL
Northwest Samar State University
Doc. Code: PM-010 4 Revision No.: 0
Date Effective: January 1, 2017 Page 4 of 4
Authorized by: University QMR Signature:
Approved by: University President Signature:

14. The University QMR shall ensure that all forms and data generated by the Quality
Management System are properly identified using the following coding:

14.1 Standard forms shall be reproduced following the guidelines set:

Northwest Samar State University IQA Form 01

Oct. 20, 2016
Revision: 0

RECRUITMENT PROCEDURE

Revision Status

Effectivity Date

Name of the University Title of the Form Document Code

14.1.1 Campus letterhead (centered);

14.1.2 Document code, effectivity date and revision status on the lower right side (below
the letterhead);
14.1.3 Title of the form, centered and written in bold and all capital letters.