Bachelor of Science in Marine Transportation (BSMT)
AREA X
AREA X – ADMINISTRATION
EXHIBIT
PARAMETER A : ORGANIZATION
SYSTEM – INPUTS AND PROCESSES
A.S.1 – The Institution has an organizational structure approved by the BOR/BOT.
A.S.2 – Every office/unit in the organizational structure has functions approved by the BOR/BOT
IMPLEMENTATION
A.I.1 – The Institution is divided into administrative units in accordance with the organizational structure.
A.I.2 – The functions, duties and responsibilities of the administrative personnel/staff in each unit/office are identified and carried out.
A.I.3 – The Board of Regents/Trustees is supportive with the growth and development of the institution.
A.I.4 – The Academic and Administrative Councils exercise their powers and perform their functions.
A.I.5 – The flow of communication among and within units/department is observed.
OUTCOME/S
A.O.1 – The Institution has a well0designed and functional organizational structure.
PARAMETER B : ACADEMIC ADMINISTRATION
SYSTEM – INPUTS AND PROCESSES
B.S.1 – The Dean/Academic Unit Head possesses the required educational qualifications, experience and other prescribed requirements to administer the College/Academic Unit as follow:
B.S.1.1 – baccalaureate degree in the Bachelor of Science in Marine Transportation or Bachelor of Science in Maritime Education and master’s degree any related field;
B.S.1.2 – Management Level Certificate (PRC certification and registration) with at least 24 months of sea-going experience as Chief Mate or Second Engineer Officer (CMO No. 13, s 2005);
B.S.1.3 – two years experience in:
B.S.1.3.1 – IMO Model Course 6.09 (Training course for Instructors); and
B.S.1.3.2 – IMO Model Course 3.12 (Assessment, Examination and Certification of Seafarers) or their equivalents (CMO No. 31, 2013).
B.S.2 – The Dean/Department Chair is a full-time administrator
IMPLEMENTATION
B.I.1 – The Dean is assisted by Department Chair/s or their equivalent with appropriate/relevant educational qualification and experience.
B.I.2 – The Dean implements a supervisory program.
B.I.3 – The Dean participates in the recruitment and promotion of faculty and support staff.
B.I.4 – The Dean, the faculty and the administration work together for the improvement of the Institute/College, particularly in:
B.I.4.1 – se4tting standards and targets;
B.I.4.2 – planning of programs and other related activities;
B.I.4.3 – implementing, monitoring and evaluation of plans, programs and other related activities;
B.I.4.4 – establishing linkages. partnerships and networking activities;
B.I.4.5 – providing opportunities for professional growth and development of the faculty and staff;
B.I.4.6 – preparing guidelines in the internal administration and operation of the College/Academic Unit; and
B.I.4.7 – preparing guidelines on the proper use and maintenance of facilities, equipment, supplies and materials
B.I.5 – Definite criteria and procedure in the selection and promotion of the most qualified faculty and staff are observed.
B.I.6 – The Dean, faculty, staff, and students pursue collaborative activities in generating resources and income, and in implementing cost-effective measures.
B.I.7 – The Dean implements policies and procedures on internal administration and operations of the College/Academic Unit.
OUTCOME/S
B.O.1 – The College/Academic Unit is efficiently and effectively managed.
PARAMETER C : STUDENT ADMINISTRATION
SYSTEM – INPUTS AND PROCESSES
C.S.1 – The Institution has an approved and printed Student Handbook/Manual containing policies and guidelines on the following aspects of student life:
C.S.1.1 – admission and retention policies;
C.S.1.2 – registration requirements;
C.S.1.3 – school fees;
C.S.1.4 – academic load;
C.S.1.5 – transfer;
C.S.1.6 – residence, course work, scholastic and graduation requirements;
C.S.1.7 – examination and grading system;
C.S.1.8 – scholarships/grants/assistantships;
C.S.1.9 – shifting and adding/dropping of course;
C.S.1.10 – code of conduct and discipline;
C.S.1.11 – others;
IMPLEMENTATION
C.I.1 – Students are provided opportunities to participate in the planning and implementation of activities concerning their welfare.
C.I.2 – Concerned officials, faculty and staff act promptly on requests, need and problems of the students.
C.I.3 – The administration, faculty, staff and students work harmoniously and maintain good relationship.
OUTCOME/S
C.O.1 – The institution has an effective and functional Students Administration.
C.O.2 – Policy implementation of efficient.
PARAMETER D : FINANCIAL MANAGEMENT
SYSTEM – INPUTS AND PROCESSES
D.S.1 – The institution has an approved Financial Development Plan (PDF).
D.S.2 – The Institution has specific budgetary allotment for the following:
D.S.2.1 – personal services;
D.S.2.2 – Maintenance and other Operating Expenses (MOOE);
D.S.2.3 – capital outlay; and
D.S.2.4 – special projects.
D.S.3 – The approved budget is in consonance with the FDP.
IMPLEMENTATION
D.I.1 – The Institution maintains a Financial Management Office managed by qualified and competent staff.
D.I.2 – The financial management staff efficiently manage the financial resources/funds of the Institution.
D.I.3 The administrative officials, faculty, staff and student representatives participate in the budget preparation and in the procurement program of the Institution.
D.I.4 – The budget of the Institution is fairly and objectively allocated.
D.I.5 – The Institution allocates funds for the following student services and activities;
D.I.5.1 – cultural development;
D.I.5.2 – sports development;
D.I.5.3 – medical and dental services;
D.I.5.4 – library;
D.I.5.5 – student body organization;
D.I.5.6 – guidance and counseling;
D.I.5.7 – improvement of laboratories;
D.I.5.8 – repair and maintenance of facilities and equipment;
D.I.5.9 – purchase of new equipment, supplies and materials;
D.I.5.10 – replacement of old and unserviceable equipment;
D.I.5.11 – construction of new facilities;
D.I.5.12 – improvement/expansion of physical plant;
D.I.5.13 – extension and community services;
D.I.5.14 – disaster and risk reduction; and
D.I.5.15 – auxiliary services.
D.I.6 – The budget for specific expenditures indicated in item 1.5 is allotted in consonance with existing policies and guidelines.
OUTCOME/S
D.O.1 – The Institution has a sound and effective financial management system.
PARAMETER E : SUPPLY MANAGEMENT
SYSTEM – INPUTS AND PROCESSES
E.S.1 – The Institution has an approved procurement system in consonance with the revised RA 9194 known as Government Procurement Act.
E.S.2 – The Institution has a system for proper disposal of non-serviceable and condemned equipment, supplies and materials.
E.S.3 – The office has a storeroom for securing equipment, supplies and materials purchased.
IMPLEMENTATION
E.I.1 – The Institution maintains a Supply Management Office (SMO) managed by qualified staff with specific functions and responsibilities.
E.I.2 – The Bids and Awards Committee (BAC) is responsible for the procurement and deliveries of needed equipment, supplies and materials in accordance with the approved Annual Procurement Plan (APP) and Project Procurement Management Plan (PPMP).
E.I.3 – The BAC performs its tasks and responsibilities in accordance with recent procurement policies and official issuances.
E.I.4 – The SMO prepares, submits and evaluates the annual inventory of serviceable and non-serviceable facilities and equipment.
E.I.5 – All approved requests and procurement are published in Philippine Government Electronic Procurement System (PhilGEPS).
OUTCOME/S
E.O.1 – The institution has efficient and effective Supply Management System.
E.O.2 – All procurement transactions are transparent.
PARAMETER F : RECORDS MANAGEMENT
SYSTEM – INPUTS AND PROCESSES
F.S.1 – The Institution has a system of records-keeping.
F.S.2 – The institution has policies and procedures to ensure the security and confidentiality of records.
F.S.3 – Policies and procedures pm prompt release of records are in place.
IMPLEMENTATION
F.I.1 – The Institution maintains a Records Management Office (RMO) managed by a qualified Records Officer.
F.I.2 – A records system is installed in offices where it allows easy access to information needed by concerned parties.
F.I.3 – The Human Resource Management Office (HRMO) maintains accurate, up-to-date and systematic records of faculty and staff.
F.I.4 – The following updated records are made available to concerned parties:
F.I.4.1 – minutes of the Board of Regents/Trustees meetings;
F.I.4.2 – minutes of the faculty meetings, e.g. minutes of the Academic Council meetings;
F.I.4.3 – faculty/non-teaching personnel individual files;
F.I.4.4 – faculty/non-teaching personnel performance evaluation results; and
F.I.4.5 – other records such as:
F.I.4.5.1 – student directory;
F.I.4.5.2 – alumni directory;
F.I.4.5.3 – permanent records of students;
F.I.4.5.4 – reports of Director/Dean
F.I.4.5.5 – annual reports;
F.I.4.5.6 – accomplishment/progress reports;
F.I.4.5.7 – scholarship records;
F.I.4.5.8 – other statistical data;
F.I.4.5.9 – financial records of students;
F.I.4.5.10 – inventory of property;
F.I.4.5.11 – proceedings of administrative investigation (if any); and
F.I.4.5.12 – others
OUTCOME/S
F.O.1 – The Institution has a commendable Records Management System.
PARAMETER G : INSTITUTIONAL PLANNING AND DEVELOPMENT
SYSTEM – INPUTS AND PROCESSES
G.S.1 – The Institution has am approved strategic Development Plan (SDP) available in printed and/or electronic forms.
G.S.2 – There is a system of implementing of the SDP.
IMPLEMENTATION
G.I.1 – The Institution’s Planning Unit plans, monitors and evaluates planned activities/targets.
G.I.2 – The planning process is a cooperative and participative endeavor of administration, the faculty and the students.
G.I.3 – The SDP is implemented, monitored, evaluated, reviewed, and updated regularly.
OUTCOME/S
G.O.1 – The SPD is congruent with the VMGO as well as with the local, regional and national development goals and agenda.
PARAMETER H : PERFORMANCE OF ADMINISTRATIVE PERSONNEL
SYSTEM – INPUTS AND PROCESSES
H.S.1 – The Institution has an approved system of evaluating the performance of administrative personnel which includes the following:
H.S.1.1 – competence;
H.S.1.2 – quality of work;
H.S.1.3 – work ethic (punctuality, wise use of time, etc.);
H.S.1.4 – creative ability and innovative ability;
H.S.1.5 – ability to handle internal and external pressures; and
H.S.1.6 – interpersonal relations.
IMPLEMENTATION
H.I.1 – The Institution regularly monitors and evaluates the performance of the administrative staff.
H.I.2 – Results of performance evaluation of administrative staff are utilized:
H.I.2.1 – to improve performance and delivery of services; and
H.I.2.2 – for promotion.
OUTCOME/S
H.O.1 – The administrative personnel/staff have commendable performance.