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Part 2 - Academic Manual

CHAPTER 4
ADMINISTRATIVE PROCEDURES IN THE ACADEME

4.1. Flow of Communication
Members of the academic community are encouraged to raise issues through a variety of
channels. If the issue is administrative in nature, it is most appropriate to utilize the administrative
structure including the Department Head and the Dean. If the issue is within the premise of a
committee, it may be communicated directly with the members of the committee or through the
Committee Chair. In other cases, the issue may be brought to the Officers of the Faculty Association,
an elected body charged with representing the interests of the faculty members.
Details of the flow of communication in the academe are embodied in the Citizen's Charter.

4.1.1. Correspondence
4.1.1.1. Language to be used in Official Correspondence
All official communications prepared by officials and employees of the
University shall be written in the English language. Where it is definitely known that
the person to whom the communication is addressed cannot understand English, there
is no objection to enclosing a translation into the language, which the addressee would
understand. Otherwise, Filipino being the National Language may also be used in
official correspondence.
4.1.1.2. Preparation of Correspondence
In preparation of official communication, follow the standard business
correspondence format.
4.1.1.3. Promptness in Attending to Correspondence
Request for action, information, or reports must be attended to with the least
possible delay. The efficiency record of officials and employees who are persistently
delinquent in this regard is seriously affected and if it is necessary to delay action on
correspondence, a letter of explanation should be sent to the interested official.
Academic and administrative officials should have their offices so organized as to have
correspondence attended to in their absence by the responsible person delegated for
this purpose. Communications, which can be acted upon without the need of research
or consultations with other officials, should be answered within 24 hours after receipt
thereof.
4.1.1.4. The Coursing of Correspondence
4.1.1.4.1. Official letters should always be addressed to the Head of the Office, never
to a subordinate in the office.
4.1.1.4.2. As the rules require that official correspondence, no matter to whom it is
addressed, should be sent through official channels, i.e., through the office
next higher or lower than the one transmitting it.
4.1.1.4.3. Except in emergencies where an urgent letter be sent direct, however, this
need not be applied strictly in the case of correspondence among Deans of
Colleges and Heads of Departments about minor matters, such as transfer of
student, athletic meets, etc.

4.1.1.5. Endorsements
4.1.1.5.1. With the exceptions noted in the preceding paragraphs, official letters should
be answered by return endorsements (numbered consecutively) in order that

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