Page 252 - Area 10 - Relevant Document
P. 252

Part 1- Administrative Manual


                                                            CHAPTER 4
                                          ADMINISTRATIVE SYSTEMS AND PROCEDURES

                   4.1.   Service Units Functional Chart (Sample)


                                                           University President

                                                          VP – Admin and Finance


                                    Director, Dept. of                             Director, Dept. of Finance
                                  Administrative Services                                Services


                         Head, Records   Head,      Head, Supply     Head, Budget   Head, Accounting   Head, Cash
                         Section     Administrative    Section         Section         Section        Section
                                        Section


                                                              Stakeholders


                   4.2.  Department of Administrative Services
                                 This office is headed by the Director for Administrative Services of the University. Its
                        basic functions are: 1) Assist the University President and other officials implement the policies,
                        rules  and  regulations  promulgated  by  the  University,  Civil  Service  Commission,  Commission  on
                        Higher Education, and other general laws governing the University on administrative functions; 2)
                        Assist  the  University  officials  to  plan  and  coordinate  administrative  functions;  and  3)  Directly
                        supervise the following offices: Records Section, Administrative Section and Supply Section.

                   4.2.1. Records Section

                                It is the policy of the University to strictly adhere to the efficient, effective and economical
                        implementation  of  the  records  management  program  as  it  is  a  vital  tool  for  the  provision  of
                        accurate and timely information whenever and wherever it is needed in the University system. The
                        office in-charge of records management is the records section headed by the Records Officer III or
                        Section Head (if by designation).

                   4.2.1.1.  Records Creation:
                   4.2.1.1.1.  It is the phase of the organizational operations where exchange of written communications
                              between two sources occurs, thereby starting the life cycle of the record.  This may be in
                              the  form  of  either:  1)  incoming  communications  coming  from  outside  the  office;  or  2)
                              outgoing and/or intra-department communications originating from the office.
                   4.2.1.1.2.  Records are generally grouped into four (4) kinds:
                   4.2.1.1.2.1.   -Correspondence (Plain letters, Endorsements);
                   4.2.1.1.2.2.   -Administrative  Issuances    (Executive  Orders,  Administrative  Orders,  Proclamations,
                                 Intra-Office  Circulars  like  Office  Circulars,  General  Circulars,  Memorandum  Circulars,
                                 Office  Memorandum,  Office  Orders,  Bulletins,  Manuals,  Handbooks,  Special  Orders,
                                 Travel Orders);
                   4.2.1.1.2.3.   -Reports (Special, narrative, inspection, investigation, statistical, etc.);
                   4.2.1.1.2.4.   -Forms (Information sheets, service record, employment application, etc.); and
                   4.2.1.1.3.  Other  kinds  of  records  such  as  legal  opinions,  research  studies,  minutes,  etc.  may  be
                              created.



                                                                                                              31
                                                                                                       IFSU Code
   247   248   249   250   251   252   253   254   255   256   257