PSV Document Checklist - AREA VIII (Physical Plant & Facilities) 41

Author: Dr. Veronica C. Ferrer

Copyright 2011-535

PRELIMINARY SURVEY
Area VIII
PHYSICAL PLANT AND FACILITIES

Note: Documents to be presented should be at least three (3) years prior to scheduled survey visit
BS Sub- Sources of Data/
Benchmark Statements (BS)
No. BS Documents For Exhibit

A. Site

A.1 Site Development Plan/Physical Plant  College Site Plan printed on

Map displayed prominently in the tarpaulin displayed in the campus
campus.

A.2 Evidence of land ownership.  Land titles and other legal

documents

A.3 Vicinity Map  College vicinity map printed on

tarpaulin and displayed in the
campus specifically in the entrance
or in front of the administration
building

B. Campus

A copy of the Campus Development  Copy/Print out of Campus

B.1
Plan Development Plan

B.2 Description of a mechanism to ensure

the following:

 Narrative report (in paragraph

form) of how traffic rules are
implemented in the campus.
B.2.1 traffic safety in and out of the
campus;
Supporting Documents:
 Copies of traffic rules
 Posted traffic rules
 Pictures of security guards/security
control unit
 Signboard located strategically
 Traffic safety road network
PSV Document Checklist - AREA VIII (Physical Plant & Facilities) 42
Author: Dr. Veronica C. Ferrer
Copyright 2011-535
 Pictures of security force in action
(size 3R)
 Other related documents

 Narrative report (in paragraph form)

of how waste management system
is implemented in the campus

Supporting Documents:
 Schedule of cleaning activities both
for janitor and students by
B.2.2 waste management; department (for 3 years)
 Copy of Waste Management
Program
 Calendar of Activities highlighting
the cleanliness activities of the
college (for 3 years)
 Pictures of waste containers and
cleaning (size 3R)
 Other related documents

 Narrative report (in paragraph form)

of how the school properties are
properly maintained, and repaired
and kept

Supporting Documents:
 Maintenance and Repair Unit
Monthly accomplishment Reports
(for 3 years – sample copies only
per year)
B.2.3 maintenance, repair and upkeep of  Action Report or Request slip of
property; repair works and other (for 3 years
samples only per year)
 Logbook of daily activities (for 3
years) samples only
 Pictures with complete label (size
3R)
 Accomplishment report of Planning
Unit then highlight the portion for
cleanliness of the campus (for 3
years)
 Other related documents

B.2.4 cleanliness and orderliness in the  Narrative report (in paragraph form)
campus; and of how cleanliness and orderliness
are implemented in the campus
Supporting Documents:
 Schedule of cleaning activities of
janitors including the department
(CIVAC) (for 3 years)
 Posted schedules
PSV Document Checklist - AREA VIII (Physical Plant & Facilities) 43
Author: Dr. Veronica C. Ferrer
Copyright 2011-535
 Office memo for the
system/mechanism to ensure
cleanliness and orderliness in the
campus (for 3 years)
 Policies on throwing and
segregating garbage
 Other related documents

 Narrative report (in paragraph form)

of how security of the academic
community is implemented inside
the campus

security of the academic community Supporting Documents:

B.2.5
inside the campus  List or matrix of security force
either company or institution’s
security force (with pictures) for 3
years
 Accomplishment report of the
Security Head (for 3 years)
 Other related documents

C. Buildings

C.1 Approved building plan, showing the  Approved building plans of the
location of the different buildings in campus
the campus.

C.2 Evidence that electrical lines are
safely installed and periodically
checked.
 Building Plan
 Monthly report of the electrical staff
for repair and other related jobs
(for 3 years)
 Action Plan of the electrical staff or
report of inspection (for 3 years)
 Other related documents

 Payment and schedule of water

testing (for 3 years)
 Result of water testing (for 3 years)
C.3 Schedule of water potability testing  Documents for pest control
and pest control inspection. inspection (for 3 years)
 Pictures of the activity if there’s any
(size 3R)

C.4 PDF of the janitorial staff, including  Complete personal files/PDS of

work schedule. janitorial staff/utility (for 3 years)
 Work schedule of janitorial staff

D. Services and Utilization

PSV Document Checklist - AREA VIII (Physical Plant & Facilities) 44
Author: Dr. Veronica C. Ferrer
Copyright 2011-535

 Complete list of classrooms being

D.1 Number of classrooms utilized by the used by the program under survey
program under survey. duly signed by the concerned
officials
 Other related documents

 Pictures of equipment/materials for

each classroom with label (size 3R)
D.2 Sample of Photographs of materials  Other related documents for exhibit
resources inside the classroom.

E. Offices, Function Rooms and Staff Rooms (for ocular inspection)

 Pictures of offices and function

E.1 Photographs of offices and function rooms with complete label (size
rooms. 3R)

E.2 Inventory of equipment, amenities and  Inventory of equipment, amenities

supplies in function rooms and offices. and supplies in function rooms and
different offices (for 3 years)

 Pictures of toilets and storerooms

E.3 Availability of toilets and storeroom, with complete label (size 3R)
where needed.  Other related documents

E.4 List and description of function rooms  Complete list and description (in
(administrative office, faculty room, paragraph) of different function
faculty lounge, music room, rooms
conference hall, multimedia room,  Pictures of function rooms, waiting
etc.) areas, reception rooms with
description as to its location (size
3R)

E.5 File copies of approved requests for  Files of request letters presented
the use of the function rooms. by year (for 3 years)
 Other related documents

F. Assembly and Athletic Facilities (For ocular inspection)

 Floor plan indicating the flooring of

F.1 Lay-out of the Sport Center. the indoor facilities
 Pictures with label (size 3R)

 MRs or inventory of equipment for

athletic and military training (for 3
F.2 Inventory of sports facilities years)
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Author: Dr. Veronica C. Ferrer
Copyright 2011-535
 Pictures while conducting the
inventory

 List of assembly halls duly signed

F.3 List of Assembly Halls by the concerned officials with
pictures (size 3R)

 Copy or manual on rules and

Copy of rules and regulations in the regulations or posted rules and
F.4 use of assembly halls and regulations or pictures (3R)
sports/athletic facilities.  Other related documents

G. Medical and Dental Clinic

 Approved floor plan of medical and

G.1 Floor plan of the Medical and Dental dental clinic
Clinic.  Pictures of medical and dental
clinic (size 3R)

 Organizational structure of medical

G.2 Qualification of the medical and dental and dental clinic (include the
staff. qualification of personnel)
 Portfolio of Medical and Dental
Heads

 Records of Inventory conducted

(for 3 years)
G.3 Inventory of equipment, supplies and  MRs of medicine or equipment (for
other material resources. 3 years)
 Pictures while conducting the
inventory with label (size 3R)
 Other related documents

H. Student Center (for ocular inspection)

H.1 Floor Plan of the Student Center  Floor plan indicating the indoor
showing the location of different facilities
offices.
 Pictures with label (size 3R)

 Records of Inventory (for 3 years)

H.2 Inventory of equipment, furniture and  Pictures while conducting the
amenities at the SC. inventory (for 3 years)
 MRs of equipment (for 3 years)
 Other related documents

I. Food Services/Canteen (For ocular inspection)

PSV Document Checklist - AREA VIII (Physical Plant & Facilities) 46
Author: Dr. Veronica C. Ferrer
Copyright 2011-535

 Copy of permit to operate and

I.1 Copy of the Permit to Operate sanitary permit renewed yearly (for
conspicuously displayed. 3 years)
 Displayed Permit (pictures)

I.2 Display board where food/menu for  Displayed food to be served

the day, including prices are posted.  Pictures (size 3R)
 Other related documents

 Health Certificates of canteen staff

I.3 Health Certificates of Canteen Staff and other medical records (for 3
and food handlers. years)
 Other related documents

I.4 Inventory of equipment and furniture.  Records of Inventory (for 3 years)

 Other related documents

J. Accreditation Center (For ocular inspection)

 Records of Inventory (for 3 years)

J.1 Inventory of equipment, furniture and  MRs of supplies and equipment/etc
amenities. (for 3 years)
 Other related documents

K. Housing (optional)

K.1 Floor plan of Dormitories, showing  Floor plan of Dormitories, showing

entrance and exit points, conference entrance and exit points,
hall, mess hall, Dorm Head’s office, conference hall, mess hall, Dorm
etc. Head’s office, etc.

K.2 Certificate of Occupancy.  Photocopy of Certificate of

Occupancy.

 Monthly report of cleanliness and

maintenance of the area
K.3 Evidence that a maintenance system  Pest Control Inspection Report
exists.  Request letters for repair
 Result of evaluation conducted for
this purpose
 Other related documents

 Requirements on admission of
K.4 Requirements on admission of student, faculty and staff boarders.
PSV Document Checklist - AREA VIII (Physical Plant & Facilities) 47
Author: Dr. Veronica C. Ferrer
Copyright 2011-535
student, faculty and staff boarders.  Student Manual or Dormitory
Manual
 Other related documents

K.5 Copy of house rules and regulations  Copy of house rules and
including strategies for dissemination. regulations including strategies for
dissemination.
 Pictures of posted house rules

 Organizational Chart
 List of dormitory staff and their
K.6 List of dormitory staff and their PDF. PDF/PDS
 Other related documents

K.7 List of occupants, including vital  Master List of occupants

information about them.  Other related documents