Doc.

Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 1 of 13

1.0 Objective

This procedure aims to establish a document that serves as guide to

ensuring a quality workplace for efficient and effective delivery of products and
services which are responsive to the needs and expectations of stakeholders.

2.0 Scope

The quality workplace standards shall be applied to the QMS processes/

process owners in the academic, semi-academic and administrative units of the
University.

3.0 Definition of Terms

Quality - a distinctive attribute or characteristic possessed by someone or

something
Workplace - is a location where the government employees work; a place of
work
Standards – an idea or thing used as measure, norm, or model in comparative
evaluations

4.0 Reference Documents

4.1 QMS Manual

5.0 Guidelines and Standards

Area: Workstations

Purpose: 1. As the official station of the employee

2. For the employees to work on their office responsibilities
Component Standards
Office ▪ At the start of the day, a 5-minute “Seiso (Shine)” should be
Desks/Tables done to clean and wipe desks, drawers, equipment, etc.
▪ Per Office/ room/laboratory, desks and tables are uniform
in size and design, and are aligned at all times.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 2 of 13

▪ These are arranged according to units and functions.

▪ Glass tops are not allowed for safety reasons.
▪ Enough space for clear passageway is provided.
▪ Identification of staff assigned per desk is posted on the
corner, visible to the clients.
▪ Depending on the size of the desk, table top may contain
1-2 file boxes for current files.
▪ Only one personal item shall be placed on the table top (i.e.
table top calendar, religious article with a size equal to ½ of
an A4 bond paper).
▪ If desk is with table drawers (or in a mobile pedestal), the
upper drawers shall be used for office supplies and other
small items office accessories to be used by the employee
which are neatly arranged.
▪ Bottom drawers shall be used to store personal items (such
as bags, shoes, slippers, etc.)
▪ Employees locator should be on the bulletin board outside
the office of besides the door (i.e. “On-Leave”, “On-
OB/Travel/Field”, “On-Meeting”), during the absence of the
staff/employee.
▪ At the end of the official working hours, table top is cleared
from documents, paper works, office supplies and other
items except the allowed personal item.
▪ No items such as file boxes, folders, documents, office
supplies/equipment, bags, shoes, slippers and others are
placed under the table/desk.
▪ No food should be kept in workstation and eating is not
allowed in individual desk anytime of the day. Pantry is to
be provided for eating and storing/keeping food stuff.
Office Chairs ▪ Apply “Seiso (Shine)” at the start of the office day.
▪ If possible, all chairs are uniform (ergonomic) in size (mid-
back/hi-back), type (with arm-rest/gas lift/sledge), color and
material (fabric/mesh/leatherette) in area and location.
▪ When not in use, it should be tucked under the table.
▪ Only one pillow may be placed on the chair with a size not
bigger than a long brown envelope.
▪ Only one jacket or shawl may be placed on the back seat
during the day but is kept inside the personal drawer at the
end of the day.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 3 of 13

Office Equipment ▪ Apply “Seiso (Shine)” at the start of the day.

▪ Computers and printers should be placed on an appropriate
computer desk/table.
▪ UPS and AVRs shall in no case be placed on the floor.
▪ Electrical wires/UTP cable/Cable connectors should be
properly labeled and wrapped in a wire organizer, neatly
secured or laid on the desk.
▪ Equipment are operated by OFFICE employee only.
▪ Equipment are turned off and unplugged (as necessary)
when not in use.
▪ Equipment are labeled with clear instructions for proper use
(as may be necessary).
▪ No office equipment to be placed on top of the desk, except
computer monitors neatly connected to the
desktop/keyboard/mouse (if not using wireless).

File Cabinet ▪ Apply “Seiso (Shine)” at the start of the day.

▪ File cabinets (according to use) should be uniform in size
and color.
▪ Confidential files are kept in locked cabinets and keys are
kept by an assigned personnel.
▪ Each office has an assigned personnel to supervise the
release of stocks and records.
▪ It should be neatly arranged systematically and aligned on
secured places and easily accessible for filing and retrieval
of documents.

Customized ▪ Apply “Seiso (Shine)” at the start of the day.

Shelves ▪ Shelves may be made of laminated plywood or board, with
back cover, not to exceed 5 layers (of file box size per
layer), open or sliding tempered glass front (for safety), and
same size per purpose of use.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 4 of 13

▪ It should be neatly arranged systematically and aligned on

secured places and easily accessible for filing and
document retrieval.

Bulletin Boards ▪ One bulletin board is allowed for each Division/ Section.
▪ Size, color and type are uniform in each areal location.
▪ Contains memo, announcements, events, performance/
project monitoring, policies, etc. with clear and visible
labels.
▪ Kept updated and neatly arranged by the assigned person.

Doors ▪ Doors have clear signage and kept closed at all times (in
cases of air-conditioned offices).

Walls and Floors ▪ Paintings and other decorations do not occupy more than
50% of the available wall and floor space and kept free from
dusts at all times.
▪ Clear and updated transaction/process flow for client
services are posted in Receiving Areas.

Trash bins ▪ Trash bins are placed under the table or at the corner of the
room or pantry.
▪ No leftover food and watery trash is thrown on personal
bins under the table. Restroom and pantry trash bins with
sealable covers are used instead.
▪ Trash bins should not be overflowing and should be
emptied at the end of the day.

Wires and cables ▪ Wires and cables are neatly bundled with appropriate cable
tie, arranged at straight line and right angles, safely
covered with moldings when on floor or walls, and
strategically placed to prevent accidents.

White board ▪ White boards are clear of writings and postings at the end
of the day and when not in use.
▪ Whiteboard markers and eraser are kept with the white
board.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 5 of 13

▪ White boards, when not in use, are placed at one corner of

the room.

Books, ▪ Inventory of official references or documents are

Magazines and maintained, and logbook for borrowed and returned
Reference documents kept and monitored.
Materials
Cleaning ▪ Cleaning materials are kept under the sink or inside
Materials and cabinets in the dining area.
Supplies ▪ Cleaning materials are maintained clean and no over
spilling for cleaning supplies.

Customer Chairs ▪ Chairs, sofa and benches are arranged in such a way that
in frontline there is a clear passageway to the counter at the center,
counters and spaces between rows of chairs provide clear
passageway as well.
▪ Color, type and size are uniform per areal location.

Frontline desk ▪ Signage are posted, such as: Start your transaction here,
name of frontline staff.
▪ Counter top contains the computer monitor, keyboard,
mouse, pens in a pencil holder or tied appropriately to the
counter top, necessary forms placed trays, and Customer
feedback form with pens, drop box and clear sign of "WE
VALUE YOUR FEEDBACK, THANK YOU" located at one
end of the counter.
▪ No personal items on counter top at all times.
▪ Computer desktop is placed under the counter table.
▪ Counter cabinets are used to store personal items, which
are limited to bags, mugs/ water bottles, and a pair of
shoes, are neatly arranged at all times.

Signage ▪ Signage placed by RESPONSIBLE DEPARTMENT are in

uniform style and printing.
▪ Signage are clear and placed in visible areas.

Health Protocols ▪ Alcohol must be available to students and customers upon

entering.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 6 of 13

▪ Front line staff must ensure that students and stakeholders

observe the “No mask, no entry” and “No mask, no
transaction” rule.
▪ Signage on health protocol must be clear and be put in a
visible area.
▪ Employees must at all times wear masks as a
precautionary measure against viruses.
▪ Front line staff/security must use thermal scanners to check
temperature of students and persons entering the
buildings.
Medical kits and ▪ Each office/unit/department must have its own medical kit
supplies containing medical provisions for immediate use.

Fire extinguisher ▪ Each office/unit/department must have its own fire

extinguisher located in a visible area for emergency use.

Area: Passageways/Hallways/Lobbies

Purpose: 1. For ease, comfort and safety

Component Standards

Passageways ▪ All passageways, including passageways to emergency

and stairs exits, are kept clear from any obstruction, e.g. electric fans,
file boxes, equipment, etc.
▪ These should at all times be clean and dry.
▪ If the floor is wet during heavy rains, the assigned employee
must put some caution to avoid accidents.

Lobbies/Hallway ▪ Lobbies and hallways shall be kept clean, dry and clear
s from any obstructions at all times.
▪ All posters, notices, and announcements to be posted in
the designated areas shall be approved first by authorized
personnel.
▪ Unauthorized posters, notices, announcements, and
bulletin boards posted in designated areas shall be
removed immediately.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 7 of 13

Area: Virtual Filing

Purpose: 1. For ease in organizing files
2. For protection and data privacy
Component Standards
Computer ▪ At the start of the day, a 5-minute “Seiso (Shine)” should
workstation be done to clean computer workstation.
▪ Place desktop computer components and accessories
properly.
▪ Check wirings.
▪ Assure that chair is well-adjusted to match the height of
the person using it while reducing awkward postures,
contact stress, and forceful exertions.
Virtual Cabinet ▪ Apply Seiri upon turning on the computer.
▪ Do the triage.
▪ Apply tabbing/coding of files. Files of the same contents
shall be grouped together in one file name. Have
systematic labeling of files.
▪ Determine which files should be published online and
which should stay offline.
Website/Domain ▪ This must be maintained by the MIS.

Area: Pantry
Purpose: 1. For eating purposes and storage of foods, groceries and other provisions

Component Standards
Sink top in ▪ Sink top may contain the dish rack, soap dish and other
Pantries kitchen equipment. Items do not occupy more than 60% of
the top to provide space for washing dishes.
▪ Sink top is kept dry when not in use.
▪ No unwashed and/or disorganized utensils and plates are
left in the sink.
Garbage ▪ There must be at least three garbage containing the labels
containers “Biodegradable, Non-biodegradable and Recyclable” (or
any equivalent words).
▪ These must be closed at all times.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 8 of 13

▪ Employees must always practice segregation at source.

Tables ▪ Tables shall be cleaned and chairs shall be arranged after
use.
Area: Storage Room

Purpose: 1. For storage of Office Supplies and other Office Equipment

2. For storage of documents/ records for proper disposal

Component
Cabinets ▪ Apply “Seiso (Shine)” at the start of the day.
▪ File cabinets (according to use) should be uniform in size,
made (steel auto-lacquer finish/laminated plywood or
board), and color.
▪ Cabinets are labeled according to content.
▪ Personal effects on top of the cabinet are prohibited.
▪ Should be neatly arranged and aligned on secured places
and easily accessible for filing and retrieval of documents.
▪ Each office has an assigned personnel to supervise the
release of stocks and records.

Racks ▪ Apply “Seiso (shine)” at the start of the day.

▪ Racks should be uniform in their framework size and color.

Ladder ▪ Apply “Seiso (Shine)”at the start of the day.

▪ It must be kept properly and securely in the storage.

Area: Prayer Room

Purpose: 1. Used for daily prayers only

Component Standards

Prayer Room ▪ It must be kept clean and orderly at all times.

▪ Personal effects of users must not be left inside.
▪ Footwears are not allowed inside.
▪ Loitering within the premises is not allowed.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 9 of 13

▪ Eating inside is not allowed.

Area: Building grounds

Purpose: 1. For safety and beautification purposes

Component Standards

Building ▪ Trash bins shall be placed in all common areas. Proper

grounds segregation of waste shall be observed.
▪ The grounds shall be kept clean at all times. Removing of
grasses shall be done regularly.
▪ Some ground areas must have some landscaping and
must be planted with plants if possible, to improve
appearance.
Area: Receiving Area

Purpose: 1. To provide comfort to waiting students, customers, and stakeholders

Component Standards

Chairs ▪ Chairs must be arranged properly and neatly.

▪ Loitering/littering within the premises is not allowed.

Floors ▪ Floors must be clean and dry at all times.

Area: Library

Purpose: 1. To have a conducive learning environment

2. To promote ease and comfort while studying

Component Standards

Library Premises ▪ Library premises shall be kept clean, organized, and free
from any obstruction.
▪ Standard operating procedures of the library, including the
control of books, online resources, and other procedures
shall apply.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 10 of 13

▪ It must be well ventilated and well lighted.

▪ Littering and loitering inside the premises is prohibited.
Books and ▪ All library materials and equipment shall be arranged
reading materials accordingly to improve workflow and optimize spaces.
▪ Books, periodicals, journals, magazines, computer
systems etc. shall be inventoried and labeled through
standard coding system.
▪ These must be returned to their designated sections after
use.
Tables ▪ Must be clean, arranged and empty after every use.
▪ Eating is not allowed.
▪ Tables must be of same size, shape, color and design.
Chairs ▪ Chairs must be tucked when not in use.
▪ Chairs must be of same size, shape, color and design.
Area: Conference and Meeting Rooms

Purpose: 1. As venue for face-to-face and virtual conferences, seminars and

meetings

Component Standards

▪ Conference and training rooms shall be kept clean and free

of unnecessary cabinets and other obstructions.
▪ Request of conference and meeting rooms shall be
approved by assigned authorities prior to use.
▪ After each use, users shall arrange all chairs and
equipment, clean the white board, and turn-off the air
conditioning unit and lights.
Area: Parking area

Purpose: 1. Parking spaces for all vehicles

Component Standards

Parking spaces ▪ The parking area shall be kept clean and clear from any
obstructions at all times.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 11 of 13

▪ Parking is not allowed in any area which may obstruct the

smooth flow of traffic.
▪ Motorcycles, bicycles, or any two-wheeled vehicles shall be
parked at the designated area only.
▪ Designated parking slots are reserved for the Top
Management and other authorized officials.
Area: Restrooms

Purpose: 1. For personal comfort

Component Standards

Restrooms ▪ All personnel shall observe cleanliness and proper use of

restroom facilities strictly.
▪ Sanitary napkins and tissue papers shall be thrown in
designated trash bins only and not in this toilet bowl to avoid
clogging of sewerage.
▪ Smoking and washing of clothes in restrooms are strictly
prohibited.
▪ Janitorial personnel shall routinely inspect and clean
restrooms, including wiping of mirrors, floors, and counter
tops, and shall replenish supplies as needed.
▪ Any broken faucets, pipes, or busted lights shall be
reported immediately for proper action.
Area: Emergency or Fire Exits

Purpose: 1. For sense of urgency during emergency situations

Component Standards

Emergency or ▪ Emergency or fire exits shall be kept clean and clear of any
Fire Exits obstructions at all times, and shall not be used for storage
purposes.
▪ Emergency or fire exit doors shall be kept closed at all times
to prevent unauthorized entry from the outside.
▪ Emergency or fire exits shall only be used in case of
emergencies.
▪ Emergency exits shall be prominently labeled. Directional
signs and evacuation maps shall also be placed.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 12 of 13

▪ Fire extinguishers shall be placed in conspicuous and

strategic locations and shall inspected regularly and
refilled/replaced every year or whenever necessary.
Area: Classrooms

Purpose: 1. To maintain a conducive learning environment

Component Standards

Classrooms ▪ Classrooms shall be kept clean, organized, and free from

any obstruction.
▪ A regular classroom used for lectures shall only
accommodate ideally a total class size of 30-35 students
(pre-pandemic).
▪ Only approved classes included in the room utilization for
that semester are allowed to use the said classroom.
▪ The Faculty Member who used the classroom is liable for
any lost or damaged properties.
▪ Whiteboards shall be cleaned after each use.
▪ Chairs shall be pushed-back and arranged accordingly
after use.
▪ Electrical equipment and appliances shall be unplugged
and arranged, and lights shall be switched-off after use.
▪ The classrooms must be cleaned and locked after each
day’s use.

6.0 Review and Amendment

This procedure is periodically reviewed every three (3) years, or as may be

required and necessary under the circumstances, to ensure up-to-date information
and relevance. It undergoes appropriate review, approval, storage, and retention
process in accordance with the Control of Documented Procedure.

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disclosure is prohibited without the written approval of the University President or Authorized Personnel.
 Doc. Code MSU-QWS
Mindanao State University
Effective Date 09/01/2021
Quality Management System Revision No. Rev.0
Quality Workplace Standards
Page No. 13 of 13

7.0 Approval

Prepared by: Reviewed by:

ATTY. JAYNEVEB A. RECENTES- ATTY. SAADUDDIN M. ALAUYA, JR., CPA

MAGOLAMA Vice Chancellor for Administration and
Director, University Quality Assurance Finance;
Office; QMS Deputy Head
QMS Secretariat

Approved by:

HABIB W. MACAAYONG, DPA

President, MSU System;
QMS Champion

This document is a sole property of MSU. Unauthorized reproduction in part or in whole renders the copy unofficial. Any external
disclosure is prohibited without the written approval of the University President or Authorized Personnel.