OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS

MEETING Academic Planning 2023-2024 (Day 2 – March 26, 2024)

COMMITTEE

NAME DESIGNATION HERE

Prof. Jennelyn G. De Guzman Vice President for Academic Affairs ✓

Dr. Marina Magnolia G. Ninobla Dean, CNAHP ✓

Prof. Emily Joy Corpuz RLE Coordinator ✓

Prof. Auraphel Bautista Associate Dean, CNAHP ✓

Dr. Bless D. Tiongson Dean, COED/OIC-IABF Cabanatuan ✓

Prof. Vicenta T. Marcelo JHS Director/Principal ✓

Prof. Rollyper P. Zate ITS, Director ✓

Prof. Noliver M. Garcia SHS Director ✓

Engr. Lou Ann M. Domingo ITS, Assistant Director/Librarian ✓

Prof. Arch Jaime Gualberto Radtech, Program Coordinator ✓

Mr. Carloz Timbreza Medtech Coordinator ✓

Ms. Michelle Ann F. Pablo Director for Academic Affairs ✓

Ms. Veronica Jane Javier Academic Services Director ✓

Ms. Vivian Joyce Cabilin OIC, Office of Student Affairs ✓

Ms. Jam Mary Louise De Dios Assistant OIC, OSA ✓

Ms. Elaine Dizon Coordinator, CAS ✓

Ms. Kimberly Regua JHS, Assistant Director ✓

Mr. Francisco Vargas SHS, Assistant Director ✓

DATE March 26, 2024 ROLES

TIME 12:30-5:30 pm Prof. Jennelyn G. De MINUTE Ms. April lyn O.

CHAIR
Guzman TAKER Encio

VENUE ABH Prof. Jennelyn G. De Ms. Christine Mae

FACILITATOR DOCUMENTOR
Guzman D. Yamsuan
 OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS
PREPARATION
Informed and coordinated the meeting with the • Update from each department regarding their
attendees
• Prepare for the A.Y. 2024-2025
Request and prepare the venue, power point presentation
and other documents for reference.
CURRENT AGENDA AND MINUTES
ITEMS AGENDA MINUTES
1 Areas of concern Conflict of Departments
• Overcrowding
• Mismatched of schedule
• Cancellation of classes
due to lack of classrooms
• Overlapping of classroom
usage
2 Laboratory Usage
MEETING OBJECTIVES
initiatives, plan for AY. 2024-2025.
ACTION TAKEN; COMMUNICATION
REQUIRED
• Assigned a maximum of students each section or
block (40 students per classroom).
• Send the faculty loading, schedule, and unified
calendar no later than two weeks prior the start of the
academic school year.
• To help prevent scheduling concerns, OVPAA will
provide a form that can be used to make a classroom
request. This form is to be discussed and disseminated
in June 2024.
• The department should advise its faculty members
to stay in the designated classroom; if they decide to
move, they should first communicate with the
OVPAA. A joined memo from OVPAA AND CAMO
will be released on the usage of classrooms.
• The department must give the OVPAA access to the
class schedule so that they can monitor who utilizes
the space every day and work with the Campus
Management Office to avoid scheduling conflicts.
• The high school department needs to be able to
determine how many hours students will spend in the
lab each quarter to set up the schedule. It was
recommended by the whole team that ALL students
must be able to conduct experiment in the laboratory
at least once a sem.
• The CNAHP department must immediately make a
request on the additional materials needed for ALL
their laboratories.
• Assess whether the mobile cart can be useful in the
event that there are not enough laboratories. This
should be reported back to OVPAA by May 15, 2024
 OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS
3 OSA Plans for JHS Challenges
the school year 1. Student discipline cases
• Unorganized process of the
referral system of teaching
and non- teaching to OSA
4 2. Extra-Curricular Activities
• Full participation of
students every event
• Budget for extracurricular
activities
• Student development fund
5 SHS Challenges
1. Ticketing System
by the LAB CUSTODIAN.
• There must be a designated teaching demonstration
room with an aquarium for the COED department. To
mitigate this, one room of the IT Hub will be labeled
as Teaching Demo Room during the Accreditation
week and will be set up as such. There is no need to
allot a separate room for this.
• The Department head should allot a day to discuss
the disciplinary aspects. Ma’am Madel Guarin was
hired to be Project Lead (to make and conduct
feasibility of BS Management and revise the student
handbook. See below expectation from her for the
student handbook):
•Create an orientation program with regards to
disciplinary procedures and re-orient both teaching
and non-teaching staff
• All activities of the office of Student Affairs need to
be approved by their department head to be included
in their calendar of activities
• It must be specified in the letter where the budget
was taken when submitting a budget request to
OVPAA
• The office of student affairs will suggest collecting
P500.00 from each student assigned to all high school
departments should they decide to adapt the student
development fund (SDF) of College.
• The office of student affairs will make a flowchart
regarding ticketing system and reorient all faculty and
students about this. This will be done as part of the
 OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS
6 2. Job description of Program
Counselor and ASA
7 College Challenges
1. Student development fund
(SDF)
• Collection of SDF to students
8 2. Guidance events and
development unit
• Student participation and
attendees during event
9 3. SSC Election
10 4. Clearance
• Proper flow of process of
clearance
11 Transition plan of Duties and responsibilities
registrar
student onboarding.
• They will also conduct survey on the effectiveness
of ticketing system so as to make necessary action on
the process, guidelines and implementation. This is
due on May 30, 2024.
• A program counselor job description will be created
by the office of student affairs and will be submitted
to OVPAA and HR on or before April 30, 2024.
• Two weeks after the last day enrollment, all
student’s development fund must be paid in full. This
aims to mitigate concerns on collection which
hampers the plan of the department.
• Two days prior to the events, participants are
reminded about the activity.
• Use the peer facilitators to disseminate
communication through social media, word of mouth
and other means of dissemination.
• Next year same set of electee
- The election of SSG and SBO is set towards
the end of the school year 2024 to 2025 to
make proper turnover from the previous
officers to the newly elected officers. The
newly elected officers must submit their
calendar of activities 2 weeks after the
election so this may be included in the official
school calendar of activities.
• For returning students, clearance from each
department must be completed before they will be
allowed to enroll.
• The office of student affairs will create a clearance
form for JHS and SHS. This is to be part of the OSA’s
PLANS AND PROGRAMS for SY 2024 - 2025
• Include the ITS canvas in the clearance per semester
• The admission policy needs to be updated based on
the data management system made during DAY 1.
• An onboarding plan was made for Mam Cinia so she
can onboard Mam Enta last January. Both have
carefully followed the plan.
• Mam Enta will transfer to Registrar as soon as
Mam Cinia vacates the position and office.
• The registrar office will strategize during enrollment
about who will handle, college, SHS and JHS
 OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS

department within their office. Mam Enta will already

assign the personnel so smooth flow of the
enrollment can be expected.

12 Enrollment process • The enrollment center is expected to open in JULY,

however for the time being, departments can already
accept enrollees in June. Please note the one in
charge during this time will be the same person in
charge once enrollment center is open.

13 Lack of Personnel • Checking of registrar’s budget is essential to ensure

that any additional staff will be included in the OPEX
budget

14 Communication process • Create a flowchart that illustrates the

communication process, including the things that
need to be communicated with the registrar according
to the registrar’s description. This will be done as part
of the QA’s initiative to standardize communication
flow in the institution. Set of concerns should be
addressed to certain people only. This will provide the
institution a more concise and cohesive flow of
communication in addressing concerns.

15 Submission of grades • The grading sheet must be submitted directly to the

registrar by the department. Grading Sheet will no
longer go through OVPAA. Registrar will submit to
VPAA citing who among the faculty have not yet
submitted the grades and will ask to withhold their
salary. The letter is addressed to VPAA thru HR
Director.

• Grading sheet can only be encoded by the faculty

after the deans sign them

16 Student academic records • Everyone is encouraged to ensure integrity,

accuracy, security of student academic record. A
COMPLETE STUDENT PROFILE form to be filled
during the enrollment with all information needed
from the student and offices can request to access
this for their need (library, ID, Canvas, Marketing,
Finance) so records are kept safely and redundancies
in answering forms can be avoided. The registrar will
produce this form online and will safekeep these
information.

17 ITS 1. Multiple account in canvas • Enrolled students should be able to obtain email
• Issuance of email and canvas addresses and canvas accounts from ITS department
account staff at the enrollment center; however, these
accounts will be temporarily inactive until the official
class list is available. As per discussion, the start of
accessibility in CANVAS for SY 2024 – 2025 is on
October, this is inline to the enrollment/dropping
 OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS

(data management system) we will implement. This

hopes to minimize the cost on the unused by opened
canvas accounts due to student dropping.

18 • Duplicate account in canvas • Proposal from ITS

- The student information system unique ID

numbers will be used as a student’s account
in canvas instead of using full name.

19 2. IRAYA training • Department heads need to take part in the IRAYA

training

20 3. College student portal • ITS plans to publish a notice to the registrar's office
and recommends the creation of a student portal
within the following year. Students will be informed
where they can access student portal.

21 Others matters Calendar of Activities • April 19- The office of student affairs needs to
provide their schedule of activities for the whole year

• April 30- the calendar of activities expected to be

submitted to OVPAA

• On May 3, the OVPAA expected to pass the unified

calendar of activities to the registrar

• The venue of the event must be included in the

calendar of activities to avoid scheduling conflicts
with the campus management office

22 IQ EQ Test • The OSA will administer the IQ EQ Test during the

enrollment

• The OSA will look into, if feasible the IQ EQ Test

instrument that allows students to respond right away
and receive result immediately. OSA must make the
request to purchase prior the enrollment so this can
be administered during enrollment as well.

23 SAO will be called OSA • OSA will make their own organizational chart

• Clinic will be under the department of OSA

24 Student handbook • Academic departments ought to meet on a

designated day to discuss the school handbook

• Anything that the department decides to include in

the student handbook needs to be sustainable, they
should consider the possibility that it will be added in
the next two to three years

• Revise the student handbook and add the

disciplinary procedures
 OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS

Prepared by: Signed By: Date: NEXT MEETING

DATE March 27,

2024
MS. MICHELLE ANN PABLO March 26,
Director, Academic Affairs 2024
MS. APRIL LYN O. ENCIO TIME 8:00pm-
Secretary, Academic Affairs 2:00pm

PROF. JENNELYN G. DE GUZMAN VENUE ABH

Vice President for Academic Affairs