Quality Rubric for Student Affairs and Services Program
Region: Date of Monitoring:
Name of HEI:
Address:
Requirement Not
Complied Remarks
Criteria Complied
Quality Evidence
1. Student Affairs and Services
There should be an Office of Student 1. Office is Accessible to Location posted in school bulletin
Affairs to manage the Student students;
Services and Programs. 2. Well-maintained Organizational Chart with photos of
personnel
3. There is a qualified Room is clean and orderly
Coordinator
Personnel have gained at least 3 years
in the field of Student Affairs and
Services.
Personnel are qualified to Adequate training in the different
handle student affairs and student affairs and services as
services evidenced by records and certificates
issued accredited training
institutions /professional associations
4. Well defined Vision, Has well defined and relevant vision,
Mission of the Office mission, goals and development plan
and Development Plan
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With Work and Financial Plan duly
approved by the HEI Head
Article VI-
2. Information and Orientation Services
a. The HEI has information materials 1. Comprehensive report Compilation of orientation program
on institutional mission, vision, available to clients for new and continuing students.
and goals, academic rules and With admission and retention policies
regulations, student conduct and
discipline, students programs, Availability of bulletin boards for
services and facilities and such educational information purposes
other information necessary for
student development should be Availability of updated Student’s
made available to all students. Manual/Handbook
e. There shall be a regular Photo ops and report Report on orientation programs held
comprehensive orientation available to clients with records of attendance
program held for new and Report on orientation program
continuing students responsive to conducted and published in school
student’s needs. organ
Linkage with different agencies as
resource speakers as evidenced by
MOA
h. There shall be an organized, Legislations effecting Information materials include
updated, and readily available students updated legislations affecting students such as
educational, career, and a.) students rights and responsibilities
personal/social materials. (e.g. Organized educational, b.)guidelines on drug abuse
flyers or materials posted on career, and
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Criteria Complied
Quality Evidence
Bulletin Boards) personal/social materials prevention and control,
updated
Accessible to students c.) GAD/sexual harassment,
Available in digital form d.)HIV/AIDS, etc.
e.)self-care and health lifestyle
d. There shall be an organized, List available for student’s perusal
updated, and readily available
educational, career, and Issuances for the last five years
personal/social materials. Properly labelled educational
materials
Scholarship and Financial Assistance
Section 6 – Scholarship and financial Brochures and/or leaflets are
assistance in various forms are available to interested students
available to students.
Included in Orientation of Students
Screening and monitoring Application forms and Posted in bulletin board
procedures and guidelines for procedures are properly
scholarship and financial assistance communicated to
are clearly stated and understood by students.
applicants and recipients.
There shall be structure to provide Included in the Student’s Manual
access to scholarship and financial
assistance instituted. (Policy or Available lists of scholars and grantees
process for applying financial from CHED, the HEI and other entities
assistance disseminated to students) (including graduates)
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Criteria Complied
Quality Evidence
3. Health Services
The Higher Education Institution Primary health care Presence of a full-time nurse
shall provide primary health care services administered by
services administered by licensed licensed medical dental Presence of a part-time School
medical dental and allied and allied professionals Physician
professionals are made available to are made available to all
all students. students.
Presence of a part-time School Dentist
Available contracts / available on call
Adequate facilities for health care Facilities for health care With dental chair
and updated health record are kept are adequate With Comfort Room
and maintained as required by the
With lavatory or washing area
Department of Health
With clinic beds (1 for male, 1 for
female)
Updated health records Proof of compliance with DOH
are kept and maintained With posted medical/dental schedule
as required by the
Department of Health With basic medical/dental equipment
and supplies
Presence of medical/dental records
Well maintained and Presence of clean and well-
clean comfort rooms maintained comfort rooms (free from
obnoxious odors) for both male and
female
Monitoring Reports in the cleaning of
comfort rooms are posted inside
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Quality Evidence
comfort rooms.
Potable drinking water is available
and free for all students
4. Guidance and Counseling Services Appraisal
a.Guidance Office shall maintain Cumulative records of Properly labelled and kept in cabinets
students’ cumulative records students are well-
which contain relevant maintained
information about students e.g.,
family background test, data, etc.
b. Record shall be appropriate, Has linkage with the different
usable and regularly updated. agencies as evidence by the MOA or
letter of invite. (Linkage with other
agencies where resource persons are
invited)
c. There is provision for a well- Assessment program is Prior approval of the head of the HEI
planned guidance assessment well-planned was sought before conduct of
program. (Guidance intervention assessment program.
for every year level especially if
the HEI is collecting Guidance Fee)
d. Appropriate standardized Appropriate standardized Manual of Procedures contain the
psychological tests are psychological tests are administration of tests.
administered, scored and administered, scored and
interpreted by qualified personnel interpreted by qualified
personnel
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Criteria Complied
Quality Evidence
e. The test results are Individual test result is Form of test results were received by
interpreted to students, teachers communicated to concerned students.
and concerned individual e.g. concerned individuals.
parents.
Counseling
f. Gender sensitive individuals and Licenced Counselor Proof of License Certificate
group counseling is provided by a
licensed counselor.
g.The maximum ratio of counselor Maximum ratio of List of students and the corresponding
to students is 1:1,000 counselor to students is counselor
1:1,000
h. A counseling room is Available counseling room Well-maintained counseling
provided to ensure the privacy per counselor room/booth
and confidentiality of counseling
sessions
i. The records and/or counseling The records and/or Records and/or counseling notes are
notes are maintained and kept counseling notes are orderly kept
confidential (Ideal, one folder per properly maintained
student).
5. Food Services
a. The school sets the criteria Criteria made available to Health measures are posted in school
(policy) for safety and sanitary students and interested Bulletin.
conditions of food outlet within clients List of food outlets are available to
the compound of the institution. students.
Food handlers are in uniform and
wear hairnets
d. The school coordinates with Proper coordination with Communication regarding
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Requirement Not
Complied Remarks
Criteria Complied
Quality Evidence
the local government for the local government for the coordination with the local
safety of food service outside the safety of food services government re-implementation of
school premises. outside the school sanitation code.
premises. Food handlers have updated health
certificates
f. The HEI shall periodically inspect The certificate to operate Permit to Operate
food outlets for sanitation and should be displayed in a
hygiene. prominent area of the Properly maintained and ventilated
food outlet. canteen
Career Placement and Services
h. Valid Appraisal data of Valid Appraisal data of Reports available and properly kept.
students are used in both students are used in both
curricular and co-curricular curricular placement
placement (The use if student
data as basis in recommending
the curricular program
appropriate for students)
i. Follow-up and monitoring of Follow-up and monitoring Reports available and properly kept.
student placement are conducted of student placement are
regularly conducted regularly
j. Networking with school, Updated list of addresses
community, and other relevant of relevant agencies that
agencies is maintained. have linkages with school
are available to student
k. Informative materials on career (e.g. developing soft skills
and job opportunities shall be such as work attitudes;
provided and skills development how to write a resume;
programs shall be made available. how to land a good job;
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how to face new
interview …)
6. Safety and Security Services
The HEI has provisions for Disaster Presence of Disaster Preparedness
Preparedness Plan based on Hazard present in the
locality
Information material on what to do
before, during and after the disaster
Presence of emergency escape plan
Availability of emergency Contact
numbers
Presence of Emergency Response
Team
Presence of Focal Person for Disaster
Risk Reduction Mgt.
Availability of Emergency Equipment
There is a safe and secure Functional fire/earthquake exits
environment
Buildings and facilities shall comply Proof of fire and earthquake drills
with government standards conducted
Presence of fire extinguishers
Certificate of Building Occupancy
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Criteria Complied
Quality Evidence
Licensed and competent security Security contract
personnel shall ensure the safety
and security of students and their
belongings.
7. Student Crime Prevention
Every college and university should Student Crime Prevention Resolution creating the Committee
create/organize a Student Crime Committee organized
Prevention Committee (composed of Activities conducted Compilation of reports of activities
students) conducted
8. Student Discipline
a. Gender sensitive rules and Gender sensitive rules and Updated List of cases resolved
regulations are formulated in regulations are available to school Head and
consultation with students and formulated in interested clients.
faculty and published in students’ consultation with
manual disseminated to students, students and faculty.
faculty and parents. (e.g. Sexual Published in students’ Included in Student Manual, Posted in
Harassment Law) manual disseminated to Bulletin Board or published in School
students, faculty and Paper.
parents or posted on
bulletin boards.
b. The rules and regulations define Rules and regulations Minutes of Orientation with students
appropriate student conduct and properly understood by readily available
prescribe sanctions for students and faculty
misconduct.
c. The discipline committee must be Composition of Discipline List made available upon request.
established in all HEI’s to ensure Committee made
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Quality Evidence
due process in dealing with available to concerned
student misconduct. students and clients
(Composition could include
Guidance Counsellor; Dean;
Faculty Rep; Student Rep;
Parents; or Private Sector Rep)
9. Student Housing
The school must provide a list of List of Student List made available to students upon
acceptable student dormitories and Dormitories and housing request.
housing facilities that are safe, clean, facilities that are safe,
affordable, and conducive to clean and affordable is
learning provided by the HEI.
Regular monitoring of Updated list issued every school year.
student dormitories and
housing facilities are
conducted by the OSAS
Report submitted to HEAD of HEI
Published report in School Organ
10. Services for Students with Special needs
a. Academic accommodation is made Student Manual contains the
available to person with disabilities academic accommodation available to
and learners with special needs. persons with disabilities and learners
with special needs.
Presence of ramps
Comfort rooms of PWDs
b. There are provisions/ programs Programs for life skills
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Criteria Complied
Quality Evidence
for life skills training e.g. conflict training provided
management
c. Counselling or testing referrals are
done whenever necessary.
11. International Student Services
a. An integrated service program Availability of integrated Brochures and leaflets are readily
that caters to the socio-psycho- service program that available.
cultural, academic and non-academic caters to the socio-
needs should be available to all psycho-cultural, BID Certification
international students. academic, non –
academic needs of all
international students.
b. The school should provide a Liaison Officer made CHED Certification
liaison officer to assist international known to international
students with the gov’t. agencies like students upon
CHED, Department of Foreign Affairs admittance to school.
and Bureau of Immigration.
12. Admission
a. Requirements and procedures for Admission Policy stipulated in the
admission are in place. Student Handbooks
List of tuition and other school fees
and educational visit and field trips
must be posted in conspicuous places.
13. Research, Monitoring and Evaluation of Student Affairs and Services
a. The Higher Education Institution Researches on Student Services
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Quality Evidence
shall be encouraged to conduct
research on Student Assistance
Services programs.
b. Student Assistance Services Proper monitoring and Form for monitoring and evaluation
programs are monitored, and evaluation of student readily available
evaluated regularly with the aid of affairs and services. Monitoring and Evaluation reports are
various stakeholders. available upon request.
Evaluation results and research Evaluation results and Research outputs and evaluation
output are disseminated and research outputs results are published in school organ.
utilized. disseminated and utilized.
Student Development Programs and Services
14. Student Organizations and Services
a. The HEI shall have a system of Reports on activities List of accredited Student
accreditation, re-accreditation, conducted by accredited Organizations and Activities posted in
monitoring and evaluation using student organizations School Bulletin Boards.
participatory institutional available upon request.
procedures and processes in
recognition of basic rights to
organized.
b. Requirements and procedures List of Accredited Student
for recognition/accreditations of Organizations and Activities posted in
student groups shall be widely school organ
disseminated
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Requirement Not
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Criteria Complied
Quality Evidence
c. The HEI shall provide accredited Rooms for the conduct of Rooms labelled to accommodate
student organizations adequate meeting of student students organization meeting.
office space and other institutional organizations and other Flowchart on processing of request
support facilities are available for facilities indicated
upon request of
concerned accredited
student organizations.
d. The constitution and by-laws of Copy of constitution and Copy of Constitution and by-laws
student organizations should by-laws readily available readable and properly kept.
provide for and require participation upon request.
in activities on anti-drug abuse
awareness and drug abuse
prevention initiated by GOs and
NGOs
Identified barangays as their
community immersion area with
specific activities to be undertaken.
Has linkage with the different
agencies as resources persons as
evidenced by the MOA.
There must be mechanism or policy Mechanism Mechanism easily understood and
to coordinate with the school communicated to all implementable.
administration relative to the students and school Mechanism is posted in the school
treatment and rehabilitation of personnel. bulletin.
students with drug-related Mechanism is included in the
problems. student’s manual.
15. Student Council/Government
The HEI must recognize the right of
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Quality Evidence
the students to govern themselves
and to be represented in
appropriate student councils, or
board of regents or trustees.
16. Leadership Training Programs
The HEI shall ensure that leadership
training program are provided and
opportunities for interactions with
counter parts from other
institutions are sustained.
17. Student Publication Presence of Student Publication
The HEI shall support the
establishment of student
publication as provided in the
Campus Journalism ACT of 1991.
18. Sports Development Programs Presence of Sports facilities/
The HEI shall provide opportunities equipment (if no school facilities,
for physical fitness and well-being of there should be a MOA with the
students. partner agency on the use of such
facilities)
19. Cultural Program
The HEI shall provide opportunities
for appreciation of culture and the
arts.
20. Social Community Involvement
The HEI shall ensure opportunities
for meaningful socio-civic (e.g. JS
Prom, Outreach-Activities not NSTP
Related) involvement of students
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Requirement Not
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Criteria Complied
Quality Evidence
The HEI shall provide Group
Accident Insurance for the student
at least on their filed days.
21. Multi-faith Services
The HEI shall ensure that the right
to freedom of religion is respected.
22. Use of Student Affairs and Services Funds.
The HEI shall ensure that any Financial report readily Financial report per school year
Student Affairs and Services fees available upon request. properly filed.
collected must be judiciously
disposed for student affairs and
services program.
There shall be a mechanism to Report on the usage of the Report properly filed copy furnished
ensure transparency and available upon request the Office of Student Affairs and
accountability in the usage of the Services.
fund shall be enforced.
23. Intervention Programs of HEI
(Intervention program for those 1. Academic
with academic deficiencies, for 2.
those with health problems, for Physical/Emotional/Health
those with economic problems, etc.
3. Socio-economic-cultural
4. Spiritual
PREPARED BY: NOTED BY:
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