Research and extension manual

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RESEARCH AND EXTENSION MANUAL I. GENERAL INFORMATION I.1. Historical Background The Marinduque State College Research Unit was formally established in August 19, 1993 during the last term of the MSC President Andres G. Malabed, Jr. by virtue of MSC BOT Resolution No. 21 series of 1993 in response to DECS Memorandum Circular No. 9 Series of 1987 requiring all students enrolled in the degree program to conduct undergraduate research and or feasibility study. The Research unit was situated at the old building of Asian Development Bank of the Philippines inside the Boac Campus, the same building the Research and Extension Department is now occupying. The Research Unit was headed by a Director.

During the short period of incumbency of Dr. Teodoro R. Garcia as MSC President in 1995, the Research Unit was granted a fund allocation in the amount P2M from the Countryside Development Fund of Senator Raul S. Roco to finance the project on Butterfly Culture and Livelihood Technology.

The following budget year, 1996, the Department of Budget and Management provided a line item budget for Research in the amount of P50,000.00. Annually from 1997, the budgetary allocation for research and extension increased gradually up to its present budgetary allocation as shown below: BUDGETARY ALLOCATION FOR RESEARCH AND EXTENSION Fund 101 (In Thousand Pesos) Particulars

2006

2007

2008

2009

2010

2011

Research

325

325

440

635

605

605

Extension

205

205

215

400

320

320

Total

530

530

655

1,035

925

935

2 By the institution of RA 8292, the Research and Extension Department is allocated an annual budgetary allocation as its share from the income of the college (Fund 164) as shown below: BUDGETARY ALLOCATION FOR RESEARCH AND EXTENSION Fund 164 (In Thousand Pesos) Particulars 2006 2007 2008 2009 2010 2011 Research

200

200

250

200

250

250

Extension

200

200

250

200

250

250

Total

400

400

500

400

500

500

From its establishment as a unit within the college, the research and extension unit was upgraded as Office of the Research, Extension, Production and External Affairs (REPEA) per MSC BOT Resolution No. 15 series of 2000 headed by a Vice President with four units headed by a Director; Research Unit, Extension Unit, Production and Linkages Unit and Graduate Placement and Alumni Relations Unit.

Per recommendation of the Management Review Team and Curriculum Review Team of CHED, the department was reorganized into Research Extension and Linkages (REAL) approved per MSC BOT Resolution No. 4, series of 2004.

The present MSC Organizational Structure was revised and approved per MSC BOT Resolution No. 78, series of 2006; the department was renamed to its present title “ Research and Extension� headed by a Vice President.

I.2. Purposes and Scope of Research and Extension The Marinduque State College shall have a department separate and uniquely differentiated from administrative and academic department. It shall be responsible for the supervision of the operations of the research and extension activities of the college and the development of its programs and projects.

The R & E programs shall be focused on sustainable development of the province and the country as a whole.

I.3. Vision, Mission and Goals Vision In line with the vision of the college, the R & E shall be the arm of the college to develop technologies for the production, utilization and continuous supply of the local raw materials used in the livelihood projects of the people, to contribute to

3 reduction of poverty and to conserve and protect the natural resources and to help the people adapt to the climate change and thereby mitigate its effect to their economic activities.

Mission The R & E shall conduct researches on the development, conservation and protection of the natural resources indigenous to the province and share the expertise of the faculty and personnel to the community that will enhance the capability to earn income for the family expenditures.

Goal The goal of the R & E is to lead the MSC academic community to become research oriented and extend to the community mature technologies that will reduce poverty and protect the environment. The main focus of the activities shall be reduction of poverty and development/protection/conservation of the natural resources of the province and the country as a whole.

I.4. Core Values The MSC R & E officials shall adhere to the following core values: Responsive – Act according to the needs of time Innovators – Develop alternative systems or technology using available resources Protectors – Conserve natural resources and ensure its development/propagation especially the endangered species Excellence – Produce high quality of research/extension output I.5. Program Components 1.5.1. Levels of aggregation of research/extension activities: The following terms are defined for clarification in assigning the ETL to the R & E personnel and staff with academic rank.

Program is the highest aggregation of activities. It is multi-disciplinary.

Examples: Environment Social Development Cultural Arts Studies Information & Communication Technology

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Project is the next level of aggregation of activities that focuses on one discipline of one kind of research/extension.

Examples: Environment Biodiversity, Natural Resource Management, Climate Change, Environmental Protection and Waste Management Social Development Education, Poverty Alleviation, Activity is the lowest level of the aggregation of research/extension activity.

This is specific activity under each project.

Examples: Program: Project: Studies:

Environment Environmental Protection Status of Awareness of the Barangay Officials on the Effect of Climate Change to the Environment: Bases for Adult Education.

Biological Pest Control on Green and Leafy Vegetables

1.5.2. The program components of the R & E are the following: PROGRAM 1

:

ENVIRONMENT

Project 1: Biodiversity  Suggested Research and Extension Activities  Biodiversity and Resource Utilization  Ecological Studies on Biodiversity of Aquatic and Terrestrial Ecosystem Project 2: Natural Resources Management  Suggested Research and Extension Activities  Eco-tourism  Natural Resources Assessment  Carrying Capacity Assessment Project 3: Climate Change Suggested Research and Extension Activities  Eco-tourism  Natural Resources Evaluation  Education/ Awareness Campaign

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Project 4: Environmental Protection  Suggested Research and Extension Activities  Impact Assessment  Monitoring of water quality and quantity  Coastal Resource Management Project 5: Waste Management Utilization  Suggested Research and Extension Activities  Solid Waste Management  Assessment of Existing and Proposed Municipal Dumpsites  Organic Fertilizer Project 6: Rehabilitation of Degraded Area  Suggested Research and Extension Activities  Mine Tailings  Soil Erosion Assessment  Soil Fertility Management PROGRAM II. SOCIAL DEVELOPMENT Project 1: Education  Suggested Research and Extension Activities  Program / Project Evaluation  Factors Affecting Enrolment  Employment Opportunities  Alternative Learning Systems for HEIs  ICT in Education  HEI Research Capability Assessment  Faculty Instruction Capability  Instructional/Resource Management Project 2: Poverty Alleviation  Suggested Research and Extension Activities  Needs Assessment  Industry Analysis  Commodity Analysis i. Arrowroot Production ii. Ceramics iii. Butterfly iv. Handmade Paper v. Cut Flower Production vi. Food Processing

6     

Adoption and Utilization of Mature Technologies Utilization of Alternative Medicines for Common Ailments Health and Nutrition Housing for Indigent Families Livelihood and Technology (Agri-based, Fishery & Industrial)

Program III. Cultural Arts Studies Suggested Research and Extension Projects  Native Dances & Songs  Festivals  Tourism  Histo-cultural  Local & Religious Traditions Program IV. Information and Communication Technology Project 1. Information Technology Suggested Research and Extension Activities Cellular Automatic/Mobile Technology Internet/Web Technology Genetic /Applied Algorithms Computer Simulations/Robotics/Machine Vision/Voice Recognition Mathematical Modelling Computational Science, Modelling, Simulation Computer Architecture Software Engineering Computer Applications Networking & Neural Network Security Systems Project 2. Information System Suggested Research and Extension Activities E-Commerce E- Learning E-Based Communities Multimedia Systems Project 3. Information Management Suggested Research and Extension Activities Database Management Systems Information Management System

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2. ORGANIZATION AND MANAGEMENT The R & E shall be composed of four interrelated and interdependent Offices namely: the Research Office, the Extension Office, the Instructional and Educational Material Development Office and Intellectual Property Office.

2.1 Organizational Structure The organizational structure is shown in Appendix A. 2.1.1 The R & E shall be a distinct office to be headed by a Vice President who shall be designated by the College President for a specific term without prejudice to redesignation subject to the confirmation of the Board of Trustees. He/She shall be a doctoral degree holder with at least three years of actual research/extension management experience with an academic rank of a Professor.

2.1.2. Directly under the Office of the VP, R & E are the Directors of each major units such as Research, Extension, Information, and Educational Material Publication and Intellectual Property Offices. The program component such as Environment, Social Development, Cultural Arts Studies and Information and Communications Technology shall be headed by program leaders.

2.1.3. The R & E Management, the lead implementers of the policies and programs of SUC’s research and extension functions, shall be composed of the VP, R & E as chair, with the directors and Assistant to the VP, R & E as secretary as members.

2.1.4. A College Research and Extension Council (RECO), the policy-making body of the R and E, shall be headed by the College President as Chair, with the VP, R & E as vice chair and the director of units, the program leaders and the school deans as members.

2.2.

Functions 2.2.1. The RECO shall serve as the policy-making body of the R and E, and the clearing house of ideas, specifically in the priority setting, implementation and evaluation of the R and E program of the whole College.

2.2.2. The R and E Management shall be responsible for the provision of administrative support particularly in the preparation, processing and submission of accomplishments and financial reports and other documents deemed necessary/requested by funding agencies/other offices.

8 2.2.3. The Research Office shall be responsible for generating/developing, verifying, piloting and commercializing priority technologies and economically feasible, socially acceptable and environmentally sound agricultural and industrial/manufacturing enterprises.

2.2.4. The Extension Office shall be in-charge of facilitating the diffusion and adoption of appropriate agriculture, fisheries and social technologies through the use of integrated, multi-disciplinary and participatory programs and services.

2.2.5

The Information and Educational Material Development Office shall be in-charge of the publications, journals, flyers and brochures for the dissemination of the programs and projects of the R and E.

2.2.6. The Intellectual Property Office shall be in-charge of the supervision of the implementation of the IP policy and commercialization of College’s IP assets.

2.2.6

The Program on Environment shall include research and extension activities on biodiversity, natural resource management, climate change, environmental protection, waste management utilization, rehabilitation of degraded area and other related activities.

2.2.8

The Program on Social Development shall include research and extension activities on education, poverty alleviation, and technology and livelihood programs.

2.2.9. The Program on Cultural Arts Studies shall include research and extension activities of native dances and songs, festivals, tourism, Histo-cultural, local religious and other mores and traditions in the province and the country.

2.2.10. The Program on Information and Communication Technology shall include research and extension activities on information management, information technology and information system.

9 2.3 Duties and Responsibilities of R and E Faculty and Staff The duties and responsibilities of each R and E personnel are presented as follows: 2.3.1. Vice President for Research and Extension 2.3.1.1. Exercise general supervision and coordination of all programs, projects and activities of the various units under his/her office.

2.3.1.2 Recommends and implements policies and guidelines governing R and E program of the College.

2.3.1.3. Spearheads the planning of programs for R and E activities which are geared towards the growth and development of the College, in particular, and in the region, in general.

2.3.1.4. Supervises the overall implementation of R and E program of the College.

2.3.1.5. Coordinates, monitors and appraises the performance of the various R and E units of the College including those of the schools, the different offices and units established within the college; 2.3.1.6. Plans, promotes and carries out working relations and linkages with appropriate government agencies and non-government organizations; 2.3.1.7. Acts as Vice Chairman of the College R and E Council; and 2.3.1.8. Performs other related functions as may be directed by the President: 2.3.2. College Research and Extension Council 2.3.2.1.Screens/evaluates proposals, plans, and guidelines and regulations pertinent to the research and extension programs of the entire college and endorse the same to the Board of Trustees 2.3.2.2. Screens/evaluates and approves the best graduate and undergraduate theses to be awarded during the annual commencement exercises; and

10 2.3.2.3. Screens/evaluates proposals for funding and endorse the same to the Board of Trustees .

2.3.3. Director of Research 2.3.3.1. Directs planning, implementation and evaluation of research programs and projects to insure effective development of packages of technologies to help respond to local/regional and national needs; 2.3.3.2. Coordinates with other units of the College and/or related agencies to bring about inter program/agency complementation and effective utilization of available resources: 2.3.3.3. Initiate activities that would enhance or sustain the interest and development of the faculty members to engage in research activities.

2.3.3.4. In the absence of the President or VP R and E, represents the Research Program in appropriate bodies/offices, and chairs meetings and resolves conflicts based on established policies and sound management practices; and 2.3.3.5. Performs other functions that may be assigned by the College President and the VP for R and E. 2.3.4. Director of Extension 2.3.4.1. Directs planning, implementation and evaluation of extension programs and projects to insure effective technology promotion and dissemination to the target communities; 2.3.4.2. Coordinates with other units of the College, local government units, regional and national government organizations and people’s organizations, to bring about complementation and partnership; 2.3.4.3. In the absence of the President or VP R and E, represents the Extension Program in appropriate bodies/offices, and chairs meetings and resolves conflicts based on established policies and sound management practices; and 2.3.4.4. Performs other functions that may be assigned by the College President and the VP for R and E.

11 2.3.5. Director of Information and Educational Material Development 2.3.5.1. Directs planning, implementation and evaluation of effective technology for promotion and dissemination of research/extension programs and projects to target communities through the multimedia; 2.3.5.2. Coordinates with other units of the College, local government units, regional and national government organizations and people’s organizations, to bring about complementation and partnership; 2.3.5.3. Performs other functions that may be assigned by the President and the VP for R and E. 2.3.6. Director of Intellectual Property Office 2.3,6.1. Administers and monitors the implementation of the IP policy; 2.3.6.2. Manages the College’s patent portfolio including the drafting, filing and prosecution of applications with the Intellectual Property Office of the Philippines (IP Philippines) as well as the maintenance of granted patents and registered trademarks; 2.3.6.3. Administers the funds allocated for patenting and activities related to the protection and commercialization of the College IP; 2.3.6.4 Performs other functions that may be assigned by the President and the VP for R and E. 2.3.7. Program/Project Leaders 2.3.7.1. Directs planning, formulation, implementation and evaluation of Research/extension program/ projects and activities related to the programs supervised.

2.3.7.2. Coordinates with other units of the College, local government units, regional and national government organizations and people’s organizations, to bring about complementation and partnership;

12 2.3.7.3. Assists study leaders in the implementation and evaluation of Research/extension activities approved by higher authorities.

2.3.7.4. Formulates research/extension project plans and operational schemes; 2.3.7.5. Carries out research/extension project plans and oversee their full implementation; 2.3.7.6. Prepares preliminary reports on the research/extension projects and helps finalize terminal reports and other write-ups that may be requested; 2.3.7.7. Sees to it that the welfare of the research/extension project staff is properly taken care of; 2.3.7.8.

Observes/evaluates performance;

2.3.7.9.

Performs other directed/requested.

research/extension duties

and

project

responsibilities

staff as

2.3.8. Activity/Study Leaders 2.3.8.1. Helps prepare R and E proposals 2.3.8.2. Conducts experiments/surveys on R and E priority areas; 2.3.8.3. Carries out plans/proposals specifically assigned to him/her and makes necessary reports on activities undertaken; 2.3.8.4. Supervises research assistants/enumerators in the conduct of their activities; and 2.3.8.5. Performs other duties related to the conduct of the R and E and other jobs as required by the program/project leader 2.3.9. Research/Activity Assistant 2.3.9.1. Assists the study leader in the conduct of socio-economic surveys, and laboratory/field works in study sites based on approved proposal;

13 2.3.9.2. Gathers, tabulates and summarizes the data needed in the R and E and helps in the analysis and interpretation of results; 2.3.9.3. Supervises research aides/enumerators in the efficient conduct of research; 2.3.9.5. Performs other duties as may be assigned by the immediate supervisor.

3. Research Program/Project Proposal Preparation, Evaluation and Approval Note: Only research and extension projects/activities approved by the R and E Management/RECO/BOT shall be given credit points in NBC 461 and PMS OPES and shall be certified by the President as legitimate projects/activities of the College/School.

3.1. Planning and Implementation Process The R and E planning and implementation process may involve the following: Research is the generation/adaptation of new knowledge/technology through the application of scientific methods. Research, as one of the fourfold functions of higher education institutions, enhances and expresses the individual’s capacity to conduct disciplined-based, policy-oriented, technology-directed and innovative work. (CHED MEMO Order No. 30 s.

2010).

3.1.1. Assessment of the environment - Program planning which is done by R and E management in coordination with the RECO starts with the analysis of the factors in the environment relevant to the R and D programs. Environment factors refer to the set of forces both inside and outside the organization that affects organization’s performance (Certo, 1994). The internal environmental factors that can be considered are institutional capacity, structure, support systems (financial and administrative) and organizational management.

Major consideration of the external factors can be focused on the political and national policies, laws and procedures of the government as well as the development programs of National Economic Development Authority

14 (NEDA), Department of Agriculture (DA), Department of Science and Technology (DOST), Department of Environment and Natural Resources (DENR) and Commission on Higher Education (CHED).

3.1.2. Setting of priorities - In setting the R and D priorities and agenda the institution should consider its national and regional thrusts and mandates. It should also consider the information and feedback from various agencies and sources such as: 3.1.2.1. National Agencies. The national priorities set by various agencies are usually referred to and serve as basis for setting the R & D priorities and agenda of an institution of higher learning. These include the DOST, Science and Technology Agenda for National Development (STAND), the Philippine Council for Agriculture, Forestry and Natural Resources Research and Development’s (PCARRD), Philippine Council for Aquatic and Marine Resource Research and Development (PCMARRD), Philippine Council for Industry, Energy and Emerging Technology Research and Development (PCIEERD), Philippine Council for Health Research and Development (PCHRD) Medium Term Research and Development Plan for Philippine Agriculture and Natural Resources; CHED, National Higher Education Research Agenda, DA, National Agricultural Research and Extension Agenda (NAREA), and DENR Medium Term R and D plan.

3.1.2.2. Regional Agencies. Regional priorities in agriculture and natural resources of the various agencies in the region are also important bases in setting priorities in R and D. 3.1.2.3. Local Government Units. Aside from the above, the institution should be sensitive to the priorities set by various local government units in the province and the region, in particular, and the nation, in general.

3.1.2.3. Other Funding Agencies. The institution should also maintain close collaboration with various national and international funding agencies. Through their R & E grants the facilities of the College and the competence of its manpower can be improved.

3.1.3. Translating Priorities into Action Plans and R and D Proposals

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Once the priorities are set, translating them into action plans follows. Each division of the R and E and school shall prepare an action plan with their corresponding proposals.

3.1.3.1. R and D Program/Project Proposal Screening/Evaluation and Approval

The process shall involve five phases or stages of evaluation; Phase I. Concept Paper Screening A faculty interested to conduct a research/extension shall present a 3-5 pages concept paper to the School Peer Review Committee. The School Peer Review Committee shall be headed by the Dean and the school research/extension coordinator and a senior faculty as members. The concept paper shall be evaluated considering the following:     

Adherence to College Thrusts Capability of Researcher Availability of Research Facilities Non-duplication of other research/study Compatibility with School’s Assignment/Focus

The Dean endorses the concept paper to the Director of Research/Extension who then endorses to the R & E Review Committee for review and evaluation as to what project and program the activity shall be classified.

The R & E Review Committee shall compose of the following:       

VP, R & E as Chair Director of Extension, Director of Research, Director of Information and Educational Material Development Director of Intellectual Property Office, Program leader as members VP R & E Assistant as Secretary.

The VP R & E shall assign equivalent teaching unit load to the proponent of the project for approval by the President following the ETL established in this manual.

Phase II. Project Proposal Evaluation

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After the concept paper is approved or accepted, the proponent shall prepare a proposal to be submitted to the R & E Review Committee. The Review Committee shall compose of the following members: VP for Research and Extension - Chairman Director for Research, and Extension, Director of Information and Educational Material Development Director of Intellectual Property Office Program Leader Project Leader 1 Area specialist VP R & E Assistant as Secretary Format in Preparing Research Proposal The proponents shall follow the format suggested below. For proposals to be submitted to other sponsors or funding agencies, the proponents shall follow the agencies format.

RESEARCH PROPOSAL FORMAT (Adapted from UPLB CHED ZRC format) Proponent/s: Research Title: - Must include the variables of the study and its relationship - Brief and concise Background of the Study - Describe the existing and prevailing problem situation - Give strong justification to conduct the study - State the objectives of the study Review of Related Literature - Research findings already conducted - Principles/ Concepts/Theories formulated by experts of authorities in the discipline - Thematically organized - Synthesized

Conceptual Framework

17 -

The schematic diagram showing the variables included in the study Independent and dependent variables should be presented Relationship of variables be shown by arrow or line

Statement of the Problem - Main problem (Introductory statement) - Sub-questions leading to answer the main problem Significance of the Study - Contribution to knowledge - Importance of the Study to concerned groups - Probable impact to education, science, technology, environment, etc.

Definition of Terms - Variables of the study - Technical terms used in the study - Operationally defined Scope and Limitation - Coverage - Time Frame - Variables included and excluded - Extent of application of results arising from sampling population Methodology - Research Locale - Research Design - Population and Sample - Research Instrument - Statistical Treatment of Data List of References Persons Involved and Their Participation and Curriculum Vitae - Project Leader - Study Assistant Financial Requirement - Honorarium - Transportation Expenses - Supplies and Materials - Equipment, if any

Work Plan

18 Activities

Date

Persons Involved

Output

Prepared by: ______________________________ Certified Correct: ________________________________ Dean, School of ___________________

Phase III. Approval of the Project by RECO and BOT After the review of the R & E Review Committee, the proponent shall revise the proposal to incorporate the suggestions of the committee. The Intellectual Property Office shall grant the intellectual property right to the proponents of the specific project subject to the approved IPP of the college.

A final copy of the proposal shall be presented to the RECO and finally to the BOT for approval and funding.

Phase IV. Presentation of Partial Research Findings This phase shall be monitoring the implementation of the research project.

The proponent/s shall present to the R & E Management a midterm report on the partial output of research at the middle of the inclusive period expected to finish the study. This report shall include the progress or development of the activity and the partial output or data gathered. It shall also include a revised Gantt chart of activities, if any, showing the expected schedule of presentation of the completed research outputs.

Phase V. Presentation of Research Findings This phase shall comprise the final stage of the activity. The final output of the project shall be presented to the R & E Evaluation Committee for evaluation and finalization.

19 The format of the final research output shall follow the MSC format prescribed presented below: Preliminary Pages Title Page Table of Contents Abstract Acknowledgement Introduction This part shall include the problem situation, rationale/justification of the study, the conceptual framework, significance and limitation of the study.

The Methodology This shall be the discussion of the research design, population/sample of the study, the data gathering instruments and the data analysis procedure to be used in the conduct of the study.

The Results and Findings Results of the study may be presented using tables, figures, graphs and others that will be appropriate to the data gathered.

Conclusions and Recommendations References For MSC file, the above format shall be used. After the evaluation or review of the Evaluation Committee, the proponents shall prepare the final output incorporating the suggestions of the committee for presentation to the RECO and the BOT. In case the research output will be presented/ submitted to other agencies sponsoring or granting financial assistance or will be submitted in response to call of papers, the proponents may revise the final report to follow the format required by the sponsors The final output may be published in the college’s journal and in other publications of the proponent’s choice. The proponent will have the privilege to present their paper in any conference or forum; local, national, or international however, the researcher shall be guided by existing policies related to research output presentation and IPP of the college.

20 The Evaluation Committee shall compose of the following members: 1 Specialist from CHED Zonal Research Center or DOST or from other agencies knowledgeable in the subject - Chairman VP for Research and Extension Director of Research and Extension, Director of Information and Educational Material Development Director of Intellectual Property Office 1 Area specialist Program and Project Leaders concerned VP R & E Assistant as Secretary

4.

Extension Program/Project Proposal Preparation, Evaluation and Approval 4.1. Mandate of SUC Extension (CHED Manual of Operations of SUCs, January 2004) The Extension Office is mainly responsible in facilitating technology dissemination and in the utilization of available appropriate agriculture, fisheries, forestry, and social technologies. It shall be emphasized, however, that extension is one of the fourfold functions of SUCs. The College may help and work closely with the national extension system managed by the DA and other line departments of the national government. Based on available resources, the College can perform the following areas of concern (SUC mandate based on AFMA): 4.1.1. Pilot Projects/Model or Special Projects The Extension Office shall conduct pilot/model/special projects in selected areas where the technology/project has potential for adoption. The pilot project shall be undertaken to showcase, field test and demonstrate viability and goodness of the project. It shall be properly documented, monitored and evaluated before recommended for wider dissemination and adoption.

Pilot projects can focus on: a) component technology, b) package of technology, c) community development approach, d) group or cooperative approach, e) new production, post harvest and marketing system, f) model of extension delivery, g) LGUacademe partnership, and h) agribusiness model.

4.1.2.

Capability Building or Training

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The Extension Office shall plan and implement capability building projects for various groups particularly for national government employees, farmers, women, youth, entrepreneurs, people’s organizations, non-government organizations and other clients. This can be done in cooperation with LGUs and existing GOs/NGOs. The concentration of the training program shall be based on the needs and interests of target groups of clientele.

The Extension Office personnel are expected to be trainers and sources of new technologies or innovations. Projects under capability building shall include, but not limited to, the conduct of training, seminar, workshop, symposium, lecture-series, lakbayaral, apprenticeship, exchange program, distance education, among many others 4.1.3.

Information, Education Development

and Communication (IEC) Materials

The extension and applied communication faculty and staff shall make IEC materials for various clientele groups. The use of local/national radio stations and television to promote technologies shall also be explored, and when deemed possible, work out a MOA between the College and the radio/TV station.

Technologies can be popularized in various forms like print (leaflet, primers, posters, flyers, newspapers), videotapes, and CDs. Techno fora, press media conference, and other strategies which can create greater awareness and interest about the technologies shall also be used.

4.1.4. Research on Extension, Case Studies, Process Documentation and Related Activities Extension faculty and staff shall conduct researches (technical or social), case studies on various areas of interests, process documentation of special projects and other related activities.

Extension Director and staff shall conceptualize new schemes, paradigms, or projects in agricultural and rural development. After piloting the model/technology, the Extension Office shall identify an agency or group which will manage or continue the project to insure its eventual institutionalization.

4.2. Assessment of the Environment

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4.2.1.

Internal Assessment.

The Extension Office shall work closely with the various offices, departments, and units in the College to determine available and mature technologies for dissemination. The Office shall take into consideration the following:  total budget for extension of the institution;  manpower and its capabilities;  vehicles, equipment, facilities;  extension program/projects with approved line budget; and  linkages and networking.

4.2.2.

External Assessment. This requires coordination with the LGUs from the provincial, city/municipal down to the barangay/village level in order to assess their priority and pressing problems. The College Extension Office shall work with existing political structure and existing national or local extension delivery system.

Some extension projects may not involve LGUs, but in many cases, the Extension Office shall coordinate, cooperate, complement and supplement the current government programs implemented by various local and national offices.

4.3. Setting Priorities 4.3.1. College Level. In determining priorities in extension, the Extension Office shall consider its national and regional thrusts in research.

The technologies generated, verified and adapted must be disseminated. The College shall not limit its budget on research but shall allocate specific line item budget for extension projects.

Examples include:

4.3.2.

Project A:

Super Peanut Seed Production and Commercialization P300,000/year for 3 years

Project B:

Training for Extension Workers in the Province (four batches) P100,000/year

Project C:

NE-Techno Gabay Program P100,000/year (10 towns)

Project D:

Print Materials Production for Vegetables and Hybrid Rice P150,000/year

Regional Level. The College have consortia with STIRDC or have linkages with other R & D institutions and regional offices,

23 technologies generated based on the needs of the region shall be given priority.

4.3.3. Local Level. The College shall respond to the needs, problems and priorities of LGUs where the institution is located. The President, VP-R and E and director for extension shall establish a working relationship with provincial, city and municipal governments.

The College shall take cognizance of the programs implemented by LGUs, as well as problems and needs where the College can provide technical assistance. The College as a member of various councils and committees at the local levels, this provides an opportunity for the College to be sensitive to community problems.

The Extension Office can actively help in responding to the needs of various clients like technical assistance on various projects, project proposal preparation, among others.

4.4. Funding Source 4.4.1. External Funding.

The Extension Office should continuously prepare project proposals throughout the year. If the proposals will be submitted to CHED, STIRDC, PCARRD, DOST, DA or international funding agencies for possible funding support or counterpart funds, the office shall follow the protocol set by these agencies in the same manner when research proposals are also submitted for possible funding consideration 4.4.2. College Fund. Extension project proposals to be funded by the College funds shall be submitted one month before the schedule of budget proposal submission for its actual implementation.

Since College budget for extension is very limited, proposals for trainings/workshops shall be prepared indicating among others that the funds will be obtained from registration fees to be paid by clients/participants or sponsors.

4.4.3.

LGU Fund. Proposals for extension projects that require counterpart funds or full funding from LGUs must be submitted to the chairperson of the appropriate committee in the Provincial, City/Municipal Council for screening

24 and evaluation for appropriate funding support. Proposals for relatively big projects need to be submitted one year before implementation. Proposals for small projects that need small budget support can be submitted anytime of the year. When deemed feasible LGUs can possibly provide funds from existing programs with big budget allocation.

4.5. Process Flow of Extension Project Proposal Preparation 4.5.1.

Identification of Available and Mature Technologies for Dissemination The Extension Office shall disseminate the technologies generated by the College. One forum where the office can get such information is through the in-house review of on-going and completed researches conducted by the College annually.

The RECO shall spearhead the prioritization of research and extension agenda which can be submitted for funding.

4.5.2. Technology Needs Assessment Basically the immediate priority area of the College is the province where it is located although it caters to regional and national needs. The institution must coordinate with LGUs and other NGA/NGO offices to determine the priority commodities (crops, animal, fish, forestry, postharvest, etc.) that need to be addressed. The problems and needs of farmers, traders, brokers, millers, institutional market, and processors shall be assessed.

4.5.3. Project Proposal Preparation Proponents of project proposals should know the priorities of funding agencies in order to have greater chance of funding support. Quality and relevance of the proposal, and sometimes the credibility of the proponent are quite important.

Project proposals for submission to funding agencies shall follow the agencies’ format.

25 4.6. Implementing Guidelines in the Conduct of Extension Activities 4.6.1. Definition of Extension (CHED Memo Order No. 31, s.2010) Extension refers to the act of communicating and transferring knowledge and technology to specific sectors and target clienteles (as distinguished from those enrolled in formal degree programs and course offerings) to enable them to effectively improve production, community and/or institutions, and quality of life, at the same time enhance the HEI’s academic and research programs.

4.6.2. An Integrated Extension Program shall include the following components: 1. Training Programs – non-degree and non-credit courses offered by a college or unit.

2. Technical assistance and advisory services – to agencies, organizations, associations and other groups; 3. Communication/information services – communication and/or dissemination of knowledge and skills to particular client groups through the various means of dissemination such as person-to-person contact, radio, television, newspaper and other printed materials; 4. Community outreach activities – extension activities conducted in areas outside the university/college, e.g. community-based social services, pilot projects, mobile clinic, etc.; 5. Technology transfer and utilization – the process of circulating, promoting and marketing research outputs or technologies to potential users.

6. Consistent with the mandate, academic program offerings and the research programs of the college.

26 4.6.3. Extension Program/Project Proposal Screening/Evaluation and Approval The process shall involve five phases or stages of evaluation; Phase I. Concept Paper Screening A faculty interested to conduct a research/extension shall present a 3-5 pages concept paper to the School Peer Review Committee. The School Peer Review Committee shall be headed by the Dean and the school research/extension coordinator and a senior faculty as members. The concept paper shall be evaluated considering the following:     

Adherence to College Thrusts Capability of Researcher Availability of Research Facilities Non-duplication of other research/study Compatibility with School’s Assignment/Focus

The Dean endorses the concept paper to the Director of Research/Extension who then endorses to the R & E Review Committee for review and evaluation as to what project and program the activity shall be classified.

The R & E Review Committee shall compose of the following:       

VP, R & E - Chair Director of Extension, Director of Research, Director of Information and Educational Material Development Director of Intellectual Property Office VP R & E Assistant as Secretary, Program leader

The VP R & E shall assign equivalent teaching unit load to the proponent of the project for approval by the President following the ETL established in this manual.

Phase II. Project Proposal Evaluation After the concept paper is approved or accepted, the proponent shall prepare a proposal to be submitted to the R & E Review Committee. The Review Committee shall compose of the following members: VP for Research and Extension - Chairman Director of Research, and Extension, Director of Information and Educational Material Development Director of Intellectual Property Office Program Leader

27 Project Leader 1 Area Specialist VP R & E Assistant as Secretary The proponents shall follow the format suggested below. For proposals to be submitted to other sponsors or funding agencies, the proponents shall follow the agencies format.

PARTS OF AN EXTENSION PROPOSAL Proponents: Program/Project Title Needs Assessment - Describe the problem situation - Identify the Clientele - Enumerate the things to done or required to remedy the situation Objectives of the Program/Project - Outputs of each activity - Transfer a technology suited to the needs of the community - Contribution of the program to local, regional and national development - Contribution to the advancement of the disciplines Economic Benefits - Livelihood projects that may be generated - Employment that may be generated - Net income increase of beneficiaries Social Benefits - Number of beneficiaries (households) - Number of persons/days trained - Number of LGUs assisted - Program-specific outcomes - % change effected by the program Physical/Environmental Impact - Physical/Environmental features enhanced Governance - Resources generated - Number of partners/linkage/networks supporting the program

28 Work Plan Activities Date

Persons Involved

CLIENTELE

Output

Phase III. Approval of the Project by RECO and BOT After the review of the R & E Review Committee, the proponent shall revise the proposal to incorporate the suggestions of the committee. The Intellectual Property Office shall grant the intellectual property right to the proponents of the specific project subject to the approved IPP of the college.

A final copy of the proposal shall be presented to the RECO and finally to the BOT for approval and funding.

Phase IV. Presentation of Partial Output This phase shall be monitoring the implementation of the extension project. The proponent/s shall present to the R & E Management a midterm report on the partial output of accomplishments at the end of every semester. This report shall include the progress or development of the activity and the partial output or data gathered. It shall also include a revised Gantt chart of activities, if any, showing the expected schedule of presentation of the completed extension outputs.

Phase V. Presentation of the Terminal Report This phase shall comprise the final stage of the activity. The final output of the project shall be presented to the R & E Review Committee for evaluation and finalization.

The format of the final output shall follow the MSC format prescribed presented below: Preliminary Pages Title Page Table of Contents Abstract Acknowledgement

29 Introduction This part shall include the problem situation, rationale/justification of the project, the objectives and the intended output.

The Activities Conducted This shall be the discussion of the activities undertaken, the persons involved, the output, and the problems encountered and strategies undertaken.

The Results and Findings Results of the activities conducted shall include the benefits obtained such as economic benefits, social benefits, physical/environmental impact and other unintended benefits derived form the conduct of the activity and others that will be appropriate to the data gathered.

The linkages and the assistance/support of the agencies shall also be presented.

Conclusions and Recommendations For MSC file, the above format shall be used. After the evaluation or review of the Review Committee, the proponents shall prepare the final output incorporating the suggestions of the committee for presentation to the RECO and the BOT. In case the research output will be presented/ submitted to other agencies sponsoring or granting financial assistance or will be submitted in response to call of papers, the proponents may revise the final report to follow the format required by the sponsors The final output may be published in the college’s journal and in other publications of the proponent’s choice. The proponent will have the privilege to present their paper in any conference or forum; local, national, or international however, the researcher shall be guided by existing policies related to research output presentation and IPP of the college.

5. Flow of Research and Extension Proposal Evaluation for Funding 5.1. College Fund (General appropriations (Fund 101) and Fund 164) 

Proponents refer to the priorities set in the Research and Extension Agenda of the College.



R and D proposals are submitted to the director for research or extension and VP-R and E for review of the research and extension committee and consolidation.

30 

The Research and Extension Committee shall be headed by the VP R & E as chair and the directors and program leaders as members.



VP R and E endorses the proposals to the RECO for review and approval for endorsement to the Board of Trustees.



College President endorses the reviewed and consolidated proposals to the Board of Trustees.



Board of Trustees evaluates and approves R and E project proposals for funding.



President releases information to VP R and E regarding R and E proposals approved for funding.



VP R and E informs the unit director and proponents regarding R and E projects approved for funding.



Director for R and E supervises implementation of approved projects

5.2. Proposals for funding by other agencies 

Proponents refer to priorities based on the Research and Extension Agenda of the funding agencies.



R and E proposals are submitted to the director of Research and Extension and VP R and E for review and consolidation by research and extension committee.



VP R and E endorses to RECO (if time is available) before submitting proposals to the funding agency or



VP R and E endorses to the College President the reviewed proposal for submission to the funding agency.



College President endorses these proposals to the funding agencies.



Funding agency evaluates and approves R and E proposals.



Funding agency releases the fund directly to the College where a MOA will be signed between funding agency and the College.

31



College President informs the VP and directors for R and E and proponents of the approved proposals,



VP and directors for R and E supervises proponents in the implementation of the projects.

6. Equivalent Teaching Load The different programs under the R and E may have distinct and separate positions composed of faculty and non-academic staff.

However, every faculty must have a mother school where he/she can be identified. His/Her involvement in research or extension functions must be approved by the Dean of the school to gain legitimate equivalent teaching load (ETL).

Appropriate designation shall be issued to each faculty indicating the ETL. 6.1. Equivalent Teaching Load (ETL) of Various Positions under the Research and Extension Program Position/Designation

ETL

VP-R and E

15

Director

12

Assistant to the VP R & E

9

Program Leader

6

Project Leader

6

Study/Activity Leader

3

Assistant Study/Activity Leader

3

Member of the group but not leader

1

Laboratory in-charge

3

7. Incentive Schemes 7.1. Honoraria 7.1.1. Honorarium is a form of remuneration for services rendered beyond the minimum regular workload of an individual whose broad and superior knowledge, expertise or professional standing in a specific field contributes significantly to scientific and technological research and development (PD 1502 and Accounting and Auditing Manual for Research Operations (AAMRO Book 1). It is an

32 honorary payment or reward given as compensation for services rendered by officials/employees on assignment to special projects (OCPC CPG No. 80-4, Aug 7, 1980, implementing LOI No., dated June 30, 1977). For this purpose a special project is an inter-agency or inter committee activity, or an undertaking by an individual or a composite group of officials/employees from various agencies which is not among the regular primary functions of the agency concerned.

7.1.2. The granting of honoraria/incentives to researchers, technical and support personnel is provided to encourage productivity and acknowledge extraordinary performance and efficient delivery of services and output in the College.

7.1.2.1.

Coverage

Honorarium is paid to a government official or employee or to a private individual who is involved in the conceptualization of studies, projects or programs and in the implementation and coordination of R and E activities, or rendition of advisory, administrative and/or management functions in the conduct of R and E activities.

Researchers and technical support personnel authorized by the President who render therein shall be entitled to honorarium/incentive pay. Technical personnel shall also include accountants and personnel whose technical expertise in their own field of specialization are required. On the other hand, support personnel shall include, but not limited to clerks, typists, drivers and other of similar or equal rank as determined by the agency-head on a case to case basis.

Officials and employees assigned to special activities (task forces, study groups, teams, technical review panels, committees and consultancy group) which are beyond their normal workload shall be entitled to honorarium or incentive pay, provided that such funds have been allocated in the budget or made available through grants/donations, or income from outside sources.

7.1.2.2.

Rates

Honorarium/incentive pay must be provided in approved line item budget except in special assignments. In cases where specific provisions of rates of honorarium are stipulated in the MOA/MOU for project with local foreign funding, the terms of the contract shall be followed. Payments of honorarium/incentive for project staff and other personnel

33 concerned shall be made only after the targeted milestones are attained or after six months of project completion for activities of projects whose duration is less than six months. Payment for committee work may be based on actual performance of work.

The monthly rates under applied as follows: Program Leader Project Leader Study Leader Assistant 7.1.2.3.

DOST/DA-BAR may be 3,500 3,000 2,000 1,000

Limitations/Exemptions

No honorarium shall be paid regardless of the source of fund without prior approval by the President. Such authority to receive honorarium shall be expressly stated in a special order signed by the College President.

No individual may be entitled to receive honorarium/incentive pay in more than one project/study/activity within the program or project. In case where the individual is assigned/ designated in more than one study/project/activity within each project/program, he/she shall receive only the highest honorarium/incentive pay.

A faculty in-charge of research or extension activity shall have the option to receive monthly honorarium or equivalent teaching load but not both. Honorarium shall be granted to the proponents conducting research or extension activities in case these activities are in excess of their fulltime teaching load. The equivalent teaching load may be granted as a deload or a teaching overload. A teaching overload may be paid in cash at the end of the semester or converted to service credit. A deload shall mean an equivalent teaching load deducted from the regular fulltime teaching load every semester, thus, the research/extension activity becomes a part of his/her regular FTE. 7.1.3. Transportation Expenses A faculty researcher or extensionist shall be allowed to use the college’s vehicle during actual site visitation or field work. In case the college’s vehicles are not available, the researcher or extensionists shall be given a refund of the actual transportation expenses they incurred in conducting their activities. The itinerary

34 of the activities and certificate of appearance shall be attached to the claim as supporting documents.

7.2. Incentives for Authors of Published Research, Scientific, Scholarly Works and Books 7.2.1. The granting of fair incentive can be provided to encourage the publication of research, scientific, scholarly works and books by faculty and staff members aside from the self-fulfillment the author gets for the publication of his work.

7.2.2.

7.3.

Guidelines for this incentive scheme can be worked out by an Ad Hoc committee constituted by the College President. Said guidelines should be presented to the RECO and College Administrative Council prior to presentation to the Board of Trustees for approval

Merit System for the Scientific Career System (SCS) 7.3.1.

Qualified and deserving faculty and staff involved in research can be recommended to avail of the Merit System for the SCS established within the Civil Service pursuant to Executive Order No. 784 dated 17 March 1982. The SCS was organized on 19 July 1983 with the issuance of Executive Order No. 901. The establishment of the SCS was further reinforced by Section 4 of R.A. 8439 entitled “Magna Carta for Scientists, Engineers, Researchers and other Science and Technology Personnel in Government”.

7.3.2. One of the objectives of the Merit System is to provide a system of rewards and recognition for outstanding career scientists to insure their continued service in scientific R and D in government.

7.3.3. Under the SCS, researchers can be conferred with a rank to the extent they meet the minimum qualifications as follows: 

Scientist I to IV – completion of master’s degree in the appropriate field of science and ten (10) years of productive scholarship and professional R and D work or a doctoral degree and five (5) years of productive scholarship and professional R and D work.  Scientist I must garner at least 50 points in scientific productivity (productive scholarship and professional R and D work) measured in terms of (a) scientific findings, technologies, discoveries, inventions, major research papers, book articles, etc. and, (b) acceptance of scientific

35 findings, inventions, discoveries and technologies as evidenced by citations and acceptance by end users.  Scientist II must garner at least 60 points in scientific productivity  Scientist III must garner at least 70 points in scientific productivity  Scientist IV must garner at least 80 points of scientific productivity. 

Scientist V – Completion of doctoral degree in appropriate fields of science and ten (10) years of productive scholarship and professional R and D work beyond the doctorate degree.

He/she must garner at least 90 points in scientific productivity.



Conferment requires that the scientist-applicant is given the minimum point-score for the rank by each rater.

Under exceptional circumstances such as awards to Filipino scientists by internationally recognized award giving bodies, by unanimous agreement, the Scientific Career Council (SCC) may confer a rank to the scientific personnel.

7.3.4. The rate of compensation, fringe benefits and allowances in the SCS shall be in accordance with existing laws. The agency concerned shall pay the salary, allowances and fringe benefits of the scientist.

The SCS shall establish a system for providing additional incentives to scientists subject to the availability of funds and existing accounting and auditing rules and regulations.

After being conferred with a SCS rank, the scientist is entitled to receive the salary grade (SG) corresponding to the rank as follows: Scientist I – SG 26 Scientist II – SG 27 Scientist III – SG 28 Scientist IV – SG 29 Scientist V – SG 30

36

8. Monitoring and Evaluation Monitoring and evaluation of on-going and completed R and D projects are important tools in seeing to it that resources invested to such projects are used efficiently and effectively. Evaluation activities should be included at various phases in the design and implementation, and completion of a project whether it is funded from external or local sources. Evaluation activities are usually organized at various phases in a project, namely: 

Ex ante or before implementation – to identify and define a potential project and appraise its likely results. This requires identification of a problem that the project will aim to alleviate, and an assessment of the environment within which the project will be implemented.



During implementation – to monitor project activities as they are being implemented or at least to make periodic checks that implementation is covering planned activities. Monitoring includes field evaluation, agency in house reviews and integrated reviews.



Ex post or after completion – to demonstrate that the objectives of the project have been achieved as planned or to verify whether the project led to the expected impact on the people who were to benefit from it.

Monitoring and ex-post evaluation suppose that there is a clearly identifiable activity or set of activities with specified expected results, a time frame and measurable standard of accomplishment. Monitoring of ongoing projects confirms that activities are being implemented as planned. Bottlenecks and problems are identified as they emerge and are corrected before causing too much damage. It keeps the manager aware of what is being achieved and facilitates management’s task of noticing unexpected effects and problems so that implementation plans can be revised. It is possible that changes have to be made during the implementation stage or after completion, such as addition of an experiment and addition of a pilot village or survey site.

Evaluating a completed project confirms whether the activities did or did not lead to the expected results. It also seeks to explain what in the way the activity was designed and implemented, facilitated or hampered in reaching the desired results. It is therefore necessary, as with monitoring, that the activity be clearly identifiable, with well-defined expected results against which actual results can be measured.

The evaluation of a completed research activity can go one step further to demonstrate the impact of the results on the people who are expected to benefit from it. In this case, the evaluation goes beyond the activity as originally planned to see if the reasoning underlying the activity was correct and to estimate the contribution of research to development.

37 Monitoring is generally aimed at: 1. Determining the status of projects to ensure that progress and output are in accordance with plans; 2. Assessing project resources to determine if these are being used efficiently and effectively and are available at the right time in the required amount; 3. Promoting coordination among participating agencies by disseminating information on the scope, schedules and problems of on-going projects; 4. Providing necessary feedback in project control so that prompt corrective measures can be instituted when required; and 5. Providing feedback necessary in planning and evaluation of projects.

8.1. Monitoring and Evaluation Methods/Tools 8.1.1. Regular Meetings. Offices should conduct weekly or monthly meetings so that problems can be given immediate solutions.

8.1.2. Field evaluation. Field evaluation consists of regular visits to experimental sites at specific dates. An evaluation team conducts these visits to discuss with the researchers the progress of project implementation. Field evaluation schedules can be synchronized with the quarterly meeting of the Technical Working Group (TWG) constituted by the President. It has the following objectives: 

To observe the actual conduct of the experiment, particularly in terms of methodology;



To verify information contained in technical and financial reports;



To recommend alternative courses of action to improve project performance; and



To consult with researchers on the possibility of undertaking other priority projects.

38 8.1.3. Agency In-House Review. The agency in-house review (AIHR) is conducted annually to assess the attainment of objectives of the college’s completed and on-going R and D projects; to identify problems met during project implementation and recommend specific courses of action to these problems; to update the college’s R and D plans; to identify new researchable areas, generated technologies requiring field testing, verification and piloting; and to identify mature and potential technologies ready for packaging, dissemination and/or significant information for policy formulation and development planning of the agency.

8.2. Report Requirements 8.2.1. Progress/Terminal Reports After completion of the projects, submission of terminal reports should be strictly enforced. The following guidelines may be observed: 8.2.1.1.

On the last quarter of implementation, the Office of the Director for Research/Extension should send reminders to program/project leaders to submit their terminal reports.

8.2.1.2.

Terminal reports are expected to be submitted to the

8.2.1.3.

Office of the Director for Research/Extension two months after project completion. This in turn should be immediately submitted to the Offices of the VP R and E and College President.

8.2.1.4. The Office of the Director for Research/Extension should not entertain proposals from researchers with pending terminal reports.

8.2.1.5.

Completed R and E projects are published in the College’s publication. This is an annual publication of the Applied Communication Office catering to completed and on-going R and E projects with significant information and the winners of the best graduate and undergraduate theses.

8.2.1.6. Researchers shall be encouraged to submit manuscript in publishable form.

8.2.1.7. Accomplishment Report

39

Each of the offices under the R and E should submit their accomplishment report featuring the significant R/E activities/events implemented during the period in review.

Annual accomplishment reports are usually of two types depending on the coverage of the report. 

Annual Report – Calendar year (from January to December)



Annual Report – School year (June of the previous year to May of the current year)

8.3. Awards and Recognition 8.3.1. Best R and E Papers/Activities The best R and E papers in each school during the annual agency in-house review can be selected as a motivation and incentive to researchers/extensionists in recognition of their outstanding and notable accomplishments. A modest monetary incentive and a plaque of recognition should go with the award. The criteria for the selection of best paper are as follows: A. Relevance/Significance of the Project (45%) (Potential contribution to countryside development whether social, economic, ecological . . . etc.)

B. Organization of Paper (30%) Comprehensiveness Validity of Approach and Reliability/Dependability of Results C. Presentation and Confidence (25%) Knowledge of the content of the paper (10%) Clarity of presentation (5%) Composure and presence of mind (5%) Effective use of visual aid and other medium of presentation (5%) TOTAL POINTS 8.3.2. Best Poster

100%

40

As an added feature in the annual agency in-house review, the Best Poster can also be selected. It may be open to all researchers of the college engaged in research. Only one best poster may be selected among all competitors based on the following criteria undertaken by a Board of Judges selected from outside of the college: A. Technical Content (70%) 

Significance/relevance of findings (30%)



Experimental organization; procedure or methods; resourcefulness of researchers (20%)

B. Presentation (30%) 

Attractiveness of poster (orderliness, neatness and good use of colors and materials) (6%)



Appropriateness or volume of information for effective information (6%)



Clarity in statement of purpose of work (hypothesis or problem) (6%)



Logical order in presentation of methods and results (6%)



Effective use of graphics (photos, maps, graphs) to support and supplement the text in terms of good blending, relevance and contribution to ease interpretation (6%) As a general guideline, the poster should be well organized, concise, self explanatory and attractive and should fit in a 30 x 40 inches illustration board. The information contained in the poster should include among others: the title of research; name(s) of researchers; brief introduction; objectives; methodology; and results and discussion. The information should be readable from 2 meters distance. The researcher(s) should be stationed in the poster competition area during the poster session to answer queries from the Board of Judges and participants.

41

9. Students’ Involvement in Research and Extension 9.1. Access/Use of R and E Facilities 9.1.1. The R and E facilities should be under the supervision and management of faculty with plantilla item, preferably those with regular teaching loads.

9.1.2. Students can use the facilities with some minimal fees.

9.1.3. The R and E facilities can also be used to serve the farmers’ laboratory test needs and needs of private/commercial establishments with appropriate payments (e.g. soil test, feed quality tests, etc.)

9. 2. Undergraduate and Graduate Thesis Support Students can be junior researchers and can be involved as part of big R and E programs and projects. Financial or material support are granted if funds are available.

9.2.1. Objective: 3 a. To strengthen students’ research capabilities by providing graduate and undergraduate thesis financial assistance.

9.2.2. Criteria for Application a. Graduate and undergraduate students of the college with an approved thesis/dissertation outline can apply for thesis support.

9.2.3. Guidelines for Availment The thesis should be in line with the existing research thrusts/priorities of R and E.  In case the thesis is not in line with the research thrusts of R and E, the following criteria will be considered: a. Importance to national development considering its social, economic and environmental impact; 

b. Originality (done by the students themselves); and c. Urgency in terms of the college’s needs.

42 

The college research coordinator in consultation with the department chairperson selects the entries for their corresponding colleges.



The thesis proposals are then submitted to the Research Office on or before the following schedules: August - thesis to be conducted during the second semester February - thesis to be conducted during the first semester



Submitted proposals are then referred to the Director of the Research Office for review. The research director designate a research council to be composed of three members (Doirector of Research as chairman and two members who are experts on the concerned field as members).



The Research management team together with the college research coordinators finally review and approve the thesis to be funded.



Only two students per semester (one graduate and one undergraduate) who are on the stage of conducting their theses could avail of the financial support.



Each student is entitled to a thesis support in the form of supplies and materials with a maximum amount of P 5,000.00 per semester.

Upon approval, a written memorandum of agreement is signed by the student, thesis adviser and the director for research.  After the completion of the research, students are required to submit two (2) copies of the manuscript to the Research Office. 

9.3. Search for Best Graduate and Undergraduate Theses 9.3.1. Objectives: The main objective of the search is to encourage students to develop outstanding thesis/dissertation by giving incentive to their work.

Specifically, it aims to:

43 

select one outstanding thesis for science and non-science courses in the undergraduate level and one each for MS and Ph. D; and



provide certificate of recognition and cash awards to students with outstanding thesis/dissertation.

9.3.2. Mechanics of Implementation 

Who May Join?

Theses of all graduating undergraduate/graduate students can be considered for the best thesis award. These include all science and non-science undergraduate theses and all MS theses and Ph. D dissertations. However, theses/dissertations which are part of any on-going government and non-government funded researches are not eligible in the search.

Selection is done sequentially in three levels, namely:  School Level Every department screens students’ theses/ dissertations during the final defense. For the undergraduate level, the selection committee, composed of the chairman and the members of the faculty, selects one outstanding thesis for the department.

For the graduate level, members of the advisory committee recommend potential candidates to the department where the students belong. The selection committee, composed of the chairman and the faculty members, then selects one outstanding thesis/ dissertation for the department.

Those selected for each department in the undergraduate and the graduate levels are submitted to the head of the screening committee in the college. 

College/Graduate Level From all nominees in each school, the selection committee composed of the director for research, dean,

44 and the division chiefs selects undergraduate thesis for the college.

one

outstanding

For the graduate level, the selection committee, composed of the dean, secretary and chairpersons, selects the best MS thesis and Ph. D dissertation for each graduate degree program. 

Final Selection Level The best thesis for each college, and graduate programs are then submitted to the Vice President for R and E for final screening.

All nominees from each college are evaluated by a screening committee composed of the Research management team and the college research coordinators.



Requirements for Participation The following are submitted to the chairman of the final screening committee, (the VP for research and extension) not later than 3 weeks before the meeting of the Academic Council to approve the candidates for graduation:  one (1) copy of the final manuscript; and  five (5) copies of the abstract and the summary, conclusions and recommendation.



Criteria for Selection The following are the criteria for the selection of the best thesis award.

Weight (%) I. Originality

30

(student's original proposal) II. Organization

30

(validity of approach and reliability of results) III. Relevance/Significance (potential contributions to countryside development considering its social, economic an ecological impacts) TOTAL

40

100

45

A cut-off point of 85 percentile for undergraduate level and 90 percentile for graduate level for the above criteria are maintained during the final selection. The candidate(s) receiving the highest point which is equal or above the cut-off point are considered winners. 

Incentives  All college nominees for the best thesis are given a certificate of recognition.  During the college recognition program the best theses are awarded the following: 2.1. Certificate of Recognition 2.2. Cash Award :

P 5,000 for Ph. D P 4,000 for MS P 3,000 for undergraduate

The cash awards can be sourced out by tapping sponsors or through the income generating unit of the college.  The selected best theses are immediately published in the R and E journals.

9.4. Trainings/Seminars for Students Departmental or college-based research/extension presentation can be done for information dissemination.

papers

9.5. Information, Educational, Communication (IEC) Materials Access and Library Services The College can establish scientific literature services apart from regular library services where specialized commodity collection data and popular IEC materials can be accessed by interested users. This will be under the Scientific and Information Training Center 9.6. Off-Campus Field Practice on Development Projects Apprenticeship/Field Practice can be done by graduate/ undergraduate students in the barangays covered by the College Extension under the supervision of a faculty from the Extension Office/College (where the student come from).

46 9.7. Student Assistantship Students can be hired to work in R and E projects as student assistants for them to get exposure to the R&D projects while earning some amount of money to augment their allowances.

9.8. Other Policies and Procedures 9.8.1. Designation of Program, Project or Study/Extension Leader 9.8.1.1. Proponents of approved and funded proposals are automatically designated as the study/extension leader. If for some reason, one or two of the original proponents will no longer be available at the time of implementation, qualified personnel from Research/Extension or other academic units can be considered.

Recommendation for replacement can be made by the director for research/extension in consultation with the concerned study/extension leader. Said recommendation is to be endorsed to the VP-R and E who in turn should issue the appropriate designation for approval of the College President. If the proposal comes from the Research/Extension Office, the recommendation must come from the director.

9.8.1.2. Personnel with academic or non-academic designation (research assistant) or equivalent can be designated as: a) program/project leader, provided that he/she has at least an MS degree with two years of research/extension experience; or b) study leader, provided that he or she has a BS degree with at least three years of research experience.

9.8.1.3. Designation of personnel from other units should be cleared with the heads of concerned unit.

9.8.1.4. A Program Leader shall be in-charge of only one program.

9.8.1.5. A Project Leader shall be designated only in case there are three ongoing activities (Research or Extension) classified under one project.

9.8.1.6. A study/activity leader shall have a maximum of two studies/ activities under her/his management.

9.8.2. Designation of Officer In-Charge

47 9.8.2.1. For short duration of absence/official business (OB)/travel (one month or less) 

Designation is done by the officer concerned, copy furnished the proper authorities

9.8.2.2. For longer duration of absence/OB/travel (more than one month) 

Designation is done by higher authority recommendation, if possible, of the officer concerned.

upon

9.8.3. Other Designations 9.8.3.1.

Designation of other administrative positions below the director’s level is made by the director for research/extension with concurrence of the VP-R and E and approval of the College President.

9.8.3.2.

Any additional designations/assignments to be official are put in writing by designating official, unless in emergency cases where official designation cannot be immediately done.

9.8.4. Hiring/Termination of Personnel 9.8.4.1. For project personnel (research assistants, aides, laborers) 

After thorough review/evaluation the project/study leader can recommend the hiring or termination of personnel to the director for research/extension.



The director for research/extension issues the designation/ termination notice to the personnel concerned.

9.8.4.2. For personnel with academic rank 

A committee, composed of the director for research/ extension, directors, screens and recommends the personnel for hiring/termination. Recommendation is made by the committee to the VP-R and E who in turns endorses the recommendation to the office of the college President for appropriate action.

9.8.5. Promotion of Personnel

48 9.8.5.1. Program/project/study leader recommends to the director for research/extension personnel for promotion based on evaluation/promotion criteria.

9.8.5.2. Promotions committee screens and recommends personnel to the VP-R and E. 9.8.5.3. VP-R and E endorses recommendation to the President.

9.8.6. Workload 9.8.6.1. R and E personnel with academic rank should carry a minimum teaching load per semester with equivalent contact hours per week (CHW) of 9/semester. The normal workload is 21 CHW. As per college policy, honorarium shall be allowed only after the personnel has met the normal workload.

9.8.6.2. Academic personnel who have not met the minimum required teaching load should inform his/her immediate supervisor so that additional assignment can be given either by the office or in other units of the college/university to attain the normal workload.

9.8.6.3. Teaching assignments other than the regular ones requested by the academic units should be coursed through the director for research/extension/VP-R and E. Decision will be arrived at upon discussion with the faculty member concerned and his immediate supervisor.

9.8.6.4. Research Assistants should also observe the maximum limit of workload which is equivalent to 21 CHW. 9.8.7. On Sales of Produce of Projects 9.8.7.1. For projects under trust fund and with memo of agreement as legal basis: 

Transaction shall strictly follow the financial management and auditing procedures of the college.

The income

49 generated from the sales of the produce shall be credited to the trust fund of the project.

9.8.7.2. For other projects: 

Transaction and remittance of sales should strictly follow the requirements of the financial management and auditing procedures of the college.

9.8.7.3. In no case shall any of the project personnel be entitled or allowed to free share of the produce unless officially allowed or sanctioned by higher authorities.

9.8.8. Use of Supplies The supply officer takes charge and monitors use of supplies. As required, personnel should sign in a logbook for supplies withdrawn.

9.8.9. Checking of Attendance and Signing of Daily Time Records (DTR) 9.8.9.1. The director for research/extension signs the DTR of all program/project/study leaders. The immediate supervisors countersign the DTR of personnel under them.

9.8.9.2. Program/project leaders sign the DTR of all research assistants, research aides, enumerators, laborers and clerical staff under them. The immediate supervisor countersigns the DTR. 9.8.10. Problems and Grievances 9.8.10.1. All problems and grievances should be tackled first within the unit before these are elevated to higher authorities.

9.8.11. Guidelines in the Use of Facilities 9.8.11.1. Persons who can Use the Research Laboratory Facilities and Experimental Area 9.8.11.2. R and E Staff/Personnel A request form must be properly filled up by the personnel intending to use the laboratory facilities subject to the approval of the concerned director in consultation with the laboratory/facility in-charge.

50

9.8.11.3. College Faculty/Students 

Faculty members and students from other units are allowed to use the R and E laboratory facilities and experimental area upon recommendation of the major adviser and approval of the concerned director in consultation with the laboratory/training facility in-charge.



Undergraduate and graduate classes from other units may only be allowed in the Research laboratory upon request of the department chairman subject to the approval of the director for research.



Students are not allowed to use any of the laboratory equipment without the assistance/strict supervision of the laboratory in-charge.



Students undertaking laboratory work are required to provide their own chemicals/reagents and other materials needed.

9.8.11.4. Non-College Personnel 

They are only allowed to use the laboratory facilities upon request of the head of the agency and approved by the College President and VPRE.



The use of any laboratory facility is only allowed with the supervision of the laboratory in-charge.

9.8.12. Laboratory Fees 9.8.12.1. Analyses for researches under the R and E Program are free of charge.

Non-R and E clienteles requesting for analysis are charged based on the current approved cost of analysis.

9.8.12.3. Mode of Payment Payment in cash is done through the college’s cashier’s office by the requisitioner. Requisitioner is required to present the original receipt and submit photocopy of the same to the laboratory in-charge for monitoring purposes.

51 9.8.13. Use of Laboratory 9.8.13.1. Users are required to sign in the logbook re-use of any equipment in the laboratory.

9.8.13.2. Users are required to report to the laboratory in-charge immediately after the completion of their work. The laboratory in-charge will in turn inspect the equipment/instrument used.

9.8.13.3. Any breakages of laboratory/glasswares and damages done to the equipment must be replaced and repaired, respectively, by the users.

9.8.13.4. No users are allowed to do their laboratory work beyond office hours and during Saturdays and Sundays without the supervision of the laboratory in-charge.

9.8.13.5. No equipment/instrument are allowed to be brought out from the laboratory.

9.8.13.6. Users are required to observe cleanliness and orderliness in the laboratory facilities.

9.8.14. Linkages and Fund Sourcing Funds for R and E operations given by the DBM to SUCs are usually limited and thus, oftentimes the management relies heavily on external support. This necessitates the preparation and submission of research and extension project proposals to local, national and international funding agencies/ organizations.

9.8.14.1. Local Linkage. Within the college/university, the faculty and staff involved in R and E must have good working relationship since they usually complement each other. The R and E program should in itself be a unifying mechanism to ensure that all the efforts of its manpower are in concert to create impact to target communities.

The college/university must likewise establish a viable linkage with the provincial government where the college/university is located since the province is considered as the immediate impact zone of all its R and E programs and activities. ,

52 The municipal/local government units within the province can very well serve as partners in the whole technology development process i.e. from technology generation to commercialization. Oftentimes, they rely on the innovations/technologies from SUCs to uplift the economic and social life of the people within its areas of jurisdiction.

9.8.14.2. National Linkage.

National government agencies involved in RET like Department of Agriculture (DA), Bureau of Agricultural Research (BAR), Bureau of Fisheries and Aquatic Resources (BFAR), Bureau of Postharvest Research and Extension (BPRE), Philippine Carabao Center (PCC), National Irrigation Administration (NIA), Philippine Rice Research Institute (PhilRice), DA-Agricultural Training Institute (DA-ATI), Department of Science and Technology (DOST), Philippine Council for Agriculture, Forestry and Natural Resources Research and Development (PCARRD), PCAMRD, PCIERD, Department of Environment and Natural Resources (DENR), Department of Education (DepEd) can be tapped either as collaborating or funding agencies. Regional offices of these national agencies can be consulted and partnerships can be established. For instance, there are 14 national research and development consortia throughout the country under the realm of PCARRD and these consortia have viable mechanism for planning and administering RET in the region.

9.8.14.2. International Linkage. Offshore linkages can also be established to provide the research faculty and staff with opportunities to work with their international counterparts/agencies. Innovations and technologies generated as a result of this collaborative undertaking may find significance not only in the Philippines but for other countries as well.