THE SYSTEM PROFILE

University of Baguio
CCSD STUDENT
AUTOMATED
SCHEDULING
APPOINTMENT SYSTEM

Prepared By:
Ancheta, Rhea
Ayeo-eo, May-Ann
Cangsan, Maribeth
Domingo, Shaneen Kate
Gatay, Joy
Ginolwayan, Venus
Salvacion, Mary Catherine
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Table of Contents
1. ABOUT THE COMPANY 3
1.1 HISTORY 3
1.2 INFORMATION SYSTEM HISTORY 5
1.3 ORGANIZATIONAL CHART 6
1.4 POSITIONS 7
1.5 SERVICES OFFERED 8
2.THE INFORMATION SYSTEM 11
2.1 PROCESS 11
2.2 SOURCE DOCUMENT 12
2.3 REPORTS 12
2.4 POLICIES 12
2.5 TABLE OF INFORMATION SYSTEM DETAILS 13
2.6 SUGGESTIONS AND RECOMMENDATIONS 13
2.7 FLOWCHART OF THE EXISTING SYSTEM 14

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1. ABOUT THE COMPANY

1.1 History

The University of Baguio (UB) is a private higher

education thaw was founded by Dr. Fernando Gonzaga Bautista
and Rosa Castillo Bautista on August 8, 1948 as the ‘Baguio
Technical and Commercial Institute.’ It started with 80
students and as the growing curriculum remained faithful to
the vision and mission of the school which is to be relevant
to the needs of the people, the community and society; the
student population increased in its tertiary, secondary, and
primary levels.

Baguio Technical and Commercial Institute, as the

University of Baguio was earlier known, continues to be a
leading non-sectarian higher educational institution not only
in the Cordillera Administrative Region but the whole country
as well that offers law, engineering, commerce, liberal arts,
high school and elementary.

UB as it is popularity known, has 11 Schools that offer

55 degree and non-degree programs, 26 Bachelor’s Degree
programs, 4 Master’s Degree programs, 3 Doctorate Degree
program, and 22 Associate, Certificate, and Diploma programs.
UB is also home to some licensure board topnotchers, national
athletes, and Top Outstanding Youth awardees in the region
and the country, to name a few.

On 1970,” Guidance Center” established, from University

of Baguio students, and changed the office name to “Guidance
and Testing Center. Were in, Psychological test materials
purchased. There were assigning personnel to the office, were
has dual functioning as faculty of the Psychology Department.

After twenty years, change the name into Counseling and

Testing Center. The office is giving teaching loads,
specifically Psychology subjects, forming to Peer Counselors.
Peer Counselors supports people that providing knowledge,
experience, emotional, social, or practical help to each
other.

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Counseling and Testing Center was emerged with the Human

Resource Development Office by the year 2002-2005. And they
start competing other student affair, like logo-making
contest, as they win them, starting to use the logo that they
present in the competition. From that last year mentioned
they, decided to separate from Human Resource Development
Office. Because of each College Department’s conducting
Guidance Counselor, Counseling and Testing Center, started
establishing Psychological Testing Unit and creating Guidance
Center’s Vision, Mission, and Objectives.

As being part of an Organization, Counseling and Testing

Center, implementing RA 9258: or The Guidance and Counseling
Act of 2004. Again, change the name to Center for Counseling
and Student Development, realignment of a College Counselor
to the UB High School Department and reaccreditation of CCSD
staff to purchase test materials from various test
distributors.

Later that year, there is a creation of CCSD Inventory

System and Pilot testing of the UBMAT (University of Baguio
Mental Ability Test) among, the 4th year students, from Pines
City National High School and UB High and Science High. Not
only for the High School students but the 1st year College
student to try the UBMAT.A launching of CCSD consultant who
handled the CCSD’s research initiatives and some referred
cases.

Like the other facilities in UB, CCSD participating

like, constructing and utilizing UB Alumni Tracking form that
was eventually turned over to the linkages, Alumni and Review
Center (LARC) and launching a Month Celebration of the
Guidance and Counseling for promoting awareness of the
Department’s services. It’s turned out Guidance Counselor to
STUDENT DEVELOPMENT FACILITATOR in accordance of RA 9258.
(CCSD BROCHURE. (n.d.). Retrieved from
http://ubaguio.edu/index.php/about-ub/resources-
offices/ccsd.html)

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1.2 Information System History

1.2.1 Scheduling service

The students must have referral slip that should

endorsed by the principal, dean, director or head office.
Furthermore, the referral slip indicates the following
reasons why the referral made and to be secured or
documented by the CCSD facilitators. For formal
agreement, verbal referrals are not allowed. Upon the
receiving of receipts of the referral, there are
designated student facilitator who after the students
for the initial interview. And within three days, a
written feedback to be follow in favor of the students.

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1.3 Organizational Chart

ENGR. JAVIER HERMINIO D. BAUTISTA
President

DR. JOHANN BEN DR. ESMERALDA M. GATCHALIAN DR. JANICE KAYLYN ATTY. ROMMEL P.
A. BAUTISTA Vice President for K. LONOGAN AYSON
Vice President Institutional and External Vice President for Vice President for
for Finance Affairs Academic Affairs Administration

LENY O. ESTACIO, MAG, RGC

Center for Counseling and Student
Development (CCSD) Director

BASIC EDUCATION COLLEGE PSYCHOMETRICIANS

GUIDANCE COUNSELORS GUIDANCE COUNSELORS

HAZEL ANN D. MEJIA, MAPsych HELMER C. AGSAWAL JACELLE C. BAWAGAN,

Student Development Student Development RPm
Facilitator UBLES Facilitator SIT &SEA Psychometrician

SHIELA NATALIE D. JUYAG JAMILAH MARIE E. LUMA-ANG, MINERVA P. ANDRES

MAGC, LPT Psychometricians
Student Development
Facilitator UB Science High Student Development
School Facilitator SCIPS, STE & SLAHS

KAROL B. MANALO
NOVY C. GALLETES, LPT
Student Development
Student Development
Facilitator SoN, SNS & SoD
Facilitator UB High School

JOENIEH G. ACAS, RPm

JEFFERED JET K. AGNAD Student Development
Student Development Facilitator SBAA, SIHTM & SoL ELIZABETH S. SURATOS
Facilitator UB High School MARLON T. MACALINO
MARY MAE C. ALINGCOTAN
LOUISE V. ATAS
STUDENT ASSOCIATES
MERLINDA ISABELLE S.
MARTINEZ, MSQC
Student Development
Facilitator UB Senior High
School

MA. THERESA B. RUIZ

Student Development
Facilitator UB Senior High
School

*The blue boxes show the positions in the CCSD Office.

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1.4 Positions

1.4.1 CCSD Director – The director organizes, develops and

directs the proper implementation of an efficient and
responsive guidance and counseling and psychological testing
program. She supervises the student development facilitators
and psychometricians in the effective execution of their
duties as well as the daily operations of the department.

1.4.2 Student Development Facilitators - The Student

Development Facilitators develop interventions and strategies
for the students’ social, academic, emotional and health
development and well-being. They plan, develop, implement.
Monitor and evaluate the guidance program as reviewed and
approved by the director. They also collect, organize,
synthesize and interpret relevant information for the purpose
of gaining better understanding of the students.

1.4.3 Psychometricians – The psychometricians administer,

score and interpret standardized, group and individual tests
of general mental ability, aptitude, interest, achievement,
personality, and other specialized tests.

1.4.4 Student Associates - The Student Associates maintain

the office in a professional and clean manner. They are in
charge in the following:
o Receiving phone calls
o Entertaining individuals who are personally looking
for CCSD personnel
o Accommodating requests from clients or parents
o Handling shifting, referred or walk-in students
o Requests for certificate of good moral character and
exit clearance
o Handling incoming and outgoing documents
o Other responsibilities like cleaning and organizing
the office

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1.5 Services Offered

The CCSD office provides the following services:

1.5.1 Individual Inventory

This is a form given by the office to their clients for
the purpose of gaining a better understanding of their client.
The form contains the personal background of the student, his
test results and also the interview notes from the counseling.
This is to keep track of the student’s progress and
development. This is kept confidential by the office and the
specific Guidance Counselor of the client is the only one who
has access with this information. However, other counselors
may check the client’s individual inventory if he is referred
again but his counselor is on leave. The individual
inventory’s purpose is to maintain a systematic, updated and
orderly keeping of records of their clients.

1.5.2 Student Development Facilitation and Counseling

Services
The guidance Counselors facilitate progressive and up-to-
date individual and group counseling sessions to students who
are either referred by their parents, teachers, deans, or by
themselves. These may be seminars that the office may conduct
depending on a group of student’s need or if requested or
suggested by the students to have a seminar on their school.
It aims to provide an interaction process which facilitates
meaningful understanding of the self and the environment that
would result in the establishment and/or clarification of
goals and values for future behavior.

1.5.3 Psychological Testing Service

Psychometricians help their clients discover themselves
better, be it on academics, career preferences or other
aspects of their personality through psychological tests such
as personality, mental ability, aptitude, interest, and other
appropriate battery of assessment tools. They conduct
examinations to see where the student is weak or strong. This
is also where the student assistants and newly hired employees
or applicants of the company also take the exams to see if
their personality fits what they are applying for. The
assessment would likewise objectively and precisely measure

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various aspects of psychological functioning and personality

characteristics.

1.5.4 Information service

The office provides the clients with relevant
educational, occupational and personal-social information for
empowerment and holistic development of the client, and at
the same time, has fun doing it, through various seminar-
workshops and trainings.

1.5.5 Career and Placement Services

May it be adjusting from one year to the other, from one
school to another, or from the school to the workplace, the
office help the clients explore all of the opportunities to
help them adapt and succeed in the new environment. This is
to develop a system of assisting students for them to achieve
satisfactory adjustment from one educational experience or
situation to the next, whether it is in the school or on the
job. For shifting students, the office conducts counseling to
see if they are approved or recommended to shift because there
are some instances where they are forced to shift by their
parents, which is crucial to their educational development.
They also conduct job fairs which will be notified to the
Dean’s office to help fourth year students find the job they
are inclined to. Mock interviews are also conducted for the
fourth year students to see how they respond to questions.

1.5.6 Follow-up Services

The office make sure that the clients develop successfully
by conducting follow-up sessions, to see how far the clients
have gone to reach their goals. It could also be that when
they sense something that is still bothering the client that
makes him somewhat being suicidal, they could schedule for
another counseling session as a follow up to the condition of
the client.

1.5.7 Referral Service

To provide a systematic referral through proper
coordination between and among departments and outside-
agencies.

1.5.8 Issuance of Certificates

To provide a systematic procedure in the issuance of
certificates and other documents.

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1.5.9 Other services

1.5.9.1 Parent-Counselor Consultation
The counselors keep the parents updated regarding the
development of their children.
1.5.9.2 Teacher-Counselor Consultation
Teachers and counselors work hand-in-hand for the
betterment of the students.
1.5.9.3 Research and Evaluation
They conduct continuous research and constant
evaluation to provide excellent services.

1.5.9.4 CCSD Organization

1.5.9.4.1 UB Peer Facilitators (PF)
This is an organization of students who are willing
to help their fellow students by facilitating group
dynamic activities and helping out the guidance
counselors in their various activities.

1.5.9.5 Seminars and workshops

These are seminars and workshops already available to
talk about if students are interested on these topics
that was created by the office.

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2.The Information System

2.1 PROCESS

These are the processes involved in the scheduling

of counseling:

2.1.1 Acknowledgement of student referred by the

Dean/OSA/Teacher
 If a student enters the office, the student is asked to
present a referral slip from the school’s dean, OSA or
the student’s teacher.
 If the slip was presented, the student accomplishes the
logbook.
 If it is the first time of the student, the student fills
up a new cumulative form or individual inventory; if not,
the student is asked to present his/her ID for his/her
last transaction at the office to be noted. The form
includes:
 Personal data
o Educational Background
o Family Background
 Student’s relationship with his/her family
 Reason of visiting the office
 If the referral slip will then be forwarded to the SDF-
in-charge, the student will wait for his/her name to be
called. In case there is a queue, the student will be
informed of clients ahead of him/her.
 The counseling starts if the student was called. After
the counseling, the counselor will give the student a
feedback slip to be given to the Dean/OSA/teacher.

2.1.2 Acknowledgement of walk-in student

 If a student enters the office, the student accomplishes
the log sheet.
 If it is the first time of the student, the student fills
up a new cumulative form or individual inventory; if not,
the student is asked to present his/her ID for his/her
last transaction at the office to be noted. The form
includes:
 Personal data

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o Educational Background
o Family Background
 Student’s relationship with his/her family
 Reason of visiting the office
 If the cumulative form was forwarded to the SDF-in-
charge, the student will wait for his/her name to be
called. In case there is a queue, the student will be
informed of clients ahead of him/her.
 The counseling starts if the student was called.

2.2 SOURCE DOCUMENT

2.2.1 Referral Slip – letter addressed to CCSD either from Dean,

OSA, or a teacher.

2.2.2 Call slip – contains the basic contact information of

students for follow-up purposes

2.2.3 Appointment Slip – for rescheduling of appointment.

2.3 REPORTS

2.3.1 Frequency of counseling report

This report contains the number of students availing
counseling whether it is due to referral of Office of
the student affairs, Dean or Professor. This report
summarizes on which department has the highest number of
students who have availed the counseling service.

2.4 POLICIES

2.4.1 The counselor must accommodate student whom

being referred by the Deans/Principal/Teacher and Office
of the student affairs for counseling and concerns.

2.4.2 If the student facilitator set the schedule

himself, the student cannot cancel the same, except due
to emergency.

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2.5 Table of Information System Details

User/ Source Output

Policie
Document Process Report/
Position s
/Fields Fields
Director 2.3.1
Student 2.2.1 2.1.1 2.3.1 2.4.1
Assistants 2.2.2 2.1.1 2.4.2
2.2.3
Psycho-
metricians

Students 2.2.1 2.1.1

2.2.2 2.1.2
2.2.3

2.6 Suggestions and Recommendations

Our group suggests that the Center of Counseling and

Student Development (CCSD) should update the manual
scheduling system by using a computerized system which
will be both convenient to the students and student
facilitators.

The new automated way of scheduling allows students

to register and book appointments in their most
convenient time possible. In addition to this, the
proposed system may improve the quality of the service
and efficiency of the office in catering to student’s
queries as this will help them to arrange appointments
more easily, generate more accurate report and increase
efficient use of resources.

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2.7 Flowchart of the existing system

OSA/Principal/Teacher/Employee Referral Process

START
OSA/Principal/Teacher/

Refers student with

Employee

behavioral concerns
to the CCSD

Fill out CCSD

Referral Form

Student Development
Facilitator summon
student to the CCSD
CCSD

Get the Referral

Form/Call Slip and/or
other pertinent
documents from the
student

Log Sheet
Student

Fill out
Cumulative
Form

First
time Present
student? ID 1
A

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1
A Student Reschedule
free appointment
time?
Student

No

Yes

Wait for the name

to be called

Counseling starts
CCSD

Give Feedback Slip to

student

Leave CCSD Office

Student

END

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Walk-in Student Process

Student CCSD

Student
Log Sheet Development
Facilitator will
accommodate the
student

First
time
student
?
Yes No

Present Fill out

ID Cumulative Form

Student
free
time?

Yes No

Wait for the Reschedule

name to be appointment
called

END

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