REF FOR

: :

MQCPI-QMS-GM-10-2012-001 MQCPI COMMUNITY QUALITY MANAGEMENT SYSTEM OFFICE OCTOBER 1, 2012 : SYSTEMS AND PROCEDURES DOCUMENTATION

FROM : DATE : RE

Relative to the approved department function of the Quality Management System Office (refer to Annex A QMSO Department Function and Background) please be guided with the guidelines on the documentation of systems and procedures of MQCPI: The QMS is responsible for documenting of the various systems and procedures; however, resource owners are encouraged to document their respective policies and procedures. (Refer to Annex A - Annex A QMSO Department Function and Background) For request for system and procedure documentation, requesting party should accomplish System Development Request Form (SDSRF) (refer to Annex B - SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)) For request for system and procedure amendments, requesting party should accomplish System Amendment Request Form (SARF) (refer to Annex C - SYSTEMS AMENDMENT REQUEST FORM (SARF)) Requests for system procedure documentation and amendment are subject to prioritization by the QMS office. Documentations of policies and procedures (PaPs) should follow the approved format (refer to Annex D MQCPI Policies Format and Annex E MQCPI Procedures Format). PaPs should be reviewed by the MANCOM and approved by the EXECOM of MQCPI before they are regularized by the HDIMC-CSG-TQMD and QMS Office. Previously formulated and implemented PaPs not approved by the MANCOM and EXECOM should be forwarded immediately to the QMS office for evaluation and recommendation for approval to the MANCOM and EXECOM. Please be guided accordingly. Thank you for your usual support.

Approved by:

Rudolph D. Velasco QMS Assistant

Mr. Michael B. Lapid President

MARY THE QUEEN COLLEGE (PAMPANGA), INC.

Jose Abad Santos Avenue, San Matias Guagua, Pampanga

QUALITY MANAGEMENT SYSTEM OFFICE

DEPARTMENT FUNCTION AND BACKGROUND

QUALITY PLAN 2012

RDV

VISION The Quality Management System Office of Mary the Queen College (Pampanga), Inc. aims to establish a functioning quality management system which meets quality system standards.

MISSION/QUALITY POLICY We, the Mary the Queen College (Pampanga) Inc., commit itself to be the center of academic excellence and integral formation in Pampanga and in order to do so shall establish a quality system which will meet quality system standard ISO 9001:2008. With this quality system we are committing ourselves to: Strive to ensure that we continuously select and deliver relevant programs that are relevant to the needs of the community and local industry. A strategy of continuous improvement rooted in sincere efforts to ensure the quality of services we deliver by constantly evaluating our internal procedures and processes, providing adequate infrastructure and a conducive learning environment for our students, harnessing the power of technology to adopt innovative teaching methods and ensuring that student evaluations are frequent and comprehensive and that action plans based on these evaluations are implemented in a timely, efficient and decisive manner. Ensure that we are always in compliance with the laws, rules and regulations, conduct, and standards that apply to the establishment of quality education set forth by the government and the industry, holding itself accountable to the people of the Philippines. Develop its faculty and non-teaching personnel and provide a working environment that reflects QUALITY not as a goal but a way of life. Strive to ensure that the collaborative arrangements with partner institutions and other institutes of learning are deep and engaging.

The management will lead in this exciting effort in assuring the fulfillment of its commitment for quality through the active involvement of its employees and the effective implementation of the MQCPI quality management system.

PURPOSE To establish, document, and maintain a quality system as a means of ensuring that services conforms to specified standard requirements and procedures to promote efficiency.

RATIONALE A fully documented Quality Management System will ensure that two important requirements are met: The customers requirements confidence in the ability of the organization to deliver the desired service consistently meeting their needs and expectations. The organizations requirements both internally and externally, and at an optimum cost with efficient use of the available resources materials, human, technology and information. A good QMS will: Set direction and meet customers expectations Improve process control Reduce wastage and lower costs Involve staff Raise morale FUNCTIONS Formulation, documentation and standardization of systems and procedures Monitoring of non-conformance to specified government and institutional standards and procedures and implementation of corrective procedures. Initiates system and procedure reviews. Communication of new system and procedures Responsible for document, system and procedure audits Document Control and, Central record archiving. PERSONNEL The Quality Management System Department is under the Office of the President and is composed of two (2) personnel, namely the Quality Management System Assistant and the Document Controller with their respective job descriptions below:

QMS ASSISTANT

Reporting Relationships: President Job Summary: Ensures that services are fit for purpose and meets both external and internal requirements, including legal compliance and customer expectations. Duties and Responsibilities: Defines and documents systems and procedures in conjunction with respective resource owners.

Initiates system and procedure reviews. Monitors implementation of existing policies and procedures. Analyzes non-conformance and monitors corrective actions; Documents findings, conclusions and recommendations; and, Monitors the adequate control and handling of all quality records Coordinates all activities required to meet quality standards. Ensures systems and procedures are properly understood, carried out and evaluated and that system modifications are carried out if necessary Identifies relevant quality-related training needs. Proposes quality objectives and ensures targets are achieved; Ensures compliance with national and international standards and legislation Considers the application of environmental and health and safety standards Establishes standards of service for customers or clients Performs additional tasks as required.

DOCUMENT CONTROLLER

Reporting Relationships: President Job Summary: Ensures that all documents are controlled and follows the prescribed filing system and procedure, standard and formats Duties and Responsibilities: Communicates with employees for prompt submission of documents. Coordinates with employees in assuring that all documents are kept in the right place and in the department file archive. Checks if documents have no errors in filenames, submission, dates etc. and that they are checked and approved by their immediate supervisor and properly identified and classified according to type of documents. Performs regular document audits in order to ensure that all documents are properly submitted to other departments and are properly filed. Performs additional tasks as required.

PREPARED BY:

APPROVED BY:

(ORIGINAL SIGNED)
RUDOLPH D. VELASCO QMS ASSISTANT

(ORIGINAL SIGNED)
MICHAEL B. LAPID PRESIDENT

HDG-TQMD Form No. 1 (WHITE) (Revised 01/2012 - Printed 11/2012)

Prepared by: Approved by: Noted by:

__________ __________ __________

Company
SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)
TO: FROM: (TQMD Head) (SGSD Head) SGSD Date: Date Expected:

Nature of request:

Details: 1. Needs Computerization: Yes or No? 2. Needs layout of new form/s: Yes or No? 3. If yes, name of forms needed: 4. Reproduction of forms (indicate item no.)_____ 4.1 Risograph 4.2 Printing 5. Number of Copies: ________________ 6. SGSD affected by proposed system:

7. Existing policies/guidelines/procedures affected by the proposed system:

R E M A R K S ( Please use back page head to foot or additional sheet, if space is not enough)

Prepared by: SGSD Asst.

Recommended by: SGSD Head

Approved by: BX In-charge / President of Concerned Subsidiary

Received by/Date: TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 1 (WHITE) (Revised 01/2012 - Printed 11/2012)

Company
SYSTEMS DEVELOPMENT REQUEST FORM (SDRF)
TO: FROM: (TQMD Head) (SGSD Head) SGSD Date: Date Expected:

Nature of request:

Details: 1. Needs Computerization: Yes or No? 2. Needs layout of new form/s: Yes or No? 3. If yes, name of forms needed: 4. Reproduction of forms (indicate item no.)_____ 4.1 Risograph 4.2 Printing 5. Number of Copies: ________________ 6. SGSD affected by proposed system:

7. Existing policies/guidelines/procedures affected by the proposed system:

R E M A R K S ( Please use back page head to foot or additional sheet, if space is not enough)

Prepared by:

Recommended by:

Approved by:

Received by/Date:

SGSD Asst.

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 2 (BLUE) (Revised 01/2012 - Printed 11/2012)

________________________
Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: FROM: (TQMD Head) (SGSD Head) SGSD Charge to (SGSD) Date Prepared: Date Expected:

Details of proposed amendments:

If Forms (indicate item no.____ ) : 1. Discard old forms and start using revised forms 2. Consume old forms first before using the revised forms Approved by: Received by/Date:

Prepared by:

Recommended by:

SGSD Assistant

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 2 (BLUE) (Revised 01/2012 - Printed 11/2012)

_______________________
Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: FROM: (TQMD Head) (SGSD Head) SGSD Charge to (SGSD) Date Prepared: Date Expected:

Details of proposed amendments:

If Forms (indicate item no.____ ) : 1. Discard old forms and start using revised forms 2. Consume old forms first before using the revised forms Approved by: Received by/Date:

Prepared by:

Recommended by:

SGSD Assistant

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

HDG-TQMD Form No. 2 (BLUE) (Revised 01/2012 - Printed 11/2012)

________________________
Company

SYSTEMS AMENDMENT REQUEST FORM (SARF)

TO: FROM: (TQMD Head) (SGSD Head) SGSD Charge to (SGSD) Date Prepared: Date Expected:

Details of proposed amendments:

If Forms (indicate item no.____ ) : 1. Discard old forms and start using revised forms 2. Consume old forms first before using the revised forms Approved by: Received by/Date:

Prepared by:

Recommended by:

SGSD Assistant

SGSD Head

BX In-charge / President of Concerned Subsidiary

TQMD Head

Distribution: 1. TQMD File __________ 2. SGSD File (FA Copy)

Mary the Queen Policy on the Use of Laboratories College (PUL) (Pampanga), Inc I. POLICY STATEMENT (MQCPI)
(State the rationale behind the policy) (State the objective of the policy)

FIRST EDITION
Effective: Supersedes: n.a.

Page 1 of 4 pages

IMPORTANT: This policy is an internal document of MQCPI and as such deemed strictly confidential and private. Unauthorized replication or distribution of this manual regardless of purpose is prohibited and non-compliance shall be dealt with due process.

NOTED BY:

APPROVED BY:

RSD

MBL

SDN

TDC

Mary the Queen Policy on the Use of Laboratories College (PUL) (Pampanga), Inc II. POLICY GUIDELINES (MQCPI)
A. 1. 1.1. 1.1.1. a. a.1. a.1.1.

FIRST EDITION
Effective: Supersedes: n.a.

Page 2 of 4 pages

NOTED BY:

APPROVED BY:

RSD

MBL

SDN

TDC

Mary the Queen Policy on the Use of Laboratories FIRST EDITION FIRST EDITION Mary the Queen Policy on the Use of Laboratories Effective: College Effective: (PUL) (PUL) Supersedes: n.a. College Supersedes: n.a. (Pampanga), Inc III. REPEALING CLAUSE II. POLICY GUIDELINES Page 3 of 4 pages (Pampanga), Inc (MQCPI) IV. EFFECTIVE DATE Page 3 of 4 pages (MQCPI)
V. LEGEND
REPEALING CLAUSE All policies, guidelines and procedures inconsistent herewith are hereby revoked, modified or amended, as the case may be.

EFFECTIVE DATE This policy shall take effect on July 16, 2011.

LEGEND 1. MQCPI 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Mary the Queen College (Pampanga), Inc.

NOTED BY:

APPROVED BY:

RSD

MBL

SDN

TDC

Mary the Queen Policy on the Use of Laboratories FIRST EDITION Mary the Queen Policy on the Use of Laboratories FIRST EDITION Effective: College Effective: College (PUL) (PUL) Supersedes: n.a. (Pampanga), Inc Supersedes: n.a. (Pampanga), Inc VI. DISTRIBUTION Page 4 of 4 pages (MQCPI) II. POLICY GUIDELINES Page 4 of 4 pages (MQCPI)
DISTRIBUTION A. MQCPI 1. EXECOM 1.1.1. Auxiliary Staff A.1.1.1.1.1. Internal Audit 1.2. Office of the President 1.2.1. Human Resources Office 1.2.2. QMS Head (File Copy) 2. MANCOM 2.1. Vice President for Academic Affairs 2.1.1. Institute Heads A.2.1.1.1. Accountancy A.2.1.1.2. Business Administration A.2.1.1.3. Professional Teacher Education A.2.1.1.4. Hospitality Management A.2.1.1.5. Computer Studies A.2.1.1.6. Arts and Sciences A.2.1.1.6.1. English A.2.1.1.6.2. Mathematics A.2.1.1.6.3. Social Sciences A.2.1.1.6.4. Physical Education & Sports A.2.1.1.6.5. Science 2.1.2. Academic Services A.2.1.2.1. Research A.2.1.2.2. College Registrar A.2.1.2.3. Officer in Charge Saturday & Night Classes 2.2. Administrative Group Head A.2.2.1.1. General Services Department Head A.2.2.1.2. Property Management Head A.2.2.1.3. Purchasing Office Head 2.2.2. Marketing Office Head 2.2.3. Health Services Department 2.2.4. Chief Librarian 2.2.5. Printing Office 2.2.6. Safety and Security Head 2.3. Integral Formation Group 2.3.1. Guidance and Admissions Office 2.3.2. Institute of Theology and Campus Ministry Head 2.3.3. Office of Student Affairs Head A.2.3.3.1. Prefect of Discipline 2.3.4. Community Development and Outreach Program Head 2.3.5. NSTP Coordinator 2.4. Finance Group Head 2.4.1. Budget and Collections Office 2.4.2. Accounting Department 2.5. MQC-Career Institute Executive Director B. HDIMC-CSG-TQMD Head File

NOTEDNOTED BY:APPROVED BY: BY: BY: APPROVED

Reynaldo S. David RSD Special Assistant to the Chairman

Michael B. Lapid MBL President

Susan David-Nunga SDN Chairman of the Board

Teresa David-Carlos TDC Trustee

Mary the Queen College (Pampanga), Inc (MQCPI)

A.

(TITLE OF POLICY) (ACRONYM) PROCEDURES

FIRST EDITION
Effective: July 16, 2011 Supersedes: n.a.

Page 1 of 2 pages

START

(Concerned personnel): (Procedures)

(Concerned personnel): (Procedures)

(Concerned personnel): (Procedures)

APPROVED BY:

MBL
/rdv

Mary the Queen College (Pampanga), Inc (MQCPI)

(TITLE OF POLICY) (ACRONYM) PROCEDURES

FIRST EDITION
Effective: July 16, 2011 Supersedes: n.a.

Page 2 of 2 pages

(Concerned personnel): (Procedures)

(Concerned personnel): (Procedures)

(Concerned personnel): (Procedures)

END

APPROVED BY: APPROVED BY:

Michael B. Lapid President

MBL

/rdv