Implementing Rules and Regulations of the Student Assistantship Program

The Board of Regents during its 1302nd meeting on October 30, 2014, adjusted the hourly rate from P30 to P60 of Student Assistant effective 1st semester of AY 2014-2015.

Qualifications.

  1. Must be an undergraduate student enrolled in at least twelve (12) units during a semester and six (6) units during midyear term when appointed.
  2. Students who are enrolled in less than twelve (12) units during a semester or six (6) units during midyear term are eligible to be appointed as SAs PROVIDED their respective Colleges expect them to graduate at the end of the current term. Applicants must submit certification issued by their respective College secretaries stating they are candidates for graduation in the said term.
  3. Students who are enrolled in less than twelve (12) units during a semester or six (6) units during midyear term due to reasons other than being candidates for graduation are eligible to be appointed as SAs PROVIDED they submit valid justification issued by their Colleges. The justification must be issued by a faculty adviser, endorsed by the Department Chair/College Secretary, and confirmed by the Dean of the College where the student is currently enrolled.
  4. Must not be enrolled in more than 21 units during a semester or more than 9 units during the midyear when appointed.
  5. Must not have a pending disciplinary case in the University.
  6. For 1st year students, must have at least finished one (1) semester in the CU.
  7. For minors, must have secured written parental consent.

Important Points

  1. Hiring agents must submit the current month's SA DTRs on or before the 6th calendar day of the succeeding month. The deadline for submission of monthly DTRs for the whole semester can be viewed at uplbosa.org/page-dtr-deadline. SAs and their immediate supervisors should duly sign DTRs before submitting these to the appointing units in their respective CUs.
  2. Students are not allowed to render service while appointment papers of SAs are still in process. No appointment shall take effect earlier than the date of approval of appointment papers.
  3. SAs are allowed to work up to 6 hours per day only. This is to allow them adequate time to attend to their academic responsibilities and other obligations.
  4. All SAs are expected to render service in conformance with the general work description described below. Services must be rendered during allowable work periods only.
  5. SAs who have not reported for duty for ten (10) consecutive days, without prior notice to the hiring agent, shall be deemed resigned.
  6. Hiring agents shall assign tasks to SAs that will contribute experiences in line with their academic pursuits and in conformance with the general work description described below.
  7. Hiring agents shall not assign work schedules that conflict with SAs' class schedules. In case SAs' class sessions are cancelled for whatever reason, hiring agents shall strongly encourage SAs to spend their vacant time on studying and other academic activities.
  8. Hiring agents are not allowed to assign security-related activities and hazardous tasks to SAs.
  9. Hiring agents may assign messengerial tasks, PROVIDED these activities are done within the campus where the SAs are currently enrolled.
  10. Hiring agents are not allowed assign duties with financial implications (e.g. cashier, bookkeeping) and those that involve critical, sensitive, and confidential matters.
  11. Except Laboratory/Research Assistants and Special University Performers, SAs shall not be given assignments or tasks outside the campus where they are currently enrolled.
  12. Hiring agents of Laboratory/Research assistants and Special University Performers shall allocate a portion of their budget for insurance coverage of SAs, especially when they are given tasks outside the campus where they are enrolled.
  13. Hiring agents are not allowed to appoint SAs for purposes of meeting private/personal needs, such as fetching their children and buying personal meals and snacks.

Types of Student Assistants

Type General Work Description Allowable Working Periods Allowable Work Days
Office Assistant Clerical and similar tasks, including technical assistance in IT, of office units of the University 8:00 AM to 5:00 PM Monday to Friday
Class Assistant Clerical and similar tasks, including technical assistance in IT, assigned by hiring faculty member or academic unit; SAs must be supervised by the hiring faculty member/head of unit; task shall exclude teaching duties, checking of exams and quizzes, facilitating discussions, and recording grades. 7:00 AM to 7:00 PM Monday to Friday and Saturday (when there are Saturday classes)
Laboratory/Research Assistant Laboratory and/or research tasks assigned by hiring faculty member/researcher; SAs must be supervised by the hiring faculty member/researcher. 8:00 AM to 10:00 PM Monday to Saturday (including holidays)
Library Assistant Clerical and similar tasks that support University library functions; SAs must be supervised by the hiring librarian. 8:00 AM to 8:00 PM Monday to Saturday
Museum Assistant Clerical and/or project-based tasks that complement University museum functions; SAs must be supervised by the hiring curator. 8:00 AM to 5:00 PM Monday to Saturday
Dormitory Assistant Room inspection and clerical tasks that complement University dormitory functions. 8:00 AM to 10:00 PM Monday to Sunday (including holidays)
Special University Performers Performances and contributions to official University events. 8:00 AM to 10:00 PM Monday to Sunday (including holidays)

The hiring agents shall be UP academic units, administrative units, research teams, and faculty members handling classes or conducting research in the University. They shall:

  1. Allocate a portion of their MOOE or PS savings to cover the compensation of additional SAs, should they need more SAs.
  2. Allocate a portion of their MOOE to pay for insurance coverage, should they hire Laboratory/Research assistants and Special University Performers who may be assigned tasks outside the campus where they are enrolled.
  3. Receive and evaluate application documents (e.g. CV, TCG, Form 5) from potential SAs.
  4. Explain the duties and responsibilities of SAs prior to hiring.
  5. Approve work schedule of potential SAs.
  6. Submit application documents of potential SAs and approved work schedule to units appointing SAs.
  7. Provide a safe and conducive work environment for SAs.
  8. Monitor work rendered by SAs.
  9. Provide adequate supervision to SAs.
  10. Submit pertinent documents to process compensation of SAs in a timely manner.
  11. Report to units appointing SAs should student resign or not report for duty for ten (10) consecutive days without prior consent of the hiring agent.
  12. Abide by the Labor code and other related policies.


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