International Relations Office

INTERNATIONAL RELATIONS OFFICE (Formerly Global Linkage Office)

Internationalization at Bicol University is anchored from its vision, mission, and quality policy in order to strategically maximize the transnational experience of its stakeholders towards broadening their horizons and fostering their capabilities; and comprehensively develop potential synergies arising from collaborative partnerships with its global allies.

THE CREATION OF GLOBAL LINKAGE OFFICE

Rationale

Bicol University is one of the best institutions of higher learning in the Bicol Region. Creating an office whose main task is to create and maintain linkages with foreign institutions is one of the most appropriate strategies in pursuing Bicol University’s quest to truly be a “World Class” University. In establishing linkages, the following major considerations will be addressed: 1) fruitful interaction in areas of common interest, 2) assistance through joint activities, 3) participation in research and 4) promotion of indigenous culture and products.

This office will help BU to keep abreast of the ever-increasing demands for the development and enrichment of faculty, staff and students in the fields of research, science and information/ communication technology. It is imperative that BU not only benchmark with highly reputable universities in the Philippines but also with renowned foreign universities most especially within ASEAN region. The university needs to establish closer ties with our neighbors to properly address global issues and common interest. A proper and better world perspective will lead to the development of a curriculum which is both relevant and responsive to the needs of the Bicolanos. The BU community will be in a better position to understand global issues such as peace climate change, socio-economic concerns, political reforms, regional cooperation, security and free-market competition.

Objectives

The principal objectives of the office shall be to:

•  Solicit international linkages, grunts and fellowships

•  Facilitate the drafting of memoranda of agreement as well as proposals for joint institutional projects with international partners.

•  Monitor, evaluate and liaison with on-going international linkages

•  Advertise BU Academic programs for students.

•  Develop a comprehensive program for the orientation and enrollment of international students

•  Serve as a Clearing house for all communications to and from international institutions and organizations

•  Prepare applications and renewal for visas and work permits of visiting scholars, experts, and graduate students and their accommodation

•  Organize, facilitate local and international tours and travels.

•  Attract funding from international donor agencies for RD&E and academic pursuits about 5% of the annual F -164 budget of Bicol University.

The Office

The office shall be the direct supervision and control of the President, Bicol University who shall be designated as International Affairs Coordinator to head the office. He/she shall have the necessary international relations expertise to properly advise the BU President in the formulation and implementation of the goals of the Office in relation to expanding the global or internal relations of the university. He/she shall be assisted by three Assistant Coordinators who shall be responsible for international coordination work within their area of responsibility. Current BU employees with the necessary skills shall be designated to assist the office as members of the Secretariat. Consultants shall be hired on a case-to-case basis or on a per project basis.

The following international programs of the University shall be under the direct supervision of this office:

•  Visiting Faculty & Scholars Program

•  Visiting Graduate Researches Program

•  Foreign Internship Program

•  Student Exchange Program (International)

•  International Training Program

•  Educational Partnership

•  Internationally-linked RD&E Program

THE NEW INTERNATIONAL RELATIONS OFFICE

Directions, Priorities, and Structure of the International Relations Office

In the light of nurturing the culture of excellence in instruction, research development, and extension, Bicol University through its International Relations Office, otherwise known as IRO, seizes seamless possibilities for offshore cooperation.

Considering the compelling issues on transnational education, the IRO feels the need to establish network with premier world universities to enhance Bicol University’s influence, competitiveness, and international standing; and flourish with the benefits of worldwide reputation for quality management, globally integrated academic programmes, and internationalized students, faculty, and staff.

A.  IRO Mandate

The International Relations Office of Bicol University sits within the Office of the President and comes under the leadership of the University President.  The principal mandate of the Office is stated in Chapter 5, Section 5, Page 9 of the Bicol University Code of 2016 to wit:

1. Spearhead and explore linkages with foreign organizations, networks, and associations for prospective programs and projects;
2. Promote good international public relations and goodwill for the University;
3. Plan and implement capability-building activities promoting efforts for international recognition for the University;
4. Coordinate, monitor, and assess international recognition efforts in the University;
5. Represent the University in international meetings when required; and
6. Perform other duties and responsibilities that may be assigned by the University President.

B.  IRO Branding and Tagline

Along its mandate, the IRO spurred these innovative branding and tagline at par with global standards and urgencies to serve as collaterals for international marketing and promotions as stated:

Bicol University

“Breaking boundaries. Building milestones.”

C.  IRO Vision, Mission, Goal, and Objectives

To cater the emerging opportunities for Bicol University relative to cross-border education, the International Relations Office is driven to achieve the following strategic directions:

IRO Vision

A lead unit of internationalization establishing coherent cross-strait network and nurturing globally competent scholars towards transnational education.

IRO Mission

Provide comprehensive internationalization programmes for students, faculty, researchers, extentionists, and administrative staff which follow a strategic, systematic, and vastly coordinated approach in developing the international dimensions of Bicol University along education, research, and extension.

IRO Goal and Objectives

The primary goal of the IRO is to create an extensive internationalization plan driven by sound analysis to foster mutually-reinforcing cycle of related international initiatives through a partnership framework that underpins education, research, and extension.

Specifically, the IRO aims to:

1. Facilitate exchange of scholars – professors, researchers, extentionists, administrative staff, and students;
2. Develop dual or double degree programs;
3. Facilitate exchange of academic information, documentation, materials, researches, and publications;
4. Develop joint research and extension programs; and
5. Organize other joint initiatives like, but not limited to, training courses, seminars, fora, conferences, congresses, and symposia.

D.  IRO Organizational Structure

As explicitly articulated in the Bicol University Code of 2016 in Chapter 5, Section 5, the International Relations Office shall be in charge of building viable international relations with academic institutions, research organizations, and other entities abroad.

The IRO is under the direct supervision and control of the University President who shall designate a Director to head the Office.  Figure 1 exhibits the Organizational Chart of the IRO.

Figure 1.  Organizational Chart of IRO

Job Specifications of the Director of International Relations Office

The Director shall report directly to the University President and shall have the necessary international relations expertise to appropriately advise the University President in the formulating and implementing the strategic priorities, programs, projects, activities, and other initiatives of the Office in relation to expanding the internationalization program of the University.

The core functions and responsibilities of the IRO Director shall include the following:

1. Spearhead and explore linkage with foreign organizations, networks, and association for prospective programs and projects;
2. Promote good international public relations and goodwill for the University;
3. Coordinate, monitor, and assess international recognition efforts at the University;
4. Facilitate the drafting of memoranda of agreement and proposals for joint institutional projects with international partners;
5. Attract funding assistance and grants from international donor agencies for research, development, extension, continuing education, cultural exchange, and the like in coordination with concerned colleges or units of the University;
6. Plan and implement capability building activities promoting efforts for international recognition for the University;
7. Advertise, promote, and market the academic programs of the University to international students;
8. Facilitate the admission, orientation, and enrolment of international students in coordination with concerned units of the University;
9. Monitor and do liaison work for students undergoing international on-the-job training in order to ensure their safety;
10. Facilitate the application and renewal of visas and work permits of visiting scholars, experts, and graduate students, as well as their accommodation;
11. Organize and facilitate international tours and travels of personnel and students for academic benchmarking, socio-cultural exchanges, and others; and
12. Perform other related tasks that may be assigned by higher authorities from time to time.

Job Specifications of the Administrative Aide

The Administrative Aide is under the direct supervision of the Director and shall assist the Director in performing secretarial and executive support activities.  More so, Administrative Aide shall:

1. Coordinate office management activities under the supervision of the Director;
2. Screen incoming correspondence, make preliminary assessment, and endorse appropriate materials to the Director;
3. Receive and screen incoming calls and visitors, determine which are priority matters, and alert the Director accordingly;
4. Compose letters and memoranda in response to inquiries of the clientele;
5. Act as liaison staff of the Office by transmitting directives, instructions and assignments and following up on the status of assignments;
6. Prepare office reports and documentation;
7. Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings;
8. Coordinate and facilitate the administrator’s or executive’s calendar to arrange appointments, meetings, and conferences;
9. Recommend actions to be taken on office expenditures such as equipment and supply needs, etc.;
10. Assist the Director in preparation of the office budget and other related reports;
11. Establish and maintain various filing and records management systems;
12. Participate in and /or coordinate committees or task forces;
13. Assist the Director in international affairs and engagements;
14. Make travel arrangements; prepare itineraries; and maintain travel vouchers and records;
15. Operate standard office equipment; and
16. Perform related work assigned by the Director and the University President.

Job Specifications of the Administrative Aide (Job Order)

The Administrative Aide on Job Order is under the direct supervision of the Director and shall assist the Director in performing secretarial and executive support activities.  Likewise, the Administrative Aide on Job Order shall:

1. Assist in the logistic preparation of internationalization activities;
2. Assist BU personnel and students with their international travel requests;
3. Assist in the preparation of foreign travel reports;
4. Prepare logistic requirements in times of accommodating international visitors;
5. Assist in the reception of foreign guests;
6. Assist in coordinating with various colleges and units regarding internationalization concerns;
7. Receive and process office-related documents;
8. Maintain efficient office filing;
9. Maintain logbooks or records of activities and tasks of the IRO;
10. Assist in the planning and implementation of the programs and activities of the IRO; and
11. Perform work related tasks that may be assigned from time to time.

E.  The Bicol University Strategic Internationalization Plan for 2018-2027

Internationalization is both a multidisciplinary and interdisciplinary activity requiring action in various colleges and units of the University concomitantly and simultaneously.  The BU-SIP sets strategic priorities and determines programs, projects, activities, and other initiatives that will work best for the overall strategic institutional development.

The Bicol University Strategic Internationalization Plan for 2018 to 2027 concentrates on four (4) Strategic Priorities and twenty-seven (27) Programs/Projects/Activities for Internationalization. 

F.  The Bicol University Internationalization Profile

G.  CODE OF CONDUCT FOR FOREIGN STUDENTS

Foreign or International Students are non-Filipino citizens seeking admission to the University.  They may be admitted after satisfying all admission requirements concerning international students as new students and transferees.

Admission Requirements for New Students

The general admission requirements for student-applicants from other nations in Bicol University are the submission of the following:

1. Original Transcript of Records (OTR)
2. Personal Data
3. Affidavit of Support
4. Alien Certificate of Registration (ACR)
5. Results of Test on English as a Foreign Language (TOEFL) or IELTS
6. Approved Study Permit from the Philippine Commission on Higher Education (CHED)

Students from other nations who have graduated from high schools abroad may be admitted to freshmen courses in the University if they meet the following specific requirements:

1. Certification of completion of a secondary curriculum where the applicant had his/her secondary education;
2. Certification of proficiency in English based on the TOEFL Score/IELTS (for non-native speakers of English); and
3. Qualifying in the Bicol University College Entrance Test (BUCET) or any of the following International Foreign-Based Examination in lieu of the BUCET such as:

•  Scholastic Aptitude Test (SAT) Advanced with a minimum combined score of 1200 in Mathematics, Critical Reading, and Writing sub-test areas; and

•  General Certificate of Education (GCE) with a grade of E in other subjects covered in the GCE and two level A passes in the related subjects required in the course applied for (BOR Res. No. 065, s. 2010).

Admission Requirements for Transfer Students

Admission of transferees for foreign students is contingent upon the availability of slots in the College the applicants are seeking transfer to, which shall be declared open by the University President upon the recommendation of the College/Unit through the Vice-President for Academic Affairs.  Application for transfer must reach the Office of Admissions in due time prior to the registration period.

These students may be admitted provided they meet the following requirements:

1. An average grade of 2.0 or “B” or better.
2. Shall have not completed more than 50% of the units required in the program applied for.  (Copy   of   the   Certificate   of   Equivalency   issued   by   the Department/Ministry of Education in the applicant’s country to determine the applicant’s earned/credit units)
3. Certification of proficiency in English based on the TOEFL score/IELTS (for non- native speakers of English).

Admission Procedures for Foreign Students

1. The applicant sends a copy of the Official Transcript of Records (scanned) via email or send by postage addressed to:

THE DEAN
Admissions Office
Bicol University
Legazpi City 4500

2. A preliminary assessment will be conducted by the Bicol University Admissions Office.  Once the applicant meets the requirements as transferee, he/she fills-out the downloadable Application Form via www.bicol-u.edu.ph.  The filled-out Application form shall have the following attachments:

•  2 pieces 2×2 ID pictures;

•  Letter of Intent;

•  A recommendation from the School Head of the last school attended;

•  TOEFL/IELTS results;

•  Authenticated copy of Official Transcript of Records (with the official grading system and its English translation, bearing the original signature of the Registrar and School Seal); and

•  USD50 application fee via telegraphic transfer/bank remittance payable to:

Account Name: Bicol University
Bank Name: Land Bank of the Philippines
Account No: 0134-0064-80
Tel. No: 480-0498

3. Applicants for transfer may still go through an interview in the College/Unit they intend to transfer.
4. The accepted international applicant must submit/present the documents indicated on the admission notice at least two weeks before the start of the enrollment period.

Enrollment Procedures and Requirements for Foreign Students

1. Upon receipt of the notice of BUCET Result with remark “QUALIFIED”, check the schedule and instructions attached and go to the International Relations Office (IRO) and bring the admission requirements for preliminary evaluation:

•  BUCET Result;

•  High School Report Card (F-138), (F-137 not allowed) Certification of completion of a secondary curriculum where the applicant had his/her secondary education (must be authenticated/ red-ribboned by the Philippine Foreign Service Post located in the student’s country of origin or Legal residence;

•  Original Transcript of Records (OTR) (if Transferee) – must be red-ribboned b by the Philippine Foreign Service Post located in the student’s country of origin or Legal residence;

•  Personal Data;

•  Interview Result (if necessary);

•  Affidavit of Support;

•  Alien Certificate of Registration (ACR);

•  Results of Test on English as Foreign Language (TOEFL);

•  Study permit from CHED;

•  Student Visa;

•  Medical Certificate issued only by the Bicol University Physician;

•  Hepa Test Result issued only by the Bicol University Physician for BSFT/BSIE-FT students;

•  Certificate of Good Moral Character issued by the HS Principal/Guidance Counselor;

•  Certification as to the size of the graduating class of not less than 50 students and honors obtained from high school principal where graduated as valedictorian/salutatorian;

•  Two (2) pieces of 2”x2” picture;

•  Police clearance;

•  Two (2) pieces of long brown plastic envelope (Print: Surname, First Name & Middle Name & Course); and

•  One (1) piece long (color) folder, hard.

2. If found in order, go to the BU Health Services office on the schedule set for your degree program.  The following procedures will be undertaken:

a.  All incoming freshmen are required to undergo medical and dental examination at the BU Health Services office before the enrolment period.  This is to determine the fitness of the student to study in Bicol University.

b.  All incoming freshmen should check the date and time of physical examination for his/her degree program and must report on the assigned schedule to the BU Health Services office located at Gate 4, Main Campus bringing the duly accomplished forms and requirements.

The following are the requirements and forms to be submitted:

•  Original and photocopy of BUCET result;

•  Duly accomplished Student Health Record Form;

•  Duly accomplished Individual Dental Health Record;

•  Original copy of Chest X-ray film and result;

•  Original copy of Hepatitis B test result (for BS in Nursing, BSIE — Food & Service Management, BSFT, BS Entrepreneurship, BS Fisheries and Medicine); and

•  Ordinary long brown envelope and blue ballpen.

Note:  A student with lacking requirements will not be entertained but may ask for appointment date when requirements are complete.

c.  Upon submission of all the requirements at BU Health Services office, the nurse evaluates the medical and dental forms for the completeness of data and takes the vital signs of the student.  Then, endorses the student to the University Physician for physical examination.

d.  The University Physician conducts the physical examination of the student based on the submitted Chest X-ray film and Hepa B test results.  Medical history of the student is also considered and checked.

•  If there is/are medical condition/s detected, a prompt intervention is done either in the form of prescription, referral or immediate medical treatment, e.g. PTB — the student undergoes immediate medical treatment prior to issuance of Medical Certificate.  The student is not allowed to enroll until there is a written advice/notice from the University Physician that he/she is already fit to enroll or may temporarily enroll but subject to the monitoring of the BU Health Services office.  In the case of Hepa B finding. the student is endorsed to a specialist and advised for a medical treatment.

Note:  A student who is detected with medical conditions is recommended for a change of degree program if the chosen course requires strict compliance of Chest X-ray and Hepa B tests such as in Food Technology, Food and Service Management, Nursing, Medicine and Entrepreneurship.

e.  Physical Examinations likewise includes dental examination to the incoming freshmen which is done by the University Dentist.  If there are students found with dental problems, the dentist recommends dental treatment which may apply upon official enrolment of the student in Bicol University.

f.  When all of the above conditions are met, the BU Health Services office shall issue a Medical Certificate to the student for enrolment purposes.

Note:  The University may consider Medical Certificates issued by an accredited physician who is at least a specialist in internal medicine in any health service within and outside the Region, provided that the Medical Certificate must contain the license number of the attending physician. address and phone number and the findings and recommendation of fitness to enroll.  If all forms are duly accomplished, submit them together with the medical certificate to the BU Health Services office on the scheduled date and wait for the validation of the University Physician.

Note:  Keep your Medical Certificate issued by the University Physician. Include it in the set of requirements to be submitted on the registration proper.  Provide a clear photocopy of it for your file.

3. Attend the NSTP Orientation program scheduled for you.  Copy of the NSTP orientation schedule for your degree program is included in the notice of BUCET result.

a.  After the NSTP Orientation program, go to the NSTP Coordinator of your college/campus and secure the NSTP Enlistment Slip. Bring the following:

•  Original Report Card (form 138)

•  Original and photocopy of BUCET Result

•  2 copies of 1×1 ID picture

b.  Submit the slip together with the admission requirements to the College Registrar upon enrolment.

c.  Students who vied for the slots of the “no show” passers shall go directly to the NSTP Coordinator of the College/Campus and secure the NSTP enlistment slip duly signed by the coordinator.

Note:  If you fail to attend the orientation program on the given schedule, you may join the orientation program in other colleges/campuses, provided you secure a certificate of participation or attendance from the NSTP Office.

Note:  For inquiries on this matter, you may contact the BU NSTP Staff at 0977-161-4754 (Globe) Ms. Ivy and Ms. Zyra 0909-612-4081 (Smart).

4. After attending the NSTP Orientation Program, go to the Registrar’s Office of your college or campus for the Registration proper and submit the following:

•  NSTP Enlistment Slip; and

•  Admission/Entrance Requirements (Checklist is included in the notice of BUCET result.  You may provide photocopies of your BUCET Result and F138 for your file).

Please take note of the following important details in the submission of your entrance requirements in order to avoid queue and delay in the enrolment process:

•  BUCET Result must bear the School Year of Issuance;

•  PEPT or ALS Certificates must be checked and verified by DepEd with original signature of DEPED certifying official;

•  Local Birth certificates are strictly not valid, submit the PSA/NSO issued copy only.  Any discrepancy must be undertaken immediately to avoid inconvenience.  The name and other personal data or information indicated in the NSO/PSA birth certificate shall prevail.  It should synchronize in the report card and other entrance requirements otherwise it will delay your enrolment; and

•  Only the 13 prescribed fees of CHED UniFast will be discounted, other authorized fees shall be charged to the student.

In case a Qualified freshman did not enroll or did not appear on scheduled dates due to “no interest” to enroll in Bicol University, slots will be offered for the waitlist applicants.  Should there be still unfilled slots of the waitlist applicants, the below quota applicants will be considered for the slots on scheduled dates after passing the assessment measure set by the University on the Department in particular.  Qualified freshman who expresses interest to enroll but cannot come on scheduled dates may be considered upon submission of notification letter with justification. It shall be addressed to the Dean of the college where the degree program is sought.

5. Attend the Freshmen Orientation Program.

•  All incoming freshmen together with their parents or guardians are required to attend the orientation program for freshmen immediately after the registration.

•  After attending the orientation, the student and parent shall request for the Certificate of Attendance/Participation from the authorized personnel of the Office of Student Affairs and Services (OSAS).

•  Attendance in the orientation program is a requirement for the issuance of the Certificate of Registration (COR) at the College Registrar’s office.

6. Submit the original copy of your Certificate of Attendance/Participation to the College Registrar’s Office and ask for the Certificate of Registration (COR).  Provide a photocopy of the certificate before submitting it to the Registrar.  Check the subjects, the number of units, schedule of classes and other details enlisted in your COR before you leave.  Ensure that the COR has the signature of your Registrar.
7. Go to the CSC (College Student Council) office of your college and pay the authorized fees.

Note:  Come back on the first day of classes and bring your Certificate of Registration (COR) to be presented to your subject professors.

Note:  Please secure your ID on the scheduled dates at the Office of Student Affairs (OSAS).  Bring your COR as a requirement.  If issued, bring your ID and COR to your College Registrar and have it validated for the semester enrolment.

Legal Bases

1. CHED Regional Letter No. 03 series of 2018;

•  Consolidated Implementing Guidelines on the Entry and Stay of Foreign Students in the Philippines pursuant to Executive Order No. 285, Series of 2000

2. Memorandum from the Officer in Charge of CHED dated June 6, 2017;

•  Advisory on Precautionary Measures in the Admission of Foreign Students by the Higher Education Institutions Authorized to Admit Foreign Students

3. CHED Regional Letter No. 113 series of 2017;

•  Advisory on Precautionary Measures in the Admission of Foreign Students by the Higher Education Institutions Authorized to Admit Foreign Students