OVCCA Citizen's charter
The Office of the Vice Chancellor for Community Affairs (OVCCA) is mandated to preserve the integrity of the UPLB campus by being its steward in ensuring the safety and security of constituents and facilities, thus creating an enabling environment for creativity and innovation.
Working Hours
8:00 AM to 5:00 PM | Monday to Friday
All requests must be made at least five (5) working days before the conduct of the activity. Approval also depends on the availability of the venue/s.
USE OF UPLB FACILITIES
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Fun Run, Marathon, Triathlon, Concert | Filled-out Permit for the Use of UPLB Facilities form UP Alumni ID, Old UP student ID (alumni), Current validated UP student ID, or UP employee ID (for UP clients) For student organizations: activity permit from OSA Copy of route | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP clients: Php 6,200/hr For UP clients: Php 3,720/hr Processing fee: Php 500 University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Exhibit, car shows, and similar activities | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP: Php 25/sqm/day For UP clients: 15/sqm/day (40% discount) University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Receptions and other special occasions | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP: Php 7/sqm/day For UP clients: Php 4/sqm/day (40% discount) University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Open tambayan, parade | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA Copy of route | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s | Permit for the Use of UPLB Facilities | None | 15-20 min |
| Team building, sports festival | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s | Permit for the Use of UPLB Facilities | None | 15-20 min |
USE OF UPLB FACILITIES
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Fun Run, Marathon, Triathlon, Concert | Filled-out Permit for the Use of UPLB Facilities form UP Alumni ID, Old UP student ID (alumni), Current validated UP student ID, or UP employee ID (for UP clients) For student organizations: activity permit from OSA Copy of route | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP clients: Php 6,200/hr For UP clients: Php 3,720/hr Processing fee: Php 500 University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Exhibit, car shows, and similar activities | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP: Php 25/sqm/day For UP clients: 15/sqm/day (40% discount) University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Receptions and other special occasions | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP: Php 7/sqm/day For UP clients: Php 4/sqm/day (40% discount) University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Open tambayan, parade | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA Copy of route | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s | Permit for the Use of UPLB Facilities | None | 15-20 min |
| Team building, sports festival | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s | Permit for the Use of UPLB Facilities | None | 15-20 min |
VIDEO AND PHOTOSHOOTS
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Videoshoot for commercial use (e.g., ads, films, music videos, telenovelas) | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP alumni ID or old UP student ID, current validated UP student ID, UP employee ID | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | First 8 hours: Php 8,500 Excess Hour: Php 1,700/hr Bond Deposit: Php 13,000 Processing fee: Php 500 University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Photoshoot for commercial use (e.g., ads) | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP alumni ID or old UP student ID, current validated UP student ID, UP employee ID | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | First 8 hours: Non-UP clients: Php 4,250 UP clients: Php 2,550 (40% discount) Excess Hour: Php 1,700/hr Bond Deposit: Php 13,000 Processing fee: Php 500 University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Videoshoot and photoshoot for non-commercial and non-academic use (e.g., prenuptial and other special occasions, portfolio) | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | For non-UP clients: Php 500 For UP clients: Php 300 (40% discount) Processing fee: Php 500 University Police Force/Community Support Brigade guards Non-UP clients: Php 125.00/hr/guard UP clients: Php 100/hr/guard | Steps 1-3: 15-20 min |
| Video and photoshoot for academic or official use (e.g., class requirement, student organization activity, office IEC materials) | Filled-out Permit for the Use of UPLB Facilities form For UP clients: UP Alumni ID or old UP student ID, current validated UP student ID, UP employee ID For student organizations: activity permit from OSA | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s 3. Get payment form from OVCCA 4. Pay at the UPLB Cashier’s Office 5. Return copy of official receipt (OR) to OVCCA | Permit for the Use of UPLB Facilities | None | Steps 1-3: 15-20 min |
ENTRY OF NON-UPLB PARTIES INTO CAMPUS FOR OFFICIAL BUSINESS
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Construction companies (vehicles and personnel) | Filled-out Permit for the Entry of Supplier’s Delivery Vehicle form | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor/ Assistant to the Vice Chancellor or other heads of concerned unit/s | Permit for the Entry of Supplier’s Delivery Vehicle | None | Steps 1-3: 15-20 min |
| Junk collectors | Filled-out Permit for the Entry of Junk Collectors form | UP employees, students, alumni, private housing residents | Dr. Michael S. Sanchez | 1. Fill out form 2. Wait for referral and coordination with the Occupational Health and Safety Standards Committee and the Vice Chancellor | Permit for the Entry of Junk Collectors | None | Steps 1-3: 15-20 min |
| Convoy / Right of way | Letter of request addressed to Chancellor (ATTN: Vice Chancellor for Community Affairs) containing purpose of activity, date, time, place, and no. of people expected (including names of officials) Copy of route | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Send letter addressed to Chancellor and ATTN: Vice Chancellor for Community Affairs (hard copy or soft copy to be sent to oc.uplb@up.edu.ph and cc: ovcca.uplb@up.edu.ph 2. Wait for referral and coordination to UPF Chief and other concerned unit/s | None | None | Steps 1-3: 15-20 min |
| PNP or military personnel | Letter of request addressed to Chancellor (ATTN: Vice Chancellor for Community Affairs) containing purpose of activity, date, time, place, and no. of people expected (including names of officials) | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Send letter addressed to Chancellor and ATTN: Vice Chancellor for Community Affairs (hard copy or soft copy to be sent to oc.uplb@up.edu.ph and cc: ovcca.uplb@up.edu.ph 2. Wait for referral and coordination to UPF Chief and other concerned unit/s | None | None | 15-20 min |
SECURITY ASSISTANCE
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Security assistance (e.g., escorts for diplomats/officials, helicopter landing, activity monitoring, parades/processions) | Letter of request addressed to Chancellor (ATTN: Vice Chancellor for Community Affairs) containing purpose of activity, date, time, place, and no. of people expected (including names of officials) Copy of route | UP employees, students, alumni Other non-UP parties (official business only) | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Send letter addressed to Chancellor and ATTN: Vice Chancellor (hard copy or soft copy to be sent to oc.uplb@up.edu.ph and cc: ovcca.uplb@up.edu.ph 2. Wait for referral and coordination to UPF Chief and other concerned unit/s | None | None | Steps 1-3: 15-20 min |
CONDUCT OF FIRE AND EARTHQUAKE DRILLS
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Fire and earthquake drills | Filled-out Request for the Conduct of Fire/Earthquake Drills form | UPLB colleges and units | Dr. Michael S. Sanchez | 1. Fill out form 2. Wait for referral and coordination with the Occupational Health and Safety Standards Committee and the Bureau of Fire Protection of Los Baños or other concerned unit/s | Request for the Conduct of Fire/Earthquake Drills | None | Steps 1-3: 15-20 min |
OTHER SERVICES
| TYPE OF FRONTLINE SERVICE | DOCUMENTARY REQUIREMENTS | CLIENT/REQUESTING PARTY | OFFICE/PERSON RESPONSIBLE | STEPS/ PROCEDURE | FORMS TO FILL OUT | FEES | PROCESSING TIME |
|---|---|---|---|---|---|---|---|
| Overnight parking | Filled-out Request for Overnight Parking Form | UPLB employees, students, and personnel of allied agencies | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral and coordination to UPF Chief and other concerned units | Request for Overnight Parking Form | None | Steps 1-3: 15-20 min |
| Overtime permit (5 PM to 10 PM only) | Filled-out Overtime Permit form | UPLB employees and students Employees from UPLB’s allied agencies | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral and coordination to UPF Chief and other concerned units | Overtime permit | None | Steps 1-3: 15-20 min |
| Posting of directional signs | Filled-out Permit for Posting of Directional Sign form | UP employees, students, alumni Other non-UP parties | Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff | 1. Fill out form 2. Wait for referral to Vice Chancellor or other heads of concerned unit/s | Permit for Posting of Directional Signs | None | Steps 1-3: 15-20 min |
DOWNLOADABLE FORMS