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.

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING TIME
Fun Run, Marathon, Triathlon, ConcertFilled-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 staff1. 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 FacilitiesFor 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 activitiesFilled-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 staff1. 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 FacilitiesFor 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 occasionsFilled-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 staff1. 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 FacilitiesFor 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, paradeFilled-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 staff1. 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 FacilitiesNone15-20 min
Team building, sports festivalFilled-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 staff1. 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 FacilitiesNone15-20 min

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING TIME
Fun Run, Marathon, Triathlon, ConcertFilled-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 staff1. 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 FacilitiesFor 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 activitiesFilled-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 staff1. 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 FacilitiesFor 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 occasionsFilled-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 staff1. 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 FacilitiesFor 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, paradeFilled-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 staff1. 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 FacilitiesNone15-20 min
Team building, sports festivalFilled-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 staff1. 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 FacilitiesNone15-20 min

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING 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 staff1. 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 FacilitiesFirst 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 staff1. 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 FacilitiesFirst 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 staff1. 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 FacilitiesFor 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 staff1. 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 FacilitiesNoneSteps 1-3:
15-20 min

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING TIME
Construction companies (vehicles and personnel)Filled-out Permit for the Entry of Supplier’s Delivery Vehicle formUP employees, students, alumni

Other non-UP parties
Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff1. 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 VehicleNoneSteps 1-3:
15-20 min
Junk collectorsFilled-out Permit for the Entry of Junk Collectors formUP employees, students, alumni, private housing residentsDr. Michael S. Sanchez1. 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 CollectorsNoneSteps 1-3:
15-20 min
Convoy / Right of wayLetter 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 staff1. 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
NoneNoneSteps 1-3:
15-20 min
PNP or military personnelLetter 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 staff1. 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
NoneNone15-20 min

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING 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 staff1. 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
NoneNoneSteps 1-3:
15-20 min

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING TIME
Fire and earthquake drillsFilled-out Request for the Conduct of Fire/Earthquake Drills formUPLB colleges and unitsDr. Michael S. Sanchez1. 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 DrillsNoneSteps 1-3:
15-20 min

TYPE OF FRONTLINE SERVICEDOCUMENTARY REQUIREMENTSCLIENT/REQUESTING PARTYOFFICE/PERSON RESPONSIBLESTEPS/
PROCEDURE
FORMS TO FILL OUTFEESPROCESSING TIME
Overnight parkingFilled-out Request for Overnight Parking FormUPLB employees, students, and personnel of allied agenciesMs. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff1. Fill out form

2. Wait for referral and coordination to UPF Chief and other concerned units
Request for Overnight Parking FormNoneSteps 1-3:
15-20 min
Overtime permit (5 PM to 10 PM only)Filled-out Overtime Permit formUPLB employees and students

Employees from UPLB’s allied agencies
Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff1. Fill out form

2. Wait for referral and coordination to UPF Chief and other concerned units
Overtime permitNoneSteps 1-3:
15-20 min
Posting of directional signsFilled-out Permit for Posting of Directional Sign formUP employees, students, alumni

Other non-UP parties
Ms. Ma. Joniselle Jamille “Jaymee” S. Anarna or front desk staff1. Fill out form

2. Wait for referral to Vice Chancellor or other heads of concerned unit/s
Permit for Posting of Directional SignsNoneSteps 1-3:
15-20 min