Key Outcomes
The university is preparing for a Stage 1 ISO 21001 certification audit scheduled across four campuses over four days. All delivery units were reminded to submit outstanding CQPR forms, remove outdated quality policy posters, correct ROB/SWOT form errors, and ensure facilities and records are audit-ready. The audit will be conducted by a single auditor, Ms. Georgina Manjola, beginning at Mabini Campus.
Audit Schedule & Logistics
- Auditor: Ms. Georgina Manjola (same auditor as previous mock audit); Stage 1 = solo auditor; Stage 2 will have more. 1
- Sites: Site 1 – Obrero, Site 2 – Mintal, Site 3 – Tagum/Mabini (Tagum Unit), Site 4 – Tagum/Mabini (Mabini Unit). 1
- Day 1 (Mabini): Opening meeting at 8:15 AM → site management → context of organization (9:30–11 AM) → facility tour → canteen/health services → academic/educational services (2 PM onward). 234
- Day 2 (Tagum): Same structure as Day 1; graduate programs likely focal academic unit. 5
- Day 3 (Mintal): Same structure; specific academic units not pre-identified. 6
- Day 4 (Obrero): Top management interview → campus tour → academic unit (random selection) → Stage 2 audit planning → closing meeting at 4:30 PM; audit ends 5 PM. 7
- Auditor arrives Monday afternoon; departs Davao for Mabini at 5 AM Tuesday. 2
- Specific delivery units to be audited are not pre-identified; selection is random — all units must be ready. 8
Compliance & Documentation Issues
- CQPR (Quarter 2): Only 8 delivery units had not yet submitted as of the meeting; deadline had already passed — immediate submission required. 9
- Outdated posters: All old quality policy and college/office objective posters must be removed and replaced with the EOMS policy only; ESD, Pikwaseguro, and Savipad will conduct walkthroughs to verify. 1011
- EOMS website: Houses OPCR, CPCR, and quarterly performance forms (Q1 and Q2); auditors should be directed here for objective-related queries. 12
ROB / SWOT Form Corrections
- SWOT entries must be independent statements — weaknesses must not be written as responses or solutions to each other. 13
- Required alignment: Weaknesses/Threats → Risk Assessment & Treatment Registry; Opportunities → Opportunity Action Plan; Interested Party expectations (negated) → Risk Registry as a risk source. 14
- DUs with audit findings from the mock audit must revisit and correct their ROB forms before the certification audit. 15
Facility & Safety Readiness
- All offices, classrooms, labs, canteens, and common areas must be orderly, safe, accessible, and functional. 16
- Check and replenish: fire extinguishers (verify type is appropriate per space, e.g., labs require different type), first aid kits, emergency lights, exit signs, and evacuation maps. 1617
- Evacuation maps must be correctly oriented ("You Are Here" must be accurate). 17
- Water quality certificates to be obtained from suppliers by ASD and distributed to all offices. 18
- Laboratory equipment requiring calibration (CAS, Engineering, Clinic) must be verified as calibrated. 1819
- Canteen must have safety certificates readily available during audit. 7
- SDMB and ASD to ensure preventive maintenance records and permits to operate are available for generators, UPS, and network infrastructure. 19
Audit Conduct Reminders
- Do not guess, speculate, or provide unsupported answers; refer auditors to appropriate process owners if uncertain. 20
- All evidence mu
- Quality Assurance Division (QAD) is the overall coordinator; a group chat will serve as the official communication channel. 2122
- Observe prescribed university uniform (per Memo 2025-0107-02) Tuesday through Friday. 20
- Contact: Ms. Lea Sanapio (Deputy Director, JUAD/IACAO), email juad@usep.edu.ph, or Local 390. 22
Action Items
- All pending DUs: Submit CQPR for Quarter 2 immediately — deadline already passed. 9
- All units: Remove outdated quality policy and office/college objective posters; retain only EOMS policy display. 10
- All DUs: Revisit SWOT and ROB forms; correct entries and ensure traceability alignment. 15
- ASD: Coordinate with water suppliers to obtain and distribute water quality certificates to all offices. 18
- Labs/Clinic heads: Verify calibration status of applicable equipment. 19
- All units: Inspect fire extinguishers, first aid kits, evacuation maps, and emergency equipment for compliance. 17
- SDMB/ASD: Ensure preventive maintenance records and operating permits are available for essential systems. 19
