Morning Session
Key Outcomes
The meeting addressed four major academic concerns: unresolved ITIAP compliance issues with CHED, partial readiness for ODEL implementation, Turnitin account misuse requiring policy reform, and the finalized 2026–2027 school calendar with outstanding stakeholder feedback. Multiple action items were assigned across units, with a continuation meeting scheduled for July 6.
Decisions Made
- ODEL: Opted to comply with internal evaluation findings before submitting to CHED Regional Office for formal review. 1
- Turnitin: Discontinue individual student Turnitin accounts; faculty-only accounts will generate direct submission links for students. 2
- Late Grade Submission: Deans to issue notices of reminder (not penalties) to faculty with late submissions; perennial violators to be escalated to HR with full paper trail. 34
- School Calendar: Foundation Day activities moved to second or third week of November to ensure student participation before final exams. 56
Key Issues Discussed
ETEEAP Compliance
- CHED questioned USEP's continued offering of graduate ETEEAP programs, which should have ceased in 2016; university presented legal basis including a CHED Commissioner Alkala-signed document. 78
- No new graduate ITIAP applicants accepted since 2023; awaiting CHED Regional Office feedback on clarification letter submitted. 9
- Standalone ITIAP Manual of Operations remains incomplete — the critical outstanding requirement. 10
ODEL Readiness
- Internal evaluation (April 6, 2026) rated five graduate programs across CED, CBA, and CIC; scores ranged 2.0–2.60 across domains, indicating partial readiness only. 1112
- Critical gaps: no dedicated ODEL organizational unit, no ODEL operations manual, insufficient budget for recurring costs, and no automated plagiarism detection or proctoring. 1314
- CMO 12 Series 2025 requires a separate ODEL office structure — currently absent. 12
Turnitin Misuse
- 31 reported misuse cases in April 2026; violations include excessive deletions, shared accounts, and suspected commercial resale of access. 1516
- Worst-case risk: Turnitin may not renew the university's license. 17
- Benchmarked against DNSC, UIC, and UM — faculty-only access is the prevailing practice. 18
Late Grade Submissions
- Grand total: 76 faculty, 178 courses submitted late across all campuses (Obrero: 38 faculty/92 courses; Tagum: 17/42; Mabini: 17/27; Mintal: 4/17). 1920
- Data accuracy issues flagged — some faculty names misattributed to wrong colleges; corrections required before memos are issued. 21
Pending Confirmation
- CHED Regional Office feedback on USEP's ITIAP clarification letter. 9
- Whether ODEL application submission to CHED should proceed now or after full internal compliance. 1
- BOR approval needed before any Turnitin subscription fee can be collected from students. 22
- Yellow-tagged classrooms in IET building — repair/resolution status pending from OVPAD. 23
Action Items
- Ma'am Yvette (ETF/CIO): Prepare timeline of activities for DMW-identified undergraduate programs workshop. 2425
- Ma'am Yvette: Present ODEL findings matrix (observations + proposed interventions + responsible offices) at July 7 Top Management Meeting. 26
- OVPAA/Ma'am Yvette: Schedule consultation with CHED Regional Office regarding ODEL guidance. 27
- ULRC (Dr. Nugas): Draft concise Turnitin policy proposal and memo for top management approval before semester start. 2829
- ULRC: Prepare accountability letters to faculty/staff whose Turnitin accounts were flagged for violations. 30
- ULRC: Inquire with Turnitin on integration feasibility with UVE LMS. 31
- Deans (all): Issue notices of reminder to faculty with late grade submissions; escalate non-responders to HR. 432
- Ma'am Ling (OUR): Correct late submission report for data accuracy; resubmit to OP and furnish HR. 2132
- Ma'am Ling: Include school calendar in Day 1 class briefer and distribute updated version to all academic units. 33
- Academic Units: Conduct classroom/utility inventory and flag problematic rooms before July semester opening. 34
Next Meeting
- Date: July 6 (Monday), 9:00 AM — continuation of current agenda 35
- July 7: Top Management Meeting — ODEL findings and ITIAP updates to be presented 36
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Afternoon Session
Key Outcomes
The meeting covered agenda approval, adoption of April 10 minutes, and substantive discussions on internship deployment, graduate tracer study compliance, and curricular program revision progress. Key concerns included low tracer study response rates, unresolved faculty load credit policies for thesis advising, and delays in curriculum revision phases. Action points were assigned across CAC, OAS, CIO, and academic units.
Decisions Made
- Work-from-home policy revised: Effective mid-July (July 13 onwards), on-site reporting resumes Monday–Thursday; Friday remains WFH, with no classes scheduled on Fridays. 1
- April 10 meeting minutes adopted as presented. 2
- Agenda approved with 10 main items and 13 items under other matters. 3
- Faculty thesis load policy flagged for formal revisit; current 0.5-per-paper credit structure has gray areas around faculty resignation and semester-by-semester claims. 45
- GPA requirement (2.0/semester for Master's; 1.75 for Doctorate) to be revisited for uniform implementation across programs. 6
Key Updates by Topic
Internship Deployment
- 82 active MOAs across campuses (60 Obrero, 16 Mintal, 6 Tagum-Abini); 1 MOA (DSWD-CAIC) up for renewal in September 2026. 7
- Program heads are the designated in-charge for intern deployment; no dedicated OJT coordinator university-wide. 8
- Institutional MOA (covering multiple programs under one agreement) being worked out to replace fragmented individual MOAs per program. 9
- Colleges responsible for printing MOA sets (6 copies each) and submitting to BPA; CAC lacks budget for printing. 10
- Students should not be approaching industry partners directly for credentials; program heads must facilitate. 11
Graduate Tracer Study
- Overall employed-graduate trace rate: 26.75% as of meeting date — well below the 60% target. 12
- CIPET leads at 83.89% employed among traced graduates; most colleges remain below 20%. 1213
- Low response attributed to graduates not replying to messenger/email outreach; survey identified as too lengthy. 1415
- CARS/CAEC flagged a data discrepancy — graduates reportedly surveyed via paper forms, but results not forwarded to CAC's system. 1617
- Tracer data shared quarterly with deans since 2024; academic units urged to re-share links with program heads. 18
Curricular Program Revision
- Phases 1–3 (April–May 2026) not fully completed by all academic units; CIO to identify non-compliant units. 1920
- Programs submitted for ANQA review: BSHM (CBA), BSED (SED), BSED English, BSCS. 21
- GE, NSTP, and PE to be included in quality assurance and curricular revision undertakings. 22
- UCRC reorientation for new members to be conducted before next review sessions. 21
Graduate School Guidelines
- Inconsistent implementation of course numbering, foundation course clustering, and elective-sharing agreements across colleges. 2324
- GPA policy and publication requirement guidelines also flagged for stakeholder consultation and board-level amendment. 25
Pending Confirmation
- Thesis load matrix template to be finalized and shared with academic units for feedback before official dissemination. 2627
- Petition class requirements/guidelines — OUR tasked to clarify process flow. 28
- Employer feedback mechanism — CAC exploring how to link alumni tracer responses to employer feedback per program. 2930
- ODEL application with CHED ongoing; COAS leading compliance; IMs to be submitted to KTTD and RDE for copyright processing. 31
- Supplemental publication guidelines submitted to UAC; pending Pre-Board Review Committee comments. 25
Action Items
- CIO: Identify academic units non-compliant with Phases 1–3 of curriculum revision; present monitoring update later in the meeting. 2032
- CAC (Dr. Salinas): Share HTE partner list with program heads for intern deployment planning; coordinate supplementary agreements where needed. 33
- Academic Units: Print and submit MOA sets to BPA; prioritize pending MOAs asap. 33
- CAC: Upload tracer data to a non-editable shared drive link for easy retrieval by deans and accreditation teams. 34
- Academic Units / Program Heads: Follow up directly with unresponsive 2024 graduates to increase tracer survey response rate; draft memo if needed. 3536
- OAS (Ma'am Yvette): Issue reminder memo on graduate school monitoring (max 5 mentees per faculty per CMO 19, Series 2019). 2737
- OVPAA (Trish): Capture all gray-area thesis load cases as inputs for policy revision. 38
- Deans: Include curricular revision deliverables in program heads' IPCRs. 32
Open Questions
- How should faculty load credit be handled when an advisor resigns mid-thesis — before or after outline submission? 3839
- Should the 5-mentee cap apply per semester or across the full duration of student enrollment? 4041
- Can alumni tracer respondents serve as a bridge to collect employer feedback per program? 30
