University Policies

Diversity and Inclusion

 

PURPOSE
The University of Baguio (UB) recognizes that diversity and inclusion are fundamental to academic excellence, institutional integrity, and the fulfillment of its mission as a higher education institution committed to quality, service, and social responsibility. This Policy on Diversity and Inclusion is established to affirm the University’s commitment to fostering an environment that celebrates differences, eliminates all forms of discrimination, and promotes equal opportunity for all members of the university community.

UB seeks to institutionalize practices that not only meet these international benchmarks but also uphold the highest standards of equity mandated by Philippine laws and the broader principles of human rights and sustainable development. Specifically, this policy aims to:

a. Establish a clear institutional framework for promoting diversity and inclusion across all university operations, programs, and activities;
b. Protect the rights and dignity of all members of the UB community from all forms of discrimination, harassment, and exclusion;
c. Create an environment that is safe, respectful, and affirming for students, faculty, staff, and stakeholders regardless of their background, identity, or circumstances;
d. Promote cultural sensitivity and appreciation, particularly with respect to indigenous peoples and communities in the Cordillera Administrative Region (CAR); and
e. Align UB’s diversity and inclusion practices with international frameworks, and national laws where the higher education institutions are mandated or expected to follow.

SCOPE
This policy applies to all members of the University of Baguio community, including but not limited to:

a. All enrolled students including basic education, undergraduate, and graduate regardless of nationality, religion, gender, sexual orientation, age, disability, socioeconomic status, ethnicity, or cultural background;
b. All teaching and non-teaching personnel, including full-time, part-time, contractual, and visiting faculty and staff;
c. All administrative officials and governance bodies of the university;
d. All partner institutions, external collaborators, research partners, and community stakeholders engaged in UB-led programs, extension activities, and institutional partnerships;
e. All activities, programs, events, and services conducted within UB premises or under the official auspices of the university, whether in-person, online, or hybrid; and
f. All applicants for admission and employment seeking access to university programs and services.

The policy covers all Offices, including the Human Resource Management Center which shall serve as the primary coordinating body for the implementation of this policy.

DEFINITION OF TERMS
For purposes of this policy, the following terms shall be understood as defined hereunder:

1. Diversity – refers to the presence of a wide range of human differences within the university community, including but not limited to race, ethnicity, culture, religion, gender, gender identity, sexual orientation, age, socioeconomic status, physical or mental ability, educational background, and geographic origin.
2. Inclusion – refers to the active, intentional, and ongoing engagement with diversity that increases awareness, cognitive sophistication, and empathic understanding of the complex ways individuals interact within systems and institutions. It involves the creation of an environment where all individuals are treated fairly, feel respected, and have access to opportunities and resources.
3. Discrimination – refers to any act or omission that unjustly distinguishes, excludes, restricts, or provides unequal treatment to an individual or group based on protected characteristics, resulting in the impairment of the enjoyment or exercise of rights and privileges.
4. Equity – refers to the fair and impartial distribution of resources, opportunities, and rights, which may require differential support to individuals or groups to achieve comparable outcomes, especially for those historically marginalized or disadvantaged.
5. Harassment – refers to unwanted conduct related to a protected characteristic that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating, or offensive environment.
6. Indigenous Peoples (IPs) – refers to a group of people or homogenous societies identified by self-ascription and ascription by others, who have continuously lived as an organized community on communally bounded and defined territory, and who have, under claims of ownership since time immemorial, occupied, possessed, and utilized such territories, sharing common bonds of language, customs, traditions, and other distinctive cultural traits, as defined under Republic Act No. 8371 (IPRA).
7. Reasonable Accommodation – refers to necessary and appropriate modifications and adjustments, not imposing a disproportionate or undue burden, to ensure that persons with disabilities and other individuals with special needs enjoy or exercise all human rights and fundamental freedoms on an equal basis with others.
8. Safe Space – refers to a supportive, non-threatening environment that encourages open expression, interaction, and participation, free from discrimination, harassment, and prejudice.
9. Gender-Based Violence (GBV) – refers to any act of violence or threat thereof that results in, or is likely to result in, physical, sexual, or psychological harm or suffering, based on an individual’s gender, gender identity, or sexual orientation.
10. Intersectionality – refers to the interconnected nature of social categorizations such as race, class, gender, sexual orientation, and disability, which create overlapping and interdependent systems of advantage or disadvantage experienced by individuals.

REFERENCE MATERIALS

1. Philippine Laws and Issuances
Republic Act No. 7277 (1992), as amended by RA 9442 and RA 10754. Magna Carta for Persons with Disability. Congress of the Philippines.
Republic Act No. 8371 (1997). Indigenous Peoples’ Rights Act of the Philippines. Congress of the Philippines.
Republic Act No. 9262 (2004). Anti-Violence Against Women and Their Children Act of 2004. Congress of the Philippines.
Republic Act No. 9710 (2009). Magna Carta of Women. Congress of the Philippines.
Republic Act No. 10524 (2013). An Act Expanding the Positions Reserved for Persons with Disability. Congress of the Philippines.
1987 Philippine Constitution. Article XIII — Social Justice and Human Rights; Article XIV — Education, Science and Technology, Arts, Culture and Sports.

2. International Frameworks and Standards
United Nations. (2015). Transforming our world: The 2030 Agenda for Sustainable Development (SDG 4 — Quality Education; SDG 10 — Reduced Inequalities). United Nations General Assembly.
ISO 21001:2018. Educational organizations — Management systems for educational organizations — Requirements with guidance for use. International Organization for Standardization.

DETAILED POLICIES

1. Non-Discrimination
The University of Baguio shall not discriminate against any student, applicant, employee, or university stakeholder on any of the following grounds: race, ethnicity, color, or national origin; gender, gender identity, or gender expression; sexual orientation; religion, faith, or belief system; age; disability, whether physical, mental, intellectual, or psychosocial; socioeconomic status; civil or family status; HIV/AIDS status; cultural background or indigenous identity; and political affiliation, provided the same does not compromise institutional integrity or academic freedom.

Any form of discrimination within the UB community is prohibited and shall be subject to the grievance and disciplinary procedures provided under this policy and applicable university policies.

2. Inclusive Admissions and Employment
The University of Baguio shall adopt and maintain admissions and employment processes that are transparent, equitable, and merit-based, free from discriminatory criteria. The University shall:

a. ensure that admission requirements are accessible to applicants from diverse backgrounds, including those from marginalized or underserved communities;
b. provide reasonable accommodation to applicants with disabilities in the admissions process;
c. actively recruit and retain faculty and staff from diverse backgrounds to reflect the communities the University serves;
d. review and remove systemic barriers in hiring, promotion, and tenure processes; and
e. comply with Republic Act No. 10524 and related legislation on the employment of persons with disabilities.

3. Respect for Indigenous Peoples and Cultures
In recognition of the University’s geographic location within Baguio City and the Cordillera Administrative Region, and consistent with the Indigenous Peoples’ Rights Act (RA 8371) and the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), UB shall:

a. actively uphold and promote the rights, traditions, cultural heritage, and knowledge systems of indigenous communities, particularly those of the Cordillera region, including the Ibaloi, Kankanaey, Bontoc, Kalinga, Ifugao, and other Indigenous peoples;
b. integrate indigenous knowledge and cultural perspectives into relevant academic programs, research initiatives, and extension activities;
c. ensure that research involving indigenous communities is conducted with free, prior, and informed consent (FPIC);
d. refrain from using cultural practices, symbols, or knowledge of indigenous peoples in an exploitative or disrespectful manner; and
e. provide equitable academic support and financial assistance programs to students from indigenous communities.

4. Gender Equality and Safe Spaces
Consistent with the Magna Carta of Women (RA 9710), the Safe Spaces Act (RA 11313), and the Anti-Sexual Harassment Act (RA 7877), the University of Baguio shall:

a. promote gender equality across all aspects of institutional life, including access to education, employment, leadership, and resources;
b. establish and maintain gender-sensitive policies and programs that address the needs of women, LGBTQ+ individuals, and gender-diverse persons;
c. strictly prohibit all forms of gender-based violence, sexual harassment, and gender-based discrimination on campus, online, and in all university-related activities;
d. maintain dedicated safe spaces, such as gender-neutral restrooms, lactation rooms, and counseling areas;
e. conduct regular capacity-building activities on gender sensitivity and sexual harassment prevention; and
f. ensure that the Committee on Decorum and Investigation (CODI), as required by RA 7877 and RA 11313, is functional and accessible to all members of the UB community.

5. Support for Persons with Disabilities
In compliance with the Magna Carta for Persons with Disability (RA 7277, as amended), the University of Baguio shall:

a. ensure that all physical facilities, digital platforms, and educational materials are accessible to persons with disabilities, consistent with the principles of universal design;
b. provide reasonable accommodations to students, faculty, and staff with disabilities, upon proper documentation, without additional cost to the individual;
c. designate the Campus Planning and Development Office (CPDO) to accommodation requests and accessibility improvements;
d. reserve positions for persons with disabilities in non-academic support services as required by law; and
e. incorporate disability awareness and sensitivity in faculty development programs and institutional trainings through the Human Resource Management Center (HRMC).

6. Mental Health and Psychological Well-Being
Pursuant to the Mental Health Act (RA 11036), the University recognizes that mental health is an integral component of overall well-being and academic success. The University shall:

a. ensure that mental health services are available, accessible, and destigmatized for all members of the UB community;
b. integrate mental health awareness into student orientation, faculty development, and institutional programs;
c. prohibit discrimination against individuals on the basis of mental health conditions; and
d. maintain a referral system in partnership with accredited mental health professionals and government health agencies.

7. Inclusive Curriculum and Pedagogy
The University shall promote inclusive teaching and learning practices that recognize and affirm the diversity of learners. Faculty are encouraged to incorporate diverse perspectives into course content and research frameworks; teaching strategies shall be responsive to diverse learning needs, cultural backgrounds, and abilities; curricular materials shall be free from stereotyping, bias, and discriminatory content; and faculty development programs shall include training on culturally responsive pedagogy, inclusive assessment, and universal design for learning (UDL).

8. Diversity in Research and Extension
The RIECO Office shall ensure that diversity and inclusion principles are embedded in the University’s research and extension agenda by:

a. promoting research that addresses inequalities and social exclusion, particularly as they manifest in the Cordillera Administrative Region and other Philippine contexts;
b. supporting community extension programs that prioritize the needs of indigenous peoples, persons with disabilities, women, the elderly, and other vulnerable populations;
c. ensuring ethical review processes for all research involving human participants, with particular attention to the rights of vulnerable groups; and
d. recognizing and rewarding diversity-sensitive research and extension outputs in the University’s performance evaluation systems.

9. Institutional Representation and Leadership
The University of Baguio shall endeavor to ensure that diversity is reflected in its governance and leadership structures by:

a. encouraging representation from diverse groups including women, indigenous peoples, and persons with disabilities in committees, councils, and decision-making bodies through the HRMC;
b. implementing measures to remove structural barriers that limit the participation of underrepresented groups in institutional leadership; and
c. publishing annual diversity data on student enrollment through the Admission and Records Center (ARC), faculty composition through the HRMC and leadership representation to promote transparency and accountability.

10. Prevention of and Response to Discrimination and Harassment
The University shall establish robust mechanisms for preventing and addressing discrimination and harassment:

a. All reports shall be handled with sensitivity, confidentiality, and due process, consistent with applicable laws and UB’s internal disciplinary procedures.
b. A whistleblower protection mechanism shall be instituted to prevent retaliation against any individual who files a complaint in good faith.
c. Sanctions for violations shall be commensurate to the gravity of the offense, consistent with the University’s Code of Conduct, and shall not preclude referral to appropriate legal authorities.
d. Regular mandatory training on diversity, inclusion, and harassment prevention shall be conducted for all faculty, staff, and student leaders.

ADMINISTRATION
The HRMC shall serve as the lead office for the administration and monitoring of this policy, in coordination with the Office of Student Affairs (OSA), the Center for Counselling and Student Development (CCSD), and the Committee on Decorum and Investigation (CODI). Each office shall carry out its respective responsibilities as defined under this policy and as may be further specified in other policies in the university.

This policy shall be reviewed every three (3) years, or as may be necessary in response to changes in applicable laws, QS rating requirements, or institutional needs. The HRMC, in coordination with relevant offices, shall conduct an annual assessment of policy implementation and submit a narrative report to the UB ACCESS.

This policy shall take effect upon approval by the Office of the President and shall remain in force until amended, revised, or repealed.

Principles and Commitments on Corruption

 

PURPOSE
This policy addresses and mitigates the risks associated with corruption, bribery, and organized crime, which threaten the integrity and reputation of educational institutions. These unethical practices undermine trust, distort educational values, and compromise the quality of education. As a higher learning institution, our university is dedicated to upholding the highest standards of ethical conduct and accountability.

This policy fosters a culture of integrity and ethical behavior among all staff, students, and associated parties. By ensuring a corruption-free environment, we aim to fulfill our mission of providing quality education and making meaningful contributions to the broader community. It aligns with our core values of competence, integrity, and service. It reaffirms our strong commitment to these principles by ensuring that every university community member adheres to the highest ethical standards.

SCOPE
This policy applies to all employees as well as students of the University of Baguio.

DEFINITION OF TERMS
Accountability – the obligation of university members to be responsible for their actions, decisions, and adherence to policies and standards set forth by the institution.

Bribery – offering, giving, receiving, or soliciting something of value to influence the actions of individuals in positions of authority, which compromises ethical conduct and decision-making. Unsolicited gifts or presents of small or insignificant value offered or given as a mere ordinary token of gratitude or friendship according to local customs or usage, shall be excepted from the provisions of this policy.

Core Values – the fundamental principles of competence, integrity, and service that guide the behavior, decision-making, and overall mission of the university.

Corruption – the abuse of power or position for personal gain that undermines the integrity and fairness of processes and decisions within the university.

Corruption-Free Environment – a setting where unethical practices such as corruption and bribery are actively prevented, detected, and addressed, ensuring the university’s operations and interactions remain fair and transparent.

Culture of Integrity – an environment where ethical behavior is promoted and practiced consistently by all members of the university community.

Ethical Conduct – the standard of behavior expected from all university members, characterized by honesty, respect, and adherence to moral and professional principles.

Integrity – adherence to moral and ethical principles, ensuring honesty, transparency, and fairness in all actions and decisions within the university.

Organized Crime – structured criminal activity conducted by groups that may involve illegal activities impacting the university’s operations and community.

REFERENCE MATERIALS

• University of Baguio Manual for Teaching and Non-Teaching Personnel
• University of Baguio Student Handbook

IMPLEMENTING RULES AND REGULATIONS

NORMS OF CONDUCT FOR STUDENTS

1. Students shall not engage in corruption, including offering or accepting bribes or manipulating university processes for personal benefit.
2. Students shall refrain from participating in bribery or any actions intended to unfairly alter academic or administrative decisions.
3. Students shall not participate in organized crime activities or associate with groups involved.
4. Students shall report any suspected cases of corruption, bribery, or organized crime to university authorities. Reports shall be made through the university’s grievance system, which ensures confidentiality and protection for whistleblowers.
5. The university shall conduct regular workshops and training sessions to educate students about the impact of corruption, bribery, and organized crime. The university shall also provide campaigns and resources to help students understand and avoid unethical practices.
6. Violations involving corruption, bribery, or organized crime shall result in sanctions ranging from reprimands and suspension to exclusion or permanent expulsion from the university, depending on the severity and recurrence of the offense.
7. Students have the right to appeal any sanctions imposed under these policies. Appeals must be submitted to the Office of Student Affairs within a specified timeframe and will be reviewed according to due process.
8. The Office of Student Affairs shall implement and enforce these sanctions.

NORMS OF CONDUCT FOR TEACHING AND NON-TEACHING PERSONNEL

1. All employees shall observe professionalism at all times and refrain from any conduct that may degrade their respect because the University is an institution of higher learning.
2. All employees shall comply with the University’s Code of Conduct and Ethical Standards. Failure to comply shall result in sanctions as outlined in the Teaching and Non-Teaching Manual.
3. All employees shall be role models of professional independence, honesty and integrity. They shall not allow his/her profession or occupation to be used as an instrumentality in the commission of, or any attempt to commit an illegal or immoral act or omission.
4. All employees shall not use or take advantage of their position, designation, influence, ascendancy, or prerogatives to gain undue advantage, favor, or concession from a student, superior, subordinate, contractor, external providers, and other stakeholders.
5. All employees shall perform their assigned duties and responsibilities with a high degree of excellence, intelligence, skill, and always in due regard to applicable professional ethical requirements.
6. All employees shall observe care and vigilance over University properties or funds entrusted under his/her care. They shall immediately report to the proper office any loss, damage, or destruction of such University property or fund.
7. All employees shall only devote University property and funds for the purpose for which they were approved unless otherwise allowed by the proper officer to realign the purpose of such property or fund.
8. All employees shall always exercise their due discretion when taking actions or decisions in order not to put themselves in a situation where their professional independence and integrity is compromised or possibly compromised.
9. All employees are role models of moral uprightness, good manners and right conduct. They shall avoid disgraceful or immoral conduct, refrain from becoming notoriously undesirable, and steer clear of conduct prejudicial to the best interest of the service or conduct unbecoming an educational leader, mentor, or professional.
10. Only authorized fees shall be collected from students. Students shall pay such fees at officially designated collection counters, and official receipts will be issued.
11. Payments for school-based activities, programs, and endeavors shall receive endorsement from the Vice President for Academic Affairs and the Vice President for Finance and approval from the President before collection. All such payments shall be made to the University cashier and covered by official receipts. Collections made by recognized student organizations for official activities shall be subjected to their internal accounting processes.
12. All employees shall collect fees only for photocopied test papers, handouts, and pop sheets that they prepare, up to forty (40) pages per semester, at the prevailing price per page. The unauthorized collection of additional fees or charges shall be prohibited and shall result in disciplinary action.
13. All employees shall not unauthorized sell, vend, or promote any goods, services, or products within University premises or during University-sanctioned activities. This shall include selling personal items or third-party goods to students, colleagues, or other University community members.
14. All employees shall not sell, distribute, or promote the use of manuals, textbooks, workbooks, or any educational materials the University has not formally approved for students’ use. All employees shall ensure that all educational materials undergo the established University review and approval process before being introduced to students.
15. All employees shall not falsify, tamper with, or manipulate receipts or any financial documents. Personnel shall adhere to the University’s financial protocols and ensure that all transactions are accurately documented and reported.
16. All employees shall maintain professional relationships with students and shall avoid actions that could exploit their position of authority.
17. All employees shall not engage in intimate relationships with students, handle students’ personal affairs for rewards, impose illegal or immoral requirements, send students on personal errands, commit sexual harassment, or receive gifts or bribes in exchange for grades.
18. All employees shall not accept or solicit bribes, misappropriate University funds, falsify documents, or engage in corruption or organized crime.
19. Notwithstanding any Teaching and Non-Teaching Manual provision to the contrary, any act of corruption shall be considered as serious offense.

DUTIES AND RESPONSIBILITIES HUMAN RESOURCE MANAGEMENT CENTER (HRMC)

Duties and Responsibilities of the HRMC

1. The HRMC shall train employees and students regularly on identifying and preventing corruption and bribery.
2. The HRMC shall conduct regular assessments to identify potential corruption, bribery, and organized crime risks.
3. The HRMC shall establish confidential reporting channels for suspected corruption, bribery, or organized crime activities.
4. The HRMC shall investigate all reported incidents promptly and thoroughly. Based on the investigation findings, appropriate disciplinary actions shall be taken.
5. The HRMC shall maintain detailed records of all transactions, contracts, and reports related to potential corruption, bribery, and organized crime and review these records regularly for compliance.
6. The HRMC shall regularly review and update this policy to ensure its effectiveness and alignment with international standards and best practices.

Disciplinary Proceedings and Due Process for Implementation of the HRMC

1. All disciplinary proceedings shall adhere to principles of due process, including the right to a hearing, the consideration of evidence, and the rendering of reasoned decisions. All actions shall comply with the University’s administrative rules.
2. Complaints regarding offenses shall be filed with the HRMC within five (5) working days of the occurrence or discovery. The university President shall approve disciplinary decisions and communicate them to the involved parties.
3. No disciplinary action shall be enforced without the approval of the University President. Dismissal shall be final unless explicitly pardoned by the President.
4. The University shall protect individuals who report suspected violations in good faith from retaliation. The University shall encourage a culture of openness and accountability.
5. The University shall adhere to all applicable local, national, and international laws and regulations related to anti-corruption, anti-bribery, and anti-organized crime.
6. The following shall be considered as acts of bribery, corruption, and organized crime and shall be sanctioned correspondingly:
   (a) Collection of unauthorized fees or charges from students or collecting a sum of money in excess of the amount approved by the President or his representative shall be sanctioned as willful disobedience to a lawful order.
   (b) Asking, demanding, requesting, accepting, and/or receiving a sum of money, commission, or any consideration, directly or indirectly, in connection with the performance of assigned duties shall be sanctioned as serious misconduct.
   (c) Asking, demanding, receiving, and/or accepting a sum of money, commission, or any consideration, directly or indirectly, in connection with the employee’s function, title, or designation shall be sanctioned as serious misconduct.
   (d) Exerting undue pressure or influence over a co-employee, with or without consideration, in order for such co-employee to perform an act, regardless of the lawfulness of the act or its connection with the assigned functions of both employees shall be sanctioned as serious misconduct.
   (e) Misappropriation or malversation of University fund or property, regardless of the amount or value, shall be sanctioned as a crime committed against the University or serious misconduct.
   (f) Falsification and forgery of official University forms and documents, including the authorized signatures therein, shall be sanctioned as serious misconduct.
   (g) Using, submitting, or reproducing documents, receipts, contracts, affidavits, or oaths, which the person using, submitting, or reproducing the document knows or should have known to have been falsified or forged, in order to comply with a requirement, or to hide an offense punishable under, the Teaching and Non-Teaching Manuals shall be sanctioned as serious misconduct.
   (h) Unauthorized taking any University property.
   (i) Participation in the establishment, organization, or creation of association, organization, or any aggrupation of individuals the goal of which is the commission of any unlawful conduct shall be sanctioned serious misconduct.

Complaint Handling

 

PURPOSE
Complaints and feedback of students, employees, and other interested parties help in the assessment and evaluation of the University’s delivery of its education products. The quality of the education products delivered is indicative of the University’s ability to fulfill its vision, mission, and objectives. It is therefore important that these complaints and feedback are managed in a timely and appropriate manner. This can be done through an effective and efficient complaint-handling policy and procedure.

This policy provides a structured, accessible, and transparent process for handling internal complaints by students, faculty, staff, and other stakeholders of the University of Baguio, consistent with national laws and international standards such as ISO 10001:2018 and ISO 10002:2018.

SCOPE
This Complaint-Handling Policy covers the University’s management of complaints regarding its education products and services, conduct of personnel involved in the delivery of these education products and services, administrative processes, harassment and discrimination, violation of university policies, and the complaint-handling process itself.

Dispute-resolution processes external to the University and those involving disciplinary cases are covered by other policies.

DEFINITION OF TERMS

1. Complaint – refers to a communication in whatever form received by a University personnel, whether alone or in coordination with other officers, charged with the duty to perform an act which is demanded or required by the concern or issue raised in the complaint; provided that the concern or issue relates to the University’s education products, their delivery, personnel involved, and related activities and infrastructure.
2. Complaint-Handling Officer (CHO) – refers to an employee specifically designated to implement this policy and the procedures for effective and efficient resolution of complaints.
3. Complaint-Handling Policy (CHP) – refers to this document, implemented through the University’s internal complaint-handling process.
4. Top Management – refers to the members of the Executive Committee of the University, comprising the President and all Vice Presidents.
5. Feedback – refers to the official action taken by the CHO in response to a complaint filed in accordance with this Policy.
6. Resolution – refers to the official action taken by the appropriate University office or authority as a final response to the complaint, including corrective actions.
7. University – refers to the University of Baguio.

REFERENCE MATERIALS

1. ISO 10001:2018 (Quality management – Customer satisfaction – Guidelines for codes of conduct for organizations)
2. ISO 10002:2018 (Quality management – Customer satisfaction – Guidelines for complaints handling in organizations)
3. UB EOMS Policy
4. CMO 9 series of 2013 (Enhanced Policies and Guidelines on Student Affairs and Services)

DETAILED POLICIES

1. Complaint-handling Process Principles

The following guiding principles shall be followed:

a. Accessibility – The CHP shall be easily accessible to all complainants. Information shall be clear and available in accessible formats. Access shall be free of charge.

b. Accountability – Responsibility for complaint-handling decisions shall be clearly defined and reported.

c. Capacity – Adequate resources and trained personnel shall be available to implement the CHP effectively.

d. Commitment – Top Management shall actively support effective complaint handling.

e. Confidentiality – Personal information shall be protected, consistent with RA 10173 (Data Privacy Act).

f. Continuous Improvement – The University shall continually improve processes and services.

g. Customer-Focused Approach – The CHP shall be responsive to complainants, with timely updates provided.

h. Information Integrity – Information collected shall be accurate, relevant, and useful.

i. Objectivity – Complaints shall be handled fairly and without bias. No retaliation shall occur.

j. Transparency – Information about the process shall be communicated clearly to all stakeholders.

2. Complaint-handling Process Design

a. Planning, design, and development – The process shall be designed to improve learner satisfaction and quality, with measurable objectives and sufficient resources.

b. Communication – Clear information shall be provided on how to file complaints, timelines, and available remedies.

c. Receipt – Complaints shall be recorded with complete details and assigned a unique identifier.

d. Tracking – Complaints shall be tracked from receipt to closure, with status updates available.

e. Acknowledgement – Receipt of complaints shall be acknowledged immediately.

f. Initial assessment – Complaints shall be evaluated based on severity, complexity, and urgency.

g. Investigation – All relevant information shall be investigated objectively.

h. Response – Appropriate resolutions shall be provided promptly (e.g., apology, correction, compensation).

i. Communicating the decision – Decisions shall be communicated to the complainant and relevant parties.

j. Closing complaints – Complaints shall be closed upon acceptance of resolution or after all options are exhausted.

3. Maintenance and Improvement of the Process

a. Collection of information – Complaints and responses shall be recorded securely.

b. Analysis and evaluation – Data shall be analyzed to identify trends and improvement areas.

c. Monitoring – Performance shall be monitored against established criteria.

d. Auditing – Regular audits shall evaluate compliance and effectiveness.

e. Management review – Top Management shall review performance and recommend improvements.

f. Continual improvement – Corrective actions and innovations shall enhance effectiveness.

4. Integration with Other Processes

The complaints-handling process shall be aligned with the University’s quality management system and EOMS. Complaint data shall inform customer satisfaction monitoring and improvements.

External dispute-resolution mechanisms shall be available for unresolved complaints.

The CHP provides a structured framework based on international standards. Its effectiveness depends on leadership, resources, competent personnel, and commitment to stakeholder needs.

5. Accountable Personnel

a. Top Management – Responsible for overall implementation, resource allocation, and oversight.

b. Complaint-Handling Officer (CHO) – Responsible for monitoring, evaluation, reporting, and operations.

c. Other Managers – Responsible for implementation within their areas and coordination with CHO.

d. Personnel in Contact with Complainants – Must be trained, courteous, and responsive.

e. All Personnel – Must understand procedures and report complaints within 24 hours if significant.

ADMINISTRATION
This Policy shall be administered and enforced primarily by the Complaint-Handling Officer (CHO). Top Management shall exercise oversight to ensure proper implementation and continuous improvement.

Supplier Code of Conduct

 

PURPOSE
This policy is designed to ensure that when the University purchases goods and services, it does so in an ethical and responsible manner. This aligns with Sustainable Development Goal 12, which focuses on responsible consumption and production.

This policy sets clear guidelines to uphold ethical procurement practices within the University. It ensures that all transactions are conducted with transparency, accountability, and professionalism. The provisions apply to all individuals involved in the procurement process—including buyers, end-users, participants, and approvers—to guide their interactions with suppliers of materials and services.

It also seeks to strengthen mutual respect and trust between the University and its suppliers, fostering responsible and sustainable business relationships.

SCOPE
This policy covers all procurement activities of the University, including purchasing goods, supplies, services, and works that support academic and operational needs.

It serves as a guide for everyone involved in the process—whether preparing requests, evaluating options, making purchases, or approving transactions. It also extends to partners such as suppliers, contractors, and service providers.

These guidelines ensure that every transaction is carried out responsibly, fairly, and in the best interest of both the University and its partners.

DEFINITION OF TERMS

Procurement – the act of obtaining or buying goods and services, including planning, supplier selection, negotiation, purchasing, contract administration, and related functions.

Ethical Procurement – adherence to principles of integrity, transparency, fairness, and responsibility in all procurement activities.

Suppliers / Service Providers / Contractors – individuals or businesses that provide goods and services to the University.

Transparency – openness and honesty in operations, including disclosure of supply chain, labor, environmental impact, and compliance.

Accountability – responsibility for meeting ethical, social, and environmental standards and demonstrating compliance.

End Users – individuals or entities that ultimately use the goods and services provided.

Approvers / Approving Authorities – individuals authorized to approve procurement activities, including the Vice President for Finance and the President.

Mutual Respect and Trust – a shared commitment to fairness, professionalism, and integrity in partnerships.

SDG 12 – Responsible Consumption and Production, focusing on efficient resource use, sustainability, and improved quality of life.

POLICY

I. Gift Policy

The University upholds honesty and equality in all undertakings. This policy ensures that no circumstances arise where gifts could influence or appear to influence decision-making.

University staff must not accept gifts, honors, or favors that may affect independence or impartiality. Gifts from entities with existing or potential contracts with the University are prohibited.

Gifts between employees may be accepted if not extravagant. Minor promotional items (e.g., pens, umbrellas, calendars) are allowed.

Substantial gifts such as cash, tickets, electronics, travel, meals, or similar items must not be given or accepted.

Employees must not seek or accept gratuities for personal gain. Violations will result in disciplinary action in accordance with the University Code of Conduct.

All gifts received must be recorded in the Supplier Gift Log Book, including date, description, quantity, and recipient, to ensure transparency.

II. Conflict of Interest

Procurement Directors and Officers must declare relationships with suppliers, including family (up to 4th degree), friendships, partnerships, and similar connections.

Annual declarations are required through the Employee & Supplier Relationship Declaration Form. Employees involved in procurement must disclose any relationships with suppliers.

Employees may abstain from decisions or delegate responsibilities to avoid bias. Exceptions require approval by the Board of Directors.

Failure to declare relationships may result in disqualification of the supplier from procurement activities.

III. Protection of Intellectual Property

The University and suppliers share responsibility for protecting intellectual property and confidential information.

In compliance with the Data Privacy Act, neither party shall disclose sensitive information without consent. Documents must be properly labeled (e.g., “Confidential” or “NDA Required”) to ensure responsible handling.

IV. Communication with Suppliers

All official communications must be responded to within 24 hours.

Communication should use official email addresses, with telephone conversations followed by written confirmation when necessary. This ensures accountability and proper documentation.

V. Principle of Reciprocation

Procurement representatives must exercise professionalism during engagements with suppliers.

Business meetings should reflect mutual respect, including shared responsibility for expenses. Meals should be modest, and expenses must be properly documented.

Venues should reflect professionalism and uphold the integrity of both parties.

VI. Labor Standards, Safety, and Environmental Responsibility

Suppliers are expected to uphold ethical labor practices, including fair wages, reasonable working hours, and safe working conditions.

They must also act responsibly toward the environment by reducing waste and minimizing ecological impact.

These expectations align with Environmental, Social, and Governance (ESG) principles to promote sustainable and ethical partnerships.

VII. Representation from Suppliers

All accredited suppliers must declare and warrant that:

a. They comply with all applicable laws and regulations.
b. They are authorized providers of their products/services.
c. They supply goods of acceptable quality.
d. They have the capacity and resources to fulfill obligations.
e. They will not subcontract without prior written approval.
f. They will not collude with other suppliers in bidding processes.
g. They will maintain high standards of integrity and quality.

VIII. Whistleblower Policy

The University shall provide secure channels for reporting concerns confidentially.

Complaint Officer:
Ms. Gepsy Rose Ammogawen
(074) 442-4915 local 360
complaints@support.ubaguio.edu

Whistleblowers acting in good faith shall be protected from retaliation. All reports will be treated with strict confidentiality.

IX. Accountability and Sanctions

Both suppliers and University personnel are accountable for compliance.

• Supplier violations may result in suspension, contract termination, or disqualification.
• University personnel violations will result in administrative or disciplinary action.

This ensures fairness and accountability on both sides.

X. Acknowledgement and Acceptance

(To be submitted with External Provider Accreditation Form)

This certifies that the supplier has read and agrees to comply with this Code of Conduct.

Company Name:
Owner’s Name:
Complete Address:
Contact Details:
Email Address:
Authorized Representative:
Position:
Signature:
Date Signed:

ADMINISTRATION
Procurement Director and Procurement Officers

Figure 1

 

Supplier Code of Conduct

 

PURPOSE
This policy establishes the University of Baguio’s commitment to ethical, environmentally responsible, and sustainable procurement—guided by ESG principles and aligned with SDG 12: Responsible Consumption and Production.

It ensures that all University purchases are evaluated not only for quality and cost-effectiveness, but also for their environmental impact, ethical integrity, and social consequences. This includes upholding human rights, supporting fair labor, minimizing ecological harm, and advancing a more just and sustainable institution for the benefit of the University community and society.

SCOPE
This policy applies to all food, beverages, and consumables purchased for campus operations, events, and concessions; all consumables and non-consumables used for academic, administrative, and operational purposes; all suppliers, contractors, and service providers engaged by the University; and all stakeholders and personnel involved in procurement and requisitioning.

DEFINITION OF TERMS

1. Ethical Sourcing – the practice of procuring products responsibly and sustainably, aligning business growth with environmental responsibility and reducing emissions while enhancing sustainability.
2. Sustainable Procurement – a process that integrates environmental, governance, and social considerations into procurement decisions while meeting stakeholder requirements and minimizing environmental impact.
3. ESG (Environmental, Social, and Governance) – a framework for evaluating how organizations manage environmental, social, and governance risks and opportunities.

3.1 Environmental – refers to environmental impact and risk management practices, including emissions, natural resource stewardship, and climate resilience.

3.2 Social – refers to stakeholder relationships, including fair wages, employee engagement, and community impact.

3.3 Governance – refers to leadership, accountability, transparency, and alignment with stakeholder expectations.

4. SDG 12: Responsible Consumption and Production – promotes efficient resource use, sustainable infrastructure, and improved quality of life.
5. Local Supplier – a business operating within the province or region of the University, contributing to local economic development.
6. Biodegradable Packaging – packaging that naturally decomposes.
7. Fair Labor Practices – standards ensuring humane working conditions, fair wages, and legally mandated benefits.
8. Food Safety Standards – regulations by DOH and FDA ensuring food safety.
9. Supply Chain Transparency – open sharing of accurate information about sourcing, manufacturing, and distribution.
10. University of Baguio Community – includes students, employees, faculty, applicants, alumni, partners, and all individuals connected to the University.
11. Recyclability – the ability of materials to be processed into new products after use.
12. Energy Efficiency Rating – a measure of how efficiently a product uses energy.
13. Hazardous Substance – any material posing risks to health or the environment (e.g., toxic, flammable, corrosive).
14. Life Cycle Assessment (LCA) – evaluation of environmental impact from production to disposal.
15. Extended Producer Responsibility (EPR) – policy requiring producers to manage the lifecycle of their products.
16. Environmental Performance Score – a metric used to evaluate supplier environmental compliance.
17. Carbon Footprint – total greenhouse gas emissions associated with a product or service.

REFERENCE MATERIALS

1. RA 6969 – Toxic Substances and Hazardous and Nuclear Wastes Control Act
2. RA 9003 – Ecological Solid Waste Management Act
3. RA 11285 – Energy Efficiency and Conservation Act
4. RA 11898 – Extended Producer Responsibility Act
5. RA 9729 – Climate Change Act
6. RA 8749 – Clean Air Act
7. RA 9275 – Clean Water Act
8. DENR Administrative Order No. 2021-19

DETAILED POLICIES

A. The University of Baguio Community

1. Shall support sustainable and ethical sourcing by making mindful procurement decisions.
2. Shall report any observed non-compliance or ethical concerns.
3. Is encouraged to prioritize locally sourced, seasonal, and organic goods with sustainable packaging.
4. Is encouraged to choose energy-efficient, low-carbon products and avoid hazardous materials.

B. NAKTANAY, Inc.

1. Shall ensure food and beverages meet safety standards and regulations.
2. Shall prioritize local, seasonal, organic, and fair-trade suppliers.
3. Shall maintain supplier certification records.
4. Shall oversee concessionaire operations.
5. Shall require sustainable packaging in compliance with EPR regulations.
6. Shall ensure food products are free from hazardous substances.

C. CPDO and RMO

1. Shall monitor sanitation and waste management.
2. Shall ensure compliance with health and safety regulations.
3. Shall promote resource-efficient and sustainable campus practices.
4. Shall ensure construction materials meet environmental standards and avoid hazardous substances.
5. Shall oversee proper disposal of hazardous waste.

D. Procurement Office

1. Shall integrate ethical sourcing into procurement processes.
2. Shall conduct annual supplier reviews and audits.
3. Shall maintain transparent procurement records.
4. Shall partner only with ethical suppliers.
5. Shall ensure fair and transparent procurement decisions.
6. Shall require supplier commitments to ethical and sustainable practices.
7. Shall provide training on ethical sourcing.
8. Shall conduct awareness campaigns for suppliers.
9. Shall communicate procurement policies and sustainability standards.
10. Shall embed environmental criteria in procurement evaluation.
11. Shall require energy efficiency certifications for equipment.
12. Shall maintain a Supplier Environmental Compliance Registry.
13. Shall apply Life Cycle Assessment (LCA) principles in procurement.
14. Shall conduct annual Environmental Procurement Audits.

E. Environmental Criteria for Acquisitions

1. Recyclability Criteria – prioritize recyclable and recycled materials.
2. Energy Efficiency – require energy-efficient equipment and certifications.
3. Sustainable Raw Materials – prefer certified sustainable materials.
4. Hazardous Substance Avoidance – prohibit restricted substances unless necessary.
5. Life Cycle Assessment – evaluate environmental impact across product lifecycle.
6. Environmental Scoring – apply weighted environmental criteria in supplier evaluation.
7. Compliance Documentation – require environmental certifications and declarations.
8. Carbon Footprint Reduction – prioritize low-emission suppliers and products.
9. Single-Use Plastic Reduction – phase out non-recyclable plastics.
10. Training and Capacity Building – ensure procurement staff receive environmental training.

ADMINISTRATION
The Procurement Office shall administer this policy.