Economy and Austerity Measures.pdf - Pamantasan ng Lungsod ng ...

Republic of the Philippines 

PAMANTASAN NG LUNGSOD NG MAYNILA 

(University of the City of Manila) 

Intramuros, Manila 

OFFICE OF THE VICE-PRESIDENT FOR ADMINISTRATION 

MEMORANDUM 

To: 

All heads of Academic <strong>and</strong> Administrative Offices, Faculty 

Members, Administrative Employees <strong>and</strong> Students 

Date: 17 January 2012 

Re: 

ECONOMY/AUSTERITY MEASURES 

In order to effect a meaningful <strong>and</strong> judicious use of resources (energy, material <strong>and</strong> 

human resources) through intensified conservation effort <strong>and</strong> judicious utilization thereof <strong>and</strong> at 

the same time addressing economic concerns, everybody is hereby enjoined to strictly observe 

the following University <strong>Economy</strong>/<strong>Austerity</strong> <strong>Measures</strong> as recommended by the Task Force on 

<strong>Austerity</strong>/<strong>Economy</strong> <strong>Measures</strong> <strong>and</strong> approved by the President. 

A. USE OF AIR-CONDITIONING UNITS IN OFFICES 

1. Use of air-conditioning units in all offices shall be limited between 9:00 a.m. to 

4:00 p.m. 

2. Except for heads of offices, employees who do not have official or authorized 

duties after office hours shall not be allowed in the office provided further that 

employees concerned should be authorized in writing by the head to be submitted to 

security for monitoring purposes. 

3. For optimum cooling effect of air-con units, accumulated waste materials in offices 

<strong>and</strong> work areas should be removed. Reduction of waste materials will reduce the 

stored heat thus reducing the heat load of the air-con. 

4. A/C units shall be shut-off whenever the room is vacant or unoccupied to reduce the 

operating hours thus reducing electrical consumption. 

5. It shall be the responsibility of the head of office to implement the energy 

conservation measures. 

6. Proper operation of air-con units shall be observed to reduce air-con trouble thus 

reducing the cost of maintenance. A/C units shall be operated on fan mode for at 

least 3 minutes before switching to cooling mode to protect the compressor.

B. USE OF AIR-CONDITIONING UNITS, VENTILATING FANS AND OTHER 

ELECTRICAL DEVICES IN ALL CLASSROOMS 

1. Air-con units, ventilating fans <strong>and</strong> other electrical devices are to be operated only 

during the holding of class <strong>and</strong> shall be shut-off immediately after the class. 

Students are not allowed to stay inside the classrooms after class. 

2. Proper operation of air-con units shall be observed as follows: 

a. For electronic or remotely-controlled air-con units: 

A/C units shall be set to “Fan Mode” before shutting it off. 

A/C units shall always start <strong>and</strong> operate at “Fan Mode” for at least 3 minutes 

before switching to “Cool Mode.” This is to ensure that no liquid refrigerant 

will enter the suction of the compressor. 

b. For manually-controlled air-con units: 

Start the air-con at “Fan Mode” for at least 3 minutes before switching to 

“Cool Mode.” 

Operate the air-con at “Fan Mode” for at least 3 minutes before shutting it 

off. 

c. Temperature setting of air-con 

Thermostat setting shall not be less than 76ºF (24.4ºC) dry bulb. This 

temperature setting is expected to produce an effective temperature of 71ºF 

(21.67ºC) which will result to the optimum comfort of the space occupant. 

3. It shall be the responsibility of Faculty members, Roving guard on duty <strong>and</strong> the 

concerned Deans to enforce the enercon measures inside the classrooms being 

utilized by the concerned colleges. 

C. USE OF COMPUTERS AND OTHER OFFICE MACHINE/EQUIPMENT 

1. All computers <strong>and</strong> other office machines/equipment shall be switched off <strong>and</strong> 

unplugged from electrical outlets when not in use. 

2. Playing computer games, internet chatting <strong>and</strong> social networking activities are 

prohibited at all times (including thru personal <strong>and</strong> PLM-provided computers). 

3. All office machines/equipment which will not be utilized for at least thirty (30) 

minutes shall be shut-off. 

4. All personal energy-consuming equipment/appliances such as electric stoves, 

refrigerators, microwave ovens, oven toasters, electric pots, TV sets, etc. not 

covered by Memor<strong>and</strong>um Receipts (MRs) shall be considered unauthorized. Hence, 

the use of such items inside PLM will be prohibited. 

5. All equipment shall be unplugged when offices are left unattended. 

D. USE OF LIGHTS AND ELECTRICAL OUTLETS 

1. Lights in all classrooms shall be switched off after every class. Students are 

prohibited from staying inside classrooms after their class to avoid the excessive 

use of lights, electric fans, A/C units <strong>and</strong> other utilities inside classrooms. It shall 

be the responsibility of faculty members to ensure that their students always leave 

their classrooms at the conclusion of each class. Every college shall assign a

epresentative from their respective units to monitor their classrooms <strong>and</strong> report to 

the Task Force’s Monitoring Team whenever necessary. 

2. All rooms, corridors <strong>and</strong> hallways that are naturally-lit by sunlight shall have all 

lighting fixtures turned off until sunset or whenever there may be a need for 

illumination in certain areas even during daytime. Unnecessary lights shall be 

turned off always. 

3. Lighting in all comfort rooms shall be switched on only when needed. 

4. Electrical outlets shall not be available to students for charging purposes (i. e. cell 

phones, laptops, etc.). 

5. If possible, practices, sports activities at open field should be done during daytime 

to avoid/minimize use of light/electricity. 

E. USE OF UNIVERSITY FACILITIES 

1. Limit the use of facilities for students <strong>and</strong> employees. 

a. College Foundation Day activities shall be limited to one (1) day only, <strong>and</strong> shall 

not exceed 10:00 p.m. 

b. As much as possible, activities shall be conducted only at UAC or at 

Tanghalang Bayan to minimize use of air-conditioned venues. 

c. Immediate inspection of university facilities shall be conducted immediately 

after conclusion of every activity. 

2. The free use of university facilities shall be limited to approved PLM activities only. 

a. Collect rental fees for outsiders (As per Execom Resolution No. 16 dated 

December 20, 2006 <strong>and</strong> ratified under Board Resolution No. 2042 dated August 

1, 2007) 

b. Outsiders who are authorized to use University facilities for free shall pay for 

electricity <strong>and</strong> water consumption. If needed, they will also be required to pay 

for overtime services of assisting PLM personnel (Janitorial, security <strong>and</strong> other 

necessary personnel) 

3. Food Concessionaires (Canteen, Stalls, Kiosks, etc.) shall be required to pay a 

reasonable rate for rent of spaces they occupy. This will also be required to pay for 

consumption of electricity <strong>and</strong> water thru PDSPO’s installation of Sub-Meters. 

(rental rate shall be in accordance with accounting <strong>and</strong> auditing requirements) 

To maximize further the existing facilities, Audio Visual Room (AVR) at 

Gusaling Corazon Aquino (GCA), Physical Therapy (PT) Room/clinic, Information 

Technology Office (ITO), <strong>and</strong> College of Nursing Office (CNO) should be divided 

into 2 for an additional classroom or another office. 

Energy saving <strong>and</strong> water conservation efforts have been made by PDSPO by 

making all urinals waterless, Inc<strong>and</strong>escent Bulbs (IB) for corridor have been reduced 

<strong>and</strong> replaced by Compact Fluorescent Lamps (CFL), <strong>and</strong> inspection of comfort 

rooms <strong>and</strong> water lines for water leaks are being done on a daily basis for immediate 

corrective actions.

F. USE OF UNIVERSITY VEHICLES 

1. All university vehicles shall be utilized exclusively <strong>and</strong> strictly for official use only. 

2. All trips shall be covered by Trip Tickets (to be secured at OVPA), <strong>and</strong> Travel 

Orders (for trips outside of Metro Manila). 

3. Only authorized drivers shall be allowed to drive university vehicles. 

4. All vehicles shall be parked or stationed within university premises when not in use. 

5. The use of university vehicles shall be coordinated with the Office of the Vice- 

President for Administration (OVPA) which will be responsible for reviewing travel 

programs, schedules <strong>and</strong> activities to minimize unnecessary trips. 

6. If the passenger happens to be a government officer/head with the privilege of a 

transportation allowance, corresponding deductions shall be taken from his/her 

allowance as per <strong>Pamantasan</strong> Administrative Order (PAO) No. 22, s. 2007. 

7. Personnel whose duties regularly require travel outside PLM (i.e. messengers, 

canvassers, buyers, etc.) shall be allowed use of vehicles only to bring/pick up bulk 

or heavy supplies to or from PLM. 

8. Field trips <strong>and</strong> class activities shall not be allowed the use of PLM vehicles. 

9. For outsiders (i.e. Manila City Hall personnel) who wish to use PLM vehicles, 

necessary fees & payments (e.g. rental fees, gasoline allowance, driver’s O.T. pay, 

etc.) should be required, as per Board Resolution on Using University Vehicles. 

10. All employees using shuttle shall pay P5.00 to subsidize partial gasoline expenses. 

G. MAXIMIZE HUMAN RESOURCES 

1. Freeze hiring of new personnel. (if possible) 

a) This shall be limited only to administrative personnel. Part-time <strong>and</strong> full time 

faculty hiring shall be allowed as replacement for those who are on leave, 

resigned, transferred or retired <strong>and</strong> as the need for teaching personnel requires. 

b) Conversion of appointment from administrative to faculty or vice versa may 

be allowed provided it involves the same salary grade. 

2. Conduct personnel inventory by Internal Control Office in coordination with Human 

Resource Development Office. Offices with excessive number of personnel may reassign 

some of theirs to other offices that need additional personnel, thus preventing 

the hiring of new employees. 

H. USE OF BOOKS AND PERIODICALS 

1. Reduce purchase of professional <strong>and</strong> reference books. 

2. Newspaper subscription should be limited to the University Library, Procurement 

Office, COA Office, OVPA, OVPFP, OVPAA, OEVP <strong>and</strong> the Office of the 

President. 

3. Textbooks should not be provided by the Library. 

I. WATER CONSUMPTION 

1. Water conservation signage shall be posted in all C.R’s. 

2. Install water sub-meter at PRMEC Building, Coop Office, Canteen <strong>and</strong> food Kiosk 

inside the campus. 

J. USE OF OFFICE SUPPLIES 

1. Office supplies shall not be used for personal purposes. 

2. Recycle the use of bond paper, if possible, to minimize paper consumption.

3. For procurement, purchase shall be limited to the most commonly used office 

supplies <strong>and</strong> materials. 

4. Regularly conduct physical inventory of office supplies to control issuance <strong>and</strong> use. 

K. STRUCTURAL REFORMS 

1. The concept of merging/streamlining of administrative offices shall be 

studied/examined for possible implementation (please see attached Proposed 

Organizational Chart). 

As approved, strict implementation shall be done. A Task Force Monitoring Team is 

hereby constituted to perform an oversight function <strong>and</strong> to ensure that the <strong>Austerity</strong> <strong>Measures</strong> 

are fully observed. 

TASK FORCE MONITORING TEAM 

Team Leader: Rol<strong>and</strong>o G. Marasigan, PME 

Reporting Team Leader: Marita S.D. Barrientos, REE 

Fe T. Cawit 

Sub Team # 1 – Gusaling Lacson, Gym, University Café 

1. Alex Ramirez 

2. USG – (assigned on the specific area) 

3. Arvin Colet/Richard Villaran 

Sub Team # 2 – Gusaling Bagatsing, Katipunan, Property Office Bldg. 

1. Gerry Ferrancullo 

2. USG – (assigned on the specific area) 

3. Silvino Fadera/ Pepe Aldovier 

Sub Team # 3 – Gusaling Villegas <strong>and</strong> Gusaling Corazon Aquino Bldg. 

1. Vener Torrecampo 

2. USG – (Roving Security Assigned) 

3. Loida Mercado/Cristina Dunton 

Sub Team # 4 – Gusaling Atienza, University Activity Center, Chapel, Tanghalang 

Bayan <strong>and</strong> Pride Hall 

1. Leo Rivas/William Cueva 

2. USG – (Roving Security assigned) 

3. Marcelito Reyes/Noel Abarca 

Please be guided accordingly. 

DANILO A. BALUYOT 

VP for Administration

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