Snacks for Defense Panels (Undergraduate and Graduate)

Existing policies discourage the practice of students bringing food for defense panels. As such, the departments may order snacks for defense panelists, subject to the following guidelines:

Coverage and budget per College

1. Only the following are allowed defense snacks:
   • Undergraduate thesis defense panels for course codes are listed in Annex A
   • All graduate final defense panels
2. Following the procedures for ordering meals for meetings, the department may order with any of the canteen concessionaires.
3. For the undergraduate thesis defense panels, the budget is the aggregate amount of P50 for every student enrolled in the courses listed in Annex A. For example, a thesis course having 30 students enrolled entitles the department to a budget of P1,500. This amount may be spent for defense snacks on a per thesis group basis or as a lump sum for all thesis defense panelists.
4. For the graduate final defense panels, the budget is P200 for every student enrolled in the thesis final defense and P280 for every student enrolled in the dissertation final defense. As graduate defenses are held on separate dates, the amount is assumed to be on a per panel basis.
5. The budget for undergraduate and graduate defense panels should be not aggregated.

Preparation of PRS

Revised as of 13 Feb 2024

FOR UG:

1. Department secretary to prepare required attachments as proof for processing of payment in BPMS:
   a.Grading Sheet
   b.Final Defense Schedule
   c.Scanned copy of Invoice (No erasure)
   d.Inventory of Payments for UG Snacks
   e.Email Recommendation from Department Chair
2. Department to ensure and evaluate the above documents that summary of total expense is based on the allowed budget of P50 per student enrolled in the course. Pleases refer to Annex A for more details.
3. Once confirmed and approved, the Department secretary will create BPMS entry using the following:
   a.Evaluated and approved documents/attachment
   b.Summary of expenses
4. Department secretary will forward to the Chair for BPMS approval.
5. Once approved, the Department Chair will forward the BPMS to College Dean for approval.
6. Once approved by College Dean, BPMS to be forwarded to FAO for processing.
7. Department Secretary may check the status from the Finance and Accounting Office (FAO).

FOR GS:

1. Department secretary to prepare required attachments as proof for processing of payment in BPMS:
   a.Grading Sheet
   b.Final Defense Schedule
   c.Scanned copy of Invoice (No erasure)
   d.Inventory of Payments for GS Snacks
   e.Email Recommendation from Department Chair
2. Department to ensure and evaluate the above documents that summary of total expense is based on the following:
   a.P200 per student enrolled in Thesis Final Defense
   b.P280 per student enrolled in Dissertation Final Defense
3. Once confirmed and approved, the Department secretary will create BPMS entry using the following:
   a.Evaluated and approved documents/attachment
   b.Summary of expenses
4. Department secretary will forward to the Chair for BPMS approval.
5. Once approved, the Department Chair will forward the BPMS to College Dean for approval.
6. Once approved by College Dean, BPMS to be forwarded to FAO for processing.
7. Department Secretary may check the status from the Finance and Accounting Office (FAO).