About the Office of the Secretary of the University and the University Records Office (OSU-URO)
The Office of the Secretary of the University and the University Records Office (OSU-URO) is headed by the Secretary of the University, who also serves as the ex-officio Secretary of the Board, as stipulated in Section 2, Article 21 of the University Code.
Before revising the University's organizational structure in 2016, the head of the University Records Office (URO) directly reported to the University President. However, considering its function, this is now placed under the Office of the Secretary of the University (OSU) per BOR Resolution No. 17, Series of 2016. Thus, the entire Office is now called the Office of the Secretary of the University and the University Records Office (OSU-URO).
The OSU-URO keeps complete and accurate records of the proceedings of major meetings in the University and the necessary documentation to circularize and disseminate policies formulated by the Board of Regents (BOR) and the University Academic Council (UAC), the Administrative Council (AdCo), and the University Research and Development, Extension, and Innovation Council (URDEIC).
Furthermore, it is the duty of the OSU-URO, as directly delivered by the University Records Officer, to serve as the Custodian of University Policies and Records. Hence; the URO maintains the policy and records library of the University being responsible for publishing and managing University regulations, bylaws and rules, and amendments of these; keeping efficient records and archives management system; and in discharging the University's responsibilities under relevant privacy and information access legislation (such as the Freedom of Information or FOI EO No. 02, S.2016 and RA 10173 or Data Privacy Act of 2012).
The OSU-URO has three sections:
- BOR/PBR/UAC/AdCo/URDEIC Secretariat;
- Circularization and Communications Section; and
- Administrative Section.
The BOR/ PBR / UAC/ AdCo/ URDEIC Secretariat is responsible for the provision of secretariat support to the University Board of Regents (BOR), Top Management, University Academic Council (UAC), Administrative Council (AdCo), and University Research and Development, Extension, and Innovation Council (URDEIC) and other decision-making bodies [including but not limited to the Pre-Board Review (PBR) and Board Search/Nomination/Evaluation/Ad Hoc Committees], in the good governance of the University.
As the gatekeeper of communications, the Circularization and Communications Section manages the inflow and outflow of documents to/from different stakeholders (internal or external), ensuring that they are received, released, appropriately tracked, and acted promptly. This Section is responsible for the (1) messenger and liaising duties of logging/encoding, sorting records and documents, and routing these as well as dispatching mails to courier services, (2) responding to inquiries regarding official communications received and released by OSU-URO; (3) making draft communications (e.g., letters, memorandum) for the Secretary of the University and the Board of Regents (SUBR) and the Office of the President; (4) and ensure the circularization and dissemination of policies. To ensure that documents from the external campuses are acted promptly in the Main Campus, the Liaison Officer for External Campuses (LOEC) is under this Section. The LOEC acts as a liaison in distributing and collecting official documents from external campuses and facilitating its delivery to concerned offices in Obrero Campus, ensuring that these are acted accordingly.
Manned by the Administrative Officer (AO), the Administrative Section performs the following services/duties in support to OSU-URO’s daily functions in the University: (1) procures and manages office supplies and equipment; (2) maintains records on office expenses, personnel, supplies, and equipment; (3) disburses funds for BOR honorarium, cash advances, travel allowances, and office expenses; (4) facilitates the delivery of BOR materials, and (5) accomplishes travel reports and other related matters.
On top of these duties, the Secretary of the University and the University Records Officer also act as the University Document Control Officer (UDCO) and the Obrero Campus Document Control Officer (CDCO), respectively in support of the University's commitment to improving its Quality Management System (QMS). The primary responsibility of the DCOs is to ensure that the establishment and implementation of official documents and records of processes conform to the requirements of the QMS based on the International Organization for Standardization (ISO).
The OSU-URO also leads the implementation of the Freedom of Information (FOI) Program in the University, in compliance with Executive Order 02 signed by President Duterte, which provides a policy for full public disclosure of all government records in the Executive Branch involving public interest and upholds the people’s constitutional right to information on matters of public concern. The Secretary of the University and the University Records Officer act as FOI Decision Makers (FDM), while three other OSU-URO Staff are designated as FOI Receiving Officers (FRO).
Through all these, the OSU-URO commits itself to contributing to the good governance of the University.