
The Office of the Quality Assurance holds series of meetings in preparation for the ISO External Audit after the 4-day Mock Audit conducted last July 31-August 1, 2025 and August 7-8, 2025. The meetings commenced with a review of recommendations with the Top Management last August 11, 2025 at the Board Room together with Dr. Rodolfo B. Burac, Jr, ISO Focal Person; Mr. Noel Rapsing, Document Control Officer; Mr. Michael O. Ogaya, Lead Auditor; and Mr. Nestor John C. Villamor, Information Systems Analyst. Recommendations from the consultant was presented by the Office of the Quality Assurance through Mr. Rex Jr. G. Torrefiel, AOIV. The top management discussed recommendations from the Strategic Plan, Internal and External Issues, Quality Policy, Determination of Scope of the QMS Manual: Production, Organizational Structure, and Business Process Flow, Customer Satisfaction Survey and Customer Complaint, Management Review, ISO Awareness, Updates on Documented Information, until the Preparations for the External Audit. This was followed with recommended actions from the top management in line with the suggestions from the consultant to strengthen the initial preparation of the institution.

After the meeting with the Top Management, the Office of the Quality Assurance proceeded with the meetings held for five (5) days at the QA Conference Room. Process owners were called for a meeting in small groups:
August 20, 2025 – Morning Session
- Procurement
- Supply and Property Management
- Project Management and Physical Plant Facilities (PMPPF)
- Planning and Development Services (PADS)
August 20, 2025 – Afternoon Session
- All Colleges
- Office of the Vice President Academic Affairs (OVPAA)

August 27, 2025 – Morning Session
- Human Resource Management Office (HRMO)
- Office of the Registrar
- Guidance
- Admission
- Supervising Administrative Office (SAO)
August 27, 2025 – Afternoon Session
- Medical Services and Dental Unit
- Veterinary Services
- NSTP
- General Library

August 28, 2025 – Morning Session
- Security Services
- Motorpool
- Chief Administrative Office (CAO)
August 28, 2025 – Afternoon Session
- Research and Development
- Technical Advisory and Extension (TaExs)
- Financial Management Services (Accounting, Budget, Cashier)
- Office of the Vice President for Administration and Finance (OVPAF)

August 29,2025 – Morning Session
- Office of Student Affairs and Services (OSAS) Units
August 29, 2025 – Afternoon Session
- Office of the President (OP)
- Office of the Internal Auditor
- Legal Office
- Gender and Development Services (GAD)
- Management Information System (MIS)
- Alumni Affairs
- Internalization Office


The meeting discussed the Quality Management System (QMS), Quality Policy (QP), ISO Procedural Manuals specifically the Section Clauses related to the Process Owners, Non-conformity and Corrective Action Reports (NCARs) and its form, inclusion of Customer Satisfaction Survey and Costumer Complaints in the Quality Objectives (QO) and the review and updates of the documented information.
The group meetings also identified the common forms with Mr. Noel Rapsing, Documents Control Officer subject for revision and registration. All the units agreed that specific units will be in-charge of these common forms and will accomplish a Utilization of Documented Information for monitoring. Most of the meetings instigated dialogue over the process of issuing Non-conformity and Corrective Action Reports (NCARs), the conduct of Customer Satisfaction Survey and Customer Complaints, changes of the Control of Documented Information (CDI), and the updates of their documented information based on the recommendations. Through this, process owners were given light in bettering the implementation of ISO in their respective units and the importance of regular monitoring in streamlining the processes.
Specific units were also reminded to prepare the documented information of their core processes such as Recruitment Process and Training Needs Analysis (TNA) and Plan for Human Resource Management Office (HRMO), Preventive Maintenance Plan for Project Management and Physical Plant Facilities (PMPPF) and Motorpool Services. Units with devices and equipment were also reminded to secure a Certificate of Calibration from a third-party calibrating body. The Office of the Quality Assurance and ISO Focal Person were also working in polishing the process for the Customer Satisfaction Survey and Customer Complaints through feedbacks and suggestions from the process owners. This was done to help the process owners understand the importance of their role in the achievement of the goals and objectives of the Quality Management Systems (QMS) Manual.