AdZU External Projects Policies and Guidelines – University Research Office-Ateneo de Zamboanga University

Ateneo de Zamboanga University

External Projects Policies and Guidelines

RATIONALE

These policies and guidelines have been formulated to provide a structure regarding the university's mission to address development needs in Mindanao and the Philippines, specifically in regards to projects undertaken in partnership with external organizations such as funding agencies, government offices, and similar entities.

This policy was established to ensure that AdZU acknowledges and supports a variety of engagements aligned with its Vision, Mission and Identity statement; and to ensure that the utmost integrity and excellence are observed in all programs, projects, and activities.

Furthermore, this document shall prescribe to the members of the ADZU community the essential processes involved in the initiation, proposal writing and conduct of university-endorsed programs, projects, and/or activities.

SCOPE

This policy shall cover projects pertaining to the following: (i) those that are officially endorsed and awarded to the university, and (ii) those for which memoranda of agreement (MOA) are made between the AdZU and the funding organization.

APPROVAL PROCESS

Approval shall be made on the project at the proposal stage as detailed in the flowcharts below, dependent on which unit the proponent belongs to.

The approvals described in the above flowcharts are the sequential approvals needed from the proponent’s affiliate office up to the University President. Note that as illustrated above, approval must be sought from a specified university council before approval is sought from the President. The approving council shall also function as the project’s oversight and monitoring council subsequent to the project’s approval. For projects encompassing multiple components, joint councils may be called.

As applicable, the approving councils shall invite and consult university administration offices such as HRADO, Finance Office, PPO, CITS, etc. to review the project based on its particular features and needs. The President may also send delegates to represent him in council meetings.

Approvals shall be administered by the approving entities while considering the needs of the school/college/unit or office and the amount of time needed for the project.

ELIGIBILITY GUIDELINES

Submitted proposals should reflect the mandate/mission of the office/department or unit where they come from. It should also be in line with the AdZU’s Vision and Mission.

WORKLOAD GUIDELINES

This policy will protect project proponents from being exploited by funders and sponsors; it will also ensure an equitable work environment, integrity and transparency (disclosure of information) to Ateneo de Zamboanga University and the funding agencies.

Workload assignment with consultation and approval of the unit head and direct superior; following the principle of full disclosure and transparency in determining the appropriate workload.
For staff positions, the work shall not adversely affect the responsibilities of the AdZU employee.
For faculty positions, the class meetings and other responsibilities should not be adversely affected. Should they be unable to meet their classes due to the involvement, the faculty must comply with the requirements of seeking a substitute, or they must schedule a make-up class; if not, their absence shall result to salary deduction.
Consideration must be given to maintaining these duties or services by appointing a suitably qualified replacement when necessary.

COMPENSATION AND EMPLOYMENT GUIDELINES

The proponent may agree to compensation from a funding agency, provided that:

It is deemed fair and reasonable considering the workload.
In general, external projects shall follow AdZU compensation rates; compensation shall not be disproportionately smaller or larger than the AdZU scheme.
Full-time Project implementers shall be paid their full AdZU salaries plus honoraria. These honoraria shall be, at maximum, based on the ceiling rates shown in the table below. Both salaries and honoraria of the persons involved in the projects shall be requested from the funders.
Part-time Project implementers shall also be paid their full AdZU salaries plus honoraria, wherein the external funder shall provide the honoraria while also reimbursing AdZU for a portion of the implementer’s salary to the extent that they shall affect the implementer’s AdZU work-hours, as determined by the approving council. The honoraria shall also be, at maximum, based on the ceiling rates shown in the table below.
All persons involved in an externally funded project will be considered AdZU employees.
The persons involved in the project shall be the only ones compensated according to their AdZU salary and honorarium.
No two or more functions of the same project can be handled by the same person.

Project Team Composition	Description	Ceiling Honorarium (per month)
Project Leader	Conceptualizes project proposals, research variables, design formulation, and has a specialized skill for the project	Php 20,000.00
Project Manager	Manages and supervises the daily operations of the project (it includes administration, financial and logistical tasks)	Php 15,000.00
Project Associate	Implements the projects and serves as the field supervisor for research projects.	Php 12,000.00
Project Assistant	Assists the Project Associate in the daily operations of the project.	Php 10,000.00
Admin and Finance Staff	Performs tasks pertaining to the logistics, finances, and administration of the project.	Php 6,000.00
Independent Consultant	An expert of a certain project – capable of fulfilling specific tasks and responsibilities for the project	Consultant’s rate

ADMINISTRATIVE FEE

As a general rule, all projects will include an administrative fee. It will consist of an overhead/indirect cost of no less than 10% of the total project cost. This fee will cover administrative services and the use of the university’s electricity, space, and other facilities during the conduct of the external project. In special cases, this fee may be adjusted or waived by the University President.