Policies for the Center for Continuing Education and the Convention Center 
(BOR Resolution No. 124, s. 2024)

1. Policy Proposal for the Compensation of Job Order (JO) Personnel extended hours during events at CCE and Convention Center

Events hosted at CCE & Convention Center often extend beyond regular working hours, requiring the assistance of Job Order (JO) personnel for setup, operations, and restoration activities. To ensure fair compensation for their efforts, a structured compensation payment system is hereby proposed.

Payment Structure:

• For events extending beyond 5:00 PM, job order (JO) personnel shall be compensated at a rate of Php100 per hour for each additional hour worked (See Annex A for the basis of computation). Both the Center for Continuing Education (CCE) and the Convention Center require the presence of two (2) JO personnel each during such events.
• The cost of extended hour compensation shall be shouldered by the renting party. This ensures that the university does not incur additional expenses and that JO personnel are fairly compensated. For instance, if an event extends for three (3) hours past 5:00 PM at the Convention Center, the total compensation for two (2) JO personnel would amount to Php 600 (P100/hr x 3 hr x 2) which will be charged to the renting party. The renting party shall pay to the project manager or designated personnel, covering both the venue rental fee and the compensation for the Jo personnel. An official receipt shall be issued to the renting party itemizing the total amount paid.
• The contract of the job order (JO) personnel, as assigned by the project manager, shall explicitly state their entitlement to claim compensation for extended hours incurred during events that extend beyond 5:00 PM. This compensation shall be duly reflected in the payroll for the month in which the event occurred.
  
  2. Policy Proposal for Complimentary Venue Use and Associated Utility Fees at CCE and Convention Center
  
  The Center for Continuing Education (CCE) and the Convention Center operate as part of the Income Generating Projects of the University. Occasionally, certain group, organization, department and office request the use of such venues free of charge, while the university is committed to supporting various initiatives, it is essential to manage these requests carefully to avoid conflicts in scheduling and ensure that the costs associated with venue usage, such as electricity & other utilities are covered. Recent monitoring revealed that both venues have incurred significant utility expenses particularly on electricity during events where free venue use was granted, without charging the requesting parties for these costs. This has resulted in reduced income for both IP projects and has created a misleading impression of higher operating costs. In reality, these inflated costs stem from events where free usage was approved without the recovery of basic utility expenses. Therefore, it is crucial to implement a policy that requires all parties, even those granted free venue usage, to pay for the utility costs incurred during their events. This will ensure the venues' financial sustainability and provide a clearer picture of their operational efficiency.

Proposal for the Approval Process & Utility fee requirement:

• All requests for free venue usage must be addressed to the Office of the President with the recommending approval of the Project Manager and Vice President for Resource Generation & Auxiliary Services. The Project Manager will verify that there is no conflict with existing bookings and ensure the feasibility of the request.
• Even if the venue usage is approved as free, the requesting party shall still be required to pay for the utility bills (electricity & water usage, garbage fee).
• For the Convention Center the mandatory utility fee is Php 500 per hour (See Annex
  A for the basis of computation)

For the Center for Continuing Education (CCE) the following utility fee will apply:

Implementation:

The proposed policies will take effect upon approval by the relevant university authorities (UADCO and BOR). Communication of these policies will be distributed to VSU constituents to ensure awareness and compliance.