Policy on Tree Management in Visayas State University Baybay Campus
(BOR Resolution No. 146, Series of 2025)

Proponents: VSU Tree Management Committee
Dr. Renezita S. Come - Chair; Dean, FFES
Dr. Moises Neil V. Seriño - Co-chair; VP for Administration and Finance

Members
For. Samuel O. Bernaldez - Lead, DFS - Forest Conservation Unit
Dr. Angelica P. Baldos - Head, DFS
Assoc. Prof. Roden Troyo - Head, Grounds and Landscape Maintenance
Engr. Marlon Burlas - Director, GENSO
Dr. Dennis P. Peque - Director, FPITC

Rationale

Current Tree Planting Practices and Growing Challenges

Visayas State University has maintained a longstanding commitment to environmental stewardship through its tree planting initiatives, most notably the annual tree planting activity required for graduation. As VSU's student population continues to expand, the scale of these plantings has increased correspondingly, creating both opportunities and challenges that necessitate systematic policy guidance.

Currently, all plantings take the form of enrichment activities, with species selection dependent upon availability at the Department of Forest Science (DFS) Nursery. The Forest Conservation Unit (FCU) strategically targets areas experiencing significant disturbance that require rehabilitation. However, the current operational framework presents notable safety and coordination concerns, particularly during large-scale enrichment plantings in areas such as MPTS and Kanagahan, where up to 100 students participate simultaneously under the supervision of only three Forest Guards, with unclear role definitions between Forest Guards and Tree Planting Coordinators.

Safety and Resource Management Imperatives

The university faces mounting safety risks as tree planting activities frequently occur near campus structures and along roadways, creating potential hazards to both human safety and university property. The Department of Forest Science routinely receives requests for tree inventory and assessment of trees planted in proximity to buildings and roads, often resulting in costly regular pruning or complete removal—expenses that could be minimized through strategic advance planning and optimal resource allocation. On average, VSU spends close to half a million pesos annually on labor, fuel, and equipment maintenance for pruning and cutting of trees assessed to pose risks to people and property (Table 1).

Table 1 Cost accruing to pruning and cutting of trees within the VSU Baybay Campus in the last five years

¹chainsaw operator, field assistants; 22 days each
²average of 30 liters per month
³2T, other spare parts, repair costs

If we compare the costs of pruning and cutting against the peso value of the timber that is gained after, it is several times higher since most of the trees cut are species that produce low-quality wood and are not even recommended for construction or furniture purposes (Table 2).

Table 2 Volume and peso value of usable wood obtained from cutting in the last five years

¹ all commercially available species commonly sold in local lumberyards
² average price per boardfoot, Php 80

In addition, the potential and/or actual value of the damage caused by trees to people and property is even more difficult to estimate. For example, roots of some trees planted close to some buildings have already blocked canals running beside it. Widow-makers have fallen on vehicles and motorists inside the campus. The majority of pruning and cutting requests are for trees that have either been planted or growing close to buildings and other structures in the campus.

Strategic Opportunities for Policy Development

The creation of the Land Use Development and Infrastructure Plan (LUDIP) presents a timely opportunity to formalize and refine tree planting policies across VSU's jurisdiction. This policy framework would enable the university to expand beyond traditional protection and conservation objectives to encompass sustainable production of essential forest resources, including timber, bamboo, rattan, and fuelwood.

Institutional Necessity

Given VSU's trajectory of growth—characterized by increasing population density, expanding infrastructure development, and evolving forest conservation priorities—the implementation of a comprehensive Tree Management Policy has become imperative. Such a policy would provide essential guidance for the strategic planning and systematic execution of all planting activities, ensuring that the university's environmental initiatives align with institutional development goals while maximizing safety, efficiency, and long-term sustainability.

With the above in mind, the following policies in relation to the management of tree resources within VSU are proposed:

A. Budget Allotment to the Tree Management Committee

The Tree Management Committee, the advisory body to the Office of the President on matters relating to the management of trees inside the VSU Baybay campus, not only focuses on advising the President but a team is hired to act on approved requests like pruning, cutting, processing of cut stems, tree planting, and other tree management activities. TMC expenses listed in Table 1 have no clear allotment of funds. The usual practice is that labor and other operating expenses are charged to the OVPAF. In some instances, the DFS and FFES already shoulder some of the expense when the funds are not sufficient.

It is proposed that funds for the expenses related to labor and maintenance be specifically allotted for the operation of the TMC.

B. Identification And Delineation Of Tree Planting Areas For Specific Purposes

The DFS - Forest Conservation Unit (DFS - FCU) will lead in the identification and delineation of tree planting areas for the following purposes:

1. Protection (enrichment plantings, restoration of degraded areas)
2. Production (timber species)
3. Production (non-timber species; e.g. bamboo and rattan), and
4. Woodlots (fuelwood production).

The maps and other relevant information will be relayed to the TMC for deliberation, in view of the VSU LUDIP and other university planning documents.

Periodic review by TMC and DFS - FCU of the maps and the sites will be done based on needs of the university.

1. Tree Planting As A Graduation Requirement

The DFS - FCU will prepare the tree planting calendar which will include the following information:

1. Date of planting
2. Degree program
3. Tree planting area to be used, which may not be limited to areas under VSU jurisdiction but can include areas within Baybay as part of the extension activity of the university.
4. Tree species to be planted.

The calendar will be disseminated to all Tree Planting Coordinators.

The DFS - FCU is responsible for the following tasks:

1. Prepare the area for planting, e.g. staking, brushing, visible markers on the trail to the tree planting site.
2. Conduct a pre-activity orientation with the TPC and students.
3. Guide the TPC and students to the designated tree planting area.
4. Demonstrate the proper way to plant. and the disposal of the polybag after removal.
5. Check if the seedlings have been planted correctly.
6. For validation in the Tree Planting Masterlist, sign the space in the attendance sheet corresponding to the name of the student who successfully and correctly completed the tree planting.
7. Prepare the Tree Planting Masterlist and forward a signed copy to the TPC.
8. Coordinate with the DFS Nursery In-charge on the tree species to be raised based on needs of the different tree plantation areas.
9. Arrange with the Security Office and other relevant agencies in securing clearance for entry to the planting sites to ensure safety of the participants.

The Tree Planting Coordinators (TPC) are responsible for the following tasks:

1. Attend the required orientation for TPCs conducted by the DFS - FCU at the start of every semester.
2. Organize students assigned under her/him including the bulk procurement of seedlings to be planted.
3. Arrange with USHER the necessary preparation for first aid provision (e.g. stand-by medics at the drop-off point) to ensure safety of the participants.
4. Ensure that the students are informed of and are following the requirements before joining the activity: wearing proper field attire (long sleeves, pants, shoes/rubber boots, bolo(sundang), and bag to carry the seedlings. No student will be allowed to join if any one of these are missing/not followed.
5. Accompany the Forest Guards on a pre-activity inspection visit of the assigned tree planting area.
6. Provide a list of participants with the following information: names, degree program enrolled in, sex, age, and special requirements (for provision of alternatives in case of health issues, valid proof is needed).
7. Accompany and supervise the students throughout the whole duration of the tree planting activity. The tree planting activity will not proceed without the participation of the TPC.
8. Prepare the necessary documentation for issuance and validation of the Tree Planting Masterlist.
9. Receive and keep the validated Tree Planting Masterlist for forwarding to the Office of the University Registrar.
10. Arrange for special tree planting or its alternative for students who were unable to join their scheduled date.

The students are responsible for the following:

1. Signify to their TPCs their intention to comply with the requirement.
2. Coordinate with TPC regarding requirements prior to, during, and after the conduct of the tree planting.
3. Follow the instructions for the safe conduct of the tree planting activity.

To decongest the huge number of tree planting requests especially towards the end of the academic year, the student may participate in a calendared tree planting activity as early as during the time s/he takes her/his NSTP course. The arrangements for an NSTP-related tree planting activity will be coordinated with NSTP coordinators and the concerned TPC of the degree program where the student is enrolled in.

In the event that the student has transferred to another school and has already obtained a Tree Planting Certificate, the certificate is valid only for VSU use. It is up to the school if the VSU certificate will be accepted or not. No other certification will be issued by VSU.

The tree planting activity organized by VSU as part of graduation requirements is only for VSU students. Individual requests from students enrolled in other schools for participation in VSU’s tree planting activities as part of compliance with graduation requirements will not be accommodated.

D. Tree Planting As Part Of University Activities And Requests From Various Organizations

Requests for tree planting activities will be addressed to the Tree Management Committee through the DFS - FCU.

DFS-FCU will assess the request and if feasible will advise on which tree planting area to use, the species to plant, and other similar tasks done for a tree planting activity as a requirement for graduation.

Since this is a special purpose tree planting activity, the signatory of the request will serve as the Focal Person or the equivalent of the TPC and will perform the duties of a TPC.

E. Requests Of Organizations For Free Tree Planting Materials

Requests for provision of free tree planting materials from various VSU and non-VSU organizations will be at a maximum of 50 seedlings per request, depending on their availability. The choice of species will be decided by the DFS. In excess of 50 or if not the preferred species, the requesting party pays for the published price of the seedlings.

F. Tree Planting For Landscaping Purposes

Tree planting for landscaping purposes on areas near structures, roads, and other features whether existing or proposed will use small to medium - sized trees and will be done only upon the assessment and advice of the TMC.

E. Pruning / Cutting Of Trees Assessed To Be Hazardous to Structures and People

The TMC and DFS - FCU will conduct a semi-annual inventory of trees near structures, roads, and other features in the campus to determine the degree of risk and damage they might cause.

Based on the assessment, TMC will provide advice to the Office of the President on possible courses of action to minimize risk and damage to lives and properties of the university.

TMC will act on the decision of the Office of the President.

Cut trees will be gradually replaced with the appropriate small to medium - sized tree species following a replacement planting calendar. One cut stem will be replaced by 10 planted seedlings in areas that will be identified by the TMC.

G. Charges to Pruning / Cutting Requests

1. The fuel costs accrued by any pruning or cutting request from any office of VSU will be charged to the funds of the office of the requesting party.

Table 3 Comparison of average fees versus proposed charges for pruning or cutting

The proposed fees for pruning and cutting are estimated to cover the costs of fuel and equipment maintenance costs.

In the event of cutting, the requesting party will also shoulder the payment for the procurement of the replacement seedlings (see Item G; one cut stem = 10 replacement seedlings).

2. In the case of cutting or pruning requests for residential areas within the campus, fuel costs will be shouldered by the requesting party (personal). 

I. Periodic Conduct of Tree Inventory and Updating of Tree Registration Records

The TMC will conduct a periodic inventory of all trees 254 inside the campus to monitor stand development and to regularly update the tree registration records.

DFS Nursery staff will conduct a semi-annual inventory of seedling trees in the DFS Nursery.

Maps of tree planting areas will be periodically updated, and copies will be provided to the OVPPD and other relevant offices.

J. Production of Planting Materials

The DFS Nursery will produce and provide the required planting materials for various tree planting purposes.

In coordination with the DFS - FCU, the species and estimated number that will be produced will be determined based on the tree planting calendar and the replacement calendar for trees subjected to various silvicultural treatments.

K. Silvicultural Treatments in All Tree Planting Areas

DFS - FCU will assess and provide recommendations to the TMC for appropriate silvicultural treatments to all tree planting areas.

The TMC will provide advice to the Office of the President and will act based on the decision of the OP.

Such silvicultural treatments may include salvage and sanitation cuttings and thinning operations aimed at timber stand improvement.

All cut stems will be deposited in a designated secure landing area where further processing will take place.

The distribution/usage of wood produced from such cuttings will be determined by the Office of the President.

Naturally fallen timber that still has sound wood usable for furniture and/or construction purposes will also be treated under Item K of this policy.

L. Issuance of Resource Collection Permits

1. Fuelwood

Application for fuelwood collection permit is done at the FCU office. Only fuelwood that can fit one 50 kg - sized sack is allowed per applicant per day. The approved permit also serves as the permit to carry the fuelwood from its point of collection.

Once the woodlots have been established 300 and are able to provide enough volume to support fuelwood requirements of neighboring barangays, all fuelwood cuttings will only be allowed within the woodlots.

The DFS - FCU will monitor and ensure that permit holders are guided on the location of the woodlots and the allowed volume per permit applicant per day.

Fuelwood collection may be allowed for fallen branches in production areas, but only under the close monitoring of the DFS - FCU.

2. Wildings

A written request will be addressed to the committee for appropriate action.

Wildling collection is only allowed for plant species identified by the FCU to be abundant after masting season and those whose conservation status is not vulnerable or higher.

Wildling collection will follow the protocol established by the FCU, e.g. only those under the canopy of the mother trees will be collected.

M. Access to the VSU Forest Reservation

1. VSU Laboratory Classes and Other Academic And/Or Related Activities

Ingress to and exit from (if entering via other access points outside VSU) the reservation for all activities whether for laboratory classes, other academic and/or related activities or non-VSU activities (e.g. trekking / mountaineering groups; surveys) will only be allowed after existing security and access protocols of the university have been followed.

2. Forest Bathing

As part of the university policy on VSU’s Action on Wellness on Work and Work on Wellness (VAWOWOW), the proposed route for Forest Bathing is from the DFS Nursery Complex to the Biodiversity Research Center using the trail that passes through the “crossing/ bagras area”, every Wellness Wednesday. Coordination and registration with the DFS - FCU personnel is required before starting on a forest bathing walk. Appropriate attire is required for all participants to ensure safety during the activity.