TABLE OF CONTENTS

I. INTRODUCTION
1.1. Good Housekeeping .............................................
1.2. 7S Structure & Composition .................................
1.3. Duties & Responsibilities .......................................
1.4. Standard Operating Procedures.............................
1.5. Scope ....................................................................

II. 7S HOUSEKEEPING CONCEPTS

2.1. The Concept of 7S ................................................
2.2. Importance of Practicing 7S ...................................
2.3. Management’s Role in 7S Implementation .............
2.4. Implementing 7S
2.4.1. 7S – 1 Sort .................................................
2.4.2. 7S – 2 Set in Order ......................................
2.4.3. 7S – 3 Shine ...............................................
2.4.4. 7S – 4 Standardize .....................................
2.4.5. 7S – 5 Sustain ............................................
2.4.6. 7S – 6 Safety ..............................................
2.4.7. 7S – 7 Spirit .................................................

III. QUALITY STANDARDS

 I. INTRODUCTION

1.1. Good Housekeeping

7S is one of the most widely adopted techniques of the

organizations today to sustain the pursuit for Quality Management System.
In line with the University’s Commitment to be ISO Certified, it hopes to
establish operational stability required for making and sustaining continuous
improvements.

The primary objective of 7S is to create a clean, orderly and safe

working environment where there is a place for everything and everything
is in its place. It is believed that a healthy workplace results in a safer, more
efficient and more productive implementation of procedures and processes.
Beyond this, it also helps establish the framework and discipline required to
successfully pursue other continuous improvement initiatives.

In view of this, Bohol Island State University through the Office of

the University Quality Workplace Organization Officer has implemented the
7S of Good Housekeeping to ensure a sound and systematic approach in
improving working conditions by concentrating on maintaining discipline
needed to efficiently and effectively discharges its tasks and functions.

Three Key Factors to Good Housekeeping:

1. Overall Cleanliness and Orderliness

 No matter how the level of occupancy, Bohol Island State
University can improve conduciveness, hygiene and safety of its work
environment by keeping all its work areas clean, organized and uncluttered.
This can be achieved through regular housekeeping, timely disposal and
removal of items that are seldom used and no longer needed.

2. Adequate Space and Proper Layout

Bohol Island State University has to carefully review space

requirements based on actual operation that may suggest ways for better
layout. A well-designed work space with equipment arranged for optimum
workflow will improve efficiency and productivity as well as ease with which
work activities can be carried out.

3. Correct Storage and Material Handling

Proper storage and handling equipment are necessary to

facilitate movement and placement of materials. This will prevent
haphazard storage which can lead to blocked exit paths and / or obstructed
access to fire control equipment. Poorly organized storage may also result
in the accumulation of unwanted items, debris, and/ or waste materials
especially in any available vacant space.
 1.2. 7S Structure & Composition

STEERING COMMITTEE

COORDINATOR

TRAINING PROMOTION EVALUATION

COMMITTEE COMMITTEE COMMITTEE

1. 7S Steering Committee
a. Campus Director – Chairman
b. Quality Workplace Organization Officer - Coordinator
c. Campus Administrative Officer
d. College Deans
e. Planning Officer
f. Physical Facilities Officer
g. Safety Officers
h. Supply Officer

2. 7S Training Committee
a. One (1) Representative from each college
b. One (1) Representative from the administration

3. 7S Promotion Committee
a. One (1) Representative from each college
 b. One (1) Representative from the administration

4. 7S Evaluation Committee
a. One (1) Representative from each college
b. One (1) Representative from the administration

1.3. Duties & Responsibilities

7S Council Comprises the Following:

1. 7S Steering Committee

Responsible for developing the implementation plan,

and the selection of team members to be based on ability,
organizational representation and expertise.

a. Appoint 7S Chairman (Campus Director)

i. Communicates with everyone involved.
ii. Ensure total organization participation.
iii. Supports 7S Implementation

b. Appoint 7S Coordinator (Quality Workplace

Organization Officer)
i. Communicate with everyone involved.
ii. Facilitate work group implementation activities.
iii. Ensure total organization participation.
iv. Act as a resource of information.
 2. 7S Training Committee
a. Identify 7S Training
b. Schedule all types of 7S Training
i. Basic 7S Awareness Training
ii. Advance 7S Awareness Training
iii. Refresher Training

3. 7S Promotion Committee
a. Promote 7S Campaign
b. Identify and recommend promotional activities
c. Recommend and grant rewards or recognition to
individuals / groups who have participated or won in the
promotional activities
d. Review the effectiveness of promotion campaign

4. 7S Evaluation Committee
a. Develop 7S Evaluation criteria, guidelines and 3S
Improvement Stickers
b. Assist in sustaining 7S activities through 7S Internal
Audit/Evaluation
c. Submit Audit Report to Top Management
d. Develop Guidelines for measuring the impact of audit

1.4. Standard Operating Procedures

PROCESS RESPONSIBLE INTERFACE

DETAILS
FLOW PERSON DOCUMENT
 Start

The committee will be

composed of:
1. Steering Committee
Formation of
Top Management 2. Promotion
the 5s council Committee
3. Training Committee
4. Audit Committee
At the stage, the QWO
Training Committee will
organize training to
employees/students to
QWO Training Attendance
Training disseminate 5S
Committee Sheet
Methodology and
prepare the workforce for
meaningful participation
in 5S Activities.

Planning The Quality Workplace

Quality Workplace
Demarcation of Organization Council will
Organization Council
Zones demarcate the zones.

At this point, the

management must
Top Management endorse and announce
5s Launching
Quality Workplace the Quality Workplace
Organization Council Organization Structure,
& Top Management 5S Plan, 5S Targets, 5S
Policy, 5S Objectives
and 5S Slogan

A
 A

The implementation of
Top Management
the 5S activities,
Implementation and Quality Red Tag Form
namely: Sorting, Set in
Workplace & Red Tag
Order, Shine,
Organization Registry
Standardize and
Council
Sustain.
The QWO Audit
Committee will monitor
Conduct of QWO Audit and document 5S Checklist/
Audit Committee compliance through 5S Scorecard
Internal Audit
Methodology
QWO Audit Where the department/
Yes Committee office is found to be
“non-complying” during
the audit period, the
Initiate Audit Committee will
Non-
Complian Corrective immediately prepare
ce Action and submit report to the
Top Management
through the Quality
No Assurance Officer
(Refer to QA process
for the Issuance of
CAR).
Where the
department/office is
found to be
Preparation “complying,” the QWO
and Close-Out Council through the
Submission of Corrective Quality Assurance Audit Report
the Audit Officer will prepare and Form
Action
Report submit Audit Report to
the Top Management.
Close-out Corrective
Action (Refer to QA
process).

B
 B

The Top Management,

through the QA Officer,
and upon the
recommendation of the
Quality Workplace
Preparation of Organization Council,
Certificate of Top Management will prepare Certificate of
Compliance Compliance for the
complying
Department/Office
(Complying in 2
consecutive audit
periods).
Department/Office who
consecutively passed in
Awarding of 2 audit periods will be
Certificate Top Management
awarded a Certificate of
Compliance by the Top
Management.

End

1.5. Scope

The work environment of Bohol Island State University pertains

to place of work as well as its immediate surroundings. The kind of
environment to which employees and customers are exposed to, directly
affects work performance and satisfaction level. Since human resource is
considered as vital assets, BISU provides personal well-being, satisfaction
and motivation to its personnel and customers. In order to achieve this,
BISU sees to it that the employees and customers are provided with quality
work life through conducive, health and safety work environment. BISU
QWO Council is continuously exerting effort to improve the work
environment in consideration of the following factors:
 a. Sustainability
b. Ergonomics
c. Temperature and Air Quality
d. Lighting
e. Noise Control
f. Hygiene and Cleanliness

II. 7S HOUSEKEEPING CONCEPT

While a 7S Program can be used to achieve good housekeeping,

it can be used for much more. This Chapter briefly introduces the concept
of 7S and how Bohol Island State University will implement it.

2.1. THE CONCEPT OF 7S

7S is a workplace organization method based on a Japanese

Quality Management Concept organizations like Bohol Island State
University may use to achieve clean and organized workplace. Through a
systematic approach, 7S offers opportunities for continual improvement and
enhance efficiency and effectiveness.

7S is an acronym for seven words beginning with the letter “S,”

namely:

1. Sort;
2. Set-in-Order;
3. Shine;
4. Standardize;
 5. Sustain;
6. Safety; and
7. Spirit

2.2. Importance of Practicing 7S

The objective of practicing 7S is to enhance operational control

of processes, reduce downtime, prevent accidents, and foster a proactive
and participative workplace culture.

Bohol Island State University 7S Program centers on the

following concerns:

1. Organization;
2. Visual Order;
3. Cleanliness; and
4. Standardization

Further, Bohol Island State University 7S Program aims to

achieve the following:

1. Clean and organized workplace;

2. Efficient and productive operations;
3. Improved service quality;
4. Employees are more aware of the importance of
housekeeping and personal discipline;
5. Safer workplace; and
6. Enhanced organization image
 2.3. Management’s Role in 7S Implementation

Top Management plays a critical role in ensuring the successful

implementation of a 7S Program.

The following are the management’s roles/activities:

1. Communicating Top Management’s Commitment

a. Publicizing Management Philosophy of 7S to all
employees (example: through speech and memo);
b. Organizing awareness talks and staff meeting on 7S;
c. Providing 7S Training to all employees;
d. Allocating official time for 7S activities;
e. Conducting regular management walkabouts; and
f. Others

2. Setting Up a 7S Steering Committee

A 7S Steering Committee shall be set up to oversee and drive

the implementation of the 7S Program system-wide.
Responsibilities charged to the committee include among others:

a. Setting 7S goals and targets;

b. Creating a 7S Operational Structure (Comprising a
Main Committee and any Supporting Sub-Committee,
if any);
c. Planning and Implementing the 7S Program; and
d. Promoting 7S practices system-wide
 To set the pace and provide over-all direction of the Program,
at least one Top Management Representative should be included
in the Steering Committee.

3. Developing a 7S Implementation Plan

Every year, the Steering Committee must map-out an

Implementation Plan to determine the line-up of 7S activities and
resources required to carry them out.

The 7S Implementation Plan includes, among others:

a. Top Management Announcement;

b. Setting Up of 7S Steering Committee;
c. 7S Promotion (talks, banners, etc.);
d. 7S Basic Training;
e. 7S Launch Ceremony;
f. 7S Poster Competition;
g. Inter-department 7S Competition;
h. 7S Departmental Evaluation;
i. 7S Advanced Training;
j. Visit to other BISU Campuses;
k. Other 7S Projects, if any; and
l. 7S Program Review
 After the Implementation Plan is developed and finalized,
this is followed by Actual On-Site 7S Implementation and
Management Review on the Program’s effectiveness.

2.4. Implementing 7S

The following Sub-sections provide how Bohol Island State

University may implement the 7S Program.

2.4.1. 7S – 1 Sort

Action Required: Separate unnecessary from

necessary items.

Sorting is about knowing what to keep and what to

remove or discard. By removing unnecessary items, space
can be put for better use, paving the way for 7S – 2 Set-
in-Order.

Step 1: Discard items that are clearly no longer

necessary or of use.

Example of unnecessary items at the workplace

include among others:

a. Irrelevant or obsolete objects;

b. Expired or excess inventory;
c. Outdated signs and documents;
d. Defective equipment;
e. Broken tools, glasses, and so on …
 Places to look for unnecessary items include:

a. Rooms or areas not designated for a particular

purpose;
b. Storage shelves, cupboards, drawers, and space
under desks;
c. Indoor passageways;
d. Space behind pillars, next to partition and under
the stairs;
e. In corners;
f. Classrooms;
g. Outdoor pathways, fences, and so on…

Step 2: Evaluate items that are potentially

unnecessary

These are usable workplace items that are in good or

working conditions; they are however, not in use for an
extended period. Such items should not be discarded until
their continued usefulness is evaluated.

Identify potentially unnecessary items through the

use of a Red Tag Strategy (See Annexes).

A Red Tagging refers to the placement of red-colored

tags on workplace items to be evaluated.
 A Red Tag (usually a disposal notice) ask the
following:

1. Is the items necessary?

2. If it is necessary, is it needed in this quantity?
3. If it is necessary, does it need to be located here?

Once the item is tagged, it will be shifted to a

“Designated Red Tag Holding Area” for a specified period
of time for evaluation by its owner(s).

A Red-Tag holding area is a physical area set aside

for storing red-tagged items that need further evaluation. It
serves as a safety net between questioning the need for
the item and actually discarding it.

Upon receiving the owner’s recommendation, the

items will be discarded, relocated, or returned to its original
location (Strictly follow the policy set forth by the
Campus/University Disposal Committee. The Disposal
has to be in accordance with the existing rules and
regulations of the government).

2.4.2. 7S – 2

Action Required: Organize for better workflow and

store necessary items for easy retrieval.
 Set-in-Order refers to organizing and labelling of
necessary items that they can be:

a. Easily found;
b. Retrieved; or
c. Returned to its original location

Step 1: Arrange necessary items for better

workflow.

Items that are necessary need to be stored at

appropriate locations for better workplace efficiency,
safety and optimum usage.

To help you decide, this general guidelines may be

of help:

a. Every day – Store at work location for fast

retrieval and return.
b. Every week – Store near work location.
c. Once every 1 to 3 months – Store in a
centralized location within work area/ office.
d. Once every 6 months – Store in centralized
storage facility away from work area.
e. Not used in the past year – Consider discarding.

Step 2: Create Visual Order

 Another important aspect of Set-in-Order is the
implementation of visual control management system.
Visual Control refers to any means used to:

a. Provide visual instructional guidance on how a

task should be carried out;
b. Display operating or process status in an easy-
to-see format; and
c. Make the abnormality or deviation from the
desired standard easy to identify.

Bohol Island State University may use any or all of

the visual strategies, namely:

a. Labeling – Storage shelf labeling to facilitate

quick retrieval and return;
b. Outlining – Outlining of tools indicate exactly
where each too is kept, and total number of
tools, and which tools are in use or missing.
c. Color coding – Identifying each
item/classification through the use of color-
coded stickers/others.
d. Marking – Floor markings to separate process
or storage areas from aisles meant for human or
vehicular traffic.

2.4.3. 7S – 3
 Action Required: Keep workplace clean, tidy and
in good condition.

This stage covers both 2 major activities, namely:

a. Cleaning; and
b. Inspection

Cleaning and Inspection go hand in hand as an

inspection is always carried out before cleaning an area or
a machine. Emphasis is on removal of dirt and grime from
the workplace.

This practice will result in an advanced university’s

image as well as improved safety, health, and well-being
of employees.

With the Implementation of Shine, cleaning should

become ingrained part of daily work habits, so that tools,
machines, and work areas, are ready to use.

Step 1: Determine target areas for cleaning or

inspection.

Workplace target areas include among others:

1. Workspace – floors, walls, walkways, pillars,

ceiling, windows, shelves, rooms, lights, comfort
rooms, grounds, and so on …
 2. Equipment – machines, tools, instruments,
tables, chairs, cabinets, and so on …

Step 2: Assign Cleaning or Inspection Duties

Cleanliness is the responsibility of every employee

at the workplace.

First, divide the workplace into work zones, and

then assign the cleaning or inspection duties to an
individual or a team of employees working in each zone.

A 7S Assignment Map shall be developed. The 7S

Assignment Map will provide an overview of all the work
zones at a specific workplace and indicate the person(s)
responsible for it. For a complex situation, a 7S schedule
may be used to list the day, time and person (s)
responsible for each work zone.

Step 3: Establish the cleaning or inspection

method.

Daily Shine Activities should include cleaning or

inspection before work starts, during work and after work
is done. Provide sufficient time for cleaning or inspection
duties so that these activities become a natural part of
everyone’s daily routine.
 The Cleaning or Inspection Method should include
information on:

a. The cleaning tools; and

b. The cleaning standards

Step 4: Carry out the Cleaning and Inspection

The inspection is not just a visual activity. Almost all

one’s senses should be used to identify abnormalities
during an inspection.

2.4.4. 7S – 4 Standardize

Action Required: Create a standard to make Sort,

Set-in-Order and Shine a habit.

Standardize refers to strategies used to ensure that

Sort, Set-in-Order, and Shine are always implemented and
actively practiced throughout the organization.

Step 1: Set Up a Duty Chart

This involve setting up a 7S Assignment Map and

7S Schedule not just for Shine but also for Sort and Set-
in-Order. The Task Assignments and Schedules will be
summarized in a Duty Chart.
 The Duty Chart will show:

a. Who is responsible for each task;

b. What needs to be done;
c. Where the task needs to be carried out; and
d. When it should be carried out.

Step 2: Develop Standard Operating Procedure

Procedures shall be developed to provide

documented guidance and encourage formation of good
working habits. Integrate activities into work regular work
activities that they can eventually become part of normal
daily routine.

Step 3: Establish the Operating Standard

The standard shall be established through a Visual

Control Management System. By implementing visual
controls, everyone at the workplace will be able to easily
distinguish between normal and abnormal conditions at a
glance.

The necessary corrective action(s) shall be

immediately taken to ensure zero operational downtime,
continued operational effectiveness and or worker’s
safety.
 To indicate desired standards, a “Before and After”
photographs shall be taken.

2.4.5. 7S – 5 Sustain

Action Required: Maintain the standard and

implement initiatives to sustain 7S Activities.

All employees must be involved in order for a 7S

Program to succeed. For 7S Implementation to remain
effective, continued Top Management Commitment and
Self-discipline at both individual and team levels are
essential.

Step 1: Establish and Implement a 7S Internal

Audit System

The 7S Audit is essentially a quality audit with

specific focus on the 7S program.

The 7S Audit is used to:

a. Confirm the 7S documents (example: Duty

Chart, Standard Operating Procedures, and
others) are in place and closely followed;
b. Check the records of 7S Activities are duly and
properly kept;
 c. Verify the 7S visual controls are effective and
suitably implemented;
d. Identify areas and opportunities for 7S
Improvement; and
e. Confirm that corrective actions actually solve
the problems for which they were intended.

Step 2: Implement 7S Initiatives for Continued

Employee Engagement.

Bohol Island State University may undertake all or

any of the following initiatives:

AREA INITIATIVES
Training Basic 7S Training
Initial training for those new to the concept of 7S and
good housekeeping (shall include all new entrant
employees).

Advanced 7S Training
Follow up training focusing on practices in 7S
Implementation and the concept of preventive sort,
preventive set-in-order, and preventive shine.
 Refresher Training
This shall be implemented at a regular interval of 2
years for employees to revisit 7S fundamentals.
Awareness and 7S Slogan
Communication These are short memorable phrases to promote good
housekeeping and/or communicate 7S concepts
(example: Do your Best, Follow 7S). Slogan shall be
displayed on banners, posters, stickers, and so on …

7S Banners and Posters

These are used to display 7S slogans, descriptions of
7S activities or results or status of 7S activities. This
can be displayed in the noticeboards, walls, fences,
machines, etc.).

7S Pocket Manual or Handbook

This is pocket booklet containing a summary of what
7S is all about. Every employee can use the pocket
manual as a quick reference to essentials whenever
necessary.

7S Newsletters
 There are in-house bulletins that carry updates on 7S
conditions and activities. This shall be issued once
every semester.

7S Photo Exhibits
Photo exhibits showing the “before” and “after” of 7S
Implementation activities. This shall be posted in at
least one conspicuous bulletin board.

7S Chimes
One chime shall be implemented throughout the BISU
System to remind everyone of its duties and
responsibilities in practicing 7S.
Creativity and 7S Projects
Innovation This involves setting up 7S Project Teams to work on
housekeeping projects, identifying necessary
resources and putting ideas into action.

7S Competitions
This refers to organizing friendly 7S competitions
between departments and/or project teams to spur
continued creativity and innovation in 7S
Implementation.

Areas for competition include creativity for 7S poster

or banner, designs, ideas on 7S Visual Control, and
 extent of workplace improvement after 7S
Implementation.
Awards and 7S Rewards
Recognition This involves setting up a reward system for
departments, teams and individuals with good 7S
Performance. In particular, rewards due to those with
good 7S Implementation and recommendations, those
who have done well in a 7S Audit.

Awarding Ceremonies shall be held every year during

the BISU Foundation Day. Rewards may be in a form
of cash incentives and/or plaques/certificates.

2.4.6. 7S – 6
2.4.7. 7S – 7

III. QUALITY STANDARDS

This chapter takes a closer look at specific housekeeping aspects

that provide additional guidelines in the areas of, among others:

No. Components Standards

1 Applicable to all  All items are free from stains, dusts,
components cobwebs, garbage, and etc. at all
times.
 At the start of the day, 5-minute
“seiso” is practiced to wipe the table
top, equipment, etc.
 Work area are free from personal
effects, such as photos, souvenirs,
etc. not needed for the job at hand.
 A chime will play every
Monday/Friday at 7: 40 am and/or 4:
50 p.m.
2 Doors  Doors have clear signage placed in
the door header which shall include,
Room Number, identified as lecture
room or laboratory room, and exit or
entrance. Name of the Teacher-in-
Charge is removed, if any.
 Door must be kept closed at all times.
 Preferably, doors should swing
outward.
 Doors must have a viewing glass for
closed laboratory, offices, and/or
classrooms.
  No unnecessary things, such as
announcements shall be posted on
the doors.
 Rooms must have 2 doors clearly
labeled with “Entrance” and “Exit,”
respectively.
3 Walls (Offices)  The following must be displayed in
the office walls with uniform size and
design:
1. VMGO statement; and
2. Quality Policy
 Paintings and office charts (example:
organizational chart) must not occupy
more than 50% of the wall area.
 Wall spaces are kept free from dusts
at all times.
 Clear and updated
transaction/process flow for services
are posted in receiving areas.
 An Official BISU calendar shall be
posted in walls. In the absence of the
Official BISU calendar, any calendar
may be used provided that it does not
contain lewd contents/designs.
Further, only one (1) calendar is
allowed.
3 Walls in Offices  Walls must have a baseboard paint
with 6” in width except for conference
rooms, AV halls, Multi-media centers,
and the likes.
 Exterior color paints must use the
Office BISU color and shall be
uniform to all campuses.
 Re-painting has to be done regularly.
4 Walls in laboratory &  The following must be displayed in
lecture rooms classroom wall with uniform size and
design.
1. VMGO Statement;
2. Quality Policy;
3. Sweepers/Cleaners;
4. Classroom Officers; and
5. 7S Posters
 Postings shall not occupy more than
50% of the available wall area, except
in laboratories that postings more
than 50% is allowed provided that it is
relevant to the operations of the
laboratory.
 Postings must be framed but should
not be directly fixed in walls with nails.
Double sided tapes, and other
 adhesives that will deteriorate the wall
quality are likewise prohibited.
 Walls must have a baseboard paint
with 6” in width.
 Exterior color paint must be uniform.
5 Floors  No items shall be placed on the door.
 Plants are not allowed.
 Floors in the lecture rooms must have
a lecture platform.
 No wirings shall be seen in the floors.
 Floors must be free from damages,
stains, dusts, etc.
6 Conference  Conference table are placed at the
Tables/Conference center of the conference room with
Chairs chairs around tucked under the table
and clear of personal items, files,
supplies and other items.
7 Individual Table/Desk  Name of staff and his/her
corresponding designation/position is
posted on the visible corner of the
table.
 Are uniform in size, type, color and
materials in each area/location,
except for Top Management.
 Are aligned at all times.
 Table top may contain file tray for
current files and one personal item
such as tabletop calendar.
 At the end of the day, table top is
cleared from documents, paper
works, office supplies, and other
items except the allowed items
mentioned in other provisions of this
policy standards.
 During the absence of a staff, a
signage of “On-leave,” “On-Field
Work,” or “On-Meeting” or its
equivalent is placed on top of the
table/desk.
 Layout of individual table/desk must
conform to the following
considerations:
1. Arrange according to units and
functions; and
2. Spaces provide clear passage
 No items such as file boxes, shoes,
documents, plants, bags, and the
same are placed under the
table/desk.
 First level table drawers are used for
office supplies which are neatly
 arranged and are free from dusts and
unnecessary items at all times.
 Bottom table drawer is used to store
personal items such as bags, mugs,
cellphones, shoes, slippers, and the
like.
 Eating in the workstation is not
allowed.
 Foods are kept in the pantry, or in its
equivalent.
 Eating is not allowed in individual
table/desk anytime of the day.
8 Chairs in Offices and  Chairs are uniform in size, type, color
Classrooms and materials in each area/location,
except for Top Management.
 Office Chairs, when not in use are
tucked under the table, as well as
Classroom chairs are arranged
well/tucked.
 Only one pillow may be placed on the
chair but size is not bigger than 10” x
15”
 Jacket or shawl shall not be placed at
the back seat during the day instead
it is kept inside the personal drawer.
9 Cabinets  Cabinets and file boxes must be
visible/legible from one-meter
distance with the BISU Campus
standard color-coded labels/titles per
department.
 Confidential files and expensive
supplies are placed in locked
cabinets, and keys are kept by at
least two (2) assigned personnel.
 Uniform in size, color, materials and
shapes in each location/area.
 File boxes are arranged
systematically.
 Record folders are labeled clearly.
 Each department/division/section/unit
must have an assigned personnel to
supervise the release of records and
stocks/supplies.
 Cabinet tops may contain file boxes
but no non-operational equipment
and personal items such as umbrella
and bags are placed on top of
cabinets.
 Folders in cabinets are labelled
clearly in color – coding.
10 Client chairs/benches  Chairs, sofa and benches are
in frontline counters arranged in such a way that there is a
clear passageway from both sides of
the counter, and provide clear space
between rows of chairs, as
applicable.
 Color, type, size and materials are
uniform per area/location.
11 Trash bins  Trash bins are placed under each
employee’s table or at the assigned
corner of the room.
 No leftover foods and watery trash
are thrown on these bins. Pantry trash
bins with sealable covers are used
instead.
 Trash bins with sealable covers must
be placed on the pantry/comfort
rooms.
 Trash bins are kept not overflowing
and emptied at the end of the day. Cut
off time is 4: 30 p.m. After which, no
throwing of left over foods are
allowed.
 Common trash bins shall be labelled:
1. Non-biodegradable (blue bin);
2. Biodegradable (green bin);
 3. Hazardous (red bin); and
4. Recyclable Waste Paper (yellow
bin)
 Label the trash bins to indicate items,
location, and quantity (example: label
indicating that the garbage be thrown
because it already reached at a
specified level – ¾ Full).
 No trash bins inside the classrooms.
12 Equipment  Equipment, such as LCD projector,
sound system, and etc. are placed
inside the cabinet with lock for
security and keys are kept by at least
two (2) assigned personnel.
 Television is strategically located.
 Kitchen appliances such as
refrigerator, microwave oven, water
dispenser, oven toaster, and the like
are kept in the pantry/kitchen.
 Equipment are operated by office
employees only.
 Equipment are turned off and
unplugged when not in use.
 Equipment are labelled with clear
instructions for proper use, as
necessary.
  Maintenance labels and monitoring
schedule are attached/posted and
updated every end of each repair and
maintenance activity (Attached to the
equipment).
 One location is assigned for each
section/unit/division/ for the
telephone/s, fax machines and
printers where pen and notepads are
provided and placed beside them (for
note taking).
 Functional photocopying machine is
located in assigned areas where
paper supplies are readily available
and accessible.
 Computer monitors must be on
power-saving mode.
13 Wires and cables  Wires and cables are neatly bundled
with appropriate cable tie and must be
safely covered with moldings when on
floors or walls; and are strategically
placed to prevent accident.
14 Bulletin Boards  One bulletin board with glass covers
for each department/college placed in
 the designated area of the
department/college.
 Outdoor bulletin boards must have a
canopy.
 Contains memos, announcements,
events, performance/project
monitoring policies, and etc. with
clear and legible labels.
 Kept updated and neatly arranged by
the same assigned responsible
person.
 Only postings authorized / approved
by authority (SAO) can be posted.
15 White boards in  Preferably, white boards in
Classrooms classrooms are wall mounted.
 Whiteboards are clear of writings and
postings at the end of the day and
when not in use.
 Movable whiteboards in offices, when
not in use, are placed in one corner of
the room.
16 Books, magazines, and  Inventory official references or
reference materials documents are kept, maintained and
arranged systematically.
  Borrowed and returned documents
are recorded in a logbook for
monitoring purposes.
 Systematically arranged in a
designated place.
17 Sink tops, pantries,  Sink tops for the
lavatory and comfort pantry/kitchen/comfort rooms may
rooms contain soap dish and other kitchen
equipment/items and shall not occupy
more than 60% of the area to provide
space for washing dishes, hands and
utensils.
 Sink tops in the lavatory may contain
only hand soap and/or plants
provided that it is kept dry at all times.
 Unwashed and/or disorganized
utensils and plates must not be left in
the sink/lavatory.
 Dipper (“tabo”) used in the toilet shall
not be used and placed in the sink of
kitchen/lavatory. It should be
hanged/kept inside the toilet
compartment at all times.
 Toilets are cleaned to avoid foul odor.
 Use of fragrances in the comfort
rooms are recommended.
18 Cleaning materials and  Cleaning materials are kept inside the
supplies cabinet or at any accessible place of
the respective areas.
 Cleaning materials are maintained
clean with no over spilling.
19 Items that require  Toners of printers and photocopiers,
special disposal fax films, batteries, busted lamps,
paper, etc. are collected by the
Supply Office or its equivalent every
month for proper disposal.
 One box of scrap paper is placed in
one corner, or near the photocopying
area for disposal and/or recycling.
20 Altar  One ecumenical area is assigned.
 Flower vase is cleaned at least twice
a week and spoiled flowers are
replaced by fresh ones, if applicable.
21 Animal Pets/Animals  Animal pets such as dogs, cats, and
others are strictly not allowed in the
offices and school premises.
 Strictly no feeding of stray animal
pets.
22 Passageways/Hallways  Free from any obstruction such as
unused equipment, boxes of files,
 broken chairs, unused tables, and
etc.
 Bystanders are not allowed in
hallways especially during class
hours.
 “Keep right” policy is strictly
implemented.
23 Counter/Frontline desk  Signage is posted.
 Counter top may contain desktop
computer/laptop, pencil in a pencil
holder or tied appropriately to the
counter top, necessary forms placed
in trays, and client feedback form with
pens, locked/secured drop boxes,
and clear signs such as “WE VALUE
YOUR FEEDBACK, THANK YOU!”
are located at one end of the counter.
 No personal items on counter tops at
all times.
 Counter cabinets are used to store
personal items.
 All items such as forms, pens,
personal items, etc. are neatly
arranged at all times.
  Bystanders are not allowed especially
when they have no business
transactions.
24 Canteen/Cafeteria  Canteens should have the following
items ready for use by its staff:
1. Hairnets;
2. Protective aprons;
3. Disposable gloves; and
4. Hand sanitizers;
 Sanitary permit/Health cards of
personnel are also displayed or worn.
 Kitchen utensils and packaging are
clean, and are stored in close
cabinets, or the same.
 Leftovers are discarded at the end of
the day.
 Ingredients must be properly stored in
close containers and are labeled.
 Must have a sanitation and pest
control plan.
 Must have safety and sanitation
charts posted in walls.
 Sink (please refer to item for sink).
 Menu of the day should be posted
reflecting its corresponding prices
and nutritive values.
  Students are not allowed to standby
for the purpose of studying or making
projects among others.
25 Fire Extinguishers  Must be regularly calibrated
 Other details, please refer to BFP
standards.
26 Parking Area  Parking areas for students and
employees are separated and are
properly labeled.
 Parking areas for 4-wheel and 2-
wheel vehicles are further classified.
 Clearly labeled, such as “Parking
Area for Students.”
27 Entrance/Exit Gate  Separate passageways/gates for
vehicles & pedestrians.
 Gate pass is required.
 Gate size must be reasonable in
relation to the number of premises
occupants.
 All security measures have to be
observed.
28 Guardhouse  Guardhouse must have a Key box
 There must be a public CR near the
guardhouse
  Must be at all times attended with a
competent security personnel
 Shall observe all security measures.
29 Emergency /Security  Emergency Exit Plan is in place and
are posted in the designated areas.
 Alarm system should be functional.
 CCTV are in place.
30 PWD  All buildings, services, and processes
must be in compliance with the
PWD/Pregnant Women Law.