Policy and Guidelines

Student, Faculty and Staff Research Output Database Monitoring System

In pursuit of academic excellence, research integrity, digital preservation, and institutional accountability, Misamis University establishes the Student, Faculty and Staff Research Output Database Monitoring System under the supervision of the Misamis University Research Center.

This policy ensures:

  • Centralized documentation of research outputs
  • Secure and authorized access
  • Proper monitoring and reporting
  • Preservation of intellectual works
  • Institutional research performance tracking

Objectives

  1. To establish a centralized digital repository of all student and faculty research outputs.
  2. To standardize submission, review, approval, and publication procedures.
  3. To ensure data security, controlled access, and accountability.
  4. To generate accurate research statistics for accreditation, reporting, and strategic planning.
  5. To promote research visibility and institutional scholarly impact.

Scope and Coverage

This policy applies to:

  • All Colleges and Academic Departments
  • All Undergraduate and Graduate Programs
  • All Faculty and Staff Members
  • All Students submitting research outputs

Covered research outputs include but are not limited to:

  • Theses
  • Dissertations
  • Capstone Projects
  • Faculty Research Papers
  • Institutional Research Projects
  • Published Articles
  • Business Research Plans/Projects

🏛 Supervising Office

Misamis University Research Center (MURC) shall:

  • Monitor submissions from respective colleges/departments
  • Review and approve uploaded research outputs
  • Ensure compliance with metadata standards
  • Generate institutional research reports

💻 Technical Custodian

Management Information Systems (MIS) shall:

  • Host and maintain the Digital Repository Server at the MIS Data Center
  • Ensure system uptime, security, and backups
  • Manage system configurations and upgrades
  • Assign and manage login credentials through the System Administrator

User Access and Security Policy

Authorized Users per College/Department

Each College/Department shall be assigned three (3) authorized administrative users:

  • Dean
  • Research Coordinator
  • College Secretary

Issuance of Login Credentials

  • Login credentials shall be issued exclusively by the System Administrator.
  • Access shall be limited to the University INTRANET.
  • Credentials are non-transferable and strictly confidential.
  • Any change in authorized personnel must be reported immediately to MIS for account deactivation and reassignment.

📌 All user activities shall be logged for monitoring and audit purposes.

Submission Process Guidelines

Submission Timeline

  • Submission shall be conducted at the end of every semester.
  • Colleges must ensure 100% submission compliance before clearance of graduating students, if applicable.

Submission Procedure

The College Secretary shall:

  1. Log in to the Student and Faculty Research Output Database Monitoring System via INTRANET.
  2. Upload new academic research outputs.
  3. Complete and verify required metadata fields such as Title, Author(s), Adviser, Abstract, Keywords, Program, Year, and Research Category.
  4. Upload the final approved document in PDF format.
  5. Assign the item to the correct Collection.
  6. Click Save.

Newly uploaded items shall automatically be set to Private and Pending for Approval.

Approval and Publication Process

Review by MURC

The System Administrator from the Misamis University Research Center shall review submitted items for:

  • Completeness of metadata
  • Correct file format, preferably PDF
  • Proper collection assignment
  • Compliance with submission standards

Items may be returned for correction when necessary. Returned items must be revised and re-submitted by the College Secretary.

Approval and Publication

Once approved, visibility status shall be changed from Private to Public.

  • The item becomes visible in assigned collections
  • The item becomes searchable within the repository
  • The item is included in official repository statistics
  • The item is reflected in institutional research monitoring reports

Data Security and Backup Policy

  1. The Digital Repository Server shall be hosted at the MIS Data Center.
  2. Regular system backups shall be performed.
  3. Access shall be restricted to authorized users within the INTRANET environment.
  4. Unauthorized access, credential sharing, or data tampering shall be subject to administrative sanctions.
  5. System logs shall be maintained for audit and compliance purposes.

Compliance and Accountability

Each College/Department shall be accountable for:

  • Timely submission
  • Accuracy of uploaded data
  • Authenticity of research outputs

The Research Center shall generate:

  • Semester-based compliance reports
  • Annual research output statistics
  • College performance summaries

Non-compliance may affect college performance evaluations, accreditation documentation, and institutional reporting requirements.

Intellectual Property and Ethical Compliance

  1. All uploaded works must be officially approved by the respective College.
  2. Plagiarism and research misconduct are strictly prohibited.
  3. Publication visibility shall comply with University Intellectual Property policies.

Monitoring and Reporting

The Student, Faculty and Staff Research Output Database Monitoring System shall generate:

  • Total research outputs per college
  • Faculty vs. student research statistics
  • Research output trends per semester/year
  • Repository growth analytics

These reports shall support:

  • Accreditation such as PACUCOA, ISO, CHED, and other related requirements
  • Institutional planning
  • Strategic research development

This policy may be reviewed and updated periodically to ensure compliance with institutional standards.

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