ADMINISTRATIVE ORDER No. 6 Series of 2022
April 15, 2022
Policies and Procedures for Identifying and Engaging Local Stakeholders
Purpose
Universidad De Manila recognizes the importance of building collaborative relationships with local stakeholders to enhance the university’s impact and responsiveness to community needs. This policy outlines the procedures for identifying and engaging local stakeholders external to the university, including government bodies, non-governmental organizations, industry partners, local communities, and other relevant groups. Our goal is to foster mutually beneficial relationships that support community development, knowledge sharing, and resource mobilization.
Policy Statement
Universidad De Manila is committed to actively engaging with local stakeholders, strengthening partnerships, and contributing to the social, economic, and cultural development of the City of Manila. This policy sets forth structured procedures for identifying, assessing, and engaging local stakeholders to create impactful, collaborative initiatives that reflect the values and mission of the university.
Scope
This policy applies to all departments, colleges, and centers at Universidad De Manila involved in external engagement activities, including academic collaborations, community outreach, research partnerships, and internship programs. It serves as a guideline for engaging with stakeholders external to the university and supports compliance with relevant national and local regulations.
Policy Objectives
Identify Key Local Stakeholders. Universidad De Manila will establish a systematic process for identifying stakeholders who have an interest in or influence on university programs, research initiatives, and community projects. Key stakeholders may include government agencies, local businesses, community organizations, educational institutions, and residents of the City of Manila.
Build Collaborative Relationships. The university aims to build constructive partnerships with stakeholders based on shared goals, transparency, and mutual benefit. Engagement activities are designed to address local priorities, enhance university research and teaching, and contribute positively to community well-being.
Promote Community Involvement and Support. Universidad De Manila supports activities that involve community members in university initiatives, inviting their input, participation, and support. Engaging with stakeholders promotes trust, relevance, and long-term impact in both academic and community-focused projects.
Procedures for Identifying Local Stakeholders
The University Research, Innovation and Social Engagement (URISE) in coordination with the colleges shall implement the guidelines and procedures in identifying the stakeholders by:
1. Needs Assessment and Research. Each department, center, or unit initiating stakeholder engagement should conduct a needs assessment to identify potential areas of collaboration with local stakeholders. Research can include surveys, community needs analysis, and consultation with local government units to identify groups with a vested interest in university initiatives.
2. Mapping and Categorizing Stakeholders. Stakeholders are to be categorized based on their roles and potential impact, including but not limited to:
a. Government and Policy Makers: Local and regional government bodies that support educational, cultural, or social initiatives.
b. Community Organizations and NGOs: Groups working on issues such as social welfare, health, and community development.
c. Business and Industry Partners: Companies and industry groups that may contribute to or benefit from university-led projects, internships, and research.
d. Local Educational Institutions: Schools and universities interested in academic partnerships or resource sharing.
e. General Public and Local Residents: Individuals and community leaders within the university’s geographical region.
3. Developing a Stakeholder Database. The university will maintain a database of identified stakeholders, regularly updating contact details, areas of interest, past collaborations, and relevant outcomes. This database will be accessible to authorized personnel within the university to streamline engagement and ensure consistent communication.
Procedures for Engaging with Local Stakeholders
1. Stakeholder Consultation and Dialogue. Once stakeholders are identified, departments or centers should initiate consultations to understand stakeholder needs, expectations, and potential areas of cooperation. This may include informal meetings, structured interviews, or roundtable discussions aimed at building rapport and defining mutual goals.
2. Establishing Clear Engagement Goals. Engagement activities must be guided by clearly defined objectives that align with both university priorities and stakeholder needs. Each project or initiative should outline expected outcomes, responsibilities, and timelines to ensure transparency and mutual commitment.
3. Memorandum of Understanding (MOU) and Agreement. Where appropriate, Universidad De Manila will formalize partnerships with key stakeholders through Memoranda of Understanding (MOUs) or partnership agreements. These documents should detail the terms of collaboration, including goals, responsibilities, expected contributions, and compliance with university policies and ethical standards.
4. Collaborative Planning and Implementation. Stakeholders should be actively involved in the planning, design, and implementation of projects that impact them. Joint committees or working groups can be established to facilitate shared decision-making, monitor progress, and ensure accountability in all stages of the partnership.
5. Regular Communication and Updates. Effective engagement relies on maintaining open lines of communication. Each department or center should provide regular updates to stakeholders on project progress, challenges, and successes. Communication channels may include progress reports, meetings, newsletters, and digital platforms to foster continuous stakeholder involvement.
6. Monitoring and Evaluation. The university will assess the impact and effectiveness of stakeholder engagements regularly, using metrics aligned with project goals and community feedback. Stakeholder input is essential in the evaluation process to ensure that the engagement remains beneficial and responsive to local needs.
7. Recognition and Acknowledgment of Stakeholder Contributions. Universidad De Manila values the contributions of stakeholders and will acknowledge their support and involvement publicly, where appropriate. This can include recognition in university publications, events, or awards, enhancing stakeholder satisfaction and strengthening long-term relationships.
Compliance and Reporting
All university departments and units must adhere to this policy when engaging with local stakeholders. Reports on stakeholder engagement activities should be submitted annually to the Office of Community Relations, documenting engagement outcomes, challenges, and lessons learned. Universidad De Manila is committed to reviewing this policy periodically to ensure its effectiveness and alignment with the evolving needs of both the university and its stakeholders.
By establishing structured policies and procedures for identifying and engaging local stakeholders, Universidad De Manila reinforces its commitment to impactful, mutually beneficial relationships within the City of Manila. Through collaboration and active community involvement, the university enhances its role as a catalyst for positive change and a partner in local development.