COAPG / PRPG - Communiqué on archiving of old cases

COAPG / PRPG COMMUNICATION

ARCHIVING OF OLD PROCESSES

In compliance with Technical Note No. 03/2020-ACE / DACE / UFPB, edited to resolve the issue of the backlog of processes at UFPB units - that is, those of atypical processing, started in physical format (paper) and registered in digitally with the creation of SIPAC and UFPB's adherence to the electronic process - COAPG / PRPG communicates the procedure to be adopted for the filing of achievements (2007 to 2017):

1 - The Coordination for the Operationalization of Postgraduate Activities (COAPG), whose main competencies are the issuing / registration of lato sensu postgraduate certificates and master's / doctoral degrees within UFPB, as well as the recognition of diplomas postgraduate courses obtained abroad, is the result of a structural change that took place in 2017, when the Pro-Rectory for Post-Graduate Studies and Research at UFPB was divided into two sectors: the Pro-Rectory for Graduate Studies (PRPG) and the Pro - Research Office (PROPESQ), pursuant to Resolution No. 01/2017 of Consuni.

2 - Article 101 of the aforementioned resolution structured the PRPG through the following bodies: (i) General Coordination for Monitoring and Evaluation of Stricto and Lato Sensu Postgraduate Programs and Courses (CAAPG); (ii) General Coordination for the Operationalization of Postgraduate Activities (COAPG); (iii) Division of Financial Activities (DAF); (iv) Office of the Pro-Rector.

3 - With these changes, numerous processes that were centralized in the so-called General Coordination of Graduate Studies (CGPG), of the Dean of Graduate Studies and Research, were sent to CAAPG, including old processes related to diplomas, certificates and recognition of diplomas that have been retained there, without movement, since 2013.

4 - In view of the need to resolve this undue accumulation, CAAPG started to redistribute the referred processes to the target sectors, and COAPG received from there, between 9/2/2020 to 9/9/2020, about 1,840 old cases that they were motionless.

5 - This volume of old cases received at COAPG is disrupting the effective work of the sector, for the following reasons:

a) COAPG has a reduced staff of only four servers, in addition to the coordinator, since requests for recomposition of the sector due to the retirement / removal of servers were not met;
b) The demands regarding the issuing of certificates, diplomas, recognition and service to the public have not stopped, since the PRPG has been active since the beginning of the COVID-19 pandemic, acting via remote work. There are dozens of processes that reach the sector on a daily basis, many with urgent requests (to provide public tenders, progression, take up jobs), as well as countless emails that need to be answered to guide interested parties and graduate programs, as well as to meet your requests;
c) All processes involving the issuance of diplomas (or certificates that attest to their existence) require analyzes that are carried out by civil servants, which demands the time and care necessary to verify and comply with the required / applicable rules in specific cases. It should be noted that the physical delivery of diplomas in certain situations is also being carried out.

6 - In view of this, the individualized analysis of almost two thousand old cases that were stopped in another sector (CAAPG), the majority dated between 2012 and 2017, becomes absolutely impossible, under penalty of making the sector's ordinary work unfeasible, compromising the efficiency provided for in art. 37 of the Magna Carta.

7 - On the other hand, the fact that these processes have remained unmoved for so many years (in most of them, there is only the registration of the cover of the electronic process, without any other documents) and without complaints by the interested persons confirms that the procedural purpose was reached through the physical processes at the time: dispatch / delivery of diplomas and certificates. Thus, the administrator would not be subject to losses with immediate filing, not least because he can request the filing if it is in his interest.

8 - It should also be noted that this movement of processes from CAAPG to COAPG has generated two problems:

a) The “flood” of COAPG's virtual table in SIPAC with old processes (and already resolved, as mentioned), which mix with the current ones that arrive daily, hindering their location and making it difficult for the servers to identify those who still need solution;
b) This procedural movement by CAAPG-COAPG is generating automatic e-mails for those interested in the respective processes, who started to look for the PRPG secretariat and to send e-mails questioning what is happening (since they have already received their diplomas ).

9 - For such reasons, reiterating the absence of losses to the administrators, the fulfillment of the procedural purposes, the possibility of later unarchiving of the old processes and the consequent location of the physical processes, COAPG / PRPG intends to comply with the provisions of Technical Note no. 03/2020-ACE / DACE / UFPB adopting the following work methodology:

a) The archiving of all old processes of diplomas / certificates that came from CAAPG, related to the years 2007 to 2017, thus avoiding the disorders presented above;

b) With the return of the face-to-face work, COAPG will inspect the few physical processes that are in the sector and that, for the most part, are from the year 2018, thus proceeding to archive the respective electronic processes, if any.

João Pessoa, September 10, 2020.

Prof.ª Duina Porto
Coordinator of the COAPG
PRPG / UFPB