Background: Extension is a core function of private higher education institutions (HEIs) alongside research and instruction, serving as a vital link to local communities. However, some HEIs lack systematic mechanisms to design, implement, monitor, and evaluate these programs, which often results in fragmented or unsustainable initiatives.
Purpose: The study aimed to identify the mechanisms and goals of HEIs regarding extension programs and to develop a comprehensive framework to guide the design, implementation, monitoring, and evaluation of these activities for private HEIs.   
Setting: The research focused on private Catholic HEIs in Davao City, Philippines, specifically those that are members of the Davao Association of Catholic Schools.                                                                                  
Participants: The study involved 13 key individuals: seven interviewees (six extension heads and one research and planning officer) and six focus group discussion (FGD) participants, including representatives from extension units, former students, and an experienced teacher.
Research design: The study employed a qualitative research approach through content analysis to develop an extension framework from systematically gathered data.
Data collection and analysis: Primary data were collected through semi-structured interviews and FGDs, while secondary data were gathered from Commission on Higher Education (CHED) memorandums and institutional documents. The researcher utilized document analysis, thematic content analysis, and framework analysis (coding both priori and emergent issues) to synthesize the information.
Findings: The participating HEIs select partner communities based on community needs, HEI acceptability, and the institution’s capability to address those needs. Meanwhile, program design is influenced by external stakeholders, such as CHED and accrediting bodies, and internal factors, including the institution’s vision, mission, and goals, Catholic identity, and academic course offerings. The proposed framework consists of three phases: (1) planning (needs assessment and design), (2) implementation (delivery and monitoring), and (3) turnover (evaluation and sustainability). Sustainability was identified as a major challenge, often due to a “one-shot” approach to activities or administrative bureaucracy.
Recommendations: The study recommends the adoption of a three-phase framework that integrates research components—assessment, monitoring, and evaluation—at every stage to ensure program sustainability. The ultimate measure of an extension program’s success is the felt impact on the community and the ability of the partner community to take full ownership and sustain the initiative independently.