Ched Mop PDF
Ched Mop PDF
Ched Mop PDF
(OIQAG)..................................................................................... 32
(OPRKM) ................................................................................... 36
6.1 FS Data
6.2 FS Monitoring Form for HEI
6.3 List of HEIs Authorized to Accept FS
6.4 CEM Form for the Applicant CEM FORM FOR THE APPLICANT
6.5 CED Form for the Applicant
6.6 Survey Form for Tuition Fee on FS
6.7 Report on Monitoring and Evaluation 2014
6.8 Survey questionnaire for multi-stakeholder survey
6.9 CHEDRO Report on Problems and Solution on CAV Processing
6.10 HEI Report on Problems and Solution on CAV Processing
6.11 Claim Stub for DFA Authentication (Front & Back)
6.12 CAV Application Form PSOC (OSS)
6.13 Claim Stub for Sea-Based and Others
6.14 Final Checklist of Requirements for CHED Endorsement to
Bureau of Immigration Form for CHEDRO
6.15 Checklist of Requirements for CHED Endorsement to
Bureau of Immigration
6.16 Feedback form for Intern
6.17 SIAP Feedback form for HEI
6.18 HEI Compliance on Provision of CMO 22 On Student Interns
Upon Arrival in the Host Country
6.19 CHEDRO Consolidated Report on Compliance of CMO 22
6.20 Status Report on SIAP
6.21 Feedback Result from Student Intern
6.22 Annual Report Format on SIAP
6.23 SIPP Form 1 and 2
9.1 Routing Slip
9.2 Request Form
9.3 Evaluation of the Memorandum of Understanding
9.4 Customer Survey Form
9.5 Policy Assessment
9.6 Phone Call
9.7 Fax Transmittal Form
9.8 Template of Travel Certification
9.9 Assessment Form
APPENDICES
Through these strategies, the Philippine Higher Education system will fulfill its role of
expanding and enhancing career and life choices and chances of individuals and, on
the societal level, serving as an instrument for poverty alleviation, human capital
formation and national development and global competitiveness.
This revised CHED Central Office Manual of Procedures (MOP) represents our
efforts to better accomplish what we have set out to do, in light of the recently
approved Rationalization Plan wherein we revisited our Vision, Mission, Goals,
Organizational Structure and Key Results Areas. It will serve as the ultimate guide for
officials and staff in carrying out day-to-day operations, proper office protocol and
process flows, delineation of duties and functions, among others, as we continue to
enhance our systems and processes to be able to achieve quality service for our
stakeholders.
There will be continuous updating of this Manual as new policies, guidelines, rules and
regulations are promulgated by the Commission.
I commend the Technical Working Group that was tasked to update the existing MOP
which was produced more than ten years ago. This updated Manual complements the
Handbook on CHED Regional Office Operations published in 2013, a first in the
history of CHED.
1
INTRODUCTION
The spring cannot be above its source.
The Rationalization Plan (RatPlan) of the Commission on Higher Education - the first
one approved by the Department of Budget and Management (DBM) in early 2013
was pursued along certain organizational imperatives of our time.
Thus, the RatPlan was formulated by the duly constituted Change and Management
Team (CMT) in 2012 to dovetail itself to the era of internationally-shared human
resources and global competitiveness.
For the Philippines to be more globally competitive in producing its freely flowing
products and services and in order to manage and sustain its complex society and
productive forces, the country will need an assertive and highly competent and
dynamic authority for the external governance of higher education.
With deeper analysis of functions and structure since its creation in 1994 and those of
CHED counterpart entities in other countries, the fundamental goal of 2013 RatPlan
was to bring about a clear and judicious delineation and distribution of tasks among
organic units and across levels of responsibility.
By accomplishing this, the New CHED was envisioned to be transformed into a more
credible, respectable and authoritative education agency. It was meant to be a lean,
mean, but highly professional and gender-fair organization. The restructuring and re-
orientation engendered by the RatPlan hoped to bring about a highly energized,
qualified, dynamic and well-trained and highly motivated staff. A much improved
bureaucracy that it should become, in line with international best practice, it was also
to style itself as an equal-opportunity employer, where everyone of merit and
capacity has equal fighting chance.
The Manual of Procedures (MOP) is a book of the nitty-gritty that we need to pay
much attention to and be guided by it in the day-to-day work performance even as the
pathway for our organizational aspirations.
2
The 2015 MOP which we have collectively formulated should demonstrate that CHED
has indeed undertaken a forward-looking re-engineering. Notwithstanding the scrap
and build condition set by the DBM for approving the RatPlan, nevertheless, that
RatPlan has indeed endeavored to make the number, structure and nomenclatures of
organic units and their subdivisions accurately reflective of the actual core functions
based on the generic mandates and dovetailed to the anticipated needs/trends of
higher education of the future. For this purpose, the DBM has allowed CHED to adopt
a set appropriate nomenclatures for both positions and organizational units based on
merits and present realities and not on mere long-held and inherited traditions. It, is
therefore, incumbent upon the CHED MOP to reflect and institutionalize this
fundamental change for the guidance of its public and stakeholders. (Please see
Annex of Position Nomenclatures).
And most importantly, the MOP shall be the instrument to be promotive and facilitative
of smooth internal and external flow of communications that our public and clientele
groups have long been expecting from us.
At this stage of our development and with a basic government directive, needless to
overstate, the MOP shall see to it that functions which are urgent and too big for us to
handle at a given time and those outside the mandates are outsourced or transferred
to the rightful agencies/entities.
Finally, let the MOP be the clear monument of the CHEDs resolve to be relevant and
responsive to the quest for efficient, expedient and competent public service. For our
part as staff and officials, the tall order for everyone is to internalize and know it by
heart so that there is no more excuse for mediocre public service and service
delayed, hence, service denied.
Napoleon B. Imperial
Deputy Executive Director
3
DEFINITION OF TERMS
4
quality of a higher education institution or program [UNESCO Draft Toolkit for
the Recognition of Foreign Qualifications].
Autonomous refers to the special regulatory treatment and benefits
accorded by the CHED to certain HEIs for demonstrated and consistent
adherence to high standards of instruction, research and extension functions.
Autonomous HEIs are institutions of higher learning that demonstrate
exceptional institutional quality and enhancement consistent with their
horizontal type through internal QA systems, and demonstrate excellent
program outcomes through a high proportion of accredited programs, the
presence of Centers of Excellence and/or Development, and/or international
certification.
Auxiliary Services refer to services that support the delivery of educational
services such as promotion, recruitment of students, testing, admission, and
registration, processing of payments, student orientation, providing access to
communication technologies, proctoring examinations, and such other related
activities but not to include teaching and learning activities.
Best HEI Extension Program Award awarded in recognition of an
outstanding extension program that is relevant and responsive to the needs of
the community and the society, and effectively improve production and quality
of life.
Best HEI Research Program Award award intended to recognize author(s),
implementer(s) and the HEI for a research program that contributes most to the
clusters of discipline(s).
Budget Hearings - congressional deliberations on the proposed
budget/national expenditure program (NEP) of the national government
agencies, legislative and judiciary entities for a specific fiscal year.
Budget Proposal a document which includes presentation of the activity, and
its objectives, itinerary, and proposed expenses
Calamity Management Team (CMT) refers to the group of officials and staff
from CHED Central Office (CHEDCO) and CHED Regional Offices
(CHEDROs), assigned by the head of agency mobilized to synchronize the
implementation of intervention program for students affected by a state of
calamity, in coordination with HEIs and other government agencies.
Calamity/Disaster refers to the natural and man-made phenomenon which
impact may result to loss of life, injury, disease, and other negative effects on
human, physical, mental, social, well-being, together with damage of property,
destruction of assets, loss of services, social and economic disruption and
environmental degradation.
Center of Development (COD) refers to a designation granted by the CHED
in recognition of a units evident above average performance in its teaching,
research and extension functions.
Center of Excellence (COE) refers to a designation granted by the CHED in
recognition of a units exemplary performance in its teaching, research and
extension functions
5
Certificates of Appearance a certificate issued as a proof of appearance,
attendance, and participation in the activities, meetings and other validation
proceedings.
CHEDs Legislative Agenda - are proposed legislations emanating from the
Commission which are referred to lawmakers for sponsorship and lobbying in
Congress.
CHED Research and Publication Award (REPUBLICA) recognizes and
rewards outstanding research outputs that contribute to the discovery of new
knowledge, development or generation of concepts which propel significant
advances in CHED priority disciplines.
CHED Regional Office refers to any of the offices of the CHED in the
different regions throughout the country; that exercise direct supervision over
HEIs under its area of jurisdiction and responsibility.
Civic Welfare Training Service (CWTS) refers to the program component of
the NSTP that involves activities contributory to the general welfare and the
betterment of life for the members of the community or the enhancement of its
facilities, especially those designed to improve health, education, environment,
entrepreneurship, safety, recreation and moral of the citizenry and other social
welfare services.
Colleges are HEIs that contribute to nation-building by providing educational
experiences to develop adults who have the thinking, problem-solving,
decision-making, communication, technical, and social skills to participate in
various types of employment, development activities and public discourses,
particularly in response to the needs of the relevant communities and/or
particular public they serve (geographic, imagined community, religious
community)
Commission en Banc (CEB) refers to the Chairman and Commissioners of
CHED as a collegial body
Commissioned Officers are military officers commissioned into the regular
and reserve forces, Armed Forces of the Philippines (AFP).
Competencies refers to the combination of knowledge, complex skills,
behavior and attitude that enables an individual to perform a specific task or
role, per CMO 46, series of 2012.
Complete Disability Discharged-Combat Related (CDD-CR) Personnel
refers to military personnel who were maimed/permanently disabled resulting
from wounds or injuries incurred in combat while in the actual performance of
duty.
Congressional Committees are legislative committees that handle
specialized areas of proposed legislation under their jurisdiction.
Congressional Technical Working Group (TWG) Meeting - a congressional
meeting called to deliberate on the provisions of specific bills for appropriate
technical terms, styling and to amend/reconcile disagreeing provisions before
the bill is presented to plenary.
Course refers to a discrete component of a higher education degree program;
usually identified by a course name while its coverage is defined by a course
description and its outline or syllabus, also known as subject.
6
Dependents are the legitimate/legitimated children of military personnel who
are below 21 years of age at the beginning of the school year when they seek
enrolment
Deregulated HEIs refers to institution of higher learning that demonstrate
very good institutional quality and enhancement consistent with their horizontal
type through internal QA systems, and demonstrate very good program
outcomes through a good proportion of accredited programs, the presence of
Centers of Excellence and/or Development, and/or international certification.
Deregulation represents degrees in the liberalization of rules and regulations
of the CHED. HEIs are accorded certain benefits and advantages as may be
provided for in existing CHED policies and guidelines and in applicable
legislation, for a given period of time.
Disbursement a settlement of government obligations, either in the currency
or check or direct credit to the creditors current/savings/ATM account or bank
transfer
Discipline an area of study constituted by defined academic research
methods and objects of study, frames of reference, methodological
approaches, topics, theoretical canons, and technologies; may also be seen as
subcultures with their own language, concepts, tools and credentialed
practitioners [Petts,J., Owens, S. and Bulkeley, H. (2008)]
Dissertation Grant is the subcomponent of the National Higher Education
Research Agenda (NHERA) which aim to upgrade the research manpower
capability of HEIs, while supporting the conduct of research on identified priority
areas. Under this program, CHED shall provide financial assistance to faculty
members who are completing their Doctoral thesis work in identified clusters of
discipline.
Education Committees - refer to the Committee on Higher and Technical
Education in the House of Representatives and the Committee on Education,
Arts, and Culture in the House of Senate; these congressional committees are
responsible for the deliberation of proposed legislative measures in higher
education, and in the preparation of committee reports for plenary deliberations
in the Legislative House.
Education International Networking/Consortium refers to alliance among
schools of 3 or more countries with the goal of implementing the following
programs: faculty and experts exchange, student exchange, fellowship,
collaborative research undertaking, scholarship grants, curriculum
enhancement, library and laboratory enrichment and/or cultural exchange.
Educational Tour an extended educational activity involving the travel of
students and supervising faculty outside the school campus which is relatively
of longer duration, usually lasting for more than one day, and in relatively more
places of destination than a field trip.
Enlisted Personnel (EP) refers to military personnel holding the rank of
Private/Airman, Second Class/Seaman Second Class (E-1) to Chief Master
Sergeant/Master Chief Petty Officer (E-10)
Evaluation a process used to judge the quality of a performance or work
product against a standard (Parker et al., 2001).
7
Exit conference a meeting held with the HEI management after a validation
ocular visit, to communicate results and report the teams findings for the
comments and information of the institutions head and/or representative.
Expanded Tertiary Education Equivalency and Accreditation (ETEEAP)
is a comprehensive educational assessment program at the tertiary level that
recognizes, accredits and gives equivalencies to knowledge, skills, attitudes
and values gained by individuals from relevant work, implemented through
deputized higher education institutions that shall award the appropriate college
degree. Beneficiaries of ETEEAP must be Filipinos who are at least high
school graduates, with at least five (5) years in the field or industry related to
the academic program they are obtaining an equivalency. ETEEAP applicants
must also be able to show proof of proficiency, capability and thorough
knowledge in the field applied for equivalency.
Fact finding team is a team composed of experts and decision makers
that work together in an effort to come to an agreement regarding relevant facts
and legal claims
Fact- finding investigation an inquiry or investigation where information is
procured, verified, and consolidated in a report for a specific purpose usually
ordered by the CEB .
Failed Mediation a mediation proceeding is regarded as failed when the
parties are not able to reach an amicable agreement.
Field Trip an educational activity involving the travel of students and
supervising faculty outside the school campus, but is of relatively shorter
duration, usually lasting for only one day and with fewer places of destination
Financial Report a set of documents prepared (statements of
appropriations, allotments, obligations, disbursements and balances) at the end
of an accounting period which contains summary of accounting data.
Foreign Higher Education Provider (FHEP) refers to a foreign-owned and
duly recognized HEI following a prescribed system of education, duly registered
in a country other than the Philippines.
Former Rebels (FR) refer to authenticated and newly surfaced rebel.
Full Scholarship (FS) is a type of CHED scholarship intended for high
school graduates whose General Weighted Average (GWA) is at least 90% or
its equivalent, or graduating high school students whose GWA is at least 90%
or its equivalent in the third year and at least 90% in the first three grading
periods of the fourth year, who intends to enroll in identified priority courses in
duly authorized public or private HEIs.
Full-time faculty a faculty member employed by an HEI on a full-time basis
Fund Allocation refers to systematic distribution of fund over various
products, operations or activities to incur obligations not exceeding a given
amount during a specified period.
Government Authority refers to the authorization being issued by the CHED
to HEIs to operate higher education programs which are fully compliant with the
prescribed CHED policies, standards and guidelines (PSGs). Depending on the
year level being applied for, the authority to be issued will either be initial
permit, renewal permit or government recognition --
8
Initial Permit refers to government authority issued for the 1st
and 2nd Year levels of the program.
Renewal Permit refers to government authority issued for the
3rd or 4th Year level of the program depending on the approved
curricular years.
Government Recognition refers to government authority
issued for the 3rd, 4th or last curriculum year level of the program
upon full compliance with minimum standards. Recognition
constitutes the basis for the graduation of students. It remains
valid unless revoke for cause.
Graduate Programs refers to a set of advanced courses or study, the
completion of which leads to either a masters or doctorate degrees.
Grants-in-Aid (GIA) Tulong Dunong (TD) a financial assistance/grant
intended for high school graduates, whose GWA is at least a passing grade or
for graduating high school students whose GWA is at least a passing grade in
the third year and in the first three grading periods of the fourth year, who
intends to enroll in identified priority courses in duly authorized public or private
HEIs.
Head refers to the chief executive officer of a higher education institution.
Higher Education refers to post-secondary-level education, training or
research that is recognized by the relevant authorities of a party as belonging to
its higher education system [UNESCO Draft Toolkit for the Recognition of
Foreign Qualifications, 2012].
Higher Education Degree Program refers to the specific courses of study
in the higher level of the education system leading to a bachelors, masters or
doctoral degree.
Higher Education Development Fund the Fund established exclusively for
the strengthening of higher education in the entire country sourced from both
government and non-government contributions and administered by the CHED.
HEDF Mandate refer to the general directive in the use of the HEDF, which is
to support programs/ projects that will enhance and improve the quality of
higher education; improve access to quality higher education; promote
relevance and responsiveness of higher education programs; and enhance
efficiency and effectiveness of colleges and universities in delivering quality
educational programs
HEDF Program/Project refer to activities undertaken to produce the goods
or services that a department/agency is mandated to deliver to external clients
Higher Education Institution an educational institution, private or public,
undertaking operations of higher education programs, with an organized group
of students pursuing defined studies in higher education, receiving instructions
from teachers, usually located in a building or group of buildings in a particular
site specifically intended for educational purposes.
Higher Education Program - a program of study recognized by the relevant
authorities of a party as belonging to its higher education system, the
completion of which provides a student with higher education qualifications
[UNESCO Draft Toolkit for the Recognition of Foreign Qualifications, 2012].
9
Horizontal Typology a functionally differentiated typology of HEIs that does
not imply any hierarchy. In the Philippines at this juncture, HEIs are
differentiated horizontally as Professional Institutions, Colleges or Universities.
The differentiation is along the following dimensions of the qualifications and
corresponding competencies of programs;
1) nature of degree programs offered; qualifications of faculty members;
types of available learning resources and support structures available;
Institutional Calamity Management Team (ICMT) refers to the CMT
established by HEIs, headed by the official designated by the HEI President,
and serves as the command and information center of the HEI where the
affected personnel and students may register for accounting purposes,
coordination and assistance.
Institutional Sustainability Assessment (ISA) a quality assurance process
that assesses the institutional sustainability of an HEI, in the key areas of
quality of teaching and learning as supported by governance and management;
support for students; relations with the community; and management of
resources.
Institutional Student Programs and Services refers to the services and
programs designed to pro-actively respond to the basic health, food, shelter,
and safety concerns of students including students, with special needs and
disabilities and the school.
Internationalization of Higher Education - refers to the process of
integrating international, intercultural, and global dimension into the goals,
functions (teaching, learning, research, and service) and delivery of higher
education; it involves a process of interchange of higher education between
nations, with partnership between nations, between national systems of higher
education and between institutions of higher education. [Knight and dewit,
1997]
International Linkages Voluntary combination of two institutions for the
furtherance of objectives dictated by their mutual interest
Iskolar ng Bayan - refers to the beneficiary of the Program who belongs to the
top ten (10) graduates of public high schools as determined by DepEd and duly
enrolled in SUCs as freshman students.
Itinerary a document which narrates the complete schedule of a travel,
indicating the date, time, place and activity
Journal Accreditation Service (JAS) a system of accreditation of research
journals established by CHED to ensure adoption of fair and important
refereeing system for all research journals in Philippine HEIs and professional
organizations; also serves as a mechanism through which a national standard
for peer review and journal refereeing system can be implemented uniformly for
all published research journals.
Killed-in-Action (KIA) Personnel are military personnel killed in combat
while in actual performance of duty.
Learning competency-based standards refers to standards that are based
on duly-specific learning competencies for a particular field of study or
discipline; in an outcomes-based approach, the outcomes are the set of
10
learning competencies that enable learners to perform complex
tasks/functions/roles.
Legal opinion a lawful statement written by a legal expert, and contains
pronouncements about what the law is, and how it should be interpreted.
Literacy Training Service (LTS) refers to a program designed to train the
students to teach literacy and numeracy skills to school children, out-of-school
youths and other segments of society in need of their services.
Liquidation Report refers to documentary requirements (e.g. vouchers,
receipts, accomplishment report, status report, etc.) submitted to
settle/discharge/clear a debt or any outstanding advances from agency.
Local University or College (LUC) refers to a public HEI established and
financially supported by a Local Government Unit (LGU) through an enabling
ordinance.
Mediation - a process where a trained neutral third party facilitates the
negotiation between parties, and using learned techniques, helps them reach a
voluntary, mutually satisfying agreement [CoRe Group Foundation, Inc., 2015]
Military personnel refers to commissioned officers and enlisted personnel
who are in the active service of the Armed Forces of the Philippines (AFP).
Monitoring and Other Operating Expenses (MOOE) refers to expenditures
to support the operations of government agencies, such as expenses for
supplies and materials, transportation and travel, utilities (water, power, etc.),
repairs, etc.
Mutual Recognition is an agreement by two or more institutional bodies to
validate each others degrees, programmes, or institutions ; also refers to
affirmation by two or more quality assurance or accrediting agencies that the
methodology of the agencies are sound and that the procedures are functioning
accordingly.
National Service Reserve Corps (NSRC) is an organization whose
members are composed of graduates of the CWTS and LTS components of
NSTP, as mandated by RA No. 9163, RA No. 10121, and the Philippine
Disaster Risk Reduction and Management (PDRRM) Act of 2010.
National Service Training Program (NSTP) refers to the program
specifically designed to enhance the youths active contribution to the general
welfare of the Filipino people by enhancing civic consciousness and defense
preparedness of the youth, by developing the ethics of service and patriotism
while undergoing training in any of its three (3) program components: Reserve
Officer Training Corps (ROTC), the Civic Welfare Training Service (CWTS) and
Literacy Training Service (LTS).
Non-Stock Educational Institution refers to an HEI organized as a non-
stock corporation, in accordance with the Corporation Code of the Philippines,
where no part of its income is distributable as dividends to its members,
trustees, or officers; any profit which a non-stock corporation obtains as an
incident to its operations shall, whenever necessary or proper, be used for the
furtherance of the purpose/s for which the corporation was organized.
Normative Funding refers to the application of a set of prescribed objective
criteria and norms that are designed to promote and reward quality instruction,
11
research and extension services, as well as financial prudence and
responsibility.
Notice of Meeting - an official notification of meeting usually indicating the
agenda to be discussed during the meeting.
Obligation a commitment by a government agency arising from an act of a
duly authorized official which binds the government to the immediate or
eventual payment of a sum of money within the limit of the allotment released
by the DBM
Off-Site Students refer to students situated outside the area of calamities but
whose families and/or properties were directly affected/damaged during
calamities.
On-Site Students refer to students directly affected during the height of
calamities.
Outcomes Within a learner-centered paradigm, outcomes are the set of
learning competencies that enable learners to perform complex
tasks/functions/roles
Outcomes-based Quality Assurance a system of assessment, usually of
two levels --
o Program level: A direct assessment of educational outcomes, with
evaluation of the individual programs that lead to those outcomes. In this
approach, the program outcomes are largely measured against the
policies, standards, and guidelines of the discipline.
o Institutional Level: An audit of the quality systems of an institution, to
determine whether these are sufficiently robust and effective to ensure
that all programs are well designed and deliver appropriate outcomes.
This approach takes into consideration the vision, mission, and goals of
the HEI
Partial Scholarship (PS) a type of CHED scholarship intended for high
school graduates with GWA of at least 85% or its equivalent, or for graduating
high school students whose GWA is at least 85% while in third year high school
and during the first three grading periods of the fourth year, provided the
student will enroll in identified priority courses in duly authorized public HEIs
Parties refer to concerned groups being brought into the mediation process.
A. Complainant- a higher education stakeholder (students, parents, faculty,
administration) elevating their concerns to the CHED against an HEI or
stakeholder;
B. Respondent- the defendant in a complaint or mediation conference
Performance-Based Bonus a system of ranking units and personnel within
an organization, according to their performance as measured by verifiable,
observable, credible, and sustainable indicators of performance based on the
following pillars:
1. Departments Major Final Outputs;
2. Departments commitments to the President which are supportive of
the priorities under EO 43; and
3. Good governance conditions to be determined by IATF under AO 25.
12
Personnel Services refers to expenses provisions for the payment of
salaries, wages and other compensation (e.g., merit, salary increase, cost-of-
living-allowances, honoraria and commutable allowances) of permanent,
temporary, contractual, and casual employees of the government.
Phase-out Process refers to the gradual closure of higher education
program or an HEI. In any case, the termination or closure of a program shall
be effected at the end of an academic year; however, existing students in the
second, third, fourth year levels are given the option to finish their study in the
same HEI or transfer to other institutions.
Policies and Rules of the Commission refers to standards or guidelines
issued or prescribed by the CHED, normally considered minimum, provided for
the establishment of an HEI, the operation of its programs and activities, and
the management of its affairs.
Position Papers - official comments signed by the Chairperson or the
Executive Director on proposed bills endorsed to the CHED for its inputs
Pre- Conference a meeting held with the HEI before any validation activity
Priority Programs / Courses are academic programs set/identified by an
inter-agency committee that takes precedence over other programs, usually
based on international/national needs and trends.
Private Education Student Financial Assistance (PESFA) Scholarship (PS)
a scholarship program intended for high school graduates, with a GWA of at
least 85% or its equivalent and for graduating high school students whose
GWA is at least 85% or its equivalent in third year high school and during the
first three grading periods of the fourth year, who will enroll in identified priority
courses in duly authorized private HEIs.
Public Hearings/Committee Meetings are official meetings called by either
the House of Senate or House of Representatives to deliberate proposed bills.
Qualifications a combination of academic preparation, augmented by
subsequent activities that maintain or establish preparation for a particular task,
job, role or profession.
Quality for quality assurance purposes, CHED adopts the notion of quality
as: -fitness for purpose, which is generally used by
international bodies for assessment and accreditation, requires the translation
of the institutions vision, mission and goals into its learning outcomes,
programs and systems; (Harvey, L, Green D (1993).
Defining quality, Assessment and Evaluation on Higher Education 18(1):9-34].
Quality Assurance (QA) an ongoing process of evaluating and enhancing
the quality of a higher education system, institution, or program to assure
stakeholders that acceptable standard of education, scholarships, and
resources for delivery are being maintained. QA does not mean merely
specifying the standards or specifications against which to measure or control
quality, but about ensuring that there are mechanisms, procedures and
processes in place to ensure that the desired quality, however defined and
measured, is delivered [Church, C.H. (1988). The Qualities of Validation.
Studies in Higher Education 13:27-43].
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Refereed journals are scholarly journals peer-reviewed by experts prior to
publication; reviews are often blind, i.e., the names of the author and the
reviewer are withheld.
Regional Calamity Management Team (RCMT) refers to CMT established
by CHEDROs, headed by a Regional Directors or a designated personnel, who
will take charge of the coordination between the CHEDCO and the HEIs within
their respective region and the CHED Central Office.
Regional Office refers to the offices of the Commission in the different
regions throughout the country that exercise direct supervision over HEIs under
their jurisdiction and area of responsibility.
Reimbursement an act of compensating a person for an expense incurred
on the account of carrying out duties and responsibilities for official purposes
Research Grants-In-Aid (GIA) are grants for researches that fall within any
of the priority themes and platforms identified by CHED as responsive to the
needs of the regions and/or within the known fields of expertise of the HEIs.
School-Based NSRC Units (SBNU) are NSRC units established in different
HEIs under CHED, and Technical Vocational Education and Training (TVET)
Institutions under TESDA, as defined in the Implementing Guidelines and
Procedures (IGP) on the Development, Organization, Training, Administration,
Utilization, Mobilization, Operation, Accreditation, Protection and Funding of
the NSRC issued through Memorandum from the Chairperson dated 17
October 2012.
Seoul Accord is a multi-lateral mutual recognition agreement among
agencies responsible for accreditation or recognition of tertiary-level computing
and IT-related qualifications.
Serial Numbers (SN) refers to unique assigned numbers/codes issued to
individual students graduates of NSTP. There are two (2) systems being
implemented for the issuance of Serial Numbers for NSTP: one for the military
or the ROTC component processed by the Department of National Defense
(DND) and another for the non-military or CWTS and LTS component by
CHED.
State University or College (SUC) refers to chartered public higher
education institution established by law, administered and financially subsidized
by the national government.
Status of Fund status of the program/activity/project implementation
indicating current fund utilization and unexpended balance
Stock Educational Institution refers to an HEI organized as a stock
corporation, in accordance with the Corporation Code of the Philippines, which
has capital stock divided into shares, and is authorized to distribute to the
holders of such shares dividends or allotments of the surplus profits on the
basis of the shares held.
Student refers to any person who is enrolled and engaged in higher
education studies.
Student Affairs and Services (SAS) are the services and programs in HEIs
that are concerned with academic support experiences of students to attain
holistic student development. Academic support services are those that relate
14
to student welfare, student development and those that relate to institutional
programs and services. Implementation of these services, usually unique to an
institution.
Student Development Services refers to services and programs designed
for the exploration, enhancement and development of the students full potential
for personal development, leadership, and social responsibility through various
institutional and/or student-initiated activities.
Student Financial Assistance Programs (stuFAP) refers to scholarship,
grants-in-aid (GIA) and loan programs for poor and deserving Filipinos,
implemented by CHED private schools in consonance with its mandate as
provided for in Article XIV, Section 1 of the Philippine Constitution, to protect
and promote the right of all citizens to quality education at all levels and shall
take appropriate steps to make such education accessible to all, and Article
XIV, Section 2(3), to establish and maintain a system of scholarship grants,
student loan programs, subsidies, and other incentives which shall be available
to deserving students in both public and private schools.
Student Welfare Services - are basic services and programs needed to
ensure and promote the well-being of students.
Study Now Pay Later Plan (SNPLP) a loan program is intended to provide
financial assistance to deserving students who are enrolled in any curriculum
year level, in identified priority courses, in duly authorized private HEIs.
Successful Mediation a mediation proceeding where both parties reach an
amicable settlement among themselves.
SUC Level is the classification earned by any SUC as a result of evaluation
using a SUC Levelling Instrument.
SUC Levelling Instrument is the tool for measuring the level of performance
of the institution in the areas of instruction, research, extension and
management of resources using a set of criteria.
Support for Paper Presentation in International Conference a travel grant
to encourage and enable local researchers to present/disseminate/showcase
their scholarly works in international conferences, gain international recognition,
and at the same time expose them to latest developments in the disciplines that
may be applicable to Philippine setting.
Support for Paper Presentor for International Conference a financial
support to enable scientist/researchers/scholars to present their research
outputs in international conferences/seminars/workshops
Technical Panels refer to a panel of experts appointed by the CEB based on
the individual members expertise, training, and experience to assist the CHED
in the formulation of policies and standards, and in the evaluation/assessment
of HEIs and the program offerings
Technical Panel Committee - a committee appointed by the Director on the
basis of the individual members expertise, training, and experience
Tertiary Education refers to post-secondary technical/vocational education
and training, as well as higher education programs.
15
Thesis/Dissertation Grants are grants aimed at upgrading the research
manpower capability of HEIs while supporting the conduct of research on
identified priority areas.
Transnational Education refers to all types of higher education study
program, or sets of courses of study, or educational services in which learners
are located in a country different from the one where the awarding institution is
based; such program may belong to the education system of a State different
from the State in which it operates, or may operate independently of any
national education system.
Travel Authority a document issued by a competent authority authorizing an
official/staff to travel for official purpose/s
Travel reports - a document which accounts for the findings/results of an
official travel, but not limited to the itinerary, the accomplishments, and
expenditures.
Tuition and other school fees (TOSF) - refer to fees imposed charged by an
HEI as payment for instruction facilities and administrative support services.
Twinning program a collaborative arrangement between one local Philippine
and one foreign university, with the desire to build the capability of both
institutions, to operate, manage and administer an undergraduate or graduate
program and to provide opportunity for students to have an international
diploma or degree
Undergraduate Programs refers to a set of four or five-year course of study
focused on applied knowledge and hands on learning, the completion of which
leads to a baccalaureate degree.
UNESCO Recognition of Comparable qualifications, degrees, diplomas,
certificates in the Asia-Pacific region (1983) refers to the 1983 Regional
Convention of Studies, Diplomas and Degrees in Higher Education in Asia and
the Pacific, a legally binding instrument which aims to promote and facilitate
academic mobility in the Asia-Pacific region which was revised in 2011 to
hasten the effort of determining the comparability of programs across the region
and is now in the process of ratification by UNESCO member states in the
region, is also referred to as the Tokyo Convention.
Unexpended Balance refers to the unspent/unobligated portion of a
budgeted amount available for the authorized future expenses
Universities are HEIs that contribute to nation building by providing highly
specialized educational experiences, by training experts in the various
technical and disciplinal areas, and by emphasizing the development of new
knowledge and skills through research and development. The focus on
developing new knowledge is emphasized from the basic post-secondary (i.e.,
baccalaureate) academic programs through the doctoral programs; thus, a
research orientation is emphasized in the Bachelor, Masters and Doctoral
degree programs. Universities contribute to nation building by producing
experts, knowledge, and technological innovations that can be resources for
long-term development processes in a globalized context.
Validating Team refer to the appointed experts who conduct validation
proceedings.
16
Validation is a process of inspection and investigation of HEI compliance to
the MORPHE, and a scrutiny of relevant documentation, including surveys of
stakeholders views (administrators, teachers, learners, parents, etc)
Vertical Typology - refers to the classification of HEIs according to three
elements of quality: (1) alignment and consistency of the learning environment
with the institutions vision, mission, and goals; (2) demonstration of exceptional
learning and service outcomes; and (3) development of a culture of quality.
Withdrawn - a mediation proceeding is considered withdrawn when the
complainant chooses to retract their complaint prior or during the mediation
conference.
Work and Financial Plan is the budget plan of the operating unit/department
indicating the estimated budgetary allocation/requirements of a program/
activity/ project, broken down by month or quarter.
17
ACRONYMS
18
ETEEAP Expanded Tertiary Education Equivalency and Accreditation
EUR-ACE European Accredited Engineer
ESGP-PA Expanded Students Grants-in-Aid Program for Poverty Alleviation
FAAP Federation of Accrediting Agencies of the Philippines
FDP Faculty Development Program
FIA Free Trade Agreement
FS Full Scholarship
GAA General Appropriations Act
GE General Education
GEC General Education Curriculum
GIA Grants-in-Aid
GOs Government Organizations
GRASP Grants-in-Aid to Students Participation in Local and International
Seminars and Conferences
GSIS Government Service Insurance System
HEDF Higher Education Development Fund
HEDFS Higher Education Development Fund Staff
HEIs Higher Education Institutions
HEMIS Higher Education Management Information Systems
IAS International Affairs Services
IATF Inter-Agency Task Force
ICMT Institutional CMT
ICT Information Communication Technology
IDAA Institutional Development Assistance for Accreditation
IEC Information, Education and Communication
IED Investigation and Enforcement Division
IMU Information Management Unit
INB Iskolar ng Bayan
IP Investment Plan
IQuAME Institutional Quality Monitoring and Evaluation
IRR Implementing Rules and Regulations
ISAD International Student Affairs Division
IT Information Technology
JMC Joint Memorandum Circular
JSMP Job-Skills Matching Program
KMD Knowledge Management Division
KRU Knowledge Resource Unit
LDDAP-ADA List of Due and Demandable Accounts Payable Automatic Debit
LEP Ladderized Education Program
LLL Lifelong Learning
LLMD Legislative Liaison and Mediation Division
LLS Legal and Legislative Service
LOA Letter of Advice
LSAD Local Students Affairs Division
LTS Literacy Training Service
LUCs Local Universities and Colleges
19
ManCom Management Committee
MARINA Maritime Industry Authority
M/LTP Medium/Long-Term Plans
MFOs Major Final Output
MHEI Maritime Higher Education Institution
MOA Memorandum of Agreement
MOOE Monitoring and Other Operating Expenses
MORPHE Manual of Regulations for Private Higher Education
MOU Memorandum of Understanding
MRA Mutual Recognition Agreement
MSCTOSF Multi-Sectoral Committee on Tuition and Other School Fees
NAB National Awards Boards
NAFES National Agriculture and Fisheries Education System
NEC National Evaluation Committee
NEDA National Economic and Development Authority
NFF Normative Funding Formula
NGO Non-Government Organizations
NHERA National Higher Education Reform Agenda
NMSCTOSF National MSCTOSF
NNQAA National Network of Quality Assurance Agencies
NSC National ESGP-PA Committee
NSRC National Service Reserve Corps
NSTP National Service Training Program
NTA Notice of Transfer of Allocation
NUCAF National Universities/Colleges of Agriculture and Fisheries
NVAT National Veterinary Admission Test
OBE Outcomes-Based Evaluation
OCC Office of the Chairperson and Commissioners
ODA Official Development Assistance
OED Office of the Executive Director
OIQAG Office of Institutional Quality Assurance and Governance
OPAPP OPAPP-CHED Study Grant Program
OPKRM Office of Planning, Research and Knowledge Management
OPR Office of Primary Responsibility
OPSD Office of Programs and Standards Development
ORS Obligation Request Status
OSDS Office for Student Development and Services
OSG Office of the Solicitor General
OTOS One-Town-One-Scholar Program
PAMANA Payapa at Masaganang Pamayanan
PAPs Programs, Activities, and Projects
PARs Physical Accomplishment Reports
PCs Performance Commitments
PCSO Philippine Charity Sweepstakes Office
PESFA Private Education Student Financial Assistance
20
PGMA HELP President Gloria Macapagal-Arroyo Higher Education Loan
Program
PHEI Private Higher Education Institutions
PI Project Implementer
PIA Provincial Institution of Agriculture and Fisheries
PIB Performance-Informed Budgeting
PIU Project Implementing Unit
PLLO Philippine Legislative Liaison Office
PNQF Philippine National Qualifications Framework
PO Purchase Order
POD Planning Officer Designate
PPMP Project Procurement Management Plan
PPU Policy and Planning Unit
PR Purchase Request
PRC Professional Regulation Commission
PRMD Planning and Resource Management Division
PS Partial Scholarship; Personal Services
PSSA Preliminary Surveys Assistance for Accreditation
PSGs Policies, Standards, and Guidelines
PTC Philippine Technological Council
QA Quality Assurance
QAD Quality Assurance Division
R&D Research and Development
RA Republic Act
RAB Regional Awards Board
RAU Resource Allocation Unit
RBA Request for Budget Approval
RCI Report of Checks Issued
RCMT Regional CMT
RDC Regional Development Council
RDE Research and Development Extension
REC Regional Evaluation Committee
RFT Request for Fund Transfer
RIR Regional Inflation Rate
RMD Research Management Division
RMSCTOSF Regional MSCTOSF
RO Regional Offices
ROTC Reserved Officers Training Corps
RPAG Revised Research Proposal Application Guide
RQAT Regional Quality Assessment Team
RSC Regional ESGP-PA Committee
SAA Sub-Allotment Advice
SAFE Scholarship Student Assistance Fund for Education
SAFE4SR Student Assistance Fund for Education for a Strong Republic
SAS Student Affairs and Services
SAU Student Access Unit
21
SBNU School-Based NSRC Unit
SBSGP Sajahatra Bangsamoro Study Grant Program
SC Scholarship Contract
SFA Scholarships and Financial Assistance
SGP-PA Students Grants-in-Aid Program for Poverty Allevation
SHEI Sending Higher Education Institution
SIAP Student Internship Abroad Program
SIPP Student Internship Program in the Philippines
SIU System Integration Unit
SNPLP Study Now Pay Later Program
SO Special Order
SPPIC Support for Paper Presentor for International Conference
SPU Special Project Unit
SSP State Scholarship Program
StAds StuFAP Administration System
STCW Standards of Training Certification and WatchKeeping
STEAM Science, Technology, Engineering, Agriculture and Mathematics
StuFAPs Student Financial Assistance Programs
SUCs State Universities and Colleges
SWDU Student Welfare Development Unit
TC Technical Committee
TD Tulong Dunong
TE Technical Experts
TP Technical Panel
TESDA Technical Education and Skills Development Authority
TOSF Tuition and Other School Fees
TWG Technical Working Group
TWG-FDP Technical Working Group-Faculty Development Program
TVET Technical Vocational Education and Training
UNIFAST Unified Financial Assistance System for Higher and Technical
Education
WFP Work and Financial Plan
22
PART I
Organization
To provide overall policy and operational direction to all CHED offices, the Office of
the Chairperson and the Commissioners (OCC) shall be organized and supplemented
by their organic staff and attached secretariats/units.
There is a need to review the functions of this office and cast them in terms of the
mission of CHED at this time and President Aquinos call for transformational
leadership and a professional and energized bureaucracy. Since the leadership of the
Commission is lodged in the OCC, the call for transformative leadership demands that
the Chair and Commissioners are at the forefront of improving quality and access in
the countrys higher education sector and of motivating the CHED bureaucracy to walk
extra miles for the good of the institution, its stakeholders, and the nation.
23
Organizational Structure
COMMISSION
CHAIRPERSON
Executive
Sr. Admin. Assistant V
Assistant V
Admin Assistant VI
Admin Aide VI
Admin Aide III
Sr. Admin Assistant Sr. Admin Assistant Sr. Admin Sr. Admin
III III Assistant III Assistant III
Admin Aide V
Admin Aide V Admin Aide V Admin Aide V
(Commission En Banc
Secretariat)
Board Secretary II
Functions
General Functions
The Office of the Chairperson and the Commissioners shall be principally responsible
for the optimization of social, institutional and individual returns and benefits derived
from the conscientious allocation, utilization and accountability of its funds and
resources following the tenets of efficiency and effectiveness; quality and excellence;
relevance and responsiveness; and access and equity.
24
Specific Functions
Organization
The OED consists of the Executive Director (ED), the Deputy Executive Director
(DED) and the staff. It serves as head of the Commission Secretariat (ComSec) that is
charged with overseeing the overall implementation and operation of the CHED
Central and Regional Offices.
In the light of the major reforms that are to be implemented to enhance the quality of
higher education in the country, the institutionalization of a strengthened Office of the
Executive Director is necessary to achieve more focused, synchronized and efficient
operations in both Central and Regional Offices. In other words, this Office is pivotal to
the successful implementation of the higher education reform agenda.
The ED acts as the Chief Operating Officer (COO) of the Commission and is
responsible for overseeing the day-to-day operations of CHED, including the
enforcement of the policies and regulations and the implementation of the plans for
higher education. The ED is also the designated Spokesperson of the Commission
with primary concern of ensuring that only one CHED Official stand and information is
released on issues and concerns raised by the media, stakeholders and the public.
The DED assists the ED in the daily operations of CHED and assumes the
responsibility of the ED in the latters absence. The DED performs functions and
handles special projects delegated by the Chairperson and the ED. They share the
staff complement as provided in the organizational structure of the Commission as
shown below.
25
Organizational Structure
EXECUTIVE DIRECTOR IV
Office of Programs
and Standards
Development Executive
Assistant III CHEDRO I
Office of Institutional CHEDRO VIII
Quality Assurance
and Governance Executive
CHEDRO II
Assistant II
CHEDRO IX
Office of Planning,
Executive CHEDRO III
Research, and CHEDRO X
Assistant I
Knowledge
Management CHEDRO IVA
Administrative CHEDRO XI
Aide VI (2)
Administrative CHEDRO IVB
Financial
CHEDRO XII
Management Service Administrative
Aide IV CHEDRO V
Legal and CHEDRO
Legislative Service NCR
Driver CHEDRO VI
CHEDRO
Office of Student
CAR
Development CHEDRO VII
Services CHEDRO
CARAGA
International Affairs CHEDRO NIR
Staff
Higher Education
Development Fund
Staff
Functions
General Functions
The OED heads the ComSec that implements the plans and policies of the
Commission. It oversees the overall implementation of policies, programs, projects
and operations of the various offices, namely: Office of Programs and Standards
Development (OPSD); Office of Planning, Research and Knowledge Management
(OPRKM); Office of Student Development and Services (OSDS), Office of Institutional
Quality Assurance and Governance (OIQAG); Legal and Legislative Service (LLS);
Administrative, Financial and Management Service (AFMS), International Affairs Staff
26
(IAS) and sixteen (16) Regional Offices (ROs). It coordinates with the Higher
Education Development Fund Staff (HEDFS) in the utilization of HEDF funds for the
efficient implementation of CHED programs, activities and projects (PAPs).
Specific Functions
Specifically,
Organization
To be at par with global best practices, the rationalization of OPSD will enable the
enhancement of program quality and standards; the development of corresponding
policy guidelines; and the achievement of transparency, accountability, expediency
and integrity in the formulation and enforcement of PSGs.
The functions of OPSD shall focus on the development and enhancement of different
policies, programs, standards and guidelines to be implemented by the different HEIs,
as well as in the implementation of the CHEDs non-conventional higher education
programs/projects.
27
OPSD shall perform staff functions, and in some areas of critical concern, shall
undertake line functions. In reality, it will have a mix of function, developmental and
regulatory.
In line with the general mandate of the OPSD, its tasks shall focus on the provision of
secretariat services, that is, provision of technical and administrative backstop support
to the Commission en banc and the technical panel of experts in different clusters of
disciplines in undertaking policy formulation and implementation.
Organizational Structure
Director IV
Directorate Internal
Staff Audit Unit
Director III
28
The Office of Programs and Standards Development has four (4) divisions, namely: 1)
Standards Development Division (SDD); 2) Programs Development Division (PDD); 3)
Non-Conventional Higher Education Division (NHD); 4) Division of Programs with
International Conventions (DPIC).
Applicable to all four (4) Divisions of OPSD, the nature of secretariat services, among
others, shall include the following: 1) preparation of activity/program/project plans or
proposals, concept papers, and reports; 2) documentary analysis; 3) coordination
activities; 4) monitoring and evaluation/inspection visits of programs of HEIs; 5)
conduct of public hearings, consultative or orientation conferences with stakeholders;
29
6) programs/projects development, implementation, monitoring and evaluation; 7)
establishment of networks/linkages with local and foreign agencies, institutions or
organizations; and 8) provision of technical inputs in the preparation of
comments/position papers in aid of legislation and policy formulation.
30
3.3 Non-Conventional Higher Education Division (NHD)
1. Formulates PSGs for ETEEAP and other non-conventional higher education
programs and alternative learning systems, such as ladderized education
program, transnational and distance learning education.
2. Processes authority for deputization of HEIs to offer ETEEAP and other non-
conventional programs;
3. Monitors enforcement of PSGs on ETEEAP and other non-conventional
programs; and
4. Establishes database for ETEEAP and other non-conventional programs.
The Technical Panels and Technical Committees provide the needed expertise in the
performance of CHED functions related to the development of policies and standards
in the different clusters of disciplines. The OPSD serves as the coordinating office of
the Commission to the TPs/TCs.
Terms of Reference
31
1. Provides technical expertise in conceptualizing and developing plans, policies,
standards, guidelines, rules and regulations concerning the operation of higher
education programs;
2. Provides technical expertise in evaluating compliance of HEIs with minimum
standards set for the various higher education programs, for purposes of issuance
of permit/recognition and certificate of program compliance (COPC), provision of
appropriate incentives, and imposition of sanction such as program termination or
closure;
3. Provides technical expertise in formulating guidelines and criteria for identification
of COEs/CODs and in evaluation and monitoring of their projects;
4. Provides technical expertise in developing assessment instrument in undertaking
monitoring and evaluation tasks;
5. Provides technical assistance to OPSD in PSG Audit implementation, provides
guidance to RQATs, and establishes strong coordinative mechanism;
6. Provides technical expertise in formulating guidelines in the implementation of
Ladderized Education Programs (LEP), Expanded Tertiary Education Equivalency
and Accreditation Program (ETEEAP), and Transnational Education and Distance
Education (TNEDE) Programs;
7. Provides technical assistance in the implementation of developmental programs
and projects at the disciplinal levels;
8. Represents CHED in meetings/workshops/conferences/consultations/hearings as
the need arises; and
9. Performs other tasks as may be necessary.
The Technical Committees shall serve as the Working Committees and assist the
Technical Panels in undertaking the tasks and activities as specified in the above
Terms of Reference of the Technical Panels.
Organization
32
Furthermore, governance is a key dimension of institutional QA. Hence, the CHEDs
emphasis on ensuring good governance at the level of higher education institutions by
establishing an office in the CHED that focuses on the concerns of both public and
private higher education institutions and providing mechanisms to link or coordinate
them.
The OIQAG is composed of two (2) divisions namely, the Quality Assurance Division
(QAD) and the Coordination and Governance Division (CGD). Each division has six
(6) designated staff with permanent positions. To provide administrative support,
OIQAG has two (2) administrative staff who reports directly to the OIQAG Director.
Organizational Structure
Director IV
Administrative Assistant IV
Administrative Aide VI
Functions
General Functions
33
2. Promote the strengthening of HEIs productivity capabilities;
3. Support HEIs innovations for productivity and improvement;
4. Formulate and support the implementation of institutional policies and
guidelines on quality assurance and governance;
5. Assess, coordinate with, and support the HEIs vertical development per their
horizontal typology;
6. Assess, coordinate with, and support public HEIs in their status and functioning
as amalgamated or merged institutions;
7. Coordinate with, and support HEIs in their plans to establish consortia,
twinning, partnerships, linkages between and among themselves and with
foreign HEIs; and
8. Advocate sustained promotion for continuing quality improvement and
transparent responsible institutional governance.
Specific Functions
The QAD primarily looks at the quality assurance of higher education institutions at
the institutional level. Specifically, QAD is tasked to:
34
4.1.9 Keep track of regional and international developments on QA and provide
appropriate future directives and options for CHED and HEIs;
4.1.10 In the implementation of the 2011-2016 Strategic Plan and HERA, assist HEIs
in the development of internal QA mechanisms and proactively ensures that a
critical mass of them have QA systems in place;
4.1.11 Provide inputs, comments and alternative positions on bills relevant to quality
assurance; conversion or establishment of higher education institutions and
similar concerns, and attends when necessary public hearings conducted by
the Education Committees of both the House of Representatives and the
Senate regarding proposed education bills and other congressional
committees.*
4.2.1 Assess, support and coordinate with private and public HEIs in plans and
actions involving consortia, twinning, partnerships, linkages, between them,
and with foreign HEIs;
4.2.2 Assess, coordinate with and supports public HEIs in their status and
functioning as regional university systems or amalgamated/merged HEIs;
4.2.3 Advocate, formulate and recommend institutional policies and guidelines
on governance issues and institutional development;
4.2.4 Maintain an updated database that contains variables specific to
SUCs/LUCs and private HEIs;
4.2.5 Implement appropriate governance of and technical support for public and
private HEIs;
4.2.6 Review project proposals for institutional grants submitted by higher
education;
4.2.7 Provide inputs, comments and positions on bills relevant to coordination
and governance of higher education institutions.
4.2.8 Evaluates application for establishment/recognition of Local Government
Operated Higher Education Institutions;
4.2.9 Maintain information relative to governance of higher education institutions.
4.2.10 Keep abreast with local, regional and international developments on the
governance of HEIs and recommend future directions and options for
CHED and HEIs;
35
5. OFFICE OF PLANNING, RESEARCH AND KNOWLEDGE MANAGEMENT
(OPRKM)
Organization
The CHED is the development planning agency and chief policy formulator in the area
of higher education. The implementation of the plans and policies that it will formulate
can best be facilitated through a judicious, authoritative, yet equitable allocation of
resources across program areas and institutions and through a balanced distribution
among the regions in coordination with the Department of Budget and Management
(DBM).
36
Organizational Structure
- Director IV
- Director III
- Admin Asst-III
- Admin Aid-IV
General Functions
1. Directs and issues guidelines for the formulation of sector-wide and CHED-wide
policies, plans, and development initiatives, and consolidates them for
Commission approval and endorsement to the National Economic and
Development Authority (NEDA) in case of sector-wide plans and policies;
2. Establishes the allocation parameters, framework/guidelines in the allocation of
State Universities and Colleges (SUCs) budget and coordinates the same with
their application in the allocation of said budget, and consolidates the results;
3. Develops criteria and systems in the allocation of Higher Education
Development Fund (HEDF) and other public investment resources;
4. Directs and manages the formulation of higher education Research and
Development (R&D) agenda and monitors and evaluates its implementation;
37
5. Determines and provides the research infrastructure and enabling policies and
initiatives;
6. Oversees major research projects for which CHED is accountable for;
7. Promotes the utilization of research outputs within the framework of Intellectual
Property policies;
8. Generates, processes, and analyses higher education related data/information
for policy formulation, planning, program development and serving the
information needs of stakeholders;
9. Conducts or outsources research with significant policy inputs for CHED;
10. Provides overall direction in the development, implementation and maintenance
of packaging information, network systems, information systems, databases,
electronic dissemination of information, and client support services supportive
to the attainment of the vision mission, and Goals of the CHED; and
11. Packages and disseminates in a timely manner relevant higher education R&D
and information.
Specific Functions
38
ii. Assess existing policies and evaluation/validation of viable policy
options,
iii. Identify policy areas for development, and
iv. Refer with other related activities in aid of policy formulation, particularly
in governance and system-wide development;
2. Provides guidelines and consolidates the inputs of CHED units towards the
formulation of Higher Education Development Plan (HEDP) and, Investment
Plan (IP) relevant to national development,
3. Monitors the performance of higher education based on established
parameters/indicators relative to Plans, Milestones and Targets;
4. Spearheads the formulation/preparation of agency Performance Commitments
(PCs) and Action Plans (APs) and Medium/Long-Term Plans (M/LTP) for higher
education;
5. Assists in the preparation of the Annual Budget (AB), budgetary target and
projections and performance indicators of the agency; and
6. Provides technical inputs to the Legislative Liaison and Mediation Division
(LLMD) of Legal and Legislative Service (LLS) in the preparation of CHED
comments/position on higher education related bills and in the
drafting/finalization of proposed bills in support of the CHEDs legislative
agenda.
1. Directs the formulation of the higher education R&D agenda and monitors the
adoption of the same, such as -
i. Coordinate the review and recommend R&D priorities/agenda in/on
higher education;
ii. Evaluate, endorse and serve as a clearing house for higher education
institution research proposals for HEDF and GAA funding;
iii. Facilitate in the processing of approved CHED-funded researches;
iv. Monitor the implementation of CHED-researches; and
v. Coordinate the evaluation of the outputs and impacts of CHED-funded
researches;
39
iv. Evaluate and assess research development, extension, and knowledge
management project proposals for funding recommendation;
The KMD is tasked to perform the following functions to ensure that respective
stakeholders have access to accurate, up-to-date information and data as well as
analyses on key dimensions of Philippine higher education to serve the ends of policy
making, program development, standard setting, and formulation of reforms and
directions in higher education. The division also serves as the repository of regional
and global higher education data as generated by the Research Management Division
and the Planning Division of OPRKM. Although the division processes the information
requirements of the Commission, the various offices, as data/system owners, are
given the flexibility to generate, process and analyze their respective data sets given
their varied and distinct information requirements in coordination with the KMD.
1. Prepares plan, projects and strategies for the development, implementation and
maintenance of data collection, processing and data-banking activities;
2. Formulates, coordinates, and implements policies and guidelines related to
higher education data collection, processing, and data banking;
3. Conducts annual collection, collation, consolidation, storage of data and
information from HEIs in the country in coordination with the CHED regional
offices;
40
4. Provides technical assistance to the CHED offices and HEIs on the data
collection, processing and data banking needs of the Commission;
5. Manages/Maintains databases to enable continuous online access of higher
education data;
6. Prepares annual higher education statistical bulletin and directory of HEIs and
their program offerings;
7. Prepares higher education projections and other related statistics as required
by the stakeholders in support to the policy formulation and decision-making;
8. Collects, generates, and monitors higher education indicators gathered from
CHED offices, HEIs, government and non-governmental agencies; and
9. Coordinates with the concerned agencies for statistical standards to be used in
the aggregation of data.
41
14. Prepares and maintains technical documentation of infrastructure and
processes;
15. Performs routine audits and back-ups of systems and software;
16. Reviews, updates and implements the CHED ICT Resources and Policy
Guidelines;
17. Performs related analysis and design functions;
18. Designs, develops, implements, and maintains the CHED portal for
dissemination of information and feedback mechanisms for its stakeholders;
19. Updates periodically or regularly the contents of the portal as coordinated with
the KRU;
20. Creates links for knowledge acquisition and diffusion with knowledge providers;
21. Implements tight portal security system to safeguard against vulnerabilities both
from internal and external intruders;
22. Coordinates with the IMU on updated databases regarding HEI profiles,
program offerings and statistics for maintenance of interactive search engine;
and
23. Backs up the CHED portal contents.
Organization
The Office of Student Development and Services (OSDS) covers a wide range of
policy development, implementation, advocacy and technical assistance taking into
consideration international standards. Various laws, rules and regulations affecting
student affairs and services and its delivery to various higher education institutions,
42
tasked the Office to develop, recommend, monitor and evaluate the implementation of
student affairs and services policies, systems, procedures and programs such as:
The OSDS is composed of two (2) functional divisions namely: the Local Student
Affairs Division (LSAD) and the International Student Affairs Division (ISAD). The
LSAD is in-charge of student welfare and development and student access of CHED,
while ISAD is in-charge of higher education student mobility and international student
affairs.
43
Organizational Structure
Director IV
Director III
Admin. Asst.
III
Chief Chief
Education Program Specialist (EPS) Education Program Specialist (EPS)
Senior EPS
Senior EPS Senior EPS Senior EPS
EPS I
EPS II EPS II EPS I
Functions
General Functions
44
guidelines and procedures relative to the relevant student welfare,
development and services program;
2. Provides technical assistance to CHEDROs, HEIs and other concerned
agencies in the development of guidelines for various student development
and services; and
3. Establishes and maintains linkages with government and non-government
agencies and organizations on matters pertaining to student development
and services.
Program Advocacy
Specific Functions
45
1. Formulates/enhances policies/guidelines and procedures on StuFAPs and
other financial assistance programs in coordination with other offices;
2. Determines slot allocation, distribution and funding requirements of the
various (StuFAPs);
3. Conducts public consultations, orientations, conferences and other
information dissemination activities relative to student access program;
4. Prepares plans, programs budgetary requirement, and accomplishment
reports of the division;
5. Facilitates the execution of MOA between CHED, selected HEIs and/or
concerned agencies relative to the administration of student access
programs;
6. Monitors and evaluates the implementation of StuFAPs and prepares
reports;
7. Evaluates and update records of StuFAPs beneficiaries;
8. Consolidates StuFAPs data and interpret them to establish information for
publication and to recommend for possible policy enhancement;
9. Conducts annual reconciliation of physical and financial matters of various
StuFAPs with the CHEDROs, and other concerned offices; and
10. Prepares advocacy materials for students services and programs such as
brochures, memoranda, flyers, handbooks, posters, information kit, etc.
46
8. Balik Eskwela, and other student welfare and development programs, and
prepare the corresponding reports;
9. Conducts public consultations, orientation conferences and other
information dissemination activities;
10. Coordinates closely and establishes linkages with other government
agencies and NGOs towards improving the admission and retention policies
of HEIs;
11. Provides information and guidance for students career development;
12. Prepares brochures and other information materials relative to the functions
of the division; and
13. Consolidates regional data and interpret the same to recommend for
possible policy enhancement.
47
7. LEGISLATIVE AND LEGAL SERVICES (LLS)
Organization
The Office of Legal and Legislative Service (LLS) will be the Commissions prime
office to provide the range of legal and legislative services to support its thrusts for the
countrys Higher Education Agenda in the regional and global sphere. It is principally
responsible for investigating complaints on non-compliant programs of HEIs, and
effectively implementing sanctions imposed by the CEB (e.g. phase-out, closure,
downgrading of status, imposition of fines, among others), pursuant to its mandate
under RA 7722.
The Office is also responsible for coordinating and providing general legislative liaison
services for the CHED in both Houses of Representatives and the House of Senate of
the Philippines. It provides backstopping support to CHED officials as may be needed,
during congressional deliberations of proposed legislative measures. It maintains
constant and dynamic coordination with the Presidential Legislative Liaison Office
(PLLO) considering that CHED aligns its legislative thrusts with the Presidents
Legislative Agenda.
The Office is also responsible for coordinating and liaisoning with the Office of the
Solicitor General (OSG) regarding all judicial cases in the various courts, whether
Regional Trial Court, Court of Appeals or Supreme Court, involving CHED officials
and staff in the valid exercise of their official functions and duties all over the country.
This includes cases filed against the CHED Chairperson and Commissioners in
connection with their leadership role in SUCs nationwide.
The Office also provides a mechanism for effective mediation services on numerous
and myriad complaints regarding academic and other issues brought before the CHED
on a daily basis by its various stakeholders. The mediation services are mostly for
students and faculty members who have grievances/complaints/petitions against their
respective HEIs. Utilizing the services of trained accredited mediators from the various
CHED Offices, the agency is able to move the parties to a settlement or solution which
they themselves forged, with CHEDs assistance and supervision.
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The LLS is composed of the Investigation and Enforcement Division (IED) and the
Legislative Liaison and Mediation Division (LLMD).
Organizational Structure
DIRECTOR IV
Attorney V Attorney V
Attorney III
Attorney III
Special Investigator III
Legal Assistant I
Special Investigator II
Legal Assistant
Functions
General Functions
The LLS is CHEDs prime office to provide the range of legal and legislative services
to support and sustain its thrusts, as articulated in the countrys Higher Education
Agenda both in the regional and global sphere.
49
Specific Functions
This IED coordinates, monitors and acts on all matters, issues and legal concerns or
legal services required by the Commission en banc and other internal offices and units
of CHED, as well as other offices in the other branches of our government, which
concerns are within the mandate of CHED under RA 7722, RA 8292 and similar
related laws and issuances.
The Division provides a wide range of services, legal in nature, including but not
limited to the conduct of fact-finding investigations, and properly coordinate with the
OSG as regards the handling of judicial cases involving the operations and official
actions of the CHED, its officials and staff, in the lawful exercise of their duties and
functions.
50
10. Formulates and recommends policies and programs of action for the effective
enforcement of the countrys educational laws, rules and regulations;
11. Prepares the necessary implementing documents for authorized CHED officials
signature concerning the decisions, directives, orders and resolutions issued by
the CEB and other judicial and quasi-judicial bodies;
12. Prepares necessary action plans for enforcement of decisions cited in the
preceding provision and monitors its timely implementation.
13. Ensures proper prosecution of respondents in formal investigation, regarding
alleged violations by CHED officials, personnel and staff of the CHED Code of
Conduct, Conflict of Interest policy, as well as pertinent laws, rules and
regulations pertaining to education;
14. Processes applications for Correction of Name in School records;
15. Reviews Contracts, MOAs, and CHED Issuances, Circulars, and other legal
documents for recommendation to authorized signatories, and ensures among
others, the presence of appropriate CEB Resolutions of approval, BAC
resolutions whenever procurement processes are required, and that focal offices
for particular programs or activities are duly identified therein;
16. Assists in the review of appeals on cases of Exclusion and Expulsion of
Students; and
17. Maintains, upon due designation, lateral coordination with other government and
private agencies in the implementation of all activities and programs directly
related to legal services provided by the IED or other LLS division.
This Division is tasked to coordinate, monitor and ensure that the higher
education legislative agenda set forth by the CEB and the executive and legislative
branches of our government, are carried out smoothly through the passage of laws,
rules and regulations and other executive issuances. The LLMD establishes close
coordination with the Office of the President, through the various departments and
agencies, to ensure that the higher education legislative agenda of the President and
the CHEDs legislative agenda are duly accomplished. This Division also ensures
effective, timely, relevant and productive coordination and linkages with both House of
Congress.
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3. Attends public hearings conducted by the Education Committees of both the
House of Representatives and the House of Senate, regarding proposed
education bills and other congressional committees together with the technical
staff of concerned offices;
4. Identifies, coordinates and provides technical support to the CHED
Chairperson, Commissioners and key officials during legislative hearings;
5. Monitors and analyses the status of priority legislative proposals on higher
education and coordinates with both Houses of Congress the implementation of
viable strategies to address delays in the passage of needed legislative
measures and other related problems;
6. Initiates efforts to establish rapport with legislators and their Chiefs-of-Staff and
arrange meetings and briefings with CHED Officials, if needed, for advocacy
and other purposes;
7. Provides coordination and liaison work with both Houses of Congress and other
government agencies during budget hearings and briefings;
8. Provides assistance to queries and complaints by higher education
stakeholders, especially the students;
9. Coordinates with concerned HEIs, CHEDROs, and the LLS-IED for appropriate
action/s to address the issues and concerns of stakeholders;
10. Assists in the conduct of mediation conferences;
11. Coordinates the conduct of training and re-training of CHED mediators to better
address the concerns forwarded to the Commission; and
12. Updates database and maintains files of all the mediation proceedings and
legislative meetings/hearings.
Organization
There are four (4) divisions under the AFMS: Accounting Division, Budget Division,
General Services Division and Human Resource Development Division.
52
Organizational Structure
Functions
General Functions
The Office of the Director handles the formulation of policies relative to the operation
of the Administrative, Financial and Management Service, for approval of the CEB;
prepares the Work and Financial Plan of the AFMS; and assists the Commission in
the administration of the GAA funds.
Specific Functions
53
5. Safeguards government assets through verification of collection and deposit,
inventory of supplies and properties, inspection of delivered goods and
monitoring of liquidation of fund transfers and cash advances;
6. Provides support services to personnel and government collecting agencies
through timely remittance of mandatory and allowable deductions,
maintenance of remittances database and certification of remittances made;
7. Acts as withholding tax agent that requires proper taxation on compensation,
goods and services and preparation and submission of tax remittance advice;
8. Prepares and submits financial report requirements of other government
agencies.
9. Consolidates financial reports of the Central Office and Regional Offices; and
10. Advises management on financial matters.
The Division also provides assistance to the CHED Officials on CHED and SUCs
budgetary concern. It is also involved in the budget preparation and budget legislation
activities for SUCs, specifically in the review of submitted budget estimates of SUCs if
such is in accordance with the Normative Financing (NF) and National Budget Call of
the Department of Budget and Management (DBM) and other issuances relative to
budget preparation.
54
3. Implements position classification and compensation system, and other
employee welfare programs, such as retirement and other benefits as
prescribed by the DBM and other government instrumentalities;
4. Helps create an atmosphere conducive to good supervisor-employee relations
and improvement of employee welfare and morale, and the recognition of
employees' right to self-organization
5. Generates and maintains a complete and up-to-date personnel information
system; and
6. Facilitates requests for assistance on welfare and benefits provided by GSIS,
Pag-IBIG, PhilHealth and other pertinent agencies.
The General Services Division is composed of four (4) units that provide property
and supply management services, records management services, cash management
services, maintenance and other related services.
1. Collects and disburses promptly and accurately valid claims and from CHED
personnel, creditors, and suppliers; and
2. Manages and maintains petty cash fund.
Manages and maintains overall expedited records of all official incoming and
outgoing documents and directives, both internally and externally.
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8.4.4 Maintenance and Other Related Services Unit
In addition to the four (4) units, the Management Unit, under the direct
supervision of the Supervising Administrative Officer, is created to perform the
following functions:
1. Facilitates the conduct of regular surveys on existing methods, systems,
procedures/processes to be able to provide recommendations to the
management in order to enhance agencys efficiency and effectiveness
as well as to increase organizational productivity; and
2. Assists the agency in developing plans and programs to improve
management systems.
Organization
The International Affairs Staff (IAS) is a modest-sized but highly competent technical
unit that provides complete staff work on all international matters. This task becomes
even more salient in the context of labor mobility and international accords to which
the Philippines is signatory, which aim to achieve comparability of academic programs
and degrees across the Asia Pacific region.
IAS assists the CHED in the implementation of education matters involving other
countries and international education organizations and is responsible in coordinating
and harmonizing, on behalf of the CHED Chairperson and/or the Executive Director,
56
all international dimensions of the CHED work that emanate from the respective
mandates of the CHEDs organic units
Organizational Structure
Director III
Chief Education
Program Specialist
Supervising
Education Program
Specialist*
Functions
General Functions
Serves as the clearing house for all bilateral and multilateral academic
agreements services, exchanges, international recognition of degrees and
qualifications, and policy coordination on the inflow and outflows of international
students and services (transnational education);
Serves as clearing house of information on education policy, systems,
curriculum development, educational governance and education materials, as
well as information on the comparability of higher education programs, degrees,
and diplomas in other countries, on the one hand; and as source of similar
information in the Philippines (in cooperation with OPSD and OPRKM);
Provides protocol assistance to all officials and staff of the CHED and
requesting HEIs; and
Assists concerned organic units of the Commission in the coordination of
official development assistance (ODA) from both bilateral and multilateral
sources and in all matters of trade in educational services.
57
Specific Functions
Organization
The Higher Education Development Fund Staff (HEDFS) is primarily responsible in the
formulation and implementation of policies and guidelines for the generation,
allocation and utilization of the Higher Education Development Fund (HEDF), which
58
was established exclusively for the strengthening of the higher education in the entire
country.
HEDFS aims to utilize the fund to attain the goals of national development and bring
progress to the academic community, specifically to the disadvantaged areas of the
country. As CHEDs funding arm, it has initially addressed the issue of equitable
resource allocation problem to enhance access/ delivery of quality education by
providing support in the key areas of institutional development, rationalization of
programs, standards and guidelines, research and scholarship programs for both
public and private higher education institutions.
Organizational Structure
Director III
Chief Accountant
Finance Administrative
Functions
General Functions
As the funding arm of the Commission, the HEDFS handles the management of
allocation and utilization of the fund. HEDFS reviews the financial aspects of
endorsed projects, recommends appropriate adjustments to the CEB, and releases
funding assistance to the grantee/recipient. It also assists the fund grantees to
59
implement strict fund accounting processes and procedures to ensure proper use of
the HEDF.
Specific Functions
Organization
60
Organizational Structure
REGIONAL
DIRECTOR
Administrative Technical
Division Services Division
Supervising Education
Administrative Program Specialist
Unit
Cluster/Discipline
Functions
General Functions:
61
2. Coordinates the formulation of higher education plans and programs that are
responsive to the needs and potentials of the region in consultation with other
regional offices;
3. Provides assistance to the CHED Central Office in the allocation of resources
and preparation of the composite higher education budget for the region;
4. Undertakes research and conducts/outsources studies applicable to the region
and disseminates information to all institutions and agencies;
5. Provides technical assistance and develop relevant training programs to higher
education institutions; and
6. Collects and analyzes higher education information relative to the region and
maintain an adequate management information system.
Specific Functions:
62
PART II:
1.1. Records Management Unit under the Office of the Chairperson and
Commissioners
Narrative Procedures
1. The designated Administrative Staff receives and registers incoming
official communications, both from the Records Office and walk-in clients,
sorts the same and forwards the documents to the Senior Administrative
Assistant V and/or Executive Assistant for routing to concerned office.
2. The Senior Administrative Assistant V and/or Executive Assistant evaluate
the documents. If the said document needs the urgent attention/action of
the Chairperson/Commission, they will immediately flag said document to
their principal. With the principals action on the said
documents/letters/request or her marginal note, it will be rerouted by the
designated Administrative staff and recorded properly. All other
documents/letters/requests will be routed to the respective office that has
the jurisdiction over the subject matter. The Chair/Commissioner will be
given a photocopy of these routed documents/letters for his/her
information and appropriate action, etc.
3. The designated Administrative Staff documents/letters/requests from the
Senior Administrative Assistant V/Executive Assistant with the routing slip
for him/her to record and route to the appropriate office(s).
Narrative Procedures
1. Actions made by the Chairperson/Commissioner and their Technical
Assistant(s) on requests/communications will be forwarded to the
designated Administrative Staff who handles all outgoing communications.
2. The designated Administrative Staff receives and registers outgoing official
communications.
3. After recoding and furnishing a copy for office file, the said Administrative
Staff will forward this communication to the CHED Central Office Record
Unit for recording and sending to the addressee
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1.1.3. Processing of Request for CHED Endorsement to Hold an Activity
64
Narrative Procedures
Narrative Procedures
1.3. Processing of Requests for Scheduled Interviews by the media with the CHED
Chairperson
Narrative Procedures
65
4. The Chairs Technical Assistant on Media Relations monitors the interview
and provides additional materials to the media when necessary.
5. The Chairs Technical Assistant on Media Relations monitors the outcome
of the interview on print and broadcast media.
Narrative Procedures
Narrative Procedures
66
3. With the Chairpersons favorable action on the request, the designated staff
will inform the sender that the Chair is willing to meet with them and said
staff will set the date, time and place for the meeting. Said staff will ask the
inviting party to provide the Chairperson.
If the request is denied, the designated Administrative Staff will inform the
sender of the Chairs action via email/mobile/landline.
All denied requests will be recorded by the designated staff and properly
filed.
4. It is within the prerogative of the Chairperson if she will assign CHED
Official(s) as her representative to meet the requester. In this case, the staff
of the said official will inform the requester that they will be the ones to meet
with them.
The following are the requirements for Authority to Travel of SUCs presidents:
1.7.1.Personal Travel
a.Letter request addressed to the CHED Chair, copy furnished to
their respective governing board chairperson, with the following
information:
i. Nature and Purpose of Travel;
ii. Date of Travel;
iii. Destination;
iv. Designated OIC while on travel; and
v. Board Approval through a BOR/T
Resolution/Referendum (as the case maybe).
67
To be attached are the following requirements:
a. Filed Leave with Leave Credits;
b. BOR/T Resolution/Referendum; and
c. Designated OIC.
Narrative Procedures
68
Narrative Procedures
Note: Requests for Travel Authority with incomplete attachments will not be
processed/released.
Legal Basis:
Under Sec. 12.2 of CMO 3, s. 2001, the Governing Board is allowed two (2)
special meetings in a year which shall be granted authorized allowance.
Requirements:
1. There should be a letter request signed by the SUC president and
addressed to the Chairperson or the Chair Designate requesting to hold a
special meeting, indicating the following:
a.Time, Date and Venue;
b.Matters to be discussed;
c.The justification for holding the special meeting;
d. The number of special board meetings they conducted.
Narrative Procedures
69
1.9. Processing of Requests for Referendum of SUCs
Requirements:
1. There should be a letter request asking for a referendum on a subject
matter allowed for referendum.
2. The Chairperson or the Chair Designate will either approve the request
allowing or disallowing the subject matter for referendum.
3. The request should include all pertinent documents/ certificates as
contained in CHED Administrative Order No. 6, s. 2014.
4. Any financial matter can be allowed for referendum if the said item was
processed and endorsed for approval by the BOR/BOT Finance Committee.
If allowed, this matter will be confirmed in the next BOR/T board meeting.
Notwithstanding, all other requirements of CHED Administrative Order No.
6, s. 2014 should be allowed.
5. Denied requests for referendum will be communicated to the SUCs
concerned.
Narrative Procedures
Requirements:
a. There should be a submitted report from either the Search Committee for
President (SCP) or from the Evaluation Committee before the request is made.
b. There should be a letter request signed by the SUC president and addressed
to the Chairperson through the Chair Designate requesting to hold a special
meeting to elect or evaluate the president indicating the time and the venue of
said meeting.
70
3. The said request will be forwarded to the Chairperson for approval.
4. Approved or Denied requests to Hold a Special Meeting to Elect/Evaluate a
SUC president will be returned to the designated Administrative Staff for
recording and release to the requesting SUCs via their respective Chair
Designate offices.
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Process Flows
72
1.2 Request for CHED Endorsement to Hold an Activity
73
1.3 Processing of Requests and Other Communications
(Incoming documents from Records and walk-in Clients)
The SAA/EA will refer the documents to The SAA/EA will notify the Chairperson
the respective office that has jurisdiction of the documents that need urgent
over the subject matter attention/ action
The SAA/EA will return the documents The SAA/ EA will return the documents
with instructions/action to the AA/AS for to the AA/AS who will record the
record purposes instructions/ action of the Chairperson
The Chair will be given a photocopy of the The AA/AS will photocopy the
routed documents/letters for her documents with Chairpersons
information and appropriate action, etc. instructions/ action for file copy before
based on the judgment call of the SAA/ releasing/ routing said documents to the
EA concerned office(s)
74
1.4 Request for the Chairpersons Signature
75
1.5 Request for Appointments/Invitations
76
2. OFFICE OF THE EXECUTIVE DIRECTOR (OED)
Narrative Procedures
Central and regional office inspection is a vital means for monitoring the quality,
efficiency and integrity of the delivery of higher education services and tasks
according to the standards and policies set by the CEB. The efficiency and effective
delivery require periodic and closer monitoring as adequate feedback mechanisms
between national and regional levels on the one hand and between entire Commission
and general public on the other.
77
designated staff on the next action.
5. Designated staff prepares communication to be signed by the Executive
Director for the CROU requesting for justifications and feedback regarding the
status of their PAPs.
6. Administrative Assistant distributes the memorandum to the concerned
offices/units.
7. Designated staff consolidates all the submitted reports and prepares periodic
PAPs/assignments report including the budget utilization for presentation to the
ManCom/CEB.
8. As necessary, Executive Director calls for special meetings to address the
PAPs/Assignments that are not progressing according to the timeline.
1. Originating office does the completed staff work (CSW) (Form-4) and prepares
the proposed issuance duly reviewed and endorsed by the concerned director
and forwards it to the Executive Directors Office.
2. Administrative Aide/Designated Staff receives, logs the document and indicates
the corresponding document number and forwards to the Executive Assistant
for review ensuring that everything is in order and then forwards to the
Executive Director for his signature and recommendation as agenda item
(Form-5) for the ManCom and CEB meeting for deliberation/discussion and
approval of the CEB.
3. ManCom and CEB discuss the draft issuance/document after presentation by
the concerned Director who requests for CEBs appropriate action and/or
recommends CEB approval.
4. If disapproved, the draft document/issuance is returned to concerned Office for
further study/enhancement/more staff work. If approved, ComSec drafts CEB
resolution (Form-6) and informs the concerned Office of the decision and for
them to prepare/finalize the corresponding document/issuance for signature of
the Chairperson.
5. Signed document/issuance is forwarded to the Records Section for numbering
and proper dissemination.
Before the end of the fiscal year, the Commission Secretariat (ComSec) prepares the
schedule of the Management Committee (ManCom) and Commission en Banc
(CEB)(Form-7) meeting as well as the quarterly schedule of the National Directorate
meetings (NDM) for comments and approval of the CEB. Once approved, the ComSec
provides the Commissioners and Directors final copy of the meeting schedule for
calendar purposes. It should be noted that CHED Officials should refrain from
scheduling another meeting, especially external meetings whenever there is ManCom
and CEB meeting. All Directors are also requested to be around or on call whenever
78
there is a CEB meeting to provide support, updates or clarification to the CEB on
matters involving their tasks/assignments.
79
16. For the succeeding ManCom and CEB meeting, Designated Staff follows up on
the actions taken by the concerned Officials pertaining to their assignment that
arose from the previous meeting to be reported under matters arising from the
minutes of meeting portion of the meeting agenda.
17. ComSec/OED staff repeats the whole cycle for the conduct of ManCom and
CEB meetings.
In addition to the above procedure for the conduct of the ManCom and CEB meetings,
the ComSec does the following additional administrative and logistical arrangements
prior to the actual conduct of the NDM meeting:
This covers interviews by the media with the Executive Director as the designated
Spokesperson.
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Process Flows
Administrative
Aide/Designated Staff
(AA/DS) receives/logs
the document and
indicates document
number
Executive Assistant
accomplishes the
document tracking
slip/tracking form and
stamp the name of the
office in the original
letter
Administrative
Assistant/Designated
Staff acknowledges
receipt of the letter
/communication
AA/DS follows-up
actions taken by the
offices and the different
Offices report the status
of the requests/matters
forwarded to them
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2.2. Inspectorate Monitoring and Evaluation
DS of the respective
Central and Regional PAPs/ Assignments PAPs/ Assignments
Offices/Units (CROU) not meeting the meeting targets
submits PAPs/ targets, DS prepares according to the
Assignments periodic memorandum for the schedule, DS
updates respective CROUs consolidates all reports
requesting for and prepares periodic
feedback and report including budget
ComSec assesses justifications for utilization for
the PAPs/ targets not met within presentation to the
Assignments updates the schedule ManCom/CEB
and prepares report including the catch-up
for the Executive plan.
Director (ED)
OED calls for special
meetings to address
the PAPs/
Assignments that are
not progressing
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2.3. Approval of CHED Issuances
Originating ManCom/CEB
offices/units performs discuss draft
CSW and prepares issuance/document
the proposed
issuance
Administrative
Originating office/unit
Aide/Designated Staff
finalizes the
(AA/AS) receives/logs
document/issuances
the document and
for signature of the
indicates document
Chairperson
number
EA reviews the
Originating Office
document and
forwards the signed
endorse top ED for
copy to the Records
signature
Section
ED recommends the
documents for
ManCom/CEB
agenda item
83
2.4. Conduct of Management Committee (ManCom) and Commission en Banc
Meeting (CEB)
Members of ManCom
ComSec Head validates and CEB submit their
ComSec Head validates
the minutes and comments and
the notice of the meeting
prepares memoranda corrections to the
and the provisional
on assignments for minutes
agenda and endorses
them for approval of the signature of ED
Executive Director and DS incorporates the
the Chairperson ComSec Head and DS comments and
drafts CEB resolutions corrections to the
and corresponding minutes
directives
Administrative Aide
For the succeeding
Designated Staff
ManCom and CEB
collects/gathers
meeting, DS follow-up on
documents/supporting DS routes the draft
the actions taken by the
papers needed for the resolutions to the
concerned offices
meeting for reproduction concerned offices for
pertaining to their
comments and
validation assignments
84
2.5. Conduct of the National Directorate meetings (NDM)
ED issues a
memorandum of the
upcoming joint NDM
and CEB Meeting
DS provides the
Regional Directors e-
copy of the meeting
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2.6. Request for Scheduled Interview
EA evaluates requests
and recommends
approval or disapproval
of the request for
interview of the ED
EA evaluates requests
and recommends
approval or disapproval
of the request for
interview of the ED
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3. OFFICE OF PROGRAMS AND STANDARDS DEVELOPMENT (OPSD)
Narrative Procedures
Narrative Procedures
1. The OPSD formulates targets and plan of activities for the year.
2. The respective Divisions prepare work and financial plan for the operation of
the technical panel/committee based on the CHEDs program thrusts and
priorities and on the set OPSD targets and plans.
3. The Division submits the draft to the OPSD Director for review and finalization.
4. The OPSD Internal Administrative Unit consolidates the work and financial plan
of the different OPSD Divisions for submission to HEDFS.
1. The concerned staff coordinates with the TP/TC Chairperson and members on
a common schedule to set the target activity.
2. The staff prepares the following for the TP/TC meeting/activity:
2.1 Before the meeting/activity:
a) Venue and food reservation
b) Preparation of Authority to Hold Activity, Agenda, Notice of
Meetings, Attendance sheet, etc.
c) Preparation of materials for the meeting.
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d) Agenda Folder/Materials to be sent to the TP members
2.2 During the meeting/activity:
a) Preparation of the venue and recording system for
documentation
b) Taking down minutes.
c) Participates in the discussion/meeting
B. REGULATORY FUNCTIONS
Narrative Procedures
88
7. Upon approval of the ManCom/CEB, the OPSD through Executive
Office shall ensure the publication and wide dissemination of Notice for the
Public Hearing/Consultation including a copy of the proposed PSG.
8. The division concerned, with the Technical Committee, presents the
draft PSG through consultations to the representatives of the academe,
industry, and other stake holders for review/comments.
9. The OPSD through the concerned Technical Panel/Technical Committee
consolidates and deliberates the comments/inputs/ suggestions gathered
from the public hearing/consultation for possible integration into the draft
PSG.
10. The division concerned through the concerned TP/TC, finalizes the
proposed draft PSG.
Narrative Procedures
89
B.3. Processing Authority to Operate Extension Programs
Narrative Procedures
1. OPSD designated staff receives application documents and result of
preliminary evaluation forwarded by the CHEDRO which has jurisdiction over
the main campus one year prior to the intended operation of the program.
2. OPSD Director forwards the application documents to Standards
Development Division for processing.
3. SDD concerned staff reviews and acknowledges forwarded application
documents and refer to the concerned Technical Panel/Technical Committee
for evaluation.
3.1 TP/TC conducts ocular inspection and evaluation visit with CHEDRO
representative and submits report and recommendation to OPSD.
3.2 If not favorably recommended, OPSD communicates to CHEDRO
regarding deficiencies.
3.3 If favorably recommended, OPSD through Executive Office endorses
TP/TC recommendation to ManCom/CEB.
4 CEB makes final decision on the application for government authority to
operate
the program.
4.1 If approved, CEB issues resolution and Chairperson through OPSD
issues certificate of government authority to operate academic programs
through extension.
4.2 If disapproved, OPSD through Executive Office notifies CHEDRO of
disapproval.
Narrative Procedures
90
3.1 If in order: OPSD through TPTNEDE and concerned TP conducts
interview of institutions representatives and conducts evaluation visit as
needed.
3.2 If not in order: OPSD transmits result of documentary analysis to
CHEDRO or applicant FHEP/PHEI.
4. TPTNEDE and concerned TP submit recommendation to OPSD.
4.1 If favorably recommended, OPSD through EO submits recommendation
of TPTNEDE and concerned TP to ManCom/CEB for deliberation and
final decision.
4.2 If not favorably recommended, OPSD through Executive Office notifies
CHEDRO of disapproval or directly to FHEP/PHEI.
5. CEB makes final decision on the application for government authority to
operate program.
5.1 If approved, CEB issues resolution and Chairperson through OPSD
issues certificate of Government Authorization.
5.2 If disapproved, OPSD through Executive Office notifies CHEDRO of
disapproval or directly to FHEP/PHEI.
Narrative Procedures
91
5.1 If approved, CEB issues resolution and Chairperson through OPSD
issues certificate of government authority.
5.2 If disapproved, OPSD through Executive Office notifies CHEDRO of
disapproval.
Narrative Procedures
Narrative Procedures
92
1. OPSD designated staff receives application to confer Honorary Doctorate
Degrees and result of documentary analysis forwarded by CHEDRO. The
request for authority to confer an honorary degree shall be filed at least three
(3) months before the scheduled conferment.
2. OPSD Director forwards the application documents to Programs
Development Division for processing.
3. PDD concerned staff evaluates the completeness of the documents and the
accuracy of the information provided by the HEI, most especially in determining
if the qualifications of the honoree and are consistent with the institutions
mission and values.
4. OPSD through Executive Office submits recommendation to ManCom/CEB for
deliberation and final decision.
4.1 If approved, CEB issues resolution and Chairperson through OPSD issues
notice of approval to the applicant HEIs.
4.2 If disapproved, OPSD through Executive Office notifies CHEDRO of
disapproval.
Narrative Procedures
93
B.9. Joint CHED-PRC Monitoring of Programs Offered by Higher Education
Institutions
Narrative Procedures
C. Developmental Functions
Narrative Procedures
94
3. Upon approval, CHED through OPSD issues Memorandum on call
for submission of applications for COEs/CODs and disseminates the approved
guidelines and criteria for selection, and application form/instrument (including
checklist of supporting documents) to Higher Education Institutions (HEIs)
through CHEDROs, CHED website and other media.
95
2. OPSD Director forwards the project proposals to Programs Development
Division for processing.
3. PDD concerned staff acknowledges project proposals through CHEDROs and
conducts documentary analysis to determine completeness of the documentary
requirements.
3.1 If complete, OPSD refers application to concerned TP/TC.
3.2 If not complete, OPSD notifies HEI to submit additional documents.
4. The OPSD through TP/TC conducts documentary evaluation and conducts
verification session or request for additional documents/revisions, if necessary.
5. Upon completion of the evaluation process, the TP/TC conducts final deliberation
and submits recommendation through a TP/TC Resolution.
6. Executive Office endorses TP/TC recommendation to ManCom/CEB for
deliberation and decision.
6.1 If approved, CEB issues resolution and OPSD issues notice of approval and
Memorandum of Agreement (MOA) (approved by Legislative and Legal
Services) to proponent HEI.
6.2 If disapproved, OPSD through Executive Office notifies HEI or CHEDRO of
disapproval.
7. Upon submission by the concerned HEI of accomplished MOA and work and
financial plan, and other required documents, OPSD shall review and facilitate
perfection of MOA.
8. OPSD prepares necessary documents for submission to the Commission on
Audit (COA) and Higher Education Development Fund Staff (HEDFS) to facilitate
the release of approved fund allocation.
9. Upon completion of check preparation or transfer of fund to HEIs Bank Account
by HEDFS, OPSD notifies HEI of the availability of check or fund transfer and
issues Notice of Award with conforme by the HEI together with a copy of the
perfected MOA.
10. In special cases, OPSD receives request for revision, realignment and extension
related to COE/COD project implementation. OPSD reviews and evaluates
request and refers to TP/TC for appropriate recommendation through TP/TC
Resolution.
10.1 If approved by TP/TC, OPSD through Executive Office endorses TP/TC
recommendation to ManCom/CEB for deliberation and decision.
10.1.1 If approved, CEB issues resolution and OPSD issues notice of
approval and Supplemental Memorandum of Agreement (MOA)
(approved by Legislative and Legal Services) to proponent HEI.
10.1.2 If disapproved, OPSD through Executive Office notifies the HEI or
CHEDRO of disapproval.
10.2 If disapproved by TP/TC, OPSD through Executive Office notifies HEI or
CHEDRO of disapproval.
11. The OPSD shall conduct monitoring during or after the project implementation.
The OPSD through the TP/TC concerned shall formulate and finalize the
appropriate COE/COD project monitoring instrument. If there is a need for ocular
visit, a monitoring team shall be formed, composed of TP/TC members, OPSD
staff and/or CHEDRO staff.
96
12. The OPSD shall prepare the travel documents of the monitoring team and
coordinate with CHEDRO for the schedule of the monitoring visit to the
COE/COD, and facilitate the transfer of funds for the monitoring expenses.
13. The monitoring team submits the findings/report to OPSD through the Technical
Panel/Technical Committee concerned. The TP/TC deliberates on the results of
the monitoring report and makes recommendations for policy
development/enhancement or project intervention.
14. The OPSD through Executive Office endorses TP/TC recommendation to
ManCom/CEB for information, deliberation and decision.
Narrative Procedures
Narrative Procedures
97
1. OPSD designated staff receives application directly from faculty or through
DHEI.
2. OPSD Director forwards the application to Programs Development Division
for processing.
3. PDD concerned staff evaluates application documents.
3.1 If complete, PDD prepares screening sheet.
3.2 If not complete, OPSD notifies faculty applicant/DHEI to submit lacking
documents.
4. The OPSD Director and Executive Director make final decision.
4.1 If approved, OPSD prepares and issues Notice of Award/Transmittal
4.2 Letter and other documents to faculty scholar/DHEI.
4.3 If disapproved, OPSD notifies faculty/DHEI of disapproval.
5 PDD concerned staff receives completed documents by DHEI/faculty
grantee and prepares Certificate of Award (CA), Scholarship Contract (SC)
for signature of the OPSD Director, Executive Director and the Office of the
Chairperson and subjects MOA for notarization.
6 OPSD disseminates copies of Certificate of Award and Scholarship
Contract to Grantee/DHEI, SHEI and Commission on Audit.
98
2. OPSD Director forwards the documents to Programs Development
Division for processing.
3. PDD concerned staff assesses and verifies completeness of submitted
documents and prepares necessary documentary requirements
(Disbursement Vouchers and Breakdown of Privileges) to facilitate fund
release for submission to HEDFS/AFMS.
4. Upon completion of check preparation or transfer of fund to faculty
scholars Bank Account by HEDFS, OPSD notifies scholar of the
availability of check or fund transfer.
5. OPSD conducts monitoring on the status/progress of scholars and
updates FDP database.
Narrative Procedures
C.3. Processing Applications for Financial Support for the Identified National
Universities/Colleges of Agriculture and Fisheries (NUCAFs) And
99
Provincial Institutes of Agriculture and Fisheries (PIAFs) under the
NAFES Project
Narrative Procedures
1. OPSD designated staff receives project proposal for funding through the NAFES
project with complete supporting documents from qualified HEIs.
2. OPSD Director forwards the project proposals to Programs Development
Division for processing.
3. PDD concerned staff acknowledges submitted project proposal through
CHEDROs and verifies completeness of documents based on NAFES
requirements.
4. PDD refers the application to the NAFES Committee for evaluation.
a. If proposal meets NAFES requirements and objectives, NAFES Committee
submits final recommendation to the OPSD Director through a Committee
Resolution
b. If proposal does not meet NAFES requirements, OPSD notifies proponent
HEI regarding the additional documents or the needed clarifications. Upon
submission of additional documents by proponent HEI, NAFES Committee
re-evaluates and makes recommendations.
5. Upon approval of the project proposal, the OPSD through Executive Office
endorses NAFES Committee recommendation to ManCom/CEB for deliberation
and decision.
a. If approved, CEB issues resolution and Chairperson through OPSD issues
letter of approval, Memorandum of Agreement (MOA), to proponent HEI.
b. If disapproved, OPSD through Executive Office notifies CHEDRO of
disapproval.
6. Upon submission of accomplished MOA and submission of work and financial
plan by the NUCAF/PIAF, OPSD shall review the completeness of the
documents and prepares necessary documents for submission to the budget
office (AFMS) to facilitate the release of approved fund allocation.
7. Upon completion of check preparation or transfer of fund to HEIs Bank Account,
OPSD notifies HEI of the availability of check or fund transfer.
8. Upon submission of complete Liquidation Report by HEI, OPSD endorses the LR
to HEDFS using a liquidation report form. NUCAF/PIAF shall also submit
progress/terminal report for the project.
a. The OPSD shall conduct a regular/periodic monitoring during or after
the project implementation. The OPSD through the NAFES Committee shall
formulate and finalize the appropriate project monitoring instrument.
9. If there is a need for ocular visit, an evaluation team shall be formed composed
of NAFES Committee members, OPSD staff or CHEDRO staff.
10. The OPSD shall prepare the travel documents of the evaluation team and
coordinate with CHEDRO for the schedule of the monitoring visit to the
NUCAF/PIAF, and facilitate the transfer of funds for the monitoring expenses.
11. At the end of the activity the Evaluation Team submits a monitoring report to
OPSD through the NAFES Committee concerned. The NAFES Committee
100
deliberates on the results of the monitoring report and makes recommendations
for policy development/enhancement or project intervention.
12. The OPSD through Executive Office endorses NAFES Committee
recommendation to ManCom/CEB for information, deliberation and decision.
OPSD transmits monitoring results to respective NUCAF/PIAF.
Narrative Procedures
1. OPSD designated staff receives application for CHED Financial Assistance for
Accreditation (PSAA and IDAA) with complete supporting documents directly
from interested HEIs or through CHEDRO.
2. OPSD Director forwards the project proposals to Programs Development
Division for processing.
3. PDD or CHEDRO concerned staff conducts preliminary evaluation of the
application to determine completeness of the documentary requirements and
compliance with the CHED guidelines on the grant of financial Assistance for
Accreditation particularly on the following:
3.1 If the HEI applicant is SUC or Private (Non-Stock or Stock not qualified)
3.2 Liquidation status from HEDFS for any unliquidated balance HEIs with
unliquidated balances are not eligible for subsequent financial assistance.
4. OPSD reviews completeness of the documents and refer to the concerned
Technical Panel/Technical Committee for evaluation.
5. TP/TC reviews the application/project proposal/list of books/laboratory
5.1 If favorably recommended/approved, TC/TP issues Resolution
5.2 If not favorably recommended, OPSD notifies proponent HEI through
CHEDRO
6. OPSD through Executive Office endorses TP/TC recommendation to
ManCom/CEB for deliberation and decision.
6.1 If approved, CEB issues resolution and Chairperson through OPSD issues
letter of approval and prepares Memorandum of Agreement (MOA)for
transmission toHEI.
6.2 If disapproved, OPSD through Executive Office notifies HEI of disapproval.
7. Upon submission of accomplished MOA by the proponent HEI, OPSD will
endorse the MOA to OPSD Director for initials, then will send to Executive
Director and Chairpersons signature. OPSD facilitates notarization ofMOA and
sends a copy of the MOA to HEI concerned.
8. OPSD provides a copy of the executed MOA to Commission on Audit (COA)
through a transmittal letter. (Should have a receiving copy that the COA will
stamp as received
9. OPSD prepares necessary documents (Obligation Request, Disbursement
Voucher, executed MOA with receiving stamp of COA, Project Proposal, etc.)
and transmits to HEDFS for processing of fund release.
101
10. Upon completion of check preparation or transfer of fund to HEIs Bank Account,
OPSD notifies HEI of the availability of check or fund transfer and prepares
Notice to Proceed to be signed by proponent HEI.
11. Upon submission of complete Liquidation Report by HEI, OPSD endorses the LR
to HEDFS using a liquidation report form. Beneficiary HEI shall also submit
progress/terminal report for the project.
12. If needed, the OPSD shall conduct a monitoring during or after the project
implementation. The OPSD shall formulate and finalize the appropriate project
monitoring instrument.
Narrative Procedures
102
8. Upon completion of check preparation or transfer of fund to proponents Bank
Account by HEDFS, OPSD notifies HEI of the availability of check or fund
transfer and issues Notice of Award with conforme by the proponent together
with a copy of the perfected MOA.
9. In special cases, OPSD receives request for revision, realignment and extension
related to project implementation. OPSD reviews and evaluates request and
refers to panel of experts for appropriate recommendation through a Resolution.
9.1 If approved, OPSD through Executive Office endorses experts
recommendation to ManCom/CEB for deliberation and decision.
9.1.1 If approved, CEB issues resolution and OPSD issues notice of
approval and Supplemental Memorandum of Agreement (MOA)
(approved by Legislative and Legal Services) to proponent.
9.1.2 If disapproved, OPSD through Executive Office notifies the
proponent of disapproval.
9.2 If disapproved by TP/TC, OPSD through Executive Office notifies proponent
of disapproval.
10. The OPSD shall conduct monitoring during or after the project implementation.
The OPSD shall formulate and finalize the appropriate project monitoring
instrument. If there is a need for ocular visit, a monitoring team shall be formed,
composed of expert members, OPSD staff and/or CHEDRO staff.
11. The OPSD shall prepare the travel documents of the monitoring team and
coordinate with CHEDRO for the schedule of the monitoring visit, and facilitate
the transfer of funds for the monitoring expenses.
12. The monitoring team submits the findings/report to OPSD through the experts
concerned. The experts deliberates on the results of the monitoring report and
makes recommendations for policy development/enhancement or project
intervention.
13. The OPSD through Executive Office endorses recommendation to ManCom/CEB
for information, deliberation and decision.
D. Other Services
Narrative Procedures
1. OPSD designated staff receives request for revision of program curriculum and
result of preliminary evaluation forwarded by CHEDRO.
2. OPSD Director forwards the application documents to Standards Development
Division for processing.
3. SDD concerned staff reviews and acknowledges forwarded documents and refer
to the concerned Technical Panel/Technical Committee for evaluation.
4. TP/TC evaluates submitted documents and submits report and recommendation
to OPSD.
4.1 If favorably recommended, OPSD through Executive Office endorses TP/TC
recommendation to concerned CHEDRO.
103
4.2 If not favorably recommended, OPSD communicates to CHEDRO regarding
deficiencies/disapproval.
Narrative Procedures
104
E. Maritime Education Services
OPSD Output:
Note: Selection and hiring of
Director/ personnel for plantilla Hired Plantilla items (CHED
AFMS/ HRDM positions follows the
Recruitment and Selection
procedure in the HRDM
Manual)
Recruitment Manual
105
Chairperson/ Requisition, Hiring of Outsource Input
Identification and Personnel and Technical
OPSD Consultant
Request CSW Form-
Recommendatio CEB
Director/ n to Hire PR/RIS
AFS-HRMD Technical 1. Technical Consultant PPMP
Consultant Memo from the
Chairperson to BAC
Identifies personnel indorsing Highly Technical
requirement, qualifications Consultant
and competencies
106
Director/ to hire recommends to the Listing of required TOR and
HEDFS Outsourced Commission to hire corresponding personnel,
Personnel outsource personnel qualifications and
Identifies personnel competencies
requirement, qualifications
and competencies
Output
Approved Hiring of
Personnel thru a CEB
Resolution
HEDFS/ 1. Purchase of Prepare Purchase Request Input
Services for the Purchases of Purchase Request
OPSD 2. Approval of ServicesForward to HEDF Approved Hiring of
Director/ Bids and to certify funds availability Personnel thru a CEB
Chairperson/ Awards Forward to Bids and Resolution
Committee Awards Committee (BAC)
BAC-TWG for approval, upon funds
availability Output
Notice of Vacant
Position/Advertisement
MES-OPSD/ 4. Paper Evaluates/short-lists Input
HRMD Evaluation, applicants
Short-listing, Conducts pre-
Application Letter
Curriculum Vitae
Examination qualifying examination
and Interview (PQE) to applicants, in
coordination with CHED Output
HRMD
Interviews applicants who Result of the Paper
passed the PQE Evaluation
107
Results of the PQE
Shortlist of Candidates
MES-QAR/ 5. Endorsement/ Recommend Human Input
OPSD Recommendati Resource Management Recommendation Letter
Director on to Hire Division to hire Project Curriculum Vitae
Technical Staff
Output
Project Technical Staff
Hired
OPSD 6. Approval of Approves the appointment Input
Director/ HRD appointment of selected applicants OPSD Endorsement to
HRD
Output
List of hired applicants
MEU 7. Orientation Orients the new personnel Input
using the
Orientation/Familiarization Appointment letters
Checklist
Output
Oriented personnel
DRCO 8. Recording Records/updates MESs Input
201 Files
201 Files
Output
Result of evaluation
Recommendation for
Renewal
QAR/ 10. Renewal Process requirement for the
of Outsource renewal of employment
Concerned Personnel
MEU Staff/ Consultant/s
Consultant/s
108
QUALITY STANDARDS SYSTEM (QSS)
Document Procedure on the Selection and Evaluation and Retention of CHED Technical
Title Evaluators
Document Document
QPrM-6.2-15 QPrM-6.2-15
Code Code
Issue Date August 17, 2015 Issue Date August 17, 2015
109
Education (TPME) applicants
Output
Recommended
nominees/applicants to
OPSD by TPME
OPSD Director 4. Endorsement Endorses the nominees/ Input
applicants to the
Recommended
MANCOM/CEB
nominees/applicants to
OPSD by TPME
Output
Endorsement of
Recommended
nominees/applicants
from OPSD
CEB 5. Approval/ Approves/disapproves Input
Disapproval nominees/ applicants
Endorsement of
Recommended
nominees/applicants
from OPSD
Output
CEB Resolution
CHED Special Order
(CSO)
MES 6. Notification Notifies the selected CHED Input
Technical Evaluator/s
CHED Special Order
(CSO)
110
Output
Letter/notice to selected
CHED Technical
Evaluator/s
MES in 7. Orientation Conducts orientation of Input
coordination appointed CHED Technical
Evaluator/s on: Letter/notice to selected
with MARINA
a. The organization and CHED Technical
Evaluator/s
reporting lines of List of new CHED
MES Technical Evaluator/s
b. The NQSS, QSS, Familiarization Checklist
relevant Policies, Form
Policies and Guidelines
Standards and on Maritime Education.
Guidelines on Evaluation/ Assessment
Maritime Education Instrument
c. Goals and objectives Forms for
Administrative matters
of the monitoring Disclosure and Non-
and evaluation disclosure agreement
c. Evaluation Instruments
d. Process and procedures in
monitoring/evaluation Output
e. Administrative matters
List of CHED Technical
Evaluator/s who
Requires the selected CHED completed the
Technical Evaluator/s to orientation
signed the disclosure and Accomplished
non-disclosure agreement Familiarization
Checklist Form
Letter to MARINA
Provides MARINA the Signed disclosure and
updated list of CHED non-disclosure
Technical Evaluator/s agreement
Updated list of CHED
Technical Evaluator/s
MES 8. Performance Evaluates CHED Technical Input
Evaluation Evaluator/s performance
using the APE 1 CHED Technical
Consolidates individual Assessors Performance
performance rating Evaluation (QF-6.2-15)
Identifies individual
111
performance against the cut-
off rating
Output
Note: Cut-off rating for
continuance of service will be Consolidation of
satisfactory and above Performance with cut-off
rating
MES in 9. Retention Monitors if the set criteria for Input
coordination the CHED Technical
Evaluator/s are maintained Consolidation of
with MARINA
Determines compliance with Performance with cut-off
the set criteria for technical rating
evaluators Approved CHED Special
Retains/delists CHED Order
Technical Evaluator/s from
the pool of evaluators based
on the status of compliance Output
with the set criteria and the
result of performance rating Updated list of CHED
Technical Evaluator/s
Note: Updated list will be
considered for the succeeding
year appointment
112
QUALITY STANDARDS SYSTEM (QSS)
Output
Letter to candidate
MES 12. Notification Informs candidate to submit Input
CV Letter to candidate
Disclosure of Conflict of
Interest Statement Form
Output
Updated CV
Accomplished Disclosure
of Conflict of Interest
Statement(QF-6.3.15)
MES/QAR 13. Paper Evaluates/verifies if candidate Input
Evaluation is qualified, mindful of other Application letter
technical qualifications and Updated CV
actual or potential conflict of Accomplished Disclosure
interest based on Section 12 of Conflict of Interest
RA 7722 Statement(QF-6.3.15)
113
Output
Result of the Paper
Evaluation
TPME 14. Evaluation Evaluates and recommends Input
the candidate/s Result of the Paper
Evaluation
Output
Note: This procedure is skipped TPME Recommendation
if the whole TPME is for through Resolution
reappointment
Output
Endorsement to CHED
MANCOM
CEB 16. Approval of Approves the Input
appointment chairmanship/membership of OPSD Endorsement
TPME/TCs
Output
Resolution approving the
chairmanship/
membership
Chairperson 17. Appointmen Appoints the TPME/TCs Input
t CEB Resolution
Output
Appointment letter
MES/DRCO 18. Recording Records/updates 201 Files Input
Appointment letter
Output
114
QUALITY STANDARDS SYSTEM (QSS)
Document Document
QPrM-7.1-15 QPrM-7.1-15
Code Code
Issue Date August 17, 2015 Issue Date August 17, 2015
Output
Notice of meeting
PDU / 2. PSG / CMO Initiates the development of Input
revision design Policies, Standards and
Technical Guidelines/ revision of CMOs Relevant CMOs relative
and
Committee as for maritime programs based to the development of
development
115
appropriate inputs and on any of the following: PSGs
outputs - needs of the industry; Relevant CMOs on
- effect of the promulgation maritime programs
and implementation of Promulgation and
new laws, rules and implementation of new
regulations locally and laws, rules and
internationally; or, the regulations locally and
number of years an internationally
existing PSG has 1978 STCW Convention
remained unrevised and Code as amended
Advice from the maritime
industry of a particular
Drafts the proposed PSG/ need
CMO revisions in consultation
with other resource persons if
necessary Output
116
a particular need
Output
Output
Issues notice to the public
Notice to the public
QAR/ PDU/ 5. PSG / CMO Conducts a public hearing/ Input
revision design consultation with
Technical stakeholders (maritime Inputs from maritime
and
Committee as education sectors, industries, stakeholders
development
appropriate associations/ organizations
review and other government
agencies concerned)
pursuant to existing CHED
Rules and Regulations Output
117
Integrates the TPME inputs
into the proposed draft PSG/
revised CMO and
recommend the conduct of
public orientation
TPME 6. PSG / CMO Reviews the revised Input
revision design proposed draft PSG/ revised
and CMO and recommends inputs Proposed revised draft
where appropriate for PSG/ revised CMO
development
consideration of the TCs
review
Output
Recommends to the CEB the
conduct of public orientation Proposed final draft
relative to the proposed PSG/ revised CMO
revised draft PSG/ revised
CMO
Commission en 7. PSG / CMO Reviews the final draft to Input
Banc/ revision design validate if it meets the design
and development input Final form of the
Chairperson/ and
requirements vis--vis the proposed PSG/ revised
CHED Records development CMO
requirements of the customer
Section validation TPME resolution
recommending the
Approves the proposed final approval, orientation and
draft PSG/ revised CMO implementation of the
CMO
118
MES/TC/TPME 9. Orientation & Orients the MHEIs on the Input
Implementation implementation of the new
CMO Signed CMO
Output
Queries on the
implementation of the
new CMO
119
QUALITY STANDARDS SYSTEM (QSS)
120
international conventions as Revised proposed
well as new laws, rules and curriculum/syllabi
regulations as well as the
needs of industry; current
trends and practices; and
such other factors or
considerations as may be
applicable. Any revision made
on the curriculum and course
syllabi must be clearly and
properly identified and
presented for purposes of
evaluation and approval
121
proposed syllabi in preparation for the revised curriculum/
revised review; syllabi
curriculum/syllab Convenes the Maritime
i for review of Curriculum Review
the Maritime Committee (MCRC)
Output
Curriculum Notice of MCRC
Review workshop meeting
Committee
MCRC 5. Review of the Determines whether the Input
proposed proposed revised
revised curriculum/syllabi meets the Submitted proposed
curriculum/ requirements of the CHED revised curriculum/
syllabi and STCW standards and syllabi
other international
conventions/ statutory
requirements Output
CEB resolution
122
QUALITY STANDARDS SYSTEM (QSS)
123
Program (BSMarE) Program with
complete supporting
documents to OPSD through Output
the CHEDROs Received bridging
HEIs with program application
recognized
BSMarE
programs
124
Selected verification/ processing of inputs for Technical assessment in
Technical evaluation purposes of recommending the verification/
Experts the granting of a permit evaluation report
Technical Panel
endorsement or non-
endorsement of the
granting of a permit to
MES
DPIC Chief 5. Recommendatio Reviews and forwards the Input
cum QAR n for OPSD accomplished QF-7.9-15
ManCom review (OPSD Form I) and the Accomplished QF-7.9-15
Memorandum to the OPSD (OPSD Form 1)
Director for OPSD ManCom Result of the
Review assessment
Output
Memorandum to OPSD
Director
Approval of the OPSD
MANCOM for
endorsement to the
CHED MANCOM
through the Executive
Director
OPSD Director 6. Recommendatio Meets with the OPSD Input
n to the CHED ManCom to review and
ManCom forward the accomplished Accomplished QF-7.9-15
OPSD Form I and the (OPSD Form 1)
Memorandum to CHED Memorandum to
MANCOM through the OPSD Director
Executive Director for
endorsement to the Output
Commission en Banc
Memorandum to CHED
ManCom for
endorsement to CEB
Executive 7. Endorsement to Endorses the Input
Director the CHED recommendation of the
ManCom OPSD to the CHED ManCom Accomplished QF-7.9-15
and the Oversight (OPSD Form 1)
Commissioner for Maritime Memorandum to
Education to review and CHED Mancom for
forward the accomplished endorsement to CEB
OPSD Form I for CEB
consideration Output
125
CHED Mancom
Indorsement to CEB
Commission en 8. Endorsement to Reviews and acts on the Input
Banc and Approval of application for authority to
CEB operate the maritime Accomplished OPSD
program, in consideration of Form 1
the endorsement of the Indorsement to CEB
CHED MANCOM and the
Oversight Commissioner for Output
Maritime Education
CEB decision on the
application for authority
to operate the maritime
program
SDD Chief 9. Issuance of Prepares the initial permit/ Input
Permit/Renewal/ renewal/recognition certificate
Recognition for signature of the CEB Resolution
Chairperson through the Accomplished
Executive Director. Assessment Instrument
Issues the initial QF-7.9-15 (OPSD Form
permit/renewal/ recognition 1)
certificate Output
Government Authority
Issued to the applicant
HEI
SDD Chief 10. Preparation of Prepares the letter of Input
Letter of disapproval to the HEI for
Disapproval signature of the Executive CEB Resolution
Director. Accomplished
Assessment Instrument
QF-7.9-15 (OPSD Form
1)
Output
Draft Letter of
disapproval
Executive 11. Notification Notifies MHEIs concerned of Input
Director the disapproval of the
authority to offer maritime Draft letter of disapproval
education programs
Output
126
record of MHEIs offering Accomplished QF-
maritime education programs 7.7.15 (GPR 4)
Accomplished QF-7.8-15
(GPR 5)
CEB Resolution
Output
Updated database/
record
127
QUALITY STANDARDS SYSTEM (QSS)
128
recommending MOA MOA with supporting
Approval Issues a resolution documents
recommending approval or Result of Paper
disapproval of the MOA evaluation
Output
TPME recommendation
and resolution
CEB 11. Final Approves/disapproves the Input
Approval MOA MOA with supporting
documents
TPME resolution
Output
Approved MOA
Disapproved MOA
Commissioner 12. Notification Notifies the MHEIs and the Input
Oversight for CHEDROs of the approval/ Approved/ Disapproved
Maritime/ disapproval of the MOA MOA
Executive
Director/ Output
MES Letter of approval/
disapproval
MHEIs 13. Implementat Implements the MOA Input
ion Approved MOA
Output
Implementation of the
MOA
MES/ MARINA/ 14. Monitoring Regularly monitors the Input
Technical and Evaluation implementation of the MOA Approved MOA
Evaluator for a period of two (2) years
Output
Result of the monitoring
and evaluation
129
QUALITY STANDARDS SYSTEM (QSS)
Document Document
QPrM-8.1-15 QPrM-8.1-15
Code Code
Issue Date August 17, 2015 Issue Date August 17, 2015
Output
Draft Program of
Monitoring and
Evaluation
MEU/ DPIC 2. Constitution of Assists MARINA Monitoring Input
Chief the monitoring Division on the constitution of
and evaluation the CHED and MARINA Draft Program of
team composite monitoring and Monitoring and
evaluation team by: Evaluation
Assigning MES personnel
to represent the
Output
Commission to the team
Assigning on-call technical Program of Monitoring
evaluators if warranted and Evaluation
130
Administrative 3. Preparation of Prepares administrative Input
and Executive administrative documents following QPrM-
and other travel 7.6-15 Approved schedule of
Support Unit
documents monitoring and
(AESU)/ evaluation
Approved estimated
MEU and
budget requirements
Quality
Management
Unit (QMU) Output
Approved relevant
Admin documents
MEU 4. Notification Notifies the MHEIs concerned Input
through the CHEDRO of the
schedule of Monitoring and Approved Monitoring and
Evaluation activities Evaluation schedule and
budget
Authority to hold activity
Request for Budget
Allocation
Travel Authority
Output
Approved Authority to
hold activity
Approved Request for
Budget Allocation
Approved Travel
Authority
Controlled copies of
Monitoring Instrument,
Log and Report and QF-
6.2-15 CHED Technical
Evaluators Performance
Evaluation
MEU Team 5. Actual conduct Conducts monitoring and Input
and MHEI of monitoring evaluation of MHEIs maritime
head or duly and evaluation education program/s following Regulations, issuances
the provisions of STCW and/or PSGs on the
authorized operation of maritime
Circular 2014-04
representative/ education programs
officials and Outcomes-based
personnel Note: Where there are appeals on Monitoring Instrument
concerned the findings of the monitoring (OBMI)
team, the pertinent provisions Monitoring Log and
of STCW Circular 2015-04 Report
131
shall apply in the handling of
such appeal
Output
132
QUALITY STANDARDS SYSTEM (QSS)
Document Document
QPrM-8.2-15 QPrM-8.2-15
Code Code
Issue Date August 17, 2015 Issue Date August 17, 2015
Calibrated Monitoring
Report
133
MARINA 9. Transmission of Transmits the Official Input
STCWO Office Report Monitoring Report to the
MHEIs concerned, cc: CHED Calibrated Monitoring
and CHEDRO Report
Output
Transmittal letter
MHEI 10. Acknowledg Acknowledges transmission Input
concerned ement and by MARINA, cc: CHED and
submission of submits corrective actions Transmittal letter
corrective within 15 days after receipt of
actions the official result
Output
Acknowledgment and
submission of Corrective
Actions
MHEI 11. Implementat Implements corrective actions Input
concerned ion of Corrective within one month after receipt
Actions of official results Transmittal letter
Output
Corrective Actions
implemented within one
month
134
QUALITY STANDARDS SYSTEM (QSS)
Document Document
QPrM-8.3-15 QPrM-8.3-15
Code Code
Issue Date August 17, 2015 Issue Date August 17, 2015
Revision Date September 30, 2015 Revision Date September 30, 2015
Note: The procedure on follow up of the MHEIs Actions on Findings in the Monitoring
and Evaluation of Maritime Education Programs shall follow the pertinent
procedures in QPrM-8.1-15, except on the composition of the MEU Team, length
of visit and the Instrument to be used
Output
Follow up report
Monitoring and 13. Review of Reviews the report of the Input
Evaluation the Monitoring monitoring teams for the
Review Reports purpose of approving the Follow up report
formal closure of non-
Committee
conformances
(MERC) Output
135
8.2-15 the TPME
Output
TPME Resolution
CEB 15. Action on the Acts on the recommendation of Input
Recommendatio the TPME
n of TPME TPME Resolution
CSW Form
Output
CEB Resolution
136
MES 16. Transmissio Transmits CEB Decision to the Input
n of CEB MHEI concerned thru the
Decision CHEDRO, cc: MARINA CEB Resolution
Output
Transmittal letter
137
PROCESS FLOWS
138
A. Preparation of Work and Financial Plan
139
B. Coordination of Activities of Technical Panels/Technical Committees
140
C. Processing of Agreement/Output of the TP/TC Meeting
Submission of report/documents
to OPSD Director
Submission of final
recommendation for action to
CEB
141
Development/Revision of Policies, Standards and Guidelines (PSGs)
Note: For PSGs intended for grant of awards, benefits, recognition, financial
assistance, conduct of public hearing is optional to the decision of the
Commission en banc.
142
Processing Authority for Medicine, Dentistry, Nursing, Graduate Programs and
Programs Without Existing PSGs
143
Processing Authority to Operate Extension Program
144
Processing Authority to Operate Transnational Education/Distance Education
145
Processing Application to Operate Ladderized Education Programs
146
Note: HEIs with recognized programs need not apply for authority provided CHED &
TESDA have issued a model curriculum for the program.
147
Processing Authority to Confer Honorary Degree
148
Regular Monitoring of Programs* Offered by Higher Education Institutions
149
Joint CHED-PRC Monitoring of Programs Offered by Higher Education
Institutions
150
Processing Application for Center of Excellence (COE)/
Center of Development (COD)
151
Processing Application for Financial Support for
Center of Excellence (COE)/Center of Development (COD)
152
Processing Application as Delivering Higher Education Institution (DHEI) to
Implement Faculty Development Programs
153
Processing Application for Scholarship or Grant Under the
Faculty Development Program
154
Processing Application for Financial Support for Identified National
Universities/Colleges of Agriculture and Fisheries (NUCAFs) and
Provincial Institutes of Agriculture and Fisheries (PIAFs)
155
Processing Application for Financial Assistance for Accreditation
156
Implementation, Monitoring and Evaluation of the Various
Developmental Programs and Projects
157
Processing Request for Revision of Program Curriculum
158
Preparation of Comments/Position Papers in Aid of Legislation
and Policy Formulation
159
Procedures on the Selection, Evaluation and Retention of CHED Technical
Evaluators
160
Procedures on Development/Revision of Policies, Standards and Guidelines
161
Processing Authority of Private Higher Education Institutions to
Offer Maritime Programs
162
Procedure on the Monitoring and Evaluation of Maritime Education Programs
(MEPS)
163
Procedure on the Processing of Results of Monitoring and Evaluation
of Maritime Education Programs
164
Procedure on the Follow-Up of Actions on Findings in the Monitoring and
Evaluation of Maritime Education Programs
165
Procedure for Phase-out Towards the Closure of
Maritime Higher Education Programs
166
Procedure for Phase-out Towards the Closure of
Maritime Higher Education Programs
(Cont.)
167
Procedure on the Review, Revision and Approval of Curriculum
168
Procedure on Approval of MOA Between MHEI and Training Centers Relative to
the Conduct of Basic Training Under Chapter VI of the STCW Code
169
4. OFFICE OF INSTITUTIONAL QUALITY ASSURANCE AND GOVERNANCE
(OIQAG)
Incoming Communication/Documents
Narrative Procedures
Outgoing Communication/Documents
Narrative Procedures
Narrative Procedures
1. OIQAG Director and QAD/CGD Chief EPS/OIQAG Staff identify the need to
develop a new policy or revise an existing policy;
2. Designated staff prepares concept note and conducts complete staff work (CSW);
170
3. Designated staff completes the CSW Form with the attached draft concept note
and a request for the constitution of a technical working group (TWG)/task force
(TF) composed of reputable experts/academicians for submission to the QAD/CGD
Chief EPS;
4. QAD/CGD Chief EPS through the Supervising EPS reviews the CSW Form, draft
concept note and list of potential TWG/TF members for submission to the OIQAG
Director;
5. OIQAG Director reviews the CSW Form, draft concept note and potential TWG/TF
members. Step 3 to 5 repeats until the CSW, draft concept note and list of names
have been finalized;
6. OIQAG Director submits the concept note and potential list of TWG/TF members to
the Commission En Banc-Management Committee (CEB-MANCOM) for comments
and approval;
7. QAD/CGD Chief EPS and respective designated staff prepares the Terms of
Reference of the TWG/TF to be attached with a CHED Special Order (CSO)
constituting the TWG/TF;
8. QAD/CGD Chief EPS and designated staff meet the TWG/TF members as often as
necessary until a new or revised policy has been drafted
9. OIQAG Director together with the QAD/CGD Chief EPS and designated staff meet
the TWG/TF members as often as necessary until a new or revised policy has
been drafted;
10. OIQAG Director submits to the CEB-MANCOM a request to conduct public
hearing of the drafted new or revised policy;
11. QAD/CGD Chief EPS together with the QAD/CGD designated staff and TWG/TF
prepare for and conduct the public hearing of the draft new or revised policy to
gather from stakeholders suggestions to further enhance the new or revised
policy;
12. TWG/TF incorporates the suggestions from stakeholders and finalizes the new or
revised policy;
13. OIQAG Director submits the final draft of the new or revised policy to the CEB-
MANCOM for comments and approval;
14. QAD/CGD Chief EPS through the Supervising EPS and the designated staff
prepares the necessary CHED Memorandum Order (CMO) for the signature of
the Chairperson or authorized official; and
15. OIQAG Director endorses the CMO to LLS for publication in the Official Gazette;
to the Office of the Executive Director for dissemination to the higher education
institutions (HEIs) through the CHED Regional Offices; and to the OPRKM for
uploading in the CHED website.
Narrative Procedures
171
1. QAD/CGD Chief EPS through the Supervising EPS and designated staff prepares a
proposal to conduct advocacy activities (orientations, workshops, seminars,
meetings, dialogues, and/or conferences) on new/revised policies and/or any
quality/governance issue for approval by the OIQAG Director;
2. OIQAG Director submits the proposal to the CEB-MANCOM/authorized official for
comments and/or approval;
3. QAD/CGD Chief EPS through the Supervising EPS mobilizes the QAD/CGD team
for the conduct of the activity;
4. QAD/CGD Team performs the pre-activity tasks as listed in the Activity Task
Checklist;
5. OIQAG Director Staff spearheads the conduct of the advocacy activity proper; and
6. QAD/CGD Team performs the post-activity.
Narrative Procedures
1. QAD/CGD Chief EPS coordinates with the Chief EPS of the Knowledge
Management Division of the OPRKM in the annual collection of data for the OIQAG
Database;
2. QAD/CGD designated staff prepares a memorandum addressed to CHED Regional
Offices (CHEDROs) pertinent to the annual data collection for the OIQAG Database
for review and initials of the OIQAG Director;
3. OIQAG Director through the QAD/CGD Chief EPS endorses the memorandum for
the signature of the Office of the Executive Director;
4. Designated Staff releases the memorandum;
5. Designated staff encodes the submitted data;
6. QAD/CGD staff submits the encoded data to the QAD/CGD Chief EPS;
7. QAD/CGD Chief EPS analyzes the encoded data and make conclusions and
recommendations for submission to the OIQAG Director;
8. OIQAG Director reviews and finalizes the conclusions and recommendations.
9. OIQAG Director submits the final conclusions and recommendations to the CEB-
MANCOM for information and/or further action;
10. OIQAG Director and the QAD/CGD Chief EPS acts on the instructions of the CEB-
MANCOM.
Narrative Procedures
172
4. Designated staff prepares OIQAGs comments/inputs/alternative positions and
submits the draft to the QAD/CGD Chief EPS;
5. QAD/CGD Chief EPS reviews the comments/inputs/alternative positions and
submits the reviewed draft to the OIQAG Director;
6. OIQAG Director reviews the draft until a final draft has been developed; and
7. OIQAG Director endorses the final draft to LLS for appropriate action;
Narrative Procedures
1. OIQAG Director assigns the processing of the application document to the QAD
Chief EPS;
2. Chief EPS through the QAD Supervising EPS assigns the QAD designated staff to
acknowledge the receipt of the application document and conduct the initial
evaluation;
3. QAD designated staff submits the results of initial evaluation to the QAD Chief EPS
for review;
4. QAD Chief EPS reviews the results of the initial evaluation;
5. When the initial result is in order, the QAD Chief EPS/Supervising EPS instructs the
QAD designated staff to convene the Technical Working Group (TWG) on HEI
Classification to review the initial evaluation result of the QAD;
6. QAD designated staff performs the tasks listed in the Activity Task Checklist (see
Annex 2) to prepare for the meeting of the TWG on HEI Classification;
7. Members of the TWG on HEI Classification, with the OIQAG Director serving as
Chair, review and validate the initial evaluation result. If the TWG finds a match
between the desired horizontal type and supporting documents of the HEI, the
TWG will recommend the granting of the desired horizontal type. If there is no
match, the TWG through the OIQAG Director shall inform the HEI President
through the CHEDRO Director to submit more supporting documents or change the
desired horizontal type. This step will be repeated until a match is achieved;
8. QAD Chief EPS/Supervising EPS and designated staff prepare the TWG Resolution
indicating the recommendation of the horizontal type of HEI applicant for signature
of the TWG members;
9. QAD Chief EPS/Supervising EPS and designated staff prepares the CSW Form
(see Annex 1) and the TWG Resolution as supporting document for review of the
OIQAG Director;
10. OIQAG Director submits the CSW and TWG Resolution to the CEB-MANCOM for
discussion and final decision; and
11. OIQAG Director sends a communication to the HEI President through the
CHEDRO Director to inform him/her of the decision of the CEB-MANCOM.
Narrative Procedures
173
1. OIQAG Director assigns the processing of the application to the QAD Chief EPS;
2. QAD Chief EPS through the QAD Supervising EPS assigns the QAD designated
staff to acknowledge the receipt of the application document and conduct the initial
evaluation;
3. QAD designated staff submits the evaluation results to the QAD Chief EPS for
review;
4. QAD Chief EPS reviews the results of the initial evaluation;
5. QAD Chief EPS instructs the QAD designated staff to convene the Technical
Working Group (TWG) on HEI Classification to review the initial evaluation result of
the QAD;
6. QAD designated staff performs the tasks listed in the Activity Task Checklist (see
Annex 2) to prepare for the meeting of the TWG on HEI Classification;
7. Members of the TWG on HEI Classification, with the OIQAG Director serving as
Chair, review and validate the initial evaluation result and makes final
recommendations;
8. QAD Chief EPS/Supervising EPS and designated staff prepare the TWG Resolution
indicating the recommendation of the vertical type of the HEI applicant for
signature of the TWG members;
9. QAD Chief EPS/Supervising EPS and designated staff prepares the CSW Form
(see Annex 1) and the TWG Resolution as supporting document for review of the
OIQAG Director;
10. OIQAG Director submits the CSW and TWG Resolution to the CEB-MANCOM for
discussion and final decision; and
11. OIQAG Director sends a communication to the HEI President through the
CHEDRO Director to inform him/her of the decision of the CEB-MANCOM.
12. If the HEI President disagrees with the CEB-MANCOM decision regarding its
vertical classification, the HEI President may submit an appeal to the CEB-
MANCOM supported with more evidence. The CEB-MANCOM will then constitute
a review committee to act on the appeal and make a recommendation to the CEB-
MANCOM. The CEB-MANCOM will make its decision on the appeal and its
decision will be final and executor.
4.8 Procedure for Evaluating the Compliance of a State College with the requirements
for Conversion to University
Narrative Procedures
1. Once there is an enabling law or pending House Bill for conversion of a state
college into a state university, the OIQAG Director informs the head of the state
college through the CHEDRO Director the conversion of the documents to be
submitted through the CHEDRO (see Annex 3).
2. OIQAG Director receives the documents submitted by the College through the
CHEDRO and assigns the processing of documents to the QAD Chief EPS;
3. QAD Chief EPS through the QAD Supervising EPS assigns the QAD designated
staff to acknowledge the receipt of the documents and conduct the initial
evaluation;
174
4. QAD designated staff submits through the Supervising EPS the evaluation results
to the QAD Chief EPS for review;
5. QAD Chief EPS reviews the results of the initial evaluation;
6. When the initial results are in order, the QAD Chief EPS instructs the QAD
designated staff to convene the Task Group on SUC Conversion;
7. QAD designated staff performs the tasks listed in the Activity Task Checklist (see
Annex 2) to prepare for the meeting of the Task Force on SUC Conversion;
8. Members of the Task Group on SUC Conversion headed by the OIQAG Director
review and validate the initial evaluation results and determine the schedule of the
on-site evaluation and composition of the evaluation team;
9. QAD Chief EPS/Supervising EPS and designated staff prepare for the on-site
evaluation performing the tasks listed in the On-Site Evaluation Checklist (see
Annex 9);
10. Members of the evaluation team conduct the validation visit and prepare a report
to be presented to the State College Officials and/or Faculty during the exit
conference.
11. QAD Chief EPS/Supervising EPS and designated staff consolidate the reports of
the evaluation team and prepares a summary of findings for submission to the
Task Group on SUC Conversion;
12. Members of the Task Group on SUC Conversion discuss the evaluation reports,
determine compliance with the conversion requirements, and make
recommendation for submission to the CEB-MANCOM;
13. QAD Chief EPS/Supervising EPS and designated staff prepare the Task Force
Resolution indicating the recommendation for signature of the members;
14. Once signed, the QAD Chief EPS/Supervising EPS and designated staff prepares
the CSW Form (see Annex 1) and the Task Force Resolution as supporting
document for review of the OIQAG Director;
15. OIQAG Director submits the CSW and Task Force Resolution to the CEB-
MANCOM for discussion and final decision;
16. If the CEB-MANCOM approves the conversion of a state college into a university,
the QAD Chief EPS/Supervising EPS and designated staff prepare a Certificate of
University Status for signature of the CHED Chairperson. The QAD Chief EPS
and designated staff will arrange for a formal ceremony to award the certificate.
17. If the CEB-MANCOM determines that a state college has not yet complied with the
university requirements, it will be given time to address the deficiencies noted by
the evaluation team. Another on-site evaluation will be conducted until compliance
is achieved as long as it is within the time frame stated in the conversion law;
18. QAD issues a certificate of university status to the HEI that meets the
requirements and approved by the CEB. For those that still need to comply with
the requirements, the CEB will request the CHEDRO to monitor the compliance of
the HEI with the requirements. Another validation visit will be conducted for this
HEI.
19. OIQAG Director reports to the Chair and members of the Committee on Higher
and Technical Education (CHTE) of the House of Representatives the status of
compliance and decision of the CEB-MANCOM;
175
4.9 Procedure for Processing Requests for Institutional Sustainability Assessment
(ISA)
Narrative Procedures
Pre-ISA Visit
1. OIQAG Director receives and assigns the ISA SED to the QAD Chief EPS for
appropriate action;
2. QAD Chief EPS through the assigns the QAD designated staff to acknowledge
receipt of the SED and arrange the ISA visit;
3. QAD designated staff forms the ISA Assessment Team that will visit the HEI;
4. QAD designated staff confirms the ISA visit schedule with the CHEDRO ISA Focal
Person and informs the composition of the ISA Assessment Team;
5. CHEDRO ISA Focal Person confirms the schedule of the visit and informs the HEI
President of the composition of the ISA Assessment Team. In case there is an
established conflict of interest between the HEI and any of the assessors, the HEI
President, through the CHEDRO Director, can send a letter of request for the
replacement of the assessor/s indicating the reason for the request. The QAD
designated staff will find a replacement;
6. QAD designated staff prepares the administrative and financial documents (RBA,
ATHA, RFT) for the visit and facilitates the transfer of funds to the CHEDRO before
the actual visit;
7. CHEDRO ISA Focal Person facilitates the travel requirements of the ISA
Assessment Team and sends a copy of the SED to each member of the team; and
8. CHEDRO ISA Focal Person makes final arrangements with the HEI ISA Team
regarding the preparations needed for the visit.
1. ISA Assessment Team conducts a courtesy call to the president of the HEI;
2. ISA Assessment Team peruses the documents in the exhibit room and validates the
claims of the HEI as indicated in the SED;
The QAD designated staff and CHEDRO ISA Focal Person assist the team in
requesting for additional documents needed for the assessment. However, it is the
CHEDRO ISA Focal Person who shall coordinate directly with the representative of
the HEI.
3. ISA Assessment Team conducts series of interviews with the top management,
middle managers, faculty, students, alumni, industry/employers and specific key
informants to validate the claims specified in the SED and documentary evidences
presented in the exhibit room;
The QAD designated staff and CHEDRO ISA Focal Person assist the team in
requesting for key informants (KIs) to be interviewed. However, it is the CHEDRO
ISA Focal Person who shall coordinate directly with the representative of the HEI.
176
4. ISA Assessment Team conducts ocular visit to the facilities of the HEI to validate
the claims in the SED, documentary evidences presented in the exhibit room, and
feedback from interviews with the different groups and key informants;
5. ISA Assessment Team prepares the matrix report and the narrative report based on
the result of the documentary evaluation, interviews, and ocular inspections
conducted;
6. ISA Assessment Team deliberates on the findings and agrees on the scores to be
given to each indicator per key result area and finalizes the matrix and narrative
reports based on the result of the deliberation; and
7. QAD designated staff prints two (2) copies of the matrix and narrative reports and
turn-over the signed reports to the CHEDRO ISA Focal Person;
Post-ISA Visit
1. CHEDRO ISA Focal Person reviews the completeness and consistency of the ISA
report prepared by the ISA Assessment Team;
2. CHEDRO Director endorses one (1) copy of the ISA report to the OIQAG Director;
QAD designated staff prepares the administrative and financial documents needed
to convene the Task Force on Outcomes-based and Typology-based Quality
Assurance, Institutional Level Quality Assurance (TFOTQA-ILQA). The QAD
designated staff also facilitates payment of meals, accommodation, honorarium
and other related expenses incurred during the meeting/workshop;
3. OIQAG Director and QAD Chief EPS convene the members of the TFOTQA-ILQA
to review and evaluate the ISA assessment report;
4. TFOTQA-ILQA members recommend the final ISA average score of the HEI
through a resolution which contains the ISA score for each indicator;
5. QAD designated staff accomplishes the CSW Form (see Annex 1) endorsing the
TFOTQA-ILQA resolution with supporting documents to the CEB-MANCOM for
deliberation and final decision.
6. QAD designated staff prepares a communication to the HEI President on the
decision of the CEB-MANCOM and finalizes the ISA assessment report based on
the CEB-MANCOM decision.
7. OIQAG Director forwards the communication together with the ISA assessment
report to the HEI President through the CHEDRO Director.
1. OIQAG Director routes the PBB forms and supporting documents of a SUC to the
CGD Chief EPS for review;
2. CGD Chief EPS through the CGD Supervising EPS assigns the review of the PBB
forms and supporting documents of a SUC to a CGD;
3. CGD designated staff verifies the physical accomplishments of a SUC per
Major Final Outputs (MFOs) and Performance Indicators (PIs) against its targets
and documentary evidences;
177
4. CGD designated staff prepares a scorecard for each SUC reflecting the result of
the review process for submission to the CGD Supervising EPS for consolidation;
5. CGD designated staff consolidates all PBB scorecards;
6. OIQAG Director, CGD Chief EPS, CGD Supervising EPS and designated staff
deliberate on the results of the review;
7. OIQAG Director apprises the CEB-MANCOM on the initial results and scorecards
for confirmation;
8. OIQAG Director presents results and scorecards to AO 25 Secretariat; and
9. OIQAG Director presents the results to the Technical Working Group on AO 25.
Narrative Procedures
1. OIQAG Director through the Chief EPS approves the dissemination of the Self-
Survey Instrument on SUC Levelling (see Annex 12) to SUCs through the
CHEDRO SUC Coordinator;
2. Designated staff coordinates with the CHEDRO SUC Coordinator on the status of
the submission of the Self-Survey Instrument by the SUCs;
3. Members of the Regional Evaluation Committee (REC), composed of CHED, DBM
and the Philippine Association of State Universities and Colleges (PASUC)
Regional Directors/representatives, deliberate on the accomplished self-survey
forms;
4. CGD Chief EPS/Supervising EPS through the Designated Staff prepare the
evaluation report as recommended by the REC;
5. Members of the National Evaluation Committee (NEC), composed of the DBM
Secretary and CHED Chairperson or their duly designated alternates, with three
other members from DBM, CHED and PASUC, deliberate the result of the
evaluation;
6. CGD Chief EPS/Supervising EPS designates staff to prepare and coordinate travel
arrangements if ocular visit to verify the data is requested by NEC;
7. CGD Chief EPS through the Supervising EPS/Designated Staff and based on the
recommendation of the NEC prepares the results of the SUC Levelling;
8. OIQAG Director endorses to the CEB-MANCOM the results of the SUC Levelling
for issuance of a CHED Memorandum Order (CMO);
9. CGD Chief EPS through the Supervising EPS and the designated staff prepares
the necessary CHED Memorandum Order (CMO) for the signature of the
Chairperson or authorized official;
10. Designated staff disseminates the approved CMO to all concerned for information
and guidance
Narrative Procedures
178
1. OIQAG Director assigns the processing of application for the
establishment/recognition of LUCs to the CGD Chief EPS;
2. Chief EPS through the Supervising EPS assigns the review of
application/submissions; for the creation/establishment of LUC to designated staff;
3. Designated staff prepares the acknowledgement letter for signature by the OIQAG
Director through the Chief EPS/Supervising EPS;
4. Administrative Staff/Designated staff releases the acknowledgment letter;
5. Designated staff conducts evaluation of the documents submitted by the applicant
LGU/LUC;
6. Chief EPS/Supervising EPS endorses the report to the OIQAG Director who shall
recommend to the CEB-MANCOM the conduct of an ocular inspection by the
evaluation team;
7. Designated staff prepares administrative documents for ocular inspection;
8. OIQAG Director recommends ocular inspection to the authorized Official for
approval of the authorized official;
9. Designated evaluation team conducts ocular inspection and prepares report;
10. Designated staff forwards the inspection report to the Chief EPS/Supervising EPS
for review and endorsement to the OIQAG Director;
11. OIQAG Director recommends for the approval/disapproval of the application for
LUC establishment/recognition to the CEB-MANCOM;
12. CEB-MANCOM approves/disapproves the application for
establishment/recognition of the LUC;
13. Designated staff prepares communication relative to the CEB decision for the
signature of authorized official; if approved designated staff prepares certificate of
recognition for the approval by the Chairperson or authorized Official; and
14. Designated Staff releases communication/certificate of recognition.
Narrative Procedures
1. OIQAG Director assigns the processing of project proposals to the CGD Chief EPS;
CGD Chief EPS designates staff to process the project proposal;
2. Designated staff prepares an acknowledgment lettersigned by the OIQAG Director;
3. Administrative Staff/Designated staff releases the letter;
4. CGD designated staff checks the eligibility of the proposal (see Annex 13);
If eligible:
CGD designated staff prepares communication requesting review from the
technical expert signed by the OIQAG Director or Authorized Official;
CGD Chief EPS or Supervising EPS reviews the communication for the
approval by the OIQAG Director;
CGD Administrative Assistant/Designated staff releases communication;
179
If not Eligible:
Designated staff drafts a communication stating reasons why the proposal
cannot be processed;
Chief EPS Supervising EPS reviews the communication for approval by the
OIQAG Director;
Administrative Assistant/ Designated staff releases communication;
5. Technical expert evaluates the proposals and submits an evaluation report (see
Annex 14) to the OIQAG Director;
6. OIQAG Director presents the evaluation report to the TWG;
7. Members of the TWG recommend an action on the proposal;
8. OIQAG Director presents the TWG recommendation to the CEB-MANCOM;
9. CEB-MANCOM approves/disapproves the proposal;
10. OIQAG Director informs proponent about the result of evaluation.
180
Process Flows
181
Process Flow for Outgoing Communication
182
Process Flow for Policy Development
OIQAG Director and QAD/CGD Chief QAD/CGD Chief EPS and designated
EPS/OIQAG Staff identify the need to staff meet the TWG/TF members as
develop a new policy or revise an existing often as necessary until a new or
policy revised policy has been drafted
184
Process Flow for Policy Data Collection
185
Process Flow for Policy Inputs
186
4.2.1 Process Flow for Evaluating Horizontal Typology Applications
OIQAG Director informs the head of the QAD Chief EPS/Supervising EPS and
state college through the CHEDRO designated staff prepare for the on-site
evaluation performing the tasks listed in the
Director the documents to be submitted On-Site Evaluation Checklist
to the CHEDRO
QAD Chief EPS through the Supervising QAD Chief EPS/Supervising EPS and
EPS assigns the QAD designated staff to designated staff consolidate the reports
acknowledge the receipt of the documents
of the evaluation team and prepares a
summary of findings for submission to
and conduct the initial evaluation
the Task Group on SUC Conversion;
QAD designated staff submits through Task Group on SUC Conversion discuss the
the Supervising EPS the evaluation evaluation reports, determine compliance
results to the QAD Chief EPS for review with the conversion requirements, and make
recommendation for submission to the CEB-
MANCOM
189
If the CEB-MANCOM approves the
conversion of a state college into a
university, the QAD Chief EPS/Supervising
EPS and designated staff prepare a
Certificate of University Status for signature
of the CHED Chairperson.
191
ISA Actual Visit
193
4.2.1 Process Flow for the Review of Accomplishments for SUC PBB
194
5. Process Flow for Levelling of SUCs
OIQAG Director through the Chief EPS CGD Chief EPS/Supervising EPS
approves the dissemination of the Self- designates staff to prepare and coordinate
Survey Instrument on SUC Levelling (see travel arrangements if ocular visit to verify
Annex 12) to SUCs through the CHEDRO the data is requested by NEC
SUC Coordinator
Designated staff coordinates with the CGD Chief EPS and through the
CHEDRO SUC Coordinator on the status recommendation of the NEC prepares the
of the submission of the Self-Survey results of the SUC Levelling
Instrument by the SUCs
195
4.2.3 Process Flow for the Establishment/Recognition of Local Government-
Operated Post-Secondary Institution (LGOPI) or Local Universities and Colleges
(LUCs)
OIQAG Director
Administrative recommends for the
Staff/Designated staff releases approval/disapproval of the
the acknowledgment letter application for LUC
establishment/recognition to
the CEB Mancom
Administrative CEB-MANCOM
Staff/Designated staff approves/disapproves the
releases the letter proposal
197
5. OFFICE OF PLANNING, RESEARCH AND KNOWLEDGE MANAGEMENT
(OPRKM)
198
5.1.2 Preparation of Agency Performance Commitments/Action
Plans/Physical Accomplishment Reports (PCs/APs/PARs)
199
2 The Chief, in consultation with the TWG revises the NF Formula
and applies it to the previous years SUCs NF data for simulation,
analysis and possible refinements for validation and approval by
the TWG on NF.
3 Upon approval by the TWG on NF, the Chief, in consultation with
the TWG applies the revised formula to the current NF data and
presents the results to the Commission en-banc (CEB) for
approval.
4 The designated staff submits the CEB-approved SUCs individual
budget ceilings to the DBM for dissemination to the SUCs.
200
4. The proponent presents/defends the proposal before a
panel consisting of Technical Experts (TEs), OPRKM
Director and others, if necessary. The proposal is
evaluated by expert(s) in the disciplines covered by the
proposal.
For a proposal not recommended favorably by the TEs, the
designated staff sends a letter of regret (signed by the
OPRKM Director IV or RMD Chief) to the proponent. The
procedure stops here.
1. The Proposal
201
b. Goodness-of-fit between proposal and terms of reference
in the call for proposal;
c. The research proposal is relevant to the problems and
needs in the local/national setting;
d. The methodology of the study is justified and sound;
e. The proposals expected outputs, impacts and derivations
are clear and well-defined;
f. Feasibility of work and financial plan
202
6. The Chairman signs the MOA with the OPRKM Director and/or the
RMD Chief as witness; the designated staff takes charge of the
notarization and furnishes each party and the HEDF a copy.
7. The designated staff then prepares the disbursement voucher and
forwards it to the HEDF for the release of the funding of the grant. The
grant shall be released in tranches upon submission and acceptance
of set milestones/deliverables.
1. The Chief together with the designated staff accepts applications for
the grant.
2. The designated staff conducts eligibility check of the applicant based
on set criteria.
3. The designated staff processes eligible applicant and endorses the
same by the OPRKM Director to the Chairperson for approval.
4. Upon approval by the Chairperson, the designated staff prepares the
MOA and refers to the CHED Legal and Legislative Services for
review.
5. Once the MOA is in order, the designated staff sends the MOA to the
grantee for signature and then endorses to HEDF for certification of
fund availability, then to the Office of the Executive Director for
endorsement to the Chairman for signature.
6. The Chairman signs the MOA with the OPRKM Director and/or the
RMD Chief as witness; the designated staff takes charge of the
notarization and furnishes each party and the HEDF a copy.
7. The designated staff then prepares the disbursement voucher and
forwards it to the HEDF for the release of the funding of the grant.
The grant shall be released in tranches upon submission and
acceptance of set milestones/deliverables.
1. The Chief together with the designated staff accepts applications for
the grant and AA/AS sends acknowledgement letter to the proponent.
203
2. The designated staff conducts eligibility check of the application and
forwards the research paper being applied for support to a TE for
review.
3. A technical expert evaluates the technical merits of the paper and the
credibility of the conference and conference organizer then forwards
the result of evaluation to the RMD.
For disapproved applications, the designated staff sends a letter of
regret to the proponent. The procedure stops here.
4. For recommended applications, the designated staff prepares a
memorandum, endorses the same for approval by the Commission
en banc (CEB).
5. If approved by the CEB, the designated staff prepares the MOA and
refers to the CHED Legal and Legislative Services for review.
6. Once the MOA is in order, the designated staff sends MOA to the
grantee for signature and endorses to HEDF for certification of fund
availability, then to the Office of the Executive Director for
endorsement to the Chairman for signature.
7. The Chairman signs the MOA with the OPRKM Director and/or the
RMD Chief as witness; the designated staff takes charge of the
notarization and furnishes each party and the HEDF a copy.
8. The designated staff prepares the disbursement voucher and
forwards it to the HEDF for the release of the funding of the grant.
The grant is released directly to the grantee and he/she submits
Travel and Liquidation Reports after his/her travel.
204
5.2.2.3 Best HEI Extension Program Award - is awarded in recognition to
an outstanding extension program that is relevant and responsive
to the needs of the community and the society, and effectively
improve production and quality of life.
Procedures for 5.2.2.1 5.2.2.3:
205
2. The designated staff facilitates the conduct of technical
evaluation of research journals through a panel of evaluators
composed of known published experts in the discipline(s) covered
by the journal.
3. The panel, with the assistance of the designated staff submits
the results of the evaluation and classification, to the Commission
en banc (CEB) for approval.
4. The designated staff disseminates the list of CHED accredited
journals through CMO.
5. The designated staff facilitates the awarding of the incentives to
the CHED accredited journals.
1. The Statistician III prepares the CMO for initial of the Director
and Executive Director prior to the signature of the
Chairperson.
2. The Statistician I facilitates the distribution of CMO to the
CHEDROs.
3. The Regional Planning Officer Designate (POD) receives the
CMO and distributes to the HEIs within the ROs jurisdiction.
206
the supporting CMOs or documents (e.g. CHED Data Element
Manual and Discipline Codes as specified in CMO on Annual
Higher Education Data Collection (Form 5.3 Higher Education
Data Collection Form; Communication 5.3 CHEDs Annual
Higher Education Data Collection Letter to HEIs).
2. The HEI Registrar submits to the CHEDRO the electronic copy
of the accomplished CHED forms.
1. The designated staff receives and records the forms from the
CHEDROs and distributes the received forms to the Statistician
and designated staff for verification, coding/encoding (when
necessary), and consolidation. All incorrect and incomplete
forms are returned to the concerned CHEDROs for rectification;
2. The designated staff prepares matrix of data retrieval per
region and forwards to the KMD Chief.
3. The ITO-III advises the ITO-II to prepare the memorandum
reporting the retrieval rates of the CHEDROs, signed by the
OPRKM Director, then will be forwarded to the Executive
Director for Commission en bancs information, copy furnished
CHEDROs.
4. The Statistician III prepares all corresponding tables and
figures for the respective report outputs. For the preparation of
the Statistical Bulletin, Statistician collects relevant data from
other CHED Offices and other agencies prior to the preparation
of the draft output. He/She presents the draft output to the ITO-
II, ITO-III and Director for comments and suggestions. When
necessary, the same draft copy will be forwarded to the OED,
Office of the Chairperson/Commissioners for their comments
and suggestions.
207
5. The Statistician III incorporates all comments and suggestions
and produces the final copy. The final copies of the output
reports which require mass reproduction (e.g. Higher Education
Statistical Bulletin, Directory of HEIs, etc.) will be turned over to
the Publication Section for reproduction and dissemination.
5.3.5 Preparation of Higher Education Statistical Bulletin, Higher Education
Indicators and SUC Statistical Bulletin (Form 5.3.1 and 5.3.2)
1. The IO-I receives the copies and informs the KMD Chief on the
preparation of memorandum.
2. The ITO-II prepares the memorandum for the distribution of
copies to be signed by the OPRKM Director.
3. The designated staff prepares the copies to be distributed to
the respective CHEDROs and offices. All remaining copies are
stored in the provided area. He/She facilitates the distribution
of the copies to the respective offices together with the
memorandum.
208
2. The designated staff receives the filled-out IS, fills out the
remaining portion, and informs the researcher on the date
when his/her request would be available for pick-up and act on
the request.
3. The ITO-II advises the researcher that the KMD need a
maximum of fifteen (15) working days for the data that requires
extraction and processing. If data are available for
photocopying or plain transferring of file electronically, the
researcher may wait for his request.
4. The designated staff files the accomplished IS as the
researcher signs the Researchers Logbook for record
purposes.
The designated staff receives the call and assesses the data
requirements. Requests which are considered not time-consuming can be
given directly through the appropriate medium (phone, fax, mail or e-mail).
5.3.11 Attending to Requests submitted through phone, fax, mail, and e-mail
which are considered time-consuming
The designated staff advises the researcher to visit the KMD and follow
procedures for walk-in researchers.
209
Proponent
Implementing Office
Legal/Policy Basis
Background/Rationale
Objectives/Purpose
Hardware and Software Requirements
Human Resource Requirements
Budgetary Requirements
Implementation Strategy
Implementation Schedule
Milestone and Expected Results
210
Process Flows
211
5.1.2 Preparation of Agency Performance Commitments/Action
Plans/Physical Accomplishment Reports
212
5.1.3 Application of Normative Funding (NF) Formula to the State Universities
and Colleges (SUCs) Budget
213
5.2 Research Management Division (RMD)
214
5.2.2 Visiting Research Fellowship Grants/Balik Scientist Program
215
5.2.3 Thesis/Dissertation Grants
216
5.2.4 Support for Paper Presentation in International Conference
217
5.2.5 5.2.7 CHED Research and Publication (REPUBLICA) Award; Best HEI
Research Program Award; Best HEI Extension Program Award
218
5.2.8 Journal Accreditation Service
219
5.2.9 Maintenance of CHED Research Database
220
5.3 Knowledge Management Division (KMD)
221
5.3.3 5.3.4 Data Processing at the CHED ROs and Consolidation at the CHED
Central Office (CHEDCO)
222
5.3.5 Preparation of Higher Education Statistical Bulletin, Higher Education
Indicators and SUC Statistical Bulletin
223
5.3.6 Data Dissemination
224
5.3.7 Posting of Data/Information in the CHED Website
225
5.3.8 Attending to Walk-in Researchers
226
5.3.9 5.3.11 Attending to Requests submitted through fax, mail and e-mail
227
5.3.12 Provision of Technical Assistance
228
6. OFFICE OF STUDENT DEVELOPMENT AND SERVICES (OSDS)
Drafting Phase
Consultation Phase
229
13 Directors endorse the final draft policies, standards, and
guidelines to ManCom/CEB for approval of public orientation.
Finalization Phase
Advocacy Phase
Preparatory Phase
Coordination Phase
Orientation Phase
230
8 Designated staff prepares proceedings and corresponding
reports.
231
6 Designated staff finalizes the instruments for approval of CEPS
and Directors.
7 Designated staff prepares logistics for administrative matters in
coordination with AFSM/HEDF.
Orientation Phase
Administration/fielding of instruments
232
6.4.1 Assistance given to other government agencies in information
materials that deal with student development and services
233
2 Chief and Supervising EPS check and review the
recommendation.
3 OSDS Directors approve the recommendation.
4 Designated staff per program transmits to AFMS/HEDFS
the request for sub-allotment and transfer of funds to
CHEDROs. (Communication 6.1.1, 6.1.2, 6.1.3)
5 CHEDROs submit reports on actual filled up slots and fund
utilization and return the unutilized slots to be checked
against slot allocation by the OSDS.
234
6.5.1.4 Administration of the Sajahatra Bangsamoro Study Grant
Program (SBSGP) per CMO s. 2013
235
8 SUC orients scholars on the rules and regulations of the
program.
9 CHEDRO transfers funds to concerned SUC.
10 CHEDRO receives Notice of Transfer from CHEDCO and
process payment of financial benefits of scholars based
on the requirements submitted by SUCs.
11 Designated staff prepares status reports in the
implementation of INB program based on the reports
submitted by CHEDROs.
236
7 Monitoring Team prepares & submits monitoring report to
Directors.
8 LSAD consolidates monitoring reports reflective of the
findings and recommendations and submits the same to
the Directors.
9 Directors present the result of the monitoring activity to
the National Directorate Meeting through the
ManCom/CEB for policy recommendation.
237
6 Executive Office recommends application to Chairperson.
7 Chairperson signs and approves application of the NGO
together with the Accreditation Certificate.
8 Designated staff transmits the Accreditation Certificate to the
NGO.
9 Designated staff prepares list of NSTP Providers and
transmits to CHEDROs for information through the Executive
Office.
238
8 CHEDRO evaluates completeness of submitted liquidation
report and facilitates liquidation of fund from the grantee.
9 Designated staff of OSDS monitor the utilization of funds and
compliance with the guidelines.
239
6 OSDS Director approves the CHED endorsement if found in
order.
7 Designated staff records the CHED endorsement and releases
it to the authorized HEI representative then files the same.
240
7 DFA notifies PHEI on the issuance of student visa (9f) to FS,
copy furnished CHED, BI, NICA and NBI.
8 HEI informs FS on the issuance of his/her visa.
241
6 Upon receipt of confirmation from CHEDRO, Designated staff
checks, reviews the confirmation and prepares the Certificate of
Authentication and Verification (CAV) for review of SEPS and
approval of the Chief EPS/Supervising EPS or Director (Form-
6.2.27).
If the confirmation has some deficiency contrary to the entries of
the submitted documents, designated staff informs the applicant
thru email or phone.
7 Designated staff fills up transmittal form for the Official Courier
for forwarding to the Department of Foreign Affairs. (Form-
6.2.26)
8 If for SRC, designated staff releases the CAV to concerned
applicant. (Form-6.2.25)
6.8 Preparation of inputs for House and Senate Bills and participation in
Committee Hearings
242
6.9 Outsourcing of services as may be required by the programs
243
PROCESS FLOW 1
Designated staff prepares the Chief and Supervising EPS Directors endorse the document Designated staff prepares the
CHED Special Order of the reviews the document and to the ManCom/CEB for approval working paper and seeks
Technical Working Group seeks approval to the of the composition of the TWG approval of the draft policies,
(TWG) for the drafting of the Directors. and the drafting of the policies, standards, and guidelines to
policies, standards, and standards, and guidelines the Chief EPS and Directors
guidelines
Directors endorse the final draft Designated staff finalizes the Designated staff
policies,standards, and draft policies, standards, and convenes the TWG to
guidelines to the ManCom/CEB guidelines with the review the working paper
for approval to hold a public integration of the inputs of and give inputs
consultation the TWG
Directors endorse the final draft TWG reviews and finalizes Designated staff
policies, standards, and the draft policies, standards, consolidates and
guidelines to ManCom/CEB for and guidelines incorporating integrates comments and
approval of public orientation comments and suggestions suggestions from the
from the public consultation public consultation and
presents the draft policies,
standards, and guidelines
to the TWG
Designated staff prepares and Designated staff facilitates Designated staff facilitates
packages advocacy materials uploading of the CMO to the publication to a
pertaining to policies and CHED Website through the newspaper or Official
programs relative to the works OPRKM Gazette through LLS and
of the Divisions in coordination CHED Website
with other offices upon
approval of the OSDS
Directors
244
PROCESS FLOW 2
Designated staff consolidates the list Designated staff sends the Memo and
of confirmed participants as submitted invitation to CHEDROs, TWG and
by CHEDROs concerned stakeholders
Designated staff checks the food and Designated staff prepares the
venue documentation of the orientation
245
PROCESS FLOW 3
246
PROCESS FLOW 4
Designated staff Chief EPS presents to Designated staff / Chief EPS finalizes the
/Supervising EPS TWG and Directors Supervising EPS proposed system and
prepares the system the draft for comments modifies the prepared instruments and
and instruments in and recommendations system and submits to Directors
consultation with instruments for approval
experts if necessary
247
PROCESS FLOW 5
6.2.2 Procedures on the Monitoring and Evaluation of Other Student Affairs
and Services
248
PROCESS FLOW 6
249
PROCESS FLOW 7
Directors review and assign the Designated staff coordinates with the
information/advocacy materials to concerned agency for the wider
the concerned Division for action dissemination of the
information/advocacy materials
250
PROCESS FLOW 8
6.5.1.1 Procedures on the Allocation of Slots and Fund for CHED Student
Financial Assistance Programs (StuFAPs) per CMO 14 s. 2014
251
PROCESS FLOW 9
6.5.1.2 Procedures on the Fund Transfer of Slots and Fund of CHED Student
Financial Assistance Programs (StuFAPs) to CHED Regional Offices
252
PROCESS FLOW 10
SUC conducts Orientation for ESGP- Designated staff ensures that the
PA student-grantees and their said quarterly reports and list of
parents/guardians on the policies student-grantees are likewise posted
and guidelines and other in the official website of the SUC and
requirements of the program CHED
254
PROCESS FLOW 12
6.5.1.5 Procedures on the Administration of the Iskolar ng Bayan (INB) Program
per R.A. 10648
255
PROCESS FLOW 13
Chief and Supervising EPS review OSDS Directors endorse the final
the draft MOA draft to the ManCom/CEB for
approval
256
PROCESS FLOW 14
6.5.1.7 Procedures on the Monitoring and Evaluation of
CHED StuFAPs and Special Loan Programs
257
PROCESS FLOW 15
258
PROCESS FLOW 16
6.5.2.2 Procedures on the Issuance of Certificate of Accreditation to NGOs to
formulate and administer Training Modules for NSTP-Civic Welfare
Training Services and Literacy Training Services per R.A. 9163
259
PROCESS FLOW 17
260
PROCESS FLOW 18
261
PROCESS FLOW 19
262
PROCESS FLOW 20
263
PROCESS FLOW 21
264
PROCESS FLOW 22
6.6.4 Procedures on the Issuance of Student Visa (9f)/Tourist Visa (9a) by the
Department of Foreign Affairs per Executive Order 285 s. 2000
265
PROCESS FLOW 23
6.6.5 Procedures on the Issuance of Certificate of Eligibility for Admission to
Medical and Dental Courses to Foreign Students per Executive Order 285 s.
2000
266
PROCESS FLOW 24
Designated staff prepares and sends by fax the endorsement letter with attached
documents to the concerned CHEDRO or verifies documents through E-CAV
System
Designated staff, After 14 days of no response to the region, follow-up thru phone
or email the status of request for verification to the concerned CHEDRO
Upon receipt of confirmation from CHEDRO, designated staff check, review the
confirmation and prepares the Certificate of Authentication and Verification (CAV)
for review of designated staff and approval of the Chief EPS/Supervising EPS or
Director
If the confirmation has some deficiency contrary to the entries of the submitted
documents, Designated staff informs the applicant thru email or phone
Designated staff fills up transmittal form for the Official Courier for forwarding to
the Department of Foreign Affairs
267
7. LEGISLATIVE AND LEGAL SERVICES (LLS)
7.1.1 Validation
7.1.2 Fact-Finding
268
The designated IED Staff records and releases the document and keeps a
duplicate copy on file.
4. If the conduct of fact finding investigation is found to be appropriate, the LLS
Director orders the creation of the Fact-Finding Team (FFT)
5. The LLS Director transmits the memorandum on the proposed creation and
composition of the Fact finding team to the Executive Director for approval.
6. Upon the approval of the creation and composition of the Fact finding team,
the designated IED staff prepares the necessary documents for travel, as
well as other documentary requirements needed for investigation.
7. The designated IED staff coordinates the conduct of the fact finding
investigation with the CHEDRO concerned.
8. The Fact Finding Team conducts
9. The FFT prepares a report with recommendation and submits the same to
the LLS Director.
10. The LLS Director prepares a memorandum and submits the same to the
CEB for appropriate action.
1. The IED receives a written request for legal opinion, tax exemption, review
of contracts, SEC endorsements, petition for correction of name and other
concerns with proof of payment/official receipt as applicable.
2. The request is forwarded to the LLS Director for Evaluation.
3. The LLS Director assigns the IED Chief and Staff under his supervision to
prepare the proper response to the request.
4. The IED staff conducts completed staff work (CSW) and submits the draft
response to the IED Chief for comments/ notation.
5. The IED Chief transmits the draft response to the LLS Director for review.
6. The LLS Director returns the draft response with needed corrections to the
IED staff for encoding.
7. After compliance with all corrections, the IED staff submits the finalized
response, with initials of LLS Chief and Staff who did the CSW, for signature
of the LLS Director.
8. The LLS Director orders the concerned LLS staff to record and release the
official response to the request.
269
3. The designated staff in the LLMD downloads and reviews the bill/s and/or
position paper for comments.
4. The designated staff in the LLMD prepares memorandum for approval of the
Executive Director or the Chairperson to concerned CHED Office/s to
prepare inputs for comments and to identify the concerned office
representative for the scheduled meeting.
5. The designated staff in the LLMD routes memorandum as well as the copies
of the notice and the bill/s to the concerned offices.
6. The designated staff in the LLMD follows up on attendees as well as the
inputs for the preparation of comments.
The designated staff in the LLMD drafts position paper incorporating the
comments from the concerned CHED office/s. Finalized position paper will
be transmitted to the Office of the Chairperson for approval.
The designated staff in the LLMD submits position paper to the concerned
Congressional Committees.
The designated staff in the LLMD attends the congressional meeting/TWG
with the CHED official or representative.
7.2.2 Mediation
1. The designated staff in the LLS receives a letter of complaint either through
mail, email, or personal submission.
2. The Director of LLS instructs LLMD to either mediate the case, indorse it to
the concerned HEI or CHEDRO, or for further review by the Investigation
and Enforcement Division.
3. The designated staff in the LLMD either indorses the complaint back to HEI
or concerned CHEDRO, or schedules mediation conference by informing
the complainant and the respondents of their attendance to the said
conference.
4. The designated staff in the LLMD identifies an accredited mediator for
approval of the LLS Director for the conduct of the mediation proceeding.
If one of the parties or both of the parties failed to appear for the
mediation meeting, the LLMD shall schedule another setting or declare it
as failed/ withdrawn depending on the action of the parties.
If the parties during the mediation conference fail to come up with an
amicable agreement to settle the issue/s, but agrees to another
mediation conference, the designated staff in the LLMD shall schedule
another mediation meeting.
5. In case of a failed mediation, the designated staff in the LLMD with the
approval of the LLS Director shall indorse the case to the Investigation and
Enforcement Division for further investigation and appropriate action. The
parties may opt to take further legal action/s outside of the CHED.
270
Process Flows
1. Fact-finding
The IED If the FFI is The LLS Upon the The The fact-
receives found to be Director approval of the designated finding
a request for appropriate, transmits the creation and IED staff investigation
fact-finding
investigation.
the LLS proposed composition of coordinates is conducted
Director creation and the FFT, the the FFI to by the Team,
orders the composition designated assisted by
the CHEDRO
creation of of the FFT to IED staff
concerned. the
the Fact- the Executive prepares the
Finding Secretariat
Director for necessary
Team (FFT) Support Staff.
approval. documents for
travel, as well
as other
documentary
requirements
needed for
investigation.
The request If the FFI is The LLS The The LLS The FFT
is not Director designated Director prepares a
forwarded appropriate, approves IED Staff prepares a report with
to the LLS the LLS and records and memorandu recommen-
Director signs the
Director for orders the response
releases m and dation, and
evaluation. IED Chief which the submits the submits the
with the will then be document same to the same to the
assistance of released to and keeps CEB for LLS
designated the a appropriate Director.
staff to requesting duplicate action.
prepare the office copy on file.
proper or party.
response to
the
requesting
party.
271
2. Validation
272
3. Legal Opinion/Tax Exemption/SEC Endorsements/Petition for Correction of
Name/Contract Review and Drafting/Other Concerns
The IED receives a written request for legal opinion, tax exemption, review
of contracts, SEC endorsements, petition for correction of name, and other
concerns with proof of payment /official receipt as applicable.
The LLS Director assigns the IED Chief and Staff under his supervision to
prepare the proper response to the request.
The IED staff conducts completed staff work (CSW) and submits the draft
response to the IED Chief for comments/ notation.
The IED Chief transmits the draft response to the LLS Director for review.
The LLS Director returns the draft response with needed corrections to
the IED staff for encoding.
After compliance with all corrections, the IED staff submits the finalized
response, with initials of LLS Chief and Staff who did the CSW, for
signature of the LLS Director.
273
4. Attendance to Congressional Meetings and Preparation of Position Papers
The LLMD downloads and reviews the bill/s and/or Republic Acts
for routing and preparation of comments
274
5. Mediation Conference
275
8. ADMINISTRATIVE AND FINANCE MANAGEMENT SERVICE (AFMS)
1. The designated staff receives the original supporting documents and copies of
Obligation Request and Status (ORS) from the Budget Division and forwards the
same to the designated staff for the preparation of the DV (Form 8.1).
2. The designated staff prepares the DV, provides the accounting entries and
forwards the DV and supporting documents to the designated accountant for pre-
audit.
3. The designated accountant checks the accounting entries and pre-audits the
completeness and propriety of supporting documents in accordance with the
documentary requirements prescribed under the Commission on Audit Circular
No. 2012-001 dated June 14, 2012. If incomplete, designated accountant cites
the deficiencies and forwards the same to the designated staff for outgoing
documents for return to the concerned party for compliance.
4. The designated accountant initials in Box A and forwards the DV to the Chief
Accountant for review and signature in Box A of the DV.
5. The Chief Accountant reviews and signs in BOX A to certify the cash availability
and completeness of documents and forwards the DV together with the original
supporting documents and ORS to the designated staff for outgoing documents.
Note: Cash availability is based on the Notice of Cash Allocation (NCA) received
from the Department of Budget and Management.
6. The designated staff assigns DV number, logs outgoing DV and forwards the DV
together with the original supporting documents and Copy 3 of ORS to the
approving authority. The designated staff forwards Copy 1 of ORS to the Budget
Division, and retains Copy 2 for file.
1. The designated staff receives and logs List of Due and Demandable Payables
(LDDAP) forwarded by the Cashier Unit with approved DVs and supporting
documents then forwards the same to the designated accountant for review.
2. The designated accountant reviews and checks the LDDAP prepared by the
Cashier
Unit against the attached DVs then initials in the Certified Correct portion of the
LDDAP and forwards the same to the Chief Accountant.
3. The Chief Accountant reviews and signs in the Certified Correct portion to
warrant
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that the LDDAP was prepared in accordance with the existing budgeting,
accounting and auditing rules and regulation then forwards documents to the
designated staff for the release of documents.
4. The designated staff releases LDDAP to the Cashier Unit for authority to pay and
for the preparation of ADA.
1. The designated staff receives all paid DVs (either paid through check or ADA)
with supporting documents from the Cashier Unit.
2. The designated staff forwards the DVs and supporting documents to the
designated accountant for the preparation of Report of Check Issued (RCI).
3. The designated accountant inputs data contained in the forwarded DVs in the
RCI and returns the DVs and supporting documents to the designated staff for
file.
4. The designated staff files the DVs and supporting documents based on the
numerical sequence of the checks and numbers in the Advice of Cancelled and
Issued Checks (ACIC) indicated on the LDDAP and forwards the file to the
designated staff for journalizing the DV using the e-NGAS.
5. The designated staff journalizes the accounting entries and inputs the attached
supporting documents using the e-NGAS, indicates the Journal Entry Voucher
(JEV) number generated by the system in the DV and forwards the file to the
Chief Accountant for approval.
6. The Chief Accountant approves the journalized accounting entries viewed from
the e-NGAS based on the DVs.
7. The designated staff prints the approved Journal Entry Vouchers generated by
the e-NGAS, files and routs the JEVs to the concerned staff and Chief
Accountant for signature in the Prepared by and Approved by portion of the
JEV respectively.
8. The designated staff prepares transmittal and submits the RCI, JEVs and DVs
with supporting documents to the Commission on Audit (COA) for post audit.
1. The designated accountant receives the paid DVs and supporting documents
from the designated staff in charge of filing the DVs then inputs the accounting
entries specified in the DV to the RCI.
2. The designated accountant completes the entries in the RCI and provides e-copy
of the RCI to the designated staff on releasing.
3. The designated staff fills in the JEV No. portion in the RCI based on the JEV
No. indicated in each DV and returns the e-copy of the RCI to the designated
accountant.
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4. The designated accountant prints two (2) copies of the RCI and signs in the
Prepared by portion then forwards the RCI to the Chief Accountant for signature
in the Certified Correct portion.
5. The Chief Accountant reviews and signs in the Certified Correct portion of the
RCI then returns the same to the designated accountant.
6. The designated accountant retains Copy 1 of the RCI and forwards Copy 2 to the
designated staff for attachment to the DVs and JEVs for submission to the COA.
8.1.5 Processing and Recording of Fund Transfers to the Regional Offices through
the Issuance of Notice of Transfer Allocation (NTA)
1. The designated staff receives and logs the Sub-Allotment Release Order (Sub-
ARO) transmitted by the Budget Division then forwards the same with supporting
documents to the designated accountant for pre-audit process.
2. The designated accountant pre-audits supporting documents, reviews previous
fund transfers to verify duplication, (if any), then prepares DV and initials in BOX
A of the DV then forwards Sub-ARO, DV and supporting documents to the Chief
Accountant.
3. The Chief Accountant reviews and signs in BOX A to certify the cash availability
and completeness of documents and forwards the DV together with the Sub-
ARO and supporting documents to the designated staff for releasing.
4. The designated staff assigns DV number, logs outgoing DV and forwards the DV
together with Sub-ARO and supporting documents to the approving officer.
Recording of NTA
1. The designated staff receives negotiated NTA together with approved DV, Sub-
ARO and supporting documents from the Cashier Unit and forwards the same to
the designated accountant for recording.
2. The designated accountant records the NTA in the database to monitor and
reconcile fund transfers made to the regional offices and journalizes the accounting
entries for the transactions then inputs the attached supporting documents using
the e-NGAS, indicates the Journal Entry Voucher number generated by the system
in the NTA and forwards the same with supporting documents to the Chief
Accountant for approval.
4. The Chief Accountant approves the journalized accounting entries viewed from the
e-NGAS based on the NTA.
5. The designated staff prints the approved Journal Entry Vouchers generated by the
e-NGAS, files and routs the JEVs to the designated accountant and Chief
Accountant for signature in the Prepared by and Approved by portion of the JEV
respectively.
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6. The designated staff prepares transmittal and submits the JEVs, NTAs, SAAs and
supporting documents to the COA for post audit.
Verification of RCD
1 The designated staff receives RCD together with copy 2 of the Official Receipt
(OR) and duplicate copies of deposit slips and forwards the same to the
designated staff for verification of documents.
2 The designated staff accounts for the completeness of the OR then verifies the
OR and the corresponding amount against the Report of Collection and Deposit.
3 The designated staff ensures that all collections are deposited by checking the
amount of deposits against the collections.
Recording of RCD
4. The designated staff journalizes the accounting entries for collection and deposit
transaction and inputs the attached supporting documents using the e-NGAS,
indicates the Journal Entry Voucher number generated by the system in the RCD
and forwards the RCD, copy 2 of OR and deposit slips to the Chief Accountant
for approval.
5. The Chief Accountant approves the journalized accounting entries viewed from
the e-NGAS based on the RCD.
6. The designated staff prints the approved Journal Entry Vouchers generated by
the e-NGAS, files and routs the JEVs to the concerned staff and Chief
Accountant for signature in the Prepared by and Approved by portion of the
JEV, respectively.
7. The designated staff prepares transmittal and submits the JEVs, RCDs, copy 2 of
OR and duplicate copies of deposit slips to the Commission on Audit (COA) for
post audit.
1. The designated staff checks the delivered items submitted for inspection by the
procuring unit against the Official Receipt (OR) or Delivery Receipt (DR) and
signs in the Inspected by portion of Inspection and Acceptance Report (IAR).
Note: The IAR should contain the items listed in the OR/DR.
2. The designated staff assigns IAR number and logs IAR in the record book then
releases the same to the procuring unit for attachment to the DV.
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8.1.8 Monitoring, Pre-Audit and Recording of Liquidation Cash Advance by
Officers/Employees
Grant, Monitoring and Liquidation of Cash Advance for Official Foreign and
Local Travel
1. The designated staff receives obligation request and supporting documents for
cash advance for travel and forwards the same to designated accountant.
2. The designated accountant review completeness of documents and certifies that
the previous cash advance has been liquidated and accounted for in the books:
Foreign Travel:
Office Order/Travel Order approved in accordance with the
provisions of Sections 1 and 2 of EO No. 459 dated September 1,
2005
o As approved by the Office of the President in the
case of members of the cabinet and officials of
equivalent rank
o As approved by the respective heads of agencies in
the case of other government officials and
employees regardless of the length of travel
Duly approved itinerary of travel
Letter of invitation of host/sponsoring country/agency/organization
For plane fare, quotations issued by the airline/ticketing office/travel
agency
Flight itinerary issued by the airline/ticketing office/travel agency
Copy of United Nations Development Programme (UNDP) rate for
the daily subsistence allowance (DSA) for the country of destination
for the computation of DSA to be claimed
Document to show the dollar to peso exchange rate at the date of
grant of cash advance
Where applicable, authority from the OP to claim representation
expenses
In case of seminar/training
o Invitation addressed to the agency inviting
participants (issued by the foreign country)
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o Acceptance of the nominee as participant (issued by
the foreign country)
o Programme Agenda and Logistics Information
Certification from the accountant that the previous cash advance
has been liquidated and accounted for in the books
3. The designated accountant forwards the documents to designated staff for the
preparation of DV. In case of deficiencies, designated accountant cites the
deficiencies and forwards the documents to designated staff for outgoing to return
request for cash advance to the concerned party.
Note: Request for payment of cash advance for local and foreign travel should be
made 5 and 15 days respectively prior to travel to provide ample time for the
requesting party to address the deficiencies, if any.
4. The designated staff logs outgoing DV with supporting documents and forwards
the same to the approving authority.
1. The designated staff receives Liquidation Report (LR) with the necessary
documentary requirements from accountable officers and forwards the same to the
designated accountant for review.
2. The designated accountant checks the completeness of supporting documents and
the accuracy of computations. If incomplete, the designated accountant indicates
the deficiencies then the designated staff returns the documents to the concerned
party for compliance.
3. The designated staff assigns LR number and initials in the Certified Correct
portion of the LR then forwards the LR with the supporting documents to the Chief
Accountant for review and signature in the Certified Correct portion.
4. The Chief Accountant signs in the Certified Correct portion of the LR then returns
the approved LR and supporting documents to the designated accountant for JEV
preparation using the e-NGAS.
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Recording of Liquidation Report (LR)
1. The designated staff journalizes the accounting entries for the liquidation of cash
advance transaction and inputs the attached supporting documents using the e-
NGAS, indicates the Journal Entry Voucher number generated by the system in
the LR and forwards the same with supporting documents to the Chief Accountant
for approval.
2. The Chief Accountant approves the journalized accounting entries viewed from the
e-NGAS based on the LR.
3. The designated staff prints the approved Journal Entry Vouchers generated by the
e-NGAS, files and routs the JEVs to the concerned accountant and Chief
Accountant for signature in the Prepared by and Approved by portion of the
JEV, respectively.
4. The designated staff prepares transmittals and submits the JEVs, LRs and
supporting documents to the COA for post audit.
Local Travel
Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee
Certificate of appearance/attendance
Copy of previously approved itinerary of travel (Form 8.2)
Revised or supplemental Office Order or any proof supporting the change of
schedule
Revised itinerary of travel, if the previous approved itinerary was not followed
Certification by the Head of Agency as to the absolute necessity of expenses
together with the corresponding bills or receipts, if the expenses incurred for official
travel exceeded the prescribed rate per day (certification or affidavit of loss shall
not be considered as an appropriate replacement for the required hotel/lodging
bills and receipts).
Liquidation Report (Form 8.3)
Reimbursement Expense Receipt (RER) (Form 8.4)
OR in case of refund of excess cash advance
Certificate of Travel Completed (Form 8.5)
Hotel/room/lodging bills with official receipts in the case of official travel to place
within 50 kilometer radius from the last city or municipality covered by Metro
Manila, or the city or municipality where their permanent official station is located in
the case of those outside Metro Manila, if the travel allowances being claimed
include the hotel room/lodging room.
Foreign Travel
Paper/electronic plane tickets, boarding pass, boat or bus ticket
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Certificate of appearance/attendance for training/seminar/participation
Bills/receipts for non-commutable representation expenses approved by the
President under Section 13 of EO No. 248
For reimbursement of actual travel expenses in excess of the prescribed rate (refer
to EO No. 298)
Approval from the President
Certification from the Head of Agency that it is absolutely necessary
Hotel room bills with official receipts (certification or affidavit of loss shall not be
considered as an appropriate replacement for the required hotel/lodging bills and
receipts)
Revised Itinerary of Travel, if applicable
Narrative report on trip undertaken/Report of Participation
OR in case of refund of excess cash advance
Certificate of Travel Completed
Liquidation Report
1. The designated staff retrieves payroll print-out from the Cashier Unit to collate and
reconcile mandatory and allowable deductions of each employee.
2. The designated staff prepares the Monthly Remittance List of mandatory and
allowable deduction for GSIS, PAG-IBIG, and PHILHEALTH indicating the
government share and personal share, signs in the Prepared by and forwards the
same to the Chief Accountant.
Note: The Monthly Remittance Lists for GSIS, PAG-IBIG, and PHILHEALTH are
prepared in accordance with the prescribed format of the agency in soft and
hard copies.
3. The Chief Accountant reviews and signs in the Certified by portion of the Monthly
Remittance List and forwards the same to the designated staff for releasing.
4. The designated staff forwards Monthly Remittance List to the HRDD for ORS
preparation for obligation of government share.
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2. The designated staff prepares the DV, initials in the BOX A of the DV and forwards
the same to the Chief Accountant for review and signature.
3. The Chief Accountant reviews and signs in BOX A of the DV and forwards DV and
supporting documents to designated staff for releasing.
4. The designated staff assigns DV number, logs outgoing DV and forwards the DV
with supporting documents to the approving officer.
1. The designated staff gets the check payment for mandatory and allowable
deductions from the Cashier Unit and hands over the said check with the DV and
hard and soft copies of monthly remittance list to the authorized liaison personnel
from the GSD for payment and submission of monthly remittance list to concerned
agencies.
2. The designated staff retrieves from the GSD liaison personnel the DV with
corresponding OR issued by the concerned agency and inputs the date and
number of OR in the database of remittances.
3. The designated staff photocopies and maintains hard copies of the DV, OR and
Monthly Remittance List.
4. The designated staff returns the DV and supporting documents to the Cashier Unit.
1. The designated staff receives and logs the request of officers/employees for
Certification of Monthly Remittances of Mandatory and Allowable Deductions.
2. The designated staff retrieves from the database the monthly remittance of
requesting officers/employees.
3. The designated staff assigns certification number, prepares the Certification of
Remittance, initials in Copy 2 of the Certificate of Remittance and forwards the
same to the Chief Accountant.
4. The Chief Accountant affixes signature in the Certification of Remittance and
forwards the same to the designated staff for release to the requesting
officers/employees
8.1.10 Preparation and Submission of Tax Remittance Advice (TRA), Issuance and
Submission of Certificate of Tax Withheld and Alpha List
1. The designated staff retrieves payroll print-out, collates and reconciles tax
deduction of each employee.
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2. The designated staff prepares the Monthly Remittance List of Income Taxes
Withheld on Compensation and affixes signature on the Prepared by portion and
forwards to the designated accountant for review.
3. The designated accountant reviews and initials in the Certified by portion of
Monthly Remittance List of Income Taxes Withheld on Compensation then
forwards the same to the Chief Accountant for further review and signature.
4. The Chief Accountant reviews and signs in the Certified by portion of the Monthly
Remittance List of Income Taxes Withheld on Compensation and forwards to the
designated staff for recording.
5. The designated staff inputs Monthly Remittance List of Income Taxes Withheld on
Compensation and generates Monthly Remittance Return of Income Taxes
Withheld (Form 1601-C) through BIR e-submission then receives the system-
generated TRA.
6. The designated staff uploads and prints the TRA, Monthly Remittance List of
Income Taxes Withheld on Compensation and Form 1601-C and forwards the
same to the Chief Accountant for signature in the Certified by portion and the
approving officer for signature in the Approved by portion of the TRA.
7. The designated staff files the signed TRAs together with the Monthly Remittance
List of Income Taxes Withheld on Compensation and Form 1601-C.
1. The designated staff prepares Monthly Alphabetical List of Payees From Whom
Taxes Were Withheld based on the RCI.
2. The designated staff inputs Monthly Alphabetical List of Payees From Whom
Taxes Were Withheld thru BIR e-submission and generates Monthly Remittance
Return of Creditable Income Taxes Withheld (Expanded)-Form 1601-E and
Monthly Remittance Return of Value-Added Tax and Percentage Taxes Withheld
(1600) then receives system-generated TRA.
3. The designated staff uploads and prints the TRA, Monthly Alphabetical List of
Payees from Whom Taxes Were Withheld, Form 1601-E, and 1600 and forwards
the same to the designated accountant for review.
4. The designated staff reviews and initials in the Certified by portion of the TRA
and forwards TRA, Monthly Alphabetical List of Payees From Whom Taxes Were
Withheld, Form 1601-E, and 1600 to the Chief Accountant.
5. The Chief Accountant reviews and signs in the Certified by portion of the TRA
and forwards TRA, Monthly Alphabetical List of Payees From Whom Taxes Were
Withheld, Form 1601-E, and 1600 to the designated staff in charge of tax
remittance.
6. The designated staff forwards the TRA, Monthly Alphabetical List of Payees From
Whom Taxes Were Withheld, Form 1601-E, and 1600 to the AFMS Director for
signature in the Approved by portion of the TRA.
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7. The designated staff files the signed TRA, Monthly Alphabetical List of Payees
From Whom Taxes Were Withheld, Form 1601-E, and 1600.
1. The designated staff generates Alpha List which is an annual summary of the
taxes withheld from officers/employees and suppliers and contractors from the BIR
portal.
2. The designated staff uploads and prints the Alpha List and prepares Summary of
TRA and forwards to the Accountant in charge of review.
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3. The designated staff reviews and initials in the Certified by portion of the
Summary of TRA and Alpha List then forwards the same to the Chief Accountant
4. The Chief Accountant reviews and signs in the certified by portion Summary of
TRA and Alpha List
5. The designated staff submits the Alpha List and Summary of TRA to the Revenue
District Officer (RDO) of the BIR
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FAR No. 5-Quarterly Report of Quarterly Within 30 days
Revenue and Other Receipts after the end of
(QRROR) each quarter
DBM, NEDA, Flash Report Annex A- Monthly 10th day of the
OP-CabSec Appropriations, Obligations and following month
Disbursements
Flash Report Annex B-Reason for Monthly 10th day of the
Under Spending following month
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Consolidated Statement of Cash Annually Last working day
Flows-CO and CHEDROs of January of the
following year
Consolidated Statement of Annually Last working day
Changes in Net Assets/Equity-CO of January of the
and CHEDROs) following year
1. Budget Call
Upon receipt of a copy of the National Budget Call from the DBM, the Budget
Division prepares inter-office memorandum to be signed by the Executive
Director, relative to the submission of respective budget requests in accordance
with the guidelines indicated in the National Budget Call. Signed memorandum
is released to the Records Section for reproduction and distribution to all offices
concerned.
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4. Submission of Agency Budget Proposal to the DBM
1. Based on the approved GAA and other budget laws and authority, the Budget
Division prepares the Financial Breakdown by Fund Cluster, Fund Authorization,
Major Final Outputs (MFOs), Program/Activity/Project and by
appropriations/financing sources to support expenditures to be made during the
year broken down by allotment class/expenses.
2. Informs the different offices of their respective budget allocation by object of
expenditures.
3. Records the allotments in the respective registries of Obligations by Fund Cluster,
Fund Authorization Program/Project/Activity for control and monitoring of funds.
Separate control shall be maintained by the Budget Division for the following Fund
Registries, by allotment classes: Personnel Services (PS); Maintenance and Other
Operating Expenses (MOOE); Capital Outlay (CO); and Financial Expenses (FE) to
wit:
a. Registry of Appropriations and Allotments (RAPAL)
b. Registry of Allotments, Obligations and Disbursements (RAOD)
c. Registry of Budget, Utilization and Disbursements (RBUD)
3. The Chief of Division reviews and checks the small box opposite the Allotment
available and obligated for the purpose/adjustment necessary as indicated above
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portion of Box B of the ORS and affixes signature then forwards the ORS and
documents to the staff-in-charge for recording in the appropriate RAOD.
4. The designated staff retains third copy of ORS for file then forwards the original and
duplicate copies of ORS together with the documents to the Accounting Division for
processing.
5. If there are adjustments, the designated staff effects correction on the file copy of
ORS and RAOD or prepare a new ORS as the case maybe.
1. The designated staff receives the Request for Fund Transfer (RFT) to CHEDROs
with supporting documents from the different offices in the Central Office.
2. The designated staff verifies the completeness of documents and availability of
allotment and prepares Sub-ARO for CHEDROs and forwards the same to the
Chief of Division for review and signature.
3. The Chief of Division signs and certifies the Sub-ARO as to the availability of
allotment then forwards the same to the AFMS Director for approval/signature.
4. Based on the approved Sub-ARO, the designated staff records the same in the
appropriate RAOD and files copy of Sub-ARO then forwards the original copy to
Records Section for release to CHEDROs and furnishes another copy to the
Accounting Division for preparation of Notice of Transfer of Allocation (NTA)
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8.2.5 Preparation and Consolidation of Financial Reports of Central and
Regional Offices for Submission to the Office of the President, DBM and
COA
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c) Appointment Paper duly approved by the Chairperson
d) Oath of Office
e) Certification from immediate superior as to assumption to duty
f) Statement of Assets and Liabilities
g) Copy of duly accomplished/signed Daily Time Record
h) Other documents as applicable (IPCR, SALN, Service Record, etc.)
General Rule
3. The designated staff forwards the claims to the Chief of the Division for
review
4. The Division Chief certifies the accuracy of computation and completeness
of the supporting documents and signs the ORS then forwards to the
designated staff for proper recording and releasing
5. The designated staff forwards to Budget Division for processing of ORS
IV. Payment of Terminal Leave Benefits and Retirement Gratuity for Central
Office Personnel
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Required Supporting Documents:
a. Approved Office Clearance
b. Current Statement of Assets and Liabilities
c. Copy of latest Appointment
d. Updated Service Record
e. Application for retirement/ Resignation Letter/ Request for transfer
f. Duly approved application for Terminal Leave by the Chairperson
with corresponding certification from Personnel Management Unit as
to the number of accumulated leave credits
g. Approval letter from the Chairperson, indicating the amount due to
the retiree as computed by the designated staff
h. Clearance from Ombudsman, CSC, GSIS and Office of the President
(as applicable)
i. Special Allotment Release Order (SARO)/Notice of Cash Allocation
(NCA) from DBM
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General Rule
a. Before the monetization of leave credits is given to any
official/employee, the SARO and NCA from DBM is available to
ensure that there is adequate funds to cover such benefits;
1. The designated staff accepts application for leave from concerned official/s
and/or employee/s indicating the type of leave applied for, duly
recommended and signed by his/her immediate superior
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appropriate documents should be attached to support the claim (pls. refer to
annex H)
3. The designated staff forwards application to the Division Chief for review
Approval: By:
Leave of Absence of
employee Office Director Executive Director
(In-Country)
Leave of Absence of
employee Office Director Chairperson
(Abroad)
Maternity/ Paternity
Leave/ Special Leave
Office Director Executive Director
Privileges/ Others of
employee
Family Home Visit/other
application for leave of Executive Director Chairperson
officials
1. The designated staff accepts the employees letter request duly indorsed by the
Director concerned for study leave. Evaluates the completeness of the supporting
documents and assesses if qualified based on the criteria and requirements to be able
to avail such study leave
2. The designated staff prepares matrix of employee's profile together with all
supporting documents and forwards to the Division Chief for initial evaluation and
review
3. The Division Chief evaluates the merit of the request and forwards to the
designated staff for release to the AFMS Director for further assessment and
evaluation. The AFMS Director reviews then endorse to the Executive Director for
initial and then recommends to the Chairperson for approval
4. Upon receipt of approval of the scholarship grant, the designated staff notifies the
grantee and prepares the scholarship contract between the two parties for
implementation
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8.3.1.4 Recruitment, Selection, Appointment and Promotion of CHED Personnel in
the Central Office
1. The designated staff identifies all the unfilled positions and posts the
same in three (3) conspicuous places in CHED for a period of ten (10)
working days, at the same time drafts request for the Civil service
Commission to publish the vacant position in the Bulletin of Vacant
Positions in the Government that is regularly issued by the CSC
Note: After the vacant positions have been published for at least ten (10)
working days, the same may be filled. The publication shall be valid until the
positions are filled but not beyond six (6) months from the time they are
published
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Also indicated in the matrix is the result of the qualifying examinations,
records of performance and other relevant information and result of
background investigation about the applicant. The Personnel Selection
Board (PSB) uses the aforementioned data during the conduct of the
panel interview and deliberation
6. The designated staff forwards the applicant/s matrix to the members of
the PSB for evaluation
PSB for CHED Central Office (positions with SG-24 and below) and
CHEDRO (positions with SG-22 to 24) should be composed of:
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6. The PSB after final deliberation and had signed the applicants summary
sheet, endorses the results of the evaluation to the Executive Director
thru the HRDD. Only applicants that got at least 1.9 score per approved
rubric on the final deliberation shall be forwarded to EO for appropriate
action
Hiring of Personnel
Sec. 12; The appointing authority shall assess the merits of the PSBs
recommendation for appointment and in the exercise of sound discretion,
select, in so far as practicable, from among the top five ranking applicants
deemed most qualified for appointments to the vacant position
Sec. 13; The appointing authority may appoint an applicant who is not next-in-
rank but possesses superior qualification and competence, and has undergone
selection process
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Third Level (Processing of Application for vacant position)
1. The designated staff accepts application/s to any vacant position from external
applicant/s or regular employee/s aspiring for promotion
2. The designated staff screens application/s, and determines whether
applicants/s meet/s the Civil Service Commissions minimum/CHED approved
qualification standards of the position applied for. If applicant/s does/do not
meet the minimum qualification requirements, he/she is advised/informed in
writing
3. The designated staff schedule the conduct of qualifying examinations
consisting of written and online competency examination for those applicants
who met the Qualification Standard (QS) of the position applied for. If the
applicant/s does/do not pass the examination, he/she is advised on the result
right after the examination
4. The designated staff conducts background investigation for shortlisted
applicant/s based on the result of the examination through supervisors in the
offices where they are presently working and through records and documents
from schools where they graduated
5. The designated staff prepares matrix of profiles of the applicant/s which
includes relevant experience, education, special studies and trainings. Also
indicated in the matrix is the result of the qualifying examinations, background
investigation and other relevant information about the applicant. The MAEC
uses the aforementioned data during the conduct of the panel interview and
deliberation
6. The designated staff forwards the applicant/s matrix to the members of the
MAEC for evaluation
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Deliberation of Managerial Appointments Evaluation Committee (MAEC)
Hiring of Personnel
Documentary Requirement:
a. CEB Resolution approving authority to hire
b. Duly approved work and financial Plan
c. Duly approved Purchase Request indicating the number of position/s to be
procured, salary grade, terms of reference, funds availability and must be
stamped included in the Annual Procurement Plan
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conspicuous places in CHED including CHED Website or in other mode of
publication
2. Upon receipt of BAC resolution showing the winning service provider, the staff
in charge draft contract then forwards to CHED Legal and Legislative Service
for review.
3. Once contract was signed by the Chairperson and service providers authorized
signatory. The designated staff forwards application/s received to the service
provider for initial screening.
4. The manpower service provider subjects all applicants to screening based on
their hiring process, then forwards the shortlisted candidates to CHED for final
screening.
5. The designated staff screens application/s as endorsed by the manpower
service provider, and determines whether applicants/s meet/s the CHED
approved qualification standards of the position applied for. If applicant/s
does/do not meet the minimum qualification requirements, he/she is
advised/informed in writing
6. The designated staff schedules the conduct of qualifying examinations
consisting of written and online competency examination for those applicants
who met the Qualification Standard (QS) of the position applied for. If the
applicant/s does/do not pass the examination, he/she is advised on the result
right after the examination
7. The designated staff conducts background investigation (optional) for
shortlisted applicant/s based on the result of the examination; through
supervisors in the offices where they are presently working; and through
records and documents from schools where they graduated
8. The designated staff prepares matrix of profiles of the applicant/s which
includes relevant experience, education, special studies and trainings. Also
indicated in the matrix is the result of the qualifying examinations, records of
performance and other relevant information and result of background
investigation about the applicant. The Personnel Selection Board (PSB) uses
the aforementioned data during the conduct of the panel interview and
deliberation
9. The designated staff forwards the applicant/s matrix to the members of the
PSB for evaluation
10. PSB may simultaneously conduct a panel interview with the applicant/s during
the scheduled deliberation, or may schedule a separate one
11. PSB deliberates based on the matrix of applicants profiles, examination,
performance evaluation, background investigation, results of interview as well
as other relevant data
12. After deliberation, the PSB accomplishes the applicant assessment form and
rate the applicants based on the rubric per approved Recruitment and Selection
Manual then forwards the result of the deliberation to the HRDD for
consolidation
13. The designated staff consolidates the ratings of applicants then forwards to
PSB members for review and concurrence
14. The PSB after final deliberation and had signed the applicants summary sheet,
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endorses the results of the evaluation to the concerned Director thru the HRDD.
Only applicants that got at least 1.9 score per approved rubric on the final
deliberation shall be considered
15. Upon receipt of the approval of the concerned Director, the designated staff
prepares endorsement of the selected applicant/s to the service provider for
issuance of contract of outsourced personnel for deployment to CHED
16. The service provider deploy outsourced personnel to requesting unit of CHED
through the HRDD.
General Rule
a. An employee who has served at least three (3) months during a semester may
be given his/her performance rating for the period
b. Performance rating of rank and file employees should be done every semester,
the first one to be given at the end of June and the second at the end of
December.
I. Certificate of:
a. Employment
b. Employment with Compensation
c. Leave Balance
d. Last Salary Received
e. Clearance
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II. Service Record (SR)
Documentary Requirements
a. Accomplished Request Form
b. Clearance for separated employees
Documentary Requirements
a. Letter invitation to teach from the HEIs (PHEIs with
Autonomous/Deregulate Status and Level III and IV SUCs) indicating the
schedule of classes, subject and number of units to be taught
b. Updated Curriculum Vitae
c. Endorsement letter from the concerned Director for requester coming
from Division Chief and below
d. Letter request for authority to Teach
1. The designated staff accepts request for authority to teach. Reviews the
Curriculum Vitae, Letter Request from HEIs in accordance with the existing
CHED guidelines and based on other pertinent rules and regulations
2. After evaluating the supporting documents, the designated staff prepares
indorsement and authority to teach indicating the school, subject, number of
units and schedule of classes for review of the Chief of Division
3. The Chief of Division reviews the endorsement including its supporting
documents before forwarding to the AFMS Director for signature then forwards
Authority to Teach for approval of the Chairperson through the Executive
Director
4. Upon receipt of the approved Authority to Travel, the designated staff
informs/releases the same to the concerned official/employee
Documentary Requirements
a. Letter Request of the applicant duly approved by the Chairperson
indicating the fund source and total budget requirement
b. Duly approved leave application (personal travel)
c. Invitation from sponsoring agency
d. Service Record
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1. The designated staff reviews the documentary requirements as indicated above
2. When the documents are complete, the designated staff prepares Authority to
Travel Abroad then forwards to the Division Chief for review
3. The Chief of Division assesses the Authority to travel and affix initial then
forwards to the AFMS Director for further review then endorse to the Executive
Office for recommendation of the same to the Chairperson for approval
4. Upon receipt of the approved Authority to Travel, the designated staff releases
the same to the concerned Official/Employee
Narrative Procedures:
Qualifications:
a. Hold a Permanent appointment
b. College graduate with a degree related to the field of study being applied
for or have sufficient training and experience in the core subjects relating to
the scholarship programs applied for
c. Have rendered at least 2 years of service in the government at the time
of nomination
d. Have no pending administrative or criminal case
e. Meet the position level, age and other requirements specified by the
donor country
f. Have obtained at least very satisfactory performance rating for two (2)
consecutive periods preceding the nominations
g. Have no pending scholarship nomination endorsed to a donor country or
agency
h. Physically and mentally fit as supported by medical results/certifications
i. Trainable and able to transfer the knowledge, skills and techniques to be
acquired from the course
Documentary Requirements
a. Employees Profile Personal Data Sheet (PDS)
b. Individual Performance and Commitment Review with Very Satisfactory
Rating
c. Certificate of no-pending case
d. Certification that the applicant has no pending service obligation
e. Duly accomplished nomination form (as applicable)
f. Service Record
g. Transcript of Records (as applicable)
h. Certificate of no pending scholarship nomination)
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i. Invitation from sponsoring agency
8.3.2.2 Selection and Granting of Scholarship and Training Program (Locally Funded)/
CSC-LSP/DOST/PMDP etc.
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8.3.2.3 Attendance to other Non-Degree/Training (Short-
Term/Specialized/Conferences)
Qualification
a. Employee occupying permanent position who have rendered at least two
(2) years
b. Training program should be relevant to staffs concerns and on the line
of expertise depending on the need of the different services and offices
c. Indicated in the employees IPCR as development interventions to
improve employees performance and efficiency
Supporting Requirements:
a. Letter of request duly endorsed by the Office Director
b. Invitation
1 The designated staff accepts the letter request duly indorsed by the Director
concerned in the attendance to the training/conferences. Evaluates the
completeness of the supporting documents and assesses the relevance of the
training/conference and if nominee qualifies based on the criteria and
requirements, he/she will be authorized to attend
2 The designated staff prepares Authority to attend with supporting documents
and forwards the same to Division Chief for initial evaluation and review
3 The Chief of Division evaluates the merit of the request and forwards to the
AFMS Director for further assessment then forwards the document to the
Executive Director for initial and endorsement to the Chairperson for approval
of the authority
4 Upon receipt of approval of the authority, the designated staff provides the copy
of the authority to the requesting employee
1. The designated staff prepares and issues the PAR to the accountable
official/employee, together with the requisitioned item; and
2. The designated staff keeps the original copy of the PAR and returns second
copy to the accountable official/employee and support the third copy to the
disbursement voucher for payment.
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8.4.1.2 Cancellation of the PAR
1. CHED officials/employees filing application for separation from the service e.g.
retirement, resignation, transfer, etc. must secure clearance from concerned
officials including clearance from property accountability from the Head of the
General Services Division. As such, previously issued properties must be
inspected by the staff-in-charge as to the location or authorized personnel to
accept the item or return/surrender the issued properties in order to cancel the
PAR.
1. The designated staff prepares the appropriate form for the disposal of
unserviceable properties, e.g. Inventory and Inspection Report of
Unserviceable Property (IIRUP), Report of Waste Materials (RWM), Inventory
Receipt of Property (IRP);
2. The designated staff invites the COA Auditor or authorized representative to
witness the actual disposal of unserviceable property.
3. The designated staff submits a copy of the IIRUP to the Accounting Division for
reconciliation of records;
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1. The designated staff prepares the Memorandum for signature of the Executive
Director requiring all concerned offices/units to prepare and submit their
respective Project Procurement Management Plan (PPMP) including APP-
CSE, based on amount provided by the Budget Division for common use
supplies and equipment and supplies and materials to be procured outside the
PS-DBM.
Upon receipt of the PPMPs and APPs-CSE, in accordance with the approved
budget, the designated staff submits the documents to the Bids and Awards
Committee (BAC) for consolidation into APP and recommendation for approval
by the Commission En Banc (CEB) thru Management Committee (ManCom).
2. The designated staff submits a copy of the approved APP to the COA office
and post the same to the websites of the CHED, GPPB and PS DBM.
3. The designated staff submits the approved Purchase Request (PR) Requisition
and Issue Slip (RIS) and other supporting documents to the BAC thru the
Property and Supply Unit for deliberation and recommendation of the
appropriate Mode of Procurement, Public Bidding / Competitive Bidding in
general, otherwise known as Alternative Methods of Procurement (AMP).
1. The designated staff receives from the requisitioning office the approved
PR/RIS for numbering/recording. The item/s requested should be within the
approved budget for Capital Outlay as confirmed by the Budget Division per
approved APP and the appropriate mode procurement as determined by the
BAC.
1. The designated staff forwards the approved PR/RIS and other supporting
documents to the Cash Unit for issuance of Petty Cash Voucher (PCV).
2. The designated staff accomplishes the PCV and submits the same attached
with completes supporting documents to the Chief of Division for approval.
3. Upon approval of the PCV, the Cashier releases the petty cash.
B. Goods/Services costing more than P15,000.00 but not more than P 50,000.00
per approved PR: (Alternative Method of Procurement (AMP)refer to Section 53
Rule XVI of the Revised IRR of the R.A. 9184: Negotiated Procurement - Small
Value Procurement without Posting):
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1. The designated staff secures Request for Quotation (RFQ) from at least 3
eligible suppliers and prepares/forwards Abstract of Canvass for review and
initial of the Chief of Division and for approval and signature of the AFMS
Director;
2. The designated staff forwards the Abstract of Canvass together with the RFQ
and complete supporting documents to the BAC for deliberation and
recommendation on the award of the contract;
3. The designated staff secures the approved/signed BAC Resolution and Notice
of Award (NOA) for the preparation of Purchase Order (P.O.) /Job Order (J.O.)
/Contract, whichever is appropriate.
4. The designated staff forwards the P.O./J.O./Contract together with the
complete supporting documents to the Budget Division for funds availability and
to the Accounting Division for certification of cash availability.
5. The designated staff forwards the P.O./J.O./Contract for initial of AFMS Director
and for approval and signature of the Executive Director.
6. The designated staff notifies the bidder with the Lowest Calculated and
Responsive Bid (LCRB) and issues the NOA and P.O./J.O./Contract, retrieves
the same with conforme/signature and arrange for the delivery of the items.
7. The designated staff checks delivery as to quantity and specifications against
the P.O./J.O./Contract then requests for inspection by the designated inspector
or authorized representative from the Accounting Division. Both, the designated
staff from the Property and Supply Unit and representative from the Accounting
Division signs the Inspection and Acceptance Report (IAR).
8. The designated staff prepares Obligation Request and Status (ORS) in favor of
the supplier duly supported with the PR/RIS, PO, IAR, RFQ, Abstract of
Canvass, Certificate of Completion and Acceptance and other supporting
documents and forwards the same to the Budget Division for obligation.
C. Item costing more than P50,000.00 but not more than P 500,000.00 per
approved PR: AMP: refer to Section 53 Rule XVI of the Revised IRR of the R.A.
9184: Negotiated Procurement - Small Value Procurement with Posting):
1. The designated staff posts the approved PR to PhilGEPS for seven (7) days to
invite at least one (1) eligible supplier to submit their sealed RFQ together with
the required valid Business Permit, Mayors Permit and PhilGEPS Certificate.
2. The designated staff prepares and submits the Abstract of Canvass together
with the sealed RFQ to the BAC for deliberation.
3. Upon action of the BAC, the designated staff secures the approved BAC
Resolution and Notice of Award (NOA) for the preparation of Purchase Order
(P.O.) /Job Order (J.O.) /Contract whichever is appropriate.
4. The designated staff forwards the P.O./J.O./Contract together with complete
supporting documents to the Budget Division for funds availability and the
Accounting Division for certification of cash availability.
5. The designated staff forwards the P.O./J.O./Contract for initial of AFMS Director
and for approval and signature of the Executive Director.
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6. The designated staff notifies the bidder with the LCRB and issues the NOA and
P.O./J.O./Contract and retrieves the same with conforme/signature and arrange
for the delivery of the items.
7. The designated staff checks delivery as to quantity and specifications against
the P.O./J.O./Contract then requests for inspection by the designated inspector
or authorized representative from the Accounting Division. Both, the designated
staff from the Property and Supply Unit and representative from the Accounting
Division signs the Inspection and Acceptance Report (IAR).
8. The designated staff prepares Obligation Request and Status (ORS) in favor of
the supplier duly supported with the PR/RIS, PO, IAR, RFQ, Abstract of
Canvass, Cerificate of Completion and Acceptance and other supporting
documents then forwards the same to the Budget Division for obligation.
D. Items costing more than P500,000.00 per approved PR refer to Rule IV of the
Revised Implementing Rules and Regulation of Republic Act 9184: Public Bidding
(for Outsourcing of CHED Personnel, Other Goods and Services and Consulting
Services.
1. The designated staff receives accomplished form (in triplicate) from the
requesting office then forwards the accomplished form to the Chief of Division
for approval and signature.
2. After the form is approved, the designated staff assigns control number then
forwards one (1) copy to the security guard and one (1) copy to the requesting
office and retain one (1) copy for GSD file.
1. The designated staff receives the Billing Statement from various service
provider (Meralco, Manila Water, PLDT, Smart, Bayantel, Globe).
2. The designated staff prepares ORS duly supported with Billing Statement and
complete supporting documents then forwards the same to the Budget Division
for obligation.
8.4.1.10 Registration of RP vehicles and filing of insurance for HEDC Building and
RP vehicles
1. Upon receipt of the Certification of Insurance Coverage from the GSIS, the
designated staff requests for cash advance from the Cashier Unit then files
application for Vehicle Insurance Policy and Building Insurance Policy with the
GSIS as scheduled.
2. The designated staff presents the official vehicle to the LTO, for yearly
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registration.
1. The designated staff receives letter for repair and inspection from requesting
official/employee. The designated staff request the designated Technical
Property Inspector to assess the condition of the reported property then writes
his/her recommendation in the Pre-Repair and Inspection Report Form on the
inspection conducted.
2. The designated staff forwards the request form to the Chief of Division for
review, approval and signature
3. The designated staff prepares PR/RIS based on the approved APP then
forwards to the BAC for recommendation on the appropriate AMP.
4 The designated staff secures price quotations/cost of repair (labor and spare
parts) from at least three (3) repair shops duly licensed, with PhilGEPs
Certificate and valid Mayors Permit and accredited by the Department of Trade
and Industries.
5. The designated staff prepares abstract of canvass and forwards to the Chief of
Division for review and recommendation, then to the AFMS Director for
approval and signature and forwards the same to the BAC for further review,
evaluation and approval.
6. The designated staff prepares the Job Order (JO) and issues the same to the
bidder with the LCRB. For vehicle/equipment repair, a post repair inspection
should be done by the designated Technical Property Inspector. However, for
major repair which involves repair/replacement of major parts, the COA
Technical Property Inspector is required, in addition to agency-designated
inspector.
8.4.1.12 Transportation Services
1. The designated staff receives letter from the requesting office, checks the
availability of the vehicle, then forwards the same to the Chief of Division for
approval and signature and inform the requesting office for availability of
vehicle and inform the driver for his assigned vehicle schedule.
2. The assigned driver prepares the vehicle trip ticket with control no. and secures
the approval of the following signatories for each type of service:
a. Shuttle service: Chief of Division/Assistant Chief of Division
b. Transportation service within Metro Manila: Chief of Division
c. Out of Town Transportation service: Director of the Requesting Office or
Authorized Signatory
3. If vehicle is not available, the designated staff prepares Certificate of Non
Availability of Vehicle for approval and signature of the Chief of Division, then
issue the same to the requesting office.
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8.4.2.1 Collection and Deposit of Required CHED Fees for the Cost of Services
1. The Cashier issues Official Receipts (ORs) for cash, checks and postal money
order received for payment of fees (Auxiliary Services per CHED Administrative
Order (CAO) No. 4 s. 2014, Bid Docs, Performance Bond, Inspection Fees,
refund of cash advances and refund of fund transfer.
2. The designated staff issues the original copy of the OR to the payor.
3. The Cashier prepares five (5) copies of Deposit Slips and five (5) copies of List
of Collections and Deposits for all cash, checks and postal money order
collected/received for deposit to Land Bank of the Philippines (LBP), the
depository bank of CHED.
4. The Cashier prepares Report of Collection and Deposit (RCD) and Cash
Receipts Record (CRR) in three (3) copies then forwards the duplicate copy of
the following: OR, two (2) copies of machine validated deposit slip, one (1) copy
of List of Collection and Deposit (LCD), two (2) copies of RCD and two (2)
copies of CRR to Accounting Division.
5. The designated staff retains the triplicate copy of the OR, one (1) copy of
machine validated deposit slip, one (1) copy of LCD , one (1) copy of RCD and
one (1) copy of CRR for file.
1. The designated staff prepares the MDS/Trust check for each claimant,
upon receipt of the approved DV from the Office of the Director IV/Office
of the Executive Director/Office of the Chairperson.
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2. The designated staff prepares the corresponding Advice of Checks
Issued and Cancelled (ACIC) in three copies; one (1) copy for LBP and
one (1) copy for the Bureau of the Treasury (BTr) , and one (1) copy for
CHED-Cash Unit.
3. The Cashier and co-signatory certifies/approves the ACIC and
MDS/Trust check.
a. P1.00 to P500,000.00 - Cashier and Director IV, AFMS
b. P1.00 to P1,000,000.00 - Cashier and Executive Director
c. P1.00 to P1,000.00.00 and above - Cashier and Chairperson
4. The designated staff forwards signed ACIC, duplicate of MDS/Trust
check and e-copy of ACIC to the LBP.
6. The designated staff scans ACIC and DV for record purposes, upon
receipt by the LBP.
1. The Cashier receives the approved PR/RIS, Abstract of Canvass, Request for
Quotations (3 Suppliers), Certificate to Justify Emergency Purchase, from the
requesting office/employees for the purchase of medicines, office supplies,
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airconditioning units, spare parts, construction materials, tarpaulin, business card,
rubber stamp.
2. The Cashier issues Petty Cash Voucher (PCV) to be filled up by the requesting
employee, then forwards the accomplished PCV to the Chief of Division for
approval and signature.
3. The Cashier releases the Petty Cash to the requesting employee.
Note: For the following transactions steps 2 and 3 will apply, with
corresponding documents attached:
a. Gasoline-Duly approved trip ticket
b. Meetings- Approved Request for Budget Approval, approved Authority to Hold
Activity.
c. Repair of printers-Request for Pre-inspection Report-MIS, approved PR, RIS
and Certificate of Emergency Repair
d. Repair and maintenance of CHED vehicle - Request for Pre-repair inspection
(Mechanic), Repair History of PPE, approved PR/RIS, Certificate to Justify
Emergency Purchase
d. Notarial fee -Copy of document to be notarized
e. Registration of CHED Vehicles -copy of previous year vehicle registration.
f. Messengerial activity (in case non availability of vehicle) - approved OB Pass
Slip indicating the place of destination.
g. Physical Fitness activity approved Authority to Hold Activity, approved RBA
h. Tire check-up/vulcanizing/Change Oil - Pre-Repair and Inspection Report and
approved PR/RIS.
i. First 5,000 km. check-up/change oil Approved PR/RIS
4. For liquidation purpose the following documents are required for the following
transactions:
a. Supplies - Inspection and Acceptance Report and Official Receipt, Waste
Materials Report and Property Acknowledgement Receipt
b. Gasoline - Parking fee, and toll fee ticket, Official Receipt and attendance of
passenger/s (for shuttle service)
c. Mailing of documents - Official Receipt of Courier (Post Office, LBC and JRS)
d. Meetings - Minutes of Meeting, Attendance Sheet and Official Receipt
e. Registration of CHED Vehicle - LTO Official Receipt, RER for Stencil of
Engine & Chassis, Certificate of Emission Compliance, Official Receipt for
Smoke Testing
f. Repair of printers - Official Receipt for Check-up Fee/Diagnostic Fee. Waste
Materials Report (if there is replacement of parts)
g. Repair and maintenance of CHED vehicle - Inspection and Acceptance
Report and Official Receipt, Waste Materials Report
h. Notarial fee - Official Receipt and copy of notarized document
i. Messengerial activity - Receipt and copy of document delivered/received
j. Physical fitness activity- Memorandum Circular from Civil Service Commission,
Reimbursement Expense Receipt (RER), attendance
k. Legal fees Letter of Appeal and Official Receipt
l. Tire check-up/vulcanizing - Official Receipt
m. First 5000 km. check-up/change oil -Service Billing and Official Receipt
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8.4.2.4 Filing of Bond for Officials and Employees (Cashier, Authorized Signatories,
Property Officer and Special Disbursing Officer)
1. The designated staff receives the accomplished Application Form (BTR Form
General Form No. 57A and 58A), certified photocopy of Statement of Asset,
Liabilities and Net Worth and Appointment from HRDD Certificate of No Pending
Administrative/Criminal Charges from LLS, certified photocopy of CSO (if any) from
the Records Management Unit.
2. The designated staff files the abovementioned documents and pays the
corresponding fee to BTr-Manila.
3. The designated staff furnishes COA and bonded officials copy of the Fidelity Bond
issued by the BTr and maintains copy.
8.4.3.3 CHED Issuances such as: CHED Office Order (COO); CHED Memorandum
Order (CMO); CHED Special Order (CSO); CHED Administrative Order
(CAO); Memorandum from the Executive Director and Memorandum from the
Chairperson
1. The designated staff assigns numbers and reproduce the signed CHED
issuance.
2. The designated staff releases the copy of the reproduced documents/issuances
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to persons/offices concerned for information and reference. Issuances
concerning HEIs are released to the CHEDROs for proper dissemination.
3. The designated staff submits copy of issuances to the Knowledge Management
Division (KMD) for posting to the CHED Website for public information.
5. The designated staff registers the release of issuances and maintains a copy of
the document.
8.4.3.4 Recognition and Permit processed by the Office of Programs and Standards
Development (OPSD) and Office of Student Development and Services
(OSDS)
1. The designated staff receives document either from the Office of the Chairman,
or OPSD and OSDS.
2. The designated staff records the same, stamps CHED Dry Seal, reproduces and
mails it to the addressee/concerned HEI.
3. The designated staff maintains a copy of the document. If the
addressee/concerned HEI is within Metro Manila, the concerned HEI
representative is requested to get the copy of the permit from the Records
Section.
1. The designated staff receives the Order of Correction of Name issued by the
Legal and Legislative Services (LLS) for stamping of dry seal and releasing of
documents.
2. The designated staff retains two (2) copies (1 copy for the CHEDRO concerned
and (1) copy for Records file) and releases document to the student.
The designated staff coordinates with all offices in the conduct of inventory of
public records of CHED for classification based on the guidelines on the
Decentralized Disposal and Valuable Records in Government agencies on the
following:
Public records under custody of CHED
Public records for deposit/transfer to the National Archives of the Philippines.
Public records for disposal
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1. The designated staff receives the Service Call Form for Corrective Maintenance
(SCFCM) from the requesting office.
2. The designated staff checks and assesses the nature of complaints and
recommends treatment on the findings and request the needed materials from
the Property and Supplies Unit.
3. The designated staff forwards the SCFCM to the Chief of Division for review
evaluation then forwards the same to the AFMS Director for approval and
signature then implements the necessary treatment, if materials are available.
4. If not available, the designated staff will prepare PR/RIS for the said items and
forwards the request to Property and Supply Unit for the purchase of the
needed item then follow the regular BAC procedure.
1. The designated staff prepares CHED Special Order (CSO) on the selection of
members and alternate members to the Technical Working Group (TWG) on
the Institutionalization of Quality Management Systems in CHED for approval
and signature of the Chairperson through the Office of the Executive Director.
2. The designated staff prepares the Work and Financial Plan and Project
Procurement Management Plan for approval and signature of the Chairperson
through the Office of the Executive Director.
3. The designated staff facilitates the conduct of regular meetings of the TWG-
QMS and facilitates the implementation of the various outputs through
preparation of the required documents and communications, coordination with
CHED offices and external agencies, and other activities such as dissemination
of survey instruments to the various offices to collect data on existing methods,
systems, procedures/processes in the Commission; assist the resource person
in the conduct of awareness/orientation and trainings.
4. The designated staff arrange the schedule of meetings/orientations/trainings and
prepares the materials and other documents to be used before, during and after
meetings/orientation/trainings.
5. The designated staff prepares the Authority to Hold Activity (ATHA), Request for
Budget Approval (RBA), Notice of Meeting and other additional documents for
activity such as memoranda and Invitation Letter for the Resource Speaker to
be signed by the Executive Director.
6. The designated staff, upon completion of the activity, prepares Obligation
Request Status (ORS), Disbursement Voucher (DV) for the payment of
honorarium of the Resource Speaker (for orientation and trainings) or supplier
(for food/venue/supplies) duly supported by ATHA, RBA, Minutes of Meeting,
PO, attendance sheet and other required documents and forwards the same to
the HEDFS/AFMS Budget Division for obligation.
7. The designated staff provides assistance to the Consultant/s in the delivery of
their services to the CHED, such as but not limited to the following:
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a. Coordination with the GSD on the provision consultants office including
facilities and its corresponding maintenance.
b. Coordination of consultation meetings, workshops and trainings.
c. Coordination with the CHED Central and Regional offices in the
documentation of Quality Management Systems (QMS) including the core
process that will be proposed to undergo ISO certification;
d. Coordination with the CHED Central and Regional offices in the
preparation of documents such as Quality Manual, Quality Procedures,
Work Instructions, forms and other required documents.
e. Coordination with CHED Central and Regional offices on the conduct of
internal audits.
f. Coordination with CHED Central and Regional offices during the
certification process.
g. Coordination with various CHED offices in the implementation of the
established Quality Management Systems.
h. Coordination on the conduct monitoring and evaluation on the
implementation of the QMS and application of recommended ways and
means to maintain and further improve the systems through different
feedback mechanisms.
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1. In accordance with the CHED Strategic plan, Policy Framework on
Internationalization of PH Higher Education, Higher Education Strategy and
Action Plan (HE SAP), CEB directive, and/or DFA advisory, IAS director
identifies policies, strategies, and projects needed to address developments in
the higher education sector.
2. Designated staff does Complete Staff Work (CSW) for ManCom and CEB
approval for creation of TWG/Working Committee/hiring of consultant to provide
technical expertise for development of policies, strategies, and projects.
3. Upon CEB approval, designated staff incorporates additional inputs, if any, and
does CSW for Creation of TWG/TC or hiring of Consultant.
4. TWG/Consultant drafts policy concept in consultation with other stakeholders.
Designated staff provides secretariat services for TWG.
5. Designated staff develops draft policy for review of CEPS and approval of IAS
Director.
6. Designated staff incorporates additional inputs from CEPS and IAS Director, if
any.
7. Designated staff does CSW for ManCom and CEB comments/approval of draft
policy.
8. Upon CEB approval, designated staff incorporates additional inputs, if any, and
does CSW for conduct of public hearing of policy.
9. Designated staff serves as secretariat in conduct of public hearing with
assistance from designated IAS staff.
10. Designated staff revises draft policy based on recommendations gained from
public hearing for review of CEPS and approval of IAS Director and
incorporates additional inputs from IAS Director, if any.
11. Designated staff does CSW for ManCom and CEB approval of revised policy.
12. Upon CEB approval, IAS Director endorses the same for signature of the
Chairperson.
13. Designated staff disseminates CMO to HEIs and other concerned parties.
14. Designated staff does CSW for conduct of public orientation.
15. IAS Director and designated staff conduct public orientation.
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3. If proposed cooperation is favorable to PH interest, IAS Director approves the
same for submission to ManCom and CEB. Otherwise, designated staff drafts
communication to DFA/concerned agency for signature of IAS Director.
4. Designated staff does CSW for ManCom and CEB approval for PH/CHED to
negotiate for an agreement on education cooperation with identified
country/counterpart agency.
5. Upon CEB approval, designated staff drafts academic cooperation agreement
or provides comments on draft provided by counterpart for review of CEPS and
approval of IAS Director. If disapproved, designated staff drafts communication
to DFA/concerned agency for signature of IAS Director.
6. Designated staff forwards PH draft and/or letter signed by the IAS Director to
DFA/concerned agency.
7. Designated staff receives/records communication from DFA containing
comments of DFA/concerned agency and/or counter draft of foreign
counterpart.
8. Designated staff drafts referral to concerned CHED office if necessary.
9. Upon receipt of information from other CHED offices, designated staff drafts
comments/PH counter draft for review of CEPS and approval of IAS Director.
10. Designated staff incorporates additional inputs from IAS Director, if any.
Otherwise, IAS Director approves the same to be forwarded to DFA.
11. Repeat Steps 7-10 until a version acceptable to both parties is developed.
12. Designated staff prepares referral to LLS for legal implications of CHED
obligations in the draft agreement.
13. Upon receipt of response from LLS, designated staff incorporates LLS
comments into the cooperation agreement, if any, then does CSW for ManCom
and CEB approval of agreement for endorsement to DFA/concerned agency.
14. Upon CEB approval, designated staff revises PH draft counterpart agreement
based on recommendations of ManCom and CEB, if any, and drafts letter of
endorsement for CEPS review and approval/signature of IAS Director.
15. If found in order, IAS Director approves the same to be forwarded to DFA.
16. Designated staff forwards documents to DFA/concerned agency.
17. Upon request from DFA/concerned agency for signing of agreement,
designated staff drafts required documents: cover letter, authority to sign
(Communication-9.1), background, highlights, and benefits of the agreement for
review of CEPS and approval of IAS Director.
18. Designated staff incorporates additional inputs from IAS Director, if any.
Otherwise, IAS Director endorses the same for signature of the Chairperson.
19. Designated staff forwards documents to DFA/concerned agency.
20. Designated staff coordinates with DFA/concerned agency and OC on
administrative concerns relative to the signing of the agreement.
21. The Chairperson/designated PH official and counterpart sign the agreement.
22. Designated staff receives and files copy of signed agreement from
DFA/concerned agency.
23. Upon request from DFA for ratification of signed agreement, designated staff
drafts Certificate of Concurrence (COC) (Communication-9.2), background,
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highlights, and benefits of the agreement for review of CEPS and approval of
IAS Director.
24. If found in order, IAS Director endorses the same for signature of the
Chairperson.
25. Designated staff forwards COC and other documents to DFA.
26. Designated staff receives/records notification from DFA on ratification of
agreement.
1. Designated staff receives/records from the Office of the Chair or other CHED
offices all requests for information of an international nature from local and
international HEIs, foreign embassies, Philippine diplomatic posts, international
organizations and other GOs (local/international).
2. Designated staff drafts acknowledgment letter (Communication-9.3)and referral
for technical inputs to concerned CHED office/s for signature of IAS Director.
3. Upon receipt of information from concerned office/s, designated staff drafts
communication for requesting party for review of CEPS and approval of IAS
Director.
4. Designated staff incorporates additional inputs from IAS Director, if any.
Otherwise, IAS Director approves the same to be forwarded to requesting
party.
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and other regional and international organizations, and other programs pursuant to
international commitment.
9.6 Facilitating cooperation and collaboration between HEIs in the Philippines and
those of other countries
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3. Designated staff drafts communication to identified partner institutions/HEIs
soliciting their participation in collaboration agreements for signature of IAS
Director.
4. Upon acceptance of HEIs to enter into collaboration agreement, designated
staff drafts communication to both parties to establish linkage or arranges
networking meeting/s between participating HEIs and foreign HEIs.
5. Designated staff monitors progress and maintains/updates database on
collaboration/ linkages.
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1. Designated staff receives/records requests relative to higher education projects
with ODA components.
2. Designated staff drafts communication to Official with Primary Responsibility
(OPR) for ODA for signature of IAS Director pursuant to CHED Administrative
Order No. 5, S. of 2014.
3. Designated staff drafts acknowledgement letter (Communication-9.3) informing
requesting party of action taken for signature of IAS Director.
4. Designated staff forwards referral to OPR and acknowledgement letter signed
by IAS Director to requesting party.
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3. Designated staff does CSW for ManCom and CEB recommendation on CHED
and/or education officials to attend.
4. In cases where the deadline does not allow for CEB recommendation, IAS
Director secures recommendation of the Chairperson as to who will attend.
5. Upon CEB recommendation/approval, designated staff coordinates with
organizers on substantive and administrative arrangements relative to
attendance in the meeting/conference of CHED and/or education officials.
6. Staff of concerned official prepares travel documents (itinerary, travel authority,
requirements for revalidation of official passport, etc.) with assistance of IAS
staff, if necessary.
7. Designated staff prepares obligation request, disbursement voucher, and
certification that the travel is necessitated by authorized international
commitments (Communication-9.5) for signature of IAS Director.
8. Designated staff submits the same together with supporting documents to
HEDF for processing of cash advance.
9. Designated staff receives/records copy of Post-Travel Report (Form-9.4).
9.12 Orientation of visiting dignitaries and other foreign guests on the Philippine
higher education system
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1. Designated staff receives/records request for orientation/briefing on PH higher
education system.
2. Designated staff seeks advice from DFA on whether to entertain request for
meeting through phone and/or official communication signed by IAS Director.
3. If DFA advises CHED against pushing through with the meeting, designated
staff drafts letter of regrets, otherwise, designated IAS staff confirms schedule
with requesting party and other concerned CHED offices. For high-level
meetings, IAS director personally confirms attendance of CHED officials and
vets all presentation materials prior to conduct of meeting.
4. Designated staff attends to administrative requirements for conduct of meeting.
5. Designated staff prepares presentation and other information materials for IAS
Director.
6. Designated staff serves as secretariat during the meeting.
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13. Designated staff maintains program matrix throughout the process for FSTP
database.
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Process Flows
329
9.2. Negotiations on agreements on academic cooperation, exchanges, twinning
programs, academic mobility, international recognition, free trade agreements,
and mutual recognition agreements to promote PH higher education interests
Designated staff
Upon receipt of information, designated Designated IAS staff
forwards COC and
staff drafts comments/ PH counter draft receives/records notice
other documents to
for approval of IAS Director. of ratification of the
Agreement from DFA
DFA. 330
9.3 Clearing house of bilateral and multilateral academic cooperation agreements,
services, exchanges, international recognition of degrees and qualifications, and
issues concerning foreign students
Designated staff
receives/records requests for
information/clearance from
other CHED offices relative to
international concerns.
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10. HIGHER EDUCATION DEVELOPMENT FUND STAFF (HEDFS)
10.1 Access for Higher Education Development Fund (CHED Order No. 1
Series of 2011)
10.2 Processing of Request for Funding for Project Activities of CHED Offices
1. Administrative Assistant III receives and records the Request for Budget
Approval (RBA) - (Form 10.4.) for the conduct of activity and Authority to
Travel (Form 10.5) (local and foreign travels) and forwards the same to the
Budget Unit.
2. Designated staff verifies the request in the WFP (Form 10.1) and in the APP
(Form 10.3).
3. Designated staff earmarks the requested amount in the registry.
4. Budget Officer signs the RBA/Authority to Travel for the allocation of funds.
5. Administrative Assistant III releases the document to the PI.
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2. Designated staff reviews the validity of the claim.
3. Designated staff encodes the amount in the registry and entry in the ORS.
4. Budget Officer certifies the ORS.
5. Designated staff forwards the document to the Accounting Unit for the
processing of DV.
6. Accountant reviews the completeness of documentary requirements.
7. Chief Accountant certifies the DV.
8. Designated staff encodes DV in the registry.
9. HEDFS Director/Chairperson approves the DV.
10. Designated staff prepares the check/List of Due and Demandable Accounts
Payables-Advice to Debit Accounts (LDDAP-ADA) - (see Form 10.8).
11. Administrative Officer V reviews and signs check/LDDAP-ADA.
12. HEDFS Director/Chairperson signs the check/LDDAP-ADA.
13. Designated staff delivers the advice to the bank.
14. Administrative Officer V releases the check to the payee.
1. Administrative Assistant III receives and records Request for Fund Transfer
(Form 10.9) and forwards to the Budget Unit.
2. Designated staff encodes the amount in the registry.
3. Designated staff prepares Sub-Allotment Advice (SAA) - (see Form 10.10).
4. Budget Officer reviews and signs the SAA.
5. Chief Accountant initials the SAA.
6. HEDFS Director/Chairperson approves the SAA.
7. Designated staff prepares the Notice of Transfer of Allocation (NTA) - (form
10.11).
8. Administrative Officer V reviews and signs the NTA.
9. HEDFS Director/Chairperson signs the NTA.
10. Designated staff submits the NTA to the bank for the transfer of fund.
11. Designated staff forwards copy of SAA and NTA to CHEDRO for
notification.
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3. HEDFS Director informs the PI of their utilization of fund through
Management Committee and CEB.
1. Designated staff submits RCI report (Form 10.17), LDDAP-ADA report (Form
10.18), NTA report (Form 10.19) with complete supporting documents to the
Accounting Unit.
2. Designated staff reviews and encodes the financial transactions to the e-
NGAS .
3. Chief Accountant reviews, approves and signs the Journal Entry Vouchers
(JEVs) - (Form 10.14).
4. Designated staff generates reports from the e-NGAs.
5. Designated staff submits the reports to the Commission on Audit (COA),
Department of Budget and Management (DBM), Congress and Senate.
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2. Designated staff consolidates the submitted reports, FAR 1 - (Form 10.15)
and FAR 4 - (Form 10.16).
3. Chief Accountant certifies the reports.
4. HEDFS Director approves and signs the reports.
5. Designated staff forwards the reports to the Office of the Executive Director
(OED) for initial.
6. The OED forwards the document to the Office of the Chairperson (OC).
7. The Chairperson approves and signs the reports.
8. Designated staff submits the approved reports to COA and DBM.
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10. Budget Officer reviews and signs the obligation request.
11. Designated staff forwards the PO/APR/contract to the Accounting Unit.
12. Chief Accountant certifies the PO/APR/contract for the availability of fund.
13. Designated staff forwards the documents to the HEDFS Director for initial.
14. HEDFS Director initials the PO/APR/contract.
15. Administrative Assistant III forwards the documents to the OED / OC for the
approval of PO/APR/Job Order/contract.
16. The Executive Director/Chairperson approves and signs the PO/APR/Job
Order/contract.
17. Administrative Assistant III receives the signed documents.
18. Designated staff prepares checks for payment for the DBM procurement.
19. Designated staff delivers the APR and the check to the DBM Procurement.
20. DBM Procurement delivers the goods.
21. Designated staff receives and distributes the goods to the PI.
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Process Flows
10.1.1 Access for HEDF Fund (CHED Order No. 1 Series of 2011)
Accountant requires PI
Designated Staff receives
to submit monthly
the approved Investment
disbursement
Plan from OPKRM
plan/PPMP
Designated staff
PI submits WFPs forwards the PPMP to
BAC Secretariat for
preparation of APP
Designated staff
consolidates the WFPs
for recommendation to
PI implements the
CEB
programs/projects
HEDF Director
recommends approval
of the project WFP to
CEB
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10.1.2. Processing of Requests for Funding for Project Activities of
CHED Offices
Administrative Assistant
III receives/records the
RBA/ATA
Designated staff
earmarks the amount in
the registry
Administrative Assistant
III releases the
documents to PI
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10.1.3. Payment of HEDF Funded Programs and Projects
Admin Asst.III
Chief Accountant
receives/records HEDFS Director/
signs the DV
the documents Chairperson signs
and forwards to checks/LDDAP-
Budget Unit ADA
Designated staff
encodes DV in
Designated staff Designated staff
the registry
verifies the delivers the
validity of claims advice to the bank
HEDFS Director
Designated staff /Chairperson
encodes the Administrative
approves the DV
amount in the Officer V releases
registry the check to the
payee
Designated staff
Budget Officer prepares
signs the ORS check/LDDAP-
ADA
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10.1.4. Transfer of Funds to CHEDROs
HEDFS
PI submits RFT Director/Chairperson
approves the SAA
HEDFS Director
Designated staff prepares /Chairperson signs the NTA
SAA
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10.1.5. Assessment of Financial Utilization of HEDF Funded Programs &
Projects
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10.1.6. Monitoring and Evaluation of HEDF Funded Programs & Projects
HEI submits
HEDFS Director liquidation report &
assigns staff to returns unexpended
monitor/visit HEI balance
Designated staff
prepares monitoring Designated staff
documents and informs reviews submitted
the CHEDRO of the report
visit
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10.1.7. Report Generation
Chief Accountant
reviews, approves and
signs the JEVs
Designated staff
generates reports from
the e-NGAs
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B. Preparation of Budget and Financial Accountability Reports (BFARs)
CHEDROs submit
reports to HEDFS
Designated staff
consolidates the
submitted reports
Chief Accountant
certifies the reports
HEDFS Director
approves and signs the
report
Designated staff
forwards the report to
OED & OC for approval
and signature
Designated staff
submits the report to
COA and DBM
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10.1.8 Posting to the CHED Website
CHEDROs submit
reports to HEDFS
Designated staff
consolidates the
submitted reports
Chief Accountant
certifies the reports
HEDFS Director
approves and signs the
report
Designated staff
forwards the report to
OED & OC for approval
and signature
Designated staff
submits the report to
COA and DBM
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10.2 Procurement of Goods and Services
Administrative
Administrative Executive Director
Assistant III
Assistant III /Chairperson signs
releases the
receives the PR & the PO/APR/contract
documents to PI for
forwards to the signature
Budget Unit
Administrative
Administrative
Designated staff Assistant III
Assistant III
verifies the items receives the
receives the signed
in the WFP/APP approved
ORS & other
documents documents
Budget Officer
certifies allotment Designated staff
of fund Budget Officer prepares the check
signs the ORS
HEDFS Director
Designated staff initials the PO/APR DBM Procurement
receives notice of / contract delivers the goods
award & other
documents
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11. CHED REGIONAL OFFICE (CHEDRO)
Regulatory Functions
4.1. If documents are complete and compliant with CHED minimum standard ES
in-charge prepares letter to the school using the appropriate form (Form
11.8A/8B) to be reviewed by the CEPS and signed by the RD and
schedules RQAT visit to HEI;
4.2. If documents submitted are incomplete and/or not compliant with minimum
standards:
4.2.1. The RD, through the ES in-charge, notifies HEI of deficiencies using
the appropriate form (Form 11.8C);
4.2.2. Designated Staff receives the compliance documents from the HEI
and forwards it to the RD for appropriate action of the CEPS;
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Evaluation Phase (ocular inspection):
6. RQAT (together with the Supervisor in-charge, as the need arises) conducts ocular
inspection of the HEI for the particular program being applied for;
7. RQAT accomplishes the instrument for the specific program during the ocular visit
and gathers all information pertaining to the compliance of the HEI to minimum
requirements to operate the program.
8. RQAT finalizes all the required reports and submits it to the ES in-charge within 2
weeks after the visit.
8.2. If application is not favorably recommended by RQAT, the RQAT submits the
appropriate report (Form 11.12B) to RD through ES in-charge;
8.2.3. Designated Staff receives the compliance documents from the HEI;
Decision Phase:
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9.1.2. ES in-charge checks the prepared Government Authority and forwards
to CEPS together with all the required documents for signature of the
RD;
9.1.4. Designated Staff sends transmittal letter together with the Government
Authority to concerned HEI.
1. Designated Staff receives complete application documents per GPR Checklist form
(Form 11.6) from HEI;
2. Designated Staff forwards application documents to the RD for appropriate action
of the CEPS;
3. CEPS assigns application documents to the ES in-charge of the program.
4. ES in-charge acknowledges receipt of the application using the appropriate form
(Form 11.7) and conducts documentary analysis/evaluation of the application
documents (CHEDRO may decide whether or not to conduct validation of
information depending on the track record of HEI);
5. If documents submitted are complete and compliant with CHED minimum
standards:
5.1. ES in-charge of the program recommends the issuance of Government
Renewal Permit to CEPS for approval of the RD;
5.2. If approved, Designated Staff prepares the Government Renewal Permit (Form
11.14B);
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5.4. ES in-charge prepares transmittal letter to HEI.
6.1. The RD, through the ES in-charge, notifies HEI of deficiencies using the
appropriate form (Form 11.8C);
6.3. The Designated staff receives the compliance of the HEI and forwards it to the
RD for appropriate action of the CEPS;
Decision Phase:
9. RD makes action:
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9.4.2. If not favorable:
9.4.2.2. Designated Staff receives the compliance documents from the HEI
and forwards it to the RD for appropriate action of the CEPS;
Evaluation Phase:
1. Designated Staff receives complete application documents per GPR Checklist form
(Form 11.5) from HEI;
2. Designated Staff forwards application documents to the Regional Director (RD) for
appropriate action of the Chief Education Program Specialist (CEPS);
3. CEPS assigns application documents to the Education Supervisor (ES) in-charge
of the program.
4. ES in-charge acknowledges receipt of the application using the appropriate form
(Form 11.7) and conducts documentary analysis/evaluation of the application
documents:
5. If documents are complete and compliant with CHED minimum standard ES in-
charge recommends application to RD through the CEPS;
6. If documents submitted are incomplete and/or not compliant with minimum
standards:
6.1 The RD, through the ES in-charge, notifies HEI of deficiencies using the
appropriate form (Form 11.8C);
6.2 Designated Staff receives the compliance documents from the HEI and
forwards it to the RD for appropriate action of the CEPS;
6.3 CEPS assigns it to the ES in-charge who conducts re-evaluation of
documents;
Decision Phase:
7. RD makes action:
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If application is favorably recommended:
4.2.1 The RD, through the ES in-charge, notifies HEI of deficiencies using the
appropriate form (Form 11.17A);
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4.2.2 Designated Staff receives the compliance documents from the HEI and
forwards it to the RD for appropriate action of the CEPS;
Evaluation Phase:
353
4.2.3CEPS assigns it to the ES in-charge who conducts re-evaluation of
documents;
Decision Phase:
5. RD makes action:
5.1. If compliant:
11.7 Processing Application for Grant of University Status and University System for
Private HEI
Evaluation Phase:
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2. Designated Staff forwards application documents to the RD for appropriate action
of the CEPS;
4.2.1. The RD, through the ES in-charge, notifies HEI of deficiencies using the
appropriate form (Form 11.______);
4.2.2. Designated Staff receives the compliance documents from the HEI and
forwards it to the RD for appropriate action of the CEPS;
Decision Phase:
5. RD makes action:
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5.1.3.2.3. CEPS assigns it to the ES in-charge to prepare transmittal
letter to OIQAG to be signed by the RD;
Evaluation Phase:
4.2.1. The RD, through the ES in-charge, notifies LC of deficiencies using the
appropriate form (Form 11.______);
4.2.2. Designated Staff receives the compliance documents from the LC and
forwards it to the RD for appropriate action of the CEPS;
Decision Phase:
5. RD makes action:
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5.1.2. Designated staff receives communication from OIQAG of the CEB
decision whether favorable or not favorable:
11.9 Regular Monitoring of HEIs (Program, Institutional, Tuition & Other Fees Increase
and Other Student Services)
4. SMT conducts monitoring visit to HEI (on a case to case basis, involve RQAT for
programs if necessary);
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6.1. If compliant with minimum standards, the RD through the SMT, informs the
HEI of favorable findings and includes HEI in the CHED positive list;
6.2.2. Designated Staff receives the compliance documents from the HEI and
forwards it to the RD for appropriate action of the CEPS;
2. RD together with CEPS and MPSD Unit Head creates Fact Finding Team;
5. Fact Finding Team prepares & submits report to RD through the CEPS;
6.1 If without violation, Fact Finding Team prepares letter informing concerned
party of no violation, for review of CEPS and signature of the RD;
6.2 If with violation, Fact Finding Team prepares endorsement of the report to LLS
re: violation for appropriate action.
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Student Services and StuFAPs Unit
11.10 Processing of Conduct of Local Educational Tours and Field Trips of College
and Graduate Students Violations
Evaluation Phase I:
Decision Phase:
2. RD makes action:
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11.12 Processing of Conduct of International Educational Tours and Field Trips of
College and Graduate Students
Evaluation Phase I:
1. Designated staff receives communication from HEI regarding report on the nature
of international educational tours/field trips including other information per CHED
Guidelines at least one month before opening of classes of the AY of
implementation;
2. Designated Staff forwards report to the RD for appropriate action of the CEPS;
3. CEPS assigns report to ES in-charge;
4. ES in-charge acknowledges receipt of the documents submitted by HEI;
Decision Phase:
9. RD makes action:
Evaluation Phase:
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1. Designated staff receives communication of HEI regarding request for
endorsement to BI together with required documents per CHED Guidelines at
least one month before date of departure;
2. Designated staff forwards documents to the RD for appropriate action of the
CEPS;
3. CEPS assigns report to ES in-charge;
4. ES in-charge reviews/evaluates completeness & appropriateness of documents:
1.1 If complete & in order, RD makes action;
1.2 If not complete and/or not in order:
1.2.1 The RD, through the ES in-charge, notifies HEI of deficiencies;
1.2.2 Designated Staff receives the compliance documents from the
HEI and forwards it to the RD for appropriate action of the CEPS;
1.2.3 CEPS assigns it to the ES in-charge who conducts re-evaluation
of documents;
Decision Phase:
5. RD makes action:
6. If in order, ES in-charge prepares endorsement to OSDS of the request of HEI for
SIAP, for review of the CEPS and signature of the RD;
7. If not in order, ES in-charge prepares notice of non-compliance to HEI, for review
of the CEPS and signature of the RD.
Evaluation Phase:
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1.2.3 CEPS assigns it to the ES in-charge who conducts re-evaluation
of documents;
Decision Phase:
1. RD makes action:
PRE-ISA VISIT
Evaluation Phase:
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Decision Phase:
5. RD makes action:
10. ES in-charge assists the ISA Team in the conduct of evaluation & ocular visit to
HEI;
11. ES in-charge receives report of the ISA Team for the RD after the ocular visit.
POST-ISA VISIT
Evaluation Phase:
18. Designated staff receives application of HEI together with complete documents
per CHED guideline;
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19. Designated Staff forwards application documents to the RD for appropriate
action of the CEPS;
20. CEPS assigns application documents to the ES in-charge of the program.
21. ES in-charge reviews completeness and compliance of documents submitted:
Decision Phase:
3. RD makes action:
1. Designated staff receives application of HEI together with complete documents per
CHED guideline;
2. Designated Staff forwards application documents to the RD for appropriate action
of the CEPS;
3. CEPS assigns application documents to the ES in-charge of the program.
4. ES in-charge prepares endorsement to OPSD, for review of the CEPS and
signature of the RD;
5. Designated staff receives notice of schedule of TC/TP visit from OPSD;
6. Designated Staff forwards notice to the RD for appropriate action of the CEPS;
7. CEPS refers the notice to the ES in-charge of the program.
8. ES in-charge informs HEI concerned of the visit;
9. ES in-charge or designated staff joins the TP/TC evaluation and validation visit;
10. Designated staff receives notice from the Office of the Executive Director of the
CEB decision together with the CEB resolution and CMO;
11. Designated Staff forwards notice to the RD for appropriate action of the CEPS;
12. CEPS refers the notice to the ES in-charge of the program;
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13. ES in-charge prepares transmittal to HEI concerned of the CEB decision for
signature of the RD.
C. CHEDRO Services
Evaluation Phase:
1.1 Designated staff receives request to confer honorary degree together with
required documents per CHED Guidelines at least three (3) month before the
scheduled conferment;
1.2 ES in-charge reviews/evaluates completeness of documents and accuracy of
information provided by HEI:
1.2.1 If complete & in order, RD makes action;
1.2.2 If not complete and/or not in order:
1.2.2.1 ES in-charge notifies HEI of deficiencies;
1.2.2.2 Designated staff receives compliance of HEI
1.2.2.3 ES in-charge re-evaluates compliance submitted;
Decision Phase:
1. RD makes action:
1. Designated staff receives request for endorsement to SEC together with copy of
Articles of Incorporation;
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11.18 Processing of Request for CHEDRO Endorsement of Activities of
Agencies/Institutions/Associations and Other Entities
2. Designated Staff forwards request to the RD for appropriate action of the CEPS;
5. RD makes action:
5.1.1. If request is compliant with CMO 22, series of 2003, RD through the ES
in-charge, issues regional endorsement;
5.1.2. If request is not compliant with CMO No. 22, series of 2003, RD through
the ES in-charge, disapproves request;
2. Designated Staff forwards complaint to the RD for appropriate action of the CEPS;
6. RD makes action:
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6.1.3. Designated Staff forwards reply to the RD for action of the CEPS:
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6.2.1. RD through ES, communicates CHEDRO action to the complainant (if
data/info are available or there are existing policies/guidelines/legal
bases on the matter);
6.2.3. RD refer complaint to LLS for appropriate action (If complaint concerns
legal matter):
2.1. If in order:
2.1.2. Officer Account forwards the CHECKS Forms to OPRKM via CHECKS
Portal;
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2.2. If not in order:
2.2.4. Officer Account forwards the CHECKS Forms to OPRKM via CHECKS
Portal;
3. Designated MIS Unit Head prepares Regional Statistical Bulletin and Directory of
HEIs;
3.1.1. If application documents are in order and applicant has met the criteria,
Scholarship Coordinator recommends applicant to be included for
ranking;
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3.1.1.1.1.2.2. If Grantee does not accept/rejects the grant, the
Scholarship Coordinator recommends replacement
of grantee from the ranked applicants for the
approval of the RSC and repeat the process;
3.1.2. If application is not in order and/or applicant has not met the criteria,
Scholarship Coordinator prepares notice to applicant re disapproval of
application for signature of the RD.
3.1. If in order/compliant:
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1. Scholarship Coordinator prepares masterlist of grantees & provide copy to
Registrar for submission of supporting documents of grantees for payment;
2. Designated staff receives from the HEI the Certificate of Enrolment of grantees and
grades of previous semester for on-going grantees (not later than 30 days after
enrolment);
4.1. If in order/compliant:
Evaluation Phase:
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4. ES in-charge reviews submitted documents;
Decision Phase:
5. RD makes action:
5.1. If in order:
11.23 Processing of Application for Increase in Tuition and Other Schools Fees
(TOSF)
1. Designated Staff receives letter of intent of HEIs for increase in TOSF and/or
notice on the date of consultation with stakeholders which should not be later than
February 28 (submission should be at least 15 days prior to consultation);
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4. ES in-charge reviews and evaluates submitted documents and prepares
acknowledgement letter to HEI for review of the CEPS and signature of the RD;
Application Stage
5. Designated staff receives application of HEI with required documents (on or before
April 1);
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8.2.2. Designated Staff forwards compliance to the RD for appropriate action of
the CEPS;
4. Designated staff receives list of HEI of NSTP students assigned with Serial
Numbers in matrix form;
6. Designated staff prepares transmittal to OSDS, for review of the CEPS and
signature of the RD, of the list of NSTP students with Serial Number.
1. Designated staff receives S.O. application (including Form IX) of HEI within 60
days before end of term;
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3.2. If application is not in order:
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2.1. If in order, Records Officer prepares CAV for signature of the RD/Chief
Administrative Officer (CAO):
2.1.1. If for abroad, Records Officer forwards masterlist and CAV to DFA to
affirm authenticity and issues DFA claim stub to client;
2.1. If in order, Records Officer prepares issuance of C-2 for signature of the RD.
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