Regional Citizen s Charter Revised 2013 Commission on Higher Education Higher Education Development Center Building, C.P Garcia Ave., UP Campus, Diliman, Quezon City Web site: www.ched.gov.ph Tel. Nos.441-1177, 441-1169, 441-1149, 441-1170
Citizen s Charter Contents 1 Contents 2 List of Frontline Services 3 Issuance of Certification, Authentication and Verification (CAV) of Academic Records for Private and Locally Funded Colleges and Universities 5 Issuance of Special Order (S.O.) for Graduation 7 Issuance of Certificate of Eligibility to take Bar Examination (C2) 9 Application for Government Authority (Permit and Recognition) 14 Student Financial Assistance Programs (STuFAPs) 17 Application for Expanded Tertiary education Equivalency and Accreditation Program (ETEEAP) Feedback Form CHED Regional Directory
LIST OF FRONTLINE SERVICES Regional Frontline Services Fees Forms Process in Issuance of Certification, Authentication and Verification (CAV) of Academic Records for Private and Locally Funded Colleges and Universities Php 40.00 per copy CAV Application Form Abroad: 10-15 working days Local: 5 working days NCR IV - A 2/F Unit 3 HEDC Building IV B Issuance of Special Order (S.O.) for Graduation Free of S.O. Application Form 5-10 working days (depending on the volume of s received, the number of processing days may be exceeded) NCR IV - A 2/F Unit 3 HEDC Building IV B Issuance of Certificate of Eligibility to take Bar Examination (C2) Php 80.00 C2 Application Form 5 working days (depending on the volume of s received, the number of processing days may be exceeded) NCR IV - A 2/F Unit 3 HEDC Building IV B Application for Government Authority (Permit and Recognition) School Bond: Php 6,000 Application Fee: Php 4,000 per program GPR Form Permit/Recognition shall be issued one (1) month prior to the opening of school year NCR IV - A 2/F Unit 3 HEDC Building IV B Student Financial Assistance Programs (STuFAPs) Free of Scholarship Application Form NCR IV - A 2/F Unit 3 HEDC Building IV B Application for Expanded Tertiary Education Equivalency and Accreditation Program (ETEEAP) Free of ETEEAP Application Form for Individual Seven (7) Days NCR IV - A 2/F Unit 3 HEDC Building IV B 2
Issuance of Certification, Authentication and Verification (CAV) of Academic Records for Private and Locally Funded Colleges and Universities Clients College students and graduates thru HEI representative Individual college student and graduate Requirements: A. For Graduates of Bachelors Degree/Graduate and Post-Graduate Degree 1. Indorsement from the HEI Registrar 2. Copy of Transcript of Records (TOR) and/or Diploma and other records duly certified by the School Registrar 3. Certified photocopy of Special Order (SO) B. For College Students/Undergraduates 1. Indorsement from the HEI Registrar 2. Certification of Enrolment 3. Copy of Transcript of Records (TOR)/earned units certified by the School Registrar Schedule of Availability of Service Monday to Friday 8:00 am 5:00 pm Fees: Php 40.00 Total/Maximum Process: Abroad:10-15 working days Local: 5 working days How to Avail of the Service /Person in 1 Submits required documents Receives and verifies/validates the documents submitted and certification of Registrar, and issues order of payment Receiving Staff 2 minutes per 2 Proceeds to the Cashier for payment of CAV Fee Issues Official Receipt (OR) Cashier/Cash Clerk 2 minutes 3
/Person in 3 Submits accomplished form and OR. Receives claim stub Issues claim stub to be presented to the DFA for issuance of the authenticated documents with Red Ribbon or, for local purposes Receiving Staff 4 Processes the submitted documents: a. Prepares the CAV for signature of the Chief Administrative r b. Stamps the document with dry seal c. Releases the CAV and files the second copy of the and certification Staff - in-charge 20 minutes 5 Claims the CAV (local employment) at Releasing Staff 3 minutes 6 CAV for employment abroad: a. Prepares masterlist and transmits received through DFA s official courier for DFA authentication on a daily basis Staff-In- 30 minutes END OF TRANSACTION References: CHED Memorandum Order 14, s 2007: Authentication of School Documents per Executive Order Number 582 and expanding the coverage of Higher Education Graduates Database as basis for Preliminary Authentication of School Documents Memorandum from the Chairperson dated January 16, 2002: CHED Policies on Issuance of Certification, Authentication and Verification (CAV) CHED-NCR Memorandum 3, s. 2000: New Procedures and Guidelines in the Delivery of Student Services (For CHED NCR Only) 4
Issuance of Special Order (S.O.) for Graduation Clients: College/University Registrar or Assistant Registrar Requirements: 1. Duly accomplished for Special Order signed by the Registrar/Asst. Registrar 2. Form IX (Summary of Courses and Grades) 3. Summary of Related Learning Experiences/Cases Attended (for Nursing/Midwifery Programs) 4. Copy of the Thesis/Dissertation and Abstracts (for Graduate and Post-Graduate Programs) 5. The following additional documents are required for Foreign Students: 6. Copy of Notice of Acceptance (NOA) Photocopy of Certificate of Admission (CEA) for Medicine and Dentistry Alien Certificate of Registration (ACR) with valid student visa Schedule of Availability of Service Monday to Friday 8:00 am 5:00 pm Fees: Free of Total/Maximum Process: 5-10 working days (depending on the volume of s received, the number of processing days may be exceeded) How to Avail of the Service 1 Submits Receives the /Person in Receiving Staff 1 minute per 2 Records/logs-in the. A tracking slip is attached and forwards to the Records Section for verification In- 3 a. Verifies the names of students against the Enrollment List (E.L.) and forwards the to the Supervisor b. Evaluates against the approved curriculum Records r Supervisor-in- of the Program 3 hours per 10 students in one form 1 hour per 10 students in one form 5
/Person in 4 Assigns S.O. Number, records on the S.O. logbook and types Special Order Number in the S.O. form In- 10 minutes 5 Forwards the to the following for final approval: Chief Education Program Specialist undergraduate programs Chief Education Program Specialist 5-10 minutes Regional Director graduate programs Regional Director of the Director IV 6 Receives the approved Releases approved Records r END OF TRANSACTION References: CHED Memorandum Order 21, s 2003: Grand of Autonomy and Deregulated Status to Selected Higher Education Institutions with Benefits Accruing Thereto. CHED Manual of Procedures, 2004 CHED Memorandum Order 01, s 2005: Revised Policies and Guidelines on Voluntary Accreditation in Aid of Quality and Excellence in Higher Education CHED Memorandum Order 40, s 2008: Manual of Regulations for Private Higher Education of 2008 CHED-NCR Memorandum 3, s. 2000: New Procedures and Guidelines in the Delivery of Student Services (For CHED NCR Only) 6
Issuance of Certificate of Eligibility to take Bar Examination (C2) Clients Graduates of Bachelor of Law (LlB) thru Higher Education Institutions representatives Requirements: 1. Indorsement from the HEI Registrar 2. Copy of Transcript of Records (TOR) certified by the School Registrar 3. Certified photocopy of C1 (Certificate of Eligibility for Admission to Law course) Schedule of Availability of Service Monday to Friday 8:00 am 5:00 pm Fees: Php 80.00 Total/Maximum Process: 5 working days (depending on the volume of s received, the number of processing days may be exceeded) How to Avail of the Service /Person in 1 Submits required documents Receives and verifies/validates the documents submitted and indorsement of Registrar, and issues order of payment Receiving Staff 2 minutes per 2 Proceeds to the Cashier for payment of C2 Fee Issues official receipt (OR) Cashier/Cash Clerk 2 minutes 3 Submits documents and OR. Receives claim stub Issues claim stub to be presented to releasing officer of Receiving Staff 7
/Person in 4 Evaluates record of student Staff - in-charge 20 minutes 5 Claims the C2 Releases Certificate Releasing Staff 3 minutes END OF TRANSACTION 8
Application for Government Authority (Permit and Recognition) Clients: Private and locally funded colleges/universities Requirements: A. For Newly Established HEIs applying for government authority to operate degree program/s 1. Notarized and accomplished 2. SEC Registration (for private HEIs) 3. Copy of the original Ordinance approving the establishment of the local college/university 4. Copy of Budget Allocation/Annual Expenditure duly certified by the Budget r 5. Copies of Transfer of Certificate of Title (TCT)/Lease Contract/Ownership of School Building 6. Certificate of Occupancy of School Building 7. Feasibility Study to include philosophy and goals, viability, statement on the location of the school, schedule of tuition and other fees 8. List of School Administrators and Teaching Staff 8.1. Spreadsheet form to include educational qualifications supported with certified true copy of transcript of records (TOR), position/designation, nature of appointment (permanent/temporary), status (full-time/part-time) 8.2. Notarized copy of appointment/contract of employment /letter of commitment with confirmation 9. List of Non-Teaching Staff 10. Copy of Retirement Plan duly registered with SEC 11. Curriculum to include distribution of subjects per semester/trimester, summary of units, course description and course syllabi 12. Physical facilities (to include pictures) 13. List of equipment and other instructional devices/aids 14. List of Library Holdings including professional journals 15. List of support facilities (auditorium, sports and recreational, canteen, faculty lounge, student lounge, dormitories) 16. Support services (guidance and counseling, placement, medical and dental) B. For Existing HEIs applying for government authority to operate degree program/s All of the above mentioned documents with updated information/data should be submitted except items 2, 3, 4, 6, 16 and instead, which should be replaced with the submission of the following: 1. Copy of TCT for additional site 2. Document of ownership for additional building 3. Certificate of occupancy for additional building 4. Financial statement of the previous year duly certified by a Certified Public Accountant 5. Copy of the latest tuition fee schedule 6. Copy of the latest permit issued for for renewal or recognition 9
Schedule of Availability of Service: Monday to Friday 8:00 am 5:00 pm Fees: a. Private HEIs: I. Permit Not later than June 30 of the year preceding the intended year of operation II. Recognition Not later than the 1 st working day of November of the school year to that for which recognition is sought b. Local HEIs - Three months before the intended year of operation School Bond: Php 6,000 Application Fee: Php 4,000 per program Total/Maximum Process: Permit/Recognition shall be issued one (1) month prior to the opening of school year How to Avail of the Service: A. FOR NEW HEI /Person in 1 Submits three (3) sets/folders of duly accomplished accompanied with documentary requirements per program Assesses the completeness of the documents submitted using the checklist and affixes stamp Received on the transmittal letter and on the first page of the notarized Receiving Staff and/or Technical Division 20 minutes per 2 Receives a copy of the for their file Assigns a routine slip/tracking slip and forwards to the of the Regional Director (RD) for assignment In- 2 minutes per 3 Logs in in the record book and forwards to the Supervisor in-charge In- of the Director IV 2 minutes per 10
4 Conducts documentary analysis of the HEI for all programs /Person in Supervisor In- 1 Hour per program If incomplete, prepares deficiency letter for the RD s signature Supervisor In- and Regional Director 30 minutes If complete, coordinates with HEI regarding site visit by the RD and staff to determine acceptability of the proposed site and building Regional Director and Staff & of the Director 5 If site and building are not acceptable, issues disapproval letter If site and building are acceptable, follow steps 4 to 15 for for existing HEIs applying for program offerings Supervisor-in- & Regional Director Regional Director and Staff & of the Director IV 30 minutes 6 If disapproved, receives the letter Releases letter of disapproval Records r END OF TRANSACTION B. FOR EXISTING HEI /Person in 1 Submits three (3) folders of accompanied with documentary requirements per program Assesses the completeness of the documents submitted using the checklist and affixes stamp Received on the transmittal letter and on the first page of the notarized Receiving Staff and/or Technical Division 20 minutes per 2 Receives a copy of the for their file Assigns a routine slip/tracking slip and forwards to the of the Regional Director for assignment In- 2 minutes per 11
/Person in 3 Logs in in the record book and forwards to the Supervisor-in-charge In- 2 minutes per 4 Conducts documentary analysis of the Supervisor-in- 30 minutes to 1 hour per program If not complete, prepares deficiency letter If complete: a) gives and orients HEI regarding Evaluation form to be accomplished b) coordinates with the RQAT (Regional Quality Assessment Team) and arrange visit to HEI Supervisor-in- 1 Hour 30 minutes 30 minutes 5 Submits compliance Performs step 1 If not complete: Prepares letter of disapproval Supervisor-in- and Regional Director 1 Hour 6 If disapproved, receives the letter Releases letter of disapproval Records r 7 If complete, processes the through steps 2 to 4 Same as steps 1 to 4 8 Conducts evaluation visit and submits report to within 5 days after the visit RQAT Members (2 per program) 1 day per program 9 Reviews the RQAT findings and recommendations: If with minor deficiencies, prepares deficiency letter based on RQAT report to HEI to comply within the prescribed period (Note: If HEIs did not rectify deficiencies noted within the prescribed period, the is denied for the year applied for) If favorably recommended, forwards the RQAT report and recommendation to the RD for final review and approval CEPS, SEPS, Supervisor-in- 1 day 12
/Person in 10 Receives the deficiency letter Releases deficiency letter Records r 11 Submits compliance to deficiencies Assesses completeness of submitted compliance and forwards the same to the RQAT for documentary evaluation and/or ocular visit Supervisor-in- 30 minutes to 1 hour per program 12 a. If documentary evaluation is sufficient, submits evaluation report and recommendation to b. If a re-visit is needed, conducts ocular inspection and submits evaluation report and recommendation to RQAT Members 1 day 13 Conducts deliberation on the of HEI and recommendation of the RQAT: a. If in order, issues permit to HEI b. If deficiencies are not fully complied by the HEI, denies the for the school year applied for Regional Director, CEPS, SEPS, Supervisor-in- of the Director IV & Technical Division 30 minutes to 1 Hour per 14 Receives the certificate of authority Releases to HEI permit to operate degree program Records r END OF TRANSACTION References: CHED Memorandum Order 40, s 2008: Manual of Regulations for Private Higher Education of 2008 CHED Memorandum Order 32, s 2006: Policies, standards and Guidelines on the Establishment and Operation of Local Colleges and Universities CHED Memorandum Order 04, s 2007: Implementing Rules and Regulations (IRR) of CMO 32, s. 2006 Manual of procedures for Higher Education Institutions in the National Capital Region (For CHED-NCR Only) 13
Student Financial Assistance Programs (STUFAPs) Clients: Should be a Filipino Citizen High School Graduate Gross Annual Income of Parents must not exceed Php 300,000.00 Not more than 30 years of age at the time of, except for programs for rebel returnees and senior citizens Requirements: 1. Duly accomplished form (available at www.ched.gov.ph) 2. 2 pcs. recent ID picture 3. National Career Assessment Examination (NCAE) Rating 4. High School Report Card (Photocopy of FORM 138) 5. Latest BIR Income Tax Return of parents/guardian or Certificate of Tax Exemption issued by BIR 6. Certification of Good Moral Character form the High School Principal or Guidance Counselor Note: In addition to the general requirements, each program has its own qualification and documentary requirements as defined in their respective enabling laws and implementing guidelines Schedule of Availability of Service: Monday to Friday 8:00 am 5:00 pm Note: Application period is from March to April Fees: Free of Total/Maximum Process: 14
How to Avail of the Service: A. Application of Scholarship, Grant and Loan /Person in 1 Submits duly accomplished form with supporting documents. Waits for result of assessment. Receives and assesses completeness of documents and stamps Received Scholarship Coordinator Scholarship Section 1 2 Advises applicant to wait for the result of the regional ranking and be notified accordingly from June to July Scholarship Coordinator Scholarship Section 3 Evaluates documents for ranking Scholarship Coordinator Scholarship Section 10 minutes per 4 Receives notification Issues Notice of Scholarship Award Scholarship Coordinator Scholarship Section 10 minutes per client Note: Notice of Scholarship Award is issued month of July B. Payment of Benefit Requirements: 1. For new Scholar/Grantee/Borrower, submits photocopy of registration form or certification of enrollment and official receipt 2. For on - going Scholar/Grantee/Borrower, submits photocopy of registration form or certification of enrollment, official receipt and certification of grades/classcards /Person in 1 Submits required documents Assesses completeness of the documents Scholarship Coordinator Scholarship Section 30 minutes 2 Verifies name against masterlist Scholarship Coordinator Scholarship Section 3 Prepares payroll and disbursement voucher for review of the CEPS and forwards to the Finance Section Scholarship Coordinator & CEPS 20 minutes per grantee 15
/Person in 4 Prepares Obligation Request and forwards to Accounting Section Chief Administrative r per grantee 5 Certifies as to availability of funds and forwards to the RD Administrative r IV 6 Approves disbursement and forwards to cashier Regional Director of the Director IV per grantee 7 Prepares check and advice Cashier 1 day 8 Receives financial benefits Releases checks Cashier per grantee Note: Subject to availability of funds 16
Pre-evaluation of for Expanded Tertiary Education Equivalency and Accreditation Program (ETEEAP) Clients: Prospective ETEEAP Beneficiaries/Interested Applicants Requirements: 1. Accomplished ETEEAP form 2. 1x1 ID Picture (Original) 3. NSO Authenticated Birth Certificate/Passport 4. Proof of Good Moral Character i.e Barangay Clearance/NBI Clearance 5. Service Record/Certificate of Employment 6. Most recent academic records/diploma 7. Comprehensive resume 8. Certificates of training and workshops completed 9. Certificates of individual proficiency in the discipline of field of interest 10. Other documents or evidence of capability and knowledge in the field applied for equivalency and accreditation (Note: Prepare two (2) sets of all documents) Schedule of the Availability of Service: Monday to Friday 8:00 am to 5:00 pm Fees: Free of Total/Maximum Process: Seven (7) Days How to Avail of the Service Client /Person Responsible 1 Secures the ETEEAP Application Form either from the ETEEAP deputized HEI, the CHED website, or the Regional Provides forms and list of requirements for accreditation and equivalency and explains process Supervisor-in- 10 minutes 17
Client /Person Responsible 2 Submits completed ETEEAP form Receives and records Supervisor-in- 10 minutes 3 Conducts pre-assessment/evaluation of the submitted form and documents and staff prepares endorsement Supervisor-in- 5 days 4 Receives the Endorsement from CHED to the concerned ETEEAP deputized HEI Releases the evaluated form to the qualified applicant with CHED endorsement to the deputized HEI for entry and acceptance of the applicant to the ETEEAP program in the concerned HEI Supervisor-in- 10 minutes END OF TRANSACTION References: Executive Order 330, May 10 1996 Adopting the Expanded Tertiary Education Equivalency and Accreditation Program as an Integral Part of the Educational System and Designating the Commission on Higher Education as the Authority Responsible for it s Implementation Commission on Higher Education (CHED) Memorandum Order (CMO) 9 s. 2009 Revised Policies and Guidelines for the Expanded Tertiary Education Equivalency and Accreditation Program (ETEEAP) Pursuant to Executive Order (EO) 330 18
FEEDBACK FORM (Pananaw o Puna) Please let us know how we have served you. You may use this form for compliments, complaints or suggestions. (Ipaalam po ninyo sa amin kung paano naming kayo napaglingkuran. Maaaring gamitin ito para sa papuri, reklamo o mungkahi). Simply check the corresponding box. (Mangyaring I check lamang ang kahong naaayon). Compliment Complaint Suggestion (Papuri) (Reklamo) (Mungkahi) Person(s)/Unit(s)/(s) Concerned or Involved: ((Mga) tao, pangkat, tanggapan na may kinalaman sa papauri, reklamo o mungkahi) Facts or Details About the Incident (Kaganapan o detalye tungkol sa pangyayari) You may use the back page for additional information (Maaaring gamitin ang likuran ng papel para sa karagdagang impormasyon) Recommendation/Suggestion/Desired Action form our (Rekomendasyon/ Mungkahi/ Nais na aksyon mula sa aming tanggapan) You may use the back page for additional information (Maaaring gamitin ang likuran ng papel para sa karagdagang impormasyon) Date: (Petsa) Name (Optional): (Pangalan) Address: (Tirahan) Contact Number(s) (if any): ((Mga)Telepono) (Kung meron) E-Mail Address: Signature (Optional): (Lagda) Commission on Higher Education Higher Education Development Center Building, C.P Garcia Ave., UP Campus, Diliman, Quezon City Web site: www.ched.gov.ph Tel. Nos.441-1177, 441-1169, 441-1149, 441-1170
I DR. CARIDAD O. ABUAN, CESO III Director IV VIII DR. LIBERTAD P. GARCIA, CESO IV r-in-, of the Director IV Government Center, Sevilla, City of San Fernando, La Union cor. Real St. and Calanipawan Rd., Sagkahan, Tacloban City Telefax. (072) 242-27-50 Telefax. (053) 523-40-34 Tel. (072)242-02-38 242-5017 700-2569 Tel. (053) 523-74-37 523-72-88 II DR. EVELYN L. PASCUA, CESO III Director IV IX DR. EMMYLOU B. YANGA Acting Director IV Regional Development Center, Carig,Tuguegarao City, Cagayan Polytechnic Compound, Baliwasan Chico, Zamboanga City Tel. (078) 844-48-72 ; 846-36-35 Tel. (062) 991-76-48 991-89-74 991-70-80 Telefax. (078) 846-48-87 Fax. (062) 991-76-49 III DR. VIRGINIA D. AKIATE, CESO III Director IV X DR. ZENAIDA G. GERSANA, CESO III Director IV (concurrent Director IV of CARAGA) Regional Gov't. Center, Maimpis, City of San Fernando, Pampanga Mon James Hayes St., Brgy. 40, Cagayan de Oro City Director's : (045) 455-1662 Telefax. (08822) 72-41-80 Technical: 436-1846 ; Administrative: 436-1847 Tel. (08822) 71-12-31 IV-A DR. LEONIDA S. CALAGUI, CESO III Director IV DIRECTORY OF CHED-REGIONAL OFFICE As of November 2013 XI DR. RAUL C. ALVAREZ, JR., CESO III Acting Director IV 2nd Flr., HEDC Bldg. C.P. Garcia Street, Diliman, Quezon City Tel. 332-47-34 IV-B DR. TEOTICIA C. TAGUIBAO r-in-, of the Director IV Loyola St., Bo. Obrero, Univ. of Southeastern Phil. Compound, Davao City Telefax. (082) 295-3418 loc. 101 XII DR. MAXIMO C. ALJIBE, CESO III Director IV 2nd Flr., HEDC Bldg. C.P. Garcia Street, Diliman, Quezon City Block 2, Reyes Subdivision, Barangay Morales, Koronadal City Tel. 386-47-81 Tel. (083) 228-11-27 Fax. (083) 228-11-30 V DR. FREDDIE T. BERNAL, CESO III Director IV NCR DR. CATHERINE Q. CASTAÑEDA, CESO III Director IV (concurrent Director IV of OPSD) Building, EM's Barrio South, Brgy. 2, Legaspi City 2nd Flr., HEDC Bldg. C.P. Garcia Street, Diliman, Quezon City Tel.(052) 481-50-96 820-48-13 Tel. 468-02-13 441-0879 4410985 Fax. (052) 481-50-95 441-1224 441-0453 VI DR. ISABELA L. MAHLER, CESO III Director IV CAR MS. LUISA S. VALENCIA, CESO IV r-in-, of the Director IV #12 Washington St.,Jaro,Iloilo BSU Compound, La Trinidad, Benguet Telefax. (033) 320-69-76 329-59-55 Tel. (074) 422-24-15 Tel. (033) 508-88-52 320-69-63 Fax # (074) 422-24-18 VII CARAGA (chedcaraga@gmail.com) DR. AMELIA A. BIGLETE, CESO III DR. ZENAIDA G. GERSANA, CESO III Director IV Director IV (concurrent Director IV of X) National Government Center, Sudlon, Lahug, Cebu City Caraga State University (CSU) Main Campus, Ampayon, Butuan City Tel.(032) 414-91-94 Telefax (085) 342-7765(Reg'l Director) ; Tel.(085) 342-5253(Admin.) (032) 414-91-95 Tel.(085) 342-7384(CEPS); 342-7483(SEPS/Scho); 342-2064(ES) facebook.com/chedcaragaph