CHED Regional Office I Citizen's Charter 2016 Edition

Republic of the Philippines OFFICE OF THE PRESIDENT

COMMISSION ON HIGHER EDUCATION Regional Office No. 1

HEDC Building, Government Center, Sevilla City of San Fernando, La Union

TABLE OF CONTENTS

Foreword 1

CHED RO1 Credo 2

Service Pledge 3

Mission, Vision, and Service Pledge 4

CHED Powers and Functions 5

Frontline Services

Issuance of Certification, Authentication and Verification (CAV)

of Academic Records for Private and Locally Universities and Colleges

8

Issuance of Special Order (S.O.) for Graduation 11

Service Cycle on the CHED STUDENT FINANCIAL ASSISTANCE PROGRAMS 17

Processing of Applications for Permit and Recognition 29

Field Trip Application 39

Student Internship Abroad Program (SIAP) 41

PUBLIC ASSISTANCE AND COMPLAINTS DESK (PCAD) PROCESS 43

CHED Customer Service Feedback Form (CSFF) 44

Complaint Procedures 46

Organizational Chart 47

This is the 2016 edition of the CHED Region I Citizen’s Charter.

The provisions, guidelines, procedures and timelines in the delivery of

frontline services are updated in accordance with the latest

issuances of the Commission.

Moreover, the personnel in-charge of said services are well-identified to

ensure that clients’ needs are promptly responded to.

With the revisions, we expect to further promote customer service

excellence, thus giving greater impetus on the implementation of RA 9485,

otherwise known as the “Anti-Red Tape Act of 2007” and EO No. 605

entitled, “Institutionalizing the Structure, Mechanisms and Standards to

Implement the Government Quality Management Program, Amending for

the Purpose Administrative Order No. 161, s. 2006.”

Guided by our mantra “Setting the trend for innovation; Leading the way

for transformation; Onward to excellence in higher education.”

We will continue to exemplify good governance as we move on to

cultivate a culture of quality among HEIs in the region.

Our vow is to mold globally competent

and responsible human resources and to serve

with utmost commitment and integrity.

Kami ang inyong tagapagtaguyod, kaagapay

tungo sa paglinang ng yamang tao.

FOREWORD

DR. CHERRIE MELANIE ANCHETA-DIEGO

DIRECTOR IV

1

We are members of the CHED RO1 family.

We are united by a common aspiration to carry out the

goals of higher education and to render the best service to

humanity as expected of a public servant.

This is our mission and we are going to fulfill it, bearing in

m i n d t h e v a l u e s o f s p i r i t u a l i t y ,

responsibili ty, and accountabil i ty, integrity,

professionalism, teamwork and patriotism.

We will strengthen public trust by serving

with excellence grounded with aspiration to

continuously innovate ensuring that higher

education becomes a potent tool for transformation.

We will observe environmental justice so that our purpose

for national development is holistically achieved.

We pledge to abide with this credo in order to make a

difference in this world.

2

We, the members of the Commission on Higher

Education Regional Office 1, commit to:

S erve you courteously and with utmost respect from Mon-

day to Friday, 8:00 AM to 6:00 PM;

M ake your visit to our office satisfying by promptly

attending to your concern/request;

I nform and update you with policies, standards

and guidelines in the operation of curricular offerings and

scholarship programs, projects, activities, through the

issuance of memoranda, letters and message

through e-mail;

L ead you towards a culture of excellence by providing you

with technical assistance, scholarship opportunities both

local and international, including seminars, conferences,

in-service trainings and workshops along instruction,

research and extension;

E mpower higher education institutions and professional

organizations to assist in the growth and development of

its members and stakeholders.

All these we pledge because we love to serve and give you the best,

3

Vision and Mandate

VISION

The Commission on Higher Education (CHED) is the key leader of the Philippine Higher Education System effectively working in partnership with other major higher education stakeholders in building the country’s human capital and innovation capacity to-wards the development of a Filipino Nation as a responsible mem-b e r o f t h e i n t e r n a t i o n a l c o m m u n i t y . MANDATE

Given the national government’s commitment to transformational leadership that puts education as the central strategy for invest-ing in the Filipino people, reducing poverty, and building national competitiveness and pursuant to Republic Act 7722, CHED shall:

A. Promote relevant and quality higher education (i.e. higher education institutions and programs are at par with international standards and graduates and professionals are highly competent and recognized in the international arena);

B. ensure that quality higher education is accessible to all who seek it particularly those who may not be able to afford it;

C. guarantee and protect academic freedom for continuing intel-lectual growth, advancement of learning and research, develop-ment of responsible and effective leadership, education of high level professionals, and enrichment of historical and cultural her-itages; and;

D. commit to moral ascendancy that e r ad i c a t es c o r rup t p r ac t i c es , i ns t i tu t i on a l i z es t r anspa renc y and accountability and encourages participatory governance in the Commission and the sub-sector.

4

Formulate and recommend development plans, policies, priorities, and programs on higher education;

Formulate and recommend development plans, policies, priorities, and programs on research;

Recommend to the executive and legislative branches priorities

and grants on higher education and research; Set minimum standards for programs and institutions of

higher learning recommended by panels of experts in the field and subject to public hearing, and enforced the same;

Monitor and evaluate the performance of programs and

institutions of higher learning for appropriate incentives as

well as the imposition of sanctions such as, but not limited to, diminution or withdrawal of subsidy, recommendation on the downgrading or withdrawal of accreditation, program termination or school course;

Identify, support and develop potential centers of excellence in

program areas needed for the development of world-class scholarship, nation building and national development;

Recommend to the Department of Budget and Management

(DBM) the budgets of public institutions of higher learning as well as general guidelines for the use of their income;

Rationalize programs and institutions of higher learning and

set standards, policies and guidelines for the creation of new ones as well as the conversion or elevation of schools to institutions of higher learning, subject to budgetary limitations and the number of institutions of higher learning in the

province or region where creation, conversion or elevation is sought to be made;

CHED Powers and Functions

5

Develop criteria for allocating additional resources such as research and program development grants, scholarships, and the other similar programs: Provided, that these shall not

de trac t f rom the f i sca l au tonomy a l r eady e n j o y e d b y c o l l e g e s a n d u n i v e r s i t i e s ;

Direct or redirect purposive research by institutions of higher learning to meet the needs of agro-industrialization and development;

Devise and implement resource development schemes; Admin-ister the Higher Education Development Fund, as described in Section 10 of R.A. 7722, which will promote the purposes of higher education;

Review the charters of institutions of higher learning and state universities and colleges including the chairmanship and mem-bership of their governing bodies and recommend appropriate measures as basis for necessary action;

Promulgate such rules and regulations and exercise such other p o w e r s a n d f u n c t i o n s a s m a y b e necessary to carry out effectively the purpose and objectives of R.A. 7722; and;

Perform such other functions as may be necessary for its effective operations and for the continued e n h a n c e m e n t , g r o w t h a n d development of higher education.

6

Trust..

Loyalty..

Conscience.. 7

A. Issuance of Certification, Authentication and Verification (CAV) of academic

records of students and graduates from Private and Public HEIs

B. Issuance of Special Order for graduation

C. CHED Student Financial Assistance

ISSUANCE OF CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV)

OF ACADEMIC RECORDS OF STUDENTS AND GRADUATES FROM PRIVATE HEIs

AND LOCAL UNIVERSITIES AND COLLEGES

Frontline Services

Introduction

All college students and graduates who have the intention to secure

employment here and abroad may apply for the certification, verifi-

cation and authentication of their scholastic records. This is to ensure

that their academic documents being issued by their respective

colleges/universities are genuine and authentic thereby employers

and other entities will be secured of engaging their services.

CLIENTS

College students/graduates thru HEI

representative/s

• Individual college student/graduate

SCHEDULE

Monday to Friday 8:00 am – 5:00 pm

Reference:

CHED Memorandum Order No.17, s. 2013

“Enhanced Policies and Guidelines for the Certification, Authentication

and Verification (CAV) of School Documents”

CHED Memorandum Order No.05, s. 2016

“Amendments to the Guidelines on CMO No. 17, S. 2013 dated June

10, 2013 “Enhanced Policies and Guidelines for the Certification,

Authentication, and Verification (CAV) of School Documents”

8

REQUIREMENTS

Requirements:

A. For Graduates of Bachelors Degree/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

*Copy of Authenticated RLE for Nursing Graduate

3. Certified photocopy of Special Order (SO)

B. For College Students/Undergraduates

1. Indorsement from the HEI Registrar

2. Certification of Enrolment/Units Earned

3. Copy of Transcript of Records (TOR)/earned

units certified by the School Registrar

FEES

Abroad: Ten (10) working days

Local: One (1) day

Php 80.00

CHED Administrative Order

(CAO)

TOTAL DURATION OF PROCESS

HOW TO AVAIL OF THE SERVICE

NO Applicant/

Client Step

Agency Action

Office/

Person in

Location

of Office

Duration

of

Activity

1 Submits

required

documents

Receives and verifies/validates

the documents submitted and

certification of Registrar, and

i s s u e s o r d e r

of payment

Receivin

g Staff

CHEDRO

Administr

ative

Division

One (1)

Day

2 Proceeds to

the Cashier for

payment of

Issues Official Receipt (OR)

Cashier/

Cash

Clerk

CHEDRO

Administr

ative

3 S u b m i t s

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

CHEDRO, for local purposes

Receivin

g Staff

CHEDRO

Administr

ative

Division

9

NO Applicant/

Client Step

Agency Action

Office/

Person in

Charge

Location

of Office Duration

of Activity

4 Processes the submitted

documents:

a. Prepares the CAV printed on

the security paper for signature

of the Chief Administrative Officer

b. Stamps the document with dry

seal

c. Releases the CAV printed on

the security paper and files the

second copy of the application

and certification

Staff - in-

charge

CHEDRO

Administr

ative

Division

One (1) day

5 Claims the

CAV (local

employment

) at CHEDRO

Releasing

Staff

CHEDRO

Administr

ative

Division

6 CAV for employment abroad:

a. Prepares master list and

transmits application received

through DFA’s official courier for

DFA authentication

Staff-In-

Charge

CHEDRO

Administr

ative

Division

Twice a

week

END OF TRANSACTION Issuance of Special Order (S.O.) for Graduation

All Registrars from private HEIs are required to apply for Special Order of all graduating

s t u d e n t s i n t h e i r r e s p e c t i v e c o l l e g e s a n d u n i v e r s i t i e s ,

60 calendar days before the date of graduation. The SO Number certifies that the stu-

d e n t h a s s a t i s f a c t o r i l y c o m p l e t e d a l l t h e a c a d e m i c

requirements leading to the degree being pursued. The Commission shall process the

application and return to the institution within 30 calendar days from receipt of the ap-

plication. Any defect in the application may cause the Commission to withhold the is-

suance of the special orders.

EXEMPTION:

1. Students graduating in accredited programs, at least level 1

2. Students graduating in Private HEIs granted autonomous/deregulated status

11

College/University Registrar

or duly authorized school offi-

cial

SCHEDULE


FEES

Free of Charge

CLIENTS

REQUIREMENTS

1. Duly accomplished application for Special

Order signed by the Registrar

or duly authorized school official

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

(CD - PDF File Type)

(for Graduate and Post-Graduate Programs)

5. The following additional documents are

required for Foreign Students

Copy of Notice of Acceptance (NOA)

Photocopy of Certificate of Admission (CEA)

for Medicine and Dentistry

References:

CHED Memorandum Order 21, s 2003

“Grant of Autonomy and Deregulated Status to Selected Higher

Education Institutions with Benefits

Accruing Thereto.”


“Revised Policies and Guidelines on Voluntary Accreditation in Aid of

Quality and Excellence in Higher Education”


“Manual of Regulations for Private Higher Education of 2008”

CHED Administrative Order No. 01, s 2012

“Handbook on CHED Regional Office Operations”

CHED Regional Memo No. 02, s. 2013

“Filing of application for SO/s to graduate from degree programs

Manual of Regulations for Private Higher Education

“Article XXIII. Section 10. Special Orders”

12


NO Applicant/

Client Step

Agency Action

Office/

Person in

Charge

Location of

Office

Duration

of Activity

1 Submits

application

Receives the S.O.

application for gradua-

tion.

Encode in S.O.

Application System

Receiving

Staff

CHEDRO

Administra-

tive

Division

4 days

2

Evaluates S.O.

application against the

approved curriculum

Supervisor-in

-Charge of

the Program

CHEDRO

Technical

Division

12 days

3 Assigns S.O. Number In-charge CHEDRO

Administra-

tive

Division

4 days

4 Reviews the S.O. Appli-

cation processed by

Supervisor in charge of

the program

CEPS

CHEDRO

Technical

Division

5 days

5 Forwards the applica-

tion to the Office of the

Director IV for approval/

disapproval

Regional

Director

Office of the

Director IV

5 days

6 Receives the

approved /

disapproved

application

Releases approved/

disapproved

application

Releasing

Officer

END OF TRANSACTION

1. NON-ACCREDITED PROGRAMS

Issuance of Special Order (S.O.) for Graduation

14

No Applicant/Client Step Agency Action Office/Person

in Charge

1 Registrar/Liaison Officer sub-

mits to the Officer of the Day

notarized Roaster of Gradu-

ates (ROG)

2 Receiving staff stamps received

the ROG

Receiving Staff

3 Registrar/Liaison Officer re-

ceives School Copy

4 Records Officer records/logs it in

the record book and a tracking

slip is attached thereof.

Records Officer

5 In-charge forwards the ROG to the

Office of the Regional Director.

In-charge

6 Records Officer files copy of the

ROG for reference

Records officer

7 Registrar/Liaison Officer fills-

up feedback and/or com-

plaint form from the Officer of

the Day and submits the same

to the Officer of the day or

drops in the Suggestion Box.

Records Officer receives and files

the feedback and/or compliment

form.

Records officer

2. ACCREDITED PROGRAMS

Issuance of Special Order (S.O.) for Graduation

15

SERVICE CYCLE ON THE

CHED STUDENT FINANCIAL ASSISTANCE PROGRAMS

INTRODUCTION

The Student Financial Assistance Programs is one of the major

programs of the Commission on Higher Education to increase the number

of graduates in colleges and universities offering programs crucial to the

development of a strong and vibrant Philippine economy. The program is

primarily a financial assistance to deserving students whose families cannot

fully support their college education.

1. Must be a Filipino Citizen;

2. Must be a high school graduate, candidate for graduation, with earned

units in college, passer of ALSIPEPT;

3. Must have a combined annual gross income of parents/guardians not to

exceed Three Hundred Thousand Pesos (P300,000);

4. Must avail of only one CHED Scholarship or financial program; and

5. Must not be a graduate of any degree program.

A. Academic Requirements

1. For Incoming First Year Students

• For fourth year high school applicants—third year grades and

first three grading periods of fourth year

• For high school graduates—fourth year Form 138

2. For applicants with earned units in college

• Certificate of grades in all subjects in completed semesters

3. For other applicants

• ALS—Accreditation and Equivalency Test Passer Certificate

• PEPT—Certificate of Advancing to the Next Level

WHO CAN AVAIL

OF THE SERVICE

17

B. Other Requirements

1. Latest Income Tax Return (ITR) of parents or guardian, or

2. Certificate of Tax Exemption from the BIR, or Certificate of Indigency

from their Barangay

3. Certificate of Good Moral Character from the last school attended

SCHEDULE


FEES

Free of Charge


Phase I

Phase I of the CHED STUFAPs service primarily involves the

dissemination and application stage,. The various scholarship programs are

disseminated to the public, to include qualifications and deadline of filing

applications. This stage extends to the screening of applicants and award-

ing of new slots to qualified grantees and scholars. This stage thus further

includes the preparation of master lists for both new and on-going scholars.

Step Applicant/Petitioner Administrator’s/

Office Activity

Duration

of activity

Person/s In-Charge

1 StuFAPs unit dis-

seminates scholar-

ship programs

through DepEd/

Secondary Schools,

media and HEIs.

One month

(December

)

StuFAPs and

Information Officer

2 Applicant secures/

downloads application

form, fill it out and submit

the same to the Regional

Office, addressed to the

Regional Director, includ-

ing complete documen-

StuFAPs Coordina-

tor issues applica-

tion forms, bro-

chure and orients

applicant of the

requirements.

5 minutes StuFAPs

Coordinators

18

Step Applicant/Petitioner Administrator’s/Office

Activity

Duration

of activity

Person/s In-

Charge

3 Applicant files duly ac-

complished application

forms to the StuFAPs unit

and advised to wait for

the official result of the

regional ranking.

StuFAPs coordinator re-

ceives and stamps ap-

plication submitted and

advises applicants to

wait for the result of the

regional ranking and be

notified accordingly

from May-June.

10 minutes

per client

StuFAPs

Coordinators

4 The StuFAPs unit reviews

the applications submit-

ted according to set

criteria.

5 days StuFAPs

Coordinators

5 The StuFAPs unit deter-

mines qualified appli-

cants and ranks them

using selection criteria.

5 days StuFAPs

Coordinators

6 StuFAPs unit prepares

rank list.

StuFAPs

Coordinators

7 Supervising Education

Program Specialist

(SEPS) reviews ranklist.

2 days SEPS

8 SEPS forwards the rank

list to the CEPS for ap-

proval.

10 minutes SEPS

9 CEPS forwards ranklist to

RD

CEPS

10 RD approves ranklist for

the awarding of slots.

1 day RD

11 StuFAPs unit prepares

notices of award to

qualified applicants per

program based on slots

issued by OSS,CHEDCO.

3 weeks StuFAPs

Coordinators

12 StuFAPs unit notifies

qualified applicants via

phone, text message,

letter regarding the

awarding of their

scholarship.

3 weeks StuFAPs

Coordinators

Step Applicant/

Petitioner

Administrator’s/Office

Activity

Duration of

activity

Person/s In-

Charge

13 For qualified applicants

who cannot be reached

via phone/text message,

StuFAPs unit notifies them

via registered mail through

RO.

2 weeks PIC, Records

Unit

14 CHEDRO1 schedules issu-

ance of notice of scholar-

ship and confirmation slips

by province and conduct

of orientation and issuance

of IDs

1 day per prov-

ince

StuFAPs

Coordinators

15 Scholars/grantees fills up

confirmation slip and returns

to CHEDRO if mailed.

1 hour StuFAPs

Coordinators

16 StuFAPs coordinators pre-

pare masterlist for each

program.

3 weeks StuFAPs

Coordinators

17 SEPS reviews masterlist. SEPS

forwards masterlist to CEPS.

3 days SEPS

18 CEPS forwards masterlist to

RD for approval.

1 day CEPS

19 RD Approves masterlist. 2 days RD

20 StuFAPs Unit prepares

T ransmittal Letter of

masterlist addressed to

OSS,CHEDCO with request

for funding.

30 minutes StuFAPs

Coordinators

21 RD approves transmittal

with Request for Funding.

1 day RD

22 Records Officer releases

masterlist with transmittal

letter to OSS. CHEDCO.

3 minutes PIC, Records

Unit

21

Phase II

Phase II of the service covers the submission of certificates of enrollment, billing and

grades by the scholars and grantees for the processing of their financial benefits. As

such, this stage involves the preparation of vouchers of scholars/grantees with

complete supporting documents.

Step Applicant/Petitioner Administrator’s/Office Ac-

tivity

Duration of

activity

Person/s In-

Charge

1 Scholars/grantees sub-

mit CEB, certification

of grades during the

semester to the

Scholarship Unit.

Scholarship Coordinator

receives documents.

5 minutes Scholarship

Coordinators

2 Scholarship coordinators

c o u n t e r c h e c k

documents against mas-

terlist.

2 hours per

program

Scholarship

Coordinators

3 StuFAPs unit forwards the

Masterlist to the account-

ing or Administrative Unit

for assigning of Disburse-

ment Voucher Number

3 minutes StuFAPs Coor-

dinators

4 StuFAPs coordinators pre-

pare vouchers.

3 days per

program

Scholarship

Coordinators

5 StuFAPs coordinators re-

view entries in the vouch-

er vis-a-vis the docu-

ments.

3 days per

program

Scholarship

Coordinators

5 StuFAPs coordinators re-

view entries in the vouch-

er vis-a-vis the docu-

ments.

3 days per

program

Scholarship

Coordinators

22

Phase III

Phase III of the service includes the preparation and release of checks to the scholars/

grantees. This task is primarily undertaken by the Administrative and Finance Unit of the

office.


Activity

Duration

of activity

Person/s In-

Charge

I. Preparation of Check

1

Accountant submits copies

of Disbursement Voucher

(DV) or LDDAP with

supporting documents to

the cashier

The accountant:

· Records in the IP the name

& amount to their respec-

tive fund, if claim is not yet

paid.

If no funds are available, set

aside DV to For Action File.

If funds are available,

accomplish box A of DV for

certification & assign No-

tice of Cash allocation

(NCA) to the lower portion

of DV. Retain copy 2 of OS

for file.

13 days

per pro-

gram

Accountant


Activity

Duration of

activity

Person/s In-

Charge

6 StuFAPs Coordinators

record the prepared

vouchers for control.

1 hour Scholarship

Coordinators

7 StuFAPs Coordinators

endorses to Administrative

and Finance Unit (AFS)

vouchers, for accountants

signature/ approval

1 hour

23


Activity

Duration

of activity

Person/s In-

Charge

2 Forwards the verified

documents to the cash-

ier.

Cashier receives the DV

for preparation of checks

-Accountant forwards the

Disbursement Voucher

(DV) with complete sup-

porting documents to the

cashier. If incomplete, it

should be returned to the

S t u F A P s

C o o r d i n a t o r f o r

compliance.

· Receives copies of DV, 1

copy of OS and supporting

documents.

-Verifies completeness of

signatories on the DV.

Prepares check in three

copies. Retrieves from file

the Check disbursements

records and records the

date, reference of check

number, name of payee,

nature of payment and

amount of DV and extract

the new balance of the

NCA.

-Reviews the amount of the

check against the DV and

supporting documents.

Signs the check.

-Prepares Advice of

Checks I s sued and

Cancelled (ACIC) and

signs the prepared checks/

LDDAP by portion of the

ACIC.

3 Minutes Cashier

24

II. Releasing of Checks


Activity

Duration

of activity

Person/s In-

Charge

Real Time Processing

- U p o n s u b m i s s i o n o f

documents of scholars/

grantees the assistance will be

processed immediately if funds

i s

available.

-Prepares disbursement vouch-

er and forwards the same to

t h e a c c o u n t a n t f o r

obligation.

-DV will be forwarded to cash-

ier for check preparation

-If signed it will be released to

the scholar/grantee.

3 Forward the DV, OS,

supporting documents,

check & ACIC to the

Budget officer countersigns the

check.

1 minute Chief

Administrative

Officer

4 Forwards the DV, OS,

Supporting documents,

check & ACIC to the

Regional Director signs the

check, ACIC and Box B of DV

for approval of payment.

1 minute RD

5 Signed checks are for-

warded to the StuFAPs

Coordinator

StuFAPs Coordinator records

signed checks in the data-

base.

1 minute StuFAPs

Coordinator

6 Forwards the DV, OS,

supporting documents,

signed check & ACIC

to the Cashier

The Cashier:

· Receives the DV, OS, support-

ing documents,

signed check & ACIC and veri-

fies completeness of signato-

ries of the check.

· Sorts the ACIC to be submit-

ted to the bank. Sort check of

1 minute Chief

Administrative

Officer

25

Step Applicant/

Petitioner

Administrator’s/Office Activity Duration of

activity

Person/s

In-Charge

1 Records in the logbook the date of

release of check, name of payee

2 minutes Cashier

2 Student inquires

payment of finan-

cial benefit to the

cashier

Cashier issues the DVs to the stu-

dent for signature in the received

for payment portion & received by

portion of the logbook. Cashier re-

leases the original of check & copy

3 of DV to the payee

2 minutes Cashier

References:

CHED Memorandum Order 01, s. 2014

“CHED Priority Courses for AY 2014-2015 to AY 2017-2018”

CHED Memorandum Order 13, s. 2014

“Revised Guidelines for the Implementation of StuFAPs effective AY 2014-2015”

RDC—Exec. Committee Resolution No. 41, s. 2014

26

CHED Priority Courses for AY 2014-2015 to AY 2017-2018

CHED Memorandum Order (CMO) No. 01, s. 2014

27

28

Programs and Standards Service Processing of Applications for Permit and Recognition

SERVICE CYCLE ON THE

PROCESSING OF APPLICATIONS FOR PERMIT

INTRODUCTION

The Commission on Higher Education is mandated to set minimum standards for

programs in institutions of higher learning and enforce the same. As such, higher

education institutions intending to operate undergraduate and graduate programs

are required to secure authorization from the Commission on Higher Education. For the

initial authority to operate the program up to the third level, a permit status is issued.

Upon meeting all the prescribed requirements to operate the program from first year

to fourth and/or fifth year, recognition status is granted to the HEI which is one of the

requirements for the issuance of Special Order for Graduation to the students enrolled

in the program. The same is the basis for the provision of benefits, incentives, grants

and assistance to HEIs.

CLIENTS

Higher Education Institutions (HEIs)

• Private HEIs

• Local Universities and Colleges (LUCs)

• State Universities and Colleges (SUCs)

Not later than June 30 of the year

preceding the intended year of

operation

PERIOD OF APPLICATION

SCHEDULE


APPLICATION REQUIREMENTS FOR PERMIT TO OPERATE A PROGRAM

# Documents

1 HEI’s application letter duly signed by Chairman of Board of Trustees/President or author-

ized representative including notarized affidavit

Note: A letter of intent is not considered an application.

2 For private HEIs: Articles of Incorporation and By-Laws duly registered with Securities and

Exchange Commission

For local colleges: Copy of original Ordinance approving establishment

For SUCs: Copy of Charter

29

# Documents

3 Copy(ies) of Transfer of Certificate(s) Title (TCT)/Lease Contract/Ownership of

School Building

4 Certificate of Occupancy for building(s) to be used in the name of HEI and indicat-

ed for educational purpose issued by City/Municipality’s Office of Building Officials

5 Feasibility study to include:

Brief description of proposed program

Institutional mandate & philosophy and goals of proposed program

Management viability such as:

- Management capability and administrative competence as reflected in the

Organizational chart and qualifications of Management personnel

Market viability in terms of:

Demand for graduates/employment opportunities (at least in the next 5 years)

- Prospective students (enrollment projection)

- Presence of existing higher education institutions (HEIs) offering same course

within the area

Financial viability in terms of sustainability of operation such as:

- Financial soundness

- Projected income and expenditure

- Schedule of proposed tuition & other fees

Other operational aspects

- Location of school in relation to factors that are not conducive to learning such

cockpits, dancing halls, bars or recreational places of questionable character,

bowling alleys, movie houses, markets, garbage dumps, funeral parlors, jails,

cemeteries and others

6 School Administrators (President, Vice President(s), Director(s), Dean(s), Program

Chair(s)/Head(s), Coordinator(s), etc.)

a. Spreadsheet should include following information:

Position/Designation

Educational qualifications (where and when obtained)

Professional License Number & Expiration date (if applicable)

Nature of appointment (permanent/temporary)

Status (fulltime/part-time)

b. Certified true copy of Transcript of Records

c. Certified true copy of Professional License (if applicable)

d. Copy of Resume/Curriculum Vitae

e. Copy of notarized appointment/contract of employment

(to be submitted if already hired)

f. Letter of commitment (if not yet hired but to submit notarized appointment/

contract before issuance of initial permit/recognition)

g. Approved resignation from previous employer (to be submitted before issuance

of initial permit/recognition)

30

# Documents

7 Faculty Members

a. Spreadsheet should include the following information (separate spreadsheet for

faculty handling General Education subjects and Professional subjects):

Name



Field of specialization

Subjects to be taught






e. e. Copy of notarized appointment/contract of employment (to be submitted if

already hired)

f. Letter of commitment (if not yet hired but to submit notarized appointment/

contract before issuance of initial permit/recognition)

g. Approved resignation from previous employer (to be submitted before issuance

of initial permit/recognition)

h. Permit to teach, if applicable

8 Non-teaching personnel (Registrar, Guidance Counselor, Administrative staff, etc.)


Name







d. Copy of notarized appointment/contract of employment

9 Curriculum

Distribution of subjects per term

Summary of units

Course description (by subject)

Course Syllabus (by subject)

31

10 Library

A. Librarian (copy of Transcript of Record, appointment, professional licenses

B. Facilities (floor space in sq. m.) – to include pictures

C. Seating capacity (combined number of students & faculty at one time)

D. Library collections (books, journals, magazines, dictionaries, almanacs, etc.)

List of 5 non- duplicated book titles per subject in the curriculum published

within the last 5 years

List of book collections/accessioned books

- Start-up -3,000 library collections (for initial permit)

- Minimum of 5,000 library collections (for recognition)

List of subscription to relevant professional journals

Note: List should be in spreadsheet to include author, title of book, year of publica-

11 Physical facilities to be used exclusively for tertiary programs (to include pictures) School site Total floor area (in sq. m.) Buildings Number & size of classrooms/ lecture rooms Number & types of laboratories

Note: Refer to PSG for the Program applied for

12 List of equipment and other instructional devices/aids

13 Support facilities Audio visual room Sports and recreational, if outsourced to include notarized MOA

14 Support services a. Guidance and counseling b. Medical and dental services for students and faculty, if outsourced to include

notarized MOA

15 NSTP a. Coordinator (copy of Transcript of Record & appointment) b. NSTP office c. Affiliation to Accredited NSTP Provider, if outsourced, to include notarized MOA

16 School bond in the amount of one hundred thousand pesos (P100,000.00) in cash

17 Application fee in the amount of eight thousand pesos (P8,000) in cash or check

18 Inspection fee in the amount of fifteen thousand pesos (P15,000) in cash or check

32

APPLICATION REQUIREMENTS FOR GOVERNMENT RECOGNITION OF A PROGRAM

# Documents

1 HEI’s application letter duly signed by Chairman of Board of Trustees/President or authorized representative including notarized affidavit

2 Copy of latest permit issued by CHED for the program

3 Copy(ies) of Transfer of Certificate(s) Title (TCT)/Lease Contract/Ownership of School Building

4 Certificate of Occupancy for building(s) to be used in the name of HEI and indicated for educational purpose issued by City/Municipality’s Office of Building Officials

5 Schedule of Tuition and other fees

6 School Administrators (President, Vice President(s), Director(s), Dean(s), Program Chair(s)/Head(s), Coordinator(s), etc.)


Name

Position/Designation








e. Copy of notarized appointment/contract of employment

(to be submitted if already hired)

f. Letter of commitment (if not yet hired but to submit notarized

appointment/contract before issuance of initial permit/recognition)

g. Approved resignation from previous employer (to be submitted before issuance of initial permit/recognition)

33

# Documents

7 Faculty Members a. Spreadsheet should include following information (separate spreadsheet for

faculty handling General Education subjects and Professional subjects): Name Educational qualifications (where and when obtained) Professional License Number & Expiration date (if applicable) Field of specialization Subjects to be taught Nature of appointment (permanent/temporary) Status (fulltime/part-time)

b. Certified true copy of Transcript of Records c. Certified true copy of Professional License (if applicable) d. Copy of Resume/Curriculum Vitae e. Copy of notarized appointment/contract of employment

(to be submitted if already hired) f. Letter of commitment (if not yet hired but to submit notarized appointment/

contract before issuance of initial permit/recognition) g. Approved resignation from previous employer (to be submitted before issuance

of initial permit/recognition) h. Permit to teach, if applicable

8 Non-teaching personnel (Registrar, Guidance Counselor, Administrative staff, etc.) a. Spreadsheet should include following information:

Name Educational qualifications (where and when obtained) Professional License Number & Expiration date (if applicable) Nature of appointment (permanent/temporary) Status (fulltime/part-time)

b. Certified true copy of Transcript of Records c. Certified true copy of Professional License (if applicable) d. Copy of notarized appointment/contract of employment

9 Curriculum Distribution of subjects per term Summary of Units Course description (by subject) Course Syllabus (by subject)

10 Library a. Librarian (copy of Transcript of Record, appointment, professional license) b. Facilities (floor space in sq. m.) – to include pictures c. Seating capacity (combined number of students & faculty at one time) d. Library collections (books, journals, magazines, dictionaries, almanacs, etc.)

List of 5 non- duplicated book titles per subject in the curriculum published within the last 5 years List of book collections/accessioned books

- Start-up -3,000 library collections (for initial permit) - Minimum of 5,000 library collections (for recognition)

List of subscription to relevant professional journals Note: List should be in spreadsheet to include author, title of book, year of publication and number of volumes

11 Physical facilities to be used exclusively for tertiary programs (to include pictures)

School site Total floor area (in sq. m.) Buildings Number & size of classrooms/ lecture rooms Number & types of laboratories

Note: Refer to PSG for the Program applied for

34

# Documents

12 List of equipment and other instructional devices/aids

13 Support facilities Audio visual room Sports and recreational, if outsourced to include notarized MOA Canteen Faculty lounge Student lounge

14 Support services a. Guidance and counseling b. Medical and dental services for students and faculty, if

outsourced to include notarized MOA

15 NSTP

a. Coordinator (copy of Transcript of Record & appointment)

b. NSTP office

c. Affiliation to Accredited NSTP Provider, if outsourced, to include notarized MOA

16 Application fee in the amount of four thousand pesos (P4,000) per program in cash

or in check payable to CHEDRO

17 Inspection fee in the amount of four thousand pesos (P4,000) in cash or check pay-

able to CHEDRO (for government recognition)

Filing of Application:

A. Permit Phase—Filed not later than June 30 of the year preceding the intended

academic year of operation.

B. Recognition Phase—Filed not later than the first working day of November of the

school year prior to the year which recognition is sought.

Step Applicant/Client Person in-charge/ Records Unit

(PIC-RU)

Duration

of activity

Person-

in-

Charge

1 The Liaison Officer of

the Higher Education

I n s t i t u t ion (H E I )

submits three (3)

folders of application

accompanied by

d o c u m e n t a r y

requirements per

program.

PIC, Records Unit assesses the com-

pleteness of the documents submit-

ted.

If not complete, PIC-RU

returns application to applicant-

HEI

If complete, PIC-RU stamps

“Received” on the transmittal let-

ter on the first page of the nota-

rized application

- Records it in the logbook

- Assigns application index

20 minutes

per

applica-

tion

PIC

Step Applicant/Client Person in-charge/

Records Unit (PIC-RU)

Duration of

activity

Person-in-

Charge

2 The Liaison Officer

receives a folder of

the application for

their file.

PIC-RU forwards applica-

tion to the Office of the

Regional

Director (RD), Secretary

logs in application.

Attaches routine slip

before forwarding appli-

cation to RD

RD refers application to

Chief Education Program

Specialist (CEPS) and Ed-

ucation

Supervisor-In- Charge of

the Program (ESIP)

through routine slip

2 minutes per

application

2 minutes per

application

PIC-RU

3 ESIP conducts documen-

tary evaluation using the

Program Checklist

CEPS reviews the docu-

ment evaluated by ESIP

If application is found

deficient on documen-

tary requirements, ESIP

prepares deficiency letter

for the Regional Director’s

signature.

If found complete and

compliant with minimum

requirements, ESIP

prepares letter to the

RQAT (Regional Quality

Assessment Team) and

notice of visit to HEI.

30 minutes per

program

30 minutes

1 hour

30 minutes

ESIP

CEPS

ESIP

ESIP

35

Step Applicant/Client Person in-charge/

Records Unit (PIC-RU)

Duration

of

Person-in

-Charge

4 RQAT conducts ocular in-

spection and submits

evaluation report within 5

days after the visit.

1 day

per pro-

gram

RQAT

5 ESIP prepares transmittal

letter of the RQAT Evalua-

tion Report to the appli-

cant HEI

30

minutes

ESIP

6 Liaison Officer receives copy of

the Certificate of Authority

A. If found in order, ESIP

and CEPS recommend

the deliberation of the

application to the Com-

mittee on Deliberation,

c h a i r e d b y t h e

Regional Director upon

which the authorization

c e r t i f i c a t e i s

prepared.

B. If the RQAT report re-

veals major deficiencies,

the HEI is informed and

given time to comply.

C. If HEIs did not rectify

deficiencies noted within

the prescribed period, the

application is denied for

the year applied for.

1 day

30

Minutes

RD

CEPS

7 Liaison Officer fills-up feedback

and/or complaint form from the

Officer of the Day.

Officer of the Day re-

ceives and files the feed-

back and/or complaint

form.

Issue TP/GR

3 minutes PIC-RU

36

ITEM/SERVICE RATE (Php) Client

I. Application for Permit to establish a new school

School Bond 100,000.00 Applicant/Incorporators

Certificate to operate as HEI 8,000.00

II. Application for permit to offer academic programs

Temporary Permit 8,000.00 HEIs

Renewal of Temporary Permit 8,000.00 HEIs

Government Recognition 8,000.00 HEIs

Masters program 8,000.00 HEIs

Doctorate program 10,000.00 HEIs

Certificate of Compliance to offer

HE programs

8,000,00 HEIs

Inspection Fee 15, 000.00 HEIs

III. Application for Accreditation

University Status 150,000.00 HEIs

Autonomous Deregulated

Main Campus

Branch Campus

100,000.00

50,000.00

HEIs

HEIs

Application for ETEEAP deputation 15,000.00 HEIs

(per additional ETEEAP program) 15,000.00 HEIs

Certificate for NGOs as National

Service Training Provider

15,000.00 Training Partners

References:

CHED Memorandum Order No. 04, s. 2008

“Manual of Regulations for Private Higher Education of 2008”

CHED Memorandum Order No. 3, s. 2009

“Applicability of the Manual of Regulations for Private HEI of 2008 to State Universities

and Colleges (SUCs)”

CHED Administrative Order No. 01, s. 2012

“Handbook on CHED Regional Office Operations”

CHED Administrative Order No. 04, s. 2014

“Revised rates for Fees, Charges and Assessments”

Policies, Standards and Guidelines Governing Operation of Programs applied for.

FEES

37

CLIENTS

Field Trip Application


• Private HEIs


1. The higher education institution (HEI) shall inform the CHED Regional Office 1

(CHEDRO1) on the nature of the educational tours and/or field trips to include purpose,

schedule, destinations, and cost at least one (1) month before the opening of classes

for every academic year (Section 16 of CMO No. 17, series of 2012) by filling up the

online form (www.edutours.chedro1.com).

2. The CHEDRO1 acknowledges the HEI’s letter of intent regarding the educational

tours and/or field trips. It informs the concerned HEI to submit the required

documents (as contained in Annex A of said CMO) at least one (1) month before the

conduct of said field. This will give ample time to process said documents.

3. The required documents are the following:

A. Syllabus of the subject requiring educational tour and/or field trip

B. Student’s handbook with provisions on educational tours and/or field trips, it was

discussed during the General Orientation and outline of Assessment Report to be

f i l l e d i n b y t h e c o n c e r n e d f a c u l t y a n d s t u d e n t s ;

C.letter of notification from the Administration indicating Faculty-in-charge role and

responsibilities before, during and after the educational tours and fieldtrips;

D.Letter of requests of sending HEI and duly approved/acknowledged by the Local

Government and other concerned non -government off ices,

E. Minutes of the meeting and attendance sheet during the consultation

conducted to concerned students, faculty and stakeholders;

F. Destination chosen considering cost and benefit requirements and Fund

and other resources properly secured were included in the minutes of the meet-

ing;

G. Briefing of the concerned students including the minutes of the meeting

and attendance sheet;

H. Gantt chart, itinerary duly approved by the HEI and Travel Agency’s or Tour

Operator’s Accreditation

I. Latest certificate issued by Department of Tourism;

39

J. Insurance Policy holder of the concerned students, faculty-in-charge and con-

cerned stake holders;

K. Standard Format of Learning journals given to students;

L. Copy of the announcement to students, faculty and parents made one (1) to

two (2) months before the scheduled date of educational tour/field trip;

M. Copy of Risk Assessment plans and preventive measures given to students

and stakeholders;

N. Individual medical clearance of students to include medical aid kits

are provided;

O. Written schedule of fees disseminated to concerned stakeholders; and,

P. Individual duly notarized parent/guardian’s consent submitted before

the activity.

4. If there are lacking documents, the CHEDRO1 notifies the concerned HEI.

If the documents are complete, the CHEDRO1 issues indorsement to concerned

HEI.

5. Seven (7) days upon returning from the activity, the HEI should submit document

that the following procedures/steps were conducted:

During the Educational Visit or Field Trip:

6.1.a. concerned parents were informed on the securities of the students;

6.1.b. proper implementation of educational visit or field trip; and,

6.1.c. Properly coordinated with concerned LGU and/or government

or non-government office.

After the Educational visit or field trip:

6.2.a. debriefing program;

6.2.b. Assessment report by faculty and submitted including details of

amount expended; and,

6.2.c. Assessment report by students and students concerned.

40

CLIENTS


• Private HEIs


• State Universities and Colleges (SUCs)

1. The sending higher education institution should have the following requirements with

supporting documents:

A. Must have accreditation Level II of the program, Autonomous, Deregulated, COE,

COD or with ISA classification, Category A & B;

B. Practicum subject/s must form part of the requirements in the duly noted/

approved curriculum;

C. Must have an internship unit/office with a designated faculty member or any

authorized Internship Coordinator to manage the program; and,

D. Must have a system and processes for the implementation of this internship

abroad program.

2. HEIs applying for intent to participate in the SIAP, the following documents should be

submitted:

A. Notarized letter of intent to participate in Student Internship Abroad Program

(SIAP) before deploying students for internship abroad;

B. Certified copy of Government Recognition/Authority of the program;

C. Memorandum of Agreement (MOA) with Foreign Host Establishment/Organization

per partner; and,

D. Internship Plan with sample Internship.

3. HEIs applying for CHED endorsement to Bureau of Immigration (BI), the following

documents should be submitted:

A. copy of duly notarized Memorandum of Agreement (MOA) with their FHEs/Os

indicating their specific obligations /responsibilities and HEIs to assume full respon-

sibility over the students while having their Internship Program Abroad,

among others;

B. list of students who intend to undergo the internship together with the following

documents:

b.1. Notarized Application letter signed by authorized school officials;

b.2. Transcript of Records with Seal;

b.3. Passport (photocopy);

b.4. Training Permit issued by host country and/or visa;

b.5. Medical Certificate (Original);

b.6. School Certificate of student eligibility (with seal);

b.7. Flight details; and,

b.8. Additional for SUCs: Board Resolution.

41

TIMELINE

OFFICE CONCERNED Working Day/s Days

CHEDROs CHEDROs 12 12

CENTRAL OFFICEs

OSDS 3

8 Executive Office (EO) 2

Office of the Chairperson 3

4. If there are lacking documents, the CHEDRO1 notifies the concerned HEI within

five (5) days after the document has been received.

5. If the documents are complete, the CHEDRO1 issues indorsement letter within

twelve (12) working days after the document has been received to concerned

HEI for Office of Student Development and Services (OSDS), CHED Central Office,

Quezon City.

6. CHED Central Office issues indorsement letter for Bureau of Immigration (BI) Manila

within eight (8) working days after the document has been received.

7. Bureau of Immigration (BI) Manila issues Certificate of No Derogatory Record with-

in five (5) working days.

8. The HEI purchases plane ticket/s for participating students.

42

43

CHED Customer Service Feedback Form (CSFF)

(Palatandaan ng Pagganap sa Tungkulin)

Kindly check the box that corresponds to your answer (Mangyaring I-check ang kahong naaayon sa inyong kasagutan):

SA- Strong Agree (Lubos na sumasang-ayon) A - Agree (Sumasang-ayon) D - Disagree (Di sumasang-ayon) SD – Strongly Disagree (Lubos na di Sumasang-ayon), DK – Don’t know (Di alam)

SA A D SD DK

1. Was courteous & helpful (magalang & matulungin)

2. Provided prompt service (nagbigay ng maagap na serbisyo)

3. Provided accurate information (nagbigay ng tamang impormasyon)

4. Was honest & professional (tapat at propesyonal)

Name of Office (Opisina)

1. Provided adequate information (sapat ang impormasyon)

2. Had clear procedures (maliwanag ang patakaran)

3. Had adequate facilities/equipment (sapat and pasilidad/kagamitan)

4. I am satisfied with service I received (Masaya ako sa natanggap kong serbisyo)

Suggestions to improve our service (Mungkahi para mapabuti ang aming serbisyo)

44

AUTOMATED CLIENT EVALUATION SYSTEM

45

Complaint Procedures

1. For any complaint, issue, or concern, this should be made in writing and ad-

dressed

to the Regional Director as follows:

The Regional Director

Commission on Higher Education

HEDC Building, Government Center, Sevilla,

City of San Fernando, La Union

2. The letter of complaint should be duly signed by the concerned party to include

his/her name,

address and contact information.

3. For inquiries, concerned parties may submit/send via email address che-

[email protected] and/or fax no. (072) 242-2750.

4. This office shall respond in writing within 15 working days upon receipt of the

letter complaint.

5. For urgent needs for assistance, these can be referred to the designated officer-

of-the-day.

6. In cases where mediation is applicable, the following are certified mediators:

-Mrs. Nympha N. Buenio, Chief Administrative Officer

-Mr. Danilo B. Bose, Education Supervisor II

7. Other concerns/information may also be referred to Dr. Reynaldo D. Agcaoili,

Education Supervisor II and Information/Student Desk Officer.

46

47

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48

Telephone Number: (072) 242-5017

Fax Number: (072) 242-2750

Email Address: [email protected]

Website: www.chedro1.com