Ched Mop

TABLE OF CONTENTS
Foreword (Chairperson) ............................................................................................... 1

Acknowledgement (Executive Director)
Preface (Deputy Executive Director)
Introduction (Deputy Executive Director) ...................................................................... 2
CHED Administrative Order
Definition of Terms ....................................................................................................... 4
Acronyms.................................................................................................................... 18
PART 1
CHED MANDATE, FUNCTION AND ORGANIZATIONAL STRUCTURE

Mandate ................................................................................................ 23
Functions
Organizational Structure
General Functions of CHED Offices
1. Office of the Chairperson and Commissioners (OCC) ............... 23
2. Office of the Executive Director (OED) ...................................... 25
3. Office of Programs and Standards Development (OPSD) ......... 27
4. Office of Institutional Quality Assurance and Governance
(OIQAG)..................................................................................... 32
5. Office of Planning, Research, and Knowledge Management
(OPRKM) ................................................................................... 36
6. Office of Student Development and Services (OSDS) ..................... 42
7. Legal and Legislative Service (LLS) ......................................... 48
8. Administrative and Finance Management Services (AFMS) ..... 52
9. International Affairs Service (IAS) ............................................. 56
10. Higher Education Development Funds Staff (HEDFS) ........... 58
11. Regional Offices (RO)................................................................. 60
PART II
PROCEDURES AND PROCESS FLOWS IN IMPLEMENTING

CHED FUNCTIONS
1.1. Records Management Unit under the Office of the Chairperson
and Commissioners ......................................................................... 63
1.1.1 Incoming Communications
1.1.2 Outgoing Official Communications
1.1.3 Processing of Request for CHED Endorsement
to Hold an Activity
1.2. Processing of Requests, Invitations and Other Incoming
Communications from CHED Offices and Outside Clients.............. 65
1.3. Processing of Requests for Scheduled Interviews by the media with
the CHED Chairperson. .................................................................. 65
1.4. Processing of Requests for Message from the
CHED Chairperson... ....................................................................... 66
1.5. Processing of Requests for Appointments. ..................................... 66
1.6. Processing of Requests for Invitations. ........................................... 67
1.7. Processing of Requests for Travel Authority from
SUCs Presidents. ........................................................................... 67
1.8. Processing of Requests of SUCs to
Hold Special Board Meetings.69
1.9. Processing of Requests for Referendum of SUCs. ......................... 70
1.10. Processing of Requests to Hold a Special Meeting to
Elect/Evaluate a SUC President. .................................................. 70
1.5. Processing of Requests for Appointments. ..................................... 76
2.1. Processing of Requests, Invitations and Other Incoming

Communications from CHED Offices and Outside Clients.............. 77
2.2. Inspectorate Monitoring and Evaluation .......................................... 77
2.3. Approval of CHED Issuances ......................................................... 78
2.4. Conduct of Management Committee (ManCom) and
Commission en Banc Meeting (CEB) ............................................. 78
2.5. Conduct of the National Directorate meetings (NDM) ..................... 80

2.6. Request for Scheduled Interview .................................................... 80
3.1. Identification of Technical Panels/Technical Committees ............... 87
3.2. Provision of Support of Technical Panels/Technical Committees ... 87
3.1. Formulation/Revision of Policies, Standards and Guidelines (PSGs)
of Academic Programs ................................................................... 88
3.2. Processing Government Authority to Operate Programs for
Medicine, Dentistry, Nursing, Graduate Programs, and Programs
Without Existing PSGs .................................................................... 89
3.3. Processing Authority to Operate Extension Programs .................... 90
3.4. Processing Authority to Operate Transnational Education/
Distance Education ......................................................................... 90
3.5. Processing Authority to Operate Ladderized Education Program for
Programs without CHED-approved Model Embedment .................. 91
3.6. Processing Application for Authority to Implement Expanded Tertiary
Education Equivalency Program (ETEEAP) ................................... 92
3.7. Processing Authority to Confer Honorary Degree ........................... 92
3.8. Regular Monitoring of Programs under OPSD Offered by Higher
Education Institutions...................................................................... 93
3.9. Joint CHED-PRC Monitoring of Programs Offered by Higher
Education Institutions...................................................................... 94
3.10. Center of Excellence/Center of Development (COEs/CODs) ....... 94
3.11. Processing Application for Scholarships or Grants under the
Faculty Development Program (FDP) ........................................... 97
3.11.1 Processing of Application of Delivering Higher
Education Institutions (DHEIs) to offer programs
under FDP
3.11.2 Processing of Application and Support for the FDP
Scholarship
3.11.3 Monitoring of FDP Scholars
3.12. Processing Applications for Financial Support for the Identified

National Universities/Colleges of Agriculture and Fisheries
(NUCAFs) And Provincial Institutes of Agriculture and Fisheries
(PIAFs) under the NAFES Project ................................................. 99
3.13. Processing of Financial Assistance for Accreditation of Higher
Education Institutions: Preliminary Survey Assistance for
Accreditation (PSAA) and Institutional Development Assistance for
Accreditation (IDAA) ................................................................... 101
3.14. Approval and Implementation of Developmental/Innovative
Programs/ Projects ..................................................................... 102
3.15. Processing of Request for Revision of Program Curriculum ....... 103
3.16. Procedure in the Preparation of Comments/Position Papers in Aid
of Legislation and Policy Formulation ......................................... 104
3.17. Maritime Education Services ...................................................... 105
4.1. Procedure for Incoming and Outgoing Communication ................ 170

4.2. Procedure for Policy Development ............................................... 170
4.3. Procedure for Policy Advocacy ..................................................... 171
4.4. Procedure for Policy Data Collection ............................................ 172
4.5. Procedure for Policy Inputs ........................................................... 172
4.6. Procedures for Policy Implementation .......................................... 173
4.7. Procedure for Evaluating Horizontal Typology Applications.......... 173
4.8. Procedure for Evaluating Vertical Typology Applications.............. 173
4.9 Procedure for Evaluating the Compliance of a State College with the
requirements for Conversion to University .................................... 174
4.10. Procedure for Processing Requests for
Institutional Sustainability............................................................ 176
4.11. Procedure for Evaluating the Accomplishments of SUCs for
Performance Based-Bonus (SUC PBB) ...................................... 177
4.12. Procedure for Levelling of SUCs................................................. 178

4.13. Establishment/Recognition of Local Government-Operated PostSecondary Institution (LGOPI) or Local Universities and Colleges
(LUCs) ......................................................................................... 178
4.14. Project Proposal Review ............................................................. 179
5.1. Planning and Resource Management Division (PRMD) ............... 198

5.1.1. Formulation of Higher Education Development Plan,
Strategic Plan, and Public Investment Plan
5.1.2. Preparation of Agency Performance Commitments/Action
Plans/Physical Accomplishment Reports
(PCs/APs/PARs)
5.1.3. Application of Normative Funding (NF) Formula to the
State Universities and Colleges (SUCs) Budget
(Form 5.1 Normative Financing Formula))
5.2. Research Management Division (RMD) ....................................... 200
5.2.1. Research Capability Building
5.2.1.1. Research Grants-In-Aid (GIA)
5.2.1.2. Visiting Research Fellowship Grants/
Balik Scientist Program
5.2.1.3. Thesis/Dissertation Grants
5.2.1.4 Support for Paper Presentation in
International Conference
5.2.2. Research and Extension Promotions and Awards ....... 204
5.2.1.1. CHED Research and Publication
(REPUBLICA) Award
5.2.1.2. Best HEI Research Program Award
5.2.1.3. Best HEI Extension Program Award
5.2.1.4 Journal Accreditation Service
5.2.3. CHED Research Management Information System ..... 206
5.2.3.1 Maintenance of CHED Research Database
5.3. Knowledge Management Division (KMD) ..................................... 206

5.3.1. Call for Submission of Higher Education Data
5.3.2. Accomplishment of Forms
5.3.3. Data Processing at the CHEDROs
5.3.4. Data Processing and Consolidation at the CHED
Central Office (CHEDCO)
5.3.5. Preparation of Higher Education Statistical Bulletin,
Higher Education Indicators and SUC Statistical Bulletin
(Form 5.3.1 and 5.3.2)
5.3.6. Data Dissemination
5.3.7. Posting of Data/Information in the CHED Website
5.3.8. Attending to Walk-in Researchers
5.3.9. Attending to Phone-in Requests
5.3.10. Attending to Requests submitted through fax,
mail and e-mail
5.3.11. Attending to Requests submitted through phone, fax,
mail, and e-mail which are considered time-consuming
5.3.12. Provision of Technical Assistance
6.1. Procedures for Policy, Program Development and

Technical Assistance) ................................................................... 220
6.1.1. Development of Policies, Guidelines and Procedures for
Student Development and Services Program
6.1.2. Procedures on Technical Assistance
6.1.3. Procedures on Collaboration with CHEDROs,
Government and Non-Government Organizations
6.2. Procedures for Monitoring and Evaluation .................................... 231
6.2.1. Development of Monitoring and Evaluation of System
and Instruments
6.2.2. Monitoring and Evaluation of Other Student Affairs
and Services
6.3. Procedures for Student Affairs and

Services Information System ........................................................ 232
6.4. Procedures for Program Advocacy ............................................... 232
6.4.1. Assistance given to other government agencies in
information materials that deal with student development
and services
6.5. Procedures for Local Student Affairs Division (LSAD) .................. 233
6.5.1. Procedures for Student Access Unit (SAU)
6.5.1.1. Allocation of Slots and Fund for CHED Student
Financial Assistance Programs (StuFAPs) per
CMO 14 s. 2014
6.5.1.2. Fund Transfer of slots and fund of CHED Student
Financial Assistance Programs (StuFAPs) to
CHED Regional Offices
6.5.1.3. Selection of Expanded Students Grant-in-Aid
Program for Poverty Alleviation (ESGP-PA) per
Joint Memorandum Circular 2014-1
6.5.1.4. Administration of the Sajahatra Bangsamoro
Study Grant Program (SBSGP)
per CMO s. 2013
6.5.1.5. Administration of the Iskolar ng Bayan (INB)
Program per R.A. 10648
6.5.1.6. Execution of Memorandum of Agreement (MOA)
between CHED, selected HEIs and/or concerned
agencies relative to the devolution and
administration of STUFAPS per CMO 4 s. 2004,
CMO 25 s. 2006, CMO 25 s. 2008 and other
Student Development Programs
6.5.1.7. Monitoring and Evaluation of CHED StuFAps and
Special Loan Programs
6.5.2. Procedures for Student Welfare and Development Unit
(SWDU)) ....................................................................... 237

6.5.2.1. Issuance of National Service Training Program
(NSTP) Serial Numbers per CMO 27 s. 2015
6.5.2.2. 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
6.5.2.3. Indorsement of Agency/Organization Sponsored
Student-Related Activities
6.6. Procedures for International Student Affairs Division (ISAD) ........ 238
6.6.1. Application for the Grants-in-Aid to Students Participation
in Leadership Conferences and Seminars (GRASP) per
CMO 12 s. 2012
6.6.2. Issuance of CHED Endorsement to Bureau of Immigration
for Student Internship Abroad Program (SIAP) per CMO
22 s. 2013
6.6.3. Issuance of CHED Endorsement to the Bureau of
Immigration on the Transfer of School, Shifting of
Program and Visa Conversion or Extension per Executive
Order 285 s. 2000 for Foreign Student (FS) Clinical
Clerkship in the Home Country
6.6.4. Issuance of Student Visa (9f)/Tourist Visa (9a) by the
Department of Foreign Affairs per Executive Order 285
s. 2000
6.6.5. Issuance of Certificate of Eligibility for Admission to
Medical and Dental Courses to Foreign Students per
Executive Order 285 s. 2000
6.6.6. OSDS One-Stop Processing Center Certification,
Authentication and Verification of Higher Education
Scholastic Records per CMO 17 s. 2013
6.7. Preparation of plans, programs budgetary requirement, and
accomplishments reports of the division ....................................... 242

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
7.1. Investigation and Enforcement Division (IED ................................ 268

7.1.1. Validation
7.1.2. Fact-Finding
7.1.3. Legal Opinion/Tax Exemption/SEC Endorsements/Petition for
Corrections of Name/Contract Review and Drafting/Other
Concerns
7.2. Legislative Liaison and Mediation Division.................................... 269
7.2.1. Attendance to Congressional Meetings and Preparation
of Position Papers
7.2.2. Mediation
8.1. Accounting Division ...................................................................... 276

8.1.1. Processing of Disbursement Vouchers (DV)
8.1.2. Payment of Disbursement Vouchers through Advice to Debit
Account (ADA)
8.1.3. Recording of Disbursement Vouchers
8.1.4. Preparation and Submission of Report of Checks Issued
(RCI)
8.1.5. Processing and Recording of Fund Transfers to the Regional
Offices through the Issuance of Notice of Transfer Allocation
(NTA)
8.1.6. Verification and Recording of Collection and Deposit (RCD)
8.1.7. Inspection of Delivered Goods
8.1.8. Monitoring, Pre-Audit and Recording of Liquidation Cash
Advance by Officers/Employees
8.1.9. Processing, Remittance, Maintenance of Records and

Certification of Mandatory and Allowable Deductions
8.1.10. Preparation and Submission of Tax Remittance Advice
(TRA), Issuance and Submission of Certificate of Tax
Withheld and Alpha List
8.1. Budget Division ............................................................................. 289
8.2.1. Preparation and Submission of the Agency Budget
Proposal
8.2.2. Preparation of Financial Breakdown based on the General
Appropriations Act (GAA) and Other Budget Laws/Authority
8.2.3. Preparation/Processing of Obligation Request and Status
(ORS)
8.2.4. Releasing of Sub- Allotment Release Order (Sub-ARO) to the
CHED Regional Offices (CHEDROs) for particular claims
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
8.3. Human Resources Develpoment Division..................................... 292
8.3.1.1. Payment of Personnel Services
8.3.1.2. Leave Administration
8.3.1.2.1. Processing of Application for
Leave of Absence
8.3.1.3. Granting of Study Leave
8.3.1.4. Recruitment, Selection, Appointment and
Promotion of CHED Personnel in the
Central Office
8.3.1.5. Hiring of manpower services through
Contract of Service
8.3.1.6. Performance Evaluation/Ratings of Rank and
File Employees
8.3.1.7. Other Personnel Services
8.3.2.1. Procedures and Criteria in the Granting of

Foreign Scholarship and Training\Program
Selection
8.3.2.2. Selection and Granting of Scholarship and
Training Program (Locally Funded)/ CSCLSP/DOST/PMDP etc.
8.3.2.3. Attendance to other Non-Degree/Training
(Short- term/Specialized/Conferences)
8.4.1.1. Issuance of Property Acknowledgement Receipt
(PAR) for properties issued to officials and
employees........................................................ 307
8.4.1.2. Cancellation of the PAR .................................. 308
8.4.1.3. Conduct of Annual Physical Inventory ............ 308
8.4.1.4. Disposal of Property ........................................ 308
8.4.1.5. Preparation of the Project Procurement
Management Plan (PPMP) Annual Procurement
Plan (APP) for Common Use Supplies and
Equipment (CSE) available at the PS-DBM and
outside the PS-DBM........................................ 308
8.4.1.6. Requisition of Office Equipment. ..................... 309
8.4.1.7. Requisition of Goods/Services Not Available at
Procurement Service-DBM. ............................ 309
8.4.1.8. Issuance of Gate Pass for
Property/Personnel .......................................... 311
8.4.1.9. Payment of utility bills...................................... 311
8.4.1.10. Registration of RP vehicles and filing of
insurance for
HEDC Building and RP vehicles ................... 311
8.4.1.11. Repair and maintenance of equipment and
motor vehicles ............................................... 312
8.4.1.12. Transportation Services ................................ 312
8.4.2.1. Collection and Deposit of Required CHED Fees

for the Cost of Services ................................... 313
8.4.2.2. Payment of Approved
Disbursement Vouchers .................................. 313
8.4.2.2.1. Preparation of Notice of Transfer Allocation
(NTA) ............................................................ 313
8.4.2.2.2. Preparation of Modified Disbursement Scheme
(MDS)/Trust Check ....................................... 313
8.4.2.2.3. Preparation of List of Due and Demandable
Accounts Payable Advice to Debit Account
(LDDAP-ADA) .............................................. 314
8.4.2.3. Charging Expenses from the Petty
Cash Advance ................................................. 314
8.4.2.4. Filing of Bond for Officials and Employees
(Cashier, Authorized Signatories, Property Officer
and Special Disbursing Officer)....................... 316
8.4.3.1. Incoming Communications:
Records Management Unit ............................. 316
8.4.3.2. Outgoing Communications:
Records Management Unit ............................. 316
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 .................................................... 316
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) .............................................. 317
8.4.3.5. Order of Correction of Name ........................... 317
8.4.3.6. Disposal of Records ........................................ 317

8.4.4. Maintenance Unit (Building and Ground Areas) ................. 317
8.4.4.1. Repair and maintenance of equipment
and facilities
8.4.5. Management Unit............................................................... 318
8.4.5.1. Identification of Processes/Systems
for Improvement
9.1. Development of policies, strategies and projects/programs on

internationalization and in fulfillment of international commitments:
FTAs, GATS/WTO, SEAMEO-RIHED, UNESCO, APEC, ASEAN,
ASEMME, UMAP, AUN, ASEA-UNINET, ASAHIL, ASED, and other
regional and international organizations ....................................... 319
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 ....................................................... 320
9.3. Clearing house of bilateral and multilateral academic cooperation
agreements, services, exchanges, international recognition of
degrees and qualifications, and issues concerning
foreign students ............................................................................ 322
9.4. Provision of information on education policies, systems, curriculum
development, educational governance, and education materials as
well as information on the comparability of higher education
programs, studies, degrees, diplomas in other countries, on the one
hand, and as source of similar information on the Philippines to and
from international entities (as Center for Information and Academic
Mobility (CIAM) ............................................................................. 322
9.5. Implementation of academic exchange programs, international
linkages, networking programs of SEAMEO-RIHED, UNESCO,
APEC, ASEAN, ASEMME, UMAP, AUN, ASEA-UNINET, ASAHIL,
ASED, ERASMUS MUNDUS, COOPERATE and other regional and

international organizations, and other programs pursuant to
international commitment. ............................................................. 322
9.6. Facilitating cooperation and collaboration between HEIs in the
Philippines and those of other countries. ...................................... 323
9.7. Provision of assistance to HEIs, and education networks to develop
their expertise in specialized fields needed in ASEAN and
other regions. ................................................................................ 324
9.8. Coordination of Official Development Assistance (ODA) with
concerned CHED organic units..................................................... 324
9.9. Facilitating access of HEIs, CHED officials, and public to
scholarships, academic programs, conferences, competitions, and
academic exhibits organized by embassies, international
organizations, and HEIs abroad.................................................... 325
9.10. Facilitating attendance of CHED and/or other education officials in
ministerial and other meetings, conferences, and partnerships
missions necessitated by authorized
international commitments .......................................................... 325
9.11. Procedures related to international linkages to promote cooperation
between PH HEIs and HEIs abroad pursuant to CMO 1, S. 2000 on
Policies and Guidelines in the Implementation of International
Linkages and Twinning Programs............................................... 326
9.12. Orientation of visiting dignitaries and other foreign guests on the
Philippine higher education system ............................................ 326
9.13. Implementation of Foreign Scholarship and Training Program
(FSTP) pursuant to EO 402, and CSO 41, S. 2007 .................... 327
9.14. Outsourcing of services .............................................................. 328
10.1. Access for Higher Education Development Fund

(CHED Order No. 1 Series of 2011) ............................................ 332
10.2. Processing of Request for Funding for Project Activities
of CHED Offices) ........................................................................ 332

10.3. Payment of HEDF Funded Programs and Projects .................... 332
10.4. Transfer of Funds to CHED Regional Offices ............................. 333
10.5. Assessment of Financial Utilization of HEDF-Funded Programs
and Projects ................................................................................ 333
10.6. Monitoring and Evaluation of HEDF Funded Programs
and Projects ................................................................................ 334
10.7. Report Generation ...................................................................... 334
10.8. Posting of Financial Reports in the CHED Website .................... 335
10.9. Procurement of Goods and Services .......................................... 335
11.1.. Processing of Application for Initial Permit/Government Recognition

and Certificate of Program Compliance for Undergraduate
Programs (Except Medicine, Dentistry, Nursing and Maritime
programs; and Law programs under Legal Education Board)..... 347
11.2. Processing of Applications for Renewal Permit to Operate
Undergraduate Programs (Except Medicine, Dentistry, Nursing,
Maritime programs, and Law programs under the
Legal Education Board) .............................................................. 349
11.3. Processing of Application for Government Permit/Recognition to
Operate Maritime, Medicine, Nursing, Dentistry and Graduate
Programs (Including application of SUCs and LUCs) ................. 350
11.4. Processing of Application for Government Permit/Recognition to
Operate Programs without PSGs and Alternative Learning System
(Including application of SUCs and LUCs) .................................. 351
11.5. Establishment of New Private HEI .............................................. 352
11.6. Establishment of New Local College (LC)................................... 353
11.7. Processing Application for Grant of University Status and University
System for Private HEI................................................................ 354
11.8. Processing Application for Conversion Status of
Local College to University ........................................................ 356
11.9. Regular Monitoring of HEIs (Program, Institutional, Tuition & Other

Fees Increase and Other Student Services) .............................. 357
11.10. Verification/Validation of Private HEIs with Alleged Illegal
Operation, Advertisement and Other Violations ........................ 358
11.11. Processing of Conduct of Local Educational Tours and Field Trips
of College and Graduate Students Violations ........................... 359
11.12. Processing of Conduct of International Educational Tours and
Field Trips of College and Graduate Students Processing of
Student ..................................................................................... 360
11.13. Internship Abroad Program (SIAP) .......................................... 360
11.14. Processing of Application for Institutional Sustainability
Assessment (ISA) .................................................................... 362
11.15. Processing of Application for Typology .................................... 363
11.16. Processing of Application for Center of Excellence (COE)/Center
of Development (COD) ............................................................ 364
11.17. Processing of Request of HEI for Endorsement of
SEC Registration ..................................................................... 365
11.18. Processing of Request for CHEDRO Endorsement of Activities of
Agencies/Institutions/Associations and Other Entities ............. 366
11.19. Process in Taking Actions on Complaints from Different Sectors
Collecting, Processing and Databanking of
Higher Education Data ............................................................. 366
11.20. Processing Students Application for StuFAPs ........................ 369
11.21. Processing of Financial Benefits for CHED StuFAPs .............. 369
11.21.1. Processing of Payment of Financial Benefit Directly to
Grantee
11.21.2. Processing of Payment of Financial Benefit through HEIs
with MOA
11.22. Processing of Grants-In-Aid to Students Participation in
Leadership Conferences and Seminars (GrasP) ..................... 370
11.23. Processing of Application for Increase in Tuition and Other
Schools Fees (TOSF) .............................................................. 372

11.24. Issuance of NSTP Serial Number ............................................ 374
11.25. Issuance of Special Order (S.O.) ............................................. 374
11.26. Processing of Certification, Authentication and Verification (CAV)
of Academic Records ............................................................... 375
11.27. Processing C2 (Eligibility to Take Bar Exam) (for graduates up to
AY 2011-2012, for ensuing years beginning AY 2012-2013, the
Legal Education Board processes C2) .................................... 376
PART III
FORMS (Work-in-progress)
1.1 Certificate of Appearance

1.2 Chairpersons Routing Slip
1.3 Letters Templates
2.1 Data Log

2.2 Referral Sheet
2.3
2.4 CSW Template
2.5 Agenda Template
2.6 Resolution Template
2.7 Schedule of Management Committee and
Commission En Banc Meetings
2.8 Minutes Template
2.9 Matters Arising Form
4.1 CSW Form

4.2 Activity Task Checklist
4.3 Horizontal Application Forms for University
(Form U1 to Form U8)
4.4 Horizontal Application Forms for Professional Institution

(Form P1 to Form P7)
4.5 Horizontal Application for College (Form C1 to C5)
4.6 Horizontal Application Checklist
4.6.1 For Professional Institution
4.6.2 For College
4.7 Vertical Application Forms
4.7.1 Commitment to Excellence (Form CE1 to Form CE3
For All Horizontal Types
4.7.2 Institutional Sustainability and Enhancement (Form ISE)
For All Horizontal Types
4.7.3 Additional Evidence Forms for University
(Form UAE1 to Form UAE2)
4.7.4 Additional Evidence Forms for Professional Institution
(Form PAE1 to Form PAE4)
4.7.5 Additional Evidence Forms for College
(Form CAE1 to Form CAE 2)
4.8 Vertical Application Checklist
3.8.1 For Professional Institution
3.8.2 For College
4.9 On-Site Evaluation Checklist
4.10 SUC PBB Forms
4.11 SUC PBB Scorecards
4.12 SUC Levelling Self-Survey Instrument
4.13 Eligibility Checklist for Institutional Grant
4.14 Evaluation Form for Project Proposal
5.1 Research Proposal Form 1

5.2 TOR Form
5.3 LIB Form 2
5.4 WFP Form 3
5.5 Log Frame

5.6 KMD Employer-CIR Usage Agreement Form
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
10.1 Obligation Report and Status

10.2 Disbursement Voucher
10.3 Request for Budget Approval
10.4 Request for Fund Transfer
10.5 Notice of Transfer Allocation
10.6 Notice of Sub-Allotment Advice
10.7 List of Due and Demandable Accounts Payable
10.8 Travel Authority
10.9 Purchase Report
10.10 Purchase Order
10.11 Agency Procurement Report
10.12 Project Procurement Management Plan
10.13 Work and Financial Plan
10.14 Report of Check Issuance
10.15 List of Due and Demandable Accounts Payable Report
10.16 Notice of Transfer Allocation Report
10.17 Journal Entry Voucher
10.18 Statement of Appropriations, Allotments, Obligations,
Disbursements and Balances (FAR 1)
10.19 Monthly Report of Disbursements (FAR 4)
10.20 Liquidation Report
10.21 Job Order

10.22 Notice for Monitoring
11.5 GPR Form Checklist Initial Permit/Recognition

11.6 GPR Form Checklist Renewal Permit
PART IV
COMMUNICATIONS TEMPLATE (Work-in-progress)
1.1 Letter Template for Denial of Request for Endorsement

1.2 Letter Template for Acknowledgment of
Receipt of Communication
2.1 Acknowledgement Letter

2.2 Memorandum on the Submission of Commitments/Targets
2.3 Notice of Meeting
2.4 Matters Taken Up
3.1 Acknowledgment Letter to CHEDRO Re HEIs Application for Initial/

Renewal Permit/Recognition/Government Authority Forwarded With
Preliminary Evaluation
3.2 Acknowledgment Letter to CHEDRO Re HEIs Application for Initial/
Renewal Permit/Recognition/Government Authority Forwarded
Without Preliminary Evaluation
3.3 Indorsement Letter to Technical Panel/Technical Committee
Forwarding Application for Initial/Renewal
Permit/Recognition/Government Authority
3.4 Indorsement Letter to CHEDRO Informing Findings of the TP/TC
After Ocular Inspection Re HEI Application for Initial
Permit/Recognition/ Government Authority (Action in Abeyance
Pending Compliance)
3.5 Acknowledgment Letter to CHEDRO Re HEIs Submission of

Compliance Documents on Application for Initial/ Renewal
Permit/Recognition/ Government Authority
3.6 Letter to CHEDRO Informing Non-Submission of HEI of Compliance
on Deficiencies Noted by TP/TC During Ocular Inspection for Initial
Permit/ Renewal Permit/Recognition/Government Authority
(Disapproval)
3.7 Letter Informing CHEDRO of CEB Decision on HEIs Application for
Initial Permit/Recognition/Government Authority
(Favorable Action)
3.8 Acknowledgment Letter to CHEDRO Re: HEIs Application to
Conduct Extension Classes
3.9 Letter to CHEDRO Re: Approved Application for Grant of Honorary
Degree Letter to HEI Re: Approved Project Proposal and Work and
Financial Plan of Identified NUCAFs/PIAFs
3.10 Acknowledgment Letter to HEIs Submission of Accomplishment
and Audited Liquidation Report Re: Financial Support for Identified
NUCAFs/PIAFs
3.11 Memorandum to CHEDRO Re: Monitoring and Evaluation of
Financial Assistance to Identified NUCAFs and PIAFs
3.12 Invitation Letter to NAFES Committee Members from Re: Conduct
of Monitoring and Evaluation Visit to Identified NUCAFs/PIAFs
3.13 Certificate for Initial Permit
3.14 Certificate for Recognition
3.15 Certificate of Program Compliance
3.16 Certificate of Authority to Offer Extension Classes
3.17 Acknowledgment Letter to CHEDRO Re: New Course Offering of
Autonomous HEI
3.18 Acknowledgment Letter to CHEDRO Re: New Course Offering of
Autonomous HEI (If Not Within the Deadline of Submission)
3.19 Acknowledgment Letter to CHEDRO Re: Establishment of
Branch/ Satellite Campus of Autonomous HEI

3.20 Acknowledgment Letter to CHEDRO Re: Offering Extension
Classes of Autonomous HEI
3.21 Acknowledgment Letter to CHEDRO Re: Establishing Twinning/
Networking/Linkage Programs of Autonomous/Deregulated HEI
3.22 Acknowledgment Letter to CHEDRO Re: Grant of Honorary
Degree of Autonomous/ Deregulated HEI
3.23 Acknowledgment Letter to CHEDRO Re: Revised
Curriculum/Additional Major (If Complied with Required
Documents)
Curriculum/Additional Major (If Not Complied with Required
Documents)
Curriculum/Additional Major of Autonomous/Deregulated HEI (If
Within the Deadline of Submission)
Curriculum/Additional Major of Autonomous/ Deregulated HEI (If
Not within the Deadline of Submission)
3.27 Memorandum to CHEDRO Re: Outcomes-based Monitoring and
Evaluation of Maritime Education
3.28 Notice of Meeting for the Members of the Technical Committee for
Maritime Education
3.29 Acknowledgment Letter to HEI Re: Revised Curriculum
3.30 Acknowledgment Letter to HEI Re: Corrective Action
5.1 RMD Letter of Approval

5.2 RMD Letter of Disapproval
5.3 CHEDS Annual Higher Education Data Collection letter to HEIs
6.1 Local Student Affairs Division

6.1.1 Memorandum to AFMS/HEDFS on the Request for Fund
Transfer (RFT) and Sub-Allotment Advice (SAA) of the
CHED StuFAPs
6.1.2 Memorandum to CHEDROs on the Transmission of copies of
the request for SAA and fund transfer of the
CHED StuFAPs
6.1.3 Memorandum to CHEDROs on the Transmission of copies of
Notice of Transfer Allocation (NTA) under the
CHED StuFAPs
6.1.4 Letter to HEI to submit electronic file of list of beneficiaries
using the prescribed masterlist template
6.1.5 Letter to Agency to submit electronic file of list of
beneficiaries using the prescribed masterlist template
6.1.6 Letter to Legislator returning the documents as not
qualified/deficient in reference to the StuFAPs application
6.1.7 Memorandum to CHEDRO Directors indorsing StuFAPs
Applications received by OSDS
6.2 International Student Affairs Division

6.2.1 CHED Endorsement to Bureau of Immigration for SUCs
6.2.2 CHED Endorsement to Bureau of Immigration for
Private HEIs
6.2.3 CHED Endorsement to Bureau of Immigration for SUCACAP Agro-Studies program in Israel
6.2.4 Indorsement Letter to Bureau of Immigration for the Request
of Transfer of Foreign Student
of Shifting of Foreign Student
of Visa Extension of Foreign Student

for Further Study of Foreign Student
6.2.8 Indorsement Letter to Dean of the College of Medicine
Interposing No Objection on the Request for Clinical
Clerkship of Foreign Student
6.2.9 CHED Endorsement to CHEDRO for CAV Verification
6.2.10 CHED Endorsement to HEI for CAV Verification
7.1 Correction of Name Template

7.2 Letter Request for Correction or Name Date & or Place of Birth
7.3 Template Articles BL Indorsement
7.4 Template Tax exemption Indorsement
9.1 Acknowledgement Letter

9.2 Letter from the Chairperson Announcement
9.3 FSTP Memo from the Chair for CHED and SUCs
9.4 Memo from the Executive Director Announcements
9.5 FSTP Invitation for GOs
9.6 Invitation for Panelists
9.7 FSTP Endorsement to the Department of Foreign Affairs
9.8 Sample Special Authority
9.9 Sample of Background and Highlights
9.10 Sample Certificate of Concurrence
11.1 HEIs Application Letter for Initial Permit

11.2 HEIs Application Letter for Renewal Permit
11.3 HEIs Application Letter for Recognition
11.4 Affidavit of Head of HEI
11.7 Acknowledgement Receipt of Application for Initial/Renewal
Permit/ Recognition/Government Authority
11.8.1 Letter to HEI on Result of Documentary Analysis of

Application for Initial Permit/Recognition/Government
Authority Without Deficiency
11.8.2 Letter to HEI on Result of Documentary Analysis of
Application for Renewal Permit Without Deficiency
11.8.3 Letter to HEI on Results of Documentary Analysis of
Application for Initial/Renewal Permit/
Recognition/Government Authority with Deficiencies
11.8.4 Follow-up Letter to HEI Without Compliance Submitted on
Deficiencies Noted in Documentary Analysis of Application
for Initial/Renewal Permit/Recognition/
Government Authority
11.8.5 Reply Letter to HEI Which Fully Complied with
for Initial/Renewal Permit/ Recognition/
11.8.6 Reply Letter to HEI Which Submitted Compliance But Still
with Some Deficiencies Noted in Documentary Analysis of
Application for Initial/Renewal Permit/Recognition/
11.8.7 Letter to HEI with Full Compliance with Major Deficiencies
Noted in Documentary Analysis of Application for
Initial/Renewal Permit/ Recognition/
11.8.8 Letter to HEI Which Could Not Comply with Major
11.8.9 Letter to HEI Which did not Submit Compliance with Major
11.9.1 Letter to HEI Which Submitted Self-Assessment
Document for Application for Initial
Permit/Recognition/Government Authority which
Complied with CHED Minimum Requirements
11.9.2 Letter to HEI Which submitted Self-Assessment Document
for Application for Initial Permit/Recognition/Government
Authority Which Does Not Comply with CHED
Minimum Requirements
Document for Application for Renewal Permit
(Approval)
Document for Application for Renewal Permit
(Disapproval)
11.11.1 Request Letter to the Head of HEI/Agency/Institution re:
Permission for RQAT Member to Conduct Ocular
Inspection
11.11.2 Invitation Letter to RQAT Member from
HEI/Industry/Professional Associations re: Conduct of
Ocular Inspection
11.11.3 Information Letter to HEI on Schedule of
RQAT Inspection
11.12.1 RQAT Report on Evaluation of Application for Initial
Permit/Recognition/Government Authority
(Favorable Recommendation)
Permit/Recognition/ Government Authority
(Unfavorable Recommendation due to

Major Deficiencies)

Permit/Recognition/ Government Authority (Favorable
Recommendation Pending Compliance
with Minor Deficiencies)
11.13.1 Letter informing HEI of Final Action on Application for
Initial Permit/ Recognition/ Government Authority After
RQAT Inspection (Favorable Action)
Initial Permit / Recognition/ Government Authority After
RQAT Inspection (Disapproval)
Initial Permit /Recognition/ Government Authority After
RQAT Inspection (Action in Abeyance
Pending Compliance)
11.14.1 Certificate for Initial Permit
11.14.2 Certificate for Renewal Permit
11.14.3 Certificate for Recognition
11.14.4 CHEDRO Order for LUCs Government Authority
11.15.1 Letter to HEI with Request for Reconsideration on
Disapproved Application (Favorable Action)
11.15.2 Letter to HEI with Request for Reconsideration on
Disapproved Application (Unfavorable Action)
11.15.3 Indorsement Letter to Central Office Forwarding
HEIs Appeal (Different Types)
11.15.4 Indorsement Letter to Central Office Requesting Legal
Advice/ Assistance on Complaints (Different Types) or
Technical Advice/ Assistance on Some Concerns
Application for Government Authority for Nursing,
Medicine, Dentistry, Maritime, Graduate Programs
Application for Government Authority for Nursing,

Medicine, Dentistry, Maritime, Graduate Programs
Application for Government Authority Without PSGs
Application for COE/COD/ETEEAP
Deputization/Distance Education/Extension
Program/Transnational Education/Twinning Program
Application for Autonomous/ Deregulated Status/
Typology
Application for Institutional Sustainability Assessment
(ISA)
11.17.1 Letter to Head of Requesting Party re: Proposed
Establishment of a Private HEI
11.17.2 Letter to LGU Head re: Proposed Establishment of
New Local HEI
11.18.1 Acknowledgment Letter for New Course Offering
of Autonomous HEI
11.18.1 Acknowledgment Letter for Autonomous HEI
re: Grant of Honorary Degree
11.19.1 Acknowledgement Letter of Revised
Curriculum/Additional Major (If Complied with
Required Documents)
11.19.2 Deficiency Letter of Revised Curriculum/
Additional Major
11.19.3 Letter to HEI re: Late Submission of Revised Curriculum/
Additional Major (If Complied with
Required Documents)
11.19.4 Acknowledgment Letter of Revised Curriculum of
Autonomous/Deregulated HEI (If Within the Deadline of

Submission)
11.20.1 CHEDRO Endorsement of Activities in the Region
11.20.2 Acknowledgment of Letter of Intent for Tuition
and Other School Fees Increase
11.22.1 Acknowledgment Letter on Consultation Schedule for
Tuition and/or Other School Fees Increase
11.22.2 Acknowledgment Letter for Increase in Tuition and Other
School Fees for Freshmen Only
11.22.3 Letter of Approval of Application of HEI for Tuition and/
or Other Fees Increase
11.22.4 Approval of Application of HEI for Tuition and
Other Fees Increase
11.22.5 Deficiency Letter on Application for Tuition and/or
Other School Fees Increase
11.22.6 Disapproval Letter for Tuition and/or
Other School Fees Increase
APPENDICES
4.1
4.2
4.3
4.4
4.5
4.6
5.1
AO No. 25, series of 2011 Inter-agency Task Force on the

Harmonization of National Government Performance Monitoring,
Information and Reporting Systems.
CMO No 46, series of 2012 Policy Standards to Enhance QA
through Outcomes-based and Typed-based QA
CMO No. 32, series of 2006 Policies, Standards and
Guidelines on the Establishment and Operation of Local Colleges
and Universities
DILG MC 2009-67
Republic Act No. 7160 Local Government Code of 1991
DOJ Opinion No. 72 s. 2009
Document: National Higher Education Research Agenda (20092018)
5.2
5.3
5.4
CMO 03, Series of 2015: Policy Reforms for the Grants-In-Aid

Funds of the Commission on Higher Education (CHED) for
Research and Development, and Extension
CMO 23, Series of 2015: AY 2015/16 Higher Education
Data/Information Collection
CMO 02 Series of 2013: CHED Information Communication and
Technology (ICT) Resources Policy and Guidelines (CIRPAG)
FOREWORD
The Commission on Higher Education (CHED) under the Aquino Administration
focused its Higher Education Reform Agenda (HERA) on four key tactical and
transformative strategies to address long-standing problems in Philippine higher
education: first, to expand ACCESS to quality education and training; second, to
enhance the CAPACITY or competencies of students and faculty; third, to develop
and foster EXCELLENCE in higher education institutions; and fourth, to enshrine
ETHICAL and INNOVATIVE GOVERNANCE in CHED and in our state universities
and colleges.
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.
As we work towards improved transparency and accountability in the delivery of our
services, I am certain that the development of this Manual will greatly benefit us and
the publics we serve.
Patricia B. Licuanan, Ph.D.

Chairperson
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 reorientation 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.
Designing it as a progressive organization, the RatPlanners worked on certain basic
assumption of reengineering a bureaucracy under a DBM directive - that the mandate
and process of outsourcing of critical and urgent services/functions shall be
regularized. It was also an important assumption that the fundamental reform, that is
the typologies of HEIs, is continually advocated and implemented and that the new
CHEDs work would be focused on development promotion thru incentives instead of
mere regulation. Although it was considered to be a tall order, the hope of a new and
dynamic bureaucracy was to rest also on the grant of a greater flexibility and creativity
in organizational development and re-orientation of mindsets.
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.
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).
Moreover, in keeping with the international best practice resorted to by our
organizational counterparts in other countries, the RatPlan guides but the MOP let it
be known, projects a positive image of a business-like and task-delivering organization
approximating private sector efficiency.
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.
Furthermore, we have committed to the DBM, a Human Resources Development
Master Plan to accompany and backup our RatPlan. Out HRD Plan shall harness the
capacities and competencies of organic units and qualifications of their staff shall
maintain a good balance of generalist and highly specialized fields to re-invigorate our
oversight of the curriculum and quality assurance processes. The 2015 MOP should
help operationalize it by way of our procedures and hiring and firing policy.
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
DEFINITION OF TERMS
Academic Cooperation Agreement refers to a cooperative agreement,

either bilateral or multilateral, that signifies a partnership between governments,
between HEIs, or corporation and HEIs for the implementation of collaborative
teaching and learning activities, including distance learning; joint research;
transfer of technology; delivery of academic services; and the exchange of art
and culture or other collaborative academic activities.
Accreditation refers to a voluntary activity or process leading to the issuance
of a certificate of accredited status by an organized body of educational
institutions attesting to the quality or standards of a higher education institution
or to any of its educational programs, and to the effectiveness of the
management and operations of the institution offering the program, usually
exceeding the minimum standards or criteria for government recognition as
provided for in the Manual of Regulations for Private Higher Education
(MORPHE) of 2008. Accreditation is generally voluntary in nature.
the process of assessment and review that enables a
higher education program or institution to be recognized or certified as meeting
appropriate standards [UNESCO Draft Toolkit for the Recognition of Foreign
Qualifications, 2012).
Accreditation bodies refer to agencies that assess the quality of educational
institutions based on a set of criteria, measured through surveys and onsite
reviews by experienced accreditors.
The following accreditation bodies are recognized by CHED: Philippines
Accrediting Association of Schools, Colleges and Universities (PAASCU), the
Philippine Association of Colleges and Universities Commission on
Accreditation (PACU-COA), the Association of Christian Schools, Colleges and
Universities-Accrediting Agencies, Inc. (ACSCU-AAI), all under the umbrella of
the Federation of Accrediting Agency of the Philippines (FAAP); and the
Accrediting Agency of Chartered Colleges and Universities in the Philippines
(AACCUP), Inc., and the Association of Local Colleges and Universities
Commission on Accreditation, Inc. (ALCUCOA), both under the National
Network of Quality Assurance Agencies, Inc.
Alternative Learning System this is now commonly called as NonConventional programs which cover distance education, transnational,
ETEEAP, twinning programs, and extension programs.
ASEAN 2015 A roadmap to achieve better regional integration of the sociocultural, economic, and political security pillars of the Association of Southeast
Asian Nations (ASEAN) member-states by 2015, also known as ASEAN
Community 2009-2015, ASEAN 2015 will be marked by labor mobility within the
region, among others.
Assessment when applied to individuals: refers to the process of evaluating
the knowledge, skills or competencies of individual learners; if applied to
programs and institutions, involves the process of evaluating the educational
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
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.
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).
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 --
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].
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 nonstock 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-ofliving-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].
13
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
ABET
AB
AFMS
AO
APs
APEC
APP
APR
AQRF
ATHA
BP
CAO
CAV
CEB
CGD
CHEDRO
CIRPAG
CMO
CMT
CO
COA
COC
COIC
COO
COPC
CSC
CSSGP
CSSSGP-CD
CSW
CWTS
DA
DA-BAR
DBM
DCP
DepEd
DED
DFA
DHEI
DOJ
DOST
DV
e-NGAS
ED
Accreditation Board for Engineering and Technology, Inc.

Annual Budget
Administrative and Finance Management Services
Administrative Order
Action Plans
Asia-Pacific Economic Cooperation
Annual Procurement Plan
Agency Procurement Plan
ASEAN Qualification Reference Framework
Authority to Hold Activity
Batas Pambansa
CHED Administrative Order
Certification, Authentication and Verification
Commission en Banc
Coordination and Governance Division
CHED Regional Office
CHED Information Communication and Technology (ICT)
Resources Policy Guidelines
CHED Memorandum Order
Calamity Management Team
Capital Outlay
Commission on Audit
Certificate of Compliance
Certificate of Intended Compliance
Chief Operating Officer
Certificate of Program Compliance
Civil Service Commission
CHED Special Study Grant Program
CHED Special Study Grant Program under various Congressional
District
Complete Staff Work
Civic Welfare Training Service
Department of Agriculture
Department of Agriculture Bureau of Agrarian Reform
Department of Budget Management
DND-CHED-PASUC Study Grant Program
Department of Education
Department of Foreign Affairs
Delivering Higher Education Institution
Department of Justice
Department of Science and Technology
Disbursement Voucher
Electronic National Government Accounting System
Executive Director
18
ETEEAP
EUR-ACE
ESGP-PA
FAAP
FDP
FIA
FS
GAA
GE
GEC
GIA
GOs
GRASP
GSIS
HEDF
HEDFS
HEIs
HEMIS
IAS
IATF
ICMT
ICT
IDAA
IEC
IED
IMU
INB
IP
IQuAME
IRR
ISAD
IT
JMC
JSMP
KMD
KRU
LDDAP-ADA
LEP
LLL
LLMD
LLS
LOA
LSAD
LTS
LUCs
Expanded Tertiary Education Equivalency and Accreditation

European Accredited Engineer
Expanded Students Grants-in-Aid Program for Poverty Alleviation
Federation of Accrediting Agencies of the Philippines
Faculty Development Program
Free Trade Agreement
Full Scholarship
General Appropriations Act
General Education
General Education Curriculum
Grants-in-Aid
Government Organizations
Grants-in-Aid to Students Participation in Local and International
Seminars and Conferences
Government Service Insurance System
Higher Education Development Fund
Higher Education Development Fund Staff
Higher Education Institutions
Higher Education Management Information Systems
International Affairs Services
Inter-Agency Task Force
Institutional CMT
Information Communication Technology
Institutional Development Assistance for Accreditation
Information, Education and Communication
Investigation and Enforcement Division
Information Management Unit
Iskolar ng Bayan
Investment Plan
Institutional Quality Monitoring and Evaluation
Implementing Rules and Regulations
International Student Affairs Division
Information Technology
Joint Memorandum Circular
Job-Skills Matching Program
Knowledge Management Division
Knowledge Resource Unit
List of Due and Demandable Accounts Payable Automatic Debit
Ladderized Education Program
Lifelong Learning
Legislative Liaison and Mediation Division
Legal and Legislative Service
Letter of Advice
Local Students Affairs Division
Literacy Training Service
Local Universities and Colleges
19
ManCom
MARINA
M/LTP
MFOs
MHEI
MOA
MOOE
MORPHE
MOU
MRA
MSCTOSF
NAB
NAFES
NEC
NEDA
NFF
NGO
NHERA
NMSCTOSF
NNQAA
NSC
NSRC
NSTP
NTA
NUCAF
NVAT
OBE
OCC
ODA
OED
OIQAG
OPAPP
OPKRM
OPR
OPSD
ORS
OSDS
OSG
OTOS
PAMANA
PAPs
PARs
PCs
PCSO
PESFA
Management Committee
Maritime Industry Authority
Medium/Long-Term Plans
Major Final Output
Maritime Higher Education Institution
Memorandum of Agreement
Monitoring and Other Operating Expenses
Manual of Regulations for Private Higher Education
Memorandum of Understanding
Mutual Recognition Agreement
Multi-Sectoral Committee on Tuition and Other School Fees
National Awards Boards
National Agriculture and Fisheries Education System
National Evaluation Committee
National Economic and Development Authority
Normative Funding Formula
Non-Government Organizations
National Higher Education Reform Agenda
National MSCTOSF
National Network of Quality Assurance Agencies
National ESGP-PA Committee
National Service Reserve Corps
National Service Training Program
Notice of Transfer of Allocation
National Universities/Colleges of Agriculture and Fisheries
National Veterinary Admission Test
Outcomes-Based Evaluation
Office of the Chairperson and Commissioners
Official Development Assistance
Office of the Executive Director
Office of Institutional Quality Assurance and Governance
OPAPP-CHED Study Grant Program
Office of Planning, Research and Knowledge Management
Office of Primary Responsibility
Office of Programs and Standards Development
Obligation Request Status
Office for Student Development and Services
Office of the Solicitor General
One-Town-One-Scholar Program
Payapa at Masaganang Pamayanan
Programs, Activities, and Projects
Physical Accomplishment Reports
Performance Commitments
Philippine Charity Sweepstakes Office
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
SBSGP
SC
SFA
SGP-PA
SHEI
SIAP
SIPP
SIU
SNPLP
SO
SPPIC
SPU
SSP
StAds
STCW
STEAM
StuFAPs
SUCs
SWDU
TC
TD
TE
TP
TESDA
TOSF
TWG
TWG-FDP
TVET
UNIFAST
WFP
School-Based NSRC Unit

Sajahatra Bangsamoro Study Grant Program
Scholarship Contract
Scholarships and Financial Assistance
Students Grants-in-Aid Program for Poverty Allevation
Sending Higher Education Institution
Student Internship Abroad Program
Student Internship Program in the Philippines
System Integration Unit
Study Now Pay Later Program
Special Order
Support for Paper Presentor for International Conference
Special Project Unit
State Scholarship Program
StuFAP Administration System
Standards of Training Certification and WatchKeeping
Science, Technology, Engineering, Agriculture and Mathematics
Student Financial Assistance Programs
State Universities and Colleges
Student Welfare Development Unit
Technical Committee
Tulong Dunong
Technical Experts
Technical Panel
Technical Education and Skills Development Authority
Tuition and Other School Fees
Technical Working Group
Technical Working Group-Faculty Development Program
Technical Vocational Education and Training
Unified Financial Assistance System for Higher and Technical
Education
Work and Financial Plan
22
PART I
CHED MANDATE, FUNCTIONS AND ORGANIZATIONAL STRUCTURE
1. OFFICE OF THE CHAIRPERSON AND COMMISSIONERS (OCC)

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
COMMISSION
CHAIRPERSON
Executive
Assistant V
Sr. Admin.
Assistant V
Admin Assistant VI
Admin Aide VI
Admin Aide III
Commission
Member IV
Commission
Member IV
Commission
Member IV
Commission
Member IV
Executive Assistant
IV
Executive Assistant
IV
Executive Assistant
IV
Executive Assistant
IV
Sr. Admin Assistant

III
Sr. Admin Assistant

III
Sr. Admin
Assistant III
Sr. Admin
Assistant III
Admin Assistant VI
Admin Assistant VI
Admin Assistant
VI
Admin Assistant
VI
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
Specifically, the OCC
1.
2.
3.
4.
5.
6.
Serves as the source of overall direction and guidance to the Commission;

Formulates policies, standards, plans and programs for the development and
reform of Philippine higher education in a globalized context;
Formulates policies and guidelines on the generation and allocation of funds for
higher education and recommends to the Department of Budget and Management
the budget of public institutions of higher learning;
Deliberates on and resolves critical issues affecting higher education;
Chairs the Governing Boards of SUCs and through this role ensures that CHEDs
reform initiatives take root in the SUCs;
Represents CHED in meetings with the legislative and executive branches of
government.
2. OFFICE OF THE EXECUTIVE DIRECTOR (OED)

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
EXECUTIVE DIRECTOR IV
DEPUTY EXECUTIVE DIRECTOR IV
Office of Programs
and Standards
Development
Office of Institutional
Quality Assurance
and Governance
Office of Planning,
Research, and
Knowledge
Management
Administrative
Financial
Management Service
Legal and
Legislative Service
Office of Student
Development
Services
International Affairs
Staff
Executive
Assistant III
CHEDRO I
CHEDRO VIII
Executive
Assistant II
CHEDRO II
Executive
Assistant I
CHEDRO III
CHEDRO IX
CHEDRO X
CHEDRO IVA
Administrative
Aide VI (2)
CHEDRO XI
CHEDRO IVB
Administrative
Aide IV
Driver
CHEDRO XII
CHEDRO V
CHEDRO VI
CHEDRO VII
CHEDRO NIR
CHEDRO
NCR
CHEDRO
CAR
CHEDRO
CARAGA
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,
1. Serves as clearinghouse for all communications received from internal and
external sources;
2. Coordinates the agenda items and provides secretariat support to the Commission
en Banc (CEB) in collaboration with ComSec in the preparation and documentation
of the following major meetings: CEB, Management Committee (ManCom), and
the Quarterly National Directorate;
3. Closely monitors all central and regional offices, making sure that all units are
pursuing a common road map, consistent with the Commissions reforms agenda
and strategic plan;
4. Implements and monitors the compliance of Central and Regional Offices with all
CEB decisions and directives; and
5. Provides advice to and direct or assists CHED clients in addressing their various
public service demands/needs.
3. OFFICE OF PROGRAMS AND STANDARDS DEVELOPMENT (OPSD)

Organization
The quality, relevance, responsiveness and number of disciplinal multidisciplinary
programs constitute a key issue in the provision and management of higher education.
There is, therefore, a need for the existing OPSD to be revitalized and find its proper
focus on these areas, separate from issues of quality assurance and the governance
of institutions.
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.
Director IV
Internal
Audit Unit
Directorate
Staff
Director III
Standards
Development
Division (SDD)
Programs
Development
Division (PDD)
Non-Conventional
Higher Education
Division (NHD)
Division of Programs
with International
Convention (DPIC)
Chief Education
Program
Specialist
Chief Education
Program
Specialist
Chief Education
Program
Specialist
Chief Education
Program
Specialist
Supervising
Education
Program
Specialist
Supervising
Education
Program
Specialist
Supervising
Education
Program
Specialist
Senior
Education
Program
Specialist (2)
Senior
Education
Program
Specialist (3)
Senior
Education
Program
Specialist (3)
Senior
Education
Program
Specialist (1)
Education
Program
Specialist II (4)
Education
Program
Specialist II (5)
Education
Program
Specialist II (5)
Education
Program
Specialist II (1)
Education
Program
Specialist I (1)
Education
Program
Specialist I (1)
Education
Program
Specialist I (1)
Education
Program
Specialist I (1)
Administrative
Assistant III (1)
Administrative
Assistant III (1)
Administrative
Assistant III (1)
Administrative
Assistant III (1)
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).
Specific Functions of the Four (4) Divisions

The specific functions of the four (4) divisions are as follows:
3.1 Standards Development Division (SDD)
Provision of secretariat services in undertaking regulatory functions such as the
formulation of policies, standards and guidelines (PSGs) for all higher education
programs/disciplines, issuance of government authority for Central Office-regulated
programs, and monitoring and evaluation of the enforcement of PSGs for all
academic programs of study.
3.2 Programs Development Division (PDD)
Provision of secretariat services in the development, implementation, and
monitoring and evaluation of developmental programs and projects on higher
education programs/disciplines, and the Centers of Excellence/Centers of
Development (COEs/CODs) in various programs.
3.3 Non-Conventional Higher Education Division (NHD)
Provision of secretariat services in the formulation of policies, standards and
guidelines for Expanded Tertiary Education Equivalency and Accreditation
(ETEEAP), Ladderized Education Program, Transnational Education, Open
Distance Learning, and other non-conventional higher education programs,
issuance of government authority to operate such programs, monitoring and
evaluation of the enforcement of PSGs for non-conventional programs, and
development, implementation and monitoring and evaluation of developmental
programs and projects related to non-conventional programs of learning
3.4 Division of Programs with International Convention (DPIC)
Provision of secretariat services in the formulation of policies, standards and
guidelines for higher education programs/disciplines with international conventions,
issuance of government authority to operate programs, monitoring and evaluation
of the enforcement of PSGs for programs with international connections, and
development, implementation and monitoring and evaluation of developmental
programs and projects for programs with international convention.
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.
Delineation of Functions of the Four (4) Divisions

3.1 Standards Development Division (SDD)
1. Formulates PSGs for the different higher education programs/disciplines;
2. Processes and issues government permit and recognition or authority for
nursing, medicine, maritime, dentistry, graduate programs, and programs with
no applicable PSGs;
3. Realigns/revises curricula towards OBE, K+12 implementation, and compliance
with existing and new PSGs, and the requirements of PNQF, AQRF, and other
accrediting and quality assurance bodies;
4. Sets or standardized requirements for areas common to all programs such as
library requirements, support services or facilities, etc.;
5. Monitors and audits of PSGs enforcement or implementation;
6. Recommends phase-out/closure of non-compliant programs of HEIs;
7. Through joint or collaborative efforts with MARINA, ensures compliance of
Maritime Higher Education Institutions (MHEIs) with international standards;
and
8. Accredits by CHED of training hospitals or affiliations.
3.2 Programs Development Division (PDD)

1. Implements developmental programs or projects in critical or priority disciplines
like the ABET and APEC Registry, Masterplan for priority programs, NAFES,
NVAT, the Seoul Accord and Washington Accord;
2. Develops policies and guidelines for the grant of incentives and availment of
benefits for excellent HEIs/programs, i.e. identification of COE and/or COD;
3. Implements the CHED Faculty Development Project;
4. Coordinates with DepEd and TESDA on collaborative efforts interface of the
PQF, AQRF implementation;
5. Facilitates development of course syllabi for the new General Education
subjects and the conduct of orientation/training of GE faculty members;
6. Develops initiatives on program benchmarking towards achievement of
excellence and global competitiveness;
7. Processes requests for the grant of honorary degrees;
8. Trains registrars to define qualification requirements, roles and functions, and
institute system of corrective measures for illegal practices ;
9. Assists in the formulation of IRR of RA 10609 for Review Centers; and
10. Processes requests for equivalency of degrees, courses, trainings earned
abroad.
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 nonconventional programs;
3. Monitors enforcement of PSGs on ETEEAP and other non-conventional
programs; and
4. Establishes database for ETEEAP and other non-conventional programs.
3.4 Division for Programs with International Conventions (DPIC)
1. Assists the Commission in overseeing the development/revision of
programs/curriculum on maritime education, consistent with CHED policies and
guidelines, as well as with international standards;
2. Develops the system, criteria, instruments and procedures for the monitoring
and evaluation of the PSG implementation;
3. Jointly with MARINA, monitors and evaluates existing maritime education
programs of MHEIs to determine the extent of compliance with the
requirements of the CHED and the consistency with the Standards of Training
Certification and Watchkeeping (STCW) for Seafarers and other related
international regulations;
4. Reviews applications for authority to operate maritime higher education
programs for approval of the Commission;
5. Prepares recommendations on the phase-out/closure of non-compliant
maritime education programs;
6. Maintains an ISO 9001 Certified Quality Standard System (Quality
Management System);
7. Assists the Commission in the formulation of criteria and identification of
potential COEs and CODs in maritime programs;
8. Provides technical assistance to the Regional Offices in the performance of its
functions pertinent to Maritime Education; and
9. Extension of technical assistance and guidance to HEIs in the implementation
and interpretation of set standards.
Technical Panels (TPs) and Technical Committees (TCs)

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.
4. OFFICE OF INSTITUTIONAL QUALITY ASSURANCE AND GOVERNANCE

(OIQAG)
Organization
The Office of Institutional Quality Assurance and Governance (OIQAG) focuses on
issues of quality assurance, coordination with and governance of higher education
institutions. The quality of HEIs is crucial for the countrys human development,
productivity and global competitiveness. It is even more urgent in light of the nations
persistent development challenges and in the face of the requirements of the 2011
Tokyo Convention and ASEAN 2015. For a nation with more than 2,000 public and
private higher education institutions, the heightened demand for improved quality
assurance processes at the institutional levels highlights CHEDs developmental
mandate, necessitating focused attention and resources in helping institutions put
quality assurance (QA) systems in place.
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.
Director IV
Administrative Assistant IV
Administrative Aide VI
QUALITY ASSURANCE DIVISION

(QA)
Chief Education Program Specialist
Supervising Education Program Specialist
Senior Education Program Specialist
Education Program Specialist II
Education Program Specialist I
COORDINATIONAND
GOVERNANCE DIVISION (CGD)
Chief Education Program Specialist
Supervising Education Program Specialist
Senior Education Program Specialist
Education Program Specialist II
Education Program Specialist I
Functions
General Functions
The OIQAG is tasked to:
1. Assist and monitor quality management and governance initiatives of HEIs;
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
4.1 Quality Assurance Division (QAD)

The QAD primarily looks at the quality assurance of higher education institutions at
the institutional level. Specifically, QAD is tasked to:
4.1.1 Advocate sustained promotion of continuous quality improvement in higher
education;
4.1.2 Formulate and implement institutional policies and guidelines for the
implementation of an outcomes-based and typology-based quality assurance;
4.1.3 Develop, continuously refine and implement an outcomes-based institutional
assessment/accreditation monitoring and evaluation tool that corresponds to
the HEI typology;
4.1.4 Help convene and provide secretariat support to the principal accrediting
bodies to ensure the harmonization across accreditation bodies and network of
outcomes-based program accreditation on the one hand, and institutional
assessment/ accreditation on the other;
4.1.5 Continuously scan the regional and global environment for developments in the
areas of program and institutional quality assurance to provide inputs to the
principal accrediting body for the refinement of existing accreditation criteria
and practices;
4.1.6 Review the institutional QA monitoring and evaluation reports and integrate the
OPSD reviews of program QA monitoring and evaluation for appropriate
interventions by the principal accrediting body;
4.1.7 Develop and maintain an accurate database of QA-related variables for all
Philippine HEIs that is linked to the CHED Knowledge Management Division;
4.1.8 Establish linkages with CHED units, HEIs, regional and international
organizations and other QA stakeholders in higher education;
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 Coordination and Governance Division (CGD)

As an effective guide, implementer, and enforcer of government laws and
regulations on SUCs, LUCs, and private HEIs, the Division focuses on
institutional governance and development, and resolving vital issues on
partnerships and linkages. CGD is tasked to:
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).
To enlighten the planning process, the functions of information/data generation and
dissemination as well as that of the management and coordination of R&D; innovation
activities; and policy research for CHED and higher education are rationalized by
combining and synergizing them under one roof and leadership in a manner that befits
CHEDs oversight of the research activities in the HEIs as well as its own research
and linkages with related bodies of the government.
The Office of Planning, Research and Knowledge Management (OPRKM) is
composed of the following three divisions:
5.1 Planing and Resource Management Division (PRMD)
5.1.1
5.1.2
Resource Allocation Unit (RAU)

Policy and Planning Unit (PPU)
5.2
Research Management Division (RMD)
5.3
Knowledge Management Division (KMD)

5.3.1
5.3.2
5.3.3
Information Management Unit (IMU)

System Integration Unit (SIU)
Knowledge Resource Unit (KRU)
36
Office of the Director

Director IV
Director III
Admin Asst-III
Admin Aid-IV
PRMD
RMD
- Chief
Education
Program
Specialist
(CEPS)
- Supervising
(SEPS )
- Admin Asst-III
KMD
CEPS
SEPS
SEPS (3)
EPS-II (5)
EPS-I
Admin
Asst-III
- ITO-III
RAU
PPU
SPU
IMU
- SEPS
- EPS-II
(2)
- SEPS
- EPS-II
(2)
- EPS-I
- SEPS
- EPS-II
(2)
- EPS-I
Functions
ITO-II
STAT-III
AAsst-III
STAT-II
KRU
-
IO-IV
IO-II
Librarian II
AAsst-II
SIU
- ISA-III
- ITO-I
- ISA-II
General Functions
The OPRKM is tasked to perform the following duties and responsibilities:

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
5.1
Planning and Resource Management Division (PRMD)
The PRMD has the following units:

5.1.1. Resource Allocation Unit (RAU)
1.
2.
Conducts activities in the establishment of parameters and framework in the

allocation of SUCs budget, such as -i.
Review/Update of the Normative Funding Formula (NFF) or existing
schemes allocation,
ii.
Plotting of SUCs data using the NFF,
iii.
Application of the formula/allocation scheme,
iv.
Analysis and consolidation of results, and
v.
Endorsement to the Commission for approval, and then
endorsement to the DBM.
Conducts activities in the development of criteria and systems in the allocation
of HEDF and other investment resources, such asi.
Determination of the priority areas and allocation ratios to be funded by
the HEDF, and
ii.
Identification of the strategies in the allocation and prioritization of HEDF
funds.
5.1.2 Policy and Planning Unit (PPU)

1.
Conducts activities needed for the formulation of sector-wide policies on higher

education, such as
i.
Environmental scanning,
38
ii.
2.
3.
4.
5.
6.
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;
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,
Monitors the performance of higher education based on established
parameters/indicators relative to Plans, Milestones and Targets;
Spearheads the formulation/preparation of agency Performance Commitments
(PCs) and Action Plans (APs) and Medium/Long-Term Plans (M/LTP) for higher
education;
Assists in the preparation of the Annual Budget (AB), budgetary target and
projections and performance indicators of the agency; and
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.
5.2
Research Management Division (RMD)
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;
2.
Issues enabling policies in the promotion of research and development, such

as
i.
Periodic assessment of the research capacity and productivity of Higher
Education Institutions (HEIs) to determine development needs;
ii.
Develop and implement research capacity programs for HEIs faculty
researchers, such as but not limited to thesis/dissertation
grants,
support for paper presentation in international conferences, and visiting
research fellowships;
iii.
Design and implement awards/incentive schemes for the enhancement
of research productivity and reward
of high quality research outputs;
and
39
iv.
Evaluate and assess research development, extension, and knowledge

management project proposals for funding recommendation;
3. Actively promotes university-industry and other users linkages for deliberate

utilization of research outputs within the framework of Intellectual Property laws and
policies, such as
i.
Update and maintain data infrastructure;
ii.
Upgrade CHED accredited journals to be classified/included under the
international journal indexing; and
iii.
Support
and/or
conduct
local/international
research
conference/symposia and other media for dissemination of research
findings.
4.
6.
Evaluates and assesses Research Development and Extension (RDE) and

Innovative project proposals related to higher education and recommend
projects to be funded;
Monitors, in collaboration with the HEDF secretariat, and submits periodic
reports on the status of CHED-funded projects; and
Conducts or outsources research projects for policy inputs to CHED.
5.3
Knowledge Management Division (KMD)
5.
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.
5.3.1
Information Management Unit (IMU)
1.
Prepares plan, projects and strategies for the development, implementation and
maintenance of data collection, processing and data-banking activities;
Formulates, coordinates, and implements policies and guidelines related to
higher education data collection, processing, and data banking;
Conducts annual collection, collation, consolidation, storage of data and
information from HEIs in the country in coordination with the CHED regional
offices;
2.
3.
40
4.
5.
6.
7.
8.
9.
Provides technical assistance to the CHED offices and HEIs on the data
collection, processing and data banking needs of the Commission;
Manages/Maintains databases to enable continuous online access of higher
education data;
Prepares annual higher education statistical bulletin and directory of HEIs and
their program offerings;
Prepares higher education projections and other related statistics as required
by the stakeholders in support to the policy formulation and decision-making;
Collects, generates, and monitors higher education indicators gathered from
CHED offices, HEIs, government and non-governmental agencies; and
Coordinates with the concerned agencies for statistical standards to be used in
the aggregation of data.
5.3.2 System Integration Unit (SIU)

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Prepares plans, programs, projects and strategies for the development,

deployment and maintenance of CHED integrated information management
systems in providing services to stakeholders, policy formulation and decisionmaking;
Facilitates and coordinates the efficient operation of the Higher Education
Management Information System (HEMIS) in all CHED offices and HEIs;
Provides technical assistance in outsourcing development and deployment of
information systems and corresponding databases;
Introduces and integrates new technologies into the existing system
infrastructure;
Reviews and updates CHED information systems manual and provides
necessary orientation to the stakeholders;
Provides technical assistance and client support services such as virus
detection and removal, installation of authorized software, use of open source
operating system and productivity suites, relocation of networked workstations,
printers and other network appliances and other similar needs;
Prepares and evaluates required documents like project concept are, feasibility
study, data element (data dictionary) manual, information systems requirement
and other Information and Communications Technology (ICT) related
documents;
Monitors and evaluates information system development and implementation;
Performs related analysis and design functions;
Administers and manages central office servers and network appliances;
Conducts performance and security checks on central office servers and
network infrastructures to minimize risks against cracking, virus intrusion and
other forms of unauthorized access and security breaches;
Undertakes system performance tuning, preventive and corrective maintenance
of Information Technology (IT) infrastructure;
Evaluates and recommends new hardware, software and other ICT tools for
adoption;
41
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
Prepares and maintains technical documentation of infrastructure and

processes;
Performs routine audits and back-ups of systems and software;
Reviews, updates and implements the CHED ICT Resources and Policy
Guidelines;
Performs related analysis and design functions;
Designs, develops, implements, and maintains the CHED portal for
dissemination of information and feedback mechanisms for its stakeholders;
Updates periodically or regularly the contents of the portal as coordinated with
the KRU;
Creates links for knowledge acquisition and diffusion with knowledge providers;
Implements tight portal security system to safeguard against vulnerabilities both
from internal and external intruders;
Coordinates with the IMU on updated databases regarding HEI profiles,
program offerings and statistics for maintenance of interactive search engine;
and
Backs up the CHED portal contents.
5.3.3 Knowledge Resource Unit (KRU)

1.
2.
3.
4.
5.
6.
Develops, recommends, and implements Policies, Standards and Guidelines

(PSGs) related to higher education information packaging and dissemination;
Performs quality checks on manuscripts and final printed products, and initiates
administrative processing for printing;
Conducts researches and prepares write-ups for the production of CHED key
publications;
Conceptualizes, designs and develops or produces information, education and
communication materials for special events and other education-related
activities per target audience;
Collaborates with CHED offices in the conduct of information dissemination
campaign for CHED data products services, and activities; and,
Monitors, collects, collates, digitizes and stores new articles/issues on
education
from dailies and other tri-media sources.
6. OFFICE OF STUDENT DEVELOPMENT AND SERVICES (OSDS)

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:
Educational Tours, both Local and International;

Enhancing the One-Stop-Processing Center;
Foreign Student Program;
Grants-in-Aid to Students Participation in Local and International
Seminars or Conferences (GRASP);
Higher Education Student Mobility;
Local and International Linkages;
National Service Training Program (NSTP);
Student Affairs and Services (SAS);
Student Financial Assistance Programs (StuFAPs);
Student Internship Abroad Program (SIAP);
Student Internship Program in the Philippines (SIPP); and
Tuition and Other School Fees (TOSF)
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
Director IV
Director III
Admin. Asst.
III
Chief
Education Program Specialist (EPS)
Chief
Education Program Specialist (EPS)
Supervising Education
Program Specialist (SEPS)
Program Specialist (SEPS)
Senior EPS
Senior EPS
Senior EPS
EPS II
EPS II
EPS II
EPS II
Senior EPS
EPS II
EPS II
EPS II
EPS I
EPS II
EPS II
EPS I
Functions
General Functions
The OSDS is tasked to develop, recommend, monitor and evaluate the
implementation of policies, systems, procedures and programs on matters pertaining
to the various student services in Higher Education Institutions. Both its divisions, the
LSAD and ISAD, perform the following:
Policy, Program Development and Technical Assistance
1. Directs, in coordination with stakeholders and other CHED units, the
conduct of research and studies that lead to policies, plans, programs,
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.
Monitoring and Evaluation
1. Develops criteria and instruments for monitoring and evaluating student
development and services program administration and implementation, in
coordination with other agencies and concerned CHED units; and
2. Monitors and evaluates the implementation and outcomes of student
development and services programs in the CHEDROs and HEIs.
Student Development and Services Information System
1. Enhances and maintains student development and services information
system in collaboration with the OPRKM, CHEDROs, other government
agencies, and stakeholders;
2. Adopts systematic filing, storing, retrieval and reproduction of
data/information and other relevant documents;
3. Gathers, collates and analyzes disaggregated data on clientele profile and
other information;
4. Prepares, maintains and updates databases for the OSDS programs,
initiatives, and special clienteles; and
5. Ensures the safety and security of the OSDS information system.
Program Advocacy
1. Prepares the advocacy plan for implementation of various programs;
2. Prepares and packages information materials pertaining to policies and
programs relative to OSDS functions and mandates for
wider
dissemination; and
3. Assists other government agencies in information materials development
and dissemination that deals with student welfare and development.
Specific Functions
6.1. Local Student Affairs Division (LSAD)
6.1.1 Student Access Unit (SAU)
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.
6.1.2 Student Welfare and Development Unit (SWDU)
1. Formulates/enhances policies/guidelines and procedures for higher
education student welfare and development services such as: guidance
and counseling, information service, orientation service, student housing,
food service, student organization and activities, student discipline, health
services, special needs services and research monitoring and evaluation
and monitoring of the same for policy revision in coordination with
concerned stakeholders;
2. Prepares plans, programs, budgetary requirement, and accomplishment
reports of the Division;
3. Assesses regularly the extent of the National Service Training Program
(NSTP) efficiency and effectiveness and facilitates the registration of NSTP
Graduates to the NSRC;
4. Evaluates Non-Government Organizations (NGOs) accredited as NSTP
providers, in terms of developed training modules delivery, and services
rendered to HEIs;
5. Evaluates
agency/organization-sponsored
student-related
activities
indorsing the same for participation of interested stakeholders;
6. Develops criteria and instruments for the monitoring and evaluation of
CHEDs function in the students services and related development
programs as provided for by various laws and social development agenda;
7. Conducts monitoring and evaluation of student and development policies,
programs, projects, in coordination with the CHEDROs, including OPLAN
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.
6.2. International Student Affairs Division (ISAD)

1. Formulates/enhances policies/guidelines and procedures for higher
education student mobility, and international student services taking into
consideration international standards;
2. Evaluates existing international linkages on student mobility in coordination
with other government and non-government offices;
3. Coordinates with the OIQAG in the promotion of strong academic linkages
with HEIs and industries abroad, for cross cultural training and skills
enhancement to ensure attainment of knowledge, skills and desirable
attitudes that will make the Philippine higher education competitive in the
Asia Pacific;
4. Develops criteria and instruments for monitoring and evaluating student
mobility policies, programs and projects and prepares corresponding reports
for possible enhancement of policies and programs for foreign students in
the Philippines, particularly Executive Order No. 285, s. 2000 (Amending
the Guidelines Governing the Entry and Stay of Foreign Students in the
Philippines and Establishment of Interagency Committee on Foreign
Students for the purpose);
5. Prepares IEC (Information, Education and Communication) materials
relative to foreign students studying in the Philippines and vice-versa;
6. Consolidates regional data pertaining to foreign students and interpret the
same for possible policy enhancement; and
7. Mans the One Stop Processing Center in coordination with CHEDROs,
pursuant to Executive Order No. 582.
47
7. LEGISLATIVE AND LEGAL SERVICES (LLS)

Organization
A revitalized and reform-oriented CHED bureaucracy requires a responsive, proactive, efficient, productive and dynamic office for legal services and legislative affairs
whose manpower complement exudes competence, courage and integrity possessing
just and humane capabilities, ready to provide services required on all issues and
concerns affecting the higher education bureaucracy, stakeholders, advocates and
key players in various sectors of the country.
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.
48
The LLS is composed of the Investigation and Enforcement Division (IED) and the
Legislative Liaison and Mediation Division (LLMD).
DIRECTOR IV
Administrative Assistant III
Administrative Assistant Aide VI
Investigation and Enforcement

Division (IED)
Legislative Liaison and

Mediation Division (LLMD)
Attorney V
Attorney V
Attorney IV
Department Legislative Liaison

Specialist
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
7.1 Investigation and Enforcement Division (IED)
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.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Conducts fact-finding investigations on all complaints filed against organic

personnel of the Commission, and all matters relative to violation of the CHED
law, rules and regulations committed by higher education institutions (HEIs);
Coordinates with the proper law enforcement agencies whenever necessary, in
order to effectively carry out the functions stated in the preceding provision and
for the purpose of curtailing unlawful activities as provided under R.A. 7722 and
BP 232;
Coordinates properly with the OSG in all matters relative to judicial cases of the
Commission;
Secures the opinion of the Department of Justice on matters that require its
intervention;
Prepares and submits fact-finding reports and recommendation for consideration
and appropriate action of the CEB;
Assists, as the need arises or upon request or directive, as the lead office
responsible for conducting validation, assessment and/or evaluation of
institutional or program compliance with CHED policies, standards, and
guidelines for final action of the CEB, the Central and Regional Offices of the
Commission, on programs offered by HEIs, both public and private reported to
be non-compliant;
Provides the necessary support and assistance in any preliminary investigation
to determine if there is prima facie evidence, or formal investigations conducted
by the Commission in connection with the first provision cited herein;
Provides technical inputs for the legislative liaison requirements of the CHED, in
both Houses of Congress and the Office of the President;
Refers, whenever proper after initial evaluation, complaints received in Mediation
Services as an effective alternative mode of dispute resolution;
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.
7.2 Legislative Liaison and Mediation Division (LLMD)

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.
1. Consolidates valuable inputs, comments and alternative positions from the
various CHED offices/units whenever preparing a unified position on bills
relevant to higher education;
2. Consolidates inputs for written comments and/or position papers of the CHED
on proposed legislation that affect higher education, as well as inputs in the
preparation/drafting of proposed priority bills of the Commission;
51
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.
8. ADMINISTRATIVE AND FINANCE MANAGEMENT SERVICE (AFMS)

Organization
The Administrative, Financial and Management Service (AFMS) is responsible for
providing the Commission with economical, efficient, and effective services relating to
property and supply, records, collections and disbursements, human resource policies
implementation, organizational management services, messengerial and other related
services. It is also responsible for the generation, allocation, utilization and
management of the financial resources of the Commission, ensuring that said
resources are generated and managed judiciously and in manner supportive of
development objectives.
There are four (4) divisions under the AFMS: Accounting Division, Budget Division,
General Services Division and Human Resource Development Division.
52
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
8.1 Accounting Division
1. Ensures fast and accurate application and implementation of Government
Accounting Systems and Procedures;
2. Assures compliance with Government Accounting Rules and Regulations
through pre-audit of transactions and monitoring of implementation of the
Commission on Audits recommendations;
3. Administers financial data and other information generated by the e-NGAS;
4. Processes disbursement vouchers and fund transfers;
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.
8.2 Budget Division
1. Allocates CHEDs budget by Major Final Outputs (MFOs), PAPs, allotment
class and object of expenditures pursuant to the GAA;
2. Reviews and consolidates budget estimates of the Commission;
3. Ensures timely utilization of funds in accordance with the GAA; and
4. Checks the completeness of the budget requirement submitted by all units and
regional offices to ensure the funding of duly approved expenses and plans.
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.
8.3 Human Resource Development Division

The Human Resource Development Division is responsible for personnel
management and maintenance of effective liaison with the Civil Service Commission
(CSC) (RA 2260, sec 21). It has two (2) units: the Personnel Management Unit and
the Training and Development Unit.
8.3.1
Personnel Management Unit
1. Assists and advises the head of the agency and heads of offices in the
development, formulation and execution of policies, rules and regulations in all
areas of personnel management in accordance with the CSC Rules and
Regulations and other existing laws;
2. Formulates, recommends and implements a sound and equitable recruitment
and selection system within the organization;
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.
8.3.2
Training and Development Unit
1. Implements comprehensive and balanced personnel development programs

designed to build a culture of excellence and accountability and raise the level
of efficiency, effectiveness, competency and morale of the personnel in the
Commission;
2. Evaluates personnel data bank for competency building and career
advancement towards the development of a CHED Human Resource
Development Plan.
8.4. Specific Functions of the General Services Division (GSD)
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.
8.4.1 Property and Supply Unit
1. Periodically procures and conducts inventory of supplies and materials,
equipment, and properties; and
2. Maintains custody and disposition of unserviceable CHED properties (e.g.
motor vehicles, office equipment, furniture, etc.), consistent with government
accounting rules and regulations
8.4.2. Cash Unit

1. Collects and disburses promptly and accurately valid claims and from CHED
personnel, creditors, and suppliers; and
2. Manages and maintains petty cash fund.
8.4.3 Records Unit
Manages and maintains overall expedited records of all official incoming and
outgoing documents and directives, both internally and externally.
55
8.4.4 Maintenance and Other Related Services Unit

1. Maintains, improves, refurbishes, and modernizes CHED physical facilities;
2. Maintains motor pool fleets (RP vehicles) to meet short-term transportation
needs of CHED staff; and
3. Supervises other Contract Services which are handled by private agencies
through outsourcing, such as:
a. Janitorial Services
b. Security Services
c. Elevator Maintenance
d. Generator Set Maintenance
e. Pest Control
f. Communication Services
g. Air-conditioning maintenance
h. Siphoning Services
i. Bricks Cleaning Services
8.4.5 Management 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.
9. INTERNATIONAL AFFAIRS STAFF (IAS)

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
Director III
Chief Education
Program Specialist
Supervising
Education Program
Specialist*
European Affairs
Senior EPS
Asia-Pacific
Affairs
Middle East and

African Affairs
EPS II
EPS II
American Affairs
EPS I
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
9.1 Educational Agreements & International Recognition Unit
Promotes broad and intensive cooperation between HEIs in the Philippines and
those of other countries with a view of securing competitiveness of Philippine
HEIs in the world market;
Enhances government to government relations through linkages with foreign
embassies and international organizations to further academic partnership;
Assists the CHED in the formulation of bilateral and multilateral agreements on
academic cooperation, such as recognition of higher education degrees,
exchanges, development of twinning programs and similar modes of academic
cooperation treaties between CHED and its counterparts in the Asia Pacific
region and the world;
Provides strategic and policy intelligence on developments in the education
sector;
Leads in the implementation of academic exchange programs, international
academic linkages and networking programs, University Mobility in Asia and
the Pacific (UMAP); and
Participates in various negotiations related to academic mobility programs,
international recognitions.
9.2 Trade in Education Services Unit
Promotes through the Department of Foreign Affairs (DFA), Philippine
education interests and influence through government-to-government activity in
Free Trade Agreements (FTAs) that create opportunities for Philippine
education programs to expand to other countries, Bilateral education
relationships in the form of MRAs and MOUs, and in range of international
organizations.
Protocol Affairs Unit
Orients visiting dignitaries, and other foreign guests on the Philippines higher
education system;
Develops complementary measures to promote exchange of academic
information with foreign counterparts; and
Facilitates access of Philippine HEIs to regional and international competitions,
academic, exhibits and fora.
10. HIGHER EDUCATION DEVELOPMENT FUND STAFF (HEDFS)

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.
Director III
Chief Accountant
Finance
Accounting
Accountant II
Admin Assistant
III
Monitoring
and
Evaluation
Admin Officer V
Administrative
Cashier
Admin Officer V
Budget
General
Services
Admin Officer V
Admin Assistant
III
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
1. Formulates and implements policies guidelines for fund generation, fund
allocation and fund utilization;
2. Conducts fund generation activities;
3. Manages and monitors the utilization of the Higher Education Development
Fund;
4. Ensures the equitable utilization of funds according to regions and
programs, whenever applicable; and
5. Ensures fast and accurate application and implementation of the
Government Accounting Systems and procedures.
11. CHED REGIONAL OFFICE (CHEDRO)
Organization
The CHED Regional Offices (CHEDROs) serve as the frontline offices or
implementing units of the CHED n the 17 regions of the country. Providing technical
expertise to the CHEDROs are the Regional Quality Assessment Teams (RQATs) in
the different clusters of disciplines.
60
REGIONAL
DIRECTOR
Administrative
Division
Technical
Services Division
Chief Education
Program Specialist
Chief Administrative
Officer
Program Specialist
Administrative
Unit
Personnel
Section
Admin.
Officer III
General
Services
Section
Budget and
Finance
Section
Accounting
Section
Admin.
Officer III
Admin
Assistant
Accountant
Admin.
Aide VI
Admin.
Aide VI
Admin.
Aide VI
Admin.
Aide IV
Admin.
Aide III
Admin.
Aide III
Student
Services and
StuFAps Unit
Policy,
Research,
& MIS Unit
Monitoring,
Programs &
Standards
Devt. Unit
Education
Supervisor
Education
Supervisor
Education
Supervisor
EPS II
EPS II
EPS II
EPS I
Cluster/Discipline
Generally, this reflects the structure of CHEDRO. However, a variation of this

structure (i.e. member of staff and nature of assignment) may be in place in same
ROs (e.g. CHEDRO IV-B and CHED NIR) due to its recent creation.
Functions
General Functions:
1. Monitors the implementation of national policies and programs
enforcement of academic standards at the regional level;
and
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:
1. Implements plans, policies, standards, guidelines, rules and regulations
promulgated by the CHED concerning the operation of HEIs in the region;
2. Monitors and evaluates the performance of HEIs in the region, in terms of
compliance with minimum standards for the various higher education programs;
3. Issues permits and recognitions for the program offerings of HEIs taking into
consideration the recommendations of the deputized RQATs;
4. Processes applications of HEIs for increase in tuition and other school fees
(TOSF);
5. Monitors the utilization of HEIs of incremental proceeds of TOSF increase;
6. Coordinates the implementation of projects and programs of the CHED in the
region for the development and improvement of the higher education system;
7. Formulates and update regional higher education development plans in
coordination with the Regional Development Council;
8. Implements CHED scholarship, study grants and StuFAPs as well as other
relevant student auxiliary services;
9. Gathers and consolidates higher education data/statistics of the region;
10. Disseminates CHED PSGs, higher education data and other relevant
information for the guidance of stakeholders;
11. Provides efficient and effective student services (e.g. issuance of Special
Orders (SO); certification, authentication and verification (CAV) of academic
records, etc);
12. Represents the CHED and participates in the affairs of the RDC; and
13. Establishes networks/linkages with and participates in the activities of other
government and non-government agencies, organizations or institutions.
62
PART II:
PROCEDURES AND PROCESS FLOWS
1. OFFICE OF THE CHAIRPERSON AND COMMISSIONERS (OCC)

1.1. Records Management Unit under the Office of the Chairperson and
Commissioners
1.1.1. Incoming Communications
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).
1.1.2. Outgoing Official Communications

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

The following are the guidelines for issuance of CHED endorsements as
provided in CMO 22, S. 2003:
1. Issuance of CHED endorsements shall be limited only to educational
activities of higher education institutions including programs and projects of
other government agencies proven to be of national significance and interest.
2. Request for CHED endorsement of legitimate academic/ professional/ civic
organizations shall be thoroughly reviewed/ screened and on a case basis and
at the discretion of the Chairperson may be endorsed, subject, however, to the
following conditions:
2.1. that the activities/ topics to be discussed should be in consonance
with the thrust of the CHED and beneficial to the learning experiences of
the students and members of the academe.
2.2. that the speakers/ resource persons are well-known personalities in
the academic community with impressive credentials in the field of
tertiary education;
2.3. that a reasonable registration fee, preferably P3,000.00 and below
shall be charged per participant; and
2.4. that participants from the state universities and colleges (SUCs)
should have the prior approval of the President/ Head of the concerned
institution and that the expenses to be incurred should be in accordance
with the prescribed rates of the Department of Budget and Management
as stipulated in National Budget Circular No. 486, dated March 26, 2003.
3. Request for CHED endorsement involving fund raising, beauty contest,
cultural presentations, charitable solicitation, sport events, sale of raffle tickets,
products promotion, endorsement of books, and other similar activities which
do not fall within the scope and responsibility of the Commission on Higher
Education pursuant to Republic Act No. 7722 will not be endorsed.
4. All letter-requests for CHED endorsement should be submitted at least one
month before the culmination of the activity and should be properly documented
to include the following attachments:
4.1. Copy of the Registration Certificate from the Securities and
Exchange Commission (SEC);
4.2. List of speakers/ resource persons together with their education
qualifications;
4.3. Program of Activities;
4.4. Syllabi of the topics to be discussed;
4.5. Registration fee, venue and time duration of the proposed activity;
and
4.6. Copy of Certificate of Registration from the Department of Trade
and Industry (DTI).
64
1. The designated Administrative Staff receives and registers incoming official
communications requesting for the CHED Endorsement.
2. Said staff will forward the said request to the designated Administrative Staff
for evaluation of the requirements and for sending such request to the
designated Administrative Staff for drafting.
3. The draft endorsement will be forwarded to the Executive Assistant or
editing/review/and final printing for the Chairpersons approval.
4. The draft endorsement will be forwarded to the Chairperson for approval.
5. Approved endorsements will be returned to the designated Administrative
Staff for recording and release to the Records Office.
1.2. Processing of Requests, Invitations and Other Incoming Communications from

CHED Offices and Outside Clients.
1. The Administrative Aide/Assigned Staff receives, logs the document and
indicates the corresponding document number.
2. The Senior Administrative Assistant V/Executive Assistant determines which
office should act on the documents (letters/requests/invitations). She/he
accomplishes
the
document
(letters/requests/invitations).
She/he
accomplishes the document the original letter.
3. The Senior Administrative Assistant V/Executive Assistant forwards/routes
the documents to the respective offices for appropriate action or for
information and reference via a routing slip.
4. The Senior Administrative Assistant V/Executive Assistant follows up
actions taken by the offices and the different offices report the status of the
requests/matters forwarded to them.
1.3. Processing of Requests for Scheduled Interviews by the media with the CHED
Chairperson
1. The CHED Chairpersons Technical Assistant on Media Relations evaluates
the request and recommends approval/disapproval of the Chairperson.
2. Upon approval of the Chairperson, the Chairs Technical Assistant on Media
Relations coordinates with the media regarding the conduct of interview.
3. The Chairpersons Technical Assistant on Media Relations prepares briefing
materials for the Executive Director in coordination with the concerned
offices.
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.
1.4. Processing of Requests for Message from the CHED Chairperson

There should be:
1. A letter request addressed to the CHED Chair containing the following
information:
a.Event name;
b.Date of event;
c.Venue; and
d.Objective.
2. The following should be attached:
a.Institution/Organizations history; and
b.Institution/Organizations Vision, Mission and Objectives.
3. For HEIs, they should be able to show that their programs complied
with CHED Standards.
4. This request should be sent to our email address:
[email protected]
communications requesting for the CHED Chairpersons Message.
2. Said staff will forward the request to the designated administrative staff for
evaluation of compliance with requirements and for sending such request
via email to the Chairs Technical Writer.
3. The Chairs Technical Writer will draft the message and send it via email to
the designated Administrative Staff. The said staff will forward it to the
Executive Assistant for review and finalization.
4. The draft Message will be forwarded to the Chairperson for approval.
5. The approved Message will be returned to the designated Administrative
Staff for recording and release.
1.5. Processing of Requests for Appointments
communications requesting for an appointment with the CHED Chairperson.
2. The designated Administrative staff will forward said request to the CHED
Chairperson for appropriate action via the designated Administrative Staff.
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.
1.6. Processing of Requests for Invitations

communications requesting for the CHED Chairpersons presence in their
events.
2. The designated Administrative Staff will forward the said request to the CHED
Chairperson for appropriate action via the designated Administrative Staff.
3. With a favorable action on the request from the Chairperson, the designated
staff will inform the inviting party that the Chair is willing to grace their event. If
the request is denied, the designated Administrative staff will inform the inviting
party of the Chairs action.
4. All denied requests will be recorded by the designated staff and properly filed.
5. It is within the prerogative of the Chairperson if she will assign CHED Official(s)
as her representative(s) to grace the event of the inviting party. In this case, the
staff of the said official will inform the requester that they will be the ones to
come to their event.
1.7. Processing of Requests for Travel Authority from SUCs Presidents
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.
1. The designated Administrative Staff receives and registers incoming
official communications requesting for the issuance of the Travel
Authority of SUC Presidents.
2. The said staff will forward the said request to the designated
Administrative Staff for evaluation of the attached documents and for
drafting of the Travel Authority.
3. Said Travel Authority will be forwarded to the Chairperson for
approval.
4. The approved Travel Authority will be returned to the designated
Administrative Staff for recording and release to the concerned
SUCs.
1.7.2. Travel on Official Business/Official Time
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. Funding source; and
v. Number of officials who will accompany the president in
the travel (as the case maybe).
To be attached are the following requirements
1. Board Approval through a BOR/T Resolution/Referendum;
2. Letter of invites from the inviting party/organization;
3. Designated Officer-in-Charge;
4. Itinerary of travel; and
5. Computation of Expenses using the UNDP Rates.
68
communications requesting for the issuance of the Travel Authority of SUC
Presidents.
2. Said staff will forward the said request to the designated administrative staff
for evaluation of the attached documents and drafting of the Travel Authority.
3. Said Travel Authority will be forwarded to the Chairperson for approval.
4. The approved Travel Authority will be returned to the designated
Administrative Staff for recording and release.
Note: Requests for Travel Authority with incomplete attachments will not be
processed/released.
1.8. Processing of Requests of SUCs to Hold Special Board Meetings
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.
Note: The Matters to be discussed should not exceed 5
items.
2. The request should be favorably endorsed to the CHED Chairperson for
approval by the Chair Designate.
communications requesting to hold a special board meeting from various
SUCs.
2. Said staff will forward the said request to the Senior Administrative Assistant
V for evaluation and review of the attachments.
3. Said request will be forwarded to the Chairperson for approval.
4. The approved request to hold a special board meeting will be returned to
the designated Administrative Staff for recording and release to the
requesting SUCs via their respective Chair Designate offices.
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.
communications requesting to pass a referendum.
2. The said staff will forward the said request to the Senior Administrative
Assistant V for evaluation and review of the attachments.
3. The said request will be forwarded to the Chairperson for approval.
4. Approved or Denied requests will be returned to the designated
Administrative Staff for recording and release to the requesting SUCs via
their respective Chair Designate offices.
1.10. Processing of Requests to Hold a Special Meeting to Elect/Evaluate a SUC

President
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.
communications requesting to Hold a Special Meeting to Elect/Evaluate a SUC
president.
2. The said staff will forward the said request to the Senior Administrative
Assistant V for evaluation and review of the attachments.
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.
71
Process Flows
1.1
Request for Message from the CHED Chairperson
The designated Administrative Staff

(AS) will receive and register
incoming official communications
from requesting party

will forward the request to the
Senior Administrative Assistant
(SAA) for evaluation of compliance
with requirements
The designated AS will communicate

with the requesting party for the
submission of requirement/s via
email
The SAA will forward the draft

message to the Executive Assistant
for review and finalization
The draft message will be

forwarded to the Chairperson for
approval
The Approved Message will be

returned to the designated
Administrative Staff for recording
and releasing
The SAA will send the request via

email to the Technical Writer of the
Chairperson
The Technical Writer of the

Chairperson will draft the message
and send it back to the SAA
72
1.2
Request for CHED Endorsement to Hold an Activity

(AS) will receive and encode the
official
communications
from
requesting party
The designated AS will communicate

with to the requesting party for the
submission of any requirement/s
The EA will submit the draft request

for the Chairpersons approval
The Senior Administrative Assistant

(SAA) will return the signed
endorsement to the designated AS
for recording and releasing to
Records Section of CHED Central
Office
The designated AS will forward the

request to the Executive Assistant
(EA) for drafting of the endorsement
If the is not within the scope of

activities which CHED may endorse
the EA of the Chairperson will send a
letter informing the requesting party
that their request was not granted
73
1.3
Processing of Requests and Other Communications

(Incoming documents from Records and walk-in Clients)
The
Administrative
Assistant
(AA)/Assigned Staff (AS) will receive,
log the documents and indicate the
corresponding
document/tracking
number
For Commissioner(s) / Director(s)
Attention
The AA/AS will forward the documents

to the Senior Administrative Staff
(SAA)/ Executive Assistant (EA) for
evaluation and review
For Chairpersons attention/

further instructions
The SAA/EA will refer the documents to

the respective office that has jurisdiction
over the subject matter
The SAA/EA will notify the Chairperson

of the documents that need urgent
attention/ action
The SAA/EA will return the documents

with instructions/action to the AA/AS for
record purposes
The SAA/ EA will return the documents

to the AA/AS who will record the
instructions/ action of the Chairperson
The Chair will be given a photocopy of the

routed documents/letters for her
information and appropriate action, etc.
based on the judgment call of the SAA/
EA
The AA/AS will photocopy the

documents
with
Chairpersons
instructions/ action for file copy before
releasing/ routing said documents to the
concerned office(s)
The AA/AS will follow up on the action

taken by the concerned offices and the
status of the requests /matters forwarded
to them
The AA/AS will get updates on the action

taken from the office concerned
depending on the instructions of the
Chairperson
74
1.4
Request for the Chairpersons Signature
The
Administrative
Assistant
(AA)/Assigned Staff (AS) will receive, log
the documents and indicates the
corresponding
document/tracking
number
The AA/AS will forward the documents

to the Senior Administrative Staff (SAA)/
Executive Assistant (EA) for evaluation
and review
The AA/AS
documents
CHED Internal Documents

(Request for TA, ATHA, RBA
etc.)
The AA/AS will evaluate the

documents if the concerned
officials have affixed their
initials on the said documents
The SAA/ EA will forward the

documents to the Chairperson
for her signature
The SAA/EA will return the

documents to the AA/AS for
recording and releasing
MOAs/ MOUs / CONTRACTs
The AA/AS will evaluate the

documents if they have been
reviewed by the Legal and
Legislative Service Department
of CHED
The AA/AS will assess whether

the concerned officials have
affixed their initials on said
document

for her signature
will
classify
the
MOAs/ MOUs / CONTRACTs
The AA/AS will evaluate

whether the chair-designates
affixed their initials on the
documents

for her signature


75
1.5
Request for Appointments/Invitations
The
Administrative
Assistant
(AA)/Assigned Staff (AS) will receive,
log the documents and indicate the
corresponding
document/tracking
number
The AA/AS will forward the

documents
to
the
Senior
Administrative Staff (SAA)/ Executive
Assistant (EA) for evaluation and
review
The SAA/EA will give the said

documents to the Chairperson for
action/ further instructions
The designated staff will inform the

sender of the Chairs action via
email/ mobile/ landline
The
designated
staff
will
coordinate with the requesting
party on the arrangement and to
provide the Chair with materials
for the event
The designated staff will return the

said documents to the AA/AS who
will record the action and properly
file the document
If the Chairperson is not available,

she will assign CHED official(s) to
grace the event of the inviting party
as her representative(s)
76
2. OFFICE OF THE EXECUTIVE DIRECTOR (OED)

2.1 Processing of Requests, Invitations and Other Incoming Communications from
CHED Offices and Outside Clients
1. Administrative Aide/Designated Staff receives, logs the document in the
document log (Form-1) and indicates the corresponding document number.
2. Executive Assistant determines which office should act on the documents
(letters/requests/ invitations). She/he accomplishes the referral form (Form-2)
and stamps the name of the office in the original letter.
3. Administrative Assistant /Designated Staff prepares the acknowledgement
letter (Communication-1) to acknowledge communication received by the Office
of the Executive Director.
4. Administrative Aide/Designated Staff forwards/routes the documents to the
respective offices for appropriate action or for information and reference.
5. Administrative Assistant/Designated Staff follows up actions taken by the
offices and the different offices report the status of the requests/matters
forwarded to them to the OED or to the CEB (Form-3).
2.2 Inspectorate Monitoring and Evaluation

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.
1. Designated staff prepares memorandum on the submission of
commitments/targets (Communication-2) following the mechanics and
guidelines of the respective offices/units, such as:
a. CHED annual commitments/targets including budget utilization
through OPRKM and AFMS/HEDF;
b. Office assignments given every ManCom/CEB Meeting through
ComSec; and
c. Communication endorsements facilitated by the OED.
2. Designated Staff of the respective central and regional offices/units (CROU)
submits periodic updates (Form-3) to the OED highlighting the percent
accomplishments of the PAPs/assignments including funds utilization.
3. ComSec assesses the PAPs/assignments updates and prepares report (Form3) for the Executive Director with emphasis on the items that are not or slowly
progressing.
4. Executive Director reviews the PAPs/assignments report and directs the
77
5.
6.
7.
8.
designated staff on the next action.

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.
Administrative Assistant distributes the memorandum to the concerned
offices/units.
Designated staff consolidates all the submitted reports and prepares periodic
PAPs/assignments report including the budget utilization for presentation to the
ManCom/CEB.
As necessary, Executive Director calls for special meetings to address the
PAPs/Assignments that are not progressing according to the timeline.
2.3 Approval of CHED Issuances

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.
2.4. Conduct of Management Committee (ManCom) and Commission en Banc

Meeting (CEB)
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.
1. Administrative Assistant/Designated Staff makes logistical and administrative
arrangements and coordinates with concerned offices relative to venue and
meals and preparation of meeting kits.
2. Designated Staff prepares the notice of meeting (Communication-3) and the
provisional agenda (Form-5), validated by the Commission Secretariat
(ComSec) Head based on the proposed items submitted by the different
offices.
3. ComSec Head validates the notice of meeting and the provisional agenda and
endorses them for approval of the Executive Director who in turn recommends
approval to the Chairperson and eventually to ManCom and CEB.
4. Administrative Aide/Designated Staff collects/gathers documents/ supporting
papers needed for the meeting for reproduction.
5. Administrative Aide/Desigated Staff collates the materials/documents according
to sequence of the meeting agenda, and then distributes to concerned offices.
6. Designated Staff gathers PDF files of the supporting documents/materials for
digitization and distribution to the Directors as reference and guide in the
discussion of the agenda items.
7. Executive Assistant/Designated Staff records the minutes (Form-8), matters
taken up and agreements reached (Communication-4) during the meeting.
8. ComSec Head validates the above and prepares memorandum
(Communication-6) for signature by the Executive Director, informing and
directing the concerned Official/personnel of their assignment arising (Form-9)
from the concluded CEB meeting.
9. ComSec Head, with the assistance of Designated Staff drafts CEB resolutions
and corresponding directives to concerned Directors regarding the assignments
and actions voted/approved in the meeting that fall under her/his
mandate/office.
10. Designated Staff routes the draft resolutions to concerned Official for comments
and validation of the decisions made to ensure accuracy of facts and points
discussed during the meeting.
11. Designated Staff finalizes the validated resolutions and routes them to the
Chairperson and Commissioners for their signature.
12. Executive Assistant/Designated Staff drafts the minutes of the meeting to be
reviewed and edited by the ComSec Head.
13. Designated Staff transmits electronic copy of the draft minutes, at least two
days before the next meeting to members of ManCom and CEB for
comments/corrections of their specific areas of concern.
14. Members of the ManCom and CEB submit their comments and corrections to
the ComSec for incorporation in the semi-final minutes which will be presented
to CEB during the subsequent ManCom and CEB meeting.
15. Designated Staff incorporates the comments and corrections of the
Commissioners and Directors and finalizes the minutes.
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.
2.5. Conduct of the National Directorate meetings (NDM)

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:
1. Executive Director issues a memorandum (Communication-3) to the Regional
Directors advising them of the upcoming Joint NDM and CEB meeting and
requesting them to submit agenda items for inclusion under regional issues and
concerns affecting their respective regions.
2. Designated Staff follows up on the confirmation of attendance of the regional
directors and makes arrangement for their hotel accommodation and
transportation from hotel to CHED and vice versa.
3. Designated Staff transmits meeting agenda and electronic copy of the minutes
of the previous NDM meeting for their information, comments and corrections
especially on the discussions referring to the regional concerns and issues.
4. Designated Staff provides the regional directors an electronic copy of the
meeting folder/kit for their information, reference and guidance.
2.6. Request for Scheduled Interview

This covers interviews by the media with the Executive Director as the designated
Spokesperson.
1. Executive Assistant evaluates request and recommends approval/disapproval of
the Executive Director.
2. Upon approval of the Executive Director, the Executive Assistant coordinates with
media for conduct of interview.
3. Executive Assistant / Designated Staff prepares briefing materials for the Executive
Director in coordination with the concerned offices.
4. Executive Assistant monitors interview and provides additional materials to media
when necessary.
5. Designated Staff monitors result of interview in print and broadcast media.
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Process Flows
2.1. Processing of Requests, Invitations and Other Incoming Communications from
CHED Offices and Outside Clients
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 routes the

document to the
concerned office
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
Designated Staff (DS)

prepares the
memorandum on the
submission of targets
and accomplishments
DS of the respective
Central and Regional
Offices/Units (CROU)
submits PAPs/
Assignments periodic
updates
ComSec assesses
the PAPs/
Assignments updates
and prepares report
for the Executive
Director (ED)
ED reviews the PAPs/

Assignments updates
and give direction to
the AS
PAPs/ Assignments
not meeting the
targets, DS prepares
memorandum for the
respective CROUs
requesting for
feedback and
justifications for
targets not met within
the schedule
including the catch-up
plan.
PAPs/ Assignments
meeting targets
according to the
schedule, DS
consolidates all reports
and prepares periodic
report including budget
utilization for
presentation to the
ManCom/CEB
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
offices/units performs
CSW and prepares
the proposed
issuance
ManCom/CEB
discuss draft
issuance/document
Originating Office
forwards the
proposed issuance
signed by the Director
to the OED
ComSec returns the

disapproved
issuance/ document
to concerned
office/units for more
CSW
Administrative
Aide/Designated Staff
(AA/AS) receives/logs
the document and
indicates document
number
EA reviews the
document and
endorse top ED for
signature
ComSec drafts CEB

Resolution and
informs the
concerned office/unit
of the decision
Originating office/unit
finalizes the
document/issuances
for signature of the
Chairperson
Originating Office
forwards the signed
copy to the Records
Section
ED recommends the
documents for
ManCom/CEB
agenda item
83
2.4. Conduct of Management Committee (ManCom) and Commission en Banc

Meeting (CEB)
Administrative
Assistant/Designated
Staff (DS) makes
arrangements related
to the meeting
DS prepares the notice

of meeting, provisional
agenda
ComSec Head validates

the notice of the meeting
and the provisional
agenda and endorses
them for approval of the
Executive Director and
the Chairperson
Administrative Aide
Designated Staff
collects/gathers
documents/supporting
papers needed for the
meeting for reproduction
AA/DS collates the

materials/documents
according to sequence
of the meeting agenda
and distributes to
concerned offices
Designated Staff gathers

PDF files of the supporting
documents/materials for
digitization and distributes
to the Directors
EA/DS records the

minutes, matters taken
up and agreements
during the meeting
ComSec Head validates

the minutes and
prepares memoranda
on assignments for
signature of ED
ComSec Head and DS
drafts CEB resolutions
and corresponding
directives
DS routes the draft

resolutions to the
concerned offices for
comments and
validation
DS finalizes the
validated resolutions
and routes them to the
Chairperson and
Commissioners for
signature
EA/DS drafts the

minutes of the meeting
to be reviewed and
edited by the ComSec
Head
DS transmits e-copy of the
draft minutes, at least 2
days before the meeting to
members of ManCom and
CEB
Members of ManCom
and CEB submit their
comments and
corrections to the
minutes
DS incorporates the
comments and
corrections to the
minutes
For the succeeding
ManCom and CEB
meeting, DS follow-up on
the actions taken by the
concerned offices
pertaining to their
assignments
ComSec/OED Staff
repeats the whole cycle
for the conduct of
ManCom and CEB
meetings
84
2.5. Conduct of the National Directorate meetings (NDM)
ED issues a
memorandum of the
upcoming joint NDM
and CEB Meeting
Designated Staff (DS) follows up

on the confirmation of
attendance and makes
arrangements on the
accommodation and
transportation
Designated Staff (DS)

transmits meeting
agenda and e-copy of
the minutes of the
previous NDM Meeting
DS provides the
Regional Directors ecopy of the meeting
85
2.6. Request for Scheduled Interview
EA evaluates requests
and recommends
approval or disapproval
of the request for
interview of the ED
and recommends
of the request for
interview of the ED
and recommends
of the request for
interview of the ED
and recommends
of the request for
interview of the ED
86
3. OFFICE OF PROGRAMS AND STANDARDS DEVELOPMENT (OPSD)

A. TECHNICAL PANELS AND TECHNICAL COMMITTEES
A.1 Identification of Technical Panels/Technical Committees
1. OPSD designated staff prepares a Memorandum to be signed by the CHED
Chairperson to call for nomination for Technical Panel/Committee members.
2. The concerned staff disseminates the signed Memorandum to CHEDROs,
HEIs, Professional Organizations, GOs, NGOs, etc.
3. The OPSD receives and reviews the nominations and finalizes the composition
of the TP and TC for recommendation and approval of the Commission.
4. OPSD through Executive Office (EO) endorses TP/TC recommendation to
ManCom/CEB for deliberation and decision.
5. Upon approval by the ManCom/CEB, the OPSD through Executive Office shall
facilitate the signing and numbering of the CMO.
6. OPSD prepares the Certificate of Appointments for signature of the
Chairperson.
A.2 Provision of Support of Technical Panels/Technical Committees
Phase I: Preparation of Work and Financial Plan
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.
Phase II: Coordination of Activities of the Technical Panels/Technical
Committees
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.
87
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
documentation
b)
Taking down minutes.
c)
Participates in the discussion/meeting
for
2.3 After the meeting/activity:

a) Preparation of the Minutes of the Meeting/Proceedings
b) Preparation of recommendations and resolutions, takes action on
issues/decisions based on the discussions during the meeting.
c) Submission of final recommendations/decisions on issues, cases,
policies to the OPSD Director for review and appropriate action.
d) Preparation of reimbursement/payments for food and venue, travel
expenses/reimbursements of the panel of experts/resource persons,
honorarium, etc.
B. REGULATORY FUNCTIONS
B.1. Formulation/Revision of Policies, Standards and Guidelines (PSGs) of
Academic Programs
Phase I: Need Determination
1. The OPSD determines the disciplines/programs/courses that need to be
developed/revised based on local conditions/needs, global standards or
internationally agreed-upon frameworks and mechanisms.
2. The concerned Division proposes the annual plans and activities related to
PSG development to the OPSD Director for approval.
Phase II: Formulation/Revision of PSGs
3. The approved proposal for formulation/revision of PSGs is endorsed to the
Technical Panel (TP) concerned for recommendation to a Technical
Committee (TC).
4. The Division concerned coordinates with the identified Technical Committee
to undertake meetings/consultations/workshops on the formulation/revision
of a draft PSG.
5.
The draft PSG shall be endorsed to the Legal and Legislative Services
(LLS) for comments as to form and compliance with other legal
requirements.
6.
Upon favorable recommendation from LLS, the OPSD through
Executive Office endorses the draft PSG to ManCom/CEB for deliberation
and subsequent adoption as the proposed draft to be subjected for public
hearing.
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.
Phase III: Approval of PSG
11. The OPSD through Executive Office endorses the proposed draft PSG to
ManCom/CEB for approval and issuance as a CHED Memorandum Order.
12. Upon approval by the ManCom/CEB, the OPSD through Executive Office
shall facilitate the signing and numbering of the CMO and ensure the wide
dissemination and orientation of the approved PSG.
B.2. Processing Government Authority to Operate Programs for Medicine,
Dentistry, Nursing, Graduate Programs, and Programs Without Existing
PSGs
1. OPSD designated staff receives application documents and result of
preliminary evaluation forwarded by the CHEDRO.
2. OPSD Director forwards the application documents to Standards
Development Division for processing.
3. SDD concerned staff reviews and acknowledges 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.
4.2 If disapproved, OPSD through Executive Office notifies CHEDRO of
disapproval.
89
B.3. Processing Authority to Operate Extension Programs

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
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.
issues certificate of government authority to operate academic programs
through extension.
disapproval.
B.4. Processing Authority to Operate Transnational Education/
Distance Education
1. OPSD designated staff receives application with complete and duly
authenticated supporting documents forwarded by CHEDRO or from
applicant FHEP/PHEI.
2. OPSD Director forwards the application documents to Non-Conventional
Higher Education Division for processing.
3. NHD designated staff reviews and acknowledges receipt of application
documents from CHEDRO or applicant FHEP/PHEI and conducts
documentary analysis to determine completeness and compliance with
documentary requirements. For FHEP, OPSD forwards to International Affairs
Secretariat
(IAS)
for
verification/validation
on
the
status
of
recognition/accreditation from home country.
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.
operate program.
issues certificate of Government Authorization.
disapproval or directly to FHEP/PHEI.
B.5. Processing Authority to Operate Ladderized Education Program for
Programs without CHED-approved Model Embedment
1. OPSD designated staff receives application to operate ladderized education
program with complete and duly authenticated supporting documents from
HEI with CHED recognized program/s through CHEDRO.
3. NHD designated staff reviews and acknowledges receipt of application
documents from CHEDRO and conducts documentary analysis to determine
completeness and compliance with documentary requirements.
3.1 If complete, OPSD through the concerned Technical Panel/Technical
Committee (TP/TC) for the discipline applied for, conducts interview of
institutions representatives and conducts inspection composed of
representatives from a) TP/TC for the disciplines, b) OPSD, c)
CHEDRO, and d) TESDA.
3.2 If not complete, OPSD transmits result of documentary analysis to
CHEDRO.
4. OPSD through EO submits recommendation to ManCom/CEB for deliberation
and final decision.
4.1 If approved, CEB through the Chairperson issues Certificate of Authority
to Operate
4.2 If disapproved, OPSD through EO notifies CHEDRO of disapproval and
CHEDRO transmit to HEI.
operate the program.
91

issues certificate of government authority.
disapproval.
B.6. Processing Application for Authority to Implement Expanded Tertiary
Education Equivalency Program (ETEEAP)
1. OPSD designated staff receives application for deputization with all
documentary requirements on institutional management and support and
program capability from interested HEI and result of documentary analysis
forwarded by CHEDRO.
3. NHD designated staff reviews and acknowledges the HEI application and refer
to the Technical Panel/Technical Committee for ETEEAP.
4. A CHED Evaluation Team shall be formed to conduct evaluation visit to be
composed of two (2) members of the Technical Panel for ETEEAP
(TPETEEAP) and a member of the Technical Committee for the regular
program intended to be offered through the ETEEAP. By using the ETEEAP
evaluation instrument, the Evaluation Team will be able to fully determine and
validate the readiness of the institution and its intended program to be offered
via ETEEAP for deputization.
5. If the applying HEI and the program intended to be offered through the
ETEEAP satisfies all the requirements for deputization, the Technical
Secretariat prepares the Technical Panel (TP) Resolution to be signed by all
members of the Technical Panel recommending approval of said application;
6. The Technical Secretariat prepares complete staff work (CSW) on the
application, with the following details, to be submitted to the CHED
Management Committee and Commission en banc through the Executive
Office for decision: a) action requested; b) rationale/background information; c)
supporting documents, i.e., copies of the evaluation report and the signed TP
Resolution; and d) proposed Resolution for CEB action.
7. CEB makes final decision on the application for authorization to implement the
program.
issues Certificate of Authorization.
disapproval.
B.7.Processing Authority to Confer Honorary Degree
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
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.
disapproval.
B.8. Regular Monitoring of Programs under OPSD Offered by Higher Education
Institutions
1. OPSD through the Technical Panel/Technical Committee identifies HEIs to be
monitored based on criteria or priority areas of concern.
2. The designated staff of the concerned division prepares schedule of
assignments of TP/TC and informs CHEDRO of schedule of visit.
3. Monitoring Team conducts ocular inspection and validation of HEI documents
and submits monitoring report to OPSD.
4. OPSD Director makes action on the monitoring report.
4.1 If findings favorable, OPSD informs HEI through CHEDRO of favorable
findings.
4.2 If findings not favorable, OPSD communicates to CHEDRO unfavorable
findings and/or deficiencies.
5. CHEDRO communicates to HEI unfavorable findings and/or deficiencies.
6. HEI submits compliance to OPSD through the CHEDRO.
7. The concerned division through Monitoring Team conducts review of
compliance documents and/or conducts re-inspection of HEI.
8. Monitoring Team prepares and submits validation report to OPSD.
9. OPSD Director makes action on the validation report.
findings.
10.2 If findings not favorable, OPSD recommends to CHED Legal Affairs
Service the gradual phase-out of the program.
93
B.9. Joint CHED-PRC Monitoring of Programs Offered by Higher Education

Institutions
1. OPSD designated staff receives proposed dates of joint CHED-PRC
monitoring visits to HEIs from PRC.
2. OPSD Director forwards the proposed dates of monitoring visits to Standards
3. SDD prepares schedule of assignments of TP/TC and informs CHEDRO of
schedule of visit.
4. Joint CHED-PRC Monitoring Team conducts ocular inspection and validation
of HEI documents and submits monitoring report to OPSD.
5. OPSD Director makes action on the monitoring report.
findings.
5.2 If findings not favorable, OPSD communicates to CHEDRO unfavorable
findings and/or deficiencies.
6. CHEDRO communicates to HEI unfavorable findings and/or deficiencies.
7. HEI submits compliance to CHEDRO.
8. CHEDRO forwards HEI compliance to OPSD.
9. OPSD through CHED-PRC Monitoring Team conducts review of compliance
documents and/or conducts re-inspection of HEI.
10. Monitoring Team prepares and submits validation report to OPSD.
11. OPSD Director makes action on the validation report.
11.1 If findings are favorable, OPSD informs HEI through CHEDRO of
favorable findings.
11.2 If findings are not favorable, OPSD recommends to CHED Legal Affairs
Service the gradual phase-out of the program.
C. Developmental Functions
C. 1. Center of Excellence/Center of Development (COEs/CODs)
Phase I. Formulation of Guidelines and Criteria for the Selection of
COEs/CODs
1.
The OPSD, through meetings and workshops of the TPs/TCs
formulate/revise guidelines and criteria for the selection of COE/COD in the
various degree programs.
2.
The OPSD through the Executive Office submits the proposed
guidelines and selection criteria to the ManCom/Commission en Banc for
deliberation and decision.
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.
Phase II. Processing Application/s of COEs/CODs

1. OPSD designated staff receives application for COEs/CODs with complete
supporting documents from HEI through CHEDRO.
2. OPSD Director forwards the application documents to Programs Development
Division for processing.
3. PDD concerned staff reviews and acknowledges forwarded documents 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 required documents, copy
furnish CHEDRO.
4.
TP/TC conducts documentary analysis and ocular inspection.
5.
Upon completion of the evaluation process, the TP/TC conducts
final deliberation and submits final recommendation through a TP/TC Resolution.
6.
The OPSD through Executive Office forwards TP/TC
recommendation to ManCom/CEB for deliberation and decision.
certificate of award/designation to identified COEs/CODs.
disapproval.
Phase III. Formulation of Implementing Guidelines for the Provision of Grants
to identified COEs/CODs
1.
The OPSD, through meetings and workshops of the TPs/TCs,
formulate/revise implementing guidelines and procedures (including forms and
checklist of supporting documents) for the provision of grants to COE/COD in the
various degree programs.
2.
The OPSD through the Executive Office submits the proposed
implementing guidelines and procedures to the ManCom/Commission en Banc
for deliberation and decision.
3.
Upon approval, CHED through OPSD issues Memorandum on
implementing guidelines for the provision of grants for COEs/CODs and
disseminates the approved guidelines to Higher Education Institutions (HEIs)
through CHEDROs, CHED website and other media.
Phase IV. Project Proposal Evaluation, Implementation and Support for
COEs/CODs
1. OPSD designated staff receives project proposal for funding through the
COE/COD project with complete supporting documents directly from concerned
HEI or through CHEDRO.
95
2.
OPSD Director forwards the project proposals to Programs Development

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
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.
C.2. Processing Application for Scholarships or Grants under the Faculty
Development Program (FDP)
C.2.1 Processing of Application of Delivering Higher Education Institutions
(DHEIs) to offer programs under FDP
1. OPSD designated staff receives application to be a delivering higher education
institution (DHEI) for specific program/s with complete supporting documents
from interested HEI.
2. OPSD Director forwards the application to Programs Development Division for
processing.
3. PDD concerned staff evaluates completeness of submitted documents then
submits to Technical Panel/Technical Committee for review and appropriate
recommendation if program is not a COE/COD or if level of accreditation is
lower than Level III.
4. The TWG reviews and evaluates the program being applied for:
4.1 If approved, program application will be submitted to the TWG-FDP for
final recommendation.
4.2 If additional documents are needed, PIU notifies HEI of additional
supporting documents.
4.3 If not approved, OPSD notifies HEI of CEB decision.
5. If program applied for is approved by the TWG, OPSD through Executive Office
endorses TWG-FDP recommendation to ManCom/CEB for deliberation and
decision.
letter of approval to DHEI.
5.2 If disapproved, OPSD through Executive Office notifies HEI of
disapproval.
C.2.2. Processing of Application and Support for the FDP Scholarship
a. Screening of Application and Grant of Award
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.
b. Provision of Financial Assistance and Liquidation Reports

Provision of financial assistance can be released through the DHEIs or
directly to the faculty scholars.
Processing of Financial Assistance for Faculty Scholars through DHEIs
(Transfer of Funds):
1. OPSD designated staff receives accomplished Memorandum of
Agreement (MOA) and Supplemental Agreement (SA), and Liquidation
Report (for succeeding release) from the DHEI.
2. OPSD Director forwards the documents to Programs Development
3. PDD concerned staff assesses completeness of documents and prepares
necessary documentary requirements needed to facilitate fund release for
submission to HEDFS/AFMS.
4. Upon completion of check preparation or transfer of fund to DHEIs Bank
Account by HEDFS/AFMS, OPSD notifies DHEI of the availability of check
or fund transfer.
5. OPSD receives complete Liquidation Report from DHEI and endorses the
LR to HEDFS using a liquidation report form.
6. OPSD conducts regular monitoring on the status of scholars and the
status of fund releases to DHEIs and updates FDP database.
Processing of Financial Assistance Released Directly to Faculty Scholars:
1. OPSD designated staff receives complete documentary requirements
(Certificate of Registration, proof of payment and grades for the previous
term enrolled (for continuing scholars) from the faculty scholar.
98

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.
c. Processing of CHED Clearance
1. OPSD designated staff receives request for CHED clearance with
complete requirements from grantee.
3. OPSD evaluates and verifies completeness of requirements:
a. If complete, OPSD prepares Clearance Certificate for signature of
Executive Director through the OPSD Director.
b. If not complete, OPSD notifies grantee to submit lacking documents.
4. Upon approval, OPSD notifies grantee on the availability of the Clearance
Certificate for release/pick-up.
C.2.3. Monitoring of FDP Scholars

1. The OPSD conducts a regular/periodic monitoring of faculty scholars through
submission of status reports (status of fund releases and academic
performance of scholars) by the DHEIs or through conduct of
meetings/workshops with the coordinators of DHEIs
2. If there is a need for ocular visit, an evaluation team shall be formed
composed of TWG-FDP members, OPSD staff or CHEDRO staff.
3. The OPSD shall prepare the travel documents of the evaluation team and
DHEIs, and facilitate the transfer of funds for the monitoring expenses.
4. At the end of the activity, the Evaluation Team submits a monitoring report to
OPSD through the TWG-FDP. The TWG-FDP deliberates on the results of
the monitoring report and makes recommendations for policy
development/enhancement or project intervention. OPSD updates FDP status
based on collected status report for both financial and academic performance.
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
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
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
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.
C.4 Processing of Financial Assistance for Accreditation of Higher Education
Institutions: Preliminary Survey Assistance for Accreditation (PSAA) and
Institutional Development Assistance for Accreditation (IDAA)
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
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
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.
C. 5. Approval and Implementation of Developmental/Innovative Programs/
Projects
The Commission determines the need to implement developmental and
innovative programs and projects based on national priorities, needs or
international standards.
1. OPSD prepares or receives project proposal directly from concerned
stakeholders for funding.
2. OPSD Director forwards the project proposals to Programs Development Division
for processing.
3. PDD concerned staff acknowledges application through CHEDROs and conducts
documentary analysis to determine completeness of the documentary
requirements.
3.1 If complete, OPSD refers application to concerned panel of experts.
3.2 If not complete, OPSD notifies HEI to submit additional documents.
4. TP/TC conducts documentary evaluation and conducts verification session or
request for additional documents/revisions, if necessary.
Upon completion of the evaluation process, the panel of experts conduct final
deliberation and submits recommendation.
5. The OPSD through Executive Office endorses experts recommendation to
5.1 If approved, CEB issues resolution and OPSD issues notice of approval and
Memorandum of Agreement (MOA) (approved by Legislative and Legal
Services) to concerned proponent.
5.2 If disapproved, OPSD through Executive Office notifies concerned
proponent of disapproval.
6. Upon submission by the concerned proponent of accomplished MOA and work
and financial plan, and other required documents, OPSD shall review and
facilitate perfection of MOA.
7. 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.
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
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
D.1. Processing of Request for Revision of Program Curriculum
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
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.
D.2. Procedure in the Preparation of Comments/Position Papers in Aid of
Legislation and Policy Formulation
1. OPSD Director or her representative and/or a TP/TC member should attend.
2. OPSD notifies the TP/ OPSD designated staff receives and records request for
comments/position papers from Office/Agency concerned.
3. OPSD Director forwards request to the concerned Division for processing.
4. The Division head assigns the request to the staff concerned for
acknowledgement. Conducts initial study, research and or provide comments.
5. If needed, the document, through an indorsement, is referred to the panel of
experts for comments and recommendations.
6. The OPSD receives inputs from the experts and prepares draft comment/position
paper for transmittal to the requesting Office/Agency to be signed by the OPSD
Director.
7. OPSD submits the Memorandum containing the comments/position to the
requesting Office/Agency.
8. If there is a hearing/session in the legislature where presence of a resource
person is needed, the TC, through an invitation letter signed by the OPSD
Director relative to his/her attendance in the hearing/session, if needed.
104
E. Maritime Education Services

QUALITY STANDARDS SYSTEM (QSS)
QUALITY SYSTEM PROCEDURE
Document Title
Procedures on the Selection, Evaluation and Renewal of Outsourced

Personnel and Consultant/s and the Hiring of Plantilla Items of Maritime
Education Section
Document
Code
QPrM-6.1-15
Reviewed by
DQAR
Issue Date
August 17, 2015
Approved by
QAR
Revision No.
01
Page No.
105/424
Revision Date
September 30, 2015
PERSON INCHARGE
Chairperson
MAIN
PROCEDURE
1. Requisition of
Budget for the
Hiring of
Plantilla Items
FORM/
REFERENCE
DETAILED PROCEDURE
Request for Plantilla Items:
- Request to DBM for
budget allocation for
Plantilla Items
- Identities personnel
requirement qualifications
and competencies
Input:
Request Letter
TOR
KPI
Output:
Fill-up plantilla
vacant position
OPSD
Director/
AFMS/ HRDM
Hiring of Plantilla Position

Notice from the AFMS
- Request Office of
approving plantilla positions
Administrative, Finance
and Management Service
to Fill-up and Publication Input:
of vacant positions,
OPSD Director Request
signed by the OPSD
Letter
Director
Note: Selection and hiring of

personnel for plantilla
positions follows the
procedure in the HRDM
Recruitment Manual
Output:
Hired Plantilla items (CHED
Recruitment and Selection
Manual)
105
Chairperson/
OPSD
Director/
AFS-HRMD
Requisition,
Identification and
Recommendatio
n to Hire
Technical
Consultant
Hiring of Outsource
Personnel and Technical
Consultant
1. Technical Consultant
Identifies personnel
requirement, qualifications
and competencies
The oversight
commissioner through the
MES-OPSD request/
recommend the
Commission to hire
Technical Consultant.
Chairperson/
OPSD
Requisition,
Identification and
Recommendation
Input
Request CSW FormCEB
PR/RIS
PPMP
Memo from the
Chairperson to BAC
indorsing Highly Technical
Consultant
Output
CEB Resolution
BAC Resolution
Signed/Notarized Contract
Letter from the OPSD
Director to COA with
perfected contract
Prepare Purchase Request/

Requisition Issue Slip
(PR/RIS) for the purchase
of services
Forward to HEDF to certify
funds availability
Forward to Bids and
Awards Committee (BAC)
for approval for the
purchase of services
Chairperson recommend
BAC for hiring of technical
consultant (highly technical
consultant) through Memo
from the Chairperson
Prepare contract between
Head of the Agency and
Technical Consultant
Notarize the contract after
signing by both parties
Submit copy to the
Commission on Audit
(COA)
2. Outsourced Personnel
Input
Office of Programs and
Request for Job
Standard Development
Order/Outsourcing
(OPSD) requests/
106
Director/
HEDFS
to hire
Outsourced
Personnel
recommends to the
Commission to hire
outsource personnel
Identifies personnel
requirement, qualifications
and competencies
Listing of required TOR and

corresponding personnel,
qualifications and
competencies
Output
HEDFS/
OPSD
Director/
Chairperson/
1. Purchase of
Services
2. Approval of
Bids and
Awards
Committee
BAC-TWG
Approved Hiring of
Personnel thru a CEB
Resolution
Prepare Purchase Request Input
for the Purchases of
ServicesForward to HEDF
to certify funds availability
Forward to Bids and
Awards Committee (BAC)
for approval, upon funds
availability
Purchase Request
Approved Hiring of
Personnel thru a CEB
Resolution
Output
Purchase Request Certified
fund availability
BAC approved purchase of
service thru BAC
Resolution
Notice to Proceed (to the
awardees)
OPSD
Director/
HRMD
3. Hiring/ Posting
of Personnel
Request HRMD for the

Hiring of Project Technical
Staff (PTS)
Posts vacant position for
PTS, in coordination with
CHED Human Resources
Management Division
Input
OPSD Director
Recommendation
CEB Resolution
BAC Resolution
Output
Notice of Vacant
Position/Advertisement
MES-OPSD/
HRMD
4. Paper
Evaluation,
Short-listing,
Examination
and Interview
Evaluates/short-lists
applicants
Conducts prequalifying examination

(PQE) to applicants, in
coordination with CHED
HRMD
Interviews applicants who
passed the PQE
Input
Application Letter
Curriculum Vitae
Output
Result of the Paper
Evaluation
107
Results of the PQE

Shortlist of Candidates
MES-QAR/
OPSD
Director
5. Endorsement/
Recommendati
on to Hire
Recommend Human
Resource Management
Division to hire Project
Technical Staff
Input
Recommendation Letter
Curriculum Vitae
Output
Project Technical Staff
Hired
OPSD
Director/ HRD
MEU
6. Approval of
appointment
7. Orientation
Approves the appointment

of selected applicants
Orients the new personnel

using the
Orientation/Familiarization
Checklist
Input
OPSD
HRD
Endorsement
to
Output
List of hired applicants
Input
Appointment letters
Output
DRCO
8. Recording
Records/updates MESs
201 Files
Oriented personnel
Input
201 Files
Output
Unit
Head/QAR
9. Performance
Evaluation
Evaluate the performance

of the personnel
Updated 201 Files

Input
Accomplishment Reports
Output
Result of evaluation
Recommendation for
Renewal
QAR/
Concerned
MEU Staff/
10.
Renewal
of Outsource
Personnel
Consultant/s
Process requirement for the

renewal of employment
Consultant/s
108

Document
Title
Procedure on the Selection and Evaluation and Retention of CHED Technical

Evaluators
Document
Code
QPrM-6.2-15
Document
Code
QPrM-6.2-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
MES
MES/QAR
MAIN
PROCEDURE
1. Posting
2. Paper
Evaluation
FORM/
REFERENCE
DETAILED PROCEDURE
Calls and receives
nominations/ applications for
CHED Technical Evaluators
from maritime professional
organizations, institutions,
industries and other
concerned government and
non-government
organizations
Receives nominations/
applications from walk-in
applicants
Evaluates the
nominees/applicants per
provisions of QSS on
Resource Management,
CHEDs Policy on Conflict of
Interest, resume and
supporting documents.
Forwards, through
appropriate channels, a
shortlist of nominees/
applicants for review of
Technical Panel for Maritime
Input
Letter/notice/
advertisement
Output
Nominations
Application Letters and
relevant documents
Input
Nominations
Application Letters and
relevant documents
Existing Criteria
STCW, as amended
Output
Result of paper
evaluation
Shortlist of nominees/
109
Education (TPME)
TPME
3. Validation
Validates and recommends

shortlist of nominees/
applicants to OPSD
applicants
Input
Result of MES paper
evaluation
Existing Criteria
STCW, as amended
Shortlist of nominees/
applicants
Output
OPSD Director
4. Endorsement
Endorses the nominees/

applicants to the
MANCOM/CEB
Recommended
nominees/applicants to
OPSD by TPME
Input
Recommended
nominees/applicants to
OPSD by TPME
Output
CEB
5. Approval/
Disapproval
Approves/disapproves
nominees/ applicants
Endorsement of
Recommended
nominees/applicants
from OPSD
Input
Endorsement of
Recommended
nominees/applicants
from OPSD
Output
MES
6. Notification
CEB Resolution
CHED Special Order
(CSO)
Notifies the selected CHED Input
Technical Evaluator/s
CHED Special Order
(CSO)
110
Output
MES in
coordination
with MARINA
7. Orientation
Conducts orientation of
appointed CHED Technical
Evaluator/s on:
a. The organization and

reporting lines of
MES
b. The NQSS, QSS,
relevant Policies,
Standards and
Guidelines on
Maritime Education
c. Goals and objectives
of the monitoring
and evaluation
MES
8. Performance
Evaluation
Letter/notice to selected
CHED Technical
Evaluator/s
Input
Letter/notice to selected
CHED Technical
Evaluator/s
List of new CHED
Familiarization Checklist
Form
Policies and Guidelines
on Maritime Education.
Evaluation/ Assessment
Instrument
Forms for
Administrative matters
Disclosure and Nondisclosure 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
agreement
Updated list of CHED
Evaluates CHED Technical
Input
Evaluator/s performance
CHED Technical
using the APE 1
Assessors Performance
Consolidates individual
Evaluation (QF-6.2-15)
performance rating
Identifies individual
111
performance against the cutoff rating

Output
Note:
Cut-off
rating
for
continuance of service will be Consolidation of
Performance with cut-off
satisfactory and above
MES in
coordination
with MARINA
9. Retention
Monitors if the set criteria for

the CHED Technical
Evaluator/s are maintained
Determines compliance with
the set criteria for technical
evaluators
Retains/delists CHED
Technical Evaluator/s from
the pool of evaluators based
on the status of compliance
with the set criteria and the
result of performance rating
rating
Input
Consolidation of
Performance with cut-off
rating
Approved CHED Special
Order
Output
Updated list of CHED
Note:
Updated list will be
considered for the succeeding
year appointment
112

Document Title
Procedures on the Selection, Evaluation and Retention of Technical

Panel/Technical Committees
Document
Code
QPrM-6.3-15
Document
Code
QPrM-6.3-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
MES/
MAIN
PROCEDURE
11.
Pooling
Oversight
Commissioner
for Maritime
Education
FORM/
REFERENCE
DETAILED PROCEDURE
Determines possible
candidate/s (e.g., academe,
maritime organizations/
industries)
Input
201 Files,
recommendation from
academe, maritime
organizations/ industries
Output
Letter to candidate
MES
12.
Notification
Informs candidate to submit

CV
Input
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
Evaluation
Evaluates/verifies if candidate
is qualified, mindful of other
technical qualifications and
actual or potential conflict of
interest based on Section 12
RA 7722
Input
Application letter
Updated CV
Accomplished Disclosure
of Conflict of Interest
Statement(QF-6.3.15)
113
Output
Result of the Paper
Evaluation
TPME
14.
Evaluation
Evaluates and recommends

the candidate/s
Note: This procedure is skipped

if the whole TPME is for
reappointment
MES/QAR
15.
nt
Endorseme
Endorses the candidate/s to

the OPSD MANCOM
Input
Result of the Paper
Evaluation
Output
TPME Recommendation
through Resolution
Input
TPME Recommendation
Output
Endorsement to CHED
MANCOM
CEB
16.
Approval of
appointment
Approves the
chairmanship/membership of
TPME/TCs
Input
OPSD Endorsement
Output
Resolution approving the
chairmanship/
membership
Chairperson
MES/DRCO
17.
t
18.
Appointmen
Appoints the TPME/TCs
Input
CEB Resolution
Recording
Records/updates 201 Files
Output
Appointment letter
Input
Appointment letter
Output
Updated 201 Files
114

Document Title
Procedure on Development/Revision of Policies, Standards and Guidelines
Document
Code
QPrM-7.1-15
Document
Code
QPrM-7.1-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
01
Revision No.
01
Revision Date
28 September 2015
Revision Date
28 September 2015
PERSON INCHARGE
PDU
MAIN
PROCEDURE
1. PSG / CMO
revision design
and
development
planning
FORM/
REFERENCE
DETAILED PROCEDURE
Determines the design and
development stages pursuant
to the written rules and
regulations of the
Commission
Determines the review,
verification and validation that
are appropriate to each
design and development
stage
Determines the
responsibilities and
authorities for design and
development
Input
Relevant CMOs relative
to the development of
PSGs
Relevant CMOs on
maritime programs
Promulgation and
implementation of new
laws, rules and
regulations locally and
internationally
1978 STCW Convention
and Code as amended
Letter of
recommendation from
the maritime industry of
a particular need
Output
PDU /
Technical
Committee as
2. PSG / CMO
revision design
and
development
Initiates the development of

Policies, Standards and
Guidelines/ revision of CMOs
for maritime programs based
Notice of meeting
Input
115
appropriate
inputs and
outputs
on any of the following:

- needs of the industry;
- effect of the promulgation
and implementation of
new laws, rules and
internationally; or, the
number of years an
existing PSG has
remained unrevised
PSGs
Relevant CMOs on
maritime programs
Promulgation and
laws, rules and
internationally
and Code as amended
Advice from the maritime
industry of a particular
need
Drafts the proposed PSG/

CMO revisions in consultation
with other resource persons if
necessary
Output
Presents the draft proposed
PSG/ revisions to the
Technical Panel for Maritime
Education (TPME)
Technical
Panel for
Maritime
Education
3. PSG / CMO
revision design
and
development
review
Integrates the TPME inputs

into the draft proposed PSG/
revisions and recommend the
conduct of public hearing
Reviews the proposed draft
PSG/ revisions to the CMO
and recommends inputs
where appropriate for
consideration of the TCs
Recommends to the CEB the
relative to the proposed draft
PSG/ revisions to the CMO
Proposed draft PSG/

revisions to the CMO
Input
Proposed draft PSG/
revisions to the CMO
PSGs
Relevant CMOs on
maritime programs
Promulgation and
laws, rules and
internationally
and Code as amended
Letter of
recommendation from
the maritime industry of
116
a particular need
Output
CEB
4. PSG / CMO
revision design
and
development
verification
Verifies that the design and

development outputs have
met the design and
development input
requirements
Approves the conduct of
public hearing/ consultation
Revised proposed draft

CMO
TP Resolution
recommending the
Input
TPME resolution
recommending the
CMO
Output
Issues notice to the public

QAR/ PDU/
Technical
Committee as
appropriate
5. PSG / CMO
revision design
and
development
review
Conducts a public hearing/

consultation with
stakeholders (maritime
education sectors, industries,
associations/ organizations
and other government
agencies concerned)
pursuant to existing CHED
Rules and Regulations
Deliberates on the results of
the public hearing and
incorporates the inputs into
the proposed draft PSG/
revisions to the CMO, if
warranted
Notice to the public

Input
Inputs from maritime
stakeholders
Output
PSG/ revised CMO
Presents the revised

proposed draft PSG/ revised
CMO to the Technical TPME
117
TPME
6. PSG / CMO
revision design
and
development
review
Integrates the TPME inputs

into the proposed draft PSG/
revised CMO and
recommend the conduct of
public orientation
Reviews the revised
Input
proposed draft PSG/ revised
CMO and recommends inputs Proposed revised draft
PSG/ revised CMO
where appropriate for
consideration of the TCs
Output
Commission en 7. PSG / CMO

Banc/
revision design
Chairperson/
and
CHED Records
development
Section
validation
Recommends to the CEB the

conduct of public orientation
relative to the proposed
revised draft PSG/ revised
CMO
Reviews the final draft to
validate if it meets the design
and development input
requirements vis--vis the
requirements of the customer
Approves the proposed final
draft PSG/ revised CMO
The chairperson signs the
approved PSG/ revised CMO
Office of the
Executive
Director
8. Publication and
public
dissemination
Proposed final draft

PSG/ revised CMO
Input
Final form of the
proposed PSG/ revised
CMO
TPME resolution
recommending the
approval, orientation and
implementation of the
CMO
Output
Signed CMO ready for

The CHED record section
orientation and
assigns number to the CMO
implementation
Ensures the publication of the Input
CMO for public dissemination
Signed CMO
in the official gazette or in
newspapers of general
circulation
Ensures that the CMO is
included in the link to CHED
Memorandum Orders (CMOs)
in the CHED website
118
MES/TC/TPME
9. Orientation &
Implementation
Orients the MHEIs on the

implementation of the new
CMO
Input
Signed CMO
Output
Queries on the
implementation of the
new CMO
119

Document Title
Procedure on the Review, Revision and Approval of Curriculum
Document
Code
QPrM-7.2-15
Document
Code
QPrM-7.2-15
Issue Date:
August 17, 2015
Issue Date:
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
MAIN
PROCEDURE
CHED/
MARINA/ IMO/
Other
Government
Agencies
1. Issues rules and

regulations
affecting the
BSMT and
BSMarE
Curriculum
Issues memoranda, circulars Input

and
other
statutory
requirements aimed towards Relevant rules and
regulations affecting the
continuing improvement of
BSMT and BSMarE
the
curriculum
in
Curriculum
consideration of aligning with
STCW standards and other
international conventions as
well as new laws, rules and
regulations as well as the
needs of industry; current
trends and practices; and
such
other
factors
or
considerations as may be
applicable
HEIs
2. Review and
Revision of
Curriculum
Review the BSMT and

BSMarE curriculum and the
corresponding course syllabi
at least once a year and shall
incorporate in its Quality
Management System the
procedures to undertake such
review. Such review and
revision
shall
consider
alignment with STCW as
amended
and
other
FORM/
REFERENCE
DETAILED PROCEDURE
Input
Relevant rules and
regulations affecting the
BSMT and BSMarE
Curriculum
Issued curriculum/
syllabi/ or enriched
curriculum/syllabi
Output
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
HEIs
MES
3. Submission of
the proposed
revised
Curriculum/
Course Syllabi
and catch-up
plan
4. Prepare the
submitted
Submits in duplicate copies at

least one semester before the
proposed implementation, to
CHED Maritime Education
Section (MES), Division of
Programs with International
Conventions (DPIC), Office of
Programs and Standards
Development (OPSD) for
approval.
Any
proposed
revision that does not affect
the minimum requirements of
the curriculum and/or course
syllabi shall be submitted in
duplicate copies at least one
semester
before
the
proposed implementation, to
CHED-MES for information.
The
proposed
revised
curriculum/course syllabi shall
be duly supported with
documentary evidence that it
is aligned with the standards
of STCW as amended and
other
international
agreements
and
is
in
accordance with the needs of
industry,
current
trends,
practices, laws etc.
Collates
the
submitted
proposed revised curriculum/
Input
Proposed revised
Curriculum/ Course
Syllabi
Output
Submitted proposed
revised Curriculum/
Course Syllabi
Input
Submitted proposed
121
MCRC
proposed
syllabi in preparation for the
revised
review;
curriculum/syllab Convenes
the
Maritime
i for review of
Curriculum
Review
the Maritime
Committee (MCRC)
Curriculum
Review
Committee
5. Review of the Determines whether the
proposed
proposed revised
revised
curriculum/syllabi meets the
curriculum/
requirements of the CHED
syllabi
and STCW standards and
other international
conventions/ statutory
requirements
revised curriculum/
syllabi
Output
Notice of MCRC
workshop meeting
Input
Submitted proposed
revised curriculum/
syllabi
Output
Result of MCRC review
TPME
CEB
6. Final Review of
the output of
MCRC,
Recommendatio
n and
Endorsement to
CEB
7. Approval or
disapproval of
the proposed
revised
curriculum/
syllabi and
catch-up plan
Refers the result of review to

the Technical Panel for
Maritime Education (TPME)
for final review,
recommendation and
endorsement to CEB
Reviews the output of MCRC Input
Recommends approval or
Result of MCRC review
disapproval of the proposed
revised curriculum/ syllabi
Endorses to the CEB the
recommendation of the TPME Output
Approves or disapproves the

proposed revised curriculum/
syllabi and catch-up plan
Result of TPME Review/

recommendations
TPME endorsement to
CEB
Input
TPME recommendation
TPME endorsement to
CEB
Output
CEB resolution
122

Document Title
Procedure on Authorization of Private Higher Education Institution to Offer

Maritime Education Programs
Document
Code
QPrM-7.3-15
Document
Code
QPrM-7.3-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
HEIs
MAIN
PROCEDURE
1. Application
(Initial Permit/
Renewal/
Recognition for
BSMT and
BSMarE
programs)
FORM/
REFERENCE
DETAILED PROCEDURE
Files an application for initial
permit/renewal/recognition
with complete supporting
documents to the OPSD
through the CHED Regional
Offices not later than June 30
of the year preceding the
intended academic year of
operation
Input
QF-GPR 4
GPR 5
PSGs and other
relevant issuances
Output
Received application
Note: The initial permit is not a

guarantee that the permit for
the second year would be
granted. The school has to
apply for renewal permit until
recognition is obtained.
Application to
Operate Bridging
Files an application for

authority to offer the Bridging
Program of BS Mechanical
Input
Engineering (BSME) and BS
Electrical Engineering (BSEE)
PSG
to BS Marine Engineering
123
Program
HEIs with
recognized
BSMarE
programs
MES
MES
2. Paper
Evaluation
3. Actual
Verification/
Evaluation
(BSMarE) Program with

complete supporting
documents to OPSD through
the CHEDROs
Conducts preliminary
evaluation of the application
documents to determine
compliance with the
requirements
Schedules actual verification/
evaluation if application
documents indicate
compliance with the
requirements. Otherwise,
informs HEI through the
CHEDRO of the deficiencies
noted not later than
September 30 of the same
year the application was filed.
The MHEI shall be given up
to October 31 of the same
year to comply with the same.
Follows the main procedures
under Item 1-10 of QPrM-0913 (Procedure on Monitoring
and Evaluation of Maritime
Education Programs MEPS)
Output
Received bridging
program application
Input
PSGs
HEI application with
complete supporting
documents
QF-7.9-15 (OPSD Form
1)
Output
Indorsement to
CHEDRO with
accomplished QF-7.9-15
(OPSD Form 1)
Input
Accomplished QF-7.9-15
(OPSD Form 1)
Output
Results of actual
verification/evaluation
Note: HEI found to be deficient or

not in terms of compliance
with the requirements must
follow the provisions under
Section 56 (4) of the Manual of
Regulations for Private Higher
Education of 2008 (MORPHE
of 2008)
Technical
Panel/
4. Technical
guidance to the
actual
Provides technical guidance

and support to the actual
verification or in the
Output
The enhancement of the
124
Selected
Technical
Experts
DPIC Chief
cum QAR
verification/
evaluation
5. Recommendatio
n for OPSD
ManCom review
processing of inputs for

purposes of recommending
the granting of a permit
Reviews and forwards the

accomplished QF-7.9-15
(OPSD Form I) and the
Memorandum to the OPSD
Director for OPSD ManCom
Review
Technical assessment in
the verification/
evaluation report
Technical Panel
endorsement or nonendorsement of the
granting of a permit to
MES
Input
(OPSD Form 1)
Result of the
assessment
Output
OPSD Director
Executive
Director
6. Recommendatio
n to the CHED
ManCom
7. Endorsement to
the CHED
ManCom
Meets with the OPSD

ManCom to review and
forward the accomplished
OPSD Form I and the
Memorandum to CHED
MANCOM through the
Executive Director for
endorsement to the
Commission en Banc
Endorses the
recommendation of the
OPSD to the CHED ManCom
and the Oversight
Commissioner for Maritime
Education to review and
forward the accomplished
OPSD Form I for CEB
consideration
Memorandum to OPSD
Director
Approval of the OPSD
MANCOM for
endorsement to the
CHED MANCOM
through the Executive
Director
Input
(OPSD Form 1)
Memorandum to
OPSD Director
Output
Memorandum to CHED
ManCom for
endorsement to CEB
Input
(OPSD Form 1)
Memorandum to
CHED Mancom for
endorsement to CEB
Output
125
Commission en 8. Endorsement to
and Approval of
Banc
CEB
SDD Chief
SDD Chief
Executive
Director
9. Issuance of
Permit/Renewal/
Recognition
10. Preparation of
Letter of
Disapproval
11. Notification
Reviews and acts on the

application for authority to
operate the maritime
program, in consideration of
the endorsement of the
CHED MANCOM and the
Oversight Commissioner for
Maritime Education
Prepares the initial permit/

renewal/recognition certificate
for signature of the
Chairperson through the
Executive Director.
Issues the initial
permit/renewal/ recognition
certificate
Prepares the letter of

disapproval to the HEI for
signature of the Executive
Director.
Notifies MHEIs concerned of

the disapproval of the
authority to offer maritime
education programs
CHED Mancom
Indorsement to CEB
Input
Accomplished OPSD
Form 1
Indorsement to CEB
Output
CEB decision on the
application for authority
to operate the maritime
program
Input
CEB Resolution
Accomplished
Assessment Instrument
1)
Output
Issued to the applicant
HEI
Input
CEB Resolution
Accomplished
Assessment Instrument
1)
Output
Draft Letter of
disapproval
Input
Draft letter of disapproval
Output
MES/DRCO
12. Recording
Updates the database or
Signed and forwarded

letter of disapproval
Input
126
record of MHEIs offering

maritime education programs
Accomplished QF7.7.15 (GPR 4)

(GPR 5)
CEB Resolution
Output
Updated database/
record
127

Document Title
Procedure on Approval of MOA Between MHEI and Training Centers Relative

to the Conduct of Basic Training Under Chapter VI of the STCW Code
Document
Code
QPrM-7.5-15
Document
Code
QPrM-7.5-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
MHEIs
MES-STCW
TPME
MAIN
PROCEDURE
8. Application
9. Paper
Evaluation
10.
Evaluation
and
FORM/
REFERENCE
DETAILED PROCEDURE
Submits the MOA with
MARINA-accredited Training
Center relative to the conduct
Basic Training of students to
CHED for approval
Receives and acknowledges
the submitted MOA with
supporting documents
Evaluates the completeness
and validity of the MOA
submitted
Evaluates the MOA using the
checklist based on CMO 20 s.
of 2015
Prepares the results of
evaluation for TPME approval
If incomplete, advises/writes
the MHEI to complete their
documents
Input
MOA
MARINA accreditation
MHEI evaluation report
Input
MOA with supporting
documents
QF-7.10-15 Evaluation
Instrument for the
Approval of MOA on
Basic Training
Output
Results of Paper
Evaluation
Letter to MHEIs
Evaluates and recommends Input

approval/disapproval of the
128
recommending
Approval
MOA
MOA with supporting
Issues
a
resolution
documents
recommending approval or Result of Paper
disapproval of the MOA
evaluation
Output
TPME recommendation
and resolution
CEB
11.
Final
Approval
Approves/disapproves the
MOA
Input
MOA with supporting
documents
TPME resolution
Output
Approved MOA
Disapproved MOA
Commissioner
Oversight for
Maritime/
Executive
Director/
12.
Notification
Notifies the MHEIs and the

CHEDROs of the approval/
disapproval of the MOA
Approved/ Disapproved
MOA
Output
Letter of approval/
disapproval
MES
MHEIs
Input
13.
Implementat Implements the MOA
ion
Input
Approved MOA
Output
Implementation of the
MOA
Monitoring
MES/ MARINA/ 14.
and Evaluation
Technical
Evaluator
Regularly monitors the

implementation of the MOA
for a period of two (2) years
Input
Approved MOA
Output
Result of the monitoring
and evaluation
129

Document Title
Procedure on Monitoring and Evaluation of Maritime Education Programs

(MEPS)
Document
Code
QPrM-8.1-15
Document
Code
QPrM-8.1-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
MAIN
PROCEDURE
Monitoring and
Evaluation Unit
(MEU)
1. Coordination
with MARINA on
the schedule
FORM/
REFERENCE
DETAILED PROCEDURE
Coordinates with MARINA
STCW Office on the annual
schedule of monitoring and
evaluation
Input
List of Maritime Higher
Education Institutions
Output
MEU/ DPIC
Chief
2. Constitution of
the monitoring
and evaluation
team
Draft Program of
Monitoring and
Evaluation
Input
Assists MARINA Monitoring

Division on the constitution of
Draft Program of
the CHED and MARINA
Monitoring and
composite monitoring and
Evaluation
evaluation team by:
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
and Executive
Support Unit
(AESU)/
3. Preparation of
administrative
and other travel
documents
MEU and
Quality
Management
Unit (QMU)
MEU
MEU Team
and MHEI
head or duly
authorized
representative/
officials and
personnel
concerned
Prepares administrative
documents following QPrM7.6-15
Input
Approved schedule of
monitoring and
evaluation
Approved estimated
budget requirements
Output
4. Notification
5. Actual conduct
of monitoring
and evaluation
Approved relevant
Admin documents
Notifies the MHEIs concerned Input
through the CHEDRO of the
Approved Monitoring and
schedule of Monitoring and
Evaluation schedule and
Evaluation activities
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 QF6.2-15 CHED Technical
Evaluators Performance
Evaluation
Input
Conducts monitoring and

evaluation of MHEIs maritime
education program/s following Regulations, issuances
and/or PSGs on the
the provisions of STCW
operation of maritime
Circular 2014-04
education programs
Outcomes-based
Note: Where there are appeals on
Monitoring Instrument
the findings of the monitoring
(OBMI)
team, the pertinent provisions Monitoring Log and
Report
of STCW Circular 2015-04
131
shall apply in the handling of

such appeal
Output
Lead Evaluator
6. Submission of
Travel Reports
The Lead Evaluator of the

Monitoring and Evaluation
Team submits, within 3
working days after the
monitoring and evaluation,
the Monitoring Log and
Report to the MARINA
Executive Director (who sits
as Chair of the Monitoring
and Evaluation Review
Committee or the MERC),
and to the Panel of STCW
Experts (POSE) pursuant to
Section X of STCW 2015-04.
Individual Corrective and

Preventive Action Report
Accomplished OBMI and
Monitoring Log and
Report duly signed by
the MEU Team and the
MHEI Head or duly
authorized
representative
CHED Technical
Evaluators Performance
Evaluation
Input
Accomplished Individual
CPAR Forms
Accomplished OBMI and
Monitoring Log and
Report duly signed by
the MEU Team and the
MHEI Head or duly
authorized
representative
Electronic copy of the
accomplished CPAR
Forms, OBMI and the
Monitoring Log and
Report
Output
Draft endorsement letter
to the Monitoring and
Evaluation Review
Committee
132

Document Title
Procedure on the Processing of Results of Monitoring and Evaluation of

Maritime Education Programs
Document
Code
QPrM-8.2-15
Document
Code
QPrM-8.2-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
00
Revision No.
00
Revision Date
00
Revision Date
00
PERSON INCHARGE
Lead Evaluator
MERC
MAIN
PROCEDURE
7. Submission of
Report
8. Review of the
Monitoring
Reports
FORM/
REFERENCE
DETAILED PROCEDURE
Submits
the
Composite
Teams
report
to
the
Executive
Director
of
MARINA, Deputy Executive
Director of MARINA cc: the
Panel of STCW Experts
(POSE) and the MES of
CHED
Reviews the report of
monitoring teams for
purpose of affirming
correcting the reports
calibration issues
Input
Individual NC reports
Output
OBMI
Monitoring Log and
Report
the Input
the
or OBMI
with Monitoring Log and
Report
Output
Calibrated Monitoring
Report
133
MARINA
STCWO Office
MHEI
concerned
MHEI
concerned
9. Transmission of
Report
10.
Acknowledg
ement and
submission of
corrective
actions
Transmits
the
Official Input
Monitoring Report to the
MHEIs concerned, cc: CHED Calibrated Monitoring
Report
and CHEDRO
Output
Transmittal letter
Acknowledges transmission Input
by MARINA, cc: CHED and
submits corrective actions Transmittal letter
within 15 days after receipt of
the official result
Output
Acknowledgment and
submission of Corrective
Actions
11.
Implementat Implements corrective actions Input
ion of Corrective
within one month after receipt
Transmittal letter
of official results
Actions
Output
Corrective Actions
implemented within one
month
134

Document Title
Procedure on the Followup of Actions on Findings in the Monitoring and

Evaluation of Maritime Education Programs
Document
Code
QPrM-8.3-15
Document
Code
QPrM-8.3-15
Issue Date
August 17, 2015
Issue Date
August 17, 2015
Revision No.
01
Revision No.
01
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
PERSON INCHARGE
Monitoring and
Evaluation Unit
(MEU) Follow
up Team
MAIN
PROCEDURE
12.
Submission
of Report
DETAILED PROCEDURE
FORM/
REFERENCE
Submits the report to the Input

Executive Director of MARINA,
Deputy Executive Director of Result of the previous
monitoring and
MARINA cc: the Panel of
evaluation
STCW Experts (POSE) and the
MES of CHED
Output
Monitoring and
Evaluation
Review
Committee
(MERC)
13.
Review of
the Monitoring
Reports
Follow up report
Reviews the report of the Input
monitoring teams for the
purpose of approving the Follow up report
formal
closure
of
nonconformances
Output
The transmittal of the formal Transmittal of final
closure of nonclosure
shall
follow
the
conformances
pertinent procedure in QPrM Recommendation to
135
8.2-15
the TPME
Recommends to the Technical

Panel for Maritime Education
(TPME) where the MARINA
Administrator sits as Chair, the
imposition
of
appropriate
sanctions in cases where nonconformances
were
not
addressed
Note: Where the non-conformances
constitute prohibited acts, as
defined by law, the procedure
on the imposition of appropriate
sanctions
shall
be
in
accordance with the provisions
of the Implementing Rules and
Regulations of RA 10635 in
which
MARINA
has
the
jurisdiction.
CHED shall be
informed of any actions by
MARINA on prohibited acts
TPME
14.
Action on the Acts on the recommendation of Input
Recommendatio
the MERC
n
Recommends
to
the Transmittal of final
closure of nonCommission en Banc, if
conformances
warranted the imposition of
Recommendation to
appropriate sanctions
the TPME
Output
CEB
TPME Resolution
15.
Action on the Acts on the recommendation of Input
Recommendatio
the TPME
TPME Resolution
n of TPME
CSW Form
Output
CEB Resolution
136
MES
16.
Transmissio
n of CEB
Decision
Transmits CEB Decision to the Input

MHEI concerned thru the
CEB Resolution
CHEDRO, cc: MARINA
Output
Transmittal letter
137
PROCESS FLOWS
Technical Panels and Technical Committees
Dissemination of call for

nomination for Technical
Panel/Committee members
OPSD review and consolidate

the list nominees
Submission of nominations for

Technical Panel/Committee
members to CEB
CEB issues resolution &

Chairperson thru OPSD issues
certificates of appointment
138
A. Preparation of Work and Financial Plan
Preparation of Work and

Financial Plan (WFP) for TP
operation
Review and finalization of WFP
Consolidation of WFP and

request for budget
Submission of the consolidated

WFP to CEB
Chairperson approves and signs

WFP
139
B. Coordination of Activities of Technical Panels/Technical Committees
Request for common schedule

of the TP/TC members
Preparation materials and

administrative documents
Conduct/ Facilitate TP/TC

meeting
Preparation of minutes of the

meeting and necessary
payments
140
C. Processing of Agreement/Output of the TP/TC Meeting
Take actions on TP/TC

recommendations
Preparation of materials and

administrative documents
Submission of report/documents
to OPSD Director
Submission of final
recommendation for action to
CEB
CEB approves TP/TC

recommendation & OPSD to
implement
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.
Processing Application for Authority to Implement ETEEAP
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)
4.1 Procedure for Incoming and Outgoing Communication
Incoming Communication/Documents
1.
2.
3.
4.
5.
Administrative Aide VI (AA VI)/designated staff receives and records the

communication/document;
AA VI/designated staff prepares the routing slip and forwards to the
Administrative Assistant III (AA III);
AA III/designated staff reviews and forwards the
communication/document to the Director;
Director assigns the communication/document to appropriate Division
through the AA III/designated staff; and
AA VI /designated staff records/releases the communication/document
to the concerned division and/or staff for appropriate action.
Outgoing Communication/Documents
1. AA III/designated staff receives from the designated staff the
communication/document for the signature of the Director;
2. AA III checks completeness of the communication/document;
3. OIQAG Director signs the communication/document;
4. AA III ensures that documents for signature are acted upon according to expected
timeframe;
5. AA VI/designated staff records and releases the communication/document to
appropriate office; and
6. AA VI files a copy of the signed/released communication/document.
4.2 Procedure for Policy Development
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 CEBMANCOM 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.
4.3 Procedure for Policy Advocacy
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.
4.4 Procedure for Policy Data Collection
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 CEBMANCOM for information and/or further action;
10. OIQAG Director and the QAD/CGD Chief EPS acts on the instructions of the CEBMANCOM.
4.5 Procedure for Policy Inputs
1.
Office of the Legislative Legal Services (LLS) sends request for

comments/inputs/alternative positions on certain house bill/s to OIQAG;
2. OIQAG Director assigns the LLS request to the QAD or CGD Chief EPS for action;
3. QAD/CGD Chief EPS assigns to the appropriate designated staff to act on the LLS
request;
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;
4.6 Procedure for Evaluating Horizontal Typology Applications
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.
4.7 Procedure for Evaluating Vertical Typology Applications
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;
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;
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 CEBMANCOM supported with more evidence. The CEB-MANCOM will then constitute
a review committee to act on the appeal and make a recommendation to the CEBMANCOM. 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
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;
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;
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 CEBMANCOM 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)
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.
ISA Actual 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.
4.10 Procedure for Evaluating the Accomplishments of SUCs for Performance
Based-Bonus (SUC PBB)
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.
4.11 Procedure for Levelling of SUCs

1. OIQAG Director through the Chief EPS approves the dissemination of the SelfSurvey 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
4.12 Establishment/Recognition of Local Government-Operated Post-Secondary
Institution (LGOPI) or Local Universities and Colleges (LUCs)
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.
4.13 Project Proposal Review

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
Process Flow for Incoming Communication
Administrative Aide VI (AA VI)/designated

staff receives and records the
communication/document
AA VI/designated staff prepares the routing

slip and forwards to the Administrative
Assistant III (AA III)
AA III/designated staff reviews and

forwards the communication/document to
the Director
Director assigns the

communication/document to appropriate
Division through the AA III/designated staff
AA VI /designated staff records/releases

the communication/document to the
concerned division and/or staff for
appropriate action
181
Process Flow for Outgoing Communication
AA III/designated staff receives

communication/document for signature of
the Director from the designated staff
AA III checks completeness of the

OIQAG Director signs the

AAIII ensures that documents for signature

are acted upon according to expected
timeframe
AA VI /designated staff records and

releases the communication/document to
appropriate office
AA VI /designated staff records and

releases the communication/document
to appropriate office
182
Process Flow for Policy Development
OIQAG Director and QAD/CGD Chief

EPS/OIQAG Staff identify the need to
develop a new policy or revise an existing
policy
Designated staff prepares concept note and

conducts complete staff work (CSW)
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
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
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
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
QAD/CGD Chief EPS and respective

designated staff to prepare the Terms of
Reference of the TWG/TF to be attached
with a CHED Special Order (CSO)
constituting the TWG/TF
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
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
OIQAG Director submits to the CEBMANCOM a request to conduct public

hearing of the drafted new or revised
policy
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
TWG/TF incorporates the suggestions

from stakeholders and finalizes the
new or revised policy
OIQAG Director submits the final draft

of the new or revised policy to the
CEB-MANCOM for comments and
approval
QAD/CGD Chief EPS through the

Supervising and the designated staff
prepares
the
necessary
CHED
Memorandum Order (CMO) for the
signature of the Chairperson or
authorized Official
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
183
Process Flow for Policy Advocacy
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 of the OIQAG Director
OIQAG Director submits the approved proposal to the

CEB-MANCOM/authorized official for comments
and/for or approval
QAD/CGD Chief EPS through the Supervising EPS

mobilizes the QAD/CGD team for the conduct of the
activity
QAD/CGD Team performs the pre-activity tasks as

listed in the Activity Task Checklist
OIQAG Director Staff spearheads the conduct of the

advocacy activity proper
QAD/CGD Team performs the post-activity
184
Process Flow for Policy Data Collection
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
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
QAD/CGD staff submits the

encoded data to the QAD/CGD
Chief EPS;
QAD/CGD Chief EPS analyzes the

encoded data and make
conclusions and recommendations
for submission to the OIQAG
Director;
OIQAG Director reviews and

finalizes the conclusions and
recommendations.
OIQAG
Director
through
the
QAD/CGD Chief EPS endorses the
memorandum for the signature of the
Office of the Executive Director
Designated
Staff
memorandum
Designated
staff
submitted data
releases
encodes
OIQAG Director submits the final

conclusions and recommendations
to the CEB-MANCOM for
information and/or further action
the
the
OIQAG Director and the QAD/CGD

Chief EPS act on the instructions of
the CEB-MANCOM.
185
Process Flow for Policy Inputs
Office of the Legislative Legal Services (LLS)

sends request for comments/inputs/alternative
positions on certain house bill/s to OIQAG;
OIQAG Director assigns the LLS request to the

QAD or CGD Chief EPS foraction;
QAD/CGD Chief EPS assigns to the

appropriate designated staff to act on the LLS
request;
Designated
staff
prepares
OIQAGs
comments/inputs/alternative positions and
submits the draft to the QAD/CGD Chief EPS;
QAD/CGD Chief EPS reviews the

comments/inputs/alternative positions and
submits the reviewed draft to the OIQAG
Director;
OIQAG Director reviews the draft until a final

draft has been developed; and
OIQAG Director endorses the final draft to LLS

for appropriate action;
186
4.2.1 Process Flow for Evaluating Horizontal Typology Applications

OIQAG Director assigns application
document to QAD Chief EPS
QAD Chief EPS through the

Supervising EPS assigns Designated
Staff to acknowledge receipt of
application and conduct initial
evaluation
QAD designated staff submits the
results of initial evaluation to the QAD
Chief EPS for review
QAD Chief EPS reviews the results of

the initial evaluation;
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;
QAD designated staff performs the

tasks listed in the Activity Task
Checklist (see Annex 2)
TWG on HEI Classification reviews

and validates the initial evaluation
result
If there is no match, TWG 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;
OIQAG Director sends a

communication to the HEI President
through the CHEDRO Director to
inform him/her of the decision of the
CEB-MANCOM.
OIQAG Director submits the CSW and

TWG Resolution to the CEBMANCOM for discussion and final
decision
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;

designated staff prepare the TWG
Resolution indicating the
recommendation of the horizontal type
of HEI applicant for signature of the
TWG members;
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.
187
4.1.2 Process Flow for Evaluating Vertical Typology Applications

OIQAG Director assigns the
processing of the application to the
QAD Chief EPS
QAD Chief EPS through QAD
Supervising EPS assigns the QAD
designated staff to acknowledge the
receipt of the application document
and conduct the initial evaluation;
QAD designated staff submits the

evaluation results to the QAD Chief
EPS for review;
QAD Chief EPS reviews the results

of the initial evaluation;
QAD Chief EPS instructs the QAD

designated staff to convene the
TWG on HEI Classification to review
the initial evaluation result of the
QAD
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;
Members of the TWG on HEI

Classification reviews and validates
the initial evaluation result and
makes final recommendations

and designated staff prepare the
TWG Resolution indicating the
recommendation of the vertical type
of the HEI applicant for signature of
the TWG members
The CEB-MANCOM will make its

decision on the appeal and its
decision will be final and executory
CEB-MANCOM will then constitute

a review committee to act on the
appeal and make a
recommendation to the CEBMANCOM.
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
OIQAG Director sends a
communication to the HEI President
through the CHEDRO Director to
inform him/her of the decision of the
CEB-MANCOM.
OIQAG Director submits the CSW

and TWG Resolution to the CEBMANCOM for discussion and final
decision
OIQAG Director submits the CSW

and TWG Resolution to the CEBMANCOM for discussion and final
decision

and designated staff prepare the
CSW Form and the TWG
Resolution as supporting document
for review of the OIQAG Director;
188
4.1.3 Process Flow for Evaluating the Compliance of State College With
Requirements for Conversion to University
OIQAG Director informs the head of the
state college through the CHEDRO
Director the documents to be submitted
to the CHEDRO

designated staff prepare for the on-site
evaluation performing the tasks listed in the
On-Site Evaluation Checklist
OIQAG Director receives the documents

submitted by the College through the
CHEDRO and assigns the processing of
documents to the QAD Chief EPS;
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.
QAD Chief EPS through the Supervising

EPS assigns the QAD designated staff to
acknowledge the receipt of the documents
and conduct the initial evaluation

designated staff consolidate the reports
of the evaluation team and prepares a
summary of findings for submission to
the Task Group on SUC Conversion;
QAD designated staff submits through

the Supervising EPS the evaluation
results to the QAD Chief EPS for review
Task Group on SUC Conversion discuss the

evaluation reports, determine compliance
with the conversion requirements, and make
recommendation for submission to the CEBMANCOM
QAD Chief EPS reviews the results of the

initial evaluation
When the initial results are in order, the

QAD Chief EPS instructs the QAD
designated staff to convene the Task
Group on SUC Conversion;
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;
Task Group on SUC Conversion reviews

and validates the initial evaluation results
and determine the schedule of the onsite evaluation and composition of the
evaluation team

designated staff prepare the Task Force
Resolution indicating the recommendation for
signature of the members
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
OIQAG Director submits the CSW and

Task Force Resolution to the CEBMANCOM for discussion and final
decision;
A
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.
The QAD Chief EPS and designated

staff will arrange for a formal ceremony
to award the certificate
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
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
OIQAG Director reports to the Chair

and members of the Committee on
Higher and Technical Education of the
House of Representatives the status of
compliance and decision of the CEBMANCOM;
190
4.1.4 Procedure for Processing of Requests for Institutional Sustainability

Assessment
Pre-ISA Visit
OIQAG Director receives and assigns the
application letter and the HEI-SED to the
QAD Chief EPS for appropriate action
QAD Chief EPS through the assigns the QAD

designated staff to acknowledge receipt of the
application letter and the HEI-SED and arrange
the ISA visit;
QAD designated staff forms the ISA

Assessment Team that will visit the HEI;
QAD designated staff confirms the ISA visit

schedule with the CHEDRO ISA Focal
Person and informs the composition of the
ISA Assessment Team;
CHEDRO ISA Focal Person confirms the

schedule of the visit and informs the HEI
President of the composition of the ISA
Assessment Team
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
191
ISA Actual Visit
ISA Assessment Team

conducts courtesy call to the
president of the HEI
ISA Assessors per use the SED

and documents in the exhibit
ISA Assessors conducts

Interview with various groups,
stakeholders and key
informants
ISA Assessors conducts ocular

visit of facilities and resources
ISA Assessors prepares the

initial assessment report
ISA Assessors deliberate on the

findings based on the SED,
interviews and ocular visits
ISA Assessor prepares the Final

Report
ISA Assessors submits the ISA

Report to CHEDRO
192
Post-ISA Visit
OIQAG Director receives and

assigns the ISA reports to the the
QAD Chief EPS and assigns the
QAD designated staff to
acknowledge the receipt of the
application document and form the
TFOTQA to review the reports
TFOTQA reviews and evaluates

the Assessment Report prepared
by the ISA team
TFOTQA submits its

recommendations to CHED
ManCom and CEB for confirmation
CEB confirms the result of the ISA

visit and the ISA Reports
QAD Designated staff prepares a

communication informing the result
of the ISA visit to the HEI through
the CHEDRO.
193
4.2.1 Process Flow for the Review of Accomplishments for SUC PBB
OIQAG Director routes the PBB

forms and supporting documents
of a SUC to the CGD Chief EPS
for review
CGD Chief EPS through the CGD

Supervising EPS assigns the
review of the PBB forms and
supporting documents of a SUC
to a CGD
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
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
CGD designated staff

consolidates all PBB scorecards;
.
OIQAG Director, CGD Chief EPS,

CGD Supervising EPS and
designated staff deliberate on the
results of the review;
OIQAG Director apprises the

CEB-MANCOM on the initial
results and scorecards for
confirmation;
OIQAG Director presents results

and scorecards to AO 25
Secretariat;
OIQAG Director presents results

and scorecards to AO 25
Secretariat;
194
5.
Process Flow for Levelling of SUCs
OIQAG Director through the Chief EPS

approves the dissemination of the SelfSurvey Instrument on SUC Levelling (see
Annex 12) to SUCs through the CHEDRO
SUC Coordinator
CGD Chief EPS/Supervising EPS

designates staff to prepare and coordinate
travel arrangements if ocular visit to verify
the data is requested by NEC
Designated staff coordinates with the

CHEDRO SUC Coordinator on the status
of the submission of the Self-Survey
Instrument by the SUCs
CGD Chief EPS and through the

recommendation of the NEC prepares the
results of the SUC Levelling
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
OIQAG Director endorses to the CEBMANCOM the results of the SUC Levelling
for issuance of a CHED Memorandum
Order (CMO);
CGD Chief EPS and Designated Staff

prepare the evaluation report as
recommended by the REC
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;
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;
CGD disseminates the approved CMO to

all concerned for information and guidance
195
4.2.3 Process Flow for the Establishment/Recognition of Local GovernmentOperated Post-Secondary Institution (LGOPI) or Local Universities and Colleges
(LUCs)
OIQAG Director assigns the
processing of application for the
establishment/recognition of
LUCs to the CGD Chief EPS
Chief EPS through the Supervising EPS

assigns the review of
application/submissions for the
creation/establishment of LUC to
designated staff
Designated staff prepares the

acknowledgement letter for signature
by the OIQAG Director through the
Chief EPS/Supervising EPS
Administrative
Staff/Designated staff releases
the acknowledgment letter
Designated staff conducts

evaluation of the documents
submitted by the applicant
LGU/LUC;
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
Designated staff prepares

administrative documents for
ocular inspection
OIQAG Director recommends

ocular inspection for approval
by the authorized official
Designated evaluation team

conducts ocular inspection
and prepares report
Designated staff forwards

the inspection report to the
Chief EPS/Supervising EPS
for approval by the
authorized official.
OIQAG Director
recommends for the
approval/disapproval of the
application for LUC
establishment/recognition to
the CEB Mancom
CEB-MANCOM
approves/disapproves the
application for
establishment/recognition of
the SUC

communication relative to the
CEB decision for the signature
of authorized official
Designated Staff releases

communication/certificate of
recognition
196
4.2.4 Process Flow for the Review of Project Proposals for Institutional Grants
Director assigns processing

of project proposals to the
CGD Chief EPS
OIQAG Director presents the

evaluation report to the TWG
CGD Chief EPS designates

staff to process the project
proposal
Members of the TWG

recommend an action on the
proposal
Designated staff prepares an

acknowledgment letter
signed by the OIQAG
Director
OIQAG Director presents

the TWG recommendation
to the CEB-MANCOM
Administrative
Staff/Designated staff
releases the letter
CEB-MANCOM
approves/disapproves the
proposal
CGD designated staff checks

the eligibility of the proposal
OIQAG Director informs

proponent about the result
of evaluation
Technical expert evaluates

the proposals and submits
an evaluation report (see
Annex 14) to the OIQAG
Director
197
5. OFFICE OF PLANNING, RESEARCH AND KNOWLEDGE MANAGEMENT

(OPRKM)
5.1 Planning and Resource Management Division (PRMD)
5.1.1 Formulation of Higher Education Development Plan, Strategic
Plan, and Public Investment Plan
1.
PRMD convenes the CHED Offices, through a consultative

workshop, to gather inputs for their respective Plans highlighting
their priority programs and projects and corresponding budgetary
requirements (public investment program) along with targets and
performance milestones on a long and medium-term basis.
The designated staff consolidates the submitted plans/documents
and in case of delays in the submission, does follow-up and
coordinates with concerned CHED offices. In case of the longterm plan, the designated staff consolidates the documents and
prepares for the conduct of the required consultations, writeshops
and/or technical meetings with CHED officials, selected experts,
resource persons, consultants to validate, revise and finalize the
plan.
The consolidated/revised plan is subjected to final reviews of the
PRMD designated staff and OPRKM Director and is revised if
necessary, before it is forwarded to the CEB approval.
Once approved by the CEB, the assigned Chief and Assistant
Chief (AC) prepares a transmittal letter for NEDA and forwards
the same to the PRMD CEPS and OPRKM Director for initial and
to the Office of the Chairman for signature.
The designated staff retrieves the signed letter along with the
approved Higher Education Plan and forwards the same to
NEDA.
In case there is a need for Social Development CommitteeTechnical Board (SDC-TB) approval, the designated staff
coordinates with NEDA for the scheduled presentation of the
higher education plan.
Once approved by the SDC-TB, the designated staff coordinates
with NEDA for the SDC Cabinet Level presentation and eventual
Presidential approval of the Higher Education Plan or if necessary
spearheads the needed revision per the requirement of the SDCTB/Cabinet level in consultation with key officials and consultants
of CHED.
198
5.1.2
2
3
4
Preparation of Agency Performance Commitments/Action

Plans/Physical Accomplishment Reports (PCs/APs/PARs)
The designated staff prepares a Memorandum for the Office of
the Executive Director (OED) for signature, directing the
CHEDCOs and CHEDROs to submit to OPRKM - PRMD their
respective PCs/APs/PARs of the current Fiscal Year (FY).
The designated staff reviews and initials the Memorandum for
subsequent initial by the OPRKM Director.
The Office of the OPRKM Director forwards the Memorandum to
the OED for signature by the Executive Director.
Upon receipt of the signed Memorandum from the OED, the
designated staff disseminates the Memorandum from Executive
Director with the attached required forms for CHEDCOs and
CHEDROs compliance.
The designated staff retrieves, follows up, and consolidates the
CHEDCOs and CHEDROs submission for review by the
designated staff.
Upon review of the consolidated agency PCs/APs/PARs by the
designated staff, the designated staff prepares transmittal letter
for the concerned agencies (e.g. Presidential Management Staff
[PMS], Department of Budget and Management [DBM], NEDA)
and hands it over together with the consolidated agency
PCs/APs/PARs submission to the designated staff, for checking
and initial.
The designated staff checks/reviews and affixes initial to the
transmittal letter of the agencys PCs/APs/PARs submission for
subsequent initial by the OPRKM Director and signature of the
CHED Chairperson.
The designated staff retrieves/receives the signed transmittal
letter and agencys PCs/APs/PARs submission from the Office of
the Chairperson (OCC) and sends the same by fax or email to the
concerned agency (e.g. PMS, DBM, NEDA) before forwarding the
set of documents to the General Services Division (GSD) of the
Administrative, Financial and Management Services (AFMS) to
ensure timely submission of the original copy of such documents
to the concerned agency.
5.1.3 Application of Normative Funding (NF) Formula to the State Universities

and Colleges (SUCs) Budget (Form 5.1 Normative Financing Formula)
1
The designated staff in consultation with the Commissioner-inCharge on NF, convenes the Technical Working Group (TWG) on
NF for the review and updating of criteria and indicators in the NF
Formula for application to SUCs Maintenance and Other
Operating Expenses (MOOE) and Capital Outlay (CO).
199
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.
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.
The designated staff submits the CEB-approved SUCs individual
budget ceilings to the DBM for dissemination to the SUCs.
5.2 Research Management Division (RMD)

5.2.1 Research Capability Building
5.2.1.1
Research Grants-In-Aid (GIA) - grants for researches that fall

within any of the priority themes and platforms identified in
NHERA II and CMO 03, 2015 respectively that are responsive
to the needs of the regions and/or within the known fields of
expertise of the HEIs (Form 5.2.1)
1. The CHED through RMD announces a call for RDE
proposals with the assistance of CHED Regional Offices
(ROs).
2. Interested proponents submit their RDE proposals to RMD
following the CHED Research Application Form. In case an
RDE proposal is submitted to the CHEDRO, the latter
forwards the proposal to RMD.
3. Chief/Assistant Chief with the assistance of designated
staff conducts preliminary screening of all proposals to
ensure that they conform to the eligibility requirements
specified in the CMO 03, 2015 and with the identified
CHED
priorities.
Proposals
which
passed
the
preliminary/initial screening will be included in the roster of
shortlisted proposals and are thereafter requested to
submit a full-blown proposal using the Research Proposal
Application Guide (RPAG) (Form 5.2.2; Communication
5.2.1 and 5.2.2).
S&T oriented proposals are referred to the concerned
Department of Science and Technology (DOST) councils
or other national agencies (i.e. Department of Agriculture
(DA), Department of Agriculture Bureau of Agrarian
Reform (DABAR) etc.) for clearance to ensure nonduplication of R&D initiatives.
For an RDE proposal not shortlisted, the procedure stops
here.
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.
5. For recommended research proposal, the designated staff
prepares a Memorandum for CHED Management
Committee and Commission-en-banc approval.
6. For CEB approved proposal, the designated staff prepares
the Memorandum of Agreement (MOA) and submits the
same to the CHED Legal and Legislative Services for
review.
7. The designated staff requests the proponent to submit the
following:
i.
Revised Research Proposal Application Guide
(RPAG);
ii.
Work and Financial Plan;
iii.
Gantt Chart;
iv.
Line Item Budget; and
v.
Terms of Reference.
8. Once the MOA and the documents submitted are in order,
designated staff sends the MOA to the grantee for
signature, endorse to HEDF for certification of fund
availability, and then to the Office of the Executive Director
for endorsement to the Chairman for signature.
9. The Chairman signs the MOA with the OPRKM Director
and/or the RMD Chief as witness; designated staff takes
charge of the notarization and furnishes each party and the
HEDF a copy.
10. The designated staff then prepares the disbursement
voucher and forwards it to the HEDF for the release of the
funding of the grant
11. The designated staff monitors the implementation and
progress of the research project
5.2.2 Criteria for Evaluating Research Proposals
1. The Proposal
a.
The proposal corresponds with one or more of the listed

research priorities and platforms;
201
b.
c.
d.
e.
f.
Goodness-of-fit between proposal and terms of reference

in the call for proposal;
The research proposal is relevant to the problems and
needs in the local/national setting;
The methodology of the study is justified and sound;
The proposals expected outputs, impacts and derivations
are clear and well-defined;
Feasibility of work and financial plan
2. The Proponent and Institution

a.
Track record/competence of the proponent to carry out
the proposed research
i. Academic qualification
ii. Research experience in his field of specialization
b.
Proof of counterpart funding, support, or contributions inkind from participating HEIs.
c.
Dissemination and utilization of results
i. Significance of the study
ii. Impact of the study
iii. University of the research process
d.
Other relevant criteria
5.2.1.2
Visiting Research Fellowship Grants/Balik Scientist Program aimed at promoting collaboration and expertise sharing
between and among higher education institutions and
developing research capability in the country. The Fellowship is
offered under two categories: Senior Visiting Research
Fellowship and Junior Visiting Research Fellowship.
1. The CHED through RMD announces call for nominations.

2. An external reviewer or review team commissioned by CHED reviews
and evaluates the credentials of the nominee together with the
proposed research study to be conducted based on criteria approved
by CHED through CMO and submits its recommendation to OPRKM.
3. The Chief with the assistance of Assistant Chief, the designated staff
processes eligible nominee 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.
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.
5.2.1.3. Thesis/Dissertation Grants - aimed at upgrading the research
manpower capability of higher education institution while supporting the
conduct of research on identified priority
areas;
CHED
provides
financial assistance to fulltime/regular faculty members who are
completing their MS/Ph.D.
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
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.
5.2.1.4.Support for Paper Presentation in International Conference - is a travel
grant to 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.
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
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.
5.2.2 Research and Extension Promotions and Awards
In order to encourage faculty and institution to conduct and invest in research,
CHED has adopted a mechanism for recognizing outstanding researches and
research programs and outputs. Excellence in research is recognized
through various awards and incentives,
including but not limited to:
5.2.2.1 CHED Research and Publication (REPUBLICA) Award to
recognize and reward outstanding research outputs that
contribute to the discovery of new knowledge, development or
generation of concepts which propel significant advances in
CHED priority disciplines.
5.2.2.2 Best HEI Research Program Award to reorganize both, author(s),
implementor(s) and the HEI for the research program that
has
contributed most to the clusters of discipline(s). Since HEI's play
important role in developing and nurturing a research culture
among the faculty and staff, they should be encouraged to
conduct research and other scholarly investigations in the various
academic disciplines.
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:
1. The CHED through RMD with the assistance of Regional
Offices, announce call for nominations.
2. The HEI submits nomination/entry to the CHEDROs.
3. The CHEDRO accepts nomination/entry, and identifies and
convenes qualified experts/scientists to become members of the
Regional Awards Board (RAB)/Evaluation Committee (REC).
4. The CHEDRO submits to RMD the proposed set of RAB/REC
and the latter submits the same to CEB for approval.
5. The CHEDRO and RAB/REC screen, process and rank
submitted application/entry and recommend the best three (3)
regional nominees to RMD for confirmation.
6. The Chief together with the designated staff accepts regional
nominees, and identifies and convenes experts/scientists to
become members of the National Awards Board NAB)/Evaluation
Committee (NEC). RMD endorses the proposed set of NAB/NEC
to CEB for approval.
7. The designated staff facilitates the confirmation of the regional
winners where the national winners shall be chosen by the
approved NAB/NEC.
8. The designated staff facilitates the approval of regional and
national winners to the CEB.
9. The designated staff facilitates the processing of cash prizes
and purchasing of trophies/plaques, and other necessary supplies
and materials for the successful conduct of the awarding
ceremony.
5.2.2.4 Journal Accreditation Service - accreditation of research journals
has been established by CHED to ensure adoption of fair and
important refereeing system for all research journals in Philippine
HEIs and professional organizations, serves as a mechanism
through which a national standard for peer review and journal
refereeing system can be implemented uniformly for all research
journals they published.
1. The CHED through RMD with the assistance of Regional
Offices, announces a call for nominations.
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.
5.2.3 CHED Research Management Information System
Maintains computer-based information system to better plan, program,
monitors and evaluates research activities and outputs. In coordination with the
CHEDROs and research networks, the Commission through the RMD is
tasked to compile data.
5.2.3.1 Maintenance of CHED Research Database
1. The designated staff encodes research proposals submitted for
CHED funding, updates the information pertaining to the
research proposals and manages the database.
2. The designated staff analyzes the data and prepares a report
on the data needs of the office. For a complicated report, the
KMD assists the RMD in making the database program.
5.3 Knowledge Management Division (KMD)
5.3.1 Call for Submission of Higher Education Data (Communication 5.3)
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.
5.3.2 Accomplishment of Forms
1. The assigned staff at the Office of the HEI Registrar
accomplishes the data collections forms (please refer to
Appendix III) with consideration to the requirements specified in
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.
5.3.3 Data Processing at the CHEDROs
1. The Regional POD verifies the accuracy and completeness of
the CHED forms. If CHED forms are incomplete or incorrect,
the concerned HEI is informed to complete and/or rectify the
form, and resubmit the same to the CHEDRO. All accurate and
complete forms are recorded and stored in the respective
directories of each HEI.
2. The HEMIS Designate staff consolidates the CHED forms (with
the guidance of the POD) to produce the regional database of
the corresponding data.
3. The Regional POD sends the regional database to the KMDOPRKM with a cover letter signed by the Regional Director.
5.3.4 Data Processing and Consolidation at the CHED Central Office
(CHEDCO)
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 ITOII, 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 designated staff consolidates the accomplished higher
education data collection forms into regional databases;
normalizes the databases.
2. The Statistician III/Statistician II consolidates the normalized
databases into national databases; collects data from other
CHED offices and government agencies; and prepares
statistical tables and indicators for Higher Education Statistical
Bulletin, Higher Education Indicators and SUC Statistical
Bulletin.
3. The ITO-II reviews and quality checks the Higher Education
Statistical Bulletin, Higher Education Indicators and SUC
Statistical Bulletin prior to OPRKM Director approval.
4. The Information Officer II packages the Higher Education
Statistical Bulletin, Higher Education Indicators and SUC
Statistical Bulletin into print and web format.
5.3.6 Data Dissemination
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.
5.3.7 Posting of Data/Information in the CHED Website
1. The IO-I receives the request and inform the IO-IV.
2. The IO-IV determines the web area where the information will
be posted; instructs the Web Editor to post the said information
3. The IO-II posts the information in the CHED Website
5.3.8 Attending to Walk-in Researchers
1. The researcher fills out the portion of Information Sheet (IS)
intended for them.
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.
5.3.9 Attending to Phone-in Requests
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).
5.3.10 Attending to Requests submitted through fax, mail and e-mail
1. The designated staff logs the request in the logbook.
2. The ITO-III assigns the request to the concerned KMD staff.
3. The designated staff performs the needed actions and submits
data to the researcher through appropriate medium.
4. The designated staff files the accomplished IS.
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.
5.3.12 Provision of Technical Assistance
1. The designated staff receives the request from the concerned
office, logs the request into the logbook and forwards to the
KMD Chief.
2. The ITO-III scans the requirements/level of technical
assistance and assigns to the concerned staff.
3. The ITO-II/ITO-I/ISA-III/ISA-II performs the following:
For evaluation of HEIs IT project proposals, reviews and
evaluates the proposal based on
Title of the Project
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
For CHED Computerization and IT projects, conducts feasibility

study and CSW.
For LAN Transactions, performs the requested transaction (e.g.
user definition, rights definition, change of passwords, etc.).
For Development/Updating of application systems/database
structures, performs the Structured Systems Analysis and
Design (SSAD) process.
As part of the government network restrictions, the KMD
enforces the CHED Information Communication and
Technology (ICT) Resources Policy and Guidelines (CIRPAG)
in order to facilitate the performance of the institutions
functions and tasks and to promote the use of ICT resources in
a just manner (Appendix 5.3.2).
4. The ITO-II/ISA-III prepares the corresponding draft report,
presents to the ITO III, and OPRKM Director when necessary,
for comments and suggestions.
5. The ITO-II/ISA-III prepares the final report and submits to the
ITO-III with the corresponding memorandum, when necessary,
for initial and to the OPRKM Director for signature.
6. The designated staff submits the report/memorandum to the
concerned office, or to the OED for the CEB information/action,
copy furnished the concerned office
210
Process Flows
5.1 Planning and Resource Management Division (PRMD)
5.1.1 Formulation of Higher Education Development Plan, Strategic
Plan, Public Investment Plan
211
5.1.2
Preparation
of
Agency
Performance
Plans/Physical Accomplishment Reports
Commitments/Action
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)

5.2.1 Research Grants-In-Aid (GIA)
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)

5.3.1 5.3.2 Call for Submission of Higher Education Data and
Accomplishment of Forms
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)

6.1 Procedures for Policy, Program Development and Technical Assistance
6.1.1
Development of Policies, Guidelines and Procedures for Student

Development and Services Program
Drafting Phase
1
2
3
5
6
7
Designated staff prepares the CHED Special Order of the

Technical Working Group (TWG) for the drafting of the policies,
standards, and guidelines.
Chief and Supervising EPS reviews the document and seeks
approval to the Directors.
Directors endorse the document to the ManCom/CEB for
approval of the composition of the TWG and the drafting of the
policies, standards, and guidelines.
Designated staff prepares the working paper and seeks
approval of the draft policies, standards, and guidelines to the
Chief/Supervising EPS and Directors.
Designated staff convenes the TWG to review the working
paper and give inputs.
Designated staff finalizes the draft policies, standards, and
guidelines with the integration of the inputs of the TWG.
Directors endorse the final draft policies, standards, and
guidelines to the ManCom/CEB for approval to hold a public
consultation.
Consultation Phase
8
9
10
Designated staff prepares Memorandum from the Executive

Director to CHEDROs and other stakeholders on the conduct of
a public consultation.
Designated staff facilitates publication to a newspaper and
CHED website of the Notice of the Public Consultation
Conducts the Public Consultation.
Post-Consultation Drafting Phase

11
12
Designated staff consolidates and integrates comments and

suggestions from the public consultation and presents the draft
policies, standards, and guidelines to the TWG.
TWG reviews and finalizes the draft policies, standards, and
guidelines incorporating comments and suggestions from the
public consultation.
229
13
Directors endorse the final draft policies, standards, and

guidelines to ManCom/CEB for approval of public orientation.
Finalization Phase
14
15
Designated staff prepares the transmittal of the Director on the

final copy of the CMO for the Chairpersons signature through
the Executive Office.
Designated staff receives the signed final copy of CMO and
submits to the CHED Central Records for numbering and
dissemination to CHEDROs.
Advocacy Phase
16
17
18
Designated staff facilitates publication to a newspaper or Official

Gazette through the LLS and CHED website.
Designated staff facilitates uploading of the CMO to the CHED
Website through the OPRKM.
Designated staff prepares and packages advocacy materials
pertaining to policies and programs relative to the works of the
Divisions in coordination with other offices upon approval of the
OSDS Directors.
6.1.2 Procedures on Technical Assistance

Preparatory Phase
1
Designated staff prepares Memorandum from the Executive

Director to CHEDROs and other stakeholders on the conduct of
a public orientation.
Designated staff prepares the logistics and administrative
concerns in coordination with AFMS/HEDF.
Coordination Phase
3
4
Designated staff sends the Memo and invitation to CHEDROs,

TWG and concerned stakeholders.
Designated staff consolidates the list of confirmed participants
as submitted by CHEDROs.
Orientation Phase
5
6
7
Designated staff checks the food and venue.

Designated staff prepares the documentation of the orientation.
Designated staff with the concerned TWG conduct the Public
Orientation.
230
6.1.3
Designated staff prepares proceedings and corresponding

reports.
Procedures on Collaboration with CHEDROs, Government and NonGovernment Organizations

1
2
3
4
5
6
7
8
9
10
11
GO/NGO submits request together with the agenda and other

materials.
CHED Records Section receives the documents and forwards to
OSDS.
Designated staff receives and records the documents and
submits to the Directors.
Directors review and assign the invitation to the concerned
Division
Chief and Supervising EPS reviews and assigns to Senior
EPS/EPS to handle the program and coordinates with the
concerned agencies
Designated staff reviews the documents and coordinates with
the concerned agencies.
Designated staff attends meeting in collaboration with the
concerned agencies.
Designated staff prepares report and updates the Chief EPS
Chief EPS conducts staff meeting.
Chief and Supervising EPS reviews and submits status reports
prepared by the technical staff to the Directors.
Directors decide on the actions to be undertaken based on the
reports.
6.2 Procedures for Monitoring and Evaluation

6.2.1
Development
Instruments
of
Monitoring
and
Evaluation
of
System
and
Formulation of proposed system and instruments

1
2
3
4
5
Designated staff prepares the system and instruments in

consultation with experts if necessary.
Chief EPS presents to TWG and Directors the draft for
comments and recommendations.
Designated staff modifies the prepared system and instruments.
CEPS finalizes the proposed system and instruments and
submits to Directors for approval.
Designated staff prepares the memorandum from the Executive
Director for dissemination and pilot testing of instruments.
231
6
7
Designated staff finalizes the instruments for approval of CEPS

and Directors.
Designated staff prepares logistics for administrative matters in
coordination with AFSM/HEDF.
Orientation Phase
8
9
10
11
Designated staff checks the food and venue.

Designated staff prepares the documentation of the orientation.
OSDS with the concerned TWG conducts the Orientation.
Designated staff prepares proceedings and corresponding
reports.
Administration/fielding of instruments
12
6.2.2
Designated staff administers/fields instruments according to

schedule and procedures in the approved memo.
Monitoring and Evaluation of Other Student Affairs and Services
1. The Executive Office through the OSDS communicate to CHEDRO the

reports needed in relation to the implementation of various policies in
student affairs and services (student welfare, student development, and
international student affairs programs and services) such as CMO 9 s.
2013, Executive Order 285 s. 2000.
2. Designated staff consolidate reports reflective of the recommendations
and submits the same to the Directors (Forms 6.2.1, 6.2.3, 6.2.4, 6.2.5,
6.2.8, 6.2.9, 6.2.12, 6.2.13, 6.2.14, 6.2.14, 6.2.15, 6.2.16, 6.2.17,6.18,
6.2.19, 6.2.20, 6.2.21, 6.2.22).
3. Directors present and submit the summary to the ManCom/CEB in aid of
policy recommendation.
6.3 Procedures for Student Affairs and Services Information System
1. Designated staff prepares and maintains database, and information
systems in coordination with KMD.
2. Designated staff stores, retrieves, reproduce data on student
development and services.
3. Designated staff analyzes and prepares statistical data and reports for
policy, standards, and guidelines enhancement.
6.4 Procedures for Program Advocacy
232
6.4.1
Assistance given to other government agencies in information

materials that deal with student development and services
1
Government agency communicates with OSDS the program for

information/advocacy materials that deals with student
development and services.
Designated staff receives and records the information/advocacy
materials and submits to the Directors.
Directors review and assign the information/advocacy materials
to the concerned Division for action.
Chief and Supervising EPS review and assign to Senior
EPS/EPS to handle the information/advocacy materials and
coordinates with the concerned agency.
Designated staff prepares the memorandum from the Executive
Director/Chairperson.
Designated staff coordinates with the concerned agency for the
wider dissemination of the information/advocacy materials.
2
3
4
5
6
6.5
Procedures for Local Student Affairs Division (LSAD)

6.5.1
Procedures for Student Access Unit (SAU)

6.5.1.1 Allocation of Slots and Fund for CHED Student Financial
Assistance Programs (StuFAPs) per CMO 14 s. 2014
1
2
Designated staff determines the approved CHED StuFAPs

budget under GAA and HEDF for the incoming Fiscal Year.
Designated staff determines slot and fund requirements per
program for new and on-going beneficiaries as specified by
existing policies.
Designated staff computes for slots and fund allocation per
Region using the factors and formula and provides award
numbers to new slots per program.
Chief and Supervising EPS review the slot and fund
allocation per Region and forwards to OSDS Directors for
approval of Chairperson.
Designated staff communicates to the CHEDRO the slot
and fund allocation per Region.
6.5.1.2
Fund Transfer of slots and fund of CHED Student Financial

Assistance Programs (StuFAPs) to CHED Regional Offices
Designated
staff
per
program
recommends
to
AFMS/HEDFS the sub-allotment and requests transfer of
funds to CHEDROs for one (1) Academic Year based on
slots allocation per region.
233
2
3
4
Chief and Supervising EPS check and review the

recommendation.
OSDS Directors approve the recommendation.
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)
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.
6.5.1.3
Selection of Expanded Students Grant-in-Aid Program for

Poverty Alleviation (ESGP-PA) per Joint Memorandum
Circular 2014-1
DSWD validates potential grantees and confirm for

eligibility, willingness and interest to pursue higher
education under the ESGP-PA.
DSWD submits the list of names of validated potential
student-grantees broken down according to the agreed
regional allocation to SUCs for admission process and
Regional ESGP-PA Committee (RSC) and National ESGPPA Committee (NSC) for reference.
The various SUCs administer admission examination.
DBM thru their Field Offices releases the allotment
comprehensively direct to the SUCs.
SUC conducts Orientation for ESGP-PA student-grantees
and their parents/guardians on the policies and guidelines
and other requirements of the program. (Forms 6.1.24)
SUC organizes and/or enhance values formation, and
career guidance to student-grantees and their families or
parents.
SUC conducts of bridging program to provide
remedial/mentoring program to cater to the special needs of
the student-grantees by the ESGP-PA SUCs (as
applicable).
SUC releases the monthly stipend and book allowances of
the student-grantees (Forms 6.1.23)
SUC submits either in printed form or by way of electronic
document, to the DBM, copy furnished the House
Committee on Appropriation, Senate Committee on
Finance, RSC and NSC quarterly reports on the financial
and physical accomplishments of the program, including the
list of student-grantees copy furnish OSDS. (Forms 6.1.22)
Designated staff ensures that the said quarterly reports and
list of student-grantees are likewise posted in the official
website of the SUC and CHED.
3
4
5
8
9
10
234
6.5.1.4
3
4
5
6
7
6.5.1.5
1
2
3
6
7
Administration of the Sajahatra Bangsamoro Study Grant

Program (SBSGP) per CMO s. 2013
The OPAPP accepts qualified applicants identified by the
Moro Islamic Liberation Front (MILF) through Task Force
on Bangsamoro Development (TFBD).
OPAPP submits to the Office of Student Development
and Services (OSDS) the list of beneficiaries for fund
transfer of financial benefits of grantees.
Designated staff issues notice of award to OPAPP
through the TFBD for distribution to the grantees.
Designated staff request the Higher Education
Development Fund Staff (HEDFS) to fund transfer the
financial benefits of the grantees to the concerned CHED
Regional Offices (CHEDRO).
HEDF transfers the fund to the CHEDROs.
CHEDROs receive the submitted listing of qualified
applicants endorsed by OSDS-CHED
CHEDROs process and releases the financial benefits
through the partner State Universities and Colleges
(SUCs).
Designated staff in coordination with OPAPP monitors
and evaluates the implementation of the program.
Administration of the Iskolar ng Bayan (INB) Program per
R.A. 10648
DepEd identifies and submits to OSDS the list of Top Ten
High School Graduate students nationwide.
SUC receives applications of interested Top Ten High
School Graduates intending to enroll in their institution.
SUC prepares masterlists of qualifiers under the INB
Program and recommends to OSDS for payment of
financial benefits.
Designated staff validates names of students included in
the masterlist based on the Certified List of Top Ten High
School Graduates provided by DepEd and assigns
Award Numbers accordingly.
Designated staff recommends Regional Fund Transfer
(RFT) for payment of financial benefits of INB scholars.
SUC prepares liquidation reports and submits to concern
CHEDRO copy furnished OSDS.
Scholar receives benefits from SUC.
235
8
9
10
11
6.5.1.6
1
2
3
4
5
6
7
SUC orients scholars on the rules and regulations of the

program.
CHEDRO transfers funds to concerned SUC.
CHEDRO receives Notice of Transfer from CHEDCO and
process payment of financial benefits of scholars based
on the requirements submitted by SUCs.
Designated staff prepares status reports in the
implementation of INB program based on the reports
submitted by CHEDROs.
Execution of Memorandum of Agreement (MOA) between

CHED, selected HEIs and/or concerned agencies relative
to the devolution and administration of STUFAPS per CMO
4 s. 2004, CMO 25 s. 2006, CMO 25 s. 2008 and other
Student Development Programs
Designated staff prepares draft of Memorandum of
Agreement (MOA).
Chief and Supervising EPS review the draft MOA.
OSDS Directors approve the draft MOA.
Designated staff endorses the draft MOA to Legal and
Legislative Services for comments and suggestions.
Designated staff finalizes the draft with the integration of
the inputs of the Legal and Legislative Services.
OSDS Directors endorse the final draft to the
ManCom/CEB for approval.
Designated staff communicates the final copy of the MOA
for the signature of the heads of the concerned agencies.
6.5.1.7 Monitoring and Evaluation of CHED StuFAps and Special

Loan Programs
1
2
3
5
6
Chief EPS/Supervising EPS identifies HEIs to be

monitored in the region.
Chief EPS/ Supervising EPS creates Monitoring Teams
and sets schedule of monitoring.
Designated staff submits to the Chairperson through
Executive Office the schedule, monitoring teams for
approval.
Designated staff communicates to CHEDRO details of
monitoring as approved by the Chairperson.
OSDS Director conduct pre-monitoring orientation.
Monitoring Team conducts HEI visit together with
CHEDRO representatives.
236
7
8
6.5.2
Monitoring Team prepares & submits monitoring report to

Directors.
LSAD consolidates monitoring reports reflective of the
findings and recommendations and submits the same to
the Directors.
Directors present the result of the monitoring activity to
the National Directorate Meeting through the
ManCom/CEB for policy recommendation.
Procedures for Student Welfare and Development Unit (SWDU)

6.5.2.1
Issuance of National Service Training Program (NSTP) Serial

Numbers per CMO 27 s. 2015
1
2
3
HEIs submits list of NSTP graduates to CHEDROs.

CHEDRO issues serial numbers to HEIs.
HEI distributes the issued serial numbers given by CHEDRO
to the individual NSTP graduates using the prescribed forms.
CHEDRO receives the distributed serial numbers from HEIs.
CHEDRO submits to OSDS the Regional Consolidated Data
on NSTP (Enrolment and Graduates with Serial Numbers)
Designated staff provides the Office of Civil Defense (OCD)
with a list of all NSTP graduates with serial numbers in
compliance with the provision of the NSTP Act of 2001.
(Forms 6.1.31)
Designated staff maintains National Database of NSTP
graduates with Serial Numbers.
Designated staff monitors the CHEDRO and HEIs on the
implementation of NSTP and NSRC.
4
5
6
7
8
6.5.2.2
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
NGO applies to be a NSTP Provider for Civil Welfare Training

Services (CWTS) and Literacy Training Services (LTS).
NSTP designated staff reviews, evaluates and recommends
application.
NSTP designated staff prepares recommendation letter to
Executive Director.
2
3
4
5
Chief/Supervising
EPS
reviews/comments
on
the
recommendation of the NSTP designated staff.
OSDS Director signs the recommendation letter to Executive
Director.
237
6
7
Executive Office recommends application to Chairperson.

Chairperson signs and approves application of the NGO
together with the Accreditation Certificate.
Designated staff transmits the Accreditation Certificate to the
NGO.
Designated staff prepares list of NSTP Providers and
transmits to CHEDROs for information through the Executive
Office.
8
9
6.5.2.3
Indorsement of Agency/Organization Sponsored StudentRelated Activities
Designated staff receives and records the proposals

endorsed by agencies/organizations and forwards the same
to the Director.
Director assigns the proposals for evaluation to the
concerned Chief EPS.
Chief EPS evaluates and prepares recommendation for
review of the Director and if in order, prepares a
Memorandum indorsing the activity for signature of CHED
Chairperson through the Executive Office.
Designated staff releases to the CHED Central Records the
memorandum to the requesting party for dissemination.
2
3
6.6
Procedures for International Student Affairs Division (ISAD)

6.6.1
Application for the Grants-in-Aid to Students Participation in

Leadership Conferences and Seminars (GRASP) per CMO 12 s.
2012
1
2
3
4
5
6
7
Applicant submits application to his/her HEI.

HEI evaluates student application and if in order submits the
same to the CHEDRO.
CHEDRO receives and evaluates application and if submitted
before the deadline, forwards the same to OSDS Director.
Designated staff, Supervising EPS evaluate, process and
recommend grants for release of the check through the
concerned CHEDRO.
Designated staff informs the HEI and grantee copy furnish
CHEDRO.
Grantee receives check and attends seminar/conference.
Grantee liquidates expenses within a month after the
conference/seminar and submits the liquidation report to
concerned CHEDRO.
238
8
9
6.6.2
Issuance of CHED Endorsement to Bureau of Immigration for

Student Internship Abroad Program (SIAP) per CMO 22 s. 2013
1
2
3
4
5
6
7
6.6.3
CHEDRO evaluates completeness of submitted liquidation

report and facilitates liquidation of fund from the grantee.
Designated staff of OSDS monitor the utilization of funds and
compliance with the guidelines.
CHEDRO endorses the HEIs application for CHED

endorsement to BI together with the documentary requirements.
Designated staff receives and records the documents and
submits to the Director for routing.
Designated staff evaluates the documents, prepares the
proposed CHED endorsement to the Bureau of Immigration
copy furnish the Department of Foreign Affairs, and submits for
review of the CEPS/Supervising EPS. (Communication- 6.2.1,
6.2.2 or 6.2.3)
CEPS/Supervising EPS reviews the proposed endorsement for
the concurrence of the OSDS Director.
Designated staff transmits the proposed endorsement for
Chairpersons approval through the Executive Office.
Chairperson approves the CHED endorsement to Bureau of
Immigration if found in order.
Designated staff releases the CHED endorsement to the HEIs
authorized representative upon receipt of the CHED
endorsement signed by the CHED Chairperson and sends ecopy of CHED endorsement to DFA for information and
reference.
Issuance of CHED Endorsement
a. to the Bureau of Immigration on the Transfer of School, Shifting of

Program and Visa Conversion or Extension per Executive Order 285
s. 2000
1
Authorized HEI representative submits requests for CHED
endorsement together with the documentary requirements to
CHED.
2
CHED Records Officer receives and records the documents and
forwards the same to OSDS.
3
Designated staff evaluates compliance with the requirements.
4
Designated staff prepares endorsement, submits to
CEPS/Supervising EPS for review of the CHED endorsement.
(Communication-6.2.4, 6.2.5, 6.2.6)
5
CEPS reviews prior to approval of the OSDS Director.
239
6
7
OSDS Director approves the CHED endorsement if found in

order.
Designated staff records the CHED endorsement and releases
it to the authorized HEI representative then files the same.
b. for Foreign Student (FS) Clinical Clerkship in the Home Country

1
6.6.4
Authorized HEI representative submits request for CHED

endorsement to undergo clinical clerkship of the FS in the home
country.
CHED Records officer receives and records the documents and
forward the same to OSDS Director who then instructs the
CEPS/ Supervising EPS.
CEPS/Supervising EPS instructs the Designated staff who then
receives and evaluates the documents and prepares CHED
endorsement interposing no objection on the request for
clerkship, subject to conditions set by the concerned HEI.
CEPS/Supervising EPS reviews the correspondence and the
OSDS Director signs the correspondence upon concurrence
(Communication-6.2.7).
Designated staff releases the CHED endorsement to the
authorized HEI representative.
Issuance of Student Visa (9f)/Tourist Visa (9a) by the Department of
Foreign Affairs per Executive Order 285 s. 2000
1
2
3
4
Foreign Student (FS) communicates and asks for acceptance

with any PHEI authorized to accept foreign student.
HEI asks for documentary requirements and if found in order,
issues Notice of Acceptance to FS.
In case the FS wants to enroll in a Medicine or Dental program,
follow the procedures on the issuance of CEM/CED:
HEI submits certified true copy of documents to DFA
a. Original NOA
b. Original CEA for Medicine and Dentistry students
c. Police Clearance authenticated by the PFSP
d. Medical Health Certificate
Department of Foreign Affairs (DFA) evaluates documentary
requirements and if found in order, submits the documents to
the Philippine Foreign Service Post (PFSP) in the FS country of
origin.
PSFP Notifies student-applicant to appear on Consular Officer
for interview and issuance of student visa.
240
7
8
6.6.5
Issuance of Certificate of Eligibility for Admission to Medical and

Dental Courses to Foreign Students per Executive Order 285 s. 2000
1
6.6.6
DFA notifies PHEI on the issuance of student visa (9f) to FS,

copy furnished CHED, BI, NICA and NBI.
HEI informs FS on the issuance of his/her visa.
Designated staff receives the application for CEA (Forms

6.2.6, 6.2.7) and request the authorized school representative to
pay the CEM/CED fee in the amount of P500.00 at the AFMS
Cashier.
Designated staff verifies/ counterchecks the authenticity and
completeness of documents/records, prepares the CEA and
submits for review of the Senior EPS/Supervising EPS and
Chief EPS for OSDS Directors approval. (Forms-6.2.6 and
6.2.7)
Designated staff seals and releases the CEM/CED to the
authorized school representative.
OSDS One-Stop Processing Center Certification, Authentication and
Verification of Higher Education Scholastic Records per CMO 17 s.
2013
Issuance of Certification, Authentication and Verification (CAV)

1
Designated staff explains the procedures and give application
form to the applicant and pre-checked/pre-assessed the
documents/scholastics records submitted and receives the
applications together with the documents/scholastic records for
screening. (Form- 6.2.23)
2
Designated staff screens and reviews the application and the
documents/scholastics record submitted and if in order, request
the applicant to pay to AFSM Cashier the application fee of
P80.00.
3
Designated staff receives the filled-up application together with
the documents/scholastic record and issue claim stub to the
applicant. (Form-6.2.24, 6.2.25)
4
Designated staff prepares and sends by fax the endorsement
letter with attached documents to the concerned CHEDRO or
verifies documents through E-CAV System. (Communication 6.2.9 or 6.2.10)
5
Designated staff, after 14 days of no response from the region,
follow-up thru phone or email the status of request for
verification to the concerned CHEDRO.
241
6. 7
Preparation
of
plans,
programs
accomplishments reports of the division
1
2
3
6.8
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 (Form6.2.27).
If the confirmation has some deficiency contrary to the entries of
the submitted documents, designated staff informs the applicant
thru email or phone.
Designated staff fills up transmittal form for the Official Courier
for forwarding to the Department of Foreign Affairs. (Form6.2.26)
If for SRC, designated staff releases the CAV to concerned
applicant. (Form-6.2.25)
budgetary
requirement,
and
Designated staff prepares plans, programs budgetary

requirement, and accomplishments for the assigned program
following the prescribed forms from OPRKM, AFSM, and HEDF.
CEPS/Supervising EPS reviews and consolidates plans,
programs for budgetary requirement and accomplishments.
OSDS Directors endorses for approval of MANCOM and CEB
through the concerned Offices.
Preparation of inputs for House and Senate Bills and participation in

Committee Hearings
1
Designated staff receives the memorandum from the Executive

Director regarding the request for the participation of OSDS
representative in Committee Hearings.
OSDS Director instructs the concerned CEPS/Supervising EPS to
prepare the inputs or comments in the house or senate bills,
assigns the OSDS representative in Committee Hearings.
Designated staff prepares and submits the inputs or comments in
the house or senate bills with the corresponding cover memo for
LLS and Executive Office to the CEPS/Supervising EPS.
CEPS/Supervising EPS reviews the inputs or comments in the
house or senate bills and submits the same for approval of the
OSDS Directors.
Designated staff transmits the cover memo and inputs/comments
to the LLS and Executive Office.
coordination with LLS.
Assigned OSDS representative prepares report and updates the
OSDS Director on the attended Committee Hearings (Form
6.2.4).
242
6.9
Outsourcing of services as may be required by the programs

1
4
5
6
7
CEPS/Supervising EPS determines the need for outsource services of

the program and confers with the OSDS Directors.
Designated staff prepares the draft terms of reference of the outsource
services with Cost and Benefit analysis and submits to
CEPS/Supervising EPS
CEPS/Supervising EPS reviews and submits the terms of reference with
Cost and Benefit analysis and other documents in compliance with
accounting and auditing rules and regulations for approval of OSDS
Director.
Designated staff transmits the documents for outsourcing to the
AFMS/HEDF.
Designated staff follows up the outsourcing documents until approval by
the CEB/ManCom.
Designated staff prepares and ensures the proper engagement of
outsourced services upon conferment of the OSDS Directors.
CEPS/Supervising EPS reviews the reports and documents submitted
before endorsing of the OSDS Directors for approval of payment of the
outsourced services in coordination with AFMS and HEDF.
243
PROCESS FLOW 1
6.1.1 Procedures on the Development of Policies, Standards and Guidelines for
Student Development and Services Program
CHED Special Order of the
Technical Working Group
(TWG) for the drafting of the
policies, standards, and
guidelines
Directors endorse the document

to the ManCom/CEB for approval
of the composition of the TWG
and the drafting of the policies,
standards, and guidelines

working paper and seeks
approval of the draft policies,
standards, and guidelines to
the Chief EPS and Directors
Directors endorse the final draft

policies,standards, and
guidelines to the ManCom/CEB
for approval to hold a public
consultation
Designated staff finalizes the

draft policies, standards, and
guidelines with the
integration of the inputs of
the TWG
Designated staff
convenes the TWG to
review the working paper
and give inputs

Memorandum from the
Executive Director to
CHEDROs and other
stakeholders on the conduct of
a public consultation
Designated staff facilitates

publication to a newspaper
and CHED website of the
Notice of the Public
Consultation
Directors endorse the final draft

policies, standards, and
guidelines to ManCom/CEB for
approval of public orientation
TWG reviews and finalizes

the draft policies, standards,
and guidelines incorporating
comments and suggestions
from the public consultation

transmittal of the Director on
the final copy of the CMO for
the Chairpersons signature
through the Executive Office
Designated staff receives the

signed final copy of the CMO
and submits to the CHED
Central Records for
numbering and dissemination
to CHEDROs
Chief and Supervising EPS

reviews the document and
seeks approval to the
Directors.
Designated staff prepares and

packages advocacy materials
pertaining to policies and
programs relative to the works
of the Divisions in coordination
with other offices upon
approval of the OSDS
Directors

uploading of the CMO to the
CHED Website through the
OPRKM
Conduct the Public

Consultation
Designated staff
consolidates and
integrates comments and
suggestions from the
public consultation and
presents the draft policies,
to the TWG

publication to a
newspaper or Official
Gazette through LLS and
CHED Website
244
PROCESS FLOW 2
6.1.2 Procedures on Technical Assistance

Memorandum from the Executive
Director to CHEDROs and other
stakeholders on the conduct of a
public orientation

logistics and administrative concerns
in coordination with AFMS/HEDF
Designated staff consolidates the list

of confirmed participants as submitted
by CHEDROs
Designated staff sends the Memo and

invitation to CHEDROs, TWG and
concerned stakeholders
Designated staff checks the food and

venue

documentation of the orientation

proceedings and corresponding
report
OSDS with the concerned TWG

conducts the Public Orientation
245
PROCESS FLOW 3
6.1.3 Procedures on the Collaboration with CHEDROs,
Government and Non-Government Organizations
GO/NGO submits
request together
with the agenda and
other materials
CHED Records
Section receives the
documents and
forwards to OSDS
Designated staff
receives and records
the documents and
submits to the Director
Directors review and

assign the invitation
to the concerned
Division
Designated staff
prepares report and
updates the Chief
EPS
Designated staff
attends meeting in
collaboration with the
concerned agencies
Designated staff
reviews the documents
and coordinates with
the concerned
agencies
Chief and Supervising

EPS reviews and
assigns to designated
staff to handle the
program and
coordinates with the
concerned agencies
Chief EPS conducts

staff meeting
Chief and
Supervising EPS
reviews and submits
status reports
prepared by the
technical staff to the
Directors
Directors decide on the

actions to be
undertaken based on
the reports
246
PROCESS FLOW 4
6.2.1 Procedures on the Development of Monitoring and Evaluation of System
and Instruments
Designated staff
/Supervising EPS
prepares the system
and instruments in
consultation with
experts if necessary
Designated staff
prepares logistics for
administrative matters
in coordination with
AFMS/HEDF
Designated staff
checks the food and
venue
Chief EPS presents to

TWG and Directors
the draft for comments
and recommendations
Designated staff /
Supervising EPS
modifies the prepared
system and
instruments
Designated staff
/Supervising EPS
finalizes the instruments

for approval of Chief
EPS and Directors
Designated staff
prepares the
documentation of the
orientation
Designated staff with

the concerned TWG
conducts the
orientation
Chief EPS finalizes the

proposed system and
instruments and
submits to Directors
for approval
Designated staff /
Supervising EPS prepares
the Memorandum from the
Executive Director for
dissemination and pilot
testing of instruments
Designated staff
prepares proceedings
and corresponding
reports
Designated staff / Chief EPS

administers/fields
instruments according to
schedule and procedures in
the approved memo
247
PROCESS FLOW 5
6.2.2 Procedures on the Monitoring and Evaluation of Other Student Affairs
and Services
The Executive Office through the OSDS
communicate to CHEDRO the reports
needed in relation to the implementation of
various policies in student affairs and
services (student welfare, student
development, and international student
affairs programs and services) such as
CMO 9 s. 2013,Executive Order 285 s.
2000
Designated staff consolidate reports

reflective of the recommendations and
submits the same to the Directors
Directors present and submit the summary

to the ManCom/CEB in aid of policy
recommendation
248
PROCESS FLOW 6
6.3 Procedures for Student Affairs and Services Information System

and maintains database,
and information systems in
coordination with KMD
Designated staff stores,

retrieves, reproduce data on
student development and
services
Designated staff analyzes

and prepares statistical data
and reports for policy,
enhancements
249
PROCESS FLOW 7
6.4.1. Procedures on the Assistance given to other government agencies in
information materials that deal with student welfare and development
Government agency communicates

with OSDS the program for
information/advocacy materials that
deals with student development and
services
Chief and Supervising EPS review

and assign to Designated staff to
handle the information/advocacy
materials and coordinates with the
concerned agency
Designated staff Officer designate

receives and records the
information/advocacy materials and
submits to the Directors

Memorandum from the Executive
Direcctor/Chairperson
Directors review and assign the

information/advocacy materials to
the concerned Division for action
Designated staff coordinates with the

concerned agency for the wider
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
Designated staff determines the

approved CHED StuFAPs budget
under GAA and HEDF for the
incoming Fiscal Year
Chief and Supervising EPS reviews

the slot and fund allocation per
Region and forwards to OSDS
Directors for approval of Chairperson
Designated staff determines slot

and fund requirements per program
for new and on-going beneficiaries
as specified by existing policies
Designated staff communicates to

the CHEDRO the slot and fund
allocation per Region
Designated staff computes for slots

and fund allocation per Region using
the factors and formula and provides
award numbers to new slots per
program
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
Designated staff per program

recommends to AFMS/HEDFS the
sub-allotment and requests transfer
of funds to CHEDROs for one (1)
Academic Year based on slots
allocation per region
Designated staff per program

transmits to AFMS/HEDFS the
request for sub-allotment and
transfer of funds to CHEDROs
Chief and Supervising EPS check

and review the recommendation
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
OSDS Directors approve the

recommendation
252
PROCESS FLOW 10
6.5.1.3 Procedures on the Selection of Expanded Students Grant-in-Aid
Program
for Poverty Alleviation (ESGP-PA) per Joint Memorandum Circular 2014-1
DSWD validates potential grantees
and confirm for eligibility, willingness
and interest to pursue higher
education under the ESGP-PA
DSWD submits the list of names of

validated potential student-grantees
broken down according to the
agreed regional allocation to SUCs
for admission process and Regional
ESGP-PA Committee (RSC) and
National ESGP-PA Committee
(NSC) for reference
The various SUCs administer

admission examination
DBM thru their Field Offices releases

the allotment comprehensively direct
to the SUCs
SUC conducts Orientation for ESGPPA student-grantees and their

parents/guardians on the policies
and guidelines and other
requirements of the program
SUC organizes and/or enhance

values formation, and career
guidance to student-grantees and
their families or parents
SUC conducts of bridging program

to provide remedial/mentoring
program to cater to the special
needs of the student-grantees by the
ESGP-PA SUCs (as applicable)
SUC releases the monthly stipend

and book allowances of the studentgrantees
SUC submits either in printed form

or by way of electronic document, to
the DBM, copy furnished the House
Committee on Appropriation, Senate
Committee on Finance, RSC and
NSC quarterly reports on the
financial and physical
accomplishments of the program,
including the list of student-grantees
copy furnish OSDS
Designated staff ensures that the

said quarterly reports and list of
student-grantees are likewise posted
in the official website of the SUC and
CHED
253
PROCESS FLOW 11
6.5.1.4 Procedures on the Administration of the Sajahatra Bangsamoro
Study Grant Program (SBSGP) per CMO 19 s. 2013
The OPAPP accepts qualified

applicants identified by the Moro
Islamic Liberation Front (MILF)
through Task Force on Bangsamoro
Development (TFBD)
HEDF transfers the fund to the

CHEDROs
OPAPP submits to the Office of

Student Development and Services
(OSDS) the list of beneficiaries for
fund transfer of financial benefits of
grantees
CHEDROs receive the submitted

listing of qualified applicants
endorsed by OSDS-CHED
Designated staff issues notice of

award to OPAPP through the TFBD
for distribution to the grantees
CHEDROs process and release the

financial benefits through the partner
State Universities and Colleges
(SUCs)
Designated staff request the Higher

Education Development Fund Staff
(HEDFS) to fund transfer the
financial benefits of the grantees to
the concerned CHED Regional
Offices (CHEDRO)
Designated staff in coordination

with OPAPP monitors and evaluates
the implementation of the program
254
PROCESS FLOW 12
6.5.1.5 Procedures on the Administration of the Iskolar ng Bayan (INB) Program
per R.A. 10648
DepEd identifies and submits to

OSDS the list of Top Ten High
School Graduate students
nationwide
Scholar receives benefits from SUC
SUC receives applications of

interested Top Ten High School
Graduates intending to enroll in their
institution
SUC orients scholars on the rules

and regulations of the program
SUC prepares masterlists of

qualifiers under the INB Program
and recommends to OSDS for
payment of financial benefits
CHEDRO transfers funds to

concerned SUC
Designated staff validates names of

students included in the masterlist
based on the Certified List of Top
Ten High School Graduates
provided by DepEd and assigns
Award Numbers accordingly
CHEDRO receives Notice of

Transfer from CHEDCO and process
payment of financial benefits of
scholars based on the requirements
submitted by SUCs
Designated staff recommends

Regional Fund Transfer (RFT) for
payment of financial benefits of INB
scholars
Designated staff prepares status

reports in the implementation of INB
program based on the reports
submitted by CHEDROs
SUC prepares liquidation reports

and submits to concern CHEDRO
copy furnished OSDS
255
PROCESS FLOW 13
6.5.1.6 Procedures on the Execution of Memorandum of Agreement (MOA)
between CHED, selected HEIs and/or concerned agencies relative to the
devolution and administration of STUFAPS per CMO 4 s. 2004, CMO 25 s. 2006,
CMO 25 s. 2008 and other Student Development Programs
Designated staff prepares draft of

Memorandum of Agreement (MOA)
Designated staff finalizes the draft

with the integration of the inputs of
the Legal and Legislative Services
Chief and Supervising EPS review

the draft MOA
OSDS Directors endorse the final

draft to the ManCom/CEB for
approval
OSDS Directors approve the draft

MOA
Designated staff communicates the

final copy of the MOA for the
signature of the heads of the
concerned agencies
Designated staff endorses the draft

MOA to Legal and Legislative
Services for comments and
suggestions
256
PROCESS FLOW 14
6.5.1.7 Procedures on the Monitoring and Evaluation of
CHED StuFAPs and Special Loan Programs
Chief EPS/Supervising
EPS identifies HEIs to be
monitored in the region
Monitoring Team
conducts HEI visit
together with CHEDRO
representatives
Chief EPS/Supervising
EPS creates Monitoring
Teams and sets schedule
of monitoring
Designated staff
Monitoring Team
prepares & submits
monitoring report to
Directors
Designated staff submits

to the Chairperson
through Executive Office,
the schedule, monitoring
teams for approval
LSAD consolidates
monitoring reports
reflective of the findings
and recommendations
and submits the same to
the Directors
Designated staff
communicates to
CHEDRO details of
monitoring as approved
by the Chairperson
Directors present the

result of the monitoring
activity to the National
Directorate Meeting
through the
ManCom/CEB for policy
recommendation
OSDS Director conducts

pre-monitoring orientation
257
PROCESS FLOW 15
6.5.2.1 Procedures on the Issuance of National Service Training Program (NSTP)
Serial Numbers per CMO 27 s. 2015
HEIs submits list of NSTP

graduates to CHEDROs
CHEDRO issues serial

numbers to HEIs
HEI distributes the issued

serial numbers given by
CHEDRO to the individual
NSTP graduates using the
prescribed forms
CHEDRO receives the

distributed serial numbers
from HEIs
Designated staff provides

the Office of Civil Defense
(OCD) with a list of all NSTP
graduates with serial
numbers in compliance with
the provision of the NSTP Act
of 2001
Designated staff maintains

National Database of NSTP
graduates with Serial
Numbers
Designated staff monitors

the CHEDRO and HEIs on
the implementation of NSTP
and NSRC
CHEDRO submits to OSDS

the Regional Consolidated
Data on NSTP (Enrolment
and Graduates with Serial
Numbers)
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
NGO applies to be a NSTP

Provider for Civil Welfare
Training Services (CWTS) and
Literacy Training Services (LTS)
OSDS Director signs the

recommendation letter to
Executive Director
NSTP designated staff reviews,

evaluates and recommends
application
Executive Office recommends

application to Chairperson
NSTP designated staff prepares

recommendation letter to
Executive Director
Chairperson signs and approves

application of the NGO together
with the Accreditation Certificate
Chief/Supervising EPS
reviews/comments on the
recommendation of the NSTP
designated staff
Designated staff prepares list of

NSTP Providers and transmits to
CHEDROs for information
through the Executive Office
259
PROCESS FLOW 17
6.5.2.3 Procedures on the Indorsement of Agency/Organization Sponsored
Student-Related Activities
Designated staff receives and

records the proposals endorsed
by agencies/organizations and
forwards the same to the Director
Director assigns the proposals for

evaluation to the concerned Chief
EPS
Chief EPS evaluates and

prepares recommendation for
review of the Director and if in
order, prepares a Memorandum
indorsing the activity for signature
of CHED Chairman through the
Executive Office
Designated staff releases to the

CHED Central Records the
memorandum to the requesting
party for dissemination
260
PROCESS FLOW 18
6.6.1 Procedures on the Application for the Grants-in-Aid to Students
Participation in Leadership Conferences and Seminars (GRASP) per CMO 12 s.
2012
Applicant submits application to

his/her HEI
HEI evaluates student application

and if in order submits the same to
the CHEDRO
CHEDRO receives and evaluates

application and if submitted before the
deadline, forwards the same to OSDS
Director
Designated staff, Supervising EPS

evaluate, process and recommend
grants for release of the check through
the concerned CHEDRO
Designated staff informs the HEI and

grantee copy furnish CHEDRO.
Grantee receives check and

attends seminar/conference
Grantee liquidates expenses

within a month after the
conference/seminar and submits
the liquidation report to concerned
CHEDRO
Grantee liquidates expenses

within a month after the
conference/seminar and submits
the liquidation report to concerned
CHEDRO
CHEDRO evaluates
completeness of submitted
liquidation report and facilitates
liquidation of fund from the
grantee
Designated staff monitors the

utilization of funds and
compliance with the guidelines.
261
PROCESS FLOW 19
6.6.2 Issuance of CHED Endorsement to Bureau of Immigration for Student
Internship Abroad Program (SIAP) per CMO 22 s. 2013
CHEDRO endorses the HEIs application for CHED

endorsement to BI together with the documentary requirements
Designated Staff receives and records the documents and

submits to designated staff
Designated Staff evaluates the documents, prepares the

proposed CHED endorsement to the Bureau of Immigration copy
furnish the Department of Foreign Affairs, and submits for review
of the CEPS
CEPS/Supervising EPS reviews the proposed endorsement for

the concurrence of the OSDS Director
Designated staff transmits the proposed endorsement for

Chairpersons approval through the Executive Office.
Chairperson approves the CHED endorsement to Bureau of

Immigration if found in order
Designated staff releases the CHED endorsement to the HEIs

authorized representative upon receipt of the CHED
endorsement signed by the CHED Chairperson and sends
e-copy of CHED endorsement to DFA for information and
reference
262
PROCESS FLOW 20
6.6.3.a Procedures on the Issuance of CHED Endorsement to the Bureau of
Immigration on the Transfer of School, Shifting of Program and Visa Conversion
or Extension per Executive Order 285 s. 2000
Authorized HEI representative submits requests
for CHED endorsement together with the
documentary requirements to CHED
CHED Records Officer receives and records the

documents and forwards the same to OSDS
Designated staff receives and records the

documents
Designated staff evaluates compliance with the

requirements
Designated staff prepares endorsement,

submits to CEPS/Supervising EPS for review of
the CHED endorsement
CEPS reviews prior to approval of the OSDS

Director
OSDS Director approves the CHED

endorsement if found in order
Designated staff records the CHED

endorsement and releases it to the authorized
HEI representative then files the same
263
PROCESS FLOW 21
6.6.3b Procedures on the Issuance of CHED Endorsement for Foreign
Student (FS) Clinical Clerkship in the Home Country
Authorized HEI representative submits request

for CHED endorsement to undergo clinical
clerkship of the FS in the home country
CHED Records officer receives and records the

documents and forward the same to OSDS
Director who then instructs the
CEPS/Supervising EPS
CEPS/Supervising EPS instructs the designated

staff who then receives and evaluates the
documents and prepares CHED endorsement
interposing no objection on the request for
clerkship, subject to conditions set by the
concerned HEI
CEPS/Supervising EPS reviews the

correspondence and the OSDS Director signs
the correspondence upon concurrence
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
Foreign Student communicates and asks

for acceptance with any PHEI authorized
to accept foreign student
HEI asks for documentary requirements

and if found in order, issues Notice of
Acceptance to FS
In case the FS wants to enroll in a

Medicine or Dental program, follow the
procedures on the issuance of
CEM/CED
HEI submits certified true copy of

documents to DFA
1. Original NOA
2. Original CEA for Medicine and
Dentistry students
3. Police Clearance authenticated
by the PFSP
4. Medical Health Certificate
Department of Foreign Affairs (DFA)

evaluates documentary requirements
and if found in order, submits the
documents to the Philippine Foreign
Service Post (PFSP) in the FS country of
origin
PSFP Notifies student-applicant to

appear on Consular Officer for interview
and issuance of student visa
DFA notifies PHEI on the issuance of

student visa (9f) to FS, copy furnished
CHED, BI, NICA and NBI
HEI informs FS on the issuance of

his/her visa
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
Designated staff receives the application for

CEA and requests the authorized School
Representative to pay CEM/CED fee in the
amount of P500.00 to the AFMS Cashier
Designated staff verifies/ counterchecks the

authenticity and completeness of
documents/records, prepares the CEA and
submits for review of the Senior
EPS/Supervising EPS and Chief EPS for OSDS
Directors approval
Designated staff issues the Certificate of

Eligibility for Medicine or Dentistry as the case
maybe
Designated staff seals and releases the

CEM/CED to authorized School Representative
266
PROCESS FLOW 24
6.6.6 OSDS One-Stop Processing Center Certification, Authentication and
Verification of Higher Education Scholastic Records per CMO 17 s.
2013 Issuance of Certification, Authentication and Verification
(CAV)
Designated staff explains the procedures and gives application form to the
applicant and pre-checked/pre-assessed the documents/scholastics records
submitted and receives the applications together with the documents/scholastic
records for screening
Designated staff screens and reviews the application and the

documents/scholastics record submitted and if in order, request the applicant to
pay to AFSM Cashier the application fee of P80.00
Designated staff receives the filled-up application together with the

documents/scholastic record and issue claim stub to the applicant
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
If for SRC, designated staff releases the CAV to concerned applicant
267
7. LEGISLATIVE AND LEGAL SERVICES (LLS)

7.1 Investigation and Enforcement Division (IED)
7.1.1 Validation
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
The Regional Director (RD) prepares a list of non-complaint Academic

programs of HEI for validation
The RD endorses the list to the Executive Director for appropriate action.
The Executive Director endorses the list to the LLS Director for appropriate
action.
The LLS Director constitutes the Validating Team composed of LLS, OPSD,
and Regional Office.
The LLS Director requests the OPSD Director to designate the concerned
Technical Panel committee member as a representative to the VT.
The LLS Director requests the Director of the concerned CHEDRO to
designate a staff as a representative to the VT.
The CHEDRO, upon request of LLS, prepares the budget proposal,
itinerary, and other requirements.
The designated IED staff prepares Travel Authority, Budget Request, and
other Travel Arrangements.
The Validating Team proceeds to the CHEDRO for a courtesy call to the
Regional Director.
The Validating Team proceeds to the HEI with a non-compliant program,
holds a pre-conference, conducts validation and exit conference.
The Validating Team prepares and submits report/recommendations to the
LLS Director.
The designated IED staff prepares reimbursements, travel reports, with
attached certificates of appearance and other related documents for
action/signature of the LLS Director.
The LLS Director submits a memorandum to the CEB and Management
Committee reporting on the findings and recommendations of the Validating
Team, for the appropriate action and final decision of the Commission en
Banc.
7.1.2 Fact-Finding
1.
2.
3.
The IED receives a request for fact-finding investigation.

The request is forwarded to the LLS Director for evaluation.
If the conduct of fact finding investigation is not appropriate :
the LLS Director orders the IED Chief with the assistance of designated staff
to prepare the proper response to the requesting party.
The LLS Director approves and signs the response, which will then be
released to the requesting office or party.
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.
7.1.3 Legal Opinion/Tax Exemption/SEC Endorsements/Petition for Corrections

of Name/Contract Review and Drafting/Other Concerns
1.
2.
3.
4.
5.
6.
7.
8.
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 request is forwarded to the LLS Director for Evaluation.
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.
The LLS Director orders the concerned LLS staff to record and release the
official response to the request.
7.2 Legislative Liaison and Mediation Division

7.2.1 Attendance to Congressional Meetings and Preparation of Position Papers
1.
2.
The designated staff in the LLS receives Notice of Meeting/TWG and/or

request for position paper from concerned Congressional Committees.
The LLS Director routes requests to LLMD.
269
3.
4.
5.
6.
7.
The designated staff in the LLMD downloads and reviews the bill/s and/or
position paper for comments.
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.
The designated staff in the LLMD routes memorandum as well as the copies
of the notice and the bill/s to the concerned offices.
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.
The designated staff in the LLMD prepares highlights of meeting and
updates files.
7.2.2 Mediation
1.
2.
3.
4.
5.
The designated staff in the LLS receives a letter of complaint either through
mail, email, or personal submission.
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.
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.
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.
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
Legal and Legislative Service Investigation and Enforcement Division
1. Fact-finding
The IED
receives
a request for
fact-finding
investigation.
The request
is
forwarded
to the LLS
Director for
evaluation.
If the FFI is
found to be
appropriate,
the LLS
Director
orders the
creation of
the FactFinding
Team (FFT)
If the FFI is
not
appropriate,
the LLS
Director
orders the
IED Chief
with the
assistance of
designated
staff to
prepare the
proper
response to
the
requesting
party.
The LLS
Director
transmits the
proposed
creation and
composition
of the FFT to
the Executive
Director for
approval.
The LLS
Director
approves
and
signs the
response
which
will then be
released to
the
requesting
office
or party.
Upon the
approval of the
creation and
composition of
the FFT, the
designated
IED staff
prepares the
necessary
documents for
travel, as well
as other
documentary
requirements
needed for
investigation.
The
designated
IED staff
coordinates
the FFI to
the CHEDRO
concerned.
The
designated
IED Staff
records and
releases
the
document
and keeps
a
duplicate
copy on file.
The LLS
Director
prepares a
memorandu
m and
submits the
same to the
CEB for
appropriate
action.
The factfinding
investigation
is conducted
by the Team,
assisted by
the
Secretariat
Support Staff.
The FFT
prepares a
report with
recommendation, and
submits the
same to the
LLS
Director.
271
2. Validation
The Regional
Director (RD)
prepares a list
of noncompliant
Academic
programs of
HEI for
validation.
The RD endorses
the list to the
Executive Director
for appropriate
action.
The Executive
Director endorses
the list to the LLS
Director for
appropriate
action.
The LLS Director

constitutes the
Validating Team
(VT) composed of
LLS, OPSD, and
Regional Office.
The LLS Director

requests the
OPSD Director to
designate the
concerned
Technical Panel
Committee
member as a
representative to
the Validating
Team.
The LLS Director

requests the
Director of the
concerned
CHEDRO to
designate a staff
as a
representative to
the Validating
Team
The CHEDRO,
upon request of
LLS, prepares the
budget proposal,
itinerary, and
other
requirements.
The designated
IED staff prepares
Travel Authority,
Budget Request,
and other Travel
Arrangements.
The Validation
Team proceeds to
the CHEDRO for
a courtesy call to
the Regional
Director.
The VT proceeds
to the HEI with a
non-compliant
program, holds a
pre-conference,
conducts
validation and exit
conference.
The Validating
Team prepares
and submits
report/recommend
ations to the LLS
Director.
The designated
IED staff prepares
reimbursements,
travel reports, with
attached
certificates of
appearance and
other related
documents for
action/signature of
the LLS Director.
The LLS Director

submits a
memorandum to
the CEB
and Management
Committee
reporting on the
findings and
recommendations
of the VT,
for the appropriate
action and
final decision of the
Commission en
Banc.
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 request is forwarded to the LLS Director for Evaluation.

.
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.
The LLS Director orders the concerned LLS staff

to record and release the official response to the request.
273
4. Attendance to Congressional Meetings and Preparation of Position Papers

The designated staff in the LLS receives Notice of Meeting/TWG
and/or request for position paper directly from concerned
Congressional Committee or thru the Director of the LLS.
The LLMD downloads and reviews the bill/s and/or Republic Acts
for routing and preparation of comments
The LLMD prepares memorandum to concerned CHED Office/s

to prepare inputs for comments and send representative/s during
the scheduled meeting. The said memorandum shall be signed by
the Executive Director or the Chairperson.
The LLMD routes memorandum as well as the copies of the

notice of meeting and the bill/s to the concerned offices.
The LLMD follows up on attendees

as well as the inputs for the
preparation of consolidated
comments.
The LLMD drafts position

paper incorporating the
comments from the
concerned CHED office/s.
Finalized position paper will
be signed by the Chairperson.
The LLMD submits position

paper to the concerned
Congressional Committee/s.
The LLMD staff attends the

congressional meeting/TWG
with the CHED official
representative.
The LLMD drafts highlights of

meeting and updates files on
specific bill topics/proposals.
274
5. Mediation Conference
275
8. ADMINISTRATIVE AND FINANCE MANAGEMENT SERVICE (AFMS)
8.1
Accounting Division
8.1.1 Processing of Disbursement Vouchers (DV)

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 preaudit.
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.
8.1.2 Payment of Disbursement Vouchers through Advice to Debit Account (ADA)

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
276
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.
8.1.3. Recording of Disbursement Vouchers
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.
8.1.4 Preparation and Submission of Report of Checks Issued (RCI)
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.
277
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)
Processing of DV for Fund Transfers through NTA
1. The designated staff receives and logs the Sub-Allotment Release Order (SubARO) 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 SubARO and supporting documents to the designated staff for releasing.
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, SubARO 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.
278
6. The designated staff prepares transmittal and submits the JEVs, NTAs, SAAs and
supporting documents to the COA for post audit.
8.1.6 Verification and Recording of Collection and Deposit (RCD)
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
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.
8.1.7 Inspection of Delivered Goods
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.
279
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
Grant of Cash Advance
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:
The documentary requirements are as follows:
Local Travel:
Office Order/Travel Order approved in accordance with Section 3 of
EO No. 298
Duly approved itinerary of travel (Form 8.2)
Certification from the accountant 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)
280
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.
Monitoring of Cash Advance
1. The designated accountant monitors the compliance to the prescribed period of
liquidation of cash advances/granted to officials/employees (within 30 days after the
return of the official/employee concerned to his official station for local travel and
within 60 days after the return of the official/employee concerned to the Philippines
in the case of foreign travel).
2. The designated accountant sends letters to officials/employees who were not able
to submit liquidation reports and supporting documents within the prescribed
period.
3. The designated accountant periodically sends letters of demand to retired/resigned
employees with long outstanding cash advances.
Pre-Audit of Liquidation of Cash Advance
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.
281
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 eNGAS, 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
JEV, respectively.
4. The designated staff prepares transmittals and submits the JEVs, LRs and
supporting documents to the COA for post audit.
Documentary Requirements for Liquidation of Cash Advance for Travel:
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
282
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
8.1.9 Processing, Remittance, Maintenance of Records and Certification of Mandatory

and Allowable Deductions
Preparation of Monthly Remittance List of Mandatory and Allowable Deductions
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.
Processing of DV for Payment of Mandatory and Allowable Deductions
1. The designated staff receives Monthly Remittance List with ORS from the Budget
Division.
283
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.
with supporting documents to the approving officer.
Remittance & Maintenance of Database for Payment of Mandatory and Allowable
Deductions
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.
Certification of Remittance of Mandatory and Allowable Deductions
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
TRA on Tax Withheld on Compensation
1. The designated staff retrieves payroll print-out, collates and reconciles tax
deduction of each employee.
284
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 systemgenerated 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.
B. TRA on Tax Withheld from Suppliers/Contractors
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.
285
7. The designated staff files the signed TRA, Monthly Alphabetical List of Payees
From Whom Taxes Were Withheld, Form 1601-E, and 1600.
Issuance and Submission of Certificate of Tax Withheld on Compensation
1. The designated staff generates Form 2316 or Certificate of Compensation
Payment/Tax Withheld from the BIR portal.
2. The designated staff prints three (3) copies of Form 2316 and distributes to
individual officers/employees for signature in the Conforme portion wherein there
is a declaration, under the penalties of perjury, that Form 2316 has been made in
good faith, verified by him/her, and to the best of his/her knowledge and belief, is
true and correct pursuant to the provisions of the National Internal Revenue Code,
as amended, and the regulations issued under authority thereof and another
signature in substituted filing portion wherein there is a declaration that under the
penalties of perjury that he/she is qualified under substituted filing of Income Tax
Return (BIR Form 1700) since he/she received purely compensation income from
only one employer in the Philippines for the calendar year; that the taxes have
been correctly withheld by his/her employer (tax due equals tax withheld); that the
BIR Form No. 1604CF filed by his/her employer to the BIR shall constitute as
his/her income tax return; and that the BIR Form No. 2316 shall serve the same
purpose as if BIR Form No. 1700 had been filed pursuant to the provisions of RR
No. 3-2002, as amended.
3. The designated staff retrieves the signed Form 2316 from individual
officers/employees and forwards the same to the Chief Accountant for signature.
4. The Chief Accountant signs Form 2316 as Authorized Agent of CHED with a
declaration that under the penalties of perjury, Form 2316 has been made in good
faith, verified by him/her, and to the best of his/her knowledge and belief, is true
and correct pursuant to the provisions of the National Internal Revenue Code, as
amended, and the regulations issued under authority thereof and that the
information stated therein are reported under BIR Form No. 1604CF which has
been filed with the Bureau of Internal Revenue then forwards the same to the staffin-charge
5. The designated staff submits Copy 1 of Form 2316 to the BIR on or before the 28th
of February of the following year.
6. The designated staff provides individual officers/employees with Copy 2 of Form
2316 and retains Copy 3 for file.
Preparation of Alpha List
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.
286
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
Note: List of Financial Reports and Schedule of Submission
Agency
COA-DBM
Reports
Frequency
Deadline
Financial Accountability Reports

(FAR) No. 1-Statement of
Appropriations, Allotments,
Obligations, Disbursements and
Balances (SAAODB)
FAR No. 1-A-Summary of
Appropriations. Allotments,
Obligations, Disbursements and
Balances by Object of
Expenditure (SAAODBOE)
Quarterly
Within 30 days
after the end of
each quarter
Quarterly
Within 30 days
after the end of
each quarter
FAR No. 2-Statement of

Approved Budget, Utilizations,
Disbursements and Balances
(SABUDB) (for Off-Budget Fund)
FAR No. 2-A- Summary of
Approved Budget, Utilizations,
Disbursements and Balances by
Object
of
Expenditures
(SABUDBOE) (for Off-Budget
Fund)
Quarterly
Within 30 days
after the end of
each quarter
Quarterly
Within 30 days
after the end of
each quarter
FAR No. 3-Aging of Due and

Demandable Obligations (ADDO)
Yearly
On or before the
30th day following
the end of the
year
Monthly
On or before 30th
day of the
following month
covered by the
report
FAR No. 4-Monthly Report of

Disbursements (MRD)
287
FAR No. 5-Quarterly Report of

Revenue and Other Receipts
(QRROR)
DBM, NEDA, Flash Report Annex AAppropriations, Obligations and
OP-CabSec
Disbursements
Flash Report Annex B-Reason for
Under Spending
Quarterly
Monthly
10th day of the

following month
COA
Unliquidated Cash Advance of

P50,000 and above
Quarterly
Within 5 days
after the end of
each quarter
Report
on
Salaries
and
Allowances
of
Secretaries,
Undersecretaries and Assistant
Secretaries
Quarterly
Within 5 days
after the end of
each quarter
Report on MOOE Charged

Against the Audited Agency
SemiAnnually
Statement of Financial PositionCentral Office (CO)
Annually
Statement
of
Performance- CO
Annually
Within 5 days
after the end of
June and
December
Last working day
of January of the
following year
Last working day
of January of the
following year
Last working day
of January of the
following year
Last working day
of January of the
following year
Last working day
of January of the
following year
Last working day
of January of the
following year
Financial
Monthly
Statement of Cash Flows-CO
Annually
Statement of Changes in Net

Assets/Equity
Annually
Notes to Financial Statement
Annually
Consolidated
Statement
of
Financial Position-CO and CHED
Regional Offices (CHEDROs)
Annually
Consolidated
Statement
of
Financial Performance- CO and
CHEDROs)
Annually
Within 30 days
after the end of
each quarter
10th day of the
following month
Last working day

of January of the
following year
288
Consolidated Statement of Cash

Flows-CO and CHEDROs
Annually
Consolidated
Statement
of
Changes in Net Assets/Equity-CO
and CHEDROs)
Annually
Consolidated Notes to Financial

Statement-CO and CHEDROs
Annually
Last working day

of January of the
following year
Last working day
of January of the
following year
Last working day
of January of the
following year
8.2 Budget Division

8.2.1
Preparation and Submission of the Agency Budget Proposal
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.
2. Agency Performance Evaluation Review
Upon receipt of budget proposals submitted by the different offices, Budget
Division, in coordination with the Office of Policy, Research and Knowledge
Management (OPRKM), schedule agency performance review to evaluate the
existing budgetary programs and projects and ensure their alignment with
CHEDs Major Final Outputs (MFOs) and priority thrust of the government.
3. Preparation of Consolidated Budget Proposal based on the performance result.
a. The Budget Division consolidates the budget proposals submitted by the
various offices.
b. The Chief of the Budget Division (Chief Administrative Officer) signs the
Prepared by portion of the Consolidated Budget Proposal.
c. The AFMS Director signs the Reviewed by portion after which the same
is forwarded to the Executive Director for endorsement to the Chairperson.
d. The Chairperson acts on the recommendation of the Executive Director
approves and signs the Concurred in portion of the agency budget proposal
and the transmittal letter.
289
4. Submission of Agency Budget Proposal to the DBM

Budget Division submits CHED budget proposals through Online Submission of
Budget Proposal (OSBP). Also, reproduces and packages hard copy of the
agency proposals duly supported with budgetary requirements including budget
highlights for submission to DBM.
8.2.2 Preparation of Financial Breakdown based on the General Appropriations Act
(GAA) and Other Budget Laws/Authority
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)
8.2.3
Preparation/Processing of Obligation Request and Status (ORS)
1. The designated staff receives the disbursement voucher/payroll and supporting

documents, purchase order/contract from concerned offices/personnel and verifies
the completeness of the documents, records the same in the logbook maintained
and forwards the documents to the staff In-charge for the preparation of the
Obligation Request and Status (ORS). For official travels, the process requires ten
(10) working days for foreign travel and five (5) working days for local travel prior to
actual travel
2. The designated staff verifies availability of allotment based on the RAOD, assigns
number and initials on the ORS before forwarding the same to the Chief of Division for
review and signature.
Note 1: Copies of the ORS shall be attached to the Disbursement Voucher (DV)
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
290
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.
Note 2: Obligations shall be posted in the Obligations Incurred column of the
RAOD to arrive at the balance available at a given time.
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.
Note 3: There is no need to prepare a new ORS for corrections/adjustments
made by the Accounting Division after the processing of claims but before
payment is made adjustment in the RAOD shall be effected through a positive
entry (if additional obligation is necessary) or a negative entry (if reduction) in
the Obligations Incurred column.
Note 4: Preparation of new ORS for the following adjustment of obligation as
negative in the Obligations Incurred column shall be made:
a. Refund of cash advance granted during the year
b. Overpayment of expenses during the year
c. Disallowances/charges which become final and executory
Certified copy of official receipts for the overpayments and Notice that the
disallowances are final and executory shall be furnished to the Budget Division by the
Accounting Division for the preparation of new ORS taking up the adjustments.
8.2.4
Releasing of Sub- Allotment Release Order (Sub-ARO) to the CHED

Regional Offices (CHEDROs) for particular claims
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)
291
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
1. Based on the entries recorded in the Registries of Allotment, Obligation and

Disbursement (RAOD) the designated staff prepares the following Budgetary and
Financial Accountability Reports (BFARs) on monthly and quarterly basis:
a. FAR1 - Statement of Appropriations, Allotments, Obligations, Disbursements
and Balances (SAAODB)
b. FAR 1A - Summary of Appropriations, Allotments, Obligations, Disbursements
and Balances by Object of Expenditures (SAAODBOE)
c. FAR 1B - List of Allotments and Sub-Allotments (LASA)
8.3 Human Resources and Development Division

8.3.1 Personnel Management Unit
8.3.1.1
Payment of Personnel Services
I. Payment of Salaries and Other Compensation through Payroll- weekly

payroll, monthly representation and transportation allowances, bonus and cash
gift, productivity incentive bonus, clothing allowance and other incentives
Required Supporting Documents:
a. Duly accomplished/signed Daily Time Records (DTRs)
b. Authority to payment of incentives and various allowances
c. Other documents as applicable (IPCR, SALN, Service Record, etc.)
1 The designated staff accepts and evaluates completeness of documents
submitted to support the claim, prepares payroll by office and prepares
Obligation Request and Status (ORS) then forwards the payroll to the Chief
of the Division for review
2 The Chief certifies the accuracy of the computation and completeness of
the supporting documents and signs the ORS then forwards to the
designated staff for proper recording and releasing
3 The designated staff forwards the certified payroll to the AFMS Director for
approval
II. Payment of Initial Salary, Salary Differential and Other Compensation
a) Notice of Salary Adjustment
b) Authority to payment of incentives and various allowances
292
c)
d)
e)
f)
g)
h)
Appointment Paper duly approved by the Chairperson

Oath of Office
Certification from immediate superior as to assumption to duty
Statement of Assets and Liabilities
Copy of duly accomplished/signed Daily Time Record
Other documents as applicable (IPCR, SALN, Service Record, etc.)
1. The designated staff accepts and evaluates completeness of documents

submitted to support the claim, computes and determines the amount due to
employee and prepares computation then forwards the claim to the Chief of
the Division for review
2 The Division Chief certifies the accuracy of the computation and
completeness of the supporting documents and forwards to the designated
staff for proper recording and releasing
3 The designated staff forwards the claim to the Budget Division for
issuances/processing of ORS
III. Payment of Overtime Services
a. Authority to render overtime services
b. Copy of duly accomplished/signed Daily Time Record
c. Accomplishment Report
General Rule
No employee shall be authorized to claim payment for overtime services
rendered if he/she reports to office late in the morning and did not satisfy the
required forty (40) hours work week. (Section 5.1 of DBM-CSC Joint Circular
No. 2 s. 2004)
1. The designated staff accepts submission and reviews completeness of
documentary requirements made by the concerned employee
2. The designated staff computes and determines the amount due to
concerned employee and prepares ORS and Disbursement Voucher (DV)
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
293

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
1. The designated staff accepts submission and reviews completeness of
documentary requirements made by the concerned retiree
2. The designated staff computes the corresponding terminal leave benefits
and retirement gratuity due to the retiree
3. The designated staff prepares the letter of request addressed to the
Department of Budget and Management, to be signed by the Chairperson,
for release of funds to pay the benefits of the retiree based on the actual
computation
4. Upon notification of the Budget Division on the receipt of the SARO and
NCA from DBM, the designated staff validates the amount of DBM releases
with the actual computation to determine the accuracy of the retirement
claim and prepares ORS and DV then forwards to the Chief of the Division
for review
5. The Division Chief certifies the accuracy of computation and completeness
of supporting documents, signs the ORS then forwards to the designated
staff for proper recording and releasing
6. The designated staff forwards the claim to Budget Division for processing of
ORS
V. Payment of Monetization of Leave Credits
a. Approved application for leave (CSC form No. 6)
b. Service Record
c. Letter request for monetization of earned vacation leave credits (for
30 days VL credits or 50% of total VL and SL credits
d. Special Allotment and Release Order (SARO) and 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;
b. Officials and employees are qualified to monetize their leave credits
pursuant to the provisions of Rule XVI, Section 22 of the Omnibus
Rules Implementing Book V of Executive Order No. 292.
1. The designated staff accepts application for monetization of leave filed by
the concerned employee
2. The designated staff determines if the applicant is qualified. If yes, he/she
processes the application and computes the amount due; otherwise, staff
advises the concerned employee why he/she is not qualified to monetize
his/her leave credits
3. The designated staff forwards processed leave application together with
letter for commutation of leave to the Division Chief for review
4. The Division Chief reviews and certifies the accuracy of the computation
then verifies if the applicant complies with the existing rules before
forwarding the application for monetization and letter request for
commutation to AFMS Director for further review and initial
5. The AFMS Director forwards the endorsement letter together with the
application for monetization of earned leave to the Executive Director for
his/her initials then recommends to the Chairperson for approval
6. Upon receipt of the approved application for monetization, the designated
staff prepares letter request for funding to DBM to cover payment of
monetization of leave credits
7. Upon receipt of advise from Budget Division on the receipt of SARO and
NCA from DBM, the designated staff validates the amount released by DBM
per employee applicant and determined the accuracy of computation of
claim, prepares ORS then forwards to the Chief of the division for review
8. The designated staff forwards claim to the Budget Division for processing of
ORS
8.3.1.2
Leave Administration
8.3.1.2.1 Processing of Application for Leave of Absence

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
2. The designated staff processes application and determines whether the
applicant has adequate leave credits. In case of availment of special leave,
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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
4. The Division Chief verifies the completeness of supporting documents and
indicates the type of leave applied for. The Division Chief also certifies the
available leave balance then forwards to the following signatories for further
review and approval
Type/Location of Leave
Leave of Absence of
employee
(In-Country)
Leave of Absence of
employee
(Abroad)
Maternity/ Paternity
Leave/ Special Leave
Privileges/ Others of
employee
Family Home Visit/other
application for leave of
officials
Recommending
Approved
Approval:
By:
Office Director
Executive Director
Office Director
Chairperson
Office Director
Executive Director
Executive Director
Chairperson
8.3.1.3 Granting of Study Leave

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
I. Publication of Vacant Positions pursuant to RA No 7041
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
Exempted from the publication requirements are the following positions:
a. Primarily confidential positions;
b. Positions which are policy determining;
c. Highly technical position;
d. Other non-career positions;
e. Positions to be filled by existing regular employees in the agency in
case of reorganization
II. Processing of Vacant Position
First and Second 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.
297
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
Deliberation of Personnel Selection Board
1. Composition of the PSB
PSB for CHED Central Office (positions with SG-24 and below) and
CHEDRO (positions with SG-22 to 24) should be composed of:
Chairman - Director IV, AFMS
Members - Director or Authorized Representative from Office
where the vacancy is identified;
Chief Administrative Officer HRDD or Official directly responsible for
Personnel Management
Representative of the Rank and File:
st
1 Level (SG 1-9)
nd
2 Level (SG 10-24)
PSB for CHED Regional Office:
Chairman Members -
Officer designated by the CHEDRO Director

Chief Administrative Officer or Authorized Alternate within
the Regional Office
Representative of the Rank and File:
st
1 Level (SG 1-9)
nd
2 Level (SG 10-21)
2. PSB may simultaneously conduct a panel interview with the applicant/s

during the scheduled deliberation, or may schedule a separate one
3. PSB deliberates based on the matrix of applicants profiles, examination,
performance evaluation, background investigation, results of interview as
well as other relevant data
4. After deliberation, the PSB accomplish 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
5. The designated staff consolidates the ratings of applicants then forwards
to PSB members for review and concurrence
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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
Note: No PSB member shall sit in the deliberation of an applicant who is
related to him/her within the third degree of affinity or consanguinity.
Hiring of Personnel
1. The PSB recommends to the Executive Director the result of deliberation
and then the EO decides whom to recommend from the ranked
applicants, or concurs with the PSB evaluation
2. In case where the Executive Director does not agree with the
endorsement of the PSB, he may give specific comments/
recommendations/ instructions to the PSB for reconsideration or may
recommend among the ranked applicants whom the most qualified after
further evaluation
3. The Chairperson based on her sound judgment may approve the
recommendation of the Executive Director/PSB or may appoint an
applicant who is not ranked number one but meets the qualification
requirements of the position and the required score to qualify for
appointment
4. Upon receipt of the approval of Chairperson, designated staff informs the
concerned Director and the selected applicant then advised them to
submit the required supporting documents for submission to the CSC
5. The designated staff prepares the appointment paper of the selected
applicant and forwards the same for recommendation of the EO for final
approval and signature of the Chairperson
6. When the appointment paper is finally approved, the designated staff
submits/transmits said appointment paper together with the required
supporting documents to CSC for attestation
7. The designated staff informs in writing the applicant/s who were not
considered to the position applied for
Note: Rule IV, Section 12 and 13 of Executive Order 292
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-inrank but possesses superior qualification and competence, and has undergone
selection process
299
Third Level (Processing of Application for vacant position)

The Managerial Appointments Evaluation Committee (MAEC) handles the
selection of CHED officials in the third level positions. It is composed of the
following officials:
Chairman - Executive Director or Authorized Representative
Members - Deputy Executive Director
Director IV, Office of Programs and Standards
Development
Director IV, Representing Regional Offices
Director IV, Administrative, Financial and Management
Services
CHEDEA Representative Observer
The Human Resource Development Division of the Administrative, Financial
and Management Service acts as the Secretariat of MAEC
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
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
Note: No MAEC member shall sit in the deliberation of an applicant who is
related to him within the third degree of affinity or consanguinity.
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Deliberation of Managerial Appointments Evaluation Committee (MAEC)

1. MAEC may simultaneously conduct a panel interview with the applicant/s
during the deliberation, or may schedule a separate panel interview
2. MAEC deliberates based on the matrix of applicants profile, examination,
experience, result of background checking, education, special studies and
trainings as well as other relevant information about the applicants
3. After deliberation, the MAEC endorses its recommendation to the Chairperson
for final approval of hiring
Hiring of Personnel
1. The MAEC recommends to the Executive Director the result of deliberation
and the EO may concur with MAEC recommendation or choose among the
ranked applicants whom to recommend
2. Based on further review and evaluation the Executive Director recommends
the selected applicants to the Chairperson for endorsement to Office of the
President. In some instances the Chairperson may return the evaluation for reassessment
3. The Chairperson based on her sound judgment recommends the most
qualified applicants to the vacant director position to the Office of the President
thru Presidential Management Staff (PMS)
4. Upon receipt of the approval from the Chairperson of whom to be
recommended, the designated staff informs the recommendee to submit the
required documents for inclusion in the submission to the PMS
5. The designated staff submits/transmits the endorsement letter signed by the
Chairperson to the OP-PMS for evaluation and assessment of the proposed
appointment
6. The designated staff informs in writing the applicant/s who were not
considered for the position
8.3.1.5 Hiring of manpower services through contract of service
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
1. The designated staff accepts and evaluates completeness of documents
enumerated above and checks the technical requirements for the procurement
of manpower services then forwards to Bids and Awards Committee for bidding
process. Simultaneously, the designated staff posts the requested position in
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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
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,
302
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.
8.3.1.6 Performance Evaluation/Ratings of Rank and File Employees

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.
1. The designated staff monitors the submission of Individual Performance
Commitment and Review (IPCR) Form
2. The designated staff prepares the Summary List of Individual Performance
Rating to ensure that all employees have complied with and submitted the
required IPCR
3. Based on the result of performance ratings and the recommended
developmental plan interventions by the supervisors, the designated staff
makes analytical data on retention, skill/competency gaps, and talent
development plans align to the strategic plans
4. The designated staff coordinates with employees immediate superior to
facilitate the developmental interventions that will form part of the HR Plan in
order to continuously foster improvement of the employee performance and
efficiency, enhance organizational effectiveness and productivity. The IPCR
rating also serves as basis of granting incentives and rewards, promotion,
training and development and imposing administrative sanctions
8.3.1.7
A.
Other Personnel Services

Request for issuance of the following:
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
1. The designated staff receives request for issuance of needed certificate/SR,
verifies the records of the requesting employee, facilitates the processing of the
request and prepares the necessary certificate then forwards the certificate to
the Division Chief for review and signature
2. Division Chief signs the certificate and returns the same to the designated staff
for releasing
A. Request for Authority to Teach
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
B. Authority to Travel abroad (Official or Personal) and Request for revalidation of passport
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
304
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
Training and Development Unit
Narrative Procedures:
8.3.2.1 Procedures and Criteria in the Granting of Foreign Scholarship and

Training\Program Selection
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
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
1. The designated staff accepts nominations duly endorsed by the Director

concerned based on the IAS Scholarship invitation
2. The designated staff evaluates the completeness of supporting documents and
assesses the relevance of the scholarship/training programs and determined if
employee-applicant qualifies based on the criteria and requirements
3. The designated staff prepares matrix of the applicants profile as basis of the
Scholarship Committee in the evaluation
4. The Chief of Division reviews the accuracy of the data in the matrix and
forwards the same to the Scholarship Committee for deliberation
5. Upon receipt of the decision of the Scholarship Committee whom they have
selected as the most qualified applicant, the nominee shall be endorsed by the
Chairperson to International Affairs Service (IAS) for assessment in accordance
with the criteria of sponsoring agency
6. Upon receipt of confirmation from IAS, the designated staff advises the
nominee to comply the documentary requirements for foreign travel. In case of
scholarship, appropriate contract shall be executed between CHED and the
grantee
8.3.2.2 Selection and Granting of Scholarship and Training Program (Locally Funded)/
CSC-LSP/DOST/PMDP etc.
1. The designated staff after accepting an invitation from sponsoring agency
prepares memorandum for interested employees then forwards to the Division
Chief for review
2. The Division Chief upon review of the data and content of the memorandum
forwards to the AFMS Director for further review then recommends to the
Executive Director for signature
3. Upon receipt of the duly signed memorandum, the designated staff
disseminates the same to all Offices for information of all employees
4. The designated staff accepts the recommendation of the Office Director,
prepares matrix of employees profiles and evaluates the completeness of the
supporting documents submitted by the candidates/nominees then forwards to
the Division Chief for review
5. The Chief of Division verifies and certifies the data indicated in the matrix
including all the required documents then forwards to the designated staff for
endorsement to the Scholarship Committee for their appropriate action
6. Upon receipt of the approval of the availment of the scholarship grant, the
designated staff prepares letter of nomination together with the supporting
documents to the sponsoring agency for assessment
7. Upon receipt of the approved scholarship grant from the sponsoring agency,
the designated staff notifies the grantee then prepares scholarship contract
between the two parties
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8.3.2.3 Attendance
to
other
Term/Specialized/Conferences)
Non-Degree/Training
(Short-
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
Procedural Guidelines in the General Services Division

Property and Supply Unit (PSU)
8.4.1.1 Issuance of Property Acknowledgement Receipt (PAR) for properties issued to
officials and employees
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.
8.4.1.3 Conduct of Annual Physical Inventory
1. The designated staff prepares the memorandum regarding the composition/recomposition of the Physical Inventory Team, schedule of inventory and the
Terms of Reference.
2. Upon completion of the physical counting by the team, the Report on the
Physical Count of Property, Plant and Equipment (RPCPPE) is prepared by the
designated staff indicating whether they are still serviceable or not and the
office/official/employee to which said equipment had been assigned.
3. The designated staff forwards the RPCPPE to the Commission on Audit (COA)
on or before January 31stof every year.
8.4.1.4 Disposal of Property
Mode of Disposal may be:
a. Disposal thru Public Auction or Sale and Disposal thru Destruction
(Inventory and Inspection Report of Unserviceable Property);
b. Waste Material of equipment, semi-expendable and non-expendable
supplies and equipment includes spare parts etc. (Report of Waste
Materials); or
c. Transfer without cost of properties to other agencies (Inventory Receipt for
Property)
1.
2.
3.
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);
The designated staff invites the COA Auditor or authorized representative to
witness the actual disposal of unserviceable property.
The designated staff submits a copy of the IIRUP to the Accounting Division for
reconciliation of records;
8.4.1.5 Preparation of the Project Procurement Management Plan (PPMP) Annual

Procurement Plan (APP) for Common Use Supplies and Equipment (CSE)
available at the PS-DBM and outside the PS-DBM.
308
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 APPCSE, 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).
8.4.1.6 Requisition of Office Equipment
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.
8.4.1.7 Requisition of Goods/Services Not Available at Procurement Service-DBM

A. Goods/Services costing less than P15,000.00 as indicated in the PR and
urgently needed, the item could be purchased out of the available Petty Cash
Advance, in which case:
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):
309
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.
8.4.1.8 Issuance of Gate Pass for Property/Personnel
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.
8.4.1.9 Payment of utility bills
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.
8.4.1.11 Repair and maintenance of equipment and motor vehicles
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.
8.4.2 Cash Unit
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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.
8.4.2.2. Payment of Approved Disbursement Vouchers
8.4.2.2.1 Preparation of Notice of Transfer Allocation (NTA)
1. The designated staff receives the approved Disbursement Voucher (DV)
for various transactions from the Office of the Director IV/Office of the
Executive Director/Office of the Chairperson.
2. The designated staff prepares the Notice of Transfer Allocation (NTA) in
three (3) copies.
3. The Cashier and co-signatory certifies/approves the NTA, as follows:
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 P1,000.000.00 and above Cashier and Chairperson
4. The designated staff forwards the NTA to the LBP to effect the fund
transfer.
5. The designated staff informs the concerned CHEDROs/Office of the fund
transfer through email or fax
6. The designated staff scans NTA for record purposes.
8.4.2.2.2 Preparation of Modified Disbursement Scheme (MDS)/Trust Check

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.
8.4.2.2.3 Preparation of List of Due and Demandable Accounts Payable
Advice to Debit Account (LDDAP-ADA)
1. The designated staff receives approved DV from the Office of the
Director IV/Office of the Executive Director/Office of the Chairperson.
2. The designated staff prepares LDDAP-ADA based on the DV then
forwards the same to the Accounting Division for certification by the
Chief Accountant.
3. The designated staff prepares ACIC in three (3) copies; one (1) copy for
LBP, one (1) copy for BTr, and one (1) copy for CHED-Cash Unit, upon
receipt of the certified LDDAP-ADA.
4. The designated staff converts the ACIC (Individual/ claimant/Company)
to ATM Payroll (with LBP Accounts only).
5. The Cashier and co-signatory signs the ACIC, LDDAP-ADA and ATM
Payroll (Individual claimant/Company) as follows:
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 P1,000.000.00 and above Cashier and Chairperson
6. The designated staff forwards signed ACIC, LDDAP-ADA, e-copy (ACIC
and ATM Payroll) to the LBP to credit to individual/company account.
7. The designated staff sends the ACIC, LDDAP-ADA and DV thru email/fax to the claimants, upon receipt of the documents by the LBP.
8. The designated staff scans the ACIC, LDDAP-ADA and DV for record
purposes. All DVs with supporting documents intact are forwarded to the
Accounting Division on a monthly basis.
8.4.2.3 Charging Expenses from the Petty Cash Advance
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 Narrative Procedures: Records Management Unit
8.4.3.1 Incoming Communications: Records Management Unit
1. The designated staff receives and registers incoming official communications,
sorts the same and forwards the documents to the concerned office.
2. The designated staff shall classifies the category of the documents as to
confidential or restricted and forwards the same to the corresponding office.
3. The designated staff immediately acknowledges the same by issuing
Acknowledgement Receipt stating the contents and date of the letter received.
4. The Division Chief or the designated staff signs the Acknowledgement Receipt.
8.4.3.2 Outgoing Communications: Records Management Unit

1. The designated staff receives communications relative to queries from
stakeholders, letter invitations, different types of proposals.
2. The designated staff records the documents, maintains a copy on file and
mails/delivers the document/s. (Request/s for copy of records/documents on file
with the Records Management Unit shall be supported with a written request
specifying therein the purpose for which the copy is intended for and which
shall be approved either by the AFMS Director or Executive Director.)
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.
8.4.3.5 Order of Correction of Name
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.
8.4.3.6 Disposal of Records
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
8.4.4 Narrative Procedures: Maintenance Unit (Building and Ground Areas)
8.4.4.1 Repair and maintenance of equipment and facilities
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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.
8.4.5 Narrative Procedures: Management Unit
8.4.5.1 Identification of Processes/Systems for Improvement
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 TWGQMS 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.
b.
c.
d.
e.
f.
g.
h.
Coordination with the GSD on the provision consultants office including

facilities and its corresponding maintenance.
Coordination of consultation meetings, workshops and trainings.
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;
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.
Coordination with CHED Central and Regional offices on the conduct of
internal audits.
Coordination with CHED Central and Regional offices during the
certification process.
Coordination with various CHED offices in the implementation of the
established Quality Management Systems.
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.
9. INTERNATIONAL AFFAIRS STAFF (IAS)

9.1
Development
of
policies,
strategies
and
projects/programs
on
internationalization and in fulfillment of international commitments: FTAs, GATS/WTO,
SEAMEO-RIHED, UNESCO, APEC, ASEAN, ASEMME, UMAP, AUN, ASEAUNINET, ASAHIL, ASED, and other regional and international organizations
319
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.
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
1. IAS director identifies/prioritizes countries with whom PH shall enter into
academic cooperation agreement in line with Policy Framework on
Internationalization of PH Higher Education, Higher Education Strategy and
Action Plan (HE SAP), CEB directive, and/or advisory from DFA, DTI, or DOLE.
2. Based on said list, designated staff does CSW to provide strategic and policy
intelligence/assessment (Form-9.1) on benefits gained from entering into the
agreement with identified country/counterpart agency for review of CEPS and
approval of IAS Director.
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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.
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
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.
9.3. Clearing house of bilateral and multilateral academic cooperation agreements,
services, exchanges, international recognition of degrees and qualifications, and
issues concerning foreign students
1. Designated staff receives/records all communications with international
concerns from the Office of the Chair and other CHED Offices.
2. Designated staff does CSW to provide strategic and policy
intelligence/assessment (Form-9.1).
3. Designated staff drafts communication to concerned CHED office/s for
technical inputs, if necessary.
4. Designated staff incorporates inputs from CHED Office/s and IAS Director, if
any.
5. Designated staff forwards recommendation/comments signed by IAS Director
to concerned CHED office.
9.4
Provision of information on education policies, systems, curriculum
development, educational governance, and education materials as well as information
on the comparability of higher education programs, studies, degrees, diplomas in
other countries, on the one hand, and as source of similar information on the
Philippines to and from international entities (as Center for Information and Academic
Mobility (CIAM)
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.
Otherwise, IAS Director approves the same to be forwarded to requesting
party.
9.5
Implementation of academic exchange programs, international linkages,
networking programs of SEAMEO-RIHED, UNESCO, APEC, ASEAN, ASEMME,
UMAP, AUN, ASEA-UNINET, ASAHIL, ASED, ERASMUS MUNDUS, COOPERATE
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and other regional and international organizations, and other programs pursuant to
international commitment.
1. Designated staff receives/records communication from international
organizations inviting PH participation.
2. Designated staff does CSW to provide strategic and policy
intelligence/assessment (Form-9.1) on benefits gained from participation in the
program for review of CEPS and approval of IAS Director.
3. If program is favorable to PH interest, IAS Director approves the same for
submission to ManCom and CEB. Otherwise, designated staff drafts
communication to requesting party for signature of IAS Director.
4. Designated staff does CSW for ManCom and CEB approval for PH/CHED to
participate in the program and creation of TWG/Working Committee/hiring of
Consultant to oversee the program.
5. Upon approval of CEB, designated staff drafts letter of acceptance for
requesting party and does CSW for Creation of TWG/TC or hiring of
Consultant. If disapproved, designated staff drafts communication to requesting
party for signature of IAS Director.
6. Designated staff forwards communication to requesting party.
7. Designated staff provides secretariat services for TWG/Working
Committee/Consultant.
8. TWG/TC selects participating institutions based on set criteria: COE/COD,
autonomous/deregulated, level of accreditation or CHED equivalent,
performance in licensure examinations, membership in international
organizations and other criteria set by TWG and evaluates selected HEI (Form9.2).
9. Designated staff coordinates with participating HEIs and concerned
international organization to implement program.
10. Designated staff monitors progress of program and evaluates implementation.
11. Designated staff maintains/ updates database on collaboration/linkages if
applicable.
9.6
Facilitating cooperation and collaboration between HEIs in the Philippines and
those of other countries
1. To implement signed academic cooperation agreements/action plans,
designated staff shortlists partner institutions based on set criteria: Institutional
Sustainability Assessment (ISA), COE/COD, autonomous/deregulated, level of
accreditation or CHED equivalent, performance in licensure examinations, and
membership in international organizations) for review of CEPS and approval of
IAS Director.
Otherwise, IAS Director approves the same for approval/confirmation of the
Chairperson.
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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.
9.7
Provision of assistance to HEIs, and education networks to develop their
expertise in specialized fields needed in ASEAN and other regions
1. IAS Director identifies field/niche that needs to be developed to implement
international commitments identified in ASEAN Socio-Cultural Community
(ASCC) Blueprint, HE-SAP, APEC Education Ministers priorities etc.
2. Designated staff shortlists partner institutions based on set criteria (Institutional
Sustainability Assessment (ISA), COE/COD, autonomous/deregulated, level of
accreditation or CHED equivalent, performance in licensure examinations, and
membership in international organizations) for review of CEPS and approval of
IAS Director.
3. Designated staff incorporates additional inputs from CEPS/IAS Director, if any,
then drafts communication to solicit proposals from identified partner
institutions/HEIs.
4. Designated staff evaluates proposals based on set criteria and required
documents submitted by identified partner institutions and other unsolicited
proposals submitted to IAS and drafts recommendation for review by CEPS
and approval of IAS Director.
5. Designated staff drafts communication to partner institutions incorporating
comments of IAS Director for revision of proposal, if any. Otherwise, IAS
Director approves proposal for submission to ManCom and CEB.
6. Designated staff does CSW for ManCom and CEB approval for funding of
proposed project.
7. Upon CEB approval, designated staff incorporates additional inputs from
ManCom and CEB, if any, and does CSW for funding of project by HEDF
including information to partner institutions of approval of proposal and required
documents. If disapproved, designated staff drafts communication to requesting
party for signature of IAS Director.
8. Designated staff monitors implementation of project.
9. Upon completion of project, implementing institution submits project report and
other required documents for liquidation through IAS for submission to HEDF.
10. Designated staff evaluates output/outcome of project.
9.8
Coordination of Official Development Assistance (ODA) with concerned CHED
organic units
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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.
9.9
Facilitating access of HEIs, CHED officials, and public to scholarships,
academic programs, conferences, competitions, and academic exhibits organized by
embassies, international organizations, and HEIs abroad
1. Designated staff receives/records request for assistance to disseminate
information on scholarships, academic programs, conferences, competitions
and academic exhibits from embassies, international organizations and HEIs
abroad.
2. Designated staff evaluates request for dissemination and forwards
recommendation for review of CEPS.
3. If evaluation is not favorable, CEPS forwards the same to IAS Director for
decision.
4. If IAS Director confirms unfavorable recommendation, designated staff drafts
communication addressed to requesting party for signature of IAS Director.
5. If evaluation is favorable, designated staff drafts acknowledgement letter
(Communication-9.3), Memorandum from the Chairperson (Communication9.4), for review of CEPS and approval of IAS Director.
6. Designated staff incorporates additional inputs from CEPS/IAS Director, if any.
Otherwise, IAS Director signs acknowledgement letter and endorses the
Memorandum for signature of the Chairperson.
7. Designated staff disseminates Memorandum from the Chairperson through fax
(Form-9.3), email, and uploading in CHED website and forwards
acknowledgement letter to requesting party.
8. For invitations to scholarships and trainings for CHED personnel and pursuant
to CHED Administrative Order No. 3, S. 2013, designated staff drafts
endorsement to HRDD, for signature of IAS Director.
9.10 Facilitating attendance of CHED and/or other education officials in ministerial
and other meetings, conferences, and partnerships missions necessitated by
authorized international commitments
1. Designated
staff
receives/records
invitation
to
participate
in
meetings/conferences.
2. IAS Director evaluates invitation relative to PH international commitments,
CHED Administrative Order No. 3, S. 2013, and designation/membership of
CHED officials in TWGs/TFs, IACs.
325
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).
9.11 Procedures related to international linkages to promote cooperation between

PH HEIs and HEIs abroad pursuant to CMO 1, S. 2000 on Policies and Guidelines in
the Implementation of International Linkages and Twinning Programs
1. Designated staff receives/records requests for evaluation of documents for
twinning arrangements or academic cooperation agreement submitted by
higher education institutions.
2. Designated staff drafts acknowledgement letter (Communication-9.3) for
signature of IAS Director.
3. Designated staff forwards acknowledgement letter to requesting HEIs.
4. Designated staff evaluates documents based on requirements set in CMO 1, S.
2000 and prepares technical report (Form 9.5) for review of CEPS and approval
of IAS Director.
5. If evaluation is favorable, designated staff drafts letter certifying that the linkage
falls under CMO 1, S. 2000 for review of CEPS and approval of IAS Director.
6. Designated staff incorporates additional inputs from CEPS/IAS Director, if any.
Otherwise, IAS Director approves the same for signature of the Chairperson.
7. If evaluation is not favorable, designated staff drafts letter to HEIs containing
recommendations/comments for signature of IAS Director.
8. Designated staff forwards letter signed by the Chairperson/IAS Director to
requesting HEI.
9. Designated staff monitors progress and maintains/updates database on
collaboration/ linkages.
9.12 Orientation of visiting dignitaries and other foreign guests on the Philippine
higher education system
326
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.
9.13 Implementation of Foreign Scholarship and Training Program (FSTP) pursuant
to EO 402, and CSO 41, S. 2007
1. Designated staff receives/records invitations from donor agencies/Foreign
Service Institute (FSI)-DFA.
2. Designated staff drafts invitations for identified agencies (Communication-9.6)
for signature of IAS Director and Memorandum for SUCs and CHED
(Communication-9.7) for signature of the Chairperson.
3. Designated staff disseminates invitations through fax (Form-9.3), email, and
uploading in CHED website.
4. Upon receipt of application documents, designated staff evaluates (Form-9.6)
and validates documents of nominees.
5. If applicants are qualified, designated staff arranges schedule for panel
interview and drafts invitations to CHED Scholarship Coordinating Committee
(SCC) (Communication No. 9.8). If applicants are not qualified, designated staff
informs them through phone and official communication signed by IAS Director
of the status of their application.
6. Designated staff confirms schedule of personal interview with qualified
applicants through phone.
7. Designated staff prepares documents for review of SCC and insures smooth
conduct of panel interview.
8. Designated staff releases screening results to applicants and briefs them on
documents to be submitted.
9. Upon receipt of complete documents from nominees, designated staff prepares
endorsement letter to DFA (Communication-9.9) and embassy for signature of
the Chairperson.
10. Upon receipt of notice of acceptance/non-acceptance from donor agency,
designated staff notifies nominating agency of results though phone and official
communication signed by IAS Director.
11. Designated staff conducts pre-departure briefing for scholars.
12. Designated staff monitors and evaluates scholars and scholarship programs
and responds to queries and requests as needed.
327
13. Designated staff maintains program matrix throughout the process for FSTP
database.
9.14 Outsourcing of services
1. IAS Director/CEPS determines the need for outsourced service.
2. Designated staff drafts terms of reference with cost and benefit analysis for
review of CEPS and approval of IAS Director.
3. Designated staff forwards documents to HRDD for ManCom and CEB approval.
4. If approved, IAS director sits in the Personnel Selection Board (PSB) convened
by HRDD.
5. IAS Director confirms results of the evaluation and selects qualified applicant/s.
6. Designated staff forwards IAS Directors recommendation to HRDD.
328
Process Flows
9.1 Development of policies, strategies and projects/programs on internationalization
and in fulfilment of international commitments (FTAs, GATS/WTO, SEAMEORIHED, UNESCO, APEC, ASEAN, ASEMME, UMAP, AUN, ASEA-UNINET,
ASAHIL, ASED and other regional and international organizations)
IAS director identifies policies, strategies,
and projects needed to address
developments in the higher education
sector in accordance with the CHED
Strategic plan, Policy Framework on
Internationalization of PH Higher
Education, HE Strategy and Action Plan,
and/or CEB directive.
Designated staff does CSW for
ManCom/CEB approval for creation of
TWG/Working Committee/hiring of
consultant for development of policies,
strategies, and projects. Designated
staff incorporates the additional inputs, if
any.
Upon CEB approval, designated staff
does CSW for Creation of TWG/TC or
hiring of Consultant.
TWG/Consultant drafts policy/concept in
consultation with other stakeholders.
(Designated staff provides secretariat
services for TWG.)
Designated staff develops draft policy
for review of CEPS and approval of IAS
Director and incorporates comments, if
any.
ManCom and CEB comments/approval
of draft policy/concept.
Designated staff incorporates additional

inputs from ManCom/CEB, if any, and
does CSW for conduct of public hearing.
(Designated staff serves as secretariat
during conduct of public hearing.)
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.
ManCom/CEB approval of revised
policy.
Upon CEB approval, IAS Director
endorses the same for signature of the
Chairperson.
Designated staff disseminates CMO to
HEIs and other concerned parties.
Designated staff does CSW for conduct

of public orientation.
IAS Director and designated staff

conduct public orientation.
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
IAS Director identifies/prioritizes countries with
whom PH shall enter into cooperation
agreement in line with Policy Framework on
Internationalization of PH Higher Education,
HE Strategy and Action Plan, CEB directive
and/or advisory from DFA, DTI, DOLE.
Designated staff does CSW to provide

strategic and policy intelligence/assessment
on benefits from the agreement.
Designated staff
prepares CSW for
ManCom/CEB
approval to
negotiate an
agreement on
education
If approved,
designated staff
drafts cooperation
agreement/provides
comments on draft
provided by
counterpart for
approval of IAS
Director
If disapproved by
IAS Director/CEB,
designated staff
drafts
communication to
DFA/concerned
agency for
signature of IAS
Designated Staff
forwards
communication to
DFA/concerned
agency.
Designated staff forwards draft cooperation

agreement/comments on draft provided by
counterpart to DFA/concerned agency.
If DFA/concerned agency provides

comments needing referral to other
CHED offices, designated staff drafts
referral to concerned CHED office.
Upon receipt of information, designated

staff drafts comments/ PH counter draft
for approval of IAS Director.
If DFA/ concerned agency and CHED finds draft

acceptable, designated staff prepares referral to
LLS for legal implications of CHED obligations in
the draft agreement.
Designated staff incorporates LLS comments into
the cooperation agreement, if any, then prepares
CSW for ManCom/CEB for endorsement of
agreement to DFA/concerned agency.
Designated staff revises cooperation agreement
based on recommendations of ManCom/CEB, if
any, drafts letter of endorsement for signature of
the Chairperson, then forwards the same and the
approved cooperation agreement to
Upon request from DFA/concerned agency for
signing of agreement, designated staff drafts
required documents: cover letter, authority to
sign, background, highlights, and benefits of the
agreement
IAS Director endorses required documents to the
Chairperson for transmittal to DFA/concerned
agency.
Designated staff coordinates with
DFA/concerned agency and OC on
administrative concerns relative to the signing of
The Chairperson/designated PH official and
counterpart sign the agreement.
Upon request from DFA for

ratification of signed
agreement, designated drafts
Certificate of Concurrence
(COC) and other required
Designated IAS staff

receives/records notice
of ratification of the
Agreement from DFA
IAS Director
endorses
certificate of
concurrence
(COC) to the
Designated staff
forwards COC and
other documents to
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.
Designated staff does CSW to
provide strategic and policy
intelligence/assessment.
Designated staff drafts
communication to concerned
CHED office/s for technical
inputs, if necessary.
Designated staff incorporates
additional inputs from CHED
office/s and IAS Director, if
any.
Designated IAS staff forwards
recommendation/comments
signed by IAS Director to
concerned CHED office.
331
10. HIGHER EDUCATION DEVELOPMENT FUND STAFF (HEDFS)

10.1 Access for Higher Education Development Fund (CHED Order No. 1
Series of 2011)
1. HEDFS coordinates with the Office of Planning, Research and Knowledge
Management (OPRKM) which determines the fund requirement for the
Philippine Higher Education Investment Plan.
2. Designated Staff receives the approved Investment Plan from OPRKM for
the projects to be funded by HEDF.
3. The Project Implementer (PI) submit proposal and the corresponding Work
and Financial Plan (WFP) (Form 10.1) for the proposed programs and
projects to be funded by HEDF.
4. Budget Officer reviews the financial proposal of the PIs and allocates fund
for the proposed programs and projects.
5. Designated staff consolidates the WFPs for recommendation to the
Commission En Banc (CEB).
6. HEDF Director recommends approval of the project WFP to the CEB.
7. CEB approves the budget.
8. Accountant requires PIs to submit monthly disbursement plan and Project
Procurement Management Plan (PPMP) - (Form 10.2).
9. Designated staff forwards the approved PPMP to the BAC Secretariat for
the preparation of the Annual Procurement Plan (APP) - (Form 10.3).
10. BAC furnishes HEDFS copy of the approved APP.
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.
10.3 Payment of HEDF Funded Programs and Projects

1. Administrative Assistant III receives and records Obligation Request and
Status (ORS) (Form 10.6), Disbursement Voucher (DV) - (Form 10.7) and
supporting documents and forwards the same to the Budget Unit.
332
2.
3.
4.
5.
Designated staff reviews the validity of the claim.

Designated staff encodes the amount in the registry and entry in the ORS.
Budget Officer certifies the ORS.
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.
10.4 Transfer of Funds to CHED Regional Offices

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.
10.5
Assessment of Financial Utilization of HEDF-Funded Programs and Projects

1. Designated staff prepares monthly Status of Fund Utilization of HEDF funded
programs and projects.
2. Budget Officer reviews and certifies the report.
333
3. HEDFS Director informs the PI of their utilization of fund through

Management Committee and CEB.
10.6 Monitoring and Evaluation of HEDF Funded Programs and Projects

1. Project Development Officer prioritizes Higher Education Institutions (HEIs)
to be monitored/visited based on schedule of receivable accounts.
2. HEDFS Director assigns staff to monitor/visit the HEI.
3. Designated staff prepares the documents (Authority to Travel (Form 10.5),
Notice to HEI (Form 10.12), etc.) and informs the CHEDRO of the visit.
4. Designated staff sends notice to the HEI.
5. Designated staff conducts monitoring/evaluation and reconciliation of the
HEIs submitted reports.
6. HEI submits liquidation report (10.13) and supporting documents and returns
unexpended balance.
7. Designated staff reviews the submitted report.
8. Designated staff records the liquidation report in the HEDF books of
account.
10.7
Report Generation
A. Preparation of Financial Reports Through Electronic-New Government
Accounting System (e-NGAS)
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 eNGAS .
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.
B. Preparation of Budget and Financial Accountability Reports (BFARs)
1. Designated Staff receives reports from CHEDROs.
334
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.
10.8
Posting of Financial Reports in the CHED Website

1. Designated staff prepares request for posting in the CHED Website.
2. HEDFS Director approves the request.
3. Designated staff submits the request with the soft copies to the Knowledge
Resource Unit (KRU).
4. KRU uploads the HEDF financial reports in the CHED website.
10.9
Procurement of Goods and Services

1. Administrative Assistant III receives and records the Purchase Request
(PR) - (Form 10.20) and other attachments and forwards the same to the
Budget Unit.
2. Designated staff verifies the items in the approved WFP (form 10.1) and APP
(Form 10.3).
3. Budget Officer certifies the availability of fund.
4. Designated staff forwards the documents to BAC Secretariat for inclusion in
the deliberation of the BAC.
5. Designated staff receives the copy of notice of award, abstract of the
winning bidder, etc., from the BAC Secretariat.
6. Designated staff prepares the Purchase Order (PO) - (Form 10.21), Agency
Procurement Request (APR) - (Form 10.22), Job Order/contract (Form 10.23),
and Obligation Request and Status (ORS) - (Form 10.6).
7. Administrative Assistant III releases the documents to PI for signature in the
ORS.
8. Administrative Assistant III receives and records the signed ORS,
PO/APR/Job Order/contract and forwards the same to the Budget Unit for
funding.
9. Designated staff encodes the particulars/details in the ORS and in the
registry the amount of the transactions.
335
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.
336
Process Flows
10.1.1 Access for HEDF Fund (CHED Order No. 1 Series of 2011)
HEDFS coordinates with

OPKRM for the projects to
be funded
CEB approves the

budget
Designated Staff receives

the approved Investment
Plan from OPKRM
Accountant requires PI
to submit monthly
disbursement
plan/PPMP
PI submits WFPs
Budget Officer allocates

the funds
Designated staff
consolidates the WFPs
for recommendation to
CEB
Designated staff
forwards the PPMP to
BAC Secretariat for
preparation of APP
CEB approves the

APP
PI implements the
programs/projects
HEDF Director
recommends approval
of the project WFP to
CEB
337
10.1.2.
Processing of Requests for Funding for Project Activities of

CHED Offices
Administrative Assistant
III receives/records the
RBA/ATA
Designated staff verifies

the activity in the
WFP/APP
Designated staff
earmarks the amount in
the registry
Budget Officer approves

the allocation of funds
Administrative Assistant
III releases the
documents to PI
338
10.1.3. Payment of HEDF Funded Programs and Projects
PI submits ORS,
DV and
supporting
documents
Admin Asst.III
receives/records
the documents
and forwards to
Budget Unit
Designated staff
verifies the
validity of claims
Designated staff
encodes the
amount in the
registry
Budget Officer
signs the ORS
Accountant preaudits the

documents
Chief Accountant
signs the DV
Designated staff
encodes DV in
the registry
HEDFS Director
/Chairperson
approves the DV
Administrative
Officer V
reviews/signs
check/LDDAPADA
HEDFS Director/
Chairperson signs
checks/LDDAPADA
Designated staff
delivers the
advice to the bank
Administrative
Officer V releases
the check to the
payee
Designated staff
prepares
check/LDDAPADA
339
10.1.4. Transfer of Funds to CHEDROs
PI submits RFT
HEDFS
Director/Chairperson
approves the SAA
Admin Asst. III receives

and records the RFT and
forwards to Budget Unit
Designated staff
prepares NTA
Designated staff reviews

/encodes the amount in
the registry
Administrative Officer V
reviews/signs NTA

SAA
Budget Officer reviews &

signs SAA
Chief Accountant initials

the SAA
HEDFS Director
/Chairperson signs the NTA

NTA to the bank
Designated staff forwards

copy of SAA and NTA to
CHEDRO for notification
340
10.1.5. Assessment of Financial Utilization of HEDF Funded Programs &

Projects

monthly status of funds
Budget Officer reviews and

certifies the report
HEDFS Director informs PI of

their utilization of funds
341
10.1.6. Monitoring and Evaluation of HEDF Funded Programs & Projects
Project Development
Officer prioritizes HEIs
to be monitored/visited
Designated staff
conducts monitoring
and evaluation
HEDFS Director
assigns staff to
monitor/visit HEI
HEI submits
liquidation report &
returns unexpended
balance
Designated staff
prepares monitoring
documents and informs
the CHEDRO of the
visit
Designated staff sends

notice/letter to HEI
Designated staff
reviews submitted
report
Designated staff
records liquidation
report
342
10.1.7. Report Generation
A. Preparation of Financial Reports Through e-NGAS

reports to the Accounting
Unit
Designated staff reviews and

encodes the financial
transactions to the e-NGAs
Chief Accountant
reviews, approves and
signs the JEVs
Designated staff
generates reports from
the e-NGAs

the reports to COA, DBM,
Congress and Senate
343
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
Assistant III
receives the PR &
forwards to the
Budget Unit
Designated staff
verifies the items
in the WFP/APP
Budget Officer
certifies allotment
of fund
Designated staff
forwards the PR to
BAC Secretariat for
deliberation of the
BAC/posting
Designated staff
receives notice of
award & other
documents
Designated staff
prepares
PO/APR/ORS &
other documents
Administrative
Assistant III
releases the
documents to PI for
signature
Administrative
Assistant III
receives the signed
ORS & other
documents
Budget Officer
signs the ORS
Chief Accountant
certifies the fund
HEDFS Director
initials the PO/APR
/ contract
Administrative
Assistant III
forwards the
documents to
OED/OC for
approval/ signature
Executive Director
/Chairperson signs
the PO/APR/contract
Administrative
Assistant III
receives the
approved
documents
Designated staff
prepares the check
Designated staff
delivers the check
to DBM
Procurement
DBM Procurement
delivers the goods
Designated staff
receives the goods
and distributes to
the PI
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11. CHED REGIONAL OFFICE (CHEDRO)

Regulatory Functions
Monitoring Programs and Standards Development Unit
11.1 Processing of Application for Initial Permit/Government Recognition and
Certificate of Program Compliance for Undergraduate Programs (Except Medicine,
Dentistry, Nursing and Maritime programs; and Law programs under Legal Education
Board)
Evaluation Phase (documentary evaluation):
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) incharge 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:
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;
4.2.3. CEPS assigns it to the ES in-charge who conducts re-evaluation of
documents;
4.2.4. If in order, ES in-charge, schedules RQAT visit to the HEI. If not in
order, RD makes final action whether to approve or disapprove
application or require the HEI to submit additional compliance
documents.
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Evaluation Phase (ocular inspection):

5. ES in-charge organizes the RQAT visit, identifies RQAT to be involved in the
inspection and notifies the HEI of the schedule;
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.
8.1. If application is favorably recommended by RQAT, the RQAT submits the
report to RD through ES in-charge using the appropriate form (Form 11.12A)
together with the evaluation instrument;
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;
8.2.1. ES in-charge prepares notice of deficiencies (NOD) based on the RQAT
report for compliance of the HEI to be reviewed by the CEPS and
signed by the RD;
8.2.2. Designated Staff sends NOD to HEI concerned;
8.2.3. Designated Staff receives the compliance documents from the HEI;
8.2.4. ES in-charge endorses the documents to the RQAT for evaluation;
8.2.5. RQAT re-evaluates compliance documents and/or conducts reinspection (if necessary) & submits findings & recommendations to RD
through the ES in-charge within 2 weeks after their re-visit to HEI;
8.2.6. If in order, ES in-charge, recommends the application to the CEPS for
final decision of the RD.
Decision Phase:
9. RD makes final action whether to approve or disapprove application;
9.1. If application is approved:
9.1.1. Designated Staff prepares the Government Permit/ Recognition to
private HEI or LUC and Certificate of Program Compliance to SUC using
the appropriate form (Form 11.14A/11.14B/11.14C/11.14D);
348
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;
9.1.3. ES in-charge prepares transmittal letter to HEI (Form 11.13A) for
signature of the RD;
9.1.4. Designated Staff sends transmittal letter together with the Government
Authority to concerned HEI.
9.2. If application is disapproved:
9.2.1. ES in-charge prepares the notice of disapproval of the application (Form
11.13B) and forwards the documents to the CEPS for review.
9.2.2. CEPS reviews/checks the documents. If the documents are in order, it is
forwarded to the RD for signature.
9.2.3. Designated Staff sends notice of disapproval to concerned HEI.
11.2 Processing of Applications for Renewal Permit to Operate Undergraduate

Programs (Except Medicine, Dentistry, Nursing, Maritime programs, and Law
programs under the Legal Education Board)
Evaluation and Decision Phase:
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.
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);
5.3. ES in-charge checks the prepared Government Authority and forwards to
CEPS together with all the required documents for signature of the RD;
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5.4. ES in-charge prepares transmittal letter to HEI.

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 sends NOD to HEI concerned;
6.3. The Designated staff receives the compliance of the HEI and forwards it to the
RD for appropriate action of the CEPS;
6.4. CEPS assigns it to the ES in-charge for re-evaluation of documents;
6.5. If in order, ES in-charge, recommends the issuance of Government Renewal
Permit. If not in order, RD makes final action whether to approve or disapprove
application or require the HEI to submit additional compliance documents.
7. If the HEI fails to comply with the deficiencies noted:
7.1. ES in-charge prepares the notice of disapproval of the application (Form
11.13B) and forwards the documents to the CEPS for review;
7.2. CEPS reviews/checks the documents and forwards to the RD for signature.
7.3. Designated Staff sends notice of disapproval to concerned HEI.
11.3 Processing of Application for Government Permit/Recognition to Operate
Maritime, Medicine, Nursing, Dentistry and Graduate Programs (Including application
of SUCs and LUCs)
Evaluation Phase: (Same process with 11.1.1)
Decision Phase:
9. RD makes action:
9.1. If application is favorably recommended:
9.2. ES in-charge prepares endorsement of the application to OPDS for signature
of the RD;
9.3. OPSD through TP/TC/TA conducts evaluation visit with CHEDRO
representative:
9.4. Designated staff receives communication from OPSD of the CEB decision
whether favorable or not favorable:
9.4.1. If favorable, ES in-charge prepares transmittal letter to concerned HEI
for signature of the RD of the Government Authority issued by CHED;
350
9.4.2. If not favorable:

9.4.2.1. The RD through the ES in-charge notifies HEI re notice of
deficiencies from OPSD;
9.4.2.2. Designated Staff receives the compliance documents from the HEI
9.4.2.3. CEPS assigns it to the ES in-charge to prepare transmittal letter to
OPSD to be signed by the RD;
9.4.2.4. Designated Staff receives communication from OPSD re: CEB
decision on the application;
9.4.2.5. RD through ES in-charge notifies HEI of CEB decision.
11.4 Processing of Application for Government Permit/Recognition to Operate

Programs without PSGs and Alternative Learning System (Including application of
SUCs and LUCs)
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.
documents:
5. If documents are complete and compliant with CHED minimum standard ES incharge 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:
351
If application is favorably recommended:

7.1. ES in-charge prepares endorsement of the application, for review of the
CEPS and to be signed by the RD, to OPSD;
7.2 OPSD through TP/TC/TA conducts evaluation visit with CHEDRO
representative;
7.3 Designated staff receives communication from OPSD of the CEB decision
whether favorable or not favorable:
7.3.1
If favorable, ES in-charge prepares transmittal letter to concerned
HEI for signature of the RD of the Government Authority issued
by CHED;
7.3.2
If not favorable:
7.3.2.1 The RD through the ES in-charge notifies HEI re notice of
deficiencies from OPSD;
7.3.2.2 Designated Staff receives the compliance documents from the
HEI and forwards it to the RD for appropriate action of the
CEPS;
7.3.2.3 CEPS assigns it to the ES in-charge to prepare transmittal
letter to OPSD to be signed by the RD;
7.3.2.4 Designated Staff receives communication from OPSD re: CEB
decision on the application;
7.3.2.5 RD through ES in-charge notifies HEI of CEB decision.
11.5 Establishment of New Private HEI
1.
Designated Staff receives complete application documents per GPR Checklist

form (Form 11.5) from prospective 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 reviews application documents and conducts inspection as to site

acceptability;
4.1 If complete and acceptable, ES in-charge recommends to CEPS and prepares
letter informing HEI of site acceptability for signature of the RD and starts
processing the initial permit and evaluates the application following Process
11.1.1;
4.2 If incomplete and/or not acceptable:
4.2.1 The RD, through the ES in-charge, notifies HEI of deficiencies using the
appropriate form (Form 11.17A);
352
4.2.2 Designated Staff receives the compliance documents from the HEI and
4.2.3 CEPS assigns it to the ES in-charge for re-evaluation of documents
submitted;
4.2.3.1
If in order, ES in-charge recommends to CEPS and prepares

letter informing HEI of site acceptability for signature of the
RD and starts processing the initial permit and evaluates the
application following Process 11.1.1;
4.2.3.2
If not in order, ES in-charge prepares the notice of

disapproval of the application (Form 11.13B) and forwards
the documents to the CEPS for review;
4.2.4 CEPS reviews/checks the documents and forwards to the RD for

signature;
4.2.5 Designated Staff sends notice of approval/disapproval of site to
concerned HEI.
11.6 Establishment of New Local College (LC)
Evaluation Phase:
1.
Designated staff receives application to operate a LC together with the required

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 reviews completeness and compliance of documents submitted:

4.1 If complete and compliant with minimum standards, ES in-charge
recommends to CEPS endorsement to OIQAG for approval of the RD;
4.2 If incomplete and/or not compliant with minimum standards:
4.2.1The RD, through the ES in-charge, notifies LC of deficiencies using the
appropriate form (Form 11.17B);
4.2.2Designated Staff receives the compliance documents from the LC and
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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:
5.1.1. ES in-charge prepares endorsement of the application, for review of the
CEPS and to be signed by the RD, to OIQAG;
5.1.2. OIQAG conducts evaluation visit with CHEDRO representative:
5.1.3. Designated staff receives communication from OIQAG of the CEB
decision whether favorable or not favorable:
5.1.3.1. If favorable, ES in-charge prepares transmittal letter to concerned
LC for signature of the RD of the Government Authority issued by
CHED;
5.1.3.2. If not favorable:
5.1.3.2.1. The RD through the ES in-charge notifies HEI re notice of
deficiencies from OIQAG;
5.1.3.2.2. Designated Staff receives the compliance documents from the
LC and forwards it to the RD for appropriate action of the
CEPS;
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;
5.1.3.2.4. Designated Staff receives communication from OIQAG re:
CEB decision on the application;
5.1.3.2.5.
RD through ES in-charge notifies LC of CEB decision.
11.7 Processing Application for Grant of University Status and University System for
Private HEI
Evaluation Phase:
1. Designated staff receives application of HEI for grant of university status/system
together with the required documents per CHED guideline;
354

of the CEPS;
4. ES in-charge reviews completeness and compliance of documents submitted:
4.1. If complete and compliant with minimum standards, ES in-charge recommends
to CEPS endorsement to OIQAG for approval of the RD;
4.2. If 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.______);
4.2.2. Designated Staff receives the compliance documents from the HEI and
documents;
Decision Phase:
5. RD makes action:
5.1. If favorably recommended:
5.1.1. ES in-charge prepares endorsement of the application, for review of the
CEPS and to be signed by the RD, to OIQAG;
5.1.2. OIQAG TWG conducts evaluation visit with CHEDRO representative:
HEI for signature of the RD of the Certificate of Grant of University
Status or System issued by CHED;
5.1.3.2.1. The RD through the ES in-charge notifies HEI re notice of
5.1.3.2.2. Designated Staff receives the compliance documents from
the HEI and forwards it to the RD for appropriate action of the
CEPS;
355

5.1.3.2.5. RD through ES in-charge notifies HEI of CEB decision.
5.2. If not favorably recommended, CHEDRO notifies HEI of non-compliance and
non-endorsement to OIQAG or disapproval.
11.8 Processing Application for Conversion Status of Local College to University
Evaluation Phase:
1. Designated staff receives application of LC for grant of university status/system
of the CEPS;
4.1. If complete and compliant with minimum standards, ES in-charge recommends
to CEPS endorsement to OIQAG for approval of the RD;
4.2. If incomplete and/or not compliant with minimum standards:
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
documents;
Decision Phase:
5. RD makes action:
5.1. If favorably recommended, ES in-charge prepares endorsement to OIQAG of
the application of LC, for review of the CEPS and signature of the by the RD;
5.1.1. OIQAG TWG conducts evaluation visit with CHEDRO representative:
356

LC for signature of the RD of the Certificate of Grant of University
Status issued by CHED;
5.1.2.2.1. The RD through the ES in-charge notifies LC re notice of
5.1.2.2.2. Designated Staff receives the compliance documents from the
HEI and forwards it to the RD for appropriate action of the
CEPS;
5.1.2.2.5. RD through ES in-charge notifies LC of CEB decision.
5.2. If not favorably recommended, CHEDRO notifies LC of non-compliance and
non-endorsement to OIQAG or disapproval.
11.9 Regular Monitoring of HEIs (Program, Institutional, Tuition & Other Fees Increase
and Other Student Services)
1. CHEDRO Monitoring, Program and Standards Development (MPSD) Unit Head
identifies HEIs to be monitored based on criteria or priority areas of concern per
recommendation of the ES in-charge of programs for review of the CEPS and
approval of the RD;
2. MPSD Unit Head prepares schedule of assignments of Staff Monitoring Teams
(SMTs);
3. SMT informs HEI regarding schedule of monitoring visit;
4. SMT conducts monitoring visit to HEI (on a case to case basis, involve RQAT for
programs if necessary);
5. SMT prepares & submits monitoring report to RD through the CEPS;
6. RD makes action on the monitoring report:
357
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. If not compliant with minimum standards:
6.2.1. The RD through the SMT, informs HEI of deficiencies noted;
6.2.2. Designated Staff receives the compliance documents from the HEI and
6.2.3. CEPS assigns it to the SMT in-charge for re-evaluation of documents
submitted:
6.2.3.1. If compliant with minimum standards, SMT in-charge prepares
letter to HEI re favorable findings for review of the CEPS and
approval of the RD and recommends HEI to be included in the
CHED positive list;
6.2.3.2. If not compliant with minimum standards, SMT in-charge prepares
endorsement to LLS for appropriate action, the findings and
recommendation on the HEI, for review of the CEPS and signature
of the RD;
11.10 Verification/Validation of Private HEIs with Alleged Illegal Operation ,
Advertisement and Other Violations
1. CHEDRO Monitoring, Program and Standards Development (MPSD) Unit Head
identifies HEIs to be visited based on complaints, reports received & actual
observations for review of the CEPS and approval of the RD;
2. RD together with CEPS and MPSD Unit Head creates Fact Finding Team;
3. Fact Finding Team sets schedule visit;
4. Fact Finding Team gathers information/ conducts initial investigation;
5. Fact Finding Team prepares & submits report to RD through the CEPS;
6. RD makes action on the submitted report:
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:
1. Designated staff receives communication from HEI regarding report on the
nature of local 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;
Evaluation Phase II:
1. Designated staff receives submission of HEI regarding required documents per
CHED Guidelines at least one month before date of actual conduct of local tour;
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;
Designated Staff receives the compliance documents from the HEI
1.2.2 CEPS assigns it to the ES in-charge who conducts re-evaluation of
documents;
Decision Phase:
2.
RD makes action:
2.1 If in order, ES in-charge prepares notice of compliance to HEI for review
of the CEPS and signature of the RD;
2.2 If not in order, ES in-charge prepares notice of non-compliance to HEI
for review of the CEPS and signature of the RD;
2.3 ES in-charge prepares transmittal to OSDS of the consolidated report for
review of the CEPS and signature of the RD;
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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;
4. ES in-charge acknowledges receipt of the documents submitted by HEI;
Evaluation Phase II:
5. 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 actual conduct of international tour;
6. Designated Staff forwards documents to the RD for appropriate action of the
CEPS;
8. ES in-charge reviews/evaluates completeness & appropriateness of documents:
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:
9.
RD makes action:
9.1 If in order, ES in-charge prepares endorsement to BI for review of the
CEPS and signature of the RD, of the list of departing students including
required documents copy furnish OSDS & DFA;
9.2 If not in order, ES in-charge prepares notice of disapproval to HEI for
11.13 Processing of Student Internship Abroad Program (SIAP)

Evaluation Phase:
360
1.
2.
3.
4.
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;
Designated staff forwards documents to the RD for appropriate action of the
CEPS;
CEPS assigns report to ES in-charge;
ES in-charge reviews/evaluates completeness & appropriateness of documents:
of documents;
Decision Phase:
5.
6.
7.
RD makes action:
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;
If not in order, ES in-charge prepares notice of non-compliance to HEI, for review
of the CEPS and signature of the RD.
B. Development Program Implementation

Monitoring Programs and Standards Development Unit
Processing of Private HEIs Application for Autonomous/Deregulated Status
Evaluation Phase:
1. Designated staff receives application of HEI for autonomous/deregulated status
of the CEPS;
recommends to CEPS endorsement to OIQAG, for approval of the RD;
1.2.1 The RD, through the ES in-charge, notifies HEI of deficiencies
using the appropriate form (Form 11.______);
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of documents;
Decision Phase:
1. RD makes action:
1.1. If favorably recommended:
1.1.1. ES in-charge prepares endorsement of the application, for review
of the CEPS and to be signed by the RD, to OIQAG;
1.1.2 ES in-charge or designated staff joins the OIQAG TWG in the
conduct of evaluation visit;
1.1.3 Designated staff receives communication from OIQAG of the CEB
decision whether approved or disapproved:
1.1.3.1 If approved, ES in-charge prepares transmittal letter to
concerned HEI for signature of the RD of the Certificate
of Grant of Autonomous/Deregulated Status issued by
CHED together with the CHED Memorandum Order;
1.1.3.2 If disapproved, the RD through the ES in-charge notifies
HEI re notice of CEB disapproval from OIQAG;
1.2. If not favorably recommended, ES in-charge prepares notice to HEI, for
review of the CEPS and signature of the RD, of non-compliance and nonendorsement to OIQAG or disapproval.
11.14 Processing of Application for Institutional Sustainability Assessment (ISA)

PRE-ISA VISIT
Evaluation Phase:
1. Designated staff receives application of HEI together with complete SED/required
documents per CHED guideline;
of the CEPS;
4. ES in-charge reviews completeness and compliance of SED documents submitted:
and returns SED;
1.2.2 Designated Staff receives the revised SED from the HEI and
of SED;
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Decision Phase:
5. RD makes action:
1.1 If favorably recommended, ES in-charge prepares endorsement of the
application, for review of the CEPS and to be signed by the RD, to
OIQAG;
1.2 If not favorably recommended, ES in-charge prepares notice to HEI, for
6. Designated staff receives notice of schedule of visit from OIQAG;
7. Designated Staff forwards notice to the RD for appropriate action of the CEPS;
8. CEPS refers the notice to the ES in-charge;
9. ES in-charge informs HEI of schedule of visit and coordinates other necessary
arrangements including travel requirements of the ISA Assessors.
ISA VISIT PROPER

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
12. ES in-charge reviews completeness & consistency of report of ISA Assessment
Team
13. ES in-charge prepares endorsement to OIQAG of the copy of ISA report, for
14. Designated staff receives communication from OIQAG of the CEB decision on the
ISA application together with the assessment report;
15. Designated Staff forwards communication to the RD for appropriate action of the
CEPS;
16. CEPS refers the communication to the ES in-charge;
17. ES in-charge prepares transmittal to HEI re CEB decision.
11.15 Processing of Application for Typology

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;
and returns documents for revision;
1.2.2 Designated Staff receives the revised application from the HEI
of documents;
Decision Phase:
3. RD makes action:
1.1 If favorably recommended, ES in-charge prepares endorsement of the
application, for review of the CEPS and to be signed by the RD, to
OIQAG;
1.2 If not favorably recommended, ES in-charge prepares notice to HEI, for
11.16 Processing of Application for Center of Excellence (COE)/Center of

Development (COD)
1. Designated staff receives application of HEI together with complete documents per
CHED guideline;
of the CEPS;
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;
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;
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
Monitoring, Program and Standards Development Unit
Processing of Request for Authority to Confer of Honorary Degree
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:
1.1.1. If in order, ES in-charge prepares endorsement of application to OPSD
for review of the CEPS and signature of the RD;
1.1.2. If not in order, ES in-charge notifies HEI of non-compliance.
11.17 Processing of Request of HEI for Endorsement of SEC Registration

1. Designated staff receives request for endorsement to SEC together with copy of
Articles of Incorporation;
2. ES in-charge review request and prepares favorable/unfavorable endorsement to
LLS for review of the CEPS and signature of the RD.
3. Designated staff receives copy of comments and endorsement of LLS to SEC;
4. Records Officer files the document for records purposes.
365
11.18 Processing of Request for CHEDRO Endorsement

Agencies/Institutions/Associations and Other Entities
of
Activities
of
1. Designated staff receives request for CHED Endorsement;

2. Designated Staff forwards request to the RD for appropriate action of the CEPS;
3. CEPS assigns request to the ES in-charge.
4. ES in-charge evaluates request for action of RD;
5. RD makes action:
5.1. If activity is within the region:
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;
5.2. If activity is national in scope, RD through the ES in-charge, forwards request
to CHED-EO.
11.19 Process in Taking Actions on Complaints from Different Sectors

1. Designated staff receives communication from Complainant;
2. Designated Staff forwards complaint to the RD for appropriate action of the CEPS;
3. CEPS assigns complaint to the ES in-charge;
4. ES in-charge prepares acknowledgement receipt of the complaint for review of the
CEPS and signature of the RD;
5. ES in-charge evaluates complaint and prepares recommendation for review of the
CEPS and action of the RD;
6. RD makes action:
6.1. If complaint needs validation/action from HEI:
6.1.1. ES in-charge prepares referral letter to HEIs Head for comments/
explanation/appropriate action of the complaint, for review of the CEPS
and signature of the RD;
6.1.2. Designated staff receives reply of HEI on the complaint;
366
6.1.3. Designated Staff forwards reply to the RD for action of the CEPS:
6.1.3.1. If reply is acceptable, RD through ES in-charge, transmits HEIs
reply to complainant.
6.1.3.2. If reply is not acceptable:
6.1.3.2.1.
RD creates Fact Finding Committee:
6.1.3.2.1.1.
If complaint concerns legal matter:
6.1.3.2.1.1.1. RD through the ES in-charge, forwards complaint to

LLS for appropriate action.
6.1.3.2.1.1.2. Designated staff receives notice of
taken/comment of LLS on the complaint.
action
6.1.3.2.1.1.3. RD through ES in-charge, transmits LLS action to

complainant.
6.1.3.2.1.2. If complaint does not concern legal matter, RD
communicates to complainant CHEDRO action based
on fact-finding report.
6.1.3.2.2.
RD calls for mediation:
6.1.3.2.2.1.
If successful, case terminated/closed;
6.1.3.2.2.2.
If not successful:
6.1.3.2.2.2.1. If complaint concerns legal matter:

6.1.3.2.2.2.1.1. RD through ES in-charge, forwards complaint
to LLS for appropriate action.
6.1.3.2.2.2.1.2. Designated staff receives notice of action
taken/comment of LLS on the complaint.
6.1.3.2.2.2.1.3. RD through ES in-charge, transmits LLS
action to complainant.
6.1.3.2.2.2.2. If complaint does not concern legal matter, RD
through ES, communicates to complainant
CHEDRO action based on fact-finding report.
6.2. If complaint does not need validation/action from HEI:
367
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);
6.2.2. RD creates fact-finding committee/conducts mediation (if data/info are
needed or there are no existing policies/guidelines/ legal basis on the
matter):
6.2.2.1.
If complaints concerns legal matter:
6.2.2.1.1. RD through ES in-charge, forwards complaint to LLS for

appropriate action.
6.2.2.1.2. Designated staff receives notice of action taken/comment of
LLS on the complaint.
6.2.2.1.3. RD through
complainant.
ES
in-charge,
transmits
LLS
action
to
6.2.2.2. If complaint does not concern legal matter, RD through ES,

communicates CHEDRO action based on fact-finding report.
6.2.3. RD refer complaint to LLS for appropriate action (If complaint concerns
legal matter):
6.2.3.1. Designated staff receives notice of action taken/comment of LLS
on the complaint.
6.2.3.2.
RD through ES in-charge, transmits LLS action to complainant.
Policy, Research and MIS Unit

Collecting, Processing and Databanking of Higher Education Data
1. Designated staff receives accomplished CHECK System forms of HEI via
CHECKS Portal (on or before Sept. 30);
2. Designated staff checks completeness of submission of accomplished CHECKS
forms:
2.1. If in order:
2.1.1. Verifier Account validates & approves data submitted by HEI;
2.1.2. Officer Account forwards the CHECKS Forms to OPRKM via CHECKS
Portal;
368
2.2. If not in order:

2.2.1. Verifier Account notifies HEI of deficiency;
2.2.2. Designated staff receives corrected form/compliance of HEI;
2.2.3. Verifier Account, validates & approves data submitted by HEI;
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;
STUDENT SERVICES AND STUFAPs UNIT

11.20 Processing Students Application for StuFAPs
1. Designated staff receives accomplished application form of student (either through
on-line or hard copy) together with required documents;
2. Designated Staff forwards application documents to the Scholarship Coordinator;
3. Scholarship Coordinator verifies & evaluates students application documents per
CHED guidelines:
3.1.1. If application documents are in order and applicant has met the criteria,
Scholarship Coordinator recommends applicant to be included for
ranking;
3.1.1.1.
Scholarship Coordinator prepares masterlist of applicants

included for ranking for review of the Regional Scholarship
Committee (RSC);
3.1.1.1.1.
If applicant is included in top rank:
3.1.1.1.1.1. Scholarship Coordinator prepares Notice of Award to be

signed by the RD;
3.1.1.1.1.2. Scholarship Coordinator receives reply slip of Grantee:
3.1.1.1.1.2.1. If STuFAP is accepted by the Grantee, Scholarship
Coordinator includes grantee in the masterlist to
be forwarded to CHED-OSDS for funding
allocation;
369
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;
3.1.1.1.2. If applicant is not included in top rank, Scholarship
Coordinator prepares notice to applicant re disapproval of
application for signature of the RD;
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.
11.22 Processing of Financial Benefits for CHED StuFAPs

11.22.1 Processing of Payment of Financial Benefit Directly to Grantee:
1. Designated Staff receives required documents submitted by grantee;
2. Designated Staff forwards documents to the Scholarship Coordinator;
3. Scholarship Coordinator evaluates submitted documents:
3.1. If in order/compliant:
3.1.1. Designated staff prepares obligation request and disbursement voucher;
3.1.2. Cashier prepares checks or LDDAP (ATM);
3.1.3. Cashier releases payment to grantee through check or ATM;
3.2. If documents are not in order:
3.2.1. Scholarship Coordinator informs grantee of deficiencies;
3.2.2. Designated staff receives required documents submitted by the grantee;
3.2.3. Scholarship Coordinator evaluates submitted documents and repeat the
process.
3.3.
If scholar/grantee did not meet criteria, Scholarship Coordinator prepares

notice of termination to scholar/grantee for review of the CEPS and
11.22.2 Processing of Payment of Financial Benefit through HEIs with MOA:
370
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);
3. Designated Staff forwards documents to the Scholarship Coordinator;
4. Scholarship Coordinator evaluates submitted documents:
4.1. If in order/compliant:
4.1.1. Designated staff prepares obligation request and disbursement voucher;
4.1.2. Cashier prepares checks/LDDAP for HEI;
4.1.3. Cashier releases payment to HEI through check/LDDAP to be released
to grantees;
4.1.4. Designated staff receives payroll and liquidation report of HEI;
4.2. If documents are not in order/not compliant:
4.2.1. Scholarship Coordinator informs HEI of deficiencies;
4.2.2. Designated staff receives compliance from HEI;
4.2.3. Scholarship Coordinator evaluates submitted documents and repeat the
process;
4.3. If scholar/grantee did not meet criteria, Scholarship Coordinator prepares
notice of termination to scholar/grantee for review of the CEPS and signature
of the RD.
11.22 Processing of Grants-In-Aid to Students Participation in Leadership
Conferences and Seminars (GrasP)
Evaluation Phase:
1. Designated staff receives submission of nominees of HEI together with required
documents per CHED Guidelines at least three (3) month before the scheduled
event;
of the CEPS;
3. CEPS assigns application documents to the ES in-charge of the program;
371
4. ES in-charge reviews submitted documents;

4.1. If complete & in order, RD makes action;
4.2. If not complete and/or not in order:
4.2.1. ES in-charge prepares notice to HEI of deficiencies for review of the
CEPS and signature of the RD;
4.2.2. Designated staff receives compliance of HEI;
Decision Phase:
5. RD makes action:
5.1. If in order:
5.1.1. ES in-charge prepares endorsement to OSDS of application, for review
of the CEPS and signature of the RD;
5.1.2. Designated staff receives communication from OSDS of the results of
the application;
5.1.3. Designated Staff forwards communication to the RD for appropriate
action of the CEPS;
5.1.4. CEPS refers the communication to the ES in-charge;
5.1.5. ES in-charge prepares transmittal to HEI of the result of the application.
5.2. If not in order, ES in-charge prepares notice of non-compliance to HEI, for
review of the CEPS and signature of the RD.
11.23 Processing of Application for Increase in Tuition and Other Schools Fees
(TOSF)
Preliminary Stage (Intent and Consultation)
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);
CEPS;
372
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);
CEPS;
8. ES in-charge checks completeness of submitted documents:
8.1. If HEI submitted complete application documents, ES in-charge evaluates
documents:
8.1.1. If in order and complied with requirements, ES in-charge recommends
the approval of the application for review of the CEPS and final action of
the RD
8.1.2. If not in order and/or has not complied with requirements:
8.1.2.1. ES in-charge prepares communication to HEI re of deficiencies for
8.1.2.2. Designated staff receives compliance of HEI;
8.1.2.3. Designated Staff forwards compliance to the RD for appropriate
action of the CEPS;
8.1.2.4. CEPS refers the compliance to the ES in-charge;
8.1.2.5. ES in-charge evaluates submitted compliance:
8.1.2.5.1. If complied, ES in-charge recommends the approval of the
application for review of the CEPS and final action of the RD;
8.1.2.5.2. If not complied, ES in-charge recommends the disapproval of
the application for review of the CEPS and final action of the
RD.
8.2. If HEI submitted incomplete application documents:
8.2.1. ES in-charge prepares communication to HEI
re of deficiencies for
373
8.2.2. Designated Staff forwards compliance to the RD for appropriate action of

the CEPS;
8.2.3. CEPS refers the compliance to the ES in-charge;
8.2.4. ES in-charge evaluates submitted compliance:
8.2.4.1. If complied, ES in-charge recommends the approval of the
application for review of the CEPS and final action of the RD;
8.2.4.2. If not complied, ES in-charge recommends the disapproval of the
application for review of the CEPS and final action of the RD.
11.24 Issuance of NSTP Serial Number

1.
Designated staff receives application of HEI for NSTP Serial Numbers of

students;
2.
Designated staff consolidates HEIs application for NSTP Serial Numbers;
3.
Designated assigns and awards NSTP Serial Numbers to HEI;
4.
Designated staff receives list of HEI of NSTP students assigned with Serial
Numbers in matrix form;
5.
Designated staff prepares acknowledgement for review of the CEPS and

signature of the RD of the submitted list of HEI
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.
Administrative Division (Records Section)

11.25 Issuance of Special Order (S.O.)
1. Designated staff receives S.O. application (including Form IX) of HEI within 60
days before end of term;
2. Records Officer verifies/validates application from Enrolment List on file and
program recognition with MIS Unit and ES in-charge;
3. FOR LOCAL STUDENTS:
3.1. If application is in order, Records Officer prepares issuance of S.O. for
approval of the RD;
374
3.2. If application is not in order:

3.2.1. Records Officer informs HEI of deficiency;
3.2.2. Designated staff receives compliance of HEI:
3.2.2.1. If compliance is in order, Records Officer prepares issuance of
S.O. for approval of the RD;
3.2.2.2. If compliance is not in order, Records Officer prepares notice of
disapproval to HEI for signature of the RD.
4. FOR FOREIGN STUDENTS:
4.1. Records Officer conducts verification of the following data of student:
4.1.1. Notice of Acceptance
4.1.2. CEA for Medicine/Dentistry
4.1.3. ACR with valid student visa
4.1.4. Enrolment report per semester
4.2. If application is in order, Records Officer prepares issuance of S.O. for
approval of the RD;
4.3.1. Records Officer informs HEI of deficiency;
4.3.2.1. If compliance is in order, Records Officer prepares issuance of
S.O. for approval of the RD;
4.3.2.2. If compliance is not in order, Records Officer prepares notice of
disapproval to HEI for signature of the RD.
11.26 Processing of Certification, Authentication and Verification (CAV) of Academic

Records
1. Designated staff receives CAV application with supporting documents from
HEI/Walk-in client (with authorization from HEI);
2. Records Officer validates documents endorsed and certified by Registrar and
verifies SO (if graduate)/Enrollment List (if undergraduate);
375
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;
2.1.2. If for local, Records Officer releases CAV to client.
2.2.1. Records Officer informs HEI/client of deficiency;
2.2.2. Designated staff receives compliance of HEI/client;
2.2.3. Records Officer reviews/validates submitted compliance:
2.2.3.1. If in order, Records Officer prepares CAV for signature of the
RD/Chief Administrative Officer (CAO):
2.2.3.1.1. If for abroad, Records Officer forwards masterlist and CAV to
DFA to affirm authenticity and issues DFA claim stub to client;
2.2.3.1.2. If for local, Records Officer releases CAV to client.
2.2.3.2. If not in order, Records Officer informs HEI/client of disapproval.
11.27 Processing C2 (Eligibility to Take Bar Exam) (for graduates up to AY 20112012, for ensuing years beginning AY 2012-2013, the Legal Education Board
processes C2)
1. Designated staff receives application of HEI;
2. Records Officer verifies & evaluates record of students:
2.1. If in order, Records Officer prepares issuance of C-2 for signature of the RD.
2.2. If not in order:
2.2.1. Records Officer informs HEI of deficiency.
2.2.2.1. If in order, Records Officer prepares issuance of C-2 for signature
of the RD;
2.2.2.2. If not in order, Records Officer prepares notice of disapproval for
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TABLE OF CONTENTS

Foreword (Chairperson) ............................................................................................... 1

CHED MANDATE, FUNCTION AND ORGANIZATIONAL STRUCTURE

PROCEDURES AND PROCESS FLOWS IN IMPLEMENTING

2.1. Processing of Requests, Invitations and Other Incoming

2.5. Conduct of the National Directorate meetings (NDM) ..................... 80

3.12. Processing Applications for Financial Support for the Identified

4.1. Procedure for Incoming and Outgoing Communication ................ 170

4.12. Procedure for Levelling of SUCs................................................. 178

5.1. Planning and Resource Management Division (PRMD) ............... 198

5.3. Knowledge Management Division (KMD) ..................................... 206

6.1. Procedures for Policy, Program Development and

6.3. Procedures for Student Affairs and

(SWDU)) ....................................................................... 237

accomplishments reports of the division ....................................... 242

7.1. Investigation and Enforcement Division (IED ................................ 268

8.1. Accounting Division ...................................................................... 276

8.1.9. Processing, Remittance, Maintenance of Records and

8.3.2.1. Procedures and Criteria in the Granting of

8.4.2.1. Collection and Deposit of Required CHED Fees

8.4.3.6. Disposal of Records ........................................ 317

9.1. Development of policies, strategies and projects/programs on

ASED, ERASMUS MUNDUS, COOPERATE and other regional and

10.1. Access for Higher Education Development Fund

of CHED Offices) ........................................................................ 332

11.1.. Processing of Application for Initial Permit/Government Recognition

11.9. Regular Monitoring of HEIs (Program, Institutional, Tuition & Other

Schools Fees (TOSF) .............................................................. 372

1.1 Certificate of Appearance

2.1 Data Log

4.1 CSW Form

4.4 Horizontal Application Forms for Professional Institution

5.1 Research Proposal Form 1

5.5 Log Frame

9.1 Routing Slip

10.1 Obligation Report and Status

10.21 Job Order

11.5 GPR Form Checklist Initial Permit/Recognition

COMMUNICATIONS TEMPLATE (Work-in-progress)

1.1 Letter Template for Denial of Request for Endorsement

2.1 Acknowledgement Letter

3.1 Acknowledgment Letter to CHEDRO Re HEIs Application for Initial/

3.5 Acknowledgment Letter to CHEDRO Re HEIs Submission of

Branch/ Satellite Campus of Autonomous HEI

5.1 RMD Letter of Approval

6.1 Local Student Affairs Division

6.2 International Student Affairs Division

6.2.7 Indorsement Letter to Bureau of Immigration for the Request

7.1 Correction of Name Template

9.1 Acknowledgement Letter

11.1 HEIs Application Letter for Initial Permit

11.8.1 Letter to HEI on Result of Documentary Analysis of

(Unfavorable Recommendation due to

11.12.3 RQAT Report on Evaluation of Application for Initial

Application for Government Authority for Nursing,

Autonomous/Deregulated HEI (If Within the Deadline of

AO No. 25, series of 2011 Inter-agency Task Force on the

CMO 03, Series of 2015: Policy Reforms for the Grants-In-Aid