Citizen's Charter

1. Filing of Administrative Complaints/Appeals/Motions for Reconsideration
SPECIFIC FUNCTIONS:
1.      Provide legal advice and render legal opinions to the Regional Director and officials of the region.
2.      Draft actions/endorsements on complaints and letters for signature of the regional director in accordance with the provisions of the law and DepEd rules and regulations.
3.      Evaluate complaints and conducts preliminary or fact-finding and formal investigations in administrative cases against teaching/teaching-related personnel within the region and employees of the regional office.
4.      Conduct investigations of complaints as may be delegated by the Central Office.
5.      Act as prosecutor in motu propio administrative cases.
6.      Prepares decisions and resolutions in administrative cases.
7.      Prepare/Review of contracts, MOAs/MOU and other instruments to which the region is a party.
8.      Represent the region in court cases, when deputized by the OSG.
9.      In coordination with the FTA Division, provide technical assistance to the division offices and schools.
10.  Perform such other functions as may be delegated by the Regional Director.

SERVICES:


A. FILING OF ADMINISTRATIVE COMPLAINTS/APPEALS/MOTIONS FOR RECONSIDERATION
Schedule of Service:
Monday-Friday
8:00am - 5:00pm- NO noon break
Who may avail of the Service:
Any person who has a cause of action may file an administrative complaint against any teaching personnel, supervisors or Regional Office personnel
 from the different Divisions of the National Capital Region.
FILING OF COMPLAINTS
What are the Requirements:
A. Verified Affidavit Complaint in 4 copies containing the following:
a. Full name and address of the complainant
b. Full name and address of the person complained of, as well as his position and office in the Department of Education
c. A narration of the relevant and material facts which show the acts or omissions as allegedly committed by the person
d. Certified true copies of documentary evidence and affidavits of his witnesses, if any.
e. Certificate or Statement of Non-Forum Shopping
 
FILING OF MOTIONS FOR RECONSIDERATION
What are the Requirements:
1.  Formal Motion for Reconsideration containing the arguments/discussions and newly discovered evidence, if any.
 
FILING OF APPEALS
What are the Requirements:
1. Notice of appeal
2. Appeal Memorandum (3 copies)
3. Proof of payment of the appeal fee (P300.00)
 
PROCESS FLOW:
FILING OF COMPLAINTS

Step Applicant/Client Service Provider Duration of Activity
(Under Normal Circumstances)
Person  in Charge Fees Form
1 File the complaint along with the requirements at Office of the Regional Director through the RECORDS SECTION Receive the complaint and other documents, if any. Within 10 minutes Receiving clerk/ authorized employee  (Records Section) N/A -
2 Received the copy of documents/complaint filed Issue the receiving copy of the client and forward the complaint to the Regional Directors Office for proper endorsement. Within 30 minutes Receiving clerk/ authorized employee (Records Section ) - -
3 - Legal Unit prepares actionable document Within 1 day Atty. IV - -
4 - Forward to the ARD’s Office for  review and initial and to the office of the RD for signing of endorsement/actual signing Within 2 days Legal Assistant - -
5 - Return to the Legal Unit for photocopying  and to complete attachments, if  any Within 1 day ADAS 1 - -
6 - Forward to  Records Section for releasing Within 1 day RecordsOfficer/ In-Charge - -

 
 
 
FILING OF APPEALS

Step Applicant/Client Service Provider Duration of Activity (Under Normal Circumstances) Person  in Charge Fees Form
1 File the appeal along with the  requirements at Office of the Regional Director, thru the RECORDS SECTION Receive the notice of appeal/appeal memorandum and other documents, if any, and require the client to pay the filing fee Within 10 minutes Receiving clerk/ authorized employee  (Records /Legal) - -
2 Pay to the cashier Process payment and issue Official Receipt (O.R.) Within 10 minutes Cashier P300 -
3 Return to the receiving office. Present O.R. and provide photocopy for inclusion in the record Receive Proof of Payment (O.R.) and the appeal Within 5 minutes Receiving clerk/ authorized employee (Records Section) - -
4 Receive the receiving copy of the appeal
 
Issue  copy of the appeal filed to the client Within 5 minutes Receiving clerk/ authorized employee (Records Section) - -
5 - Forward to the Appeal filed to the Office of the Regional Director Within 30 minutes Authorize employee (Records Section) - -
6 - Endorse to Legal Unit for appropriate action Within 1 day ADAS 1
(Director's Office)
- -
7 - Legal Unit prepares actionable document Within 3 days Atty. IV - -
8 - Forward to the ARD’s Office for  review and initial and to the office of the RD for signing of endorsement/actual signing Within 2 days Legal Assistant - -
9 - Return to the Legal Unit for photocopying  and to complete attachments, if  any, then forward to Records Section Within 1 day ADAS 1 - -
10 - Releasing of action Within 1 day Records Officer/
In-Charge
- -

 
FILING OF MOTION FOR RECONSIDERATION

Step Applicant/Client Service Provider Duration (Under Normal Circumstances) Person  in Charge Fees Form
1 File the motion for reconsideration at Office of the Regional Director, thru the RECORDS SECTION Receive the motion for reconsideration and issue the receiving copy to the client Within 10 minutes Receiving clerk/ authorized   employee  (Records Section) N/A -
2 - Forward the Motion for Reconsideration filed to the Office of the Regional Director Within 10 minutes Authorized employee (Records Section) - -
3 - Endorse to Legal Unit for appropriate action Within 1 day Authorized employee (Director's Office) - -
4 - Legal Unit prepares actionable document Within 3 days Atty. IV - -
5 - Forward to the ARD’s Office for  review and initial and to the office of the RD for signing of endorsement/actual signing Within 2 days Legal Assistant - -
6 - Return to the Legal Unit for photocopying  and to complete attachments, if  any, then forward to the Records Section Within 1 day ADAS 1 - -
7 - Releasing of action Within 1 day Records Officer/ In-Charge - -

 
B. APPLICATION FOR CORRECTION OF ENTRIES OF SCHOOL RECORDS
Schedule of Availability of Service:
Monday – Friday
8:00 a.m. – 5:00 p.m. -NO noon break
Who May Avail of the Service?
Individuals who studied in the Elementary and Secondary Schools in the National Capital Region
What are the Requirements?
1.      Original Birth Certificate issued by the Philippine Statistics Authority (PSA)formerly known as the National Statistics Office (NSO), or if there is no Certificate of Live Birth, proof of loss or non-availability thereof duly attested by the Local Civil Registrar concerned and/or the Civil Registrar General must be submitted together with the Baptismal Certificate of the student.
2.      Joint Affidavit of two (2) disinterested persons attesting to the fact/among others, that the assumed name(s)/entries and the legal name of the student  refer to one and the same person.
3.      Affidavit of the student if of legal age, or that of the parents or guardian, if still a minor, explaining the circumstances that led to use of the assumed /erroneous name or alias/ entries, attesting the same fact as called for in No.2 hereof.
4.      Letter-request for correction of school record addressed to the Regional Director specifying the schools attended/graduated from Elementary to Secondary, as the case maybe, and the name(s)/entries used. 
5.      School records bearing the erroneous name: e.g. Diploma, Transcript of Record or Registration Card  (any one of these school records will suffice except  that when there are several name(s) appearing in the school records, each school record bearing different names must be submitted for purposes of different names must be submitted for purposes of different names must be submitted for purposes of different names must be submitted for purposes of different names must be submitted for purposes of verification  and identification of the student requesting for correction of his/her name/entries)
6.      Certification from the School Head justifying the incorrect name/entries.
7.      PSA Negative Result, when warranted.
 
Additional Requirement for “Late/Delayed Registration”
 
8.      Certification from the PSA that no record of such name exists or registered and Baptismal Certificate.
 
Addition Requirements for Foreign Students
 
9.      Certification from the Bureau of Immigration and Deportation of the Correct Name.
10.  Photo copy of Passport and Alien Certificate of Registration.
DURATION:
Within three (3) days
PROCESS FLOW:

Step Applicant/Client Service Provider Duration (Under Normal Circumstances) Person  in Charge Fees Form
1 Submit the letter-request and the requirements needed Stamp receive the letter application and the requirements submitted by the applicant Within 10 minutes Receiving clerk/ (Records Section) N/A -
2 Forward the letter application to the Legal Unit Receive application/request Within 5 minutes Legal Administrative Asst. / authorized employee - -
3 - If requirements are complete;  Prepare Resolution Within 30 minutes Legal Administrative Asst. / authorized employee - -
4 - Review and Affix initials on the draft Resolution Within 1 day Attorney IV - -
5 - Forward the Resolution to the Office of the Assistant Regional Director for review and initials Within 1 day Legal Administrative Asst. / authorized employee - -
6 - Forward to the Office of the Regional Director Within 1 day Administrative Aide (Asst. Regional Director’s Office) - -
7   Approval/Signing of the Resolution Within the day Regional Director    
8 - Forward to Records Section for releasing Within the day of Actual Signing Administrative Aide (Regional Director’s Office) - -
8 Get photocopy of the signed Resolution Release the signed Resolution to the concerned school Within 1 day Releasing Clerk/ Records Section - -

 
FOR DEPED-NCR ONLY: APPLICANTS MAY DIRECTLY FILE APPLICATIONS FOR CORRECTION OF ENTRIES IN THE SCHOOL RECORDS BEFORE THE OFFICE OF THE SCHOOL PRINCIPAL. (Regional Memo. No. 23, s. 2016)
Effective: April 1, 2016
Schedule of Availability of Service:
Monday – Friday
8:00 a.m. – 5:00 p.m. -NO noon break
Who May Avail of the Service?
Private individuals who studied in the Elementary and Secondary Schools
Particular Circumstances when School Heads may Effect Corrections:
1.      When students are currently enrolled in their school and under the following circumstances:
a.      Typographical Error in the school records which were committed by school personnel;
b.     Changes or spell out abbreviations in the names as well as inclusion of “Jr.” or “II”, “III” and the like, as reflected in the PSA Birth Certificate;
c.       Change of name/inclusion/ deletion of name based on court decisions or corrections annotated in the PSA Birth Certificate;
d.     Correction of place of birth and date.
 
What are the Requirements?
Same Requirements as Regular Correction of Entries
Duration:
Within 1 day under normal circumstances
Fees:
No fees shall be collected by school authorities for correction of entries
Steps:

Step Applicant/Client Service Provider Duration of Activity(Under Normal Circumstances) Person  in Charge Fees Form
1 Submit the letter-application and the requirements needed for correction of names Receive the letter application and the requirements submitted by the applicant Within 10 minutes School Receiving clerk N/A -
2 - Receiving Clerk forwards the records to the designated personnel who reviews compliance with Regional Memorandum No. 23, s. 2016 Within 20 minutes Schoolauthorized employee - -
3 - If requirements are complete:  Prepare necessary report and forward findings to the School Head Within 30 minutes Schoolauthorized employee - -
4 - School Head effects correction by reissuance of corrected School Records Within 1 day School Head - -

 
   
C. DESIGNATION OF BENEFICIARIES
Schedule of Availability of Service:
Monday – Friday
8:00 a.m. – 5:00 p.m. - NO noon break
Who May Avail of the Service?
Heir or authorized representative of deceased personnel
What are the Requirements?
            1. Original and authenticated copies issued by the Philippine Statistics Authority (PSA)formerly known as the National Statistics Office (NSO), of the following:
                        a. Death Certificate of the deceased
                        b. Birth Certificate of the deceased
                        c. Marriage Contract of the deceased
                        d. Birth Certificates of death beneficiaries
                        e. Marriage Contract of the married beneficiaries
                        f. Death Certificate of death beneficiaries
            2. Waiver of the rights of the other beneficiaries in favor of the other/s (This can be optional.)
Duration
            Within three (3) days
Process Flow:

STEP Applicant/Client Service Provider Duration of Activity (Under Normal Circumstances) Person-In-Charge Fees Form
1 Submit the letter-application and the requirements needed for the designation of beneficiaries Receive the letter application and the requirements submitted by the applicant Within 10 minutes Receiving clerk(Records or Legal) n/a -
2 - Forward the letter application and the attached documents to the designated  employee Within 10 minutes Legal Administrative Asst. or authorized employee - -
3 - If requirements are complete: 
Prepare Resolution
Within 30 minutes Legal Administrative Asst. / authorized employee - -
4 - Review and Affix initials on the draft Resolution Within 1 day Attorney IV - -
5 - Forward the Office of the Assistant Regional Director for review and initials Within 1 day Legal Administrative Asst. / authorized employee - -
6 - Forward to the Office of the Regional Director for signature of Resolution/actual signing Within 1 day ADAS - -
7 - Forward to Records Division for releasing Within 1 day ADAS - -
8 Get photocopy of the signed Resolution Release the signed Resolution to the concerned party Within 1 day Releasing Clerk/ Records Officer - -

 
 
 
D. REQUEST FOR INDORSEMENT OF ARTICLES OF INCORPORATION TO THE SECURITIES AND EXCHANGE COMMISSION (SEC) BY PRIVATE SCHOOLS
Schedule of Availability of Service:
Monday – Friday
8:00 a.m. – 5:00 p.m. - NO noon break
Who May Avail of the Service?
Private school concerned
Duration
            Within five (5) days
What are the Requirements?
A.    Articles of Incorporation (including amendment)
1. Cover Sheet;
2. Reservation Notice (If amendment is for the name of the school);
3. Recently notarized and duly-filled Articles of Incorporation;
4. By-Laws;
5. List of Contributions as attested by the Treasurer (Treasurer’s Certificate) or Bank Certificate (old);
6. Favorable Indorsement from the Schools Division Office which has jurisdiction over the place where the school will operate
7. Latest General Information Sheet submitted to the Securities and Exchange Commission
B.     New School Applicant
1. Cover Sheet;
2. Reservation Notice;
3. Notarized and duly-filled Articles of Incorporation;
4. By-Laws;
5. List of Contributions as attested by the Treasurer (Treasurer’s Certificate) or Bank Certificate;
6. Affidavit of Attestation to be executed by the member of the board of trustees
7. Favorable indorsement from the Schools Division Office which jurisdiction over the place where the school will operate.
Process flow:

STEP Applicant/Client Service Provider Duration of Activity (Under Normal Circumstances) Person-In-Charge Fees Form
1 Submit the letter-application and the requirements needed for the request for Indorsement to the SEC Receive the letter application and the requirements submitted by the applicant Within 10 minutes Receiving clerk(Records or Legal) n/a -
2 - Forward the letter application and the attached documents to the designated employee Within 10 minutes Legal Administrative Asst. or authorized employee - -
3 - If requirements are complete: 
Prepare Indorsement
Within 30 minutes Legal Administrative Asst. / authorized employee - -
4 - Review and Affix initials on the draft Indorsement Within 1 day Attorney IV - -
5 - Forward the Office of the Assistant Regional Director for review and initials Within 1 day Legal Administrative Asst. / authorized employee - -
6 - Forward to the Office of the Regional Director for signature of Resolution/actual signing Within 1 day ADAS - -
7 - Forward to Records Division for releasing Within 1 day ADAS - -
8 Get photocopy of the signed Resolution Release the signed Indorsement to the concerned party Within 1 day Releasing Clerk/ Records Officer - -

 
 
E. REQUEST FOR CERTIFICATION OR ADMINISTRATIVE CLEARANCE
Schedule of Availability of Service:
Monday – Friday
8:00 a.m. – 5:00 p.m. - NO noon break
Who May Avail of the Service?
Teachers and Non-Teaching Personnel
Duration
            Within 1 day under normal circumstances
What are the Requirements?
            Given out after evaluation
Process Flow

STEP Applicant/ Client Service Provider Duration of Activity (Under Normal Circumstances) Person-In-Charge Fees Form
1 Submit the letter-application needed for the request for Certification of Administrative Clearance Receive the letter-application for evaluation submitted by the applicant Within 10 minutes Receiving clerk (Records or Legal) - -
2   Drafting of Certification of Administrative Clearance 1 day ADAS - -
3   Issuance of Certification or Administrative Clearance 1 day ATTY IV - -
    Forward the Certification to Personnel Section for releasing Within date of signing      

 
 

2. Request for Assistance and Queries

Specific Functions:

1.Establish a communication system to strengthen relationships with external partners and inform the public of the status and accomplishments of the region.

2.Establish and nurture linkages with various media organizations.

3.Monitor news matters concerning the region and take action as needed.

4.Provide direct communication support to the Regional Director.

5.Manage public relations events of the regional office and provide guidance to the schools divisions.

6.Communicate with Central Office and other Public Affairs offices across levels of DepEd and other government agencies regarding information and other matters relating to their functions

 

Services:

REQUEST FOR ASSISTANCE/QUERIES

Schedule of Availability of Service

Monday-Friday - 8:00 a.m. -5:00 p.m.  - No Noon Break

Who May Avail of the Service: General Public

What are the Requirements: None

 

Procedure

Step

Client

Service Provider

Duration of Activity (Under Normal Circumstances)

Person in Charge

Form (Clients Feedback Form)

1

Accomplish Client's Information Sheet

Provide reply to simple queries

For complex queries or concerns, request the client to fill out the form provided and advise him/her that the matter will be referred to the appropriate office.

 

5 minutes

 

15 minutes

Action Officer

 

Public Assistance and Complaints Desk

Form 1 – Request for Assistance

 

Form 2 – for complaint

 

Form 3 – for Suggestion/ commendation

 
3.Requirements and Procedures for:
  1. Issuance of Government Recognition to Private Schools
  2. Issuance of Government Permit to Operate Private Schools
  3. Issuance of Special Order for Private Schools
  4. Evaluation of School Records of Foreign Students/Transferring Students to the Philippines
  5. Application for Establishment of New School, Separation of Annexes, Merging of Schools/Public Schools/Integrated Schools               
 

Specific Function:

To promote and protect accountability and transparency in the Region by ensuring compliance with standards in the performance of roles and functions towards achieving outputs and results by assessing, assuring quality, and monitoring and evaluating performance to obtain accurate, timely, and relevant information that serves as basis for decision-making and continuous improvement in the delivery of basic education services

 

AVAILABILITY OF THE SERVICE:   Monday to Friday  8:00 a.m. to 5:00 p.m.

1.      Issuance of Government Recognition to Private Schools

-          Who may avail of the service?

  • Private School Owners (Preschool/Elementary/Secondary) from different divisions of National Capital Region

-          What are the requirements?

  • Duly accomplished Revised Form 1 with complete documents
  • Indorsement from the SDO
  • Payment of Inspection Fee

 

Step

Activity

Service Provider

Time Frame

Fee

1

Receive application from Records unit

 

Mr. Victor Marquez

5 minutes

None

2

Evaluate and process the application

 

EPS in charge

30 minutes

None

3

Conduct on-site inspection, validation.

 

EPS in charge

1 day

None

4

Prepare inspection report and recommendation based on the findings of the on-site validation.

 

Supervisor

15 minutes

None

5

Review the recommendation.

 

Chief

10 minutes

None

6

Assign recognition number, encode and enter into the database.

 

Mr. Alex Simbajon

15 minutes

None

7

Issuance and signing of the recognition documents.

 

EPs

Chief QAD

Regional Director

10 minutes

None

8

Payment of inspection fee.

 

Cash unit

5 minutes

Php 2,020.00

 

 

 

AVAILABILITY OF THE SERVICE:   Monday to Friday  8:00 a.m. to 5:00 p.m.

 

2.      Issuance of Government Permit to Operate Private Schools

-          Who may avail of the service?

  • Private School Owners (Preschool/Elementary/Secondary) from different divisions of National Capital Region

-          What are the requirements?

  • Duly accomplished Revised Form 1  with complete documents
  • Indorsement from the SDO
  • Payment of Inspection Fee

                                                                             

Step

Activity

Service Provider

Time Frame

Fee

1

Receive application from Records unit and forward to EPS.

 

Victor Marquez

5 minutes

None

2

Evaluate application.

 

EPS in charge

30 minutes

None

3

Prepare evaluation report and recommendations.

 

EPS in charge

15 minutes

None

4

Review and approve the application.

 

Chief QAD

10 minutes

None

5

Assign permit number, encode and enter into  database.

 

Mr. Alex Simbajon

15 minutes

None

6

Issuance and signing of the Government Perit.

EPS

Chief QAD

Regional Director

10 minutes

None

7

Payment of Bond/ Application and Inspection fee

Cash Section

5 minutes

Bond - Php 1,000

Application and Inspection fee – Php 2,035

 

8

Release of Government Permit.

 

Records section

5 minutes

None

 

 

 

 

AVAILABILITY OF THE SERVICE:   Monday to Friday  8:00 a.m. to 5:00 p.m.

 

3.      Issuance of Special Order for Private Schools

 

-          Who may avail of the service?

  • Three (3) Level Private Schools (Secondary)

-          What are the requirements?

  • Form 9 (Application for Issuance of S.O.)
  • Original copies of permanent record
  • Enrollment list

 

Step

Activity

Service Provider

Time Frame

Fee

1

Receive from Records unit the verified applications versus enrolment list.

 

Mr. Victor Marquez

2 minutes

None

2

Evaluate/process student permanent records versus graduation forms.

 

EPS in charge

1 hour

None

3

Encode and enter in the database.

 

Mr. Paulus Manalo

15 minutes

None

4

Review and verified by the EP Supervisor/Chief of QAD.

 

EPS counterpart

Chief QAD

10 minutes

None

5

Signing of the document.

Regional Director

2 minutes

None

6

Release of the Special Order

 

Records unit

5 minutes

None

 

 

 

AVAILABILITY OF THE SERVICE:   Monday to Friday  8:00 a.m. to 5:00 p.m.

 

4.      Evaluation of School Records of Foreign Students/Transferring of Students to the Philippines

-          Who may avail of the service?

  • Foreign students who intend to enroll in the Philippines

-          What are the requirements?

  • Authenticated credentials and scholastic records with Red Ribbon from the Department of Foreign Affairs
  • Request letter for evaluation addressed to the Director
  • Payment for evaluation and documentary stamp

 

Step

Activity

Service Provider

Time Frame

Fee

1

Receive authenticated credentials/scholastic record.

 

Mr. Victor Marquez

5 minutes

None

2

Write request for evaluation addressed to the Regional Director.

 

Student

10 minutes

None

3

Submit the letter request to the Records Section for receiving purposes.

 

Records Unit

3 minutes

None

4

Issuance of Order of Payment

 

Mr. Alex Simbajon

1 minute

None

5

Payment/ evaluation fees / issuance of OR.

 

Cash Unit

2 minutes

Php 45.00

6

Evaluation of the credentials.

 

EPS

30 minutes

None

7

Encode and issuance of Certification of Eligibility

 

Mr. Alex Simbajon

15 minutes

None

8

Signing of the certificate of eligibility.

 

Regional Director

5 minutes

None

9

Submit to the Record Section for releasing

 

Records Section

2 minutes

None

 

Process Flow on Naming, Renaming of Public School

(per application)

 

 

Step

Activity

Service Provider

Time Frame

Fee

1

Receive application from  Records unit.

 

Mr. Victor Marquez

2 minutes

None

2

Evaluate and process the application.

 

EPS in charge

1 hour

None

3

Indorse the application to the National Historical Commission.

 

EPS

15 Days

None

4

Prepare documentation based on the approved document from NHC.

 

Mr. Paulus Manalo

1 hour

None

5

Issuance and signing of the Regional Order.

 

Chief QAD

Regional Director

10 minutes

None

6

PPRD received the copy of the Regional Order

 

Records Section

10 minutes

None

7

Release of the Regional Order.

 

Records Section

5 minutes

None

END OF TRANSACTION

 

 

TOTAL

15 Days, 147 minutes

 

 

 

Process Flow for Establishment of New School, Separation of Annexes,

Merging of Schools/Public Schools /Integrated Schools

(per application)

 

Step

Activity

Service Provider

Time Frame

Fee

1

Receive application from the Records unit.

 

Mr. Victor Marquez

2 minutes

None

2

Re-evaluate and process the application based on the evaluation forms prepared by the Division Evaluation Committee (as per DepEd Order No. 40 s. 2014).

 

EPS in charge

2 hours

None

3

Prepare and review the final evaluation form to be signed by the Regional Inspectorate Team (RIT) – if complete, for encoding.

 

Mr. Paulus Manalo

RIT

1 hour

None

4

Conduct on-site validation.

 

RIT

1 day

None

5

Prepare recommendation based on the on-site validation.

 

RIT

1 hour

None

6

Encode findings and prepare Regional Order.

 

Mr. Paulus Manalo

30 minutes

None

7

Issuance and signing of the Regional Order.

 

Regional Director

10 minutes

None

8

Finance Division and Policy and Planning Division received copy of the approval.

 

Records Section

15 minutes

None

9

Release of the Regional Order.

 

Records Section

5 minutes

None

END OF TRANSACTION

 

 

TOTAL

1 day, 302 minutes

 

 

4. Certification, Authorization and Verification (CAV) of School Records
 

AVAILABILITY OF THE SERVICE: Monday to Friday (8:00 AM to 6:00 PM)

 

- Who may avail of the service?

Kindergarten pupils up to secondary students of both public and private schools in the National Capital Region

- What are the requirements?

1. Student's Permanent Record (F-137)
2. Diploma (K-12 Graduates)
3. Special Order for Secondary Level (Private School Graduates only from school where he/she graduated)
4. Certification of Enrolment from the Principal or his/her Representative (from the school where he/she graduated)
5. Certification for CAV issued by the Schools Division Superintendent of his/her Representative (from the Division where the school is located)

 

STEP

APPLICANT/ CLIENT

SERVICE PROVIDER

DURATION OF ACTIVITY

PERSON IN-CHARGE

FEES

FORM

1

Secure application form from the Records Section

 

Within 5 minutes

Adm. Asst./ Authorized Employee

 

 

 

Download application form at

(http://www.depedncr.ph/node/327) and proceed to Step 2

 

 

 

 

 

2

Submit the accomplished application form with complete required documents to the Records Section

Check as to the completeness of the requirements

Within 10 minutes

Adm. Asst./ Authorized Employee

 

 

3

 

Refer to the Legal Unit in case of discrepancy in the name/date of birth/ place of birth etc.

Within 10 minutes

Legal Asst./ Attorney III

 

 

4

 

Receive and record application with complete requirements

Within 10 minutes

Adm. Asst./ Authorized Employee

 

 

5

 

Issue claim stub and advise applicant to proceed to DFA

Within 10 minutes

Adm. Asst./ Authorized Employee

 

 

6

 

Verify the authenticity of school records

Within 30 minutes

Admin. Officer  V

 

 

7

 

Refer to School/Division concerned in case of errors

Within 30 minutes

Admin. Officer  V

 

 

8

 

Preparation of Certification

Within 1 day

Adm. Asst./ Authorized Employee

 

 

9

 

Review and initial for recommending approval

Within 1 day

AO  V

SAO

 

 

10

 

Signing of the Certificate

Within 1 day

Chief AO

ARD

RD

 

 

END OF TRANSACTION

 

5. Requirements and Procedures for: 

  1. pplication for Authority to Travel Abroad
  2. Claim for Retirement Benefits/Separation Benefits
  3. Terminal Leave Pay Benefits 
  4. Request for Transfer
  5. Request for Reclassification of Positions: MT1/II, Principals I to IV
  6. Request for Implementation of Approved Equivalent Record Form (ERF)
  7. Request for Certification of Last Payment of Salary
  8. Request for Certification of Remittance to GSIS, PAG-IBIG, and Philhealth Contributions and Loan Remittances
  9. Request for Stoppage/Deduction of Loans and/or Insurance Premiums           

AVAILABILITY OF THE SERVICE: Monday to Friday 8:00 a.m. to 6: p.m.

  1. APPLICATION FOR AUTHORITY TO TRAVEL ABROAD
  • Who May Avail of the Service?

                           -Officials/Employees at the Regional Office, Schools Division Office down to the
                            School Level
 

  • What are the requirements?

 
        - Indorsement from the SDO
        - Administrative Clearance from the Division Office
        - Clearance as to money & property accountability (if leave is 30 days or more)
        - CSC form 6 (Application for Leave)
        - Certification of expected date of departure
        - Certification of Bonafide Employee
        - Certification as to who will be the substitute teacher
        - Letter request stating the reason/s for travel
        - DepEd-CO Form A-Application for Travel on Official Time/Official Business
        - Invitation for the requesting party from a foreign host
 
PROCEDURE        
                    
 

     STEP APPLICANT/CLIENT SERVICE PROVIDED DURATION OF ACTIVITY PERSON-IN CHARGE FEES
        1 Present documents to the Records Section Stamp documents as received Within 10 minutes Administrative Assistant/Authorized Employee None
        2 Proceed to the Office of the Regional Director (Rm. 203) For referral Within 10 minutes Staff of the Regional Director  
        3 Proceed to the Personnel Section (Rm. 106) Check completeness/ prepare indorsement Within 15 minutes Administrative Assistant/Authorized Employee  
        4   Approval/Signature of Regional Director or Assistant Regional Director Depends on the availability of the signatory Regional Director’s Office  
       5 Proceed to the Record’ Section for release Stamp released and provide file copy Within 10 minutes Records Section  

 

  1. RETIREMENT UNDER RA 660, RA 1616, PD 1146 and RA 8291/SEPARATION

 

  • Who may avail?

 
Officials/employees in the Regional Office, Schools Division Office down to
The School Level
 

  • Requirements for retirement

 

  • Letter of intent to retire
  • Indorsement from the Schools Division Office
  • Duly Accomplished Application Form
  • Regional/Division Clearance dated as of last day of service
  • Latest Service Record with certification of LAWOP
  • Service Record for previous employer ( if any)
  • Certificate of Last Payment
  • Latest Assets and Liabilities
  • Certificate of No Pending Administrative and Criminal Case/s
  • Ombudsman Clearance
  • Declaration of Pendency/Non-Pendency of Case

Procedure     
 

      Step APPLICANT/CLIENT SERVICE PROVIDED DURATION OF Activity Person-In-Charge FEES
       1
 
 
Present documents in the Records Section Stamp received Within 10 minutes Admin. Asst./ Authorized Employee
 
 
 None
 
 
 
 
 
 
 
         2
        
 
        
         3
 
         
         4
           
Proceed to Rm. 106-Personnel Section
 
 
 
 
Proceed again to Records Section, for releasing
Check the completeness/Prepare Indorsement
 
For  signature of the
Unit Head       
Within 15 minutes
 
 
Within 2 minutes
Authorized employee
 
 
Head of Personnel Section
 

       

  1. TERMINAL LEAVE PAY BENEFITS (DBM REQUIREMENTS)

(Pursuant to the provision of DBM-Budget Circular No. 2013-1 dated April 12, 2013)

  • Requirements
  • Voucher
  • Duly accomplished retirement application (GSIS FORM)
  • Certified true copy of the updated service records

(with certification of inclusive dates of leave without pay(LAWOP), if any)

  • Latest Notice of Salary Adjustment (tally with the last entry of salary

In the Service Record)

  •  Letter of intent to retire
  • Statement of Leave Credits earned certified by the HRMO

(Statement of vl/sl or certificate of S.O., if service credits and Form 6)

  • NSO marriage certificate (if married women)
  • GSIS Clearance/Approval of retirement
  • LARP (DBM Form-Annex  B)

     
                          Additional Requirement (In case of death) 

  • Copy of the deceased retiree’s death certificate
  • Marriage contract (NSO)
  • Judicial or extra judicial statement of estate (duly notarized
  • Copy of decision of the agency’s legal office/adjudication board
  • Identifying the legal heirs of the deceased retiree.      

 
   Note: Please submit certified true copy of the above-mentioned documents in two (2) copies

  •  

                 

       STEP
  1.  
SERVICE PROViDED DURATION OF ACTIVITY
  •  
  •  
          1
 
 
 
 
        
          2
 
 
 
 
 
 
 
          3    
Present documents in the Records Section
 
Proceed to Rm. 106-Personnel Section
 
 
 
 
Proceed to Budget and Finance Division
Stamp
  •  

 
 
 
 
Check the completeness of the documents/ process terminal leave credits
 
 
 
Prepare letter/indorsement to DBM
 
 

Within 10 minutes
 
 
 
 
Within 20 minutes
 
 
 
 
 
 
Within the day
Authorized employee
 
 
 
 
Authorized employee
 
 
 
 
 
 
Authorized employee
  •  

 
 
 
 
 
 
 

 

  1. Request for transfer
  • Letter request
  • Indorsement of the Principal
  • Indorsement from the Superintendent

 

  1. Request for reclassification of positions: Master Teacher I/II, Principals I to  IV

                    Requirements for Master Teacher I/II

  • Recommendation of the SDS (2 copies)
  • Plantilla Allocation List (3 copies)
  • List of Teachers by subject area-8 (for Secondary)

List of Teachers by school in a District (for elementary)
with corresponding item number each page duly signed by the
School Head & the SDS (2 copies)

  • List of existing Master Teacher (s) in the school, if any
  • Service Records (2 copies)
  • Rank List (duly signed by the Chairman & Members of the School/

Division Selection Board, approved by the SDS (2 copies)

  • Official Transcript of Records (original& 1 certified Xerox copy) & permit

to study

  • Certification of Relevant Training-not used during last promotion sanction

by DepEd (certified true copy)

  • CS Form 212 (2 copies)
  •  Performance ratings (3 consecutive rating period prior to ranking)

 

  • SF 7 (certified true copy)
  • PSIPOP

Requirements for Principal I to Principal IV

  • Justification for the reclassification of position
  • Duly Accomplished Form 212 (Personal Data Sheet)
  • Certified, Authenticated and Verified (CAV) Transcript of Records
  • Service Record
  • Performance Rating Sheet for the last three (3) consecutive years
  • Certificates/Proofs of Outstanding Accomplishment
  • Position Description Form for Principal positions
  • NEAP Certification as to the result of NQEP taken and Basic Training Course

for School Heads attended

  •  SBM Task Force’s Certification as to the rating obtained in the internal and

external stakeholders’ assessment

  • Division Selection and Promotion Board’s Certification on the points obtained

In the Psychological Attributes and Personality Traits assessment

  • Enrolment Data (Form 3) in the present school assignment, including the cluster schools handled, if any.
  • Copy of PSIPOP
  • List of Teachers under supervision, with the identification of their respective plantilla item number per latest  post-audited PSIPOP
  • Certification of non-availability of item

 

  1. Request for Implementation of approved Equivalent Record Form (ERF)

 
      Requirements:
 

  • Plantilla Allocation List (PAL-3 copies)
  • Approved ERF (2 certified Xerox copies)

 
 
Procedure

       STEP APPLICANT SERVICE PROVIDED DURATION OF ACTIVITY Person-In-Charge FEES
          1
 
 
 
 
Present documents in the Records Section
 
Stamp received Within 10 minutes Authorized employee None
 
           2 Proceed to Rm. 106-Personnel Section Evaluate and Processed
Prepare indorsement
Within 15 minutes Authorized employee  
           3   For initial by the Unit Head Within 1 min. Head of the Personnel Section
 
 
           4
 
 
 
           5
           
 
 
 
           6
Administrative
Office
 
 
Office of the
Assistant Regional
Director
 
Office of the
Regional Director
For initial
 
 
 
For initial
 
 
 
 
For approval/signature
Within 1 min
 
 
 
Within 10
Minutes
 
 
 
Within 10 minutes
Chief of the Administrative Division
 
Assistant Regional
Director
 
 
Regional Director
 

REQUEST FOR CERTIFICATE OF REMITTANCE TO GSIS PAG-IBIG & PHILHEALTH CONTRIBUTIONS AND LOAN REMITTANCES
 
AVAILABILITY OF SERVICE: Monday-Friday 7:00 AM-6:00 PM
-Who May Avail of the Service?
  Teaching and non-teaching personnel under RPSU Payroll
-What are the requirements?
  1. Philhealth ID (for Philhealth Contributions)
  2. School ID (for other contributions)
 
PROCEDURE :
 

STEP APPLICANT/CLIENT
 
SERVICE PROVIDED DURATION OF ACTIVITY PERSON IN-CHARGE
1  
Fill up application form and surrender ID for verification
   
 
5 Minutes
 
Admin Asst./ Authorized Employee
2
 
 
 
   
Verify the information on the application with the data on the system
 
 
2 Minutes
 
Admin Asst./ Authorized Employee
3    
Print the Certificate of Remittance
 
 
1 Minute
 
Admin Asst./ Authorized Employee
4    
Sign the Certificate of Remittance
   
Chief Admin. Officer/ Authorized Signatory

 
 
 
 
 
 
 
 
 
 
 
REQUEST FOR STOPPAGE/ DEDUCTION OF LOANS AND/OR INSURANCE PREMIUMS
 
 
AVAILABILITY OF SERVICE: Monday-Friday 7:00 AM-6:00 PM
-Who May Avail of the Service?
  Teaching and non-teaching personnel under RPSU Payroll
-What are the requirements?
  1. FOR STOPPAGE:
      a. Photocopy of pay slip (indicating the item to be stopped) 
      b. Certificate of Full Payment of Loan
      c. Stoppage Letter from Lending Institution (in absence of Certificate of Full Payment)
2. FOR DEDUCTION (FOR GOVERNMENT LOANS ONLY):
      a. Statement of Updated Loan Details
     
 

STEP APPLICANT/CLIENT
 
SERVICE PROVIDED DURATION OF ACTIVITY PERSON IN-CHARGE
1  
Fill up Stoppage form with the appropriate requirements attached
   
 
5 Minutes
 
 
2
 
 
 
   
Verify the information on the stoppage form and check the completeness of the attachments
 
 
2 Minutes
 
Admin Asst./ Authorized Employee
3  
Log name and transaction on the Stoppage/Deduction log book
 
 
 
     1 Minute
 
4    
Forward to Encoder assigned per Division
   
Admin Asst./ Authorized Employee
5    
Log-in to System and stop/deduct item on the system
   
Encoder assigned per division

 

 

6. Request for Basic Education Data

 

Specific Function:

To ensure that the region develops the strategic and operational plans,  establishes the policies, standards, and guidelines  and is provided the educational data and information to make governance and operational decisions in improving access to and delivery of quality basic education, through:

 

1. Facilitating the development and implementation of educational plans, policies, standards and guidelines in all areas of basic education through the conduct of research.

2. ​​Leading in the provision and utilization of complete, valid, timely and accurate data and information for planning, budgeting and policy direction and maintenance and updating of the Data Management System.

3. Monitoring and evaluating implementation of policies and guidelines related to Policy Formulation at the regional level.

4. Monitoring and evaluating implementation of policies and guidelines related to Planning and Data Management Systems at the Regional Office and Schools Division

 

Frontline Service: REQUEST FOR BASIC EDUCATION DATA

AVAILABILITY OF SERVICE: Mondays thru Fridays 7:00 AM – 6:00 PM

 

·         Who may avail of the service/s?

Public and Private School Heads, Researchers from (Higher Education Institutions) HEIs and other external stakeholders

 

·         What are the requirements?

Letter-request addressed to the Regional Director, stating the following:

1.       Name and address of requesting party

2.       Email address and other contact details

3.       Specific data/information needed

4.       Specific purpose/use of the data, and

5.       For more than one (1) page data, USB is needed

 

PROCEDURE:

Step

Requesting Party

Service/s to be

Extended

Time

Frame

Person In-Charge

1

Submits the letter request to the Records Section

Stamps: Received

3-5 minutes

Records Section Personnel

2

Brings the same to the Chief Administrative Officer’s or Regional Director’s Office

CAO/RD approves request and attaches routing slip

30 minutes

The CAO/Regional Director

3

Proceeds to PPRD and submits the request and USB

 

Note: USB should be virus-free

1.       Receives request and turns over to the Chief

2.       Chief reviews request and assigns to concerned personnel

3.       Prints/copies data/information requested

3 minutes

 

 

5 minutes

 

 

15 minutes or depending on the amount of data needed

PPRD Staff

 

 

Chief

 

 

Authorized personnel

4

Receives data/information requested

Asks the client to sign the logbook

 

 

5

End of transaction

 

 

 

 

 

7. Payment of Goods Delivered, Services Rendered, Consulting Services, and Contracts in Progress/Completed
Specific Function:
To provide advice to the Regional Director on the financial resources of the Region and its utilization and,
  • provide services in budgeting, accounting, payroll processing, reporting and coordinating with government oversight and fiscal agencies in order to ensure judicious expenditures,
  • to support and attain the Department’s vision, mission and goals.

 
Frontline Service:
PROCESS FOR PAYMENT OF GOODS DELIVERED, SERVICES RENDERED, CONSULTING SERVICES, AND CONTRACTS IN PROGRESS/ COMPLETED.
 
Schedule of service
Monday – Friday
8:00 am – 5:00 pm. No NOON BREAK
Who may avail of the service?

  • Students, Permanent Officials, Suppliers, and Contractors.

What are the requirements?

  • Please refer to COA circular no. 2012-001 and the amended COA circular no.2013-001, it consists of lists of documentary requirements to complete the supporting documents.

 
PROCEDURE:

STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE FEES
 
1   -Receive the Disbursement Voucher and Obligation Request and Status.
 
-Records the transaction details (DV no., Date, Creditor, Payee, Purpose and Amount.)
 
 
 
 
10mins
 
 
 
 
 
5mins
 
-Accounting Clerk
 
 
 
 
-Accounting Clerk
 
 
None
 
 
 
 
 
None
 
2   -Stamp fund availability to ORS and DV.
 
-Check the completeness of documents
 
 
5mins
 
 
5mins
-Budget officer
 
-Budget officer
 
None
 
 
None
 
 
3   -Prepare LDDAP-ADA/SLIIE.
 
 
10mins
 
Admin Assistant II
 
None
4   Sign DV with  LDDAP-ADA for approval; 5mins Chief Finance Officer None
5   Approval Within the day Regional Director None

 
END OF TRANSACTION

 

8. Requirements and Procedures for:

  1. Releasing of Checks
  2. Issuance of Official Receipts
 

 ISSUANCE OF CHECKS (PAYMENT OF OBLIGATIONS)
Availability of the Service:
Monday to Friday (8AM - 5PM)  NO NOONBREAK POLICY
**Releasing of Check/s Transaction only at the window
 
Who may avail of the Service:
Clients from Private, Non-Government & Other Government Institutions; Teaching and Non-Teaching Personnel
 
What are the Requirements:

  1. Payee's Two (2) Valid IDs and/or Authorization Letter/SPA from the Representative
  2. Official Receipt/s (Payment to Utility Companies/External Creditors)

 
Procedure

STEP APPLICANT/CLIENT SERVICE PROVIDED DURATION OF ACTIVITIES PERSON IN-CHARGE
1a Client presents requirements needed, signs the disbursement voucher and if needed, issues Official Receipt/s Verifies Payee's Information and validates requirements presented then releases check/s 3-5 mins Disbursing Officer
*** If Clients' Check Release Schedule is after the Submission of Reports of Checks Issued (RCI), Client is advised to proceed to the Office of Budget and Finance Division (BFD)  and/or Commission on Audit's (COA)
2* Client proceeds to the Office of the  Budget and Finance Division (BFD) or Commission on Audit (COA) to present the needed requirements in releasing of check/s, issues Official Receipt (if needed) then signs the Disbursement Voucher Gives Check Details then being accommodated by the BFD/COA's Personnel to give the Disbursement Voucher 5-15 mins BFD/COA's staff
3* Client returns to Cash Section and shows the document  with check/s details duly signed by authorized BFD/COA's personnel Presents the Warranty Register Logbook for Client/s to affix signature and date of transaction then releases the Check/s 3-5 mins Disbursing Officer
END OF TRANSACTION

 
 
 
ISSUANCE OF OFFICIAL RECEIPTS FOR PAYMENTS/FEES
 
Availability of the Service:
 
Monday to Friday (8AM - 5PM)  NO NOONBREAK POLICY
**Releasing of Check/s Transaction only at the window
Who may avail of the Service:
Clients from Private, Non-Government & Other Government Institutions; Teaching and Non-Teaching Personnel
 
What are the Requirements:

  1. Order of Payment Form
  2. Applicable Fees

 
Procedure

STEP APPLICANT/CLIENT SERVICE PROVIDED DURATION OF ACTIVITIES PERSON IN-CHARGE
1 Proceeds to the window and presents the Duly Signed Order of Payment Form (together with the Necessary Documents) (if none, Client Secures the form from a particular Division/Unit) Checks the issued Order of Payment Form, if none, Advises the Client to proceed to the particular Division/Unit for the issuance of the Form 5-15 min Collecting Officer and/or Particular Division/ Unit Staff
2 Gives Necessary Fees for Payment Verifies Information from the Order of Payment to the Documents presented then requests clients to be seated and wait for the name to be called while preparing the receipt 3-5 mins Collecting Officer
3 Proceeds to the window to get the Official Receipt/s Issues the Official Receipt/s 3-5 mins Collecting Officer
END OF TRANSACTION

 

 

 
 
 

File: