CHED Regional Office I Citizen's Charter 2016 Edition

Republic of the Philippines
OFFICE OF THE PRESIDENT
COMMISSION ON HIGHER EDUCATION
Regional Office No. 1
HEDC Building, Government Center, Sevilla
City of San Fernando, La Union

TABLE OF CONTENTS
Foreword 1
CHED RO1 Credo 2
Service Pledge 3
Mission, Vision, and Service Pledge 4
CHED Powers and Functions 5
Frontline Services
Issuance of Certification, Authentication and Verification (CAV)
of Academic Records for Private and Locally Universities and Colleges
8
Issuance of Special Order (S.O.) for Graduation 11
Service Cycle on the CHED STUDENT FINANCIAL ASSISTANCE PROGRAMS 17
Processing of Applications for Permit and Recognition 29
Field Trip Application 39
Student Internship Abroad Program (SIAP) 41
PUBLIC ASSISTANCE AND COMPLAINTS DESK (PCAD) PROCESS 43
CHED Customer Service Feedback Form (CSFF) 44
Complaint Procedures 46
Organizational Chart 47

This is the 2016 edition of the CHED Region I Citizen’s Charter.
The provisions, guidelines, procedures and timelines in the delivery of
frontline services are updated in accordance with the latest
issuances of the Commission.
Moreover, the personnel in-charge of said services are well-identified to
ensure that clients’ needs are promptly responded to.
With the revisions, we expect to further promote customer service
excellence, thus giving greater impetus on the implementation of RA 9485,
otherwise known as the “Anti-Red Tape Act of 2007” and EO No. 605
entitled, “Institutionalizing the Structure, Mechanisms and Standards to
Implement the Government Quality Management Program, Amending for
the Purpose Administrative Order No. 161, s. 2006.”
Guided by our mantra “Setting the trend for innovation; Leading the way
for transformation; Onward to excellence in higher education.”
We will continue to exemplify good governance as we move on to
cultivate a culture of quality among HEIs in the region.
Our vow is to mold globally competent
and responsible human resources and to serve
with utmost commitment and integrity.
Kami ang inyong tagapagtaguyod, kaagapay
tungo sa paglinang ng yamang tao.
FOREWORD
DR. CHERRIE MELANIE ANCHETA-DIEGO
DIRECTOR IV
1

We are members of the CHED RO1 family.
We are united by a common aspiration to carry out the
goals of higher education and to render the best service to
humanity as expected of a public servant.
This is our mission and we are going to fulfill it, bearing in
m i n d t h e v a l u e s o f s p i r i t u a l i t y ,
responsibility, and accountability, integrity,
professionalism, teamwork and patriotism.
We will strengthen public trust by serving
with excellence grounded with aspiration to
continuously innovate ensuring that higher
education becomes a potent tool for transformation.
We will observe environmental justice so that our purpose
for national development is holistically achieved.
We pledge to abide with this credo in order to make a
difference in this world.
2

We,
the members of the Commission on Higher
Education Regional Office 1, commit to:
S
erve you courteously and with utmost respect from Mon-
day to Friday, 8:00 AM to 6:00 PM;
M
ake your visit to our office satisfying by promptly
attending to your concern/request;
I
nform and update you with policies, standards
and guidelines in the operation of curricular offerings and
scholarship programs, projects, activities, through the
issuance of memoranda, letters and message
through e-mail;
L
ead you towards a culture of excellence by providing you
with technical assistance, scholarship opportunities both
local and international, including seminars, conferences,
in-service trainings and workshops along instruction,
research and extension;
E
mpower higher education institutions and professional
organizations to assist in the growth and development of
its members and stakeholders.
All these we pledge because we love to serve and give you the best,
3

Vision and Mandate
VISION
The Commission on Higher Education (CHED) is the key leader of
the Philippine Higher Education System effectively working in
partnership with other major higher education stakeholders in
building the country’s human capital and innovation capacity to-
wards the development of a Filipino Nation as a responsible mem-
b e r o f t h e i n t e r n a t i o n a l c o m m u n i t y .
MANDATE
Given the national government’s commitment to transformational
leadership that puts education as the central strategy for invest-
ing in the Filipino people, reducing poverty, and building national
competitiveness and pursuant to Republic Act 7722, CHED shall:
A. Promote relevant and quality higher education (i.e. higher
education institutions and programs are at par with international
standards and graduates and professionals are highly competent
and recognized in the international arena);
B. ensure that quality higher education is accessible to all who
seek it particularly those who may not be able to afford it;
C. guarantee and protect academic freedom for continuing intel-
lectual growth, advancement of learning and research, develop-
ment of responsible and effective leadership, education of high
level professionals, and enrichment of historical and cultural her-
itages; and;
D. commit to moral ascendancy that
e r a d ic a t es c o r r up t p r ac tic es ,
in s ti tu tio n ali z es t r an s p a ren c y
and accountability and encourages
participatory governance in the
Commission and the sub-sector.
4

 Formulate and recommend development plans, policies,
priorities, and programs on higher education;
 Formulate and recommend development plans, policies,
priorities, and programs on research;
 Recommend to the executive and legislative branches priorities
and grants on higher education and research;
 Set minimum standards for programs and institutions of
higher learning recommended by panels of experts in the field
and subject to public hearing, and enforced the same;
 Monitor and evaluate the performance of programs and
institutions of higher learning for appropriate incentives as
well as the imposition of sanctions such as, but not limited to,
diminution or withdrawal of subsidy, recommendation on the
downgrading or withdrawal of accreditation, program
termination or school course;
 Identify, support and develop potential centers of excellence in
program areas needed for the development of world-class
scholarship, nation building and national development;
 Recommend to the Department of Budget and Management
(DBM) the budgets of public institutions of higher learning as
well as general guidelines for the use of their income;
 Rationalize programs and institutions of higher learning and
set standards, policies and guidelines for the creation of new
ones as well as the conversion or elevation of schools to
institutions of higher learning, subject to budgetary limitations
and the number of institutions of higher learning in the
province or region where creation, conversion or elevation is
sought to be made;
CHED Powers and Functions
5

 Develop criteria for allocating additional resources such
as research and program development grants, scholarships,
and the other similar programs: Provided, that these shall not
detrac t fro m th e fiscal auton omy alread y
e n j o y e d b y c o l l e g e s a n d u n i v e r s i t i e s ;
 Direct or redirect purposive research by institutions of higher
learning to meet the needs of agro-industrialization
and development;
 Devise and implement resource development schemes; Admin-
ister the Higher Education Development Fund, as described in
Section 10 of R.A. 7722, which will promote the purposes of
higher education;
 Review the charters of institutions of higher learning and state
universities and colleges including the chairmanship and mem-
bership of their governing bodies and recommend appropriate
measures as basis for necessary action;
 Promulgate such rules and regulations and exercise such other
p o w e r s a n d f u n c t i o n s a s m a y b e
necessary to carry out effectively the purpose and objectives of
R.A. 7722; and;

 Perform such other functions as may
be necessary for its effective
operations and for the continued
e n h a n c e m e n t , g r o w t h a n d
development of higher education.
6

Trust..
Loyalty..
Conscience..
7

A. Issuance of Certification, Authentication and Verification (CAV) of academic
records of students and graduates from Private and Public HEIs
B. Issuance of Special Order for graduation
C. CHED Student Financial Assistance
ISSUANCE OF CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV)
OF ACADEMIC RECORDS OF STUDENTS AND GRADUATES FROM PRIVATE HEIs
AND LOCAL UNIVERSITIES AND COLLEGES
Frontline Services
Introduction
All college students and graduates who have the intention to secure
employment here and abroad may apply for the certification, verifi-
cation and authentication of their scholastic records. This is to ensure
that their academic documents being issued by their respective
colleges/universities are genuine and authentic thereby employers
and other entities will be secured of engaging their services.
CLIENTS
 College students/graduates thru HEI
representative/s
• Individual college student/graduate
SCHEDULE
Monday to Friday 8:00 am – 5:00 pm
Reference:
CHED Memorandum Order No.17, s. 2013
“Enhanced Policies and Guidelines for the Certification, Authentication
and Verification (CAV) of School Documents”
CHED Memorandum Order No.05, s. 2016
“Amendments to the Guidelines on CMO No. 17, S. 2013 dated June
10, 2013 “Enhanced Policies and Guidelines for the Certification,
Authentication, and Verification (CAV) of School Documents”
8

REQUIREMENTS
Requirements:
A. For Graduates of Bachelors Degree/Graduate
Degree
1. Indorsement from the HEI Registrar
2. Copy of Transcript of Records (TOR) and/or
Diploma and other records duly certified by the School
Registrar
*Copy of Authenticated RLE for Nursing Graduate
3. Certified photocopy of Special Order (SO)
B. For College Students/Undergraduates
1. Indorsement from the HEI Registrar
2. Certification of Enrolment/Units Earned
3. Copy of Transcript of Records (TOR)/earned
units certified by the School Registrar
FEES
Abroad: Ten (10) working days
Local: One (1) day
Php 80.00
CHED Administrative Order
(CAO)
TOTAL DURATION
OF PROCESS
HOW TO AVAIL OF THE SERVICE
NO Applicant/
Client Step
Agency Action Office/
Person in
Location
of Office
Duration
of
Activity
1 Submits
required
documents
Receives and verifies/validates
the documents submitted and
certification of Registrar, and
i s s u e s o r d e r
of payment
Receivin
g Staff
CHEDRO
Administr
ative
Division
One (1)
Day
2 Proceeds to
the Cashier for
payment of
Issues Official Receipt (OR) Cashier/
Cash
Clerk
CHEDRO
Administr
ative
3 S u b m i t s
accomplished
form and OR.
Receives claim
stub
Issues claim stub to be
presented to the DFA for
issuance of the authenticated
documents with Red Ribbon or
CHEDRO, for local purposes
Receivin
g Staff
CHEDRO
Administr
ative
Division
9

NO Applicant/
Client Step
Person in
Charge
Location
of Office
Duration
of Activity
4 Processes the submitted
documents:
a. Prepares the CAV printed on
the security paper for signature
of the Chief Administrative Officer
b. Stamps the document with dry
seal
c. Releases the CAV printed on
the security paper and files the
second copy of the application
and certification
Staff - in-
charge
CHEDRO
Administr
ative
Division
One (1) day
5 Claims the
CAV (local
employment
) at CHEDRO
Releasing
Staff
CHEDRO
Administr
ative
Division
6 CAV for employment abroad:
a. Prepares master list and
transmits application received
through DFA’s official courier for
DFA authentication
Staff-In-
Charge
CHEDRO
Administr
ative
Division
Twice a
week
END OF TRANSACTION
Issuance of Special Order (S.O.) for Graduation
All Registrars from private HEIs are required to apply for Special Order of all graduating
s t u d e n t s i n t h e i r r e s p e c t i v e c o l l e g e s a n d u n i v e r s i t i e s ,
60 calendar days before the date of graduation. The SO Number certifies that the stu-
d e n t h a s s a t i s f a c t o r i l y c o m p l e t e d a l l t h e a c a d e m i c
requirements leading to the degree being pursued. The Commission shall process the
application and return to the institution within 30 calendar days from receipt of the ap-
plication. Any defect in the application may cause the Commission to withhold the is-
suance of the special orders.
EXEMPTION:
1. Students graduating in accredited programs, at least level 1
2. Students graduating in Private HEIs granted autonomous/deregulated status
11

 College/University Registrar
or duly authorized school offi-
cial
SCHEDULE
FEES
Free of Charge
CLIENTS
REQUIREMENTS
1. Duly accomplished application for Special
Order signed by the Registrar
or duly authorized school official
2. Form IX (Summary of Courses and Grades)
3. Summary of Related Learning Experiences/
Cases Attended
(for Nursing/Midwifery Programs)
4. Copy of the Thesis/Dissertation and Abstracts
(CD - PDF File Type)
(for Graduate and Post-Graduate Programs)
5. The following additional documents are
required for Foreign Students
 Copy of Notice of Acceptance (NOA)
Photocopy of Certificate of Admission (CEA)
for Medicine and Dentistry
References:
CHED Memorandum Order 21, s 2003
“Grant of Autonomy and Deregulated Status to Selected Higher
Education Institutions with Benefits
Accruing Thereto.”
“Revised Policies and Guidelines on Voluntary Accreditation in Aid of
Quality and Excellence in Higher Education”
“Manual of Regulations for Private Higher Education of 2008”
CHED Administrative Order No. 01, s 2012
“Handbook on CHED Regional Office Operations”
CHED Regional Memo No. 02, s. 2013
“Filing of application for SO/s to graduate from degree programs
Manual of Regulations for Private Higher Education
“Article XXIII. Section 10. Special Orders”
12

NO Applicant/
Client Step
Person in
Charge
Location of
Office
Duration
of Activity
1 Submits
application
Receives the S.O.
application for gradua-
tion.
Encode in S.O.
Application System
Receiving
Staff
CHEDRO
Administra-
tive
Division
4 days
2
Evaluates S.O.
application against the
approved curriculum
Supervisor-in
-Charge of
the Program
CHEDRO
Technical
Division
12 days
3 Assigns S.O. Number In-charge CHEDRO
Administra-
tive
Division
4 days
4 Reviews the S.O. Appli-
cation processed by
Supervisor in charge of
the program
CEPS CHEDRO
Technical
Division
5 days
5 Forwards the applica-
tion to the Office of the
Director IV for approval/
disapproval
Regional
Director
Office of the
Director IV
5 days
6 Receives the
approved /
disapproved
application
Releases approved/
disapproved
application
Releasing
Officer
END OF TRANSACTION
1. NON-ACCREDITED PROGRAMS
14

No Applicant/Client Step Agency Action Office/Person
in Charge
1 Registrar/Liaison Officer sub-
mits to the Officer of the Day
notarized Roaster of Gradu-
ates (ROG)
2 Receiving staff stamps received
the ROG
Receiving Staff
3 Registrar/Liaison Officer re-
ceives School Copy
4 Records Officer records/logs it in
the record book and a tracking
slip is attached thereof.
Records Officer
5 In-charge forwards the ROG to the
Office of the Regional Director.
In-charge
6 Records Officer files copy of the
ROG for reference
Records officer
7 Registrar/Liaison Officer fills-
up feedback and/or com-
plaint form from the Officer of
the Day and submits the same
to the Officer of the day or
drops in the Suggestion Box.
Records Officer receives and files
the feedback and/or compliment
form.
Records officer
2. ACCREDITED PROGRAMS
15

SERVICE CYCLE ON THE
CHED STUDENT FINANCIAL ASSISTANCE PROGRAMS
INTRODUCTION
The Student Financial Assistance Programs is one of the major
programs of the Commission on Higher Education to increase the number
of graduates in colleges and universities offering programs crucial to the
development of a strong and vibrant Philippine economy. The program is
primarily a financial assistance to deserving students whose families cannot
fully support their college education.
1. Must be a Filipino Citizen;
2. Must be a high school graduate, candidate for graduation, with earned
units in college, passer of ALSIPEPT;
3. Must have a combined annual gross income of parents/guardians not to
exceed Three Hundred Thousand Pesos (P300,000);
4. Must avail of only one CHED Scholarship or financial program; and
5. Must not be a graduate of any degree program.
A. Academic Requirements
1. For Incoming First Year Students
• For fourth year high school applicants—third year grades and
first three grading periods of fourth year
• For high school graduates—fourth year Form 138
2. For applicants with earned units in college
• Certificate of grades in all subjects in completed semesters
3. For other applicants
• ALS—Accreditation and Equivalency Test Passer Certificate
• PEPT—Certificate of Advancing to the Next Level
WHO CAN AVAIL
OF THE SERVICE
17

B. Other Requirements
1. Latest Income Tax Return (ITR) of parents or guardian, or
2. Certificate of Tax Exemption from the BIR, or Certificate of Indigency
from their Barangay
3. Certificate of Good Moral Character from the last school attended
SCHEDULE
FEES
Free of Charge
Phase I
Phase I of the CHED STUFAPs service primarily involves the
dissemination and application stage,. The various scholarship programs are
disseminated to the public, to include qualifications and deadline of filing
applications. This stage extends to the screening of applicants and award-
ing of new slots to qualified grantees and scholars. This stage thus further
includes the preparation of master lists for both new and on-going scholars.
Step Applicant/Petitioner Administrator’s/
Office Activity
Duration
of activity
Person/s In-Charge
1 StuFAPs unit dis-
seminates scholar-
ship programs
through DepEd/
Secondary Schools,
media and HEIs.
One month
(December
)
StuFAPs and
Information Officer
2 Applicant secures/
downloads application
form, fill it out and submit
the same to the Regional
Office, addressed to the
Regional Director, includ-
ing complete documen-
StuFAPs Coordina-
tor issues applica-
tion forms, bro-
chure and orients
applicant of the
requirements.
5 minutes StuFAPs
Coordinators
18

Step Applicant/Petitioner Administrator’s/Office
Activity
Duration
of activity
Person/s In-
Charge
3 Applicant files duly ac-
complished application
forms to the StuFAPs unit
and advised to wait for
the official result of the
regional ranking.
StuFAPs coordinator re-
ceives and stamps ap-
plication submitted and
advises applicants to
wait for the result of the
regional ranking and be
notified accordingly
from May-June.
10 minutes
per client
StuFAPs
Coordinators
4 The StuFAPs unit reviews
the applications submit-
ted according to set
criteria.
5 days StuFAPs
Coordinators
5 The StuFAPs unit deter-
mines qualified appli-
cants and ranks them
using selection criteria.
5 days StuFAPs
Coordinators
6 StuFAPs unit prepares
rank list.
StuFAPs
Coordinators
7 Supervising Education
Program Specialist
(SEPS) reviews ranklist.
2 days SEPS
8 SEPS forwards the rank
list to the CEPS for ap-
proval.
10 minutes SEPS
9 CEPS forwards ranklist to
RD
CEPS
10 RD approves ranklist for
the awarding of slots.
1 day RD
11 StuFAPs unit prepares
notices of award to
qualified applicants per
program based on slots
issued by OSS,CHEDCO.
3 weeks StuFAPs
Coordinators
12 StuFAPs unit notifies
qualified applicants via
phone, text message,
letter regarding the
awarding of their
scholarship.
3 weeks StuFAPs
Coordinators

Step Applicant/
Petitioner
Administrator’s/Office
Activity
Duration of
activity
Person/s In-
Charge
13 For qualified applicants
who cannot be reached
via phone/text message,
StuFAPs unit notifies them
via registered mail through
RO.
2 weeks PIC, Records
Unit
14 CHEDRO1 schedules issu-
ance of notice of scholar-
ship and confirmation slips
by province and conduct
of orientation and issuance
of IDs
1 day per prov-
ince
StuFAPs
Coordinators
15 Scholars/grantees fills up
confirmation slip and returns
to CHEDRO if mailed.
1 hour StuFAPs
Coordinators
16 StuFAPs coordinators pre-
pare masterlist for each
program.
3 weeks StuFAPs
Coordinators
17 SEPS reviews masterlist. SEPS
forwards masterlist to CEPS.
3 days SEPS
18 CEPS forwards masterlist to
RD for approval.
1 day CEPS
19 RD Approves masterlist. 2 days RD
20 StuFAPs Unit prepares
Transmittal Letter of
masterlist addressed to
OSS,CHEDCO with request
for funding.
30 minutes StuFAPs
Coordinators
21 RD approves transmittal
with Request for Funding.
1 day RD
22 Records Officer releases
masterlist with transmittal
letter to OSS. CHEDCO.
3 minutes PIC, Records
Unit
21

Phase II
Phase II of the service covers the submission of certificates of enrollment, billing and
grades by the scholars and grantees for the processing of their financial benefits. As
such, this stage involves the preparation of vouchers of scholars/grantees with
complete supporting documents.
Step Applicant/Petitioner Administrator’s/Office Ac-
tivity
Duration of
activity
Person/s In-
Charge
1 Scholars/grantees sub-
mit CEB, certification
of grades during the
semester to the
Scholarship Unit.
Scholarship Coordinator
receives documents.
5 minutes Scholarship
Coordinators
2 Scholarship coordinators
c o u n t e r c h e c k
documents against mas-
terlist.
2 hours per
program
Scholarship
Coordinators
3 StuFAPs unit forwards the
Masterlist to the account-
ing or Administrative Unit
for assigning of Disburse-
ment Voucher Number
3 minutes StuFAPs Coor-
dinators
4 StuFAPs coordinators pre-
pare vouchers.
3 days per
program
Scholarship
Coordinators
5 StuFAPs coordinators re-
view entries in the vouch-
er vis-a-vis the docu-
ments.
3 days per
program
Scholarship
Coordinators
5 StuFAPs coordinators re-
view entries in the vouch-
er vis-a-vis the docu-
ments.
3 days per
program
Scholarship
Coordinators
22

Phase III
Phase III of the service includes the preparation and release of checks to the scholars/
grantees. This task is primarily undertaken by the Administrative and Finance Unit of the
office.
Activity
Duration
of activity
Person/s In-
Charge
I. Preparation of Check
1 Accountant submits copies
of Disbursement Voucher
(DV) or LDDAP with
supporting documents to
the cashier
The accountant:
· Records in the IP the name
& amount to their respec-
tive fund, if claim is not yet
paid.
If no funds are available, set
aside DV to For Action File.
If funds are available,
accomplish box A of DV for
certification & assign No-
tice of Cash allocation
(NCA) to the lower portion
of DV. Retain copy 2 of OS
for file.
13 days
per pro-
gram
Accountant
Activity
Duration of
activity
Person/s In-
Charge
6 StuFAPs Coordinators
record the prepared
vouchers for control.
1 hour Scholarship
Coordinators
7 StuFAPs Coordinators
endorses to Administrative
and Finance Unit (AFS)
vouchers, for accountants
signature/ approval
1 hour
23

Activity
Duration
of activity
Person/s In-
Charge
2 Forwards the verified
documents to the cash-
ier.
Cashier receives the DV
for preparation of checks
-Accountant forwards the
Disbursement Voucher
(DV) with complete sup-
porting documents to the
cashier. If incomplete, it
should be returned to the
S t u F A P s
C o o r d i n a t o r f o r
compliance.
· Receives copies of DV, 1
copy of OS and supporting
documents.
-Verifies completeness of
signatories on the DV.
Prepares check in three
copies. Retrieves from file
the Check disbursements
records and records the
date, reference of check
number, name of payee,
nature of payment and
amount of DV and extract
the new balance of the
NCA.
-Reviews the amount of the
check against the DV and
supporting documents.
Signs the check.
-Prepares Advice of
Checks Issued and
Cancelled (ACIC) and
signs the prepared checks/
LDDAP by portion of the
ACIC.
3 Minutes Cashier
24

II. Releasing of Checks
Activity
Duration
of activity
Person/s In-
Charge
Real Time Processing
- U p o n s u b m i s s i o n o f
documents of scholars/
grantees the assistance will be
processed immediately if funds
i s
available.
-Prepares disbursement vouch-
er and forwards the same to
t h e a c c o u n t a n t f o r
obligation.
-DV will be forwarded to cash-
ier for check preparation
-If signed it will be released to
the scholar/grantee.
3 Forward the DV, OS,
supporting documents,
check & ACIC to the
Budget officer countersigns the
check.
1 minute Chief
Administrative
Officer
4 Forwards the DV, OS,
Supporting documents,
check & ACIC to the
Regional Director signs the
check, ACIC and Box B of DV
for approval of payment.
1 minute RD
5 Signed checks are for-
warded to the StuFAPs
Coordinator
StuFAPs Coordinator records
signed checks in the data-
base.
1 minute StuFAPs
Coordinator
6 Forwards the DV, OS,
supporting documents,
signed check & ACIC
to the Cashier
The Cashier:
· Receives the DV, OS, support-
ing documents,
signed check & ACIC and veri-
fies completeness of signato-
ries of the check.
· Sorts the ACIC to be submit-
ted to the bank. Sort check of
1 minute Chief
Administrative
Officer
25

Step Applicant/
Petitioner
Administrator’s/Office Activity Duration of
activity
Person/s
In-Charge
1 Records in the logbook the date of
release of check, name of payee
2 minutes Cashier
2 Student inquires
payment of finan-
cial benefit to the
cashier
Cashier issues the DVs to the stu-
dent for signature in the received
for payment portion & received by
portion of the logbook. Cashier re-
leases the original of check & copy
3 of DV to the payee
2 minutes Cashier
References:
CHED Memorandum Order 01, s. 2014
“CHED Priority Courses for AY 2014-2015 to AY 2017-2018”
CHED Memorandum Order 13, s. 2014
“Revised Guidelines for the Implementation of StuFAPs effective AY 2014-2015”
RDC—Exec. Committee Resolution No. 41, s. 2014
26

CHED Priority Courses for AY 2014-2015 to AY 2017-2018
CHED Memorandum Order (CMO) No. 01, s. 2014
27

Programs and Standards Service
Processing of Applications for Permit and Recognition
SERVICE CYCLE ON THE
PROCESSING OF APPLICATIONS FOR PERMIT
INTRODUCTION
The Commission on Higher Education is mandated to set minimum standards for
programs in institutions of higher learning and enforce the same. As such, higher
education institutions intending to operate undergraduate and graduate programs
are required to secure authorization from the Commission on Higher Education. For the
initial authority to operate the program up to the third level, a permit status is issued.
Upon meeting all the prescribed requirements to operate the program from first year
to fourth and/or fifth year, recognition status is granted to the HEI which is one of the
requirements for the issuance of Special Order for Graduation to the students enrolled
in the program. The same is the basis for the provision of benefits, incentives, grants
and assistance to HEIs.
CLIENTS
Higher Education Institutions (HEIs)
• Private HEIs
• Local Universities and Colleges (LUCs)
• State Universities and Colleges (SUCs)
Not later than June 30 of the year
preceding the intended year of
operation
PERIOD OF
APPLICATION
SCHEDULE
APPLICATION REQUIREMENTS FOR PERMIT TO OPERATE A PROGRAM
# Documents
1 HEI’s application letter duly signed by Chairman of Board of Trustees/President or author-
ized representative including notarized affidavit
Note: A letter of intent is not considered an application.
2 For private HEIs: Articles of Incorporation and By-Laws duly registered with Securities and
Exchange Commission
For local colleges: Copy of original Ordinance approving establishment
For SUCs: Copy of Charter
29

# Documents
3 Copy(ies) of Transfer of Certificate(s) Title (TCT)/Lease Contract/Ownership of
School Building
4 Certificate of Occupancy for building(s) to be used in the name of HEI and indicat-
ed for educational purpose issued by City/Municipality’s Office of Building Officials
5 Feasibility study to include:
 Brief description of proposed program
 Institutional mandate & philosophy and goals of proposed program
Management viability such as:
- Management capability and administrative competence as reflected in the
Organizational chart and qualifications of Management personnel
Market viability in terms of:
 Demand for graduates/employment opportunities (at least in the next 5 years)
- Prospective students (enrollment projection)
- Presence of existing higher education institutions (HEIs) offering same course
within the area
 Financial viability in terms of sustainability of operation such as:
- Financial soundness
- Projected income and expenditure
- Schedule of proposed tuition & other fees
 Other operational aspects
- Location of school in relation to factors that are not conducive to learning such
cockpits, dancing halls, bars or recreational places of questionable character,
bowling alleys, movie houses, markets, garbage dumps, funeral parlors, jails,
cemeteries and others
6 School Administrators (President, Vice President(s), Director(s), Dean(s), Program
Chair(s)/Head(s), Coordinator(s), etc.)
a. Spreadsheet should include following information:
 Position/Designation
 Educational qualifications (where and when obtained)
 Professional License Number & Expiration date (if applicable)
 Nature of appointment (permanent/temporary)
 Status (fulltime/part-time)
b. Certified true copy of Transcript of Records
c. Certified true copy of Professional License (if applicable)
d. Copy of Resume/Curriculum Vitae
e. Copy of notarized appointment/contract of employment
(to be submitted if already hired)
f. Letter of commitment (if not yet hired but to submit notarized appointment/
contract before issuance of initial permit/recognition)
g. Approved resignation from previous employer (to be submitted before issuance
of initial permit/recognition)
30

# Documents
7 Faculty Members
a. Spreadsheet should include the following information (separate spreadsheet for
faculty handling General Education subjects and Professional subjects):
 Name
 Field of specialization
 Subjects to be taught
e. e. Copy of notarized appointment/contract of employment (to be submitted if
already hired)
h. Permit to teach, if applicable
8 Non-teaching personnel (Registrar, Guidance Counselor, Administrative staff, etc.)
 Name
d. Copy of notarized appointment/contract of employment
9 Curriculum
 Distribution of subjects per term
 Summary of units
 Course description (by subject)
 Course Syllabus (by subject)
31

10 Library
A. Librarian (copy of Transcript of Record, appointment, professional licenses
B. Facilities (floor space in sq. m.) – to include pictures
C. Seating capacity (combined number of students & faculty at one time)
D. Library collections (books, journals, magazines, dictionaries, almanacs, etc.)
 List of 5 non- duplicated book titles per subject in the curriculum published
within the last 5 years
 List of book collections/accessioned books
- Start-up -3,000 library collections (for initial permit)
- Minimum of 5,000 library collections (for recognition)
 List of subscription to relevant professional journals
Note: List should be in spreadsheet to include author, title of book, year of publica-
11 Physical facilities to be used exclusively for tertiary programs (to include pictures)
 School site
 Total floor area (in sq. m.)
 Buildings
 Number & size of classrooms/ lecture rooms
 Number & types of laboratories
Note: Refer to PSG for the Program applied for
12 List of equipment and other instructional devices/aids
13 Support facilities
 Audio visual room
 Sports and recreational, if outsourced to include notarized MOA
14 Support services
a. Guidance and counseling
b. Medical and dental services for students and faculty, if outsourced to include
notarized MOA
15 NSTP
a. Coordinator (copy of Transcript of Record & appointment)
b. NSTP office
c. Affiliation to Accredited NSTP Provider, if outsourced, to include notarized MOA
16 School bond in the amount of one hundred thousand pesos (P100,000.00) in cash
17 Application fee in the amount of eight thousand pesos (P8,000) in cash or check
18 Inspection fee in the amount of fifteen thousand pesos (P15,000) in cash or check
32

APPLICATION REQUIREMENTS FOR GOVERNMENT RECOGNITION OF A PROGRAM
# Documents
1 HEI’s application letter duly signed by Chairman of Board of Trustees/
President or authorized representative including
notarized affidavit
2 Copy of latest permit issued by CHED for the program
3 Copy(ies) of Transfer of Certificate(s) Title (TCT)/Lease Contract/
Ownership of School Building
4 Certificate of Occupancy for building(s) to be used in the name of HEI
and indicated for educational purpose issued by City/Municipality’s
Office of Building Officials
5 Schedule of Tuition and other fees
6 School Administrators (President, Vice President(s), Director(s), Dean(s),
Program Chair(s)/Head(s), Coordinator(s), etc.)
 Name
 Position/Designation
f. Letter of commitment (if not yet hired but to submit notarized
appointment/contract before issuance of initial permit/recognition)
g. Approved resignation from previous employer (to be submitted before
issuance of initial permit/recognition)
33

# Documents
7 Faculty Members
a. Spreadsheet should include following information (separate spreadsheet for
faculty handling General Education
subjects and Professional subjects):
 Name
 Field of specialization
 Subjects to be taught
h. Permit to teach, if applicable
8 Non-teaching personnel (Registrar, Guidance Counselor,
Administrative staff, etc.)
 Name
d. Copy of notarized appointment/contract of employment
9 Curriculum
 Distribution of subjects per term
 Summary of Units
 Course description (by subject)
 Course Syllabus (by subject)
10 Library
a. Librarian (copy of Transcript of Record, appointment, professional license)
b. Facilities (floor space in sq. m.) – to include pictures
c. Seating capacity (combined number of students & faculty at one time)
d. Library collections (books, journals, magazines, dictionaries, almanacs, etc.)
 List of 5 non- duplicated book titles per subject in the curriculum published
within the last 5 years
 List of book collections/accessioned books
- Start-up -3,000 library collections (for initial permit)
- Minimum of 5,000 library collections (for recognition)
 List of subscription to relevant professional journals
Note: List should be in spreadsheet to include author, title of book, year of
publication and number of volumes
11 Physical facilities to be used exclusively for tertiary programs
(to include pictures)
 School site
 Total floor area (in sq. m.)
 Buildings
 Number & size of classrooms/ lecture rooms
 Number & types of laboratories
Note: Refer to PSG for the Program applied for
34

# Documents
12 List of equipment and other instructional devices/aids
13 Support facilities
 Audio visual room
 Sports and recreational, if outsourced to include notarized MOA
 Canteen
 Faculty lounge
 Student lounge
14 Support services
a. Guidance and counseling
b. Medical and dental services for students and faculty, if
outsourced to include notarized MOA
15 NSTP
a. Coordinator (copy of Transcript of Record & appointment)
b. NSTP office
c. Affiliation to Accredited NSTP Provider, if outsourced, to include notarized MOA
16 Application fee in the amount of four thousand pesos (P4,000) per program in cash
or in check payable to CHEDRO
17 Inspection fee in the amount of four thousand pesos (P4,000) in cash or check pay-
able to CHEDRO (for government recognition)
Filing of Application:
A. Permit Phase—Filed not later than June 30 of the year preceding the intended
academic year of operation.
B. Recognition Phase—Filed not later than the first working day of November of the
school year prior to the year which recognition is sought.
Step Applicant/Client Person in-charge/ Records Unit
(PIC-RU)
Duration
of activity
Person-
in-
Charge
1 The Liaison Officer of
the Higher Education
Inst itut ion (HEI )
submits three (3)
folders of application
accompanied by
d o c u m e n t a r y
requirements per
program.
PIC, Records Unit assesses the com-
pleteness of the documents submit-
ted.
 If not complete, PIC-RU
returns application to applicant-
HEI
 If complete, PIC-RU stamps
“Received” on the transmittal let-
ter on the first page of the nota-
rized application
- Records it in the logbook
- Assigns application index
20 minutes
per
applica-
tion
PIC

Step Applicant/Client Person in-charge/
Records Unit (PIC-RU)
Duration of
activity
Person-in-
Charge
2 The Liaison Officer
receives a folder of
the application for
their file.
PIC-RU forwards applica-
tion to the Office of the
Regional
Director (RD), Secretary
logs in application.
Attaches routine slip
before forwarding appli-
cation to RD
RD refers application to
Chief Education Program
Specialist (CEPS) and Ed-
ucation
Supervisor-In- Charge of
the Program (ESIP)
through routine slip
2 minutes per
application
2 minutes per
application
PIC-RU
3 ESIP conducts documen-
tary evaluation using the
Program Checklist
CEPS reviews the docu-
ment evaluated by ESIP
If application is found
deficient on documen-
tary requirements, ESIP
prepares deficiency letter
for the Regional Director’s
signature.
If found complete and
compliant with minimum
requirements, ESIP
prepares letter to the
RQAT (Regional Quality
Assessment Team) and
notice of visit to HEI.
30 minutes per
program
30 minutes
1 hour
30 minutes
ESIP
CEPS
ESIP
ESIP
35

Step Applicant/Client Person in-charge/
Records Unit (PIC-RU)
Duration
of
Person-in
-Charge
4 RQAT conducts ocular in-
spection and submits
evaluation report within 5
days after the visit.
1 day
per pro-
gram
RQAT
5 ESIP prepares transmittal
letter of the RQAT Evalua-
tion Report to the appli-
cant HEI
30
minutes
ESIP
6 Liaison Officer receives copy of
the Certificate of Authority
A. If found in order, ESIP
and CEPS recommend
the deliberation of the
application to the Com-
mittee on Deliberation,
c h a i r e d b y t h e
Regional Director upon
which the authorization
c e r t i f i c a t e i s
prepared.
B. If the RQAT report re-
veals major deficiencies,
the HEI is informed and
given time to comply.
C. If HEIs did not rectify
deficiencies noted within
the prescribed period, the
application is denied for
the year applied for.
1 day
30
Minutes
RD
CEPS
7 Liaison Officer fills-up feedback
and/or complaint form from the
Officer of the Day.
Officer of the Day re-
ceives and files the feed-
back and/or complaint
form.
Issue TP/GR
3 minutes PIC-RU
36

ITEM/SERVICE RATE (Php) Client
I. Application for Permit to establish a new school
School Bond 100,000.00 Applicant/Incorporators
Certificate to operate as HEI 8,000.00
II. Application for permit to offer academic programs
Temporary Permit 8,000.00 HEIs
Renewal of Temporary Permit 8,000.00 HEIs
Government Recognition 8,000.00 HEIs
Masters program 8,000.00 HEIs
Doctorate program 10,000.00 HEIs
Certificate of Compliance to offer
HE programs
8,000,00 HEIs
Inspection Fee 15, 000.00 HEIs
III. Application for Accreditation
University Status 150,000.00 HEIs
Autonomous Deregulated
Main Campus
Branch Campus
100,000.00
50,000.00
HEIs
HEIs
Application for ETEEAP deputation 15,000.00 HEIs
(per additional ETEEAP program) 15,000.00 HEIs
Certificate for NGOs as National
Service Training Provider
15,000.00 Training Partners
References:
CHED Memorandum Order No. 04, s. 2008
“Manual of Regulations for Private Higher Education of 2008”
CHED Memorandum Order No. 3, s. 2009
“Applicability of the Manual of Regulations for Private HEI of 2008 to State Universities
and Colleges (SUCs)”
CHED Administrative Order No. 01, s. 2012
“Handbook on CHED Regional Office Operations”
CHED Administrative Order No. 04, s. 2014
“Revised rates for Fees, Charges and Assessments”
Policies, Standards and Guidelines Governing Operation of Programs applied for.
FEES
37

CLIENTS
Field Trip Application
• Private HEIs
1. The higher education institution (HEI) shall inform the CHED Regional Office 1
(CHEDRO1) on the nature of the educational tours and/or field trips to include purpose,
schedule, destinations, and cost at least one (1) month before the opening of classes
for every academic year (Section 16 of CMO No. 17, series of 2012) by filling up the
online form (www.edutours.chedro1.com).
2. The CHEDRO1 acknowledges the HEI’s letter of intent regarding the educational
tours and/or field trips. It informs the concerned HEI to submit the required
documents (as contained in Annex A of said CMO) at least one (1) month before the
conduct of said field. This will give ample time to process said documents.
3. The required documents are the following:
A. Syllabus of the subject requiring educational tour and/or field trip
B. Student’s handbook with provisions on educational tours and/or field trips, it was
discussed during the General Orientation and outline of Assessment Report to be
f i l l e d i n b y t h e c o n c e r n e d f a c u l t y a n d s t u d e n t s ;
C.letter of notification from the Administration indicating Faculty-in-charge role and
responsibilities before, during and after the educational tours and fieldtrips;
D.Letter of requests of sending HEI and duly approved/acknowledged by the Local
Government and other concerned non-government offices,
E. Minutes of the meeting and attendance sheet during the consultation
conducted to concerned students, faculty and stakeholders;
F. Destination chosen considering cost and benefit requirements and Fund
and other resources properly secured were included in the minutes of the meet-
ing;
G. Briefing of the concerned students including the minutes of the meeting
and attendance sheet;
H. Gantt chart, itinerary duly approved by the HEI and Travel Agency’s or Tour
Operator’s Accreditation
I. Latest certificate issued by Department of Tourism;
39

J. Insurance Policy holder of the concerned students, faculty-in-charge and con-
cerned stake holders;
K. Standard Format of Learning journals given to students;
L. Copy of the announcement to students, faculty and parents made one (1) to
two (2) months before the scheduled date of educational tour/field trip;
M. Copy of Risk Assessment plans and preventive measures given to students
and stakeholders;
N. Individual medical clearance of students to include medical aid kits
are provided;
O. Written schedule of fees disseminated to concerned stakeholders; and,
P. Individual duly notarized parent/guardian’s consent submitted before
the activity.
4. If there are lacking documents, the CHEDRO1 notifies the concerned HEI.
If the documents are complete, the CHEDRO1 issues indorsement to concerned
HEI.
5. Seven (7) days upon returning from the activity, the HEI should submit document
that the following procedures/steps were conducted:
During the Educational Visit or Field Trip:
6.1.a. concerned parents were informed on the securities of the students;
6.1.b. proper implementation of educational visit or field trip; and,
6.1.c. Properly coordinated with concerned LGU and/or government
or non-government office.
After the Educational visit or field trip:
6.2.a. debriefing program;
6.2.b. Assessment report by faculty and submitted including details of
amount expended; and,
6.2.c. Assessment report by students and students concerned.
40

CLIENTS
• Private HEIs
• State Universities and Colleges (SUCs)
1. The sending higher education institution should have the following requirements with
supporting documents:
A. Must have accreditation Level II of the program, Autonomous, Deregulated, COE,
COD or with ISA classification, Category A & B;
B. Practicum subject/s must form part of the requirements in the duly noted/
approved curriculum;
C. Must have an internship unit/office with a designated faculty member or any
authorized Internship Coordinator to manage the program; and,
D. Must have a system and processes for the implementation of this internship
abroad program.
2. HEIs applying for intent to participate in the SIAP, the following documents should be
submitted:
A. Notarized letter of intent to participate in Student Internship Abroad Program
(SIAP) before deploying students for internship abroad;
B. Certified copy of Government Recognition/Authority of the program;
C. Memorandum of Agreement (MOA) with Foreign Host Establishment/Organization
per partner; and,
D. Internship Plan with sample Internship.
3. HEIs applying for CHED endorsement to Bureau of Immigration (BI), the following
documents should be submitted:
A. copy of duly notarized Memorandum of Agreement (MOA) with their FHEs/Os
indicating their specific obligations /responsibilities and HEIs to assume full respon-
sibility over the students while having their Internship Program Abroad,
among others;
B. list of students who intend to undergo the internship together with the following
documents:
b.1. Notarized Application letter signed by authorized school officials;
b.2. Transcript of Records with Seal;
b.3. Passport (photocopy);
b.4. Training Permit issued by host country and/or visa;
b.5. Medical Certificate (Original);
b.6. School Certificate of student eligibility (with seal);
b.7. Flight details; and,
b.8. Additional for SUCs: Board Resolution.
41

TIMELINE
OFFICE CONCERNED Working Day/s Days
CHEDROs CHEDROs 12 12
CENTRAL OFFICEs
OSDS 3
8
Executive Office (EO) 2
Office of the Chairperson
3
4. If there are lacking documents, the CHEDRO1 notifies the concerned HEI within
five (5) days after the document has been received.
5. If the documents are complete, the CHEDRO1 issues indorsement letter within
twelve (12) working days after the document has been received to concerned
HEI for Office of Student Development and Services (OSDS), CHED Central Office,
Quezon City.
6. CHED Central Office issues indorsement letter for Bureau of Immigration (BI) Manila
within eight (8) working days after the document has been received.
7. Bureau of Immigration (BI) Manila issues Certificate of No Derogatory Record with-
in five (5) working days.
8. The HEI purchases plane ticket/s for participating students.
42

CHED Customer Service Feedback Form (CSFF)
(Palatandaan ng Pagganap sa Tungkulin)
Kindly check the box that corresponds to your answer (Mangyaring
I-check ang kahong naaayon sa inyong kasagutan):
SA- Strong Agree (Lubos na sumasang-ayon)
A - Agree (Sumasang-ayon)
D - Disagree (Di sumasang-ayon)
SD – Strongly Disagree (Lubos na di Sumasang-ayon),
DK – Don’t know (Di alam)
SA A D SD DK
1. Was courteous & helpful
(magalang & matulungin)
2. Provided prompt service
(nagbigay ng maagap na serbisyo)
3. Provided accurate information
(nagbigay ng tamang impormasyon)
4. Was honest & professional
(tapat at propesyonal)
Name of Office (Opisina)
1. Provided adequate information
(sapat ang impormasyon)
2. Had clear procedures
(maliwanag ang patakaran)
3. Had adequate facilities/equipment
(sapat and pasilidad/kagamitan)
4. I am satisfied with service I received
(Masaya ako sa natanggap kong serbisyo)
Suggestions to improve our service (Mungkahi para mapabuti ang aming serbisyo)
44

AUTOMATED CLIENT EVALUATION SYSTEM
45

Complaint Procedures
1. For any complaint, issue, or concern, this should be made in writing and ad-
dressed
to the Regional Director as follows:
The Regional Director
Commission on Higher Education
HEDC Building, Government Center, Sevilla,
City of San Fernando, La Union
2. The letter of complaint should be duly signed by the concerned party to include
his/her name,
address and contact information.
3. For inquiries, concerned parties may submit/send via email address che-
dro1@ched.gov.ph and/or fax no. (072) 242-2750.
4. This office shall respond in writing within 15 working days upon receipt of the
letter complaint.
5. For urgent needs for assistance, these can be referred to the designated officer-
of-the-day.
6. In cases where mediation is applicable, the following are certified mediators:
-Mrs. Nympha N. Buenio, Chief Administrative Officer
-Mr. Danilo B. Bose, Education Supervisor II
7. Other concerns/information may also be referred to Dr. Reynaldo D. Agcaoili,
Education Supervisor II and Information/Student Desk Officer.
46

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48

Telephone Number: (072) 242-5017
Fax Number: (072) 242-2750
Email Address: chedro1@ched.gov.ph
Website: www.chedro1.com

CHED Regional Office I Citizen's Charter 2016 Edition

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