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SCHOOLS DIVISION OFFICE ‒ EXTERNAL SERVICES



Office of the Schools Division Superintendent

A. Legal Unit


1. Request for Correction of Entries in School Records

      This process covers the rectification of personal information in scholastic records. It is a remedy for any student whose school records contain error/s which is/are purely typographical in nature, and which can be corrected by the issuance of a Resolution directing the correction of such error/s.

Office or Division: Legal Unit
Classification: Simple
Type of Transaction: G2G - Government To Government; G2C - Government to Citizen
Who may avail: ALL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Application indicating the entry/entries to be corrected (1 original copy) Requesting party
2. Certificate of Live Birth issued by Philippine Statistics Authority (1 original, 1 photocopy) PSA
3. Certified true copy of Form 137 or FS 9 or Diploma whichever is applicable (1 original, 1 photocopy) School
4. Affidavit of Two Disinterested Persons applicable (1 original, 1 photocopy) Affiants
5. Other documents that may be required by the Attorney III of the Division Office in order to prove the application Requesting party
6. Authorization Letter or Special Power of Attorney (if the application is filed by the person other than the owner of the record Requesting party
7. Data Privacy Consent Form Legal Unit

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit all the required documents and fill out the application form for Correction of Entries in the School Records with consideration to Data Policy. 1.1 Receives and records to DTS and/or logbook then forward to SDS for appropriate action.

None

 10 minutes Admin Officer IV/ Admin Staff (Records)
1.2 Refers the documents to Legal Unit None 10 minutes SDS
1.3 Check the completeness of all the requirements then prepare the Resolution for correction None 1 day Legal Unit personnel/ Legal officer
1.4 Forward to SDS for signature None 5 minutes Legal officer
1.5 A signed Resolution will be issued by the SDS to the public or private school to change the entries in the school records of the applicant. Then forward to Records Section for releasing of document., None 1 day SDS/SDS Staff
1. Receive a copy of the Order 1.1. Release a copy of the Order to the applicant and to the concerned school None 10 minutes Records/ Releasing In-Charge/Ad min Staff
TOTAL: None 2 days and 35 minutes

B. Personnel Unit

1. Acceptance of Employment Application for Initial Evaluation (Teaching Position)

        Any individual with interest in applying for a position in DepEd may submit his/her credentials and other requirements.

Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Who may avail: Licensed Professional Teacher for Permanent Positions (Elem, JHS, and SHS; Not Eligible)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Applicant Number (application.deped.gov.ph) ‒ indicated in the DO but applicant can't easily access the website Applicant
2. Letter of Intent for teaching position (1 original) Applicant
3. Duly accomplished CSC Form 212 (Revised 2017)-Personal Data Sheet (3 original copies) Form from CSC Website/ SDO
4. Certified true copy of Professional Regulation Commission (PRC) Identification Card (1 original) Certification from PRC
5. Certified true copy of ratings obtained in the LET/PBET (1 original) PRC
6. Service Record/Certificate of Employment, performance rating, and school's clearance for those with teaching experience (1 original) SDO
7. Certified true copy of Transcript of Record (1 Original Copy) Applicant
8. Certificate of specialized trainings (1 Photocopy of each) Applicant
9. NBI Clearance (1 Original Copy) NBI
10. Certified true copy of the Voter's ID and/or any proof of residency as deemed acceptable by the School Screening Committee (1 original) Applicant
11. Omnibus Certification of authenticity and veracity of documents of all documents submitted, signed by the applicant (2 original copies Applicant
12. Application thru Division Website (if applicable) SDO

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Register to the Department's online system at application.deped. gov.ph None 10 minutes Client
2. Submit the complete pertinent documents to the school where vacancy regular and/or natural) exists, and receive the receiving copy. 2.1. Receive and stamp and check completeness of the submitted documents 5 minutes School Head/
2.2. Evaluate the documents submitted by the applicant/s for authenticity and veracity None 15 minutes District Screening Committee
2.3. Submit a Soft and Hard copy of the result of pre-assessment at the HR Office through the Records Section None 1 day Discrete Screening Committee
2.4. Receive and stamp the hard copy of the result of Pre-assessment as received and forward to HR Office. None 5 minutes Records Section Staff, SDO
2.5. Receive the result of the pre-assessment and verify if the applicant registers online None 10 minutes HRMO, Personnel Section, SDO
3. Receive the notification from HRMO 3.1. Notify applicant on the initial evaluation through posting/ email None 10 minutes HRMO, Personnel Section, SDO
TOTAL: None 1 day, 55 minutes

Note: Additional steps or increase in TAT is due to the geographical challenge in districts/schools


C. Property and Supply


 1. Inspection, Acceptance and Distribution of Textbooks, Supplies and Equipment

        This service is the issuance and receiving of the textbooks and equipment that are needed for Elementary& Non-Autonomous Secondary Schools


Office or Division: Property and Supply Unit
Classification: Complex
Type of Transaction: G2G - Government To Government
Who may avail: DepEd employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Delivery receipts Supplier
2. Inspection and Acceptance report/Property Transfer Report
3. Requisition and Issuance Slip 		Employee/ Property and Supply Unit
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Delivers the textbook and/or equipment together with the receipts
1.1. Receives textbooks and/or equipment from suppliers None 1 day Property and Supply Personnel
1.2. Checks the quantity of the items received through comparing the DR of delivered textbooks and/or equipment to the PO and/or Property Transfer Report of originating office None 1 day
1.3. Inspects, verifies, and approves the receipt of textbooks and/or equipment None 1 day
1.4. Prepare Inventory Custodian Slip(ICS) and Requisition and Issuance Slip(RIS) for recipient schools None 3 hours
1.5. Reviews and approves the ICS/RIS None 3 hours
1.6. Informs the Recipient Schools for the distribution of \textbooks and/or equipment None 3 hours
1.7. Preparation of distribution list and in coordination with district/schools None 3 hours
TOTAL: None 6 days, 6 hours

D. Records Unit

1. Issuance of Requested Documents (Non-CTC)

Issuance of Requested Documents is provided to teaching, non-teaching personnel and retirees who have misplaced or lost their documents. The non-CTC document copy is issued to authorized requesting person if document secured in the Records Section is not originated/created by the Agency. The said document can be issued if requested by the owner himself and or authorized person.


Office or Division: Records Unit
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Who may avail: General Public
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Requisition slip (1 Copy) Records Unit
2. Valid ID (Original ID and 1 Photocopy) Requesting person and/or Authorized Person
3. Authorization Letter (1 Copy) Requesting person
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill out the requisition slip form 1.1 Provide client the requisition slip form None 5 minutes Administrative Staff (Records)
2. Submit the accomplish ed requisition slip with valid ID or authorization letter of the requesting party and the original ID of the authorized person2. Submit the accomplished requisition slip with valid ID or authorization letter of the requesting party and the original ID of the authorized person 2.1 Receive the form, forward to the records custodian. (Custodian search the requested documents) None 5 minutes Administrative Staff (Records)
3. Receive the requested document 3.1Prepare, print and give the document to the client None 20 minutes Administrative Staff (Records)
TOTAL: None 30 minutes

2. Issuance of Requested Documents (CTC and Photocopy of Documents)

CTC document copy is issued if the document secured in the Records Section is originated/created by the Department. Issuance of Requested Documents is provided to teaching, non-teaching personnel and retirees whose documents were misplaced, lost, burned, or beyond recovery to be used for various purposes such as appointment, promotion, resignation, retirement, salary upgrading, leave abroad, employment abroad, loan, transfer, etc.


Office or Division: Records Unit
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Government to Government (G2G)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Requisition slip (1 Copy) Records Unit
2. Valid ID (Original ID and 1 Photocopy) Requesting person and/or Authorized Person
3. Authorization Letter (1 Copy) Requesting person

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fill out the requisition slip form 1.1 Provide client the requisition slip form None 5 minutes Administrative Staff (Records)
2. Submit accomplished requisition slip with valid ID or authorization letter with ID of Requesting Party (photo copy) and original ID of the authorized person 2.1 Receive the form, forward to the records custodian; custodian locates the requested document. None 5 minutes Administrative Staff (Records)
2.2 Prepare, print or photocopy the requested document None 20 minutes Administrative Staff (Records)
2.3 Records Officer review and verify the document and certify true copy None 10 minutes Records Officer and/or Admin Officer
3.Receive the requested document 3.1. Release the document to the client None 5 minutes Administrativ e Staff (Records)
TOTAL: None 45 minutes

3. Certification, Authentication, Verification (CAV)

      Official and formal processes and acts of checking, reviewing, and certifying to the genuineness and veracity of available academic school records of a learner duly performed by the DepEd and the DFA pursuant to existing arrangements by the said Departments; and shall be issued to the applicant only for the following applicable purposes required by DFA: (a)Employment abroad; (b)Seaman'ss Book /Seafarer's Registration Certificate; (c)Migration abroad; (d)Student visa; (e)Tourist visa; (f)Fiancé visa; (g)Descendant's visa; (h)Reimbursement of education allowance / tuition feed of children of Overseas Filipino Workers (OFW); (i)Such other purposes as maybe required inwriting by the DFA. Service is in accordance with DO no 48, s. 2017


Office or Division: Records Unit
Classification: Complex
Type of Transaction: Government to Citizen (G2C)
Who may avail: Graduates/learners from defunct private schools and ALS/PEPT passers in the Division Level
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
High School/Elementary Graduates:
1. CAV Form 2   School Referral Form (SRF) School Attended
2. Certificate of Enrollment/Completion/Graduation - CAV Form 4 (1 original and 2 photocopies) School attended
3. Diploma (1 Original and 2 certified true copies certified by the School Head) School attended
4. PSA Birth Certificate Copy (1 Original and 2 photocopies) Client
5. List of Graduates certified correct by authorized official (1 original and 2 photocopies) School attended
6. Latest passport size ID Pictures (2 copies) Client
7. Valid ID Client
8. Authorization Letter (If the requesting party is not the record owner) (1 original copy) Requesting Person and/or Authorized Person
9. Valid Special Power of Attorney (SPA) for the authorized representative (1 original copy) Requesting Person
Additional Requirement for Undergraduates:
10. Student Permanent Record (Form 137) (1 Original and 2 photocopies certified by the School Head/Records Custodian/Registrar) School Attended
11. Transmittal (1 Original and 2 photocopies duly certified by the School ID Head) School Attended
Additional Requirements for Graduates from private schools:
12. Special Order (1 Original and 2 photocopies certified by the School Head) School Attended
Graduate and undergraduate from public schools:
1. List of Approved CAV Request   CAV Form 6, CAV Form 14, CAV 14 (1 original and 2 photocopy) School Attended (for CAV form 6) Division Office (for CAV form 14)
2. Request Form for ALS & PEPT Result Rating   CAV Form 10 (1 original and 2 photocopies) School Attended/ BEA
3. Indorsement from School Division   CAV Form 13 (1 original and 2 photocopies) Division Office
4. Diploma (1 Original and 2 certified true copies certified by the School Head) School Attended
5. ALS Accreditation & Equivalency Test Result (for ALS) (1 original and 2 certified true copies) Division Office
6. PEPT Test Result Rating (1 original and 2 certified true copies) Division Office/BEA
7. PSA Birth Certificate Copy (1 Original and 2 photocopies) Client
8. Latest Passport size ID picture (2 copies) Client
9. Documentary Stamp 2 pcs BIR

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submits request and completely fill- out the CAV Application Form from the Records 1.Receives and checks the completely filled out CAV application form and all supporting documents of the client. Verify if authenticated by school principal None 10 minutes Admin Officer IV/ Admin Staff (Records)
1.2 Assigns specific CAV number and print 2 copies of CAV certificates; 1 original to be send off to the applicant and one for Filing None 10 minutes Administrative Staff (Records)
1.3 Check the completeness of all the requirements then prepare the Resolution for correction None 1 day Legal Unit personnel/ Legal officer
2. Verify the accuracy of the data encoded to the CAV certificate then return to the processor 2.1 Attach picture, documentary stamp and dry seal then present it to the client for final verification None 5 minutes Legal officer
1.5 A signed Resolution will be issued by the SDS to the public or private school to change the entries in the school records of the applicant. Then forward to Records Section for releasing of document., None (Documentary stamp is available at BIR offices) 10 minutes Administrative Staff (Records)
2.2 Forward printed CAV to Records Section then to be signed by the Chief Admin Officer None 15 minutes Administrative Staff (Records)
2.3 Scan and send the CAV certificate and the attached Academic School Records address. While sending, seal the CAV certificate in a brown envelope and paste the DFA Authentication section addresses at the back. None 10 minutes Administrative Staff (Records)
3. Receive the completed CAV documents 3.1 Inform client of steps to avoid tampering or forging any of the documents subject for the CAV.The DFA shall honor documents hand- carried by the applicant only when the scanned copy of the same have been properly received in advance by the DFA then release it to the client None 10 minutes Administrative Staff (Records)
TOTAL: None 45 minutes

Note: The CAV Service is changed to a complex transaction as the document to be CAVed requires thorough checking, reviewing and assuring that there is a faithful reproduction of the document to be CAVed as to the genuineness of the same.


4. Receiving and Releasing of Communication and other Documents

The procedure for proper receiving and releasing of communications

Office or Division: Records Unit
Classification: Simple
Type of Transaction: G2C   Government to Public
G2B   Government to Private
G2G   Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Official Communication Records Unit


CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit official communication/ to the Records Receiving Area 1.1. Receive and check the completeness of communication None 5 minutes Receiving personnel Records Officer IV
1.2 Assigns specific CAV number and print 2 copies of CAV certificates; 1 original to be send off to the applicant and one for Filing None 10 minutes Administrative Staff (Records)
1.2. Forward communication and other documents to SDS None 5 minutes Records Staff
1.3. Read and review communication 2.1 Attach picture, documentary stamp and dry seal then present it to the client for final verification None 4 hours SDS
1.4. Route communications to the concerned office/personnel None 5 minutes SDS Staff
1.5. Act on the communication for ministerial transaction* None 2 days Concerned office/person
1.6. Forward the acted communication to Records Section None 5 minutes SDS Staff
2. Client receives communication 2.1. Release the communication None 5 minutes Releasing personnel/ Records Officer IV
TOTAL: None 45 minutes

*Note:For ministerial transaction - within 3days, complex transaction - within 7 days, and for Highly Technical transaction - within 20 days


5. Receiving of Complaints against Non-Teaching Personnel

Administrative complaints may be filed for any of the grounds specified under DepEd Order No. 49, series of 2006, “Revised Rules of Procedure of the Department of Education in Administrative Cases” or Revised Rules on Administrative Cases in the Civil Service (RRACCS). This refers to the process of receiving formal complaints against any DepEd Non-Teaching Personnel.

Office or Division: Records Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)G2C - Government to Client Government to Business (G2B)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Affidavit/Sworn Statement or Notarized Complaint in accordance with Section 4 and 5 of D.O. 49, s. 2006.
2. Certificate of Non-Forum Shopping duly notarized.
Note: Pro-forma or template with regard to Complaint/Affidavit and Certificate of Non-Forum Shopping
3. Supporting/Evidentiary Document/s, if any.

*All requirements must be accomplished in two (2) original copies, one (1) photocopy and one (1) additional copy per additional person- complained-of. 		Client

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the formal complaint, with pertinent documents, if any, or sealed document/s to Records Unit (Receiving Window) 1.1. Evaluate the complaint and attached evidentiary document/s, as to its None 10 minutes Administrative Aide VI or Administra tive Officer IV (Records)
1.2. Stamp received the documents and receiving copy with transaction number 3 minutes
1.3. Log the received document/s to the Incoming Logbook. 5 minutes
2. Receive the receiving copy for reference 2.1. Return client's receiving copy 3 minutes
TOTAL: None 21 minutes

*Note:For ministerial transaction - within 3days, complex transaction - within 7 days, and for Highly Technical transaction - within 20 days


6. Receiving of Complaints against Teaching Personnel (Multi-stage Processing)

Administrative complaints may be filed for any of the grounds specified under DepEd Order No. 49, series of 2006, “Revised Rules of Procedure of the Department of Education in Administrative Cases” or Revised Rules on Administrative Cases in the Civil Service (RRACCS). This refers to the process of receiving formal complaints against any DepEd Teaching or Teaching-Related Personnel.

Office or Division: Records Unit
Legal Unit
Office of the Assistant Schools Division Superintendent
Office of the Schools Division Superintendent
Classification: Complex
Type of Transaction: Government to Government
(G2G)G2C - Government to Client
Government to Business (G2B) Entity
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Affidavit/Sworn Statement or Notarized Complaint in accordance with Section 4 and 5 of D.O. 49, s. 2006.
2. Certificate of Non-Forum Shopping duly notarized.
Note: Pro-forma or template with regard to Complaint/Affidavit and Certificate of Non- Forum Shopping
3. Supporting/Evidentiary Document/s, if any.

*All requirements must be accomplished in two (2) original copies, one (1) photocopy and one (1) additional copy per additional person- complained-of. 		Client

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the formal complaint, with pertinent documents, if any, or sealed document/s to Records Unit (Receiving Window) 1.1. Evaluate the complaint and attached evidentiary document/s, as to its completeness. None 10 minutes Administrative Aide VI or Administrative Officer IV (Records Unit)
1.2. Stamp received the documents and receiving copy with transaction number. 3 minutes
1.3. Log the received document/s to the Incoming Logbook. 5 minutes
2. Receive the receiving copy for reference 2.1.Return client s receiving copy 3 minutes Administrative Aide VI or Administrative Officer IV (Records Unit)
2.2.Forward the complaint to OSDS for routing. 10 minutes
2.3.Log the document, with attached referral slip, to the appropriate logbook
 10 minutes Administrative Aide VI or Administrative Assistant III (OSDS)
2.4.Evaluate and make necessary notation and sign the routing slip.
1 day Schools Division Superintendent (OSDS)
2.5.Forward to Legal Unit, for appropriate action.
 5 minutes Administrative Aide VI or Administrative Assistant III (OSDS)
2.6.Evaluate the complaint if the same is grievable/ mediatable or not and prepare necessary Communication, copy furnished the client
1 day Attorney III/ Designated Legal Officer
2.7.Forward to OSDS the initialed communication
1 day Administrative Assistant III (Legal) or Attorney III/Division Legal Officer ASDS
Administrative Aide VI (ASDS)
2.8. Log the document, with attachment/s to the appropriate logbook
10 minutes Administrative Aide VI or Administrative Assistant III (OSDS) (ASDS)
2.9. Return signed communication to Legal Unit, for organization of documents
5 minutes
2.10. Arrange the documents to be forwarded to Records Unit.
20 minutes Administrative Assistant III (Legal) or Attorney III/Division Legal Officer
2.11. Forward to Records Unit, for releasing
5 minutes
2.12. Stamp Release the documents and arrange for servicing/sending to addressee
10 minutes Administrative Aide VI or Administrative Officer IV (Records Unit)
2.13. Coordinate with the Office/Agency and contact the client.
30 minutes
3. Receive and sign the Communication, if with proof of service, sign the proof of service. 3.1. Release the Communication
 5 minutes Administrative Aide VI or Administrative Officer IV or designated Liaison Officer (Records Unit)
3.2. If there is a proof of service, serve and secure a signed Proof of Service.
10 minutes
TOTAL: None 3 days, 2 hours, 11 minutes

E. Curriculum Implementation Division

1. Accessing Available Learning Resources from LRMDS Portal

     The LRMDS Portal is a repository of digitized quality learning/teaching resources from the Central Office, Regional, Division, or Cluster/School level and providing its clientele access to the following:

  • Books - (textbooks, story books, etc.) information on quantity and quality and location of and supplementary materials, and cultural expertise,
  • Learning, Teaching, and Professional Development Resources in digitized format and locates resources in print format and hardcopy,
  • Media Gallery 's copyright-free illustrations and graphics for teachers and learners use
  • Standards, Specifications and Guidelines for assessing & evaluating, cquiring & harvesting, modification, development and production of resources

Office or Division: Curriculum Implementation Division
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Computer/Laptop and Internet Connection Client
2. Active LRMDS Portal Account using
  1. DepEd Email Address for DepEd Employees
  2. Any active Email Address for Learners, Parents and Non-DepEd Stakeholders
LRMDS Portal (lrmds.deped.gov.ph)
(for activation of inactive accounts, seek assistance from CID LR Section of your Schools Division)

\
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Register to LRMDS Portal (New Account) 1.1 Access https://lrmds.deped.gov.ph None 1 minutet Client
1.2 Assist creation of LR Account

1.3 Log-in to the LR Portal/ assist in technical issue
5 minutes EPSLR/PDO
2.Request for Resetting of Password (Old Account) 2.1. Accomplish online form for Resetting of Password None 1 minute Client
2.2. Receive request for resetting of password 1 minute EPS – LR/PDO
2.3. Reset password in LRMDS Portal Dashboard 3 minutes
2.4. Send email notification for new password2 minutes
3. Access LR thru  https://lrmds.deped.gov.ph 3.1. Provide further assistance, as needed None 1 minute PDO – LR
4. Click the Begin Quick Tour None 3 minutes Client
5. Sign-in using username and password None 1 minute
6. Search for LRs on the Navigation Bar
  1. Resources Menu
  2. Filter Menu
 None
7. Select from the List of the specific LRs needed 7.1 Provide LR number code of the desired resources (upon request) None 5 minutes PDO/Librarian
8. Click the View button to check the details of the select LRs None 1 minute Client
9. Click Download button to save digital copy of the select LRs None 2 minutes
10. Provide feedback on LRs searched /downloaded by giving comments on the Add New Comment box (Optional) None 1 minute
11. Sign-out of the LR Portal None
TOTAL: None 29 minutes

2. Borrowing of Learning Materials from Libraries

DepEd recognizes the rights of every teacher and learner to access available learning materials (LMs), thus the Library Circulation Services. All schools/districts/ SDOs with established libraries offer the library services.


Office or Division: Curriculum Implementation Division
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Request Form / Slip (1 Original Copy) Client
2.Valid ID (1 Scanned/ Photocopy) Client
3. Borrower's Form Librarian
4. Returning Transaction Form Librarian

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Accomplish Request Form / Slip (online or face to face) 1.1. Check accomplished request form / slip and ID None 2 minutes Librarian/ Library Staff
2. Check and browse available LMs 2.1. Prepare and check the availability of LM requested None 5 minutes
2.2. Send the:
  1. ist of available LMs
  2. Borrower's Form
  3. Returning Transaction Form
 None 5 minutes
3. Accomplish Borrower's and Returning Transaction Forms 3.1. Receive accomplished Borrower's and Returning Transaction Forms None 1 minutes
3.2. Check the completeness of the Forms None 3 minutes
3.3. Inform the borrower on the schedule of pick- up (online) or release of resources (walk- in) None 5 minutes
4. Receive LM 4.1. Prepare and release the LM None 5 minutes
4.2. Sign the Borrower's and Returning Transaction Forms None 1 minutes
TOTAL: None 21 minutes

3. Alternative Learning System (ALS) Enrollment

ALS provides opportunities for Out-of-School Youth and Adult (OSYA) to develop basic and functional literacy skills and to access equivalent pathways to complete basic education.


Office or Division: Curriculum Implementation Division
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Latest 1x1 ID picture (2pcs.) with name tag Client
CID
2. Photocopy of Birth Certificate or Baptismal Certificate - 1 copy
3. Valid ID ( Driver's License, Postal ID, Voters ID) - 1 photocopy
4. Functional Literacy Test (FLT)
5. Assessment for Basic Literacy(ABL) CID

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit duly accomplished enrollment form with required documents (walk-in or Google link) 1.1. Receive accomplished enrollment form and all required documents (face to face or online) None 5 minutes Curriculum Implement ation personnel
1.2. Conduct assessment /screening : ABL and FLT None 3 hours Instructional Managers /ALS Mobile Teacher/ District ALS Coordinator/ EPS-II for ALS
1.3. Identify the entry level attained None 30 minutes
1.4. Group the learners according to literacy level None 30 minutes
2. Receive details and information regarding learning session 1.5. Inform schedule of learning session None 10 minutes Curriculum Implement ation personnel
TOTAL: None 4 hours, 15 minutes

F. School Governance and Operation Division - Planning and Research Section

1. Request for Basic Education Data (External Stakeholders)

      Includes official certifications on enrolment, district data on Master list of schools, school heads and contact numbers, inventory of teachers and performance indicators. Data requests from school districts, public and private schools must be officially communicated through proper channels indicating the purpose of such requests.


Office or Division: Planning and Research
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Who may avail: External Stakeholder
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request address to SDS (1 Original Copy, 1 Photocopy) Client

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit Letter request address to SDS, attention to Planning Officer through division official email 1.1. Receive and acknowledge the letter request from the client thru walk-in/email None 10 minutes Records Unit Personnel/I TO
1.2. Forward letter of request to the SDS None 5 minutes Records Unit/ITO
1.3. Read and review request letter in consideration of the DPA/FOI None 4 hours SDS
1.4. Receive the endorsed letter request from SDS and refer it to Planning Officer None 5 minutes Chief, SGOD
1.5. Make the necessary action undertaken to the said letter request None 2 days Clerk/Planning Officer
1.6. Prepare the transmittal letter and attachments to be signed by SDS then forward to Records Section None 15 minutes Planning Officer
2. Receive the necessary documents 2.1. Release the documents to the client None 2 minutes Records Officer
TOTAL: None 2 days, 4 hours, 37 minutes

G. School Governance and Operation Division - School Management, Monitoring and Evaluation Section

1. Issuance of Government Permit, Renewal, Recognition of Private Schools

      This service is to process requests for government permit, renewal and recognition of operations of private schools.


Office or Division: School Management, Monitoring &
Evaluation (SMM&E) Section
Classification: Highly Technical Transaction
Type of Transaction: Government to Citizen (G2C)Government to Business (G2B)
Who may avail: Private Schools
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Board Resolution: Must be certified by the Corporate Secretary (for new/recognition) School applicant
1 copy of notarized comprehensive Feasibility Study(for new/recognition) School applicant
1 copy of application letter stating the nature of Government Permit being applied for(being renewed), or stating intent for recognition School applicant
1 copy of Articles of Incorporation and By-Laws duly registered with the Security and Exchange Commission (SEC). (for new/recognition) SEC
1 copy of Copy/ies of Transfer Certificate of Title of school sites (for New/Government Recognition) School applicant
Documents of ownership of school building(s) (for new/recognition) School applicant
1 copy of Certificate of Occupancy signed by proper authorities (for new/recognition) School applicant
1 copy of Class program of the classes offered (for new/recognition) School applicant
1 copy of Qualitative Evaluation Processing Sheet ( for SHS application) Provided by the EPS/In-charge of Private Schools
School Bond (for new/recognition) To be provided by the RO to the client
Latest Enrolment Data (for renewal) Client/from the Division planning Officer
Copy of the Updated Government PTO (for renewal) School applicant
Ocular Inspection Report (for new/recognition/renewal) Provided by the SMM&E (In charge of Private Schools
Endorsement from the Schools Division Superintendent (for new/recognition/renewal) Provided by the SMM&E (In charge of Private Schools

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit all the documentary requirements (printed or electronic) for pre-validation purposes thru Records Section 1.1. Receive and record the documents thru DTS/ Logbook with assign tracking number, then forward to SGOD Chiefs None 10 minutes Admin Officer IV/Admin Staff (Records)
1.2. Receive documents by SGOD Chief and route to designated/in-charge for Private School None 10 minutes SGOD Chief/SGOD Staff
1.3. Process and evaluate the documentary requirements received None 5 days SMM&E (In charge of Private School)/ Alternate focal
1.4. Conduct onsite validation to school applicant. None 3 days Senior Education Program Specialist(SMM&E)
Education Program Supervisor (CID & SGOD)
PSDS (CID)
Division Engineer (if available)
1.5. Conduct post- conference regarding the results of the inspection and prepare reports. None 2 hours Senior Education Program Specialist(SMM&E)
Education Program
Supervisor (CID& SGOD)/
PSDS (CID)/
Division Engineer (if available)
2. School applicant acknowledge the results of validation and inspection 2.1. Inform the school applicant of the result of validation and inspection None 1 hour Senior Education Program Specialist(SMM&E)
Education Program Supervisor (CID & SGOD)
PSDS (CID)
Division Engineer (if available)
3. Submit the lacking documents if any or comply with the monitoring tool/checklist of requirements 3.1. Receive the lacking documents/ prepare the endorsement to Regional Office None 1 day Education Program Specialist II (SMM&E)
Senior Education Program Specialist (SMM&E)
3.2. Secure the signature of the SDS for indorsement. None 1 day SDS
3.3. Release and forward documents to Regional Office for their appropriate action None 1 hour Admin Officer IV/Admin Staff (Records)
4. Receive the information thru email/SMS that status of application has been forwarded to RO 4.1. Inform the school applicant that the application has been forwarded to RO None 15 minutes Education Program Specialist II (SMM&E)
Senior Education Program Specialist (SMM&E)
TOTAL: None 10 days, 4 hours, 35 minutes

2. Issuance of Special Orders for Graduation of Private School Learners

      The Division Office is authorized to evaluate and process the complete documentary requirements for Special Order (SO) application of private schools with Provisional Permits to Operate in School Year or prior to the School Year (SY) for the graduation of qualified Grade 12 learners.


Office or Division: SGOD - School Management, Monitoring and Evaluation
Classification: Highly Technical
Type of Transaction: Government to Business (G2B)
Who may avail: Any private school with graduating students (Grade 12)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Application documents (1 original and each document)
  • Letter of intent addressed to the Regional Director thru the Schools Division Superintendent
  • List of Qualified Graduates (per track/strand/specialization)
  • Accomplished Special Order Form
  • Original Form 137-A (SHS Student Permanent Record)
  • Form IX (SHS Graduation Form)
  • Original Form 137-A (JHS Student Permanent Record)
  • Birth Certificate (PSA)
School applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the complete documentary requirements to the SDO 1.1. Receive, stamp, and input in the Data Tracking System the application from the school and forward to SGOD-SMM & E Section None 10 minutes Admin Officer IV/Admin Staff (Records)
1.2. Forward documents to SGOD Chief and routes to designated/ in-charge for Private School None 10 minutes Admin Officer IV/ Admin Staff (Records)
SGOD Chief/SGOD Staff
1.3. Process, evaluate the documentary requirements and prepares Indorsement None 5 days SMM&E (In charge of Private School)/ Alternate focal
1.4. Secure the signature of the SDS for the indorsement. None 1 day SDS
1.5. Refer to the Records Unit and release to Regional Office for their appropriate action None 10 minutes Admin Officer IV/ Admin Staff (Records)
TOTAL: None 6 days and 30 minutes

Note: Complete substantial and official documents should be submitted in order to process the requests. Otherwise, request will be denied due to lack of document, and it cannot be processed.


3. Application for Senior High School (SHS) Additional Track/Strand

      The Schools Division Office is authorized to evaluate, process, and validate the complete documentary requirements of private schools applying for additional SHS track/strand.


Office or Division: SGOD - School Management, Monitoring and Evaluation
Classification: Highly Technical
Type of Transaction: Government to Business (G2B)
Who may avail: Any private schools
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

A. Application for DepEd Permit to Operate/Recognition
1. Application documents (1 original and each document)
  • Letter of intent addressed to the Regional Director thru theSuperintendent
  • Board Resolution
  • Feasibility Study Philosophy and Goals of the course
    • Demand for the graduates
    • Prospective learners
      • Existing schools offering one same course within the community
  • Articles of Incorporation and By- Laws
  • Copy(ies) of Transfer Certificate(s) of Title of the school site
  • Location of school in relation to its environment
  • Campus development and landscaping plans
  • Document(s) of Ownership of school building(s)
  • Certificate of Occupancy of school building(s)
  • Pictures of school building(s), classrooms, laboratories, libraries, medical and dental facilities, canteens, etc.
  • Proposed budget for the succeeding school year approved by the Board of Trustees/Directors
  • List of school administrators (president, vice-president, deans, department heads)
  • List of academic-non teaching personnel (registrar, librarian, guidance counselor, researcher)
  • List of athletic facilities, equipment, supplies and materials (to be certified by the school head)
  • School bond
  • Copy of retirement Plan registered with the Securities and Exchange Commission
  • Copy of Latest Financial Statement of the school certified by an independent CPA
  • Proposed Curriculum
  • Proposed tuition and other school fees
  • List of New Teaching/Academic Staff for the Course(s) program(s) applied for
  • List of laboratory facilities, equipment, furniture, supplies and materials classified by subject area, (to be certified by the school head)
  • List of library holdings (to be certified by the school head)
  • Inspection and Application Fees
School applicant
B. SHS New Application or Additional Track/Strand
1. Application documents (1 original of each documents)
  • Letter of intent addressed to the Regional Director thru the Superintendent
  • Board Resolution certified by the secretary and approved by the Board of Directors/ Board of Trustees (Purpose, School year of intended operation, SHS Curriculum for the track/s and strand/s to be offered)
  • Certificate of Recognition of any of the following: (a) Secondary Education Program & DepEd; (b) Training Program –TESDA; (c) Highest Education Program –CHED; (d) Others: FAAP recognize accrediting agencies, Asia Pacific Accreditation and Certification Commission (APACC)
  • Proposed Tuition and other fees
  • Proposed School Calendar
  • Proposed list of academic and non-academic personnel: (a) Qualifications; (b) Job Descriptions; (c) Teaching Load; (d) Number of Working Hours Per Week; (e) Certificate from Recognized National/ International Agencies (TESDA, ABA, and Others)
  • Curriculum Offering: Academic, Tech-Voc, Arts and Design, Sports
  • Minimum program requirements for the SHS tracks/strands: (a) Instructional Rooms; (b) Laboratories: (Computer, Science (for STEM, minimum of 3 laboratories), Workshop Room/ Studios); (c) Athletic Facilities; (d) Learners’ Resource Center or Library; (e) Internet Facilities; (f) Ancillary Services
  • A copy of Memorandum / Memoranda of Agreement/ Memorandum of Understanding for partnership arrangements relative to the SHS Program Implementation. These arrangements may include: (a) Engagement of stakeholders in the localization of the curriculum; (b) Work Immersion; (c) Apprenticeship; (d) Research; (e) Provision of equipment and laboratories, workshops, and other facilities; (f) Organization of career guidance and youth formation activities; (g) others
  • Additional requirements for Category D: (a) Articles of Incorporation and By-Laws for Private Schools only; (b) Documents of ownership of school sites under the name of the school, or Deed of Usufruct; (c) Proposed Annual Budget and Annual Expenditures
School applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the complete documentary requirements to the SDO 1.1. Receive, stamp, and input in the Data Tracking System the application from the school and forward to SGOD-SMM & E Section None 10 minutes Admin Officer IV/Admin Staff (Records)
1.2. Forward documents to SGOD Chief and routes to designated/in-charge for Private School None 10 minutes Admin Officer IV/ Admin Staff (Records)
SGOD Chief/SGOD Staff
1.3. Process, evaluate the documentary requirements and prepares Indorsement None 5 days SMM&E (In charge of Private School)/ Alternate focal
1.4. Secure the signature of the SDS for the indorsement. None 1 day SDS
1.5. Refer to the Records Unit and release to Regional Office for their appropriate action None 10 minutes Admin Officer IV/ Admin Staff (Records)
TOTAL: None 6 days and 30 minutes

4. Application of Summer Permit for Private Schools

      The Schools Division Office is authorized to evaluate, process, and issue summer permit to private school with summer enrollees to address the learning gaps or failed subjects of learners.


Office or Division: SGOD - School Management, Monitoring and Evaluation
Classification: Complex
Type of Transaction: G2B – Government to Business
Who may avail: Any private school with summer enrollees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

A. Application for DepEd Permit to Operate/Recognition
1. Application documents (1 original and each document)
  • Letter of intent addressed to the School Division Superintendent
  • School Calendar for Summer – 35 days
  • List of teachers who intent to teach during summer classes
 School applicant
  • General class program for summer
Teachers/School Applicant
  • Tuition and other school fees
Teachers/School Applicant
  • Tentative list of summer enrollees with learning areas to be taken written opposite each name
School applicant
  • A copy of the approved PTA/PTCA Resolution requesting the conduct of summer classes and stating the amount of fees the PTA/PTCA will contribute for each student.
PTA/PTCA
  • Written consent of parents whose children will attend student summer classes
  • Post summer activities
Parents
  • Post summer activities
School applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the complete documentary requirements to the SDO 1.1. Receive, stamp, and input in the Data Tracking System the application from the school and forward to SGOD-SMM & E Section None 10 minutes Admin Officer IV/Admin Staff (Records)
1.2. Forward documents to SGOD Chief and routes to designated/in-charge for Private School None 10 minutes Admin Officer IV/ Admin Staff (Records)
SGOD Chief/SGOD Staff
1.3. Process, evaluate the documentary requirements and prepares Indorsement None 5 days SMM&E (In charge of Private School)/ Alternate focal
1.4. Secure the signature of the SDS for the indorsement. None 1 day SDS
1.5. Refer to the Records Unit and release to Regional Office for their appropriate action None 10 minutes Admin Officer IV/ Admin Staff (Records)
TOTAL: None 6 days and 30 minutes

5. Application for No Increase in Tuition Fee

      The Schools Division Office is authorized to evaluate, process, and approve notification of no increase to private schools operating with permit/recognition.


Office or Division: School Management, Monitoring and Evaluation
Classification: Complex
Type of Transaction: G2B – Government to Business
Who may avail: Any private school with permit to operate/recognition
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Application documents (1 original and each document)
  • Letter of intent addressed to the Schools Division Superintendent stating the intention to comply with the provision of R.A. 6728 for the forthcoming school year
  • Xerox copy of the latest approved tuition, miscellaneous & other school fees
  • Comparative schedule of tuition, miscellaneous & other school fees for current school year with that of the previous year indicating in both peso and percentage the forms of no increase. Note: The miscellaneous and other fees should be itemized.
  • Copy of Government Permit to Operate/Recognition Certificate
School applicant
  • General class program for summer
Teachers/School Applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the complete documentary requirements to the SDO 1.1. Receive, stamp, and input in the Data Tracking System the application from the school and forward to SGOD-SMM & E Section None 10 minutes Admin Officer IV/Admin Staff (Records)
1.2. Forward documents to SGOD Chief and routes to designated/in-charge for Private School None 10 minutes Admin Officer IV/ Admin Staff (Records)
SGOD Chief/SGOD Staff
1.3. Process, evaluate the documentary requirements and prepares Indorsement None 5 days SMM&E (In charge of Private School)/ Alternate focal
1.4. Secure the signature of the SDS for the indorsement. None 1 day SDS
1.5. Refer to the Records Unit and release to Regional Office for their appropriate action None 10 minutes Admin Officer IV/ Admin Staff (Records)
TOTAL: None 6 days and 30 minutes

6. Application for Increase in Tuition Fee

      The Division Office is authorized to evaluate, process, and endorse the complete documentary requirements of private schools applying for increase in tuition and miscellaneous fees. Only private schools with recognition are allowed to apply for increase in tuition and miscellaneous fees.


Office or Division: School Management, Monitoring and Evaluation
Classification: Highly Technical
Type of Transaction: G2B – Government to Business
Who may avail: Any private school with recognition
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Application documents (1 original and each document)
  • Letter of intent addressed to the Regional Director thru the Schools Division Superintendent stating the intention to comply with the provision of R.A. 6728 for the forthcoming school year;
  • Xerox copy of the latest approved tuition, miscellaneous & other school fees
  • Comparative schedule of tuition, miscellaneous & other school fees for current school year with that of the previous year indicating in both peso and percentage the forms of no increase. Note: The miscellaneous and other fees should be itemized.
  • Percentage of Increase of Tuition/Miscellaneous & other fees;
  • Copy of Government Permit to Operate/Recognition Certificate; and
  • Certificate under Oath (notarized by a duly licensed notary public) signed by the School Head that the following requirements of R.A. 6728 have been complied with namely; (a), (b) and (c):
 School applicant
a. Appropriate consultation has been conducted with duly organized PTA/PTCA and Faculty Association. School Applicant/PTA
b. Seventy percent (70%) of the amount of tuition Increase (incremental proceeds) of the previous school year School Applicant
c. At least twenty percent (20 %) went to the improvement or modernization of buildings equipment, libraries and similar facilities. Itemized copy of improvements with the amount written opposite each item with supporting documents and photocopies of sample receipts of purchases and others. School Applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the complete documentary requirements to the SDO 1.1. Receive, stamp, and input in the Data Tracking System the application from the school and forward to SGOD-SMM & E Section None 10 minutes Admin Officer IV/Admin Staff (Records)
1.2. Forward documents to SGOD Chief and routes to designated/in-charge for Private School None 10 minutes Admin Officer IV/ Admin Staff (Records)
SGOD Chief/SGOD Staff
1.3. Process, evaluate the documentary requirements and prepares Indorsement None 5 days SMM&E (In charge of Private School)/ Alternate focal
1.4. Secure the signature of the SDS for the indorsement. None 1 day SDS
1.5. Refer to the Records Unit and release to Regional Office for their appropriate action None 10 minutes Admin Officer IV/ Admin Staff (Records)
TOTAL: None 6 days and 30 minutes


       Office of the Schools Division Superintendent


Issuance of Foreign Travel Authority


Travel Authority (TA) refers to an Order in writing issued by the approving authority allowing an official or employee to proceed to a specific place or location (the regular place of work and where the official/employee is expected to stay most of the time as required by the nature, duties and responsibilities of the position) outside of their permanent official station for a specific period of time to perform a given assignment or accomplish a personal purpose.

Based on the Omnibus Travel Guidelines for All Personnel of the Department of Education (DepEd Orders No. 043 and 046, s. 2022) DepEd officials or employees may request TA for either of the following:

  • Official Travel – trips pursuant to a legitimate function or interest. These may either be official business (where transportation, miscellaneous, and daily travel expenses aside from salaries and benefits, are incurred and funded by the Department) or official time (where no government expenses are incurred/spent aside from the payment of salaries/benefits).
  • Personal Travel – private trips for personal purpose and undertaken without cost to the government.

Official or Personal Travel may be further categorized into foreign (trips outside the Philippines) or local (trips outside the permanent official station).

The minimum conditions for a trip to be considered official travel are the following:

  1. Highly relevant to basic education; for foreign official travel, must be in compliance with an international commitment/contractual obligation.
  2. Essential to the effective performance of official/employee mandate of functions.
  3. Projected expenses involve minimum expenditure or are not excessive.
  4. Presence is critical to the outcome of the activity to be undertaken.
  5. Absence from the permanent official station will not hamper the operational efficiency of the office.
  6. Expenses to be incurred is included on the approved Work and Financial Plan of the office/unit concerned.

1.1 Issuance of Foreign Official Travel Authority

DepEd officials and employees may apply for travel authority for the these foreign official travels:

  1. International conferences/meetings to which the Philippine government has commitments or to undertake official missions/assignments which cannot be assigned to government officials posted abroad;
  2. Scholarships, fellowships, trainings, and studies abroad which are grant-funded or undertaken at minimal cost; and
  3. Invitations for speaking engagements or receiving of awards from foreign governments/ institutions or international agencies/organizations as defined under international law, whether fully or partially funded by the government, upon endorsement to the Department of Foreign Affairs.

Note that travel authority shall not be issued for the following officials and employees:

  1. With pending administrative case;
  2. Will retire within one year from the date of the foreign official travel;
  3. Whose previous travel has not been liquidated and cleared;
  4. Who has not yet complied with reporting requirement/s for any previous travel.

Office or Division: Office of the Schools Division Superintendent (OSDS)
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd officials and employees meeting the conditions for foreign personal travel as stated on DOs 043 and 046, s. 2022, specifically
  1. Requests from schools as recommended by the School Head
  2. School Heads
  3. Requests from Division Chiefs and below, including Public Schools District Supervisors (PSDS), in Schools Division Offices (SDOs)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. One (1) original copy of filled out Travel Authority for Official Travel Form with supporting documents (see below) Annex A, DO 043, s. 2022   https://www.deped.gov.ph/wp-content/uploads/2022/10/DO_s2022_043-corrected-copy.pdf
2. One (1) original copy of the signed invitation addressed to the requesting party Inviting foreign government/institution or international agency/organization
3. One (1) original copy of Itinerary of Travel
4. One (1) original copy of Written justification, addressed to the Approving Authority, to be noted by the Recommending Authority10, explaining the minimum conditions for authorized official travel stated above and why alternatives to travel such as all forms of communication, (e.g. teleconferencing/ videoconferencing, submission of briefs/position papers) are insufficient for the purpose. Client
5. One (1) original Certificate of No Pending Case Legal unit with jurisdiction over the client
6. One (1) copy of approved Completed Staff Work (CSW) International Cooperation Office / Client
One (1) copy of Estimated Travel Cost
One (1) copy of Work and Financial Plan Client’s office
Optional requirements:
  • If applying for Cash Advance (CA): Original certification that previous CA has been liquidated
 Accounting unit with jurisdiction over the client
  • For Teachers in the Exchange Visitor Program of the US Government:
    1. TA signed by the Secretary
    2. Clearance Certificate
    3. Copy of the Registration Sticker
 Office of the Secretary
Regional Office
Commission on Filipino Overseas
  • For Division Chiefs and higher, a draft Office Order (SO) designating an OIC, if applicable, so as not to hamper the day-to-day operations of the office
Signing authority for OO designated by the Secretary

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit complete requirements to the SDO 1.1 Check the documents received, process for release to the Personnel Unit None 10 minutes Records Unit
1.2 Receive documents and prepare TA for signature None 5 minutes Personnel Unit
1.3 Check documents for completeness and accuracy None 3 hours Personnel Unit
1.4 Countersign Form and TA and forward documents None 15 minutes Personnel Unit
1.5 Review and sign the Form and TA None 4 hours SDS
1.6 Return the documents to the Records Unit None 10 minutes OSDS
1.7 Receive signed TA and other documents, forward to the Central Office None 1 day Records Unit
1.8 Receive and process request; return documents to OSDS None 5 days Central Office
2. Receive requested document/s from the Records Section 2.1 Check documents received and process for release; release document/s to intended recipient. None 20 minutes Records Unit
3. Submit post-travel report addressed to the Office of the Secretary 11 3.1 Receive the post travel report None (One calendar month after returning to the permanent official station) Records Unit
TOTAL: None 7 days

11 For the format and specifics of the required post-travel report, refer to DO 043, s. 2022 at https://www.deped.gov.ph/wp content/uploads/2022/10/DO_s2022_043-corrected-copy.pdf .

1.2 Issuance of Foreign Personal Travel Authority

DepEd officials and employees may apply for travel authority (TA) for private trips purely for personal purpose and undertaken without cost to the government. However, foreign scholarships/trainings sourced and pursued in their personal capacity need to be brought to the attention of the immediate supervisor or head of office before applying for TA. Likewise, those who intend to study abroad may be required to comply with the required service obligation after the period of their leave.

Note that those who have pending administrative case/s, unliquidated / no clearance / noncompliance to reportorial requirement for any previous travel shall not be granted foreign personal TA.

Office or Division: Office of the Schools Division Superintendent (OSDS)
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd officials and employees meeting the conditions for foreign personal travel as stated on DOs 043 and 046, s. 2022, specifically
  • Requests from schools as recommended by the School Head
  • School Heads
  • Requests from Division Chiefs and below, including Public Schools District Supervisors (PSDS), in Schools Division Offices (SDOs)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
One (1) original copy of filled out Travel Authority for Official Travel Form with supporting documents (see below) Annex A, DO 043, s. 2022   https://www.deped.gov.ph/wp-content/uploads/2022/10/DO_s2022_043-corrected-copy.pdf
One (1) original copy of written manifestation, noted by the Head of Office, that absence will not hamper the operational efficiency of the office Client
Certificate of No Pending Case Legal unit with jurisdiction over the client
CSC Form No. 6, s. 2020 (Leave Form) Civil Service Commission (CSC) / Personnel unit with jurisdiction over the client
Optional requirements:
  • Draft Office Order (OO) designating an OIC, if applicable, so as not to hamper the day-to-day operations of the office
Signing authority for OO designated by the Secretary
  • Study Leave of NTP (up to 6 months): Contract between the agency head or authorized representative and the employee concerned
Personnel unit with jurisdiction over the client
  • For leaves that exceed one month: CSC Form No. 7, s. 2017 (Clearance Form)
Civil Service Commission (CSC) / Personnel unit with jurisdiction over the client

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit complete requirements to the SDO
  1. School Head
  2. Office of the School Head – for Teaching and Non-Teaching Personnel in Schools
  3. Division Chiefs and below, including PSDS in SDOs
 1.1 Receive the documents and log on the database, route to Personnel Unit None 2 hours Records Unit
1.2 Check documents for completeness and accuracy.
If there is no discrepancy in the documents submitted, forward to the Legal Unit. Otherwise, inform the client of discrepancies and wait for reply. 		None 2 hours Personnel Unit
1.3 Check if client has pending case, sign clearance as applicable, and return to Personnel Unit None 2 hours Legal Unit
1.4 Receive documents and prepare TA for signature None 1 hour Personnel Unit
1.5 Review documents for signature None 2 hours Personnel Unit
1.6 Countersign Form and TA and forward documents to OSDS None 15 minutes Personnel Unit
1.7 Review and sign the Form and TA None 1 day SDS
1.8 Return the documents to the Records unit None 10 minutes Central Office
1.9 Check the documents and forward to the Office of the Regional Director (ORD) None 1 day Records Unit
1.10 Receive and process request; return documents to OSDS None ORD
2. Receive requested document from the Records Unit 2.1 Check documents received and process for release; release TA to intended recipient. None Records Unit
TOTAL: None 5 days

A. Budget Unit

1. Processing of ORS

Obligation Request and Status (ORS) is a required document by commission on Audit for certification of allotment and obligation and for future adjustments of expense accounts. The Budget Office provides certification of availability of appropriation/allotment that has been made legally for the purpose. Program Implementers are being served in this process as they implement their Programs, Activities and Projects.

Office or Division: Budget Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. ORS (1 Original Copies, 2 Photocopy) Accounting Unit
2. Disbursement Voucher (1 Original Copies, 2 Photocopy) Accounting Unit
Purchase Orders (pre-audited)
1. AR/ATC (1 Original Copies, 2 Photocopy) Requesting Unit
2. Other supporting documents (1 Original Copies, 2 Photocopy) Requesting Unit
Biddings
1. Notice of Award (1 Original Copies, 2 Photocopy) BAC Secretariat
2. Signed Contract (1 Original Copies, 2 Photocopy) Requesting Unit
3. Sub-AROs (1 Original Copies, 2 Photocopy) Requesting Unit/Budget
4. AR/ATC (1 Original Copies, 2 Photocopy) Requesting Unit
Cash Advances for Travels
1. Approved Travel Order (1 Original Copies, 2 Photocopy) Requesting Unit
2. Memorandum (1 Original Copies, 2 Photocopy)
3. Itinerary of Travel (1 Original Copies, 2 Photocopy)
4. AR/ATC (1 Original Copies, 2 Photocopy)
Reimbursement of Travels
1. Approved Travel Order (1 Original Copies, 2 Photocopy) Requesting Unit
2. Memorandum (1 Original Copies, 2 Photocopy)
3. Itinerary of Travel (1 Original Copies, 2 Photocopy)
4. Certificate of Appearance/Participation/Attendan ce (1 Original Copies, 2 Photocopy)
5. Certification of Travel Completed (1 Original Copies, 2 Photocopy)
6. AR/ATC (1 Original Copies, 2 Photocopy)
Cash Advances for school MOOE
1. Purpose of cash advance (1 Original Copies, 2 Photocopy) ) Requesting Unit
2. Letter request (1 Original Copies, 2 Photocopy)
3. WFP (1 Original Copies, 2 Photocopy)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Forward to budget 1.1 Receive the documentd from the requesting party None 2 minutes ADAS
1.2. Review, analyze and verify the documents None 5 minutes ADAS/Budget Officer III
1.3. Verify the availability of allotments None 3 minutes Budget Officer III
1.4. Record and posting of entries in BMS None 5 minutes ADAS
1.5. Generate print-out of ORS None 2 minutes ADAS
1.6. Certification by the Head of the Budget Unit or his authorized representative on the existence of available ppropriation (Box B) None 5 minutes Budget Officer III
1.7. Certification by the Head of the Requesting Office or his authorized representative on the necessity and legality of charges to the appropriation/allotment under his/her direct supervision (Box A) None 5 minutes Requesting Party
1.8. Forward to Accounting Division None 3 minutes ADAS I
TOTAL: None 30 minutes

2. Posting/Updating of Disbursement

Updating of status of disbursement requests

Office or Division: Budget Unit
Classification: Simple
Type of Transaction: Government to Citizen (G2C)
Government to Government (G2G)
Who may avail: Learners
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Reports of Check Issued (RCI) Cashier’s Office
2. Report of Advice to Debit Account Issued (RADAI)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit the required reports (RCI and RADAI) 1.1. Receive the reports None 3 minutes Receiving personnel
1.2. Encode/post the data on the BMS None 5 minutes Budget officer/ADAS
TOTAL: None 8 minutes

A. Budget Unit

1. Handling of Cash Advances

Issuance of Cash Advance to Requesting DepEd Office. The Cashier is allowed for advances especially on cases where payment of cash is necessary. However, the grant of cash advances to Cashier is still based on the general accounting rules and regulations

Office or Division: Cash unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. ORS (1 Original Copies, 2 Photocopy) Accounting Unit
2. Certification of No Liquidated CA’s Respective office/bureau/service
3. Documentary requirements

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Request for Authority to Cash Advance and Certification of No Liquidated CA's 1.1 Issue the Authority to Cash Advance and Certification of No Liquidated CA's None 20 minutes Accounting Staff
2. Forward to Head of Office for Approve, then prepare DV and ORS and attached documentary requirements needed for Cash Advances 2.1 Sign the documentary requirements needed for Cash Advance None 15 minutes Head of Office
3. Prepare DV and ORS and attached documentary requirements needed for Cash Advances 3.1 Forward the ORS/DV to signatories None 1 day Records
3.2 Receive complete, accurate and approved DV, ORS, ADA and supporting documents form the Head of Office None 10 minutes Cash Personnel
3.3 Prepare Payroll Credit System Validation (PACSVAL) None 2 hours Cash Personnel
3.4 Forward the PACSVAL to Accountant for review and signature None 20 minutes Accountant
3.5 Prepare Advice of Check Issued and Cancelled (ACIC) None 30 minutes Cash Personnel
3.6 Review the ADA details against ACIC None 20 minutes Cashier
3.7 Sign the ADA, PACSVAL and ACIC None 10 minutes Cashier
3.8 Forward ADA, PACSVAL and ACIC to the Head of Office for signature None 5 minutes Cash Personnel
3.9 Sign the ADA, PACSVAL and ACIC None 30 minutes Head of Office
3.9 Sign the ADA, PACSVAL and ACIC None 30 minutes Head of Office
3.10 Receive the signed ADA, PACSVAL and ACIC None 10 minutes Cash Personnel
3.11 Submit the ADA, PACSVAL and ACIC to the bank None 1 hour Cash Personnel
3.12 Notify the clients that the Cash Advances are already credited to ATM None 15 minutes Cash Personnel
TOTAL: None 1 day, 6 hours

C. Information and Communications Technology Unit

1. User Account Management for Centrally Managed Systems

Creation, deletion and renaming of user accounts, and resetting of passwords for the regular SDO proper and field personnel. This includes, but not limited to unless specified in different service, the DepEd Google for Education Accounts, DepEd Partnerships Database System, etc.

Office or Division: ICT Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: SDO Personnel, School-based Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
ICT Technical Assistance Form ICT Unit

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submission of accomplished ICT technical assistance form 1.1. Stamping “Received” on the document None 1 minute Records Section
1.2. Transmitting the stamped document to the ICT Unit None 5 minutes
1.3. Receive stamped document None 1 minute Client
1.4. Evaluate the document and interview the client None 10 minutes ICT Unit /td>
1.5. Create/ delete/ rename account or reset password of client account None 15 minutes ICT Unit
1.6. Give the credentials to the client None 5 minutes Client and ICT Unit
TOTAL: None 38 minutes

2. Checking of email sent 2.1. None None 2 minutes ICT Unit
2.2. Evaluate the document sent. If blurry or has erroneous entry, return to sender. If client has no signature, return to sender. None 10 minutes ICT Unit
2.3. Create/ delete/ rename account or reset password of client account None 15 minutes ICT Unit
2.4. Give the credentials to the sender None 5 minutes ICT Unit
TOTAL: None 32 minutes

2. Troubleshooting of ICT Equipment

Evaluation, Assessment and Troubleshooting of government-procured ICT Equipment of SDO.

Office or Division: ICT Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: SDO Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
ICT Technical Assistance Form ICT Unit

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submission of accomplished ICT technical assistance form 1.1. Stamping “Received” on the document None 1 minute Records Section
1.2. Transmitting the stamped document to ICT None 5 minutes
1.3. Receive stamped document None 1 minute Client
1.4. Evaluate the document and interview the client None 10 minutes ICT Unit
1.5. Evaluate and analyze the ICT equipment None 30 minutes to an hour ICT Unit
1.6. Troubleshoot the equipment If troubleshooting is possible to finish within the day, troubleshoot the equipment If troubleshooting is not possible to finish within the day, give recommendation to the client for next step None 1 hour Client and ICT Unit
1.7. Give recommendation to the client on what to do None 15 minutes ICT Unit
1.8. Return the equipment to client None 5 minutes ICT Unit
TOTAL: None 2 hours and 7 minutes

3. Uploading of Publications

This describes the procedures in the uploading of publications on the official website and Workplace group account.

Office or Division: ICT Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
  1. Uploading of Publications Request Sheet
  2. Request Sheet – Certification of Published Article/s
 ICT Unit
  1. Request Sheet
  2. Announcements
  3. Articles
 Records Unit
  1. Issuances
  2. Bidding Documents
  3. Invitation to Bid
  4. Request for Quotation
  5. Notice of Award
  6. Notice to Proceed
Bids and Awards Committee

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Accomplish the Request Sheet 1.1. Stamping “Received” on the document None 2 minute Administrative Assistant III / ICTU
1.2 Receive the document/s None 2 minutes
1.3 Verify the document/s to be uploaded None 1 minute
1.4 Scan the document/s to PDF format None 5 minutes
1.5 Upload the document/s on the website or Workplace None 5 minutes to an hour
TOTAL: None 16 minutes

D. Legal Unit

1. Issuance of Certificate of No Pending Case

Certificate of No Pending Administrative Case is one of the requirements when applying for clearance. This is to ensure that the requesting DepEd personnel has no pending administrative case filed before any office of the Department before allowinghim/her to travel to foreign countries or to permanently leave his/her office through resignation or retirement.


Office or Division: Legal Services Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: Internal Clients
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Government issued ID Requesting Entity
2. Division Clearance
3. Authorization letter

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit all documentaryrequirements 1.1 Review and check requirement/s & verify from the list of formally charged employees None 5 minutes Legal Officer/Legal Assistant
2. Log at the log sheet provided if issued a certification 2.1 If employee does not have a pending case, issue certification / sign clearance If employee has a pending administrative case, inform employee that he/she will be cleared after case has been resolved orsanction has been completed None 5 minutes
3. Receive action document/s 3.1 Release action document / Sign Division Clearance None 5 minutes
TOTAL: None 15 minutes

E. Personnel Unit

1. Application for ERF (Equivalent Record Form)

This service is to validate the classification level of teachers covered by the Teachers’Pay Preparation Schedule (TPPS). The Personnel Section will assess and validate the documents submitted to be endorsed to the Regional Office for approval. The processing of ERF is classified as highly technical since it requires the use of technicalknowledge, specialized skills and/or training in the processing and/or evaluation thereof.


Office or Division: Personnel Unit
Classification: Complex
Type of Transaction: Government to Government (G2G)
Who may avail: Deped Licensed Public School Teachers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Endorsement Letter signed by Principal/ Immediate Supervisor (3 Original copies) School/ Office of requestor
2. Endorsement Letter signed by SDS (2 Original Copies) Admin Section
3. Equivalent Record Form (4 Original) Personnel Unit
4. Latest Approved Appointment (5 Photocopy) Applicant
5. Original Transcript of Records –Graduate Studies (1 Original 4 Photocopy) Emanating Graduate School
6. PRC License –( 5 Photocopy) PRC/ Applicant
7. PRC Board Rating/ Certification – ( 1 Original 4 Photocopy) Emanating Graduate School
8. Certification of Units Earned –( 1 Original 4 Photocopy) Concerned agency
9. Service Record/s Private and Public (1 Original 4 Photocopy) Applicant
10. Certificate of Training/s and Seminar/s attended (minimum of 3 days in the last 5 yeras) ( 1 Original 4 Photocopy) Applicant
11.Latest Performance Rating (1 Original 4 Photocopy) Applicant

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit all documentary requirements 1.1 Receive and check for the completenessof the submitted ERF requirements None 15 minutes – 2 days depending on the size of the division Personnel Unit HRMO
1.2 Process ERF application and attached necessary documents None 30 minutes
1.3 Forward to authorized signatories for signature on ERF Form None 1 hour AOV and SDS
2.Furnish teacher with the Endorsement of the ERF to Regional Office 2. 2 Indorse the ERF application to Regional Office None 5 minutes Personnel Unit
TOTAL: None 1 hour, 50 minutes

2. Application for Leave

Leave of absence, for any person other than serious illness of an officer or employeeor any member of his family, must be contingent upon the needs of the service. The grant vacation leave is discretionary on the part of the agency head or authority concerned; thus, mere filing of such leave application does not entitle an officer or employee to go on leave outright.


Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Vacation Leave
1. CSC Form 6 (3 original copies)
2. Clearance Form, only if traveling abroad, or if traveling local for more than 15 days (4 original copies)
3. Letter request, if necessary (1 original copy)		 Personnel Unit

Client
Sick Leave
1. CSC Form 6 (3 original copies)
2. Medical Certificate, if more than 5 days sick leave (1 Copy)
3. Letter request, if necessary (1 original copy)
Personnel Unit
Client
Client
Paternity Leave
1. CSC Form 6 (3 original copies)
2. Letter request, if necessary (1 original copy)

Additional Requirements:
• Marriage Contract (1 photocopy)
• Birth Certificate of Child or Medical Certificate of Wife if Miscarriage (1 photocopy)		 Personnel Unit
Client


Client
Maternity Leave
1. CSC Form 6 (3 original copies)
2. Letter request, if necessary (1 original copy)

Additional Requirements:
• Special Order Form (3 original copies)
• Medical Certificate (1 Copy)
• Clearance (4 original copies)		 Personnel Unit
Client


Front/ Information desk
Solo Parent Leave
1. CSC Form No. 6 (Revised 1995) Application for Leave (3 original copies)
2. Letter request, if necessary (1 original copy)

Additional Requirements:
• Birth Certificate of Child (1 photocopy)
• Photocopy of Solo Parent ID (1 photocopy) 		CSC website/ Front/ Information desk
Client


Client
Special Privilege Leave
• CS Form 6 (3 original copies) 		Personnel Unit

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit complete documentary requirements within the prescribed timeline from the concerned office 1.1.Receive thecomplete documents None 10 minutes Records Section - Person in charge
1.2.Check the received document as to completeness None
1.3. Forward the complete document to the Personnel for appropriate Action None 2 hours
1.4. Review the submitted complete document and provide appropriate action None 30 minutes Personnel Unit
1.5. Forward to the Office of the SDS for Approval None 20 minutes Personnel Unit
1.6. Approve Form 6 and forward to the Personnel Section None 30 minutes Records Section - Person in charge
1.7. Forward the approved Form 6 to the Records Section for release None 15 minutes
2.Receive the approved Form 6 2.1 Release the approved Form 6 None 10 minutes
TOTAL: None 3 hours, 55 minutes

3. Application for Retirement

Retirement refers to the time of life when one chooses to permanently leave the workforce behind. The compulsory retirement age is 65 while optional is 60 years of age. It can be applied three months before retirement to ensure that retirement benefits will be enjoyed by the retiree after his/her retirement.


Office or Division: Personnel Unit
Classification: Complex
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd employees that reached the retiring age requirement
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Application for Retirement (1 Copy) DepEd Schools Division Office
2.Service Record (1 Original Copy)
3.Clearance for money & property Accountabilities District & Division (4 Original Copies)
4.Statement of Assets & Liabilities (1 Original Copy)
5.Certificate of No Pending Administrative Case (1 Original Copy)
6.Certificate of Last Day of Service (1 Original Copy)
7.Certificate of Last Salary Received (1 Original Copy)
8.Certification of Leave with or without pay (1 Original Copy)
9.Ombudsman Clearance (1 original copy) Concerned retiree
10. GSIS Application for retirement benefits form (1 original copy)
11.Provident Clearance (1 original copy)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit complete requirements for Retirement toRecords Unit 1.1.Receive complete documents from Records Unit checked by District Human Resource Management Officer None 30 minutes Human Resource Unit -Person in charge
1.2. Check and verify the completeness of the documents None 30 minutes Human Resource Unit-Person in charge
1.3. Inform the concerned person if the requirements are incomplete None 1 day Human Resource Unit-Person incharge
1.4. Authenticate complete documents for retirement. Prepare 1st endorsement None 1 hour Human Resource Unit-Person incharge
1.5.Forward complete documents to SDS office for signature and ODC for release in the Regional Office None 2 days Human Resource Unit-Person incharge
1.6. Indorse the application for retirement to the Regional Office None 2 days Human Resource Unit-Person incharge
TOTAL: None 5 days, 1 hour

4. Issuance of Certificate of Employment

Certificate of employment is issued upon request of the employee which will be usedto verify employment history of a certain employee of a former or current employer.


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Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd Employee/ Former Employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Data sheet request form (1Copy) Front Desk/Information
2. Letter request (for those personnel no longer connectedin the Division) Client
3. Identification Card (1 Original copy) Client


CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit Data Sheet Request formwith other required documents with attached pay slip 1.1.Receive and forward submitted complete documents None 2 minutes Front Desk/Information
1.2. Verify the complete documents submitted None 5 minutes Human Resource Unit Concern
1.3.Prepare and sign Certificate of Employment None 5 minutes Admin Officer (Admin Service)
2. Receive Certificate of Employment 2.1 Release Certificate of Employment to Client None 2 minutes Front Desk/Information
TOTAL: None 14 minutes

5. Issuance of Service Record

Service record is a collection of either electronic or printed material which provides a documentary history of a person's employment including their filed leave with and without pay as well as their annual salary while serving as an employee of an organization.


Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Accomplished Transaction/Request Form (2 copies) Personnel/ Records
2.Previous copy of Service Record from previous employment (2 copies) Client
3.Latest payroll slip (1 photocopy) RPSU thru Cashiering Unit

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Accomplish Transaction/ Request Form 1.1. Receive and review of request from client None 30 minutes – 2 days depending on the size of the division Personnel Unit Person-incharge
1.2. Retrieve of documents from file None
1.3. Process request None
2. Receive the signed service record 2.1. Release record None
TOTAL: None 30 minutes to 2 days

6. Loan Approval and Verification

This service pertains to the approval and verification of Loans from GSIS and PrivateLending Institutions of teaching and non-teaching employees in DepEd non- implementing units.


Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd SDO employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For GSIS Loans
1. Recent Pay slip (one (1) photocopy)
2. Certificate of No Pending Case (one (1) original copy)
3. Certificate of No Leave of absence without pay forthe next six (6) months (1 original 1 photocopy)
For online transaction:
4. Submit request at email address of the SDO
Subject: For online transaction:		 Requesting Entity Legal Unit School Head
For Private Lending Institutions:
5. Last three (3) months’ pay slip (one (1) original copy)
6. Latest Appointment (one (1) photocopy) DepEd Email address

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit all the necessary documents for loan application (walk-in/online) 1.1 Receive the complete documents(walkin/online) None 5 minutes Personnel SectionAuthorized employee
1.2 Check and Evaluate loan application if eligible None 20 minutes
1.3 Approve/Disapprove loan application through e-confirmation of GSIS/email None 15 minutes
1.4Notify the client on the action taken by the Office through email. None 15 minutes
TOTAL: None 55 minutes

7. Processing of Appointment (Original, Reemployment, Reappointment, Promotion and Transfer)

Thisservice involvesthe preparation of appointment papers of newly-hired, promoted, reemployed, reappointed or transferred employees.


Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: New entrants
SDO employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Acknowledgement of published Items (1 photocopy) Personnel Unit
2. Publication –CSC Form No. 9 (Revised2018) received by CSCFO (1 photocopy) Personnel Unit
3. Checklist of Common Requirements (1 original) Personnel Unit
4. Appointments Processing Checklist (1 original) Personnel Unit
5. Appointment Form CS Form No. 33-A (Revised 2018) (3 original, 1 photocopy) Personnel Unit
6. Certificate of Availability of funds (3 original, 1 photocopy) Personnel Unit
7. 4. Oath of Office –CS Form No. 32 (Revised 2018) (3 original, 1 photocopy) Personnel Unit
8. 5. Certificate of Assumption to Duty –CS Form No. 4 (Series of 2018) (3 original, 1 photocopy) Personnel Unit
9. Clearance-CS Form 7 (3 original, 1 photocopy) except for original and reemployment Personnel Unit
10. Position Description Form-DBM-CSC Form No. 1 (Revised version No. 1 s.2017) (3 original, 1 photocopy) Personnel Unit
11. Approved Rank list (3 photocopy) - except for Reappointment as Provisional, Permanent and transfer Personnel Unit
12. Summary Profile and Evaluation Reportof Candidate (3 photocopy) - except for Reappointment as Provisional, Permanent and transfer Personnel Unit
13. Duly accomplished CSC Form 212 (Revised 2017) –Personal Data Sheet (3 original) Appointee
14. Work Experience Sheet (3 original) Appointee
15. Certified true copy of Original Transcript of records (3 photocopy) Emanating School
16. Authenticated copy of PRC Board rating/CSC Eligibility (1 original, 2 photocopy) – except for Reappointment as Provisional PRC or CSC
17. Certified true copy of Professional Regulation Commission (PRC) Identification card –if applicable (3 photocopy) –except for Reappointment as Provisional PRC
18. Latest Approved Appointment (3 photocopy) –except for Original and reemployment Appointee
19. Performance Rating (3 photocopy) – except for Original and reemployment Appointee
20. Medical Certificate –CS Form No. 211 (Revised 2017) (1 original, 2 photocopy) Accredited Health Care Facility
21. Results of Medical Exam and Laboratorytest (3 photocopy) -except for promotion, reappointment and transfer Accredited Health Care Facility
22. NBI Clearance (3 photocopy) –except for promotion, reappointment and transfer NBI
23. PSA Birth Certificate (3 photocopy)- except for promotion, reappointment andtransfer PSA
24. Marriage Certificate –if applicable (3 photocopy) - except for promotion, reappointment and transfer PSA

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit all documentary requirements 1.1. Receives and checkfor the completenessof the submitted requirements for appointment None 15 minutes Personnel Unit
1.2. Prepare Appointment paper (CS Form No. 33- A), Position Description Form (CSForm No. 1), Oath of Office (CS Form No. 32), Assumption to Duty (CS Form No. 4), Certificate of Availability of funds, Appointments Processing checklist, Checklist of common requirements, Publication and Acknowledgement of published items None 30 minutes
1.3.Forward to Immediate Superior the Position Description Form (PDF) for signature None 5 minutes
1.4. Forward to Accountant the Certification of availability of funds for signature None 5 minutes
1.5.Forward to authorized signatories to sign on the certifications at the back of the appointment (CS Form No. 33-A) None 10 minutes
1.6.Approve Appointment- CS Form No. 33-A, Certification of Availability of funds, Oath of Office CS Forms No. 32, and attest at the back of the Personal Data Sheet- CS Form 2121 and SALN None 5 minutes
2. Appointee receives a copy of the signed appointment (CS Form No.33-A) 2.1 Furnish appointee with a copy of his/her appointment for submission to CSCFO, ensure that appointee acknowledges receipt of a photocopy of said appointment None 5 minutes
TOTAL: None 1 hours, 15 minutes

8. Processing of Terminal Leave Benefits

Processing of Terminal Leave Benefits based on the accumulated leave credits of a DepEd personnel during his/her service in the agency. This is for those employees who have availed retirement/ resigned/ separated and should have payment for their remaining leave balances.


Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request (1 original copy) Concerned Retiree
2. Service Record (1 original copy) Personnel Unit
3. GSIS Retirement Voucher (1original copy) Concerned Retiree
4. GSIS Retirement Clearance (1 original copy) Concerned Retiree
5. Certificate of Last Payment (1 original copy) Accounting Unit
6. Clearances (Money & Property accountabilities) (3 original copy) School and SDO
7. Latest Notice of Salary Adjustment (NOSA)- (1 original copy) Personnel Unit
8. Certification of Accumulated Leave Credits by the Division Personnel Officer- (1 original copy)
9. Certified Copies of Leave Cards-(1 original copy)
10.Certification of Leave Credits Earned- (1 original copy)
11. Fiscal Clearance (1 Original Copy)
For deceased employee:
1. Death certificate (1 photocopy) Municipal registrar
2. Marriage Certificate (1 photocopy) NSO
3. Survivorship (If applicable) (1 photocopy) Spouse
4. Special Power of Attorney (1 original copy, 2 photocopies) Attorney
5. Birth Certificate of Children (if employee has no living spouse) (1 photocopy)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit all documentary requirements within the prescribed timeline from the concerned office 1.1.Receive the complete documents None 10 minutes Records Section - Person in charge
1.2. Check the document as to completeness
1.3. Forward the complete document to the Personnel for appropriate Action None 2 hours Records Section - Person in charge
1.4. Review the submitted complete document and provide appropriate action None 30 minutes Personnel Section - Person in charge
1.5. Forward to the Office of the SDS for Approva None 20 minutes Personnel Section - Person in charge
1.6.Approve Form 6 and forward to the Personnel Section None 30 minutes SDS/ SDS Office PersonIn-Charge
1.7. Forward the approved Form 6 to the Records Section for release None 15 minutes Personnel Section - Person in charge
2.Receive the approved Form 6 2.1 Release the approved Form 6 None 10 minutes Records Section - Person in charge
TOTAL: None 3 hours, 55 minutes

9. Request for Correction of Name and Change of Status

This process of correcting clerical or typographical errors in the Certificate of Live Birthis governed by the provisions of Republic Act(R.A.) No. 10172 and updating or changing the marital status.


Office or Division: Personnel Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd SDO employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. BIR Form 1905 (duly received byBIR) and PSA Marriage Certificate (for Change of Status). (1 original and 1 photocopy) Employee/BIR
2. PSA Birth Certificate (for Correction of Name) (1 original and 1 photocopy) Employee/PSA

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the complete documents 1.1 Receive and check the complete document None 3 minutes Personnel Unit
1.2 Preparation of updates and submission of attachments to Deped Region Office None 1 day
TOTAL: None 1 day and 3 minutes

F. Property and Supply Unit

1. Requisition and Issuance of Supplies

Requisition and Issue Slip (RIS) is a document required to use for an Employee/ Personnel to request for monthly supplies.


Office or Division: Property and Supply Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Filled Out Requisition and Issue Slip (RIS) (3 Copies – 1 Original) Employee

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit all the requirements to Supply Office 1.1 Receive and check all the documents None 5 minutes Property and Supply Unit Personnel
TOTAL: None 15 minutes

2. Property and Equipment Clearance Signing

This processissigning of PECF form retirement, resignation, transfer of division,leave or travel abroad.


Office or Division: Property and Supply Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Property and Equipment Clearance Form (PECF) – 3 original copies and 1 photocopy Supply Unit

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the accomplished form and turn over all the properties and equipment’s(if any) 1.1 Receive the accomplished form and checksif the concerned employee has an accountability for property and equipment
  • If employee has no accountability, supply officer signs clearance part on property and equipment.
  • If concerned employee has accountability, supply officer will request employee to settle all accountability
None 15 minutes Property and Supply Unit Personnel
TOTAL: None 15 minutes

G. Curriculum Implementation Division

1. Program Work Flow of Submission of Contextualized Learning Resources


Submission of Teaching and Non-Teaching DepEd Personnel, LGUs and Stakeholders of Contextualized LRS. The CID-LRMS implements the Quality Assurance Process mandated by the Department of Education - Bureau of Educationand Learning Resources (BLR) in the Design and Development, Production and Distribution of Contextualized Learning Resources (LRs).


Office or Division: Curriculum Implementation Division
Classification: Highly Technical
Type of Transaction: Government to Government (G2G)
Who may avail: Teaching and Non-Teaching Personnel, LGUs, Stakeholders
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Curriculum Guide (1 OriginalCopy and 1 Photocopy) LR Portal
2. Contextualized Material Submitted (1 Original Copy and Soft Copy) Author/ Owner
3. School/District Pre-Evaluation Online Link
4. Indorsement from the Public Schools District Supervisor or District QAD (or School Heads in the absence of PSDS) (1 Original Copy and 1 Photocopy) Office of the PSDS/Office of the CID
5. Accomplished Quality Assurance Tool LR Office
6. Accomplished Metadata Template for Cataloguing LR Office
7. Signed Sworn Certification/AntiPlagiarism Declaration

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Prepare and submit School's Needs Analysis (Least Mastered Competency) and LR Situational Reports 1.1. Review School's Needs Analysis and LR Situational None 2 days School Head, School LR Coordinator, Subject Area Coordinator, Division LR Supervisor
1.2.Prepare documents for capability building None 1 day School Head, Division LR Supervisor, Writer, Illustrator, Layout Artist
2.Attend capacity building, write shop 2.1 Manage and facilitate the write shop None 5 days School Head, Division LR Supervisor, Writer, Illustrator, Layout Artist
3.Submit contextualized LR to School Learning Resource Quality Assurance Team (SLRQAT) 3.1 Conduct level1 quality assurance of submitted LR None 5 days SLRQAT
4.Finalize LR ready for endorsement to District/Division None 1 day Writer, School Head
5.Prepare endorsement communicati on toDistrict/Division Quality Assurance Team 5.1 Accept endorsement communication None 3 days DLRQAT
5.2 SDO does finalreview if final, recommend for pilot testing if not, recommend for revision None 15 days DLRQAT
6. Integrate recommend ation based on pilot testing result or resubmit revised LRs to SDO (both hard and soft copy) 6.1 SDO finalizes the Learning Resource and submits LRs in hard and softcopyto the Regional Office None 5 days Division LR Supervisor
6.2 RO finalizes the Quality Assurance of Learning Resource None 5 days Regional LREs
7. Prepare endorsement for uploading to LR portal 7.1 Upload LR to portal for online QA None 1 day Writer, School Head, Division LR Supervisor
7.2 Approve, produce and utilize to target users None 1 day Regional/Division LR Supervisor
7.3 RO informs SDO while SDO informs the writer through written communication of the approved and uploaded LRs None 1 day Regional/Division LR Supervisor
TOTAL: None 45 days

2. Quality Assurance of Supplementary Learning Resource

The Learning Resources Management Section (LRMS) is in-charge of the quality assurance of teacher-made or locally-developed supplementary learning materials to ensure the correctness and appropriateness as to content, language and layout.


Office or Division: Curriculum Implementation Division
Classification: Complex
Type of Transaction: Government to Government (G2G)
Who may avail: DepEd employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request addressed to SDS (1 original copy) Employee
2. School Quality Assurance Team(SQAT) Certification
3. Supplementary Learning Resources(Soft and hard copy)
4. Teacher User’s Guide (For Manipulative Materials Only)
5. Video of Demonstration Teaching

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit duly Accomplished requirementsand the teachermade Supplementary Learning Resources (SLR) 1.1 Check and log-in submitted teacher made Supplementary Learning Resources (SLR) together with other requirements None 15 minutes CID personnel
2. Evaluate the process to ensure the quality standards of the Supplementary LearningResources 2.1 Assess/evaluate Supplementary Learning Resources None 1 day
3. Receive the Endorsement Letter from the Division Office 3.1 Prepare the summary of comments and recommendation as regards the SLR Evaluation None 2 days
4. Submit the corrected SLR 4.1 Draft the Schedule of the Final Presentation and inform the teacherthrougha division letter None 2 days
5. Present the Final Presentation of SLR 5.1 Review and evaluate the Final Presentation with evaluation tool None 1 day
6. Receive the certificate 6.1 Release the certificate None 1 day
TOTAL: None 7 days and 15 minutes

C. Schools Governance and Operations Division - Planning and Research Section

1. Request for Basic Education Data (Internal Stakeholder)

Information generated from the Basic Education Information System Modules includingeducation statistics, sector performance indicators and profile of public and private schools, learning centers and other education service providers.


Office or Division: Planning Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: Internal Stakeholder
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request addressed to SDS (1 original copy) Client
2. Request Form (1 original copy) Front Desk

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submit Letter Request and Filled-up form to the Records Unit 1.1. Receive letter request from the client and forward to the OSDS None 10 minutes Records Unit Staff/ADA
1.2. Refer letter request to Chief, SGOD None 5 minutes SDS
1.3. Refer letterrequest to Planning Officer None 5 minutes Chief, SGOD
1.4.Make the necessary action undertaken to the said letter request None 2 days Planning Officer
1.5. Prepare the transmittal letter to be signed by SDS None 15 minutes Planning Officer
2.Receive the necessary documents 2.1 Release of the documentsto the end user None 2 minutes Records Unit Staff/ADA
TOTAL: None 2 days, 4 hours, 32 minutes

2. Request for Data for EBEIS/LIS/NAT and Performance Indicators

This service is intended for the processing of requests of data for EBEIS, LIS, NAT,and Performance Indicators.


Office or Division: SGOD – Planning Unit
Classification: Simple
Type of Transaction: Government to Government (G2G)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request (original) Station assignment (to be secured by the concerned employee)

CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submit the necessary document 1.1 Receives letter request & to be forwarded to the SDS for referral of proper service provider None 5 minutes Planning and Research Unit
1.2 Approval of letter request & referred to the Planning Unit None 15 minutes
1.3 For Action & Provide Data Information needed by Clients None 30 minutes
TOTAL: None 50 minutes

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