Citizens Charter

Process for New Application of Private Schools

  1. Record Section- Submit Letter of Intent address to SDS
  2. CID-PSDS Office - School Administrator /Owner Interview/Technical Assistance on putting up a School /Preparation of School Document, Screening of School Owner’s Capability and Qualification
  3. SGOD-Monitoring and Evaluation Office-Preparation /Submission/ Validation/Completion of School Documents, Technical Assistance on Documents completion
  4. CID-PSDS Office-Ocular Inspection
  5. CID-PSDS Office-Preparation of Inspection Report
  6. CID-PSDS Office-Indorsement to DepEd –NCR

Process for Renewal for Private Schools

  1. Record Section- Submit School Document
  2. SGOD-Monitoring and Evaluation Office-Validation/Completion of School Documents, Technical Assistance on Documents completion
  3. CID-PSDS Office-Ocular Inspection
  4. CID-PSDS Office-Preparation of Inspection Report
  5. CID-PSDS Office-Indorsement to DepEd –NCR


APPLICATION FOR CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV)

Who May Avail of the Service?

Students of elementary and secondary schools in the region/division/school levels

What are the Requirements?

a) Public School

  1. Student Permanent Records (F-137)
  2. Diploma
  3. Certificate of Graduation issued by School Head
  4. Certification from SDS

b) Private School

  1. Student Permanent Records (F-137)
  2. Diploma
  3. Certificate of Graduation issued by school head
  4. Special Order for graduates of secondary schools issued by the Division Office for two-level schools or by the Regional Office for the three-level schools
  5. Certification from SDS



REQUEST FOR CORRECTION OF ENTRIES IN SCHOOL RECORDS

Schedule of Availability of Service:

Monday-Friday, 8:00 am – 5:00 pm, no noon break


Who may avail of the Service?

Students or Graduates of Public/Private Elementary and Secondary Schools in the Region


What are the requirements?

1. Letter-Request addressed to the Regional Director

2. Certificate of Live Birth Issued by NSO (1 Original and 1 Photocopy)

3. Affidavit of Discrepancy or Affidavit of Two (2) Disinterested Persons (1 Original)

4. School Record or Diploma bearing the erroneous entry (1 Original and 1 Photocopy)

CASHIERING/DISBURSING

1. Payment of MOOE, Salaries & Wages, Other Benefits & Reimbursement of Travel Expenses(for Officers/Teaching/Non-Teaching Personnel of the Division)

2. Payment of Supplies, Catering Bills, etc. (for Suppliers)

3. Processing Request for Remittance List of GSIS,HDMF and PHIC (for Teaching/Non-Teaching Personnel)

4. Issuance of Official Receipt(for Disbursing Officers/Contractors)

5. Issuance of Letter of Introduction(for Newly Hired Teachers)


• Schedule of Availability of the Service

Monday – Friday

8:00 AM – 5:00 PM (No Noon Break)


• Who May Avail the Service?

Officers/ Teaching and Non-Teaching Personnel/Employees of the Division of Davao del Sur/ Suppliers/ Disbursing Officers/ Contractors/ Newly Hired Teachers


• What are the Requirements?

1. 2 valid IDs

2. Official Receipt (under 8.2)

3. Pay slip and Service Records (under 8.3)

4. Order of Payment or Statement of Account (under 8.4)

5. Appointment (under 8.5)


• Person/s In-charge

Cashier/Other Authorized Personnel

• Steps:


1. Secure a transaction slip from the Front Desk Officer.

2. Submit fully filed-up transaction slip with other required documents to the authorized personnel or to the cashier for

processing.

3. Present 2 valid IDs upon claiming payments/getting the

requested documents.

• Duration : A maximum of 15 minutes in all services

• No Fees Required

APPLICATION FOR CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV)



Who May Avail of the Service?

Students of elementary and secondary schools in the region/division/school levels

What are the Requirements?

a) Public School


  1. Student Permanent Records (F-137)
  2. Diploma
  3. Certificate of Graduation issued by School Head
  4. Certification from SDS

b) Private School


  1. Student Permanent Records (F-137)
  2. Diploma
  3. Certificate of Graduation issued by school head
  4. Special Order for graduates of secondary schools issued by the Division Office for two-level schools or by the Regional Office for the three-level schools
  5. Certification from SDS

REQUEST FOR CORRECTION OF ENTRIES IN SCHOOL RECORDS

Schedule of Availability of Service:


Monday-Friday, 8:00 am – 5:00 pm, no noon break


Who may avail of the Service?

Students or Graduates of Public/Private Elementary and Secondary Schools in the Region


What are the requirements?

1. Letter-Request addressed to the Regional Director

2. Certificate of Live Birth Issued by NSO (1 Original and 1 Photocopy)

3. Affidavit of Discrepancy or Affidavit of Two (2) Disinterested Persons (1 Original)

4. School Record or Diploma bearing the erroneous entry (1 Original and 1 Photocopy)

Application for Sick and Vacation Leave

Requirements:

Sick Leave


  1. 3 copies of Form 6 Application for Leave
  2. 3 copies of Medical Certificate for 5 days or more
  • Must be filled immediately upon the employee’s return to work or in advance if the employee will undergo a scheduled medical examination or operation.


Vacation Leave:


  1. 3 copies of Form 6 Application for Leave
  2. Must be filled 5 days before the effective of the leave.


Duration of Activity:

1-3 days

Amount of Fee: no fee


Salary Adjustment on Promotion

Requirements:


  1. 2 Certified photocopies of Appointment
  2. 2 Certified photocopies of latest Payslip


*All copies must be clear and readable

Duration of Activity:

1-3 Days

Amount of Fee: no fee

Approval of Equivalent Records Form


Requirements:

1) 3 copies of ERF

2) 2 copies certified photocopies of OTR, attach original

3) 2 copies Certified photocopies of updated Service records, attach original

4) 2 certified photocopies of latest Appointment, attach original

5) 2 photocopies of certificate of trainings/seminars, attach originals

6) 2 photocopies of latest Pay-slip, attach original

Duration of Activity:

1-3 days

Amount of Fee; no fee

APPLICATION FOR EQUIVALENT RECORDS FORM

Requirements:


  1. 3 certified photocopies of approved ERF
  2. 4 certified photocopies of updated Service Records
  3. 3 certified photocopies of latest Payroll/Pay-slip
  4. 3 certified photocopies of latest Post-Audited LOEGSI

And Notice of Step Increment

  1. 3 photocopies of latest Appointment

Duration of Activity:

1-3 days

Amount of Fee: no fee

Issuance of Second Copy of Diploma

Requirements:


  1. Affidavit of Loss
  2. Letter Request by the applicants
  3. Indorsement of the Principal
  4. NSO Birth Certificate


Duration of Activity:

1 day (Upon the availability if the SDS)

Amount of fee: no fee

Curriculum Implementation Division

A. Instructional Management Section

Ensures quality management of instruction in the implementation of basic education curriculum among schools and learning centers by providing Technical Assistance on enhancing teaching- learning processes in the various subject areas for diverse learners and on the conduct of research on curriculum and instruction, new and varied modes of delivery, and monitoring and evaluating compliance of quality standards for the improvement of learning outcomes.

B. District Instructional Management

Provides relevant and timely instructional supervision to school heads and teachers, and technical assistance services by Division Field Technical Assistance Team (DFTAT) to schools and learning centers on efficient and effective school management, quality delivery of curriculum, formulation, implementation, monitoring and evaluation of school plans, ensure conducive learning environment of schools and learning centers to improve performance of learners

Sustains strong and harmonious partnerships and collaboration among stakeholders, to generate resources and mobilize the community to support the schools and learning centers


Curriculum Implementation Division

A. Instructional Management Section

Ensures quality management of instruction in the implementation of basic education curriculum among schools and learning centers by providing Technical Assistance on enhancing teaching- learning processes in the various subject areas for diverse learners and on the conduct of research on curriculum and instruction, new and varied modes of delivery, and monitoring and evaluating compliance of quality standards for the improvement of learning outcomes.


B. District Instructional Management

Provides relevant and timely instructional supervision to school heads and teachers, and technical assistance services by Division Field Technical Assistance Team (DFTAT) to schools and learning centers on efficient and effective school management, quality delivery of curriculum, formulation, implementation, monitoring and evaluation of school plans, ensure conducive learning environment of schools and learning centers to improve performance of learners

Sustains strong and harmonious partnerships and collaboration among stakeholders, to generate resources and mobilize the community to support the schools and learning centers


C. Learning Resource Management

Ensures increased access to and effective utilization of varied quality learning resources by providing schools and learning centers relevant technical assistance on the management of learning resources and address learning resource gaps in order to improve delivery of the basic education curriculum.

Curriculum Implementation Division

A. Instructional Management Section

Ensures quality management of instruction in the implementation of basic education curriculum among schools and learning centers by providing Technical Assistance on enhancing teaching- learning processes in the various subject areas for diverse learners and on the conduct of research on curriculum and instruction, new and varied modes of delivery, and monitoring and evaluating compliance of quality standards for the improvement of learning outcomes.


B. District Instructional Management

Provides relevant and timely instructional supervision to school heads and teachers, and technical assistance services by Division Field Technical Assistance Team (DFTAT) to schools and learning centers on efficient and effective school management, quality delivery of curriculum, formulation, implementation, monitoring and evaluation of school plans, ensure conducive learning environment of schools and learning centers to improve performance of learners

Sustains strong and harmonious partnerships and collaboration among stakeholders, to generate resources and mobilize the community to support the schools and learning centers


C. Learning Resource Management

Ensures increased access to and effective utilization of varied quality learning resources by providing schools and learning centers relevant technical assistance on the management of learning resources and address learning resource gaps in order to improve delivery of the basic education curriculum.

Filing of Request Relief from Accountability due to Fortuitous Events or Natural Calamities, or Due to Acts of Man; theft, robbery, arson, etc.

Who may file:

· Persons who are accountable for government funds and property which were lost and/or damaged without negligence on their part in the custody thereof.

· Representative of the Accountable Officer

What are the requirements:

· Notice of loss of government supplies and property to the head of the agency and the auditor assigned thereat;

· Request for relief from accountability of the person accountable for government funds and property filed within thirty (30) days or of such longer period as may be allowed by the Commission accompanied by the following documents:

* The basic notice of loss showing the exact date of filing and receipt in the Office of the Auditor concerned;

* Affidavit of the accountable officer containing a statement of facts and circumstances of the loss, i.e. property lost and its valuation, actual date in which the absence was first noted, manner of disappearance, efforts exerted to recover the same, provisions made to safeguard the property, date when the loss was reported to the auditor and police authorities, etc.,

* Affidavits of two (2) disinterested persons cognizant of the facts and circumstances of the loss;

* Final investigation report of the office or department head, proper government investigating agency (PNP, BFP, NBI, etc.);

* Comment/s and/or recommendation of the agency head;

* List and description including book value, date of acquisition, property number, account classification, condition of the property, and other additional relevant information of the properties lost as attested by the concerned officials, as the case may be;

* Latest inventory and inspection report preceding the loss and inspection report on the extent of damage/loss;

* Exact or accurate amount of government cash or book value of the property, subject of the request for relief;

* Memorandum Receipt, if any, covering the properties subject of the request;

* Certification from Police/Fire Chief/Provincial Governor/Mayor or other competent authority as to the destruction brought by natural calamity and/or insurgency;

* Report on Cash Examination conducted immediately after the loss (for cash losses);

* Certificate by the veterinarian as to the cause of death with a description of the animal, if the property is a government animal under the care of a veterinarian, and autopsy report;

* Authenticated pictures of the site (loss through fire and theft or robbery/holdup;

* Fire insurance policy;

* Certification of the proper official on the actual occurrence of calamity specifying therein the approximate or exact time of occurrence and the affected areas;

* Insurance policy, if any, and the fact of receipt of the insurance proceeds;

* Affidavits of security guards pertaining to the incident, if manned by them, and the contract of security services;

* Information on whether or not the accountable officer was accompanied by police/security escorts during theft or robbery/hold-up of cash (going to and fro the bank, office break-in, etc.) and the appropriate explanation if none; and

* Comments and/or recommendation of the auditor.

PROCESSING OF REQUEST FOR SUPPLIES, MATERIALS, AND EQUIPMENT

• Schedule of Availability of the Service

Monday – Friday

8:00 AM – 5:00 PM (No Noon Break)

• Who May Avail of the Service?

Teaching & Non-Teaching Personnel of the Division of Makati City

• What are the Requirements?

1) Requisition Issue Slip (RIS)

2) Inventory Custodian Slip (ICS Form)

• Person/s In-charge

Authorized Personnel - Supply Section

• Steps:

1) Secure and fill-up Requisition Slip Form

2) Submit filled-up form for approval

3) Receive the requested item/s

• Duration of Time: 14 minutes

• No Fees Required

Claims for Unpaid Salaries and other Personnel Benefits, Grants of MOOE Subsidy & Request for Reimbursements

Steps:

1.Submit Documents to the Records Section

2. Immediately after the checking of documents from Accounting Section, receives the request for obligations, assigns Obligation Request Number

3. Posts the appropriate registries

4.Reviews and controls the availability and obligated allotments for the purpose/adjustment necessary, then signs the Box B of the ORS

5. Forward documents obligated to the Accounting Section

Purchase of Goods/Services

1. Submit the Documents to the Records Section

2. Supply Section, receives the request for obligations, assigns Obligation Request Number and encodes in the List of Obligations

3. Posts in the appropriate registries

3. Reviews and controls the availability and obligated allotments for the purpose/adjustment

Payment of goods/services

Requirements:

Duly Accomplished PR, Canvass, Quotation, Abstract of Canvass/Quotation/Bids, PO, BAC Resolution to Award, Notice of Award, Contract/Service Agreement, Billing Statement/Request, Sales Invoice, Delivery Receipt Pictures, ORS, Daily Attendance, Meal Attendance

CASHIERING/DISBURSING

Requirements:

Duly Accomplished PR, Canvass, Quotation, Abstract of Canvass/Quotation/Bids, PO, BAC Resolution to Award, Notice of Award, Contract/Service Agreement, Billing Statement/Request, Sales Invoice, Delivery Receipt Pictures, ORS, Daily Attendance, Meal Attendance

CASHIERING/DISBURSING

1. Payment of MOOE, Salaries & Wages, Other Benefits & Reimbursement of Travel Expenses(for Officers/Teaching/Non-Teaching Personnel of the Division)

2. Payment of Supplies, Catering Bills, etc. (for Suppliers)

3. Processing Request for Remittance List of GSIS,HDMF and PHIC (for Teaching/Non-Teaching Personnel)

4. Issuance of Official Receipt(for Disbursing Officers/Contractors)

5. Issuance of Letter of Introduction(for Newly Hired Teachers)

• Schedule of Availability of the Service

Monday – Friday

8:00 AM – 5:00 PM (No Noon Break)

• Who May Avail the Service?

Officers/ Teaching and Non-Teaching Personnel/Employees of the Division of Davao del Sur/ Suppliers/ Disbursing Officers/ Contractors/ Newly Hired Teachers

• What are the Requirements?

1. 2 valid IDs

2. Official Receipt (under 8.2)

3. Pay slip and Service Records (under 8.3)

4. Order of Payment or Statement of Account (under 8.4)

5. Appointment (under 8.5)

• Person/s In-charge

Cashier/Other Authorized Personnel

• Steps:

1. Secure a transaction slip from the Front Desk Officer.

2. Submit fully filed-up transaction slip with other required documents to the authorized personnel or to the cashier for

processing.

3. Present 2 valid IDs upon claiming payments/getting the

requested documents.

• Duration : A maximum of 15 minutes in all services

• No Fees Required

Process for New Application of Private Schools

  1. Record Section- Submit Letter of Intent address to SDS
  2. CID-PSDS Office - School Administrator /Owner Interview/Technical Assistance on putting up a School /Preparation of School Document, Screening of School Owner’s Capability and Qualification
  3. SGOD-Monitoring and Evaluation Office-Preparation /Submission/ Validation/Completion of School Documents, Technical Assistance on Documents completion
  4. CID-PSDS Office-Ocular Inspection
  5. CID-PSDS Office-Preparation of Inspection Report
  6. CID-PSDS Office-Indorsement to DepEd –NCR

Process for Renewal for Private Schools

  1. Record Section- Submit School Document
  2. SGOD-Monitoring and Evaluation Office-Validation/Completion of School Documents, Technical Assistance on Documents completion
  3. CID-PSDS Office-Ocular Inspection
  4. CID-PSDS Office-Preparation of Inspection Report
  5. CID-PSDS Office-Indorsement to DepEd –NCR

Request for the Following Certification:

1. SERVICE RECORDS

2. CERTIFICATE OF LEAVE WITHOUT PAY

3. CERTIFICATE OF EMPLOYMENT (for Principals only)

4. PHILHEALTH CERTIFICATE OF CONTRIBUTION (Except Secondary Schools Implementing Units)

5. GSIS AGENCY REMITTANCE ADVICE

.