Citizens' Charter

Citizens' Charter 2022

DepEd-wide Charter Link: https://www.deped.gov.ph/about-deped/citizenscharter/

PLEDGE OF COMMITMENT

We the educational leaders, teachers and employees of the Department of Education, Schools Division of Ifugao, do hereby reaffirm our commitment to work together efficiently, courteously, effectively, expeditiously and excellently with utmost integrity and professionalism as promised in this service charter.

HOW TO AVAIL OF THE SERVICES

Note: duration of services provided is presumed on normal situation and error-free processes

Enrollment

PROCESS DETAILS

A. Classification of Expected Enrollees

a.1. Kindergarten aged 5 years old

a.2. Elementary age (6-11 years old), overage pupils

a.3. Secondary age (11-15 years old), overage students

a.4. Senior High School age (16-18 years old), overage students

  B. Collection of Fees/Voluntary/Authorized (Elementary and

Secondary)

b.1. BSP/GSP = ???

b.2. Red Cross = ???

b.3. Anti TB = ???

b.4. School Paper = ???

C. Scheduling of Availability of Service

 c.1. Kindergarten = January of the current year

c.2. Elementary = Two (2) weeks before the start of the academic school year

c.3. Secondary = April and May of the current year

D. Compliance of Requirements

d.1. Kindergarten

d.1.1. NSO authenticated Birth Certificate

d.2. Elementary

d.2.1. Old pupil: Report Card only

d.2.2. New/Transferee: Report Card, Certification of Good Moral Character

Enrollment for Secondary School

PROCESS

STUDENT

SERVICE PROVIDER

DURATION

IN-CHARGE

A. Enrolment for Grade 7

a.1. submits report card, birth certificate, Certification of

Good Moral Character.

a.2. accomplishes enrolment form

 a.1. receives, assesses and

evaluates documents

submitted

5 minutes

School Head/ Teacher

B. Enrolment for Transferee

 b.1. accomplishes a.1 and a.2 above

b.2. submits copy of Honorable Dismissal from former

school

b.1. receives, assesses and

evaluates documents

submitted

5 minutes

School Head/ Teacher

C. Enrolment for Grades 8, 9,

10, 11 & 12 from same

school

c.1. submits report card

c.1. receives report card

5 minutes

School Head/ Teacher

Issuance of Admission Slip to Late Comer or Absentee in Secondary School

PROCESS

STUDENT

SERVICE PROVIDER

DURATION

IN-CHARGE

1. Action on absenteeism

1.1. accomplishes admission slip

1.2. submits admission slip with

letter from parent or

guardian

1.1. receives admission slip with

the letter from parent or

guardian

1.2. signs admission slip whether

excused or unexcused

5 minutes

Prefect of Discipline

Teacher/ Class Adviser

2. Action on tardiness

 2.1. gets admission slip

2.2. submits admission slip

2.1. receives and signs admission

slip

within 2 min.

Prefect of Discipline /

Teacher/ Class Adviser

 3. Issuance of school documents

3.1. presents request letter or

verbally request to the

School Head

 3.1. receives, prepares and

issues documents requested

within 30 min.

School Head/ Class Adviser

4. Guidance Counseling Services

4.1. students with problems

4.1. accomplishes referral form

4.2. submits to the Guidance

Counselor's Office

4.3. conducts guidance

counseling

4.1. 5 minutes

4.2. 5 minutes

4.3. 30 min.

Guidance Counselor

5. Career Guidance Services

5.1. schedule career guidance

5.1. coordinates with other

agencies/ private

organizations for career

guidance

5.2. conduct career guidance

5.1. 1 to 2

days

5.2. 30 min.

Guidance Counselor

Service Records

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

1. Submission of request for service records

submits formal request letter addressed to the SDS, attentioned to the Records Officer

 prepares hard copy of the service records and have it signed by authorities

2 minutes

Records Officer

2. Release of service records

claims requested service records

issues the service records if already signed by authorities

1 minutes

Records Officer

Application for Certification of Employment

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

Submission of application for certification of employment

submits a formal request letter addressed to the SDS, attentioned to the Records Officer

validates authenticity of information

2 minutes

Records Officer

Release of application of certification of employment

receives hardcopy of certification of employment

issue the printed certificate of employment duly signed by authorized signatories

1 minutes

Records Officer

Photocopying Pertinent Division Office Files or Communications

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

submission of the request letter

submits request letter to photocopy a DO file addressed to the SDS, attentioned to the Records Officer

verifies request and prepares the document needed

2-5 minutes

Records Officer

releasing of the request

receives file for photocopying after signing the logbook

ensures that the borrower logs in the logbook and leaves an ID to oblige him/her to return the file

2-5 minutes

Records Officer

Regular Salary

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

Releasing of the Summary of Disbursements by the Regional Office to the Accounting Unit of the Schools Division Office

Regional Office sends summary of disbursements

·   receives summary of disbursements

·   prepares disbursement voucher for the transfer of funds to the account of DepEd RO who issue checks for regular salaries based on the sumary of disbursements

·   certifies voucher as to its accuracy and availability of funds

·   forward signed voucher to the Office of the SDS for approval

·   receives approved voucher from the SDS

·   1 minute

·   4 minutes

·   1 minute

·   1 minute

·   1 minute

·   Accountant

·   Accountant

·   Accountant

·   SDS

·   Accounting Staff

Action of Cash Unit on its concerns

Accounting Unit forwards to the Cash Unit for next steps

·   receives approved vouchers from the Accounting Unit

·   prepares check per voucher/payroll and Advice of Checks Issued (ACIC)

·   forward vouchers with checks and ACIC to the office of the SDS for signing

·   retrieves signed checks and ACIC with vouchers from SDS

·   submits ACIC and deposit funding check to the agency depository bank

·   issues individual checks to payee/ authorized personnel from school/district

·   1 minute

·   3 minutes

·   1 minute

·   1 minute

·   35 minutes

·   10 minutes

·   cashier

·   cashier

·   SDS

·   cashier

·   cashier

·   cashier

Payment of Travel Expenses

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

Accomplishing the itinerary of travel

accomplishes itinerary of travel with attachment of supporting documents then submits for payment

·   receives itinerary and checks completeness of supporting documents

·   routes itinerary of travel to the AO5 for signing then to the SDS for approval

·   verifies all documents as to completeness and accuracy

·   prepares disbursement voucher/ payroll, certifies availability of funds and completeness and accuracy of supporting documents

·   forward voucher to the SDS for approval

·   receives approved voucher and payroll together with all the supporting documents

·   1 minute

·   5 minutes

·   5 minutes

·   7 minutes

·   1 minute

·   1 minute 

·   Records Officer/ Receiving Clerk

·   Accounting staff

·   Accountant and Staff

·   Accountant

·   Accounting Staff

·   Accounting Staff

Action of Cash Unit on its concerns

Accounting Unit forwards to the Cash Unit for further processes

·   receives approved vouchers/ payrolls then prepares checks per voucher/payroll and ACIC

·   signs checks and ACIC

·   forwards vouchers/ payrolls with checks for the signature of the SDS

·   receives countersigned checks and ACIC for the SDS

·   submits approved ACIC to the depository bank

·   issues checks to claimants

·   submits paid vouchers and payrolls to the Accounting Unitreceives approved vouchers from the Accounting Unit

·   3 minutes

·   1 min

·   1 min

·   1 min

·   15 minutes

·   2 minutes

·   3 min.

·   Cashier

Payment of Step Increment and Promotion

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

compliance of requirements for payment

·   complies with the required documents for payment

·   receives the required documents for payment

·   routes documents for payment to Personnel Unit for verification as to its completeness and accuracy and prepares agency remittance advice for the signature of the AO5

·   segregates copies for the GSIS, COA, region and accounting then submits all copies to the Accounting Unit for verification of all supporting documents and the computation of payments due

·   receives documents, verifies as to accuracy and completeness and computes amount due per claimant

·   1 min.

·   15 min.

·   20 min.

·   30 min.

·   Receiving Clerk/ Records Officer

·   Personnel in-charge for the preparation of claims for payment

·   Personnel in-charge of claims

·   Accountant

action of Cash Unit on its concerns

Accounting Unit forwards to Cash Unit vouchers/payrolls approved with supporting documents for the preparation of ACIC

·   receives approved vouchers/ payrolls with supporting documents and prepares ACIC

·   routes the checks together with the approved vouchers/payrolls to the Office of SDS for countersigning of check and approval of ACIC

·   submits ACIC to the depository bank

·   Issues checks to claimants

·   3 min.

·   2 min.

·   10 minutes

·   1 min.

·   Cashier

·   SDS

·   Cashier

·   Cashier

Dental Services

PROVISION ON DENTAL EXAMINATION AND TOOTH EXTRACTION SERVICES AND OTHER RELATED ORAL HEALTH PROBLEMS

About the Service

1. perform oral health examination on all public school children from pre-elementary to grade VI pupils, teaching and non-teaching personnel of the

division

2. perform prophylactic and curative services to pupils needing immediate dental attention

3. conduct dental health education through chair-side instructions and classroom lectures on dental awareness and dental health care

Requirements: None

Schedule of Availability of Service

Monday: Division Office @ 8:00am to 12:00n; 1:00pm to 5:00pm

Tuesday to Friday: School Clinic per approved itinerary of travel @ 8:00am to 12:00n; 1:00pm to 5:00pm

Fee: None     

PROCESS

PATIENT

SERVICE PROVIDER

DURATION

IN-CHARGE

Conduct of registration

interviews the patient and prepares the records/patient health card

·   interviews the patient and prepares the records/patient health card

5 min

Dental Assistant

Presentation of Patient for tooth examination

patient presents for self examination / tooth extraction

 a. conducts oral examination on the patient

b. fill up patient's dental health card based on the oral examination performed

c. prepares instruments needed for the required dental treatment

d. conducts actual treatment/extraction of tooth

e. dispense medicine and give post operative medication and instruction to patient

a. 10 min.

b. 10 min

c. 5 min

d. 20 min

e. 5 min

a. Sch. Dentist

b. Sch. Dentist

c. Dental Asst.

d. Sch. Dentist

e. Dental Asst.

Presentation for self prophylactic procedures, preventive and proper dental hygiene

presents self for prophylactic procedures, preventive and proper dental hygiene

a. prepares sodium fluoride mouth rinsing program

b. preparation of poster and visual aides or guide the students in proper tooth brushing techniques in dental health care

c. conducts actual supervision of time spent and frequency for sodium fluoride mouth rinsing and proper tooth brushing habit

10 min

20 min

10 min

Dental Asst.

Requirements for Equivalent Record Form (ERF) / Requirements for Reclassification of Position

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

Submission of request for reclassification or ERF

requests for the following ERF requirements:

1. Equivalent Record Form (ERF), 4

copies:

- original (for the teacher)

- 2nd copy (for the RO Records

Section)

- 3rd copy (for the SDO Records

Section

- 4th copy (for the school)

2. Original OTR with 3 photocopies

duly certified by authorized official

(3 copies)

3. Sworn statement of the teacher in

accordance with the provisions of

DO no. 12, s. 1962, an inclosure to

memorandum no. 51, s. 1962, if the

teacher studied in a private school

4. Copy of approved study leave/

scholarship agreement, or approved

study permit in accordance with

circular number 17, s. 1960 and

DECS Order No. 56, s. 1984 (1

copy)

5. Certification from the school on

the area of specialization in the

given course stating the number of

units required to finish the course

including thesis writing and number

of lacking units (2 copies)

6. Comprehensive complete service

records showing inclusive dates of

paid services and salary

adjustments granted duly certified

by the SDS; authorized official to

certify Service Records (pls. get

Service Records before submitting

folder for ERF)

7. Latest Performance Rating with at

least very satisfactory rating (1

copy)

8. Certificate of trainings/ seminars

(1 original copy)

9. Professional activities duly

approved by the SDS (district level

not included), educational travels,

authorship of educational

materials, if any.

10. All documents in photocopies

should be duly certified by the

Administrative Officer or any

authorized official

provides the ERF checklist of pertinent documents/ needed for attachment

2 minutes

Personnel Unit

Submission of pertinent documents

submits complete pertinent documents in a properly labeled folder

a. validates the completeness and authenticity of submitted documents.

b. evaluates documents and puts the degree or degree equivalents and upgraded position placement in the space provided for int he ERF

c. signing by DepEd Officials concerned

d. prepares transmittal letter and submits to the Regional Office for final action

a. 5 minutes

b. 10 minutes

c. 15 minutes

d. 1 min.

Personnel Unit

Implementation of Approved Equivalent Record Form (ERF)/ Reclassification of Position

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

announcement of submission of approved ERF's

Regional Office notifies the Schools Division Office for the submission of ERF's approved for implementation

prepares call up for the submission of ERF's approved for implementation

5 min

Personnel Unit

submission of ERF's approved for implementation to respecive school head per school

submits a certified photocopy of ERF approved for implementation to school head

a. collects ERF's approved for implementation submitted from fields for implementation

b. prepares the Plantilla Allocation List (PAL)

c. prepares transmittal letter for submission to the Regional Office (by handcarry or by mail)

a. depends on the set numbers of days in the call up

b. 1 day

c. 1 day

 a. Personnel Unit

b. Personnel Unit

c. Releasing Officer/ Records Officer

Appointment (Substitute and Permanent)

PROCESS

CUSTOMER

SERVICE PROVIDER

DURATION

IN-CHARGE

substitution of an incumbent on leave

School Selection Committee of the school where the need exists recommends a substitute teacher from the Registry of Qualified Applicants (RQA) only using the School Selection Ranklist, then

submits a formal request to hire a substitute teacher addressed to the SDS 15 days earlier before the effectivity of the leave of incumbent

receives request then forwards to the Office of the SDS before routing to the Office of the Administrative Officer V for action

within 15 working days from receipt of request

Receiving Officer, SDS, AO5

approval of the request to hire a substitute teacher

School Head checks from the Records Unit any endorsement released regarding the request

releases endorsement approved by the SDS to the Records Unit for release

within 15 working days from receipt of request

Receiving Officer, SDS, AO5

Submission of School Selection Committee recommendation for permanent Teacher I Position

School Selection Committee of the school where the vacancy exists recommends the teachers in the Registry of Qualified Applicants (RQA) per latest guideline using the School Selection Ranklist, then

submits to the SDS earlier before the effectivity of the vacancy for her discretion

receives the School Selection Ranklist then forwards to the Office of the SDS

within 15 working days from receipt

Receiving Officer

submission of requirements for substitute or permanent appointment

appointee reports to the School Head to get the list of requirements when notified by SH or SDS for substitution or for permanency, respectively:

Requirements (for substitute or permanent):

1. if substitute, request letter to

hire a substitute approved by

SDS (1 copy).

2. (Permanent and Substitute)

School Selection Ranklist (1

copy); District Assessment if

Promotion to T2 or T3;

Division Assessment for other

promotions

3. (Permanent and Substitute)

Position Description Form

(PDF), 3 original copies

4. (Permanent and Substitute)

Panunumpa sa Katungkulan (3

original copies)

5. (Pernament and Substitute)

SALN (3 original copies);

SALN prepared as of Dec 31

of the preceding year if

promotion.

6. (Permanent and Substitute)

CSC Personal Data Sheet

(PDS) Form 212, Revised

2005, 3 original copies

7. (Permanent and Substi) Board

Rating (2 photocopies)

8. (Perm and Substi) Teacher's

License (2 photocopies)

9. (Perm and Substi) Transcript

of Records (1 photocopy)

10. (Perm and Substi) Medical

Form-CSC Form 211 with 1

documentary stamp on 1

copy, 2 copies

11. (Perm and Substi) NBI

clearance, if no clearance

within the past 6 months;

except for promotion.

12. (Perm and Substi)

Certification of Assumption

to Duty, except for promotion.

13. (Permanent only) Updated

Service Records if promotion

14. (Permanent only) Latest

appointment, if promotion

gives list of requirements on request or maintains posting in the bulletin board for public information

10 minutes

Receiving Officer, HRMO

submission of pertinent documents for substitute or permanent appointment

School Head prepares transmittal of the documents upon receipt of the complete documents in a folder from the appointee for submission to the Schools Division Office

marks the date receipt of the folder and checks the completeness and compliance of the requirements

10 minutes

Receiving Officer

returning a folder with incomplete requirement or with lacking data on forms (substitute or permanent)

School Head checks the district pigeon hole or division website for any folder of pertinent documents of the teacher returned for correction; or directly asks the HRMO

returns to the district pigeon hole of the school the folder for pick-up with remarks of lacking data or incomplete requirement

10 minutes

Receiving Officer

acceptance of a folder with complete requirements and data on forms (substitute or permanent)

checks the district pigeon hole or website page of Personnel Unit for any corrections or lacking on the documents submitted or directly asks the HRMO

forwards the folder to the HRMO after recorded in a logbook

5 minutes

Receiving Officer, HRMO

processing the appointment of a substitute or permanent teacher

waits for the release of the appointment before assuming to duty

HRMO prepares the appointment to be signed by all authorities then submits to CSC for attestation (i.e., if not accredited yet)

some text

HRMO

releasing of appointment after attested by the CSC

School Head checks the list of appointments for release at the Releasing Unit or at the website page of the Personnel Unit

HRMO releases the attested appointments to the Records Unit after recorded in a logbook

5 minutes

HRMO, Records Officer

Form 3 Submission System (F3SS)

The Form 3 Submission System (F3SS) of the Division Office is an online system implemented division-wide per Division Memo 82, s. 2021 which can only be accessed by authorized DepEd email accounts. It consists of four (4) processes: 1) registration of Form 3 Uploader Registration . 2) accomplishment of the Form 3 Data Gathering Tool (Form3DGT). 3) automation of processes to produce the data in a desired template. 4) review of the system-generated information at the Form 3 Submission Portal.

The 4 Processes

1. F3DGT Uploader Registration

2. Form 3 Data Gathering Tool (F3DGT)

3. Automation

4. F3DGT Submission Portal Review