Thinking about applying for the HRMO Scholarship Fund? Find answers to the most common questions.
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What is the HRMO Scholarship Fund?
The HRMO Scholarship Fund, managed by the Human Resources Management Office (HRMO) of the Department of Foreign Affairs, provides funding assistance to eligible and qualified regular and permanent DFA personnel. This assistance supports their participation in educational and training programs aimed at enhancing their skills and knowledge for the benefit of the Department.
The Fund is sourced from HRMO's Maintenance and Other Operating Expenses (MOOE) under "Scholarship Grants/Expenses." The guidelines aim to ensure transparency and equitable distribution of these funds.
Eligibility
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Who is generally eligible to apply for funding assistance from the HRMO Scholarship Fund?
Regular and permanent DFA personnel who have rendered at least three (3) years of service in the Department. They must also fit into one of the specific categories outlined below.
Casual and contractual personnel are not eligible due to existing regulations and the temporary nature of their employment.
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What are the specific categories of personnel/programs eligible for this fund?
Eligible personnel must fall into one of the following categories:
Official nominee(s) of the DFA Scholarship Committee for local and international scholarship programs of educational institutions. For more information, check out the latest list of active programs available and its guidelines (FAQ).
Official participant(s) in HRMO's flagship programs with partner educational institutions (e.g., Expanded Tertiary Education Equivalency and Accreditation Program or ETEEAP, and Master of Arts in International Studies or MAIS at De La Salle University).
Personnel in the Home Office and Consular Offices with one year or less remaining to complete their graduate or postgraduate studies (in-person or online) in educational institutions in the Philippines.
Funding Coverage
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What expenses can the funding assistance cover?
The funding assistance may cover:
Full or partial tuition fees and/or other school fees such as thesis and book fees, and other mandatory requirements of the academic program.
Entitlements for Department scholars pursuing programs in international educational institutions, as outlined in Department Order No. 12-2019 (if not shouldered by the organizer/donor). This can include pre-departure expenses, clothing allowance, airfare, visa costs, and Daily Subsistence Allowance (DSA). Note that DSA differential as per Section 15(b) of Executive Order No. 77 is not allowed.
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Is the approval of funding assistance guaranteed if I am eligible?
No.
The approval of funding assistance is contingent on the availability of funds due to a limited budget and adherence to standard budgeting, accounting, and auditing rules and regulations. The Undersecretary for Administration holds the authority to approve any funding assistance requests.
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How is the approved funding disbursed? Is it provided per term?
Yes, the scholarship grant is typically provided on a per-term basis.
The disbursement method (e.g., reimbursement or cash advance) is determined on a case-to-case basis. Funds may be disbursed before the program starts or as reimbursement, subject to the submission of complete documentary requirements.
Cash advance is the method for graduate degree courses or if the scholarship duration covers the succeeding year.
Direct payment: Tuition and dormitory fees may be paid directly to the educational institution or landlord, where applicable.
Reimbursement: Airfare and visa costs are generally subject to reimbursement upon presentation of receipts. Any excess amount disbursed must be refunded to the Department by the recipient.
Application Process
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How do I apply for funding assistance?
Applicants must formally submit the required documents to HRMO at least three (3) months prior to the start of the academic year or term.
Applications for funding assistance are distinct from the endorsement to participate in an academic program by the DFA Scholarship Committee.
Need information on DFA Scholarship Committee endorsements? Check out the DFA Scholarship Program FAQ page here.
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What documents are required for the application?
The required documents vary based on the applicant's category:
For DFA Scholarship Committee Grantees:
🔴 Memorandum of Endorsement signed by the Head of Office/Head of Post.
🔴 Copy of the Memorandum addressed to the DFA Scholarship Committee (through the FSI Director-General) for endorsement to participate in academic programs.
For HRMO's Flagship Programs (e.g., ETEEAP or MAIS):
🔴 Memorandum of Endorsement signed by the Head of Office/Head of Post.
🔴 Updated curriculum vitae/resume.
🔴 Statement of Purpose.
🔴 Copy of the Transcript of Records.
🔴 Additional documents as required by educational institutions.
For Personnel in the Home Office and Consular Offices with one year or less remaining to complete their graduate or postgraduate studies in the Philippines:
🔴 Memorandum of Endorsement signed by his/her Head of Office.
🔴 Updated curriculum vitae/resume.
🔴 Statement of Purpose.
🔴 Copy of an acceptance/confirmation letter/email from the University/School at the beginning of the program/term.
🔴 Copy of Official Grades for all the previous terms.
🔴 Copy of the Program Structure detailing the total number of units required.
🔴 Copy of an Enrollment Assessment Form for the academic year or term for which funding is applied.
Evaluation and Approval
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How are funding requests evaluated?
HRMO reviews and evaluates all applications in accordance with established guidelines, including but not limited to the following criteria:
Relevance and alignment of the course to the DFA Priority Areas for Scholarship.
A performance rating of at least "Very Satisfactory" for the past two (2) consecutive rating periods at the time of the request.
No pending administrative case (subject to a Valid Complaint or Show Cause Order).
Favorable endorsement by the Head of Office/Post.
No outstanding service obligation from previous scholarships or study grants. Evaluation is also subject to the availability of funds.
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What is the approval process?
The process involves:
Initial Review: HRMO checks applications for completeness and eligibility.
Detailed Evaluation: Applications are evaluated against the specified criteria.
Endorsement: If HRMO finds merit in the request, it shall endorse the request to the Undersecretary for Administration.
Final Decision: The Undersecretary for Administration either approves or denies the application.
Notification: HRMO will notify the applicant of the decision and any next steps.
Post-Approval Requirements
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What is required after funding assistance is approved?
All grantees of HRMO funding assistance must accomplish and submit the following documents to the HRMO Scholarships Desk:
Scholarship Service Contract (SSC): A contract detailing the approved funding, obligations, and the required return service to the Department.
Re-Entry Action Plan (REAP): An outline of how the grantee's participation in the program will benefit the DFA (e.g., through research output or activities).
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What are the conditions for maintaining the scholarship? What if I don't pass my subjects?
To maintain the funding assistance, personnel must pass all enrolled subjects for all terms/semesters within the academic school year for which funding is applied.
The funding assistance will be canceled if the personnel fail, drop, receive an incomplete grade, or fail to complete the program within the approved duration indicated in the Scholarship Service Contract.
If the personnel do not pass all enrolled subjects, the funding assistance received for that period is subject to reimbursement to the department.
Disbursement (for those completing graduate/postgraduate studies in the Philippines)
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How is reimbursement claimed for grantees completing studies in the Philippines?
Upon receiving the term's final grade, grantees must submit the following within five working days:
🔴 A Memorandum to the Assistant Secretary of HRMO
🔴 Post Training/Program Report
🔴 Original Official Receipt
🔴 Copy of the Final Grades for the concluded semester/term. If a semester/term ends in December or the following fiscal year, HRMO's Scholarships Desk must be informed by the first week of November to obligate payables.
Failure to Complete the Program
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What happens if a grantee fails to complete the program for reasons other than failing subjects?
Grantees who fail to complete the program or comply with the conditions within the approved duration—through their own fault or willful neglect, resignation, voluntary retirement, or other causes within their control—are required to submit a Memorandum of Explanation to the Assistant Secretary of HRMO.
They are required to refund to the Department the total amount defrayed for their participation in the program. Additional conditions for DFA Scholarship Committee's grantees are governed by D.O. No. 2022-015 (The Revised DFA Scholarship Guidelines).
Who can I contact for queries and clarifications?
For any questions or clarifications, personnel can contact the HRMO Scholarships Desk via email at hrmo.scholarships@dfa.gov.ph
Important Note: This FAQ provides a general overview. For complete details and specific requirements, please refer to Guidelines for DFA Personnel Requesting Funding Assistance under the HRMO Scholarship Fund (from the Memorandum dated 31 May 2024). Click on the PDF below:
[MFUA APPROVED] Guidelines for DFA Personnel Requesting Funding Assistance under the HRMO Scholarship Fund with attachments.pdfPage updated
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