Republic of the Philippines OFFICE OF THE PRESIDENT OFFICIA COMMISSION ON HIGHER EDUCATION a RELEASE SCHED Cantal Otte SS — ‘SECTION Ave, CHED Memorandum Order No, 15 Series of 2023 Subject: GUIDELINES FOR CONTINUING PROFESSIONAL DEVELOPMENT STUDIES GRANT (CPDSG) Pursuant to Republic Act 7722 or the Higher Education Act of 1994, RA 10533 or the Enhanced Basic Education Act of 2013, and Commission en Banc (CEB) Resolution 354-2020 and CHED Memorandum Order (CMO) 12 s. 2020, the Short-Term Scholarship (STS) program was launched in 2020 in consideration of the implementation of the K to 12 Transition Program and the COVID-19 pandemic, which required the need to capacitate the higher education sector to align with the Enhanced Basic Education Act of 2013, or the *K to 12" and transition to alternative modes of instruction including the development of flexible learning programs. AAs the country transitions to the new normal, the existing Short-Term Scholarship (STS) program must be redesigned to respond to the need for continuing professional development studies of officals, teaching and non-teaching personnel employed in CHED-recognized higher education institutions (HEIs). Hence, the Guidelines for Continuing Professional Development Studies Grant (CPDSG) is, developed in lieu of the Short-Term Scholarship (STS) Program under CMO 12 s. 2020 and its CHED ‘Administrative Order (CAO) No. 3s. 2020. SECTION 1. SCOPE AND COVERAGE 1.1, The aim of the CPDSG is to capacitate and support postgraduate education, leading to continuing professional advancement and ensure competitive higher education personnel, quality instruction and effective institutional service delivery. 1.2, The Continuing Professional Development Studies Grant is open to all HE! personnel, including officials, teaching and non-teaching personnel, with regular or plantilla items from any of the following: 1.2.1, An HEI (Public and Private HEIs excluding LUCs) duly recognized by CHED; 1.2.2. An HEI located in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) that is duly recognized by the Ministry of Basic, Higher and Technical Education (MBHTE); o 1.2.3. For Local Universities and Colleges (LUCs), LUCs with Institutional Recognition (IR) issued by CHED. 1.3. Other participants may be deemed eligible as determined and approved by the Commission en Banc (CEB), 1.4. Eligible participants must enroll and complete the CEB-approved program under the cPDss. 1.5. Approval of program providers under the CPDSG is institution-based, ~ Hiigher Education Development Genter Building, C.P. Garcia Ave., UP Campus, Diliman, Quezon City, Philippin Website: wunw.ched.gov.oh Tel, Nos.: 441-1177, 385-4391, 441-1169, 441-1149, 441-1170, 441-1216, 392-5296, 441-1220 ‘441-1228, 988-0002, 441-0750, 441-1254, 441-1235, 441-1255, 441-8910, 441-1171, 952-1871SECTION 2. ELIGIBILITY CRITERIA FOR APPLICANTS 24. 22. Qualifications Must be a Filipino citizen. Must have an existing regular or plantila item with an HEI identified in the Scope and Coverage OR participants duly identified and approved by the CEB. Work duties and/or responsibilities are aligned with the CPDSG programs. Must meet the qualifications of the specific program being applied to. Must secure the following: 2.1.5.1. Permit to study issued by the Sending Higher Education Institution (SHE!) represented by its Governing Board or its equivalent and as duly endorsed by the Faculty and Staff Development Committee or its equivalent; 2.1.6.2. Letter of Support from the SHE! represented by its Governing Board or its equivalent and duly endorsed by the Faculty and Staff Development ‘Committee or its equivalent which will provide justification on the eligibility of the nominee and usefuiness of the program to the nominee and its contribution to the SHEI upon completion of the program: 2.1.5.3. _SHEI's endorsement of the nominee's Re-entry Action Plan; 2.1.8.4. For SHEIs who will require Return Service to their nominees, Copy of Return Service Agreement (if applicable); and 2.1.8.5. For programs that only cover program fees/tuition fees, Certification of Support Funding must be submitted. 2.1.6. For programs with a total duration of more than 30 days, applicant must provide evidence of being: a) physically fit to undertake and complete the program as attested by a medical certificate issued by a licensed physician; and b) mental fitness to undertake and complete the program as certified by the SHEI's guidance counselor, or a licensed psychiatrist or psychologist. 2.1.7. Has completed @ Bachelor's Degree or its equivalent from a CHED or MBHTE- recognized HEI 2.1.8. Additional eligibility requirements, as needed, may be applied as approved by the ‘Commission en Banc. Ineligibility 2.2.1. Applicants with dual citizenship. 2.2.2. Nominated SHEI Focal Person for the program. 2.2.3. Applicants who are on official leave and/or not in active service to the HEI (i.e. on special detail, secondment, etc). 2.2.4. Applicants who have an existing grant andlor scholarship contract with CHED at the time of application. 2.2.5. Applicants who are not cleared from any CHED grant or scholarship awarded, 2.2.6. Applicants who have been a recipient of a grant under the CPDSG for the current calendar year. 2.2.7. Applicants with more than one application and/or admission among eligible grants under the CPDSS. 2.2.8. Applicants who are nominated by their HEI to attend a programitraining course offered by the same under the CPDSG. 2.2.9. Applicants who failed to obtain a nomination from their SHEI. 2.2.10. Applicants without a regular or plantilla item from the HE! unless approved by the CEB. @2.2.11. Applicants who have been terminated from the Scholarships for Staff and Instructors’ Knowledge Advancement Program (SIKAP) or other grants under the CPDSG. 2.2.12. Applicants who do not fulfil the qualifications provided in the policy and eligibility requirements of the program as approved by the CEB, including non-compliant / incomplete submissions and/or re-submission of out-of-date application / documentary requirements. SECTION 3. GENERAL GUIDELINES FOR GRANTEES AND SENDING HIGHER EDUCATION INSTITUTIONS (SHE!) 34. Nomination and Approval 3.1.1. CHED shall release a call for applications for its approved program, which includes the minimum qualifications to enroll in the program and available slots. 3.1.2. Interested SHEls shall determine and nominate eligible HEI personnel based on the minimum qualifications of the program and the eligibility criteria of the grant. 3.1.2.1. Only SHEIs provided in the Scope and Coverage shall be eligible to send, an official list ofits nominees. 3.1.2.2, SHEIs may only send one official list of endorsed nominees per slot allocation for every call for applications. 3.1.2.3. Eligible SHEIs must provide a focal person, who is not a nominated participant, for efficient coordination with the Commission and the program providers. 3.1.2.4. SHEls must ensure that the nominees meet ALL the minimum qualifications of the program provider and the eligibility criteria provided in the policy. 3.1.3. SHEIs shall submit to CHED, electronic copies of the complete application documents as certified by the HR or its equivalent, and attested by the President or its equivalent, on or before the submission deadline. 3.1.4. The received list of applicants shall be shortlisted based on on a first-come, first-served basis and in compliance with the following criteria: 3.1.4.1. Completeness and correctness of application documents and compliance with the eligibility criteria provided in the policy. 3.4.4.1.1. Only complete and correct documents shall be considered. 3.1.4.1.2. SHEls shall submit the complete application documents in one submission. 3.1.4.2. Compliance to the deadline provided by CHED. 3.1.4.3. Any of the following shall not be considered: Incomplete, partial and/or initial documentary submissions and those submitted beyond the submission deadline, 3.1.4.4. Those who qualified for the grant but were not accommodated due to the limited number of slots for the program shall be classified as waitisted. Incomplete, incorrect, partial and/or late submissions are automatically not ‘qualified for waitisting, 3.1.4.4.1. Nominees from the waitst shall only be considered in case of forfeiture of slots of eligible participants or in the event that there are remaining unfiled available slots for a program.3.2. a3! 3.1.4.4.2. Waitisted applicants shall be ranked based on first-come, first served basis and eligibility. 3.1.5. Program providers shall confirm the eligibility of the participants based on their qualifications to the program; 3.1.6. CHED shall inform the SHEI of the results of the evaluation. 3.1.7. SHEls shall submit hardcopies of the documents of short-listed and waitlisted nominees to CHED for final verification and evaluation within the given submission SHEls shall provide proof of transmittal through email by the deadline provided by CHED. 3.1.7.2. Failure to comply with required and correct documentation within the deadline including transmittal of documents in hard copy format and proof of transmittal shall automatically waive the slots of the participants, 3.1.7.3. No reconsideration shall be granted to any SHEI found non-compliant and/or with delayed or incomplete/partial submissions of shortlisted and waitlisted nominees. 3.1.8. The Director of the Designated CHED Office is authorized to render decisions regarding the approval and disapproval of applications including waitlisted applicants 3.1.9. Final list of participants shall be confirmed by the Commission en Bane. 3.1.10. The CHED shall inform the program provider of the final list of participants, 3.1.11. The result of the CPDSG application is final. No appeals will be entertained. 3.1.12. All submitted application documents including its supporting documents shall be considered as property of CHED and shall not be retumed to the applicant notwithstanding the result ofthe application. Previous application documents may not be used for a new application, 3.1.13. A nominee may not claim her/his previously submitted application documents for the purpose of reapplication, or for any other purpose. 3.1.14, Nominees who did not initially qualify may still be nominated by her/his SHEI, and will be subject to a new application process. Post-Approval Process 3.2.1. Successful applicants, through the SHEI, must formally communicate their ‘acceptance of the grant to the program provider within deadiine. 3.2.2. CHED shall transmit the final list of eligible participants to the program provider and shall process the grant undertaking and SHE! MOA. Terms and Conditions of the Availment of the Grant 3.3.1. Successful nominees to each grant offered under the CPDSG are expected to complete the program, and eam the corresponding credentials (e.g. certificate of completion). 3.3.2. Each successful nominee may only avail of one (1) CPDSG every calendar year. For programs which last until the succeeding year, a successful nominee may apply six (6) months after the first CPDSG undertaken, 3.3.3. SHEIs are expected to commit and allow the full and unqualified participation of their endorsed nominee to ensure successful completion of the program, 3.3.4. Any SHEI with a cumulative completion rate of less than ninety percent (30%) every year, including participants whose grants are revoked or rescinded, except in cases of poor health, force majeure, financial constraints, or other analogous reasons, maybe barred from accessing succeeding CHED scholarships or grant programs for a period of three (3) years except for meritorious reasons as determined and decided upon by the CEB. 3.3.5. The Commission shall set a deadline for the withdrawal from the grant. SHEIs and scholars who fail to request for revocation of the grant within the deadiine, shall sustain the responsibilty of the grant, including but not limited to payment of the full cost of the training program to the Commission. 3.3.6. It is upon the discretion of the SHE! to impose retum service requirements to their nominees. A copy of the Return Service Agreement must be included in the application document of nominees with Retum Service Agreement with their SHE! 3.3.7. All participating SHEI with approved nominees under the CPDSG must enter a ‘Memorandum of Agreement with CHED. 3.3.8. Participants who are unable to successfully complete the program and those whose grants are terminated shall return to the Commission the full amount of grant privileges through a payment mode determined and agreed upon by CHED, the ‘SHEI and grantee as reflected in the signed and notarized MOA and Promissory Note. ‘SECTION 4, GRANT INCLUSIONS AND VALUE. 4.1, Allpprogram fees shall be covered by the grant. 4.2, Accommodation and/or transportation (for specific programs only) 4.2.1. Unless specifically included in the program, other expenses related to the participation in the program including stipend, travel and accommodation shall be shouldered by the participant and/or its SHE! 4.3. Program Certificate or Diploma, which upon determination of the Commission en Banc and following the Philippine Qualifications Framework (POF), may. be accredited as course credit in an eligible and related graduate program. SECTION 5. GENERAL GUIDELINES FOR PROGRAM PROVIDERS 5.1. Application and Approval of Programs 5.1.1. The following are eligible to apply as program providers under the CPDSG: 5.1.1.1. CHED-recognized Higher Education Institutions (HEIs) with an established track record and/or mandate to provide capacity-building/development programs; 5.1.1.2. National Government Agencies (NGAs), including Government Owned ‘and Controlled Corporations (GOCCs) with the mandate to provide training! capacity-building/development programs; and 5.1.1.3. Other institutions not covered by 5.1.1.1 or 5.1.1.2 which have specific program offerings identified and duly approved by the Commission en Banc. 5.1.2. Interested program providers must submit complete and correct documentary requirements on-time for the application as a program provider. (See Annex A: List of Documentary Requirements) 5.1.3. Interested program providers are automatically disqualified from nominating or participating in their proposed program. 5.1.4. The Commission shall approve the proposal submitted by the program provider based on merits of the written proposal and presentation to the CEB. Only5.2. S3) CEB-approved proposals shall proceed with the submission of the program provider of documentary requirements for funding support and Memorandum of Agreement (Moa). The proposed program, including the program team, must be endorsed by the Governing Board or its equivalent/Head of Agency. Only shortlisted proposals recommended by the Designated CHED Office shall be endorsed to the Commission en Banc for deliberation. Terms and Conditions of Approved Programs. 5.24 5.22. 5.23. 5.2.4, 525. Upon approval of the CEB, the program provider and the CHED shall enter into a MOA. Eligible program providers shall not charge or require any top-up charges or additional fees, or any initial down payment to any grantee, including the marketinglselling of items produced/sponsored/supported by the program providers. Eligible program providers must issue the certificate of attendance and certificate of ‘completion to all eligible participants of the progranvraining preferably during the graduation ceremony, or up to within fifteen (15) working days from the end of the programitraining. Eligible program providers may not nominate a representative/participant to the program they are offering. Eligible program providers are not allowed to disclose/share personal information of participants, and must always be compliant with applicable Data Privacy Laws and Guidelines. Program Costs 5.3.1 5.3.2. 5.3.3. Program providers may be engaged through: (a) agency to agency procurement, or (b) fund transfer to implementing agencies. The terms and conditions of payment shall be mutually determined by CHED and the approved program provider, to be stipulated in detail in the MOA. The funding support provided by the Commission are subject to the following limitations: 5.3.3.1. The grant may only be used to cover expenses which are related to the approved program, and shall be in line with the approved financial plan. 5.3.3.2, The grant cannot be used to cover capital outlay or substitute the salary of the engaged faculty 5.3.3.3, In the evaluation of the financial plan of the program provider, the Commission reserves the right to request for justification of specific costs stipulated, and to put limits on the allowable costs per item. The allowable supplies or materials for purchase shall depend on the nature of the program being applied. 5.3.3.4. For program providers engaged through the transfer of funds as implementing agencies, only up to five percent (5%) of the funds may be Used for administrative costs, subject to liquidation. 5.3.3.4.1. For the purposes of this policy, administrative costs shall be defined as expenses for the management, evaluating and monitoring of the program, but are not directly due to the implementation of the approved program; 5.3.3.4.2. Only costs related to the administration of the program shall be charged to the administrative cost of the program; ToC)5.3.3.4.3. All expenses charged to the administrative cost of the program shall be supported by the proper documentation, consistent with government accounting and auditing rules. 5.3.3.5. For program providers engaged through procurement: 5.3.3.5.1. In cases wherein procurement is employed as the mode of payment, CHED may provide up to 15% of the total project cost as mobilization, as provided under the Government Procurement Policy Board (GPPB) Manual) Generic Procurement Manuals Volume 4 - Procurement of Consulting Services. 5.3.4. Payment of costs shall be based on the finalized list of applicants upon ‘commencement of the training program. Al funds of the program shall retain their character as public funds and thus, shall be subject to government accounting and auditing rules. Eligible program providers shall subject themselves to the processes, and applicable accounting and auditing guidelines. 5.3.6. Within thirty (30) working days upon the end of the program, the program provider shall submit the following to the designated CHED office in both softcopy and hardcopy format 5.36.1. Certified Masterlst of Participants; 5.3.6.2. Certified List of Participants who Successfully Completed the Program and original copy of the issued certificate/dipioma; 5.3.6.3. Directory of participants; 5.3.6.4. Terminal Report of the Program; 5.3.6.5. Liquidation Report; Photo/ Video documentation of training; List of participants given equivalency; Attestation of Work Done by Resource Person/s and Program Provider Team; and 5.3.6.9. Other documents that may be requested by the Commission. The Commission may request for the submission of liquidation reports before the thirty (30) day deadline, or through deadlines stipulated in the individual program provider MOAs in cases where the liquidation is needed for further release of funding (e.g. implementation of a succeeding run). 5.3.7. The Commission reserves the right to request for additional supporting documentation, justification, or explanations for costs charged to the program, in the exercise of due diligence SECTION 6. REVOCATION, WITHDRAWAL AND TERMINATION 6.1. Terms and Conditions on Revocation 6.1.1. The following will be covered by revocation: 6.1.1.1. Non-continuance or non-acceptance of applicants and/or grantees without an executed contract shall be under the rules of revocation. @6.2. 6.1.2. Applicants who do not wish to continue their application or grantees without an executed contract, may request, for revocation of the grant through the ‘submission of the following: 6.1.2.1. Official written request for revocation stating the reason for the request; 6.1.2.2. SHE! Endorsement, as attested by the SHEI Focal Person; and 6.1.2.3. _ Proof of notification to the program provider. 6.1.3. The official request should be made within the deadline set by the Commission, 6.1.4. The grants awarded to successful applicants who do not confirm their interest to participate in the program and/or those who fail to comply with the requirements of the grant within the deadline shall be automatically revoked. 6.1.5. The Commission reserves the right to revoke the grants awarded to individuals with found violations to the eligibility criteria of the grant, which may be found after the fact of issued approval. Terms and Conditions on Termination 6.2.1. Grantees will be terminated with automatic enforcement of repayment of obligations due to the following: 6.2.1.1. Poor performance in the programitraining including excessive absences andior tardiness; 6.2.1.2. Inability to meet the requirements of the program including the failure to attain the Certificate of Completion/Participation; 6.2.1.3, Non-completion of the program; 6.2.1.4. Non-compliance with any provisions of the policy, signed contract, and post-award procedures and requirements; 6.2.1.5. Failure to request for revocation or withdrawal within the deadline set by the Commission, in cases wherein costs have already been incurred; 6.2.1.6. Acts of falsification, intentional misrepresentation, analogous immoral acts, or any behavior inimical to the interest of CHED and/or the government; 6.2.1.7. Any act of misconduct including uncooperative and difficult behavior against CHED which hinder the smooth conduct of the program and implementation of the CPDSG; or Withdrawal requests filed after end of the program; Justifiable basis determined by the Commission as inimical to the CHED and/or the government 6.2.2. Enforcement of full repayment of obligations shall be jointly bore by the grantee and SHEI through an arrangement agreed upon by CHED, the grantee, and the ‘SHE! in the MOA and Promissory Note. 6.2.2.1. One-time appeal is allowed and shall be subject to the deliberation of the Local Graduate Scholarships Committee (LGSC) and final decision of the ‘Commission en Banc. Grantees whose grants are terminated are no longer eligible for future applications to the CPDSG except for cases of poor health or force majeure or other meritorious reasons determined and approved by the CEB. i)63. Terms and Conditions on Withdrawal 6.3.1. The following are covered by Withdrawal 6.3.1.1. Wilful non-continuance of grantees with executed contracts shall be under the rules of withdrawal. 6.3.1.2, Those who do not intend to continue from the program without an executed contract must observe the Terms and Conditions on Revocation. 6.3.2. Grantees with an executed contract, may request to withdraw from the grant through the submission of the following: 6.3.2.1. Official written request for revocation stating the reason for the request; 6.3.2.2. SHE! Endorsement, as attested by the SHE! Focal Person; 6.3.2.3. Endorsement of the program provider, as attested by the focal person of the delivering institution; and 6.3.2.4. For requests with appeal for waiver of obligations, submission of valid documentation to support the request for waiver, and submitted within the deadline set by CHED, 6.3.3. Requests for withdrawal of grant, with appeal for waiver of obligations, may only be considered for the following reasons: 6.3.3.1. Poor health such that the participant is unable to continue participation in the program, to be supported by a medical certificate issued by a government physicia 6.3.3.2. Force majeure; and 6.3.3.3. Other meritorious reasons, subject to the deliberation of the LGSC and approval of the CEB. 6.3.4. Appeals for waiver of obligations may only be requested once, either jointly by the participant and SHE! or; individually by the participant or SHEI, and shall be subject to the deliberation of the Local Graduate Scholarships Committee (LGSC) and final decision of the CEB. 6.3.5. Other requests for withdrawal which do not fall within the reasons under Section 6.3.3. will be acted upon, but are automatically not eligible for waiver of obligations: 6.3.5.1. In the event of requests for withdrawal submitted at a time wherein costs have already been incurred, the same shall be repaid in full by the grantee and the SHE! 6.3.5.2. The repayment of obligations shall be jointly bome by the grantee and ‘SHE! through an arrangement agreed upon by CHED, the grantee, and the SHE! in the MOA and Promissory Note. 6.3.6. Withdrawal requests which are submitted after the program has concluded will automatically be considered for Termination and policy on termination shall apply. 64. For Program Providers 6.4.1. The MOA of the Program Provider with CHED may be terminated due to the following: 6.4.1.1. Non-compliance with the procedures and requirements of the policy; 6.4.1.2. Non-conformity or breach of any of the provisions of the MOA including responsibilities as program provider, a °&S Ww6.4.1.3. Inability to deliver the program and submit compliance documents on-time as agreed upon with CHED; 6.4.1.4. Enforcement and collection of fees, top-up charges, or initial down payment from grantees; 6.4.1.5. Misconduct inimical to the interest of CHED such as but not limited to acts of falsification, intentional misrepresentation, incapabilty to cooperate with CHED on the smooth implementation of the program including receipt of oor rating from majority (50% + 1) of the participants; 6.4.1.6. Reasons determined by a competent legal authority, 6.4.1.7. Lapse of available funding support; or 6.4.1.8. Found ineligiblites which were determined and/or disclosed after execution of MOA, 6.4.2. Program providers may be demanded to partially or fully return provided funding, depending on the circumstances of the termination of the MOA, subject to ‘accounting and auditing rules. 6.4.3. The Program Provider may file an appeal within ten (10) days from receipt of the Notice for Termination. 6.4.4. The appeal shall be reviewed and deliberated by CHED. Final decision rests with the CEB, SECTION 7. ROLES AND RESPONSIBILITIES 7.1. The roles and responsibilities of the SHEIs are in Annex B. 7.2. The roles and responsibilities of the SHEI Focal are in Annex C. 7.3. The roles and responsibilities of a Grantee are provided in detail in Annex D. 7.4. The roles and responsibilities of Program Providers are in Annex E. 7.5. The roles and responsibilities of the Designated Office are in Annex F. SECTION 8. DATA PRIVACY CLAUSE Information contained and/or derived from the application andlor record of the CPDSG beneficiary shall be exclusively used for the purpose of the implementation of the CHED programs and in ‘compliance with Republic Act 10173 or the Data Privacy Act. ‘SECTION 9. REPEALING CLAUSE This issuance repeals CMO 12, s. 2020 and CAO 03, s. 2020. Related issuances that prove inconsistent with the provisions of this policy are hereby revised, modified, or rescinded accordingly Furthermore, this policy should not serve to limit or modify existing and relevant laws, rules and regulations. SECTION 10. SEPARABILITY CLAUSE If any part or provision of this Order shall be held invalid or illegal by a competent authority, the remaining provisions which are not affected thereby, shall continue to be in full force and effect. 10 &SECTION 11. EFFECTIVITY This order shall take effect immediately after its issuance, Issued this 08_of sep, 2023 in Quezon City, Philippines J. PROSPERO E. DE VERA Il, DPA Chairman fn &Annex A. List of Documentary Requirements For Program Providers Stage List of Documentary Requirements Application Cover letter of Proponent CPDSG Proposal Form Program Design Work and Financial Plan Draft Memorandum of Agreement List of Names of Program Team and Resource Persons with CVs Draft Presentation to the Commission en Banc (CEB) Documentation for previously held training / program of similar nature (e.g. content andlor method) to establish track record OR copy of relevant law or legal provisions which show that the National Government Agency has the mandate to offer the proposed program/ conduct capacity-building/development oocoocco Documentation of equipment / materials, or facilities available for the conduct of the program Q Copy of Proof of Accreditation Status or SUC Level, as applicable Q. Board Resolution / Endorsement of the Governing Board or Head of Agency (for CHED-recognized and MBHTE-recognized HEIs including LUCs) Requirements for Certificate of Registration from Securities and Exchange Private HEls, for Fund Commission (SEC) Transfer purposes Authenticated copy of the latest Articles of Incorporation, or Articles of Cooperation as the case may be, showing the original As enumerated in COA incorporators / organizers and the Secretary's certificate for Circular No. 2012-001, incumbent officers, together with the Certificate of Filing with the COA Circular No. SEC / Certificate of Approval by the CDA 2023-004 and other Audited financial reports for the past three years preceding the relevant policies, laws date of project implementation, received by the BIR Disclosure of other related business, if any Q. Swom affidavit of the secretary that none of its incorporators, organizers, directors or officers is an agent of or related by consanguinity or affinity up to the fourth civil degree to the official of the agency authorized to process andlor approve proposed MOA, and release funds Document showing that the institution has equity equivalent to 20 Percent (20%) of the total project cost, which shall be in the form of labor, land for the project site, facilities, equipment and the like, to be used in the project (if applicable) Within thirty (30) Certified Masterlst of Participants working days upon the Certified List of Participants who Successfully Completed the end of the program Program and original copy of the issued certificate/diploma Directory of participants ‘Terminal Report of the Program Liquidation Report as provided in the MOA Photo / Video documentation of training List of participants given equivalency Attestation of Work Done by Resource Person/s and Program Provider Team Liquidation requirements as provided in COA Circular No. 2012-001, COA Circular No. 2023-004, the approved MOA, and other leva poles, awe 27& S © ocoooco co Other documents that may be requested by the CommissionFor SHEls and Applicants: Stage List of Documentary Requirements Application (to be submitted by SHEI to (1) program provider in soft copy format, copy furnishing the designated CHED Office ‘and the (2) designated SHE''s endorsement of the nominee's Re-entry Action Plan CHED Office in hard Permit to study issued by the Sending Higher Education ‘copy format) Institution (SHEI) represented by its Governing Board or its equivalent and duly endorsed by the Faculty and Staff Development Committee or its equivalent; Letter of Support from the SHE! represented by its Governing Board or its equivalent and duly endorsed by the Faculty and Staff Development Committee or its equivalent which will provide justification on the eligibility of the nominee and usefulness of the program to the nominee and its contribution to the SHE! upon ‘completion of the program For SHEIs who will require Return Service to their nominees, Copy of Return Service Agreement (if applicable) Q For programs that only cover program feesituition fees, Certification of Support Funding must be submitted Signed and Notarized Promissory Note List of recommended applicants Signed Memorandum of Agreement Application form Signed grant undertaking Re-entry Action Plan oooocoo ‘Supporting Documents: O Copy of Birth Certificate with PSA, NSO or Civil Registrar's logo O_ Certification from the SHEI (see template) which shows: That the applicant has an existing regular or plantila item, not on official leave, and in active service to the HEI Work duties of the applicant Declaration of the eligibility to qualifications Performance rating for the past one (1) year D Copy of diploma, or its equivalent, from CHED or MBHTE-recognized HE! Medical Certificate of physical fitness (for applicants with program duration of more than thirty (30) days) to undertake and complete the program, as certified by a licensed physician O Certificate of mental fitness to undertake and complete the program, as certified by the SHEI's guidance counselor, or a licensed psychiatrist or psychologist (for applicants with program duration of more than thirty (30) days) Notarized deciaration of eligibility by the applicant (see templat attesting that he or she: Has a regular or plantilla item from the HEI 2 Isnot the SHEI's nominated focal person for the CPDSG Has not availed of the CPDSG during the calendar year 2 Is currently in active service to the HE! andior not on official leave Does not have an existing grant and/or scholarship contract with CHED at the time of application o 13 &Was cleared from any CHED scholarship or grant contract, if applicable Does not a separate application and/or admission among eligible grants under the CPDSG Has obtained nomination from their SHE! to participate in the program training course | Has not been nominated by the SHEI to attend a program! training course offered by the same under the CPDSG Has not been terminated from the Scholarships for Staff and Instructors’ Knowledge Advancement Program (SIKAP) or other grants under the CPDSG Q Agrees to complete the program, and, in case of termination, return the full amount of the grant privileges Clearance from the Photocopy of the Certificate of Completion, to be validated Grant against the certified list of participants who successfully ‘completed the program Certification of accomplishment of the Re-entry Action Plan O Copy of Official Receipt of payment of full amount of financial privileges released to the grantee (if applicable) For Special Requests Stage List of Documentary Requirements Request for Revocation List of withdrawn approved applicants with cited justification, of the SHE! certified by the HEI President or equivalent Request for Revocation Official request for revocation of the grant of the ApplicanGrantee Q_ Endorsement of the SHEI for the request for revocation of the grant Supporting documents for the reason cited for the request for revocation ‘Appeal for Waiver of Official request for termination of grant with appeal for waiver of Obligations from obligations from termination recnination Endorsement of the SHEI for the request for termination of grant with appeal for waiver of obligations from termination Supporting documents for the reason cited for the request for waiver of obligations from termination Appeal for Suspension Official request for appeal on suspension as SHE! or Program of SHEI/Program Provider Provider Endorsement from its Governing Board | Supporting documents for the reason cited for the request for appeal Request for Certified Official request for a certified copy of the certificate, stating the Copy of Certificate of reason / purpose of the request Completion Si “es SAnnex B. SHEI Roles and Responsibilities ‘The SHE! shall have the following obligations and responsibilities: 1 10. 1. 12. 13, Endorse eligible and qualified nominees for each program offered under the CPDSG with complete documentary application requirements within deadline; Ensure that the nominees meet all the minimum qualifications of the program provider and the eligibility criteria provided in the policy; SSign the grant undertaking; Assign a Focal Person to act as liaison officer on concerns related to the nominees/grants, ‘SHEI, program provider, and CHED; Ensure the full and complete participation and successful program completion of the grantee; Timely submission of documentary requirements; ‘Submit to the program provider, copy furnishing the CHED, electronic copies of the complete application documents as certified by the HR or its equivalent and attested by the President or its equivalent, on or before the submission deadline set by the CHED and the program provider, ‘Submit hardcopies of the documents of the short-listed and waitlisted nominees to the CHED for final verification and evaluation within the given submission deadline; Jointly, with the nominated grantee, ensure the return of financial privileges enjoyed by the grantee/s due to termination through a Memorandum of Agreement (MOA) and Promissory Note; Comply with the provisions of the policy, signed MOA and other pertinent laws, guidelines and procedures; Monitor and submit a report to CHED on the completion of the Re-entry Action Plan (REAP) of the nominated grantee; Enforce Return Service Agreement if applicable); and Provide support to CHED to ensure the success of the CPDSG. "eS —Annex C. Roles and Responsibilities of SHE! Focal Person ‘The SHE! Focal Person shall have the following obligations and responsibilities: Bene ‘Act as liaison officer between SHEI nominees and CHED; Serve as coordinator for SHE! nominees/grantees with regard to participation in the program: Inform SHEI nominees on the result of their application from CHED; Cascade updated information and guidance to SHE! nominees/grantees in relation to the program; Monitor the status of completion of the SHE! grantees and provide a report to CHED at the end of each program; Monitor the status of repayment of grantees who are terminated; Fumish documentary requirements as requested by CHED; and. Provide necessary technical support to CHED as needed to ensure successful implementation of the CPDSG.Annex D. Grantee Roles and Responsibilities ‘The Grantee shall have the following obligations and responsibilities: SSign the grant undertaking; Participate and successfully complete the requirements of the program; ‘Submit on or before the deadline all documentary requirements for the program; Formally communicate, through the SHEI, their acceptance of the grant to the program provider, Ensure, with the SHEI, the return of all financial privileges enjoyed due to ter Demonstrate and uphold professional and ethical behavior as a CHED grantee; 7. Initiate being informed and updated of program advisories, grant policies, and other relevant laws, guidelines and procedures; 8. Comply with the provisions of the policy and signed grant undertaking; 8. Cooperate and provide support to CHED to ensure the success of the program; 10. Become an active member in the roster of CHED scholars; and 11. Ensure the processing and release of Clearance from the CPDSG. ion; i, "&S)‘The Program Provider shall have the following obligations and responsibilities Annex E. Program Provider Roles and Responsibilities 1, Assign a program coordinator to act as liaison officer between the grantees, the SHEI, the partner HEI (if applicable), and CHED; Prepare and submit on or before the deadline complete documentation, as required; Endorse a final confirmed list of grantees to the CHED;, Monitor the final confirmation and attendance of grantees; Notify the SHE! and the CHED for any concerns with the grantees, including, but not limited to concems on attendance, participation, or performance; 6. Conduct the program and provide logistical support required for the successful implementation of the program; 7. Take full accountability on late submissions including the release of funds due to unbooked obligations or lapse of funding; 8. Observe financial prudence and comply with government accounting and auditing rules in the Use of funds received from CHED; 9. Uphold Data Privacy Laws and Guidelines, especially with regard to the information and records obtained from the program andlor grantees; 10. Issue the necessary certifications and/or any other necessary proof of program completion to grantees; 11. Monitor and report to the SHEI and the Designated CHED Office on the progress of the training participants; 12, Comply with the provisions of the policy and signed MOA; 13, Accommodate CHED to serve as observers/evaluators of the program; 14, Return unexpended funds within a given timeframe; and 15. Apply the recommendations of the Commission, especially but not limited to, in relation to the results of monitoring and evaluation processes. 2@reN 18 i,inated CHED Office Roles and Responsil ‘The Designated CHED Office shall have the following obligations and responsibilities: 10. " 12, ‘Accept, evaluate and short list received applications from the SHEI; Inform the program provider of the results of the applicant evaluation; Issue Notice of Awards to eligible and qualified applicants nominated by the SHE!; Accept, evaluate and shortlist proposals received from program providers; Deliberate with the Local Graduate Scholarships Committee (LGSC) the shortlisted programs, cases, and/or appeals of grantees and program providers/SHEI; Prepare the necessary documentation including financial documents, for the partnership of CHED with the approved program provider and prompt release of funds; Identify CHED representative/s to monitor and evaluate the program offering; Undertake and process the pre- and post-evaluation of each program for information and guidance of the CEB; Prepare the necessary Complete Staff Work (CSW) and other requirements for CEB deliberation; ‘Monitor the program offerings conducted; ‘Monitor the grantees and completion of the Re-entry Action Plan (REAP); and Perform other functions required for the success of the CPDSG. 19 ae a