Citizen's Charter

FRONTLINE SERVICE
 
 
RESPONSIBLE OFFICE
 
 
DOCUMENTS NEEDED
 
 
SPECIFIC STEPS
 
 
DURATION
 
 
FEES REQUIRED
 
 
APPROVAL OF REQUEST FOR CORRECTION OF PERSONAL INFORMATION IN THE SCHOOL RECORDS
 
 
Legal Unit
 
 
*Duly filled-up Application Form;

*Original Form 137-A for (High School)

*Original Form 137-E  for (Elementary);

*Certificate of Live Birth by the NSO in a security paper;

*SPA if request is made through representative except if mother or father;

*Photo copy of valid & recent CTC and Affidavit of two disinterested persons.
 

1. Receiving at Records Section

2. Records Route the request to ORD

3. Request is referred to Legal Section for processing;

4. If the request has complete documents, Resolution is immediately issued

5. RD/ARD approves the Resolution

6. Signed documents is given to Records Section for releasing to the owner
 

10 minutes
 
 
P40.00
Certification Fee
 
(Pay to the Cashier's Office)
 
 
APPLICATION FOR
CERTIFICATION,
AUTHENTICATION AND VERIFICATION (CAV)
 
 
Records Section
 
 
*Student Permanent Record Form 127 E (for Elementary); Form 137-A (for Secondary);

*Original School Diploma;

*Original Certificate for Graduation duly signed by the School Head;

*Special Order if applicant graduated from private school.

*Indorsement signed by the Schools Div. Superintendent
 
 

1. Receiving of request at the Records Section

2. Records Section checked as to completeness, process the request and issue the CAV if in order and let the RD/ARD affix signature

3. The approved CAV is released
 
 

10 minutes
 
 
P15.00
For documentary stamp
 
 
APPLICATION FOR RETIREMENT UNDER R.A. 8291, PD 1146
AND RA 660 (PENSION PLAN)
(For Retirement under R.A. 1616 the processing and approval is at the concerned Division Office)
 
Personnel Section *Service Records in 3 copies;

*Notice of Salary Adjustment (NOSA), last three (3) years;

*Ombudsman Clearance;

*Clearance from the Division, District, School level;

*Sworn Statement of Assets, Liabilities and Net Worth;

*Certification of No Pending Administrative Case from the Division Administrative Officer;

*Division Clearance from Provident Loans

*Duly accomplished GSIS Retirement Forms

*Original copy of the GSIS Policy Contract; or Affidavit of Loss if Policy Contract was lost

*Indorsement signed by the Schools Division Superintendent addressed to the Regional Office

1. Receiving at the Records Section

2. The retirement documents is routed to the Personnel Section for checking as to completeness

3. If documents are complete, the retiree is advised to go to Payroll Services to request Clearance

4. If no salary overpayment, the concerned is advised to pay Php40.00 at the Cash Section

5. Cash Section receives payment and issues Official Receipt (OR)

6. Retiree goes back to the Payroll Services and present the OR

7. Payroll Services issues the Clearance and let the HRMO and CAO affix their signatures then  give the signed Clearance to the retiree

8. The retiree goes back to the Personnel and the processor-in-charge  prepares the indorsement to the GSIS then give to the HRMO for review and initial

9. The indorsement & supporting documents are given to the ARD/RD for approval

10. The signed indorsement and attachments are given to the Records Section for release to the GSIS
 

10 minutes P40.00
For Clearance from
Salary Overpayment
 
(Pay to the Cashier's Office)
APPLICATION FOR AUTHORITY
FOR TRAVEL ABROAD
 
Personnel Section *Basic request from the concerned stating the date, place, and purpose of  travel;

*Form 6 duly approved by Schools Division Superintendent

*Clearance from money and property accountabilities;

*Indorsement from the Schools Division Superintendent;

*Medical Certificate from a government physician if purpose is for treatment;

*Certification from the Principal that someone will handle his/her classes while on travel abroad;
 

1. Receiving at the Records Section

2. Records Section give to ORD

3. ORD refer to the Personnel

4. Personnel Section prepares the indorsement  and give to HRMO for review and initial

5. RD/ARD affix signatures

6. The approved request is released to the Records Section.

15 minutes None
PROVIDENT FUND SPECIAL LOAN APPLICATION Administrative Division *Indorsement duly signed by the Schools Division Superintendent;

*Evaluation Form by the Provident Fund Secretariat;

*Application Form duly accomplished by the concerned teacher & approved by the Schools Division Superintendent
*Statement of Account for Existing if application is for re-loan

*Latest Pay Slip with a net take home pay of at least P3,000 after deduction of all loans certified by the Division Records Officer;

*Latest Service Record and latest appointment;
*Indorsement from the Schools Division Superintendent;
 
Note:  All documents must be in three (3) copies
 
Required documents for Special Loans:
A.  HOSPITALIZATION
* Medical Certificate and Clinical Abstract;

B.  HOUSING LOAN
* Billing from Pag-IBIG and GSIS

C.  EDUCATIONAL LOAN
*Registration Form, Tuition Fee; or Subject listing for the year or semester;

D.  HOUSE REPAIR
*Estimated Cost or Program of Works.
Updated Service Records;
Clearances from the Division/Schools/Ombudsman
Application for Retirement (GSIS Forms) and attachments
Transmittal from the Schools Division Superintendent
 

1. Receiving at the Records Section

2. Records give the request of the ORD

3. ORD refer to the Administrative Div.

4. Admin refer to in-charge at Cash Section for processing & signature of the Chief, Prov. Fund Secretariat;

5. RD approves the application

6. Application is routed to Finance

7. Finance Div. gives the Voucher to Cash Section for check preparation

8. Cash Section prepares the check and give to the Office of the RD

9. The Regional Director signs the check and same is given back to Cash Section

10. Cash Section releases the signed check to the owner.

15 minutes P40.00 with Official Receipt
Certificate of Last Payment of Salary
(Clearance from Salary Overpayment)
Payroll Services *Updated Service Records;
*Clearances from the Division/Schools/Ombudsman
*Application for Retirement (GSIS Forms) and attachments
*Transmittal from the Schools Division Superintendent
1. Receiving at the Records Section
2. Clients  go to the Payroll Services & present the Service Records & other documents
3. Clients advised to go to Cash Section
5. Pay to Cash Section & receive the OR
6. Clients go back to the Payroll Services
and present the OR
7. Payroll Services issues the Certificate of Last Payment and seek signature of concerned authorities
8. The signed Certificate of Last Payment is released to the concerned by the Payroll Services
 
15 minutes P40.00 with Official Receipt
Payment for Different Services Payroll Services Documents to be presented to the Cash Section depends upon the nature of the request
 
1.  Client go  to the Cash Section

2.  Present the documents that requires payment

3.  Client gives payment

4.  Cash Section receives payment and issues the Official Receipt

5 minutes Amount of payment depends
on the kind of official transaction  that requires payment of
fees

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