“Embracing Quality in Student Records Management”

30th Annual Regional ConventionAssociation of College and University Registrars and

Liaison Officers in Region IV-A (ACURLO R IV-A)Hotel Supreme Convention Plaza, Baguio City

September 7-9, 2016

DR. EMMYLOU B. YANGADirector IV

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CHED Automated Mode of Payment of StuFAP

• Checkless payment for all regular STUFAPs scholars to

pay financial benefits through ATM

• All regular new scholars for AY 2016-2017 are advised to

open ATM accounts at LBP, at present, there are about

50% of the regular STUFAPs scholars are paid through

their ATM-LBP accounts and targeting 100% payment

through ATM this AY 2016-2017

• This process resulted in the reduction of processing time

from 3-6 months to 15-30 days, provided that there is

available fund for disbursement.

CHAMPS

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Amending the Pertinent Provisions of Section 7. Mode of Payment

in CMO 13 and 16, Series if 2014 entitled “Revised Guidelines for

the Implementation of StuFAP Effective AY 2014-2015

• Section 7.1 Modes of Payment – the release of financial benefits

shall be any of the combination of the following

7.1.1. Mode 1 - CHEDROs release financial benefits directly to the

scholars/grantees/borrowers

7.1.2 Mode 2 - CHEDROs transfer financial benefits to

scholars/grantees/borrowers through HEIs with 10 or more beneficiaries

7.1.3 Mode 3 - CHEDROs transfer financial benefits to

scholars/grantees/borrowers through authorized government depository

banks; and

7.1.4 Mode 4 - CHED to transfer financial benefits directly to the participating HEIs

CMO 44, Series of 2016

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Amending the Pertinent Provisions of Section 7. Mode of Payment

in CMO 13 and 16, Series if 2014 entitled “Revised Guidelines for

the Implementation of StuFAP Effective AY 2014-2015

Section 7.2 Transfer the equivalent funds to the qualified student

or identified HEI where the beneficiaries are enrolled for one

academic year or on an annual basis

7.2.1. Requirements. The transfer of funds for payment from

the appropriate office shall be based on the confirmed

notice of awards for the new beneficiaries and certified

list of beneficiaries using the prescribed form by the HEIs

not later than 45 days after the last day of enrolment. On

the other hand. For those ongoing/existing beneficiaries

only certified list by the HEIs is required.

CMO 44, Series of 2016

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CHED Automated Mode of Payment of StuFAP

• Scholars’ data are being recorded electronically through

the StuFAPs Database Management System or (SDMS).

• Tracking down of the processing status of scholarship/

grant from application up to the payment stage.

• It has functionality of generating StuFAPS reports with

ease and convenient way. This also checks for the

duplicate entries and multiple grants awarded to an

individual.

SDMS

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Applications for initial/renewal of permit (GP), Government

Recognition (GR) for LUCs and Private HEIs and Certificate

of Program Compliance (COPC) for SUCs

• Response to the call of President Rodrigo Duterte to fast-

tract the transaction in government services.

• To process program applications from June to December

of the current year (6 months) instead of June to February

(8 months)

• Resulted to a 2 months early release of the government

permit/recognition, provided that HEIs comply on time.

GP, GR and COPC Applications

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Higher Education Management Information System- Faculty

Verification System or HEMIS-FAVES

• To expedite verification or validation of the employment

record of faculty of HEIs within the Region.

• It has been observed through monitoring and evaluation

activities that there are some faculty members (Dean,

Program Head, Teaching Faculty, Librarian and Guidance

Councilors) employed in a higher education institution

(HEI) are found to be employed in other HEIs.

HEMIS-FAVES

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Higher Education Management Information System- Faculty

Verification System or HEMIS-FAVES

• Online verification or query system that would be a tool for

the ES and RQAT members to verify names of faculty in a

certain schools.

• To ensure that the qualification declared by the faculty is

the same as the qualification submitted by HEI the CHECK

System. Education Supervisors can verify through the

names of faculty (in all disciplines) that are employed by

more than one HEIs.

HEMIS-FAVES

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S.O. for Graduation

• Release of S.O.

• within 5-7 working days for undergraduate programs

and

• 5-10 working days for graduate programs,

• drastic drop in the number of processing time which

used to take six (6) months in the past.

• Reduction of the number of signatories in the S.O.

application from 6signatories, now there are only 4

signatories which includes my signature.

Streamlining of frontline services

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S.O. for Graduation

• A claim stub will be issued which indicates the release

date of S.O.

• If the HEI representative unable to pick up the S.O. as

specified date in the claim stub, we will be notifying the

concerned HEIs through email advising them to pick up

available S.O.

• HEIs with deficiencies in their SO applications will be

officially notified in writing.

Streamlining of frontline services

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CAV

• We hired additional 2 Job Order personnel to expedite

release of CAV documents

• reducing the processing time from 11 working days to one

(1) or two (2) days.

• We are also awaiting for the approval of the DFA to allow

CHEDRO IV-A CAV claimants to pick up their CAV

documents from DFA Center at Ali Mall, Cubao, Quezon

City, which is more accessible to clients coming from

CALABARZON.

Streamlining of frontline services

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• CAV applications filed before 12 noon from Monday to Thursday can be

claimed/are released the next day at DFA

• CAV applications filed after 12 noon from Mondays to Thursdays can be

claimed/are released two (2) days after filing at CHEDRO

• CAV applications filed before 12 noon on Fridays can be claimed/are

released at DFA on the first working day of the following week (Monday)

• CAV applications filed after 12 noon on Fridays can be claimed/are

released at DFA on the second working day of the following week

(Tuesday)

• CAV documents for local employment and Seafarers Registration

Certificate (SRC) are released within the same day the documents are

filed

Streamlining of frontline services

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On-line Client Feedback Mechanism

• This feedback system will allow CHED IV-A clients to rate

all the services it provides for continual improvement of

services.

• All HEIs will be asked to rate the CHEDRO services by

directing the HEIs to accomplish the online survey.

• Currently, feedback survey forms are given to walk-in

clients.

Online CFM

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Consolidated Contacts System

• To come up with an updated directory of HEIs and the

names of authorized school representatives to transact

business and pick up documents

• A sign-up sheet is placed at the Records Section to gather

the names of the contact persons/authorized school

representatives and their contact details

• We are using the contact details of HEIs from the

monitoring activities of ES and registration activities during

meetings/conferences of professional associations.

CCS

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Thank You

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