Instructions in filling out CHED e-Forms and Definition of Terms

•

The HEIs are advised to use the

MS Excel format

and not the

Access

format (Higher Education Information System) in encoding the HEIs data.

•

Kindly follow the format or template in entering the requested information and double checkyour entries before you submit the accomplished e-Forms stored in diskette/CD to theconcerned CHED Regional Office. Also, keep an electronic copy of the accomplished CHEDe-Forms for easy updating come the next data collection period.

Institutional Profile (CHED e-Form A)

1. Please type the requested information carefully at the space provided opposite the data item beingrequested.

No coding will be applied in accomplishing this Form.

2. Whenever the data item being requested is not applicable to your institution, please type

Definition of Terms:

Most of the data items requested in this Form are self-explanatory. For detailed definition, please refer tothe Data Element Manual No. 96-1. The following data items/element are operational definition:

Unique Institutional Identifier

- a 5-digit code assigned by CHED which serves as institution ID. For newHEI, you may get your Institutional Code from CHED Regional Office concerned.

Institutional Telephone

- The number as listed in the institution's brochure for purposes of public access.

Institutional Fax No

. - The fax number to which official notices should be sent.

Institutional Head's Telephone

- This number is for use in contacting the Head of the institution.It is not necessarily the number used for the public. It is normally the Head's Office number.

Institutional E-mail Address

- This is the institution's electronic mail given to the public for officialcommunications with the Head or Senior Officials.

Institutional Web Site

- This is the institution's Internet or World Wide Web address where institutionaldata and other information are posted for public access.

Year Established

- This is the year in which the institution first enrolled students as an educationalinstitution.

SEC Registration/Enabling Law or Charter

- This data item captures the current legal authority for theinstitution to operate as an HEI in the Philippines. Example, Republic Act, Presidential Decree, LocalGovernment Act for public higher education institutions (HEIs) or SEC Registration/Articles of Incorporationfor private HEIs.

Date Granted or Approved

- This data item captures the date the current SEC Registration/Enabling Lawor Charter under which the institution is authorized to operate was granted or approved.

Year Converted to College Status

- This data item captures the year an institution became a college if itis currently a college. If an institution is currently a college and was once another kind of institution, theyear shown should be the year it was authorized to become a college.

Year Converted to University Status

- If an institution is currently a university and was oncesome other kind of institution, this element captures the year it was granted university status asset out in a national statute (SUC) or as defined by Batas Pambansa 232 (private institutions)

assuming it was not previously a university. If it is not currently a university, the element does notapply.

Name of the Institutional Head

- This is the title, name and degrees/designations of the executive headof the institution, as it should appear in official publications, correspondence.Example: Bro. Juan T. Dela Cruz, FSC.

Title of Head of Institution

- This is the title/designation, as it should appear in official publications,correspondence. Example: President, Director, Chancellor, Rector, Administrator, etc.

Highest Educational Attainment of the Head

- This element captures the highest educational attainmentof the Institutional Head. Example: Ed.D. major in Educational Management

Former Name(s) of the HEI

– The former name of the institution. Please indicate also the yearsthe former name was used.

X and Y Coordinates

– describe discrete location on the earth’s surface such as the location of administrative building in one HEI. The X-Y coordinate can be collected using Global PositioningSystem (GPS) device. The coordinate can also be taken from the Development Plans/Survey of HEIs.

Curricular Program Profile, Enrolment and Graduates (CHED 3-FormB/C)

Curricular Program

1. Please type the

Main Program/Course

and the corresponding

Major(s)

at the rows provided.You may abbreviate credentials like A.B., B.S., M.A., M.S., Ph.D., Ed.D, and BSEd (Bachelor of Secondary Education), BEEd (Bachelor of Elementary Education). However, please do notabbreviate the disciplines and their majors.2. For data items that require Code as input like

Programs Status

Issued by

, and

ProgramMode

, please refer to the definitions below for the choices. Type the Code not the descriptionappropriate to your program/course/major.

Please do not input data in shaded areas

.3. Please type

whenever the data item being requested is not applicable to your institution. A

Blank

no entry

could mean

.4. Kindly follow the format or template in entering the requested information and double checkyour entries before you submit the accomplished Form stored in diskette to the concerned CHEDRegional Office.5. Please enter the name of the staff who accomplished the form, his designation and the date itwas accomplished. In like manner, the name of the official that certified the correctness of entriesat the space provided.

Definition of Terms

Main Program/Course

- The name of the program as listed in the official catalog of theinstitution. The name usually consists of a degree or credential (e.g. B.S.) and a discipline or fieldof study (e.g. Commerce or Business Administration), such that the main program/course wouldbe B.S. in Commerce or B.S. in Business Administration.

Major

- The field of specialization of the listed main program/course as listed in the officialcatalog of the institution. For instance, if your main program, B.S. in Commerce, has several

specializations like Banking and Finance, Business Administration, Management,Entrepreneurship, etc, these are its majors.

Thesis/Dissertation

– Indicate whether the program requires thesis/dissertation as arequirement for graduation.

Code Description

1Yes, with thesis/dissertation2No, without thesis/dissertation

Program Status

- The current status of your program. Below are the codes that you need toinput for program status:

Code DescriptionCO

- Program currently offered and accepting students.

- Program is being phased out but still has students.

- Program has been discontinued and has no students.

- Program has not been officially discontinued but has no students.

- Not applicable, program is not operated by the institution

Note: If the Program Status is PO or DO, please type the year it was implemented/effected.Example: PO 1996 or DO 2000

Remarks

– is a comment/note about a program such as newly offered, center of excellence/development, Accredited level II – Dec. 2007, etc. (if any).

Government Authority

Please use the GP/GR Certificate as reference in answering thefollowing:GP No

. - The Original Government Permit number issued for the first time not theRenewal Permit number. In the case of State Universities and Colleges (SUCs) and other public HEIs, input the legal basis based on pertinent documents (e.g. Board Resolution)of offering such program/course.

Year Granted

- The year the Original Government Permit/Board Resolution was issued.Example if the B.S. in Commerce was issued in AY 1970-1971, the year to be input is

1970

GR No

. - The Government Recognition number issued after compliance with the setstandards from the 1st to the last curriculum year of a program/course. In the case of SUCs this could be the same authority as described in GP.

Year Granted

- The year the Government Recognition was issued. Example if the B.S. inCommerce was issued in AY 1974-1975, the year to be input is

1974

Issued by

- The Office that issued the GP or GR. Below are the choices for the issuingoffice. Please refer to your GP/GR Certificate and choose the code to be input under theIssued by column of your program/course: