ISSUANCE OF NEW CERTIFICATE OF REGISTRATION UNDER RA 9520

Cooperative Online User’s Guide Version 1.4

CONTENT Background....................................................................................................................2 Requirements.................................................................................................................2 Technical Requirements...............................................................................................3 Getting Started ............................................................................................................3 The Log-on page..........................................................................................................4 The Application Form page...........................................................................................5 General Rules...........................................................................................................5 How to fill up the Application Form................................................................................6 Name of Cooperative................................................................................................6 Cooperative Identification Number (CIN)...................................................................6 BIR TIN.....................................................................................................................6 Total Assets..............................................................................................................6 Total Number of Members.........................................................................................6 Email Address...........................................................................................................6 Person to Contact.....................................................................................................6 Designation...............................................................................................................6 Mobile Number..........................................................................................................7 Area Code.................................................................................................................7 Telephone Number...................................................................................................7 The Address Section....................................................................................................7 Street Address..........................................................................................................7 Region.......................................................................................................................7 Province....................................................................................................................7 District.......................................................................................................................7 City/Municipality........................................................................................................8 Sub-Category............................................................................................................8 How to Submit your Application Form...........................................................................9 Length of Registration Process...................................................................................11 How to check the status of your application.............................................................12 Your coop is classified as Non Operating message.................................................13 Your CIN was not found message..............................................................................14

Background
President Gloria Macapagal-Arroyo signed into law on February 17, 2009 the Philippine Cooperative Code of 2008, bringing to a successful end to the campaign of cooperative for a strengthened and more comprehensive law on the promotion and development of the country’s cooperative. The new law amends the 1990 Cooperative Code of the Philippines, otherwise known as RA No. 6938. RA 9520 outlines in greater detail the requirements in professionalizing the management and operation of cooperative, and provides for a monitoring and evaluation tool for the cooperative to conduct self-assessments of its managerial, financial, and social objectives. As such, the CDA is now tasked to implement the provisions of the new code. One of these provisions is the registration of all cooperative in the country under new Code. The CDA has designed a web-based system for such undertaking. The succeeding sections will outline and discuss in detail how to use the web-based system.

Requirements
To be able to use the web-based Registration system, a cooperative must have a 10digit Cooperative Identification Number (CIN) issued by the CDA-Extension Office. It is also recommended that the cooperative designate an official encoder for this undertaking.

How to apply online under R.A. 9520?
Technical Requirements
To be able to use CDA’s online registration under RA 9520 successfully, a cooperative is recommended to have the following:  A desktop with at least 512 RAM and a processor with speed of at least 1GHz  Internet Explorer 6.0 or higher (some functions of the website do not run properly in other web browsers like Firefox and Google Chrome)  Adobe Acrobat Reader 4.0 or higher for Windows XP, and Adobe Acrobat Reader 8 or higher for Windows Vista. This is needed to be able to print the system messages / notices  An internet connection with a speed of at least 512 kbps Complying with the above requirements will ensure that you will get the best possible performance from the CDA’s online registration system.

Getting Started
Visit www.cda.gov.ph and click the Online Issuance of New Certificate of Registration link. The link will take you to the Registration site. Click the Memorandum Circular (MC) link to download the MC.

The Log-on page
Enter your cooperative’s CIN and click OK. A cooperative is issued a 10-digit CIN by your concerned CDA Extension Office. Make sure that the correct CIN is entered. Your cooperative’s classification must be “operating” to be able to proceed to the next stage. To read through the procedures, scroll down the text on the frame; or click the download link at the bottom of the page.

The Application Form page
If you have entered the correct CIN and your status is “operating”, you will be directed to the Application Form page. Enter the following information as discussed below.

General Rules
Do not use ALL CAPS, except for your cooperative name’s acronym. Do not use special characters like * / # @ ! or space to begin a name or telephone number For unavailable information in text fields, input “NA”. For number fields, input “0”. The system will prompt you if you have entered an incorrect character. All the information on the application form is derived from the CIN database, except for the BIR TIN and the year for total number of members and Total Assets. You may enter new or update your cooperative’s profile. However, for items that need supporting documents like the Amended Name or Amended Type, your cooperative should present the necessary documents to your concerned CDA Extension Office.

How to fill up the Application Form
Name of Cooperative
Enter your latest amended Name here. Capitalize only the first letters e.g. San Pedro Multipurpose Cooperative. Do not put characters e.g. _ * / . @ # or space before the Name. However, the exemption to this rule is when your cooperative name starts with an acronym e.g. TOREDECO.

Cooperative Identification Number (CIN)
The CIN field is disabled because it is your cooperative’s unique ID and should not be altered.

BIR TIN
Enter your 9-digit BIR TIN if available. Or enter zero if not yet available.

Total Assets
Enter your Total Assets as of 2007or 2008 or 2009. Type in the figures without commas, space or other characters e.g. 100000.35. Decimal point is accepted. Then click the dropdown field and choose the appropriate year. Your total assets year should be the same as your total number of members’ year.

Total Number of Members
Enter your Total Number of Members as of 2007 or 2008 or 2009. Then click the dropdown field and choose the appropriate year. Your total number of members’ year should be the same as your total assets year.

Email Address
Enter a valid or official email address of your cooperative. If not available, enter “NA”.

Person to Contact
Enter the name of the cooperative’s primary contact person. Capitalize only the first letters of first and family names e.g. Pedro San Juan.

Designation
Enter the designation or position of the Contact Person.

Mobile Number
Enter the mobile number of the Contact Person.

Area Code
Enter the area code for your cooperative’s landline number.

Telephone Number
Enter the landline number of your cooperative. Type in the numbers directly without a dash (-) to separate numbers e.g. 4456678

The Address Section
The address section is already predetermined by your CIN. The system already loads the region, province, district and municipality which have been previously encoded by CDA. If the address loaded is not updated or incorrect, you have to update it by following the guide below.

Street Address
Enter ONLY the street address (number, name of street or barangay). If street number or name of street is not available, enter purok, sitio or barangay.

Region
Select the Region where your cooperative is located. Upon selecting the Region, you will notice that the page will flicker indicating that the Provinces which belong to the Region you selected are loaded on the Province dropdown field. By default, the region field is pre-determined by your CIN. For example, if your CIN was issued by Region 1, the default value of the Region field would be Region 1.

Province
Select the province where your cooperative is located. Once you have selected a province, the page will refresh automatically indicating that the appropriate Districts have been loaded to the District dropdown list. You will experience a flicker but this is normal. The speed of the flicker also depends on the speed of your computer and internet connection.

District
Select the district where your cooperative is located. Once you have selected a district, the page will refresh automatically indicating that the appropriate cities/municipalities have been loaded to the City/Municipality dropdown list. Again, you will experience a flicker but this is normal. The speed of the flicker also depends on the speed of your computer and internet connection.

City/Municipality
Select the city or municipality where your cooperative is located.

Sub-Category
Select a sub-category or cooperative type from the dropdown list. The dropdown list contains primary, secondary and tertiary cooperatives.

How to Submit your Application Form
After completing the Application Form, click the Submit button. A Print Requirements link will then appear below the page. Click this link to view the requirements for the issuance of new certificate of registration and what to do next. Print the notice and include it in the documents to be submitted to your concerned CDA Extension Office.

Below is the content of the notice. You can print or save the notice by clicking the print or save button.

Length of Registration Process
All requirements for online application must be submitted to the CDA Extension Office within 15 days from the date of printed notice at the concerned CDA Extension or Field Office so that the Sr.CDS of CDA can immediately act on the cooperative’s application form. Attach the notice to the documents to be submitted. Incomplete requirements would further delay the issuance of the cooperative’s new registration number and Certificate of Registration.

How to check the status of your application
You can check the status of your application by visiting the log on page and entering your CIN. There are 2 possible statuses for your application: 1) in process and 2) CoR for printing. You can print the notice by clicking the “Click here to print notice” link. 1. In process

You can print the notice by clicking the Print button or save by clicking the Save button.

If you are absolutely sure that you have not submitted any application yet and you receive this message, there is strong possibility that your CIN has been used by other people. Proceed to or contact at once your concerned CDA Extension Office and report the matter. 2. If you get the message below, it means that your application has been approved by the Sr.CDS and Supv. CDS and that your cooperative has been issued a new registration number. The CoR will then be forwarded to the Regional Director of your concerned CDA Extension Office for signature. To claim your CoR, visit your concerned CDA Extension Office and pay the necessary fees. For cooperative banks and electric cooperatives, your new CoR will be signed by the Chief of Registration and the Executive Director. CoR for Printing

Your coop is classified as Non Operating message
The registration system accepts only cooperatives which are classified as “Operating”. If you believe that your cooperative’s status should be “Operating”, print the notice and visit your concerned CDA Extension Office immediately and present the necessary documents. Applicant must submit proof of operation to the satisfaction of the CDA Unit concerned which need prior written approval of the Regional Director/ Executive Director using attached form as RR Form No 2. The following documents may justify reclassification to operating cooperative: Audited Financial Statement as of December 2007 or 2008, Minutes of the General Assembly meeting, copy of Certificate of Good Standing for 2007 or 2008.

You can print the notice by clicking the Print button or save by clicking the Save button.

Your CIN was not found message
There are 2 possible reasons why this message would appear. First, you have incorrectly typed in your CIN or you are a spammer trying to guess a CIN to illegally enter the CDA Registration site. If you are a legitimate cooperative with a valid CIN issued by your concerned CDA Extension Office, then the error is most likely caused by an incorrect CIN entry. Visit your CDA Extension Office if you keep getting this message to verify that your cooperative was issued the correct CIN.