Republic of the Philippines

Department of Education
Region Vll, Central Visayas
DIVISION OF BOHOL
City of Tagbilaran

SDO Citizen's Charter

VISION

 We dream of Filipinos who passionately

love their Country and whose values and
competencies enable them to realize
their full potential and contribute
meaningfully to building the nation.
 As a learner-centered public institution,
the Department of Education
continuously improves itself to better
serve its stakeholders.

 MISSION

 To protect and promote the right of

every Filipino to quality, equitable,
culture-based, and complete basic
education where:
o Students learn in a child-friendly,
gender-sensitive, safe, and motivating
environment
o Teachers facilitate learning and
constantly nurture every learner
o Administrators and staff, as stewards of
the institution, ensure an enabling and
supportive environment for effective
learning to happen
o Family, community, and other stake-
holders are actively engaged and share
 responsibility for developing life-long
learners

 CORE VALUES

 Maka Dios
 Maka Tao
  Makabayan
 Makakalikasan

Incompliance with Anti-Red Tape Act of 2007 (ARTA), provided

basic information, guidelines and processes to government agencies
nationwide the importance of effective and efficient frontline services,
therefore, DepEd Offices are created frontlines services. Images are built
at the frontlines. It is for these reasons that DepEd Bohol has long placed
frontline service delivery by initiating courtesy campaigns, conducting
advocacy through training programs on basic client satisfaction, among a
number of initiatives.

And while the HRMO helps implement the law, it also has to abide
by its provisions. It forms part of the solution to end complaints on
laborious, lengthy
procedures and to bring to the fore pleasant, reliable and dependable
engagement between the client and the public - which is how
government service should always be.

“RULE IV. CITIZEN’S CHARTER

SECTION 1. The Citizen’s Charter shall include the following
information

(a) Vision and mission of the government office or agency;

(b) Identification of the frontline services offered, and the
clientele;
(c) The step-by-step procedure to obtain a particular service;
(d) The officer or employee responsible for each step;
(e) The maximum time to conclude the process;
(f) Document/s to be presented by the client, with a clear
indication of the relevancy of said document/s;
(g) The amount of fees, if necessary;
(h) The procedure for filing complaints in relation to requests
and applications, including the names and contact details of
the officials/channels to approach for redress;
(i) Allowable period for extension due to unusual
circumstances;
i.e. unforeseen events beyond the control of concerned
government office or
agency; and
(j) Feedback mechanisms, contact numbers to call and/or
persons to approach for recommendations, inquiries,
suggestions, as well as complaints.”

Duration of
Frontline Services Fees Where to Go
Process
Processing of NO
7-10 working days Personnel Section
Appointment FEE
Authentication of NO
5-10 Minutes Records Section
Documents FEE
Processing for Retirement NO 10-15 Working
Personnel Section
& Terminal Claims FEE days
Application for Correction NO
1-2 days Administrative Unit
of Personal Information FEE
Application for ERF,
NO
Reclassification and 10-15 days Personnel Section
FEE
Conversion of Positions
Application for
NO Personnel/Record
Retirement/Terminal 15 days
FEE Section
Leave Claim
NO
Application for Leave 2-3 days Records/Personnel
FEE
Application for Authority NO Personnel/Record
5-10 days
to Travel Abroad FEE Section
NO Public Assistance and
Request for Assistance 10-15 minutes
FEE Compliance Office
Request for Issuance of NO
5-10 Minutes Record Section
Service Record FEE
Request for Issuance of
NO
Certification for any legal 10-15 Minutes Administrative Unit
FEE
purposes
Process Salary Claim and NO
7-10 days Accounting/finance
other benefits FEE
 Request for Office No
10 minutes Property & Supply
Supplies FEE
NO
Releasing of check/payslip 5-10 Minutes Cashier’s Office
FEE
NO
Filing of Complaint 5-10 days Legal Unit
FEE
Application for the
NO
increase of tuition fees – 10-15 days SGOD
FEE
private school
Processing for payment of
NO Physical
INFRA Goods and 7-10 Days
FEE Faciliteis/PMU
Services
 

EQUIVALENT RECORD FORM (ERF), RECLASSIFICATION OF POSITION AND

CONVERSION PROCEDURE

1. Client/Applicant will
submit application for ERF, Reclassification and Conversion
of Position document/s to Records Section/Office of the
Schools Division Superintendent
2. Record
Section/Office of the Schools Division Superintendent will:

 Track/Route
 Forward ERF, Reclassification of Position document/s to
Personnel Section

3. Personnel Section will:

 Validate and Process for approval

 Forward to Superintendent’s Office for approval/signature

4. Superintendent’s Office will:

 Sign and Forward the Endorsement and other pertinent

documents for ERF. Reclassification of Position and
Conversion of Position to Personnel Section

5. Personnel Section will:

 Segregate according to Position and schools/district

 Prepare indorsement to DepEd Region VII for ERF
implementation
 Forward the Approved ERF, Reclassification of Position and
Conversion of Position document/s to the Department of
Budget (DBM) through DepEd Regional Office for the
Issuance of Notice of Organization, Staffing and
Compensation Action (NOSCA)
 6. Records Section received the NOSCA from DBM after
approval hereof will:
 Stamp Received the NOSCA
 Submit the NOSCA to SDS Office for notification
 Forward the NOSCA to Personnel Section

7. Personnel Section will:

 Receive the NOSCA

 Prepare Endorsement to the Schools concerned for the
information that the incumbent teachers are hereby advised
to process the pertinent papers for appointment.
 Prepare and process appointment
 Submit appointments to CSC for attestations and approval

a) REQUIREMENTS OF EQUIVALENT RECORD FORM (ERF) (TEACHER III)

1. Endorsement from the School Head/PSDS

2. Duly accomplished ERF – 5 copies
3. At least 3 years or more teaching experience with CAR or MA
graduate
4. Twenty (20) years teaching experience with 20 or more units
in MA
5. Original copy of certification from school registrar for MA
units/CAR
6. TOR with Certification/Authentication and Verification (CAV)
from CHED – original copy
7. Updated Service Records – 3 original copies
8. Performance rating for the last 3 school years (Certified
photocopy signed by the Admin. Officer, District Supervisor
and School Head) – 3 copies
9. Duly accomplished CS Form 212 (Personal Data Sheet) – 3
original copies
10.Sworn statement that all documents submitted are true and
correct with documentary stamp – 1 original copy
11.Latest approved appointment – 3 certified true copies
12.Latest payslip or payroll – 1 certified true copy
13.Latest plantilla (PSIPOP) – 1 certified true copy
14.Certificates of trainings, seminars, workshops, awards –
certified true copies
15.Certification that the incumbent of the position to be
reclassified qualifies to occupy the new position
 
b) REQUIREMENTS for ERF (MASTER TEACHER I)

1. Endorsement from the School Head/PSDS

2. Duly accomplished ERF – 5 copies
a. For MT I – must have at least C.A.R of M.A. degree
3. Certification from School Registrar for C.A.R. or M.A. degree
– original copy
4. TOR with CAV from CHED – original copy
5. Updated Service Record – 3 original copies
6. Performance rating for the last 3 school years (Certified
photocopy signed by the Admin. Officer, District Supervisor
and School Head) – 3 copies
7. Certificate that applicant is actually teaching with regular
teaching load supported by a class program
8. Certificate as a demonstration teacher
9. Certificates of trainings, seminars, workshops, awards not
previously credited – certified true copy
10.Division Rank List signed by the SDS – certified copy
11.Certification on Number and Names of Teachers to be
assigned/served by MT I and MT II (secondary)/Number of
Teachers and MT I in the District
a. MTs (secondary) – 5-7 teachers per subject area in the same
organizational unit
b. MTs (elementary) – total no. of teachers including MT I in the
district
12.Organizational chart with item numbers/subject areas
13.Duly accomplished CS Form 212 (Personal Data Sheet) – 3
original copies
14.Latest approved appointment – 3 certified true copies
15.Latest payslip or payroll – 1 certified true copy
16.Latest plantilla (PSIPOP) – 1 certified true copy
17.Certification that the applicant for reclassification is qualified
to occupy the new position
18.Sworn Statement that all documents submitted are true and
correct with documentary stamps (original copy)
19.Computation worksheet for MT positions for Elementary
(District) level and per (school) for Secondary level
20.Must be TIII per DECS Order No. 54, s. 1993

 
 
c) REQUIREMENTS FOR RECLASSIFICATION OF POSITIONS (HEAD TEACHER/PRINCIPAL)

1. Indorsement from the PSDS to SDS

2. Letter request from the applicant with detailed
statement of accomplishments and other relevant
exemplary performance
3. Duly Filled up ERF Form (5 copies)
4. PAL (4 copies)
5. Rank List (3 copies)
6. PDS (3 copies)
 7. PDF (3 copies)
8. Updated Service Record (3 copies)
9. Latest appointment (3 copies)
10. Latest PSIPOP
11. CAV-TOR of Master’s Degree/Doctorate CAR
(Original Copy + 2 photo copies)
12. Latest Payslip (3 authenticated copies)
13. Certificate of Awards/Commendations not
credited to previous promotions
14. Certificate of Trainings (Managerial not less than
40 hrs & not credited from previous promotion)
15. Lists of teachers supervised with subject areas
16. OPCRF 3 ratings period with VS Rating
17. Certification that the incumbent of the position to
be reclassified is qualified to occupy the new position
18. Justification Statements
19. Class Program
20. Result of National Qualifying Examination
21. Organizational Chart
22. NEAP Certification as to the result of NQEP taken
and Basic Training Course for School Heads attended
23. SBM Task Force’s Certification as to the rating
obtained in the internal and external stakeholder’s
assessment
24. Division Selection and Promotion Board’s
certification on the points obtained in the Psychological
Attributes and Personality Traits assessment
25. Enrolment Data (Form 3) in the present school
assignment, including the cluster schools handled, if
any.

REQUIREMENTS FOR APPLICATION OF GSIS RETIREMENT/SURVIVORSHIP/

SEPARATION/ TOTAL AND PERMANENT DISABILITY CLAIMS

1. Endorsement from the School/District Office

2. Application for the retirement/Survivorship/Total and
Permanent Disability/Separation
3. Updated Service Record
 4. Clearance from School/District & Division Office pertaining
to money and property accountability
5. Certification that the employee has no pending
Administrative Case and or Criminal Case filed against
him/her from the Division Office
6. Certificate of Last Payment from Regional Payroll Services
Unit
7. Provident Fund Loan Clearance from the Division Office
8. GSIS Tentative Computation

PROCEDURE

1. Client/Applicant will submit the claim application to Records

Section of the Schools Division Office
2. Record Section of SDO will:

 Process, Track/Route
 Forward the claim application to Personnel Section

3. Personnel Section will:

 Validate and process

 Prepare Endorsement for GSIS
 Forward to Legal Unit for verification of pending or no
pending case

4. Legal Unit will:

 Verify (Pending/No Pending Case)

 Forward the claim application to Regional Director’s Office
for signature/approval

5. Regional Director’s Office will:

 Approve the claim application

 Forward the claim application to Record Section for release
to GSIS

6. Records Section will:

 Endorse/Forward to GSIS Office

REQUIREMENTS FOR APPLICATION FOR LEAVE

 Leave for less than 5 days – Requirements

1. Duly accomplished Form 6

 2. Letter of Intent
3. Medical Certificate if Sick Leave more than 5 days
4. School/District Clearance if leave without pay

PROCEDURE
1 Applicant submit Form 6/letter intent to apply for leave
through the school heads
2 School head will endorse to SDO through Records Section
3 Records Section will stamp received and forward to
Personnel Section
4 Personnel Section In-charged of Leave will
assess/validate/records in the leave card and initial
5 HRMO/AOV will signed recommending approval and forward
to SDS/ASDS
6 SDS/ASDS will signed approved and returned to Records
Section
7 Record’s Section will return to School/District through Pigeon
Hole/Official Currier or Hand carried by district liaison officer

REQUIREMENTS FOR AUTHORITY TO TRAVEL ABROAD

8 Application for Leave Form 6

9 Division Clearance
10 Certification as to the following:
o Another teacher/employee is available to take over the
duties and responsibilities;
o Teacher/employee has no pending unsubmitted
report;
o Teacher/employee has no pending administrative
case;
o No government fund will be spent for the travel;
o Teacher/employee has not gone on leave abroad
within one year prior to the date of his/her application

 PROCEDURE

1. Client/Applicant will submit the Authority to Travel Abroad

Application to Records Section/Office of the Schools Division
Superintendent
2. Record Section/Office the SDS will:

 Track/Route
 Forward the application to Personnel Section in charge
of Leave

3. Personnel Section will:

 Validate and process

 Prepare Endorsement for signature of SDS address to
the Regional Director
 Forward to Regional Director

4. Regional Director’s Office will:

  Approve and prepare authority to travel
 Forward the Authority to travel to Division Office

5. SDO Records Section will:

a) Stamp received
b) Prepare indorsement to the applicant
c) Release to the applicants through District Office

REQUIREMENTS FOR APPLICATION OF TERMINAL LEAVE PAY

1. C.S. Form 6 and Certification of Leave Credits

2. Computation worksheet of Vacation/Sick Leave
3. Distribution of Commutation Vacation/Sick Leave Credits
4. Service Record
5. Notice of Salary Adjustments
o Latest Salary Adjustment for Non-Teaching Position
o R.A. 4670 for Teaching Position
o R.A. 7305 Magna Carta of Public Health Workers
(PHWs) for compulsory retirement
6. Last Approved Appointment
7. Certification of Last Salary Received stating the gross
amount, date and monthly salary rate from the Division
Office
8. Clearance from Division Office pertaining to money and
property accountability
9. Affidavit of Applicant that he/she has no pending
criminal/administrative case (R.A. 3019) notarized by the
Lawyer or Mayor
10.Certification that the employee has no pending
Administrative Case and or Criminal Case filed against
him/her from the Division Office
11.Fiscal’s Clearance from Place of Assignment and Residence
12.GSIS Clearance
13.GSIS Retirement Adjudication of Annuity Voucher
14.Sworn Statement of Assets and Liabilities and Net Worth,
latest
15.Certificate of Last Payment from Regional Payroll Services
Unit
16.DBP Passbook with clear Account Number
17.Provident Fund Loan Clearance from the Division Office
18.In case of deceased claimant, the following should be
submitted:

d) Original/Certified true copy of Birth Certificate of all Children

of deceased
e) Marriage Contract
f) Death Certificate
g) Proof of Surviving Legal Heirs
 a. Affidavit of relationship executed by the next kin's ages of
children should be stated

PROCEDURE

1. Client/Applicant will submit the claim application to Records

Section/Office of the Schools Division Superintendent
2. Record Section/Office of the SDS will:

h) Track/Route
i) Forward the claim application to Personnel Section

3. Personnel Section will:

j) Validate and process if all documents are complete

k) Compute commutation of vacation/sick leave credits
l) Prepare indorsement to Regional Office

Granting SDO Records Section received documents duly

approved from RO
4. Records Section will:

m) Receive/Route
n) Forward the approved claim application to Finance Division

5. Finance Division will:

o) Prepare payroll/voucher
p) Process for payment and forward to Cashier

6. Cashier Section will:

* Prepare Check/LDAP
* Forward to SDS Office for signature/approval
* Forward to DBP for downloading to the claimant

PROCESSING OF SALARY AND OTHER BENEFITS CLAIM

1. Client/Applicant will submit the claim application to Records

Section/Office of the Schools Division Superintendent

2. Record Section/Office of the SDS will:

q) Track/Route
r) Forward the claim application to Division Payroll Services
Unit (DPSU)

3. DPSU Section will:

 s) Validate and process if all documents are complete
t) Compute and posting in individual Ledger Card
u) Prepare payroll/voucher
v) Forward the claim application to Internal Audit Section (IAS)

4. DPSU Section will:

w) Receive/Route to in-charge of checking
x) Conduct pre-audit of claims as to computation and
completeness of required supporting documents
y) If payroll have errors with necessary corrections return to
DPSU for finalization, if no correction;
z) Forward the pre-audited claims to Budget Division
5. Budget Division will:
aa)Prepare Obligation Request
bb) Process and obligate payment and forward to
Administrative Office

6. Administrative Section will:

cc) Validate and sign Obligation request and voucher as to
legality of claim under his direct supervision
dd) Forward the payroll/voucher to Accounting Section for
signature of payfile, Payroll, Voucher & Obr.

7. Accounting Section will:

ee)Validate and sign payroll and voucher as to funds available
and completeness of supporting documents
ff) Forward the payroll/voucher to SDS office.

8. Superintendent’s Office will:

gg)Sign Approve for payment
hh) Forward the payroll/voucher to Cashier’s office.

9. Cashier’s Office will:

ii) Prepare Check/ACIC/ADA
jj) Forward the Check/CIC/ADA to SDS office.

10.Superintendent’s Office will:

kk)Approve Check/ACIC/ADA
ll) Forward the approved Check/CIC/ADA to Cahier’s office.

11.Cashier’s Office will:

mm) Sort ACIC/ADA and Payfile
nn) Forward the Check/ACIC/ADA to DBP

12.Development Bank of the Philippines (DBP) will:

oo) Downloading to the account of claimant within 24
hours
IssuancesPRO*
Document Tracking System
iHRIMS
 FLOW CHART OF PROCUREMENT
MANAGEMENT UNITS

Receives Budget Proposal from Reviews Budget Proposal as Forwards Budget Proposal
the End-User to the details the requested for the preparation and
items RFQ

Receives PR and RFQ from the Posting in the PhilGEPS if more Canvass three suppliers
Property Section for the than Php 50,000.00 ABC
signature of End-User and
HOPE

Prepare Abstract of Quotations , Submit Approved

Opening of Quotations with the Resolutions, Notice of Awards for Resolutions to Property
BAC Member the signature of the BAC Members for Issuance of PO
for approval of HOPE.

INFRA/GOODS

Receive SARO Pre-Procurement

Scheduling for Procurement

Activities

Preparation of Bidding Documents Posting to PhilGEPS/ Posting to Deped

website/ and other 3 conspicuous
places

Opening of bids Post Qualification

Resolution to Award Contract Signing

Project Implementation Issuance to notice to

proceeds