CITIZEN'S CHARTER

DEPARTMENT OF EDUCATION - SCHOOLS DIVISION OF TALISAY
As of July 2023

External Services – Office of the Schools Division Superintendent (OSDS)

LEGAL UNIT

The process covers the rectification of personal information in scholastic records.  It is a remedy for any student whose school records contain error/s which is/are purely typographical in nature, and which can be corrected by the issuance of a Resolution directing the correction of such error/s.

Office or Division:

Legal Unit

Classification:

Simple

Type of Transaction:

G2G – Government to Government

Who may avail?

All Students

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE
  1. Endorsement from School Head

School Head
  1. Letter of Intent (2 original Copies)

Client
  1. Form 137 or FS 9 or Diploma, whichever is applicable (1 certified-true-copy, 1 photocopy)

School Personnel
  1. PSA Certificate of Live Birth (1 certified-true-copy, 1 photocopy)

PSA
  1. Affidavit of Two Disinterested Persons, if applicable (1 original, 1 photocopy)

Any Notary Public
  1. Affidavit of Discrepancy, if applicable (1 original, 1 photocopy)

Any Notary Public
  1. Special Power of Attorney, if applicable (1 original, 1 photocopy)

Any Notary Public
  1. Special Order of Graduation, for clients graduating from private school (1 certified-true-copy, 1 photocopy)

 
  1. Affidavit of Guardianship, if applicable (1 original, 1 photocopy)

Any Notary Public
  1. Other document/s proving identity of requesting party, if applicable (1 certified-true-copy, 1 photocopy)

 

 

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON

RESPONSI BLE

 

1.                   Submit the endorsement, letter-of-intent and pertinent attachments.

 

1.1. Receives and records to DTS and/or logbook then forward to SDS for appropriate action.

 

None

 

10 minutes

 

Admin Officer IV / Admin Staff

(Records Section)

 

 

1.2. Refers the documents to the Legal Unit

 

None

10 Minutes

SDS

 

1.3. Checks the completeness of all the requirements then prepares the Resolution for the correction.

None

1 Day

Division Attorney

 

1.4. Forwards the Resolution to SDS.

None

10 Minutes

 

Division Attorney / Legal Unit

 

 

1.5. Approves the Resolution and issues the Order for Correction, and then refers the matter back to the Legal Unit for releasing.

None

4 Hours

SDS

 

1.5. Endorses the Resolution and Order to the Records Section for releasing.

None

10 Minutes

Attorney III / Legal Unit

Admin Officer IV/ Admin Staff (Records Section)

 

1.6. Releases (upon pick-up) the Resolution and Order to the endorsing School Principal / School Head.

None

10 Minutes

 

Admin Officer IV/

Admin Staff

(Records Section)

 

School Principal / School Head

 

2. Receive copy of the Resolution and Order.

 

2.1. Records Section releases (upon pick-up) a copy of the Resolution and Order to the client.

None

10 Minutes

Admin Officer IV/ Admin Staff

(Records Section)

 

TOTAL:

None

Two (2) days, Four (4) hours, and 50 minutes.

 

PERSONNEL UNIT

Any individual with interest in applying for position may submit his or her credentials and other requirements.

OFFICE:

Personnel Unit

CLASSIFICATION:

Simple

TYPE OF TRANSACTION:

Government to Government

WHO MAY AVAIL:

None DepEd Employees

CHECKLIST OF REQUIREMENTS

DEPED TALISAY DIVISION MEMORANDUM

1

Pertinent documents in one (1) folder with tabs

Applicants

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

 Submit applications to their preferred school

 1.1 School Sub- Committee (SSC) receives applicant’s pertinent documents for verification against the original documents and certification as to completeness, veracity, accuracy, and authenticity of documents.

 

 

 

 

None

 

 

 

 

1 hour

 

 

 

 

Applicants

 

 

 1.2 School Sub-Committee (SSC) forwards the documents with transmittal to personnel section thru Records Section.

 

 

None

 

 

1 day

 

 

School Sub-Committee

 

 

 1.3 Initial evaluation of applicant’s qualifications vis-à-vis the CSC approved QS and submission to HRMPSB for deliberation.

 

 

None

 

 

1 hour

 

 

HRMO II

 

 

1.4 Posting of Initial Evaluation Result (IER) at the SDO Bulletin Board, near the SDO Entrance and respective school bulletin board.

 

 

None

 

 

5 days

 

 

Division Sub-Committee

 

 

TOTAL:

None

Six (6) days and Two (2) hours

 

 

Any individual with interest in applying for position and defend me submit his or her credentials and other requirements. 

OFFICE:

Personnel Unit

CLASSIFICATION:

Simple

TYPE OF TRANSACTION:

Government to Government

WHO MAY AVAIL:

None DepEd Employees

CHECKLIST OF REQUIREMENTS

DEPED TALISAY DIVISION MEMORANDUM

1

Pertinent documents in one (1) folder with tabs

Applicants

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

 Submit pertinent documents in one (1) folder with tabs to the HRMO thru the Records Section via dropbox.

 1.1 Records Section will receive the pertinent documents of applicants for tracking and forward to HRMO.

 

 

None

 

 

13 working days

 

 

Applicants

 

 

 1.2 HRMO will receive the documents from the Records Section for verification against the original documents and certification as to the completeness, veracity, accuracy, and authenticity of documents.

 

 

 

 

None

 

 

 

 

13 working days

 

 

 

 

HRMO

 

 

 1.3 Initial evaluation of applicant’s qualifications vis-à-vis the CSC approved QS and submission by the HRMO to HRMPSB for deliberation.

 

 

None

 

 

10 working days

 

 

HRMO

 

 

1.4 Posting of Initial Evaluation Result (IER) at the SDO Bulletin Board, near the SDO Entrance and respective school bulletin board.

 

 

None

 

 

6 calendar days

 

 

HRMO

 

 

TOTAL:

None

29 working days

 

 

PROPERTY AND SUPPLY UNIT

This service is the issuance and receiving of the books, supplies and equipment that are needed for schools and Division Office.

 

OFFICE:

Property and Supply Unit

CLASSIFICATION:

Complex

TYPE OF TRANSACTION:

Government to Government

WHO MAY AVAIL:

Deped Employees

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1

Delivery Receipts

Supplier

2

 Inspection and Acceptance Report

 Property and Supply Unit

3

Requisition and Issue Slip (RIS)/ Inventory Custodian Slip (ICS)/Property Acknowledgement Receipt (PAR)

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

  Delivers the books, supplies, and equipment with the Delivery Receipts

 1.1 Receives and check the quantity of the items delivered through comparing the Delivery Receipt (DR) to the Purchase Order (PO).

None

10 minutes

Property and Supply Unit Personnel

 

 1.2 Inspects and signs IAR for the items delivered whether it’s in line with the specifications in the Purchase Order (PO)

None

5 minutes

Division Inspection Committee

 1.3 Verifies and signs the Delivery Receipt (DR)and IAR after inspection

None

2 minutes

Supply Officer

 1.4 Prepares Requisition and Issue Slip (RIS) for Consumables Items, RIS with Inventory Custodians (ICS) for Semi-expendables Items and RIS with Property Acknowledgement Receipt (PAR) for the PPE

None

3 minutes

Property and Supply Unit Personnel

1.5 Reviews and approves the RIS and ICS or PAR

None

3 minutes

Supply Officer

1.6 Prepares distribution list

None

10 minutes

Property and Supply Unit Personnel

1.7 Informs the Recipient Schools for the distribution schedule

None

1 day

2

 Signs the RIS, ICS, PAR for the books, supplies/ equipment received

2.1 Distributes the books, supplies / equipment with the copy signed RIS, ICS or PAR

None

3 days

 

 

TOTAL:

None

Four (4) days and 33 minutes

 
             

RECORDS UNIT

DepEd-Division of Talisay City welcomes the public to send communications (document or electronic), be it requests, reports, applications for hiring/ranking and among others that can be acted upon by this Office and its personnel, intended for the information, feedback, use, and reference.

Office or Division:

Records Unit

Classification:

Simple

Type of Transaction:

Government to Citizen

Who may avail:

Public

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE
  1. Receiving Ticket (1 copy)

Guard House

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE
  1. Completely fill-out the Receiving Ticket.

1. Provide client with the Receiving Ticket.

None

5 minutes

Guard on Duty
  1. Attach the filled-out Receiving Ticket to the document to be submitted and drop it to the Dropbox or to the Records Office.

2. Get the document received from Dropbox or directly from the client. Record the document, via Document Tracking System.

None

5 minutes

(Please note that the staff will get documents from the Drop box every 2 hrs. Documents received beyond 12pm shall be processed and be forwarded to the action unit concerned not later than 10am of the following day.)

Administrative Staff (Records)

 

1.1.  Email the tracking details of the document received to the client/sender’s email address provided in the Receiving Ticket.

None

5 minutes

Administrative Staff (Records)

 

1.2.  Log and forward the received and recorded document to its corresponding Action Unit.

None

15 minutes

Administrative Staff (Records)

 

TOTAL:

None

30 mins.

 

 

Documents already acted upon by the Action Units of DepEd-Talisay City Division and are already forwarded to the Records Unit for release to clients/requestors. These documents may include reply letters, Endorsement for Certification, Authentication and Verification of Basic Education School Records, Special Orders, approved/disapproved Application for Leave, processed loan applications, requested documents, etc

Office or Division:

Records Unit

Classification:

Simple

Type of Transaction:

Government to Citizen

Who may avail:

Public

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE
  1. Authorization Letter (1 copy)

Requesting person
  1. Valid ID (Original ID and 1 photocopy)

Requesting person and/or Authorized Person

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

 

1. Update the Document Tracking System for the request (acted upon) forwarded by the Action Unit to the Records Unit, for release.

None

5 minutes

Administrative Staff (Records Unit)

 

1.1.Notify the client on the availability of the document, via posting to official FB Page, text message, call, or email.

None

5 minutes

Administrative Staff (Records Unit)

 

TOTAL:

None

10 minutes

 

(When Client is Available to Get the Document)

 

 

 

 

2.Receive the requested document.

 

2.Update the Document Tracking System for the document to be released.

None

5 minutes

Administrative Staff (Records Unit)

 

 

2.1.Log to the outgoing logbook and/or photocopy the document for release.

None

5 minutes

Administrative Staff (Records Unit)

3.Sign the logbook or the Division Office copy and receive the document for release.

2.2   Give the document to the client.

None

5 minutes

Administrative Staff (Records Unit)

 

TOTAL:

None

20   minutes

 

Steps and procedures need to be taken when receiving complaints, answers, motions, pleadings, appeals and other legal processes, and the attachments these documents may have. This is to prevent suppression or unauthorized detachment of such documents.
(Reference: DepEd Records Management Operations Manual)

Office or Division: Records Unit
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: Public
   
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
  1. Receiving Ticket (1 copy)
 Guard House
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
  1. Completely fill-out the Receiving Ticket.
 1. Provide client with the Receiving Ticket. None 5 minutes Guard on Duty
  1. Attach the filled-out Receiving Ticket to the document to be submitted and submit it directly to the Records Office.

1.1.  Receive the document from the sender.

1.2.  If the legal document is sealed, record it directly to the Document Tracking System, indicating that it is sealed.

1.3.  However, if the legal document received is not sealed, check the document and its attachments. Record it to the Document Tracking System.

 None

5 minutes

 

 Administrative Staff (Records)
  1.4.  For legal document which is not sealed, make and attach a Certification as to the total number of pages received by the Records Unit. None 5 minutes Records Officer
  1.5.  Log and forward the received and recorded document to its corresponding Action Unit. None 15 minutes Administrative Staff (Records)
  TOTAL: None 30    minutes.  

The authentication of documents shall be granted to the requesting client, who can present the original copies, originated/created by the Agency and its offices. The request of authentication shall be provided to teaching, non-teaching, teaching-related personnel, retirees, separated, and others. These authenticated documents are to be used for ERF application, retirement, hazard pay, and among others.

Office or Division:

Records Unit

Classification:

Simple

Type of Transaction:

Government to Citizen

Who may avail:

General Public

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1.Original Copy of Document for Authentication

Requesting person

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1.Present the original document together with its photocopies, for authentication.

1. Check and validate the document presented.

None

5 minutes

Administrative Staff (Records)

2. Log the details of the document & the request to the Logbook for Authentication.

 

None

5 minutes

Client

3.Receive the authenticated photocopies of document together with the original copy presented.

3.1.Stamp with either, “verified true copy” or “certified true copy” and then affix signature.

None

5 minutes

Records Officer

 

3.2.Scan the original copies, then release the authenticated photocopies and the original copies to the client.

None

10 minutes

Administrative Staff (Records)

 

TOTAL:

None

25 mins.

 

Official and formal processes and acts of checking, reviewing, and certifying to the genuineness and veracity of available academic school records of a learner duly performed by the DEPED and the DFA pursuant to existing arrangements by the said Departments; and shall be issued to the applicant only for the following applicable purposes required by DFA: (a.) Employment Abroad; (b) Seaman’s Book/Seafarer’s Registration Certificate; (c.) Migration abroad; (d) Student visa (e.) Tourist visa (f.) Fiancé’ Visa; (g.) Descendant’s visa; (h) Reimbursement of educational allowance/tuition fees of children of Overseas Filipino Workers (OFW); (i.) Such other purposes as maybe required in writing by the DFA.

Note: Only the following cases shall be handled in the Division Office:

  1. Referral from the school of the non-availability of Academic School Record
  2. Results of rating on Alternative Learning Systems A&E Test and Philippine Educational Placement Test (PEPT).
  3. Schools that ceased operation for whatever causes wherein the learner’s school records are required to be surrendered to the Department of Education pursuant to existing regulations under Department Order 88 s. 2010 dated June 24, 2010.

 

(Reference: DepEd Order No. 48 s. 2017 “Policy and Procedural Guidelines on the Certification, Authentication and Verification of Basic Education School Records”)

Office or Division: Records Unit
Classification: Simple
Type of Transaction: Government to Citizen
Who may avail: General Public
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1.Referral Form – CAV Form 1 School attended
2. School Referral Form – CAV Form 2 Requesting Person
3. Request Form for ALS A&E and PEPT Ratings -CAV Form 10 Requesting Person
4.Valid ID Requesting person and/or Authorized person
5.Authorization Letter (If the requesting party is not the record owner) (1 original copy) Requesting person
   
  1. REFERRAL FROM THE SCHOOL OF THE NON-AVAILABILITY OF ACADEMIC SCHOOL RECORD
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Give the CAV Form 2 and the requirements required in the SRF. 1.Receive and check the availability of records. None 30 mins. Administrative Staff (Records)
2.Receive the Certification of Non-Availability of Academic School Record in the Division Office –CAV Form 7 2.If not found, issue a CAV Form 7 None 15 mins. Records Officer
3. Receive the Indorsement of Schools Division Office to the School (CAV Form 8) or Certification of Discrepancy/ies) (CAV Form 9) 3.If found, checks and validates the correctness and completeness of the information in the RF. None 10 mins. Records Officer
  3.1.Issue CAV Form 8 or if there’s unmatched  information in the RF, issue CAV Form 9. None 15 mins. Records Officer
  TOTAL: None 55 mins.  
  1. RESULTS OF RATING ON ALTERNATIVE LEARNING SYSTEMS A&E TEST AND PHILIPPINE EDUCATIONAL PLACEMENT TEST (PEPT)
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Give the CAV Form 10 and the requirements required in the RF. 1.Receive RF and check the completeness of information and requirements required in the RF. None 5 mins. Administrative Staff (Records)
  1.2.Search for the Result of Rating as requested by the client. None 10 mins. Records Officer
  1.3.a.If A&E Rating is not available, inform the client and coordinate with the Division ALS Coordinator who, in turn, will make the necessary verification with the Bureau of  Education Assessment (BEA), DEPED Central Office None 1hr. Records Officer
  1.3.b.If PEPT Rating is not available, inform the Applicant that the Division Office has no record; and coordination be made with the Bureau of  Education Assessment , DEPED Central Office None    

1.4.Receive Certification of Non-availability of the Rating (A&E/PEPT) (CAV Form 11)

 

(If with negative verification)

 1.4.If with negative verification, inform the client accordingly and issue CAV Form 11 None   Records Officer
2.If with positive verification, receive the approved ASR and Certification in 2 copies and in sealed envelope, for transmittal to Regional Office. 2.If with positive verification, prepare Academic School Records and affix initial None 30 mins. Records Officer
  2.1.Check the accuracy and veracity of the ASR and RF and prepares Certification of Rating A&E/PEPT (CAV Form 12) & Division Office Transmittal to  the Regional Office (CAV Form 13) None 5 mins. SDS
  TOTAL: None 1 hr. & 50 mins.  
  1. SCHOOLS THAT CEASE OPERATION
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Give Referral Form and requirements required in the RF. 1.Receive RF and check for the availability of records in the Division Office. None 30 mins. Administrative Staff (Records)
1.1.Receive CAV Form 7. 1.1.If not available, inform the client accordingly and issue CAV Form 7. None 15 mins. Records Officer
  1.2.If available, check and validate the correctness and completeness of the information in the RF. None 10 mins. Records Officer
2. Receive CAV Form 13 or CAV Form 9 2.If there’s no discrepancy in the information, issue CAV Form 13 None 15 mins. Records Officer
  2.1.If there’s discrepancy in the information, issue CAV Form 9) None 15 mins. Records Officer
  TOTAL: None 55 mins.