“Embracing Quality in Student Records Management” 30th Annual Regional Convention Association 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. YANGA Director IV 1
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“Embracing Quality in Student Records Management” · 2016. 9. 15. · CHED Automated Mode of Payment of StuFAP •Scholars’ data are being recorded electronically through the
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“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
3
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.