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Nlemorandum Circular No.2019- 01

coMMrssroN oN HrGmR EDUCATTON (CmD)DEPARTMENT OF BIIDGET AND MANAGEMENT (I}BM)PHILIPPINB PRTVATE HIGMR EI}UCATION INSITUTIONS(PIIEIS)

UniFAST Governing Board

GUTDELINES ON THE TERTIARY EI}UCATION SUBSIDY (TES)DISBURSEMENTS AND MO1TITORING SYSTEM FOR PRIVATEEIGHER EDUCATION INSTITTITIONS (EEIs) WITH VALIDATEI)TES GRANTEES I}TIRING THF'. TRANSITORY PERIOD INACADEMIC YEAR 201&2019

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1.0 Rationale

Pursuant to the authority vested in the Unified Student Financial Assistance System forTertiary Education (UniFAST) Board under Section 7 ard Section 10 of Republic Act No.10931, also known as the Universal Access to Quality Tertiary Education Act of 2017, and Rule4, Section 47, and Section 59 of its Implementing Rules and Regulations {IRR}, andUniFAST Board Resolution No. 2019-010 approved during ths 19tr UniFAST regular meetingof the Board, the following guidelines are hereby promulgated to ensure the efficient andeffective implementation of the provisions under Sections 7 (TES for Filipino Students), 10

(Quality Standards for SUC and LUC Budgets, TES, and Student Loan Programs), arid 15

(Appropnations) of the Act.

The relevant provisions of R.A. No. 10931 and its IRR are as follows:

1.1 Section 7 of R".A. ].Io. 10931. Tertiary Education Subsidy for Filipino Students.

"To support the cost oftertiary education or any part or portion thereof, a TES is herebyestablished for all Filipino students who shall enroll in undergraduate-post-secondary programsof SUCs, LUCs private FIEIs and all TYIs. The TES shall be administered by the UniFASTBoard and the amount necessary to fund the TES shall be included in the budgets of the CHEDand the TESDA: Provide{ That prioritization shall be given to students in the followingorder: (a) students who are part of households included in the Listahanan 2.0, ranked accordingto the estimated per capita household income; and (b) students not part of the Listahanan 2.0,ranked according to estimate per capita household income based or submitteddocumentation of proof of income to be determined by the UniFAST Board: Provided, further,that such prioritization shall not apply to Filipino students in cities and municipalities with noexisting SUC or LUC campus."

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1.3 Section l5 of R.A No. 10931. Appropriations.

"The amounts necessary to carry out the provisions of this Act, specifically Sections 4, 5,7,and 8 shall be included in the annual General Appropriations Act (GAA) and shall be

appropriated under SUCs, CHED, and TESDA in accordance with the provisions of this Act:Provided, That an amount equivalent to not more than three percent (3%) of the TES andstudent loan program for tertiary education provided under this Act may be used as

administrative cost under the UniFAST."

1.4 Section 26 of the IRR of R.A. 10931. Administration.

"The TES shall be administered by the UniFAST Board" which shall develop detailedguidelines to properly allocate the TES to eligible students, subject to the prioritizationguidelines in Section 7 of the Act. The formulated guidelines shall ensure the entbrcementof Section 2 (b) and Section 2 (fl of the Act by strengthening the complementary rolesbetween public and private institutions in Tertiary Education while maintaining the civicliberty of students in their choice of programs and institutions to enroll in."

2.0 Coverage

Private Higher Education Institutions shall be entitled to the following amount of subsidyprovided under Section 24 inthe IRR of R.A. 10931, as follows:

(a) "Normative amountsshall be setfor the.fbllowing:

(l) T'ESfor tuition and other school fees, referred to {ts "T'ES-1" hereina.fter;

(2) T'ES .for et{ucation-related expenses as defined in (b) to (c) of Section 7 o/'the Act,reJbrred to as "'fES-2" hereinafier; and

(3) fES .ibr expenses delineci in (d) anci (e) of Section 7 of the Act, relerrecl to as"TES-3" hereinafter.

(b) T'he TES benefits awarded to qual{ied stttdet*,c slrull cowe,spond to the inttitutionand prrsgrams they are enrr,tlled in.

(l) For students enrolled m S{JCs and LtlCs uniler programs coverec{ in Section 22(a.) of the IRR, they shall be entitled to:

a. TES-2; undb. fE-s -?, tf nects..uery'."

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(2) For student,s ewolled in private HEIs under progrutt?ts coversd irz Section 22 (a)

af the IRR, they shall be entitled to:

a. TES-];b. TES-2; andc. TES-3, iJ"necessary"

Thus, "during this transitory period, the {lniFAST Baord shall issue TES guidelines thattakes into consideration the welfare of beneficirsries of StuFAPs afficted by theimplemenrafion oJ the TES, as welf as atlter high-priority s€ctors af society."

3.0 Allocation for Tertiary Education Subsidy of RA. 10931

Sixteen Billion Pesos (PhP16,000,000,000) of the Tertiary Education Subsidy (TES)(inclusive of not more than 3 percent administrative support to be given to partner Institutionsfound in CIIED's Registry of Institutions and Programs) has been alloeated by the UniFASTGoverning Board to TES grantees for Academic Year 2018 - 2A79 and shall be gtven to poorbut deserving students based on the piaitization citeyia cited in the Tertiary EducationSubsidy guidelines.

4.0 Administrative Support Cost

The Administrative Support Cost (ASC) for partner Private F{EIs, shall cover activities suchas monitoring, expenses on notarization of legal documents, office supplies and materials,hiring of project technical staff/s or job order, communication, transportation I ffavel,infsrmation comrnunication and technology (ICT) equiprnent and / or parapheuralia, remedial/ mentoring prograrr and meetings /orientation / general assembly.

The Administrative Support Cost will be released together with the TES given to the privateHEIs.

On the other hand, the Administrative Support Cost (ASC) for the CFIED Regional Offices,shall cover activities such as providing remedial I mentoring program for the private FIEIswithin the Region and meetings I orientation / general assembly to TES student-grantees,parents and I or guardians, private HEIs' administrative authority and personnel; processingand checking the completeness and correctness of TES billing documents; preparation ofdisbursement-related documents for paSnnent of TES billing documents; tracking. monitoringand evaluation of TES implementation among SUCs, LUCs and private FIEIs in the region,administrative related expenses such as expenses on notaization of legal documents, officesupplies and materials, compensation of project technical staf#s or job order, communication,transportatiot/travel, information and communication technology GCT) equipment and / orparaphernalia, and such other exp€nses directly related to, or deemed necessa{y for the properimplementation of the TES program under RA 10931.

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Financial henefits

Tertiary Education Subsidy Grant to Student-Grantees enrolled in PrivateHigher Education Institutions

TES student grantee shall be entitled to a maximum of Sixty Thousand Pesos(PhP 60,000.00) as grant per academic year or Thirty Thousand (PhP 30,000.00) asgrant per semester. The maximum payment to the F{EI of PhP 60,000 per academicyear is set regardless of the actual amount of tuition and other school fees charged bythe institution. The grant is intended to cover academic and extra-curricular expenses,including tuition, misceilaneous and other school fees, purchase of te>rtbooks, boardand lodging, transportation, clothing, admission I entrance fees, health and other validrelated education expenses and support services to complete the student-grantee'sdegree program. The breakdown are as follows:

Partieulars UniT Cost (PhF) Totrl Cost / YearfPhP)

1. Tuition and Other School Fees(rosF)

PhP 10,000 per semester PhP 20,000.00

2. Textbook / other learning materialsany firther academic and extra-curricular expenses, stipends(including food, lodging, clothing,transpoftation, health / rnedicalneeds, and school supplies) andothsr related costs needed tocomplete the beneficiary'seducation-.

Any stipend must be dividedover 10 monfhs

Other amounts shall be paid ordisbursed based on the NotarizedTES Shming Agreement

PhP 40,000.00Maximum

TOTAL PhP 60.000.00

Note: The period covered in the release of the monthly stipend and semestral bookallowance will remain to be for 10 months. Private Higher Education Institutionswith three or four terms in an academic year will have to follow the rnonthly andsemestral releases as discussed in the TES Sharing Agreement.

If a student beneficiary has paid for any academic and extra-curricular expenses to theF{EI prior to the private IIEIs receipt of TES-I, the private FIEI must refund thebeneficiary of such amounts upon its receipt of TES-I.

The TES grant of PhP 60,000 per TES grantee will be paid through the private FhgherEducation Institutions based on the validated and certified List of TES grantees issuedby the CiIEDRO Regional Director duly prepared by the designated UniFASTRegional Coordinators after thorough due diligence procedures in the verification andvalidation of required documents.

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Email: r nlfastsecretarial@ched. gov.ph

Funds Flow Procedures and Documentations

For efficient and effective fund management of budget allocated for Tertiary EducationSubsidy, the following funds flow procedures and documentations at every stage ofdisbursement is provided beiow.

6.1 At the UniFAST Board

6.1.1 A Memorandum of Agreement (MOA) on the TES between UniFASTGoverning Board represented by the Chairperson of UniFAST and CFIED andPrivate Higher Education Institution represented by its President, dulyexecuted by the parties concerned and their instrumental witnesses, before ailotary puLrlic.

At the UniFAST Secretariat

6.2.1 Request the Official Roster of Qualitled TES grantees enrolled in the firstsemester and second semester of AY 2018-2019 in Higher EducationInstitutions registered in the CI#D Regional Office, duly validated andcertified by the CI-IED Regional Director and Unifast RegionalCoordinator(s);

6.2.2 Consolidate the CI{ED Regional Offices' Ccrtifieations (?lease refer to Annex"A") submitted with the Roster of Qualified TES grantees enrolled in the t'irstsemester and second semester of AY 2018^2019 in Higher EducationInstitutions registered in CF{ED Regional Office, duly validated and certifiedby the CIffiD Regional Director and Coordinator(s) for budgetary purposes;

6.2.3 Prepare the following documents for fund transfer purposes:

1. Request for Sub-Allotment Release Order (Sub-ARO);2. Request for Fund Transfer;3. DisbursementVoucher;4. Certification on the list of PF{EIs with total number of qualified TES

grantees duly attested by the CIIED Regional Director; and5. Memorandum from the Office of the UniFAST Executive Director

attesting the list of PF{EIs with TES beneficiaries submitted by theCHED Regional Offices.

At the CHED-AFMS

6.3.1 Release of funds through CHED Regional Offices for the TES of qualiliedstudent-grantees enrolled in private HEIs.

CHED-AFMS upon recvipt of duly signed documents specified under 6.2.3 shallprepare Notice of Transfer Allocation in favor of the CF{ED Regional Office.

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6.4 At the CHED Regional Offices

Prior to the receipt of Notice of Transfer Allocation (NTA), and upon receipt of Sub-Allotment Release Order, the CHED Regional Offices shall prepare the disbursementdocuments needed in order to release the TES to private FIEIs with enrolled qualified TESstudent-grantees, as follows :

I. Obligation Request and Status (ORS) based on the List of TES grantees fromprivate HEls in their region;

2. Disbursement Voucher (DV) duly signed by the CIIED Regional Director;3. Notarized copy of the Memorandum of Agreement betrveen CIIED, UniFAST and

the private HEIs from their region.4. Form 1 (TES) - Billing Statement for TES certified by the Accountant and

approved by the President (print-out and electronic copy) [Please refer to Annex"B"l together with a duly notarized Certification of Roster OR Masteriist ofQualified TES Student Grantees i:y tire private F{EI Scholarsliip Coordinator orGuidance Counsellor (print-out and electronic copy).

6.5 At the private IIEI with qualified TES grantees

The reiease of funds subject to this guidelines shaii be fbr 10 monihs covering the academicyear 2018 to 2019. The TES grant amounted to PhP 60,000 for each qualified student-grantee.

The TES sharing agreement shall be PhP 40,000 to the TES student grantee and PhP20,000.CC tc the private HEI. This sharing agreement shall noi apply to Academic Year2AL9-2AZA which shall be guided by the provisions of the main TES Guidelines as approvedby the UniFAST Board.

A payroll will have to be prepared by the private F{EI reflecting this TES sharing between thestudent-grantee and the private F{EI with both parties affiring their signature signi{,ing theirconforme on the TES sharing agreement.

Upon receipt of the check representing fund transfer for Tertiary Education Subsidy for AY2018-2019, the private F{EIs should release to the TES student-grantee the amount ofPhP 40,000. or any other sum due to the said grantees from the TES allocation, within 2weeks.

Roles and Responsibilities

For proper implementation of the disbursement procedures and monitoring of the TESpayments to private F{EIs, the roles and responsibilities of parties concerned are as follows:

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UniFAST Board

1. Deliberate and approve after due consultation with specific sectors the policies,implementing rules and regulations of the Tertiary Education Subsidy, specificallyon the disbursement of TES to private HEIs;

2. In cases of violation of any of the provisions of the Guidelines for TertiaryEducation Subsidy and the Guidelines on the Tertiary Education Subsidy (TES)Disbursements and Monitoring System for Private Higher Education Institutions(HEis) with validated TES grantees during the transitory period in Academic Year2018-2A19, the Board shali ciecide on cases brought before it on appeai, based onthe report with findings and recommendations of the Executive Director.

UniFAST Secretariat

Disseminate the infonnation to all private IIEIs regarding the iinpletrentatiorr ofthe Tertiary Education Subsidy, speciflcally on the disbnrsement system duringthe transitory period in Academic Year 2A$-2019;

Prepare the Mernorandum of Agreernent of TES with private FIEIs to be signed byall parties concerned before a notary public;

check and collate the List of TES grantees in private FIEIs aggregated bydesignated personnel of CF{ED Regional Offices;

Check the completeness. consistency and accuracy of Tertiary Education Subsidydocumentations;

Endorse the Requests for sub-Allotment, Requests for Fund Transfer,Disbursement Vouchers (DVs), CF{ED Regional Office CerJification on the TESstudent-grantees from private F{EIs, and the transmittal to cover all the TESbudgetary and di sbursement documents aforementioned ;

Monitor the ettcient release of TES payments to private HEIs with TES grantees;and

Address concerns and I or disputes related to the disbursement of TES to stucient *grantees from private FIEIs.

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7.3 CHED-AFMS

l. Process payment subject to the accounting and auditing rules and regulations,upon completion of revierv, recommendation and endorsement of UniFASTSecretariat;

Check on the completeness, correctness and accuracy of the pertinent documents

submitted for TES grants to be paid expeditiously;

Process the DVs and all pertinent documents cited in Section 6.3.1 (c) for the

eventual release of the Sub-Allocation Release Order (Sub-ARO) and Notice ofTransf'er Allocations (NTAs) to CI{ED Regional Offices,

Facilitate preparation of needed documents for fund transfer to CIIED RegionalOffices for the reiease of TES for TES student-grantees through private HEIs; and

Advise the CF{ED Regional Offices concerned and the UniFAST Secretariatthrough the Executive Director once the Certificate of Fund Availabiligi has beenprepared, approved and executed for proper bank reconciliation purposes.

7.4 CIIED Regional Offices

To ensure that policies and procedures regarding the implementation of RA 10931 known asthe Universal Access to Quality Tertiary Education Act are fully compiied with, theUniFAST Regional Coordinators assigned at the Regional Offices who have been providedwith UniFAST budget for adrninistrative support costs, shall do the following:

1. Assist the private liEls within the region in providing orientation / brieflng to thequalified TES student-grantees, grantees' parents / designated guardian incoordination with the private HEI concerned;

2. Provide timely reminders to the private }iEis in their region about the TertiaryEducation Subsidy program implementation rules and regulations and speciticguidelines to ensure compliance;

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Monitor the private FIEIs' iinplementation ofspeciflcaliy on the disbursement mechanism during

Tertiary Education Subsidy,

the transitory period;

4. Assist the private F{EIs within the region in the preparation of financial and

operational reports relaled to the TES implementation; and

5. In general, to properly coordinate and ensure the smooth systems and operationswith the UniFAST Secretariat for the timely and efficient implementation of the

TES di sbursement mechanism.

To carry out the administrative functions necessary for the smooth TES implementation, theChief Administrative Officer and Regional Accountant shall perform the following functions:

Process payrnent suitject tti the accounting and auditing rules and regulations ancl

check on the completeness, correctness and accuracy of the supporting documents

needed for the disbursement of TES to student grantees through the private t{Eis;

Facilitate preparation of the fund disbursement mechanism to signify approval forpayment of the pertinent documents related to the Tertiary Education Subsidyprogram to be provided to the private HEIs with TES grantees, the breakdown are as

follows:

a. Twenty Thousand Pesos (PhP 20,000.00) to the pnvate HEI a--s payment forTES-1 (Tuition and other School Fees) of the TES student-grantee enrolled intheir institution;

b. Forty Thousand Pesos (PhP 40,000.00) to the TES student grantee enrolled inthe private F{EI for TES-2 (Textbook / learning materials, any further academicand extra-curricular expenses, stipends (including food, lodging, clothing,transportation, health/medical needs and school supplies) and other related costsneeded to complete the beneficiary's education);

Expedite preparation of needed documents for cheque preparation to the private FIEIsfor the release of Tertiary Education Subsidy to be given to qualified TES student-grantees;

Through the CIIEDRO Cash Section, ensure that an Official Receipt (OR) has beensubmitted by the private ffiIs concerned upon receipt of the aggregated TES grantsfor TES student-grantees and the administrative support cost provided to partnerinstitutions.

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7.5 Private HEIs

1. Properly execute and comply with the provisions of the tripartite Memorandum ofAgreement between the UniFAST, the Commission on Higher Education and theprivate F{EI for the full implementation of Tertiary Education Subsidy,

2. Orient the qualified TES student-grantees, administrative official and statl, andparents, as well as all other stakeholders on matters related to the TESimplementation;

3. Prepare the TES Sharing Agreement between the private FIEI and the TESstudent-grantees and correspondingly sign the said document;

4. Perfonn the following administrative and financial procedures:

4.1 Issue an otticial receipt fbr every amount received tiom the CI{ED RegionalOffice in relation to the TES irnplernentation,

Maintain a separate bank account with Land Bank of the Philippines, forproper account management of the Tertiary Education Subsidy;

Provide bank account details on any separate bank account maintained whereany cheque received from the CF{ED Regional OtTice for TES sums aredeposited;

Utilize the Adrninistrative Support Cost transferred by CIIED R.egionalOffice to the private F{EIs together with the TES for student-grantees, subjectto submission of liquidation reports duly signed and approved by responsibleofficials and personnel within the prescribed period;

4.5 Reveit back io CHED the excess fund transfers (if applicable); and complywith the provisions of COA Circular No. 94-013 as may be warrarrted by thecircumstances.

Prepare the TES billings;

Ensure that full assistance through proper orientation and informationdissemination has been provided to qualified enrolled TES student-grantees; and

Be accountable for the funds received from the CIIED Regional Office pursuantto the lVlernorandum af Agreement.

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TES Student Grantees

Attend orientation meetings / workshops / events related to TES implementation;

Coordinate r,vith the Scholarship Coordinator I Guidance Counsellor for thesigning of the TES Sharing Agreement; and

Collect the TES student-grantee share from the private HEI by subrnitting thefollowing.

a. Photocopy of School ID with specimen signature indicated therein; andb. Signature on the payroll sheet upon receipt of the TES student-grantee

share.

8.0 Liquidation of Transferred Funds

For proper reporting on the release of Tertiary Education Subsidy to student-grantees, privateF{EIs should prepare the following documents:

L The private FIEI shall submit to the CfiED Regional Office the Fund UtilizationReport (in two copies, original copy to CmD Regional Gffice and duplicate copy toUniFAST Secretariat) duly certified by the private FIEI's Accountant and / or VicePresident for Finance, approved by the private llEI President and duly verified by theprivate FIEI's External Auditor, with the following documents enclosed:

a. Payroll Report duly acknowledged by the recipients of Tertiary Education Subsidy(TES) amounting to PhP 40,000 per TES student. The TES grantees shall affixtheir signature opposite their respective names in the list prepared for the saidpurpose using blue ink for checking purposes:

b. Photocopy of Schooi ldentification Card of the TES student-grantees withspecimen signature;

Report of Checks issued for adrninistrative support costs. The AdministrativeSupport Cost shall be used by the private F{EIs with the corresponding officialreceipts and otlrer pertinent documents to substaiitiate the use of the said Cost;

Electronic or scanned copy of the qualified TES student-grantees' Certificate ofRegistration (in PDF format) as evidence of enrollment in the l't and 2"d serresterof AY 2018-2019;

e. Form 2 (TES) - Billing Details for TES prepared by the Scholarship Coardinator /Guidance Counselor, reviewed by the Vice President of Acadernic Affairs,certified correct by the University I College Registrar (as to the list of studentscovered by Tertiary Education Suhsidy) and certified correct by the University /

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College Accountant (as to the correctness of the financial values computed in thebilling details)and approved by the private IIEI President (print-out and electroniccopy) Note: Please refer to Annex" C",

f. Notarized University / College Registrar's Certification as to the total number ofqualified TES student-grantees for I't and, I ar 2"d semester of AY 2018-2}lg(print-out and electronic copy) Note: Please refer to Annex "D";

g. Notarized TES Sharing Agreement between the TES student-grantee and theprivate F{EI (Note: Originally signed print-out and electronic copies for each ofthe TES Sharing Agreement signed by the TES student-grantees and thedesignated authorized signatory by the private lmI ) Note: Please refer toAfiflex" E";

2. The Fund Utilization Report should be issued by the private FIEI within 30 days uponreceipt of fund transfer on TES.

3. Unused Funds due to dropping of TES student-grantee(s) prior to the release of TESstudent-grantee's share should be returned to CF{ED-AFMS through the CHEDRegional Office. It shall be the responsibility of the private FIEI to inform the CIIEDRegional Office of the status of students i.e. did not enroll for the semester, droppedout in the middle of the semester, dropped from the rolls, subject to maximumresidency rule, or with administrative or disciplinary sanction which shall affecl thedisbursement of the TES to the student-grantee.

9.0 Program Management, Monitoring and Eyaluation

The specific program managoment relative to this guidelines during the transitory period shallbe consistent with. and aligned to the monitoring procedures indicated in the main TESGuidelines.

10.0 Sanctions

Any action(s) taken against any private FIEIs for non-compliance with the provisions of thisguidelines should not prejudice student-grantees of this program in any maffler whatsoever.The corrective action to be taken by the private HEI concerned as approved by the UniFASTBoard shall be its sole and exclusive responsibility.

11.0 TransparencyandAccouutability

1l.tr The agencies concorned shal1 adopt a strict policy on transparency and accountabilityin the disbursement of funds and shall be governed by existing and relevaat laws suchas the Data Privacy Act of 2012 and the Anti-Red Tape Act of 20A7.

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Email un$astsecrBta{[email protected]

11.2 The distribution of TES to student-grantees should be participated mainly by thestudent-grantees, officials of the private IIEI, and invited parents. CHEDRO officialsand UniFAST Central and Regional Coordinators have the option to attend or not.Incumbent political officials and electoral candidates for a specific public office in theMay 13, 2019 elections are discouraged from taking part in the TES release ceremony(if any) to be conducted by the private FmI(s).

11.3 The UniFAST Board shall submit to the Joint Congressional Oversight Committee onUniversal Access to Qualify Tertiary Education, in printed form or by way ofelectronic document, end-of-year Report on the utilization of funds. The UniFASTBoard shall be responsible for ensuring that said Report is posted in the officialUniFAST website. Upon request of the Committee, the UniFAST Secretariat may becalled upon to provide the lists of validated benefieiaries, subject to eompliance withthe Data Privacy Act.

12.0 Camplaints and Grievance Blechauism

12.1 Any violation, unequal application of written policies, guidelines and procedures ofthe TES implementing guidelines sha1l constitute a valid complaint, for review andappeal that will be resolved by the Higher Education Institutions and I or CIIED-UniFAST depending on the graviry of the situation.

12.2 Students should follow rules of discipline by the private HEI. In cases where ralliesbecome violent or destructive of school properties, TES student grantees should bedealt with in accordance with the existing policies of the concemed private IIEI.

L2.3 For any complaints and arbitration requests related to the implementation of theseguidelines, TES student-grantees are encouraged to initially air their grievance(s) tothe private F{EI where they are effolled in. If their grievance(s) has not beenaddressed by the private }IEI within three (3) days from the time the violatiofl wasallegedly committed by the school , the TES student-grantees may directlycommunicate their grievance to the CFIED Regional Offices via e-mail (please referto Annex F for the specific e-mail addresses of the CIIEDRO personnel concerned),copy furnished to UniFAST Secretariat * Advocacy and Promotion Unit (with e-mailaddress : ra 1 093 1 TE S. [email protected]. gov. ph).

12.4 Appeal Procedure

1. For any grievance or complaint, the following information should be provided bythe complainant to the CIIED Regional Office having jurisdiction over their HEI: LN

rl{+-o

CNr{

obBrg0-

lri\

*\&\.twjY*/ffi

ffiffi#ffiffiffiffiwffiffiffi

Hepublic ol ihe Philippinaa

Ilniliurl $HIIGH Fmffislsl fis$i$anm $yshm lrr lcfl{an tiluratlnnGraund Flooq BHg. E, UPAyda LandTeclymhub Conplex, CcmmanwedttrAve. Dilirnan Qwzon City

EBait unifu sisBcretailai@ched,gov.ph

&. A brief narrative (including the names of individuals and / or departrnentsinvolved, dates, time, records and other pertinent documents) to support theallegations / complaint / grievance cited;

b. Policy or procedure violated;c. Reason why informal complaint was not acted upon by the private IIEI; and

d. Resolution / remedy being requested.

The CFIED Regional Office shall communicate the formal grievance / complaintreceived to the private IIEI concemed, copy fi.unished the UniFAST Secretariat -Advocacy and Promotion Unit for investigation and propor action;

The CFIED-UniFAST Regional Coordinators will have to prepare a Grievance IComplaint Action Report and communicate to the UniFAST Secretariat within 15days or earlier if warranted by the circumstances, from receipt of thegrievance/complaint. Any grievance/complaint that has not been acted upon orwith action partially taken within the 15-day prescribed period will be endorsed tothe Executive Director for appropriate action at that level.

The CHED Regional Office through the UniFAST Regional Coordinators shallprovide a formal wriuen reply to the complainant (TES student-grantee) citing theactions taken on the resolution / remedy requested within 3 days from receipt ofthe final action on herlhis complaint by the Central uniFAST Secretariat.

5. The UniFAST Secretariat shall create an action tracking system to closely monitorthe grievances gathered by the CIIED Regicnal Offices in order that all concernedofflces are informed of the action(s) taken to resolve the complaint/grievance(s),or any other matter or issue regarding the implementation of the TES.

13.0 SeparabilityClause

If any part or provision of this memorandum circular is declared void or unccnstitutional byoperation of law, rules and regulations, the same shall apply only to that specific provisionand the remaining clauses / provisions shall remain valid and enforceable.

2.

a

4.

14.0 Repealing Clause

A11 or other existing orders and memoranda, or any part thereof, whichinconsistent with any of the provisions of this Memorandum Circularrepealed or modified accordingly.

15.0 Effectivity

These guidelines shall take effect immediately upon the approval issuedGoverning Board where a quonrm to do business is present.

are contrary to orshall be deemed

by the UniFAST

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Republic of the PhilippinesUnified Student Financial Assistance $ystem for Tertiary Education

G.*d Flo*,Bld$ E UP,AEmail: [email protected]. ph

These guidelines shall also be registered with the Office of National Administrative Registrar atthe University of the Philippines Law Center, UP Diliman, Quezon City.

Issued this 5'h day of March2Al9 at the Higher Education Development Center, Quezon City.

NDR. J. PROSPERO E. DE YERA IItr

Chairman

Commission on Higher Education and

UniFAST Governing Board

Attestedby:

ATTY. CARMELTTA YADAO-flSON MNSA, ph.D.

Officer-in-Charge, Office of th{ frxecutive Dkector fV

ffi

UniFAST Secretariat

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SUBJECT:

Annex "A'

Annex "B"

Annex "Go'

Annex "D"

Annex "E"

Annex "F"

Memorandum Circular No. 2019- o1

GUTDELTNES CIN THE TERT|ARY EDUCATTON SUBSIDY (TES)DISBURSEMENTS AND MONITORING SYSTEM FOR PRIVATEHIGHER EDUCATION INSTITUTIONS (HEls) W|TH VALIDATED TESGRANTEES DURING THE TRANSITORY PERIOD IN ACADEMICYEAR 2018-2019

TABLE OF APPENDICES

CHED Regional Director's Certification to support theRoster of Qualified TES Grantees enrolled in PrivateHigher Education lnstitutions {private HEls)

Form 1 (TES) - Billing Statement for TES certified by theAccsuntant and approved by the President

Form 2 (TES) - Billing Detaiis for TES

Notarized University / College Registra/s Certification asto the total number of qualified TES student grantees for1*t and I ar Znd semester of AY 2018-2}rc

TES Sharing agreement

CHED Regional Offices Directory of Contact Persons forComplaints and Grievance Concerns

SAMPLE TEMPLATE

ANNEX 'TA''

CERTIFIGATIONDate

For: ATTY. CARMELITAYADAO€ISON MNSA, PhD.OIC Executive Director lV, UniFASTGround Floor, Building E, UP Ayala Land Techno HubCommonwealth Avenue, Quezon City

Pursuant to the Memorandum Order issued by the UniFAST Secretariat to the Un|FASTRegional Coodinators to conduct the verification and validation process on the documentaryrequirements submitted by selected TES grantees as a requirement for the issuance of Noticeof Award to qualified TES grantees, this office hereby endorces and submits to the Un|FASTSecretariat the attached official roster of qualified TES grantees enrolled in Academic Year2018-2019, in Higher Education lnstitutions registered in CHED Regional Office.

We hereby further certify and attest to the veracity of the documentary requirementssubmitted by selected TES grantees in compiiance with the prescribed TES guidelinesapproved by tfie UnIFAST Goveming Board.

For your reference, the table below shows the list of Higher Education lnstitutionsregistered at CHED Regional Office with the total number of qualified TES grantees:

No. Name of HElsClassification of HEls(SUC, LUC, Private)

Number of TES GranteesTotalPNSL Listahanan 2.0

1.

2.3.

4.5.

This certification is issued in order to facilitate the disbursement and release of fundsintended for TE$ beneficiaries in compliance with the lmplementing Rules and Regulations ofRA 10931 "The lJnivercalAccess ta QualityTertiary Educatian".

Validated and verified by Attested by

($igned)UNIFAST REGIONAL COORDINATORS

(Signed)REGIONAL DIRECTOR

Annex ,tB't

Consolidated Billing $tatement

I poRM r rESRepublic of the Philippines

(NM 6 ftiYate lfrgk wwti,rt ldtt*kn{Ade',s, gPriwt*Highq Ee$ait& IrBsity4ie)

CONSO LIDATED TES Bil,TJNG STATEME}{TTES Billing StatEmert Refame No-: )O< - YYYYYyy - 2019 - X - X

To IIED - RegionalOffeeAddre*r \ddm of CEED Regional OEe

opy F\mfuhed UTtrAST Semtariatmd Departneat of Bdret snd lVbmsementResponsibility

CertsSHED - Regional Ofrce _lupport fmd for CHED under Republic Act 10964 othswise known as

...-. '.--' Tmm AY 2018 - 20191o be dlnged against the Highu Educalionlupport Fund for CHED under Republic Act 10 4 otlawise knowr asiaraat Approprialions Adt (cAA) 201& ud as ptr CEED-UniFAST Guidelirelrt TES lor TES Srld,atrt-grastrees &ntr private Eighs Eduqaiion Insitutionx p6r attsshedrupporling do@ments.

Account Code Am ounl

Nmtrs of TES studmt-gut€s ir the rriwte Hi&s Edu*tior Institution

TES-I to allltre TES studal-gmts wolled in tbeprivate HEITES-21o all the TES studflt-grete€s ffolled in tft6 private HEITfl8-3a to ali ?ES strdflt-B ill1tr with disbility motled in &e private HEITotal TE$ in the private Higha Edumtion Institution

Add 3 pqmt Admitistrative Support Fund for parrntr private HEITotal TES Blliflg Asrount

PhP

,*PhP

PhP

lasis for rle Tstimy Educaliot Subsidy: Action to be takafTo be snnrrlerl hv -{FMS)

thPExm ideficimi) billiagroted for further action

thP {pproved for paymelt

lertified

[SupportilgAoflmmts mmplex€ and amomt claim€d

Proper.ls this the last balch ofbiliing lor this tcm ofAy ?Olfi-20i9?

l-lr* l_lu"

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Signatue Signature

Printed Name Printed Nme

Position PositionHed, AcmuntinS Authorized Represenletiv€ Prmidmt/ Authorized R€sffi nta.tive

D ate Date

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mdB4lffi .\1i/8tr f diSt). I hl,@im nd rtu w paiMMew :

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eg jorlil*lUnixm5r-fiLl

' A whn*,Y d' w iil up the rywhw the AT fugm {eg 2018 rqr AY 1f,} &a0$,

'\ w" rfu to the Mnicy rw wie$t w tans

hdw$a 2 Sanner

'tsdd'@rlle run,r#tinxapdt,9Il hnr#iD ia osrscNu ethd pil drlffis q lill $ilh ff trI w w e thn M fi) fu d$ F waq,

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Annex 'rC"

Consolidated Billing DetailsII Fom2 TES

[at!&ofee]HpfulhwdhbtuWe Etwit&M

,4d&od,tuenl"irL&udcftdado

CONSOTIDATTI} TES BILL.ING DET,4ILSlSBdhgDob&RdirruoNu${ :X.YYYYY}-Y'il19.X. X

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ll]irie dd orty [email protected] #rtu 4d dww Nj tu e d wtu E ), ! il q1 9.

t rtloj C.nisq* o:lqbtMoinlir:*.rlte)h.tu ) n rd I s h; ew!t, oj

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Annex rrD"

Republic of the PhilippinesName of the Private HEI

Address of the Private HEI

Date:

OFFICE OF THE UNIVERSITY / COLLEGE REGISTRAR

CERTIFICATION

TO WHOM IT MAY CONCERN:

This is to certify that _ students were encoded in UniFAST's TESmanagement portal and _ students are qualified to Tertiary Education Subsidy(TES) provision of RA 10931 also known as Universal Access to Quality TertiaryEducation, for Academic Year 2018-2019, the details are as follows:

Please use the table below if the College I lJniversity has Externat Study Center /Sateltite Campuses.

This further certifies that the students' information stated in the ConsolidatedTES Billing Details (For 2 TES) is accurate and complete.

This certification is being issued in compliance with the Guidelines on TertiaryEducation Subsidy Disbursement and Monitoring System to private Higher Educationlnstitutions with valicjated TES student-grantees during the transition period inAcademic Year 2018-201 g.

Print Name of RegistrarRegistrar

Name of Campus Number of TESApplications encodedinto the UniFAST TESManagement Svstem

Number of Qualified andValidated TES student-grantees

Main CamBusExternal Campus 1

External Campus 2External Campus 3TOTAL

Annex "E"TERTIARY EDUCATION SUBSIDY SHARING AGREEMENT

KNOWALL MEN BY THESE PRESENTS:

This Tertiary Education Subsidy (TES) Sharing Agreement, made and executed by and between:

The COMPLETE NAME OF INSTITUTION, a Private Higher Education lnstitutionwith principal office at Address represented by its Official Position Title, NAME OFHEAD OF INSTITUTION, hereinater refened to as "PHEI".

and

Name of Student, Filipino and resident of Address, hereinafter refened to as the"Student-Grantee"

WITNESSETH:

WHEREAS, under Republic Act No. 10687 or Unified Student Financial Assistanoe System forTertiary Education (Un|FAST) Act, the Un|FAST is mandated to increase the participation rate among allsocio-economic classes in Tertiary Education especially the poor but academicatly able and hightymotivated students to enable them to successfully pursue and complete Tertiary Education programi inquality institutions, thereby promoting equitable and Rationalized Access by poor Filipinos to quatityTertiary Education;

WHEREAS, Sec{ion 7 of Republic Act No. 10931 or the Universal Access to Quality TertiaryEducation Act (UAQTEA), established the Tertiary Education Subsidy (TES) for all Fitipino students whoshall enrall in undergraduate and post-secondary programs of private HEls. to support the cost of theirtertiary education or any part or portion thereof;

WHEREAS, the PHEI is authorized by the Commission on Higher Education (CHED) to ofierbaccalaureate degrees;

WHEREAS, the Student-Grantee is currently enrolled in the PHEI and qualified under its existingadmission and retention policies;

WFIEREAS, the Student-Grantee is annng the identinod TES grantoes in the Otrcial Roster asvalidated and verified by the Un|FAST Regional Coordinator and attested by the CHED RegionatDirector;

NOW THEREFORE, for and in consideration of the foregoing premises and the terms andconditions below, the Parties hereby agree as follows:

1. Pursuant to the UniFAST Guidelines on the Tertiary Education Subsidy (TES) Disbursements andMonitoring System for Private Higher Education lnstitutions (HEls) with vatidated TES Granteesduring the Transitory Period in Academic Year 2018-2019, the Student Grantee shalt be enti{ed to amaximum of $ixty Thousand Pesos (PhP 60,000) as grant for Academic Year 2018-2A19;

2. The grant is intended to cover academic and extra-cunicular expenses, including tuition,miscellaneous and other school fees, purchase of textbooks, board and lodging, transportation,clothing, admission / entrance fees, health and other valid related education expenses and supportservices to complete the student-grantee's degree program;

3. The sharing for the said grant shall be PhP 40.000 to the Student-Grantee and PhP 20.000 to thePHEI;

4. lf the Student-Grantee paid any academic and extra-curricular expenses to the PHEI prior to thereceipt of cheque payment from the UniFAST through the CHED Regional Office, the PHEI mustrefund the Student-Grantee of the said amount;

5. Upon receipt of the check representing fund transfer for TES for AY 2018-2019, the PHEI shouldrelease to the Student-Grantee the amount of PhP 40,000 within 2 weeks;

6. The Student-Grantee and the PHEI shall execute and properly comply with the provisions of theGuidelines on TES Disbursements and Monitoring System for Private Higher Education lnstitutions(HEls) with Validated TES Grantees During the Transitory period in Academic Year 2018-2019;

7. This Agreement shatl take effect upon signing by the Parties hereto and shafi be tennifiated upon thesatisfactory fulfilment of all terms and conditions embodied herein.

lN WITNESS WHEREOF, we have signed this TES Sharing Agreement this Month, Day, Yearat the Place where this Agreement was executed.

Name of the PHEI

Name of President of PHEIPresident

Name of StudentGranteeStudentGrantee

Note: Parcnfls or ouatdianls shall co-sion alona with the minar student-arantee

Signed in the presence ot

PHEI's witness Student-Grantee's Wtness

REPUBLIC OF THE PHILIPPINES )) S,SMunicipality I Cig of

ACKNOWLEDGEMENT

BEFORE ME, this Month, Day, Year in the MunicipalitylCity of Name of Municipality/Citypersonally appeared the following:

1. Name of PHEI's Prcsident, representing to be the President of Name of PHEI, knovyn to me to bethe same per$on who executed the foregoing Agreement for and in behalf of the said PHEI andacknowledged to me that the same is the ad and deed of Name of PHEI and that he/she is dulyauthorized to sign the same, The same Name of PHEI President exhibited to me hislherCompetent Evidence of ldentity issued at Place of lssuance on Date of lssuance.

2. (lf Minor) Name of Student-Grantee with Gompetent Evidence of ldentity issued at Place oflssuance on Date of lssuance and Name of ParenUGuardian with Competent Evidence ofldentity issued at Place of lssuance on Date of lssuance, known to me to be the same personswho executed the foregoing instrument, and acknowledged that the same are their free and voluntaryacts and deeds. (&lete this item rf Sfudenf-Grantee is of tegat age)

3. Name of Student€rantee with Gompetent Evidence of ldentity issued at Place of lssuance onDate of lssuance, known to me to be the same person who executed the foregoing instrument, andacknowledged that the same is his/lrer free and voluntary ad and deed.

WTNESS MY HAND AND SEAL, on the date and at the place first above written.

Doc.. No,_Page No._Book No._Series of 2019.

ANNEX IJF''

DIRECTORY OF CHED REGIONAL OFFICESRegion EmailAddresses01- llocos Region [email protected]

arndol [email protected]. ph

[email protected]

02 - Cagayan Valley [email protected]

chedro2. un lfast@gmai l. com

romeomal I i I [email protected]

[email protected]@yaho0.com

03 - Central Luzon unifastro3@ch ed.gov^ ph

[email protected]

kmcasugay. u [email protected]. ph

dharsunsa2l{6smai l. csm04. CALABARZON [email protected]. ph

[email protected]

[email protected] [email protected]

[email protected]

ched4a. re co rds @ch e d. gov. p h

05 - Bicol Region unifastro5@ched. gov. ph

[email protected]

[email protected] red ita. u n i [email protected]. p h

kbgueri [email protected]

06 - Western Visayas u nif ast" ch e d ro6@9ma i l.comchristineagui larO8@gmai Lcom

emeerdi [email protected]. rechie @gmai Lcom

Region EmailAddresses07 - Central Visayas hmarol [email protected]

dmal unjao @cft e d. gav.ph

[email protected]

u nifastroT@ch e d. sov. n h

08 - Eastern Visayas ched. u nifastro8@gmai l.com

[email protected] rnej ido1l@grnai l.comvegajanpaol o@gmai Lcom

di onna.sal a1992@emai l. com09 - Zamboanga [email protected]

unifast€@ched.gov.ph

heidif aith33_cruz@yahoo. corn

[email protected]

maryiuni 1989@smai l. com10- Northern Mindan unifast.regionx@gmai [.com

[email protected]@ched.gov.ph

mpangi I i nan. [email protected]. ph

i I I ore n. u n ifastrolO@ched. gov. ph

11 - Davao Region [email protected] [email protected]. ph

[email protected]

[email protected]. ph

[email protected]

12 - SOCSKSARGEN laruyane ilrose @gmail,come rnestpaul oge na @gmai l.com

markj u neaporador@gmai l. com

unifastregionl2@gmai l.com

[email protected]

Region EmailAddresses

13 - NCR [email protected]

[email protected]

[email protected] [email protected]

ifmansi bang. [email protected]. ph

14- CAR [email protected]@gmail.com

[email protected] rence.sauye n.yangya ng@gmai L co

m

15. BARMM [email protected],phsisiannesolamo@gmai l.com

[email protected] noe I h idal [email protected]

unifastarmm@gmai l.com

unifastarmm @ehed.cov.ph16 - CARAGA f padi I I [email protected]

[email protected]

h parade ro@ch e dcaraga. com

chedcaraga @che d.gov. ph

lT.MIMAROPA agonza les@ched. gov- ph

[email protected]

[email protected]

[email protected]. mi maropa @ch e d.gov. ph