POLICY AND PROCEDURAL GUIDELINES ON THE CERTIFICATION AUTHENTICATION AND VERIFICATION OF BASIC EDUCATION SCHOOL RECORDS

Compliance Monitoring and Evaluation PRESENTATION OUTLINE Rationale Understanding Terms Step – by – Step Procedures in the Processing of Requests in Eight (8) Different Situations Compliance Monitoring and Evaluation

Rationale

define & perpetuate status of a person and influence his / her future undertakings should be guaranteed at all times: availability and accessibility reliability and authenticity

The school records are required to be authenticated by the Department of Foreign Affairs pursuant to existing national and international regulations.

DepEd is the custodian of the school records And it receives requests for the production and certification of school records

“NO COLLECTION OF SERVICE FEES”

VALID PURPOSES FOR REQUESTS FOR CERTIFICATION seaman’s book / seafarer’s registration certificate employment abroad, migration to foreign land, student visa descendant’s visa travel to overseas, fiancé visa reimbursement of educational allowance / tuition fees of children of OFW other purposes approved by DFA

With the following features: DepEd Order No. 48 s, 2017 dated August 25, 2017 With the following features: Standardized processes and procedures Provisions for uniform step by step guidelines Identified levels of responsibility and accountability across all units and personnel Installed security measures to eliminate incidence of fraudulent transactions Required forms are standardized for use by all units and personnel Identified measures to monitor and evaluate efficiency and effectivity of the processes and procedures

What are covered: Academic School Records Certifying Officers Learners Public and Private Learning Institutions on Basic Education

The commitments Right to information on and access to basic education school records without any inconvenience for the learners; Full protection to the right to security and confidentiality of a learner’s records; Preserve school records in accordance with the given standards to ensure integrity, accessibility and prompt release.

UNDERSTANDING TERMS This template is in wide-screen format and demonstrates how transitions, animations, and multimedia choreography can be used to enrich a presentation.

Academic School Records (ASR) Elem. / Sec. Diploma Form 137 Form 138 Report of rating in A & E and PEPT Tests

Certification, Verification and Authentication (CAV) - It is an official and formal processes and acts of checking, reviewing and certifying to the genuineness and veracity of the available academic school records of a learner by the Department of Foreign Affairs for the duly authorized purposes only.

Certification Academic Level Completed English Translation of Diploma Graduation English as Medium of Instruction The official and formal act of attesting to any relevant information pertaining to the academic level of accomplishment of a learner based on his/her verifiable school records

Who are the CERTIFYING OFFICERS - Records Custodian/Registrar School Heads Division Records Officers Division Administrative Officer (Admin Section) Assistant Schools Division Superintendent Schools Division Superintendent Regional Records Officers Chief Administrative Officer of Administrative Div. Assistant Regional Director Regional Director

WHO ISSUES CAV - The issuance of CAV shall be the function and responsibility of the Records Section in DepEd Regional Offices.

WHO ARE THE AUTHORIZED SIGNING AUTHORITIES - Only any of the following in the proper order of authorization: the Regional Director the Assistant Regional Director the Chief Administrative Officer (Administrative Division)

Learning Institutions Kindergarten Education Secondary Education Elementary Education

Foreign or International Schools Schools duly established and authorized in accordance with Philippine laws To operate certain educational programs Adhere to universally accepted and recognized educational policies and standards

Philippine Schools Overseas Duly registered educational institutions operating outside of the Philippines Implementing the Basic Education Curriculum of DepEd To purposely address the educational needs of Filipino children abroad To provide their reintegration into the Philippine Educational System

Applicant a person who applies for or requests for his / her academic school records for certification, authentication and verification purposes only; in any event of his / her physical absence, the applicant may be substituted by a duly authorized representative.

Who may act as a representative - Parent Legal Guardian Brothers/Sisters of legal age (of the learner) A person duly authorized in writing through a Special Power of Attorney (SPA)

Secondary Evidence Any documentary evidence to support any claim of graduation, completion of any level of formal education due to loss, damage or destroyed school records: > Sworn statement of any two (2) of the applicant’s classmates, principals or teachers; AND supported by either the school graduation photos, souvenir program or graduation program; OR, > Duly certified copy of either Form 137 or Form 138 of the Learner in any tertiary learning institutions, or diploma / transcript of records on file on the Learner's current / previous employer/s

STEP – BY – STEP PROCEDURES IN THE PROCESSING OF REQUESTS IN EIGHT (8) DIFFERENT SITUATIONS

SITUATION 1 COMPLETE ACADEMIC SCHOOL RECORDS

SCHOOL LEVEL

Records Custodian/ Registrar SCHOOL LEVEL Receiving of Request Form (RF) Records Custodian/ Registrar STEP 1 CAV FORM 1 Records Custodian/ Registrar Check the completeness of the the RF STEP 2 Records Custodian/ Registrar Search, check & validate the school records on file STEP 3 If in order, approve & sign the ASR and Certification. Prepare Indorsement for transmittal to the RO STEP 4 CAV FORM 4 CAV FORM 5

SCHOOL LEVEL STEP 5 STEP 6 STEP 7 CAV FORM 6 Records Custodian/ Registrar RELEASE THE FOLLOWING DOCUMENTS IN A SEALED ENVELOPE : Indorsement Original & duplicate copy of the Certification Two (2) Certified True Copies of the ASR STEP 5 The Records Custodian / School Head shall immediately inform the RO about the CAV request thru any of the following means: E-mail 2.Text Message 3.Fax STEP 6 CAV FORM 6 Record and maintain files of ASR and certification released duly acknowledge by the applicant. STEP 7

REGIONAL LEVEL

REGIONAL LEVEL STEP 1 STEP 2 STEP 3 CAV FORM 15 Regional Records Officer Receive of CAF STEP 1 CAV FORM 15 Regional Records Officer Review of CAF for processing STEP 2 Regional Records Officer STEP 3 Validate and approve the ASR

Regional Records Officer Approval of CAV by the RD/ARD/CAO REGIONAL LEVEL Regional Records Officer Preparation of CAV Check the completeness and accuracy of the certification ID photo capturing Finalization of certification STEP 4 CAV FORM 16 Note: To submit passport size ID picture taken within 3 months for non-appearance of applicant STEP 5 Issuance of claim stub STEP 6 Check and initial the CAV by the RRO before the approval of the certifying officer STEP 7 Approval of CAV by the RD/ARD/CAO

REGIONAL LEVEL STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Regional Records Officer STEP 8 Preparation of Master list STEP 9 Scanning of approved CAVs Release of approved CAVs in a sealed envelope to DFA thru official courier STEP 10 The Regional Records Officer shall E-mail to DFA (ff.fetalco@oca.dfa.gov.ph/authenticationdfa@ gmail.com) the Master list of duly approved CAVs STEP 11 STEP 12 Recording and maintenance of certification

SITUATION 2 DISCREPACY / IES IN ACADEMIC SCHOOL RECORDS

SCHOOL LEVEL

Records Custodian/ Registrar SCHOOL LEVEL Records Custodian/ Registrar Receiving of Request Form (RF) STEP 1 CAV FORM 1 Records Custodian/ Registrar Check the completeness of the the RF STEP 2 Records Custodian/ Registrar Search, check & validate the school records on file STEP 3 Records Custodian/ Registrar If found with discrepancy/ies . Ask the applicant to submit BC STEP 4

SCHOOL LEVEL STEP 5 STEP 6 STEP 7 CAV FORM 3 CAV FORM 4 CAV FORM 5 Records Custodian/ Registrar Prepare Indorsement to the legal unit of RO for proper disposition in the correction of entry/ies. STEP 5 CAV FORM 3 STEP 6 Process the ASR with approved Resolution from the RO. If in order, approve & sign the ASR and Certification. Prepare Indorsement for transmittal to the RO STEP 7 CAV FORM 4 CAV FORM 5

SCHOOL LEVEL STEP 8 STEP 9 STEP 10 CAV FORM 6 Records Custodian/ Registrar RELEASE THE FOLLOWING DOCUMENTS IN A SEALED ENVELOPE : Indorsement Original & duplicate copy of the Certification Two (2) Certified True Copies of the ASR STEP 8 The Records Custodian / School Head shall immediately inform the RO about the CAV request thru any of the following means: E-mail 2.Text Message 3.Fax STEP 9 CAV FORM 6 Record and maintain files of ASR and certification released duly acknowledge by the applicant. STEP 10

REGIONAL LEVEL

REGIONAL LEVEL STEP 1 STEP 2 STEP 3 CAV FORM 15 Regional Records Officer Receive of CAF STEP 1 CAV FORM 15 Regional Records Officer Review of CAF for processing STEP 2 Regional Records Officer STEP 3 Validate and approve the ASR

Regional Records Officer Approval of CAV by the RD/ARD/CAO REGIONAL LEVEL Regional Records Officer Preparation of CAV Check the completeness and accuracy of the certification ID photo capturing Finalization of certification STEP 4 CAV FORM 16 Note: To submit passport size ID picture taken within 3 months for non-appearance of applicant STEP 5 Issuance of claim stub STEP 6 Check and initial the CAV by the RRO before the approval of the certifying officer STEP 7 Approval of CAV by the RD/ARD/CAO

REGIONAL LEVEL STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Regional Records Officer STEP 8 Preparation of Master list STEP 9 Scanning of approved CAVs Release of approved CAVs in a sealed envelope to DFA thru official courier STEP 10 The Regional Records Officer shall E-mail to DFA (ff.fetalco@oca.dfa.gov.ph/authenticationdfa@ gmail.com) the Master list of duly approved CAVs STEP 11 STEP 12 Recording and maintenance of certification

SITUATION 3 NO AVAILABLE ACADEMIC SCHOOL RECORDS AT THE SCHOOL BUT WITH AVAILABLE ASR AT THE DIVISION

DIVISION LEVEL

Division Records Officer DIVISION LEVEL Division Records Officer Receiving of SRF STEP 1 CAV FORM 2 Division Records Officer Search and verify records on file STEP 2 Prepare and release return indorsement to the school including the ASR in a sealed envelope STEP 3 Division Records Officer CAV FORM 8 Record and maintain files of ASR and indorsement duly acknowledged by the applicant STEP 4

Records Custodian/ Registrar SCHOOL LEVEL Records Custodian/ Registrar Receiving of Indorsement from SDO with ASR (FORM 5 / FORM 18) STEP 5 CAV FORM 8 If in order, approve & sign the ASR and Certification STEP 6 CAV FORM 4 Prepare the indorsement for transmittal to the Regional Office (RO) STEP 7 CAV FORM 5

SCHOOL LEVEL STEP 8 STEP 9 STEP 10 Records Custodian/ Registrar RELEASE THE FOLLOWING DOCUMENTS IN A SEALED ENVELOPE : Indorsement Original & duplicate copy of the Certification Two (2) Certified True Copies of the ASR STEP 8 The Records Custodian / School Head shall immediately inform the RO about the CAV request thru any of the following means: E-mail 2.Text Message 3.Fax STEP 9 CAV FORM 6 Record and maintain files of ASR and certification released duly acknowledge by the applicant. STEP 10

REGIONAL LEVEL

REGIONAL LEVEL STEP 1 STEP 2 STEP 3 CAV FORM 15 Regional Records Officer Receive of CAF STEP 1 CAV FORM 15 Regional Records Officer Review of CAF for processing STEP 2 Regional Records Officer STEP 3 Validate and approve the ASR

Regional Records Officer Approval of CAV by the RD/ARD/CAO REGIONAL LEVEL Regional Records Officer Preparation of CAV Check the completeness and accuracy of the certification ID photo capturing Finalization of certification STEP 4 CAV FORM 16 Note: To submit passport size ID picture taken within 3 months for non-appearance of applicant STEP 5 Issuance of claim stub STEP 6 Check and initial the CAV by the RRO before the approval of the certifying officer STEP 7 Approval of CAV by the RD/ARD/CAO

REGIONAL LEVEL STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Regional Records Officer STEP 8 Preparation of Master list STEP 9 Scanning of approved CAVs Release of approved CAVs in a sealed envelope to DFA thru official courier STEP 10 The Regional Records Officer shall E-mail to DFA (ff.fetalco@oca.dfa.gov.ph/authenticationdfa@ gmail.com) the Master list of duly approved CAVs STEP 11 STEP 12 Recording and maintenance of certification

SITUATION 4 NO AVAILABLE ACADEMIC SCHOOL RECORDS AT SCHOOL AND DIVISION

DIVISION LEVEL

Division Records Officer DIVISION LEVEL Division Records Officer Receiving of SRF STEP 1 CAV FORM 2 Search and verify records on file STEP 2 NO RECORDS ON FILE ISSUANCE OF CERTIFICATION OF NON-AVAILABILITY OF ASR STEP 3 CAV FORM 7 INFORM THE REQUESTING SCHOOL THAT THE DIVISION HAS NO AVAILABLE ASR STEP 4

SITUATION 5 WITH AVAILABLE ACADEMIC SCHOOL RECORDS Results of Rating on Alternative Learning System (ALS) A & E Test and Philippine Educational Placement Test (PEPT)

DIVISION LEVEL

Division Records Officer DIVISION LEVEL Division Records Officer Receiving of RF STEP 1 CAV FORM 10 Check the completeness of the RF STEP 2 Search and verify ratings on file STEP 3 If in order, approve & sign the ASR and Certification. Prepare Indorsement for transmittal to the RO CAV FORM 12 STEP 4 CAV FORM 13

DIVISION LEVEL STEP 5 STEP 6 STEP 7 Division Records Officer RELEASE THE FOLLOWING DOCUMENTS IN A SEALED ENVELOPE : Indorsement Original & duplicate copy of the Certification Two (2) Certified True Copies of the ASR STEP 5 The Division Records Officer shall immediately inform the RO about the CAV request thru any of the following means: E-mail 2.Text Message 3.Fax STEP 6 CAV FORM 14 Record and maintain files of ASR and certification released duly acknowledge by the applicant. STEP 7

REGIONAL LEVEL

REGIONAL LEVEL STEP 1 STEP 2 STEP 3 CAV FORM 15 Regional Records Officer Receive of CAF STEP 1 CAV FORM 15 Regional Records Officer Review of CAF for processing STEP 2 Regional Records Officer STEP 3 Validate and approve the ASR

Regional Records Officer Approval of CAV by the RD/ARD/CAO REGIONAL LEVEL Regional Records Officer Preparation of CAV Check the completeness and accuracy of the certification ID photo capturing Finalization of certification STEP 4 CAV FORM 16 Note: To submit passport size ID picture taken within 3 months for non-appearance of applicant STEP 5 Issuance of claim stub STEP 6 Check and initial the CAV by the RRO before the approval of the certifying officer STEP 7 Approval of CAV by the RD/ARD/CAO

REGIONAL LEVEL STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Regional Records Officer STEP 8 Preparation of Master list STEP 9 Scanning of approved CAVs Release of approved CAVs in a sealed envelope to DFA thru official courier STEP 10 The Regional Records Officer shall E-mail to DFA (ff.fetalco@oca.dfa.gov.ph/authenticationdfa@ gmail.com) the Master list of duly approved CAVs STEP 11 STEP 12 Recording and maintenance of certification

SITUATION 6 NO AVAILABLE ACADEMIC SCHOOL RECORDS Results of Rating on Alternative Learning System (ALS) A & E Test and Philippine Educational Placement Test (PEPT)

DIVISION LEVEL NO RECORDS ON FILE

Division Records Officer DIVISION LEVEL Division Records Officer Receiving of RF STEP 1 CAV FORM 10 Check the completeness of the RF STEP 2 Search and verify ratings on file STEP 3 Verify with Bureau of Education Assessment DEPED Central Office STEP 4 STEP 5 Issuance of CAV FORM 11

SITUATION 7 SCHOOLS THAT CEASED OPERATION

DIVISION LEVEL

Division Records Officer DIVISION LEVEL Division Records Officer Receiving of RF STEP 1 CAV FORM 1 Check the completeness of the RF STEP 2 Search and verify ASR on file STEP 3 If in order, approve & sign the ASR and Certification. Prepare Indorsement for transmittal to the RO STEP 4 CAV FORM 13

DIVISION LEVEL STEP 5 STEP 6 STEP 7 Division Records Officer RELEASE THE FOLLOWING DOCUMENTS IN A SEALED ENVELOPE : Indorsement Original & duplicate copy of the Certification Two (2) Certified True Copies of the ASR STEP 5 The Division Records Officer shall immediately inform the RO about the CAV request thru any of the following means: E-mail 2.Text Message 3.Fax STEP 6 CAV FORM 14 Record and maintain files of ASR and certification released duly acknowledge by the applicant. STEP 7

REGIONAL LEVEL

REGIONAL LEVEL STEP 1 STEP 2 STEP 3 CAV FORM 15 Regional Records Officer Receive of CAF STEP 1 CAV FORM 15 Regional Records Officer Review of CAF for processing STEP 2 Regional Records Officer STEP 3 Validate and approve the ASR

Regional Records Officer Approval of CAV by the RD/ARD/CAO REGIONAL LEVEL Regional Records Officer Preparation of CAV Check the completeness and accuracy of the certification ID photo capturing Finalization of certification STEP 4 CAV FORM 16 Note: To submit passport size ID picture taken within 3 months for non-appearance of applicant STEP 5 Issuance of claim stub STEP 6 Check and initial the CAV by the RRO before the approval of the certifying officer STEP 7 Approval of CAV by the RD/ARD/CAO

REGIONAL LEVEL STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Regional Records Officer STEP 8 Preparation of Master list STEP 9 Scanning of approved CAVs Release of approved CAVs in a sealed envelope to DFA thru official courier STEP 10 The Regional Records Officer shall E-mail to DFA (ff.fetalco@oca.dfa.gov.ph/authenticationdfa@ gmail.com) the Master list of duly approved CAVs STEP 11 STEP 12 Recording and maintenance of certification

SITUATION 8 SCHOOLS THAT CEASED OPERATION No Records on File at the Division

DIVISION LEVEL

Division Records Officer DIVISION LEVEL Division Records Officer Receiving of RF STEP 1 CAVS FORM 1 Check the completeness of the RF STEP 2 Search and verify ASR on file STEP 3 Issuance of STEP 4 CAV FORM 7

COMPLIANCE MONITORING AND EVALUATION

Monitors the strict compliance of the Policy and Procedural Guidelines (PPG) Coordinates with the DFA to determine the level of observance of the established protocols in the processing time effectiveness and for any incidence of fraudulent certifications

THANK YOU!!!