MEMORANDUM

LS-M-2022-06-026

FOR : THE HONORABLE CHAIRMAN AND COMMISSIONERS

THE CHED MANAGEMENT COMMITTEE

THRU : ATTY. CINDERELLA FILIPINA S. BENITEZ-JARO

Executive Director IV

SUBJECT : COMPLETED STAFF WORK (CSW) FOR THE REQUEST FOR

APPROVAL OF RENEWAL OF THE THIRTY-NINE (39)
POSITIONS/ITEMS CHARGED UNDER THE LOCAL GRADUATE
SCHOLARSHIPS OFFICE

DATE : 16 JUNE 2022

The Local Graduate Scholarships Office respectfully submits the Complete Staff Work
(CSW) on the “Request for Approval of Renewal of the Thirty-Nine (39) Positions/Items
charged under the Local Graduate Scholarships Office” for inclusion in the upcoming Joint
Management Committee and Commission en Banc meeting under the items for the LGSO.

Attached with the CSW are the following documents:

1. Draft CEB Resolution

The Local Graduate Scholarships Office is grateful for the recommendations of the CHED
Joint Management Committee and Commission en Banc on the proposed actions for the
above-mentioned concerns.

DIR. CORINNA FRANCES O. CABANILLA

Director-in-Charge
Local Graduate Scholarship Office (LGSO)

Higher Education Development Center Building, C.P. Garcia Ave., U.P Campus, Diliman, Quezon City, Philippines
Web Site: www.ched.gov.ph Tel. Nos. 441-1177, 385-4391, 441-1169, 441-1169, 441-1170, 441-1216, 392-5296
 CSW FORM

Project Title: Request for Approval of Renewal of the Thirty-Nine (39) Positions/Items
charged under the Local Graduate Scholarships Office

A. Proponent Office: Local Graduate Scholarships Office

B. Action Requested For Signature X For Approval For Comment

C. Rationale / Background Information

The Local Graduate Scholarships Office (LGSO) respectfully requests for the renewal of the
thirty-nine (39) items under the LGSO.

1. Restructuring of Manpower

The following is the summary of the proposed restructuring of manpower under the LGSO:

Office Number of Items

1 Local Graduate Scholarships Office 29

2 Administrative, Financial, and Management Service 8

3 Office of Program Standards and Development 2

The following is the proposed team composition of the 29 items assigned to the LGSO

Team Number of Items

1 Scholarships for Graduate Studies - Local 4

Transition

2 Scholarships for Staff and Instructors’ Knowledge 7

Advancement Program

3 Short Term Scholarships 3

4 Publicity, Communications, and Grievances 4

5 Local Graduate Scholarships Committee 3

6 Administration and Logistics 7

7 Overall Lead 1

TOTAL 29
2. Tasks and Responsibilities

a. Closure of the Scholarships for Graduate Studies - Local (SGS-L)

● Follow-up on the closure actions of the CHED Regional Offices (CHEDROs) for the 3,591
2017-approved scholars

● Monitoring of the completion of return service and issuance of clearance for 196 scholars
who have completed on time and are ongoing completion of return service

● Issuance of notices to comply and clearance of obligation for 364 scholars who have
completed on time and have completed their return service​

● Conduct the necessary follow through actions to complete the closure actions for the
2016-approved scholars

● Facilitate meeting and discussion with 66 Delivering HEIs regarding the unbooked
obligations, through money claims process with the Commission on Audit (COA)

● Reconciliation of amounts billed and paid to the Delivering HEIs

● Processing and settlement of pending tuition and fee and honoraria payments which may
only be processed upon the submission of compliance documents

● Continue settlement of Notices of Suspension

b. Scholarships for Staff and Instructors’ Knowledge Advancement Program (SIKAP)

● Constitution of an Audit Team responsible for the following:

○ Regular visits to all region in order to review and evaluate the implementation of
the grants in the region from the approval process, disbursement of financial
privileges, until the monitoring of status of scholars/DHEIs
○ Audit findings for each region on accounts, operations and financial transactions of
the regions
● Constitution of a Monitoring and Evaluation Team responsible for the following:
○ Monitor the overall status of approved scholars of the CHEDRO and/or DHEI
○ Consolidate data and reports relevant to the implementation
○ Ensure the validation of submissions and preparation of the fund transfers to the
CHEDRO
○ Review and ensure compliance of scholars and the DHEIs in the CHEDROs
● General tasks and responsibilities of the SIKAP Team are as follows:
● Address the following special concerns such as meritorious cases and conflict of
interest and requests involving changes and deviations from the allotment, grant
provision, contract and/or concerns raised by the CHEDROs, SIKAP Scholars, and
DHEIs
● Regularly update (review and write) and disseminate policies, guidelines and other
relevant information to the CHEDROs, DHEIs and SIKAP Scholars
 ● Review and address matters and concerns outside the scope of policy
● Prepare matters for agenda and decision of the Commission en Banc deliberation

c. Local Graduate Scholarships Committee (LGSC)

● Draft and review Complete Staff Work, deliberate, and recommend actions to the
Commission en Banc on the following:
○ Remaining cases of SGS-L scholars in relation to the closure of the grant, as
prepared by the LGSO and the CHEDROs
○ Emerging implementation concerns of the SIKAP Program , as endorsed by the
CHEDROs
○ On other matters concerning the local graduate scholarships

● Prepare and endorse discussed concerns to the Commission Secretariat for inclusion in
the Commission en Banc meetings

● Coordinate with CHEDROs regarding submissions for inclusion in the LGSC Meetings

● Coordinate with stakeholders regarding decisions of the CEB

● Maintain database of agenda items discussed by the LGSC and the CEB

d. Short Term Scholarships (STS) Grants

● Revision of the policy, to reflect the requirements of engaging with different types of
organizations, such as National Government Agencies, professional and civic
organizations, and individual academic units within larger Higher Education Institutions.

● Continue profiling of additional programs that may be offered under the STS Grant,
towards the continued expansion of the roster of programs that SHEIs can nominate
personnel for.

● Finalization of payment mechanisms and documentary requirements necessary to

facilitate fund transfers and payments to delivering partner agencies.

● Actual implementation of the STS Grant program with existing scouted delivering partner
agencies.

● Creation and refinement of actual workflows and processes concurrent with the
implementation of the STS Grant.

● Conduct of Training Needs Assessment/s to determine fields of technical knowledge that

HEIs and SUCs identify as necessary for upskilling and/or reskilling.

● Conduct of pre- and post-evaluation for each program to determine viability of continuing
to offer the program under the STS Grant.
 ● Creation of an STS landing page to house all available programs under the STS Grant.

● Continued coordination with delivering partner agencies for the refinement of STS Grant
program offerings based on evaluation of delivered training programs.

e. Publicity, Communications, and Grievances

● Respond to inquiries from stakeholders in a timely manner related to the local graduate
scholarships received through various channels to minimize escalating issues.

● Address complaints from stakeholders in a timely manner and consolidate client feedback:
○ Identify and develop best practices to sustain good customer experience
○ Identify areas for improvement to support employee training and development
programs

● Coordinate with internal teams and Regional Offices for further assistance in clarifying
stakeholder issues.

● Creation and upkeep of publicity and marketing materials related to the local graduate
scholarships.

● Provide additional technical support and assistance to other teams

f. Administration, Logistics and Finance

● Release of remaining financial privileges (allowances, tuition and other fees) of the SGS-L
Grant.

● Allotment and transfer of funds to the CHEDROs for the SIKAP Program.

● Payment of partners for the implementation of programs under the STS Grants.

● Procurement of items listed under the Annual Procurement Plan and Project Procurement
Management Plan.

● Updating and maintaining the team’s property custodian database and inventory list of
supplies.

● Receiving, recording and filing of internal and external documents.

● Archive and digitize documents and records.

● Handling of all HR-related processes (recruitment, compensation and benefits, promotion,

etc.) for the team and management of personnel records.

● Assistance in the conduct of activities and events for the SIKAP and STS Grants.
 ● Serve as the overall administrative and logistics support in grant administration/project
implementation.

● Provide shuttle service to transport the Director, Team Leads, and staff to and from place
where official business is transacted.

g. Administrative, Financial, and Management Service (AFMS)

● Serves as point person and support staff to the Local Graduate Scholarships Office
(LGSO) regarding the following:
○ Property custodianship database and inventory list
○ Procurement and supplies-related concerns
○ HR-related processed (recruitment, management of employee compensation and
benefits, payroll, etc)
○ Budget-related transactions, data reports and processes (i.e. budget preparation,
planning, etc)
○ Payment-related concerns (e.g. LDDAP-ADA, checks, NTA, vouchers, fund
transfers etc.)
○ Reconciliation of all scholarship privileges to SGS-L grantees and Delivering HEIs

● Performs other tasks as assigned by the Director IV of the AFMS

h. Office of Program and Standards Development (OPSD)

● Inventory of the Faculty Development Program

● Perform others tasks as assigned by the Director IV of the OPSD

Given the remaining tasks and responsibilities of the Local Graduate Scholarships Office, we are
hereby requesting for the renewal of the thirty-nine (39) items charged under the LGSO.

D. Supporting Documents
⃞ Draft CEB Resolution

E. Proposed Keywords for the CEB Resolution Online Library Entry

(maximum of 5 keywords)
1. Renewal
2. Local Graduate Scholarships Office
3. PAP - K12 Scholarships for Faculty and HEI Administrators
4. PAP - Financial Assistance for Post-Graduate Students

F. Recommending Approval

OFFICE SIGNATURE REMARKS

 Local Graduate CORINNA FRANCES
Scholarships Office CABANILLA
Director-in-Charge
EXCERPTS FROM THE MINUTES OF THE COMMISSION EN BANC MEETING
HELD ON (DAY MONTH) 2022 VIA ZOOM VIDEO CONFERENCING

RESOLUTION No. ____ – 2022

RESOLVED, AS IT IS HEREBY RESOLVED, that in view of the
recommendation of the Local Graduate Scholarships Office (LGSO),
and upon its discussion and agreement, with the concurrence of the
Management Committee, that the Commission approved the request
for renewal of the thirty-nine (39) positions/Items charged under the
Local Graduate Scholarships Office.

J. PROSPERO E. DE VERA III

Chairman
Commission en Banc Meeting
(Day Month Year)

RONALD L. ADAMAT ALDRIN A. DARILAG

Commissioner Commissioner

JO MARK M. LIBRE MARITA R. CANAPI

Commissioner Commissioner