INTRODUCTION As the Commission continues its efforts to develop and support the higher education sector during the K to 12 Transition Period, the Commission has updated the nominations process for Graduate Education Scholarships (Local) in the K to 12 Transition Period, as governed by CHED Memorandum Order No. 4, s. 2017 and CHED Memorandum Order Nos. 3 and 36, series 2016. In line with the process stated in said policies, the Commission has developed an Online Nomination site through online.chedk12.com to (1) increase the accessibility and efficiency of sending Higher Education Institutions (SHEIs) to nominate and (2) provide a simplified avenue for nominees to submit documentary requirements. With the launch of online.chedk12.com, the Commission’s K to 12 Transition Program has developed this Quick Guide to assist the Sending Higher Education Institutions (SHEIs) and scholars in going through the site.
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Whom can the SHEI nominate? ●
Teaching or Non-Teaching, permanent or non-permanent personnel of the HEI, fully or partially deloaded at the time of the scholarship, with a maximum teaching load of six (6) units for teaching personnel, or an equivalent of ten (10) hours of workload per week for non-teaching personnel
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Filipino citizen
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Within the age limit of: 52 years old for Master’s degree Grantees ○ 50 years old for Doctorate degree Grantees ○ 60 years old for Thesis or Dissertation Grantees ○
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Has graduated and possesses a degree relevant to his/her nomination, from a CHED-recognized program from a recognized institution
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For personnel applying for FULL SCHOLARSHIP, whether new or ongoing, shall pursue graduate studies in a CHED-approved program and Delivering HEI
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Shall pursue a course that is aligned with his/her teaching specialization, or justified in terms of alignment to the SHEI’s strategic direction/goals, contribution to the discipline, or contribution to regional and national goals
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In good health, of good moral character
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Demonstrates strong academic record
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Has no pending criminal charges, and must not have been convicted for violation of any Philippine Law
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Will fulfill the scholarship’s Terms & Conditions of the scholarship program
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||STEP 1|| Authorized Representative of the Sending HEI (SHEI) to RETRIEVE SHEI ACCOUNT CREDENTIALS from the CHED Regional Office. The CHED Regional Office shall provide the unique account credentials for HEIs (username and password) to access the Online Nomination Portal. SHEIs may obtain these credentials through any of the following means: Physical appearance
an SHEI representative visit the Regional Office with an endorsement letter from the HEI President to claim the login credentials; or
E-mail Request
a request for account credentials may be made through the official e-mail of the HEI; following which the CHED Regional Office will email the authorized official of said details.
These credentials shall be used by the authorized SHEI representative when logging in to online.chedk12.com.
DIRECTORY OF CHED REGIONAL OFFICES Region 1
(072) 242-0238 (072) 242-5017 (072) 700-2569
Region 9
(062) 991-7648 (062) 911-8974 (062) 991-7080
Region 2
(078) 844-4872 (078) 846-3635
Region 10
(088) 586-4380
Region 3
(045) 436-1846 (045) 436-1847
Region 11
(082) 295-3418 local 101
Region 4A
(02) 332-3943
Region 12
(083) 228-1227
Region 4B
(02) 386-4781
CAR
(074) 422-2415
Region 5
(052) 481-5096 (052) 820-4813
Caraga
(085) 342-7383 to 84 (085) 815-3698 to 99
Region 6
(033) 508-8852 (033) 320-6963
NIR
(035) 421-2582
Region 7
(032) 414-9195
NCR
Region 8
(053) 523-7437 (053) 523-7288
(02) 441-0985 (02) 441-1224 (02) 441-0879
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||STEP 2|| Go to online.chedk12.com and LOG IN at the HEI & FACULTY section
HEI Account credentials must be entered in the USERNAME and PASSWORD fields.
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||STEP 3|| CREATE AN SHEI ACCOUNT on the Online Nomination Portal using an official institutional SHEI e-mail address, and accomplish the NOMINATION FORM.
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ACCOMPLISH THE INSTITUTIONAL PROFILE The Institutional Profile contains the basic information of the SHEI and its authorized contact person. This shall be the basis for all communication of the Commission to the SHEI, and vice versa.
3.2 ACCOMPLISH THE SHEI NOMINATION FORM THRU THE FORM TAB This portion will require the SHEI to input (1) Institutional Information, (2) Strategic Direction, and (3) List of Nominees.
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||STEP 4|| STRATEGICALLY CHOOSE AND LIST eligible teaching and non-teaching personnel to nominate through the Online Nomination Portal.
4.1 When adding nominees, the full name and email address of each nominee is needed.
4.2 After filling out all fields, click SAVE. After which, the Nominee will be notified through an e-mail of the nomination, which will include a link where the Nominee shall sign up.
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||STEP 5|| NOMINEE TO CREATE AN ACCOUNT AND UPLOAD REQUIRED DOCUMENTSthrough the Online Nomination Portal using the link provided in the email notification that informs nominee of the SHEI’s nomination.
5.1 The Nominee will receive an e-mail notification of the SHEI’s nomination. Said email will contain a unique link to the Online Nomination Portal sign-up page for the Nominee.
5.2 ACCOMPLISH THE NOMINEE’S PROFILE AND NOMINATION DETAILS. The nominee shall then accomplish all fields and sections of the profile, and ensure true and correct information entered.
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||STEP 6|| NOMINEE TO CREATE AN ACCOUNT AND UPLOAD REQUIRED DOCUMENTS through the Online Nomination Portal usingnominee the link provided in the email notification that informs of the SHEI’s nomination.
6.1 The Nominee shall upload scanned copies of the following documents in their profile: ● ● ●
Proof of Citizenship (e.g. NSO Birth Certificate, Voter’s I.D., Passport) Transcript of Records for: Undergraduate Degree, Graduate Degree (if completed) Medical Certificate (download the template from the REQUIREMENTS section of the Online Nomination Portal)
6.2 After successfully completing the form and uploading the documents, continue to the CONFIRM section where the Nominee will officially submit all information and documents uploaded to the SHEI’s Online Nomination account.
NOTE: Nominee’s with NEW or ONGOING program status may start applying to the Delivering HEI (DHEI).* * List of approved programs and DHEIs can be viewed at chedk12.wordpress.com/dhei
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||STEP 7|| SCREEN SUBMISSION OF NOMINEES AND JUSTIFY nomination of personnel through the “Individual Justification form” in the Online Nomination Portal. 7.1
The SHEI will receive an e-mail notification on the nominee’s submission of relevant information and required documents to the SHEI’s Online Nomination account.
7.2 When the SHEI logs in, the nomination details of each nominee (e.g. Degree Program applied for, Prospective DHEIs) and other required documents may be viewed the rightmost area of the page. Note that the nominee’s Transcript of Records may be viewed under EDUCATIONAL tab.
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7.3 Once done screening the submission/s, the SHEI shall accomplish the unique Individual Justification for each nominee by clicking on the Justification tab under the nominee’s photo.
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PROMPTS FOR JUSTIFICATION The prompts below may provide some guidance as to how the Sending HEIs (SHEIs) may accomplish the justifications required in their nomination, both in (1) articulating their strategic direction as an institution, vis-a-vis (2) individual justifications for their nominations of faculty and staff. Note that these are only suggestive for the guidance of SHEIs. 1. PROMPTS FOR THE SHEI’S JUSTIFICATION OF HEI’S STRATEGIC DIRECTION (APPENDIX 2 PART 1)
Consistency and clarity of strategic direction
In theHEI justification, describe Please info on your faculty & staff development plan your and its straplease tegic directio n: in the Kprovide to 12 Transition: What is the HEI’s vision, mission How has the HEI invested in faculty development through and goals (VMGs)? What is its the years? mandate? What is the profile of the HEI’s faculty & staff (ie. age profile, What are its core areas of strength? educational attainment)? What are its strategic goals and How has the HEI prepared for the K to 12 Transition? directions for the coming years? How does the nomination of the faculty/staff support in Why? cushioning the impact of the K to 12 Transition on the HEI? In which areas does it want to What other support is it providing to its faculty and staff develop more expertise on? Why? during this period? What is its niche (current/planned) Does the nomination show a balancing in the development vis-a-vis HEIs in the region/ of (1) teaching and non-teaching personnel , and province? Why? (2) the HEI’s trifocal role of instruction, research & extension? How does it support local Does the nomination, as a whole, reflect strategic development / contribute to planning of teaching and work loading during the K to 12 its community? Transition Period? •
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Relevance and appropriateness of nominations
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Describe explicitly and clearly how your nominations as a whole: align with the strategic direction of the school; •
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Quality of nominees
fill an existing gap in faculty/staff of the school and/or ; support its ability to achieve its vision, mission and goals; align with regional and national development goals.
Before submitting, check for (1) quality, and (2) completeness of submissions: Are all the nominations correctly accomplished with all required attachments? Do the nominations reflect prudent decision making on the part of the Sending HEI? (alignment of programs proposed to their teaching discipline/work)? Are all the nominees strong candidates in terms of: 1. academic track record; 2. professional experience/contributions; and 3. potential in contributing to improving the quality of learning in the HEI? •
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2. PROMPTS FOR THE SHEI’S JUSTIFICATION OF INDIVIDUAL NOMINATIONS (APPENDIX 2 PART 3B)
Relevance and appropriateness of nominations
In the individual justification, describe how the nominee’s chosen discipline/degree: addresses current gaps in the HEI, fulfills the HEI’s institutional mandate / vision, mission or goals, and/ or enriches the HEI’s course offerings. (Please elaborate) Is the chosen discipline/degree related to his/her teaching discipline or an emerging field?
Consistency and clarity of strategic direction
Describe explicitly and clearly how your nominee (as an individual): Supports the strategic direction of the institution, particularly in relation to his/her (1) return service agreement and (2) re-entry action plan, after completing studies; NOTE: please make sure that the objectives/outcomes detailed are: specific, measurable, achievable, relevant and time-bound (SMART);
Quality of nominee
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REMINDERS
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Does the nominee exhibit a strong potential to contribute to the improvement of the HEI, or in his/her discipline area? How? How does the nominee’s academic background, professional experience, and research track record (if applicable) reflect diligence and commitment to learning? How has the faculty/staff contributed thus far to the HEI? Make sure that the forms are correctly and fully accomplished, with all required documents. NOTE the additional requirement: completed DBP form and 1x1 picture (based on the Memorandum from the Chairperson - 8 March 2016)
||STEP 8|| After accomplishing #6, ENDORSE NOMINEE’S INFORMATION by clicking the Endorse button.
8.1 If the SHEI verifies that the information and documents submitted by the Nominee is correct and complete and after accomplishing a unique justification, the Nominee’s submission may now be officially submitted to the Commission on Higher Education’s (CHED) Scholarships for Graduate Studies by clicking on ENDORSE. Note: The endorsement must be done for each nominee.
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CONGRATULATIONS!
You have completed the nomination process. Please stand by for further announcements regarding the results.
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FREQUENTLY ASKED QUESTIONS NOMINEE ELIGIBILITY Q: Can we nominate a personnel who is currently a recipient of a grant from another institution? A: YES, but only if it is not a government-funded grant. The purpose, amounts, and other details of the other grants must be disclosed to CHED. Q: Can we nominate our personnel for the different K to 12 Transition grants (i.e. Graduate Scholarships and IRSE grants) simultaneously? A: NO. The personnel may be nominated for only one grant at a time. Q: Our personnel already started his/her master’s studies but was not able to complete it. Can we nominate him/her for the scholarship? A: The personnel may be nominated for the scholarship, provided the field of study is related to his/her teaching discipline or designation. Q: Our personnel already has a doctoral degree, but it is not aligned to his/her teaching discipline. Can we nominate him/her for the scholarship? A: YES. The personnel may be nominated for the scholarship, even if s/he already has a master’s or doctoral degree, but the degree program applied for should be aligned to the teaching discipline or designation. If applying for an emerging discipline, the nomination must be well justified. Q: Can we nominate a personnel who has already availed of a CHED FDP scholarship but was not able to finish his/her studies? A: As a general rule, NO. In exceptional cases, schools may still justify endorsement for consideration of the Commission. The nomination decision will also be based, however, on the personnel’s scholar’s track record. Q: Can we nominate personnel who were able to finish a graduate degree under the CHED FDP scholarship? A: YES, as long as they meet the eligibility requirements. Q: Our faculty is currently taking graduate studies but in a school not approved by CHED as a DHEI for the Transition scholarships. Can we nominate him/her? A: NO. Only CHED-approved delivering HEIs can accept scholars; therefore those already taking graduate studies in a non-CHED approved DHEI are advised to transfer to an approved DHEI (refer to https://chedk12.wordpress.com/dhei).
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SHEI NOMINATION Q: If our personnel is working as part-time faculty in several HEIs, where should his/her nomination come from? Where will his/her return of service obligation be? A: His/her nomination can come from any of the HEIs, and return of service obligation shall be rendered to the nominating HEI. Q: When can we nominate personnel who are scheduled to be sent for studies in 2018-19? A: The present round of applications is intended for school year 2017-2018 only. For AY 2018-2019, CHED shall announce the nomination period, if any
SCHOLARSHIP PRIVILEGES AND INCENTIVES Q: How will the disbursement of allowances be done? A: The disbursement will be done on a per academic term basis through the grantee’s DBP account. The application for the DBP account will only be done upon approval to the scholarship. Specific instructions shall be provided upon announcement of approved nominees.
GENERAL TERMS & CONDITIONS Q: If our personnel’s scholarship was granted but s/he did not pass the admission requirements of the DHEI, should we nominate him/her again for the next semester? A: NO, but the approved nominee should write a formal letter (endorsed by the SHEI President) expressing his/her deferment for the current semester to which he/she is approved. The approved nominee may apply to a DHEI in the following semester. If s/he still does not pass, s/he will have to be nominated again the following academic year. Q: If accepted to the DHEI, will a scholar be allowed to defer enrollment until a certain time? A: NO, a scholar will not be allowed to defer enrollment unless for the following reasons: for poor health of grantee certified by a licensed physician, maternity leave of absence (LOA) of the grantee, and other meritorious reasons acceptable to the SHEI, DHEI, and the Commission. Q: Does the personnel need to be on total Leave of Absence from the SHEI when granted the scholarship? Since they will be retained and will undergo scholarship at the same time, can we give them a minimum load while they study? A: A personnel who will be nominated by the SHEI for graduate studies may still carry up to a maximum of six (6) units teaching load and ten (10) hours work hours per week for non-teaching personnel, as long as s/he can fulfill all the terms and conditions of the scholarship (among which include FULL TIME graduate studies).
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COUNTERPART AND BRIDGE FUNDING Q: If the salary of our personnel is higher than the living allowance for the scholarship, how can we bridge the gap? A: SHEIs are encouraged, when able, to provide counterpart funding to bridge the gap between the personnel’s current salary and the living allowance.
REENTRY PLAN AND RETURN SERVICE AGREEMENT Q: Should return of service be rendered by the scholar immediately after completing his/her degree? What if there aren’t enough classes to teach when s/he comes back? A: YES, the scholar must render return of service to his/her sending HEI immediately after completing his/her degree. S/he may opt to do research or extension work with the SHEI if there are not enough classes to teach. This should be clearly stated in the Reentry Action Plan and Return Service Agreement, and supported by the Faculty Development Plan. Q: As for the reentry plan and return service contract, can we simply provide the appointment letter for regularization to our personnel? A: If the appointment letter has the following content listed below, then the SHEI, may do so: a) The plan, made by the SHEI, which contains your personnel’s professional direction and how s/he will be able to contribute more to your institution/region after his/her graduate studies. b) A contract stating that for every 1 year of graduate studies under the CHED scholarship, your personnel will have to render 1 year of equivalent service to your institution.
For further questions and clarifications, visit www.chedk12.wordpress.com/faqs
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