Specific Functions:

  1. Install and implement in the region the required administrative systems – recruitment and selection, performance appraisal, personnel action and records, benefits administration, supplies and equipment procurement, recording and disposal, ground and building maintenance, and reporting- for greater work efficiency and effectiveness
  2. Provide administrative services and ensure continuous improvement in the delivery of services
  3. Provide the Regional Director with the necessary staff advice, assistance, and services on personnel action
  4. Manage and implement personnel actions  to all employees in the regional office, except for the RD and ARD
  5. Provide administrative support to the Regional Director in the evaluation of performance of all SDSs and ASDSs in the region and make recommendations to CO in coordination with HRD, for appropriate personnel action
  6. Provide administrative support the implementation of the performance appraisal system for all employees in the region and implement reward and recognition system in coordination with the HR Division and the division chiefs or heads of units in the regional office
  7. Establish a mechanism to implement national policy on personnel assistance program (to recommend to CO to establish a national policy)
  8. Plan and manage the effective and efficient use of all personnel of the regional office in accordance with existing rules
  9. Implement administrative and disciplinary sanctions imposed on erring regional office personnel, and act as the coordinating unit for the implementation of an Alternative Dispute Resolution (ADR) system in the region.
  10. In coordination with the FTA Division, provide technical assistance to the schools division offices as regards administrative services

Front Line Services:


1. Application for Certification, Authentication & Verification (CAV)

Schedule of Availability of Service:

Monday-Friday
8:00 am – 5:00 pm NO noon break

Who may avail of the Service:

            Graduates & Students of Elementary and Secondary Schools in the Region

What are the Requirements:

*For Graduates of Public High School

1. Two (2) photocopies of student’s Permanent Record (Form 137-A) and Diploma duly certified by the School Head or his/her duly authorized representative
2.  Two (2) copies of Certificate of Graduation issued by the School Head
3.  Two (2) copies of recent ID picture (2x2 or passport size)

*For Graduates of Private High School

1. Two (2) photocopies of student’s Permanent Record (Form 137-A) and Diploma duly certified by the School Head or his/her duly authorized representative
2.  Two (2) copies of Certificate of Graduation issued by the School Head
3.  Two (2) copies of recent ID picture (2x2 or passport size)
4.  Special Order of Graduation

*For Undergraduates  of Public and Private High Schools

1. Two (2) photocopies of student’s Permanent Record (Form 137-A) duly certified by the School Head or his/her duly authorized representative
2.  Two (2) copies of Certification of year level completed
3.  Two (2) copies of recent ID picture (2x2 or passport size)

*For Elementary School Graduates (Public and Private Schools)

1. Two (2) photocopies of student’s Permanent Record (Form 137-E) and Diploma duly certified by the School Head or his/her duly authorized representative
2.  Two (2) copies of Certificate of Graduation issued by the School Head
3.  Two (2) copies of recent ID picture (2x2 or passport size)

*For Elementary School  Undergraduates

1. Two (2) photocopies of student’s Permanent Record (Form 137-E) duly certified by the School Head or his/her duly authorized representative
2.  Two (2) copies of Certification of grade level completed
3.  Two (2) copies of recent ID picture (2x2 or passport size)

Duration:  1 day

How to avail of the Service:

Step

Applicant/Client

Service Provider

Duration of Activity (Under Normal Circumstances)

Person  in Charge

Fees

Form

1

Present all requirements to the Records Section of the Regional Office

Checks as to completeness of the requirements

 Within 10 minutes

Administrative Officer V or authorized employee

none

none

2

Register in the CAV Logbook

Issues the application form to the applicant/client

Within 10 minutes

Administrative Aide  or authorized employee

none

CAV application form

3

Submit the accomplished Application Form with the complete required documents

Receives and Records application with complete requirements

Within 30 minutes

Administrative Aide  or authorized employee

none

none

4

 

Issues claim stub indicating the date of release at DFA (five (5) working days from date of transmittal)

Within 10 minutes

Administrative Aide  or authorized employee

 

none

DFA Claim stub

5

 

Advises applicant to claim his/her documents at the DFA on the date indicated in the claim stub

Within 5 minutes

Administrative Aide  or authorized employee

 

none

none

6

 

Refers to encoder for numbering and preparation of CAV Form

Within 10 minutes

Administrative Aide  or authorized employee

 

 

none

none

7

 

Prepares  CAV form to be numbered and initialed

Within 30 minutes

Administrative Aide  or authorized employee

 

none

CAV Form

 

 

Reviews and initials prepared CAV

Within 30 minutes

Administrative Officer V

none

none

 

 

Approves/Signs the CAV

Within the day

Regional Director or authorized official

none

CAV Form


2. Application for Authority to Travel Abroad

Schedule of Availability of Service:

Monday-Friday
8:00 am – 5:00 pm NO noon break

Who may avail of the Service:

Officers/employees of the DepED-CAR  inclusive of officials/employees/teachers at the Division/District/School Levels

What are the Requirements:

*Personal  Travel

1.  Indorsement from the Division Office
2.  Duly accomplished/approved Form 6 (Leave Form)
3.  Clearance from money and property accountabilities from the Division/District/School levels

Note:  Documents should be received at the Records Section of the Regional Office at least 1 month     before date of travel)

* Travels on Official Time/Business

1.  Indorsement from the Division Office
2.  Travel Authority Request Form A  

Note:  Refer to DepED Order No. 43 s. 2014, “Protocols for Travel Authority Request for Official Travel Abroad” for the process and documentary  requirements

Duration:  Two (2) working days

How to avail of the Service:

Step

Applicant/Client

Service Provider

Duration of Activity (Under Normal Circumstances)

Person  in Charge

Fees

Form

1

Present documents to the Records Section of the Regional Office

 

Stamp documents as received

 Within 10 minutes

Administrative Aide or  authorized employee

none

none

2

Proceed to the Personnel Unit with duly stamped documents

Evaluate supporting documents

Within 15 minutes

Administrative Assistant  or authorized employee

none

none

3

 

Prepares the Indorsement to the Field Office/Central Office

 

Within 10 minutes

Administrative Assistant  or authorized employee

none

none

4

 

Approves/Signs Indorsement to the Field Office/Central Office

Within the day

Regional Director

none

none

5

 

Release Documents through the Records Section

Within 10 minutes

Administrative Aide or authorized employee

none

none


3. Application for Retirement Under RA 8291, PD 1146, RA 660

Schedule of Availability of Service:

Monday-Friday
8:00 am – 5:00 pm NO noon break

Who may avail of the Service:

Officers/employees  of the DepED-CAR  inclusive of officials/employees/teachers at the Division/District/School Levels

What are the Requirements:

1. Written expression of intent to retire indicating the:

a. Desired date of retirement
b. Retirement package /mode he/she intends to avail of

2. Duly accomplished Application for Retirement and Other Social Insurance Benefits (4 original copies)

3. GSIS  Policy Contract

4. Service Records indicating the effectivity of retirement

5. Certificate of Last Day of Actual Service

6. Extract of Separation

7. Clearance from Money & Property Accountability:

a. School/District/Division Office – for School/Division Personnel

b. DepED-CAR Regional Office   -  for Regional Office Personnel

c. DepED Central Office               -  for Presidential Appointees

8. Certificate of Clearance from the Division/Regional Office on any pending Administrative Case

9. Self Declaration of Pendency/Non-Pendency of Case

10. Indorsement from the Division Office

 

Duration:  Two (2) working days

How to avail of the Service:

 

Step

Applicant/Client

Service Provider

Duration of Activity (Under Normal Circumstances)

Person  in Charge

Fees

Form

1

Present documents to the Records Section of the Regional Office

 

Stamp documents as received

 Within 10 minutes

Administrative Aide  or authorized employee

none

none

2

Proceed to the Personnel Unit with duly stamped documents

Evaluate supporting documents

Within 30 minutes

Administrative  Assistant   or authorized employee

none

none

3

 

Prepares:

  1.  Certificate of No Pending Case at the Regional Office  for the signature of the Attorney IV/Chief Administrative Officer
  2. Letter informing payroll services regarding the retirement of the employee

Within 20 minutes

Administrative  Assistant   or authorized employee

none

none

4

 

Prepares indorsement to the GSIS Branch Office concerned

Within 15 minutes

Administrative  Assistant   or authorized employee

none

none

5

 

Approves/Signs Indorsement to GSIS

 

Within the day

Regional Director or Authorized Employee

none

none

6

 

Release Documents through the Records Section

Within 10 minutes

Administrative Assistant  or  authorized employee

none

none



4. Request for Certificate of Appearance (CA)

Schedule of Availability of Service:

Monday-Friday
8:00 am – 5:00 pm NO noon break

Who may avail of the Service:

Clients from different offices/line agencies inclusive of DepED employees

What are the Requirements:

Approved Authority to Travel

Duration:  Within ten (10) minutes

How to avail of the Service:

Step

Applicant/Client

Service Provider

Duration of Activity (Under Normal Circumstances)

Person  in Charge

Fees

Form

1

Requests Certificate of Appearance from the Administrative Division

 

Ask for approved Authority to Travel for DepED employees, IDs for other client/s

 Within 5  minutes

Administrative  Aide  or authorized employee

none

none

2

Register information asked for  in the logbook

Sign Certificate of Appearance

Within 4 minutes

Chief Administrative officer   or authorized employee

none

CA Form

3

 

Issue signed Certificate of Appearance to Client/employee

Within 1 minute

Administrative  Aide  or authorized employee

none

none