Implementing Guidelines for the Cash Grants to Medical Students Enrolled in State Universities and Colleges

November 20, 2018

CHED-DBM JOINT MEMORANDUM CIRCULAR NO. 1, S. 2018

 

1.0 POLICY STATEMENT

In consonance with the pertinent provisions and mandate of the Commission on Higher Education (CHED) under Republic Act (RA) No. 7722 otherwise known as the "Higher Education Act of 1994," and pursuant to Special Provision No. 8 Applicable to SUCs, Volume I-B, page 649 of the RA No. 10964 also known as the General Appropriations Act of FY 2018, the conditional implementation in the President's Veto Message Fiscal Year 2018 on December 19, 2017, the Department of Budget and Management and the Commission on Higher Education issued jointly this implementing guidelines to ensure that the amount appropriated shall be used exclusively for the grant of tuition fee subsidy to all medical students enrolled in the EIGHT (8) identified SUCs offering Doctor of Medicine Program.

2.0 PROGRAM TITLE

This shall be known as the Cash Grant to Medical Students Enrolled in State Universities and Colleges (CGMS-SUCs).

3.0 OBJECTIVE

The Cash Grant to Medical Students in SUCs aims to provide tuition fee subsidy to medical students studying in any of the eight (8) identified SUCs.

4.0 COVERAGE

The program is intended for all Filipino medical students, both new and continuing, who are enrolled in the Doctor of Medicine Program for Academic Year 2018-2019 in the following SUCs:

1. Bicol University-Daraga, Albay

2. Cagayan State University-Carig, Tuguegarao City, Cagayan

3. Mariano Marcos State University-#16 Quiling Sur, City of Batac, Ilocos Norte

4. Mindanao State University-Marawi City, Lanao del Sur

5. University of Northern Philippines-Tamag, Vigan City, Ilocos Sur

6. University of the Philippines Manila College of Medicine-Pedro Gil, Manila

7. University of the Philippines Manila School of Health Sciences-Palo, Leyte

8. West Visayas State University-Luna Street, La Paz, Iloilo City

5.0 FINANCIAL BENEFITS

A student-grantee shall be entitled to receive ONE HUNDRED PERCENT (100%) tuition fee subsidy based on the actual tuition fee of their respective SUCs. However, the beneficiary must avail of only one government funded financial assistance program for tuition fee.

6.0 APPLICATION PROCEDURES

6.1 Applicant submits the accomplished CGMS-SUCs Application Form (Annex "A") directly to the SUC concerned together with the required documents before the start of academic year applied;

6.2 SUC evaluates the documents of applicants;

6.3 SUC issues Notice of Award (NOA) using Annex "B";and

6.4 Applicant accepts the NOA.

7.0 TRANSFER OF FUNDS TO SUCS

CHED CO transfers fund based on the master list of students duly submitted by the SUCs using Annex "E".

8.0 FUND SOURCE RELEASE AND DISBURSEMENTS

8.1 The fund requirements for the purpose shall be sourced from CHED appropriations for Cash Grants to Medical Students Enrolled in SUCs offering Doctor of Medicine Program amounting to TWO HUNDRED FIFTY MILLION Pesos (P250,000,000.00);

8.2 The Special Allotment Release Order (SARO) and Notice of Cash Allocation (NCA) release shall be subject to the submission of a special budget request supported by the following:

• Physical Plan (total number of beneficiaries);

• Financial Plan; and

• Monthly Disbursement Program

8.3 Utilization of the fund shall be subject to the usual budgeting, accounting and auditing rules and regulations; and

8.4 All unreleased appropriations and unobligated allotments in the implementation of this program shall be reverted to the General Fund at the end of the validity of appropriations and shall be available for expenditure only upon subsequent legislative enactment.

9.0 RESPONSIBILITIES OF THE IMPLEMENTERS

9.1 SUC

a. Implements this cash grant program subject to the SUC's institutional policy;

b. Creates StuFAPs Committee who will oversee the operation and implementation of the CGMS-SUCs;

c. Determines qualified applicants;

d. Informs and issues NOA to qualified applicants through letter/email;

e. Orients the grantees on their obligations, duties and responsibilities prior to confirmation of acceptance of the award and its duties and responsibilities;

f. Submits to CHED CO the list of beneficiaries under the CGMS-SUCs Form (Annex "E") for the 1st and 2nd semesters of AY 2018-2019 certified by the registrar and approved by the President/Head of HEI, for fund transfer;

g. Submits audited liquidation report in accordance with the budgeting, accounting, and auditing rules and regulations to the CHED CO certified by the Accountant, and approved by the President or Authorized Representative;

h. Provides assistance towards the sustainability of primary care services, public health programs and overall community development in the partner communities by enhancing the teaching-research-public service components of their Doctor of Medicine Program;

i. Extends/develops mechanisms to complement poverty alleviation to financially-disadvantaged but academically-able medical students;

j. Ensures the processing of information of the grantees is conducted in compliance with the Data Privacy Act of 2012, including, but not limited to obtaining full consent to post names on the website and sharing the same with CHED and DOH;

k. Conducts monitoring activities every six (6) months through the submission of a status report on the implementation of the return service program component of the CGMS-SUCs to CHED and the DOH;

l. Maintains an updated database of beneficiaries under the CGMS-SUCs to be submitted to CHED CO; and

m. Submits semestral report with electronic signature of authorized SUCs representative on the utilization of funds to the DBM through the Unified Reporting System including the list of beneficiaries.

9.2 CHED

a. Submits to DBM the special budget request;

b. Ensures that the responsibilities and obligations of SUCs under the MOA are being followed;

c. Receives SARO and NCA for SUC's disbursement to the beneficiaries subject to the usual budgeting, accounting and auditing rules and regulations;

d. Obligates one academic year allocation of grantees based on the list submitted by the SUCs;

e. Facilitates the timely release of fund transfer to SUCs;

f. Receives and records duly audited liquidation reports submitted by the SUCs;

g. Conducts return service work monitoring activities with DOH every six (6) months for graduates who are employed by the DOH, such as those working under the Doctors to the Barrios (DTTB) Program; and

h. Submits reports to DBM and Congress, including the list of beneficiaries, to the DBM through the Unified Reporting System, and to the Speaker of the House of Representatives, the President of the Senate of the Philippines, the House Committee on Appropriations and the Senate Committee on Finance, copy furnish the CHED CO, by posting said reports on CHED's website for a period of three (3) years with electronic signatures of authorized SUC representatives.

9.3 DEPARTMENT OF HEALTH

a. Assists in the placement of the grantees who want to perform their return service work as a Doctor to the Barrios (DTTB) or as a physician in any institution that is under the DOH;

b. Submits status report to CHED and SUCs on the grantees who are rendering return service work as a DTTB or as a physician in any institution that is under the DOH; and

c. Conducts return service work monitoring activities with CHED for graduates who are employed by the DOH, such as those working under the Doctors to the Barrios (DTTB) Program.

9.4 DBM

Releases the SARO and NCA directly to CHED per Annex B of NBC No. 573 dated January 3, 2018.

10.0 RETURN SERVICE

a. If SUCs have an existing internal policy on Return Service duly approved by its governing Board and is being implemented by the institution, the beneficiaries shall adhere to this aforementioned internal policy on Return Service. However, these SUCs with an existing internal policy on Return Service will encourage its beneficiaries to render Return Service with a government institution as enumerated in the list from 1. to 6. found below.

b. If SUCs have no approved Return Service Program, the beneficiaries shall render return service of ONE (1) year within the Philippines for every year of cash grant in a Government Institution, Unit or Agency within the Philippine Health Care System in any of the following programs as deemed relevant and appropriate to the needs of the community:

1. Doctors to the Barrios (DTTB) Program with a minimum of 3-year commitment to the DTTB Program even if the return service work is for less than 3 years;

2. National Public Health Administration and Management Service Programs such as, but not limited to working with the Department of Health;

3. Local Public Health Administration and Management Service Programs such as, but not limited to working with a Municipal Health Office or City Health Office or Provincial Health Office;

4. Accredited Residency Training Program;

5. Health Sciences Academic Institution; and

6. Health Sciences Research and Development Program.

c. The required one (1) year of return service work in the Philippines for every year of cash grant received must be completed within 8 years from graduation.

d. The return service work must start within one (1) year from passing the Physician Licensure Examination.

11.0 TIMELINES

 

PARTICULARS

RESPONSIBLE PERSON/OFFICE/AGENCIES

SCHEDULE

11.1 APPLICATION AND SELECTION

Submission of CGMS-SUCs Application Form with the complete required supporting documents	Student-applicant	before the start of academic year applied
Evaluation of submitted applications	SUCs StuFAPs
Issues NOA to qualified grantees	SUCs
Submission of database	SUCs StuFAPs Coordinator	30 days after the

11.2 RELEASE AND DISBURSEMENT OF FUNDS

Submission of a special budget request with supporting documents	CHED	Within 15 days upon approval of the guidelines
Release of SARO/NCA to CHED	DBM	Within ten (10) working days upon receipt of request
Obligates and releases funds to SUCs	CHED	Within 15 days
Disburse funds to BENEFICIARIES	Concerned SUCs

 

12.0 TRANSPARENCY AND ACCOUNTABILITY

The agencies concerned shall adopt a strict policy on transparency and accountability in the disbursement of the funds and shall be governed by the existing laws.

The SUCs shall submit through CHED CO the semestral reports on the utilization of funds, including the lists of beneficiaries.

The President of the SUCs and web administrators or their equivalent shall be responsible for ensuring that semestral reports including name of scholars are posted on the SUCs website in accordance with the data privacy act.

13.0 SEPARABILITY CLAUSE

If for any reason, any part or provision of this joint circular is declared invalid, any part or provision not affected thereby shall remain in full force and effect.

14.0 REPEALING CLAUSE

All or other issuances that are inconsistent with this Joint Memorandum Circular are hereby repealed or amended accordingly.

15.0 EFFECTIVITY

This Joint Memorandum Circular shall take effect fifteen (15) days after its publication in the Official Gazette or in a newspaper of general circulation.

Signed this _____ day of ____________, 2018.

(SGD.) J. PROSPERO E. DE VERA III, DPAChairman

(SGD.) BENJAMIN E. DIOKNO, Ph.D.Secretary

ATTACHMENT

Memorandum of Agreement

KNOW ALL MEN BY THESE PRESENTS:

This Memorandum of Agreement made and entered into this _________ day of __________________, 2018, by and between:

THE COMMISSION ON HIGHER EDUCATION (CHED), created and operating Pursuant to R.A. 7722, with office address at the Higher Education Development Center (HEDC) Building, C. P. Garcia Avenue, UP Campus, Diliman, Quezon City, represented by DR. J. PROSPERO E. DE VERA III,Officer-In-Charge, Commission on Higher Education, hereinafter referred to as "CHED";

And

SUC,an educational institution of higher learning with office address at _________________________ represented by its President, _____________________________, hereinafter referred to as the "SUC";

And

THE DEPARTMENT OF HEALTH (DOH),the principal health agency in the Philippines, responsible for ensuring access to basic public health services to all Filipinos through the provision of quality health care and regulation of providers of health goods and services, with office address at San Lazaro Compound, Rizal Avenue, Sta. Cruz, Manila represented by DOH Secretary, FRANCISCO T. DUQUE III,hereinafter referred to as "DOH";

WITNESSETH THAT:

WHEREAS, pursuant to Special Provision No. 8 Applicable to SUCs, Volume I-B, page 649 of Republic Act (RA) No. 10964 also known as the General Appropriations Act of FY 2018, as part of the conditional implementation in the President's Budget Action Message Fiscal Year 2018 on December 19, 2017, the Cash Grants to Medical Students enrolled in EIGHT identified State Universities and Colleges (CGMS-SUCs) was created effective AY 2018-2019;

WHEREAS,the Department of Budget and Management (DBM) has appropriated a total amount of TWO HUNDRED FIFTY MILLION PESOS (Php250,000,000.00) to be used exclusively for the grant of tuition fee subsidy under the CGMS-SUCs effective AY 2018-2019, which makes higher education available specifically to students who will enroll in the Medical Program in any of the EIGHT (8) identified SUCs nationwide;

WHEREAS,the DOH's mission is to guarantee equitable, sustainable and quality health for all Filipinos, especially the poor, and to lead the quest for excellence in health;

WHEREAS,the Commission on Higher Education (CHED) in partnership with the Department of Health (DOH) ensures the effective implementation of the CGMS-SUCs, specifically on the Return Service Agreement (RSA) for the program to address the issue of less medical assistance in the barrios caused by maldistribution of doctors;

WHEREAS,the CHED and the DOH have agreed to jointly implement the aforementioned constitutional directives;

NOW, THEREFORE,in order to guarantee the prompt and effective delivery of services to the beneficiaries of the Program, the parties have agreed as follows:

A. OBJECTIVE OF THE PROGRAM

The Cash Grant to Medical Students in SUCs aims to provide tuition fee subsidy to medical students studying in any of the eight (8) identified SUCs.

B. COVERAGE

The program is intended for all Filipino medical students, both new and continuing, who are enrolled in the Doctor of Medicine Program for Academic Year 2018-2019 in the following SUCs:

1. Bicol University-Daraga, Albay

2. Cagayan State University-Carig, Tuguegarao City, Cagayan

3. Mariano Marcos State University-#16 Quiling Sur, City of Batac, Ilocos Norte

4. Mindanao State University-Marawi City, Lanao del Sur

5. University of Northern Philippines-Tamag, Vigan City, Ilocos Sur

6. University of the Philippines Manila College of Medicine-Pedro Gil, Manila

7. University of the Philippines Manila School of Health Sciences-Palo, Leyte

8. West Visayas State University-Luna Street, La Paz, Iloilo City

C. FINANCIAL BENEFITS

A student-grantee shall be entitled to receive ONE HUNDRED PERCENT (100%) tuition fee subsidy based on the actual tuition fee of their respective SUCs. However, the beneficiary must avail of only one government funded financial assistance program for tuition fee.

D. RESPONSIBILITIES AND ACCOUNTABILITIES

1. SUC

a. Implements this cash grant program subject to the SUC's institutional policy;

b. Creates StuFAPs Committee who will oversee the operation and implementation of the CGMS-SUCs;

c. Determines qualified applicants;

d. Informs and issues NOA to qualified applicants through letter/email;

e. Orients the grantees on their obligations, duties and responsibilities prior to confirmation of acceptance of the award and its duties and responsibilities;

f. Submits to CHED CO the list of beneficiaries under the CGMS-SUCs Form (Annex "E") for the 1st and 2nd semesters of AY 2018-2019 certified by the registrar and approved by the President/Head of HEI, for fund transfer;

g. Submits audited liquidation report in accordance with the budgeting, accounting, and auditing rules and regulations to the CHED CO certified by the Accountant, and approved by the President or Authorized Representative;

h. Provides assistance towards the sustainability of primary care services, public health programs and overall community development in the partner communities by enhancing the teaching-research-public service components of their Doctor of Medicine Program;

i. Extends/develops mechanisms to complement poverty alleviation to financially-disadvantaged but academically-able medical students;

j. Ensures the processing of information of the grantees is conducted in compliance with the Data Privacy Act of 2012, including, but not limited to obtaining full consent to post names on the website and sharing the same with CHED and DOH;

k. Conducts monitoring activities every six (6) months through the submission of a status report on the implementation of the return service program component of the CGMS-SUCs to CHED and the DOH;

l. Maintains an updated database of beneficiaries under the CGMS-SUCs to be submitted to CHED CO; and

m. Submits semestral report with electronic signature of authorized SUCs representative on the utilization of funds to the DBM through the Unified Reporting System including the list of beneficiaries.

2. CHED

a. Submits to DBM the special budget request;

b. Ensures that the responsibilities and obligations of SUCs under the MOA are being followed;

c. Receives SARO and NCA for SUC's disbursement to the beneficiaries subject to the usual budgeting, accounting and auditing rules and regulations;

d. Obligates one academic year allocation of grantees based on the list submitted by the SUCs;

e. Facilitates the timely release of fund transfer to SUCs;

f. Receives and records duly audited liquidation reports submitted by the SUCs;

g. Conducts return service work monitoring activities with DOH every six (6) months for graduates who are employed by the DOH, such as those working under the Doctors to the Barrios (DTTB) Program; and

h. Submits reports to DBM and Congress, including the list of beneficiaries, to the DBM through the Unified Reporting System, and to the Speaker of the House of Representatives, the President of the Senate of the Philippines, the House Committee on Appropriations and the Senate Committee on Finance, copy furnish the CHED CO, by posting said reports on CHED's website for a period of three (3) years with electronic signatures of authorized SUC representatives.

3. DEPARTMENT OF HEALTH

a. Assists in the placement of the grantees who want to perform their return service work as a Doctor to the Barrios (DTTB) or as a physician in any institution that is under the DOH;

b. Submits status report to CHED and SUCs on the grantees who are rendering return service work as a DTTB or as a physician in any institution that is under the DOH; and

c. Conducts return service work monitoring activities with CHED for graduates who are employed by the DOH, such as those working under the Doctors to the Barrios (DTTB) Program.

E. RETURN SERVICE

a. If SUCs have an existing internal policy on Return Service duly approved by its governing Board and is being implemented by the institution, the beneficiaries shall adhere to this aforementioned internal policy on Return Service. However, these SUC's with an existing internal policy on Return Service will encourage its beneficiaries to render Return Service with a government institution as enumerated in the list from E.1. to 6. found below.

b. If SUCs have no approved Return Service Program, the beneficiaries shall render return service of ONE (1) year within the Philippines for every year of cash grant in a Government Institution, Unit or Agency within the Philippine Health Care System in any of the following programs as deemed relevant and appropriate to the needs of the community:

1. Doctors to the Barrios (DTTB) Program, with a minimum of 3-year commitment to the DTTB Program even if the return service work is for less than 3 years;

2. National Public Health Administration and Management Service Programs such as, but not limited to working with the Department of Health;

3. Local Public Health Administration and Management Service Programs such as, but not limited to working with a Municipal Health Office or City Health Office or Provincial Health Office;

4. Accredited Residency Training Program;

5. Health Sciences Academic Institution; and

6. Health Sciences Research and Development Program.

c. The required one (1) year of return service work in the Philippines for every year of cash grant received must be completed within 8 years from graduation.

d. The return service work must start within one (1) year from passing the Physician Licensure Examination.

F. SEPARABILITY CLAUSE

If for any reason, any part or provision of this MOA is declared invalid, or any part or provision not affected thereby shall remain in full force and effect.

G. EFFECTIVITY

This Agreement shall take effect upon the date of its signing and remain in full force and effect until terminated by the mutual agreement of both parties.

IN WITNESS WHEREOF,the parties have hereunto affixed their signatures on the date first above written at __________________________________.

 

COMMISSION ON HIGHER EDUCATION	DEPARTMENT OF HEALTH
By:	By:
_______________	_______________
By:
_______________

Signed in the presence of:

__________________

__________________

 

ACKNOWLEDGEMENT

REPUBLIC OF THE PHILIPPINES)_______________________________ ) S.S

BEFORE ME, a Notary Public, for and in City of _______, Philippines, this _____ day of _____________ 2018 at _________________, personally appeared the following persons, with their identification cards, personally known to me (or proved to me on the basis of competent evidence of identity) to be the same persons who executed the foregoing instrument and they acknowledge to me that the same is their free and voluntary act and deed, and the free and voluntary act and deed of the corporations or entities herein represented to wit:

 

NAMES	GOV'T ISSUED ID	Date & Place Issued

 

This document refers to a Memorandum of Agreement, consisting of SIX (6) pages including this page on which this Acknowledgement is written, signed on each and every page by the parties and their instrumental witnesses.

WITNESS MY HAND AND SEAL on the date and at the place first above mentioned.

Doc. No. _____;

ANNEX A

Cash Grants to Medical Students Enrolled in SUCs (CGMS-SUCs)

 

ANNEX B

Cash Grants to Medical Students Enrolled in SUCs (CGMS-SUCs)

 

ANNEX C

Cash Grants to Medical Students Return Service Program Monitoring Form

 

ANNEX D

Return Service Program under the Cash Grants for Medical Students

 

ANNEX E

Masterlist of Beneficiaries