Policies and Guidelines on Assistance to Students Severely Affected in Areas Declared under the State of Calamity

2014

CHED MEMORANDUM ORDER NO. 022-14

 

In accordance with the pertinent provisions of Republic Act (RA) No. 7722, otherwise known as the "Higher Education Act of 1994", RA 10121 — Philippine Disaster Risk Reduction and Management Act of 2010, CMO No. 9 s. 2013 "Enhanced Policies and Guidelines on Student Affairs and Services" and Commission en banc (CEB) Resolution No. 611-2014 dated 10 October 2014, the Commission on Higher Education, pursuant to its commitment to the utmost achievement of quality, relevant and efficient higher education in the country, hereby adopted and promulgated the following Policies and Guidelines on Assistance to Students Severely Affected by Calamity, thus:

ARTICLE I

Statement of Policies

SECTION 1. The 1987 Philippine Constitution declares that the State shall protect and promote the rights of all Filipino citizens to quality education at all levels and shall take appropriate steps to make education accessible to all. Furthermore, the State shall establish, maintain, and support a complete, adequate and integrated system of education relevant to the needs of the people and society, and that the State shall encourage formal and non-formal, and indigenous learning systems, as well as self-learning, independent, and out-of-school study programs particularly those that respond to the community needs."

SECTION 2. Republic Act 7722, otherwise known as the Higher Education Act of 1994, provides that the powers and functions of CHED shall promulgate rules and regulations and exercise such powers and functions as may be necessary to carry out effectively the purpose and objectives of RA 7722 and for its effective operations and for the continued enhancement, growth and development of higher education. DaTICc

SECTION 3. In support to RA 10121, otherwise known as "Philippine Disaster Risk Reduction and Management Act of 2010", the Commission on Higher Education hereby establishes the guidelines, scope, procedures, mechanics of assisting students currently enrolled in HEIs affected by natural and man-made calamities.

SECTION 4. Consistent with the CHED Order, dated November 13, 2013, Declaring the Temporary Cessation of Operations of Higher Education Institutions in Region 8 and Severely Affected Portions of Regions 6, 7 and other Areas Similarly Devastated by Typhoon Yolanda effective Immediately, this Commission provides humanitarian assistance to students affected by severe calamities as declared by the national government.

ARTICLE II

Definition of Terms

SECTION 5. Assistance. — refers to the act of extending aid in the form of but not limited to financial, technical, humanitarian and other forms of intervention.

SECTION 6. Students. — for purposes of this CMO, refer to persons who are enrolled in higher education studies/degree programs and are affected by natural and man-made calamities as declared by the National Government and/or local government units per RA 10121.

6.1. On-Site Students — refer to the students who are directly affected during the height of the calamities.

6.2. Off-Site Students — refer to the students who are situated outside the area of calamities but the families and/or properties were directly affected/damaged during the said calamities.

SECTION 7. Calamity/Disaster. — refers to natural and man-made which impact may result to loss of life, injury, disease, and other negative effects on human, physical, mental, social, well being, together with damage of property, destruction of assets, loss of services, social and economic disruption and environmental degradation.

SECTION 8. Higher Education Institutions (HEIs). — refer to private or public education institutions operating higher education programs duly authorized by CHED through systems, consortia, satellite campuses in the case of State Universities and Colleges (SUCs) and with branches in the case of private higher education institutions.

SECTION 9. Transfer. — refers to the temporary enrollment of students who are victims of disruption as defined in Section 7 of this CMO in another HEI as defined in Section 8 for purposes of completion of the current semester of the academic year.

SECTION 10. Conferment of Degrees. — refers to the issuance of diplomas to graduating students by the HEI where he/she was enrolled prior to the transfer as defined under Section 8.

SECTION 11. Calamity Management Team (CMT). — refers to the group of officials and staff from CHED Central Office (CHEDCO) and CHED Regional Offices (CHEDROs) assigned by the head of office mobilized to synchronize the implementation of intervention program for students affected by a state of calamity in coordination with Higher Education Institutions (HEIs) and other government agencies.

SECTION 12. Regional Calamity Management Team (RCMT). — refers to the CMT established by the CHEDROs headed by the Regional Directors or designated personnel who will take charge of the coordination between the CHEDCO and the HEIs within their respective region.

SECTION 13. Institutional Calamity Management Team (ICMT). — refers to the CMT established by the HEIs headed by the official designated by the HEI President and serve as the command and information center of the HEI where the affected personnel and students may register for accounting purposes, coordination and assistance.

ARTICLE III

Objectives

SECTION 14. This set of guidelines aims to assist students affected by natural and/or man-made calamities in order to:

14.1 address the immediate need of affected students in terms of financial, technical and other interventions;

14.2 ensure the safety and welfare of the students enrolled in accepting/admitting HEIs;

14.3 facilitate the smooth transfer/mobility of students on temporary basis within the region or nearby regions; and

14.4 provide alternative modes of learning to allow graduating students to finish their degree programs. IEHScT

ARTICLE IV

Scope and Coverage

SECTION 15. This set of policies and guidelines shall apply to all students of public and private Higher Education Institutions affected by natural and man-made calamities as declared by the National Government.

SECTION 16. This set of guidelines shall also apply to public and private HEIs which shall be accepting students affected by natural and/or man-made calamities.

ARTICLE V

Student Admission and Retention

SECTION 17. Required Documents. —

17.1 On-site Students with No Documents

A. Affidavit of Undertaking/Promissory Note,

B. Affidavit of two (2) disinterested parties (e.g., faculty, student), and

C. Certification from HEI, duly signed by the Registrar, Dean or President, or CHEDRO duly signed by the Director

17.2 Off-site Students:

A. Affidavit of Undertaking/Promissory Note, and

B. Certification from HEI, duly signed by the Registrar, Dean or President, or CHEDRO duly signed by the Director

SECTION 18. Procedures for Acceptance of Students with Incomplete Documentation and No Documentation. —

Admission of all student enrollees/transferees even without required academic records while appropriate documentation is being worked out shall be covered by the following:

18.1 Procedures for Acceptance of Students with No documentation

A. For Accepting HEI

1. Facilitate smooth transfer of affected students on temporary basis, ISDHcT

2. Outright acceptance of students on temporary enrolment and facilitate students' submission of:

a. Affidavit of Undertaking/Promissory Note,

b. Affidavit of two (2) disinterested parties e.g., faculty, student, and

c. Certification from HEI, duly signed by the Registrar, Dean or President, or CHEDRO duly signed by the Director

3. Assess and validate the competencies of the affected student.

B. For Originating HEI

1. Issue documents required by Accepting HEI if still available such as:

a. Required documents,

b. Certification, and

c. Notarized affidavit, or other proofs as applicable

2. Coordinate with Accepting HEI to facilitate transfer of student, and

3. Confer graduating students.

C. For Student

1. Complete the submission of missing documents and requirements within a reasonable period of time such as Transcript of Records (TOR) and Certification,

2. Coordinate with originating HEI and execute undertaking as appropriate to the accepting HEI, and

3. If no available documentation, secure Affidavit or testimonies from classmates and faculty and/or submit to other forms of assessment or evaluation of the accepting HEI.

D. For Graduating Students

1. Enroll in HEI offering the same duly recognized program for the current semester of Academic Year to complete the academic requirements. However, the conferment of the degree will be given by the Originating HEI, if capable of providing the degree, otherwise, partner or the accepting HEI will confer the degree following its policies, and

2. Allow to enroll in school or with existing consortium and partnership with State Universities and Colleges (SUCS) or private Higher Education Institutions

E. CHEDRO/CO

1. Issue appropriate certification based on applicable documents from students or Originating/Accepting HEI, and check with NSTP list or Scholarship List

2. Require notarized affidavits from students using the attached template, and

3. Procedures for Acceptance of Students with incomplete documentation.

18.2 Procedures for Students with Incomplete Documents

A. For Accepting HEI

1. Accept students for temporary enrolment and facilitate students' submission of:

a. Affidavit of Undertaking and Promissory Note (Annex A)

b. Certification from HEI/CHEDRO

2. Facilitate smooth transfer of affected students, and

3. Accept Certification from HEI/CHEDRO in coordination with the Originating HEI (subject to admission requirements of Accepting HEI). TDcAaH

B. For Originating HEI

1. Issue required documents if still available,

2. Issue certification, notarized affidavit, other proofs as applicable, and

3. Coordinate with Accepting HEI.

C. For Student

1. Complete the submission of missing documents and requirements within a reasonable period of time such as TOR, Certification, Honorable Dismissal, and

2. Coordinate with originating HEI and execute undertaking as appropriate with the accepting HEI.

D. Graduating Students are advised to enroll in Originating HEIs or partner HEI so that alternative delivery modes of learning will be undertaken. They should be allowed to enroll in sister school or with existing partnership with SUCS or private Higher Education Institutions.

E. CHEDRO/CO

1. In extreme cases, issue appropriate certification based on applicable documents from students or Originating/Accepting HEI, and

2. Require notarized affidavits for students.

ARTICLE VI

Student Financial Assistance

SECTION 19. In line with the urgent measures to facilitate relief and rehabilitation of affected students, the following shall be observed:

19.1 CHED, HEIs and other stakeholders should provide full support and appropriate assistance such as financial, and other grants-in-aid as warranted by the circumstances of the affected students; and

19.2 Accepting HEIs are encouraged to provide temporary relief such as food, clothing and accommodation allowance.

ARTICLE VII

Student Services

SECTION 20. HEIs should provide mechanism to ensure that the students are given the necessary student services as embodied in CMO 9 s. 2013 such as, but limited to the following:

20.1 provide guidance and counseling sessions for students or supply intervention program, as appropriate;

20.2 conduct remedial sessions or bridging programs for students to assist them in coping with academic requirements;

20.3 provide appropriate health, food, safety, and security and other services;

20.4 facilitate temporary accommodation in student dormitories and housing facilities that are safe, clean, affordable, and accessible to the Originating or Accepting HEIs;

20.5 network and link with families which can temporarily adopt the students;

20.6 assist willing students in getting part-time jobs preferably within the accepting HEI's campuses;

20.7 facilitate the retrieval, reconstructing, developing and authenticating of records;

20.8 setting up help desks for accounting of faculty, students and staff of affected HEIs; and

20.9 establish funding assistance for economic and enterprise development for affected students.

SECTION 21. Other appropriate government agencies, non-government offices and stakeholders may provide the needed assistance as coordinated by the concerned higher education institutions.

ARTICLE VIII

Coordination and Communication

SECTION 22. Coordinating Units. —

22.1 Upon declaration of the emergency, calamity or disaster by the national government, the Commission will activate its Calamity Management Team (CMT) to be convened by the Executive Director composed of — aASEcH

A. Chairperson

B. Director, Office of Student Development and Services (OSDS)

C. Director, Office of Programs and Standards Development (OPSD)

D. Director, Office of Planning, Research and Knowledge Management — Knowledge Management Division (OPRKM-KMD)

E. Director/s of affected CHEDRO/s

 The CMT shall act as support to the Chairperson and affected CHEDROs which have the primary responsibility as first calamity responders. Further, the HEIs including the Public and Private HEIs Associations shall work in accordance with the coordination mechanism and policies set by the Commission.

22.2 All CHEDROs shall establish their own Regional CMTs to be headed by the Regional Directors or designated personnel who will take charge of the coordination between the CHEDCO and the HEIs within their respective region.

22.3 All HEIs shall establish their own Institutional CMTs to be headed by the official designated by the HEI President who will take charge of its operation.

22.4 ICMTs will serve as the command and information center of the HEI where the affected personnel and students may register for accounting purposes, coordination and assistance.

 The ICMTs are expected to:

A. account all personnel and students;

B. record the information including taking pictures of the damaged areas and assess the level of damage;

C. coordinate with or report to CHEDROs all gathered related information copy furnished the CHEDCO using the contact details provided in Section 23 item number 6; and

D. provide post-calamity assistance as warranted.

SECTION 23. Communication. —

23.1 CHED Regional Directors or the designated personnel of affected regions through their RCMTs are instructed to undertake all measures in collaboration with each other to track the whereabouts and physical safety of their respective staff and information on affected HEIs and accounting of the students.

23.2 Further, the RCMTs should touch base with the concerned HEIs in their areas using any available means of communication, as well as dissemination of alerts on issuances from authorized government agencies principally responsible for disaster operations and management.

23.3 When the situation warrants, affected HEIs preferably through their ICMTs are expected to coordinate with the concerned Regional Director or designated personnel to ensure that no student, faculty or staff of affected HEIs shall be unduly prejudiced in their academic standing, employment benefits, or other compensation packages due them, as soon as it is convenient for them to do so.

23.4 Affected HEIs shall provide updated information on the status of their institution and the estimate of the damage incurred.

23.5 HEIs are expected to extend assistance to their respective off-site students to touch base with their families living in affected areas.

23.6 To facilitate central communication, everyone is requested to use the following contacts to properly coordinate all concerns and further raise the awareness of all concerned

A. SMS Number: +63949-9376710 (text only, no call)

B. Email Address: [email protected]

C. Facebook: facebook.com/PhCHED.gov

D. Twitter: twitter.com/PhCHED

ARTICLE IX

Monitoring and Evaluation

SECTION 24. Inventory and Monitoring of Affected Students. —

24.1 The CMT shall take charge in consolidating all the information submitted by the ICMTs and RCMTs to be reported to the NDRRMC for possible interventions and reporting to other government agencies as necessary. aASDTE

24.2 The inventory and monitoring activities of every unit will continue until terminated by the Commission.

SECTION 25. Evaluation and Endorsement for Assistance. —

The information gathered will serve as the basis for the Commission to evaluate and identify the level of assistance to be given to the students as discussed in Articles V, VI and VII.

SECTION 26. Information Dissemination. —

26.1 The Commission will take charge of the integrated release of information related to higher education in relation to the effect of calamity.

26.2 Press releases and posting of relevant issuances and information to the CHED website will be handled by the OPRKM-KMD based on the reports provided by the CMT.

26.3 For consistency and accuracy of the information, the ICMTs, RCMTs and HEIs Associations may release their respective information provided they are consistent with the submitted reports to the CMT.

ARTICLE X

Transitory Provisions

SECTION 27. For those students who opted not to enroll for this semester in the current Academic Year, they will be given a grace period of one year from this issuance to avail of the above mentioned assistance.

ARTICLE XI

Approval and Effectivity

SECTION 28. This set of Policies and Guidelines is hereby approved and shall take effect beginning the Academic Year 2014-2015.

(SGD.) PATRICIA B. LICUANAN, Ph.D.

Chairperson

ATTACHMENT

Republic of the Philippines)

Affidavit of Undertaking

I, ______________________________________ (name of student), of legal age, with postal address at _________________________________________ (address of student), after being duly sworn in accordance with law, hereby depose and say:

1. That I am currently enrolled as ____________ (year) under ________________ (course/program) of _________________________________ (name of school), _________________________________________________ (address of institution);

2. That I am victim of the typhoon _________________ (specify the calamity) and that my school ____________________________________ (name of school) has been terribly devastated by the said fortuitous event;

3. That I intend to continue and finish my education despite this calamity;

4. That I promise to submit the requirements needed by the college/university where I will be temporarily admitted on or before _____________________________________________, Philippines.

_______________________

Attested by: ______________________________ Parent/Guardian of Student

SUBSCRIBED AND SWORN to before me this _________ day of ____________________ 20_____, at _________________________________, Philippines, affiant exhibiting to me his/her _____________________________________.

NOTARY PUBLIC

Doc. No. ________;