Policies and Guidelines on Local Off-Campus Activities

July 25, 2017

CHED MEMORANDUM ORDER NO. 063-17

 

In accordance with the pertinent provisions of Republic Act (R.A.) No. 7722 otherwise known as the Higher Education Act of 1994, Batas Pambansa Blg. 232, the Constitution which states that, "The State shall exercise reasonable supervision over all higher education institutions," and by virtue of Commission En Banc Resolution No. 540-2017 dated July 18, 2017, the following policies and guidelines on local off-campus activities are hereby adopted. HTcADC

ARTICLE I

Rationale

In the Philippines, Higher Education Institutions (HEIs) ensure sustainable teaching and learning delivery process through the conduct of off-campus activities. These are activities conducted by HEIs to supplement and facilitate a more meaningful learning experience for students in addition to the regular classroom instructional programs that are in accordance with specific degree program requirements. These also include non-curricular activities. They are intended to broaden the students' learning opportunities and allow them a feel of the real world, and therefore serve as powerful motivator to strengthen the academe-industry linkage. These learning situations include: internships, educational tours or field trips, field studies, educational linkages, student development activities, non-curricular-based activities such as mission-based, immersion/reach-out programs, conventions, conferences, trainings, volunteer work, interschool competitions, cultural performances and team development activities, among others.

ARTICLE II

Statement of Policies

SECTION 1.  CHED recognizes the academic freedom of the HEIs in promoting quality education for the continuing intellectual growth, the advancement of learning and research, and the education of high level professionals while enriching historical and cultural heritage through the conduct of off-campus activities as part of the curriculum.

SECTION 2.  All HEIs are given the authority to design, determine and approve the conduct of off-campus activities a) as part of a duly approved curriculum as noted by CHED or b) as part of the HEI's particular context or respective mission. Such authority of the HEIs however, shall be exercised with paramount consideration given to the safety and welfare of the student participants.

SECTION 3.  It is the obligation of the HEIs to: (a) adopt mechanisms for safety and welfare of all participants to the off-campus activities; and (b) observe due diligence and strict adherence to the requirements stipulated in this CMO and the Joint Memorandum Circular (JMC).

SECTION 4.  To ensure the well-being and safety of all the students in higher education and guarantee the quality of their learning and exposure, CHED, in partnership with the Department of Tourism (DOT), Department of the Interior and Local Government (DILG), Land Transportation Office (LTO), Land Transportation Franchising and Regulatory Board (LTFRB), League of Cities of the Philippines (LCP), and League of Municipalities of the Philippines (LMP), shall issue separate guidelines for the conduct of all off-campus activities, if needed. CAIHTE

ARTICLE III

Objectives

SECTION 5.  These set of policies and guidelines aim to guide HEIs in the conduct of off-campus activities in order to develop the holistic experience of students and to provide:

5.1  access to efficient and interactive learning for students through meaningful off-campus activities as part of their program requirement embodied in the approved curriculum;

5.2  quality off-campus activities necessary to the acquisition of relevant knowledge, skills, and values;

5.3  mechanisms to exercise due diligence prior, during and after the activities for safety and welfare of the students and HEIs' personnel; and

5.4  mechanisms for the implementation of parallel activities to those students who will not be participating in the activity.

ARTICLE IV

Coverage

SECTION 6.  The CMO shall cover all the conduct of off-campus activities of HEIs within the Philippines, which were approved by the concerned HEI authorities. The activities shall include but not be limited to the following:

6.1  Curricular

a.  Educational Tours/Field trips

•  Visits to reputable firms or government sites and other areas identified by the concerned local government units (LGUs) safe for students;

•  Culture and arts related activities such as visits to museums, cultural sites, landmarks and other related venues; or

•  Plant industry visit, host training establishment visit, and other related visits.

b.  Participation and/or attendance in degree program-relevant events

c.  Field Study/Experiential Learning/Related Learning Experience

6.2  Non-Curricular

a.  mission-based activities (e.g., retreat, recollection, etc.); aScITE

b.  conventions, seminars, conferences, symposiums, trainings and teambuilding;

c.  volunteer work including peer helper programs, relief operations, community outreach and immersion;

d.  advocacy projects and campaigns;

e.  participation in sports activities;

f.  activities initiated by recognized various student groups;

g.  interschool competitions/tournaments; or

h.  culture and arts performances and competition.

ARTICLE V

Definition of Terms

SECTION 7.  For the purposes of this CMO, the following terms are defined as follows:

7.1  Approved curriculum refers to the curriculum duly approved by the HEI and duly noted by the CHED regional offices (CHEDROs).

7.2  Curricular activities are required off-campus activities and are an integral part of the instructional program. All students are expected to attend the scheduled off-campus activity since it is part of the regularly scheduled class time.

a.  Educational Tours refer to off-campus learning activities involving mobility of students with the supervision of authorized personnel outside the premises of the institution which lasts for more than one (1) day, and involves relatively more places of destination than a field trip in accordance with specific degree program requirements.

b.  Field trips refer to off-campus learning activities involving mobility of students with the supervision of authorized personnel outside the premises of the institution but is of relatively shorter duration usually lasting for only one (1) day and with fewer places of destination. DETACa

c.  Field Study/Experiential Learning/Related Learning Experience refer to off-campus activities which are congruent to the learning outcomes of the course in terms of time and context. These activities require substantial off-campus learning as curriculum delivery.

7.3  Institution refers to the HEI where the student is enrolled or where the personnel is employed.

7.4  Non-curricular activities refer to off-campus activities that are considered as non-curricular or non-program-based activities, among others, and are left to the discretion of the concerned HEI for the strategies of implementation as long as the safety and security of the students are duly ensured.

7.5  Off-campus activities refer to activities which include all authorized HEI curricular and non-curricular activities undertaken outside the premises of the institution.

ARTICLE VI

Exclusions

The following off-campus activities shall be excluded from this CMO. However, HEIs shall properly undertake mechanisms to assure due diligence in the conduct of all off-campus activities for the safety and security of the academic community.

SECTION 8.  International Educational Tours or Field Trips. —

International educational tours or field trips shall be governed by CHED Memorandum Order No. 26, s. 2015.

SECTION 9.  Internship/OJT/Practicum. —

Students undergoing local and international internship, practicum or on-the-job training, shipboard training programs, etc. shall be governed by separate guidelines for student internship programs.

ARTICLE VII

Requirements, Obligations, and/or Responsibilities of the Parties Involved

SECTION 10.  Government. —

It is the obligation of government agencies, based on their respective mandates, to provide necessary services, actions, and assistance relative to off-campus activities pursuant to the JMC that shall be issued by and between the following agencies: HEITAD

10.1  Commission on Higher Education (CHED);

10.2  Department of Tourism (DOT);

10.3  Department of the Interior and Local Government (DILG);

10.4  Land Transportation Office (LTO);

10.5  Land Transportation Franchising and Regulatory Board (LTFRB);

10.6  League of Cities of the Philippines (LCP); and

10.7  League of Municipalities of the Philippines (LMP).

SECTION 11.  Higher Education Institutions (HEIs). —

11.1  Responsibilities and Obligations:

The HEIs shall:

a.  Design, determine and approve the activities for the conduct of off-campus activities in accordance with the curriculum requirement and/or HEI's particular context or respective mission. Their design should include the relevance of the activity to the program.

b.  Adopt and implement its own institutional policies, including adherence to requirements under this CMO, as part of its duty to observe due diligence in the conduct of off-campus activities. Failure to do so shall be a cause for imposition of the sanctions as provided in the CMO without prejudice to other liabilities under applicable laws.

c.  Designate the personnel-in-charge (PIC) with appropriate qualifications and experience and when necessary, identify an overall leader from among the PICs.

d.  Ensure a 1:35-50 PIC-student ratio for the curricular activities. For non-curricular activities, the HEIs shall adopt an appropriate PIC-student ratio, as it deems fit.

e.  Ensure safety and welfare of mobility of students through the following transportation vehicles: aDSIHc

e.1  owned by the HEI — Updated/valid documents pertaining to registration, insurance coverage, driver's license, assurance of roadworthiness, among others shall be ensured; and

e.2  third party or sub-contracting — Updated/valid documents pertaining to registration, insurance coverage, driver's license, assurance of roadworthiness, updated/valid franchise with LTFRB or Travel and Tour Operator duly accredited by the Department of Tourism shall be ensured.

f.  Coordinate with the appropriate LGU/s or non-government organizations (NGOs).

g.  Require the students to submit a written consent of the parents or the student's guardian and medical clearance, if appropriate.

h.  Establish mechanisms to provide parallel activities for curricular and alternative activities for non-curricular which provide similar acquisition of knowledge and/or competencies to achieve the learning objectives for students who cannot join the activity. These parallel activities shall not be made as a substitute of a major examination for the purpose of compelling students to participate in said activities. The HEI shall only impose acceptable measures and non-punitive activities to concerned students.

i.  Give due consideration to students or learners with special needs or Persons with Disabilities (PWDs).

j.  Conduct off-campus activities that shall not unduly benefit or accommodate any of the establishments owned by HEI or CHED employees and officials or by an owner who is a relative within the third civil degree of consanguinity or affinity.

11.2  Requirements:

a.  Checklist of requirements:

a.1  Before the off-campus activity

The President must require the submission of the following from its personnel concerned: ATICcS

 

REQUIREMENTS	PROOFS
a.1.1  Curriculum
The curriculum should include the off-campus activity with corresponding unit credits and time-allotment whether lecture or laboratory hours, specifying course title and unit credits.	Course Syllabus which reflects the relevance of requiring an educational tour and field trip
a.1.2  Destination
As much as practicable, destination of off-campus activities should be near the concerned HEI in order to minimize cost. CMO No. 11, s. 1997 entitled, Enjoining All Higher Education Institutions (HEIs) in the Country to Make, Insofar as Practicable, All Registered Museums and Cultural Sites and Landmarks as Venues for Educational Tours and Field Trips and Subjects for Studies and Researches may serve as guide for the places that may be visited among others, registered museums, cultural sites and landmarks that should be in line with the objectives of the off-campus activity.	Appropriate report
The destination and schedule should be relevant to the subject matter.
a.1.3  Handbook or Manual
The requirements and guidelines of the conduct of local off-campus activities should be updated and be included in the students' handbook or manual.	Handbook or Manual
a.1.4  Consent of the Parents or Student's Guardian	Duly notarized/subscribed consent
a.1.5  Medical Clearance of the Students	Medical clearance of the students, if appropriate duly signed by the HEI or government Physician
a.1.6  Personnel-ln-Charge
The designated personnel-in-charge must be an employee of the institution and must have the appropriate qualifications and experiences related to off-campus activities. When necessary, identify overall leader from among the personnel-in-charge.   With appropriate first-aid and medical emergency training.	•  Designation or order from the Administration indicating personnel-in-charge's role and responsibilities before, during and after the off-campus activities         •  Relevant certificate on first-aid training
a.1.7  First Aid Kit
The HEI should provide a complete first-aid kit.	First-aid kit
a.1.8  Fees/Fund Source
The fees to be collected from the students must be duly approved and disseminated to concerned stakeholders.	Duly approved schedule of fees
There should be a breakdown of fund sources and other resources properly secured and accounted for.	Appropriate report
a.1.9  Insurance
The HEI should provide insurance (individual or group) provision for students, faculty and other concerned stakeholders, for the purpose of the activity.	Proof of insurance provision
a.1.10  Mobility of Students
a.1.10.1  Owned by the HE-I	Updated/valid documents pertaining to registration, insurance coverage, driver's license, assurance of roadworthiness, among others.
a.1.10.2  Third party or sub-contracting
a.1.10.2.1  Franchisee	•  Certification from LTFRB for the validity of the franchise of the proposed operator (i.e., legitimate, current and up-to-date), if applicable.
	•  Special Permit from LTFRB if transportation is out-of-line
	•  Updated/valid documents pertaining to registration, insurance coverage, driver's license, assurance of roadworthiness, etc.
a.1.10.2.2  Travel and Tour Operator In cases where the service of Travel and Tour Operator is used, it should be duly accredited by the DOT. If applicable, the HEI must engage an accredited tourist transport vehicle and/or tourist guide with the appropriate permits.	•  Copy of Travel and Tour Operator Accreditation Certificate by the DOT •  Duly approved Plan/Itinerary of travel by the HEI •  Certification from the LTFRB for the validity of the franchise of the proposed operator (i.e., legitimate, current and up-to-date), if applicable. •  Vehicles' updated/valid documents pertaining to registration, insurance coverage, driver's license, assurance of roadworthiness, etc.
a.1.11  LGUs/NGOs
The HEI should duly coordinate with appropriate LGUs/NGOs.	•  Copy of the letter sent to the LGUs •  Copy of acknowledgement letter from the LGUs
Whenever necessary for the safety and convenience of the touring party, advance and proper coordination with the local government units with acknowledged letter from the concerned government agency shall be secured before the scheduled dates of the activity.
a.1.12  Activities
a.1.12.1  General orientation to students	Minutes and attendance of the briefing and consultation conducted to concerned students, faculty and stakeholders
a.1.12.2  Consultation to concerned students, faculty and stakeholders with attached minutes of consultation and attendee's signature
a.1.12.3  Announcement to students, faculty and parents of the activity one (1) or two (2) months before the scheduled date of the conduct of off-campus activities	•  Letters to parents, students and adult companion preferably faculty •  Appointment with conforme of Personnel-in-charge
a.1.12.4  Briefing to concerned faculty and students and provide the needed info materials before the trip	•  Itinerary •  Handy information materials for students
a.1.12.5  Learning journals for students	Standard format of learning journals given to students
a.1.12.6  Emergency Preparedness Plan to be given to students and stakeholders	Appropriate report

 

a.2  During the off campus activity

REQUIREMENTS	PROOFS
a.2.1  Personnel-in-charge, identify overall leader (when necessary) with the following tasks:	List of personnel or attendance
a.2.1.1  Accompany the students from the time they assemble for the off-campus activity up to debriefing	List of students and/or attendance
a.2.1.2  Ensure the provision of the allowable seating capacity of the vehicle/s used. (No student shall be allowed to ride on the roof of motor vehicle or on the boarding platform)	Contract of service with the third party
a.2.1.3  Ensure that program of activities is properly followed as planned or activities can be adjusted as the need arises.

a.3.  After the off-campus activity

REQUIREMENTS	PROOFS
a.3.1  Learning journals of students	Appropriate report/grades
a.3.2  Assessment report/Evaluation Report	Assessment report by faculty including the breakdown of expenses
a.3.3  Expenditure report	Breakdown of expenses
a.3.4  Debriefing of concerned faculty to students to be able to assess acquisition of learning	Report on debriefing program conducted

b.  Submission of Reports:

The HEIs shall submit the following comprehensive reports in compliance with this CMO: ETHIDa

b.1  Certificate of Compliance. A certificate of compliance, duly notarized, certified correct by the PIC, recommending approval by the VPAA and duly approved by the President or Head of the HEI or his/her authorized representative stating that all the requirements have been prepared and duly complied with using the prescribed template shall be submitted to the CHEDRO fifteen (15) days before the activity. (Please refer to Annex A)

b.2  Report of Compliance. A report of compliance must be certified correct by the PIC, reviewed by the Dean or Program Head, recommending approval by the VPAA and duly approved by the President or Head of the HEI or his/her authorized representative listing all the activities and corresponding compliance using the prescribed template shall be submitted to the CHEDRO fifteen (15) days before the activity. (Please refer to Annex B)

b.3  Comprehensive Semestral/Term Report. A semester/term comprehensive report shall be submitted to the concerned CHEDRO at the end of the semester/term of the conduct of the educational tour and field trip using the prescribed template. (Please refer to Annex C)

c.  Exemption from submission of report to CHED

c.1  HEIS awarded as Autonomous, Deregulated, Centers of Excellence/Centers of Development, or Level II accredited programs, and SUCs with at least Level III shall be exempted from submitting Report of Compliance, but are required to submit the Certificate of Compliance (refer to Annex A)

c.2  Submission of reports shall not be required for non-curricular off-campus activities and field study/experiential learning/related learning experience activities. However, for the purposes of transparency, the activities should be posted in conspicuous places and the website of the HEI, if available. TIADCc

SECTION 12.  Students. —

12.1  Responsibilities and Obligations:

Students shall:

a.  Be officially enrolled;

b.  Adhere to the rules and regulations of student manual; and

c.  Submit a learning journal/paper reflecting his/her observations, learnings, findings and noteworthy experiences.

12.2  Imposition of sanctions for non-performance/violation of above-mentioned actions should be in accordance with the HEIs' policies.

ARTICLE VIII

Monitoring and Evaluation

SECTION 13.  The CHEDROs shall conduct a monitoring of the compliance vis-à-vis obligations and liabilities of the HEIs to the documentary requirements and activities undertaken.

SECTION 14.  All HEIs awarded as Autonomous, Deregulated, Centers of Excellence/Centers of Development, or with at least Level II accredited programs, and SUCs with at least Level III shall be exempted from monitoring and evaluation, except when there are complaints related to the conduct of off-campus activities.

SECTION 15.  CHEDROs shall submit a summary of monitoring report of the HEIs within their respective region and submit the same to the Office of the Executive Director (OED) through the Office of Student Development and Services (OSDS).

ARTICLE IX

Fees

SECTION 16.  Students should only be charged for actual costs of transportation, entrance fees and related expenses, subject to consultation. General information on fees related to the conduct of off-campus activities should be included in the student handbook or manual. cSEDTC

ARTICLE X

Violations and Sanctions

SECTION 17.  Violations. — The following are considered violations of these policies and guidelines:

17.1  Failure to comply with any of the requirements in the CMO, such as:

a.  Conduct of orientation or consultation;

b.  Conduct of activity without approval of the President/Head of the HEI;

c.  Verification with agency concerned on road worthiness of vehicles;

d.  Validation of appropriate license of the driver;

e.  Establishment of parallel activities;

f.  Submission of required reports to CHEDRO;

g.  Submission of requirements per required timelines; or

h.  Compliance with the requirements and obligations (Faculty/student ratio, loading capacity of transportation, etc.).

17.2  Imposition of punitive measures upon the student who failed to attend/join the activity.

17.3  Deployment of unqualified PIC.

17.4  All other analogous circumstances.

SECTION 18.  Sanctions. —

18.1  The CHEDROs, after due process, may impose the following appropriate sanctions depending on the nature and seriousness of the violation/s or non-compliance of the HEIs with the policies and guidelines stated in this CMO:

a.  written warning

b.  cancellation of the activity

c.  order the refund of collected fees

Thereafter, CHEDROs are required to submit within thirty (30) days to the CHED Legal and Legislative Service (LLS) actions taken in pursuance of this provision.

18.2  For violation/s or non-compliance of the HEIs affecting the general public and/or national interest, the Commission en Banc, taking into consideration the recommendation of the CHED LLS, may impose the following sanctions depending on the nature and seriousness of the violation/s or non-compliance of the HEIs: AIDSTE

a.  Blacklisting of the third party (franchisee or tour operator);

b.  Suspension from conducting off-campus activities for a period of time as determined by the CEB; and

c.  Repeated violations of the CMO may result to the imposition of penalties such as revocation of permits, downgrading of status, phase-out and such other penalties may be validly imposed by the Commission to the concerned HEIs.

18.3  This is without prejudice to the right of the concerned students/injured party/ies to file the necessary criminal or civil charges or administrative charges against the school and/or its administrators under the civil code or other applicable laws.

ARTICLE XI

Repealing Clause

SECTION 19.  This CMO supersedes CMO No. 17, s. 2012 entitled "Policies and Guidelines on Educational Tours and Field Trips of College and Graduate Students." All previous issuances or part thereof inconsistent with provisions of this CMO are deemed repealed, revoked or rescinded accordingly.

ARTICLE XII

Transitory Provision

SECTION 20.  All HEIs, including SUCs and LUCs, shall immediately fully comply with all the requirements in this CMO upon its effectivity.

SECTION 21.  The moratorium on the conduct of educational tours and field trips entitled "Imposition of Moratorium on Field Trips and other Similar Activities Covered Under CHED Memorandum Order No. 17, Series of 2012, and Review of the Policy to Strengthen Mechanisms that Safeguard All Students at All Levels and Faculty Members in Activities included in the Curricular, Research and Extension Programs of Higher Education Institutions" shall also be deemed lifted upon the effectivity of this CMO.

ARTICLE XIII

Effectivity

SECTION 22.  This CMO shall take effect fifteen (15) days after its publication in the Official Gazette or in a newspaper of general circulation and filing with the Office of the National Administrative Register (ONAR) and shall remain in force and effect until revoked or amended. SDAaTC

Issued this 25th day of July, 2017 n in Quezon City.

For the Commission:

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

ANNEX A

Certificate of Compliance

ANNEX B

Report of Compliance

ANNEX C

Comprehensive Semestral/Term Report

 

n Note from the Publisher: Written as "25th day of July" in the original document.

Published in the Official Gazette, Vol. 113, No. 39, p. 7286 on September 25, 2017.