Supplementary DSWD Internal Implementing Procedures on the Accreditation of Civil Society Organizations

March 30, 2016

DSWD MEMORANDUM CIRCULAR NO. 004-16

 

I. Rationale

Sections 66 and 68 of 2014 and 2015 General Appropriation Act (GAA) respectively, mandate government agencies (GAs) that are implementing programs and projects to transfer funds only to Civil Society Organizations (CSOs) who have been accredited by the Department of Social Welfare and Development (DSWD) in accordance with the guidelines issued jointly by the Commission on Audit (COA), Department of Budget and Management (DBM) and the DSWD, in consultation with other agencies concerned;

The afore-cited GAA provisions tasked the DBM, COA and DSWD to formulate the required guidelines for accreditation of CSOs which resulted to the issuance of Joint Resolution No. 2014-001 (JR 2014-001) entitled Guidelines for Accreditation of Civil Society Organizations as Implementing Entities of Government or Public Funds;

JR 2014-001 served as the legal basis for DSWD's formulation and issuance of the needed implementing procedures through Memorandum Circular No. 5 series of 2015 (MC 5 s 2015).

However, the COA, DBM and DSWD recognized the need for a supplemental JR to address the concerns raised by the different stakeholders, such as but not limited to, the need for a simplified process and requirements for the accreditation of Beneficiary CSOs, issues on the short validity period of the accreditation voluminous documentary requirements and other related concerns.

COA, DBM and DSWD therefore issued Joint Resolution 2015-001 to address these concerns.

With this policy development, there is also a need to supplement the specific provisions of the earlier issued MC 5 s 2015.

These guidelines will provide for the implementing procedures of the DSWD in implementing the provisions of Joint Resolution 2015-001.

II. Details of Supplemental and Amendment

A. Legal Basis of MC 5 series of 2015 is amended to include:

 JR 2015-01, entitled "Supplemental Guidelines for Accreditation of Civil Society Organizations," provides for the accreditation of Beneficiary CSOs as well as the needed improvements of the earlier issued JR 2014-001 on the accreditation of CSOs who would be receiving public/government funds to implement government projects and programs.

B. Definition cited in MC 5 series of 2015 is hereby amended to include the following:

8. Implementing CSO — is a domestic non-stock, non-profit corporation, organization or association, labor organization, workers association, or cooperative, expressing the interests and values of their members or others, based on socio-economic, ethical, cultural and scientific considerations duly registered with the SEC, CDA, and DOLE as the case may be, who would be receiving government/public funds to implement government programs and projects. (DBM, COA and DSWD JR 2014-001)

9. Beneficiary CSO — a group of individuals directly affected by a calamity, crisis or a particular social condition or problem, who have undergone social preparation to become responsible implementers of a particular government program or project using public funds; provided, that at least 75% of members of the CSO comprise the majority of the beneficiaries of such program or project; provided, further, that the group may or may not have its own distinct legal personality.

10. Social Preparation — the process followed by a GA, as described and contained in its manual and guidelines, to prepare individual beneficiaries who are directly affected by a calamity, crisis or a particular social condition or problem to become responsible implementers of government programs and projects; it must include activities to (i) identify, analyze and prioritize needs, and identify solutions to address needs, (ii) prepare proposals, studies and technical designs and financial plans, (iii) form committees and task groups, and (iv) build capacity and capability to undertake the project activities. CAIHTE

C. General Policies of MC 5 series of 2015 is hereby amended to include the following provisions:

1. The Coverage is amended to read as follows:

 These Guidelines cover CSOs that would be engaged by GAs to be the beneficiaries or to implement or co-implement projects and programs using public funds. Further, these Guidelines cover only the accreditation of CSOs. The selection of CSOs by GAs, the actual transfer of funds from GAs to CSOs, or the liquidation or audit of transferred funds, shall be the subject of separate Guidelines to be issued by COA and the Government Procurement Policy Board (GPPB).

2. Criteria for Accreditation

2.1 To be accredited as an implementing CSO, a CSO must meet the following criteria:

a. Must have operated, for at least three (3) years prior to the date of application for accreditation in the Geographical Area(s) of Activity and Technical Areas of Activity/Expertise being applied for accreditation;

b. Must not have any director, trustee, officer or key personnel related within the fourth civil degree of consanguinity or affinity to any DSWD official involved in the processing of its accreditation, or any official of the GAs funding or implementing the program or the project to be implemented by the CSO;

c. Must be in good standing with all GAs from which the CSO has received funds; and

d. Must not be in default or delay in liquidating any funds received from any GA.

2.2 To be accredited as a Beneficiary CSO, a CSO must meet the following criteria:

a. Must be organized and composed of individuals directly affected by a problem or crisis;

b. Must have undergone social preparation specific to the proposed program or project;

c. Must be in good standing with all GAs from which it has received funds; and

d. Must not be in default or delay in liquidating any funds received from any GA.

D. Accreditation Process

1. Filing of Application.

1.1 Submission of Application. Implementing CSOs shall submit their application to the DSWD-Standards Bureau (DSWD-SB), Central Office while Beneficiary CSOs shall submit their application to the DSWD-Field Office Standards Unit (DSWD-FO-SU) which has jurisdiction over the CSO's area of operation.

The following shall be adhered to:

Means of Filing	Where to Address the Application
Application	Implementing CSO	Beneficiary CSO
Walk-in	Bureau Director, Standards	Standards Unit of the DSWD
	Bureau, DSWD, Batasan	Field Office
	Complex, Constitution Hills,
	Quezon City, 1126
Regular Mail/	Bureau Director,	Standards Unit — CSO
Courier	Standards Bureau, DSWD,	Accreditation
	Batasan Complex, Constitution	(please see attached file of the
	Hills, Quezon City, 1126	addresses of the DSWD Field
		Offices)
Electronic Mail	[email protected]	Please see attached email
		addresses of the respective
		Field Offices

1.2 To facilitate the application for accreditation, the applicant shall file the accomplished application form together with the following documentary requirements for submission to the DSWD for assessment and evaluation: DETACa

Documentary Requirements for Both Implementing CSO and
Beneficiary CSO
		New Application	Renewal
Documentary Requirements	Implementing	Beneficiary	Implementing
		CSO	CSO	CSO
A.	Basic Documents
Duly accomplished Original Application Form	/	/	/
•	DSWD-SB-CSOA-001A (Application
	Form) Implementing CSO
•	DSWD-SB-CSOA-001B (Application
	Form) Beneficiary CSO
Location sketches and Photographs of the	/	/	/
principal office and satellite offices (if any)
Organizational Chart	/	/
List of Officers	/
Original Data sheet of the Directors,	/
Trustees, Officers and Key Personnel
•	DSWD-SB-CSOA-05A (CSO Data Sheet)
	Implementing CSO
Original document stating Roster of		/
Members
DSWD-SB-CSOA-005B (Roster/List of
Members)
Documents showing General Agreement of		/
Members to apply for CSO Beneficiary
Accreditation
* If with juridical personality, to submit the
Articles of Incorporation or any of its
equivalent from DOLE/HLURB/CDA
Certified True Copy of Resolution of the
CSO's governing board authorizing the CSO
to apply for the accreditation and to act on
behalf of the CSO
•	DSWD-SB CSO-002A (CSO's Board
	Resolution) Implementing CSO
•	DSWD-SB CSO-002B (CSO's Officers'
	Resolution) Beneficiary CSO
Original Copy of Omnibus Sworn Statement	/	/	/
•	DSWD-SB-CSOA-006A (Omnibus Sworn
	Statement) Implementing CSO
•	DSWD-SB-CSOA-06B (Omnibus Sworn
	Statement) Beneficiary CSO
B.	Documents establishing Corporate
	Existence and Regulatory Compliance
Certified True Copy of the Certificate of
Registration issued by either of the following:
•	Securities or Exchange Commission (SEC);
•	Cooperative Development Authority (CDA);
•	Department of Labor and Employment (DOLE); or
•	Housing and Land Use Regulatory Board (HLURB);
together with the latest Articles of
Incorporation or Articles of Cooperation (as
applicable), By-Laws, and General
Information Sheets (GIS) (for the past 3
years).
Instead of the GIS, the Cooperative Annual
Performance Report (CAPR) or Registered
Workers Association (RWA) for CDA or
DOLE respectively.
Photocopy of Secondary Permit, License or	/
Registration (if applicable, e.g., issued by
DSWD for SWDAs)
Photocopy of valid Business License issued	/		/
by LGU
Photocopy of Certificate of Registration with	/		/
BIR, together with Annual Income Tax
Returns and Audited Financial Statements as
received by the BIR (for the past 3 years)
Original Copy of Sworn Certification issued		/
by the concerned GA that the Beneficiary
CSO has undergone Social Preparation
•	DSWD-SB-CSO-007B (Template of GA's
	Sworn Certificate of CSO's Social
	Preparation)
Photocopy of By-laws and other		/
organizational policies (if any)
C.	Documents Establishing Track
	Record and Good Standing
Original List of Projects and Programs,	/	/	/
whether or not utilizing government funds (for
the past 3 years)
•	DSWD-SB-CSOA-003A (Projects or
	Programs Using Public Funds)
	Implementing CSO
•	DSWD-SB-CSOA-003B (Projects or
	Programs Using Public Funds)
	Beneficiary CSO
•	DSWD-SB-CSOA-004A (Projects or
	Programs Not Using Public Funds)
	Implementing CSO
•	DSWD-SB-CSOA-004B (Projects or
	Programs Not Using Public Funds)
	Beneficiary CSO
Original Copy of Certificate of Good Standing	/	/	/
issued by SEC, CDA, DOLE or HLURB, or its		(If applicable)
equivalent
Original Copy of Certificate of Good Standing	/	/	/
issued by each GA from which the CSO
received public funds, if any
Original Copy of Certificate of Affiliation and	/	/	/
Certificate of Good Standing issued by
umbrella group to which the CSO belongs, if
any
		/		Other Updated
				Documents (if
				any)

 The template forms prescribed in MC05 s 2015 were enhanced to make it more user-friendly.

1.3 Non-Requirement of Certified True Copies — For purposes of a more responsive and speedy process, both for new applications and renewal, CSOs shall submit the required documents upon application, as stated in the above checklist. However, in cases of questionable documents, submission of originals or certified true copies shall be required.

1.4 Beneficiary CSOs. The Accreditation Certificate issued to Beneficiary CSOs is not renewable after its validity period. The concerned CSO shall file a new application for the new project and shall undergo the whole accreditation process.

2 Initial Review of Documentary Requirements, and Validation Visit & Ocular Inspection.

2.1 Initial Desk Review.

 For applicant CSOs as Implementing Entities, steps 2.1 to 2.2 as stated in MC 5 s 2015 are still applicable. However, in cases of applicant CSOs who have been found by substantial information to be non-compliant with any of the set criteria, their application will no longer proceed to the other steps but shall instead be forwarded by the Secretariat to the Accreditation Committee for due process and deliberation.

 On the other hand, for applicant Beneficiary CSOs, the following shall be followed:

a. All applications shall be filed at the DSWD Field Office (DSWD-FO)

 The FO-SU-CSO shall serve as the FO Secretariat and shall conduct the initial desk review using the Accreditation Assessment Tool to check the completeness and authenticity of the documentary requirements submitted by the applicant within two (2) working days. It is a must for the FO-SU-CSO to have a complete list of the CSO Focal per Regional Government Agency and DSWD CSO Focal at the DSWD Field Office per program for easy verification of documents. aDSIHc

a.1. If the documentary requirements are found to be incomplete, the FO-SU-CSO shall return the application documents to the applicant without prejudice to its re-filing. In case of applications filed personally, advance information can be shared by the handling Assessor regarding the lacking documents. A written notice reflecting the results of the desk review shall be sent to the agency duly signed by the DSWD Regional Director.

a.2. If the submitted documents are found to contain forged/falsified documents, such will not be returned to the applicant CSO. This shall serve as evidence in the blacklisting proceedings of the applicant CSO. The following steps will be observed in handling such cases, applicable for applications filed both at SB and FOSU-CSO:

• Verification of the noted falsified/forged document;

• The concerned CSO will be provided an opportunity to explain. The Secretariat will send an official communication to the concerned CSO directing them to provide an explanation on the matter within ten (10) working days from receipt thereof;

• The explanation or reply of the concerned CSO will be deliberated upon by the Accreditation Committee;

• The recommendation of the Accreditation Committee on the matter will be reflected in a Resolution for the Secretary's approval;

• The decision of the Secretary on the matter shall be final and executory. ATICcS

a.3. If the application documents are found to be complete, please proceed to item II.D.2.2 of this guidelines.

b. All FOSU-CSO shall prepare a weekly report on the list of applicants, actions taken and status of all CSOs that have applied whether their applications were accepted or denied. Weekly report shall be submitted to the CSO-SB Secretariat.

2.2 Posting of CSO Application

a. FOSU-CSO shall request the Information and Technology Unit (ITU) of the Field Office to post the details of the applicant CSO at the FO website for a period of ten (10) working days to notify the public of the CSO's application for accreditation and inviting them to provide inputs/comments to the DSWD any derogatory information on the applicant CSO. The same request shall be submitted to the Information Management Bureau (IMB) at the Central Office, copy furnished the SB-CAD.

b. Simultaneously the details about the applicant CSOs must also be posted in visible areas of the DSWD Field Office for a period of ten (10) working days.

3. Derogatory Reports from the Public

3.1. The SB-CAD and FOSU-CSO can receive any derogatory report against the applicant even after the Accreditation Committee has deliberated its application.

3.2. Within two (2) working days from receipt of any derogatory report, the FOSU-CSO and/or SB CAD Secretariat shall notify the applicant and require the applicant to submit an explanation/comment within ten (10) working days from receipt thereof.

3.3. The derogatory reports together with the CSO's explanation shall form part of the CSO's application which shall then be submitted to the Accreditation Committee for appropriate action.

4. Validation Visit and Ocular Inspection.

 The task of validating the applicant Implementing CSO and Beneficiary CSO is lodged with the FO-SU. They are expected to ensure due diligence in the validation of the activities in the needed/various sources of information and probing efforts. Sources can be, but not limited to the following:

- Select beneficiaries of the CSO programs, CSO Staff, ABSNET, C/MSWDO, LGU, Academe, other CSOs, Umbrella Organizations, etc.

4.1. Steps 4.1 to 4.3 are still in effect for the applicant CSOs as Implementing Entity as stated in MC 5 s 2015.

4.4. n For applicant Beneficiary CSOs

a. Conduct a validation visit to verify the existence and operation of the applicant; and

b. Conduct an ocular inspection of the principal and/or satellite offices of the applicant.

c. The programs/projects which have been and/or being implemented or for implementation in the region shall be validated, including other beneficiaries of the said programs/projects.

d. The FO shall complete the foregoing within five (5) working days after receipt of the application.

5. Assessment and Examination.

5.4. n  For applicant CSOs as Implementing Entity

a. The SB CAD shall then assess and examine the FO SU-CSO Report, together with its attachments, if any. TIADCc

b. The SB CAD shall then endorse the application, together with the FO SU-CSO Report, to the Accreditation Committee. The endorsement shall include the findings and assessment of the Secretariat and present it through an Abstract Report.

c. The Secretariat shall complete the foregoing within three (3) working days upon receipt of the FO SU-CSO Report.

5.5. For applicant CSOs as Beneficiary

a. The concerned FO SU-CSO shall prepare and submit to the SB-CAD their full assessment report to include but not limited to the results of its desk review up to validations, attaching thereto scanned copies of all required application documents and pertinent documents if any, within three (3) days after thorough and diligent validation.

b. SB-CAD shall then assess and examine the report with the scanned copy of the pertinent documents submitted by the FO SU-CSO. The result of the SB CAD assessment shall be presented though an Abstract report.

c. The SB CAD shall then endorse the application to the Accreditation Committee for deliberation within three (3) days after receipt of the report from FO SU-CSO.

6. Evaluation and Deliberation

6.2. n During its evaluation and deliberations, the Accreditation Committee shall consider all information on record, including, but not limited to the documentary requirements submitted by the CSO Applicant, the FO SU-CSO Report, the findings and assessment of the Secretariat, any Derogatory Report and matters related thereto. The Accreditation Committee shall complete the foregoing five (5) days after receipt of the endorsement from SB-CAD.

 

 On the other hand, if the applicant CSO Beneficiary is scheduled for deliberation, SB-CAD shall inform the FO SU-CSO of the schedule for the latter to be on standby and be prepared to address the queries of the Accreditation Committee, if any.

8. n  Notification

8.1. n Steps 8.1 through 8.2 shall remain the same as stated in MC 5 s 2095.

8.3. For applicant CSOs as Beneficiary

a. If application is granted:

a.1. The Secretariat shall release the Certificate of Accreditation to the FOSU-CSO who will in turn release the same to the Accredited CSO.

a.2. FO SU-CSO shall inform the Regional GA, if necessary, concerns on the grant of application.

a.3. FO SU-CSO shall coordinate with the Accredited CSO to schedule an orientation on its roles and responsibilities as an Accredited CSO.

b. If application is denied:

b.1. The Secretariat shall inform the FOSU-CSO of the denial of the application of the CSO who will in turn inform the CSO concern.

b.2. FOSU-CSO shall inform the Regional GA, if necessary, concerns on the denial of the application.

c. The Secretariat shall complete the foregoing within three (3) working days from the final action by the DSWD Secretary. In turn, the FO SU-CSO shall complete the same within three (3) days upon receipt of the information from the Accreditation Committee. AIDSTE

9. Validity of the Certificate of Accreditation

 A Certificate of Accreditation issued both to implementing CSOs and Beneficiary CSOs shall be valid for a period of three (3) years from the date of issuance, unless sooner revoked in accordance with the provisions below. In no case shall the period of validity of a Certificate of Accreditation be extended.

E. Continuing Verification and Reporting Section of MC 5 is amended to add the following:

2. n Reporting.

 

2.4 n Every accredited CSO shall submit to the Accreditation Committee an annual accomplishment report, recent annual financial report certified under oath by the Chairperson or Treasurer, and a report of all material changes and updates on accreditation documents already submitted.

F. Revocation of Accreditation

1. Grounds. Revocation of Certificate of Accreditation is hereby amended to include:

1.6. Failure to submit the reports required under Section VII.2, 2.3.

G. Transitory Provisions

1. Implementing CSOs and Beneficiary CSOs that received public funds prior to the effectivity of JR 2014-001, JR-2015-001 and the DSWD MC 5 s 2015, respectively, shall be subject to the pertinent guidelines existing at the time of the fund release.

2. CSOs that have pending application for accreditation shall be governed by the provisions of JR 2014-001 or JR 2015-001 and the DSWD MC5 s 2015, whichever is applicable.

3. Provisions of DSWD Memorandum Circular No. 05 series of 2015 inconsistent hereto are accordingly supplanted.

H. Effectivity

 These Supplemental Guidelines shall take effect immediately.

30th day of March 2016, Quezon City, Metro Manila.

(SGD.) CORAZON JULIANO SOLIMANSecretary

ANNEXES n

 

n Note from the Publisher: Copied verbatim from the official copy. Missing Items 4.2 and 4.3.

n Note from the Publisher: Copied verbatim from the official copy. Missing Items 5.1, 5.2 and 5.3.

n Note from the Publisher: Copied verbatim from the official copy. Missing Item 6.1.

n Note from the Publisher: Copied verbatim from the official copy. Missing Item 7.

n Note from the Publisher: Copied verbatim from the official copy. Missing Item 8.2.

n Note from the Publisher: Copied verbatim from the official copy. Missing Item 1.

n Note from the Publisher: Copied verbatim from the official copy. Missing Items 2.1, 2.2 and 2.3.

n Note from the Publisher: Missing annexes in the official copy. 1. DSWD-SB-CSO-001A (Application Form) Implementing CSO 2. DSWD-SB-CSO-001B (Application Form) Beneficiary CSO 3. DSWD-SB-CSO-002A (CSO's Board of Resolution) Implementing CSO 4. DSWD-SB-CSO-002B (CSO's Officers' Resolution) Beneficiary CSO 5. DSWD-SB-CSO-003A (Projects or Programs) Implementing CSO 6. DSWD-SB-CSO-003B (Projects or Programs) — Beneficiary CSO 7. DSWD-SB-CSO-004A (List of On-going and Completed Projects and Programs Not Using Government or Public Funds) — Implementing CSO 8. DSWD-SB-CSO-004B (List of On-going and Completed Projects and Programs Not Using Government or Public Funds) — Beneficiary CSO 9. DSWD-SB-CSO-005A (CSO Data Sheet) Implementing CSO 10. DSWD-SB-CSO-005B (Roster/List of Members) Beneficiary CSO 11. DSWD-SB-CSO-006A (Omnibus Sworn Statement) Implementing CSO 12. DSWD-SB-CSO-006B (Omnibus Sworn Statement) Beneficiary CSO 13. DSWD-SB-CSO-007B (Template of GA's Sworn Certificate of CSO's Social Preparation) 14. DSWD-SB-CSO-008A (Certificate of Accreditation) Implementing CSO 15. DSWD-SB-CSO-008B (Certificate of Accreditation) Beneficiary CSO 16. DSWD-SB-CSO-009A Checklist of Implementing CSO 17. DSWD-SB-CSO-009B Checklist of Beneficiary CSO 18. DSWD-SB-CSO-010A Assessment Tool for Implementing CSO 19. DSWD-SB-CSO-010B Assessment Tool for Beneficiary CSO 20. DSWD-SB-CSOA-11 (Process Flow)