.'

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RepubU~ of the Philip~es DEPARTMENT of AGR~RIAN REFORM \-'

General Memorandum CIrcular No• ...QL. Series of 2005

REVISED GUIDELINES FOR THE IMPLEMENTATION OF FOREIGN AND LOCAL SCHOLARSHIP PROGRAMS FOR DAR PERSONNEL

In the interest of the service and upon the recommendation of the DAR Scholarship Committee, General Memorandum Circular No. 04, s. 1997, is hereby amended as follows to govern the policies on foreign and local scholarship programs in the Department

I. PREFATORY STATEMENT The Civil Service Commission (CSC), through Memorandum Circular No. 10, series of 1989, mandated all government offices to rationalize their Human Resource Development (HRD) programs in order to optimize the performance of their personnel. Such HRD programs include scholarships, training opportunities and other development activities. The National Economic and Development Authority-Special Committee on Scholarships (NEDA-SCS) is responsible for the coordination and administration of Foreign-Assisted Scholarship Programs (FASP). The FASP is a development assistance programs concerned with the availment of foreign-extended study grants as part of the HRD program undertaken by the government to enhance the efficiency and responsiveness of government civil servants. The Department of Agrarian Reform-Scholarship Committee complements the functions of the NEDA-SCS in the Department and implements the eSe-MC No. 10, series of 1989 by rationalizing the solicitation, aceeptllnce and availment of foreign and local scholarships and other training and development activities vis-a-vis the CARP's and the Department's mandate and objectives. DAR's scholarship program is governed by the policies and directives set by both the SCS and the NEDA-SCS.

n.

GENERAL POLICIES

1.

To ensure equitable distribution of SCholarship and training opportunities, invitations from both foreign and local scholarship institutions shall be disseminated to all offices down to the

J

Elliptical Road, Dlliman, Quezon City

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Tel. (632) 928-7031 to 39

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municipal level. A Compendium of courses/training programs in foreign countries based on the NEDA-SCS listing shall also be distributed to all DAR-CO, regional, provincial and municipal offices at the start of the year to build up a database of potential applicants for specific study areas. Application shall be active for two years only. However, if applicants are still interested in the course, some requirements will have to be updated.

III.

2.

Foreign and local scholarship programs shall be open to all employees of the Department in the following order of priority, unless otherwise required by the Civil Service Commission and the NEDA-SCS: permanent, co-terminus or temporary.

3.

Availment of foreign scholarship programs, study tours, and other related activities shall be handled and approved by the National Scholarship Committee. All local scholarship programs shall be processed by the Regional Scholarship Committee and approved by the National Scholarship Committee.

4.

The Scholarship Committee at all levels shall consider the scholarship programs based on the following factors: 4.1

Relevance of the field of study to the competency requirements of the position and the specific needs and development thrusts of the different units/offices within the department.

4.2

Relevance of the field of study to the position held by the nominee.

4.3

Availability of funds.

DEFINITION OF TERMS 1.

"Foreign Scholarship Programs" refer to the programs of technical assistance from various bilateral and multilateral donor agencies/countries/institutions, which essentially consist of a set of grants involving academic studies/foreign trainings awarded to indiViduals from the govemment and the private sector in the interest of public service. Such grants are to be utilized, through an established process, by govemment personnel/officials after satisfactorily meeting a set of criterialrequirements including a prescribed service obligation upon completion of said grants.

2

2.

"Local Academic Scholarships" refer to any academic programs/studies/fellowships held locally for the pursuit of higher degree of specialization in a technical or scientific field at a recognized institution of higher leaming. They are designed for the professional advancement of the grantees in line with their work. "Short Term Trainings" refer to technical trainings or seminars, conferences, workshops and/or conventions which are held locally. They are designed either as a practical program to enhance the grantees' knowledge and skills in the present job or to meet specific development needs and to provide a forum for exchange of views with experts. These exclude specialized trainings geared for particular people performing specialized functions which no other personnel in the Department are doing. In which case, selection and nomination shall be done by the respective head of office where such personnel is stationed.

3.

4.

IV.

"Full-time Study Leave on Official Time" refers to assistance in the form of six months study leave on official time which may be granted to qualified employees who need to go on full-time study leave to help them prepare for their bar or board examinations or complete their masters/doctoral degree. For completion of masters/doctoral degree, the study leave shall not exceed four (4) months. This can be given to those who have not availed of Civil Service-Local Scholarship Program (CSC-LSP) and would not need additional financial support for their study. THE DAR SCHOLARSHIP COMMITTEE

To conform with the broader scope of HRD and personnel development as envisioned by CSC-MC NO.1 0-89, the DAR Scholarship Committee is hereby reconstituted as follows: A. National Scholarship Committee

Chair Vice Chair Members

Undersecretary, FMAO

Director IV, BARIE

Director, Administrative Service

Permanent Representative/Alternate, Permanent Representative/Alternate, Permanent Representative/Alternate, Permanent Representative/Alternate, DAREA Representative

OSEC PPLAO FOO SSO

3

The Committee shall have the following functions:

1.

Formulates and implements a comprehensive approach towards the solicitation of local and foreign scholarship training grants from various institutions, acceptance and utilization of scholarships and other related opportunities.

2.

Screens and selects the most qualified personnel from the roster of prospective nominees for subsequent endorsement to the sponsoring agency.

The Committee shall be assisted by the Secretariat from the Bureau of Agrarian Reform Information and Education (BARIE). The Secretariat shall have the following functions:

1.

Provides the Scholarship Committee with the list of qualified employees based on the nominations submitted by the different heads of offices/units.

2.

Pre-screens the nominees endorsed by the different heads of offices/units based on qualification requirements of the course, the Department, NEDA-SCS and other institutions for deliberation by the Committee.

3.

Solicits local and foreign scholarship grants from various institutions and in the process develop an inventory of training programs.

4.

Announceslissues notices of available training or scholarship opportunities to the various offices/units of the Department and solicit nominations for the train ing.

5.

Prepares and facilitates approval of pertinent papers relative to the scholarship or study grants such as memoranda, special order and travel authority, if applicable. However, processing of passport and travel tax exemption shall be the responsibility of the grantee.

6.

Informs heads of offices/units and nominees as to the status of their nomination.

7.

Issues notices of meeting to all members of the Committee.

8.

Maintains records of Committee deliberations and other documents relative to availment of scholarships or study grants.

4

9.

Prepares quarterly and annual reports on the accomplishment of the Committee for the Secretary and Regional Offices.

10.

Prepares scholarship announcements/notices/invitations as well as results of deliberation and list of deliberated nominees for recommendation to NEDA/Donor institution.

11.

Monitors status of foreign and local scholars/grantees.

B.

The Regional Scholarship Committee

Chair Vice-Chair Members

Asst. Regional Director for Administration Chief, Administrative Division Permanent Representative/Alternate, FOO Permanent Representative/Alternate, SSO Permanent Representative/Alternate, PPLAO Permanent Representative/Alternate, RD DAREA Representative

The Regional Scholarship Committee shall have the following functions:

Screens and selects the most qualified nominees from the roster of prospective participants for the training course/scholarship under consideration for subsequent recommendation of the Regional Director to the National Scholarship Committee in case of foreign scholarships or processing in case of local academic scholarships and short term trainings. The Regional Scholarship Committee shall be assisted by a secretariat composed of staff from the Personnel Section to be assisted by personnel from the I & E Division.

It shall have the following functions:

1.

Provides the Regional Scholarship Committee the list of qualified employees based on the nominations submitted by the different heads of offices/units of the Regional, Provincial and Municipal Offices.

2.

Pre-screens the nominees based on qualification requirements of the course, the Department, and the NEDA-SCS or donor institution for deliberation by the Committee.

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3.

Announces/issues notices of available training or scholarship opportunities to the various offices/units of the regional and provincial offices and solicit nominations for the training.

4.

Issues notice of meeting to all members of the Committee.

5.

Monitors the performance and progress of re-entry plan of scholars in the region, provinces and municipalities.

6.

Maintains records of Committee deliberation and other documents relative to availment of scholarships or study-grants.

7.

Prepares quarterly, semestral and annual reports on the accomplishment of the Regional Scholarship Committee for submission to the National Scholarship Committee.

8.

Posts scholarship announcements, notices, invitations as well as results of deliberation and list of approved deliberated nominees for recommendation to the National Scholarship Committee in case of foreign scholarships and local donor institutions in case of local scholarships.

Meetings The Scholarship Committee at all levels shall meet at least once a month, the date, time and venue to be arranged by the Secretariat. The presence of majority of the members shall constitute the quorum. In cases where the Chair is absent and there is no quorum but more than four (4) members are present, the meeting will proceed and the member will make recommendations to the Chair. If the Chair agrees to the recommendations, he will sign the conforme on the deliberation results and this will be treated as the majority decision. If the Chair is present in the meeting but there is no quorum, the deliberation will proceed but the proceedings will be routed to the other members to get the majority decision. If four (4) or less members are present, the meeting will be rescheduled. In any case, if any item needs the Committee's urgent decision, the Secretariat shall route the agenda to each Committee member and get individual votes. The votes shall be tabulated to get the majority decision. In case of tie and in cases involving financial and policy matters, the final decision shall be made by the Chair.

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v.

DAR SCHOLARSHIP PROGRAMS

A.

Foreign Scholarships

Basic Qualification Requirements

1.

Unless otherwise specified by the donor country, institute or agency, nominees for academic study must not be more than forty-five (45) years old at the time of application.

2.

The nominees must be holding a permanent position and must have sufficiently demonstrated ability and experience in the field of stUdy. Only when no permanent employees qualify can employees with co-terminous or temporary appointments be considered.

3.

Nominees who previously availed of any scholarship, fellowship, training or study grant should have completed the service obligation as provided for in the scholarship service contract before they can apply for another scholarship.

4.

The nominees must have rendered two (2) years of government service, with at least one (1) year of the required service in the Department.

5.

The nominees should not have any pending scholarship nomination (local academic or foreign) at the time of deliberation.

6.

The nominees must not have any pending administrative and/or criminal charge filed against him/her as certified by the Legal Division.

7.

The nominees must be physically and mentally fit as certified by a licensed physician.

8.

The nominees must have been rated at least Very Satisfactory (VS) in the two (2) appraisal periods immediately preceding the nomination.

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Documentary Requirements

The following documentary requirements are to be submitted to the National Scholarship Committee: 1.

Duly accomplished scholarship application form and attached Certification of Clearance from administrative/criminal liability issued by the Legal Office where the nominee comes from and verified by the Legal Service, Central Office.

2.

Endorsement from the Regional Scholarship Committee in the case of regional/provincial/municipal applicants.

3.

Recommendation from immediate supervisor or head of office.

4.

Certified copy of service record issued by the Personnel Division.

5.

System for Performance Evaluation and Employee Development (SPEED) for the last two rating periods.

6.

List of trainings attended duly certified by the Personnel Division.

7.

Certified copies of transcript of records and college diploma.

8.

Justification on the relevance and usefulness of the course to the competency requirements of the nominee and to the needs of the office/unit as certified by the immediate supervisor.

9.

Consent of spouse, if applicable.

10.

Certification of availability of funds issued by the head of nominating office.

11.

Certification of non-withdrawal from the nomination.

Evaluation and Selection

Final selection of nominees to foreign scholarships shall be centralized at the Nationai Scholarship Committee with endorsements from the Regional Scholarship Committee, when applicable. Applicants who submitted complete documentary requirements and passed the basic minimum qualification requirements of the NEDA-SCS and the donor country/institution shall be evaluated based on the following criteria:

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1.

Length of Service refers to the number of years that the nominees have served the government. This shall be given due credit as a recognition for loyalty and dedication to the civil service;

2.

Educational background refers to the nominees' earned relevant and other non­ undergraduate, graduate. post-graduate diploma/academic trainings;

3.

Relevant experience and potential refers to the relevance of the position or official functions of the nominees to the field of study. This shall be based on the competency requirements of the position; and

4.

Performance refers to the rating that the nominees obtained during the two appraisal periods immediately preceding the nomination. The Committee shall abide by the evaluation made by the nominees' supervisor in terms of performance.

Recommendation 1.

The Chair or in his/her absence, the Vice-Chair. after due deliberation by the Committee, shall recommend the most qualified candidates or principal to the NEDA-SCS or to the inviting institution.

2.

The nominees must report to the Secretariat after the NEDA interview to inform of the results of the interview.

Final Processing Once the nominees are accepted by the sponsoring country/institution and the official confirmation is received. the National Scholarship Secretariat shall inform the nominees of such acceptance and prepare the necessary travel documents for the approval of the Secretary. Non-completion of Study Grants. Failure, Incomplete Grades Leave of absence and dropping of SUbjects shall not be allowed unless under circumstances beyond the control of the scholars such as serious illness which will incapacitate the grantees to report to the school or training institution. In any case, request for leave of absence or dropping of subjects should be filed with the Scholarship Committee at least two months before the end of the term. Scholars who discontinue their studies or who fails to complete the course due to their own fault or willful neglect, shall be barred from participating in any future DAR scholarship and will be asked to refund

9

in full the amount incurred by the Department in relation to their scholarship grant including salaries and all benefits while they are on official leave. In case of academic scholarship, failure in any subject, comprehensive examination or thesis shall be ground for termination of the grant. Extension

In case where the grantees would need an extension of the scholarship to complete the course, they shall submit a formal request to the National Scholarship Committee with justification and recommendation from the school/institution six (6) months prior to expiration of their travel authority or special order in case of academic programs. For non-academic and short duration trainings, request for extension must be filed at least within the first half of the training period. Extension shall be allowed for a maximum period of six (6) months. The grantees shall execute a supplementary training contract covering the extension. Exception

In case the National Scholarship Committee Secretariat cannot announce available scholarships/training programs due to time constraints, it shall refer to its roster of prospective nominees from those who have been previously nominated/recommended for deliberation by the Committee and those who sent applications based on the Compendium of courses for the year. B. Local Academic Scholarships

Basic Qualification Requirements

1.

Nominees must meet the specified qualification standards of the course/donor agency.

2.

Nominees shall not be more than forty-five (45) years old at the time of application.

3.

Nominees must hold a permanent position and must be currently performing duties and responsibilities relevant to the field of stUdy being applied for.

4.

Nominees who previously availed of any scholarship, fellowship, training or study grant should have completed the service requirement as provided for in the scholarship service contract

10

and have submitted the required reports pertaining such scholarship. 5.

Nominees must have rendered two (2) years of government service, with at least one (1) year of the required service in the Department

6.

Nominees should not be enjoying/holding any other scholarship/granVnomination (local academic or foreign) at the time of deliberation.

7.

Nominees must not have any pending administrative/criminal charge as certified by the Legal Office.

B.

Nominees.must be physically and mentally fit as certified by a licensed physician.

9.

Nominees must have been rated at least Very Satisfactory (VS) in the two appraisal periods immediately preceding the nomination.

Documentary requirements to be submitted to respective scholarship committees:

1.

Letter of Application addressed to the Chair, Scholarship Committee

2.

Recommendation from immediate supervisor or head of office

3.

Certified copy of service record

4.

Certification of clearance from administrative liability issued by the Legal Office

5.

System for Performance Evaluation and Employee Development (SPEED) for the last two rating periods

6.

List of trainings attended certified by the Personnel Division

7.

Certified statement of actual duties and responsibilities

B.

Certified copies of transcript of records and college diploma

9.

Justification on the relevance and usefulness of the course to

11

the competency requirements of the nominees and to the needs of the office/unit as certified by the immediate supervisor 10.

Consent of spouse, if applicable

11 .

Certification of availability of funds issued by the head of office

Application, Evaluation and Selection

Application, evaluation and selection of nominees for Local Academic Scholarships shall be lodged at the different Scholarship Committees as follows: Central Office units Regional/Provincial! Municipal Offices

- National Scholarship Committee - Regional Scholarship Committee

Manpower requirements and availability of funds shall be considered in determining the number of slots to be opened. Based on the announcement, any interested employee may apply directly to the institution/s offering said scholarship/s, provided that they meets the basic qualification requirements specified in (B). For this purpose, they must submit all documentary requirements to the Secretariat of the respective scholarship committee and get a certification from the Scholarship Committee Chair that they are eligible for local academic scholarship. Upon passing the qualifying examination/interview and receiving the acceptance notice, the same must be submitted to the Secretariat for inclusion in the applicants' file. The Scholarship Committee shall then deliberate to officially nominate the candidate to the local academic scholarship. In cases where the number of qualified candidates exceed the number of available slots, the scholarship committee shall prioritize nomination based on the same criteria for screening candidates to foreign scholarships. Those who cannot be accommodated during the present semester may be nominated during the succeeding semester. In such case, deferment of the scholarship grant avaifment must be requested by the sponsoring institution. If deferment is not allowed, the Committee will decide whether or not to increase the number of nominees or enforce the limit on the number based on such considerations as availability of funds and manpower requirement.

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(

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Non-completion of Study Grants. Failure, Incomplete Grades

Leave of absence and dropping of sUbjects shall not be allowed unless under circumstances beyond the control of scholars such as serious illness which will incapacitate the grantee to report to the school or training institution. In any case, request for leave of absence or dropping of subjects should be filed with the Scholarship Committee at least two (2) months before the end of the term. Scholars who discontinue their studies or who fail to complete the course due to their own fault or willful neglect shall be barred from participating in any future DAR scholarship and will be asked to refund in full the amount incurred by the Department in relation to their Scholarship grant. In case of academic scholarship, failure in any subject, comprehensive examination or thesis shall be ground for terminati~n of the grant. Extension

In case where the grantees would need an extension of the scholarship to complete the course, they shall submit a fonnal request to the National Scholarship Committee with justification and recommendation from the school/institution six (6) months prior to expiration of the special order in case of academic programs. For non-academic and short duration trainings, request for extension must be filed at least within the first half of the training period. Extension shall be allowed for a maximum period of six (6) months. The grantees shall execute a supplementary training contract covering the extension. Allowances

Request for allowances must be made within the first tenn of the scholarship. The request along with justification Why such allowance is necessary and recommendation from the head of office must be submitted to the National Scholarship Committee for deliberation. Grantees of a local academic scholarship may be given a book allowance per semester or tenn of not more than P1 ,000.00 SUbject to availability of funds in their mother unit.

C.

Technical Trainings

The competency profile prepared by the Bureau of Agrarian Refonn Information and Education (BARIE) shall be used as the basis for determining the competency requirements of different DAR offices/positions. The profile shall be updated regularly to keep-up with

13

ensure that the training is relevant and necessary to the competency requirements of the office. In any case, approval of attendance to such trainings shall be subject to availability of funds of the concerned office. For monitoring purposes, the Scholarship Secretariat and the Personnel Division shall be furnished with a copy of the Special Orders issued relative hereto.

D.

Self-5olicited Scholarships

Self - solicited scholarship or personal invitations especially those which do not require counterpart funding from the Department or GOP are encouraged but shall be endorsed by the nominee's head of office and SUbsequently pass the National Scholarship Committee for approval. , Grantees of self-solicited scholarships that would need financial assistance from DLR (airfare, stipend, logistic support, official time) must submit a written request to the concerned Scholarship Secretariat at least one month prior to the start of the course. Such request Shall be SUbject to approval of the Scholarship Committee.

E.

Full-time Study Leave on Official time

1. Completion of Master'slDoctoral Degree Full-time stUdy leave for a maximum period of four (4) months to complete a master's/doctoral degree may be granted to qualified DLR employees. Under this local scholarship type, grantees shall receive their regular salaries and allowances, SUbject to accounting and auditing rules and regulations but will not get additional financial support for tuition, book allowance and thesis.

Basic Qualification Requirements 1.

Nominees must have been accepted in a academic institution to be considered for full-time study leave on official time.

2.

Nominees must be holding a permanent position and must rendered at least two (2) years of service in the Department.

3.

Nominees,

who

previously availed

of

any

have

schOlarship,

14

fellowship, training or study should have completed the service obligation as provided for in the scholarship service contract and have submitted the required reports pertaining to such scholarship. 4.

Nominees should not be enjoying/holding any other scholarship/granUnomination (local academic or foreign) at the time of deliberation.

5.

Nominees must not have any pending Administrative/criminal charge as certified by the Legal Office.

6.

Nominees must be physically fit as certified by a licensed physician.

7.

Nominees must have been rated at least Very Satisfactory (VS) in the two appraisal periods immediately preceding the nomination.

8.

Nominees must have obtained a semestral average grade of 1.75 for courses previously completed and must have no failing or incomplete grade in any subjects taken.

Documentary Requirements to be submitted to respective scholarship committees:

1.

Accomplished Scholarship Application Form

2.

Recommendation from immediate superior

3.

Certified copy of service record

4.

Certification of clearance from administrative liability issued by the Legal Office System for Performance Evaluation and Employee Development (SPEED) for the last two rating periods

5. 6.

List of trainings attended certified by the Personnel Division

7.

Certified statement of actual duties and responsibilities

8.

Certified copies of transcript of records and diploma (college) and grades in SUbjects taken under the master's degree program applied for

9.

Justification on the relevance and usefulness of the course to the competency requirements of the nominee and to the needs of the office/unit

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10. Consent of spouse, if applicable 11. Certification of availability of funds issued by the head of the nominating office

Application, Evaluation and Selection The respective Scholarship Committees shall be guided by the folloWing in selecting grantees under this program type. Only one (1) employee per office (Bureau, Service, Unit) may be allowed to avail of the full-time study leave per year. The Head of Office should prioritize ' candidates as follows: 1st 2nd

-

-

Employees who wish to continue/complete masters/doctoral degree directly related to office function. Employees who wish to continue course not directly related to present work but necessary for their professional development.

Obligation of the Grantees The grantees of the full-time official study leave must complete the masters/doctoral degree not exceeding four (4) months and maintain a semestral average grade of not lower than 1.75 for Commission on Higher Education classified first-rate schools or 1.5 for other institutions. The grantees must execute a service obligation to the department as follows:

T

Service Obligation Period of Grant Six-l61months One(1lmonth One (1) vear Two (2) to three (3) months More than three (3) months to six (6) Two (2) years J:TlClnths ---L

I

and must submit a semestral report of grades to the Scholarship Committee,

Non-Completion Extensions

of

Study

Grants.

Failure,

Incomplete

Grades,

The provisions on Leave of Absences, Dropping of SUbjects, Failure, Incomplete Grades and Extension under the Local Academic Program shall apply to this type of Scholarship.

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•

Failure to meet the grade requirement and/or non-completion of the course shall forfeit the grant and shall be ground for reimbursement by the grantees of the salaries and allowances given to them by the Department. In such case, payment through salary deduction will start one month upon retum to office of the grantees and will continue until the amount is fully paid. The grantees shall be given a maximum of three (3) years to pay this amount.

2. Review Class Objectives ofthe Review ClasS A.

To provide assistance and moral support in terms of grant of official time and financial aid in the form oftuition/review fees to qualified DLR employees who may want to take review classes no longer than six (6) months.

B.

To ensure the advancement and retention of an effective, efficient and professional workforce in the public service.

Beneficiaries All DLR employees (1 8t and 2 nd level) holding a permanent appointment may apply to this program.

Coverage This covers review classes in law, engineering, accounting and other similar professional courses, determined by the management as relevant and necessary to the function and mandate of the Department, for a period no longer than six (6) months.

Review Guidelines A. The following benefits shall be granted only once to qualified employees: 1.

Review classes on official time with pay.

2.

Review/tuition fees not exceeding Five Thousand (P5,OOO.OO) pesos for the duration of the course chargeable against grantee's office' funds.

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B. Selection Criteria Basic Qualification Requirements:

1. Have rendered two (2) years of government service, with at least one (1) year of the required service in DAR. 2. Have been rated at least Very Satisfactory (VS) in the last two (2) rating periods. 3.

Have no pending administrative/criminal case at the time of application and for the duration of the study grant nor previously found guilty of any administrative/criminal offense.

4.

Have no pending application or service obligation for a scholarship/training under another program at the time of application.

5.

Recommendation by the respective Head of Office taking into consideration the following concerns: 5.1 Relevance and necessity of the profession in relation to the function and mandate of the Office/Department 5.2 Delivery of the Office service shall not be disrupted by the employees availment of the review classes 5.3

Availability of funds.

C. Administration 1. Interested parties may secure the application fonns from the Scholarship Secretariat of the Central/Regional Office. 2. The applicants shall file the duly accomplished application tonn with recommendation from the Head of Office concerned, together with the required documents including the scholarship contract bearing the signatures of the guarantor and one witness, to the following offices:

18

I

'-.­

Recommending

Approving

2.1 Central Oflice

Head of Office/ Service/Bureau

2.2 Region/Province/ Municipal

ChairNice-Chair, Reg'l. Scholarship Committee

ChairNice Chair, National Scholarship Committee ChairNice Chair, National Scholarship

Committee

Obligations of the Grantees

1.

The grantees upon approval of the study grant shall enroll immediately in the review class they intend to take, provide such review class shall not be longer than six (6) months in duration. Initial payment of tuition /review fees shall be made by them but shall be reimbursed upon presentation of the original and official receipt of payment as well as the official schedule of review class issued to the grantee by the review center/school.

2.

The grantees shall issue a letter of undertaking that after the completion of the review class and passing the examination, they are willing to be reassigned to another office as may be reasonable and necessary.

3.

They shall report for work in their offices immediately upon the completion/tennination of hislher review and/or board/bar examination. The grantees must execute a service obligation to the Department as follows:

Period of Grant One (1) month Two (2) to three ill months More than three (3) months to six (6) months

l

Service Obligation Six (6) months One (1) year Two (2) years

If unable to report back within thirty (30) days after the examination, they shall be considered absent without official leave (AWOL) and their corresponding absences shall be deducted from their current accumulated leave credits or salary whichever is applicable. 4.

They may be allowed to transfer to another government agency provided that he/she rendered at least one (1) year service obligation to the Department, and shall continue their service obligation to the govemment offICe where they will transfer.

19

5.

They shall submit to the Central/Regional Office Scholarship Secretariat a certificate of completion for the review and certification that they have actually taken the examination as scheduled, to be issued by the agency who conducted such examination.

6.

They shall maintain at least a Very Satisfactory performance rating for the two-year service obligation. If and when the performance of the grantees, within the two-year period of their service obligation to the Department is unsatisfactory or poor as reckoned by the Departmenfs System for Performance Evaluation and Employee Development (SPEED), they shall pay all the financial assistance extended to them by the Department dUring the review period, after which the remaining service obligation is deemed waived.

7.

They shall pay in full all financial support extended to them by the Department for failure to fulfill the service obligation due to voluntary retirement, resignation, transfer to private agency or other similar reasons. However, in case of permanent disability or death of the grantees in the course of their review or payment period, the corresponding amount extended by the Department to the grantees shall be considered fully paid after presentation and validation of evidence. Such evidence/proof shall be validated by their immediate supervisor, and the CentrallRegional Office Scholarship Secretariat.

8.

In case the grantees fail to complete the review class and/or take the board/bar examination due to inadequate preparations or other similar reasons, their stUdy grants shall be terminated and they shall pay back in full the amount given for tuition/review fees and the corresponding absences shall be deducted from their current accumulated leave credits or salary, whichever is applicable.

Obligation of the Guarantor

The guarantors, who are immediate family members, closest relatives or next of kins shall be held liable for all the monetary accountabilities relevant to the study grant in case the grantees shall fail to comply with their monetary obligations. Obligation of the Grantor

1.

The grantor shall allow the grantees to attend review class on official time, subject to compliance by the grantees of the appropriate reqUirements as set forth in these guidelines and the accomplished contract.

20

,

, . '

I

"--'

2. The grantor agrees to support the grantees' review in the fonn of tuition/review fees not exceeding Five Thousand (Php5,OOO.OO) Pesos chargeable against the available funds of the office where they are assigned. 3.

VI.

The grantor may terminate the grantees' study grant if they fail to complete the review class and/or take the board/bar examination and shall require them to refund all the financial assistance extended to them during the review period.

CONTRACT STIPULATIONS Successful recipients of scholarship grants for foreign and local academic scholarships, short tenn trainings, full-time study leave on official time including those who obtained such grant through personal solicitation or as project counterpart, shall sign a contract with the Department binding themselves to certain tenns and conditions pursuant to Executive Order No. 161. For breach of contract, the grantees shall pay the government, through the Department, all expenses incurred during their scholarship grants and shall be barred from the future scholarships. Proportionate refund shall be allowed, provided that the Grantees have served the Department at least 75% of their total service obligations required based on the following fonnula:

R

=

Where:

(SOR - SOS) X TCR

SOR

R TCR

= =

SOS SOR

= =

Refund Total Compensation Received (gross Salary, allowances and other benefits Received while on study leave) Service Obligation Served Service Obligation Required

21

VII.

REPORTS Recipients of scholarships shall report immediately to their respective units upon completion of the course and submit the following requirements to the head of office, copy furnished the scholarship secretariat: 1.

Terminallfeedback report

2.

Certificate of completion duly certified by the school registrar

3.

Any proof or evidence showing actual examination taken in the PRC or Supreme Court

4.

Copy of course reports (thesis, feasibility studies, etc.)

5.

Action/re-entry plan, if any

6.

Grades, transcript of records and diploma

Submission of the above requirements shall be done as follows:

Scholarship Type

Due

Foreign

30 days upon completion of the training or arrival to the Philippines

Academic

30 days upon completion

Technical

2 weeks upon completion

Review Class

1 month upon completion of examination

VIII. MONITORING The Regional Scholarship Committee through their respective secretariats shall submit a semestral report of scholars to the National Scholarship Committee.

22

IX.

POWER OF THE SECRETARY Nothing in this GMG shall be construed as precluding the Secretary of the Department from making direct nominations/recommendations as ,he deems proper.

X.

EFFECTIVITY This Order shall take effect immediately and all orders inconsistent herewith are hereby suspended.

DECEM&Elt Z'-,2005, Quezon Gity Philippines.

Vl~f2----

NASSE~ C.I PANGANDAMAN OIG-Secretary ~tJ

23

,

~,

.\.-.

CONFORME:

USEC. JE

Y M. GALAN hair

IN V. GUILLES ice-Chair

Members:

GODO~

Admin. Service, Representative

l.U-.4-­

ONIA ANCHETA Faa, Representative

REM PPLA

24