SCHOLARSHIPS FOR GRADUATE STUDIES - LOCAL

CHED K TO 12 TRANSITION PROGRAM

SCHOLARS ASSEMBLY
SCHOLARSHIPS FOR GRADUATE STUDIES - LOCAL

SALIENT AMENDMENTS TO THE

POLICY ON SCHOLARSHIPS FOR
GRADUATE STUDIES - LOCAL
SGS-L POLICY AMENDMENTS
Provision Revision

Teaching personnel: maximum of six (6) units per term

Teaching/Work Load
Non-teaching personnel: maximum of ten (10) work hours per week

The privileges of the scholarship shall be defined by the plan of study, which
may include Bridging Course/s but shall not include Qualifying Subjects.

● Bridging Course refers to a pre-requisite course, which DHEIs may

Scholarship Coverage for Bridging
Courses or Qualifying Courses
require from scholars who have been admitted to a degree program,
which intends to update the knowledge and skills of scholars.
● Qualifying Courses refers to a set of courses, which DHEIs may require
from scholars who have NOT been admitted to the program, or whose
admission is contingent on the passing of those courses.

The approved nominees shall be entitled to the scholarship privileges only

when admitted to the his/her desired degree program.
SGS-L POLICY AMENDMENTS
Provision Revision

Scholars under full scholarships shall continue to receive living allowances even during summer term/
semester or mid-year, provided that the scholarship agreement is still in force and upon submission of
Scholarship
the following:
Coverage for
● Enrollment form for the summer term and grades from the previous semester; or
Summer/
● Certification from the DHEI OR certification from the SHEI on the summer term work, research or
Special
any relevant activity.
Semester or
For those submitting a certification from their DHEI/SHEI, an accomplishment report, duly signed by an
Mid-year
authorized representative of the SHEI/DHEI, shall be submitted by the scholar at the end of the
Summer/Special Semester or Mid-year.

Scholars must ensure that all course requirements for all subjects taken have been complied with at the
end of each term, in order to continuously receive the allowances and other privileges of the scholarship.
Grades
(i.e.
Financial privileges of scholars who received INCOMPLETE marks will be put on hold. However,
INCOMPLETE
exceptions to this rule may only be granted for meritorious cases, or when the course itself requires the
marks)
scholar to be on incomplete status or equivalent, as certified by the DHEI through the GMO.
SGS-L POLICY AMENDMENTS
Provision Revision

Scholars must enroll in the degree program, as approved by the

Change in Degree Program/ Transfer of Commission, or an allied program under the same discipline /
DHEIs specialization, and may not change the degree program or DHEI once
enrolled, and while the grant contract is in force.

Thesis/Dissertations grantees shall be entitled to thesis/dissertation

allowance, living allowance, transportation allowance, and group
Privileges for Thesis/Dissertation Grantees
insurance. Further, scholars enrolled in CHED-approved programs under
DHEIs shall also be able to receive the tuition and other fees privilege.
SGS-L POLICY AMENDMENTS
Transitory Provision and Harmonization of Scholarship Privileges
Scholars awarded under CMO No. 3, s. 2016, as amended by CMO No. 36, s. 2016, prior to the
issuance of these amendments, shall continue their scholarships according to the terms and their existing
scholarship agreements, without prejudice to additional privileges that may be afforded to the scholars
should other arrangements be necessary, which may include privileges for transnational programs, as
approved.

The implementation of additional privileges for Thesis and Dissertation Grantees shall apply to SHEI
nominees approved for A.Y. 2017-2018 onward.
SCHOLARSHIPS FOR GRADUATE STUDIES - LOCAL

SCHOLARS’ RESPONSIBILITIES
SCHOLARS’ RESPONSIBILITIES: DOCUMENTARY
SUBMISSIONS
1. Seek enrollment in your current DHEI

For 2016-2017 approved scholars, make sure that you have already complied
with the academic requirements of your DHEI for the previous semester/term.

Please note: For continuing scholars with INCOMPLETE marks, a certification

from the DHEI, indicating that the timeline granted to the scholar to complete the
requirement exceeds one semester/term, must be submitted.

Said certification must be submitted by the scholar to the CHED Regional Office
along with the other documentary requirements.
SCHOLARS’ RESPONSIBILITIES: DOCUMENTARY
SUBMISSIONS
1. After enrollment, secure the following documents from your DHEIs and submit
the same to the CHED REGIONAL OFFICE assigned to your SHEI, to
continuously receive allowances:
Document Remarks Mode of
Submission

Enrollment Form duly signed ● Should be submitted at the start of Hard Copy
by the University Registrar of each academic term or semester for
the DHEI the release of living allowances

For continuing scholars who
are not done/ still have
remaining coursework
Grades duly signed by the
University Registrar of the
DHEI
● Should be submitted at the start of Hard Copy
each academic term for the release
of living allowances
● Must bear complete grades for all
subjects taken during the previous
term and must not have
INCOMPLETE marks.
SCHOLARS’ RESPONSIBILITIES: DOCUMENTARY
SUBMISSIONS
1. After enrollment, secure the following documents from your DHEIs and submit
the same to the CHED REGIONAL OFFICE assigned to your SHEI, to
continuously receive allowances:
Document Remarks Mode of
Submission

For continuing scholars who will
claim the 1st tranche (80%) of
their Thesis/ Dissertation Grants
for the upcoming semester/ term
Certificate of approval of
Thesis/ Dissertation Proposal
duly signed by the DHEI
President or College dean
● Immediately after approval of Hard Copy
the Thesis / Dissertation /
Special or Capstone Proposal
● Needed for release of 1st
tranche of allowance

For Thesis/Dissertation Grantees
awarded AY 2016-2017
Bound and electronic copy of ● Immediately after approval of Hard Copy
approved thesis / dissertation / the Thesis / Dissertation / and
capstone project documentation Special or Capstone Final Electronic
Paper Copy (CD)
● Needed for release of 2nd
tranche of allowance
 IMPORTANT
SCHOLARS’ ● Submission via personal appearance or
RESPONSIBILITIES: through a representative is required
DOCUMENTARY
SUBMISSIONS ● Only complete and correct submissions
will be processed for disbursement of
allowances

● All documents must be sent to the CHED

REGIONAL OFFICE where the SHEI is
assigned.

● Direct submissions to CHED Central

Office will NOT be accepted and
processed.
SCHOLARS’ RESPONSIBILITIES: SPECIAL REQUESTS
3. Coordinate with your SHEI and DHEI should the following circumstances
arise:

● Leave of Absence (“LOA”) for reasons such as poor health of scholar (if the
grant is already ongoing), certified by a licensed physician; maternity Leave
of Absence (LOA) of the scholar; and other meritorious reason acceptable to
the SHEI, the DHEI, and CHED;
● Cross-registration in accordance with the existing rules and regulations of
the DHEI, and pursuant to the terms and conditions set forth in CMO No. 4, s.
2017;
● Certification for exempting the scholar from withholding his or her financial
privileges due to incomplete remarks; and
● Travel clearance.
 PROTOCOL ON SPECIAL REQUESTS
DEFERMENT - WITHDRAWAL - LEAVE OF ABSENCE

1 2 3 4 5
Grantee seeks approval SHEI approves scholar’s Grantee retrieves DHEI approves/ Grantee retrieves
from SHEI request through a letter approved documents acknowledges grantee’s approved documents
from SHEI and endorses request through a letter from DHEI
the same to DHEI
 PROTOCOL ON SPECIAL REQUESTS
DEFERMENT - WITHDRAWAL - LEAVE OF ABSENCE

6 7 8 9 10
Grantee submits CHED R.O. PMU staff CHED R.O. PMU CHED C.O. PMU staff CHED C.O. PMU staff
documentary screens submission if endorses the complete evaluates endorsed to e-mail and/or mail
requirements to CHED with required and correct letter, and prepares for response to
R.O. PMU office attachments to facilitate requirements of required approval/s, if grantee/SHEI, copy-
request of grantee. grantees to CHED C.O. any. If approved, staff to furnishing the CHED RO
PMU, addressing letter prepare the PMU office concerned.
to Scholarships for memorandum, or e-mail CHED RO PMU must
Graduate Studies – response, for the record the received
Local. grantee/SHEI. information on the
tracker, if applicable.
SCHOLARS’ RESPONSIBILITIES: PAYMENT OF
OBLIGATIONS
1. All financial support extended to the scholar shall be repaid to the
Commission in case he/she is unable to finish his/her degree and/or
render the required years of service to SHEI.

2. When a scholar fails to fulfill his/her service obligation, either due to

unauthorized transfer to another school/institution or resignation from
his/her SHEI, he/she is required to pay back to the concerned institution/s
all the privileges enjoyed and the money value of the service obligation
based on the salary equivalent at the time of transfer or resignation

3. Failure to fulfill the obligations shall result in administrative or criminal action,

and shall disqualify the scholar from any other further CHED grant.
SCHOLARSHIPS FOR GRADUATE STUDIES - LOCAL

SENDING HEIS’ RESPONSIBILITIES

SHEIS’ RESPONSIBILITIES: COORDINATION &
MONITORING
Assign a representative or point person for its
faculty/staff scholars who will:

1. Ensure endorsement by the SHEI President or

College Dean of the scholar’s requests such as
Leave of Absence, Travel Clearance, and other
valid requests.

1. Monitor the return service of faculty and staff

scholars who have already completed their
studies, pursuant to the re-entry and return service
agreement agreed upon.
SHEIS’ RESPONSIBILITIES: COORDINATION &
MONITORING

Monitor the return service

The SHEI must provide the Commission a written REMINDERS
report on the status of the return service of their faculty
and staff scholars. The Commission shall
provide a Certificate of
Inform of completion of service Completion to the
The SHEI must submit a written notice affirming the scholar and relieve
scholar’s completion of the return service him/her of the obligation
to the program
OPEN FORUM
FREQUENTLY ASKED QUESTIONS
 Q: My living allowance has not been released yet, and
I received a remark which can be found on the online

FAQs tracker of disbursements. What does it mean?

A: If you don’t have any discrepancies in your documents, a

batch number shall be assigned to you. However, should
there be any discrepancies in your documents, please take
note of the following remarks:
● Verifying SHEI - SHEI to submit a certification
from the SHEI head or president authorizing
another SHEI representative or signatory to sign
an official document on their behalf to CHEDRO.
● INC - With incomplete remarks in the grades of
the scholar. Scholar must comply with the course
requirement and submit an updated copy of
grades to CHEDRO.
● No DBP - Scholar must comply with the
documentary requirements of DBP (i.e. DBP-
CRF) and must submit the same to CHED.
 Q: What supporting documents should I submit to
continuously receive my living allowances during the
FAQs Summer term/Midyear? Will I still receive my living
allowance even if I am not officially enrolled in the said
term?
A: Scholars shall continue to receive living allowances even
during summer term/ semester or mid-year, provided that the
scholarship agreement is still in force and upon submission of
the following:
● Enrollment form for the summer term and grades from the
previous semester; or
● Certification from the DHEI OR certification from the SHEI
on the summer term work, research or any relevant
activity.
For those submitting a certification from their DHEI/SHEI, an
accomplishment report, duly signed by an authorized
representative of the SHEI/DHEI, shall be submitted by the
scholar at the end of the Summer/Special Semester or Mid-year.
 Q: I failed to meet the overall retention grade required
FAQs by my DHEI. Can I transfer to another DHEI/shift to
another course?

A: No. Consistent with CHED Memorandum Order No.

3, s. 2016 as amended by CHED Memorandum Order
No. 4, s. 2017, failure to meet the academic standards of
the DHEI is a violation of the terms and conditions of the
scholarship grant.

The Commission reserves the right to terminate the

scholarship grant of those who failed to adhere to the
terms and conditions set forth in the contract.
 Q: I received an INC (incomplete) mark from the
FAQs previous semester/term, will this affect the processing
of my living allowance?

A: Financial privileges of scholars who received

INCOMPLETE marks will be put on hold. However,
exceptions to this rule may only be granted for
meritorious cases, or when the course itself requires the
scholar to be on incomplete status or equivalent, as
certified by the DHEI through the GMO.
 Q: I dropped a subject beyond the allowable period
FAQs determined by my DHEI or received a failing/no credit
mark in some of my subjects from the previous term.
Can I retake these subjects?

A: Yes but as per policy, scholars may avail of the tuition

privilege of a particular subject only once. The
Commission will not shoulder any subject being retaken
or re-enrolled.
 Q: My DHEI will not offer the subject/s that I am

FAQs
required to take this term as indicated in my study
plan. What other options do I have?

A: Scholars may opt to cross-enroll or cross-register in

other CHED-approved DHEIs. Provided, that this is in
accordance with the existing policies of their current
DHEI. Provided, further, that this is a recommendation of
the DHEI’s GMO, subject to the approval of the SHEI,
the DHEI, and the Commission.

To make a request, the scholars must submit the

following:
● Official written request;
● Certificate of clearance from the DHEI; and
● Certificate of approval from the SHEI.
 Q: What is the maximum teaching/workload
FAQs prescribed in the amended policy?

A: Under the new policy, grantees may still carry up to a

maximum of six (6) units teaching load and a maximum
of ten (10) work hours per week for non-teaching
personnel, as long as s/he can fulfill all the terms and
conditions of the scholarship (among which include
FULL TIME graduate studies).
 Q: What should I do if there are unprecedented

FAQs changes in my study plan (e.g. having less than 9

units in a semester)?

A: As per CMO No. 3, s. 2016, scholars must have a

minimum of 9 units of study load per term/ semester.
However, some DHEIs may recommend fewer units,
depending on the standard plan of study of a degree
program. Scholars should coordinate with their
respective DHEIs for their approved study plan to
ensure compliance with the terms and conditions of the
scholarship.
 Q: What if my study plan exceeds the timeline set in

FAQs CMO No. 3, s. 2016?

A: Generally, scholars are required to finish the degree

within two (2) years for master’s and up to three (3)
years for doctorate degrees.

However, exceptions may be allowed by the

Commission based on the approved plan of study of the
scholar. The time limit shall be adjusted accordingly for
scholars who avail of the grant for ongoing master’s or
doctoral degrees according to the units of coursework
and/or amount of research still to be undertaken.
 Q: Can I voluntarily withdraw from the scholarship

FAQs
during my studies or while the scholarship contract is
in force?

A: Yes, but note that all financial privileges extended by

the Commission must be reimbursed accordingly,
except for cases deemed meritorious by the
Commission such as serious health problems.
 Q: Should I render return of service immediately after
FAQs completing my degree? What if there aren’t enough
classes to teach when I come back?

A: The scholar must render return of service to his/her

sending HEI immediately after completing his/her
degree. S/he may opt to do research or extension work
with the SHEI if there are not enough classes to teach.
This should be clearly stated in the Reentry Action Plan
and Return Service Agreement, and supported by the
Faculty Development Plan.
 Q: I am planning to travel abroad and would like to

FAQs
seek clearance from CHED. What do I need to submit?

A: To receive travel clearance for trips abroad, please

send the following documents to CHED RO, at least two
(2) weeks before the identified date of travel.
● Official written request
● Travel clearance from your SHEI
● Travel clearance from your DHEI
● Copy of Airline tickets, and
● Copy of conference invitations, and other
documentation (if applicable)
 For inquiries and concerns, please contact:
CHEDRO Contact Person E-Mail Address Address

Calapagan Street, EMS Barrio South,

Jenelyn B. Montero chedro5.pts@gmail.com
Barangay 2, Legazpi City, Albay
THANK YOU!
SCHOLARSHIPS FOR GRADUATE STUDIES - LOCAL

CHED K TO 12 TRANSITION PROGRAM

SCHOLARS ASSEMBLY