ADVISORY ON THE INTERIM POLICY ON DOCUMENTARY SUBMISSIONS AND MITIGATION MEASURES FOR THE SGS-L GRANTEES DURING THE COVID-19 PANDEMIC

· by · in Scholarships for Graduate Studies. ·

The Commission on Higher Education would like to update all of the 2016 and 2017-approved grantees of the Scholarship for Graduate Studies – Local (SGS-L) on the interim policy on documentary submissions and mitigation measures during the COVID-19 pandemic.

To support the various health measures and protocols to address the COVID-19 pandemic, the Commission will now allow the submission of electronically-signed, generated, validated and/or submitted documents, provided that grantees provide a notarized sworn statement, which certifies the authenticity / veracity of the documents submitted, relating to the following:

  1. Claims of living and other allowances*
  2. Thesis / Dissertation / Capstone Assistance*
  3. Special Requests
  4. Other time-sensitive or urgent matters

For 2016-approved grantees, 2017-ARMM scholars, and scholars approved under CHED Memorandum Order 51, s. 2016, submissions shall be made through the online portal. 

For 2017-approved scholars, submissions shall be made directly to the CHED Regional Office, through the official email address of the K to 12 Transition Program staff, using the registered email address of the scholar.

To register your email address, go to bit.ly/sgslsubmission2020.

On the Claims of Living and other Allowances and Thesis / Dissertation / Capstone Assistance

The Commission will allow the SGS-L grantees to submit allowance-related documents, as well as the documents for the processing of the first tranche or the 80% of the Thesis or Dissertation Assistance, with electronic signatures for the terms affected by the pandemic, i.e. academic terms ongoing on March 2020 and beyond until the end of the State of Public Health Emergency or the State of Calamity.

Scholars with previous submissions but were marked as incomplete may also submit their lacking documents with electronic signatures as long as the academic term/s is/are covered by the above-mentioned period.

Processing of the second tranche or the 20% of the Thesis or Dissertation Assistance shall be according to the regular procedure.

All grantees are advised that all submissions made through these guidelines may be subject to further validation. All grantees are further advised to ensure completeness of documents prior to the submission to avoid inconvenience and/or delay in the processing of the privileges. Further, any violation of these guidelines shall cause the appropriate action by the Commission. For the full guidelines, kindly click through this link.

For 2016-approved scholars, you may submit documents for initial evaluation through the customer service platform (chedk12.com/inquiry). For 2017-approved scholars, you may directly coordinate with your CHED Regional Office.

*Use template provided by the Commission.

Frequently Asked Questions

  1. Based on the online tracker for the status of disbursement of allowances, I still need to submit the copy of my previous term grades for the processing of my allowance for Term 3, AY 2019-2020 (June-July 2020). Can I submit the generated copy of my Term 2, AY 2019-2020 grades with the electronic signature of our University Registrar through the online submission portal?

    2. Since Term 3, AY 2019-2020 (June-July 2020) is among the terms affected by the COVID-19 Pandemic, the compliance document/s for the said term containing electronic signatures of the authorized personnel from the Delivering HEI will be accepted together with a notarized sworn statement that certifies the authenticity / veracity of the document/s.
  2. I am a 2016-approved grantee and currently taking up my master’s degree. I haven’t submitted my documents for Term 2, AY 2019-2020 (November to March 2020). Can I submit my full documents with electronic signatures through the online submission portal?

    3. Term 2, AY 2019-2020 (November to March 2020) is among the terms affected by the COVID-19 Pandemic. Hence, the documents for the processing of living allowances and other privileges for the said term will be accepted together with a notarized sworn statement that certifies the authenticity / veracity of the document/s.
  3. Last Term 2, AY 2019-2020 (January to May 2020), my Dissertation Proposal was successfully defended and approved in May 2020. Is the processing of the first tranche or the 80% of the Thesis or Dissertation Assistance with electronic signatures included in CMO 13, s. 2020 or the interim policy on documentary submissions?

    4. The scholars whose Thesis or Dissertation Proposals are approved from March 2020 and beyond until the end of the State of Public Health Emergency or State of Calamity can submit the Certificate of Approved Thesis / Dissertation Proposal (use CHED template), electronically signed by the Dean of the College or President of the Delivering HEI, together with the notarized sworn statement that certifies the authenticity / veracity of the document/s.
  4. I already defended my Dissertation last May 2020. Can I submit my documents for the processing of the second tranche or the 20% of the Dissertation Assistance to the online submission portal?

    5. Per Section 3.3.1 of the CHED Memorandum Order 13, series of 2020, the claims for the second tranche or 20% of the Thesis and Dissertation Assistance shall be processed according to regular procedure. With this, the following are still advised to be submitted to the nearest CHED Regional Office for the processing of the 20% of the Thesis and Dissertation Assistance:
    a. Hardbound copy of the approved Thesis / Dissertation, with the certificate of approval of the Final Thesis / Dissertation.
    b. Electronic Copy of the approved Thesis / Dissertation in a CD Drive
  5. I already submitted the copy of my enrollment / registration form with the electronic signature of our University Registrar for the processing of my allowance for Term 1, AY 2020-2021 (August to December 2020) to the CHED Regional Office before the release of this guideline. Do I still need to submit the same document to the online submission portal?

    6. Pursuant to the policy, term/s affected by the COVID 19 pandemic may be eligible for the electronic submission through the online portal. 2016-approved scholars are encouraged to submit the full and complete set of documents through the portal for the processing of the release of financial privileges.

    The 2016-approved scholars may also submit the complete set of documents through regular process, i.e. set of hard copy documents with affixed fresh signatures of appropriate signatories.
  6. Due to the COVID-19 Pandemic, my Delivering HEI shifted to a different academic calendar. Do I need to submit a Request for Extension and can I submit my electronically signed request to the online submission portal?

    7. A request for extension due to the COVID-19 Pandemic may be submitted to the online submission portal, provided that it is complete with the notarized sworn statement that certifies the authenticity / veracity of the document/s, and the forms are electronically signed by the authorized Delivering HEI and Sending HEI personnel.