Forms and Templates for Disbursement of Living Allowance and Requests

To facilitate smooth and continuous disbursement of living allowance and to comply with the discrepancies and lacking documents, scholars under the Scholarships for Graduate Studies – Local may refer to the document guide.

Certification/ Form Template
Description
Authorized signatories
Template

Forms

Certification of Enrollment In lieu of the original or certified true copy of the Registration/Enrolment Forms/Cards, scholar may use this certification as a proof of enrollment, subjects to be taken, and start and end month of the semester. University Registrar

OR

Grants Management Officer (in the absence of the University Registrar, the GMO may sign this form provided that photocopy or original copy of the registration form is attached)

Certificate of Grades In lieu of the original or certified true copy of grades, scholar may use this certification as a proof of his/her grades from a specific term. University Registrar

OR

Grants Management Officer (in the absence of the University Registrar, the GMO may sign this form provided that photocopy or original copy of the grade is attached)

Expanded Certificate (Enrollment and Grades) In lieu of the original and certified true copy of the Registration/Enrolment Forms/Cards and previous term grades, scholar may submit this certification as a proof of enrollment and grades from a specific term. University Registrar
Study Plan Template While the DHEI is understood to have its own template, scholar may use the study plan template as a guide in preparing and accomplishing the study plan.

A good study plan contains the following elements:

(1) the name of the scholar, (2) the number of units to be taken per term, (3) the subjects required for the course, (4) the signature of the Dean, the Department Chairperson, or the Program Advise

Dean, Department Chairperson, or Program Adviser
Summer Activity Accomplishment Report Scholar with no enrollment during summer/special term may conduct summer activity, research, or any relevant activity for the degree being taken in his/her DHEI or SHEI, and still eligible to receive living allowance provided that the scholarship agreement is still in force.

Take note that any activity or work conducted during the summer activity with the SHEI or DHEI is relevant to or a direct application of the degree program being undertaken.

This form shall be accomplished by the scholar to indicate all the significant tasks accomplished and milestone reached during the activity.

The accomplishment report must be submitted together with the previous term copy of grades and work outputs.
For Work with DHEI – Dean

For Work with SHEI – Dean for teaching personnel, immediate supervisor for non-teaching personnel
Residency Forms To process the release of living allowance for Residency, which includes thesis/dissertation writing, comprehensive exam, practicum, and research work, scholars must submit:

  1. Certification for Residency (Form A) – in the absence of the enrollment form, scholar must answer and fill-out all necessary boxes and fields, and enumerate expected outputs indicating specific tasks and corresponding milestones;
  2. Grades for the term prior to the Residency, duly signed by the Registrar, College Dean, or authenticated by the Grants Management Office.

Similarly, to receive the living allowance for the succeeding term after Residency, scholar must submit the following documentary requirements:

  1. If applicable, Certificate of Registration or Enrollment Form, duly signed by the Registrar or authenticated by the Grants Management Office, of the term following the Residency; and
  2. Certification for Residency – Form B – please answer and fill-out all necessary boxes and fields, and enumerate outputs produced indicating specific tasks and corresponding milestones.
  3. Grades for the term subsequent to the Residency, duly signed by the Registrar, College Dean, or authenticated by the Grants Management Office;
Grants Management Officer

Certifications

Certification of Grades
(In Progress, Incomplete, or Failing grades, non-numerical ratings, and Retaken Subject)
This certification shall be accomplished by scholar only if he/she acquired incomplete or failing grade/s, in progress, non-numerical ratings, as well as for retaken subject. This certification also certifies that the scholar is still eligible or not eligible to enroll in the following semester. Grants Management Officer
Certificate for Approved Thesis/Dissertation Proposal This certification shall be accomplished by the scholar to release the first tranche (80%) of his/her thesis/dissertation Dean

OR

University President

Certification of Change in Study Plan and Months Covered This certification shall be accomplished by the scholar if there are changes in his/her original study plan (e.g. the number of units or subjects taken is less than or more than what is stated in the original study plan)

This also certifies that there will be no changes in the estimated time of completion of the scholar’s degree program.
Grants Management Officer

Request

Request for Scholarship Extension As per CHED Memorandum Order 4, s. 2017, “scholars are required to finish the degree within two (2) years for master’s and three (3) years for doctoral degree, with a maximum of four (4) years allowed for the latter for the purpose of further dissertation research. However, exemptions may be allowed by the Commission based on the approved study plan of the scholar.”

However, scholar may request for scholarship extension, provided that he/she has meritorious reason acceptable to the Sending HEI and Delivering HEI.

Request for Scholarship Extension must be accomplished by the scholar and must be endorsed by the Sending HEI and Delivering HEI.
Scholar

Sending HEI – SHEI Coordinator and Authorized Representative of SHEI

Delivering HEI – Grants Management Officer and Dean of College
Request for DHEI and Program CHED Memorandum Order (CMO) No. 4, s. 2017, Article VI (Terms and Conditions), scholars must enroll in the degree program, as approved by the Commission, or an allied program under the same discipline/specialization, and may not change the degree program or Delivering HEI (DHEI) once enrolled, and while the grant contract is in force.

Furthermore, scholars may pursue their degrees in any CHED-recognized DHEI, regardless of the prospective DHEI indicated in their nomination, and without requiring prior approval from the Commission. Provided, that they pursue the degree program approved for them. However, scholars are not allowed to enroll in their Sending HEI (SHEI), except in special circumstances approved by the Commission.

However, scholar may request for Change in DHEI and/or Program, provided that he/she has meritorious reason acceptable to the Sending HEI and Delivering HEI.

Scholar

Sending HEI – SHEI Coordinator and Authorized Representative of SHEI

Delivering HEI – Grants Management Officer and Dean of College
Request for Leave of Absence As per CHED Memorandum Order (CMO) No. 4, s. 2017, Article VI (Terms and Conditions), the scholar shall submit a formal request for Leave of Absence to the Commission. The scholar shall detail the reasons for and other pertinent details regarding the request, attaching the endorsement from his/her SHEI, and written approval from his/her DHEI.

Furthermore, scholars who have been approved for leave for the terms indicated shall not receive the scholarship privileges of the said terms. The scholarship shall be deemed terminated should the scholar not re-enroll after one (1) academic year or after two (2) semesters and one (1) summer.

Scholar

Sending HEI – SHEI Coordinator and Authorized Representative of SHEI

Delivering HEI – Grants Management Officer and Dean of College
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