Professional learning online community of teachers and for teachers.

Guidelines on the Allocation and Utilization of the Human Resource Training and Development Funds

0

June 5, 2017

DepEd Order No. 28, s. 2017

Guidelines on the Allocation and Utilization of the Human Resource Training and Development Funds

To:

Undersecretaries
Assistant Secretaries
Bureau and Service Directors
Regional Directors
Schools Division Superintendents
Public and Private Elementary and Secondary Schools Heads
All Others Concerned

  1. The Department of Education (DepEd) strongly supports capacity building activities which are meant to enhance the knowledge and skills of the teaching and non-teaching personnel of the Department towards a more effective and efficient delivery of basic education services.
  2. Acknowledging the need to build manpower capability, the DepEd has been allocating funds for training and professional development activities of the Central Office units, Regional Offices, Schools Division Offices, and schools or learning centers under the Human Resource Training and Development (HRTD) Funds.
  3. These guidelines shall serve as a guide in the availment, release, utilization, liquidation, monitoring, and reporting of the HRTD Funds.
  4. All existing DepEd Orders and Memoranda inconsistent with this policy are rescinded. These guidelines shall remain in force and effect, unless sooner repealed, amended, or rescinded.
  5. Immediate dissemination of and strict compliance with this Order is directed.

(Sgd)LEONOR MAGTOLIS BRIONES
Secretary


(Enclosure No. 1 to DepEd Order No. 28, s. 2017)

IMPLEMENTING GUIDELINES ON THE ALLOCATION AND UTILIZATION OF THE HUMAN RESOURCE TRAINING AND DEVELOPMENT FUNDS

Table of Contents

1. Rationale

2. Scope

3. Definition of Terms

4. Policy Statement

5. Allocation of Support Funds

6. Eligible Activities and Expenses

7. Availment, Release, Utilization and Liquidation

8. Monitoring and Evaluation

9. Effectivity/Transitory Provision

10. References Annexes

1 – HRTD 2017 Allocation, Central Office and Regional Offices

2 – HRTD allocation, by division

3 – Guidelines for HRTD Funds Downloaded to ROs and SDOs


IMPLEMENTING GUIDELINES ON THE ALLOCATION AND UTILIZATION OF THE HUMAN RESOURCE TRAINING AND DEVELOPMENT FUNDS

1. Rationale

Pursuant to its goal of providing every Filipino with access to quality basic education, the Department of Education (DepEd) is mandated to undertake programs, projects, and activities (PAPs) aimed towards the continuing professional development of its teaching and non-teaching personnel. Such PAPs shall utilize the Human Resource Training and Development (HRTD) Funds.

2. Scope

These guidelines shall apply to PAPs geared towards the continuing professional development of regular or permanent teaching and nonteaching personnel.

3. Definition of Terms

For purposes of these guidelines, the following terms shall be understood to mean as follows:

Activities – are output-driven undertakings with specific calendar schedule and resource assignment. The objectives of an activity typically have corresponding tangible and quantifiable outputs. An activity must be anchored on a program/project and consistent with DepEd’s vision and mission. Activities are significantly limited in scope and much shorter in lifespan than either programs or projects. Activities may be initiated by the Central Office (CO), Regional Offices (ROs), Schools Divisions Offices (SDOs), schools, or by external partners and involves fewer people. Activities are generally evaluated against the expected/identified outputs and immediately after they have ended.

Continuing Professional Development (CPD) – refers to the inculcation of advanced knowledge, skills and ethical values in a post-licensure specialization or in an inter- or multidisciplinary field of study, for assimilation into professional practice, self-directed and research and/or lifelong learning. (Republic Act. No. 10912 Continuing Professional Development Act).

Non-teaching personnel – employees who are not actually involved in classroom teaching but indirectly and indispensably assisting in the delivery of service to educational constituencies and clientele (IRR of RA 9155, Governance of Basic, Education Act of2001)

Peer review – evaluation of submitted research paper by other people in the same field for quality of the scholarship

Permanent position – issued to a person who meets all the minimum qualification requirements of the position to which he/she is being appointed, including the appropriate eligibility prescribed, in accordance with the provisions of law, rules and standards promulgated in pursuance thereof. This includes all levels of positions. (As amended by CSC MC No. 15, s. 1999)

Portfolio Manager – the person managing the entire portfolio of DepEd is the Secretary who provides directions and strategies in the use of budget in the basic education sector. The Undersecretary or Assistant Secretary is delegated to take on a portfolio manager role in governing a range of programs, activities, and projects; addressing collective specific constraints; and ensuring attainment of deliverables and results. In a delivery unit context, a portfolio manager monitors and measures portfolio success in terms of performance of its components and provides input for portfolio decisions.

Professional Development – activities that develop an individual’s skills, knowledge, expertise and other characteristics. It is a long-term process that includes regular opportunities and experiences planned systematically to promote growth and development in the profession. (OECD, 2009; UNESO, 2003).

Programs – are strategic interventions anchored on DepEd’s mandate, goals and national policies such that implementation of programs constitute or support the Department’s core business. DepEd programs are formulated to serve long-term goals; serving all learners in appropriate contexts and are continuously implemented until goals are achieved. While programs should be flexible enough for necessary modifications in light of new developments, evolving standards or shifts in policies and national priorities, they may be discontinued altogether and replaced by new ones.

Projects – are interventions relatively narrower in scope compared to programs. Projects yield more immediate results for specific target groups. Projects may be components of or anchored on programs, or independent of any program. Projects may be designed or implemented in support of a program, address learners’ and other needs not covered by any program, or to experiment, try out or pilot an innovation or an innovative solution. Projects have specific time frames (short or medium-term), follow defined schedules or work plans and implemented through activities.

Teaching personnel – persons engaged in teaching in the elementary and secondary levels (junior high school and senior high school), whether on full-time or part-time basis including industrial arts and vocational teachers and all other persons performing supervisory, managerial and/or administrative functions in all schools and education offices at the district, division, regional and central levels and qualified to practice teaching under RA 7836 (Philippine Teachers Professionalization Act of 1994) and/or those performing functions in support of education such as standards setting, policy and programs formulation, research and sector monitoring and evaluation. (IRR of RA 9155, Governance of Basic. Education Act of2001)

4. Policy Statement

DepEd supports the continuing professional development of all its personnel towards the pursuit of providing quality education. It strives to equitably provide resources for various offices and units that will enable them to carry out learning and development activities for their respective personnel.

5. Allocation of HRTD Funds

The HRTD Funds are allocated for the continuing professional development of the DepEd’s teaching and non-teaching personnel. It shall be composed of two budgetary items:

5.1. HRTD Funds for PAPs that are centrally-managed and for sub-allotment later on to ROs or SDOs (pages 4-5 of DepEd Order No. 9, s. 2017 entitled Implementing Guidelines on the Release and Use of Funds for Fiscal year 2017). Details of sub-allotment to ROs and SDOs are contained in Annexes 1 and 2; and

5.2. In-Service Training (INSET) Funds, as stated in Annex A, (pages 4-5 of DepEd Order No. 9, s. 2017). The INSET Funds are given in recognition of the unique needs of the schools or learning centers and SDOs which will be used for the professional development of teachers, school heads, supervisors, and other non-teaching personnel in the schools and SDOs.

6. Eligible Activities and Expenses

6.1. The HRTD Funds shall be used for activities related to the following

6.1.1. professional development of regular or permanent teaching and nonteaching personnel across DepEd offices or units. This is in order to be effective in carrying out their responsibilities and duties and in the delivery of the mandate of their respective offices. Activities under this may be related to any of, but not limited to, the following:

a. training and/or retooling activities organized by the DepEd

b. participation to training or professional development activities organized by external institutions. Approval of participation in the activity is based on the office or unit needs and authorized by the portfolio manager or concerned official

c. technical assistance to and training for ROs, SDOs, and schools on the conduct of learning action cell (LAC) sessions

d. implementation of programs that support DepEd’s mission

6.1.2. presentation of research work in international conferences, workshops, seminars or fora, subject to guidelines stated in Annex 3.

6.1.3. development, production and reproduction of LAC training materials, session guides, and video-lectures that have undergone quality assurance.

6.2. The Division INSET funds shall be used for professional development of its teaching and non-teaching personnel in schools and SDOs. It shall also be used to supplement the needed funds for participation of teaching and non-teaching personnel to CO- or RO-managed trainings and workshops. The training activities conducted by the division shall be supported by competency needs analysis.

6.3. The allowable expenses are:

6.3.1. board and lodging of participants, resource persons and management team, use of function room/s, provision of audio-visual system or facility, and other equipment and requirements as prescribed in DepEd Order No. 15, s. 2017 entitled Guidelines of the Allocation of Funds for Venue, Meals and Snacks, and Accommodation for Official Activities Organized and Conducted by the Department of Education

6.3.2. payment of service providers or institutions as provided for in the approved contract of service or Memorandum of Agreement signed by the Secretary or Undersecretary or Director

6.3.3. transportation cost and per diem of resource persons and management team

6.3.4. supplies and materials at a standard cost

6.3.5. professional fees or honoraria of non-DepEd resource persons subject to the guidelines under Budget Circular Nos. 2007-1 and 2 and National Budget Circular No. 2007-510

6.3.6. contingency allowance to cover payment of miscellaneous or incidental expenses

6.3.7. other expenses in support of 6.1. are eligible as long as the expenses are classified under Maintenance and Other Operating Expenses (MOOE)

6.4. Ineligible expense items shall include

6.4.1. purchase of capital outlay items

6.4.2. payment of subscriptions (internet connection, cable TV, satellite TV subscription and reading materials)

6.4.3. operational expenses such as payment of utilities (water, electricity, janitorial, clerical and security services) funded by regular MOOE

6.4.4. hiring and payment of salaries of additional staff

6.5. All expenses shall be subject to the usual accounting and auditing rules and regulations.

6.6. Procurement of products and services shall strictly follow the appropriate provisions of the Republic Act No. 9184 (Procurement Law) and its Implementing Rules and Regulations, specifically:

6.6.1. Procurement may commence without the issuance of the Sub-Allotment Release order (sub-ARO) but short of award, per Department of Budget and Management (DBM) Circular Letter 2010-9 on the Guidelines Directing Agencies to Expedite the Implementation of their Procurement Activities.

6.6.2. Awarded contracts are deemed obligated only upon the end user’s submission of the Obligation Request and Status (ORS) and the notarized contract.
6.6.3. In the payment of venues and facilities, disbursement vouchers should include not only the signed contract but also the appropriate Bids and Awards Committee (BAC) resolution and documents (e.g., agency-to-agency procurement or lease of real property or venue).

6.6.4. To ensure that resources are maximized, using DepEd facilities, such as the Regional Education Learning Centers (RELCs) or National Educators Academy of the Philippines (NEAP-R), ECOTECH Center, and Baguio Teachers Camp and other government-owned venues is highly encouraged.

6.7. Training funds from development partners or other donors shall follow the terms of agreement between the Department and the donor.

7. Availment, Release, Utilization and Liquidation

7.1. Central Office

7.1.1. Preparation of Allocation and Availment of HRTD Funds by Office or Unit

a. The Director or Head of Office shall submit to the respective Portfolio Manager a training proposal composed of the following requirements: program profile, training design, implementation arrangements, monitoring and evaluation mechanism, and budget estimate by January 31 of each year, prior to the submission of DepEd’s proposed budget.

b. The Portfolio Manager, in coordination with NEAP, shall serve as the clearing house for training proposals.

c. The training proposal shall then be endorsed by the Portfolio Manager to the Planning Service (PS) for final review as to appropriateness and completeness. The PS shall also ensure that there are no duplications in the activities. After PS reviews and checks, they shall consolidate all the proposed activities charged against HRTD.

d. The consolidated activities shall be submitted to the Budget Division to be incorporated in the DepEd’s proposed budget before submission to the DBM.

e. Once the National Expenditure Program (NEP) is approved, the office or unit shall incorporate the activities charged against HRTD in the preparation of their work plan.

f. In case the approved HRTD in the General Appropriations Act (GAA) is lower than the proposed budget, proponents shall prioritize their activities and present to the Budget Committee (BudCom) members their prioritization list. Afterwards, the members of DepEd’s Executive Committee (Execom) shall meet to discuss and approve the priority programs which will be charged against HRTD.

g. After the approval and inclusion of the DepEd’s budget in the GAA, the bureau or office shall include in their Work and Financial Plan (WFP) the approved activities charged against HRTD and in their Project Procurement Management Plan (applicable activities only).

h. Except for FY 2017, the complete procedures outlined above will be used for availment of HRTD Funds in the succeeding years.

7.1.2. Procedure in the Release of Funds

a. For activities in accordance with the approved WFP of the office, the Director or Head of Office shall submit an Activity Request (AR) to the Portfolio Manager to trigger fund release. Activities with a budget of more than 30 million pesos shall be approved by the Secretary as prescribed in DepEd Order No. 67, s. 2016 entitled Signing Authorities for Certain Administrative and Financial Matters in the Central and Field Offices.

b. For activities charged against HRTD Funds that are not included in the approved WFP or that deviate from the original plan, an Authority to Conduct (ATC) must be secured first from the Portfolio Manager. The proponent shall also identify which activities shall be reprogrammed or deferred for implementation to give way for the proposed new activity.

c. The template, process and workflow involved in the approval of an AR and ATC shall follow DepEd Oder No. 9, s. 2017 Implementing Guidelines on the Release and Use of Funds for Fiscal Year 2017.

7.1.3. Utilization and Liquidation

a. Use of the funds shall be consistent with the existing accounting and auditing rules and regulations and internal policies of the DepEd.

b. Cash advance/s should be liquidated immediately and any unexpended balance should be refunded within five (5) days after the conduct of the activity.

7.1.4. For Central Office-managed activities that require the attendance of field personnel, separate memoranda shall be issued by the CO.

7.2. Regional HRTD Funds

7.2.1. The HRTD Funds which will be downloaded to ROs shall serve as the fund support for RO and SDO personnel for

a. presentation of research work in international and local conferences, workshops, seminars or fora, subject to guidelines stated in Annex 3

b. transportation cost and per diems of RO and SDO participants to CO-and RO-managed trainings and workshops

c. provision of technical assistance on the conduct of LAC sessions

d. implementation of programs that support the DepEd’s mission

e. conduct of Curriculum and Learning Management Division (CLMD) -Curriculum Implementation Division (CID) conferences

f. conduct of RO – SDO conferences

7.2.2. Specific guidelines on the conduct of the ROs on the above activities are detailed in Annex 3.

7.2.3. The Regional Director (RD) shall take on the role of a Portfolio Manager who will provide directions and strategies in the use of the HRTD Funds downloaded to his/her region.

7.2.4. The ROs, upon receipt of Sub-ARO, shall request from DBM-Regional Office concerned the corresponding cash requirement or Notice of Cash Allocation, supported by their Monthly Disbursement Program (MDP).

7.2.5. The use of HRTD Funds downloaded to the region shall be based on the competency needs of the teaching and non-teaching personnel and shall be consistent with the existing accounting and auditing rules and regulations and internal policies of the DepEd.

7.2.6. Request for additional funding

a. The RD shall submit the request for funding addressed to the appropriate Portfolio Manager in the Central Office one year ahead of the submission of the DepEd’s budget to DBM or on or before January 31 before the DBM’s budget call for the following year. The request shall include proposal, program profile, training design, implementation arrangements and budget estimate.

b. The proposal shall be forwarded to concerned office for review. The concerned office (e.g. Bureau and/or NEAP) shall provide recommendation as to the feasibility and relevance of the proposal and endorse the same to the Portfolio Manager.

c. The Portfolio Manager, in consultation with the Undersecretary for Finance, shall take appropriate action (approve, disapprove or recommend revision) based on the recommendations.

d. The Portfolio Manager shall endorse approved proposals, including those recommended for approval with minor revisions, to the following:

d.l. Regional Director, for information on the action taken and next steps to avail the HRTD funds

d.2. PS and concerned CO units for the monitoring and evaluation of the training program and fund utilization.

e. Disapproved proposals shall be returned by the Portfolio Manager with comments, recommendations, suggestions for consideration and guidance within 30 working days.

7.3. Division HRTD Funds

7.3.1. The HRTD Funds that will be downloaded to SDOs shall serve as the fund support for teaching, related teaching and non-teaching personnel at the school level, specifically for:

a. presentation of research work in international and local conferences, workshops, seminars or fora, subject to guidelines stated in Annex 3

b. transportation cost and per diems to CO- and RO-managed trainings and workshops

c. provision of technical assistance to schools on conduct of LAC sessions

d. implementation of programs that support the DepEd’s mission

e. development, production and reproduction of LAC training materials, session guides, video-lectures that have undergone quality assurance on emphasis programs, SUCH AS:

e.l. the least learned skills based on the National Achievement Test (NAT) results

e.2. preventive drug education for teens

e.3. gender and development for teachers

e.4. teen hub and counselor development programs

7.3.2. Specific guidelines on the conduct of the ROs on the above activities are detailed in Annex 3.

7.3.3. The Schools Division Superintendent shall take on the role of a Portfolio Manager who will provide directions and strategies in the use of the HRTD Funds downloaded to his/her division, in consultation with the RD.

7.3.4. The SDOs, upon receipt of Sub-ARO, shall request from DBM-Regional Office concerned the corresponding cash requirement or Notice of Cash Allocation, supported by their Monthly Disbursement Program (MDP).

7.3.5. The use of HRTD Funds downloaded to the division shall be based on the competency needs of the teaching and non-teaching personnel and shall be consistent with the existing accounting and auditing rules and regulations and internal policies of the DepEd.

8. Monitoring and Evaluation

8.1. Each head of office at the CO, RO, or SDO level shall be responsible in monitoring program implementation.

8.2. The new Program Management Information System (PMIS) shall be used as a tool to closely monitor the progress and implementation of various programs, activities and projects.

8.3. All offices shall comply with the reporting requirements contained in National Budget Circular (NBC) No. 567, s. 2017 including the submission of Budget and Financial Accountability Reports as prescribed under COA-DBM Joint Circular No. 2014-1 and DBM Circular Letter No. 2016-11.

9. Effectivity/Transitory provision

All existing DepEd Orders and Memoranda inconsistent with this policy are rescinded. These guidelines shall be in force and in effect starting FY 2017 unless sooner repealed, amended, or rescinded.

10. References

Commission on Audit (COA) – Department of Budget and Management (DBM) Joint Circular No. 2014-1. Guidelines Prescribing the Use of Modifies Formats of the Budget and Financial Accountability Reports (BFARs).

DBM Circular No. 2007-1. Guidelines on the Grant of Honoraria to Lecturers, Resource Persons, Coordinators and Facilitators.

DBM Circular Letter 2010-9. Guidelines Directing Agencies to Expedite the Implementation of their Procurement Activities.

DBM Circular Letter No. 2016-11. Guidelines Prescribing Electronic Submission of Budget and Financial Accountabily Reports (BFARs).

DBM National Budget Circular No. 2007-510. Guidelines on the Grant of Honoraria to the Governing Boards of Collegial Bodies.

DepEd Order No. Ill, s. 2009 Establishment of the National Educators Academy of the Philippines in the Region.

DepEd Order No. 35, s. 2016 The Learning Action Cell as a K to 12 Basic Education Program School-Based Contrinuing Professional Development Strategy for the Improvement of Teaching and Learning.

DepEd Order No. 9, s. 2017 Implementing Guidelines on the Release and Use of Funds for Fiscal Year 2017.

DepEd Order No. 15, s. 2017 Guidelines of the Allocation of Funds for Venue, Meals and Snacks, and Accommodation for Official Activities Organized and Conducted by the Department of Education.

DepEd Order No. 16, s. 2017 Research Management Guidelines.

General Accounting and Auditing Manual Volume 1.

Implementing Rules and Regulations (IRR) of Republic Act 9155, Governance of Basic Education Act of2001.

National Budget Circular (NBC) No. 567, s. 2017. Guidelines on the Release of Funds for FY 2017.

OECD (Organisation for Economic Cooperation and Development). 2009. Creating Effective Teaching and Learning Environments. The Organization of Economic Cooperation and Development.

Republic Act No. 9184 (Procurement Law) and its Implementing Rules and Regulations.

Republic Act. No. 10912 Continuing Professional Development Act.

Read More..

Read:

  1. Guidelines for Work Immersion (Senior High Schools)
  2. Policy Guidelines on System Assessment in the K to 12 Basic Education Program
  3. DepEd School Calendar for School Year 2017-2018

Leave A Reply

Your email address will not be published.