2010 Manual of Regulation for Private Schools – GASTPE Policies
R. POLICIES AND GUIDELINES FOR THE GOVERNMENT ASSISTANCE TO STUDENTS AND TEACHERS IN PRIVATE EDUCATION AT THE BASIC EDUCATION LEVEL EFFECTIVE SY 2010-2011
Section 183. General Guidelines. The following general guidelines shall apply to both Education Service Contracting (ESC) and Education Voucher System (EVS) programs. Unless otherwise specified, the term grantee shall refer to either an ESC grantee or an EVS voucher holder. The term grant shall refer to either an ESC grant or an EVS voucher.
A. Conditions Of The Education Service Contracting And Education Voucher
1. The ESC and EVS grants cover four (4) years of secondary school from 1st year to graduation. They can start only at the first year level. No new grants shall be awarded at higher year levels.
2. The grant is deemed renewed for the next school year if the student is promoted to the next year level and enrolls in the same school. Since both ESC and EVS are systems of financial assistance to the grantees, no maintaining grade shall be required for retention in this program.
3. The grant is deemed terminated for any one of the following reasons:
a) If the student drops out for non-health reasons in the middle of the school year
b) If the student has not applied for an official leave and does not re-enroll the following year
c) If the student ins retained at the same year level or otherwise not promoted to the next higher year level
d) If the student is suspended for more than two (2) weeks or dismissed to expelled by the school for disciplinary violations
e) If the student transfers to a non-ESC or non-EVS participating school
4. For reasons of health and force majeure, a grantee may be allowed to continue enjoying the grant.
5. A grantee may apply for transfer to another ESC or EVS participating school.
6. Transfers from outside the National Capital Region (NCR) into NCR are not allowed. Transfers from NCR to participating schools outside the NCR may be allowed but the amount of the grant is reduced accordingly.
B. Amount of ESC and EVS Grants and other Financial Matters
1. For all grantees in all regions outside NCR, the amount of the subsidy shall be Five Thousand Pesos (P5,000.00) per grantee for the entire school year.
2. For 1st year to 3rd year grantees in NCR in SY 2010-2011, the amount of subsidy shall be Ten Thousand Pesos (P10,000.00) per grantee for the entire school year. This is in recognition of the fact that private school tuition and all other fees are much higher in NCR than in the rest of the country.
3. For 4th year grantees in SY 2010-2011 in NCR, the amount of subsidy shall be Five Thousand Pesos (P5,000.00) per grantee for the entire school year.
4. If a grantee drops out or transfer to a non-participating school before July 15, 2010, then DepED shall not pay the subsidy. If a grantee transfers to another ESC or EVS participating school before the second Friday of July, then DepED shall pay the grant to the receiving school, not the school of origin.
5. If a grantee transfers to another ESC or EVS-participating school after July 15, 2010, DepED shall pay the subsidy to the school of origin. It shall be the responsibility of the grantee to settle accounts with the receiving school. For SY 2010-2011, the receiving school cannot collect payment from DepED for the late transferee/s. For statistical purposes, the student weho transfers after said date shall be counted as a SY 2011 -2012 grantee at the school of origin.
6. It shall be responsibility of the receiving school to report in its online school account in the FAPE website the names and other details of transferees in and out of the school concerned.
C. Private School participation in ESC or EVS
1. Private schools desiring to participate in the Program may write a letter
of intent with their contact details to their respective DepED Division
Superintendents who shall in turn, endorse their letter to the concerned
FAPE Regional program Coordinators, a detailed listing of the names,
contact numbers and addresses is available at www.peac-fape.org.ph.
They must meet all the following conditions:
a) The school should be recognized by the government
b) It must be accredited at least as Level 1 by any member of the Federation of Accrediting Agencies of the Philippines (FAAP), or has passed the FAPE Certification Program.
2. Private schools participating in ESC and EVS shall have passed the
FAPE Certification Program, a brief description of which is available at
www.peac-fape.or.ph. FAPE shall continue to implement its certification
and re-certification process for participating and prospective
participating schools, and shall assist these schools in assessing and continuously improving their quality.
3. A private school with permit to operate may be allowed to participate if it has been recently organized for which government recognition is not yet possible, provided it is the only private school operating in the community, and provided further, that it will eventually pass the FAPE Certification Program during the first year of participation.
4. The private school shall have submitted its complete Basic Education Information System (BEIS) forms for SY 2010-2011 as follows: one (1) copy to the DepED Division Office and two (2) copies to the RPCom.
5. The Private school has a functional School Improvement Plan (SIP).
6. The private school has a Dropout Reduction program in place which shall include special counseling for ESC and EVS grantees, when needed.
7. The private school has a School Committee composed of the school head as chairperson, the representative of the PTA, and the representative of the faculty association. This committee screens and accepts ESC and EVS grantees.
8. The private school has a functional Faculty Club that continuously promotes the professional and personal development of the teachers.
9. The participating private school agrees to comply with other conditions that may be imposed to improve the effectiveness of the ESC and EVS programs.
D. Allocation of Slots
Using national standards, DepED Office of Planning Service (OPS) shall determine the normal carrying capacity of each public secondary school. The resulting estimated number of students beyond the normal carrying capacity of each public school is herein referred to as “aisle” students. Ideally, the number of ESC and EVS grant shall be proportional (if not equal) to the number of aisle students.
1. ESC PROGRAM. For SY 2010-2011, first year ESC slots shall be equal to the number of first year grantees of SY 2009-2010. Additional slots shall be given to participating schools in areas where there is serious overcrowding in public secondary schools Annex B). Priority shall be accorded to FAAP accredited schools and to schools that were rated “Above Standard” in the latest DepED-FAPE Certification Program.
2. EVS PROGRAM. For SY 2010-2011, new EVS slots shall be allocated by the DepED OPS to the regions based on identified priority areas.
The Regional Program Committee (RPCom) shall be responsible for determining and distributing additional slot allocations per division on the basis of need, a report of such distribution of allocations shall be forwarded to FAPE for consolidation which in turn shall render a report to DepED Central Office through the BSE on or before July 30, 2010.
Selection of Grantees, Reporting and Billing Arrangements for ESC
1. Participating private schools shall advertise for applicants to ESC and EVS grants in all elementary schools in their catchment areas.
2. The participating schools shall form a School Committee headed by the principal which shall be responsible for the screening and final selection of grantees. The Principal shall be responsible for orienting the grantees and their parents/guardians regarding program policies (it shall be made clear that the ESC is a government program provided for under RA 8545 or GASTPE Law).
3. The criteria for selection are as follows:
a) The applicant meets the admission requirements of the school.
b) The applicant receives a favorable assessment by the School Committee with regard to his/her parent’s/guardian’s commitment to support the applicant’s completion of secondary education under the program, and enter into a contract with the private school concerned.
c) At least 60% of all grantees shall come from public elementary schools. The RPCom shall assign to the participating private schools the 40% allocation of ESC beneficiaries to graduates of private elementary schools, giving priority consideration to those students belonging to the lower middle income bracket. The distribution of the 40% allocation to private schools shall also consider situations where there are no public elementary schools within 1.5 kilometer radius, in such a case the private participating school may use its total ESC allocation for graduates of private elementary schools.
4. Participating schools shall submit electronic data on their grantees to FAPE. The school shall key in the grantee’s names and other information into its school account in the ESC-EVS Online Encoding System found at www.peac-fape.org.ph. Schools are provided with a unique FAPE School ID and a password to access their school account on the website where their list of grantees is available. Electronic accomplishment of these forms shall be required on a yearly basis. A computer program will automatically generate the ESC Billing Statement that must be printed in five copies. These copies should then be signed by the School Committee members and submitted to the appropriate RPCom for processing.
5. The deadline for private schools to submit the signed ESC Billing Statements to the RPCom shall be August 15, 2010. With the help of the FAPE RPCs, the RPCom shall facilitate the review, compilation, signing of the ESC Billing Statements and forwarding the same to FAPE in Manila not later than August 30, 2010. FAPE shall then consolidate the billing statements in batches and forward these not later than October 30, 2010 to the DepED Accounting Division for processing of payments. All valid claims received within this period shall be paid within the fiscal year. NO CLAIMS SHALL BE RECEIVED AFTER THIS PERIOD.
E. Selection Of Schools And Grantees, Reporting And Billing Arrangements For EVS
Education vouchers can be redeemed in private schools subjects to the following conditions:
1. Selection of Schools, If there is at least one FAPE-certified private school in a (three) 3 km radius, then the vouchers can be redeemed only in the FAPE-certified school.
2. If there is no FAPE-certified school within a (three) 3 km radius, then any private secondary school in that radius which has government recognition or permit to operate as described in para. C.3 above, may accept EVS grantees, provided that the school concerned shall undergo the FAPE Certification Program within the school year.
3. EVS participating schools shall also establish their school Committee and Faculty Club whose functions are similar to the ESC School Committee and the ESC Faculty Club.
4. Deadline for identifying SY 2010-2011 Voucher Recipients. For SY 2010-2011, new vouchers must be redeemed on or before the expiration dated indicated in the voucher.
5. Selection of EVS Grantees
a) An EVS grantee must be a public elementary school graduate, PEPT passer, or ALS first year qualifier of high school age. Graduates of private elementary schools are not eligible for EVS.
b) Within NCR, only graduates of NCR public elementary schools can redeem or use a voucher in an NCR private secondary school, Elementary school graduates from outside NCR cannot redeem a voucher in an NCR private secondary school.
c) The School Committee in the participating private secondary school shall decide whether or not to accept the EVS applicant.
d) The School Committee shall also be responsible for orienting the grantees and their parents/guardians on the program and its rules (it shall be made clear to the grantees and their parents that the EVS is a pump-priming program of the government). The parent/guardian shall also sign at the back of the Voucher which is then kept by the school, ready for inspection by the DepEd and/or FAPE monitoring teams.
e) If the EVS recipient is not accepted by the School Committee, then the school shall return the voucher and all documents presented to the school by the applicant. The applicant may use these documents to apply to another private school.
8. FAPE shall require the submission of electronic data on grantees of each school. The private secondary school shall key in the grantee’s names and other information into its school account in the ESC-EVS Online Encoding System found at www.peac-fape.org.ph. Schools are provided with a unique FAPE School ID and a password to access their school account on the website where their lists of grantees are available. Electronic accomplishment of these forms shall be required on a yearly basis. A computer program will automatically generate the EVS Billing Statement that must be printed in five copies. These copies shall then be signed by the School Committee and submitted to the RPCom got processing.
7. The deadline for private schools to submit the signed EVS Billing Statements to the RPCom shall be August 15, 2010. With the help of the FAPE RPCs, the RPCom shall facilitate the review, compilation, signing of the EVS Billing Statements and forwarding the same to FAPE in Manila not later than August 30, 2010. FAPE shall then consolidate the billing statements in batches and forward these not later than October 30, 2010 to the DepEd Accounting for processing of payments. All valid claims received within this period shall be paid within the fiscal year. NO CLAIMS SHALL BE RECEIVED AFTER THIS PERIOD.
F. Documentation And Processing Of School Documents
1. All pertinent program forms are available at http://peac-fape.org..ph and must be fully accomplished electronically online at the said site.
2. For SY 2010-2011, five copies of the Billing Statement (whether for ESC or EVS) shall be signed by all members of the School Committee.
3. The school shall submit 5 copies of the Billing Statement along with the fully accomplished DepEd BEIS forms which are available at DepEd website: www.deped.gov.ph.
G. Processing Of School Claims
1. The FAPE RPC and the FAPE national Secretariat shall process school Billing Statements for ESC or EVS on a first-come, first-served basis.
2. The FAPE RPCs shall accept the signed Billing Statements (5 copies) with the fully-accomplished BEIS forms (3 copies). The documents shall be checked for accuracy and completeness before these are sent to the FAPE national secretariat for final checking and consolidation.
3. The FAPE national secretariat shall compare the data in the submitted school Billing Statements with the electronically-generated supporting program forms. It shall consolidate the Billing Statements on a first-come, first-served basis, and in batches, endorse these for payment to the DepED Central Office. The batch numbers indicate the priority or queuing order of payment of schools. A school may check its batch number at their own school profile at the FAPE website. The completed BEIS forms shall be sent to the DepED-OPS.
H. Payment of Grants through Official School Land Bank Accounts
1. DepED, through the Department of Budget and Management (DBM), shall credit to the schools’ Land Bank of the Philippines (LBP) accounts, the payments for ESC, EVS, and TSS grants. This bank account must be in the official name of the school. In no case shall payment be made directly to a person, whether he or she is a grantee or a school official.
2. Sanctions for Errors and Mistakes. Overpayment to a school due to errors and mistakes in the ESC or EVS Billing Statements shall be refunded by said school to the Department of Education. Failure by the school to do so shall cause, among others, the suspension of the school privilege to admit new ESC or EVS grantees.