Frequently Asked Questions

Helpdesk

Office

Department of Education
DIVISION OF CEBU PROVINCE
IPHO Bldg., Sudlon, Lahug, Cebu City
Philippines 6000
Schools Division Superintendent
☎ 255-6405
Asst. Schools Division Superintendent (Futalan)
☎ 236-4625

Telephone Numbers

Accounting Section
☎ 254-2632
Legal Section
☎ 253-7847
Disbursing Section
☎ 255-4401
Supply Section
☎ 236-4629
EMIS/EDP Sections
☎ 236-4644

What is Online Requests and Tracking System (ORTS)?

The Online Requests and Tracking System or simply ORTS is a new innovation under the Records Management Improvement System’s Expansion Services. It was developed by the Records Management Improvement Committee (RMIC) to increase the efficiency and effectiveness of service delivery with the main focus of enhancing the DepEd Cebu Province field-employee-clientele’s participation to an easier, faster and more convenient way of requesting documents and meeting schedules from the Division Office. Teachers will have the convenience of making requests without personally going to the Division Office, thus giving more time for the pupils/students who needed them the most.

ORTS also includes a more powerful tracking module which automatically provides the client a tracking code, the moment they submitted an online request, and then notifies them on each progress via email (from start to completion). The client may also print their own copy of the tracking sheet and may track their requests by scanning the provided (Quick Response) QR Code even on the road using their mobile data. Notifications will tell the client if their request is still on-process, lacking the necessary requirements or ready for releasing.


Security and Data Privacy

ORTS provides a simpler and more convenient way of making requests, and data security is our top priority. The system as well as the staff using the system acknowledges the importance and confirms to the DepEd Cebu Province Data Privacy Policy.

In cases where a particular physical documentary requirement is needed to be submitted to the Division Office, any authorized administrative staff of their school/station (PSDS, School Head, ADOF, ADAS) may process their requests in behalf of the client reducing their need to travel out of the school/station.

The bulk of possible erroneous and bogus request may occur in the implementation of an online application. To address that, the system will automatically purge requests lacking necessary physical documentary documents after three (3) days from date of the request. The client may request again online if that happens.

The clients are advised to contact the Division Office if they wish to cancel their requests if it is already on the processing stages. It is also encouraged to report bogus or erroneous claims.


Advantages of ORTS:

For the Client making the request:
  • More efficient and effective way of creating and tracking requests
  • Desktop and Mobile friendly-interface
  • Accessible anywhere and anytime through the internet
  • Active email notifications to update the user in every progress (from start to completion) of each request

For the Officer-in-Charge:
  • A clean and compact user interface for incoming/in-process requests
  • Minimal interaction for a more fluent service
  • A transparent trail for tracking the progress of any requests
  • An access to the client’s contact information to follow-up updated requirements if necessary


What do I need to use ORTS?

Device or Gadget:
The ORTS can be accessible using any computer or any android/ios devices with a browser (Chrome, Firefox, Internet Explorer, Safari, etc.) and is connected to the internet.

DepEd Email Address:
The ORTS is designed to cater DepEd Cebu Province teachers and staff and an active DepEd email with the @deped.gov.ph domain is required.

Clients with no DepEd email may wish to request one using ORTS under the ICT -> Request for DepEd Email dropdown option. The requirement for this request is only a Letter Request, noted by the School Head, and addressed to the SDS.

Private Schools under the DepEd Cebu Province Division may also request for their respective School Account by submitting a Letter Requests addressed to the SDS.


How to use the ORTS?

Registration:

Verifying your account:

Logging in your account:

Making a request:

Tracking a request:

Currently Offered Online Services:

ADMINISTRATIVE SECTION:
Approval of GSIS, BIR, PhilHealth Forms
REQUIREMENT(S):
  1. Accomplished GSIS, BIR, PhilHealth Forms

Certification of Documents
REQUIREMENT(S):
  1. Original Copy of Documents to be certified

Signing of Administrative Clearance
REQUIREMENT(S):
  1. Accomplished Administrative Clearance Form



ACCOUNTING SECTION:
Fidelity Bond Renewal
REQUIREMENT(S):
  1. Fidelity Bond Form

MOOE Note Elementary
REQUIREMENT(S):
  1. Prior month liquidation

MOOE Note JHS
REQUIREMENT(S):
  1. Prior month liquidation

MOOE Note SHS
REQUIREMENT(S):
  1. Prior month liquidation

Provident Certificate of Full Payment
REQUIREMENT(S):
  1. Form 6 for Leave without pay
  2. Service record for transfer, retirement or resignation

Provident Loan Clearance (Transfer/Resignation/Retirement)
REQUIREMENT(S):
  1. Updated Service Record indicating the last day of service
  2. Photocopy of Latest Payslip
  3. Official Receipt of Full payment (only applicable if there is oustanding loan balance)

Provident Loan Clearance (Sick, Maternity, and Personal Leave Without Pay)
REQUIREMENT(S):
  1. Letter of Intent
  2. Leave Form (Form 6)
  3. Division Clearance
  4. Official Receipt of Full/Partial Payment (only applicable if there is oustanding loan balance)

Provident Clearance (Travel Abroad)
REQUIREMENT(S):
  1. Letter of Intent
  2. Leave Form (Form 6)
  3. Division Clearance
  4. Photocopy of Latest Payslip
  5. Official Receipt of Full/Partial Payment (only applicable if there is oustanding loan balance)

Provident Loan
REQUIREMENT(S) Two copies each: :
  1. Letter Request address and approved by Schools Division Superintendent, and should be signed Noted by Principal/School Head/District Supervisor
  2. Doctor's Medical Certification
  3. Statement of Hospital Bills / Official Receipt
  4. Statement of House Arrears
  5. Statement of Tuition Fees / Official Receipt
  6. Statement of Account on Lending / Official Receipt
  7. Bill of Materials for House Repair
  8. Certificate from the Barangay Captain that you Own the House for Repair
  9. Pictures for House Repair
  10. Latest Payslip of Borrower and Co-maker certified by Administrative Officer V
  11. 2 Valid Identification Cards of Borrower
  12. and Co-maker certified and Other Requirements may be needed.

No-book Value
REQUIREMENT(S):
  1. School Building Inventory

Index for Remittances
REQUIREMENT(S):
  1. Pag-IBIG or GSIS request

SBFP Note
REQUIREMENT(S):
  1. Prior month liquidation

Approval of Accounting Clearances
REQUIREMENT(S):
  1. Form from Personnel-in-charge

Division Clearance for Retirement, Transfer and Resignation
REQUIREMENT(S):
  1. Certificate of Last Payment



DISBURSING SECTION:
Payroll for Salary
REQUIREMENT(S):
  1. Employee Number

Payroll for MOOE Downloading
REQUIREMENT(S):
  1. None

Proof list for Monthly Salary
REQUIREMENT(S):
  1. Account Number

Proof list for Year-End Bonus
REQUIREMENT(S):
  1. Account Number

Proof list for Year-End Bonus
REQUIREMENT(S):
  1. Account Number

Proof list for Chalk Allowance
REQUIREMENT(S):
  1. Account Number

Proof list for Mid-Year Bonus
REQUIREMENT(S):
  1. Account Number

Proof list for Clothing Allowance
REQUIREMENT(S):
  1. Account Number

Proof list for Salary Differential
REQUIREMENT(S):
  1. Account Number

Proof list for Hardship Allowance
REQUIREMENT(S):
  1. Account Number

Proof list for Loyalty
REQUIREMENT(S):
  1. Account Number

Copy of Supporting Docs from Accounting
REQUIREMENT(S):
  1. Photocopy of Payroll

Photocopy of Issued OR
REQUIREMENT(S):
  1. none



REMITTANCE SECTION:
BP Number
REQUIREMENT(S):
  1. MIS
  2. Assignment Order
  3. Appointment
  4. Assumption to duty
  5. Service Record (if he/she was previously employed by any agencies of the Government)

Certification for Remittances (Pag-IBIG)
REQUIREMENT(S):
  1. Index Card of Payment Salary from Accounting Section

Certification for Remittances (Philhealth)
REQUIREMENT(S):
  1. Index Card of Payment Salary from Accounting Section

Certification for Remittances (GSIS)
REQUIREMENT(S):
  1. Index Card of Payment Salary from Accounting Section

Change Status (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Change First Name (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Change Last Name (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Change Date of Birth (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Change Date of Birth (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Change Home Address (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Change Email (GSIS)
REQUIREMENT(S):
  1. NSO/PSA Certificate

Transfer to other School
REQUIREMENT(S):
  1. Updated Service Record

Transfer to other District
REQUIREMENT(S):
  1. Updated Service Record

Transfer to other Division
REQUIREMENT(S):
  1. Updated Service Record

End of Services (Deceased)
REQUIREMENT(S):
  1. Updated Service Record

End of Services (For Retirement)
REQUIREMENT(S):
  1. Updated Service Record

End of Services (End of Contract)
REQUIREMENT(S):
  1. Updated Service Record


EDUCATIONAL FACILITIES SECTION:
Request to Cut Trees
REQUIREMENT(S):
  1. Filled up request form to cut trees (Pro Forms at PF Section)
  2. Attach a copy of Certificate of No Objection from: Certification from PTA (indicate number and kind of tree to be cut) and Certification from Barangay Captain (indicate number and kind of tree to be cut)
  3. Pictures of trees requested for cutting

Request for Demolition
REQUIREMENT(S):
  1. Request for ocular inspection from the building official (City Engineer/Municipal Engineer/District Engineer's Office, whoever is available) -inspection report that shows findings why building needs to be demolished
  2. Pictures of the building to be demolished properly labelled (Front View, Side View and Damaged Sections)
  3. Indication of probable funding for replacement

Request for school buildings, building inspection, repair and other requests
REQUIREMENT(S):
  1. Letter request addressed to SDS

Request to construct from NGO/LGU
REQUIREMENT(S):
  1. Letter request addressed to SDS

Permit to Study
REQUIREMENT(S):
  1. Letter of Intent
  2. Endorsement from PSDS
  3. COR/Enrollment Form

Permit to Conduct Research
REQUIREMENT(S):
  1. Letter of Intent
  2. Endorsement from PSDS
  3. Sample Questionnaire
  4. Approved Permit to Study

Part-Time to Work Permit
REQUIREMENT(S):
  1. Letter of Intent
  2. Endorsement from PSDS
  3. Schedule of Instructor's load



SGOD SECTION:
NGP Certificate
REQUIREMENT(S):
  1. 10 pictures before and after tree planting

NGP Service Credit Claim
REQUIREMENT(S):
  1. Letter request
  2. Memorandum No. 415,s. 2018
  3. Attendance sheet of teachers during tree planting
  4. DTR (arrange individually)
  5. Attendance Sheet of pupils/students (under teacher's advisory class, NA for non-adviser)

Approval for Student Teaching Off – Campus
REQUIREMENT(S):
  1. Letter of Intent
  2. Memorandum of Agreement
  3. Approval form for Student Teaching (after the approval it should be notarized)

Approval for Field Study
REQUIREMENT(S):
  1. Letter of Intent
  2. Memorandum of Agreement
  3. Approval form for Field Study (after the approval it should be notarized)

Permit to Study
REQUIREMENT(S):
  1. Letter of Intent
  2. Endorsement from PSDS
  3. COR/Enrollment Form

Permit to Conduct Research
REQUIREMENT(S):
  1. Letter of Intent
  2. Endorsement from PSDS
  3. Sample Questionnaire
  4. Approved Permit to Study

Part-Time to Work Permit
REQUIREMENT(S):
  1. Letter of Intent
  2. Endorsement from PSDS
  3. Schedule of Instructor's load



ICT SECTION:
Request for DepEd Email:
REQUIREMENT(S):
  1. Letter Request noted by the School Head or PSDS and addressed to the SDS

DepEd eHRIS concerns:
REQUIREMENT(S):
  1. Letter Request noted by the School Head or PSDS and addressed to the SDS

DCP Concerns:
REQUIREMENT(S):
  1. Letter Request noted by the School Head or PSDS and addressed to the SDS



DENTAL SECTION:
Schedule Request - Oral Examination/Consultation
REQUIREMENT(S):
  1. TBA

Schedule Request - Dental Treatment: Extraction
REQUIREMENT(S):
  1. TBA

Schedule Request - Dental Treatment: Restoration
REQUIREMENT(S):
  1. TBA

Schedule Request - Prosthodontics (Dentures)
REQUIREMENT(S):
  1. TBA

Schedule Request - Dental Certificate
REQUIREMENT(S):
  1. TBA



MEDICAL SECTION:
Schedule Request - Health Examination/Consultation
REQUIREMENT(S):
  1. TBA

Schedule Request - Medical Clearance
REQUIREMENT(S):
  1. TBA

Schedule Request - Medical Certificate (Reinstatement, sick leave, maternity leave)
REQUIREMENT(S):
  1. TBA



RECORDS SECTION:
Request for Service Records (Permanent Teaching and Non-Teaching Employees)
REQUIREMENT(S):
  1. Request Form
  2. Appointment (not necessary if not CSC attested)
  3. Assignment Order
  4. Assumption to Duty
  5. Birthdate & Birthplace

Request for Service Records (For Teachers with Substitute & Provisional Status)
REQUIREMENT(S):
  1. Request Form
  2. Appointment (not necessary if not CSC attested)
  3. Assignment Order
  4. Assumption to Duty
  5. DTR or Biometrics signed by the Principal or School Head
  6. Birthdate & Birthplace