IdI;I'UI}I.IC (}F TFTIl PH I I.

IPPINTiS
COMMIS iI(}N Ol'; HUMA}{ RIGHTS

RESOLUTION
CHR (V) No. AMzorS-z6S

The Commission RESOLVES to APPROVE the attached

Procedures and Work Instructions Manual on Jail Visitation (Revision
ooz), submitted by the Visitorial Division, Legal Office.

REsoLVEs, FURTHER, to ADOPT the following as Annexes of

the above-mentioned Jail Visitation Procedures and Work Instructions
Manual:

a. Control of Documented Informaticn

b. Internal Audit for the QMS;
c. Approved RFA Guidelines for the control of Nonconforming
Outputs/Nonconformity and Corrective Action ;
d. Monitoring and Measurement of Client Satisfaction;
e. Management Review; and
f. Revised Table of Contents

SO RESOLVED.
Done this zgtt' day of October zor8 in Quezon City, Philippines.

(On Official Travei)

JOSE LUIS MARTIN C. GASCON
Chairperson

/
Commissioner

(On Official Travel)

LEAH C. ODRA-ARMAMENTO ROBERTO EUGENIO T. CADIZ
Commissioner Commissioner

ATTESTED BY:

MARIA MARIANO-MARAVILLA
Secretary

CHR: Digniby of all

Cammonsea/ti Sycnrtc, t/'P' Comp/*r, DtTr'maa //O/ Qu*an Citg PbTipphes
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COMMISSION OI{ HUMAhI RIGHTS

PROCET}URES A1YD WORK

INSTRUCTIOI\S MANIUAL ON JAIL
VISITATIOI\
29 Actober 2018

Prepared by:

'M Chief, Visitorial Division

by:

, LegalOffice

by:

COMMISSION EN BANC
Per Resolution: CHR N) No. AM2018-265

t
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MANUAL ON JAIL VISITATION CHR-LO.VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date; 29 October 2018
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Table of Contents
I. LEGAL BASIS OF THE VISITORIAL POWER 2

II. JAIL VISITATION PROGRAM 2

A Objectives and Purposes.. 2

B Scope and Coverage......... ..........3

C. Program Stakeholders................ 3

D. Strategy of lmplementation....... ..........4

E. Basic Principles in the Conduct of JailVisitation ..........4

Glossary ........15
ANNEXES ........16
Annex 1: List of Prioritized Stakeholders and Actions to Address these lssues 17

Annex2: RegionalJailVisitation Plan .......19

Annex 3: JailVisitation Plan lmplementation Monitoring Matrix..... .......20
Annex 4: Regional Recommendations Monitoring Matrix .......21
Annex 5: Consolidated Recommendations Monitoring Matrix........ .......22
Annex 6: Mission Order 23

Annex 7: JailVisitation Report ...,,,,'.24

Annex 8: Jail Profile Form........ ,......,,26
Annex 9: PDL Profile Form.......... .........28
Annex 10: lndicators (Human Rights Standards of Detention Facilities).................. .........30
Annex 11: HRBA Scorecard Survey....... .........36
Annex 12: Control of Documented lnformation ..
Annex 13: lnternalAudit for the QMS

Annex 14: Approved RFA Guidelines for the Control of Nonconforming Outputs/
Nonconformity and Corrective Action

Annex 15: Monitoring and Measurement of Client Satisfaction

Annex 16: Management Review

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I. LEGAL BASIS OF THE VISITORIAL POWER

The jail visitation power of the Commission on Human Rights (CHR) is anchored on
Article Xlll, Section 18 (4) of the 1987 Philippine Constitution, in relation to Section 3 (a) of
Executive Order No. 163, Series of 1987, which provides that:

'The Commission on Human Righfs shall have the following powerc and
functions:

xxx xxx xxx

(4) Exercise visitoial pawe rs ove r jails, pnsong o r detentio n facilities;

xxx xxx xxx

This visitorial power of CHR is reinforced by Section 11 of the lmplementing Rules and
Regulations (lRR) of Republic Act No. 9745 or the Anti-Torture Act of 2009, which provides
that:
"The Commlssion on Human Rr'ghfs (CHR) shall exercise its visitarial powers
at any time over jails, prisons and detentian facilities and it shall have
unresticted access to any detention facilrty inside military camps, police lock-
up cells, jails, prisons, youth homes, and any detention, rehabilitation,
confinement and other similarfacilities. xxx xxx xxx"

Likewise, Section 13 of Republic Act No. 10353 or the Anti-Enforced or lnvoluntary

Disappearance Act ol2012 and Section 14 of its lRR, recognize this power, which both provide
that:

"The CHR or its duly authoized representatives are hereby mandated and
authoized to conduct regular, independent, unannounced and unresticted
vis/s fo or inspection of all places of detention and confinement."

II, JAIL VISITATION PROGRAM

A. Objectives and Purposes

The Jail Visitation Program (JVP) is a program under the Human Rights Protection
Services and has the following objectives and purposes:

1. To monitor the human rights situation of Persons Deprived of Liberty (PDL) in all
places of detention and the condition of all places of deprlvation of liberty by assessing
jail and prison conditions in accordance with international human rights standards as
well as the established national manuals of procedures for the treatment of PDL;

These specifically include

a. The UN Standard Minimum Rules forthe Treatment of Prisoners orthe Nelson

Mandela Rules;
b. The Body of Principles for the Protection of All Persons Under Any Form of
Detention or lmprisonment;
c. The Basic Principles for the Treatment of Pilsoners;
d. The Standard Minimum Rules for the Administration of Juvenile Justice;

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e. The Manual of Procedures of the Bureau of Jail Management and Penology

(BJMP); and
l. The Manual of Procedures of the Bureau of Corrections (Bucor).

2. To monitor the government's compliance with the Convention Against Torture and
Other Cruel, lnhuman or Degrading Treatment or Punishment and its implementation
of both the Anti-Torture Act of 2009 and the Anti-Enforced or lnvoluntary
Disappearance Act of 2412;

3. To recommend policy and program measures to improve the human rights conditions
of PDL and detention facilities by issuing advisoryiies andior recommendation/s to the
appropriate government authorities accountable for jail management and the
protection of the rights of PDL; and

4. To extend legal aid and counselling and other assistance to PDL.

The JVP involves the conduct of unannounced visits by a team of lawyers and
investigators to gather information on the actual conditions of PDL and detention facilities
through interviews, ocular inspections, and records reviews. The data and reports generated
are analyzed to come up with immediate, mid-term, or long-term measures to respond to the
human rights issues and concerns of PDL. These measures should guarantee that the State
respects, protects, and fulfills the rights of all PDL in the Philippines and result in PDL enjoying
their human rights. The JVP also includes the provision of legal counselling and advice and
other forms of assistance to PDL to respond to their complaints and requests.

B. Scope and Coverage

The JVP covers all places of deprivation of liberty, which are operated and maintained
by government and private institutions, including, but not limited to:

a. Municipal, city, and district jails;

b. Provincial and sub-provincialjails;
c. "Lock-up" cells, detention centers, or custodial centers;
d. National penitentiaries;
e. Military detention facilities;
f. Youth detention homes, Youth Rehabilitation Centers, or "Bahay Pag-asa";
g. Socialcare institutions, such as, but not limited to, psychiatric hospitals;
h. "Bahay Pagbabago"fordrug dependents; and
i. Other places of deprivation of liberty or high-risk areas of torture or cruel,
inhuman, or degrading treatment.

C. Program Stakeholders

The primary beneficiaries of the JVP are PDL, which refers to any of the following:
convicted prisoners, arrested persons taken into custody, detainees under trial, children
placed in rehabilitation centers or halfway houses, and other persons placed in facilities which
they are not permitted to leave at will by order of any judicial, administrative, or other authority.

A PDL may be further categorized according to vulnerability [e.9. as a woman, child,

person with disability, indigenous person, elderly, or sexual orientation and gender identity
expression (SOGIE)1.

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The other stakeholders are the government agencies involved in law enforcement and
the administration of justice, civilsociety organizations, localgovernment units, and Congress.
A separate Matrix on Stakeholders'Analysis is found in Annex 1.

D. Strategy of lmplementation

The JVP is managed by the Visitorial Division under the Legal Office (LO). The
Regional Offices (ROs), particularly the HR Protection Division, implement the Program in
their respective geographical areas.

As the oversight unit of the JVP, the Visitorial Division formulates the JVP Policies,
Plans, Procedures and Guidelines, Systems, and Tools and capacitates the Regional Jail
Visitation Teams (RJVTS). lt monitors the JVP's implementation by the ROs and ensures the
standard application of policies and operating procedures. Moreover, as an oversight unit,
the Visitorial Division may conduct jail visits as necessary for purposes of providing support
to andlor spot checking the ROs.

As the process owner, the Visitorial Division consolidates regional Jail Visitation
Reports (JVRs) into the Agency Reports on Human Rights Situation of PDL. Such reports
contain recommendations for new or changes in policies, administrative measures, and
program measures and other mechanisms to promote, protect, and fulfill the human rights of
PDL. The HR Situation Reports shall be presented to Congress and to other concerned
government authorities on a periodic basis and as determined by the CHR.

The ROs organize JWs consisting of investigators and lawyers who have knowledge
of andior training in, at the minimum, human rights principles, the rights of prisoners and
detainees, the United Nations Convention Against Torture (UNCAT), and the Anti-Torture Act
of 2009 (RA 9745). The JVTs shall use monitoring tools provided by the Visitorial Division
based on international and domestic standards as set in international human rights
instruments and, in particular, the UN Standard Minimum Rules for the Treatment of Prisoners
(Nelson Mandela Rules).

E. Basic Principles in the Conduct of Jail Visitation

The following basic principles shall be observed during the conduct of jait visitatlons:

1. Do no harm. PDL are particularly vulnerable and their safety should always be the
primary consideration. Visiting teams should not take any action that could endanger
-
an individual or group. Poorly planned visits or visits that do not follow basic
principles and methodology - can potentially do more harm than good.

2. Respect authorities and PDL. Visiting teams should always respect the role and
functions of the detention authorities. Establishing mutual respect with the staff and
management of the detention facility is the basis for building a constructive relationship
and effective working practices. PDL should be treated with respect and courtesy.

3. Respect confidentiality. lt is critical that all members of the visiting team respect the
confidentiality of information provided by PDL during private interviews. No information
should be released without the express consent of the PDL.

4. Respec{ security. There are three (3) aspects to the issue of security. First, the visiting
team should respect the security requirements of the facility and conform to internal

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rules. Second, the security of PDL which is closely linked to the issue of
-
confidentiality - should be a priority. Finally, members of the visiting team must
address the issue of their own security. The issue of personal safety may be raised by
the authorities as a reason not to allow access to specific parts of a facility or to conduct
interviews with certain PDL. lt is ultimately the responsibility of each member of the
visiting team to determine how to respond to this advice.

5. Be objective and credible. Visiting teams must strive to record available and
observable facts and to engage with both staff and PDL in an independent and
impartial way. The mandate of the visiting team - both what it can and cannot do -
should be cleaily explained to staff and PDL and no promises or undertakings should
be made that cannot be kept.

6. Be consistent and persistent. The legitimacy and credibility of the CHR's monitoring
function will be established over time. This requires consistency, continuity, and
patience. The same methodology should be used consistently during its regular
program of visits to all places of detention.

III. GENERAL GUIDELINES AND PROCEDURES

The following are the general guidelines of the jail visitation program according to its
stages:

1. Jail Visitation Planningl

a) The Visitorial Division, as the oversight unit forthe JVP, shall, within the 3'd quarter
of the year, prepare the JVP Plan for the succeeding year and provide the same
to the ROs. The JVP Plan shall be based on the information gathered from the
previous years'visitation activities and reports, assessment reports, and relevant
data. The JVP Plan shall contain strategies, priorities and focus of visitation and
national targets.

b) Based on the JVP Plan, ROs shall, within the 4h quarter of the year, prepare their
respective Regional Jail Visitation Schedule Plans (See Annex 2) for the
surceeding year and submit the same to the Visitorial Division.

2. Preparation for the Actual Conduct of Jail Visit

a) For every jail visitation activity, the Regional Director (RD) shall form a JW,
designating a Team Leader and members. The RD has the discretion to determine
the composition of the team, but, at the minimum, each JVT shall be composed of
at least 1 lawyer and 1 investigator and shall have the following number of
members:2

a For lock-up cells: 3 members (excluding the driver);

a For provincialjails: 5 members (excluding the driver);

a For BuCor prisons: 3 members (excluding the driver) from the RO; and

I For 2019, the JVP Plan and the Regional Jail Visilation Schedule Plans shall be both prepared and submitted
by the
end of 2018. The provision on the preparation and submission of the JVP Plan shall be implemented only from 2019
onwards.
2 This provision shall be implemented only from 2019 onwards.

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a Other detention facilities: 3 members (excluding the driver).

Sub-Offices shall be augmented by personnelfrom their respective ROs. ROs

may also be augmented by personnelfrom the Central Office (CO) as may be
necessary.

b) Alljail visits shall be covered by a Mission Order (See Annex 6)3, and if necessary,
the Travel Order, and ltinerary of Travel, which shall be signed by the RD i Focal
Commissioner / Chairperson or, in their absence, by the Officer-in-Charge.

No jailvisitation shall be conducted without an approved Mission Order

c) The JW, in coordination with the responsible Regional Officers/Staff Members,

shall ensure the availability of resources necessary forthe actual visit (i.e. vehicles,
funds, etc.).

d) The JVT, and, if necessary, with the RD/Officer-in-Charge, shallconduct a pre-jail

visit meeting to discuss the different tasks of the team members.

e) The JVT shall ensure that all the necessary tools or documents for the conduct of
the Jail Visitation are ready, such as the forms [i.e. Jail Profile, PDL Profile,
lndicators (Human Rights Standards of Detention Facilities), and HRBA Scorecard
Surveyla. These also include the use of recording devices such as a voice recorder
and camera for documentation purposes.

3. Conduct of Actual Jail Visitation

a) The JW shall present the approved Mission Order and their CHR ldentification
Cards to the detention authority.

b) The JVT may conduct an initial talk with the Warden/Officer-in-Charge to introduce
the members of the JVT and to explain the purpose of the visit.

c) The JW shall randomly interview at least ten percent (10%) of the PDL population,
or as may be reasonable under the circumstances, per facility.

d) The interviewing member shall first secure the consent of the PDL, explain the
purpose of the interview, and clarify that the information gathered shall be used
only for documentation and/or the processing of the PDL's request within the
CHR's procedures and shall not be shared to other persons without the concerned
PDL's consent.

e) Using the PDL Profile Form (See Annex 9), the interviewing JVT member shall
gather the following information from the PDL:

e.1. Personal circumstances;

e.2. Details of imprisonment;

3 The Mission Order attached herewith shall be used as the template from 2019 onwards to replace all those previously
used for the same purpose.
4 The Jail Profile, PDL Profile, and lndicators (Human Rights Standards of Detention Facilities) atlached herewith shall
be used as the templates from 2019 onwards to replace all those previously used.

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e.3. Manner of arrest;

e.4. Case status;
e.5. Meals provision;
e.6. Legal assistance needed/provided; and
e.7. Complaints andior other request.

The interviewer is also to record the following

o Findings on the human rights condition of the interviewee;

o Recommendations;and
o Actions taken.

0 A JVT member shall interview jail personnel using the Jail Profile Form (See Annex
8) to get additional information on jail conditions as well as to determine the
challenges they encounter in managing the detention facilities and their proposed
plans to address these challenges,

g) The lndicators on Human Rights Standards (See Annex 10) shall be used to reflect
the JVT's observations on the jail conditions based on the interviews and ocular
inspections conducted. The JW shall inspectthe premises, such as, but not limited
to, the cells, comfort rooms, clinic, kitchen, recreation areas, etc., and assess the
detention facility's compliance with the Nelson Mandela Rules and other
international standards. The JW, as much as possible, shall cover all areas in the
conduct of ocular inspection.

h) ln addition, the HRBA Scorecard Survey (See Annex 11) shall be used in
interviewing PDL and jail personnel of the detention facility.s

i) The JW shall get information on the personal circumstances and cases of the
following PDL:

i.1. Minors, if any;

i.2. Longest detained, if any;
i.3. Terminally ill, if any;
i.4. Aged 70 years old and above, if any;
i.5. Diagnosed with mentaldisability/ies, if any; and
i.6. Suspected of having mental disabilitylies, if any.
j) The JW shall likewise determine the presence & number of the following PDL:

j.1. Persons with Disability (PWD), if any;

j.2. Lesbian, Gay, Bisexual, Transsexual, Queer or Questioning, lntersex,
Asexual orAllied (LGBTQIAA), if any; and
j.3. Pregnant, if any.

k) The JW shall check and, if necessary, obtain copies of the records of the detention
facility, such as, but not limited to, the register of PDL, carpeta, and court records
of the PDL. The JVT shall also check and, if necessary, obtain copies of the
medical records of the PDL, provided that the PDL concerned consents to such"

s lnitially, the HRBA Scorecard Survey form shall only be used in interviewing PDL and jail personnel from provincial
iails managed by local government units. Additionally, the HRBA Scorecard Survey form shall only be used from 2019
onwards.

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l) The JVT shall verify the accuracy of the reports submitted pursuant to R.A. 9745
with the records of the detention facility concerned.

m) The JVT shall, in accordance with the CHR mandate, provide the PDL the needed
assistance, which may consist of the following, among others:

m.1. Legalassistance;
m.2. Medical assistance; and
m.3. Counseling.

n) The JW shall take initial action on any complaint of torture or other abuses, subject
to further investigation.

o) The JW may conduct an exit conference with the WardenlOfficer-in-Charge,

informing him/her of the JVT's findings.

4. Reporting and Monitoring at the Regional Level

a) The JW will conduct a debriefing meeting to discuss and agree on their findings
and recommendations.

For each and every jail visitation, the JVT shall prepare a written Jail Visitation
Report (JVR) (See Annex 7)6 withln 5 working days after the jail visitation is
completedT, to be noted by the RD concerned, who will forward the JVR via
electronic and registered mail to the Visitorial Division, copy furnished the Field
Operations Office (FOO), within 3 working days.

b) The JW shall likewise encode into the JailVisitation lnformation System the data
from the following completed forms:

b.1 PDL Profile;

b.2 Jail Profile; and
b.3 lndicators on Human Rights Standards.

c) The ROs shall communicate their findings and recommendations through letters
to the authorities concerned if the matters can be acted upon at the regional level.
Othenrvise, it shall refer the matter to the Visitorial Division for appropriate action.

The RO concerned shall include in its JVRs its observations and/or findings in the
review of the submitted list of detention and registry/list of PDL, the action taken
by the RO, and the recommended aclion to be taken by the Visitorial Division.

d) The RD shall assign a Jail Visitation Focal Person to monitor the status of the
recommendations at the regional level, which may be undertaken through phone
calls, letters, follow-up visits, reminders and/or requests for the submission of the
list of detention facilities and registry/list of detainees/inmates. The Jail Visitation

6This JVR form shall only be used from 20'19 onwards to replace all those previously used for the same purpose.
7 Allowances shall be given for delays caused by intervening circumslances when noted and approved by the RD
concerned. A Memorandum explaining the circumstances behind such delay shall be forwarded to the Visitorial Division
by the RD concerned along with the document that was delayed.

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Focal Person shall update the JVT concemed of the status of their
recommendations at the regional level.s

e) The Focal Person, through the team leader of the JVT, shall, within 5 working days
from the end of every quarter, prepare and submit to the RD the Regional
Recommendations Monitoring Matrix (See Annex 4) for approval. The RD
concerned shall, within 5 working days from receipt of the Regional
Recommendations Monitoring Matrix, act on such document. ln case of approval,
the RD shall forward the same to the Visitorial Division via registered and electronic
mailwithin 5 working days thereafter.

The Visitorial Division shall compile the Regional Recommendations Monitoring

Matrices from the ROs into a Consolidated Recommendations Monitoring Matrix
(See Annex 5).s

0 The ROs may issue local human rights advisories or position papers on the human
rights conditions of PDL based on their assessment of jail conditions.

5. Monitoring and Evaluation at the Central Level

a) The Visitorial Division shall prepare a Quarterly Jail Visitation Report based on its
consolidation and processing of the regional JVRs, matrices of recommendations,
and other data generated from the Jail Visitation lnformation System. Such
quarterly report shall be accomplished within 15 working days from receipt of the
ROs' approved Regional Recommendations Monitoring Matricesl0.

b) The Visitorial Division shall take the necessary steps to act on the RO's
recommendations that should be acted upon by authorities at the national level.

c) Afterthe end of the calendar year, the Visitorial Division shall, within the first month
of the succeeding year11, prepare and submit the Annual Human Rights Situation
Report on PDL to the Commission en Banc (CEB) for approval.

6. Management Action

The Commission shall issue Human Rights Situation Reports on PDL in any
appropriate form, such as, but not limited to, Human Rights Advisories, position papers,
or policy papers and shall advocate to the concerned authorities for the adoption of its
recommendations. The aetions taken by the concerned authorities shall be monitored
by the Visitorial Division and shall be reported to the CEB through the Focal
Commissioner.

E This provision shall only be implemented from 2019 onwards.

sThis provision shall only be implemented from 2019 onwards.
10 Allowances shall be given for delays caused by intervening circumstances when noted and approved by the Director
of lhe LegalOffice.
11 Allowances shall be given for delays caused by intervening circumstances when noted and approved by the Director

of the Legalffice.

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO.VD-PAWIM-OO1
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Revision Date: 29 October 2018
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7. Process Diagram

Steps Responsibility lnterface Documents Details

Division Chief, Annual Jail Visitation

The JVP Plan shall
Jail Visitation contain the objectives,
Visitorial Division Reports of previous year,
Program Planning strategies, focus and
JVP Operations priorities, e.9., detention
Assessment Report
facilities not yet visited
and / or facilities with
serious issues that needs
to be monitored

a Visitorial Division to
prepare
ROs to prepare RD, RO Memo to ROs Memorandum forthe
RegionalJail transmittal of JVP
Visitation Plan and submission
Plans/Schedules of corresponding
Regional Jail
Visitation
Plan/Schedule
Memo to be
reviewed by LO
Director and signed
by the Executive
Director (ED).

a Submit Regional JV
PlanslSchedules to
the Visitorial Division
for monitoring of
implementation.

Preparation for RD, Jail Visitation Approved Regional Jail a The RD shall
Actual Conducl Team, Visitation Plan I organize the Jail
of Jail Visit Administrative Staff Schedule Visitation Team.

a lssuance of the
Mission Order to the
visiting team.

a Preparation of all
documents and
tools/equipment
needed for the visit.

a Coordination for the

needed resources.

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Steps Responsibility Interface Docurnents Details

Conduct of Actual Jail Visitation Team Mission Order a Present the

Visit on Detention approved Mission
Facility Order to the
detention authority.

a JW to interview at
least ten percent
(10olo), or as may be
reasonable under
the circumstances,
randomly selected
PDL using lnmate
Profile.

a JW shall conduct an
interview with the
detention facility
personnel and
inspection of the
premises using the
Jail Profile.

a The indicators on
Human Rights
Standards shall be
filled-up to reflect the
JVT observations on
the jail conditions
based on the
interviews and
ocular inspections
conducted.

a A verification of the
accuracy of the
reports submitted by
the detention
authorities pursuant
to RA 9745 shall be
done during the visit.

a HRBA Survey Form

shall also be used.

a Optional: Conduct
exit conference with
the detention
authorities.

THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM.OOl
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Paqe 12 of40

Steps Responsibility lnterface Documents Details

Reporting and RD, Jail Visitation Filled-up Forms: a Using the

monitoring at the Team - Jail Profile information gathered
Regional Level - lndicators during the visit, the
- PDL Profile JW shall prepare a
- HRBA Survey Form JVR after every jail
visitation,
Recordings
Pictures a Encode necessary
Videos data from Jail
Profile, lndicator and
PDL Profile to the
Jail Visitation
Module (current
MARETS).

a Submit every JVR

through the
concerned RD to the
Visitorial Division,
copy furnished FOO.

a RO to communicate
findings and
recommendations,
referrals to
concerned agencies
/ offices if can be
acted upon at
regional level,
otherwise, to the
CHR's Visitorial
Division for
appropriate action.

a RD to assign a Focal
person for the
of
monitoring the
stalus of the
recommendations or
referrals.

a Submit
recommendations
monitoring report
every end of the
quarter through the
concerned RD to the
Visitorial Division.

a RO may issue
regional advisories
or position papers.

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IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
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MANUAL ON JAIL VISITATION CHR.LO.VD-PAWIM-OO1
Revision- 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 13 of 40

Steps Responsibility Interface Documents Details

Monitoring and Division Chief, Regional Jail Visitation a Visitorial Division to

Evaluation at Visitorial Division Report, Regional prepare Quarterly
Central Level Quarterly Jail Visitation
Recommendations Report;
Status Report, Jail
Visitation lnformation
System o Visitorial Division to
take necessary
steps to all
recommendations at
national level that
were unacted upon;

a Visitorial Division to
prepare Annual
Human Rights
Situation Report on
PDL and submit to
the CEB for
approval.

Management CEB; Annual Jail Visitation o Discussion on the

Action LO Director; Report; and overall result of the
RO Directors; and Draft Human Rights JV Program and
Division Chief, Situation Report on PDL next course of action
Visitorial Division for improvement of
the program;

a The Commission to
issue HR Advisories,
Position Papers
and/or Policy Papers
on HR Situation
Report on PDL.

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MANUAL ON JAIL VISITATION CHR-LO-VD.PAWIM.OO1
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Revision Date. 29 October 2018
Division Page 14 of 4A

8. Records to be Generated
Records Reference Number Retention Period
5 years (as required by
Regional Jail Visitation Plan CHR.LO.VD.FR.OO1.OO1
law for official records)

Jail Visitation
Plan 5 years (as required by
lmplementation Monitoring CHR-LO-VD-FR-OO1-OO2 law for official records)
Matrix

5 years (as required by

Jail Visitation Mission Order cHR-LO-VD-FR-002-007
law for official records)

5 years (as required by

JailVisitation Report CHR-LO-VD-FR.O02-OO8 law for official records)

5 years (as required by

TravelOrder
law for official records)

GAM for NGA Vol. ll 5 years (as required by

Itinerary of Travel
Annex 45 (lssue: 2016) law for official records)

5 years (as required by

Jail Profile cHR-LO-VD-FR-002-001
law for otficial records)

5 years (as required by

PDL Profile CHR-LO-VD-FR-OO2-O02
law for official records)

5 years (as required by

lndicators (Human Rights
Standards of Detention CHR-LO-VD-FR-OO2-OO3 law for official records)
Facilities)
5 years (as required by
HRBA Scorecard Survey
cHR-LO-VD-FR-002-004
law for official records)

Regional Recommendations 5 years (as required by

CHR-LO.VD.FR-OO2-O05 law for official records)
Monitoring Matrix

Consolidated 5 years (as required by

Recommendations CHR-LO-VD-FR-OO2-O06 law for official records)
Monitoring Matrix

5 years (as required by

Jail Visitation Mission Order cHR-LO-VD-FR-002-007
law for official records)

Quarterly Jail Visitation 5 years (as required by

Report law for official records)

Annual Jail Visitation Report Permanent

List of Lock-up/Detention 5 years (as required by

Facility / Custodial Center Form #9745-A law for official records)
Prison/

List ofDetainees/Persons
Form #9745-8
5 years (as required by
Under Custody/Prisoners law for official records)

THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
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MANUAL ON JAIL VISITATION CHR.LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 15 of 40

Glossary:

Carpeta Refers to the institutional record of a detainee or person deprived of liberty,

which consists of his/her commitment order issued by the Court after
conviction, prosecutor's information and the decision of the court, certificate
of detention and other pertinent document of the case
CEB Commission en Banc
co Central Office
ED Executive Director
FOO Field Operations Office
JVP JailVisitation Plan
JVR JailVisitation Report
JVT JailVisitation Team
LGBTQIAA Lesbian, Gay, Bisexual, Transsexual, Queer or Questioning, lntersex,
Asexual or Allied
LO LegalOffice
MAREIS Management and Administration of Reports for the Executive lnformation
System (Resolution CHR (V) No. AM2018-118)
PDL Persons Deprived of Liberty
PWD Persons with Disability
RD Regional Director
RJVT Regional Jail Visitation Team
RO Regional Office

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Revision Date: 29 October 2018
Division Pase 16 of40

ANNEXES

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MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
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Revision Date: 29 October 2018
Division
Page 17 of 40

Annex 1: List of Prioritized Stakeholders and

Actions to Address these lssues

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IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
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MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM.OOl
Revision: 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Paqe 18 of 40

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IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR.LO.VD.PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 19 of 40

Annex 2: Regional Jail Visitation Plan

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IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE COMIROLLED COPY IN THE CHR FILE
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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM.OOl
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Proeess Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 20 of 40

Annex 3: JailVisitation Plan lmplementation

Monitoring Matrix

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It3ollic of tba Philipryirrs

COM}IISSION ON ETTMAI\g BIGETS
QE:EICiR

Jeil f isitetion Plen Implemeatation Monitorins llatrir

For&e year--
Flrcc of @rirdim of l&erty Trgetdate of Asbalddcof
Regimal Office
tobe$isitd t{sit visit

ty: b1r

Signature otrr prirtcd nrc i Positiffi Ilir,rsioa Chief, 1:isitorial Dl'rsron

Date Datr

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Revision Date: 29 October 2018
Division Page21 of40

Annex 4: Regional Recommendations

IUlonitoring Matrix

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MANUAL ON JAIL VISITATION CHR.LO-VD-PAWIM-OO1
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Revision Date: 29 October 2018
Dlvision Page22 of 4A

Annex5: Consolidated Recommendations

Monitoring Matrix

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Division Page 23 of 40

Annex 6: Mission Order

MISSION ORDER

$.O. No.

-c {naa.e of *e CHF. Personnet} tFosrson; .

HONITORII{G OF THE HUirAll RIGHTS COI-IDITIONS OF PDLg

Dste {date lhe frlrecioo fuer being iasuedl

ft;ru** to the Wrrfiolt sf Srcfion tB ArSFl. )$fi s{ &i etftenr kniltdm. rrd
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gS /dttr of virril to msritor Src hurnrn oghb eondittn of thc EDl,l thcruin.

Phr* suknil rcpo{t rrpott oorngte{ion sf thir missitm.

iSronafur* Cr"'ar Fnh?eo namel

Apptoving Olficcr

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Annex 7: JailVisitation Report

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Annex 8: Jail Profile Form

Eepublic of the Fhilippin*r

COililIgSIOI{ OlI HUHA}I RIGHTS
?sear

JAI.I. PB T'ILP {PRT[

}{rnr of Jdt:
fid&*c*:
Cffitrct ltrmbryf*:
D.tr dlrl!*:

Werden Informrtioa
Neroe:
Rank:
I.ength od Stly:

ffi
*otrf f{o. r(Jr[ Crrsdr- l&; Furlr:
frrqurncf of Sk:
I{o" d,trril (hrrrdr &ubn ffrafuffiA 4firaoon silBt illd( Sr4tt'

lffi*rof Ilprtt - - -
lIclc: Frmrlr: filhs Urh: llias Frmrlr:
Ita. s(inn*te* m[Ti&{n( prrr*tag trurrfirl
l{o" odtrnr**
- drtriu,rdettl pra*irf clffi: -
No. of inm*tes krpt for refek*epi*g:

0thr,Irturrffi
Ho- e{EHL*{iallr trr} rdulrdprrldc: ilo. oftDlf; SnE sl*l rdd.d prrrmr&:
Tot t {trd*tl C*rctf o(Jrll: Prrrrnt fi'c*rrl, C*rrttf of Jdl:
?otll l$o. sf Cdl:/Dmttsirr: Cdl Sln: -
t{o- of,bantr* ptr Cdk Yrnfi}rlrd? yES- HO-
i*rilrb*fi$of inrtru,n*rntl of rxtrhetrf YEg- t{O-
&lcd?ftrffi
No. oil d*I* 1w nml*:
-
FrsiEt&r
fa*I$r:}'ams Couarl

Page I

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION C H R-LO-VD.PAWI I\T-OO 1
Revision. 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page27 of 4A

Proiects lSen'ices Prorridadl

.&ojacr.Yarne Cozat

Compleinta/ Reoueste

Firdior-a / Obsen'etions

Recommendetiona

Int*risr coaduct*d by:

llrur {E Smrnrrr:
Fodtlau:
Mr;

Page 2

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 28 of 40

Annex 9: PDL Profile Form

CHR.LO.VD-FR.OO2-AO2
Rev. 002 (02 July 2a1B)

Repubiic of the Philippines

COMMISSION ON HUMAN RIGHTS

PDL PROFILE
Instruction: Before the start of the interview, inform tJ:e detainee/interviewee that "All personal
information collected from you will be used for documentation and processing af yaur
request within the CHR procedurc and shall not be shared with any outside parties;'

Name of Jail:
Address:
Contact Number/s:
Date of Visit:

Person Deprived of Liberty {PDL} _Information

Name:
Address:
Sex: Age: Date of Birth: Civil Status:
Citizenship: Ethnicity: Religion:
trducation:
-
- of Imprisonment
Iletalls
Name of Arresting Officer:
Date of Arrest:
Arrest wittr Warrant? [Yes/No):
Date of Detention by Arresting Officer (mm/dd/y-ryy):
Date of Commitment in BJMP Jails/Provincial Jails/
BUCOR Prisons/ Ottrers (mm/ dd/ylyy) :
Case Number:
Crimes Committed/ Charged :

ilanner of Arrest
Was detained informed of rights? YES NO_
Did a:resting oflicer show proper idenffication? YBS NO_
Did arresting officer physically hurt detainee? YES NO_
Did arresting officer use profane or vulgar words during anest? YBS NO_
If tJle detainee was a ctrild, was he/she handcuffed? YES NO_
Was detainee tortured to admit ttre crime? YES NO
Others:

Case Status
Court where case is filed: Branch:
Name of Lawyer: Private: PAO:
Case Status: Status Date {mm lddlWWll:
Convicted (Yes/No):
If ges, Date of Conviction (mm/dd/yyyy)
Sentence

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision: 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page29 of 4A

cHR-LO-VD-FR-002-002
Rev. 002 (02 July 2018)

Minimum Sentence Served (Yes/No)

Nature of Conviction (Final/ On-Appeal)
If On-Appeal, Date of Appeal {mm/dd/yyyy)
Court where Appeal is Filed
Branch

Ueds
No. of meals per day:

Legal Assistance
Nature of Request:

Date of Request (mm/dd/yyyy):

Complaints /Other Requests

Eindinss

Recommendations

Ac'tions TaLen
Action TYpe: kgal Assistance Referral _ Follow-up Speedy Trial
-_ Release thru CHR Medical Assistance
Action Taken:

CHR Personnel (Name/ Position/ Designation) :

Interview conducted by:

Name & Signature:

Position:
Date:

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 30 of 40

Annex 10:lndicators (Human Rights

Standards of Detention Facilities)
..

P,epublic ci ille Fhi:pplne:

COIIUISSION OlI HUIiAl{ RICH"S
niEiolr

IITDICATORS
{Humar Righta Standarda of Deteation facilitieal
bertnrction: Te fill-out thir fola, in&mrtiou a*y bc grthrrrd thn* inturirms &oc
d*trrrtien hrfiitf ofrcirr{r} rud I or drtainm{r}, rrc udl rs br rtrroarl
obscrsrtioar on tha fr*rlitia*.
l{ra: o(.fttil:
Addrcca:
Cmt&:t llurrbrr/r:
Date of Visit:

A. REGISTEB (for elll

1" Arrihblt bouad r*airfr*icr bock $ith anratrr*d $liniraun * Subrtandud *
Fr3r3 {cmtrrning inforanfion eoaax&h3 idanttf;
tlrr rra*m for tbc cmmitmrat and tbt rr*tryiqf
tbrrrfrr; &d thr dry rnd hqrr of efuirlim rn{
rr&ulr!
? \:a;:d coam;tra€nt otder &ImiBum Substs.:rq.srd
Eemcrtcl - -
L SEPARATIOil OF CATBGORIES {for llrtioual Peuiteutiery eud Jailf
1" Sornen Frisoaar3 tre kefi 3€psritE &oa Bi:l ktiairtlum $ubst*adrrd
!. Ara$sb*.q; of r.'cm*n rardfi:s anri Ssti guardr &Ii$ireu.n - Substendird -
3" U!*rirrl- pilmrrr rrt trr4* $plrr& fte ffi"ictrtt }[rni:*um - Substaniard -
prironr*
4- Frrsocr illn(irecar for poiligcrr rn{l civll r.*r@r Sllyrrnlr.rno SubgiandE d
ar*lccpt ilryryltc ftm p*rocr.r inpi*onad bf - -
*gocr of rerim&rd offr*cr
5. Young pri3oa{ri Nre l(€Ft lapatatr 8oE artults l,tlni-rnum Sub::a:rcErd
Remarks:
C. ACCOIilffiODATIOI{ lfor alt}
-I:-Elcbite{lolru oer$* tf nigpt r *ll s tom tf $h.nunum * Subsia;lis.rd
hb*r$l brffdf
.uIiadors
-
2. rt Lry! .[iluE to.r.Dll tlrt,ilnssr to Xll':liri,us _ Suhsla$iard _
rM s r*lc tlr ndurl fClt ert{ m rllor tbt
ratnrcr of tr6h rb
J FYo*Eloe of artrf:ciai h6hl S.llninum $ubsta:reari'
-41-dBcqiiqt* genltary iastrll*tisns SLaim,um Substgncisrd

ftEe f dc

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page31 of40

a. Proryisim of *dquetl brthiag aad rhsrycr f.rili$ }Irnrnun SubstsrCsr{i

for grncral hyp*lrc r* trqtrent * par*ible
Remg'rks:

D. PERSOIIAL ,{l'GIEltE {for all}

1. .irtilt'lrli$ of lratsr i,Iinirrua * Substsndard *
L &cvis:sn oi to;,lrt sr:cles Mlnirua * Substanderd,
Remq.rks; -
E. CLOTHIF{G AI{D BEDDII{C {for Xrtional Fenitentie.ry only}
f - ry prirerr aot iIIotrS to sr.r hi3 smt ctratleinf *tlldrum Subrtrndrrd
rhltll ba povid*d witb e* srtfit of d*thln* ruttrblr - -
lor t&r rlirns!3, k*piug in gpd b{f,lth, end *ot &r r
mrsns d*frdiag or Lunilirti*g.
2. Clean clottring $IrnrmuE _ Subst3ndard _
5. {rnsifa}setl'* rrt ratelr(l rffl sasa(l t' o{Lnr r3 $Iuimum 9ub,ct.srsa,rd.
pariblc
{. E\r{il:f p*ile.r ir prwkled rith r sqrrr.tt bd rtld $lr:uE'um _ SubEIgndatd _
rith srficirnt btd{in!{rb&ctr tirrll bc c]malrhrac
i$uad
Semar*s;

r. FOOD (for rU,

1. Fretd{.d &t uiusl hours lrLmr.r.rm Subs,tenC*rd,
3 tl.':':h nutn-.:.ona]';alue &IrnrBum Subsls;liarS
3 WholEscr!:e guai:]' Illl,ri]Bun _ SubstsnCe.rd _
4. WeII pr*F red a$d 3.rrrd llmircum 9ubstaria;d
Femarts.'

c. WATER {for rul

L Pro*irion of Fotable dnaking tr'rtcr Il*nrr,um Substa:rdard
2. Ar.ail*,ble to €s'er]'prisonar as aeeded Mrfri6um *- subltsadar{t *-
R.emq.rtss;

H. EXERCISE AI{D SPORT {for eIIl

I. It lGrlt dtil {rl hoi,' qt$st Ea. r*rr1c[J*tlr tH ot G Sllnrrf,u!tr Substsrdard *
:irdrry -
2. Frwision of lpac*, i:lstsllef,lanl E$d aquipnent Miaimum Subrilrndrrd
.Ramorks.. - -
I. MEDICAL SERI'ICES {for ell}
1- At lsa^st onG {ll rlrdietl doctor &lrnrn:,um _ SubstenCa.rd _
2. At lGe3t o8tr {11 d.G,3ti3t $Iimn:ua Substs.aCerd
5. ltcdcrl riffirGi by trdnrd perrms *$.rryiscd tf I &IIrLlIl:'uE * Substsrdard
licrnrrd F&rrdcirrr -
4. Adrqu.eta end regulsr supply of n'edicjlle Minimun Subgtaadsrd
- -
efe * d{f

Page 2

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM.OOl
Revision: 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Pase 32 of 40

5. itdrqrratr rr6rplt8,! ficiBgaslcll[ic }linrm^urg Subs:.alrisrd

6. Pr€-natsl csre of .c['omen inmstes L[lnr*um Subrts,1Csrd
7" z4-hsur Gnerg.acy Bcdicnl tr6atse*rt tr[:.ni.mum Subgts:rdarC
8- Aran:rumt*t* fq cldldru to br b,*a out$dr Wise trft,nimus Subrtanrierd
inrtttuttsl
9. Compkte snd accaratc mrdiesl recordg S.Iinrmrim Subs!8jrd,evd _
lg. Erfi.rrrl toq,.Dlr lo**xErlrs q}tft$ trl:.nrm,um - Substa:liard
tr*remt
Pemarks.'

J, DISCIPLIIdE AllD PUIIISHIIEI{T {for rll}

l. Ne,-amFlaruraret otprtsooEr ia tlr* sr*.rrio: ottht }.I:,nie,uB _ Subst.s.lrde.rd _
inltifirtiar, ia anf dircipltmry s}leiry

2" !{o fri:m.r ir pudrbr*l urkr i,* bu hcu: $b.ni.rs:um Subsls.nCard

r, inf*at{ of th. offmrr dlr3rd rgrttrtt hin; - -
b. ltvrlo rpr€pc? oeesa,reitf odprlrrlrth3thr
ddru*t; rnd
c. cffiSrt ntrutls$ r#rdu$i *t:bcotrgh
mu*indx cf thr ert
5" Ceph,tt lrohtultipfr dffi?tr 1 lnlilEhset; :it:vru::ua _ Eubgt,s;ritrd *
puni*rmtbf pl**af hr edskdtrudrII cnrd,
inhunra w dryrdiagpuair,tur*t el es$plimry
ofirnc*r
Semcrrks;

H. INSTRUHEIITS OF R-ESTRAITT itor eul

I" llrlltcuEr *hrla$ irec s* strrlt*.Iktr rrlr aot trIrnim,us Substsnia.rd _
*rcd,s rcrtrrbtr urrhtr rs: -
* priflnrfffi r8rlqet rrryt dtrriag r trm'rfa;
b. m adcd 3mradr bf dirrc6m o#tb* c{*ic$
oGu;u
c. by wda sf tbr dirrcts te prmt rlrirmr &
irtiurhl binldf I othrrn or &m arultnf
Ptropirs
treraartsi

L. INFORIIATIOI{ T0 AI{D COTPLAMTS BY PRISOIaERS (for rIIl

l. lfulca rcqurrtr c cuplrintc to thr ba.d or ofrcrr of lLni:::um Subgtsndard
tlra b*tihrtioa slcb d.y
f, Requests cr conpis:.n:s ere srgde rr:thout ce$sorsilp Sliru*,urB Suhstand.a:d
5" Rr$r3it3 €r ffiplllnts rre PrffiFtIY (lallt $ltJi r&{l Ilrnr&,um - Subgtandryd -
&pli.d rit! ritboutun{uc ddry - -
Remcrts;

U. COHTACT SiITH TltE OUTSIDB $ORLD {for aU}

FtBE * lf6

Page 3

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD.PAWIM-OO1
Revision: 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Pase 33 of 40

1. P*tuirdou to cffi&unicstrx*t& frnilie rnd &Itllls,uE _ Substtn{t8rd _

rcputrblc &ieudr rt ragulu iatrrrrlr, both by
c*respmd*ncr rad by retining visits
2- Fsr*p urliourl prile.m rrq ellmql r+rrmrbtt irl:":urcua Subst&nCerd
frcilitia to cmaunimrt with thr diplmatic ad
cuEulrr rtptr{ntrtiffi of tIrG Strlr to*trich tIrry
bdong
3. IE pt i:$ffiEG{t rG*Ulrrtr of tsG lllor. ilBl}oiltrnt ttrms I[lnru,um Subsis:lcgrd
of nmr by the r*rding of nrsrrrrtr*. prriodicrl* u
lpccid in$ih.rtiga.l publicati,onr, by rir*lcs
trrtrsairiiosr" by lactr,rr*t w by ray sinillr nGrsi
rs eut&oriard or cqtrrilled bythe rdninirtretiou
Rem<zrfts;

H. RELIGIOn tfor 8lr,

f . Holding o,f r€gulr, r€niic*3 LlinirauE gubrt ,rdsd
2- QurliEr<l retrrB.lilrtirG,ti rlhrd to Iry pr*ttrrl *$nicuE *- Substancqrrl *-
rtsiti ir prirdr to pdromr of bdr/brr rqi,oc et
Fro,l}rr t{mc*
J, Atteadslrca to r6li$ous a(tirtBas },IrnrlEum _ Subs:s:rdgr{i _
d- A.cc$r to rpprogrirtr filailitirr for lrtrlalp s Mlnisuln Sub$.:rdard
usdit tie - -
5. .{dherencr lo thr dretsr}' Lass s{ tlarr tarth *liai!3up Substancard
Remctrkc: - -
O. RETEHTIOII Of PRISOIIERS'PROPERTI {for elll
1" Llmryvrlurblx, ctot&in3aurd othcr dtcts &tinirnurn Substandegd
b*lo*giagto aprisoarr err pe*d in e*sfs errt@
2. On rdras&of thitxllslf, lII rualr rrtif,Is aro lllYun1um qr!hr?anaiEr.l

EB{ym rrttnmd
Semarts,'

P. ilOTIFICATIOIi OF DEATX, ILLI{ESS A.!tD TRAIISFER, STc. {for all}

1" Nrerst rrieiinr* * th* rfourG l,r tnf,omd upon Minirnun Substenderd
tlre dratb s uricur ilbtrr oq sslour &itrry or - -
rmotrrl of tbr Fltsoacr to ra imtittrtion fu t&*
trrr&*trt oilntntrl rfiretier bf thr dir*c& or
hr.d€{tbriartitufie
2" Aprfrm.r t3 ibforacc rt ecr dttrG .luin tr ilIiatIluu _ Subrtancerd _
lrriou! illar* of raf rur rdrtiw
3- In *rt of r criticrl ilta*Ir of, rw rdrtirc, lLr &Imir::um Subrianda;d
1trirms * .Ils$t d ta p b tb* Hridr dtbu uads
ciffit c rlmr

F{CF* sff

Page 4

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 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:

ffi MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1

Revision:002
Process Owner. Legal Office * Visitorial
Revision Date: 29 October 2018
Division Paqe 34 of 40

lr" A lri!ffiir hrt tAr fifht to tnft*u rt fficr hlt fioelf 11:nrm,um Substani.Erd.
of hir fuprirmraot x bir trearfry to rl*othrr
irriiArfiflr
Nemcrfs:

Q. REMOVAL Of PRISOI{ERS (for lfationel Peritentirry oaly}

f " A prirors i.! r:ryoli*lto puhlit ttifir ef litilt ar llrnin:um Subrtancard
porsibh sihen rc&olrGd ton ra instihrtion
2" Eorar sr.fagurr{t3 trG a6opte.l to protiat a Frieastl trlmie,ua SubstsrdarC
&qrn in$.*t, curicsity and publicig ia rny {o'ta - -
5" Tha trrarpct rf tar prtJe.'t is carrkd cut rf, tlc &LnrE,uE _ suhs,t$ndsrd _
rdprnlG rf thr rdaiairkefim
Rernarks;

R. AGRO-IilDUSTRIAL SIORI{ ASSTGI{lilEnT AtlD SUPERI'ISIOII SERVICES {for l{ationel

Peuitenti.ary only!
f . Ufod(b.lrrl m irErtr!" *iBJ, plVSc.I sil l[fi[td Slnimuu Subs..a:rCa.rC
trtrrEr
2. Orrt [li rcct dag'' g*c!k trh.nimum Substa;rdsd
5. Trme for educ&i:on ard o::1er &c::1iu€t ,l"lrnir:um - Substs:lderC -
t[. Iutlruaitrslim !tr tlt&r#irl rqtrury f8drltrllE Il$$rturo -_ SuhEtanri.} C -_
accuprtim*I drure3
fremarfts"'

S. SOCLAL IIr'SLFARE SERVICES {for elll

1" odr liffird rocirtr rorIir stro sill
Se||Ticac trm 5[uIlE],uE SubEtanc$d
cbrrgr on thc F*yclo*ocirl r*pcct of r tBL - -
f,emcrks;

T. SECURIT-r- AllD CUSTODY Of PRISOI|ERS {for l{ational Penitentiery only}

1. Ceril.ss !r& lhr 3rwlil{ffir 6 alr3,Hfcdffi tr
prirmm b*rd m:
e. Gravig'of of*:lct iXaxlsunc.. f,{edium, Miniurun} l'.tmrc,um Subr:a:rd.arC
b. HrhabdrtaBon:reeds Shnimum Subsierierd
c. II*:is; lreslth condiUon llrmnum SubstE:rdard
b" Agt irhnrnium - Substfftiard -
2 " Treining of ptr*onnal on tht rithB of tbs prisonan ilini!3u$ Subrtrnal8rd
Rcrnarkc.' - -
U. R.ELEASItr{G PRISOITIER {for !{etionel Peantatrtiery oul rl
1" Flaptlsc drrlmrt of Sttfiiri !f rlftrr of: Illni,n:um qt r h<. e6 ri Erd

r. Sqdrrtisao{rrntam;
b. ffirr dlhr cnrrt;
c. Mxrilld@;
d. fnllrr&
r- Otbs lrxfuI cds tgr o@p.*nntil$mrf$
frcp$*f 6

Page 5

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IV1ANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision: 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 35 of 40

RemqrX.s;

Recommeudrtiona

lntcnis{r conducted by:

Nrmrt SifiE$rtc:-
Foritm:
Drtr:

Sa#q t o{d

Page 6

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MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM_OO1
Revision: 002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Pase 36 of 40

Annex 11: HRBA Scorecard Survey

INTRODUCTORY MESSAGE

C"ood dry! trl'r sc csa$slr.*

roairtor,: of tie

iir*ri is!::tloll AE!it!' ?brr: cc m righ s *rs! rGrrFEl" Yol my r&* m prrticipc ia &n
$rnaf rsd' sr anry rrfut ts usmr uy of &rrytx*xcs. Tbir smnf i*frydf rstmf.

aarrrrby

I SMrr{
ft.r !fr nlfr tnxtrirn ffif rts$+!r! cfi{i*Ei ne ilrrfir Afrrrrrn*
, fpdf!tuard
Ff&lg m asd u !r*&& f*rdy nA $m d tprx8
f U&Soarl[
{Isra &r[s taffi fuf +r*x*r tpth& ofhl* S$y ni druuqp, S#rfu lird$r ad
@coGlEi.ilt

PAllS UH"6AQ N A Af EllsAHf

6p# 56, *rxrriirlrx ** &rae I&M" .(mi *

fl.e$Hss$rq&leue{is

x,ffi
t"

&ffi*w
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Page I

THIS DOCUMENT WHEN PRINTED IS AN UNCONIROLLED COPY. ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
/WEBSITE.
 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR.LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 Oetober 2018
Division Page 37 of 40

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THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY, ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
/WEBSITE.
 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Pase 38 of 40

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Page 3

THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
/WEBSITE.
 PROCEDURES AND WORK INSTRUCT]ONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial Revision Date: 29 October 2018
Division Pase 39 of 40

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Page 4

THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY, ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR
FILE
/WEBSITE.
 PROCEDURES AND WORK INSTRUCTIONS Document Control No.:
MANUAL ON JAIL VISITATION CHR-LO-VD-PAWIM-OO1
Revision:002
Process Owner: Legal Office - Visitorial
Revision Date: 29 October 2018
Division Page 40 of 40

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Page 5

THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. ENSURE THAT THE PRINTED COPY BEING USED
IS THE CURRENT VERSION BY CHECKING THE EFFECTIVITY DATE OF THE CONTROLLED COPY IN THE CHR FILE
/WEBSITE.
 GUIDELINES ON TUIAHAGEMEI.IT OF oocutiExT coilTROL
DOCUMENTED INFORMATION Co{k: C}IR-M|S}PUO-GU-S03
Owner: illa na gament I nforma tion Systams Revision No.000
Effsdite O6ler
Offce
L lxTRODt CTrotr
The Commisgbn on Hunr&t rugle ha cornrnsnd ms implemantetbn of its euahty
l*enaprnaf System in com$&ane rrith th6 ruquirffisr*B of Ela irfrrnatbnal 8tandsrd
|8O0Qr:201$. One d the r*quinrner*s Lmd€r tlis *t*rdarrl is the enhd o{ doerrnontett
informdion within thc orgildzalion, alths it ho intenrdty or e,mernasy sot rc€d.

II. PURPOSE
tn the cor$inual optratbn of the Commission, varislr docL*nant8 ae bsrrg crcated.
mlb{ted 6nd dbtrihrt€d. fhese irrehdB documents hom extsmd souroffi" Ttrir gu*tline is
ta provi$e infonn*ion on ftfi,u to conbol srd manege ttrc docummtd ir$ormatk1n ui$*n the
Commi$ion, induf,rg tre revienr aruC approval, ard the arailration o( doamcnts being in
used.

lu. ScoPE
This gmnaral guirfieline shaH apply to the followirrg docr,rments procedures, manuals,
guidelinas, policies, resolutions, advigoriee, forms and other materials or dscurnents
providing slandard*.

tv OB.'ECTIVES
Thie guldelines is to Brovide, especially the ofiices' recordE custodiane gu$ance in
managing their documents lo ensure the quality, ilccurasl, ard adequecy of lhe docurnents
prior to its use.

v. cofiTRol olt DocumElrED NTORXAnOil

A. Cmrtion of Eocumcnb {tnerndt

Al. ldentifurtm
All documented information shall have proper identification, $fiich indude the
follodng:

4.1.1. lnternal Docurnent

e. Neme, title or cbscrigion - thia giv* an idertification that will ea*rly be

understood by anyone who *ill me ths documentad infonralion;

b" kment, Fldetqte Code -S*B h ths idBnttscatisn @(b Ul8t rdect
$e docrsnorilq aoryla docum*r*od inforrration slicrr s r"ports u3!s
Report ilo,;

c. Owr - nare of fE office or srukp rnit lftd qpded ths docrmenl€d

infsnation"

Pago 1 of 5
 GUIDELINES ON MANAGEMENT OF pqcffiEilTeoilr8q!
DOCUMENTED INFORMATION Code; Ct{R-f,dSD-PilO-Gu-o03
Owner' tanagernent lnformation Rovition No.000
Etbdtye Dds: ,.

Erample:

Resolution on Guidelines :

ieiilffiffl**;,i*- m;g
,; CIIR
-,_ -,
---- - - - _- t:_-:-
_ :::
- -"-- _- _---:- - :_
-, -
Guldeliner op thc Moattcrin3 of B.hry Fr1yen frcilhies
-i _ -- -

iL---l------- 'd otheryouth lchdilEir$ffibenicl:r ;

__-,-____--____:
I
Document Description

Fonn:
costrs*$ar P$UFSfiEE

4
I
I

Dacurnenl
Reference code
Documenl Descnplion
original copy or first offrcial rebased of flE documBnt shall be Even a
revision indicator of "0.'

4.1.2 Externally Sourced Documented lnformatron

Documented information such as forms that are sourced externaily for CHR
use, which are allowed to be modified by the onginating office or agency
shall reflect their agency/office's narne. document reference code and i or
revision {if available} in the modified version,

B. Review and Approval

8.1. DocUfiEnted infiormation shdl bs rcvkrf,€d erd appovd rior to il6 use. This ie
to srsue thaf tho doqnnetls ars accurd€. updabd ard auitrbb to be usscl in the
dsily opcrstionE dtfr* offcc.

Th€ reyhrY lercls are * Hbu,s

a. Firrt (1*) Irrefr Rwhw - it shd bi &rE by sra &tnuacnrs ubinatnu
ofncs D+r€cts.s thc srrtic<* mdtorargert.
b. -
PE6r Rariclr rhafl be dm
by gre Dindoralc (c#d ar6 Rsgiond
Officp@r)"
c. R€{riEil tr'd $pomorcftfrr - shd be don€ by the Food crynmiE{rion.
d. find R€uiaul ardtppmral - by &G Cqnrniaqirn En Benc tCcB).
8.2. Tha ofte d tho cornnrbslxr seffit$y efrad tceep tn orisind ccg appornd
documont u the iiaGiler copy. ll srra[ reprorhrce copcs ior dgEbutpfl to
mlwrpd ofrffi srd lor ir$dfuah.
8.3. The ffice of the Commis$ion Secretary shall keep tte lkt of ttre recipbn{ of the
document beirg distribuled.

8.4. Approved documents shall be distributad within fifteen i15) wo*ing days from
approval.

Pqle ? o{5
 GUIDELINES ON MANAGEMENT OF
OOCUMET.IT CONTROL
DOCUIIENTED INFORMATION Code CHR-M|$D-PMC-Glj,ric:i
Oflner: iianagement lnformation Systems Revieion No. 000

_P1,y6ion, Planning llanagement Oflice

C. Ra-Evelu$ffi of $G Doeuru&d lnfomrdon

c.1. Maintairpd decumen* mr*s be rtybu€d by&e orqinalk€ rmit s anotrtEr
subtrd rnrthr erpct eugry three (3) years or tr nccacEery and dirc{*cd by the
Commkahn En Eanc.
C.2. Tha raaporshlo otrw*$gnd or decignrded str.lt offium flFeyetu*ion i$
cst&t&d md txd doc*rnsrta ara updded ar reqrired. The ro*poftsbb ffiae
will rnaintain s rcmrd d doqrnent ra-$listdiore, to ftlaffi *un docrsnenk
are due to ra-a*ralian.
C.3' lf e documaff b d*rmired to rcquire upddirg, En tfrqns silrdt be m66e snd
a ,w teraion s rsr/*km b isq$ad (cee $estion v {D} dthieguidetime}.

O" Unddng r &crmsr*t h&nrn0on

D.1. Changec on the maintaired documented infornrdisn eucft aa lianual, Fornis.
Prowdt*ps, Gui&tirs. etc. shall be codro$ed by indic*ting *e apropnate
v*leion or revision w,th fte respedtva emacfvity date. A revi$ion nisbry sha,l be
rebird and u@tad wftfi {re irformetbn of thc charnree mads on lhe prevbus
revision or version, d* sf the amacrivity a apprwel and the perwn wtro
authcrtzed tl* char:ge. This revision hietory shall be attached to fire docr.rment as
a referen*.

D.2- Doamentad infonnalkt for publh oonsumption ttrat rwlrr deemed obeq,lste slrall
be ramoned ard @axd by its new rror*ion orrcv*ion.

D-3' Previoug leviaion of mdnteirpd documcrfied hfonndlsn eueft a$ manuals.

produras, guidaline, tor?rt, elc. ghall be marlsad with'oBsoLETE in eyery
pqo to ensur€ lhd the said docurnent uill nat be Lred. A eirryh copy of *E
'ogsoLETE" document rnay be keg a a referme ard the rest *hell be atid
upon in aeo(dane to the approved Resl{s Dispooition schedute of the
Commission.

D,4- RetrbYal of digtrihltcd documer*d infornrdion fiat bawnes ohsobtc shail be

done in a moct cocil afecliue. efficient, and praaical rtry to savc on the
Cornmisrim's limihd nacoures.

D'5. Drefi wrgione od doanmented informeti$ shdl be keg es refiemnee to the

chenger made until tle final version of ths document hs beerr amruvd.
Dispo.Stion d the drd rrersion ghell be ma& ofily a$er thE indicited office's
records retentim perM, fi arraflaile, har been met"

E. Accessing Ooeumanted lnformation

E.1. The Commigsion ard I or each eewice units shall control ths acc$6 of the
docurnented information by the cHR persoonel or by the general pubtic in
accordane to the cHR 0ll) No. A200&$47'cHR poBcy on puHic Acress to
lrformation on Human Rbhlc Csse Records and Aher Humsn Rights Documents.
A designated tacord or &cument cutfiodian shell be asaqned by each so{ytce un{t
ts control tha ecc6s$ lo tlra offie's documented informcticn.

E.2. Accmg lo docr*runted information thd ere cl*sifi€d or rctricied shall be rn

accordance to the ayailabb offie poliey or sHutory requhercnt.

P4a3of5
 GUIDELINES ON IIilANAGEMEHT OF DOCUI.IENT COiITROI
DOCUMENTED INFORTITATION Cod* CHR-MISD-PMO-CiL,,003
RGvicim No. S0
Owner: tanagement lnformation
Efiec' m Date; .,
.

Office

F. Use ol Documented lnformation

The records or docums* cugiod{an shall enaurr thet ths doclmsntsd informetion are
llccuGtt6, updated,adaque arH 9lb*re prbr to itr we, lf tle doarnrer*ed information
fdk in any odthere, lt shsll be replaced acMirq*y.

G. Oi*Hbtrton of Doeum*rH lnfionn*don

The Csnmis*bn and I or the swykle unih shaH ccntud tha di*ftbrniorl of the
doeum€ntsd irformation. Ofices thd di$kibuted e docurmntad informdion shail
retairpd (ard updde, as nec$sary) ths rccord of recipiant sf the fum€r*_

Authorized offiCer sf tlE Commi8siofi sfraH detsrryrire on ntro shoulcl recaiva the
documentcd infan*dioo. Thb s to savc on lha resoutes in ropro&rcirg the docunpnt
and to maintain ths s€cr^sity and ir*Gg[ity dthe informatbn.
Di$ribution cf documented infarmation for puHic colrufilsion shail have a record ol the
number of distributed pnnted mdanal, name of the per$o{1 or organizalion who received
sush matsial, tho dala and location of di*tribution.

H. Retrieval of Documented lnforrnation

Retriavd of docrrner*ad inforrration shafl be made by ths offco's rceor# or doanmerfi

clctodan or ols perconn*l as *,lthorized ry the offise leed- Th; ssbdian ehail
rBstd tha dstt eld [Se of fuwnent beirq retrirured, ifio rsqne$tEd tf]e retrb$at, ard
its purpo*.

T?B folbwiftg shdl bc obeen€d on tfp nE&iaval af ttle documert

a lf the requert for $€ rsieval cf ttp doeurrwrhd irsonrdion i* to aquka a copy, it

shdlbe reco,rded ryd{ngty and duly sigred by&c requosirg Frty;

a lf tle &GJtnsrt bdng r€qued *a* ilentilied to be c,hs$ified. wrfidc*tiel or

r6tictad, proper autlrodzdbn must ba aqr.&l by the ,BglEdirry pafiy prior to any
sciion onthclqud.
l. Filing and Storage

Each ofE*g or sorvlx unit shall be responsibb to the aa{ekeeping of documrnted

informdion in tholr poaseEsbo. Pmper ftlirg BystBm of ctooumer*Gd i*formation and
appropriate $tofrage shall be o,bserved.

Confidential, r*trictd or ctaseified docrmentad information chell ba kept in a most

secured strorage equipnnnl available in the ffim, ard vyhich shall be accassible to only
tlB sff$a head or authorized officar.

J. Presarvation of Documentsd lnformation

Officers or personnel who keepo a data remrds or filss with respect of their functions
ehall obearve a proper back-up Frocedweo to pree€rve th€ informatian.

Orrginal copy of a pnnted documented informalion shall be kept in their proper storage.
and a photocopy of the document, if possrble, shalt be used for dietribution
Page 4 of 3
 GUIDELINES ON MANAGEI,IENT OF DOCUTIE,iII CSNTRQ]L
ts
rtr t DOCUMENTED INFORMATION Code CHR-MI$D-PMO-GU-00::
tu$o*xt No. 000
E$r8liw Data:

K. Disposition on Documented lnformatisn

Dicpo*itbn at thc docurnantcd infometion ehall be in amordanca to ttis approrcd

Records Dicposition Schdule o{ thc Cornmissiofi ,

Records Dbpoaitiwt $che<ruh cofiaina tha pariod for ufihh the docr"unent will remsined
in thc ofEcc, Sorage area and tfe final diepoeition (*frether ttre dtrument B,i6 be
permanently archiysd, tanc{an€d cr destroy€d}.

VI. REVIEIT AIID APPROVAL

Prepared by:

ts. 16 Depe.mbet ?0L6

Diretor PMO Date

by;

G. ANTAZO ruf ryf1t

I ..
Director - I Da{e
'_

:' ,!' xc 19 ?0t6

JOSE LUIS MARTIN C, GASCON
Chair:person Date

P*ge 5 at S
 INTERNAL QU TY AUDIT PROGRAMME cnR-tRo-nnp-00e
Revision No. 002
Etrectivity Dat*: 28 August 20'18
owner I wrenwr,L AUDIT DIVISION

t. INTRODUCTION

As one of the requirements of t50 9001;2015, the lnternal Quality Audit tlCIA) Programme is issued and
provides the objectives, guidelines, methods, tools, and other relevant information deemed necessary in the
conduct of an lnternal Quali$ Audit.

I DEFINTflON OF TERMS

An audit toolwtrich contains the audit evidence,

Audit Checklist and list of conformities, nonconformities and
oPPorfu nities for imProvement

A set of plans pertaining to all rnatters relating to I

Audit Planl ltinerarY the conduct of individual audits i

A set of guidelines used prior to, during and after I

Audit Programme the conduct of an lntemal Quality Audft (lAA) i

Auditor Pool A list of personnel qualified to conduct IQA

A compliance to a standard or requirei"nent.

ConformilY abbreviated as C

i A step or plan to eliminate the root cause(s) of a

Corrective Action i non-conformitY

Also termed as a iirst-party audit, Audrt conductei

lnternalQualitY Audit internally prior to the conduct of an External
QualitY Audit; abbreviated as IQA

A deviation from a standard or requiremenl

NonconformitY abbreviated aa NC

A situation'*here the evidence presented

indicates a requirement has been effectiveiy
implemented. but based on auditor experience
and knowledgs. additional effectiveness or
Opportunity F or lmProvement
robustness might be possible with a rnodified
approach iadapted fron; lbe defintian uses i/i
i SOI fS 159,i9). abbreviated as OFI

j An audrl tool used to identify the controls. inputs

Process Transformalian Tool
j activities, ouFuts and resources needed in a
I certain process

geis
" oblrgation by an authority which
A given its
Regulatory Requirement ,ranlate from a legislative bodY

i OetineO by a legislative body and shall be binding !

Statutory Requirement :, and obligatory I

Page I of 6
 {a ffiUMENTCoNTROL
INTERNAL QUI.iITY AUDIT PROGRAMME ffi. CHR.IAD-IQAP.OO2
Revision No" 002
Effectiviry Date: 28 August 2018
awner I wrraueL AUDtr DtvlsloN

m. 0BJECT|VE$

The lnternal Quality Audit (laA) Programme aims to accomplish the following:

a To assess the level of understanding, appreciation. and implementation of the CHR Quality
Management System;
b To identify gaps and oppo(unities for the continuing improvement of the CHR QMS processes'
c. To verify conformity with applicable slatutory and regulatory requirements as well as ISO 9001:2015
requirements; and
d. To obtain and maintain ISO 9001 :2015 certification.

IV. ACCOUNTABLE UNIT

The tnternal Audit Division (lAD) is the process owRer of the IQA Programme and shalt take the lead rn the
conduct of the internal audit of lhe quality management system of the Commission, assisted by an lnlernai
Quaiity Audit Pool.

V. FREQUENCY

The leA shall be conducred at least once a year. However, the Commission may decide to dired the conduct
from
of arr leA as it may deem necessary, such as when there are operational issues and conflids or reguesls
intemal or extemal parties; such reguesls should be approved and endorsed by the Executive Diredor'

VI. SCOFE OF AUDIT PROGRAMME

The audit shall cover the following mandated functions and processes of the CHR under the 1987 Constitution:
the
lnvestigation afld Case Manageirent, Jail Visitation, HR Promotion, and Policy Advisory Services, and
manag-ernent and support processes vital to the delivery of the core funclions.

Consistent with the CHR euality Manual, the follou/ing are lhe otfices subject to audit: the Central
office in
euezon city. Regional office lli in san Fernando. Pimpanga. and the Regional office lv-A in San
Pablo'
Laguna.

VII. TI{E'INTERNAL ErfiTr5fmrn

The Commission has designated an lnternal Quality Audit Team composed of the IAD and other selected
fepresentatives from the QMS Core Team.

A. eualilications of an Auditor - A pennanent employee of the Commission rnay be designated as lQ

Auditor provided he/she meets the following reguirements:
1. Has a Bachelor's Degree;
2. Has at least six (6) months ot work experience in lhe Commission:
i. Has received at least eight (8) hours of training in IQA: and
4 Has received another at least eight (8) hours of training in Quality Management System.

B. Evaluation of Auditors - To ensure the high quality of auditors in the Audit Pool, auditors shall be
subject to pefformance evaluation through custorner evaluation (auditee).
C. Maintenance of the Audit Pool - There shall be continual enhancement of auditing competence
through various capacity building activities such as refresher courses on IQA and QMS' formal
trainings for both prospeclive and cunent auditors, calibration workshops, coaching and rnentoring'
quality
ettendance in Lead Auditor Courses, attendance in intemational conferences on QMS and
audits as needed, among others.
Page 2 of 6
 ,-.\
INTERNAL QUT.JITY AUDIT PROGRAMME
Revision No. 002
owner I trurrnrutL AtJotT Dtws/av Effectivrg Date: 28 Auguat 2018

Selection of audilors for specitic audit assignments shall consider lhe follou,ing audit competencies

1. The personal attributes of the auditor shall indude the fotl0wing:

r' Ethical r' Observant
I Open-minded r Tenacious
r' Perceptive I Decisive
Y Versatile / Self-reliant
r' Diplomatic
2. Auditing skills such as, but not limited to the following
,' Audit planning
r' Preparation of checklists
r' Gathering of audil evidence
r Evaluating audit evidence against audit criteria
r' Preparing audit reports

VIII. METHOD$, PROCESAES AND TOOLS

The conduct of the intemat quality audit shall be guided by the following methods, processes and tools:

A. Use of Audit Checklist - Prior to the adual conduct of audit, the auditors should prepare an audil
checklist which shall be reviewed and approved by the IQA Sub-leam Leader. The audit checklist shall
ssrve as the auditor's guide during the conduct of the actual audit. lt shall provide structure and
continuity to an audit and ensure that the audit scope is being followed-
B. Briefino and debriefinq * A tool to communicale \4,ith the auditees the purpose and other important
information about the audit and the results and findings of the audit. The briefing is done at the
opening of the audit. while the debriefing is done at the closing of the audit.
C. lnterview - lnterviewing the auditee is a lechnique in gathering audit evidence. lnterviews may be
conducled through a panel or one-on-one conversation-
D. Document Review - Reviewing the records and documents shall be undertaken to validate information
and finctings from the interview or to generate new information.
E. Verification * Verification of audit findings with the auditees shall be done as scheduled in the audit
plan.
f. Audit Reporting * This is a process of summarizing audit findings by preparing written reporls
enumeraling any Cs, NCs and OFls and presenting them to concerned parties.
G. Use of tQA Findings Template * This is a template used in tisting findings trC, n/C. and/or AFI).
objective evidence to support such findings and requirements complied ar deviated from ISO
9001:2015 clauses.
H. Use of Request For Aclion {RFA ToqD * This is a set of guidelines with a template used to provide
appropriate action(s) to a NC or OFI finding.

IX, ROLES AND RESPOIISIBILINES

A lQ4 T$qm Head -

The IQA team head is the head of the Auditor Pool who has the general
responsibility of ensuring the conduet of a timely and effective internal audit. Helshe shall call for and
preside over meetings, conferences and briefings of lhe lnternal Quality ,{udit (lQA) Team. The
responsibilities shall inciude the following:
'/ Ensure the timely and effective implementation of audits based on the lnternai Audit
Programme;
./ Submit Final Audit Report for acceptance of the Commission en Banc: and
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 INTERNAL Q AUDIT PROGRAMME
Revision No. 002
Efiectivity Date: 28 Augurt 2018
awner I wrenuaL AUDTT Dtvtslou
r' Serve as the head in all matters related to the pr"eparatiort, implementation artd monitoring of
lnternal Quality Audit

B S.ub-Team _Leadef - The IQA Team is subdivrded into smaller teams which shall be headed by the
sub- tearn leader Hisr her responsibilities shall include the following:
'/ Seiect sudit ieam members based on qualifications indicateci in this programme and ensure
that audrtors are not assigned to their respective processes;
'. Supervise and monitor the implementation of the Audit Planlltinerary,
{ Preside over the meetings of the Audit Team, discuss and clarify audit matters and resoive
issues:
r' Conduct the opening meeting to discuss audit objectives. scope. method, duration and
requirements to the process owners and staff (auditees);
t Assist audttors in preparing audtt reports;
./ Finalize the Team's Audit Report findings and sub,mil to iQA Leader,
,/ Discuss findings to Auditees during the Ciosing Meeting;
,/ Resolve problern(s) with audilees iif there are any); and
v Perform audit-related tasks as may be required from time to time'

C. Auditors - The following are the responsibilities of the auditors

,/ Assist the Team Leader in the preparati0n of the Audit Planiltinerary

r' Cooperate and actively participate in all audit-related meetings and discussion sessions to be
organized by the Team Leader
{ Prepare the handouts, forms, and other IQA related documents
'/' Document and consolidale the data gathered including interview(s) with audilees;
./ Verify accuracy of collected information;
{ tvlaintain security and confidentiality of records;
'r' Supply information on template for NCs and OFls:
r' Prepare audit findings and audil reporl; and
{ Perform audit-related tasks as may be required from time to time-

D. Auditees - The following are the responsibilities of the auditees.

J Ensure availability of all relevant documents. all relevant staff. and a list of statutory and
regulatory requirements applicable to the processesl offices,
I Prepare a corrective action plan on the basis of the audit repod: and
,/ coordinate with the audit team as fiay be required from tirne to time

planned audits are audits conducted with an approved plan by the Chairperscn and with the itinerary
communicated to the auditees. Spot audits are audits conducted with an approved plan by the Chairperson
where the itinerary is not specified and not communicated to the auditees.

Regardless of the type, all audits must be adequately planned using planning tools, such as but not Iimited to
the following:

Documents Review
Audit Checklist
Audit Planl ltinerary

The leA Head shalt call for ptanning meetings or workshops with the members of tho IQA Team before the
scheduled audit. He shall ensure that auditors will not be assigned to audit their own processl work.
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 -,\ -ffiunrervr corurnou
INTERNAL QU;iITY AUDIT PROGRAMME ffi2
Revision Na.002
Effectivity Date: 28 August 2018
awner I TNTERNAL AUDIT DIV|SION

Auditees shall be officially notified through a directive endorsed by the Executive Direclor and approved by the
Chairperson.

To have a wider understanding and appreeiation with the audit area, e review of relevant documents shall be
conducted. Assigned auditor(s) should request necessary documenls from the auc,itee in advance.

The Audit Planlltinerary shall inctude the following:

Audit objectives
Scope of audit
Expected time and duration of audit activities (meetings, rnspecfions, etc.J
ldentification of units and processes to be audited
Selection of audil team members
Confl dentiality requirements

XI. GUIOELINES IN THE CONDUCT OF AUDIT

Auditors shall bear in mind the following:

A. The auditor shoutd be professional at all times, avoid being judgrnental, be fair and obieciive and follow
audit procedutes attd olher required procedures.
B. The Audit should be properly opened with a meeting with the auditees to clarify why the audit is being
conduded, level off expeptations, discuss the audit plan and answer questions. The SutrAudit Team
Leader shall preside over the openinE meeting.
C. Auditors should ensure that they cover all the necessary processes being audited by using tools such
as Audit Checklist, Process Transformation and others.
D, During the interview,Audilorc shoutd frame their questions to the level of understanding of their
auditees. The use of open-ended questions anc, follow-up questions to lurther clarify concerns is
encouraged.
E' Audilors should ensure thorough docurnentalion of respons€s as well as obseri/ations by checking
facts and making notes.
F. At the end of the interview. auditors should present a summary of lheir discussions wilh the auditees.
G. Auditcrs should never offer 0r recommend any aclion(s). When pressed for an advice by the auditee
audrtors can phrase such advice in a question that enables the auditee to identify the appropriate
action(s) himlherself .

H. Auditors should also prepare to counter different risks or reactions of the auditee, like hesitancy of the
auditee to be the subject of an audit, the refusal to subject himself and their records to an audit, or the
questions on the authority of the auditors to conducl the audit, and the like. ln the event o{ a strong
resistance or situation that ptevents the auditors to gather information and achieve the obieclives cf the
audit.lhe sub-Audit Team Leader may call offthe audit and rnake the necessary documentation of the
events that transpired which shall be submitted io the Audit Team Leader.
L After tne interuiews. auditors shouid immediately draft their repofi on their flndings. obsei"vations and
conclusions.
J. The audit shall be properly closed with a repod back to the audilees 1o present the findings on
Nonconformities (NCs) and Opportunities for lmprovernent {OFls) as weli as Confonnities (Cs) and best
practices. During the closing meeting, the auditors should slrive to seek agreement of the auditee on
the findings. lf there are areas of disagreement, this should be documented and included in the revised
report.
K. Furthennore. the auditees shail be informed that they witl be issued Request for Adion (RFA) on their
NCs and OFls which shall be acted upon in accordance with lime schedules set in the guidelines on
Corrective Actiorts.

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r_- r
INTERNAL Q ITY AUDIT PROGRAMME !1' c
Revision No. 002
Effectnri$ Dats 2E Augurt 20tE
owner I lrurfnrunL AUDTT DtYrsroru

XII. REPORTING AND MOI{ITORING

A Autlit Reporlino consisls of the followinq phQlies

1. Reporting to the auditee - At the conclusion of the audit, team members shall meet to discuss the
findrngs, observattons and data gathered during the audit. The draft report on findings is presenied
for validation and agreement with the auditee at the closing meeting This presents an oppodunity
to clarify further the issues and revisions incorporated in the repolt The template tor the Audit
Report is provided rn herein Guidelines. Within three i3) working days. the Sub-Team ieaders snall
finalize their respective reports to be approved by the process ownersl head of audtlees.
2. Reporting to the IQA Team Head - Team Leaders shall finalize lheir respective repons to be
consolidated by the lAD. tndividual reports shall form part of the Final Audit Report
3 Reporting to Management - The Final Audrt Report shall be presented durtng the Management
Review. as scheduled.

B. The FinalAudit Report shall contain the following information:

/ Audit o$ectives and Scope of Audit

/ Findings and observations including information about Nonconformities (NCs) as well as
Opportunities for lmprovement (OFls).
r' Good practices
t Any unresolved issues during the closing meeting

c. lssuance of Request for Action on Non-Conformitigs (NCsi and Oooortunitigs fQr lmDrovement (OFls)

1. The IAD Chief shall issue Requesl for Action to concerned process owflers on findings on NCs and
OFls.
the
2. RFAs ernanating from the audit shall be submiiled to the IAD for monitoring and evaluation of
corrections and corrective action plans.

The Commission shall commit to timely and effective conduct of the lnternal Quality Audit. To conduct
an
and provided. These include providing sornpetent manpower'
effective leA. resources shall be made available
machines/equipment, supplies and sufllcient budgel for actual audits, lravels, accornmodalions. trainings.
meetings and the like.

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 .w !
ocli CHRJAD.PL{01

INTERNAL QUALITY AUDIT Revision 003

PLAN EffectivitY 28 August 2018

Internal Quality Audit Plan

September 3 - October 5 2018

SummatT

In fulfilment of rhe ISO 9001:2015 requiremenr, an Intemal Quality Audit qaA) will be
I]1 and IV-A'
conducted &om September 3 to October5, ?0i8 at the CFIR Regional Offrces
composed
including the Commission En Banc in the CHR Central Office The auditors shall be
shall
of the Internal Audit Division and selected QMS Core Team members, while the auditees
be the process owners.

L \Yhat is IQA
process for obtaining
Internal Quality Audit is a systematic, independent, and.documented
audit evidence and objectively to determine the extent to which the audit criteria
pertaining to quality"u.lu",ingri,
managemeot are fulfilled'

I standard for auditing managemefi systems'

This IeA process is guided by the ISO 1901 I :201

il, Objectives

The IQA intends to achieve the follou'ing

a, To check the level of understanding' appreciation, and inrplementation of the

(CI-{RP) \'Ianageurent Sy$tem:
Commission on Human Rights of the Philippines
b. To obtain infbrmation for the improvement of the CFIR Management S-vstem'
esPeciallY the IQA Process.
and
c. To verity conformitl'rvith applicable statutory and regulatory.requirements'
IQA firr purposes of
d. To fuIfill ttre lso g00l .?015 requirements for the conduct of an
obtai n ing certit-rcat ion'

Iil. Scope and Coverage

Regional OfTice I\''-A

This 20tg IeA shall be conducted in two sites: RegionalOffice III and
En Banc in order ttr
A top management audit shall also be conducted rvith the Commission
address leadirship issues that ma),arise from the audit of tl,e
two regional otfices'

processes of the tpo regional

The audit shall cover the fbllorving core and support to operation
oflices:

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 DL., CHR-IAD.PL{01

INTERNAL QUALITY AUDIT Revision 003

PLAN EftectivitY 28 August 2018

Core Processes:

L lnvestigation and Case lUanagement'

process' from investigation to case

The Regional Offices, as fiontliners, implement the
resolution unO niing' except for cases, as determined-
by the CEB, of. national or
internationar ,is;ii:r;u;.'*t by the Investigation Division of the
itr, is handled
Investigation Office.

to the Marttrs-Based Executivs

Atl cases handled by the investigators are uploaded of
of the performance
Information System (MAREIS) ror ronitoting' and evaluation
the investigation and case management process'

2. Jail Visitation:
unhampered' and unrestricted visits
The proCess involves the conduct of unannounced,
toplacesofdeprivationofliberty(i.e,jails/daentioncenterslnationalpenitentiaries)
andtheformulationofrecommendationstoappropriateauthoritiesasret]ectedin
ArticleXIIISectionlSofthelgS?PhilippineConstitution.

TheRegionaloffices'implementpfocesswithintheirareasofresponsibilityA
Further' the Jail Visitation
docurnented procedure is in place to ensure consistency.
TeamutilizestheJailVisitationmoduleinthe}vlARElsfortherecordsrepositoryof
Jail Visitation Reports and relevant records

3. Hurnan Rights Promotiort'

of client-based hgman rights educattott

Tlrc process tnvoll'es thc det'elopment and delivcrv
programs" informaliorr can'faigns a1i advocacl'
strategiss' and lEC malr:rials'
and traili*g
implenrent the process 1\itltin their
The Regional offices. thru rhe Promotions I-nit-
respectii'e geographical areas of concern

it Polict' AdvisorY Services'

and technical assistance tor the
The process covers the provision of advisorl'sen'ices
policies' plans ancl programs' nronitoring
developmer, urJ uduo.r.u of humarl rights
conducr of pr:lic1'research on lrunran
implemenration ornunr*r, iight* instrumints.'and
ri-ehts thematic issues and concerns and on
r'ulnerable and disadvantaged sectors'

RegiorralotTicesareinr,olvedinissuinglocalpolicyadr,isories,

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 0Ctr CHR{AD+L{o1

INTERNAL QUALITY AUDIT Revision 003

PLAN Eflectivity 28 Arrgust 2018

1I aragement Processes:

t. Planning

and the
The process includes internal and external envirsnment assessments'
operations planning are both
preparation of planning documents. strategic planning and
focusing on the interaction
performed after an assessment of the organizational context,
learning and growth'
of clientsl stakeholders, resources, internal proces$es, and

Guided by the overarching plan and targets of the

CHR Central Office' regional offrces
discussing how to effectively
also conduct strategic anJoperations planning activities,
carryout the agency plan in their respective areas ofjurisdiction.

n
Performance Monitoring and Evaluation

The process inr.olves the monitoring of institutional.

unit, and individual outputs' and
periodic assessment of the results of
the accomplishments of target outcomes, and the
operations in order to determine actions fbr improvement'

t0 the Planning otlce all

Regional offices also pertbrm this function, and subntit
relevant documents and rePorts

Support Prucesses:

I Getrer al Serl ices

management of asset. suppl!

The process refers to a set of activities that include the
and inventories. eash. records- and transpgrtatioll sen'ices
in aCcordance r+ith
housekeepin*q
applicable laws. ruies and regulations, arrd building securitt'and

rules and policies related to

Regional Oftrces are required to complv with all the
general senices. including the coordination and submission
0f relevant reports arrd
forms to the General Administrative Ottce'

Human Resource DeveloPrnettt

recruitment and selection'

The process covers the following human lesoufce concems:
performance management and staiT
succession planning, career pu*ing. individual
retention ol personnel infonnation'
developmen , **nug"ment oi personnel benefits.
the grievance procedures
,r,unug**"nr of disclplinary/ actions. and management of

Page 3 of 7
 , I
Dr.. CHR-|AO-P1401

INTERNAL QUALITY AUDIT Revlsion 003

PLAN Ef{eclivity 2l Auswr2fi8

The involvement of the Regional Office on this process includes the submission
of
relevant performance monitoring and coaching forms and reports to the Human
to
Resource I)evelopment Division (HRDD). Regional Offices are also required
training
comply with the rules and policies of HRDD regarding attendance and
development.

3. Procurement Services

The process involves the identification and procurement of property, supplies'

and

services in compliance with the Government Procurement Reform

Act which is also
and other related
known as Republic Act 9 i 84, its implementing rules and regulations,
issuances.

Regional oftices are required to prepare and submit their respective Project
procurement docutnents
Frocurement Management Plans (PPMP), and other related
and forms to the Procurement Division

4 Financial Management

The process includes rhe formulation and implementation

of budget, establishment and
maintenance of the CHR books of account. and preparation
of financial reports for
oversight agencies. the CEB- and other CFIR offices'

submit finance related reports

Regional Offices are required to prepare, accomplish, and
and fbrms to the Financial Management Office'

5 Clienl Assistance

and intbrrnatiorl sYStem'

The process refurs to the maintenance 0f the client assistance
managemerrt of the ctIR',s Citizen charter. monitoring
aild reporting of the status ol
clielts
client requests, and the nranagement of relationships "vith direct

and are required to

Rsgional Otlices are covered bi' the CF{R's Citizen Charter'
p*rfo.,r, the functions and services enumarated in the charter

6, Client Feedback SYstem

assessment of client
The system includes the gathering of client feedback and
and grievances against CHR
satisfaction levels. and the management of complaints
services or CHR ofiicials and en"rployees'

Page 4 of 7
 I
-'E1$,.
DCl.l cHi-lAD+L{o1

INTERNAL QUALITY AUDIT Revision 003

PLAN Eftectlvity 2E A$ust2fi8

Regional Offices also perforn rhis function by maintaining a client feedback sYstem
in order to monitor and improve the services offered, as well as to address c$rnplaints
and grievances ofclients and other stakeholders.

IY. Audit Criteria

which
Audit criteria refers to policies, procedures, and requirements used as reference against
audit evidence are compared. The identified audit criteria shall be the basis
for audit findings
of conformity and nonconformitY.
Management System
In this leA, the primary audit criteria for all auditees shall be the CHRP
and the ISO 9001:2015 standard.

process shall also be used as

Other applicable statutory and regulatory requiremenls for each
audit criteria.

V. The 2018 IQA Team

[nternal Audil
This IQA shall be headed by M, Rudy G. Santos, Officerln-charge of the
Division. His responsibilities as IQA Team Head are the following:

and preside over meetings, conferences, atrd briefings of the

IQA Tearn;
l. call for
scheduled: and
?" Make sure that the 2018 IQA plan are carried out completely 1d as

j. Direct the IeA Team in cases needing contillgent and mitigating actions.

undergone at least l6
The members of the IeA Tearn shall act as auditors. They should have
System"
hours of training in Internal Qualitl" Audit and Quality Nlanagement

The audit shall be conducted bv the following teams of auditors:

OFFICE DESIG\A1'ION At DI'T

LF.,.\U .{(-DiT0i{ N{r Rudy G. Sa*tr:s
RFCiiO\ III l!{r. Ramon Ertrico Buensuceso
\L DI"T0RS *!\,1r,,lrttrlott lJuet

LEAD AUDITOR lr{s. lrma Silubrico

R[..C]0\ l\ -A llr Ramon Gino Chan. Jr
AL|DITORS \{r. Rankine O. Alottzt-r

I-8,.\D AI-DITOR
*A ttl'. Jttsm i n Nat'a rro-Rt: g i t r t t

\{r Ruclr, G
Santos
CEB \lr Ramon Cino Charr. .lr
ALIDITCIRS \{r Ranhine O Ak:nzo
\{s. \'sobel S. Rivera

Page 5 of 7
 I
ocN CHR.IAO.PL{01

INTERNAL QUALITY AUDIT Revision 003

PLAN €firctlvlty 28 August 2018

YI. Audit Schedule/ ItinerarY

The audit shall be conducted on September 3-26, 2018 and shall follow the
itinerary
enuffierated below:

DAY I

TT}18 ACTTYITY

6:00 am - 10: 00 aut Traveltime to Regional Office

10 00 anr- 12.00 tin Opening \'leeting arrd Conduct of Audit

l2:00 nn- 1:00 pm Lunch Break

l:00 pm- 3.00 Pm Continuatiorr of Audit

i.CtO prn- i:30 Pnr

Afternoon Break

3:30 pm- 5.00 Pnt Writing of Findings

DA\-2
"TI}IE ACTIYTT'1'

10,00 arn-.12:00 nn Reponi ng r:l' Firldings

l? 00 nn- 1;00 pm Lunch Break

Cltr-<irtg \leeting
1 00 pm- 3.00 Pm
,11gp111ron llreak
3,00 pm' -i 30 Pm

3.30 pm- 5 00 Pnt Trai'el back to Central Of-l]ce

(.EB AI.,]DI1'
'r't
]1r- AC'I'IVI Y

1fi:00 am- l2:00 nn Opening \leeting. RePorting of Audit

Findings. a:td Conduct of Arrdit

13.00 nn- 1 :00 pm Lunch Break

Clt-'rsirte \leetttlg
l:00 pm- 3.00 Pttt

Page 5 of 7
 W DC,.
I ct{RlA0-PL{01

INTERNAL QUALITY AUDIT Revision 003

PLAN Efiectivity 28 Augusl 2018

VIl. Reminders and Requir€ments

Aldir methods to be used shall be anl' or a cornbinati6n olthe follou'ing

' Conduct of intervierv;
, Completion 6f checklists and questionnaires with auditee
pafiiciparion.
. conduct of docurnent revierv with auditee pafticipation' and
' Observation olwork Pertbrmed
) The reporting language shall be in English'
An openingir..tingi"irh,t',* auditeei shall he conducted to introduce the audit
tearn'
J-
that all planued
contirm the agreement of all parties t0 the audit plal. and t<l ensure
audit activities can be Performed
shall be
A
t During the actuai conduct of audit. the audiree's relevant documetttalion
criteria, and to gather
1s'iswed to determine the confcrrnrity of the svstem rvith the audit
intorrnation to support the audit aclivities'
and lerified
5 During the actual conduct of audit, relevant intbrntation shall be collected
evide:rce. Audit evidence
Onl1. Informarion thar is verifiable shall be accepted as audit
leading to audit findings sirall be recorded'
findings" agree
6. Atier the audit. the urJit t.u,n shail confer to ivrite and revie',v the audit
as applicable
on tite audit conclusions. and discuss fblloi^'-up audits'
Audit evidence shall be er,aluated against the audir criteria in order to deterntine audit
7
tindings
alrd conclusiolts to
I A closing rneeting shall be condrrcted Io present tht'atrdit findings
aqreetnent on ihe tirtdings
the auditees The auditors shculd strive to seek the auditee's
lrgturJsn the audit
Anv diYerging r:pirrion regarcling the auclit iirldings or conclusillp3
pirssible. resolied lf left unresolied'
tearn and the audirees shali be discLrsse<i ancl" if
this shall be recgrded altd escalated to the higher authoril!' -
OfJlcc shali be co*solidated b'
9 Once signeci. the cop,,*fthe ".\udit Repcrrt pJ, Regional
drrrirtg ilte
l.iD in preparatio*'ii',r the I:inal A*dit Repon' rihicli strall be presented
\lanagetrtent Rerien u'illt the 1'op \lanagenlent
{ll rlotnrrrents pefiainirrg tothe c6nducted audit shall be retarned h\Lretlre l'{l)
10
agreed LrpLrfi arlil
ll \tatrel.s relating,o.onrL.ntialirr ancl urtbrrllslirrn secul'itv shall
respected Lrv the auditors artd atrditecs'

For the Auditees

process' the process orvners shall
To guide the auditors in setting the audit eriteria for each
and other relevant statutotl"
subirit a copv oi tfieir latest-procedures. rvork instructions.
regulatory. and customer requiremenls to the IAD upon approvat
bf its designated authoritv'

For the Secretarial

The IQA Team Head shall organize rhe Secretariat.

It shall be responsible for the preparatlon
and auditee assignments: and
of logistical needs; collectiig and pro.essing of alditor
safekieping of relevant documetrts necessary for the
IQA process'

Page 7 of 7
 - \:-
REQUEST FOR ACTION -w
DOCUMENT CONTROL
Code. CHR-IAIRFAG-002
GUIDELINES Revision No 003
Owner: lnternal Audit Division Effeclivity Date: 28 August ?018

I, PURPOSE

The RequestforAction Guidelines aims to controland address nonconformities

and opportunities for improvement identitied from the audit. This guideline is
consistent with the commitment of the Commission to the full implementation of
the Quality Management System.

II. SCOPE

Thts gurdeline oniy covers the strategies to control and address nonconformrttes
and opportunity for improvement within the process lt shall not cover the
grievances against employee/s of the Commissron with regard to their behavior

III. DEFINITION OF TERMS

An audit toolwhich contains the audit evidence,

Audit Checklist and list of conformities, nonconformities and
opportunities for imProvement

A set of plans pertaining to all matters relating to

Audit Plan/ ltinerary the conduct of individual audits

A set of guidelines used prior to, during and after

Audit Pragramme the conduct of an lnternal Quality Audit (laAi

Auditor Pool A list of personnel qualified to conduct IQA

A compliance to a standard or requirement.

Confarmity abbreviated as C

A step or plan to eliminate the root cause(s) of a

Corrective Action non-conformi{

Also terrned as a Ftrst-pady audrt. AudlI concju.fed

lnternalQuality Audit rn{ernaliv prior to the condr.ict of an External
Quality Audit; abbreviated as tQA

A deviation from a standard or requtrement:

Nanconformity abbreviated as NC

A situation where the evidence presented

indicates a requirement has been effectively
implemented, but based on auditor experience
and knowledge, additional effectiveness or
robustness might be possible with a modified
Opportunity For lmprovement approach (adapted from the definitian used in
/S0/ fS 16949}abbreviated as OFI

Page 1 of4
 T FOR ACTION oo.ffir*r"o*t*o.
Code. CHR-IAD-RFAG^002
GUIDELINES Revision No" 003
ffiuoit I
Division Effectivity Date. 2S August ?018

An audit tooi used to identrfy the controls, inputs

Process Transformation Tool activities, outputs and resources needed in a
certain Process

A given obligation by an authority which gets its

Regulatory Requirement mandate from a legislative bodY

Defined by a t€gislative body and shall be binding

Statutory Requirement and obligatory

IV PROCEDURE

A. For the Originator:

1 IAD will record and assign a number for the report. lt will be in the format of
"RO#-YYYY.{lffi". where RO# is the Regional Office Code and YYYY is
the foui' (4) digit of the year the report was made and the #ffi will be the
Serral Number starting to 0001 every year.

ln case the observation happened in one of the offlces/service untts in the

Central Office. the RFA Number will be 'CO-YYYY##".

2 IAD to fill-up rhe following items of Section I of Request for Action {RFAr
Form:

a Nature - identify the Nature of the RFA, either a Nonconformity (NC) or

Opportunity for lmprovement (OFl):

b. Source - select on where the NC / RFA originated from. The selections

arel

o Valid complarnt frorn a customer - a customer complaint that lvas

valrdated and acted upon thru the Customer Help and Asststance
Diviston.
. QIVIS audit - findings resulting frorn the QMS audit activtty
r Actual Process Experience / Observation - a deviation from the
requirements or observation of the process that can be rmproved
r ltleeting - any gathering that an information of a process deviation
or improvement has been tackied. This may include management
meetrngs. office rneettngs. conferences. seminars. etc.

3 ldentify the process where the NC/OFl has been observed.

4. lndicate the requirement or reference relevant to the finding/s

Page 2 of 4
 t ._
ned-"hsr FoR AcrtoN DOCU'.,iENT CONTROL
fficz
GUIDELINES Revision Nc 003
Owner lnternal Audit Division Ef{ecti,riiy late 28 August 2018

5 lndicate if there is a need for a root cause analysis'

6. The originator of the RFA has to sign and indicate the date the issuance of
RFA.

7 Submit the accomplished RFA to the loA sub-team Leader.

B. For the IQA Sub'Team Leader:

1. The IQA Team Sub-Leader will evaluate the information provided by the
Originator on Section I of the RFA

2. ldentify the process owner and transmit the RFA for appropriate action.

C. For the Process Owner:

1. Process Owner shall accornplish Section ll of the RFA'

Z. Specify the immediate action to be taken. sign and indicate the date when
the action will be imPlemented'

3. lf root cause analysis is needed, fill-up Section ll (B):

a Process owner shall conduct a root cause analysis (RcA) in order to

address the finding/s.

a.1. All activities of the RCA shall be documented and attached to the
RFA
a.2. lndicate brief description or details of the RCA on the space
provided in the RFA form

b lndicate the target date of implementation of the plan at the space

provided.

c. Sign over printed name at the space provided'

Note:

It is best to include the responsible person(s) involved in the process, other

employees or possible internal client

4. Fill-up Section ll {C). lnformation gathered from this Section of the RFA will
be used for Agency/Office Planning purposes'

S Submit the accomplished RFA, together with relevant attachments to the

IAD.

Page 3 of 4
 REduEST FOR ACTION
GUIDELINES
tu
CodE: CHR. IAS.RFAG*O02
Revision No" 003
Effectivtty Date: 28 August 201E
Owner: lnternal Audit Division

D. For Verification of the Effectivity of the Corrective Action Plan

1. The IQA Team Leader or designated representatrve shali coor"drnate and

pian the verification with the Process Owner.

2 Conduct the verification of the effectivity of the correcttve actron

a. lf the corrective action ts operatronal and effective. the Veritier shali mark
the "Resolved" at the RFA.
b lf the corrective action is not yet implemented or is found ineffective. the
Verifrer shall mark the ''Unresolved" at the RFA.

3 Verrfier and the Auditee shall srgn the RFA.

4 Submit the accomplisheo RFA to IAD for processing

Note.
r lf the verifrcation of the effectivity of the corrective actron resultecj as
unresolved, the Corr"ective Action Plan of the Process Owner shaii be
deemed as ineffectlve or a farlure A new Root Cause Analysis anci
Corrective Action Plan shall be perforrned by the Process Owner

V. MONITORING OF THE RFA ISSUED, REPORTING OF STATUS AND

ACTION TAKEN

ln the interest of systematic monitoring. the following timeirne shall be foiior,t'ed.

. 10 working days from receipt. process owners should submit the

accomplished RFAs to IAD
, S working days from receipt of accomplished RFAs. IQA subteam leaders
or their representatives shouid conduct verrfication of the corrective actlons
reflected in the RFAs of the process owners

A report on the corrective action/s committed by the process owners wtth thetr
respective audit frnding/s shall be submitted to the Offices of the Executive
Director and the ChairPerson.

Page 4 of 4
 COMMISSION ON RIGHTS OF THE PHILIPPINES
R EP ORT
t pocuttENT CONTRO-|'
Coae CHn-telRFA{01
Revision No.002
REQUEST FOR
Effectivr} He: ?8 August 2018
RFA No.

I. IDENTIFICATION
Nature: OpportunitY tor lmprovement (CIFl
I lNoncontormityiNC)
[ ]Valid cornPlainl a customer [ ]OMS Audit
[ ]Actual Process [ ] Meeting, SPecrfY,

ls root cause analYsls needed? [ ]Yes I lNo

name
Date approved. Date issued
reported: 12 December 2017

rt
rl. ACTIONS TAKEN
lmmediate
taken:

i---sig;;[G'ovel printed name I

Oate cornPleted:

Root cause(si:

corrective action

Target date of imPlementation

Corrective action taken bY:

Date completed:

Page 1 of2
 COMMISSION ON RIGHTS OF THE PHILIPPINES oocuMElr.T coNTFoL
Code: CHR-tABRFA-001
REQUEST FOR ACTION REPORT Revision No. 002
Effectivity Date. 28 August 2018
i RFA No.

C. Ptanning inputs. As an inPut to planning, please answer the following queslions to the best of your knowledge.
or could occur? t lNo
lf yes, please describe belour

2. Are there any related risks or opportunities with the reported NC? lYes I I No
lf yes, please describe below.

III" VERIFICATION OF EFFECTIVENESS OF CORRECTIVE ACTION

II tI
if unresolved. Correcttve Action Plan shall be deemed ineffective
cr lailure. New Root Cause Analysis and Correcltve Actton Plan
a
shali be perfor"n':ed by lhe Process Ovrner.

Page2 of2
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INTERIIVI GUIDELINES FOR THE ITVIPLEMENTATION OF THE CHR
CITIZEN'S CHARTER AS WELL AS RA 9485 OTHERWISEKNOWN
AS THE ANTI-REI} TAPE, ACT OF 2OO7

Rulianole and Legol Basis

Consistent with the policy of the State under Article II, Section 27 ot'the
Constitution to nrainiain honestl' and integrity in the public service und take
positive ancl eflective rneasures against graft and corruption as u'ell as to establish
an effective system that will eliminate bureaucratic r*d tape. avert gr"att and
corupt practices and ir:rprove tire cfficierrcy o{'delir,er}'of gover-nrneilt tionlline
sen,ices, Repuhlic Act No. 9485, otherrvise known as the "Anti-Retl 1-ape Act of
?007 *,as enacted;i

RA No. 9.185 aims to pronrote trflnsparenc.v in go\rernment rvith regard to

tlre rnanner of transacting rvith the public by requiring each agenc)' to sintplil.v
tiontline sen,ice procedures, ftrnnulate seryice standards to obserye in e\ er)
transaction and maks kno,uvn these standards to the client;:

Under the AR'I-A, all govemment uffices are required to f"onrruiate *ncl
inrplement a "Cirizen's Charter" rvhich retbrs to an oftrcial document. a service
standard, or a pledge, that communicales, in simple terms, inlormatioti on tire
services provided by the government to its citizens. It describes the step-h1'-step
procedure l'or availing a pafiicular sen'ice. and the guaranteed pertonnat:ce ler el
that the3, may expect for that serv'ice:

Sinrilarly' and in relation thereto, tlre inter-Agency Task Folce on the

l.lamronization oi'National Government Pert-onnance Monitoring, lntorrnation
and Reporting Systems created by virtue of AO No. 15 s. l0l I issued
IUemoranduln Circular No. l0l6-l rvhieh set three goocl go!'ernanee crnditiCIns
based orr the perfbrmance drivers of the Results-based Performance fulanagemellt
S-lstern. amCIng them, to maintainlupdate the Citizen's or Serv-ice Charter or its
equivalent;

In updating the Citizen's Charter of the Commission, I process of

consuttarion with the diffbrent Offices of the Conrmission as n'ell as the

1
lmplementing Rules and Regulations, RA 9485.
2
lbid.
harmonization of current svstems was talien into consideration, aillong them tl're
Quality Managenrent System;

CIIR Citiwn's Charter

The CI{RP Citizen's Clrarter streamlined and outlined the fi;ll*wins.

processes, to rvit:

a) Stcps in providing the service:

b) Serr iue Provided:
c) 0t fi ce'lllcrson Respons i bl e;
d) I -ocation o l' C)l'tlcet

e) I'inre l]rame: and

r) Requiremcnts

In deterrnining what sen'ices or processes are iricluded in ths CI{R

Clitizen's Charter. the Commission took into consideration the ,Jefinition rtrrder
Sec. I {g} of RA q845 rvhich detrned "Frontline S*n'ice" as '"the process er
trarls;*ctiorl between clienls and governrnertt offices or agencies inuclving
applicntions f'or any privilege, right" permit. reward, license, concession. or itrr
*n.v nroclitlcation, rerrewal or extension ol the enumerated applications andior
ru.quests u,hich are acted upon in the ordirrary course ol'business rlf the otftce *r
agenc)' concernedi"

T'he tbllowing processes/transactions therefore c.onstitute lrontline s*n ictrs

tll'the Cornrrrission, as contemplated under the lau, tc rvit:

a. Investigation;
b. Legal Assistance;
c. Issuance of Clearance;
d. Technical Assistance {Training/Resource Person);
e. lntbrmation, Education and Campaign Material on HR;
f. Researches and lnterview;
g. Data, Statistics, Infonrtation, Docuntents and Reference Material

Attached" as an integriii pafi o1'these GuirJelines. is the ('llR ('itizcn's

C'hartcr which contains the lbllowing core t'eatures:

l) The Vision and Mission of the CHR

2) The Frontline Services of the Commission
3) The Available Hours of Service
4) Procedure in Availing the Service
Quality Polic.r

All *ffices and units of the Comlnission are enjoined to undefiake on a

continuirlg hasis prCIgrams to promote customer satislbction and intprovr sert ice
delivery. and erther similar activities lor ol"ficers and employees in lrontline
sert,ices;

Prortpt. accessible, responsive and excellent public seriice as pror ided

under the QualitS Poliey of the Commission as ,'vell as the customer requirement$
under ARTA of rendering f;rst, efficient, convenient and reliable serrice shail be
otrseryetl in the delivery of services especially' thr lrontline scruices cil' thr
Cornmission:

(Jn account of the mendate ofthe Conlmission to give special protectiorl tfi
the disaclvantaged or vulnerahle sectors of our society and es required ilnder R{
9-185. pregnant \roffren, senior citizens and Persons r,vith disabilities shall be gilen
priority in the pmvision of services;

['ucilitir:t

l'he Central and R.egional Offices of thc Commission shall maintain a desk
rvhich shall herealir:r be ret'enrd to as the "Puhlir,' Assistance and Cornplaints
I)esk'" (llACD). A visible and unifbrnr signage shall he posted at the desk
indicating that it is the PACD:

The desks shall be located at the rnain lobbr eil'the Central Olilce and
Regional Officesl

Special lanes or seats shall be established and rtraintained tbr pregnant

\ryen'len, senior citizens, and persr:ns p'ith disabilities;

A Feedl:ack Bor nrust also be found near the PACI]. l-he Feedback Bax
nru$t ckarll' bear a label with tht-'description "Feedback and Redress Box" anel il'
possible shall be made of transparent material;

As tar as practicable. a queing slstem slrall be set up to infbrm the client

the nuntber ol'clients currently being sen.'ed and fheir tlllrl tr: be sen'ed;

I n lit rmu tio n fr[ ute riul s

The Citizen's flharler in the lorrn of information billboards should he

posted at the main entrance of the Central and Regi*nal Offices or at the rntst
corlspicusus plaee near the PACD's. Itrre inlorrnation hillhoards shur-rld be
visible and its contents mttst be readahle;

'l"he Citizen's Charter nrust likewise he made available at the olficial

Website o1' the Comlnission and rnust be compatible rvith the infurutati*tt
billbomd posted at the prenrises of the Conttrtissiort;

Ilublished materials about the CllR (itiz-en's Charter written either in

f:nglish, Filipino. or in tlre local dialect should also be tnade readill'avuilable at
the PACD:

Basic Posters rcquired b1' the Civil Sen,ice Cotnrnission {CSC} sliall he
posted ai the area where the PACD is located in a neal. atrd orderly' trratttret'. Tht'
firllowing are the required posters:

I t
No Smoking:
2) No Fixert
3 ) No Noon Break:
4) Reporting of Infiactions to the CSC;
"I-he at the ,*'ebsite o{' the
Citizen's Chafier mlrst also be peisted
Conrmission:

Varir:r.rs l'onrrs must ahvatr's be made avail661* such as Fesdback Fornrs.

Relbrral Slips and Request Forms;

Personnel

'l
he established PACD in all CHR offices sluuld be manned onll' b,v an
oltlcer or emplol'ee knowledgeable on frontline services referred herelo as the
IrA(.D OfUcer. No other unauthorized employee should flian the PrtCD nor loiter
at the area rvhere the PACI) is locatedl

f'he PAC-D Otficer and ernployees providing fi'ontline sen'ices shall at all
tinies tre courteous and be available for consultation and advice:

The <tesk sirall he attended to eveu dr"rring brea[.. time kry the PACD {}lIcer.
I"he PACD Otlicer shall like,'vise ensure that there are r1o f-txers or unautirorized
personncl transacting with clients and that there is no smoking rvithin ther PACD
prernises;
 AII olilccrs or *rnployecs transscting rvith thc public, inclucling PACI)
Otlcers should weartheir tdentification Cards (lDs) at all times especially during
olllce hours. In addition to tlre regular ID issued by the Commission, another If)
*,hich shall he hear a larger image olthe i:rhotograph and nicknatttc of tlr,: PACD
Olficer shall also he rvorn,

In additiorr to the tD, tlre PACD Ol'ficer should also have a nameplate
visibl.v displa-v-ed at the PACD bearing hisiher nicknar"ne;

l* orl; Schedule

All personnel manning tlre PAC-D at the Central or Regional ()filces are
required to adopt appropriate working sr":hedules to ensure that all clients rvlro are
rvithin theil premises prior to the end t-r{'ollicial rn'ordiing hr:urs are attetrcleri to
ancl served even during lunch break and afier regular uorking hours:

-[ire ('llrnnrission's lrontline services shall be rtracle available at eight (8]

in the morning until five (5) in the afternoon to adequately attend to clients.
I{owever, all clients who are already within the premises of the Cornmission on
or before five (5) in the allernoon shall be entertained regardless o{'how long it
may take:

"I'he trontline sErvices must at all rlmes be complenrented r.vith adequate

stall by adopting mechanisms such as rotation systern among oftice pers*nnel.
slidirrg flexi-time. reliever slstt'lt1
especiall;- in peak times of the transaetion. or providing skeletal personnel dr-rrirrg
lunch and snack time subject to rvhatever is conveniettt fbr that particulnl Olficc
of the tlornrnission:

Hotlines

The Clentral ancl Regional Oft-rces shall institute hotline nutnbcrs, short
message service. inlbnnation cornmunication technology, or other mechanisttts
h5, which the client$ may adequately exprcss their cartplaints" comments or
suggestions:

Protocots

'[o reiterare
rhe contents of RA 9455. particularl3" Sec. ? Rule VI regarding
Auressing Frontline Ssrvices in particul*r, Accept.ll"Ice and Denial of thc App-
location and Requests rcqr"rires the fbllou'ing:
tI) All frontline olficers or employees shall atcept written applicati*ns,
requests. andlor elocuments being subrnitted by clients of the oflice or
agency;

{2} The r.esponsible officer or ernployse shall acknorvledge reteipt ol:

such application andlor request Lry writing or printing clearll' tlrereon
his/her name. the unit rvhere helshe is conneeted rvith, and the tinre and
date of'receipt:

(31 'fhe receiving stficer or employee shall perform a prelinrinaryo

ass*ssmenr ol'the request so as to prornote a more expeditious action on
requests. and shall deterrnine through a eursoru evaluation the suftrciencl'.
of sutrnritted rcquirements for a request or application, taking into
consideration the determined response time lbr ttre transaction;

(4) r\ll applications an#or requests in tr*ntline sen'ices shall be acted

upon wirlrin the period prescribed under the Citizen's Chafier. u hich in no
case shall be longer than flve (5) rvorking days in the case of silnple
transactions and ten { l0) u,orking tlays in the case r:f complex transactiotts
fiom the tirne the request or application was received;

t:) Depending on the nature o1'llre lrontline sen,ices requested or lhr:

ntandate of the otfice or ageney under unusual circttmstancL's. ihe
maximurn time prescribed above rnal' he extended. For the extension due
to the nature of frontline serviccs, the period fcrr the deliver). of liontline
serrices shall be indicated in the Citizen-s Charter" r.vhich shall not be ntore
than tive {5} r,vorking days tbr simple transactions, and not ntore lhan len
tlO) rvorking days lor complex transactions. The r:ffice or agencY
conc-emeti shall noti[.' the requesting part-l' in rvriting of the reas$n l'crr the
extension and the final datc of release of the tiontline servicer's reqr-riretl. In
case the applicant disagrees, lre/sh* nley resoft tCI the grielance *r
r:omplaint rnechanisrns prescribed in tlre Citizen's Charier:

t6) No applieation or request shall be returned to the client rvithout

appr-opriate action. [n case an application or request is disappnn eci the
ofllcer or employee who rendered the decision shall send a tbrmal notice
to the client witlrin five t5) working days fi'om the receipt of tlie rtquest
ancl/or application, stating therein the reason for the disapproval inr:luding
a Iist of specific requirementls rvhich the client tailed to subrnit:

Any denial of request for access to governrnent sertv'ice shall be fully

explainecl in rvriting, stating the name of the person making the dcnial and
 deemcd

Orersight

the Public

rrviet'ing
shall

"l'he PASC'O shall also ensure lhe unilbrmit,l' of visr"ral requirernents

reqr-rired b1' tlre ARTA and shall prescribe the lbrnr and the L'ontents thereoi'
consistent rvith RA 9485;

Clrientatiorrs,/Capacity Building zurd regular updates shall also sirnilarly' be

pmvided b1' PASCO rvhenever necessary;

to the

All Ofllcesare also enjoinr:d to submit a quarterly report abcut th* PA{,'t)
ine,luding a report after the inspection dotre b1'' the CS{].
 CHR QMS MANAGEMENT REVIEW .'1 ,

GENERAL GUIDELINES Eflaclv!8 Date

Oviner: Management lnformation Sytterm Oivisbn PaSe l&- 1d?.

l. Prorxss name Msnogemenl Revbw {MR} Meeting

ll Descnpiionr A molugemenl proces whera inlormolion on the performonce of the rystern, r€sourcet,
snd oclions loken lo oddress rlsks ond opportunilies ore con:ldered by lhe CHR top
monogemenl lo detsmine oelions to underloke in reqction lo exlemol and inlernol issues
offecting lhe GMS

Underloken once a year {onytime wilhin the fourlh quorter}, orwhenever nece$ssry os
deemed by the Cholrperson

lV. lnpuis; l. Expresrkrn of Leodership ond Commitmenl lowords QM$

2. Chonges in exlernol ond inlernol issues lhat cre relevonl to lhe quotity monogement
ryslem
3, Stolus of Aclions Token from pevious Monogemenl Fevbtu {MRl Meeting{s)
4. Stotus of Aclions Taken lo sddre$s previous lnternql Guolily Audil {lQA} Findings
5. Resulls of the Recent IQA
6. Accomplishmenls of Quclifu Ob{eclives ond OPCR Accomplhhment Reporl
7. Coneclion ond Conecllve Acl&rn Plsns
8. Effecliveness of oclicn: loken to oddress riskr qnd opportunities
9. Adequocy cf Resources
10. Pedormonce ol Extemol Providen
I l. Cuslomer/ lnteresled psrlies' feedbock/sotisfoclion dotq results & cnolysis
I2. Relevcnt trends reloled to operolionol procesas
t 3" Recommendolions for improvemenl

V Outsili' Monagement Review Report lhot documenls deci$ons & ocfkrns reloled lo: opportunities
fsimpnryemenls. ony need fu chonges to the GMS, qnd resource needs, omong olher
things.
--r
Vl Prccess Duing the MR meeting, the lop monogement sholl be represenred by the Comrnission
GurdeI*es & En Banc {CE$}, Choirperson. Focql Commissbner. ond/or the Execrrtive Director {ED} os
Respcr:sibiiities oi the Qucdlty Monogement Repreenlotive {QMR}. The meeling shollnot be conducted
Reievant Roles withoul representotion from the top monogefi)€nt orthe QMR.

2. The Execulive Direclor shollfocirlilote the MR process. Prior lo the lv1R" s/he shollensure
reportoiliol requiremenls from concemed offices ore complied with. During the Mfl, s/he
sholl olso ensure oll ogendo ilems ore covered ond monogement decisions/oction
plons for isue: idenlified ore delennined.

3. The M|SD sholl serve os secreloriot. Prior to the MR, tt sholl ensure nec€ssory
coordinolion with ond communicolion fo concerned individusls snd unils ore
conducled. ll shall olso provkJe lhe proeess owners with q pragrornme or cgendo.
During the said meeting, it shallrecord lhe proceedings ond prepore the MR Report,
ofterwords.

4, The drqfl MR R€port shotl be submilted for the Execulive Director's approvol no bler
thsn o monih ofter lhe conduct of lhe rneettng. Aclion ilerns recorded in the MR
Reporl sholl become ocllonoble once lhe Cholrperson ond/or Focol Cornmissioner
odoplr lhe documenl vio o memorqndum communicoting it lo sll concerned offices.

5" The concerned Directon or lhek duly assigned represenlolivel:) sholl attend the
meeting.

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