Instructions in filling out CHED e-Forms and Definition of Terms
Please use MS Excel in accomplishing the prescribed CHED e-Forms. Kindly follow the format or
template in entering the requested information and double check your entries before you submit the
accomplished e-Forms stored in diskette to the concerned CHED Regional Office. Also, keep an
electronic copy of the accomplished CHED e-Forms for easy updating come the next data
Please submit the accomplished Form stored in diskette on or before September 15 at the
CHED Regional Office.
Institutional Profile (CHED e-Form A)
1. Please type the requested information carefully at the space provided opposite the data item being
requested. No coding will be applied in accomplishing this Form.
2. Whenever the data item being requested is not applicable in your institution, please type NA.
Definition of Terms:
Most of the data items requested in this Form are self-explanatory. For detailed definition, please refer to
the Data Element Manual No. 96-1. The following data items are defined for the exigency of accomplishing
Unique Institutional Identifier - a 5-digit code assigned by CHED which serves as institution ID. For new
HEI, you may inquire for your Institutional Code at the CHED Regional Office.
Institutional Telephone - The number as listed in the institution's brochure for purposes of public access.
Institutional Fax No. - The fax number to which official notices should be sent.
Institutional Head's Telephone - This number is for use in contacting the Head of the
institution. It is not necessarily the number used for the public. It is normally the Head's Office
Institutional E-mail Address - This is the institution's electronic mail given to the public for official
communications with the Head and Senior Officials.
Institutional Web Site - This is the institution's Internet or World Wide Web address where institutional
data and other information are posted for public access.
Year Established - This is the year in which the institution first enrolled students as an educational
SEC Registration/Enabling Law or Charter - This data item captures the current legal authority for the
institution to operate as an HEI in the Philippines. Example, Republic Act, Presidential Decree, Local
Government Act for public higher education institutions (HEIs) or SEC Registration/Articles of Incorporation
for private HEIs.
Date Granted or Approved - This data item captures the date the current SEC Registration/Enabling Law
or Charter under which the institution is authorized to operate was granted or approved.
Year Converted to College Status - This data item captures the year an institution became a college if it
is currently a college. If an institution is currently a college and was once another kind of institution, the
year shown should be the year it was authorized to become a college.
Year Converted to University Status - If an institution is currently a university and was once
some other kind of institution, this element captures the year it was granted university status as
set out in a national statute (SUC) or as defined by Batas Pambansa 232 (private institutions)
assuming it was not previously a university. If it is not currently a university, the element does
Name of the Institutional Head - This is the title, name and degrees/designations of the executive head
of the institution, as it should appear in official publications, correspondence. Example: Bro. Juan T. Dela
Title of Head of Institution - This is the title/designation, as it should appear in official publications,
correspondence. Example: President, Director, Chancellor, Rector, Administrator, etc.
Highest Educational Attainment of the Head - This element captures the highest educational attainment
of the Institutional Head. Example: Ed.D. major in Educational Management
Curricular Program Profile, Enrolment and Graduates (CHED 3-Form B/C)
1. Please type the Main Program/Course and the corresponding Major(s) at the rows provided.
You may abbreviate the credentials like A.B., B.S., M.A., M.S., Ph.D., Ed.D, and BSEd (Bachelor
of Secondary Education), BEEd (Bachelor of Elementary Education). However, please do not
abbreviate the disciplines and their majors.
2. For data items that require Code as input like Programs Status, Issued by, and Program
Mode, please refer to the definitions below for the choices. Type the Code not the description
appropriate to your program/course/major. Please do not input data in shaded areas.
3. Please type NA whenever the data item being requested is not applicable in your institution. A
Blank or no entry could mean NA.
4. Kindly follow the format or template in entering the requested information and double check
your entries before you submit the accomplished Form stored in diskette to the concerned CHED
5. Please enter the name of the staff that accomplished this form, his designation and the date it
was accomplished and in like manner, the name of the official that certified the correctness of
entries at the space provided.
Definition of Terms:
Main Program/Course - The name of the program as listed in the official catalog of the
institution. The name usually consists of a degree or credential (e.g. B.S.) and a discipline or field
of study (e.g. Commerce or Business Administration), such that the main program/course would
be B.S. in Commerce or B.S. in Business Administration.
Major - The field of specialization of the listed main program/course as listed in the official
catalog of the institution. For instance, if your main program, B.S. in Commerce, has several
specialization like Banking and Finance, Business Administration, Management,
Entrepreneurship, etc, these are its majors.
Program Status - The current status of your program. Below are the codes that you need to input
for the status of your program:
CO - Program currently offered and accepting students.
PO - Program is being phased out but still has students.
DO - Program has been discontinued and has no students.
NO - Program has not been officially discontinued but has no students.
NA - Not applicable, program is not operated by the institution
Note: If the Program Status is PO or DO, please type its Year of effectivity. Example: PO
1996 or DO 2000
Government Authority. Please use the GP/GR Certificate as reference in answering the
GP No. - The Original Government Permit number issued for the first time not the Renewal
Permit number. In the case of State Universities and Colleges (SUCs) and other public HEIs,
input the legal basis based on pertinent documents (e.g. Board Resolution) of offering such
Year Granted - The year the Original Government Permit/Board Resolution was issued.
Example if the B.S. in Commerce was issued in AY 1970-1971, the year to be input is 1970.
GR No. - The Government Recognition number issued after compliance with the set standards
from the 1st to the last curriculum year of a program/course. In the case of SUCs this could be
the same authority as described in GP.
Year Granted - The year the Government Recognition was issued. Example if the B.S. in
Commerce was issued in AY 1974-1975, the year to be input is 1974.
Issued by - The Office that issued the GP or GR. Below are the choices for the issuing office.
Please refer to your GP/GR Certificate and choose the code to be input under the Issued by
column of your program/course:
CRO - CHED Regional Office
CCO - CHED Central Office
DRO - DECS Regional Office
DCO - DECS Central Office
TES - TESDA
LGU - Local government unit (Municipal/City/Provincial)
OTH - Others, please specify
Program Mode - The program mode whether semestral, trimestral, distance education. Please
choose the code for the mode of your program below:
SE - Semestral
TR - Trimestral
SD - Semestral-Distance education delivery mode
TD - Trimestral-Distance education delivery mode
DE - Distance education at student's pace
OT - Others, please specify
Normal Length (in Years) - The normal number of years to complete the program/course.
Assume the student will pass all the subjects and will follow the standard curriculum as published
in the official catalog. For instance, the Normal Length of B.S. in Computer Science is 4 years,
input the number 4, not four.
Program Credit (in Units) - The total number of units a student needs to complete the program.
This total should include all the subjects and units, which the institution counts toward graduation
-- PE, Military Training, Religion, etc. If the institution includes the subject credit units in the total
units as published in the school catalog, then those units should be included.
Tuition per Unit (in Pesos) - This is the average tuition fee (in two decimal places, e.g. 574.75)
per unit. If the tuition fees per unit of the I, II, III, and IV years of a 4-year baccalaureate
program/course differ, then the average tuition fee should be computed.
Program Fee (in Pesos) - The total tuition and miscellaneous fees to be paid by a student to the
institution from the moment of initial enrollment until completion or graduation from the program.
The total will be computed based on the rates prevailing in the current semester and academic
year and on the assumption that the student will follow the curriculum strictly and pass all his
subjects. The total is computed as if institutional rates will not change until the student finishes
the program. The data item being requested is Total Program Fee NOT by semester or year.
ENROLMENT and GRADUATES
1. There is no need to type the Institutional profile like Region, INSCOD, Address, etc. because
these information is linked to CHED e-Form A and are automatically reflected in said form. The
enrolment count covers 1st Semester/Trimester and the cut-off for counting enrolment data
is one month after the start of regular classes
2. Please type the current Academic Year (AY) inside the box for Enrolment AY. The
enrolment count covers 1st Semester/Trimester and the cut-off for counting enrolment data
is one month after the start of regular classes. Please type the previous Academic Year
(AY) inside the box for Graduates AY. The graduates data include the sum of 1st and 2nd
semesters and summer. Example, 1st and 2nd semesters of AY 2001-2002 and Summer 2002,
or the sum of 1st, 2nd and 3rd trimesters, as the case may be.
3. Please type the number of students enrolled by program/course/major, year level and gender;
and graduates by program/course/major and gender. In the case of Doctoral, Master's and Post-
Baccalaureate courses/majors, type the data under the Sub-Total column, M (male) and F
(female); no need to input the data by curriculum year. In like manner, enter the graduates data
For Baccalaureate and Pre-bacc. courses/majors, enrolment data must be input by year level
and sex, and graduates data by sex. Sub-Total and TOTALS are automatically computed.
For Vocational/Tech, Secondary and Elementary programs, type also the corresponding data by
4. Each program/course/major for enrolment/graduates data must consume one row. If your
program/course is new, please type NA (not applicable) in the corresponding Graduate column.
In like manner, if your institution does not offer Voc./tech, secondary, elementary and/or pre-
school programs, type NA. Otherwise type 0 (zero or nil) if your institution currently operates
such but with no recorded enrolment/graduates.
5. Please do not input data under Sub-Total for Pre-bacc., Baccalaureate, Voc-Tech, Secondary
and Elementary programs; for the rest of the programs, you may do so. Also, do not input data
under TOTALS and shaded cells.
6. If you inserted ROW(S), copy and paste the formula for both the Sub-Total and TOTALS from
the previous row.
Indicator’s Survey (CHED e-Form F 2002)
The data/information being requested in the Indicator’s Survey form is self-explanatory and can
be easily filled out by the Registrar and other concerned staff of HEIs.
Faculty Data (CHED e-Form E7)
The form requires statistics on the number of Faculty by highest educational attainment,
program, level (baccalaureate, master’s and doctoral and whether they are holder, with units
earned or completed the academic requirements of such level ) and gender.
Information and Communications Technology Survey (CHED ICT Form No. 1)
The MIS Manager, IT Officer, LAN Administrator or staff in- charge of HEI’s ICT equipment and
peripherals, should accomplish the form. The data/information items being requested are self-
explanatory with respect to the above concerned HEI’s staff.