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OPERATIONS MANUAL ON THE APPROVAL

PROCESS AND PROCEDURES IN THE

REQUEST AND ASSIGNMENT OF

FOREIGN VOLUNTEERS

Philippine National Volunteer

Service Coordinating Agency

November 2016

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TABLE OF CONTENTS

I. INTRODUCTION TO THE AGENCY

II. ORGANIZATION AND RESPONSIBILITIES

III. LINE OF AUTHORITY AND OPERATIONAL CONTROLS

IV. INTRODUCTION TO THE MANUAL

V. OPERATIONS MANUAL ON THE APPROVAL PROCESS AND PROCEDURES IN

THE REQUEST AND ASSIGNMENT OF FOREIGN VOLUNTEERS

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I. INTRODUCTION TO THE AGENCY

The Philippine National Volunteer Service Coordinating Agency (PNVSCA) traces

its roots to the 1962 Middle Level Manpower Conference held in Puerto Rico that called

for the adoption of volunteerism as a tool for socio-economic development. In

response, former President Diosdado Macapagal issued Executive Order (EO) No 134 on

17 December 1964 creating the Philippine National Volunteer Service Committee

(PNVSC) to act as the national liaison with the International Secretariat for Volunteer

Service (ISVS).

PNVSC evolved into the present Philippine National Volunteer Service

Coordinating Agency (PNVSCA) through EO 635 dated 12 December 1980. The Agency

was placed under the administrative supervision of the National Economic and

Development Authority (NEDA) in 1981 through EO 708.

The role of PNVSCA in promoting the participation of various sectors in public

and civic affairs and practicing volunteerism as a strategy for development is

strengthened with Republic Act No. 9418 (An Act Institutionalizing a Strategy for Rural

Development, Strengthening Volunteerism and For Other Purposes) dated 10 April 2007

institutionalizing a strategy for rural development and strengthened volunteerism.

Under Section 9 of RA 9418 the PNVSCA is mandated to perform the following functions:

a) Review and formulate policies and guidelines concerning the national volunteer service program consistent with national development priorities;

b) Coordinate, monitor and evaluate the national volunteer service program in

order that volunteer assistance may fit into the total national development goals;

c) Act as clearinghouse for matters pertaining to international volunteer

services; d) Develop and implement prototypes and models of volunteering for

adoption by institutions and communities; e) Provide technical services and support for capability building of volunteers

and volunteer organizations; f) Undertake advocacy for the promotion and recognition of volunteerism as

a tool for development;

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g) Establish and maintain a national network of volunteer organizations and serve as liaison between and among local and foreign governmental private voluntary organizations including the United Nations Volunteers (UNV); and

h) Administer all PNVSCA funds from all sources including foreign aid in

accordance with accounting and auditing requirements.

II. ORGANIZATION AND RESPONSIBILITIES

1. Office of the Director

1.1. Provide overall direction and management in the implementation of Agency

programs, projects, activities and services;

1.2. Establish and enhance linkages with other government agencies, private sector

and international organizations;

1.3. Represent the Agency in policy and program consultations with local and

international partners;

1.4. Undertake negotiation and enter into agreements with partner agencies and

organizations in connection with the implementation of the National Volunteer

Service Program and mandate of PNVSCA;

1.5. Advise the Secretary of Planning on matters pertaining to the volunteer service

program; and

1.6. Generate and accept funds coming from all sources for use of the volunteer

service program.

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It is assisted by a Multi-Sectoral Advisory Body (MSAB) which provides advice in the

formulation of policies and guidelines for the national volunteer service program,

consultative and technical advisory services on volunteer matters and serve as a

forum to enhance and strengthen linkages between and among volunteer groups

and communities.

The MSAB is composed of the following1.

• National Economic and Development Authority (NEDA);

• Department of Education (DepEd);

• Department of Foreign Affairs (DFA);

• Department of Justice (DOJ);

• Department of Interior and Local Government (DILG);

• Department of Social Welfare and Development (DSWD);

• Commission on Higher Education (CHED);

• Presidential Management Staff (PMS), Office of the President;

• The Representative/s from the corporate sector;

• The Representative/s from the private academe sector; and

• The Representative/s from the non-profit sector.

The Chair of the MSAB is elected from among the members of the body, while

the PNVSCA Executive Director serves as the permanent Vice-Chair.

Also assisting Agency in its advocacy work is the National Volunteer Month Steering

Committee (NVMSC) which help in planning and organizing volunteer events and

activities for the National Volunteer Month celebration every December.

2. Administrative, Financial and Management Division (AFMD)

2.1. Responsible for the provision of services relating to personnel, records, supplies

and other general services, as well as on budgetary and financial matters; and

2.2. Develop plans and programs relative to management improvement.

3. Policy, Advocacy and Technical Services Division (PATSD)

1 All member government agencies shall be represented by at least an Assistant Secretary.

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3.1. Review, formulate and update policies and guidelines concerning the National

Volunteer Service Program (NVSP);

3.2. Coordinate with other agencies and organizations on the development,

promotion and adoption of policies, standards and best practices on

volunteerism for development;

3.3. Develop and implement an Agency Communication and Advocacy Program

(CAP);

3.4. Implement a Volunteer Awards Program (VAP);

3.5. Develop and manage a Volunteer Information and Management System (VIMS)

for information sharing and promotion of volunteerism;

3.6. coordinate the celebration of the National Volunteer Month (NVM) and other

volunteerism events;

3.7. Provide technical advice and assistance to government agencies and non-

government organizations in building capabilities for managing volunteers and

volunteer programs; and

3.8. Provide secretariat support to the MSAB.

4. Program Coordination and Monitoring Evaluation Division (PCMED)

4.1. Undertake the evaluation of requests and programming of projects for foreign

volunteer assistance;

4.2. Coordinate and manage the implementation of the Volunteers for Information

and Development Assistance (VIDA) and the Bayanihang Bayan (BB) program;

4.3. Conduct consultations with local and foreign volunteer service organizations on

matters pertaining to the volunteer service program;

4.4. Develop and implement a monitoring and evaluation system of the NVSP;

4.5. Coordinate the clearance of foreign volunteers for deployment in the Philippines

and Filipino volunteers for overseas assignment; and

4.6. Develop partnership with the different sectors as well as establish and manage a

network of volunteer organizations for the implementation of the NVSP.

III. LINE OF AUTHORITY AND OPERATIONAL CONTROLS

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1. Executive Director - Issues instructions and directs document/s to

concerned division - Reviews draft action documents, once cleared by

Division Chief - Clears and/or signs action documents

2. Division Chief - Provides further instructions/guidance and assigns the document/s to the concerned Technical Staff to facilitate completion of the required action

- Clears the draft action document prepared by the division and endorses the same to the Office of the Director.

3. Supervising Volunteer Service Officer (SVSO)

- Guides Technical Staff as may be necessary, on how to operationalize required action

- Redefines draft action document prepared by the Technical Staff and submits the same to the Division Chief for clearance

- Performs required actions as instructed/necessary

4. Technical Staff (i.e. Senior VSO, VSO II, I)

- Assists in coordination, management, monitoring and evaluation of the implementation of volunteer program in the country

- Performs required actions as instructed/necessary

5. Administrative Aide (AA)

- Provide administrative support to the division

6. Administrative Secretary (AS)

- Records document in the document and assignment tracking system and distributes the documents to the executive director and or division chief

Executive Director

Division Chief

Supervisor

Technical Staff Administrative Staff

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IV. INTRODUCTION TO THE MANUAL

This manual guides the PNVSCA in efficiently processing request for and coordinating

assignment of foreign volunteers in the framework of technical cooperation and

cultural sharing to empower local institutions towards the achievement of the national

development goals and objectives. This manual will be disseminated and made

available for the reference Program Coordination Monitoring and Evaluation Division

(PCMED) staff and partner institutions and will serve to standardize the procedures for

the review/assessment of request for assistance and assignment of foreign volunteers

to development programs, projects and activities implemented by various institutions.

This Manual will be updated, as and when necessary, to consider new policies and

changes in the institutional structures subject to the approval of the PNVSCA Executive

Director.

IV.V. OPERATIONS MANUAL ON THE APPROVAL PROCESS AND PROCEDURES IN THE

REQUEST AND ASSIGNMENT OF FOREIGN VOLUNTEERS

A. DEFINITION OF TERMS

Bilateral Programming Refers to the discussion and agreement between the

IVSO and PNVSCA on the Annual Deployment Plan

specifically the program/sectoral and geographic

areas for volunteer assistance

Deployment of Foreign

Volunteers in the Philippines

Refers to the assistance of foreign volunteers to

local programs and projects which is a modality of

technical cooperation between the Philippines and

partner volunteer-sending countries or

organizations. The program promotes technology

transfer, skills sharing and cultural exchange as

foreign volunteers work with and train Filipino

counterparts in implementing development projects

and activities.

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Foreign Volunteer Deployment

Framework (FVDF)

The Framework serves as a guide for partner IVSOs

on the priority sectors and areas for volunteer

assistance aligned with the Philippine Development

Plan. It identifies the program areas and geographic

locations in the country where development

interventions are needed.

International Volunteer

Sending Organization (IVSO)

Refers to a local or foreign group that recruits, trains,

deploys and supports volunteer development

workers to programs and projects implemented by

them or by other organizations, or to any group that

provides services and resources, specifically those in

the promotion and development of volunteerism

such as in the areas of advocacy, information

management, research, documentation, capacity

building and recognition.

International Volunteer Service

Program (IVSP)

Involves coordinating the deployment of foreign

volunteers assigned in the Philippines and Filipinos

who volunteer in other developing countries. It is

anchored on technical cooperation between the

Philippines and partner countries as well as a window

for cultural sharing and sustaining global goodwill.

Local Partner Institution (LPI) Refers to an institution which can be an Academe,

NGA, LGU or NGO that requests and engages the

services of foreign volunteer development workers

to enhance the implementation of their programs,

projects and activities.

Memorandum of Agreement

(MOA)

Refers to an agreement entered into between and

among the LPI, IVSO and PNVSCA on the assignment

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of a volunteer.

National Volunteer Service

Program (NVSP)

Refers to a collaborative undertaking of the various

sectors in the Philippine society to achieve national

and international cooperation and understanding

thru volunteerism.

Program Coordination and

Monitoring Evaluation Division

(PCMED)

Serves as the focal PNVSCA unit that coordinates the

IVSP. On the operational level PCMED provides the

technical and administrative support needed for the

effective and efficient implementation of the IVSP.

Request for Volunteer Form Refers to the PNVSCA form accomplished and

submitted by LPIs in need of foreign volunteer

assistance together with an intent letter and work &

financial plan. The request form is available in the

PNVSCA website and can be requested by phone,

mail or email.

Request Tracking System An excel database used to record and track receipt of

requests and processing status.

Visa privileges for Foreign

Volunteers

Foreign volunteers approved for assignment by the

PNVSCA as well as their legal dependents may be

entitled to 47(a) (2) visa with multiple entry

privileges and corresponding exemption from visa

and immigration fees and other related

processing/application fees or charges. Foreign

nationals already in the Philippines who have been

approved for volunteer assignment by the PNVSCA

may avail of the above visa category and privileges

upon endorsement by the PNVSCA to the DOJ.

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Volunteer Refers to an individual or group who for reasons

arising from their socio-development, business and

corporate orientation, commitment or conviction,

contribute time, service and resources whether on

full time or part time to a just and essential social

development cause, mission or endeavor in the belief

that their activity is mutually meaningful and

beneficial to public interest as well as to themselves.

Volunteer Management

Information and Deployment

System

An electronic system used to record, manage and

organize data and generate reports on the status of

volunteer assignments

Volunteer Work and Financial

Plan

Refers to the plan wherein the objectives of

volunteer assignment, expected output of volunteer

assistance and volunteer activities are indicated.

B. THE INTERNATIONAL VOLUNTEER SERVICE PROGRAM (IVSP) OF PNVSCA

PNVSCA acts as clearing house for matters pertaining to international

volunteer services as mandated in RA 9418 which is operationalized through the

IVSP. The IVSP is anchored on technical cooperation between the Philippines and

partner countries as well as a window for cultural sharing and sustaining global

goodwill. One of the program components is the deployment foreign volunteers in

the Philippines.

Foreign volunteers assist programs projects and activities as requested by

NGAs, LGUs, academic institutions and NGOs (referred to as LPIs) to contribute to

the achievement of the Philippine Development goals and objectives anchored on

the FVDF. The foreign volunteers provide technical assistance to local partner

institutions in sectors and areas that need complementary support in terms of

project management and capacity building of local staff and their beneficiaries.

The following are the Agency’s current International Volunteer Sending

Organization (IVSO)/Program partners:

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• AFS Intercultural Programs Philippines Foundation, Inc.

• DFAT Australia – Australian Volunteers for International Development

(AVID)

• German Agency for Technical Cooperation/Deutsche Gesellschaft fur

Internationale Zusammenarbeit (GIZ)

• Forum Civil Peace Services (ForumZFD)

• Japan International Cooperation Agency (JICA)

• Korea International Cooperation Agency (KOICA)

• Organization for Industrial, Spiritual & Cultural Advancement

International (OISCAI)

• United Nations Volunteers (UNV)

• United Stated Peace Corps (USPC)

• Voluntary Service Overseas (VSO) Philippines

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C. OPERATING PROCEDURES

A. Procedures Flow

1. Volunteer Deployment Programming and Assessment of Request for

Volunteer Assistance

Responsible Staff Officer/Officer and Partner Keys Steps

• Executive Director • Division Chief • Supervising VSO • Technical Staff • IVSO

Medium-Term (3-6 years) Indicative Planning (After the publication of the PDP) and Annual Bilateral Programming with partner IVSOs (January to February every year or on the first 2 months of the IVSO planning cycle)

• IVSO Share site identification and assessment

result with PNVSCA

• Technical Staff • Supervising VSO • Division Chief

Document volunteer deployment plans/programs

• LPI Submit request letter, Volunteer Request Form and other supporting documents

• Admin Secretary • Technical Staff

Records and track requests & supporting documents received

• Admin Aide • Technical Staff • Supervising VSO • Division Chief

Review/assess the merits of the request for assistance

• Executive Director • Technical Staff

Approves final action on the request, endorse approved request to concerned IVSO2 and communicates the same to the LPI

• Technical Staff Transmit and records status/final action

on requests

2 Endorsement of request for JICA coordinated volunteers is coursed through DFA who will send the corresponding Note Verbale (NV) to the Japan Embassy. NEDA is furnished a copy in case of the Senior Volunteers.

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2. Review and Clearance of Volunteer Assignment


IVSO3 Recruit and nominate selected volunteer candidates to PNVSCA

Technical Staff Supervising VSO Division Chief

Review volunteer candidate qualification vis-a-vis TOR in the approved request & set standards

Technical Staff Executive Director

Approves qualification matching of volunteer nominee and endorse the same to LPI for acceptance

LPI Accept volunteer and sign MOA Technical Staff Executive Director Request4 visa issuance to DFA

3 JICA nominations is coursed through DFA who will send the corresponding NV to PNVSCA. 4 Acceptance of JICA coordinated volunteers is 1st endorsed to DFA-ASPAC prior to request for visa issuance.

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3. Assignment of Foreign Volunteers


IVSO Facilitate volunteer arrival and in-country orientation and training

Technical Staff Supervising VSO Division Chief Admin Aide

Orient volunteers and LPIs on the IVSP and facilitate volunteers’ registration with PNVSCA and BI

IVSO Technical Staff Executive Director

Coordinate formal turn-over of volunteers to LPIs

LPI

Provide project orientation, day to day guidance and support to the volunteer, submit progress reports and coordinate with the IVSO and PNVSCA all matters related to the volunteer

IVSO PNVSCA

Monitor and evaluate volunteers and volunteer assisted projects and act on matters as necessary

Technical Staff Supervising VSO Division Chief

Prepare annual report on the IVSP Report termination of volunteers to DOJ

Executive Director Approves and signs report

B. Procedure Details

1. Volunteer Deployment Programming and Assessment of Request for

Volunteer Assistance

1.1. Indicative Programming

The IVSO and PNVSCA discuss and agree on a medium term (3-6 years) plan for

IVSP program in the Philippines, in accordance with the Philippine Development

Plan (PDP) and the Foreign Volunteer Deployment Framework (FVDF). The IVSO

needs to submit their Country Program Plan

1.2. Bilateral Programming

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The IVSO and PNVSCA discuss and agree on the Annual Deployment Plan

specifically the list of projects for volunteer assistance. The purpose of

having a BP is for PNVSCA to know the IVSP Annual Deployment Plan

(indicative number of volunteers to be deployed during the year, places of

assignment, project description and role and expected output of the

volunteer). BP is done in January of every year or on the first month of the

IVSO’s annual volunteer recruitment cycle.

1.3. Assessment of Request for Volunteer Assistance

1.3.1. The Local Partner Institution will submit filled up Request for

Volunteer to PNVSCA together with an intent letter address to the

Executive Director. If the requesting LPI is an NGO, they need to

attach a copy of their SEC Registration and Articles of Incorporation.

1.3.2. Upon receipt of the request, the Administrative Secretary records

the document in the tracking system and forwards the document to

the PCMED Division Chief.

1.3.3. The Division Chief will provide detailed instruction/guidance as may

be necessary and forwards the document to the PC Technical Staff

for appropriate action.

1.3.4. The PC Technical Staff reviews and acknowledge receipt of request

within 24 hours from receipt of request signed by PCMED Division

Chief. The acknowledgement letter that includes initial findings on

the completeness of the documents received will be sent thru email

with the original copy sent thru regular mail.

1.3.5. If the requesting institution is an NGO, the VSO II requests for

security background information from NICA within 24 hours from

receipt of request.

1.3.6. The PC Technical Staff will undertake review of the completeness

and merits of the request vis-à-vis set policies and standards. A

project presentation by LPI to PNVSCA or NEDA Regional Offices will

be conducted if needed. In the spirit of cooperation and information

sharing, the International Volunteer Sending Organization (IVSO)

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will provide PNVSCA their Site Assessment Report that is an essential

part of the review process.

1.3.7. If the LPI’s request for volunteer assistance complied with all set

policies and standards and have completed all the documentary

requirements, PNVSCA approves and endorses the request to the

concerned IVSO and communicate the same to the LPI signed by

PNVSCA Executive Director within three days from approval date.

1.3.8. IVSO will inform PNVSCA of its ability to recruit a volunteer within six

months to one year from endorsement. If still interested, the LPI has

to submit a reiteration letter after 1 year.

2. Review and clearance of Volunteer Assignment

2.1. The IVSO submits the Curriculum Vitae (CV) with picture and passport

details of volunteer candidate to PNVSCA at least three months prior to

scheduled deployment.

2.2. Upon receipt of the CV, the Administrative Secretary records the

document in the tracking system and forwards the document to the

PCMED Division Chief.

2.3. The Division Chief forwards the document to the PC Technical Staff for

appropriate action.

2.4. The PC Technical Staff will request NICA security information on the

volunteer candidate within one week after receipt of CV.

2.5. If the Volunteer has NICA derogatory security info, the IVSO will submit

additional documents for repeat security clearance

2.6. The PC Technical Staff undertakes initial screening of the volunteer

candidate with the LPI matching matrix within two weeks after receipt

of CV.

2.7. If all documents are completed, the PC Technical Staff will prepare and

send volunteer’s CV together with conforme letter and MOA (as

needed) signed by PNVSCA Executive Director to LPI for review and

signature within two weeks after receipt of CV. The documents will be

sent thru courier service or the IVSO will be the one to send (case to

case basis).

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2.8. The LPI evaluates CV and informs PNVSCA of decision on volunteer’s

nomination. LPI to return to PNVSCA signed conforme and MOA within

one week after receipt of CV, conforme and MOA from PNVSCA.

2.9. IVSO will assist PNVSCA Technical Staff in following up to LPI signed

conforme and MOA.

2.10. If candidate is accepted, PNVSCA PC Technical Staff will inform IVSO

within one week after receipt of LPI acceptance.

2.11. PC Technical Staff will request DFA issuance of 47(a) (2) visa to the

volunteer/s attaching copy of volunteer’s CV, copy of volunteer

passport details and NICA information.

2.12. The IVSO will pay the necessary cable charges to DFA and inform their

headquarters/volunteers to pick up their 47 (a) (2) visa to the Philippine

Embassy/Consul.

2.13. If candidate is not accepted, the PC Technical Staff will inform IVSO to

recruit an alternative candidate.

3. Volunteer Assignment Procedures

3.1. Arrival of the Volunteer and Registration with BI

3.1.1. The IVSO will inform PNVSCA of the schedule arrival at least one month

before the volunteer’s arrival.

3.1.2. The IVSO meets and accommodates the volunteer/s

3.1.3. The IVSO will send to PNVSCA BI ACR Application Form, 6 copies (2x2) photo

with white background within one week after the volunteer’s arrival.

3.1.4. Upon receipt of the BI ACR Application Form, the Administrative Secretary

records the document in the tracking system and forwards the document to

the PCMED Division Chief.

3.1.5. The Division Chief forwards the document to the PC Technical Staff for

appropriate action.

3.1.6. The AA will facilitate volunteer registration at the Bureau of Immigration (as

may be agreed with concerned IVSO) within two weeks after the volunteer’s

arrival.

3.1.7. IVSO and PNVSCA facilitate volunteer’s registration.

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3.2. Conduct of Orientation and Language Training for Volunteers and Local Partner

Institutions

3.2.1. The IVSO and PNVSCA will coordinate on the schedule of the In-Country

Orientation and Language Training Program.

3.2.2. The volunteer undertakes In-Country Orientation and Language Training5.

This will include a PNVSCA Institutional Orientation highlighting the roles and

responsibilities (attached as Annex___ ) of the IVSO, PNVSCA and the

volunteers in the IVSP. The volunteers are likewise registered with PNVSCA

issued ID cards.

3.2.3. The IVSO and PNVSCA organize a Co-management Meeting and official Turn-

Over of the volunteer. PC Technical Staff will prepare Volunteer’s Pledge of

Commitment to be sign by the LPI, IVSO, PNVSCA and the volunteer during

the ceremony.

3.2.4. The AA will prepare introductory letters signed by PNVSCA Executive Director

to the local government officials, PNP Provincial Director and NEDA Regional

Director to be given to the volunteer during the Institutional Orientation.

3.2.5. The Division Chief or Supervising VSO and/or Technical staff will conduct the

Institutional Orientation, Co-management Meeting and Turn Over of the

Volunteers to their respective LPIs.

3.3. Deployment of Volunteer to project sites

3.3.1. IVSO arranges for the travel of the volunteer to their respective project site.

3.3.2. The LPI will provide orientation to the volunteer upon volunteer’s arrival to

their project site.

3.3.3. The LPI will facilitate volunteer’s courtesy calls to the local government

officials, PNP Provincial Director and NEDA Regional Director.

3.4. Monitoring and Evaluation of Volunteers

Monitoring and evaluation of volunteers is a joint responsibility of the IVSO,

PNVSCA and the LPI and is guided by PNVSCA Office Order XI s. 2016 the

Monitoring and Evaluation Framework for International Volunteers attached as

Annex___. The PNVSCA conducts sharing sessions, site visits and case studies to

generate data and information at the program level. Prior to the conduct of these

5 Known as PST – Pre Service Training for USPC

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activities, a list of selected project sites and partner organizations is prepared

during the start of the year. It is included in the monitoring and evaluation

activities under the agency’s yearly work and financial plan. Below are the regular

activities carried out by the agency, in coordination with the IVSOs, LPIs and

volunteers:

3.4.1. Sharing sessions.

a) A minimum of two (2) volunteer and/or LPI sharing session workshops are

targeted annually by the PNVSCA in consultation with the IVSOs, based on the

number of on-going foreign volunteer assignments.

b) The M&E Technical Staff prepares and submits activity proposal for approval

by the Director at least two months before the scheduled conduct of the

activity and coordinate with IVSO partners.

c) The IVSO will provide list of volunteer/s to be invited. The volunteers who are

selected to participate in the sharing sessions are those already deployed for

at least six months for long term assignments or at least half of their

assignment duration for short term assignments.

d) PNVSCA will select the LPIs to be invited who are not necessarily the partner

of the invited volunteers but are selected to have representation as to their

type and area of work.

e) The M&E Technical Staff sends the invites to the LPIs and volunteers and

request permission of LPI to allow the volunteer’s participation.

f) The M&E Technical Staff confirms attendance of invited participants and with

the coordinates with the IVSO regarding volunteers’ transportation and

accommodation expenses at least two weeks before the activity.

g) The M&E Technical Staff facilitates the conduct of the session.

h) The PNVSCA and IVSOs document the volunteers’ project outputs,

experiences, challenges and recommendations for improvement of their

assignment.

3.4.2. Field monitoring visits.

a) Site visits are also conducted annually to review the progress of the

volunteer’s engagement with the IVSO and LPI. The sites to be visited are

selected based on the priority geographic areas, sectors and projects

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identified in the PDP. The PNVSCA may visit project areas, as many as

necessary, based on a sample number of volunteers deployed in priority

areas in a year.

b) The M&E Technical Staff informs the LPI through a letter signed by the

Director, copied the volunteer and the IVSO the schedule of the visit at least

two weeks before the visit.

c) The M&E Technical Staff undertakes the visit and confers with the volunteer,

the LPI officials and staff and project beneficiaries. The submitted volunteer

work and financial plan are reviewed and validated by the agency and LPI

during site visits.

d) The M&E Technical Staff prepares and submits a report to the Director within

30 days and discuss findings and results of the monitoring visit with

concerned IVSO.

3.4.3. Desk reviews and data collection from other sources.

a) Aside from the program report highlights, as well as documenting the

accomplishments, good practices, challenges and recommendations of the

volunteers, the PNVSCA may gather information and data from IVSO

coordination meetings, bilateral reviews and stakeholder meetings, among

others.

b) Data is also gathered from the reports submitted by the volunteers, LPIs and

IVSOs. LPIs are required to submit Annual and End of Assignment reports to

PNVSCA especially those requesting extension of volunteer assignment or

assistance.

c) M&E Technical Staff acknowledges reports received within three days.

Volunteers, LPI and IVSOs are also reminded on the submission of required

reports as necessary.

d) Monthly reports on the PNVSCA’s Major Final Outputs (MFO) and

Organizational Outcomes (OO) are submitted to the Department of Budget

and Management (DBM). In addition, an IVSP report is prepared annually at

the end of the year and submitted to the NEDA.

3.4.4. Recording and tracking of volunteer assignment status.

a) The M&E technical staff encodes the volunteers and his/her assignment

details in the VMIDS upon approval of assignment and updates information as

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it becomes available including performance/progress reports from various

sources and volunteer action e.g. pre-termination, transfer & completion.

3.5. Pre-termination and transfer of volunteer assignment

3.5.1. Decisions concerning volunteer transfer, pre-termination and pull-out shall be

determined based on consultations among the volunteer, LPI and PNVSCA.

3.5.2. Either the LPI or the IVSO communicates its intent/request to PNVSCA. In

case it is IVSO initiated the LPI has to submit its concurrence (letter) to

PNVSCA.

3.5.3. The Technical staff consults with concerned parties to validates case, assess

the merits of the request and submits its recommendation to the Director for

approval within two weeks from receipt.

3.5.4. The technical staff prepares a letter to the LPI and IVSO signed by the

Director of its final action.

3.6. Replacement of Volunteers

3.6.1. The LPI may request for replacement of volunteer in the following cases:

a) The in-service volunteer signified intension to withdraw from his/her

assignment due to urgent personal reason or unforeseen circumstances; and

b) Completion of the volunteer service contract but approved period of

volunteer assistance is not yet been satisfied.

3.6.2. The IVSO should field the volunteer replacement within the twelve (12)

months following the departure of the previous volunteer.

3.6.3. In case the IVSO is not able to field the replacement in twelve months, the

Technical staff will review the need and submits its recommendation to the

Director for approval.

3.6.4. The technical staff prepares a letter to the LPI and IVSO signed by the Director

of its final action.

3.7. Extension of Volunteer Assignment

3.7.1. The LPI submits a Request for Extension Form signed by the Head of the

institution and the volunteer and approved by the Head of the IVSO at least

three months prior to the expiration of volunteer’s contract. The request

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should be supported with the; 1) Work and Financial Plan for the duration of

extension requested, and 2) Annual Reports of the Volunteer and LPI.

3.7.2. The PC Technical Staff reviews the merits of the request and submits

recommended action to the Executive Director using an assessment checklist

within two weeks from receipt of request and supporting documents.

3.7.3. The PC Technical Staff will inform IVSO, LPI and the volunteer status of

extension within one week of the final action/approval.

3.7.4. For approved extension of volunteer assignment, the IVSO will submit DOJ

Application for visa extension with Statement of Volunteer Support to

PNVSCA within one week after approval.

3.7.5. The AA will prepare the endorsement letter, review the supporting

documents and liaise with DOJ and BI for the visa extension of the volunteer.

3.8. Completion of Volunteer Assignment

3.8.1. The Volunteer submits End of Assignment Report to PNVSCA one month

before the expiration of volunteer’s contract.

3.8.2. The LPI submits Report on Volunteer Availment to PNVSCA one month before

the expiration of volunteer’s contract.

3.8.3. The IVSO and PC Technical Staff will arrange for an exit interview or Focus

Group Discussion (FGD) of volunteer/s at PNVSCA office.

3.8.4. The volunteer visits PNVSCA for exit interview or FGD. Certificate of

Appreciation will be given to the volunteer after completion of assignment

3.8.5. The volunteer leaves the country.

3.8.6. The M&E Technical Staff and AA will prepare the letter to signed by the

Director informing DOJ and BI of the completion of volunteer assignments

not later than the 10th day of the ensuing month.

3.9. Extension of Volunteer Assistance

3.9.1. The LPI submits a Request for Extension of Volunteer Assistance Form6 for

assistance of more than six months at least three months prior to the

6 In cases of volunteer’s early termination within the first six months of deployment, a letter of request from LPI will suffice.

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completion of approved volunteer assistance together with the; 1) Work and

Financial Plan for the duration of extension requested, and 2) LPI report on

Volunteer Availment

3.9.2. The PC Technical Staff will assess the request in consultation with concerned

IVSO and submit recommendation to the Executive Director using the Site

Assessment Checklist.

3.9.3. The Executive Director decides action on the request and endorse the

approved request to the IVSO and communicate the same to the LPI.

3.9.4. The PC Technical Staff will transmit action to IVSO and LPI.

Annexes

1. Office Circulars

1.1. OC No. IV – Guidelines in the Deployment of Foreign Volunteers to

Development Projects

1.2. OC No. VIII – Guidelines in the Implementation of Foreign Volunteer

Engagement Framework in Disaster Risk Reduction and Management

1.3. OC No. IX – Guidelines in the Implementation of the International Youth

Volunteer Program

1.4. OC No. XI – Monitoring and Evaluation Framework for International

Volunteers

2. Updated Foreign Volunteer Deployment Framework (FVDF) 2011 – 2016

3. PNVSCA Forms and Templates

3.1. Request for Volunteer Assistance

3.1.1. LPI letter of intent to request volunteer assistance

3.1.2. Request for Volunteer form

3.1.3. Request for Extension of Volunteer Assignment form

3.1.4. Request for Extension of Volunteer Assistance form

3.1.5. Letter to NICA for LPI7

3.1.6. Acknowledgement of request (sample)

3.1.7. IVSO site assessment checklist/report (sample)

3.1.8. Approval of request for volunteer assistance (new & extension)

7 For NGOs only

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3.1.9. Endorsement8 of approved requests to DFA and NEDA

3.2. Clearance of Volunteer Assignment

3.2.1. Letter to NICA for Volunteer

3.2.2. Volunteer nomination (conforme) letter to LPI

3.2.3. MOA between and among the LPI, IVSO and PNVSCA

3.2.4. Letter to DFA – Office of Asian and Pacific Affairs accepting the

Volunteer/s9

3.2.5. Letter to DFA for Issuance of Volunteer’s 47(a)(2) Visa. Different template

for Japan Senior Volunteers

3.3. Volunteer Deployment

3.3.1. Foreign Volunteer Registration

3.3.2. Pledge of Commitment

3.3.3. Volunteer ID card

3.3.4. Roles and Responsibilities of PNVSCA, IVSO, LPI and the Volunteers in the

IVSP

3.3.5. Invitation Letter to the Co-Management Meeting and Turn Over

Ceremony10

3.3.6. Volunteer Introductory Letters to the Local Officials

3.3.7. Certificate of Appreciation

4. Internal Documents

4.1. Bilateral Programming Report

4.2. LPI/Request Review Matrix

4.3. Capacity Assessment Matrix – LPI volunteer management track record

4.4. Request for Volunteer Assessment Checklist

4.5. Volunteers Qualification Matrix

4.6. Request for Volunteer Site Transfer Checklist

8 For JICA volunteer programs only 9 For JICA volunteer programs only 10 For KOICA & JICA volunteers only

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Glossary of Terms

AFMD Administrative, Financial and Management Division

AFS-IPP AFS Intercultural Programs Philippine Foundation, Inc.

ASPAC Office of Asian and Pacific Affairs

AVID Australian Volunteers for International Development

BI Bureau of Immigration

CAP Communication and Advocacy Program

CHED Commission on Higher Education

CV Curriculum Vitae

DepEd Department of Education

DFA Department of Foreign Affairs

DILG Department of Interior and Local Government

DOJ Department of Justice

DSWD Department of Social Welfare and Development

EOJ Embassy of Japan

FGD Focus Group Discussion

FORUM ZFD Forum Civil Peace Services

FVDF Foreign Volunteer Deployment Framework

GIZ German Agency for Technical Cooperation/Deutsche Gesellschaft fur

Internationale Zusammenarbeit

HQ Headquarters

IVSO International Volunteer Sending Organization

IVSP International Volunteer Service Program

JICA/JOCV Japan International Cooperation Agency/Japan Overseas Cooperation

Volunteer

KOICA/KOV Korea International Cooperation Agency/Korea Overseas Volunteer

LPI Local Partner Institutions

MOA Memorandum of Agreement

MSAB Multi-Sectoral Advisory Body

NEDA National Economic and Development Authority

NRO NEDA Regional Office

NV Note Verbale

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NVM National Volunteer Month

NVM-SC National Volunteer Month-Steering Committee

NVSP National Volunteer Service Program

OISCA Organization for Industrial, Spiritual & Cultural Advancement

OP Office of the President

PATSD Policy, Advocacy and Technical Services Division

PCMED Program Coordination and Monitoring Evaluation Division

PDP Philippine Development Plan

PMS Presidential Management Staff

PNP Philippine National Police

PNVSC Philippine National Volunteer Service Committee

PNVSCA Philippine National Volunteer Service Coordinating Agency

RA Republic Act

UNV United Nations Volunteer

USPC United States Peace Corps

USPCRV United States Peace Corps Response Volunteer

VAP Volunteer Awards Program

VIDA Volunteers for Information and DeveIopment Assistance

VIMS Volunteer Information and Management System

VSOP Volunteer Service Overseas Philippines

(End of Document)

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