Application Filing Locations
- Applicants may file at CHR Regional Offices with jurisdiction over their official station or current assignment
- Alternatively, applications may be filed directly at the General Records and Archives Division, Office of the Commission Secretary, CHR Central Office
Requirements for Issuance of CHR Clearance/Certification
- Personal accomplishment of CHR Application Form detailing full personal, official, and contact information
- Submission of two recent (within 6 months) passport-sized photographs, originals only, no scans or photocopies
- Applicant must sign and thumbmark the application
- Application must be sworn to under oath before authorized officers or notary public
- Community Tax Certificate required if jurat is before notary public; exempted if done before authorized CHR officer
- Additional documents required for military, police, law enforcement, and government employees including Personal Data Sheet, Summary of Information, Service Records, and training certificates
- Clearance fee of P100 payable at the CHR office cashier; official receipt issued and its details included in the clearance/certification
- Monthly reporting and remittance of clearance fees collected by Regional Offices to the CHR Central Office Chief Cashier
- Fees used to cover special paper and supply costs for issued clearances
- Documentary stamp of P15 must be affixed on issued clearances; applicant responsible for submission
Pre-Release Requirements for Approved Clearance/Certification
- Control number must be affixed sequentially on all issued clearances and certifications
- Official Dry Seal of the Commission must be embossed on the document
- All issuances must be recorded in separate Clearance or Certification Docket Books maintained by General Records and Archives Division
- Documents released directly to applicant or authorized representative with written authorization
Responsibility for Processing CHR Clearances and Certifications
Regional Office:
- Verify completeness, compliance with requirements, and absence of pending complaints via Case Records Docket
- Prepare verification certification; transmit documents to CHR Central Office Legal and Investigation Office (LIO)
- Maintain filing system and facilitate release of documents
Central Office - General Records and Archives Division:
- Accept, verify, and transmit applications to LIO
- Counter-check data accuracy via initials before LIO signing
- Control document numbering, affixing documentary stamps and official seals
- Release clearances or transmit to Regional Offices for distribution
- Maintain filing system
Legal and Investigation Office - Records Section:
- Verify completeness and pending case status from legal dockets
- Coordinate with Regional Offices and ISMO for data retrieval
- Validate human rights education/training data through Education and Research Office (ERO)
- Prepare clearances/certifications for approval
- Maintain filing and coordinate closely with ARD
Information Systems Management Office (ISMO):
- Provide data retrieval within four hours upon request
- Supervised by Chief of ISMO; may provide database access for verification
Education and Research Office (ERO):
- Maintain and provide an updated roster for human rights education and training participants for verification purposes
- Coordinate with Regional Offices for updates
Legal Division and LIO Chiefs:
- Legal Division Chief signs verification portion
- LIO Director recommends approval based on data
Final Approval and Signing:
- Chairperson or Officer-in-Charge approves clearances for AFP and PNP personnel at specified headquarters
- Regional Commissioners-in-Charge approve others based on jurisdiction including private citizens
Processing Time Limit
- Regional Office completes verification within one working day
- Transmit documents to Central Office within one working day of Regional Director certification
- Central Office to verify and request data promptly; ISMO responds within four hours
- Overall processing time: five working days if filed at Central Office, seven days via Regional Office, contingent on complete requirements
Validity Period of CHR Clearance
- Valid for six months from date of issue
- May require earlier renewal upon authority request for specific purposes
Prohibited Acts
- No personal follow-up or lobbying by CHR officials/employees
- No solicitation or acceptance of tokens from applicants
- Oath administration requires personal appearance and no fee collection
- Records Officer functions non-delegable except in exigent circumstances
Publication and Effectivity
- Implementing guidelines to be disseminated to CHR Regional Offices and government agencies
- Three certified copies submitted to University of the Philippines Law Center for publication and recording
- Effective fifteen days after official publication and recording