Title
Procedural Guidelines on Coop Re-Registration
Law
Cda Office Order No. 2009-04
Decision Date
Mar 23, 2009
Office Order No. 04-09 provides procedural guidelines for the re-registration of cooperatives in the Philippines, ensuring compliance with the Cooperative Code of 2008 and maintaining their legal status.
legal status maintenance
application process
eligibility

Legal basis and coverage

  • Article 144 of Republic Act No. 9520 (Cooperative Code of 2008) authorizes the CDA to issue these procedural guidelines. Pursuant to Article 144 of RA 9520
  • The guidelines govern step-by-step re-registration procedures of cooperatives in compliance with Republic Act No. 9520 and CDA Memorandum Circulars issued for this purpose. Section 1
  • The order establishes rules for both applicant cooperatives and CDA units involved in online re-registration and issuance of the Certificate of Registration (CoR). Sections 6–7

When re-registration may be filed

  • Qualified cooperatives may file application for re-registration from March 22, 2009 to March 23, 2010. Section 2
  • Re-registration is processed through the CDA offices designated by the cooperative’s type and registration/operating location. Section 4

Who may apply; disqualification

  • All registered and confirmed cooperatives with the Authority may re-register regardless of types and categories, provided they comply with Republic Act No. 9520. Section 3
  • Cooperatives that have been cancelled or ordered dissolved are disqualified to re-register. Section 3

Where applications must be filed

  • Applications for re-registration of primary and secondary cooperatives must be filed at the concerned CDA Extension Office (EO) where the cooperative was registered. Section 4
  • Applications for tertiary and special types of cooperatives must be filed at CDA Central Office. Section 4
  • If a cooperative officially transfers its operation and principal office to another region, the cooperative must re-register at the EO that has jurisdiction over its present principal office address. Section 4

Documents and registration fee requirements

  • Qualified cooperatives must submit required documents to the nearest CDA Extension Office. Section 5
  • The required submissions are: (1) photocopy of certificate of registration or certificate of confirmation, including certificate of amendment/s if applicable; (2) photocopy of registered articles of cooperation, including registered amendment/s; (3) photocopy of registered by-laws, including registered amendments; (4) original copy of latest (2008) audited financial statements; and (5) registration fee of PHP 200.00. Section 5
  • The registration fee is a required component of re-registration submission. Section 5

Online access and application procedure

  • Use of the web-based re-registration system requires a cooperative to have a 10-digit Cooperative Identification Number (CIN) issued by the Authority. Section 7
  • To begin online, the cooperative visits cda.gov.ph and clicks the Re-Registration link. Section 7(A)(1)
  • The cooperative enters its CIN on the CIN field and clicks OK. Section 7(A)(2)
  • If the cooperative is tagged as non-operating, the cooperative may view an online notification directing it to proceed to the concerned CDA Office for further evaluation of its status. Section 7(A)(3)
  • After completing the application form, the cooperative clicks Submit, prints the notification message for reference, and proceeds with filing required documents with the concerned CDA office where the cooperative was registered. Section 6 and Section 7(A)(4)

Application form data fields

  • The application form requires the cooperative to enter its latest amended cooperative name, capitalizing only the first letters. Section 7(A)(3)
  • The form requires the cooperative to enter its BIR TIN if available. Section 7(A)(3)
  • The contact person field requires entering the primary contact person’s name, capitalizing only the first letters of the first and family name. Section 7(A)(3)
  • The form requires entering the contact person’s designation with capitalization of the first letter only. Section 7(A)(3)
  • The form requires entering the contact person’s mobile/cellphone number and telephone number (including area code). Section 7(A)(3)
  • The form requires entering only the street address (number, name of street, barangay). Section 7(A)(3)
  • The Region field is locked and is pre-determined by the CIN. Section 7(A)(3)
  • The form requires selecting the Sub Category/Type from the dropdown list, and selecting Province, District, and City/Municipality, each causing the page to refresh and load the appropriate options. Section 7(A)(3)
  • The form requires entering a valid email address. Section 7(A)(3)
  • The form requires entering Total Assets as of December 2008. Section 7(A)(3)

Authority processing steps for operating coops

  • CDA personnel receive documents submitted by operating cooperative applicants. Section 7(B)(1.1)
  • The Sr. CDS signs in to the re-registration page, opens submitted records, and validates entries using requirements submitted by cooperatives. Section 7(B)(1.2)–(1.3)
  • If there are no problems, the Sr. CDS clicks SUBMIT. Section 7(B)(1.4)
  • If there are problems, the CDA informs the cooperative immediately and proceeds to the next record. Section 7(B)(1.5)
  • The Supvg. CDS signs in, opens submitted records, reviews entries using requirements, and clicks SUBMIT if the application is in order. Sections 7(B)(1.7)–(1.9)
  • When the application is in order, the Supvg. CDS clicks GENERATE to generate the new registration number. Section 7(B)(1.9)
  • The Sr. CDS later checks for re-registered cooperatives and prints three (3) copies of the New Certificate of Registration (CoR) using the MS Word template connected to the EOs database. Section 7(B)(1.13)
  • CoR copies are distributed as follows: Original to the Cooperative, Duplicate to the CDA Extension Office, and Triplicate to the CDA Central Office. Section 7(B)(1.13)
  • An Order of Payment is prepared and attached to the certificate. Section 7(B)(1.14)
  • Initialing and forwarding are required across CDA levels: the Sr. CDS affixes an initial in the certificate and forwards it to the Supvg. CDS, and the Supvg. CDS affixes an initial and forwards to the Area Cooperative Director (ACD). Sections 7(B)(1.15)–(1.16)
  • The ACD affixes an initial in each of the 3 copies and returns them to the Registration Unit; if the ACD is out on official travel/leave, the initial of the Supervising CDS suffices. Section 7(B)(1.17)
  • The Registration Releasing Staff directs the applicant to pay first to the cashier. Section 7(B)(1.18)
  • Registration releasing staff record the Official Receipt Number, amount paid, and date paid in the duplicate certificate. Section 7(B)(1.19)
  • CDA stamps the CDA dry seal and releases the certificate to the applicant after signing the receipt. Section 7(B)(1.20)

Authority processing steps for non-operating coops

  • For non-operating cooperatives, the Sr. CDS verifies the specific instruction in the submitted online printed notice or the reason for non-operating status. Section 7(B)(2.1)
  • The Sr. CDS evaluates the reason and formally advises the applicant to comply with requirements to justify reclassification into an operating cooperative. Section 7(B)(2.2)
  • The applicant must submit proof of operation to the satisfaction of the concerned CDA unit, which requires prior written approval of the Area Cooperative Director (ACD). Section 7(B)(2.3)
  • Proof of operation may be justified using audited financial statement as of 2008, minutes of the general assembly meeting, and a copy of Certificate of Good Standing for 2007 or 2008. Section 7(B)(2.3)

Certificate of Registration issuance

  • The Certificate of Registration (CoR) is printed using the MS Word template connected to the EO database. Section 7
  • The CoR is issued with the CDA Chairperson’s electronic signature. Section 7
  • CoR printing is done on the paper prescribed by the Central Office. Section 7

Re-registration Assistance Center (RAC)

  • All Extension Offices (EOs) must establish a Re-registration Assistance Center (RAC) responsible for assisting applicant cooperatives in accomplishing re-registration application forms. Section 8
  • The RAC must be separate from the Registration Section and must have stand-by personnel and a computer unit with online accessibility. Section 8
  • Provincial CDS are encouraged to establish RAC in their area of jurisdiction in coordination with the Local Government Unit/Cooperative Sector to facilitate re-registration applications at the provincial level and prevent congestion at the EO level. Section 8

Reporting requirements and deadlines

  • Each EO designated Management Information System (MIS) staff must generate monthly statistical reports and a master list of re-registered cooperatives from the database. Section 9
  • CDA Central Office MIS must also generate monthly reports from the re-registration database containing nationwide coverage of these reports. Section 9
  • The master list must contain only: cooperative name, address, re-registration number, and date of registration. Section 9
  • EO reports and submissions are due not later than the 5th of the month starting May 2009. Section 9
  • Reports must be maintained and compiled as backup hard copy files of re-registered cooperatives. Section 9

Separability and repeals

  • No separability clause, repealing clause, or sunset provision is established in these guidelines.

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