TABLE OF CONTENTS Page

PART I – INTRODUCTION 3
A. Background 3
B. Legal Framework 3
C. Definition of Terms 4

PART II – PRE-HAJJ REGISTRATION

PROCESSES/ACTIVITIES 9
A. Coordination with Concerned Government and Non-
Government Agencies and Offices in the Philippines and in
Saudi Arabia 9
1. Role of Partner Government and Non-Government
Agencies 9
2. Annual Hajj Conference 11
3. Procurement of Hotel and Food Catering Services 12
4. Computation of Hajj Related Fees 12
B. Procurement of Supplies and Materials 13
C. Role and Participation of Partner Non-Government
Individuals/ Entities 13
1. Sheikhs 13
2. Participating Travel Agencies 15
3. Airline Companies 17
D. Creation of Hajj Registration and Processing Centers
(HRPCs) 18
E. Holding of Hajj Awareness Program (HAP) 19
F. Start of Information Drive 20

PART III – REGISTRATION PROPER 21

A. Launching and Commencement of Hajj Registration 21
B. Stages of Registration 21

PART IV – HAJJ PROPER 26

A. Hajj Terminal/ Dormitory 26
B. Send-off Party 26
C. Advance Party 27
D. Hajj Marshall & Supervisory Group and Medical Team 27

PART V – AMIRUL HAJJ 32

PART VI – POST HAJJ ANALYSIS 33

PART VII – BANGSA AMANAH SAVINGS ACCOUNT 34

PART VIII – OFFICE OF THE HAJJ ATTACHE 35

PART IX – PENALTY CLAUSE 36

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 PART I – INTRODUCTION

A. BACKGROUND

Pursuant to the policy of the government to preserve and develop the

cultural heritage of the Muslim Filipinos and as a gesture of concern and
respect, the government institutionalized the administration of Hajj or
pilgrimage as early as 1977 through the creation of Philippine Pilgrimage
Authority (PhilPA).

In 1982, the Ministry of Muslim Affairs was created placing PhilPA

under the supervision of the said Ministry but the same was abolished and
replaced by the Office of Muslim Affairs and Cultural Communities
(OMACC).

Subsequently, Executive Order No. 122-A (as amended by Executive

Order No. 295 on July 25, 1987) was issued on January 30, 1987 abolishing
OMACC and creating the Office on Muslim Affairs (OMA) with the Bureau of
Pilgrimage and Endowment (BPE) as one of its Bureaus to replace the
PhilPA.

Finally, Republic Act No. 9997 otherwise known as the NCMF Act of
2009 was passed into law with the National Commission on Muslim Filipinos
taking over the functions of the OMA but retaining the BPE with more defined
functions.

B. LEGAL FRAMEWORK
The administration of Hajj operations by the NCMF finds anchor on
the provision of Republic Act No. 9997 which mandates the Commission
through its Bureau of Pilgrimage and Endowment (BPE) “to administer and
supervise the annual Muslim pilgrimage to Makkah, Saudi Arabia; formulate
and implement programs, projects and activities for the efficient and
effective management, administration, and supervision of the conduct of
pilgrimage activities and enhance endowment administration.”
In detail, Sec. 11 paragraph (e) of the NCMF Charter provides that:

“…the Bureau shall formulate the necessary guidelines to

ensure the timely processing of the pilgrim's travel documents
and the equitable and reasonable collection of fees. Such
collection shall be limited to mutawwif and passporting and/or
processing fees only. Collected fees shall be deposited in a
special trust fund which shall be established by the
Commission, the expenses from which shall be subject to
existing auditing laws, rules and regulations.

“The pilgrims shall be accorded free choice of travel

agencies and airlines or other means of transportation to and

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 from the site of pilgrimage: Provided, That pilgrims comply with
the prescribed arrival and departure schedule fixed by the
Ministry of Hajj of the Kingdom of Saudi Arabia: Provided,
further, That all pilgrims shall be legitimate holders of round- trip
tickets to and from the Kingdom of Saudi Arabia: Provided,
furthermore, That the pilgrims shall be free to choose on where
to purchase or acquire other logistics, materials and supplies
for the pilgrimage.

“In no instance shall the pilgrims be forced to purchase

such logistics, materials and supplies from the Commission or
its authorized agents or representatives.

“The Bureau shall also accredit qualified and deserving

sheikhs. It shall also formulate, subject to the approval of the
Commission, the timetable of annual Hajj activities which must
be posted in all areas accessible to Muslim Filipinos.

“The Bureau shall likewise be responsible for the

administration of awqaf properties and institutions, and the
conduct of research and studies for the establishment and
maintenance of Hajj towns, Islamic centers and awqaf projects.

“The Bureau shall also accredit qualified and deserving

sheikhs. It shall also formulate, subject to the approval of the
Commission, the timetable of annual Hajj activities which must
be posted in all areas accessible to Muslim Filipinos.

“The Bureau shall, likewise, be responsible for the

administration of Awqaf properties and institutions, and the
conduct of research and studies for the establishment and
maintenance of Hajj towns, Islamic centers and Awqaf projects.

Guided by the above provisions, this Hajj Operations Manual is hereby

formulated in order to correct recurring problems and challenges faced by the
Commission in relation to its annual Hajj operations.

C. DEFINITION OF TERMS1
Hajj -refers to the Annual Islamic pilgrimage to Mecca, Saudi Arabia. It is a
mandatory religious duty for those Muslim who can afford and must be
carried out at least once in their lifetime.
Intending Pilgrims -refers to the Muslim individuals who intend to perform
Hajj for the ensuing year and register online with the different HRPCs nation
wide.

1
Note: Some terms used in RA 9997 are adopted in this manual for consistency.

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Mother Contract -refers to the contract signed with the Ministry of Hajj and
Umrah (MoHU), where the new Hajj policies and the total allocated Hajj
quota are stipulated.
Other Contracts -refers to the contracts signed with the different Saudi
service providers for housing accommodations and foods in Makkah and
Madinah, tents and food in Arafah and Minah, and transportation.
Mutawwif -comes from the Arabic word Tawaf, which refers to a group,
establishment company in Philippines and/or Saudi Arabia that provides
services for inland transportation, food, housing and other related services
to the Hujjaj or pilgrims during the Hajj and/or Umrah seasons.
Partner Government Agencies -refers to Government agencies who
can extend the needed required services to Hajj pilgrims, such as the
following:
1. Department of Foreign Affairs (DFA) by providing courtesy
lanes or other forms of assistance to Hajj pilgrims applying for
passports;
2. Department of Tourism-TIEZA for their issuance of Travel Tax
Exemption Certificates;
3. Manila International Airport Authority (MIAA) for their issuance
of the Individual Passenger Service Charge or Terminal Fee
Exemption (LI Tax), issuance of access pass to our Send-off &
Welcome Team members and airport assistance;
4. Philippine Statistics Authority (PSA) for their assistance in
expediting the release of Birth and Marriage Certificates of the
intending pilgrims;
5. Department of Health-BoQ for their assistance in the
administration of the Hajj-required vaccines;
6. Bureau of Immigration (BI) for assistance needed by pilgrims in
their immigration requirements; and
7. Local Government Unit (LGUs) for their assistance and other
services to their constituents intending to perform Hajj.

Partner Non-Government Agencies -refers to non-government

organizations that agreed to partner with the NCMF during the Hajj operation
in providing needed services to the Hajj pilgrims, such as Saudia Airlines
and Philippine Airlines for their provision of Hajj Flights and other airline
services.
Participating Travel Agencies -refers to the group of legitimate IATA-
member travel agencies that signified and qualified to participate in the Hajj
operation for a given year. They commit to assist intending pilgrims in
securing bookings and round-trip tickets within the agreed price range.
Accredited Sheikhs -refers to the group leaders of the pilgrims who passed
the qualifying exam (written and oral) for Sheikhs and applied for
accreditation with the NCMF and have found qualified. These accredited

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sheikhs also act as the representatives of intending pilgrims in all their Hajj-
related transactions and affairs with NCMF and other entities.
Hajj Registration and Processing Centers -refers to the centers purposely
formed to handle the on-the-ground registration and processing of
applications for Hajj of intending pilgrims in the different localities
nationwide. These are usually stationed at the NCMF’s regional and
provincial offices and manned by NCMF personnel.
Hajj Working Group (HWG) -refers to the BPE staff and reassigned NCMF
employees working as a team to carry out the preparations for the actual
Hajj operations. This HWG is composed of several teams with different
respective duties and responsibilities. Each team is composed of the team
leader and members. The overall chairperson of the HWG is the BPE
Bureau Director, and the Chief of Pilgrimage Operation Division (POD) is
the overall Vice-Chairperson.
Philippine Hajj Mission -refers to the Hajj operation in Saudi Arabia that is
handled by the NCMF Supervisory Group and the Medical Team. The
Secretary heads the mission being the Amerul Hajj and is assisted by the
Bureau Director, the Chief of POD, Hajj Marshalls, Supervisory Group and
Medical Team.
Hajj Required Vaccines -refers to the meningococcal and influenza
vaccines currently required by the Saudi authorities for administration to all
pilgrims. Other vaccines may be added dependent on the instructions of the
Saudi Ministry of Hajj and Umrah.
Advance Party -refers to the first batch of the to be sent to the Kingdom of
Saudi Arabia and the last to leave to ensure order for the entire mission
duration until all Filipino pilgrims have returned to the Philippines.
Hajj Marshall -refers to the NCMF personnel who shall oversee the
Supervisory Group and Medical Team.
Supervisory Group -refers to the group of NCMF personnel who travel to
Saudi Arabia to supervise and assist the pilgrims on their arrival,
transportation, billeting, crowd management, and other day-to-day
requirements in Saudi Arabia.
Medical Team -refers to the team of physicians and other allied medical
practitioners from the NCMF and DOH responsible for setting up clinics in
hotels, ritual sites, and other essential locations to ensure the health and
safety of the pilgrims.
Mahram -refers to a male escort of a female pilgrim which is required in
Islam during travels longer than three days. A Mahram is a relative with
whom marriage to his escorted female is considered haram (illegal in Islam),
such as a brother, father, uncle, nephew, grandfather and husband
Ministry of Hajj and Umrah (MoHU) -refers to the Saudi ministry that
manages the performance of Hajj and Umrah of Muslim pilgrims worldwide.

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Ministry of Foreign Affairs (MoFA) -refers to the Saudi ministry that
approves requests for Visas.
Annual Hajj Conference (AHC) -refers to the NCMF officials selected by
the Secretary to assist him during the AHC.
Manila International Airport Administration (MIAA) -the management of
the Manila International Airport (now Ninoy Aquino International Airport
(NAIA) that approves requests for Terminal Fee/International Passenger
Service Charge (LI Tax) exemption, Access Pass for the Send-Off and
Welcome Committee and other NCMF VIPs, Hajj Send-Off Ceremony, and
other within the airport activities.
Amerul Hajj -ceremonial Head of the Hajj delegation from a country.
Arafat -the area in Makkah where the pilgrims stay and perform the OQUF
on the 9th day of Dhul Hijja.
BPE -Bureau of Pilgrimage and Endowment
Jama’ah -refers to the Hajj pilgrims under the direct care of a certain
Accredited Sheikh
Jamarat -refers to the three (3) walls where the Ramy (throwing of pebbles
or small stones) is performed.
Maktab -an office of the Saudi Service group deputized by the Mutawwify
(MOASSASSA) to look after the welfare of the pilgrims.
Masha’er -refers to the holy sites where rites and rituals of Hajj are
performed at the specified time, which starts from the 8th until the 13th days
of Dhul Hijja of the Hijra year.
Mina -the area in Makkah where pilgrims stay on the 10th to 12th days or until
the 13th day of Dhul Hijja. Also, some pilgrims opted to stay on the 8th day of
Dhul Hijja to perform tarwiyyah.
Murshid -group leader/guide, usually loosely referred to as Sheikh.
Mutawwif Fees -refers to fees or charges paid to a group or establishment
in both Philippines and Saudi Arabia that provides services for inland
transportation, food, housing and other related services for the Hujjaj or
pilgrims during the duration of Hajj season covering the period from their
preparation for Hajj until final return from Saudi to their place of origin.
Muzdalifah -the area in Makkah where pilgrims stopped on the night of the
10th of Dul Hijjah for temporary rest and to perform the shortened and
combined Magrib and Aisha prayers before proceeding to Mina. Also,
pilgrims traditionally pick up pebbles in this area for purposes of Ramy.
NCMF -National Commission on Muslim Filipinos
EDP -Electronic Data Processing

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Shaykh -a revered spiritual leader, well-versed in Islamic theology, values
and education, usually spelled inter-changeably as Sheikh and traditionally
referred to as Murshid in the Philippine setting.
Ramy -symbolic pelting of the devils/shaytan in Jamarat.
Oquf -refers to the main Hajj ritual being performed by the pilgrims while
they are in Arafat on the 9th day of Dul Hijja of the Islamic Hijrah calendar.
Among Muslims, it is believed that Hajj becomes invalid or unacceptable
without performing this ritual.
Tarwiyyah -is an optional one-night stopover in Mina (on the 8th of Dul Hijja)
before proceeding to Arafat.

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 PART II – PRE-REGISTRATION PROCESSES/ ACTIVITIES

A. COORDINATION WITH CONCERNED GOVERNMENT AND NON-

GOVERNMENT AGENCIES AND OFFICES IN THE PHILIPPINES AND IN THE
KINGDOM OF SAUDI ARABIA
1. Role of Partner Government and Non-Government Agencies

a. For smooth and proper Hajj Operations, BPE shall coordinate with
the following line and service agencies in the Philippines and Hajj
authorities and concerned offices and agencies in the Kingdom of
Saudi Arabia, to wit:

In the Philippines:
1. DFA – for facilitation of passport application
2. PSA – for facilitation for the release of delayed birth and
marriage certificate
3. DoH-BoQ and Doh BARMM – for the medical requirements and
acquisition of medicine
4. Dotr-MIAA – Terminal Fee Exemption and orderly usage of
airport facilities
5. Dot-TIEZA- Travel Tax Exemption Certificate
6. Travel Agencies and Airline Companies – for proper
coordination in the timely issuance of tickets
7. Local Government Units (LGUs)

In the Kingdom of Saudi Arabia:

1. Amply providing time in anticipation of the Philippine Hajj
delegation to the Kingdom of Saudi Arabia for the Annual Hajj
Conference, a Call for Proposal on housing accommodation
and food services for the pilgrims while in Madinah Al-
Munawwarah and Makkah Al-Mukarramah which will be
published in newspapers of general circulation in the Kingdom
of Saudi Arabia.

2. The Philippine Consulate General in Jeddah assists the NCMF

in handling the receipt of proposal.

3. Upon their arrival in Jeddah, the Hajj mission meets with the
Officialdom of the Philippine Consulate General in Jeddah on
the itinerary of the mission, particularly on the schedule and
agenda of the Annual Hajj Conference with the Officials of the
Saudi Ministry of Hajj and other authorities and concerned
offices and agencies in the Kingdom of Saudi Arabia, as
follows:

Saudi Ministry of Hajj

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• Review and comments of both sides on the preceding Hajj
operation;
• The Minutes of Agreement is signed between the Officials of
the Philippine Hajj Mission and the Saudi Ministry of Hajj and
Umrah; and
• Other related issues and concerns.

United Agents Office (Makkah and Madinah)

• Review and comments on the preceding Hajj operation;
• Signing of Agreement; and
• Other related issues and concerns.

MOASSASA Tawwafa in Makkah

• Review and comments on the preceding Hajj operation;
• Signing of Agreement; and
• Other related issues and concerns.

MOASSASA Adilla in Madinah

• Review and comments on the preceding Hajj operation;

• Signing of Agreement; and
• Other related issues and concerns.

Housing/Hotel and Food Service Providers

• Ocular inspection of the housing/hotel and food catering site

that participated in the Call for Proposals
• Signing of Agreements
• Other related issues and concerns.

General Cars Syndicate (NAQABA)

• Review and comments on the preceding Hajj transportation

service;
• Signing of Agreement; and
• Other related issues and concerns.

Saudia Airlines Head Office in Jeddah

• Review and comments on the preceding Hajj air

transportation service;
• Airline accommodation of the pilgrims
• Other related issues and concerns.

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 And other agencies/offices as the need may arise

2. Annual Hajj Conference

1. Upon the Saudi Ministry of Hajj and Umrah invitation for the Annual
Hajj Conference, the BPE Director confers with the Secretary, who
usually heads the 5-man-Philippine delegation to the
conference, regarding the NCMF’s issues and concerns that will
be raised during the conference.
a. The ideal composition of the five (5) man delegation are the
following:
• Secretary
• BPE Director
• Chief of Pilgrimage Operations Division (POD) or authorized
representative
• EDP team leader or authorized representative
• Chairman of Hajj Procurement Committee or authorized
representative
b. The issues and concerns to be raised shall be drafted by the
Chief of POD and submitted to the BPE Director for the
approval of the Secretary. The draft shall include the
performance of the Service Providers during the preceding
Hajj.

2. Travel authority of the Secretary is secured from the Office of the

President (OP), and the travel authority of the other delegates is
prepared for the Secretary’s approval.

3. Before their scheduled departure, the Chief of the POD prepares

the “Call for Proposal” and coordinates with the Office of the Hajj
Attaché (OHA) for its publication in any news or gazette of wide
circulation in Saudi Arabia. It is a call inviting all interested
Housing/Hotel Service Providers in Makkah and Madinah to submit
their proposals for the housing needs of the Filipino pilgrims in
Madinah and Makkah, KSA, for the upcoming Hajj.

4. In this conference, the Ministry of Hajj and Umrah will inform the
NCMF about their new policies for the upcoming Hajj and discuss
the performances of the NCMF and the Filipino pilgrims and other
matters about the preceding Hajj. The NCMF will also raise before
the conference the issues and concerns prepared beforehand.

5. After all the issues and concerns are addressed by both the NCMF
and Ministry of Hajj and Umrah, the NCMF Secretary will sign the
mother contract with the MINISTRY OF HAJJ AND UMRAH
reflective of what has been agreed upon in the conference. The
other contracts of services will also be signed with the different
service providers. A List of Saudi Service Providers must be
maintained yearly.

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 3. Procurement of hotel accommodation and food catering in Makkah
and Madinah, KSA

1. After the conference, the Philippine delegates and the Representative

of the Procurement Committee will meet the Housing/Hotel Service
Providers in Saudi Arabia who participated in the NCMF “Call for
Proposal” at the Philippine Consulate General (PCG) in Jeddah, where
the proposals are submitted and opened.

2. Sealed Proposals shall be opened in the presence of the officials of the

PCG and OHA, and the offered housing/hotels that meet the set criteria
are inspected.

Criteria

The criteria for the Selection of the Housing/Hotel are:

• Proximity of the housing/hotel to Masjidil Haram, both in
Makkah and Madinah;
• Price;
• Star classification of the hotel;
• Availability of internet with WIFI; and
• Security and amenities

3. The final determination of the winning proposal is concluded in a

meeting called for the purpose by the Procurement Committee to be
presided by the Secretary
4. Letter of Award is then sent to the winner/s for their confirmation or
acceptance of the awarded proposal

5. The winner may be invited in the Philippines for the ceremonial signing
of housing/hotel contracts

6. Apart from the monitoring of the MINISTRY OF HAJJ AND UMRAH on

the performance of the service providers, the NCMF marshal and
supervisory group also does monitor and, whenever necessary,
reports to the BPE Director any deviations from the contract for
appropriate action or the MINISTRY OF HAJJ AND UMRAH during the
Hajj or during the Annual Hajj Conference

4. Computation of Hajj Related Fees

a) The BPE Director shall form a team to compute the Hajj Related Fees to
be paid in US Dollar and Philippine Peso. Mutawwif shall be in US Dollar,
and the Vaccines and Miscellaneous in pesos.

b) For the Mutawwif to be accurate, the computation shall first be in Saudi

Riyals before the total Mutawwif is converted to US Dollar.

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 c) The detailed computation of the Hajj Related Fees is then disseminated
by way of posting through Hajj Advisory in the NCMF website, NCMF-
BPE ehajportal.com or official Facebook Pages of the Commission and
NCMF-Bureau of Pilgrimage and Endowment and other social media
platforms.

B. PROCUREMENT OF SUPPLIES AND MATERIALS

At least, a week after the arrival in the country of the Philippine Delegation from
their attendance to the Annual Hajj Conference in the Kingdom of Saudi Arabia,
the Bureau of Pilgrimage and Endowment shall prepare and finalize, for approval
by the Secretary, the following activities:
Inventory Procurement and Printing of Hajj Forms, and
Prepare the Procurement of Vest/Jacket for Marshal and Supervisory
Group
Other Related Information Materials
The purpose for these activities is to determine the quantities of BPE Forms and
other supporting documents available and the Forms to be printed. Other
information materials such as guidelines for Online Hajj registrations, posters and
streamers must be readily available before the Launching of the Hajj Registration.

C. ROLE AND PARTICIPATION OF PARTNER NON-GOVERNMENT

INDIVIDUALS/ ENTITIES
1. Sheikhs
A. Accreditation
1) This activity is done annually. It is the process where
interested Muslim individuals who met the minimum criteria
and passed the oral and written exams for shaykh would
apply for accreditation.

2) Pursuant to Section 8, par (q), Republic Act No. 9997,

empowering the National Commission on Muslim Filipinos
(NCMF) to formulate necessary rules and regulations to
ensure the success of the annual Hajj of the Filipino pilgrims,
the following criteria and requirements in the accreditation of
Shaykhs as Murshids or leaders of pilgrims participating in
the Hajj Operations are hereby prescribed, as follows:

i. Male, Physically and Mentally fit;

ii. At least a High School graduate in both the
Madrasah and DepEd curriculum;
iii. Can write and speak Arabic and/or English
language and must be well-versed in Islam
Religion, Islamic values and education;

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 iv. Had performed Hajj at least one (1) time within the
last three (3) years to ascertain his familiarity within
the ritual sites, and in the event of abnormal
situation, recognized Ustadz/Ulama whom we
have ascertained to have graduated in Arabic may
be accredited as Shaykh by the Secretary even he
has no written/oral examination provided that he
shall be under the direct supervision and guidance
of Supervisory member;
v. He must have participated in the Hajj Consultative
Meetings and/or the Hajj Awareness Program
(HAP);
vi. He must submit an NBI or a Police Clearance for
the current year;
vii. Must be endorsed by the Regional/Provincial
Director of the HRPC’s where he intends to serve;
viii. He must not be currently employed at the
National Commission on Muslim Filipinos;
ix. He must sign a Contract of Service with the Bureau
of Pilgrimage and Endowment, stipulating among
others that booking for round-trip tickets shall be
made in close coordination with authorized BPE
official or employee. He must comply with the 45
Jama’ah or pilgrims per Shaykh per Hajj group.

3) The Shaykh with poor performance feedback are

reprimanded by being suspended of their annual
accreditation.
4) Certificate of Accreditation is given to a qualified and
deserving Shaykhs as proof of his qualification to serve the
pilgrims for a specific Hajj year.
5) A two-envelope system shall be adopted. In the first
envelope, it contains Certificate of Accreditation which
authorizes the Shaykh (Murshid) to start recruitment of
intending pilgrims for registration purposes;
6) ALL NAMES OF ACCREDITED Shaykhs shall be posted in
conspicuous locations in the NCMF Central Office and in all
Hajj Registration and Processing Centers (HRPC). The
same list shall be posted in the official website of the NCMF
and BPE for easy reference;
7) The second envelope contains documents showing
compliance in obtaining a minimum of forty-five (45) to a
maximum of forty-eight (48) required number of Jama’ah,
Affidavit of Undertaking/Contract of Service, and other
related documents.

The National Commission on Muslim Filipinos shall have the

right to impose appropriate sanctions or penalties to any erring
Shaykh or pilgrim leader. The sanction must be in accordance with
existing laws and related regulations.

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 B. Administration of Shaykh Qualifying Exam
1. The HRPC concern shall screen and evaluate the applicants for
qualifying exam based on their own standards;
2. The HRPC shall endorse to the BPE those qualified applicants
to take the examination;
3. BPE then administers oral and written examination.

C. Duties and Responsibilities of an Accredited Shaykhs

Accredited Shaykhs must adhere to the Duties and Responsibilities of
an Accredited Shaykh, to wit:
1. He shall execute an Affidavit of Undertaking with NCMF,
stipulating compliance with lawful rules and regulations
formulated by the NCMF, including but not limited to:

a. Collection of Murshid Fee from the Jama’ah must

not exceed $200.00 US Dollars;
b. Collection of Dam Fee FROM THE JAMA’AHs
(pilgrims) MUST not exceed $100.00 US Dollars;
c. No airline and travel agency booking without BPE
endorsement.

2. He must comply with and observe the laws, rules,

regulations, and guidelines imposed by authorities in the
Philippines and the Kingdom of Saudi Arabia on the
performance of Hajj, particularly the Saudi policy
encouraging the Hajj arrival in GROUP NOT LESS THAN 45
JAMAAH;

3. He must not make any advance booking without the

approval of the BPE Director.

4. He must strictly observe the “no changing of Final eHajj-

Portal Flight Schedule” policy of the Kingdom.

2. Participating Travel Agencies

A. Recognition of Hajj Participating Travel Agencies

a. An invitation to qualify and participate in the NCMF’s Hajj

operation shall be posted, published, or sent to interested travel
agencies. The requirements for recognition are the following:
1. Must be an IATA member;
2. Must submit their company’s profile; and
3. Must submit proof of the financial capacity of the agency.

b. Their recognition would land them on the List of the Hajj

Participating Travel Agencies for the year published and posted
by the NCMF for the pilgrims and shaykhs reference.

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 c. Participating travel agencies are advised to strictly observe Hajj
timelines and the Guidelines on the Working Relationships with
travel Agencies shown below.

B. Accreditation

a. Criteria. Accreditation of Travel Agencies shall be made on the

basis of the following criteria:
• Written Application for accreditation addressed to NCMF
through BPE stating its good intent to serve, including its offer
of facilities and amenities and the profile of their executive
officers, and financial background of the company;
• Must be strictly an IATA (International Association of Travel
Agencies) member; and
• Offer the best and maximum services to the pilgrims at a
minimum cost; and
• Offer to abide by the NCMF-BPE policy on bookings and
Schedule of flights.

C. Guidelines on the Working Relationship with Participating

Travel Agencies

The NCMF’s working relationships with Travel Agencies shall

be guided by the provisions of Sec. 8, par. Q of Republic Act No.
9997 which empowers the National Commission on Muslim
Filipinos (NCMF) to formulate necessary rules and regulations to
ensure the success of the annual Hajj, the NCMF and the
accredited Travel Agencies are required to work closely and
coordinate with each other and observe the following guidelines
for the safety, convenience, comfort, protection and general
interest and welfare of the pilgrims. Specifically:
1. The Travel Agency shall designate Liaison Officer(s) who
shall closely work and coordinate with the authorized
official/s of the Bureau of Pilgrimage and Endowment
(BPE);

2. The NCMF shall adopt a “no BPE endorsement, no-

issuance of ticket” policy for the intending pilgrims,
including the Shaykhs;

3. Only duly BPE-accredited Shaykhs for the current year shall

be entertained by the travel agency;
4. Shaykhs and pilgrims shall be booked by a group of 45
pilgrims in compliance with the Saudi transportation policy
requiring the arrival of pilgrims in number satisfying the
maximum bus capacity to avoid delay in transporting the
pilgrims upon arrival in the Kingdom of Saudi Arabia;

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 5. The travel agency shall provide the authorized official/s
of BPE in advance, and on a daily basis, the list of
pilgrims issued with confirmed round-trip tickets,
indicating flight details;

6. Re-booking of pilgrims, individually or by groups, shall not

be allowed without prior arrangement and confirmation from
the authorized official/s of BPE;

7. We shall observe the deadline for submission of the final

flight schedule which shall be on the last day of the Hijrah
Month of Sha’ban as required by Saudi Hajj Authorities;

8. The travel agency shall release the confirmed airline round-

trip tickets to the authorized official/s of BPE on time
(compliant with the timetable as provided in agreements
with Saudi Hajj authorities), without delay, for packaging
of confirmed applications and immediate filing of a request
for visa with the MOFA and the printing thereof; and

9. We shall work closely for appropriate recording and

processing of travel documents and monitoring of pilgrims
from departure in Manila up to their arrival in the Kingdom
of Saudi Arabia until their return to the country

3. Airline Companies
a. Two-airline policy. The NCMF shall adopt the policy of the
Kingdom for a two-airline policy by virtue of which only the flag
carriers of the sending country (Philippine Airlines) and Saudi Arabia
(Saudia Airlines) shall carry pilgrims to Saudi Arabia.
b. Negotiations with PAL and SAUDIA Airlines. The NCMF
through the Bureau of Pilgrimage and Endowment shall coordinate,
and collaborate with these airline companies as to the flight details,
reasonableness of fare, accommodations, etc.

The NCMF, in the exercise of its mandate for efficient Hajj

management and for the protection of the Filipino pilgrims against
unnecessary travel-related problems, such as, but not limited to flight
being redirected or transited to other airports before arriving in their final
airport of destination in the Kingdom, may withhold visa assistance to
non-cooperating pilgrims or Shaykhs.
D. CREATION OF HAJJ REGISTRATION AND PROCESSING CENTERS
(HRPCs)
The Secretary shall, through the Director of the Bureau of Pilgrimage and
Endowment, create a Central Hajj Operation Center (CHOC) headed by the

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Chief of Pilgrimage Operations Division as Chairman and the Chief of
Endowment Administration Division as Co-chairman. The respective tasks,
duties, functions and responsibilities of the respective working team shall be
defined in an order to be issued by the Honorable Secretary.
1. Identification and Designation of Regional/Provincial Hajj
Registration and Processing Centers (HRPC)
To operate under the Central Hajj Operation Center (CHOC), the
following are designated Regional and Provincial Hajj Registration and
Processing Centers (HRPC) nationwide, namely:
Regional/Provincial Office Location Areas Covered

NCR Bookman Bldg., Quezon Metro Manila

Ave., Quezon City

North Luzon Baguio City Regions 1, 2, 3 and CAR

South Luzon Taytay, Rizal Regions 4A, 4B and 5

Puerto Princesa Puerto Princesa City, Region 5

Palawan

Visayas Cebu City Regions 6, 7 and 8

Zamboanga Peninsula Zamboanga City Region 9

Sulu Jolo, Sulu Region 9

Isabela City Isabela City, Basilan Region 9

Bongao Bongao, Tawi-Tawi Region 9

Northern Mindanao Cagayan de Oro City Region 10

Tubod Tubod, Lanao del Norte Region 10

Davao Region Davao City Region 11

SOCCSKSARGEN Cotabato City Region 12A

General Santos City GenSan City, Region 12A

Saranggani

Marawi City Marawi City, Lanao del Region 12B

Sur
CARAGA Butuan City Region 13
2. Functions of HRPCs
a. Considering that BPE has no division in the regional offices
to handle Hajj programs, an Office Order signed by the
Secretary shall be issued to create the different Hajj
Registration and Processing Centers (HRPCs), including
their workforce composition upon the recommendation of
the Regional Director or Provincial Head;

b. Facilitates the conduct of Hajj consultation with all

stakeholders in their area of jurisdiction;

c. Facilitates the conduct of written and oral qualifying

examination of intending Shaykhs;

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 d. Monitor the online registration for Hajj;

e. Serves qualified intending pilgrims who have registered

online and chosen their HRPC. Then, advise them on Hajj
payments to accredited bank;

f. Coordinates with the Department of Foreign Affairs at their

areas of responsibilities for passporting assistance;

g. Facilitates vaccination of intending Hajj pilgrims;

h. Submits to the Bureau of Pilgrimage and Endowment (BPE),

acting as the NCMF Central Hajj Operation Center, list of
pilgrims with payments to the Hajj Finance, and complete
travelling documents to passport custodian; and

i. Receive P150.00 (subject to inflation) representing HRPC

miscellaneous fee to defray petty Hajj-related expenses. For
this purpose, the HRPC shall issue a corresponding receipt
to the pilgrims for the money collected.

E. HOLDING OF HAJJ AWARENESS PROGRAMS (HAP)

a. The BPE shall send memos to all HRPCs to inform them of the
start of the Hajj Operation and to prepare for the holding of the
HAP in their respective localities. Funding for the conduct of the
HAP shall be sent to the host HRPC charged against BPE Hajj
Funds.

b. Invitations to Hajj stakeholders in the locality to attend the HAP

shall be the responsibility of the HRPC concerned.

c. The resource persons for the HAP shall be provided by BPE

officials. Speakers shall tackle, among others, the new policies of
the Kingdom of Saudi Arabia and this office as well as the
corresponding fees for every Hajj service that are to be collected.

d. HAP venues shall be held in the following areas: Iligan City to serve
the hajj stakeholders coming from Lanao, Northern Mindanao, and
Caraga; Zamboanga City for Zamboanga, Basilan, Sulu, and Tawi-
Tawi; Cotabato City for Cotabato provinces, Maguindanao and
Sultan Kudarat; Davao City for Davao provinces; and Quezon City
for NCR, Palawan, and other parts of Luzon.

e. Hajj Guidelines and Basic Information pamphlets shall be

distributed to HAP participants for reference.

f. The Chief of the POD shall give instruction for the preparation of
travel documents needed for the official travel of the NCMF-BPE
officials and resource speakers who will conduct the HAP.

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F. START OF INFORMATION DRIVE

Within a period of not more than seven (7) days after the
conclusion of the Annual Hajj Conference, BPE shall make the formal
announcement of the opening/start of the nationwide Hajj registration
through radio, television, print media and other means of
communications. Further, the said Bureau shall meet and coordinate
with the following individuals/entities for effective information
dissemination, namely:

a. Officials of Regional and Provincial HRPCs;

b. Sheikhs and Jama’ahs;
c. Local Government Units (LGUs) concerned; and
d. Civil Society Groups, People’s Organization, Professional
Organizations, etc.

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 PART III - REGISTRATION PROPER

A. LAUNCHING OF THE START OF HAJJ REGISTRATION

The Hajj Operation shall be formally launched through the issuance of an

Office Order. The start of the e-Hajj or online registration shall be opened and
made known to the public. Hajj advisory concerning the launching and the
guidelines for the e-Hajj registration shall then be issued and posted on the official
NCMF website, Facebook pages of the Commission, BPE website and other social
media platforms.

B. STAGES OF REGISTRATION:

STAGE 1 – (Regional and Provincial Operation)

1.0 Registration

- The applicant for Hajj shall access

ehajportal.com of the BPE to fill up an application
form for Hajj online registration. Thereafter, the
applicant shall appear personally to the HRPC to
submit his/her travel documents as may be
required.

1.1 Assessment

- After the Hajj online registration, the submitted

documents shall be received by the passport
custodian. The passport custodian shall, then,
check that the submitted documents is in order and
require the applicant of any lacking documents.

- Upon the satisfaction of the required

documents, the passport custodian shall indicate
on page three (3) of the passport the name of the
Mahram and his relationship to the female or minor
applicant, when required.

- Thereafter, the passport custodian shall take the

passports of registered applicants with complete
attachments for safekeeping. He shall, then,
prepare records of incoming and outgoing
passports.

- All passports in the custody of the passport

custodian shall, then, be submitted to Central Hajj
Operation Center (CHOC).

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 1.2 Processing

- The applicant shall pay the HRPC miscellaneous

fee to the Finance Officer.

- Thereafter, the Finance Officer shall facilitate the

Order of Payment for the deposit of Mutawwif and
Hajj miscellaneous fees to the accredited bank.

- The Finance Officer shall prepare a masterlist of

intending pilgrims who have been issued with
Orders of Payment and submit the same to the
authorized official of BPE.

1.3 Medical and Health Assistance

- The Regional and Provincial offices shall assign

to the HRPC a Medical and Health Assistance
Team to facilitate and assist in the administration
of the required vaccines.

STAGE 2 – CENTRAL HAJJ OPERATION CENTER (CHOC)

After the Hajj registration in the Regional and Provincial levels,

all passports and related travel documents shall be received from the
HRPCs for the next phase of processing in the CHOC.

To ensure that the travel requirements for Hajj is timely

submitted, accomplished, and organized, the following Hajj Working
Group (HWGs) shall be created annually through an Office Order
signed by the Secretary or any competent authority.
The HWG on travel documentation shall be composed of, but not
limited to, the following teams with their corresponding tasks/
requirements:

1. Passport Custodian and Booking Team

- The Passport Custodian and Booking Team shall check the

passports with attachments submitted by the HRPCs and
require the latter to affix/attach lacking documents, if any.

- Thereafter, the said documents will be evaluated taking into

consideration the passports’ physical appearance, content,
and validity expiration which must be at least seven (7)
months from the date of departure. For this purpose, a record
of the findings shall be prepared by the passport custodian
and booking team. Passports must be surrendered only to
duly authorized CHOC passport custodian and booking team;

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 - After finding that the passports with complete attachments is
in order, the passport custodian and booking team shall take
the said documents for safekeeping.

- Thereafter, the CHOC passport custodian and booking team

shall submit the documents in its custody to the Finance Team
for verification of necessary payments.
- CHOC will provide a list of flight schedules (preferably MNL-
MED-JEDDAH-MNL) from which the intending pilgrims shall
select through their Sheikhs.

- Accredited sheikhs must coordinate with CHOC and submit a

complete list of their respective Jama’ahs prior to purchasing
of airline tickets.

- Before issuance of tickets, travel agencies must coordinate

and verify that the intending pilgrims have completed their
Mutawwif payments and that roundtrip tickets issued are valid.
To ensure no dummy tickets are submitted for visa issuance
purposes, the NCMF through the CHOC shall require the
travel agencies and accredited sheikhs to submit a notarized
list of Jama’ahs and their corresponding flight schedules at
least one (1) month before departure. Once submitted, any
change in the flight schedules shall strictly be prohibited.

- In the notarized List of Passengers to be submitted by the

travel agencies mentioned in the preceding paragraph, a
request for the release of TTECs and LIs shall likewise be
made.

- After the compliance of all the above requirements, the

passport custodian and booking team shall forward the
passports to the head of Hajj Finance Team according to flight
and sheikhs.

2. Vaccination Team

- The required vaccines, such as the meningococcal and

influenza vaccines, shall be administered before the pilgrims’
departure. Whenever necessary, additional vaccines, such as
the COVID-19 vaccines, shall also be administered
depending on the instructions of the Ministry of Hajj and
Umrah.

- The Chief of POD shall coordinats with the DOH Central office
for the possible provision of free vaccines.
- The needed vaccines, when not provided free by the DOH,
shall be procured in volume by the NCMF and the
procurement thereof shall not be left individually to the
pilgrims. Necessary documents for the procurement of the

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 vaccines shall be submitted to the BAC for processing and
procurement by the Vaccination Committee.

- The Vaccination Committee shall follow the timelines

appearing in the approved Calendar of Activities for the
procurement and administration of the vaccines.

- The Chief of POD shall ensure that the Vaccination

Committee has properly coordinated with the DOH-Bureau of
Quarantine for: the allocation of slots or schedules for the Hajj
pilgrims; delivery of the vaccines; submission of the Pilgrims’
Reference Number needed for the online appointments; and
the inoculation of the vaccines to the pilgrims in agreed
venues.

- The Vaccination Committee shall ensure that the vaccines

needed in the regions are sent to couriers on time.

- The Vaccination Committee shall see to it that yellow cards

are issued and released to the pilgrims.

3. Hajj Finance Team

The Hajj Finance Team shall have the following tasks:

- Verify dollar payments prior to the submission of passports to
the EDP to request the approval of Hajj visa by the Ministry of
Hajj and Umrah as well as the Ministry of Foreign Affairs;

- Check passports with Hajj visa from the EDP team before
releasing of passports to sheikhs or individual intending
pilgrims; and

- Release passports with printed E-visas and Hajj IDs.

4. Electronic Data Processing (EDP) Team

The EDP Team shall have the following tasks:

- Request Travel Tax Exemption Certificate (TTEC);

- Request Terminal Fee Exemption (LI);

- Prepare the transmittal for DoT-TIEZA and DoTr-MIA to be

signed by the BPE Director or his authorized representative;

- Print Hajj Identification Cards (IDs);

- Request Electronic Visa. For this purpose, the following

documents shall be received by the EDP from the Hajj
Finance Team together with the passport, to wit:

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 - Valid round-trip tickets (MNL-MED-MNL); and
- Valid ICV (yellow card);

- Ensure that passports have been stamped by the Hajj

Finance Team to indicate full payment;

- Scan passports through the e-passport readable machine and

upload the same to the portal of the Ministry of Hajj and
Umrah;

- Forward the visa transmittal printed from the eHajj portal to

the Hajj Finance Team for final verification of payments;

- After all necessary verification of travel documents are done,

the Head of EDP Team shall process all packaged hajj groups
for the approval of Ministry of Hajj and Umrah;

- Upload approved2 Hajj groups to the Ministry of Foreign

Affairs portal for the printing of electronic visas.

2
Confirmation of hajj visa request does not entail visa is granted. The MOFA through its Embassy may disapprove hajj
visa request

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 PART IV – HAJJ PROPER

A. HAJJ TERMINAL/ DORMITORY

For the convenience of the intending pilgrims, accredited sheikhs, and all other
stakeholders, Hajj Terminals shall be stationed in areas accessible to Muslim
Filipinos as may be determined by the Commission preferably at Golden Mosque,
Quiapo, Manila and Blue Mosque, Maharlika, Taguig to serve as additional Hajj
Registration and Processing Centers (HRPCs).
Pilgrims en route to Saudi Arabia may likewise avail of the dormitories in the said
Hajj terminal during the Hajj season for a reasonable fee subject to the usual
auditing and accounting rules.
These terminals shall be managed by an Administrator designated by the
Secretary or any competent authority upon recommendation by the BPE Chief of
Endowment Division.
B. SEND-OFF PARTY
To ensure the smooth and efficient conduct of the Hajj operations particularly the
movement of pilgrims at Ninoy Aquino International Airport (NAIA), the Secretary
shall constitute a Send-Off Team.
1. Purpose
- To ensure that all pilgrims scheduled to depart for the Hajj will reach the
airport on time, the Send-Off Team shall coordinate with the sheikhs for their
transportation and ensure airport assistance such as the presence of guides
and baggage assistance particularly to the female, PWDs, and senior
pilgrims. Funding for the members' uniforms, daily transportation, and meal
allowances shall be allocated from the BPE Funds.

2. Duties and Responsibilities

a. Coordinate with Manila International Airport Authority (MIAA)
management to secure their access passes to be allowed entry from the
check-in counter to the Duty Free area for the purpose of assisting the
pilgrims;

b. Submit flight schedules of the pilgrims to the airport authorities;

c. Coordinate with the sheikhs, travel agencies and Madinah team;

d. Request final flight manifest from the airlines every after Hajj flights; and

C. ADVANCE PARTY

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Advance Party shall ensure the timely and effective accomplishment of the
following tasks:
a. Coordinate with the Makkah and Madinah service providers for ocular
inspection of respective hotels to ensure that they are ready for
occupancy before the arrival of the pilgrims;

b. Pay courtesy visit to Saudi authorities and service providers to introduce

assigned focal persons;

c. Identify areas where offices and clinics within hotels may be best set up;
and

d. Constitute working teams to handle different tasks during the arrival of

the pilgrims.

D. HAJJ MARSHALL
There shall be a Hajj Marshall/s who shall oversee the supervisory and
medical team subject to the following guidelines:
1. Composition and Purpose.
A group of NCMF personnel called the Supervisory Group shall be
constituted to travel to Saudi Arabia to supervise and assist the Filipino pilgrims
on their arrival, transportation, billeting, crowd management, and other day-to-
day requirements in Saudi Arabia.
Together with the supervisory group, a Medical Team shall be constituted
comprising of a team of physicians and other allied medical practitioners from
the NCMF, the DOH, and volunteers responsible for setting up clinics in hotels,
ritual sites, and other essential locations to ensure the health and safety of the
pilgrims. They shall be first to arrive and the last to leave the Kingdom to ensure
that all medical needs of the pilgrims are addressed.
At the discretion of the Secretary and subject to the availability of funds,
the Medical Team’s composition shall include licensed physicians with a number
proportionate to the total number of pilgrims, ideally at the ratio of 1 doctor or
physician to 300 pilgrims (1:300).
2. Specific Tasks
a. Medical Team
At least three (3) Medical Team members shall be sent in advance to Makkah
to put up appropriate clinics before the arrival of the pilgrims. If possible, each
hajj flight shall be accompanied by at least one (1) member of the Medical
Team to:
• Coordinate with Ministry of Health (MoH);
• Coordinate with Mutawwify Maktab;
• Coordinate with Makkah service provider;
• Request accreditation of medical clinic in Makkah and Mashaer;

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 • Provide medical assistance to pilgrims, supervisory team, and entourage
of the Amirul Hajj;
• Make referrals to authorized hospitals;
• Procure medicines.

b. Madina Team
- Duties and Responsibilities:
a. Coordinate with the Madinah service provider
b. Coordinate with arriving sheikhs
c. Determination of hotel contracts (per flight)
d. Ocular inspection of hotels (inside Markaziya)
e. Coordinate with Saudi Authorities (Adilla Airport and Adilla Field Office)
f. Coordinate with Saudi transport authorities (Al Wukkala)
g. Coordinate with Makkah Team for the departure of pilgrims

- The team member shall be divided into groups according to tasks as follows:
a. Airport (airport to city proper);
b. Hotel billeting;
c. Food;
d. Ziyara (Rawda, Masjid Al Nabawi, Masjid Al Quba, Jabal Uhod and
Qiblatayn);
e. Adilla Field Office (passport segregation);
f. Transportation (Madinah to Makkah);
g. Medical Support (Nurse and First Aiders) who must be male;

c. Makkah Team
Stage I. Pre-Mashaer
The Makkah team shall be composed of its head and three (3) members
coming from the major Muslim tribes as recommended by BPE Director and
approved by the Secretary.
Duties and Responsibilities:
• Courtesy visit to the following Saudi Authorities:
- Ministry of Hajj and Umrah;
- Ministry of Health (MoH);
- MOASSASSA/Mutawwify (Private Company);
• Coordinate with Makkah service provider;
• Coordinate with Mutawwify Maktab for transportation and passport
management;
• Ocular inspection of hotels;
• Hotel billeting for the room assignment, distribution of keys and baggage
handling;
• Coordinate with food providers;
• Coordinate with Madinah Team (arriving pilgrims);
• Ocular inspection in Arafah and Mina (camp and facilities).

d. Advance Medical Team - At least three (3) Medical Team members shall
be sent in advance to Makkah to put up appropriate clinics before the arrival of

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the pilgrims. If possible, each hajj flight shall be accompanied by at least one
(1) member of the Medical Team.
Duties and Responsibilities:
• Secure permits to put up Medical Clinic in each building;
• Establish mobile clinics in strategic areas, where authorized, for the
Filipino Pilgrims in the Holy Land;
• Conduct ocular visitation to the pilgrims’ quarters; and
• Perform other related functions.

Stage II. Mashaer (Hajj Proper)

- Operation proper takes place during the Hajj rituals in Arafah, Muzdalifa
and Mina on the 8th to 13th of Dhu-al-Hijjah. All members of the
Supervisory Group and the Medical Team shall report to their respective
new areas of assignment;

- All supervisory and medical team member shall conduct a meeting for
the tasking in Mashaer as well as with the stakeholders, sheikhs and
Maktab representative for pilgrims’ movement;

- The following teams shall be formed or organized to serve in the areas

stated below:

• Tarwiyya is an optional one-night stop–over in Mina (on the 8th of

Dhu-al-Hijjah) before proceeding to Arafah. Pilgrims may perform
Tarwiya or proceed directly to Arafah on the 8th of Dhu-al-Hijjah and
spend the night therein. At least a week before the 8th day of Dhu-al-
Hijjah, those who will perform the Tarwiya shall be determined by the
supervisory team in coordination with their respective sheikhs for the
preparation and arrangement of their meals, transportation and
accommodation.

- To ensure proper and smooth Hajj operations in Arafah, Muzdalifah and

Mina, the following teams shall be created, to wit:

a. Advance Team
An advance team composed of a team leader and at least ten (10)
members shall be formed with the following duties and responsibilities:

- To inspect and arrange the tents distribution which must be

proportionate to the number of pilgrims per sheikh group;

- To assist the pilgrims in their settlement to their designated tent/s

and coordinate with the Maktab pertaining to the services for the
pilgrims;

- Coordinate with the Maktab on Foods; and

- Perform other related functions.

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b. Bus Boarding Team

A team composed of a team leader and at least ten (10) members

shall be formed with the following duties and responsibilities:

- The Tarwiya Team shall arrange the grouping of pilgrims and assist
them in boarding buses for their departure from Makkah to Mina
and from Mina to Arafah;

- The Arafah Team shall arrange the grouping of pilgrims and assist
them in boarding buses for their departure from Makkah to Arafah;

- After all pilgrims are settled in Arafah, three (3) teams composed of
one head at least fifteen (15) members with due consideration of
equitable representation from each major Muslim tribe shall be
formed by the Team Leader of the Advance Party who shall be
responsible for the boarding of pilgrims from Arafah to Muzdalifah,
Mina and finally to Makkah;

- While boarding, the teams assigned shall see to it that women,

elderly and minors shall board first; and

- To perform such other functions for the welfare and convenience of

the pilgrims.

c. Officers of the Day

The Advance Party, acting as Officers of the Day, shall perform the
following duties and responsibilities in Arafah, Muzdalifah and Mina,
to wit:
- Provide 24/7 round-the-clock, two (2) shift duty, to ensure safety
and general welfare of the pilgrims;
- Set duty area visible and accessible to the pilgrims;
- Supervise the preparation and distribution of foods for the pilgrims;
- Assist the Maktab staff in the reception of visitors and lead them to
the tent they want to visit;

- Attend to complaints or problems of the pilgrims within the bounds

of NCMF Hajj services;

- Ensure the maintenance of good health and sanitation inside the

premises; and

- Perform regular tent visitations and other related functions.

d. Medical Team

The Team shall be composed of doctors, nurses, and medical aides

who shall be tasked to monitor the health condition of the pilgrims.

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 If authorized, the Medical Team shall put up a mobile clinic that will
serve the minor medical needs of the pilgrims. Major cases shall be
referred to nearby clinics or hospitals of the Saudi Ministry of
Health.

Stage III. Post-Mashaer Period

- Upon the return of pilgrims to Makkah, all working groups/teams are
automatically dissolved and members thereof shall resume to their
original assigned tasks or be given new assignments;

- The Supervisory Group, in coordination with the Maktab, shall ensure the
smooth and orderly documentation and exit of pilgrims;

- Members of the Supervisory Group may, then, prepare for their return
flights to the Philippines. The Hajj Operations in Saudi Arabia ends upon
the departure of the last flight of Filipino pilgrims from the Kingdom.

- For pilgrims who may have not visited Madinah Al-Munawarrah,

arrangement for the purpose may be made by the supervisory group
upon request;

- The supervisory group shall distribute a random survey form to the

Sheikhs and/or pilgrims for the evaluation of the just-concluded Hajj. The
said survey form shall be collected before their departure from the
hotel/building;

- The supervisory group shall arrange the departure of the pilgrims from
Makkah to Jeddah airport. A weighing scale shall be placed in the lobby
of every hotel or building to determine the weight of the baggage of every
pilgrim before going to the airport. An announcement shall be made by
the supervisory group on the allowable weight of check-in and hand-carry
baggage as per airline rules and regulations.

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 PART V – AMIRUL HAJJ

A. APPOINTMENT
Pursuant to Section 16 of Republic Act No. 9997, the President shall appoint
the Secretary of the Commission as the Amirul Hajj who shall serve as the
representative of the President and as the head of Muslim Filipino pilgrims who will
perform the annual Hajj.

B. ENTOURAGE; PURPOSE
The Amirul Hajj shall be accompanied by an entourage which will assist the
former in the discharge of his duties and functions in the Kingdom of Saudi Arabia
during the performance of the Hajj. The selection of members shall be at the
discretion of the Amirul Hajj which shall not exceed fifty (50) subject to availability
of funds.

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 PART VI - POST HAJJ OPERATION

After the Hajj season, the BPE shall conduct the following activities:
1. Welcoming activities – The constituted welcome party shall be present at
the Ninoy Aquino International Airport to assist arriving pilgrims and
provide assistance as may be requested;

2. ‘Post mortem’ Assessment – The BPE shall conduct an assessment and

evaluation at the end of each Hajj operation to determine problems
encountered and provide solutions to avoid repetition in the next
operations. Each of the Hajj working group committee head/point person,
the Hajj Marshall, and the Hajj Attache, shall prepare their respective
accomplishment reports which shall be consolidated by the BPE. The
report shall be supported by pertinent office orders, receipts, and other
appropriate documentary attachments;

3. Preparation and Submission of Report – After the post mortem

assessment, the BPE shall prepare and submit to the Office of the
Secretary an accomplishment report on the recently conducted Hajj
operations;

4. Publication of Hajj Year Book – The BPE shall prepare and cause the
publication of Hajj Year Book subject to availability of funds.

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 PART VII – BANGSA AMANAH SAVINGS ACCOUNT

The NCMF, through the Secretary assisted by the BPE, shall enter into a
Memorandum of Agreement with Al-Amanah Islamic Investment Bank of the
Philippines (AAIIBP) with the following stipulations:
1. AAIIBP shall extend a Qard Al-Hassan (non-interest benevolent loan) out
of Pilgrimage Savings Plan (PSP) deposits to the NCMF by paying a
portion of the Mutawiff as advance and reservation fees for hotel
accommodations of Muslim Filipino pilgrims in the Kingdom of Saudi
Arabia (KSA) for the duration of the Hajj being the primary requirement
in extending Hajj visas by the Government of Saudi Arabia;

2. The NCMF shall pay Qard to the AAIIBP out of the Hajj fees by ensuring
and requiring all Hajj applicants to make payment of their Mutawiff
directly to the AAIIBP or as it may require to ensure accessibility and
expediency;

3. AAIIBP shall make payment of the Mutawiff to the service provider as

duly authorized by the Government of KSA and upon advice of the
AAIIBP; and

4. The NCMF shall encourage Muslim Filipinos to open a PSP account in

any AAIIBP branches nationwide, under the Bangsa Amanah Pilgrimage
Savings Program for Hajj, which shall also require the pilgrims to execute
a written authority allowing it to withdraw from their PSP account upon
issuance of order of payment by the NCMF.

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 PART VIII – OFFICE OF THE HAJJ ATTACHE

The Secretary, shall direct the Hajj Attaché, who shall be appointed by the
President in accordance with Section 15, Article 2 of RA 9997, to ensure the timely
and effective accomplishment of the following tasks:
a. Assist in publishing the “Call for Proposal” in any Saudi news or gazette
of wide circulation within the Kingdom of Saudi Arabia;
b. Initiate coordination and arrangement for the reception and send-off of
the Philippine Official Hajj delegation including all Filipino pilgrims at their
airports of entry, either Madinah or Jeddah;
c. Ensure that all activities, including meetings/conferences being hosted
by the Ministry of Hajj and Umrah are cascaded to concerned parties in
the Philippines and that proper representation of the mandates and thrust
of the NCMF is done or undertaken accordingly;
d. Initiate meetings/discussions with accredited Hajj service providers in the
Kingdom for the benefit of the Filipino pilgrims;
e. Conduct consultation with Muslim Filipino communities in Jeddah,
Makkah and Madinah to enable them to provide assistance and services
to Filipino pilgrims;
f. Coordinate with the Philippine Embassy in Riyadh and the Philippine
Consulate General in Jeddah on matters pertaining to preparations and
related undertakings for the benefit of the Filipino Pilgrims;
g. Coordinate with and make proper representation in appropriate cases
with the Rabitatul Alam Al-Islamie (Muslim World League) so that
programs, projects and activities of the League about pilgrimage are
availed and enjoyed by the Filipino pilgrims;
h. Provide appropriate assistance and services to Filipinos pilgrims,
particularly during the height of the pilgrimage season in the ritual sites;
i. Submit periodic reports to the Secretary on material or vital issues and
concerns affecting the Hajj program and the welfare of Filipino pilgrims;
j. Prepare and submit proposals and recommendations vis-à-vis programs,
projects and activities affecting the welfare and interest of the NCMF and
the Filipino pilgrims in relation to Hajj; and
k. Call on and visit international organizations that assist pilgrims under
their respective mandates such as the Islamic Development Bank (IDB),
the Organization of Islamic Cooperation (OIC) and the World Muslim
Congress.

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 PART IX – PENALTY CLAUSE

NCMF Officials and Employees. Any NCMF Official or Employee who, after
proper inquiry and investigation, is found to be negligent of his assigned tasks, as
established in this Manual on Hajj Operations or has deliberately violated any of
the provisions hereof, shall be dealt with accordingly.
Other Individuals/Entities. The National Commission on Muslim Filipinos
shall have the right to impose appropriate sanctions or penalties, or to file the
appropriate legal remedy before any competent authority against any erring Sheikh
or pilgrim or any individual or entity for violation, deliberate or otherwise, of any of
the provisions set forth in this Manual. Should sanction be proper, the same must
be in accordance with existing laws and related regulations.
In either case, due process shall be observed at all times.

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