Who Can Administer Oaths for the CSC Personal Data Sheet (PDS)? (Philippine context)

The short answer

A PDS (CS Form No. 212, Revised 2017) must be subscribed and sworn before a person authorized to administer oaths. In practice, that most commonly means a notary public. It can also be a government official who has legal authority to administer oaths in relation to their official duties (e.g., your agency’s head or a duly designated officer), and—if you’re abroad—a Philippine consular officer.

Why the PDS needs an oath

The PDS contains a jurat (“Subscribed and sworn…”). Swearing to the truth of the entries:

turns your PDS into a sworn statement;
exposes false statements to administrative and criminal consequences (e.g., dishonesty, falsification, or perjury); and
satisfies CSC and agency HR requirements for appointments, promotions, and other personnel actions.

Who, specifically, may administer the oath

1) Notaries Public (most common)

Scope: Can administer oaths and execute jurats within their commissioned city/province under the Rules on Notarial Practice.
When to use: Safest and most universally accepted option, especially if the receiving office explicitly asks for a notarized PDS.
What you’ll see: Notary’s name, commission details, office address, and the usual Doc. No., Page No., Book No., Series of ___ entries.

2) Government officials with authority to administer oaths (ex officio)

Under the Administrative Code, certain public officers may administer oaths in matters related to their official functions. These typically include:

Heads of departments, bureaus, offices, and their authorized representatives (e.g., Secretaries, Undersecretaries, Directors, Regional Directors, Chiefs of Office/Division) when the oath pertains to official business—like HR documents of their own agency.
Judges and Clerks of Court—but usually only for matters connected with court business; many courts will not swear a PDS for employment purposes outside court proceedings.
Other officers expressly empowered by law or written designation (e.g., agency officials given written authority to administer oaths by the head of agency, often the HR head or Administrative Officer).

Practical HR takeaway: If your agency’s HR/Merit Selection process allows it, the Head of Office (or a duly designated HR or administrative officer with written authority to administer oaths) may swear your PDS without notarization, and you’ll usually see the office designation and official seal instead of a notarial block.

Tip: Ask HR if the agency accepts PDS sworn before an authorized agency official. Many do—especially for internal personnel actions—to save employees notarial fees.

3) Philippine consular officers (for PDS executed abroad)

Scope: Philippine embassies/consulates routinely perform consular notarization and administer oaths.
When to use: If you are overseas and need a sworn PDS for a Philippine government job/process.

4) Local officials (what they can—and can’t—do)

City/Municipal Mayors may be authorized to administer oaths on matters within their official functions; whether they will swear a PDS is a matter of local practice and policy.
Punong Barangay (Barangay Captain) generally administers the oath of office of barangay officials and oaths connected with barangay matters; they are not notaries and are not a universal substitute for a notary or agency-authorized officer for PDS purposes.

Notarized PDS vs. PDS sworn before an authorized agency officer

Feature	Notarized PDS (Notary Public)	Sworn before Agency Officer with Oath Authority
Acceptance	Universally recognized; safest when the receiving office explicitly says “notarized”	Widely accepted if agency/CSC instructions allow oath before an authorized officer
Wording	Uses a notarial jurat; includes notary’s commission and Doc/Page/Book/Series	Usually uses the same “Subscribed and sworn” language; includes name, designation, office seal, and basis of authority (if indicated)
Cost/Convenience	Notarial fee applies	Typically free and convenient if done in-office
When to prefer	External submissions; where strict notarization is required	Internal HR processes; when agency policy explicitly allows it

Bottom line:

If the memorandum/announcement says “notarized PDS”, go to a notary public.
If it says “subscribe and swear before a person authorized to administer oaths” or your HR guide allows oath before an authorized agency officer, you may do it in-office.

What to bring and how to do it (checklist)

Valid, government-issued ID (the jurat typically requires ID type, number, issuing office, and date/place of issue).
Unsigned PDS (sign in front of the administering officer).
All pages complete (especially dates, positions, statuses, inclusive periods).
For agency officers: confirm they have written authority to administer oaths (HR often posts or can show the designation).
If using a notary: ensure the venue (city/province) matches the notary’s commission and that the notarial register entries are filled in.
Affix initials on every page if the receiving office requires it; attach the Work Experience Sheet if used.
Keep a copy of the sworn PDS and any oath-administering authority memo (if applicable).

Frequent pitfalls (and how to avoid them)

Pre-signing the PDS before appearing: don’t—the oath requires signing in the presence of the administering officer.
Wrong notarial block: the PDS needs a jurat (you swear to the truth of contents), not an acknowledgment.
Outdated form: use CS Form No. 212, Revised 2017 (and its companion Work Experience Sheet, Revised 2017, if required).
No ID details in jurat: for notarial jurats, the ID details are part of establishing identity—fill them in.
Using an official who lacks authority: if not a notary, confirm the official’s legal basis/designation to administer oaths; otherwise, the receiving office may reject the PDS.
Venue/date errors: the place and date in the jurat should reflect where and when you actually swore the PDS.

Special situations

Executed outside the Philippines: Use a Philippine Embassy/Consulate (consular notarial) or, if accepted by the receiving office, a local notary plus apostille/legalization as required.
Electronic submissions: Some agencies accept scanned copies of a sworn PDS for initial screening, but may require the original hard copy later. Follow the specific announcement.
Internal agency policies: An agency can be stricter (e.g., insisting on notarization) or more flexible (e.g., allowing oath before designated HR officials). Always follow the posted HR/CSC instructions for the particular recruitment or personnel action.

Sample jurat language you’ll typically see on the PDS

SUBSCRIBED AND SWORN to before me this ___ day of ___, 20, in ____________. Affiant exhibited a valid ID: ____________________, No. ____________, issued on ____________ at ____________.

Person Administering Oath (Signature over printed name, designation/commission, office/seal as applicable)

Quick FAQs

Q: Can our HR Officer administer the oath? A: Yes—if your HR/Administrative Officer has written authority to administer oaths from the head of agency (or if they themselves are a notary). Many agencies designate an HR or Admin official for this exact purpose.

Q: Is a Barangay Captain’s signature enough? A: Usually no. A Punong Barangay is not a notary and typically administers oaths only for barangay-related matters. For a PDS, use a notary or an authorized agency officer.

Q: Do I always need notarization? A: Not always. If the announcement or HR guidance allows oath before an authorized agency official, that is generally sufficient. If it says “notarized PDS,” go to a notary.

Q: What if the PDS is for a different agency? A: A PDS notarized by a notary public is the safest cross-agency choice. If sworn before an agency officer, acceptance may depend on the receiving agency’s policy.

Key takeaways

Best universal choice: Notary public.
Often acceptable for internal actions: Authorized agency officer with written oath-administering authority.
Outside the Philippines: Philippine consular officer.
Always follow the specific HR/CSC instructions in the announcement or memo governing the personnel action.

Disclaimer: This is general information for the Philippine setting and not legal advice. Agency policies and CSC issuances can be more specific. When in doubt, check your HR’s written instructions for the particular recruitment or personnel action.