The replacement of a file in the Eligibility Bank is the procedure MINEDUC enables for teachers participating in the selection (oposicion) process who lose or suffer damage to their original file while it is in custody of the Departmental Auxiliary Selection Board (JADO). It restores the documentation so the teacher can continue to be considered in the public-school tenured-position competitions.
Quick summary: MINEDUC procedure that is free (Q0) and replaces the teacher selection file when lost or damaged. Time 10 to 20 business days from complete file. Result: Resolution confirming or denying the replacement. Legal basis: Ministerial Agreement 2043.
Who Needs This Procedure
The replacement applies to:
- Teachers registered in MINEDUC’s selection process who delivered their file to the JADO and later it was lost or damaged in institutional custody.
- Teachers in the Eligibility Bank who need to reactivate their candidacy when the physical file no longer exists or is unprocessable.
- Teachers proposed for tenured positions who must resubmit the file as part of the final eligibility verification.
It does not apply to teachers who never submitted a file to the JADO — in that case, the corresponding step is initial registration in the active selection process.
Cost & Time
| Item | Value |
|---|---|
| Official cost | Free (Q0) |
| Resolution time | 10 to 20 business days from complete file |
| Result | Resolution declaring approval or denial |
| Validity | While the teacher remains in the active selection process |
| Modality | In-person at the departmental JADO |
The tramites.gob.gt catalog records the cost as Q0. There are no administrative fees. The only possible costs are notarial fees if you need to grant a sworn affidavit.
Requirements
Requirements vary by cause: loss vs damage.
In case of loss
- Record (acta) describing the means used to locate the file.
- Copy of the “Position Application Form” the teacher keeps.
- Copy of the “File Registry and Control Table” form.
- Sworn affidavit before the JADO if items 2 or 3 are missing.
- Certified photocopy of the master record (acta matriz) of the relevant selection process.
- Photocopy of the same documents that made up the previous file (degrees, background certificates, certifications).
- Circumstantial report describing how the loss occurred.
- JADO certificate stating that the teacher has not withdrawn the file and whether other teachers have previously been proposed.
In case of damage
- Circumstantial report about the file condition.
- Certified photocopy of the master record (acta matriz) (item 5 above).
- JADO certificate (item 8 above).
- The original deteriorated file, physically delivered to the JADO for replacement.
Note: Always keep digital copies of your file. MINEDUC does not provide automatic copies; all documentation that made up the original file must be reconstructible from your own sources.
Procedure Steps
- JADO verifies the loss or damage and signs a record describing the means used to locate the file.
- Teacher is summoned by the JADO to provide copies of the documents that made up the original file.
- Sworn affidavit — if the teacher lacks the Position Application Form or the Registry and Control Table, they sign an affidavit before the Auxiliary Board.
- New file integration — JADO assembles the new dossier with the documentation provided plus certified annexes.
- Resolution — JADO issues a resolution declaring approval or denial of the replacement.
- Notification — the teacher receives the resolution at the JADO office.
Total timeframe: 10 to 20 business days from the moment complete information is in JADO’s hands.
How to Apply
The procedure is done in person at the Departmental Auxiliary Selection Board (JADO) of the department where the teacher originally registered. JADOs operate within the Departmental Education Directorates (DIDEDUC). Address and hours are listed at the official MINEDUC portal: mineduc.gob.gt/tramites/.
For matters related to prior academic accreditation, see the study equivalency guide and, after graduating, the MINEDUC professional licensing guide.
Common Mistakes That Delay the Replacement
- Not keeping personal copies of the Position Application Form and the Registry and Control Table — forces a notarized sworn affidavit and lengthens the process.
- Uncertified academic documents — MINEDUC requires degrees and certifications certified by the issuing institution.
- Outdated master record (acta matriz) — confirm with the JADO the current version before requesting a certified copy.
- Vague circumstantial report — the report must detail dates, places and people involved in searching for the file.
- Department change — if you registered in one department but live in another, you must return to the original JADO; the procedure cannot be filed at a different DIDEDUC.
Frequently Asked Questions
“Do I lose my position in the Eligibility Bank if I lose the file?”
Not automatically. A successful replacement restores your active position. The risk arises if the procedure drags on until a call closes or the final list of proposed teachers is published.
“How many times can I request a replacement?”
The regulation does not set an explicit limit, but repeated replacements may trigger JADO observations on the teacher’s diligence in safeguarding personal copies.
“Does the JADO charge for certified copies of the master record?”
Issuance of a certified copy by the JADO is usually free; associated costs are notarial (sworn affidavit) where applicable.
“What is the difference between loss and damage?”
Loss = the physical file cannot be found. Damage = the file exists but is impaired (humidity, stains, torn pages) and must be replaced. Requirements differ — loss demands more substitute documentation.
“Can a relative file the procedure for me?”
Only with a specific notarized power of attorney, since sworn affidavits and the delivery of certified documents must be accredited before the JADO. For cases from abroad, granting a power of attorney at a Guatemalan consulate is convenient.
“What if my file was digitized?”
Some DIDEDUCs keep digital backups. Ask the JADO first whether an electronic backup exists before starting a full replacement — it can speed up the process.
Related MINEDUC Procedures
- MINEDUC Study Equivalency — to revalidate foreign degrees before the selection process.
- MINEDUC Professional Licensing — licensing to practice the teaching profession.