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Republic of the Philippines Region I

Division of Pangasinan II SAN FABIAN DISTRICT II

San Fabian

REVIEW MANUAL of the DECS MANUAL, 2000

CHAPTER I: The Department of Education, Culture and

Sports (now DepEd)

Terms, Notations and Important Concepts

1. 1987 Philippine Constitution, Article XIV Section 1

It states that, “the State shall protect and promote the right of all citizens to quality education at all levels and shall take appropriate steps to make such education accessible to all”.

2. Public Act No. 222

It provided for the organization of four (4) executive departments, one of which was the Department of Public Instruction headed by a Secretary.

It was enacted by the Philippine Commission on September 06, 1901.

3. Public Act No. 222, Section 4

It became the legal basis of the Department of Education and Culture. 4. Act No. 74

It established the Department of Public Instruction headed by a chief officer called General Superintendent of Public Instruction on January 21, 1901.

5. Public Act No. 222

Under this Act, the Department of Public Instruction established under Act No. 74 of the Philippine Commission became the Bureau of Public Instruction.

6. Act No. 477

Under this Act, the name Bureau of Instruction became the Bureau of Education on November 1, 1902.

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It provided the change of Director of Education from General Superintendent of Education on October 26, 1905.

8. Executive Order No. 94

It renamed the Department of Public Instruction into Department of Education in July, 1947.

9. Proclamation No. 1081

By virtue of this Proclamation, the Department of Education was renamed Department of Education and Culture.

10. Presidential Decree No. 1397

The name Department of Education and Culture became Ministry of Education and Culture.

11. Act No. 3075

It was enacted making inspection and recognition of private schools obligatory for the Secretary of Public Instruction.

12. Commonwealth Act No. 80

It established the Bureau of Private Education headed by a director.

13. Republic Act 1372

It created the Bureau of Vocational Education effective June 22, 1963.

14. Republic Act No. 3873

It renamed the Bureau of Public Libraries into National Library. 15. Commonwealth Act No. 184

It established the Institute of National Language on November 13, 1936 and was amended by Commonwealth Act No. 333 on June 18, 1938.

16. Philippine Republic Executive Order No. 392

It established the transfer of the National Museum to the Department of Education

17. Republic Act No. 7722

It is known as the “Higher Education Act of 1994”

It created the Commission on Higher Education independent from the Department of Education, Culture and Sports.

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It is known as Act of 1994

It created the Technical Education and Skills Development Authority.

CHAPTER II: Organizational Structure

Terms, Notations and Important Concepts

1. Secretary

He/she exercises supervision and control over the entire department and perform functions designated to him/her.

2. Republic Act 232

It is an act that provided four (4) undersecretaries (USEC) of the DECS. 3. Notes on Assistant Secretaries

 ASEC for Programs and Projects and Regional Operations

 ASEC for Planning and Human Resource Development

 ASEC for Legal Affairs

 ASEC for Finance and Administration 4. Education Technology Unit

It manages the DECS website and provides technology and capability building resources in computer learning.

5. Department Order No. 84, s. 1982

It established the National Science Teaching Instrumentation Center.

6. Ministry Order No. 64, s. 1985

It established the Instructional Materials Council Secretariat. 7. Department Order No. 63, s. 1992

It established the National Educators Academy of the Philippines. 8. DECS Order No. 36, s. 1998

It allocated the number of Education Supervisors for a school division. 9. Duties of Education Supervisors

 Assist the Superintendent in carrying out all the educational programs in the division.

 Visits the different districts, elementary and secondary schools in the division to provide assistance to district supervisors, principals and teachers in evaluating and improving of their work.

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10. Duties of the District Supervisors

 Provides leadership in the implementation of the DECS programs and projects in the district.

 Directs, advises and assists the elementary school principal and teachers in the district.

 Promotes the efficiency of teachers under his charge through effective supervision and in-service training.

 Leads in the evaluation of achievement in the district.

 Keeps his schools functioning and keeping with broad general policies of the bureau and the best interests of public schools in the community.

 Sits as co-chairman at the District School Board in the deliberations.

11. Duties of the Elementary School Principal

 Supervises all school personnel in an elementary school.

 Provides leadership in the development and implementation of all educational programs in the school.

 Promotes the efficiency of teaching and learning in all classes through the in-service trainings, observations, visits, etc.

 Coordinates all services for the wholesome growth and development of all pupils and other personnel in the school.

 Leads in the evaluation of achievements of the division. Directs the organization of classes determines and assign the teaching loads of the staff and makes proper distribution of instructional and other materials.

 Provides for the accommodation of the pupils including the availability of buildings for classrooms and other school needs.

 Coordinates and cooperates with the community and other agencies and represents the district supervisor in the school.

 Prepares, consolidates and submits all reports of the school to the district supervisor.

 Rates the performance of the teachers in the school and recommends the deserving ones for promotion.

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CHAPTER III: Basic Education

Terms, Notations and Important Concepts

1. Basic Education

It has three (3) main programs; elementary, secondary and non-formal.

2. Curricular programs

These are suggestive patterns and models for the guidance of the field and teachers.

3. Notes on the Basis of Curricular Programs

 1987 Philippine Constitution, Article XIV, Section 2

 Education Act of 1982

 DECS vision and mission

 Other official statutes

4. Notes on the Objectives of Elementary Education

 To provide the knowledge and develop the skills, attitudes and values essential to the personal development and necessary for living in, and contributing to, a developing and changing social milieu.

 To provide learning experiences which increase the learner’s awareness of, and responsiveness to, the changes and demands of the society and prepare him/her for constructive and effective involvement.

 Top promote and intensify the learner’s knowledge of, identification with, and love for the nation and the people to which he/she belongs.

 To promote experiences which develop the learner’s orientation to the world of work and prepare himself/herself to engage in honest and gainful work.

5. Notes on the Organization of Classes in the Elementary Grades

Generally, in the primary grades, one (1) teacher shall handle all the subjects in one (1) class with a maximum of fifty-six (56) pupils. ( D.O. No. 26, s. 1995)

 In the intermediate grades, the departmental system may be adopted following a 5:4 or 3:2 plan ratio of teachers to classes.

 No teacher shall have a load of more than 360 minutes of actual teaching per day (M.O. No. 6, s. 1982)

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 The maximum of daily contact time shall be 300 minutes (Grades I and II), 340 minutes (Grade III), 360 minutes (Grade IV) and 380 minutes (Grade V and VI) for regular classes.

 Mobile and/or multi-grade classes shall be organized to cater for the needs of school children in distant and difficult-to-reach communities when there are insufficient numbers of enrollees per grade or when not enough teachers are available.

6. Acceleration

It refers to any administrative practice designed to move gifted learners through school more rapidly than usual.

7. Grade acceleration / Grade skipping

A child skips one (1) or two (2) grades after he/she has been found to be intellectually, socially and emotionally ready to be moved to the higher grade.

8. Grade telescoping

A pupil covers all the scope and sequence of a two-year curriculum in one (1) year or a three-year curriculum in two (2) years.

9. Ability grouping

Is any classification of children for instructional purposes in terms of capacity for learning and demonstrated achievement. The types of ability grouping are;

   Special class / Self-contained class

Children who have been earlier identified as gifted are grouped by grades and are taught using curriculum adapted to their abilities, interest and needs.

   Pull-out Program

Under this scheme, the gifted are pulled out from their class to attend enrichment classes under a teacher who has expertise in the particular subject.

10. Enrichment

It refers to any adaptation of regular curriculum to provide educational experiences over and above those in the regular program. It does not require students to skip grades or accomplish anything earlier than usual.

11. Notes on Pre-school Education or Early Childhood Education

   Objectives ( D.O. No. 107, s. 1989)

a. To develop the child in all aspects, so that he/she may be better prepared to adjust and cope with life situations within the context of his/her experience.

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b. To maximize the child’s fullest potential through a variety of carefully selected and meaningful experiences considering his or her interests and capabilities.

12. Notes on the General Guidelines on Pre-school Education or Early Childhood Education

 School divisions are encouraged to establish public pre-school classes whenever possible to provide the early childhood stimulation needed by children during their formative years.

 In schools where the Grade I pupils have not been provided by pre-school education, the eight-week curriculum on early childhood experiences shall be provided.

Organized pre-school classes may have a minimum of twenty (20) and a maximum of forty (40) pupils to a class.

   A pre-school teacher may be allowed to handle a maximum

of two (2) classes, one (1) in the morning and one (1) in the afternoon.

13. Curricular offerings of the different types of Secondary Schools

   General Secondary School

It offers a continuation of the elementary education program but designed both as college preparatory as well as terminal education who may not go to college.

   General Comprehensive High School

It offers the secondary education program as preparatory program for college. In addition, it provides a variety of academic and vocational electives/courses for the students to choose.

   Secondary Vocational School

In addition to the general secondary program, vocational and related subjects designed to prepare students primarily for gainful employment in areas as agriculture, fishery, trade and industry.

   Special Secondary School

It offers a high school curricula specially designed to address the peculiar needs of special groups of students.

CATEGORIES OF SPECIAL SECONDARY SCHOOL o

Regional Division Science High School

It provides an addition to the secondary education program, additional elective in Science, mathematics and English subjects for the highly gifted students who are inclined towards sciences. There shall be one R/DSHS for each region/division (D.O. No. 69, s. 1993).

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It equips highly qualified learners with knowledge, skills and attitudes relative to science and technology.

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Science High School and Science and Technology School

It has an enriched Science, Mathematics and English curriculum in addition to the standard requirements of the secondary education curriculum.

Special Science Curriculum in the Network of S&T Oriented High Schools

It provides enrichment materials for science and technology, mathematics, earth Science in selected existing general high schools (D.O. No. 128, s. 1993)

School for the Handicapped

It is a school for children who may either be visually impaired, hearing impaired, mentally retarded, or orthopedically handicapped.

Boys’ Town School

It is a government school for orphans, the homeless and other underprivileged boys.

The School for Minor Offenders

This correctional high school takes care of the minor offenders. The curriculum is basically the same with the general high schools but with a strong emphasis on vocational skills development.

The Philippine High School for the Arts

It provides special curricula for the development of the talents and interests in arts, creative music, theater arts, in addition to the standard requirements of the secondary education curriculum.

14. Non-formal education

It offers alternative learning opportunities for the out-of-school youth and adults specifically for those who are fifteen (15) years old and above and unable to avail themselves of the educational services and programs of formal education.

15. School Paper

It shall consists mainly of editorial, sports and science page feature articles, reports and news items on the various school and community activities.

It is a venue for the development of the journalistic interest and skills of the students. In no case shall it be a venue for grievance and destructive criticisms.

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It provides learning opportunities and first-hand experiences in leadership and to exercise democratic procedures to all pupils/students.

17. Department Order No. 20, s. 1991

It prohibits the organization of fraternities and sororities at the elementary and secondary schools, both public and private. Penalty for non-compliance is expulsion and of pupils/students.

18. Notes on Health and Nutrition Program

Four (4) Major Phases of Health and Nutrition Program

 Healthful school living

 Health and nutrition services

 Health education

 School-community coordination for health 19. Notes on the EMIS

It stands for “Educational and Management Information System”

 It is a well planned and meticulously managed information system better known as the “data bank”.

The EMIS should be handled by a teacher. Management of the EMIS is equivalent to four (4) teaching loads.

20. Notes on the Establishment of Schools

Guidelines on the Establishment of new Schools

 No new public school shall be established except by law or pursuant to law.

 The establishment of a new school, conversion of existing schools or changes of curricular offerings, administration, maintenance and conduct of existing secondary schools shall be by law.

 New public schools may also be established in municipalities and cities upon the approval of the Secretary provided the requirements set are met.

21. Notes on opening school annexes in nearby barangays.

A feasibility study should be conducted by the school head of the mother school recommended by the Schools Division Superintendent and the Regional Director. The feasibility shall include;

 Petition by the majority of the parents of prospective enrollees.

 Title of school site of one (1) hectare or deed of donation in favor of the Department.

 Certification of availability of funds for the construction of classrooms and other facilities.

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 Certification that the proposed annex is not within the 2-kilometer radius of any existing public/private schools.

 Certification of the availability of funds, textbooks, references and equipment for Science, Mathematics, THE and PEHM.

 Certification of continued support from the local government until such time that the school is incorporated in the national budget.

 A copy of the budget of the mother school and the proposed budget of the annex.

22. Notes on the Integration of Schools

An existing elementary/high school may be integrated, merged or incorporated with another existing elementary/high school with a contiguous geographical area if enrolment in such school fails to meet the minimum of 100 students per curriculum year or if the continued separate operation of both schools is not financially feasible. In some cases elementary and secondary schools located in the same school site may be integrated (D.O. No. 5, s. 1989).

23. Notes on the areas of school sites.

One half (0.5) hectare for a school with an enrolment of 50 or less students.

One (1) hectare for a school with an enrolment of 50 to 1 000 students.

Two (2) hectares for a school with an enrolment of 1 000 to 2 000 students.

Three (3) hectares for a school with an enrolment of 2 000 to 3 000 students.

 The same ratio should be maintained for enrolment in excess of 3 000.

24. Notes on the qualification to enroll on night classes.

Only qualified students should be allowed to enroll. They should have;

   A certificate of graduation from elementary school.

   A certificate of the Philippine Educational Placement Test (PEPT)

25. Notes on Closure of Schools

Voluntary when the school for valid cause and on its own initiative chooses to terminate or close of its own programs or courses offered, provided such closure is undertaken at the end of school term and provided further that the school remains obliged to furnish the necessary transfer credentials and records to the students affected by the closure.

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Involuntary when the closure or termination is ordered by the Department through the revocation/withdrawal of the permit or certificate of recognition previously issued for the program or course.

26. Notes on the Temporary Closure of a Public School

 No students are enrolled therein.

 The school buildings are destroyed or have been declared dangerous to life.

 The entire school building and site houses refugees from calamities.

 There is no peace and order in the community.

CHAPTER IV: Regulations Directly Affecting

Pupils/Students

Terms, Notations and Important Concepts

1. Department Order No. 44, s. 1998

It is the policy of the State to provide for a free and compulsory public elementary and secondary education.

2. Republic Act 6655, Section 6

Provides that “the right of any student to avail of free public high school shall terminate if he fails for two (2) consecutive school years in the majority of the academic subjects in which he is enrolled during the course of his study unless such failure is due to some valid cause”.

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3. Authorized valid contributions ( D.O. No. 27, s. 1995 and D.O. No. 60, s. 1999)

It includes ID fee, BSP, GSP, and PNRC fees, school publication fee, school organization fee, and Anti-TB fee.

4. PTA/PTCA

An organization authorized to collect PTA/PTCA fee in an amount to be determined by the PTA/PTCA members themselves at a meeting called for the purpose, provided such collections are made on a voluntary basis, are not required for academic admissions, or transfer purposes, and are collected by the PTA/PTCA themselves and not the public school teachers.

5. Period of Enrolment

The period of enrolment for the elementary and secondary schools shall not be later that two (2) weeks before the opening of classes.

6. Department Order No. 88, s. 1997

It provides that employed individuals shall be allowed to enroll in available night high school classes.

7. Department Order No. 64, s. 1998

It provides graduating students who lack one (1) laboratory subjects or two (2) non-laboratory subjects in order to graduate in May or irregular students who lack the minimum one (1) laboratory subject or two (2) non-laboratory subjects to be classified as regular students in any curriculum year of the secondary course during the succeeding school year after the summer term.

8. Department Order No. 76, s 1998

It provides the admission and re-admission of exchange student-participants or scholars.

9. Department Order No. 26, s. 1994

It provides the admission and placement of students from foreign countries.

10. Department Order No. 62, s. 1995

It provides the allowable transfer of students on the ground of displacement of families arising out of natural and man-made calamities.

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11. Form 138-E Pupil’s report card. 12. Form 137-E

Pupil’s permanent record 13. Form 138-A

Student’s report card 14. Form 137-A

Student’s permanent record

15. PEPT

It is known as the “Philippine Educational Placement Test”.

It is a battery of tests covering five (5) basic subjects namely Mathematics, English, Filipino, Science and Araling Panlipunan.

It is given and administered to youths/adults that have been out of school for at least two (2) years, who are over-aged at school by at least three (3) years and who are Filipino citizens.

16. PVT

It is known as the “Philippine Validating Tests”.

It is provided by the Department Order No. 22, s. 1998

It shall validate the learnings acquired in various situations under circumstances which cover five (5) basic subjects in the school curriculum in the elementary and secondary levels.

17. Follow-ups

These are manifestations of how well the student applies, evaluates and synthesizes the concepts, ideas and views acquired from Values Education.

18. Involvement

It refers to the student’s active participation in the processes/activities initiated by the teacher or the students inside or outside the classroom for value formation.

19. Notes on Valedictorian/Salutatorian/Honorable Mention It shall apply to graduating honor students in all secondary schools. NOTE: The number of honor students to be declared Honorable Mentions shall not be no more than one (1) percent of the total number of graduating students.

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NOTE: Final selection and announcement of honor students should be made by the principal after the approval of the division office not later than fifteen (15) working days before graduation. Protests shall be filed not later than five (5) working days before graduation. Settlement of protest should be made three (3) working days at the division level only.

20. Department Order No. 17, s. 1999

It provides the policy of the DepEd about graduation.

Contributions for graduations may be increased to not more than Php 150.00. Graduation exercises should be held only after the last day of classes.

21. Department Order No. 92, s. 1992 pages 22-23

It provides all school institution the authority to maintain school discipline.

22. Notes on suspension/expulsion of pupils/students

Service Manual 1960, Part VI Chapter III, Sections 145-151

   For the first and other offenses which are not very serious

in nature, a suspension from school not to exceed three (3) days may be authorized by the principal without the approval of the division superintendent.

   For a persistent offender or one guilty of a serious offense,

a suspension of not more than one (1) year may be imposed subject to the approval of the division superintendent.

   Suspension for a school year or more, or expulsion from

school can be ordered only by the Secretary.

23. Notes on offenses punishable by suspension or expulsion depending on the seriousness of the offense.

 Gross misconduct

 Cheating and stealing

 Assaulting a teacher or any other school authority or his agents or students

 Smoking inside the school premises

 Vandalism, writing on or destroying school property like chairs, tables, windows, books, laboratory equipment and others.

 Gambling of any sort

 Drinking intoxicants and liquors

 Carrying and concealing deadly weapons

 Extortion or asking money from others

 Fighting, causing injury to others

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 Hazing in any form or manner whether inside or outside the school premise

 Immorality/sexual harassment

 Instigating, leading or participating in concerted activities leading to stoppage of classes

 Preventing, threatening students or faculty members or school authorities from discharging their duties or from attending their classes or entering school premises

 Forging or tampering with school records or transfer forms

24. Note on ABSENCES

A pupil/student who incurs absences of more than twenty (20) percent of the prescribed number of class or laboratory periods during the school year or term should be given a failing grade and given no credit for the course or subject.

25. Note on School Uniform

The acceptable haircut for boys shall be at least one (1) inch above the ear and three (3) inches above the collar line.

26. Note on the Rights of Students in School

The right to expeditious action not exceeding thirty (30) days from receipt of request by the school, to the issuance of the official school certificates, diplomas, transcript of records, grades, transfer credentials, and similar school documents or records.

27. Note on School Activities

Meetings, assemblies, convocations, and activities shall be held in the presence and with knowledge of the Principal, Head Teacher or Guidance Counselor, Teacher or Club Adviser/Coach.

CHAPTER V: Communications and Information Policies and

Procedures

Terms, Notations and Important Concepts

1. Note on Information and Dissemination

DepEd (DECS) maintains a Press Corps at the Central Office and Information Officers at the Regional Offices.

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2. The Service Manual

It contains the basic regulations, instructions and information which guide DECS Central Office and the field personnel in carrying out the tasks of the Department. Subsequent amendments are issued to the field through orders, memorandums and bulletins.

3. Handbooks

These are issued to provide handy reference materials to the field on DECS policies on certain educational issues and procedures in the implementation of its programs and projects. Leaflets, foldouts and the like are also issued to disseminate information on specific programs/projects being implemented by the DECS.

4. Publications

These are published on a regular basis and are distributed to inform the field and other stake holders on various activities undertaken by DECS toward the development of quality basic education in the country.

5. DECS Orders

These are issuances on policies, guidelines, or regulations which are generally permanent in nature and are in effect until rescinded.

6. DECS Memorandum

These are issuances containing certain instructions and information which are temporary in nature and are usually applicable only during the year of issuance. These include announcement of conferences, seminars, examinations, surveys, competitions and celebrations.

7. Bulletins

These are primarily informative issuances. These include educational statistics, statistics, curricular materials, and professional papers, on academic, industrial, health concerns, etc. DECS memoranda, orders, bulletins are numbered consecutively starting with the first issuance in January every year.

8. Unnumbered Memorandums

It contains instructions or information which is limited in application and concerns only a few regions or offices.

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It contains policies/instructions or regulations which are of general application in the Central Office.

10. Office Memorandums

It contains certain instructions or information which are office-specific.

11. EMIS

Known as the “Educational Management Information System” It provides information to education administrators in the planning and delivery of educational services.

12. Data Bulletin

It is the final output of the EMIS at the district, division and regional levels.

13. Notes on the Subsystems of EMIS

 Pupil/Student Management Information System

 Personnel Management Information System

 Curricula Implementation Information System

 Regulation and Control Information System

 Physical Facilities Management Information System

 Financial Management Information System

 Community Services Information System

14. Notes on the Preparation and Correspondence

 Where a letter or endorsement requires more than one (1) sheet, the page number should be indicated at the top of the page.

 Enclosures to correspondence should be indicated/listed on the lower left-hand corner of the page.

 The use of the first and second persons when reference is made to the writer and to the recipient should be avoided.

 The content of a communication should be limited to only one (1) subject.

   A higher authority should be addressed as “Sir” or

“Madam”

   In addressing one of the equal rank or a subordinate, the

less formal salutation of “Dear Sir” and “Dear Madam” may be used.

   The complimentary close of formal official letters should be

“Very truly yours”

 Envelopes of official correspondence should be plainly addressed and should identify the sender.

 In official correspondence, the name of the office should be used not the name of the official unless expressly necessary for identification purposes.

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   In writing a memorandum, use “To” if it is addressed to an

employee of a lower rank.

   In writing a memorandum, use “For” if it is addressed to an

employee of a higher rank.

   In making an endorsement, use “Respectfully forwarded” to

an office of higher rank.

   In making an endorsement, use “Respectfully transmitted”

to an office of equal rank.

   In making an endorsement, use “Respectfully referred” to a

subordinate office.

15. Under-endorsement system

This means that an endorsement maybe written on the space following the conclusion of a letter or preceding endorsement, or it may commence on a new set of paper.

16. Contents Noted

It is written, indicated and signed by the sender where no new significant information or opinion is given. Such action should not go beyond the fifth endorsement.

17. Note on Signing Protocol

 Except when required by law or regulation, and as may be expedient, any written action or decision must have no more than three (3) initials or signature.

CHAPTER VI: Administrative Functions, Policies and

Procedures

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Terms, Notations and Important Concepts

1. Procurement

It is synonymous to purchase or the act of buying supplies, materials and equipment essential for government operations.

2. Procurement Planning

It is the first step in the procurement process. 3. Notes on the APP

It is known as the “Annual Procurement Program”.

It is referred to the itemized list prepared by the head of agency showing the kind, estimated quantity, estimated cost, description of supplies together with the balance on hand, if any.

 It is prepared and submitted to the department of Budget and Management as part of the work and financial plan on or before the end of November.

4. Public Bidding

It is the method of procurement whereby the office issues “Invitation to Bid” to prospective suppliers of materials, equipment and services. 5. Executive Order No. 301, Section 1

It says that, “no contract for public services or for furnishing supplies, materials and equipment to the government or any of its agencies shall be renewed or entered into without public bidding” unless otherwise with the stipulated exception.

6. Emergency Purchase

This is done through the direct requisition or orders through canvass of prices of at least three (3) bonafide dealers which is resorted to the exceptional urgent or absolutely indispensable to prevent immediate danger to or loss of life/property or needed for the project or activity, which cannot be delayed without causing detriment to public service. 7. Direct contracting (single source procurement) and direct purchase

It does not require elaborate bidding documents. The selected manufacturer/supplier/distributor is simply asked to submit a price quotation together with the conditions of sale.

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8. Procurement Service

It is now under the DBM with the abolition of the General services Administration under Executive Order No. 285, dated July 27, 1987.

9. Executive Order 359 (dated June 2, 1989)

It prescribes the guidelines and procedures in the implementation of Executive Order 285 in the operation of the procurement system common-used office supplies, materials and equipment.

10.Notes on the Prohibitions (under the Manual of Procurement COA-PTTF)

 Entering into a contract without appropriation.

 Splitting of requisition

 Personal use of property for the furtherance of private interest.

 Irregular, unnecessary, excessive, extravagant and unconscionable expenditures or uses of funds or property shall be prevented.

Irregular Expenditures – are incurred if established rules, regulations, procedural

guidelines, principles or practices that have gained recognition of law are not observed. Unnecessary Expenditures- are those which could not passed the test of

prudence or diligence of a good father of a family, thereby denoting non-responsiveness to the exigencies of the service.

Excessive expenditures – are expenses incurred at an immoderate quantity

and exorbitant price. 11. Property Custodianship

This refers to the guardianship of government property by the accountable person. It includes the receipt of supplies, materials and equipment, the safekeeping, issuance, repair and maintenance of equipment. It also includes the accountability, responsibility and liability of accountable officers arising from loss, misuse, damage, or deterioration of government property due to fault or negligence in safekeeping thereof.

12. General Form No. 57 (A)

It is a form accomplished immediately after appointment/designation of the supply officer which request for application, increase, and decrease, reduce, cancel or transfer of a bond duly signed by the head of agency.

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13. Storage

It refers to the scientific and economical receipt, warehousing and issue of materials for their best safekeeping and rapid availability. 14.Requisition and Issue Voucher (RIV)

This contains, among other things, the quantity description, kind of materials needed, the purpose, the signature of the requisitioning officer and the authorized approving official concerned.

15. Memorandum Receipt (MR)

This is prepared to cover the transfer of semi-expendable, non-expendable supplies or property from the head of the department or office for the re-issue to the end-user.

16. Physical Inventory of Property

It is an indispensable procedure for checking the integrity of property and custodianship.

17. Disposal

It is traditionally refers to the sale or destruction of assets and property, which are unserviceable and are no longer needed in its operation.

18. General Form 17-A

This form is used in the disposal and condemnation of unserviceable equipment, building and other physical structures including supplies in stock accounts.

19. General Form 64-A (Report of Waste Materials)

This form covers damaged equipment spare parts. It is used for the disposal of waste materials which result from the consumption or utilization of expendable materials, and covers damaged equipment parts, empty containers and remnants salvaged from destroyed or damaged fixed assets.

20. Barter

It is a modified form of “transfer of property” wherein an agency transfers property to another government agency in exchange for another piece of property.

21. Public Bidding

It may be done through the sealed public bidding or when circumstances warrant by viva voce.

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22. Negotiated sale

It is resorted as a consequence of failed public bidding.

23. Notes on Condemnation and Demolition of School Buildings A school building which has become unsuitable, dilapidated and whose repair will cost 50% or more than the cost of the new building to replace it, should be recommended for condemnation or demolition.

Provisions:

 The school head reports the unserviceable building to be condemned by accomplishing General Form No. 17-(A) in seven (7) copies and submitting it to the SDS.

 The SDS sends a team to check and verify the condition of the building. The team shall be composed of the representatives of the Superintendent, City or Municipal Engineer and the COA as witness.

 After checking and verification, the team submits to the SDS its findings and recommendation/s.

 Authority to demolish shall be served by the school official concerned to the office of the City/Municipal engineer before undertaking the demolition.

 The demolition work shall be witness by the team who shall submit a report thereon.

 Usable materials from the demolished buildings shall be sold through public auction if it is not requested by the school for retention to be used specifically for the improvement of existing school structure like fences, nurseries, covered walk and the like.

24. Notes on Disposal Committee

Executive Order No. 3309 dated March 8, 1996 reconstituted the Committee on Disposal

as provided under E.O. No. 888.

 Chairman – A senior official with functions not lower than the level of an assistant Secretary for a Department and Director for a bureau/agency or Department manager for GOCC.

 Member – Head of the Department’s administrative services or head of the agency’s Administrative Division.

 Member – Head of the Property Unit (M.O. No. 20, s. 1983)

25. Notes on Disciplining Authority

 Authority to exercise ultimate power to investigate the offending officer and employee and impose the corresponding penalty for the offense committed is vested only on one officer in an office referred to in the Civil Service Decree of the Philippines as the “discipline

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authority” and the power vested in him/her is known as “disciplinary jurisdiction”. It has the final authority to pass upon the removal, separation, and suspension of said officers and employees.

 The appointing authority has been given the concurrent disciplinary jurisdiction over his/her subordinate officers and employees. (R.A. No 6040 in August, 1969, amending R.A. No. 2260, otherwise known as the Civil Service Law).

On October 6, 1975, R.A. No. 6040 was further amended by the Presidential Decree No. 807, otherwise known as the Civil Service Decree of the Philippines.

Republic Act No. 6040, Section 37 provides that, “an investigation may be entrusted to the Regional Directors or similar officials who shall make necessary report and recommendations to the head of office or department”.

The power to discipline is an inherent right and duty in every organization for without it, the very aims and purpose for which it was organized cannot be truly achieved. And in the exercise of this power, the administrators find themselves bound by restrictive legislation.

26.Notes on Kinds of Discipline

   Positive discipline

- It is viewed from the standpoint of the individual proceeds from within and to a large extent is habitual reaction to established values, customs, traditions, and regulations.

- It tends to promote emotional satisfaction, or in other words, satisfies, “drives”.

   Negative discipline

- It involves force or some outward influence in its extreme form, proceeds on the theory that compliance is secured by the use of punishment or by fear of penalties

- It is referred also as “disciplinary action”.

- It is referred to as the administrative steps taken to correct employee’s misbehaviors related to job performance.

27. Notes on the Usual Forms of Punishments

   Warning or reprimand

It is the least severe penalty and in the majority of instance a reprimand may proved sufficient.

   Reassignment

A second mild form of punishment wherein frequently resorted to in the case of field workers and others who can be moved without disrupting the service concerned.

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A penalty which results from the performance rating of the employee maybe severe since it may seriously retard his progress toward a better position. In most cases, any breach of duty is recorded of the employee and taken into consideration at the time of possible promotion.

   Suspension

This is without pay and is considered severe since the employee does not report to work for a time and does not receive the usual pay.

   Demotion

It is with a reduction of pay and the employee who suffers from it is subjected to a continuing penalty since his monthly earnings are permanently less than before action was taken. In addition, the stigma is greater than the new duties to which he is assigned may be less agreeable. It is used with caution, as it invariably results in breaking the spirit and lowering the morale of the employee.

   Dismissal

It is the most extreme penalty. It results not only in loss of income and status but also in the loss of other privileges. 28. Presidential Decree No. 807, Article 9,

Section 36(a)

It provides that, “no officer or employee in the Civil Service shall be suspended or

dismissed except for cause as provided by law and after due process”.

29. Notes on the DECS Rules and Procedure

 DECS Rules and Procedure shall address the urgent need to rationalize and systematize the conduct of the proceedings to expedite the resolution of complaints and grievances involving officials and employees of the DECS.

 DECS Rules and Procedure shall liberally be construed in order to affect an expeditious and just settlement disputes.

 Administrative investigation shall be conducted without necessarily adhering to the technical rules of procedure applicable to judicial proceedings.

30. Grievance

Shall refer to expressed dissatisfactions that arise from the working conditions,

relationships or status among co-workers that are believed to be wrong, unfair, ignored, or dropped without due consideration.

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Shall refer to the a workable procedure for determining or providing the best way to

remedy the specific cause or causes of the grievance. NOTES:

 When the dissatisfaction calls for disciplinary action, it shall not be considered as

grievance. It shall be brought as an administrative disciplinary case in accordance

with DECS Manual 2000 Section 3.

The Grievance Committee shall render its decision within five (5) days from receipt of the grievance in writing. The decision shall be in writing and shall contain all relevant facts and circumstances as well as the law or rule that was applied.

32. Notes on Proper Subjects/Objects of Grievances

 Unsatisfactory working conditions

 Improper, tedious or laborious work assignments

 Faulty tools or equipment

 Unsatisfactory personnel and/or work processes

 Improper placement and selection of personnel

 Improper appreciation of the factors relative to lay-offs, promotions, salary increases and transfers.

 Arbitrary exercise of discretion

 Interpersonal relationships

 Policies, practices and procedures which affect employees

 Any and all matters giving rise to employee dissatisfaction 33. Notes on Administrative Disciplinary Cases

Administrative disciplinary case is one wherein an official or employee of the government is prosecuted from an act or omission punishable as a non-penal offense as provided for in the Civil Service Law, Administrative Code, and other laws pertaining to public officers and civil service employee. Non-penal offenses are also known as administrative offenses.

 Administrative case may be commenced either by the Disciplining Authority of the DECS with a motu propio complaint or by any other person with an ordinary complaint filed with the Disciplining Authority.

   The Disciplining Authority in the DECS shall be the

Secretary. Regional Directors shall also act as the Disciplining Authority in their respective regions. The President is the Disciplining Authority for presidential appointees. The Secretary is duly authorized to discipline

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presidential appointees subject to the President’s confirmation.

34. Notes on Ordinary Complaint

 An ordinary complaint shall be in writing, under oath and shall be written in a clear, simple, concise language and in systematic manner as to apprise the civil servant concerned of the nature and cause of the accusation against him or her and to enable him or her to prepare his or her defense and answer.

   An ordinary complaint shall have the following contents;

- The full name/s and address/es of the complainant/s.

- The full name/s and address/es of the respondent/s, as well as his/her position/s and office of employment.

- A narration of the relevant and material facts which shows the acts or omissions allegedly committed by the civil servant. - A statement that no other administrative action or complaint

against the same party involving the same acts or omissions and issues has been filed before another agency or administrative tribunal.

35. Prima facie

It exists when there is a sufficient ground to engender a well-founded belief that an administrative offense has been committed and that the respondent is probably guilty thereof and should be made subject of a formal charge.

NOTE: If the complaint is dismissed due to lack of prima facie case, the complainant may file a petition for review with the Secretary within fifteen (15) days from the receipt of the order of dismissal. The resolution of the Secretary on the petition shall be final.

36. Preliminary Investigation

It is an inquiry or proceeding whereby the complainant and the respondent are given the opportunity to submit their affidavits and counter-affidavits, as well as of their witnesses. Failure of the respondent to submit his or her counter-affidavit shall be construed as a waiver thereof.

37. Republic Act No. 4670

It is otherwise known as the, “Magna Carta for Public School Teachers”.

38. Order of Preventive Suspension

It is issued by the Disciplining Authority not earlier than the issuance of the formal charge. The Order shall take effect upon the receipt of the respondent thereof.

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It means the adjudication by the Disciplining Authority that the respondent is guilty or not guilty of the administrative offense charged, and the imposition of the penalty provided for by law on him or her.

NOTE: The Disciplining Authority shall render the decision within thirty (30) days from

the submission of the report of the formal investigation.

The decision shall be in writing, personally and directly prepared by the

Disciplining Authority and signed by him or her, and shall contain clearly and

distinctly a statement of the facts proved or admitted by the respondent and the

legal basis upon which the decision is based.

40. Note on Decision of the Regional Director

The decision of the Regional Director shall be final when the penalty imposed is any of the following;

 Reprimand

 Suspension without pay for more than five (5) days.

 Fine equivalent to not more than five (5) days’ salary.

NOTE: When the penalty imposed is suspension for a period of more than five (5) days but not more than six (6) months or fine equivalent to the salary for a period more than five (5) days, the decision shall be appealable to the Secretary.

The decision of the Regional Director shall not be final unless confirmed by the Secretary when the penalty imposed is any of the following;

 Suspension without pay for more than six (6) months.  Demotion  Forced resignation  Dismissal

The decision of the Secretary shall be final and unappealable when the penalty imposed is any of the following;

 Suspension for not more than thirty (30) days.

 Fine in an amount not exceeding the salary for thirty (30) days.

41. Notes on Motion for Reconsideration

The filing of a motion for reconsideration shall suspend the reglementary period for an

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Administrative Appeal. In case that the said motion is denied, the respondent shall have

the remainder of the period for an Administrative Appeal, reckoned from the receipt of

the Resolution of Denial.

NOTE: The motion for reconsideration shall be based only on any of the following;

   New evidence has been discovered which materially affects the decision rendered.

   The decision is not supported by the evidence on record.

   Errors of law or irregularities have been committed prejudicial to the interest of the movant.

42. Notes on Administrative Appeal

 Only the respondent has the personality to appeal a decision.

 An appeal made by any other person shall be dismissed.

 Decisions rendered by the Regional Director shall be appealed to the Secretary.

 Decisions rendered by the Secretary shall be appealed to the Civil Service Commission

43. Notes on Judicial Review

 A final judgment or order by the Civil Service Commission may be appealed to the Court of Appeals by a verified petition for review fifteen (15) days from notice of the said final order or judgment. The proceedings shall be governed by the Rules of Court.

 The decision of the Civil Service Commission shall continue to be executor unless a temporary restraining order or a writ of injunction is issued by the Court of Appeals.

 A final judgment or order by the Court of Appeals may be elevated to the Supreme Court through a petition of certiorari in accordance with the Rules of Court.

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CHAPTER VII: Human Resource Management and

Development Policies

Terms, Notations and Important Concepts

1. Notes on the Coverage of the Civil Service

 There are two general categories of service in the government as provided for in Section 6, Chapter 2, Book V, Executive Order 292. These are the career service and non-career service.

Career Service – it is based on merit and fitness determined as far as the practical competitive examinations, as based on highly technical qualifications.

Positions in the career service are grouped into First Level Positions, Second Level Positions and Third Level Positions.   First Level Positions – it includes clerical, trades, crafts, and

custodial positions, entrance to which requires less than four (4) years of college work. The nature of work is sub-professional or non-supervisory.

Second Level Positions – it includes professional, technical, and scientific positions which involve professional, technical and scientific work in non-supervisory or supervisory capacity and requires at least four (4) years of college work.

Third Level Positions - it covers those in the career Executive Service which include ; undersecretary, assistant secretary, bureau director, assistant regional director, chief of department service, schools division superintendent, assistant schools division superintendent and other officials of equivalent rank.

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Non-career Service – it includes the department secretaries and their personal and confidential staffs, contractual personnel, emergency and seasonal personnel.

2. Notes on Recruitment and Selection

Recruitment - it is the process of searching for, and identifying job candidates in sufficient quantity and quality to meet current and future organization needs.

If covered by Republic Act 7041, the vacant position shall be posted in three (3) conspicuous places in the offices for a period of ten (10) days. Vacant positions shall not be filled-up ten (10) working days have lapsed from the time of publication.

In case of chain promotion, anticipated vacancies may be published simultaneously with the existing vacant position(s).

 In case of renewal of appointments, publications may be done prior to its expiration.

When the position is in the first level of the career services becomes vacant, selection is department-wide.

 When the positions in the career service become vacant, employees, whether incumbents of next-in-rank positions or not, who meet the minimum position requirement may apply and be considered for promotion/appointment. Qualified next –in-rank employees in the office where the vacancy exists are automatically included in the ranking.

When the position is in the second level of the career service becomes vacant, selection is government-wide. 3. Notes on the Comparative Degree of Competence used

Performance – this is based on the last performance rating. To qualify for promotion, performance ratings should at least be Very satisfactory.

Outstanding Accomplishment – includes accomplishments worthy of special commendations.

Relevant Experience and Specialized Trainings – this consists of the performance of duties/functions relevant to the next higher position over a period expressed in years with every year given a point but not to exceed five (5) points equivalent to five (5) years.

Education and Training – education refers to the educational background, trainings refers to the completion/attendance of trainings/programs/seminars/conferences. Such education and training should be relevant to the duties of the position to be filled.

Physical Characteristics and Personality Traits – these refer to the physical fitness, attitudes and personality traits of the

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applicant/candidate which have a bearing on the position to be filled.

Potential – this takes into the account the applicant’s/candidate’s capacity to perform the duties and assume the responsibility of the higher and more responsible positions.

4. Notes on Instruments/Tools Used

Merit Promotion Plan – it was issued through DECS Order No. 8, s. 1993 which provides guidelines, policies and procedures for recruitment, selection and appointment.

System of ranking Positions – it was issued through DECS Order No. 54, s. 1993 which includes alignment of positions into their hierarchical order in function and grade allocation and sets of criteria and procedures in ranking of applicants/candidates.

  Qualifications Standards Manual – it contains the minimum

requirements set for each position expressed in terms of education, training and experience, and civil service eligibility. CSC QSM of 1997 for common positions is used and DECS QSM of 1995 is used for unique DECS positions.

Performance Appraisal System (DECS Order No. 101, s. 1990)

5. Notes on Documents Required of the Applicant/Candidate for Ranking

Personal Data Sheet (Civil Service Form 212)

Certified true copies of the following; Transcript of Records CSC Report of Ratings

Certificate of completion of attendance in conference/training program/seminar/workshop

Certificate of scholarship enjoyed/awards received

Complete service records Latest performance rating

Forms used in evaluation/ranking

Evaluation Form Nos. II and III (DECS Order No. 54, s. 1993)

6. Notes on Common Requirements for Regular Appointments

Form – The appointment in triplicate copies shall be in the prescribed CS Form 33(Revised 1998) for the regular employees or the Plantilla Form 001 for casual employees. Original copies shall not be filled out using photocopied forms.

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Signature of the appointing authority- The original copy of the appointment must be signed and at least the succeeding two (2) copies initialed by the appointing authority.

Position title – The position title shall conform to the approved Position allocation List. The salary grade shall be indicated after the position title.

Employment status – The employment status shall be indicated on the space provided thereof.

Date of signing – It is the date of the issuance of the appointment, shall be indicated below the signature or the initial of the appointing authority.

Personal Data Sheet (Civil Service Form 212 (Revised 1998) 7. Notes on Employment Status in General

Permanent Appointment – It is issued to a person who meets all the minimum qualification requirements of the position to which he is being appointed including the appropriate eligibility.

Temporary Appointment – It is issued to a person who, except for the appropriate eligibility, meets all other requirements the education, experience, and training requirements for the position to which he is being appointed.

Substitute Appointment – It is issued when the regular incumbent of a position is temporarily unable to perform the duties of his position, as when he is on approved leave of absence/suspension/scholarship grants/secondment. It is issued only if the leave of absence of the incumbent is at least three (3) months, except in the case of the teachers.

Coterminous Appointment – It is issued to a person whose entrance and continuity in the service is based on the trust and confidence of the appointing authority or head of unit or co-existential with the incumbent; or limited by the duration of the projects; or co-existent with the period for which an agency or office was created.

Contractual Appointment – It is issued to a person who shall undertake a specific work or a job for a limited period not to exceed one (1) year. The inclusive period shall be indicated on the appointment for purposes of crediting services.

Casual Appointment- It is issued only for essential and necessary services where there are not enough regular staffs to meet the demands of the service.

8. Notes on the Employment Status of Teachers

Regular Permanent – It is issued to a teacher who meets all the requirements of the position.

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Provisional – It is issued to a teacher who meets all the requirements of the position except of the eligibility.

Substitute – It is issued to a teacher when the regular incumbent is temporarily unable to perform the duties of the position.

9. Notes on Nature of Appointment

Original – It refers to the initial entry into the career and non-career service. However, for those in the non-career service, the first six (6) months of service following an original appointment shall be probationary in nature and the appointee shall undergo a thorough character investigation. A probationer may be dropped from the service for unsatisfactory conduct or want of capacity anytime before the expiration of the probationary period. Such action is appealable to the Civil Service Commission.

Promotion – It is the advancement of the employee from one position to another with an increase in duties and responsibilities and usually accompanied by an increase in salary.

Transfer – It is the movement of employee from one position to another which is of equivalent rank, level or salary without the break in service.

- The transfer may be from one department or agency to another or from one organizational unit to another in the same department or agency. Any movement from non-career to the career service shall not be considered a transfer.

- An employee who seeks to transfer to another office shall first secure permission from the head of the department or agency where he is employed stating the effective date of his transfer. If the request of transfer is not granted by the head of office where is employed, it shall be deemed approve after thirty (30) days from the date of notice to the agency head.

- If the employee fails to transfer on the specified date, he shall be considered resigned and his reemployment shall be at the discretion of the head of office. A transfer is effective on the day following the last day of service of the employee in his former office.

Reemployment – It is reappointment of a person who has been previously appointed to a position in the career or non-career service and was separated therefrom as a result of reduction in force, reorganization, retirement, voluntary resignation, non-disciplinary actions such as dropping from the rolls and other modes of separation. Reemployment presupposes the gap in the service. No prior authority shall be required for the reemployment of a person who has been previously retired and who has not reached the compulsory retirement age of 65.

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References

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