Professional Documents
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Administrative Manual
Administrative Manual
Administrative Manual
MANUAL
TABLE OF CONTENTS
I. Job Description and Accountability of School Plantilla:
A) School President/Vice President
B) School Directress/Administrator
C) School Principal/Assistant Principal
D) Accounting Staff/School Registrar
E) Classroom Teacher
F) Guidance Counsellor/Librarian
G) School Physician
H) School Dentist
I) School Helper
J) School Security Officer
II. School Staff Appointment Proceedures
III. Communications Policy
IV. Employee Relations
A. The Employee and His/Her Supervisor
B. Suggestion and Incentive Award Program
V. Values Formation
VI. School Staff Termination Proceedures-Classification of Offenses
and Corresponding Penalties, Etc
VII. Conforme and Effectivity
VIII. History of San Carlos Preparatory School
RESPONSIBILITIES OF SCHOOL PRESIDENT/
VICE-PRESIDENT
Head of the school
Attends training sessions provided by the School
Liaise regularly with the School Vice President who has the
lead role in executive and representation issues
Communicates regularly with the school administrator to
obtain information of current issues and to raise
awareness on the importance of effective staff and student
representation
Ensure that any problem or issue which cannot be resolved
promptly at the school level are brought to the school
board
Liaise, as appropriate with the chairman of the board of
trustees
Expected to attend the committee meetings
School board allows school president to attend committee
meetings and be informed of issues at the school level
Be informed of student’s current views or key issues which
will improve communications between the President and
staff
RESPONSIBILITIES OF SCHOOL
ADMINISTRATOR
Provides administrative help as well as clerical support to
make school run smoothly and operate efficiently
Observe/supervise all the teachers and task-staff in their
operations and in the evaluation of their performance
Assist the principal in directing planning and control of
curricular and co-curricular objectives, or other child
related development programs
Assist the principal in the actual implementation of the
school’s vision and mission
Assist the principal in directing and implementing any
directives issued by the Department of Education
Assist principal in the evaluation and approval of
recommended projects/programs by the PTA
Reviews and submits with the principal for approval of the
school board, recommendations and requisitions needed
by the teachers and staff
Prepares and submits together with the principal, to the
school board year-end status reports
Represents the school president/vice president in official
functions whenever she is out
Encourages coordination and cooperation among teachers
and among parents
Addresses emergencies, questions or other concerns
Encourages more enrollees
Acts as a building administrator
C. SPECIAL REQUIREMENTS
Computer Literate
Good Moral Character
Highly committed personnel with intellectual competence-
has adequate knowledge and flexibility in many areas
Energetic-dynamic hence students develop confidence and
willingness to work
Good Will. His/her motives and intentions are positive and
constructive instead of negative and destructive
Self-Awareness. His/her feelings and thoughts influence
the way he/she handles certain things in the counselling
relationship
LIBRARIAN
Person in charge of the library, trained and having earned
credentials in library science
Maintains and keeps inventory of all library books
Provides information through catalogs on books,
magazines, newspapers
Ensures that students and staff are effective users of ideas
and information
Provides instruction to foster competence and stimulate
interest in reading, viewing or using information and ideas
Designs learning strategies meeting the needs of individual
students. Utilizes an appropriate second place of learning
Assist teachers in selection and utilization of appropriate
resources, technologies and general literature
Recommends strategies for the investigation of all
resources into instruction
Develops and provides instructional opportunities with
information technologies for staff and students
Sets short and long term goals for the media
program/centre
Uses and maintains statistical reports
Assists in identifying resources that support the curriculum
Coordinates installation and maintenance of hardware and
software
SCHOOL PHYSICIAN
Advices the school administration in school health issues,
policies and practices and may also perform any other
health related function assigned by the board
Examines and diagnoses students referred by teachers and
other school employees to protect against the outbreak of
contagious diseases in the school
Examines students for participation in physical education
and athletic activities
Examines school employees and property if the physician
believes it is necessary to protect the health of students
SCHOOL DENTIST
Educates students on oral healthcare
Examines teeth and diagnoses students dental conditions
Assesses treatment options and agrees on treatment plans
with patients
Carries out agreed clinical treatment such as gum disease,
restoring teeth affected by decay, etc
Maintaining patient’s dental records
SCHOOL HELPER
Keep school premises clean by sweeping, mopping,
scrubbing and waxing floors
Dispose trash and wash windows, interior walls and
ceilings
Cleans and disinfect washrooms and fixtures
Clean air vents, chimneys, connecting pipes or sprays
insecticides and does fumigation
Sets up, arranges and removes decorations, tables and
chairs to prepare for school events such as meetings,
conferences, etc
Installs curtains in times of need
Maintains the cleanliness of the comfort rooms
Ensures classroom locks with fire exits are working and
are accessible.
SECURITY OFFICER
Provides security for school staff, students, building and
property, patrol the school building perimeters including
parting lots
Oversees and participates in security inspections of school
facilities
Develops and periodically monitors a reputable system
designed to detect security issues in school facilities
Makes recommendations, covers security issues once
identified
Participates in providing security for all occupants of
school buildings and grounds
Prevents unauthorized visitors from entering school
buildings and loitering on school campus
Informs guidance counsellor, parents, teachers, and school
administrators of students’ behavioral problems
Monitors illegal substance abuse. Prepares reports and
assists in special assignments as directed
Ensures gates are locked at the end of the day.
COMMUNICATION POLICY
The School maintains and encourages honest and open
communication with all its personnel, regarding all aspects of
the work environment.
This communication process can only be successful if the
employee makes suggestions and sustains a healthy dialogue
that shall promote his/her maximum growth and productivity.
Aside from convocations, conferences, public address system
announcements, school bulletins and newsgrams, the President
maintains constant and open dialogue with all employees.
Regular working hours are required for performance
duties or to further communications and are to be spent as
productively as possible-like brainstorming on ways to improve.
These working hours are from Mondays to Fridays 7:30-
11:30AM and 1:00-5:00PM, except on legal holidays and
weekends with lunch break from 11:30AM-1:00PM. A 15-
minute coffee and conversation break is allowed in the morning
and in the afternoon, to allow employees to take their
snacks/merienda while talking with their peers. Overtime in the
school premises is an indication of disorder, lack of discipline or
the need to be more productive. Our policy however is that it
be avoided, and its root cause shall be removed over a
reasonable period of time.
Loafing during regular school hours and overtime, reading
newspapers and magazines, doing cross-word puzzles and other
similar activities are discouraged.
Training seminars, courses, workshops are encouraged as
it will promote the employee’s career, communication
advancements and family welfare.
EMPLOYEE RELATIONS
Professional standards and human virtues/qualities are
main criterion for advancement within the school.
All development should translate into the advancement of
people in society. Society is made up of a subsidiary of
groupings, the foundation of which is the family. All trainings
therefore, is so that development makes possible efforts
directed towards the benefit of family. Endeavouring should
development take on a truly human, concrete dimension, it
must be brought home to respond meaningfully to the
everyday concerns of ordinary people.
Basic needs of families are to be met so as to strengthen
the backbone of our society. The requirements for subsistence
and respect should be adequately met. Proper health care and
education for all shall be made readily available and affordable
as an end to work. Time and opportunity for rest and
recreation, meditation and rejuvenation of the spirit, should be
provided. A comfortable house with the most necessary
modern furniture where a vibrant and pleasant home life can
be fostered shall be owned. Proper arrangements for savings
and security to take care of contingencies and old age have to
be set up and made available. Only when these basic needs are
met can families be liberated from their most immediate
concerns; only then can a material base be laid upon which to
build strong family ties that help make a unified and happy
society.
If family welfare, measured in the most concrete terms are
to be the ultimate yardstick of development, then concerns for
productivity fostered at the family level has to be the true
engine for economic growth. Discipline and hard work are
values that are best fostered within a family setting. Concern
for the little things that in the end make a lot of difference is
the base for innovation, for entrepreneurial spirits, and for
commitment to bring about effective results: and these are the
imperatives for the advancement of civilization. It is also in the
family where the virtues on adaptability to change, on
teamwork, on harmonious cooperation with others are learned
as a natural environment.
Less concrete, therefore are demands of productivity
which is the other side of welfare in civilization. All work from
whence the family earns the income to provide for its welfare
should lead to a product or service whose ability to sell above
competition is rooted in its responsiveness to the needs and
welfare of the family: whether in affordability, durability or
utility.
Welfare and productivity shall go together in the process
of development growth. Justice demands that the level of one
should be commensurate with that of the other. The challenge
of advancement is that the level of both increases quickly and
consistently for many generations.
The School is committed to maintain an employee
relations climate which promotes maximum personal
development and achievement. SCPS treats its personnel fairly
and provides excellent working conditions and facilities as well
as DOLE required salaries and benefits. SCPS likewise believes in
open and direct resolution of employee problems in an
atmosphere of mutual trust. It recognizes and allows personnel
participation in different organizations such as the APSCU.
To be recognized as an employee, a dress code of the
School or uniform shall be strictly observed. The ID is part of
the attire for all employees and officials. All employees are
required to be neat and tidy at all times.
Smoking and games involving games of chance or gambling
in any form, or vices penalized in this administrative manual are
not tolerated.
Attending to personal matters during school hours is to be
avoided. Should an occasion arise when it becomes an
emergency for the employee to leave the building premises,
he/she must obtain permission from his/her supervisor. If
permitted for good reasons, exact time of departure and return
shall be properly recorded. Except on emergency cases, an
employee is not encouraged to receive and entertain private
visitors during school hours.
Contractual employment shall be issued if the terms and
conditions of tenure are governed by an employment contract
signed by particular person and San Carlos Preparatory School.
Temporary appointment shall be issued if the position to
which one is being appointed is characterized by a non-critical
nature, which shall not exceed twelve months.
Permanent appointment shall be issued if one meets all
the requirements for the position to which one is being
appointed.
1.Dishonesty Dismissal
Acts constituting
dishonesty:
a. Embezzlement or
misappropriation of
School funds or
property;
b. Stealing of School
funds or property;
c. Fraudulent
monetary claims;
d. Submission of
fictitious or falsified
receipts to support
monetary claims;
e. Payroll padding;
f. False reporting for
pecuniary benefits;
g. Other analogous
acts
5. Conviction of a Dismissal
crime involving moral
turpitude
6. Falsification of Dismissal
official document
C. Light Offenses:
01. Discourtesy in the Reprimand Suspension 1-30 days Dismissal
course of official
duties
02. Improper or Reprimand Suspension 1-30 days Dismissal
unauthorized solici-
tation of
contributions from
subordinate
employees
EFFECTIVITY
This Administrative Manual shall take effect immediately
upon signing your conforme in the receipt of this handbook.
Copyright@2013