Department of Education REGION XI SCHOOLS DIVISION OF DAVAO CITY Office of the Schools Division Superintendent MAR 28 202 DIVISION MEMORANDUM NO.2.00 488 s, 2024 BASIC EDUCATION INFORMATION SYSTEM (BEIS) SCHOOL YEAR 2023-2024 DATA COLLECTION To: Assistant School Division Superintendents Chief Education Program Supervisors Education Program Supervisors Public Schools District Supervisors /Cluster Heads/ Principal-In-charge Elementary and Secondary School Heads (Public and Private) Medical Oificer Division and District Nurses Senior Education Program Specialists Planning Officer Administrative Officer (Personnel) Information Technology officer Division Accountant Division Sports Coordinator SPG Coordinator Youth Formation Coordinator All Concerned Validators 1. Pursuant to Unnumbered DepEd Memorandum dated March 8, 2024, signed by Undersecretary Nolasco A. Mempin, titled Basic Education Information System (BEIS) School Year 2023-2024 Data Collection, all Public and Private School Heads are hereby instructed to update the school profile and other data elements through the accomplished data gathering forms. 2. Attached are copies of the BEIS Data Gathering Forms for School Year 2023- 2024. These forms capture the REVISIONS and ADDITIONAL DATA ELEMENTS/ INFORMATION REQUIREMENTS proposed by the program owners and implementers, as schown below: Government Elementary School Profile Government Junior High School Profile Government Senior High School Profile Private School Profile State/ Local Unive! spose ties and College Profile jnot appicabe for SD0 Davao City) 3. A guide in reporting select data/ information requirements in BEIS SY 2023- 2024, as stated in the DepEd Memorandum, is attached for reference. 4. School Heads shall ensure the accuracy and correctness of the data reported in both physical and online reporting systems. Public Schools ‘Address: Elpidio Quirino Avenue, Davao City ‘Telephone No: (082)224-3274, (082)222-1672, (082)227-4726 Ema: davao.city@deped gov.ph Website: ttpsi//davaocitydened.oh MATATAG meeeRepublic of the BDbilippines: Department of Education REGION XI SCHOOLS DIVISION OF DAVAO CITY District Supervisors are directed to closely monitor the school encoding and provide necessary technical assistance. 5. Division Timeline of Activities: Activit oo Timeline yn_ Orientation First Week of April 202 Data Encoding [si April 1. 2024 Data Validation __| Starting April 22, 2024 to May 2024 Closing of the System [May 31, 2024 6. The list of BEIS Validators, the schedule of Joint Validatiop_and Division Orientation for Schools and data validators shall be reased through a separate memorandum. 7. For information, guidance, and strict compliance. DepEd-Davao City Division vuawys/t IFLA Ss Ee MAR 26 2024 S ' | N Adres: Edi Girino Avenue, Davao Cty DepED Telephone No (082)228-3278, (082)222-1672,(082}227.4726 mall: davaocty@deped gov.ph Webxiterhtps//davaoctydeped.oh MATATAG 7® Republic of the Philippines: Department of Education REGION XI ‘SCHOOLS DIVISION OF DAVAO CITY IMPORTANT REMINDERS IN ACCOMPLISHING BEIS DATA GATHERING FORMS 1. Only the School Head user account will be able to download the School Profile template 2. Download the appropriate template for the curricular offering 3. Upload the appropriate template for the curricular offering 4. Upload the filled-up form to the School Profile Facility. School Heads shall ensure that the excel file of the data gathering forms are uploaded in the BEIS. before the scheduled validation. 5. Only template/s downloaded from the BEIS website can be uploaded. 6. User can change the file name of the template. 7. Fill-out the data cells manually. Do not use shortcuts like copy and paste. cut and paste, and most especially, drag and drop. ‘Address: Elpidio Quirino Avenue, Davao City DeED Telephone No: (082}224-3274,(082)222-1672,(082)227-4726 E-mail: davao.city@deped.gov.ph Website: https//davaocitydeped ph MATATAG ==6® a Republic ofthe Dhilippines Department of Education OFFICE OF THE UNDERSECRETARY FOR ADMINISTRATION OUA-OUT- MEMORANDUM TO: MINISTER, BASIC, HIGHER AND TECHNICAL EDUCATION, BARMM. REGIONAL DIRECTORS SCHOOLS DIVISION SUPERINTENDENTS, REGIONAL PLANNING OFFICERS DIVISION PLANNING OFFICERS PUBLIC AND PRIVATE ELEMENTARY AND SECONDARY ‘SCHOOL HEADS CONCERNED FROM: A: MEMPIN Offjéer-in-Charge, Planning Service SUBJECT: BASIC EDUCATION INFORMATION SYSTEM (BEIS) SCHOOL YEAR 2023-2024 DATA COLLECTION DATE: 08 March 2024 Pursuant to DepEd Order (DO) No. 27, s. 2019 titled Guidelines on the Yearly Collection of Data/Information Requirements and Validation Processes, the Department provides the basis for the annual data collection in the Basic Education Information System. It instructs all public and private schools, including State/Local Universities and Colleges offering basic education in the country to update the school profile and otheriata elements through the accomplished data gathering forms. With this, the Department remains committed to ensuring the collection and generation of quality education data. This data will aid in allocating crucial resources, budgeting, policymaking, monitoring and evaluation, and improving the delivery of quality basic education in the country. This also recognizes and reiterates the vital role of all personnel across all levels of governance in reporting correct data in the system, as well as in producing accurate statistics that will support the successfull implementation of priority programs under the MATATAG Agenda. ‘Room 508, 5 Floor Mabini Building, DepEd Complex, Meralco Avenue, Pasig City 1600 DeheD My ices eit ak aa aia MATATAG Howes rntopnes ‘@xeoeiohappres Mf @Dests. PD. wnseoedgovghSe Republic ofthe Ditippines Department of Education OFFICE OF THE UNDERSECRETARY FOR ADMINISTRATION To: MINISTER, BASIC, HIGHER AND TECHNICAL EDUCATION, BARMM REGIONAL DIRECTORS SCHOOLS DIVISION SUPERINTENDENTS REGIONAL PLANNING OFFICERS DIVISION PLANNING OFFICERS PUBLIC AND PRIVATE ELEMENTARY AND SECONDARY SCHOOL HEADS ALL OTHERS CONCERNED FROM: SUBJECT: IC EDUCATION INFORMATION SYSTEM (BEIS) HOOL YEAR 2023-2024 DATA COLLECTION DATE: 08 March 2024 Pursuant to DepEd Order (DO) No. 27, s. 2019 titled Guidelines on the Yearly Collection of Data/Information Requirements and Validation Processes, the Department provides the basis for the annual data collection in the Basic Education Information System. It instructs all public and private schools, including State/Local Universities and Colleges offering basic education in the country to update the school profile and other data elements through the accomplished data gathering forms. With this, the Department remains committed to ensuring the collection and generation of quality education data. This data will aid in allocating crucial resources, budgeting, policymaking, monitoring and evaluation, and improving the delivery of quality basic education in the country. This also recognizes and reiterates the vital role of all personnel across all levels of governance in reporting correct data in the system, as well as in producing accurate statistics that will support the successfull implementation of priority programs under the MATATAG Agenda. a ‘oom 508, 5% Foor Mabini Building, DepEd Complex, Meralco Avenue, Pasi City 1600 vets NOY gy on we No 62185381780; Emal: usectradinstration@@deced sew oh Qdepedpnipnines — YF Oente.PH GD wewardepedgvghFor information and guidance, attached in this Memorandum are copies of the BEIS Data Gathering Forms for School Year 2023-2024. These forms capture the revisions — and additional data elements/information requirements proposed by the program owners and implementers, as shown below: 1. Government Elementary School Profile 2. Government Junior High School Profile 3. Government Senior High School Profile 4. Private School Profile 5. State/Local Universities and College Profile Public integrated schools, private schools, and State/Local Universities shall provide information only applicable to them in the abovementioned BEIS data gathering forms. A. Guide in reporting select data/information requirements in BEIS SY 2023- 2024 All School Heads shall be guided accordingly by the following instructions/reminders in the proper reporting of data: 1, Integrated schools (elementary and secondary levels) that share the same facilities such as water supply, electrical supply, internet connectivity, and wash facilities shall report the same data at all levels. 2. If the integrated school has only one electric/water /internet billing for both elementary and secondary levels, the average cost of monthly bills/ maintenance shall be the same for both levels. 3. The number of computers for integrated schools shall be counted based on _ the recipient level. For example, computers allocated in elementary schools must only be counted in elementary, even if the same computers are used by both elementary and secondary learners. 4. Shift refers to time schedules corresponding to different sets of classes with different sets of learners (e.g., morning and afternoon shifts). Night classes are not considered a shifting schedule. @ The implementation of shifting means that there is an existing shortage of the number of classrooms and/or teachers that necessitates conducting classes of different grade levels like in the morning or afternoon. Mlustration A: Due to limited number of rooms in School A, its school head decided that Grades 7 and 9 will conduct their classes in the morning (06:00 a.m. to 12:00 nn) while classes for Grades 8 and 10 will start in the afternoon (01:00 p.m. ‘Room $08, 5 Floor Mab! Bulding, DepEd Complex, Meralco Avenue, Pasig City 1600 Teleghone Nn 921 8381780 Emole eeceradenitaiontdeotd cv ch Hy vecsmniennes "RY eseeniine SF ene mmdeetanto 07:00 p.m.). In this scenario, the school is implementing shifting, particularly two shifts. Illustration B: With a very large enrollment and limited number of classrooms, School B implemented the following class schedules: Grades 1-2 (06:00 a.m to 10:00 a.m); Grades 3-4 (10:00 a.m. to 02:00 p.m,); and Grades 5-6 (02:00 p.m. to 06:00 p.m.). Given the circumstances, School B is implementing three shifts. S. For suicide and attempted suicide, only cases with proper documentation can be reported. Cases related to suicide can only be defined ‘and confirmed through a process of collaboration, investigation, and validation with relevant professionals including authorities, medical officers, and/or guidance counselors or mental health coordinators or social worker involved in the case of the learners. Please refer to Annex A, Section III of OUOPS No. 2023-06-7518 for interim guidelines on validation of data regarding suicide incident reporting. 6. The standards for group handwashing facilities entail that such facilities can ‘accommodate at least of ten (10) learners for Elementary and at least four (4) _ learners for JHS/SHS. Existing handwashing facilities designed for group handwashing that do not meet these standards or fall below them shall be reported under the category of "Facilities for individual handwas! 7. In private schools and state/local universities and colleges offering elementary, junior high school, senior high school, or any of both levels, if the computers, toilets, laboratories, classrooms, and other facilities are commonly used or shared by different grade levels or level of education, the following shall be counted to both levels elementary, and junior i junior choot'and senior high school). B. Data Validation ‘The Department would like to reiterate that the program focal person in the division shall jointly validate with the Division Planning Officer their program data. The program focal person shall sign the forms to ascertain that the data reported are correct and validated. Data Elements Division Focal Person Carriculum-related data on EPS-in-Charge of Special Programs learners (IP, Muslim ED, SPED) _| (ALS, SPED, Sports, Madrasah, 4 IPED, Multi-Grade) DRRM and other related activities | DRRM Coordinator 7 DehED ‘Room 508, ® Foor Mabini Building, DepEd Complex, Meralco Avenue, Pasig City 1600 TelTeaching and Non-Teaching HR Personnel Personnel Data He ‘Computer, Internet, and other ICT | information Technology Officer 7 MOOE ‘Finance Personnel = Instructional/Non-Instructional __ | Education Facilities Personnel/ Legal Rooms including electricity, water | Officer and other sanitation facilities, fe School Location, Travel details i ‘School Health Nutrition including | Health and Nutrition Personnel solid waste management, tobacco v control ‘School Sports Sports Coordinator 7 School Government Program SPG Coordinator ‘School Government Program ‘Youth Formation Coordinator (Youth Formation, SPG, SSG) At the division level, online validation shall be done by the Division Planning Officers while the Division Focal Persons should be responsible for paper or table validation of the forms. In case there are errors in the accomplished forms submitted by the schools, they should be informed of the findings and requested to rectify such errors. Likewise, 100% table validation of submitted templates by the program coordinators shall be done. Large and very large divisions may adopt applicable strategies to facilitate the validation process. School Heads are also reminded that they shall be responsible for validating the accuracy and correctness of the data reported by their school. C. TIMELINES [ Activities Schedule Start of BEIS SY 2023-2024 Encoding March 25, 2024 End of BEIS SY 2023-2024 Encoding May 31, 2024 Data Validation z May 1-31, 2024 For any clarifications, please do not hesitate to contact the Planning Service- Education Management Information System Division through their email address ps.emisd@deped.gov.p! ‘Room S08, $* Floor Mabini Builing, DepEd Complex, Meralco Avenue, Pasig City 1600 “Telephone Wo: f071 8638-1780; Email: usetoradminstration@deoed.sov.oh Weeoeéshitinines SJ @Deatd_PH GD wndenedgoveh EB oeetarooiesA 1 Republic of the Philippines Department of Education | OPERATIONS ts OUOPS No. 2023-00 51% enemaron MEMORANDUM RUE ioe \ ws To REGIONAL DIRECTORS AND BARMM EDUCATION MINISTER ‘SCHOOLS DIVISION SUPERINTENDENTS FROM Atty. ;EE A. ESCOBEDO SUBJECT féquest FOR VALIDATED HEALTH-RELATED DATA DURING 8.Y 2022-2023 iSyAnt Secretary DATE st 16, 2023 The Office of the Assistant Secretary for Operations, through the School Health Division, seeks 10 update necessary health-related data that quantify the reach and support the expansion of DepEd's health programs. Hence, the undersigned requests the Schoo! licalth Field Coordinators to consolidate validated data that are readily available from the schools division offices by August 24, 2023 (Thursday). The School Health Field Coordinators can access the data collection tool through 222). The guidelines on data collection and validation are also attached as a reference for the field coordinators, For questions, concerns, or more information, please contact Ms. Phanay Ramos, Health Education and Promotion Officer Ul, or Ma, Carmella Mergenio, Technical Assistant 1, of the Bureau of Learner Support Services School Health Division through biss.shdadeped.gov.ph (ce: arhadeped.gov.ph | schoolmentaihealthadeped. gov.phy For your appropriate and immediate action. Thank you ‘Ground Floor, Rival Buikhing, Deplid Complex, Meralco Avenue Pasig Ci 1000 Email: ounsudeped.gov.ph: Website: ww deped. gov ph Tel. Nov: (02) HOS-9313; (02) HO8 18492Annex A Guidelines on Data Collection and Validation of Specific Health-Related Data for 8.¥. 2022-2023 ‘The Office of the Assistant Secretary for Operations (OASOPS) is pushing forward for strengthened support to the Learner Support Programs, Projects, and Activities (PPAs} by securing sufficient budget allocation consequently improving the existing health programs of DepEd for the learners. In preparation for the upcoming budget hearing, the Office of the Assistant Secretary for Operations (OASOPS) through the Bureau of Learner Support Services School Health Division (BLSS-SHD) shall be collecting specific data on medical, dental ‘and nursing services (MDNS); adolescent reproductive health (ARH); and mental health (MH). Accordingly, the Schools Division Office (SDO) Coordinators shall only consolidate validated data that are readily available for S.Y. 2022-2023. Note that there is no need to contact and follow up with the schools to collect additional data. The data to be reported through the form provided here should be previously gathered from or submitted by schools and was organized, managed, and consolidated by the Schools Division Offices. 1. Use of the Data Collection Tool The data collection tool can be accessed at jus //insticl can ‘The tool aims to expedite the data collection process from field offices and to ensure that only validated data are collected. Considering the requested health-related data, the tool shall have four sections: a) SDO Information; b) MDNS Information; c) ARH Data and Information, and d) Suicide-Related Information. A. SDO Information ‘This section shall gather data on the encoders, their positions, their SDOs, and their regions. This section shall help the BLSS-SHD to locate the origin of the data and identify the encoder for questions, concerns, or clarifications. B. MDNS Information This section shall gather information on the regional and SDO coordinators for the national vision screening program and the deworming program, Previously consolidated data by the SDOs on the implementation of the Geworming program for SY 2022-2023 will also be solicited. When encoding, consider only the validated reports adherent to Section III (A) of these guidelines. C. ARH Date and Information ‘This section shall collect information on the following ‘a. provision of Weekly Iron Folic Acid to female learners during SY 2019-2020 and SY 2022-2023, b. functionality of teen centers, c. reported teenage pregnancy and impregnation cases, d. establishment of referral mechanisms, ¢. help-seeking behavior or learners on sex education or sexual health, {. reported abortion cases, and g. presence of school reintegration activities for learners who dropped out of school due to pregnancy or childbirth. Enumerate the existing school reintegration activities should there be any.When encoding, consider only the reported cases _with supporting documentation as enumerated in Section Ill (B) of these guidelines. 7 D. Suicide-Related Information This section shall collect the data on the following: ‘a. number of learners who were reported to have attempted suicide at least once during SY 2022-2023; and b. number of learners who were reported to have committed suicide during SY 2022-2023. Attempted suicide is defined as self-harm or self-directed injurious behavior with any intent to end one's life but did not die as a result of the behavior. Suicide is defined as death caused by self-directed injurious behavior with the intent to die as a result of the behavior. When encoding suicide-related data, consider only the reported cases with supporting documentation as enumerated in Section II! (C) of these guidelines. I. Data Collection ‘The SDO Coordinators shall fill out the form accurately and completely. There is no need to attach supporting documents that may be needed for data validation. Non-attachment of supporting documents ensures the confidentiality of the sensitive data and information involved in the cases and the anonymity or privacy of the learners. ‘The roles and responsibilities of key DepEd offices and personnel are as follows: a. Central Office (BLSS-SHD) i. Develop the data collection tool; Consolidate and analyze the gathered validated data; and iii. Prepare the report on health-related data, Regional Office (Regional School Health Coordinators) i, Assist the BLSS-SHD in disseminating the data collection tool to the schools division coordinators; ii Act as liaison between the BLSS-SHD and schools division offices; and iii. Fill out the data collection tool, specifically the designation of regional coordinators for certain school health programs. c. Schools Division Office (SDO School Health Coordinators) i. Collect the requested health-related data that are readily available at the schools division offices; ii. Validate the collected data; and iii, Fill out the data collection tool completely and accurately. I. Data Validation Data validation is imperative to ensure the accuracy of the collected data, especially considering the sensitive nature of health-related information. With thi Schools Division Office ARH and MH coordinators should ensure the following considerations of data validity: A. MDNS Information Data on MDNS should only be encoded if the reports are validated by the SDO Coordinator or Medical Officer, with recommending approval of the SchoolGovernance Operations Division (SGOD) Chief, and approved by the Schools Division Superintendent (SDS). B. ARH Data and Information Data on ARH shall only be encoded if the following standards for validity are met: . Provision of Weekly Iron Folic Acid (WIFA) to female learners should be validated by SDO ARH Coordinator or Medical Officer, with recommending approval of the SGOD Chief, and approved by the SDS. b. The functionality of teen centers should be validated by SDO ARH Coordinator or Medical Officer, with recommending approval of the SGOD Chief, and approved by the SDS. ¢. Reported teenage pregnancy and impregnation cases should be validated by SDO ARH Coordinator or Medical Officer, with recommending approval of the SGOD Chief, and approved by the SDS. 4. Established referral mechanisms should have referral pathways or process flow approved by the school head or the SDS; or have signed memorandum of agreement (MOA) or memorandum of understanding (MOU) with LGUs or other parmers. , The reported number of learners who sought advice on sex education or sexual health, and the reported abortion cases should be validated by the SDO ARH Coordinator or Medical Officer, with recommending approval of the SGOD Chief, and approved by the SDS. £ The presence of school reintegration activities for learners who dropped out of school due to pregnancy or childbirth should be validated by the SDO ARH Coordinator or Medical Officer, with recommending approval of the SGOD Chief, and approved by the SDS. C. Suicide-Related Information Data on attempted and committed suicide cases shall only be counted if there are supporting documents such as: a. Police reports b. Case notes prepared or conformed by registered guidance counselors or social workers, ¢. Psychological reports prepared by registered psychometricians or psychologists, and noted by psychologists, or . Incident reports prepared by school coordinators and reviewed by school heads