School Management and Daily Operations: Dr. Dinah F. Mindo Former Director Deped, Region Iii

A Review for the National Qualifying Examination for School Heads
SCHOOL MANAGEMENT AND

DAILY OPERATIONS
Dr. Dinah F. Mindo

Former Director
DepEd, Region III
SCHOOL MANAGEMENT AND DAILY OPERATIONS
Outline
A. Identifying and Performing the School Heads (SHs)

Responsibilities and Accountability in R.A. 9155
B. Managing Human, Fiscal And Physical Resources
To Support Learning
C. Managing Physical Resources/ Facilities To Support
Learning
D. Ensuring That Responsibilities Are Carried Out

Through
E. Utilizing Principles Of Systems Management,
Organizational Development, Problem Solving And
Decision Making
F. Applying Technology Management, Knowledge-
Based Management Total Quality Management
(TQM)
G. Implementing Rules In Fiscal Management And

Applying The Same In Budget Preparation And
Resources Management
H. Observing The Rules And Regulations In R.A.
9184
I. Managing School Operations
J. Using Technology In The Management Of
Operations
• Rule VI, section 6.1, of the Rules and Regulations

of R.A. 9155 (Implementing Rules and Regulations
“IRR”) states that:
“There shall be a school head (SH) for all public

elementary schools and public high schools or a
cluster thereof.”
A. Identifying and Performing the

School Heads (SHs) Roles,
Responsibilities and Accountability in
R.A. 9155
Consistent with the law, national educational policies,

plans, and standards, the SH shall have authority,
accountability and responsibility for the following:
a) Setting the mission, vision, goals and objectives of the

schools;
Per DepEd Order No. 44, s. 2015 on the Enhanced SIP,

in the preparation of the SIP, the SH has to organize
the School-Community Planning Team (SPT).
The SH has to invite at least 7 stakeholders to become

members of the SPT. It should be composed of the following:
-The SH as the team leader
-Student representative
-Teacher representative
-Parent representative
-Barangay/LGU representative
-Member of BDRRMC
-Member of School Child Protection Committee
Note: At least one of the members should be a member of SGC.
b) Creating an environment within the school that is conducive

to teaching and learning;
c) Implementing, monitoring and assessing the school

curriculum & being accountable for higher learning
outcomes;
d) Developing the school education program & school
improvement plan;
e) Offering educational programs, projects & services; which
provide equitable opportunities for all learners in the
community;
f) Introducing new and innovative modes of

instruction to achieve higher learning outcomes;
g) Administering and managing all personnel,
physical & fiscal resources of the school;
h) Recommending the staffing complement of the

school based on its needs;
i) Encouraging and enhancing staff development;

j) Establishing school and community networks

and encouraging the active participation of
teachers organizations, non- academic personnel
of public schools and PTCA’s;
k) Accepting donations, gifts, bequests & grants in

accordance with existing laws and policy of the
Department for the purpose of upgrading teachers’/
learning facilitators’ competencies, improving and
expanding school facilities and providing
instructional materials & equipment. Such donations
or grants must be reported the division
superintendent; and
l) Performing such other functions as may be

assigned by the Secretary, RDs and SDs where
they belong.
As Administrative manager, SHs:
• Set the school’s mission, vision, goals and targets.
• Develop the School Improvement Plan (SIP)

•Mobilize Community participation for the
improvement of education outcomes
As Instructional Leader, SHs:
• Create a school environment conducive to learning
• Be accountable for learning outcomes

B. Managing Human, Fiscal And

Physical Resources To Support
Learning
The efficiency and effectiveness of the services

that DepEd offers to the public largely depend on the
performance of its human resources. Hence, the
need for sound selection, good management and the
continuous development of its manpower.
1. Personnel Management
Coverage of the Civil Service

There are two general categories of services in
government as provided for in Section 6, Chapter 2,
Book V, Executive Order 292.These are the career
service and the non- career service.
1. Career Service
Entrance in the career service is based on merit

and fitness determined as far as practicable by
competitive examinations, as based on highly
technical qualifications. Persons appointed to
positions in the career service have opportunities
for advancement to higher career positions and
they enjoy security of tenure.
a) The First Level Positions

b) The Second Level Positions
c) The Third Level Positions

Publication of Vacant Positions.
Pursuant to R.A 7041, vacant positions in all

levels in the career service are published in the:
• Bulletin of Vacancies in the Civil Service; and

• in the newspaper of wide circulation
These are likewise posted in at least three (3) conspicuous

places in the office for ten (10) working days (CSC-MC No. 20, s.
2002).
Positions occupied by holders of temporary appointments
are posted every six (6) months.
Publication of vacant positions is valid for six (6) months
only reckoned from the date the vacant position was published.
Filling-up of the vacant positions is made only after ten (10)
working days of publication.
Employment Status of Teachers
1. Regular Permanent status: a teacher who
meets all the requirements of the position
2. Substitute Status
is issued when the regular incumbent of a

position is temporarily unable to perform the duties
of the position, as when he/she is on approved leave
of absence, suspension, scholarship grant or
secondment. A substitute appointment is issued only
if the leave of absence of the incumbent is at least
three (3) months except in the case of teachers.
Senior High School Teachers
1. Permanent
2. Provisional
3. Part time
Other Personnel Appointment
Designation
is an imposition of additional duties to be
performed by a public official with corresponding
title or position. It is temporary in nature and can be
terminated anytime at the pleasure of the
appointing authority. Please refer to CSC MC No. 6,
s. 2005, Guidelines on Designation.
ATTENDANCE AND PUNCTUALITY

Work Hours
• Eight (8) working hours a day for fi ve (5)
working days a week or a total of forty (40)
hours a week, exclusive of time for lunch is
required. (CSC MC No. 21, dated June 4, 1992).
• Normal working hours
8:00am- 12:00 nn
1:00pm- 5:00pm
• Adoption of flexi time is allowed in accordance

with CSC MC No. 14, s. 1989, provided it falls within:
7:00am- 4:00pm;
8:00am- 5:00pm; and
9:00am- 6:00pm
Core hours are from 9:00 am to 4:00pm
• Office hours during Ramadan
For Filipino Muslim fasting during the Ramadan:
7:30am- 3:30pm without noon break
Use of Bundy Clock

All officers and employees, except presidential
appointees, shall record their daily attendance on
the proper form and have them registered on the
Bundy clock and now Biometric machine.
• Record of attendance shall be kept in a conspicuous

place in the custody of a responsible officer who shall
monitor the arrival and departure of official and
employees.
• Timecards should be placed on the racks all the
time.
• Head of the offices shall be responsible for the
attendance of their personnel. Punching timecard of
other employees is prohibited.
Monetization of Leave Credits

• If one is in the career and the non-career service whether
permanent, temporary, casual, contractual or coterminous and
have accumulated fifteen (15) days of vacation leave credits,
he/she is allowed to monetize a minimum of ten (10) days.
Provided that at least five (5) days is retained after monetization
and provided further that a maximum of thirty (30) days of all
accumulated vacation and sick leave credits may be monetized a
year.
• A teacher may also monetize service credits provided such is
converted to vacation and sick leave credits (joint CSC and DBM
Circular No. 1, s. 1991).
General Rules
• A fraction of ¼ (0.25) or more but less than ¾ (0.75) will be
considered as ½ (0.50) day and a fraction of ¾ (0.75) or more
will be counted as 1 full day for the purpose of granting leave
of absence.
• If an employee is absent on a regular day for which
suspension of work is declared after the start of the regular
working hours, he/she is not considered absent for the whole
day. Instead, he/she is only deducted leave credits or the
amount corresponding to the time the suspension of the
work was announced.
• Whenever one’s application for leave of absence,

including terminal leave, is not acted upon by the
head of agency or his duly authorized
representative within five (5) working days after
receipt thereof, his/her application for leave of
absence will be deemed approved.
• Even if he/she has a pending administrative case
against him/her, he/she is not barred from enjoying
leave privileges.
• If one is on leave without pay and fails to report

for work at the expiration of one (1) year from the
date of such leave, he/she is considered
automatically separated from the service.
• During the period of one’s leave, only substitute

appointment can be made to the position.
• When one has been penalized with dismissal from the

service, he/she is likewise not barred from being entitled
to his/her terminal leave benefits.
• If one has been dismissed from the service but were
later exonerated and thereafter reinstated, he/she is
entitled to leave credits during the period that he/ she was
out of the service.
• If one has reached the compulsory retirement age of
sixty five (65) but his/her service is extended by the CSC
for another six (6) months, he/she no longer earns leave
credits.
Teachers Leave
• Teachers are not entitled to the usual vacation
and sick leave credits but proportional vacation
pay (PVP) during summer and Christmas Vacation.
• Teachers who have at least seven (7) years of

continuous service may be entitled to study leave
of absence with pay not exceeding one (1) school
year. (Sec. 24, RA 4670).
• An indefinite sick leave of absence is granted to

teachers where the nature of the illness demands
a long treatment that will exceed one (1) year
atleast (Sec. 25, RA 4670).
Grant of Vacation Service Credits

• Teacher’s vacation service credits refers to the
leave credits earned for services rendered on
activities during summer or Christmas vacation or in
the course of the regular school year, as authorized
by proper authority.
• Vacation service credits is given only for work

beyond regular functions or beyond regular work
hours/days where payment of honorarium or
overtime pay is not possible.
• Vacation service credits are used to off set
absences of a teacher due to illness. To off set on
account of illness, one (1) work day service credit is
used to off set one day of absence. (DepEd Order
No. 53, s. 2003).
Activities Eligible for the Grant of Service Credits

Service credits may be granted for services rendered
during:
a) Registration and election days as long as these are
mandated duties;
b) Calamity and rehabilitation when school are used
as evacuation centers;
c) Conduct of remedial classes during the summer or

Christmas Vacation or outside of regular school days;
d) Early opening of the school year;
e) School sports competitions held outside regular school
days;
f) Training teachers in addition to their normal teaching
loads;
g) Teaching overload not compensated by honoraria;
h) Teaching in non-formal education classes in

addition to teaching in formal education classes
carrying a normal teaching load;
i) Work done during regular school days if these are
in addition to normal teaching load;
j) Conduct of testing activities held outside of school
days; and
k) Attendance/ participation in special DepEd

projects and activities which are not short-term
in duration such as English, Science, and Math
Mentor’s Training, curriculum writing workshop,
planning workshop, scouting, if such are held
during the summer vacation or during
weekends.
Sick Leave
• All applications for sick leave of absence for one (1)
full day or more will be made on the prescribed form
and will be fi led immediately upon his return from the
leave.
• Notice of absence, will be sent to the immediate
supervisor and/or the agency head.
• A proper medical certificate will accompany
application for sick leave in excess of five (5) successive
days.
• Sick leave may be applied for in advance in

cases where one will undergo medical
examination or operation, or is advised to rest in
view of ill health duly supported by a medical
certifi cate.
• Sick leave is granted only on account of sickness
or disability on the part of the employee
concerned or of any member of his/her
immediate family.
• Approval of sick leave, whether with or without

pay, is mandatory provided proof of sickness or
disability is attached to the application in accordance
with the requirements prescribed.
• Unreasonable delay in the approval thereof or

non-approval without justifiable reason will be a
ground for appropriate sanction against the official
concerned.
General Rules
• Vacation leave
• Maternity Leave (CSC-MC No. 22, dated October 23,
2002)
• Paternity Leave (RA 8187 in relation to CSC DOH Joint
Circular No. 1, s. 1996)
• Maternity / Paternity Leave of Adoptive Parents (CSC
Res. No. 020515, dated April 10, 2002)
• Parental Leave (CSC-MC No. 8, s. 2004, dated March
24, 2004)
C. Managing Physical Resources/

Facilities To Support Learning
School Equipment
The basic kinds of school equipment commonly used
or needed in the public schools may be categorized as
follows:
a) Office and Services
• office equipment
• health equipment
• medical equipment
• dental equipment
• clinic equipment
b) Instructional Tools And Services

• science apparatuses
• playground equipments
• shop/industrial art tools
• home economics utensils
• garden tools
School Furniture
School furniture includes desks, chairs,
benches, stools, tables, cabinets, shelves, bulletin
boards, stands, racks and similar items required
in the instructional spaces.
1. School seats. Good seating is necessary for
comfort and good posture and is crucial to the
proper physical development of the child.
1.1. Seat Dimensions

a) Seat height is equal, more or less, to the lower leg height;
b) Seat depth should be 50mm short of the upper leg
measurement.
c) Seat width should be reasonably wider than hip width.
d) Backrest height should be as high as the last number
vertebra;
e) Seat inclination may be from three(3) to five (5) degrees;
and
f) backrest to seat angle may be from 95 to 115 degrees.
2. School tables; such as pupil’s table, teacher’s

table, library table, demonstration table, dining table
are designed according to their use or function.
2.1. Table height is determined in relation to the
following requirements:
a) There should be sufficient clearance between the
underside of the table top and the seat of the chair
to allow comfortable space for the heights of the
seated person.
b) the tabletop should be level with the elbows

of the seated person; and
c) for part-body measurements, elbow height,
thigh and eye height should be used.
Regular Classroom Facilities

1. Standard facilities. The minimum furniture and
equipment requirements for a regular classroom in
the elementary grades for a class of 40 pupils are
(MECS memorandum no. 315,s. 1982):
a) Furniture
b) Equipment
Home Economics Facilities

1. As the laboratory for home economics classes, the
home economics building is designed as a self-
contained Filipino home.
2. The minimum furniture and equipment
requirements for a home economics class in the
elementary grades are found in M.M. No. 315, s.
1982.
Industrial Arts Facilities

1. As the laboratory for industrial arts classes, the
industrial arts building is designed as a self-
contained shop.
2. Minimum and maximum equipment
requirement for industrial arts classes as specified
in M.M. No. 315, s. 1982 and D. M. No. 179, s.
1992.
3. A modified design of the Industrial Arts Building

is the multi-purpose building, a combination of the
Home Economics and the shop building which can
be converted into classrooms, an assembly or
social hall, a play area or a dormitory for a big
school delegation or any other allied purposes. It is
provided with toilets, storage area, an area for
agricultural demonstrations, etc.
School Garden Facilities

1. The school garden should be provided with a
garden house and an adequate water supply.
1.1. The garden house should be designed to
include the following components:
a) A classroom area with standard classroom
facilities;
b) A tool room with cabinets, shelves, racks,
etc., for the safekeeping of garden tools;
c) A storeroom for supplies, materials, seeds,

products, etc.; A display area for exhibits,
announcements, etc.;
d) A toilet and bath with standard fixtures and

facilities, including laboratory; An office for garden
teacher; and
e) Plant nursery with seed boxes, pots, cans, etc.

2. Tools and Equipment (D.M. No. 304, s. 1998)

2.1. Garden site and soil Preparation
‒ Bolo 3 pcs.
‒ Scythe 15 pcs.
‒ Sickle 5 pcs.
‒ Cross cut saw 3 pcs.
‒ Plier 3 pcs.
‒ Hammer 3 pcs.
‒ Hedges shear 3 pcs.
‒ Abrasive hone 3 pcs.
(Carborundum) 3 pcs.
‒ Meter tape 5 pcs.
‒ Rake 5 pcs.
‒ Crowbar 15 pcs.
‒ Pick mattock 15 pcs.
‒ Grub hoe (Asarolcrocodile
brand)
The regular elementary grade classroom may be

ideally structured in the following manner:
1. At the entrance to the room, a signboard is posted,
showing the following identification:
2. (Grade and section occupying the room) (Name of
teacher handling the class)
3. A framed copy of the class program is displayed on the

door at the adult eye-level.
4. At the front wall (that is, the wall-facing the class), the
classroom chalkboards, properly framed and provided
with chalk ledge and curtains, are installed at a height
which is in accordance with the maximum comfortable
reach of the children to the top of the board. (the proper
height of the chalkboard from the floor to its top-edge is
determined by multiplying the mean standing height of
the class by the constant 1.2)
Educational facilities on the other hand is a term

which can include sites, buildings and fixed and loose
furniture, laboratory rooms, desks, and chairs for
classrooms. The Ad Hoc Technical group of the former
MEC school building committee recommended the
following standards.
Condemnation and Demolition of School

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

All government school buildings which are permanent in
structure shall be insured with the general insurance fund, under
the administration of the government service insurance system,
against fires, floods, typhoons, and other natural calamities at a
package rate of one percent (1%) of their appraisal values (D.O.
No. 76, s. 1994).
The physical facilities coordinator shall take charge of making
the necessary arrangements for the insurance cove Location of
building (name of school, sitio/barrio, municipality,
province or city)
1. In order that claim for damages or loses to school

properties could be maximized, school heads shall
submit all necessary documents to GSIS-PRF, giving
attention to the provision of day period ( from day of
occurrence of loss or damage) for the NOTICE OF
CLAIMS to be received at the GSIS headquarters (D.O.
No. 58, s. 1997.)
2. All schools shall submit a duly accomplished
Property Inventory form to GSIS (D.O. No. 76, s. 1994)
Maintenance of the School Buildings

• (D. O. No. 103, S. 1992)
• Naming and Renaming of Schools and Buildings
Policy and Guidelines on the Proper Distribution, Case,

Recording, Retrieval and Disposed Textbooks (TXs) with the
Teacher’s Manual (TMs) and other Instrumental Materials
(IMs) (DepED Order No.14, s.2012)
a) Textbooks Issuance and Distribution Within the School

• TXs and TMs must each be assigned a property code
(DepED Order No. 26, s. 2007)
• The SDS and SH to them by the school supply officer/
designated property custodian for the use of the pupils
• Teachers are encouraged to read to the students

“Take Case of the Book”
b) Textbook Inventory in the Classroom
• Teachers shall require the students to fill out the
“Book Record Form”
• School supply officers/ designated property
custodian are encouraged to conduct an inventory
on TXs at least after every grading period or at the
end of a semester.
c) Textbook Retrieval or Loss

• Formula for the computation of loss TXs (DepED order No. 25, s.
2003)
• Amount to be paid= acquisition cost – depreciation amount
where the depreciation amount is equal to the acquisition
Cost divided by 5 multiplied by the number of years the lost
TX or TM has been used.
• The school’s goals are to keep losses of each textbook title
at 1% or less. The Principal/SH should closely monitor
retrieval procedures and involved the whole community in
reminding students to return TXs before the end of the
school year.
d) Textbook Disposal
• The SH should ensure that all TXs/TMs for
condemnation/ disposal are no longer in the inventory
list.
• Condemn old TXs/TMs procedure by the Cultural
office or other sources (LGUs, SEF, Local School Board,
etc.) that have been replaced or will be replaced by
Universal Titles.
D. Ensuring That Responsibilities

Are Carried Out
A management system is a proven framework

for managing and continually improving an
organization’s policies, procedures and processes.
To make sure that all the responsibilities of a SH
are carried out in his/her daily operation of his/ her
school, a daily routinary schedule of activities must
be prepared.
Activities of SH which are not done every day but

only when called for or needed are the following:
• Attending meetings called by the District
Supervisor, Division Office or the external
stockholders like the office of the Barangay Captain
or municipal/ City Mayor.
• Attending seminars/ training programs
• Conducting school learning action cell (SLAC)

trainings OR INSETS for the teachers.
• Participating in extracurricular activities like scouting,
alay lakad, etc.
• Conducting meetings
These activities can be inserted in the Daily
Schedule of activities.
E. Utilizing Principles Of Systems

Management, Organizational
Development,
Problem Solving And Decision Making
What is a Management System?

A management system is a proven framework for
managing and continually improving organization’s
policies, procedures, and processes.
This may encompass information sharing,
benchmarking, team working and working according
to the highest quality and environmental principles.
Why Do Management Systems Matter?

Business operating in the 21st century face many
significant challenges, including:
• Profitability
• Competitiveness
• Globalization
• Adaptability
• Growth
• Technology
ORGANIZATIONAL DEVELOPMENT
Organizational development (OD) is a deliberately planned
effort to increase an organization’s relevance and viability.
Vasudevan has referred to OD as future readiness to meet change,
thus a systematic learning and development strategy intended to
change the basics of belief, attitudes and thinking or exploding
market opportunities and ensuing challenges and chaos. OD is the
framework for a change process design to lead to desirable positive
impact to all stakeholders and environment. OD can design
interventions with application of several multidisciplinary methods
and research besides traditional OD approaches.
Problem solving
Problem solving is a mental process which is the
concluding part of the larger problem process that
includes problem finding and problem shaping
where problem is defined as a state or desire for the
reaching of a definite goal from a present condition
that either is not directly moving toward the goal, is
far from it or needs more complex logic for finding a
missing description of conditions or steps toward
the goal.
Problem-solving techniques
These techniques are usually called problem solving
strategies.
• Abstraction • Method of focal objects
• Analogy • Morphological analysis
• Brainstorming • Proof
• Divide and conquer • Reduction
• Hypothesis testing • Research
• Lateral thinking • Root cause analysis
• Means-ends analysis • Trial-and-error
DECISION MAKING
Decision Making can be regarded as the mental
process (cognitive process) resulting in the
selection of a course of action among several
alternative scenarios. Every decision making
process produces a final choice. The output can be
an action or an opinion of choice.
Problem Analysis
• Analyze performance, what should the results be,
against what they actually are
• Problems are merely deviations from
performance standards Problems must be precisely
identified and described Problems are caused by a
change from distinctive features
• Something can always be used to distinguish

between what hasn’t been effected by a cause
• Causes to problems can be deduced from
relevant changes found in analyzing the problem
• Most likely cause to a problem is the one that
exactly explains all the facts
Decision Making
• Objectives must first be established
• Objectives must be classified and placed in order of
importance
• Alternative actions must be developed
• The alternative must be evaluated against all the
objectives
• The alternative that is able to achieve all the
objectives is the tentative decision
• The tentative decision is evaluated for more

possible consequences
• The decisive actions are taken, and additional
actions are taken to prevent any adverse
consequences from becoming problems and starting
both systems (problem analysis and decision
making) all over again
• There are steps that are generally followed that

result in a decision model that can be used to
determine an optimal production plan
• In a situation featuring conflict, role-playing is
helpful for predicting decisions to be made by
involved parties.
Everyday techniques
Some known decision-making techniques include:
• Pros and Cons
• Simple Prioritization
• Satisfying
• Elimination by Aspects
• Preference Trees
Decision-Making Stages
Developed by B. Aubrey Fisher, there are four
stages that should be involved in all group decision
making. These stages, or sometimes called phases, are
important for the decision making process to begin
• Orientation stage
• Conflict stage
• Emergence stage
• Reinforcement stage
F. Applying Technology
Management, Knowledge-
Based Management Total
Quality Management (TQM)
What is TQM?
TQM…..
➢ Is a people focused management system that aims at
continual increase of customer satisfaction at continually
lower real cost.
➢ Is a total systems approach (not a separate area or
program), an integral part of high level strategy; it works
horizontally across functions and departments, involves all
employees, top to bottom, and extends backward and
forward to include supply chain and costumer chain.
Dr. W. Edwards Deming’s Quality Principles

Applied to Education
1. Create a Constancy Purpose
2. Adopt a Total Quality Philosophy
3. Reduce the Need for Testing
4. Award School Business in New Ways
5. Improve Quality and Productivity and Reduced
Cost
Total Quality and Management in Education

Potential benefits of TQM on a school, or District College:
1. TQM can help a school or college provide services to its primary
costumers students and employers.
2. The continuous improvement focus of TQM is a fundamental way
of fulfilling the accountability requirement common to educational
reform.
3. Operating a non-fear TQM system with a focus on continuous
growth and improvement offers more excitement and challenge to
students and teachers than a “good-enough” learning environment
can provide. Thereof, the climate for learning is improved.
PILLARS OF QUALITY
Pillar 1: Customer Focus-/Student Focus-Families
Pillar 2: Total Involvement
Pillar 3: Measurement
Pillar 4: Commitment
Pillar 5: Continuous Improvement
Quality in Education
1. TQM (Deming)
2. Systems Analysis (Senge)
3. Principle Centered Approach (Covey)
4. Critical Skills (South Worth)
Classroom Management
In its positive sense, classroom management means a
great deal more than making students behave.
➢ The teacher keeps things going;
➢ Keeps things moving; Keeps things safe;
➢ Runs the show well enough to be able to actually teach
and have students learn.
At his heart:
➢ Positive classroom management is creative:
➢ Creates the best situation in which students can learn
and the teacher can teach.
PDCA Cycle
1. Planning
2. Doing
3. Checking
4. Act
G. Implementing Rules In Fiscal

Management And Applying The
Same In Budget
Preparation And Resources
Management
What is the SBM Fund?

The SBM Fund is the total budget allocated by
the Division Office to a school for a given school
year from the regular DepEd MOOE and from other
DepEd sources such as from TEEP and other
foreign- assisted projects. It also includes allocation
and contributions in cash, kind, and services
generated by the school itself from the public and
private sources.
Process of Fund Management

Part I. Preparation of the School Operating
Budget (SOB)
Part II. Implementation of the School
Operating Budget (SOB)
Part III. Fund Accountability (Monitoring and
Reporting)
INFORMATION AND GUIDELINES FOR CASH

ADVANCES
AND PAYMENT BY CHECK
A. Individual Schools
1.A cash advance account is replenished regularly
and remains open during the year.
2.It is used only for the payment of the school
expenses approved in the AIP and for no other
purposes.
3. The amount shall be in accordance with the approved AIP

translated to SOB.
4. Some expenses approved in the AIP may be paid directly
by check by the finance unit or division if the school head
so decides.
5. Only regular government personnel may be issued cash
advances and only cash advance for a school is allowed
anytime.
6. There is no need to wait for cash advance to be fully spent
or at the and of the month to come before replenishing
the fund.
Guidelines for Bonding of Accountable Officers

The following are the guidelines for the bonding of
accountable officers:
1. Each accountable officer with a total cash
accountability of P2,000.00 pesos or ore shall be
bonded with the Bureau of the Treasury Fidelity Bond
Division.
2. The amount of the bond shall be equal to the total
accountability (cash and cash items) of the officer as
fixed by the Division Auditor
3. The bonding requirements are as follows:

a) Appointment and/or designation as accountable
officer by the SDS.
b) Written character references by at least three
officials of the Division, one of whom is the
Administrative and/or Legal Officer, other than the
official who appointed/ designated him.
c) Statements of assets and liabilities of the other to
be bonded as of the end of the proceeding year.
d) The foregoing documents shall be submitted,

together with the application for Bond, to the auditor
who shall fix and approve the amount of the bond and
shall transmit the same to the Fidelity Bond Division
or the Bureau of the Treasury (National Treasury).
4. When the accountability is increased, the
Accountant shall ensure that additional bond is
applied for.
5. When the accountable officer ceases to be one, the
Accountant shall immediately inform the Fidelity Bond
Division about it.
Fiscal management
1. Prepares a management plan
2. Develops a school budget which is consistent with
SIP/AIP
3. Generates and mobilizes financial resources
4. Manages school resources in accordance with DepED
policies and accounting and auditing rules and
regulations and other pertinent guidelines.
5. Accepts donations, gifts, bequest and grants in
accordance with RA 9155
6. Manages a process for registration, maintenance and

replacement of school assets and disposition of non-reusable
properties.
7. Organizes a procurement committee and ensures that the
official procurement process is followed
8. Utilizes funds for approved school programs and projects as
reflected in SIP/ AIP
9. Monitors utilization, recording and reporting of funds
10. Accounts for school fund
11. Prepares financial reports and submits/ communicates the
same to higher education authorities and other education
partners.
H. OBSERVING THE RULES AND

REGULATIONS IN R.A. 9184
Scope and Application. – This Act shall apply to the

Procurement of Infrastructure Projects, Goods, and Consulting
Services, regardless of source of funds, whether local or
foreign, by all branches and instrumentalities of government,
its department, offices and agencies, including government-
owned and/or controlled corporations and local government
units, subject to the provisions of Commonwealth Act No. 138.
Any treaty or international or executive agreement affecting
the subject matter of this Act to which the Philippine
government is a signatory shall
be observed.
Definition of Terms
a) Approved Budget for the Contract (ABC)
b) BAC
c) Bidding Documents
d) Bid
e) Competitive Bidding
f) Consulting Services
g) Goods
h) GPPB
i) Head of the Procuring Entity
j) Infrastructure Projects
k) IRR
l) Portal
m) Procurement
n) Procuring Entity
SEC. 6. Standardization of Procurement Process and

Forms
ARTICLE III- PROCUREMENT BY ELECTRONIC MEANS

SEC. 8. Procurement By Electronic Means
SEC. 9. Security, Integrity and Confidentiality
ARTICLE IV- COMPETITIVE BIDDING

SEC. 10. Competitive Bidding
ARTICLE V- BIDS AND AWARDS COMMITTEE

SEC. 11. The BAC and its Composition
SEC. 12. Functions of the BAC
SEC. 13. Observers
SEC. 14. BAC Secretariat
SEC. 15. Honoraria of BAC Members
SEC 16. Professionalization of BAC, BAC Secretariat and
Technical Working Group Members
ARTICLE XVI- ALTERNATIVE METHODS OF

PROCUREMENT
SEC. 48. Alternative Methods
(a)Limited Source Bidding, otherwise known as Selective
Bidding
(b)Direct Contracting, otherwise known as Single Source
Procurement
(c) Repeat Order
(d)Shopping
(e)Negotiated Procurement
SEC. 49. Limited Source Bidding

SEC. 50. Direct Contracting
SEC. 51. Repeat Order
SEC. 52. Shopping
SEC. 53. Negotiated Procurement
I. Managing School Operations

1. Manages the implementation, monitoring and

review of the SIP/ AIP and other action plans.
2. Establishes and maintains specific programs to
meet needs of identified target groups.
3. Takes the lead in the design of a school physical
plant facilities improvement plan in consultation
with an expert.
4. Allocates/ prioritizes funds for improvement

and maintenance of school physical facilities and
equipments.
5. Oversees school operation and care and use of
school facilities according to set guidelines.
6. Institutionalizes best practices in managing and
monitoring school operations thereby creating a
safe, secure and clean learning environment.
J. Using Technology In The

Management Of Operations
1. Applies information technology (IT) plans for online

Communication
2. Uses IT to facilitate the operationalization of the school
management system (e.g. school info system, student
tracking systems personnel information system etc.)
3. Uses IT to access Teacher Support Materials (TSM),
Learning Support Materials (LSM) and assessment tools in
accordance with the guidelines.
4. Share with other SHs the school’s experience in the use
of new technology.
Thank you
for
listening …

School Management and Daily Operations: Dr. Dinah F. Mindo Former Director Deped, Region Iii

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School Management and Daily Operations: Dr. Dinah F. Mindo Former Director Deped, Region Iii

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A Review for the National Qualifying Examination for School Heads

SCHOOL MANAGEMENT AND

Dr. Dinah F. Mindo

A. Identifying and Performing the School Heads (SHs)

D. Ensuring That Responsibilities Are Carried Out

G. Implementing Rules In Fiscal Management And

• Rule VI, section 6.1, of the Rules and Regulations

“There shall be a school head (SH) for all public

A. Identifying and Performing the

Consistent with the law, national educational policies,

a) Setting the mission, vision, goals and objectives of the

Per DepEd Order No. 44, s. 2015 on the Enhanced SIP,

The SH has to invite at least 7 stakeholders to become

b) Creating an environment within the school that is conducive

c) Implementing, monitoring and assessing the school

f) Introducing new and innovative modes of

h) Recommending the staffing complement of the

i) Encouraging and enhancing staff development;

j) Establishing school and community networks

k) Accepting donations, gifts, bequests & grants in

l) Performing such other functions as may be

As Administrative manager, SHs:

• Set the school’s mission, vision, goals and targets.

• Develop the School Improvement Plan (SIP)

As Instructional Leader, SHs:

• Create a school environment conducive to learning

• Be accountable for learning outcomes

B. Managing Human, Fiscal And

The efficiency and effectiveness of the services

Coverage of the Civil Service

Entrance in the career service is based on merit

a) The First Level Positions

c) The Third Level Positions

Publication of Vacant Positions.

Pursuant to R.A 7041, vacant positions in all

• Bulletin of Vacancies in the Civil Service; and

These are likewise posted in at least three (3) conspicuous

is issued when the regular incumbent of a

Other Personnel Appointment

ATTENDANCE AND PUNCTUALITY

• Adoption of flexi time is allowed in accordance

Use of Bundy Clock

• Record of attendance shall be kept in a conspicuous

Monetization of Leave Credits

• Whenever one’s application for leave of absence,

• If one is on leave without pay and fails to report

• During the period of one’s leave, only substitute

• When one has been penalized with dismissal from the

• Teachers who have at least seven (7) years of

• An indefinite sick leave of absence is granted to

Grant of Vacation Service Credits

• Vacation service credits is given only for work

Activities Eligible for the Grant of Service Credits

c) Conduct of remedial classes during the summer or

h) Teaching in non-formal education classes in

k) Attendance/ participation in special DepEd

• Sick leave may be applied for in advance in

• Approval of sick leave, whether with or without

• Unreasonable delay in the approval thereof or

C. Managing Physical Resources/

b) Instructional Tools And Services

1.1. Seat Dimensions