Guidelines on the Implementation of Enhanced School Management Evaluation

Planning and Adjustment

I. Rationale

Quality Assurance and Accountability (QAA) has been given attention in the
Department of Education through its package of policy reforms known as Basic
Education Sector Reform Agenda (BESRA). QAA is considered a significant part
of its Key Reform Thrust 3 (Support for Learning Strategies and Quality
Assurance) and was sown to the field with the creation of the Quality Assurance
and Accountability Framework (QAAF)1. This is the national roadmap drawn for
instilling a culture of quality in all management systems in order to achieve the
desired outcomes for its learners, the success indicators being Access,
Retention, Completion and Achievement. The framework was made operational
in the field through the establishment of the Quality Assurance and
Accountability System2 that identifies the integration of systems and processes
to bring about quality which was cascaded to the Schools Governance and
Operations Division thru the School Management Monitoring and Evaluation.

II. Legal Bases

This policy is aligned with the mission of the Department of Education,

To protect and promote the right of every Filipino to quality, equitable, culture-
based education where:
Students learn in a child friendly, gender sensitive, safe and motivating
environment.
Teachers facilitate learning and constantly nurtures every learner
Administrators and staff, as stewards of the institution, ensure an enabling and
supportive environment for effective learning to happen.
Family, Community and other stakeholder are actively engaged and share
responsibility for developing life- long learners.

The policy emanates from Administrative Order 161 "Institutionalizing Quality

Management System in Governance" s 2006 which mandates that all level of
governance to be quality assured. In compliance with the said Administrative
Order the following DepEd Order were crafted, DepEd Order No. 43, s. 2010,
also known as Creation of the Quality Management Teams (QTMs), and DepEd
Order 44 s.2010 known as Adoption of KRT 3: Quality Assurance and
Accountability Framework in Institutionalization of the Quality Management
System in DepEd.

Based on DO 52, S. 2015 – NEW ORGANIZATIONAL STRUCTURES OF THE

CENTRAL, REGIONAL, AND SCHOOLS DIVISION OFFICES OF THE
DEPARTMENT OF EDUCATION, the Schools Governance and Operations
Division was created. One of the mandates of the office is to strengthen the
management of school sand learning centers in terms of process delivery of
education support service. To support this mandate the School Management
Monitoring and Evaluation Unit was created under the Schools Governance and
Operations Division whose main functions are the following
1

2
 ● To provide technical support in implementing quality management
systems in the school’s division office, schools and learning centers
● To lead district and schools/ learning centers in the implementation of
an M&E system to monitor their progress
III. Scope and Application
This guideline shall apply to all public schools, in the Schools Division of Nueva
Ecija. Included in these guidelines are the procedure for the preparation,
implementation, reporting, monitoring and roles and responsibilities of other
units in the Schools Division of Nueva Ecija.
IV. Definition of Terms
Quality Management System – is a set of internal rules that are defined by a
collection of policies, processes, documented procedures, and records. This
system defines how an organization will achieve the creation and delivery of the
product or service they provide to their customers.

Quality Management Team – the organized team responsible for the

implementation of the Quality Management System

Quality Assurance Auditor – a person/s who is responsible for the quality

assurance of the collection of policies, process, documented procedures, and
records. They are also responsible for the end program evaluation of the
programs and projects being implemented in the school.

Routine Activity – are regular activities/ transaction that occurs in the school,
day to day related task performed by the school.
PAPs – programs, activities and projects being implemented by the school. Non
routine activity being implemented by the school. Monthly Activities is included

Program – a set of activities for a long term aim.

Progress Monitoring – a formative type of assessment, meant to address gaps in

the implementation of PAPs

Outcome Evaluation – a summative assessment of the implemented PAPs, meant

to determine the strength, weakness and the result of the PAPs

School Based Management – the decentralization of decision making authority

from central, regional and division levels to individual schools, with the intent of
bringing together school heads, teachers, students as well as parents, the local
government units, and the community at large to improve learning outcomes
through effective schools.

V. Policy Statement

As mandated by our mission that quality basic education should be provided to

all, The Schools Division of Nueva Ecija will implement a Quality Management
System in all the public schools. The objectives of this policy are the following:

● Quality assure the school management of 100% of the schools in the

division thru the quality management teams
● Transparency in the operations should be practiced by 100% of the
schools in the division
 ● 100% of the schools in the Schools Division of Nueva Ecija will be ready
for SBM Level III
● 100% of the resources will be properly utilized
● 100% of the needed technical assistance will be given to schools.
● 100% of the schools will be transparent on the use of their resources.

VI. Procedures
Preparatory Phase
School Level
1. Set up a Quality Management Team (with designation order)

A. Criteria for Selection of School Quality Management Team (SQMT)

1. Has full grasp of the projects and programs in school

2. Involved in SIP development and enhancement process
3. Has knowledge of M&E
4. Accountable to improving learning outcomes in the school
5. Can communicate results to stakeholders
6. Familiar with national and regional standards, indicators, and
performance measures
7. Has working knowledge of ICT

B. Roles & Functions of SQMT:

1. Manage a mechanism for quality assurance and accountability in
the school
2. Ensure that inputs, processes, outputs, and outcomes of the school
are at par with quality standards and targets set
3. Communicate results of monitoring and evaluation to improve the
implementation of PAPs and SBM practice
4. Process and review data gathered to make inferences to enable
school management to arrive at sound decision-making
5. The Quality Management Team is responsible for quality assurance
on the progress monitoring on the different program, activities and
project being handled by the program management team for
implementation in the school level. (See annex for the progress
monitoring tool.)

C. Composition of School Quality Management Team

1. For Big Elementary Schools & Secondary Schools:

● Chair: School Head
● Members:
⮡ School M&E Coordinator
⮡ SPT Representative (Parent/LGU)
⮡ Department Chairs (2)
⮡ ICT Coordinator/Teacher

2. For Small Elementary School

● Chair: School Head
● Members :
⮡ School M&E Coordinator
⮡ 2 SPT Representatives

2. Identify Quality Assurance Auditors. In selection choose the neutral and well
knowledgeable personnel in the school.
 A. Criteria for Selection of Quality Assurance Auditors

1. Has full grasp of the projects and programs in school

2. Involved in SIP development and enhancement process
3. Has knowledge of M&E
4. Accountable to improving learning outcomes in the school
5. Can communicate results to stakeholders
6. Familiar with national and regional standards, indicators, and
performance measures
7. Has working knowledge of ICT.

A. Roles & Functions of Quality Assurance Auditors

1. Serves as a third-party monitoring and evaluation team that will
Validate the monitoring results of the program management team.
2. He/she will also conduct an independent end program evaluation on
the implementation of programs, activities and project being
implemented by the school.

3. Provide orientation to one member of the Quality Management Team that will
act as the Records Keeper for the documentary requirements. All reports
should be properly compiled.
4. Ensures that the workload will be equitably distributed to all personnel.

Schools Division Office Annex Level

1. Set up Schools Division Annex Quality Management Team
A. Composition of the SDO Annex Quality Management Team
1. Chairman – Public School District Supervisor
2. Co-Chairman – District SMME Coordinator
3. Member – District ICT Coordinator, (the chairman has the authority to
add members to the SDO Annex Quality Management Team
B. Roles and Function of the Schools Division Annex Quality Management
Team
1. Monitors the school management and operations within the whole SDO
Annex.
2. Prepares reports and documentation that will be submitted to the
Schools Division Portal.
3. In cases where there is a need of technical assistance, the chairman will
craft the technical assistance plan and communicate with the personnel
that will serve in the technical assistance team.
Division Level
1. Set up a School Management Monitoring and Evaluation Team
A. Chairman – Luis M. Calison, SGOD Chief
B. Co-Chairman – Rowena M. Castillo, Education Program Supervisor
C. Focal Person – Mark Anthony T. Calabano, EPSII -SMME
D. Members
Jet Lee L. Ocampo, SEPS-SMME
Joel V. Cruz, SEPS-SMN
Mark Jayson Valdez, EPSII-SMN
Maria Luisa L. Gamino, PDOII-DRRM
2. Conducts orientation to SDO Annex Quality Management Team.
3. Deputized personnel that will serve as School Management Monitoring and
Evaluation Validation Team. The team will be composed of the District SMME
Coordinator, District DRRM Coordinator/District SOCMOB Coordinator,
District SBM Coordinator and one Administrative Officer II which will be
randomly assigned to validate schools in the nearby SDO Annex.
Implementation Phase
School Level
A. Routine Activity
1. Identify routine activities of the school. (Example: Release of School Forms,
Submission of School Forms 2 and School Form 4)
2. The Quality Management Team headed by the school principal will create a
process flow on every routine activities of the school, together with
processing time and persons involved and to be posted on their citizens’
charter. (See Annex B)
3. Every routine activity should have a corresponding transaction tracking
form. To track if the processing time and the progress of the transaction. (see
sample tracking form on Annex C.)
4. Tracking form will have a corresponding number to count how many
transactions were done by the school. Used tracking forms will be collected
and will be properly stored in the school and will be always available for
auditing.
5. The quality management team will regularly (monthly if applicable) check if
the transaction on the forms to check in the time for the transactions allotted
for the processing time to address issues arising on the processing of the
transaction.

B. Program, Activities and Project

1. Based on the AIP/ ESIP. Identify program, activities and project to be
implemented by the school. (MOOE, PTA, Canteen, SEF, Donations)
2. The Program Management Team (see DO 44 s. 2015) will be the one to
conduct progress monitoring on their respective program, activities and
project.
3. A progress monitoring form will be used for monitoring (see Annex D.)
4. The result of the progress monitoring will be reported to the School Quality
Management Team so that issues and concerns will be immediately solved in
the School Level or seek assistance from the Schools Division Office.
5. Progress monitoring form will have a corresponding number to count how
many progress monitoring were done by the school. Used t Progress
monitoring forms will be collected and will be properly stored in the school
and will be always available for auditing.
6. The Quality Assurance Auditor will act as a third-party evaluator who will
conduct monthly quality assurance audit on implementation of different
programs, activity and project. He/She will also conduct an independent end
program evaluation on the implementation of programs, activities and project
being implemented by the school.
7. As a general rule the program management team and quality assurance
auditor will not schedule the same date on evaluation.
8. The quality management team will collect the result of the progress
monitoring and the quality assurance auditors report. Using the two forms
the quality management team will compare the reliability of the results.
9. All the reports will be properly compiled in the school and will always be
available for auditing.
10. A copy of all reports will be saved in a PDF and will be submitted thru this
link every last Friday of the month. https://tinyurl.com/smmeaudit.
C. Preparation and Submission of SMEPA Forms/Results
1. The Annual Implementation Plan will be the basis for the SMEPA. If there is a
change in the Key Result Area of AIP, the SMEPA will automatically follow.
2. Plans per quarter will encoded in the SMEPA Forms
3. SMEPA results should be presented to stakeholders on the third Friday of the
quarter through whatever modality the school preferred.
4. SMEPA results should have been passed before or on the last monday of the
quarter.
5. All submitted results should have been signed by the school quality
management team.
6. Reports will be submitted on PDF Format only and as one document.

Monitoring and Evaluation

1. As the one of the duties and responsibilities of the Public Schools District
Supervisor is Conduct monitoring and evaluation on the utilization and
liquidation of SEF, MOOE and other funds to determine if schools adhere
with the policy and standards using pre-designed M & E and transparency
tools.(See Annex), he/she together with the SDO Annex Quality
Management Team will conduct a monthly actual evaluation on every
schools under him/her. (Public Schools Only)
2. The SDO Annex Quality Management Team will submit the reports in soft
copy (PDF file format )to the Schools Division Office thru SDO Portal
3. The School Management Monitoring and Evaluation Team will conduct
random unannounced monitoring anytime.
4. To ensure that 100% of the schools will be validated, the School
Management Monitoring and Evaluation Validation will be randomly
assigned to validate nearby SDO Annex in every quarter.
5. Giving of Token/ Give away is strictly prohibited.
6. Travel and other expenses will be chargeable to Division MOOE subject to
the usual accounting process.
7. Every Monitoring Tools will not be filled up by school personnel in advance,
Only the Chairman of the Monitoring/ Validation Team will write on the
forms.
8. A program implementation evaluation will be sent to every deped email of
school personnel.

Technical Assistance
1. As a rule there will be two kinds of technical assistance that can be given to
schools and learning centers
● On the Spot Technical Assistance – this technical assistance can be
already given by the one who conducted the monitoring. Provided that
the areas needing technical assistance is within his/her Key Results
Area. The on the spot technical assistance provider will accomplish the
TA Forms A, B and C.
● Planned Technical Assistance – this technical assistance will be given
to school by the Division Field Technical Assistance Team by personnel
who specialize on the areas needing technical assistance based on the
Key Results Areas. The Public School District Supervisor will accomplish
the TA Forms A, B and C.
2. Being one of the duties of the Public Schools District Supervisor Assesses the
situation and analyzes the needs of schools in the district to identify the
appropriate and relevant actions and interventions. Issues and concerns
 needing technical assistance will be communicated to the Public Schools
District Supervisor, then he will craft TA Plans base on the needs of the
school and their district.
3. The Public Schools District Supervisor will communicate with the appropriate
Division Technical Assistance Team Members. All Unit Heads, Education
Program Supervisor (by Subject Coordinators)
4. All the Technical Assistance Forms will be filled up and complied by the
Public Schools District Supervisors. (Form A, Form B, Form C).
5. To monitor the number of Technical Assistance to schools, a copy of all TA
Forms will be given to the School Management Monitoring and Evaluation
Unit.
6. As a general rule, if the technical assistance is not properly documented, it
will be considered as not implemented.