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Review on Human Resource Management Procedures for School / District Liaison Officers and Workshop on Preparation of Sex Disaggregated Data October 20-22, 2014 * Kuhala Bay Resort JANE S. FUENTES OIC, Records Officer I

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Performance Planning Q1 January Mid-Year Review July Year-End Results Q4 December

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Performance Planning Q1 May Mid-Year Review October Year-End Results Q4 April

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UNITS CONCERNEDPERIOD TO BE EVALUATED PERFORMANCE REVIEW AND EVALUATION Units and Offices in Central Office, Regional Offices & Schools Division Offices July 1, 2014 to December 31, 2014 End of December 2014 to January 2015 School LevelApril 1, 2014 to March 31, 2015 March to April 2015 DepED Advisory dated September 18, 2014 signed by Usec Rizalino D. Rivera, Regional Operations

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Review on Human Resource Management Procedures for School / District Liaison Officers and Workshop on Preparation of Sex Disaggregated Data October 20-22, 2014 * Kuhala Bay Resort JANE S. FUENTES OIC, Records Officer I

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By RA 9470 (National Archives of the Philippines Act of 2007) Refers to information, whether in its original form or otherwise, including documents, signatures, seals, text, images, sounds, speeches, or data complied, recorded, or stored, as the case may be: 1) In written form on any material; 2) On film, negative, tape or other medium so as to be capable of being reproduced; or 3) By means of any recording device or process, computer or other electronic device or process.

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Action / Devt Plan (SIP)PERMANENT Admission Tests3 yrs After admitted Applications Accreditations Enrollment Entrance Examinations Graduation & SO Permits / Recognition 2 yrs After granted Attendance Sheets / Attendance Reports (Form 2) 2 yrs Basic School Management Course Term Papers 3 yrs

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Bulletins of InformationPERMANENT Calendars of Activities1 yr Cases / Feasibility of Studies/ Researches PERMANENT Class Records Anecdotal records of Pupils/ Students 5 yrs Class Cards (Form 138-A)PERMANENT Class Observation & Supervisory Reports (Form 178) PERMANENT

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Class Schedules(Form 30)1 yr Class Values Charts1 yr DiplomasPERMANENT Lists of Honor GraduatesPERMANENT Nutritional Status of Pupils 2 yrs Report Cards (Form 138)PERMANENT Student Permanent Records (Form 137-A) PERMANENT Summary of Units Taken (Form 9) PERMANENT

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Class & Teachers ProgramsPERMANENT Consolidated Data of Teaching / Non-teaching Personnel (Form 31) 5 yrs Courses of Study / SyllabiPERMANENT Enrolment Slips1 yr Grading Sheets2 yrs Lesson Plans1 yr

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Lists Accredited Courses / Subjects PERMANENT Candidates for Graduation PERMANENT Enrolment Lists2 yrs Graduates / Honor Graduates PERMANENT School Personnel and Officials 1 yr After superseded

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Library Files Accession Books (PF 146)PERMANENT Book Cards (PF 149)PERMANENT Borrowers Cards1 yr After date of last entry Catalogue CardsPERMANENT Permits to Study2 yrs After graduated

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Profiles SchoolsPERMANENT Socio-Economic of Pupils5 yrs After graduated Students5 yrs After graduated Teachers5 yrs10 yrs15 yrsAfter separated / retired Proposed Organization of Classes PERMANENTIf implemented, otherwise dispose after 3 yrs DepED MTAP Quiza Bee Science Quiz

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Ranking / Lists of Honor Students 3 yrs After graduated Ranking of Teacher Applicants1 yr After updated Records of Students Disciplinary Actions 2 yrs After graduated Reports Annual ReportsPERMANENT Enrolment & Attendance (Form 3) Admin & Principals 2 yrs Monthly Enrolment (Form 2)2 yrs Narrative Reports of Dept. Heads 2 yrs

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Number of Schools / Students / Promotions (Summarized) 2 yrs Performance Indicators (Yearly Report) PERMANENT Physical Inventory Reports2 yrs Reports on Promotion (18-A, 18-E1, 18-E2) PERMANENT School Fund / Financial Reports 5 yrs Summaries of Monthly Attendance (Form 7) 2 yrs Supervisory2 yrs

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School Level Records TitleRetention PeriodRemarks ActiveStorageTotal Requests2 yrs After acted upon School Calendars1 yr School Registers (Form 1)PERMANENT Students Test Papers / Class Examinations 1 yr Supervisory Plans for Teachers1 yr Teachers Schedules (Form 29)1 yr Test Results2 yrs Testing MaterialsPERMANENTOther copies, dispose after 1 yr Year Books / Annual BooksPERMANENT

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Design Considerations and Guidelines for Files Storage Area 1. The records storage area must be free from rodents and insects by using unglazed tiles on floor finishes and must be elevated from the ground floor finish level. 2. The layouting of the records storage area must be considered as well as the orientation of the room for proper lighting and ventilation.

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3. Cool temperature must be maintained within the area to preserve the original texture of the documents and records / files. 4. Records / files area must be separated from records / files vault to identify which ones are to be stored longer. 5. One or two persons will be assigned to monitor incoming and outgoing files or records and maintain the security of the records and files to ensure the safety and confidentiality of the documents to be stored.

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To protect records and documents from hazards, every office concerned shall adhere to the following guidelines: 1. Vital documents or records must be kept in areas considered exceptionally safe, free from fire, larceny, from floods and from any form of natural calamity. 2. Microfilm copies of vital documents must be made. 3. Access to the keys of stack areas must be controlled.

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4. A system to keep track of materials viewed / borrowed such as charge out cards must be used. 5. Strict compliance with policies concerning RESTRICTED AREAS. 6. Keep separate files of original documents and their duly authenticated copies. 7. Conduct constant security surveys of places where vital records are kept.

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8. Surveillance of records personnel whose loyalty is doubtful. 9. Maintain security emergency plans. 10. Areas where vital records are stored must be regularly fumigated. 11. Install air-conditioning units. 12. Whenever necessary, adopt body and baggage searches of all personnel entering and leaving the records storage areas for security reasons.

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1) Maintains records and files of personnel, pupils / students and related documents for and of the organization. 2) Performs records management functions under the direct supervision of the immediate superior. 3) Does related work.

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Division Lecture Series for Teachers In-Charge, Batch 1 September 25, 2014 * DepED Rizal Conference Hall JANE S. FUENTES OIC, Records Officer I

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The authentication, verification and certification of documents in the custody of the Department or any of its offices shall be the function of the Records Officer or authorized custodian of records. Said officers shall, at all times, exercise vigilance in checking and reviewing the authenticity of school records, diploma, license, civil service eligibility, birth certificate and other documents. Requests for authentication, verification and certification of documents shall be granted upon submission of a written request, authorization letter or special power of attorney if through representative, and proof of identification.

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1. Diploma 2. Form 137 3. Certificate of Graduation issued by the incumbent school head or authorized representative 4. List of Graduates 5. NSO Birth Certificate / passport 6. ID picture (2x2 or passport size) 1 pc. 7. Documentary Stamp (2 pcs.) Documents (1-4) shall be in four (4) copies; original and three (3) certified photocopies.

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1. Original NSO Birth Certificate 2. Diploma 3. Form 137 4. Indorsement from school for correction of school entry or Certification from the school as to date of graduation 5. Letter of request for correction of school entry by the applicant or by the parent / guardian addressed to the Regional Director or Original Affidavit of Discrepancy by the applicant 6. Joint Affidavit of two (2) disinterested persons (not relatives) 7. NSO Negative Result (discretionary) Documents shall be presented in two (2) copies together with the original. In the absence of the original copy, certified photocopy shall be presented.

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b. Lost Diploma maybe replaced by another diploma properly issued by the school concerned and the signing officials be paraphrased by placing Sgd. Marked SECOND COPY and certified correct by a responsible school official / head of the school, supported by a notarized Affidavit of Loss and the usual certification. ---Regional Memorandum No. 07, s. 2004

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If something is worth retaining, it should be retained in the best way possible.

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WORK ENGAGEMENT

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What is employee engagement? Employee Employee engagement is the extent to which employees feel passionate about their jobs, are committed to the organization, and put discretionary effort into their work.

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Employee Satisfaction & Employee Engagement Employee engagement is not the same as employee satisfaction. Satisfied employees are merely happy or content with their jobs and the status quo. For some, this might involve doing as little work as possible. Engaged employees are motivated to do more than the bare minimum needed in order to keep their jobs.

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Employee Satisfaction & Employee Engagement Employee satisfaction only deals with how happy or content employees are. covers the basic concerns and needs of employees. does not address employees level of motivation or involvement.

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Three Types of Employees 1. E ngaged: Employees work with passion and feel a profound connection to their company. They drive innovation and move the organization forward.

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Three Types of Employees 2. Non Engaged: Employees are essentially checked out. Theyre sleepwalking through their workday, putting timebut not energy or passioninto their work.

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Three Types of Employees 3. Actively Disengaged: employees arent just unhappy at work: theyre busy acting out their unhappiness. Every day, these workers undermine what their engaged coworkers accomplish.

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