Republic of the Philippines Department of Education National Capital Region 2 DIVISION OF CITY SCHOOLS- VALENZUELA —pwyansst for sbUcation Pio Valenzuela St., Marulas, Valenzuela City sdovalenzvela2015S@gmailcom 5... raster 4 telefax: no. (02) 292-32-47 we. es DIVISION MEMORANDUM RELEASE Bo 4 70 s.2017 MAY 17 2017 cove KIT _ . To: Public Elementary and Secondary School Hect": Time: Zep Public School District Supervisors /Coordinators SDRRMC Federation Officers, District & School Coordinators = FROM: — MELITON P. ZURBANO, CESE fx Officer in-Charge VICTORIA.C/FAFALLA, Ed.D Office of the Schools Division Superintendent gy, nee poe Supervisor Implementation Divison DATE: May 15, 2017 oe SUBJECT: DIVISION PRE-ORIENTATION CONSULTATIVE MEETING ON THE CONDUCT OF MONITORING AND EVALUATION ACTIVITY ON DRRM, CCA, EiE IMPLEMENTATION IN SCHOOLS 1. Pursuant to DepEd Order No. 37 s. 2015- Comprehensive Disaster Risk Reduction and Management (DRRM) in Education Framework and Unnumbered DepEd Memorandum dated March 20, 2017, re: Utilization, Documentation and Reporting of the Use of Fund Support for Monitoring of DRRM, CCA, EIE Implementation at the school level, the Division will conduct a pre-orientation consultative meeting on the conduct of monitoring and evaluation activity on June 9, 2017, 8:00 A.M.-5:00 P.M. at the Valenzuela City Action Center, CESO Building, Audio Visual Room Dalandanan, Valenzuela City. 2. All School DRRMC Coordinators, Public School District Supervisors and Research and Planning Officer/staff from Valenzuela City DRRMO are hereby requested to attend the said consultative meeting. 3. Attached herewith is the 2016 DRRMS School Monitoring Tool and program of activities for your reference and guidance. 4, For queries, please coordinate with Edwin C. Pineda, Project Development Officer ll, School Govemance and Operations Division at telephone number 445-3406. 5. Immediate dissemination of this Memorandum is desired. sooaiece Service at its best, Education plattorm enriched. Achievement without borders, Learning opportunities endless 24S. 2 SEAL of ExcellenceRepublic of the Philippines a Department of Education National Capital Region en DIVISION OF CITY SCHOOLS- VALENZUELA —nnnussnss for tocaron Pio Valenzuela St., Marulas, Valenzuela City sdovalenzuela2015@gmail.com ielefax: no. (02) 292-32-47 CronercIns 7:00-8:00 A.M. REGISTRATION 3:00-830 AM. + Opening Frograrm + Acknowledgment of participants and guest _+ _Injroduction and presentation of Meeting Objectives and Agenda 8:30-9:30 A.M. SESSION 1: Overview of Disaster Risk Reduction Management (DRRM), Climate Change Adaptation (CCA), and Emergency in Education Monitoring and Evaluation Activity in School level Legal framework Schedule (date/time per schoo! district) Evaluation and Monitoring committee Documents and Reports needed + _ Others: specify 2 9:30-10:30 A.M. SESSION 2: Utilization of 2016 DRRMS School Monitoring Tool for Preparedness, Response, | Rehabiltation and Recovery + Manual and Electronic fling (Google Documents/Form) + Components/Contents (Preparedness before/during/Alter the hazard) + Monitoring and Evaluation Process Monitoring Tool function 10:30-11:00 A.M. Break time/ Working Break ‘SESSION 3: Disaster Preparedness Measures and Protocols in Schools Early warming signal system + Pre-emptive preparedness measures before during and after disasters © Programs, Activities and Projects (PAP's) of Disaster Risk Reduction & Management (DRRM|J, Climate Change Adaptation (CCA) and Education in Emergencies (EE) implementation in schools. +_information management and protacols Lunch Break 12:00-1:00 P.M. ice Breaker/Energizer SESSION 4: RADAR Reporting and Protocol System * Legal Framework | ‘= Rapid Damage Assessment Repor! after the dlsasters (within 72 hours) | ‘+ Information management protocol of reporting | ‘+ Flow chart of reporiing 2 ‘+ Classification of Damaged (classroom, text [2510-340 P.M. SESSION 5: Roles and Duties of SDRRMC Coordinators before, during, affer the disasters | ‘+ Initiate and Lead the schoo! in the DRRM activities and programs | + Faciltate and Conduct the capacity building in schools | 3k, building etc. + Evaluate, Monitor and Orient the schoo! in the development and updates of the DRRM programs and activities Technical assistance Coordination in the multilateral public office and community inkages Submit the Activity Completion and RADAR Report one day before deadline Document and implement the DRRM Program and activities (5:40-4:00 P.M. Working Break [4:00-5:00 P.M. Service at its best, Education platform enriched, Achievement without borders, Leaming opportunities endless SEAL of Excellence= u Semen Bisnes per VALI OEEA Kagawaran ni mba: RECORDS SECTI coos an ng @bukaspoh? ECEIVED MEMORANDUM, | APR 20 2017 \ FOR oA Regional Directors CODE ALL Use of Fund Support for Monitoring of DRRM, CCA, ELE implementation at the School Level DATE 120 March 2017 — In light of the need to strengthen monitoring of Disaster Risk Reduction and Management (DRRM), Climate Change Adaptation (CCA) and Education in Emergencies (EiE) implementation at the school level, fund support is being provided to DRRM Coordinators of regions and divisions. The funds to be downloaded shall be used for monitoring of DRRM, CCA and Ei related activities which include but are not limited to the following: 1. Implementation of DRRM policies, standards and tools; 2. Orientation and monitoring of SDRRM Team and roll-out of SDRRM Manual; and 3. Orientation and implementation of Comprehensive School Safety Monitoring (CSS) Tool. : ‘The funds shall be used for the following monitoring-related expenses: i. Transportation Allowance; 2. Communication Allowance; and 8. Food for the monitoring visits, meetings and workshops. — Office of the Undersccretary for Administration (Aetminsswative Servees, aybrmaton and Communiemions Technolgy, Disnater Mok Rechction and Manager, ‘Soheols Health Yeah Pormation, Bags Teachers'Camp, Education Poctties/ Schoo Duco) Department of Bdueation, Central Office, Meraico Avenue, Pasig City Room 519, Sabin Building: Mobile: +630260320762; Landline: 626337203, *6326376207 ‘Baia: usec-admindddeped.gor-ph; Facebook /Twitter @depedtayoFor the purpose of documentation and monitoring, regions and divisions are hereby provided with the following guidelines: 1. The funds to be provided for the monitoring of schools should be obligated and/or utilized within 2017; 2. The allotted amount shall be released to the offices concerned through a Sub-Allotment Release Order (Sub-ARO) by the Budget Division, Department of Education (DepEd) Central Office; 3. The Regional and Division DRRM Coordinators shall be accountable for the disbursement and liquidation of funds downloaded to their respective offices. A Statement of Expenditure following required accounting and auditing Procedures shall be submitted to the Chief of the Accounting Division, DepEd Central Office, copy furnished the Disaster Risk Reduction and Management Service (DRRMS); 4. Division DRRM Coordinators should submit their accomplishment report to their respective regions through the Regional DRRM Coordinators who shall consolidate all reports and submit to the Central Office through DRRMS on a quarterly basis. The attached monitoring of schools-fund support for region/division level reporting template as shown in Annex A shall be used for a consolidated reporting of the school monitoring; 8. Division DRRM Coordinators should submit ‘final liquidation reports to their respective regions through the Regional Finance Division and Regional DRRM Coordinators. The consolidated reports from Regions shall be submitted to the Centrai Office through the Accounting Division, copy furnished DRRMS, on or before 30 December 2017; and ©. All Regional and Division DRRM Coordinators concerned should observe judicious utilization of fund For clarification or concerns, please directly communicate with thé Disaster Risk Reduction and Management Service (DRRMS) through email address drmod@Mieped.gov.eh or through telephone numbers {02} 637-4933 of (02) 635-3764. °2016 DRRMS SCHOOL MONITORING TOOL FOR PREPAREDNESS, RESPONSE, REHABILITATION AND RECOVERY This School Monitoring Too! is aimed at tracking the preparedness, response, rehabilitation, and recovery measures. undertaken by the schools before, during, and after the onslauaht of a disaster. This is primarily for the use of the DRRM Division Coordinator who is expected to conduct the monitoring of affected schools after the disaster. This should be encoded and submitted to the DRRMS Central Office, one (1) month after the onslaught of a disaster the school receive any hazard advisory on [NAME OF HAZARD] before it made impact in the area? YES NOL] IF YES, proceed to the next question. If NO, proceed to question 1.2. 1.1.1. From whom and in what form did the school receive the advisory regarding [NAME OF HAZARD]? Check all that apply, Textblast Memo E-mail Radio Television eas ‘A. From Central Office Scene oc 8. From the Region oO oo Oo o ¢.From the Division Boe ice ol B g 0.From others, please specif] o o o a 1.1.2. To whom did the school share the hazard advisory received? Check all that apply. ANoone .Other school’s G.Ot 8 Teachers E Family a Cleamers FFrends = 1.1.3. How often was the advisory given in a day? ‘A. Once a day B.23timesaday [] C.4ormoretimes aday [] 1.2. Did the school receive any advisory on pre-emptive and preparedness measures before [NAME OF HAZARD] impact in the area? yes [] nof IF YES, proceed to the next question. if NO, proceed to question 1.3. 1.2.1. In what form did the school receive the advisory on pre-emptive and preparedness measures before NAME OF HAZARD]? Check all that apply. Textblast MemoE-mall Radio Television ‘A. From Central Office o oO oOo oO 8. From the Region eee Clee ol) cl C.From the Division oo 0 0 a D.From others, specty $= [oo ho ol lUmolo 1.2.2. To whom did the school share the pre-emptive and preparedness measures received? Check all that apply. ANoone 0. Other schools (3 ‘G Others, please specify B Teachers Family o C.leamers F. Friends o 13. Did th re for [NAME OF HAZARD] before it made impact in the area? Yes L] NOL] "If YES, proceed to the next question. If NO, proceed to question 2.1 1.3.1, What were the pre-emptive and preparedness measures taken by the school? Check all that apply ‘A. Unplugged and moved computers and other electrical equipment to safer place. ‘8 Moved textbooks, records, furniture, and other important materials to safe areas. . Secured roof beams of belldings made of light materials with heavy duty ropes andior other secured materials .Boarded up jalousies and windows with plywood andlor other secured materials. . Pruned trees which are along electrical posts and adjacent to buildings, . Secured construction supplies and materials located in the school G.Prepositioned materials such as emergency suppliesiequipment for possible immediate use. H.Convened the school DRRM team. |. Assigned a personnel as ian of Keys in ca Lis used for evacuation. 4. Others,please specify 7.32. Who helped the school in preparation for the impact of [NAME OF HAZARD]? Check all that apply. ANoone Gh D.PTA 0 G.Others please B. Teachers 2) ELGU a C.leamers_O F. Other schools Page Tals goooo ooo2016 DRRMS SCHOOL MONITORING TOOL FOR PREPAREDNESS, RESPONSE, REHABILITATION AND RECOVERY 2.1.Did 100] suspend classes during [NAME OF HAZARD] ? YES ap NOL] If YES, proceed to next question. If NO, proceed to question 2.2. 2.1.1, What is the basis of class suspension? ALGU announcement 1 C.Others, B. Automatic class suspension please specify 2.1.2, When did the school suspend classes? COT) Ss D0bontknow MMDDYYYY 2.1.3, Forhow many school days were classes suspended because of [NAME OF HAZARD]? are Lidont now 2.1.4, What were the actions taken by the school during class suspension due to [NAME OF HAZARD]? Check ail that apply. A Reported class suspension to the division office. '. Announced class suspension to personnel and leamers. Allowed early comers to remain inthe schoo! unti it was safe for them to qo home. . Facilitated the parents who gathered their children home. E Created catch-up plans due to class suspension. ooooo [22 Was the school used as an evacuation center (EC) during [NAME OF HAZARD]? Yes L] NOL] IF YES, proceed to the next question. If NO, proceed to question 2.3 2.2.1, When was the school used as EC due to [NAME OF HAZARD]? ord don't know 2.2.2. For how many days was the school used as EC during [NAME OF HAZARD]? — [__]days [Don't know 2.2.3. How many classrooms were used as EC and how many families actually occupied these classrooms. during [NAME OF HAZARD]? Number of Don't Number of Don't Number of Don't Classrooms know Families know Individuals know ‘A.On Day 1-3 Q a Q 8.On Day 4.15 a o o C.On Day 16 onwards a a a (if applicable) 2.24, Were there classrooms damaged as a result of evacuation? If yes, how many totally and major damaged classrooms? yes I] no] Totally damaged classrooms as a result of school being used as EC [Partially damaged (maior) classrooms as a result of school being used as EC. 2.2.5. What were the actions taken and responsibilities of the school when it was used as EC during [NAME OF HAZARD]? Check all that apply. ‘A Reported the use as EC during NAME OF HAZARD] to the division office ] _E Others, please sr 8. Coordinated with the LGUJ and DSWD for camp management a . Secured the school and its properties a D.None a Page 20152018 DRRMS SCHOOL MONITORING TOOL FOR PREPAREDNESS, RESPONSE, REHABILITATION AND RECOVERY -28. What were the challenges encountered when the school was used as EC? What were the actions taken to resolve these’ halen ions Taken 2.3.18 the school aware that it should report to the division about class suspension and use of schools as EC? Yes L] NOL] If YES, proceed to the next question. If NO, proceed to question 3.1 2.3.1. Who informed the school of their role to report the announcement of class suspension by the LGU and the use of school as EC? Textblast MemoE-mail Radio Television Others, pk city ‘A From Central Office o oo 0 0 B From the Region o oo Goa Crom the Division od oo o Oo DFrom others.please specfy[ oo 6odlcolUllU 13.1. What were the effects of [NAME OF HAZARD] in your area? Was there any of the following circumstances ‘and for how long did it last? Kindly read to the respondent the following and enter the answer in the space provided. Leave biank ifthe school did not experience any risk-related effects. Yes Days Hours (fess than a day) ‘A. Communication lines were down. a 8. Power was down o ©. Major andior arterial roads were impassable o 0. Flooding a E Landslide F. Othersiplease speciy [J] & [5.2.1f the school suspended classes due to [NAME OF HAZARD], what is the average percentage of attendance of learners and personnel during the second week of class resumption? Lessthan 21to 41t0 61to 8110 21% — 40% © 60% © 80% © 100% ‘A, Percent of leamers who attended the first day of class resumption = o of OF a 8, Percent of personnel who attended the frst day of class resumption =.) o oF oF Oo [5;3. Were there infrastructure and non-infrastructure damage incurred due to [NAME OF HAZARD]? YES NOL] If YES, proceed to the next question. If NO, proceed to question 3.4. 3.3.1. Were the damage incurred from (NAME OF HAZARD] also due to previous andior multiple calami hit the school? If YES, please and the ities i a ar it occur \. eu 4a Me faa ane eet ee ETO [3.4.1s the school aware that it should report about the effects of hazards in their area, regardless if with or without damage, granted that its area is defined as affected and is monitored by DepEd? Check ONLY ‘ONE that applies. ‘8. School is aware that it should report about effects of hazard using RADaR forms a 8. Schoo! is aware that it should report about effects of hazard but not using RADAR forms a C. Schoo! is not aware that it should report about effects of hazard a [3°5. Did you submit the data on effects of hazards, Le. damage or NO damage, within 72 hours after INAME OF HAZARD]? Yes [J] NOL] Ir YES, proceed to the next question. If NO, proceed to question 3.5.2. 3.5.1. To whom and how did you send the data on damage (or NO damage)? Check all that apply. SMS E-mail Fax. Personnally t ‘To the Central Office eee eo) ec) 8.To the division go og aoa C.Toothers, please specty[ J oo oo 6 lo2016 DRRMS SCHOOL MONITORING TOOL FOR PREPAREDNESS, RESPONSE, REHABILITATION AND RECOVERY ‘3.5.2. Why did you not submit the data on damage (or NO damage) within 72 hours after [NAME 3.5.3. Were there any challenges encountered upon submission of damage (or NO damage) report? If YES, specify the challenges, including actions taken to resolve these. Pe ; “ = '3}6.Is the school a recipient of DepEd funds downloaded for school clean-up andlor construction of temporary learning spaces (TLS)? A School clean-up 1 __ 8 Temporary leaming spaces [] ¢.Don'tknow [] If recipient of TLS and/or clean-up, proceed to the next question, if NO, proceed to question 3.7 3.6.1. What is the status of completion of liquidation of reports for clean-up and TLS construction? Completed Ongoing Not yet started Don't know ‘A School clean-up liquidation o o a o 8. TLS Construction o o o o -Did the school conduct any of the following activities such as school clean-up, minor repai construction of TLS using their own resources? YES L] NOL] If YES, proceed to the next question. If NO, proceed to question 3.8 and 3.7.4. How much was spent for the following and which sources were the funds taken from? mount__ Fund source (i multiole fund sources, separate with comma) ‘4 School clean-up PHP 8, Minor repairs PHP ©. Temporary Leaming Spaces PHP [3.6 Did the school conduct psychosocial first aid sessions after [NAME OF HAZARD]? Yes [] NOL] IFYES, proceed to next question. f NO, proceed to question 3.9, 3.8.1. Who conducted psychosocial first aid sessions? Check all that apply. A Teachers o D.Other DepEd personnel cr 8. DepEd Guidance Counselors. «= E.DOH ©. DepEd Nurse o F. Others, please specify 3.8.2, When was the conduct of psychosocial first aid sessions? COCO) = Doon know MMODYYYY 3.8.3. How many days was the conduct of psychosocial first aid sessions? Jdays [Don't know 384, —e were administered during psychosocial first aid sessions? [3°9. Were there other LGU interventions and other donations from stakeholders after [NAME OF HAZARD]? if YES, specify. Donations or interventions in cash or in kind, specify Amount ff any) Donor PHP ] PHP PHP PHP poe Pogo 40t5 N2016 DRRMS SCHOOL MONITORING TOOL FOR PREPAREDNESS, RESPONSE, REHABILITATION AND RECOVERY [4.0 Are the following statements TRUE or FALSE? Kindly read fo the respondent the folowing statements and input ir answer in the checkbox provided. ‘TRUE FALSE ‘A Classes in secondary schools are automatically suspended during Typhoon Public Storm Warning Signal (PSWS) Number 2. oo 8. I there are no advisories on Public Storm Warning Signals, the announcement on class suspension comes from the LGU. fa) isl ©. Totally damaged classrooms are classrooms which can no longer be used by schools due to structural damage. cl In case there is a deceased personnel as a result of the effects of [NAME OF HAZARD], the school should verify this with the LGU. Geo E. The school MOOE can be used for minor repairs. og TRUEFALSE |4.1.A. Public Storm Warning Signal No. 1 has a wind speed of 30-60 kph with a lead time of 36 hours and a wind impact of "No damage to Very light damage" Ge: ol 8. Public Storm Warning Signal No. 3 has a wind speed of 61-120 kph with a lead time of 18 hours. and a wind impact of "Light to Moderate damage". He ] . Public Storm Warning Signal No. 4 has a wind speed of 171-220 kph with a lead time of 12 hours and a wind impact of "Heavy to Very Heavy damage". eo . Public Storm Warning Signal No. 2 requires people to stay at home. Ge ol E. PAGASA has added Public Storm Warming Signal No. 5 which has a wind speed of more than ooo 20 kph. |4.2. Are you aware of the Joint Memorandum Circular No. 1 series of 2013 on the Guidelines on Evacuation Center Coordination and Management? yes C1 nof IFYES, proceed to the next question. if NO, proceed to question 4.4, TRUE FALSE |4.3.A.In the said JMC, the overall coordinator of the Evacuation Center Management Committee is the Social Welfare and Development Officer. o B. The JMC also identifies the Schoo! Division Superintendent as a member of the Evacuation Center Management Committee, a C. The JMC does not designate any school personnel to be a member of the Evacuation Center Management Teams. a a D. The JMC likewise stipulates that schools shall not be the primary choice and option for ‘evacuation centers. E. In the JMC, itis stated that in events that schools need to be utilized as evacuation centers, the local government units, with the support from national government agencies shall establish transitional shelters to house the evacuees for an extended period of time. ooaaoa a a ‘isi tocar ft tne Intervie on responses fas aconnetehed ihe DRAWS Sotoal Moniaring Foo) for Preparedness, Response, Rehabilitation and Recovery. en eel Sore feopoiont (otis ‘Dale of interview oO ‘Time interview started [L]: [1]. Time interview ended (1): [1] MM i an Mi a MM Page Sol5