Guidelines on the Designation of District and School Information and Communications Technology (ICT) Coordinators 1.0 Overview ‘The Department of Education Region Vil is committed to advocating proper selection, appointment and granting of privileges of personnel for the effective management and implementation of ICT-related programs and projects. 2.0 Purpose ‘This document has four purposes: a. to provide qualification standard for the selection of ICT coordinators; to require appropriate authorities to designate ICT Coordinators in their school/district/division; to set the duties and responsibilities of the designated ICT Coordinators; and d. to provide procedures and requirements in granting privileges to the designated ICT Coordinators. 3.0 Scope This policy covers all public schools within the Department of Education Central Visayas. 4.0 Policy 4.1 Selection of ICT Coordinator 4.1.1 Qualification Standards Minimum 3 years of teaching experience. Oriented in Basic Computer Software and Applications. Oriented in Basic Software and Hardware Installations, Extensive experience in Educational Technology. ‘Strong interpersonal, communication, analytical, and problem-solving skills Must be responsive and available whenever there is a need for reports, coordination and technical assistance. 4.1.2 Steps in the Selection of School ICT Coordinator 1. Interested teacher/s will submit a Letter of Intent to the School Head. 2. The School Head will evaluate the qualifications of the applicant/s if it matches that of the OS set. 3. If the number of qualified applicants exceeds the number of needed ICT Coordinators, the Schoo! Head will create alist of qualified applicants and submit it to the Division ITO. vl 4 The Schoo! Head wil rete an ICT Coordinator Selection Commitee thats tasted totentiy ‘the most qualified applicant and recommend to the Schools Division Superintendent (SOS) for appointment. The committee will be composed of the: ki. SGOD Chief or Division Planning Officer; ji, CID Chief or Education Program Supervisor; Division ITO; and ‘School Head (Chairperson) 5. The following point system will be followed during the selection process: i. Performance ~ 35 points li, Teaching Experience ~ 10 points iii, Experience with Educational Technology ~ 5 points iv. Technical Knowledge / ICT-related Capability - 20 points v. Psycho-social Attributes ~ 20 points vi. Potential ~ 10 points 6. The applicant/s with the highest points will be recommended by the Selection Committee to the SDS for designation as the School ICT Coordinator/s. 7. Ininstances wherein no teacher applies or qualifies based on the qualification standard, the School Head shall endorse a list of teachers to the DITO for the validation of their skillset, matching the duties and responsibilities of the ICT Coordinator and for appropriate training intervention, 8. Once the validation is done, the Selection Committee will then select and recommend to the SDS the teacher/s to be designated as School ICT Coordinator/s. 9. The Schools Division Superintendent will release a Designation Order to the chosen teacher. 4.1.3 Steps in the Selection of the District/Division ICT Coordinator 1. Only designated School ICT Coordinators may be assigned to the position of District ICT Coordinator. 2. The number of District ICT Coordinators will be based on the number of districts within the Division, 3. Division ITO will call for a yearly election amongst the School ICT Coordinators within the district. The winner of the process will be declared as the District ICT Coordinator and the ‘name shall be submitted to the SDS for the release of the designation order. 4. Incases wherein no School ICT Coordinator will un for the position, the Public School District Supervisor or District in-Charge of the concerned district together with the DITO shall designate a District ICT Coordinator. 5. For Divisions not clustered by districts, the DITO will identify two (2) Schoo! ICT Coordinators {one (1) for Hardware and one (1) for Systems) that will form part of the Division ICT Core ‘Team that will be headed by the DITO. 6. The SDS shall release a Designation Order to the selected District ICT Coordinator, 4.1.4 Number of ICT Coordinators per Schoo! 1. The number of ICT Coordinators per school shall be determined based on the school category according to DM 36 s. 2019. a. Elementary CATEGORY | NO. OF TEACHERS (excluding | NO. OF SCHOOL ICT ‘School Head) ‘Small ‘and below 2 Medium 10-29 [2large 30:50 L Mega Si and above 1 per SO teachers b, Secondary (Us and Non-IUs} (Junior High Schoo! only) CATEGORY | NO.OF TEACHERS (excluding | NO. OF SCHOOL ICT ‘Schoo! Head) Small 15 and below 1 Medium 16-30 2 Large 31-50 2 ‘Mega ‘Sland above ‘1 per 50 teachers Secondary (Junior High with attached Senior High School) CATEGORY | NO.OF TEACHERS (excluding | NO.OF SCHOOL ICT | ‘Schoo! Head) Small [45 and below 1 Medium [16-30 2 Large 31-50 2 Mega | Stand above 1 per 50 teachers d. Secondary (Stand-alone Senior High Schoo!) CATEGORY | NO.OF TEACHERS (excluding | NO. OF SCHOOL ICT ‘School Head) ‘Small ‘Sand below 1 Medium 10-29, 2 Large 30-50 2 Mega ‘Siand above 1 per 50 teachers Integrated Schools will be treated as two categories; Elementary and Secondary and will follow the determination for each of the category. 4.2 Duties and Functions of ICT Coordinator 4.2.1 On ICT and School Infrastructure Management 1. Ensure utilization and maintenance of DepEd and Non-DepEd provided e-classroom including ICT equipment such as laptop, projectors, and speakers among other. 2. Report problems and concerns about ICT packages on school to the supplier and SDO ICT Unit Coordinate with the School Property Custodian in the inventory of all school ICT equipment 4, Assist in the preparation of School Improvement Plan or Annual Implementation Plan 4.2.2 On ICT Programs and Projects 1. Spearhead the implementation of ICT Literacy via school LAC session 2. Maintain the effective use of the e-classroom and monitor the utilization of the other ICT ‘equipment such as laptops, projectors, and speakers, among others 3. Maintain schoo! LIS/BEIS account (username and password) and mentor LIS/EBEIS online encoding4 Provide assistance and/or facilitate in the yearly accomplishment of different ICT-related Depéd Programs like LAMDS, e-class Record, DepEd Email Account, eHRIS, Workplace, and the like 4.2.3 On Partnership and Stakeholders Management 1 Forge \CT-related MOU/MOA with private organizations, SUCs, LGUs, and/or Public/Private Schools 4.2.4 On ICT Technical Assistance 1 Provide technical assistance among peers, learners, and school heads with regard to the positive use of ICT in teaching and learning, and governance Coordinate with District ICT and Division IT Officer on the monitoring and evaluation of ICT programs and projects to ensure effective feedback and collaboration 4.2.5 Specific Functions 1. Manage and maintain the ICT system and infrastructure of the School/District to support operations. Preventive maintenance, and repair of equipment that is outside of warranty period are included. 2, Manage and implement ICT programs and projects in the School/District to ensure data validity and effective utilization of the system 3. Formulate plans for the School/District to effectively allocate the necessary ICT resources of the division to support regional and national strategy, operations, programs, and projects 4. Participate and communicate with the Division and other ICT District and School ICT Coordinators with regard to. the implementation/accomplishment of the Division/Region/NationalICT-related programs 4.2.6 Others 1. Ifthe schoo! has two (2) ICT Coordinators, the School Head shall assign specific functions to ‘each one of them. The functions can be grouped into: (1 ICT Coor) Hardware related duties. and responsibilities and (2° ICT Cocr) Data management and various IT systems. 2. In-case of urgent need and/or if deemed necessary, the two (2) School ICT Coordinators shall perform all the functions regardless of specific assignment. 3. For schools with only one (1) ICT Coordinator, the designated ICT Coor will perform the two functions; Hardware and Systems. 4. Designated District/School ICT Coordinators shall perform duties and responsibilities related to the Depéd ICT programs and shall not be treated merely as District/School secretariat. 5. In cases wherein a school within the district or division requests for the assistance of an ICT Coordinator from another school, the following process should be followed: School Head will send a Technical Assistance (TA) request letter to the Division Office addressed to the Superintendent through the Division ITO b. Division ITO (DITO) will identify the ICT Coordinator that will respond to the TA request unless a specific person has been identified by the School Head. In such case, the DITO will stil validate and approve the specific person requested. DITO will call the Schoo! Head (SH) of the concerned ICT Coordinator for approval and availability of the person,d,_ Ifthe SH approves the request of the DITO, a Travel Order will be created by the DITO and signed by the SDS. e, Requesting Schoo! Head will be informed of the Travel Order and the schedule set for A {Upon leaving the schoo! premises, the ICT Coordinator will have the School Head indicate the time he/she left and will have the School Head of the requesting school acknowledge the time of arrival and departure of the ICT Coordinator. The ICT Coordinator will then create an accomplishment report with MOVs together with the TA Form signed by the Schoo! Head and submit to the Division ITO. h._Incases wherein the taskis not totally completed and will require the ICT Coordinator to be back for further assistance, go back to Step C. i. Expenses relative to the TA conducted by the ICT Coordinator will be charged against the requesting school's local funds. 4.3 Procedures and Requirements in Granting Privileges to Duly Designated ICT Coordinators 4.3.1 Teaching Load 1 For Teachers designated as School ICT Coordinators but continue to have regular teaching loads shall render services on part-time basis and shall remain in the teachers’ leave basis. The School Head shall give the School ICT Coordinator 4 hours teaching load only. The remaining 4 hours shall be for ICT Coordinator duties and functions. The Teacher's Program of the designated ICT Coordinator reflecting the 4 hours teaching load ‘and 4 hours of ICT Coordinator load shall be attached to the Designation Order submitted by the Schoo! Head to the SDS. 4.3.2 Overtime L Any work done within school premises in excess of 8 hours during the regular schoo! days shall be given additional compensation or overtime pay. When funds are not available for the grant of additional compensation or overtime pay, vacation service credits may be granted for services rendered beyond the required working hours during regular school days, which is exclusive of the 15 days limitation under DepEd Order No. 53 s. 2003. The specific provision of DepEd Memorandum No. 291, s. 2008 and the addendum under DepEd Order No. 16, s. 2009 shall be enforced in this regard. Teachers who are designated on part-time basis as School ICT Coordinator and who are required to render services during the summer vacation to conduct preventive maintenance of e-classroom/computer laboratory and ICT equipment inventory after the closing and before the opening of classes for each semester shall be granted vacation service credits of not more than 15 days, also exclusive of the 15 days’ limitation. Designated ICT Coordinators shall submit an overtime request (should there be DCP-related activities that may go beyond the 8-hour work) and have it verified and validated by the Division ITO and approved by the School Head before rendering overtime. No OT should be rendered if there is no prior verification/validation and approval of the overtime request. Overtime pay or Service Credit will only be granted if ICT Coordinator renders OCP-related work beyond 8-hour workday.10. 1 Regardless of the total number of overtime hours rendered, the ICT Coordinator may only claim a maximum of 15-day service credit. The School Head shall submit to the SDS the request to grant of vacation service credits, clearly indicating the total number of days served by the designated Schoo! ICT Coordinator during the summer vacation together with the duly signed daily time record (DTR) and accomplishment report for approval. The discretion to determine the allowable number of vacation service credits that may be allowed is vested with the SD. The accumulated vacation service credits of the teachers shall be used to offset absences of teachers due to illness. Subject to availabilty of funds and approval of the SDS, monetization ‘or payment of the money value of unused vacation service credits may be allowed, using the approved formula for the computation, conversion, and reversion under existing CSC rules and regulations. 4.4 On Transfers, Replacements and Resignations 4.4.1 Transfer IF the School ICT Coordinator will transfer to another school (within or outside the district), notify the Division ITO to have him/her replaced and have the selection process followed. The transferred ICT Coordinator may continue to be a designated ICT Coordinator in the new school provided that the designation is vacant upon the day of the transfer. Otherwise, he/she will be stripped off of the designation. IF the District ICT Coordinator will transfer to another school within the same district, his/her designation as District ICT Coordinator will still be enforced provided he/she becomes the School ICT Coordinator of the new school. Otherwise, he/she will be stripped off of the designation. IF the District ICT Coordinator transfers to another school outside of her district but becomes the School ICT Coordinator of the new school in the new district, he/she will only become the District ICT Coordinator ifthe position is vacant. Otherwise, he/she will be stripped off of the Position and will have to wait for the annual gathering of School ICT Coordinators in his/her new district and run for election. The service credit or overtime earned by the School ICT Coordinator will be not be forfeited when he/she transfers to another school regardless whether he/she remains as a SICT or not provided that all the required documents like DTR, accomplishment report etc. required for the approval of the service credit are complied. 4.4.2 Replacement L 2 ICT Coordinators will be evaluated on monthly basis. For non-performing School ICT Coordinators (SICT), the School Head (SH) shall enforce his/her function as school manager. First and second instance of non-performance, the SH shall issue ‘a written reminder to the ICT Coordinator stating his/her functions, ‘A Notice to Explain shall be issued soliciting for the ICT Coordinator's explanation as to why he/she will not be stripped off of his designation on the third instance of non-performance. If the SH is not satisfied with the explanation, SH shall endorse the concern to the Division ITO who in turn shall call for a discussion with the SH and the SICT together with the PSDS/DIC.If explanation is accepted and a compromise is reached, the DITO will issue a memorandum reminding the School Head and ICT Coordinator of their respective duties and responsi with regard to Depéd ICT. |fnon-performance is confirmed by the DITO and PSDS/DIC, a new School ICT Coordinator will bbe designated following the selection process. A temporary SICT may be appointed by the DITO if there is an urgent need for SICT. Similar process shall be observed for non-performing District ICT coordinators (DICT) with PSDS/DIC as the disciplining authority. If the District ICT Coordinator is not performing well as DICT but performs well as SICT, he/she will only be stripped off of the DICT designation but may remain as SICT. 4.4.3 Resignation 1 The service credits or overtime earned by the now resigned DICT/SICT will not be forfeited provided that all the required documents like DTR, accomplishment report etc, required for ‘the approval of the service credit are complied. ‘The SICT/DICT if no longer wants to perform his/her functions as such, he/she needs to submit a resignation letter addressed to the School Head. The SH will then endorse the resignation letter to the DITO who in turn will recommend for the approval of such request. ‘The SDS shall confirm the resignation by issuing a memorandum to the concerned SICT/DICT. ‘The position will be considered vacant on the effective day of the resignation. Selection process shall commence right away. A temporary SICT/DICT may be assigned by the DITO while the search for the new SICT/DICT is on process. 5.0 Enforcement and Implementation 5.1 Roles and Responsibilities L School Heads, Public School District Supervisors, Division Information Technology Officer, Assistant Schools Division Superintendents and Schools Division Superintendents are responsible for implementing, monitoring and ensuring compliance with the DepEd Guidelines on the Designation of District and School information and Communications Technology (ICT) Coordinators. The Office of the Regional Director through the Information and Communications Technology Unit is responsible for enforcing this policy, and is authorized to create technical and other related guidelines or amend this policy provided it is within the bounds of the DepEd Memorandum released by the Office of the Undersecretary for Administration to ensure ‘smooth implementation of the policy. A policy note shall be submitted to the Information and Communications Technology Unit should there be provisions in the DepEd Memorandum released by the Office of the Undersecretary for Administration that need to be revised or amended. 5.2 Consequences and Sanctions1. Violations of these policies may incur the same types of disciplinary measures and consequences as stated in the Civil Service Law. In some cases, violations of this policy may also be violations of the country’s laws, and consequences may include criminal prosecution.0365 and GSuite Learner Accounts Distribution Process ‘Who will distribute the learner accounts? Teacher-Adviser (School ICT Coordinator may assist) To whom shall the accounts be given? Parents/Guardians regardless of the grade level Step by step process: 1. Division ITO to meet with the District and/or School ICT Coordinators who are Admins of the learner accounts to discuss the process of distribution and to have them sign the EULA 2. Ifapplicable, District ICT Coordinators will call the School ICT Coordinators and cascade the orientation done on step 1. 3. The School ICT Coordinators will orient the Teacher-Advisers with the presence of the School Head/TIC of the distribution process. 4, Teacher-Advisers will request for a homeroom/PTA meeting of his/her class advisory. a. Purpose of the learner accounts b. Benefits ¢. Do's and Don’t’s of learner accounts 4. Activation and installation process e. FAQs f. Conduct survey who are willing to receive the accounts. 5. Teacher-Advisers will request the parents/guardians to sign a consent form 6. Note that only parents/guardians who signed a consent form will be given the learner accounts. 7. The following will be the manners of distribution a. Learner accounts will be given during the module distribution. (ITO with Attorney to craft acknowledgement receipt) b. Learner accounts will be given via email to the parents of online students/learners. (parents will be asked to acknowledge receipt via email) 8. Teacher-Advisers will conduct monitoring and assessment of the distributed accounts (ITOs to craft standard monitoring tool).