SCHOOL DISASTER RISK REDUCTION MANAGEMENT COMMITTEE (SDRRMC)
ORGANIZATIONAL STRUCTURE
TERMS OF REFERENCE
The Chairman
1. The Chairman shall advise the Division Office on the current status of disaster/crisis as well as on the
programs and operations being undertaken by the school to reduce the impact of the emergency situation;
2. Establishes policy guidelines and sets priorities in the allocation of resources and
services;
3. Advises the leaders of the different action teams in accordance with the information/advisory given by
warning agencies like PAGASA and PHIVOLCS of an impending occurrence of hazards and activates the
operationalization of the contingency plans;
4. Announces through the School Head the suspension of offices/and or classes on the basis of advisories given
by the warning agencies;
5. Provides assistance to the National Disaster Coordinating Council on advocacy and information dissemination
campaigns on disaster risk reduction and management through integration in the basic education curriculum;
6. Ensures that disaster risk reduction concepts are being mainstreamed in the education system and integrated in
the basic education curricula;
7. Ensures the provision of safe learning environment, child friendly spaces, alternative learning activities to
displaces families/individuals/schoolchildren housed in schools as temporary holding centers;
8. Activates the Disaster Operations Center and authorizes the 24/7 services of pre-designated officers and
members of the concerned team;
9. Convenes and presides over meetings and conferences.
The Vice-Chairman
1. Assists the Chairman in all his functions;
2. Performs the functions of the Chairman in case of absence/leave or incapacity of
the latter;
3. Develops a disaster preparedness plan for the Department;
4. Organizes and supervises the Disaster Operations Center;
5. Ensures that appropriate trainings and capability building be set up for teachers,
school administrators, non-teaching personnel, and school children;
6. Maintains cooperative and collaborative efforts with principal officers of other
government agencies and arranges for obtaining assistance relative to disaster risk reduction activities;
7. Serves as overseer and evaluator during emergency/evacuation drills and exercises; and
8. Does related work as may be assigned by the Chairman.
A. Response and Resource Mobilization
1. Maintains an updated database of all available response resources in the Department that can provide
capacities to the schools like airlift operations, fi re suppression, emergency health services, ambulance
service/emergency evacuation, security emergency social services, environmental emergencies, hazardous
materials emergencies, search and rescue, engineering and basic utilities in coordination with the different
DRRMO Teams;
2. Assists in the formulation of mobilization SOPs for those response resources and operational support and
arrangements like MOA and MOUs with partner agencies and cluster members and rehearse them as far
as practicable;
3. Facilitates the conduct of a post mobilization debriefing for all units deployed and utilized to look into
areas of strength and areas for improvement.
B. Information Management
1. Maintains an updated database of relevant baseline information on school population, demography in the
different regions, hospitals, school facilities, etc.
2. Collates, validates and analyzes information and undertake the appropriate steps to be taken based on pre-
delegated tasks and responsibilities, otherwise recommend to the NDCC
3. Executive Officer or the NDCC Chairman the necessary steps to be taken based on processed information
for an enhanced decision-making process.
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4. Documents all past disaster situations to include a review of the pre and post disaster activities undertaken
by all key actors, and maintain a database of these documents;
5. Initiates the development and integration of Disaster Risk Reduction in the curriculum.
6. As a matter of standard operations procedure, all concerned shall take into consideration the reporting and
flow of activities during and after a disaster as stated in Figure 13, to ensure timely, accurate, and reliable
data gathering and reporting.
C. Coordination for Operational Capability
1. Maintains active linkages with OPCENs of other NDCC member agencies and
cluster members the synchronization of programs for operational capability
upgrade;
2. Explores possibilities of cross fertilization with other OPCENs in the area of staffing skills and
competencies, equipment operations and maintenance, in house systems and procedures, database
management and granting of access;
3. Provides operational guidelines on the management of the School DRRMO.
Personnel Requirements
1. Intelligence and Disaster Analysis Officer
Under the supervision of the Intelligence and Disaster Analysis Officer will be the Communications
and Warning, Disaster and Needs Assessment, and the Security and Police Teams.
a. Communications and Warning Team shall have the following functions:
1. Provides warning in close coordination with National warning agencies and through all available means, to
areas threatened by slow onset disasters like storms, typhoons and consequent flooding, providing school
officials, teaching and nonteaching personnel, and schoolchildren a clear understanding of what to expect and
advises on appropriate precautionary measures to be undertaken;
2. Alerts available response agencies/unites at the national level and closely monitor the conduct of disaster
response operations, mobilizing additional resources available as may be needed in the field; and
3. Monitors the transition from emergency response and relief to recovery phase as may be required by the
Secretary of the Department and or the Office of the President of the Philippines.
b. Damage Analysis Needs Analysis Team
1. Evaluates crisis situations and determines courses of actions to be followed, and formulates guidelines in
assessing the situation;
2. Assesses information and advises the Chairman of DRRMO on possible measures to be undertaken in order to
lessen the impact of the crisis;
3. Submits recommendation for allocation of needed resource;
4. Coordinates the plans and actions of the Group with the proper authorities whenever a crisis occurs;
5. Monitors the probable consequences of potential, ongoing and past disasters or emergency situation around
the country in close coordination with internal and external stakeholders in education;
6. Coordinates pre-defined pre and post disaster operational activities being undertaken by relevant agencies and
ensure that all key actors are taken on board;
7. Initiates and leads the conduct of a multi-agency damage and needs assessment mission as the post disaster
situation warrants;
8. Facilitates the conduct of a multi-agency debriefing of past disaster situation to look into areas of strength and
areas for improvement;
9. Allocates working stations for pre-identified cluster members who will be working at the Disaster Operations
Center during emergency situations;
10. Promotes synergistic multi-agency approach in managing the potential consequences of disasters in the
country; and
11. Does related work.
c. Police and Security Team
1. Calls the local police of any bomb threat received through telephone or any other means of communication
and reports the matter to the DRRMO Chairman;
2. Assists the police in conducting bomb search operations;
3. Secures the area and the entire DepED premises;
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4. Provides for personnel and vehicle movement control and open all exit routes;
5. In case of fire, assigns a sub-group to the fire scene and coordinate with the fire suppression team to prevent
looting and apprehend looters;
6. Assigns a sub-group to the evacuation area to secure the properties and individuals evacuated.
7. Systematically stores properties brought to the evacuation area and safeguard their release to their respective
owners after the fire. Sees to it that all evacuated equipment and documents are returned to their respective
sections/owners.
8. Maintains a guarding system for personnel, materials and other installations;
9. Makes an inventory of the returned documents/equipment and submits a report of losses/damages to the Vice
Chairman, who shall in turn submit the same to the Office of the Secretary being the Chairman.
2. Education, Advocacy and Information Officer
The Education Information Officer shall have the following functions and shall organize under his supervision
alternative learning, advocacy and public information, education and training, and health and sanitation teams:
a. Alternative Learning Team
1. Coordinates with the Bureau of Alternative Learning System, Bureau of Secondary and Elementary
Education, Commission on Higher Education (CHED and State Universities and Colleges on matters relative
to the integration/mainstreaming of Disaster Risk Reduction (DRR) concepts in the courses offered;
2. Provides alternative learning activities to schoolchildren in the evacuation centers and ensure continuity of
academic instruction;
3. Prepares modules and disaster preparedness materials as reference and support materials to teaching-learning
activities;
4. Provides alternative learning materials and keeps an inventory of available resource materials on DRR; and
5. Does related work
b. Education and Training Team
1. Trains and maintains pool of trainers on DRR;
2. Initiates programs and projects to enhance skills and capabilities of teaching and non-teaching personnel on
disaster risk reduction;
3. Conducts researches and studies on disaster risk reduction, the impact/effects of integration/mainstreaming
programs and projects in the curriculum and the impact of disasters in the education sector;
4. Conducts capability training of teachers and non-teaching personnel on disaster risk management;
c. Advocacy and Public Information Team
1. Conducts information dissemination campaign on DRR concepts and what to do before, during and after the
occurrence of hazards;
2. Serves as resource person during trainings, seminars and for a relative to disaster risk management;
3. Provides learning modules and DRR materials to schools and the public;
4. Publishes information on emergency situations, reports disaster damages and rehabilitation efforts to the
National Disaster Coordinating Council and to the Office of the President;
5. Coordinates with media and the Public Information Agency (PIA) on matters relative to advocacy and public
information activities;
6. Conducts studies and researches on DRR and disseminates results and recommends appropriate action.
d. Emergency Health and Medical Service Team
1. Arranges with government health agencies like Department of Health, PNRC or sources for first aid and
medical self-help training;
2. Supervises the selection of first aid or medical treatment areas in evacuation centers;
3. Directs first aid or medical self-help operations and control the access to medical supplies;
4. Establishes policies and rules governing the emergency treatment of badly injured persons;
5. Maintains an adequate sanitation and hygienic standards and deals with matters related to emergency services;
6. Monitors the storage and handling of medicines, goods, food and drinking water in evacuation in coordination
with concerned agencies;
7. Does related work as the need arises.
3. Plans and Operations Officer
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The Plans and Operations Officer shall organize and supervise the evacuation, search and rescue, fire
suppression, rehabilitation and engineering teams and shall have the following duties and responsibilities:
1. Determines courses of action to be taken based on the recommendations of the Intelligence and Disaster
Analysis Officer;
2. Determines the type of action units to be utilized whenever there is a crisis;
3. Maintains and/or supervises programs of operations and determines the necessity of utilizing additional action
units;
4. Coordinates with the Intelligence and Analysis Officer the operations being undertaken and those to be
implemented.
a. Relief and Evacuation Team
1. Systematically evacuates personnel, students and properties during emergency situations;
2. Upon receipt of information from the Communication and Warning Team on the need to evacuate, the team
shall immediately establish an evacuation area and take charge of evacuation in the following order of
priority:
a. Occupants of the building, especially the injured;
b. Valuable documents and records of the office;
c. Personal belongings of personnel;
d. Office equipment and other movable facilities
3. Receives evacuees/victims from the evacuation service leader;
4. Provides housing for displaced persons/evacuees during emergency;
5. Organizes evacuees into work brigades/committees;
6. Ensures proper camp management of resources guided by the Minimum Standards on Education in
Emergencies; and
7. Conducts inventory and stock fi le of available resources.
b. Search and Rescue Team
1. Locates/Removes injured or trapped persons in the area in coordination with SAR skilled agencies/groups;
2. Organizes and trains the search and rescue teams provided for in the emergency plan, in cooperation with
NDCC member agencies;
3. Obtains appropriate equipment for search and rescue operations;
4. Coordinates with PNRC and other response agencies on matters relative to search and rescue operations; and
5. Coordinates with agencies/organizations/with specialized skills on search and rescue for possible deployment
to affected areas during emergency situation.
c. Fire Suppression
1. Organizes fire-fighting teams/brigades for initial firefighting deployment;
2. Provides fire-fighting instructions through locally available sources (Local Fire Department);
3. Ensures that fire fighters know their stations and locations of firefighting equipment in the area;
4. Deploys firefighting personnel to fire affected areas;
5. Coordinates with the Bureau of Fire Department on matters related to fire suppression; and
6. Maintains network with fire suppression agencies and organizations for joint trainings and fire suppression
skills;
7. Sets on the fire alarm in case of fire;
8. Assesses the nature of fire and suppress it by using the appropriate fire extinguishers available or by practical
means of putting it off such as wet jute sacks;
9. Prevents the spread of fire by shutting off all ventilators and witching off all electrical breakers in the
building;
10. Alerts all office personnel in case evacuation is necessary;
11. Maintains order and take control of FIRE EXITS to avoid crowding and confusion of occupants. Fast and
orderly movement towards the fire exit must be achieved;
12. Assists firemen in clearing safe routes/roads for fi re trucks and fi re hoses;
13. After the fire, performs the following work:
14. Repairs/replaces all damaged firefighting equipment;
15. Returns and makes an inventory of all firefighting equipment;
16. Refills all fi re exhausted fire extinguishers;
17. Assess the extent of damage, and
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18. Prepares a report of fire damages.
d. Engineering and Rehabilitation Team
1. Conducts monitoring and damage assessment of school properties and reports the same to the Chairman;
2. Validates reports and determines cost of damages for budget allocation;
3. Repairs and rehabilitate damaged structures;
4. Provides technical assistance, maintenance procedures and precautionary measures to schools relative to the
repair and rehabilitation of school buildings damaged by typhoons and calamities;
5. Undertakes rapid assessment of damages caused by typhoons, floods and all other causes, in coordination with
local DCCs and the R/DPFC and reports results to concerned offices;
6. Assesses structural integrity and stability of structures before occupying the same; and
7. Recommends appropriate interventions for damaged structures;
4. Resources and Logistics Officer
The Resource and Logistics Officer shall take charge of resource mobilization, allocation and logistics support
for the DRRMO. Under the Resource and Logistics Officer shall be the Fund Sourcing Team, Transportation Team
and Supplies and Relief Team.
a. Fund Sourcing Team
1. The team shall take charge of fund sourcing activities both from internal and external stakeholders of
education;
2. Coordinates and maintains an effective networking system with donor communities to complement,
harmonize and synchronize humanitarian assistance and support during emergency situation;
3. Determines the extent and kind of assistance to be provided to displaced families and individuals in the
evacuation centers and source funding assistance;
4. Facilitates release of financial humanitarian assistance during emergency situation and ensures its
transparency, accountability and timeliness;
5. Provides accounting and auditing rules and regulations relative to fund utilization in coordination with
concerned agencies; and
6. Does related work.
b. Transportation Team
1. Takes charge of all mobilization procedures, provision of vehicles and transport
facilities as deemed necessary;
2. Determines the transportation needs and requirements;
3. Assigns all available vehicles and transport units to the monitoring and damage
assessment teams;
4. Coordinates with counterpart transport team leaders and local transport groups
for resource sharing; and
5. Does related work.
c. Supply and Relief Team
1. Coordinates with concerned agencies on the provision of supplies and relief goods to displaced families and
individuals;
2. Supervises relief operation, establishes relief and supply areas in the affected areas and consolidates list of
recipients and supplies/relief goods still needed by evacuees;
3. Maintains an inventory of non-perishable goods and makes these available during emergency situation; and
4. Does related work.
Source: DepEd Disaster Risk Reduction Manual (2008)
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