Communication System Thru Citizens Charter

Republic of the Philippines
Department of Education
REGION III
SCHOOLS DIVISION OF TARLAC PROVINCE
STA. INES ELEMENTARY SCHOOL
STA. INES, PANIQUI, TARLAC
Borrowing and Returning of Books

from and to the School Library
The process of borrowing and returning of books from and to the School Library by
learners, teaching and non-teaching personnel. They are given free access to the materials
and could even borrow and bring it home with the agreement to return after usage.
However, responsibility and accountability should be properly observed. Schools monitor
the effective and efficient utilization and proper accounting of books and other reference
materials in the school library.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Library Card – 1 original copy School Library
2. School Identification Card – 1 original copy Client
3. Borrower’s Card –1 original copy School Library
Fees to be Processin Person
Client Steps Agency Action
paid g Time Responsible
1. Log-in to
None 5 mins
library’s logbook
2. Fill-out library 2.1. Receive and
card and present to check library card
None 5 mins
School Librarian and the name logged
in.
3. Request for the 3.1. Check the Card
book to borrow Catalog to look for
the books or
resources he/she None 10 mins
would like to borrow
and request for the
book to borrow
4. Fill-out 4.1. Receive and
borrower’s card check borrower’s card
and clip it with the
None 5 mins
library card of the
borrower then issue
the book.
5. Receive the book 5.1. Remind the
borrower of the rules
None
on returning of
borrowed books
6. Return the book 6.1. Check the
and present the borrowed book/s,
borrower’s card sign borrower’s card None N/A
and return the library
card of the borrower
TOTAL None 30 mins
Address: Sta. Ines, Paniqui, Tarlac

Telephone No.: (045) 925-5293
Email Address: 106571.staineses@deped.gov.ph
REGION III
Distribution of Printed Self-Learning Modules

in Distance Learning Modality
• Clearance from the Local IATF Barangay/Municipal IATF
• Safety & Health Protocols Guidelines
• Disinfection booth at the entrance Prepared by the School Personnel/
• Distribution booth with protective plastic shields Teachers/ School Supply Office
• Disinfection supplies, face masks and face shields
• Attendance to the Orientation of BE-LCP and Process of Distribution Learners / Students
of Modules
• Student Identification Card
Fees to be Processing Person
paid Time Responsible
1. Parents report to the 1.1. Apply disinfection
Security
Drop-Off Stations for procedure and body
None 5 mins Guard/School
the first distribution temperature check at the
Personnel
disinfection booth.
1.2. Ask learner’s name
and release the module at
releasing window of the
Distribution Booth.
None 10 mins Class Adviser
Remind the parents per
grade level about the
schedule distribution and
retrieval of SLMs.
1.3. Log attendance with
None 5 mins Teacher-in-Charge
necessary information
2. Parents return the 2.1. Receive the module
module after a week with learner’s outputs at
with learner’s outputs. receiving window of the
Distribution Booth. Check None 10 mins Teacher-in-Charge
the completeness using
module monitoring
checklist.
3. Segregate the 3.1. Assist parents to
submitted SLMs and place the SLMs and
Answer Sheets. Answer Sheets in the None 3 mins
designated/prepared
boxes for fast segregation
4. Parents receive the 4.1. Release the new
new modules module at the releasing
None 5 mins Class Adviser
window of the
Distribution Booth
4.2. Log attendance with
None 5 mins Teacher-in-Charge
necessary information
4.3. Place the submitted
SLMs and Answer Sheets None 15 mins Teacher-in-Charge
in the disinfecting room
4.4. Deliver the submitted
SLMs and Answer Sheets None 5 mins Teacher-in-Charge
to the subject teacher
1 hour,
TOTAL None
3 mins

Telephone No.: (045) 925-5293
REGION III
Enrollment (Default)
 Basic Education Enrollment Form/ Learner’s Enrollment Survey Form
(LESF) -1 original, 1photocopy
Records/Guidance Office
 Affidavit of Undertaking - 1 copy
 Pledge of Transferee - 1copy
 Learner's Credentials (Form 138 and Form 137)
 PSA Birth Certificate - 1 original, 2 photocopies Philippine Statistics Authority
Eligibility Standards from DepEd Order 03, s. 2018
Kinder
Children aged five years old by August 31st of the School Year they enroll
Grade 1
a. Children who are completed Kindergarten programs in DepEd
Accredited schools & centers.
b. Certificate of Completion and Progress Report Card
c. Children who are six (6) years old and above by August 31st of the
school year they will enroll in and who have not completed
Kindergarten.
School
d. Result of Early Childhood Care and Development (ECCD) Assessment
Checklist
e. Children who are completed any form of Kindergarten program in
non-DepEd accredited learning and day-care centers, or home-
schooled learners (DO 47, s 2016)
f. Result of Philippine Educational Placement Test (PEPT) or Philippine
Validating Test (PVT)
Processing
Client Steps Agency Action Fees to be paid Person Responsible
Time
1. Legibly fill-out the 1.1 Check the completeness
Basic Education of information in the Basic
Enrollment Form, Ed Enrollment Form and
Affidavit of Undertaking, other relevant requirements. None 15 mins Teacher-in-Charge
Pledge of Transferees (For Accomplished needed info in
Transferees) the forms for DepEd
Personnel in-charge
2. Submit complete 2.1. Receive and log
requirements for complete requirements per
enrollment per grade level grade level
If incomplete, tag as None 15 mins Teacher-in-Charge
Temporary enrolled &
required to submit Affidavit
of Undertaking
2.2. Approval of transfer by
None 10 mins School Head
School Head
2.3. Endorsement and
Submission of list of
None 1 day Teacher-in-Charge
enrollees to the Records/
Registrar
2.4. Listing of Enrollees for
None 1 hour Teacher/Adviser
sectioning
2.5. Post List of Learner's
None 1 hour Teacher/Adviser
Sections
2.6. (For transferees from
Private Schools) Temporary
enroll learners with
None 30 mins Teacher/Adviser
incomplete credentials/
requirements: Endorsement
to ICT/LIS Coordinator
1 day, 3 hrs,
TOTAL None
10 mins

Telephone No.: (045) 925-5293
REGION III

Telephone No.: (045) 925-5293
REGION III
Enrollment (Online)
 Basic Education Enrollment Form/ Learner’s Enrollment Survey Form (LESF) -1
original, 1photocopy Records/Guidance Office
 Affidavit of Undertaking - 1 copy
 Pledge of Transferee - 1copy
 Learner's Credentials (Form 138 and Form 137)
 PSA Birth Certificate - 1 original, 2 photocopies Philippine Statistics Authority
Eligibility Standards from DepEd Order 03, s. 2018
Kinder
Children aged five years old by August 31st of the School Year they enroll
Grade 1
g. Children who are completed Kindergarten programs in DepEd Accredited
schools & centers.
h. Certificate of Completion and Progress Report Card
i. Children who are six (6) years old and above by August 31st of the school year
they will enroll in and who have not completed Kindergarten.
j. Result of Early Childhood Care and Development (ECCD) Assessment School
Checklist
k. Children who are completed any form of Kindergarten program in non-DepEd
accredited learning and day-care centers, or home-schooled learners (DO 47,
s 2016)
l. Result of Philippine Educational Placement Test (PEPT) or Philippine
Validating Test (PVT)
Fees to be Processing Person
paid Time Responsible
1. Message the School-in- 1.1 Send the digitize Basic Education
Charge for enrollment for the Enrollment form and the other
digital Basic Education relevant requirements needed to the Student/ Parent/
None 5 mins
Enrollment Form, Affidavit of most preferred online platform of the Teacher-in-Charge
Undertaking, Pledge of enrollee
Transferees (For Transferees)
2. Access the online enrollment
form provided by the school per
grade level and fill-in the
pertinent data required in the None 5 mins Student/Parent
form (Google forms/ docs, FB
messenger, school email
address)
3. Submit the form online and 3.1 Access, download and print the Student/ Parent
other documents required by received documents and log the
the school requirements per grade level. If
None 5 mins
incomplete, tag as temporary enrolled
and required to submit online the Adviser/
Affidavit of Undertaking ICT Coordinator
4. Leave personal message to 4.1. Give response to the enrollee on Student/ Parent
the school FB Account/ Email the status of enrollment process
to notify the school ICT about and/or Approval of Transfer (School None 5 minutes Adviser/
the student’s enrollment Head) ICT Coordinator
status. School Head
4.2. Endorsement and submission of
Teacher-in-
list of enrollees to the None 4 hours
Charge/Adviser
Records/Registrar
4.3. Listing of Enrollees for sectioning None 30 mins Teacher/Adviser
4.4. Post List of Learner’s Sections None 1 hour Teacher/Adviser
4.5. (For transferees from Private
Schools) Temporary enroll learners
with incomplete None 30 mins Teacher/Adviser
credentials/requirements:
Endorsement to ICT/LIS Coordinator
6 hours,
TOTAL None
20 mins

Telephone No.: (045) 925-5293
REGION III

Telephone No.: (045) 925-5293
REGION III
Feedback and Complaints Mechanism

FAQs ACTION
Accomplish the client feedback form that
would be given by the stationed guard at
How to send feedback? the entrance of the premises or email the
respective School Official Email Address:
106571.staineses@deped.gov.ph
Public Affairs Office:
The School Head will collect the feedback
forms every week for recording, and
endorsement to concerned offices.
How are feedbacks processed?
Issues and requests shall be addressed by
the concerned office/s, and monitored and
recorded by the respective public affairs
office
Walk-in:
Go to the respective Public Affairs Office of
the School Principal. Discuss the concerns
with the designated complaints officer.
How to file a complaint? Submit necessary evidence, if applicable.
Email/Hotline:
Send/Discuss complaint thru the official
email address:
The complaints officer will record the
complaint on their respective database. If
the necessary information is provided and
complete, the officer will prepare
appropriate Request for Action (RFA). The
How are complaints processed?
complaints officer will then monitor the
response/action taken through email
and/or phone call.
The complaints officer will send updates to
the concerned party.
Sta. Ines Elementary School
e-mail address:
Contact Information
telephone number: (045) 925-5293

Telephone No.: (045) 925-5293
REGION III
Issuance of Requested Documents in Certified

True Copy (CTC) and Photocopy
1. Request Slip (1 Copy) School
2. Valid ID (Original ID and 1 Photocopy)) Requesting person
Authorization Letter - 1 original copy for and/or Authorized
Authorized Personnel Person
Fees
Processing Person
Client Steps Agency Action to be
Time Responsible
paid
1. Fill up the 1.1. Provide client
Teacher-in-
requisition slip the requisition slip None 5 mins
Charge
form form
1.2. Receive and
check the
completeness of the Teacher-in-
None 10 mins
form. Then search Charge
the requested
document
1.3. Print or
photocopy the Teacher-in-
None 10 mins
requested Charge
documents
1.4. Once the
documents are
Records
obtained, Records
Officer/
Officer will review None 15 mins
Admin
and verify the
Officer
document and
certify true copy
2. Sign the 2.1 Release the
Records
logbook and document and
Officer/
receive the ensure client signed None 10 mins
Admin
requested the logbook upon
Officer
document receipt
TOTAL None 60 mins

Telephone No.: (045) 925-5293
REGION III
Issuance of School Forms, Certifications, and

other School Permanent Records
1. Requisition slip – 1 copy School
2. Valid Identification Card – 1 original copy and 1
photocopy
3. Authorization Letter–1 original copy for Authorized
Requesting person/ client
Personnel
4. Request Letter addressed to School stating the reason for
the Request
5. Requisition slip given by School where the child is School where child is
presently enrolled – For Certificate of Good Moral, Form 137 presently enrolled (Follow
and/ or Form 138 the DO 54 s, 2016 -
Guidelines on the Request
and Transfer of Learner’s
School Records)
6. Request slip given by DSWD – For Certificate of DSWD/Request from
Enrollment needed in 4Ps guardian
7. Affidavit of Loss – For duplicate copy of documents Requesting person/client
8. List of requirements from Local Civil Registrar – For Late
Local Civil Registrar
Registration of Birth
9. List of requirements from DFA – For Passport Application Department of Foreign
Affairs
10. Proof of migration from the embassy – For Migration Embassy of the country of
Purpose destination
Fees to Processing Person
be paid Time Responsible
1. Legibly fill up the 1.1. Provide client the Teacher-in-
None 5 mins
requisition slip form requisition slip form Charge
1.2. Receive and check the
completeness of the form. Teacher-in-
None 10 mins
Then search the requested Charge
document
1.3. Print or photocopy Teacher-in-
None 10 mins
the requested documents Charge
1.4. Once the documents
are obtained, Records Records
Officer will review and None 10 mins Officer/
verify the document and Admin Officer
certify true copy
2. Sign the logbook 2.1 Release the document Records
and receive the and ensure client signed None 5 mins Officer/
requested document the logbook upon receipt Admin Officer
TOTAL None 40 mins

Telephone No.: (045) 925-5293
REGION III
Laboratory and School Inventory

1. Inventory of Asset Form School Property
School Property Custodian Custodian
2. National School Building School Property
Inventory Form (NSBIF) Custodian
Fees
Agency Processing Person
Client Steps to be
Action Time Responsible
paid
1. Inventory 1.1 Gather
taking of data for
school inventory
laboratories,
None 2 days
school offices,
classrooms,
materials & Property
equipment Custodian
2. 2.1 and School
Consolidation Consolidate Head
and creation new school None 1 day
of new school inventory
inventory
3. Signing of 3.1 Submit to
new school the School None 10 mins
inventory Head
4. Submission 4.1 Submit School Head
of copy to signed or any
None 1 hour
SDO inventory to assigned
SDO staff
3 days, 1
TOTAL None hour, 10
mins

Telephone No.: (045) 925-5293
REGION III
Public Affairs
CHECKLIST OF
WHERE TO SECURE
REQUIREMENTS
1. Complete/Pertinent
information of the user (1 Public Affairs Officer-in-
original, 1 photocopy) Charge
Fees
Client Processing Person
Agency Action to be
Steps Time Responsible
paid
1. Report 1.1. Receive
concerns inquiry or
report,
None
message in any
form of 10
communication
1.2. Coordinate
School
with concerned None
Personnel
person
1.3. Provide
feedback on
the reported
None 20 mins
concern,
inquiry or
report
TOTAL None 30 mins

Telephone No.: (045) 925-5293
REGION III
School Learning and Development

1. School Action Plan Form -1 copy LAC Coordinator
2. Accomplished Individual Performance
Commitment and Review Form (IPCRF) – 1 Client
photocopy
3. Accomplished e-SAT Client
4. Accomplished Development Plan Client
5. Project Proposal – for INSET Client
6. Monitoring & Evaluation Form LAC Coordinator
Fees
Processin Person
Client Steps Agency Action to be
g Time Responsible
paid
1. Submit the 1.1. Receive complete School
complete requirements Training
requirements None 5 mins Coordinators
& School
Head
1.2. Identify the School
strengths and needs Training
of teachers None 1 day Coordinators
& School
Head
1.3. Craft an action School
plan Training
None 1 day Coordinators
& School
Head
1.4. Implement SLAC School
Training
None 4 hours
Coordinators
& Teachers
1.5. Monitoring and ICT
Evaluation Coordinator
None 30 mins
and School
Head
2 days, 4
TOTAL None hours, 35
mins

Telephone No.: (045) 925-5293
REGION III
Submission of Employment Application for

Teacher I Position
1. Letter of intent addressed to the Schools
Client/Applicant
Division Superintendent
2. Duly accomplished Personal Data Sheet (PDS) w (CS Form No. 212.
Revised 2017) with Work Experience Sheet attachment, if applicable and Client/Applicant
latest 2x2 ID picture
3. Certified True Copy of Rating Authorized Personnel in School
upon submission
4. Copy of PBET/LET rating and Photocopy of valid and updated PRC
PRC
License/ID
5. Authenticated copies of Transcript of Records (Undergraduate and
School where Client/Applicant
Graduate, if any) with General Weighted Average issued by the school for
graduated
Teacher Applicants
6. Certificate of Employment, Contract of Service, or Duty signed Service Previous
Record with Inclusive Dates and School Clearance, whichever are Employments/Previous
applicable Employers
7. Photocopy of the Performance Ratings covering one (1) year Previous
performance in the last rating period/s prior to the assessment, if Employments/Previous
applicable Employers
8. Photocopy of Certificates of related
Client/ Applicant
training/seminar/workshop/forum/specialized training, if applicable
9. Original Copy of NBI Clearance Office of the National Bureau of
Investigation
10. Photocopy of Voter’s ID and/or any proof of residence acceptable by
COMELEC/ Barangay
the School Screening Committee
Fees to Processing Person
be paid Time Responsible
1. Log in to Visitors
None 1 minute Guard on Duty
Logbook at the guard desk
2. Fill out the Health 2.1 Check body temperature
None 5 mins Guard on Duty
Declaration Form.
3. Submit the complete 3.1. Receive the complete
document to the School application form and documents None 10 mins School Head
Head of preferred school
3.2. Verify the competencies,
accuracy and authenticity of the None 3 mins School Head
documents
4. Received one copy of the 4.1 Issue a duly verified and
checklist of requirements attested checklist of
None 10 mins School Head
duly signed by the School requirement to the applicants
Head
5. Attend the scheduled 5.1 Conduct initial background
interview (online/face to investigation/interview to the
School Selection
face) and demo teaching applicant None 50 mins
Committee
set by School Screening
Committee
5.2 Submit all the pertinent
documents with summary of
initial evaluation, checklist of School Selection
None 1 day
requirements, background Committee
investigation report and list of
applicants to the Division Office.
1 day, 35
TOTAL None
mins

Telephone No.: (045) 925-5293
REGION III

Telephone No.: (045) 925-5293

Communication System Thru Citizens Charter

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Communication System Thru Citizens Charter

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Republic of the Philippines

Borrowing and Returning of Books

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Address: Sta. Ines, Paniqui, Tarlac

Distribution of Printed Self-Learning Modules

Address: Sta. Ines, Paniqui, Tarlac

Address: Sta. Ines, Paniqui, Tarlac

Address: Sta. Ines, Paniqui, Tarlac

Address: Sta. Ines, Paniqui, Tarlac

Address: Sta. Ines, Paniqui, Tarlac

Feedback and Complaints Mechanism

Address: Sta. Ines, Paniqui, Tarlac

Issuance of Requested Documents in Certified

Address: Sta. Ines, Paniqui, Tarlac

Issuance of School Forms, Certifications, and

Address: Sta. Ines, Paniqui, Tarlac

Laboratory and School Inventory

Address: Sta. Ines, Paniqui, Tarlac

Address: Sta. Ines, Paniqui, Tarlac

School Learning and Development

Address: Sta. Ines, Paniqui, Tarlac

Submission of Employment Application for

Address: Sta. Ines, Paniqui, Tarlac

Address: Sta. Ines, Paniqui, Tarlac

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