Draft Updated DICES HR and Registrar Supervisory Program 2022 2023

Diocese of Imus Catholic Educational System, Inc.
Office of the Superintendent of Diocesan Schools

St. Jude Parish School, Trece Martires City
SUPERVISORY PROGRAM
for Human Resource and Registrar
School Year 2022-2023
Team Leader:
MR. KEVIN P. GUINSISANA

Program Officer for Human Resource
Noted by: Approved by:
Rev. Fr. DOMINADOR C. DUROY, JR. Rev. Fr. ALAIN P. MANALO

Asst. Superintendent of Diocesan Schools Superintendent of Diocesan Schools
I. INTRODUCTION
A. Vision, Mission and Graduate Attributes of the Diocesan Schools of Imus
VISION AND MISSION OF THE SCHOOLS OF THE DIOCESE OF IMUS
We, the schools of the Diocese of Imus (Cavite), envision a holy and faithful People of God for a just and graced Filipino society towards a
peaceful and renewed humanity.
With faith in God, love for the Church, interior goodness, good manners, solidarity, and meritocracy, we commit
ourselves to life-long and relevant education that is Christ-centered, patriotic and evangelizing to form the whole human person, unite
every family, care for the needy, protect Mother Earth and engage in the apostolate and ministries of the Church, guided by Mary, Our
Lady of the Pillar.
Our graduates shall be:
1. Warm and simple

2. Clean and healthy in lifestyle
3. Reflective and critical thinkers
4. Eloquent communicators
5. Responsible and competent in modern technology
6. Innovative and resourceful
7. Purposeful and decisive
8. Ethical and moral servant–leaders
9. Globally competitive and locally active
10.Loyal and grateful to their Alma Mater
II. GENERAL OBJECTIVES
 To provide holistic personnel development program to all DICES schools.

 To provide the schools with guidelines on the implementation of DICES programs and policies in the area of recruitment, selection and placement of
personnel, classification and pay/compensation, career development, performance evaluation and employee relations and welfare.
 To provide the schools with guidelines on the implementation of DICES programs and policies in the area of personnel and students records.
III. SPECIFIC OBJECTIVES AND ACTION PLAN
Domain Specific Activities/ Time Frame Person In Monitoring Budget Desired Result Evaluation
Objectives Strategies charge Procedure Procedure
Human 1. To conduct 1.1. Accomplish HR March Registrar and Copy of the HR Required number Inspection of
Resource HR Audit to Audit based on OCI Audit and load of records and other
determine the projected number Coordinators Employees is evidences
Management
number of of students in the determined
employees coming school
needed in the year.
coming school
year 1.2. Prepare and Acknowledgment
April
submit HR Audit to Receipt
DICES
2. To recruit 2.1. 1.Advertise 1st week Registrar and Snap shot of School Qualified personnel Status Report
New Teachers the hiring of January EXREL sample Fund are hired
and Employees teaching/non- Coordinator advertisement
teaching personnel
through social
sedia, tarpaulin
and cable TV
2.2. Personally 1st week of List of visited

recruit honor November Registrar schools
students from
Colleges of
Education to fill up
the position
2.3. Draft, review 1st week of

Registrar and
and provide November Copy of guidelines
DQA
guidelines and and procedures
Coordinator
procedures on
recruitment and
hiring of all school
personnel.
2.4. Process 1st week of Complete file of

application and January/April Registrar resumes, exams
other documents and demo-
teaching result
3. To sign 3.1. Determine July - August Registrar Accomplished Contracts are Status Report
Employment individual Salary Step Form signed by all
Contract Employee’s Salary personnel and
Using DICES Salary contain
Step Scheme. Accurate/Correct
Salary and
Compensation
3.2. Prepare July - August computation
Contract with
determined Salary
Step
3.3. Sign contract July - August Signed contract

by the hired
applicants
4. To update 4.1. Create Form Registrar Complete 201 file School Comprehensive Status Report
File 201 201 for New August Fund and updated
Employees and personnel profile
Update the Profile
of Regular
employees
5. To motivate 5.1 Conduct First week of Registrar Attendance, The school Feedback from
the school general orientation August Program of employees are School Personnel
employees to of all school orientation and performing their
personnel on Evaluation/
be faithful, duties and
Personnel Manual Feedback Form
responsive and responsibilities in
(duties and
accountable to responsibilities, faithful, responsive
their duties benefits, and accountable
and compensation, manner
responsibilities termination, etc.
5.2 Conduct The school
. Acknowledgement
general orientation personnel has full
of all school knowledge of WFH
personnel on the Receipt policy
WFH policy. (in
case that there will
be heightened
restrictions on
health and safety
protocols in the
community.)
6. To manage 6.1. Spiritual Registrar/CVI School Personnel are Status Report
Holistic Development Coordinators Fund developed in all
Personnel aspects of life
* Eucharistic Twice a month
Development
Celebration Mass schedule
Programs
* Recollection/ June (for Program of
Retreat approval) activities
* Pilgrimage March/April Picture
*Participation in Year round Pictures

Parish Ministries
6.2. Physical 2nd and 3rd Pictures

Development Wednesday
* Wellness and Once a month Pictures

recreation
* Outing / Team June/July (for Pictures

Building of school approval)
personnel
* Teacher's day October Pictures
* Christmas party December
* DICES Assembly December Feedback

* Employees’ evaluation
Outing/ Family Day JUNE (for Pictures

approval)
6.3. Personality
Development
* Conduct
seminars/trainings July Attendance,
on important Program of
topics like how to training and
develop self – Evaluation
confidence, self – Feedback/ Form
reliance and
selfless service.
* Conduct seminar Attendance,

on how to Improve November Program of
communication seminar and
skills, leadership Evaluation
qualities and time Feedback/ Form
management skills.
* Conduct
Fellowship Pictures
activities Once a month
6.4. Professional
Development
* . New teachers – Attendance,
UBD and SBA August- June Program of
trainings, use of training and
DATE System, Evaluation/
Aralinks, LET Feedback Form
Review, PEAC-
FAPE In-set
*Permanent Attendance,
Teachers – August- June Program of
continuing training and
Evaluation/
education - MA;
Feedback Form
and updates on
the new teaching
strategies
(Aralinks), PEAC-
FAPE In-set,
*Bi-monthly
Professional
Development October,
December, Attendance,
Seminars for
February, Program of
Registrars April training and
Evaluation/
Feedback Form
7. Implement 7.1. Ensure prompt June-May Registrar and Payment Slips School Personnel Feedback from
legal and payment of Finance Fund Satisfaction School Personnel
school- contributions: Officer
initiated a. SSS premium
benefits to all b. Phil health
school c. Pag-ibig
personnel d. Retirement
7.2 Comply with

August Individual
DICES mandated
Personnel
benefits Contract
(salary, health
card, clothing
allowance, etc.)
7.3 Require
medical certificate July- August Medical certificate
(fit to work) to all
employees
7.4 Enforce BOT August

mandated benefits
8. To monitor 8.1. Conduct daily August- June Registrar Weekly School Effective and Status Report
the checking of attendance report Fund Efficient Personnel
Effectiveness uniform, ID and
and Efficiency attendance
of Personnel
8.2 Conduct daily Daily Registrar Daily Daily output of
checking on the accomplishment school personnel
compliance to the report
WFH set up when
it is enforced.
8.3. Issue memo to 15th and 30th of Individual tardy

personnel every month and absent notice
regarding
tardiness and
absences
June, May
Performance
8.4. Conduct Evaluation Results
semestral
performance
evaluation
9. To maintain 9.1. Distribute 1st week of Registrar List of personnel 100 % compliance Inspection of
the desired letter of intent to December who received the documents
number and be accomplished Letter of Intent
quality of by all personnel form
school
personnel List of personnel
st
9.2. Retrieve letter 1 week of who submitted
of intent from the January the Letter of
employees Intent form
9.3. Conduct Schedule of

annual April individual
individual/group Colloquium
colloquium by the
director
9.4 Conduct exit Schedule year-end

interview of April interview
dismissed/
resigning school
personnel
10. To address 10.1 Conduct Every 4th Principal and Attendance and School Personnel Concerns Resolution of the
the important regular meeting Wednesday of Registrar Minutes of the Fund are immediately different
concerns of a. Teaching the month meeting addressed concerns
personnel personnel
b. Non- teaching Every 2nd

personnel Wednesday of
the month
10.2. Publish
directory of school July Copy of Personnel
personnel for Directory
school personnel
use only
Criteria and
10.3. Organize Procedure in the
Personnel July selection of PBC
Discipline members
Committee (PDC)
11. To identify 11.1. Conduct August Registrar Needs Assessment School Needs of school Status report
the needs of all needs assessment Form Fund personnel are
school survey of all school supported and
personnel
personnel satisfied
Copy of the results
11.2. Draft, review,
seek approval and October of assessment and
implement plan
personnel
development Guidelines and
Program Procedures on
financial
11.3. Draft, review, September assistance
seek approval and
implement general
guidelines and
Loan Application
procedure on
Form
financial assistance
11.4. Implement JULY

loan facility
program
Rewards and 1. To recognize 1. Establish the October Registrar Criteria and School  Enhance Feedback from
Motivations positive Rewards and Procedure in the Fund self-worth personnel
performance Motivations selection of and self-
of personnel Committee and committee
confidence
appoint its members
members of the
personnel
2. Propose October Procedure in the

achievements of screening and
personnel to be approval of
rewarded and seek awardees Acknowledge
for its approval noteworthy
achievements of
3. Draft guidelines
for the selection of personnel
awardees and seek
approval
4. The Committee
will screen and January Attendance and
approve the program of
nominees for the activities
rewards
5. Conduct
quarterly/annual February or List of
awarding March Awardees
ceremonies
6. Award
certificate and February or Token or cash
token/incentives March incentive and
to deserving certificates
personnel
Records and 1. To prepare 1.Collect, update August-June Registrar and Records Checklist School Accurate school Status reports on
Files and provide and compile all Class Advisers Fund records school records
records regularly Feedbacks
precise and
August-June Building trust from
accurate
2. Secure the the school
school records
confidentiality of community
with records.
confidentiality.
Copy of plan for
August-June archiving and
3.Draft, review and
implement documentation
archiving and
Regular Storage
documentation of
Check
activities
Snap shot of the

4.Maintain school permits and files
archives of files, August-June
documents and
artifacts
5. Keep updated
file of the August-June
following:
-Fire safety
-Sanitation
-Building plan
-Building permit
-Occupancy permit
-Water potability
-Sanitary permit
-Business permit
- Usufruct
-SEC
-SSS
-Philhealth
-BIR
- File 201
2. To properly 1. Determine July Registrar and Sorted files Organized filing Regular
classify and which files are DQA and keeping of inspection of files
keep the active and not. Coordinator records
school records
2. Place active files
in the most
July Status report
accessible place
and the
inactive/old files in
the stockroom
3. Establish September Copy of the

guidelines in the guidelines
disposal of
inactive/old files
based on legal
standards
4. Dispose
inactive/old files October Status report
(use shredding
machine)
3. To submit to 1. prepare and Accurate and
DQA submit the timely submission
Coordinator following: of school plans and
i. School’s strategic documents
important files June Copy of the plan
plan
for proper
documentation ii. Annual Copy of the plan
and filing operational plan June
iii. SSIP June Copy of the plan
iv. Supervisory June Copy of the plan

plan
Oct/Jan/Apr/ Copy of the report
v. Quarterly
June Copy of the
reports
minutes
vi. Minutes of the Copy of the
meeting Monthly
documents
vii. Other
important
documents/data
Enrolment 1. To ensure 1.Design an May Registrar, Actual Enrolment School Systematic Feedback on the
effective and effective and EXREL Procedure, Fund Enrolment procedure of the
efficient efficient actual Coordinator, Schedule of Procedure enrolment
enrollment Communicati enrolment
enrollment
procedure ons Officer
procedure and OSA
Coordinators
2.Organize June Attendance,
enrollment team Circular letter,
3. Orient June Announcement

enrollment team
on the schools’
enrollment
procedure
4. Inform students July Posters of

and parents on the enrolment
schools’ actual procedures
enrollment
procedures
5. Announce
schedule of JUNE Tarpaulins,
deadlines of posters and social
registration/reserv media
ation for levels
Student 1. To ensure 1. Conduct July Registrar, Attendance and School Accurate grades Feedback from
Grades, efficient and orientation of Subject Program of Fund are released and stakeholders
Honors, accurate Teachers on the Teachers and orientation distributed
Recognition generation and use of DATE Class Advisers
distribution of Student Achievers
and Awards
2. Conduct regular August - June Schedule of are recognized
student grades
monitoring of Monitoring
grades in the
system
3. Establish system October Approved Master

of checking the Grade Sheet
grades before its
generation
4. Conduct Nov/Feb/ Attendance and

quarterly May/July program of
distribution of activities
grades
2. To ensure 1. Collect from the

offices the
recognition of
following April List of
Students awardees Awardees
Achievements OSA – student
activity and extra- April
curricular
awardees
CVIO – vision
awardees Oct/Jan/Apr/
OCI -academic June
awardees
2. Prepare and
provide to OCI Quarterly
Coordinators Printed
certificates and certificates and
medals for Student actual medals
Achievements
3. To assist in 1. Prepare the

Completion following for the March-May Printed
ceremonies: certificates and
and
-Diploma medals
Graduation -Certificates for
Exercises/Cere graduates, parents
monies and academic,
student, co-
curricular and
vision awardees
-Certificates of
recognition for March-May
non-graduating
students
-Medals
January
Compliance 1. To ensure 1. Publish a July Registrar and Acknowledgement School Updated Status report
compliance to calendar of OAS Reports, Fund Records/Document
to Legal and
Mandated the submission of legal Coordinator Payment slips,
requirements and documentary Receipts, Updated payment
Requirements
of different requirements to Report on
government DepEd, PEAC- collection and
offices (SSS, FAPE, DICES and remittance
BIR, HDMF, other agencies.
Phil. Health, Acknowledgment
PERAA/CEAP), 2. Observe the Receipt
DICES and submission of legal
other Agencies and documentary
requirements to:
a. DepEd, PEAC-
FAPE
i. BOSY September
ii. EOSY July
iii. LIS September
iv. FORMS 1-10 December
v. Anti-bullying August Acknowledgment
Committee Receipt
vi. Report on MAY
bullying cases
vii. ESC and SHS VP August
 Minutes of
the
Orientation
with
parents
 Application
for subsidy
viii. Candidates for April
Graduation
ix. Reports on April
promotion
x. SHS Special April - June
order
xi. School Calendar July
xii. Application for
Tuition Fee July
Increase
b. To DICES August Acknowledgment

i. HR Audit Receipt
June
ii Summary of
incumbent and
departing
employees
iii. Collated exit May- June

interview
iv. Summary of May
performance
evaluation
v. Thank you letter
to Past June
Administrative
Council Members
vi. List of In-
coming
Administrative June
Council Members
vii. Appointment
letters of In-
coming
July
Administrative
Council Members
viii. List of students

for Student
August-
Accident Insurance
September
ix. Registrar’s
quarterly report
Oct/Jan/Apr
/June
x. Monthly
attendance report
of school
August-June
personnel
xi.
Anti-bullying/Child
August
protection
committee
members
c. Other agencies.
Municipal
i. Application for Acknowledgment
Business Permit January Receipt
ii. School Statistical
Data August
Quality Control, To ensure 1. Initiate quality October and Registrar Letter of invitation School 100% of the HR- Narrative reports,
optimum visit by March to the Fund Registrar programs Copies of
Research and
quality control superintendent Superintendent and activities are programs and
Development on schools’ and other school and Principals well documented. activities, and
performance principals improvement
plan
2. Maintain and August-June Narrative Report

update the school Pictures
exhibit room for
quality visit
3. Conduct PCSS October and Assessment tool

self-assessment on March and schedule
40 priority
benchmarks
4. Draft Draft copy of the

assessment and Action plan
improvement August
plans based on
PCSS
5. Conduct
benchmarking Checklist
activities for school
personnel October -
December
Linkages To maintain 1.Coordinate with HR- Registrar School HR is linked with Copy of the
and ensure other offices in the Fund the 5 other offices integrated plan of
linkages with school of the school. the 5 offices
other offices
IV. MONITORING CHART
No. Activities Daily Weekly Monthly Quarterly Semestral Annual Others

1 Check the attendance of School Personnel
√
3
2 Check the accomplishment report of School Personnel on WFH status √
3 Check the personnel’s Uniform and ID daily √
4 Collect the accomplishment report (Maintenance and Canteen) √
5 File the Leave and Official Business Trip forms √
6 Monitor and File all Communications - Email and Letters √
7 Make correspondences regarding communications received √

8 Accommodate the school visitors √
9 Process requested student credentials √
Celebrate Holy Masses (twice a month) Twice a
10
month
Submit the 15th and 30th of the month Summary of daily attendance to the
11
Finance Office
12 Issue the 15th and 30th of the month memo to personnel regarding tardiness
and absences
13 Conduct Physical Fitness Activity √
14 Conduct Spiritual Formation Activity √
15 Conduct Professional Learning Community (PLC) activity √
16 Conduct Personality development Activity (Fellowship, Personality √
improvement seminar etc.)
17 Conduct Mentoring the Mentor session √
18 Monitor the attendance of students (twice a month)
19 Encode the names of student in GL √
20 Encode and update SF10(formerly F137) (Grades 6, 10 and 12) √
Compile the following forms - School register (SF1), SF2-Attendance and SF5,6
21 √
and SF10
22 Perform ID picture taking, encoding, printing and issuance √
23 Conduct ESC orientation with the parents √
Screen and prepare ESC application for signature of School Head and
24 √
Submission to PEAC R4
25 Post the schedule of classes and teacher’s program √ √
26 Submit the list of students to UPRAISE √
27 Orient the new teachers on the use of DATE √
28 Encode the teachers’ load (DATE) √ √
29 Make updates and loading (from GL to DATE) √
30 Send request letter to schools for the new and transferred students √
31 Submit the BOSY to DepEd (DepEd LIS) √
32 Submit the schools’ Anti-Bullying committee (in coordination with OSA) to √
DepEd DO
33 Prepare ESC/SHS application for e-Submission to PEAC R4 (ONLINE) √
Classify school records into active and inactive August to
34
December
35 Submit achievements of personnel to be rewarded and seek for its approval August
36 Monitor the printing of chapter test and quarterly exams √ √
37 Attend the DICES Registrars’ Meeting Bi-monthly
38 Administer the periodic exam √ √
39 Collect the MGS (Master Grade Sheet) from the advisers √ √
40 Print the report cards √ √
41 Update LIS √ √
42 Submit the ESC Application to PEAC R4 √
43 Release the report cards √ √
44 Prepare certificates for students with honors √ √
Together with the OCI Coordinator, inform the Advisers of the failing grades of √
45 √
students
46 Administer the Faculty and Staff Performance Evaluation √
47 Release and collect the SHS Students’ Clearance √
48 Celebrate Teachers’ day √
49 Conduct SHS Orientation for Grade 10 √
50 Conduct SHS Voucher Management System Orientation for Grade 10 √
51 Dispose inactive/old files based on legal standards (use shredding machine) October
Start the Campaign and Recruitment of incoming Grade 11 students (SY 2021-
52 √
2022)
Submit the budget proposal of the Registrar’s office for the coming school
53 √
year
54 Prepare the list of candidates for graduation (Kinder, G6, G10 and G12) √
55 Prepare the Special Order of SHS Graduating Students √
56 Prepare the diploma, certificates and medals for graduation and recognition √ √
57 Entertain and accept SHS Reservation √
58 Collect from CVIO Coordinator the list of awardees for Vision Awards √
59 Collect from OCI Coordinator the list of awardees for Academic Awards √ √
60 Collect from OSA Coordinator the list of awardees for Student and Co- √
curricular Awards
61 Collect the letter of intent of school personnel (Last day of work) √
62 Organize the school personnel for the DICES Assembly √
63 Plan and execute Christmas Party for the School Personnel √
64 Supervise the Voucher application of Grade 10 students √
65 Apply for Business Permit √
66 Update records on Fire safety, Sanitation, Building plan, Building permit, √
Water potability, Business permit, Usufruct, SEC, SSS, Philhealth, BIR
67 Organize Parents’ consultation meeting to present the proposed tuition and √
other fees increase for the coming school year
Screen and recommend to the Principal and Director the nominees who will
68 √ January
be rewarded for good performance
69 Prepare and submit the application for tuition and other fees increase √
70 Compile SF2 forms - monthly attendance √
71 Prepare Report on promotion √
72 Compile School register and DepEd SF1-10 √
73 Submit School and Office Supplies Inventory to OAS Coordinator √
74 Conduct quarterly/annual awarding ceremonies for personnel’s good √
performance
75 Compile DepEd SF1-10, SF5 and SF6 √
76 Lead in making HR Development Plan for SY 2021-2022 √
77 Update EOSY (DepEd LIS) √
78 Make a summary of unused service credit of each personnel and submit to the √
Finance office
79 Conduct Team building activities/ Personnel Outing/ Personnel Outing with √
Family
80 Prepare, seek approval and submit HR Audit to DICES (softcopy) √
81 Prepare, seek approval and submit summary of incumbent and departing √
employees to DICES (softcopy)
82 Prepare, seek approval and submit collated exit interview to DICES (softcopy) √
Prepare, seek approval and submit summary of performance evaluation of √
83
school personnel to DICES (softcopy)
Prepare, seek approval and Issue Thank you letter to 2020-2021 √
84
Administrative Council Members
85 Prepare and submit 2021-2022 Administrative Council Members to DICES √
Prepare, seek approval and Issue Appointment letters to 2021-2022 √
86
Administrative Council Members
87 Conduct Enrolment Orientation for school personnel √
SAMPLE
CALENDAR OF ACTIVITIES
ACTIVITIES DATE RESOURCES BUDGET
MAY 2021
Recruit and Assess/ Screen and Hire the needed School Personnel JANUARY
Update File 201 of School Personnel JULY
Review and update the salary step of each personnel JULY
Act on the Signing of Employment contract of School Personnel JULY
Survey the needs of teachers and staff for the drafting of annual development APRIL-MAY
program
Conduct Team Building Activities / Summer Outing JUNE
Recruit / Campaign and Assess new students APRIL
Start the Enrolment of students for SY 2021-2022 JUNE
Conduct SHS Screening, Reservation, Acceptance and Orientation MARCH
Make a Draft and Seek Approval of SY 2021-2022 Calendar of Activities MAY
Submit to DICES approved Calendar of Activities JULY
Attend to PEAC-FAPE ESC and VM Orientation JULY
JUNE 2021
Conduct Personnel In-service training and orientation (Day 1 – OCI, Day 2 – JULY
OSA, Day 3 – OAS, Day 4 – ExRel, Day 5 – Admin)
Publish directory of school personnel for school personnel use only JULY
Monitor Daily attendance of School Personnel
Check the personnel’s Uniform and ID daily
Collect daily accomplishment report (Maintenance and Canteen)
Collect written articles on school events/activities (weekly)
File the Leave and Official Business Trip forms
Monitor and File all Communications daily
- Email
- Letters
Make correspondences regarding communications received
Accommodate the school visitors
Process requested student credentials
Celebrate Holy Masses (twice a month)
Submission of 15th and 30th of the month Summary of daily attendance to the
Finance Office
15th and 30th of the month issuance of memo to personnel regarding tardiness
and absences
Conduct Physical Fitness Activity
Conduct Spiritual Formation Activity
Conduct Professional Learning Community (PLC) activity
Conduct Personality development Activity (Fellowship, Personality
improvement seminar etc)
Conduct Mentoring the Mentor session
Organize Personnel Discipline Committee (PDC)
Monitor the attendance of students (twice a month)

Encode the names of student in GL AUGUST
Encode and update SF10 (formerly F137) (Grades 6, 10 and 12) JUNE
Compile the following forms - School register (SF1) , SF2-Attendance and SF1 – AUGUST
SF5,6 and SF10 (Compile)
SF2 MONTHLY
SF5/SF6 AUGUST
(Submission)
Collect ID picture from the students, encoding, printing and issuance AUGUST
Conduct ESC orientation with the parents – make sure to get the attendance AUGUST-SEPTEMBER
Screen and prepare ESC application for signature of School Head and SEPTEMBER
Submission to PEAC R4
Do Class sectioning of students MAY-JULY
Post the schedule of classes and teachers program AUGUST
Submit the list of students to UPRAISE SEPTEMBER
Orient the new teachers on the use of DATE SEPTEMBER/OCTOBER
Encode the teachers’ load (DATE) SEPTEMBER
Make updates and loading (from GL to DATE) SEPTEMBER/AUGUST
Send request letter to schools for the new and transferred students OCTOBER
Submit the BOSY to DepEd (DepEd LIS) SEPTEMBER
Submit the schools’ Anti-Bullying committee (in coordination with OSA) to SEPTEMBER
DepEd DO
Submission of DATE back-up System to DICES OCT/JAN/APR/JUNE
1st HR Visit to schools- Salary step, Contract, Salary and Benefits, Personnel SEPTEMBER
Attendance
Perform other works assigned by the Authorities
JULY 2021
- Email
- Letters
Accommodate school visitors
Finance Office
and absences
Conduct Personality development Activity (ex. Fellowship, Personality

Encode and update F137 (Grades 6, 10 and 12)
Check and monitor the encoding on the class records
Check the DepEd LIS, VMS (DepEd Voucher)
Prepare ESC application for signature of School Head and Submission to PEAC
R4
Monitor the printing of chapter test and quarterly exams
Update the Students’ File 201 MONTHLY
Submission of DATE back-up System to DICES
AUGUST 2021
- Email
- Letters
Finance Office
and absences

Update the Students’ File 201 SEPTEMBER-OCTOBER
Administer the 1st quarter exam OCTOBER
Collect the MGS (Master Grade Sheet) from the advisers OCTOBER
Print the 1st quarter report cards OCTOBER
Update LIS OCTOBER
Submit the ESC Application to PEAC R4 (2 weeks before the deadline) OCTOBER/NOVEMBER
Propose achievements of personnel to be rewarded and seek for its approval
Classify school records into active and inactive
Administer the Faculty and Staff Performance Evaluation
2nd HR visit to schools – File 201, Appointments, Contract, DECEMBER
Attend the DICES Registrars’ Meeting
SEPTEMBER 2021
- Email
- Letters
Finance Office
and absences

Update the Students’ File 201
Release the 1st quarter report card and distribution of Honor cards OCTOBER/NOVEMBER
Prepare the 1st quarter certificates for students with honors OCTOBER/NOVEMBER
Together with the OCI Coordinator, inform the Advisers of the failing grades OCTOBER
of students
Submission of DATE back-up System to DICES QUARTERLY
OCTOBER 2021
Collect daily accomplishment report (Maintenance and Canteen) EVERY FRIDAY
- Email
- Letters
Process requested student credentials 3-7 WORKING DAYS
Finance Office
and absences
Conduct Physical Fitness Activity EVERY 4TH WEDNESDAY
Conduct Spiritual Formation Activity Every 1st WEDNESDAY
Conduct Personality development Activity (Fellowship, Personality EVERY 3RD WEDNESDAY

Release and collect the SHS Students’ Clearance
Administer the 2nd quarter/1st semester exams DECEMBER/JANUARY
Collect the MGS (Master Grade Sheet) from the advisers DECEMBER/JANUARY
Print the 2nd quarter and 1st semester report cards JANUARY/FEBRUARY
Release the 1st semester report cards and distribute Honor cards JANUARY/FEBRUARY
Celebrate Teachers’ day
Update the SHS LIS (First Semester) NOVEMBER/DECEMBER
Submit to DICES guidelines in the disposal of inactive/old files based on legal
standards
Attend Registrars’ Meeting
NOVEMBER 2021
- Email
- Letters
Finance Office
and absences
improvement seminar, etc.)

Prepare the 2nd quarter and 1st semester certificates for students with honors JANUARY/FEBRUARY
Release the 2nd quarter and 1st semester report cards and distribution of JANUARY/FEBRUARY
Honor cards
Together with the OCI Coordinator, inform the Advisers of the failing grades
of students
Open Enrolment of SHS for the 2nd semester JANUARY
Post the schedule of classes and teachers’ program (SHS)
Conduct SHS Orientation for Grade 10 JANUARY
Conduct SHS Voucher Management System Orientation for Grade 10
Start the Campaign and Recruitment of incoming Grade 11 students (SY 2019-
2020)
Submit the budget proposal of the Registrar’s office for the coming school
year
Dispose inactive/old files (use shredding machine)
DECEMBER 2021
- Email
- Letters
Finance Office
and absences

Prepare the list of candidates for graduation (Kinder, G6, G10 and G12)
Prepare the Special Order of SHS Graduating Students MAY
Entertain and accept SHS Reservation MARCH
Spearhead the Deliberation for Vision Awards
Collect the letter of intent of school personnel (Last day of work)
Administer the 3rd quarter exams APRIL
Organize the school personnel for the DICES Assembly
Plan and execute Christmas Party for the School Personnel
Attend Registrars’ Meeting
JANUARY 2021
- Email
- Letters
Finance Office
15th and 30th of the month issuance of memo to personnel regarding tardiness EVERY 1ST WEEK OF THE
and absences FOLOWING MONTH
Submit application for Renewal of DepEd Permit to DICES

Check and monitor the encoding on the class records QUARTERLY
Supervise the Voucher application of Grade 10 students
Collect the MGS (Master Grade Sheet) from the advisers
Print the 3rd quarter report cards
Prepare the 3rd quarter certificates for students with honors
Release the 3rd quarter report cards and distribute Honor cards
Prepare the following for the graduation: APRIL-MAY
- Diploma
- Certificates for graduates, parents and awardees
- Certificates of recognition for non-graduating students
- Medals
Renewal of Business Permit 1ST WEEK OF JANUARY
Update records on Fire safety, Sanitation, Building plan, Building permit, JANUARY
Water potability, Business permit, Usufruct, SEC, SSS, Philhealth, BIR
Screen and approve the nominees who will be rewarded for good
performance

FEBRUARY 2021
- Email
- Letters
Finance Office
and absences
Submit application for DepEd school recognition to DICES

Together with the OCI Coordinator, inform the Advisers of the failing grades
of students
Organize Parents’ consultation meeting to present the proposed tuition and
other fees increase for SY 2020-2021 (get attendance and picture)
Prepare year-end certificates (Diploma)
Prepare the application for tuition and other fees increase
Release the employees and students’ clearance
Conduct annual awarding ceremonies for personnel’s good performance
Registrars’ Meeting
MARCH 2021
- Email
- Letters
Celebrate Thanksgiving masses for graduating and non-graduating students
Finance Office
and absences
Plan and lead the Lenten Pilgrimage
Register teachers to the PEAC-FAPE Summer Inset
Compile the reports of School Activities (Evaluation and documentation)
Administer and Collect Exit Interviews
Collect the clearance of teachers

Administer the 4th quarter exams
Collect the MGS (Master Grade Sheet) from the advisers
Print the 4th quarter report cards
Compile SF2 forms - monthly attendance
Prepare Report on promotion
Compile School register and DepEd SF1-10
Submit the application for tuition and other fees increase to DICES
Submit School and Office Supplies Inventory to OAS Coordinator
Registrars’ Meeting (Supervisory Planning)
APRIL 2021
Daily attendance monitoring
Filing of Leave Form / Official Business Filing
School Communications
- Internet
- Letters
- Text messages and calls
Accommodation of school visitors
15th and 30th Summary of daily attendance
Physical development (once a month)
Spiritual development (once a month)
Professional development (once a month)
Personality development (once a month)
Processing of credentials (form requests)
Answering Inquiries (Telephone and texts)
Filing of Letters (Incoming / Outgoing)
Other works assigned by the Authorities
Checking of emails for announcements and updates
Prepare the 4th quarter certificates for students with honors

Release the 4th quarter and 2nd semester report cards
Release year-end Certificates (Diploma, Certificate of Good Moral)
Compile and submit DepEd SF1-10, SF5 and SF6 AUGUST-SEPTEMBER
Lead in making HR Development Plan for SY 2021-2022
Update EOSY (DepEd LIS) JULY-AUGUST
Make a summary of unused service credit of each personnel and submit to APRIL
the Finance office
Conduct Team building activities/ Personnel Outing/ Personnel Outing with
Family
Prepare, seek approval and submit HR Audit to DICES (softcopy)
Prepare, seek approval and submit summary of incumbent and departing
employees to DICES (softcopy)
Prepare, seek approval and submit collated exit interview to DICES (softcopy)
Prepare, seek approval and submit summary of performance evaluation of
school personnel to DICES (softcopy)
Prepare, seek approval and Issue Thank you letter to 2020- JUNE 1
2021Administrative Council Members
Prepare and submit 2021-2022Administrative Council Members to DICES JUNE 1
Prepare, seek approval and Issue Appointment letters to 2021- JUNE
2022Administrative Council Members
Conduct Enrolment Orientation for school personnel
Prepared by:
REGISTRARS
DICES Schools
Edited by:
Mr. Kevin P. Guinsisana

DICES Program Officer for Human Resources

Draft Updated DICES HR and Registrar Supervisory Program 2022 2023

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Draft Updated DICES HR and Registrar Supervisory Program 2022 2023

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Diocese of Imus Catholic Educational System, Inc.

Office of the Superintendent of Diocesan Schools

School Year 2022-2023

MR. KEVIN P. GUINSISANA

Noted by: Approved by:

Rev. Fr. DOMINADOR C. DUROY, JR. Rev. Fr. ALAIN P. MANALO

A. Vision, Mission and Graduate Attributes of the Diocesan Schools of Imus

VISION AND MISSION OF THE SCHOOLS OF THE DIOCESE OF IMUS

Our graduates shall be:

1. Warm and simple

 To provide holistic personnel development program to all DICES schools.

III. SPECIFIC OBJECTIVES AND ACTION PLAN

2.2. Personally 1st week of List of visited

2.3. Draft, review 1st week of

2.4. Process 1st week of Complete file of

3.3. Sign contract July - August Signed contract

* Pilgrimage March/April Picture

*Participation in Year round Pictures

6.2. Physical 2nd and 3rd Pictures

* Wellness and Once a month Pictures

* Outing / Team June/July (for Pictures

* Teacher's day October Pictures

* Christmas party December

* DICES Assembly December Feedback

Outing/ Family Day JUNE (for Pictures

* Conduct seminar Attendance,

7.2 Comply with

7.4 Enforce BOT August

8.3. Issue memo to 15th and 30th of Individual tardy

9.3. Conduct Schedule of

9.4 Conduct exit Schedule year-end

b. Non- teaching Every 2nd

11.4. Implement JULY

2. Propose October Procedure in the

Snap shot of the

3. Establish September Copy of the

iii. SSIP June Copy of the plan

iv. Supervisory June Copy of the plan

3. Orient June Announcement

4. Inform students July Posters of

3. Establish system October Approved Master

4. Conduct Nov/Feb/ Attendance and

2. To ensure 1. Collect from the

3. To assist in 1. Prepare the

b. To DICES August Acknowledgment

iii. Collated exit May- June

viii. List of students

2. Maintain and August-June Narrative Report

3. Conduct PCSS October and Assessment tool

4. Draft Draft copy of the

IV. MONITORING CHART

No. Activities Daily Weekly Monthly Quarterly Semestral Annual Others

7 Make correspondences regarding communications received √

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Monitor the attendance of students (twice a month)

Perform other works assigned by the Authorities

Monitor the attendance of students (twice a month)