2023 SGC Functionality Assessment Tool Capacity Building Workshop Slides

SGC Functionality Assessment Tool
CAPACITY BUILDING
WORKSHOP
21-22 November 2023, MADISON PARK HOTEL, INC.
In support of the implementation of the D.O. 26, s. 2022,

Implementing Guidelines on the Establishment of School Governance Council
(SGC)
Objectives
1. Support the implementation of DO 26 s. 2022 by
assessing SGC’s functionality using the indicators
provided in the mentioned policy;
2. Identify priority areas that may

need support and assistance from different governance
levels;
3. Learn how to navigate the Google Form and Reports 1, 2,

3.
4. Spot check the common MOV errors; and,
5. Generate the reports using the sheets.
BHROD-SED SGC Functionality Assessment Tool Capacity Building Workshop | August 16- 18, 2023 | NEAP XII 10
PRIMARY OTHER
GENERAL PURPOSES FUNCTIONALITY
SUB-INDICATO SUB-INDICATO
OF SGC INDICATORS
RS RS
Structure
for Shared 8 6 11
Governance Functionality Indicators
Feedback Mechanism 4 1 1
Functionality Indicators
12 7 12
SGC Functionality Assessment Tool Components
Main Divided into two main purposes based on DO 26, s.
Purposes 2022:
(1) Structure for Shared Governance
(2) Feedback Mechanism
Functionality The functionality indicators are anchored in the main purposes of the
Indicators SGC and are found in Section VII of DO 26, s. 2022. In this Tool,
these indicators are grouped according to the functions per purpose.
Functionality The functionality sub-indicators are the identified specific activities

Sub-indicator that shall enable the achievement of their respective functionality
s indicator.
SGC Functionality Assessment Tool Components
Primary These are the required sub-indicators that the SGC shall achieve in
Sub-indicator order to qualify as functional.
s
Other These are the sub-indicators that the SGC may comply with
Sub-indicator applicable. if
s
Minimum MOVs are the required evidences for each Functionality Indicator
MOVs which shall be submitted in the Google Forms version of the Tool and
must be prepared by the school in case the SDO or CO conducts field
validation. The MOVs are indicated per Functionality Indicator and
are pre-determined to help the schools and the validators
Additional MOVs that the school may provide if

MOVs applicable.
DETERMINING A FUNCTIONAL SGC THROUGH THE
TOOL
For an SGC to be considered functional, the Council must be able
to comply with at least 10 out of the 12 (at least 80%) Functionality
Indicators based on the minimum MOVs submitted. Thus, at a
minimum, a functional SGC complies with the following
requirements:
1. The Functionality Indicators without sub-indicators are observed (Yes to the Functionality
Indicators without sub-indicators).
2. The Primary Sub-Indicators, under Functionality Indicators with sub-indicators, are
observed (Yes to the Primary Sub-Indicators).
3. The Minimum MOVs are submitted.
The Other Sub-Indicators are also recommended to be attained to further strengthen the
SGC’s functionality. Further, Additional MOVs may be submitted when available to showcase its
advanced practices.
The SGC Functionality
Assessment Tool
Data Collection
BHROD-SED SGC Functionality Assessment Tool Capacity Building Workshop | August 16- 18, 2023 | NEAP
Kindly Access:
https://tinyurl.com/SAMPLESGCTOOL
BHROD-SED SGC Functionality Assessment Tool Capacity Building Workshop | August 16- 18, 2023 | NEAP XII
S G C Functionality Assessment Tool
• The SGC Functionality Assessment Tool
(“SGC Tool") aims to initially assess the
functionality of SGCs in secondary
schools
• The SGC Tool has been enhanced for a more

convenient submission of MOVs, and
quicker data monitoring, validation and
report generation.
• The SGC Tool is translated into Google Forms

to make it accessible online. Each Division is
assigned with an online SGC Tool (or a
unique Google Forms link) for their respective
schools to answer.
• The results of the assessment shall help

in identifying priority areas that may need
support and assistance from the different
governance levels
Data Collection
Accomplishing the Online SGC Tool
The Online SGC Functionality Assessment Tool is divided into the following sections:
• Overview of the SGC Functionality Assessment Tool

and Statement of Understanding
In this section, the SGC/Respondent can read an overview on the SGC
Functionality Assessment Tool. Links to the relevant files and documents are also
available.
• Instructions in Accomplishing the Online SGC Tool

In this section, the directions in accomplishing the online SGC Tool, as well as
the process in determining a functional SGC, are stipulated.
• School and SGC Profile

In this
their section, the SGC/Respondent shall provide information about the
SGC.
school
Please be and
reminded that only SGCs from secondary shall accomplish the
Form. schools
Data Collection
Accomplishing the Online SGC Tool
• SGC Functionality Indicators and MOVs

In these sections, the SGC/Respondent shall assess its functionality as a structure
for shared governance and a feedback mechanism through the 12 Functionality
Indicators:
Functionality Indicators 1 - 8 = Structure for Shared
Governance Functionality Indicators 9 - 12 = Feedback
Mechanism
The MOVs must be uploaded before proceeding to the next section.
• Validity Form
In this section, the SGC/Respondent shall upload the signed and approved
validity form.
Data Collection
Instructions in Accomplishing the SGC Tool
In answering the sections for SGC Functionality

Indicators, the SGC/Respondent shall assess whether
they have satisfied the Functionality Indicators.
1. Assess Functionality with Yes or

No
Read the Functionality Indicator–and Sub-Indicators, if
available. Based on your own assessment and the
MOV you have, select the appropriate answer:
YES, if the Indicator is met; or
NO, if the indicator is not met.
Data Collection
2. Upload the
MOVs
As a rule, if the answer is "YES" to the
Functionality Indicator, the
corresponding minimum MOVs must be
uploaded.
Thus, to ensure that you do not miss

uploading the MOVs, if you answer
"YES", you will be directed to the section
where you can upload your MOVs.
If you answer "NO", you will be directed

to the next Functionality
Indicator.
Data Collection
2.Upload the MOVs
To showcase your SGC’s advanced practices,
Additional MOVs may also be uploaded.
For instances where the additional MOV is the
same as the minimum MOV, only differs in
number or quantity, combine the documents
into one file.
For example, these MOMs can be combined into

one
file:
•with
Minimum MOV: Minutes
stakeholders of Meeting
(at least 1
• Additional
(MOM) MOV: meeting)
with stakeholders (
Minutes orof more meetings)
Meeting (MOM)
2
MEANS OF VERIFICATION (*)– Combined Minimum and Additional MOVs
Blue Font – Separated MOVs
Combined and Separated
FI Minimum MOVs Additional MOVs FI Minimum MOVs Additional MOVs
1A *Notice of Meeting/Quarterly Meeting *Notice of Meeting/Quarterly Meeting 3A *SGC Resolution on applicable *SGC Resolution on applicable
recommendation (at least 1) recommendation (2 or more);
1B *Membership/ Induction Certificates *Membership/ Induction Certificates and/ or Resolution 3B *Minutes of the Meeting *Minutes of the Meeting agenda (2 or
and/ or Resolution on the Official List of on the Official List of Members (non-voting members) mentioning meeting agenda (at more meetings)
Members (7 to 15 voting members) least 1 meeting)
1C *Draft/ Operative Organizational Chart; *Approved/Adopted Organizational Chart; 3C *Minutes of Meeting mentioning *Minutes of Meeting mentioning meeting
meeting agenda ( at least 1 agenda ( at least 2 or more meetings)
meeting)
2A *Minutes of Meetings with the SPT on *Minutes of Meetings with the SPT on SIP/ AIP (2 or more 3D *Minutes of Meeting specifying *Minutes of Meeting specifying required
SIP/ AIP (at least 1 meeting); meeting); required quorum (at least 1 out or quorum (at least 2-4 regular meetings)
Minutes of Meetings with the SPT on other DepEd 4 regular meetings)
programs, projects, and activities (at least 1 meeting);
SGC Action Plan;
SGC Resolutions on the Recommendations Indicators 3B, 3C and 3D can be
combined into 1 document
2B *SGC Resolution on the recommendation *Membership SGC Resolutions on the recommendations 4A *Minutes of Meeting with *Minutes of Meeting with stakeholders on
(at least 1) (2 or more); stakeholders on programs, programs, projects, and activities (2 or
Quarterly Progress Report projects, and activities (at least more meetings);
1 meeting) SGC Action Plan;
SGC Resolution on applicable
recommendation ( at least 1)
2C *Minutes of Meeting with CPU, CPC, or *Minutes of Meeting with CPU, CPC, or other 4B *Any document reporting the *Any document reporting the discussion
other similar DepEd organizations (at similar DepEd organizations (at least 2 or more discussion from the meeting from the meeting attended ( 2 or
least 1 meeting) meetings); attended ( at least 1 meeting) more meetings);
SGC Resolution/s on promoting the rights of the child (at Copy of Minutes of Meetings from school
least 1 resolution) committees and organizations
(*)– Combined Minimum and Additional MOVs
Blue Font – Separated MOVs

4C *Minutes of Meeting with different school *Minutes of Meeting with different stakeholders (2 or 8A SGC Resolution on involving various sectors Official list of members with expanded
stakeholders (at least 1 meeting) more meetings); membership (inclusive and diverse in terms of
SGC Resolution on applicable recommendation (at age, gender, religion, ethnicity, and political
least 1) beliefs);
SGC Resolution on inclusiveness, diversity,
equity, and accessibility
5A Copy of the communication/transmittal letter Any document with citations on SGC's recommendation 1A SGC Report on the issues/concerns raised Minutes of Meetings (SGC meetings) where
to the school head reflecting the direction of released by the school management/ School Head; during school activities/events issues/ concerns are discussed;
the SGC School Head's acknowledgement of SGC (SOSA, speeches, Photo Documentation of school
newsletter, etc.) activities/events
6A *Minutes of the meeting with *Concept Note/ Project brief, or similar document (2 or 2A *Documentation of the *Documentation of the organized/conducted
stakeholder-initiated programs and more); organized/conducted program (at least 1); program (2 or more), following the SGC's
activities (at least 1 meeting); Copy of the project proposal on stakeholder-initiated Minutes of meeting where issues/concerns Calendar of Events (as provided by CO);
*Concept Note/ Project brief, or similar programs and activities; are discussed Photo Documentation
document (at least 1) SIP, AIP, SRC, and SMEA (specify the page in the
reports)
6B *Report on the assessment/ monitoring and *Report on the assessment/ monitoring and evaluation of 3A *SGC Resolution on access information Advocacy Plan on the school's use of the
evaluation of stakeholder-initiated program stakeholder-initiated program and/or activity (at least 2 or (school data and information); Transparency Board SRC, and other reports to
and/or activity (at least 1 program/activity) more programs/activities); access school data;
SIP,AIP, SRC, SMEA, and School Project Monitoring *SGC Action Plan on promoting access School Head's endorsement on the use of the
Reports information Transparency Board, SRC, and other reports to
access school data;
Phot Documentation
6C *SGC Resolution on the referral of the *SGC Resolution on the referral of the identified potential 3B SGC Resolution on the use of approved SGC Alternative Communication Platforms
identified potential partner (at least 1) partner (at least 1 partner); alternative communication platforms Online and Offline
Copy of the MOA, DOD, DOA, etc., reflecting the name/s
of the referred partner/s (at least 1 partner)
7A *SGC Resolution recommending the SIP to Proof of endorsement of the SGC Resolution to the SDS 4A *SGC Resolution on the recommendation *SGC Resolution on the recommendation on
LSB; or and transmittal to the LSB on ways of improving the quality of SIP, ways of improving the quality of SIP, AIP, and
*Any document recommending AIP, and other DepEd programs, projects, other DepEd programs, projects,
policy/program to the LSB, based on the SIP and activities (at least 1). and activities (2 or more).
MEANS OF VERIFICATION
Counted MOVs
1A
*Notice of Meeting 3A
*SGC Resolution on
applicable recommendation
(at least 1)
1B 3B
1C
3C
2A
*Minutes of Meetings with the SPT on
3D
SIP/ AIP (at least 1 meeting);
*SGC Quarterly Progress Report
2B 4A *Minutes of Meeting with
stakeholders on programs,
projects, and activities (at least
1 meeting)
2C 4B
4C 8A SGC Resolution on involving various sectors
5A Copy of the communication/transmittal letter to 1A SGC Report on the issues/concerns raised

the school head reflecting the direction of the during school activities/events
SGC
6A *Minutes of the meeting with 2A *Documentation of the organized/conducted

stakeholder-initiated programs and activities (at program (at least 1);
least 1 meeting);
*Concept Note/ Project brief, or similar document Minutes of meeting where issues/concerns are
(at least 1) discussed
6B 3A *SGC Resolution on access information (school

data and information);
*SGC Action Plan on promoting access
information
6C 3B
7A *SGC Resolution recommending the SIP to 4A *SGC Resolution on the recommendation on

LSB; or ways of improving the quality of SIP, AIP, and
*Any document recommending policy/program to other DepEd programs, projects, and activities
the LSB, based on the SIP (at least 1).
Data Collection
3.Primary Sub-Indicators and
Other Sub-Indicators
If the Primary Sub-Indicator is not met (“NO”),
you do not have to answer the Other Sub-
Indicators of the same Functionality Indicator.
4. View Score
Only the Primary Sub-Indicators with "YES"
are counted.
After accomplishing the online SGC Tool, you will

be able to see your score. This may, however, be
different from the final score as the information
and MOVs submitted are still subject to the
validation of your Division and Region.
BHROD-SED SGC Functionality Assessment Tool Capacity Building Workshop 3
REMINDER:
Only the Primary Sub-Indicators with "YES"
are counted. Thus, SGCs must ensure they
submit the MOVS under Primary Sub-indicators
as these are the indicators with point/score, and
need to be achieved in order to qualify
as functional.
Furthermore, SGCs who wish to showcase their

advanced practices are still encouraged
to upload their MOVs under Other
Sub-indicators and Additional MOVs.
BHROD-SED
Monitoring and
Report Generation
Validation Process
MEANS OF
Common
VERIFICATION
Errors
▪ SGC
The use of "School Governing Council" as name of organization
▪ Other School Organizations/ Committees
MOVs of other school organizations, such as PTA, SSG, etc.
▪ Designation
MOVs using Chairman as designation (instead of "School
Head") MOVs which did not specify who prepared
Misinterpretation of the School Head and Co-Chairpersons
Roles MOVs using the School Governing Council Designations.
▪ Organizational Structure
Not the same structure presented in the DO. 26 s. 2022
guidelines.
▪ Date
MOV/ Activity was conducted in the year 2018, 2019, 2020,
2021
MEANS OF VERIFICATION
Common
Errors
▪ Insufficient Report/Documentation
No enough details/description to prove that the SGC spearheaded the activity or
program. No Photos attached.
▪ Insufficient Minutes of the Meeting
No Quorum Specified
No signed attendance attached
▪ Signature
MOVs with no/incomplete signatures
Resolution were not signed by Voting
Members
▪ Wrong MOV
Uploaded a Wrong MOV
School Organization
School Governance Council
Designation
School Head, Elected Co-Chairperson,
Designated Co-Chairperson
Date
SY 2022-2023
Red– Error
Blue- Type of Error
Yellow– Correct details
SGC Functionality Assessment Tool Capacity Building Workshop |
August 16- 18, 2023 | NEAP XII
School Organization
Date
SY 2022-2023
Date
August 2023
Red– Error
Blue- Type of Error
SGC Functionality Assessment Tool Capacity Building Workshop |
August 16- 18, 2023 | NEAP XII
Discussion
Proper
Quorum
100 % attendees; A quorum has been
established
Presider
Elected Co-Chairperson/
Red– Error
Blue- Type of Error
Complete Signature
Prepared by: SGC Secretary
Reviewed by:
Elected Co-Chairperson
Approved by:
School Principal
Red– Error
Blue- Type of Error
School Organization
Date
SY 2022-2023
Structure
**Follow the structure presented

in the DO 26, s. 2022 Item V- C
No. Of Voting Members

7-15 members,
including the
ex-officio members
Red– Error
Blue- Type of Error
Complete Signature
Prepared by: SGC Secretary
Reviewed by:
Elected Co-Chairperson
Approved by:
School Principal
Red– Error
Blue- Type of Error
SGC Reports
Report 1: Quicfi Count
Report 2: SDO Validation Tool
Report 3: RO Monitoring Tool
What is the Report
1? Report 1: Quicfi Count
The Report 1: Quick Count can be

used by both the SDO and RO to:
1. Monitor the completion rate of the
SDO regarding the schools'
accomplishment of the SGC
Functionality Assessment Tool
2. Check schools who have not yet
accomplished the SGC Functionality
Assessment Tool
3. Monitor the number of Functional
SGCs (based on Unvalidated data) in
the Division
Validated vs Unvalidated Data
UNVALIDATED DATA MOV VALIDATION VALIDATED DATA
"Yes" responses with correct

Yes/No Responses of Schools Checking of the validity of the M OVs (will determine the
on the Functionality Indicators submitted MOVs FINAL SCORE)
What is the Report 2?
The Report 2: SDO Monitoring Tool can

be used by both the SDO and RO to:
1. Validate the MOVs submitted by the
schools (for the SDO only)
2. Determine the FINAL SCORE of each
school regarding their SGC
Functionality Status (10/12 =
FUNCTIONAL)
3. Determine the Number of
Functional SGCs (based on
Validated Data) in the Division
What is the Report 3?
The Report 3: RO Monitoring Tool can

be used by the RO to:
1. Check the Regional Completion
Rate on the schools' accomplishment
of the SGC Functionality Assessment
Tool
2. Check the Total Number of
Functional SGCs in the Region
3. Monitor the Submission Rate of each
Division in the Region
4. Access Report 1 and Report 2 of
all Divisions in the Region
Report 3: Regional Monitoring Tool
Who can use the SGC Reports?
(for RO only)

(for SDO and RO)
Report 1: Quicfi Count

(for SDO and RO)
Monitoring and
Report Generation
Report 1: Quick
Count
Report 1: Quick
Count 1
FEATURES:
1. Quick Count
featuring
Completion Rate
and Initial
2 Number of
Functional SGCs
2. List of Schools
who have NOT
accomplished the
SGC Functionality
Assessment Tool
Report 1: Accomplishment by Division (Quick Count) provides a

comprehensive view of the Division's accomplishment of the SGC
Functionality Assessment Tool.
Report 1: Quick Count
2 3
FEATURES:
Accomplishment by Schools gives a more detailed 1. Division Completion Rate
(Division)
account of the accomplishment of each school in the Division of 2. Initial Score
3. Functionality Status
the SGC Functionality Assessment Tool.
Report 1: Quick Count
The Forms Response Sheet is the collection of responses

from the schools within the Division. This sheet is
PROTECTED and shall serve only as reference for the
SDO.
Monitoring and
Generation
Report
Report 2: SDO Validation
Tool
1 2
The Overview Sheet (PROTECTED) presents FEATURES:

1. Final Score of Validated Data
a
comprehensive view on the number of functional 2. Functionality Status
SGCs in the Division. 3. Number of Functional SGCs
5
1 2 3 4
FEATURES:
The Functionality Indicator (FI) sheets is where the SDO 1. Initial Score (Unvalidated MOVs)
will
validate the MOVs using the Validation Tickboxes. A ticked 2. Final Score (Validated MOVs)
3. Functionality Status
Primary Sub-indicator is equivalent to 1 point in the Final 4. Link to the MOVs
Score. 5. Validation Tickboxes
The Forms Response Sheet is the collection of

from the schools within the
responses
Division. This sheet is
PROTECTED and shall serve only as reference for the
SDO.
Monitoring and
Generation
Report
Report 3: RO Monitoring
Tool
FEATURES:
1 2 3 4 1. Actual Number of
Submissions
2. Submission Rate
3. Number of Functional
SGCs
4. Link to Report 1 and
Report 2
5. Regional Completion
Rate
Report 3: Regional SGC Monitoring Tool (PROTECTED) will be used by the RO to

monitor the accomplishment of the SGC Functionality Assessment Tool in their
region. It also contains the links to the SDO Report 1 and Report 2 for reference. 60
Instructional Guide on the
MOV Validation using Report 2
Step 1: Go to Functionality Indicator 1 (FI1) sheet
Step 2: Click the link to the MOV
SGC Functionality Assessment Tool Capacity Building Workshop | August 16- 18, 2023 | NEAP XII
BHROD-SED
Step 3: Check and assess

if the MOV submitted
by the school is correct
SGC Functionality Assessment Tool Capacity Building Workshop | August 16- 18, 2023 | NEAP
BHROD-SED
Step 4:
• If the MOV satisffies the minimum requirement for the Sub-Indicator, tick the box under "Min".
• If the MOV presented is combined with an ADDITIONAL MOV, tick both boxes under "Min" and
"Add".
• If the MOV does not satisfy the minimum requirement for the Sub-Indicator, tick the box under
“Invalid Min MOV”
BHROD-SED
Every valid MOV for Primary Sub-Indicators counts as 1 in the Final Score. To be a
FUNCTIONAL SGC, the school must accomplish 10/12 VALID Primary
Sub-Indicators.
BHROD-SED
WAYS
FORWARD
SGC Functionality Assessment Tool (2023)
AUG SEPT OCT NOV DEC
Accomplishment of the Tool & SDO Submission of

Roll-Out Validation Report No. 3 Analysis of Results
BHROD-SED 69
Other SGC Activities
SEPT OCT NOV DEC
RO SBM Coor
Online Meeting
Roll-Out of the Workshop
Field Visit
Release of the SGC

Instructional Videos
BHROD-SED 70
GET
Join Our Offficial
UPDATED!
Facebook Group
bit.ly/SGC-
CompositeTeams
BHROD-SED 71
Lgt us finow
Qour
fggdbncfi.
bit.ly/SGCCapBuild2023
BHROD-SED 7
THANK
YOU !
Capacity Building Workshop ( August
2023 )
BHROD-SED

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SGC Functionality Assessment Tool

In support of the implementation of the D.O. 26, s. 2022,

2. Identify priority areas that may

3. Learn how to navigate the Google Form and Reports 1, 2,

4. Spot check the common MOV errors; and,

5. Generate the reports using the sheets.

Functionality The functionality sub-indicators are the identiﬁed speciﬁc activities

Additional MOVs that the school may provide if

• The SGC Tool has been enhanced for a more

• The SGC Tool is translated into Google Forms

• The results of the assessment shall help

• Overview of the SGC Functionality Assessment Tool

• Instructions in Accomplishing the Online SGC Tool

• School and SGC Proﬁle

• SGC Functionality Indicators and MOVs

In answering the sections for SGC Functionality

1. Assess Functionality with Yes or

NO, if the indicator is not met.

Thus, to ensure that you do not miss

If you answer "NO", you will be directed

For example, these MOMs can be combined into

FI Minimum MOVs Additional MOVs FI Minimum MOVs Additional MOVs

5A Copy of the communication/transmittal letter to 1A SGC Report on the issues/concerns raised

6A *Minutes of the meeting with 2A *Documentation of the organized/conducted

6B 3A *SGC Resolution on access information (school

7A *SGC Resolution recommending the SIP to 4A *SGC Resolution on the recommendation on

After accomplishing the online SGC Tool, you will

Furthermore, SGCs who wish to showcase their

**Follow the structure presented

No. Of Voting Members

Report 2: SDO Validation Tool

Report 3: RO Monitoring Tool

The Report 1: Quick Count can be

UNVALIDATED DATA MOV VALIDATION VALIDATED DATA

"Yes" responses with correct

Report 2: SDO Validation Tool

The Report 2: SDO Monitoring Tool can

The Report 3: RO Monitoring Tool can

Report 3: Regional Monitoring Tool

Report 2: SDO Validation Tool

Report 1: Quicfi Count

Report 1: Accomplishment by Division (Quick Count) provides a

The Forms Response Sheet is the collection of responses

The Overview Sheet (PROTECTED) presents FEATURES:

The Forms Response Sheet is the collection of

Report 3: Regional SGC Monitoring Tool (PROTECTED) will be used by the RO to

Step 1: Go to Functionality Indicator 1 (FI1) sheet

Step 2: Click the link to the MOV

Step 3: Check and assess

Accomplishment of the Tool & SDO Submission of

Roll-Out of the Workshop

Release of the SGC

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6A Minutes of the meeting with 2A Documentation of the organized/conducted

7A SGC Resolution recommending the SIP to 4A SGC Resolution on the recommendation on