VII. PERSONNEL JOB TITLES AND JOB DESCRIPTION, FUNCTIONS AND RESPONSIBILITIES | |
THE SCHOOL ADMINISTRATORS | |
THE DIRECTOR | |
He is the chief executive of the entire educational institution and is delegated with the final authority and responsibility for its operation in the light of the MAPSA philosophy, rnission and specific objectives of the institution. | |
DIRECTOR'S FUNCTIONS | |
1. | provides effective and stimulating leadership to the staff, the personnel and the students |
2. | directs the academic and administrative operations of the school and promotes policies in consonance with the school's and MAPSA's vision/mission statement |
3. | leads in the interpretation to the different sectors of the school community, the vision/mission of the school and sees to the effective implementation of policies approved by the 130T |
4. | leads in the formulation of a long-ranged development plan for the institution |
5. | exerts efforts in maintaining the financial viability of the institution and explores resources for development programs |
6. | directs the preparation of the school's annual-budget and presents the same to the BOT for approval |
7. | reports to the BOT the current budget performance of the school |
8. | renders an adequate annual performance audit of all school personnel both teaching and non-teaching |
9. | monitors the observance of due process, fairness, prompt- ness, privacy, constructiveness and consistency in the discipline of school personnel |
10. | sees to the effective maintenance of the school's data bank |
11. | performs other duties as shall be vested on him by the BOT |
THE SPIRITUAL DIRECTOR | |||
a. | As chaplain of the school, he | ||
1. | sets and maintains the spiritual tone of the school based on its vision and mission | ||
2. | directs religious education of the students and undertakers the furthering of that for the faculty by: | ||
2.a. | approving and following up the religion course of study by conducting periodic consultation with religion teachers and classroom visitations: | ||
2.b. | initiating religious activities in the school community in coordination with the Principal: | ||
2.c. | providing regular spiritual development program for the employees; and | ||
2.d. | making himself available for individual or group spiritual guidance of students and employees. | ||
b. | He is head of the campus ministry. |
THE PRINCIPAL | |
Responsible to: The Director | |
General Responsibilities | |
- | assists the school head in seeing to it that the vision/mission of the school is properly understood and a sincere effort is made by all concerned to attain them |
- | organizes and supervises the activities of the department; plans and carries out educational/development programs and policies as prescribed by the DECS and in accordance with the schools vision/mission |
- | supervises the instructional program and coordinates all efforts of the department in conducting an effective teaching learning process towards the achievement of academic excellence |
- | promotes a program of continuing studies and research for the development of the academic program and human resources. |
Specific Objectives | |
1. | together with the head teachers/coordinators, interprets to teachers, students and parents the schools vision/mission goals and objectives. |
2. | recruits faculty members and process admission of students in consonance with the DECS and the schools policies and regulation |
3. | prepares and recommends to the director the assignment of teachers and the salary commensurate to their total work load |
4. | recommends the hiring, termination, discipline and promotion in rank and salary of the faculty |
5. | recommends to the director, after due process, disciplinary action for both students and teachers. |
6. | initiates, recommends and implements development programs of the school and promotes faculty and student welfare |
7. | approves schedule of classes and student activity programs in coordination with the head teachers and subject area coordinators |
8. | supervises and rates the performance of the administrative staff as well as the faculty and the non-teaching employees under her charge |
9. | recommends to the director for approval, textbooks, references and other instructional materials |
10. | conducts a regular administrative staff and general faculty meetings |
11. | prescribes the provision and maintenance of an effective learning environment thru a sustainable facilities development program in coordination with the physical plant supervisor |
12. | prepares and submits to the director the departments Annual Program Budget Proposal |
13. | supervises routine clerical and office work and maintains adequate records essential to good school supervision |
14. | cooperates with the director, faculty and students in instituting the schools community Extension Program |
15. | performs other functions as may be assigned to him/her by the director the BOT |
THE AREA COORDINATORS | |||
Responsible to: The Principal | |||
A. General Responsibilities | |||
1. Assists | |||
a. | teachers to grow-professionally | ||
b. | the principal administering the needs of the area | ||
2. Is considered an assistant to the Principal and can be called upon to take over the duties of the Principal and may be designated as OIC during the latters absence | |||
B. Specific Responsibilities as Academic Coordinators | |||
1. | Defines subject area objectives and the means of evaluating attainment of these objectives | ||
2. | Determine course requirements together with the teachers | ||
3. | Takes charge of syllabi preparation and recommends textbooks and other instructional materials | ||
4. | Recommends activities for the development of the instructional program of the area. | ||
5. | Presides over periodic meetings of the subject area teachers and shares with them teaching techniques and approaches | ||
6. | Observes classes to appraise the quality of instruction and student performance | ||
7. | Checks and approves test questions for periodical examinations. | ||
8. | Reviews grade computations. (For high school only) | ||
9. | Recommends teachers placement or subject assignment | ||
10. | Confers with the Principal regularly on: | ||
a. | performance of teachers and the general condition of instruction in his area | ||
b. | progress of the students in the subject areas and the provisions for remedial and enrichment programs. |
THE HEAD TEACHER | ||
Responsible to: The Grade School Principal | ||
Specific Responsibilities | ||
1. | Takes charge of all the acitivities in the grade level. | |
2. | Supervises classroom instruction and rates the teachers in the grade level | |
3. | Takes charge of the attendance and substitution reports of the teachers under his charge | |
4. | Sees to the proper accomplishment and timely submission of reports pertinent to the grade level | |
5. | Prepares the teachers assignment and class schedule for approval | |
6. | Takes charge of the sectioning and enrolment of outgoing and incoming students in the level | |
7. | Acts as consultant on vital matters concerning teachers pupil problems | |
8. | Supervises homeroom parents council meetings and coordinates the parents activities of the grade level | |
9. | Makes proper communication with the Media Center, Guidance Center, the library, the clinic and the DRE for the students and teachers under his charge | |
10. | Assists in the cleanliness and surveillance of the play ground, traffic and assembly of students | |
11. | Creates and suggests opportunities and activities for the development of both teachers and students in the grade level | |
12. | Takes charge of co-curricular and extra curricular activities for the grade level | |
13. | Conducts regular grade level meetings, checks the grading sheets of students, make daily rounds of the classes and follows-up payment of students with all accounts | |
14. | Substitutes for absent teachers in his grade level if necessary | |
15. | Reviews grade computations in every grading period |
THE VALUES EDUCATION/RELIGION COORDINATOR | ||
Responsible to: The Principal | ||
Specific Responsibilities | ||
1. | Performs the functions assigned to the academic coordinators | |
2. | Take charges of all religious activities of the school | |
3. | Acts as liaison officer between the parish and the school | |
4. | Creates and recommends opportunities and activities for the growth and development of the religion teachers and the students | |
5. | Prepares communications for parents on matters pertinent to the activities of the area | |
6. | Directs the religion teachers in monitoring the spiritual development activities of the students and employees |
THE PERFECT OF DISCIPLINIE (GS Department) | ||
Responsible to: The GS Principal | ||
Specific Responsibilities: | ||
1. | Monitors the pupils tardiness and observance of the schools uniform and haircut policies and makes a monthly report on the same to the respective head teachers for follow-up | |
2. | Receives reports from advisers regarding student violators of school rules and regulations as well as those with frequent tardiness and long absences, then makes the necessary follow-up with parents. | |
3. | Acts on behavioral cases referred to her office and recommends to the Administration the appropriate measures consonant to policies stipulated in the student handbook | |
4. | Acts as coordinator of the Grade School Parents Council affairs and as such | |
- attends the meetings of the council and monitors all projects and activities of parents | ||
- acts and decides in behalf of the Administration on matters concerning parents involvement in school activities | ||
- monitors the entry and presence of parents inside campus specially during class hours | ||
5. | Takes charge of the distribution of the students Handbook and conducts a briefing of advisers regarding its content | |
6. | Assists the principal in briefing the new teachers on policies and regulations both for the faculty and the students | |
7. | Has three (3) loads |
THE PREFECT OF DISCIPLINE (HS Department) | ||
Responsible to: The HS Principal | ||
Specific Responsibilities: | ||
1. | Keeps records and administers record forms relative to attendance, tardiness and disciplinary cases of students | |
2. | Receives reports on disciplinary cases, makes investigation and decides on appropriate sanction based on the Students Handbook except on serious disciplinary cases | |
3. | Records and reports to the Principal disciplinary cases referred to the O.P.D. | |
4. | Confers with parents of students under suspension or with disciplinary problems aside from adivising students themselves when need arises | |
5. | Makes referrals to the Guidance Office for follow-up | |
6. | Participates in the formulation of school policies regarding disciplinary measures | |
7. | Checks authenticity of parents signature on excuse letters | |
8. | Conducts follow-ups on students with long or frequent absences, frequent tardiness and repeated violations of school rules and regulations. |
THE GUIDANCE COUNSELOR (G.S.) | ||
Responsible to: The G.S. Principal | ||
Specific Responsibilities: | ||
1. | Plans and coordinates the administration of the standardized testing program of the Grade School Department | |
2. | Takes charge of screening student applicants and conducts the necessary admission tests for all newcomers | |
3. | Coordinates the development, maintenance and use of the use students cumulative record program | |
4. | Attends to cases referred to her office and confers with the parents | |
5. | Administers the battery of tests for teacher applicants and interprets results for the guidance of the Principal and the head teachers in accepting them | |
6. | Acts as coordinator of GMRC as a subject area and as such | |
- Observers GMRC classes; supervises GMRC teachers and rates them on their performance | ||
- monitors and checks the grading sheets and test questions in GMRC | ||
- participates in the deliberation of honor pupils and awardees and issues recommendations of good moral character to requesting Students |
THE GUIDANCE COUNSELOR (H.S.) | ||
Responsible to: The H.S. Principal | ||
Specific Responsibilities: | ||
1. | Plans and implements a scheme for the effective use of the Homeroom period to maximize the potentials of the youth | |
2. | Undertakes a career development program for students | |
3. | Conducts group guidance sessions | |
4. | Initiates activities which will help resolve student problems in cooperation with the advisers | |
5. | Counsels students who have special needs and problems | |
6. | Attends to cases referred to his office and confers with their teachers and parents regarding these cases | |
7. | Administers psychological tests to students and interprets the results to them and helps them evaluate their characteristics, potentialities, attitudes and outlook | |
8. | Issues recommendations of good moral character of Students | |
9. | Plans and coordinates the administration of the standardized testing program | |
10. | Coordinates the development, maintenance, and use of the cumulative record program | |
11. | Plans and initiatives in cooperation with the Principal's staff the in-service activities designed to maintain and improve the effectiveness of the guidance service | |
12. | Solicits assistance and support of persons utilized to further pupil development | |
13. | Implements the school's admission policy after due consultation with the administration | |
14. | Administers a battery of tests required of faculty and non- teaching personnel applicants | |
15. | Recommends the effective use of test results, studies and researches conducted. | |
16. | Assists in the development and improvement of evaluation of instruction of school employees. |
THE TEACHING DEPARTMENT | ||
THE CLASS ADVISER Responsible to: Head Teacher (GS) | ||
Principal (HS) | ||
A. General Responsibility | ||
The class adviser is the student's immediate parent-surrogate in the school. As such he/she should be the premier inspiration, guide, and supervisor of his/her advisory class. He/she makes it a point to keep the students faithful to the rules and regulations of the school in as much as these are effective means of education. | ||
B. Specific Responsibilities | ||
B. 1 On School Records | ||
1. | Accomplishes the official forms required of the adviser and submits them on time | |
2. | Prepares the report cards (F- 1 38) and distributes these to the class on the date and time designated | |
3. | Checks and keeps record of student's deficiency | |
4. | Updates each student's permanent record (F-137) immediately after report card (F- 1 38) is released | |
5. | Checks and tallies the grades with the other class advisers for final entry in F- 138 and F- 18 | |
6. | Submits promotions report (F- I 8/18C) to the registrar at the end of the year. | |
7. | Prepares the computation sheet for honor students as early as the first grading period to facilitate correct computation. | |
B. 2 On Class Management | ||
1. | Sees to it that the classroom of his advisory class is clean, presentable, trimmed with relevant and meaningful posters | |
2. | Assigns weekly group cleaners and supervises classroom cleaning to avoid disorderliness, vandalism, and other disciplinary problems. He takes this as an opportunity for guidance and counselling and developing rapport with the students. | |
3. | Sees to it that all electrical switches are off and the windows and doors are closed at the end of classes in the morning and in the afternoon, especially after a brownout and shortened period | |
4. | Takes initiative to help supervise the neighboring class- room in case the class adviser is absent | |
5. | Is responsible for the implementation of the school's rules and regulations as stipulated in the Students' Handbook and other memoranda from the Principal | |
6. | Follows up on students' problems relative to attendance, tardiness, academic performance including his behavioral problems in relation to classmates, subject teachers and home and informs parents when necessary. | |
7. | Follows up on student's poor academic performance and/or student's disciplinary problem(s) | |
8. | Guides and supervises his class during official school pro- grams and liturgical celebrations | |
9. | Participates zealously in the sectioning of his students, on the basis of school list for the next schoolyear | |
10. | Makes follow-ups on students' payment of monthly tuition fees | |
11. | Reports to the, Head Teacher/Coordinator then to the Maintenance Supervisor the immediate need for repair of items within the classroom and accomplishes the inventory of classroom materials | |
12. | Makes requisitions for cleaning materials to the Head Teacher/Coordinator or Maintenance Supervisor | |
13. | Checks cases referred to the clinic | |
14. | Supervises the class nomination and election of officers | |
15. | Encourages and guides the elected class officers | |
16. | Checks periodically on the students' I.D., the school uniform and assists the Prefect of Discipline in checking and following up the boys' haircut during Operation Haircut Days | |
17. | Makes referrals to the Guidance Office for follow-up |
THE LABORATORY CUSTODIAN | ||
Responsible to: The Principal | ||
Specific Responsibilities: | ||
1. | Coordinates laboratory schedule with the Area Coordinator and keeps track of the number of students that the laboratory can conveniently accommodate | |
2. | Plans the following: | |
a. optimal use of the science laboratory | ||
b. availability of equipment/chemicals pertinent to the subject | ||
c. purchase of chemicals/equipment/specimens for up-dating purposes | ||
d. systematic procedure in issuing apparatus and chemicals to every group in the different science classes | ||
e. action/contingency in case of emergency, like fire, calamities and accidents | ||
3. | Requests repair fixtures as needed | |
4. | Recommends improvements of the laboratory | |
5. | Updates charts and other visual aids for more effective teaching | |
6. | Prepares chemical/equipment called for in the actual performance of laboratory experiments | |
7. | Sees to it that breakages and/or damages of laboratory equipment are either paid or replaced before signing stu- dent clearance | |
8. | Performs all other related tasks demanded by the position |
THE CLUB MODERATORIADVISER OF A SCHOOL ORGANIZATION | ||
Responsible to: The Principal | ||
Specific Responsibilities: | ||
1. | Screens student applicants for membership | |
2. | Presides over and/or supervises the club's weekly meeting | |
3. | Acquaints the members with the club's objectives and by laws | |
4. | Supervises the election of the club's officers | |
5. | Monitors and supervises the club's activities | |
6. | Chaperons the club participants in off-campus activities or delegates these functions to the trainor | |
7. | Informs parents and gets their approval before members are allowed to participate in activities outside the school and/or after class hours | |
8. | Keeps record of pertinent data of members and the activities of the organization | |
9. | Consults with the Area Coordinator and the Principal regarding solicitation of monetary contribution to implement the club's activities | |
10. | Gives an accounting regarding finances to the members and to the Principal at the end of the schoolyear |
THE SCHOOL PUBLICATIONS MODERATOR | ||
Responsible to the: The Principal | ||
Specific Responsibilities: | ||
1. | Submits to the Principal the program of activities with the objectives in consonance with the school's vision and mission statement | |
2. | Orients the staff members on the plans and policies of the school paper particularly on the Code of Ethics of Journalism which contains the basic responsibilities and duties of those involved in publications | |
3. | Motivates the members to participate actively in the Gazette's various activities | |
4. | Prepares the staff members on the rudiments of publications | |
5. | Recommends outstanding club members to join off-campus activities and competitions | |
6. | When in doubt regarding the liability for libel consults the Principal regarding article/s in question with ample time to study said article | |
7. | Meets his staff once a week | |
8. | Insures that his members have their parents' permission in writing when off-campus activities are held | |
9. | Accompanies his staff members in off-campus activities | |
10. | Informs the Principal of all on-going activities of the group | |
11. | Evaluates the activities and submits quarterly reports to the Principal |
THE CAT-1 COMMANDANT | ||
Responsible to: The Principal | ||
A. Specific Responsibilities | ||
1. | Manages the CAT-1 program in accordance with the rules and regulations prescribed by the Armed Forces of the Philippines in coordination with the DECS | |
2. | Promulgates implementing rules and regulations relating to the organization, control, training of CAT-1 Cadets/ Cadettes and recommends to CAT-,I Supervisor the issuance of appropriate orders, appointment, promotion, or demotion in rank of CAT-1 Cadet/Cadette officers | |
3. | Conducts CAT-1 instruction in accordance with the training program prescribed by, AFP | |
4. | Performs duties as may be assigned/prescribed by the School Head or CAT-1 Supervisor, which are allied to and not incompatible with the duties as Commandant. Such duties consist of. | |
a. planning for and implementing of fire/earthquake drills | ||
b. assigning marshalls for patio traffic whenever such need arises | ||
c. rendering assistance through his cadet/cadettes in the various activities of the school | ||
5. | Submits quarterly reports to the Principal on CAT-1 and other related activities undertaken by the CAT-1 Commandant |
THE MON-TEACHING DEPARTPIERT |
THE FINANCE OFFICER |
Responsible to: The Director |
Specific Functions |
1. | Supervises all the personnel in the finance and accounting department | |
2. | Presents budget performance for each department | |
3. | Prepares the Cash Flow statements' checks and reviews financial reports to be submitted to the School Director | |
4. | Acts as custodian of the properties and funds of the institution | |
5. | Co-signs all loans, bank transactions with the School Director | |
6. | Prepares carefully and submits promptly all monthly financial reports to the Board of Trustees |
THE ACCOUNTING OFFICE HEAD | ||
Responsible to: The Finance Officer | ||
A. General Responsibilities: | ||
1. | Is generally responsible for the installation and maintenance of the general accounting system and sees to the strict adherence to accounting principles involved in the system | |
2. | Acts as Disbursement Officer | |
B. Specific Responsibilities: As Bookkeeper/Accountant: | ||
1. | Develops, installs, and maintains the accounting system | |
2. | Prepares quarterly worksheets for income and expenditures for analysis | |
3. | Assists the Finance Officer/Director in the formulation of the budget | |
4. | Assists the Finance Officer/Director in a staff capacity in all fiscal matters | |
5. | Verifies and audits transactions affecting finances and makes adjustments if necessary | |
6. | Records investments, their maturities, roll-overs and recommends withdrawals for fund availability, checks correctness of interest earned, reconciles with the investment institution if necessary for differences in balances | |
7. | Prepares and flies quarterly and annual reports to government entities | |
8. | Is responsible for the filing of licenses and permits necessary in the normal operation of the school | |
9. | Prepares journal entries and records them in the General Journal and posts monthly summaries of the Receipts Book, Disbursements Book, Accounts Payable Book and General Journal In the General Ledger | |
10. | Supervises accounting staff and assigns them their duties | |
11. | Performs other tasks that may be assigned by superiors |
As Disbursements Officer: | ||
1. | Checks the validity of invoices or requests for payment; sees to it that purchases are proper and have been duly approved and authorized; checks if deliveries are completed, ensures that there is no double payment and checks computations according to the terms | |
2. | Recommends payment, prepares and presents checks for signatures | |
3. | Reconciles with suppliers in cases of differences in their Statement of Account and balances | |
4. | Prepares computerized records of Accounts Payable, the description of each transaction and distribution to the proper accounts, and recommends approval for payment | |
5. | Follows-up liquidation reports of personnel with advances to purchase supplies for school needs ensuring that each transaction has a valid receipt of payment ,IC. Organizational Relationships |
C. Organizational Relationship | |
1. Reports directly to : Director/Finance Officer | |
2. Supervises : Accounting Staff | |
3. Coordinates with : Cashier, External Auditor, | |
Principals and Supervisors |
ACCOUNTING CLERK | ||
Responsible to: The Accounting Office Head | ||
A. General Responsibilities | ||
Generally responsible for the filing system in the Accounting Office, general typing work, assistance in inventory counting and tagging of fixed assets B. Specific Responsibilities: | ||
B. Specific Responsibilities | ||
1. | Maintains a good filing system and is responsible for its proper upkeep | |
2. | Sees to the availability of forms and office supplies in the Accounting Office | |
3. | Does general typing work | |
4. | Assists in the monthly and yearly physical inventory | |
5. | Prepares data needed for SSS certification of premium payments, employee's salary loan application, employee's SSS Sickness and maternity benefits | |
6. | Responsible for updating and follow-Lip of employee's BIR forms required by the Accounting Office | |
7. | Follows-up the collection of receivables from employees and the different organizations | |
8. | Performs other tasks that may be assigned to him | |
C. Organizational Relationships: | ||
1. Reports directly to : Accounting Office Head | ||
2. Coordinates : Accounting Staff |
ACCOUNTING CLERK 11 (DISBURSEMENTS) | ||
Responsible to: The Accounting Office Head | ||
A. General Responsibilities | ||
Maintains all Payables Accounts, takes charge of the compilation of vouchers, responsible for the proper recording in the Disbursements Book, Accounts Payable Book and payroll preparation | ||
B. Specific Responsibilities | ||
1. | Maintains subsidiary ledgers for Accounts Payable and other liabilities; prepares' monthly summaries and year- end schedules for the individual balances and analysis | |
2. | Responsible for the compilation and proper filing of check and cash vouchers | |
3. | Responsible for the proper recording in the Disbursements Book and Accounts Payable Book; and prepares monthly summaries | |
4. | Prepares the bimonthly payroll and is responsible for the maintenance of payroll forms and the proper filing and safekeeping of payroll files | |
5. | Takes charge of all remittances of deductions arising from payroll | |
6. | Prepares monthly/quarterly remittances list for SSS Premium, MAFSA Retirement Premium, Union Dues, Employees Insurance and Health Premiums | |
7. | In-charge of the annual preparation of BIR Annual Alphabetical List of Employee's Income, Exemptions and Tax Withheld and the Individual Employees Certificate of Annual Income and Tax Withheld and its distribution | |
8. | Performs other related tasks that may be assigned to him | |
C. Organizational Relationship | ||
1. Reports directly to : Accounting office Head | ||
2. Coordinates with : Personnel Officer Other Accounting Staff |
ACCOUNTING CLERK II (INVENTORIES) | ||
Responsible to: The Accounting Office Head | ||
A. General Responsibilities: | ||
In-Charge of all inventories and their physical count; generally responsible for the maintenance of permanent records of all Fixe5i Assets and financial summaries of canteen and Supply Room | ||
B. Specific Responsibilities: | ||
1. | Takes charge Of the monthly physical count Of Canteen, Maintenance, Printing Materials, Supply Room and Copier Machine, supplies inventories and prepares worksheets for inventory analysis and reports major discrepancies | |
2. | Maintains stock cards of Canteen, Maintenance, Printing Materials and Supplies | |
3. | Checks the receiving report against the supplier's invoice and makes the necessary follow-ups in case of discrepancies | |
4. | Prepares monthly SLiminaries of school and church expenses from Printing Jobs, Maintenance, Printing and Copier Machine and prepares the monthly financial statements for Canteen and Supplies | |
5. | Takes charge of all fixed assets accounts and its. annual inventory, maintains fixed asset ledger cards, is responsible for the filing of receipts and all supporting documents and sees to it that donations, sale and disposal of assets are properly recorded in the books | |
6. | Prepares the year-end schedules of Fixed Assets, acquisitions for the year and deterrrdnes the depreciation expense | |
7. | Keeps record of materials and supplies for athletics, music, Practical Arts and Canteen which are not recorded under the Fixed Assets account | |
8. | Recommends systems and procedures for the protection and the general upkeep of all fixed assets | |
9. | Performs other related tasks that may be assigned | |
C. Organizational Relationship: | ||
Reports directly to : Accounting Head | ||
Coordinates
with
: Purchaser,
Supply Room in-charge, Maintenance Head, Printing Staff, Copier in-charge, cither Accounting Staff |
ACCOUNTING CLERK II (RECEIVABLES) | ||
Responsible to: The Accounting Offlce Head | ||
A. General Responsibilities | ||
Maintains all Receivables Accounts, takes charge of the compilation of receipts, and is responsible for the proper recording of the same in the Cash Receipts Book | ||
B. Specific Responsibilities: | ||
1. | Takes charge of the Students' Accounts Receivable and computerized Enrolment Register | |
2. | Reconciles quarterly the Students Heceivables account,re- checks individual students accounts with the Cashier's collection records, submits an annual reconciliation report and the year-end schedule of Studen.ts' Receivable account | |
3. | Matches the daily receipts and collections against deposits and Compiles the daily cash collection report | |
4. | Complies the daily receipts and takes charge of its proper filing | |
5. | Records in the Cash Receipts Book, ensures the proper recording in individual accounts, prepares the monthly summary | |
6. | Prepares the monthly Bank Reconciliation and performs related tasks | |
7. | Prepares all journals and adjusts entries related to Receivables | |
8. | Maintains subsidiaries of other income accounts, e.g. raffles, concerts, fund raising projects | |
9. | Issues certification regarding students payments | |
10. | Performs other related tasks that may be assigned to him | |
C. Organizational Relationship: | ||
1. Reports directly to : Accounting Officc,Hcad | ||
2. Coordinates with : Cashier and Collection Staff | ||
CASHIER | ||
Responsible to: The Finance officer | ||
A. General Responsibilities | ||
1. | Receives payments and remittances.made to the school | |
2. | Preparesadaityreportofhisdailycollectioritobesubmitted to the Finance Officer | |
B. Specific Responsibilities | ||
1. | Prepares the daily collection report and submits this to the Finance Officer | |
2. | Keeps custody of the petty cash and other funds under his accountability and attends to its replenishment | |
3. | Prepares corresponding deposit slips for daily collection | |
4. | Prepares the monthly balance of student receivables and submits this to the Finance Officer | |
5. | Issues examination permits before examination time | |
6. | Issues statement of accounts to delinquent students one week before examination time | |
7. | Sees to it that the tellers maintain the subsidiary ledger cards for students and prepares a statement of the same at regular intervals | |
8. | Releases checks to the suppliers on various payables and purchases | |
9. | Answers inquiries from parents and other visitors giving accurate information regarding schedules of payments and Its procedure | |
10. | Maintains a file for current and potential collectibles | |
11. | Perforrns other related tasks assigned to her by the Finance Officer |
THE TELLER | ||
Responsible to: The Cashier | ||
A. General Responsibility | ||
Receives payment made to the school and issues validated official receipts | ||
B. Specific Responsibilities: | ||
1. | Records the payments on subsidiary ledger | |
2. | Files the official receipts numerically | |
3. | Summarizes and tallies OR's with cash count report | |
4. | Submits the cash together with the cash count report to the Cashier | |
5. | Furnishes the Cashier the balance of the A/R monthly | |
6. | Prepares the subsidiary ledger card of students (per family head) and the test permits at the start of the schoolyear | |
7. | Issues statement of accounts to students | |
8. | Performs other related tasis assigned bythe Cashier or F,. nance Officer |
THE PURCHASER | ||
Responsible to: The Finance Officer | ||
A. General Responsibility | ||
Undertakes the canvassing and purchasing of all supplies, maintenance materials, boons and, equipment needed in the normal functioning of the school for its different department | ||
B. Specific Responsibilities | ||
1. | Canvasses prices of items requisitioned | |
2. | Determines the actual needs of, the requisitioners and negotiates with suppliers/dealers regarding specifications of particular goods and price quotations and changes | |
3. | Checks Sufficiency of specifications of the items requested | |
4. | Checks deliveries for compliance with quantity, quality and | |
5. | Prepares projection reports of booksales | |
6. | Checks the distribution of the goods purchased to the different units | |
7. | Takes charge of the operation of the Supply Room and its personnel | |
8. | Performs other related duties that may be assigned to him | |
STORE IN-CHARGE | ||
Responsible to: The Purchaser | ||
A. General Responsibilities | ||
Directly runs the School and Officce Supply Room. He is the custodian of all items the administration has classified for sale. | ||
B. Specific Responsibilities | ||
1. | Recommends the purchase of school and office supplies | |
2. | Attends courteously to the customers | |
3. | Issues supplies requested by the different departments/offices | |
4. | Prepares a report of daily sales and remits. collection to the cashier's offlce; | |
5. | Prepares a monthly requisition report of the different depart merit offices | |
6. | Prepares a monthly inventory report of stocks and supplies. | |
7. | Takes care of all items entrusted for sale | |
8. | Maintains orderliness and cleanliness of the School and Office Supply Room | |
STORE CLERK | ||
Responsible to: The Store Manager | ||
Specific Responsibilities: | ||
1. | Assists in the operation of the store | |
2. | Submits daily sales to the Cashier's Office | |
3. | Assists in the monthly inventory of the store | |
4. | Performs other related tasits assigned to him | |
RECEIVING CLERK | ||
Responsible to: The Purchaser | ||
Specific Responsibilities | ||
1. | Takes charge of receiving the materials (construction, instructional materials, equipment books, school supplies, canteen goods, etc.) | |
2. | Keeps a logboolt of all deliveries received | |
3. | Checlts the quantity and quality of the articles delivered and sees to it that the materials.received conform to the correct specifications. | |
4. | Submits the invoices/receipts to the accounting office daily | |
5. | Helps and participates in the monthly inventory of the Central Supply Room | |
6. | Takes charge of receiving, distributing, recording and inventory of instructional materials and reports these to the Accounting Office | |
7. | Performs other related taslis delegated to him | |
STOCK CLERK | ||
Responsible to: The Purchaser | ||
Specific Responsibilities | ||
1. | Is responsible for the physical inventory of the stocits. | |
2. | Records all daily orders/receipts in the summary of daily deliveries | |
3. | Issues and distributes food as requested by the canteen head | |
4. | Arranges the requisitions and riles them in their respective folders | |
5. | Enters the requested items into the stock card | |
6. | Checks and tallies the physical stock against the stock card as needed | |
7. | Keeps all the records of stocks and inventories | |
8. | Makes monthly physical inventory of stocks and submits it to the purchaser and records it In the stock card | |
9. | Sees to it that all damaged stocks are returned to suppliers | |
10. | Gives reports to the Purchaser about saleable items | |
11. | Follows up orders from the purchaser Performs other related taslis assigned to him | |
12. | Performs other related tasks assigned to him | |
THE PERSONNEL OFFICER | ||
Responsible to: The Director | ||
A. General Responsibilities | ||
1. | Assists the management in formulating personnel policies, and programs | |
2. | Assists the non-teaching personnel in solving problems which may affect their general morale and efficiency | |
3. | Aids in interpreting management policies to employees and employees' point of view to management | |
B. Specific Reponsiblities | ||
1. | Acts as the official custodian of all employees' records pertinent to employment and is primarily concerned with the updating and safeguarding of such records | |
2. | Issues reminders, memoranda and circulars to the non-teaching employees related to personnel functions as regards to the implementation of school policies, rules and regulations | |
3. | Keeps an up-to-date record of non-teaching employees' tardiness, attendance, performance, communications, 201 files (information Sheet) and issues memorandum to employees violating school regulations | |
4. | Processes applications and claims for | |
a. SSS Sick leave | ||
b. SSS Maternity Leave | ||
c. Disability Benefits | ||
d. Retirement Benefits | ||
e. Educational Loan | ||
f. Employees' Compensation | ||
g. Accident Insurance/Health Plan | ||
h. Death Benefits | ||
5. | Submits payroll advice of non-teaching employees to Accounting Office five woriting days before payday | |
6. | Issues certification of past and current employment as requested by an employee | |
7. | Submits quarterly report of employment and labor turnover to the Department of Labor and Employment | |
8. | Keeps file of important documents concerning | |
a. Labor Union | ||
b. DOLE
c. Resigned employees
d. Results of tests given by the Guidance Center
e. Years of Service Awards
f. Decress on Wages and Allowances
g. Application for re-employment of employees over 60 years old
h. Pag-Ibig Waiver
i. Records of Claims
9. Orients non-teaching employees about the nature of their work according to their job description
10. Orients the teaching and non-teaching employees on school rules and regulations and employees' benefits connected to SSS, Pag-ibig Fund, MAPSA and CICM Retirement Fund, Heath Plan, accident and Life Insurance, and Wage.
11. Performs other related tasks that may be assigned by the School Director
THE REGISTRAR
Responsible to: The Personnel Officer
A. General Responsibility
Keeps an orderly arrangement and maintenance of records, systematic arrangement of filed data and proper upkeeping of the office and work area.
Specific Responsibilities
1. Reconstructs lost or missing recordss or files
2. Enforces government and school regulations regarding entrance requirements and enrolment
3. Preserves and maintains the integrity and confidentiality of students' records
4. Issues student records in accordance with laws and regulations contained in the Manual of Regulations for Private Schools
5. Assigns, supervises, coordinates and reviews work of the office personnel under his charge.
6. Collates promotional records every end of the schoolyear, consolidates and submits them to the DECS together with the Reports on Promotions of the individual Class
7. Executes the administration's enrolment plans and directs enrolment procedures after due consultation with the Principal and/or Director. As such, he sees to it that all matters involving enrolment are prepared ahead of time to maximize procedural efficiency
8. Checks and prepares the list of students who are officially enrolled
9. Prepares transcript of records and application for graduating students ana subsequently follows up the issuance of their special orders.
10. Keeps a systematic and complete record of students' scholastic achievements to facilitate immediate and future reference
11. Performs other duties that may be assigned by the School/ Department Head
THE LIBRARIAN
Responsible to: The Principal
A. Specific Responsibilities
1. Adopts a regular systematic method of cataloguing and classification as well as updates the card catalog and other vital information regarding the library
2 .Provides for effective operation and control of library facilities
a. with emphasis on efficient and prompt services to the students and personnel
b. with safeguards against loss, mutilation and destruction of library materials
3. Consults with the area coordinator in the choice, acquisition of books and other references
4. Updates the collection of books with the cooperation of the area coordinators and works with them on library procedures and regulations and provides the Principal's Office a list of new books and journals for the use of the faculty specially those taking graduate studies
5. Conducts the annual inventory of the library and submits to the principal an annual report regarding acquisitions and programs for development
6. Cjives orientation to faculty members and students on library procedures, rules and regulations and sees to the compliance of the same
7 .Assists library patrons in their research
8. Does the charging and.discharging an'd shelf reading of books I
9. Submits a monthly report on all incomes accruing in the library and submits to the Accounting Office an annual report of damages and losses
10. Trains student library assistants
CANTEEN SUPERVISOR
Responsible to: The Personnel Head
Specific Responsibilities:
1. Supervises food preparation and services
2. Plans and schedules daily fhenus on a weekly basis and determines the selling price of canteen goods
3. Assures adequate and proper storage of food and supplies in the kitchen and.monitors the inventory of the same
4. Requests for all purchases needed for the regular daily operation
5. Checks the quantity and quality of delivered food itemns,
6. Maintains and improves standards of sanitation, safety and security of the work area
7 .Recommends improvements of facilities and equipiiietit
8. Gives instructions on the proper use, care and maintenance of equipment
9. Sees to the effective management of canteen personnel
10. Coordinates with the other departments in relation to school activities which require canteen services
11. Prepares the monthly income statement of the canteen
12. Receives all cash sales from the canteen and submits the same to the Accounting Office
13. Spot checks inventory of all items in the canteen
14. Performs other related functions delegated/assigned to him
CHIEF COOK
Responsible to: The Canteen Supervisor
Specific Responsibilities:
1. Cooks all kinds of menus
2. Apportions amount of food items for sale
3. Makes an inventory of the utensils and kitchen equipment and submits this to the Canteen Supervisor every end of the schoolyear
4. Stores, checks and makes inventory of perishable items and left-over foods in the storage area
3. Performs other related tasks assigned by the canteen mananager
ASSISTANT COOK
Responsible to: The Chief Cook
Specific Responsibilities:
1. Assists the Chief Cook in the preparation of food and in the maintenance of'orderliness and cleanliness in the canteen
2. Performs other related tasks assigned by the chief cook/ canteen supervisor
CANTEEN SALES CLERK
Responsible to: The Canteen SupeiMsoir
Specific Responsibilities:
1. Prepares the requisitions of food items (e.g. snacks, breakfast or lunch) needed in his outlet and is responsible for stocks which need replenishment
2. Keeps daily inventory of stocks in his designated area and submits it to the Sales Account Officer
3. Keeps an accurate amount of loose change accountable to him/her
4. Prepares and submits sales reports and cash sales to the Sales Account Officer
5. Maintains order and cleanliness in his/her area
6. Keeps a record of all teachers or employees with accounts receivable and makes sure that they do not exceed their credit limit of P300.00
7 .Performs other related functions delegated by the Canteen Manager
CANTEEN HELPER
Responsible to: The Canteen Supenisor
Specific Responsibilities:
1 .Assists in food preparation
2. Performs related kitchen tasks designated by the chief cook
3 .Maintains the cleanliness and care of the materials, utensils and the kitchen area
4. Assists the sales clerk in the inventory/counting of food items before and after daily operation
5. Keeps all utensils and table wares used in lunch preparation and after the operation clean and sanitized daily
6. Performs other tasks assigned to him by the Canteen Manager
THE MAINTENANCE SUPERVISOR/PROPERTY CUSTODIAN
Responsible to: The Personnel Offlcer
Speciflc Responsibilities:
1. Briefs and trains regularly the maintenance men on correct procedures in the maintenance of cleanliness and orderliness
2. Checks regularly on the maintenance men and sees to it that they perform efflciently as expected
3. Supervises and coordinates the work of the janitors and approves the general work schedules of personnel under him
4. Evaluates the performance of the janitors in accordance with established criteria
5. Coordinates with the Personnel Officer in the hiring and firing of janitors and recommends changes in the organizational structure of his unit for consistently efficient operation
6. Studies and evaluates the requirements of the school with respect to building facilities except those which falls un- der the Department Heads
7. Prepares an annual, monthly and weekly plan for major and minor maintenance jobs
8. Receives and reviews approved requests for equipment and repair works and calendars for iinplet-nentation
9. Collates all reports on damages -or losses on buildings, equipment and other facilities
10. Makes a requisition for materials necessary in the maintenance and upkeep of the school find submits it to the Di- rector
11. Prepares and recommends up-to-date inventory of all school property to be accomplished by the department head and submitted to the Director
12. Devises SOPS on control or transfer of equipment and to keep track of the whereabouts of school property
13. Recommends to the Director proper action on loss or damage to equipment and other school facilities as defined in his monitoring functions
14. Receives Director-approved requests for repairs and replacements from teachers, instructors, and department heads for proper action
15. Performs other related functions that may be delegated by the Director
ELECRICIAN
Responsible to: The Maintenance Supervisor
Specific Responsibilities
1. Estimates work force, time consumption and materials necessary for each and every electrical job
2. Makes adequate plans and scheduling of job orders and assignments
3. Regularly checks, tests and cleans electrical equipment such as breakers, switch boards, pumps and others
4. Takes personal responsibility for all tools and equipment
ELECTRICIAN
Responsible to: The Maintenance Supervisor
Specific Responsibilities
Estimates workforce, time consumption and materials necessary for each and every electrical job
Makes adequate plans and scheduling of job orders and assignments
Regularly checks, tests and cleans electrical equipment such as breakers, switch boards, pumps and others
Takes personal responsibility for all tools and equipment entrusted to him
Makes an updated record of electrical materials
Performs other related functions delegated by the Maintenance Supervisor
CARPENTER
Responsible to the: Maintenance Supervisor
Specific Responsibilities
Estimates work force, time consumption and materials necessary for a quality high standards of work
Takes personal charge of carpentry materials, equipment and tools with updated records
Strictly observes his working schedule and sees to it that his performance remains consistent throughout, wherever he is assigned
Consults his immediate superior regarding problems that may arise and with the best of his ability and knowledge, recommends productive ideas and suggestions to solve them
Creates a good working atmosphere with his co-employees
Perform other related functions assigned by the Maintenance Superior
JANITOR
Responsible to: The Maintenance Superior
Specific Responsibilities:
Keeps his area of responsibility clean and orderly
Takes personal charge of the janitorial materials, tools and equipment entrusted to him and is accountable for their loss and damage
Reports to his immediate superior about urgent matters such as breakage and/or loss ofschool property in his area of responsibility
Strictly observes his working schedule and sees to it that his performance remains consistent throughout, (depending on his special skills) as designated by the maintenance supervisor.
MEDIA CENTER CUSTODIAN
Responsible to: The Personnel Officer
Specific Responsibilities:
Takes charge of all the audio-visual materials in the Media Center
Handles the distribution and scheduling of A.V. materials and equipment
Schedules the use of the viewing room for students and teachers
Takes charge in the maintenance and safety of equipment and other A.V. materials
Recommends to the Director the acquisition of modern
Assists in the library services whenever needed
Keeps a file of essential records and statistics regarding library serviices
Performs other related jobs assigned to her
SECRETARY TO THE PRINCIPAL
Responsible to: The Principal
Specific Responsibilities:
keeps an accurate filing system for the Principals Office
Attends to all encoding/typing/stencilling jobs of the department duly authorized by the Principal
Entertains people seeking audience with the Principal appointments for the day
Keeps the Principal informed of his/her commitments/appointments for the day
Receives and give out communications for the Principal
Sees to it that the office is presentable at all times to incoming visitors/parents/teachers and students
Schedules all typing/stencilling jobs with the clerk-typist according to priority
Acts as custodian of all the records, equipment, facilities and materials in the Principals Office
Keeps a record of all items and facilities borrowed from the office and retrieval of the same
Makes requisitions countersigned by the Principal for the Principals Office
Keeps and updates the data bank of the department
Attends to the needs of all staff meetings
SECRETARY TO THE GUIDANCE COUNSELLOR
Responsible to: The Guidance Counsellor
Specific Responsibilities:
Helps in checking different types of Aptitude Tests:
DAT
COLL
IPAT
IQ tests Elem., Intermediate & Advanced
Helps in recording grades on folder of first to fourth years
Types correspondence and recommendation letters
Helps in making/preparing an application form for the applicants for different universitites
Checks and records entrance test results for high school students, elementary students and those from other schools
Performs other tasks assigned by the immediate head
GRADE SCHOOL, CLERK-TYPIST
Responsible to: The GS Principal
Specific Responsibilities:
Assists the Secretary in typing and stencilling jobs authorized by the grade school Principal
Keeps all forms and records available for use and sees to the proper upkeep of all office equipment
Monitors the flow of incoming and outgoing typing and stencilling jobs
Assists the secretary in its liaison work with the other departments of the school
Assists in the proper upkeep of the office
Assists the secretary in filing and updating the data bank
OFFICE OF THE PREFECT OF DISCIPLINE CLERK
Responsible to: The Prefect of Discipline
Specific Responsibilities:
receives excuse letters from students and issues admission slips for tardiness and absence
sorts out excuse letters by section and files them in envelopes
records absences of the individual students
Issues temporary I.D.s to students, prepares and issues replacements for lost I.D.s and remits to the Cashiers office bi-monthly fines collected from them
Passes around attendance sheets to all classes morning and afternoon
Follows up on the students who failed to comply with requirements, I.D.s, etc.
Sees to it that necessary office supplies for the A.R.O. are kept on hand in sufficient quantities at all times
Performs other tasks related to her work
PRINTING CLERK
Responsible to: The Personnel Officer
Specific Responsibilities:
does all printing jobs for the school and the parish
helps in the preparation of medals used as awards
keeps an inventory of printing materials and sees to it that there is enough supply
prepares and submits to the Accounting Office a monthly report of accomplished printing jobs by department
sees to the upkeep of the printing machines
ensures the safety and confidentiality of testing materials
LIBRARY CLERK
Responsible to: The Librarian
Specific Responsibilities:
Assists the librarian in the effectivee implementation of library procedures, rules and regulations
Looks after therepair and binding of library materials
Updates and enriches the vertical files
Operates photocopying machine for students and department offices
Helps in the maintenance of the library
Monitors regularly the borrowers and keeps them informed of the penalty imposed on overdue books
Keeps a file of essential records and statistics regarding library services
Does the charging, discharging and shelf-reading of books
SCHOOL PHYSICIAN
Responsible to: The Personnel Officer
Specific Responsibilities:
Conducts annual physical examination of students
Attends to the daily emergency cases in the school with patience and tact.
Acts as consultants to the administration on matters of schools health and sanitation
Submits information and suggestions to the School Director regarding the maintenance of health services in the school
Formulates an annual health program for the school
Prepares quarterly and annual reports of the schools health program to the Department of Health as prescribed by law and furnishes a copy of this to the School Director
Coordinates with the maintenance personnel regarding the maintenance of a clean and healthy school environment
Evaluates the school medical program at the end of the school year
Recommends and request purchase of medical supplies and medicines necessary to maintain operation of the medical clinic
Recommends the issuance of a gate pass to parents of sick students
SCHOOL DENTIST
Responsible to: The Personnel Officer
Specific Responsibilities:
conducts annual dental check-up of students and records the findings in the individual dental record prescribed by the Department of Health indicating the different disorders noted
Undertakes emergency and temporary dental treatment to students
Initiates, develops and maintains an effective referral and follow system to ensure that students are seen and treated by their family dentist or other private dentists
Make quarterly and annual report on the schools dental health program to the Department of health as prescribed by law and furnishes the School Director a copy of such
SCHOOL NURSE
Responsible to: The School Physician/Dentist
Specific Responsibilities:
Assists the school physician in the medical inspection and in conducting the yearly physical examination of all students and pupils
Gives attention to proper administration of medicines to the students and pupils, keep a reocrd of such and informs the parents/guardian of sick students if there is need to take them to the hospital or be brought home
Reports on Saturdays on a rotation basis and during summer classes without extra pay
Monitors the quantity and the quality of medicines and other pertinent matters and subsequently makes recommendation for requisitions to the school physician
THE NURSE AIDE
Responsible to: School Physician/Dentist/Nurse
Specific Responsibilities:
assists the school physician/dentist/nurse in the annual medical/dental examination of students and pupils
assists the nurse in the administration of emergency medical and dental treatment to all students and employees
sees to it that all medical provisions needed are well kept and maintained
Submits a quarterly report of the activities of the clinic
Reports for Saturday and summer duty on rotation basis
Performs other related tasks that may be assigned to her
VII. ADMINISTRATIVE POLICIES AND PROCEDURE
SECTION 1: Attendance and Punctuality
All PCS employees are required to meet their regular hours of work on time. Repeated tardiness constitutes gross neglect of duty and shall be a ground for termination of service.
SECTION 2: Official Working Time
The regular teaching load is 20 hours weekly. An overload is possible if the need arises. The teacher may be required by the principal to report on non-school days for official functions.
The teacher also performs additional task aside from classroom teaching as required.
A teacher, head teacher or coordinator is required to do substitution work for a co-teacher who is absent.
The non-teaching personnel renders service for 8 hours from Monday to Friday and 4 hours on Saturday. They shall be properly remunerated for authorized overtime.
The official time of all employees shall be determined by each department
SECTION 3: Absence from Work/Salary Deduction (Faculty Only)
The following maybe reasons for excused absences:
personal illness (maximum of 3 days)
illness of immediate member/s of the family: father mother, brother sister, spouse, children, grandparents and other relatives living on the same household (maximum of 2 days)
death of an immediate member of the family (maximum of 3 days)
Some unforeseen, unavoidable circumstances beyond his control, the reasonableness of which is to be determined by the school administration (maximum of 2 days)
If the absences exceed the allowable period, deduction from the salary shall be made on the basis of the teachers daily salary; thus,
Monthly Salary = Daily Salary
25
If the teacher is unable to complete the teaching assignment of the day for any reason(s) stated above. It may be considered a whole day absence if the majority of the total number of period/hours a day is left unserved. Failure of an employee to report 50% of the total number of hours per day shall constitute a half day absence.
SECTION 4: Monetary Collection/Solicitations
No monetary collections/solicitations shall be made from the students without prior written approval from the School Director. These collections shall be deposited with the cashier who shall issue a receipt. The club moderator/ adviser shall submit a financial report to the principal and a copy furnished to the Director at the conclusion of the activity.
Non-compliance with the immediate preceding policies on monetary collections/solicitations constitutes a serious breach of confidence and shall be a ground for termination of service.
SECTION 5: Requisition of Office Supplies
1. Every department head shall foresee the need of his office.
2. All requisition letters shall be filed with the department head concerned who in turn seeks approval of the School Director before the release of the materials
3. Office supplies and equipment are strictly for office use only.
SECTION 6: Use of School Name and Letterhead
1. Unauthorized use of school name and letterhead is absolutely prohibited and shall be a ground for dismissal from the service
SECTION 7: Visitors
Outsiders should not be allowed at the school grounds much less to the classrooms without permission from the proper authority.
Personal visitors should be discouraged during working hours; how-ever, if an urgent need arises, they shall wait at the office/faculty terrace and can be accommodated only during the free time of the teacher/employee concerned.
Persons on official business must secure VISITORS PASS from the security guard at the gate after writing down his name on the log-book.
Parent-visitors should be told to come during non-teaching hours and be received at the faculty receiving room for GS or faculty terrace for HS.
Parents, who, for important reason/s, wish to contact their children should ask permission from the Principals Office/OPD and not to go directly to the classroom.
SECTION: School Records/Documents
1. All official records/documents are school properties. They should be properly filed and safeguarded by the department head concerned.
2. Records/documents shall not be brought out of the school nor shall be reproduced without the written approval of the department head concerned
3. No record/document shall be made available to anyone for use in court litigation and other purposes without official request from acourt of law.
SECTION 9: Use of Facilities
Telephone/Intercom
Employees have free use of the telephone or intercom. However, calls should be limited to 3 minutes since business transactions have to be done by the other offices in school.
Teachers are not called out of class to answer incoming call except in emergency cases:
Outside call before 8:00 A.M. are strictly not allowed.
Charged calls are strictly prohibited except on emergency cases.
Faculty Rooms/Offices
The faculty rooms/offices are strictly off limits to the students. Those helping the teachers with their things shall wait at the door.
A student who wants to speak to a teacher may call for him/her at the door.
Teachers are assigned individual desks and lockers. These should be kept in good order. Same should be done to shelves/cabinets for themes, experiments, project, etc.
The offices are for office personnel only. Occasional use of type writer, puncher, etc. may be allowed with the permission of the employee concerned.
All PCS offices and faculty rooms are strictly no-smoking areas.
Employees are held responsible for the discipline of their children staying inside the school compound.
Library
Judicious use of the library will help teachers/employees grow professionally.
Faculty members/employees may borrow books and other materials from the library.
Textbooks borrowed may be kept during the schoolyear for as long they are needed. Textbooks, however, maybe recalled anytime if needed by the patrons.
Reference books such as encyclopedia, atlas, yearbooks are not to be taken out of the library.
Periodicals/magazines should be read only in the library.
At least 2days before giving a library assignment, teachers should inform the librarian of the topic of the research or the general area of the library assignment and the number of students to be expected in the library. This will enable the librarian to inform the teacher concerned whether such work is feasible in so far as the P.C.S. library concerned.
Lost or damaged books and other library materials should be replaced or paid for the current cost. Payments for lost of damaged books should be done at the Cashiers Office with a note from the librarian.
At the end of the year, the librarian signs clearance slips.
The lirbrarian provides xerox services at a minimal cost.
Alumni may be allowed to do research in the library under certain guidelines.
Karel Hall
1. Request for the use of Karel Hall should be made as soon as possible or a week before the schedule of activity.
2. 2. The use of the Karel Hool should be requested only for groups of no less than 50 persons approximately for worthwhile purposes and only if no other place is appropriate.
3. Eating, drinking, smoking and littering are not allowed inside.
4. No rehearsals are allowed in the Karel Hall except those authorized by the proper school authority.
5. School organizations using this are asked a cash donation for electrical and janitorial services.
6. Unofficial use of the Karel Hall without the use of air-conditioner and properly scheduled is free of charge provided the cleanliness of the place is maintained.
Audio-Visual Room/Media Center
Only administrators and teachers may reserve the use of the Audio-Visual Room
Reservation for the use of A.V. Room must be arranged with the library staff at least 2 days in advance to confirm the schedule. It is on a first come-first served basis.
Only the library personnel are allowed to operate the equipment (aircon, t.v.., v.c.r., etc.)
All library rules provided in the library handbook are applied and enforced in the library
A minimal cash donation is charged per student for film viewing on full-length movies or use of the A.V.R. facility.
P.E. Equipment
During P.E. time, teachers may allow the use of equipment to students subject to the rules that the coordinator has set regarding the use of such.
All borrowers are liable and are held responsible for damage incurred due to negligence and carelessness.
Employees may also borrow such equipment only after official working hours and within the school premises.
A logbook should be provided for those who will borrow P.E. equipment.
Section 1 Process of Recruitment
1.1 As a general rule, the process of recruitment includes the following:
Filing of application
Undergoing an interview
Taking psychological, I.Q. and personality tests
Submitting to medical examinations
Demonstration teaching (for teacher applicants only)
1.2 Minimum Qualifications
1. TEACHERS
Must be a practicing Catholic
Holder of an appropriate education degree
Holder of a B.S. or A.B. degree with at least 18 units in education
Holder of Philippine Board Examination for Teachers Certificate
2. NON-TEACHING PERSONNEL
Must be a practicing Catholic
Holder of an ap0propriate college degree for office personnel
At least a hiigh school diploma for General Services
1 must have undergone trade test
1.3 Pre-Employment Requirements
Upon hiring the employee shall submit the following:
Photocopy of transcript of records as well as his Special Orders, duly accomplished Form 137 (for General Services) with his latest picture attached
Photocopy of birth and Catholic baptismal certificates
Social Security System Number
Tax Identification Number
Letter of recommendation from the previous employer
Medical certificate of fitness to work which includes a chest X-ray
Police and/or NBI Clearance
Catholic Marriage Contract
Certificate of good moral character from the parish priest or from previous school where he/she graduated or worked
SECTION 2: Probationary Employment
2.2 Subject in all instances to compliance with the Department of Education, Culture and Sports and Paco Catholic School requirements, the probationary period for teaching or academic personnel shall not be more than three (3) consecutive school years of satisfactory service.
2.3 Unless otherwise provided by contract, academic personnel who are under probationary employment cannot be dismissed during the applicable probationary period, unless dismissal is compelled by a just cause or causes.
2.4 Probationary employment for non-academic personnel shall not exceed six (6) months from the date the employee started working, unless it is covered by an apprenticeship agreement stipulating a longer period. The services of a non-academic employee who has been engaged on a probationary basis may be terminated for a just cause or when he fails to qualify as a regular employee in accordance with the schools standards.
2.5 The foregoing provisions on probationary employment shall be without prejudice to the appointment of the employees on permanent basis before the expiration of the contracts of the employees concerned or before reaching the applicable maximum probationary period of employment.
2.6 Automatic Termination Appointment of probationary/contractual employee shall terminate automatically at the end of the contract period without the need for awritten notification to that effect.
Section 3: Regular or Permanent Employment
3.1 On Appointments
Appointments of all employees shall be approved by the School Director. Recommendations for appointments of academic personnel shall originate from the Principal and for the non-academic shall come from the Personnel Officer who shall initially assess the competence and moral fitness of the applicants.
3.2 On Tenure
Teachers or academic personnel who have served the probationary period as provided for in the immediately preceding paragraph shall be made regular or permanent if allowed to work after such probationary period. The school, however, may shorten the probationary period after taking into account the qualification and performance of the probationary teachers and academic personnel.
3.3 On Full-time Teaching or Academic Personnel
Full-time time teaching or academic personnel are those meeting all the following requirements:
Those who possess at least the minimum academic qualifications prescribed by law and the Department of Education, Culture and Sports under the Manual of Regulations for Private School;
Those who are paid monthly or hourly, based on the normal or regular teaching loads as provided for the policies, rules and standards of the Department of Education, Culture and Sports;
Those whose regular working day of not more than eight hours a day is devoted to the school;
Those who have no other remunerative occupation elsewhere requiring regular hours of work that will conflict with the working hours in the school; and
Those who are not teaching full-time in any other educational institution
All teaching or academic personnel who do not meet the foregoing qualifications are considered part-time.
3.4 On Part-Time Teaching or Academic Personnel
Teaching or academic personnel who do not meet the minimum academic qualification shall not acquire tenure or regular status. The School may terminate their services when a qualified teacher becomes available.
3.7 Employment Condition for Teachers
1. All faculty members are under contract to the school. For a good cause or by mutual consent, the contract may be dissolved at anytime but the desire to do must be explicitly expressed in writing one month before the date of effectivity of resignation. If the teacher resigns within the schoolyear, he/she should bet a replacement acceptable to the administration.
2. Teachers shall receive notification of assignments for the year at least a month before the beginning of classes, in so far as this is possible.
3. In case of specific offenses the attention of the teacher will be called writing. Repeated notices may lead to non-renewal of contract of tenured teachers.
(Please refer to disciplinary policies/procedures and sanctions)
4. The contracts of teachers on probation (those who are in their first three years in PCS) are automatically terminated at the end of the year. The teacher may be reappointed by the Director upon the favorable recommendation of the Principal based on the teachers performance, his service to the school, his professional growth and his potentials for improvement.
5. Tenured teachers who will not teach anymore the following schoolyear will receive one month vacation before the end of the schoolyear. Failure to give notice on time will automatically forfeit whatever vacation salary he/she is entitled to. If termination is affected within the schoolyear, no vacation salary will be given.
SECTION 4: Personnel Employment File Record
As per practice/tradition, employees employment records are being kept at the Personnel office for non-teacher employees or at the Principals Office for teachers.
The following are found in the employees file:
Photocopy of transcript of records as well as the Special Orders duly accomplished/Form (for General Services) with his latest picture attached
Photocopy of birth and Catholic baptismal certificates
Letter of recommendation from the previous employer
Medical certificate of fitness to work which includes a chest x-ray
Police and/or NBI Clearance
Catholic Marriage Contract (if Married)
Certificate of good moral character (from the parish priest)
Efficiency records (from previous) years)
SECTION 5: ON WAGES AND SALARIES
5.1 Salaries/wages are paid at least once every two weeks or twice a month at intervals not exceeding 16 days, except in cases of force majeure, as provided by law.
5.2 On Compensation for Overload and Overtime
The normal hours of work of school personnel shall not exceed eight (8) hours a day. Any work done in addition to the eight (8) hours daily work shall constitute overtime work.
The normal hours of work of teaching or academic personnel shall be based on their normal or regular teaching loads shall be in accordance with the policies, rules and standards prescribed by the Department of Education, Culture and Sports. Any teaching load in excess of the normal or regular teaching load shall be considered as an overload. Overload partakes of the nature of the temporary extra assignment and compensation therefore shall be considered as an overload honorium if performed within the 8-hour work period and does not form part of the regular or basic-pay. Overload performed beyond the eight-hour daily work is overtime work.
As used herein, the term "regular or basic pay" means all remuneration or earnings paid by the School to its personnel for services rendered on normal working days and hours but does not include cost of living allowances, profit sharing payments, premium payments, honoraria, 13th month pay or monetary benefits which are not considered as part of or integrated into the regular wage/salary of school personnel.
Overload is essentially a temporary arrangement resorted to when there is no teacher available to teach the subject as part of his regular teaching load.
Section 6: Application for Leave (For non-teaching personnel)
6.1 All non-teaching employees who absent themselves from work are required to file an application for leave.
Whenever a non-teaching employee take a leave of absence for any reason, he is required to fill-up and submit an application for leave for the approval of his supervisor and Personnel Officer.
If the leave could be scheduled, the employee is to file an application at least 2 days before the scheduled day the leave is to be taken.
If an employee fails to report for work due to sickness or any emergency reason, the employee is to notify his immediate supervisor or the Personnel Officer either by phone or in writing on the first day the leave is taken. As soon as he returns to work, he accomplished the required forms.
Section 7: Resignation/Termination of Employment
7.1 A teacher may terminate even without just cause, the employer-employee relationship, when it is without a definite period, by serving a written notice to the school at least one month in advance. When the assignment is with a definite period, the teacher may not terminate the relationship during such period, unless such termination is for just cause as listed below. However, teachers who have acquired tenure and therefore are employed without a definite period may not terminate the employer-employee relationship until the end of the schoolyear, and for this purpose all appointments for the schoolyear shall state this condition of employment.
A teacher may terminate the employer-employee relationship, regardless of whether his assignment is with or without definite period, for any of the following just causes:
Serious insult by the school administrator or his representative on the honor and person of the teacher.
Inhuman and unbearable treatment accorded the teacher by the school.
Commission of a crime or offense by the administrator or his representative against the person of the teacher or any of the immediate members of his family and
Other causes analogous to the foregoing
The school may terminate an employee regardless of whether his appointment is with or without a definite period, for any of the following just causes:
The closing or cessation of operation of the school or when the school has to reduce its teaching force by more than one-half due to serious reverses, unless the closing is for the purpose of circumventing the provision of he clause
Gross inefficiency in the performance of his duties such: as habitual and inexcusable absences and tardiness from his classes or office and official functions of the school, willfull failure to report upon opening of the school terms, or abandonment of employment or assignment
Incompetence in his teaching performance such as: habitual and inadequate class preparation, ineffective teaching, poor classroom management and non-compliance of required reports.
Negligence in keeping, tampering, of falsification of school or students record
Conviction of a crime, or an attempt on, or a criminal act against the life of any school official or personnel, or upon the property of interest of the school
Notoriously undesirable
Disgraceful or immoral conduct such as: Pregnancy before marriage, adultery, illicit relationship, borrowing/retention of good and/or money from parents and students
Unauthorized sale of tickets or collection of any contributions in any form whatsoever, whether voluntary or otherwise or non-remittance of monetary collection from pupils, student and school personnel
Violation of school rules and regulations on willful disobedience of a reasonable order of the school authorities in connection with his work
In case the teacher refuses to marry in the Catholic Rites after notice from office
7.2 Separation
Separation from the service by reason of dismissal, termination, resignation, or retirement shall be governed by the applicable provision of the Labor Code and related laws and their implementing directives, as well as the rules and regulations of the school.
Clearance to dismiss by the Department of Labor and Employment is no longer required by law. However, the school, through its grievance machinery, shall observe the process in dismissals, suspensions and other disciplinary sanctions taken against the teachers. Specifically, the teacher shall be informed in writing of the offense which he has allegedly committed and asked to give his side or explanation. Thereafter, he shall also be informed in writing of the decision taken by the school authorities on his case.