Guidelines for the Implementation of FY 2010 School-Based Management (SBM) Grants

GUIDELINES FOR THE IMPLEMENTATION OF FY 2010 SCHOOL-BASED MANAGEMENT (SBM) GRANT

To:     Undersecretaries

Assistant Secretaries Bureau Directors

Directors of Services/ Centers and Heads of Units Regional Directors

Schools Division/ City Superintendents

Heads, Public Elementary and Secondary Schools

All Others Concerned

1.                 To sustain the reforms under the Basic Education Sector Reform Agenda (BESRA) in pursuit of quality basic education for all, the Department of Education is continuing the provision of School-Based Management Grants to public elementary and secondary schools using funds from the FY 2010 General Appropriations Act (GAA).

2.                 For uniformity of implementation and other reporting requirements, the provisions of DepED Order Nos. 55, s. 2008 and 75, s. 2009 containing the guidelines for the FY 2007 and 2009 SBM Grants and all the annexes of said Orders are herein employed, save for some modifications described hereunder:

2.1.    Allocation of SBM Grants

a.    All regions and divisions shall receive the FY 2010 SBM Grant, to be
allocated equitably in this manner – 70% weight shall be assigned to
the prorated distribution of the total number of schools in the
division/region, and 30% to the average of three (3) crucial
performance indicators, namely: participation rate, cohort survival rate
and achievement rate. Annex 1 shows the allocation per region and
division.

b.    It is understood that low performing divisions shall be given priority in
the allocation of SBM Grant to enable them to catch up with the other
areas of the country.

c.    To prevent the accumulation of unliquidated cash advances by regions
and divisions, the release of allotments to recipient divisions shall be
dependent upon the full liquidation of prior SBM Grants under FY
2006-2009 GAA and SPHERE. Evidence of such liquidation of cash
advances by concerned divisions shall be forwarded to this Office,
Attn.: OPS-PPD at telefax: (02) 638-8634 and email address
sbmgrants@vahoo.com copy furnished Ms. Molyn Dionela at
Accounting Division, at telefax (02) 633-7201, email address
molyn dionela@vahoo.com.ph and the Regional SBM Task Force. For
those divisions that have yet to liquidate their prior cash advances, a
template for this purpose is in Annex 2.

2.2.        Selection and Prioritization of School Recipients

a.    All schools regardless of size and location are deemed eligible for the
grant. However, priority shall be accorded to those schools that have
not yet benefited from similar grants in the past. These priority schools
shall be ranked using the average of promotion rate, retention rate,
dropout rate and achievement rate as reflected in the Basic Education
Information System of the most recent SY. Low performing schools
will be given priority in case of new recipients.

b.    For those schools that have availed of the SBM Grant in the past, they
may still qualify for this year’s Grant, subject to the demonstration of
school improvement. Among others, the schools should be able to
show the:

i)       Absence or minimal unliquidated cash advances (all sources) as
certified by the Division Accountants;

ii)     Improvements in achievement level, drop out rate and promotion
rate;

iii)    Utilization of SBM self assessment tool in determining the level of
SBM practice;

iv)     Absence or minimal number of non-readers, frustrated readers
and/or non-numerates;

v)      Fully Functional School Governing Council

The Division SBM Task Forces are advised to accomplish Annex 3 in confirming the eligibility of schools who have received the previous grants. Failure to show evidence of three (3) out of five (5) basic indicators forfeits school’s opportunity to receive this year’s SBM Grant. The SBM Task Forces must ensure strict implementation of this provision.

c.    The concerned Schools Division Superintendents shall call for the
submission of school proposals for those schools identified as priority.
All proposals must dwell on the provisions of SIP and must be
incorporated in their respective Annual Improvement Plans.

d.    The Division SBM Task Force shall forward a Summary Report of the
prioritization and the result of evaluation of school proposals (Annex
4) to Planning and Programming Division, Office of Planning Service
(PPD-OPS), DepEd Complex, Meralco Avenue Pasig City on or before
June 15, 2010 at telefax no.: (02) 638-8634 or email address:
sbmgrants@yahoo.com copy furnished the Regional SBM Task Force
for review and evaluation and onward endorsement to Budget Division
for the release of funds.

2.3.        Amount of SBM Grant

The amount of SBM Grant for each recipient school shall be Fifty Thousand Pesos (PhP 50,000).

2.4.    Eligible Activities/Expenditure Items a. School Grant:

1.      The FY 2010 SBM Grant shall be used to finance activities intended for SIP/AIP implementation including other items listed hereunder.

2.      Eligible Expenditures are the following: Elementary Schools

•        supplies and materials (for the development of supplementary instructional materials and implementation of school-based teacher training);

•        food and supplies for school feeding (not exceeding 15% of the total grant);

•        Medical and Dental Supplies including weighing scale (not exceeding 5% of the total grant);

•        meals during meetings and school-based teacher trainings (not exceeding 10% of total grant);

•        reproduction cost of teaching and learning materials, per DepEd Order Nos. 112 and 119, s. 2009 (not exceeding 20% of the total grant); and

•        minor repairs of school furniture (not exceeding 15% of the total grant).

Secondary Schools

•        supplies and materials (for the development of supplementary instructional materials and implementation of school-based teacher training);

•        supplies and materials for science (chemistry and biology) laboratories (not exceeding 15% of the total grant);

•        reproduction cost of teaching and learning materials, per DepEd Order Nos. 112 and 119, s. 2009 (not exceeding 20% of the total grant);

•        minor repairs of school furniture (not exceeding 15% of the total grant); and

•         Library supplies (not exceeding 10% of the total grant). 3. Ineligible expenditures are the following:

•         hiring and payment of salaries of additional staff;

•         purchase of equipment (per latest COA circular);

•         payment of allowances and/or honoraria;

•         training of school or cluster heads in SBM; and

•      Payment of utility bills (electricity, telephone, water, broadband, cable) and all other expenditures chargeable against the school’s Maintenance and Other Operating Expenses (MOOE) budget

b. Program Support Fund

1. Program Support Funds will be provided at the regional, division and national levels to support activities relative to giving technical assistance to schools and to quality assure the

implementation of SBM. The amounts are also reflected in Annex 1. Accomplishment and utilization reports of previous Regional and Division PSF shall be submitted with the proposed work plans for FY 2010 (Annexes 5 & 6) to contacts stated in Section 2.1.c, this Order.

2. Eligible activities are the following:

•         SBM Grant monitoring and evaluation;

•         hiring of additional support personnel;

•         purchase of office supplies;

•         minor repair and maintenance of office equipment; and

•   conduct of meetings, consultation, orientation.

2.5.    Miscellaneous Provisions

a.   For newly created divisions, the SBM grants shall be released to
their mother divisions. The Regional SBM Task Force is hereby
authorized to decide on the distribution of the funds between the
mother and newly created division/s using the 30-70 formula
described in Item 2.1 a. A copy of said decision by the Regional SBM
Task Force must be sent to OPS within a month from release of this
Order.

b.   In cases where school heads could not draw cash advance due to
legal and administrative impediments, the Schools Division
Superintendent shall take immediate appropriate action to ensure
that such schools will not be deprived of the grant.

c.    The Regional and SBM Task Forces and the Planning Officers are
hereby directed to submit Progress Report of SBM Grant
implementation to PPD-OPS on a monthly basis. The same teams
are also expected to monitor and report on the activities charged
against the Program Support Funds sourced from FY GAA and to
ensure that all are fully liquidated at the close of the school year.

3.                 Other DepEd Orders found inconsistent with this Order are hereby amended, superseded, or modified accordingly.

4.                 Immediate dissemination of and compliance with this Order is directed.

Ends.: As stated

References: DepED Order: Nos. 55, s. 2008_:

75, 112 and 119, s. 2009

To be indicated in the Perpetual Index

under the following subjects:

FUNDS PROGRAMS

SCHOOLS POLICY

PROJECTS

R: Sally – SBM grants April 22, 2010 computer used maricar

Page 1 of Annex 1

DEPARTMENT OF EDUCATION

SY 2010-2011 ALLOCATION UNDER FY 2010 GAA SBM GRANTS As of May 2010

DEPARTMENT OF EDUCATION

SY 2010-2011 ALLOCATION UNDER FY 2010 GAA SBM GRANTS As of April 2010

Annex 2

REPORT ON THE FY

SBM GRANT UTILIZATION

NAME OF SCHOOL

SCHOOL ID (BEIS)

NAME OF PRINCIPAL”

AMOUNT OF GRANT

CHECK NO.

DATE OF CHECK

DATE RELEASED TO SCHOOL

AMOUNT UTILIZED

AMOUNT LIQUIDATED

DATE LIQUIDATION REPORT WAS RECEIVED AT DO

PROGRAM/PROJECT / ACTIVITIES CHARGED TO THE GRANT

EXPENDITURE

ITEMS (1,2, 3, 4, 5 or 6)

REMARKS

FY 2009 GAA I. ELEMENTARY

1 2 3

II. SECONDARY

A. Non-implementing Units (w/out fiscal autonomy)

1 2 3

n

B. Implementing Units (w/ fiscal autonomy)

1 2 3

n

C. SPHERE (If applicable!

Tranche 1(2008)

Tranche 2(2008)

1

Tranche 3 (2009) 1

Supplies S Materials Food & Supplies for school feeding

Meals during meetings & school-based teacher trainings (not exceeding 10% of total grant) Transportation expenses of resource persons Reproduction cost of teaching and learning materials

Prepared by:

SBM Coordinator

Accountant

Date:

Date:

The name of principal refers to the person who was issued the check-

Date:

Division Superintendent

Annex 3

Previous year

Current Available Year

Inc/Dec

Name of School

No. of nonreaders

No. of frustrated readers

No. of non-numerates

No. of nonreaders

No. of frustrated readers

No. of non-numerates

No. of nonreaders

No. of frustrated readers

No. of non-numerates

I. ELEMENTARY

1 2 3

n

II. SECONDARY

A. Non-implementing Units (w/out fiscal a

1 2 3

n

B. Implementing Units (w/ fiscal autonom;

1 2 3

Prepared by:

SBM Coordinator

Date: Date:

Accountant

Noted by:

Division Superintendent

Date.

Annex 4

LIST OF FY 2010 SBM GRANTS RECIPIENT SCHOOLS

REGION: DIVISION:

Legend:                                                                                                                                                                                     Prepared by:

Date:

Expenditure Items:                                                                                                                                                              SBM Coordinator

1-   Supplies and materials (for dev’t of supplementary IMs)                                                                                                                                                   Date:

2-   Supplies and materials for science labs (15% or less, for secondary only)

3-   Food and supplies for school feeding (15% or less, elem only)                                                                                Accountant

4  – Medical and dental supplies (inc. weighing scale for elem only)

5  – Meals during meetings and school-based teacher trainings (10% or less, elem only)

6  – Reproduction cost of teaching and learning materials (per DO nos. 112&119, s. 2009)                                        Noted by:

7  – Minor repairs of school furniture (15% or less)                                                                                                                                                                   Date:

8  – Library supplies (10% or less, for secondary only)                                                                                                      Division Superintendent

ACCOMPLISHMENT REPORT PROGRAM SUPPORT FUND

Annex 5

Region:__________________________________________

Division:_________________________________________

Prepared by:                                                                 Noted by:                                                                                      Noted by:

SBM Coordinator                                                         Division Accountant                                                                   Division Superintendent

ACTION PLAN

PROGRAM SUPPORT FUND

Annex 6