fee’ % Bw Republika ng Pilipinas Kagawaran ng Edukaspon ‘Tanggapan ng Pangalawang Kalihim sa Pangangasiwa 0UA-OUT-031523-004 MEMORANDUM 15 March 2023 FOR ' UNDERSECRETARIES ASSISTANT SECRETARIES REGIONAL DIRECTORS MINISTER OF BASIC, HIGHER, AND TECHNICAL EDUCATION (MBHTE), BARMM SCHOOLS DIVISION SUPERINTENDENTS PUBLIC ELEMENTARY AND SECONDARY SCHOOL HEADS FROM: SUBJECT : GUIDELINES IN THE CONDUCT OF THE NATIONAL SCHOOL BUILDING INVENTORY (NSBI) FOR SY 2022-2023 In line with the Department of Education’s (DepEd) efforts to improve and accelerate the delivery of basic education facilities and services, the Department recognizes the importance of having a complete and accurate inventory of school infrastructure and its inclusions—buildings, classrooms, furniture, and other facilities—to support data-driven and evidence-based planning, budgeting, resource allocation, and decision making, In this regard, there will be an updating of the National School Building Inventory (NSBI) for School Year (SY) 2022-2023 as part of the annual collection and encoding of accurate and comprehensive inventory of school infrastructure and other facilities of DepEd in preparation for the budget for the Fiscal Year (FY) 2024. This also aims to gather recent data of all public schools nationwide to address new parameters of classroom requirements for the safe operations of schools post COVID- 19 pandemic. The guidelines for the conduct of NSBI, including the procedures, timelines, and roles and responsibilities of concerned personnel across all governance levels in the basic education are outlined in the succeeding portion of this Memorandum. All public schools offering elementary, junior high school, and senior high school shall comply with the prescribed guidelines set forth in this Memorandum and actively participate in collecting and encoding data in the Basic Education Information System (BEIS). Office of the Undersecretary for Administration Department of Education - Central Office, Room 508, 5th Floor Mabini Building, Meralco Avenue, Pasig City; Landline 8638-1780 Email: [email protected]1. PROCEDURES In order to collect, encode, and report accurate and high-quality data in the NSBI Module, personnel at the school level shall observe the following: a. Organize a School Building Inventory Committee composed of the following: ‘* School Head (as Chairperson) ‘* School Property Custodian (SPC) ‘© Engineering Facilities Coordinator (EFC) * BEIS Coordinator b. Hold a meeting to discuss procedures in conducting the inventory ¢. Conduct the School Building Inventory and manually accomplish the NSBI Data Gathering Forms d. Review and validate the inventory by the School Head e. Submit two (2) signed copies of duly accomplished forms to the Schools Division Office (SDO) f. Validate and issue approval (by SDO through the School Governance and Operations Division or SGOD) to the school for online encoding of data in the BEIS Should there be errors in encoding the data in the system, the School Head shall notify the SDO of any error/s committed through a letter addressed to the Division Planning Officer. Il, ROLES AND RESPONSIBILITIES All DepEd personnel across all levels of governance shall perform their respective roles and responsibilities in accordance with those enumerated in the following table: Parken Orient the Regional and Schools Division Offices on NSBI Foro PS-EMISD, SIF-EFD, ICTS, AS-AMD Provide technical assistance on the orientation of very large SDOs (when necessary) PS-EMISD Update the system and provide a facility to print generated data for verification purposes Rieke Provide technical assistance on the orientation and implementation for large and very large SDOs ICTS-SDD PPRD, Regional Engineer Monitor and validate submissions from schools Perea Orient School Heads, Property Custodians, Education Facilities or BEIS Coordinators (by cluster) PPRD, Regional Engineer ‘SGOD-PRS, Division Engineers (including COS Engineers assigned in SDOs), regarding NSBI forms, system, and processes Supply Officer Create BEIS accounts for Engineers (plantilla) SGOD-PRS Provide technical assistance to schools on queries | Pivision panning ONCE, Officers Monitor and validate submissions from schools ‘SGOD-PRS, SPC. EFC, BEIS Coordinator Page 2 of 6School Head, SPC, EFC, BEIS Conduct actual School Building Inventory Bolin ‘Submit signed NSBI forms to SGOD. ‘School Head 4 ‘School Head/BEIS Encode NSBI data in the BEIS ‘Coacdiato I. NSBI FORMS ‘The NSBI Data Gathering Forms for SY 2022-2023 (see Annex A) consists of seven (7) tables, some of which have new data requirements that schools need to accomplish in the reporting of the NSBI. The NSBI Data Gathering Forms can be accessed and downloaded from the NSBI. Be ana Table 1 Summary of Existing Building Table 2 Existing Rooms per Building Tans Number of Temporary Learning Space/s (TLS) & Makeshift Room/s Table 4a Existing Number of Water and Sanitation Facilities in Existing Number of Stand-Alone Water and Sanitation ‘able 4b 9 Facilities Table 5 Existing Number of Usable Furniture Table 6 Other Facilities /Amenities Table 7 Access Going to School ‘The NSBI Data Gathering Forms were updated with the inclusion of new data elements as a result of DepEd’s reportorial commitment to other agencies related to school buildings and facilities. For proper guidance and information, an Answering Guide (see Annex B) that contains the common definitions and examples will be disseminated to all concerned personnel. Table Pees Table 1. Summary of Existing Building Number of Functional Ramps ‘Type of Facilities /Amenities Table 6. Other Bike Racks Facilities/Amenities Paved Pathway from Entrance Gate to Building Pathway Cover /Roofing Table 7. Access going to a School Buking, Accomplished NSBI Data Gathering Forms shall be signed by the following school and division personnel attesting the accuracy and veracity of the encoded and reported data in both printed copy and in the system, as shown below: eat Division Engineer, Planning Officer, Supply Officer (plantilla) Online Validation Page 3 of 6NSBI Data Gathering Forms School Head, EFC, BEIS Coordinator Online Validation IV. PROCESS IN DETERMINING THE SCHOOL COORDINATES (LATITUDE/LONGITUDE) In determining the school coordinates, the location of the flagpole shall be the reference point. The School Head may use devices such as mobile phones, smartphones (iOS or Android phones), tablets, or laptops to access Google Maps to identify the latitude and longitude of the school and ensure accuracy of the information or data. Using smartphones tablets: 1, Turn on the GPS on your device. 2. Open Google Maps. Z 3. Input the name of the place in the Search bar. You may manually locate by clicking on the specific location in the map, or by scrolling and zooming in and out on the map. 4. Tap and hold to the specific location. A red pin will appear on the determined location. 5. The coordinates will appear on the description page of the pinned location, then copy or take a screenshot of the coordinates. Using laptops: 1. Open your browser (Google Chrome, Mozilla Firefox, or any other browser). 2. Type Google Maps in the Search bar. 3. Navigate the location you want to determine the coordinates. Use the scroll wheel to zoom in/out of the location. 4. Right-click on the location. 5. Click on the coordinates and copy it. For samples of the processes in determining the school coordinates, please refer to Annex C. V. VALIDATION QUOTA Paper /System and onsite validation of NSBI data shall be conducted by the Division Planning Officers and Division Engineers. During school visits for the onsite validation, DepEd reiterates that all personnel shall comply with the existing Inter- Agency Task Force for the Management of Emerging Infectious Diseases (IATF-EID) guidelines and local restrictions subject to the alert risk level of the local government units (LGUs). ‘The criteria or quota for the data validation depending on the category/size of the division are shown below: exer ‘Small 100% of schools data validated Medium ‘At least 80% of schools data validated Page 4 of 6Large At least 60% of schools data validated Very Large At least 40% of schools data validated VI. TIMELINES All personnel involved in the data collection, encoding, validation, and monitoring of the NSBI for SY 2022-2023 shall be guided accordingly by the following timelines: rem pret cat of Orientation oa NEE for SY 2022- March 13, 2023 Encoding of NSBI Data March 20, 2023-May 31, 2023 Validation of NSBI Data April 10, 2023 - May 31, 2023 Closing of the System June 1, 2023 *Cut-off date to be reported in the NSBI is as of 31 December 2022. VII. MONITORING AND EVALUATION ‘The Policy, Planning, and Research Division (PPRD) through the Regional Planning Officer (RPO) shall monitor the status of submission by SDO. The SDOs shall do the same to all schools under their respective jurisdiction. Also, the Division Planning Officer (DPO) and the Division Engineer shall provide necessary support in the form of technical assistance to schools with difficulties in encoding NSBI data in the BEIS. The DepEd Central office through the Planning Service-Education Management Information System Division (PS-EMISD) shall inform all regions and divisions their respective statuses of submission and validation in coordination with the RPO, while updates and changes in the encoding and reporting of NSBI data will be only disseminated through the issuance of an Advisory or a Memorandum. VIII. CONTACT SUPPORT For clarifications and queries, please contact the following offices: Education Facilities Division (EFD) Landline: (+63) 28 633 7263/ (+63) 28 638 7110/ (+63) 28 636 4877 Email: [email protected] Address: 5% Floor, Mabini Building DepEd Complex, Meralco Avenue, Pasig City Planning Service - Education Management Information System Division (PS-EMISD) Landline: (+63) 28 638 2251 /(+63) 28 635 3986 (+63) 28 635 3986 [email protected] 2e4 Floor, Alonzo Building DepEd Complex, Meralco Avenue, Pasig City Page 5 of 6Information and Communications Technology Service - User Support Division (ICTS-USD) Landline: (+63) 28 636 4878/(+63) 28 633 2658 Mobile: (+63) 939 436 1390/(+63) 977 771 2285 [email protected] / [email protected] Facebook: _ www.facebook.com /groups/lis.helpdesk/ Address: 2" Floor, Bonifacio Building DepEd Complex, Meralco Avenue, Pasig City For immediate dissemination and strict compliance. Page 6 of 6