Immaculate Conception Academy

ESC CERTIFICATION INSTRUMENT PER CORE AREAS

PRINCIPALS DEPT HEADS HR REGISTRAR

SUPPORT

INSTITUTIONAL Minutes of
Department Plans for
PLANNING AND SSIP Improvements Administrative/BOT EBEIS
DEVELOPMENT meetings

Minutes of Department Minutes of SSIP planning School Performance

Inventory of Program needs Meetings meetings data/indicator
Survey of Student Performance (3
parents,/community/stakehold Annual Operation Plan years)
ers' expectations
Monitoring and Evaluation
Teacher Profile (3 Years) reports of AOP

Monitoring and Evaluation

Teacher Performance (3 Years) reports of SSIP

Attendance list of the

Minutes of general assembly monitoring and evaluating
meetings meetings
Minutes of the year end school
assembly
Minutes of the semestral end
school assembly
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

ACCOUNTING HR
SUPPORT
Financial policy and procedures Manual Administration Manual
SCHOOL BUDGET Accounting Manual
AND FINANCE
- Department budget proposals and requests
- Minutes of department budget hearings
- Consolidated School Budget
- BOT-approved budget

- Quarter Budget Performance Reports

- Quarter Cash Flow Statements
- Minutes of Orientation- Dissemination Meetings of the Quarter Budget Performance
- Distribution of Quarter Budget Performance Reports
to the responsibility centers

- Annual Budget
- Budget performance reports

- Administrative manual, Operations manual, Department manuals or SOPs

- Procurement and Construction Flow Chart
- Selection, Procurement and Construction Committee, its membership and minutes of their
meetings
- Minutes of Orientation meetings
- Minutes of Evaluation
Meetings

Statement of Income and Expenditures

Deed of Donations/List of Donations
- Supervisory plan
- Supervisory Reports
- Department Evaluation Results
- Internal and External audit calendars
- Internal and external audit results
- Audited Financial Statements
- Cash Flow Management System
- Auditing System
- Internal Control Policies

- Financial policy and procedures manual

- SSIP
- Minutes of BOT/ Administrative meetings
- Savings and investment
portfolio
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

DIRECTOR HR ACCOUNTING REGISTRAR

CORE
- School Organizational Chart - 201 File of the Principal DepEd-approved Schedule of DepEd Recognition,
- OTR of the Principal and Fees DepEd-approved Schedule
Notarized Contract GIS and Updated SEC of Fees, Student Forms (SF
ADMINISTRATION AND Registration 1-9), School Calendar, e-
GOVERNANCE Audited Financial Statements BEIs, etc.

- School Calendar of Activities

- Minutes of General Assemblies and Council Alpha List, etc.
meetings, Ad Hoc and Standing Committee meetings SSS, Phil Health, Pag-Ibig
- List of Standing and Ad Hoc Committees and their monthly Reports
Membership -Others: PRC licenses of
- Minutes of Consultation Meetings with teachers, etc.
stakeholders
- Minutes of Planning and Evaluation meetings with
Stakeholders

- Administration Manual
- Minutes of the General
Assemblies on discussions
of the Administration
Manual
- Records of Distribution of
the Administration Manual

- Professional Development
Plan for Administrators
- (Proposed) List of
Upgrading Activities for
Administrators
- Provisions/Assistance for
Administrators’ Upgrading
- Turn-Over SOPs
- Personnel Clearance
Forms
- Data management SOPs
- Administration Manual

- Resource Management
SOPs and measures
- Financial School
Sustainability Policies and
Measures
- Minutes of BOT meeting
- Administration Manual

- Salary Scale
- Pay Roll
- Benefit Package
- Administration Manual
- Faculty Manual

- Succession Plan
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

HR PRINCIPAL PROPERTY CUSTODIAN LAB CUSTODIAN CANTEEN

SUPPORT
- Disaster and Risk-reduction
SOPs
- Fire/Earthquake/Bomb Threat
Evacuation plan
PHYSICAL PLANT AND - Fire and Earthquake
INSTRUCTIONAL SUPPORT Compliance Certificates
FACILITIES - First-Aid Kits
- Floor plans
- Approved As-Built Plan
- Approved School Electrical Plan
- Local Engineering Unit Inspection
Visit Results
- Energy Management Board
Clearance Certificate
- Fire Department Clearance
Certificate
- Clinic Equipment Tools/ Drinking fountains
Materials Annual Inventory Canteen menu
- Clinic Annual Acquisition List of Current Health Certificates of Food
Equipment/ Tools/Materials HandlersCertificate of Water
- Clinic Emergency and First Aid potability results
Materials and Equipment
- Emergency Care Policies
and Procedures

- Physical Plant Development Plan

- SSIP

- Maintenance and sanitation SOPs

- Number of maintenance personnel
assigned
- Preventive Maintenance Plan
- Sources of water
- Rainwater catchments

- Fire escapes/exits, fire

Extinguishers, fire alarm, sand
bags, water hoses, etc.
- Hand rails
- non-slip rubber or metal strips,
etc. on stairways
- Directions and signages, warning
signals, etc.
- Covered walks
- Floor plans
- Security personnel list

- Building lay out

- Vicinity map
- Site plan
- Floor plans
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

DIRECTOR HR REGISTRAR LIBRARIAN LAB CUSTODIAN GUIDANCE

SUPPORT
- Number of Key Non- - Notarized Contracts of Key - Registrar’s Office SOPs/ - Library-IMC Development - Inventory list per - Guidance and
Teaching Personnel Non-Teaching Personnel Handbook/Manual Program laboratory Counseling Program
- Enrollment Statistics - Key Non-Teaching Personnel - Administration Manual - Library-IMC Accession and - List of Laboratory - Guidance and
- Personnel Statistics 201 File - Data Privacy Policies and Inventory Records Activities per subject Counseling Program
- Personnel-Student - Personnel profile Protocols - SSIP Mechanics, Activities
ACADEMIC SUPPORT Ratio - Library Budget and Schedule
AND STUDENT *Guidance Counsellor – - Annual School Budget - List of Guidance and
DEVELOPMENT 1:500 Counseling Program
SERVICES *Librarian – 1:1000 Resources
- Parents Facilitators
- Peer Facilitators

- Academic Support Unit - Number of Key Non- Teaching
Manuals or Handbooks Personnel
or their equivalent - Enrollment Statistics
- Administration Manual - Personnel Statistics
- Personnel-Student Ratio
*Guidance Counsellor – 1:500
*Librarian – 1:1000
- Announcements and
Bulletin Board postings of
Registrar’s Office Admission
and Enrollment SOPs
- Registrar’s Office Handbook
- Admission and Enrollment
Brochures/Flyers
- Admission and Enrollment
flowchart, etc.
- School map - List of Laboratory - Developmental Career
- Calendar of Activities of the Experiments/Activities Guidance Program
Library
- Library Activities for Students
and Teachers
- Library Schedule
- List of library services and
Programs
- Academic Support Unit
Manuals or Handbooks or their - School Forms
equivalent
- Administration Manual
- Professional Development Plan
for Non-Teaching Personnel
- Calendar of Professional
Development Activities for Non-
Teaching personnel
- Forms of Assistance for:
a. Graduate Studies
b. Skills Training
c. Coaching and mentoring
- Updated and current MIS - Library Floor Plan - Laboratory Handbook/ - Inventory and Testing
- Accession record and inventory Manual/SOPs Program
list - Postings of Laboratory - List of Testing Materials
- Actual number of seats SOPs Available
- Laboratory Orientation - Student Individual
Program Inventory Records/
- Minutes of laboratory Student Cumulative
Orientation Records
- Laboratory Calendar of - Testing Program
Activities Schedule
- Library Collection Program - Student Follow-up
- Accession Record and Inventory Service Program
List - Student Follow-up
- Number of Titles per area per service activities
copyright date - Student’s anecdotal
- IMC and digital collection records
- Library Committee membership,
functions, schedule of meetings
and minutes
- Homeroom Guidance
Program
- Homeroom Guidance
Activities
- Homeroom Guidance
Schedule
- Student Information
and Records
Management SOPs
- Guidance Center
Handbook/ Manual
 HEALTH SERVICES
- Schedule of medical and dental check-ups
- Student Health records
- Assigned staff to provide emergency care
- Trainings of assigned staff
- Emergency Care SOPs/ Clinic
- Student Handbook/Manual
- First aid and emergency care SOPs
STUDENT AFFAIRS
- Student Handbook/Manual
- Student Orientation Program
- Minutes of the Orientation
Meetings
- Student Handbook/Manual
- Minutes of the meeting on the
review and revision of the Student
Handbook
- Attendance list meeting on the
review and revision of the Student
Handbook
- Membership of the Student
Handbook Review and Revision
Committee
- Student Activity Program
- Calendar of Co-Curricular and
Extra-Curricular Activities
- List of Clubs

- Student Discipline policies

- Student Handbook/Manual

- Disciplinary measures and

interventions
- Disciplinary processes and
protocols
- Minutes of discipline Committee
meetings
- Discipline Committee
Membership
- Child Protection Policy
-- Student Records
Social Media Management
Policy
Policies and protocols
- Data Privacy policies and
protocols
- Student Disciplinary Records
and Files
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

PRINCIPALS HR
Recruitment, Selection,
Hiring/Placement Policies and
CORE Teachers’ profile Procedures

Summary of Faculty Loads and

FACULTY Assignments Notarized Teachers' Contracts
Administration Manual
Teacher’s 201 File
Teachers’ Program

Minutes of Faculty/ Personnel

assemblies and meetings showing
announcements of DepEd
orders, etc.
Faculty Manual
Minutes of the faculty Meetings
where the contents of the Faculty
Manual were discussed
- Faculty Development Plan
- Faculty Development Plan Evaluation
Instruments, Results and Summaries
- Faculty Performance Evaluation
Instruments, Results and Summaries

- List of PLC Activities

- Minutes of the PLC meetings
- Attendance Sheets during the PLC
meetings
- Faculty Evaluation reports by Peers

- Faculty Awards and Recognition

Package
- List of Recipients of Faculty Awards
- Faculty performance appraisal
instruments and
results

- Summary of Faculty Performance

Appraisal results
- Promotion Policies
- Salary Scale
- Supervisory Plan/Clinical Supervision
Plan
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

DIRECTOR PRINCIPALS DEPT HEADS HR TESTBANK LIBRARIAN

CORE
Minutes of meeting of Faculty Professional Library Policies for
Sample students’
Academic Council or Development Program and answers borrowing and using
INSTRUCTIONAL Annual Operational Plan Orientation Program in formative
SubjectCoordinators’ Council seminars-workshops in different electronic resourcesand
print, audiovisual
LEADERSHIP Performance Report Minutes/Documentation or involving coaching and assessments and
subject areas
department meetings mentoring materials

Presentation of School’s
Curriculum directions with Custodian reports on
Annual Operational Plan different stakeholders such as Data Presentations in Subject Schedules and Minutes of utilization of print,
Board of Trustees, officers of Year level or subject audiovisual and
Achievement Report Parents’ Association, PLC meetings
officers department PLC meetings electronic resources and
of Alumni Association, and materials and equipment
partner organizations

System for Selecting and Records of classroom

Establishing School SSIP Area in Curriculum, observations done by subject Sample PLC reports
Partners and Linkages Assessment and Instruction coordinators and other
academic supervisors

SSIP Performance Report in
Directory of School
Area of Curriculum,
Partners and Linkages
Assessment and Instruction
Records of post-classroom
School support for faculty
observation conference by
and administrators’
subject coordinator or
graduate studies
principal with teacher

Minutes of the meeting System of or procedures for Minutes of Department

with School Partners Curriculum Development and Meetings on Student
and Linkages Updating Performance and Intervention
List of Activities with Periodic or annual reports on
School Partners and curriculum evaluation
Linkages
Curriculum Evaluation and
recommendation
Minutes of year level PLC
meetings
Annual interview by principal
of teacher
Plans in SSIP area of
Instructional Leadership,
Faculty and Administration
and Governance
 Immaculate Conception Academy
ESC CERTIFICATION INSTRUMENT PER CORE AREAS

PRINCIPALS DEPT HEADS KEY TEACHERS HR ICT HEAD LIBRARIAN

CORE
System of procedure for
CURRICULUM
curriculum development
Curriculum Guide
Instructional Supervision Procedure of using Mapping
Program
Instructional Supervisory Daily Lesson Plan from DepEd
Reports
Curriculum Evaluation and
recommendations
Classroom Observation Form
System of selection,
procurement,development
and utilization of
instructional/materials
Subject Curriculum Map
Subject Teaching Guides
Codes
List of Assessment
List of Activities/Resources
List of Materials
Library report on
Faculty Development utilization of print,
Technology platforms or
Unpacking of Standards Trainings seminars and electronic and AV
LMS
workshop resources for classroom
instruction
Subject Teaching Guides
Mapping Codes
Subject Learning plans
Subject Table of Specification
Unit Assessment Map
Sample Assessment
Instruments

Subject skill- based vertical

System of learning plan of learning progression guide or Integrated Performance Tasks
preparation maps

Minutes of curriculum Community awareness

System of technology meetings on articulation of exposure or immersion
integration student skills across grade activities related to unit topic
levels

List of description of
System of Academic curriculum development UAAM
intervention program
activities
Subject Department meetings
re: 1 instructional
resources /materials 2
curriculum revision and Samples of summative and
update 3 classroom strategies formative assessment
4 Classroom activities 5
addressing children with
special needs

Sytem of Assessment Samples of Performance tasks

preparation
Samples of eveluation of Formative assessment in
students 21st century skills different subject areas
Reports on results of
academic intervention by PLC
groups