MANAGEMENT OF SCHOOL

FURNITURE, EQUIPMENT
AND MACHINES
 • The term “educational facilities” refers to
all the physical properties of a school,
consisting of the grounds, buildings, and
EDUCATION the various facilities within the school
grounds and inside the school buildings.
AL
FACILITIES • Also known as the school plant or the
physical facilities of a school; thus, the
terms educational school facilities, school
plant, and physical facilities may be used
interchangeably.
IMPORTANCE OF EDUCATIONAL FACILITIES

Educational facilities are considered indispensable to a school;

they do not only provide housing for the school but also serve
as facilitating agents for all the educational activities that take
place in a school.

The availability of safe, secured, adequate and satisfactory

educational facilities will support the teaching and learning
processes and ultimately improve the quality of basic
education.
 DIFFERENT SCHOOL FURNITURE,
EQUIPMENT, AND OTHER
FACILITIES
• Furniture and equipment in the schools are objects designed to
increase the comfort, convenience, utility and beauty for our
pupils/students and students.

• Much of these were made by hand, but many machines have

been developed to facilitate the learning experience and
performance, thereby achieving success in the implementation
of the curriculum.

• School equipment and furniture shall be planned in relation to

the instructional program. The plan shall be flexible to
anticipate educational as well as social and technological
changes and innovations.
ADMINISTRATIVE
CONTROL
 FUNCTION OF STAKEHOLDERS

• Physical Facilities and Schools Engineering

Division (PFSED)
The management and administrative control of educational
facilities in the Department of Education are incumbent upon the
Secretary of Education, through the Physical Facilities and
Schools Engineering Division (PFSED). PFSED is concerned
primarily with such staff functions as the formulation of policies,
the setting up of standards, and the issuance of regulations and
guidelines governing school facilities all over the country.
 THE PFSED CARRIES OUT THE
FOLLOWING SPECIFIC FUNCTIONS:
1. Formulate policies, plans, guidelines and standards
relative to the school building program (SBP), school
building repair 2. Prepare design and maintenance
(SBRM), school furniture, and school mapping
exercise (SME);
2. Prepare designs, plans and cost estimates for all
facilities, including school furniture;
 THE PFSED CARRIES OUT THE
FOLLOWING SPECIFIC FUNCTIONS:
3. Conduct researches and studies on new technologies for
school building construction and furniture;
4. Monitor the implementation of infrastructure projects as
well as the repair, rehabilitation or maintenance of educational
facilities, evaluate progress of work, and ensure that all
specifications are followed;
5. Evaluate requests for repair, rehabilitation and maintenance
of educational facilities and submit appropriate
recommendations;
 THE PFSED CARRIES OUT THE
FOLLOWING SPECIFIC FUNCTIONS:
6. Give technical specifications of materials to be used in
the construction, repair, maintenance of educational
facilities to the Procurement Service;
7. Provide assistance in the conduct of technical
evaluation of bids for infrastructure projects and school
furniture;
8. Inspect delivered infrastructure projects and school
furniture;
 THE PFSED CARRIES OUT THE
FOLLOWING SPECIFIC FUNCTIONS:
9. Develop and maintain an information system which
will include data about physical facilities and structures
and geographical information concerning the location of
the school and its access to services;
10. Provide information to government and private
sectors on matters pertaining to educational facilities;
11. Perform other related functions.
 THE PFSED CARRIES OUT THE
FOLLOWING SPECIFIC FUNCTIONS:
9. Develop and maintain an information system which
will include data about physical facilities and structures
and geographical information concerning the location of
the school and its access to services;
10. Provide information to government and private
sectors on matters pertaining to educational facilities;
11. Perform other related functions.
 FUNCTION OF STAKEHOLDERS

Regional Director. Consistent with the national

educational policies, plans and standards pursuant to
RA 9155, the administrative functions of the
Regional Director with regards to educational
facilities are as follows:
1. Plans and manages the effective and efficient use of all
physical and fiscal resources of the regional office, development
and establishment of procedures in monitoring and supervision
of divisions/schools;128
2. Exercises overall administrative control over all public
elementary and secondary schools facilities throughout the
region;
3. Provides guidelines to the administrator of each school with
regards to the care and maintenance of the educational
facilities and all school property in it; and
4. Prescribes rules of hygiene and orderliness to be observed in
all public elementary and secondary school facilities in the
region.
 FUNCTION OF STAKEHOLDERS

Schools Division/City Schools

Superintendent. The Schools
Division/City Schools Superintendent
exercises the following management and
administrative control over the educational
facilities in the Division:
1. Plans and manages the effective and efficient performance of all
physical and fiscal resources of the
division including professional staff development;
2. Exercises general superintendence over all public elementary
and secondary school facilities within the
division;
3. Examines the school buildings occupied for public instruction
within the division with a view to determining their suitability and
hygiene condition;
4. Exercises control over the use of all provincial and municipal
school buildings and grounds in the
division.
 FUNCTION OF STAKEHOLDERS

District Supervisor. Under RA 9155, the

School District Supervisor shall be
responsible for:
1. Providing professional and instructional
advice and support to the School Heads and
Teachers/Facilitators of schools and learning
centers in the district or cluster thereof;
2. Curricular supervision; and
3. Performing such other functions as may be
assigned by proper authorities.
 FUNCTION OF STAKEHOLDERS

Principal/School Head. Administrative

control over elementary and secondary school
plants exercised by the school principals/school
heads are as follows:
1. Defines the educational objectives and physical
resources;
2. Plans and supervises over the construction of school
buildings;
3. Works out the acquisition, survey and
registration/titling of school sites;
4. Inspects the public elementary and secondary schools
under his charge, evaluates/assesses their condition, and
makes appropriate reports and recommendations to the
schools division superintendent;
5. Plans and carries out a rationalized acquisition program to meet
standard requirements;
6. Oversees the maintenance, beautification and sanitation of the
educational facilities of the school plant;
7. Recommends opening of new schools and annexes, renaming of
schools, as well as closure of schools, in
accordance with respective guidelines set for the purpose;
8. Creates an environment within the school that is conducive to
teaching and learning;
9. Develops the school education program and school improvement
plan; and
10. Administers physical and fiscal resources of the school.
 FUNCTION OF STAKEHOLDERS

The Role of Regional/Division Physical

Facilities Coordinators as embodied in
DECS Order No. 41, s. 1997 (Creating an
ADHOC Physical Facilities Unit in the
DECS Regional and Division Offices) are as
follows:
1. Prepares an integral plan relative to physical facilities;
2. Monitors the implementation of school facilities programs and
projects;
3. Prepares periodic reports relative to the status of implementation of
programs and projects on physical facilities;
4. Provides technical assistance to regional/division and school levels
and liaising with other offices and other agencies at the sub-regional
level;
5. Programs and conducts training programs as may be necessary on
the management of physical facilities;
6. Maintains an updated and workable Management Information
System (MIS) in the formulation of programs and projects in decision
making.
 OTHER GROUPS INVOLVED IN MANAGEMENT AND
ADMINISTRATIVE CONTROL OF EDUCATIONAL
FACILITIES ARE AS FOLLOWS:

1. School Governing Council

2. Parent-Teachers Community Association
3. Local School Board
4. Other stakeholders
 PROPERTY
ACCOUNTABILITY
MISCELLANEOUS
GUIDELINES
 PROPERTY ACCOUNTABILITY

• All educational facilities procured/purchased by the

Department or donated by LGUs/NGOs and private individuals
shall be considered property of the recipient school.
• School Heads/Principals are responsible to the Schools
Division/City Schools Superintendent for the educational
facilities issued to them.
• In same manner, the Schools Division/City Schools
Superintendents are likewise responsible to the Regional
Director.
 CARE/PRESERVATION AND SAFEGUARDING
OF EDUCATIONAL FACILITIES

It is the duty of the school head/principal to enforce the

rules on proper care of educational facilities such as:
1. Provision of perimeter fence along boundaries of the
school site with secured entrance and exit gates.
2. Proper utilization of school buildings, including
undertaking of minor repair and maintenance work.
 CARE/PRESERVATION AND SAFEGUARDING
OF EDUCATIONAL FACILITIES

3. Cleanliness and orderliness of classrooms shall be maintained at

all times.

4. Proper use of desks/armchairs and other classroom furniture shall

be strictly enforced by the teacher. Instructional tools/equipment
and supplies such as computers, books, magazines, periodicals,
journals, bulletins and other publications issued by the Department
or procured from various sources shall be displayed and kept in
safe shelves/storage areas.
 MAINTAINING SCHOOL RECORDS ON
FACILITIES
• The school shall have a file on facilities for ready reference. This is
beneficial on the part of the school principal/head for monitoring
purposes. The following documents shall be placed in separate
folder under the Physical Facilities MIS:
1. School Site Ownership Documents
2. School Site Development Plan
3. School Site/Building Cards
4. Inventory of all Facilities (General Form No. 13, s. 1992)
5. School Furniture Record
 MAINTAINING SCHOOL RECORDS ON
FACILITIES
6. Textbooks
7. Instructional Tools, Apparatuses and Equipment
8. Record of School Building Repair – Program of Works (POW)
9. Record of School Building Construction – POW
10. Receipts of Payments – Electrical, Water, Telephone
11. Records of Fire Damage Reports (if any)
12. Records of the Change of Name of the School
13. Records of the Establishment of the School
14. Records of Donated Properties
15. File copy of DepED Orders, Memoranda regarding facilities
PROPERTY
DISPOSAL
 PROPERTY DISPOSAL
• Despite the proliferation of various laws, rules and regulations governing disposal of
property, a considerable quantity of unserviceable, no longer needed, obsolete,
forfeited/seized, supplies, materials and equipment and valueless records which have
grown into unmanageable and uneconomical proportions now exist in the various
government agencies. To save on cost maintaining such property there is a need for
their disposal.
• Pursuant to EO No. 888, sec. 1 and COA Cir. No. 89-296 the full and sole authority
and responsibility for the divestment or disposal of properties and other assets owned
by the National Corporate and Local Government Units (LGU) including its
subsidiaries shall be lodged in the heads of the departments, bureaus and offices or
governing bodies or managing heads of the concerned entities.
 MEMBERSHIP OF DISPOSAL COMMITTEE

• EO No. 309, reconstituted the membership of the Committee on Disposal as provided for
under EO No. 888.

Chairman – A senior official with function not lower than the level of an Assistant Secretary
for a department and Assistant Director for a bureau/agency or department head for a GOCC.

Members – Head of Administrative Unit

– Head of the Property Unit

A secretariat and technical staff to be manned by existing personnel of the Agency concerned
shall be formed to handle all the Committee’s technical and administrative matters as well as
the safekeeping and systematic filing of Committee documents and records.
• The Disposal Committee at the regional and division levels are
contained in DECS Order No. 56, s. 1997, to
include:

Regional Office
Chairman – Regional Director
Members – Regional Administrative Officer
– Head, Property Unit

Division Office
Chairman – Schools Division Superintendent
Members – Division Administrative Officer
– Head, Property Unit
 MODES OF DISPOSAL/DIVESTMENT

a. Condemnation/Destruction of Property
Unserviceable equipment may be destroyed through pounding, breaking, shredding,
throwing or any other method by which the property is disposed beyond economic recovery.
Destruction shall be made in the presence of the Disposal Committee.
b. Transfer of Property
Transfer of property may be done upon the initiative of the owning agency or submission of
request to the owning agency. This may be done either with or without cost. “Cost” herein refers
to payment based on the appraised value of the property.
c. Barter
An agency transfers property to another government agency in exchange for another piece of
property. The value of the property transferred may not be equivalent to that being received.
 MODES OF DISPOSAL/DIVESTMENT

d. Donation of Property
Donation of property may be done to charitable, scientific,
educational or cultural institutions.

e. Sale of Unserviceable Property

• Sale thru Public Bidding as a general rule, is the mode of disposal. This
is done thru sealed public bidding or when circumstances warrant, by viva
voce.
• Sale thru Negotiated Sale is resorted to as a consequence of failed
bidding.
 PROPERTY/ASSETS SUBJECT
TO DISPOSAL

3. Property under
1. Unserviceable property 2. Confiscated/Seized property
distraint/levy/garnishment

6. Valueless
4. Unclaimed Motor Vehicles 5. Real Property
Records/documents
 DETERMINING FACTORS IN THE DISPOSAL
OF UNSERVICEABLE PROPERTY

1. Property which can no longer be repaired or reconditioned;

2. Property whose maintenance costs of repair more than outweighs the benefits and
services that will be derived from its continued use;
3. Property that has become obsolete or outmoded because of changes in technology;
4. Serviceable property that has been rendered unnecessary due to change in the
agency’s function or mandate;
5. Unused supplies, materials and spare parts that were procured in excess of
requirement; and
6. Unused supplies and materials that have become dangerous to use because of long
storage or use of which is determined to be hazardous.
 INSPECTION AND
APPRAISAL OF PROPERTY
FOR DISPOSAL
Inspection is conducted to observe
the physical condition of the property to
be disposed. An ocular inspection is
usually done to have a first-hand
observation of the conditions of the
property.
 GENERAL PROCEDURES IN APPRAISAL

The objective in computing the appraised value of the

property is to set the government’s minimum selling price
so that the government shall receive fair compensation for
the items sold. The Disposal Committee members,
including the owning agency, shall each prepare its
appraisal report.
 SUBMISSION OF DOCUMENTS
PERTINENT TO THE DISPOSAL OF
UNSERVICEABLE PROPERTY
Accountable officials in possession of unserviceable property shall
submit to the Disposal Committee through their respective heads
of offices, the following accomplished forms, as appropriate:

1. Inventory and Inspection Report of Unserviceable Property for

semi-expendable materials and equipment and non-expendable
supplies, accompanied by any of the following, whichever is
appropriate:
a. Individual survey report, duly certified by the Supply
Officer and Head of Agency.
b. List of missing spare parts duly certified by the Supply
Officer and Head of Agency.
 SUBMISSION OF DOCUMENTS PERTINENT TO
THE DISPOSAL OF UNSERVICEABLE PROPERTY

c. Stencils of chassis and engine numbers of motor vehicles, and

d. Current photographs (in two positions) of items recommended

for disposal

2. Waste Materials Report for expendable materials, supplies and

consumables including spare parts, empty containers, and remnants
from destroyed or damaged fixed assets.
MANAGING
EDUCATION
RESOURCES
 MANAGING EDUCATION RESOURCES

Property accountability is the obligation imposed by law or

lawful order or regulation on an official or other persons for
keeping accurate record of property. The person having this
obligation may or may not have actual possession of the
property.

Property responsibility is the obligation of an individual for

the proper custody, care and safekeeping of property entrusted
to his possession under his supervision.
 MANAGING EDUCATION RESOURCES

Property liability refers to the obligation that arises as a

consequence of an illegal or improper act or the non-performance of
what one is mandated to do. Such obligation generally comes in the
nature of penalty but it could be in the form of a fine, administrative
punishment, imprisonment, or a combination of these.

Property accountability is concerned primarily with records while

property responsibility is concerned with custody, care and
safekeeping of property.
PROCEDURE ON:
 PROCEDURE ON DELIVERY
In accordance with the specifications, terms
The delivery of supplies, materials and and conditions provided in the
equipment must be made by the Contract/Purchase Order.
supplier/Manufacturer/contractor: Within the stipulated period and at the
place/s indicated in the PO or contract.

Failure to deliver within the prescribed period, the supplier/

manufacturer/ contractor shall be liable for penalty, usually in
the form of: “LIQUIDATED DAMAGES”.
 PROCEDURE ON DELIVERY

“All supplies/materials/equipment shall be

adequately.......”
 PROCEDURE ON DELIVERY

The Supply Officer/Designated Property Custodian shall

receive all the deliveries and signs the Delivery Receipt (DR)
if the delivered goods are in accordance with the contract or
Purchase Order (PO).

Supply Officer/Designated Property Custodian signs

“Received” portion of the original and copy 2 of Delivery
Receipt (DR)
 PROCEDURE ON INSPECTION

The Supply Officer/Designated Property Custodian

forwards Original Delivery Receipt (DR) and Copy 2 of
Approved Purchase Order (PO) to Inspection
Committee for inspection of deliveries.
 PROCEDURE ON INSPECTION

Guidelines on Inspection
Based on duly approved PO/Contract
Conducted on delivery with appropriate PO and Invoice
Made for both partial and complete deliveries
Conducted on deliveries subject to test/analysis
Made in accordance with 10% allowance for supplies and
materials
 PROCEDURE ON INSPECTION

The Head of Office or school shall constitute an Inspection Committee

to inspect and validate deliveries.

The Inspectorate Team and the Supply Officer/Designated Property

Custodian shall prepare the Inspection and Acceptance Report (IAR).

Note: Distribution of AIR shall be as follows:

1.Original – supplier (to be attached to the DR)
2.Copy 2 – Property Inspector/Inspection Team
3.Copy 3 – Property & Supply Unit File
 PROCEDURE ON INSPECTION

Except for Centrally procured Items – IARs are being prepared by the
following offices:

TEXTBOOKS – Instructional Materials Council Secretariat (IMCS)

ARMCHAIRS – Physical Facilities and Schools Engineering

Division (PFSED)

DepED Computerization Project (DCP) – Property Division - CO

 PROCEDURE ON ACCEPTANCE

The School Inspection Committee shall sign the Inspection and

Acceptance Report prior to acceptance by the School Property
Custodian.

Supply Officer/Designated Property Custodian signs in

“Acceptance” column, acknowledging receipt of the items
delivered. Check the appropriate box whether complete or
partial (indicate quantity received) delivery and indicate the
date of receipts and remarks.
 PROCEDURE ON ACCEPTANCE
Supply Officer/Designated Property Custodian returns original
copy 1 of the IAR to the supplier for payment purposes
PROCEDURE ON RECORDING AND PROPERTY
DISPOSAL

Supply Officer/Designated Property Custodian record all

deliveries in the Stock Card or Property Card.
PROCEDURE ON RECORDING AND PROPERTY
DISPOSAL
PROCEDURE ON RECORDING AND PROPERTY
DISPOSAL
Prior to the issuance of supplies, a Requisition and Issue Slip
(RIS) must be accomplished by the end-user or requisitioning
office.
PROCEDURE ON RECORDING AND PROPERTY
DISPOSAL
For the issuance of Inventory Item, the Supply
Officer/Designated Property Custodian shall prepare an
Inventory Custodian Slip (ICS).
PROCEDURE ON RECORDING AND PROPERTY
DISPOSAL
New facilities are about new
beginnings and endless
possibilities.
-Bob Etheridge
 REFERENCES:
• https://www.slideshare.net/lerise/managing-educational-resources
• https://www.slideshare.net/JocelynMoralaAlinab/mooe
• https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwjk
r8b_wvDvAhVBCqYKHcmqAJwQFjAAegQIAhAD&url=http%3A%2F%2Fgeocities.ws
%2Fdepedoroquieta%2F2010%2520Educational%2520Facilites%2520Manual.pdf&usg=A
OvVaw2jq8Ao_HvhCOm6oKFq6c1I
• https://www.deped.gov.ph/wp-content/uploads/2021/02/20210123_Summary-of-DepEd-
COVID-19-Memoranda_v19.pdf
• DepED EDUCATIONAL FACILITIES MANUAL (Revised Edition of the 2007 Handbook
on Educational Facilities - Integrating Disaster Risk Reduction in School Construction)