Organizational and Management Study

8/3/2019 Organizational and Management Study

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ORGANIZATIONAL AND MANAGEMENT STUDY

Introduction

In every institution, people are needed to run and manage it

toward the realization of its goals. The organization of the

institution would determine the success of the project.

The organizational structure of the school plays a vital role

in any study. This would define whether the project is also feasible

in terms of qualified and competent individuals who would provide

an excellent framework and manpower for the institution. The

organization of the school should be competent enough to providethe necessary needs of the student and at the same time, to be

able to provide quality management. The organization, comprising

of the Board of Trustees, President, Vice President, Academic

Council, Registrar, Librarian, Treasurer, Guidance Counselor,

Book Keeper, School Nurse, Principal of the high school and

elementary, the teachers and the students and maintenance,

requires thorough qualifications and cooperation of all its members

to achieve success.

It is then important that the organizational and management

study of any project be given thorough consideration and

significance for this would determine the kind of mechanism the

institution would have.

Basic Consideration

The proposed project has the following objectives and

significance:

1. To have a more pleasant atmosphere for learning;



2. To provide effective rooms for learning for the growing

number of students;

3. To provide some employment;

4. To generate small scale businesses;

5. To generate more funds for the municipality of Balaoan;

There are three phases in the management of the proposed

project:

1. Demolition Stage

The winning bidder, determined after the bidding

procedures, will undertake the demolition stage.

2. The Construction Stage

The winning bidder, determined after the bidding

procedures, will undertake the construction.

3. The Operating Stage

The operating stage will be under the management of the

foundation, represented by the President.

Form of Ownership

The form of ownership under which the project will

materialize is a foundation, represented by the President.

Positions, Functions and Qualifications

Figures on the succeeding page have just presented the

complete number of employees in the administration and

instructional department. This comprised the Board of Trustees,

President, Vice President, Academic Council, Registrar, Librarian,

Treasurer, Guidance Counselor, Book Keeper, School Nurse,

Principal of the high school and elementary, the teachers and the

students and non-teaching staff. Each position is given individual

functions, tasks and qualification, for the justification of its



existence and for the pursuit of its vision. Given are the following

positions with their respective functions:

High School Principal

The principal is the educational leader in the school

appointed by the President upon confirmation by the Board of

Trustees. He or she shall have the following rights and

responsibilities:

a. To direct and supervise the work and activities of the

faculty and other staff of the school, who are directly

responsible to him or her, motivating them towards theattainment of the vision mission and objectives of the

school;

b. To facilitate their school·s interactions with parents and

others in the school community;

c. To carry out policies formulated by the Board, rules and

regulations of the DepEd and the other government

agencies which directly affect the operation of the school;

d. To evaluate performance and effectively of faculty

members and other staff regularly on established criteria

and to make a report of these including his or her

recommendations to the Superintendent.

e. To recommend the probationary or permanent

appointments, the promotion or demotion, retention or

separation of faculty members and the other staff;

f. To assign teacher·s loads and prepare their schedules

g. To recommend for approval:

y Special assignment and other tasks given to faculty

members and other staff necessary for the

operation of the school;



y Requisitions, purchase orders and the like;

y Other matters beyond his or her authority to decide

upon.

h. To develop and improve the curriculum through the

study, evaluation and revision of curricular offerings,

methods of instruction devices in consultation with the

subject area coordinators and/or faculty members;

i. To ensure maximum effectivity of the teaching-learning

interaction through a consistent follow-up and

supervision of actual classroom teaching, course outlines,

syllabi, lesson plans, course requirements,

supplementary selections, test questions and others;

j. To issue necessary communications to parent/guardian

pertaining to school policies, academic performance,

disciplinary matters and school activities promotive of

wholesome home-school relations;

k. To enforce the private school laws and policies, rules and

regulations regarding admission, registration and transfer

of students;

l. To represent the school, after due consultation with the

Superintendent and approval of the Director, in its

external relations with educational groups, other

agencies, and organizations and the general public, to

preside over faculty meetings and/or others involving the

whole school;

m. To ensure that all reports to the DepEd and the other

entities are prepared and submitted as required;

n. To oversee student services such that these effectively

support the vision-mission and objectives of the school;



o. To supervise care of physical facilities and take necessary

steps to keep everything in proper order and condition; to

reports on the condition of the physical plant and

recommend improvements and repairs;

p. To approve:

y Leaves of personnel for one week or less;

y Petty cash disbursements;

y Requisitions and orders made by the faculty and

staff;

q. To prepare the budget of his or her school, supervise the

financial management of his or her school;

r. To perform such other functions as may be assigned by

the Superintendent;

s. To participate in the supervision of extracurricular

activities and are often present for outside school-events.

Qualifications

a. He/she must complete a teacher education program that

includes core classes in child development, psychology

and behavior.

b. Gain experience as a teacher;

c. High school principal typically hold a master·s degree or

Ph.D., taking two years or 4-5 years full-time school,

respectively, in an education-related field plus relevant

experience, like teaching or educational administration;

d. Have completed academic coursework in the theory andpractice of educating students, educational

administration, finance and budgeting, education law and

educational assessment;

e. Strong interpersonal and communication skills;



f. He/she is able to make decisions and manage their time

well;

g. Graduate from a school accredited principal preparation

program;

h. Must pass the Qualifying Examination for Principal given

by the National Educator·s Academy of the Philippines

and the National Education Testing and Research Center

Elementary Principal

The head teacher or the school principal is the most senior

teacher, leader and manager of a school. He/she shall have the

following duties and responsibilities:

a. Setting the mission, vision, goals and objectives of the

school;

b. Creating an environment within the school that is

conducive to teaching and learning;

c. Implementing the school curriculum and being

accountable for higher learning outcomes;

d. Developing the school education program and school

improvement plan;

e. Offering educational programs, projects and services

which provide equitable opportunities for all learners in

the community;

f. Introducing new and innovative modes of instruction to

achieve higher learning outcomes;

g. Administering and managing all personnel, physical and

fiscal resources of the school;

h. Recommending the staffing complement of the school

based on its needs;

i. Encouraging staff development;



j. Establishing school and community networks and

encouraging the active participation of teachers

organizations, non-academic personnel of private schools

and parents-teachers-community associations;

k. Accepting donations, gifts, bequests and grants for the

purpose of upgrading teacher·s learning facilitators

competencies, improving and expanding school facilities

and providing instructional materials and equipment.

Such donations or grant must be reported to the

appropriate district supervisor and division

superintendents; and

l. Performing such other functions as may be assigned by

the proper authorities.

Qualifications:

a. Elementary school principal typically start out teaching,

then work their way up the ranks to principal;

b. Completed a bachelors degree, typically in education;

c. They must complete the additional training to fulfill

prerequisites for a teaching license;

d. Complete a master·s degree in educational leadership or

educational administration;

e. Must be licensed where they will be employed;

Academic Council (Teaching and Non-Teaching)

The Academic Council is a group of professional educatorswho take upon themselves the responsibility of calling forth and

develop the potentials of the students. They engage instructional or

instruction-related activities.

1. The Classroom Teacher



The classroom teacher shall exercise the following functions:

1.1 Professional Duties

a. To submit carefully prepared syllabi, lesson plans, test

questions, and grades on schedules;

b. To submit, at the designated time a syllabus for each

subject assigned to him or her following the prescribed

form ensuring integration of the school vision-mission

and the objectives in content and process;

c. To be up-to-date with the course requirements of

his/her specific subject;

d. To maximum the use of audio-visual aids and to

prepare these at least one day before the lesson;

e. To attend faculty, subject area and year level meetings,

pre-service, in-service, and post-service activities, and

other functions held during school days and otherwise;

f. To participate to formulating policies and regulations

in their areas of competence and concerns;

g. To maintain high standards of scholarship by

improving his or her teaching skills through study,

observation, experiment, self-criticism and following

developments in his/her respective field;

h. To check the notebooks and the other student output

of the classes he/she handles to determine the

students· performance and progress in his/her

subject;

i. To punch or sign his/her time record upon reportingto and before leaving the school;

j. To promote cleanliness and order in the classroom and

in the campus.

1.2 Classroom Management or Discipline



a. To promote a conducive atmosphere for mutual

learning and for community building;

b. To express concern for their students and allow them

to express the same to one another;

c. To seek the approval of the Principal for any change he

or she makes in the schedule;

d. To contribute towards a wholesome attitude to an

effective implementation of the vision-mission and

objectives through the various school programs and

the practices such as self-discipline, self-reliance,

thoroughness and self-determination;

e. To assume full responsibility for discipline in the

classroom referring to the Principal or Coordinator of

Student Affairs only such offenses as are beyond their

power;

f. To refer students in need of guidance to the class

adviser, who in turn, may refer them to the Guidance

Counselor, if necessary.

1.3 Community Involvement

a. To actively participate in the school·s out-reach

program and/or in the parish and community social

action programs;

b. To update themselves on current social issues

affecting the lives of the people.

Qualifications:

a. Earn a bachelors degree in education from an

accredited college or university;

b. For elementary school teacher, take courses in

human development, child psychology, curriculum

design and literacy instruction;



c. For high school teacher, take major-level courses in

the subject the wish to teach, in addition to the

required teacher education curriculum

d. Must participate in professional fieldwork, often

included in education degree programs, in which

they are assigned to help or teach a class under the

supervision of a licensed teacher.

2. Class Adviser

Class Adviser exercises supervision over the academic

as well as non-academic concerns of students in the class

section assigned to him/her. He/she shall have the following

functions:

2.1 Attendance

a. To check on the regularity and punctuality of the

students of his/her advisory class;

b. To make a follow-up on students who are habitual late

comers and absentees like an average of twice a week;

c. To make a report of his/her findings to the proper

authorities.

2.2 Discipline

a. To be alert to note and follow-up the change in

behavior of students in class;

b. To remind students of their proper dealings with

others;

c. To instill in students a sense of responsibility,

propriety and maturity even when left on their own;d. To attend to the cleanliness and aesthetics appearance

of his/her classroom;

e. To take appropriate measures in case of violation of

policies and or refer to the Principal/Coordinator of



Student Affairs cases that require administrative

attention.

2.3 Policies of the School

a. To instill in the students an appreciation of the

meaning and value of the different school policies;

b. To see it that vision-mission and objectives of the

school are carried out through the development of a

sense of loyalty and responsibility, consistency and

creativity.

2.4 Academic

a. To follow-up the academic progress of the students

through interviews and in coordination with the

subject teachers;

b. To take charge of entering the grades in the

notebooks, cards and other needed forms;

c. To find time to talk with the students who are in need

of academic guidance.

2.5 Co-Curricular Activities

a. To suggest, guide, and give tips to the students on

matters of co-curricular activities in coordination with

the personnel concerned;

b. To maximize his/her presence and involvement of

his/her students in the co-curricular activities of

his/her classes.

2.6 Counseling

a. To be available to their students in need of counseling;b. To cooperate with the teachers, the Guidance

Counselor and the Coordinator of Student Affairs in

discovering individual differences among students and

in meeting their needs;



c. To provide and organize group guidance sessions and

activities;

d. To get acquainted with the parents/guardians of

students for more effective counseling.

3. Guidance Counselor

The Guidance Counselor plans, implements, supervise

and evaluate the guidance program and services. He/she

shall exercise the following functions:

a. To prepare the Guidance Program;

b. To gather and take responsibility for all pertinent data

about the individual student in order to be equipped to

interpret his personal and to assist him/her effectively;

c. To counsel, individual students concerning their

educational, personal, vocational, social and related

needs; to refer them to the Parish Priest for their moral

and spiritual needs;

d. To administer psychological tests, analyze results and

interpret them;

e. To work closely with teachers in their problems involving

student adjustment and academic performance;

f. To confer with parents/guardians in cooperation with the

Principal and/or class adviser regarding the problems of

the children with the end view of gaining their

cooperation and develop better understanding of student

problems;

g. To supervise group guidance/peer counseling sessions;h. To prepare periodic reports to the Principal, including

his/her comments and recommendations.

Qualifications:



a. Complete at least some graduate coursework in

educational psychology, school counseling or related field;

b. Teaching certification and/or two or more years of

teaching experience.

c. Masters program in school counseling, which last 1-2

years, typically begin with general counseling courses,

such as counseling theories and procedures, ethics,

group counseling, human development and interpretation

of research, followed by classes specific to school

counseling;

d. Must meet internship and/or practicum requirements

and pass one or more state-administered or national

school counseling exams;

e. Valid teaching certificate;

f. Teaching experience;

4. L ibrarian

The librarian is responsible for making the library as a

resource and learning center in support of the academic life

of the school. The librarian shall exercise the following

functions:

a. To assist the students and faculty in their use of library

materials and services;

b. To help the faculty in the integration of library services

with the instructional program;

c. To maintain silence, order and discipline in the library so

that students may work under optimum conditions;d. To inform the faculty of any new library acquisitions

which may be useful in their field of instruction;

e. To recommend to the principal books and other needed

reference materials.



Qualifications:

a. A masters degree in library science;

b. Must be fairly good with technology and also

personable to enable them to build good

communicative relationships with their users;

c. Must have a degree and relevant post-graduate

qualification;

d. Must have the following skills: good

communication skills, enthusiasm and motivation,

teamwork skills, flexibility, good organizational

skills and specific subject knowledge;

5. Records Clerk

The records clerk is the custodian of the academic

record of students. He/she shall have the following

functions:

a. To keep all students records up-to-date and in good order

and to take charge of all correspondence concerning

student records;

b. To secure transcript of records, Form 137, and other

admission requirements;

c. To prepare and submit reports on enrolment, teachers

class programs, schedules, promotions, student grades,

attendance, teacher·s contracts and other data which may

be required from time to time;

d. To check the credentials and prepare the records of

candidates for graduation on the prescribed form for

request of the Special Order form the DepEd;

e. To check the class list and prepare students and

personnel directories;



f. To help enforce the school admission policies and

entrance requirements.

Non-Academic Personnel

The non-academic personnel are part of the support

group for the administration of the school. They provide services,

which ensure the smooth functioning of the different offices. The

Director subject to the confirmation of the Board of Trustees

appoints them.

A. Accounting Staff

1.

1

Cashier The Cashier in each school shall have the following

functions:

a. To receive cash and checks; issue official receipts

and file the duplicates;

b. To prepare daily cash position reports;

c. To prepare the abstract of daily collections;

d. To take custody of petty cash and prepare petty

cash vouchers;

e. To deposit all collections intact to the Diocesan

Schools account daily of it not possible, on the

following banking day;

f. To post tuition payments on the student ledger

cards;

g. To prepare statement of accounts of students;

h. To prepare and issue examination permits;

i. To perform such other functions as Principal may

assign.

1.2 Accounting Clerk



The Accounting Clerk shall have the following

functions:

a. To prepare the payroll of all school personnel;

b. To consolidate and record absences and overtime of

all personnel;

c. To post deductions on employees individual ledgers;

d. To compute SSS, Medicare, Pag-Ibig, withholding

tax, and other monthly and quarterly remittances;

e. To prepare retirement forms;

f. To prepare all checks and check vouchers;

g. To prepare the SSS and all employees contribution

certificate;

h. To record checks issued in the check register;

i. To follow-up all bank accounts;

j. To perform such other functions as may be

assigned by the Financial Secretary/Treasurer.

Qualifications:

a. Knowledge of basic arithmetic;

b. Knowledge of merchandise location or seating

charts;

c. Skill handling and counting cash;

d. Skill in communications with public

F. Utility Staff

They include janitors, carpenters, drivers, messengersand the like. They shall have functions that go with the specific

nature of the contracts and/or appointments.

Hiring and Selection Process



OSIAS Educational Foundation follows certain rules to

make hiring and recruitment of trainers sound and effective. Rules

usually give emphasis on the qualification standards, which their

uses as one of the bases of hiring and recruitment. OSIAS

Educational Foundation looks an educational attainment of the

applicants regardless of what school did he/she came from. This

educational background talks more on the nature of the

applicant·s degree, which he had already earned. The ability of the

earned degree must be connected with the topics and lessons

he/she going to handle when he is chosen as a teacher.

If the Board of Trustees has made norecommendations, the school will necessitate hiring other

applicants ad usually give priority o the graduates of the Bachelor

in Secondary Education and/or Bachelor of Science in Elementary

Education from other colleges and universities. Qualifying

applicants must at least have performed well and have received

special awards or recognitions from the school. In some aspects,

their applications to the school make sense to the academy.

The following are the steps in the hiring and selection

process:

1. Selection Criteria or Requirements

All applicants, regardless of previous employment or status

shall be appraised based on the following criteria:

1.1 Openness to and acceptance of the vision-mission and

objectives of the Diocesan Schools and readiness to

implement the same through the school programs and

to reflect these in the performance of his/her tasks

and his/her relationship;



1.2 Aptitude for the position gauged from an actual

demonstration and/or interview the report on the

screening;

1.3 Appropriate educational attainment and experiences

relative to the requirements of the position;

1.4 Positive results of pre-employment examinations which

consists of:

y Physical examination by the school physician or

one recommended by the school;

y Laboratory examination including x-ray;

y A battery of tests including proficiency, mental

aptitude, and personality/psycho-emotional

tests;

y Submission of the following:

Clearance and letter of recommendation

from previous employer;

Transcript of records;

SSS number and TIN;

Residence of certificate;

Birth and baptismal certificates;

Church marriage contract (if married);

2. Term of Office

As stated in the contract and/or appointment papers.

Promotion

A promotion is a stage in employment wherein there is

a certain elevation of positions and rank of an employee in an

organization. Promotion happens when a certain position has been

vacated and therefore needed to be filled-up by the employees who



are in the lower ranks but they are qualified in the position. OSIAS

Educational Foundation applies this activity in their

Administrative Department, which is not applicable in the

Instruction Department.

OSIAS Educational Foundation follows a guideline in

the process of promotion and makes sure that those vying for a

certain position are qualified. Priorities in the promotion are based

on the seniority performance of the applicants. This instruction

calls for applicants who gained/earned greater number of months

or years working institution.

An applicant should be qualified in terms of his/her

educational background. It is necessary that the degree earned by

the applicant should fit the position he/she is vying for.

An applicant in promotion must also have good

records in the institution as to the attendance relationships with

colleagues and students, use of tool and equipment, and other

existing policies in the institution, which he/she has been duly

observed. Attitude and values towards his/her work shall also be

considered and shall have a positive working behavior with this

present position, which could be used for his/her qualification. A

positive working behavior means that he/she must have assumed

his/her function effectively and efficiently for the purpose of

building their institution.

An applicant, who is interested in any position forpromotion, must be able to go through the following steps:

1. Submission of an application letter with his/her copies of

Personal data sheet and Service records;



2. The Director of the Superintendent of the Commission of

Diocese Schools shall review the submitted papers to verify

the qualification of each applicant;

3. Right through the second step, the Director of the

Superintendent shall choose among the number of

applicants;

4. The chosen applicant should be interviewed by the Director

or the Superintendent for further information about the

applicant.

Number of Employees

OSIAS Educational Foundation is composed of two

departments namely the Administrative Department and the

Instruction Department. Each department is composed of a

number of employees who possess distinct functions from one

another.

The Administrative department is composed of twelve

(12) employees, which include the Board of Trustees down to the

Registrar/ Cashier. Each employee is given individual functions

and tasks to carry out the vision of the institution.

On the other hand, the Instruction department or the

Faculty is composed of two coordinators, 1 librarian, teaching staff

and non-teaching personnel. Each individual is given a challenging

role to prove their worth as teachers in different year levels.

As a whole, institution is composed of a well-regulated

number of employees catering and rendering their knowledge to

the needs of the academy and the students.

The next table represents the monthly salary of the

employees upon the operation of the foundation.



Table 1

Monthly Salary of Employees

Personnel Number of

Personnel

Monthly Salary

Pay per

Personnel

Total Monthly

Pay

Organizational Chart

An organization, no matter how small it may be, still

needs an organizational framework or an organizational structure.

Through this structure, performance and directing of

responsibilities could be effectively monitored, enhanced and

improved, and through this structure, operation of the

organization will flow smoothly and successfully.

-ORGANIZATIONAL STRUCTURE OF OSIAS EDUCATIONAL

FOUNDATION-

-PRE-OPERATING PHASE OF THE PROJECT ORGANIZATIONAL

CHART-

SOCIO-ECONOMIC STUDY



In any project study, one of the most important

aspects to be considered is the socio-economic part. For a certain

project to be feasible, it should not only comply with the technical,

financial, and other areas of consideration, but more importantly,

it should be able to provide the necessary benefits to the

community and to the society as whole. The project should be able

to serve its purpose. In should take effect in such a way the people

from the community would benefit from it and would change their

lives for the better.

This part of the study would show the different

benefits the project has to offer and certain slight disadvantagesthat may come along with it. It is then important that the socio-

economic study be given thorough consideration.

Benefits

The success of a project is not only dependent on the

profits generated, but also from the social and economic benefits it

could offer to its employees, to the respondents- for this project the

students, and to the community where this project will be

established.

Upon the construction and operation of this project,

employment and income are guaranteed, which would increase the

revenue of the municipality of Balaoan. The community would in

turn benefit the projects of the said school.

The establishment of the proposed project will invite

more elementary graduating pupils of Balaoan to acquire a quality

secondary Christian Education. This would really help in the uplift

of literacy rate among the people of Balaoan.



The said school, being the only catholic secondary

school of Balaoan, would not only provide quality Academic

instruction to the students, but most of all moral and religious

values will be enhanced.

But it is also a fact that it is indeed unavoidable that

certain disadvantages of the said project would occur. This would

include the cutting of an acacia tree and certain mahogany trees in

the area. However, an environmental compliance certificate (ECC)

issued by the Department of Environment and Natural Resources

(DENR) approves the cutting of trees. Furthermore, upon the

completion of the said school, environmental awareness would beenhanced among the students, and in turn to the respondents of

the community.

These are the gains and benefits that the project has

to offer, making it very feasible as far as socio-economic is concern.

Organizational and Management Study

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