Guidelines on the Conduct of 2018 Principals’ Test
(Enclosure to DepEd Memorandum No. 158, s. 2018)
GUIDELINES ON THE CONDUCT OF 2018 PRINCIPALS’ TEST
I. TECHNICAL WORKING GROUP COMPOSITION AND RESPONSIBILITIES
A. NATIONAL TECHNICAL WORKING GROUP (NTWG)
1. The NTWG shall be comprised of the following:
a. The Chair shall be the Undersecretary for Planning and Field Operations and the Assistant Secretary for Project Management, BHROD and Field Operations.
b. The Vice Chair shall be the Director of the Bureau of Human Resource and Organizational Development (BHROD) in partnership with the Director of the National Educators Academy of the Philippines (NEAP).
c. The Secretariat and Focal Office shall be the BHROD – Human Resource Development Division.
2. The NTWG shall:
a. provide overall direction, administration and supervision of the 2018 Principals’ Test.
b. ensure that the issued policy and guidelines containing the objectives, standards, structures, procedures and schedule are adhered to accordingly.
c. establish the necessary systems and processes that will warrant efficient, effective and timely conduct of the test.
d. manage the development, reproduction and shipping of the test booklets and materials while ensuring the integrity and confidentiality of the test.
e. disseminate information and facilitate the conduct of the Central, Regional, and Schools Division orientations for all personnel involved in the preparation and administration of the test.
f. announce the results of the 2018 Principals’ Test through a DepEd Memorandum.
g. conduct a post-evaluation activity in aid of future conduct of the test.
h. perform other tasks as may be assigned in aid of successful conduct of the 2018 Principals’ Test.
B. REGIONAL TECHNICAL WORKING GROUP (RTWG)
1. The RTWG shall be comprised of the following:
a. The Regional Project Director shall be the Regional Director;
b. The Regional Deputy Project Director shall be the Assistant Regional Director, but in the absence of the Regional Director, shall assume the function of the Regional Project Director.
c. The Regional Project Manager shall be the Chief of the Regional Quality Assurance Division (RO-QAD);
d. The members shall include the Regional Accountant, Regional Budget Officer, Regional Cashier, Regional Information Technology Officer, designated Regional Validators and the designated Regional Testing Coordinator/s.
d.1. In identifying/designating the Regional Testing Coordinator, the RO-QAD EPSs shall be prioritized. In the event that the number of testing venues is more than the number of RO-QAD EPSs available, other personnel may be designated as Regional Testing Coordinator.
e. The Secretariat and Focal Office shall be the RO-QAD.
2. The Regional Project Director/Regional Deputy Project Director shall:
a. ensure that the integrity of the test is protected.
b. provide overall direction, administration and supervision of the 2018 Principals’ Test in the region, in accordance with national policies and guidelines.
c. ensure that the schedule stipulated in this DepEd Memorandum is adhered to accordingly, unless otherwise changed by the NTWG.
d. approve/sign all regional issuance and documents related to the conduct of the 2018 Principals’ Test.
3. The Regional Project Manager shall:
a. coordinate with the NTWG with regards to the directions, preparation, administration and supervision of the test.
b. prepare and facilitate the approval of the budget proposal for the conduct of the 2018 Principals’ Test in the region.
c. lead the conduct of regional orientations to all personnel involved in the administration of the test to ensure widest information dissemination to all test takers.
d. Identify and recommend to the Regional Project Director a Regional Testing Coordinator per testing venue.
e. ensure that the identified testing venue is compliant with the specifications/requirements in Section III. A.
4. The Regional Budget Officer and Regional Accountant shall:
a. expedite the approval of the proposed budget for the conduct of the 2018 Principals’ Test.
b. ensure that funds for the purpose are utilized and disbursed in accordance with the existing accounting and auditing rules and regulations.
5. The Regional Validator/s (QAD) shall:
a. validate the applications forwarded by the Schools Division Offices (SDO) through the PTOAS.
b. check the completeness of the documents submitted.
c. compile copy of the lower portion of the Certificate of Eligibility (COE) submitted by the SDOs.
6. The Regional Information Technology Officer shall:
a. create PTOAS accounts for the authorized member of the RTWG and the Schools Division Information Technology Officers (SDITO).
b. provide the necessary technical support in the use and simulation of the Principals’ Test Online Application System (PTOAS) during the orientations.
c. provide necessary technical assistance to the RTWG and SDTWG in the operation of the PTOAS.
7. The Regional Cashier shall:
a. receive and process the payments of examination fees of qualified applicants.
b. issue Individual Official Receipts to qualified applicants.
c. prepare the masterlist of “paid” applicants indicating the Official Receipt Number.
d. Disburse payment of honoraria to the all eligible personnel involved.
8. The Regional Testing Coordinator/s, with the assistance of the Secretariat, shall:
a. conduct ocular inspection on possible testing venue/s.
b. recommend testing venue/s that meets the specifications/requirements provided by the NTWG.
c. ensure the following in the testing venue/s:
c.1. orderly and systematic conduct of the Principals’ Test;
c.2. master list of test takers per testing room is prepared and posted on the wall/on the door of the testing room one day before the test;
c.3. complete attendance of all identified personnel involved in the administration of the test;
c.4. necessary signages and locator charts are posted in proper areas for the guidance of the test takers;
c. 5. safety and security in the testing venues through the assistance of the Barangay/Police Officials.
d. assist the Central Office Representatives in the following:
d. 1. claiming of the test booklets at the assigned branch of the courier;
d.2. distribution and retrieval of test materials in the testing venue;
d.3. delivery/shipping of the test materials to DepEd Central Office;
d.4. other related activities.
e. submit test administration reports to the Central Office Representatives.
f. prepare and ensure completeness of seatplan teamplate to be provided by the NTWG
C. SCHOOLS DIVISION TECHNICAL WORKING GROUP (SDTWG)
1. The SDTWG shall be comprised of the following:
a. The Chair shall be the Schools Division Superintendent (SDS);
b. The Vice-Chair shall be the Assistant Schools Division Superintendent (ASDS), but in the absence of the SDS, shall assume the function of the Chair. In the event that the SDO has more than one ASDS, the SDS shall designate one of the ASDSs to be the SDTWG Vice-Chair.
c. The Schools Division Test Coordinator shall be the Chief of the School Governance and Operations Division (SGOD);
d. The membership shall include the SDO Personnel, AO V, SDO Cashier, SDO ITO, and the designated SDO Evaluator/s (preferably SEPS from SGOD or HRMO);
e. The Secretariat and Focal Office shall be the SGOD.
2. The SDTWG Chair/Vice-Chair shall:
a. ensure that the integrity of the test is protected.
b. approve/sign all Schools Division issuances and documents related to the conduct of the 2018 Principals’ Test.
c. provide overall direction, administration and supervision of the 2018 Principals’ Test in the division, in accordance with national policies and guidelines and regional issuances.
3. The Schools Division Test Coordinator shall:
a. coordinate with the RTWG with regards to the directions, preparation, administration and supervision of the test.
b. ensure widest information dissemination to all test takers.
c. lead the conduct of the Schools Division orientations to all personnel involved in the administration of the test.
4. The Schools Division Information Technology Officer shall:
a. create PTOAS accounts for the authorized member of the SDTWG.
b. issue/activate official DepEd email account of applicants.
c. provide the technical support in the use and simulation of the PTOAS during the orientations.
d. provide the necessary technical assistance to the applicants and other authorized personnel in the PTOAS.
5. The Schools Division Evaluator shall:
a. evaluate the qualification of the applicants.
b. check the completeness and authenticity of the documents submitted by the applicants.
c. facilitate signing of system-generated COEs prior release to applicant.
6. The SDO Cashier shall:
a. receive payment of Examination Fees from the qualified test takers.
b. remit examination fee payments to the RO Cashier along with the master list of paid test takers and the lower portion of the COE.
c. distribute/release the Individual Official Receipts to applicants.
II. APPLICATION PROCESS
1. Applicants for the 2018 Principals’ Test must secure the following upon submission of documents for pre-evaluation:
a. Official DepEd email account (may be requested for activation or creation from SDO Information Technology Officer);
b. Approved Individual Performance Commitment and Rating Form (IPCRF) with a rating of at least Very Satisfactory (VS) in the last two (2) consecutive rating periods duly certified by the authorized personnel in the Schools Division Office. Teachers-In-Charge (TIC) and Head Teachers (HT) acting as School Head is required to secure the Office Performance Commitment and Rating Form (OPCRF);
c. Service Record duly certified by the Administrative Officer of the Schools Division Office; and
d. Designation/Special as Teacher-In-Charge (TIC) or Officer-InCharge signed by the Schools Division Superintendent;
e. Certification of managerial and administrative experience from DepEd-recognized private institution or CHED-recognized higher education institution.
2. Applicants must submit all documents to the designated SDO Evaluator/s for evaluation.
3. The SDO Evaluator/s shall receive and assess the application by checking the following:
a. qualification of the applicants in accordance with Item 4 of this DepEd Memorandum, and
b. completeness, authenticity and veracity of the documents submitted.
4. The SDO Evaluator/s shall act on the application whether:
(the applicant meets the qualifications and submitted complete and authenticated documents)
4.1.1. stamps and signs all pages of the documents
4.1.2. instructs applicant to register and apply through the PTOAS
4.2. FOR COMPLIANCE
(the applicant meets the qualifications but submitted incomplete documents)
4.2.1. instructs applicant to comply/submit lacking documents
(the applicant did not meet the qualifications)
4.3.1. explain to applicant the reason for disapproval
5. If the application is:
5.1.1. The applicant scans approved (with evaluated stamp & signature of evaluator) documents
5.1.2. The applicant may proceed with the online registration and application
5.2. FOR COMPLIANCE
5.2.1. The applicant resubmits/comply lacking documents within 5 working days
B. ONLINE REGISTRATION AND APPLICATION Online Registration
1. Registration shall be done online through
2. Using the official DepEd email account, applicant can register by following the steps specified in the attached PTOAS User Guide for applicants (Annex 1).
3. After a successful registration, a Reference Number will be generated and shall serve as the unique identifier for the applicant throughout the conduct of the Principals’ Test.
4. A notification of a successful registration will be sent to the applicant’s registered email address, containing the applicant’s information provided during the online registration along with reminders on the application period, process, and documentary requirements.
5. Applicant will receive notifications on the status of application through email or PTOAS Account.
6. Using the registered email address, applicant logs in to the PTOAS to proceed with the online application
7. Applicant must fill out the online application form by providing all the necessary information as explain in detail in the User Guide.
8. Applicant shall be required to upload scanned copies of the “preevaluated” documents. Ensure that the documents are clearly scanned and saved in PDF format with file size not exceeding (10) MB per file.
9. Falsification of qualifications and/or documents shall be subjected to investigation with grounds on grave dishonesty as mandated by Civil Service Commission (CSC) rules and regulations.
C. PROCESSING OF APPLICATION
Schools Division Office Review (SDO Review)
1. Through the PTOAS, the designated SDO Evaluator/s shall receive and verify the submitted documents of the applicant by checking the following:
a. Completeness of the application and uploaded attachments; and
b. Authenticity of the information provided and documents uploaded by ensuring that the attachments bear the stamp “evaluated” and duly signed by the SDO Evaluator.
2. The SDO Evaluator/s shall act on the application whether:
2.1. FORWARD TO RO FOR REVIEW
(submitted complete and authenticated documents)
2.1.1. The application shall be forwarded to the Regional Office for validation.
2.1.2. An email notification shall be sent to the applicant regarding the status of the application
2.2. FOR COMPLIANCE
(submitted incomplete documents)
2.2.1. The application will be returned to the applicant for further action.
2.2.2. An email notification will be sent to the applicant indicating the actions needed to comply and/or the documents needed to be submitted
(applicant did not meet the qualification)
2.3.1. The application shall no longer move forward.
2.3.2. An email notification shall be sent to the applicant detailing the reasons for disapproval.
Regional Office Review (RO Review)
3. Through the PTOAS, the RO Validator shall receive the application and validate the following:
a. completeness of the application and uploaded attachments;
b. documents uploaded bear the stamp “evaluated” and duly signed by the SDO evaluator; and
c. applicant has no pending case in coordination with the RO Legal Officer.
4. The RO Evaluator shall act on the application whether:
4.1. APPROVED FOR PAYMENT
(the applicant is qualified and submitted valid documents)
4.1.1. The application shall be returned to the SDO for issuance of the Certificate of Examination (COE) and payment of examination fee.
4.1.2. An email notification shall be sent to the applicant regarding the next steps to be undertaken.
4.2. FOR COMPLIANCE
(the applicant submitted incomplete documents)
4.2.1. The application will be returned to the applicant for further action.
4.2.2. An email notification will be sent to the applicant indicating the actions needed to comply and/or the documents needed to be submitted
(the applicant did not meet the qualification)
4.3.1. The application shall no longer move forward.
4.3.2. An email notification shall be sent to the applicant detailing the reasons for disapproval.
D. PROCESSING OF CERTIFICATE OF ELIGIBILITY (COE) AND EXAMINATION FEE
1. The SDO Evaluator shall print the system-generated COEs of the applications approved by the RO.
2. The SDO Evaluator shall be required to sign the COE before approval of the SDTWG Chair.
3. The COE shall be signed by the SDTWG Chair (i.e., SDS) or the designated SDTWG Vice-Chair (i.e., ASDS) in the event that the Chair is not available.
4. Upon claiming the COE from the SDO, the applicant must attach two (2) copies of passport size (4.5cm x 3.5cm) ID picture taken within the last six (6) months with signature over printed name in the spaces provided.
- One (1) copy at the upper portion (Applicant’s copy)
- One (1) copy at the lower portion (RO copy)
5. The applicant shall be required to sign the COE at the designated spaces provided before proceeding to the next step.
6. Upon signature, the applicant must proceed to the SDO Cashier Section to pay an examination fee of Five Hundred Fifty Pesos (Php 550.00).
7. Upon receipt of the payment, the SDO Cashier shall tag the application as “PAID” through the PTOAS. An email notification shall be sent to the applicant indicating that the application has been approved and a payment of the Examination Fee has been received.
8. The SDO Cashier shall stamp the COE as “PAID”, and affix his/her signature on the COE.
9. The SDO Cashier shall secure the lower portion of the COE (RO Copy), and return the upper portion of the COE (Applicant’s Copy) to the applicant.
The Applicant’s Copy of the COE shall serve as the test taker’s test permit and should be presented on the day of the exam together with their valid ID (UMID, SSS, GSIS, Philhealth, Voter’s ID, PRC License, DepEd ID, or Driver’s License).
10. The SDO Cashier shall remit the payment of examination fees, and transmit lower portion of the COE (RO Copy) along with a master list of paid test takers to the RO Cashier.
11. The RO Cashier shall prepare the Individual Official Receipts based on the submitted master list of paid test takers/RO Copy of the COE.
12. The RO Cashier shall submit the list of paid applicants together with the lower portion of the COE (RO Copy) to the RO QAD.
13. The RO Cashier shall transmit the Individual Official Receipts to the SDO Cashier for distribution to the applicants.
14. The RO shall issue a regional memorandum indicating the final master list of test takers. If the test taker’s name is not included in the list, applicants may contact their respective SDO or RO.
A. Identification of Regional Testing Venue (RTV):
The Regional Testing Venue to be identified by the RTWG for the 2018 Principals’ Test must:
1. be conducive to test taking and free from unnecessary noise;
2. be provided with Barangay/Police Officials for security;
3. be accessible via public transportation to majority of the test takers;
4. be nearby affordable accommodation;
5. have provisions for examinees with special needs;
6. Have adequate space for parking;
7. have a provision for a waiting area for non-examinees or companions to prevent them from entering the premises near the testing area;
8. have clean restrooms with available water;
9. have a sufficient number of testing rooms for the number of examinees with the following conditions:
a. clean and adequately lighted and ventilated, and
b. with 24 chairs that are suitable for adults.
B. Seating Arrangement
1. There must be 24 chairs in every testing rooms following the arrangement in the attached seat plan (Annex 2).
2. Applicants in the same testing room may come from the same divisions but should be arranged alphabetically.
3. Applicants with the same surname must be in different testing rooms.
C. Identification of Examiners and Proctors
C. 1. The Supervising Examiners and Room Examiners to be identified should meet the following qualifications:
1. Be an incumbent Principal, Senior Education Program Specialist, Education Program Supervisor, Public Schools Division Supervisor, or Chief;
2. Not be retiring in the next two (2) years;
3. Not be related to any of the test takers in the assigned room up to second degree of consanguinity or affinity and should sign a disclosure statement for this purpose;
4. Not eligible to take the 2018 Principals’ Test;
5. Have proven competence and integrity, and
6. Be recommended by their immediate superior.
C. 2. Roving Proctors shall be identified and may be assigned by the Regional Project Manager.
D. Principals’ Test Orientation and Administration Personnel
The Regional Testing Coordinator/s shall manage the operations during the actual administration of the 2018 Principals’ Test. They shall ensure orderly and systematic administration of the test. They shall conduct orientation for the all 2018 Principals’ Test Administration Personnel and ensure that they perform their respective functions as follows:
1. Central Office Representative/s
- Prepare necessary materials for the orientation and actual administration of the test;
- Pick up the test booklets and answer sheets from the assigned pick up point/s;
- Monitor the conduct of the test in the assigned Regional Testing Venue to safeguard the integrity of the test and orderly test administration in accordance with national policies and guidelines;
- Ensure synchronization of time to ensure that every test taker starts and ends at the same time;
- Lead in the distribution and retrieval of test materials in the Regional Testing Venue and delivery/shipping of the test materials to DepEd Central Office;
- Provide technical assistance to the Regional Testing Coordinators; and
- Prepare and submit required test administration monitoring reports to the Project Director.
2. Supervising Examiners (1 for every 5 testing rooms)
- Protect the integrity of the test;
- Ensure orderly and systematic conduct of the test in the assigned testing rooms;
- Report to the Regional Testing Coordinator any issues and concerns regarding the conduct of the test as well as the actions undertaken as necessary;
- Prepare and submit required test administration monitoring report to the Regional Testing Coordinator;
- Assist in posting of the list of test takers on the wall/door of each of the testing rooms one day before the test; and
- Assist the examinees in looking for their assigned testing room.
- Protect the integrity of the test;
- Report any observations that might affect the integrity of the test as well as the actions undertaken as necessary;
- Manage the conduct of the test in the assigned room;
- Follow strictly the procedure in the conduct of the test;
- Attend orientation;
- Collect and return test booklets and answer sheets according to the guidelines, and ensure their completeness; and
- Submit accomplished accountability and monitoring and evaluation reports to the Regional Testing Coordinator.
(at least 3 for every Regional Testing Venue or more if necessary)
- Protect the integrity of the test;
- Closely monitor the assigned testing rooms and immediately report any irregularities and/or administrative concerns to the Regional Testing Coordinator;
- Assist the supervising examiners in ensuring orderly and systematic conduct of the test;
- Provide assistance to the Room Examiners whenever necessary;
- Assist in the posting of signages and locator charts in proper areas for the guidance of the test takers; and
- Ensure that the companion/s of the test takers remain in the waiting area, away from the vicinity of the testing rooms.
5. Medical Staff
- Provide medical assistance where necessary; and
- Ensure that Over-the-Counter (OTC) drugs are available for emergency cases.
- Keep the vicinity clean and conducive to the activity;
- Ensure that the testing rooms are clean and well-lit with proper ventilation;
- Arrange the chairs of each testing rooms in accordance to the to the layout of the seat plan; and
- Keep the restrooms clean and ensures availability of tissue and soap.
7. Security Guard
- Take charge of the safety and security of the testing venue.
- Rove around to ensure peace and orderliness of the surroundings.
- Assist the companion/s of the test takers to the waiting area.
8.Financial Staff (Accounting, Budget, Cash)
- Ensure that payments/honoraria due to the concerned personnel are given right after the retrieval of test materials and accomplished forms in accordance with accounting and auditing rules.
- Keeps all documents related to the financial operations of the test.
9.Help Desk Personnel
- Take charge of the Help Desk located strategically near the entrance of the testing venue, and respond to concerns regarding Official Receipts, master list of test takers and room numbers, medical and legal concerns, etc.
E. Utilization of the Examination Fee
For the guidance of the Regional Budget Officer, Regional Accountant and RO Cashier, the examination fee of Five Hundred Fifty Pesos (Php 550.00) shall be utilized as follows:
1. Ten Pesos (Php 10.00) is for the Legal Research Fund as stipulated in DepEd Order No. 14, s. 2015. The remittance to the Bureau of Treasury is stipulated in the said order.
2. Five Hundred Forty Pesos (Php 540.00) shall cover various expenses relative to the preparations and administration of the 2018 Principals’ Test such as (but not limited to):
a. Operation Expenses:
– Electricity and Testing Venue rental
– Communication (allowance, signages, tarpaulins, etc.)
– Supplies, materials, meals and other incidental expenses during the orientation and actual conduct of the exam
– Expenses for the improvement of accommodation of testing venue
b. Travel and Accommodation Expenses:
– Regional Testing Coordinators attendance to the National Orientation
– Central Office Representatives travel expenses to the Testing Venue and back to DepEd Central Office
– Accommodation arrangements of Organizers and Central Office Representatives
c. Possible expense on the delivery/shipment of Test Booklets to DepEd Central Office
d. Honoraria of all personnel involved in the orientation and conduct of the 2018 Principals’ Test
3. Savings from previous principals Test may be utilized for the following items to be used in the activities related to the Principals’ Test:
a. IT and Office equipment and supplies.
b. Printing of the materials (such as, but not limited to User’s Guides, Test Administration Guides and other materials and forms).
c. Payment of Overtime services of authorized personnel involved in the SDO & RO online application process.
4. Utilization of fund shall be upon approval of the Regional Director, subject to COA and accounting rules and regulations.
F. Payment of Honorarium and Overtime Services
1. In order to ensure the peaceful and orderly conduct of the 2018 Principals’ Test, participation of Central, Regional, and Schools Division Office personnel is necessary. The orientation and administration of the test shall be done on non-working days, and these personnel shall be required to render services beyond their regular duties and responsibilities. In this regard, granting of honoraria to these personnel shall be authorized.
2. The computation of the honorarium for the 2018 Principals’ Test shall be based on the DBM Circular No. 2007-2 dated October 1, 2007, entitled “Guidelines on the Grant of Honoraria Due to Assignment in Government Special Projects.”
3. Expenses allocated for the honorarium shall be drawn out from the examination fees. No funds collected from the Central, Regional, and Schools Division Offices shall be expended for this matter.
4. RO & SDO personnel who are involved during the preparation, online application and evaluation of documents shall be entitled to overtime pay charged to the examination fee or local funds, subject to the existing accounting and auditing rules and regulations,.
5. To ensure the systematic preparation of the detailed budget proposal and financial report to be submitted by the RTWG.
IV. OTHER INFORMATION PERTINENT TO THE 2018 PRINCIPALS’ TEST
A. For orderly and efficient test administration, examinees are reminded of the following:
1. Be in the assigned Testing Venue by 7:30 am on the day of the test.
2. Bring the Certification of Eligibility (COE) with valid IDs, two (2) good quality pencils, a sharpener, and a rubber eraser.
3. The test administration will last for three (3) hours.
4. Anyone caught cheating (such as bringing of “kodigo”, talking to seatmates, taking photos of the test materials, use of mobile phones during the test, etc.) shall automatically be disqualified, and shall be sent out immediately. He/she will be subject to investigation and/or filling of an administrative case.
B. DepEd values the credibility and integrity of the examination. The agency is NOT, in any way, affiliated with individuals or institutions offering and providing review sessions. A warning is given to all applicants against individuals or organizations which claim to have access to the content of the examination. Applicants, individuals, or organizations who shall have direct or indirect request for test content and/or perform an act of bribery (monetary or gifts) to CO, RO, and SDO employees shall be subjected to investigation and/or filing of appropriate administrative case. You may report such cases encountered to [email protected]
C. SDOs, through the Human Resource Development Unit, are encouraged to support the examinees through:
1. Formation of support groups similar to Learning Action Cells mentored by high performing school heads;
2. Familiarizing applicants with the school processes, operations, reports, challenges, and actual scenarios faced by the School Heads; and
3. Organizing immersion opportunities on school processes and operations in different school typologies.
D. All initiatives and activities shall be strictly free of charge and not to be conducted during class/office hours. Schools Division INSET funds may be used for meals and materials reproduction subject to the usual accounting and auditing rules and regulations.
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