This document discusses the Department of Education's Basic Education Information System (BEIS) and responsibilities related to school facilities in the Philippines. It outlines guidelines for appropriate use of school properties and maintaining related records. BEIS was developed to collect and analyze education data for planning, budgeting, and performance monitoring. It includes modules on quick counts, school statistics, and indicators. Data is gathered through school profiles and analyzed using tools like the Instructional Room and Furniture Analyses, which assign color codes based on pupil to classroom and seat ratios.

1. Prepared by:
FATMA RAHIMA M. MACKNO
PROPERTY RESPONSIBILITY
ILLEGAL UTILIZATION OF SCHOOL
FACILITIES
BASIC EDUCATION INFORMATION
SYSTEM (BEIS)

2. ILLEGAL UTILIZATION OF
SCHOOL FACILITIES
1. PERSONAL USE
OF EDUCATIONAL
FACILITIES
The use of school property for the
personal convenience of an employee
as his residence
and not in connection with his official
duties is illegal.

3. 2. SQUATERS

4. PROPERTY RESPONSIBILITY
Provision of perimeter fence along
boundaries of the school site with
secured entrance and exit gates.
Care / Preservation and
Safeguarding of Educational
Facilities

5. Proper utilization of school buildings,
including undertaking of minor repair
and maintenance work.
Cleanliness and orderliness of
classrooms shall be maintained at all
times.

6.  Proper use of desk/armchairs and other
classroom furniture.

7. 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

8. 6. Textbooks
7. Instructional Tools, Apparatuses and
Equipment
8. Record of School Building Repair-
Program of Works (POW).
9. Record of School Building
Construction.
10. Receipts of Payments

9. 11. Records of Fire Damage Reports.
12.Records of 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,
Memorandum regarding Facilities.

10. BASIC EDUCATION INFORMATION
SYSTEM (BEIS)
It was developed to process and
generate data needed for planning,
budget preparation, resources
allocation and performance indicators.

11. DepEd MIS Framework
Material
Resources
Information
System
(MRIS)
Basic
Education
Information
System
(BEIS)
Human
Resources
Information
System
(HRIS)
Financial Management Information System
(FMIS)
The systems linked through shared School-ID.
The systems are coordinated not integrated.
The BEIS represents statistical
data based on straightforward
counts (e.g., number teachers,
or pupils, in a school, the
number of instructional rooms,
school furniture (desks, sets of
tables and chairs and
armchairs). The unit for the
analysis of statistical data is
institutional: individual schools
at the lowest level, at higher
levels, school districts,
divisions, regions or the
national education system as a
whole.

12. DepEd MIS Framework
In the HRIS, the unit of
analysis is the person rather
than the institution: an
individual record is required
for each staff member,
teacher or non-teacher,
employed in the education
system.
Material
Resources
Information
System
(MRIS)
Basic
Education
Information
System
(BEIS)
Human
Resources
Information
System
(HRIS)
Financial Management Information System
(FMIS)
The systems linked through shared School-
ID.
The systems are coordinated not integrated.

13. DepEd MIS Framework
When fully developed, the
MRIS will include detailed data
about physical facilities: the
materials used in the
construction of classrooms, for
example, their state of repair,
their dimensions. Detailed data
concerning school desks,
textbooks and others will also
be included. Geographical
information concerning the
location of the school and its
access to services will be
likewise included.
Material
Resources
Information
System
(MRIS)
Basic
Education
Information
System
(BEIS)
Human
Resources
Information
System
(HRIS)
Financial Management Information System
(FMIS)
The systems linked through shared School-ID.
The systems are coordinated not integrated.

14. DepEd MIS Framework
The FMIS shall link to all the
others: financial resources
are needed for the
development of all aspects of
an education system. In
particular, there is a close
link between financial data
and payroll data, which shall
be included in the HRIS. In
the Philippines as in most
other countries, teachers’
salaries account for well over
80% of the total education
budget.
Material
Resources
Information
System
(MRIS)
Basic
Education
Information
System
(BEIS)
Human
Resources
Information
System
(HRIS)
Financial Management Information System
(FMIS)
The systems linked through shared School-ID.
The systems are coordinated not integrated.

15. Historical Development of BEIS
BEIS Components
Module 1 - BEIS Quick Counts
(Summary data, Government schools only)
Module 2 - BEIS School Statistics
(Full data, Government and Private schools)
Module 3 - BEIS Performance Indicators

16. BEIS Data Gathering Instruments
DepEd Order No. 48, “Regular Annual Collection and
Processing of Basic Education Data”
Government Elementary School Profile (GESP)
Government Secondary School Profile (GSSP)
Private School Profile (PSP)
designed to capture the basic education data and is
distributed to all government and private elementary and
secondary schools;

17. Instructional Room Analysis (Rainbow Spectrum)
Pupil:Room Ratio Color Code Remarks
Less than 46 Blue Meet Republic Act 7880 with one shift
46.00 – 50.99 Yellow Fails to meet RA 7880 with one shift
51.00 – 55.99 Gold Does not meet RA 7880 even with double shifting
More than 56 Red Does not meet RA 7880, schools with severe
shortage of classrooms
No Classroom Available Black No existing instructional rooms
Republic Act 7880 – An Act providing for the Fair and Equitable Allocation of the Department of Education Budget
for Capital Outlay.
Classroom Shortage – refers to the number of classrooms whose construction in considering the number of
students divided by the existing number of classrooms shall result in a student : classroom ratio of 45:1.
Classrooms shall mean those exclusively used for instructional purposes and shall exclude offices, libraries,
laboratories, workshops and the like.

18. School Furniture Analysis (Rainbow Spectrum)
Pupil:Seat Ratio Color Code Remarks
Less than 0.49 Blue Two-seats per pupil even in one-shift schools
0.50 – 0.69 Sky Blue Surplus seat provision
0.70 – 0.89 Green Generous seat provision
0.90 – 1.00 Yellow Adequate in one-shift schools
1.01 – 1.99 Gold Adequate in two-shift schools
2.00 – 2.99 Orange More than 2 pupils per seat; Inadequate in two-shift
schools
More than 3.00 Red More than 3 pupils per seat; Severe shortage in two-
shift schools
No Seats Available Black No existing seats