DRRM Protocols for DepEd Schools and Offices

Legal basis and incorporated mandates

Republic Act No. 10121 requires national government agencies to institutionalize DRRM policies, structures, coordination mechanisms, and programs with continuing budget appropriation from national to local levels.
DepEd Order No. 50, s. 2011 mandates the DepEd Disaster Risk Reduction and Management Office (DRRMO) to initiate and spearhead mechanisms that prepare, guarantee protection, and increase resiliency of DepEd constituents in the face of disaster.
DepEd Order No. 21, s. 2015 is anchored on DRRM coordination and information-management needs consistent with RA No. 10121, and with DepEd DRRM institutional arrangements.
DepEd Order No. 21, s. 2015 also aligns with DepEd Order No. 43, s. 2012 (Guidelines on the Implementation of Executive Order No. 66, s. 2012) for cancellation or suspension of classes and work due to typhoons, flooding, other weather disturbances, and calamities.
The Order’s roles and responsibilities for DepEd levels are guided by the National Disaster Risk Reduction and Management (NDRRM) Plan 2011–2028 and RA No. 9155 (Governance of Basic Education Act of 2011).
Executive Order No. 66, s. 2012 is expressly referenced as part of the deliverables and protocols’ basis.

Purpose and declared objectives

The Order provides guidance to regions and schools divisions, including DRRM coordinators, on how to act before, during, and after disasters.
The Order capaciates DRRMO coordinators and other DepEd constituents to respond to disasters and emergencies.
The Order facilitates immediate and efficient information flow during disasters and emergencies.
The Coordination Protocol directs which DepEd office should respond depending on the extent of a disaster/emergency.
The Information Management Protocol establishes the proper flow of data from schools to central office and vice versa.

Definitions and acronyms

A Disaster is a natural or man-made emergency that could not be handled by affected communities, producing severe danger, loss of lives and properties, disruption of social structure, and prevention of the fulfillment of all or some essential functions of the affected communities.
A Hazard is any phenomenon with the potential to cause disruption or damage to humans and their environment (e.g., typhoon, flood, fire).
Risk is the expected number of lives lost, persons injured, damage to property, and disruption of economic activity due to natural phenomena, as the product of specific risk and elements at risk.
Risk Assessment/Analysis is a methodology to determine the nature and extent of risk by analyzing potential hazards and evaluating existing conditions of vulnerability that could pose threat or harm to people, property, livelihood, and the environment.
Capacity is a quantitative assessment of human and material resources.
An Emergency is any situation where the life or well-being of a community will be threatened unless immediate and appropriate action is taken, demanding extraordinary response and exceptional measures.
The Order requires use of listed acronyms, including AOR (Area of Responsibility), CO (Central Office), DRRMO (Disaster Risk Reduction and Management Office), EOC (Emergency Operations Center), EXECOM (Executive Committee), RADaR (Rapid Assessment of Damages Report), RD (Regional Director), RO (Regional Office), SDO (Schools Division Office), SDS (Schools Division Superintendent), DEDP (Division Education Development Plan), REDP (Regional Education Development Plan), SIP (School Improvement Plan), and TLS (Temporary Learning Spaces).

DRRM roles for schools and offices

Schools serve as the primary source of data as DepEd’s frontline service provider to learners.
Schools must establish and maintain an Early Warning System (e.g., bulletin board for weather advisories, bell/siren emergency signal).
Schools must conduct an annual student-led risk identification and mapping within and around school premises to ensure a safe environment conducive to teaching and learning.
Schools must maintain close coordination with the local DRRM Council for preparedness activities and response needs.
Schools must provide capacity building for teachers, non-teaching staff, and learners on DRRM.
Schools must maintain, disseminate, and post updated emergency hotlines in strategic locations throughout the school.
Schools must post safety and preparedness measures and evacuation plans.
Schools must conduct disaster preparedness measures, including quarterly multi-hazard drills applicable to the school’s identified hazards (e.g., earthquake, fire, flood).
Schools must safeguard vital school records and learning materials.
Schools must organize a school DRRM team to support implementation of preparedness and response measures.
Schools must ensure availability of updated baseline education data of the school.
Schools must integrate DRRM into regular school programs and activities and the School Improvement Plan (SIP).
Schools must pre-identify possible Temporary Learning Spaces (TLS) and alternative delivery modes of education.
Schools must monitor hazard effects, including whether the school is used as an evacuation center.
Schools must track all school personnel during disasters and/or emergencies.
Schools must prepare and submit reports on the effects of any hazard.
Schools must ensure implementation of DepEd Order No. 43, s. 2012 implementing Executive Order No. 66, s. 2012.
After every hazard, schools must conduct rapid assessment of damages and submit RADaR (Annex A and B) within 72 hours via SMS.
Schools must facilitate immediate resumption of classes to track learners.
Schools must monitor recovery and rehabilitation interventions implemented in the school.
Schools Division Office (SDO) must lead and support implementation of DRRM initiatives, including timely communication of alert/warning messages and requests for reports/submissions.
SDOs must ensure that all schools and the SDO have established an Early Warning System, including examples such as bulletin boards and bell/siren emergency signals.
SDOs must spearhead annual student-led risk identification and mapping across all schools.
SDOs must maintain close coordination and collaborate with the local DRRM Council for preparedness and response needs.
SDOs must closely monitor safe site selection and construction of new school buildings.
SDOs must provide capacity building for division personnel, school heads, and teachers on DRRM.
SDOs must pre-identify possible TLS and alternative delivery modes of education.
SDOs must ensure availability of learning materials for prolonged class disruptions due to disasters/emergencies.
SDOs must maintain and disseminate relevant and updated emergency hotlines to schools and SDO personnel.
SDOs must disseminate and implement disaster preparedness measures to schools and SDOs, including multi-hazard drills.
SDOs must organize an SDO DRRM team to support preparedness and response implementation.
SDOs must activate the Emergency Operations Center (EOC) depending on the scale of disaster and/or emergency.
SDOs must ensure availability of updated baseline data of all schools.
SDOs must safeguard SDO personnel records.
SDOs must monitor and prepare reports on effects of hazards.
SDOs must ensure implementation of DepEd Order No. 43, s. 2012 implementing Executive Order No. 66, s. 2012.
SDOs must recommend possible class suspension to the local DRRM Council or to the local chief executive if necessary.
SDOs must monitor effects of hazards on schools, including schools used as evacuation centers.
SDOs must ensure tracking of all school heads in the AOR and SDO personnel during disasters and/or emergencies.
SDOs must support schools establishing and managing TLS.
SDOs must verify school RADaRs through online consolidation using tinyurl.com/DepEd- RADaR.
SDOs must spearhead detailed assessment of damages.
SDOs must facilitate possible deployment and provision of resources to affected SDO personnel and schools.
SDOs must prepare, implement, and monitor recovery and rehabilitation interventions.
SDOs must integrate DRRM in the Division Education Development Plan (DEDP).
Regional Offices (ROs) must support divisions by ensuring timely communication of alert/warning messages and report/submission requests.
ROs must issue policies and monitor implementation of prevention, mitigation, and preparedness measures.
ROs must conduct policy research on DRRM implementation.
ROs must maintain close coordination and collaborate with the Regional DRRM Council and partners for preparedness and response needs.
ROs must provide capacity building for SDOs and RO personnel on DRRM.
ROs must disseminate and implement disaster preparedness measures to SDOs and RO personnel, including multi-hazard drills.
ROs must disseminate, maintain, and keep relevant and updated emergency hotlines.
ROs must organize a regional DRRM team to support implementation of DRRM.
ROs must monitor effects of hazards, including class suspension, use of schools as evacuation centers, damages on school resources, and DepEd personnel casualty.
ROs must track all division key officials and RO personnel during disasters and emergencies.
ROs must validate monitoring reports from SDOs.
ROs must activate and lead the EOC depending on the scale of hazard.
ROs must assist in detailed damage and needs assessment.
ROs must prepare for possible deployment and provision of resources to affected divisions.
ROs must monitor implementation of recovery and rehabilitation plans.
ROs must consolidate and validate recovery and rehabilitation plans for submission to DepEd CO DRRMO.
ROs must integrate DRRM in the Regional Education Development Plan (REDP).

DRRM coordinators at each level

The School DRRM Coordinator may be the school head, but must appoint an alternate among other school personnel to assist implementation of DRRM.
The School DRRM Coordinator must acknowledge receipt of advisories and reminders from the SDS and/or the SDO DRRM Coordinator.
The School DRRM Coordinator must spearhead multi-hazard drills and other disaster prevention, mitigation and preparedness activities in school.
The School DRRM Coordinator must ensure annual student-led risk identification and mapping.
The School DRRM Coordinator must communicate notable results of risk assessment and other disaster preparedness activities to the SDO.
The School DRRM Coordinator must serve as the point person for collaborations and coordination with the local DRRM Council and partner organizations.
The School DRRM Coordinator must ensure emergency hotlines are maintained, updated, and posted.
The School DRRM Coordinator must ensure availability of baseline data of the school.
The School DRRM Coordinator must spearhead relevant and necessary capacity building activities for the school.
The School DRRM Coordinator must report to the SDO any hazard affecting school operations (e.g., flood, conflict, fire).
The School DRRM Coordinator must submit situation reports and provide real-time updates to the SDO.
The School DRRM Coordinator must accomplish and submit RADaR within 72 hours after any hazard or emergency via SMS.
The School DRRM Coordinator must track and report progress of recovery and rehabilitation initiatives to the SDO.
The School DRRM Coordinator must report and update the SDO on demobilization of evacuation centers in schools.
The SDO DRRM Coordinator must acknowledge receipt of advisories and reminders from the DepEd Region and Central Offices.
The SDO DRRM Coordinator must forward advisories to school heads when applicable.
The SDO DRRM Coordinator must monitor multi-hazard drills, student-led risk identification and mapping, and other disaster preparedness activities in schools.
The SDO DRRM Coordinator must serve as point person for collaborations and coordination with local DRRM Council and partner organizations.
The SDO DRRM Coordinator must initiate education cluster coordination under the supervision of the SDS.
The SDO DRRM Coordinator must ensure availability of baseline data of all schools.
The SDO DRRM Coordinator must spearhead capacity building activities for SDO personnel, school heads, and teachers.
The SDO DRRM Coordinator must monitor class suspension and resumption and report such to the RO.
The SDO DRRM Coordinator must coordinate EOC activation under supervision of the SDS.
The SDO DRRM Coordinator must validate school-level situation reports and provide real-time updates to SDS for submission to the RO and DepEd CO DRRMO when necessary.
The SDO DRRM Coordinator must verify school RADaRs through online consolidation using tinyurl.com/DepEd-RADaR submitted to DepEd CO DRRMO.
The SDO DRRM Coordinator must participate in recovery and rehabilitation planning initiatives.
The SDO DRRM Coordinator must track and report progress of recovery and rehabilitation initiatives to RO and DepEd CO DRRMO when necessary.
The SDO DRRM Coordinator must report TLS needs and other assistance needed during and after disasters/emergencies to RO and CO DRRMO when necessary.
The SDO DRRM Coordinator must report and update RO on demobilization of schools used as evacuation centers.
The RO DRRM Coordinator must acknowledge receipt of advisories from DepEd CO DRRMO.
The RO DRRM Coordinator must request reports from the SDO DRRM Coordinators regarding implementation of DRRM programs and policies.
The RO DRRM Coordinator must ensure relevant DRRM policies are communicated to all divisions concerned.
The RO DRRM Coordinator must support creation of relevant and appropriate DRRM policies.
The RO DRRM Coordinator must serve as point person for RO in the Regional DRRM Council and coordination with partner organizations under supervision of the RD.
The RO DRRM Coordinator must ensure the directory of SDO DRRM Coordinators and emergency hotlines is updated.
The RO DRRM Coordinator must initiate inter-cluster coordination under supervision of the RD.
The RO DRRM Coordinator must coordinate the EOC upon activation under supervision of the RD.
The RO DRRM Coordinator must regularly update RD on suspension and resumption of classes in the AOR before, during, and after hazards, or whenever applicable.
The RO DRRM Coordinator must serve as point person for validation of all reports related to DRRM.
The RO DRRM Coordinator must participate in detailed assessment of damages in critical areas and coordinate results to DepEd CO DRRMO.
The RO DRRM Coordinator must monitor and prepare a report on recovery and rehabilitation status of divisions.

Coordination protocol and emergency operations

The Order directs DepEd offices to activate and lead the EOC based on emergency extent using the coordination structure adapted from Section 15 of RA No. 10121.
DepEd’s EOC activation for preparedness, response, and recovery applies when two (2) or more schools are affected, and the SDO leads.
DepEd’s EOC activation for preparedness, response, and recovery applies when two (2) or more divisions are affected, and the RO leads.
DepEd’s EOC activation for preparedness, response, and recovery applies when two (2) or more regions are affected, and the CO direct intervention applies with the CO intervening when impact is beyond corresponding office capacity and/or as it sees fit (e.g., direct threat to life).
Reports must continue to be submitted and coordinated to DepEd CO DRRMO regardless of the situation scope.
DepEd CO DRRMO sends warnings, alerts, tracking reminders, and requests for reports to identified affected regions and divisions.
DepEd CO DRRMO may forward certain messages to all schools to facilitate gathering of reports.
Upon issuance of advisories by the National Disaster Risk Reduction and Management Council (NDRRMC) and warning agencies such as PAGASA and PHIVOLCS, DepEd CO DRRMO sends advisories, alerts, and warning messages to local DepEd key officials of affected regions and divisions as well as DRRM Coordinators.
DRRM Coordinators and DepEd Region and Division key officials must acknowledge and/or respond to advisories received from DepEd CO DRRMO.
Weather and environmental advisories must be forwarded to schools by each DRRM Coordinator to their AOR.
During disasters and/or emergencies, all local DepEd key officials must report their status to ensure safety and local leadership continuity; this is especially crucial for rapid onset hazards such as earthquake and tornado.
For slow onset hazards such as typhoons and volcanic eruption, all local DepEd key officials in affected regions and divisions must report their whereabouts in the next 2-3 days, or provide the person in charge’s status if the key official is outside the AOR, including the date of return to AOR.
The RD and SDS, or DRRM Coordinators, must submit regular and real-time updates to DepEd CO DRRMO when their AOR is affected and during disasters and emergencies.
DRRM Coordinators must submit vetted reports to the immediate higher office (DO, RO, or CO, whichever applies).
When reports must be submitted directly to CO, the immediate higher office must be copy furnished with the same report.
All monitoring results are consolidated and processed by DepEd CO DRRMO for reporting to EXECOM.
Immediate submission and consolidation of reports must be sent via SMS.
Early warnings and tracking reminders operate through SMS-based advisory and response channels from DepEd CO DRRMO to local DepEd key officials and coordinators.

Information management protocol and reporting

Upon any hazard, DepEd CO DRRMO collects from and disseminates consolidated reports to affected regions, divisions, and schools.
Before the occurrence, collected information includes hazards advisories and occurrences, baseline data, prevention and mitigation measures undertaken, and preparedness measures undertaken.
During and after the occurrence, collected information includes personnel affected, personnel tracking, learners affected, schools used as evacuation centers, class suspension and resumption, classroom damages, temporary learning spaces, and other interventions.
Immediately after occurrence of any hazard, affected schools must submit effects in their AOR using the RADaR template via SMS.
All RADaR must be submitted within 72 hours after any hazard or emergency to determine needs and necessary assistance.
Divisions with schools that incurred no damages and that were not used as evacuation centers must submit a certification of no damages and no schools were used as evacuation centers to expedite reporting.
The certification serves as assurance that the SDO contacted ALL its schools and verified there is no reported damaged classroom, furniture, learning materials and computer, no casualty among school personnel, and no school used as an evacuation center.
Request for reports and subsequent reminders are sent through SMS to local DepEd key officials of affected regions and divisions and to DRRM Coordinators.
#SchoolPatrolPH must be launched to engage the general public in collecting pictures of damaged schools through social media platforms such as Twitter and Facebook.
After RADaR submissions are completed, DepEd CO DRRMO consolidates and reports to DepEd Management, NDRRMC, Education Cluster, and affected regions and divisions.
DepEd CO DRRMO endorses reported classroom and school furniture damages to Physical Facilities and Schools Engineering Division (PFSED) for detailed assessment, program of work preparation, and fund allocation for repair and reconstruction after RADaR completion.
Consolidated reports on textbook damages are forwarded to Instructional Materials Council Secretariat (IMCS) for an estimate of damaged textbook numbers in affected divisions.
After submitting RADaR, all schools must prepare detailed listing of damaged textbooks (including titles, number of copies, and grade level) for consolidation by the SDO and subsequent submission to IMCS.
Details on damaged computers must be prepared by schools after submitting RADaR to facilitate validation by DepEd Technical Service.

Monitoring, evaluation, review, and supersession

After issuance, DRRMO solicits feedback and documents issues and challenges in implementing DRRM from DepEd field offices.
Policy improvement at the Council level requires adjustment to the issuance.
The policy undergoes annual review and revision, if necessary.
All other existing Orders and/or Memoranda inconsistent with DepEd Order No. 21, s. 2015 are superseded and are deemed rescinded.
Immediate dissemination and strict compliance with the Order are required.