How to Submit the SGC Functionality Assessment Tool

A public elementary school submits the School Governance Council (SGC) Functionality Assessment Tool once, on its division’s Google Form, on or before March 31, 2027. Before the form is opened, the council’s means of verification (MOVs) are scanned to PDF, labeled, and placed in one Google Drive folder named “SGC MOVs (2026 Roll-Out)” in the school’s DepEd account. The form then takes the school’s Yes or No on twelve indicators and the link to that folder. The procedure is the User Guide, Volume 1: Prepare and Respond, which is Enclosure No. 1 to Memorandum DM-OUHRODI-2026-3750 of September 22, 2026, from the Department of Education’s (DepEd) Office of the Undersecretary for Human Resource and Organizational Development and Infrastructure.

The School Head facilitates, and the members of the council are consulted on every answer. The guide sets four steps: prepare the MOVs, prepare the Google Drive folders, prepare the link, and accomplish the form. Each step has a rule that decides whether a document is counted: the folder’s exact name, its sharing setting, the label on each file, the signatures on a resolution, and the single submission a school is allowed.

The steps below follow the guide’s order and are those in force on November 13, 2026. What the tool measures, with its twelve indicators and their MOVs word for word, is in SGC Functionality Assessment Tool: Indicators and MOVs. How a council is formed, meets and decides is in School Governance Council (SGC): Complete DepEd Guide. How the division judges each document after the school submits is in SGC MOV Validation: Why Documents Are Marked Invalid.

Key findings

• One submission per school, on the division’s own form, by March 31, 2027. The School Head and the council “strictly adhere to the submission protocols specifying only one submission per school”, “Each SDO has its assigned SGC Functionality Assessment Tool”, and the online form closes on March 31, 2027 (DM-OUHRODI-2026-3750, Encl. Nos. 5 and 8; User Guide, Vol. 1, p. 31).
• The MOVs live in one folder with a fixed name, in the school’s DepEd account. The school signs in with “your school’s DepEd Gmail Account”, names the folder “SGC MOVs (2026 Roll-Out)”, and changes its general access from “Restricted” to “Anyone with the link”, with the role “Viewer”. “Other email accounts are not accepted” (Vol. 1, pp. 22 to 26).
• Inside it are 44 labeled folders, and twelve of them carry the score. Each sub-indicator’s minimum MOVs sit apart from its additional MOVs, except that FI3B, FI3C and FI3D share one folder, and the Validity Form has its own. A council is functional when ten of the twelve scored minimum MOVs are found valid (Vol. 1, pp. 8 to 19 and 28; Vol. 2, p. 12).
• A document counts only if it dates from School Year 2022-2023 onward, and a resolution only with wet signatures. “Only Means of Verification (MOVs) produced or created from School Year 2022–2023 onward shall be considered valid”, and “Resolutions must be duly approved and signed by the voting members and the School Head using wet signatures” (Vol. 1, p. 7; Vol. 2, p. 9).
• In the form, a Yes obliges the school to select the minimum MOV; a No moves on. After a Yes on a primary sub-indicator, “a selection of the minimum MOV under primary sub-indicator is required”; additional MOVs and other sub-indicators “are optional”. After a No, the form goes “to the next Functionality Indicator or the next applicable sub-indicator” (Vol. 1, pp. 38 and 39).
• The Validity Form is signed on paper by the council’s three officers and the School Head. It confirms that the answers are “accurate and complete” and the MOVs “genuine”, and its scanned copy stays in the Drive folder for validation by the division and the Central Office (Validity Form; Vol. 1, p. 41).
• After Submit, only the division can open the door to a correction. A copy of the response goes to the school’s email address. The Schools Division Office (SDO) SGC Focal Person “shall have the discretion to determine whether schools will be permitted to update or correct their submitted MOVs”, and the division’s sheets close on April 30, 2027 (Vol. 1, p. 42; Encl. Nos. 5 and 8).

Who submits the SGC tool, where, and by when

Who. “For 2026, the SGC Functionality Assessment Tool shall be implemented exclusively for public elementary schools” (DM-OUHRODI-2026-3750). The process flow repeats it: “Only Public Elementary School SGCs are required to accomplish the Google Forms version of the assessment tool” (Encl. No. 3). Public secondary schools answered in the collections of 2022 to 2024 and do not answer the national form this time.

The memorandum does not say how an integrated school answers. The form has a Curricular Offering field with a dropdown list (Vol. 1, p. 36), and at least one division addressed its own memorandum to “Public Elementary and Integrated Schools” (Schools Division of Vigan City, Division Memorandum No. 861, s. 2026). An integrated school should confirm with its division’s SGC Focal Person before preparing.

Where. The Central Office sends the forms’ links to the Regional Offices, each region to its divisions, and each division to its public elementary schools (Encl. No. 3). There is one form for each division, and the links are not meant for the public: the memorandum sends them to the regional focal persons in a separate email “to ensure the confidentiality of the links” (DM-OUHRODI-2026-3750, list of enclosures, No. 9). A school gets its link from its SDO SGC Focal Person, in the School Governance and Operations Division (SGOD). Schools Division Office Functions: OSDS, CID and SGOD shows where that office sits. A link passed on by a school in another division opens another division’s form.

By when. The dates are in the memorandum’s timeline (Encl. No. 8):

As of November 13, 2026, no DepEd issuance has moved any of these dates.

Divisions add their own steps inside these dates. A division’s step binds that division’s schools, and March 31, 2027 remains DepEd’s last day for all of them. Three examples from October 2026:

Read your own division’s memorandum before anything else: it may set an earlier internal deadline, a review before the link is released, or a schedule of technical assistance.

What a school that does not submit is counted as. On the division’s sheet, a school that has not answered is listed under “No Existing SGC”, which the guide defines as “If the school has not yet accomplished the SGC Functionality Assessment Tool (Online Form)” (Vol. 2, p. 17). A council that exists and works but lets March 31, 2027 pass is counted with the schools that have none.

Who does what in the school

The memorandum gives the task to two parties together. “The School Head shall oversee and facilitate the completion of the SGC Functionality Assessment Tool at the school level, ensuring accurate reporting and full compliance of the SGC with the required MOVs” (Encl. No. 5, part A). The council prepares and answers: “The SGCs in Public Elementary Schools shall read and follow the instructions in the SGC Tool User Guide, prepare accurate and quality MOVs”, upload them and accomplish the form, while “The School Head shall facilitate the accomplishment of the tool. He/she shall ensure that members of the SGC are consulted in answering the tool” (Encl. No. 3).

The order behind the roles is DepEd Order No. 026, s. 2022, the Implementing Guidelines on the Establishment of School Governance Council.

The documents do not name which person types the answers. The form calls that person “the respondent” and asks for their full name; whoever fills in the form enters their own. Since the School Head facilitates and answers for the accuracy of the submission, the School Head should at least be present when Submit is clicked.

One task in the memorandum’s list looks ahead: “In the event of a reassignment or transfer, the school head shall formally inform the concerned SDO SGC Focal Person and ensure the complete and orderly turnover of all SGC-related documents, records, information, and responsibilities to the incoming school head” (Encl. No. 5, part A, item 7). A school head who is transferred before the school has submitted should leave the successor a written note of where the submission stands.

The four steps, and the seven tasks the form makes you confirm

The User Guide, Volume 1 arranges the work in four steps: Step 1, prepare the MOVs (pp. 7 to 20); Step 2, prepare the Google Drive folders (pp. 21 to 29); Step 3, prepare the link (p. 30); and Step 4, accomplish the tool (pp. 31 to 42). The guide and the printable tool are at DepEd’s short link tinyurl.com/DMSGCES (Encl. Nos. 1 and 2).

The first three steps must be finished before the fourth begins, and the form itself checks. Its Statement of Understanding lists seven tasks, each with a box to tick, under the words “I hereby confirm that I have understood the instructions and accomplished the tasks listed below” (Vol. 1, p. 34). They make a ready checklist:

The form’s last line says “Validation Form”. The document it means is the Validity Form, the one form the User Guide has a school print and sign.

Step 1: Prepare the MOVs

The guide’s first step tells the school to double-check the content of the MOVs, “Scan them and convert to PDF”, “Label them and merge accordingly”, and ask the SDO SGC Focal Person for technical assistance where needed (Vol. 1, p. 7). They are taken in turn below, after the decision that comes before them all.

Decide each answer from the documents

Twelve minimum MOVs carry the score: those of the seven primary sub-indicators (FI1A, FI2A, FI3A, FI4A, FI5A, FI6A and FI11A) and of the five indicators that have no sub-indicators (FI7, FI8, FI9, FI10 and FI12). “These 12 MOVs serve as the basis for scoring”, and “A school that obtains a score of 10 or above is classified as functional” (Vol. 2, p. 12). The score is of MOVs the division finds valid, so a Yes without a sound document earns nothing.

The printable tool states the rule for each answer: “If YES to the Functionality Indicator, prepare the corresponding minimum MOVs. To showcase the SGC’s advanced practices, Additional MOVs may also be submitted. If NO, no need to prepare or present any MOVs” (Encl. No. 2). Three working rules follow from it.

• Answer Yes only where the minimum MOV exists and is sound. In the form, a Yes on a primary sub-indicator cannot go forward until the minimum MOV is selected (Step 4).
• Answer No where it does not. A No costs that indicator’s point and nothing else. A council may miss two of the twelve and still be functional.
• Treat the other sub-indicators and the additional MOVs as optional, and submit them only when they are sound. They carry no points, but they “must also be validated even if they do not carry corresponding scores” (Vol. 2, p. 13), and a weak one draws a remark on which MOVs “require correction, completion, or resubmission” (Vol. 2, p. 15).

Use the printable tool as the worksheet. The memorandum encloses it as “a reference and offline copy of the assessment tool” (Encl. No. 2), with a box for every Yes, No and MOV. Go through it with the council’s officers and members, document in hand, before any file is scanned. That sitting is also how the School Head meets the duty to see that the members “are consulted in answering the tool”.

Which years’ documents count

Volume 1 sets the floor: “Only Means of Verification (MOVs) produced or created from School Year 2022–2023 onward shall be considered valid” (p. 7). Volume 2, which the validators follow, words it by date: an activity “conducted June 17, 2022 onwards” is within coverage, and one “conducted in 2018, 2019, 2020, or 2021” is outside it (p. 8). June 17, 2022 is the date of DO 026, s. 2022. School Year 2022-2023 opened on August 22, 2022 (DepEd Order No. 034, s. 2022).

The two volumes agree on everything dated August 22, 2022 or later, and on everything before June 17, 2022. A document dated from June 17 to August 21, 2022 is within Volume 2’s words and before Volume 1’s school year. Where the council has a later document for the same indicator, use the later one.

The guide sets no upper limit and does not ask that all MOVs come from one school year. A document produced in the current school year counts, which matters to a council that still lacks one: it can still meet, decide and write before March 31, 2027, provided the document is dated on the day it was made. The tool guide explains why a document written after the fact and dated earlier is a false document, and what that costs a school head.

Check each document before it is scanned

“MOVs must be aligned with the specific Functionality Indicator and the prescribed Minimum or Additional MOVs to ensure proper validation” (Vol. 1, p. 7). DepEd’s sample formats, at tinyurl.com/SGCMOVTemp, show what each kind of document is expected to carry. They are samples: “the sample format of the MOVs may be modified and contextualized in accordance with the preferences of the SGCs”, “without affecting the validation process of the MOVs” (Vol. 1, p. 5). A council’s own format is acceptable when it holds the same elements.

Four rules from the User Guide decide most cases, and SGC MOV Validation: Why Documents Are Marked Invalid takes each of them, and the rest, in full:

• The name. The body is the School Governance Council in every document. A paper that calls it the “School Governing Council”, or the School Head its “Chairman”, is marked invalid (Vol. 2, pp. 7 and 8).
• The owner. A document of the Parent-Teacher Association, the learner government or another committee “presented as SGC evidence” is invalid; the document must show that the council “convened, approved, led, or co-led the activity” (Vol. 2, p. 7). School Governance Council, PTA and Partners: A Guide sets those bodies apart.
• The signatures. “All required signatories must sign the document. Electronic signatures may be accepted for all documents except resolutions. Resolutions must be duly approved and signed by the voting members and the School Head using wet signatures” (Vol. 2, p. 9). Four of the twelve scored MOVs require a resolution (FI3A, FI8 and FI12, and FI11A with its action plan), and FI7 takes a resolution or another document. A council whose resolutions carry electronic signatures can reach eight points at most.
• The content. Minutes with “No quorum specified” or “No signed attendance sheet attached” are listed among the errors (Vol. 2, p. 8).

DO 026, s. 2022 is the rule under all four. It names the council (Part V.G), has the Secretary issue each notice “at least a week prior to the said meeting”, sets the quorum at “50% + 1 of the total SGC membership”, and requires that a decision “be in writing, signed by the SGC members” (Part V.M). The order does not name the School Head as a signatory or ask for ink; the User Guide does, and the guide is what a validator applies.

Scan to PDF

“Uploaded MOVs should be clear, legible, and properly scanned to facilitate ease and accuracy in the validation process” (Vol. 1, p. 7). Scan the signed paper original, every page of it, the attendance sheet included, and open the PDF afterward to see that the signatures and dates can be read on a screen.

Keep the paper originals filed in the same order. The tool has the council “ensure that the MOVs are complete and readily available when answering the ONLINE SGC Functionality Assessment Tool and during data validation of the SDOs and / or BHROD-SED” (Encl. No. 2), and the division’s team may visit “to verify the accuracy and authenticity of submissions” (Encl. No. 3). BHROD-SED is the Bureau of Human Resource and Organizational Development-School Effectiveness Division, the Central Office unit that runs the tool.

Label and merge

The guide prints a label for every file and says which documents are merged into one (Vol. 1, pp. 8 to 19). Its legend has three marks: “Bold Font: Primary Sub- Indicators Minimum MOV (with score)”, “Italicized Font: Other Sub-Indicators (without score)”, and “(*) asterisk: Merge”. The rules:

1. One PDF for each folder. The form has the school confirm a “single combined MOV file” in each folder. Where a folder’s MOV is several papers of one kind, such as the notices of two to four regular meetings, they go into one PDF.
2. Minimum apart from additional. Schools are “to separate Minimum MOVs from Additional MOVs” (Encl. No. 3). The minimum MOVs of a sub-indicator are one file in one folder, and its additional MOVs another file in another folder. The process flow speaks of “one (1) PDF file per indicator”; the guide’s labels, which the folders follow, give a file to each sub-indicator’s minimum MOVs and another to its additional MOVs.
3. Documents marked with an asterisk are merged. Where the guide lists several documents under one label, each with an asterisk, they become one PDF. The minimum MOV of FI6A, for example, is the minutes and the concept note in one file.
4. One exception joins minimum and additional. The three other sub-indicators of FI3, on the agenda, the quorum and the minutes of regular meetings, are all proved by minutes. The guide merges the minimum and additional MOVs of all three into a single file for a single folder, labeled FI3B, FI3C, FI3D | Minimum and Additional MOVs (Vol. 1, pp. 10 and 28).
5. Where the list says “OR”, one of the two is enough. The minimum MOV of FI1B is the membership or induction certificates of the voting members “OR” a resolution on the official list of voting members; that of FI7 is a resolution recommending the School Improvement Plan to the Local School Board “OR” any document recommending a policy or program to the board, based on the plan.
6. The file’s label is the guide’s line for it. The first reads “FI1A- Minimum MOVs- Notice of meeting (at least 1 of 4 Regular Meetings)”. DepEd keeps a soft copy of all the file labels at tinyurl.com/SGCMOVLABELS, so that a school can “copy and paste them as needed” (Vol. 1, p. 20).

More than half of the labels hold a slash or a colon, which Windows does not accept in a file name, and four are longer than a file name can be on a computer (the merged FI3B, FI3C and FI3D file and the additional MOVs of FI2A, FI11A and FI11B). Name the file on the computer with the label’s code and the words “Minimum MOVs” or “Additional MOVs”, then rename it in Drive after it is uploaded. Where a label is too long to use whole, ask the SDO SGC Focal Person what short form the division accepts; the folder’s own label already tells the validator which MOV the file holds.

The guide does not say whether one document may serve two indicators. Its test for every file is that it “directly supports the specific indicator being assessed” (Vol. 2, p. 9), so a document placed in two folders must pass that test in both.

FI6, on stakeholder-initiated programs, shows the pattern. It has a primary sub-indicator and two others, so six folders:

• FI6A | Minimum MOVs (scored): one PDF of the minutes of a meeting with stakeholders on stakeholder-initiated programs and activities (at least one meeting) and a concept note, project brief or similar document (at least one).
• FI6A | Additional MOVs: one PDF of two or more concept notes or project briefs, a copy of the project proposal, and the pages of the School Improvement Plan (SIP), Annual Implementation Plan (AIP), School Report Card (SRC) and School Monitoring, Evaluation and Adjustment (SMEA) report that bear on the program, with the page named.
• FI6B | Minimum MOVs: the report on the assessment, or monitoring and evaluation, of at least one stakeholder-initiated program or activity.
• FI6B | Additional MOVs: one PDF of such reports for two or more programs and of the SIP, AIP, SRC, SMEA and school project monitoring reports.
• FI6C | Minimum MOVs: an SGC resolution on the referral of an identified potential partner (at least one partner).
• FI6C | Additional MOVs: one PDF of resolutions referring two or more partners and a copy of the memorandum of agreement, deed of donation or deed of acceptance that names a referred partner.

Only the first of the six is counted. If the council has nothing for the other five, the school marks No for FI6B and FI6C on the printable tool, leaves their boxes and the additional MOVs unticked in the form, and loses nothing.

The Validity Form

“This form serves as the MOV for the validity of the SGC Functionality Data” (Vol. 1, p. 19). It is one page, at tinyurl.com/SGCVF2026, and reads:

We hereby confirm that the information provided in the online SGC Functionality Assessment Tool is accurate and complete. We also confirm that the documents submitted as our means of verification (MOVs) are genuine. We understand that by submitting these documents, the Schools Division Office, Regional Office, and Central Office may make any inquiries which they consider necessary or to verify the information for confirmation and validation purposes.

Under “Prepared by” the form names the council and has a line each for the Designated Co-Chairperson, the Elected Co-Chairperson and the Secretary. Under “Approved by” it has a line for the School Head or Principal. Every line asks for a name and a date. The User Guide’s sentence is shorter, “signed by the SGC Officer and the School Head” (Vol. 1, p. 41); filling all four lines of the form satisfies both.

Write the council’s name on the form exactly as it will be typed in the online form. Print the form, have the four sign it, scan it, and keep the PDF for its own folder, Validity Form. Sign it last, after the school-level review, because it vouches for everything else.

Step 2: Prepare the Google Drive folders

“The Google Drive folders will serve as the official repository for the Means of Verification (MOVs)” (Vol. 1, p. 21). The figure shows the main folder, the 44 folders inside it, the file each one holds, and the twelve that are counted; it also lets you copy the folder labels.

Folder plan

What goes in the school’s Drive folder

One main folder, shared by link, with a folder inside it for each label. Every file is a PDF named with its label.

SGC MOVs (2026 Roll-Out)

General access

Anyone with the link

Role

Viewer

Inside

44 folders

Show the folders that ask forAny documentSGC resolutionsMinutes of meetingsNotices of meetingsAction and advocacy plansCertificates, member lists and the chartReports and documentationLetters and endorsementsConcept notes, proposals and agreementsPages of the SIP, AIP, SRC and SMEAPhotos and platformsThe Validity Form

All 44The 12 that are counted

Build the folderCopy the folder labels

All 44 folders. 12 of them hold the minimum MOVs that are counted.

1. FI 1, folders on show: 6
2. FI 2, folders on show: 6
3. FI 3, folders on show: 3
4. FI 4, folders on show: 6
5. FI 5, folders on show: 2
6. FI 6, folders on show: 6
7. FI 7, folders on show: 2
8. FI 8, folders on show: 2
9. FI 9, folders on show: 2
10. FI 10, folders on show: 2
11. FI 11, folders on show: 4
12. FI 12, folders on show: 2
13. Form, folders on show: 1

FI 1The SGC has members who are informed of and given the opportunity to exercise their roles and responsibilities in the council.

6 folders · User Guide, Volume 1, p. 8

• FI1A | Minimum MOVsCounted

  FI1A- Minimum MOVs-

  • Notice of meeting (at least 1 of 4 Regular Meetings)

• FI1A | Additional MOVs

  FI1A-Additional MOVs-

  • Notice of Meeting (2 to 4 Regular Meetings)

• FI1B | Minimum MOVs

  FI1B-Minimum MOVs-

  • Membership / Induction Certificates (7 to 15 voting members OR SGC Resolution on the Official List of Voting Members

• FI1B | Additional MOVs

  FI1B-Additional MOVs-

  • Membership / Induction Certificates (non-voting members) OR SGC Resolution on the Official List of Members (non-voting members)

• FI1C | Minimum MOVs

  FI1C-Minimum MOVs-

  • Draft / Operative Organizational Chart

• FI1C | Additional MOVs

  FI1C-Additional MOVs-

  • Approved / Adopted Organizational Chart

FI 2The SGC has established its position as a consultative body in developing school policies.

6 folders · User Guide, Volume 1, p. 9

• FI2A | Minimum MOVsCounted

  FI2A - Minimum MOVs-

  • Minutes of Meeting with SPT on SIP / AIP (at least 1 meeting)

• FI2A | Additional MOVs

  FI2A-Additional MOVs -

  One PDF, merged from:

  • Minutes of Meetings with SPT on SIP / AIP (2 or more meetings)
  • Minutes of Meeting (s) with SPT on other DepEd programs, projects, and activities (at least 1 meeting)
  • SGC’s Action Plan
  • SGC Resolution related to the indicator (at least 1)

• FI2B | Minimum MOVs

  FI2B-Minimum MOVs-

  • SGC Resolution related to the indicator (at least 1)

• FI2B | Additional MOVs

  FI2B-Additional MOVs-

  • SGC Resolutions related to the indicator (2 or more)

• FI2C | Minimum MOVs

  FI2C-Minimum MOVs-

  • Minutes of Meeting with CPU, CPC, or other similar DepEd organizations (at least 1 meeting)

• FI2C | Additional MOVs

  FI2C-Additional MOVs-

  One PDF, merged from:

  • Minutes of Meetings with CPU, CPC, or other similar DepEd organizations (2 or more meetings)
  • SGC Resolution on promoting the rights of the child(at least 1)

FI 3The SGC has conducted regular SGC meetings as prescribed in the DO. 26, s. 2022 (Implementing Guidelines on the Establishment of School Governance Council).

3 folders · User Guide, Volume 1, p. 10

• FI3A | Minimum MOVsCounted

  FI3A -Minimum MOVs-

  • SGC Resolution (at least 1)

• FI3A | Additional MOVs

  FI3A-Additional MOVs:

  One PDF, merged from:

  • SGC Resolutions (2 or more)
  • SGC’s Action Plan

• FI3B, FI3C, FI3D | Minimum and Additional MOVs

  One PDF, merged from:

  • FI3B-Minimum MOVs-Minutes of Meeting mentioning the meeting agenda (at least 1 meeting)
  • FI3B-Additional MOVs-Minutes of Meeting mentioning the meeting agenda (2 or more meetings)
  • FI3C-Minimum MOVs-Minutes of Meetings specifying required quorum (at least 1 of 4 Regular Meetings)
  • FI3C-Additional MOVs-Minutes of Meetings specifying required quorum (2 - 4 Regular Meetings)
  • FI3D-Minimum MOVs-Minutes of Meeting (at least 1 of 4 Regular Meetings)
  • FI3D-Additional MOVs-Minutes of Meetings (2 - 4 Regular Meetings)

FI 4The SGC has organized meetings with and attended meetings of different school committees and organizations to ensure alignment of work.

6 folders · User Guide, Volume 1, p. 11

• FI4A | Minimum MOVsCounted

  FI4A-Minimum MOVs-

  • Minutes of Meeting with stakeholders on programs, projects, and activities (at least 1 meeting)

• FI4A | Additional MOVs

  FI4A-Additional MOVs-

  One PDF, merged from:

  • Minutes of Meetings with stakeholders on programs, projects, and activities (2 or more meetings)
  • SGC’s Action Plan
  • SGC Resolution related to the indicator (at least 1)

• FI4B | Minimum MOVs

  FI4B-Minimum MOVs-

  • Any document reporting the discussion from the meeting attended (at least 1 meeting)

• FI4B | Additional MOVs

  FI4B-Additional MOVs-

  • Any documents reporting the discussion from the meeting attended (2 or more meetings) OR Copy of the Minutes of Meetings from school committees and organizations

• FI4C | Minimum MOVs

  FI4C-Minimum MOVs:

  • Minutes of Meetings with different school stakeholders (at least 1 meeting)

• FI4C | Additional MOVs

  FI4C-Additional MOVs:

  • Minutes of Meetings with different school stakeholders (2 or more meetings) OR SGC Resolution related to the indicator (at least 1)

FI 5The SGC has coordinated with the School Head the concerns of the different school committees and organizations to synchronize programs, projects, and activities in the school.

2 folders · User Guide, Volume 1, p. 12

• FI5A | Minimum MOVsCounted

  FI5A- Minimum MOVs-

  • Copy of the communication / transmittal letter to the School Head reflecting the direction of the SGC

• FI5A | Additional MOVs

  FI5A-Additional MOVs-

  One PDF, merged from:

  • Any document citing the SGC’s recommendation released by the school management/School Head
  • School Head’s acknowledgment of the SGC (SOSA, speeches. newsletter, etc.)

FI 6The SGC has taken part in the conduct of needs-based and appropriate stakeholder-initiated programs and activities i.e., Brigada Eskwela, Gulayan sa Paaralan, etc..

6 folders · User Guide, Volume 1, pp. 13 and 14

• FI6A | Minimum MOVsCounted

  FI6A-Minimum MOVs-

  One PDF, merged from:

  • Minutes of Meeting with stakeholders on stakeholder initiated programs and activities (at least 1 meeting)
  • Concept note / Project brief, or similar document (at least 1)

• FI6A | Additional MOVs

  FI6A-Additional MOVs-

  One PDF, merged from:

  • Concept note / Project brief, or similar document (2 or more)
  • Copy of the project proposal on stakeholder-initiated programs and activities
  • SIP, AIP, SRC, and SMEA (specify the page in the reports)

• FI6B | Minimum MOVs

  FI6B-Minimum MOVs-

  • Report on the assessment / monitoring and evaluation of stakeholder-initiated program and/or activity (at least 1 program / activity)

• FI6B | Additional MOVs

  FI6B-Additional MOVs:

  One PDF, merged from:

  • Report on the assessment / monitoring and evaluation of stakeholder-initiated programs and/or activities (for 2 or more programs / activities)
  • SIP, AIP, SRC, SMEA, and School Project Monitoring Reports

• FI6C | Minimum MOVs

  FI6C-Minimum MOVs-

  • SGC resolution on the referral of the identified potential partner (at least 1 partner)

• FI6C | Additional MOVs

  FI6C-Additional MOVs

  One PDF, merged from:

  • SGC resolution on the referral of the identified potential partner (2 or more partners)
  • Copy of the MOA, DOD, DOA, etc., reflecting the name/s of the referred partner/s (at least 1 partner)

FI 7The SGC has recommended policies and programs to the Local School Board (LSB) to strengthen relationship with the LGU.

2 folders · User Guide, Volume 1, p. 15

• FI7 | Minimum MOVsCounted

  FI7 -Minimum MOVs-

  • SGC Resolution recommending the SIP to LSB; OR Any document recommending policy/program to the LSB, based on the SIP

• FI7 | Additional MOVs

  FI7-Additional MOVs-

  • Proof of endorsement of the SGC Resolution to the SDS and its transmittal to the LSB

FI 8The SGC has involved the different sectors to ensure inclusive representation of stakeholders in the council.

2 folders · User Guide, Volume 1, p. 15

• FI8 | Minimum MOVsCounted

  FI8-Minimum MOVs:

  • SGC Resolution on the involvement of various sectors

• FI8 | Additional MOVs

  FI8-Additional MOVs-

  One PDF, merged from:

  • Official list of members with expanded membership (inclusive and diverse in terms of age, gender, religion, ethnicity, and political beliefs)
  • SGC Resolution on inclusiveness, diversity, equity, and accessibility

FI 9The SGC has participated in school general assemblies, PTA conferences, stakeholder convergence, SOSA, and/or other stakeholder engagement activities and initiatives.

2 folders · User Guide, Volume 1, p. 16

• FI9 | Minimum MOVsCounted

  FI9-Minimum MOVs-

  • SGC Report on the issues / concerns raised during school activities / events

• FI9 | Additional MOVs

  FI9-Additional MOVs-

  One PDF, merged from:

  • Minutes of Meetings (SGC meetings) where issues / concerns are discussed
  • Photo documentation of school activities / events

FI 10The SGC has organized discussions and forums that invite and inspire stakeholders to engage and participate.

2 folders · User Guide, Volume 1, p. 17

• FI10 | Minimum MOVsCounted

  FI10-Minimum MOVs-

  One PDF, merged from:

  • Documentation of the organized / conducted program (at least 1)
  • Minutes of the meetings where issues / concerns are discussed

• FI10 | Additional MOVs

  FI10-Additional MOVs-

  One PDF, merged from:

  • Documentation of the organized / conducted program (2 or more), following the SGC’s Calendar of Events (as provided by CO)
  • Photo documentation of school activities / events

FI 11The SGC has assisted the school in communicating information to the school stakeholders through the SRC, Transparency Board, etc..

4 folders · User Guide, Volume 1, p. 18

• FI11A | Minimum MOVsCounted

  FI11A-Minimum MOVs-

  One PDF, merged from:

  • SGC Resolution on access to information (school data and information)
  • SGC’s Action Plan on promoting access to information

• FI11A | Additional MOVs

  FI11A-Additional MOVs-

  One PDF, merged from:

  • Advocacy plan on the school’s use of the Transparency Board, SRC, and other reports to access school data
  • School Head’s endorsement on the use of the Transparency Board, SRC, and other reports to access school data
  • Photo Documentation of the transparency board or bulletin board

• FI11B | Minimum MOVs

  FI11B-Minimum MOVs:

  • SGC Resolution on the use of approved alternative communication platform/s

• FI11B | Additional MOVs

  FI11B-Additional MOVs: SGC’s Alternative Communication Platform (with regular updates):

  One PDF, merged from:

  • Offline (Copy of printed materials such as newsletters, posters, pamphlets, tarpaulin banners, etc.)
  • Online (Link/s): Website, Facebook Page / Group, Other Platform/s

FI 12The SGC has suggested ways of improving the quality of SIP, AIP, and other DepEd programs, projects, and activities.

2 folders · User Guide, Volume 1, p. 19

• FI12 | Minimum MOVsCounted

  FI12-Minimum MOVs-

  • SGC Resolution on the recommendation on ways of improving the quality of SIP, AIP, and other DepEd programs, projects, and activities (At least 1)

• FI12 | Additional MOVs

  FI12-Additional MOVs-

  • SGC Resolutions on the recommendation on ways of improving the quality of SIP, AIP, and other DepEd programs, projects, and activities (2 or more)

Validity FormSigned by the council’s two Co-Chairpersons and Secretary, and approved by the School Head.

1 folder · User Guide, Volume 1, p. 19

• Validity Form

  Validity Form

  • This form serves as the MOV for the validity of the SGC Functionality Data.

Memorandum DM-OUHRODI-2026-3750 (September 22, 2026), Enclosure No. 1: SGC Functionality Assessment Tool User Guide, Volume 1, pp. 8 to 19 and 24 to 28; the Validity Form (2026)

The guide builds the folder in this order (Vol. 1, pp. 21 to 27):

1. Open a web browser and go to Google.
2. “Sign in using your school’s DepEd Gmail Account. Ensure that the school’s DepEd email account used is active and accessible. Other email accounts are not accepted.”
3. Click the Google Apps icon, the grid of nine dots at the upper right, and select Drive.
4. Click New at the upper left, then “New folder”.
5. “Rename the folder as SGC MOVs (2026 Roll-Out), then click Create.”
6. Click the three dots at the right of the folder and select Share.
7. Change General Access from “Restricted” to “Anyone with the link”.
8. Ensure Access is “Viewer”, then click Done.
9. Open the folder, click New, and “create a separate folder for each functionality indicator using the prescribed folder labels”.
10. “Once all folders have been created, open each folder and upload or drag the corresponding MOVs into their designated folders.”

The account. The folder belongs in the school’s account, not in a teacher’s or the School Head’s personal one. The process flow says the same of the form: “Schools shall accomplish the Tool only once using their official school DepEd email address” (Encl. No. 3). A school whose account is locked, or whose password left with a former school head, settles that first; the memorandum has the School Head “proactively raise any issues or concerns encountered in accomplishing the tool or uploading MOVs for appropriate guidance” (Encl. No. 5, part A, item 6). A folder in the school’s account also stays with the school when its head is transferred.

The name. Type it as printed, with the capitals, the space before the parenthesis and the hyphen: SGC MOVs (2026 Roll-Out). The guide names the folder the link field is for: “the Google Drive folder link for the SGC MOVs (2026 Roll-Out) folder” (Vol. 1, p. 40).

The sharing. Two settings, both on the main folder: general access “Anyone with the link”, and the role “Viewer”. The form repeats the reason when it asks for the link: “Please ensure that the general access is set to ‘Viewer’ so it can be accessed during the validation process” (Vol. 1, p. 40). The folder is opened by the division’s validators, by the regional team when it spot-checks, and by the Central Office.

The 44 folders. The guide prints the labels on one page (Vol. 1, p. 28): two for each sub-indicator and each indicator without sub-indicators (“Minimum MOVs” and “Additional MOVs”), with a vertical bar between the code and the words, as in FI1A | Minimum MOVs; one folder that FI3B, FI3C and FI3D share in place of their six; and Validity Form. DepEd’s soft copy of the folder labels is at tinyurl.com/SGCDRIVELABELS.

The guide tells the school to create a folder for each label and does not say that a folder may be skipped when the council has nothing to put in it. Creating all 44 follows the instruction as written; the folder for a No, or for additional MOVs the council does not have, stays empty.

A division may hand its schools a ready-made set of labeled folders, as Vigan City does. However the folders are made, the checks are the same: the main folder is in the school’s own account, carries the prescribed name, and is shared as the guide says.

What stays out. The folder holds the MOVs the tool asks for and the Validity Form, and nothing else. Anyone who has the link can open it, and the order bars the council from disclosing “confidential data such as learner records and other personal information” (DO 026, s. 2022, Part V.M, Limitations of SGC Authority, item 7). Class lists, learner records, contact lists and drafts do not belong there.

Test the folder as a validator would. The memorandum’s school-level review covers this (Encl. No. 5, part A, item 3). Open the main folder’s link in a browser window that is not signed in to any account. The folder should open without asking for permission, show 44 folders, and let every PDF open. Check each file against its folder’s label, and check that the twelve scored folders are not empty where the school will answer Yes.

Step 3: Prepare the link

The third step is one page (Vol. 1, p. 30):

1. “Go to the SGC MOVs (2026 Roll-Out) folder.”
2. “Click the three dots on the right side of the folder, select Share, then click Copy link.”
3. “Paste the link into any appropriate materials for record-keeping and accessibility, in preparation for submission to the SGC Functionality Assessment Tool.”

The link the form asks for is the main folder’s (Vol. 1, p. 40). Other parts of the roll-out speak of more links: the memorandum has the School Head “Prepare links for all submitted MOVs and copy-paste them under the corresponding indicators in the Google Form” (Encl. No. 5, part A, item 4), and the form’s own checklist says “Prepared and organized the links for each folder”. In the form as the User Guide shows it, the indicator pages take selections, and one field at the end takes one link.

The careful course is short: paste the main folder’s link at the top of a document kept with the council’s records, and under it the link of each of the 44 folders beside its label. Whatever the form asks for is then at hand, and the same page serves the next school head.

Step 4: Accomplish the form, section by section

The guide lists the form’s sections in order (Vol. 1, p. 31), and one more, the confirmation that goes with the Validity Form, stands before the Submit button (p. 41). The figure walks through them and lets you answer a sample indicator Yes or No to see where the form goes next.

Figure

The online form, section by section

8 sections, answered once. Read them here before the form is opened: it cannot be sent a second time.

Walk through the form

1. Section 1Check

   Header

   The name of the Schools Division Office over the title, SGC Functionality Assessment Tool (For Public Elementary Schools). Each division has its own assigned form, so the name at the top should be the school’s own division.

   User Guide, Volume 1, pp. 31 and 32

2. Section 2Read

   Reminders before answering this form

   Three reminders stand before the first question.

   Read the User Guide first

   So that the indicators, the sections and the instructions are understood before any answer is given.

   Submission is one-time only

   “The form can be submitted only once.” Every MOV should be ready and in its folder before the form is opened to answer.

   Link to the User Guide

   The form gives a link to the guide, to keep open while answering.

   User Guide, Volume 1, p. 33

3. Section 3Agree

   Statement of Understanding and Compliance

   A declaration that the respondent has read, understood and complied with the User Guide’s instructions, and that the preparatory tasks are done.

   Full name

   The respondent types their full name “as a sign of agreement to the Statement of Understanding”.

   User Guide, Volume 1, pp. 34 and 35

4. Section 4Fill in

   School and SGC Profile

   The school’s identity and the council’s, used for reference, validation and monitoring.

   School ID and School Name

   Chosen from a list. “Please be mindful in selecting your school.”

   Contact number of the school

   The school’s number.

   Curricular offering

   Chosen from a dropdown list.

   Establishment of SGC

   “Newly-Established SGC” if the council was formed after DepEd Order No. 26, s. 2022 was issued (School Year 2022-2023 or later); “With Existing SGC” if it was in place before the order and has since been restructured under it.

   Date of establishment

   For a school “With Existing SGC”: the month and year its earlier council was established.

   Name of SGC

   One of two formats: “School Governance Council of [ School Name ]” or “[ School Name ]-School Governance Council”.

   User Guide, Volume 1, p. 36

5. Section 5Answer

   SGC Functionality Indicators

   The twelve functionality indicators, under the tool’s two purposes. An indicator with sub-indicators opens with its primary sub-indicator, “the initial basis for assessing compliance”, answered Yes or No; one without is answered Yes or No itself. Where the form goes next depends on the answer.

   Try it · FI1A, primary sub-indicatorThe SGC has called meetings in order to create a venue for its decision-making process.

   YesNo

   After a Yes

   1. Minimum MOV: requiredThe form opens a page to select the MOVs the council has. “Since you answered ‘Yes,’ a selection of the minimum MOV under primary sub-indicator is required.” For FI1A: Notice of meeting (at least 1 of 4 Regular Meetings).
   2. Additional MOVs and other sub-indicators: optionalThey carry no points. “If none are available, you may leave them blank.” For this indicator: the additional notices of meetings, and FI1B and FI1C.
   3. NextOn to Functionality Indicator 2.

   After a No

   1. No MOV is asked for“You will be automatically directed to the next Functionality Indicator or the next applicable sub-indicator.”
   2. NextOn to Functionality Indicator 2. This indicator is not counted toward the ten that make a council functional.

   User Guide, Volume 1, pp. 37 to 39

6. Section 6Paste

   Means of Verification Google Drive Folder Link

   The link to the main folder, “SGC MOVs (2026 Roll-Out)”, which holds a folder for each label. One link, to the main folder.

   User Guide, Volume 1, p. 40

7. Section 7Confirm

   Validity Form and Confirmation

   The respondent confirms “the accuracy, completeness, and authenticity” of what is submitted. The signed Validity Form must already be in the Drive folder, where the division’s composite team and the Central Office can open it.

   Who signs the Validity Form

   The form has lines for the Designated Co-Chairperson, the Elected Co-Chairperson and the Secretary (“Prepared by”), and for the School Head (“Approved by”), each with a date.

   User Guide, Volume 1, p. 41; the Validity Form

8. Section 8Send

   Submit

   The last page, with three reminders and the Submit button.

   Copy of response

   A copy of the answers is sent to the email address given, as the school’s record.

   One-time submission

   “Respondents cannot submit another form once it has been sent.” A correction needed before the deadline goes through the SDO SGC Focal Person.

   Data privacy

   Submitting gives consent to the collection and processing of the information for assessment and analysis.

   User Guide, Volume 1, p. 42

Memorandum DM-OUHRODI-2026-3750 (September 22, 2026), Enclosure No. 1: SGC Functionality Assessment Tool User Guide, Volume 1, pp. 31 to 42; the Validity Form (2026)

Before opening the form, sign in to the school’s DepEd account in the browser, and have three things on the desk: the answered printable tool, the page of links, and the school’s ID number. The guide adds a standing caution: “Further elaboration of instructions is provided within the Google Form itself. Respondents are therefore strongly advised to read each section and instruction carefully” (Vol. 1, p. 39). Where the form on the screen says more than the guide, follow the form.

Header

“The header contains the SDO NAME and the title SGC FUNCTIONALITY ASSESSMENT TOOL (FOR PUBLIC ELEMENTARY SCHOOLS)” (Vol. 1, p. 32). Read the division’s name. If it is not your division, close the form and ask your SDO SGC Focal Person for the right link.

Under the header is an Email field, with a box that records the signed-in account’s address with the response. That address should be the school’s: it is where the copy of the response is sent.

Reminders before answering this form

The reminders make three points (Vol. 1, p. 33): read the User Guide first; “Submission is one-time only”; and the guide’s link, for reference while answering. The form’s words are “Please note that this form can only be answered once.”

Statement of Understanding and Compliance

The seven tasks listed earlier appear here, each with a box (Vol. 1, p. 34). Tick them only if they are done; the guide’s note beside them reads “Please ensure that you have accomplished all of these tasks before proceeding.”

Then the respondent’s name: “By agreeing to this Statement of Understanding, please print your full name below. This will serve as your electronic signature for this form.” The format is “Given Name Middle Initial Last Name Suffix”, and the form’s example is “Juan A. Dela Cruz Jr.” (Vol. 1, p. 35).

School and SGC Profile

The profile has six fields (Vol. 1, p. 36). “The information provided will be used for reference, validation, and monitoring purposes.”

Establishment of SGC. The two choices, in the form’s words:

• Newly-Established SGC. “The school has formed the School Governance Council after the issuance of DO 26, s. 2022. The SGC was established in SY 2022-2023 or later.”
• With Existing SGC. “The school already has a School Governing Council before the issuance of DO 26, s. 2022. The SGC was restructured in accordance with DO 26, s. 2022.”

A school that had a School Governing Council under the earlier rules and reorganized it under the 2022 order chooses the second. A school that formed its first council after June 17, 2022 chooses the first.

Date of Establishment. The field is marked required. Its instruction speaks to one case: “If With Existing SGC, input the month and year when the ‘School Governing Council’ was established”, which is the founding of the earlier council and not the date it was restructured. For a newly established council the form gives no instruction. The printable tool sets one Date of Establishment line, “( Month and Year )”, beside both choices (Encl. No. 2), so the month and year the council was organized is the entry that fits.

Name of SGC. “SGCs shall follow the naming formats below”:

• “School Governance Council of [ School Name ]”
• “[ School Name ]-School Governance Council”

The form cites Part V of DO 026, s. 2022, whose own examples are “School Governance Council of Jose Rizal Elementary School, or Jose Rizal Elementary School-School Governance Council” (Part V.G). Type the name the council uses on its notices, minutes and resolutions, letter for letter. The first check on the validators’ list is that “The correct name School Governance Council (SGC) is consistently used in documents, resolutions, minutes, and reports” (Vol. 2, p. 7).

SGC Functionality Indicators

The indicators come under the tool’s two purposes, the structure for shared governance first and the feedback mechanism after. “Each Functionality Indicator begins with a Primary Sub-Indicator, which serves as the initial basis for assessing compliance” (Vol. 1, p. 37). An indicator without sub-indicators is answered directly.

Each primary sub-indicator is a required question marked “1 point”, with two choices, YES and NO. The form says under it: “THE NEXT SECTION WILL DEPEND ON YOUR ANSWER” (Vol. 1, p. 38).

On the page of MOVs, each document is a box to tick, named as the tool names it: for FI1A, “Notice of meeting (at least 1 of 4 Regular Meetings)”. Two cautions:

• Tick a box only for a file that is in its folder. The validator reads the school’s selections on the division’s sheet and opens the folder to find each one. A selection with no file behind it is a missing MOV.
• Leave optional boxes empty when the document is weak. An unselected additional MOV costs nothing.

Means of Verification Google Drive Folder Link

“Respondents are required to provide the Google Drive folder link for the SGC MOVs (2026 Roll-Out) folder, which contains the MOVs for each functionality indicator” (Vol. 1, p. 40). The field is required. Paste the main folder’s link from the page prepared in Step 3, then check that it is whole: a link with its end cut off opens nothing.

Validity Form and Confirmation

“In this section, respondents are required to confirm the accuracy, completeness, and authenticity of the information submitted” (Vol. 1, p. 41). The form shows the Validity Form’s own paragraph with one required box. Above it: “Please confirm below and ensure that the printed and duly signed copy of the Validity Form in the Google Drive Folder is available and accessible during the SDO and CO’s data validation.” Tick it only when the signed scan is in its folder.

Submit

The last page carries a notice headed “READ THE REMINDERS AND THE DATA PRIVACY NOTICE BEFORE YOU CLICK THE ‘SUBMIT’ BUTTON IN THE NEXT SECTION” (Vol. 1, p. 42):

• “A copy of your response will be sent to the email address you provided.”
• “Only one submission is allowed. You are not allowed to submit another form. For corrections prior to the deadline, please coordinate with your SDO SGC Focal person for assistance and the proper updating procedure.”
• By submitting, the respondent consents to the collection and processing of the information; the form says “We will use your information for analysis and will not share it with third parties without your consent.” The memorandum adds that personal information collected under it is processed under the Data Privacy Act of 2012, Republic Act No. 10173.

Before clicking Submit, go back through the pages once with another officer of the council reading the printed tool aloud: the school chosen, the council’s name, each Yes and No, each box, the link. Then click Submit; the guide’s last line is “Please do not forget to click the Submit button after reading the reminders.”

What happens after you submit

The copy of the response arrives by email. Open the school account’s inbox, find it, and file a printed copy with the council’s records. It is the school’s proof that it submitted, and the first thing a new school head should look for.

The division validates. The SDO SGC Composite Team, chaired by the Assistant Schools Division Superintendent, opens the school’s Drive link from the SDO Validation Sheet and marks each MOV Valid or Invalid, with a remark on each invalid one (Encl. No. 3; Vol. 2, pp. 11 to 15). A school cannot see the sheet: view access is for the region and the division, and edit access for “Three (3) designated SDO Validators, including the SDO SGC Focal Person” (Vol. 2, p. 32). The memorandum still has the School Head “Double-check the status of validated MOVs to ensure accuracy, completeness, and compliance” (Encl. No. 5, part A, item 5), so ask the Focal Person for the school’s status and the remarks.

The school receives a status. Functional means ten or more valid scored MOVs; Partially Functional, fewer than ten; Data Unsupported, a form with no MOVs or with MOVs that are all invalid. Until the division finishes, the row reads Unvalidated or Incomplete Validation (Vol. 2, p. 17). SGC MOV Validation: Why Documents Are Marked Invalid explains every status, the eight named errors, and what to do at each.

A correction is possible only if the Focal Person allows it. “The SDO SGC Focal Person shall have the discretion to determine whether schools will be permitted to update or correct their submitted MOVs, subject to applicable policies and timelines” (Encl. No. 5, part B, item 7). Where it is allowed, the school does not answer the form again. It follows five steps (Vol. 2, pp. 20 to 23):

1. List the indicators and MOVs to be corrected, “as advised by the SDO SGC Focal person”.
2. Sign in and go back to the SGC MOVs (2026 Roll-Out) folder.
3. Open the folder of the indicator, and delete the first file with “Move to the Bin”.
4. Upload the corrected file into the same folder.
5. “notify the SDO SGC Focal person and request them to revalidate the updated MOVs.”

These steps replace a file. For a mistake in the form itself, such as the wrong school chosen or a No that should have been a Yes, the guide gives no steps: the school is to “coordinate with the SDO SGC Focal Person for guidance on the proper updating procedure” (Vol. 1, p. 42).

How long a correction stays possible is the division’s call. The User Guide speaks of corrections “needed before the submission deadline”, which is March 31, 2027. The timeline attaches its reminder on corrections to the closing of the sheets on April 30, 2027, and only “if permitted by the SDO within the prescribed period” (Encl. No. 8). Ask the Focal Person for the division’s cut-off, and do not plan on April.

The region may look, and may not change the result. The regional team spot-checks MOVs, but “the RO is not permitted to make changes to the validation status”; it tells the division’s Focal Person what it found (Encl. No. 5, part C, item 4). DepEd Regional Office Functions: What Each Division Does describes the Field Technical Assistance Division, which does this work, and Who Decides What in DepEd? RA 9155’s Five Levels sets the levels side by side.

The folder stays as it is. The link in the submitted form points to the main folder. Keep the folder in the school’s account, with its name and its sharing unchanged, through the division’s certification, due on May 5, 2027, and for as long as the Central Office may validate. The guide does not say when a school may restrict the folder again; ask the Focal Person before changing its sharing.

Mistakes that cost a school its count

A school that has already sent a second response should tell its SDO SGC Focal Person at once and not send a third. After the region clears the entries, the division informs the school once that it must answer again (Vol. 2, pp. 29 and 30). The guide’s wording there is that the school resubmits “using a new email account”, which sits beside Volume 1’s rule that only the school’s DepEd account is accepted. The Focal Person’s instruction on which account to use settles it for that school.

What this means for school heads

Start from the division’s memorandum and the calendar. March 31, 2027 is the national closing date, and a division may want the documents sooner. A council that still has to meet needs a week’s notice for the meeting (DO 026, s. 2022, Part V.M), time for every voting member to sign a resolution by hand, and time for the division’s technical assistance. Work back from the division’s date, not from March.

Hold the school-level review as a meeting, with the papers on the table. The memorandum requires the School Head to “conduct a school-level quality assurance review to verify that all entries and MOVs are accurate, complete, organized, and adhere to required standards” (Encl. No. 5, part A, item 3). A sound review goes in this order:

1. The printable tool, answered Yes or No with the council, one document checked for each Yes.
2. Each document against the four rules: the council’s name, the council as owner, the signatures, the content.
3. Each PDF against its label, and each folder against the guide’s list of 44.
4. The main folder’s link, tested.
5. The Validity Form.
6. The form.

Keep these records after submitting.

• The emailed copy of the response, printed and filed.
• The page of links to the main folder and the 44 folders.
• The answered printable tool, as the council’s worksheet.
• The paper originals of every MOV and of the Validity Form, in the order of the folders.
• The division’s remarks, and any message from the Focal Person allowing a correction.

DO 026, s. 2022 already places the council’s papers with its Secretary, “within the school premises”, with “digital copies” that are “accessible to the school administrator” (Part V.M, Storage of Documents). The Drive folder is one such digital copy.

What a school head may not do. A school head may not submit twice, use an account other than the school’s, sign for an absent member, or date a document earlier than the day it was made. A school head also may not answer alone: the members of the council are to be consulted (Encl. No. 3). What the school head may always do is answer No.

Use the result. The validated status is the soundest basis for rating indicator 24 of the School-Based Management self-assessment, “The school has a functional School Governance Council (SGC)” (DepEd Order No. 007, s. 2024, Annex A), and the indicators that miss the mark belong in the next Annual Implementation Plan. DepEd Revised SBM: DO 007, s. 2024 and the Self-Assessment and DepEd School Improvement Plan (SIP): Steps, AIP and SRC cover both.

Where it sits in the PPSSH. Managing the council and its papers falls under Domain 5, strand 5.2, Management of school organizations. Keeping the school’s records in order and reachable through technology is Domain 2, strand 2.1, Records management. Keeping the school’s operations consistent with an issuance is Domain 1, strand 1.3, Policy implementation and review. See PPSSH Domain 5 for the NASH: Building Connections, PPSSH Domain 2 for the NASH: Managing School Operations and PPSSH Domain 1 for the NASH: Leading Strategically. The standards are in DepEd Order No. 024, s. 2020.

How the NASH may test this

The items below are original practice items, scored 3 (Relational), 2 (Multistructural), 1 (Unistructural) or 0 (Prestructural). An option that breaks a rule scores 0.

Question 1

Indicator 2.1.2, Records management. Career Stage 2, Situational, Moderate.

You are the school head of a public elementary school in an upland barangay. The School Governance Council’s documents for its functionality assessment are scanned and ready for the school’s Google Drive folder, whose link goes into the one-time online form next week. The teacher who handles ICT points out that the attendance sheets carry members’ names and signatures, a Grade 6 learner’s among them, and proposes keeping the folder restricted and adding only the division focal person’s email address. What is the most appropriate action?

• A. Keep the folder in the school’s DepEd account restricted and add the focal person’s address, then ask that the files be forwarded to the other validators who need them.
• B. Set the folder in the school’s DepEd account to anyone with the link, as viewer, and take the attendance sheets out of the scanned minutes so that no member’s signature is exposed.
• C. Move the scanned files to the ICT teacher’s personal Gmail account, where sharing is easier to control, and enter that folder’s link in the form for the validators.
• D. Share the folder from the school’s DepEd account with anyone who has the link, as viewer, and limit it to the documents the tool asks for, signed attendance sheets included.

Answer and explanation: Question 1

Best answer: D. Points: A = 1, B = 2, C = 0, D = 3.

• A (1 point, Unistructural). It keeps the folder in the prescribed account and takes care of personal information, but a restricted folder cannot be opened by the regional team or the Central Office, against the form’s own instruction on access, and forwarding files is not how MOVs are validated.
• B (2 points, Multistructural). The account, the access and the role are right, so every validator can open the folder, but minutes without their signed attendance sheet are incomplete, and those files will be marked invalid.
• C (0 points, Prestructural). The folder must be in the school’s DepEd account; the guide says other email accounts are not accepted.
• D (3 points, Relational). It keeps the prescribed account, access and role so that validation can proceed, and it answers the privacy concern in the way the rules allow: the folder holds what the assessment requires and nothing more.

Why. This aligns with Career Stage 2 expectations because indicator 2.1.2 asks the school head to manage school data and information through technology so that operations run well. The User Guide has the school sign in with its DepEd account and set the folder to “Anyone with the link” as “Viewer” (Vol. 1, pp. 22 to 26), and it lists “No signed attendance sheet attached” among the errors (Vol. 2, p. 8); DO 026, s. 2022 bars the council from disclosing learner records (Part V.M, Limitations, item 7). Removing the attendance sheets shares the folder correctly but strips the minutes of what makes them valid.

Indicator 2.1.2: Manage school data and information using technology, including ICT, to ensure efficient and effective school operations.

Sources: Memorandum DM-OUHRODI-2026-3750, Encl. No. 1 (User Guide, Vol. 1, pp. 21 to 28 and 40; Vol. 2, pp. 8 and 32) and Encl. No. 5; DepEd Order No. 026, s. 2022, Part V.M.

Question 2

Indicator 1.3.2, Policy implementation and review. Career Stage 2, Situational, Moderate.

You are the newly assigned school head of a central elementary school, and it is the first week of March. The online form for the School Governance Council’s functionality assessment closes at the end of the month, and each school may send it once. Your predecessor left a Google Drive folder of the council’s documents in the school’s DepEd account but no note on whether the form was sent. The council’s Secretary suggests answering the form now, to avoid missing the deadline. What is the most appropriate action?

• A. Check the school account’s inbox for an emailed copy of a response this week, answer the form from the folder if none is found there, and inform the division’s focal person once it is sent.
• B. Search the school account’s inbox for an emailed copy of a response and ask the division’s focal person for the school’s status, then answer the form if neither record shows one.
• C. Answer the form now from the documents in the folder, assuming that the division’s focal person will count whichever response the school sent most recently.
• D. Phone the former school head to ask whether the form was sent, and plan the month’s work on the council’s documents around whatever answer is given.

Answer and explanation: Question 2

Best answer: B. Points: A = 2, B = 3, C = 0, D = 1.

• A (2 points, Multistructural). It looks at the school’s own record and goes to the right office, but in the wrong order: it answers before asking the division, whose sheet is the record of whether a response already exists.
• B (3 points, Relational). It checks both records of a submission, the school’s and the division’s, before doing anything that cannot be undone, and submits only when both show that the school has not.
• C (0 points, Prestructural). Only one submission is allowed. A second response is flagged as a multiple submission and is not treated as a replacement.
• D (1 point, Unistructural). It seeks the missing fact, but from memory, when the school’s inbox and the division’s sheet hold the record.

Why. This aligns with Career Stage 2 expectations because indicator 1.3.2 asks the school head to carry out a policy so that the school’s operations are consistent with the issuance. The roll-out memorandum holds the school to “only one submission per school” (Encl. No. 5, part A, item 1); the form sends “a copy of your response” to the email address given and routes corrections through the SDO SGC Focal Person (User Guide, Vol. 1, p. 42). Checking the inbox is right, but an empty inbox does not prove that no response was sent, and telling the division afterward comes too late.

Indicator 1.3.2: Undertake policy implementation and review in the school to ensure that operations are consistent with national and local laws, regulations and issuances.

Sources: Memorandum DM-OUHRODI-2026-3750, Encl. No. 1 (User Guide, Vol. 1, pp. 33 and 42; Vol. 2, p. 17), Encl. No. 5 and Encl. No. 8.

Nothing in this guide reproduces or predicts examination content.

Frequently asked questions

Can a school edit or resubmit the SGC tool after submitting?

No. “Only one submission is allowed. You are not allowed to submit another form” (User Guide, Vol. 1, p. 42). A wrong or weak document may be replaced in the Drive folder only where the SDO SGC Focal Person permits it (DM-OUHRODI-2026-3750, Encl. No. 5), and a second response puts the school under “Multiple Submissions Detected” until the region clears it.

What is the exact name of the Google Drive folder for the SGC MOVs?

“SGC MOVs (2026 Roll-Out)”. The guide has the school create it in the school’s DepEd account, set its general access to “Anyone with the link” with the role “Viewer”, and create inside it a folder for each prescribed label, 44 in all (User Guide, Vol. 1, pp. 22 to 28).

Who signs the SGC Validity Form?

The form has lines for the Designated Co-Chairperson, the Elected Co-Chairperson and the Secretary under “Prepared by”, and for the School Head or Principal under “Approved by”, each with a date. The User Guide’s shorter wording is “signed by the SGC Officer and the School Head” (Vol. 1, p. 41). The signed form is scanned and placed in the folder labeled Validity Form.

Does a school need all twelve minimum MOVs before it submits?

No. A council is functional with ten valid scored MOVs of twelve (User Guide, Vol. 2, p. 12). Where the council has no sound minimum MOV, the school answers No, and “If NO, no need to prepare or present any MOVs” (Encl. No. 2). A truthful No on two indicators still leaves a council functional.

Where does a school get the link to the SGC online form?

From its SDO SGC Focal Person. Each division has its own form, and the links are sent down from the Central Office through the regions, privately (User Guide, Vol. 1, p. 31; DM-OUHRODI-2026-3750, Encl. Nos. 3 and 9). The division’s own memorandum says when and how its schools receive the link.

Sources

DepEd orders

• DepEd Order No. 026, s. 2022, Implementing Guidelines on the Establishment of School Governance Council, June 17, 2022: Part V.E (roles of the officers), Part V.G (name of the SGC), Part V.M (meetings, notice, quorum, decisions, storage of documents, limitations of SGC authority).
• DepEd Order No. 034, s. 2022, School Calendar and Activities for the School Year 2022-2023, July 11, 2022: the opening of classes on August 22, 2022.
• DepEd Order No. 007, s. 2024, Policy Guidelines on the Implementation of the Revised School-Based Management (SBM) System, May 16, 2024: Annex A, indicator 24.
• DepEd Order No. 024, s. 2020, National Adoption and Implementation of the Philippine Professional Standards for School Heads, September 7, 2020: indicators 1.3.2 and 2.1.2.

Memorandum of the Office of the Undersecretary for Human Resource and Organizational Development and Infrastructure

• Memorandum DM-OUHRODI-2026-3750, Roll-Out of the School Governance Council (SGC) Functionality Assessment Tool for Public Elementary Schools, September 22, 2026, as circulated by DepEd Region VIII (Regional Memorandum No. 1310, s. 2026, October 6, 2026):
  • Encl. No. 1, SGC Functionality Assessment Tool User Guide, Version 2: Volume 1, Prepare and Respond (pp. 5, 7 to 20, 21 to 30 and 31 to 42), and Volume 2, Validate and Monitor (pp. 6 to 9, 11 to 17, 20 to 23, 28 to 30 and 32);
  • Encl. No. 2, the printable tool;
  • Encl. No. 3, the process flow (Public Elementary Schools; Schools Division Office);
  • Encl. No. 5, roles and responsibilities, parts A to C;
  • Encl. No. 8, the timeline of activities;
  • Encl. No. 9, the links, sent to regional focal persons.

DepEd’s templates and soft copies for the roll-out

• User Guide and printable tool: tinyurl.com/DMSGCES.
• MOV templates (notice of meeting, minutes with attendance sheet, resolution, action plan, concept note, documentation report, monitoring and evaluation report, quarterly progress report, transmittal letter, official list of members, organizational chart, certificate of membership): tinyurl.com/SGCMOVTemp.
• Means of Verification Labels: tinyurl.com/SGCMOVLABELS.
• Google Drive Folder Labels: tinyurl.com/SGCDRIVELABELS.
• SGC Functionality Assessment Tool Validity Form 2026: tinyurl.com/SGCVF2026.

Regional and division issuances

• DepEd Region I, Regional Memorandum No. 1283, s. 2026, and Schools Division of Vigan City, Division Memorandum No. 861, s. 2026, October 8, 2026.
• Schools Division Office of Tacurong City, Division Memorandum SGOD No. 186, s. 2026, Technical Assistance on the School Governance Council (SGC) Functionality Tool for Elementary Schools, October 7, 2026.
• Schools Division Office I Pangasinan, Division Memorandum No. 762, s. 2026, reminder on the uploading of SGC documents for elementary schools, posted October 7, 2026.

Laws

• Republic Act No. 10173, Data Privacy Act of 2012.

School Governance Council series

• School Governance Council (SGC): Complete DepEd Guide
• SGC Functionality Assessment Tool: Indicators and MOVs
• How to Submit the SGC Functionality Assessment Tool (this post)
• SGC MOV Validation: Why Documents Are Marked Invalid
• SGC Minutes, Resolutions and Notices: How to Write Them

Written by Mark Anthony Llego for NASH Reviewer. Sources: Memorandum DM-OUHRODI-2026-3750 with its User Guide, Volumes 1 and 2, and enclosures; DepEd’s MOV templates, labels and Validity Form for the 2026 roll-out; DepEd Order No. 026, s. 2022.