Resolving Losses of Books by Students in Public Elem. and Sec. Schools

This DepEd Order intends to give a clear understanding of the processes/guidelines to be followed in case of losses of textbooks by the students in public elementary and secondary schools. It will also assist our teachers in preparing reports and accomplishing forms with regard to this matter.

DO 25, S. 2003 – RESOLVING LOSSES OF TEXTBOOKS

Resolving Losses of Textbooks
To: Regional Directors
Schools Division/City Superintendents
Heads, Public Elementary and Secondary Schools

1. This DepEd Order is intended to clarify the Department’s policies concerning loss of textbooks by students in public elementary and secondary schools. This also reiterates the policy prohibiting the imposition of fines or salary deductions to teachers for the loss of textbooks by his/her students as contained in DECS Order No. 23, s. 2001 dated May 31, 2001.

2. The following guidelines shall be followed:
  2.1 For causes due to natural cause or force majeure
   1. A student who has lost his/her textbook due to natural causes (i.e., typhoon, flood, earthquake), fire, theft, casualty or force majeure must write a letter informing his/her Teacher-Adviser about the loss and explaining the circumstances regarding the loss within 15 days from the occurrence of loss. The letter must be duly signed by the student’s parent or guardian.

   2. The Teacher-Adviser should furnish the School Property Custodian a copy of the student’s letter immediately to give the Custodian time to assess the validity of the cause of loss and advise the Teacher of any additional requirements to relieve him/her from accountability.


  2.2 Losses arising from transfer or dropping out of students
In cases where loss of textbooks is caused by transfer or dropping out of students without returning the books and the whereabouts of said students are unknown, the Teacher-Adviser must write a letter to the School Property Custodian applying for relief from accountability citing specific reasons and providing justifications. The letter must be duty noted by the School Head.

  2.3 Losses due to negligence of the student
Monetary payment shall be made by the student for textbooks lost due to negligence while in his/her custody. For lost textbooks procured under the Social Expenditure Management Project (SEMP), Third Elementary Education Project (TEEP), or Secondary Education Development and Improvement Project (SEDIP), the amount to be paid by the student will be based on the Price List of Textbooks under Different Procurement Initiatives (Annex 1). If the textbook/s was/were procured outside of SEMP/TEEP/SEDIP, the amount to be paid shall be based on the price ceiling in DECS Order No. 35, s. 2000.
However, if the lost textbook has been used for at least one year, the amount to be paid by the student will be determined by following the straight line method depreciation.
Example:
Amount to be paid = acquisition cost – depreciation amount, where
depreciation amount = acquisition cost divided by 5 (the estimated useful life of a textbook) multiplied by the number of years the lost textbook has been used.
An official receipt of payment shall be duly issued and signed by authorized officials and payment shall be remitted in the same manner as payment of other government property in accordance with COA rules and regulations.

  3. Requisites for relief from accountability
   3.1 Before the end of the schoolyear, the Teacher must apply for relief from accountability over lost textbooks as described in Items 2.1 to 2.3. The application must be submitted to the School Property Custodian and the School Head, together with supporting documents pursuant to COA Memorandum No. 92751 dated February 24, 1992; as follows:
For Item 2.1 A copy of the student’s letter duly signed by his/her parent or guardian and any other additional documents as may be required by the School Property Custodian
For Item 2.2 A copy of the Teacher’s letter to the School Property Custodian noted by the School Head

For Item 2.3 A copy of the receipt of payment issued to the student
   3.2 A certificate of clearance may immediately be issued by the School Property Custodian upon receipt from the Teacher concerned of all the required documents in the application for relief from accountability, over lost textbooks as described in Items 2.1 to 2.3.
However, notwithstanding the issuance of the aforesaid clearance in cases falling under Items 2.1 and 2.2, the Teacher shall only be free of liability herefrom (if any) upon the issuance of an order of relief from accountability by the Commission on Audit.
   3.3 At the end of the schoolyear, the School Property Custodian must submit to the School Head a summary report of all the textbooks lost, including the pertinent supporting documents. A copy of this summary report must be endorsed by the School Head to the Division Office, which in turn will endorse to the resident COA of the Division for the issuance of the relief from accountability by the authorized COA officials, so that said textbooks may be dropped from the school’s accountability and records upon the issuance of an order for relief from accountability. The Regional Office must be furnished copies of the summary report endorsed by the School Head to the Division Office and the endorsement of the Division Office to the resident COA.
   3.4 Any loss or damage of textbooks amounting to P10,000 or more must be reported by the School Head or Property Custodian to the Division Office and the resident COA within 30 days from the occurrence of loss.

4. Strict compliance with this Order is directed.

DepEd Order No. 25, s. 2003 (Download Here)

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