LEADERS’ ACADEMY

CAPSTONE PROJECT
PROPOSAL Project School FILES-R – Facilitate
Improved Location of Evident
School Records

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 INTRODUCTION

School Records are one of the most essential school properties to be kept and manage
properly in the school. School heads come and go but the school records will remain in the
school as basis for the development and planning towards improvement of the school.
Turning over of the school properties sometimes become easy by just siting verbally to the
new school head. It should be beyond that also but not limited to present all the records
of the school and where it is located. There is a need to keep record of all school activities
as part of effective school administration. Record keeping and the management of records
is a vital responsibility of all teaching and non-teaching staff because of the indispensable
role of records and information in the day- to-day activities of the school system. School
managers rely on the short and long-term data captured in records to make effective
decisions about immediate issues and more comprehensive school policies (Okpetu &
Peretomode, 1995)
 Ibara (2010) asserts that without records there can be
no accountability. Without access to records, it is virtually
impossible to determine responsibility for actions and to
hold individuals accountable for their actions.

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 According to Osakwe (2011), school records are official
documents, books and files containing essential and crucial
information of actions and events which are kept and preserved
in the school office for utilization and retrieval as needed. Such
records are kept by principals, teachers, counselors and
administrative staff.

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 The purpose of record keeping for effective school management is
to ensure that accurate and proper records are kept of student
achievement and growth, school activities and matters that will
promote school efficiency and effectiveness (Akanbi, 1999). Record
keeping otherwise known as storage of information is important
functions of both the administration and teaching staff of a school files
and other documents containing useful information that relates to what
goes on in the school system. These records may also be in the form of
reports, letters, memos, pictures, films, journals, diaries, and so on.

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 !
Files and school records are school properties that are not visible to
stakeholders, but it needs to be intact and safe in a certain area in the
school. There is no exact appointed, records keeper in the Elementary
School but the teacher assigned as her/his extra load and may also
transfer to other school. This CAPSTONE will focus on making a new
system for easy storing and locating school records.

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 1 What was the issue or challenge?

Gabaldon Central School 2 What are the current practices to

address this issue, if any?
North Población, Gabaldon, Nueva Ecija
Student Population: 906 3 What was your objective for the
project?
Staff Population: 30

4 How did you implement the project?

5 Who did you engage with and how

did you mobilize them?
 Action Plan

Schools has many records to keep for future use. One of the most important is
the permanent records of learners (Form 137/SF 10) that graduated in the school
since it was established. Filled in a folder with a front label is not enough to easily
locate the record every time a parent/client go to school and seek for a copy needed
as attachments of their pertinent papers. In the wooden open cabinet together with
the old reports of the school is not an assurance for security of all these records.

This is the reason that this plan come up to secured school documents and have
a proper school records management.
 Milestones Objectives Activities Resources Budget
1. Assessing Assess the -Get organize thru locating School Head n/a
the present present the present location of the
condition of conditions of different school records. Teachers
the school the records
records management - Learn from the teaching ADAS
management of the school and non-teaching staff
what they can say about
the current status of the
school records
management.
-Make a flow chart on the
revealed conditions of
school records
management
- Based on the flow chart
identify the priority
improvement areas
 Milestones Objectives Activities Resources Budget
2. Analyzing Analyze the - Do root cause analysis School Head 3,000.00
the result of result of the - Develop a solution Project
the assessment based on the identified Team
assessment on and use in root causes. Teachers
school driving into - Conduct a meeting to Parents
records possible finalize the Plan External
management solutions to - List of estimated stakeholders
the problems materials indicated in
the plan (steal cabinets,
filling box, expanded
folders, board for ear
tagging etc.)
- Conduct resourcing for
the project
 Milestones Objectives Activities Resources Budget
3.Implementin Implement -use the suggested School Head 50,000.00
g the Plan the plan solutions to act on the Project team
and pilot problems ADAS
the 1. Acquiring steel cabinets Teachers
solution to secure long term Other
for better records, properly labeled stakeholders
school with an ear tags.
records 2. Refresh filling box and
manageme have a color coding.
nt 3. Book bind/laminate
important certificates and
reports
SITUATION POSIBLE SOLUTION SOLUTIONS

• School records • 1.Aquiring steel • Refresh and

are stored in cabinets to store properly
the wooden secure long labeled school
open cabinet term records, records in the
with old front properly labeled steel cabinets.
cover. with an ear
• Some are in the tags.
filling box not • 2. Refresh filling
properly labeled box and have a
color coding.
• 3. Book bind/
laminate
important
certificates and
reports.
 Gantt Chart (Actual Implementation):

Target Month
Target Milestone NOV. DEC JAN. FEB. MAR. APR. MAY JUN. JUL.

2021 2021 2022 2022 2022 2022 2022 2022 2022

Assessing the present
condition of the school
records management
Analyzing the result of the
assessment on school
records management

Implementing the Plan

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LEADERS’ ACADEMY
CAPSTONE
ACCOMPLISHMENT Click icon to add picture
REPORT

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 Executive Summary

A community school is more effective than a school in the

community. That shows that the school serves as the best partner
of the community that render service for the humanity.
Partnership is always vice versa. In this sense how school shows
continuous service is what matter most. Thru providing their
available pertinent papers is one that will satisfy their warm
support in the school.

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 Executive Summary

Gabaldon Central School was established on 1950, considered

as the biggest elementary school in the district of Gabaldon, it has
an enrollment of nine hundred six for school year 2021-2022.
Hundreds of learners graduated in the school yearly that means
hundred also of permanent records (form 137 or school forms 10)
left in the school. These records need to store and keep safe for
future use and references. These records are proof of their stay in
the school and can be additional paper requirement is different
occasion.

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 Executive Summary

These forms were stored only in the lower part of the wooden
cabinet in the principal’s office. Folders of graduates are hard to
find whenever they requested for it. Not properly stored and no
system in filling.

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 Executive Summary

Project FILES-R focused on the refreshing/updating and

proper safe keeping of all permanent records. Providing also soft
copy of list of graduates to verify easily the presence of the
graduate in the list. List of graduates saved and filed carefully in
the computers for easy locating names.

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1. Milestone
#1 Methodology

Assessing the present condition of the school records management

a. Get organize thru locating the present location of the different school records.
a. School head together with the teachers and ADAS of the school
check the present situation of the folders of the school form.
b. Old folders
c. Detached forms in the folders
d. Stored in open old wooden cabinet
e. Mixed forms in other folders
f. Filed not in alphabetical order
g. Missing pages of school forms
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1. Milestone
#1 Methodology

b. Learn from the teaching and non-teaching staff what they can say
about the current status of the school records management.

➢ Poor filling of permanent records

➢ Unprotected from natural calamities
➢ Confused filling
➢ Need to refresh
➢ Need to have s soft copy of the list
➢ Prepare a logbook

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1. Milestone
#1 Methodology

Continuous Improvement Team (CI Team)

Position Name Designation
Team Leader Carlota T. Caluducan School Principal-II
CI Documentation April Ann C. Arimbuyutan Teacher I
CI Observer Virinia Y. Cabungason Teacher III
CI Facilitator Criselda D. Somera ADAS III
CI Scribe Madonna Hernandez MLSB

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1. Milestone
#1 Methodology

This team shall work hand and hand to make the continuous
project made into reality. All teachers will also help when needed.
As we all know any work will become easier and happier when
shared to others.

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1. Milestone
#1 Methodology

c. Make a flow chart on the revealed conditions of school records

management
Arrange in
alphabetical
Pull out from order Laminating
the cabinet learners for Front Cover
every School
Year Store in
Steel
School forms
Cabinet
are filed
Assorting to Encoding List
different school Printing of learners in
Front
forms based on every school
School Year for
Cover Year

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1. Milestone
#1 Methodology

The above flow chart shall had observed by the team, each
activity come into realization. Easy one but the effect is lifetime as
we store permanent records of learners graduated in this school.

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1. Milestone
#1 Methodology

d. Based on the flow chart identify the priority improvement areas

Project School
FILES-R

Arrange in
the cabinet School Year for Cover
Pull out from forms based on alphabetical order Printing Front
different school learners for every
Assorting to School Year

Laminating
Front Cover

Encoding
List of
Filling in each separate folder per Learners
School Year

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1. Milestone 1. Analyzing the result of the assessment on school records management
#2 a. Do root cause analysis

Closest Does this

Performance What is
Logical suggest
Question Specific Questions Deviation distinctive
Comparison a
(Is?) about?
(Is Not) change?
Identify Unorganized filling of Properly labeled for Availability of
What is the problem? Yes
What? permanent records easy locating of forms records
Problem observed in To restore
Where is the problem Stored in a safer place
Location the proper restoration of all the permanent Yes
observed? or cabinets
Where? permanent records in the office records of
graduated learners
Take too long to locate Certification issued
Timing When is the problem first When an alumnus request for
their credentials for their permanent after confirming at Yes
When? observed?
records least two classmates
Magnitude How is the extent of the Difficult due to the numerous Easy location of
graduates yearly With ear tag Yes
How much? problem? permanent records

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1. Milestone 1. Analyzing the result of the assessment on school records management
#2 b. Develop a Solution based on the identified root cause

Solution to the identified Resources

Identified Problems
problems
Persons Involved
Needed
Remarks
Unorganized filling of •Label the folders Board paper Activity can be done
School
permanent records •Arrange the records alphabetically Laminating film for 3-6 weeks
Head
•Change the front cover into Durable Fastener
ADAS III
laminated one
MLSB
•Attach a list of learners
Contractual
• Put ear tag per school year
Problem observed in the •File the permanent records based on Steel cabinet Fund from MOOE
proper restoration of the oldest to the newest
permanent records in •Need a steel filling cabinet
the office •School year must be indicated CI Team
outside the cabinet
•Only one designated staff will
oversee records
When an alumnus •One day is not enough to locate the Request Fast service to client
request for their records of requested credentials In charge of records
credentials
Difficult due to the •Grade VI teachers will surrender Separate folders Fast service to client
numerous graduates credentials of graduated learners of original and
yearly upon graduation Grade VI advisers photocopies of
•Have a photocopy of the permanent permanent 27
1. Milestone 1. Analyzing the result of the assessment on school records management
#2 c. Conduct a meeting to finalize the Plan

Meeting with the teachers to discuss things regarding the

plan. Finalize the plan and with the approval of all the member
of the CI Team.

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1. Milestone 1. Analyzing the result of the assessment on school records management
#2 d. List of estimated materials indicated in the plan (steal cabinets, filling
box, expanded folders, board for ear tagging etc)

Particulars Estimated Cost

Steel cabinet 25,000

Filling box 3,000
Laminating film 800
board 500
Expanded folder 500
Total Cost 29,800.00

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1. Milestone 1. Analyzing the result of the assessment on school records management
#2 e. Conduct resourcing for the project

Due to unpredictable situations, resourcing is very difficult. Looking

for partners had already tapped for the supplies and materials for the
delivery of learning and safety of teaching and nonteaching staff.

Recycling and MOOE fund is the resources of this project.

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1. Milestone
Implementing the Plan
#3

a. use the suggested solutions to act on the problems

CI Team shall execute the solution following the step by step given in the
solution.
b. Acquiring steal cabinets to secure long term records, properly labeled with an
ear tags. Steal cabinets 
c. Refresh filling box and have a color coding. 
2. Book bind/ laminate important certificates and reports

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 SUSTAINABILITY

Gabaldon Central School shall continue

serving its alumni thru providing their
needed credentials in due time that they
need it. Properly stored permanent
Click icon to add picture records in a very safe and secured
cabinets. These are permanent property
and asset of the school that also tells the
story of the students graduated in the
school. A story of each learner that first
get their formal learning experiences in
school. Time passed and they will come
back to get records as references on their
records.
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 To sustain project the following must be observed:

• project Grade six adviser shall photocopy the permanent records of their
learner before surrendering to the records keeper
• scanned permanent records and soft copies of names must also provide
by the grade VI advisers
• logbook of requested forms will always available
• additional cabinets will be provided when needed
• secure original copy of inactive learners
• file of request form for records will also be kept
• only the designated records keeper shall serve the requester of forms.

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 Images are a great tool
for showing context
School is so pleased to serve with a
smile and confident that their needed
records are all available in the school
Full Bleed Picture even
for longer span of time. Their permanent
records will serve as an attachment
between graduates and school. Thru this,
school will be confident that this will be a
community school.

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 SDO NUEVA ECIJA
LEADERS’ACADEMY:
 
Capstone Projects for School Head

PROJECT FILES-R Click icon to add picture

(Facilitate Improved Location of Evident School
Records)

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 Application Project
Implementation Report

By
Click icon to add picture

CARLOTA T. CALUDUCAN
School Principal-II

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 JESSIE D. FERRER, CESO V
Schools Division Superintendent
Schools Division of Nueva Ecija
Brgy. Rizal, Sta. Rosa, Nueva Ecija

Sir:
 
I have the honor to submit to your good
office the report of my full implementation
Application Project FILES-R (Facilitate
Improved Location of Evident School Records)
this Leaders’ Academy Application Project aims
Click icon to add picture
to have a fixed, systematic and proper filling of
permanent records of alumni of Gabaldon
Central School, Gabaldon, Nueva Ecija.
Hoping for your favorable action and
  approval.
 
  Very truly yours,
 
 
  CARLOTA T. CALUDUCAN
School Principal-II
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   Recommending Approval:
 
RONILO E. HILARIO, CESE
Assistant Schools Division Superintendent

Approved by:
 
  JESSIE D. FERRER. CESO V
Schools Division Superintendent
 

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 Words from the
Client/Parents
 “Thank you for the service I did not wait that long”

“ Records are intact and secured”

“ Hindi na kami natatagalang maghintay sa

paghahanap maraming salamat”
Click icon to add pictures or go onli
“ Kaganda naman ng pagkakaayos ng mga
records ng school”

“ Maayos ang pagkaka file ng mga records

madaling hanapin”

“ Maganda ang naisip ninyo magdagdag na lang

ng steel cabinet sa  susunod”
 Words from the
Client/Parents

Click icon to add picture “ Madaling hanapin sa computer bago sa hard copy”

“ Kapag nakalimutan ang school year na nag

graduate click na lang sa computer, salamat”
 Words from the In- Charge
of Records

“ Mas madali ko ng pong hanapin ang mga files hindi ko na

Full Bleed Picture
kailangang isa isahin ang bawat folders”

“ Hindi napo natatagalan ang paghihintay ng mga magulang na

kumukuha ng records”

“ Sa susunod po mas maayos pa dahil magkakaroon na ng

scanned copy ang bawat permanent records
 November 15, 2022

SCHOOL MEMORANDUM
No. 18 s.2022
Meeting of all teachers Regarding the Proposed Project

To: All Teachers

All other concern

1. This is to announce the conduct of teachers’ meeting on November 18,2022 at 2 pm.

2. Agenda on this meeting will be presentation of proposal for the project entitled Project
School FILES-R-Facilitate Improved Location of Evident School Records
3. Participants to this meeting are all teaching and non-teaching staff.
4. Strict implementation of this school memorandum must observe.
 
 
CARLOTA T. CALUDUCAN
School Principal-II
 ATTENDANCE
Meeting of all teachers Regarding the Proposed Project
November 15, 2022
Name Signature
   
   
   
   
   
   
   
   
   

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 SATISFACTORY TOOL ON RELEASING CREDENTIALS /
PERMANENT RECORD
 
Direction: Please check your appropriate answer.

Category Always Sometimes Never

1. School provide needed information
2. School provide needed credentials
3. Person in the office is available
4. School contact number is available
5. School staff show courteousness
6. Needed report is always available
7. Permanent Records are intact in the cabinet
8. Secured learner's record
9. Record issued has dry seal
10. Intact request for forms 137 is visible.

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 Minutes of the Meeting 
Agenda:
1.Continuous Improvement implementation activity
 
2. Composition of the team
 
3. Suggestion for the improvement of the project
 
4. Other concern

The meeting was called for the implementation of the project for school heads’ capstone
which is entitled -Project R. Headed by the school head the she presented the proposal and
  approved by the body.
In motion of the master Teacher II, Mrs Julieta G. Portin they will cooperate in the
  implementation of the project.
The team will start as soon as possible and the help of all the teachers will be given when
  needed. Preparation of all the materials needed will be in the priority list of the school fund.
After getting all the approval of the body the meeting is adjourned.

Prepared by:
 
LIEZEL B. CABAUATAN
 GCS Secretary 45
MEMORANDUM
TO:
VIRGINIA A. CABUNGASON/Teacher III
APRIL ANN ARIMBUYUTAN/Teacher I
CRISELDA D. SOMERA/Administrative Officer
MADONNA HERNANDEZ/MLSB

From: CARLOTA T. CALUDUCAN

School Principal-II

SUBJECT: DESIGNATION AS CONTINUOUS IMPROVEMENT TEAM MEMBER

DATE: November 15, 2022
You are hereby designated as CI Team member effective today November 15,
2021 to June 30,2022 with the following functions:

a. Provides support to all activities related to the implementation of the project

b. Support the project up to its completion.
c. Give extra time to finish the project on time

This designation is in addition to your duties and responsibilities as teacher of

Gabaldon Central School and does not entail additional remuneration
Please be guided accordingly.
 Name of Application Project Proponent: AYELYN M. CRUZ
School Principal-II
 
Title of Application Project: PROJECT FILES-R
(Facilitate Improved Location of Evident School Records)
 
 
 
 
District M&E/Validation Team
 BENIGNO S. DIOZON
Public Schools District Supervisor
Chairman

JOSEPH VOLTAIRE DATU

School Principal IV
Co-Chairman

SONIA C. CORREA ROGELIO A. RAMOS PERLA Y. AYAP

Jr.
School Principal-I School Principal III School Principal I
 ASSESSMENT OF RECORDS

Milestone I
A. School Head assess the present
condition of the permanent records
 
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Meeting with the Continuous
Improvement Team

Click icon to add picture

50 50
 Records Filing before the project
Permanent Records were filed in the lower part of the cabinet with out any
safeguard
 

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 OLD FOLDERS OF PERMANENT RECORDS
Permanent records are filed/ labeled by half page of used
folders
 
 

Click icon to add picture

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 Ear Tagging
Folders need to have ear tag labeled with the school year for
easy locating the files
 

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 Ear
Tagging

 
STEEL CABINET
Click iconNewly
todelivered
add steel
pictures
cabinet to beor go
used onli
for filling
permanent records

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 Ear
Tagging

LABELED STEEL CABINET

New storage steel
Click cabinet forpicture
icon to add permanent records  
 
 

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 Online Meeting of Teaching and Non- Ear Tagging
teaching staff
Staff awareness in the continuous project to
be implemented by the school
 
 
   

Click icon to add picture

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 Laminating the
Earfront and back
coverTagging
of the folders

 
 

  Click icon to add picture

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 Soft Copies of Names of Graduates per School Year
Saved names of Alumni for easy locating the names
 

Laminating the front and back cover of the

folders
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 SORTING OF PERMANENT RECORDS
 
 

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Starting the assorting and alphabetizing the
permanent records
 

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 Parents while requesting
the permanent records
of their child

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Encoding names in the computer

  Click icon to add picture

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 Pictures of fixed folder of form 137
 

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 Functional cabinet exclusively for permanent records of alumni
 

Click icon to add picture

 

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Log Book for Requested permanent records

  Click icon to add pictures or go onli

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Continuous alphabetizing the permanent records

Click icon to add picture

 

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 Checking for the accuracy of the folders
 

Click icon to add picture

 

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 Encoding of Names
One whole day is not enough to encode names
 
 

Full Bleed Picture

 

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 Encoding of Names
Team is needed in encoding names
 

Full Bleed Picture

 

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Members of the team change old folders of permanent records 

Click icon to add picture

 

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Takes more days to arrange the permanent records in an
alphabetical order

  Click icon to add picture

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 POWERFUL
PRESENTATIONS!
Name: Carlota T. Caluducan
Birthday: March 27,1975 THANK YOU
Gender: Female
Position: School Principal-II
Years in service: 25 years
District: SDO Gabaldon Annex