Republic of the Philippines

Data Privacy Notice: Data and information in this form are intended exclusively for the purpose of this activity. Serving other
Department of Education
purpose not intended by the process owner is a violation of Data Privacy Act of 2002.
OFFICE OF THE ASSISTANT SECRETARY FOR YOUTH AFFAIRS AND SPECIAL CONCERNS

YOUTH COMEA MONITORING TOOL

This monitoring tool shall be utilized and filled out by all schools nationwide and must be submitted to their
respective Division Youth Formation Coordinator (YFC) for consolidation. The deadline of the submission will be
determined by their Division YFC.
I. Monitoring Tool
Name of School: ______________________________ School Year: ___________ Date Accomplished: ____________ School
ID: ____________________ Region/Division: __________________________________________________
Youth COMEA Chief Commissioner: __________________________________
Designation: _____________________
Date of Election: _________________ Time of Election: _____________________
Student Government Category: SSG SPG

Number of Candidates: ________________________ Number of Polling Precinct: _____________________

Election Period: ________________________________ Polling Precinct Station/s:
Campaign Materials Used: ______________________ ______________________
 Fliers  Posters
 Social Media Post Total Number of Qualified Voters: _____________
 Others (please specify): _________________________ Total Number of Actual Voters: ________________

Has there been any disqualification of a candidate? Mode of Election

 Yes Reasons: _____________________________  Manual  Blended
 No  Digital  Others (please specify): _____________

Composition of the Youth COMEA

Youth COMEA Commissioners:

Commissioner on Screening and Validation Commissioner Appointment
 Appointed  Appointed
Others (please specify): ___________________ Others (please specify): ___________________
Commissioner on Electoral Board Commissioner on Grievance
 Appointed  Appointed
Others (please specify): ___________________ Others (please specify): ___________________

Youth COMEA Permanent Committees:

Executive Committee Appointment Committee
Number of Members: ________ Number of Members: ________
Screening and Validation Committee Grievance Committee
Number of Members: ________ Number of Members: ________
Electoral Board Committee
Number of Members: ________

Number of meetings conducted throughout the election and appointment process: __________

Number of violations committed throughout the election and appointment process: ___________
List of Elected/Appointed Officers for the Supreme Pupil Government and Supreme Student Government
Number of complaints filed throughout the election and appointment process: ________________

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 Supreme Pupil Government Officers for SY: 2022-2023

Position Name of Pupil Grade level

President
Vice-President
Secretary
Treasurer
Auditor
Public Information Officer
Protocol Officer

Supreme Student Government Officers for SY: 2022-2023

Position Name of Student Grade level

President
Vice-President
Secretary
Treasurer
Auditor
Public Information Officer
Protocol Officer

Members of the Youth COMEA:

____________________________________ ____________________________________
Youth COMEA Commissioner Youth COMEA Commissioner

Prepared by: Validated by:

____________________________________ ____________________________________
Youth COMEA Commissioner Youth COMEA Commissioner

Approved by:

________________________________________________
Youth COMEA Chief Commissioner/School Head

Annex B

Republic of the Philippines

Department of Education
OFFICE OF THE ASSISTANT SECRETARY FOR YOUTH AFFAIRS AND SPECIAL CONCERNS
 YOUTH COMEA EVALUATION TOOL
Data Privacy Notice: Data and information in this form are intended exclusively for the purpose of this activity. Serving
other purpose not intended by the process owner is a violation of Data Privacy Act of 2002.

This tool shall be utilized by all division Youth Formation Coordinators (YFCs) for monitoring and evaluation
purposes during the conduct of the SPG/SSG elections in all schools nationwide.

Direction: Using the rubrics provided below rate how clear, appropriate, and complete the content of the Youth
Commission on Elections and Appointments is. Please do not leave any blanks unanswered, and elaborate
further by leaving remarks/comments.

Key Indicators 1 2 3 4
Clarity The content is not The content is The content is The content is
(Use of simple language) clear at all. The somewhat clear almost clear. totally clear. The
choice of words and but the choice of Although the choice choice of words,
arrangement of ideas words, grammar, of words, grammar, grammar, and
must be totally and arrangement of and arrangement of arrangement of
changed. ideas must be ideas can be ideas is easy to
reviewed and/or understood, it can comprehend and
revised. still be further implement.
improved.
Appropriateness The content is not The content is The content is The content is
(Suitability to the school appropriate at all for somewhat almost totally appropriate
situation; capability of the current setting in appropriate for the appropriate for the for the current
the implementers and of the school, the current setting in current setting in setting in the
the learners) capability of the field the school, the the school, the school, the
implementers, and of capability of the capability of the capability of the
the learners. It must field implementers, field implementers, field implementers,
be changed totally. and of the learners and of the learners and of the learners.
but it must be but it can still be
reviewed and/or further improved.
revised.
Completeness The content is not The content is The content is The content is
(Inclusion of needed complete. The somewhat almost complete totally complete as
information) guidelines to be complete but the but some it includes the
followed and factors guidelines to be guidelines must be necessary
to be considered must followed and added and some guidelines to be
totally be changed. factors to be other factors can followed and all
considered must be still be considered. other factors to be
reviewed and/or considered.
revised.

A. Content of the Youth COMEA

Key Indicators
Description Remarks
Clarity Appropriateness Completeness

I. Rationale

II. Scope
III. Definition of Terms

IV. General Principles and

Policies

V. Objectives

VI. Youth COMEA

Commissioners

VII. Permanent Committees

VIII. Election Campaign

IX. Student Organizations’

Election Guidelines

X. Homeroom Class
Organizations

XI. Student Organizations’

Appointment Guidelines

XII. Election Tabulation and

Validation

XIII. Declaration and Oath of

Office

XIV. Conduct of Meetings

XV. Complaints and Disputes

XVI. Offenses and Penalties

B. Implementation of the Youth COMEA

Direction: Whether evident or not evident, monitor the implementation of the school’s Youth COMEA and their compliance with the following areas before,
during, and after the conduct of SPG/SSG elections. Put a check mark ( ) if the area being monitored is evident or not. Please do not leave any blanks
unanswered, and elaborate further by leaving remarks/comments. The school’s Youth COMEA may attach or provide any means of verification, if
necessary.
EVIDENCE
AREAS TO BE MONITORED
Remarks
Evident Not Evident
[Kindly attach MOVs (Means of verification, if necessary.]
Before the Election/Appointment Proper,
1. The school’s Youth COMEA followed the SPG/SSG
Election Schedule as stipulated on DepEd Order
No. 34 s, 2022.

2. The school’s Youth COMEA issued a resolution

containing the schedule, specific guidelines,
modality, and other details regarding the
election/appointment proper.

3. The school appointed the School Head/Principal

as the Youth COMEA Chief Commissioner.

3. Before the election/appointment proper, the

Youth COMEA Chief Commissioner:

3.1. appointed the four (4) other members of the

commission who are teaching and non-
teaching personnel;

3.2. called and presided all meetings and/or

designated concerned commissioner to preside
for meetings related to the conduct of student
organization elections and appointments;

4. Before the elections/appointment proper, the

Commissioner on Screening and Validation:
 4.1. screened the Election Application Form (EAF)
and Appointment Application Form (AAF);

4.2. secured and submitted the final list of official

candidates;

4.3. validated the official results of the student

organization elections and appointments;

4.4. prepared notice of the meeting, minutes of the

meeting and resolutions related to student
organization elections and appointments;

4.5. disseminated information and facilitates

meetings and other related events for the
election;

4.6. managed effective record-keeping before the

election and appointment process;

5. Before the appointment process, The

Commissioner on Appointment approved or
disapproved the submitted requirements of the
appointees.

*To be answered if the school proceeded with

appointment of the officers.

6. Before the actual process, the School’s Youth

COMEA created five (5) permanent committees
namely: Executive Committee, Screening and
Validation Committee, Electoral Board Committee,
Appointment Committee, and Grievance
Committee.

6.1. The Executive Committee acted as the

administrative officer and overseer of the
proceedings of the conduct of elections and
appointments and was chaired by the Chief
Commissioner.

6.2. The Youth COMEA Chief Commissioner

 decided the total number of members per
committee.

6.3. Each commissioner of the Youth COMEA

decided the composition of their respective
committees from teaching and non-teaching
personnel, including learners.

7. Before the election process, the campaign

period covered five (5) school days beginning on
the announcement of official list of candidates
and ended immediately before the Election Day.

7.1. Campaigns were only allowed during the

prescribed period set by the Youth COMEA
and done in such a manner that classes and
other school functions were not disrupted.

7.2. Depending on the modality of the elections:

7.2.1. In the event of virtual campaigns, the
Electoral Board Committee utilized the
social media platform set upon by the
Youth COMEA.
7.2.2. For face-to-face modality, candidates
engaged in a classroom campaign
limited to ten (10) minutes.

7.3. All campaign materials were regulated and

approved by the Youth COMEA prior to
posting, dissemination and publication.

7.4. Impersonation in any form were considered an

election offense and violation.

7.5. No candidate or unauthorized person

removed, destroyed or slandered any
campaign material of a candidate.

8. Before the election process, the candidates

submitted the accomplished and completed EAF
to the Youth COMEA.
9. Before the election process, the Youth COMEA:
9.1. facilitated the filing of Election Application
Form (EAF);

9.2. disseminated the schedule and the conduct of

elections for S.Y. 2022-2023.

9.3. announced the Official List of Candidates and

distributed the official ballots for the conduct
of student organization elections for S.Y
2022-2023.

10. Before the appointment process, the Student

Organization Adviser:
10.1. selected possible appointee/s and facilitated
the accomplishment of the certificate of
endorsement and appointment form; and

10.2. submitted the accomplished certificate of

endorsement and appointment form to the
Youth COMEA.

11. Before the election/appointment process, the

conduct of meetings observed the standard of the
parliamentary procedures and were attended by
all Youth COMEA Commissioners; and

11.1. The Youth COMEA Chief Commissioner, as

the Presiding Officer of the meeting, casted a
vote to break the tie in arriving at a certain
decision.

During the Election/Appointment Proper,

12. The Youth COMEA Chief Commissioner
 supervised the student organization elections
and appointments.

13. The Commissioner on Screening and Validation

managed effective record-keeping during the
election/appointment process.

14. The Commissioner on Electoral Board conducted

and facilitated the voting process and performed
such functions prescribed by the rules and
regulations promulgated by the Youth COMEA.
15. During the appointment process, the
Commissioner on Appointment exercised the
power to appoint wisely, by appointing only the
learners who are fit and qualified for the position.

16. Depending on the modality of the elections:

16.1. for manual election, voting procedures and
canvassing of votes were done in a face-to-face
set-up; while

16.2. for digital election, the school used the

existing electoral procedure or adopted from
other schools.

17. During the election process, the voters

carefully followed the instructions in casting
their votes and referred to the student
organizations election procedures.

18. During the appointment process, the Youth

COMEA evaluated and validated the certificate
of endorsement and appointment form and came
up with official list of school’s newly appointed
officers in S.Y. 2022-2023, signed and
proclaimed by the Chief Commissioner, and
endorsed to the Division’s Youth Formation
Coordinator.

After the Election/Appointment Proper,

19. The Commissioner on Screening and Validation:
19.1. managed effective record-keeping after the
election and appointment process.

19.2. submitted the final results to the Chief

Commissioner; and

19.3. posted the final results of the student

organization elections in visible places.

20. The Commissioner on Appointment issued and

recommended the Appointment Form to the
Youth COMEA Chief Commissioner for approval.

21. After the conduct of elections and as soon as

the casting of the vote was done, the votes were
counted in a place designated by the Youth
COMEA. For digital/online voting, validation of
votes was not delayed nor postponed.

21.1. If two or more competing candidates tied, a

toss coin was done by the Youth COMEA.

22. After the election process, the Youth COMEA

Chief Commissioner approved the official results
and other documents of the student organization
elections and appointments.

23. After the election process, the Youth COMEA:

23.1. validated and proclaimed the winner/s
accumulating the highest number of votes;

23.2. presented the official results certified by all its

members; and

23.3. declared the official list of winners duly

certified and conducted the oath-taking of the
new set of officers.

24. After the election/appointment process, a

learner or student organization alleging a
violation of the Youth COMEA Guidelines filed a
 complaint.

*If evident, proceed to 25. If not evident, proceed to

25. If evident, the complaint contained:

25.1. Specific section/s of the Youth COMEA
Guidelines or the Constitution and By- Laws
violated; and

25.2. A detailed statement of the facts surrounding

the alleged violation including the date and
time.

26. If evident, the election complaint was filed before

the election official results were announced.

27. If evident, the Commissioner on Grievance has

reviewed and validated the written complaints
and convened with other commissioners and/or
concerned personnel in resolving issues and
complaints to ensure fair and just decision.

28. If there was a filed complaint, the Youth COMEA:

28.1. determined whether the probable cause of the
violation has occurred; and

28.2. kept a written record of all meetings, evidences

and testimonies heard. Based on findings, the
ruling was made within 72 hours.

29. The Youth COMEA issued penalties to any

candidates who did not comply with the election
guidelines and were subjected to the following:
29.1. warning -1st offense
29.2. reprimand -2nd offense
29.3. disqualification of a candidate to hold an office
or any penalty deemed appropriate.