INTRODUCTION
Embedded Files
In recent years, particularly during the pandemic, the established source of information within Philippine Science High School - Main Campus has been social media. Pisay Direct, a Facebook group for the community, and other Facebook pages run by student-led organizations or for faculty-organized events, have been used to announce events, class suspensions, and open competitions, as well as advertise and boost the projects of curricular and extracurricular groups alike. News of student activities and events are also broadcast through chats and forums on platforms such as Facebook Messenger, Discord, and Telegram, relayed from the student council through the batch and class councils to the body as a whole. Correspondence through the PSHS school email, which comprises miscellaneous formal communications, has also become more common.
However, this system mainly operates on digital or online platforms and is mostly headed by the student and faculty community. While the school provides internet connections, network connectivity on campus is often inconsistent and unreliable. On the other hand, the return to face-to-face classes has opened up an opportunity for physical information dissemination using the several bulletin boards located inside school buildings. But the management of these bulletin boards before lockdown was limited to approving the content of announcements and notices.
OBJECTIVES
ASSESS
ASSESS
current status of information reception of the community
CREATE
CREATE
proposals for a management framework for the usage of bulletin boards in line with the current system of information dissemination via design thinking principles
IMPLEMENT
IMPLEMENT
initial approved proposal for a period of time
ANALYZE
ANALYZE
impacts of trial implementation to improve and revise the framework
RECOMMEND
RECOMMEND
steps and modifications for future development of a final framework
IMPLEMENTATION
Interview with Various Division Heads
Interview with Various Division Heads
The heads of the SSD, the FAD, and the DSA were consulted in order to understand the approval process for posted materials. The interview with Sir Benigno Montemayor Jr., the DSA Chief and our project adviser, confirmed the lack of a management system for physical information dissemination through the bulletin boards.
Thoughts of the Community
Statements for Pre- and Post- Assessment Surveys
I get pertinent information on administrative concerns (e.g. policy changes, services of school divisions, etc.)
I receive timely updates on school matters (e.g. school, schedule, extra and co-curricular activities, health reports, etc.)
Details on school-led events (e.g. Humanities Festival, YMSAT, etc.) are not properly displayed
Information is presented in an organized and digestible manner.
Using the boards to spread information is effective and reliable
The bulletin boards are not properly maintained (i.e. posts are not taken down shortly after the relevant timeframe).
I do not know how to use the bulletin boards to disseminate information.
The process for bulletin boards usage is unclear and confusing.
Using the bulletin boards to publicize my or my organizations' activities is inefficient.
Bulletin boards inform me of personal or organizational [sic] activities happening in school.
Framework Design
Framework Design
Taking the community feedback into account as much as logistical considerations allowed, an Internal Rules and Regulations (IRR) (bit.ly/PisayNewlletinIRR) document was presented to Ma’am Sarah Eisma and Sir Montemayor outlining basic guidelines and purposes for posting. The bulletin boards on the ASTB side of the BLOB were designated for administration posts, and those on the field side were designated for student and student org posts.
To address the timely clearing of materials without bypassing the actual administration approval process, a Content Commission Form (CCF; see below) was created to track posts and their duration on the board.
Implementation of Designed Framework
Activity proposal and venue reservation forms were filed in order to implement a trial of the proposed framework on the bulletin boards in the BLOB. Blank copies of the CCF were placed in the DSA as coordinated with Sir Glenn and Sir Montemayor, and a Google Form version was also opened.
RESULTS
An improvement was observed in the responses to Statements 1, 2, 4, 5, and 10. These mainly concern information reception; these differences in ratings may therefore indicate an increase in satisfaction of the students regarding the utility of the bulletin board posts.
While response to the rest of the statements seem to have no significant changes in distribution, response to Statement 9 seem to show a decrease in satisfaction as a person who wants to publicize their personal or organizational activities. This may be due to the fact that previously, without need for a CCF, common practice was for teachers to post materials on behalf of their supervisees. A few of the CCFs filed were also incomplete at first, usually missing the signature of the teacher-in-charge, which is required on some forms but in practice is loosely monitored. Both of these results may also be due to unfamiliarity with the proposed framework, so the project advisor suggested posting a sample CCF and link to the IRR on the bulletin board. Another issue is the database used to track the data from the CCF posts; there is not yet a final standardized database, although there is a file tracking both physical and online submissions of the CCF.
SUSTAINABILITY
Regardless of which direction the project will take for the continuity of its implementation, the project is designed to be used as a potential framework for similar initiatives in the future that give back to the community through promoting volunteerism and public service. The designed IRR will be available online accessible through a link posted at the bulletin boards with other data left in the hands of our coordinating body, the DSA.
CONCLUSION AND RECOMMENDATIONS
The establishment of management for the bulletin boards provided a simplified process on how to use them which is easily accessible. This helps anyone interested in posting on the boards as the implemented framework gives them the information needed to use the boards which may not have been purview to them before. As seen from the gathered results, there has been an overall improvement of the bulletin boards, including a neater appearance, better organization, and more regularly updated contents
As discussed, there has been an issue regarding the tracking of posts. Moreover, time may have been used quite inefficiently as we may have asked for updates from the DSA and checked with each other too frequently. Fortunately, these are internal matters which effects may not have been apparent to the community. For continued implementation, our current remedy of a tracking file is recommended.
Moreover, assigning a daily time for checking these files may prove to increase efficiency. From the results, there also seems to be a decrease in satisfaction with using the boards to publicize their personal or organizational activities. A possible future solution to this would be to try and make the bulletin boards more presentable to attract more attention.
Making all information dissemination under one management system can make the overall flow of information smoother and easier to handle. Other potential places for information dissemination are the bulletin boards between the front extension of the SHB and the library as it seems to be part of a frequent pathway for students. Some kind of organization system for the contents of the bulletin boards is recommended, although it should still allow room for creativity. In connection, the supervising body should give examples of creative posting using the administrative announcements.
Reflection
SS-Reflection-Video-1.mp4Page updated
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