This chapter presents the various field supervision and monitoring activities to be done during the 2022 CBMS. Also discussed in this chapter are guidelines on field editing of CBMS forms/questionnaires as well as some pointers on how to handle enumeration and other problems encountered in the field.
A. Supervisory Activities for Field Monitoring
Close supervision, continuous monitoring of the progress of enumeration, early detection of the problems encountered during the data collection, and taking appropriate actions on these problems are some of the necessary activities that should be done to ensure the success of the CBMS. Specifically, the supervisory activities that should be undertaken by all supervisors are as follows:
1. Observing Interviews Conducted by ENs
The Head CBMS Area Supervisor (Head CAS), CAS, and Team Supervisor (TS) should observe an enumerator (EN) while conducting an interview. This is required so that the performance of the ENs could be monitored. However, it is important that the EN should not be interrupted while the interview is ongoing. They should merely note down their observations and comments on CBMS Form 16 (Observation Record) while the interview is in progress. The observations and suggestions must be discussed with the EN right after the interview. In this way, the errors committed can be corrected immediately. The Head CAS, CAS, and TS should closely supervise the ENs especially during the first few days of enumeration. They should spend more time observing/supervising “indecisive ENs”, or those ENs who have relatively poor quality of work, hence, do not meet the standard output. ENs must be able to undertake four (4) to five (5) household interviews each working day.
The CAS and TS should be aware of the common errors committed during a CBMS interview such as incorrect identification of points and/or plotting of geographic symbols on the map, incorrect filling out of the CBMS forms, improper way of asking questions, failure to follow skipping patterns in the questionnaire, failure to ask the probing questions that will avoid omission of household members, inability to obtain a successful interview of all households, and incorrect geotagging and mapping implementation.
The detailed instructions in accomplishing CBMS Form 16 (Observation Record) will be discussed in Chapter IX (Instructions in Accomplishing Other CBMS Forms) of this manual.
The standard quota for a Head CAS in terms of administration of CBMS form 16 is observation of one (1) to two (2) observations per EN within 10 working days. Meanwhile, a Head CAS will also be tasked to undertake two (2) to three (3) household reinterviews per week for two weeks using the CBMS Form 17 (Spotcheck and Reinterview Form).
CAS, on the other hand, must observe the performance of the TS once or twice per TS/EN using the CBMS Form 16. CAS will also be tasked to undertake two (2) to three (3) household reinterviews per week for two weeks using the CBMS Form 17.
A TS shall be in-charge of observing the performance of duties of all his/her ENs under his/her supervision. He/she may conduct observation using the CBMS Form 16 once or twice per EN. He/she shall undertake one (1) to two (2) spotchecks/reinterviews per day using the CBMS Form 17.
2. Field Editing of the Accomplished Questionnaires
The Head CAS, CAS, and TS shall scrutinize/edit all accomplished CBMS Forms 1, 2, 3, and 4. The detailed instructions in the scrutiny/editing of these questionnaires are discussed in Chapter VIII (Field Editing of Questionnaires) of this manual.
3. Reinterview/Spot-checking of Accomplished CBMS Questionnaires/Forms
The Head CAS, CAS, and TS should ensure the complete enumeration of all households in their respective areas of assignment. With the ENs, they shall also exert efforts in collecting/verifying information about the barangay through the CBMS Form 4 and the city/municipal LGU through the CBMS Form 7 (Municipal/City LGU Data Sheet).
The ENs were instructed to post a CBMS Form 8A or CBMS sticker on a conspicuous place of the building/house being occupied by a household, indicating that the household had already been interviewed. The barangay LGU which was interviewed for/verified to have answered the CBMS Form 4 shall also be given a CBMS Form 8A or CBMS sticker. If no sticker had been posted, the supervisors should inquire whether the household had been already interviewed by an EN. In the case of barangay LGU, the supervisor should inquire from the Punong Barangay/barangay LGU personnel/official if the TS or designated CBMS personnel visited them for interview or data verification. All occupied and vacant buildings/houses should also have a sticker.
Check the area for possible inaccurate coverage of households especially along barangay/EA boundaries, and omission of households and service facilities, government projects and natural resources situated in isolated parts of the barangay/EA.
Spot-checking and reinterviewing of households using CBMS Form 17 (Spot-check and Reinterview Record) is done to verify if the EN adheres strictly to the CBMS concepts and definitions and to the prescribed procedures in conducting a personal interview for the CBMS.
Entries in the CBMS Form 17 should be compared/matched by the supervisor against the corresponding CBMS Form 2. If there is any discrepancy in the responses given, especially if they had the same respondent, the supervisor should promptly discuss the matter with the EN. It is important that doubtful entries are verified with the household and corrected/resolved promptly/immediately while the EN is still in the area. Moreover, a reinterview should be done in areas with suspected incidents of padding and those areas that showed abrupt change (increase or decrease) in population counts or number of households. In other words, reinterviews are recommended in areas known to have a history of gross overcount or undercount of population in previous censuses as they are more likely to have similar problems in the CBMS. The detailed instructions in accomplishing CBMS Form 17 will be discussed in Chapter IX (Instructions in Accomplishing Other CBMS Forms) of this manual.
4. Conduct of Weekly Meetings of TS and ENs
Before the start of the enumeration, the TS must call a meeting with the ENs to discuss strategies that will facilitate enumeration in the areas of assignment. The TS should meet with each EN at least once a week. He/She should also schedule weekly meetings to check on the progress of his/her ENs’ work. The ENs should submit all accomplished questionnaires and duplicate copies of CBMS Form 11 (Daily Accomplishment Report of EN) during the weekly meetings, preferably every Wednesday. Based on the CBMS Form 11 submitted by the ENs, the TS should prepare his/her own accomplishment report using CBMS Form 12 (Weekly Accomplishment Report of the Team Supervisor) for each barangay/EA under his/her supervision.
Moreover, during the weekly meetings, the results of the observations/spot-checks conducted by the TS during the enumeration should be thoroughly discussed. Specifically, the TS must point out the errors committed by ENs and give suggestions on how such errors could be avoided. Also, the TS should record in his/her CBMS Form 12 or through the CBMS Mobile Application recommendations/observations about the questionnaires/operations and as well as the incident reports or problems referred to him/her by the ENs and the corresponding actions taken.
To properly account for all the accomplished paper questionnaires/forms that the TS receives from his/her ENs during in each meeting, the TS, while he/she is still with the EN, should arrange the accomplished paper questionnaires/forms in ascending order:
- household serial number by barangay/EA (for households);
- Barangay code based on the Philippine Standard Geographic Code (PSGC) (for barangays).
Editing of questionnaires, encoding of accomplished forms (in the case of data collection using a printed form/questionnaire) in the tablet, and submission of electronic responses to the CBMS Forms to the data server while on CBMS field work headquarters can also be done during this weekly meeting.
5. Conduct of Weekly Meetings of CAS with the TSs
The CAS are required to meet with his/her TSs, preferably every Friday to discuss the progress of enumeration in their respective areas of assignment using the CBMS Form 1, CBMS Form 12 or updates through the CBMS Mobile Application as references. He/She may also call for a meeting of the TSs and ENs of a team, whenever necessary.
During the regular meeting, the TS should submit to the CAS all accomplished paper questionnaires/forms, and data files through the server. The TS should also submit to the CAS the accomplished CBMS Form 11 that he/she collected from his/her ENs.
The accomplishments of the EN and TS may be based on the accomplishment report and/or CBMS Form 1 that is automatically generated from the CBMS Mobile Application designed for the purpose.
Based on these information, the CAS should be able to assess the progress of the work of his/her TSs and ENs. Also, during these weekly meetings, the TSs should discuss with the CAS the problems that they encountered in the field, the performance of their ENs, among others. The CAS should then record in his/her CBMS Form 13 (Weekly Report of CAS) or through the CBMS Mobile Application recommendations/observations about the questionnaires/operations and as well as the incident reports or problems referred to him/her by the TSs and the corresponding actions taken.
6. Conduct of Weekly Meetings of Head CAS with CASs
The Head CAS is required to meet with his/her CAS every Monday to discuss the progress of enumeration in their respective areas of assignment. He/She may also call for a meeting of the TSs and ENs assigned to his/her CAS, whenever necessary.
During the weekly meeting, the Head CAS should provide instructions on how to deal with recurring major issues and concerns in data collection, issue reminders on standard protocols/guidelines that are often overlooked during the enumeration period, and in field editing of CBMS questionnaires/forms. He/She should also use meetings to disseminate information/instructions from the PCCT/PSO-CSS and address questions of CASs. He/She can also get updates on the ICT use and challenges among CASs, TSs and ENs, and provide guidance whenever necessary.
The CASs should also bring their tablets with data files and accomplished paper questionnaires/forms during these weekly meetings with Head CAS for these to be submitted physically using a CBMS Form 9 (Transmittal and Receipt Form) and electronically by sync uploading their data files to the server using Wi-Fi and 3G/4G/LTE/5G connections available in the meeting site.
The Head CAS can take the opportunity to review submissions from CASs during these weekly meetings.
7. Progress Monitoring
During the weekly meeting of TS and CAS, the TS should report to his/her CAS the progress of enumeration in his/her areas of assignment. The PCCT in close coordination with Head CAS should check and update the progress monitoring forms prescribed by the PSA CBSS.
For cities and municipalities that will be using CAPI and CAWI methodologies, CBMS Management Information System (MIS) application will also be used by the HCAS, PSA PSO, RSSO, CO and the city/municipal LGU to monitor progress in data collection and data processing. Chapter IV of this manual presents the features of the MIS. A supplementary set of guidelines/user manual may be issued for the use of the CBMS MIS.
8. Replacement of “Weak/Indecisive” TSs or ENs
The TS or EN may be replaced if he/she has unsatisfactory performance in terms of quantity and quality of work. The CAS, upon assessing the performance of the TS or EN must recommend to his/her Head CAS the replacement of a TS or EN who:
a. does not work in his/her area of assignment as required; b. asks someone else to do the CBMS work on his/her behalf; c. fabricates data; d. intentionally omits to interview qualified respondents; e. violates confidentiality of information policies (Section 10 of RA No. 11315, and Section 26 and 27 of Republic Act No.10625) as well as data privacy policy (Data Privacy Act of 2012); f. behaves unethically (for instance, under the influence of alcohol or illegal drugs while conducting an interview); g. does not correct his/her errors immediately; h. does not exert enough effort in convincing households/barangay officials to cooperate and agree to be interviewed; i. intentionally loses or destroys ICT equipment assigned to him/her; and j. is reported/observed in multiple instances as exhibiting unruly behaviour towards respondents.
The PSO shall maintain a record of performance of all hired CBMS personnel. This information can serve as a basis for hiring of personnel for the future CBMS and other data collection activities in the PSA.
Updates in the roles due to turnovers or entry of new CBMS hired personnel shall also be recorded by the PSO/PCCT with the assistance from Head CAS in the CBMS MIS.
9. Accomplishment of the CBMS Form 4 – Barangay Profile Questionnaire
The TS is tasked to undertake data verification for the barangays which responded via CAWI and to administer the CBMS Form 4 in every barangay within his/her area of jurisdiction. He/She may ask the assistance of the EN in accomplishing/verifying this form, if needed. The CAS may also provide assistance in the CBMS Form 4 administration as may be necessary especially in cities and municipalities with many barangays to be covered. The instructions in accomplishing this form are discussed in Chapter VI (Instructions in Accomplishing CBMS Form 4) of this manual.
10. Accomplishment of the CBMS Form 19 - Certification of Punong Barangay
If there is only one (1) EN assigned in a barangay, the EN will be responsible for having the CBMS Form 19 signed by the Punong Barangay or any authorized barangay official. However, if the barangay is divided into two (2) or more EAs, it should be the responsibility of the TS to have this form signed upon completion of the enumeration work in the barangay. The certification refers only to the conduct of enumeration in the barangay. The CBMS Form 19 should be submitted together with the last set of accomplished CBMS Form 11 for the EA/barangay.
Illustration. CBMS Form 19 (Certification of Punong Barangay)
B. Handling Enumeration and Other Field Problems
All supervisors should always make themselves available for the prompt resolution of problems related to the listing and enumeration. The following are the suggested solutions to the common problems that may arise during the CBMS fieldwork:
1. Callbacks
The supervisor should advise the EN to plan the callbacks efficiently so that the schedule of the EN will not be greatly affected. For households, callbacks may be made in the late afternoon or evening, or on a Sunday or holidays when people are most likely to be at home. For callbacks with the Punong Barangay or barangay personnel for the CBMS Form 4, the TS concerned is encouraged to schedule an appointment with the authorized respondent.
The supervisor should also remind the EN to use the CBMS Form 10 (Appointment Slip to the Household/Barangay Official) in making an appointment with the household that was not interviewed during the first or second visit. If CAPI is being implemented, the EN/TS shall use the CBMS Mobile App to record the appointment schedule (date and time). The supervisor shall also remind the EN and TS to be on time during such appointment.
There may be instances wherein a household cannot be interviewed even after several callbacks. In such cases, the supervisor should accompany the EN to interview the said household. As a last resort, the EN may obtain information about the household from the neighboring households and/or other reliable sources. The supervisors should be informed if this was the strategy done by the EN.
The CBMS Form 10 should also be used by the TS to set an appointment with the Punong Barangay or barangay personnel/official who is identified as the authorized respondent for the CBMS Form 4.
During callbacks for the CBMS Form 4, the Interview Record Panel should record the actual date of interview. The TS should input the date and time of first visit but failed to undertake an interview in the Remarks portion of the Interview Record Panel. In the case of callbacks for the CBMS Form 4 with partial responses from previous visit, the TS should record in the Remarks portion the time and date the interview resumed.
There may be instances wherein a barangay LGU cannot be interviewed even after several callbacks. In such cases, the CAS should accompany the TS to interview the said barangay LGU. Furthermore, the CBMS Form 4 can be accomplished through means other than face-to-face interview (CAPI and PAPI), namely: CAWI and self-administered questionnaire.
The following are some situations that may necessitate a callback: a. No responsible household member who can serve as respondent at home (for CBMS form 2), or no barangay personnel present in the office (for CBMS Form 4); b. Respondent is busy; or c. Household/barangay personnel is/are away for some time.
2. Refusals
The supervisor should exhaust all possible means to persuade the respondent to cooperate and be interviewed. He/She may ask for the assistance of the officials of the barangay or homeowner’s association, if necessary. He or she may show a letter from the city/municipal Mayor endorsing the CBMS data collection activity.
If the number of refusals in an area indicates a “planned refusal” campaign or resistance of some sectors in the area toward the CBMS activities, the TS may ask for the assistance of the officials of the barangay or homeowner’s association.
If the TS still fails to obtain an interview even with the assistance of the officials of the barangay or homeowner’s association, the TS should notify his/her CAS about the situation. The CAS should discuss this with the Head CAS for further appropriate actions.
Note: However, under RA No. 11315 participation in all data collection activities is purely voluntary. Respondents may refuse to answer any question or reveal any information at any point, or terminate data collection activities with no further action needed. But then, the TS/EN should be able to mention to the respondent that their nonresponse or refusal will also mean that they might not be included in the identification of target beneficiaries of the LGU and national government agency/ies (NGA) social development programs.
In the case of refusal/nonresponse or failed callbacks due to no-show of target respondent for the CBMS Form 4, guidelines in Chapter VI – Section I (Dealing with Refusal and Nonresponse in Barangay Profile Questionnaire) may be able to help address the issue.
3. Households with Incompletely Filled Out Questionnaire
For incompletely filled out questionnaires, the TS should require the EN to revisit the household. However, if the EN cannot make such a revisit, the TS may revisit the household himself/herself to complete the entries in the questionnaire.
If the respondent refuses to respond or does not know the answers, the EN or TS may seek the help of the other members of the household in providing the needed information.
If the EN missed out the administration of CBMS Form 3 (Waiver/Consent Form), the TS should request the EN to revisit the household to solicit their response to the said form.
4. Households in High-rise Buildings and Exclusive Villages
If the residents in these areas refuse to be interviewed, coordination with the Punong Barangay and/or president of the homeowner’s association or building administrator should be tried to provide them with the printed CBMS Forms 2 and 3.
5. Homeless or Persons Living in the Streets or Public Spaces
For the 2022 CBMS, homeless persons or those living in the street or public places/spaces who have no usual place of residence or are not certain to be enumerated elsewhere should be listed and geotagged where they are found.
PSO-CSS, together with the Head CAS, CAS, TS, and other PSO staff should strategize on the best way to enumerate the homeless population. Coordinating may also be done with the concerned city/municipal/barangay LGU officials, as well as with other government agencies such as the Department of Social Welfare and Development, and among others.
Please be reminded that the objective of the CBMS is to provide evidence-based data that can be used by NGAs and LGUs for targeting beneficiaries with the ultimate goal of addressing poverty in the country. Thus, homeless and persons living in the streets or public spaces should be covered in the CBMS.
6. Enumeration of Households and Barangays in Critical Areas
An area is said to be critical when it is: (a) hotspot for election; (b) an area where there is ongoing spread of disease or epidemic/pandemic (e.g., high risk areas and with localized lockdowns due to COVID-19) or (c) has a peace and order problem, among others. The PSO-CSS/PCCT through the Head CAS shall provide the CBMS personnel with a list of pre-identified critical areas in the city/municipality.
Unexpected occurrences of natural disasters (e.g., volcanic eruption, earthquake, landslide, etc.) may also pose danger for CBMS personnel. Thus, these areas may suddenly be identified as critical areas. If during the course of enumeration, an EA suddenly becomes a critical area, the TS should immediately inform his/her CAS to discuss the best strategy to adopt in such a situation.
The CAS, in turn, should promptly inform the Head CAS or PSO-CSS by phone, text message or through the fastest possible means about the existence of emergency in any critical area in the city/municipality/barangay/EA assigned to them. This is very important especially when the occurrence of such an event would endanger the life, safety, and security of the CBMS field workers and/or hamper the CBMS operations.
After addressing the situation, the Head CAS or PSO-CSS should record and file the incident in the Supervisor’s application so that the PSA Central Office/CBSS is made aware of this. Incident reports on such are important to be recorded, as these will help the CBSS and PSA prepare for the future occurrences of these incidents.
Note that incident reports shall also be recorded and sent to the PSA server via the CBMS Mobile Application by both the supervisors and ENs for documentation and possible action by the PSA central office.
7. Presence of Temporary Evacuation Centers for Conflict or Disaster/Calamity-Affected Areas
Seek the assistance of the concerned city/municipal/barangay LGU officials in gathering information on the households in the temporary evacuation center:
- Expected duration or length of stay in the temporary shelter/evacuation center
- Addresses/areas where they came from
- Number of households and barangays affected
The Head CAS, CAS, and TS should discuss with the concerned EN and city/municipal/barangay LGU officials on the best strategy to enumerate the households in temporary evacuation centers. The city/municipal statistician and/or LGU focal person may be contacted as well in order to manage the data collection situation.
The Head CAS or PSO-CSS are also advised to record and file the incident in the Supervisor’s application so that the PSA Central Office/CBSS is made aware of this. Incident reports on such are important to be recorded, as these will help the CBSS and PSA prepare for the future occurrences of these incidents.
8. Political Intervention
The supervisors concerned should report to PSA when a political intervention occurs such as when LGU officials prevent the enumeration in the EA, or require copies of CBMS questionnaires/forms or data files showing personal information about specific households and persons, as well as counts of households and counts of persons in their areas of jurisdiction while the enumeration is ongoing.
Bounded by the Oath of Data Privacy, policies on Data Privacy Act of 2012, and confidentiality of information in RA No. 11315 or the CBMS Act, the Head CAS, CAS, TS and EN should not engage with LGU officials not authorized to have access to the CBMS data. If faced with such instances, the Head CAS/CAS/TS/EN should also inform the PSO-CSS, who should in turn elevate the matter to the CSS of the Statistical Operations and Coordination Division (SOCD) of the PSA Regional Statistical Services Office (RSSO).
The PSO-CSS and SOCD-CSS should discuss the appropriate actions to take. This concern may be raised during the meeting of the local CBMS coordinating board. Replacement of CBMS hired personnel and formal report to appropriate authorities are possible options if political interventions are proven to have happened.
As part of CBMS hired personnel’s commitment to data quality and data privacy, the Head CAS, CAS, TS and ENs are required to adhere to the PSA-led CBMS standard protocols and observe professional independence, statistical confidentiality, data security and objectivity in all of their activities.
9. Accidents or Injuries among CBMS Personnel
The supervisor should immediately inform the Head CAS or PSO-CSS within 72 hours by any fastest possible means of communication about any accident met by the CAS, TS, or EN in the course of CBMS work. A written report containing the full details of such accident should be subsequently submitted to the Head CAS. Reporting should be done by the immediate supervisor of the CBMS personnel who met the accident, that is, the TS for his/her EN, the CAS for his/her TS, and Head CAS for his/her CAS. Following the hierarchy of supervision and communication flow, the Head CAS will ensure that all incidents are reported immediately to the PCCT/PSO-CSS for appropriate action and possible assistance.
The Head CAS should assess if the CBMS personnel (CAS, TS, or EN) can still continue with the assigned task during the prescribed period. In case the personnel can no longer perform the assigned task, the Head CAS will recommend for his/her replacement and take back all CBMS questionnaires/forms, ICT equipment/gadgets (e.g., tablet, powerbank, charger, etc.) and materials from the personnel.
10. Lost or Damaged ICT Equipment, CBMS Forms and Materials
CBMS questionnaires/forms, ICT equipment/gadgets and materials that are lost or damaged should be reported immediately to the CAS through the TS. The CAS, in turn, should likewise report the matter to the Head CAS or PCCT/PSO-CSS for immediate action.
In the case of lost tablet due to theft or damaged tablet due to criminal act encounter or accident, the CAS/TS/EN concerned is required to present a photocopy of the blotter or affidavit documenting the reason for the loss or damage to the tablet because of crime/accident. Procedures will be implemented to hold accountable persons due to loss of the tablet.
If for some reasons, the data files of the accomplished CBMS questionnaires/forms were lost from the tablet, reporting should be done by the CBMS personnel concerned to immediate supervisor, that is, the TS for his/her EN, the CAS for his/her TS, and Head CAS for his/her CAS. The raw database of the PSA should have the latest file copy of accomplished CBMS questionnaires/forms if these were previously submitted to the server. The PCCT/PSO-CSS shall coordinate with the PSA CO to check the data files of that tablet/personnel in the PSA server.
If the data files of the accomplished CBMS questionnaires/forms are not yet uploaded in the raw database or were lost/destroyed, the EN/TS concerned will have to undertake reinterview of the households. The BPQ CAWI data and information, on the other hand, are to be handled with care so that these are not accidentally deleted/revised. Reinterview of barangay personnel will be needed if BPQ CAWI data previously submitted are lost or destroyed.
11. Intermittent or No Internet Connection
Internet connection is a staple in the implementation of the 2022 CBMS. The Head CAS and PCCT/PSO-CSS should be able to monitor the data submissions using the CBMS MIS. If there are no submissions from EN/TS in one week, the Head CAS and CAS should be able to remind and instruct the concerned EN/TS to submit.
The Head CAS and PCCT/PSO-CSS shall undertake prior coordination with the city/municipal LGUs to identify Department of Information and Communications Technology (DICT) free wifi hotspots and internet facilities that could be made available in the CBMS headquarters. Depending on available resources, limited support for communication expenses may be extended to the CBMS supervisors and PCCT/PSO-CSS to undertake downloading and uploading of data to the PSA server.
The PSO-CSS is also highly encouraged to prioritize advocacy for a secure and stable internet connection in his/her coordination with city/municipal LGUs through the City/Municipal CBMS Coordinating Board.
12. Health and Safety Concerns
If COVID-19 is spreading in the community, stay safe by taking some simple precautions, such as physical distancing, wearing a mask, keeping rooms well ventilated, avoiding crowds, cleaning your hands, and coughing into a bent elbow or tissue. Regularly check local advice in the assigned areas.
The PSA shall implement the following protocols as guided by the World Health Organization (WHO) and Department of Health (DOH):
a. Require that all personnel must check themselves for symptoms of COVID-19 (i.e. fever, cough, or shortness of breath) before reporting to work. If a personnel is feeling sick or experiencing symptoms or if he/she has a fever, cough, and difficulty in breathing, that specific personnel must stay at home and notify the supervisor immediately. He/She shall also be advised to seek medical attention as soon as possible. b. Provide personnel with PPE supplies (i.e. reusable face shield, face mask, gloves) and alcohol/sanitizer during the enumeration to minimize the risk of exposure and prevent transmission of COVID-19. c. Call for all personnel to be briefed by a qualified health professional (e.g. staff health services, health care provider or local public health partner) on health emergency protocols, including proper donning, removal and disposal or disinfection of reusable PPEs and other enumeration equipment, fixtures and supplies. d. Implement strictly at least one-and-a-half meter rule in physical distancing. e. Require PSA Field Offices to conduct regular spot checks at training centers and CBMS headquarters to ensure that the above requirements are met. f. Encourage personnel to bring and use their own writing materials. g. A regular inventory of sanitation supplies and COVID-response items shall be made. h. Remind personnel to avoid touching their eyes, nose, or mouth with unwashed or unclean hands. i. Promote respiratory hygiene.
- Cover mouth and nose with a tissue when coughing or sneezing.
- Perform hand hygiene (handwashing or rubbing alcohol on hands) after coughing or sneezing, and/or as often as possible.
- Make sure trash bins with pedal caps (if possible) are immediately available for disposal of tissue after use.
Pre-Enumeration Protocols
- Identify barangays with high risk of COVID-19 outbreak, with the assistance of LGU. Low priority shall be given to barangays with high risk of COVID-19 outbreak. The PSO may opt to consider the listing from the LGU (bottom-up approach).
- Remind the applicant to wear a face mask and face shield, to bring his/her own pen during the enumeration.
- Encourage ENs, TSs and CASs to bring their own sanitizers/alcohol and must sanitize before and after the enumeration.
- Wear face masks and remind all CBMS personnel to wear face masks (at least 3-ply surgical mask, preferably N95 mask) at all times. Wearing of face shields is optional.
Actual Fieldwork Protocols
Before starting work each day, the CBMS Personnel shall:
- Register in the log/record book. This is to monitor employee’s whereabouts for their day-to-day activity, and shall be attached to weekly reports.
- Complete COVID-19 risk assessment. This short questionnaire will assess individuals for any symptoms or suspected exposure to COVID-19.
- Conduct temperature checks. This objective measure will identify fever, a symptom of COVID-19.
Before approaching the household/respondent, the EN/supervisor must:
- Wear a face mask and face shield. If an adjustment or replacement is needed, this should be done before approaching the respondents.
- Sanitize hands and equipment. Sanitation prevents transmission of the virus from one household to the next. Hand sanitization keeps the ENs safe.
Upon approaching the household/respondent:
- Remind the respondent to wear a mask. This will keep both the respondent and the interviewer safe during the interview. If a respondent doesn’t have a mask, provide them one to proceed with the interview. If the respondent refuses to wear a mask or follow other safety protocols, log in the incident report and record the interview result as “Respondent refused to wear a mask.”
- Assess COVID-19 risk of respondent. To minimize risks, ENs will screen respondents for symptoms and risks of COVID-19 exposure. If the assessment does not identify any issues, the interview may continue. If the assessment identifies symptoms or risks, the interview with that respondent cannot continue. In that case, the interviewer should provide information on where to seek health care to the respondent such as a national COVID hotline and record the interview result as “Respondent failed the risk assessment.”
Protocols During the Interview:
- Observe social distancing. ENs/Supervisors will conduct the interview in a way that respects social distancing protocols.
- Avoid physical contact, including handshakes.
- Prioritize outdoor settings. Conduct interviews in an open, well-ventilated space, with the least number of observers. Ideally, this would be outdoors. A back-up plan should be in place for cold or inclement weather.
Protocols After the Interview:
At the end of each interview, the EN should: a. Sanitize both hands of the interviewer and respondent. b. Sanitize equipment such as handheld tablets must be properly disinfected before returning.
Other protocols are encouraged to follow at home:
a. Wash clothes worn by the CBMS Personnel staffer including reusable face masks must be properly disinfected, and dried separately from other family members’ clothes or his/her other clothes. b. Dispose PPE supplies (e.g. surgical/face masks with proper filter, surgical gloves, goggles/face shields) properly. If they are reusable they must be properly washed, and disinfected. c. Disinfect personal belongings of the personnel such as bag, cellphone, pen, Employee ID etc. immediately upon arrival at home. d. Ensure that Personnel must have thoroughly showered and changed into clean clothing before socializing with family members. e. Inform PSA if someone at the enumeration activity was isolated as a suspected COVID-19 case. The personnel present at the activity shall be advised to stay at home and monitor themselves for symptoms for 14 days and take their temperature twice a day. f. Call their healthcare provider or the local public health department and provide details of their recent activity and symptoms if the personnel develop even a mild cough or low-grade fever (i.e. a temperature of 37.3 C or higher)
Other protocols:
The PSA shall maintain the names and contact details of all persons present during the enumeration for at least one month by the PSA as recommended by WHO (03 March 2020). This will help public health authorities trace people who may have been exposed to COVID-19 if one or more participants become ill shortly after the event.
Risk assessment:
- Varying community quarantine status due to the COVID-19 Pandemic
- Delayed delivery and shipment of CBMS materials (training and enumeration) due to the quarantine restrictions and imposition of stricter localized lockdown
- Insufficient/lack of funds of Covid-19 response items (i.e. RT-PCR tests)
Suggested Actions/Resolutions
- Adhere to localized lockdowns and restrictions as may be imposed, subject to coordination with the concerned LGU and local IATF, citing PSA exemptions (IATF Resolution 38), if warranted:
- Deferment of field operation activities in high-risk areas (brgy/EA/zone) due to quarantine restrictions
- Presentation to LGUs on the budget constraints of the 2022 CBMS on the full PPE, rapid/swab test requirements
13. Concerns on Philippine Identification System and Civil Registry Documents
Given the prominence of the civil registration services and Philippine Identification System registration mandates of the PSA, the CBMS hired personnel are often asked by respondents in households and barangays about the status of their PhilIDs and some questions about their civil registry documents. In preparation for such questions, the PSO-CSS with the Head CAS shall be in-charge of preparing a document/s containing the following details:
Civil Registration
- Office address and phone number of Local Civil Registrar
- List of Serbilis Outlets/Centers
- FAQs on how to order PSA copy of civil registration documents online
- Leaflets on common issues and problems in civil registry documents and how to address them
Philippine Identification System
- How to check status of PhilID
- Online and onsite Step 1 and/or 2 registration process
Should there be questions from respondents on the matter, printed materials containing such information can be distributed by the CBMS hired personnel as the need arises. Incident report facility in the CBMS application can also be used if there are complaints received from respondents on these matters.