‘DeP-ED PALIOAN Republic of the Philippines RECORDS SECTION Bepartment of Education RELEASEL MIMAROPA REGION 7 i) ‘SCHOOLS DIVISION OF PALAWAN 0. fy Office of the Schools Division Superintendent ADVISORY March 28, 2025 Pursuant to DepEd Order No. 11, s. 2018 “Guidelines on the Preparation and Checking of School Forms” dated March 7, 2018, this Office informs all the SGOD and CID Personnel; and Elementary and Secondary School Heads that there will be an “Orientation on the Preparation and Checking of School Forms for SY 2024-2025” on March 31, 2025, at 10 a.m. via google link. Link will be provided an hour before the orientation. For your information and guidance. nas iw0s, exny hools Dfvision Superintenc y DefieD ® Gov. Salvador P. Socrates Government Center, PEO Road Bancao-Bancao, Puerto Princesa City MATATAG (048-433-6392 / 0930-267-2341 palawan@deped.gov.ph = www.depedpalawan.comRepublic of the Philippines Department of Education 07 MAR 20:8 DepEd ORDER No. 11, 5. 2018 GUIDELINES ON THE PREPARATION AND CHECKING OF SCHOOL FORMS To: Undersecretaries Assistant Secretaries Bureau and Service Directors Regional Secretary, ARMM Regional Directors Schools Division Superintendents Public and Private Elementary and Secondary School Heads All Others Concerned 1. The Department of Education (DepEd) issues the enclosed Guidelines on the Preparation and Checking of School Forms for the preparation, updating and evaluation of school forms in basic education starting end of School Year 2017-2018. 2. The mechanisms and simplified procedures prescribed by these guidelines are anchored on the principles of accountability, accuracy and reliability of data, and efficiency. They shall reduce the time and effort of school personnel spent for clerical tasks and records management without compromising the accuracy of the learners’ information and quality of school forms. 3. Allexisting Orders, Memoranda, and related issuances inconsistent with this Order are hereby repealed, rescinded, or modified accordingly. 4. Immediate dissemination of and strict compliance with this Order is directed. eat adn BRIONES Secretary Encl: As stated References: DepEd Order: Nos. 33, s. 201; 34, s. 2014; 36, s. 2016; and 58, s. 2017 To be indicated in the Perpetual Index under the following subjects: BASIC EDUCATION LEARNERS DATA POLICY FORMS SCHOOLS APA/DO- Guidelines on the Preparation and Checking of School Forms (0039 /January 13/26, 2018 Den Complex, Merle Avene, Pasig city 600 A 6.7208 /60-7228/6321361 MM 636 4876/637-6209 wowed on(Enclosure to DepEd Order No. 11, s. 2018} Guidelines on the Preparation and Chec! 1. Rationale The preparation and checking of school forms, undertaken to ensure the quality and consistency of learner information, are among the critical activities conducted at the end of every Schoo! Year (SY). Prior to the issuance of DepEd Order (DO) No. 4, s. 2014 entitled “Adoption of the Modified School Forms (SFs) for Public Elementary and Secondary Schools Effective End of School Year 2013-2014", the preparation of forms was tedious and took up a significant amount of time and effort on the part of teachers. This burden was substantially lessened with the issuance of the said policy which replaced the manual preparation of forms with the introduction of streamlined and electronic school forms made available for download from the Learner information System (LIS). Since the electronic school forms utilized in all schools nationwide are pre-loaded with auto-generated information based on the most recent available records and are not to be modified or edited outside the system or through a spreadsheet, the consistency and accuracy of reporting school data were significantly improved Using the system-generated forms in both the preparation and checking of school forms, which involves manual reading and checking of encoded learner's information, shall likewise standardize and simplify the process. The findings from these activities such as errors in prior input of learner information shall also guide the entry of updates in the LIS. This ensures the consistency and reliability of the system in generating forms which contain information that is accurate, updated, and useful for evidence-based assessment, planning, and allocation of resources, ll. Statement of the Policy The Department of Education (DepEd) hereby prescribes the standard process and Protocols in the preparation, evaluation, and updating of school forms conducted at the end of every school year to provide a reliable assurance mechanism of leamer information, ensure the quality and timeliness of school reports, and reduce the tesources spent for clerical and records management. This Policy adheres to the Department's vision, mission, and core values, and subscribes to the principles of accuracy and reliability of data, efficiency, and accountability. II Scope of the Policy This Policy shall guide personnel involved in the preparation, checking, and updating of school forms through the LIS in DepEd offices across governance levels, public and private schools, and state and local universities and colleges (SUCs/LUCs) offering basic education. This Policy also provides an assurance mechanism to ensure that data and information being managed and generated through the LIS are updated and validated at both the School and Division levels. Page 1 of 15w Definition of Terms For purposes of this Policy, the following terms are defined and understood as follows: 1. Enhanced Basic Education Information System (EBEIS) — The official website and portal of DepEd that maintains a database of education statistics, sector performance indicators and profile of public and private schools, learning centers and other education service providers 2. Learner Information System (LIS) - A web-based system for registering, enrolling, tracking, and maintaining data on learners in formal and non-formal systems of basic education 3. Leamer Reference Number (LRN) ~ A unique twelve-digit identification number generated from the LIS and assigned to a learner to keep track of his/her progress through the basic education cycle, regardless of transfer to another ‘school or learning center in the public or private sector and promotion/moving up from the elementary to the secondary level 4. Transferred in - Learners from a different school enrolling into the school within the school year 5. Transferred out ~ Learners from the school enroling into a different school within the school year 6. Moved in — Learners from another school enrolling into the school between school years 7. Moved out — Learners from the school enrolling into a different school between school years 8. Temporarily enrolled — Learners who are not officially enrolled due to deficiencies in submission of documentary requirements 9 School Form 1 (SF1) School Register — A list of learners who are offically enrolled and attending classes 10. School Form 2 (SF2) Daily Attendance Report of Learner — A list of the learners’ daily attendance 11. School Form 3 (SF3) Books Issued and Retumed — A list of books and other reading materials issued to the learners, and retumed to the issuing authority 12. School Form 4 (SF4) Monthly Learner's Movement and Attendance — A summary ‘number of learners who transferred in/out and dropped out during the month and cumulative count from previous months 13. School Form 5 (SF5) Report on Promotion and Level of Proficiency — A list of the learners’ academic performance and result of assessment by the end of the school year 14. School Form 5k (SF5K) Report on Promotion and Level of Proficiency for Kinder ~ A list of the leamers’ result of assessment by the end of the school year for Kindergarten 18. School Form 6 (SF6) Summarized Report on Promotion and Level of Proficiency — A summary number of learner status by the end of the semester and/or schoo! year 16. School Form 10 (SF10) Learner's Permanent Academic Record (formerly Form 137) — The official record of an individual learner's academic achievement as he or she progresses through the basic education cycle 17. Schools Division Office (SDO) - The governance unit accountable for supervising the operations of all public and private elementary, secondary and integrated schools, and learning centers at the division level 18. Division Checking Committee (DCC) — The committee at the Schools Division Office responsible for the conduct of the annual checking of forms to ensure the consistency and quality of school forms Page 2 of 1519. School Checking Committee (SCC) - The committee at the school level responsible for the review and preparation of leamers' records in preparation for the annual checking of forms conducted by the DCC 20. School Forms Checking Report (SFCR) - A report in a matrix format summarizing the results of the checking activity at the school, district, and division levels 21. Individual Performance Commitment and Review Form (IPCRF) ~ The form that shall reflect the individual commitments and performance, which shall be ‘accomplished by individual employees Procedures 1.1 Composition of the Division Checking Committee (DCC) To facilitate the timely, consistent, and quality checking of school forms, all Schools Division Offices (SDO) shall create a DCC which shall be composed of the following: Table 1. Composition of the DCC Chief of Curriculum Implementation Division (CID) (Chief of School Governance and Operations Division (SGOD) and Public Schools District Supervisor (PSDS) Education Program Supervisors (CID) to be identified by the Chair Senior Education Program Specialist for Planning and Research (SGOD) Division Planning Officer (SGOD) Other Division or School Personnel to be identified by the Chair and Ee Moe: Cai reeeereetiteeeeeeeeeeeeees ‘The PSDS can be appointed as vice chair only to his/her assigned School District. There is no need for an additional vice chair if the district is not being supervised by a PSDS, school personnel as representatives to cover all schools in their Division within the given schedule. _ 1.2 Roles and Functions of the DCC _ which ieee to ensure that the most recent — ~The SGOD shall validate the enroliment count, number of school leavers (dropped out), number of learners who transferred in/out, were ined and other enrolment-related indicators. The SGOD shall also vis-a-vis the SF1 and SF5 as necessary. The Division System Administrator, who may be the Planning Officer or the Senior Education Program Specialist for Planning and Research, Page 3 of 15rd of the school in the LIS. But if the District has ince to all schools within his/her jurisdiction Because of the fami the area, the PSDS shall be assigned as ie schools and coordinate the activity with the school heads 1.3 Initial Tasks of the DCC _ The DCC shall convene to agree on the specific tasks of each member and the schedule of checking of forms. The schedule of checking should be communicated officially not less than fifteen days (15) days prior to the actual The schedule of quarterly examination as stipulated in the annual school calendar shall be strictly observed. No internal advance schedule of examination shall be given for graduating/moving up levels (Grade 6 and Grade 10) as the traditional practice of ranking of honors, particularly the instruction to announce the list of honors 15 days prior to graduation is no longer applicable and deemed unnecessary as a consequence of the implementation of DO No. 36, 8. 2016 2. Atthe School Level Initial Tasks of the Class Adviser At the beginning of the school year, the class adviser shall collect supporting documents to establish the identity of each learner assigned to his/her advisory class. Supporting documents or references may include but are not limited to the PSA Birth Certificate, Baptismal Certificate or any equivalent document. If the learner came from another school, the class adviser shall coordinate the transfer of the Leamer’s Permanent Academic Record and validate its authenticity. The guidelines for the transfer of the leamer’s academic records as provided in DO No. 54, s. 2016 shall be properly observed. The class adviser shall observe due diligence in encoding the learner's basic information into the LIS to avoid issues in data accuracy and reliability. The learner's academic records shall be the basis of the adviser for enrolling or validating the said learner in the LIS. After encoding all learner information in the LIS, the class adviser can generate ‘SF1 using his/her system account. This shall become the official enrollment list of his/her class and shall be used as reference in any other reporting that requires the list of officially enrolled learners. The class adviser shall also download SF2 from the LIS with pre-loaded names of learners. This Learner Daily Attendance Report shall be forwarded to the ‘school head for assessment and consolidation, and to serve as reference for the consolidated report on monthly movements of learners as required in SF4 or the Monthly Learner Movement and Attendance Report. At the end of the school year, once the computation of final rating for each learning area is done, the class adviser shall transfer these grades from his/her Page 4 of 15class record into SF10. Note that SF10 should not be prepared quarterly to avoid erasures in the document by ensuring that only final grades are recorded The validated SF10 will be the basis for updating each leamer's status (promoted, conditionally promoted or retained) in the LIS as of end of school year. Provisions stipulated in DepEd Order No. 58, s. 2017 Section IV, paragraphs D & E and DepEd Order No. 69, s. 2016 Section IV, paragraph B shall be strictly observed. SF5 and SF6 or the Report on Promotion and Level of Proficiency and the Summarized Report on Promotion and Level of Proficiency, respectively, for each class can be generated from the LIS using the schoo! level access accounts, The SF5K shall be used for Kindergarten as validated by the Early Childhood Care and Development (ECCD) Checklist post-test result and the Kindergarten Progress Report. Class advisers in Kindergarten are not required to prepare SF10-ES (formerly Form 137). These four (4) SFs (SF1, SF4-February & March, SF5 and SF6) generated from the LIS shall be the focus of checking and should be supported by the appropriate documents. For graduating/moving up levels (Kinder, Grades 6, 10, & 12), the class adviser shall also prepare awards and/or certificates in accordance with DO No. 36, s. 2016 or the most recent applicable guidelines. The learner information on these awards and certificates should be checked against the SF1 for consistency. 2.4 Composition of the School Checking Committee (SCC) ‘A checking committee shall also be created at the school level with the school head as the Chair. As SCC Chair, the school head shall determine the membership of the SCC. There will be two (2) Vice Chairs at the SCC. The ICT Coordinator or the School System Administrator/s for LIS/EBEIS shall serve as the Vice Chair for Enrollment Counts and Learner Profile. The school head shall also appoint the most capable school personnel as Vice Chair for Curriculum. and Assessment. The Vice Chair for Enrollment Count and Leamer Profile will focus on LIS-related issues and school report generation while the Vice Chair for Curriculum and Assessment will ensure that the content of school forms and reports are compliant with the policies related to enroliment eligibility, curriculum, promotion, and retention. ‘There is an advantage if the school Monitoring and Evaluation (M&E) team (if already functional) shall be included in the membership of the SCC. Schools with three (3) or more sections in each grade level may organize sub- ‘committees comprised of the class advisers and other subject teachers. 2.2 Roles and Functions of the SCC The SCC is expected to conduct a pre-checking activity involving the thorough review of all learner's records for all classes in preparation for the scheduled checking of forms with the DCC. The SCC is also tasked to communicate with the DCC regarding the schedule for the checking of forms and other necessary arrangements. It is also the responsibility of the SCC to discuss the result and findings of the DCC during the checking. Page 5 of 15Upon completion of all requirements and relevant documents, class advisers and school heads shall perform the following, Table 2. Summary of Tasks and Reference Documents at the School Level Responsible | References Output Person/s (Documents to be Checked) (Reports/Forms to be Validated) Class Advisers | particularly on the learner's eligibility for | from the LIS are correct: admission, such as ‘*SF1 — School Register *SF9 (formerly Form 138) and SF10| only) Checklist, Kindergarten Progress| of Proficiency for Kinder ‘SF5B-SHS for Grade 12) @ PEPT/PVT/ASE Certificate (if applicable) Compile supporting documents | Ensure that the following SFs generated *PSA Birth Certificate/other equivalent] «SF2— Learner Daily Attendance Report document (for the months of February and March (formerly Form 137), or _ECCD| *SF5 — Report on Promotion and Level | Report, and Certificate of Completion) (including SF5-K, SF5A-SHS and | School Heads following references provided by the class | from the LIS are correct: #SF1 — School Register + SF2 — Leamer Daily Attendance Report) February and March only) (for the months of February and March| «SF6 Summarized Report only) Promotion and Level of Proficiency ‘* SF5 — Report on Promotion and Level of Proficiency (including SF5-K, SF5A-SHS and SFSB-SHS for Grade 12, as. appropriate) Prepare Summary Report using the|Ensure that the following SFs generated advisers: *SF4 — Monthly Learner Movement and Attendance Report (for the months of on B. During Reading and Checking of Forms 1. At the School Level Immediately after the tabulation of 4" quarter examination results for grade levels that shall move up/graduate (Kinder, Grades 6, 10, & 12) has been processed and recorded in the appropriate forms, the SCC shall start the school-level checking. This may be done through sub-committees per grade level in large ‘schools or whatever structure deemed efficient in small schools. The review shall focus on the accuracy of the leamer profiles and enrollment eligibility using reliable references such as but not limited to the Birth Certificate, Leamer's Permanent Academic Record (SF10 formerly Form 137), or appropriate certifications. ‘The findings of the SCC should be communicated to the concerned class adviser in order to improve his or her preparation of reports. Commendation should also be given when it is due. Page 6 of 15Electronic forms pre-loaded with learner information and their general averages downloadable from the LIS are not subject for editing manually or outside the LIS. Any correction shall be done in the SF1 and eventually in the Learner's Profile module in the LIS. Print layout, order or arrangement of the list of leamer’s names should likewise not be edited. The format and content of system- generated SFs are considered final and official. Commercialized electronic school forms as mentioned in DO No. 58, s. 2017 Section Vil (Special Provision), shall not be recognized nor accepted. To ensure that only SFs generated from the LIS are being presented during the checking of forms, the designated LIS or ICT Coordinator is required to sign or initial each SF. SF10 and SF9 (formerly Forms 137 and 138, respectively) shall be manually updated and must be consistent with the SF5 and other documents. For easy reference and cross-checking, beginning SY 2018-2019, the arrangement of learners’ names in the SF9 (formerly Form 138) should be written the way it was generated in the SFS. Currently, the system-generated SFs print the name of leamers in this order: last name, first name, name extension, and middle name. For uniformity and correct recording, the extension name (if any), must be ‘encoded in LIS in the separate data field for extension name regardless of the order in which it appeared in the Birth Certificate or other related document. Awards and certificates for learners in graduating/moving up levels (Kinder, Grades 6, 10, & 12) should be checked against the SF1 for consistency. Once the SCC has completed the checking of forms for all classes in all grade levels, the SCC shall accomplish the School Forms Checking Report (SFCR1) attached as Annex 1a. The data elements description is attached as Annex 2. Errors and inconsistencies observed by the SCC should be communicated to class advisers for adjustment in the LIS. Effective SY 2018-2019, the SFCR of the previous School Year can be used as reference to determine progress or improvement of the current School Year. The results of the checking as obtained from the SFCR may be used as reference or means of verification (MOV), whenever appropriate, in accomplishing relevant information in the Individual Performance Commitment and Review Form (IPCRF) of teachers. 2.1 Selection of Classes for Checking of Forms n The checking for other grade levels may start after the 4" quarter examination until the 2 il, The DCC should also notify the SCC of this schedule. shall be the priority grade levels for checking. Thus, more sections in these grade levels shall be subjected to the checking of forms. Table 3 below provides a guide on how to determine the number of sections that shall be checked for each schoo! type: Page 7 of 15Table 3: School Size Sampling Guide Size of School Priority Grade Levels aii Based on combined enrollment mated Minkn Otte pavels anon ‘ovale |Percentage| Estimated Minimum | Minimum No.of Classes | ‘Very Small (99 and below) 100% all 2 ‘Small (100 to 299) 50% 4 2 Medium (300 to 499) 30% 5 2 Large (500 to 799) 20% 6 3 Very Large (800 to 999) 10% 7 4 Huge (1,000 and above) 5% 8 5 “The parameter used for this school classification is the combined enrolment of Kinder, Grade 1 and Grade 6 for Elementary School. For Junior High School, it is the combined enrollment of Grade 7 and Grade 10. For Senior High Schoo! itis the combined enrollment of Grade 11 and Grade 12. The schoo! classification defined in this policy is intended solely for the grouping of schools for the annual checking activity and shall not affect other existing school classification criteria. For schools categorized as Very Small, all classes of priority grade levels shall undergo the checking of forms. The minimum number of classes in other grade levels that shall undergo checking shall be determined through drawing of jots. For schools categorized as Small, Medium, Large, Very Large, and Huge, the minimum number of classes of priority grade levels that shall undergo the checking of forms shall be determined through drawing of lots. For other grade levels, the classes that will be subjected for checking shall also be determined through drawing of lots as proportioned, For grade levels with classes less than the required minimum number, no drawing of lots is necessary. All classes shall undergo checking of forms. Procedure for Drawing of Lots ‘The DCC shall ensure that all classes in the SF6 are also reflected in the SFCR1 signed by the SCC. All classes in all levels shall be included in the list of classes to be raffled for drawing of lots, The 8 2.2 Paramount Considerations in the Checking of School Forms Since only the LIS-generated school forms shall be presented, it is unnecessary to retype/reformat the name of learners. The format and order of learners’ names. in the LIS-generated school forms are considered final and official. The system shall also determine the margins, font name, font size and placement of the extension name if any. Modifications such as the insertion of additional column/s is/are not allowed. Page 8 of 15For printing, A4 (8.27" x 11.6") or Long/Folio (8.5” x 13") size white bond paper may be used depending on its availability in the school. Forms shall be printed using black ink. The DCC need not be particular on these “cosmetic” aspects, but should focus instead on the accuracy and consistency of learner information across all reports and against relevant reference documents. aks _ “The DCC shall focus on the following: availability of supporting documents for entry grade levels ade 1, Grade 7, and Grade 11) and learners who transferred in oF moved in for other grade levels. Table 4. Supporting Documents for Entry Grade Levels | Grade Level Supporting Documents Kinder |Birth Certificate (5 years old as of August 31) Grade 1 Kinder Completion Certificate and ECCD Checklist Grade 7 Elementary Completion Certificate or SF10-ES Grade 11 JHS Moving Up Certificate or SF10-JHS Transferred In or Moved In to other grade levels | SF10 with attached Birth Certificate For Accelerated/DepEd Assessment Passers PEPTIPVT Rating or ALS A&E Equivalency Certificate =: Table 5. Focus Areas for CID \@ correctness of the following school forms and certificates for 1 and exiting grade levels (Kinder, Grades 6, 10, & 12). Grade Level Credentials Consistency in SFs Kinder | Grade 6 Information in the ‘SF1 is consistent with what is written in the Birth Certificate, The existing applicable policies on promotion, The Omnibus Policy on Kindergarten (DO 47, s. | 2016) or the most recent applicable policies should be strictly observed LRN printed in the Completion Certificate and ECCD Checklist should be consistent with the LRN. in the SF1. retention, awarding of honors, and acceleration should be strictly observed. LRN printed in the Completion Certificate, SF5, and SF10-ES should be consistent with the LRN in the SF1 | Grade 10 The existing applicable policies on promotion, | retention, awarding of honors, and acceleration should be strictly observed Page 9 of 15Grade Level| Credentials Consistency in SFs ] LRN printed in the Moving-Up Certificate, SF5, and SF10-JHS should be consistent with the LRN in the SF1 Grad The existing applicable policies on promotion, retention, awarding of honors, and acceleration should be strictly observed le 12 LRN printed in the Completion Certificate/Diploma, | ‘SF5A, SF5B, and SF10-SHS should be consistent with the LRN in the SF1 SF Type, SF4 SF5& Should there be discrepancies in the learner's profile (e.g. Birth Certificate vis-a-vis the SF1), the necessary adjustments must be made by the class adviser/School System Administrator in the LIS. If there are discrepancies between the SF5 and the SF10, the Class Record of the class adviser may be presented for validation. As the Vice Chair of the SCC, the ICT Coordinator or School System Administrator for LIS/EBEIS shall ensure that all discrepancies found during the checking are reconciled and that the corresponding adjustments are applied in the LIS. lil, Check the information on enrollment count and learner movement. _________Table6,FocusAreasforSGOD = Focus of Validation For graduating (Grades 6 and 12) and moving up (Kinder and Grade 10) grade levels, the SF2 and SF4 for the month of February shall be used during the checking Validate the cumulative number of school leavers (dropped out) and learners who transferred out by checking the SF1 and SF2 of each section or grade level. | Validate the supporting documents for learners reported to have transferred out to a school abroad, an international school, an ALS program, or tagged as dropped out due to death, For graduating (Grades 6 and 12) and moving up (Kinder and Grade 10) grade levels, the SF2 and SF4 for the month of February shall be used during the checking ‘The total number of leamers per class as recorded in SF1_ should be consistent with the total number of learners who actually reported to school as of March 31 as recorded in SF4. The breakdown of enrollment by grade level in SF4 must be tallied with the breakdown of promoted and retained, disaggregated by grade level in SF6. For graduating grade levels (Grades 6 and 12), the SF4 for the month of February shall be used for the purpose of checking Page 10 of 15,Diagram 1. Focus Areas of Checking and Means of Validation a cry Equivalent Docurnent rifcate or SGOD Focus (Enrolment Count, », dropped out, transferred in/out, | number of i promoted /retained) [A. School Lovel Checking Allclasses forall grade levels. = Feb/March B, Division Level Checking “Priority Grade Levels core te Cored Cor iD Focus {Enrolment eligibility and assessment compliance that includes promotion/ retention or accelerat Grade 10 cornet Coa Peer eee ae e) eeacrry Levels also feted jon certificate, cere * Randomly selected except for very small school category iv. Fill out the School Forms Checking Report (SFCR1). At the end of the checking of forms, the committee's findings shall The entries in the templates, particularly the level of correctness or accuracy, shall be discussed by the committee en banc before communicating them to the SCC. The summary report shall substantially focus on the following 1. Number of Learner's Records — |0_-no. of learner's records examined/reviewed 0 no. of learner's records with inconsistent information in one ‘oF more school forms or reference documents © No. of leamer’s records without one or more reference documents such as the Birth Certificate and SF10 (formerly Form 137) from public schools Note that Temporarily Enrolled learners e.g. have pending transfer of SF10 (formerly Form 137) should not be included in Tables 1 and 2 of the SFCR1 Page 11 of 15For transferred/moved in: © no. of learners with SF10 received within 30 days. upon enrollment of the learner a no. of learners without SF10 from the originating school, indicating the reason for the pending transfer of the said document and the name of the school All learners who transferred/moved in shall be recorded in ‘Tables 3 and 4 of the SFCR1.Note that PEPT/PVT or ALS-A&E Certificate holders shall not be included in the count. elective $Y2018-2019:the:SFOR prepared and signed bythe DCC @ previous School Year can be used as reference during checking to determine progress or improvement of the current ‘Schoo! Year. "3. Specie Tesnncal Aestance pred by he DCC The DCC is required to provide technical assistance to schools with difficuties and ensure that all concemed school personnel are well informed of any development relative to the preparation of school forms. As such, the content of the report should be discussed by the DCC with the SCC and the concemed class advisers as part of the checking activity. A copy of the SFCR1 prepared and signed by the DCC shall be provided to the school and another copy to the PSDS. _» 4 Summary of Findings and Recommendations The DCC should prepare a narrative report of the findings observed in all schools as supported by figures/statistics recorded in the SFCR1. Common issues encountered such as but not limited to late or incomplete submission of supporting documents, transfer of SF10 (formerly Form 137), challenges or confusion caused by a specific Provision of a policy related to enrollment, assessment or curriculum, utilization of commercialized and unauthorized electronic school forms, if any, are to be highlighted. The issues shall be presented with recommendations from the committee on how to manage or address the observed challenges. Non-compliance with the special provision of Deped Order 58,8.2017 (Commercialized Electronic Forms) shall also included in this report. if good practices/strategies proven effective in one or more schools are ‘observed, these should also be included in this report. The SCC and the PSDS shall also be given a copy of the report. Page 12 of 15The flowchart below illustrates the standard checking process and LIS adjustments to be made, if necessary. Also identified are the supporting documents to be used as reference at each level of validation: Flowchart 1. Standard Process and System =i. Validation Validation Path —3> 3. SFa¥or the montheof February anaMareh 4 SF10{Fom 137) 5. ECCOCheckIst (lor kinder) 5. Cerifieateof Completion iploms 7. OtherCentteation or documentos ‘appropriate Secondary/Supporting Document: 1 Birth Certiente/eauivalent ‘ocument 2. SF 9proqress Report 43 Class Record/Summary of Grad 4 SF 2t6r the montheof Fabry and Ma *For Graduating Pesangievels| Itis important for the DCC to ensure that the checking of forms does not pose additional burden to teachers, but instead enables them to produce quality reports. The SFCR prepared and signed by DCC shall be discussed with the SCC. As the SCC Chair, the ‘school head shall affix his/her signature to signify his/her agreement with the report. ©. Post Checking 1. Atthe School Level Findings, observations, and recommendations from the DCC recorded in the ‘SFCR1 may be included in the agenda for the next school-based Learning Action Cell (LAC) session. The school head, with the technical assistance of the School System Administrator, shall ensure that all adjustments made during the checking are reflected in the LIS. Within five (5) working days after the checking conducted by the DCC, the school shall submit one duly signed original copy of the SF4, SF5, and SF6. No additional report other than what has been stipulated shall be required from the school for submission to the DCC. 2. tthe Division Level The PSDS shall consolidate the SFCR1 of all schools in his/her School District and compute the District Accuracy Level to be recorded in Table 1 of the Consolidated District School Forms Checking Report (SFCR2) attached as Annex 1b. For School Districts with no PSDS, the DCC shall prepare the SFCR2. The SFCR2 must be signed by the Chair and members of the DCC. Page 13 of 15‘The SFCR2 for all Districts shall then be consolidated by the DCC. This shall be the basis for computation of the Division Accuracy Level to be recorded in Table 1 of the Consolidated Division School Forms Checking Report (SFCR3) attached as Annex 1c. This may be used as reference in assessment reports pertaining to school data management and LIS/EBEIS housekeeping performance of the school and the SDO. The DCC must submit the SFCR3 with the official report of findings and recommendations to the office of the Schools Division Superintendent not later than the second Monday of May at the end of each school year. Other Provisions ‘Simple food or refreshments served during the checking of forms by the DCC may be charged against school Maintenance and Other Operating Expenses (MOOE) or school canteen funds, subject to the usual government accounting and auditing rules and regulations. Under no circumstances shall the checking of forms place undue financial burden on the teachers or learners, and no contribution in any form shall be collected from them. ‘Transportation expenses incurred by the DCC or of their deputized representatives may be reimbursed against SDO funds, subject to the usual government accounting and auditing rules and regulations. The SCC and DCC should NOT require the class adviser to prepare and submit the following school forms: a. Obsolete | Fc Forms that were replaced by modified school forms through DO No. 4, s. 2014 are no longer required to be prepared at the school level, such as but not limited to the List of Graduates, Form 18 (Report on Promotion), Form 3 (Principal Report of Enrollment & Attendance), Form 19 (Assignment List of Teachers), and Form 29 (Teacher's Program). b. Local Forms for Ranking of Honors ‘The SF5 upon validation against the SF10, and if necessary, cross-checked with the class record, can be used to evaluate and determine the learners who are candidates for honors and other citations. Schools are not required to prepare additional local forms for the ranking of honors since, as previously mentioned, the traditional practice of ranking has not been applicable since SY 2016-2017. ‘The provisions stipulated in DO No. 36, s. 2016 or in existing applicable guidelines should be observed. c. Additional Requirements Locally developed forms with similar data elements to phased out forms should not be required for preparation and submission. Any requirements not stated in this Policy shall first be submitted to the Regional Office — Curriculum and Learning Management Division (RO-CLMD) and to the Policy, Planning, and Research Division (RO-PPRD) which shall communicate their recommendation to the Planning Service at the Central Office for clearance. Page 14 of 15vil. vil. IK. 4. The definition of Moved In/Out as stated in DO No. 3, s. 2018 Basic Education Enrollment Policy Section IV Definition of Terms (items E & F) is being clarified to refer to migration of learners in and out of the school between school years, Monitoring and Evaluation Strict compliance with this Policy and other appropriate provisions in DO No. 4, s. 2014 and with the existing applicable guidelines on school forms shall be jointly monitored by the SGOD ~ School Management M&E Unit and the CID of all SDOs nationwide. The Policy, Planning, and Research Division (PPRD) at the Regional Office shall also conduct policy compliance monitoring and address policy implementation issues. All unresolved issues on the provisions of this Policy shall be elevated to the Planning Service at the Central Office. Effectivity This policy shall take effect beginning SY 2017-2018 immediately upon publication in the DepEd official website and shall remain in force and effect, unless sooner repealed, amended, or rescinded. References DepEd Order No. 3, s. 2018, Basic Education Enrollment Policy DepEd Order No. 58, s. 2017, Adoption of New School Forms for Kindergarten, Senior High School, Alternative Learning System, Health and Nutrition and Standardization of Permanent Records DepEd Order No. 54, s. 2016, Guidelines on the Request and Transfer of Leamer's ‘School Records DepEd Order No. 36, s. 2016, Policy Guidelines on Awards and Recognition for the K to 12 Basic Education Program DepEd Order No. 8, s. 2015, Policy Guidelines on Classroom Assessment for the K to 12 Basic Education Program DepEd Order No. 4, s. 2014, Adoption of the Modified School Forms (SFs) for Public Elementary and Secondary Schools Effective End of School Year 2013-2014 DepEd Order No. 33, s. 2013, Leamer Information System (LIS) Data Housekeeping and Implementation for School Year (SY) 2013-2014 Page 15 of 15,Report Code: SFCRI Annex 1 SCHOOL FORMS CHECKING REPORT SCHOOL NAME: SCHOOL ID: DISTRICT: Table 1. Learner Records Examined/Reviewed T ; z ‘No. with inconsistency or Incomplete et Section | — Nameof Adviser | Date Checked Nevot Breruipedimeviewed ___ Supporting Documents % Accuracy** | Male Female | Total Male Female | Total ‘School Total Table 2. Learner Records with Inconsistency/ies or Errors No. of Records per Nature of Error® Grade Level Section Name of Adviser With incomplete ‘Supporting Documents with Inconsistency/Error | Tt! DCC Observation/Comment or Technical Assistance Provided "Do not include Temporarily Enrolled Learners os defined in Deped Order No. 3, s. 2018. ‘*36Aecuracy refers to the percentage of correct/consistent records over total records examined or reviewed.Repurt Code: SFCR1 Annex 1a Table 3. For Transferred In/Moved In ‘Transfer of SF10 (formerly Form 137) Without SF10°** DCC Observation/Comment or Technical 1 Section Name of Adviser WithisFa0 _| For Temporarily Enrolled) seer Received w/in | Received beyond | FromPrivate | From Public 30 days 30 days “School _| School/SUC/LUC "Do not include PEPT/PVT or ALS-A&E Cerificate holders. Table 4, For Transferred In/Moved In Learners Without SF 10 (formerly Form 137) i Section Name of Adviser LRN Name of Learner Name of Originating Schoo! School 10 | Division/ Region Type of Checking Committee: ‘School Checking Committee (SCC) Checking Committee (DCC) Prepared by: Chair : Vice Chairs ~ Member Member ~~ Member —-All fields below are solely for the use of the Division Checking Committee (DCC) ~ ‘School Head/SCC Chair Date Completed (Division Level)Report Code: SFCR2 DISTRICT NAME: CONSOLIDATED DISTRICT SCHOOL FORMS CHECKING REPORT Table 1. Learner Records Examined/Reviewed Psps: Annexib DIVISION: Table 2. Learner Records with Inconsistency/ies or Error Wo. with inconsistency or nae N . School Name Schoo! ID eee rea i 'o. of Examined/Reviewed! Incomplete Supporting Documents _| % Accuracy** Male | Female | __ Total Male | Female | Total ie iz District Total | ___ i if mis School Name | ‘School 1D Name of Schoo! Head No. of Records per Nature of Error* With Incomplete Supporting Documents with Inconsistency/ Error Total | DCC Observation/Comment or Technical Assistance Provided “Do not include Temporarily Enrolled Learners as defined in Deped Order No. 3, s. 2018. ‘**%Accuracy refers to the percentage of correct/consistent records over total records examined or reviewed.Report Code: SECR2 Annexib, Table 3. For Transferred In/Mi L Transfer of SF10 (formerly Form 137) Fe Senay ern | | Without sF10"** Technical Assistance Provided School Name School | Name of Schoo! whesr10 (Temporarily Enrolled) Received w/in | Received | From Private | From Public 30days | beyond 30days | Schoo! __| School/SUC/LUC ***D0 not include PEPT/PVT or ALS ABE Certificate holders. Table 4, For Transferred In/Moved In Learners Without SF 10 (formerly Form 137) School Name Schoo! ID URN Name of Learner ‘Name of Originating School School ID__| Division/Region Chair Vice Chair Member Member Member Verified by: Vice Chair (PSDS) Date Completed (District Level)Report Code: SFCR3 Annex 1c CONSOLIDATED DIVISION SCHOOL FORMS CHECKING REPORT DIVISION : ‘Table 1. Learner Records Examined/Reviewed sos REGION: No. of Examined/Reviewed* No. with Inconsistency or Incomplete District Name / Cluster | Name of PSDS/In-charge | Date Completed | Supporting Documents % Accuracy** Male | Female Total Male | Female Total Division Total Table 2. Learner Records with Inconsistency/ies or Error No. of Records per Nature of Error DCC Observation /coniment’onTechniedl AssutNnGe District Name / Cluster | Name of PSDS/in-charge With Incomplete With Provided Supporting Documents | inconsistency/Error| Tt! Do not include Temporarily Enrolled Learners as defined in DepEd Order No. 3, s. 2018. ‘*s5Accuracy refers to the percentage of correct/consistent records over total records examined or reviewed.Report Code: SFCR3 Annex 1c Table 3. For Transferred In/Moved In Transfer of SF10 (formerly Form 137) DCC Observation/Comment or alee 7 Without SFIO™™ Technical Assistance Provided District Name / Cluster | Name of PSDS/in-charge | a | (Temporarily Enrolled) ; Received beyond 30 | From Private From Public Recetied w/in cO.days days School School/SUC/LUC a | ***Do not include PEPT/PVT or ALS-ABE Certificate holders. Table 4. For Transferred In/Moved In Learners Without SF 10 (formerly Form 137) School Name School 1D LRN Name of Learner Name of Originating School ‘School iD | Division/Region ~All fields below are only for the use of the Division Checking Committee (DCC) Prepared by: Date Completed (Division Level): ] Chairperson Vice Chair/s Member Member ‘Member indorsed by: Assistant Schools Division Superintendent Date Submitted to the Office of the SDS Importont: Deadline of submission to the office of the SDS is on or before the second Monday of May of each SYCode: Schedule: Instructions: Annex 2 ‘SCHOOL FORMS CHECKING REPORT Data Element Descriptions ‘SFCR1 for School, SFCR2 for District, and SFCR3 for Division End of School Year 1 This form must be accomplished by the checking committee during or after the checking of school forms. For Table 1 and Table 2, do not include learners who are temporarily enrolled eg. with pending transfer requests of the SF20 (formerly Form 137). For Table 3 and Table 4, do not include PEPT/PVT or ALS-A&E Certificate holders. For Table 3, indicate the number of temporarily enrolled learners from both public and private schools, Use an additional sheet if needed. For Table 4, list all temporarily enrolled learners without SF10. The results of the checking as obtained from the SFCR may be used as reference ‘or means of verification (MOV), whenever appropriate, in accomplishing relevant information in the Individual Performance Commitment and Review Form (IPCRF) of teachers. ‘The PSOS shall consolidate the SFCR1 of all schools in his/her School District and compute the District Accuracy Level to be recorded in Table 1 of the Consolidated District School Forms Checking Report (SFCR2) attached as Annex 1b. For Schoo! Districts with no PSDS, the DCC shall prepare the SFCR2. 8. The SFCR2 for all Districts shall then be consolidated by the DCC. This shall be the basis for computation of the Division Accuracy Level to be recorded in Table 1 of the Consolidated Division School Forms Checking Report (SFCR3) attached as Annex 1c. The duly signed SFCR3 along with the Summary of Findings and Recommendations (narrative report) must be submitted to the Office of the Schools Division Superintendent not later than the second ‘Monday of May at the end of each school year. DATA ELEMENT DESCRIPTION 1 | Name of School EBEIS 2 | School iD A six (6) digit-number assigned to a school recognized in the EBEIS 3 | PSDs Name of the Public Schools District Supervisor 4 | District Schools District Supervisor 5 | Grade Level 6 | Section ‘A group of pupils/students convened to receive instruction in a given course or subject 7 | Name of Adviser zl, and other classes, if there are any. 8 | Number of Examined/Reviewed based on the EOSY count of SFS. Page 1 of 3 | Official name of school as registered with DepEd and reflected in the Name of the Public Schools District where the school is located as created by DepEd, and in most cases, being supervised by a Public A degree/stage of a learner classified according to age and progress The person in the school assigned to supervise, guide, and direct a specific class and conduct actual teaching to his/her assigned class ‘The number of male, female, and total learners examined/reviewedAnnex 2 DATA ELEMENT DESCRIPTION 1 | With Inconsistency/Error ‘The number of male, female, and total learners whose records were found to have inconsistencies/errors 10 | % Accuracy The rate of precision of the records being examined as computed using the formula: No. of records __No. of records with examined inconsistency/error ts No. of records examined wae 11 | No. with inconsistency or Quantity of learner records that have insufficient supporting Incomplete Supporting Documents | documents and inconsistent and/or erroneous information 12 | No. of Records per Nature of Error | Quantity of learner records that have insufficient supporting —With incomplete Supporting _| documents Documents 13 | No. of Records per Nature of Error | Quantity of learner records that have inconsistent and/or erroneous With Incomplete Supporting _| information Documents ~ With Inconsistency/Error 14 | DCC or SCC Observation/Comment | A narrative of the checking committee’s observations, comments, or or Technical Assistance Provided _ | technical assistance provided 15 | Received w/in 30 days Quantity of SF10 that were forwarded to the receiving school within 30 days upon the enrollment of the learner 16 | Received beyond 30 days Quantity of SF10 that were forwarded to the receiving schoo! beyond 30 days upon the enrollment of the learner 17 | From Private School Quantity of transferred in or moved in without SF10 from originating private school ie. learners who are temporarily enrolled 18 | From Public School or SUC/LUC__| Quantity of transferred in or moved in without SF10 from originating public school or SUC/LUC 19 | Learner's Reference Number (LRN) | Unique twelve-digit identification number assigned to a learner to keep track of his/her progress through the basic education cycle, regardless of transfer to another schoo! or learning center in the public or private sector and promotion/moving up from the elementary to the secondary level 20 | Name of Learner Learner's name as reflected in the birth certificate issued by the NNSO/PSA or any equivalent document recognized by DepEd 21 | Name of Originating Schoo! Official name of the school where the learner came from as registered with DepEd and reflected in the EBEIS 22 | Division/Region Name of the Schools Division Office/Regional Office where the learner’s originating school is located 23 | Chair Name of the official who heads the checking committee | 24 | Vice Chair/s Name of the checking committee vice chairs. For the SCC, vice chairs | are the School System Administrator of the LIS/EBEIS and the most capable school personnel assigned by the chair who has the mastery/expertise in curriculum- and assessment-related policies. Page 2 0f 3‘Annex 2 "DATA ELEMENT DESCRIPTION For the DCC, vice chairs are the chief of the SGOD and the PSDS supervising the School District that is being checked. The PSDS can be appointed as vice chair only to his/her assigned School District. There is no need for an additional vice chair if the district is not being supervised by a PSDS. 25 | Member Name of a checking committee member | 26 | School Head Name ofthe schoothead. 27 | Date of Checking of Forms Date when the forms are checked 28 |Date completed Date when the checking activity was completed in the school or in the entire School District, Page 3 of 3