The document provides information about the Learner Information System (LIS) including:
1. The LIS allows schools to update learner data and resolve issues like multiple Learner Reference Numbers.
2. Key responsibilities for the LIS include the school head monitoring updates and designating an alternate contact, and class advisers updating learner data.
3. The document defines learner classifications in the LIS like transferred out, dropped out, and clarifies who is responsible for transferring learner records between schools.
The document provides information about the Learner Information System (LIS) including:
1. The LIS allows schools to update learner data and resolve issues like multiple Learner Reference Numbers.
2. Key responsibilities for the LIS include the school head monitoring updates and designating an alternate contact, and class advisers updating learner data.
3. The document defines learner classifications in the LIS like transferred out, dropped out, and clarifies who is responsible for transferring learner records between schools.
The document provides information about the Learner Information System (LIS) including:
1. The LIS allows schools to update learner data and resolve issues like multiple Learner Reference Numbers.
2. Key responsibilities for the LIS include the school head monitoring updates and designating an alternate contact, and class advisers updating learner data.
3. The document defines learner classifications in the LIS like transferred out, dropped out, and clarifies who is responsible for transferring learner records between schools.
The document provides information about the Learner Information System (LIS) including:
1. The LIS allows schools to update learner data and resolve issues like multiple Learner Reference Numbers.
2. Key responsibilities for the LIS include the school head monitoring updates and designating an alternate contact, and class advisers updating learner data.
3. The document defines learner classifications in the LIS like transferred out, dropped out, and clarifies who is responsible for transferring learner records between schools.
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LEARNER INFORMATION SYSTEM
(LIS)
1 LEARNER INFORMATION SYSTEM LEARNER INFORMATION SYSTEM FAQs
4 LEARNER INFORMATION SYSTEM A learner has two or more LRN, what should the school do?An issue of multiple LRN happens when the school or other schools created another LRN of a single learner who already had an existing LRN with different data sets. The data of these two or more LRNs pertaining to a single learner should be merged into one.
To resolve this, the school should fill out RF01 or Request Form 01 - Template for Reporting Multiple LRN. A birth certificate and Form 137/138 are also required if there are any discrepancies in data like birthdate, name, previous school enrolment., etc.
Send the RF01 to the respective Division/Region. “School must
submit the issues to the Division Office. Regional Office to filter, consolidate, endorse, and encode issues in the online form.” LEARNER INFORMATION SYSTEM In the case of multiple LRN, what LRN should prevail? The oldest created LRN would prevail. The system can detect which LRN was created first. A learner is a transferee from a private school but still has an unsettled account. Can the private schools decline the transfer out request in LIS?The private school should still confirm the transfer out request in LIS from the receiving school and thick the checkbox With an Unsettled Account.
This way, the private school can still track the learner in another school without hindering enrolment. LEARNER INFORMATION SYSTEM A learner’s LRN was found to be deactivated (was probably disapproved by the DPO). Upon compliance with the requirements and enrolment, should the school create another LRN for the said learner?No, the school should request for the reactivation of the LRN by filling out RF 02 – Request Form 02 Template for Enrolment with Data Issues. LEARNER INFORMATION SYSTEM
What is the Learner Reference Number (LRN)?A
unique and permanent 12 digit number is assigned to anyone enrolled in the Philippine Basic Education system.
The Philippines national student identification number.
This applies regardless of the learner’s transfer to
another school or learning center in the public or private sector, and promotion/moving up to the secondary level. LEARNER INFORMATION SYSTEM Why is it important to state the actual first date of attendance of the learner? - This is to ensure the accuracy of Enrollment History especially for transfers (transfer in and out). - This refers to the actual date the learner reported in school for the current school year (this is not the registration or enrollment date). LEARNER INFORMATION SYSTEM Data Corrections • For correction of name, gender and date of birth of learner in LIS, would this be considered as addendum in existing administrative/legal processes for correction of data in Form 137, diploma and other document? - We like to remind that instructions for correction of learner’s basic profile and grade/year level are limited and only for the use of housekeeping in Learner Information System (LIS) database and does not amend the existing legal process in correcting learner’s document like Form 137 and Diploma. The correction of these documents should still be reviewed and/or endorsed by Division Office to the Office of the Regional Director for resolution. - The school should still undergo the legal process for correction of learner’s basic profile in Form 137, diploma and other documents to be submitted to Division Office (though it has been changed/corrected/updated in LIS) regardless of grade/year level for the current SY. Typically, this activity is being done during the schedule of checking of school forms under the supervision/direction of Division Office. - In LIS (not in Form 137, diploma and other document), there is no need to wait for the resolution of Office of the Regional Director before changing/updating record in LIS. There is a specific schedule for LIS updating/housekeeping and only the authenticated copy of Birth Certificate is needed. Central Office will release additional guidelines about this. LEARNER INFORMATION SYSTEM • Why are there issues under Central Office’ review/approval? - If we request for correction of learner’s basic profile (e.g. Middle name; from middle initial “P” change to Precioso) system will check if there is a similar record in database, if there is (enrolled in same SY), request will go up to CO for approval, but if there is none, approval will be under the school level only - On the other hand, if there is a conflict multiple enrollment (Affected Enrolment: SY2013: 131971 Grade 1 then enrolled also in Kinder to 109129 ), there is an irregularity on enrollment history, thus CO needs to review. LEARNER INFORMATION SYSTEM Transfer of Learner • What if the Learner transferred to ALS Program? - Based on the definition of Transferred Out and Dropped Out indicator based on DepEd Order 19, s.2015 – data definition. - ALS-Community Learning Center (CLC) is not a school thus it is more appropriate to say Learner should be Dropped out (according to definition “left school”) - Based on existing definition of Transferred Out and Dropped Out, transferred to ALS Program is Dropped Out from formal schooling. LEARNER INFORMATION SYSTEM • What if the teacher doesn’t know which school the learner has transferred out? - Basically, if the learner truly transferred out, there should be a school who should accept the learner. - If the originating school is not certain of which receiving school the learner transferred to, possibly the learner did not continue schooling. - In SF 1 School Register, for transferred out, receiving school name is a required information (Deped Order 4, 2014). LEARNER INFORMATION SYSTEM • Who is responsible in requesting and forwarding of Form 137 or Permanent Record of Learner to receiving school?
- Transferring of Form 137 is actually a school to school transaction,
though the learner’s parents can be of help in giving information about the schools (originating and receiving), BUT the main responsibility is still with the schools. - Mailing expenses in forwarding or requesting are eligible expenses under School MOOE (DO 12, 2014). In LIS, there are contact numbers/details of schools where they can follow-up the request. - In order to prevent future errors (not just for LIS but also for actual admission of grade level of learner), it is advisable to immediately facilitate request of form 137 using School MOOE. LEARNER INFORMATION SYSTEM • What if the Learner transferred to Private School that is not included in the uploaded Masterlist in LIS?
- All Private Schools that are legal and have permit to operate are registered in EBEIS and uploaded in LIS, thus, if the Private School is not included in the uploaded Masterlist, it should be immediately reported to your Division Office. The Division Planning Unit will coordinate with the other Division Planning Unit (in case the said Private School is not under your Division Office’ jurisdiction). - If proven that the Private School has no permit to operate or not recognized, the learner’s enrollment from the said school is unofficial hence, Form 137 or Form 138 and other documents issued by the said illegal Private School will not be honored and accepted. For learners enrolled in illegal Private Schools they still need to take PVT or PEPT examination - DECS Service Manual 2000 page. 77 par. 3.2.3 section A. Tracking of illegal Private Schools is one of the benefits we can get if we continue to update LIS. LEARNER INFORMATION SYSTEM Updating EOSY • What to do with learners included in Masterlist but no appearance since day 1? Also for learners that we don’t recognize but were included in our advisory classes? - Please report these learners to your Division Office (Office of the Superintendent) and send a copy to listrackermain@gmail.com on the learners’ details or a copy of SF 1 for all the learners that you request to remove from official registry. Please incude your explanation / feedback why the learners were registered. LIS STIDENT CLASSIFCATIONS 17 LEARNER INFORMATION SYSTEM • TRANSFERRED OUT: when the learner has transferred to another school within the SY. • DROPPED OUT: when the learner has left the school and has not completed the full term in said school for reason other than transferring to another school. LEARNER INFORMATION SYSTEM • a) CCT RECIPIENT refers to learners whose families are recipients of the Conditional Cash Transfer (CCT) under the Pantawid Pamilyang Pilipino Program (4Ps) of the Department of Social Welfare and Development (DSWD) • b) ALIVE refers to learners who are enrolled in Arabic Language and Islamic Values Education classes. LEARNER INFORMATION SYSTEM • c) BALIK-ARAL refers to learners who finished a grade level, stopped schooling and enrolled in the next grade level after a year or more as of the enrollment cutoff date i.e. June 6 • d) REPEATER refers to learners who failed or left a particular grade level in any previous school year and are enrolled in the same grade level where they left or failed, as of the enrollment cutoff date i.e. June 6 LIS GUIDELINES FOR OPERATION 21 LIS Guidelines for Operation School Head • Monitor the progress of updating in the LIS and “finalize” the School Register for a given school year • Ensure that data on learners in the LIS and in any form of storage is kept secure and protected from any unauthorized access • Designate a secondary focal person (School ICT Coord., EBEIS Coordinator) who shall assist in providing system admin. and technical support to Class Advisers. Guidelines for Operation Class Adviser • Only nationally-funded and locally-funded teaching personnel can be assigned as Class Adviser. Volunteers cannot be assigned as CAs • The Class Adviser shall be responsible for the following: – Enroll and update the profile of all learners in his/her class in any given school year – Finalize his/her Class Register Guidelines for Operation Creation and updating of Class Adviser record • SH shall initially create a personnel record and a user account for Class Advisers in the LIS. – This personnel record is uniquely referenced by the TIN No. • After the personnel record and its corresponding user account is created, updating of personnel data can only be done by the personnel him/herself. Guidelines for Operation Creation and updating of learner profile • Class adviser shall be responsible for updating the profile of all learners in his/her class in any given school year • He/she must ensure that the learner profile is updated and supported by acceptable documents (e.g. birth certificate, etc) • The LRN uniquely references a learner in the registry. – An LRN must refer to one and only one learner – A learner must have one and only one LRN • The LRN must be attached to every learner’s school record (Form 137, etc) **END**
