Gen Tri PS Policies on Enrolment , Transfer of Docs, Checking of School Forms and SF10 as of May 20 2024.pptx

Orientation Presentation

1. Transfer of School Records, Enrolment Policy, Checking of School Forms and SF10 Preparation Policies Important Notes on DO 54, 2016, DO 58, 2017, DO 3, 2018 and DO 11,s.2018 Jonathan F. Diche Office of the Director, Planning Service Presented During the City Schools Division of General Trias City on Preparation and Checking of School Forms (Virtual, May 20, 2024)

2. Outline 2 Enrollment Eligibility School Form 1 Registry School Forms 2 Daily Attendance & 4 Monthly Summary of Enrollment School Form 5 Report on Promotion School Forms 9 &10 Academic Record Temporary Enrollment & Other Special Enrollment Scenarios Placement of Extension Name Checking of School Forms Guidelines School Form Checking Report Open Forum Rosie Jewel Jonas

3. 3 School Forms

4. SF1: Kindergarten Age Cut-off 4 “Kindergarten education shall mean “ one (1) year of preparatory education for children at least five (5) years old as a prerequisite for Grade 1 ” RA 10157 Kindergarten Education Act of 2012 RA 10533 Enhanced Basic Education Act of 2013 Deped Order 20,s.2018 Amendment to DO 47,s.2016 Omnibus Policy on Kindergarten Education

5. “.. atleast five (5) years old..” As of When? For SY2018-2019 (current) : Learners who will turn five (5) years old within SY2018-2019 (until the last day of the SY) For SY 2019-2020 onwards: Scenario 1: School opening is within June, Learners who will turn five (5) years old as of August 31 Scenario 2: School opening is within July, Learners who will turn five (5) years old as of September 30 Scenario 3: School opening is within August, Learners who will turn five (5) years old as of October 31 5 -DO 20,s.2018 Paragraph 5 Items A & C SF1: Kindergarten Age Cut-off

6. 6 -DO 20,s.2018 Paragraph 5 Items A & C SF1: Kindergarten Age Cut-off For School Year 2024-2025

7. SF1: Extension Name

8. SF1: Extension Name https://www.facebook.com/manongmanangattorneymai/videos/439943164594331/

9. SF1: Extension Name

10. 10 SF1: Checking Deped Order 3, 2018 Enrolment Policy

11. 11 SF2: Learner Attendance School Form 2 shall be used to Validate Enrollment Count of SF4 for the last 2 months of School Year

12. 12 SF4: Monthly Attendance

13. 13 SF4: Report on Attendance School Form 4 (for the lst 2 months of SY ) may be used to Validate Nos. of Promoted and Retained on SF5 Report on Promotion

14. 14 SF5: Report on Promotion DCC Is not signatory in SF5

15. 15 SF5: Report on Promotion LIS Generated SF5 shall be verified vis-à-vis enrollment count of SF4 and EoSY Status – General Average in SF10. Discrepancies between SF5 and SF4 enrollment count shall be checked with SF2 Attendance while discrepancies between SF5 and SF10 shall be verified thru SF 9 or Class Record (if SF9 is no longer available).

16. 16 SF5: Report on Promotion

17. 17 SF5: Report on Promotion

18. 18 SF5: Report on Promotion

19. 19 SF9: Progress Report “Manually updated” is not necessary mean to “write manually or handwritten”. The previous paragraph: ..it is simply mean, “not automated” and LIS generated. Therefore, preparation of SF8/SF10 could be handwritten or printed, depending on the availability of resources of school and technical skill of the adviser. Also, “..(SF9/SF10)..should be written the way it was generated in the SF5 is not necessary to make all the letters in ALL CAPS, the instruction is pertaining to the “arrangement or order of names (last name then First Name (next is for extension name and lastly the middle name). Upper or lower cases is less important.

20. 20 SF9: Progress Report The data on Grades/ Eosy Status shall be checked only for validating conflict of SF5 & SF10 consistent with the intent of the checking of school forms policy. Checking of Nos. of School Days and attendance are not yet in the LIS are not yet within the scope of checking of school forms guidelines.

21. 21 SF9: Progress Report Sa pag lagay ng Grade level sa SF9 at iba pang School Forms, anong format ba ang ang dapat , Roman Numeral (I,II,III--) or Figures (1,2,3,4,5--)? Sa mga naunang policies pertaining to K to 12 Curriculum, madalas na ang nakalagay or ang ginamit na format ay figures tulad ng Deped Order 8, 2015 K to 12 Assessment at iba pang Deped Orders. Nang ilabas naman ang Deped Order 30, 2019 Deped Manual of Style, section VII. Numbers paragraph 101, sinasabing kapag para sa grade/year level, figure format ang ginagamit . Kung ang mga schools ay Nakagawa ng nang mga SFs at ang nagamit ay hindi figures format, pakiusap lang na huwag na itong ipaulit dahil magdadagdag lang ito ng workload para sa ating mga teachers . Ang importante ay ang content ng SFs – DO 11, 2018. Pero sa susunod na School Years, mas Mabuti pa din na gamitin kung ano ang nasa official manual of style na mababasa sa Deped Order 30, 2019 . Maaari kaya itong isama sa inyong SLAC session?

22. 22 SF10: Permanent Record One Copy Only For Public School, only the DepEd Official Logo and Seal is visible For incoming Grade 1, Birth Certificate or equivalent document and any of the following (not all): Certificate, ECCD Checklist or Progress Report Card.

23. 23 SF10: Permanent Record No Need of Written Request if there is a Notification of Transfer in LIS Send Original Copy (except for grades 6 & 10 completer) and retain certified true copy. Option to send electronic/scanned copy thru official email (DO 35, 2022) Send complete attachment (copy of birth certificate or equivalent, certificate) Retain Original for Grades 6 & 10 Completer

24. 24 SF10: Permanent Record

25. 25 SF10: Permanent Record Original School must ensure that all unused boxes are free from any notations or markings Originating School Receiving School Grades Grades Grades Grades Grades Passed Promoted Passed Passed Passed Receiving School will use this portion

26. 26 SF10: Permanent Record Originating School must ensure that all unused boxes are free from any notations or markings Originating School Receiving School Grades Grades Transferred out to Receiving School Effective April 28, 2024 Grades No Entry Grades Grades Grades Receiving School will update this portion

27. 27 SF10: Permanent Record School must provide 1 certified copy of SHS completer to Division Office

28. 28 SF10: Permanent Record Originating JHS/SHS must attached all supporting document (Birth Certificate, SF10 for ES and it’s attachment and SF10 JHS and it’s attachment)

29. 29 SF10: Permanent Record If the receiving colleges or university is requesting original copy, provide copy of Deped Order 69, 2016

30. 30 SF10: Permanent Record For Transferred Out/Moved Out only Print another copy if needed If the school preferred 2 or more separate pages, insert name of learner & LRN on each succeeding page/s

31. 31 Temporary Enrolled No discrimination, Free and compulsory Quality Education

32. 32 Temporary Enrolled Holding of credential is valid Provisional Enrollment is allowed

33. 33 Temporary Enrolled Affidavit of Undertaking Attend higher grade level as temporary enrolled Limitation on receiving award/citation

34. 34 Temporary Enrolled Execute every opening of classes May provide copy to originating private school

35. 35 Temporary Enrolled

36. 36 Temporary Enrolled

37. 37 Temporary Enrolled Learner with pending transfer of document from originating public school (no private school transfer history with unsettled account) Learner from not authorized/registered private school Learner without transfer credential for whatever reasons except with unsettled balance from private school NOT to be considered as Temporary Enrolled:

38. Special Cases ( Deped Order 3,s.2018) Special Cases Required Documents Upon Enrollment Additional Requirements for Submission During the SY Learners from: Philippine School Abroad Foreign Schools Abroad Birth Certificate or any equivalent legal document Latest Report Card or any equivalent academic record Accepting school shall have the discretion to determine the appropriate grade level in which to place the learner (DO 26, S. 1994) PEPT Certificate of Rating for learners who have not completed the SY abroad, as long as three grading periods have been completed, and for learners who need grade level standards assessment Permanent Transcript of Records from Originating School 38

39. Special Cases Required Documents Upon Enrolment Additional Requirements for Submission during the SY Non – DepEd Accredited Schools PEPT /PVT Certificate of Rating Birth Certificate from the PSA or the local civil registrar; or barangay certification None Balik - Aral SF9 (formerly Form 138) of the last SY attended or PEPT Certificate of Rating, whichever is applicable Birth Certificate from the PSA or the local civil registrar, or barangay certification A & E Passer (Elementary) A & E Elementary Level Certificate of Rating A & E Passer (Secondary) A & E Elementary Level Certificate of Rating Displaced Learners Any proof of identity or any means as directed by the Central Office SF9 (formerly form 138) and/or Results of PEPT or A & E Test, if applicable 39 Special Cases ( Deped Order 3,s.2018)

40. Checking of School Forms Guidelines on the Preparation and Checking of School Forms 40 Validation

41. Policy Intent 41

42. Scope of SCC Checking 42 All SFs containing LIS data may be reviewed and verified by the School Checking Committee (SCC)

43. Overview 43

44. What to Check and How School Form 1 (Adviser ) School Form 4 (School Head) School Form 5 (Adviser) School Form 6 (School Head) School Form 10 (Adviser) & Applicable Certificates Birth Certificate or Equivalent Document (DO 3,s.2018) Learner’s Complete Name, Date of Birth and Gender. If not matched, adjust SF1 thru LIS Learner’s Profile Nos. of Registered Learners Column in SF4 vis-à-vis Nos. of Learners Column in SF 5. If not matched, validate each learner using SF2 and adjust status of Enrolment thru LIS Updating Status School Form 5 (Adviser) Learner’s Complete Name LRN, General Average and EoSY Status in SF5 vis-à-vis SF 10. If not matched, validate using SF1 (Profile) and/or SF 9 (Grades) and adjust EoSY General Average thru LIS EoSY Updating School Form 4 (School Head ) Nos. of Registered Learners by class column in SF4 vis-à-vis Nos. of Learners Column in SF 6. If not matched, validate each classes using SF 5

45. Startup 45 For DCC Only

46. Policy vis-à-vis Traditional 46 Page 8

47. 47

48. 48

49. School Forms Checking Study 49

50. Forms No Longer Required 50

51. Sampling/Drawing Lot 51 No Advance Draw lots

52. Sampling/Drawing Lot Size of School* Based on combined enrollment in the priority grade levels Priority Grade Levels Other Grade Levels   Minimum No. of Classes Percentage (which ever is higher) Estimated   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 52

53. School Forms Checking Report IA 53

54. School Forms Checking Report IA 54 Inconsistent - Spelling of Name, Date of Birth & Gender CLOB vis-à-vis School Forms/LIS Record Inconsistent General Ave and/or EoSY Status of SF5 vis-à-vis SF10 or LIS Record Incomplete Supporting Document - No Birth Certificate or any equivalent document attached in SF1 (at the very least, the Barangay Certificate with details on complete name, date & place of birth, gender and name of parents must be accepted) Count the number of learner with inconsistent/incomplete record not the number of error or inconsistent/incomplete document.

55. School Forms Checking Report IB SFCR IB is similar to SFCR IA for SCC DCC prepare SFCR IB with the list of sections/classes from the draw lots only Accuracy Rating from SFCR IB shall be the official Accuracy Rating of the School All SFCR IAs together with SF5 & SF6 shall be submitted to DCC 55

56. School Forms Checking Report 1 2 nd part 56 Table 3 is nothing to do with the computation accuracy level, this is the venue that we can make report of those schools that did not comply with the 30-day policy of sending transfer document. Count all cases of late transmission of transferred document so that the School Division Office is aware of the extent of non-compliance

57. School Forms Checking Report 2 nd part 57 Table 4 is for Temporary Enrolled For SCC: a. List down learners and from what school b. Make notation/report of Private School refusing to update LIS System Notification of Transfer Request

58. School Forms Checking Report 1 2 nd part 58 Signatures of DCC/Representatives are required in SFCR 1B Need confirmation of School Head

59. School Forms Checking Report 2 59

60. School Forms Checking Report 3 60

61. Important Notes \ Only 2 levels of checking; School Level (all classes) to be conducted by the SCC and Division Random Checking (all schools but randomly selected classes only) by the DCC Mandatory DCC membership of SEPS for Planning and Research and the DPO III. LIS/ICT coordinator must be assigned as Vice-Chair of SCC Only SF1, SF4,SF5,SF6 and SF 10 are subject for checking . SF2 and SF9 are just secondary report and need not be checked unless for validation purposes. SF 2 will be used only as reference in case of inconsistencies in SF1,SF4 & SF5. SF9 can only be checked if SF 5 and SF 10 did not match. SF3 & SF8 are not supposed to be reviewed or checked by SCC and DCC. PSA Birth Certificate is preferred but not required or mandatory. Other equivalent document can be used as reference to establish identity of Learner Focus on Accuracy and consistency rather than cosmetic and format

62. Important Notes \

63. Checking of School Forms 63

64. Appreciation Notes An Open Letter to All Kindergarten Teachers! A heartfelt thank you to all dedicated kindergarten teachers! Your tireless efforts in encoding the data of our young learners into the Learner Information System lay the essential groundwork, extending all the way to Senior High School. Your diligent review of supporting documents ensures that all information in School Form 1 is consistent and true. Your attention to detail and commitment to accuracy are invaluable in providing reliable information of our learners. We deeply appreciate your dedication and hard work in building and shaping the information data bank of DepEd thru LIS. Thank you for your unwavering commitment to excellence! School Forms Reengineering Team 64

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