Preparation-and-Checking-of-School-Forms-SY2022-2023.pptx

PRESENTATION OPF FORMS

1. Preparation and Checking of School Forms Guidelines of D.O. 11, 2018 with Important Notes from D.O. 4, 2014; D.O. 54, 2016; D.O. 58, 2017; and D.O. 3, 2018 Presentation for the Schools Division Office of Calamba City, Region IV-A Jonathan F. Diche Office of the Director, Planning Service February 2020

2. Preparation and Checking of School Forms Guidelines of D.O. 11, 2018 with Important Notes from D.O. 4, 2014; D.O. 54, 2016; D.O. 58, 2017; and D.O. 3, 2018 Presentation for the Schools Division Office of Calamba City, Region IV-A Jonathan F. Diche Office of the Director, Planning Service February 2020

3. PRE-CHECKING 1. Preparation a. Identification of the Learner Any of the following: - PSA/NSO Issued COLB - Local Civil Registry Issued COLB - Baptismal Certificate - Barangay Certificate * Agreement between the Adviser and Parents with Witnesses Important Notes: Without COLB, Learner is not to be considered as Temporary Enrolled (DO 3, 2018) & Adviser is not also considered as having incomplete supporting document in SFCR (DO 11, 2018) 5

4. PRE-CHECKING 1. Preparation b. Encoding in LIS (Transferred In) attended classes at least (one) 1 day - SF9 as reference - Affidavit of Undertaking for Learner with Financial Obligation from Private School ( All trans IN Private School ) In the absence of SF9 during enrollment, any school document with LRN will do or any of the following: - PSA/NSO issued COLB - Local Civil Registry Issued COLB - Baptismal Certificate - Barangay Certificate 6 Important Notes: SF 10 is not required during enrollment and not a pre-requisite for encoding in LIS (DO 3, 2018) . Learner’s enrollment must be recorded in LIS in order to notify the originating school of the transfer. (DO 54, 2016)

5. PRE-CHECKING Preparation c. Preparation of SF10 1 Original Copy Initially prepared by Teachers/Advisers in Grade 1 for ES, Grade 7 for JHS & Grade 11 for SHS - Manually written/computer-printed grades for succeeding grade levels (whatever is available and practical to school) No School Logo and Branding Ordinary Bond Paper (hard/specialized paper is not necessary – no need of procurement for this purpose) Print additional Page/s if needed (back to back printout or separate pages may do, whatever is appropriate and available resources in school) 1 Grading Box per School Year/School if transferred Out, do not make notation (no entries) in the vacant/unused Grading Box 7 Important Notes: SF 10 must be prepared at the End of School Year, it should not be prepared quarterly – (DO 58, 2017 & DO 11, 2018)

6. PRE-CHECKING 1. Preparation e. Transfer of SF10 (Transferred In) School to School Transaction Courier Cost/Fees c/o MOOE/School Funds No Holding of Document due to Financial Obligation (except Private School-DO 88, 2010) Observe thirty (30) days turnaround time Send Original except for the following: - Grade 6 Completer, on-going Grade 7 - Grade 10 Completer, on-going Grade 11 as per DO 35, 2022 Scanned Copy may be sent thru Email 8 Important Notes: Written/Letter Request is no longer required to transfer SF10. The system notification of transfer in LIS is enough for the originating school to contact the receiving school and provide necessary information for transfer of document – DO 54, 2016 & DO 58, 2017

7. School Forms 9

8. PRE-CHECKING 1. Preparation f. SF 4 Preparation Manually Prepared (Not Yet LIS Generated) NLPA (NLS Equivalent) and Nos. of Death Cases SF4 for the months of May and June 2023 shall be presented during Checking No need to attach/present the SF2 during Checking 10 Important Notes: SF 4 shall be used to validate enrollment counts as of June 30, 2023 vis-à-vis Nos. of Promoted, Conditionally Promoted and Retained as reported in SF 5 and SF 6

9. PRE-CHECKING 1. Preparation g. SF 5 Preparation LIS Generated Public Schools (except SHS) offering basic education curriculum for core learning areas shall encode quarterly grades/learning areas in order to generate LIS-SF5 report. The General Average will be automatically computed together with the appropriate remark or status. For SHS, private schools and other Public Schools that offering specialized curriculum or program are not required to encode quarterly grades in LIS. Updating of SF5 shall be done thru encoding of General Average using the LIS EoSY Facility 11 Important Notes: SF 5 authorized signatories are the class advisers and the School Checking Committee. DCC shall no longer required to put their signatures in SF5. School Head is liable and accountable for any incorrect entries in the school forms – DO 4, 2014.

10. PRE-CHECKING 1. Preparation h. Extension Name in LIS and SFs Identical First and Last Names of father & son Encode the given extension name in the designated input box in LIS regardless of the order in which it appeared in CoLB LIS generated SFs are not subject for editing outside the system. Format and order of learner’s names are final and officials. The system determine the margins, font type/size and placement of extension name if any 12 Important Notes: Encoding of extension name in the designated input box shall ensure easy retrieval and tracking of learner’s record in LIS database. The use of an extension name is to identify the father and son if the first and last names are identical – Civil Code of the Philippines Article 375

11. PRE-CHECKING 1. Preparation i. Division Level Preparation Creation of DCC CID Chief – Chair SGOD Chief – co-Chair PSDS – co-chair SEPS Planning and Research – Mandatory Member DPO III – Mandatory Member Education Supervisors (to be identified by CID Chief) No District level Checking Checking Schedule is after the 4 th Quarter Examination as per school calendar. No Advance Checking Schedule for Grade 6, 10 & 12 School shall be notified at least 15 calendar days prior to the schedule 13 Important Notes: DCC may deputize other school personnel to conduct the division level checking. SCC is also encourage to involve more personnel and create sub-committee for school level checking.– DO 11, 2018

12. DURING CHECKING 2. Actual Checking LIS Data is the Center of Checking Focus on Accuracy and Consistency Draw lots/raffle (random sampling only) on the day of checking – no advance raffle Transportation/snack shall be charged against official funds. No collection of contribution for token/gifts from teachers Important Notes: LIS data is the single source of truth for enrollment information and statistics. The 21 st century checking objective is to ensure that data in LIS is updated and maintain the highest level of accuracy as much as possible. 14

13. School Forms Checking Parameter 15

14. 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

15. 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 17

16. POST CHECKING 2. Report Preparation DCC deputized checkers shall Accomplish School Form Checking Report 1B (3 copies, 1 SCC, 1 PSDS, 1 DCC) and fix their signatures Scores from raffled sections shall become the official Accuracy Level of the School SFCR 2 shall be prepared by PSDS and submit to the Chair of DCC SFCR 3 shall be prepared by DCC and submit to the SDS together with a narrative report Important Notes: Implementation feedback as transpired in SFCR and from the narrative shall be considered in resolving recurring issues and challenges in report preparation and validation 18

17. School Forms Checking Report IA 19

18. School Forms Checking Report 2 nd part 20

19. School Forms Checking Report 2 21

20. School Forms Checking Report 3 22

21. Summary of DO 11, 2018 23

22. School Checking Committee 24 Chairman: IRENE D. OCAMPO, EdD Co-Chairman: Myrna B. Vergara Members: Arveejoy D. Magbalot Maria Theresa F. Roque Leslie D. Pasion

23. School forms to be Checked 25 SF 1 - School Register - LIS Generated - Adviser SF 2 – Daily Attendance Report of Learners – LIS generated FEB & MARCH ONLY - Adviser SF 4 – Monthly Learner’s Movement and Attendance – LIS Generated(Manually Input) –– Maam Arvee SF 5 – Report on Promotion and Learning Progress and Achievement – LIS Generated – Adviser SF 9 - Learner’s Progress Report Card – Adviser SF 10 – Learner’s Permanent Academic Record – Adviser Class Records – Adviser Completion Certificate, Acceleration Certificate, ECCD Checklist, List of Graduates or Completers – Adviser School Based Checking - Grade One to Five Division Checking – Kinder, Grade 1 & Grade 6

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27. SCHEDULE OF CHECKING 29 KINDER & GRADE 6 – April 7, 2025 Kinder, Grade 1 & 6 – School Based April 11, 2025 – Division Level @ MES Grade 1 to 5 – April 8, 2025- School Based

28. You are invited 30 Join and collaborate with us in facebook group SCHOOL FORMS REENGINEERING TEAM (SFRT) https://www.facebook.com/groups/319103348175409/