PS Policies on Enrolment , Transfer of Docs, Checking of School Forms and SF10 as of April 2024_pm.pptx

Tranfer Dox

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 Schools Division of Quezon Orientation on Preparation and Checking of School Forms (Virtual, April 8, 2024)

2. Deped Order 3, 2018 Basic Education Enrolment Policy Objective Challenges System Facility 2

3. REGISTRY: Kindergarten 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 3 “Kindergarten education shall mean “ one (1) year of preparatory education for children at least five (5) years old as a prerequisite for Grade 1 ”

4. Clarification “.. 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 4 -DO 20,s.2018 Paragraph 5 Items A & C

5. 5 Unsettled Account/Financial Obligation Temporarily Enrolled : learner who are not officially enrolled in Public School due to deficiencies in submission of documentary requirement Deped Order 3,s.2018

6. Temporarily Enrolled Admission in a grade level is subject for validation. Public school can only issue SF10 upon complete submission of the documentary requirement Receiving public school shall issue a Temporary Progress Report Card. The TPRC is inadmissible for transfer and enrolment but for the purpose of learning progress monitoring only. 6

7. Temporarily Enroled At the End of School Year, learner cannot be officially promoted to a higher grade level for the incoming SY or graduated (attendance in graduation ceremony may be decided by the School Division Superintendent). - However, the learner can still attend the next grade level as Temporary Enrolled upon submission of another Affidavit of Undertaking for the present School Year. No issuance of SF10/Form 137/Diploma Learner will not have the privilege to be recognized for academic honors or any citations 7

8. Guiding Principle The constitution guaranteed free access to basic education – Republic Act 9155 Learner can attend classes/learning sessions, receive quality education thru public school system without discrimination Education is free but documentation is evidence-based – as prescribed by the policy 8

9. Reiteration On Transferred Out with Unsettled Account- DO 35, 2022 9

10. Clarification on the T.E. 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 10 NOT to be considered as Temporary Enrolled:

11. 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 11

12. 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 12 Special Cases ( Deped Order 3,s.2018)

13. Documentary Requirements In the absence of PSA Birth Certificate, the parent or guardian must submit a Birth Certificate from the local civil registrar or a Barangay Certification containing the basic information of the child. Reiterating DO. 58, S. 2017, the birth certificate shall be an attachment to the learner’s permanent record New records, Balik -Aral or with enrolment gap in LIS history are subject for Division Planning Officer’s review and action 13

14. Important Notes Use of Enrolment Form is required upon enrolment Certificate of Good Moral is no Longer Required for Admission – not included in the list of documentary requirement Learner must be enrolled in the LIS as soon as the learner attended classes (even 1 day attendance). Affidavit of Undertaking is for learner with Financial Obligation from Private School. (Do not require this affidavit from learners coming from Public School.) Applicable accreditation/equivalency certificate or document 14

15. 15 Basic Profile Academic Performance Certification 15 Content and Format of SF10 Removed duplicate information/reduced data elements Only the learner’s identify (no more family, economics, address data) Removed Attendance and Character Traits Removed other data that are not necessary Required to prepare in one copy only at the end of school year, no need to prepare quarterly.

16. Basic Profile and Eligibility 16

17. Important Notes 17 Only DepEd Official Logo and Seal is visible Do not insert name of school and it’s logo at the heading Applicable to SF10ES, SFJHS and SF10SHS (renamed from form 137)

18. Important Notes 18 An individual record of a learners’ academic achievement per level Includes the name of the advisers from the current SY to the next SY. The name of the learner is as ease.

19. Academic Performance 19

20. Certificate of Transfer 20

21. Important Notes 21 Includes the signature over printed name by ink of the principal and the school’s official seal

22. Procedure A. Preparation and Updating Class Adviser of Grade 1 and Grade 7 will prepare one (1) copy of SF10 - ES and SF10 -JHS with other supporting documents Class Adviser of other grade levels will update using the same/original SF10 Every End of School Year ONLY (not every end of the quarter) Kindergarten will only use the ECCD checklist instead of SF10/Form 137 22

23. Procedure B. Transfer and Safekeeping School where the learner completed Grade 6 and Grade 10 will keep the Original Copy of SF10. Duplicate Copy will be kept by the originating school in case of transfer to other school. Use separate grading box if transferred within the School Year. Copy existing grades for previous quarter/s to complete the current grading box. Policy on Transfer Document ( Deped Order 54, S. 2016) 23

24. E-Copy Option Procedure (DO 35, 2022) 24

25. School Forms 25

26. Deped Order 54, 2016 Guidelines on the Request and Transfer of Learner’s School Records Objective Challenges System Facility 26

27. Tracking (Transfer In/Out, Dropped Out) Increase in quality and veracity of enrolment data and other education-related indicators Ability to track learner movement/migration pattern within the basic education system Deped Order 54,s.2016 Guidelines on the Request and Transfer of Learner’s School Records

28. Highlights 28 Enrol in LIS to notify transfer School to School Transaction Thru Courier Service with Respected Reputation Transfer Fees/Expenses Charge to MOOE/School Funds Thirty (30) Days Turn Around Time No Holding of Document due to Financial Obligation SDO Thru SGOD Extend Technical Assistance

29. Transfer/Move Out On 2 options: Confirm or Decline (No Waiting)

30. Decline Transfer/Move Out 30 3 reason to decline (other condition is to confirm) 2 3 1

31. Confirm Transfer/Move Out 31 For Learner with financial obligation, Check the With Unsettled Account box, make notation in the remarks box…amount of loan and other information . Click Confirm. This only confirm that the learner is physically moved /transferred out .

32. System Facility 32 The clicking the box, “with unsettled account”, the learner is automatically tagged as Temporarily Enrolled in the system and this status will be visible in SF1 and SF generated Forms from LIS. Failure on the part of Private School to Click the Unsettled Account Box and the Confirm Button – will interrupt the tracking system of LIS and may be considered as an act of “non-compliance.”

33. Important Notes Registrar Awareness of School on DO54,2016 Hard Copy Request is no Longer Required. System notification is enough. Private Schools must be informed that the confirmation action is for the physical transfer of the learner and nothing to do with the learner’s financial obligation. SDO is expected to extend Technical Assistance to School having difficulty in coordination. 33

34. Deped Order 11, 2018 Guidelines on the Preparation and Checking of School Forms Objective Challenges System Facility 34

35. Objective Data Validation Technical Assistance to School Maintain/Ensure LIS accuracy level Policy Implementation Feedback 35

36. School Data Usage 36 Validation

37. Policy Intent 37

38. Overview 38

39. 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

40. Startup 40

41. Policy vis-à-vis Traditional 41 Page 8

42. Policy vis-à-vis Traditional 42 Page 7 Do not reencode names into other templates just to adjust printed name and other data Commercialized SFs not allowed LIS Coordinator confirmation

43. Policy vis-à-vis Traditional 43 Page 7 “SF 8 & SF 9 …manually updated” – not necessary “manually written”, it simply mean “it is outside LIS system therefore not automated”. It will defend on the available resources in the school. “Should be written the way….SF5” not necessarily Upper Cases in SF9 &b 10, it is only the order of names. Extension name must be encoded in designated box.

44. Policy vis-à-vis Traditional 44 Page 7 Letter Request is no Longer needed

45. 45

46. 46

47. 47

48. No to Old Forms 48

49. School Forms Checking Study 49

50. Sampling/Drawing Lot 50

51. 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 51

52. School Forms Checking Report IA 52

53. School Forms Checking Report 2 nd part 53

54. School Forms Checking Report IB 54

55. School Forms Checking Report IC 55

56. SF5 Signatories

57. 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

58. Checking of School Forms 58

59. End of Presentation 59 Share your thoughts with us Join us in facebook group SCHOOL FORMS REENGINEERING TEAM (SFRT) | Facebook