School Forms Checking and Guidelines 2024-2025.pptx

School Forms Checking and Guidelines 2024-2025

1. DepEd Order No. 11, s. 2018 Guidelines on the Preparation and Checking of School Forms

2. BACKGROUND Prior to the issuance of DepEd Order No. 4, s. 2014, the preparation of forms was tedious. This burden was lessened with this policy. X List of Graduates X Form 18 X Form 3 X Form 19 X Form 29 Modified School Forms are available in the LIS. No need to encode the learner’s data in the SFs.

3. RATIONALE The manual preparation of forms was replaced by an electronic school forms available for download in the LIS. (SFs) These forms 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. Using the system-generated forms will 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.

4. SCHOOL FORMS SFs 1-5: Existing, AS IS SFs 5A & 5B: Additional SFs 6-7: Existing, AS IS SFs 8-10: New Excel Format is available at www.deped.gov.ph and lis.deped.gov.ph NOT FOR SALE!!! QUICK REVIEW: DO 4, 2014 & DO 58, 2017

5. SCHOOL FORMS SF 5 – Report on Promotion and Level of Proficiency for Kindergarten (SF5-K) At the end of the school year, the Kindergarten will prepare the report on the learners’ individual assessment results. (please refer to DO 8, s. 2016 – Omnibus Policy on Kinder) SF 8 – Learner’s Basic Health and Nutrition Report At the beginning of the school year, the teacher will conduct actual measurement of height & weight to calculate the BMI.

6. SCHOOL FORMS SF 9 – Learner’s Progress Report Card The Progress Report Card was renamed to Learner’s Progress Report Card or SF9. The format and content of the existing Progress Report Card as prescribed by DO 8, s. 2015 will still be adopted in all grade levels EXCEPT IN KINDER. SF 10 – Learner’s Permanent Academic Record Form 137 was renamed to Learner’s Permanent Record to simplify the format and content.

7. CHECKING PROCEDURES

8. Roles & Functions of the DCC CID shall focus on the areas of enrolment eligibility and assessment which include promotion/retention or acceleration. SGOD shall validate the enrolment count, number of school leavers/dropped outs, transferred in/out, promoted/retained and other enrolment-related indicators. Planning & Research shall validate the presented SF1 and SF5 with the actual online record in the LIS .

9. Roles & Functions of the DCC There will be no checking of forms at the District Level The schedule of quarterly examination as stipulated in DO 25, s. 2017 shall be strictly observed. (Mar 15-16) No internal advance schedule of examination shall be given for graduating/moving up levels 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 per DO 36, s. 2016 since LAST YEAR when the DO 36 was issued.

10. At the School Level: Initial Tasks of the Class Adviser At BOSY , the class adviser shall collect supporting documents (PSA Birth Cert, Baptismal Cert, or any) to establish the identity of each learner assigned to his/her advisory class. DO 54, s, 2016 Guidelines for Transfer shall be properly observed; observe due diligence in encoding the learner’s basic information into the LIS. The class adviser can generate SF1 using his/her system account . This shall become the official enrolment list and be used as reference.

11. At the School Level: Initial Tasks of the Class Adviser

12. At the School Level: Initial Tasks of the Class Adviser

13. At the School Level: Initial Tasks of the Class Adviser The class adviser shall also download SF2 from the LIS

14. At the School Level: Initial Tasks of the Class Adviser The class adviser shall also download SF2 from the LIS

15. At the School Level: Initial Tasks of the Class Adviser SF2 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.

16. At the School Level: Initial Tasks of the Class Adviser At the EOSY , once the computation of final rating for each learning area is done, the class adviser shall transfer these grades from his/her class record into Learner’s Permanent Academic Records (SF10). SF10 is for Grades 1 & 7 only.

17. At the School Level: Initial Tasks of the Class Adviser The validated SF10 (Permanent Record) will be the basis for updating each learner’s status (promoted, conditionally promoted or retained) in the LIS as of EOSY. DO 58, s. 2017 Section IV paragraphs D & E shall be strictly observed.

18. SCHOOL FORMS Effective SY 2017-2018, the updated and standardized SF10 will be adopted for Grades 1 and 7 only. For Grades 2-6, 8-10, the old/existing format of Form 137 will be used until the learners complete the elementary and JHS level, respectively. There is no need to rename to SF10. Incoming Grade 11 (SHS) will continue using the existing format and content of Form 137 as issued through DO 69, s. 2016 but will rename the form as SF10-SHS .

19. SCHOOL FORMS Procedures in preparation of SF10-ES The Grade 1 teacher will prepare 1 copy only of SF10-ES and attach the relevant supporting documents such as BC, KCC, ECCD, progress report or other equivalent document. If the learner continues his/her studies in the same ES, the SF10 ES will be forwarded by the G1 adviser to G2 until the learner completes G6. If the learner transferred out to another ES, the receiving ES shall request the transfer of original copy of SF10 and other pertinent documents via LIS.

20. SCHOOL FORMS Procedures in preparation of SF10-ES The JHS where the learner completed his/her JHS level shall keep the original copy of the SF10-JHS. If the learner requests for additional copies for his/her employment, or for any reason other than to enroll for SHS, the school may create a certified true copy from the original SF10-JHS. The certified true copy that has the school seal and School Head’s signature in ink shall be provided to the learner.

21. SCHOOL FORMS Procedures in preparation of SF10-ES If the learner proceeded to SHS, the JHS upon receipt of a written request or system notification of transfer through the LIS whichever comes first will create one certified true copy of SF10-JHS and send it along with other pertinent documents such as copy of SF10-ES to the requesting SHS. The receiving SHS, through the G11 adviser, shall use the certified true copy of SF10-JHS as a reference to create SF10-SHS.

22. SCHOOL FORMS Procedures in preparation of SF10-ES Any erasures or alterations on the document should be validated and bear the signature of the School Head in ink. The SF10-JHS shall be prepared at the end of the school year or in the event of learner transfer within the school year. The SF10-JHS shall be printed using long-sized bond paper. Commercial printing is hereby discouraged.

23. At the School Level: Initial Tasks of the Class Adviser DO 69, s. 2016 Section IV paragraphs B shall also be strictly observed.

24. At the School Level: Initial Tasks of the Class Adviser SF5 and SF6 or the Report on Promotion and Level of Proficiency and the Summarized Report on Promotion and Level of Proficiency for each class can be generated from the LIS using the school level access accounts.

25. QUESTION… Can we download now the SF5 and SF6 in the LIS? Not yet available in the system. WHY? The 4 th Quarterly Exam is not yet administered. You can not declare at the moment if a learner is promoted or retained.

26. At the School Level: Initial Tasks of the Class Adviser

27. At the School Level: Initial Tasks of the Class Adviser SF5K shall be used for Kindergarten as validated by the ECCD Checklist post-test result and the Kindergarten Progress Report. Class advisers in Kindergarten are not required to prepare SF10-ES (formerly Form 137).

28. At the School Level: Initial Tasks of the Class Adviser These 4 SFs ( SF1, SF4-Feb & 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 and 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.

29. At the School Level: Initial Tasks of the Class Adviser

30. Composition of the School Checking Committee (SCC) Chairperson: School Head Vice Chairperson for Enrolment Count & Learner Profile (LIS/EBIES/ICT Coordinator) – focus on LIS-related issues and school report generation Vice Chairperson for Curriculum and Assessment – focus on enrolment eligibility, curriculum, promotion and retention. Schools with 3 or more sections in each grade level may organize sub-committees comprised of the class advisers and other subject teachers.

31. 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. Class advisers and school heads shall perform the ff :

32. Roles and Functions of the SCC

33. During Reading and Checking of Forms (School Level) Immediately after the tabulation of 4 th Quarter Examination Results ( March 15-16, 2018 ) for grade levels that shall move up/graduate (Kinder, Grade 6, Grade 10 and 12) has been processed and recorded in the appropriate forms, the SCC shall START THE SCHOOL-LEVEL CHECKING ACTIVITIES. The review shall focus on the accuracy of the learner profiles and enrolment eligibility using reliable references (Birth Certificate, Permanent Record (SF10 formerly Form 137).

34. During Reading and Checking of Forms (School Level) 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 learner’s names should likewise not be edited . The format and content of system-generated SFs are considered FINAL and OFFICIAL .

35. During Reading and Checking of Forms (School Level) Commercialized electronic school forms as mentioned in DO 58, s. 2017 Section VII shall not be recognized nor accepted.

36. During Reading and Checking of Forms (School Level) To ensure that only SFs generated from the LIS are being presented during the checking of forms, the designated LIS Coordinator is required to sign or initial each SF . SF10 (formerly F 137) and SF9 (F 138) shall be manually updated and must be consistent with the SF5 and other documents.

37. During Reading and Checking of Forms (School Level) Beginning SY 2018-2019, the arrangement of learner’s names in the SF9 (F 138) should be written the way it was generated in the SF5. Currently, the system-generated SFs print the name of the learners in this order: LN, FN, Ext, MN. Awards and certificates for learners in graduating/moving up levels (K, 6, 10 & 12) should be checked against the SF1 for consistency.

38. During Reading and Checking of Forms (School Level) 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).

39. During Reading and Checking of Forms (School Level) Errors and inconsistencies observed by the SCC should be communicated to class advisers for adjustment in the LIS. Effective SY 2018-2019, 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) in accomplishing relevant information in the IPCRF of teachers.

40. Selection of Classes for Checking of Forms (Division Level) The DCC shall conduct the Division Level Checking of Forms for grade levels that shall move up/graduate (K, 6, 10 & 12) prior to the school’s schedule for the moving up ceremony /commencement exercises. The checking for other grade levels may start after the 4 th quarter examination until the 2 nd week of April. Kinder, G1, G6, G7, G10, G11 and G12 shall be the priority grade levels for checking.

41. Selection of Classes for Checking of Forms (Division Level)

42. 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 school forms are considered FINAL & OFFICIAL. The system shall also determine the margins, font name, font size and placement of the extension name. Modifications such as the insertion of additional columns is/are not allowed.

43. Paramount Considerations in the Checking of School Forms For printing, A4 or Long size bond paper may be used. 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. The DCC shall focus and check on the availability of supporting documents for entry grade levels (K, 1, 7, and 11) and learners who transferred in or moved in for other grade levels.

44. Supporting Documents for Entry Grade Levels

45. Focus Areas for CID

46. Focus Areas for CID Be reminded that the List of Graduates and documents/reports are no longer required.

47. Paramount Considerations in the Checking of School Forms Should there be discrepancies in the learner’s profile (e.g. BC – SF1) the necessary adjustments must be made by the class adviser / school system admin in the LIS. If 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 LIS Coordinator shall ensure that all discrepancies found during the checking are reconciled and that the corresponding adjustments are applied in the LIS.

48. Focus Areas for SGOD

49. Focus Areas of Checking and Means of Validation School Forms Checking Report (SFCR1) At the end of the checking of forms, the committee’s findings shall be consolidated in an observation report using the SFCR1 in 3 copies reflecting only the classes that they reviewed. The summary report shall focus on the following: Number of Learner’s Records - examined / reviewed - inconsistent information - without reference documents (BC & SF10/F137)

50. Focus Areas of Checking and Means of Validation School Forms Checking Report (SFCR1) Temporarily Enrolled learners e.g. have pending transfer of SF10 (F137) should not be included in Tables 1 and 2 of the SFCR1. For Transferred/Moved in : - with SF10 received within 30 days upon enrolment - without SF10 from the originating school, indicating the reason for the pending transfer of the said document and the name of the school.

51. Focus Areas of Checking and Means of Validation School Forms Checking Report (SFCR1) All learners who transferred/moved in shall be recorded in Tables 3 & 4 of the SFCR1. Note that PEPT/PVT or ALS-A&E Certificate holders shall not be included in the count . Effective SY 2018-2019, the SFCR prepared and signed by the DCC of the previous SY can be used as reference during checking to determine progress or improvement of the current school year.

52. POST CHECKING At the School Level Ensure that all adjustments made during the checking are reflected in the LIS. Within 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. At the 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.

53. SFCR1: To be accomplished by the School Head

54. SFCR2: To be accomplished by the PSDS

55. SFCR3: To be accomplished by the DCC

56. DepEd Order No. 11, s. 2018 Guidelines on the Preparation and Checking of School Forms