DEPED ORDER NO. 11, S.2018 GUIDELINES ON THE PREPARATION AND CHECKING OF SCHOOL FORMS

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DEPED ORDER NO. 11, S.2018 GUIDELINES ON THE PREPARATION AND CHECKING OF SCHOOL FORMS

DOWNLOAD DEPED ORDER 11, s. 2018 DPF

DOWNLOAD POWERPOINT PRESENTATION DEPED ORDER 11, s. 2018

RATIONALE

  • The Department of Education (DepEd) issues the enclosed Guidelines on the Preparation and Checking of School Forms for the preparation, updating and evaluation of school forms in basic education starting end of School Year 2017-2018.
  • The mechanisms and simplified procedures prescribed by these guidelines are anchored on the principles of accountability, accuracy and reliability of data, and efficiency. They shall reduce the time and effort of school personnel spent for clerical tasks and records management without compromising the accuracy of the learners’ information and quality of school forms.

PROCEDURES (AT THE SCHOOL LEVEL)

Initial Tasks of the Class Adviser

At the beginning of the school year, the class adviser shall collect supporting documents to establish the identity of each learner assigned to his/her advisory class. Supporting documents or references may include but are not limited to the PSA Birth Certificate, Baptismal Certificate or any equivalent document. If the learner came from another school, the class adviser shall coordinate the transfer of the Learner’s Permanent Academic Record and validate its authenticity. The guidelines for the transfer of the learner’s academic records as provided in DO No. 54, s. 2016 shall be properly observed. The class adviser shall observe due diligence in encoding the learner’s basic information into the LIS to avoid issues in data accuracy and reliability. The learner’s academic records shall be the basis of the adviser for enrolling or validating the said learner in the LIS.

PROCEDURES (AT THE SCHOOL LEVEL)

After encoding all learner information in the LIS, the class adviser can generate SF1 using his/her system account. This shall become the official enrollment list of his/her class and shall be used as reference in any other reporting that requires the list of officially enrolled learners.

The class adviser shall also download SF2 from the LIS with pre-loaded names of learners. This Learner Daily Attendance Report 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.

At the end of the school year, 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 SF10. Note that SF10 should not be prepared quarterly to avoid erasures in the document by ensuring that only final grades are recorded. The validated SF10 will be the basis for updating each learner’s status (promoted, conditionally promoted or retained) in the LIS as of end of school year. Provisions stipulated in DepEd Order No. 58, s. 2017 Section IV, paragraphs D & E and DepEd Order No. 69, s. 2016 Section IV, paragraph B shall be strictly observed. SF5 and SF6 or the Report on Promotion and Level of Proficiency and the Summarized Report on Promotion and Level of Proficiency, respectively, for each class can be generated from the LIS using the school level access accounts.

The SF5K shall be used for Kindergarten as validated by the Early Childhood Care and Development (ECCD) Checklist post-test result and the Kindergarten Progress Report. Class advisers in Kindergarten are not required to prepare SF10-ES (formerly Form 137).

These four (4) SFs (SF1, SF4-February & 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, & 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.

COMPOSITION OF THE SCHOOL CHECKING COMMITTEE (SCC)

The School Head will be the Chair.

  • The SCC Chair shall determine the membership of the SCC

There will be two (2) Vice Chairs at the SCC.

  • The ICT Coordinator (as Vice Chair for Enrollment Count and Learner Profile)
  • The School System Administrator for EBEIS/LIS (as Vice Chair for Curriculum and Assessment)

The Vice Chair for Enrollment Count and Learner Profile will focus on LIS-related issues and school report generation.

The Vice Chair for Curriculum and Assessment will ensure that the content of school forms and reports are compliant with the policies related to enrollment eligibility, curriculum, promotion, and retention.

There is an advantage if the M & E Team shall be included in the membership of the SCC.

With 3 or more sections in each grade level may organize sub-committees.

ROLES AND FUNCTIONS OF THE SCC

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 Division Checking Committee (DCC).

The SCC is also tasked to communicate with the DCC regarding the schedule for the checking of forms and other necessary arrangements.

It is the RESPONSIBILITY of the SCC to discuss the result and findings of the DCC during the checking.

Upon completion of all requirements and relevant documents, class advisers and school heads shall perform the following:

Table 2- Summary of Tasks and Reference Documents at the School Level

Responsible

Person/s

References (Documents to be Checked) Output

(Reports/Forms to be Validated)

Class Advisers Compile supporting documents particularly on the learner’s eligibility for admission, such as:

•   PSA Birth Certificate/other equivalent document

•   SF9 (formerly Form 138) and SF10 (formerly Form 137), or ECCD Checklist, Kindergarten Progress Report, and Certificate of Completion for Kinder

•   PEPT/PVT/A&E Certificate (if applicable)

Ensure that the following SFs generated from the LIS are correct:

•   SF1 — School Register

•   SF2 — Learner Daily Attendance Report (for the months of February and March only)

•   SFS — Report on Promotion and Level of Proficiency

(including SF5-K. SF5A-SHS and SF5B-SHS for Grade 12)

School Heads Prepare Summary Report using the following references provided by the class advisers:

•   SF1 — School Register

•   SF2 — Learner Daily Attendance Report (for the months of February and March only)

•   SF5 — Report on Promotion and Level of Proficiency

(including SF5-K, SF5A-SHS and SF5B-SHS for Grade 12, as appropriate)

Ensure that the following SFs generated from the LIS are correct:

•   SF4 — Monthly Learner Movement and Attendance Report (for the months of February and March only)

•   SF6 — Summarized Report on Promotion and Level of Proficiency

DURING READING AND CHECKING OF FORMS(AT THE SCHOOL LEVEL)

  • Immediately after the tabulation of 4th quarter examination results for grade level that shall move up/graduate (Kinder, Grade 6, 10 and 12) has been processed and recorded in the appropriate forms, the SCC shall start the school-level checking.
  • The review shall focus on the accuracy of the learner profiles and enrollment eligibility using reliable references such as but not limited to the Birth Certificate, Learner’s Permanent Academic Record (SF10 formerly Form 137), or appropriate certifications.
  • The findings of the SCC should be communicated to the concerned class advisers in order to improve his or her preparation of reports.
  • Commendation should also be given when it is due.

DURING READING AND CHECKING OF FORMS

  • 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.

DURING READING AND CHECKING OF FORMS

  • Commercialized electronic school forms as mentioned in DO No. 58, s.2007 Section VII (Special Provision), SHALL NOT BE RECOGNIZED NOR ACCEPTED.
  • To ensure that only SFs generated from the LIS are being presented during the checking of forms, the designated LIS or ICT Coordinator is required to sign or initial each SF.
  • SF10 and SF9 (formerly Forms 137 and 138, respectively) shall be manually updated and must be consistent with the SF5 and other documents.
  • For easy reference and cross-checking, beginning SY 2018-2019, the arrangement of learners’ name in the SF9 (formerly Form 138) should be written the way it was generated in the SF5.

DURING READING AND CHECKING OF FORMS

  • Currently, the system-generated SFs print the name of learners in this order: last name, first name, name extension, and middle name.
  • For uniformity and correct recording, the extension name (if any), must be encoded in the LIS in the separate date field for extension name regardless of the order in which it appeared in the Birth Certificate or other related document.
  • Awards and certificates for learners in graduating/moving up levels (Kinder, Grade 6, 10 and 12) should be checked against the SF1 for consistency.

DURING READING AND CHECKING OF FORMS

  • 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).
  • Effective SY 2018-2019, the 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), whenever appropriate, in accomplishing relevant information in the Individual Performance Commitment and Review Form (IPCRF- RPMS) of teachers.

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 format and order of learners’ names in the LIS-generated school forms are considered FINAL and OFFICIAL.
  • The system shall also determine the margin, font name, font size and placement of the extension name if any.
  • Modifications such as the insertion of additional column/s is/are NOT ALLOWED.
  • For printing, A4 (8.27″x11.69″) or Long/Folio (8.5″x13″) size white bond paper may be used depending on its availability in the school. Forms shall be printed using
  • black ink.

THE DCC SHALL FOCUS ON THE FOLLOWING….

Check the availability of supporting documents for entry grade levels (Kinder, Grade 1, Grade 7 and Grade 11) and learners who transferred in or moved in for other grade levels.

Check the correctness of the school forms and certificates for Grade 1 and exiting grade levels (Kinder, Grade 6, 10 and 12)

Check the information on enrollment count and learner movement.

POST CHECKING (AT THE SCHOOL LEVEL)

Findings, observations, and recommendations from the DCC recorded in the SFCR1 may be included in the agenda for the next school-based Learning Action Cell (LAC) Session.

The School Head, with the technical assistance of the School System Administrator/ICT Coordinator or designated LIS Coordinator, shall ensure that all adjustments made during the checking are reflected in the LIS.

Within five (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.

No additional report other than what has been stipulated shall be required from the school for submission to the DCC.

EFFECTIVITY

This policy shall take effective beginning SY 2017-2018 immediately upon publication in the DepEd Official websites and shall remain in force and effect, unless sooner repealed, amended, or rescinded.

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