DepEd Orders for Checking of Forms with NEXT STEPS.pptx

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
Apple Maye A. Susvilla-Barabat JD
Senior Education Program Specialist
SGOD - Planning and Research Section | Division of Cebu Province

DEPARTMENT OF EDUCATION
RATIONALE
• The preparation and checking of school forms, undertaken to
ensure the quality and consistency of learner information.
• DO 11, s. 2018 hereby prescribes the standard process and
protocols in the preparation, evaluation, and updating of school
forms conducted at the end of every school year
…to ensure the quality and timeliness of school reports, and
reduce the resources spent for clerical and records
management.
• Scope of the Policy:
Public and private schools, SUCs/LUCs offering basic
education
2

Adoption of New Forms for Kindergarten, Senior
High School, Alternative Learning System, Health
and Nutrition, and Permanent Records
(DepEd Order no. 58, s. 2017)

DEPED ORDER NO. 58, S. 2017
• Complements
DepEd Order no. 04, s. 2014
“Adoption of the Modified School
Forms (SFs) for Public Elementary and
Secondary Schools Effective End of School
Year 2013-2014”.
4

• This policy institutes new forms to be
used in schools and other institutions
delivering basic education, particularly
Kindergarten, SHS, and ALS, and
standardizes the forms for the learners’
Health and Nutrition, and Permanent
Records.
5

• The new, standardized forms shall be used in
all public schools and ALS Community
Learning Centers starting SY 2017-2018.
• Private schools, state and local colleges
and universities as well as other higher
educational institutions offering basic
education are enjoined to adopt the said
forms.
6

SUMMARY OF FORMS
7
K Kinder
ES Elementary School (Grade 1 to 6)
JHS Junior High School (Grades 7 to 10)
SHS Senior High School (Grades 11 and 12)

SUMMARY OF FORMS
8

SUMMARY OF FORMS
9

CHECKING OF FORMS
10
School Level
Division
Level
School
Checking
Committee
(SCC)
Division
Checking
Committee
(SCC)
School Forms
Checking
Report
Division
Forms
Checking
Report

CHECKING OF FORMS
11
Kindergarten
Grade 6
Grade 10
Grade 12
SF1
SF4
SF5
SF6
SF9
SF10
Certificate of Completion
Diploma
PSA
Immersion Portfolio

SUMMARY OF FORMS
12
A. School Form 5 – Report on Promotion and
Level of Proficiency for Kinder (SF5-K)
 When? End of School Year
 Who will prepare? Kindergarten teacher
 What to prepare?
SF5-K, report on learners’ individual
assessment results (based on DO 8, s. 2015 and DO
47, s. 2016)
DO 8,s. 2015 Policy Guidelines on Classroom Assessment for the K to 12 Basic Education Program
Do 47, s. 2016 – Omnibus Policy on Kindergarten Education

13
SF5: Report on Promotion
DCC Is not signatory in SF5

14
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).

SUMMARY OF FORMS
15
B. School Form 8 – Learner’s Basic Health and
Nutrition Report (SF8)
 When? BOSY and before EOSY
 Who will prepare? Class Adviser/MAPEH
Teacher with the assistance of the School
Nurse, if any
 What to prepare?
SF8, actual measurement of height and
weight of each learner to calculate the Body
Mass Index (BMI)

SUMMARY OF FORMS
16
C. School Form 9 – Learner’s Progress Report
Card (SF9)
Note: renamed “Learner’s Progress Report
Card” instead of Progress Report Card.
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.

17
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.

SUMMARY OF FORMS
18
D. School Form 10 – Learner’s Permanent
Academic Record (SF10)
• Commonly known as FORM 137
• SF10 will only bear the DepEd Official Logo
and seal

19
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.

20
 In case of transfer to another ES/JHS/SHS,
…School to School Transaction thru LIS
Legal Basis: DepEd Order no. 54, s. 2016
“Guidelines on the Request and Transfer of
Learner’s School Records (SF9 and SF10)”
School to School Transfer of Form 137
(LIS)

21
 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

22
 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

23
 Originating School must ensure that all unused boxes are free from any
notations or markings
Originating School Receiving School
Grades
Grades
Promoted
Transferred
out to
Receiving
School
Effective
April 28,
2024
Grades
No
Entry
Grades
Grades
Grades
Receiving School
will update this
portion

28
SF4: Monthly Attendance
School Form 2 shall be used to
Validate Enrollment Count of
SF4 for the last 2 months of
School Year

29
SF4: Report on Attendance
School Form 4 (for the
last 2 months of SY )
shall be used to
Validate Nos. of
Promoted and Retained
on SF5 Report on
Promotion

DEPED ORDER 2, S. 2019

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 Bulacan Orientation on Preparation and Checking of School
Forms

35
Overview

36
Startup

37
Policy vis-à-vis Traditional
Page 8

School Forms Checking Study
38

39

40

41

CHECKING OF FORMS
42
Kindergarten
Grade 6
Grade 10
Grade 12
SF1
SF4
SF5
SF6
SF9
SF10
Certificate of Completion
Diploma
PSA
Immersion Portfolio

School Forms Checking Report IA
43
To be used by SCC and DCC
See
Annex 1A
of DO 11,
s. 2018

School Forms Checking Report 2nd
part
44

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
• 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.

Important Notes

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.

49
Checking of School Forms

50
Checking of School Forms

What to Check and How
School Form 1 (Adviser) School Form 4 (School Head)
School Form 5 (Adviser)
School Form 6 (School Head)
& 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
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
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
No. of currently enrolled
learners (warm bodies)

52
DEPED ORDER NO. 11 S. 2018
Initial Tasks of the Class Adviser
Collect supporting documents (to establish the
identity of each learner)
Coordinate the transfer of the SF10 and
validate its authenticity (DO 54, s. 2016)
Observe due diligence in encoding the
learner’s basic information into the LIS
Generate SF1 in the LIS (official enrolment
list)
Download SF2 from the LIS with pre-loaded
names of learners

53
Learner Daily Attendance Report shall be
forwarded to the School Head for assessment
and consolidation for SF4 preparation
At the end of the SY, 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:
SF10 should not be prepared quarterly to avoid erasures in
the document by ensuring that only final grades are recorded.

54
SF5K shall be used for Kindergarten as
validated by the Early Childhood Care and
Development (ECCD) Checklist post-test
result and the Kindergarten Report.
NOTE:
Class Advisers in Kindergarten are NOT REQUIRED
to prepare SF10-ES.

55
FOCUS OF CHECKING (All Generated from LIS)
 SF1 – School Register
 SF4- February and March – Monthly Learner
Movement and Attendance Report
 SF5 – Report on Promotion & Level of
Proficiency
 SF6 – Summarized Report on Promotion &
Level of Proficiency

56
FOCUS OF CHECKING (All Generated from LIS)
 SF1 – School Register
 SF4- February and March – Monthly Learner
Movement and Attendance Report
 SF5 – Report on Promotion & Level of
Proficiency
 SF6 – Summarized Report on Promotion &
For Graduating/Moving up levels (K,G6, 10 &12):
Certificate of Completion/ Diploma

57
Composition of the School Checking
Committee (SCC)
Chair: SchoolHead
Vice-Chairs:
ICT Coordinator/LIS-EBEIS Coordinator
(for Enrollment Counts and Learner Profile)
Designated by the schoolhead
(for Curriculum and Assessment)
***Schools with three(3) or more sections in each grade
level may organize SUB-COMMITTEES comprised of the
class advisers and other subject teachers.

58

59

60

61
NOTE:
The review/checking shall focus on the
ACCURACY of the learner profiles and enrollment
eligibility using reliable references such as but not
limited to PSA/Birth Certificate, SF10 or
appropriate certifications.

62
IMPORTANT REMINDERS!!!
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.

63
The format and content of system-generated
SFs are considered FINAL AND OFFICIAL.
Commercialized electronic school forms as
mentioned in DO 58, s. 2017 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.

64
SF9 and SF10 shall be MANUALLY UPDATED
and must be consistent with the SF5 and other
documents.
Arrangement of Learner’s names in the SF9
should be written the way it was generated in
the SF5.
Last Name, First Name, Name
Extension, Middle Name

65
“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 family
name). Upper or lower cases is less important.

66
For uniformity and correct recording, the
extension name (if any), must be encoded in
LIS in the separate data field for extension
name….
regardless of the order in which it appeared in the
Birth Certificate or other related document.

SF1: Extension Name

68
For printing,
A4 (8.27” x 11.69”) or Long/Folio
(8.5” x 13”) size white bond paper may be used
depending on its availability in the school.
use BLACK INK!

69
KINDERGARTEN AGE CUT-OFF,
Refer to DepEd Order 47, s. 2016
also known as “Omnibus Policy on Kindergarten”
 At least five(5) years old, as of WHEN?
General Rule: at least 60 days from
opening of the classes/SY (as of…xxx)

70
“..at least five (5) years old..” As of When?
For SY 2018-2019 (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
-DO 20,s.2018 Paragraph 5 Items A & C
SF1: Kindergarten Age Cut-off

71
SF1: Kindergarten Age Cut-off
“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

72
Should there be discrepancies in the learner’s profile
(PSA vs SF1), necessary adjustments must be made by
the class adviser/LIS Coordinator.
If there are discrepancies between the SF5 and SF10,
the Class Record of the class adviser may be presented
for validation.
LIS Coordinator shall ensure that all discrepancies
found during the checking are reconciled and make
necessary LIS Adjustments.

73
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.

What to Check and How
School Form 1 (Adviser) School Form 4 (School Head)
& 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
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
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

75
Policy vis-à-vis Traditional
Page 8

78
CHECKING OF FORMS
SCHOOL FORM DATA ELEMENTS
PSA issued Birth
Certificate/other equivalent
document
Name(Last Name, First Name, Middle
Name),Birthdate, Age
School Form 1- School
Register (LIS Generated)
LRN, Name, Sex, Birthdate, Total
Number of Learners
SF9 – Kindergarten Progress
Report
Name, LRN, Birthdate, Sex, Grades per
subject, General Average/Final Rating,
No. of school days, No. of School Days
Present
SF5K – Report on Promotion LRN, Name, Summative Assessment
Standard Score (must be 79 and above,
to be grade one ready – ECCD Result)
Kindergarten Completion
Certificate
LRN, Name
KINDERGARTEN

79
CHECKING OF FORMS
PSA issued Birth Certificate/other
equivalent document
Name(Last Name, First Name, Extension
Name, Middle Name), Birthdate, Age
School Form 1-ES
School Register (LIS Generated)
LRN, Name, Sex, Birthdate, Total Number of
Learners
SF5-ES – Report on Promotion LRN, Name, General Average, Action Taken,
Total Male-Female-Combined, Summary Table
(M-F-Combined as to Promoted, Conditional,
Retained)
SF6-ES – Summarized Report on
Promotion and Level of Proficiency
Summary Table per grade level (M-F-Combined
as to Promoted, Conditional, Retained)
SF9 – Learner’s Report Card Name, LRN, Age, Sex, Attendance Record
(Total column only – Days, Present, Absent),
Subject-Grades, Final Rating, General Average
SF10-ES – Learner Permanent
Record
LRN, Name, Birthdate, Sex, Subjects-Grades,
Final Rating, General Average
Diploma LRN, Name
GRADE 6

80
CHECKING OF FORMS
PSA issued Birth
document
School Form 1-JHS
School Register (LIS
Generated)
LRN, Name, Sex, Birthdate, Total Number
of Learners
SF5-JHS – Report on
Promotion
LRN, Name, General Average, Action
Taken, Total Male-Female-Combined
SF6-JHS – Summarized
Report on Promotion and
Summary Table per grade level (M-F-
Combined as to Promoted, Conditional,
Retained)
SF9 – Learner’s Report
Card
Name, LRN, Age, Sex, Attendance Record
(Total column only – Days, Present,
Absent), Subject-Grades, Final Rating,
General Average
SF10-ES – Learner
Permanent Record
LRN, Name, Birthdate, Sex, Subjects-
Grades, Final Rating, General Average
Diploma LRN, Name
GRADE 10

81
SF4: Monthly Attendance
Grade
Level/Section/Adviser
Registered
Learners
Transferred In and Out

82
CHECKING OF FORMS
PSA issued Birth
document
School Form 1-SHS
School Register (LIS
Generated), to be validated by
the DPO
LRN, Name, Sex, Birthdate, Total Number
of Learners
SF5-SHS-A – End of Semester
and SY Status of Learners for
SHS
LRN, Name, General Average, Action
Taken, Total Male-Female-Combined
SF5B-SHS-List of Learners
with Complete SHS
Requirements
LRN, Name, Summary Table A & B
SF6-SHS – Summarized
Report on Promotion and Level
of Proficiency
End of Semester Status (Complete-
Incomplete-Total-MFT); End of School
Year (Regular-Irregular-Total-MFT)
SF7 – School Personnel Basic
Profile and Assignment for SHS
Plantilla Items A&B, Other Appointments
©, Employee Profile
GRADE 12

83
CHECKING OF FORMS
SF9 – Learner’s Report
Card
Name, LRN, Age, Sex,
Attendance Record (Total column
only – Days, Present, Absent),
Subject-Grades, Final Rating,
General Average
SF10-SHS – Learner
Permanent Record
LRN, Name, Birthdate, Sex,
Subjects-Grades, Final Rating,
General Average
Diploma LRN, Name
Immersion Portfolio
Certification of SHS
Offerings (Certified by the
DPO)
GRADE 12

REMINDER
Order of Names
SF1,
SF4,
SF5,
SF6
DIPLOMA/
Certificate
of
Completion
versus

REMINDER
LIS GENERATED FORMS
Order of Names should be based on School Form
1 – School Register.
Note: Extension Name should be filled on a
separate box in the LIS.
Effect: KATIGBAK, JUAN JR.,AUMAN

REMINDER
DIPLOMA/ CERTIFICATE OF
COMPLETION
It should be PSA-BASED.
Note: Extension Name will be written based on the
order stipulated in the PSA.
Example:
JUAN A. DELA CRUZ JR
JUAN JR. A. DELA CRUZ
JUAN A. DELA CRUZ, JR.
JUAN, JR. A. DELA CRUZ
JUAN A. dela CRUZ Jr.

DEPED ORDER 2, S. 2019
PSA-BASED

90
DM 95, s. 2025
Corrigendum/Addendum:
Private Schools:
Kindergarten, Grade 6, Grade 10 and Grade 12

91
NEXT STEPS
District Orientation (answer google form)
Adherence to School Checking of
Forms Schedule
Schedule of Division Checking
School Form Checking Report IA

92
DISTRICT ORIENTATION SCHEDULE
https://tinyurl.com/DistrictSchedSF

93
NEXT STEPS

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Editor's Notes