2018 Data Management and

Information Technology (DMIT)

Modified School and ALS

Forms
Office of Planning Service
May 2018
 Modified School Forms
Phase 1 (1st Set)
(Deped Order 4, S. 2014)

Office of Planning Service

 OUTLINE

• Situationer
• Rationale
• Scope/Coverage
• Policy Issuance (Deped Order 4, S. 2014)
• Implementation Initial Feedback

DEPARTMENT OF EDUCATION 3
 School Data Usage

school

allocation of
resources/policy data
issuances

decision analysis

DEPARTMENT OF EDUCATION 4
I. SITUATIONer
1. Teachers and school heads consume too much time and effort
in preparation of the 36 common forms
2. At the divisions, education supervisors devote at least 4
weeks during the annual (EoSY) checking/review
Table 1: Number of Hours Spent in Preparation of 36 Common Forms (SY
2011)
Est. Elementary School
High School Forms
number Forms
Division
of hours School School Superviso
spent* Teacher Teacher
Head Head rs
Per Day 1.9 hrs 1.5 hrs 1.9 hrs 1.8 hrs

Per 306 hrs 382 hrs 358 hrs 160 hrs

388 hrs
(39 (48 (45 (20
School (49 working
working working working working
Year days)
days) days) days) days)
DEPARTMENT OF EDUCATION 5
I. SITUATIONer
3. July and April are the busiest months
July April
ES: Teacher: 117 Hours ES: Teacher: 141 Hours
School Head: 104 School Head: 115
Hours Hours
HS: Teacher: 71 Hours HS: Teacher: 108 Hours
School Head: 100 School Head: 91
Hours Hours

25
Fig. 1: Number of Forms Submitted
Monthly
20 School head
10 Teacher
Number of Forms

15

8 6
10 5
3 3 3 3
3 12 3 3 3 3
5
7 2 2 2 2 8 7
2 6 2 2 6 2 6 2 6
4 3 4 4 3 4 3 4 3
2 2 2 2 2
0 0 0
ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar April May
August November January March
2nd 3rd Grading
st
1 Grading Grading 4th Grading 6
DEPARTMENT OF EDUCATION
I. SITUATIONer

4. Some of the questions asked on school forms are outdated

• Days Attendance in Grade from the Previous and Current Years

• Number of Years in School & Total (per learner)
• Age of Learner as of April (per learner)
• Corrected Enrollment
• Date began and ended reading including nos. of pages (textbook)
• Occupation of teacher’s husband/wife in assigning teaching loads
• Rounding up of age of learner in Age Profiling (6 months and above = 1
year)

DEPARTMENT OF EDUCATION 7
I. SITUATIONer

5. Most forms contain duplicate information

• Learner Basic Information & Academic Performance
• Teacher Basic Information & Teaching Loads

6. Region/Division officers revise the general forms or introduce

their own forms for the use of their local offices
• SREAT in Region IV - A
• Accommodation Forms in NCR

7. Approx. 22 metric tons of special size paper Reports on

Promotions (Form 18) alone are stored and accumulated
annually in the division

DEPARTMENT OF EDUCATION 8
 II. RATIONALE

• To update data elements in existing school forms

• To create simplified new school forms but without

compromising the quality of data gathered.

• To reduce
 Number of forms
 Number of data elements
 Time and effort
 Budget

DEPARTMENT OF EDUCATION 9
III. Scope & Limitations

• Based on a group which conducted the study on school

forms, 36 common forms were reviewed and from which
16 forms were finalized as a priority for Phase 1.

65 school forms 36 identified as

most common 16 forms as
from the priority for review
inventory school forms
(General (Phase 1)
conducted
June 2012 Forms)
DEPARTMENT OF EDUCATION 10
III. Scope & Limitations
16 forms as priority for review (Phase 1)

• Identify redundancy and

outdated data Outdated
data
duplication

• Streamline data Tedious

procedures

collection, processing
and reporting
procedures
• Standardize Format Modified
School Forms
DEPARTMENT OF EDUCATION 11
 Review of School Forms
II. Scope/coverage Phase 1

The sixteen priority forms were modified according to intent and efficiency

PHASEOUT (Form Code – Form Name) Description MODIFIED (Form Code – Form
“()” = number of data elements Name) “()” = number of data elements
1. Form 1 - School Register/Daily Attendance/Inventory of Official List of Learners SF 1 School Register (23)
textbooks (24)
2. STS Form 2 - Learner/Family Profile (18) Record of Daily Attendance SF 2 Daily Attendance Record (39)
3. STS Form 4 - Absenteeism and Dropout Profile (27)
4. Form 2- Monthly Report of Attendance (45) List of Books Issued to/Returned by SF 3 Books Issued & Returned (18)
5. Form 3 - Principal Report of Enrolment & Attendance with corresponding date
(81) Monthly & Cummulative Records of SF 4 Monthly Learner Attendance and
6. Master list of Learners (13) Enrollment, Attendance and Movement (51)
7. Inventory of Textbooks (25) Movement of Learner

8. Form 18-E1 - Report on Promotion (Grades I-III) (62) List of Learners that promoted to the SF 5 Report on Promotion and Level of
9. Form 18-E2 - Report on Promotion (Grades IV-VI) (108) next grade level or graduated. Along Proficiency (33)
10. Form 18-A - Report on Promotion for High School (64) with the Final Rating is the level of
proficiency
11. List of Graduates (12)
12. Form 20 - Summary Report on Enrolment and Total number of learners promoted per SF 6 Summary Report On Promotion &
Promotion (72) grade level and graduated Level of Proficiency (44)
13. Form 12 – Teacher Status Report (18) Inventory list of School Personnel with SF 7 School Personnel Assignment List &
14. Form 19 – Assignment List of Teachers (22) description of assignment Basic Profile (33)
15. Form 29 – Teacher’s Program (19)
16. Form 31 – Summary Information of Teachers (24)

DEPARTMENT OF EDUCATION 12
 SUMMARY OF PHASE 1
• From the modifications, the current sixteen forms were
reduced to seven (7) modified forms.
Table 3: Changes for the Current and Modified Forms
PHASEOUT Modified
Number of forms 16 7
Number of data elements* 634 231
Hours spent by teacher 298 32
Hours spent by school head 120 24
Annual purchasing/printing cost P46.7M Minimal reproduction
cost since common use
supply will be used (No
need to procure)
*Total Data Element is the sum of data elements per form (not the total
number of unique data elements)
Out of the total 634 data elements from 16 forms , 403 were removed due to
redundancy / no longer useful.
The 231 total data elements from 7 Modified forms consist of 126 retained from
current forms and 105 newly created data elements.
DEPARTMENT OF EDUCATION 13
 Deped Order No. 4, 2014
III. POLICY 4. “...modification or adding new data
element ....is hereby discouraged.”

6. “ ..available for download in the LIS with

pre-loaded basic information on learners...”

1..... “allow all public school teachers 8. “ ..Office of Planning Service (OPS) will
and school heads to focus on the core coordinate and monitor....”
business of curriculum delivery.”
9. “ ...strict compliance.”

2. “.......replaced old forms. ...”

DEPARTMENT OF EDUCATION 14
Some of the SFRT P1 Members

DEPARTMENT OF EDUCATION 15
 Modified School and ALS
Forms
Phase 2 (2nd Set)
(Deped Order 58, S. 2017)
Office of Planning Service
 OUTLINE

• Context/Rationale
• Scope/Coverage
• Policy Issuance (Deped Order 58, S.
2017)
• Implementation Initial Feedback
• Next Step

DEPARTMENT OF EDUCATION 17
CONTEXT
• Based on a group which conducted the study on school forms, 36 common
forms were reviewed and from which 16 forms were finalized as a priority for
Phase 1.
• Phase 2 are from remaining 20 General Forms

65 school forms 36 identified as

most common 16 forms as
from the priority for review
inventory school forms
(General (Phase 1)
conducted
June 2012 Forms)
DEPARTMENT OF EDUCATION 18
 Review of School Forms
I. Rationale

• To update data elements in existing school forms

• To create simplified new school forms or

standardized format/content but without
compromising the quality of data gathered

• Standardize Format
• Streamline Process
• Reduce number of data elements
 Time and effort
 Budget
DEPARTMENT OF EDUCATION 19
 Review of School Forms
II. Scope/coverage Phase 2

Level New /Simplified Intent/Purpose

Form
Kinder SF 5 K EoSY Assessment Report
Elementary SF 10 ES Permanent Academic Record
Junior High SF10 JHS Permanent Academic Record
School
Senior High SF1 to SF8 Similar to JHS (DO 4, S. 2014) except
School SF 5A (Every End of Semester) and
SF5B (For Grade 12 Completer Only)
All levels SF8 Health and Nutrition
All Levels except SF9 Renaming of Progress Report Card.
Kinder Content and Format should be in
accordance with DO 8, S. 2015
ALS Forms AF 1 to AF 5 New forms replacing MIS 001 and MIS
002

DEPARTMENT OF EDUCATION 20
 21

Content and Format of SF10

Focus of School Form 10

• Basic Profile
-Establish Identity of Learner as
Registered in LIS
• Academic Performance
- Track Academic Record
• Certification
-Eligibility of Transfer
DEPARTMENT OF EDUCATION 21
Basic Profile and Eligibility

DEPARTMENT OF EDUCATION 22
 Important Notes
Applicable to SF10ES, SFJHS and
SF10SHS (renamed from form 137)
• *Only DepEd Official Logo and Seal is
visible

• *Do not insert name of school and it’s logo

at the heading

• Learner’s Personal information must be

copied-pasted from LIS-generated SF1.
*Public Schools. Private Schools may customize SF10 to fit with their needs and branding.
DEPARTMENT OF EDUCATION 23
Academic Performance

DEPARTMENT OF EDUCATION 24
 Important Notes
• May add/adjust list of subjects/learning
areas (special curriculum/program)
•Remark Column is not limited for “Passed
or Failed”. Other significant information
such as Transferred Out/Dropped Out may
also reflect under remark column. (D.O. 8,
2015 & D.O. 36, 2016)
•Remedial Classes Box (D.O. 13, 2018)
•Curriculum issues/clarification – refer to
CID/Curriculum Experts
DEPARTMENT OF EDUCATION 25
Certificate of Transfer

DEPARTMENT OF EDUCATION 26
 Important Notes
• For Transferred Out/Moved Out Only
• Signature over printed name by ink of the
Principal and the school’s official seal
• Send Original Copy for Transferred/
Moved Out
• Original Copy will be retained in the
School where the Learner
completed/graduated education level
(Elementary/JHS/SHS).
DEPARTMENT OF EDUCATION 27
 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

DEPARTMENT OF EDUCATION 28
 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)

DEPARTMENT OF EDUCATION 29
SF 10 Procedure of Preparation and
Transfer

DEPARTMENT OF EDUCATION 30
SF5K (Kinder)

DEPARTMENT OF EDUCATION 31
 School Form 5 for Kinder
• Assessment and corresponding interpretation
to be reflected in SF5 must be in accordance
with the guidelines stipulated in DO 8, S. 2015
Policy Guidelines on Classroom Assessment
for the K to 12 Basic Education Program, and
DO 47, S. 2016 Omnibus Policy on
Kindergarten Education

DEPARTMENT OF EDUCATION 32
 New School Forms for SHS
• SFs 1 to 7 same with the SFs of JHS
except for the semestral reporting
• SF 5A will be updated at the end of each
semester.
• SF 5B is for Grade 12, candidate for
graduation only.

DEPARTMENT OF EDUCATION 33
SF5A (SHS)

DEPARTMENT OF EDUCATION 34
SF5A (SHS)

DEPARTMENT OF EDUCATION 35
SF5B (SHS)

DEPARTMENT OF EDUCATION 36
 Important Notes

For SHS, Form 137 was only renamed

SF10-SHS effective SY2018-2019 for
incoming Grade 11. Insertion of School
Logo and Name at the heading of
SF10-SHS is not allowed. Instructions
stipulated in D.O. 69,s.2016 remain
enforce.

DEPARTMENT OF EDUCATION 37
 ALS Modified Forms
• Replaced MIS 001 and MIS 002
• Introduced New Forms
• Simplified Processes
- Schedule of Preparation
- Define Accountability
- LIS Generation

DEPARTMENT OF EDUCATION 38
AF1 (ALS)

DEPARTMENT OF EDUCATION 39
 Important Notes
• A list of potential ALS learners
identified during mapping activities
(November-December)
• Mapping/household census
capture data for out of school
children/youth and adult.
• May consider to determine
potential learners in locality
DEPARTMENT OF EDUCATION 40
AF2 (ALS)

DEPARTMENT OF EDUCATION 41
 Important Notes

• A basic information sheet of

individuals who Actually
Attending ALS Program
• Supporting document to
establish identity of the learner
may be asked

DEPARTMENT OF EDUCATION 42
AF3 (ALS)

DEPARTMENT OF EDUCATION 43
 Important Notes
• A record of learners who are
officially enrolled in ALS classes
and their individual assessment
status at the end of the program for
the calendar year
• Combination of SF1 and SF 5 in
Formal School. Everyday is
enrolment and Assessment Day
DEPARTMENT OF EDUCATION 44
AF4 (ALS)

DEPARTMENT OF EDUCATION 45
 Important Notes

• A list of candidates qualified to

take the A & E accreditation
and equivalency exam

DEPARTMENT OF EDUCATION 46
AF5 (ALS)

DEPARTMENT OF EDUCATION 47
 Important Notes

• A record of learner’s basic

personal profile and learning
performance
• May not use as credential for
enrolment/re-entry in formal school

DEPARTMENT OF EDUCATION 48
 Special Provisions
• Teacher, School Heads and all concerned
DepEd Personnel must be cautioned against
individual groups that may attempt to sell
electronic or printed copies of these forms as
well as the forms released through DO 4 S.
2014.

• Immediately report to the Office of the Director of

Planning Service at ps.od@deped.gov.ph or at
tel. no. (02) 687-2744

DEPARTMENT OF EDUCATION 49
 Deped Order No. 58, S. 2017
III. POLICY
Reiterate compliance
to DepEd Order 4, S.
2014 and closing the
gap

Covers all levels

including ALS

Introduces standard
format and content of
Health and Nutrition
Basic Report

DEPARTMENT OF EDUCATION 50
 Deped Order No. 58, S. 2017
III. POLICY
Mandatory for all
Public Schools. Highly
encouraged for other
schools

Effective: End of
School Year 2017 - 2018

Familiarize with the

content and guidelines

Advocacy and strict

compliance

DEPARTMENT OF EDUCATION 51
 The Authors

School and ALS Forms Review Team Phase 2

SY 2017-2018
DEPARTMENT OF EDUCATION 52
 Basic Education Enrollment
Policy - Deped Order 54, S. 2016
(SFRT Phase 3A - Major Contributor)

Office of Planning Service

 Transfer of Learner’s School
Records (DO 54,s.2016)
• Receiving school must response within thirty
days upon received of system notification of
transfer. – page 4
- as further clarified in Deped Order 58, s.2017, written
request shall also be considered which ever came first. –
pages 5 & 6

• If no response after the 1st grading period or 30

days from the originating school, the receiving
school will elevate the concern to the SDO,
particularly, SGOD for appropriate action.
DEPARTMENT OF EDUCATION 54
 Transfer of Learner’s School Records
(DO 54,s.2016)

• In case of unavailability of Form 137 in the

school due to force majeure or other reasons,
the SDO shall provide copy of School Form 5
or Report on Promotion with a certification
from the office of the SDS. – page 3

• Reiterate instruction regarding no holding

of document due to non-payment of
voluntary contribution. – page 3

DEPARTMENT OF EDUCATION 55
 Process

DEPARTMENT OF EDUCATION 56
 Process

DEPARTMENT OF EDUCATION 57
Request and Transfer of Learners School Records

DEPARTMENT OF EDUCATION 58
 Basic Education Enrollment
Policy - Deped Order 3, S. 2018
(SFRT Phase 3B Major
Contributor)
Office of Planning Service
 Enrolment Policy (DO 3,s.2018)

• New Entrant with no existing record in LIS (e.g.

kinder, balik-aral, transferred-in and others), is
required to accomplish the Basic Education
Enrolment Form in order to secure LRN– page 4

• Birth Certificate with *PSA validation is

required. If not available during enrolment, the
following will do: Birth Certificate (late
registration) from local civil registrar, Barangay
certificate (name of child, date of birth, gender,
name of parents) – page 6
* NSO was replaced with PSA in 2014

DEPARTMENT OF EDUCATION 60
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

DEPARTMENT OF EDUCATION 61
 New Indicators

• Moved In/Out – Learner who moved

in/out in between school years

• Temporarily Enrolled – learner who

are not officially enrolled due to
deficiencies in submission of
documentary requirement

DEPARTMENT OF EDUCATION 62
 Enrolment Policy (DO 3,s.2018)

• Transferee from Private School with Financial

Obligation can be accepted in public school as
temporary enrolled. An Affidavit of Undertaking must
be signed by the parent/guardian – pages 8 & 9
Learner can still attend classes, participate in class activities
and receive quality education without discrimination.
Learner can also attend higher grade level for succeeding SY
in cases of unsettled account at the end of SY. But in the
absence of legal document as reference for eligibility in
admission, the following limitations must be observed:

 Can not be officially promoted or graduated and recognized to

receive honor and other citations
 Will only receive Temporary Report Card (SF9)
 SF10/Form 137 will only be released/issued upon submission of
Form 137 with official grades/ratings from Private School .

DEPARTMENT OF EDUCATION 63
 Special Cases
Special Cases Required Documents Upon Additional
Enrollment Requirements for
Submission During
the SY
Learners from: • Birth Certificate or any
equivalent legal document • Permanent
• Philippine School • Latest Report Card or any Transcript of
Abroad equivalent academic record Records from
• Accepting school shall have the Originating School
• Foreign Schools discretion to determine the
Abroad 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
DEPARTMENT OF EDUCATION 64
 Special Cases
Special Cases Required Documents Upon Additional Requirements for
Enrolment Submission during the SY

• Non – DepEd • PEPT/PVT Certificate of Rating

Accredited • Birth Certificate from the PSA or the • None
Schools local civil registrar; or barangay
certification

• 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
• A & E Passer • A & E Elementary Level Certificate barangay certification
(Elementary) of Rating

• A & E Passer • A & E Elementary Level Certificate

(Secondary) of Rating

• Displaced • Any proof of identity or any means • SF9 (formerly form 138)
Learners as directed by the Central Office and/or
• Results of PEPT or A & E
Test, if applicable

DEPARTMENT OF EDUCATION 65
 Important Notes
• Date of First Attendance is referring to actual date of
learner that started attending classes
• Date of Last Attendance is referring to actual date of
that stopped attending classes
• No definite cut-off for transfer of learner from one
school to another. School Heads concern should
exercise good judgment in handling each special case
giving the interest and benefits of learner as the
utmost priority
• Late Enrolment. Learner is required to attend at least
80% of school days in a given School Year. School
Head’s discretion for special cases.
DEPARTMENT OF EDUCATION 66
 Important Notes

• Non Payment of voluntary

contributions shall not prohibit
transfer/enrolment of learners

• Schedule of collection of fees not to

be done during release of CCT funds

DEPARTMENT OF EDUCATION 67
 Monitoring and Evaluation
• The PPRD, QUAD of the ROS and the SGOD are
required to conduct monitoring, provide technical
assistance and gather issues, best practices and
feedback

• Progress monitoring during the early registration and

actual enrolment shall be conducted. The BHROD -
SED, BLD and PS shall jointly review the
implementation of this policy

DEPARTMENT OF EDUCATION 68
Use of Enrolment Form

DEPARTMENT OF EDUCATION 69
Waiver for Temporarily Enrolled

DEPARTMENT OF EDUCATION 70
 Modified School Forms
Checking and Adjustment Deped
Order 11, S. 2018
(SFRT Phase 3C)
Office of Planning Service
Checking of School Forms

DEPARTMENT OF EDUCATION 72
Paramount Consideration

DEPARTMENT OF EDUCATION 73
LIS-generated School Forms

DEPARTMENT OF EDUCATION 74
Basic Requirement

DEPARTMENT OF EDUCATION 75
School Forms Checking Study
Phase 3

DEPARTMENT OF EDUCATION 76
School Forms Checking Study

DEPARTMENT OF EDUCATION 77
 Sampling/Drawing Lot
Priority Grade Levels
Size of School*
Other Grade Levels
Based on combined
Percentage Estimated Minim Minimum No. of
enrollment in the priority
(which ever is um No. of Classes
grade levels
higher) 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

DEPARTMENT OF EDUCATION 78
School Forms Checking Report IA

DEPARTMENT OF EDUCATION 79
School Forms Checking Report 2nd part

DEPARTMENT OF EDUCATION 80
School Forms Checking Report IB

DEPARTMENT OF EDUCATION 81
School Forms Checking Report IC

DEPARTMENT OF EDUCATION 82
 Important Notes
Pre-checking

 Familiarize with the provisions of Deped

Order 11, s.2018
Ensure participation as member of
Division Checking Committee (DCC)
- DPO/SEPS for Planning and
Research
Communicate Schedule at least 15 days
before checking
DEPARTMENT OF EDUCATION 83
 Important Notes

During Checking

 Sampling classes (draw lots)

 Use only LIS-generated school forms
 As vice-Chair of SCC, School System
Admin shall initial/sign in LIS-generated
forms.
May conduct head account/other form of
validation as needed or whenever possible
DEPARTMENT OF EDUCATION 84
 Important Notes

Post Checking

 Ensure completeness of SFCR (Per

school, District and Division Consolidated)
 Prepare Summary Report for
submission to the office of SDS on or
before the 2nd Monday of May of each SY

DEPARTMENT OF EDUCATION 85
DO 11, S. 2018
Policy Highlights

1. Standardized procedures and defined

objective
2. Creation of Checking Committee with
defined Term of Reference
3. Eliminate redundancy of activities,
simplified mechanics
4. Focus on areas of accuracy, accountability
and reward
5. Ensure data correctness at entry grade
levels and consistency on exit grade
levels
6. LIS mechanism for data quality assurance
7. Use of School Form Checking Report
8. Strengthen implementation of related
policies and issuances
9. Policy Implementation Monitoring and
Feed backing (Division/Region/Central)
10. Effective End of School Year 2017-2018

DEPARTMENT OF EDUCATION 86
Some of SFRT Phase 3 Members

DEPARTMENT OF EDUCATION 87
 Let Us Hear You

Email: ps.od@deped.gov.ph
ps.emisd@deped.gov.ph

Collaborate with the team thru facebook:

SCHOOL FORMS RE-ENGINEERING TEAM (SFRT)

DEPARTMENT OF EDUCATION 88