Learner Information System

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Learner Information System

  1. 1. Learner Information SystemOnline Module forElementary and Secondary Schools
  2. 2. Learner Reference Number (LRN) The LRN is a unique and permanent 12-digit number assignedto a person who enters the Philippines basic educationprogram The LRN is intended to reference a “Registry of Learners”which serves as a centralized and authoritative database oflearners’ basic information. The LRN offers access to learner profiles in the registry andeven performance data as he or she completes the program,whether it be in the formal or non-formal mode of learning An LRN is issued to a learner when he or she registers in thebasic education program either at the start of the program(i.e., kindergarten level) or when the learner transfers from aschool and has not yet been issued an LRN
  3. 3. Learner Information System (LIS) A system for maintaining the registry of learnersaimed at meeting the following objectives Provide a standardized registration system for learners Track learner progress/performance Provide learner information for better program planning andsupervision of schools and learning centers Enhance management of learner records
  4. 4. LIS Phases of ImplementationPhases Schedule Target OutputsPre-ImplementationPhase – LRN BuildupAug 2011 –Jul 2012• Masterlist of Learners in Public Schools & ALSfor SY/CY 2011• Initial Registry of Learners with LRNsPhase 1 – LISDeployment &Establishment ofLearner RegistryAug 2012 –Jan 2013• LIS deployed in schools and CLCs• Registry of Learners with LRN in PublicSchools & CLCs for CY/SY 2012-2013• Centralized Registry of LearnersPhase 2 –Mainstreaming LIS andImplementation inPrivate SchoolsFeb 2013 –Mar 2014• LIS Enrollment Module operational in schoolsand CLCs during enrolment period• Registry of Private School Learners with LRN• LIS Module for Private Schools deployed• EBEIS IntegrationPhase 3 – ExpandedLearner ProfileApr 2013 • Health & Nutrition Profile• Academic Profile for CY 2013
  5. 5. Pre-Implementation Phase(Aug 2011 – Jul 2012) DO No. 67, s.2011 – Submission of masterlist of learnersenrolled in public elementary and secondary schools as well asALS programs for CY/SY 2011-2012 DO No. 22, s. 2012 – Adoption of the Unique LearnerReference Number Centralized generation of LRNs Dissemination of Masterlist of Learners with correspondingLRNs to schools and CLCs Incorporation of LRNs in all records which refer to thelearner (eg. permanent record, report card, ALS certificate,diploma, NAT results, etc.)
  6. 6. Phase 1 – LIS Deployment andEstablishment of Learner RegistryPhase 1 Objectives Issue LRN to all public school learners: new entrants, previousSY enrollees with no LRN, Balik-Aral/Balik-Paaralan andtransferees from private schools Register CY/SY 2012 learners in the school or learning center Update or correct personal background and CCT informationof learners enrolled in SY 2011 and SY 2012 Cleanup invalid learner records such as duplicate LRNs foundwithin a school or learning center Automate printing of names and LRNs of learners in templatesfor Form 1
  7. 7. Phase 1 ObjectivesDeploying and Stabilizing the LIS Facilitate the incorporation of the LRN in all records whichrefer to the learner Generate summary reports which includes the age profile andtotal enrollment
  8. 8. Roles and ResponsibilitiesRegionalDirector• Ensure the overall compliance of the Region in theimplementation of the LIS• Report the status of implementation of the LIS in theNational MancomRegionalPlanningOfficer• Ensure that all divisions submit their data for formalschools on time• Provide assistance to the divisions as needed• Monitor and evaluate implementation of the LIS forformal schoolsRegional ALSSupervisor• Ensure that all divisions submit their data for ALS ontime• Provide assistance to the divisions as needed• Monitor and evaluate implementation of the LIS forALS
  9. 9. Roles and ResponsibilitiesSchoolsDivisionSuperin-tendent• Ensure the overall compliance of the division in theimplementation of the LIS• Approve the deactivation of LRNs as requested by theschool or ALS facilitator• Report the status of implementation of the LIS to theRD in the Regional MancomDivision ICTCoord.• Assist the Planning Officer and ALS Supervisor inensuring that schools and ALS facilitators have accessto internet and computer facilities• Provide technical support in the implementation of theLIS• Provide technical support in managing the useraccounts of schools and learning facilitators
  10. 10. Roles and ResponsibilitiesDivisionPlanningOfficer• Train/mentor the schools in the use of theonline/offline LIS• Manage the user accounts of schools• Ensure that all schools comply with the implementationrequirements of the LIS• Deactivate LRNs as requested by schools andapproved by SDS• Identify schools which will operate in online and offlinemode• Conduct random school visits to check on theaccuracy of learner data
  11. 11. Roles and ResponsibilitiesDivision ALSSupervisor• Train/mentor the ALS facilitators in the use of the LIS• Ensure that all ALS facilitators have user accounts• Ensure that all ALS facilitators comply with theimplementation requirements of the LIS• Deactivate LRNs as requested by ALS facilitators andapproved by SDS• Conduct random visits to check on the accuracy ofALS learner data• Issue LRN for learners enrolled in ALS programsmanaged by non-DepEd entities
  12. 12. Roles and ResponsibilitiesSchool Head • Manage the implementation of the LIS in theirrespective schools• Issue an LRN to learners with no LRN and enroll themin appropriate grade level and section in current SY• Enroll transferees to the appropriate grade level andsection in current SY• Enroll previous SY enrollees to appropriate grade leveland section in current SY• Update or correct enrollment data, personalbackground and CCT information of learners• Ensure accuracy of learner data and integrity of theLRN
  13. 13. Roles and ResponsibilitiesSchool Head • Request DO for the deactivation of multiple LRNsreferring to one learner and learners who do notactually exist in the school• Ensure compliance of DepEd Order 22, s. 2012requiring the inclusion of the LRN in all forms whichrefer to a learner• Manage the user accounts of class advisers if schoolopts to divide encoding by sectionClass Adviser • Enroll appropriate SY 2011 enrollees to sectionhandled• Update or correct personal background and CCTinformation of learners
  14. 14. Roles and ResponsibilitiesALSFacilitator• Issue an LRN to learners with no LRN• Enroll SY 2012 learners to appropriate ALS program• Update or correct personal background of learners• Request DO for the deactivation of multiple LRNsreferring to one learner and learners who not actuallyexist• Ensure accuracy of learner data and integrity of theLRN• Ensure compliance of DepEd Order 22, s. 2012requiring the inclusion of the LRN in all forms whichrefer to a learner
  15. 15. Persons Authorized to Issue the LRN Public/Private School - School Registrar or a designatedpersonnel responsible for maintaining the registry oflearners Community Learning Center - Learning Facilitatorresponsible for managing the CLC’s registry of learners ALS service providers - issuance of LRN shall be theresponsibility of the Division ALS Coordinator
  16. 16. LIS Website Official website:http://lis.deped.gov.ph Official practice website:http://lispractice.deped.gov.ph
  17. 17. Elementary & Secondary SchoolsRoles and Responsibilities
  18. 18. Issue an LRN to learners with no LRNand enroll themGuidelines All learners enrolled in the school must be issued only one LRN When a learner without an LRN enrolls, the school must firstsearch the LIS database through the Search Learner by Namefacility to ensure that this learner was not assigned an LRN inanother school Learners without LRN include new entrants, previous SYenrollees who were not issued an LRN, Balik Aral, transfereeswho were not issued an LRN in their previous school The school will create a new LRN only if the learner was notfound in the database If the learner was found, the school will enroll the said learnerinstead of creating a new LRN
  19. 19. Issue an LRN to learners with no LRN andenroll them School logs in LIS Main Page
  20. 20. Issue an LRN to learners with no LRN andenroll them System displays welcome page for school account
  21. 21. Issue an LRN to learners with no LRN andenroll them School clicks on the Formal Schools facility in the Main Menu toaccess the Select School Screen
  22. 22. Issue an LRN to learners with no LRN andenroll them School clicks on Next to access Search Learner Screen
  23. 23. Issue an LRN to learners with no LRN andenroll them School checks Name in the Search by options System displays the criteria for searching by name
  24. 24. Issue an LRN to learners with no LRNand enroll them School enters region and division wherethe learner previously came from. If thelearner is a new entrant then schoolshould select the current division. School enters the First Name, MiddleName, Last Name in the appropriatefields School clicks on search to display a listof learners who have names similar tothe search criteria If the learner was not found or is not inthe list displayed, school clicks on theCreate New Learner command whichappears after the search was conducted
  25. 25. Issue an LRN to learners with no LRNand enroll them System displays the CreateNew Learner Screen School enters theappropriate background andenrollment informationthen clicks on submit tosave the data
  26. 26. Issue an LRN to learners with no LRNand enroll them System updates the database and displays the LRN issued tothe learner
  27. 27. Issue an LRN to learners with no LRNand enroll them If school finds the learner, schoolclicks on edit to enroll the learner
  28. 28. Issue an LRN to learners with no LRNand enroll them System displays the EditLearner Screen School updatesbackground andenrollment informationthen clicks submit
  29. 29. Issue an LRN to learners with no LRNand enroll them System updates the database
  30. 30. Enroll transferees to the appropriategrade level and section in current SYGuidelines Enrollment of transferees who have a copy of their LRN shallbe accomplished through the Search Learner by LRN facility
  31. 31. Enroll transferees to the appropriategrade level and section in current SY School accesses the Search Learner Screen and checks LRN inthe Search by option
  32. 32. Enroll transferees to the appropriategrade level and section in current SY School enters the LRN of the transferee then clicks Search System displays list of learners who matched the searchcriteria
  33. 33. Enroll transferees to the appropriategrade level and section in current SY School clicks edit to accessthe Edit Learner Screen
  34. 34. Enroll transferees to the appropriategrade level and section in current SY School updates background andenrollment information then clickssubmit
  35. 35. Enroll transferees to the appropriategrade level and section in current SY System updates the database
  36. 36. Enroll Previous SY LearnersGuidelines Previous SY enrollees shall be enrolled using the EnrollPrevious SY Learners facility that allows simultaneousenrollment of multiple learners
  37. 37. Enroll Previous SY Learners School clicks on Enroll Previous SY Learners facility System displays Enroll Previous SY Enrollees Screen
  38. 38. Enroll Previous SY Learners School selects the previous SY grade level System displays learners enrolled in the previous SY gradelevel
  39. 39. Enroll Previous SY Learners School selects the current SY grade level and enters thecurrent section Schools puts a check mark on the learners to be enrolled inthe current grade level and section the clicks submit
  40. 40. Enroll Previous SY Learners System updates the database and displaysupdated current SY enrollment data oflearners If school wants to remove a learner fromthe enrollment list, click the letter Rbeside the enrolled Learner
  41. 41. Update or correct 4Ps/CCT informationGuidelines Updating the list of 4Ps/CCT recipients shall be done using the4Ps/CCT Recipients facility
  42. 42. Update or correct 4Ps/CCT information School clicks 4Ps/CCT Recipients command System displays Identify 4Ps/CCT Recipients Screen
  43. 43. Update or correct 4Ps/CCT information School selects Current Grade Leveland Section System displays learners for that gradelevel and section
  44. 44. Update or correct 4Ps/CCT information School puts a check mark on learnerwho are recipients of the 4Ps/CCTprogram then clicks submit System updates the database
  45. 45. Update or correct 4Ps/CCT information If school wants to remove a learner fromthe list of CCT recipients, click the letterR beside the Learner name
  46. 46. Update or correct Enrollment data andPersonal BackgroundGuidelines Making corrections to the enrollment data and personalbackground may be done using the Edit/Remove Enrolleesfacility The Edit/Remove Enrollees facility allows the user to access allenrollees for the current school year as opposed to the EnrollPrevious SY Learners which can access only the enrollees ofthe previous school year
  47. 47. Update or correct Enrollment data andPersonal Background School clicks Edit/Remove Enrollees facility System displays Edit/Remove Enrollees Select Screen
  48. 48. Update or correct Enrollment data andPersonal Background School selects Current Grade Level and Section System displays learners for that grade level and section
  49. 49. Update or correct Enrollment data andPersonal Background School clicks the letter E besidethe learner name to access theEdit Learner Screen School makes the necessarycorrections then clicks submit
  50. 50. Update or correct Enrollment data andPersonal Background System updates the database and displays updated information If school wants to remove a learner from the enrollment list, click theletter R beside the Learner name
  51. 51. Ensure Accuracy of Learner dataGuidelines Per DepEd Order 22, s. 2012, schools are responsible forensuring that information for each learner in their respectivearea is accurate Schools are also responsible for ensuring that all learners intheir respective area have only one LRN which shall beincorporated in all documents which refer to a learner After encoding all learners, schools should manually review thedata of their respective learners. The system also provides aCheck Data facility which automatically checks the followingpotential errors: No data for gender, residence and barangay No explanation for learner with no birthdate Learner must be between 4-30 years old (formal), between 4-100 (als)
  52. 52. Ensure Accuracy of Learner data School clicks Check Data facility System displays potential errors found School clicks the letter E beside the Name to access the EditLearner Screen
  53. 53. Ensure Accuracy of Learner data School makes thenecessary corrections andclicks submit
  54. 54. Ensure Accuracy of Learner data System updates the database and the list of potential errors
  55. 55. Request DO for the deactivation of LRNGuidelines Schools shall ensure that all learners in their respective areahave only one LRN. In case a learner has more than one LRN,the school shall select the official LRN of the learner andrequest the division to deactivate the other LRNs Schools shall also request for the deactivation of LRNsassigned to learners who do not belong the school The request to deactivate an LRN shall be submitted to theSDS for approval following the format in Enclosure 2 ofDepEd Order 22, s. 2012 The LRN of learners who have dropped out, died ortransferred out SHOULD NOT be deactivated
  56. 56. Request DO for the deactivation of LRN
  57. 57. Manage the user accounts of classadvisersGuidelines A large school may delegate encoding of learners to classadvisers by creating a user account that can access onlythe section handled by the adviser In order to avoid conflict with the user accounts of otherschools the following naming convention will be used:schoolid_name of adviser (ex. 101132_aabanil) The user account of class advisers do not have access tothe Search Learner and Check Data facility. Classadvisers can only access learners enrolled in theirrespective classes.
  58. 58. Manage the user accounts of classadvisers School clicks on the User facility in theMain Menu System displays the Search User Screen School clicks on Add New User facility toaccess the Add User Screen
  59. 59. Manage the user accounts of classadvisers School enters User Name, Password, Description and sets theAccess level to “Section” School selects appropriate grade level and enters the sectionname then clicks the Add button
  60. 60. Manage the user accounts of classadvisers System creates the user account
  61. 61. Manage the user accounts of classadvisers If the school wants to edit an existing account such as changethe password, grade level or the section name, school shallenter the account name in the Search User box then click theSearch button System displays all users matching the search criteria School clicks on the letter E beside the user name
  62. 62. Manage the user accounts of classadvisers System displays Edit User Screen School makes the appropriate changes then clicks on Edit System updates the database
  63. 63. Manage the user accounts of classadvisers If the school wants to delete an existing account, school shallclick the letter D beside the user name to access the DeleteUser Screen
  64. 64. Manage the user accounts of classadvisers School clicks on the Delete button to confirm deletion of theuser account. System delete user account
  65. 65. Reports
  66. 66. Reports
  67. 67. Reports
  68. 68. Reports
  69. 69. Reports
  70. 70. Items for Development prior to Level 3Training of Schools and ALS Facilitators Data entry for name of teacher handling a section as wellas learner height and weight Report generation of templates for school/ALS forms (eg.Form 1, 3, 137, others) Report generation for the Nutritional Status Report Offline LIS for schools that are unable to access theinternet
  71. 71. Thank you

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