ADOPTION OF NEW SCHOOL FORMS.pptx

1. Adoption of New School Forms
Guidelines of D.O. 58, 2017

2. DEPARTMENT OF EDUCATION
DepEd Order 58, s. 2017
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3. DEPARTMENT OF EDUCATION
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• 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
Review of School Forms
II. OBJECTIVES
Adoption of New School Forms
Guidelines of D.O. 58, 2017

4. DEPARTMENT OF EDUCATION
Adoption of New School Forms
Guidelines of D.O. 58, 2017
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The utilization of the modified forms will
allow all public schools teachers and
school heads to focus on the core
business of curriculum delivery

5. DEPARTMENT OF EDUCATION
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• 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.
36 identified as
most common
school forms
(General Forms)
65 school forms
from the inventory
conducted
June 2012
16 forms as
priority for review
(Phase 1)
Review of School Forms
III. Scope & Limitations
Adoption of New School Forms
Guidelines of D.O. 58, 2017

6. DEPARTMENT OF EDUCATION
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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.
*Total Data Element is the sum of data elements per form (not the total
number of unique data elements)
Current 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)
Table 3: Changes for the Current and Modified Forms
• From the modifications, the current sixteen
forms were reduced to seven (7) modified
forms.
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Adoption of New School Forms
Guidelines of D.O. 58, 2017

7. DEPARTMENT OF EDUCATION
Adoption of New School Forms
Guidelines of D.O. 58, 2017
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List of forms to be replaced and Modified School Forms (SFs)

8. DEPARTMENT OF EDUCATION
Modified School Forms (SF)
Teacher
School Head
Teacher
Teacher
Teacher
School Head
School Head

9. DEPARTMENT OF EDUCATION
Modified School Forms (SF)
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10. DEPARTMENT OF EDUCATION
Modified School Forms (SF)
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11. DEPARTMENT OF EDUCATION
Modified School Forms (SF)
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12. DEPARTMENT OF EDUCATION
Modified School Forms (SF)
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13. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
a. Identification of the Learner
Any of the following:
- PSA/NSO Issued COLB
- Local Civil Registry Issued COLB
- Baptismal Certificate
- Barangay Certificate
Important Notes: Without COLB, Learner is not to be
considered as Temporary Enrolled (DO 3, 2018) &
Adviser is not also considered as having incomplete supporting
document in SFCR (DO 11, 2018)
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14. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
b. Encoding in LIS (Transferred In)
attended classes at least (one) 1 day
- SF9 as reference
- Affidavit of Undertaking for Learner with Financial Obligation
from Private School
In the absence of SF9 during enrollment, any school document with
LRN will do or any of the following:
- PSA/NSO issued COLB
- Local Civil Registry Issued COLB
- Baptismal Certificate
- Barangay Certificate
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Important Notes: SF 10 is not required during enrollment and not a pre-requisite
for encoding in LIS (DO 3, 2018). Learner’s enrollment must be recorded in LIS in
order to notify the originating school of the transfer. (DO 54, 2016)

15. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
c. Preparation of SF10
 1 Original Copy
 Initially prepared by Teachers/Advisers in Grade 1 for ES, Grade 7 for JHS &
Grade 11 for SHS
- Manually written/computer-printed grades for succeeding grade
levels (whatever is available and practical to school)
 No School Logo and Branding
 Ordinary Bond Paper (hard/specialized paper is not necessary – no need of
procurement for this purpose)
 Print additional Page/s if needed (back to back printout or separate pages
may do, whatever is appropriate and available resources in school)
 1 Grading Box per School Year/School
 if transferred Out, do not make notation (no entries) in the vacant/unused
Grading Box
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Important Notes: SF 10 must be prepared at the End of School Year, it should
not be prepared quarterly – (DO 58, 2017 & DO 11, 2018)

16. DEPARTMENT OF EDUCATION
PRE-CHECKING
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Important Notes: updating of SF10 for succeeding grade leves must be done in
the SAME SF10 INITIALLY PREPARED BY Grades 1 / 7 or 11 adviser.

17. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
e. Transfer of SF10 (Transferred In)
 School to School Transaction
 Courier Cost/Fees c/o MOOE/School Funds
 No Holding of Document due to Financial Obligation (except Private
School-DO 88, 2010)
 Observe thirty (30) days turnaround time
 Send Original except for the following:
- Grade 6 Completer, on-going Grade 7
- Grade 10 Completer, on-going Grade 11
as per DO 35, 2022 Scanned Copy may be sent thru Email
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Important Notes: Written/Letter Request is no longer required to transfer SF10.
The system notification of transfer in LIS is enough for the originating school to
contact the receiving school and provide necessary information for transfer of
document – DO 54, 2016 & DO 58, 2017

18. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
e. Transfer of SF10 (Transferred In)
Electronic Copy of the Following SF10’s may be sent thru Email
- Grade 6 Completer, on-going Grade 7
- Grade 10 Completer, on-going Grade 11
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Important Notes: Other Grade Levels shall send Original SF10

19. DEPARTMENT OF EDUCATION
School Forms

20. DEPARTMENT OF EDUCATION
1. Preparation
Extension Name in LIS and SFs
 Identical First and Last Names of father & son
 Encode the given extension name in the designated input
box in LIS regardless of the order in which it appeared in
CoLB
 LIS generated SFs are not subject for editing outside the
system. Format and order of learner’s names are final and
officials.
 The system determine the margins, font type/size and
placement of extension name if any
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Important Notes: Encoding of extension name in the designated input box shall
ensure easy retrieval and tracking of learner’s record in LIS database. The use of
an extension name is to identify the father and son if the first and last names are
identical – Civil Code of the Philippines Article 375
PRE-CHECKING

21. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
f. SF 4 Preparation
 Manually Prepared (Not Yet LIS Generated)
 NLPA (NLS Equivalent) and Nos. of Death Cases
 SF4 for the months of May and June 2023 shall be presented during
Checking
 No need to attach/present the SF2 during Checking
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Important Notes: SF 4 shall be used to validate enrollment counts as of June 30,
2023 vis-à-vis Nos. of Promoted, Conditionally Promoted and Retained as
reported in SF 5 and SF 6

22. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
g. SF 5 Preparation
 LIS Generated
 Public Schools (except SHS) offering basic education curriculum for core
learning areas shall encode quarterly grades/learning areas in order to
generate LIS-SF5 report. The General Average will be automatically
computed together with the appropriate remark or status.
 For SHS, private schools and other Public Schools that offering
specialized curriculum or program are not required to encode quarterly
grades in LIS. Updating of SF5 shall be done thru encoding of General
Average using the LIS EoSY Facility
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Important Notes: SF 5 authorized signatories are the class advisers and the
School Checking Committee. DCC shall no longer required to put their
signatures in SF5. School Head is liable and accountable for any incorrect entries
in the school forms – DO 4, 2014.

23. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
g. SF 5 Preparation
LIS EoSY Facility
for SY2022-2023
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Important Notes: SF5 Generation thru LIS is automatic for public schools offering only core learning areas – no
special program/subject. Schools with special programs/subject, no need to encode grades in quarterly facility.
Public School Offering Basic Education
Curriculum, purely core learning areas (no
special program/subject)
-encode quarterly grades per learning area
to compute automatically the General
Average and determine EoSY status
Public School Offering Basic Education
Curriculum with special program/subject
& Private Schools
-encode general average and select
appropriate EoSY remark/status

24. DEPARTMENT OF EDUCATION
PRE-CHECKING
1. Preparation
g. SF 5 Preparation
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Important Notes: SCC and the Class
Adviser are the authorized signatories
of SF5

25. DEPARTMENT OF EDUCATION
FREQUENTLY ASK QUESTIONS (FAQs)
• SF 1 School Register
 Learner with no Middle Name? Leave it Blank
 Reporting Fraction and rounding up of age is still required? No longer
required. Only the actual age in whole number as of last birthday.
 Who will be asked for Mother Tongue? Grade 1 to 3 only or refer to the
recent policy of K to 12
 How to determine ethnic affiliation? Parent and or community leader
declartation/confirmation. List of ethnic groups will be available in LIS.
 Possible of Multiple entries for Learner under remark column? Yes, a
learner may be a CTT recipient and at the same timeTransferred In/Out.
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26. DEPARTMENT OF EDUCATION
FREQUENTLY ASK QUESTIONS (FAQs)
• SF 2 Daily Attendance Report of Learners
 Is there a policy that cumulative number of being tardy be converted to
None. Number of tardiness and absenteeism must be reported separately.
 Shading or half line for late/cutting classes? It depends of which part of the day
classess the attendance was being checked. During testing, the checking of
attendance was done by the end of the last subject for the day and shading is
seemed practical. Some teachers may check attendance after the 1st half of classes
using also a half slash in the upper half for late and slash in the lower box for
cutting classes.
 In Summary box, how to compute percentage total of male and female? Use
raw data for total Male and total Female then get the average instead of
computing average value of Male and Female. 2 Decimal places may apply for
average and percentage value.
 Realtime updating using computer is allowed? For those who have resources to
update in a worksheet, they are allowed to do so provided that the updated
hardcopy is available in the classroom. However, in most cases and during testing,
manual updating will do and is practical.
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27. DEPARTMENT OF EDUCATION
• SF 5 Report on Promotion and Level of Proficiency
 Who will use? All grade and year levels except Kinder. All curriculum (RBEC &
EBEC of K to 12). For private schools, it is under the discretion of SDS.
 Do we include name of Dropped/Transferred out? No longer needed.
total is already reported in SF 4 (Principal Monthly Report on Enrollment and
Attendance) and also in GESP/GSSP for EoSY. Individual Learner’s Status is
available in SF 1.
 Promotion (DO 8, s. 2015) New Effective SY 2015-2016
- Grade 1 to 10: Final Grade of at least 75 in ALL learning Areas
- SHS (Grade 11-12): Final Grade of at least 75 in ALL learning Areas in
a semester.
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FREQUENTLY ASK QUESTIONS (FAQs)

28. DEPARTMENT OF EDUCATION
 Retention (DO 8, s. 2015) New
• For Grade 1 to 10: Did not Meet Expectation in three (3) or more
learning areas
• How about learner’s who did not meet Expectation in atmost 2
learning areas?
- Must pass Remedial classes for lerning aeas with failing mark to be
promoted
to the next grade level. Otherwise is retained in the same grade
level.
• What is the status of learner who did not meet expetation in atmost 2
learning areas by the end of School Year or Prior the conduct and result
of remedial classes?
- Pending request for clarrification from the office of the
Undersecretary for Programs and Projects
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FREQUENTLY ASK QUESTIONS (FAQs)

29. DEPARTMENT OF EDUCATION 29
Adoption of New School Forms
Guidelines of D.O. 58, 2017

30. Adoption of New School Forms
Guidelines of D.O. 58, 2017