PS Policies on Enrolment , Transfer of Docs, Checking of School Forms and SF10 as of April 2024_pm.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
Jonathan F. Diche
Office of the Director, Planning Service
Presented During the Schools Division of Quezon Orientation on
Preparation and Checking of School Forms (Virtual, April 8, 2024)

DEPARTMENT OF EDUCATION
Deped Order 3, 2018
• Basic Education Enrolment
Policy
Objective
Challenges
System Facility
2

REGISTRY: Kindergarten
• 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
3
“Kindergarten education shall mean
“one (1) year of preparatory
education for children at least five
(5) years old as a prerequisite for
Grade 1”

Clarification
“..atleast five (5) years old..” As of When?
For SY2018-2019 (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
4
-DO 20,s.2018 Paragraph 5 Items A & C

DEPARTMENT OF EDUCATION 5
Unsettled Account/Financial Obligation
Temporarily
Enrolled:
learner who are not
officially enrolled in
Public School due
to deficiencies in
submission of
documentary
requirement
Deped Order 3,s.2018

Temporarily Enrolled
• Admission in a grade level is subject for
validation. Public school can only issue
SF10 upon complete submission of the
documentary requirement
• Receiving public school shall issue a
Temporary Progress Report Card. The
TPRC is inadmissible for transfer and
enrolment but for the purpose of learning
progress monitoring only.
6

Temporarily Enroled
• At the End of School Year, learner cannot be officially
promoted to a higher grade level for the incoming SY or
graduated (attendance in graduation ceremony may be
decided by the School Division Superintendent).
- However, the learner can still attend the next grade level
as Temporary Enrolled upon submission of another Affidavit
of Undertaking for the present School Year.
• No issuance of SF10/Form 137/Diploma
• Learner will not have the privilege to be recognized for
academic honors or any citations
7

Guiding Principle
• The constitution guaranteed free access to
basic education – Republic Act 9155
Learner can attend classes/learning
sessions, receive quality education
thru public school system without
discrimination
• Education is free but documentation is
evidence-based – as prescribed by the policy
8

Reiteration On Transferred Out with
Unsettled Account- DO 35, 2022
9

Clarification on the T.E.
• Learner with pending transfer of document
from originating public school (no private
school transfer history with unsettled account)
• Learner from not authorized/registered private
school
• Learner without transfer credential for
whatever reasons except with unsettled
balance from private school
10
NOT to be considered as Temporary
Enrolled:

Special Cases (Deped Order 3,s.2018)
Special Cases Required Documents Upon
Enrollment
Additional
Requirements for
Submission During
the SY
Learners from:
• Philippine School
Abroad
• Foreign Schools
Abroad
• Birth Certificate or any
equivalent legal document
• Latest Report Card or any
equivalent academic record
• Accepting school shall have the
discretion to determine the
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
• Permanent
Transcript of
Records from
Originating School
11

Special Cases Required Documents Upon
Enrolment
Additional Requirements for
Submission during the SY
• Non – DepEd
Accredited
Schools
• PEPT/PVT Certificate of Rating
• Birth Certificate from the PSA or the
local civil registrar; or barangay
certification
• None
• 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
barangay certification
• A & E Passer
(Elementary)
• A & E Elementary Level Certificate
of Rating
• A & E Passer
(Secondary)
• A & E Elementary Level Certificate
of Rating
• Displaced
Learners
• Any proof of identity or any means
as directed by the Central Office
• SF9 (formerly form 138)
and/or
• Results of PEPT or A & E
Test, if applicable
12
Special Cases (Deped Order 3,s.2018)

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
• New records, Balik-Aral or with enrolment gap in
LIS history are subject for Division Planning
Officer’s review and action
13

Important Notes
• Use of Enrolment Form is required upon enrolment
• Certificate of Good Moral is no Longer Required for
Admission – not included in the list of documentary
requirement
• Learner must be enrolled in the LIS as soon as the
learner attended classes (even 1 day attendance).
• Affidavit of Undertaking is for learner with Financial
Obligation from Private School. (Do not require this
affidavit from learners coming from Public School.)
• Applicable accreditation/equivalency certificate or
document
14

DEPARTMENT OF EDUCATION 15
• Basic Profile
• Academic Performance
• Certification
15
Content and Format of SF10
Removed duplicate information/reduced data elements
1. Only the learner’s identify (no more family, economics, address data)
2. Removed Attendance and Character Traits
3. Removed other data that are not necessary
4. Required to prepare in one copy only at the end of school year, no need
to prepare quarterly.

Basic Profile and Eligibility
16

Important Notes
17
• Only DepEd Official Logo and Seal is
visible
• Do not insert name of school and it’s
logo at the heading
Applicable to SF10ES, SFJHS and
SF10SHS (renamed from form 137)

Important Notes
18
• An individual record of a learners’ academic
achievement per level
• Includes the name of the advisers from the
current SY to the next SY.
• The name of the learner is as ease.

Academic Performance
19

Certificate of Transfer
20

Important Notes
21
• Includes the signature over
printed name by ink of the
principal and the school’s official
seal

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
22

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)
23

E-Copy Option Procedure (DO 35, 2022)
24

School Forms
25

Deped Order 54, 2016
• Guidelines on the Request
and Transfer of Learner’s
School Records
Objective
Challenges
System Facility
26

Tracking (Transfer In/Out, Dropped Out)
Increase in quality and
veracity of enrolment data
and other education-
related indicators
Ability to track learner
movement/migration
pattern within the basic
education system
Deped Order 54,s.2016 Guidelines
on the Request and Transfer of
Learner’s School Records

Highlights
28
Enrol in LIS to notify transfer
School to School Transaction
Thru Courier Service with Respected
Reputation
Transfer Fees/Expenses Charge to
MOOE/School Funds
Thirty (30) Days Turn Around Time
No Holding of Document due to Financial
Obligation
SDO Thru SGOD Extend Technical Assistance

Transfer/Move Out
On 2 options: Confirm or Decline
(No Waiting)

Decline Transfer/Move Out
30
3 reason to decline (other condition is to confirm)
2
3
1

Confirm Transfer/Move Out
31
For Learner with financial obligation, Check the With
Unsettled Account box, make notation in the remarks
box…amount of loan and other information .
Click Confirm. This only confirm that the learner is
physically moved /transferred out .

System Facility
32
• The clicking the box, “with unsettled account”,
the learner is automatically tagged as
Temporarily Enrolled in the system and this
status will be visible in SF1 and SF generated
Forms from LIS.
• Failure on the part of Private School to Click
the Unsettled Account Box and the Confirm
Button – will interrupt the tracking system of
LIS and may be considered as an act of “non-
compliance.”

Important Notes
Registrar Awareness of School on DO54,2016
• Hard Copy Request is no Longer Required.
System notification is enough.
• Private Schools must be informed that the
confirmation action is for the physical transfer
of the learner and nothing to do with the
learner’s financial obligation.
• SDO is expected to extend Technical
Assistance to School having difficulty in
coordination.
33

Deped Order 11, 2018
• Guidelines on the
Preparation and Checking
of School Forms
Objective
Challenges
System Facility
34

Objective
• Data Validation
• Technical Assistance to School
• Maintain/Ensure LIS accuracy
level
• Policy Implementation Feedback
35

School Data Usage
school
data
analysis
decision
allocation of
resources/policy
issuances
36
Validation

Policy Intent
37

Overview
38

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
School Form 4 (School Head)
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

Startup
40

Policy vis-à-vis Traditional
41
Page 8

42
Page 7
Do not reencode names into other templates just to adjust
printed name and other data
Commercialized SFs not allowed
LIS Coordinator confirmation

43
Page 7
“SF 8 & SF 9 …manually updated” – not necessary “manually written”,
it simply mean “it is outside LIS system therefore not automated”. It
will defend on the available resources in the school.
“Should be written the way….SF5” not necessarily Upper Cases in
SF9 &b 10, it is only the order of names.
Extension name must be encoded in designated box.

44
Page 7
Letter Request
is no Longer
needed

No to Old Forms
48

School Forms Checking Study
49

Sampling/Drawing Lot
50

Sampling/Drawing Lot
Size of School*
Based on combined
enrollment in the priority
grade levels
Priority Grade Levels
Other Grade Levels
Minimum No. of
Classes
Percentage
(which ever is
higher)
Estimated Minim
um No. of
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
51

School Forms Checking Report IA
52

School Forms Checking Report 2nd part
53

School Forms Checking Report IB
54

School Forms Checking Report IC
55

SF5 Signatories

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
• Mandatory DCC membership of SEPS for Planning and Research
and the DPO III. LIS/ICT coordinator must be assigned as Vice-Chair
of SCC
• 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. 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

Checking of School Forms
58

End of Presentation
59
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