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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 (Virtual, April 30, 2024)
DEPARTMENT OF EDUCATION
SF1: Kindergarten Age Cut-off
2
“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
DEPARTMENT OF EDUCATION
“..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
3
-DO 20,s.2018 Paragraph 5 Items A & C
SF1: Kindergarten Age Cut-off
DEPARTMENT OF EDUCATION 4
-DO 20,s.2018 Paragraph 5 Items A & C
SF1: Kindergarten Age Cut-off
For School Year 2024-2025
DEPARTMENT OF EDUCATION
SF1: Extension Name
DEPARTMENT OF EDUCATION
SF1: Extension Name
https://www.facebook.com/man
ongmanangattorneymai/videos/
439943164594331/
DEPARTMENT OF EDUCATION 7
SF1: Checking
Deped Order 3, 2018 Enrolment Policy
DEPARTMENT OF EDUCATION 8
SF2: Learner Attendance
School Form 2 shall be used to
Validate Enrollment Count of
SF4 for the last 2 months of
School Year
DEPARTMENT OF EDUCATION 9
SF4: Monthly Attendance
DEPARTMENT OF EDUCATION 10
SF4: Report on Attendance
School Form 4 (for the lst
2 months of SY ) shall be
used to Validate Nos. of
Promoted and Retained
on SF5 Report on
Promotion
DEPARTMENT OF EDUCATION 11
SF5: Report on Attendance
DCC Is not signatory in SF5
DEPARTMENT OF EDUCATION 12
SF5: Report on Promotion
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).
DEPARTMENT OF EDUCATION 13
SF5: Report on Promotion
DEPARTMENT OF EDUCATION 14
SF5: Report on Promotion
DEPARTMENT OF EDUCATION 15
SF5: Report on Promotion
DEPARTMENT OF EDUCATION 16
SF9: Progress Report
“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.
DEPARTMENT OF EDUCATION 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.
DEPARTMENT OF EDUCATION 18
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.
DEPARTMENT OF EDUCATION 19
SF10: Permanent Record
 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
DEPARTMENT OF EDUCATION 20
SF10: Permanent Record
DEPARTMENT OF EDUCATION 21
SF10: Permanent Record
 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
DEPARTMENT OF EDUCATION 22
SF10: Permanent Record
 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
DEPARTMENT OF EDUCATION 23
SF10: Permanent Record
 School must provide 1 certified copy of SHS completer to Division Office
DEPARTMENT OF EDUCATION 24
SF10: Permanent Record
 Originating JHS/SHS must attached all supporting document (Birth Certificate,
SF10 for ES and it’s attachment and SF10 JHS and it’s attachment)
DEPARTMENT OF EDUCATION 25
SF10: Permanent Record
 If the receiving colleges or university is requesting original copy, provide copy
of Deped Order 69, 2016
DEPARTMENT OF EDUCATION 26
SF10: Permanent Record
 For Transferred Out/Moved Out only
 Print another copy if needed
 If the school preferred 2 or more separate pages, insert name of learner &
LRN on each succeeding page/s
DEPARTMENT OF EDUCATION 27
Temporary Enrolled
 No discrimination,
 Free and compulsory Quality Education
DEPARTMENT OF EDUCATION 28
Temporary Enrolled
 Holding of credential is valid
 Provisional Enrollment is allowed
DEPARTMENT OF EDUCATION 29
Temporary Enrolled
 Affidavit of Undertaking
 Attend higher grade level as temporary enrolled
 Limitation on receiving award/citation
DEPARTMENT OF EDUCATION 30
Temporary Enrolled
 Execute every
opening of
classes
 May provide copy
to originating
private school
DEPARTMENT OF EDUCATION 31
Temporary Enrolled
DEPARTMENT OF EDUCATION 32
Temporary Enrolled
DEPARTMENT OF EDUCATION 33
Temporary Enrolled
• 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
NOT to be considered as Temporary Enrolled:
DEPARTMENT OF EDUCATION
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
34
DEPARTMENT OF EDUCATION
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
35
Special Cases (Deped Order 3,s.2018)
DEPARTMENT OF EDUCATION
Checking of School Forms
• Guidelines on the Preparation
and Checking of School Forms
36
school
data
analysis
decision
allocation of
resources/policy
issuances
Validation
DEPARTMENT OF EDUCATION
Policy Intent
37
DEPARTMENT OF EDUCATION
Overview
38
DEPARTMENT OF EDUCATION
What to Check and How
School Form 1 (Adviser) School Form 4 (School Head)
School Form 5 (Adviser)
School Form 6 (School Head)
School Form 10 (Adviser)
& 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
School Form 5 (Adviser)
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
DEPARTMENT OF EDUCATION
Startup
40
DEPARTMENT OF EDUCATION
Policy vis-à-vis Traditional
41
Page 8
DEPARTMENT OF EDUCATION 42
DEPARTMENT OF EDUCATION 43
DEPARTMENT OF EDUCATION
School Forms Checking Study
44
DEPARTMENT OF EDUCATION
Sampling/Drawing Lot
45
DEPARTMENT OF EDUCATION
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
46
DEPARTMENT OF EDUCATION
School Forms Checking Report IA
47
DEPARTMENT OF EDUCATION
School Forms Checking Report 2nd part
48
DEPARTMENT OF EDUCATION
School Forms Checking Report IB
49
DEPARTMENT OF EDUCATION
School Forms Checking Report IC
50
DEPARTMENT OF EDUCATION
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
DEPARTMENT OF EDUCATION
Checking of School Forms
52
DEPARTMENT OF EDUCATION
End of Presentation
53
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PS-Policies-on-Enrolment-Transfer-of-Docs-Checking-of-School-Forms-and-SF10-as-of-April-29-2024.pptx

  • 1. 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 (Virtual, April 30, 2024)
  • 2. DEPARTMENT OF EDUCATION SF1: Kindergarten Age Cut-off 2 “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
  • 3. DEPARTMENT OF EDUCATION “..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 3 -DO 20,s.2018 Paragraph 5 Items A & C SF1: Kindergarten Age Cut-off
  • 4. DEPARTMENT OF EDUCATION 4 -DO 20,s.2018 Paragraph 5 Items A & C SF1: Kindergarten Age Cut-off For School Year 2024-2025
  • 6. DEPARTMENT OF EDUCATION SF1: Extension Name https://www.facebook.com/man ongmanangattorneymai/videos/ 439943164594331/
  • 7. DEPARTMENT OF EDUCATION 7 SF1: Checking Deped Order 3, 2018 Enrolment Policy
  • 8. DEPARTMENT OF EDUCATION 8 SF2: Learner Attendance School Form 2 shall be used to Validate Enrollment Count of SF4 for the last 2 months of School Year
  • 9. DEPARTMENT OF EDUCATION 9 SF4: Monthly Attendance
  • 10. DEPARTMENT OF EDUCATION 10 SF4: Report on Attendance School Form 4 (for the lst 2 months of SY ) shall be used to Validate Nos. of Promoted and Retained on SF5 Report on Promotion
  • 11. DEPARTMENT OF EDUCATION 11 SF5: Report on Attendance DCC Is not signatory in SF5
  • 12. DEPARTMENT OF EDUCATION 12 SF5: Report on Promotion 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).
  • 13. DEPARTMENT OF EDUCATION 13 SF5: Report on Promotion
  • 14. DEPARTMENT OF EDUCATION 14 SF5: Report on Promotion
  • 15. DEPARTMENT OF EDUCATION 15 SF5: Report on Promotion
  • 16. DEPARTMENT OF EDUCATION 16 SF9: Progress Report “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.
  • 17. DEPARTMENT OF EDUCATION 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.
  • 18. DEPARTMENT OF EDUCATION 18 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.
  • 19. DEPARTMENT OF EDUCATION 19 SF10: Permanent Record  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
  • 20. DEPARTMENT OF EDUCATION 20 SF10: Permanent Record
  • 21. DEPARTMENT OF EDUCATION 21 SF10: Permanent Record  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
  • 22. DEPARTMENT OF EDUCATION 22 SF10: Permanent Record  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
  • 23. DEPARTMENT OF EDUCATION 23 SF10: Permanent Record  School must provide 1 certified copy of SHS completer to Division Office
  • 24. DEPARTMENT OF EDUCATION 24 SF10: Permanent Record  Originating JHS/SHS must attached all supporting document (Birth Certificate, SF10 for ES and it’s attachment and SF10 JHS and it’s attachment)
  • 25. DEPARTMENT OF EDUCATION 25 SF10: Permanent Record  If the receiving colleges or university is requesting original copy, provide copy of Deped Order 69, 2016
  • 26. DEPARTMENT OF EDUCATION 26 SF10: Permanent Record  For Transferred Out/Moved Out only  Print another copy if needed  If the school preferred 2 or more separate pages, insert name of learner & LRN on each succeeding page/s
  • 27. DEPARTMENT OF EDUCATION 27 Temporary Enrolled  No discrimination,  Free and compulsory Quality Education
  • 28. DEPARTMENT OF EDUCATION 28 Temporary Enrolled  Holding of credential is valid  Provisional Enrollment is allowed
  • 29. DEPARTMENT OF EDUCATION 29 Temporary Enrolled  Affidavit of Undertaking  Attend higher grade level as temporary enrolled  Limitation on receiving award/citation
  • 30. DEPARTMENT OF EDUCATION 30 Temporary Enrolled  Execute every opening of classes  May provide copy to originating private school
  • 31. DEPARTMENT OF EDUCATION 31 Temporary Enrolled
  • 32. DEPARTMENT OF EDUCATION 32 Temporary Enrolled
  • 33. DEPARTMENT OF EDUCATION 33 Temporary Enrolled • 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 NOT to be considered as Temporary Enrolled:
  • 34. DEPARTMENT OF EDUCATION 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 34
  • 35. DEPARTMENT OF EDUCATION 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 35 Special Cases (Deped Order 3,s.2018)
  • 36. DEPARTMENT OF EDUCATION Checking of School Forms • Guidelines on the Preparation and Checking of School Forms 36 school data analysis decision allocation of resources/policy issuances Validation
  • 39. DEPARTMENT OF EDUCATION What to Check and How School Form 1 (Adviser) School Form 4 (School Head) School Form 5 (Adviser) School Form 6 (School Head) School Form 10 (Adviser) & 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 School Form 5 (Adviser) 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
  • 41. DEPARTMENT OF EDUCATION Policy vis-à-vis Traditional 41 Page 8
  • 44. DEPARTMENT OF EDUCATION School Forms Checking Study 44
  • 46. DEPARTMENT OF EDUCATION 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 46
  • 47. DEPARTMENT OF EDUCATION School Forms Checking Report IA 47
  • 48. DEPARTMENT OF EDUCATION School Forms Checking Report 2nd part 48
  • 49. DEPARTMENT OF EDUCATION School Forms Checking Report IB 49
  • 50. DEPARTMENT OF EDUCATION School Forms Checking Report IC 50
  • 51. DEPARTMENT OF EDUCATION 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
  • 52. DEPARTMENT OF EDUCATION Checking of School Forms 52
  • 53. DEPARTMENT OF EDUCATION End of Presentation 53 Share your thoughts with us Join us in facebook group SCHOOL FORMS REENGINEERING TEAM (SFRT) | Facebook