1

ISSUANCE OF PERMANENT RECORDS (FORM 137 A) OF STUDENTS

AT TANAUAN SCHOOL OF CRAFTSMANHIP AND HOME INDUSTRIES
TANAUAN, LEYTE

A Documented Project on the Evaluated System

based on Seminar Workshop conducted
last September 23, 2012

Submitted to
NILA FILAMOR, D.M.
Professor

Leyte Normal University

Graduate School
Tacloban City

In Partial Fulfillment of the Requirements for the Course

Management Information System (MIS)
ED.AD 603

By
ERNANI S. FERNANDEZ JR.
JONAS M. CABUSBUSAN
GENALIE T. DUROTAN
JENNYLIND G. MARTILLO
Ed.D. Students
October 2012

TABLE OF CONTENTS

COVER PAGE

TITLE PAGE

TABLE OF CONTENTS

INTRODUCTION

Management Information System (MIS) Journal

The Seminar-Workshop Report

System Review Observation Memo (SRMO)

11

Recommendation Report

13

Suggested Procedure for the System

14

Letter to the Principal

15

Designed Form

16

Pictorial Report

17

Appendix A Communication Letter to the Principal of TSCHI

23

Appendix B Communication Letter to the Guest Speaker

24

Appendix C Interview Questionnaire

25

Appendix D Narrative Procedure Matrix

27

Appendix E Flow Chart

28

Appendix F Summary of Controlled Attributes (SCA)

29

Appendix G Summary of Controlled Weaknesses (SCW)

30

Appendix H Sample Scanned Blank Permanent Record (Form 137-A)

31

Appendix I Sample Program Invitation

32

Appendix J Sample Certificate

33

ADDENDUM

34

INTRODUCTION
According to Wikipedia.org,
information

that

is

needed

to

Management Information System (MIS) provides

manage

organizations

efficiently

and

effectively.

Management information systems are not only computer systems - these systems encompass
three primary components: technology, people (individuals, groups, or organizations), and
data/information for decision making. Management information systems are distinct from
other information systems in that they are designed to be used to analyze and facilitate
strategic and operational activities in the organization. Academically, the term is commonly
used to refer to the study of how individuals, groups, and organizations evaluate, design,
implement, manage, and utilize systems to generate information to improve efficiency and
effectiveness of decision making, including systems termed decision support systems, expert
systems, and executive information systems.
For the first semester of the academic year 2012 2013 at the Leyte Normal University
(LNU), under the program Doctor of Education major in Educational Administration,
Management Information System (MIS) is one of the subjects offered.
With this course, we became effective and efficient in our chosen field of endeavor.
There are things to be done that need support from the members of the group. Here, our
leadership skill was developed through a variety of activities that were performed in the
duration of the course.
Every meeting was really exciting! We had learned new things that made us competent.
With the seminar-workshop that we organized, it is clear that application of
management information system (MIS) must taken into consideration to have accurate and
outstanding result it is not where it will be conducted but it is how it was planned, organized
and managed and that is the essence of MIS.

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

Management Information System (MIS) Journal

The Seminar-Workshop Report
It was July 7, 2012, when the MIS class was supposed to meet at the Room 202 of the
Leyte Normal University (LNU) College Building. Since there were still some schedules that
need to be organized, we were instructed that the class will be held on the next day.
On the first meeting with our MIS class, July 8, 2012, we finally met our superb professor
from the Commission on Audit (COA), Dr. Nila Filamor. We were asked on our ideas about the
course. One from the group answered that if it is has relation with computer system. Then it
was replied by our professor that not all systems can be associated with computer. There are
procedures or process in the organization or management which has to be corrected or
modified. And this is the essence of the course, Management Information System. Since then,
our busy schedules started.
The class was divided into 4 groups . And luckily, the following were included as Group
1 members:
1. Ernani S. Fernandez Jr., Teacher III of Palo National High School, Palo, Leyte.
2. Jonas M. Cabusbusan, Teacher III of Tanauan School of Craftsmanship and Home
Industries, Tanauan, Leyte.
3. Gemalie T. Durotan, Technical Writer / Registrar Staff from National Maritime
Polytechnic.
4. Fedirico M. Marco Jr., Teacher III of Calbiga National High School, Calbiga, Samar.
5. Jennilynd G. Martillo, Teacher III of Colawen Elemantary School, Pastrana, Leyte.
The group decided to prepare a seminar workshop on the issuance of permanent
records in high school and we have chosen Tanauan School of Craftsmanship and Home
Industries (TSCHI) to be our school-subject in assessing the system of issuance of permanent
records. And it was agreed by the group to use Issuance of Permanent Records (Form 137-A)

of Students at Tanauan School of Craftsmanship and Home Industries (TSCHI), Tanauan,

Leyte as the title of the seminar workshop.
At first, we agreed on September 16, 2012 as the date of our presentation and the
seminar will be held near to the location of our speaker, at Tanauan, Leyte. Due to some
changes in schedule, after the other groups started with their commendable presentations,
then we came up with the decision that it will be on September 23, 2012 at Bislig Beach Resort,
Brgy. Bislig, Tanauan, Leyte.
We started working with our outputs 2 weeks before our presentation. All documents
needed were already organized.

The pictures shown above were taken at the LNU

Graduate Library, September 16, 2012, when we secondly met,
preparing for our seminar workshop.

Before the scheduled date of our interview, the acting leader of the group, Ernani
Fernandez, made a call to the School Principal of TSCHI, Mr. Richard Laurente, last September
17, 2012, and asked permission if we can conduct an interview with one of his staff. Since there
was a positive response from the school head, then the communication letter was made and
signed by Dr. Nila Filamor dated September 18, 2012. On the night of September 17, three of
the group members, Ernani Fernandez, Jonas Cabusbusan and Gemalie Durotan were having
virtual communication with regards to the finalization of some documents which will be used in
the interview, particularly, the questions which will include in the Interview Questionnaire.
September 18, 2012 in the afternoon, Gemalie Durotan went to TSCHI and get some
information about the school and partially made planned with Jonas Cabusbusan. Ernani
Fernandez consolidated the ideas of Jonas and Gemalie and came up with the following
questions indicated in the interview questionnaire which were divided into categories and
answerable by Yes or No:
REQUESTING OF FORM 137-A
1 Is letter of request the number one requirement to issue Form 137-A?
2 Do you process/issue or release Form 137-A without request?
3 Do you entertain request with no purpose stated in the letter?
4 Do you allow representative to process the claim for Form 137-A?
5 If the request is personal, do you require additional document before processing
the request for Form 137-A?
6 Do you verify authenticity / completeness of documents presented?
7 Is there an EMIS coordinator in your school?
8 Is your EMIS coordinator the one processing the issuance of Form 137-A?
PAYMENT REQUIREMENT
9 Is payment a requirement in processing the request?
10 Does the requester have to pay anything in claiming of Form 137-A?
11 Do you process request without payment?
12 Is there a DepEd memo or order that processing fee is mandatory?
13 Does your school have OR?
14 Does your school issue OR for every request of forms?
15 Does your school have records of payment?
16 Is there a cashier in your school?
17 Are you in-charge of the collection and safekeeping of the funds collected?
18 Does your school have bank account?
19 Do you deposit the amount collected in a bank?
20 Do you have a separate account intended solely for the collection of payments for
the said documents?
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PROCESSING OF FORM
21 Do you provide information on the time frame of the requested document?
22 Do you inform the requester for when will the requested form will be released?
23 Do you issue a claim stub?
24 Does your school do manual processing of Form 137-A?
25 Does your school have a database system which is intended for storing and
retrieving Form 137-A files?
26 Do you confirm the entries of the Form 137-A before issuance?
ISSUING / RELEASING
27 Do you allow representative to claim for the Form 137-A?
28 In case of lacking document, do you inform the client prior to the scheduled
issuance of the document?
29 Does the claimant need to present ID, OR or claim stub in claiming the form?
30 If in case of lost OR, claim stub, do you still release the document?
31 Will you entertain same request in the future in case of loss of the Form 137-A?
32 Have it ever happened that the document requested was not yet available on the
time frame specified?
33 Do you have logbook or record of the released Form 137-A?
34 Do claimant sign before claiming the form?
It was September 19, 2012 in the afternoon when Ernani and Gemalie went to TSCHI to
conduct an interview with Edmira M. Dimapilis, Office Staff of the school. We introduced
ourselves to the School Principal, Mr. Richard Laurente, and we personally gave to him the
communication letter. The principal is very accommodating and he even accompanied us with
his office staff, Edmira M. Dimapilis. We gave our letter to Edmira M. Dimapilis, inviting her to
be the Guest Speaker in our seminar-workshop. At that time, we havent noticed any rejection
or hesitation if she is not willing.
We explained the purpose of the interview, that as part of our requirements in the MIS
course, we have to prepare a seminar-workshop that will illustrate a simple flow or process in
the management. Whatever data that she will disclose to us will be discussed in the seminar.
We also told her that we will give recommendation based on the possible breakdowns which
will be identified in the system. Thats why one of the questions we asked her, if she is open to
adopt some changes. And of course, the answer is always yes!
After introducing ourselves, then we started asking some questions which pertains to
her job. She worked before at Tagaytay City as office staff then year 2008 when she was
recommended to work at TSCHI with the same work description and at the same time the
8

school disbursing officer. She is from Tanauan, Leyte and the school is paying for her salary
based on the school MOOE.
As we get along with her, we hand over the interview questionnaire. We gave her few
minutes to answer it. Since it was just answerable by yes or no, then she did not consumed so
much time answering it. Though, there were questions that need to be elaborated for her to
understand but we also have to understand.
We based our follow-up questions from her answers in the questionnaire. We have
questions that only the school administration can answer. Like, is there a basis in collecting
amount or fee from the requester of the form? Is there guidelines or memorandum in doing it?
How the fund is used in the school?
To maintain good impression, we just noted her answer to our queries and we did not
force her to answer it. We understand that she cannot reveal any information without asking
permission from the school administrator. So, we just concentrated asking questions focusing
on our topic for the seminar-workshop, issuance of permanent records of the students.
We featured out already the school system, and it needs to be modified.
Before we left the school, we went to the principals office and extended our heartfelt
gratitude for allowing us to deal with her staff and we confirmed to Mrs. Edmira M. Dimapilis
our invitation on September 23, 2012.
Gemalie Durotan summarized the response of Mrs. Dimapilis based on the answered
questionnaire and prepared the report on Summary of Controlled Attributes (SCA) and the
Summary of Controlled Weaknesses (SCW). One of the question was left unanswered since she
is not knowledgeable if there is a DepEd Memorandum or Order with regards to processing
fee that made the SCW and SCA report incomplete.
September 20, 2012, we were so busy working with our assigned tasks; Gemalie
worked on the Narrative Matrix and Flow Chart; Ernani on the Certificates and Program
Booklet; Jennylind and Marco on the accommodation; and Jonas prepared the presentations,
brief data of TSCHI, and the powerpoint slides of the speaker.
We finally met and finalized the flow of our presentation one day before The Big Day,
September 22, 2012 at Jonas residence.
9

But the day will not be completed until we experienced the challenges and that was
happened on the day of the presentation. Unexpectedly, the printer which supposed to print
the program booklet which will serve as our handouts, experienced trouble and needs to
troubleshoot. No choice then proceed to Plan B, photocopy the rest of the pages.
The group is very thankful that Dr. Filamor granted our special request to conduct the
seminar-workshop at the Bislig Beach Resort located at Brgy. Bislig Tanauan, Leyte.
September 23, 2012, there were causes of delay one of it was when the Guest Speaker
did not come due to weather condition. The presentation must proceed so Jonas Cabusbusan
had given brief data on his school, TSCHI, Gemalie Durotan discussed the system of issuance of
permanent records based on the given responds by Edmira M. Dimapilis. There was an
excellent discussion even without the presence of the guest speaker. And the duration of the
seminar became really exciting because of the participation of the students from TSCHI, when
some of them presented a song number. Everybody became active on the discussion and
helped in improving the system of TSCHI.
Since the group anticipated possible works to do, the group made and presented their
suggested or recommended system for issuance of permanent records to TSCHI. There is no
standard procedure or system on releasing documents from the school. What the MIS class
did, was to consolidate all the ideas of the participants and made a systematic process of the
release of the permanent records which can be adopted by any school.
After the presentation, Dr. Nila Filamor, our MIS Professor, excellently analyzed some
points to be clarified for modification. Those points were written and considered in making
recommendations. The seminar workshop ended after the distribution of certificates of
participation and recognition to the group who prepared the event. It was very successful and
it was because of the active involvement of the participants.
After the evaluation of the system, we immediately work for the final output. With the
help of the group, we were able to finalize the documented evaluated system. Letter was sent
to the school, giving gratitude and sending the copy of the recommendation for the system.
the school was not able to respond for the request. The group decided to respect the schools
silent decision.
10

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

SYSTEM REVIEW OBSERVATION MEMO (SRMO)

Issuance of Permanent Records (Form 137-A) of Students
at Tanauan School of Craftsmanship and Home Industries (TSCHI), Tanauan, Leyte

The system used by TSCHI in the issuance of permanent records to the students may be
similar to the system used by other schools with regards to the issuance of any documents.
There may be no standard process in this particular system, but we may always do systematic
and accurate procedure in doing it based on legal guidelines or resolutions approved by
authorized persons or organization like General Parents & Teachers Association (GPTA).
The school must be commended with their good school archives. You will not wait for
longer days for the release, they can respond immediately for every request of documents and
there is no reason or cause for delay. The office staff is very accommodating and can deal with
the school clients courteously.
If it has been the schools practice to pay Php100.00 for every permanent record (Form
137-A) which will be released, then there must be details on how it arrived to the said amount.
TSCHI is a public tech-voc school and governed by law. It will always go back to the basic
document, when legality speaks, what is the basis in allowing such in the school?
Hence, the question is there a DepEd Memo or Order that processing fee is mandatory?
was left unanswered.
There is no question on how the permanent record will be processed? Even if there is
no claim stub as evidence that clients have transacted to the school, the school may still issue
any documents with a simple record in a log book.
So far, the school has no problem with regards to their system of accepting request,
data processing and issuance of forms.
But there must be guidelines in the issuance of permanent records or any other
students record. It must be authenticated and verified. It may be used in the future like
applying abroad. DepEd Memorandum No. 381, series of 2007 may serve as guidelines of the
11

issuance but not for collecting an amount from the clients. If the school will do so, again, a
resolution must be made.
What triggers here are, how the school handle the collection? Where does the fund
goes? How it was used? etc. and still will go back to the legal guidelines.
Why the school is not using official receipt? How they will control the collections? Does
the school have bank account? The answer is yes! But why collected fund is not deposited in
the bank? Where does the fund kept? Does the school have vault?
So many questions, easy to answer but difficult to comprehend. With regards to
legality, the school is liable for the said activity.
Its not good to say that it was the practice of the school ever since the collection
started. It is illegal collection, not unless a document may be presented that will support the
system of collection. Records are questionable, there is no proper schedule of preparing
financial reports. There is no transparency in the records.
If all of the wrong practiced will still be continued, then the administrator is not helping
the school for its positive image.
Showing values not appropriate to the students may lead to distrust from the
community.
The school administrator, teachers, staff must realize the possible adverse effect of the
system not thoroughly evaluated.
Thus, the school may attain its vision to be a center of technical vocational and
academic excellence in Region VIII in the year 2015.

12

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

RECOMMENDATION REPORT
Issuance of Permanent Records (Form 137-A) of Students
at Tanauan School of Craftsmanship and Home Industries (TSCHI), Tanauan, Leyte
After a comprehensive evaluation of the system in the issuance of permanent record at
TSCHI, the group with the helped of the ideas shared by the MIS class came up with the
following recommendations:
1. It was found out that the employed office staff or office clerk is not a regular employee of
the school, to increase accountability and security of the records and for assurance of
liability, the school must designate a teacher who will be in-charged as a record keeper or
EMIS Coordinator and take charge the full responsibility as job description may require.
2. A permanent record as the word itself permanent should not be encoded or processed
again for authenticity reason. Instead, may be photocopied or scanned and print it then put
dry seal and affix signature and certify the document as true copy from the original, etc.
3. If the school will have a computerized system, encoding or processing of the documents
must be checked for accuracy and if the school will have manual processing, every entries
must be checked still for accuracy reason.
4. There must be a form which will be filled up in requesting for any documents in the school.
5. With regards to the collection of payment from the client or requester of documents, the
current office staff in-charge of the collection and issuance must have clear records of the
financial statements that include the liquidation of the funds collected. There must have
explicit procedure of the system or process based on the school guidelines. This is to clear
doubts on the collection and disbursement as legality is concern.
6. All financial reports must be done as scheduled and duly signed by the school administrator
and a teacher-chairman, as a third party, who will do the auditing.
7. In addition, there should be transparency of all the reports.
8. There must be an Official Receipt which will be issued during the transactions and log book
for recording, issuance, releasing of the permanent records.
13

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

Suggested Procedure on the Issuance of Permanent Records (Form 137-A) of

Students at Tanauan School of Craftsmanship and Home Industries
(TSCHI), Tanauan, Leyte
Sequence
Descriptions
1
Secure request for Form 137-A.
1.1. Request from the educational institution / agency
1.2. Request for personal reason
1.2.1. Make a letter and state the purpose or fill up a form.
2
Submits request / letter to the EMIS or office staff.
3
Office staff verifies the request.
4
Office staff gives payment form.
5
Pays to the cashier or personnel in-charge.
6
Cashier receives the payment and issues OR to the payee.
7
Cashier records the payment made (date, payee, OR #)
Note: This has another system for presentation

8
9
10

11

12

13
14
15

Presents the OR to the office staff.

Office staff logs the OR #, sets schedule of processing then gives the
claim stub for claiming.
Form processing.
10.1. For Manual Processing:
10.1.1. Scans the file (by school year / year & section)
10.1.2. Pull out the file
10.1.3. Photocopy the file
10.2. For Database Processing (with scanned copy of Form 137-A):
10.2.1. Search the file (by name, student #, year & section,
last SY attended.
10.2.2. Retrieves the document.
10.2.3. Prints the document
Record Verification and Authentication
11.1. EMIS Coordinator or Head Teacher verifies entry in the form 137
11.2. Applies dry seal and documentary stamp ready for signing.
11.3. Principal signs the document.
Releasing / Issuance of Forms
11.1. Personal Claiming
11.1.1. Presents OR or the Claim Stub with ID
11.2. Claiming with Representative
11.2.1. Presents authorization letter with OR or Claim Stub
and ID
EMIS or Office Staff verifies the OR or Claim Stub
12.1. Match the OR # or Claim Stub from the records
Logs in the release record book by signing.
Release the form.

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Leyte Normal University

GRADUATE SCHOOL
Tacloban City

October 10, 2012

RICHARD LAURENTE
School Principal I
Tanauan School of Craftsmanship and Home Industries
Tanauan, Leyte
Dear Mr. Laurente:
God speed!
We are very thankful that you allow us to conduct an interview with one of your staff with
regards to the system of issuance of permanent record to your students.
We were able to conduct our short seminar workshop successfully last September 23,
2012, with the support and the data given by your office staff, Edmira M. Dimapilis.
Our LNU-MIS Group would like to inform and share with your school our
recommendations with regards to the issuance of the students record. We would like to
suggest the use of Official Receipts for every transactions since it involve payments; there must
be proper records for the collections, disbursements and liquidations of the fund; a permanent
teacher must be in-charged with the system for assurance of the responsibility; then we have to
make sure that there is a proper guidelines which are followed in the system for legality
purposes if theres none, a resolution may be made and approve by the parents.
We may be straight with our recommendations, but we only want your school to maintain
its impressive image to the public.
May we request for a copy of your financial report for the current year just for group
evaluation so we can also have suggestion on proper presentation of report if accounting is
concern.
We are very fortunate and we have chosen your school.
Thank you and more power!
Respectfully yours,

ERNANI S. FERNANDEZ
Team Leader
15

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

DESIGNED REQUEST FORM

16

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

PICTORIAL REPORT
Issuance of Permanent Records (Form 137-A) of Students
at Tanauan School of Craftsmanship and Home Indudstries (TSCHI) Tanauan, Leyte

The Venue. The seminar-workshop organized by Group 1 of the LNU-MIS Class of Dr. Nila
Filamor was conducted at the beautiful resort of Brgy. Bislig Tanauan, Leyte, Bislig Beach Resort
last September 23, 2012.

17

Preparation Time. Jonas Cabusbusan with the participants Gary Paul Macasa and Alvin Lacaba while
preparing the sound system with Ernani Fernandez and Gemalie Durotan segregating the documents
for the seminar-workshop.

Active MIS Participants. The MIS participants with Dr. Nila Filamor, MIS Professor, while waiting for the
start of the seminar-workshop.

18

Its Working Time. Ernani Fernandez and Gemalie Durotan managing the papers (attendance sheet,
program booklet, etc.) needed by the participants in the seminar-workshop.

19

Let the Seminar Begin (The men and woman in the seminar-workshop). Ernani Fernandez, the Emcee
in the seminar-workshop; Federico Marco while delivering his opening remarks; the MIS Professor, Dr.
Nila Filamor with her surprising message and Jonas Cabusbusan discussing brief data from his school,
TSCHI.

Gemalie on the Go!. The seminar must go on even without the speaker Gemalie to the rescue!...

20

Distribution of Certificates. The seminar-workshop ended with the distribution of certificates to the
active participants, after excellent discussions in the open forum.

Token of Appreciation. A surprise to Dr. Nila Filamor, as a gift for her kindness and consideration
attended our invitation in this seminar-workshop and mark herself absent at LNU.

21

MIS Students with the Professor. A remarkable involvement in the subject which had trained us to be
effective and efficient administrators, teachers and person. MIS students with Dr. Nila Filamor at Bislig
Beach Resort.

The Organizers. The Group 1 members, Jonas Cabusbusan, Jennylind Martillo, Ernani Fernandez,
Gemalie Durotan and Federico Marco, a pose of success, after the seminar-workshop.

22

APPENDIX A COMMUNICATION LETTER TO THE PRINCIPAL OF TSCHI

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

September 18, 2012

RICHARD LAURENTE
Principal I
Tanauan School of Craftsmanship
and Home Industries (TSCHI)
Tanauan, Leyte
Thru: EDMIRA M. DIMAPILIS
Office Staff
Dear Sir:
God speed!
The Leyte Normal University Graduate School with its Management Information System (MIS)
class would like to conduct an interview with your EMIS/Office Staff, tomorrow, September 19,
2012, with regards to the issuance of the permanent records of the students in your school.
This is with regards to the seminar workshop that we will set- up on September 23, 2012 at
Bislig Beach Resort, Tanauan, Leyte. Hence, we would like to invite one of your office staff,
Edmira M. Dimapilis, to be our honorary guest speaker for the seminar-workshop entitled
Issuance of Students Permanent Record (Form 137-A).
Your support is highly appreciated.
Thank you and more power!
Yours truly,

(SGD) ERNANI S. FERNANDEZ

Ed.D. Student / Team Leader
Noted by:
(SGD) NILA M. FILAMOR, D.M.
LNU Professor
23

APPENDIX B COMMUNICATION LETTER TO THE GUEST SPEAKER

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

September 18, 2012

EDMIRA M. DIMAPILIS
Office Staff
Tanauan School of Craftsmanship
and Home Industries (TSCHI)
Tanauan, Leyte
Dear Madam:
God speed!
The Leyte Normal University Graduate School with its Management Information System (MIS)
class would like to invite you as our Honorary Guest Speaker with regards to the seminar
workshop that we will set- up on September 23, 2012, 9:00AM at Bislig Beach Resort, Tanauan,
Leyte, entitled Issuance of Students Permanent Record (Form 137-A).
Your presence as our speaker will enhance our knowledge on the vital information that pertains
the records of the students. The discussion that you will lead on the seminar will give us more
ideas on processing students record.
We will appreciate your willingness to be part of this seminar-workshop.
Thank you and more power!
Yours truly,

(SGD) ERNANI S. FERNANDEZ

Ed.D. Student / Team Leader
Noted by:

(SGD) NILA M. FILAMOR, D.M.

LNU Professor
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APPENDIX C INTERVIEW QUESTIONNAIRE

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

MANAGEMENT INFORMATION SYSTEM (MIS)

INTERVIEW QUESTIONNAIRE
Issuance of Permanent Records (Form 137-A) of Students
at Tanauan School of Craftsmanship and Home Industries (TSCHI),
Tanauan, Leyte
No.

QUESTIONS

RESPONSE
YES NO

COMPENSATING
CONTROL

REQUESTING OF FORM 137-A

1 Is letter of request the number one requirement to issue
Form 137-A?
2 Do you process/issue or release Form 137-A without
request?
3 Do you entertain request with no purpose stated in the
letter?
4 Do you allow representative to process the claim for
Form 137-A?
5 If the request is personal, do you require additional
document before processing the request for Form 137A?
6 Do you verify authenticity / completeness of documents
presented?
7 Is there an EMIS coordinator in your school?
8 Is your EMIS coordinator the one processing the
issuance of Form 137-A?
PAYMENT REQUIREMENT
9 Is payment a requirement in processing the request?
10 Does the requester have to pay anything in claiming of
Form 137-A?
11 Do you process request without payment?
12 Is there a DepEd memo or order that processing fee is
mandatory?
25

13
14
15
16
17

Does your school have OR?

Does your school issue OR for every request of forms?
Does your school have records of payment?
Is there a cashier in your school?
Are you in-charge of the collection and safekeeping of
the funds collected?
18 Does your school have bank account?
19 Do you deposit the amount collected in a bank?
20 Do you have a separate account intended solely for the
collection of payments for the said documents?
PROCESSING OF FORM
21 Do you provide information on the time frame of the
requested document?
22 Do you inform the requester for when will the
requested form will be released?
23 Do you issue a claim stub?
24 Does your school do manual processing of Form 137-A?
25 Does your school have a database system which is
intended for storing and retrieving Form 137-A files?
26 Do you confirm the entries of the Form 137-A before
issuance?
ISSUING / RELEASING
27 Do you allow representative to claim for the Form 137A?
28 In case of lacking document, do you inform the client
prior to the scheduled issuance of the document?
29 Does the claimant need to present ID, OR or claim stub
in claiming the form?
30 If in case of lost OR, claim stub, do you still release the
document?
31 Will you entertain same request in the future in case of
loss of the Form 137-A?
32 Have it ever happened that the document requested
was not yet available on the time frame specified?
33 Do you have logbook or record of the released Form
137-A?
34 Do claimant sign before claiming the form?
Interviewers Signature:
_____________________________
Signature of Interviewee

_____________________________
Signature of Interviewer
_____________________________
26
Signature of Interviewer

APPENDIX D NARRATIVE PROCEDURE MATRIX

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

MANAGEMENT INFORMATION SYSTEM (MIS)

Narrative Procedure: Issuance of Permanent Records (Form 137-A) of Students at
Tanauan School of Craftsmanship and Home Industries (TSCHI),
Tanauan, Leyte
Number
1

2
3
4
5
6

7
8
9
10
11
12

Descriptions
Secures request for Form 137-A.
1.1. Request from the educational institution / agency
1.2. Request for personal reason
1.2.1. Make a letter and state the purpose
Submits request / letter to the office staff.
Office staff verifies the request.
If approved, office staff accept payment
Cashier records the payment made (date and payee)
Form processing.
6.1 Scans the file (by school year / year & section)
6.2 Retrieves the document.
6.2.1 Checks completeness of entry documents
6.3 Encodes and prints the document.
Office staff forwards the document to the principal to sign the Form
137-A.
School Principal signs the Form 137-A.
Office staff applies dry seal to the Form 137-A.
Requester claims the Form 137-A.
Logs in the release record book by signing.
Release Form 137-A.

Control Point

27

APPENDIX E FLOW CHART

/ EMIS COOR.
SCHOOL / STUDENT

OR DESIGNATED TEACHER

28

APPENDIX F SUMMARY OF CONTROLLED ATTRIBUTES

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

SUMMARY OF CONTROLLED ATTRIBUTES

Issuance of Permanent Records (Form 137-A) of Students at
Tanauan School of Craftsmanship and Home Industries (TSCHI), Tanauan, Leyte
No.

QUESTIONS

REQUESTING OF FORM 137-A

1
Is letter of request the number one requirement to issue Form 137-A?
2
Do you allow representative to process the claim for Form 137-A?
3
Do you verify authenticity / completeness of documents presented?
4
Is there an EMIS coordinator in your school?
PAYMENT REQUIREMENT
5
Is payment a requirement in processing the request?
6
Does the requester have to pay anything in claiming of Form 137-A?
7
Do you process request without payment?
8
Does your school have records of payment?
9
Are you in-charge of the collection and safekeeping of the funds collected?
10 Does your school have bank account?
PROCESSING OF FORM
11 Do you provide information on the time frame of the requested document?
12

Do you inform the requester for when will the requested form will be released?

13 Does your school do manual processing of Form 137-A?

14 Do you confirm the entries of the Form 137-A before issuance?
ISSUING / RELEASING
15 Do you allow representative to claim the Form 137-A?
16 In case of lacking document, do you inform the client prior to the scheduled
issuance of the document?
17 If in case of lost OR, claim stub, do you still release the document?
18 Will you entertain same request in the future in case of loss of the Form 137-A?
19 Do you have logbook or record of the released Form 137-A?
20 Do claimant sign before claiming the form?

29

APPENDIX G SUMMARY OF CONTROLLED WEAKNESSES

Leyte Normal University

GRADUATE SCHOOL
Tacloban City

SUMMARY OF CONTROLLED WEAKNESSES

Issuance of Permanent Records (Form 137-A) of Students at
Tanauan School of Craftsmanship and Home Industries (TSCHI), Tanauan, Leyte
No.

QUESTIONS

REQUESTING OF FORM 137-A

1
Do you process/issue or release Form 137-A without
request?
2
Do you entertain request with no purpose stated in the
letter?
If the request is personal, do you require additional
3
document before processing the request for Form 137-A?

Is your EMIS coordinator the one processing the

issuance of Form 137-A?
PAYMENT REQUIREMENT
5
Does your school have OR?
6
Does your school issue OR for every request of forms?
7

Is there a cashier in your school?

8
9

Do you deposit the amount collected in a bank?

Do you have a separate account intended solely for the
collection of payments for the said documents?

PROCESSING OF FORM
10 Does your school have a database system which is intended
for storing and retrieving Form 137-A files?
Do you issue a claim stub?

11
ISSUING / RELEASING
12 Have it ever happened that the document requested
was not yet available on the time frame specified?

13

Does the claimant need to present ID, OR or claim stub

in claiming the form?

COMMENTS

Depends on the approval of the

request by the Principal
Only the Birth Certificate and Form
137-E are required.
The Office Staff do the processing
and issuance of the Form 137-A.
No issuance, records transaction in
an Official Logbook (serves as an
OR)
No item for the position, only
designation
Amount collected is considered
Cash-on-Hand/ General Fund used
for Travel Expenses, purchase of
School Supplies, etc
Processing of form is done
manually.
Not necessary
As much as possible, the Office
Staff ensures that the required
document is available at the time
frame specified
Refers to the Official Logbook for
the entries/ request made
30

APPENDIX H SAMPLE SCANNED BLANK PERMANENT RECORD (FORM 137-A)

SCANNED BLANK DOCUMENT

Sample Permanent Record (Form 137 A)
of Tanauan School of Craftsmanship and Home Industries

31

APPENDIX I SAMPLE PROGRAM INVITATION

32

APPENDIX J SAMPLE CERTIFICATE

33

ADDENDUM
1. Communication Letter to the Principal of Tanauan School of Craftsmanship and Home
Industries.
2. Communication Letter to the Guest Speaker.
3. Interview Questionnaire signed by the Interviewee, Edmira Dimapilis.
4. Attendance Sheet of the Facilitators.
5. Attendance Sheet of the Participants.
6. DepEd Memorandum No. 381, Series 2007 Guidelines on the Issuance of Certification,
Authentication and Verification of Elementary and Secondary Education Diploma,
Official Transcript of Records, and other school records.

34