2019 Data Management Information

Requirement
Important Notes on DO 54,s.2016,
DO 3,s.2018 and DO 11,s.2018
Jonathan F. Diche
Office of the Director, Planning Service

May 2019
 Deped Order 54, 2016
• Guidelines on the Request
and Transfer of Learner’s
School Records

Objective
Challenges
System Facility
DEPARTMENT OF EDUCATION 2
 Tracking (Transfer In/Out, Dropped Out)

Increase in quality and Ability to track learner

veracity
Deped of enrolment
Order 54,s.2016 data
Guidelines movement/migration
on the and
Request andeducation-
other Transfer of
Learner’s School Records
pattern within the basic
related indicators education system

DEPARTMENT OF EDUCATION
 Highlights
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
DEPARTMENT OF EDUCATION 4
Transfer/Move Out

DEPARTMENT OF EDUCATION
Decline Transfer/Move Out

DEPARTMENT OF EDUCATION 6
Confirm Transfer/Move Out

DEPARTMENT OF EDUCATION 7
 System Facility Gaps
• Monitoring Dashboard for DPOs
- Per school and Division Summary of
Transfer/Move In/Out :
a. Pending (with maturity date)
b. Approved
c. Disapproved

DEPARTMENT OF EDUCATION 8
 Challenges
• Awareness of School on DO54,2016
- Hard Copy Request
- Private Schools decline to approve
transfer
- Unable to Contact Originating School
- Lost during transit

DEPARTMENT OF EDUCATION 9
 Deped Order 3, 2018

• Basic Education Enrolment

Policy

Objective
Challenges
System Facility
DEPARTMENT OF EDUCATION 10
 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
DEPARTMENT OF EDUCATION 11
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

DEPARTMENT OF EDUCATION 12
Use of Enrolment Form

DEPARTMENT OF EDUCATION 13
 Special Cases (Deped Order 3,s.2018)
Special Cases Required Documents Upon Additional
Enrollment Requirements for
Submission During
the SY
Learners from: • Birth Certificate or any
equivalent legal document • Permanent
• Philippine School • Latest Report Card or any Transcript of
Abroad equivalent academic record Records from
• Accepting school shall have the Originating School
• Foreign Schools discretion to determine the
Abroad 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
DEPARTMENT OF EDUCATION 14
 Special Cases (Deped Order 3,s.2018)
Special Cases Required Documents Upon Additional Requirements for
Enrolment Submission during the SY

• Non – DepEd • PEPT/PVT Certificate of Rating

Accredited • Birth Certificate from the PSA or the • None
Schools local civil registrar; or barangay
certification

• Balik - Aral • SF9 (formerly Form 138) of the last

SY attended or PEPT Certificate of
Rating, whichever is applicable
• A & E Passer • A & E Elementary Level Certificate
(Elementary) of Rating
• Birth Certificate from the PSA
or the local civil registrar, or
barangay certification

• A & E Passer • A & E Elementary Level Certificate

(Secondary) of Rating

• Displaced • Any proof of identity or any means • SF9 (formerly form 138)
Learners as directed by the Central Office and/or
• Results of PEPT or A & E
Test, if applicable

DEPARTMENT OF EDUCATION 15
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

DEPARTMENT OF EDUCATION 16
 Temporarily Enroled
• Admission in a grade level is subject for
validation. Public school can only issue
SF10/F137 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.
DEPARTMENT OF EDUCATION 17
 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).

• No issuance of SF10/Form 137/Diploma

• Learner will not have the privilege to be

recognized for academic honors or any citations

DEPARTMENT OF EDUCATION 18
 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

-DO 20,s.2018 Paragraph 5 Items A & C

DEPARTMENT OF EDUCATION 19
 REGISTRY: Kindergarten

“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 20
 System Facility Gaps
• Facility for the Private-Originating School
to “clear” learner from Financial Obligation
• To Manually Tag Learner with Financial
Obligation not enrolled in the system from
Previous School Years
- Pending at the DPOs Dashboard due to
enrolment with Gap

DEPARTMENT OF EDUCATION 21
Challenges

DEPARTMENT OF EDUCATION 22
 Deped Order 11, 2018
• Guidelines on the
Preparation and Checking
of School Forms

Objective
Challenges
System Facility
DEPARTMENT OF EDUCATION 23
 Objective

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

DEPARTMENT OF EDUCATION 24
 School Data Usage

school

allocation of
resources/policy data
issuances

Validation

decision analysis

DEPARTMENT OF EDUCATION 25
Overview

DEPARTMENT OF EDUCATION 26
 What to Check and How
School Form 1 (Adviser) School Form 4 (School Head)
Nos. of Registered Learners
Learner’s Complete Column in SF4 vis-à-vis
Name, Date of Birth Nos. of Learners Column in SF 5.
and Gender. If not If not matched,
matched, validate each learner using SF2
adjust SF1 thru LIS and adjust status of Enrolment
Learner’s Profile thru LIS Updating Status
Birth Certificate or
Equivalent Document (DO 3,s.2018) School Form 5 (Adviser)

School Form 5 (Adviser) School Form 4 (School Head)

Learner’s Complete Name
Nos. of Registered
LRN, General Average and
Learners by class column
EoSY Status in SF5 vis-à-vis
in SF4 vis-à-vis
SF 10. If not matched, validate
Nos. of Learners Column
using SF1 (Profile) and/or SF 9
in SF 6. If not matched,
(Grades) and adjust EoSY
validate each classes
General Average thru LIS EoSY
using SF 5
Updating
School Form 10 (Adviser) School Form 6 (School Head)
& Applicable Certificates DEPARTMENT OF EDUCATION
DEPARTMENT OF EDUCATION 28
DEPARTMENT OF EDUCATION 29
DEPARTMENT OF EDUCATION 30
DEPARTMENT OF EDUCATION 31
DEPARTMENT OF EDUCATION 32
DEPARTMENT OF EDUCATION 33
School Forms Checking Study

DEPARTMENT OF EDUCATION 34
 Sampling/Drawing Lot
Priority Grade Levels
Size of School*
Other Grade Levels
Based on combined
Percentage Estimated Minim Minimum No. of
enrollment in the priority
(which ever is um No. of Classes
grade levels
higher) 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

DEPARTMENT OF EDUCATION 35
School Forms Checking Report IA

DEPARTMENT OF EDUCATION 36
School Forms Checking Report 2nd part

DEPARTMENT OF EDUCATION 37
School Forms Checking Report IB

DEPARTMENT OF EDUCATION 38
School Forms Checking Report IC

DEPARTMENT OF EDUCATION 39
 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
DEPARTMENT OF EDUCATION 41
Challenges

DEPARTMENT OF EDUCATION 42
 End of Presentation

2019 Data Management Information Requirement

Important Notes on DO 54,s.2016,
DO 3,s.2018 and DO 11,s.2018

Office of the Director

Planning Service

ps.od@deped.gov.ph

DEPARTMENT OF EDUCATION 43