Orientation to LIS System Administrators

Orientation to all the System Admins In-
Charge of the Learner Information System
August 13-14, 2019

Division Office Conference Hall
•This policy is issued to consolidate the various
issuances on enrollment and institutionalize a
basic education enrollment process.
What is LIS?
• The LIS is a web-based system for
registering, enrolling, and
maintaining data on learners in
formal and non-formal systems of
Basic Education.
It aims to:
• establish a standardized system for registering learners and record management;
• track learner’s movement, progress and performance; and
• provide learner information for better program planning and supervision of schools
and learning centers.
What is Learner Reference Number?
• A unique and permanent 12 digit number

assigned to anyone enrolled into the Philippine
Basic Education system.
• This applies regardless of the learner’s transfer
to another school or learning center in the public
or private sector, and promotion/moving up to
the secondary level.
LRN Format (K-12)
114418 15 0721
1st to 6th digit 7th to 8th digit 9th to 12th digit
School ID School Year Sequential
LRN Format (ALS)
50507 16 00721
1st digit 2nd to 5th digit 6th & 7th digit 8th to 12th digit
5 Region/Division CY Sequential
Policies on LRN
• Only the following institutions are authorized to issue
LRN to learner (DO 52, s 2016)
• Public schools
• Private schools licensed by DepEd
• ALS Community Learning Centers
• Every learner in the basic education system can
posses only one permanent LRN.
ACCOUNTABILITY
Roles and Responsibilities
1. All public and private elementary and secondary schools, learning
centers, SUCs and LUCs offering elementary and secondary
education must ensure prompt, complete and accurate
accomplishment of LIS and EBEIS Forms.
2. Class Advisers of public schools and designated school system
administrators/school registrar of private schools and SUCs offering
elementary and secondary education must ensure that all learners
profiles are updated. School Heads (SHs) must ensure the accuracy
and completeness of the school’s BOSY data.
School Head
shall be responsible for the following:
• implementing policies and procedures in his/ her school to ensure
that the collection and processing of learning information is carried
out.
• issue the user accounts to system admins & all advisers and shall
give access to their sections.
• reset password of system admin and school personnel
• approval for correction of basic profile
• monitor the enrolment & updating of profile of all learners
• submission of EOSY
System Admin
• issue the user accounts to all advisers and shall give access to their
sections.
• reset password of school head and school personnel
• provide technical assistance to advisers
• monitor the enrolment & updating of profile of all learners
Class Advisers
a) Enroll and update the profile of all learners in his/her class in any
given school year
• Ensure that the learner profile is updated and supported by
acceptable documents (e.g. birth certificate, etc)
• Check the LRN and attach it to every learner’s school record
(Form 137/SF 10, etc)
b) Request corrections of learners profile
c) Finalize his/her Class Register
TIMELINE
Official Enrolment Count
• The final enrollment count for every

school year will be based on the
actual enrollment as of June 30.
Release of Official Enrollment Data
for every School Year
Timeline
Next Steps
• Issuance of Data Collection Policy/Guidelines for
Information Requirements for Basic Education in the
LIS/EBEIS for School Year (SY) 2019-2020.
• Finalization of the Data Gathering Forms for SY 2019-
2020.
• Deployment of facilities for Beginning of School Year
Data Collection.
• Assignment of Class Advisers of School Personnel in
SHS.
Frequently Asked Questions
1
A learner has 2 or more LRN,
what should the school do?
An issue of multiple LRN happens when the school or other schools created another LRN of a single learner who
already had an existing LRN with different data sets. The data of these two or more LRNs pertaining to a single learner
should be merged into one.
To resolve this, the school should fill out RF01 or Request Form 01 – Template for Reporting Multiple LRN. A birth
certificate and Form 137/138 are also required if there are any discrepancies in data like birthdate, name, previous
school enrolment., etc.
Send the RF01 to respective Division/Region then to Central Office either by courier or by email to support.ebeis-
lis@deped.gov.ph.
2
In case of multiple LRN,

what LRN should prevail?
The oldest created LRN would prevail. The system can detect which LRN was
created first
3
A learner’s LRN was found to be deactivated (was probably disapproved by
the DPO). Upon compliance of the requirements and enrolment, should
the school create for another
LRN for the said learner?
No, the school should request for the reactivation of the LRN by filling out RF 02 –
Request Form 02 Template for Enrolment with Data Issues.
Send to Division/Region then to Central Office, either by courier or by email to

support.ebeis-lis@deped.gov.ph.
4
For LRN and enrolment, whose responsibility it is to deal with the LIS
issues concerning the learner? Is it the parents or the school?
It is the school’s responsibility to resolve or escalate any LIS issues

concerning a learner.
Why is it important to state the actual first
date of attendance of the learner?
FQA
Why is it important to state the actual first
date of attendance of the learner?
This is to ensure the accuracy of

Enrollment History especially for
transfers (transfer in and out).
FQA
Can we accept late enrollees?
FQA
Can we accept late enrollees?
Yes. Provided that the learner will be able to

meet 80% of the prescribed number of
school days for each SY and the quarterly
requirement to pass the grade level as
governed by latest existing applicable DepEd
issuances.
FQA
What if the learner cannot meet the
required number of school days and the
quarterly requirement?
FQA
What if the learner cannot meet the
required number of school days and the
quarterly requirement?
The School Head may exercise his/her
discretion to accept the enrollee and
implement catch-up activities or interventions
under acceptable circumstances.
FQA
Clarification on Requirement of Birth
Certificate for Purposes of Enrollment
o Birth Certificate with *PSA

validation is required.
* NSO was replaced with PSA in 2014

In the absence of a PSA Birth certificate, the parent or
guardian must submit a Birth Certificate (late registration)
from the local civil registrar or a BARANGAY CERTIFICATE
containing the basic information of the child such as:
• Name of the child (first name, middle name, last name)

• Name of parents
• Date of birth
• Sex
Can a transferee from Private School
with Financial Obligation be accepted in
Public School?
FQA
Can a transferee from Private School
with Financial Obligation be accepted in
Public School?
Transferee from Private School with Financial
Obligation can be accepted in public school as
temporary enrolled.
What to do?
An Affidavit of Undertaking must be signed by

the parent/guardian.
FQA
Learner Promotion and Retention
All Grade 10 completers in the previous school year are eligible
to enter Grade 11.Senior High11
For Grade School Eligibility
learners who have different
situation, below are the scenario with its corresponding
learner status who will proceed to Grade 12.
List of Service Requests and Requirements
Type of Service Request Requirements
(All must be endorsed and validated by Region and Division)
1. LRN Merging • RF01 in Excel Format
• Scanned copy of RF01 with signature of School Head
• Additional if needed: Scanned copy of Birth Certificate, Form
137/Form 138
2. LRN Reactivation • RF02 in Excel Format
137/Form 138
3. Un-merging LRN • RF04 in Excel Format
137/Form 138
Request for Correction Forms Released JU2019.xlsx
4. Merging of School ID • RF10 in Excel Format
• For public school scanned copy of Endorsement Letter from Division
• For private school, scanned copy of the approved permit
5. Reopening of enrolment • RF12 in Excel Format
137/Form 138
6. Correcting Transfer Related • RF13 in Excel Format
Issues • Scanned copy of RF13 with signature of School Head
137/Form 138
7. Confirmation of Transfer from • RF14 in Excel Format
Closed School • Scanned copy of RF14 with signature of School Head
137/Form 138
8. Un-enrolment of Learner • RF15 in Excel Format
137/Form 138
9. Updating of SHS Program for • RF16 in Excel Format
Schools Abroad • Scanned copy of RF16 with signature of School Head
• Approved permit
10. COC Updating for Schools • RF17 in Excel Format
Abroad • Scanned copy of RF17 with signature of School Head
• Approved permit
LIS STATUS 2019-2020
Pending Enrolment
• LRN Approval
• Correction of Learner Profile
• Enrolment of Ineligible
• Enrolment of w/ gap
Pending Transfer/Enrolment/Request
Pending Enrolment
• LRN Approval
Pending Enrolment
• LRN Approval
Pending Enrolment
• LRN Approval
Pending Enrolment
• LRN Approval
Pending Enrolment
• LRN Approval

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Orientation to all the System Admins In-

Charge of the Learner Information System

August 13-14, 2019

• A unique and permanent 12 digit number

• The final enrollment count for every

In case of multiple LRN,

Send to Division/Region then to Central Office, either by courier or by email to

It is the school’s responsibility to resolve or escalate any LIS issues

This is to ensure the accuracy of

Yes. Provided that the learner will be able to

o Birth Certificate with *PSA

* NSO was replaced with PSA in 2014

• Name of the child (first name, middle name, last name)

An Affidavit of Undertaking must be signed by

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