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Preparation and Checking of School Forms Guidelines of D.O. 11, 2018�with Important Notes from D.O. 4, 2014; D.O. 54, 2016; D.O. 58, 2017; and D.O. 3, 2018 �

Presentation for the Schools Division Office of Calamba City, Region IV-A

Jonathan F. Diche

Office of the Director, Planning Service

February 2020

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PRE-CHECKING

1. Preparation

a. Identification of the Learner

Any of the following:

- PSA/NSO Issued COLB

- Local Civil Registry Issued COLB

- Baptismal Certificate

- Barangay Certificate

Important Notes: Without COLB, Learner is not to be considered as Temporary Enrolled (DO 3, 2018) &

Adviser is not also considered as having incomplete supporting document in SFCR (DO 11, 2018)

DEPARTMENT OF EDUCATION

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PRE-CHECKING

1. Preparation

b. Encoding in LIS (Transferred In)

attended classes at least (one) 1 day

- SF9 as reference

- Affidavit of Undertaking for Learner with Financial Obligation from Private School

In the absence of SF9 during enrollment, any school document with LRN will do or any of the following:

- PSA/NSO issued COLB

- Local Civil Registry Issued COLB

- Baptismal Certificate

- Barangay Certificate

Important Notes: SF 10 is not required during enrollment and not a pre-requisite for encoding in LIS (DO 3, 2018). Learner’s enrollment must be recorded in LIS in order to notify the originating school of the transfer. (DO 54, 2016)

DEPARTMENT OF EDUCATION

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PRE-CHECKING

Preparation

c. Preparation of SF10

1 Original Copy
Initially prepared by Teachers/Advisers in Grade 1 for ES, Grade 7 for JHS & Grade 11 for SHS

- Manually written/computer-printed grades for succeeding grade

levels (whatever is available and practical to school)

No School Logo and Branding
Ordinary Bond Paper (hard/specialized paper is not necessary – no need of procurement for this purpose)
Print additional Page/s if needed (back to back printout or separate pages may do, whatever is appropriate and available resources in school)
1 Grading Box per School Year/School
if transferred Out, do not make notation (no entries) in the vacant/unused Grading Box

Important Notes: SF 10 must be prepared at the End of School Year, it should not be prepared quarterly – (DO 58, 2017 & DO 11, 2018)

DEPARTMENT OF EDUCATION

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PRE-CHECKING

1. Preparation

e. Transfer of SF10 (Transferred In)

School to School Transaction
Courier Cost/Fees c/o MOOE/School Funds
No Holding of Document due to Financial Obligation (except Private School-DO 88, 2010)
Observe thirty (30) days turnaround time
Send Original except for the following:

- Grade 6 Completer, on-going Grade 7

- Grade 10 Completer, on-going Grade 11

as per DO 35, 2022 Scanned Copy may be sent thru Email

Important Notes: Written/Letter Request is no longer required to transfer SF10. The system notification of transfer in LIS is enough for the originating school to contact the receiving school and provide necessary information for transfer of document – DO 54, 2016 & DO 58, 2017

DEPARTMENT OF EDUCATION

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School Forms

DEPARTMENT OF EDUCATION

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PRE-CHECKING

1. Preparation

f. SF 4 Preparation

Manually Prepared (Not Yet LIS Generated)
NLPA (NLS Equivalent) and Nos. of Death Cases
SF4 for the months of May and June 2023 shall be presented during Checking
No need to attach/present the SF2 during Checking

Important Notes: SF 4 shall be used to validate enrollment counts as of June 30, 2023 vis-à-vis Nos. of Promoted, Conditionally Promoted and Retained as reported in SF 5 and SF 6

DEPARTMENT OF EDUCATION

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PRE-CHECKING

1. Preparation

g. SF 5 Preparation

LIS Generated
Public Schools (except SHS) offering basic education curriculum for core learning areas shall encode quarterly grades/learning areas in order to generate LIS-SF5 report. The General Average will be automatically computed together with the appropriate remark or status.

For SHS, private schools and other Public Schools that offering specialized curriculum or program are not required to encode quarterly grades in LIS. Updating of SF5 shall be done thru encoding of General Average using the LIS EoSY Facility

Important Notes: SF 5 authorized signatories are the class advisers and the School Checking Committee. DCC shall no longer required to put their signatures in SF5. School Head is liable and accountable for any incorrect entries in the school forms – DO 4, 2014.

DEPARTMENT OF EDUCATION

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PRE-CHECKING

1. Preparation

h. Extension Name in LIS and SFs

Identical First and Last Names of father & son
Encode the given extension name in the designated input box in LIS regardless of the order in which it appeared in CoLB
LIS generated SFs are not subject for editing outside the system. Format and order of learner’s names are final and officials.
The system determine the margins, font type/size and placement of extension name if any

Important Notes: Encoding of extension name in the designated input box shall ensure easy retrieval and tracking of learner’s record in LIS database. The use of an extension name is to identify the father and son if the first and last names are identical – Civil Code of the Philippines Article 375

DEPARTMENT OF EDUCATION

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PRE-CHECKING

1. Preparation

i. Division Level Preparation

Creation of DCC

CID Chief – Chair

SGOD Chief – co-Chair

PSDS – co-chair

SEPS Planning and Research – Mandatory Member

DPO III – Mandatory Member

Education Supervisors (to be identified by CID Chief)

No District level Checking
Checking Schedule is after the 4^th Quarter Examination as per school calendar. No Advance Checking Schedule for Grade 6, 10 & 12
School shall be notified at least 15 calendar days prior to the schedule

Important Notes: DCC may deputize other school personnel to conduct the division level checking. SCC is also encourage to involve more personnel and create sub-committee for school level checking.– DO 11, 2018

DEPARTMENT OF EDUCATION

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DURING CHECKING

2. Actual Checking

LIS Data is the Center of Checking
Focus on Accuracy and Consistency
Draw lots/raffle (random sampling only) on the day of checking – no advance raffle
Transportation/snack shall be charged against official funds. No collection of contribution for token/gifts from teachers

Important Notes: LIS data is the single source of truth for enrollment information and statistics. The 21^st century checking objective is to ensure that data in LIS is updated and maintain the highest level of accuracy as much as possible.

DEPARTMENT OF EDUCATION

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School Forms Checking Parameter�

DEPARTMENT OF EDUCATION

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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

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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 Minimum No. of Classes	Other Grade Levels Minimum 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

DEPARTMENT OF EDUCATION

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POST CHECKING

2. Report Preparation

DCC deputized checkers shall Accomplish School Form Checking Report 1B (3 copies, 1 SCC, 1 PSDS, 1 DCC) and fix their signatures
Scores from raffled sections shall become the official Accuracy Level of the School
SFCR 2 shall be prepared by PSDS and submit to the Chair of DCC
SFCR 3 shall be prepared by DCC and submit to the SDS together with a narrative report

Important Notes:

Implementation feedback as transpired in SFCR and from the narrative shall be considered in resolving recurring issues and challenges in report preparation and validation

DEPARTMENT OF EDUCATION

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School Forms Checking Report IA

DEPARTMENT OF EDUCATION

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School Forms Checking Report 2^nd part

DEPARTMENT OF EDUCATION

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School Forms Checking Report 2

DEPARTMENT OF EDUCATION

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School Forms Checking Report 3

DEPARTMENT OF EDUCATION

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Summary of DO 11, 2018

DEPARTMENT OF EDUCATION

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End of Presentation

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Office of the Director

Planning Service

ps.od@deped.gov.ph

DEPARTMENT OF EDUCATION

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DEPARTMENT OF EDUCATION