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INTEGRATED SCHOOL FORMS V.

3
Electronic Automated School Forms for K to 12
BEC User Manual, 2015 Ed.
Wedzmer B. Munjilul, T2
Manuel L. Quezon ES, Sta. Ana Dist.

ACKNOWLEDGMENT
First and foremost, I would like to praise the Almighty for giving me the blessings and the wisdom to
develop this project template for the Public School Teachers.
My family who has been a constant pillar of support for all the endeavors that I engaged with.
To the strangers who have lend me a huge help on different ideas to incorporate with the design.
To our former School Head, Maam Leny R. San Gaspar, for designating me as the LIS School
Coordinator that allowed me to develop the template for school use.
To the teachers who supported me in the first versions of the template which garnered more than ten
thousand views in YouTube.
To the haters and critics about the Integrated School Forms automated version because they wish to
sell their own templates and mine is for free.
To Mr. Roy Enriquez Education Program Supervisor from the DepEd XI Regional Office who
immediately gave me a nudge of support to develop a comprehensive K to 12 Electronic Class Record
that should link to the LIS School Forms.
And to everyone out there who are keeping an open-mind for innovation, and integration of ICT in the
field of Teaching and Learning.
Thank you for all the support and encouragement that gave birth to a highly developed Integrated
School Forms that supports LIS School Forms 1, 2, 3, and 5 to the K to 12 E-Class Record and Report
Cards designed under the DepEd Order 8, s. 2015.

Table of Contents
Users Manual Frequently Asked Questions (FAQ) .................................................................... 3
Getting started with the ISF v. 3 ..................................................................................................... 4
For Advisory Teachers: Advisory ECR Version 1.3 ................................................................... 5
Integrated School Forms eClass Record Add-ons ..................................................................... 12
1.

Automatic Report Cards Generator ................................................................................... 12

2.

Automatic School Form 1 (School Registrar) Generator .................................................. 15

3.

Automated School Form 3 Generator ................................................................................ 17

4.

Automated School Form 2 Generator ................................................................................ 17

Academic Teacher ECR ................................................................................................................ 24


How to use the Academic Teacher ECR ................................................................................... 24
Class Profile Sheet ................................................................................................................. 24
Subject Sheet .......................................................................................................................... 25
Using Multiple Subjects within the Academic Teacher ECR ................................................ 28
Bridging Academic Teacher ECR and Advisory ECR Ver 1.3 .................................................... 30
Conclusion .................................................................................................................................... 30

Integrated School Forms V. 3


Users Manual Frequently Asked Questions (FAQ)
1. What is the Integrated School Forms?
The Integrated School Forms which I designed a month prior the Beginning of the School Year
2013-2014 was originally meant for school use only. The project template which I endorsed in our
school is to cater an automated School Form 1 (School Register), School Form 2 (Report on Daily
Attendance), School Form 3 (Reports on Books Issued and Returned) and School Form 5 (Reports on
Student Promotion). The MS Excel template is Macro-based under Binary File Sheet, published on
YouTube along with the instructional video in order that the Public School Teachers work on
accomplishing the said reports be a lot easier and efficient. Through time, the Integrated School
Forms (ISF) incorporated Automated Grading Sheet for BEC and K to 12 (from Grade 1 to 3), Composite
Grading Sheets and Ranking Sheets for Honor Students. Presently, the ISF has been incorporated to
render the Official E-Class Record from DepEd Memo 60, s. 2015 and the LIS School Forms 1, 2 and 3.
2. What are the MS Excel Versions that are capable of adopting the ISF?
As of current date, the ISF V.3 can be used by all MS Excel software from 2007 and up. MS Excel
2003 and below could not read the Binary worksheet since it has been set obsolete by the company
itself such that it is not anymore available in the market.
3. What is a Binary Worksheet MS Excel?
A Binary Worksheet MS Excel is an MS Excel File Type output which is commonly used to render
large coded files and compress it to load faster than an ordinary macro-based template. It is
compatible in all MS Excel worksheet PC/Laptop applications only since the automated template uses
macro-coding not available for Smart Phones or Tablets to use. However, if the Tablet uses Windows
Operating System like Windows Chrome PC Tablets, the ISF works like the usual PC and Laptop
applications.
4. Does the ISF produce credible tested formula for use?
The Integrated School Forms V.2 which garnered more than ten-thousand YouTube views and
one-thousand downloads since 2013 was the reason why we were invited by the DepEd Central Office
to participate in the Consultative Meeting for the design of the Official Electronic Class Record which
was early released on June 2015. Yours truly, was the quality checker and part-contributor of the EClass Record which is now released for teachers use nationwide.
5. Does the ISF provide easily printable materials for reporting?
The ISF is designed to produce standard A4 size printed materials which is the same official paper
size by the LIS School Forms and E-Class Record. No need to change the layout or print orientation
and settings since the ISF is premade and preformatted before the release.

Getting started with the ISF v. 3


The Integrated School Forms are compressed under WinRAR archive which can be opened using
a WinRAR Archive application or a WinZIP Archive application. It is suggested that the file be saved on
the Desktop to easily locate it and extract the files on the desktop as well.

1. OPEN your Windows Browser, SAVE the file on the Desktop, RIGHT CLICK on the File and
EXTRACT HERE.

2. The extracted file shall show-up along with the original WinRAR File on your desktop as shown
below.

3. The K to 12 eClass Record Folder contains the ONLY two files which will be used by the teachers.
Considering there are two types of teachers under the School, either a teaching handling an
advisory class (self-contained: Grade 1 to Grade 3) and teachers who are under academic subjects
only or teachers teaching academic subjects on other classes though has an advisory (applicable
for Grade 4 to 10).

The School Form 2 Folder within the file which will be used by the Advisers is also available for
use. This folder shall be discussed later on as we will be tackling the Automated School Forms.
As of now, we will be plainly discussing on the eClass Record first.

For Advisory Teachers: Advisory ECR Version 1.3


1. DOUBLE CLICK - or CLICK and ENTER on keyboard the Advisory ECR Version 1.3 to open the
file.
2. When the file is already open, be sure to CLICK ENABLE EDITING in order to activate the links
within the file. If for instance a pop-up window should appear, just click YES or CONTINUE.
3. Fill up the necessary data that will be used to generate on all the e-Class Record forms, Grading
Sheets, and Report Cards. For Secondary Grade Levels, leave the DISTRICT category blank.

4. After filling up the data required, you may now proceed on the subjects sheets available for your
grade level. All Grade 1 to 3 advisers will have access on the Mother Tongue Subject, which will
then be available if you are under Grades 4 to 10. To access the subject sheets, double click on
the desired subject to record the grades. Example, FILIPINO; double click on the subject FILIPINO
and the screenshot below will be like shown on your MS Excel.

5. The image above shows the Filipino Subject worksheet, on the upper left side, and arrow pointing
up shows the navigation links to each quarter of the Filipino Subject Worksheet. Above each
quarter navigation link is an UPDATE Button, by clicking this button, ALL BLANK ROWS WILL
AUTOMATICALLY BE HIDDEN so that the worksheet shall link the Girls section of the subject.

After clicking the button, the said button will be replaced with a REFRESH Button which is the
reverse function of the previous button. The image below will show you what will happen if you
click the Update Button.

The same function buttons are available on all other subjects as well as other quarter links button
below it. The only thing the teacher needs to do is to indicate the HIGHEST POSSIBLE SCORES and the
RAW SCORES of the students for each Written Works, Performance Tasks, and Quarterly Assessment.
The Percentile Scores, Weighted Scores, Initial Grade and Quarterly Grade will be automatically
generated and computed by the template.
Features:
a. If the teacher indicates a raw score greater than the set highest possible score, the template
will indicate an error and ask the teacher to validate the set raw score.

b. If
the
teacher
would
indicate a Highest Possible Score on either Written Works or Performance Task, and fill up the
raw scores for the said area, and then realizes that the said summative assessment should have

been on a different area Written Works Test Item should be in Performance Task Item or vice
versa and decides to delete it, the Raw Scores under that column will be filled with Red Color,
the Total Column, Percentile Score and Weighted Score shall indicate a RS INVALID remark and
the Initial Grade and Quarterly Grade will indicate ERROR as shown below.

c. Once the UPDATE SHEET BUTTON is clicked, the template is already fitted to a standard A4 paper
size automatically.
d. All Quarterly Grading Sheet of each subject is available within a single worksheet that is
accessible through clicking the Navigation Panel on the upper left side of the template.

6. Summary Quarter Grades


The Advisory ECR v1.3 has a premade Summary Quarterly Grades template (Subject Quarterly
Grading Sheet) which is available for the teachers to have a specific reporting of each subject if they
needed to do so. This can be located on the Input Data sheet by double clicking on the title Summary
Quarter
Grades.

Like the all other subject templates, the Summary of Quarterly Grades worksheet is also equipped
with a Update Sheet Button and Refresh Sheet Button to hide and un-hide the blank rows. This single
template will search for all the scores that are available within the ISF eClass Record, a drop-down list
is available on the right side of the worksheet to choose the subject which the teacher intends to view.

One added feature of the Summary Quarterly Grades sheet is that its equipped with a MAPEH
accumulated quarterly grades which is the average of the individual content areas of Music, Arts, Physical
Education and Health. The teacher may also choose to view the quarterly grades individually of these
content areas.
7. Quarterly Grading Sheet
Also known as the Composite Grading Sheet also is premade within the ISF eClass Record. To view
the file, one could locate it within the Input Data sheet just below the Summary of Quarterly Grades
which has the same feature with the previous grading sheet.
But since the Quarterly Grading Sheet is an individualized reporting per quarter, the template
has been designed to have a premade worksheet for each quarter as was released by the Official eClass
Record. Since this template is universal for all grade levels, a hide button function is also used for hiding
the empty columns which is originally tasked to present the grades of all K to 12 Subjects from Grade 1
to Grade 10. The template will only recognize the subjects which are available for the specified grade
level which was indicated on the Input Data sheet, hence the blank columns.
It is also equipped with a navigation panel on the upper left corner of the template and the
design is always print-ready such that the adviser will only use the CTRL + P command on their keyboard.

8. The Final Grading Sheet


To complete all the reports for the End of the School Year (EoSY), teachers will always need to
have a Final Grading Sheet where all subjects will have their grades tallied for each quarter within one
template. The Final Grading Sheet has been equipped to have a Ranking feature on the very end so that
teachers will have no difficulty on identifying the top 10 students of the class. If the student is also
recognized to belong to the top ten, the Initial Grade of that student will automatically adjust itself to
three decimal places.

Integrated School Forms eClass Record Add-ons


Unlike the Official Electronic Class Record released by the DepEd Central Office SECRPT, the ISF
eClass Record is equipped with four different add-ons which is very useful not just for class advisers but
also the School Head. The ISF eClass Record Add-ons consist of a premade Automatic Report Cards
Generator based on the design template from DepEd Order 8, s. 2015; Auto-generating School Form 1
(School Registrar); Automated School Form 2 (Report on Attendance); and Automated School Form 3
(Books Release and Books Returned). The previous ISF versions had an automated School Form 5 (Reports
on Promotion) but since the new DepEd Order abolished the use of the descriptive values under the KPUP,
a new School Form 5 design is yet to be released as was mentioned by Sir Jonathan Diche during our
conversation last May 14, 2015 during the Consultative Meeting for the design of the Official Electronic
Class Record at DepEd NEAP Region XI.

1. Automatic Report Cards Generator


Since the release of DepEd Order 8, s. 2015, a suggested new Report Card template is included.
Bearing in mind that were moving to automated school templates evidenced by the new Official
Electronic Class Record, it would be fitting that there be an Automated Report Card generator as well.
Such that this Report Card Generator be linked with the eClass Record. The values produced by the eCR
should be 100% consistent with the Report Cards avoiding the possibility of erasures like that of blank
hard-copies distributed by schools to all advisers. An average of Php 10.00 is spent for each students
Report Card yearly, a small school with a population of roughly 1000 students would have an expenses
from the School MOOE of Php 10,000. Such that a Central School would be spending close to Php 40,000
yearly or more just on report cards. If teachers would be given the accountability to print their own
report cards through this Report Cards Generator, it would save at least half of the total expenses
allotted for the Report Cards. Moreover, it would also spend less time to make since teachers would not
need to write it through pen. This would be the most logical and efficient way.
The Report Cards Generator which could be found on the Input Data Sheet is divided into two
different worksheets, one for Boys and the other for Girls. It is possible to merge both worksheets into
one single template, but considering that we will be using a drop-down data validation technique, with
a total class population of 50 students at least, it would be very difficult to search 25 boys and 25 girls
just to search for one single student. Thus, dividing the two worksheets through gender was the most
convenient way to do so. The image below shows the template layout for the Boys Report Card Generator.

In order to navigate the worksheet, and select a students name to print, a drop-down cell is
available at the upper left of the worksheet as shown below.

Once the cell is clicked, a drop-down list showing all the students names are available to which
the adviser will choose which student name should be displayed.

The Automatic Report Card generator will immediately display the grades of the student
chosen/displayed on this navigator section and the only thing the adviser will do is to print it by pressing
CTRL and P on the keyboard since the template is ready print using Long Bond Paper (8.5 x 13).
The Report on Attendance however is made to be either manually encoded by the adviser or with
the results from the Automated School Form 2. The template will automatically recognize that if the link
between the two templates results #Error, then a blank result will be given such that the adviser chooses
to manually encode the Report on Attendance. The Automated School Form 2 is made from a different

folder so that the template will only recognize a School Form 2 downloaded from the LIS website. More
information would be discussed later on regarding the ISF Automated School Form 2.

The Report on Learners Observed Values is also locked with a data-validation condition. This
means that all encoded values that should be indicated within each quarter of this section must be from
the four (4) Marking legends from the DepEd Order 8, s. 2015. If the adviser would incorrectly indicate a
data within each quarter, a pop-up window showing error would automatically run command.

2. Automatic School Form 1 (School Registrar) Generator


The purpose of having a School Form 1 generator is to produce an SF1 that is free from printing
issues. It is observed that when an advisers downloads a School Form 1 from the LIS website, the excel
file nor the pdf file layout is not exactly fitted to an A4 size bond paper. A slight extension is seen on
the right side margin, thus teachers are required to scale the excel file from 100% to 95%. However, not
everyone in the teaching field knows how to scale an excel layout, which results to manually adjusting
each column of the worksheet just to fit it on an A4 sized sheet. Furthermore, the results from the
number of students table on the School Form 1 for the EoSY is also not automated and the dates for the
BoSY and EoSY are also blank. For these reasons, an Automated School Form 1 Generator has been created
that will be able to address all this issues. However, this will only happen if there is a School Form 1
downloaded prior by the teacher. This Official School Form 1 from the LIS website will be the base of
reference of the Automated School Form 1 Generator. A sample Official School Form 1 can be seen below.

There are two things we have to notice which is very important in dealing with the Official LIS
School Form 1. The first is the File Name varies from each SF1 to other SF1 classes and secondly the
Sheet Name also changes depending on the School Year and updates by the LIS website. In order for the
universality of the ISF template to recognize any School Form 1, there are two conditions which should
be set, first is that the File Name and the Sheet Name be the same, and the second is that the file
should be saved on the K to 12 eClass Record Folder which I designed. In order meet this conditions, the
following steps can be taken.
1.
2.
3.
4.
5.
6.

Right Click on the Sheet Name and select RENAME.


Type the phrase MY SF1 on the Sheet Name and press Enter.
Click on the FILE on the upper left.
Choose SAVE AS on the left panel.
Click on COMPUTER or MY COMPUTER for Windows 7 and below.
And choose DESKTOP as the location.

Once the procedure above is followed correctly, a pop-up window should appear to confirm the
address of the file to be saved.

1.
2.
3.
4.

DOUBLE CLICK on the K to 12 eClass Record Folder.


CHANGE the original File Name.
RENAME it to MY SF1.
CLICK Save.

The Automated School Form 1 will now fetch all the data from the LIS School Form 1 down to its
worksheet. All would be ready to print and the Age of the students fetched from the Automated School
Form 1 will be used by the Report Cards Generator as well to automatically generate the age of each

student. Also, the data that is available in the Automated School Form 1 here will be available on the
Automated School Form 3 (Reports on Books Released and Books Returned) so there is no need to
download an SF3 from the LIS website.

3. Automated School Form 3 Generator


The Automated School Form 3 is designed to fetch the students name from the Automated School
Form 1. This template will also recognize the BoSY and EoSY as indicated on the Input Data Sheet. Also,
the dates to be used/encoded here will be validated between the BoSY and EoSY in order to avoid clerical
error. A drop-down list is also available for the Remarks section as is indicated in the LIS School Form 3
coding. The names of each subject area on the columns are also automatic, it will identify the grade
level indicated by the teacher in the Input Data sheet and will generate the names of subjects that are
available for that grade level. The only thing needed to be done by the teacher is to indicate the date.

4. Automated School Form 2 Generator


Included in the Integrated School Forms V.3 is an Automated School Form 2 Generator which
helps the teachers produce a School Form 2 that utilizes the old method of indicating student Tardiness
and Absenteeism. I have noticed that many teachers have confusion regarding the shading of the School
Form 2 especially with emergency sessions. Nonetheless, the old school method of reporting tardiness
and absenteeism had been very convenient for them using the variables A and T. For such reason,
the ISF incorporates both methods in one template. The teachers will be using the old method of
reporting tardiness and absenteeism and the ISF School Form 2 will generate the desired output using
the SF 2. Moreover, many teachers have not been updating their SF2 reports using the generated LIS
School Form 2, instead they print the blank school form 2 and edit it manually. This would pose
inconsistency, thus, this method of using the Automated School Form 2 Generator would prevent that
because they will be forced to download the School Form 2 from the LIS website and change the Sheet
Name and the File Name the same way as was previously instructed using the School Form 1. The

Automated School Form 2 Generator can be located inside the K to 12 eClass Record Folder, within the
School Form 2 Folder. When opened, there are already sample School Form 2 within it where the Sheet
Names and File Names are already altered according to the month it will be used for.

Every month the teacher is required to download a School Form 2 from the LIS website, change
the Sheet Name and the File Name of this School Form 2 and Save it inside the School Form 2 Folder
prepared for them.

Once the School Form 2 downloaded from the LIS website has been saved with the specific Sheet
Name and File Name within the School Form 2 Folder, the teacher can now open the School Form 2 V.4.
The File consists of the No. of School Days Sheet where the teacher should indicate how many school
days are available for each month and the succeeding sheets will be the monthly Automated School Form
2 Generator.
MS Excel will ask to update the worksheet, and other pop-ups might show, just be sure to update
and enable so that the links and codes will run.

Indicate the
specified number of
school days on each
cell adjacent to the
Month.

Integrated School Form 2 v.4 consists of 12 worksheets inside, 11 monthly sheets from June to
April and 1 sheet for No. of School Days table.

The data coming from the School Form 2 downloaded from the LIS website will automatically be
fetched by the Integrated School Form 2 Generator. By clicking on the June Worksheet, the teacher will
see the following.

The image above has been numbered from 1 to 5, these are buttons that makes the functionality
of the ISF School Form 2 Generator easier. Notice that there are also dates already, this is part of its
feature, and the file automatically adopts the School Year indicated from the eClass Record and
generates the days and dates from June to April. So there is no need for the teacher to write the date
each month. However, the teacher needs to tell the file what are the holidays (both local and national
holidays), an example is for this month of June, I highlighted above June 12 and below it is F indicating
that it is on Friday. In order for the file to recognize that this day is holiday (or any other holiday in other
months), the teacher needs to change the day F to HOLIDAY like below:

This is very important because each holiday is not included in the Total Number of School Days
per month and the number of students present and total number of absents should be affected by this
holiday.

The numbered buttons on the previous image which indicates the button functions of each
worksheet are as follows:
1.

Once the teacher clicks on this button, it will redirect to the old Class Attendance Template
being used by teachers using the variable A for Absent and T for Late or Tardy.

Each students name has two rows, the upper row is for morning and the below is the
afternoon. By using the variables A and T, for each column date, the teacher will find it
easier to check the attendance since this is what theyve been used to. On the right side, theres
a table that asks the teacher if there are any students who have been absent for 5 consecutive
days and indicate the number of students who did so. If none, just type 0. Above the sheet is
a GO BACK button which returns to the School Form 2 Generator template.

The template will automatically generate values within the Automatic School Form 2
Generator, these values will be used by the macro-codes to recognize what are the specified
shading to be used for each column dates.
2.

3.

4.

This button will hide the rows which are empty in the Automated School Form 2 Generator.
The template is made to cater sixty (60) boys and sixty (60) girls for a total of one-hundred
twenty students (120). Blank rows will be inevitable that is why the HIDE ROWS button works
well to cut the blanks and save space in the paper.
The reverse function of the previous button. This is so that the teacher can refresh the
worksheet and check if the data coming from the LIS School Form 2 are correctly fetched by
the Automated School Form 2 Generator.
This button will generate the SHADING for the column dates generated from the A and
T values indicated by the teacher on the Attendance Register section of the worksheet.
Once clicked, the Automated School Form 2 Generator will run the specified commands as
shown below.

Notice that the ABSENT and TARDY column in the template is already calculated. The
same goes for the Male TOTAL Per Day and Female TOTAL Per Day row below each male
and female section.

The blank cells above is the date June 12 which was previously indicated as HOLIDAY.
5.

This button is the reverse function of the UPDATE button. If the teacher wishes to view the
generated values coming from the Attendance Register section of the worksheet.

The Automated School Form 2 Generator will also compute the tally sheet accurately according
to the indicated BoSY within the LIS School Form 2. The accumulated total number of absences and
tardiness for the whole month as well as the percentage of enrollment, average daily attendance etc.
The adviser needs not to worry about this since the template prepares this for them.

All the tallied results for the number of absents of each student will also reflect in the Report
Card Generator in the ISF-eClass Record.

* End of Advisory ECR version 1.3 *

Academic Teacher ECR


The problem with the Official Electronic Class Record which we discussed during the meetings
weve had with the Standard Electronic Class Record Planning Team is that the Templates for Grade 1 to
Grade 3 is to a certain extent convenient, however the Grades 4 to 10 is somewhat suited for teachers
who are handling one specific subject only. In some degree, it is convenient if the teacher is only teaching
one subject with one class only. The imposed situation which I have always gave them is that all teachers
are required to have at least 360 minutes of teaching load, considering that such teacher has a
coordinatorship equal to sixty minutes, the least contact time with the students would turn out to be
300 minutes. If a teacher is handling Grade 4 to Grade 10 not being an adviser, the possible scenarios
would be:
1. Teacher A is teaching five sixty minute subjects in at least two to three different classes.
2. Teacher A is teaching seven forty minute subjects in at least two to three different classes.
3. Teacher A is teaching one sixty minute subject and six forty minute subjects in at least two
to three different classes.
4. And other possible variation of subjects both sixty and forty minute subjects.
Considering that all Electronic Class Record templates released by the Official ECR for Grades 4 to
10 has one subject with five worksheets (four quarters plus one summary sheet), a teacher within the
above scenarios would have more than one file to handle each School Year.
Scenario 1 above would have at least five ECR files if teaching a sixty minute subject. Scenario 2
would have at least seven ECR files. Scenario 3 would have seven ECR files. That is if they are not handling
MAPEH subjects. A bombarding scenario indeed for MAPEH teachers if they are teaching more than 2
classes. MAPEH imposes four files already, multiply that with the number of classes, lets say seven
classes since Scenario 2 that would be equal to twenty-eight (28) files plus 5 summary sheets, which
would mean thirty-three files just for one school year! This is the biggest disadvantage for the Grade 4
to 10 Official ECR, it is designed to cater only one specific teacher with one to two subjects of teaching
only. And for that very reason, I have decided to create an Academic Teacher ECR.

How to use the Academic Teacher ECR


Once you open the Academic Teacher ECR file, you will be directed to one Class Profile Sheet
and one Subject Sheet (for this demo: Mathematics 4).

Class Profile Sheet


The Class Profile sheet is designed to gather information about the teacher-in charge and the
classes that which will be handled for the file. If for example a teacher will only be handling one class
with multiple subjects or maybe multiple classes on multiple subjects, the Academic Teacher ECR will
be able to cater them in all cases. For the first sample, we will use a scenario where a teacher will be
teaching Mathematics, Science, English, Filipino, and Araling Panlipunan on one class only. Similarly, we
will also use the same template for a teacher who will be using it on five different classes with one
subject Mathematics 7 only. The Class Profile Sheet will look like the image below.

Region: Teacher indicates the Region they are associated with.


Division: The name of the city divisions office.
District: If they are in the elementary grade level Grade 4 to 6 but if in the secondary then
will be left blank.
School Name: The name of their school as registered with the LIS.
School Year: The specific school year it will be used.
Grade Level: The Grade Level they will be using it, if multiple grade levels, then will be left
blank.
Section: The name of the section it will be used for, if teacher is teaching different sections,
then left blank.
Teacher: The name of the teacher-in charge.

Subject Sheet

The Subject Sheet consists of features that any Academic Teacher would surely find both user
friendly and efficient. When filling up the Class Profile Sheet, this sheet will automatically generate the
header or the class details. If in case the teacher is using it for multiple sections and grade levels where
the Grade Level and Section are left blank on the Class Profile Sheet and/or in Secondary grades where
there are no registered districts, the header would look like below:

Notice that the District section will automatically be removed since it is a secondary level and
that the Grade & Section fill will indicate a TYPE HERE indicating that the template is now changed
into a multi-grade and multi-section worksheet.
The template is also built with custom navigations above the layout for easier access. The
following functions will be as follows:
1.

If the teacher would like to use the template multiple times since he/she is using it for
different sections, the Create New Subject button will make another copy readily prepared
for use. Example here is if I would be teaching Mathematics in 3 sections: I will have to click
the Create New Subject button twice. The template will look like as below:

Notice that I now have 3 worksheets named: Mathematics, Mathematics (2) and Mathematics (3).
Just remember that before clicking on the Create New Subject button, you have indicated the Grade
Level and Section on the TYPE HERE instruction to avoid error copy.
2.

This button is the replacement of the HIDE ROW function. Since this template utilizes both
hiding rows and columns for the summary sheet. I decided to name the button as UPDATE

SHEET which will hide the blank rows in the learners name and the blank columns for the
summary sheet.
3.

4.

5.

This button is the opposite of the previous button. Teachers might be skeptical in some way
or another, and in order for their skepticism with the template, I have placed a Refresh
Button to un-hide the blank rows and columns for them to check if the previous button
properly hid the said blanks.

This are navigators that will direct the user towards the different quarterly ECR. I have, as
always, decided to put all the four quarters within one worksheet so that the teacher can
easily access the different quarters of the same worksheet subject.

If you would click the Summary Sheet for the first time, you would be surprised that it is
coded sideways. This is because printing two different orientation within one worksheet is
impossible in MS Excel and since the ECR is in Layout Orientation and the Summary Sheet is
in Portrait Orientation. I could code via macros to do so but would require another button
for the quarterly sheets printing and another button for the summary sheet printing. That
would be very tedious for the teacher-in charge. So I decided to code the summary sheet
sideways. Anyway, when the Summary Sheet is to be printed for hardcopy, it will still look
upwards.

Unlike the Advisory ECR which is typically used for an advisory section, thus the School Form 1
lists of Male and Female may be copied and pasted within the Input Data sheet, the Academic Teacher
ECR template uses an unlocked Learners Names in the very own ECR. This means that if the teacher has
a School Form 1 of multiple classes, they may copy the learners names into the template itself through
copy-paste function once within the First Quarter. This will automatically be generated to the succeeding
quarters and the summary sheet. If there are any transferees, then they could add it on the first quarter
names so that the name will be generated all throughout.

Using Multiple Subjects within the Academic Teacher ECR


If the teacher-in charge is handling more than one subject, lets say MUSIC, ARTS, PHYSICAL
EDUCATION, and HEALTH in grades 7 and 8; then the Academic Teacher ECR will only use the CREATE
NEW SUBJECT button for nine times. The key feature of the Academic Teacher ECR is the drop-down
Subject Name located beside the Teachers name. Once the subject name is clicked, a drop-down list
will be shown just like in the image below:

Every time a worksheet is created from the Create New Subject button, the Subject Names will have a
drop-down list just as the images above which will run a command to adjust the Academic Teacher ECR

with the different computation rules as indicated in the DepEd Order 8, s. 2015. Since every subject
has a different Weighted Percentages for the Written Works, Performance Tasks and Quarterly
Assessments, the Academic Teacher ECR will depend on what subject the teacher-in charge should
choose from the lists. Another feature of this template is that if the chosen subject for this example
is Music that Sheet Name will also adopt the name of that subject as seen in the image below:

The same method of creating another subject for Arts, Physical Education, and Health; the
teacher will only click on the Create New Subject Button, choose the Arts as the Subject and
automatically the Sheet Name will change by itself. Click the same button for another subject and so on

to create more subjects to use from. The Grade & Section panel should then be change if ever it is going
to be used in another grade level or section.
This way, the teacher will only have to use one-single file for multiple subjects and multiplegrade levels. Very easy to use and very efficient.

Bridging Academic Teacher ECR and Advisory ECR Ver 1.3


Every Grade 4 to Grade 10 adviser will have to create reports on their class record, relying on
the submitted Summary Grading Sheets of the Academic Teachers to determine the Final Grades of their
advisory class. However, if the Advisory Teacher would actually have a copy of the Academic Teacher
ECR, then creating a more reliable and credible final ratings for their students would be possible.
Since the Academic Teacher ECR and Advisory ECR Ver 1.3 have been created using the same
base-template features, then they may be linked through copy-pasting values.
The key here is, once the Academic Teacher (teacher-in charge) would give a copy of their
Academic Teacher ECR file to the Advisory Teacher, and the Advisory Teacher could now open the file
and copy raw scores for each Written Works, Performance Tasks, and Quarterly Assessments of their
student in the Subject Sheets they have within the Advisory ECR, then the Quarterly Grading Sheets,
Summary Grading Sheets, Final Grading Sheets including the Report Cards Generator built inside the
Advisory ECR will produce the necessary data readily.
Furthermore, there have been cases where certain gossips that there are a few Academic
Teachers who only submit Summary Grading Sheets to their teachers and the Class Record are merely for
compliance purposes without credible scores. This could be prevented if the Academic Teacher ECR is
used since they will be required to give a copy of their ECR to the Advisory Teacher and copy-paste the
raw scores inside their own Advisory ECR. This would now create a more reliable and credible grade
reports for the teachers, students and stakeholders involved.

Conclusion
The K to 12 eClass Record is a modified and upgrade Electronic Class Record which I help built
for the Nationwide Release of the Official ECR last June. As part of the Standard Electronic Class Record
Planning Team chosen by the DepEd Central Office under USEC Rey Lagudas Programme of building this
project, I have decided to make use of what my co-members did not take advantage of. We have reasons
why we did not create a powerful template as the Official Release, part of that is because we are not
fully assured that the DepEd Teachers have 2007 MS Excel version. But since I have found many teachers
during the K to 12 Mass Training of Teachers for Grade 4 to be very excited of my proposed template for
the ECR and many of them said that they have 2007 MS Excel and above, then I have released this project
template, hopefully, for our Division to utilize. During our consultative meeting at the DepEd NEAP with
the DepEd Central Office members; Sir Roy Enriquez, the EPS who was representing the Regional Office
told me to make this template possible and present it to the Regional Office as soon as the Official ECR
is released if and only if the DepEd Memorandum along with the Official ECR does not prohibit a
different template to be used. And since the DepEd Memorandum does not have such prohibition, then
may the teachers be available to avail of this Free Easy to Use K to 12 Electronic Class Record.