= DepEs-Divisin of Or. Mindoro A=) RECORDS OFFICE B: RELEASED Lg Date Releaseg: 6-13-2024 Republic of the Philippines Tima Released: YY Department of Education | reac: D4-e- FFF MIMAROPA REGION L__ tl SCHOOLS DIVISION OF ORIENTAL MINDORO Office of the Schools Division ‘Superintendent June 16, 2021 DIVISION MEMORANDUM No. » 8. 2021 To Lk INTERIM GUIDELINES ON THE PREPARATION, SUBMISSION AND CHECKING OF SCHOOL FORMS, GIVING OF AWARDS AND RECOGNITION, AND CONDUCT OF END-OF-SCHOOL-YEAR RITES FOR THE SCHOOL YEAR (SY) 2020-2021 Assistant Schools Division Superintendent Chief Education Supervisors, SGOD and CID Public Schools District Supervisors Public and Private Elementary and Secondary Schools Heads ALS/Mobile Teachers, Community Learning Centers All Others Concerned Pursuant to DepEd Memorandum No. 14, s, 2021 titled Interim Guidelines on the Preparation, Submission, and Checking of School Forms for the School Year 2020-2021, DM 27, s. 2021 titled Conctuct of the K to 12 Basic Education Program End-of-School- Year Rites for School Year 2020-2021 in Light of the COVID-19 Public Health Emergency, and DepEd Order No. 18, s, 2021 titled Interim Guidelines on Giving of Awards and Recognition in Light of the Basic Education Learning Continuity Plan for School Year 2020-2021, the Schools Division Office of Oriental Mindoro provides the field personnel in all public and private clementary and secondary schools guidance on the preparation, submission and checking of school forms, giving of awards and recognition, and on the conduct of end-of-school-year rites for SY 2020-2021 in light of the COVID-19 public health emergency through the following interim guidelines. oy Amendments are adopted in the submission and checking of school forms as: . Preparation and Submission School Forms i, School Form 1 (SF1) School Registry Additional data elements for Learning Modality are added in the existing SF1. At the end of each quarter, the updated modality shall be generated through the Learner Information System (LIS) as official quarterly enrolment count per modality. The age to be recorded in the form is the learner's age as of October 31, 2020. ii, School Form 2 (SF2) Daily Attendance The Learner Attendance Conversion Tool (LACT) that can be found as attachment in DM 14, s. 2020 serves as reference per applicability in checking the learner's attendance. Parents should be informed of the norms in checking the attendance for awareness and transparency. In $500 essen {iv. vi. case adoption of any LACT was not observed, attendance using the SF2 should be adopted without modification. It is important to note that a learner can only be considered a drop-out or no longer participating in learning activities (NLPA) if he/she and his/her parent voluntarily withdraw from schooling or if he/she incurs absences of more than 20% of the prescribed number of class or laboratory periods during the school year or semester per DO 8, s. 2015. Efforts and other measures should have been fully exerted to reach the learner and parents to ensure continuity of school attendance and submission of required outputs of activities and other performance tasks. Physical interaction could be made possible provided strict compliance to health and safety standards, parameters and protocols is observed School Form 3 (SF3) Books Issued and Returned It may be used when school releases books and other learning materials to learners. It can also be utilized to record the distribution and retrieval of SLMs. When using the SF3, the title of the book may be replaced with an appropriate reference code, e.g. SIES-G4-Rizal-AP- 2020-002. School Form 4 (SF4) Monthly Report of Learner Movement and Attendance Adjustments to this form as it consolidates SF2 are: a) Instead of a monthly submission to the District/Division Office, SF4 shall only be submitted quarterly; b) Replace the Column for Dropout with NLPA; and, c) Additional data fields for Mortality /Death. School Form 8 (SF8) Basic Health and Nutrition Profile Parents or guardians may administer the actual measuring of weight and height (for Body Mass Index) and submit a reading result to the class adviser. For parents or guardians who have limited resources or ability to make actual measurement, they may seck the assistance of a barangay health worker and/or other health professionals. The reading may be reported to the class adviser for encoding in the LIS. JHS and SHS are not required to accomplish the SF8 and update BMI in the LIS. It is mandatory for learner-recipients of any program promoting health and nutrition. Records of other learners in elementary grade levels may likewise be updated in the SF8 as well as their BMI in the LIS. School Form 9 (SF9) Progress Report Provisions in DO 31, s. 2020 regarding instructions and guidelines on assessment and computation of grades should be considered. Other considerations include: a) Indicate at the bottom part of each column the learning modality being adopted in each quarter; and, b) Thecharacter traits and core values portions of SF9 are not required to be accomplished. Schools that have already issued SF9 without reflecting the learning modality per quarter may issue a certification as an attachment to the Progress Report Card indicating the Learning Delivery Modality implemented per quarter true to every learner in the class or grade level. vii, School Form 10 (SF10) Permanent Record SF10 shall be prepared at the end of the school year. DepEd shall issue further instructions in accomplishing the form. Nevertheless, for Grades 5 and 6 who are still using Form 137, instructions for SF9 character traits and core values shall be applied. viii, Other Schools Forms - Report on Promotion and Level of Proficiency (SF5 and SF6) ‘The Department shall issue further instructions in accomplishing SFS and SF6 at the end of the school year. Checking of School Forms The division level checking of school forms as stipulated in Section V Paragraphs Al, B2 and C2 of DO 11, s. 2018 is suspended to minimize physical contact among individuals and to reduce possibility of COVID-19 transmission. ‘The annual checking of school forms shall only be done at the school level by the School Checking Committee (SCC). The school level checking may be conducted through online and/or on-site, provided that health and safety protocols are strictly observed. The result of the checking of forms initiated by the SCC is deemed final and can be used by the school to complete its submission in the LIS. . Encoding of Data in the LIS Portal and Submission of Forms to SDO ‘The SF5 which will reflect the general average of the learner shall be available in the LIS facility after the end of the school year. All private schools which already have finished the school year since they started early, ie. in August and September 2020 have to wait until the facility for SF5 becomes available. All class advisers shall encode the general average of every learner in the LIS. All SFS from every class/grade and SF6 from every grade level and school shall be submitted to the SDO, Attn: OSDS-Records Section, two (2) weeks after the end of SY or when the facility in the LIS portal becomes available. SF5 must be prepared by the Class Adviser and certified by the School Head. ‘The portion Reviewed by Division Representative is hereby suspended. Thus, schools are advised to wait until the revised SFS and SF6 for SY 2020- 2021 become available. Schools are advised to prepare the learner’s Certificate of Completion or Diploma and the List of Graduates ahead of the scheduled End-of-School- Year Rites. peThe templates of the Certificates of Completion for Kindergarten, Grades 6 and 10 and Diploma for Grade 12 indicated on pages 45-47 of the Enclosure No. 3 to DO 2, s. 2019 shall be strictly followed. Correctness of Learner's Reference Number and Learner’s Name must be observed. A List of Graduates/Completers certified by the School Head must be in the Plastic envelope that contains the Certificates/Diplomas of the Grade 6, Grade 10 and Grade 12 learners upon submission, ‘The date that shall appear in the certificate/diploma must be the same date when the End-Of-School-Year (EOSY) Rites shall be held. All the certificates and diplomas must be submitted to the SDO on or before June 29, 2021 The Certificate of Completion and Diploma shall be signed by the full-fledged School Head and the Schools Division Superintendent. The Public Schools District Supervisor must affix his/her initials under the name of the SDS before it is submitted to the SDO. It must also bear a documentary stamp (P30,00) and the school/DepEd dry seal. No change in font style (Bookman Old Style) and font size (18) shall be made on the name of the learner. All District Supervisors are tasked to coordinate and designate a full-fledged school head who will sign the certificates/diplomas of learners in schools under Teacher-in-Charge or School-in-Charge. The Teacher-in-Charge shall affix his/her signature in all other documents and school forms while in case of schools under the School-In-Charge, the assigned full-fledged school head shall sign. 3. __ Guided by DepEd Order No. 31, s. 2020 titled Interim Guidelines on Assessment and Grading In Light of the Basic Education Learning Continuity Plan which stipulated a fundamental change in the grading scheme to be more responsive to the adverse circumstances that surround the new learning delivery modalities, and to ensure assessment and evaluation of learning remains valid and reliable, the following interim guidelines on giving awards and recognition are provided, as: a. Curricular and co-curricular activities that involve large physical gathering of people were suspended, thus, temporarily suspending selected awards Provided in DO 36, s, 2016 titled Policy Guidelines on Awards and Recognition for K to 12 Basic Education Program which are largely based on observable bahavior in the classroom and various collaborative engagements. b. However, Academic Excellence Awards are not suspended to recognize time, commitment, and effort exerted by all learners, as well as to promote a culture of excellence and growth mindset. Further, they are the primary cligibility requirements for scholarship grants in universities and colleges as indicated in CHED Memorandum Order No. 8, s. 2019, Policies and Guidelines for CHED Scholarship Programs (CSPs). Private secondary schools, likewise, offer scholarships based on general weighted average being a solid 44reflection of exemplary academic performance in elementary. Thus, academic excellence awards are given to Grades 6, 10 and 12. ¢. The following table provides the awards to be suspended and the awards to be recognized for the SY 2020-2021. [ Awards to be Suspended [Awards to be Recognized * Academic Excellence Awards for * Academic Excellence Grades 1 to 5 and Grades 7-9, and Awards for graduating Grade 11 | /moving up learners from | * Classroom Awards Grades 6, 10 and 12 (Performance Awards for Kindergarten, Conduct Awards, Recognition for Perfect Attendance} © Grade Level Awards (Leadership Award, Award for Outstanding Performance in Specific Disciplines, Award for Work Immersion, Award for Research or Innovation, Award for Club or Organization Achievement) «Special Recognition d. Academic Excellence Awards for Grades 6, 10 and 12 shall be given at the end of the school year. Recipients of these awards shall have attaincd a general weighted average of 90 with no failing final grade in any learning area. The general average grade shall be reported as a whole number following relevant provisions in DO 8, s. 2015 titled Policy Guidelines on Classroom Assessment for the K to 12 Basic Education Program. The following table shows the specific academic excellence award given to learners who meet the cut-off grades: _ Academic Excellence Awards | General Weighted Average 1. With Highest Honors/May 98-100 Pinakamataas na Karangalan 2. With High Honors/May Mataas na 95-97 Karangalan |___3._With Honors/May Karangalan __90-94 €. In lieu of the awards suspended for SY 2020-2021, teachers may recognize exemplary performance through positive reinforcement during synchronous discussions or through any class established mechanism for giving constructive feedback to build a levelled opportunity for all learners. They are likewise reminded to be more intentional about excluding from grades criteria that can perpetuate inequities, e.g., extra credit assignments and the likes and shares of outputs posted on social media platform/s. Students should not fail nor receive low grades because of circumstances outside their control. ‘Teachers shall observe the guidelines on providing assessment tasks and giving of grades stipulated in DO 31, s. 2020 and DO 8, s. 2015.In determining awardees, strictly following all provisions in DO 36, s. 2016, such as but not limited to the odd number of committee members, relationship of AC members to any candidate for honor awards, and the deliberation alongside the health and safety protocols which must be strictly observed, the AC members (a) must communicate to the stakeholders the processes involved in giving academic excellence awards and the results of the evaluation, (b) verify the authenticity of documents submitted (learners’ Portfolios, class records, report cards and other school forms), (c) ensure accuracy of the computation of grades of the candidates, (4) recommend to the school head the results of the evaluation and deliberation for approval, (e) recommend to the SH the resolution on any related issue that may arise from the results of the awards, and, () ensure that guidelines stipulated in this Memorandum and all others provided in DO 18, s. 2021 are followed. ; Learners who will receive the award shall receive medals from the school utilizing the school MOOE, bearing the official seal of the Department (per DO 63, s. 2011) with the following specifications: | Award Technical Specification | Academic Excellence _ Medal with DepEd seal consistent | Award with the provisions on DO 31, s. | (With Highest Honors | Gold._—| 2019, The DepEd Service Marks and With High Honors | Sitver | Visual Identity Manual With He Diameter size: 6 cm | ith Honors Bronze | weight: 30 Ribbon width: 1 inch | | Ribbon Color: Grade 6: Green Grade 10: Red L Grade 12: Blue . In the Conferment of Academic Excellence Awards, the announcement of awardees in each category (i.e., With Honors, With High Honors, With Highest Honors) shall be done in alphabetical order to observe fair, impartial, and non-hierarchical manner of presenting the awardees. An official announcement of the awardees for the school year shall be released by posting the list in the school bulletin board and shall be communicated through the agreed communication platform that the school has adopted this year in reaching out with the families {ie., email, chat/messenger, SMS, letter) so that the concerned stakeholders will be informed. Pre-recorded video may be saved in USB flash drive or can be shared to the cellular phone of parents via Bluetooth, Sharelt or any similar applications most especially to those families with no or limited internet access. . The certificates and medals (awards) shall be given to the awardees or to parents and receipt thereof shall be acknowledged accordingly. The School Head may set a date when the parent may drop by the school to get the certificate and medal. This will also be true in the distribution of SF9, SF10, h 6Diploma or Certificates and other applicable documents. No children shall be allowed to go out of their residences. Parents or guardians shall only be allowed to receive the items from the school. Strict observance of health and safety protocols and other restrictions and limitations must be implemented. 4. _ Focusing on the theme Kalidad ng Edukasyon Lalong Patatagin sa Gitna ng Pandemya (Strengthening the Quality of Education Amid the COVID-19 Pandemic), all End-Of-School-Year (EOSY) rites in private schools shall be held depending on the date reflected in their respective School Calendars while in all public schools and community learning centers (CLCs), it shall be within the week of July 12- 16, 2021. 5. The following provide direction in the conduct of the EOSY rites: i. iv. vi. Given that public health and safety is deemed as topmost concern at this time, schools and CLCs shall abide by applicable guidelines and protocols set by the Office of the President, Department of Health (DOH), and Inter- Agency Task Force (ATF) in light of the COVID-19 Pandemic. Rescheduling the conduct of the EOSY rites may be done upon consultation with the Parents-Teachers Association when public health situations such as the imposition of granular lockdowns and/or there is a need for completion of academic requirements. Any face-to-face ceremony is not allowed. The virtual conduct of the EOSY rites may be an option for the school and CLCs provided it shall run only in less than two hours. For schools with more than a hundred of completers/graduates, scheduling by batch of graduates may be done. Only the completers/graduates, their parents or guardians, teachers and school administrators will be present in the virtual rites. A recorded video of the ceremony maybe broadcasted through an appropriate social media platform when a written consent from parents/guardians is secured. It is reiterated that all graduation or moving up ceremonies should be simple but meaningful. While these rites mark a milestone in the lives of the learners, these should be conducted without excessive spending and extravagant attire. No DepEd personnel shall be allowed to collect any kind of contribution or fee for the graduation/moving up ceremony. Expenses for medals, documentary stamps, diploma/certificates, and other documents or forms relative to the conduct of the virtual ceremony must be charged against school MOOE subject to the usual government accounting and auditing rules and regulations. Casual or formal wear, or school uniform, shall still be the recommended graduation/ moving up attire. The use of toga or sablay as an additional garb is highly discouraged. Any donations like individual photographs or virtual class pictures, toga/sablay rental, any kind or item intended for improvement of the school or for the implementation of any school project or program must be pf?documented, accounted and reported to DepEd Partnership Database System (DPDS). vii, The following are the indicative programs for the Virtual Giving of Academic Excellence Awards and the Virtual Moving Up/Graduation ‘Ceremony which may be revised or adapted by the schools: Virtual Giving of Academic Excellence Awards (should last up to 2 hours only) A B. G; spo mo National Anthem Opening Prayer Division Hymn, School Hymn Welcome Remarks Inspirational Message Presentation of the School Officials, Teachers, Guests, Parents, and Awardees Conferment of Awards Message from the Representative of the Awardees Closing Remarks Virtual Moving Up/Graduation Ceremony (should lest up to 2 hours only) A B. a D. B. N. oO. National Anthem Opening Prayer Division Hymn, School Hymn Opening Message (School Head) Welcome Address (Graduating Learner with Honors selected by the committee) Reading of the Message of the Secretary (if available, may be substituted by a message from the Regional Director or Schools Division Superintendent) Presentation of the Candidates for Graduation/Moving Up (Class Adviser, Department Head (in case of Secondary Schools), School Head (in case PSDS is part of the program, optional) Confirmation of Graduation/Moving Up of the Candidates (School Head or PSDS) Distribution of Certificates/Diploma Distribution of Awards (If time allows and no separate ceremony for Recognition Day or Awarding of Academic Excellence is scheduled) Valedictory Address (optional) Keynote Message (From an Alumna or Honored Guest - optional) ‘Thanksgiving Message (Learner-Graduate with Honors selected by the committee) Graduation Song Closing Message In case of written protest from learner or parent/guardian, the school head, with the school awards committee’s recommendation, shall address such within three days from receipt thereof. 6. All school heads shall submit a compliance certificate to the provisions stipulated in this Memorandum and to all other provisions in the specified DepEd Orders and Memoranda. The district consolidated certifications from elementary andsecondary schools and CLCs, whenever applicable, shall be sent to the SDO, Attention: SGOD-SMME on or before July 19, 2021. 7. Expenses relative to preparation, submission and checking of school forms, giving of awards and recognition, and on the conduct of end-of-school-year rites are chargeable against local funds/school MOOE subject to the usual government accounting and auditing rules and regulations. 8. Wide dissemination of and compliance to this Memorandum are highly desired. Schools Division Superintende) evesna eirara / ni References: As stated Attachments: None ‘To be indicated in the Perpetual Index under the folowing subjects: PROGRAM, CEREMONY SCHOOL FORMS SCHOOLS ‘GUIDELINES. GRADUATION AWARDS RECOGNITION