Learner Information System

Online Module for

Elementary and Secondary Schools
Learner Reference Number (LRN)
The LRN is a unique and permanent 12-digit number
assigned to a person who enters the Philippines basic
education program
The LRN is intended to reference a Registry of Learners
which serves as a centralized and authoritative database of
learners basic information.
The LRN offers access to learner profiles in the registry and
even performance data as he or she completes the
program, whether it be in the formal or non-formal mode of
learning
An LRN is issued to a learner when he or she registers in
the basic education program either at the start of the
program (i.e., kindergarten level) or when the learner
transfers from a school and has not yet been issued an LRN
Learner Information System (LIS)
A system for maintaining the registry of
learners aimed at meeting the following
objectives
Provide a standardized registration system for
learners
Track learner progress/performance
Provide learner information for better program
planning and supervision of schools and learning
centers
Enhance management of learner records
 LIS Phases of Implementation
Phases Schedule Target Outputs
Pre- Aug Masterlist of Learners in Public
Implementation 2011 Schools & ALS for SY/CY 2011
Phase LRN Jul 2012 Initial Registry of Learners with LRNs
Buildup
Phase 1 LIS Aug LIS deployed in schools and CLCs
Deployment & 2012 Registry of Learners with LRN in
Establishment of Jan 2013 Public Schools & CLCs for CY/SY
Learner Registry 2012-2013
Centralized Registry of Learners
Phase 2 Feb 2013 LIS Enrollment Module operational in
Mainstreaming LIS Mar schools and CLCs during enrolment
and 2014 period
Implementation in Registry of Private School Learners
Private Schools with LRN
LIS Module for Private Schools
deployed
Pre-Implementation Phase
(Aug 2011 Jul 2012)
DO No. 67, s.2011 Submission of masterlist of
learners enrolled in public elementary and
secondary schools as well as ALS programs for
CY/SY 2011-2012
DO No. 22, s. 2012 Adoption of the Unique
Learner Reference Number
Centralized generation of LRNs
Dissemination of Masterlist of Learners with
corresponding LRNs to schools and CLCs
Incorporation of LRNs in all records which refer
to the learner (eg. permanent record, report
card, ALS certificate, diploma, NAT results, etc.)
Phase 1 LIS Deployment and
Establishment of Learner Registry
Phase 1 Objectives
Issue LRN to all public school learners: new entrants,
previous SY enrollees with no LRN, Balik-Aral/Balik-
Paaralan and transferees from private schools
Register CY/SY 2012 learners in the school or learning
center
Update or correct personal background and CCT
information of learners enrolled in SY 2011 and SY
2012
Cleanup invalid learner records such as duplicate
LRNs found within a school or learning center
Automate printing of names and LRNs of learners in
templates for Form 1
Phase 1 Objectives
Deploying and Stabilizing the LIS
Facilitate the incorporation of the LRN in all
records which refer to the learner
Generate summary reports which includes the age
profile and total enrollment
 Roles and Responsibilities
Regional Ensure the overall compliance of the Region
Director in the implementation of the LIS
Report the status of implementation of the
LIS in the National Mancom
Regional Ensure that all divisions submit their data
Planning for formal schools on time
Officer Provide assistance to the divisions as
needed
Monitor and evaluate implementation of the
LIS for formal schools
Regional Ensure that all divisions submit their data
ALS for ALS on time
Supervisor Provide assistance to the divisions as
needed
 Roles and Responsibilities
Schools Ensure the overall compliance of the division
Division in the implementation of the LIS
Superin- Approve the deactivation of LRNs as
tendent requested by the school or ALS facilitator
Report the status of implementation of the
LIS to the RD in the Regional Mancom
Division Assist the Planning Officer and ALS
ICT Coord. Supervisor in ensuring that schools and ALS
facilitators have access to internet and
computer facilities
Provide technical support in the
implementation of the LIS
Provide technical support in managing the
user accounts of schools and learning
facilitators
 Roles and Responsibilities

Division Train/mentor the schools in the use of the

Planning online/offline LIS
Officer Manage the user accounts of schools
Ensure that all schools comply with the
implementation requirements of the LIS
Deactivate LRNs as requested by schools
and approved by SDS
Identify schools which will operate in online
and offline mode
Conduct random school visits to check on
the accuracy of learner data
 Roles and Responsibilities
Division Train/mentor the ALS facilitators in the use
ALS of the LIS
Supervisor Ensure that all ALS facilitators have user
accounts
Ensure that all ALS facilitators comply with
the implementation requirements of the LIS
Deactivate LRNs as requested by ALS
facilitators and approved by SDS
Conduct random visits to check on the
accuracy of ALS learner data
Issue LRN for learners enrolled in ALS
programs managed by non-DepEd entities
 Roles and Responsibilities
School Manage the implementation of the LIS in
Head their respective schools
Issue an LRN to learners with no LRN and
enroll them in appropriate grade level and
section in current SY
Enroll transferees to the appropriate grade
level and section in current SY
Enroll previous SY enrollees to appropriate
grade level and section in current SY
Update or correct enrollment data, personal
background and CCT information of learners
Ensure accuracy of learner data and
integrity of the LRN
 Roles and Responsibilities
School Request DO for the deactivation of multiple
Head LRNs referring to one learner and learners
who do not actually exist in the school
Ensure compliance of DepEd Order 22, s.
2012 requiring the inclusion of the LRN in all
forms which refer to a learner
Manage the user accounts of class advisers
if school opts to divide encoding by section
Class Enroll appropriate SY 2011 enrollees to
Adviser section handled
Update or correct personal background and
CCT information of learners
 Roles and Responsibilities

ALS Issue an LRN to learners with no LRN

Facilitator Enroll SY 2012 learners to appropriate ALS
program
Update or correct personal background of
learners
Request DO for the deactivation of multiple
LRNs referring to one learner and learners
who not actually exist
Ensure accuracy of learner data and
integrity of the LRN
Ensure compliance of DepEd Order 22, s.
2012 requiring the inclusion of the LRN in all
forms which refer to a learner
Persons Authorized to Issue the LRN
Public/Private School - School Registrar or a
designated personnel responsible for
maintaining the registry of learners
Community Learning Center - Learning
Facilitator responsible for managing the CLCs
registry of learners
ALS service providers - issuance of LRN shall
be the responsibility of the Division ALS
Coordinator
LIS Website
Official
website:
http://lis.deped.gov.ph

Official
practice website:
http://lispractice.deped.gov.ph
Elementary & Secondary Schools
Roles and Responsibilities
Issue an LRN to learners with no LRN
and enroll them
Guidelines
All learners enrolled in the school must be issued only one
LRN
When a learner without an LRN enrolls, the school must first
search the LIS database through the Search Learner by Name
facility to ensure that this learner was not assigned an LRN in
another school
Learners without LRN include new entrants, previous SY
enrollees who were not issued an LRN, Balik Aral, transferees
who were not issued an LRN in their previous school
The school will create a new LRN only if the learner was not
found in the database
If the learner was found, the school will enroll the said learner
instead of creating a new LRN
Issue an LRN to learners with no LRN and
enroll them

School logs in LIS Main Page

Issue an LRN to learners with no LRN and
enroll them

System displays welcome page for school account

Issue an LRN to learners with no LRN and
enroll them

School clicks on the Formal Schools facility in the Main Menu to

access the Select School Screen
Issue an LRN to learners with no LRN and
enroll them

School clicks on Next to access Search Learner Screen

Issue an LRN to learners with no LRN and
enroll them

School checks Name in the Search by options

System displays the criteria for searching by name
Issue an LRN to learners with no LRN
and enroll them
School enters region and division where
the learner previously came from. If the
learner is a new entrant then school
should select the current division.
School enters the First Name, Middle
Name, Last Name in the appropriate
fields
School clicks on search to display a list
of learners who have names similar to
the search criteria
If the learner was not found or is not in
the list displayed, school clicks on the
Create New Learner command which
appears after the search was conducted
Issue an LRN to learners with no LRN
and enroll them

System displays the Create

New Learner Screen
School enters the
appropriate background
and enrollment information
then clicks on submit to
save the data
Issue an LRN to learners with no LRN
and enroll them

System updates the database and displays the

LRN issued to the learner
Issue an LRN to learners with no LRN
and enroll them

If school finds the learner,

school clicks on edit to enroll
the learner
Issue an LRN to learners with no LRN
and enroll them

System displays the

Edit Learner Screen
School updates
background and
enrollment
information then
clicks submit
Issue an LRN to learners with no LRN
and enroll them

System updates the

database
Enroll transferees to the appropriate
grade level and section in current SY
Guidelines
Enrollment of transferees who have a copy of their
LRN shall be accomplished through the Search
Learner by LRN facility
Enroll transferees to the appropriate
grade level and section in current SY

School accesses the Search Learner Screen and

checks LRN in the Search by option
Enroll transferees to the appropriate
grade level and section in current SY

School enters the LRN of the transferee then clicks

Search
System displays list of learners who matched the
Enroll transferees to the appropriate
grade level and section in current SY

School clicks edit to

access the Edit
Learner Screen
Enroll transferees to the appropriate
grade level and section in current SY

School updates
background and
enrollment information
then clicks submit
Enroll transferees to the appropriate
grade level and section in current SY

System updates the

database
Enroll Previous SY Learners
Guidelines
Previous SY enrollees shall be enrolled using the
Enroll Previous SY Learners facility that allows
simultaneous enrollment of multiple learners
Enroll Previous SY Learners

School clicks on Enroll Previous SY Learners facility

System displays Enroll Previous SY Enrollees Screen
Enroll Previous SY Learners

School selects the previous SY grade level

System displays learners enrolled in the previous SY
grade level
Enroll Previous SY Learners

School selects the current SY grade level and enters the current section
Schools puts a check mark on the learners to be enrolled in the current
grade level and section the clicks submit
Enroll Previous SY Learners
System updates the database and
displays updated current SY enrollment
data of learners
If school wants to remove a learner from
the enrollment list, click the letter R
beside the enrolled Learner
Update or correct 4Ps/CCT information
Guidelines
Updating the list of 4Ps/CCT recipients shall be
done using the 4Ps/CCT Recipients facility
Update or correct 4Ps/CCT information

School clicks 4Ps/CCT Recipients command

System displays Identify 4Ps/CCT Recipients Screen
Update or correct 4Ps/CCT information

School selects Current Grade

Level and Section
System displays learners for
that grade level and section
Update or correct 4Ps/CCT information

School puts a check mark on

learner who are recipients of the
4Ps/CCT program then clicks submit
System updates the database
Update or correct 4Ps/CCT information

If school wants to remove a learner

from the list of CCT recipients, click
the letter R beside the Learner name
Update or correct Enrollment data and
Personal Background
Guidelines
Making corrections to the enrollment data and
personal background may be done using the
Edit/Remove Enrollees facility
The Edit/Remove Enrollees facility allows the user
to access all enrollees for the current school year
as opposed to the Enroll Previous SY Learners
which can access only the enrollees of the
previous school year
Update or correct Enrollment data and
Personal Background

School clicks Edit/Remove Enrollees facility

System displays Edit/Remove Enrollees Select Screen
 Update or correct Enrollment data and
Personal Background

School selects Current Grade Level and Section

System displays learners for that grade level and section
Update or correct Enrollment data and
Personal Background

School clicks the letter E

beside the learner name to
access the Edit Learner
Screen
School makes the
necessary corrections then
clicks submit
 Update or correct Enrollment data and
Personal Background

System updates the database and displays updated information

If school wants to remove a learner from the enrollment list, click
the letter R beside the Learner name
Ensure Accuracy of Learner data
Guidelines
Per DepEd Order 22, s. 2012, schools are responsible for
ensuring that information for each learner in their respective
area is accurate
Schools are also responsible for ensuring that all learners in
their respective area have only one LRN which shall be
incorporated in all documents which refer to a learner
After encoding all learners, schools should manually review the
data of their respective learners. The system also provides a
Check Data facility which automatically checks the following
potential errors:
No data for gender, residence and barangay
No explanation for learner with no birthdate
Learner must be between 4-30 years old (formal), between 4-100 (als)
Exactly the same name
Ensure Accuracy of Learner data

School clicks Check Data facility

System displays potential errors found
School clicks the letter E beside the Name to
access the Edit Learner Screen
Ensure Accuracy of Learner data

School makes the

necessary corrections
and clicks submit
Ensure Accuracy of Learner data

System updates the database and the list of

potential errors
Request DO for the deactivation of LRN
Guidelines
Schools shall ensure that all learners in their
respective area have only one LRN. In case a learner
has more than one LRN, the school shall select the
official LRN of the learner and request the division to
deactivate the other LRNs
Schools shall also request for the deactivation of LRNs
assigned to learners who do not belong the school
The request to deactivate an LRN shall be submitted
to the SDS for approval following the format in
Enclosure 2 of DepEd Order 22, s. 2012
The LRN of learners who have dropped out, died or
transferred out SHOULD NOT be deactivated
Request DO for the deactivation of LRN
Manage the user accounts of class
advisers
Guidelines
A large school may delegate encoding of learners
to class advisers by creating a user account that
can access only the section handled by the adviser
In order to avoid conflict with the user accounts of
other schools the following naming convention will
be used: schoolid_name of adviser (ex.
101132_aabanil)
The user account of class advisers do not have
access to the Search Learner and Check Data
facility. Class advisers can only access learners
enrolled in their respective classes.
Manage the user accounts of class
advisers

School clicks on the User facility in

the Main Menu
System displays the Search User
Screen
School clicks on Add New User facility
to access the Add User Screen
Manage the user accounts of class
advisers

School enters User Name, Password, Description and

sets the Access level to Section
School selects appropriate grade level and enters the
section name then clicks the Add button
Manage the user accounts of class
advisers

System creates the user

account
Manage the user accounts of class
advisers

If the school wants to edit an existing account such as change the

password, grade level or the section name, school shall enter the
account name in the Search User box then click the Search button
System displays all users matching the search criteria
School clicks on the letter E beside the user name
Manage the user accounts of class
advisers

System displays Edit User Screen

School makes the appropriate changes then clicks on Edit
System updates the database
Manage the user accounts of class
advisers

If the school wants to delete an existing account,

school shall click the letter D beside the user name
to access the Delete User Screen
Manage the user accounts of class
advisers

School clicks on the Delete button to confirm

deletion of the user account.
System delete user account
Reports
Reports
Reports
Reports
Reports
Items for Development prior to Level 3
Training of Schools and ALS Facilitators
Data entry for name of teacher handling a
section as well as learner height and weight
Report generation of templates for school/ALS
forms (eg. Form 1, 3, 137, others)
Report generation for the Nutritional Status
Report
Offline LIS for schools that are unable to
access the internet
Thank you