DepEd Order No. 11, s.

2018
Guidelines on the Preparation and Checking of School Forms
BACKGROUND
 Prior to the issuance of DepEd Order No. 4, s. 2014, the preparation of
forms was tedious. This burden was lessened with this policy.
X List of Graduates Modified School Forms
X Form 18 are available in the LIS.
X Form 3 No need to encode the
X Form 19 learner’s data
X Form 29 in the SFs.
RATIONALE
 The manual preparation of forms was replaced by an electronic school
forms available for download in the LIS. (SFs)

 These forms are pre-loaded with auto-generated information based on

the most recent available records and are not to be modified or edited
outside the system or through a spreadsheet.

 Using the system-generated forms will standardize and simplify the

process.

 The findings from these activities such as errors in prior input of learner
information shall also guide the entry of updates in the LIS.
 SCHOOL FORMS
QUICK REVIEW: DO 4, 2014 & DO 58, 2017
SFs 1-5: Existing, AS IS
SFs 5A & 5B: Additional
SFs 6-7: Existing, AS IS
SFs 8-10: New

Excel Format is available

at www.deped.gov.ph
and lis.deped.gov.ph

NOT FOR SALE!!!

 SCHOOL FORMS

SF 5 – Report on Promotion and Level of Proficiency

for Kindergarten (SF5-K)
 At the end of the school year, the Kindergarten will prepare
the report on the learners’ individual assessment results.
(please refer to DO 8, s. 2016 – Omnibus Policy on Kinder)

SF 8 – Learner’s Basic Health and Nutrition Report

 At the beginning of the school year, the teacher will

conduct actual measurement of height & weight to
calculate the BMI.
 SCHOOL FORMS

SF 9 – Learner’s Progress Report Card

 The Progress Report Card was renamed to Learner’s
Progress Report Card or SF9. The format and content of
the existing Progress Report Card as prescribed by
DO 8, s. 2015 will still be adopted in all grade levels
EXCEPT IN KINDER.

SF 10 – Learner’s Permanent Academic Record

 Form 137 was renamed to Learner’s Permanent Record

to simplify the format and content.
CHECKING PROCEDURES
Roles & Functions of the DCC
 CID shall focus on the areas of enrolment eligibility
and assessment which include promotion/retention
or acceleration.

 SGOD shall validate the enrolment count, number of

school leavers/dropped outs, transferred in/out,
promoted/retained and other enrolment-related
indicators.

 Planning & Research shall validate the presented SF1

and SF5 with the actual online record in the LIS.
Roles & Functions of the DCC
 There will be no checking of forms at the District Level

 The schedule of quarterly examination as stipulated in

DO 25, s. 2017 shall be strictly observed. (Mar 15-16)

 No internal advance schedule of examination shall be

given for graduating/moving up levels as the
traditional practice of ranking of honors, particularly
the instruction to announce the list of honors 15 days
prior to graduation is no longer applicable per DO 36,
s. 2016 since LAST YEAR when the DO 36 was issued.
At the School Level: Initial Tasks of the Class Adviser
 At BOSY, the class adviser shall collect supporting
documents (PSA Birth Cert, Baptismal Cert, or any) to
establish the identity of each learner assigned to
his/her advisory class.

 DO 54, s, 2016 Guidelines for Transfer shall be

properly observed; observe due diligence in encoding
the learner’s basic information into the LIS.

 The class adviser can generate SF1 using his/her

system account. This shall become the official
enrolment list and be used as reference.
At the School Level: Initial Tasks of the Class Adviser
At the School Level: Initial Tasks of the Class Adviser
At the School Level: Initial Tasks of the Class Adviser
 The class adviser shall also download SF2 from the LIS
At the School Level: Initial Tasks of the Class Adviser
 The class adviser shall also download SF2 from the LIS
At the School Level: Initial Tasks of the Class Adviser
 SF2 shall be forwarded to the school head for
assessment and consolidation and to serve as
reference for the consolidated report on monthly
movements of learners as required in SF4 or the
Monthly Learner Movement and Attendance Report.
At the School Level: Initial Tasks of the Class Adviser
 At the EOSY, once the computation of final rating for
each learning area is done, the class adviser shall
transfer these grades from his/her class record into
Learner’s Permanent Academic Records (SF10).
 SF10 is for Grades 1 & 7 only.
At the School Level: Initial Tasks of the Class Adviser
 The validated SF10 (Permanent Record) will be the
basis for updating each learner’s status (promoted,
conditionally promoted or retained) in the LIS as of
EOSY.
 DO 58, s. 2017 Section IV paragraphs D & E shall be
strictly observed.
 SCHOOL FORMS

 Effective SY 2017-2018, the updated and standardized

SF10 will be adopted for Grades 1 and 7 only.
 For Grades 2-6, 8-10, the old/existing format of Form 137
will be used until the learners complete the elementary
and JHS level, respectively. There is no need to rename to
SF10.

 Incoming Grade 11 (SHS) will continue using the existing

format and content of Form 137 as issued through
DO 69, s. 2016 but will rename the form as SF10-SHS.
 SCHOOL FORMS

Procedures in preparation of SF10-ES

 The Grade 1 teacher will prepare 1 copy only of SF10-ES
and attach the relevant supporting documents such as
BC, KCC, ECCD, progress report or other equivalent
document.
 If the learner continues his/her studies in the same ES,
the SF10 ES will be forwarded by the G1 adviser to G2
until the learner completes G6.
 If the learner transferred out to another ES, the receiving
ES shall request the transfer of original copy of SF10 and
other pertinent documents via LIS.
 SCHOOL FORMS

Procedures in preparation of SF10-ES

 The JHS where the learner completed his/her
JHS level shall keep the original copy of the
SF10-JHS. If the learner requests for additional
copies for his/her employment, or for any reason
other than to enroll for SHS, the school may
create a certified true copy from the original
SF10-JHS. The certified true copy that has the
school seal and School Head’s signature in ink
shall be provided to the learner.
 SCHOOL FORMS

Procedures in preparation of SF10-ES

 If the learner proceeded to SHS, the JHS upon
receipt of a written request or system notification
of transfer through the LIS whichever comes first
will create one certified true copy of SF10-JHS
and send it along with other pertinent documents
such as copy of SF10-ES to the requesting SHS.

 The receiving SHS, through the G11 adviser,

shall use the certified true copy of SF10-JHS as
a reference to create SF10-SHS.
 SCHOOL FORMS

Procedures in preparation of SF10-ES

 Any erasures or alterations on the document
should be validated and bear the signature of
the School Head in ink.
 The SF10-JHS shall be prepared at the end of
the school year or in the event of learner
transfer within the school year.
 The SF10-JHS shall be printed using long-sized
bond paper. Commercial printing is hereby
discouraged.
At the School Level: Initial Tasks of the Class Adviser
 DO 69, s. 2016 Section IV paragraphs B shall also be
strictly observed.
At the School Level: Initial Tasks of the Class Adviser
 SF5 and SF6 or the Report on Promotion and Level of
Proficiency and the Summarized Report on Promotion
and Level of Proficiency for each class can be
generated from the LIS using the school level access
accounts.
QUESTION…
Can we download now
the SF5 and SF6 in the
LIS? Not yet available in the system.
WHY? The 4th Quarterly Exam is
not yet administered. You can not
declare at the moment if a learner
is promoted or retained.
At the School Level: Initial Tasks of the Class Adviser
At the School Level: Initial Tasks of the Class Adviser
 SF5K shall be used for Kindergarten as validated by
the ECCD Checklist post-test result and the
Kindergarten Progress Report. Class advisers in
Kindergarten are not required to prepare SF10-ES
(formerly Form 137).
At the School Level: Initial Tasks of the Class Adviser
 These 4 SFs (SF1, SF4-Feb & March, SF5 and SF6)
generated from the LIS shall be the FOCUS OF
CHECKING and should be supported by the
appropriate documents.

 For graduating/moving up levels (Kinder, Grades 6, 10

and 12), the class adviser shall also prepare awards
and/or certificates in accordance with DO No. 36, s.
2016 or the most recent applicable guidelines. The
learner information on these awards and certificates
should be checked against the SF1 for consistency.
At the School Level: Initial Tasks of the Class Adviser
Composition of the School Checking Committee (SCC)
 Chairperson: School Head
 Vice Chairperson for Enrolment Count & Learner Profile
(LIS/EBIES/ICT Coordinator) – focus on LIS-related
issues and school report generation
 Vice Chairperson for Curriculum and Assessment –
focus on enrolment eligibility, curriculum, promotion
and retention.
 Schools with 3 or more sections in each grade level
may organize sub-committees comprised of the class
advisers and other subject teachers.
Roles and Functions of the SCC
 The SCC is expected to conduct a pre-checking activity
involving the thorough review of all learner’s records
for all classes in preparation for the scheduled checking
of forms with the DCC.
 Class advisers and school heads shall perform the ff:
Roles and Functions of the SCC
During Reading and Checking of Forms (School Level)
 Immediately after the tabulation of 4th Quarter
Examination Results (March 15-16, 2018) for grade
levels that shall move up/graduate (Kinder, Grade 6,
Grade 10 and 12) has been processed and recorded in
the appropriate forms, the SCC shall START THE
SCHOOL-LEVEL CHECKING ACTIVITIES.

 The review shall focus on the accuracy of the learner

profiles and enrolment eligibility using reliable
references (Birth Certificate, Permanent Record (SF10
formerly Form 137).
During Reading and Checking of Forms (School Level)
 Electronic forms pre-loaded with learner information
and their general averages downloadable from the LIS
are not subject for editing manually or outside the LIS.

 Any correction shall be done in the SF1 and eventually

in the Learner’s Profile module in the LIS.

 Print layout, order or arrangement of the list of

learner’s names should likewise not be edited.

 The format and content of system-generated SFs are

considered FINAL and OFFICIAL.
During Reading and Checking of Forms (School Level)
 Commercialized electronic school forms as mentioned
in DO 58, s. 2017 Section VII shall not be recognized nor
accepted.
During Reading and Checking of Forms (School Level)

 To ensure that only SFs generated from the LIS

are being presented during the checking of
forms, the designated LIS Coordinator is
required to sign or initial each SF.

 SF10 (formerly F 137) and SF9 (F 138) shall be

manually updated and must be consistent
with the SF5 and other documents.
During Reading and Checking of Forms (School Level)
 Beginning SY 2018-2019, the arrangement of
learner’s names in the SF9 (F 138) should be
written the way it was generated in the SF5.
 Currently, the system-generated SFs print the
name of the learners in this order: LN, FN, Ext,
MN.
 Awards and certificates for learners in
graduating/moving up levels (K, 6, 10 & 12) should
be checked against the SF1 for consistency.
During Reading and Checking of Forms (School Level)
 Once the SCC has completed the checking of forms for
all classes in all grade levels, the SCC shall accomplish
the School forms Checking Report (SFCR1).
During Reading and Checking of Forms (School Level)
 Errors and inconsistencies observed by the SCC should
be communicated to class advisers for adjustment in
the LIS.

 Effective SY 2018-2019, SFCR of the previous school

year can be used as reference to determine progress or
improvement of the current school year.

 The results of the checking as obtained from the SFCR

may be used as reference or means of verification
(MOV) in accomplishing relevant information in the
IPCRF of teachers.
Selection of Classes for Checking of Forms (Division Level)
 The DCC shall conduct the Division Level Checking
of Forms for grade levels that shall move
up/graduate (K, 6, 10 & 12) prior to the school’s
schedule for the moving up ceremony
/commencement exercises.
 The checking for other grade levels may start after
the 4th quarter examination until the 2nd week of
April.
 Kinder, G1, G6, G7, G10, G11 and G12 shall be the
priority grade levels for checking.
Selection of Classes for Checking of Forms (Division Level)
Paramount Considerations in the Checking of School Forms
 Since only the LIS-generated school forms shall be
presented, it is unnecessary to retype/reformat
the name of learners. The school forms are
considered FINAL & OFFICIAL.
 The system shall also determine the margins, font
name, font size and placement of the extension
name.
 Modifications such as the insertion of additional
columns is/are not allowed.
Paramount Considerations in the Checking of School Forms
 For printing, A4 or Long size bond paper may be used.
Forms shall be printed using BLACK INK.

 The DCC need not be particular on these “cosmetic”

aspects, but should focus instead on the accuracy and
consistency of learner information across all reports
and against relevant reference documents.

 The DCC shall focus and check on the availability of

supporting documents for entry grade levels (K, 1, 7,
and 11) and learners who transferred in or moved in
for other grade levels.
Supporting Documents for Entry Grade Levels
Focus Areas for CID
Focus Areas for CID

 Be reminded that the List of Graduates

and documents/reports are no longer
required.
Paramount Considerations in the Checking of School Forms
 Should there be discrepancies in the learner’s profile
(e.g. BC – SF1) the necessary adjustments must be
made by the class adviser / school system admin in the
LIS.

 If between the SF5 and the SF10 , the Class Record of

the class adviser may be presented for validation.

 As the Vice Chair of the SCC, the LIS Coordinator shall

ensure that all discrepancies found during the checking
are reconciled and that the corresponding adjustments
are applied in the LIS.
Focus Areas for SGOD
Focus Areas of Checking and Means of Validation
School Forms Checking Report (SFCR1)
 At the end of the checking of forms, the committee’s
findings shall be consolidated in an observation report
using the SFCR1 in 3 copies reflecting only the classes
that they reviewed.

 The summary report shall focus on the following:

Number of Learner’s Records
- examined / reviewed
- inconsistent information
- without reference documents (BC & SF10/F137)
Focus Areas of Checking and Means of Validation
School Forms Checking Report (SFCR1)
 Temporarily Enrolled learners e.g. have pending
transfer of SF10 (F137) should not be included in Tables
1 and 2 of the SFCR1.

 For Transferred/Moved in:

- with SF10 received within 30 days upon enrolment
- without SF10 from the originating school, indicating
the reason for the pending transfer of the said
document and the name of the school.
Focus Areas of Checking and Means of Validation
School Forms Checking Report (SFCR1)
 All learners who transferred/moved in shall be
recorded in Tables 3 & 4 of the SFCR1. Note that
PEPT/PVT or ALS-A&E Certificate holders shall not be
included in the count.

 Effective SY 2018-2019, the SFCR prepared and signed

by the DCC of the previous SY can be used as reference
during checking to determine progress or improvement
of the current school year.
POST CHECKING
At the School Level
 Ensure that all adjustments made during the checking
are reflected in the LIS.
 Within 5 working days after the checking conducted by
the DCC, the school shall submit one duly signed
original copy of the SF4, SF5 and SF6.
At the Division Level
 The PSDS shall consolidate the SFCR1 of all schools in
his/her School District and compute the District
Accuracy Level to be recorded in Table 1.
SFCR1: To be accomplished by the School Head
SFCR2: To be accomplished by the PSDS
SFCR3: To be accomplished by the DCC
 DepEd Order No. 11, s. 2018
Guidelines on the Preparation and Checking of School Forms