GUIDELINES ON THE

PREPARATION AND CHECKING

OF ELEMENTARY AND
SECONDARY SCHOOLS
DepED FORMS (SF)
SY 2014-2015
1. All Elementary and Secondary schools should form
a checking committee with the school head/principal
as chairman and the guidance counselor plus three
(3) key teachers as members. This committee will
be held responsible for the checking of all DepEd
Forms in all grade levels with particular attention on
the computation and selection of honor students.
Please refer to the following issuances:
a.DepEd Order No. 33, s. 2004,
b.DepED Order No. 92, s. 2009,
c. DepED Order No. 14, s. 2010,
d. DepEd Order No. 23 s. 2012
e. DepEd Order No. 74 s. 2012
DepEd Order 4, s. 2014
“Adoption of the Modified School Forms
(SFs) for Public Elementary and Secondary
Schools Effective End of School Year 2013-
2014”

EoSY 2013-2014 ----- all public schools must

use SF-5 and SF-6 replacing Forms 18 and
20 and the List of Graduates
SY 2014-2015 ---------all public schools must
use all seven modified school forms
replacing the 16 previous school forms
 2. Accomplishment of DepED Forms
List of Forms to be Replaced and Modified School Forms (SFs)

FORMS TO BE REPLACED MODIFIED SCHOOL FORMS

Code Name of Forms Code Name of Forms
Form 1 School Register, Master List of Learners SF-1 School Form 1: School Register
STS Form 2 Family Background and Profile
Form 1 School Register-Daily attendance SF-2 School form 2: Daily Attendance
Form2 Teachers Monthly Report & Attendance Report of Learner
Form 1 School Register-Books Issued and SF-3 School form 3: Books Issued and
Returned, Inventory of Textbooks Returned
Form 3 Principal’s Report on Enrolment and SF-4 School Form 4: Monthly Learner’s
Attendance Movement and Attendance
STS Form 4 Absenteeism and Dropout Profile
Forms 18-E1 Report on Promotions (Grades 1-3) SF-5 School Form 5: Report on Promotion
Forms 18-E2 Report on Promotions (grades 4-6) And Level of Proficiency
Forms 18-A Report on Secondary Promotions
Form 20 Summarized Report on Promotions SF-6 School Form 6: Summarized Report on
Promotion and Level of Proficiency
Form 12 Monthly Status Report for Teachers SF-7 School Form 7: School Personnel
Form 19 Assignment List Assignment List and Basic Profile
Form 29 Teacher Program
Form 31 Summary Information of Teachers
2.1.3 The data entered must be consistent in all DepEd
School Forms (SF).
Corrections to be made must tally with the data
reported to EBEIS.
2.1.4 All forms shall be checked during the
School Checking. However only
Forms 4,5 and 6, Form 137
(Permanent Record),138 (report card),
Computation of Honors and
supporting documents shall be
checked during the District, Area and
Division Checking.
2.2 FORM 137
2.2.1 Fill in all the necessary data together with the
pupil personal data form. Middle name instead of
middle initial should be written in the space provided
for in Form 137. Form 137 of the elementary is a
requirement to be attached.

2.2.2 Birth certificate authenticated by the National

Statistics Office (NSO) should be attached to
Form 137. Tampered Birth Certificates should
not be accepted. In the absence of NSO
Authenticated birth certificate, a true copy
coming from the Local Civil Registrar
maybe accepted.
2.2.3 Student’s name and date of birth
should tally in all DepED forms. Please do not
change the wrong name/surname
without an affidavit/court orders. Any
corrections to the existing name or record of
birth should be made only with corresponding legal
documents.
2.2.7 To obtain the final rating of the students
refer to DepED Order No. 79 s. 2003, DepED
Order No. 04 s. 2004, DepED Order No. 33 s.
2004, DepED Order No. 57 s. 2004 ( for 4th Yr)
DepEd Order No. 74, s. 2012 (Grade 7-9)

2.2.8 Final rating of students (4th year) is

whole number except for the honor students, and
candidates for honors which is up to three decimal
place or thousandths place (DepEd Order No. 92,
s. 2009,DepEd Order No. 74 s. 2012 Grades I-III,
Grades 7-9)
2.2.9 General average should be written in black ink in
both Form 137 A and Form 138. This is for students
without failing grades only. Write the failing grade
in red ink under final rating (F 137) and 0 (zero) unit

in red ink also ( 4th Yr)

2.2. 10 Write the word Promoted in black
ink and “Retained” in red ink under
action taken.
2.2.11 Write the word “Graduated” and the date of
Last day of classes with the initial of the
teacher/adviser below the last 4th year subject.
Never do the same for those who have not
completed the total number of units required for
them. This will be done once the student had
completed the no. of units required.
Example: Graduated: Day: Month: Year
 2.2.12 Fill up the certification, this is for fourth year
students only. Certificate of Transfer should be
accomplished and to be signed by the school head
Transcript of Record (TOR) of transferee shall be
issued upon request of the school where the
transferee enrolled preferably via mail. For Grade 6
and Fourth Year Graduates, TOR shall be issued
with corresponding Remarks: For Enrolment
purposes/For Job application/others. Transferee
accepted by the school without Form 137 should be
reminded to submit pending documents before the end
of the first quarter.
2.3 Form 138/Students Report Card

2.3.1 Accomplish Form 137 first before accomplishing

Form 138. (F138 should be accomplished using
black ink.
2.3.2 Form 138 must be issued two
weeks after the rating period and must
returned duly signed by the parent.
be
For
transferee, this form shall be
issued with corresponding grades for the rating
period covering his/her stay in the school.
While Form 138 of those who dropped
shall be kept by the adviser together with
other forms under her custody which
shall be submitted to the School
Head/Records Office at the end of the
school year.
 2.3.3 Enter the needed data. (Please observe no
erasure
2.3.4 policy )Fill up the Certificate of Transfer. The
date is
the last day of school as per DepEd issued
School Calendar.
2.3.5 Write “Promoted” or “Retained”
(all in black ink) under the column
Action Taken.

2.3.6 Indicate lack units and advance unit

on the space provided for
 2.4 Report on Promotion (DepEd Order No. 4 s. 2014)

2.4.1 (Paragraph 3)
Beginning EoSY 2013-2014, all public schools must
use SF-5 and SF-6 replacing Forms 18 and 20 and the List of
Graduates.
2.4.2 School Form 5 – Report on Promotion and Level
of Proficiency replaces the following Forms:
18-E1 –Report on Promotions (Grade 1-3 Inclusive)
18-E2 - Report on Promotions (Grade 4-6 Inclusive)
18-A - Report on Secondary Promotions
2.4.3 School Form 6 – Summarized Report
on Promotion and Level of Proficiency
replaces: Form 20-Summarized Report on
Promotions.
 2.4 Form 18A/Report on Promotion (Applicable to
Private Schools who opted to use the old forms)

2.4.1 Write the complete name of curriculum: Basic

Education Curriculum Fourth Year and
K to 12 Curriculum for Grades I-III, 7 -9

2.4.2 Date inside Form 18A

Fourth year only - One week before the last
prescribed regular class day (March 19, 2015)
Grade 7 to Grade 9– last Day of regular class day
(March 27, 2015)
2.4.3 Year and section should be in words
e.g. Third Year Rose
2.4.4 List the name of students in
alphabetical order including dropouts and
excluding those who transferred out.
Name of boys should be written first,
followed by names of girls listed separately.

2.4.5 Under “Years in School”, write 8, 8

1/2, 9, 9 ½ , 10, 10 ½, etc., to indicate
the exact length of time the students has
been in school from Grade One in any
school to the date of accomplishing this
form.
2.4.6 Ages of students as reported on this form
should be their ages as of April 1 of the
current school year and should be in decimal.
The sum of ages of all students concerned
should appear where “Total age of students” is
called for. The total age of students under “April
monthly enrolment” and the “Number promoted”
shall be the sum of the ages as of April 1 of the
current school year of only the students
concerned. To find the age of a student as of
April 1 for this form, add ¾ to his age as of July
1 recorded in B.P.S. Form 1, School
Registrar.
2.4.11 Date of Close of School Year:
(Refer to School Calendar)
Date for the Diploma: Last Day of
classes as per DepEd School
Calendar Date for the Signature of
School Head: Last day of Classes as
per DepEd School Calendar

2.4.12 Write the printed name and signature

of the adviser who prepared the
Form in the space provided for. Have
the committee who checked and
verified the accuracy and authenticity
of all DepED forms affix their
signature. (School, District,
Area/Division Level)
2.4.12 Name in the Diploma should be written in this order.

Given Name Middle Initial Surname

Example: Julieta M. Del Mundo

1. Extra care should be taken into consideration in

determining honor students to avoid any
problem/complaint.
2. Summer graduate should not be given the
opportunity to attend graduation exercises.
3. Checking of Forms on Promotion of Grades1-5, 7-9
shall be up to the district level.
 Important Reminders:
1. Extra care should be taken into consideration in
determining honor students to avoid any
problem/complaint.

2. Summer graduate should not be given the

opportunity to attend graduation exercises.

3. Checking of Forms on Promotion of Grades I-III, 7-9

shall be up to the district level and Grade 6 and

Fourth Year up to Division Level.
(Refer to Div. Memo No. 5 s. 2015
4. Refer to the School Calendar for the Number of
School Days and important days and Holidays.
 NUMBER OF SCHOOL DAYS
SCHOOL YEAR 2014-2015
MONTH NO. OF DAYS HOLIDAYS

June 20 12 – Independence Day

July 22 9-Eidul Fitr
August 19 21 – Ninoy Aquino Day
26- National Heroes Day
September 22
October 23 5- Eidul Adha

November 20 1- All Saints Day (Saturday)

30 – Bonifacio Day (Sunday)
December 15 20- Start of Christmas Break
30 – Rizal Day
January 20 1-New Years Day
February 20 25-EDSA Revolution Anniversary
(Observance Only)
March 20 March 27 – Last Day of Classes
Total 201
Thank You