PS Policies On Enrolment Transfer of Docs Checking of School Forms and SF10 As of May 2022

Transfer of School Records, Enrolment Policy,
Checking of School Forms and SF10 Preparation

Policies
Important Notes on DO 54, 2016, DO 58, 2017, DO 3, 2018 and DO
11,s.2018
Jonathan F. Diche
Office of the Director, Planning Service
May 2022
Highlights of DM 37, 2022
DEPARTMENT OF EDUCATION 2
Deped Order 3, 2018
• Basic Education Enrolment

Policy
Objective
Challenges
System Facility
REGISTRY: Kindergarten
“Kindergarten education shall mean

“one (1) year of preparatory
education for children at least five
(5) years old as a prerequisite for
Grade 1”
• RA 10157 Kindergarten Education Act of 2012

• RA 10533 Enhanced Basic Education Act of 2013
• Deped Order 20,s.2018 Amendment to DO 47,s.2016 Omnibus Policy on
Kindergarten Education
Clarification
“..atleast five (5) years old..” As of When?
For SY2018-2019 (current): Learners who will turn five (5) years old within
SY2018-2019 (until the last day of the SY)
For SY 2019-2020 onwards:

Scenario 1: School opening is within June, Learners who will turn five (5)
years old as of August 31
Scenario 2: School opening is within July, Learners who will turn five (5) years
old as of September 30
Scenario 3: School opening is within August, Learners who will turn five (5)
years old as of October 31
-DO 20,s.2018 Paragraph 5 Items A & C

Unsettled Account/Financial Obligation
Temporarily
Enrolled:
learner who are not
officially enrolled in
Public School due
to deficiencies in
submission of
documentary
requirement
DepEd Order 3,s.2018

Temporarily Enroled
• Admission in a grade level is subject for
validation. Public school can only issue
SF10/F137 upon complete submission of
the documentary requirement
• Receiving public school shall issue a

Temporary Progress Report Card. The
TPRC is inadmissible for transfer and
enrolment but for the purpose of learning
progress monitoring only.
Temporarily Enroled
• At the End of School Year, learner cannot be officially promoted to
a higher grade level for the incoming SY or graduated (attendance
in graduation ceremony may be decided by the School Division
Superintendent).
- However, the learner can still attend the next grade level as
Temporary Enrolled upon submission of another Affidavit of
Undertaking for the present School Year.
• No issuance of SF10/Form 137/Diploma
• Learner will not have the privilege to be recognized for academic

honors or any citations
Guiding Principle
• The constitution guaranteed free access to
basic education – Republic Act 9155
Learner can attend classes/learning

sessions, receive quality education thru
public school system without
discrimination
• Education is free but documentation is

evidence-based – as prescribed by the policy
Special Cases (Deped Order 3,s.2018)
Special Cases Required Documents Upon Additional
Enrollment Requirements for
Submission During
the SY
Learners from: • Birth Certificate or any
equivalent legal document • Permanent
• Philippine School • Latest Report Card or any Transcript of
Abroad equivalent academic record Records from
• Accepting school shall have the Originating School
• Foreign Schools discretion to determine the
Abroad appropriate grade level in which
to place the learner (DO 26, S.
1994)
• PEPT Certificate of Rating for
learners who have not
completed the SY abroad, as
long as three grading periods
have been completed, and for
learners who need grade level
standards assessment
Special Cases (Deped Order 3,s.2018)
Special Cases Required Documents Upon Additional Requirements for
Enrolment Submission during the SY
• Non – DepEd • PEPT/PVT Certificate of Rating

Accredited • Birth Certificate from the PSA or the • None
Schools local civil registrar; or barangay
certification
• Balik - Aral • SF9 (formerly Form 138) of the last

SY attended or PEPT Certificate of
Rating, whichever is applicable • Birth Certificate from the PSA
or the local civil registrar, or
• A & E Passer • A & E Elementary Level Certificate barangay certification
(Elementary) of Rating
• A & E Passer • A & E Elementary Level Certificate

(Secondary) of Rating
• Displaced • Any proof of identity or any means • SF9 (formerly form 138)
Learners as directed by the Central Office and/or
• Results of PEPT or A & E
Test, if applicable
Documentary Requirements
• In the absence of PSA Birth Certificate, the parent or
guardian must submit a Birth Certificate from the local
civil registrar or a Barangay Certification containing the
basic information of the child.
• Reiterating DO. 58, S. 2017, the birth certificate shall be

an attachment to the learner’s permanent record
• New records, Balik-Aral or with enrolment gap in LIS

history are subject for Division Planning Officer’s review
and action
Important Notes
• Use of Enrolment Form (Annex 2) no other Form is
required upon enrolment
• Certificate of Good Moral is no Longer Required for
Admission – not included in the list of documentary
requirement
• Learner must be enrolled in the LIS as soon as the
learner attended classes (even 1 day attendance).
• Affidavit of Undertaking is for learner with Financial
Obligation from Private School. (Do not require this
affidavit from learners coming from Public School.)
Deped Order 54, 2016
• Guidelines on the Request

and Transfer of Learner’s
School Records
Objective
Challenges
System Facility
Tracking (Transfer In/Out, Dropped Out)
Increase in quality and Ability to track learner

veracity
Deped of enrolment
Order 54,s.2016 data
Guidelines movement/migration
on the and
Request andeducation-
other Transfer of
Learner’s School Records
pattern within the basic
related indicators education system
DEPARTMENT OF EDUCATION
Highlights
Enrol in LIS to notify transfer
School to School Transaction

Thru Courier Service with Respected
Reputation
Transfer Fees/Expenses Charge to
MOOE/School Funds
Thirty (30) Days Turn Around Time
No Holding of Document due to Financial
Obligation
SDO Thru SGOD Extend Technical Assistance
Transfer/Move Out
On 2 options: Confirm or Decline
(No Waiting)
Decline Transfer/Move Out
3 reason to decline (other condition is to confirm)
1
2
3
Confirm Transfer/Move Out
For Learner with financial obligation, Check the With

Unsettled Account box, make notation in the remarks
box…amount of loan and other information .
Click Confirm. This only confirm that the learner is
physically moved /transferred out .
System Facility
• The clicking the box, “with unsettled account”,
the learner is automatically tagged as
Temporarily Enrolled in the system and this
status will be visible in SF1 and SF generated
Forms from LIS.
• Failure on the part of Private School to Click the
Unsettled Account Box and the Confirm Button –
will interrupt the tracking system of LIS and may
be considered as an act of “non-compliance.”
Important Notes
Registrar Awareness of School on DO54,2016
• Hard Copy Request is no Longer Required.
System notification is enough.
• Private Schools must be informed that the
confirmation action is for the physical
transfer of the learner and nothing to do with
the learner’s financial obligation.
• SDO is expected to extend Technical
Assistance to School having difficulty in
coordination.
Deped Order 11, 2018
• Guidelines on the
Preparation and Checking
of School Forms
Objective
Challenges
System Facility
Objective
• Data Validation
• Technical Assistance to School
• Maintain/Ensure LIS accuracy
level
• Policy Implementation Feedback
School Data Usage
school
allocation of
resources/policy data
issuances
Validation
decision analysis
Overview
What to Check and How
School Form 1 (Adviser) School Form 4 (School Head)
Nos. of Registered Learners
Learner’s Complete Column in SF4 vis-à-vis
Name, Date of Birth and Nos. of Learners Column in SF 5.
Gender. If not If not matched,
matched, validate each learner using SF2
adjust SF1 thru LIS and adjust status of Enrolment
Learner’s Profile thru LIS Updating Status
Birth Certificate or
Equivalent Document (DO 3,s.2018) School Form 5 (Adviser)

Learner’s Complete Name
Nos. of Registered
LRN, General Average and
Learners by class column
EoSY Status in SF5 vis-à-vis
in SF4 vis-à-vis
SF 10. If not matched, validate
Nos. of Learners Column
using SF1 (Profile) and/or SF 9
in SF 6. If not matched,
(Grades) and adjust EoSY
validate each classes
General Average thru LIS EoSY
using SF 5
Updating
& Applicable Certificates DEPARTMENT OF EDUCATION
School Forms Checking Study
Sampling/Drawing Lot
Priority Grade Levels
Size of School*
Other Grade Levels
Based on combined
Percentage Estimated Minimum No. of
enrollment in the priority
(which ever is Minimum No. of Classes
grade levels
higher) Classes
Very Small (99 and below) 100% all 2
Small (100 to 299) 50% 4 2
Medium (300 to 499) 30% 5 2
Large (500 to 799) 20% 6 3
Very Large (800 to 999) 10% 7 4
Huge (1,000 and above) 5% 8 5
School Forms Checking Report IA
School Forms Checking Report 2nd part
School Forms Checking Report IB
School Forms Checking Report IC
SF5 Signatories
Important Notes
\
• Only 2 levels of checking; School Level (all classes) to be conducted
by the SCC and Division Random Checking (all schools but
randomly selected classes only) by the DCC
• Mandatory DCC membership of SEPS for Planning and Research
and the DPO III. LIS/ICT coordinator must be assigned as Vice-Chair
of SCC
• Only SF1, SF4,SF5,SF6 and SF 10 are subject for checking . SF2
and SF9 are just secondary report and need not be checked unless
for validation purposes. SF 2 will be used only as reference in case
of inconsistencies in SF1,SF4 & SF5. SF9 can only be checked if
SF 5 and SF 10 did not match. SF3 & SF8 are not supposed to be
reviewed or checked by SCC and DCC.
• PSA Birth Certificate is preferred but not required or mandatory.
Other equivalent document can be used as reference to establish
identity of Learner
• Focus on Accuracy and consistency rather than cosmetic and
format
Checking of School Forms
Modified School and ALS
Forms
Phase 2 (2nd Set)
(Deped Order 58, S. 2017)
Office of the Director
Planning Service
OUTLINE
• Rationale
• Scope/Coverage
• Policy Issuance (Deped Order 58, S. 2017)
• Implementation Initial Feedback
• Other matters
• Next Step
Deped Order No. 58, S. 2017
III. POLICY
Reiterate compliance
to DepEd Order 4, S.
2014 and closing the
gap
Covers all levels

including ALS
Introduces standard
format and content of
Health and Nutrition
Basic Report
Deped Order No. 58, S. 2017
III. POLICY
Mandatory for all
Public Schools. Highly
encouraged for other
schools
Effective: End of
School Year 2017 - 2018
Familiarize with the

content and guidelines
Advocacy and strict

compliance
Review of School Forms
I. Rationale
• To update data elements in existing school forms
• To create simplified new school forms or

standardized format/content but without
compromising the quality of data gathered
• Standardize Format
• Streamline Process
• Reduce number of data elements
 Time and effort
 Budget
Context
• Based on a group which conducted the study on school

forms, 36 common forms were reviewed and from which
16 forms were finalized as a priority for Phase 1.
16 forms as priority for

review (Phase 1)
65 school forms 36 identified as

from the most common
inventory school forms
conducted (General (Phase 2)
June 2012 Forms)
Review of School Forms
Phase 2
II. Scope/coverage
Level New /Simplified Intent/Purpose
Form
Kinder SF 5 K EoSY Assessment Report
Elementary SF 10 ES Permanent Academic Record
Junior High SF10 JHS Permanent Academic Record
School
Senior High SF1 to SF8 Similar to JHS (DO 4, S. 2014) except
School SF 5A (Every End of Semester) and
SF5B (For Grade 12 Completer Only)
All levels SF8 Health and Nutrition
All Levels except SF9 Renaming of Progress Report Card.
Kinder Content and Format should be in
accordance with DO 8, S. 2015
ALS Forms AF 1 to AF 5 New forms replacing MIS 001 and MIS
002
51
Content and Format of SF10
• Basic Profile
• Academic Performance
• Certification
Removed duplicate information/reduced data elements
1. Only the learner’s identify (no more family, economics, address data)
2. Removed Attendance and Character Traits
3. Removed other data that are not necessary
4. Required to prepare in one copy only at the end of school year, no need
to prepare quarterly.
Basic Profile and Eligibility
Important Notes
Applicable to SF10ES, SFJHS and
SF10SHS (renamed from form 137)
• Only DepEd Official Logo and Seal is

visible
• Do not insert name of school and it’s

logo at the heading
Important Notes
• An individual record of a learners’ academic
achievement per level
• Includes the name of the advisers from the

current SY to the next SY.
• The name of the learner is as ease.
Academic Performance
Certificate of Transfer
Important Notes
• Includes the signature over

printed name by ink of the
principal and the school’s official
seal
Procedure
A. Preparation and Updating
• Class Adviser of Grade 1 and Grade 7 will

prepare one (1) copy of SF10 - ES and SF10 -
JHS with other supporting documents
• Class Adviser of other grade levels will update
using the same/original SF10
• Every End of School Year ONLY (not every end of
the quarter)
• Kindergarten will only use the ECCD checklist
instead of SF10/Form 137
Procedure
B. Transfer and Safekeeping

• School where the learner completed Grade 6 and
Grade 10 will keep the Original Copy of SF10.
– Duplicate Copy will be kept by the originating school in
case of transfer to other school.
– Use separate grading box if transferred within the School
Year. Copy existing grades for previous quarter/s to
complete the current grading box.
• Policy on Transfer Document (Deped Order 54, S.

2016)
School Forms
Important Notes
• A list of the learners’ academic performance

and result of assessment by the end of the
SY
• Only DepEd official and Logo is visible
• Do not include the name of school and logo

as heading
Replaced the multiple-columns, worksheet type report MIS 001 and MIS 002
End of Presentation
Share your thoughts with us
Office of the Director

Planning Service
ps.od@deped.gov.ph
Other references: DO11, 2018
Other references: DO 7, 2019
Other references: SFs & Systems that
Generates SFs not for sale
Other references: DO 11. 2018
Other references: DO 11. 2018
Other reference: DO 58, 2017
ROGER B. MASAPOL, Lpt
Director IV, Planning Service – Deped Central Office
SFs and System that generates SFs not
for sale
Other references:DO 3, 2018
Other references: SF5 Instruction LIS
Other references: DM 37, 2022
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Transfer of School Records, Enrolment Policy,

Checking of School Forms and SF10 Preparation

• Basic Education Enrolment

“Kindergarten education shall mean

• RA 10157 Kindergarten Education Act of 2012

For SY 2019-2020 onwards:

-DO 20,s.2018 Paragraph 5 Items A & C

DepEd Order 3,s.2018

• Receiving public school shall issue a

• No issuance of SF10/Form 137/Diploma

• Learner will not have the privilege to be recognized for academic

Learner can attend classes/learning

• Education is free but documentation is

• Non – DepEd • PEPT/PVT Certificate of Rating

• Balik - Aral • SF9 (formerly Form 138) of the last

• A & E Passer • A & E Elementary Level Certificate

• Reiterating DO. 58, S. 2017, the birth certificate shall be

• New records, Balik-Aral or with enrolment gap in LIS

• Guidelines on the Request

Increase in quality and Ability to track learner

School to School Transaction

3 reason to decline (other condition is to confirm)

For Learner with financial obligation, Check the With

School Form 5 (Adviser) School Form 4 (School Head)

Very Small (99 and below) 100% all 2

Small (100 to 299) 50% 4 2

Medium (300 to 499) 30% 5 2

Large (500 to 799) 20% 6 3

Very Large (800 to 999) 10% 7 4

Huge (1,000 and above) 5% 8 5

Covers all levels

Familiarize with the

Advocacy and strict

• To create simplified new school forms or

• Based on a group which conducted the study on school

16 forms as priority for

65 school forms 36 identified as

Content and Format of SF10

• Only DepEd Official Logo and Seal is

• Do not insert name of school and it’s

• Includes the name of the advisers from the

• The name of the learner is as ease.

• Includes the signature over

• Class Adviser of Grade 1 and Grade 7 will

B. Transfer and Safekeeping

• Policy on Transfer Document (Deped Order 54, S.

• A list of the learners’ academic performance

• Only DepEd official and Logo is visible

• Do not include the name of school and logo

Share your thoughts with us

Office of the Director

Join and collaborate with us in

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