Preparation and Checking of School Forms Guidelines

of D.O. 11, 2018

with Important Notes from D.O. 4, 2014; D.O. 54, 2016; D.O. 58, 2017; and
D.O. 3, 2018

Presentation for the Schools Division Office of Calamba City,

Region IV-A
Jonathan F. Diche
Office of the Director, Planning Service
 PRE-CHECKING
1. Preparation
a. Identification of the Learner
Any of the following:
- PSA/NSO Issued COLB
- Local Civil Registry Issued COLB
- Baptismal Certificate
- Barangay Certificate

Important Notes: Without COLB, Learner is not to be considered as

Temporary Enrolled (DO 3, 2018) &
Adviser is not also considered as having incomplete supporting document in
SFCR (DO 11, 2018)
DEPARTMENT OF EDUCATION 2
 PRE-CHECKING
1. Preparation
b. Encoding in LIS (Transferred In)
attended classes at least (one) 1 day
- SF9 as reference
- Affidavit of Undertaking for Learner with Financial Obligation from
Private School

In the absence of SF9 during enrollment, any school document with LRN will do
or any of the following:
- PSA/NSO issued COLB
- Local Civil Registry Issued COLB
- Baptismal Certificate
- Barangay Certificate
Important Notes: SF 10 is not required during enrollment and not a pre-requisite
for encoding in LIS (DO 3, 2018). Learner’s enrollment must be recorded in LIS in
order to notify the originating school of the transfer. (DO 54, 2016)
DEPARTMENT OF EDUCATION 3
 PRE-CHECKING
1. Preparation

c. Preparation of SF10
 1 Original Copy
 Initially prepared by Teachers/Advisers in Grade 1 for ES, Grade 7 for JHS & Grade 11
for SHS
- Manually written/computer-printed grades for succeeding grade
levels (whatever is available and practical to school)
 No School Logo and Branding
 Ordinary Bond Paper (hard/specialized paper is not necessary – no need of
procurement for this purpose)
 Print additional Page/s if needed (back to back printout or separate pages may do,
whatever is appropriate and available resources in school)
 1 Grading Box per School Year/School
 if transferred Out, do not make notation (no entries) in the vacant/unused Grading Box

Important Notes: SF 10 must be prepared at the End of School Year, it should

not be prepared quarterly – (DO 58, 2017 & DO 11, 2018)
DEPARTMENT OF EDUCATION 4
 PRE-CHECKING
1. Preparation
e. Transfer of SF10 (Transferred In)
 School to School Transaction
 Courier Cost/Fees c/o MOOE/School Funds
 No Holding of Document due to Financial Obligation (except Private
School-DO 88, 2010)
 Observe thirty (30) days turnaround time
 Send Original except for the following:
- Grade 6 Completer, on-going Grade 7
- Grade 10 Completer, on-going Grade 11
as per DO 35, 2022 Scanned Copy may be sent thru Email

Important Notes: Written/Letter Request is no longer required to transfer SF10.

The system notification of transfer in LIS is enough for the originating school to
contact the receiving school and provide necessary information for transfer of
document – DO 54, 2016 & DO 58, 2017
DEPARTMENT OF EDUCATION 5
School Forms

DEPARTMENT OF EDUCATION 6
 PRE-CHECKING
1. Preparation
f. SF 4 Preparation
 Manually Prepared (Not Yet LIS Generated)
 NLPA (NLS Equivalent) and Nos. of Death Cases
 SF4 for the months of May and June 2023 shall be presented during
Checking
 No need to attach/present the SF2 during Checking

Important Notes: SF 4 shall be used to validate enrollment counts as of June 30,

2023 vis-à-vis Nos. of Promoted, Conditionally Promoted and Retained as
reported in SF 5 and SF 6

DEPARTMENT OF EDUCATION 7
 PRE-CHECKING
1. Preparation
g. SF 5 Preparation
 LIS Generated
 Public Schools (except SHS) offering basic education curriculum for core
learning areas shall encode quarterly grades/learning areas in order to
generate LIS-SF5 report. The General Average will be automatically
computed together with the appropriate remark or status.

 For SHS, private schools and other Public Schools that offering
specialized curriculum or program are not required to encode quarterly
grades in LIS. Updating of SF5 shall be done thru encoding of General
Average using the LIS EoSY Facility
Important Notes: SF 5 authorized signatories are the class advisers and the
School Checking Committee. DCC shall no longer required to put their
signatures in SF5. School Head is liable and accountable for any incorrect entries
in the school forms – DO 4, 2014.
DEPARTMENT OF EDUCATION 8
 PRE-CHECKING
1. Preparation
h. Extension Name in LIS and SFs
 Identical First and Last Names of father & son
 Encode the given extension name in the designated input
box in LIS regardless of the order in which it appeared in
CoLB
 LIS generated SFs are not subject for editing outside the
system. Format and order of learner’s names are final and
officials.
 The system determine the margins, font type/size and
placement of extension name if any
Important Notes: Encoding of extension name in the designated input box shall
ensure easy retrieval and tracking of learner’s record in LIS database. The use of
an extension name is to identify the father and son if the first and last names are
identical – Civil Code of the Philippines Article 375
DEPARTMENT OF EDUCATION 9
 PRE-CHECKING
1. Preparation
i. Division Level Preparation
 Creation of DCC
CID Chief – Chair
SGOD Chief – co-Chair
PSDS – co-chair
SEPS Planning and Research – Mandatory Member
DPO III – Mandatory Member
Education Supervisors (to be identified by CID Chief)
 No District level Checking
 Checking Schedule is after the 4th Quarter Examination as per school
calendar. No Advance Checking Schedule for Grade 6, 10 & 12
 School shall be notified at least 15 calendar days prior to the schedule
Important Notes: DCC may deputize other school personnel to conduct the
division level checking. SCC is also encourage to involve more personnel and
create sub-committee for school level checking.– DO 11, 2018
DEPARTMENT OF EDUCATION 10
 DURING CHECKING
2. Actual Checking
a. LIS Data is the Center of Checking
b. Focus on Accuracy and Consistency
c. Draw lots/raffle (random sampling only) on the day
of checking – no advance raffle
d. Transportation/snack shall be charged against
official funds. No collection of contribution for
token/gifts from teachers

Important Notes: LIS data is the single source of truth for enrollment information
and statistics. The 21st century checking objective is to ensure that data in LIS is
updated and maintain the highest level of accuracy as much as possible.

DEPARTMENT OF EDUCATION 11
School Forms Checking Parameter

DEPARTMENT OF EDUCATION 12
 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)

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

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
School Form 10 (Adviser) School Form 6 (School Head)
& Applicable Certificates DEPARTMENT OF EDUCATION
 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

DEPARTMENT OF EDUCATION 14
 POST CHECKING
2. Report Preparation
a. DCC deputized checkers shall Accomplish School Form
Checking Report 1B (3 copies, 1 SCC, 1 PSDS, 1 DCC) and fix
their signatures
b. Scores from raffled sections shall become the official Accuracy
Level of the School
c. SFCR 2 shall be prepared by PSDS and submit to the Chair of
DCC
d. SFCR 3 shall be prepared by DCC and submit to the SDS
together with a narrative report

Important Notes:
Implementation feedback as transpired in SFCR and from the narrative shall be considered in
resolving recurring issues and challenges in report preparation and validation
DEPARTMENT OF EDUCATION 15
School Forms Checking Report IA

DEPARTMENT OF EDUCATION 16
School Forms Checking Report 2nd part

DEPARTMENT OF EDUCATION 17
School Forms Checking Report 2

DEPARTMENT OF EDUCATION 18
School Forms Checking Report 3

DEPARTMENT OF EDUCATION 19
Summary of DO 11, 2018

DEPARTMENT OF EDUCATION 20
 End of Presentation

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Planning Service

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DEPARTMENT OF EDUCATION 21
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DEPARTMENT OF EDUCATION 22