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
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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
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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
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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
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School Forms
DEPARTMENT OF EDUCATION
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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
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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
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PRE-CHECKING
1. Preparation
g. SF 5 Preparation
LIS EoSY Facility
for SY2022-2023
Public School Offering Basic Education
Curriculum, purely core learning areas (no
special program/subject)
-encode quarterly grades per learning area
to compute automatically the General
Average and determine EoSY status
Public School Offering Basic Education
Curriculum with special program/subject
& Private Schools
-encode general average and select
appropriate EoSY remark/status
Important Notes: SF5 Generation thru LIS is automatic for public schools offering only core learning areas – no
special program/subject. Schools with special programs/subject, no need to encode grades in quarterly facility.
DEPARTMENT OF EDUCATION
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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
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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
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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
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School Forms Checking Parameter
DEPARTMENT OF EDUCATION
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What to Check and How
School Form 1 (Adviser)
School Form 4 (School Head)
Learner’s Complete
Name, Date of Birth
and Gender. If not
matched,
adjust SF1 thru LIS
Learner’s Profile
Birth Certificate or
Equivalent Document (DO 3,s.2018)
School Form 5 (Adviser)
Learner’s Complete Name
LRN, General Average and
EoSY Status in SF5 vis-à-vis
SF 10. If not matched, validate
using SF1 (Profile) and/or SF 9
(Grades) and adjust EoSY
General Average thru LIS EoSY
Updating
School Form 10 (Adviser)
& Applicable Certificates
Nos. of Registered Learners
Column in SF4 vis-à-vis
Nos. of Learners Column in SF 5.
If not matched,
validate each learner using SF2
and adjust status of Enrolment
thru LIS Updating Status
School Form 5 (Adviser)
School Form 4 (School Head)
Nos. of Registered
Learners by class column
in SF4
vis-à-vis
Nos. of Learners Column
in SF 6. If not matched,
validate each classes
using SF 5
School Form 6 (School Head)
DEPARTMENT OF EDUCATION
Sampling/Drawing Lot
Size of School*
Based on combined
enrollment in the priority
grade levels
Priority Grade Levels
Other Grade Levels
Minimum No. of
Classes
Percentage
(which ever is
higher)
Estimated Minim
um No. of
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
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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
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School Forms Checking Report IA
DEPARTMENT OF EDUCATION
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School Forms Checking Report 2nd part
DEPARTMENT OF EDUCATION
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School Forms Checking Report 2
DEPARTMENT OF EDUCATION
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School Forms Checking Report 3
DEPARTMENT OF EDUCATION
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Summary of DO 11, 2018
DEPARTMENT OF EDUCATION
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End of Presentation
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Office of the Director
Planning Service
ps.od@deped.gov.ph
DEPARTMENT OF EDUCATION
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DEPARTMENT OF EDUCATION
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