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Data Collection of Basic Education Statistics in the LIS and EBEIS

1

June 30, 2016

DepEd Order No. 52, s. 2016

Data Collection of Basic Education Statistics in the Learner Information System and Enhanced Basic Education Information System for Beginning of School Year 2016-2017

To:

Undersecretaries
Assistant Secretaries
Bureau and Service Directors
Regional Secretary, ARMM
Regional Directors
Schools Division Superintendents
Public and Private Elementary and Secondary Schools Heads
All Others Concerned

1. The Department of Education (DepEd) issues the enclosed guidelines on the Data Collection of Basic Education Statistics in the Learner Information System (LIS) and Enhanced Basic Education Information System (EBEIS) for Beginning of School Year (BOSY) 2016-2017, together with the Data Gathering Forms, Matrix of Accountability and Data Dictionary.

2. This DepEd Order aims to provide guidance to all concerned schools and learning centers in the data collection of basic education statistics and enrolment of learners in the system.

3. All public and private elementary and secondary schools, learning centers, state universities and colleges (SUCs), local universities and colleges (LUCs) and higher education institutions (HEIs) offering elementary and secondary schools are directed to register and update their learners’ profile in the LIS and update the school’s profile in the EBEIS guided by the enclosed data gathering forms and data dictionary.

4. The enrolment of ALS learners in the LIS has started in 2015. With this, mobile teachers, district ALS coordinators, instructional managers, and facilitators are directed to start updating their learners’ profiles in the system for 2016.

5. Enrolment figures and data for BOSY 2016-2017 shall be the number of learners in a school as of First Friday of the opening week of the school year.

6. The LIS and EBEIS can be accessed through the website addresses: http://lis.deped.gov.ph and http://ebeis.deped.gov.ph, respectively. A single sign-on is available, linking both systems.

7. Immediate dissemination of and strict compliance with this Order is directed.

(SGD)BR. ARMIN A. LUISTRO FSC
Secretary


(Enclosure to DepEd Order No. 52, s. 2016)

DATA COLLECTION OF BASIC EDUCATION STATISTICS IN THE LEARNER INFORMATION SYSTEM (LIS) AND ENHANCED BASIC EDUCATION INFORMATION SYSTEM (EBEIS) FOR BEGINNING OF SCHOOL YEAR (BOSY) 2016-2017

I. Rationale

Data collection of basic education statistics and encoding of learner’s profile in the LIS and EBEIS is a yearly activity of all schools, learning centers, SUCs, LUCs and HEI’s offering elementary and secondary education both in public and private sector.

The Department of Education (DepEd) has implemented the LIS and EBEIS to establish an accurate and reliable registry of learners, schools, and learning centers that will ensure the availability of data and information which play a vital role in planning and budgeting, allocation of resources, and setting operational targets to provide access to complete quality basic education.

For BOSY 2016-2017, DepEd aims to provide guidance to all concerned schools and learning centers in the data collection of basic education statistics and enrolment of learner’s profile in the system.

II. Scope

The guidelines on data collection of basic education statistics and encoding online submission in the LIS and EBEIS will guide all personnel involved at all levels.This involves the public and private elementary and secondary schools, learning centers State Universities and Colleges (SUCs),Local Universities and Colleges (LUCs) and Higher Education Institutions (HEIs) offering elementary and secondary schools.

Moreover, for this BOSY an additional and revised data gathering forms introducing new data elements will be provided to the different schools and learning centers to ensure that the needed data and information will be collected and made available to the different stakeholders for policy formulation and allocation of resources.

III. Policy Statement

This DepEd order provides guidance in the conduct of the data collection and online registration of learners through the LIS and EBEIS respectively.

This shall be a venue for sharing and collection of data, it is intended to deliver accurate and relevant information to school heads, educational managers, policy makers and various stakeholders in the education system that is an integral part in the Department’s planning, policy and program development.

IV. Procedures

A. Matrix of Accountability

A Matrix of Accountability is provided below for the better understanding of the role and responsibility of each personnel/unit.

Process DataAccountable Unit
A. Maintain School Profile in EBEIS
1. Requesting of New School IDRegional Office-PPRD
2. Assignment of School IDEMISD-PS
3.Updating of geographic codes based on Philippine Standard Geographic Code of Philippine Statistics AuthorityEMISD-PS
4. Creation of school record for newly established school in the EBEISRegional Office-PPRD
5. Updating of the following school profile:


A. School Level

-Address
-Contact details (telephone no., email address, website)
-Means of transport from school to district office and division office
-Cost of transport from school to district office and division office
-School Head and position
-Distance (in kms) from school to district office and division office
-Class organization (multigrade, monograde or combination)
School Head
B. Division Level

-Curricular Offering Classification -Opening/Closing of schools -Updating of integrated schools -Renaming of school -Updating of school classification
Division SGOD-Planning and Research Unit
C. Regional Level

-Separation of annex, extension, merging and renaming of schools
-Change in administrative level (division, legislative district, municipality, barangay)
-Creation of profile of public and private schools, SUCs and LUCs
Regional Office-PPRD
B. Maintain Learners Profile in the LIS
6. Creation of learner record with system generated LRNClass Adviser / Registrar /Principal
7. Updating enrollment data of learnersClass Adviser / Registrar /Principal
8. Defining and maintaining classes for given school year and class adviser’s data in the LISSchool System Admin/School Head
C. Support for Implementing ICT-Based Systems
9. Users Account Management System AdminSGOD-Planning Research Unit/IT Officer
10. Technical AssistanceUser Support Division-ICTS
EMISD-PS
Regional Office-PPRD
Division SGOD-Planning and Research Unit
IT Officer

B. Roles and Responsibility

Class advisers of public schools and designated school system administrators/school registrar of private schools and SUCs offering elementary and secondary education must ensure that all learners’ profile will be updated. School Heads (SHs) must ensure the accuracy and completeness of the school’s BOSY data.

The School Division Superintendents (SDS), through the School Governance and Operations Division – Planning and Research Unit (SGOD-PRU) and the Information Technology Officers (ITO) shall jointly provide technical assistance and resources as necessary, to the schools to ensure compliance to the guidelines of the BOSY data collection in the LIS and EBEIS. Particular attention should be given to schools with no/limited access to internet facilities.

The Regional Director (RDs) through the Policy Planning and Research Division (PPRD) shall monitor the division’s provision of technical assistance and resources to schools for the BOSY collection of data.

For queries and issues may be communicated to Education Management Information System Division-Planning Service(EMISD-PS) through the email address: [email protected] through telephone nos.: (02) 638-2251 or (02) 635-3958.

C. Data Gathering Forms

Additional and revised data gathering forms designed for electronic processing using the EBEIS will be distributed and implemented to maintain the availability of a database of education statistics, sector performance indicators and profile of public and private schools, learning centers and other education service providers.

Revised data gathering forms which consist of the following:

Annex A: Government Elementary School Profile (GESP)

Annex B: Government Junior High School Profile (GJHSP)

Annex C: Private School Profile (PSP)

Annex D: State and Local Universities and Colleges (SUCs& LUCs) School Profile

New Data Gathering Forms:

Annex E: GISP Elementary Level Annex F: GISP Junior High School Level Annex G: GISP Senior High School Level Annex H: Government Senior High School (GSHSP)

D. New Data Elements/Requirements

The additional data requirements/data elements for BOSY 2016-2017 in the data gathering forms has been consulted and deliberated with the different divisions involved to come up with a holistic and comprehensive data gathering tool which is vital in the collection of data from the schools and field offices to efficiently render delivery of data/information to various stakeholders and for policy formulations.

Data elements related to the Comprehensive Water, Sanitation and Hygiene in Schools (WinS) Program (DO 10, s.2016) will help strengthen the promotion of correct hygiene and sanitation practices among school children and a clean environment in and around schools to keep learners safe and healthy. Per DO 10, s. 2016 the following data elements and purpose were provided:

Data ElementsPurposeTable/Box Name
Water SupplyTo make safe drinking water available to all students.Availability of Water Supply
SanitationTo make all schools have adequate, clean, functional and accessible toilet facilities.Toilet to Pupil Ratio
HygieneTo perform supervised daily group handwashing with soap and tooth brushing with fluoride toothpaste.Existing Number of Wash Facilities

Operation and Maintenance
Food Preparation and handlingTo require school heads to ensure that food handling and preparation abide by the food safety manual in all schoolsFood handling
Menstrual HygieneTo create system and support mechanism for an effective menstrual hygiene managementMenstrual Hygiene

Travel distance, means, cost and time will be useful to determine the remoteness from the division office and municipal services. It can also assess school congestion and catchment areas and by doing so can be used as input to the school improvement plan.

The Data on Repeaters Age Profile will be collected to account the number of repeaters by age.

To recognize the help and contributions extended by our stakeholders (in terms of ideas, manpower/man-hours, equipment and facilities, and financial contribution in cash or in kind) to key school processes and projects, these data will be collected to come up with an indicator for immediate outcome in the DepEd planning framework.

And lastly, the data on MOOE Allocation, Utilization and Liquidation will be collected for the purpose of monitoring the MOOE and total expenditure.

As a summary, the following tables and boxes are additional/revised data sets to be included:

New Data Elements New Data Elements 2

E. Request and Transfer of Learners’ School Records

DepEd will establish a standard processes and protocols in the request and release of learners’ Form 137 (Permanent Record) and Form 138 (Report Card) in all schools nationwide.

Facility to transfer the record of learners will be made available for the easy processing of the request of permanent school records (Form 137) for an efficient and faster way of transferring documents without inconveniencing the parents or the learners. This facility will be operational in the LIS. A manual and video will be uploaded in the support page of LIS.This will be provided in a separate memorandum.

F. Standardization of the numbering for issuance of School ID

Starting this school year, a new School ID assignment will be implemented, there will be a standard first digit numbering for the issuance of School ID as follows:

Standardization of the numbering for issuance of School ID

G. Data Dictionary

DepEd data dictionary will communicate a common meaning of all the elements in the system for consistency and to have a common understanding among the stakeholders within and outside DepEd. These set of information describing content, format and structure of a database will be orderly managed in details.

This will also be a guide and reference of personnel for data description and collection. As provided in Annex I of this DepEd Order.

H. Timeline

The following timeline in the conduct of LIS and EBEIS activities shall be observed:

Timeline of LIS and EBEIS activities

I. Other Provision

a. Source of Funds

Funds shall be downloaded directly to the SDOs to aid in activities that allows for the timely and accurate accomplishment of the LIS and EBEIS and other planning activities.

b. Overtime Services and Payment

To meet the target schedules all personnel involved in the LIS and EBEIS in all public schools, district, division, and regional offices are allowed to render overtime (OT) services with pay during weekdays, weekends, and holidays when necessary to meet the target schedules.

At the school level, these OT services can be converted to service credits as provided in DepEd Order No. 58, s. 2008 “Authorizing the Grant of Overtime Pay and Other Benefits to Personnel Involved in the Operations of the Basic Education System”, DepEd Order No. 10, s. 2009 “Addendum to DepEd Order No. 58, s. 2008 (Authority to Grant Overtime Pay and Other Benefits to Personnel Involved in the Operations of the Basic Education Information System (BEIS)f’ and DepEd Order 30, s. 2016 “Policies and Guidelines on Overtime Services and Payment in the Department of Education”. The concerned offices (Finance, Budget, and Accounting) should ensure that the overtime services rendered will be duly compensated.

V. Monitoring and Evaluation

The Regional Offices andSchools Division Offices together with the Central Office will conduct structured monitoring of the implementation (e.g. data quality study) of the different processes and guidelines at the national, regional, division and schools, respectively.

VI. Effectivity

This Order shall take effect immediately upon its approval.

DOWNLOAD: DO 52, s. 2016 – Data Collection of Basic Education Statistics in the Learner Information System and Enhanced Basic Education Information System for Beginning of School Year 2016-2017

Read:

  1. DO 53, s. 2016 – Lifting of the Moratorium on the Supplementary Reading, Reference, and other Instructional Materials and the Approved List of Supplementary Reading Materials
  2. DO 54, s. 2016 – Guidelines on the Request and Transfer of Learner’s School Records
  3. DO 55, s. 2016 – Policy Guidelines on the National Assessment of Student Learning for the K to 12 Basic Education Program

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1 Comment
  1. Kris Villocino says

    ask ko lng po, kailan po ba bubuksan ang system para sa ALS enrloment? Kasi nagaantay na po kami para maka enrol para sa ALS, base kasi sa deped order dapat july 4 open na din ang sa ALS, di pa din kami mka open dahil sa lumalabas na error 500, salamat po.