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General Reminders on the Checking of School Forms for School Year 2019-2020




Among the critical activities conducted at the end of every School Year are the preparation and checking of school forms to ensure the quality and consistency of learner information.

School heads shall strictly observe the procedure stipulated in DepEd Order No. 11, s. 2018 in the preparation and checking of school forms. It is expected that each school has conducted a pre-checking activity involving the thorough review of all learner’s records in preparation for the scheduled Division checking.

The order of learner’s name in the Report Card shall be consistent in the LIS system-generated School Forms (Last Name, First Name, Name Extension, and Middle Name). All school heads and all other concerned are hereby advised to follow the format in the LIS system-generated forms.




Please refer to DepEd Order No. 11, s. 2018 for the complete Guidelines on the Preparation and Checking of School Forms.

Total Number of School Days for School Year 2019-2020

In reference to DepEd Order No. 007, s. 2019 on School Calendar for School Year 2019-2020, the SY 2019-2020 formally opened on June 3, 2019 (Monday) and shall end on April 3, 2020 (Friday). It shall consist of 203 school days inclusive of the five-day In-Service Training (INSET), the three days for the Parent-Teacher Conferences (PTC) conducted within the school year, and the World Teachers’ Day.




The table shows the breakdown of the number of days per month.

MARCH 20, 2020 UPDATE: DepEd Advisory on Number of School Days for School Year 2019-2020

MonthNumber of School Days
June18 Days
July23 Days
August20 Days
September21 Days
October25 Days
November20 Days
December11 Days
January21 Days
February19 Days
March22 Days
April3 Days
Total203 Days

READ: DepEd Modified School Calendar for Adoption of Affected Areas Due to Taal Volcanic Eruption




School Year 2019-2020 K to 12 Basic Education Program End of School Year Rites

March 30, 2020 to April 03, 2020 are the scheduled dates of Graduation Rites, as per School Calendar for School Year 2019-2020.

The Guidelines for the holding of Moving Up and Graduation Ceremonies and Sample Certificate of Completion and Diploma are attached for your reference.

READ: 2020 DepEd End of School Year Rites, Theme, Schedule, Certificates and Diploma

RecognitionGrades 1 to 5; Grades 7 to 9, Grade 11
Moving Up or CompletionKindergarten
GraduationGrade 6
Moving Up or CompletionGrade 10
GraduationGrade 12

Distribution of Report Cards for Grade 6, Grade 10 & 12 is on April 6, 2020.

Reiteration of the Deped Policies on the K to 12 Basic Education Program End of School Year Rites

Reiterating DepEd Order No. 002, s. 2019 in line with the government’s austerity program, the following shall be observed:

a. Moving Up and graduation rites must be simple but meaningful to encourage civil rights, sense of community, and personal responsibility. These should be held without excessive spending; hence wearing of school uniform during Moving Up ceremonies is strongly encouraged. Attire for the graduating students during graduation rites shall be at the discretion of the PTA. TOGA produced at the school level by the Senior High School can be a meaningful attire during Graduation ceremonies.

b. Non-academic projects, and/or other school events such as attendance to field trips, film showing, Junior-Senior promenade, and other school events should not be imposed as requirements for graduation or completion.

Policy Guidelines on Awards and Recognition for the K to 12 Basic Education Program

Awarding of honors from Kindergarten to Grade 12 may be conducted during these end-of-school-year rites and shall follow the guidelines stipulated in DepEd Order No. 36, s. 2016 entitled Policy Guidelines on Awards and Recognition for the K to 12 Basic Education Program. Below is the summary of the Grade Level Awards and Special Recognition that may be given to students.

AWARDMEDAL SPECIFICATIONSREMARKS
Academic Excellence Award (Grade 1-12)
With highest honorsGoldwith an average of 98-100
With high honorsSilverwith an average of 95-97
With honorsBronzewith an average of 90-94
Leadership AwardGoldSelection should follow the prescribed rubrics formulated by the Awards Committee (AC), thus, should not base only on academic rating.
Awards for Work Immersion (Grade 12)Gold
Award for Research/Innovation (Grade 12)Gold
Award for Outstanding Performance in Specific Discipline (Grade 6, Grade 10, Grade 12)

– Athletics
– Arts
– Communication Arts
– Science
– Mathematics
– Social Sciences
– Technical-Vocational Education
Gold
Award for Club/Organization AchievementPlaque for the Club/Organization

Certificates for each member with school logo
The Club should receive at least 90% of the prescribed criteria.
Special RecognitionCertificate (may showcase the actual certificates, medals, trophies, and/or plaquesStudents who:

1. Represented and/or won competitions

2. Brought honors to the school
Conduct AwardsCharacter Traits for Kindergarten to Grade 3

Conduct Awards for Grade 4 to 12
Performance AwardsKindergarten

Candidates for Academic Excellence Award in Grades 1 to 12 shall have a General Average of 90% and above and must not have a failing grade in any of the subjects.

Awards and Certificates for learners in graduating/moving up levels (Kinder, Grade 6, 10 and 12) should be checked against the SF1 for consistency.

For the Medal and Plaque Specifications, refer to DepEd Order No. 36, s. 2016

Learner Promotion and Retention

For Grades 1-10, Learners who have incurred failures in not more than two (2) subjects prior to the effectivity of DepEd Order No. 8, s. 2015, maybe promoted to the next grade level; however, they should be provided with learning opportunities to catch up or make progress on the specific competencies of the subjects they failed.

For Grades 11-12, Learners who failed in a subject must be immediately given remedial classes. However, if the learner still fails remedial classes, he/she must retake the subject/s failed during the summer as a back subject.

Learners who failed in one (1) or two (2) learning areas should strictly attend to Summer Remedial Classes conducted by the subject teacher in the same school. Report on the conduct of such and the Certificate of Recomputed Final Grade noted by the School Principal shall be submitted to the Schools Division Office.

Learners who failed in three (3) learning areas will be RETAINED in that grade level.

READ: DepEd Guidelines on the Learner Promotion and Retention

General Reminders on the Preparation and Checking of School Forms for School Year 2019-2020

The word “Passed” shall be used for learning areas while “Promoted” shall be used for the general average description.

Details in the Certificate of Completion/Diploma should exactly tally with the entries in School Form 5 (SF5). All entries in the SF5 should match from the Birth Certificate or its equivalent and Form 137/SF10.

Diplomas and completion certificates of the Kindergarten and Grade Level Graduates/Completers shall be signed by the School Heads and the Schools Division Superintendent (SDS) per DepEd Order No. 31, s. 2019 entitled “The Department of Education Service Marks and Visual Identity Manual” pages 42-46.

There will be no checking of honors in the Division Level; hence it shall be done in the School Level as stated in the DepEd Order No. 36.

Each school is required to accomplish the School Forms Checking Report 1 (SFCR1) and submit to their respective Public Schools District Supervisor (PSDS) for consolidation. The PSDSs shall accomplish the School Forms Checking Report 2 (SFRC2) using SFRC1 as reference. The DCC members shall accomplish the Consolidated Division School Forms Checking Report 3 (SFRC3) and submit to the DCC chair for consolidation.

The signatories of the School Forms Checking Report (SFCR) 1, 2, & 3 are the Division Checking Committee, Sub-Committee Members/DCC Representatives, and the School Checking Committee.

Expenses to be incurred during the preparation and checking of forms shall be charged to the School MOOE/local funds, subject to the usual accounting and auditing rules and regulations.

School Forms to Be Checked

Primary Document

  1. LIS Generated SF-1
  2. LIS Generated SF-5
  3. SF-10 (Form 137)
  4. ECD Checklist for Grade 1
  5. Certificate of Completion (for Kinder)

Secondary/Supporting Document

  1. Birth Certificate/equivalent document
  2. Class Record

What to Check and How

School Forms Checking Reminders

School Forms Checking Study

DepEd School Forms Checking Study

Sampling/Drawing Lot

DepEd School Forms Sampling/Drawing Lot

School Forms Checking Report IA

School Forms Checking Report IA
School Forms Checking Report IA

School Forms Checking Report IB

School Forms Checking Report IB

School Forms Checking Report IC

School Forms Checking Report IC

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 reports and need not be checked unless for validation purposes. SF 2 will be used only as a 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 documents can be used as a reference to establish the identity of Learner

Focus on Accuracy and consistency rather than cosmetic and format

Preparation and Checking of School Forms Frequently Asked Questions (FAQs)

1. Sa Checking of School Forms, bakit dapat LIS generated SF1 at SF5 ang ipacheck at hindi ang commercialized Electronic Forms?

Basahin ang DepEd Order No. 11, s. 2018. Sinasabi din ng policy na dapat ang mga SFs na gagamitin sa checking ay may pirma/initial ng LIS Coordinator bilang vice-chair ng SCC. Isasama naman ng DCC sa kanilang report ang school na gumagamit ng commercialized School Forms.

2. Checking of School Forms. Anu-anong primary reports/forms ba ang babasahin ng mga Checkers?

Primary Documents: LIS Generated SF1 at SF5, SF10 or Form 137, SF 4 & SF6 (School Head), ECCD Checklist/Progress Report Card (Kinder), Certificate/Diploma.

Secondary Documents: Birth Certificate or equivalent document, SF9 or Class Records (kung ano available), SF2 for the months of February and March. Maliban sa Birth Certificate or equivalent document, ang secondary documents ay gagamitin lamang kapag ang mga primary documents ay hindi magkatugma.

Importante na alam pareho ng Teacher at Checker kung ano lang ang mga required para hindi maging stressful ang checking – mahirap maghanap ng wala.

Basahin ang DepEd Order No. 11, s. 2018 para sa updated guidelines.

3. DCC Checker ka ba? Kasama ba sa iche-check ang Number of School Days na nasa Form 137 (old format)?

Ang sagot ay Hindi. Basahin ang DepEd Order No. 11, s. 2019 para sa Roles and Fuctions of DCC. Pansinin na enrollment eligibility, promotion, retention, acceleration enrollment count, transfer/dropped and other indicators ang focus ng checking. Mga data ito na nasa LIS at ang objective ng checking ay i-validate ito.

4. Sa number of School Days, posible ba na magkaroon ng pagkakaiba-iba sa mga regions at ang natinally set number of School Days? Paano kung may mga local holidays/celebrations, pwede ba itong i-reflect sa number of Actual School Days? Paano kung may natural and man made calamities, ano ang dapat gawin para hindi mabawasan ang number of school days?

Basahin ang DepEd Order No. 7, s. 2019 (School Calendar for School Year 2019-2020)

Par.4 “Regional Office may issue a supplemental calendar to reflect their local events.”

Par.5 “..To compensate unplanned suspension of classes..ADM or makeup classes are recommended.”

5. Bakit hindi dapat ipagbili/ibenta o pagkakitaan ang mga School Forms (SFs 1-10)?

Dahil ang mga SFs na ito ay pinag-aralan at ginawa ng mga volunteers teachers, school heads, supervisors at iba pang mga kawani ng DepEd para pakinabangan ng mga schools. Walang anumang honorarium ang tinangap ng mga boluntaryong ito – bakit nagagawang pagkakitaan ng ibang tao na wala namang contribution sa mga SFs na ito?

DepEd Order No. 11, s. 2018 page 7

“generated SFs are considered final and official. Commercialized electronic school forms as mentioned in DO No. 58, s. 2017. shall not be recognized nor accepted. To ensure that only SFs generated from the LIS are being presented during the checking of forms, the designated LIS or ICT Coordinator is required to sign or initial each SF.”

6. Paano dapat isulat ang pangalan ng learner sa SF 9? Saan ilalagay ang extension name kung mayroon?

The arrangement of learners’ names in the SF9 (formerly Form 138) should be written the way it was generated in the SF5. Currently, the system-generated SFs print the name of learners in this order: last name, first name, name extension, and middle name. For uniformity and correct recording, the extension name (if any), must be encoded in LIS in the separate data field for extension name regardless of the order in which it appeared in the Birth Certificate or other related documents.

7. Checking of School Forms, kasama ba sa mandatory document/report ang SF9 or Progress Report Card?

Hindi kasama ang SF9. Pero dapat itong nakahanda o ang Class Record sa panahon ng Checking. Gagamitin lamang ito kapag mayroong discrepancy ang SF10 at ang SF5. Halimbawa, sa SF5 ay promoted ang learner pero sa SF10 ay Retained – dapat tingnan ang SF9 o ang Class Record para malaman kung ano ang tama. Kung wala namang pagkakaiba ang SF5 at SF10, pakiusap po – at ito ay ayon naman sa ating Policy, huwag nang hanapin ang SF9 at tingnan pa ang number of school days – wala po yan sa scope ng national checking of school forms guidelines. – DO 11, s. 2018

School Form 10 – Learner’s Permanent Academic Record

School Form 10 – Learner’s Permanent Academic Record for Elementary (SF10-ES)

The Grade 1 teacher will prepare two (2) copies of SF10-ES and attach the relevant supporting documents (such as copy of the birth certificate, kindergarten completion certificate/Early Childhood Care and Development (ECCD) checklist, progress report or other equivalent documents).

Any erasures or alterations on the document should be validated and bear the signature of the School Head in ink.

The SF 10-ES shall be accomplished at the end of the school year or in the event that the learner transfers to another school within the school year.

The SF10-ES shall be printed using ordinary legal-size bond paper. Commercial printing that will result in unnecessary expenses is hereby discouraged.

To reiterate provisions of D.O. 8 s., 2015 entitled Policy Guidelines on Classroom Assessment for the K to 12 Basic Education Program and D.O. 47 s., 2016 entitled Omnibus Policy and Kindergarten Education, learners enrolled in the Kindergarten program shall use the ECCD checklist instead of Form 137 or SF10-ES.

School Form 10 – Learner’s Permanent Academic Record for Secondary (SF10-JHS)

The Grade 7 class adviser will prepare two (2) copies of SF10-JHS and attach the certified true photocopy of SF10-ES along with other relevant supporting documents. If the Form 137 or SF10-ES is not available due to learner’s acceleration, the certified true copy of assessment result or certificate shall be used as reference and attachment in SF10-JHS.

Any erasures or alterations on the document should be validated and bear the signature of the School Head in ink.

The SF10-JHS shall be accomplished at the end of the school year or in the event that the learner transfers to another school within the school year.

The SF10-JHS shall be printed using ordinary legal-size bond paper. Commercial printing that will result in unnecessary expenses is hereby discouraged.

School Form 10 – Learner’s Permanent Academic Record for Secondary (SF10-SHS)

The Grade 11 and 12 class advisers will prepare two (2) copies of SF10-SHS and attach the certified true photocopy of SF10-JHS along with other relevant supporting documents.

Any erasures or alterations on the document should be validated and bear the signature of the School Head in ink.

The SF 10-SHS shall be accomplished at the end of the school year or in the event that the learner transfers to another school within the school year.

Form 137 (Permanent Record)/ SF 10

To be accomplished in duplicate copies, both ORIGINAL and with attached NSO/PSA Birth Certificate.

The new Form 137 (SF10) shall be used by the present Grades 1-2 and Grades 7-8. All other Grades shall use the old/existing Form 137 until the learner completes the elementary/ junior high school level.

Components of MAPEH for Grades 1-10 shall be written with the corresponding grade. The average per component should not be computed and written in Form 137. Only the average of MAPEH as a subject, and not per component.

The Final Grade in each learning area and the General Average are reported as whole numbers.

Remarks in the Final Grade for every learning area shall be Passed or Failed.

The failing grade shall be written in red ballpen including the action taken Failed.

For the General Average, red ballpen shall be used for Retained while black ballpen for Promoted.

Class Adviser shall affix his/her initial beside the General Average.

Form 138 (Report Card)/SF9

The arrangement of the learner’s names in the SF9 (formerly Form 138) should be written the way it was generated in the SF5. (Last Name, First Name, Name Extension, and Middle Name)

Components of MAPEH for Grades 1-10 shall be written with the corresponding grade. The average per component should not be computed and written in Form 137. Only the average of MAPEH as a subject, and not per component.

The Final Grade in each learning area and the General Average are reported as whole numbers.

Remarks in the Final Grade in all the learning areas shall be Passed or Failed Failing grade shall be written in black ballpen including the action taken Retained.

Passing grade shall be written in black ballpen including the action taken Promoted.

Class Adviser shall affix his/her initial beside the General Average.

Class Adviser and School Head must sign Form 138. Fill up ELIGIBLE FOR ADMISSION to the next grade level with the corresponding signatures.

School Form 5 (Kindergarten to Grade 12)

School Form 5 must be LIS-generated. The following School Forms 5 are specified as follows:

SF5-K – for Kindergarten
SF5 – for Elementary and Junior HS
SF5A-SHS – for Senior High School
SF5B-SHS – List of Learners with Complete Senior HS requirements

SF 5 – Report on Promotion and Level of Progress and Achievement shall be accomplished using legal size (8.5” x 13”) bond paper, computerized using black ink and to be submitted in 3 copies all original.

Do not include Dropouts and Transferred Out.

The SF5 shall be accomplished by the Class Adviser. Final Rating per learning area should be given by the subject teachers. The class adviser should compute for the General Average.

On the summary table, reflect the total number of learners PROMOTED (final grade of at least 75% in ALL learning areas), RETAINED (Did not meet expectations in three (3) or more learning areas, and CONDITIONALLY PROMOTED (Did not meet expectations in not more than two (2) learning areas) and the Level of Progress and Achievement according to the Individual General Average.

The table for Level of Progress and Achievement must also be filled up. The basis shall be the General Average of the learner.

Instructions stated in the SF5 must be strictly followed.

School Form 6

School Form 6 must be LIS-generated. The following School Forms 6 are specified as follows:

SF6 – for Elementary and Junior HS
SF6-SHS – for Senior High School

SF 6 – Summarized Report on Promotion and Level of Progress and Achievement shall be accomplished using legal size (8.5” x 13”) bond paper, computerized using black ink and to be submitted in 3 copies all original.

The SF6 shall be accomplished by the School Head after receiving and validating the SF5 submitted by the Class Advisers

SF 5 and SF6 should be submitted to the Schools Division Office by the end of the School Year.

The table for Level of Progress and Achievement must also be filled up. The basis shall be the General Average of the pupil.

Instructions stated in the SF6 must be strictly followed.

Signatories of School Forms Checking Report (SFCR) 1 and 2

SFCRLevelSIGNATORIES OF SFCR
SFCR 1 (School Forms Checking Report 1)Elementary1. School Checking Committee (SCC) Chair and Members

2. Deputized Division Checking Committee (DCC)

Chair: PSDS

Vice-Chair and Members: School Personnel from the clustered/united elementary schools within the District who will check the School Forms
Secondary Level1. School Checking Committee (SCC) Chair and Members

2. Deputized Division Checking Committee (DCC)

Chair: Division Supervisor-in-Charge of Municipality

Vice-Chair and Members: School Personnel from the Secondary Schools within the Municipality who will check the School Forms
SFCR2 (Consolidated District School Forms Checking
Report 2)
Both Elementary and Secondary LevelsChair: PSDS

Vice-Chair and Members: All Elementary and Secondary School Heads in the District

References:

  1. DepEd Order No. 11, s. 2018
  2. DepEd Order No. 4, s. 2014
  3. DepEd Order No. 58, s. 2017
  4. DepEd Order No. 36, s. 2016
  5. DepEd Naga
  6. DepEd Ilocus Sur
  7. Jonathan F. Diche – Office of the Director, Planning Service

2 thoughts on “General Reminders on the Checking of School Forms for School Year 2019-2020”

  1. sir, must we follow the number of days in a memo that was released in june for the report card? why does december have 11 days when it was just 10 days? how about march and february? should they be 22 and 3 respectively in spite of class suspension due to covid? – beginning teacher

  2. Sheryl Gonzales

    is it mandatory in school to check the forms, grades and everything quarterly? Do they have to impose the checking of grades quarterly? Is there a deped order that says teacher are to be sanctioned if ever he/she failed to ask for a reading of grades even just once in the whole year of class? (please hide my identity)

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