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General Reminders on the Preparation and Checking of School Forms




For SY 2018-2019, the Fourth Quarter Examinations for Grades 6, Grade 10, Grade 12, and Honor Pupils/Students shall be on March 14-15, 2019.

Fourth Quarter Examinations for Grades 1-5 and Grades 7-9 and Grade 11, shall be on March 21-22, 2019.

TOTAL NUMBER OF SCHOOL DAYS FOR SY 2018-2019

DepEd Order No. 25, s. 2018 otherwise known as DepEd School Calendar for School Year 2018-2019 shall end on April 5 (Friday) and shall consist of 200 days inclusive of 5 days INSET and 3 days Parent-Teachers Conferences conducted within the school year.




The number of school days per month is as follows:

Updated: March 15, 2019




READ: DepEd Total Number of Actual School Days for SY 2018-2019

June18
July22
August21
September20
October18
November19
December11
January21
February18
March21
April5
TOTAL NUMBER OF SCHOOL DAYS194

The curriculum to be followed by grade level Kindergarten to Grade 12 – K to 12 Basic Education Curriculum

April 1-5, 2019 are the scheduled dates of Graduation Rites, as per School Calendar for School Year 2018-2019.




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

Distribution of Report Cards for Grade 6, Grade 10 & 12 is on April 11-12, 2019.

Start of Summer Classes is on April 15, 2019.

Strictly follow the schedule stated in DepEd Order No. 25, s. 2017 (School Calendar of Activities, SY 2018-2019).

READ NEXT:

2019 DepEd Guidelines on the Selection of Honor Pupils and Students

2019 DepEd Procedure in the Ranking of Honor Pupils and Students

DepEd K to 12 Grading System Steps for Computing Grades

2019 DepEd Guidelines on Classroom Assessment

2019 DepEd Transmutation Table (PDF Copy)

General Reminders on the Preparation and Checking of School Forms (Elementary and Secondary)

Black ballpen shall be used in filling up all the forms.

SF 5 (Kindergarten to Grade 12) LIS-generated. (use the latest form)

SF 6 LIS-generated. (use the latest form)

Learner Reference Number (LRN) of a learner should be consistent with the LRN in all the school forms, documents and records.

Forms to be checked by the EPS and members of the District Checking Committee headed by the Public Schools District Supervisor.

  • School Form 1 – must be LIS-generated
  • SF5 (Kinder to Grade 12) – must be LIS-generated.
  • SF6 – must be LIS-generated.
  • Kindergarten Progress Report (as per DepEd Order No. 47, s. 2016-Omnibus Policy on Kindergarten Education) and Philippine Early Childhood Development Checklist (ECCD) Form 2
  • 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 elementary/ junior high school level. NSO/PSA Birth Certificate must be attached to the Form 137.
  • Form 138/SF9
  • Diploma for Grade 12 (with documentary stamp)
  • Certificate for Kindergarten, Grade 6 and Grade 10 (without documentary stamp) School documents like class records, grading sheets, Summary Rating Sheets. List of Academic Excellence Awardees (Grade 1 to 12) ALPHABETICALLY ARRANGED and strictly with attached supporting documents (Certified True Copy of Form 138/SF9 and Form 137/SF10)
  • List of Leadership Awardees (Grade 6, Grade 10, Grade 12) strictly with attached supporting documents (Table for computed Criteria and Weight, and Certified True Copy of Certificates/Certification/Documentation)
  • List of Awardees for Outstanding Performance in Specific Disciplines ((Grade 6, Grade 10, Grade 12) strictly with attached supporting documents Table for computed Criteria and Weight, and Certified True Copy of Certificates/Certification/Documentation)
    • Athletics
    • Arts
    • Communication Arts
    • Science
    • Mathematics
    • Social Sciences
    • Technical-Vocational Education
  • List of Awardees for Work Immersion (Grade 12) strictly with attached supporting documents Table for computed Criteria and Weight, and Certified True Copy of Certificates/Certification/Documentation)
  • List of Awardees for Research/Innovation (Grade 12) strictly with attached supporting documents Table for computed Criteria and Weight, and Certified True Copy of Certificates/Certification/Documentation)
  • List of Awardees for Club or Organization Achievement strictly with attached supporting documents Table for computed Criteria and Weight, and Certified True Copy of Certificates/Certification/Documentation)
  • Special Recognitions

DEPED SCHOOL FORM 5 SIGNATORIES

The following should appear as signatories in the School Form 5:

Prepared bythe Class Adviser
Certified Correctthe School Head and District Supervisor
Reviewed bythe EPS in-charge of the District
Approved bythe Schools Division Superintendent

School Form 6 shall be accomplished by the School Heads consolidating the reports of the different grade levels. The school should have only one (1) SF6 to be submitted in 3 copies.

Forms shall be properly, completely and neatly accomplished. Entries in all the forms shall be legibly written.

Observe the correct nomenclature and order of the different subjects in Forms 137/SF10 & Form 138/SF9.

The spelling of the names of pupils/students should be the same in all the forms including the Diploma/Certificate.

The correct way of writing the names of the pupils/students are as follows: Last Name, First Name, Name Extension and Middle Name)

a. LLEGO, MARK ANTHONY AQUINO

b. DEL LLEGO, MARK ANTHONY AQUINO

c. LLEGO, MARK ANTHONY JR. AQUINO

AWARDS AND RECOGNITION

DepEd Order No. 36, s. 2016 shall be the basis for the Awards and Recognition from Kinder, Grades 1 to 12.

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.

The following Awards shall be given to Qualified learners:

  • Performance Awards for Kindergarten
  • Conduct Awards
    • Character Traits for Kindergarten to Grade 3
    • Conduct Awards for Grade 4 to 12
  • Academic Excellence Award (Grade 1-12)
  • Award for Leadership (Grade 6, Grade 10, Grade 12)
  • Award for Outstanding Performance in Specific Disciplines (Grade 6, Grade 10, Grade 12)
    • Athletics
    • Arts
    • Communication Arts
    • Science
    • Mathematics
    • Social Sciences
    • Technical-Vocational Education
  • Award for Work Immersion (Grade 12)
  • Award for Research/lnnovation (Grade 12)
  • Award for Club or Organizational Achievement
  • Special Recognition

List of Qualified Academic Excellence Awardees are ARRANGED ALPHABETICALLY. It shall be submitted in 3 copies. Attach Certified True Copy of Form 138/SF9 and Form 137/SF10.

ACADEMIC EXCELLENCE AWARDEES

Academic Excellence Awardees shall be classified as:

With Highest Honorswith an average of 98-100GOLD
With High Honorswith an average of 95-97SILVER
With Honorswith an average of 90-94BRONZE

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, dated June 07, 2016.

For Grades 1-10, Learners who have incurred failures in not more than two (2) subjects prior to the effectivity of D.O. No. 8, s. 2015, may be 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 back subject.

For SENIOR HIGH SCHOOL, General Average shall be computed by Semester. The two semesters determine the Final Grade in a School Year.

To determine the Honor Graduates for Grade 12, get the average of the Grade 11 and Grade 12.

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 on or before May 31, 2019. (Attn: EPS in-charge of the concerned district)

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

School GRADE LEVEL COMMITTEE of 3 members headed by Department Head or the most senior Grade Level teacher, shall be organized to check the accuracy, completeness and neatness of entries in the forms.

SCHOOL CHECKING COMMITTEE (SCC) composed of 3 Members, the School Head as the Chairman; and one (1) School ICT Coordinator and one (1) Most Capable Teacher for Curriculum and Assessment shall be created to recheck the forms previously checked by the grade level committee.

Once the SCC has completed the checking of forms for all classes in all grade levels, the SCC shall accomplish the School Forms Checking Report (SFCR1) attached as Annex 1a of DepEd Order No. 11, s. 2018.

Likewise for the Elementary, a DISTRICT CHECKING COMMITTEE of 5 members headed by the Public Schools District Supervisor shall be organized to check the accuracy and completeness of entries in the forms.

A School Head should be assigned per grade level as Chairman in the District Checking of Forms, for Elementary.

All List of Awards and Recognitions shall first be checked by the School Head and Public Schools District Supervisors. Final checking will be done by the EPS in-charge of the District before the approval of the SDS.

For further understanding of the guidelines, refer to DepEd Order No. 11, s. 2018 for the guidelines on the preparation and checking of School Forms.

Strictly NO ERASURES in ail the Forms.

ELEMENTARY

School Form 10 – Learner’s Permanent Academic Record for Elementary (SF10-ES) as per DepEd Order No. 58, s. 2017

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 document).

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

The SF10-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 Kto 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.

JUNIOR HIGH SCHOOL

School Form 10 – Learner’s Permanent Academic Record for Secondary (SF10-JHS) as per DepEd Order No. 58, s. 2017

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.

SENIOR HIGH SCHOOL

School Form 10 – Learner’s Permanent Academic Record for Secondary (SF10-SHS) as per DepEd Order No. 58, s. 2017

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 SF10-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)/ SF10

To be accomplished in duplicate copies, both ORIGINAL and with attached NSO/PSA Birth Certificate. (Photocopy of the duplicate copy is not allowed).

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 elementary/ junior high school level.

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

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

Failing grade shall be written in black ballpen including the action taken Failed.

For the General Average, black 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 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)

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 the 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 (after the scheduled Division Checking of Forms) in 3 copies. Soft copy in DVD by district.

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.

DIPLOMA/CERTIFICATE OF COMPLETION

Diploma/Certificate shall be accomplished using the attached format. (Refer toDepEd Order No. 002, s. 2019)

Based on the latest guidelines, Filipino and English medium shall be used in the Diploma/Certificate (with translation).

For the Diploma (Grade 12), use A4 parchment paper. Documentary stamp should be pasted on the left side.

For the Certificate (Kindergarten, Grade 6 and Grade 10), use A4 specialty paper, (colors: beige, cream, light yellow). No documentary stamp.

The names of the pupils/students in the Diploma/Certificate shall be printed using simple and readable print (no Gothic printing).

For Honor Graduates:

MARK ANTHONY A. LLEGO
LRN 001234567890
With Highest Honors

For Non-Honor Graduates:

MARK ANTHONY A. LLEGO
LRN 001234567890

For the signatories translation: Punung-guro (Principal); Ulong-guro (Head Teacher) while Teacher In-Charge and Officer In-Charge shall be as it is.

Diploma/Certificate shall be countersigned by the Education Program Supervisor (EPS) in-charge of the district, Chief of the Curriculum Implementation Division and Assistant Schools Division Superintendent before the signature of the Schools Division Superintendent.

Diploma/Certificate shall be placed in brown expanded envelope with the list of names and LRN printed outside the envelope.

2019 END OF SCHOOL YEAR RITES ADDITIONAL REMINDERS

Salient points of DepEd Order No. 002, s. 2019 dated February 18, 2019 entitled School Year 2018-2019 K to 12 Basic Education Program End of School Year Rites;

Theme: Pagkakaisa sa Pagkakaiba-iba: Kalidad na Edukasyon para sa Lahat (Unity in Diversity: Quality Education for All).

End of SY rites shall be conducted not earlier than April 1 but not later than April 5, 2019. (Ref: DepEd Order No. 25, s. 2018)

Graduation rites should be SIMPLE but meaningful to encourage civil rites, sense of community and personal responsibility.

For public schools, expenses related to EOSY rites should be chargeable to school MOOE. No DepEd personnel shall be allowed to collect any kind of contribution or fee for graduation/moving up/completion.

(Section 7) “Further, the EOSY rites and moving up or completion ceremony shall be conducted in an appropriate solemn ceremony befitting the learners and their parents and shall not be used as a political forum. DepEd reiterates the strict compliance with DO 48, s. 2018 entitled prohibition of electioneering and partisan political activity.

READ: 2019 Graduation Message of DepEd Secretary Leonor Magtolis Briones

2019 DEPED GUIDELINES ON CHECKING OF SCHOOL FORMS

The Department of Education (DepEd) hereby prescribes the standard process and protocols in the preparation, evaluation, and updating of school forms conducted at the end of every school year to provide a reliable assurance mechanism of learner information, ensure the quality and timeliness of school reports, and reduce the resources spent for clerical and records management.

5 thoughts on “General Reminders on the Preparation and Checking of School Forms”

  1. Recil D. Luna

    sir what is ur basis on using blank ink in all forms? including failing marks…we were confused on what ink should be used & i dnt have evidence to support that it shud be written in blank ink since it was specifically written on the guidelines.

  2. Should be last name, first name then the middle inital ma’am so the forms will be easily arranged alphabetically as seen as in other forms like 137, SF1, SF2 and SF5. Also checking will be smoother in this case 🙂

  3. Junewell J. Sorbito

    Good day Sir!
    Just want to know what specific DepEd order did you get on the guidelines of filling in the SF9 and 10 like the MAPEH grades in respective area should not be given rating, likewise the Promoted and Retained in the General Average for both SF9 and 10.
    Thank you very much..

  4. Sir pano po kung first name,middle initial at last name na po ang nasulat sa form 138?need tlga ulitin?sinunod ko lng po ung last year na format.

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