Individually we are one drop Together we are

Individually, we are one drop. Together, we are an ocean. Ryunosuke Satoro 1

Topics: 1. Checking of Public and Private School Grade 10 Students’ Credentials as Requirement for Junior High School Completion/Moving Up; 2. Checking of all Elementary and Secondary School Forms; and 3. Submission of creative countdown posters on the 500 -Day Countdown to 2021 Quincentennial Commemorations in the Philippines. 2

1. Checking of Public and Private School Grade 10 Students’ Credentials as Requirement for Junior High School Completion/Moving Up 3

Dep. Ed Order No. 58, s. 2017 (Division Memorandum No. 873, s. 2017 and Regional Memorandum No. 968, s. 2017) “Adoption of New Forms for Kindergarten, Senior High School, Alternative Learning System, Health and Nutrition, and Permanent Records” 4

What? Checking of Public and Private School Grade 10 Students’ Credentials As Requirement for Junior High School Completion/Moving Up 5

When? February 3 - 28, 2020 Where? District Learning Resource Centers (DLRCs)/ District Offices/Central School Offices 6

How? Secondary school heads and Grade 10 advisers shall do necessary preparation in the accomplishment of the following school forms : • SF 1 - School Register • SF 2 - Learner Daily Attendance Report (Months of December 2019 and January 2020) • SF 9 - School Report Card (formerly Form 138 -A) with Q 3 Entry • SF 10 - Learner’s Permanent Academic Report (formerly Form 137 -A) with Q 3 Entry • Grade 10 Learner’s Evaluation Form as Junior High School Completer (Enclosure to Division Memorandum No. 8, s. 2019) • School Summary Report of Candidates for Junior High School Completion (Enclosure No. 3 to Division Memo No. 8, s. 2019 • PSA Birth Certificate/Other equivalent document 7

The School and District Checking Committees shall conduct the School and District Checking before February 3, 2020. 8

Please coordinate with your Core Field Technical Assistance Teams (CFTATs) Leader for the specific date/s of the Checking of Grade 10 Learner’s Evaluation Form as JHS Completer. The schedule shall be within the month of February 2020. Please refer to Division Memorandum No. 1, s. 2020, “Organization of Core Field Technical Assistance Teams” for the list of validators in your districts. 9

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2. Checking of all Elementary and Secondary School Forms 13

Dep. Ed Order No. 11 , s. 2018 “Guidelines on the Preparation and Checking of School Forms”

Dep. Ed Order No. 11 , s. 2018 1. The Department of Education (Dep. Ed) issues the enclosed Guidelines on the Preparatin and Checking of School Forms for the preparation, updating and evaluation of school forms in basic education starting end of School Year 2017 -2018.

Dep. Ed Order No. 11 , s. 2018 2. The mechanisms and simplified procedures prescribed by these guidelines are anchored on the principles of accountability, accuracy and reliability of data, and efficiency. They shall reduce the time and effort of school personnel spent for clerical tasks and records management without compromising the accuracy of the learners’ information and quality of school forms.

Dep. Ed Order No. 11 , s. 2018 • • The CID and SGOD may deputize school personnel as representatives to cover all schools in their Division within the given schedule.

Dep. Ed Order No. 11 , s. 2018 Roles and Functions of the Division Checking Committee (DCC)

Dep. Ed Order No. 11 , s. 2018 Roles and Functions of the Division Checking Committee (DCC) The Curriculum Implementation Division (CID) shall FOCUS on the areas of: • Enrollment Eligibility • Assessment - Promotion /Retention or acceleration

Dep. Ed Order No. 11 , s. 2018 Roles and Functions of the Division Checking Committee (DCC) The School Governance and Operations Division (SGOD) shall VALIDATE the: • enrollment count • number of school leavers (dropped out) • number of learners who transferred in/out • number of promoted/retained • other enrollment-related indicators

Dep. Ed Order No. 11 , s. 2018 Roles and Functions of the Division Checking Committee (DCC) The School Governance and Operations Division (SGOD) shall: • Conduct spot checks or head counts of learners vis-à-vis the SF 1 and SF 5 as necessary.

Dep. Ed Order No. 11 , s. 2018 Roles and Functions of the Division Checking Committee (DCC) The Division System Administrator, who maybe the Planning Officer or the Senior Education Program Specialist for Planning and Research, shall validate the presented SF 1 and SF 5 with the actual online record of the school in the LIS.

Dep. Ed Order No. 11 , s. 2018 Roles and Functions of the Division Checking Committee (DCC) There will be no checking of forms at the District Level. But if the District has a PSDS, he/she shall provide technical assistance to all schools within his/her jurisdiction without duplicating the checking activity at the School Level.

Dep. Ed Order No. 11 , s. 2018 At the school level • At the end of the school year, once the computation of final rating for each learning area is done, the class adviser shall transfer these grades from his/her class record into SF 10. • Note that SF 10 should not be prepared quarterly to avoid erasures in the document by ensuring that only final grades are recorded. • The validated SF 10 will be the basis for updating each learner's status (promoted, conditionally promoted or retained) in the LIS as of end of school year.

Dep. Ed Order No. 11 , s. 2018 At the school level • Provisions stipulated in Dep. Ed Order No. 58, s. 2017 Section IV, paragraphs D & E and Dep. Ed Order No. 69, s. 2016 Section IV, paragraph B shall be strictly observed. • SF 5 and SF 6 or the Report on Promotion and Level of Proficiency and the Summarized Report on Promotion and Level of Proficiency, respectively, for each class can be generated from the LIS using the school level access accounts.

Dep. Ed Order No. 11 , s. 2018 At the school level The SF 5 K shall be used for Kindergarten as validated by the • Early Childhood Care and Development (ECCD) Checklist post-test results and the Kindergarten Progress Report. Class advisers in Kindergarten are not required to prepare SF 10 -ES (formerly Form 137).

Dep. Ed Order No. 11 , s. 2018 COMPOSITION OF THE SCHOOL CHECKING COMMITTEE (SCC) A checking committee shall also be created at the school level with the SCHOOL HEAD as the CHAIR. The school head shall determine the membership of the SCC.

Dep. Ed Order No. 11 , s. 2018 There will be two (2) Vice Chairs at the SCC. 1. ICT Coordinator or the School System Administrator/s (LIS/EBEIS) – for Enrollment Counts and Learner Profile 2. Most Capable School Personnel – for Curriculum and Assessment

Dep. Ed Order No. 11 , s. 2018 ROLES AND FUNCTIONS OF THE SCC • To conduct a pre-checking activity involving the thorough review of all learner's records for all classes in preparation for the scheduled checking of forms with the DCC. • To communicate with the DCC regarding the schedule for the checking of forms and other necessary arrangements. • To discuss the results and findings of the DCC during the checking upon completion of all requirements and relevant documents.

Responsible References Person/s (Documents to be checked) Class Adviser Compile supporting documents particularly on the learner’s eligibility for admission such as: • PSA Birth Certificate/ other equivalent document • SF 9 (formerly Form 138) and SF 10 (formerly Form 137) OR ECCD Checklist, Kindergarten Progress Report, and Certificate of Completion for Kinder • PEPT/PVT/A&E Certificate (if applicable) Output (Reports/Forms to be Validated) Ensure that the following SFs generated from LIS are correct: SF 1 – School Register SF 2 – Learner Daily Attendance Report ( for the months of February and March only) SF 5 – Report on Promotion and Level of Proficiency (including SF 5 -K, SF 5 A-SHS and SF 5 B-SHS for Grade 12)

Responsible Person/s School Heads References (Documents to be checked) Output (Reports/Forms to be Validated) Prepare Summary Report using Ensure that the following references following SFs provided by the class advisers: generated from the LIS are correct: • SF 1 – School Register • SF 4 – Monthly Learner • SF 2 – Learner Daily Movement and Attendance Report (for the Attendance Report (for months of February and March the months of February only) and March only) • SF 5 – Report on Promotion • SF 6 – Summarized and Level of Proficiency Report on Promotion (including SF 5 -K, SF 5 A-SHS and Level of Proficiency and SF 5 B-SHS for Grade 12, as appropriate)

DURING READING AND CHECKING OF FORMS Immediately after the tabulation of 4 th quarter examination results for grade levels that shall move up/graduate (Kinder, Grades 6, 10, & 12) has been processed and recorded in the appropriate forms, the SCC shall start the school -level checking. This may be done through subcommittees per grade level in large schools or whatever structure deemed efficient in small schools.

DURING READING AND CHECKING OF FORMS • The review shall focus on the accuracy of the learner profiles and enrollment eligibility using reliable references such as but not limited to the Birth Certificate, Learner's Permanent Academic Record (SF 10 formerly Form 137), or appropriate certifications. • The findings of the SCC should be communicated to the concerned class adviser in order to improve his or her preparation of reports. Commendation should also be given when it is due.

DURING READING AND CHECKING OF FORMS Electronic forms pre-loaded with learner information and their general averages downloadable from the LIS are not subject for editing manually or outside the LIS. Any correction shall be done in the SF 1 and eventually in the Learner's Profile module in the LIS. Print layout, order or arrangement of the list of learner's names should likewise not be edited. The format and content of system generated SFs are considered final and official.

DURING READING AND CHECKING OF FORMS • Commercialized electronic school forms as mentioned in DO No. 58, S. 2017 Section VII (Special Provision), 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.

DURING READING AND CHECKING OF FORMS SF 10 and SF 9 (formerly Forms 137 and 138, respectively) shall be manually updated and must be consistent with the SF 5 and other documents. For easy reference and cross-checking, beginning SY 2018 -2019, the arrangement of learners' names in the SF 9 (formerly Form 138) should be written the way it was generated in the SF 5.

Dep. Ed Order No. 11 , s. 2018

At the Division Level Selection of classes for checking of forms • The DCC shall conduct the Division Level Checking of Forms for grade levels that shall move up/graduate (Kinder, Grades 6, 10, & 12) prior to the school's schedule for the moving up ceremony/ commencement exercises. The checking for other grade levels may start after the 4 th quarter examination until the 2 nd week of April. The DCC should also notify the SCC of this schedule.

At the Division Level To facilitate the Division Checking of School Forms, the following activities shall be observed: 1. 1. The class advisers shall accomplish the following forms: a. SF 1 – School Register b. SF 2 – Daily Attendance Report of Learners c. SF 5 – Report on Promotion and Level of Proficiency (SF 5 K for Kindergarten) d. SF 9 – Progress Report or Summary of Grades e. SF 10 – Learner’s Permanent Academic Record

At the Division Level To facilitate the Division Checking of School Forms, the following activities shall be observed: 1. 2. The school heads shall prepare the following forms: a. SF 4 – Monthly Learner’s Movement and Attendance b. SF 6 – Summarized Report on Promotion and Level of Proficiency 1. 3. There will be school checking for all classes in all grade levels prior to the conduct of the division checking.

At the Division Level To facilitate the Division Checking of School Forms, the following activities shall be observed: 1. 4. The school heads shall do the following: a. Determine the number of classes to be checked depending on the school classification.

At the Division Level To facilitate the Division Checking of School Forms, the following activities shall be observed: 1. 4. The school heads shall do the following: b. Conduct raffle draw for the classes to be checked during the division checking. All names of teachers handling the priority grade levels (Kindergarten, Grades 1, 6, 7, 10, 11 &12) and other grade levels (Grades 2, 3, 4, 5, 8 & 9) shall be included in the drawing of lots to be prepared and conducted in advance by the school heads. c. choose and assign the teachers who will act as deputized school personnel to compose the division checkers using the following form:

At the Division Level School Forms (SFs)/Documents Assigned Checkers to be Checked SF 1 SF 2 SF 3 SF 4 SF 5 SF 6 SF 9 SF 10 Birth Certificates of Completion/Diplomas

At the Division Level To facilitate the Division Checking of School Forms, the following activities shall be observed: 1. 5. The District Supervisors/OICs shall prepare the schedule of checking and assignment of schools (Elementary and Secondary) using the form below: a. elementary Schools to be Assigned Schedule of Checked Schools to Checking for Check SFs Priority Grades (Kindergarten, Grades 1 & 6) Schedule of Checking for Other Grade Levels (Grades 2, 3, 4 & 5) Schedule of Moving up/ Commenceme nt Exercises

At the Division Level 1. 5. The District Supervisors/OICs shall prepare the schedule of checking and assignment of schools (Elementary and Secondary) using the form below: a. junior and senior high schools Schools to be Assigned Schedule of Checked Schools to Checking for Check SFs Priority Other Grades Levels (JHS-Grades (Grades 8 & 7 & 10) 9) (SHS-Grades 11 & 12) Schedule of Moving up/Commenc ement Exercises

At the Division Level 1. 6. After the checking, the school heads shall submit to the District Supervisors/OICs the following reports and forms: a. School Form Checking Report 1 (SFCR 1) which will be consolidated in the School Form Checking Report 2 (SFCR 2) by the PSDS before submitting to the Division Checking Committee (DCC). b. One duly signed original copy of Forms 4, 5 and 6, which will be submitted in bunch by the PSDS to the DCC.

At the Division Level 2. The members of the overall Division Checking Committee are the following: Chair (South)- Dr. Mary Ann P. Flores Chair (North)- Dr. Novie O. Mangubat Co-Chairs- All District Supervisors Members- CFTATs

At the division level paramount considerations in the checking of school forms • For printing , A 4 or Long bond paper maybe used depending on its availability in the school. • Forms shall be printed using black ink. • DCC need not be particular on these “cosmetic” aspects but should focus instead on the accuracy and consistency of learning information across all reports and against relevant reference documents.

Other Provisions Simple food or refreshments served during the checking of forms by the DCC may be charged against school Maintenance and Other Operating Expenses (MOOE) or school canteen funds, subject to the usual government accounting and auditing rules and regulations. Under no circumstances shall the checking of forms place undue financial burden on the teachers or learners, and no contribution in any form shall be collected from them.

Other Provisions Transportation expenses incurred by the DCC or of their deputized representatives may be reimbursed against SDO funds, subject to the usual government accounting and auditing rules and regulations.

3. Submission of creative countdown posters on the 500 -Day Countdown to 2021 Quincentennial Commemorations in the Philippines (Division Memorandum No. 796, s. 2019, “Conduct of the National Solidarity for the 500 Day Countdown to the 2021 Quincentennial Commemorations in the Philippines”)

500 -Day Countdown to the 2021 Quincentennial Commemorations in the Philippines Number School 151 Tayud NHS 145 Cansaga ES 130 Liloan NHS District Consolacion Liloan 129 128 127 126 125 124 Liloan NHS-Don Bosco Extension Arcelo MNHS-DC Arcelo MNHS-EC Lataban NHS Liloan CS Calero IS Liloan Liloan 123 Catarman ES Liloan

500 -Day Countdown to the 2021 Quincentennial Commemorations in the Philippines Number School 122 Ernersto V. Veloso ES 121 Jubay ES 120 Mulao ES District Liloan 119 118 117 116 115 114 San Roque ES Simeon Ayuda ES Sta. Cruz ES Suba ES Tabla ES Tayud ES Liloan Liloan 113 Tiltilon ES Liloan

500 -Day Countdown to the 2021 Quincentennial Commemorations in the Philippines Number School 112 Yati ES 91 Carmen NHS-EC 80 Hagnaya ES District Liloan Carmen 52 47 46 38 31 30 Lipata NHS Lipata CS Manduang ES Cabatbatan IS Sangat NHS Tubod NHS Minglanilla 2 San Fernando 2 29 Balud NHS San Fernando 2

500 -Day Countdown to the 2021 Quincentennial Commemorations in the Philippines Number School 28 Balungag NHS 27 Balud ES 26 Greenhills NHS District San Fernando 2 25 23 22 21 20 19 Balungag ES Bolocboloc ES Greenhills ES Lantawan ES Liburon ES Panadtaran ES San Fernando 2 San Fernando 2 18 Sangat ES San Fernando 2

500 -Day Countdown to the 2021 Quincentennial Commemorations in the Philippines Number School 17 Tinubdan ES 16 Tonggo ES 15 Tubod ES District San Fernando 2 14 13 12 11 10 9 Sibonga NHS Sibonga CS Ibabao ES Pilipog ES Gabi ES Gilotongan IS Sibonga Cordova 8 Alegria ES Cordova

500 -Day Countdown to the 2021 Quincentennial Commemorations in the Philippines Number School 7 Bangbang ES District Cordova 6 5 4 3 2 Cordova Cordova Buagsong ES Catarman ES Cogon ES Day-as ES Cordova CS

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