Modified School and ALS

Forms

Planning Service
August 2018
 Outline
• Rationale/Background
• Official Modified School Forms (SFs 1 to
10)
• Other School Forms and Reports on top of
the Nationally Prescribed Forms

DEPARTMENT OF EDUCATION 2
Why Collect and Organize Data?
• establish data bank of individual
learner’s registry that includes,
academic record and enrolment history
• track learner’s movement, progress and
academic performance;
• provide learner information for better
program planning and supervision of
schools and learning centers, and;

DEPARTMENT OF EDUCATION
 What data does SFs contain ?
• Learner Basic Personal • Distribution of
Data learners (by program,
• Enrollment history age, gender, location,
(formal & NF)
• Academic Achievement etc)
• Class Management • Performance vs.
• Learner’s Profiling Education inputs,
- Health & Nutritional nutritional status and
status (BMI) other interventions
- 4Ps-CCT recipient
• Migration pattern
- IP & Mother Tongue
- Religion • Storage and Retrieval
- Educational Voucher of learner record
• ALS Program Partners • Other analytics

DEPARTMENT OF EDUCATION
 Uses of School Data

School/
Leaning Center

Better decision/good
policies and Data and information
programs

Organize and
Build Evidence
analyze

DEPARTMENT OF EDUCATION 5
Prior condition: Hours Spent
1. Teachers and school heads consumed too much time and
effort in preparation of the 36 common forms
2. At the divisions, education supervisors devote at least 4
weeks during the annual (EoSY) checking/review
Table 1: Number of Hours Spent in Preparation of 36 Common Forms (SY
2011)
Est. Elementary School
High School Forms
number Forms
Division
of hours School School Superviso
spent* Teacher Teacher
Head Head rs
Per Day 1.9 hrs 1.5 hrs 1.9 hrs 1.8 hrs

Per 306 hrs 382 hrs 358 hrs 160 hrs

388 hrs
(39 (48 (45 (20
School (49 working
working working working working
Year days)
days) days) days) days)
DEPARTMENT OF EDUCATION 6
Prior condition: Frequency of
Preparation
3. July and April are the busiest months
July April
ES: Teacher: 117 Hours ES: Teacher: 141 Hours
School Head: 104 School Head: 115
Hours Hours
HS: Teacher: 71 Hours HS: Teacher: 108 Hours
School Head: 100 School Head: 91
Hours Hours

25
Fig. 1: Number of Forms Submitted
Monthly
20 School head
10 Teacher
Number of Forms

15

8 6
10 5
3 3 3 3
3 12 3 3 3 3
5
7 2 2 2 2 8 7
2 6 2 2 6 2 6 2 6
4 3 4 4 3 4 3 4 3
2 2 2 2 2
0 0 0
ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar April May
August November January March
2nd 3rd Grading
st
1 Grading Grading 4th Grading 7
DEPARTMENT OF EDUCATION
Prior condition:
Characteristics of Forms
1. Outdated data elements (Form 18-Report on
Promotion 1950’s, all other school forms
introduced during mid 1960’s together with
other nationally issued forms for other
agencies)
2. Duplication/redundancy of entries and process
3. Customized/localized forms (Region/Division)
4. Various program/project related Forms and
Report

DEPARTMENT OF EDUCATION 8
Prior condition:
Characteristics of Forms
5. Manual Preparation (hand written)

6. 47M Annual purchasing cost charged against

MOOE and undetermined amount from
teacher’s pocket

7. Consuming huge storage space in School

Division Office that becomes fire hazard
(Approx. 22 metric tons of special size paper
Reports on Promotions alone stored and
accumulated annually in the division offices)
DEPARTMENT OF EDUCATION 9
 Modified School Forms
PHASE 1 (1st Set)
(Deped Order 4, S. 2014)

Planning Service
 Objectives
• Update data elements in existing school forms

• Create simplified new school forms without

compromising the quality of data gathered.

• Maximize availability of Information Technology

• Reduce
 Number of forms
 Number of data elements
 Time and effort
 Budget

DEPARTMENT OF EDUCATION 11
LIST OF FORMS USED IN SY2011-2012 (PILOT AREAS)
1 Form 1-Attendance/Registry 34 EBEIS-GSSP ( BOSY & EOSY)
2 Form 2 35 School Report Card
3 Form 3 36 Inventory of Physical Facilities & Equipment
4 List of Graduates 37 SBM Forms
5 Form 18 A Report on Promotions
6 Form 18 E1 Report on Promotions
38 Early Registration Localized
39 School Building Card
7
8
Form 18 E2 Report on Promotions
Form 20
40 Enrollment Form (for new entrant) and
9 STS Form 2
Basic 41 One Basic Fact
Other
42 School MOOE & Other Finance-Related Reports
10 STS Form 4
11 Masterlist
Statistics 43 Adopt A School
Reports
12 Form 12 Inventory of Teachers 44 School Improvement Plan
13 Form 19 Assignment List of Teachers 45 Annual Improvement Plan
14 Form 29 Teacher's Program 46 Early child Care
15 Form 31 Summary Information of Teachers 47 YES for Peace
16 Inventory of Textbook 48 Co-Curricular Form (For Honor)
17 Class Record 49 Ranking of Teachers Applicant
18 Form 30 Class Program Assessment and 50 Form 138 Observation Sheet for Teachers
19 M&E Form (ES) 51 Supervisory Plan
20 Grading Sheet Program/Project 52 Annual Procurement Plan
21 Form 137 53 Inventory of School Site
22 Form 138 Report 54 Accomodation Reports
23 School Annual Accomplishment Report 55 SREAT
24 Brigada Eskwela
56 Form 7 Monthly Summary Report for Teachers & Non Teaching
25 SREA
57 Organizational Report for SPED Classes
26 Ranking of Honor Pupils
27 Nutritional Status 58 Class Inventory Record
28 School Oral Health Examination Card 59 Lesson Plan (Done with DLL)
29 School Health Examination Card 61 Phil IRI Reporting Forms (pre & post) (no need detailed report)
30 Physical Fitness and Sports Talent Assessment Forms 62 Form 48 Daily Time Record for Teacher
63 Form 6 Application for Leave
Not Deped
31 NCBTS/TSNA/IPPD/CB PASSA (School Head)
32 NCBTS/TSNA/IPPD/CB PAST (Teacher) 64 Statement of Assests and Liabilities & Net Worth (SALN)
33 EBEIS-GESP ( BOSY & EOSY) 65 Personnel Data Sheet (Form 212)
Scope & Limitations

• Based on the study, 36 common forms were reviewed

from which 16 forms were identified as priority for Phase 1
(Basic Statistics).

65 school forms 36 identified as

most common 16 forms as
from the priority for review
inventory school forms
(General (Phase 1)
conducted
June 2012 Forms)
DEPARTMENT OF EDUCATION 13
Scope & Limitations
16 forms as priority for review (Phase 1)

• Identify redundancy and

outdated data Outdated
data
duplication

• Streamline data Tedious

procedures

collection, processing
and reporting
procedures
• Standardize Format 7 Modified
School Forms
DEPARTMENT OF EDUCATION 14
 Inventory of School Forms
II. Scope/coverage Phase 1
The sixteen priority forms were modified according to intent and efficiency
PHASEOUT (Form Code – Form Name) Description MODIFIED (Form Code – Form
“()” = number of data elements Name) “()” = number of data elements
1. Form 1 - School Register/Daily Attendance/Inventory of Official List of Learners SF 1 School Register (23)
textbooks (24)
2. STS Form 2 - Learner/Family Profile (18) Record of Daily Attendance SF 2 Daily Attendance Record (39)
3. STS Form 4 - Absenteeism and Dropout Profile (27)
4. Form 2- Monthly Report of Attendance (45) List of Books Issued to/Returned by SF 3 Books Issued & Returned (18)
5. Form 3 - Principal Report of Enrolment & Attendance with corresponding date
(81) Monthly & Cummulative Records of SF 4 Monthly Learner Attendance and
6. Master list of Learners (13) Enrollment, Attendance and Movement (51)
7. Inventory of Textbooks (25) Movement of Learner

8. Form 18-E1 - Report on Promotion (Grades I-III) (62)
9. Form 18-E2 - Report on Promotion (Grades IV-VI) (108)
10. Form 18-A - Report on Promotion for High School (64)
11. List of Graduates (12)
12. Form 20 - Summary Report on Enrolment and
Promotion (72)
13. Form 12 – Teacher Status Report (18)
14. Form 19 – Assignment List of Teachers (22)
15. Form 29 – Teacher’s Program (19)
16. Form 31 – Summary Information of Teachers (24)
List of Learners that promoted to the
next grade level or graduated. Along
with the Final Rating is the level of
proficiency
Total number of learners promoted per
grade level and graduated
Inventory list of School Personnel with
description of assignment
SF 5 Report on Promotion and Level of
Proficiency (33)
SF 6 Summary Report On Promotion &
Level of Proficiency (44)
SF 7 School Personnel Assignment List &
Basic Profile (33)

* Count of data element for each form reflected in the parenthesis

DEPARTMENT OF EDUCATION 15
 SUMMARY OF PHASE 1
• From the review and modifications, the current sixteen (16)
forms were reduced to only seven (7) modified forms.
Table 3: Changes for the Current and Modified Forms
Previous Modified
Number of forms 16 7
Number of data elements* 634 231
Hours spent by teacher 298 32
Hours spent by school head 120 24
Annual purchasing/printing cost P46.7M Minimal reproduction
cost since common use
supply will be used (No
need to procure)
*Total Data Element is the sum of data elements per form (not the total
number of unique data elements)
Out of the total 634 data elements from 16 forms , 403 were removed due to
redundancy / no longer useful.
The 231 total data elements from 7 Modified forms consist of 126 retained from
current forms and 105 newly created data elements.
DEPARTMENT OF EDUCATION 16
 Deped Order No. 4, 2014
III. POLICY 4. “...modification or adding new data
element ....is hereby discouraged.”

6. “ ..available for download in the LIS with

pre-loaded basic information on learners...”

1..... “allow all public school teachers 8. “ ..Office of Planning Service (OPS) will
and school heads to focus on the core coordinate and monitor....”
business of curriculum delivery.”
9. “ ...strict compliance.”

2. “.......replaced old forms. ...”

DEPARTMENT OF EDUCATION 17
 Modified School and ALS
Forms
PHASE 2 (2nd Set)
(Deped Order 58, S. 2017)
Planning Service
CONTEXT
• Based on the study, 36 common forms were reviewed from which 16 forms
were identified as a priority for Phase 1 (Basic Statistics).

• Phase 2 focuses on the remaining 20 General Forms

16 forms as 7 Modified/
priority for Simplified Forms
review (DO 4,s.2014)

Deped Issued
36 identified as most Forms
65 school forms from the Phase 2
common school forms -Update Data
inventory conducted (General Forms)
June 2012 Elements
20 Forms for review -Standardize
(Phase 2) Format
-Simplify Process

DEPARTMENT OF EDUCATION 19
 Objectives

• Update data elements in existing school forms

• Create simplify new school forms or

standardize format/content without
compromising the quality of data gathered

• Maximize availability of Information Technology

• Standardize Format & Streamline Process

• Reduce number of data elements
 Time and effort
 Budget
DEPARTMENT OF EDUCATION 20
 Review of School Forms
II. RESULT/OUTPUT Phase 2
Level Previous Forms New Forms Action Taken Intent/Purpose

Kinder None SF 5 K New Form EoSY Assessment Report

Elementary Form 137 SF 10 ES Standardized/ Permanent Academic Record

Simplified
Junior High Form 137 SF10 JHS Standardized/ Permanent Academic Record
School Simplified

Senior High None SF1 to SF8 New Form Similar to JHS (DO 4, S. 2014) except
School SF 5A (Every End of Semester) and
SF5B (For Grade 12 Completer Only)
All levels 1.Nutritional SF8 Merged/Standardi Health and Nutrition
Status zed/ Simplified
2.Health
Examination
Card
All Levels Form 138 SF9 Renamed Renaming of Progress Report Card.
except Kinder Content and Format should be in
accordance with DO 8, S. 2015
ALS Forms 1.MIS 001 AF 1 to AF 5 Merged/Simplifie New forms replacing MIS 001 and
2.MIS 002 d/New Form MIS 002

DEPARTMENT OF EDUCATION 21
 School Forms Matrix-PHASE 1
Code and Title of Description Responsible to Mode of Schedule
the Forms Prepare Preparation
SF1-School Masterlist of Class Class Adviser Generated thru LIS BoSY and as
Register enrolment needed
SF2-Learner’s Recording of Attendances, Class Adviser Partially LIS Daily
Daily Class absences or tardiness generated and
Attendance (Template with name of manual updating
learners
SF3-Books Issued List of Books (by title) Class Adviser Partially LIS BoSY and EoSY
and Returned issued to /returned by generated and
learner manual updating
SF4-Summary Enrolment count, School Head Generated thru LIS monthly
Enrolment and transferred in/out and
Movement of dropout by grade level
Learners (Summary of SF2)
SF5-Report on List of promoted/retained Class Adviser Generated thru LIS EoSY
Promotion by class

SF6-Summary Number of School Head Generated thru LIS EoSY

Report on Promoted/Retained by
Promotion grade level (Summary of
SF5)
SF7-Inventory of List of School Personnel School Head Manually updated BoSY and as
School Personnel with Basic Profile and (originally designed needed
Teaching load/assignment in HRIS)
DEPARTMENT OF EDUCATION 22
 School Forms Matrix-PHASE 2
Code and Title of Description Responsible to Preparation Schedule
the Forms Prepare
SF8-Learner Basic Per learner assessment of BMI Class Adviser/ LIS BoSY and EoSY
Health Profile (Body Mass Index) MAPEH Teacher
SF9-Learner Individual Academic, behavioral Class Adviser manual Quarterly
Progress Report and attendance report by quarter
Card (Formerly F138)
SF10-Learner’s Individual Academic record by Class Adviser Manual EoSY
Permanent quarter and SY (Simplified and
Academic Record standardized from formerly Form
137)
SHS Forms Customized School Forms 1-7 to Class Adviser/ LIS and Semestral
(New) fit requirement in SHS School Head manual

ALS Forms
AF1 Mapping List of Potential Learners Mobile Teacher Manual End of CY
AF2 Enrolment Individual Profile and Program Mobile Teacher Manual 1st Day of Class
Form Preference
AF3 Masterlist of Masterlist of Learners with Mobile Teacher LIS Beginning and End
Learners and Program Status of CY
Program Status
AF4 A&E Test List of Leraners who will take A&E Mobile Teacher Manual Once in a CY
Takers Test
AF5 Permanent Individual permanent record of Mobile Teacher Manual Once in a CY
Performance program performance by learner OF EDUCATION
DEPARTMENT 23
Distribution of Modified School Forms
(SF’s 1 to 10) and ALS Forms
Number of Modified
School Forms LIS 3
being prepared by
Class Adviser
7 Manual 2
Combination 2
(Subject Teacher provide
data on SF 2 and SF 10)

Number of Modified LIS 2

School Forms
being prepared by
School Head
3 Manual 1
Combination 0

Number of ALS LIS 1

Forms being
prepared by ALS
Mobile Teacher
5 Manual 4
Combination 0

DEPARTMENT OF EDUCATION 24
 Observed Challenges
In some divisions/schools:
• still require schools to prepare phased out/
obsolete School Forms
(Form 1, Form 4, Form 18, Student Tracking System Forms, Teacher’s
Program and others)

• crafted additional forms that are invariably

similar with the existing Modified School Forms
(Cumulative Report and Accommodation Report that duplicates SF 4, SF 7,
SF 9 & SF 10)

• various programs and projects (by learning

area) have their own forms/report need to be
prepared by teacher/school head
(egra & mfat assessment, brigada eskwela, ndrrms, 4Ps CCT and others)
DEPARTMENT OF EDUCATION 25
 Observed Challenges
• very particular in cosmetics presentation (picture,
fonts, size of paper and others) instead of the
contents
(icprf with MOV, narrative report, anecdotal form and others)

• school heads/division supervisors instructed

teachers to hide/manipulate actual data resulting
to “diluted report”
(phil-iri result, ebeis report, sip/aip/sbm reports and others)

• forms and reports that are supposed to be for

school head are delegated to teachers
(SF 4, SF 6, SF 7)
DEPARTMENT OF EDUCATION 26
 Observed Challenges
• administrative, financial and physical report of
school being prepared by selected teachers
(sip/aip/sbm/mooe report, brigada eskwela, intervention plan and
others)
• lack of awareness in the newly issued policies
regarding modified school forms and the
implementation guidelines
(DO 4 s. 2014, DO 54 s. 2016, DO 58 s.2017 & DO11 s.2018)

DEPARTMENT OF EDUCATION 27
 Actual Inventory of Forms
Being Prepared in a certain
Division (Mindanao) for the
current School Year on top of
the Modified School Forms
 29

Other Forms on top of the Modified School Forms

Type of Form Description Frequency Person(s) Estimated Time Consumed
/ Report Responsible Data Gathering Accomplishin
g Form
1. Feeding Class summary of Once a year Class Adviser Including SF8 1 day
Report students’ who were (mooe) and Feeding accomplishing, 2 to (maximum) per
recipients of the school Coordinator 3 days. section.
feeding program.
2. Cumulative Class summary of Class Adviser Including SF1, SF9 2 Days
Form students’ learning Quarterly and SF10 – 1 day (maximum) per
performance which per section. section –
looks like a Manual filling-
combination of SF9 and in of form
SF10. (hand written)
3. Phil-IRI Based on the Whole year Class Adviser, Phil-IRI Form 1A & 1 hour per
Forms implementation of DO School and 1B: 1 day form.
14 s. 2018: Revised District Phil-IRI Form 2A &
Guidelines on the Reading 2B: 1 day
conduct of Phil-IRI 2018 Coordinator Phil-IRI Form 3A &
3B: depending on
the number of
students, 1 hour
per student.
Phil-IRI Form 4A &
DEPARTMENT OF EDUCATION
 30

Other Forms on top of the Modified School Forms

Type of Form / Description Frequency Person(s) Estimated Time Consumed
Report Responsible Data Gathering Accomplishing
Form
4. I.P. Tracking Class summary of Once a year Class Advisers Based on SF1 2 to 4 hours
Form learners’ who and interview (manual hand
belong to the IP with written form)
group. parent/guardia
n
5. Immunizatio Students’ who were G1&G4, once a Class Adviser Data will be 1 day
n Form given year but needs collected from
immunizations, immunization their respective
those who were record from Barangay
lacking etc. brgy starting Health
June. Workers. 1 to 2
weeks.
6. Deworming Class summary of Twice (July & Class Adviser 2 hours 2 to 3 hours
Form students’ who were feb) (hand written
given deworming form)
tablets.
7. GAD Survey Class summary of Once a year School 2 to 3 days Depending on
Forms Gender and Registrar / the number of
Development Guidance students: 1
Forms. Counselors week.

DEPARTMENT OF EDUCATION
 31

Other Forms on top of the Modified School Forms

Type of Form / Description Frequency Person(s) Estimated Time Consumed
Report Responsible Data Accomplis
Gathering hing Form
8. Anti-bullying As need arises School Registrar /
Form Guidance Counselors

9. Narrative Based on all the As the need arises Class Adviser and/or 1 to 2 days 1 day per
Reports forms and the depending on Subject Learning event
activities conducted. school events. - Coordinator needed to
quarterly write a
narrative
10. Anecdotal Class summary of As the need arises – Class Adviser and 2 hours 1 hour
Form teachers’ quarterly Guidance Counselor
observations of their
students behavior.
11. Home- Teacher form used As the need arises Class Adviser Including the 1 hour
Visitation Form during visitation to home visitation:
students’ home. 2 hours per
barangay to visit
12. Remedial A multiple form After the first Class Adviser and 1 hour per 1 hour per
Tracking Form depending on the written or Subject Learning learning area learning
learning area the performance task Area in charge area
student needs to be assessment of a
given intervention. particular learning
area – as the need
arises.
DEPARTMENT OF EDUCATION
 32

Other Forms on top of the Modified School Forms

Type of Form / Description Frequency Person(s) Estimated Time Consumed
Report Responsible Data Gathering Accomplishing
Form
13. IPCRF Forms w/ KRA Template for the
MOVS IPCRF which are
formulated depending
the agreement of the
rater and ratee.

14. MFAT Assessment July – Processing of Class Adviser 1st week of July (1 2 hours
Report results and (Grade 1) to 2 weeks)
updating: whole
year

15. EGRA Assessment

Report

16. BSP/GSP Listing of learners who Once a year Class Adviser / BSP 2 hours per section 1 hour per section
Registration Form and are registered with the and GSP School
Report BSP/GSP and reporting of Coordinators
all related activities.

DEPARTMENT OF EDUCATION
 33

Other Forms on top of the Modified School Forms

Type of Form / Description Frequency Person(s) Estimated Time Consumed

Report Responsible Data Gathering Accomplishing
Form
17. SBM Updates Based on the Monthly or as Teachers 1 to 2 hours 1 to 2 hours
classroom need arises identified by
participation on the the School Head
SBM activities.
18. Updating of -do- -do- -do- -do-
Archives Report
19. Least Learned Quarterly Class advisers 1 day per 1 to 2 hours
Competencies and subject learning area
Report teacher in
charge
20. Mastered Quarterly -do- -do- -do-
Competencies
Report
21. Student Attendance, Monthly Class advisers 1 to 2 hours 1 hour
Tracking System Performance, &
other student related
activity – either
positive or negative.
22. Property Monthly – All teachers 1 hour Less than 1
Reports Quarterly maximum hour

DEPARTMENT OF EDUCATION
 34

Other Forms on top of the Modified School Forms

Type of Form / Report Description Frequency Person(s) Estimated Time Consumed
Responsible Data Gathering Accomplishing
Form
23. 4P’s – CCT For learners who are Monthly Advisers 1 hour 1 hour
Tracking Report 4P’s – CCT recipients
which will be
consolidated and
submitted to the DSWD.
24. NDRRMS Report Mapping Monthly School Coordinator 1 to 2 hours 1 hour (narrative
report)
25. DAP Reports
26. BEIS Manual accomplishing of Once a year (as School Coordinator 3 to 4 hours 1 hour
the BEIS data. need arises)
27. Pupil’s Profile Complete details of the Once a year Adviser Including interview 2 hours
learner’s profile. with guardian and
data gathering
from SF1 and
other pertinent
documents:

1 to 2 hours per
learner
28. Action Plan For all coordinatorship, Monthly and/or All teaching 1 to 2 hours 1 hour
learning areas, and other quarterly personnel
activities that “aim” to
improve output.

DEPARTMENT OF EDUCATION
 35

Other Forms on top of the Modified School Forms

Type of Form / Description Frequency Person(s) Estimated Time Consumed
Report Responsible Data Accomplishing
Gathering Form
29. Electronic Class Modified e-class Quarterly All teaching 1 hour (per 1 hour
Record record for non- personnel class)
adviser teachers.
30. Intervention In connection with Monthly All teaching 1 to 2 hours 1 hour
Plan the action plan- personnel
proposed solution or
innovation.
31. Remediation Report of students Monthly All teaching 1 to 2 hours 1 hour
Plan Report based on the personnel
intervention and/or
remediations
administered.
32. Accomplishmen Monthly (or as School 1 to 2 hours 1 hour
t Report the need arises) coordinators
33. Inventory of List of each learner’s Monthly Advisers, English 1 to 2 hours 1 hour
Reading Record reading performance and Filipino
subjects in-
charge, reading
coordinators
34. Brigada Once a year All teaching 1 week 2 hours
Eskwela Forms personnel

DEPARTMENT OF EDUCATION
 Summary
Nos. Of Estimated Number of Schedule/
Responsible Form/ Hours of Preparation Frequency
Report (including data
collection)
Class Adviser 17 216 Daily: 3
Subject Teacher 4 64 Monthly: 12
Quarterly: 8
All Teachers 13 155 Semi Annual: 4
Annual: 5
Total 34 435 As needed: 2

DEPARTMENT OF EDUCATION 36
 Recommendation
• Conduct intensified advocacy/close monitoring
of the implementation of Modified School Forms
• Locally developed Forms should be cleared with
the regional office to check duplication with the
modified school forms before deployment
• Collect only information/data not captured in
modified school forms and LIS/EBEIS
• Assign non-teaching personnel to do the
preparation of forms/report that covers school
report such as administrative, financial,
physical, school assessment, planning and
project/ program.
DEPARTMENT OF EDUCATION 37
THANK YOU

Planning Service

DEPARTMENT OF EDUCATION 38