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Before school forms are officially checked and finalized, class advisers play a crucial role in ensuring the accuracy and completeness of learner records. The Department of Education (DepEd) Order No. 11, s. 2018 outlines clear guidelines for the preparation and validation of these forms at the school level.
This blog focuses on the pre-checking phase, detailing the initial tasks class advisers must complete to maintain accurate and reliable school records.
Before Checking of Forms: Key Tasks of the Class Adviser
1. Collecting Supporting Documents
At the beginning of the school year, class advisers must gather essential documents to verify the identity of each learner in their advisory class. These include:
✔ PSA Birth Certificate
✔ Baptismal Certificate
✔ Equivalent legal documents
For learners transferring from other schools, advisers must coordinate the transfer of the Learner’s Permanent Academic Record and authenticate its validity, following DepEd Order No. 54, s. 2016.
2. Encoding Learner Information in the LIS
Once all necessary documents are collected, advisers must input each learner’s information into the Learner Information System (LIS) with careful attention to accuracy. This prevents data discrepancies that could affect enrollment and record-keeping.
3. Generating SF1 (Enrollment List)
After encoding learner data, advisers generate SF1 (School Form 1) through the LIS. This becomes the official enrollment list for the class and serves as a reference for all reports requiring official learner data.
4. Downloading SF2 (Daily Attendance Report)
Advisers must also download SF2 (Learner Daily Attendance Report) from the LIS. This report is submitted to the school head for assessment and used as a reference for:
📊 SF4 (Monthly Learner Movement and Attendance Report)
📊 Other attendance-related reports
End-of-School-Year Tasks Before Checking Forms
1. Transferring Final Grades to SF10
At the end of the school year, once all grades are computed, advisers must transfer the final ratings from their class records to SF10 (Learner’s Permanent Academic Record).
🚨 Important Reminder: SF10 should not be prepared quarterly to avoid unnecessary erasures. Only the final grades must be recorded.
2. Updating Learner Status in the LIS
The validated SF10 determines each learner’s status, which is then updated in the LIS. Learners may be:
✔ Promoted
✔ Conditionally promoted
✔ Retained
This follows the guidelines stated in:
📖 DepEd Order No. 58, s. 2017 (Section IV, Paragraphs D & E)
📖 DepEd Order No. 69, s. 2016 (Section IV, Paragraph B)
3. Generating SF5 and SF6 Reports
✔ SF5 – Report on Promotion and Level of Proficiency
✔ SF6 – Summarized Report on Promotion and Level of Proficiency
These reports are generated through the LIS and accessed via school-level accounts.
Special Considerations for Kindergarten
For Kindergarten learners, specific forms are required:
📌 SF5K – Based on the Early Childhood Care and Development (ECCD) Checklist and Kindergarten Progress Report
🚫 SF10 is NOT required for Kindergarten learners
Final Review of Forms Before Checking
The four key forms generated from the LIS that require careful review before the checking phase are:
✅ SF1 (Enrollment List)
✅ SF4 (February & March Reports)
✅ SF5 (Promotion & Proficiency Report)
✅ SF6 (Summarized Promotion Report)
All forms must be supported by valid documents to ensure accuracy before submission for final checking.
Awards and Certificates for Graduating/Moving Up Learners
For learners moving up from Kindergarten, Grade 6, Grade 10, and Grade 12, class advisers must:
🏅 Prepare awards and certificates following DepEd Order No. 36, s. 2016
📑 Ensure consistency between awards and SF1 records
Conclusion
The preparation of school forms before the checking phase is a crucial step in maintaining accurate and organized learner records. Class advisers must ensure that all information is properly validated, documented, and encoded in the LIS before proceeding to the final checking stage.
💬 Are you a class adviser? How do you manage your school forms efficiently? Share your thoughts in the comments below!