DEPARTMENT OF EDUCATION

Data Management and Information

Requirements Workshop
 Nationalistic Song
 Opening Prayer
 CHECKING OF ATTENDANCE

Karyl Anafe P. Manlangit

Administrative Assistance II
 DANCE
 OUTLINE OF PRESENTATION
Learner
•
Information
System
Enhanced
(LIS)
Basic
Information
System
(EBEIS)
Helpdesk
 Objectives
 To establish an accurate and reliable registry
of learners, and profile of schools which are
vital on its planning and budgeting, allocation
of resources and setting of operational targets.
 LIS Updates for K -10

• Cut-off age (5 years old) for Kindergarten in Public and

Private Schools, which will start their classes last June
2019, is August 31, 2019
• If schools started their classes last July 2019, cut-off age
will be September 30, 2019
• October 31, 2019 is the cut-off age for those schools that
will start their classes by August 2019
• Schools to set School Calendar in the LIS
 Registry: Kindergarten

“Kindergarten education shall mean “one (1) year

of preparatory education for children at least five
(5) years old as a prerequisite for Grade 1”
• RA 10157 Kindergarten Education Act of 2012
• RA 10533 Enhanced Basic Education Act of 2013
• Deped Order 20,s.2018 Amendment to DO 47,s.2016 Omnibus Policy on Kindergarten
Education
 Transfers (D.O 54, s. 2016)
• School to School Transaction
• Thru Courier Service with Respected Reputation
• Transfer Fees/Expenses Charge to MOOE/School Funds

• Thirty (30) Days Turn Around Time (August 31, 2019)

• No Holding of Document due to Financial Obligation (Public)
• SDO Thru SGOD Extend Technical Assistance
 Transfer / Move out
Screen shot from LIS
 Challenges

Awareness of School on D.O. 54,s. 2016

- Hard Copy Request
- Private Schools decline to approve transfer
- Unable to Contact Originating School
- Lost during transit
 Enrolment (DO 3, s. 2018)
Additional
Special Requirements for
Cases Required Documents Upon Enrollment Submission during the
SY
Learners from: • Birth Certificate or any equivalent legal • Permanent
documents Transcript of
• Philippines • Latest Report Card or any equivalent Academic Records from
School Record Originating School
Abroad
• Accepting school shall have the discretion to
determine the appropriate grade level in which
• Foreign
School to place the learner (DO 26, S. 1994)
Abroad • PEPT Certificate of Rating for learners who have
not completed the SY abroad, as long as three
grading periods have been completed, and for
learners who need grade level standards
assessment
 Enrolment (DO 3, s. 2018)
Additional
Special Requirements for
Cases Required Documents Upon Enrollment Submission during the
SY

• Non-DepEd • PEPT/PVT Certificate of Rating • None

Accredited • Birth Certificate from the PSA or the local
Schools
civil registrar; or barangay certification

• Balik-Aral • SF9 (formerly Form 138) of the last SY • Birth Certificate from
the PSA or the local
attended or PEPT Certificate of Rating, civil registrar, or
whichever is applicable barangay certification
 Enrolment (DO 3, s. 2018)
Additional
Special Requirements for
Cases Required Documents Upon Enrollment Submission during the
SY

• A & E Passer • A & E Elementary Level Certificate of

(Elementary) • Birth Certificate
Rating from the PSA or the
• A & E Passer local civil registrar,
• A & E Elementary Level Certificate of or barangay
(Secondary) Rating certification

• Displaced • Any proof of identity or any means as • SF9 (formerly form

Learners 138) and/or
directed by the Central Office • Results of PEPT or A
& E Test, if
applicable
  Requirements for the Correction of Names
(3 copies each)
• Letter Request of the student/parent addressed to the Regional Director,
DepEd Regional Office 7, Sudlon, Lahug, Cebu City
• Endorsement from the School Principal / Registrar of the school
• Copies of Birth Certificate duly certified by authorized officers
• Affidavit of (self/parent/guardian) attesting the veracity of the child’s data
• Affidavit of two disinterested persons
• School Records bearing the wrong names(diploma, Form 137 &etc.)
• ID picture 2x2 latest
• Alien Certificate of Registration (ACR) if, Non - Filipino
  SAMPLE RESOLUTION
(CORRECTION OF NAMES)
 Unsettled Account/Financial Obligation
(DO 3, s. 2018)
Temporarily Enrolled:
learner who are not
officially enrolled in ... but schools will use
Public School due to Affidavit of Undertaking
deficiencies in (Annex 3)
submission of
documentary
requirement
 Temporarily Enroled

• Receiving public school shall issue a Temporary Progress

Report Card. The TPRC is inadmissible for transfer and
enrolment but for the purpose of learning progress
monitoring only.
• At the End of School Year, learner cannot be officially
promoted to a higher grade level for the incoming SY or
graduated (attendance in graduation ceremony may be
decided by the School Division Superintendent).
 Temporarily Enroled

• No issuance of SF10/Form 137/Diploma

• Learner will not have the privilege to be

recognized for academic honors or any
citations
 Reminders in the LIS
 SPEd Tagging (Inclusive Education)
 Body Mass Index (BMI) Updating

 Pending Enrolments

 School Personnel accounts will be used in enrolling

 Preparation for School Checking of Forms
 EBEIS Updates
DATA COLLECTION PROCESS
 School to ENCODE in Excel Forms
o to be downloaded from BEIS based on school profile
 School to UPLOAD Excel Forms in BEIS
 Division Office / Representatives to VALIDATE the
document updated / uploaded by school
 Data Validation
In DepEd context:
Why Regions, SDOs and Schools need to validate their
respective data?

If conducting validation, how often?

What is the role of PPRD, PRS, School Heads and focal

persons of programs and projects of the Department?
SAMPLE DATA GENERATED FROM
THE SYSTEM
 DATA VALIDATION PROCESS

1. The Division will create EBEIS Division Validation Team composed

of the following members:
• Chairperson: SGOD Chief
• Vice-Chairperson: Planning Officer III
• Members:
• SEPS – M&E • Division ITO
• CID EPS – Special Programs • Health & Nutrition Personnel
• DRRM Coordinator • Finance Personnel
• Division Engineers • Youth Formation Officers
 DATA VALIDATION PROCESS
DATA ELEMENTS DIVISION FOCAL PERSON

EBEIS
Curriculum related data on learners EPS in-charge of the Special Program /
IPEd Sport District Coordinators
SPEd Madrasah
Multigrade SSES
DRRM and other related activities DRRM / DisRRM Coordinators
Teaching and Non-Teaching Personnel PSDS /Admin Officer / Bookkeepers
Data
Computer, Internet and other ICT Division ITO / District ICT Coordinators
equipment
MOOE Division Accountant
 DATA VALIDATION PROCESS
DATA ELEMENTS DIVISION FOCAL PERSON
Instructional / non-instructional Division Physical Facilities /
rooms, electricity, water and other Engineers
sanitation facilities, School
Location and Travel Details
School Health Nutrition including Health & Nutrition Personnel
solid waste management and
Tobacco Control
School Sports District Sports Coordinators
School Government Program Division Youth Formation Officers
(PDOs)
 DATA VALIDATION PROCESS

2. Division Table Validation shall be conducted and will be monitored using

the prescribed tool duly signed by the Division Focal Person.
3. The SDS shall signed the schools profile
4. The duly signed validation tool shall be stored at the PRS-SGOD.

5. All Validated School Forms/Profile will be returned to school subject for

finalization in the system.
6. Findings shall be resolved immediately
 DATA VALIDATION PROCESS

9. The Schools will prepare the Template, then submit to District

Offices. District Office will consolidate per concerns and submit
to the respective validators of the data being gathered.

10. After all the data in the district level are validated, district office
will submit per concern to SDO at SGOD - Planning Unit
  Helpdesk

Region Central

Division

District
Schools should not directly communicate to
the Central Office for any LIS / EBEIS issues
School and concerns
  Timelines
Activities Due Date
EBEIS
Data Gathering (Hardcopy) August 2 – 27, 2019
Submission for Validation August 28, 2019
Validation Period August 28 to Sept 16
Encoding in the System After validation until Sept. 30, 2019
System Closing September 30, 2019
  Timelines
Activities Month
LIS
BOSY encoding June - September
Housekeeping Period June - April
EOSY Updating
(preparation of SFs Checking) March to April

Note: Pls submit SF10/F137 or A& E Certificate or Kinder Completer Certificate with
Birth Certificate for ALL PENDING ENROLMENTS reflected in your DATA Correction
button.
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