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Annex B Data Description
DepEd school forms data description
Your Browser Doesn't Support Canvas. Showing the Text Content of the PDF Instead: Republika ng Pilipinas
Republic of the Philippines
KAGAWARAN NG EDUKASYON
DEPARTMENT OF EDUCATION
DepEd Complex, Meralco Avenue, Pasig City, Philippines
Annex A
LIST OF MODIFIED SCHOOL FORMS
Form Reference Code
Form Name
SF 1
School Register
SF 2
Daily Attendance Report of Learners
SF 3
Books Issued and Returned
SF 4
Monthly Learners’ Movement and Attendance
SF 5
Report on Promotion & Level of Proficiency
SF 6
Summarized Report on Promotion and Level of
Proficiency
SF 7
School Personnel Assignment List and Basic
Profile
Annex B
SCHOOL FORMS
Data Element Descriptions
Code and Name: SF1- School Register
Schedule: Beginning of School Year & End of School Year
Other instruction: Should provide detailed information per learner of the summary data being
reported to EBEIS (GESP/GSSP)
1
2
DATA ELEMENT
School ID
School Year
3
School Name
4
5
Grade Level
Section
6
Learner Reference Number
(LRN)
7
Name of Learner
8
Sex
(Male or Female)
Birth Date
9
10 Place of Birth (Province)
11 Age by June (1st Friday)
12 Mother Tongue
13 IP (Specify ethnic group)
14 Religion
15 House #/Street
16 Barangay
17 Municipality
18 Province
19 Name of Father
DESCRIPTION
A six (6) digit-number assigned to a school recognized in EBEIS
The prescribed period of time when schools offer daily instruction. It
covers10 months of regular schooling starting month of June
(Beginning of School Year) up to the month of March (End of School
Year) of the following year.
Official name of school as registered in DepED and EBEIS
A degree/stage of a learner classified according to age and progress.
A group of pupils/students convened together to receive instruction in
a given course or subject.
Twelve (12)-digit number which the pupil, student or learner shall
keep while completing the basic education program, regardless of
transfer to another school or learning center in the public or private
sector, and promotion/moving up to the secondary level. (DO22,
s.2012)
Name of an individual as reflected in the birth certificate or equivalent
document seeking basic literacy and functional life learning skills.
Learner's biological and physiological sex as reflected in the birth
certificate or equivalent document.
Date of birth of the learner as reflected in the birth certificate or
equivalent document.
The name of province where the learner was born as reflected in the
birth certificate or other equivalent document.
The actual age in years of a learner as of last birthday by the 1st
Friday of each school calendar year.
The language first learned by a learner; There are 19 major
languages identified in the recent DepEd Orders which are: Tagalog,
Kapampangan, Pangasinense, Iloko, Bikol, Cebuano, Hiligaynon,
Waray, Tausug, Maguondanaoan, Maranao, Chabacano, Ybanag,
Ivatan, Sambal, Aklanon, Kinaray-a, Yakan, and Surigaonon.
(DO 16, s. 2012 & DO 28, s. 2013)
A group of people or homogenous societies identified by selfascription and ascription by others, who have continuously lived as
organized community on communally bounded and defined territory.
The religious belief of the learner. For Muslim leaners, “Islam” will be
written instead of Muslim under this column.
Refer to the place/location where the learner currently holds
residence.
The name of father of the learner as reflected in the birth certificate or
equivalent document.
20 Name of Mother
21 Name of Guardian
22 Relationship to Guardian
23 Contact Number (of
Parents/Guardian)
24 Remark/s
The name of mother of the learner as reflected in the birth certificate
or equivalent document.
The person who oversees the welfare of the learner in behalf of the
parents.
The relationship between the learner and the guardian.
Contact number of the parents and/or the guardian of the learner.
Additional information about the learner’s status or particular
condition
Code and Name: SF2 – Daily Attendance Report of Learners
Schedule: Daily updating and for submission to the office of the principal/registrar on or before 5 th day
of the succeeding Month
Other instruction: Should be returned to the teacher/adviser after posting in SF4
DATA ELEMENT
1 School ID
DESCRIPTION
A six (6) digit-number assigned to a school recognized in EBEIS
2 School Year
The prescribed period of time when schools offer daily instruction.
It covers10 months of regular schooling starting month of June
(Beginning of School Year) up to the month of March (End of
School Year) of the following year.
Official name of school as registered in DepED and EBEIS
A degree/stage of a learner classified according to age and
progress.
A group of pupils/students convened together to receive
instruction in a given course or subject.
Month covered in the report
Name of the individual as reflected in the birth certificate or
equivalent document.
School day (Monday, Tuesday, Wednesday, Thursday and
Friday) and date in month being reported.
Total number of absences of each learner in the month reported.
3 School Name
4 Grade Level
5 Section
6 Month
7 Learner's Name
8 Date (Daily)
9 Total number of Days Absent (per
pupil)
10 Total number of Days Tardy (per
pupil)
11 Remarks
12 Enrolment as of 1st Friday of June
13 Late Enrolment
14 Registered Learner as of end of the
month
15 Percentage of Enrolment
(registered learner as of end of the
month over Enrolment as of July
31)
Total number of times a learner was late or spent less than the
required time in school (under time including cutting of classes)
during the month being reported.
Additional information about the learner’s status or particular
condition
The total number of enrolled learners as of 1 st Friday of June
Learners who reported to school beyond the cut-off of BoSY.
This reflects only the number of late enrollees during the month
being reported and not the cumulative total.
The actual number of learners who are officially enrolled and
registered (including transferred in) as of the last day of classes
for the month being reported. Learner/s who are
dropped/transferred out during the month or prior the last day of
classes for the month must not be added.
The percentage (%) of the number of registered learners with a
computation of:
Registered Learners as of end of
the Month
Percentage of Enrollment = --------------------------------------- x100
Enrollment as of 1st Friday of
June
16 Average Daily Attendance
The average daily number of learners attending classes during
the month being reported
Total Daily Attendance
Average Daily Attendance = ---------------------------------------Number of School Days in
reporting month
17 Percentage of Attendance for the
month
The percentage of the attendance for the current month with a
computation of:
Total Daily Attendance
Percentage of Attendance = ----------------------------------Registered Learner as of end of
for the Month
x100
the Month
18 Number of students with 5
consecutive days of absences
19 Drop out (M/F/Total)
20 Transferred In (M/F/Total)
21 Transferred Out (M/F/Total)
22 Signature of Teacher
23 Signature of School Head
Total number of learners who did not attend class for 5
consecutive days which can be used as basis for home visitation
Total Number of learners aggregated by male and female who
left school before completing the prescribed grade level within the
specified school year from 1st Friday of school calendar days to
March 31 and should not be included in the total enrollment as of
the same date
Total number of learners aggregated by male and female who
entered from one school to another, either government or private
from 1st Friday of school calendar days to March 31. Learner/s
who transferred in must be included when reporting total number
of learners as of the end of the month being reported
Total number of learner who left school to enter another school
as evidenced by a request for permanent record (Form 137) from
1st Friday of school calendar days to March 31. Learner/s who
transferred out should not be included in the total enrollment as of
the same date.
The name and signature of the teacher who prepared the form.
The name and signature of the school head attesting the
correctness of this form
Code and Name: SF3 – Books Issued and Returned
Schedule: Beginning of School Year and End of School Year Daily
Other instruction: All textbook being used should be reported regardless of number of books per subject
area.
DATA ELEMENT
1 School ID
DESCRIPTION
A six (6) digit-number assigned to a school recognized in EBEIS
2 School Year
The prescribed period of time when schools offer daily instruction. It
covers10 months of regular schooling starting month of June
(Beginning of School Year) up to the month of March (End of
School Year) of the following year.
Official name of school as registered in DepED and EBEIS
A degree/stage of a learner classified according to age and
progress.
A group of pupils/students convened together to receive instruction
in a given course or subject.
Month covered in the report
3 School Name
4 Grade Level
5 Section
6 Month
7 Name of Learner
8 Title of the Book & reference
for what subject area
9 Date Issued
10 Date Returned
11 Remarks/Action Taken
12
13
14
15
Total Male
Total Female
Total Learners
Total Copies Issued
16 Total Copies Returned
17 Signature of Teacher
Name of learner as reflected in the birth certificate or equivalent
document
The name of the book given to each learner. The subject area to
which the book is issued should also be reflected
The day the learner received the book allotted to him/her.
The day the learner returned the book allotted to him/her. (In case
of losses/unreturned, applicable code will be written in this column.
The codes are: FM=Force Majeure, TDO: Transferred/Dropout,
NEG=Negligence)
May provide additional information for lost/unreturned or damaged
books. Actions taken by the teachers are coded with the following
description: LLTR=Secured Letter from Learner duly signed by
parent/guardian (for code FM), TLTR=Teacher prepared
letter/report duly noted by School Head for submission to School
Property Custodian (for code TDO), PTL=Paid by the Learner (for
code NEG)
Total number of registered male learners
Total number of registered female learners
Total registered learners
The total number of copies of each textbook issued by the teacher
to the learners.
The total number of returned textbooks by the learners to the
teacher.
The signature above printed name of the teacher who prepared the
form.
Code and Name: SF4 – Monthly Learner’s Movement and Attendance
Schedule: on or before 10th day of the succeeding Month
Other instruction: Should be lifted from SF 2 submitted by teacher/adviser. Division office must be
furnished a copy of this report for the months of June (attachment to GESP/GSSP-BoSY) October and
March (attachment to GESP/GSSP-EoSY).
DATA ELEMENT
1 School ID
2 School Year
3 School Name
4 Section
5 Month
6 Name of Adviser
7 Grade/Year Level
8 Section
9 Registered Learners
(As of End of the Month)
(Male/Female/Total)
10 Attendance: Daily Average
DESCRIPTION
A six (6) digit-number assigned to a school recognized in EBEIS
The prescribed period of time when schools offer daily instruction.
It covers10 months of regular schooling starting month of June
(Beginning of School Year) up to the month of March (End of
School Year) of the following year.
Official name of school as registered in DepED and EBEIS
A group of pupils/students convened together to receive
instruction in a given course or subject.
Month covered in the report
The person in the school assigned to supervise, guide & direct a
specific class and actual teaching to his/her assigned class and
other classes, if there is any.
A degree/stage of a learner classified according to the age and
progress.
A class or group of students taking the same grade and
performance level
The number of learners (M/F/Grand Total) who are enrolled and
registered in the school in the current month.
This is the average daily attendance of learners by section/grade/
and total for school divided by the total number of school days for
the month.
Total Daily Attendance
Average Daily Attendance = ---------------------------------------Number of School Days in
reporting month
11 Attendance: Percentage for the
Month
The percentage of the attendance for the current month with a
computation of:
Average Daily Attendance
Percentage of Attendance = ---------------------------------- x100
for the month
Registered Learners as of end of
the month
12 Drop Out
Cumulative as of Previous
Month (Male/Female/Grand
Total)
13 Drop Out
For the Month
(Male/Female/Grand Total)
Total number of learners (male/female/grand total) who left school
in the previous months.
Total number of learners (male/female/grand total) who left school
in a current month.
14 Drop Out
Cumulative as of End of Month
Total (Male/Female/Grand
Total)
15 Transferred Out
Cumulative as of Previous
Month (Male/Female/ Grand
Total)
16 Transferred Out
For the Month
(Male/Female/Grand Total)
17 Transferred Out
Cumulative as of End of the
Month
(Male/Female/Grand Total)
18 Transferred In
Cumulative as of Previous
Month
(Male/Female/Grand Total)
19 Transferred In
For the Month
(Male/Female/Grand Total)
20 Transferred In
Cumulative as of End of the
Month
(Male/Female/Grand Total)
21 Name Signature of School
Head
The number of learners (male/female/grand total) who left
schooling from the previous months and the current month.
Total number of learners (male/female/grand total) who move out
of original school where he is officially enrolled to enter another
school from the previous months after enrollment.
Total number of learners (male/female/grand total) who move out
from the original school where he is officially listed to another
school in a current month.
The number of learners (male/female/grand total) who move out
from the original school where he officially listed to another school.
Note: total from the previous months and for the current month.
The number of learners (male/female/grand total) who move in
from one school where he officially enrolled to a new school from
the previous months after enrollment.
The number of learners (male/female/grand total) who move in
from one school where he is officially enrolled and transferred IN
to another school in a current month.
The number of learners (male/female/grand total) who moved in
from one school where he officially enrolled but opt to transfer to
another school from the previous months after enrollment
including the current month.
The name and signature of the school head who prepared the
form.
Code and Name: SF5 Report on Promotion & Level of Proficiency
Schedule: End of School Year
Other instruction: This will used for all grade/year levels regardless of curriculum program. Specific
instructions shall be observed in harmony with the implementation of K to 12 program.
DATA ELEMENT
1 School ID
2 Curriculum
3 School Year
4 School Name
5 Grade Level
6 Section
7 Learner Reference Number (LRN)
8 Learner's Name
9 General Average
10 Action Taken
DESCRIPTION
A six (6) digit-number assigned to a school recognized in
EBEIS
Systematic group of experiences or sequences of courses
or subject required for graduation or certification in each
level of education. For Grade levels implementing K to 12
Basic Education Curriculum, “K to12 BEC” will be reflected.
For the remaining grade/year level, “Restructured BEC” will
be written.
The prescribed period of time when schools offer daily
instruction. It covers10 months of regular schooling starting
month of June (Beginning of School Year) up to the month
of March (End of School Year) of the following year.
Official name of school as registered in DepED and EBEIS
A degree/stage of a learner classified according to age and
progress.
A group of pupils/students convened together to receive
instruction in a given course or subject.
Twelve (12)-digit number which the pupil, student or learner
shall keep while completing the basic education program,
regardless of transfer to another school or learning center
in the public or private sector, and promotion/moving up to
the secondary level. (DO22, s.2012)
Name of an individual as reflected in birth certificate or
equivalent document.
The average rating of a student in all subject areas taken in
a given school year written in a numerical value of 3
decimal places for honor students and two for non-honors.
Equivalent Descriptive Letter Value should be written in
close parenthesis. Leave this column blank for irregular
learners or learners with subject deficiencies.
Status of Learner as of End of School Year using the
following categories:
Promoted: Satisfied requirements in all subject areas
Irregular: with incomplete subject/s. This category implies
that the learner is promoted to the next level but with
deficiencies in one or more subject area/s. As per D.O. #
73, s. 2012 section G page 5, “If by the end of the school
year, the students are still at the Beginning level, they shall
be required to take summer classes.” Special instruction
for grade 1 children under the K to 12 Basic Education
Program was issued on March 2013 (D.M. 46, s. 2013).
Retained: Learner who was not able to complete even one
subject area.
11 Incomplete Subject/s
(Completed as of end of current SY)
12 Incomplete Subject/s
as of End of the current SY
13 Summary Table - Promoted
(Male/Female/Grand Total)
14 Summary Table - Irregular
(Male/Female/Grand Total)
15 Summary Table - Retained
(Male/Female/Grand Total)
16 Level of Proficiency- Beginning
(Male/Female/Grand Total)
17 Level of Proficiency- Developing
(Male/Female/Grand Total)
18 Level of Proficiency- Approaching
(Male/Female/Grand Total)
19 Level of ProficiencyProficient (Male/Female/Grand Total)
20 Level of Proficiency- Advanced
(Male/Female/Grand Total)
21 Name and signature of the Class
Adviser
22 Name and signature of the School
Head
The subject area from the previous level taken by the
student in the current school year because of previous
subject deficiency that he/she has passed in the current
SY.
This column is for K To 12 Curriculum and remaining RBEC
in high school.
The subject/s currently undertaken by the learner for the
current School Year but failed to pass. This column is for K
To 12 Curriculum and remaining RBEC in high school.
The no. of learners (male/female/grand total) who are
promoted to the next grade level for the next school year.
The no. of learners (male/female/grand total) who are
promoted to the next grade level for the next school year
but with deficiency in some subjects. (Applicable only to K
to 12 Curriculum)
The no. of learners (male/female/grand total) retained in the
same grade level for the next school year.
The no. of learners (male/female/grand total) who are at the
beginning level or whose numerical grade is 74% and
below.
The no. of learners (male/female/grand total) who are at the
developing level of proficiency or has numerical grade
ranges from 75% to 79%.
The no. of learners (male/female/grand total) who are at the
approaching level of proficiency or whose numerical grade
ranges from 80% to 84%.
The no. of learners (male/female/grand total) who are at the
proficient level of proficiency or whose numerical grade
ranges from 85% to 89%.
The no. of learners (male/female/grand total) who are at the
advance level of proficiency or whose numerical grade is
90% and above.
The name and signature of the teacher who prepared this
form.
The name and signature of the school head attesting the
veracity of this form.
Code and Name: SF6 – Summarized Report on Promotion and Level of Proficiency
Schedule: End of School Year
Other instruction: This will used for all grade/year levels regardless of curriculum program. Specific
instructions shall be observed in harmony with the implementation of K to 12 program
Name of Data Element
1
School ID
2
School Year
3
4
School Name
Promoted
(Male/Female/Grand Total)
5
Irregular
(Male/Female/Grand Total)
6
Retained (RBEC)
(Male/Female/Grand Total)
7
Level of Proficiency
Beginning
(Male/Female/Grand Total)
8 Level of Proficiency
Developing
(Male/Female/Grand Total)
9 Level of Proficiency
Approaching
(Male/Female/Grand Total)
10 Level of Proficiency
Proficient
(Male/Female/Grand Total)
11 Level of Proficiency
Advanced
(Male, Female, Grand Total)
12 Name and Signature of School Head
13 Name and Signature of DPO/EPS
14 Name and Signature of Schools
Division Superintendent
DESCRIPTION
A six (6) digit-number assigned to a school recognized in
EBEIS
The prescribed period of time when schools offer daily
instruction. It covers10 months of regular schooling starting
month of June (Beginning of School Year) up to the month
of March (End of School Year) of the following year.
Official name of school as registered in DepED and EBEIS
Total no of learners (male/female/grand total) in a certain
grade level who are promoted for the next grade level for
the next school year.
The no. of learners (male/female/grand total) who are
promoted to the next grade level for the next school year
but with deficiency in some subjects. (Applicable only to K
to 12 Curriculum)
Total no. of learners (male/female/grand total) in a certain
grade level retained in the same grade level for the current
school year.
Total no of learners (male/female/grand total) in a certain
grade level who are in the beginning level of proficiency.
Total no. of learners (male/female/grand total) in a certain
grade level who are in the developing level of proficiency.
Total no. of learners (male/female/grand total) in a certain
grade level who are in the approaching level of proficiency.
Total no. of learners (male/female/grand total) in a certain
grade level who are in the proficient level of proficiency.
Total no. of learners (male/female/grand total) in a certain
grade level who are in the advanced level of proficiency.
The name and signature of the school head who prepared
this form.
The name and signature of the Division's Planning Officer
or EPS who reviewed and validated this form.
The name and signature of the Schools Division
Superintendent attesting the veracity of this form.
Code and Name: SF7 – School Personnel Assignment List and Basic Profile
Schedule: Beginning of School Year
Other instruction: This will used for both public elementary and secondary schools. This should be
submitted to the Division Office as attachment of GESP/GSSP BoSY. In case of movement of school
personnel during the school year, an updated copy of this form will be submitted to the Division Office.
DATA ELEMENT
DESCRIPTION
1 School ID
A six (6) digit- number assigned to a school recognized in
EBEIS
2 School Year
The prescribed period of time when schools offer daily
instruction. It covers10 months of regular schooling
starting month of June (Beginning of School Year) up to
the month of March (End of School Year) of the following
year.
3 School Name
Official name of school as registered in DepED and EBEIS
4 (A) Nationally Funded Teaching
Teaching and teaching-related plantilla positions including
Related Items (Summary Table) Title those with provisional appointments. Title of Plantilla as
of Plantilla Position
reflected in the PSI-POP and/or appointment (generic,
where applicable). (Only Personnel actually reporting to
the school are to be included.
5 Number of Incumbent
The total number of personnel occupying the said Plantilla
Position.
6 (B) Nationally-Funded Non-Teaching Non-Teaching Plantilla positions approved by the
Items
Department of Budget and Management (DBM) whose
positions are not engaged in classroom teaching but
assist in the delivery of services such as Administrative,
Personnel, Supply, Records, Accounting and other
support roles in the school. Title of Plantilla as reflected in
the PSI-POP and/or appointment (generic, where
applicable). (Only Personnel actually reporting to the
school are to be included.
7 (C ) Other Appointments and Funding Title of Designation and Nature of Appointment
Sources
Designation as reflected in the contract or other related
document -Teacher, Clerk, Driver etc.;
Nature of Appointment or Employment Status refers to
Contractual, Substitute, Casual/Emergency, Job
Order/Contract of Service, Volunteer, etc.
In accomplishing this column, the designation title will be
reflected first before the nature of appointment. (Example:
Teacher – Contractual)
8 Number of Teaching & Non Teaching The total number of teaching and non-teaching
Incumbent/s
incumbents who are not holding plantilla / regular position
9 Name of Personnel
10 Sex
11 Fund Source
Employee’s complete name (Last Name, First Name,
Middle Name, Name Extension) as reflected in their
birth/baptismal certificate. (Arrange descending by
Position)
Employee’s sex as reflected in the birth/baptismal
certificate
Name of the institution or source that finances the
employment of the particular employee. Use “National”
For Plantilla item positions. Other fund sources may be
SEF Provincial, SEF Municipal, LGU, PTA, NGO (specify)
and others (specify)
12 Position/Designation
13 Nature of Appointment/Employment
Status
14
Educational Qualification – Degree/
Post-graduate
15 Educational Qualification – Major
16 Educational Qualification – Minor
17 Subject Taught (include Year &
Section) Advisory Class & Other
Assignment (Please Specify)
18 Daily Program (time duration)
– From / to
The official item or position assigned to an employee as
reflected in the appointment paper, contract or equivalent
document signed by the approving authority.
Each employee may either be any of the following :
Permanent : a permanent appointment shall be issued
to a person who has met all requirements of the
position including the prescribed civil service eligibility.
Temporary : issued to a person who meets the
education, experience and training requirements for
the position to which he/she is being appointed ,
except the appropriate eligibility.
Substitute: when the regular incumbent of a position is
temporarily unable to perform the duties of the
position, as when he/she is on approved leave of
absence, suspension, scholarship grant or
secondment. A substitute appointment is issued only if
the leave of absence of the incumbent is at least three
(3) months except in the case of teachers.
Coterminous status : issued to a person whose
entrance and continuity in the service is:
Based on the trust and confidence of the
appointing authority or head of unit;
Co-existent with the incumbent;
Limited by the duration of the project;
Co-existent with the appointee;
Appointments of personnel under the ForeignAssisted Projects (FAP) shall be co-terminus
with the project.
Contractual : issued to a person who shall undertake
specific work or job for a limited period of time not to
exceed one (1) year
Casual/Emergency: used only for essential and necessary
services where there are not enough regular staff to meet
the demands of the service. These are normally
emergency laborers hired for a period not exceeding six
(6) months.
*Job Order/Contract of Service
* Volunteer
Highest Educational Attainment
Area of Specialization/field of study or specialized training
Indicate subject areas being taught (include
administrative/ancillary assignment if any). Advisory
class must be included in reporting teacher’s assignment.
Assignment of non-teaching personnel shall also reflect in
this column.
For Teachers only. This is the daily schedule of the
teacher for the subject areas he/she handles on a weekly
basis. Total assigned teaching minutes per week for each
subject area must be reflected.
19 Average Teaching Minutes per Day
20 Remark/s (For Detailed Items,
indicate name of school/office)
21 Name and Signature of School Head
Add the total number of minutes per day for each subject
area and divide by 5 days.
Particular information about the personnel (IP, Detailed or
other specific information required in the EBEIS/HRIS)
The name and signature of the school head who prepared
this form.
