RELEVANT DEPED MEMORANDUMS AND ORDERS

1. Basic Education Enrollment
Policy - Deped Order 3, S. 2018
Office of Planning Service

2. Enrolment Policy (DO 3,s.2018)
• New Entrant with no existing record in LIS (e.g. kinder,
balik-aral, transferred-in and others), is required to
accomplish the Basic Education Enrolment Form in
order to secure LRN– page 4
• Birth Certificate with *PSA validation is required. If not
available during enrolment, the following will do: Birth
Certificate (late registration) from local civil registrar,
Barangay certificate (name of child, date of birth,
gender, name of parents) – page 6
* NSO was replaced with PSA in 2014
2

3. Documentary Requirements
• In the absence of PSA Birth Certificate, the
parent or guardian must submit a Birth
Certificate from the local civil registrar or a
Barangay Certification containing the basic
information of the child.
• Reiterating DO. 58, S. 2017, the birth certificate
shall be an attachment to the learner’s
permanent record
3

4. New Indicators
• Moved In/Out – Learner who moved in/out in
between school years
• Temporarily Enrolled – learner who are not
officially enrolled due to deficiencies in
submission of documentary requirement
4

5. Enrolment Policy (DO 3,s.2018)
• Transferee from Private School with Financial Obligation can be
accepted in public school as temporary enrolled. An Affidavit of
Undertaking must be signed by the parent/guardian – pages 8 & 9
Learner can still attend classes, participate in class activities and
receive quality education without discrimination. Learner can also attend
higher grade level for succeeding SY in cases of unsettled account at the
end of SY. But in the absence of legal document as reference for
eligibility in admission, the following limitations must be observed:
Can not be officially promoted or graduated and recognized to receive
honor and other citations
Will only receive Temporary Report Card (SF9)
SF10/Form 137 will only be released/issued upon submission of Form
137 with official grades/ratings from Private School .
5

6. Special Cases
Special Cases Required Documents Upon Enrollment Additional
Requirements
for
Submission
During the SY
Learners from:
• Philippine
School
Abroad
• Foreign
Schools
Abroad
• Birth Certificate or any equivalent legal document
• Latest Report Card or any equivalent academic
record
• Accepting school shall have the discretion to
determine the appropriate grade level in which to
place the learner (DO 26, S. 1994)
• 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
• Permanent
Transcript of
Records
from
Originating
School
6

7. Special Cases
Special Cases Required Documents
Upon Enrolment
Additional
Requirements for
Submission during
the SY
• Non – DepEd
Accredited
Schools
• PEPT/PVT Certificate of
Rating
• Birth Certificate from the
PSA or the local civil
registrar; or barangay
certification
• None
7

8. Special Cases
Special Cases Required Documents
Upon Enrolment
Additional
Requirements for
Submission during
the SY
• Balik - Aral • SF9 (formerly Form 138) of
the last SY attended or
PEPT Certificate of Rating,
whichever is applicable
• Birth Certificate from
the PSA or the local
civil registrar, or
barangay certification
• A & E Passer
(Elementary)
• A & E Elementary Level
Certificate of Rating
• A & E Passer
(Secondary)
• A & E Elementary Level
Certificate of Rating
8

9. Special Cases
Special Cases Required Documents
Upon Enrolment
Additional
Requirements for
Submission during
the SY
• Displaced
Learners
• Any proof of identity or
any means as directed by
the Central Office
• SF9 (formerly form
138) and/or
• Results of PEPT or A
& E Test, if
applicable
9

10. Important Notes
• Date of First Attendance is referring to actual date of learner
that started attending classes
• Date of Last Attendance is referring to actual date of that
stopped attending classes
• No definite cut-off for transfer of learner from one school to
another. School Heads concern should exercise good
judgment in handling each special case giving the interest
and benefits of learner as the utmost priority
• Late Enrolment. Learner is required to attend at least 80% of
school days in a given School Year. School Head’s discretion
for special cases.
10

11. Important Notes
• Non Payment of voluntary contributions shall not
prohibit transfer/enrolment of learners
• Schedule of collection of fees not to be done
during release of CCT funds
11

12. Waiver for Temporarily Enrolled
12

13. Use of Enrolment Form
13

14. Clarification on Requirement of
Birth Certificate for Purposes of
Enrolment in DepEd Public
Schools

15. • Please also be informed that per the clarification from the
PSA, the birth certificate issued by the National Statistics
Office (NSO) has no expiration and is the same as the birth
certificate issued by the PSA. This is because the NSO is one
of the four statistical agencies that were merged under
Republic Act 10625 in order to create the PSA. As such, the
NSO copy of the birth certificate can be used for purposes of
enrollment and it is needless to require learners to secure a
new PSA birth certificate.

16. • The Birth Certificate issued by the PSA shall be used as
a reference in the encoding of pertinent information
in the Learner Information System for learners with no
existing profile.
• In the absence of a PSA birth certificate , a birth
certificate issued by the local civil registrar or a
barangay certification containing the learner’s basic
information may be submitted instead.

17. • Learners should be given until August 31st of the current
school year to comply with required documents.
• Submission of the birth certificate for purpose of enrollment
should only be done once during the duration of the
learner’s basic education. This can be attained by ensuring
that the birth certificate forms part of the attachment to the
learner’s permanent record as it is turned over from one
adviser to another or transmitted from school to school in
undertaking the transfer/move in process.

18. DepEd Order 20 s. 2018
DepEd Order 47 s. 2016
Office of Planning Service

29. What is the cut-off age for Kindergarten?
• The learner should be at least five (5) years old by June 1.
• Consider the transition provisions stated in D.O. 20.

30. What are the basic documentary requirements to enroll in
Kindergarten?
• Philippine Statistic Authority (PSA) birth certificate
• Affidavit of Identity certified by the Barangay (if birth certificate is not
available upon enrolment)
• Copy of Phil. ECD Checklist

31. My daughter is a Kindergarten Completer in SY 2017-2018 and
her birthday is September 15, 2012. Can she be accepted to
Grade 1?
• Yes. As stated in DO 20, learners who completed Kindergarten during SY
2017-2018 can enroll in Grade 1, provided that they turned five (5) years
old within SY 2017-2018.

32. Barbie was born on March 1, 2013. In June of school year 2017-2018, aware of the
Omnibus Policy in Kindergarten Education, her mom enrolled her in Nursery as she was
only 4 years and 3 months old (4.3); too young for Kindergarten by then. She just turned 5
years old on March 1, 2018 which was within SY 2017-2018.
Question: Can Barbie be enrolled in Grade 1 this coming SY 2018-2019 because she
turned 5 years old within SY 2017-2018?
Answer: No, because she was enrolled in Nursery in SY 2017-2018. She
cannot skip Kindergarten. She must enroll first in Kindergarten this SY
2018-2019, and complete it.

33. “Don’t rush kids into academic learning before ages six or seven. It’s a waste of
their precious time. Child development moves at the pace of evolution. Accept
its natural pace; don’t try to accelerate it. Playing ball, blocks and dress up is
exactly what your child needs to do, learning in her own time, at her own rate.
Young kids need ample time to explore and play- their brains and emotional
health depend on it”.
–Heather Shumaker (ECD advocate & book author)

35. Kindergarten is the first stage of compulsory and
mandatory formal education which consists of one
(1) year of preparatory education for children at least
five (5) years old as prerequisite for Grade One. For
overaged children and no kindergarten experience, it
is advised that they enroll in Kindergarten and then
the teacher recommends the child for placement
test.

36. Level in Pre-Kindergarten
a. In public schools, there is only one level prior to Grade 1, thus
after completing the kindergarten level the learner may be
recommended to Grade 1.
b. Private schools are advised to refrain from assigning levels to
Kindergarten i.e. Kinder 1 or Kinder 2 ass RA 10157 or
Kindergarten Education Act defines Kindergarten as a level
immediately preceding Grade 1. This will eliminate confusion
among parents in private schools to assure that Kindergarten by
any level is preparatory to Grade 1.

37. Philippine Early Childhood Development (ECD) Checklist
a. ECD Checklist is designed to objectively monitor a child’s development in
several domains: gross and fine motor, receptive and expressive language,
cognitive, self-help and social-emotional. This is intended for children aged
3 years and 1 month to 5 years and 11 months.
b. As indicated in DepEd Order No. 20 s. 2018, only those who passed the ECD
Checklist may be accepted to Kindergarten. Pass or with Standard Score 80-
119 (Average Over-all Development) in ECD means that the learners are
able and can exhibit preparatory skills needed for Kindergarten. The results
of the checklist may be used by the teacher to determine the necessary
interventions in attaining holistic development of a Kindergarten learner.

38. Philippine Early Childhood Development (ECD) Checklist
c. Only those who are trained in ECD administration are advised to administer
such to ensure the accuracy and validity of the results. It is further advised that
the incoming Kindergarten learner may take the ECD only once and
schools/districts are advised to send the names of takers to Curriculum
Instruction Division thru the Kindergarten focal person for monitoring purpose.
d. However, the officially enrolled Kindergarten learner will take the ECD
Checklist twice a year, beginning and end of the year, to evaluate the learner’s
competencies in all domains.

39. Kindergarten Catch-Up Education Program (KCEP)
a. KCEP is a n education intervention for children six (6) years old and above
who do not have access to schools or those who live under difficult
circumstances, such as but not limited, to chronic illness, displaced due to
armed conflict, urban settlement, disasters, extreme poverty, child abuse
such as domestic violence, neglect, abandonment, and who are not able to
finish Kindergarten Education Program.
b. It should be reiterated that KCEP is only provided to learner experiencing
such extreme factors and not a replacement of the Kindergarten Education.
c. DepEd Order No. 11 s. 2014 provides complete policy guidelines on the
Catch-up Program.

40. 6. Learners Information System (LIS)
a. BOSY/EOSY – On the basis of DepEd Order No. 20 on Transitory Provissions
C.1 (i) p. 3 states that learners who are 5 years old within the SY 2017-2018 can
be included in BOSY-Grade 1 given that the learner completed any pre-grade 1
levels such as Kinder 1 or Kinder 2. If the learner has no LRN because they are
not included in EOSY-Kinder or those who are affected by DO 47 s. 2016, the
SDO Planning Officers are advised to assign LRN to complete the enrolment in
Grade 1.
b. For this purpose, the results of ECD Checklist must be forwarded to Grade 1
teacher.

41. DepEd Order 54 s. 2016
Office of Planning Service

42. • Transfers. Please be reminded that processing transfers is a school-
to-school transaction. the following can be done:
• The originating school is obliged to send their former learner's documents to
the receiving school as soon as a request is made, regardless of how the
request was communicated.
• If the receiving school is still waiting for the originating school to transfer their
learner's documents, the receiving school must make an attempt to
communicate with the originating school to expedite the transfer.
• Learners and/or their parents or guardian are not allowed to hand-carry the
permanent record (F137) to the receiving school.
• In case of unavailability of F137 due to circumstances beyond our control, the
Report on Promotions (SF5) can be used as substitute, which is available at
the Schools Division Office
Transfer(DO 54,S.2016)

43. • For transfer-outs, the Decline button is meant to signify that the learner is still
enrolled in the originating school, and must NEVER be used by originating
schools to communicate non-clearance of financial and academic liabilities on
the part of the learner.
• If the originating school refuses to respond to or comply with the receiving
school's request, the recipient school may report the case to their Schools
Division Superintendent, who may mediate and enforce compliance to DO 54
s. 2016 (Guidelines on the Request and Transfer of Learner's School Records).
• The receiving school must include the following when making the report to
the SDS: LRN, Name of Learner, Grade Level, Originating School (include the
Region and Division), Date of Request, and Other Action Taken.
Transfer(DO 54,S.2016)

44. Transfer(DO 54,S.2016)

45. “In no case shall non-payment of voluntary school
contributions on membership fees be made a basis for non-
admission, non-promotion, or non-issuance of clearance to a
student by the school concerned.”
The incurred cost of requesting, processing, and releasing of
learner school records shall be charged against the SDO MOOE
for transactions under B.2 or school funds, such as school
MOOE, canteen funds, PTA, alumni funds, and other sources
subject to the usual accounting and auditing rules and
regulations.
Transfer(DO 54,S.2016)

48. School Forms
Concerns

49. 53
• Basic Profile
-Establish Identity of Learner as Registered
in LIS
• Academic Performance
- Track Academic Record
• Certification
-Eligibility of Transfer
53
Content and Format of SF10
Focus of School Form 10

50. Basic Profile and Eligibility
54
Insertion of school logo, school name,
division and region at the heading is strictly not allowed.

51. Important Notes
55
• *Only DepEd Official Logo and Seal is visible
• *Do not insert name of school and it’s logo at the
heading
• Learner’s Personal information must be copied-
pasted from LIS-generated SF1.
Applicable to SF10ES, SFJHS and
SF10SHS (renamed from form 137)
*Public Schools. Private Schools may customize SF10 to fit with their needs and branding.

52. 56

53. Important Notes
57
• May add/adjust list of subjects/learning areas (special
curriculum/program)
•Remark Column is not limited for “Passed or Failed”. Other
significant information such as Transferred Out/Dropped Out
may also reflect under remark column. (D.O. 8, 2015 & D.O.
36, 2016)
•Remedial Classes Box (D.O. 13, 2018)
•Curriculum issues/clarification – refer to CID/Curriculum
Experts

54. Certificate of Transfer
58

55. Important Notes
59
• For Transferred Out/Moved Out Only
• Signature over printed name by ink of the
Principal and the school’s official seal
• Send Original Copy for Transferred/ Moved Out
• Original Copy will be retained in the School where
the Learner completed/graduated education level
(Elementary/JHS/SHS).

56. SF 10 Procedure of Preparation and Transfer
60

57. Procedure
A. Preparation and Updating
 Class Adviser of Grade 1 and Grade 7 will prepare
one (1) copy of SF10 - ES and SF10 JHS with other
supporting documents
Class Adviser of other grade levels will update
using the same/original SF10
Every End of School Year ONLY (not every end of the
quarter)
Kindergarten will only use the ECCD checklist instead
of SF10/Form 137
61

58. Procedure
B. Transfer and Safekeeping
• School where the learner completed Grade 6 and Grade 10
will keep the Original Copy of SF10.
• Duplicate Copy will be kept by the originating school in case of
transfer to other school.
• Use separate grading box if transferred within the School Year.
Copy existing grades for previous quarter/s to complete the
current grading box.
• Policy on Transfer Document (Deped Order 54, S. 2016)
62

59. New School Forms for SHS
• SFs 1 to 7 same with the SFs of JHS except for
the semestral reporting (SHS SFs are different
from K-10)
• SF 5A will be updated at the end of each
semester.
• SF 5B is for Grade 12, candidate for graduation
only.
63

60. Important Notes
64
Form 137 was only renamed SF10-SHS
effective SY2018-2019 for incoming Grade 11.
Insertion of School Logo and Name at the
heading of SF10-SHS is not allowed.
Instructions stipulated in D.O. 69,s.2016 remain
enforce.

61. Process
65

62. Submission of School
Forms 4 and 7 for SY
2017-2018 (UM231)

63. Type Signed
Hardcopy
Excel Copy Deadline in the
Division Office
SF4 1 copy for
District Office
(public schools
only)
District Office
PAR Section
Every 2nd Friday
of July,
November and
April
SF7 Planning Section
thru Records
(public schools
only)
District Office
PAR Section
August 6, 2018

64. All school heads are advised to submit hardcopy and excel file of SF4
and 7 to District Office. District office shall facilitate the compilation
and submission of hardcopy to the records section (SF7 only) and e-
copies (SF4 & 7) to marbin.fragata@deped.gov.ph. Individual
school submission is highly discouraged.
If there are changes in the school personnel after the
submission date, the school can update their SFs and the
District shall facilitate the consolidation and submission.

65. Email Subject Format: <District Name><School Forms><Month><Year>
Zipped Folder <File Name DISTRICT NAME>
Sub Folder<File Name: Elementary>
Sub Folder <File Name: School Form 4>
Excel File <File Name: School ID, School A. Name>
Sub Folder <File Name: School Form 7>
Excel File <File Name: School ID, School A. Name>
Sub Folder<File Name: Secondary>

66. •Please be reminded of
that SF7 should be
notarized.

69. For teaching personnel, indicates the subject areas
taught, as well as designation as Class Adviser and
other administrative/ancillary assignments (if any).
For teaching-related and non-teaching personnel,
assignments are also indicated in this column

70. 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. Add
the total number of minutes per day for each
subject area and divide by 5 days.

71. Describes the highest educational attainment of
each school personnel indicating the specific
undergraduate or postgraduate degree, if
applicable, the academic major, area of
specialization or specialized training attended, as
well as the academic minor, if applicable

72. Remarks:
Particular information about the personnel (IP, Detailed or
other specific information required in the EBEIS/HRIS) or in
SF7-SHS include additional loads from JHS including details on
the number of teaching minutes per week

73. SCHOOL FORM 7 – School Personnel Assignment List and Basic Profile
- A list of the school personnel’s profile and official duty, such as teaching assignments, ancillary
responsibilities and etc.
SF7 – to be used by Elementary and JHS
SF7 shall be accomplished at the beginning of the school
year by the SCHOOL HEAD and submitted to the SDO.
In case of movement of teachers and other personnel
during the school year, an updated SF7 should also
be submitted to the SDO.
Please reflect subjects being taught and
if teacher handling advisory class or
Ancillary Assignment. Other
administrative duties must also
reported.

74. SF7-SHS – to be used by Senior HS
SF7-SHS shall be accomplished at the beginning of the
school year by the SCHOOL HEAD and submitted to the
SDO. In case of movement of teachers and other
personnel during the school year, an updated SF7-
SHS should also be submitted to the SDO at end of
semester.
Please reflect subjects being taught and
if teacher handling advisory class or
Ancillary Assignment. Other
administrative duties must also
reported.

75. Thank you!