DepEd Order No. 4, s. 2014, dated January 30, 2014, is titled “Adoption of the Modified School Forms (SFs) for Public Elementary and Secondary Schools Effective End of School Year 2013-2014.” It replaced the old school forms with seven modified School Forms, SF-1 to SF-7, for all public elementary and secondary schools. It was signed by then Education Secretary Br. Armin A. Luistro FSC.
The order says the new forms went through review, validation, and consultation with end-users, and were aligned with the K to 12 Program. DepEd’s stated goal was to lighten paperwork so that teachers and school heads can focus on their core work of curriculum delivery.
On this page 7 sections
Key points
- Seven forms replace the old ones. SF-1 to SF-7 replace the previous school forms. The order counts 16 old forms.
- SF-5 and SF-6 came first. From the End of School Year (EoSY) 2013-2014, all public schools had to use SF-5 and SF-6. These replaced Forms 18 and 20 and the List of Graduates.
- All seven forms from SY 2014-2015. By School Year 2014-2015, all public schools had to use all seven modified forms.
- Do not change the forms on your own. Changing the forms or adding new data elements without proper clearance is discouraged.
- Data must match DepEd’s systems. Entries must agree with the data in the Enhanced Basic Education Information System (EBEIS) and the Learner Information System (LIS).
- Deadline for Beginning of School Year reports. The cut-off for recording the Beginning of School Year (BoSY) reports in all the SFs is the Friday of the first week of classes each school year.
- School heads are accountable. School heads will be held accountable and liable for any deliberate wrongful entry on the forms.
The seven modified school forms and what they replace
| New form | Old forms it replaces |
|---|---|
| SF-1: School Register | Form 1 (School Register); Master List of Learners; STS Form 2 (Family Background and Profile) |
| SF-2: Daily Attendance Report of Learners | Form 1 (School Register – Daily Attendance); Form 2 (Teacher’s Monthly Report of Enrolment and Attendance) |
| SF-3: Books Issued and Returned | Form 1 (School Register – Books Issued and Returned); Inventory of Textbooks |
| SF-4: Monthly Learner’s Movement and Attendance | Form 3 (Principal’s Report on Enrolment and Attendance); STS Form 4 (Absenteeism and Dropout Profile) |
| SF-5: Report on Promotion and Level of Proficiency | Form 18-E1 (Report on Promotions, Grades 1-3); Form 18-E2 (Report on Promotions, Grades 4-6); Form 18-A (Report on Secondary Promotions) |
| SF-6: Summarized Report on Promotion and Level of Proficiency | Form 20 (Summarized Report on Promotions) |
| SF-7: School Personnel Assignment List and Basic Profile | Form 12 (Monthly Status Report for Teachers); Form 19 (Assignment List); Form 29 (Teacher Program); Form 31 (Summary Information of Teachers) |
Who it covers
The order applies to all public elementary and secondary schools. It is addressed to DepEd undersecretaries, assistant secretaries, bureau directors, directors of services, centers and heads of units, regional directors, schools division and city superintendents, heads of public elementary and secondary schools, and all others concerned.
Where to get the forms
- Instructions and data definitions. The forms, with instructions on how to fill them out, are in Enclosure No. 1 of the order. The description of each data element is in Enclosure No. 2.
- Pre-filled forms from the LIS. SF-1 to SF-6 can be downloaded from the Learner Information System, with each learner’s basic information already filled in from the latest records.
- Excel templates in the meantime. Until the LIS and the Human Resource Information System (HRIS) were fully running, Excel templates of the forms were offered on the DepEd website, along with an instructional video on using the new forms.
Questions and help
The order names the Office of the Planning Service (OPS) to coordinate and monitor the use of the modified forms. OPS also serves as the helpdesk for questions and problems. The order lists Mr. Jonathan F. Diche of the OPS as the contact, at telephone no. (02) 635-3983 and telefax no. (02) 633-7256. These details are from 2014.
The order directs immediate dissemination and strict compliance.
Related reading
- DepEd eHRIS Frequently Asked Questions and User Guide
Frequently asked questions
What are the DepEd modified school forms?
They are seven forms, SF-1 to SF-7, adopted under DepEd Order No. 4, s. 2014 for public elementary and secondary schools. They cover the school register, daily attendance, books issued and returned, monthly learner movement, promotion reports, and the school personnel list.
When did schools have to start using the modified school forms?
SF-5 and SF-6 were required from the End of School Year 2013-2014. All seven forms were required by School Year 2014-2015.
Which old forms do SF-5 and SF-6 replace?
SF-5 replaces Forms 18-E1, 18-E2, and 18-A, the reports on promotions. SF-6 replaces Form 20, the Summarized Report on Promotions. Together they also replace the List of Graduates.
Can schools change or add items to the school forms?
No. The order discourages changing the forms or adding new data elements without proper clearance.
What is the deadline for the Beginning of School Year reports in the school forms?
The cut-off for recording the BoSY reports in all the SFs is the Friday of the first week of classes each school year.
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