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Don’t Fail to Follow the General Guidelines on Enrollment: Helpful for Parents, Students, and Teachers

Don’t Fail to Follow the : Helpful for Parents, Students, and Teachers

The guidelines on enrollment are important because they provide the basis of what the teachers, parents, and students have to do before enrollment, especially the requirements to bring when the students enroll. Temporary enrollment is not good because it is better to be regular than have an irregular status of enrollment.

In this article, you can read the process through guidelines on enrollment in DepEd. Enrollees can be guided as to what to do before going to school and enrolling. The school should follow the guidelines for enrollment to make the flow of enrollment smooth and fast.

As the students return to the regular classes and the school system removes blended learning from the curriculum, a new set of policy guidelines for basic education enrollment will be released. Still, because the policy mentioned above hasn’t been made public yet, it would be helpful to learn about the current approach and how enrollment usually works.

DepEd Order No. 35 s. 2022, Guidelines on Enrollment for SY 2022-2023 in the Context of Re Introduction of the In Person Classes.

1. In preparation for the opening of School Year (SY) 2022-2023 on August 22, 2022, and in consideration of the easing of mobility restrictions, the Department of Education (DepEd) will be implementing the enhanced enrollment procedures that are reflective of the current health and safety situation in the country for SY 2022-2023. Consistent with DepED Order (DO) No. 034, s. 2022 or the School Calendar and Activities for the School Year 2022-2023, the enrollment shall begin on July 25 to August 22, 2022.

These guidelines shall apply for SY 2022-2023. The provisions on DO No. 03, s. 2018, which discusses the eligibility and documents requirements in the registration ,tagging, and enrollment-recording protocols shall remain in effect.

The following table presents the eligibility standards and minimum documentary requirements for each key grade level.

 

Level

 

Eligibility Standards

 

Documentary Requirements

 

Kinder

Children aged five years old by August 31st of the school year they will enroll in (DepEd Order 47, s. 2016, Omnibus Policy on Kindergarten).
  • Philippine Statistics Authority (PSA) Birth Certificate

Formerly National Statistics Office (NSO)

 

Grade 1

 

 

Children who have completed Kindergarten programs in DepEd accredited schools and centers.
  •  Kindergarten Certificate Completion
  • PSA Birth Certificate
Children who are six years old and above by August 31st of the school year they will enroll in and who have not completed Kindergarten.
  • Result of ECCD Assessment Checklist
  •  PSA Birth Certificate

 

The following table presents the eligibility standards documentary requirements for each key grade level.

Level  Eligibility Standards Documentary Requirements
 

Kinder

 

Children aged five years old by August 31st of the school year they will enroll in (DepEd Order 47, 2016, Omnibus Policy on Kindergarten)
  • Philippine Statistics Authority (PSA) Birth Certificate

Formerly National Statistics Office (NSO)

Grade 1

 

 

 

Children who have completed Kindergarten programs in DepEd accredited schools and centers.
  • Kindergarten Certificate of Completion
  • PSA Birth Certificate
Children who are six years old and above by August 31st of the school year they will enroll in and who have not completed Kindergarten.
  • Result of ECCD Assessment Checklist
  • PSA Birth Certificate

 

Level Eligibility Standards Documentary Requirements
Children who have completed any form of Kindergarten program in non-DepEd accredited learning and day care centers, or home-schooled learners.

(DepEd Order 47, s. 2016, Omnibus Policy on Kindergarten)

  • Result of PEPT or PVT
  • PSA Birth Certificate
Grade 7 Grade 6 Graduate

 

  • SF 9 Grade 6 (Formerly Form 138)
PEPT Passer or A&E Test Passer
  • Result of PEPT or A&E Test
  • PSA Birth Certificate
Grade 11 Grade 10 Completer

 

  • SF 9 Grade 10 (formerly Form 138)
PEPT Passer or A&E Test Passer
  • Result of PEPT or A &E Test
  • PSA Birth Certificate

In the absence of a PSA Birth Certificate, the parent or guardian must submit a Birth Certificate (late registration) from the local civil registrar or a barangay certification containing the basic information of the child such as:

  • Name of the child (first name, middle name, last name )
  • Name of parents
  • Date of birth
  • Sex

If the documents mentioned above are not submitted by the end of Early Registration, learners will be given until August 31st of the school year they will enroll in to produce and submit the required documents.

Submission of the learner’s Birth Certificate from PSA or the local civil registrar, or barangay certification for purposes of enrollment will only be done once during the duration of a child’s basic education. As provided in DO. 58, s. 2017 the birth certificate shall be an attachment to the learner’s permanent record.

V. Enrollment Procedures

Enrollment for SY 2022-2023 shall primarily be administered through the following:

  1. In-person enrollment. This may be done in the schools where parents and/or learners can physically process the enrollment while observing minimum health and safety standards (i.e., wearing of facemask, temperature checks upon entry, availability of alcohols, and physical distance).
  2. Remote enrollment. This can be facilitate by filling out of the digital forms and sending it through the official email address of the school or through any of the available messaging platforms provided by the school.
  3. Enrollment through drop box forms. Parents/legal guardians or the learners may fill out the forms in their homes and physically submit it through drop boxes in the schools where the learners are to be enrolled. Alternatively, schools may establish a drop box in front of the school, in every Barangay Hall, or in any other visible location where parents and legal guardians can get the printed copy of the BEEF and submit the filled up Form in the same drop box.

The School Enrollment Focal Person (SEFP) shall receive all submitted enrollment forms and turn them over to grade level coordinators (if applicable), who shall then distribute them to prospective advisers. Prospective advisers shall encode the Enhanced BEEF (see Annex 1) in the LIS Beginning of School Year (BOSY) Facility and register the DOFA of the learner.

  1. Pre-data Collection

a. Designate School Enrollment Focal Person (SEFP), Grade Enrollment Chair(GLEC) and ALS Enrollment focal Person (AEFP)

School heads shall designate an SEFP who will oversee the overall conduct of enrollment in the school, whether in-person or remote. For schools with a higher capacity to accept enrollees, a GLEC may be designated by the school head to facilitate the smooth implementation of enrollment procedures in their respective grade levels. The GLEC shall receive all Enhanced BEEFs and turn them over to prospective class advisers.

b. Deadline for submission of documentary requirements

The deadline for the submission of documentary requirements under Section V-A of DO No. 03, s. 2018 shall be on October 31, 2022 for both public and private schools.

Only schools and their personnel shall transmit the learners’ records, whether internalize (e.g. between a learner’s previous and incoming class advisers) or externally (i.e. between schools). Schools shall not compel learners and/ or their parents/legal guardians to take responsibility in the transmission of school records. This is in accordance with DepEd Order No. 54, s. 2016 (Guidelines on the Request and Transfer of Learner’s School Records).

c. Options to transmit electorate format/scanned copy of credential document for specific grade levels.

For Grade 6 graduates and Grade 10 completers who already enrolled in Grade 7 and Grade 11, respective, transmission of the scanned copy of Form 137/SF10, together with other supporting or attached document to the receiving school is an option, provided that the request was made thru LIS portal –Tracking /Transfer facility, as instructed in DepEd Order 54, s. 2016 (Guidelines on the Request and Transfer of Learner’s School Records) The school official email ([email protected]) shall be used in the sending/receiving of the records by both schools.

The option to transmit to scanned credentials/documents through the official email, instead of sending the hard copies of the documents, is also applicable for kindergarten completers who opted to transfer and enroll to Grade 1 in another school.  ALS Teaching may also use this option in sending electronic/scanned copy of Portfolio| Assessment Passer |Certificate for Elementary and Junior HS completers who enrolled in Grade 7 and Grade 11, respectively.

  1. Data collection and Reporting

Learners and/or their parents/legal guardians shall use printed Enhanced BEEFs as the main document for enrollment in their school of choice. However, schools may also adopt various means in the collection of Enhanced BEEFs.

B. Enrollment Quick Count Reporting

There will be a daily reporting of enrollment count and summary result of Enhanced BEEF and ALS ModifiedAF-2 from the start of enrollment period until one month after the opening of classes using the Quick Count Facility in LIS. Instruction and system tutorial guide will be made available through the LIS support tab.

C.2. Transferred Out from Private School with Unsettled Financial Obligation

For learners who moved/transferred out from Private Schools but still have outstanding financial obligations, the receiving public school is instructed to accommodate the learners and assist the parent in the execution of an affidavit of undertaking, as stipulated in DO No. 03, s. 2018.

The originating Private School, within thirty (30) calendar days upon receipt of electronic notification of transfer through LIS Portal-Tracking/Transfer Facility, is requested to review the validity of the request and take required action by confirming the transfer request: and clicking the unsettled account check box to tag/mark in the system that the learner is just Temporarily Enrolled in the current school, consistent with Section V-C of DO No. 03, s. 2018 which states that such learners “shall be required to submit on Affidavit of Undertaking signed by parent/guardian in order to be temporarily enrolled.

Governance Level Pre-Data Collection Data Collection Data Retrieval
School/CLC

 

Support and assistance

  • Ensure that all teachers have facility and assistance in data collection and LIS encodings

Coordination and linkages

  • Coordinate with LGU on the conduct of enrollment

Communication

  •  Disseminate information on the enrollment especially to parents/legal guardians
Monitoring

  • Monitor data collection and encoding in the system

Technical support

  • Provide support to teachers during data collection and encoding

Accountability

  •  School Head shall be responsible for the accuracy of data inputted on both LIS Data Quick Count and LI(S BOSY facilities
Analysis and evaluation

·       Assess summary of results from the Enhanced BEEF

  • Assess how these results may affect the learning delivery.
  • Prepare regular community enrollment updates for public consumption.

VI. Data Privacy

  1. Schools shall properly dispose of accomplished enrollment forms after the BOSY encoding in the LIS, by using a shredder or any similar means that will ensure that the information of the learners will not be identified.
  2. The Data Protection Officer shall ensure DepEd’s compliance with requirements of the Data Privacy Act during the enrollment process. The said officer may issue further guidelines as necessary.

The guidelines on enrollment are very clear on what the parents and students do. They have to bring the important documents so that the advisers cannot be burdened with waiting for the students’ lack of documents.” In the guidelines on enrollment, the school should also require those documents on the school Facebook page or group chats to make the parents and students ready with all those documents.

The principals should set everything by following the guidelines on enrollment, not the teachers alone. Non-teaching personnel should also help with the enrollment. Guidelines on enrollment have been there already on what documents to bring. So there is no reason for not bringing those documents.

Some parents and students did not follow the set schedule. Others are to be enrolled when classes have already started. Therefore, posting the schedule and guidelines on enrollment should also be posted on the Facebook page or group chats of teachers and students.

Guidelines on enrollment should be followed by schools in DepEd so that the documents of the students should be intact before the classes start. It is important to remember that the advisers become stressed waiting for the documents to comply. At the end of the school year, some students did not complete the requirements.

To make the enrollment fast, all documents must be submitted to the person in charge of the enrollment. The guidelines on enrollment mentioned the following documents to be submitted during enrollment: The guidelines on enrollment are very helpful for parents and students because they will be guided as to what to bring. If there are any unmet requirements, it may be resolved by the last day of August.

So students, follow the posted documents on your Facebook page, especially the grade 7 and grade 11 students. The teachers, students, and parents are required to follow guidelines on enrollment. Guidelines on enrollment should be easily complied with by the parents if they are working on the documents ahead of time.

Read DepEd Order No. 35 s. 2022, Guidelines on Enrollment for SY 2022-2023 in the Context of Re Introduction of the In Person Classes for more details.

Guidelines on Enrollment for SY 2022-2023
Doki | Helpline PH

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