SCHool forms review (Phase I)

SCHool forms review (Phase I)1

Highlights of the Project Study & RecommendationsJUNE 2013

PRESENTATION OUTLINESITUATIONEROBJECTIVESSCOPE & LIMITATIONSFINDINGS & ACTIONS TAKENRECOMMENDATIONS1I. SITUATIONerTable 1: Number of Hours Spent in Preparation of 36 Common Forms (SY 2011)Est. number of hours spent*Elementary School FormsHigh School FormsDivision SupervisorsTeacherSchool HeadTeacherSchool HeadPer Day1.9 hrs1.5 hrs1.9 hrs1.8 hrsPer School Year388 hrs(49 working days)306 hrs(39 working days)382 hrs(48 working days)358 hrs(45 working days)160 hrs(20 working days)2. At the divisions, education supervisors devote at least 4 weeks during the annual (EoSY) checking/review*Computation of hours is based on average number of hours spent per form 1. Teachers and school heads consume too much time and effort in preparation of the 36 common forms2One Working day is equivalent to 8 hours

1. Computation estimate is based on the average level of efforts of 20 184 Teacherx, 20 School Heads20 Schools (12 ES and 8 SS) in 11 Divisions within 5 Regions

2. Division Level: 42 Education Supervisors in 11 Divisions Current Practice: 60 to 120 minutes per section (ave. 45 learners). Total 15 Forms Focus information: basic information of learner 4, performance and grading: 4 To check with the following for accuracy: Form 18 E1 & E2, Form 18A, Form 20, Diploma, List of Graduates

23. July and April are the busiest months1st Grading2ndGrading3rdGradingAugustNovemberJanuaryMarchJuly ES: Teacher: 117 Hours School Head: 104 Hours HS: Teacher: 71 Hours School Head: 100 HoursApril ES: Teacher: 141 Hours School Head: 115 Hours HS: Teacher: 108 Hours School Head: 91 HoursNumber of Forms Fig. 1: Number of Forms Submitted MonthlyI. SITUATIONer3Estimated hours only: Average hours and nos. of forms for ES and HS Teacher & school head

BoSY: ES Teacher 30%, ES SH: 34%, SS Teacher 19%, SS SH 28%

EoSY: ES Teacher 36%, ES SH: 38%, SS Teacher 28%, SS SH 25%

Strategically, these two reporting periods are critical for teachers/school head to conduct assessment of learners needs (BoSY) and evaluate performance outcome at the EoSY.

344. Some of the questions asked on school forms are outdated Days Attendance in Grade from the Previous and Current YearsNumber of Years in School & Total (per learner)Age of Learner as of April (per learner)Corrected enrollmentDate began and ended reading including nos. of pages (textbook)Occupation of teachers husband/wife in assigning teaching loadsRounding up of age of learner in age profiling (6 months and above=1 year)

I. SITUATIONer4. Form 1 (1960s), Form 2 (1925), Form 3 (1937), Form 18s & 20 (1940 latest) Form 19 & 31 are requiring irrelevant information in assigning teaching load (Rounding Up)Form 1 which is the basis of age profiling of learner in the EBEIS. Observation : School Register-Age Profile Computation. Teachers are still using fractions of , & year in the Form 1 as of July 31 . When updating report to EBEIS school account using the Form 1 as reference , fractions from (6 months) to were rounded up to the next whole number resulting to higher reported overage. As the current practice

455. Most forms contain duplicate informationLearner Basic Information & Academic PerformanceTeacher Basic Information & Teaching Loads

6. Region/division officers revise the general forms or introduce their own forms for the use of their local officesSREAT in Region IV-AAccommodation Forms in NCR

7. Approx. 22 metric tons of special size paper Reports on Promotions (Form 18) alone are stored and accumulated annually in the division I. SITUATIONer56To update data elements in existing school forms to create simplified new school forms but without compromising the quality of data gathered.

To reduceNumber of formsNumber of data elementsTime and effortBudget

II. OBJECTIVES67Based on a group which conducted the study on school forms, 36 common forms were reviewed and from which 16 forms were finalized as a priority for Phase 1.36 identified as most common school forms (General Forms)65 school forms from the inventory conducted June 201216 forms as priority for review (Phase 1)

III. Scope & LimitationsTeam Composition 1 Regional Planning Officer (RII) 1 Division School Superintendent (IV-A) 3 Division Education Supervisors (RIII & IV-A) 2 Division Planning Officers (RIV-A & RIV-B) 1 Public School District Supervisor (R IV-A) 2 Secondary School Principals (NCR, III) 4 Elementary School Principals (NCR & III) 3 Secondary School Teachers (NCR, III & IV-A) 3 Elementary School Teachers (NCR & IV-A)

Average Years of Service in DepED: 17

OPS-PDED (Facilitation, Coordination & Documentation) PPD, RSD, BEE & BSE representatives (resource persons)

(The team was organized thru the Office of Planning Service and Office of the Chief of Staff on June 2012 to conduct study and introduce policy recommendation that in effect will unload teachers and school heads of unnecessary clerical and recording tasks)Prioritization Criteria:

Utilize in all public schools offering general curriculumMost common redundancies of information that making the form tedious to accomplish (less appreciation)May maximize the availability of LIS and HRIS78CURRENT (Form Code Form Name) ()=number of data elementsDescriptionMODIFIED (Form Code Form Name) ()=number of data elements1. Form 1 School Register/Daily Attendance/Inventory of textbooks (24)2. STS Form 2-Learner /Family Profile (18)3. STS Form 4-Absenteeism and Dropout Profile (27)4. Form 2- Monthly Report of Attendance (45)5. Form 3 -Principal Report of Enrolment & Attendance (81)6. Master list of Learners (13)7. Inventory of Textbooks (25)Official List of LearnersSF 1 School Register (23)Record of daily attendanceSF 2 Daily Attendance Record (39)List of books issued to/returned by with corresponding dateSF 3 Books Issued & Returned (18)Monthly & cummulative records of enrollment, attendance and movement of learnerSF 4 Monthly Learner Attendance and Movement (51)8. Form 18-E1 - Report on Promotion (Grades I-III) (62)9. Form 18-E2 - Report on Promotion (Grades IV-VI) (108)10. Form 18-A - Report on Promotion for High School (64)11. List of Graduates (12)List of Learners that promoted to the next grade level or graduated. Along with the Final Rating is the level of proficiencySF 5 Report on Promotion and Level of Proficiency (33)12. Form 20 - Summary Report on Enrolment and Promotion (72)Total number of learners promoted per grade level and graduatedSF 6 Summary Report On Promotion & Level of Proficiency (44)13. Form 12 Teacher Status Report (18)14. Form 19 Assignment List of Teachers (22)15. Form 29 Teachers Program (19)16. Form 31 Summary Information of Teachers (24)Inventory list of school personnel with description of assignment

SF 7 School Personnel Assignment List & Basic Profile (33)Display Modified FormThe sixteen priority forms were modified according to intent and efficiencyIV. Results & ACTIONS TAKENClassification of 16 Forms

12 Forms Focus in LearnerForms Focus in Teachers

5 Forms For Elementary Only2 Forms - For Secondary Only9 Forms Both Elementary & Secondary

Result of Modification: 7 forms for both ES and SS89Out of the total 634 data elements from 16 forms , 403 were removed due to redundancy / no longer usefulThe 231 total data elements from 7 Modified forms consist of 126 retained from current forms and 105 newly created data elements. *Total Data Element is the sum of data elements per form (not the total number of unique data elements)CurrentModifiedNumber of forms167Number of data elements*634231Hours spent by teacher29832Hours spent by school head12024Annual purchasing/printing costP46.7MNoneTable 3: Changes for the Current and Modified FormsFrom the modifications, the current sixteen forms were reduced to seven (7) modified forms.9IV. Results & ACTIONS TAKENMajority of these forms were used since 1950s using the 1920s Policy Issuances and Circulars as referencesMost repeated data element in school forms is the basic information of learners and enrolment data. School-based information should provide details of aggregated figure/numbers being elevated in division, region and central level (school should have ready information of the breakdown of EBEIS report)

91 Regional Assistant Director4 Regional Supervisors4 Regional Planning OfficersFigure 2: Consultation and Feedbacking6 Schools Division Superintendents5 Assistant School Division Superintendent42 Division Education Supervisors11 Division Planning OfficersReviewed/Checked in the Division LevelQuality Assured in Regional LevelNOVEMBER 2012 TO MARCH 2013DATA COVERED: SY-2012-2013The modified forms were tested in pilot schools and divisions. It went through a process of consultation and feedback.20 Schools (12 ES and 8 SS) in 11 Divisions within 5 Regions20 School Heads184 TeachersReplacing existing equivalent formsActual utilization, testing, and modeling of modified forms 10IV. Results & ACTIONS TAKENTopologies of SchoolsHighly Urbanized with large population and IT: 5 schools ( 3 ES) 3,000 t0 6,200Developed Provinces (300 up to 1,000, with access to computer/limited internet) 4 (2ES)Underserved (small population less than 300 , limited access computer: 2 schools ( 2 PS)Underserved (small population less than 300 , isolated/no computer): 3 schools ( 2 PS)

10Table 4: Approaches/Strategies Applied During ModelingNote: Accessing LIS was done only for the purpose of generating basic information of learner with corresponding LRN. 11Scenario in SchoolStrategiesA . With computer, onlineModified forms in Excel file with preloaded learner information which was copied directly from online LIS. Updating of records such as attendance and performance were done manually (but can also be encoded).B. With computer, offlineModified forms in Excel file with preloaded learner information which was accessed and copied by other division/district heads/ nearby schools from online LIS. Updating of records such as attendance and performance were done manually (but can also be encoded).C. Without computerModified forms in hardcopy with preloaded learner information which was accessed and copied by other by division/district heads /nearby schools from online LIS. Updating of records such as attendance and performance were done manually (in written form).IV. Results & ACTIONS TAKEN11Replace the 16 General Forms with the 7 School Forms (SFs) in all public schools effective SY2013-2014.

2. Since baseline enrollment is required in most of the modified form, cut-off date should be defined. The recommendation is to move from the current July 31 to June 07 (every 1st Friday after the opening of classes). 3. Include the generation of School Form 7 (SF-7) Summary Information of Teachers & other School Personnel in the redesigning of HRIS12V. recommendationsIn elementary, at least 2 in every 100 learners were not able to continue their schooling until before July 31. This dropout figure is not reflected in the current cut-off, hence no action/intervention have been made through the years.The statistical observations were from 6 divisions (Palawan, Isabela, Tuguegarao City,Bulacan, San Pablo City & Lipa City)In Secondary, late enrolment is evident during July 1-30 and it is getting higher in the current SY (4%). Late enrolment is more common among agricultural regions since these learners have to work in the farm or doing household chores while parents are working in the farm during planting seasons. Late enrollees are most likely at risk of dropping out compared to learners attending classes since the opening of classes. According to some teachers, late enrollees usually have a hard time coping with the lectures prompting them to leave school.

124. Secure the storage and facilitate easy retrieval of Form 137 of all graduating learners thru digitalization (scan)and provide copy to the division office. Another option is to create input-facility of academic performance and other information of learner similar to Form 137 in the LIS.

Continue the review of 20 remaining general forms. - Grading and Assessment (with K to 12 Secretariat, BEE & BSE) - Health & nutrition (with HNC & SPED) - School Physical Facilities (with PFSED)

13V. recommendations-Annual savings from purchasing/reprinting of general forms (about P40million) may be used to support the digitalization

-An annual average of 7,000 graduating in elementary and 5,000 in high schools in each division.

Digitalization of form 137 =easy retrieval, less time for the school to locate13END OF PRESENTATIONSCHOOL FORMS REVIEW TEAMStudy conducted by:PROJECT DEVELOPMENT AND EVALUATION DIVISIONOFFICE OF PLANNING SERVICEPresented by:SUPPLEMENTAL SLIDESNumber of General Forms per Schedule of Preparation/Submission Frequency/ScheduleUtilize in Elementary School Utilize in High SchoolFor Submission to the Division officeTeacherSchool HeadTeacherSchool HeadElementaryHigh SchoolDaily101000Monthly432221Quarterly/Periodical201000Begginning of School Year87561413End of School Year86751410Estimated hour being spent for data gathering/ preparation Daily Average: 2.06 hours

Average total in a SY : 412 hoursDaily Average: 1.53 hours

Average Total in a SY: 306 hours

Daily Average 1.91 hours

Average Total in a SY: 382 hoursDaily Average : 1.79 hours

Average Total in a SY: 358 hours

Some reports that being required by the division office are also for submission to other offices such as regional/central office and other offices16At the school level... Initial months of classess should be the perfect timing for the teachers to assess the needs of learners and the closing months are for the evaluation of learning, however, huge volume of reports are being prepared during those crucial months.

Consumed too much time and energy of the teachers and school heads16Current Process of Divisions Annual Checking of FormsBirth Cerificate Class RecordMasterlistForm 137STS Forms 2 & 4Grading sheetForm 20Form 138Diploma (graduating learners)Form 1 Basic ProfileRatings and performanceFor submission to division office Form 18 E1 (Primary)Form 18 E2 (Intermediate)Form 18 A (Secondary)Basic ProfileRatings and performanceForm 1-A Form 1-B Form 137Form 138Form 18Form 20List of GraduatesCurrent Practice: 60 to 120 minutes per section (ave. 45 learners). Total 15 Forms With the Modified Forms: 30 to 45 minutes per section (ave. 45 learners). Total: 7 FormsFor submission to division officeDiploma (graduating learners)As observed using the modified forms . . . . . Schedule: at least 3 weeks before graduation for graduating learners. Objective/scope of checking: validate the accuracy/consistency of information reported. 1st the Basic Profile such as name and age of learner and Rating and other academic performance.Process: In elementary level, school will conduct their own validation and checking. Next level of validation is in the district level with the District Supervisor assigning teachers from other schools to conduct the checking. Lastly, the Division Supervisors (Promotional Staff).-Same process with the elementary except the district office participation.

With the LRN, Form 1A will be enough to validate the basic information of learner to be appeared in Form 18Considering the rigid checking of ratings and performance (3 forms checked for consistency), only final rating in form 18 is recommended.

17School Forms Reengineering Team18 Team Composition 1 Regional Planning Officer (RII) 1 Division School Superintendent (IV-A) 3 Division Education Supervisors (RIII & IV-A) 2 Division Planning Officers (RIV-A & RIV-B) 1 Public School District Supervisor (R IV-A) 2 Secondary School Principals (NCR, III) 4 Elementary School Principals (NCR & III) 3 Secondary School Teachers (NCR, III & IV-A) 3 Elementary School Teachers (NCR & IV-A)

Average Years of Service in DepED: 17

OPS-PDED (Facilitation, Coordination & Documentation) PPD, RSD, BEE & BSE representatives (resource persons)

(The team was organized thru the Office of Planning Service and Office of the Chief of Staff on June 2012 to conduct study and introduce policy recommendation that in effect will unload teachers and school heads of unnecessary clerical and recording tasks)18School ID & School NamePopulation (SY 2012)School HeadContact NumberModified Forms CoordinatorContact Number1. 136534 Lagro ES, QC, NCR2,967Dr. Lilia Garcia0919-291-16382. 305336 Lagro HS, QC, NCR4,528Dr. Maria Noemi Moncada0917-542-0017Nimfa R. Gabertan3. 136485 Sta. Ana ES, Manila, NCR3,499Dr. Jesusa CaraigAlma Alonzo0920-698-44574. 136562 Kalantiyaw ES 354Robelina Lazaro0918-4 5. 104795 Tibagan ES, Bulacan, III1,027Nonilon G. Manuel0915-921-7185Ma. Luisa S. Rivera0917-644-23526. 300781 Tibagan NHS, Bulacan, III1,273Nilo A. Abolencia

0906-200-2038 / 0923-979-30197. 301504 San Pablo City NHS, San Pablo City, IV-A2,852Laila R. Maloles(049) 562-7637 / 561-2931Azela Geraldine B. Sisperez0922-287-84508. 109791 San Pablo CES, San Pablo City, IV-A

3,918Hermenes Bagsik099999728559. 301488 Bugtongnapulo NHS, Lipa City, IV-A587Theresa G. Exconde091-304-59-91Directory of the Pilot Schools and DivisionsHighly Urbanized with large population and IT: 5 schools ( 3 ES) 3,000 t0 6,200Developed Provinces (300 up to 1,000, with access to computer/limited internet) 4 (2ES)Underserved (small population less than 300 , limited access computer: 2 schools ( 2 PS)Underserved (small population less than 300 , isolated/no computer): 3 schools ( 2 PS)19School ID & School NamePopulation (SY 2012)School HeadContact NumberModified Forms CoordinatorContact Number10. 109641 Jose K. Obandon MES (Antipolo ES), Lipa City, IV-A565Adelia M. Orsos0917-863-8918Adelia M. Orsos0917-863-891811. San Vicente NHS, San Vicente, Palawan, IV-B870Eleazer B. Arellano0999-991-23-92Eleazer B. Arellano0999-991-23-9212. Sagpangan ES, Aborlan, Palawan, IV-B324Leonita D. Dela Rosa0920-807-9030Glenda C. Magpantay0947-890-073313. Delfin Albano NHS, Cabagan, Isabela, II1,707Gemalyn P. Ramirez, Ph. d.0906-271-2139Mary Grace O. Domingo0922-727-476014. Cagayan NHS, Tuguegarao, II6,273Linda P. Tungcul, Ph.(078) 844-12-32 15. * Patagueleg PS, Cagayan, II58Jesus Soriano09064597152Jesus Soriano 0906459715216 * San Salvador Loob PS, Lipa City65Roselyn C. Llanes0927989572117. * Cagbalete Island PS, Quezon, IV-A34Danalyn Servillon0917-501128418. * Ligaya ES, Quirino, RII112Dr. Amparo Orlani0935-955944719. Bonga Menor ES, Bulacan, Region II314Juliet Bulaong0933252956020. * Cagbalete Island NHS, 145Mario Guevara09189482507* Expansion schools (small enrollment and isolated)201Form 1-Attendance/Registry2Form 23Form 34List of Graduates5Form 18 A Report on Promotions6Form 18 E1 Report on Promotions7Form 18 E2 Report on Promotions8Form 209STS Form 2 10STS Form 411Masterlist12Form 12 Inventory of Teachers13Form 19 Assignment List of Teachers14Form 29 Teacher's Program15Form 31 Summary Information of Teachers16Inventory of Textbook17Class Record18Form 30 Class Program19M&E Form (ES)20Grading Sheet21Form 13722Form 13823School Annual Accomplishment Report24Brigada Eskwela25SREA26Ranking of Honor Pupils27Nutritional Status28School Oral Health Examination Card29School Health Examination Card30Physical Fitness and Sports Talent Assessment Forms31NCBTS/TSNA/IPPD/CB PASSA (School Head)32NCBTS/TSNA/IPPD/CB PAST (Teacher)33EBEIS-GESP ( BOSY & EOSY)34EBEIS-GSSP ( BOSY & EOSY)35School Report Card36Inventory of Physical Facilities & Equipment 37SBM Forms38Early Registration39School Building Card40Enrollment Form (for new entrant)41One Basic Fact42School MOOE & Other Finance-Related Reports43Adopt A School44School Improvement Plan45Annual Improvement Plan46Early child Care47YES for Peace48Co-Curricular Form (For Honor)49Ranking of Teachers Applicant50Form 138 Observation Sheet for Teachers51Supervisory Plan52Annual Procurement Plan53Inventory of School Site54Accomodation Reports55SREAT56Form 7 Monthly Summary Report for Teachers & Non Teaching57Organizational Report for SPED Classes58Class Inventory Record59Statement of Assests and Liabilities & Net Worth (SALN)60Personnel Data Sheet (Form 212)61Form 6 Application for Leave62Form 48 Daily Time Record for Teacher63Phil IRI Reporting Forms (pre & post) (no need detailed report)64Lesson Plan (Done with DLL)65SPED Annual Assessment ReportLIST OF FORMS USED IN SY2011-2012 (PILOT AREAS)Utilization by LevelES: 62 For ES only: 13 Both : 49HS: 52 For HS only: 3

Focus Information:Learner: 32 Teacher: 15 Both: 10 School Plan/Facilities: 8

21SF 6 Summarized Report On Promotion & Level of Proficiency (44)22SF 1 School Register (23)SF 2 Daily Attendance Report for Learner (39)SF 3 BooksIssued and Returned (18)SF 4 Principals RecordFor Monthly Movement of Learner and Attendance (51)SF 7 Report on Assignment and Summary Information of School Personnel (23)SF 5 Report on Promotion and Level of Proficiency (33)Form 1 School Register, Attendance & Books Issued & Returned (24)Master list of Learners (13)Student Tracking System Form 4- Absenteeism and Dropout Profile (27)Inventory of Textbook (25)Form 2- Monthly Report of Attendance (45)Form 12 Teacher Status Report (18)Form 18-A -Report on Promotion for Secondary School (64)Form 18-E1 - Report on Promotion for Primary Grades (62) Form 18-E2 - Report on Promotion, Intermediate Grades (108)Form 20 - Summary Report on Enrolment and Promotion (72)List of Graduates (12)Form 19 Assignment List of Teachers (22)Form 29 Teachers Program (19)Form 31 Summary Information of Secondary School Teachers (24) Form 3 Principal Report of Enrolment & Attendance (81)Student Tracking System Form 2-Learner /Family Profile (18)MODIFIED FORMS( ) Nos. of data elements22Simulation of the implication of rounding up the age of learner as of July 31Tibagan ES (Bulacan) Grade VI Section A% of meeting the ideal age of 11 by grade 6Rounding up: 39%Actual age: 80%

Number of LearnerObservation : School Register-Age Profile Computation. Teachers are still using fractions of , & year in the Form 1 as of July 31 . When updating report to EBEIS school account using the Form 1 as reference , fractions from (6 months) to were rounded up to the next whole number resulting to higher reported overage.

Over-agedRecommendation: Age of Leaner to be reported in Form 1 and submitted thru GESP/GSSP must be the age of learner as of last birthday. Rounding up of age will no longer allowed.