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Learner Information System Online Module for Elementary and Secondary Schools

LIS MANUAL

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LEARNER INFORMATION SYSTEM MANUAL

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Page 1: LIS MANUAL

Learner Information System

Online Module for

Elementary and Secondary Schools

Page 2: LIS MANUAL

Learner Reference Number (LRN) The LRN is a unique and permanent 12-digit number

assigned to a person who enters the Philippines basic education program

The LRN is intended to reference a “Registry of Learners” which serves as a centralized and authoritative database of learners’ basic information.

The LRN offers access to learner profiles in the registry and even performance data as he or she completes the program, whether it be in the formal or non-formal mode of learning

An LRN is issued to a learner when he or she registers in the basic education program either at the start of the program (i.e., kindergarten level) or when the learner transfers from a school and has not yet been issued an LRN

Page 3: LIS MANUAL

Learner Information System (LIS) A system for maintaining the registry of

learners aimed at meeting the following objectives Provide a standardized registration system for

learners Track learner progress/performance Provide learner information for better program

planning and supervision of schools and learning centers

Enhance management of learner records

Page 4: LIS MANUAL

LIS Phases of Implementation

Phases Schedule Target Outputs

Pre-Implementation Phase – LRN Buildup

Aug 2011 – Jul 2012

• Masterlist of Learners in Public Schools & ALS for SY/CY 2011

• Initial Registry of Learners with LRNs

Phase 1 – LIS Deployment & Establishment of Learner Registry

Aug 2012 – Jan 2013

• LIS deployed in schools and CLCs• Registry of Learners with LRN in

Public Schools & CLCs for CY/SY 2012-2013

• Centralized Registry of Learners

Phase 2 – Mainstreaming LIS and Implementation in Private Schools

Feb 2013 – Mar 2014

• LIS Enrollment Module operational in schools and CLCs during enrolment period

• Registry of Private School Learners with LRN

• LIS Module for Private Schools deployed

• EBEIS Integration

Phase 3 – Expanded Learner Profile

Apr 2013 • Health & Nutrition Profile• Academic Profile for CY 2013

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Pre-Implementation Phase (Aug 2011 – Jul 2012) DO No. 67, s.2011 – Submission of masterlist of

learners enrolled in public elementary and secondary schools as well as ALS programs for CY/SY 2011-2012

DO No. 22, s. 2012 – Adoption of the Unique Learner Reference Number Centralized generation of LRNs Dissemination of Masterlist of Learners with

corresponding LRNs to schools and CLCs Incorporation of LRNs in all records which refer

to the learner (eg. permanent record, report card, ALS certificate, diploma, NAT results, etc.)

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Phase 1 – LIS Deployment and Establishment of Learner RegistryPhase 1 Objectives Issue LRN to all public school learners: new entrants,

previous SY enrollees with no LRN, Balik-Aral/Balik-Paaralan and transferees from private schools

Register CY/SY 2012 learners in the school or learning center

Update or correct personal background and CCT information of learners enrolled in SY 2011 and SY 2012

Cleanup invalid learner records such as duplicate LRNs found within a school or learning center

Automate printing of names and LRNs of learners in templates for Form 1

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Phase 1 Objectives Deploying and Stabilizing the LIS Facilitate the incorporation of the LRN in all

records which refer to the learner Generate summary reports which includes the age

profile and total enrollment

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Roles and Responsibilities

Regional Director

• Ensure the overall compliance of the Region in the implementation of the LIS

• Report the status of implementation of the LIS in the National Mancom

Regional Planning Officer

• Ensure that all divisions submit their data for formal schools on time

• Provide assistance to the divisions as needed

• Monitor and evaluate implementation of the LIS for formal schools

Regional ALS Supervisor

• Ensure that all divisions submit their data for ALS on time

• Provide assistance to the divisions as needed

• Monitor and evaluate implementation of the LIS for ALS

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Roles and Responsibilities

Schools Division Superin-tendent

• Ensure the overall compliance of the division in the implementation of the LIS

• Approve the deactivation of LRNs as requested by the school or ALS facilitator

• Report the status of implementation of the LIS to the RD in the Regional Mancom

Division ICT Coord.

• Assist the Planning Officer and ALS Supervisor in ensuring that schools and ALS facilitators have access to internet and computer facilities

• Provide technical support in the implementation of the LIS

• Provide technical support in managing the user accounts of schools and learning facilitators

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Roles and Responsibilities

Division Planning Officer

• Train/mentor the schools in the use of the online/offline LIS

• Manage the user accounts of schools• Ensure that all schools comply with the implementation requirements of the LIS

• Deactivate LRNs as requested by schools and approved by SDS

• Identify schools which will operate in online and offline mode

• Conduct random school visits to check on the accuracy of learner data

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Roles and Responsibilities

Division ALS Supervisor

• Train/mentor the ALS facilitators in the use of the LIS

• Ensure that all ALS facilitators have user accounts

• Ensure that all ALS facilitators comply with the implementation requirements of the LIS

• Deactivate LRNs as requested by ALS facilitators and approved by SDS

• Conduct random visits to check on the accuracy of ALS learner data

• Issue LRN for learners enrolled in ALS programs managed by non-DepEd entities

Page 12: LIS MANUAL

Roles and Responsibilities

School Head

• Manage the implementation of the LIS in their respective schools

• Issue an LRN to learners with no LRN and enroll them in appropriate grade level and section in current SY

• Enroll transferees to the appropriate grade level and section in current SY

• Enroll previous SY enrollees to appropriate grade level and section in current SY

• Update or correct enrollment data, personal background and CCT information of learners

• Ensure accuracy of learner data and integrity of the LRN

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Roles and Responsibilities

School Head

• Request DO for the deactivation of multiple LRNs referring to one learner and learners who do not actually exist in the school

• Ensure compliance of DepEd Order 22, s. 2012 requiring the inclusion of the LRN in all forms which refer to a learner

• Manage the user accounts of class advisers if school opts to divide encoding by section

Class Adviser

• Enroll appropriate SY 2011 enrollees to section handled

• Update or correct personal background and CCT information of learners

Page 14: LIS MANUAL

Roles and Responsibilities

ALS Facilitator

• Issue an LRN to learners with no LRN • Enroll SY 2012 learners to appropriate ALS program

• Update or correct personal background of learners

• Request DO for the deactivation of multiple LRNs referring to one learner and learners who not actually exist

• Ensure accuracy of learner data and integrity of the LRN

• Ensure compliance of DepEd Order 22, s. 2012 requiring the inclusion of the LRN in all forms which refer to a learner

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Persons Authorized to Issue the LRN Public/Private School - School Registrar or a

designated personnel responsible for maintaining the registry of learners

Community Learning Center - Learning Facilitator responsible for managing the CLC’s registry of learners

ALS service providers - issuance of LRN shall be the responsibility of the Division ALS Coordinator

Page 16: LIS MANUAL

LIS Website Official website:

http://lis.deped.gov.ph

Official practice website:http://lispractice.deped.gov.ph

Page 17: LIS MANUAL

Elementary & Secondary Schools

Roles and Responsibilities

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Issue an LRN to learners with no LRN and enroll themGuidelines All learners enrolled in the school must be issued only one

LRN When a learner without an LRN enrolls, the school must first

search the LIS database through the Search Learner by Name facility to ensure that this learner was not assigned an LRN in another school

Learners without LRN include new entrants, previous SY enrollees who were not issued an LRN, Balik Aral, transferees who were not issued an LRN in their previous school

The school will create a new LRN only if the learner was not found in the database

If the learner was found, the school will enroll the said learner instead of creating a new LRN

Page 19: LIS MANUAL

Issue an LRN to learners with no LRN and enroll them

School logs in LIS Main Page

Page 20: LIS MANUAL

Issue an LRN to learners with no LRN and enroll them

System displays welcome page for school account

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Issue an LRN to learners with no LRN and enroll them

School clicks on the Formal Schools facility in the Main Menu to access the Select School Screen

Page 22: LIS MANUAL

Issue an LRN to learners with no LRN and enroll them

School clicks on Next to access Search Learner Screen

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Issue an LRN to learners with no LRN and enroll them

School checks Name in the Search by options System displays the criteria for searching by name

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Issue an LRN to learners with no LRN and enroll them

School enters region and division where the learner previously came from. If the learner is a new entrant then school should select the current division.

School enters the First Name, Middle Name, Last Name in the appropriate fields

School clicks on search to display a list of learners who have names similar to the search criteria

If the learner was not found or is not in the list displayed, school clicks on the Create New Learner command which appears after the search was conducted

Page 25: LIS MANUAL

Issue an LRN to learners with no LRN and enroll them

System displays the Create New Learner Screen

School enters the appropriate background and enrollment information then clicks on submit to save the data

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Issue an LRN to learners with no LRN and enroll them

System updates the database and displays the LRN issued to the learner

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Issue an LRN to learners with no LRN and enroll them

If school finds the learner, school clicks on edit to enroll the learner

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Issue an LRN to learners with no LRN and enroll them

System displays the Edit Learner Screen

School updates background and enrollment information then clicks submit

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Issue an LRN to learners with no LRN and enroll them

System updates the database

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Enroll transferees to the appropriate grade level and section in current SY

Guidelines Enrollment of transferees who have a copy of their

LRN shall be accomplished through the Search Learner by LRN facility

Page 31: LIS MANUAL

Enroll transferees to the appropriate grade level and section in current SY

School accesses the Search Learner Screen and checks LRN in the Search by option

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Enroll transferees to the appropriate grade level and section in current SY

School enters the LRN of the transferee then clicks Search

System displays list of learners who matched the search criteria

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Enroll transferees to the appropriate grade level and section in current SY

School clicks edit to access the Edit Learner Screen

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Enroll transferees to the appropriate grade level and section in current SY

School updates background and enrollment information then clicks submit

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Enroll transferees to the appropriate grade level and section in current SY

System updates the database

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Enroll Previous SY LearnersGuidelines Previous SY enrollees shall be enrolled using the

Enroll Previous SY Learners facility that allows simultaneous enrollment of multiple learners

Page 37: LIS MANUAL

Enroll Previous SY Learners

School clicks on Enroll Previous SY Learners facility System displays Enroll Previous SY Enrollees Screen

Page 38: LIS MANUAL

Enroll Previous SY Learners

School selects the previous SY grade level System displays learners enrolled in the previous SY

grade level

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Enroll Previous SY Learners

School selects the current SY grade level and enters the current section Schools puts a check mark on the learners to be enrolled in the current

grade level and section the clicks submit

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Enroll Previous SY Learners

System updates the database and displays updated current SY enrollment data of learners

If school wants to remove a learner from the enrollment list, click the letter R beside the enrolled Learner

Page 41: LIS MANUAL

Update or correct 4Ps/CCT informationGuidelines Updating the list of 4Ps/CCT recipients shall be

done using the 4Ps/CCT Recipients facility

Page 42: LIS MANUAL

Update or correct 4Ps/CCT information

School clicks 4Ps/CCT Recipients command System displays Identify 4Ps/CCT Recipients Screen

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Update or correct 4Ps/CCT information

School selects Current Grade Level and Section

System displays learners for that grade level and section

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Update or correct 4Ps/CCT information

School puts a check mark on learner who are recipients of the 4Ps/CCT program then clicks submit

System updates the database

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Update or correct 4Ps/CCT information

If school wants to remove a learner from the list of CCT recipients, click the letter R beside the Learner name

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Update or correct Enrollment data and Personal Background

Guidelines Making corrections to the enrollment data and

personal background may be done using the Edit/Remove Enrollees facility

The Edit/Remove Enrollees facility allows the user to access all enrollees for the current school year as opposed to the Enroll Previous SY Learners which can access only the enrollees of the previous school year

Page 47: LIS MANUAL

Update or correct Enrollment data and Personal Background

School clicks Edit/Remove Enrollees facility System displays Edit/Remove Enrollees Select Screen

Page 48: LIS MANUAL

Update or correct Enrollment data and Personal Background

School selects Current Grade Level and Section System displays learners for that grade level and section

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Update or correct Enrollment data and Personal Background

School clicks the letter E beside the learner name to access the Edit Learner Screen

School makes the necessary corrections then clicks submit

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Update or correct Enrollment data and Personal Background

System updates the database and displays updated information If school wants to remove a learner from the enrollment list, click

the letter R beside the Learner name

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Ensure Accuracy of Learner dataGuidelines Per DepEd Order 22, s. 2012, schools are responsible for

ensuring that information for each learner in their respective area is accurate

Schools are also responsible for ensuring that all learners in their respective area have only one LRN which shall be incorporated in all documents which refer to a learner

After encoding all learners, schools should manually review the data of their respective learners. The system also provides a Check Data facility which automatically checks the following potential errors: No data for gender, residence and barangay No explanation for learner with no birthdate Learner must be between 4-30 years old (formal), between 4-100 (als) Exactly the same name

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Ensure Accuracy of Learner data

School clicks Check Data facility System displays potential errors found School clicks the letter E beside the Name to

access the Edit Learner Screen

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Ensure Accuracy of Learner data

School makes the necessary corrections and clicks submit

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Ensure Accuracy of Learner data

System updates the database and the list of potential errors

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Request DO for the deactivation of LRNGuidelines Schools shall ensure that all learners in their

respective area have only one LRN. In case a learner has more than one LRN, the school shall select the official LRN of the learner and request the division to deactivate the other LRNs

Schools shall also request for the deactivation of LRNs assigned to learners who do not belong the school

The request to deactivate an LRN shall be submitted to the SDS for approval following the format in Enclosure 2 of DepEd Order 22, s. 2012

The LRN of learners who have dropped out, died or transferred out SHOULD NOT be deactivated

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Request DO for the deactivation of LRN

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Manage the user accounts of class advisersGuidelines A large school may delegate encoding of learners

to class advisers by creating a user account that can access only the section handled by the adviser

In order to avoid conflict with the user accounts of other schools the following naming convention will be used: schoolid_name of adviser (ex. 101132_aabanil)

The user account of class advisers do not have access to the Search Learner and Check Data facility. Class advisers can only access learners enrolled in their respective classes.

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Manage the user accounts of class advisers

School clicks on the User facility in the Main Menu

System displays the Search User Screen

School clicks on Add New User facility to access the Add User Screen

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Manage the user accounts of class advisers

School enters User Name, Password, Description and sets the Access level to “Section”

School selects appropriate grade level and enters the section name then clicks the Add button

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Manage the user accounts of class advisers

System creates the user account

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Manage the user accounts of class advisers

If the school wants to edit an existing account such as change the password, grade level or the section name, school shall enter the account name in the Search User box then click the Search button

System displays all users matching the search criteria School clicks on the letter E beside the user name

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Manage the user accounts of class advisers

System displays Edit User Screen School makes the appropriate changes then clicks on

Edit System updates the database

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Manage the user accounts of class advisers

If the school wants to delete an existing account, school shall click the letter D beside the user name to access the Delete User Screen

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Manage the user accounts of class advisers

School clicks on the Delete button to confirm deletion of the user account.

System delete user account

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Reports

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Reports

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Reports

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Reports

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Reports

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Items for Development prior to Level 3 Training of Schools and ALS Facilitators Data entry for name of teacher handling a

section as well as learner height and weight Report generation of templates for school/ALS

forms (eg. Form 1, 3, 137, others) Report generation for the Nutritional Status

Report Offline LIS for schools that are unable to

access the internet

Page 71: LIS MANUAL

Thank you