Republic of the Philippines Department of Education Region IV-A (CALABARZON) DIVISION MEMORANDUM

No. 27 , s. 2013

TO : SECONDARY SCHOOL HEADS / TICs / OICs

FROM : TOLENTINO G. AQUINO, CESO VI

Schools Division Superintendent

SUBJECT : REVISED GUIDELINES ON THE PREPARATION AND CHECKING OF SECONDARY SCHOOLS DepEd FORMS FOR SECOND YEAR TO FOURTH YEAR SY 2012-2013

DATE : January 31, 2013

____________________________________________________________________________

To convey reliable information and guidance to all concerned, the attached revised guidelines

had been formulated based on DECS/DepEd ORDER.

It is therefore expected that uniform and proper accomplishment of schools/students pertinent

forms and guidelines on the selection of honor students, both in public and private schools be

followed and implemented.

For information and guidance of all.

Republic of the Philippines Department of Education Region IV-A (CALABARZON)

REVISED GUIDELINES IN THE ACCOMPLISHMENT AND CHECKING OF SECONDARY SCHOOL DepED FORMS

(For Second Year to Fourth Year) SY 2012-2013

GENERAL GUIDELINES

1. All data should tally in all DepED Forms. 2. Accomplish all Forms neatly and legibly in BLACK INK using a good kind of ball

pen (ordinary), EXCEPT Form -18 A that should be accomplished in three (3) COMPUTERIZED ORIGINAL COPIES to ensure permanence of records.

3. Concerned Elementary Schools are expected to forward well-checked credentials with accurate students information and data. Birth Certificate can be from local Civil Registrar or from NSO for reference.

4. FORM 138 (Card) must be issued two weeks after the rating period and must be returned duly signed by the parent.

5. Extra care should be considered in all forms as well as in determining honor students to avoid any problems/complaints (DepED ORDER No. 92, s. 2009 and DepEd ORDER No. 23, s. 2012).

A. ACCOMPLISHMENT OF DepED FORMS

1. Form I CLASS REGISTER

a. All teacher-advisers should accomplish carefully Form 1 (School Register). Correct alphabetizing of name of students should be taken into account especially surnames with De, De la, De las, De los, Delas, Delos.

b. Place E in the space corresponding to the 1st day the student entered the school.

c. Age should be written in fraction form.

Example: Form 1 - Class Register

Age

June - Opening March 31

De Belen, Jose F. 13 13 3/4

De la Pea, Carl G. 14 1/2 15 1/4

De las Alas, Aldrin A. 15 15 3/4

De los Santos, Joshua C. 12 1/2 13 1/4

Delas Pias, Mark D. 16 1/2 17 1/4

Delos Angeles, Sherwin H. 14 14 3/4

d. Annual/Monthly enrolment is the total number of students who have enrolled in the class during the current year LESS those who transferred out to other school/ division.

Ex. Section III-Sunflower

Rea, Erika R. transferred to Atimonan National CHS Aug. 17, 2012 Besas, Peltone A. transferred to Tagkawayan NHS Aug.27, 2012

Final Report Enrolment July, 2012 August, 2012

M F Total M F Total

Total Enrolment for the year to date 28 25 53 27 24 51

Total Enrolment for the month to date 28 25 53 27 24 51

e. The number of student(s) who DROPPED will be subtracted from the monthly enrolment in which case the annual enrolment remains as is.

Arellano, Fidel B. Huminto Setyembre 24, 2012 Palamiano, Mary Corazon A. Huminto Setyembre 7, 2012

August, 2012 September, 2012

M F Total M F Total

Total Enrolment for the year to date 27 24 51 27 24 51

Total Enrolment for the month to date 27 24 51 26 23 49

f. In case of TRANSFERRED IN during the year, add him/her in the total annual and monthly enrolment.

Ex. Emanuelito A. Racasa Transferred In, Oktubre 2, 2012, from Pasay NHS,

Pasay City

September, 2012 October, 2012

M F Total M F Total

Total Enrolment for the year to date 27 24 51 28 24 52

Total Enrolment for the month to date 26 23 49 27 23 50

g. Prepare a summary of attendance by month on the last column for attendance.

h. Accomplish Supplementary Reading Record at the back.

i. If in case a student is a repeater, drop-out or retained in the curricular year the number of school days that a student attended must appear in the column for the

previous year and add it to the column of the number of school days attended this

year.

Write the sum (previous year and current school year) under the provided column for

total.

Example:

Days Attendance in Curriculum Year

Previous Year

This Year Total

1. Abaricia , Ferdinand R. 200 200 Passed

2. Abracia , Edman C. 200 200 Passed

3. Banayo, Nobert A. 65 195 260 Passed

4. Burlon, Peter A. 80 80 Transferred

5. Carlos, Jimmy N. 162 156 318 Failed

6. Dayro, Abel A. 198 63 261 Dropped

FORM 137-A and FORM 138

1. All students must have Form 137-A (Permanent Record) and Form138 (Report Card) properly accomplished. All information called for about the students should appear on this forms. Write the complete name of parent or guardian. The records of the transferee/s from his/her previous school must be completely transcribed in the Form 137-A of the school attended.

2. Name and middle initial of the students should tally in all forms. In case of doubt,

require birth certificate of students from local Civil Registrar or from NSO for

reference and clarification.

3. Accomplish Form 137-A and Form 138 neatly and legibly in black ink, using a good

kind of ball pen to ensure permanence of records. However, failing marks and the

remarks Di Pasa and zero (0) unit must be in Red ink only in Form 137-A.

4. In Form 137-A, the rating per grading period should be up to two decimal places.

The final rating ( Huling Marka ) of each subject should be expressed in three (3)

decimal places.

Sample : BASIC EDUCATION CURRICULUM

I II III IV Final

Rating Units

Earned Action Taken

Filipino IV 88.25 89.75 89.20 90.75 89.488 1.2 Pasa

English IV 86.25 85.00 87.35 89.70 87.075 1.5 Pasa

Math IV 87.00 88.25 86.75 89.30 87.825 1.5 Pasa

Science IV 87.20 88.50 87.25 89.15 88.025 1.8 Pasa

MAKABAYAN IV 87.43 87.61 87.39 89.21 87.910 4.5 Pasa

AP 87.50 86.95 85.75 88.65 87.213

TLE 86.10 87.25 86.15 87.82 86.830

MAPEH 87.70 88.15 88.25 90.35 88.613

EP 88.75 88.25 90.10 90.30 89.350

CAT 0.3 Pasa

GEN. AVERAGE 88.065

5. To get the final rating of each subject, get the sum of the ratings from the first grading up to the fourth grading period then divide it by four (4). The grading system

is AVERAGING. The same is applied to all subjects and components of

MAKABAYAN.

SAMPLE COMPUTATION FOR MAKABAYAN

For Second Year Level

MAKABAYAN II 87.34

Araling Panlipunan 87.50 X 1.2 105

CP-TLE 86.10 X 1.2 103.32

MAPEH 87.70 X 1.2 105.24

EP 88.75 X 0.6 53.25

4.2 366.81

366.81/4.2=87.34

For Third Year and Fourth Year Levels

MAKABAYAN 87.34

Araling Panlipunan 87.50 X 1.2 105

CP-TLE 86.10 X 1.2 103.32

MAPEH 87.70 X 1.2 105.24

EP 88.75 X 0.9 79.88

4.5 393.44 393.44/4.5=87.43

6. To compute the general average of the students, get the sum of the final ratings of the five (5) learning areas, then divide the total by five (5). MAKABAYAN is considered one subject irrespective of the number of components. The general average is up to three (3) decimal places for all students. In Form 137 and Form 138, the initial of the adviser must be affixed after the general average.

Case A. Montes, Maricar A. (BASIC EDUCATION CURRICULUM)

I II III IV Final Rating

Units Earned

Action Taken

Filipino III 82.25 84.75 85.20 85.75 84.488 1.2 Pasa

English III 84.75 83.00 85.35 86.70 84.950 1.5 Pasa

Math III 80.00 81.25 83.75 82.30 81.825 1.5 Pasa

Science III 81.20 80.50 82.25 82.15 81.525 1.8 Pasa

MAKABAYAN III 84.23 84.21 84.99 86.68 85.028 4.5 Pasa

AP 80.50 83.95 82.75 85.65 83.213

TLE 85.10 83.25 86.15 86.82 85.330

MAPEH 83.70 83.15 85.25 86.35 84.613

EP 88.75 87.25 86.10 88.30 87.600

GEN. AVERAGE 83.563

Case B.

Salvatus, Paulo A. (2010 SECONDARY EDUCATION CURRICULUM)

His MAKABAYAN is INC. because his average rating in AP is 72.575, which is a failing

mark. His general average cannot be determined. He will be advised to take summer

classes for the failed subjects, Math II and Araling Panlipunan II, to be a regular third

year student next school year.

Case C.

Remata, Ma. Delia M. (2010 SECONDARY EDUCATION CURRICULUM)

Remata will be advised to take summer classes for Math II so that she can take Math III in the next school year. If in case she failed to do so, she will not be allowed to take Math III, instead, she will take Math II.

7. The lowest passing grade or the minimum performance standard for students in public secondary schools is set at 75% for SY 2004-2005 and the school years thereafter. The lowest failing grade that may appear in the report card is set at 65% (DepED ORDER No. 33, s. 2004 and DepED ORDER No. 76, s. 2010).

I II III IV Final Rating

Units Earned

Action Taken

Filipino II 78.00 79.75 80.20 81.75 79.925 1.2 Pasa

English II 76.15 75.25 76.75 75.30 75.863 1.5 Pasa

Math II 73.25 71.00 76.35 72.30 73.225 0 Pasa

Science II 76.75 75.25 75.25 75.15 75.600 1.8 Pasa

MAKABAYAN II 75.61 76.06 75.98 77.13 INC. Pasa

AP 70.15 72.30 72.20 75.65 72.575 0 Di-Pasa

TLE 75.70 76.15 76.82 75.82 76.123 1.2 Pasa

MAPEH 78.75 77.25 76.35 77.30 77.413 1.2 Pasa

EP 80.10 81.00 81.10 82.35 81.138 0.6 Pasa

GEN. AVERAGE _________

I II III IV Final Rating

Units Earned

Action Taken

Filipino II 78.10 78.15 77.35 76.00 77.400 1.2 Pasa

English II 75.00 74.00 76.80 75.15 75.238 1.5 Pasa

Math II 70.15 70.00 71.10 72.15 70.850 0 Di-Pasa

Science II 75.35 75.15 76.25 75.30 75.513 1.8 Pasa

MAKABAYAN II 78.34 78.64 79.02 79.07 78.768 4.2 Pasa

AP 76.15 77.25 76.75 78.20 77.088 1.2

TLE 77.25 77.30 78.35 79.15 78.013 1.2

MAPEH 79.75 80.15 81.40 78.20 79.875 1.2

EP 82.10 81.10 80.15 82.40 81.438 0.6

GEN. AVERAGE 75.554

8. Form 137-A and Form 138 of graduating students must be stamped GRADUATED/NAGTAPOS under the summary of attendance.

9. In case there is a need to change Form 138, attach the cancelled card, which bears the parents signature to the new copy. Accomplish accurately the Summary of Credits Achieved towards Graduation in Form 137-A. If a student fails a subject, the two columns (Year completed and Credits earned) opposite the failed subject shall be left blank. This will be filled up the year when the student passed the subject.

10. A student who fails less than three (3) units is PROMOTED to the next year level while the one who fails three (3) units or more is RETAINED in the curriculum year. A student shall be retained in the year level if he/she incurs failures of three (3) units or more during the regular school year and is unable to make up for the failed subjects during the summer sessions. Retained students need to repeat only the subjects that they failed and shall not be allowed to take advanced courses in these subjects. (DepED ORDER No. 76, s. 2010)

11. Attach certificate of compliance with the DECS MEMO No. 57, s. 1996,

Revitalized Tree Planting and Greening Program to the Form 137-A of the graduating students.

FORM 18-A

1. Accomplish 18-A in three (3) computerized original copies. 2. In accomplishing Form 18-A,

a. Accomplish it without alterations and erasures.

b. Encode Basic Education Curriculum (BEC) after Curriculum in all forms for third year and fourth year levels and 2010 Secondary Education Curriculum (SEC) for second year.

c. Encode the name of the students including dropouts and transferred in/out in alphabetical order, type boys first followed by girls separately numbered and the middle initial of each student.

d. Re-encode the name of irregular students below the regular list and indicate their back/advanced subject under the appropriate subject heading/s.

e. Indicate only the hometown under home address.

f. Draw a line on the space for the home address to make an additional column to be used in indicating the General Average. Encode the general average up to three (3) decimal places.

g. Use fractions in indicating ages of students as of March or April of the current school year inside Form 18-A.

Example: Age as of April 1 1. Arquiza, Gerson A. 12 2. Cada, Justine C. 13 3. Ellaga, Paul D. 14 3/4 4. Flores, Kevin B. 12

h. The total number of days attended in the curriculum year should tally in all forms. For repeaters, add the number of days attended in the same curriculum year/year level.

i. The order of the subject headings in Form 18-A must be the same as the arrangement of the subject headings in Form 137-A with the number of units enclosed in parenthesis stated under each subject.

j. MAKABAYAN Grades per component should be indicated, but PASA or INC. will be entered only under MAKABAYAN.

k. Encode Pumasa at the last column of Form 18-A for promoted and Uulit in red ink for retained students.

l. Indicate the units earned in the previous and current years of each student, summing them up under total credits earned.

m. For dropped out students, indicate the credits earned in previous year/s, indicate zero (0) for the current year, then get the total.

Example:

Years in School

Previous

Year Current

Year Total

Ricafort, Leah Liza M.

8 1/2 Huminto, Oktubre 5, 2012,

Pagkakasakit 10.2 0 10.2

n. The initial of all the subject teachers should be affixed at the bottom of their respective subject headings.

o. March/April enrolment does not include drop-outs. The average age is computed in decimal unit outside Form 18-A.

p. Encode Reclassified as _________ year according to PEPT result no. __________ dated _________ for the students accelerated through PEPT. Attach the original copy of the PEPT CERTIFICATE to Form 137. Attendance in the SY skipped is zero (0).

q. Encode Huminto/Lumipat, date of dropping/transferring out and the reason for dropping out/transfer of students during the school year. After the remarks, advisers signature must be affixed in all forms. Example: Huminto, Agosto 27, 2012, Pagkakasakit Lumipat ng Paaralan, Setyembre 15, 2012

r. Encode Pasa after the passing grades and Di-Pasa in red ink after the failing grades.

s. Indicate the final rating of each subject up to three decimal places.

16. The class advisers signature (with full family name) should be affixed under the principals signature in all forms except in the diploma.

17. Indicate awards/honors/citations received by students as Balediktoryan, Salutatoryan etc. under REMARKS in all forms. Do the same for all lower year levels.

18. The number of units in each of the curricular year level in this school year are written below; REGULAR CLASSES

SPECIAL CLASSES

S.Y .2002-2003 No Units S.Y. 2003-2004 70% passing grade

SECOND

YEAR THIRD YEAR

FOURTH YEAR

Filipino 1.2 1.2 1.2

English 1.5 1.5 1.5

Math 1.5 1.5 1.5

Science 1.8 1.8 1.8

MAKABAYAN 4.2 4.5 4.5

AP 1.2 1.2 1.2

TLE (1ST Year-CP-TLE) 1.2 1.2 1.2

MAPEH 1.2 1.2 1.2

EP 0.6 0.9 0.9

CAT 0.3

TOTAL UNITS 10.2 10.5 10.8

SECOND YEAR

THIRD YEAR

FOURTH YEAR

Filipino 1.2 1.2 1.2

English 1.5 1.5 1.5

Math 1.5 1.5 1.5

Science 1.8 1.8 1.8

MAKABAYAN 4.2 4.5 4.5

AP 1.2 1.2 1.2

TLE (1ST Year-CP-TLE) 1.2 1.2 1.2

MAPEH 1.2 1.2 1.2

EP 0.6 0.9 0.9

Elective 1.0 1.0 1.0

Elective 1.0 1.0

CAT 0.3

TOTAL UNITS 11.2 12.5 12.8

19. Follow the natural order in writing names in the diploma. ELIZA Q. VERANDA VIRGEL E. DALISAY JR. However, in Form 18-A and Form 138, it is written as : VERANDA ELIZA Q. DALISAY, VIRGEL Jr. E. 20. Fourth Year graduating students who have not completed the required number of units will receive their diplomas only upon completion of the required units by passing the subjects taken during summer class of the current school year.

SPECIAL CLASSES

S.Y. 2002-2003 No Units S.Y. 2003-2004 70% passing grade

SECOND YEAR

THIRD YEAR

FOURTH YEAR

Filipino 1.2 1.2 1.2

English 1.5 1.5 1.5

Math 1.5 1.5 1.5

Science 1.8 1.8 1.8

MAKABAYAN 4.2 4.5 4.5

AP 1.2 1.2 1.2

TLE (1ST Year-CP-TLE) 1.2 1.2 1.2

MAPEH 1.2 1.2 1.2

EP 0.6 0.9 0.9

Elective 1.0 1.0 1.0

Elective 1.0 1.0

CAT 0.3

TOTAL UNITS 11.2 12.5 12.8

FOR SECOND YEAR AND THIRD YEAR Take note of the following: Total Number of school days: __200___

DepED Order No. 26, s. 2012 Date of close : ___March 22, 2013___ Date inside F18-A : ____Date Accomplished_____

_______________ ___________________________________________ FOR GRADUATING STUDENTS :

Total Number of school days: __200___

DepED Order No. 26, s. 2012 Date of close : ___March 22, 2013___

Date inside F18-A : ___Date Accomplished___

Date Diploma Issued : Date of Graduation_

Graduation Ceremonies : March 18 or 19, 2013

(Regional Memorandum No. 1, s. 2013)

ADDITIONAL REMINDERS: A.

1. Principal/School Head must designate a committee in reading /checking of forms.

2. All entries on students forms must be read and checked every grading period. 3. Form 137-A must be duly signed by the chairman of the reading/ checking

committee and the adviser, every grading period. 4. All students forms must be kept at the Guidance Office or any Records Office

for Safekeeping. B. In accomplishing forms for computation of honors

Forms 1, 2, 3 names of candidates should be in alphabetical order. Form 4 should be arranged according to rank.