CCMT Ats

ilillirlg Delartment of @lucEtion

lRep![tk of tt. ]F

23

JUL 2013

oRDER No. 33 s. 2013

DcpEd
LEARNER II{FORMATION SYSTEM (LIS) DATA IIOUSEXEEPIIIG AND IMPLEMENTATION FOR SCHOOL YEAR ISY) 2013-2014

Burcau Directors Regional Directors Schools Division/City Superintendents Heads, Public Elementary and Secondary Schools All Others CoDccrned

L. Thc Learnr Information System (LIS) rvas implemented in governmnt schools and Community Learning Cenlers (CLCS) ir Septembcr 2012 lhrough DepDd Order Nos. 67, s. 20ll a'ld 22, s. 2012. The implementation dirccted tir issuance of a unique Lcarner Reference Number (LRNI to learr1ers enro]d in public schools and Alternative L.anling System (ALS) lcaJnrs in CLCS for School Year (SY) 2012-2013. It also enabled lhe establishment of a centralized "Learner Registry" whcre basic learner information is capt.ured, stored and accesscd through a secured facility to enharce tracLing and decisior making on learnerc at various levels of DepEd management. 2
Prlor io updalrng tbe Lea er Registry lor SY 2013 2014, public schools, ALS CLCS and divisioD oflices {DOs) shall undertake the review and clean up (housekeeping) of learner data in lhe LIS !o resolv data issues identified from the review ofthe prcvrous
school lrear's data.

Alter the housekeeping activity is completed, public schools and ALS CLCS shall procccd with the updating of the Lcarner Rcgishl' for SY 2013-2014 following the scheclule of activitis siipulared in this Order. The updating shall invoh.e isstrance ofLRN lo the lea-rners who are not yet irr tbc registry and uPdating of enrolmcnt data and lcarncr information.

3.

4.

'lhe following limeline in the conduct ofLIS activities shall be obsen'ed:

LIS Activity

Official
Responsiblc_

tIS H*sek..ptng

Revic{, and l.lousekeeFine ol Lcarners Data Subm ssion of Housekeepins Rport signed b! lhe Ucad (SIl) ro the Schools Dn''sionr'cily ntend--nt iSDSI

".d I'npl"'n

t"

Sci'ools

S;fiol u"^d
School Head

Aueust 5-22, 2013 August 23,2013

SeDtember 2-13. 2013

Uodaftrs ol L.arn.r Resistry lor SY 2013 201.+ Gcneralins trIasterlist of Learoers ior SY 2013-20i4

School tlcad

ber 13,2013

D.DEd com?rcx, M..arco Aven!., Pa3is cn-r.' 1600

I urr rao",orrrr"",ur.',au, Su,u

o"roruar_uroo

*a*"a

eo' pi,

LIS Actiwity
LIS Hou6ekeDlns end Imblmentatton ld CLCS Revien and Housekeeping of Data on ALS
Revielv and HousekeeDine of tf,amer Data Updating of l-earner Registry lor cY 2013 2014

Ofiicial
Auexst 5-9,2013
ALS Facilitator

Ausust 12-16.2013 August 26September 6, 2013 September 6. 2013

ceneraiins Masterlist of Ledners for SY 2 0 1 3

20 14

5. The LIS Housekeeping dd Implementation Procedure for Public Schools is specified in Enclosure No. l, while the procedure for CLCS is specilied in Enclosure No. 2. These procedures must be done following the schedule that is provided.
The LIS sh.]l be secured, as far as practicable, with the use of the most approp.iate standard rquired by the infonnation and communications technolos. ij1dusrry. Further, in order t,r ensurc that learner informatlon are secured and protected, the collection, updating and processing of inlormation shall be subject to the.following

6.

The Class Adviser shall be responsible for collecting and updating infomation on learners in the formal school, ensuring that data
captured is suppoded by appropnate legal documents; The ALS Facilitator shal be responsible for colleciing and updating information on leainers in ALS, ensuring that data captured is supported by appropdate legal documents and that sensitive learner information aie protected lrom unauthoried access or disclosure; The Schooi Head sha11 be responsible for implemeniing necessary policies a.nd procedures.in his/her school to ensurc that the collection and processing of learner inJormation is carried oul in accordance \i.ith the guidelilxes provided in this Order and tiat sensitive learner inforrnation are protected trom unauthorized access or disclosure; and

7. The aformentioned parties arc granted secudBr clearance to have access to lhe information in the LIS in their specific areas of responsibility. No other parq/ sha1l be gmnted access to any informatron ir] the system unless a request for such security clearance is submitted and approved by the Ofiice of the Secretary' 8.
DepEd through the Of6ce of the Secretary shall ensure the security and conlidentiality of leainer information in th LIS and that processing of leamer information and access to the same is in accordance witl the prcvisions of the Data Privacy Act of 2012.

9.

The regional directors (RDs) through the Regional Planning Units (RPUS) and the schools division/city superintendents (SDSS) through the Division Planning Units (DPUS) to ensule sh?Lll jointly provide tecb.nical assistance to the schools and ALS implementom the timeliness, accuracy and compieteness of daia submitted' The DOs sha1l oversee the encoding of data for schools and CLCS with no access to Internet fac,lit-les.

10.

personnel involved in the LIS at the schools, CLCS, district and division levels to render oveflime (OTl services during wiekdays' weekends arrd holidays ^ff.-"a t"".""rrry to oeet the LIS target schedules, subject to the usual accounting and *tr",,, auditing ru1es.

11. .*

A11

previous issuances relative to this Order which ar found inconsistent deemed superseded or modified accordingly

12. A[ 13.

Immediate dissemination ofand strict compliance \qith this Order is directed.

ARMtr{ A. L'IJISTRO Secreiary

Encls.:
References:

DepEd Order: (Nos. 22, s. 2012 and 67'

s 201il

To be indicated in the Perpetuai Index

under the following subjects:

ALTERNATIVE LEARNING SYSTEM DATA FORMS POLICY PROCRAMS

PUHLS
. SCHOOLS

STUDENTS
Madel LIS Final

aa64-May 2\ ,2013 | 5 24

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DepED Order No.33 s.2013

July 23,2013

Lea..er lnfolmalion:Sirldiil I

'lirplementatioili6t&&iql year

ACKNOWLEDGMENT
RECEIVED

M. SAN ANTONIO Director lll

Officer-ln-Charge Office ofthe Regional Director

Schools Division Superintenden! Dlvision of I

RECEIVED AND DISSEMINATED BYr

Distrid Supervisor
District

of:

SchoolPrincipal
Name ofschool

District: Divhion of:

lnformation and Comhunication Technology office

. Enclasure No. I to DepEd Order

No. 33. s. 2013

LIs Implenrentation for sY 20I3-2O14

1. All public schoois shall update their

lea-rner records for SY

20i3-20i4.

2. The additional learner data, which are captured in the

Registry, to be coilected are as folows:

School Form 1: School

a.

Enrolmcnt Date lt:he date when the learner first reported to class for a given schooi year); MotlEr's Maiden Name;

b.

c.

FatlEr's Name;
an indigenous people (by definition in IPRA Chapter 11, Section 3) by selfascription alrd ascription by others beiong; and {specifies a learner's disabjliry based on medical certiflcation or by the teacher's obsewation).

d. EthnicitA (refers to the ethnic group to which a learner who is

e. ,is@b;lity

Balik-aral is an indicator to identify a learner enrclled in the current school year, finished a grade leve1 and stopped schooling after a yea.r or

Enilosurc No 2 to DepEd Order No 33 s 2013 Enclosure 2: LIS Data Housekoeping atrd Implementatlon Procedule for Communlty Larning centeE LIS Data llou3ekeepine

l. The rcview and cleanup of data rn the LIS shall be dorle through an online housckeeping facility which is accessible through the web address: http://lis.deped.eov.ph/housekeep. ALS Education ProS.am Supewisor and authorized ALS Iacilitalors may access this facility using thei LIS usemame and
2. The ALS Educalion Prcgram Supersisor I (EPs I) shal have the
responsibi.litres:

password. A set of procedures to guide the housekeeping process can bc viewed or dowrloa.ded from rhe link "lnstructions for Housekeeping'' sholrn in the main page.
following

a. Ensuring prompt and accuratc revierv of the registry of ALS learnmg

facilitators in the LIS and rcording of data cori:ections through the online housekeepins fa( rh ty:

b. Direcdng ALS learning facilitators to commence housekeeping of Al.s

Learner Registry only after he/she has completed the housekeeping of ALS learning facilitators; and

c.

Reviewing and housekeeping ofALS lea-rnels enroled through co[tractors and partners.

3. ALS Learning facilitators a.

sha-1l bc respoDsiblc for ensuring prompt and accurate review of their respcctive learner registr.ies in the LIS and record data corrections in rhP sysrem follownB Lhii process.

Thc LIS Registry for SY 2012-2013 shall be generated from the online LIS housekeeping facility.
CY 2012 to April 2013 shall be compared with the MIS002A l,carner Profile to resolve data issucs in the following ways: i. corrcct haccurate or incomplete information on bifth date, gender, sex, name, guaidian and address; ii. identily valid LRN for a leamer lvho has been issued multiPle LRNS and tas the invalid LRNS for deactivation; iii. identiiy LRNS in the LIS Registry which are not in the School Registry/ Leaner Profrle and tag thcse LRNS for deaclivation: and ir.. crcode data of leamers $'ho are in the School Registry/karner Profile but are not in the LIS Registry' LRN for these newly encoded learners shall be issued at the DepEd Central Office (CO) 3nd will be available in the LIS before the beginDing of SY 2013-2014 updating

b. The LIS Registry for

The schools shall also update the leamer's enrolment status as of March 31, 2013 ro one ol rhe 'ollo\ving:

i. i|. ,

Campletedwhich means the learner is promotcd to the next lcveli Retained which means the leamer is retained in the same Brad/year level; and

ii\. No Lotqer

ln school which means transferred out or dropped.

the learner has eitier

d. They shall

encode data corrections ar}d updates through the online LIS housekeepins faciliW.

LIS Implementation for SY 2013-2O14

t. A[
2

CLCS shall update the learner records for SY 2013-2014.

The additional iea.ne! data, which are captured in ALS MIS002A: Learner Profile, to ile colected aJe as follows:

a-

EntTImEnt Date (the date when the leamer first reported to class for a given school yea:r or the date when the ALS learner is enlisted in the MiS002A of a]l ALS learning tacilitator):

b. Mother's Maiden Name;

d. Erhnicity (refers to the ethnic group to whlch a larner who

is an indigenous

peop'le (by definition

in IPRA Chapter 11, Seclion 3) by self- ascdption ajrd

ascriptlon by others belong; a]ld

,isobilitV (specifies a leamer's disabilily based on medical certification or by

thc teacher's observation).
t.

A&E ?est Regist,.anf indicates whether the ]earner is an A&E test registrant (drop down Yes or No);

A&E Test Leuel laken indicates whether the A&E test registrant is
elementarf ]evel or secondary level: and
h

A&E ?esl Res.lll specifies whether the A&E Test Registrant has passed or
fniled the latest A&E Test.