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SCHool forms review (Phase I)

Highlights of the Project Study & Recommendations
JUNE 2013 PRESENTATION OUTLINE I. SITUATIONER II. OBJECTIVES III. SCOPE & LIMITATIONS IV. FINDINGS & ACTIONS TAKEN V. RECOMMENDATIONS

I. SITUATIONer
1. Teachers and school heads consume too much time and effort in preparation of the 36 common forms 2. At the divisions, education supervisors devote at least 4 weeks during the annual (EoSY) checking/review
Table 1: Number of Hours Spent in Preparation of 36 Common Forms (SY 2011)

Est. number of hours spent*

Per Day Per School Year

Elementary School Forms

Teacher 1.9 hrs 388 hrs
(49 working days)

High School Forms

Teacher 1.9 hrs 382 hrs
(48 working days)

School Head 1.5 hrs 306 hrs

(39 working days)

School Head 1.8 hrs 358 hrs

(45 working days)

Division Supervisors

160 hrs
(20 working days)

*Computation of hours is based on average number of hours spent per form

I. SITUATIONer
3. July and April are the busiest months
July
ES: Teacher: 117 Hours
School Head: 104 Hours HS: Teacher: 71 Hours School Head: 100 Hours
25 20

April ES: Teacher: 141 Hours

School Head: 115 Hours HS: Teacher: 108 Hours School Head: 91 Hours

Fig. 1: Number of Forms Submitted Monthly

School head Teacher
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Number of Forms

15 10 5 3 4 2 2 12 7 8 3 6 2 3 3 4 2 2 3 4 2 2 6 3 2 3 2nd 3 4 2 2 6 3 2 3 3 4 2 2 6 3 2 3 8 7 0 0 6 5

ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS ES HS Jun Jul

1st Aug Sep Oct Grading 3rd August

Nov Dec Grading

January

Jan

Feb
March

Mar

April

May

Grading November

I. SITUATIONer

4. Some of the questions asked on school forms are outdated

Days Attendance in Grade from the Previous and Current Years Number of Years in School & Total (per learner) Age of Learner as of April (per learner) Corrected enrollment Date began and ended reading including nos. of pages (textbook) Occupation of teachers husband/wife in assigning teaching loads Rounding up of age of learner in age profiling (6 months and above=1 year)

I. SITUATIONer

5. Most forms contain duplicate information

Learner Basic Information & Academic Performance Teacher Basic Information & Teaching Loads

6. Region/division officers revise the general forms or introduce their own forms for the use of their local offices
SREAT in Region IV-A Accommodation 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

II. OBJECTIVES
To update data elements in existing school forms to create simplified new school forms but without compromising the quality of data gathered.
To reduce Number of forms Number of data elements Time and effort Budget

III. Scope & Limitations

Based 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.

65 school forms from the inventory conducted June 2012

36 identified as most common school forms (General Forms)

16 forms as priority for review (Phase 1)

IV. Results & ACTIONS TAKEN

The sixteen priority forms were modified according to intent and efficiency Display Modified Form
CURRENT (Form Code Form Name)
()=number of data elements 1. 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) 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) 12. Form 20 - Summary Report on Enrolment and Promotion (72) Official List of Learners Record of daily attendance List of books issued to/returned by with corresponding date Monthly & cummulative records of enrollment, attendance and movement of learner List of Learners that promoted to the next grade level or graduated. Along with the Final Rating is the level of proficiency Total number of learners promoted per grade level and graduated Inventory list of school personnel with description of assignment

Description

MODIFIED (Form Code Form Name) ()=number of data elements

SF 1 School Register (23) SF 2 Daily Attendance Record (39) SF 3 Books Issued & Returned (18) SF 4 Monthly Learner Attendance and Movement (51) SF 5 Report on Promotion and Level of Proficiency (33)

SF 6 Summary Report On Promotion & Level of Proficiency (44) SF 7 School Personnel Assignment List & Basic Profile (33)

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)

IV. Results & ACTIONS TAKEN

From the modifications, the current sixteen forms were reduced to seven (7) modified forms.
Table 3: Changes for the Current and Modified Forms
Current Number of forms
Number of data elements* Hours spent by teacher Hours spent by school head Annual purchasing/printing cost

Modified 7
231 32 24 None

16
634 298 120 P46.7M

*Total Data Element is the sum of data elements per form (not the total number of
unique data elements) Out of the total 634 data elements from 16 forms , 403 were removed due to redundancy / no longer useful The 231 total data elements from 7 Modified forms consist of 126 retained from current forms and 105 newly created data elements.

IV. Results & ACTIONS TAKEN

The modified forms were tested in pilot schools and divisions. It went through a process of consultation and feedback.

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Figure 2: Consultation and Feedbacking

NOVEMBER 2012 TO MARCH 2013 DATA COVERED: SY-2012-2013

Actual utilization, testing, and modeling of modified forms 20 Schools (12 ES and 8 SS) in 11 Divisions within 5 Regions 20 School Heads 184 Teachers Replacing existing equivalent forms

Reviewed/Checked in the Division Level 6 Schools Division Superintendents 5 Assistant School Division Superintendent 42 Division Education Supervisors 11 Division Planning Officers

Quality Assured in Regional Level 1 Regional Assistant Director 4 Regional Supervisors 4 Regional Planning Officers

IV. Results & ACTIONS TAKEN

Table 4: Approaches/Strategies Applied During Modeling
Scenario in School A . With computer, online Strategies Modified 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). Modified 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). Modified 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).

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B. With computer, offline

C. Without computer

Note: Accessing LIS was done only for the purpose of generating basic information of learner with corresponding LRN.

V. recommendations
1. Replace 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 HRIS

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V. recommendations
4. 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. 5. 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)

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END OF PRESENTATION

Study conducted by:

SCHOOL FORMS REVIEW TEAM Presented by: PROJECT DEVELOPMENT AND EVALUATION DIVISION OFFICE OF PLANNING SERVICE

SUPPLEMENTAL SLIDES

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At 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 heads
Number of General Forms per Schedule of Preparation/Submission Utilize in Elementary School Frequency/Schedule Teacher School Head Utilize in High School Teacher School Head For Submission to the Division office Elementary High School

Daily Monthly Quarterly/Periodical

1 4 2

0 3 0

1 2 1

0 2 0

0 2 0

0 1 0

Begginning of School Year

End of School Year
Estimated hour being spent for data gathering/ preparation

8
8
Daily Average: 2.06 hours Average total in a SY : 412 hours

7
6
Daily Average: 1.53 hours Average Total in a SY: 306 hours

5
7
Daily Average 1.91 hours Average Total in a SY: 382 hours

6
5
Daily Average : 1.79 hours Average Total in a SY: 358 hours

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14

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Some reports that being required by the division office are also for submission to other offices such as regional/central office and other offices

Current Process of Divisions Annual Checking of Forms

Basic Profile Birth Cerificate STS Forms 2 & 4 Masterlist Form 1 Diploma (graduating learners)

Current Practice: 60 to 120 minutes per section (ave. 45 learners). Total 15 Forms

Ratings and performance Class Record Form 137 Grading sheet Form 138

For submission to division office

Form 18 E1 (Primary) Form 18 E2 (Intermediate) Form 18 A (Secondary)

List of Graduates

Form 20

As observed using the modified forms . . . . .

Basic Profile

With the Modified Forms: 30 to 45 minutes per section (ave. 45 learners). Total: 7 Forms

Ratings and performance

Form 1-A
Diploma (graduating learners)

Form 1-B

Form 138

Form 137

For submission to division office

Form 18 Form 20

School Forms Reengineering Team

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 unnecessary18 clerical and recording tasks)

Directory of the Pilot Schools and Divisions

School ID & School Name Population (SY 2012) School Head Contact Number Modified Forms Coordinator Contact Number

1. 136534 Lagro ES, QC, NCR 2. 305336 Lagro HS, QC, NCR

2,967

Dr. Lilia Garcia Dr. Maria Noemi Moncada Dr. Jesusa Caraig Robelina Lazaro Nonilon G. Manuel Nilo A. Abolencia Laila R. Maloles

0919-291-1638 0917-542-0017 Nimfa R. Gabertan Alma Alonzo 0918-4 0915-921-7185 0906-200-2038 / 0923-979-3019 (049) 562-7637 / 561-2931 Azela Geraldine B. Sisperez
0922-287-8450 0920-698-4457

4,528 3. 136485 Sta. Ana ES, Manila, NCR 4. 136562 Kalantiyaw ES 5. 104795 Tibagan ES, Bulacan, III 6. 300781 Tibagan NHS, Bulacan, III 7. 301504 San Pablo City NHS, San Pablo City, IV-A 3,499 354 1,027 1,273 2,852

Ma. Luisa S. Rivera

0917-644-2352

8. 109791 San Pablo CES, San Pablo City, IV-A

3,918

Hermenes Bagsik

09999972855

9. 301488 Bugtongnapulo NHS, Lipa City, IV-A

587

Theresa G. Exconde

091-304-59-91

School ID & School Name

10. 109641 Jose K. Obandon MES (Antipolo ES), Lipa City, IV-A 11. San Vicente NHS, San Vicente, Palawan, IV-B 12. Sagpangan ES, Aborlan, Palawan, IV-B 13. Delfin Albano NHS, Cabagan, Isabela, II 14. Cagayan NHS, Tuguegarao, II

Population (SY 2012)

565

School Head
Adelia M. Orsos

Contact Number
0917-863-8918

Modified Forms Coordinator

Adelia M. Orsos

Contact Number
0917-863-8918

870 324

Eleazer B. Arellano Leonita D. Dela Rosa Gemalyn P. Ramirez, Ph. d. Linda P. Tungcul, Ph.

0999-991-23-92 0920-807-9030 0906-271-2139 (078) 844-12-32

Eleazer B. Arellano Glenda C. Magpantay Mary Grace O. Domingo

0999-991-23-92 0947-890-0733 0922-727-4760

1,707 6,273

15. * Patagueleg PS, Cagayan, II

16 * San Salvador Loob PS, Lipa City 17. * Cagbalete Island PS, Quezon, IV-A 18. * Ligaya ES, Quirino, RII 19. Bonga Menor ES, Bulacan, Region II 20. * Cagbalete Island NHS,

58

Jesus Soriano

09064597152

Jesus Soriano

09064597152

65

Roselyn C. Llanes 09279895721

34 112 314

Danalyn Servillon Dr. Amparo Orlani Juliet Bulaong

0917-5011284 0935-9559447 09332529560

145

Mario Guevara

09189482507

* Expansion schools (small enrollment and isolated)

LIST OF FORMS USED IN SY2011-2012 (PILOT AREAS)

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 Form 1-Attendance/Registry Form 2 Form 3 List of Graduates Form 18 A Report on Promotions Form 18 E1 Report on Promotions Form 18 E2 Report on Promotions Form 20 STS Form 2 STS Form 4 Masterlist Form 12 Inventory of Teachers Form 19 Assignment List of Teachers Form 29 Teacher's Program Form 31 Summary Information of Teachers Inventory of Textbook Class Record Form 30 Class Program M&E Form (ES) Grading Sheet Form 137 Form 138 School Annual Accomplishment Report Brigada Eskwela SREA Ranking of Honor Pupils Nutritional Status School Oral Health Examination Card School Health Examination Card Physical Fitness and Sports Talent Assessment Forms NCBTS/TSNA/IPPD/CB PASSA (School Head) NCBTS/TSNA/IPPD/CB PAST (Teacher) EBEIS-GESP ( BOSY & EOSY) 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 EBEIS-GSSP ( BOSY & EOSY) School Report Card Inventory of Physical Facilities & Equipment SBM Forms Early Registration School Building Card Enrollment Form (for new entrant) One Basic Fact School MOOE & Other Finance-Related Reports Adopt A School School Improvement Plan Annual Improvement Plan Early child Care YES for Peace Co-Curricular Form (For Honor) Ranking of Teachers Applicant Form 138 Observation Sheet for Teachers Supervisory Plan Annual Procurement Plan Inventory of School Site Accomodation Reports SREAT Form 7 Monthly Summary Report for Teachers & Non Teaching Organizational Report for SPED Classes Class Inventory Record Statement of Assests and Liabilities & Net Worth (SALN) Personnel Data Sheet (Form 212) Form 6 Application for Leave Form 48 Daily Time Record for Teacher Phil IRI Reporting Forms (pre & post) (no need detailed report) Lesson Plan (Done with DLL) SPED Annual Assessment Report

( ) Nos. of data elements Student Tracking System Form 2Learner /Family Profile (18)

Master list of Learners (13)

MODIFIED FORMS

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SF 1 School Register (23) SF 2 Daily Attendance Report for Learner (39)

Inventory of Textbook (25)

Form 1 School Register, Attendance & Books Issued & Returned (24) Student Tracking System Form 4Absenteeism and Dropout Profile (27) Form 2- Monthly Report of Attendance (45) Form 3 Principal Report of Enrolment & Attendance (81) Form 19 Assignment List of Teachers (22) Form 12 Teacher Status Report (18) Form 31 Summary Information of Secondary School Teachers (24) Form 18-E1 - Report on Promotion for Primary Grades (62) Form 18-E2 - Report on Promotion, Intermediate Grades (108) Form 18-A -Report on Promotion for Secondary School (64) Form 20 - Summary Report on Enrolment and Promotion (72) List of Graduates (12) Form 29 Teachers Program (19)

SF 3 Books Issued and Returned (18) SF 4 Principals Record For 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) SF 6 Summarized Report On Promotion & Level of Proficiency (44)

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.
Simulation of the implication of rounding up the age of learner as of July 31
Tibagan ES (Bulacan) Grade VI Section A % of meeting the ideal age of 11 by grade 6 Rounding up: 39% Actual age: 80%

Number of Learner

50 40 30 20 10 0

10 Yrs old 11 Yrs old (ideal age)

12 Yrs old
13 Yrs old and above

Overaged

Rounding up Applied

Actual Age

Recommendation: 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.