Department

Department of
of Education
Education
Region
Region V
V (Bicol)
(Bicol)
Division
Division of
of Albay
Albay
Legazpi
Legazpi City
City

LEARNER INFORMATION SYSTEM (LIS)

BEGINNING OF SCHOOL YEAR (BOSY)
SY 2015-2016

LIS EOSY SY 2014-2015

AN EVALUATION

sites.google.com/site/depedal
bayprs

What went right? What went wrong?

DATA MANAGEMENT PROCESS &

GENERAL ACCOUNTABILITIES
GUIDELINES FOR OPERATION

NICK L. BIO
Senior Education Program
Specialist
Planning and Research

PUBLIC/PRIVATE SCHOOLS
DATA COLLECTION
PROCESSES

Data Collection Systems

Enhanced Basic Educ. Info. System (EBEIS)
Registry of schools
Annual school profile
School building inventory (NSBI)
Learner Information System (LIS)
Registry of learners
Enrolment, grades & attendance
Personnel Tracking System (PTS)
Registry of personnel
PDS, movements and deployments

Region

Central
Ofce

May

June

July

1. Prepare
parameters for
Beginning SY
Reporting
2a. Create Profile
for Newly
Established
Schools

2b. Update
school profile
(integrated,
annexes)

School

Division

EBEIS
Update
Masterlist
of
Schools

2c. Update school

profile (school
head, programs,
operational stat)
4. Schools prepare
GESP/GSSP/ PSP &
encode non-enrolment
data (July 1, 2015)

LIS

3. Enroll Learners (June 22, 2015)

August

6a. Generate
Beginning of SY
National Perf.
Indicators and
Reports

6. Summarize learner
enrolment by school
(Aug 17)

Central
Ofce
Region
Division
School

September

LIS

5. Monitor data submission and provide

technical assistance to schools & CLCs

3. Enroll BOSY
Learners until Aug, 14
4. Encode & finalize GESP/GSSP/ PSP
until Aug. 21, 2015

EBEIS

6b. Generate
Beginning of SY
Regional Perf.
Indicators and Reports
6c. Generate
Beginning of SY
Division Perf.
Indicators and Reports

6d. Generate
Beginning of SY Perf
Indicators

School

Division

Region

Central
Ofce

September

October

7. Issue guidelines
for School Building
Inventory

November
10. Summarize and report
SY 2015 building inventory
by school

EBEIS

9. Monitor submission and

provide technical assistance to
schools

8. Schools update SY 2015

school building inventory
(October 1 - 31)

March

April

May

School

Division

Region

Central Ofce

1. Prepare parameters
for beginning of SY
Reporting
12. Summarize EOSY
learner data (May 31)

LIS

EBEIS

2a/b. Create Profile for Newly

Established Schools & update
profile of integrated schools and
annexes
2c. Update school profile (school
head, programs, operational stat)

11, Update EOSY learner status

Process/Activity

Output

Schedule

Learner Information System (LIS)

1. Finalize EOSY 2014 Learner
update

SF 5 Report on
Promotions

June 12, 2015

2. Encode public school learners

and enrolment data for BOSY
2015

SF 1 Masterlist of
Learners

June 22, 2015

to
Aug 14, 2015

3. Encode ALS learner data for CY

2015

ALS Form 1

June 22, 2015

to
Aug 14, 2015

4. Upload private school learners

and enrolment data for BOSY
2015
5. Summarize learner data by
school and post enrolment in
EBEIS

June 22, 2015

to
August 14,
2015
Enrolment data by
schools in EBEIS

August 17,
2015

Process/Activity

Output

Schedule

EBEIS, NSBI
1. Encode GESP, GSSP and PSP
non-enrolment data in the
EBEIS

July 1 to
August 21,
2015

2. Finalize BOSY 2015 data

submission

100% schools
submitted

August 21,
2015

5. Summarize SY 2014 school

building inventory

SY 2014 School
Building Inventory

September
2015

3. EMIS Division issues

guidelines for NSBI updating

DepEd Order

September
2015

6. Schools update building

inventory for SY 2015

Updated inventory for

SY 2015

October 1-31,
2015

7. Summarize SY 2015 school

building inventory

SY 2015 School
Building Inventory

November
2015

GENERAL
ACCOUNTABILITIES
GUIDELINES FOR OPERATION

School Head
LIS Guidelines for Operation
Monitor the progress of updating in the
LIS and finalize the School Register for
a given school year
Ensure that data on learners in the LIS
and in any form of storage is kept secure
and protected from any unauthorized
access
Designate a secondary focal person
(School ICT Coord., EBEIS Coordinator)
who shall assist in providing system
admin. and technical support to Class
Advisers.

Class Adviser
LIS Guidelines for Operation
Only nationally-funded and locallyfunded teaching personnel can be
assigned as Class Adviser.
Volunteers cannot be assigned as
CAs
The Class Adviser shall be
responsible for the following:
Enroll and update the profile of all
learners in his/her class in any
given school year
Finalize his/her Class Register

Creation and updating of learner

profile
Guidelines for Operation
Class adviser shall be responsible for
updating the profile of all learners in his/her
class in any given school year
He/she must ensure that the learner profile
is updated and supported by acceptable
documents (e.g. birth certificate, etc)
The LRN uniquely references a learner in the
registry.
An LRN must refer to one and only one
learner
A learner must have one and only one LRN
The LRN must be attached to every
learners school record (Form 137, etc)

Guidelines for Operation

Correction of learners
identifying info
Request for correction of learners name
(first name, middle name, last name),
date of birth, sex shall be done through
the online data correction facility and
approved at CO level.
Request for correction of learner and/or
enrolment data that affects the enrolment
reported shall be done at the central
office only upon endorsement of the
Division. This request must be supported
with proper justification and documents.

Guidelines for Operation

Enrollment of learners
Cutoff date for reporting annual
enrollment is the Friday of the week of
school opening (June 5, 2015)
The deadline for the encoding of this
enrollment data in the LIS is on
August 2015 2nd week. Actual
enrollment date shall be encoded in
the system.
Late enrollees (beyond the cutoff date)
will be encoded in the system even
beyond the cutoff date and the
deadline for encoding of annual
enrollment

Guidelines for
Operation

Creation and updating of Class

Adviser record
SH shall initially create a personnel
record and a user account for Class
Advisers in the LIS.
This personnel record is uniquely
referenced by the TIN No.
After the personnel record and its
corresponding user account is
created, updating of personnel data
can only be done by the personnel
him/herself.

Guidelines for Operation

Enrollment of learners
For accelerated learners (PEPT
passers, A&E passers), the
Acceleration No. must be provided
and encoded in the system.
Learners not eligible for enrollment
in the LIS due to special cases
shall be escalated to the SDO.
Enrollment under these special
cases shall be done at the CO level.

Guidelines for Operation

User Management
The Policy Planning and Research
Division (PPRD)/Office of Planning
Service (OPS) for (ARMM) and the
Regional IT Officer shall be responsible
for creating system access for a newly
created division.
Use the email address, preferably the
official deped.gov.ph as the
username
SDS is assigned the role as Head of
Office
SDS assigns the system admin role
to IT Officer and Planning Officer

Guidelines for Operation

User Management
The Planning and Research Section
(PRS)/Division Planning Unit and the Division
ICT Coordinator shall be responsible for
creating/updating access for a newly
established school, a newly deployed school
head and one who had been assigned to
another school.
Use the email address, preferably the official
deped.gov.ph as the username
School Head is assigned the role as School
Representative
School ICT Coordinator is assigned the role as
School Representative Admin

Guidelines for Operation

User Management

At the school level, the School Head

and the designated ICT Coordinator
(or EBEIS Coordinator) shall be
responsible for creating access for
Class Advisers
Use the email address, preferably
the official deped.gov.ph as the
username
They are also authorized to reset the
account of a Class Adviser to a
default password

THANK YOU!