Learner Information System

Module for ALS Facilitators

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

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

LIS Phases of Implementation

Phases Schedule Target Outputs

Pre-Implementation Phase LRN Buildup Phase 1 LIS Deployment & Establishment of Learner Registry

Aug 2011 Jul 2012 Aug 2012 Jan 2013

Masterlist of Learners in Public Schools & ALS for SY/CY 2011 Initial Registry of Learners with LRNs LIS deployed in schools and CLCs Registry of Learners with LRN in Public Schools & CLCs for CY/SY 2012-2013 Centralized Registry of Learners 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 Health & Nutrition Profile Academic Profile for CY 2013

Phase 2 Feb 2013 Mainstreaming LIS Mar and Implementation in 2014 Private Schools

Phase 3 Expanded Learner Profile

Apr 2013

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.)

Phase 1 LIS Deployment and Establishment of Learner Registry

Phase 1 Objectives Issue LRN to all public school learners: new entrants, previous SY enrollees with no LRN, Balik-Aral/BalikPaaralan 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

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

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 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 Planning Officer

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

Roles and Responsibilities

Schools Division Superintendent 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 Assist the Planning Officer and ALS Supervisor in Coord. 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

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

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

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

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 Enroll appropriate SY 2011 enrollees to section handled Update or correct personal background and CCT information of learners

Class Adviser

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

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

ALS Facilitators Roles and Responsibilities

LIS Website

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

Issue an LRN to learners with no LRN and enroll them

Guidelines All learners enrolled in ALS must be issued only one LRN When a learner without an LRN enrolls, the ALS facilitator 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 learning center or school Learners without LRN include new enrollees, previous SY enrollees who were not issued an LRN, Balik Paaralan The ALS Facilitator will create a new LRN only if the learner was not found in the database If the learner was found, the ALS facilitator will enroll the said learner instead of creating a new LRN ALS learners for CY 2012 will be from Jan to Oct 31, 2012 Only learners who are 5 years old or above will be given an

Issue an LRN to learners with no LRN and enroll them

ALS Facilitator logs in LIS Main Page

Issue an LRN to learners with no LRN and enroll them

System displays welcome page for ALS facilitator account

Issue an LRN to learners with no LRN and enroll them

ALS facilitator clicks on the ALS facility in the Main Menu to access the ALS Select Division Screen

Issue an LRN to learners with no LRN and enroll them

ALS facilitator clicks on Next to access Search Learner Screen

Issue an LRN to learners with no LRN and enroll them

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

Issue an LRN to learners with no LRN and enroll them

ALS facilitator enters region and division where learner previously came from and First Name, Middle Name, Last Name ALS facilitator clicks search to display a list of learners who have names similar to the search criteria If learner was not found or is not in the list displayed, ALS facilitator clicks on the Create New Learner command which appears after the search was conducted

Issue an LRN to learners with no LRN and enroll them

System displays the ALS - Create New Learner Screen ALS facilitator enters the appropriate information then clicks on submit to save the data

Issue an LRN to learners with no LRN and enroll them

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

Issue an LRN to learners with no LRN and enroll them

If ALS facilitator finds the learner, ALS facilitator clicks on edit to enroll the learner

Issue an LRN to learners with no LRN and enroll them

System displays the ALS - Edit Learner Screen ALS Facilitator updates information then clicks submit

Issue an LRN to learners with no LRN and enroll them

System updates the database

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 ALS facilitators may also opt to make the same corrections through the Search Learner facility

Update or correct Enrollment data and Personal Background

ALS facilitator clicks Edit/Remove Enrollees facility System displays ALS - Edit/Remove Enrollees Select Screen

Update or correct Enrollment data and Personal Background

ALS facilitator selects learning center municipality and barangay System displays learners for the learning center

Update or correct Enrollment data and Personal Background

ALS facilitator clicks the letter E beside the learner name to access the ALS Edit Learner Screen ALS facilitator makes the necessary corrections then clicks submit

Update or correct Enrollment data and Personal Background

System updates the database and displays updated information If ALS facilitator wants to remove a learner from the enrollment list, click the letter R beside the Learner name

Ensure Accuracy of Learner data

Guidelines Per DepEd Order 22, s. 2012, ALS facilitators are responsible for ensuring that information for each learner in their respective area is accurate ALS facilitators 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 The Check Data facility provides an automated tool for checking the data in the LIS. The following are the potential errors checked by this facility:

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

Ensure Accuracy of Learner data

ALS facilitator clicks Check Data facility System displays potential errors found ALS facilitator clicks the letter E beside the Name to access the Edit Learner Screen

Ensure Accuracy of Learner data

ALS facilitator makes the necessary corrections and clicks submit

Ensure Accuracy of Learner data

System updates the database and the list of potential errors

Request DO for the deactivation of LRN

Guidelines ALS facilitator shall ensure that all learners in their respective area have only one LRN. In case a learner has more than one LRN, the ALS facilitators shall select the official LRN of the learner and request the division to deactivate the other LRNs ALS facilitator shall also request for the deactivation of LRNs assigned to learners who do not belong to their area 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

Request DO for the deactivation of LRN

Reports

Reports

Reports

Reports

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

Thank you