Learner Information System

Online Module for Elementary and Secondary Schools

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

LIS Website

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

Elementary & Secondary Schools Roles and Responsibilities

Issue an LRN to learners with no LRN and enroll them

Guidelines All learners enrolled in the school must be issued only one LRN When a learner without an LRN enrolls, the school 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 school Learners without LRN include new entrants, previous SY enrollees who were not issued an LRN, Balik Aral, transferees who were not issued an LRN in their previous school The school will create a new LRN only if the learner was not found in the database If the learner was found, the school will enroll the said

Issue an LRN to learners with no LRN and enroll them

School logs in LIS Main Page

Issue an LRN to learners with no LRN and enroll them

System displays welcome page for school account

Issue an LRN to learners with no LRN and enroll them

School clicks on the Formal Schools facility in the Main Menu to access the Select School Screen

Issue an LRN to learners with no LRN and enroll them

School clicks on Next to access Search Learner Screen

Issue an LRN to learners with no LRN and enroll them

School 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

School enters region and division where the learner previously came from. If the learner is a new entrant then school should select the current division. School enters the First Name, Middle Name, Last Name in the appropriate fields School clicks on search to display a list of learners who have names similar to the search criteria If the learner was not found or is not in the list displayed, school clicks on the Create New Learner command

Issue an LRN to learners with no LRN and enroll them

System displays the Create New Learner Screen School enters the appropriate background and enrollment 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 school finds the learner, school clicks on edit to enroll the learner

Issue an LRN to learners with no LRN and enroll them

System displays the Edit Learner Screen School updates background and enrollment information then clicks submit

Issue an LRN to learners with no LRN and enroll them

System updates the database

Enroll transferees to the appropriate grade level and section in current SY

Guidelines Enrollment of transferees who have a copy of their LRN shall be accomplished through the Search Learner by LRN facility

Enroll transferees to the appropriate grade level and section in current SY

School accesses the Search Learner Screen and checks LRN in the Search by option

Enroll transferees to the appropriate grade level and section in current SY

School enters the LRN of the transferee then clicks Search System displays list of learners who matched the search

Enroll transferees to the appropriate grade level and section in current SY

School clicks edit to access the Edit Learner Screen

Enroll transferees to the appropriate grade level and section in current SY

School updates background and enrollment information then clicks submit

Enroll transferees to the appropriate grade level and section in current SY

System updates the database

Enroll Previous SY Learners

Guidelines Previous SY enrollees shall be enrolled using the Enroll Previous SY Learners facility that allows simultaneous enrollment of multiple learners

Enroll Previous SY Learners

School clicks on Enroll Previous SY Learners facility System displays Enroll Previous SY Enrollees Screen

Enroll Previous SY Learners

School selects the previous SY grade level System displays learners enrolled in the previous SY grade level

Enroll Previous SY Learners

School selects the current SY grade level and enters the current section Schools puts a check mark on the learners to be enrolled in the current grade level and section the clicks submit

Enroll Previous SY Learners

System updates the database and displays updated current SY enrollment data of learners If school wants to remove a learner from the enrollment list, click the letter R beside the enrolled Learner

Update or correct 4Ps/CCT information

Guidelines Updating the list of 4Ps/CCT recipients shall be done using the 4Ps/CCT Recipients facility

Update or correct 4Ps/CCT information

School clicks 4Ps/CCT Recipients command System displays Identify 4Ps/CCT Recipients Screen

Update or correct 4Ps/CCT information

School selects Current Grade Level and Section System displays learners for that grade level and section

Update or correct 4Ps/CCT information

School puts a check mark on learner who are recipients of the 4Ps/CCT program then clicks submit System updates the database

Update or correct 4Ps/CCT information

If school wants to remove a learner from the list of CCT recipients, click the letter R beside the Learner name

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 The Edit/Remove Enrollees facility allows the user to access all enrollees for the current school year as opposed to the Enroll Previous SY Learners which can access only the enrollees of the previous school year

Update or correct Enrollment data and Personal Background

School clicks Edit/Remove Enrollees facility System displays Edit/Remove Enrollees Select Screen

Update or correct Enrollment data and Personal Background

School selects Current Grade Level and Section System displays learners for that grade level and section

Update or correct Enrollment data and Personal Background

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

Update or correct Enrollment data and Personal Background

System updates the database and displays updated information If school 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, schools are responsible for ensuring that information for each learner in their respective area is accurate Schools 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 After encoding all learners, schools should manually review the data of their respective learners. The system also provides a Check Data facility which automatically checks the following potential errors:

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

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

Ensure Accuracy of Learner data

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

Manage the user accounts of class advisers

Guidelines A large school may delegate encoding of learners to class advisers by creating a user account that can access only the section handled by the adviser In order to avoid conflict with the user accounts of other schools the following naming convention will be used: schoolid_name of adviser (ex. 101132_aabanil) The user account of class advisers do not have access to the Search Learner and Check Data facility. Class advisers can only access learners enrolled in their respective classes.

Manage the user accounts of class advisers

School clicks on the User facility in the Main Menu System displays the Search User Screen School clicks on Add New User facility to access the Add User Screen

Manage the user accounts of class advisers

School enters User Name, Password, Description and sets the Access level to Section School selects appropriate grade level and enters the section name then clicks the Add button

Manage the user accounts of class advisers

System creates the user account

Manage the user accounts of class advisers

If the school wants to edit an existing account such as change the password, grade level or the section name, school shall enter the account name in the Search User box then click the Search button System displays all users matching the search criteria School clicks on the letter E beside the user name

Manage the user accounts of class advisers

System displays Edit User Screen School makes the appropriate changes then clicks on Edit System updates the database

Manage the user accounts of class advisers

If the school wants to delete an existing account, school shall click the letter D beside the user name to access the Delete User Screen

Manage the user accounts of class advisers

School clicks on the Delete button to confirm deletion of the user account. System delete user account

Reports

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