Learner Information System

Module for Division Planning Officers

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

Division Planning Roles and Responsibilities

LIS Website

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

Manage the user accounts of schools

Guidelines The Division Planning Officer (DPO) can create user accounts for the following user types :
Div Formal Create LRN Edit/Enroll learners L L Dist Sch L L L Sec tion

Search learner
Deactivate LRN View transaction log User management Generate summary reports Generate Masterlist

F
F F L F L F

L F L F L

F-Full Access, L-Limited to area concerned

Manage the user accounts of schools

DPO logs in LIS Main Page

Manage the user accounts of schools

System displays welcome page for DPO account

Manage the user accounts of schools

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

Manage the user accounts of schools

DPO enters User Name, Password, Description and sets the Access level to appropriate level (division, school district, elementary/secondary school or section) DPO selects appropriate school then clicks the Add button

Manage the user accounts of schools

System creates the user account

Manage the user accounts of schools

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

Manage the user accounts of schools

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

Manage the user accounts of schools

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

Manage the user accounts of schools

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

Deactivating an LRN
Guidelines LRN deactivation is triggered by a written request from the school head. DPO reviews request and makes recommendation to the SDS. DPO shall deactivate an LRN upon receiving approval from SDS The written request to deactivate an LRN shall follow the format found in Enclosure 2 of DepEd Order 22, s. 2012 An LRN may only be deactivated if a learner was assigned more than one LRN or if a learner does not actually exist in the said school The LRN of learners who have dropped out, died or transferred out SHOULD NOT be deactivated

Deactivating an LRN

Deactivating an LRN

DPO clicks on the Deactivate LRN facility in the Main Menu to access the Deactivate LRN Select Division Screen DPO clicks on Next to access the Deactivate LRN Search Screen

Deactivating an LRN

DPO enters the LRN to be deactivated System displays the appropriate learner DPO clicks on the letter D beside the name to access the Deactivate LRN Screen

Deactivating an LRN

DPO makes sure that the name of the learner matches with the LRN being requested for deactivation DPO enters the reason for deactivation and clicks Submit System deactivates the LRN

View Transaction Log

Guidelines The Transaction Log is a security feature which records all transactions to revise the information of an learner as well as the user who made the changes

Viewing the Transaction Log

DPO clicks on the Transaction Log facility in the Main Menu to access the View Transaction Log Screen

Viewing the Transaction Log

DPO enters the LRN and clicks on Search System displays the transaction log of the searched LRN

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