Learner Information System

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Learner Information System

• Online Module for
• Elementary and Secondary Schools

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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 LRN

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Learner Information System (LIS)

• The LIS is a system for maintaining the registry
  of learners
• It is used to update learner information at the
  school and community learning centers.

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Objectives

• Streamline reporting requirements of schools and
  community learning centers
• Improve the accuracy of enrollment data from
  public/private schools and ALS Learning Centers
• Provide information to monitor the delivery of
  education services to learners
• Provide for easy access to learner records by
  authorized DepEd Offices when requested by
  learners.

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Phase 1 Objectives Deploying and Stabilizing the
LIS

• Issue LRN to all public school learners new
  entrants, previous SY enrollees with no LRN,
  Balik-Aral/Balik-Paaralan 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

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Phase 1 Objectives Deploying and Stabilizing the
LIS

• Incorporate LRN in every learners Form 137, Form
  138, ALS certificate and diploma or portfolio by
  the concerned school heads and other DepEd field
  personnel
• Generate summary reports which includes the age
  profile and total enrollment

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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
Regional Planning Officer 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 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
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Roles and Responsibilities
Schools Division Superin-tendent 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 Coord. Assist the Planning Officer and ALS Supervisor in 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
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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
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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
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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
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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
Class Adviser Enroll appropriate SY 2011 enrollees to section handled Update or correct personal background and CCT information of learners
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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
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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

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LIS Website

• Official website http//lis.deped.gov.ph
• Temporary practice website http//beis.depedonlin
  e.net/lis_practice

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Elementary Secondary SchoolsRoles and
Responsibilities
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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 learner instead of creating a new LRN

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Issue an LRN to learners with no LRN and enroll
them

• School logs in LIS Main Page

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Issue an LRN to learners with no LRN and enroll
them

• System displays welcome page for school account

20
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

21
Issue an LRN to learners with no LRN and enroll
them

• School clicks on Next to access Search Learner
  Screen

22
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

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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 which appears after the search
  was conducted

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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

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Issue an LRN to learners with no LRN and enroll
them

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

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Issue an LRN to learners with no LRN and enroll
them

• If school finds the learner, school clicks on
  edit to enroll the learner

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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

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Issue an LRN to learners with no LRN and enroll
them

• System updates the database

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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

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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

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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 criteria

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

• School clicks edit to access the Edit Learner
  Screen

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

• School updates background and enrollment
  information then clicks submit

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

• System updates the database

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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

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Enroll Previous SY Learners

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

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Enroll Previous SY Learners

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

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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

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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

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Update or correct 4Ps/CCT information

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

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Update or correct 4Ps/CCT information

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

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Update or correct 4Ps/CCT information

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

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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

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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

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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

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Update or correct Enrollment data and Personal
Background

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

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Update or correct Enrollment data and Personal
Background

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

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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

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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

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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 (als)
• Exactly the same name

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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

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Ensure Accuracy of Learner data

• School makes the necessary corrections and clicks
  submit

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Ensure Accuracy of Learner data

• System updates the database and the list of
  potential errors

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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

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Request DO for the deactivation of LRN
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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.

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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

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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

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Manage the user accounts of class advisers

• System creates the user account

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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

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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

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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

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Manage the user accounts of class advisers

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

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Reports
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Reports
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Reports
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Reports
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Reports
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Thank you