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GUIDELINES ON THE PREPARATION/CHECKING/ VALIDATION OF REQUIRED YEAR-END FORMS (2012-2013) Functions, duties and Responsibilities of a Teacher-Registrar The teacher

r registrar is in charge with the sole responsibility of keeping pupils records, particularly academic records. Keeps all pupils record up-to-date. Issues pupils permanent records. Duties and Responsibilities of a school guidance coordinator The school guidance coordinator is in charge of shedding light, providing assistance, giving direction and sharing an advice to a troubled person. ON THE COMPOSITION OF THE SCHOOL CHECKING COMMITTEE : The school checking committee to be formed by the school head should be composed of 7 to 8 teachers (for big schools ) and 2 to 3 ( for small schools ) . It is expected to carefully/thoroughly check the forms before submitting them for validation to permanent monitoring supervisors concerned , hence it is a functional committee. ON FORM 1 : 1. Entries on attendance in the Form 1 should be complete and should reconcile with teachers narrative remarks in Forms 2,137 ,138 and other forms. 2. Record of textbooks released to pupils/students should be accomplished by the teacher. 3. Form 1 should reflect the actual absenteeism of students. It contains permanent data, hence should be accomplished in ballpen( not in pencil). ON CLASS RECORDS : 1. All grades should be computed in the class record. 2. School heads should look into the accuracy of grade computation particularly the weight for each criterion in consonance with the following DepEd Orders : DepEd. Order No.33,S. 2004 ( Implementing Guidelines on the Performance- Based Grading System for SY 2004-2005) DepEd Order no. 39, S. 2004 ( Corrigendum to DepEd Order No. 33, S. 2004) DepEd Order No. 26, S. 2005 ( Character Education as a Separate Subject of (MAKABAYAN ) DepEd Order No. 31, S. 2012 (Policy Guidelines on the Implementation of Grades 1 to 10 of the K to 12 Basic Education Curriculum)

3. The final grade shall be determined by averaging the marks for the four quarters. In the case of the secondary level, averaging across quarters shall be by subjects only . (item 6, DepEd Order No. 33, S. 2004.) From the class record, grades are transferred to the grading sheets. ON GRADING SHEETS 1. Grades in the class record should reconcile with the entries in the grading sheet. 2. Avoid erasures in all forms so as not to cast doubts. ON FORM 137: 1. Form 137 should be completely filled out by teachers concerned. 2. Erasures should be avoided since it is a permanent record of the pupils/students. In case there are erasures, they should be accompanied by initial of concerned teacher . 3. To compute the rating for Makabayan, follow the procedure below : ( Enclosure No.2-A to DepEd Order No. 26, s. 2005) : a. For Grades I-II, add the ratings for Sibika at Kultura and Character Education and divide by 2. b. For Grades IV-VI, add the rating for HEKASI,MSEP,EPP and Character Education and divide by 4. 4. To get the General Average , add all the grades of the 4 core subjects plus Makabayan and divide by 5. 5. In elementary ,all entries in the Form 138 should also appear in the Form 18-E and Form 137; except for the final rating which is rounded to the nearest whole number in Form 18-E. (page 3 of Enclosure No. 1 to DepEd order No. 33, s. 2004) Therefore, in elementary , the components of Makabayan with their corresponding ratings should appear in Forms 137,138 and 18-E. However, final ratings in 18-E should be rounded to the nearest whole number. 6. General Weighted Average (GWA) in Forms 137 and 138 are expressed up to 2 decimal places. 7. Name of adviser with signature should appear after each grade level completed in Form 137(starting this SY 2012-2013). 8. Summer term is part of the preceding (past) school year and should not be counted as additional year as reflected in the total number of years in school to date. 9. Total number of years in school to date for a dropped out are hereby specified : within the 1st sem ( + year ) within the 2nd sem ( +1 year )
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10. Red ink can be used in Form 137 for easy tracking of Retained and Failed students. ON FORM 138: It keeps data on pupils academic performance in periodic basis. It assists teachers and parents in monitoring pupils academic progress. It is a compliment to the students cumulative record 1. For parents tracking of their childrens performance ,regular release of Form 138 should be observed . 2. 3. Attendance record of pupils/students in Form 138 should reconcile with those in other forms and with the teachers narrative remarks ; In CE, specific indicators ( found in pages 6-9 of Enclosure No. 1 to DepEd Order No. 4. 33,s. 2004) shall be used in rating the 14 traits of pupils enumerated in the Form 138 . The lowest failing grade that may appear in the report card is set at 65 percent.(item 1,DepEd Order No. 33, s. 2004) 5. To maintain a child-friendly stature failing marks should not be written in red ink in the Form 138. 6. As indicated, Certificate of Transfer should only be signed in case of transfer . 7. Entries in the form 138 should come from the grading sheets. 8. Under Remarks, passed /failed should be reflected. 9. Under remarks, passed/failed should be reflected (Grade I under K to 12 Curriculum) 10. Disregard the column for Unit ( for elementary ). ON FORM 18-E: 11Check on the Curriculum entry in Form 18-E BEC Basic Education Curriculum K to 12 Basic Education Curriculum for Grades 1 and 7 (this SY 2012-2013) 1. All dates in 18-E shall take the date of the close of the school year. For this SY, all dates in 18-E is March 30, 2012. 2. Date of diplomas issued to graduates should bear the actual date of graduation ( Ex. April 2 or 3, 2012) 3. Only 1 final copy of 18-E, with the List of Graduates and Tree Planting Certificate should be submitted to the Division Office. 4. There is no rule that 18-E should be typewritten. It can be prepared using any medium as long as it is legibly and neatly prepared. 5. Red ink can be used in 18 E Form for easy tracking of Retained and Failed students. 6. As required in the 18-E ,subject teachers should affix their signatures in spaces at the bottom of the columns headed by the subject through. 7. Per instructions at the back of 18-E Form , Action Taken should use the word promoted ( abbreviated to Prom) or retained( abbreviated to Ret) for all year levels. 8. Promotion at the secondary level shall be by subject. A student shall be retained in the year level if he/she incurs failures of three units or more during the regular school year
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9. and is unable to make up for the failed subjects during the summer sessions. (tem DepEd Order No. 33, S. 2004) Hence, in the 18-E, Action Taken for students lacking 3 or more units is Retained ( abbreviated to Ret.) 10. In Values Education , unit credits per year level vary as : 1st and 2nd yr -.6 units 3rd and 4th yr -.9 units 11. Leave the column for Action Taken blank, in cases of dropped /transferred out. 12. For elementary , PSDS signature at the back of Form 18-E should be followed by the SDS. ON DIPLOMAS : 1. Use simple fonts instead of gothic and other complicated fonts. 2. Writing of name in the diploma should follow the First-Middle Initial -Surname order. 3. All entries particularly the pupils name should be checked and verified correct by the School Checking Committee prior to signing of School Heads, Public Schools District Supervisors and Schools Division Superintendent. 4. Date of diplomas issued to graduates should bear the actual date of graduation. Dirty and crumpled diplomas shall not be signed. DepEd Order No. 31, S. 2012 (Policy Guidelines on the Implementation of Grades 1 to 10 of the K to 12 Basic Education Curriculum For Grade I and Grade 7, the final grade for each learning area shall be reported as the average of the four quarterly ratings in terms of the level of proficiency. Level of Proficiency Equivalent Numerical Value Beginning (B) 74% and below Developing (D) 75-79% Approaching Proficiency (AP) 80-84% Proficient (P) 85-89% Advanced (A) 90% The general average shall be expressed in terms of levels of proficiency with the numerical equivalent in parenthesis. Promotion and retention of students shall be by subject. Honor students shall be drawn from among those who performed at the Advanced Level. Subsequent guidelines shall be issued as basis for ranking of honors (Enclosure No. 1 to DepEd Order No. 31, s. 2012). Character Education as a Separate Subject of Makabayan in the Elementary Since SY 2005-2006, Character Education has been taught as a subject of Makabayan in the elementary level curriculum (DepED ORDER No. 26 s. 2005) Character Education shall be allotted 30 minutes daily for Grades I-III and 20 minutes for Grades IV-VI using Filipino as medium of instruction (Enclosure No.1) This period is strictly to be used for this purpose only and not on routinary matters in the classroom.
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A separate composite rating for character education shall be provided before obtaining the over-all rating in Makabayan. Teachers handling subjects in Grade IV, V and VI shall give each pupil the rating for behavior observation and the average shall be obtained. In computing the General Average of a pupil, add the final ratings of the five learning areas and the sum divide by 5. A. Test Results and Other Performance Outputs 60% Periodical test score 82 x .25 = 20.5 Unit test 82 x .15 = 12.3 Class participation 82 x .1 = 8.2 Assignments 82 x .05 = 4.1 Projects 82 x .05 = 4.1 60% 49.2 B. Observation Results (Character Traits) 40% The class adviser and the other teachers handling the class shall give the rating for behavior observations. Behavior Observation has a weight of 40% in the overall rating for Character Education Example for Pupil A Traits Honesty Courtesy Total Pupil has an average of 84.75 x.40 or 33.9 Therefore, the grade for test results and other measures of achievement which is 49.2 shall be added to the grade for observation results, which is 33.9. Total will be 83.1 or 83. This becomes the final grade of Pupil A in Character Education. T-1 85 90 T-2 85 80 T-3 80 85 T-4 90 85 T-5 85 85 Ave. 85 85 84.75

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