10 Commonly Asked Questions about the SF10

 F. A. Q. on How to Use the School Form 10

With the release of DO 58 s. 2017, a number of our implementing public schools still have some questions regarding the processes of implementing this policy especially with the School Form 10 or the new Learner’s Permanent Academic Record. And here are 10 of the most frequently asked questions from the field and their answers. A FREE downloadable presentation is available in the last part of this article.

1. Which grade level will use the SF10?

The SF10 started its implementation last SY 2017-2018 to all grade 1 and grade 7 learners in the elementary and junior high school levels. The SHS will also adopt the SHS SF10 which does not generally differ with the first version except for the title of the document. Grades 1 and 7 last school year are Grades 2 and 8 as of SY 2018-2019, thus they will continue to use the new SF10. The implementation will continue in the succeeding years until the old Form 137 will be completely replaced come SY 2021-2022.

2. Can other grade levels between grades 3 to 6 and 9 to 10 adopt the SF10 already even though they are not yet implemented on the said School Year?

As of SY 2018-2019, grades 3 to 6 and 9 to 10 will continue to use the Form 137 and must NOT change it to SF10. The logic behind is that, by doing so, the teachers in-charge will be directed to transfer all information from the Form 137 to the SF10 which will in-turn add more work to our teaching force. It definitely defeats the purpose why we modify the old forms which is to alleviate as many clerical tasks as we can in the field.

3. Who will prepare the SF10?

Class advisers are to prepare ONLY ONE COPY of the SF10, specifically grades 1 and 7, attaching all relevant documents that will identify the learner and their academic performance during kindergarten such as: (a) copy of BC, kindergarten completion certificate or eccd checklist, progress report or other equivalent documents. The SF10 will then be forwarded to the adviser come next school year and will use the same SF10 in updating the learner’s academic performance.

4. What specific procedures are to be followed in case the learner transfers to another school?

This depends as to “when” the learner transferred to another school.

Case 1: If the learner transferred to another school (T/O) come next school year, the originating school shall create One Certified True Copy of the learner’s SF10 and SENDthe ORIGINAL SF10and other pertinent documents to the receiving school WITHOUT MARKING N/A to any succeeding boxes within the SF10 since the receiving school will continue to fill-in the original SF10 for the learner’s academic performance in the future. The originating school will keep the certified true copy within their records of SF10 archives. Note that the originating school MUST mark the certificate of transfer box in the SF10 found on page 2 along with the School Seal.

Case 2:If the learner transferred to another school (M/O) on the same school year, the originating school will still make a certified true copy of the SF10 and keep it in their school’s archive and send the original SF10 to the receiving school. On the SF10 grade level of this particular learner, the adviser will fill-in all grades of the learner until the specific quarter or grading period he/she attended. On the remarks section of this grade level, the adviser will note the date of the learner’s transfer of records along with the school name and school ID of the receiving school, so as to have information that the learner has moved-out and is currently enrolled on this new school requesting for the SF10. The receiving school of the original SF10 will copy the grades of this learner in the next empty grade level box and continue to fill-in for the remaining quarters to compute the learner’s FGA by the end of the school year.

Case 3: If the learner, by SY 2021-2022 finished ES already and is moving up to grade 7, the elementary school where the learner finished grade 6 will KEEP THE ORIGINAL SF10 and create a certified true copy of the sf10 and send it to the JHS where the learner will enroll come next school year. The purpose of keeping the original SF10 in the ES is so that if the learner should request a copy of his/her SF10 for employment or going abroad, the ES can create a certified true copy of the sf10 without any legal issues. The same processes will be followed for those who will move up from JHS to SHS.

 

5. Is there a specific schedule or quarter grading period in preparing the SF10?

Yes. The SF10 must be prepared by the EoSY or when the need arises ONLY.This is to avoid erasures or alterations on the document by the EoSY when it is prepared quarterly following the old practice for the Form 137. This also alleviates the number of frequencies in updating the SF10 that instead of a quarterly task, it is now only prepared once a year.

6. How about the quarterly checking of school related forms practice especially for those who are still using the Form 137?

The scope of DO 58 s. 2017 is only applicable for the new school forms, specifically SF8 to SF10, including the SF5-K, ALS Forms and SHS School Forms. Whatever existing practice of the Form 137 checking is not covered by this DepEd Order. However, as per DO 11 s. 2018, Policy Guidelines on the Checking of School Related Forms, it is mentioned there that the establishment of the School Checking Committee and Division Checking Committee must adhere to the procedure and timelines of checking of school forms. Within the said DepEd Order, the schedule of checking must be during the last quarter of the SY. As such, it is encouraged to all grade levels not using the SF 10 yet to follow the same timeline in preparing the Form 137.

7. Is there a recommended paper quality, paper size, color of the ink, in preparing the SF10?

The Department of Education abhors cosmetic issues in the preparation of the SF10. This only adds burden to our schools and teachers in the field. The use of an ordinary long bond paper (8.5” x 13”) is enough as it is for the SF10 and can be printed in a black and white format. NO SCHOOL AND/OR DIVISION LOGOS SHOULD BE SEEN IN THE SF10 aside from the DEPED LOGO. Commercial printing from private establishments/institutions of the new School Forms, not only of the SF10, are highly discouraged since it is considered as inappropriate use of the school’s MOOE.

8. If the learner moved-out of the school, should the concerned school wait for a request letter from the receiving school for the SF10?

Not necessarily. As per DO 54 s. 2016, if the learner transferred/moved-out to another school, and that learner will be enrolled in the LIS of this new school, the LIS will notify the originating school that the learner is already in another school. This LIS-System Notification is already considered as a request of document transfer from the receiving school, as such the originating school must send the SF10 to them.

9. If the learner constantly transfers to a new school, such that the grade level boxes in the SF10 has been filled-out, where will the succeeding school or grade levels write the next academic performance of that learner?

In such case, mostly for students who are affected with armed conflicts or conflict with the law, the school may add a new blank sheet of page 2 in the SF10 and continue to fill-in the learner’s performance.

10. Is the SF10 printed back-to-back or in multiple sheets?

Schools are encouraged to print the SF10 in multiple sheets instead of back to back unlike the Form 137. The reason behind is that if the learner should transfer or move to another school, the school seal in page 2 will not distort any part of page 1 of the SF10. Especially in cases where the learner transfers to different schools on a given period, multiple school seals will be marked in page 2. Also, teachers sometimes use dark inked ballpen or signpens, which sometimes leaves a mark on the back page of the sheet, and this can be avoided when the SF10 is printed in multiple sheets.

So that’s it. These are 10 most frequently asked questions regarding the new School Form 10 also known as the learner’s permanent record. All the answers we provided here are based on DepEd Order No 54 s. 2016, DepEd Order 58 s. 2017 and DepEd Order 11 s. 2018. If you have any questions that were not mentioned here, please feel free to comment it down below and we’ll try to address them as soon as we can.

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