DepEd Memorandum 031, s. 2025 - Basic Education Information System Data Collection and Validation for School Year 2024-2025

DepEd Memorandum 031, s. 2025

Basic Education Information System Data Collection and Validation for School Year 2024-2025

 

 

APR 10 2025

 

DepEd MEMORANDUM

No. 031, s. 2025

 

BASIC EDUCATION INFORMATION SYSTEM DATA COLLECTION AND VALIDATION FOR SCHOOL YEAR 2024-2025

 

To:      Undersecretaries

Assistant Secretaries

Bureau and Service Directors

Regional Directors

Schools Division Superintendents

Public Elementary and Secondary School Heads

All Others Concerned

 

1. Pursuant to DepEd Order No. 027, s. 2019 titled Guidelines on the Yearly Collection of Data/Information Requirements and Validation Processes, the Department of Education (DepEd) shall conduct an annual data collection through the Basic Education Information System (BEIS) which captures datasets that are imperative in allocating crucial resources, budgeting, policymaking, program development, and monitoring and evaluation to enrich the delivery of quality basic education in the country.

 

2. The Department, through the Policy and Planning Service-Education Management Information System Division (PPS-EMISD) directs all public and private elementary and secondary schools, and encourages all state/local universities and colleges offering basic education, to update their school information and all other data elements in the BEIS through the accomplishment of the data gathering forms for the school year 2024-2025. The system will be available for data updating from March 14 to April 30, 2025.

 

3. The following are the BEIS data gathering forms to be accomplished respectively (see Enclosure No. 1):

 

a. Government Elementary School Profile;

b. Government Junior High School Profile;

c. Government Senior High School Profile;

d. Private School Profile; and

e. State/Local Universities and Colleges Profile.

 

Public integrated schools shall fill out the government school profiles applicable to them.

 

4. All schools shall utilize the data gathering forms downloaded from the BEIS to avoid data errors in the template when uploaded. To reduce efforts and time in filling out the forms, schools may use the pre-loaded forms with available previous school year data, which shall be reviewed and updated, accordingly.

 

5. The School Heads, shall be primarily responsible and accountable officials for reporting of the school data. They shall ensure that the data encoded in the system are accurate and timely. Datasets collected from schools shall be uploaded and be made available through a dashboard on the DepEd official website.

 

6. The Division Planning Officers (DPOs) shall provide technical assistance to all schools such as but not limited to the conduct of orientation, respond to concerns/ queries, and provide assistance to schools with no internet connectivity in the submission of their reports. The DPOs shall monitor and ensure that all schools in their respective Schools Division Office (SDO) will encode and submit their school profile in the BEIS on or before April 30, 2025 and conduct data validation on even date.

 

7. The program focal persons in the division shall jointly validate with the division planning officer their program data and sign the forms to ascertain that the data reported are correct and validated.

 

Data Elements	Division Focal Person
Curriculum-related data on learners  (Indigenous Peoples Education [IPEd), Muslim Education, Special Needs Education [SNEd])	Education Program Supervisor- in-Charge of Special Programs (Alternative Leaming System, SNEd, Sports, Madrasah/ Arabic Language and Islamic Values Education, IPEd, Multi-Grade)
Disaster Risk Reduction and Management (DRRM) and other related activities	DRRM Coordinator
Teaching, Teaching-Related and Nonteaching personnel data and other human resource-related data	HR Personnel
Computer, information and communication technologies (ICT) equipment, internet connectivity, and other ICT-related data	Information Technology Officer
Maintenance and Other Operating Expenses Data	Division Accountant
Instructional/Non- Instructional rooms  including electrical supply, school location, and travel details	Physical Facilities Coordinator/ Division Engineer
School Health and Nutrition, including the availability of water supply, sanitation facilities	Health and Nutrition Personnel
School Sports	Sports Coordinator
Learner Rights and Protection (LRP)	LRP Coordinator
School Government Program/ Leamer Organization and Activities (Youth Formation, SPG, SSG)	Youth Formation Coordinator
Action Research	Senior Education Program Specialist (Planning and Research Section-Schools Governance and Operations Division)

 

8. All involved personnel in BEIS data encoding, collection and validation from all public schools, district, division, and regional offices, are allowed to render overtime services with pay during weekdays, weekends, and holidays when necessary to meet the target schedules and be converted to service credits for those at the school level.

 

9. Guidelines and other reminders in accomplishing select data elements in the forms are attached as Enclosure No. 2 in this Memorandum.

 

10. For concerns related to the data collection and validation guidelines, please contact Policy and Planning Service-Education Management Information System Division through e-mail at ps.emisd@deped.gov.ph or telephone number (02) 8637-6204.

 

11. For issues encountered in the information system, please submit them through the online ticketing form of the Information and Communications Technology Service-User Support Division via https://bit.ly/HelpdeskTicketingForm.

 

12. Immediate dissemination of this Memorandum is desired.

 

By Authority of the Secretary:

 

 

(SGD) ATTY. FATIMA LIPP D. PANONTONGAN

Undersecretary and Chief of Staff

 

Encl.:

            As stated

 

References:

DepEd Order (No. 027, s. 2019)

 

To be indicated in the Perpetual Index

under the following subjects:

 

BASIC EDUCATION

BUREAUS AND OFFICES

DATA

FORMS

LEARNERS

REQUIREMENTS

RULES AND REGULATIONS

SCHOOLS

 

(Enclosure No. 1 to DepEd Memorandum No. 031, s. 2025)

 

 

(Enclosure No. 2 to DepEd Memorandum No. 031, s. 2025)

 

Guide in reporting and validating select data/information requirements in the Basic Education Information System for School Year 2024-2025

 

A. Data Reporting

 

All concerned personnel shall be guided accordingly of the following:

 

1. Public integrated schools (elementary and secondary levels) that share the same facilities such as water supply, electrical supply, internet connectivity, and wash facilities shall report the same data at all levels except on the bills/fees.

 

2. If the integrated school has only one (1) electric/water /internet billing for both elementary, junior and senior high level, the average cost of monthly bills/maintenance fee shall be divided across levels.

 

3. While for the reporting of functional computers, integrated schools shall account the number based on the recipient level. For example, computers allocated in elementary schools must only be counted in elementary, even if the same computers are used by both elementary and secondary learners.

 

4. Shift refers to time schedules corresponding to different sets of classes with different sets of learners (e.g., morning and afternoon shifts). Night classes are not considered as a shifting schedule.

 

5. The implementation of shifting means that there is an existing shortage on the number of classrooms and/ or teachers that resorts them to conduct the classes of different grade levels either in the morning or in the afternoon.

 

Illustration A:

 

Due to the limited number of rooms in School A, its school head strategized by scheduling the classes for Grades 7 and 9 in the morning (06:00 a.m. to 12:00 nn) while classes for Grades 8 and 10 will be in the afternoon (01:00 to07:00 p.m.). In this scenario, school A is implementing shifting particularly two shifts.

 

Illustration B:

 

With a very large enrollment and limited number of classrooms, School B implemented the class schedules below. Given the circumstances, School B is implementing three shifts.

Grade Level	Class Schedule
Grades 1 to 2	06:00 AM – 10:00 AM
Grades 3 to 4	10:00 AM – 02:00 PM
Grades 5 to 6	02:00 PM – 06:00 PM

 

 

6. Pursuant to the Office of the Undersecretary for Operations (OUOPS) Memorandum No. 2023-06- 7518 dated 16 August 2023, data on attempted and committed suicide cases shall only be counted if there are supporting documents such as:

 

a. Police reports;

b. Case notes prepared or conformed by registered guidance counselors or social workers;

c. Psychological reports prepared by registered psychometricians or psychologists, and noted by psychologists; or

d. Incident reports prepared by school coordinators and reviewed by school heads.

 

7. Further, for the handwashing-related data, existing facilities designed for “group handwashing” shall meet the standards of accommodating at least 10 learners for Elementary and at least 4 learners for Junior and Senior High School, otherwise, it shall be reported under the "Facilities for individual hand washing."

 

8. For private schools and state/local universities and colleges offering elementary, junior high school, senior high school, or any of both levels, if the computers, toilets, laboratories, classrooms, and other facilities are commonly used or shared by different grade levels or level of education, they shall divide the numbers to both levels (i.e., elementary and junior high school, or junior high school and senior high school).

 

Example:

 

In cases where the school has a total of 50 computers shared by both elementary and junior high learners, the allocation of computers must be divided equally between the two levels to ensure accurate reporting. Therefore, 25 computers will be assigned to the elementary level and 25 computers to the junior high level, ensuring no double-counting occurs in the report.

 

B. Data Validation

 

To ensure that data reported are accurate and reliable, data validation shall be conducted.

 

The Division Focal Persons shall conduct a validation of all submitted data gathering forms of the schools. Actual field validation or other applicable strategies may be done as deemed necessary to crosscheck the accuracy ofinformation with the accomplished gathering forms.

 

The Division Planning Officers (DPOs) shall validate the submissions in the system. In case there are errors or discrepancies in the data, the DPOs shall inform the school heads about the findings and request them to rectify such errors.

 

A full copy of DepEd Memorandum No. 031, s. 2025 below: