learner information system - · pdf filelearner reference number ... deped employees shall...

Learner Information System

Module for Division ALS Supervisor

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

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

Aug 2011 –

Jul 2012

• Masterlist of Learners in Public Schools & ALS

for SY/CY 2011

• Initial Registry of Learners with LRNs

Phase 1 – LIS

Deployment &

Establishment of

Learner Registry

Aug 2012 –

Jan 2013

• LIS deployed in schools and CLCs

• Registry of Learners with LRN in Public

Schools & CLCs for CY/SY 2012-2013

• Centralized Registry of Learners

Phase 2 –

Mainstreaming LIS and

Implementation in

Private Schools

Feb 2013 –

Mar 2014

• 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

Phase 3 – Expanded

Learner Profile

Apr 2013 • Health & Nutrition Profile

• Academic Profile for CY 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/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

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

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


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


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


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


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


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


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 CLC’s registry of learners

ALS service providers - issuance of LRN shall be the

responsibility of the Division ALS Coordinator

LIS Website

Official website:

http://lis.deped.gov.ph

Official practice website:

http://lis.deped.gov.ph/practice

Temporary practice website: (to be disabled

when official practice website is ready)

http://beis.depedonline.net/lis_practice

http://lis.deped.gov.ph/

http://lis.deped.gov.ph/practice

http://beis.depedonline.net/lis_practice

Division ALS Supervisor


Manage the User Accounts of ALS

Facilitators

Guidelines

User accounts shall only be created for DepEd

employees. Non-DepEd employees who are

subcontracted to provide ALS services SHOULD

NOT be given a user account to protect the identity

of learners. The masterlist of learners handled by non-

DepEd employees shall be submitted to the Division

for encoding

DepEd ALS Facilitator is a generic term for DepEd

employees providing ALS services


Facilitators

Guidelines

The Division ALS Supervisor (Div ALS) can create user

accounts for the following user types :

F-Full Access, L-Limited to area concerned

Div

ALS

ALS

Faci

Create LRN L L

Edit/Enroll learners L L

Search learner F

Deactivate LRN F

View transaction log F

User management L

Generate summary reports F F

Generate Masterlist L L


Facilitators

Div ALS logs in LIS Main Page


Facilitators

System displays welcome page for

Div ALS account


Facilitators

Div ALS clicks on the User facility in the

Main Menu

System displays the Search User Screen

Div ALS clicks on Add New User facility

to access the Add User Screen


Facilitators

Div ALS enters User Name, Password, Description and sets the

Access level to ALS Facilitator

Div ALS enters the name of the ALS Facilitator then clicks the

Add button


Facilitators

System creates the user account


Facilitators

If the Div ALS wants to edit an existing account such as change

the password, Div ALS shall enter the account

name/description in the Search User box then click the Search

button

System displays all users matching the search criteria

Div ALS clicks on the letter E beside the user name


Facilitators

System displays Edit User Screen

Div ALS makes the appropriate changes then clicks on Edit

System updates the database


Facilitators

If the Div ALS wants to delete an existing account, Div ALS

shall click the letter D beside the user name to access the

Delete User Screen


Facilitators

Div ALS 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

ALS facilitator

Div ALS reviews request and makes recommendation to the

SDS

Div ALS 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 learning center of the ALS facilitator

The LRN of learners who have dropped out, died or

transferred out SHOULD NOT be deactivated

Deactivating an LRN

Deactivating an LRN

Div ALS clicks on the Deactivate LRN

facility in the Main Menu to access the

Deactivate LRN Select Division Screen

Div ALS clicks on Next to access the

Deactivate LRN Search Screen

Deactivating an LRN

Div ALS enters the LRN to be deactivated

System displays the appropriate learner

Div ALS clicks on the letter D beside the name to access the

Deactivate LRN Screen

Deactivating an LRN

Div ALS makes sure that the name of the learner matches with

the LRN being requested for deactivation

Div ALS 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

Div ALS clicks on the Transaction Log

facility in the Main Menu to access the

View Transaction Log Screen

Viewing the Transaction Log

Div ALS 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

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