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Learner Information System

Online Module for

Elementary and Secondary Schools

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

Elementary & Secondary Schools


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

Issue an LRN to learners with no LRN and

enroll them

School logs in LIS Main Page


enroll them

System displays welcome page for school account


enroll them

School clicks on the Formal Schools facility in the Main Menu to

access the Select School Screen


enroll them

School clicks on Next to access Search Learner Screen


enroll them

School checks Name in the Search by options

System displays the criteria for searching by name


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


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


and enroll them

System updates the database and displays the LRN issued to

the learner


and enroll them

If school finds the learner, school

clicks on edit to enroll the learner


and enroll them

System displays the Edit

Learner Screen

School updates

background and

enrollment information

then clicks submit


and enroll them

System updates the database

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



School accesses the Search Learner Screen and checks LRN in

the Search by option



School enters the LRN of the transferee then clicks Search

System displays list of learners who matched the search

criteria



School clicks edit to access

the Edit Learner Screen



School updates

background and

enrollment information

then clicks submit

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


School clicks on Enroll Previous SY Learners facility

System displays Enroll Previous SY Enrollees Screen


School selects the previous SY grade level

System displays learners enrolled in the previous SY grade

level


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


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

Update or correct 4Ps/CCT information

Guidelines

Updating the list of 4Ps/CCT recipients shall be done using the

4Ps/CCT Recipients facility


School clicks 4Ps/CCT Recipients command

System displays Identify 4Ps/CCT Recipients Screen


School selects Current Grade Level

and Section

System displays learners for that grade

level and section


School puts a check mark on learner

who are recipients of the 4Ps/CCT

program then clicks submit



If school wants to remove a learner from

the list of CCT recipients, click the letter

R beside the Learner name

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


Personal Background

School clicks Edit/Remove Enrollees facility

System displays Edit/Remove Enrollees Select Screen


Personal Background

School selects Current Grade Level and Section

System displays learners for that grade level and section


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


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

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


School clicks Check Data facility

System displays potential errors found

School clicks the letter E beside the Name to access the Edit

Learner Screen


School makes the

necessary corrections and

clicks submit


System updates the database and the list of potential errors

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

Request DO for the deactivation of LRN

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.


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


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


advisers

System creates the user account


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


advisers

System displays Edit User Screen

School makes the appropriate changes then clicks on Edit



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


advisers

School clicks on the Delete button to confirm deletion of the

user account.

System delete user account

Reports

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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