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Enrollment Procedure Highlights for SY 2020-2021

Enrollment Procedure Highlights for  SY 2020-2021

The Department of Education (DepED) issued the DepEd Order No. 008 s. 2020 titled “Guidelines on Enrollment for School Year (SY) 2020-2021 in the Context of the Public Health Emergency due to COVID-19.” Read the Enrollment Procedure Highlights for SY 2020-2021.

Here are the Enrollment Procedure Highlights for SY 2020-2021:

  • In keeping with strict physical distancing measures, enrollment for SY 2020-2021 shall primarily be administered remotely. Physical enrollment in schools or other similar activity shall be highly discouraged, even in low-risk areas.
  • The first two weeks shall completely be remote enrollment, where there will absolutely be no face-to-face. SDOs and schools shall exhaust all possible means to conduct remote enrollment.
  • Unless otherwise necessary, any form of physical submission of enrollment data shall only be done on the 3rd week of the enrollment period, which shall be done in coordination with local government units (LGUs).
  • Implementing remote enrollment shall take into consideration the resource inequalities and differing circumstances that exist among learners and teachers.
  • The implementation of a modified enrollment procedure this school year shall primarily be facilitated by previous advisers, who will collect and enter the enrollment and survey data into the End-of-School-Year Learner Information System (EOSY-LIS), except for kindergarten, transferees and Balik-Aral enrollees.
  • Thus, parents and/or enrollees shall submit Learner and Survey Forms to their previous class advisers. In addition, new data shall be collected this school year to capture information that will be relevant in assessing the capacity of the basic education system, and the appropriate targeting of learners, for the continuing delivery of learning in the context of constraints and opportunities presented by the physical distancing measures. Download: Learner and Enrollment and Survey Forms

A. Instruction to Parents/Guardians and Enrollees

1. For Grades 1-12 learners

Parents of incoming Grades 1-12 learners will be contacted by the previous advisers for remote enrollment. However, parents/guardians may also reach out to their child’s adviser for enrollment through the contact numbers published by the school.

Making physical appearance in school for enrollment purposes shall be the last option for parents/guardians and/or learners. Such appearances shall be guided by the minimum health and safety protocols in the locality, and properly coordinated as to date and time, and with LGU officials up to the barangay level.

1. For incoming kindergarten enrollees

Parents of incoming kindergarten learners shall communicate their intent to enroll their children via digital and/or physical enrollment platforms established by schools.

2. For transferees

Learners planning to transfer from one school (“the originating school”) to another (“the receiving school”) shall directly contact the receiving school through its published enrollment contact details.

3. For Balik-Aral enrollees

All Balik-Aral enrollees shall directly contact preferred schools. Receiving schools shall register enrollee’s enrollment and survey data.

4. For ALS enrollees

ALS enrollees may communicate their intent to enroll via digital and/or physical enrollment platforms established by schools and barangays with community learning centers (CLCs). The form to be used is ALS Form 2 (Annex B)) based on DepEd Order No. 58, s. 2017. This will be made available in digital and physical format.

B. Protocol for Modified General Enrollment

This section guides teachers and school administrators in determining how to implement modified general enrollment considering health risk in their locality. This section identifies three major stages in this process – pre-data collection, data collection, and data retrieval – and provides procedures for each.

1. Pre-Data Collection

a. Designate teachers to facilitate enrollment

Class advisers shall be assigned to facilitate the remote enrollment of learners in their advisory class from the previous school year (i.e. SY 2019-2020). This assumes that schools have conducted Early Registration in accordance with the provisions of Section V-A of DepEd Order No. 03, s. 2018, where data gathered (e.g., learners’ contact information) can be utilized.

b. Appoint Enrollment Focal Person

Teachers without advisory classes shall be appointed as Enrollment Focal Persons (EFPs). Schools must ensure that each grade level has an appointed EFP to accommodate kindergarten, transferees and Balik-Aral enrollees. ALS teachers shall act as EFPs in order to accommodate ALS enrollees.

EFPs’ contact information shall be publicly posted to be easily accessed by prospective enrollees.

c. Disseminate information on enrollment procedures and Learner Enrollment and Survey Forms (LESF) (Annex A)

DepEd shall disseminate information on the enrollment procedures to the public through print, social media, radio and television. Specifically, schools shall publish the contact number of schools and/or designated teachers for queries and enrollment procedures.

SDOs and schools shall make Learner Enrollment and Survey Forms (LESFs) (Annex A) available either in digital or print format (whichever is safest to access).

Digital format shall also be made accessible/downloadable from the websites of the Central Office (CO), Regional Offices (ROs), School Division Offices (SDOs) and Schools. It shall also be made available in the Learner Information System (LIS) homepage.

ROs and SDOs shall also establish hotlines in line with Operation Balik Eskwela to disseminate information and respond to queries on enrollment procedures.

d. Defer   deadlines   for    submission    of    documentary requirements

In recognition of the difficulties presented by the current public health emergency and the guidelines set by the IATF, deadlines for the submission of documentary requirements required under Section V-A of DO No. 03, s. 2018 shall be deferred to December 2020. This shall apply in both public and private schools.

Only schools and their personnel shall coordinate the transmission of learners’ records, whether internally (e.g., between a learner’s previous and incoming class advisers) or externally (i.e., between schools). As such, schools shall not compel learners and their parents/guardians to take responsibility for transmission of school records.

e. Encourage stakeholder participation

Active participation of stakeholders is crucial to the success of the enrollment process. DepEd shall exhaust available means to engage stakeholders from information dissemination to the actual conduct of the enrollment.

Parents shall be encouraged to proactively communicate with previous teachers of their child during the enrollment period, except for incoming kindergarten, transferees, Balik- Aral and ALS enrollees.

2. Data collection

Collection of Learner Enrollment and Survey Form or LESF shall adopt various means to ensure safety of all involved parties such as phone call, SMS messaging, and online submission. Parents/guardians shall only use printed LESFs as a last resort for enrolling their child in school.

a. Through class advisers

Class advisers shall contact each learner in their advisory class from SY 2019-2020 using the contact information found in the SF1 and data obtained from early registration.

Contact shall as much as possible be done remotely, with priority given to phone calls, short message service (SMS) and social media (e.g., Facebook Messenger), whichever is mutually convenient for both parties.

b. Through the initiative of parents/guardians

Schools shall provide specific instructions on how parents/guardians of prospective enrollees may contact appointed EFPs.

Once contacted by the parents/guardians of prospective enrollees, appointed EFPs shall collect the necessary data stipulated in these guidelines.

EFPs shall accommodate inquiries and facilitate data collection as remotely as possible, whether via phone call, short message service (SMS) and social media (e.g., Facebook Messenger), whichever is mutually convenient to both parties.

In the event that parents/guardians are not able to submit enrollment data through the established remote platforms, schools, in close coordination with LGUs, shall set up physical platforms (i.e. kiosk/booth) to collect LESFs. This shall be done in strict compliance with the minimum health and safety standards. Instructions to submit through these physical platforms shall be announced through multimedia platforms (i.e. radio, TV, social media).

Teachers may encode their LESF data upon collection in the provided template while waiting for their respective LIS encoding schedules. The digital format of the enrollment form and the encoding template can be accessed through the LIS.

For teachers without laptops and internet connectivity, any physical reporting to schools to encode LESF data shall strictly adhere to the minimum health and safety standards. If conditions will not allow for physical reporting in school, filled-out hard copies of the LESF will be compiled until the LIS opens for encoding.

Teachers with existing medical conditions shall be provided with assistance during data collection.

LIS Encoding

a. For Existing Learners

Following the same process in updating the enrollment status of learners at the End of School Year (EOSY Updating), the enrollment status of learners in a school’s registry shall be updated based on their SF-9 (Learner Progress Report Card).

For this purpose, the previous class adviser shall encode collected learner data from the LESF in the LIS.

b. For Incoming Kindergarten, Transferees, Balik-Aral, and ALS Learners

For incoming kindergarten, transferees, Balik-Aral, and ALS learners, the designated EFP shall encode collected learner data from the LESF in the provided template. This template shall be forwarded by schools to the Planning and Research Unit at the SDO for consolidation.

LIS encoding may be scheduled once the system experiences congestion. Encoding schedules and instructions shall be posted on the LIS.

SHs shall ensure that all teachers have the means and support to encode LESF data. SHs shall also extend encoding assistance to teachers who have existing medical conditions and are not permitted to leave their homes.

Public and private schools shall complete their encoding of LESF data in the LIS EOSY module no later than July 07, 2020.

Enrollment Procedure Highlights for SY 2020-2021

Source: DepEd Order No. 8, S. 2020

Read more: DepEd News

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