DepEd school forms SF1 to SF10: what each one is, and where its data comes from
Every learner record a school keeps ends up on one of these forms. What each form holds, which office feeds it, and how to stop typing the same data three times.
DepEd's school forms are where a school's learner records end up: who is enrolled, who came to class, who was promoted, and what each learner's permanent record says. Most schools keep them the same way: an adviser fills in one, the registrar copies part of it into the next, and the same learner's name is typed onto ten forms a year.
Here is what each form holds, which office keeps the data behind it, and how to stop typing it more than once.
The forms at a glance
| Form | What it is | Kept by | When |
|---|---|---|---|
| SF1 | School Register | Adviser, from enrollment | Start of the school year, updated as learners move |
| SF2 | Daily Attendance Report of Learners | Adviser | Every school day, closed monthly |
| SF3 | Books Issued and Returned | Adviser | When books go out and come back |
| SF4 | Monthly Learner Movement and Attendance | School head or registrar | Monthly |
| SF5 | Report on Promotion and Level of Proficiency | Adviser | End of the school year |
| SF6 | Summarized Report on Promotion and Level of Proficiency | School head or registrar | End of the school year |
| SF7 | School Personnel Assignment List and Basic Profile | School head or HR | Start of the school year |
| SF8 | Learner Basic Health and Nutrition Report | Clinic or adviser | When learners are weighed and measured |
| SF9 | Learner Progress Report Card | Adviser | Every grading period |
| SF10 | Learner's Permanent Academic Record | Registrar | Every year, and on transfer |
Two older names still come up. The SF9 was once called Form 138, and the SF10 was Form 137; schools and parents still ask for a "Form 137" when a learner transfers.
Each form, and where its data comes from
SF1: School Register
The class list for the year: each learner's LRN, name, sex, birthdate and family details. Every other learner form starts from it, so an error here travels everywhere. The data comes from enrollment, which is why the register should be produced from the enrollment record rather than retyped from it.
SF2: Daily Attendance Report of Learners
The adviser's day-by-day attendance for the month: present, absent and tardy. Its monthly totals feed the SF4 and the attendance record on each learner's SF9, so the three have to agree.
SF3: Books Issued and Returned
Which textbooks each learner received and whether they came back. It matters most at the end of the year, when an unreturned book holds up a learner's clearance.
SF4: Monthly Learner Movement and Attendance
The school-level summary for the month: enrollment by grade, attendance, and the learners who transferred in, transferred out or dropped out. It is built from every section's SF2 and from the register, so a learner who moved sections mid-month is the classic source of a mismatch.
SF5 and SF6: promotion and level of proficiency
The SF5 is each section's end-of-year result: every learner's general average and whether they were promoted, conditionally promoted or retained. The SF6 summarises the SF5s for the whole school. Both come straight from final grades, so they are only as right as the gradebook.
SF7: School Personnel Assignment List and Basic Profile
Every teacher and staff member, with their position, assignments and teaching load. The data lives with HR and the school head, not the registrar.
SF8: Learner Basic Health and Nutrition Report
Each learner's height, weight and nutritional status, from the school's measurements. Nutritional status is classified with BMI-for-age, which depends on the learner's exact age on the day they were measured.
SF9: Learner Progress Report Card
The report card families take home: grades for each learning area by grading period, the general average, attendance and observed values. It is the form parents see, so it is the one where a computation error is noticed first. Teachers who want to compute DepEd grades and print SF9s for their own classes can do it in SchoolAide Lite.
SF10: Learner's Permanent Academic Record
The learner's record across every school year, kept by the registrar and sent to the next school when a learner transfers. Because it is assembled year by year, a grade corrected after the SF9 was printed has to be corrected here too.
Where the forms usually go wrong
- The same learner, spelled two ways. A name or LRN typed separately onto each form drifts between them.
- Attendance that does not add up. The SF2 totals, the SF4 and the attendance on the SF9 are kept in different places and disagree.
- Mid-year movement. A transfer or a section change is recorded on one form and missed on the next.
- Late grade corrections. A corrected grade reaches the SF9 but not the SF5 or the SF10.
- Missing Form 137s. A transferee's previous record is requested once and never followed up.
Every one of these is the same problem: the data is copied, not shared.
Producing them from one set of records
The fix is to keep each fact once, in the office that owns it, and produce the forms from there. Enrollment owns the register. Advisers own attendance and grades. The clinic owns measurements. HR owns personnel. The forms are then views of the same records, so they agree.
That is how SchoolAide Pro does it. Its Grading app generates the School Register (SF1), Daily Attendance (SF2), Books Issued (SF3), Monthly Movement (SF4), Promotion (SF5 and SF6), Personnel (SF7), Health and Nutrition (SF8), the Report Card (SF9) and the Permanent Record (SF10) from the school's own records. LRNs are checked for duplicates, the Health app classifies nutrition with WHO and DepEd BMI-for-age, and Form 137 requests to a transferee's previous school are tracked until they arrive.
Choosing a system to do this? Our guide to choosing school management software in the Philippines lists what to check.