Republic of the Philippines

Department of Education Region IV-A (CALABARZON)

DIVISION MEMORANDUM
No. 27 , s. 2013

TO

SECONDARY SCHOOL HEADS / TICs / OICs

FROM :

TOLENTINO G. AQUINO, CESO VI

Schools Division Superintendent

SUBJECT :

REVISED GUIDELINES ON THE PREPARATION AND CHECKING

OF SECONDARY SCHOOLS DepEd FORMS FOR SECOND YEAR TO
FOURTH YEAR SY 2012-2013

DATE :
January 31, 2013
____________________________________________________________________________

To convey reliable information and guidance to all concerned, the attached revised guidelines
had been formulated based on DECS/DepEd ORDER.
It is therefore expected that uniform and proper accomplishment of schools/students pertinent
forms and guidelines on the selection of honor students, both in public and private schools be
followed and implemented.
For information and guidance of all.

Republic of the Philippines

Department of Education Region IV-A (CALABARZON)

REVISED GUIDELINES IN THE ACCOMPLISHMENT AND CHECKING OF

SECONDARY SCHOOL DepED FORMS
(For Second Year to Fourth Year)
SY 2012-2013
GENERAL GUIDELINES
1. All data should tally in all DepED Forms.
2. Accomplish all Forms neatly and legibly in BLACK INK using a good kind of ball
pen (ordinary), EXCEPT Form -18 A that should be accomplished in three (3)
COMPUTERIZED ORIGINAL COPIES to ensure permanence of records.
3. Concerned Elementary Schools are expected to forward well-checked credentials
with accurate students information and data. Birth Certificate can be from local
Civil Registrar or from NSO for reference.
4. FORM 138 (Card) must be issued two weeks after the rating period and must be
returned duly signed by the parent.
5. Extra care should be considered in all forms as well as in determining honor
students to avoid any problems/complaints (DepED ORDER No. 92, s. 2009 and
DepEd ORDER No. 23, s. 2012).

A. ACCOMPLISHMENT OF DepED FORMS

1. Form I CLASS REGISTER

a. All teacher-advisers should accomplish carefully Form 1 (School Register).

Correct alphabetizing of name of students should be taken into account especially
surnames with De, De la, De las, De los, Delas, Delos.

b. Place E in the space corresponding to the 1 st day the student entered the school.
c. Age should be written in fraction form.
Example:
Form 1 - Class Register
Age

De Belen, Jose F.
De la Pea, Carl G.
De las Alas, Aldrin A.
De los Santos, Joshua C.
Delas Pias, Mark D.
Delos Angeles, Sherwin H.

June - Opening
13
14 1/2
15
12 1/2
16 1/2
14

March 31
13 3/4
15 1/4
15 3/4
13 1/4
17 1/4
14 3/4

d. Annual/Monthly enrolment is the total number of students who have enrolled in the
class during the current year LESS those who transferred out to
other school/ division.
Ex. Section III-Sunflower
Rea, Erika R. transferred to Atimonan National CHS Aug. 17, 2012
Besas, Peltone A. transferred to Tagkawayan NHS Aug.27, 2012

Final Report Enrolment

Total Enrolment for the year to date
Total Enrolment for the month to date

M
28
28

July, 2012
F
Total
25
53
25
53

August, 2012
M
F
Total
27
24
51
27
24
51

e. The number of student(s) who DROPPED will be subtracted from the monthly
enrolment in which case the annual enrolment remains as is.
Arellano, Fidel B.
Huminto Setyembre 24, 2012
Palamiano, Mary Corazon A. Huminto Setyembre 7, 2012

Total Enrolment for the year to date

Total Enrolment for the month to date

August, 2012
M
F
Total
27
24
51
27
24
51

September, 2012
M
F
Total
27
24
51
26
23
49

f. In case of TRANSFERRED IN during the year, add him/her in the total annual and
monthly enrolment.
Ex. Emanuelito A. Racasa Transferred In, Oktubre 2, 2012, from Pasay NHS,
Pasay City

Total Enrolment for the year to date

Total Enrolment for the month to date

September, 2012
M
F
Total
27
24
51
26
23
49

October, 2012
M
F
Total
28
24
52
27
23
50

g. Prepare a summary of attendance by month on the last column for attendance.

h. Accomplish Supplementary Reading Record at the back.
i. If in case a student is a repeater, drop-out or retained in the curricular year the
number of school days that a student attended must appear in the column for the
previous year and add it to the column of the number of school days attended this
year.

Write the sum (previous year and current school year) under the provided column for
total.
Example:
Days Attendance in Curriculum Year
Previous
Year

This Year

Total

1. Abaricia , Ferdinand R.

200

200

Passed

2. Abracia , Edman C.

200

200

Passed

195

260

Passed

80

80

Transferred

3. Banayo, Nobert A.

65

4. Burlon, Peter A.
5. Carlos, Jimmy N.

162

156

318

Failed

6. Dayro, Abel A.

198

63

261

Dropped

FORM 137-A and FORM 138

1. All students must have Form 137-A (Permanent Record) and Form138 (Report
Card) properly accomplished. All information called for about the students should
appear on this forms. Write the complete name of parent or guardian. The records
of the transferee/s from his/her previous school must be completely transcribed in
the Form 137-A of the school attended.
2. Name and middle initial of the students should tally in all forms. In case of doubt,
require birth certificate of students from local Civil Registrar or from NSO for
reference and clarification.
3. Accomplish Form 137-A and Form 138 neatly and legibly in black ink, using a good
kind of ball pen to ensure permanence of records. However, failing marks and the
remarks Di Pasa and zero (0) unit must be in Red ink only in Form 137-A.
4. In Form 137-A, the rating per grading period should be up to two decimal places.
The final rating ( Huling Marka ) of each subject should be expressed in three (3)
decimal places.
Sample :

BASIC EDUCATION CURRICULUM

Filipino IV
English IV
Math IV
Science IV
MAKABAYAN IV
AP
TLE
MAPEH
EP
CAT

II

III

IV

Final
Rating

88.25
86.25
87.00
87.20
87.43
87.50
86.10
87.70
88.75

89.75
85.00
88.25
88.50
87.61
86.95
87.25
88.15
88.25

89.20
87.35
86.75
87.25
87.39
85.75
86.15
88.25
90.10

90.75
89.70
89.30
89.15
89.21
88.65
87.82
90.35
90.30

89.488
87.075
87.825
88.025
87.910
87.213
86.830
88.613
89.350

Units
Earned

Action
Taken

1.2
1.5
1.5
1.8
4.5

Pasa
Pasa
Pasa
Pasa
Pasa

0.3

Pasa

GEN. AVERAGE

88.065

5. To get the final rating of each subject, get the sum of the ratings from the first
grading up to the fourth grading period then divide it by four (4). The grading system
is AVERAGING. The same is applied to all subjects and components of
MAKABAYAN.
SAMPLE COMPUTATION FOR MAKABAYAN
For Second Year Level
MAKABAYAN II
Araling Panlipunan
CP-TLE
MAPEH
EP

87.34
87.50
86.10
87.70
88.75

X
X
X
X

1.2
1.2
1.2
0.6
4.2

105
103.32
105.24
53.25
366.81
366.81/4.2=87.34

X
X
X
X

1.2
1.2
1.2
0.9
4.5

105
103.32
105.24
79.88
393.44
393.44/4.5=87.43

For Third Year and Fourth Year Levels

MAKABAYAN
Araling Panlipunan
CP-TLE
MAPEH
EP

87.34
87.50
86.10
87.70
88.75

6. To compute the general average of the students, get the sum of the final ratings of
the five (5) learning areas, then divide the total by five (5). MAKABAYAN is
considered one subject irrespective of the number of components. The general
average is up to three (3) decimal places for all students. In Form 137 and Form
138, the initial of the adviser must be affixed after the general average.
Case A.
Montes, Maricar A.

Filipino III
English III
Math III
Science III
MAKABAYAN III
AP
TLE
MAPEH
EP

(BASIC EDUCATION CURRICULUM)

II

III

IV

82.25
84.75
80.00
81.20
84.23
80.50
85.10
83.70
88.75

84.75
83.00
81.25
80.50
84.21
83.95
83.25
83.15
87.25

85.20
85.35
83.75
82.25
84.99
82.75
86.15
85.25
86.10

85.75
86.70
82.30
82.15
86.68
85.65
86.82
86.35
88.30

Final
Units
Rating
Earned
84.488
1.2
84.950
1.5
81.825
1.5
81.525
1.8
85.028
4.5
83.213
85.330
84.613
87.600
GEN. AVERAGE

Action
Taken
Pasa
Pasa
Pasa
Pasa
Pasa

83.563

Case B.
Salvatus, Paulo A.
I
Filipino II
English II
Math II
Science II
MAKABAYAN II

78.00
76.15
73.25
76.75
75.61

(2010 SECONDARY EDUCATION CURRICULUM)

II
79.75
75.25
71.00
75.25
76.06

III
80.20
76.75
76.35
75.25
75.98

IV
81.75
75.30
72.30
75.15
77.13

Final
Rating
79.925
75.863
73.225
75.600
INC.

Units
Earned
1.2
1.5
0
1.8

Action
Taken
Pasa
Pasa
Pasa
Pasa
Pasa

AP

70.15

72.30

72.20

75.65

72.575

Di-Pasa

TLE
MAPEH
EP

75.70
78.75
80.10

76.15
77.25
81.00

76.82
76.35
81.10

75.82
77.30
82.35

76.123
77.413
81.138

1.2
1.2
0.6

Pasa
Pasa
Pasa

GEN. AVERAGE _________

His MAKABAYAN is INC. because his average rating in AP is 72.575, which is a failing
mark. His general average cannot be determined. He will be advised to take summer
classes for the failed subjects, Math II and Araling Panlipunan II, to be a regular third
year student next school year.
Case C.
Remata, Ma. Delia M. (2010 SECONDARY EDUCATION CURRICULUM)

Filipino II
English II
Math II
Science II
MAKABAYAN II
AP
TLE
MAPEH
EP

II

III

IV

78.10
75.00
70.15
75.35
78.34
76.15
77.25
79.75
82.10

78.15
74.00
70.00
75.15
78.64
77.25
77.30
80.15
81.10

77.35
76.80
71.10
76.25
79.02
76.75
78.35
81.40
80.15

76.00
75.15
72.15
75.30
79.07
78.20
79.15
78.20
82.40

Final
Units
Rating
Earned
77.400
1.2
75.238
1.5
70.850
0
75.513
1.8
78.768
4.2
77.088
1.2
78.013
1.2
79.875
1.2
81.438
0.6
GEN. AVERAGE

Action
Taken
Pasa
Pasa
Di-Pasa
Pasa
Pasa

75.554

Remata will be advised to take summer classes for Math II so that she can take Math III
in the next school year. If in case she failed to do so, she will not be allowed to take
Math III, instead, she will take Math II.

7. The lowest passing grade or the minimum performance standard for students in public
secondary schools is set at 75% for SY 2004-2005 and the school years thereafter.
The lowest failing grade that may appear in the report card is set at 65% (DepED
ORDER No. 33, s. 2004 and DepED ORDER No. 76, s. 2010).

8. Form 137-A and Form 138 of graduating students must be stamped

GRADUATED/NAGTAPOS under the summary of attendance.

9. In case there is a need to change Form 138, attach the cancelled card, which bears

the parents signature to the new copy. Accomplish accurately the Summary of Credits
Achieved towards Graduation in Form 137-A. If a student fails a subject, the two
columns (Year completed and Credits earned) opposite the failed subject shall be left
blank. This will be filled up the year when the student passed the subject.

10. A student who fails less than three (3) units is PROMOTED to the next year level
while the one who fails three (3) units or more is RETAINED in the curriculum year.
A student shall be retained in the year level if he/she incurs failures of three (3) units
or more during the regular school year and is unable to make up for the failed subjects
during the summer sessions. Retained students need to repeat only the subjects that
they failed and shall not be allowed to take advanced courses in these subjects.
(DepED ORDER No. 76, s. 2010)
11. Attach certificate of compliance with the DECS MEMO No. 57, s. 1996,
Revitalized Tree Planting and Greening Program to the Form 137-A of the
graduating students.
FORM 18-A

1. Accomplish 18-A in three (3) computerized original copies.

2. In accomplishing Form 18-A,
a. Accomplish it without alterations and erasures.
b. Encode Basic Education Curriculum (BEC) after Curriculum in all forms for
third year and fourth year levels and 2010 Secondary Education Curriculum
(SEC) for second year.

c. Encode the name of the students including dropouts and transferred in/out in
alphabetical order, type boys first followed by girls separately numbered and
the middle initial of each student.

d. Re-encode the name of irregular students below the regular list and indicate
their back/advanced subject under the appropriate subject heading/s.

e. Indicate only the hometown under home address.

f. Draw a line on the space for the home address to make an additional column to
be used in indicating the General Average. Encode the general average up to
three (3) decimal places.

g. Use fractions in indicating ages of students as of March or April of the current

school year inside Form 18-A.
Example:
1.
2.
3.
4.

Age as of April 1

Arquiza, Gerson A.
Cada, Justine C.
Ellaga, Paul D.
Flores, Kevin B.

12
13
14 3/4
12

h. The total number of days attended in the curriculum year should tally in all
forms. For repeaters, add the number of days attended in the same curriculum
year/year level.

i. The order of the subject headings in Form 18-A must be the same as the
arrangement of the subject headings in Form 137-A with the number of units
enclosed in parenthesis stated under each subject.

j. MAKABAYAN Grades per component should be indicated, but PASA or INC.

will be entered only under MAKABAYAN.

k. Encode Pumasa at the last column of Form 18-A for promoted and Uulit in
red ink for retained students.

l. Indicate the units earned in the previous and current years of each student,
summing them up under total credits earned.

m. For dropped out students, indicate the credits earned in previous year/s, indicate
zero (0) for the current year, then get the total.
Example:
Years in
School
Ricafort, Leah Liza
M.

8 1/2

Previous
Year

Current
Year

Total

10.2

10.2

Huminto, Oktubre 5, 2012,

Pagkakasakit

n. The initial of all the subject teachers should be affixed at the bottom of their
respective subject headings.

o. March/April enrolment does not include drop-outs. The average age is

computed in decimal unit outside Form 18-A.

p. Encode Reclassified as _________ year according to PEPT result no.

__________ dated _________ for the students accelerated through PEPT.
Attach the original copy of the PEPT CERTIFICATE to Form 137. Attendance in
the SY skipped is zero (0).

q. Encode Huminto/Lumipat, date of dropping/transferring out and the reason for

dropping out/transfer of students during the school year. After the remarks,
advisers signature must be affixed in all forms.
Example:
Huminto, Agosto 27, 2012, Pagkakasakit
Lumipat ng Paaralan, Setyembre 15, 2012

r. Encode Pasa after the passing grades and Di-Pasa in red ink after the failing
grades.
s. Indicate the final rating of each subject up to three decimal places.

16. The class advisers signature (with full family name) should be affixed under the
principals signature in all forms except in the diploma.

17. Indicate awards/honors/citations received by students as Balediktoryan,

Salutatoryan etc. under REMARKS in all forms. Do the same for all lower year
levels.
18. The number of units in each of the curricular year level in this school year are
written below;
REGULAR CLASSES

Filipino
English
Math
Science
MAKABAYAN
AP
TLE (1ST Year-CP-TLE)
MAPEH
EP
CAT
TOTAL UNITS

SECOND
YEAR
1.2
1.5
1.5
1.8
4.2
1.2
1.2
1.2
0.6

10.2

THIRD
YEAR
1.2
1.5
1.5
1.8
4.5
1.2
1.2
1.2
0.9

10.5

FOURTH
YEAR
1.2
1.5
1.5
1.8
4.5
1.2
1.2
1.2
0.9
0.3
10.8

SECOND
YEAR
1.2
1.5
1.5
1.8
4.2
1.2
1.2
1.2
0.6
1.0

11.2

THIRD
YEAR
1.2
1.5
1.5
1.8
4.5

FOURTH
YEAR
1.2
1.5
1.5
1.8
4.5
1.2
1.2
1.2
0.9
1.0
1.0
0.3
12.8

SPECIAL CLASSES

Filipino
English
Math
Science
MAKABAYAN
AP
TLE (1ST Year-CP-TLE)
MAPEH
EP
Elective
Elective
CAT
TOTAL UNITS

S.Y .2002-2003
S.Y. 2003-2004

1.2
1.2
1.2
0.9
1.0
1.0

12.5

No Units
70% passing grade

19. Follow the natural order in writing names in the diploma.

ELIZA Q. VERANDA
VIRGEL E. DALISAY JR.
However, in Form 18-A and Form 138, it is written as :
VERANDA ELIZA Q.
DALISAY, VIRGEL Jr. E.
20. Fourth Year graduating students who have not completed the required number of
units will receive their diplomas only upon completion of the required units by
passing the subjects taken during summer class of the current school year.
SPECIAL CLASSES

Filipino
English
Math
Science
MAKABAYAN
AP
TLE (1ST Year-CP-TLE)
MAPEH
EP
Elective
Elective
CAT
TOTAL UNITS
S.Y. 2002-2003
S.Y. 2003-2004

SECOND
YEAR
1.2
1.5
1.5
1.8
4.2
1.2
1.2
1.2
0.6
1.0

11.2
No Units
70% passing grade

THIRD
YEAR
1.2
1.5
1.5
1.8
4.5
1.2
1.2
1.2
0.9
1.0
1.0

12.5

FOURTH
YEAR
1.2
1.5
1.5
1.8
4.5
1.2
1.2
1.2
0.9
1.0
1.0
0.3
12.8

FOR SECOND YEAR AND THIRD YEAR

Take note of the following:
Total Number of school days: __200___
DepED Order No. 26, s. 2012
Date of close : ___March 22, 2013___
Date inside F18-A : ____Date Accomplished_____
_______________
___________________________________________

FOR GRADUATING STUDENTS :

Total Number of school days: __200___
DepED Order No. 26, s. 2012
Date of close : ___March 22, 2013___
Date inside F18-A : ___Date Accomplished___
Date Diploma Issued :
Date of Graduation_
Graduation Ceremonies : March 18 or 19, 2013
(Regional Memorandum No. 1, s. 2013)

ADDITIONAL REMINDERS:

A.
1. Principal/School Head must designate a committee in reading /checking of
forms.
2. All entries on students forms must be read and checked every grading period.
3. Form 137-A must be duly signed by the chairman of the reading/ checking
committee and the adviser, every grading period.
4. All students forms must be kept at the Guidance Office or any Records Office
for Safekeeping.

B. In accomplishing forms for computation of honors

Forms 1, 2, 3 names of candidates should be in alphabetical order.
Form 4 should be arranged according to rank.