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Guidelines on Preparation and Checking of DepEd Forms. Secondary. SCHOOL REGISTER (FORM 1).

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school register form 1

An attendance register is a book in which the presence or absence of students in a school is recorded on a daily basis. It is a statutory record that must be kept by every school. This record is kept on individual class basis. The class teacher is the custodian of this record. It is helpful in identifying sick students, truants, absentees and students who attend school regularly.

form 1
  • Entries on attendance in Form 1 should be complete and should reconcile with the teacher’s narrative remarks in Forms 2, 137, 138 and other forms.
  • Record of textbooks released to students should be accomplished by the teacher.

Form 1 should reflect the actual absences (non-attendance) of students. It contains permanent data, hence should be accomplished in ballpen (not pencil).

class records
  • All grades should be computed in the class record.
  • School heads should look into the accuracy of grade computation particularly the weight for each criterion in consonance with the following DepEd Orders:

The implementing guidelines on the performance-based grading system as defined in DepEd Order No.33, s. 2004 shall continue to be enforced for 2nd year – 4th year (DepEd Order no. 76, s. 2010)

class records1
  • The final rating shall be determined by averaging the ratings for the four quarters.
  • From the class record, grades are transferred to the grading sheets.
grading sheets
  • Grades in the class record should reconcile with the entries in the grading sheet.
  • Avoid erasures in all forms so as not to cast doubts.
form 137
FORM 137

Student’s cumulative record folder is a storehouse of information on student’s academic performance.

It reflects continuous assessment on student’s educational or academic progress.

form 1371
FORM 137
  • Form 137 should be completely filled out by teachers concerned.
  • Erasures should be avoided since it is a permanent record of the students. In case there are erasures, they should be accompanied by initial of concerned teacher.

To compute the rating for Makabayan, follow the procedure below:

  • For Year 2 to Year 4, multiply the grade in each component area by the number of units then add all the products. Divide the sum by the number of units.
component areas of makabayan
Component Areas of Makabayan

AP (AralingPanlipunan)

TLE (Technology and Livelihood Education)

MAPEH (Music, Arts, Physical Education and Health)

EP (EdukasyonsaPagpapahalaga)


The components of Makabayan with their corresponding ratings should appear in Forms 137 and 138. Final ratings in 18-A are expressed up to two decimal places.


To get the General Weighted Average, just add grades in 5 learning areas (Filipino, English, Science, Mathematics and Makabayan) then divide the sum by five (5).


General Weighted Average (GWA) in Forms 137 and 138 are expressed up to 2 decimal places.

  • Name of adviser with signature should appear after each grade level completed in Form 137.
  • Summer term is part of the preceding (past) school year and should not be counted as additional year as reflected in the total number of years in school to date.

Student’s Report Card

It keeps data on student’s academic performance in periodic basis.

It assists teachers and parents in monitoring student’s academic progress. It is a compliment to the student’s cumulative record

on form 138 report cards
  • For parents’ tracking of their children’s performance, regular release of Form 138 should be observed.
  • Attendance record of students in Form 138 should reconcile with those in other forms.
  • In EP/EsP, specific indicators (Enclosure No. 2 to DepEd Order No. 31, s. 2012) shall be considered.

The lowest failing grade that may appear in the report card is set at 65 percent (Item 1, DepEd Order No.33, s. 2004).

  • Failing marks in Form 138 should not be written in red ink.

As indicated, Certificate of Transfer should only be signed in case of transfer.

  • Entries in Forms 138 should come from Form 137.
on form 18 a

Check on the Curriculum entry in Form 18-E

  • 2002 Basic Education Curriculum
  • 2010 Basic Education Curriculum
  • K to 12 Basic Education Curriculum (SY 2012-2013)

Promotion at the secondary level (2nd Year – 4th year shall be by subject. A student shall be retained in the year level if he/she incurs failures of three 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 those subjects that they failed (Deped Order No. 33, s.2004.


All dates in 18-A shall take the date of the close of the school year. For this SY 2012-2013, all dates in 18-A is March 22, 2013.


Only 1 final copy of Form 18-A should be submitted to the Division Office.

  • Teacher-advisers are advised to make use of the computerized DepEd Forms which are readily available.

As required in the 18-A, subject teachers should affix their signatures in spaces at the bottom of the columns headed by the subject through.

  • As per instruction at the back of 18-A Form (Grade 7), Action Taken should use the word promoted (abbreviated to Prom.) or retained (abbreviated to Ret.)
on diploma
  • Writing of name in the diploma should follow the First-Middle Initial-Surname order.
  • Date of diplomas issued to graduates should bear the actual date of graduation.

All entries particularly the student’s name should be checked and verified correct by the School Checking Committee prior to signing of School Heads and Schools Division Superintendent.


DepEdOrder No. 31, S. 2012 (Policy Guidelines on the Implementation of Grades 1 to 10 of the K to 12 Basic Education Curriculum


For Grade 7, the final grade for each learning area shall be reported as the average of the four quarterly ratings in terms of the level of proficiency.

learning areas enclosure to deped order no 31 s 2012
Learning Areas (Enclosure to DepEd Order No. 31, s. 2012)





AralingPanlipunan (AP)

Technology and Livelihood Education (TLE)




Physical Education




Level of Proficiency Equivalent Numerical Value

  • Beginning (B) 74% and below
  • Developing (D) 75-79%
  • Approaching Proficiency (AP) 80-84%
  • Proficient (P) 85-89%
  • Advanced (A) 90%

The general average shall be expressed in terms of levels of proficiency with the numerical equivalent in parenthesis.

  • Promotion and retention of students shall be by subject.

Honor students shall be drawn from among those who performed at the Advanced Level. (Enclosure No. 1 to DepEd Order No. 31, s. 2012).

deped order no 74 2012

DepEd Order No. 74, 2012

Guidelines on the Selection of Honor Pupils/Students of the K to 12 Basic Education Curriculum

candidates for honors in grades 1 and 7
  • drawn from the Top 10
  • performed at the Advanced Level
  • must not have a final grade (final rating) lower than 85 (Proficient Level)
  • no grade at Developing Level (75-79) in any quarter (grading period)

enrolled not later than the 2nd week of current SY (if transferees)

  • must be of good moral character

Achievements of pupils/students in specific academic disciplines and in special curricular areas shall be given recognition.


Rank the students using the 7-3 point scheme (7 points for academic performance and 3 points for co-curricular activities


General average shall be computed to three decimal places

  • Any member of the Selection Committee must not be related within the second degree of affinity or consanguinity

1st Degree 2nd Degree

Children Grandchildren

Stepchildren Brothers & Sisters

in case of protest
In case of protest………
  • It shall be filed by the candidate with his/her parent or guardian to the SH within 5 working days from the final announcement and shall be settled by the School Selection Committee within 5 working days.

The SH shall be the chairman of the School Selection Committee composed of at least three (3) members from the teaching staff.


Provide a table showing the equivalent numerical ratings of the proficiency levels found in the sample report card


To compute for the general average, add the numerical final ratings in all subjects, and then divide by seven (7) for Grade 1 and divide by eight (8) for Grade 7.

procedure in the ranking of honor pupils and students
Procedure in the Ranking of Honor Pupils and Students

Academic Excellence (7) points

1. Compute the final grade (FR) of each

learning area.

2. Get the gen. average up to three decimal


3. Rank the candidates according to their


4. Multiply the rank by 7


Co-curricular Performance

1. Get the corresponding points of their

co-curricular achievement in the five


A. Contests and Competitions

B. Student Leadership

C. Campus Journalism

D. Officership and Membership

E. Participation and Attendance


1. Get the total points of each candidate

by adding all points.

2. Rank the candidate from the highest to the lowest.

3. Multiply the rank by 3.


Final Ranking

1. Add the weighted ranks.

2. Rank the sums from the lowest to the


computation of the final rating for each learning area
Computation of the Final Rating for Each Learning Area
  • Get the average of the numerical values of the four quarters.
  • First Grading 88
  • Second Grading 90
  • Third Grading 91
  • Fourth Grading 92

361/4 = 90.25 0r 90


Numerical FR (90) shall not be entered in the Report Card but its descriptive equivalent, which is A.

computation of general average
Computation of General Average
  • Add all the numerical ratings for the Descriptive Equivalents for Final Ratings in the Progress Report Card. Divide the sum by the number of learning areas in the grade level
final numerical rating
Final Numerical Rating

Mother Tongue 91

Filipino 86

English 88

Mathematics 87

AralingPanlipunan 89


EdukasyonsaPagpapakatao 92

623/7 = 89

The Gen. Average which is 89 shall be entered in the RC beside its descriptive equivalent which is proficient , as in P (89)

rounding numbers
Rounding Numbers
  • Rounding numbers to the nearest whole number is applied when computing for the rating of each learning area for a quarter, final rating of each learning area and general average.

If the pupils get the Beginning (B) Level of Proficiency as the general average, they shall be advised to take make up or summer classes in the learning areas where they need help to be able to cope up with the competencies in the next grade level.

on report on promotions
On Report on Promotions
  • The general average shall be expressed in terms of levels of proficiency with the numerical equivalent in parenthesis.
  • Promotion and retention of students shall be by subject.
  • If the pupils get the Beginning (B) Level of Proficiency as the general average, they shall be advised to take make up or summer classes in the learning areas where they need help to be able to cope up with the competencies in the next grade level.
  • The Gen. Average (numerical equivalent) shall be entered in 18-E beside its descriptive equivalent.
  • Action Taken should use the word promoted (abbreviated to Prom.) or retained (abbreviated to Ret.)

References: DepEd Order No. 73, s. 2012

DepEd Order No. 74, s. 2012

DepEd Order No. 33, s. 2004 (Implementing Guidelines on the Performance-Based Grading System for SY 2004-2005)

DepEd Order No. 39, s. 2004 (Corrigendum to DepEd Order No. 33, s. 2004)