Republic of the Philippines

Department of Education Region IV-A CALABARZON

DIVISION MEMORANDUM
No. 28, 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 GRADE 7 ( K TO 12)
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
( Grade 7 )
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 one week 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,
DepEd ORDER No. 23, s. 2012 DepED ORDER No.73,2012 and DepED ORDER
No. 74, 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 students name 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 1st day the student entered the school.
c. Age should be written in fraction form.
Example:
Form 1-Class Register
Age
1.
2.
3.
4.
5.
6.

De Belen, Jose F.
De la Pena,Carl G.
De las Alas, Aldrin A.
De los Santos, Joshua C.
Delas Pinas, 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. Grade 7 - Sunflower
Rallama, Florence R. transferred to Gumaca NHS Aug. 17, 2012
Babat, Peter A. transferred to Tabason NHS Aug.27, 2012
Final Report Enrolment
Total Enrolment for the year to date
Total Enrolment for the month to date

July, 2012
M
F
Total
28
25
53
28
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.
Ex.
Abeleno, William B.
Pardo , Miraflor A.

Dropped, Setyembre 24, 2012

Dropped, 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. Evan A. Racelis 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. Abella , Aris R.

200

200

Passed

2. Abracia, Erikson C.

200

200

Passed

195

260

Passed

80

80

Transferred

3. Banayad, Joel A.

65

4. Burgunio, Pedrito A.
5. Calermo, Jake N.

162

156

318

Failed

6. Dalatrava, Arnelo 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 Retained must be in Red ink in Form 137-A.
4. The descriptive rating and the numerical rating enclosed in a parenthesis must
appear on the Final Rating (Huling Marka ) on both Form 138-A and Form 137-A

SAMPLE REPORT CARD FOR GRADE 7

Enclosure No. 2 to DepED ORDER No. 74,s. 2012

K to 12 BEC

REMARKS

Learning Area

Final Rating

Grading Period

D
D
B
AP
D

D
D
D
AP
D

B
D
D
D
D

B
D
D
D
D

D (75.50)
D (78.75)
D(75.50)
D(78.50)
D(77.75)

Promoted
Promoted
Promoted
Promoted
Promoted

AP

AP

AP

AP(80. 50)

Promoted

B
B

B
B

B
B

D
D

B (74.25)
B(73.50)

Retained

Arts

D (76.75)

Physical Educ.

B(74.00)

Health

B(72.00)

Retained
Promoted
Retained
Retained

D( 77.50)

Promoted

Filipino
English
Mathematics
Science
Araling Panlipunan (AP)
Technology and Livelihood
Education (T.L.E. )
MAPEH
Music

Edukasyon sa Pagpapakatao
(EsP)
General Average

D (77. 281)

The above sample grades are based on the numerical computation .

REFERENCE FOR FORM 138 ( Report Card )

GRADING PERIOD
Learning Area
1

Filipino
English
Mathematics
Science
Araling Panlipunan (AP)
Technology and Livelihood
Education ( T.L.E.)
MAPEH I
Music

76
79
74
81
79

79
79
77
80
79

74
78
75
77
77

73
79
76
76
76

78

81

81

82

74
74

74
71

74
74

75
75

Arts

76

79

77

75

Physical Educ.

71

72

75

78

Health

73

73

70

72

Edukasyon sa Pagpapakatao
(EsP)

79

78

76

77

General Average

D (77.281)

The table above shows the equivalent numerical ratings of the proficiency levels
found in the sample report card which can be used for further reference to be
attached to F 137.
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 the components of MAPEH.
6. To get the periodic rating of MAPEH, determine the average of the four (4)
components.
7. To compute the general average of the students get the sum of the final ratings of
the eight (8) learning areas, then divide the total by eight (8). The general average shall
be expressed in terms of levels of proficiency with the numerical equivalent expressed in
three (3) decimal places enclosed in parenthesis.
8. The lowest level of proficiency (Passing ) that may appear in the report card for SY
2012-2013 is D (Developing) (DepED ORDER No. 73, s. 2012 and DepEd Order No. 74,
s. 2012).
9. Promotion and retention of students shall be by subject. If by the end of the school
year, the students are still at the Beginning level (B). Then they shall be required to take
the summer classes. (DepED Order No. 73, s. 2012).

REGULAR
SAMPLE REPORT CARD FOR STUDENTS
SECONDARY

Learning Area
Filipino
English
Mathematics
Science
Araling Panlipunan (AP)
CP-Technology and Livelihood Education (CPTLE)
MAPEH
Music
Arts
Physical Education
Health
Eduksyon sa Pagpapakatao (EsP)
GENERAL AVERAGE

1
P
P
P
P
AP

GRADING PERIOD
2
3
P
A
P
A
A
A
P
A
A
A

A
A
P
A
A

A
A
P
A
P

A
A
A
A
A

4
A
A
A
A
A

Final
Rating
A (90.25)
A (90..00)
A (90.75)
A (90.25)
A (91.25)

Promoted
Promoted
Promoted
Promoted
Promoted

A (93.25)

Promoted

A (91.00)
A (92.75)
P (89.00)
A (91.75)
A (90.00)
A (90.00)
A (90.844)

Promoted
Promoted
Promoted
Promoted
Promoted
Promoted
Promoted

A
A
A
A
P

Remarks

The table below shows the equivalent numerical ratings of the proficiency levels found
in the sample report card.

GRADING PERIOD
Learning Area
Filipino
English
Mathematics
Science
Araling Panlipunan (AP)
CP-Technology and Livelihood Education (CPTLE)
MAPEH
Music
Arts
Physical Education
Health
Edukasyon sa Pagpapakatao (EsP)
GENERAL AVERAGE

87
87
85
87
84

89
89
94
89
92

92
91
90
92
93

93
93
94
93
96

91

93

94

95

91
93
88
94
90

90
94
86
91
88

90

91
91
91
91
91

90

92
93
91
91
91

89

91

A ( 90.844)

Procedure: To compute for the general average, add the numerical final ratings in all subjects,
and then divide by eight (8). That means using the numerical equivalent of the final ratings
across subjects, which is expressed in terms of proficiency levels.

K TO 12
SAMPLE REPORT CARD FOR HONOR STUDENTS
SECONDARY
Learning Area
Filipino
English
Mathematics
Science
Araling Panlipunan (AP)
CP-Technology and Livelihood Education (CPTLE)
MAPEH
Music
Arts
Physical Education
Health
Eduksyon sa Pagpapakatao (EsP)
GENERAL AVERAGE

GRADING PERIOD
1
2
3
P
P
A
P
P
A
P
A
A
P
P
A
AP
A
A

4
A
A
A
A
A

Final Rating

Remarks

A (90.25)
A (90.00)
A (90.75)
A (90.25)
A (91.25)

Promoted
Promoted
Promoted
Promoted
Promoted

A (93.25)

Promoted

A (91.50)
A (92.75)
A (90.25)
A (91.75)
A ( 90.00 )
A (90.00)
A (90. 906)

Promoted
Promoted
Promoted
Promoted
Promoted
Promoted
Promoted

A
P
A
A

A
A
A
A
A

A
A
A
A
A

A
A
A
A
P

The table below shows the equivalent numerical ratings of the proficiency levels found
in the sample report card.
GRADING PERIOD
Learning Area
Filipino
English
Mathematics
Science
Araling Panlipunan (AP)
CP-Technology and Livelihood Education (CPTLE)
MAPEH
Music
Arts
Physical Education
Health
Edukasyon sa Pagpapakatao (EsP)
GENERAL AVERAGE

87
87
85
87
84

89
89
94
89
92

92
91
90
92
93

93
93
94
93
96

91

93

94

95

92
93
89
94
90

91
94
90
91
90

90

91
91
91
91
91

90

92
93
91
91
91

89

91

A ( 90.906)

Based on DepED ORDER No. 74 s. 2012, candidates for honors in Grades 1 to 10

shall be drawn from the top ten ( 10 ) pupils/ students of the school who performed at
the Advanced Level. They must not have a final grade lower than 85 (Proficient
Level) and they have no grade at Developing Level in any quarter.

The general average shall be computed to three decimal places. In order to compute
for the general average, the exact numerical equivalent of the students final ratings
across subjects shall be used. In case of tie, candidates shall be both declared in the
same honor ranking (both as valedictorians, salutatorians and so on). Refer to
enclosure Nos. 2 and 3 to DepEd ORDER No. 74, s. 2012)

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 K to 12 Basic Education Curriculum (BEC) after Curriculum
c. Encode the name of the students including dropouts and transferred in/out in
d.
e.

f.
g.
h.
i.

alphabetical order, type boys first followed by girls separately numbered and the
middle initial of each student.
Indicate only the hometown under home address.
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 both
the descriptive level of proficiency and the numerical rating enclosed in
parenthesis.
Use fractions in signifying ages of students as of March or April of the current
school year inside Form 18-A.
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.
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 .
Encode DROPPED/TRANSFERRED, date of dropping/transferring out and the
reason for dropping out/transfer of students during the school year. Advisers
signature must be affixed after the remarks in all forms.
Example:
Dropped, August 27, 2012, Illness
Transferred to QNHS, September 15, 2012

j. Encode the final rating of each subject both the descriptive rating and numerical
ratings.
k. Encode Promoted after the passing grades and Retained after the failing
grades.
l. The initial of all the subject teachers should be affixed at the bottom of their
respective subject headings.
m. March/April enrolment does not include drop-outs. The average age is
computed in decimal unit outside Form 18-A.
3. The class advisers signature (with full family name) should be affixed under the
principals signature in all forms except in the diploma.
4. Indicate awards/honors/citations received by students as First Honors,
Second Honors etc. under REMARKS in all forms.

5. The date of submission of Form 18-A shall be on March 22, 2013.

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
Date Diploma Issued :
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 other than the adviser, after the checking 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:

1.
2.

Forms 1,2, 3-names of candidates should be in alphabetical order.

Form 4-names of candidates should be according to rank.