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DepEd Order No. 54, s. 2016: Policy on the Management of Learner's School Records


DepEd Order No. 54, s. 2016: What You Need to Know




If you are a learner or a parent of a learner who is transferring to another school or moving to a higher grade level, you might be wondering how to get your school records without any hassle. You might also be curious about what DepEd Order No. 54, s. 2016 is all about and how it affects you. In this article, we will explain what this policy is, why it was issued, what it aims to achieve, and how it works in practice. We will also discuss the benefits and challenges of this policy for the learners, parents, and schools.




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Introduction




What is DepEd Order No. 54, s. 2016?




DepEd Order No. 54, s. 2016 is a policy issued by the Department of Education (DepEd) on June 30, 2016 that provides guidelines on the request and transfer of learners' school records. It applies to all public elementary and secondary schools in the Philippines.


Why was it issued?




The policy was issued to address the varying processes and protocols of requesting and releasing of official school records of learners in different schools. It aims to establish standard procedures and protocols that will ensure the smooth and efficient requesting and releasing of learners' school records without inconveniencing the learners and parents.


What are its objectives?




The policy has three main objectives:


  • To facilitate the enrollment and transfer of learners in public schools;



  • To ensure the accuracy, completeness, security, and confidentiality of learners' school records; and



  • To promote accountability and transparency among school personnel in handling learners' school records.



Main Body




Scope and Coverage of the Policy




Who are the stakeholders involved?




The policy involves the following stakeholders:


  • Learners - They are the primary beneficiaries of the policy as they can easily access their school records when they enroll or transfer to another school.



  • Parents - They are the secondary beneficiaries of the policy as they can save time, money, and effort in securing their children's school records.



  • School Heads - They are responsible for ensuring that their schools comply with the policy and that their teachers and registrars follow the processes and protocols properly.



  • Teachers - They are responsible for preparing and updating the learners' Form 138 (Report Card) every grading period or semester.



  • Registrars - They are responsible for preparing and updating the learners' Form 137 (Permanent Record) every school year.



  • Schools Division Offices (SDOs) - They are responsible for monitoring and evaluating the implementation of the policy in their respective schools.



What are the school records affected?




The policy affects two basic school records that show the learner's profile and academic and extra-curricular standings:


  • Form 137 - This is also known as the Permanent Record, which contains the learner's profile and historical academic record. It is kept by the school where the learner is currently enrolled or has graduated from.



  • Form 138 - This is also known as the Report Card, which contains the learner's profile and current academic and extra-curricular performance. It is given to the learner at the end of every grading period or semester.



Processes and Protocols on the Request and Transfer of Learners' School Records




How to request for Form 137 and Form 138?




The policy provides two ways of requesting for Form 137 and Form 138:


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  • Personal Request - This is when the learner or the parent goes to the school where the learner is currently enrolled or has graduated from and fills out a request form. The school head or the registrar will verify the identity of the requester and the purpose of the request. The requester will pay a minimal fee for the processing and reproduction of the records. The school head or the registrar will then issue a certification that the records are ready for release.



  • Online Request - This is when the learner or the parent goes to the DepEd website and fills out an online request form. The requester will provide the necessary information such as the learner's name, date of birth, grade level, school name, school ID number, and reason for request. The requester will also pay a minimal fee through an online payment system. The DepEd will then send an email confirmation to the requester that the records are ready for release.



How to release Form 137 and Form 138?




The policy provides two ways of releasing Form 137 and Form 138:


  • Personal Release - This is when the learner or the parent goes to the school where the records are ready for release and presents the certification issued by the school head or the registrar. The school head or the registrar will then hand over the records to the requester in a sealed envelope with a stamp that says "Official Copy". The requester will sign a logbook to acknowledge receipt of the records.



  • Online Release - This is when the DepEd sends an email to the requester with a link to download a PDF file of the records. The PDF file will have a digital signature and a QR code that can be verified by scanning it with a smartphone. The requester will then print out the records and keep them in a safe place.



What are the roles and responsibilities of the school heads, teachers, and registrars?




The policy assigns specific roles and responsibilities to the school heads, teachers, and registrars in relation to learners' school records:


  • School Heads - They are accountable for ensuring that their schools follow the policy guidelines and that their teachers and registrars perform their duties properly. They are also responsible for resolving any issues or complaints that may arise from learners or parents regarding their school records.



  • Teachers - They are responsible for preparing and updating Form 138 every grading period or semester. They are also responsible for ensuring that Form 138 reflects the accurate and complete academic and extra-curricular performance of each learner.



Registrars - They are responsible for prepa


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