Learner Information System

Module for ALS Facilitators

Learner Reference Number (LRN)

The LRN is a unique and permanent 12-digit number assigned

to a person who enters the Philippines basic education

program

The LRN is intended to reference a “Registry of Learners”

which serves as a centralized and authoritative database of

learners’ basic information.

The LRN offers access to learner profiles in the registry and

even performance data as he or she completes the program,

whether it be in the formal or non-formal mode of learning

An LRN is issued to a learner when he or she registers in the

basic education program either at the start of the program

(i.e., kindergarten level) or when the learner transfers from a

school and has not yet been issued an LRN

Learner Information System (LIS)

A system for maintaining the registry of learners

aimed at meeting the following objectives

Provide a standardized registration system for learners

Track learner progress/performance

Provide learner information for better program planning and

supervision of schools and learning centers

Enhance management of learner records

LIS Phases of Implementation

Phases Schedule Target Outputs

Pre-Implementation

Phase – LRN Buildup

Aug 2011 –

Jul 2012

• Masterlist of Learners in Public Schools & ALS

for SY/CY 2011

• Initial Registry of Learners with LRNs

Phase 1 – LIS

Deployment &

Establishment of

Learner Registry

Aug 2012 –

Jan 2013

• LIS deployed in schools and CLCs

• Registry of Learners with LRN in Public

Schools & CLCs for CY/SY 2012-2013

• Centralized Registry of Learners

Phase 2 –

Mainstreaming LIS and

Implementation in

Private Schools

Feb 2013 –

Mar 2014

• LIS Enrollment Module operational in schools

and CLCs during enrolment period

• Registry of Private School Learners with LRN

• LIS Module for Private Schools deployed

• EBEIS Integration

Phase 3 – Expanded

Learner Profile

Apr 2013 • Health & Nutrition Profile

• Academic Profile for CY 2013

Pre-Implementation Phase

(Aug 2011 – Jul 2012)

DO No. 67, s.2011 – Submission of masterlist of learners

enrolled in public elementary and secondary schools as well as

ALS programs for CY/SY 2011-2012

DO No. 22, s. 2012 – Adoption of the Unique Learner

Reference Number

Centralized generation of LRNs

Dissemination of Masterlist of Learners with corresponding

LRNs to schools and CLCs

Incorporation of LRNs in all records which refer to the

learner (eg. permanent record, report card, ALS certificate,

diploma, NAT results, etc.)

Phase 1 – LIS Deployment and

Establishment of Learner Registry

Phase 1 Objectives

Issue LRN to all public school learners: new entrants, previous

SY enrollees with no LRN, Balik-Aral/Balik-Paaralan and

transferees from private schools

Register CY/SY 2012 learners in the school or learning center

Update or correct personal background and CCT information

of learners enrolled in SY 2011 and SY 2012

Cleanup invalid learner records such as duplicate LRNs found

within a school or learning center

Automate printing of names and LRNs of learners in templates

for Form 1

Phase 1 Objectives

Deploying and Stabilizing the LIS

Facilitate the incorporation of the LRN in all records which

refer to the learner

Generate summary reports which includes the age profile and

total enrollment

Roles and Responsibilities

Regional

Director

• Ensure the overall compliance of the Region in the

implementation of the LIS

• Report the status of implementation of the LIS in the

National Mancom

Regional

Planning

Officer

• Ensure that all divisions submit their data for formal

schools on time

• Provide assistance to the divisions as needed

• Monitor and evaluate implementation of the LIS for

formal schools

Regional ALS

Supervisor

• Ensure that all divisions submit their data for ALS on

time

• Provide assistance to the divisions as needed

• Monitor and evaluate implementation of the LIS for

ALS

Roles and Responsibilities

Schools

Division

Superin-

tendent

• Ensure the overall compliance of the division in the

implementation of the LIS

• Approve the deactivation of LRNs as requested by the

school or ALS facilitator

• Report the status of implementation of the LIS to the

RD in the Regional Mancom

Division ICT

Coord.

• Assist the Planning Officer and ALS Supervisor in

ensuring that schools and ALS facilitators have access

to internet and computer facilities

• Provide technical support in the implementation of the

LIS

• Provide technical support in managing the user

accounts of schools and learning facilitators

Roles and Responsibilities

Division

Planning

Officer

• Train/mentor the schools in the use of the

online/offline LIS

• Manage the user accounts of schools

• Ensure that all schools comply with the implementation

requirements of the LIS

• Deactivate LRNs as requested by schools and approved

by SDS

• Identify schools which will operate in online and offline

mode

• Conduct random school visits to check on the

accuracy of learner data

Roles and Responsibilities

Division ALS

Supervisor

• Train/mentor the ALS facilitators in the use of the LIS

• Ensure that all ALS facilitators have user accounts

• Ensure that all ALS facilitators comply with the

implementation requirements of the LIS

• Deactivate LRNs as requested by ALS facilitators and

approved by SDS

• Conduct random visits to check on the accuracy of ALS

learner data

• Issue LRN for learners enrolled in ALS programs

managed by non-DepEd entities

Roles and Responsibilities

School Head • Manage the implementation of the LIS in their

respective schools

• Issue an LRN to learners with no LRN and enroll them

in appropriate grade level and section in current SY

• Enroll transferees to the appropriate grade level and

section in current SY

• Enroll previous SY enrollees to appropriate grade level

and section in current SY

• Update or correct enrollment data, personal

background and CCT information of learners

• Ensure accuracy of learner data and integrity of the

LRN

Roles and Responsibilities

School Head • Request DO for the deactivation of multiple LRNs

referring to one learner and learners who do not

actually exist in the school

• Ensure compliance of DepEd Order 22, s. 2012

requiring the inclusion of the LRN in all forms which

refer to a learner

• Manage the user accounts of class advisers if school

opts to divide encoding by section

Class Adviser • Enroll appropriate SY 2011 enrollees to section

handled

• Update or correct personal background and CCT

information of learners

Roles and Responsibilities

ALS

Facilitator

• Issue an LRN to learners with no LRN

• Enroll SY 2012 learners to appropriate ALS program

• Update or correct personal background of learners

• Request DO for the deactivation of multiple LRNs

referring to one learner and learners who not actually

exist

• Ensure accuracy of learner data and integrity of the

LRN

• Ensure compliance of DepEd Order 22, s. 2012

requiring the inclusion of the LRN in all forms which

refer to a learner

Persons Authorized to Issue the LRN

Public/Private School - School Registrar or a designated

personnel responsible for maintaining the registry of

learners

Community Learning Center - Learning Facilitator

responsible for managing the CLC’s registry of learners

ALS service providers - issuance of LRN shall be the

responsibility of the Division ALS Coordinator

LIS Website

Official website:

http://lis.deped.gov.ph

Official practice website:

http://lis.deped.gov.ph/practice

Temporary practice website: (to be disabled

when official practice website is ready)

http://beis.depedonline.net/lis_practice

ALS Facilitators

Roles and Responsibilities

Issue an LRN to learners with no LRN

and enroll them Guidelines

All learners enrolled in ALS must be issued only one LRN

When a learner without an LRN enrolls, the ALS facilitator must

first search the LIS database through the Search Learner by Name

facility to ensure that this learner was not assigned an LRN in

another learning center or school

Learners without LRN include new enrollees, previous SY

enrollees who were not issued an LRN, Balik Paaralan

The ALS Facilitator will create a new LRN only if the learner was

not found in the database

If the learner was found, the ALS facilitator will enroll the said

learner instead of creating a new LRN

ALS learners for CY 2012 will be from Jan to Oct 31, 2012

Only learners who are 5 years old or above will be given an LRN

Issue an LRN to learners with no LRN and

enroll them

ALS Facilitator logs in LIS Main Page

Issue an LRN to learners with no LRN and

enroll them

System displays welcome page for ALS facilitator account

Issue an LRN to learners with no LRN and

enroll them

ALS facilitator clicks on the ALS facility in the Main Menu to

access the ALS – Select Division Screen

Issue an LRN to learners with no LRN and

enroll them

ALS facilitator clicks on Next to access Search Learner Screen

Issue an LRN to learners with no LRN and

enroll them

ALS facilitator checks Name in the Search by options

System displays the criteria for searching by name

Issue an LRN to learners with no LRN

and enroll them

ALS facilitator enters region and division

where learner previously came from and

First Name, Middle Name, Last Name

ALS facilitator clicks search to display a

list of learners who have names similar to

the search criteria

If learner was not found or is not in the

list displayed, ALS facilitator clicks on the

Create New Learner command which

appears after the search was conducted

Issue an LRN to learners with no LRN

and enroll them

System displays the ALS -

Create New Learner Screen

ALS facilitator enters the

appropriate information

then clicks on submit to

save the data

Issue an LRN to learners with no LRN

and enroll them

System updates the database and displays the LRN issued to

the learner

Issue an LRN to learners with no LRN

and enroll them

If ALS facilitator finds the learner,

ALS facilitator clicks on edit to

enroll the learner

Issue an LRN to learners with no LRN

and enroll them

System displays the ALS -

Edit Learner Screen

ALS Facilitator updates

information then clicks

submit

Issue an LRN to learners with no LRN

and enroll them

System updates the database

Update or correct Enrollment data and

Personal Background

Guidelines

Making corrections to the enrollment data and personal

background may be done using the Edit/Remove Enrollees

facility

ALS facilitators may also opt to make the same corrections

through the Search Learner facility

Update or correct Enrollment data and

Personal Background

ALS facilitator clicks Edit/Remove Enrollees facility

System displays ALS - Edit/Remove Enrollees Select Screen

Update or correct Enrollment data and

Personal Background

ALS facilitator selects learning center municipality and barangay

System displays learners for the learning center

Update or correct Enrollment data and

Personal Background

ALS facilitator clicks the letter E

beside the learner name to access

the ALS Edit Learner Screen

ALS facilitator makes the necessary

corrections then clicks submit

Update or correct Enrollment data and

Personal Background

System updates the database and displays updated information

If ALS facilitator wants to remove a learner from the enrollment list,

click the letter R beside the Learner name

Ensure Accuracy of Learner data

Guidelines

Per DepEd Order 22, s. 2012, ALS facilitators are responsible for

ensuring that information for each learner in their respective

area is accurate

ALS facilitators are also responsible for ensuring that all learners

in their respective area have only one LRN which shall be

incorporated in all documents which refer to a learner

The Check Data facility provides an automated tool for checking

the data in the LIS. The following are the potential errors

checked by this facility:

No data for gender, residence and barangay

No explanation for learner with no birthdate

Learner must be between 4-30 years old (formal), between 4-100 (als)

Exactly the same name

Ensure Accuracy of Learner data

ALS facilitator clicks Check Data facility

System displays potential errors found

ALS facilitator clicks the letter E beside the Name to access

the Edit Learner Screen

Ensure Accuracy of Learner data

ALS facilitator makes the

necessary corrections and

clicks submit

Ensure Accuracy of Learner data

System updates the database and the list of potential errors

Request DO for the deactivation of LRN

Guidelines

ALS facilitator shall ensure that all learners in their respective

area have only one LRN. In case a learner has more than one

LRN, the ALS facilitators shall select the official LRN of the

learner and request the division to deactivate the other LRNs

ALS facilitator shall also request for the deactivation of LRNs

assigned to learners who do not belong to their area

The request to deactivate an LRN shall be submitted to the

SDS for approval following the format in Enclosure 2 of DepEd

Order 22, s. 2012

The LRN of learners who have dropped out, died or

transferred out SHOULD NOT be deactivated

Request DO for the deactivation of LRN

Reports

Reports

Reports

Reports

Items for Development prior to Level 3

Training of Schools and ALS Facilitators

Data entry for name of teacher handling a section as well

as learner height and weight

Report generation of templates for school/ALS forms (eg.

Form 1, 3, 137, others)

Report generation for the Nutritional Status Report

Offline LIS for schools that are unable to access the

internet

Thank you