Deped Adviser Files

Managing adviser files is one of the most critical responsibilities for class advisers in the Philippine education system. Whether you’re a new teacher stepping into your first advisory role or an experienced educator looking to streamline your document management, understanding the requirements, organization, and best practices for adviser files can make the difference between a stressful school year and a smoothly-run classroom.

This comprehensive guide breaks down everything you need to know about DepEd adviser files, from the essential documents you must maintain to the step-by-step procedures for preparing and checking school forms.

What Are Adviser Files?

Adviser files are the complete collection of documents, records, and forms that a class adviser must prepare, maintain, and submit throughout the school year. These files serve as the official repository of learner information, academic records, and administrative documentation for each advisory class.

According to DepEd Order No. 11, s. 2018 (Guidelines on the Preparation and Checking of School Forms), these files are essential for ensuring data accuracy, accountability, and efficient records management across all levels of the Philippine education system.

Did You Know? The introduction of the Learner Information System (LIS) has significantly reduced the manual workload for class advisers, transforming what used to be tedious paperwork into a more streamlined electronic process.

Why Adviser Files Matter

Before diving into the specific documents and procedures, let’s understand why proper management of adviser files is crucial:

Data Accuracy – Adviser files contain the authoritative records of learner information that feed into division and regional reports
Accountability – These documents demonstrate compliance with DepEd policies and serve as evidence during audits and checking procedures
Student Progress Tracking – Files document each learner’s academic journey through the basic education cycle
Planning and Decision-Making – The data collected enables evidence-based decisions at school, division, and national levels
Legal Requirements – Many documents serve as official records with legal standing

The Essential Documents Every Class Adviser Must Maintain

Core School Forms (Generated from LIS)

According to DepEd Order No. 11, s. 2018, class advisers must prepare and maintain the following school forms generated through the Learner Information System:

School Form 1 (SF1) – School Register

Purpose: Master list of class enrollment

When to Prepare: Beginning of School Year (BoSY) and as needed

Key Information Includes:

Learner Reference Number (LRN)
Complete name as it appears on birth certificate
Date of birth
Address
Parents’/guardians’ information
Contact details
Mother tongue and ethnic group

Critical Notes:

This becomes your official enrollment list
Must be generated from LIS only
Cannot be edited outside the system
Requires LIS Coordinator’s signature/initial
Serves as reference for all other reports requiring enrolled learners list

School Form 2 (SF2) – Daily Attendance Report

Purpose: Recording of daily attendance, absences, and tardiness

When to Prepare: Daily during school days

Preparation Method: Partially manual and through LIS

Important Guidelines:

Download from LIS with pre-loaded learner names
Record attendance manually on a daily basis
Focus months for checking: February and March
Forward to school head for assessment and consolidation

School Form 3 (SF3) – Books Issued and Returned

Purpose: List of textbooks and reading materials issued to learners

When to Prepare: Beginning and End of School Year

Tracking Requirements:

Book titles
Date issued
Date returned
Condition of materials

School Form 4 (SF4) – Monthly Learner Movement and Attendance

Purpose: Summary of enrollment count, transfers, and dropouts

Prepared By: School head

Method: Generated through LIS

Schedule: Monthly

What It Tracks:

Learners who transferred in/out
Dropout count
Cumulative attendance data

School Form 5 (SF5) – Report on Promotion and Level of Proficiency

Purpose: List of learners’ academic performance and assessment results

When to Prepare: End of School Year (EoSY)

Method: Generated from LIS

Special Notes:

SF5K is used for Kindergarten (validated by ECCD Checklist)
SF5A-SHS and SF5B-SHS for Senior High School
This form is a focus of checking activities

School Form 6 (SF6) – Summarized Report on Promotion and Level of Proficiency

Purpose: Summary count of learner status (promoted/retained)

Prepared By: School head

Method: Generated through LIS

Timing: End of School Year

School Form 10 (SF10) – Learner’s Permanent Academic Record (Formerly Form 137)

Purpose: Official record of individual learner’s academic achievement

Preparation: Manually updated by class adviser

Critical Guidelines:

Should NOT be prepared quarterly
Only final grades should be recorded to avoid erasures
Must be consistent with SF5
Validated SF10 updates learner status in LIS
Includes attached supporting documents (birth certificate, completion certificates, etc.)

Grade-Level Specific Notes:

Effective SY 2017-2018: Updated SF10 adopted for Grades 1 and 7 only
Grades 2-6, 8-10: Continue using old Form 137 format until completion
Senior High School: Rename as SF10-SHS but use existing format

Supporting Documents to Collect and Maintain

Beyond the standard school forms, class advisers must collect and organize essential supporting documents that establish learner identity and eligibility:

Birth Certificates and Identity Documents

Required Documents:

PSA Birth Certificate (preferred)
Baptismal Certificate (acceptable equivalent)
Other equivalent documents recognized by DepEd

When to Collect: At the beginning of the school year

Important Note: For entry grade levels (Kinder, Grade 1, Grade 7, Grade 11), availability of birth certificates is a focus area during checking

Previous Academic Records

For Transfer Students:

SF10 (formerly Form 137) from previous school
Validation of authenticity required
Coordinate transfer following DepEd Order No. 54, s. 2016

Timeline Expectation:

Should be received within 30 days of enrollment
Temporary enrollment status if pending

For Entry Grade Levels:

Grade Level	Required Documents
Kinder	Birth Certificate (learner must be 5 years old as of August 31)
Grade 1	Kinder Completion Certificate + ECCD Checklist
Grade 7	Elementary Completion Certificate or SF10-ES
Grade 11	JHS Moving Up Certificate or SF10-JHS

Assessment and Certification Documents

For Accelerated Learners:

PEPT (Philippine Educational Placement Test) Rating
PVT (Private Validation Test) results
ALS A&E (Alternative Learning System Accreditation and Equivalency) Certificate

Awards and Certificates

For graduating/moving up levels (Kinder, Grades 6, 10, 12), prepare:

Completion certificates
Moving-up certificates
Awards (following DepEd Order No. 36, s. 2016)
Diplomas

Checking Requirement: Learner information must be consistent with SF1

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Step-by-Step: Class Adviser's Annual Timeline

Understanding when to prepare each document helps advisers stay organized throughout the school year:

At the Beginning of School Year (BoSY)

Week 1-2: Document Collection Phase

Collect birth certificates and identity documents from all learners
For transfer students: Coordinate SF10 transfer from previous school
Validate authenticity of all academic records

Week 2-3: Data Entry and Form Generation

Exercise due diligence in encoding learner information into LIS
Ensure accuracy to avoid data reliability issues
Generate SF1 from LIS using your system account
Download SF2 with pre-loaded learner names

Week 3-4: Organization and Verification

Organize physical and digital copies of all supporting documents
Cross-check encoded data against original documents
Update any discrepancies in LIS immediately
Prepare SF3 (Books Issued and Returned)

During the School Year

Daily Tasks:

Record attendance in SF2
Monitor and document learner movement (transfers in/out)

Monthly Tasks:

Review attendance records
Coordinate with school head on SF4 preparation
Update class record with ongoing assessments

Quarterly Tasks:

Complete quarterly grades in class record
Prepare SF9 (formerly Form 138) – Report Card
Conduct parent-teacher conferences

End of School Year (EoSY)

Immediately After 4th Quarter Examinations:

Step 1: Grade Computation and Recording

Complete computation of final ratings for each learning area
Transfer final grades from class record to SF10
Remember: SF10 should only contain final grades (no quarterly entries to avoid erasures)

Step 2: Update Learner Status in LIS

Input final grades
Update promotion/retention/conditional promotion status
Ensure compliance with DepEd Order No. 58, s. 2017 and DepEd Order No. 69, s. 2016

Step 3: Generate End-of-Year Forms

Generate SF5 from LIS
For Kindergarten: Prepare SF5K validated by ECCD Checklist
Coordinate with school head for SF6 generation

Step 4: Awards and Certificates (For Moving Up/Graduating Levels)

Prepare completion certificates
Prepare awards following DO No. 36, s. 2016 guidelines
Verify LRN consistency across all documents

Step 5: Pre-Checking Preparation

Organize all supporting documents
Ensure SF1, SF2 (Feb & March), SF4, SF5, and SF6 are ready
Participate in School Checking Committee (SCC) activities

The School Forms Checking Process: What to Expect

The checking of school forms is a critical quality assurance mechanism conducted at both school and division levels. Here’s what every class adviser needs to know:

School Checking Committee (SCC)

Composition:

Chair: School Head
Vice Chair (Enrollment & Profile): ICT Coordinator/LIS Administrator
Vice Chair (Curriculum & Assessment): Most capable school personnel with curriculum expertise
Members: Class advisers and subject teachers (subcommittees for large schools)

Pre-Checking Activities:

Thorough review of all learners’ records for all classes
Communication with Division Checking Committee (DCC) regarding schedule
At least 15 days notice before actual checking

Focus Areas:

Accuracy of learner profiles
Enrollment eligibility verification
Consistency across forms and reference documents
Proper LIS generation (all forms must have LIS Coordinator signature/initial)

Division Checking Committee (DCC)

What They Check:

Supporting Documents for Entry Grade Levels

Birth certificates for entry grade levels
Completion certificates and prior academic records
Special certifications (PEPT/PVT/ALS certificates)

Consistency Across School Forms

SF1 vs Birth Certificate information
SF5 vs SF10 grades
SF1 learner count vs SF4 enrollment data
LRN consistency across all documents

Enrollment and Movement Data

Transfer documentation (within 30-day requirement)
Dropout and school leaver documentation
Temporary enrollment status

Sampling Method:

Schools are classified by size for checking purposes:

School Size	Combined Enrollment	Priority Levels %	Min. Classes
Very Small	99 and below	100%	All classes
Small	100-299	50%	4 classes
Medium	300-499	30%	5 classes
Large	500-799	20%	6 classes
Very Large	800-999	10%	7 classes
Huge	1,000+	5%	8 classes

Priority Grade Levels for Checking:

Kindergarten
Grade 1
Grade 6
Grade 7
Grade 10
Grade 11
Grade 12

Drawing of Lots: Conducted by DCC on the actual checking day in the presence of SCC

Common Issues Found During Checking

Based on DepEd observations, these are frequent problems advisers should proactively address:

Data Accuracy Issues:

Inconsistent names across documents
Incorrect LRN entries
Birth date discrepancies
Missing extension names or improper encoding

Documentation Problems:

Late or incomplete supporting documents
Pending SF10 transfers beyond 30 days
Missing birth certificates for entry grade levels
Incomplete ECCD checklists for Kindergarten

Form Generation Errors:

Using commercialized electronic forms (violation of DO 58, s. 2017)
Manual editing of LIS-generated forms
Missing LIS Coordinator signatures
Inconsistent data between SF5 and SF10

Policy Compliance Issues:

Non-compliance with promotion/retention policies
Incorrect awarding of honors
Improper acceleration procedures

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Best Practices for Organizing Adviser Files

Digital File Management

Create a Logical Folder Structure:

📁 SY 2025-2026 – Advisory Class [Grade & Section]

├── 📁 01-Enrollment Documents

│ ├── Birth Certificates

│ ├── Previous School Records

│ └── Assessment Certificates

├── 📁 02-School Forms

│ ├── SF1-School Register

│ ├── SF2-Daily Attendance

│ ├── SF3-Books Issued

│ ├── SF5-Promotion Report

│ └── SF10-Permanent Records

├── 📁 03-Class Records

│ ├── Quarterly Grades

│ ├── Attendance Summaries

│ └── Assessment Tools

├── 📁 04-Correspondence

│ ├── Parent Communications

│ ├── Referrals

│ └── Conference Notes

└── 📁 05-End of Year

├── Awards and Certificates

├── Checking Documents

└── Transfer Records

Naming Conventions:

Use consistent file names: SF1_Grade7-Sampaguita_SY2025-2026.xlsx
Include dates for versions: SF5_Final_2026-03-29.pdf
Keep originals separate from working copies

Physical File Organization

Individual Learner Folders:

Create a folder for each learner
Arrange in alphabetical order by last name
Include folder tabs for easy access

Folder Contents (in order):

Birth certificate (photocopy)
SF10 (original)
SF9 from each quarter
Parent consent forms
Medical records
Behavior incident reports (if any)
Correspondence

Master Class File:

SF1 (official enrollment list)
SF2 (master attendance sheet)
SF3 (books issued/returned)
Class record (working copy)
Seating chart
Emergency contact list

Security and Confidentiality

Data Privacy Considerations:

Store physical files in locked cabinets
Limit access to authorized personnel only
Never leave sensitive documents unattended
Properly dispose of old documents (shredding)

Digital Security:

Use password-protected files for sensitive data
Regular backups to multiple locations
Avoid sharing files via unsecured channels
Follow DepEd data privacy policies

Resources and References

Official DepEd Orders Related to Adviser Files

Primary References:

DepEd Order No. 11, s. 2018: Guidelines on the Preparation and Checking of School Forms
DepEd Order No. 58, s. 2017: Adoption of New School Forms for Kindergarten, SHS, ALS, Health and Nutrition
DepEd Order No. 54, s. 2016: Guidelines on the Request and Transfer of Learner’s School Records
DepEd Order No. 36, s. 2016: Policy Guidelines on Awards and Recognition for K to 12
DepEd Order No. 8, s. 2015: Policy Guidelines on Classroom Assessment
DepEd Order No. 3, s. 2018: Basic Education Enrollment Policy

Downloadable Resources

School Forms Templates:

Available at: https://support.lis.deped.gov.ph/
Download directly from LIS using your school account
Forms must be generated from system (not edited versions)

School Forms Checking Report (SFCR):

SFCR1: School Level
SFCR2: District Level (Consolidated)
SFCR3: Division Level (Consolidated)

Professional Learning Communities

Where to Get Help:

School-based Learning Action Cell (LAC)
Division Planning Officers
LIS/EBEIS Coordinators
Fellow class advisers
DepEd Teachers Facebook Groups (unofficial but helpful)

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Deped Adviser Files