In 2011, the Department of Education initiated the Learners’ Information System (LIS), an online facility that provides for the registration of learners enrolled in public schools. Since its installation, the LIS has allowed the Department to generate the total public school enrolment based on the actual registration of learners.
The LIS is an innovative tool that the Department uses to manage information with the aim of promoting transparency, informed decision making, and empowerment at different levels of the organization. While being a tech-based solution, the LIS involves an inclusive, community-driven process that thrives because of the active engagement and participation of all teachers, principals, planning officers and other DepEd personnel all throughout the Philippines.
Read:DepEd LIS Data Issues and Frequently Asked Questions
Table of Contents
Table of Acronyms
| BOSY | Beginning of School Year |
| EOSY | End of School Year |
| LIS | Learner Information System |
| LRN | Learner Reference Number |
| PEPT | Philippine Education Placement Test |
1. Getting Started
1.1. Logging in and out of the LIS
To access the LIS, type www.lis.deped.gov.ph at the address or location bar of a web browser, thenpress Enter.
This will connect you to the LIS login page as shown in (Figure 1.1-1: Login Page). Enter yourusername and password, then click the “Sign In” button.
A successful login will direct the user to the LIS Dashboard
At the onset, a school may use the same account details as in the EBEIS. In this case, the user is firstdirected to an account validation facility or the “Account Check” page.
1.2. Account Check
If it is your first time to login using the default schooluser account, the system will prompt you to changeyour default password in the “Figure 1.2-1: AccountCheck (Update Password) page”. Enter your newpassword twice then click “Update” button to saveyour changes.
Upon completing the password change, the systemdisplays the message “password changed”.
Click the “Complete Personnel Record” then fill in user’s identification details in the “Account Check – Update Personnel Record” page (see Figure 1.2-2: Account Check (Update Personnel)). At the minimum, fill in the required fields indicated by an asterisk beside the data label.
Click “Save” button to finalize updating of personal data associated with the username and password.
After finalizing account update, the system displays confirmation of login as shown in Figure 1.2-3 Confirmed Login
Click “Continue” button to get to the LIS Main Page.
2. LIS Dashboard
Upon successful login, the user is directed to the LIS Dashboard as shown in Figure 2-1: LIS Dashboard.
The LIS Dashboard consists of the following components:
- Masterlist or the School Register –displays the list of learners by school year and/or by grade and section. This component also provides the facility to search a learner, register a learner and enrol a learner individually or by class (batch enrolment facility).
- List of Classes –displays the list of classes and the total enrolment by class for a given school year. This component also provides the facility to create new classes/sections at the start of a school year.
- School Forms –provides access to various reports include Forms 1, 4 and 5.
3. List of Classes
The List of Classes provides the facility to organize and create class/section for every grade/year level.
From the Dashboard, click List of Classes link.
On the “List of Classes” page, select the school year from the drop-down list at the upper right corner of the page to view or create a class/section.
3.1. View Learners By Class/Section
To view list of classes click the SY dropdown list at the upper right hand of the page shown below in Figure 3.1-1: List of Classes.
The list of classes for each grade/year level is displayed, including the total number of learners enrolled. Click on the “View Enrolment” link to display the list of learners enrolled in the selected class.
3.2. Create New Class/Section
At the start of a school year and prior to the enrolment of learners, classes or sections should be set up in the system for every grade/year level.
To do this, select school year from the drop-down list in the List of Classes page.
Click on the “Create Class” button to go to the “New Class” page. (See Figure 3.2-1: Create Class)
Enter a class name on the “Class Name” field.
Tick box to select a particular grade offering.
Click the “Save” button to finalize creation of a class or section. The message “class created” is displayed.
Upon confirming that class/section has been successfully created, assign class to an adviser by clicking on the“Set Adviser” button in the “Class Setting” page.
The newly created class/section will be displayed is as shown in the figure below when List of Classes link is clicked from the Dashboard.
Click on View Enrolment button to start enrolling learners to this class.
4. Enrolment of Learners
Learners can be enrolled individually or by class.
From the Dashboard, click on the “List of Classes” link then select the school year from the drop-down list located at the upper right hand corner of the page.
Click on the View Enrolment button of the selected class to display page as shown below.
Click on the Enrol Learner button to enrol a specific learner from the previous school year. Click “Batch Enrol” to enrol multiple learners from the previous school year.
4.1. Enrol learner from previous school year
Click on the Candidates button to display prospective list of enrolees from previous school year.
The system displays a prospective list of enrolees which consists of learners belonging to the relevant grade/year level of the previous school year. For example, the prospective list of enroleesfor a Grade 5 class in the current school year shall consist of learners who were enrolled in Grade 4 in the previous school year.
Click the check box on the left side of the learner candidate to select him/her for enrolment to the class, then click“Enrol” button to display learner enrolment page as shown in Figure 4.1-1: Enrolment page.
Click “Enrol” button and the system will direct you to the learner profile page learner data such as religion, ethnicity and dialect needs to be filled up.
In the learner profile page as shown in Figure 4.1-2: Learner Profile, tick the appropriate boxes for the learner’s religion, dialect and ethnicity.
Then, click “Enrol” to finalize learner enrolment. The message “Learner enrolled” is displayed with corresponding enrolment data (see Figure 4.1-3: Enrolment confirmation)
4.2. Batch enrolment
To enrol more than one learner, select learners by ticking the boxes opposite the names then click “Batch Enrol Selected” button (see Figure 4.2-1: Batch enrollment)
The system displays a preview page as shown in Figure 4.2-2: Batch enrolment preview to allow the user to confirm the list of learners being enrolled in a specific class.
Upon confirming the list of enrolees, click the Batch Enrol Selected button to finalize the batch enrolment process.
The system displays a notification on the number of learners that were enrolled.
4.3. Enrol new learner or transferee from another school
From the Dashboard, click on the “List of Classes” link then select the school year from the drop-down list located at the upper right hand corner of the page.
Click on the View Enrolment button of the selected class.
Click “Enrol Learner” button to go to the “Enrol by Learner” page. (See Figure 4.3-2: Enrolment By Learner)
First, determine if the learner being registered has an LRN in the system. To do this, enter “First name” and “Last name” to initially search the LIS database of records with similar names. The system will prompt the user to provide additional data such as “middle name” and “birth date” (see Figure 4.3-3: Search Learner) to narrow the search results to a minimum list of potential records.
If similar records matching the given search are found, click “Preview Matched” to view the records and determine if any of these records refer to the learner being enrolled. The system displays the record/s found on the right hand side opposite the search parameters.
The system will also validate if the learner can be enrolled in the specific class, otherwise, the message “Not eligible” is displayed on the upper right hand corner. (see Figure 4.3-4: Search Learner Result)
If no record matching the given search criteria were found, the message “No existing learner record found. Click New Record to create new learner” is displayed.
Click “New Record” to register and enrol learner in the LIS. The system displays the page shown below.
Click “Complete Enrolment Record” to go to the facility for updating learner profile. Fill in the required data then click on the “Enrol” button to finalize enrolment.
Upon successfully enrolling a new learner, the message “learner enrolled” is displayed and the learner record appears in the list of enrolees for the given class. (see Figure 4.3-7: Learner creation confirmed)
4.4. Enrolment of “accelerated” learners or PEPT passers
From the Dashboard, click on the “Masterlist” link then select the school year from the drop-down list located at the upper right hand corner of the page.
Click on the Enroll Learner button, then select the class from the drop-down list as shown in Figure 4.4-1: Select class to enrol a learner.
On the Enrolment page, click on Enrol By Learner tab. This will bring you to the where you can search a learner by LRN or name.
Search and retrieve the enrolment record of the learner to be enrolled and accelerated.
After a successful search, the system displays the enrolment record of the learner as shown in the figure on the left.
Initially, this learner is identified as “Not eligible” to be enrolled in specified grade level.
Click on the drop-down button then click on “Accelerate”.
The system will display the learner’s profile as shown in Figure 4.4-3: Enrol accelerated learner or PEPT passer . Enter the PEPT Certificate No. or Reference No. and the date this was issued.
Click Enrol button to finalize enrolment of an “accelerated” learner or PEPT passer.
4.5. Un-enrol or remove a learner from class
The un-enrol function of the LIS aims to remove a learner from a class. The learner may have been unintentionally enrolled in the class or may have been transferred to another class.
From the Dashboard, select class where learner is enrolled. The system displays list of learners already enrolled in the selected class.
Click Un-enrol button opposite the learner to be removed from the class.
From the Dashboard, select class where learner is enrolled. The system displays list of learners already enrolled in the selected class.
Click Un-enrol button opposite the learner to be removed from the class.
The system displays a message box prompting the user to confirm his/her “un-enrol” action. Click Ok to confirm or Cancel to abort the un-enrol action.
5. Updating Enrolment Status of Learners (EOSY Updating)
At the end of every school year, the enrolment status of learners in a school’s registry is updated based on Form 138 or the Learner Progress Report Card. Based on the Form 138, the learner’s enrolment status is determined as any of the following:
- Promoted when the learner has achieved the necessary competencies to move to the next grade/year level
- Irregular when the learner will move to the next grade/year level but with the condition that he/she completes remedial classes in the learning areas where desired level of proficiency has not been achieved
- Retained when the learner has not achieved the necessary competencies to move to the next grade/year level, hence retained in the same grade/year level
- Dropped Out when the learner has left the school and has not completed the full term in said school for reasons other than transferring to another school.
- Transferred Out when the learner has transferred to another school within the school year.
Given a specified date for updating the end of school year enrolment status, the system will display the message “EOSY updating is now open”, including special instructions in the LIS Homepage and in the Masterlist page.
5.1. Updating Enrolment Status By Class
On the Dashboard, click on the “Masterlist” button to retrieve the list of enrolees for the current school year. The page as shown in Figure is displayed.
[alert type=”success”]By default, every learner currently enrolled in each class as of the end of school year is set to “No Status” which is equivalent to “Enrolled”. In the EOSY updating, the “No status” will be automatically set to “Promoted” after learners who are retained, dropped out, irregular or transferred out have been updated. [/alert]
By default, status of learner is set to “No Status”. Update only the status of learners who are retained, dropped out, transferred out and irregular. Learners who are promoted to the next grade/year level should be left as is i.e. “No Status”. The system will automatically update status of these learners to “Promoted”.
For learners who have dropped out, the system will display a window for providing the reason for dropping out. Click on the drop-down list and select the appropriate reason.
For learners who have transferred out, the system will display a window for providing the effective date of transfer out as shown in the school records. Enter date in the format yyyy-mm-dd (e.g. 2013-10-30)
5.2. Class Finalization of EOSY Updates
After updating the enrolment status of retained, dropped-out, transferred out and irregular learners in a class, the Class Adviser shall now finalize this EOSY list before the SF-5 or the Report on Promotions and the SF-1 or the School Register is generated.
To finalize the EOSY updating, select the class from the drop-down list of classes in the Masterlist (see Figure 5.2-1: Finalize a Class page). You can also go to the List of Classes and select a class from the page shown in Figure 5.2-2: Finalize a class in the List of Classes page.
Click Finalize button and the system will display summary of updates (see Figure 5.2-3: Summary of EOSY updates page). When user is certain and has confirmed the accuracy of the summary data displayed, click Confirm Finalize to complete the updating process, otherwise, click Cancel.
System will prompt, ”Confirm class finalize?”. Click Ok to proceed or Cancel to abort the process.
After Ok to confirm button is clicked, the system will update the learners’ enrolment records and automatically update the “No Status” to “Promoted”. The updating process will take a while as it updates the record of all learners in a given class or school.
A successful update will display the message “Class finalized”.
5.3. School Finalization of EOSY Updates
After all classes in a school have been finalized, the School Head or School Representative shall finalize the school’s end of school year updates. This action will indicate that the school is making an official closing of its records for the school year and its data are to be made available in EBEIS and other systems that use these data.
To finalize EOSY updating at school level, the user must log in as a school head.
Click on the List of Classes then review the status of all classes in the list to make sure that they have all been finalized. A finalized class will have a locked key symbol as shown here.
After having confirmed that all classes have been finalized in the List of Classes page, click on the Finalize School button as shown in Figure 5.3-2: Finalize school EOSY updating page.
Upon successful update, the message “School Finalized” is displayed.
5.4. Reversion of Finalized EOSY Updates
Even after the end of school year enrolment statuses of learners in a class/section had been finalized, updates can still be made for as long as the school level finalization has not yet been done.
To revert the finalized status of a class, the School Head or School Representative Admin user shall click on the locked key and then click on “Reopen updating”. This action will enable updating of learner status that belong to this class.
6. Masterlist of Learners
The Masterlist displays the list of learners by school year, grade and section. This component also provides the facility to search a learner, register a learner and enrol a learner individually or by class (batch enrolment facility).
From the Dashboard, click on the “Masterlist” link then select the school year from the drop-down list located at the upper right hand corner of the page.
To enrol an individual learner or a batch of learners, click “Enrol Learner” and proceed according to steps specified in chapter 4 – Enrolment of Learners .
7. School Forms
This facility enables the generation of reports which includes the following:
- Form 1 – School Register
- Form 4 – Monthly Report on Learner Movement & Attendance Form 5 – Report on Promotion and Level of Proficiency
In this page, first select a class from the drop-down list then click on the button opposite the report to be generated.
