Every public school teacher meets the School Forms in the first week of June and keeps meeting them until the last week of the school year. They are rarely taught. New teachers learn them from a seatmate, a folder of last year’s files, and a coordinator’s reminder the day before a deadline.
This guide explains what each school form is for, which ones a class adviser actually fills out, and how they connect, so that the numbers you write in June still agree with the numbers you write in April. For the grading forms in particular, it links to our deeper guides on the report card (SF9) and the MATATAG grading system.
The 10-second answer: The school forms are one connected record of each learner. The register (SF1) says who is enrolled, attendance (SF2, SF4) says who came, the report card (SF9) says how each learner did, and the permanent record (SF10) keeps it for good. Get the learner list right in SF1 and most later errors never happen.
First, which forms your school still uses
DepEd has been reducing the paperwork teachers carry. DepEd Order No. 15, s. 2026 on classroom assessment tells teachers to submit grades “using official DepEd forms and digital systems in accordance with DO No. 6, s. 2025”, the guidelines on streamlining school forms and reports accomplished by teachers. Some forms are now generated from the Learner Information System rather than filled by hand, and schools differ in which paper forms they still collect.
So treat the list below as a map, not a checklist. Before you fill anything, ask your school head or records custodian which forms are required this year, in what format, and by when.
The forms, in the order a school year uses them
| Form | What it records | Who usually fills it |
|---|---|---|
| SF1 · School Register | The official list of enrolled learners per section, with LRN and basic profile | Class adviser, from enrolment data |
| SF2 · Learner’s Daily Class Attendance | Daily present and absent marks for each learner | Class adviser, every school day |
| SF3 · Books Issued and Returned | Textbooks and learning resources given to each learner | Class adviser |
| SF4 · Monthly Learner’s Movement and Attendance | Monthly totals, transfers in and out, dropouts | School, from the advisers’ SF2 |
| SF5 · Report on Promotion and Level of Proficiency | End-of-year promotion status of each learner | Class adviser |
| SF6 · Summarized Report on Promotion | School totals from every section’s SF5 | School |
| SF7 · School Personnel Assignment List | Teachers and staff, their loads and assignments | School |
| SF8 · Learner’s Basic Health and Nutrition Report | Height, weight, and nutritional status | Class adviser, with the school nurse or health coordinator |
| SF9 · Report card | Term grades, final grades, attendance, and remarks for parents | Class adviser |
| SF10 · Learner’s Permanent Academic Record | The learner’s grades across grade levels | School records custodian, from final grades |
Form titles vary a little between template versions, and your division may add its own. What does not change is the flow.
How the forms feed each other
Think of the forms as one pipeline. A mistake early in the pipeline repeats in every form after it.
- SF1 is the source. Every later form uses its learner list. A misspelled name or a wrong LRN here becomes a misspelled name on the report card and on the permanent record.
- SF2 feeds SF4 and SF9. The attendance on the report card must match the monthly totals in SF2. DO 15, s. 2026 makes attendance part of every term report (Sec. 70), and it uses SF2 as the basis for the Perfect Attendance award in the early grades.
- The class record feeds SF9, SF5, and SF10. Term grades go to the report card, final grades go to the promotion report and the permanent record.
The practical rule: when a learner’s name, sex, or LRN changes, fix it everywhere on the same day, starting with SF1.
What changed with DO 15, s. 2026
The report card changed more than any other form this school year.
- Three terms, not four quarters. Grades are reported for Term 1, Term 2, and Term 3.
- Two report cards. Grade 1 uses a descriptive Learner’s Progress Report with narrative remarks and a PACE Form (Annex F). Grades 4 to 12, and Grades 2 and 3 while they stay on numerical grading, use the Learner’s Performance Report (Annex G).
- New descriptors. Advancing, Benchmarking, Connecting, Developing, and Emerging replace the old Outstanding to Did Not Meet Expectations scale.
- Attendance on every term report. Not only at the end of the year.
Our step-by-step guide to filling out the report card without errors walks through each part of the new template.
Keeping the records you are asked to keep
DO 15 also sets how long the evidence behind the grades must be kept. Teachers retain supporting documents, including assessment tools, rubrics, raw scores, and feedback, for at least one school year, or longer if needed for audit, validation, or appeals. Physical records go in secure cabinets on school premises, and digital records in official DepEd systems, networks, or authorized drives (Sec. 61).
That last point matters if you keep grades in an app or on a personal drive. An app can help you prepare the forms accurately, but the official copy belongs where your school requires. We compare the options in the DepEd Electronic Class Record versus a class record app.
The five errors that cause the most rework
- Names spelled differently across forms. Copy from SF1, never retype.
- Attendance totals that do not add up. Total SF2 at the end of each month, not at the end of the term.
- Grades rounded at the wrong step. Under MATATAG, the term grade is a whole number after transmutation, and the final grade is the whole-number average of the term grades.
- Old descriptors on a new card. A pre-2026 template carried into this school year.
- Late transfers left in the wrong section. Update SF1 and SF2 the day the learner moves.
Where the grading forms get easier
The forms that take the longest are the ones built from grades: the class record and the report card. Both are arithmetic that has to be exact, which is exactly the work a tool should carry.
Skoolari’s DepEd mode includes a MATATAG class record under DO 15, s. 2026, and a report card page that builds the Learner’s Performance Report from those class records, with the general average, attendance, promotion status, and proposed awards. Grade 1 teachers get the PACE Form and the Learner’s Progress Report. You still check every grade and submit through your school’s official forms and systems. See the plans.
For the week when all of this lands at once, keep our term grading week checklist open, and read how to choose a class record app if you are still deciding what to use.
Related reading: keeping learner data safe when you use AI tools.