2016 Philippine Educational Placement Test

(PEPT) Guidelines BUREAU OF EDUCATION ASSESSMENT Department of Education

Acronyms • • • • • • • • • • • • • • • • • • •

SDS DTC SH CE RS RE TMs TB SAS EH ETRE CETRE COR LEM LLC BC RO IPF VI

- Schools Division Superintendent -Division Testing Coordinator -School Head -Chief Examiner -Room Supervisor -Room Examiner -Test Materials -Test Booklet -Scannable Answer Sheet -Examiner’s Handbook -Examiner’s Transmittal Report Envelope -Chief Examiner’s Transmittal Report Envelope -Certificate of Rating -Local Examination Management -Last Level Completed -Birth Certificate -Registering Official -Item Placement Form -Visually Impaired

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PEPT REGISTRATION 3

Registration Procedure 1. 2. 3.

4.

All data called for in the registration form are filled out by the applicant; Provisions on citizenship, grade level, and age requirements are strictly followed; Certified true copies or attested copies of the birth/baptismal certificate, joint affidavit, Barangay Certification and school credentials are not tampered; The applicant and his most recent 1”x1” ID pictures are identical and not scanned;

*Examinees must not submit ID pictures with their sunglasses on (visually impaired or not). 5.

6. NOTE:

The visually-impaired is identified and indicated in the List of Registrants (Braille and Non-Braille). Each Non-Braille applicant is assigned 1 Examiner and each 3 Braille readers shall have 1 Examiner; and The applicant is registered only when he has paid the registration fee. All documents submitted by the applicants during registration in both the regular and special examinations shall be turned over by the DTC to the NETRC representative during the retrieval of test materials by BEA staff. Said registration list shall be used in counterchecking the data in the answer sheets prior to data processing. 4

Checklist in Evaluating/Screening the Documents of PEPT Applicants School Records: 1. Inspect the authenticity of the documents as to the school seal

and signature of the school head. 2. Validate the grade level completed with reference to age level at the time of examination day (should be overage).

3. Countercheck LLC, F137 & F138 with the entries in the registration form for the consistency of data. 4. Check that all subjects have been passed in the high school level (should be free from back subjects). 5. Check if there are erasures/alterations in the school records.

5

Checklist in Evaluating/Screening Documents of PEPT Applicants Birth Certificate (BC): can be substituted by Baptismal Certificate, Certification from the Barangay and a Joint Affidavit of 2 disinterested persons 1. Countercheck birth date in the BC with the entry in the registration form. 2. Check the computation of the age with reference to EXAMINATION DATE. 3. Have certified true copies of the BC.

Age Computation 1. Check if age was correctly computed using examination date 6 as reference versus birth date

Checklist in Evaluating/Screening Documents of PEPT Applicants ID Pictures 1. Check if the ID pictures are 1x1” by size (with image proportionate to the size), identical, recently taken preferably with name labels and not scanned pictures, pasted (not stapled) in the Registration Form. Private School’s Permit to Operate 1. Check if photocopied permit to operate of the private school was submitted. 2. If not available, the Division Supervisor for private schools can attest.

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PEPT Applicants Enrolled in Schools Operating Without Permit  Non-recognition by BEA on the scholastic records of PEPT applicants who were enrolled in the said schools;  They will be considered as “No Schooling” if had started schooling in Kinder up to the current grade/year level in the said schools; and  If the PEPT applicants happened to be enrolled at a certain period of time in a public school or a private school operating with permit, their scholastic ratings earned will be credited. 8

Checklist of Forms to be Accomplished In PEPT A. During Pre-Test  Registration Form (Green): Applicant’s and LEM’s Copy  Form A: List of Examinees by Testing Room (posted at the door)  Form B: Evaluation Form for Registering Official  Form C: PEPT Documents Review Form (for BEA)  Form D: Item Placement Form (to be prepared by the RE) (Slide #35) B. During Test Proper and Post-Test  Form 1: List of Actual Examinees (back to back with Form 2) Note: Room Number should start from Room #1 to the last room

 Form 2:  Form 3:  Form 4:

Seat Plan Accounting Form Chief Examiner’s Narrative Report

Notes: *No School ID # is needed in the conduct of PEPT; only in the NAT and NCAE. *List of Examinees in Form 1 includes only the actual examinees, excluding therefore the absentees. *The Serial Number in PEPT-Form 2 (Seat Plan) refers only to Test Booklet Number. 9

PEPT FORMS 10

Form A: List of Examinees by Testing Room Name

Age on the Gender Date of Exam

Birth Date

Last Level Completed (LLC)

Address

Contact No.

Notes:



There should be 20 PEPT examinees per form/testing room.



Group the examinees based on their LLC.



A copy of Form A should be left at the Division Office as reference in locating the examinees for the release of COR.



For married women: The middle name of married women should be the family name or surname when she was still single, NOT the family name of her mother in filling out the Name Grid. 11

Form B Evaluation Form for Registering Official of PEPT Applicants (Supplementary) Directions: A Registering Official of PEPT applicants has important roles in evaluating the documents, in determining the Last Level Completed, computing age correctly and so forth; for which this self-evaluation questionnaire subsumes. Where options are provided, choose the option which matches your response otherwise fill in your response to spaces provided. This will be accomplished during the registration period and it shall be placed in the ETRE for analysis by BEA. 12

Phase: Registration Period Component

Submitted Documents 1. Birth Certificate

Original copy to be returned to applicant Y es N 2 photocopies: 1 for Division Office 1 for NETRC

Questionnaire/Checklist

1. Did all the applicants submit all the required documents? Yes No If no, about what percent of the registrants have not completed the requirements? 2. Which of the documents other than Birth Certificates were commonly submitted by the applicants? f

%

Birth Certificate NSO Baptismal Certificate Certification from Barangay Joint Affidavit Dual Citizenship/Child of Missionaries TOTAL

3. Were there indications of tampering in Birth Certificate(s)? Yes No 13

Component

Computation of Age Bases: Date of Examination and Birth Date Date of Exam refers to:

Questionnaire/Checklist

1. Were the date of examination and Birth Date(s) the sole bases in computing the age of registrants? Yes No

3rd Sunday for Luzon

4th Sunday for Visayas and Mindanao

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Questionnaire/Checklist

Component

School Records To be used in determining the Last Level Completed (LLC)

School Records: Evaluate yourself if the following procedures were done to every School Record. 1. Inspect the authenticity of the documents as to the school seal and signature of the school head. Yes No To some extent 2. Validate the grade/year level completed with reference to age level at the time of examination day (should be overage) using the matrix. Yes No To some extent Grade/Year Normal Age Level Passed/ (at the end of Completed the SY)

Age on the Date of Examination

Grade/Year Level to be Tested (as starting level)

NONE (NS)

-

At least 7 years old

Grade I

Grade I

7 years old

At least 8 years old

Grade II

Grade II

8 years old

At least 9 years old

Grade III

Grade III

9 years old

At least 10 years old

Grade IV

Grade IV

10 years old

At least 11 years old

Grade V

Grade V

11 years old

At least 12 years old

Grade VI

Grade VI

12 years old

At least 13 years old

First Year

First Year

13 years old

At least 14 years old

Second Year

Second Year

14 years old

At least 15 years old

Third Year

Third Year

15 years old

At least 16 years old

Fourth Year

3. Countercheck LLC, F137 & F138 with the entries in the registration form for the consistency of data. Yes No To some extent 4. Check that all subjects have been passed in the high school level (should be free from back subjects). Yes No To some extent 5. Check if there are erasures/alterations in the school records. Yes No To some extent

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Component

ID Pcitures

Questionnaire/Checklist

Evaluate if the following procedures were done to every ID picture: 1. Check if the two (2) ID pictures are 1x1 Yes No To some extent 2. Check if the image is proportionate to the size Yes No To some extent 3. Check if these are identical and recently taken pictures Yes No To some extent 4. Check if the photos are pasted in the registration form Yes No To some extent

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Component

Private Schools Permit to Operate

Questionnaire/Checklist

Private School's Permit to Operate Check if the procedure was done 1. Check if photocopied permit to operate of the private school was submitted. Yes No To some extent If not available, the Division Supervisor for private schools can attest.

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Form C: PEPT Documents Review Form Birth Certificate

Wrong No ID Room # Invalid LLC Computation Picture of Age

NonNo Birth identical ID Certificate Picture

Baptismal Certificate submitted instead of BC

Barangay Certificate submitted instead of BC

School Record Joint Affidavit No Form No School No Signature of No (137/138) Seal School Head Problems

NOTES:  Review of PEPT supporting documents is part of the monitoring activities of BEA representative.  The findings for the Invalid LLC and Wrong Computation of Age must be reported to the DTC for her/him to rectify/correct such entries in Form A's prior to the test administration.  This Form can provide data on the profile of submitted documents. 18

Form D: Item Placement Form Name: _________________________ Room #: __________ Age: _______________

Last Level Completed: _________

Number of Items to be Answered per Subject: __________ Item Placement:

Note:

To be prepared by the Room Examiner

Morning Session Mathematics:

to

Araling Panlipunan:

to

Science:

to

Filipino:

to

English:

to

Total Number of Items: Time Allotment:

Only for those with Afternoon Session Mathematics:

to

Araling Panlipunan:

to

Science:

to

Filipino:

to

English:

to

Total Number of Items: Time Allotment: 19

PEPT TESTING PERSONNEL 20

Functions and Responsibilities of the Testing Personnel The Schools Division Superintendent (SDS) as LEM Chairman shall: 1. be responsible for the smooth conduct of the test in the division; 2. designate examination centers and sub-testing centers; the designated testing centers should be conducive to testing (e.g. free from noise, no distracting activities nearby)

3. assign a qualified Division Testing Coordinator; and 4. designate Room Examiners from among the master teachers and/or teaching staff who are reliable, competent, experienced in the conduct of PEPT, and have no history of lost Test Booklets (TBs). 21

Functions and Responsibilities of the Testing Personnel The Division Testing Coordinator (DTC) shall: 1. 2. 3. 4. 5. 6.

check the registration forms to determine if the applicants meet all the requirements; check on the accuracy of Age Computation and LLC of each applicant based on the supporting documents (use PEPT Form B); prepare Form A (list of examinees by testing room) based on the LLC indicated in the registration forms; coordinate and monitor the conduct of the PEPT in the division; conduct an orientation or briefing to the testing staff on the standardized administration of the PEPT; and Report/Submit to BEA the total number of registrants by testing center in the Division through fax or email.

FAX: EMAIL:

02-6316921 [email protected] 22

Functions of the Registering Official 1. Prepare/accomplish the following Forms: Form A – List of Examinees by Testing Center Form B – Evaluation Form for Registering Official Form C – PEPT Documents Review

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Three (3) Uses of Form A 

A reference in locating the examinees for the release of Certificate of Rating (COR) in the division.



Address/Contact Numbers of the examinee cannot be indicated in the COR since it is a specified format



To be used by BEA in accurate printing of Name, Age and

LLC; the reason why it is one of the contents of the ETRE. 

To be posted at the door of every testing room as reference for each examinee

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Functions and Responsibilities of the Testing Personnel The School Head shall: 1. provide the following: (i) examination rooms with 20 arm chairs, chalkboard, board erasers, and chalk; and (ii) a Location Map of all the testing rooms; Note: Remember that desks are not appropriate for PEPT registrants. 2. During the examination day, the school should be free from other activities; 3. assign security officer to ensure that only authorized personnel are allowed to enter the school compound on examination day; and 4. assign a janitor to prepare/clean the examination rooms before/after the test. 25

Functions and Responsibilities of the Testing Personnel The Chief Examiner (CE) shall: 1. Coordinate with the school head in the preparation of the examination rooms at least three days before the examination day; 2. Supervise the posting of PEPT Form A; 3. Receive the test materials from the DTC and distribute the same to the Room Examiners not later than 7:00 AM on examination day; 4. Safeguard the confidentiality of the TMs by supervising closely the administration of the test; 5. Check the report of the examiners and consolidate the same; and 6. Prepare the Narrative Report (Form 4) and accomplish the form required after the test. 26

Functions and Responsibilities of the Testing Personnel The Room Supervisor (RS) shall:

1. Monitor the conduct of the test administration in 10 testing rooms in a testing center; 2. Check if the room examiners adhere to the instructions in the Examiner’s Handbook; and 3. Assist the CE in counting the TBs per pack and in accounting the number of ETREs. 27

Functions and Responsibilities of the Testing Personnel The Room Examiner (RE) shall: 1.

2. 3.

4. 5.

6.

be in his/her assigned examination center to receive the TMs from the CE not later than 7:00 AM on examination day; check the number of test materials he/she receives before proceeding to his/her assigned room; ascertain the identity of the individual examinees based on the Form A and the picture attached in the admission slip/registration form before letting them enter the room; adhere to the guidelines of the Examiner’s Handbook; give the preliminary instruction before distributing the TMs; and distribute the TMs to individual examinees based on the Form A and the picture attached in the admission/registration slip; 28

Functions and Responsibilities of the Testing Personnel

(Room Examiner) 7.

distribute the TMs individually to each examinee and administer the test strictly in accordance with the Examiner’s Handbook; 8. go around the room while the test is in progress to find out (i) if the examinees are following directions correctly, (ii) that no paraphernalia like calculator, cell phone, etc. are used, and (iii) proper item placement and proper shading of Name Grid is done; 9. Each RE is not allowed to read the test items in the TB. There is a corresponding sanction to this violation as stipulated in DECS Order No. 85, s. 1999; 10. keep custody of the unused TBs; 29

Functions and Responsibilities of the Testing Personnel

(Room Examiner) 11. retrieve individually the TBs as well as the Answer Sheets (ASs) and verify the data entered; 12. return Form A and Examiner’s Handbook to the CE; 13. accomplish reports and submit them to the CE; 14. check if the following are contained in the ETRE: Time Record, Narrative Report, Form A, Forms 1 and 2, and Used ASs including all the supporting documents of each examinees (Birth Certificate, Form 137 and LEM’s copy); and 15. seal the ETRE while still inside the Examination Room. 30

Reminders to the Room Examiner  Check the consistency of Name, Age and LLC in the Registration Form, Form A, Form 1, Item Placement in the Answer Sheet, and Front Page of the Answer Sheet  Must be done for each examinee Variable

Registration Form (Green)

Form A

Form 1

Item Placement

Age and LLC Bubbles in the Answer Sheet

1. Name

2. Age

3. LLC

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Duties and Functions of BEA Representative 1.

2. 3. 4. 5. 6. 7. 8.

Reviews the documents submitted by PEPT applicants in the assigned Testing Center for monitoring as to the accuracy of: (a) age computation based on the examination date, (b) LLC. Use Form B. Rectifies the entries in Form A based on the reviews informing the DTC about the corrections. Monitors the conduct of the PEPT in the assigned Testing Center. A form is provided for this. Counts the TBs during the distribution and retrieval phases in the assigned Testing Center. Leaves the testing center after all the boxes of the test materials were all sealed. Reminds the DTC to send the TM’s right away to BEA through a Forwarder. Retrieves and accounts the TMs from the assigned Testing Center if there is no Forwarder contracted. Retrieves and accounts all TBs released in the designated distribution center if there is no Forwarder contracted.

Note: Items # 5 & 6 are duties if TM’s are not forwarded to Division Office through a courier. 32

Reminders to the BEA Representative A. Count the TBs per pack four times 1. Before these are distributed to each RE 2. Before lunch time 3. Before afternoon session 4. Double count each TB pack submitted by every RE B. Count the number of sealed Examiner’s Transmittal Report Envelopes (ETREs) 33

TEST ADMINISTRATION GUIDELINES 34

Pre-test Reminders: Distribution of Test Materials To ensure integrity of the test and confidentiality of the TMs, utmost care, diligence, and vigilance on the part of all the officials concerned shall be observed. 1.

The BEA Representative shall deliver the TMs to the Division Office. The packing guide that goes with the TMs shall be the reference in determining the allocation per testing center.

2.

The SDS or his/her duly authorized representative shall receive the materials from the BEA Representative immediately upon the latter’s arrival. He/She shall verify the number of boxes against the number specified in the Delivery Form without breaking the seal of the boxes.

3.

The SDS/DTC shall turn over the TMs to the CE before 7:00 AM on the examination day in the presence of the BEA Representative.

4.

In conformity with the procedure indicated in the Examiner’s Handbook, the plastic bags containing the TBs and ASs shall be opened in the examination room in the presence of the REs. 35

Pre-Test: Entrance and Seating Arrangement, etc. 

20 Examinees in a room



Seats are 5 rows of 4



Count TBs before opening package in front of examinees



Do not allow electronic devices – calculator and mobile/cell phones in the examination room.



Only the examinees’ pencil, sharpener and clean sheet of paper shall be placed on the arm chair. All other belongings shall be placed in front of the room underneath the blackboard. 36

Pre-Test: Distribution and Checking of TBs & ASs and Other Reminders  Distribute from right to left beginning with the lowest number of TB and AS.  Check the TB page by page.  Place the defective TB and unused AS, if any, inside the plastic bag.  Unused TBs and ASs should be in the custody of the RE while the test is in progress.

 As per DECS Order No. 85, s. 1999, the RE is not allowed to read the TBs otherwise a corresponding sanction will be imposed.

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38

Pre-Test: Other Information  Provide each examinee the Item Placement Form (IPF) with information on items to be answered in testing rooms.  An examinee shall be allowed to start accomplishing the Name Grid only when the pencil is shown.  Supervise proper shading of the Name Grid (Region and Division).  Read verbatim the boxed portions in the handbook. Do not translate in local language/dialect.  Accomplish the Seat Plan while the examinees are answering the EDQ.

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Pre-Test Reminders 

Check if the Examinees have shaded the correct circles pertaining to the NAME GRID including all necessary information about himself/herself.



Do not start the Test Proper unless each examinee shall have completely and properly shaded the NAME GRID.



Check if the Examinees have shaded the correct circles pertaining to the Age and Highest Grade/Year Level Passed. Make sure that these jibe with the information in Form A.



Let examinees affix their signatures (found in the last page of the Answer Sheet) before starting the test.



Check the correctness of the item placement assigned to each examinee while the test is going on.



Do not use liquid eraser/tape eraser in erasing the shaded circle.40

Post-Test  Give the examinees five minutes to inspect and clean the AS.  Instruct them to tear off carefully the examinee stub before collecting the ASs.  Count TBs and ASs before examinees to leave the room.

allowing

41

Post-Test: Accounting of Test Materials and Preparation of Reports  Count and arrange TBs in sequence of serial numbers  Count and arrange ASs in sequence of serial numbers  Accomplish the ETRE by indicating the number of registrants and the actual number of examinees  After the contents (TBs and ASs) have been accounted for, SEAL the ETRE with the DepED-BEA paper tape while inside the examination room

Notes:  Name Grid replica should be stored in Testing Centers  Examiner’s Handbook should be returned to BEA 42

POST-TEST: CONTENTS AND ETRE

OF

CETRE

CETRE’s Contents  Unused AS (duly accounted)  Forms 3 and 4 ETRE’s Contents  Form A  Used ASs placed in original plastic bag  Forms 1 and 2  Examiner’s Narrative Report  LEM’s Copies of Actual Examinees  Photocopies of the Birth Certificate and School Records of Actual Examinees

Should be excluded in case registrants are absent during examination

*The ETRE’s to be used are excess from past test administration. * The original copies of documents should be returned to every registrant. 43

ON

PHOTOCOPIED ANSWER SHEETS



In case there will be a shortage of Answer Sheets (ASs) in one testing center, Scannable Answer Sheets (SASs) may be photocopied.



The photocopied ASs SHOULD BE PLACED INSIDE THE RESPECTIVE ETRE corresponding with the list of actual examinees in Forms 1 and 2.



No Examinee Number should be written in Form 2 (Seat Plan) for the examinees with photocopied ASs. Instead, indicate in the blank “(Photocopied).” Sample:



Name

Kristina M. Dela Cruz

Exam. No.

(Photocopied)

TB No.

016657

Using a red marker, indicate at the upper right corner of the ETRE this note:

With _______Photocopied Answer Sheets (quantity) ROOM EXAMINER’S TRANSMITTAL REPORT ENVELOPE (ETRE) (Brown Envelope) 

The instructions above are important in order for BEA to locate, transcribe and 44 electronically process the photocopied ASs.

Other Concerns 1. Examinees without COR  The Division must submit a letter to BEA with the complete name of the examinees without COR by testing center. 2. PEPT Review by Schools  BEA does not object to this  Serves as remedial lessons for least learned competencies 3. PEPT Examiner’s Handbook  If not provided, previous handbooks may be used  Same item placement over the years 45

Other Concerns 4.

PEPT and PVT  PEPT – is the testing program in which BEA has a direct linkage with Division Offices  PVT – is the testing program where BEA has a direct linkage with the Regional Offices

5.

Lost PEPT Registration Forms  The applicant must pay another registration form in order to be included in the final list of examinees  The Division must provide applicants’ original registration forms and not photocopies  Each registration form is an accountable document

6.

Supporting Documents  Original – to be returned to the applicant  1 Photocopy – for the Division (optional)  1 Photocopy – for BEA Middle Initial for Illegitimate Children  Use the middle initial of the mother of the applicant  If not applicable, leave it blank

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Other Concerns 7.

PEPT Sub-Centers  25 to 30 examinees are allowed for sub-centers on the condition that these are far from the existing testing center Request for Special Rate on the Registration Fee of Indigenous People (IP)  No special rate will be given since there is no increase of the registration fee since 1978  Advise: Look for financial sponsors

8.

Lack of Documents due to Typhoon or Fire  A certification from the principal will not suffice  No Form 137/138 – classify the applicants as “No Formal Schooling”  Exert efforts to look for other possible sources of the school document (e.g. District/Division/Regional Offices)

9.

Expenses on Photocopying of Supporting Documents  If 2 copies of the supporting documents were provided, expenses on the additional photocopying may be charged to the contingency  Provide official receipt in the liquidation 47

PEPT and A and E PEPT

A and E

1. Formal School System-Based Intended for overage inschool or out-of-school children/youth who dropped out from the formal school system

Alternative Learning Module-Based Intended for those who are unable to go through the formal delivery mode

2. Grade/Year Level Placement Qualifiers are placed in a grade or year level higher than the last level completed

Exit/Terminal Assessment Qualifiers are accelerated into two levels: either an elementary or secondary graduate

3. PEPT results are taken into account as a valid credential for baccalaureate courses in tertiary education

A & E credential applicability has constraints in some college courses

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Special Cases

49

PEPT EXAMINEES WITH SPECIAL NEEDS 50

For Divisions with Visually-Impaired (VI) Examinees*:  The DTC must have the exact number of VI examinees and IDENTIFY THEM whether they are Braille or non-Braille readers  A separate report must be submitted to BEA regarding this aside from the total number of regular examinees  Room Examiner – VI Examinees’ Ratio Braille Readers: 1 Room Examiner = 3 Braille Readers 1 Room Examiner = 1 Non-Braille Reader  Test Materials (TMs) will be personally delivered/retrieved by BEA representative. If not possible, these will be delivered through courier. *Administered only during the regular PEPT administration. 51