4. Registration Procedure
1. All data called for in the registration form are filled out by the applicant;
2. Provisions on grade level, and age requirements are strictly followed;
3. Certified true copies or attested copies of the birth/baptismal certificate,
joint affidavit, Barangay Certification and school credentials are not
tampered;
4. 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. 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
6. The applicant is registered only when he has paid the registration fee.
NOTE: All documents submitted by the applicants during registration in both the regular and special examinations shall be
turned over by the DTC to the BEA 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
5. 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
6. 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
as reference versus birth date 6
7. 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. 7
8. 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
9. 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: Seat Plan
Form 3: Accounting Form
Form 4: Chief Examiner’s Narrative Report
9
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.
11. Form A: List of Examinees by
Testing Room
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
Name Gender
Age on the
Date of
Exam
Birth
Date
Last Level
Completed
(LLC)
Address Contact No.
12. 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
13. Phase: Registration Period
13
Component
Submitted Documents 1. Did all the applicants submit all the required documents?
Yes No
1. Birth Certificate 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
Questionnaire/Checklist
Original copyto be
returnedto
applicant Y
es N
2 photocopies:
1 forDivision Office
1 forNETRC
14. Component
Computation of Age 1. Were the date of examination and Birth Date(s) the sole bases in
computing the age of registrants?
Bases: Yes No
Date of Examination and
Birth Date
Date of Exam refers to:
Questionnaire/Checklist
3rd SundayforLuzon
4thSundayfor
VisayasandMindanao
14
15. 15
Component
School Records School Records:
To be used in determining Evaluate yourself if the following procedures were done to every
the Last Level Completed School Record.
(LLC) 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
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
Questionnaire/Checklist
Grade/Year
Level Passed/
Completed
Normal Age
(at the end of
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
16. Component
ID Pcitures 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
Questionnaire/Checklist
16
17. 17
Component
Private Schools Permit Private School's Permit to Operate
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.
Questionnaire/Checklist
18. Form C: PEPT Documents Review Form
18
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.
Room # Invalid LLC
Wrong
Computation
of Age
No ID
Picture
Non-
identical ID
Picture
No Birth
Certificate
Birth Certificate
Joint
Affidavit
School Record
Baptismal
Certificate
submitted
instead of BC
Barangay
Certificate
submitted
instead of BC
No Form
(137/138)
No School
Seal
No Signature of
School Head
No
Problems
19. 19
Name: _________________________ Room #: __________
Age: _______________ Last Level Completed: _________
Number of Items to be Answered per Subject: __________
Item Placement:
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:
Form D: Item Placement Form
Note:
To be prepared by
the Room
Examiner
21. 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
22. Functions and Responsibilities of
the Testing Personnel
The Division Testing Coordinator (DTC) shall:
1. check the registration forms to determine if the applicants meet all
the requirements;
2. check on the accuracy of Age Computation and LLC of each applicant
based on the supporting documents (use PEPT Form B);
3. prepare Form A (list of examinees by testing room) based on the LLC
indicated in the registration forms;
4. coordinate and monitor the conduct of the PEPT in the division;
5. conduct an orientation or briefing to the testing staff on the
standardized administration of the PEPT; and
6. Report/Submit to BEA the total number of registrants by testing
center in the Division through fax or email.
FAX: 02-6316921
EMAIL: bea.od@deped.gov.ph
22
23. 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
23
24. 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
24
25. 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
26. 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
27. 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
28. Functions and Responsibilities of
the Testing Personnel
The Room Examiner (RE) shall:
1. be in his/her assigned examination center to receive the TMs
from the CE not later than 7:00 AM on examination day;
2. check the number of test materials he/she receives before
proceeding to his/her assigned room;
3. 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;
4. adhere to the guidelines of the Examiner’s Handbook;
5. give the preliminary instruction before distributing the TMs;
and
6. distribute the TMs to individual examinees based on the Form
A and the picture attached in the admission/registration slip;
28
29. 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 DepED Order No. 85, Section 13 s. 2016;
10. keep custody of the unused TBs; 29
30. 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
31. Reminders to the Room Examiner
31
Variable
Registration Form
(Green)
Form A Form 1
Item
Placement
Age and LLC
Bubbles in the
Answer Sheet
1. Name
2. Age
3. LLC
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
32. Duties and Functions of
BEA Representative
1. 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.
2. Rectifies the entries in Form A based on the reviews informing the DTC about the
corrections.
3. Monitors the conduct of the PEPT in the assigned Testing Center. A form is provided
for this.
4. Counts the TBs during the distribution and retrieval phases in the assigned Testing
Center.
5. Leaves the testing center after all the boxes of the test materials were all sealed.
6. Reminds the DTC to send the TM’s right away to BEA through a Forwarder.
7. Retrieves and accounts the TMs from the assigned Testing Center if there is no
Forwarder contracted.
8. 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
33. 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
35. 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
36. 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
37. 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. 37
39. 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. 39
40. 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
41. 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 allowing
examinees to leave the room.
41
42. 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
43. 43
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
*The ETRE’s to be used are excess from past test administration.
* The original copies of documents should be returned to every registrant.
POST-TEST: CONTENTS OF CETRE
AND ETRE
Should be excluded in case
registrants are absent
during examination
44. 44
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:
Using a red marker, indicate at the upper right corner of the ETRE this note:
The instructions above are important in order for BEA to locate, transcribe and
electronically process the photocopied ASs.
ON PHOTOCOPIED ANSWER SHEETS
Name Kristina M. Dela Cruz
Exam. No. (Photocopied)
TB No. 016657
With _______Photocopied Answer Sheets
(quantity)
ROOM EXAMINER’S TRANSMITTAL REPORT ENVELOPE (ETRE)
(Brown Envelope)
45. 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
46. 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 46
47. 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
48. PEPT and A and E
48
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
51. 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.
For examinees with difficulty seeing, alternative response formats can be used, such as oral
type wherein an examiner reads the test items to the examinee and a scribe shades the
answers in the scannable Answer Sheet. These alterative formats may also be used by other
learners as needed.
* Additional provisions are stipulated in DepED Order 55, Section 9 s. 2016
51
