I.

Rationale

The creation of this handbook would serve as a guide for Villagers Montessori College
(VMC) and its officers on the functions and responsibilities of the registrar and its office. On the
previous years, registrars are merely considered as a glorified record keeper. Today, registrars
play a vital role in the administration and its office is responsible in maintaining, updating, and
evaluating school records. The main source of this manual is from the Registrars’ Guidebook by
CEAP Registrars’ Committee. We have edited and revised it to fit into VMC’s practices and
needs.

II. Code of Ethics for School Registrars

Believing that professional excellence directly influence the school community, the
country and the world, Registrars should strive to create an environment that promotes sound
ethical, moral and professional values. They should seek to deliver quality service that is
courteous, efficacious and prompt. In addition to these, they should maintain professional
standards by:

1. Preserving the dignity of the office

2. Exuding personal and professional competence
3. Safeguarding the exchange of confidential information
4. Promoting a climate that exercises professional judgment
5. Refusing to use the office for personal ends
6. Training staff according to the school’s vision-mission, goals and objectives
7. Sharing experience, knowledge, talents and skills freely with others
8. Upholding the authority of the school when communicating with students, parents and
others in the community
9. Presenting an image representative of the school’s excellent standards
10. Conducting work in the spirit of truth, justice, equality, respect and love.

(Registrars’ Guidebook, 2009)

III. Structure and Organization
A. Qualifications and Functions of Registrar

The minimum requirement for a School Registrar includes a bachelor’s degree,

preferably in education, management or law; public relations skills, training in the servicing and
maintenance of the student academic records and, in many cases, academic experience. A
master’s or doctoral degree is preferred for Registrar handling Graduate School.

The Registrar is classified as a member of the “academic non-teaching personnel”; that is,
a person “holding some academic qualifications and performing academic functions directly or
indirectly supportive of teaching.” He / she must understand academic structures and quality
assurance and must have the ability to negotiate and to coordinate with principals, heads of
departments, program chairs, academic deans and administrators by providing high-level
academic and administrative leadership and guidance in the consistent implementation of
academic programs. The role requires a high level of skill in exercising mature judgment to
ensure that the minimum requirements of the Commissions on Higher Education (CHED), the
Department of Education (DepEd) and the Technical Education and Skills Development
Authority (TESDA) are met, where the curriculum or degree programs are concerned.

Registrars should possess the ability and the skill to interpret and to apply academic
policies and to monitor academic progress. This qualification is further translated into their
ability to make decisions on matters relating to student promotion and eligibility to graduate.

At the onset of information technology, the Registrar’s functions have extended to date
analysis and management and statistical reporting. Accurate and timely dissemination of
information generated from the student database helps support research initiatives within the
school. Therefore, it is imperative that Registrars are, to a certain extent, technologically adept
and research-oriented, possessing organizational and information management skills. Knowhow
in initiating computer program, in coordinating with computer technicians, programmers and
system analysts or in developing new technology initiatives such as, online registration, grade
entry, and the like, will be of advantage if the school is into full utilization of its computerized
system.

In VMC’s website (www.vmc.edu.ph), the Registrar assumes the responsibility of having

relevant announcement posted and updated regularly, e. g. (School calendar, registration
schedule, sectioning, etc.)

As an administration official responsible for the academic records of student, the Registrar’s
basic responsibility lies in preserving and safe guarding the accuracy, integrity, confidentially
and security of the student information system and of academic records .by doing so, the
registrar upholds the school’s values of integrity and honesty while supporting its instructional
mission by providing quality support services responsive to the needs of the academic
community.

In as much as the Registrar’s office is the repository of school records, the registrar’s
“decision on cases involving credentials, the evaluation of subjects or credits, student accounting
,academic placement and eligibility for graduation is controlling”.(Section 43, Education Law
and the Private Schools).

Unless otherwise explicitly defined by the school, other primary functional areas of
responsibility of the Registrar include the development of master schedule of courses and
students, the preparation of the academic calendar and the consolidation of class and teachers’
programs of the institution.

Overall, the general functions of Registrar as a frontline school official and as part of the
school’s administrative staff are listed below. Similar functions are stated in the Education Law
and the Private Schools (by Ulpiano P. Sarmiento III, Section 43) and NACSRA, Handbook for
School Registrars (JMC Press, Quezon City, 1987, Part III)

As an administrative official and member of the school’s policy-making body, the

Registrar:

1. Assists in the formulation, evaluation, revision and / or enforcement of policies for the
realization of the general and specific objectives of the general and specific objectives of
the institution;
2. Enforces government and school regulations regarding admission requirements, students’
enrollment, crediting, transfer, promotions, subject load and sequence, and graduation;
3. Assists in the preparation of the school calendar, bulletins, catalogues, brochures and
other announcements;
4. Consolidates and submits schedule of classes for each term / quarter prepared by the
principals, dean or heads of academic department;
5. Assists in the revision of various curricular programs;
6. Disseminated information on new rules and regulations or requirements;
7. Maintains good relations with the general public; serves as the principal contact person
with the government agencies, unless otherwise specified by the school;

8. Perform other duties that may be requested from the office.

As an office head, the Registrar:

1. Sets standard operating procedures for the day-to-day operational activities;

2. Assigns, supervises, coordinates the work and evaluates the performance of the office
personnel;
 3. Sets qualifications for personnel recruitment;
4. Develops the morale of the staff;
5. Initiates or coordinates staff development and training programs to enhance their
professional growth;
6. Maintain an adequate and well-equipped office and oversees the proper use, maintenance,
control, safekeeping and inventory of office property, supplies and equipment;
7. Prepares and submits the annual budget, periodic reports and statistical data required
from the office by the school or by the government regulatory agencies;
8. Attends to correspondence and ensures prompt compliance with request for records and
other information required from the office.

As registration and records officer, the Registrar:

1. Oversees admission of new students;
2. Oversees the overall enrollment of students;
3. Supervises students accounting;
4. Coordinates preparations for graduation;
5. Determines subject load in accordance with approved curricula;
6. Issues certifications, grades, transfer credentials and diplomas, and assumes full
responsibility for all documents released by the office;
7. Verifies and authenticates documents released by the office;
8. Receives, processes, dispatches and controls flow and security of files and records or
transcript of the students;
9. Oversees the creation, updating, maintenance and disposition of academic records of the
students;
10. Approves petitions for correction of personal data in school records as indicated in the
birth certificates or in ACR I-cards.
11. Supervises the accounting, the classification, the filling and the safe storage (in-house or
off-site) of student records and files.

B. Office Management and Staffing

As a frontline office in schools, the Registrar’s Office projects an image which the
institution wants to be known for in the larger community. This is generally a reflection of what
it is committed to—excellence in all the school offers.

To ensure that customers are served promptly and efficiently, the office must provide
sufficient access for client and office personnel to interact freely with one another. Computers
and workstations must be within reach by staff attending to transactions. While the office allows
“authorized persons only” to enter and maintains the “off-limits to unauthorized persons” policy,
it must remain accessible to all without compromising the confidentiality of the records it keeps.
 A system of filing is maintained to enable authorized users to have access to records and
files that are generally needed by faculty, parents or students, e.g. enrollment statistics, schedule
of classes and the like.

As the central hub on the school campus where voluminous records are stored,
maintained and updated, and where transactions are frequently made by students, graduates and
parents here and abroad, the Registrar’s Office must maintain staff based on the population to be
served. Basic consideration in the selection of office personnel is the nature of the day-today
operations of the office the whole year round and the requirements of the Registrar’s Office as a
frontline Office of the school. Holding trust positions, its office personnel must be competent to
handle and to safeguard confidential records of students. Their trustworthiness manifested by
their ability to uphold truthfulness in recording grades is fundamental to the performance of their
tasks. They must possess good public relations and must have the ability and the skills to deal
with people, giving utmost importance to customer service, while putting premium on quality,
fast and efficient delivery of service. If the school maintains computerized systems, computer
literacy becomes an essential requirement for the job.

The determination of the number of personnel depends on the sound judgment of the
Registrar in consultation with the school’s Personnel/Human Resource Office. The following
recommended staffing is based on the standard and general requirements of the Registrar’s
Office of a school with a population of, at least, three thousand (3,000) students. More evaluators
maybe added where population increases in number. Although office personnel may have
specific tasks, it is always good practice for them to be well-versed in all aspects of office
operations, so that they may be able to function effectively, even during times of crises.

1. Liaison Officer
2. Evaluators (one of every 500 students)
3. Filing / Records / Supplies Officer, Secretary, etc. (depending on the requirements /
resources of the office and the school).

The basic job description and functions of important personnel assigned at the Registrar’s Office
may be summed up as follows:

Liaison Officer

1. Attends to transactions with government offices or agencies on matters related to the

functions of or requirements from the Registrar’s Office; e.g. submission of reports to
CHED, DepEd or TESDA; filing of applications for approval of tuition fee increase,
special orders, permits, recognition, academic calendar, new programs, and the like;

2. Attends to the requirements of foreign students;

3. Attends to certification, authentication and verification (CAV) requests of student and
graduates;
 4. Procures copies of CHED, DepEd and TESDA issuances, bulletins, circulars and
memoranda for the school;
5. Performs others duties that may be assigned to him / her by the office head.

Other Staff (Evaluator, Records Officer, Records Custodian)

1. Builds up and maintains records of students (See Contents of Student Files.)

2. Posts grades at the end of each term, quarter or grading period;
3. Processes document requests;
4. Determines subject line-up of tertiary students each term in accordance with the approved
degree program or establishes the subject sequence of pre-elementary to high school
students each school year, in coordination with the major academic departments;
5. Evaluates records to ascertain students’ level, promotion, eligibility to graduate and
determines subjects to be credited;
6. Performs other duties that may be assigned to him / her by the Registrar.

IV. General Classification of Files/Filing System

A. Student Records

In general, student records are stored in folders or jackets and arranged in alphabetical
order for easy retrieval and return. They may be further subdivided by level (elementary,
secondary and tertiary) and by category (active or inactive). (See Filing System and Records
Management.)

In a broad sense, school records refer to all the documents related to a student’s
acceptance, performance, accomplishments and transfer from the school. These include entrance
credentials, grades, records of disciplinary cases and the like. Schools are required to handle
school records in a manner prescribed by the following laws, rules and regulations:

1. The Education Act of 1982, Section 9(4) and 9(5).

2. The 1992 Manual of Regulations for Private Schools (MRPS), Sections 57-59
3. The Manual of Regulations for Private Higher Education of 2008 (MRPHE), Sections 94-
100
4. The Revised Penal Code, Articles 353-359
5. The New Civil Code, Articles 26and 33.

B. Classification of Files and Records

For purposes of handling, processing and disposal, school records are classified as
follows:
Non-confidential or Unclassified Records – As a general principle, Article 172 of the Revised
Penal Code provides that all documents submitted to government agencies become public
documents. Therefore, the information they contain is considered non-confidential or
unclassified, unless they are included in the second category. (See Confidential or Classified
Records.)

These records include:

1. Enrollment Lists
2. Class and Teachers’ Programs
3. Directory of Graduates
4. School Annuals or Yearbooks

Confidential or Classified Records – These are records disclosed to the school strictly for
admission s and management purposes, as well as, personal records generated while the students
is under the custody of the school. In the 1987 Handbook for School Registrars, all other records
not considered non-confidential or unclassified are assumed to be confidential. Confidential
records include the following:

1. Birth and Baptismal Certificates

2. Adoption Papers
3. Academic Records or Reports (e.g. final grades, grading sheets, F-137 / Transcript of
Records and F-138 / Report Card)
4. Medical Records
5. Psychological Test Scores and Guidance Report
6. Disciplinary Records
7. ACR-I Card / Study Permit / Valid Passport / Diplomatic Visa / Students Visa /
Recognition Papers
8. Accomplished Application Form / Enrollment Slip
9. Academic Contracts
10. Court Order on Child Custody
11. Affidavit on Chinese name

Confidential Information

Any information (i.e., address and telephone numbers, originating school, names of parents, etc.)
contained in confidential records is also deemed confidential.

C. Request for Records

1. As a rule, all information pertaining to students records are kept and issued by the school
through the Registrar’ Office.
2. In general, confidential records may be released only to the owner of the record (i.e. the
students himself / herself). Other than this, confidential records may also be released
under the following circumstances:

2.1 Section 56 of the 1992 MRPS states that, “Upon submission and
acceptance of the transfer credentials, the school to which the students has transferred
shall request in writing for the complete school records (Form 137 )/transcript of records
of the students from the school last attended. The latter school shall forward such records
directly to the school within thirty (30) days from receipt of the request.” This takes the
form of a letter request addressed to the Registrar of the originating school.

2.2 In the case of collegiate transferees, it is the common practice of many

schools to include a tear-off portion for the Certificate of Eligibility to Transfer, which is
mailed back to the originating school as proof that their former student has indeed been
accepted. The Certificate of Eligibility to Transfer contains a formal request for the
Transcript of Records (TOR). The originating school should forward the TOR to the
accepting school within 30 days from receipt of the tear-off portion of the certificate. For
basic education transferees, the accepting school mails a letter of request for the F-137 of
the students it has admitted to the originating school, which has to forward the F-137
within 30 days from the receipt of the request. This is done without cost to the accepting
school as a matter of institutional courtesy.

2.3 Upon receipt of a written request from the owner, a representative

designated in writing, may claim the records on the owner’s behalf. (See Authorization.)

2.4 Upon written consent given by the owner (in the case of prospective
employers checking the academic records of applicants), records may be released.

2.5 Upon request of a parent or legal guardian, if the student is still a minor,
records may be released.

2.6 Upon the request of other school officials who have legitimate educational
interests, records may be released.

2.7 Upon the request of parents whose children wish to enroll in another
school, records may be released. In this case, schools may issue a certified True Copy of
Grades (TCG) marked “For Evaluation Purposes”.
 2.8 Upon the request of authorized government representatives or accrediting
organizations, as long as the content of the records is not directly identifiable to a
particular student, records may be released.

2.9 Upon the request of other entities or organizations conducting research for
or in behalf of educational agencies or institution, as long as the records are not directly
identifiable to a particular student, records may be released. If personal identification is
vital to the study, all documents with personal references and identification must be
destroyed when no longer needed. In this case, a written undertaking must be executed to
this effect.

2.10 Upon the request of courts of law, subject to a duly issued subpoena duces
tecum, for which the student must be informed, or when public safety or order requires it,
records may be released.

In additional to these, the 1987 Handbook for School Registrars also

offers the following suggested guidelines drawn from the rights of students over their
school records:

2.11 A student has the right to see his / her academic records from which a
copy was made, and is entitled to an explanation of any information recorded on it.
2.12 Records or grades may be released to parents or guardians, without prior
approval from the student concerned, if he / she is a minor or has not yet been
emancipated from parental authority. The commonly accepted standard fees of their
children, even if they have already reached the age of majority.

2.13 Requests for academic information or verification of student records and

credentials should be honoured, if such requests are vital to the student’s being accepted,
employed or promoted. In this case, the information schools may release is limited to
student’s enrollment, academic standing, deportment, grading system, medium of
instruction used by the school. A common practice among hiring firms is to include
written authorization from the student to disclose his / her records in favor of the
requesting company. Where the extent of this authorization is silent, school authorities
should limit the content of the disclosure to the items mentioned.

2.14 Requests for academic information or verification of academic records and

credentials from research, philanthropic, or government agencies supporting the student
through scholarships or grants should be honored. In this case, the information schools
may release is limited to enrollment, academic standing, school work and grades
obtained.
 3. A request for a second copy of the F-137 (SF 10)/ Transcript of Records made by the
Registrar of the accepting school should be honored when the original has been lost or
damaged. This should be sent free of charge as a matter of institutional courtesy within
30 days from receipt of the request.

4. As a matter of policy, the F-137 (SF 10) / Transcript of Records for transfer purposes
should not be coursed through the student or pupil, unless authorized in writing by the
school requesting for such records.

5. All requests regarding the disclosure of student records should be filed in the student
jacket or folder.

6. Documentary stamps are affixed on the original F-137 (SF 10) / Transcript of Records
kept by the school.

D. Authorization

For practical purpose (e.g. the owner is abroad, is in the province, or is working, etc.), the
owner of the record may designate an authorized representative to apply for and claim the
records. In this case, schools should be guided by the following insofar as the contents of the
written authorization are concerned. The authorized should contain:

1. The identity and personal circumstances of the owner. This is usually the student’s name,
date of birth and period of stay in school, and if graduated, the course graduated from and
date of graduation.

2. The name of the representative and the relationship to the owner of the record. The
document being requested, the number of copies and the purpose for the documents
sought.

An authorization is valid only for a specific request. If the owner wishes to authorize the
same person to request for another set of documents in the future, then another letter of
authorization must be issued.

Sufficient proof of identity must be established both for the owner and his/her representative.
This includes copies of, at least, two valid identification cards (driver’s licence, passport,
company ID, etc.) from both the owner and his/her representative.

E. Filing System and Records Management

 For purposes of records and office management, records may also be classified as active or
inactive. Active records are those that belong to students who are currently enrolled. These
should be available and accessible to the staff whenever necessary. They are usually kept within
the office workspace or in an adjacent storage room for easy retrieval.

Inactive records are those that belong to students who have been graduated or who have
transferred and whose official F-137 / Transcript of Records has been sent to the admitting
school. They also refer to records of students who have not enrolled during the quarter, semester
or term but who have not applied for transfer credentials either. These are usually kept in a
separate storage area, not necessarily close to the office, following the same safety requirements
for the storage of records (humidity controls, fireproofing, adequate security, etc.).

The following guidelines are prescribed insofar as the classification of Active and Inactive
Records are concerned:

1. In case where the students has not applied for transfer, honourable dismissal, leave of
absence or graduation, but does not enroll in the following quarter, semester or term,
schools should determine how long the records shall remain in the active file before
transferring them to the inactive file. Too short a period may result in files needing to be
transferred back and forth from one category to another.

2. In case of graduates, students file are classified as inactive once the first copy of the F-
137 (SF 10)/ Transcript of Records and Diploma has been produced.

F. Contents of Students Files

Student’s jackets or folders should contain the following files and records:

G. Holding Period and Disposition

Tertiary Institutions

1. Birth Certificate – Students’ names should be based only on the names as they are spelled
out in the Birth Certificate issued by the Philippine Statistics Authority (previously
NSO), by City Hall with registry number, or by the Office of the Civil Registry of the
country of birth with official English translation. Any difference between the names
spelled out in the Birth Certificate and other admissions credentials submitted should be
resolved before the students is allowed to officially enrol.

2. Special Study Permit / ACR I-Card / Diplomatic Visa – These are required if the students
are foreign nationals.

Special Study Permit – if the student is studying for less than a year.
 ACR I-Card – if permanent resident, native born or with valid working visa; or
with special investment resident visa (SIRV), special resident retirees visa (SRRV), 9G
visa, 47(A) (2) visa.
Diplomatic Visa (9E) – If children of diplomats

3. Students Permanent Records – Schools, whether automated or not, maintain a hard copy
of the Student Permanent Records. It contains a summary of admissions data, the subjects
taken, the grades obtained and credits earned every term that the student is enrolled.

4. Admissions Credential –
a. Birth Certificate
b. Report card (F-138)
c. Original Form 137 (SF 10) from high school,
d. Certificate from the Philippines Educational Placement Test (PEPT) or
Alternative Learning System (ALS)
e. Certificate of Transfer and Transcript of Records from the college of the last
attendance, if the student is a transferee.
f. Diploma(Photocopy)
g. Certificate of Good Moral

5. Evaluation Records – these includes the list of all deficiencies (academic and non-
academic) that the student still needs to comply with in order to graduate. Non-academic
deficiencies include ROTC or NSTP requirements for college students, and admission
requirements that have not yet been submitted.

6. Accomplished Clearance Requirements – These indicate that the student has no further
obligations (academic, financial, property, etc.) to the institution.

7. Copies of the Application for Overload and Cross Enrollment Permits of students are
also required.

8. Certificates of Rating for students who have cross-enrolled, are needed.

9. The initial Application Form, which includes the student’s photograph upon application,
is a requirement.

10. The Enrollment Contract (which some schools require) and the Probation Contract, if a
student is placed on the probation status are necessary documents.

11. Marriage Contract, for female students who apply for change of name in school records
because of change in civil status, is a must.
 12. Other documents such as, leave of absences (LOA) form, certifications, requirements for
re-admission or extension of LOA, are also required.

Basic Education Schools

1. Birth Certificate – Students’ names should be based only on the names as they are spelled
out in the Birth Certificate issued by the Philippine Statistics Authority (NSO), by City
Hall with registry number, or by the Office of the Civil Registry of the country of birth
with official English translation. Any difference between the names spelled out in the
Birth Certificate and other admissions credentials submitted should be resolved before
the students is allowed to officially enrol.

2. Special Study Permit / ACR I-Card / Diplomatic Visa – These are required if the students
are foreign nationals.

Special Study Permit – if the student is a tourist/balikbayan

ACR I-Card – if permanent resident, native born or with valid working visa; or
with special investment resident visa (SIRV), special resident retirees visa (SRRV), 9G
visa, 47 (A) (2) visa.
Diplomatic Visa (9E) – if children of diplomats
3. Student Permanent Record – Schools, whether automated or not, maintain a hard copy of
the Student Permanent Record. It contains a summary of admissions data, the subjects
taken with grades obtained every grading period of each school year, the final grades
obtained and credits earned at the end of the school year.

4. Admissions Credentials –
These include:
a. Birth Certificate
b. Report card (F-138)
c. Original Form 137 (SF 10) from high school,
d. Certificate from the Philippines Educational Placement Test (PEPT) or
Alternative Learning System (ALS)
e. Certificate of Transfer and Transcript of Records from the college of the last
attendance, if the student is a transferee.
f. Diploma(Photocopy)
g. Certificate of Good Moral
Evaluation Records – These include the list of all deficiencies (academic and non-
academic) that the student still needs to comply with in order to graduate. Non-academic
deficiencies include admission requirements that have not yet been submitted.
 5. Accomplished Clearance Requirements – These indicate that the student has no further
obligations (academic, financial, property, ect.) to the institution.
6. Other forms and documents – These refer to matters agreed upon by parents and the
school; such as sit-in and auditing forms, etc.

7. Summer Ratings of students, who have taken summer classes, are needed.

While no regulations exist indicating how long the records of a student should be kept, the
current thinking in this regard is that schools should keep copies of all student records as long
as the school is in existence.

In case of closure, all school records are turned over to the regional offices of the concerned
government agencies. In practice, schools should have a provision for maintaining and releasing
student records if and when they stop operations.

The strategies considered by school with regard to storage and archiving include third-party
off-site storage, microfilming and digital archiving.

H. Retrieval of Records of School That Have Closed

For recognized schools that have closed, student records may be retrieved from the
DepEd Division Office / CHED Regional Office in charge of these schools.

I. Records Verification / Background Investigation

1. Schools may verify the contents of copies of records sent to them in connection with the
application for employment of their students or graduates.

2. Schools may confirm inquiries made in writing regarding information provided by a

student or graduate in connection with an application for employment. However, such
Information is limited to the student’s name inclusive dates of attendance, course and
date of graduation, if applicable.

3. As a rule, no background investigation should be entertained over the phone.

J. Other Records, Forms, and Reports

 In addition to student records, the following records must be kept in the Registrar’s
Office and made available for quick reference.

Tertiary Institutions

1. Class and teachers’ Programs

2. Enrollment Lists
3. Forms 19 for schools which are not deregulated or autonomous
4. CHED and TESDA Circulars and memoranda
5. Grading Sheets (signed by the subject teachers and the department chairs/deans)
6. Permits, Recognition, Approvals and Acknowledgements
7. Special Orders
8. Institutional Profile (per term)
9. List of Foreign Students
10. List id Drop-outs, Late Enrolles, New and Returning Students and Graduates
11. Curricula / New Programs of Study
12. School Brochures
13. Student Handbooks
14. Commencement Programs

Basic Education Schools

1. Class and Teachers’ Programs

2. Enrollment Lists
3. Forms 18 for schools which are not deregulated
4. DepEd Circulars, Memoranda and Others
5. Grading Sheets (signed by the subject teacher).
6. Permits, Recognition, Approvals and Acknowledgements
7. Special Orders
8. Private Schools Profile, Start-of-the-Year and End-of-the-Year Statistics for basic
education schools
9. Lists of Foreign Students
10. List of Drop-outs, Late Enrollees, New and Returning Students and Graduates
11. Curricula
12. School Brochures
13. Diaries / Handbooks
14. Commencement Programs

Forms and Reports

 Schools carry the following forms and reports:

Tertiary Institutions

1. Form 9 is a graduation records attached to the Special Order (S.O) application submitted
to the CHED or TESDA by schools which are not autonomous or deregulated and whose
programs are not yet accredited. Form 9 may serve as a Transcript of Records, if the
grade of the last semester or final grades are indicated therein, as well as, the major and
minor fields, the certification of graduation and the Special Order number. Whenever
more copies are needed, a photocopy of Form 9 should be sealed, with the documentary
stamps, and signed as true copy of the records of the student.

2. Transcript of Records (TOR) is a document showing the academic records of a student

and is used for reference and for reference and for transfer purposes. A student may be
issued as many copies of the Transcript of Records as long as said record has not been
issued to another school and the purpose for which it issued is indicated on the copy or
copies. For security reasons, the TOR is always issued with a notation “Not Valid without
the School’s Dry Seal”. Likewise, issuance requires that the names of the office
personnel who prepared and checked it should appear after the last entry. This particular
annotation is needed to pinpoint responsibility, as well as, for record purposes. A
documentary stamp is normally affixed on the original copy of the Transcript of
Records (TOR) of students who have left the school. A students may be issued as many
copies of the TOR as long as said record has not been forwarded to another school and
purposes for which it is issued is indicated on the copy or copies.

3. Institutional Profile – to gather information for Philippines National Higher Educational

Management Information System (HEMIS), CHED requests some data annually, some
less frequently. Beginning 2004, CHED se 30% of August as the deadline for submission
of both hard and soft copies.

4. Report on Campus Journalism – This is submitted to CHED 45 days after the last day
of enrollment.

5. Report on Programs under Permit and Recognition Status – It is submitted to CHED

upon request.

6. List of Recognized Student Organizations – This is submitted to CHED 45 days after

the last day of enrollmet.
 7. List of NSTP Graduates - This should be submitted to CHED-NCR one (1) month after
each term. (Revised Rules and Regulations to Implement the National Service Law:
Accreditation Mechanism)

Basic Education Schools

1. Form 9 is a graduation record of high school students attached to the Special Order (S.O)
application submitted to the DepEd by schools which are not autonomous or deregulated
and whose programs are not yet accredited. Form 9 may serve as a Transcript of Records,
if the grades of the last grading period or final grades are indicated therein, the
certification of the graduation and the Special Order number. Whenever more copies are
needed, a photocopy of Form 9 should be sealed, with the documentary stamps, and
signed as true copy of the record of the student.

2. F-137 (SF 10) – is the permanent school record of students in grade school and in high
school and is used for reference and transfer purposes. In it are recorded the student’s
personal data; such as, name, birthday, birthplace; schools last attended from grade one
(preschool, for others) and the year of graduation from said courses, the subjects taken
per school year with their corresponding final grades. For security reasons, the F-137 is
always issued with a notation “Not Valid without the School’s Dry Seal”. Likewise,
issuance requires that the names of the office personnel who prepared and checked it
should appear after the last entry. This particular annotation is needed to pinpoint
responsibility, as well as, for record purposes. A documentary stamp is normally affixed
on the original F-137 of students who have left the school. A student may be issued as
many copies of the F-137 as long as said record has not been forwarded to another school
and the purpose for which it is issued is indicated on the copy or copies. (To distinguish
between the original and the official F-137, the original F-137 refers to the F-137 on file,
while the official F-137 refers to that which is forwarded to other schools.)

3. F-138 / Report Card – F-138 is more commonly known as the Report Card. It is issued
for reference and / or transfer purposes. It contains the name and address of the schools,
the name and level of the student for a particular school year, the quarterly and final
grades per subject, the general average obtained by the student at the end of the school
year and for high school, the number of units per subject. If the student intends transfer,
F-137 (SF 10) / Report Card includes the Certificate of Eligibility for Transfer and /
or Admission, which should be signed by the Principal or the Registrar, stating that the
student is eligible for transfer and / or admission to a particular grade / year level at the
time of transfer. For high school, notation is added indicating that a student is either
regular (with no unit deficiencies) or irregular (with unit deficiencies) and the subject/s
with unit deficiencies are also shown.
 4. Private School Profile – This is submitted to gather data for the Deped Research and
Statistics Division, Office of the Planning Serve on the first quarter of every school year
(July – August). This contains the following: age profile, number of classes, pupil data
for previous school year, number of rooms in the school, personnel data and student data
on education services contracting and education voucher system.

5. Start-of-the-year Statistics Report – Submitted on the first quarter of the year (July-
August), this includes the private school information sheet, enrollment by barangay /
residence, age profile, number of repeaters, transferees and balik-aral.

6. End-of-the-year Statistics Report – This consists of the end-of-the-year data from

preschool to high school, number of teachers, This consists of the end of the year data
from preschool to high school, number of teachers, physical facilities, performance
indicators, award/honors received by the students and is submitted in April or May.

To be submitted to the DepEd, CHED or TESDA

The following reports have to be submitted to the respective agencies:

Tertiary Institution
1. School Calendar – This is submitted to CHED or TESDA on or before 30 th of April. It
contains the number of school days per month from the start to the end of the school year,
as well as, the legal and school holidays.

2. Enrollment List – is submitted to CHED or TESDA forty-five (45) days after the last
day of enrollment. It contains names of student – surname first, academic programs,
major field, academic year, and gender; and all subjects inrolled in.

3. Form 19 – is the Report on Promotions submitted at the end of the term to the CHED
Regional Office, by schools which are not autonomous or have not been deregulated.

4. Request for Inclusion of Omitted Name – In case the name of a student has been
inadvertently omitted in the enrollment list, the registrar should send to the regional
office, a letter requesting the inclusion of the student’s name of the enrollment list of the
school. The following supporting documents should be submitted with the letter:

4.1 Authenticated photocopy of the student’s registration card;

4.2 Authenticated photocopy of the student’s official receipt of payment;

4.3 Certification by the faculty members concerned of the continuous

attendance in classes from the first day of school up to and including the day the omission
was found out and the request was made.
 4.4 If the error was noted only after a college student had completed the
particular school term wherein his / her name was inadvertently omitted, the Registrar
should also submit, together with the above-mentioned documents, a supplementary
Form 19 with the student’s grades properly reflected.

Basic Education Schools

1. School Calendar – This is submitted to DepEd on or before the 30 th of April. It contains

the number of school days per month from the start to the end of the school year, as well
as, the legal and school holidays.

2. Enrollment List is submitted to DepEd, forty –five (45) days after the last day of
enrollment. It contains names of teachers, grade / year levels and sections, names of
students alphabetically arranged with surnames first, citizenship, type (old, new or
returnee) and gender of students, dates enrolled, dropped, accelerated or demoted.

3. Form 18 (SF 5) – is the Report on Promotions submitted at the end of the school year
to the Division Office of the DepEd, by schools which are not autonomous or have not
been deregulated.

4. Request for Inclusion of Omitted Name – In case the name of a student has been
inadvertently omitted in the enrollment list, the Registrar should send to the regional
office, a letter requesting the inclusion of the student’s name in the enrollment list of the
school. The following supporting documents should be submitted with the letter:

4.1 Authenticated photocopy of the student’s registration card;

4.2 Authenticated photocopy of the student’s official receipt of the payment

4.3 Certification by the faculty members concerned of the continuous

attendance in classes from the first day of school up to and including the day the omission
was found out and the request was made.

4.4 If the error was noted only after a student had completed the particular
school term wherein his / her name was inadvertently omitted, the Registrar should also
submit, together with the above-mentioned documents, a supplementary Form 18 (SF 5)
with the student’s grades properly reflected.

5. Request for Correction of Name Students should be enrolled under their true names, or
under those names appearing in their birth certificates or, for foreign students, their ACR
I- Cards. No aliases are allowed unless their use has been judicially approved. Requests
for the correction of name should be submitted to the appropriate DepEd regional office
with the following documents for reference and records purposes.
 5.1 Birth certificate from national statistics office (NSO) – in its absence, the
proof of loss or non-availability thereof, attested to by the municipal Treasurer or civil
Registrar, along with the student’s Baptismal certificate;

5.2 Joint affidavit of two disinterested persons attesting to the fact, among
others, that the assumed name(s) and the legal name of the student refer to one
and the same person;

5.3 Affidavit of student, if of legal age , or that of his / her parents/ guardian,
if a minor, explaining the circumstances surrounding the use of the assumed name or
alias, attesting to the same fact as called for in No.2;

5.4 Letter of the request for correction of name addressed to the Director of
the Regional Office

5.5 Endorsement of the Registrar on his / her registration with the school
under the assumed name A change from the paternal to the maternal surname, and vice
versa, is regarded as a change or correction of name.

To be Submitted to the Civil Service Commission by Tertiary Institutions

1. List of Honor Graduates – per PD 907 – This is submitted to the Civil Service
Commission one month after graduation.

To be Submitted to the CHED and the Professional Regulation Commission (PRC)

1. Notarized List of Graduates – This should be submitted to the respective offices one (1)
month after graduation. The List of Graduates of tertiary institutions to be submitted to
PRC includes only graduates of programs that require licensure examinations.

To be Submitted to CHED, DepEd and Bureau of Immigration (BI)

1. List of Foreign Students should be submitted to CHED Regional Offices and the BI
Student’s Desk. A consolidation of said reports shall be prepared by the CHED-OSS, a
copy of each to be furnished the BI and the NICA, which shall include the following:

1.1 An enrollment report on foreign students 45 days after commencement of

classes every semester, including the names of those who have been accepted but failed
to enrol, either for the current term or subsequent terms and those who have graduated the
previous term or previous school year.

1.2 A yearly status report with emphasis on foreign students, who are missing,
have transferred, have failed to take the final examinations, have dropped from the rolls
or have derogatory records.
 Failure to comply with the above-required reports shall be ground for cancellation of the
authority to admit foreign students granted by the BI and shall subject the school to a fine
as determined by the BI.

Basic Education Schools

1. List of Foreign Students, including those with dual passports id submitted to the BI
Students’ Desk in October of every school year. It should contain the following
information: name of student, grade / year level, sex, nationality, visa status, passport
number, expiry date, special study permit number, date issued and validity.

Failure to comply with the above-required reports shall be ground for cancellation of the
school’s authority to admit foreign students granted by the BI and shall subject the school
to a fine as determined by the BI.

Schools should have themselves accredited with the Bureau of Immigration if they wish to
accept foreign students.

V. School Records
A. Grading Sheets

Tertiary Institution

1. The institution is free to determine the format of its official grading sheets, provided they
contain the following general information(See appendix A):

1.1 The Name of the Student

1.2 The Subject Title as indicated in the curriculum checklist

1.3 The Subject Code or Course Number if they use one

1.4 The term / School Year

1.5 The Schedule of the Subject

1.6 The Room, Laboratory or Venue assigned for that subject

1.7 The Name and Signature of the of the Faculty Member teaching the
subject

2. The names of the students on the grading sheet should match their names on the student
permanent records, based on the Birth Certificate, Passport or ACR I-Card.
 3. Only the final grades of students and the number of units of credit earned are required in
the grading sheet. This should be accompanied by remarks (whether passed or failed) or a
statement of deficiency in case the grade given is INC (incomplete).

4. The school / institution is free to determine the grading system to adopt, whether
percentage (75), numerical (3.0), letter (c+) or some other means of marking. Tertiary
institutions should also adopt marks to be given for authorized to withdrawals,
unauthorized withdrawals, non-attendance, and incomplete requirements. (“Condition” as
remark cannot be used anymore. – Sec.82, 1992 MRPS). These should be indicated in an
explanatory note printed in the grading sheet, true copy grades and transcript of records.

5. Once complete, all grading sheets should be permanently bound and stored for future
reference.

Basic Education Schools

1. The institution is free to determined the format of its official grading sheets, provided
they contain the following general information( See appendix B):

1.1 The Number of the Student

1.2 The Subject Title as indicated in the curriculum checklist

1.3 The Quarter / School Year

1.4 The Room, Laboratory or Venue assigned for that subject

1.5 The Name of the Faculty Member teaching the subject

1.6 The Grades per Subject

1.7 The Signature of the Subject Teacher

2. The names of the students on the grading sheet should match their names on the student
permanent record, based on the Birth Certificate or Embassy Certification of birth details

3. Grades or marks of all subjects for every grading period are entered into the grading
sheets.

4. The school / institution is free to determine the grading system to adopt, whether
percentage (75), letter (C+) or some other means of making.

5. Once complete, all grading sheets should be permanently bound and stored for future
reference.
 B. Student Permanent Record

The Student Permanent Record is an office form that summarizes the academic progress
of a student’s entire stay in the school. It contains the following information:

Tertiary Institutions

1. Personal data – full name, date and place of birth, sex, citizenship, names of parents,
present address, contact numbers and other data which the school may require. The full
name, date and place of birth should be based on the birth certificate. Discrepancies
between the information in the birth certificate and the records from the former school
should be corrected at the earliest possible time. In case of discrepancies between the data
in the birth and baptismal certificates (which some Catholic schools require), the personal
data entries in the Student Permanent Record should be based on the data in the birth
certificate.

2. Admission data – school last attend, date of graduation or date indicate on the certificate
of transfer, admission status (for tertiary institutions – regular, probationary or
conditional)

3. Subjects taken (subject codes and subject titles) based on the official or validated
Registration Form for each term of attendance.

4. The final grades obtained and units of credit earned every term based on the signed
grading sheets submitted by faculty members at the end of every term.

5. If the student was graduated, the date of graduation, the course and the Special Order
(S.O.) number from CHED or TESDA. The date of graduation is either the institutional
date graduation or the last recitation day of the term.

6. If the student was not graduated, the date indicated in the certificate of transfer issued,
and the name and address of the school where the Transcript of Records was forwarded.

Basic Education Schools

1. Personal Data – full name, date and place of birth, sex, citizenship, names of parents,
present address, contact numbers and other data which the school may require. The full
name, date and place of birth certificate. Discrepancies between the information in the
birth certificate and the records from the former school should be corrected at the
earliest possible time. In case of discrepancies between the data in the birth and
baptismal certificate (which some Catholic schools require), the personal data entries in
the Student Permanent Record should be based on the data in the birth certificate.
 2. Admission Data – school last attended, date of graduation or date indicated on the
certificate of transfer, admission status (regular, irregular, sit-in, auditing, repeat)

3. Subject taken with grades obtained every grading period of each school year.

4. The final grades obtained and units of credit earned every grading period based on the
signed grading sheets submitted by faculty members at the end of the school year.

5. If the student was graduated, the date of graduation, the course and the Special Order
(S.O) number from the DepEd. The date of graduation is either the institutional date of
graduation or the last recitation day of the school year.

6. If the student was not graduated, the date indicated in the certificate of transfer issued
and the name and address of the school where the F-137 (SF 10) was forwarded.

If there is an urgent need, the Student Permanent Record may serve as the F-137 (SF 10) /
Transcript of Records. If photocopied, it is signed and certified by the Registrar as a true copy of
the original.

C. Reconstructing Lost or Missing Records

Student records are sometimes lost because they are misplaced, misfiled or destroyed as a
result of unforeseen circumstances. When this happens, it is imperative that the missing records
be replaced as early as possible.

1. If the lost or missing record is from the same school, the reconstruction must be done
based on the grading sheets submitted by faculty members or on copies of Forms 18 or
19 submitted to the Regional Office.

2. If the lost or missing record is from another school and the school still exists, a duplicate
copy of the original record should be obtained from the former school.

If the lost or missing record is from another school and the school no longer exists, such may
be reconstructed from the copies of the Forms 18 or 19 submitted to the Regional Office.

D. Change of Grades / Correction of Ratings / Removal of Incomplete Grades

A request for change of grade or correction of ratings is usually filed in case the final
grade is contested. This procedure is governed by the following guidelines:

1. School are free to determine the maximum period within which a student may file for
change of grade. Under par. 160 of the 1970 Manual of Regulations for Private Schools
 and the 1987 Handbook for School Registrars, this period is usually one year. This, in
turn, is based on the requirement that the school keeps class records, examinations, major
projects submitted, and other bases of grades for, at least, one year (Section 80d, 1992
MRPS).

2. If a student obtains a grade of incomplete for non-compliance with some requirements of

the course, he / she should not be given any credit for the subject or course unless he / she
satisfactorily removes the incomplete grade within one year from the date it was
obtained. The completion grade and the incomplete grade not removed within one year
shall be recorded and submitted immediately on a supplementary Form-19. (Par. 160,
1970 MRPS).

3. Schools are free to determine the internal procedures followed in processing a request for
correction of ratings.

4. As a general rule for schools that are required to submit Forms 18 or 19, no corrections to
the ratings given should be allowed after the school has forwarded the form to the
Regional Office.

E. Clearance Requirements

Clearance forms and their contents vary according to the requirements of the institution.
The clearance form for clearing financial or property responsibility should be accomplished
by the student as a requirement for graduation and for the release of transfer credentials or
other school records.

1. Generally, the clearance form should contain the following information(see appendix C):

 The name and current mailing address of the student

 The grade / year level or course taken as of the date of the clearance form (in the case
of college students who shifted from one course to another)
 The term of entry (semester / trimester and school year) and last term of attendance /
enrollment (semester / trimester and school year);
 A portion indicating the reason for leaving; and,
 A portion indicating all the offices that should approve the clearance form.

2. Once completed, the clearance form releases the student from all academic, property
(library, laboratory, athletic, etc.) and financial (class funds, tuition fees and other
charges) accountabilities with the institution. Subsequent document requests do not
require another clearance form to be accomplished.
 3. If a student has been granted clearance, whether he / she is a graduate or not, returns to
the institution to continue studies, he / she should obtain a new clearance form if he / she
applies again for transfer.

4. It is understood that the Registrar’s Office staff receiving and processing the clearance is
familiar and conversant with the signatures of school officials signing the clearance form.
Facsimile signatures should be minimized or avoided. In relation to this, the clearance
form should have signatures in the form is forged.

5. When completed, the clearance form should be filed in the student Permanent Record or
in a file folder.

F. Transfer Credentials

Transfer credentials consist of the following:

Tertiary Institutions

1. Transfer credentials are made up of a Certificate of Eligibility for Transfer and / or

Admission; and a True Copy of Grades marked “For evaluation purposes only. Not valid
for transfer”. Many schools also include a Certificate of Good Moral Character or a
Letter of Recommendation as part of the Transfer Credentials.

2. The release or issuance of a Certificate of Eligibility for Transfer and / or Admission

indicates that a student is:

2.1 Free from all financial and property accountabilities; and,

2.2 Is not serving a penalty of suspension or expulsion.

3. The release or issuance of a Certificate of Eligibility for Transfer and / or Admission also
obliges the issuing school to honor the request of tertiary institutions for school records
within 30 days from the receipt of the returned portion of the Certificate of Eligibility for
Transfer and / or Admission from the school that accepted its former students.

4. The Certificate of Eligibility for Transfer and / or Admission should be duly signed by
the Registrar or his / her authorized representative. Facsimile signatures should be
avoided.

Basic Education Schools

1. The transfer credentials consist of the F-138 / Report Card, with the Certificate of
Eligibility for Transfer and / or Admission. Many schools also include a Certificate of
 Good Moral Characters or a Letter of Recommendation as part of the Transfer
Credentials.
2. The release or issuance of a Certificate of Eligibility for Transfer and / or Admission
indicates that a student is:

2.1 Free from all financial and property accountabilities; and,

2.2 Is not serving a penalty of suspension or expulsion.

3. The release or issuance of a Certificate of Eligibility for Transfer and / or Admission also
obliges the issuing school to honor the request of other schools for school records within
30 days from the receipt of the request from the school that has accepted its former
student.

4. The Certificate of Eligibility for Transfer and / or Admission, which usually forms part of
the F-138 / Report Card, should be duly signed by the Registrar or his / her authorized
representative. Facsimile signatures should be avoided.

G. Diplomas

Tertiary Institutions

1. A diploma is issued to a student after completing all the requirements of the degree
program set by the CHED and TESDA, and the institution. In case a college student
completes the requirements of more than one degree, a diploma should then be issued for
each degree completed (See Appendix D).

2. The diploma should contain the following:

2.1 The full name of the students as indicated in the permanent record;

2.2 The degree program (including the major) the student is graduating from;

2.3 The data of graduation;

2.4 The number and date of issuance of the Certificate of Recognition for the
program, if applicable;

2.5 The number and the date of the Special Order issued by the CHED or
TESDA, if applicable;

2.6 The signature of the school head and a major school official (usually the
President, the Dean or the Registrar);

2.7 The school dry seal

 3. A duplicate copy of the Diploma may be issued upon request. However, the remark
“Duplicate Copy” and the date it was prepared should be indicated, usually in the lower
right hand portion of the document.

4. If the signatories of the original diploma are no longer in school, or no longer in their
designations when they signed the original, the duplicate diploma may be signed by the
school officials who have replaced them.

Basic Education Schools

1. In basic education schools, diplomas are issued to both grade school and high school
students, after completing the elementary and the secondary course requirements set by
the DepEd. Diplomas are not given to students who lack the two-year residency in a
school; instead, a certificate of graduation is issued to them.

2. The Diploma should contain the following(see Appendix E):

2.1 The full name of the students as indicated in the permanent record;

2.2 The course the student is graduating from;

2.3 The date of graduation;

2.4 The number and date of issuance of the Certificate of Recognition for the
course, if applicable;

2.5 The number and date of the Special Order issued by the DepEd, if
applicable;

2.6 The signature of the school head and a major school official (usually the
President, Principal or the Registrar); and

2.7 The school dry seal

3. A duplicate copy of the Diploma may be issued upon request. However, the remark
“Duplicate Copy” and the date it was prepared should be indicated, usually in the lower
right hand portion of the document.

4. If the signatories of the original diploma are no longer in school, or no longer in their
designations when they signed the original, the duplicate diploma may be signed by the
school officials who have replaced them.
 H. F-137 (SF 10) / Transcript of Records and Form-9

The F-137 (SF 10) / Transcript of Records and the Form-9 contain the same information.
The F-137 / Transcript of Records is used for reference and transfer purposes. For tertiary
institutions, the Transcript of Records is also required by the Professional Regulation
Commission for those applying for examinations.

Form-9 is used by schools to apply for Special Order number for their graduates. This
applies only to schools which are neither autonomous nor deregulated.

The following guidelines apply to both F-137 (SF 10) / Transcript of Records and Form-
9.

1. The transcript of Records contains the following general information(see appendix F):

1.1 The name of the student as indicated in the Permanent Record, the date
and place of birth;

1.2 The names of the student’s parents

1.3 The degree and major obtained and date of graduation;

1.4 The originating school and the term of last attendance;

1.5 The grading / marking system used;

1.6 The status of the school (accredited, deregulated, autonomous), if

applicable

1.7 The number and date of the Special Order issued by the CHED or
TESDA, if applicable;

1.8 The school dry seal; and

1.9 Documentary stamps

2. The contents of the Transcript of Records are grouped chronologically according to the
term of attendance from admission until transfer or graduation.
3. The contents of the Transcript of Records contain the course number or course code, the
descriptive title, the final rating, the corrected rating upon re-examination or completion,
and the number of units of credit earned. In the case of transferees, a certified true copy
of the Transcript Records from the previous school should be attached or made a part of
the official Transcript of Records where grades obtained from previous school are
encoded or typed in as “transferred entries”.
4. Care should be taken so that there are no mistakes in the entries of the Transcript
Records. The use of facsimile signature should not be allowed, even if these are duly
 initialed by the staff member who prepares them. The Transcript of Records must be
signed by the Registrar on every page and must have a dry seal. The necessary
documentary stamps are attached to the last sheet of the Transcript of Records.
5. Copies of the Transcript of Records submitted to the Professional Regulation
Commission by applicants for board examinations should contain a scanned picture of the
student and the remarks “for board examination purpose only” (PRC Memorandum
Circular 2005-13)
6. A student may request for as many original copies of the Transcript of Records provided
they are “For Evaluation Purpose Only”. Only one copy of the Transcript of Records may
be issued for transfer purpose with the remarks “Copy for_____” and this should include
the name of the requesting school and the date the Transcript of Records was forwarded.

Basic Education School

1. The F-137 (SF 10) contains the following general information(See Appendix G):

1.1 The name of the student as indicated in the Permanent Record, the date and place of
Birth;

1.2 The names of the student’s parents;

1.3 The date of graduation, if applicable;

1.4 The date admitted;

1.5 The originating school and the quarter / semester and school year of last attendance;

1.6 The grading / marking system used, if applicable;

1.7 The status of the school (accredited, deregulated, autonomous), if applicable;

1.8 The number and date of the Special Order issued by the DepEd, if applicable;

1.9 The school dry seal; and

1.10 Documentary stamps.

2. The contents of the F-137 are grouped chronological according to the school year of
attendance from admission until transfer or graduation.

3. The F-137 contains the subject name, the subject sequence, the grades per grading
period, the final rating, promotion / retention / transfer remarks, and the number of units
of credit earned (for high school). In the case of transferees, a certified true copy of the F-
137 from the previous school should be attached or made a part of the official F-137
 where grades obtained from previous school are encoded or typed in as “transferred
entries”.
4. Care should be taken so that there are no mistakes in the entries of the F-137. The use of
facsimile signatures should not be allowed, even if these are duly initialed by the staff
member who prepares them. The F-137 must be signed by the Registrar on every page
and must have a dry seal. For basic education schools, the necessary documentary stamps
are affixed only on the F-137 of students who had already transferred to other schools at
the end of the school year.
5. A student may request for as many official copies of the F-137 provided they are “For
Evaluation Purposes Only”. Only one copy of the F-137 may be issued for transfer
purposes, with the remarks “Copy for _____” and this should include the name of the
requesting school and the date the F-137 was forwarded.

I. Falsification of Records

1. Falsified records may be classified as either spurious or tampered. Spurious records are
those that did not originated from the Registrar’s Office. Tampered records are original
documents whose contents have been altered.
2. School are free to determine how they deal with falsified records and with the person
who caused them. Such an offense is considered a criminal act under the Revised Penal
Code.