Procedures on the

Processing of CAV
 Narrative Procedures : AT THE SCHOOL

Process Tasks Responsible Unit/Person Time frame Output Form

1. Receive Records Custodian/ Registrar*
Two (2 CAV Form "1"
Request Form Receive RF In his/her absence, the RF
minutes) Request Form
(RF) school head
Check the completeness of information and
2. Review Records Custodian/ Registrar*
requirements required in the RF. NOTE: Five (5 RF for
Request Form In his/her absence, the
If incomplete return to the applicant with minutes) processing
(RF) school head
proper advice; if complete proceed to No.3
3. Search for the Appropriate academic School Records Custodian/ Thirty (30 Requested
Verification Records as requested by the Applicant Registrar* In minutes) ASR
of Records his/her absence, the school
Ø if available proceed to No. 4 head
Ø if not available, check availability of the CAV Form "2"
records in the Schools Division Office (SDO) Thirty (30 School Referral School Referral
Records Custodian/Registrar*
concerned through School Referral Form* minutes) Form Form to Division
Office
to be hand-carried by the applicant/ In his/her absence, the school Thirty (30
representative to the SDO head minutes
 Check and Validate the correctness and completeness of Records Custodian/ Not more than Ten
the information in the SRF against the available school Registrar* (10) minutes
records In
his/her absence, the
school head
 if unmatched, perform the following: In his/her absence, the
school head

 if unmatched as to name/date of birth/place of birth, In his/her absence, the

clarify the discrepancy/ies with the applicant and school head
4. Evaluation of require him/her to submit duly authenticated Birth
Records Certificate (BC) issued by the Philippine Statistics
Authority (PSA)
 if the submitted BC is matched, proceed to No.5

 if the unmatched records persist, indorse the CAV Form

Applicant to the Legal of the Regional Office for "3" School
proper disposition. Referral
Form to
Regional
Office
 CAV Form "4"
 Prepare the Academic
Certification of
School Records and Records Custodian/
Thirty (30) Minutes Academic Enrolment/
Certification and affix his/her Registrar*
School Record Completion/
initials
and Certification Graduation
 Review the accuracy and
veracity of the Academic
School Head Ten (10) Minutes
School Records and
5. Approval Request Form
of the  If in order, signs and Approved ASR
Request approves the ASR and and Certification CAV Form "5"
Certification and prepares School Head Ten (10) Minutes in sealed School Transmittal
indorsement for transmittal envelope with to the Regional
to the RO indorsement Office
 if not in order, return to
Records Custodian for
appropriate action until the Records Custodian Ten (10) Minutes
noted discrepancy/ies is
clarified and rectified
 Release the approved ASR and Certification in two (2) Records Three (3) Approved ASR
copies and in sealed envelope to the applicant together Custodian Minutes and Certification
with the indorsement for transmittal to the RO in sealed
envelope

6. Release of Original and duplicate copy of the Certification

Certification Two (2) Certified true copies of the ASR

The School Head shall immediately inform the Regional School Head CAV Form "6"
Office about the CAV requests duly approved in the List of Approved
Division thru any of the following means: CAV Request
1. E-mail
2. Text Message
3. Fax
Schools and Regional Offices shall provide updated list
of duly authorized e-mail address and contact numbers
7. Recording Record the Records Five (5) List of ASR
and release and Custodian Minutes issued and the
Maintenance maintains files of receiving copy
of ASR and of indorsement
Certification Certification duly
acknowledged by
the applicant