PROCEDURES TO SECURE TRANSCRIPT OF RECORD (TOR) / DIPLOMA / TRANSFER CREDENTIAL / CERTIFICATION
- Get an application form at the Registrar’s Office and fill it out completely.
- Secure clearance from the Registrar’s Office, Finance and Library.
- Pay the corresponding fee/s at the Finance Office.
- Present your official receipt at the Registrar’s Office to get a claim stub.
For those working or living abroad, the owner of the record must provide an authorization letter to his/her designated representative who will be responsible for applying in his/her behalf. The letter must indicate the following information:
- Identity and personal circumstances of the owner of the record, including but not limited to, name, date of birth, course/program, period of stay in school, date of graduation, if applicable.
- Complete name of the representative and the relationship to the owner of the record.
- Specify document being applied for, number of copies and purpose for the document /s sought.
Both owner of the record and the representative must present sufficient proof of identity by presenting signed copies of at least two valid IDs when applying for any type of document.
CORRECTION OF PERSONAL INFORMATION
PROCEDURES IN FILING AN APPLICATION FOR A CORRECTION OF NAME, DATE OF BIRTH, PLACE OF BIRTH OR OTHER PERTINENT INFORMATION
As a general rule, all information contained in a student’s record including but not limited to, permanent record (Form 137), high school report card (Form 138), transcript of record, scholastic record, transfer credential and diploma must conform to the birth certificate issued by the Philippine Statistice Authority (PSA), formerly the National Statistics Office (NSO). Should there be any discrepancy, the information found in the birth certificate shall prevail.
If there is a discrepancy, the school record can be corrected by filing a notarized affidavit with the Office of the Registrar. The required documents to be submitted include:
- Letter of Request (form is available at the Registrar ‘s office)
- Personal affidavit
- Affidavit from two disinterested persons – this involves people who know the student personally, but are not related to him/her.
However, for those who will opt to change / correct their birth certificate, they must file the appropriate application with the municipal court. The final decision of the court on the applicant ‘s petition shall be the basis if any correction is to be made with the school record.