I. What is Form 137 and why it matters

Form 137 (sometimes “SF10—Learner’s Permanent Academic Record”) is the official, cumulative record of a basic education learner’s identity, grade-level history, scholastic performance, and school-to-school movements from Kinder/Grade 1 through Senior High School. It is not a mere report card (Form 138); it is the permanent record used for admissions, promotion/retention, and graduation decisions. Because it is a permanent school record, schools handle it with tighter controls than ordinary certificates: it is issued school-to-school, logged, and typically not personally released to learners/parents except as a certified true copy under strict conditions.

II. Who regulates this for private schools

Private basic education schools operate under DepEd authority for records management and learner mobility. Schools may set reasonable fees via Board-approved schedules and their Student/Parent Handbooks, but those fees must conform to DepEd rules on:

records custody and transfer,
allowable collections, and
protection of learners’ access to education and due process.

III. “Ownership” and Custody of Form 137

The learner has a right to access and to the school-to-school transmission of the permanent record.
The originating school is the custodian; the receiving school requests the record directly.
Because the record contains personal and sensitive information, release must comply with data privacy standards (identity verification, purpose limitation, secure transmission).

IV. When can a private school charge fees related to Form 137?

A. Permissible, cost-based charges

A private school may collect reasonable and itemized fees to cover the actual costs of producing and securely transmitting a certified copy or duplicate of the learner’s permanent record:

Reproduction cost
- Per-page photocopy/printing of the permanent record (or approved duplicate format).
- Color printing/secure paper if the school’s standard requires it.
Certification/Authentication
- A modest certification fee per document to cover staff time, registry logging, and official seals.
- Notarization only if specifically requested by the receiving institution or a competent authority; any documentary stamp or notarial fee should be pass-through at actual cost.
Transmission/Logistics
- Courier or registered mail at actual shipping rates, including document sleeves or tamper-evident packaging.
- Electronic secure transfer (if the receiving school accepts) should be free or billed only for actual platform pass-through; schools cannot charge twice for the same record (e.g., both full courier and full e-copy) unless both are explicitly requested.
Expedite/Rush (optional)
- If the parent/receiving school asks for expedited handling beyond standard lead times, a reasonable expedite fee may be charged only if the standard (non-rush) option remains available at the normal rates.

Rule of thumb: Fees must be reasonable, published, and receipted, and reflect cost recovery—not profit.

B. Charges that are not allowed (or are presumptively improper)

“Clearance fees” or “hold fees” that function as penalties to block release of the permanent record when the learner has no record-related cost outstanding.
Bundled “transfer fees” unrelated to reproduction/transmission (e.g., generic “processing fee” far exceeding copy/courier costs).
Multiple charges for the same act (e.g., charging a full certification fee for each page when the certification covers the entire set).
Withholding or pricing the record to compel payment of contested non-academic charges (e.g., alleged damage fees with no proof, or “contributions” that were voluntary).
Mid-year changes to the published fee schedule or surprise fees not in the Student/Parent Handbook or official circulars.

Important distinction: Private schools may have lawful claims (e.g., unpaid tuition, verified loss/damage of school property). They may pursue those claims, but Form 137 handling fees must remain cost-based and separate. Using the permanent record as leverage invites regulatory action—especially where it blocks enrollment in the receiving school.

V. Can a private school withhold Form 137 for unpaid accounts?

The permanent record is primarily transmitted school-to-school. In practice, reputable receiving schools provisionally enroll a transferee upon presentation of Form 138 (report card) and identity documents, then follow up directly with the releasing school for Form 137.
A private school may refuse to personally hand over a certified copy to a parent with unsettled accounts, but it is expected to respond to the receiving school’s official request and transmit the record upon reasonable terms (cost-based fees, proper authorization).
Where there is a bona fide dispute, the releasing school should release at least a certified extract sufficient for placement while parties resolve the monetary issue through appropriate channels (billing, mediation, or civil action). The learner’s right to continue studies is a paramount policy in basic education.

VI. Data Privacy & Identity Verification

Require a written request from the receiving school on official letterhead/email domain, naming the learner, grade level, and school year, plus the parent/guardian consent if the learner is a minor.
For parent/guardian-requested certified copies, verify identity and authority (government ID; proof of guardianship where applicable).
Keep a records release log (date, to whom, what pages, by whom released, mode of transmission).
Use sealed envelopes or digitally signed files; avoid ad-hoc messaging apps for official transmission.

VII. Standard timelines (good practice)

Acknowledgment of request: within 3–5 working days.
Regular processing: 10–15 working days from complete request and payment of itemized, receipted fees.
Rush: only if the school can honor it without disrupting regular operations and without excessive pricing.

(Exact timelines can vary by size and term time; publish them in the Handbook and on the registrar’s bulletin.)

VIII. What should be in the school’s published fee schedule

Your Student/Parent Handbook or registrar circular should list:

Per-page reproduction rate (black-and-white; color if used)
Per-document certification fee (one fee covers the set)
Optional notarization: “at actual cost, only if required by receiving institution”
Courier: actual third-party rate (local/intl), disclosed upon request
Expedite (optional): flat, modest amount; regular processing must remain available
Digital copy rules: if accepted by receiving school, no duplication of charges with hardcopy unless both are requested

All fees must be payable to the school, with an official receipt issued. No cash-only, off-books collections.

IX. For parents/guardians: How to keep fees minimal

Ask the receiving school to request directly from the releasing school (school-to-school).
Choose one transmission mode (digital or courier hardcopy), not both.
Decline notarization unless the receiving school explicitly requires it.
Submit complete details at once (learner name as on birth certificate, LRN, grade level last attended, school year) to avoid rework.

X. Dispute and remedy pathway

Step 1 – Clarify the itemized bill and ask for the fee schedule/Handbook page.
Step 2 – Escalate to the School Registrar/Principal with a written request to release/transmit Form 137 upon payment of cost-based fees only.
Step 3 – Mediate: Many schools designate a Grievance Committee; request a meeting.
Step 4 – DepEd escalation: If the record remains blocked or the fees are manifestly excessive/undisclosed, write the Schools Division Office/Regional Office (Private Schools Supervisor) with copies of your requests, receipts, and the receiving school’s letter.
Step 5 – Parallel remedy: Settle uncontested tuition balances via payment plan; contest only what is documentably disputed. Do not allow a billing dispute to derail the learner’s enrollment.

XI. Model clauses & templates (you can adapt)

A. Registrar fee schedule excerpt (for Handbooks)

Form 137 (SF10) Services – Certified copy (up to 4 pages): ₱___ (one certification fee per set) – Additional page beyond 4: ₱___/page – Courier (Metro/Provincial/Intl): actual LBC/DHL rate + ₱___ packing – Digital certified PDF (if accepted by receiving school): ₱___ (no courier fee) – Notarization (only if required): actual notarial/documentary stamp cost – Rush (3 working days, subject to availability): ₱___ All fees are cost-based and receipted. No other charges apply for Form 137 release.

B. Receiving school request (school-to-school)

Subject: Request for Form 137 (SF10) – [Learner Name, LRN] Dear Registrar, Kindly transmit a certified copy of the permanent record for [Name, DOB, LRN], last enrolled [Grade/Year, SY], to [Receiving School] via [secure email/courier]. Parent/guardian consent attached. We confirm we accept certified PDF. Please bill us/parent for itemized, cost-based fees and advise processing timeline. Thank you.

XII. Frequently Asked Questions

1) Can a private school demand full tuition payment before sending Form 137 to the new school? They may pursue lawful tuition claims, but the permanent record should be transmitted upon cost-based payment for the record itself. Blocking a learner’s progression through non-cost-based conditions is discouraged and may be subject to DepEd intervention.

2) Can a school charge per page and also a high “processing fee”? A modest per-document certification plus per-page reproduction is acceptable. An unexplained, high “processing fee” not tied to actual cost is improper.

3) Must Form 137 be notarized? No, unless a recipient specifically requires it (rare for school-to-school transfers). If required, any notarial/documentary stamp cost should be pass-through only.

4) Can parents personally carry the original Form 137? Best practice is school-to-school transmission. If a parent is given a certified copy, it should be sealed; the receiving school may still verify directly with the issuing registrar.

5) Are digital certified copies valid? If the receiving school accepts them and the issuer digitally certifies (signature/seal, registry number), they are generally valid. Schools should move toward secure digital exchange to lower costs.

XIII. Key takeaways

Allowable fees for Form 137 in private schools are limited to cost-based reproduction, certification, and transmission (plus optional rush at modest levels).
Withholding the permanent record to coerce unrelated payments is improper; schools should separate record-handling from tuition disputes and respond to school-to-school requests.
Fees must be published, reasonable, receipted, and non-duplicative; parents can minimize costs by opting for one transmission mode and avoiding unnecessary notarization.
When disputes arise, use the registrar → principal → grievance → DepEd escalation ladder while ensuring the learner’s continuous enrollment.

Keeping Form 137 affordable, secure, and promptly transmitted protects the learner’s right to continuity of education and keeps private schools compliant, credible, and learner-centered.