A Practical Legal Guide to DepEd Policy

Executive Summary

Public basic-education schools may not charge fees for Form 137 (now “School Form 10” or SF10) requests or releases. The Department of Education (DepEd) maintains a long-standing no-collection policy in public schools and specific rules on the request, transfer, and release of learner records. Private basic-education schools must also follow DepEd’s records-handling procedures; while some may impose nominal administrative fees for non-transfer, non-instructional requests (e.g., extra certified copies for personal use), they cannot force parents or learners to hand-carry official records for school-to-school transfers and must not withhold records arbitrarily. Schools—public or private—must handle Form 137/SF10 under the Data Privacy Act and its rules on consent, purpose limitation, and security.

1) What is “Form 137” today?

Form 137 is the learner’s Permanent Academic Record in basic education. Under the K–12 forms harmonization, it is now commonly referred to as School Form 10 (SF10).
Form 138 (now SF9) is the report card.
The SF10 travels with the learner across grade levels, between schools, and into Senior High School. It reflects final grades, promotion/retention status, and other permanent entries.

2) Governing Framework

A. No-Collection Policy (Public Schools)

DepEd’s “no-collection” directives prohibit the solicitation or collection of any form of fee from learners in public basic-education schools for school services that are integral to instruction and administration—including the issuance, certification, and release of learner records. This covers:

Processing a transfer to another school (public or private);
Issuing official copies required by the receiving school;
Certifying true copies of SF10 when needed for enrollment or official education-related transactions.

B. Records Transfer & Release Rules (All Basic-Ed Schools)

DepEd’s records circulars (often cited as guidelines on the Request and Transfer of Learner’s School Records) establish that:

The receiving school—not the parent/learner—formally requests the SF10 from the last school attended.
Hand-carrying the SF10 by the learner or parent is discouraged or disallowed, except in narrowly defined, documented exceptions (e.g., urgent inter-division moves where courier or electronic transmission is not yet feasible).
No fees may be imposed for inter-school transfer requests of SF10 in the public system; private schools should honor official requests and send the record directly school-to-school.
When records are incomplete or temporarily unavailable, the last school issues a Temporary/Conditional Enrollment certification so the learner is not denied enrollment while records are being transmitted.
Timelines: Schools are expected to act promptly—as a rule of reason—often within about 30 calendar days for difficult retrievals, and much sooner when records are on hand or digitized. Delays must be documented and communicated to the receiving school.

C. Data Privacy & Child Protection Overlays

Schools are Personal Information Controllers. Release of SF10 must have a lawful basis (e.g., transfer/enrollment) and follow data minimization and need-to-know rules.
Identity verification for requestors is required; parents/guardians may access the child’s records consistent with parental authority and school policy, except in special cases (e.g., protective orders, custody disputes).
Electronic transmittals (e.g., via official DepEd channels or secure email) must use reasonable security measures and retain audit trails.

3) Can Schools Charge? A Breakdown

Public Basic-Education Schools (DepEd Schools)

School-to-school transfer (official request of SF10): No, they cannot charge.
Parent/learner personal request for extra copies (beyond what the receiving school needs): Generally no, as public schools should avoid charging for core records; where resource constraints exist, they may facilitate viewing or provide 1 official copy. If a community practice of asking for photocopy paper exists, it must be strictly voluntary and no learner may be denied for not providing it.
Courier/postage: If the requesting party insists on a specific courier or rush service outside standard school channels, the third-party courier fee may be paid by the requesting party directly to the courier; the school itself should not levy a processing fee.

Private Basic-Education Schools

School-to-school transfer (official request of SF10): Must comply with DepEd’s records policy—no hand-carry; send directly. Charging a “release fee” for official SF10 transfers is discouraged and may be questioned as unreasonable.
Personal copies (e.g., multiple certified true copies for visa/scholarship, not tied to transfer): Schools may charge a nominal administrative fee (e.g., certification/photocopy fees) if published in school policies, reasonable, non-oppressive, and not a condition for enrollment/transfer.
Unpaid tuition/obligations: Private schools can enforce lawful remedies for unpaid accounts, but basic education policy disfavors withholding essential records needed to transfer or continue schooling, particularly for minors. Parents should negotiate payment plans; schools should avoid practices that impede the child’s right to education.

Practical rule of thumb: If the SF10 is being requested for enrollment/transfer, no school should impose a barrier fee. For extra personal duplicates beyond what the receiving school requires, a nominal processing/certification fee is more likely to be acceptable in the private setting—but still subject to reasonableness, transparency, and privacy safeguards.

4) Proper Procedures (Step-by-Step)

When Moving to a New School

Enroll first at the receiving school using available credentials (e.g., SF9/report card, birth certificate, ID photos) per their checklist.
The receiving school sends an official request for the SF10 to the last school attended (preferably through DepEd’s designated channels, with control numbers).
The last school prepares and sends SF10 directly to the receiving school—no hand-carry—and without charging a fee (public) or any unreasonable fee (private).
If the SF10 is delayed, the receiving school should provisionally enroll the learner and follow up through the division office if needed.

When You Need Personal Copies (e.g., scholarship/visa)

Ask for certified true copies of the SF10 entries or an Official Certification of Records.
Public schools typically provide these without charge for education-related purposes; private schools may have small posted fees.
Provide a clear purpose, valid ID, and allow reasonable processing time. Schools must protect sensitive information and may redact or refuse excessive or irrelevant data requests.

5) Timelines, Denials, and Remedies

Timelines

Expect action within days when records are on hand; allow up to about 30 calendar days when retrieval requires inter-division coordination or legacy archives. Schools should acknowledge requests, give a reference/transaction number, and update status.

Improper Denials or Fees—What to Do

Escalate in writing to the School Head/Principal. Cite the no-collection policy (public) and DepEd records guidelines.
Elevate to the Schools Division Office (SDO) if unresolved; attach your request, school reply, and any receipts/fee demands.
Appeal to the Regional Office (RO) or file a concern with the DepEd Central Office through official help channels.
For privacy breaches (e.g., unauthorized disclosure), you may also raise concerns with the National Privacy Commission.

6) Frequently Asked Questions (FAQ)

Q1: My child is transferring. The old school says I must pick up the Form 137 and pay a fee. A: For official transfers, schools should transmit SF10 directly. In public schools, no release fee may be charged. Ask the receiving school to send an official request and remind the old school of DepEd’s procedures.

Q2: The private school wants to charge for three “certified true copies” for a scholarship. Is this allowed? A: Nominal, published fees for extra personal copies may be acceptable in private schools. They should be reasonable and not a condition for a school-to-school transfer.

Q3: Can a school withhold SF10 because of unpaid obligations? A: Private schools may pursue lawful remedies, but withholding essential records that block a minor’s continued education can be challenged. Seek a payment arrangement and elevate to the SDO/RO if your child’s enrollment is at risk.

Q4: Who can request my child’s SF10? A: The receiving school via official channels, or the parent/guardian for legitimate purposes. Identity and authority must be verified; releases must comply with data privacy rules.

Q5: Can schools email the SF10? A: Yes, if done via secure, official channels with proper encryption or access controls, and only to the receiving school or an authorized party.

7) Compliance Checklist for School Administrators

No fees for SF10 issuance in public schools.
Publish any allowable administrative charges (private schools) and ensure they are reasonable and not tied to transfer releases.
Use school-to-school transmission; avoid hand-carried originals.
Acknowledge requests, log control numbers, and meet reasonable timelines.
Verify identity/authority of requestors; follow data minimization.
Secure transmission (official email, sealed mail/courier, or DepEd channels).
Provisional enrollment where records are pending.
Document delays and provide status updates.
Train staff on DepEd forms (SF10/SF9), privacy, and child protection.

8) Key Takeaways

Public schools: No charge for Form 137/SF10 issuance or release; follow DepEd’s no-collection and records transfer rules.
Private schools: Must follow DepEd transfer procedures; no arbitrary “release fees” for official school-to-school requests. Nominal fees for extra personal copies may be allowed if reasonable and published.
Process: The receiving school requests; sending school transmits directly; no hand-carry except in narrow, documented exceptions.
Rights & Remedies: Parents can escalate improper fees/withholding to the SDO/RO and seek relief, including under data privacy rules.

Model Notice (for school bulletin/website)

Form 137 / SF10 Requests In compliance with DepEd policies, our school processes school-to-school requests for SF10 without charging fees (public) or without imposing release fees (private). For personal copies, please see our published certification/duplication fees (if any). We verify identity and protect learner data in line with the Data Privacy Act. Processing times vary; acknowledged requests will receive updates and control numbers. For concerns, contact the School Head or the SDO.

This article is for general guidance in the Philippine basic-education context. For disputes or unique fact patterns (e.g., custody orders, inter-country transfers, legacy record reconstruction), seek assistance from your School Head and the Schools Division Office.