A practical legal guide for Philippine licensure applicants

Short answer: In most cases, no—you cannot file with the Professional Regulation Commission (PRC) if your Transcript of Records (TOR) shows “No Grade,” “INC,” “IP,” or any unresolved mark in a course required for your degree. There are limited exceptions if the notation is explained by the registrar and does not reflect an academic deficiency. This article explains when “No Grade” blocks your application, when it does not, and what to submit.

1) Legal and regulatory backbone

PRC Modernization Act (RA 8981). PRC is empowered to set admission requirements to licensure examinations through Board resolutions and PRC rules. Core idea: you must be a bona fide graduate of the prescribed program (or otherwise qualified under the profession-specific law).
Profession-specific laws and Board resolutions. Each Professional Regulatory Board (PRB) may require additional proofs (e.g., internship/RLE, case logs, curriculum compliance). These sit on top of PRC’s baseline requirements.
CHED authority over HEIs. Universities and colleges control grading systems and graduation. PRC relies on the TOR and registrar certifications to verify that (a) you actually graduated and (b) you have no academic deficiency for courses required by the curriculum in force at the time you graduated.
Data Privacy Act (RA 10173). Schools and PRC can lawfully process your educational records for licensure purposes; you’ll typically be asked for consent when records are transmitted or verified.

2) What counts as “No Grade” (and similar notations)?

Schools use different codes, but the PRC treats them alike if they signal no final, passing grade:

NG / No Grade – no final grade yet recorded.
INC / Incomplete – requirements lacking.
IP / In Progress – course still ongoing.
DRP / Dropped, UW / Unofficial Withdrawal – not passed or not completed.
P/F schemes (Pass/Fail) – acceptable only if the registrar certifies that “P” is a final passing grade under the school’s approved grading policy.

Key principle: If the notation means “not finally and validly passed,” PRC will treat it as a deficiency unless properly cured or explained.

3) When a “No Grade” blocks PRC filing

You should expect rejection (or a hold) if any of the following appear in your TOR:

NG/INC/IP in any course required by your curriculum (including thesis/practicum/internship).
Unsettled removals (e.g., “INC (Removal Pending)”).
Credit by anticipation where the final grade never got posted.
Bridging/substitution courses not yet finalized with grades or not properly reflected on the TOR.
Transfer credits marked as “to follow,” “TBA,” or similar without a final validated entry.

Why? PRC must ascertain you are a graduate with no deficiencies. An unresolved mark in a required subject undermines that verification.

4) When a “No Grade” may not block PRC filing

A “No Grade” (or similar) can be acceptable if it does not signify an academic deficiency and the registrar explains it in writing:

Non-credit or extra-curricular entries (e.g., certain seminars, non-credit electives) that are not part of the required curriculum.
Pass/Fail conversions where “P” is a final, passing mark per the school’s official grading policy; the registrar should certify this policy and its coverage.
Legacy/archival fields (systems that display placeholders with “NG”) where a separate certification confirms the real, final passing grade exists in the official ledger and has been transmitted to PRC or is properly reflected elsewhere in the TOR.

Practice tip: Even in these “okay” scenarios, PRC evaluators usually ask for a Registrar Certification Explaining the Notation. Bring it.

5) Documentary requirements that matter for “No Grade” issues

PRC’s general filing set varies by profession and by time, but the academic pieces below are consistently critical when “No Grade” appears or recently appeared:

Transcript of Records (TOR)
- Original or school-issued copy for PRC/Board Examination Purposes;
- Must show your degree, date of graduation, and complete subjects with final grades;
- Dry seal and registrar’s signature; many schools also place a 2×2 photo imprint and “For Board Exam Purposes” remark;
- For private HEIs, SO/Authority number (if applicable) is commonly included.
Registrar certifications (as needed) Prepare one or more of the following, depending on your case:
- Certification of No Academic Deficiency (confirms you completed all courses required by your curriculum and are a bona fide graduate).
- Certification on Grading Notation (explains that “P”=final passing, or that a displayed “NG” is a system placeholder not denoting deficiency, etc.).
- Completion/Removal Certificate (for an INC/IP converted to a final passing grade, with date of completion and subject code explicitly stated).
- Course Substitution/Equivalency Approval (when a required course was replaced per school policy).
- Curriculum Compliance Certificate (confirms your program matched the Board-prescribed curriculum version applicable to your cohort).
Profession-specific proofs (only if your Board requires them) Examples include RLE or internship summaries, case logs, hospital affiliations, or training certificates—particularly in health sciences. If any of those entries used non-numeric grades, include the policy and certification that they are final and passing.
Identity and civil status
- PSA Birth Certificate;
- PSA Marriage Certificate (for married women seeking name change alignment);
- Government-issued ID matching your PRC account details.

Note: DFA apostille/CAV is not required for local PRC filing; that’s primarily for use abroad. PRC may, however, verify with your school.

6) How to cure a “No Grade” before filing (step-by-step)

Audit your TOR early. Identify every non-final mark (NG/INC/IP, etc.).
Fix academics first.
- Complete pending requirements; take removal exams; finalize thesis/practicum/internship hours.
- Ensure the final grade is posted in the official ledger (not just promised).
Request an updated TOR after the final grade posts.
Secure registrar certifications tailored to your situation (see §5).
Align your curriculum trail. If you had substitutions/bridging, obtain the approval memo or equivalency certificate referencing the exact course codes.
Re-check for stray placeholders. Some SIS printouts carry “NG” columns even when the ledger has grades—ask the registrar to suppress placeholders or annotate the TOR.
Bring both the updated TOR and the supporting certification(s) when you appear for evaluation.

7) Special scenarios

Pass/Fail semesters or emergency grading (e.g., calamity/pandemic terms). PRC can accept non-numeric marks if the registrar certifies that the mark is a final pass under a duly approved grading policy. Attach the policy excerpt or memo reference.
Transferees/Second coursers. Make sure all transfer credits show final validated entries (e.g., “Credited as ___ / Final Grade ___”) or are covered by a credit evaluation document.
Old curricula vs. new Board syllabi. If your curriculum version differs from the current Board syllabus, have the Curriculum Mapping/Compliance certification ready.
Foreign graduates. Additional authentication, course evaluation, and sometimes comparability review may be required. “No Grade” must likewise be cured or explained by the issuing institution.

8) Practical evaluation checklist (use this before you book your slot)

TOR shows all required courses with final passing grades.
No “NG/INC/IP/DRP” remains for any required subject.
TOR bears “For PRC/Board Examination Purposes,” dry seal, registrar signature, and graduation date.
If any non-numeric grade appears (e.g., “P”), I have a Registrar Certification that it’s a final passing grade.
Any substitutions/bridging/transfer credits are fully documented.
Profession-specific evidence (RLE, internship, logs) is complete and, where non-numeric, certified as final passing.
Identity/civil status documents are consistent with my PRC account.

9) Model registrar certifications (templates)

A. Certification of No Academic Deficiency This is to certify that [Student Name], holder of Student No. [____], has completed all academic requirements of the [Degree, Major], [HEI Name]. The student has no academic deficiency in any course required by the [Curriculum Year]. [He/She] graduated on [Date of Graduation]. This certification is issued upon the student’s request for submission to the Professional Regulation Commission.

B. Certification on Grading Notation This is to certify that the mark “P (Pass)” appearing in [course code/title] for [Term/AY] is a final passing grade under the University’s approved Pass/Fail policy per [Memo/Policy Ref]. It does not denote an incomplete or in-progress status. This certification is issued for PRC licensure application purposes.

C. Completion/Removal Certification *This is to certify that [Student Name] completed the requirements for [course code/title] on [date], converting the mark from INC to a final passing grade of [__], duly posted in the official records on [posting date]. Issued for PRC purposes.*

10) Frequently asked questions

Q: My TOR shows “NG” in a non-credit seminar. Do I still need a certification? A: Often yes. Evaluators may not know your school’s conventions. A one-paragraph registrar note stating it’s non-credit and not required usually avoids delay.

Q: The dean says I graduated; the TOR still shows “INC.” Can I file? A: No. PRC relies on what is printed/issued as your official academic record. Ask the registrar to post the final grade and re-issue the TOR.

Q: Can PRC accept my school’s online viewer printout? A: Typically no. PRC expects a school-issued TOR with the proper seals/remarks (or electronic/signed version if your school officially issues it that way and PRC accepts it—confirm formatting with your registrar).

Q: Do I need DFA apostille for PRC filing? A: Not for local PRC. Apostille is for foreign use. PRC may do its own school verification.

11) Bottom line

If a mark means no final pass, fix it first.
If a mark doesn’t mean a deficiency, prove it with a registrar’s certification.
Arrive with an updated TOR and clear paper trail. That’s what gets you past PRC evaluation—every time.

Quick action plan (one page)

Get an evaluation copy of your TOR.
List any NG/INC/IP/DRP/P entries.
Resolve or certify each entry (completion or policy letter).
Request updated TOR (“For PRC/Board Examination Purposes”).
Assemble identity + profession-specific docs.
Book PRC filing and bring originals plus copies.

Good luck—you’ve got this.