In Philippine law and practice, a diploma is both an academic symbol and a legal document. It is used to prove that a person has completed a course of study and is often required for employment, licensure examinations, migration, and further studies. When it is lost or destroyed, the question becomes: Can it be replaced, and how?

This article explains, in the Philippine context, what the law and administrative practice say about the replacement of a lost diploma—from basic education to higher education and technical-vocational training.

I. Nature and Legal Character of a Diploma

1. What is a diploma?

A diploma is a formal written instrument issued by a school or educational institution certifying that a student has completed a prescribed course of study (elementary, secondary, higher education or technical-vocational).

Key points:

It is an official school record, usually signed by the school head and/or registrar.
In employment and licensure, it is often requested together with the Transcript of Records (TOR) or Form 137/SF10.
Legally, it is an evidentiary document—proof that a person has obtained a certain level of education.

2. Governing legal framework (general)

Several laws and regulations frame how records (including diplomas) are managed:

Education Act of 1982 (B.P. Blg. 232) – sets general framework for education and institutional responsibilities.
Higher Education Act (R.A. 7722) – creates CHED and gives it authority over higher education institutions (HEIs).
TESDA Act (R.A. 7796) – governs technical-vocational institutions and National Certificates (NC, COC).
DepEd, CHED, TESDA issuances – prescribe record-keeping, issuance of certificates, and sometimes specific procedures.
Data Privacy Act (R.A. 10173) – governs how student records are accessed and released.

None of these laws explicitly say “You are entitled to a second original diploma,” but they impose on schools the duty to keep records and to issue official certifications of academic completion.

II. Types of Diplomas and Related Documents

It helps to distinguish between:

Basic Education Diplomas
- Kindergarten completion certificates (where applicable).
- Elementary completion diploma.
- Junior High School (JHS) completion diploma.
- Senior High School (SHS) diploma.
Higher Education Diplomas
- Undergraduate degrees (e.g., BS, AB, BSEd).
- Graduate degrees (MA, MS).
- Post-graduate/doctoral degrees (PhD, EdD, etc.).
Tech-Voc and TESDA-Related Documents
- School-issued diplomas or certificates of completion.
- TESDA-issued National Certificates (NC I–IV, COC) – not diplomas, but often requested together.
Professional Licensing Documents
- Not diplomas, but Board Certificates, PRC professional IDs and the like sometimes get mixed into “lost documents” problems. Their replacement has a separate process (PRC rules), distinct from diplomas.

III. Core Principles on Replacing a Lost Diploma

1. The institution is the primary custodian

There is no central “diploma office” of the government. The school itself is the primary custodian of:

Graduation lists
Permanent student records
Issued diploma data

Thus, replacement starts with the school, or with the government agency that became custodian if the school has closed.

2. “One original only” vs. “Duplicate diploma”

Many schools formally adopt a “one original diploma only” policy, but in practice they may issue any of the following:

A “duplicate diploma” (explicitly marked as such).
A “re-issued diploma” (with same or updated format).
A “Certification in lieu of lost diploma” or “Certification of Graduation”.
A Certified True Copy (CTC) of the diploma, if copies exist in their archives.

From a legal perspective:

The important thing is that the document comes from the institution and accurately reflects that you graduated/completed the course.
For most employers, government agencies, and foreign institutions, an official certification + TOR is often acceptable in lieu of the original diploma.

3. No fixed prescriptive period

Generally, there is no legal time limit for requesting a replacement diploma or certification. Alumni regularly seek replacements decades after graduation. The practical limit is whether records still exist and can be verified.

IV. General Requirements for Replacement of a Lost Diploma

While exact requirements vary by institution, the following are typical:

Valid government-issued ID
- To establish the identity of the requesting person.
Affidavit of Loss
- Executed before a notary public.
- States when, where, and how the diploma was lost or destroyed.
- Affirms that if the original is later found, it will be returned or marked cancelled.
Police Blotter or Report (sometimes required)
- Especially if the diploma was lost due to theft, robbery, or calamity.
Proof of Graduation / Enrollment
- Old student ID (if available).
- Photocopy of the lost diploma (if available).
- Old school records, report cards, TOR, Form 137/SF10, etc., to help the registrar trace the record.
Authorization Documents
- If a representative is transacting:
  - Authorization Letter or Special Power of Attorney (SPA).
  - Representative’s valid ID.
Payment of Fees
- Replacement or re-issuance fees (vary per school).
- Sometimes separate fees for certification, TOR, mailing, etc.

V. Procedures by Educational Level

A. Basic Education (Elementary, JHS, SHS)

1. Public schools (DepEd)

Records are with:
- The school (for recent graduates); and
- Division Office / Regional Office for older or archived records.

Usual steps:

Approach the school registrar/records in-charge
- Submit Affidavit of Loss and ID.
- Provide details: full name used in school, date of birth, year of graduation, section, and adviser if remembered.
If the school no longer has records:
- You may be referred to the Schools Division Office or Regional Office where historical records might be stored.
Depending on policy, the school may:
- Issue a duplicate diploma; or
- Issue a Certificate of Graduation/Completion; and/or
- Issue an SF10 (formerly Form 137) or other school form to support the claim.

Most DepEd schools prefer to issue a certificate of graduation plus official forms rather than a second “original” diploma, but this is ultimately a school/division policy.

2. Private basic education schools

Process is similar but governed by school policy.
If the school is still open:
- Go to the registrar’s office with the usual requirements.
If the school has closed:
- Records are usually turned over to DepEd, CHED, or another designated custodian.
- You may need to inquire with the DepEd Schools Division Office where the school was located to find out where the records went.

Outcome could be:

Duplicate / reissued diploma.
Certification of graduation.
Certification that records are unavailable (if truly lost due to fire/calamity), which may be used to reconstruct records elsewhere.

B. Higher Education Institutions (Colleges and Universities)

Higher education institutions—both State Universities and Colleges (SUCs) and private HEIs—are under the regulatory supervision of CHED, but the day-to-day handling of student records remains with the school registrar.

1. Standard procedure at HEIs

Typically:

File a formal request with the University/College Registrar.
Attach:
- Affidavit of Loss.
- Valid ID.
- Any old records (TOR, enrollment forms, photocopy of diploma).
Pay the prescribed diploma replacement fee (and sometimes an additional issuance fee if a new TOR is requested).
Wait for verification and processing:
- Registrar verifies that your name appears in the official list of graduates for that school year and degree program.
- They cross-check your permanent record and any other bound graduation documents.

Depending on institutional policy, they may then:

Issue a duplicate/reissued diploma, usually with:
- Notation indicating it is a duplicate.
- The current signatures of school officials (if the old signatories are no longer in office).
Or issue a Certification of Graduation/Degree Completed with the same legal effect for most practical purposes, plus a TOR.

2. If the HEI has closed

When a college or university closes, its records are ordinarily turned over to a custodian—often a CHED Regional Office or another designated institution.

Steps generally include:

Determine the last location of the school (city/province).
Inquire with the CHED Regional Office covering that area:
- Ask which office or institution holds the records.
Once the custodian is identified:
- File a request for certification of graduation and/or diploma replacement depending on what the custodian can issue.

Often, the custodian will issue a certification of graduation and TOR, not a physical “diploma” in the original format. For legal and employment purposes, this is usually accepted.

C. Technical-Vocational (TVET) and TESDA-Related

Here, two levels of documents often exist:

School-issued certificate/diploma stating completion of a tech-voc course.
TESDA-issued National Certificate (NC) or Certificate of Competency (COC), after passing competency assessment.

For the school-issued diploma:

Procedure is similar to HEIs: request from the institution or its custodian.

For the TESDA NC/COC:

Replacement is governed by TESDA rules:
- File a request with the TESDA Provincial/Regional Office.
- Provide requirements (e.g., Affidavit of Loss, ID, details of assessment, etc.).
- A reprinted NC/COC may be issued if records can be verified.

This is distinct from the school diploma but is often needed alongside it for job applications (especially abroad).

VI. Name Changes, Errors, and Replacement Diplomas

Requests for a “replacement diploma” often intersect with:

Correction of name spelling.
Change of civil status or name (marriage, annulment, change of name via court or administrative process).
Late discovery of errors after graduation.

1. Correction of name due to civil registry changes

If your PSA birth certificate was corrected under RA 9048/10172 or a court decision, you may need the school records, including any reissued diploma, to match the corrected name.

Typical sequence:

Obtain the corrected PSA birth certificate or court decision.
Bring these to the school registrar and request updating of school records.
Request for:
- Updated TOR.
- Updated certification of graduation.
- Replacement/updated diploma, if the school allows.

Schools are generally reluctant to alter historical graduation lists, but they can annotate or correct records based on valid legal documents.

2. Diplomas with typographical errors

If the original diploma contained a clear error (misspelled name, wrong middle initial, etc.) and is later lost, replacement often involves:

Showing proof of the correct name (PSA documents).
Having the school correct the error in the replacement.
The registrar may issue a new diploma or certification reflecting the corrected name.

VII. Use of Replacement Diplomas and Certifications

1. Domestic use: employment and licensure

For most domestic purposes, agencies and employers focus on:

TOR or Form 137/SF10.
Certification of graduation/degree completed.
The diploma—whether original or duplicate—is often treated as supplemental.

Professional Regulation Commission (PRC) and similar bodies usually emphasize:

Official TOR and certification.
Good standing, school accreditation, and other requirements.

A replacement diploma, especially when supported by official certifications and TOR, is generally acceptable.

2. Use abroad: CAV, Apostille, and verification

When documents are to be used abroad (for work or study), foreign entities may require:

Certification, Authentication, and Verification (CAV) from DepEd/CHED/TESDA, or
DFA Apostille on school and government documents.

For replacement diplomas:

The school issues the replacement diploma and/or certifications.
These documents may be:
- Certified by DepEd/CHED/TESDA (depending on level), then
- Forwarded for DFA Apostille.

Often, TOR and certifications carry more weight than the diploma itself for foreign institutions. A replacement diploma, if properly authenticated, is not normally treated as inferior to the original.

VIII. Special Problems and Edge Cases

1. School records destroyed by calamity

Where the school’s records were lost due to fire, flood, or other disasters:

The school or custodian may issue a certification explaining the loss of records.
They may reconstruct data using:
- Yearbooks.
- Alumni directories.
- Testimonies of former teachers, classmates, or administrators.
- Records from DepEd/CHED/TESDA, if any.

In such cases, instead of a diploma, the school may only be able to issue a narrative or reconstructed certification, which still has legal value, especially when coupled with other evidence.

2. Fraudulent diplomas and liability

Because diplomas are used to prove qualifications, there are legal consequences for:

Using a fake diploma;
Altering or fabricating school records;
Misrepresenting a diploma from an institution never attended.

These can amount to criminal offenses under the Revised Penal Code (e.g., falsification of documents, use of falsified documents) and can lead to:

Criminal charges.
Disciplinary actions in professional licensing.
Revocation of employment, visa, or migration benefits.

Replacement diplomas are usually marked in such a way that they can be verified against registrar records, making fraud easier to detect.

IX. Rights and Duties of the Graduate and the Institution

1. Rights of the graduate/alumnus

While there is no explicit statutory “right to a second diploma,” the graduate can reasonably expect that:

The institution will maintain records of graduation/completion.
The institution will issue official certifications proving graduation, upon request and subject to reasonable procedures and fees.
Replacement or duplicate diplomas, where policy allows, will be issued fairly.

2. Duties of the institution

Schools, as holders of educational records, have duties to:

Safeguard records of students and graduates.
Issue accurate and timely certifications.
Protect data privacy, yet allow release of records to valid claimants.
Cooperate with DepEd/CHED/TESDA and DFA for authentication processes.

They may set internal policies on:

Number of copies they will issue.
Labels (“Duplicate,” “Reissued,” etc.).
Documentary requirements and fees.

These policies must, however, remain consistent with the overarching principles of fairness, lawful processing of personal data, and educational rights.

X. Practical Checklist for Replacing a Lost Diploma

If you have lost your diploma, the following checklist is a practical guide:

Identify the level and institution
- Elementary/JHS/SHS? College? Tech-voc?
- Public or private? Still operating or closed?
Gather documents
- Valid ID(s).
- Affidavit of Loss.
- Police blotter/report (if required).
- Photocopy of the diploma (if available).
- Old school IDs, TOR, Form 137/SF10, or any proof of enrollment/graduation.
Contact the school registrar
- Ask specifically:
  - Do you issue duplicate or replacement diplomas?
  - If not, what certifications can you provide in lieu?
  - What are the fees and processing times?
If the school is closed
- Contact the DepEd Schools Division Office or CHED Regional Office where the school was located.
- Ask who holds the records and how to request a certification.
Plan for future needs
- If you will use the documents abroad:
  - Check if CAV and Apostille are required.
  - Ensure your name and birth details match your latest PSA records.
Keep multiple certified copies
- Once you obtain the replacement diploma and certifications, have several certified true copies made, if allowed.
- Store at least one set in a secure, separate location.

Replacement of a lost diploma in the Philippines is less about obtaining a second “fancy parchment” and more about securing official, verifiable proof of your educational attainment. The law and administrative practice place the responsibility primarily on the school (and its custodians) to maintain records and respond to legitimate requests, while the graduate must substantiate identity, loss, and graduation through proper documentation and procedure.