DepEd Rules on School Fees for Releasing Form 137 (Philippines)

Form 137—the Learner’s Permanent Record—is the official cumulative record of a basic education learner’s scholastic history from Kinder/Grade 1 onward. Because it is the document used to validate grade-level completion, subject credits, and eligibility to enroll in the next level, the Department of Education (DepEd) regulates how it is created, requested, transmitted, and released—including what fees (if any) may be charged and whether a school can withhold it.

This article consolidates the practical and legal framework in the Philippine setting.

A. What exactly is Form 137 (vs. Form 138)?

Form 137 (Learner’s Permanent Record): The running ledger of a learner’s academic history and vital information. It is updated by each school year and follows the learner when transferring schools or moving to the next level.
Form 138 (Report Card): Periodic (quarterly/annual) report of grades released to parents/guardians. It is not the permanent record.

Key principle: When a learner transfers, the receiving school formally requests Form 137 directly from the last school attended. DepEd discourages the hand-carrying of the original permanent record by the learner/parent to protect data integrity.

B. General Rule on Fees for Form 137

Public schools

No “processing,” “clearance,” or “release” fees may be charged for Form 137.
Schools cannot condition the release or transmission of Form 137 on the payment of voluntary contributions, “projects,” or similar collections.
Routine duplication or certification of basic learner records by a public school should be free, save for optional out-of-pocket costs (e.g., courier if the requesting/receiving school specifically asks for physical delivery and agrees to shoulder it). Electronic transmission is preferred when available.

Private schools

Private basic education institutions are also under DepEd supervision for learner records. As a rule:
- No fee may be required merely for a school-to-school release of Form 137 when a learner is transferring (especially if transmitted electronically or picked up by the receiving school).
- A school may charge reasonable documentary costs for extra copies or special certifications requested by the parent/learner (e.g., additional certified true copies, special printing, or notarized certifications).
- Courier/postage may be charged if physical delivery is specifically requested and agreed upon.

Practical tip: If a private school proposes a “release fee,” ask the school to itemize what the charge actually covers (e.g., courier) and request electronic school-to-school transmission to avoid unnecessary charges.

C. Can a school withhold Form 137 over unpaid fees?

Public schools

No. Public schools may not withhold Form 137 (or Form 138) for unpaid voluntary or non-tuition amounts. Public basic education is free; any contributions are strictly voluntary and cannot be used to delay a transfer or block record releases.

Private schools

Private schools operate on contracts with parents/guardians. Long-standing practice allows them to pursue legitimate financial claims (e.g., past-due tuition or required fees) under their enrollment contracts and school manuals.
However, DepEd policy on learner records is aimed at continuity of education. In practice:
- The receiving school may provisionally enroll a learner while it formally requests Form 137 from the last school.
- The releasing private school should respond to official requests and coordinate so the learner is not prejudiced.
- Where there are unsettled financial obligations, many private schools will require a clearance or arrangement before releasing the original permanent record. They may, however, provide interim certifications (e.g., grade summaries or an extract) sufficient for provisional enrollment, while the parties complete settlement.

Bottom line: Public schools cannot withhold. Private schools may seek settlement of contractually due accounts, but processes should be handled in a way that does not interrupt the learner’s right to continue schooling; provisional measures are encouraged.

D. Who is allowed to request and receive Form 137?

Preferred channel: School-to-school. The receiving school registrar sends an official request to the last school attended and receives the record directly.
Parents/guardians may request certified copies or extracts, subject to the school’s identity verification protocols and data privacy rules. Schools may decline to release the original permanent record for hand-carry and instead transmit it directly to the receiving school.
Learner’s consent/data privacy: Form 137 contains personal data (and sometimes sensitive data). Schools must follow data privacy principles—release records only to authorized parties, use secure channels, and keep logs of requests/releases.

E. Process, Timing, and Formats

Initiation: Receiving school sends an official request (with school letterhead, registry/ID details of learner, and contact information).
Verification: Releasing school validates the request (contact details, identity of registrar, learner’s identity/LRN).
Transmission:
- Electronic (scanned certified copy with security features) or sealed physical copy sent to the receiving school.
- If physical, use sealed envelope across registrars; courier costs may be charged to the requesting school if previously agreed.
Updating: The releasing school updates the permanent record up to the last completed grading period.
Turnaround: DepEd encourages timely response. While exact days may vary by local guidance, the benchmark is prompt release to avoid enrollment disruption.

F. What schools may not do

Public schools:
- Collect “processing” or “clearance” fees for Form 137.
- Withhold records because of unpaid voluntary contributions or non-mandatory collections.
- Require parents/learners to hand-carry the original permanent record as a condition for transfer.
Private schools:
- Impose unreasonable or punitive charges for releasing Form 137.
- Ignore official requests from receiving schools or cause undue delay that jeopardizes the learner’s enrollment.
- Release records to unauthorized persons or via insecure channels.

G. Special Situations

ALS (Alternative Learning System) and Nonformal Pathways
- ALS certifications and equivalency results are transmitted according to DepEd instructions. When the learner transitions into formal schooling, the receiving school requests the relevant records from the ALS office or last school of enrollment.
Senior High School (SHS) Transitions
- Track/strand changes require careful reading of subject equivalencies. Form 137 must clearly reflect completed competencies; registrars coordinate to prevent duplicate or missing credits.
Learners with Pending Disciplinary Matters
- Schools cannot use discipline issues to permanently block record release once due process is done and sanctions (if any) are satisfied. Disciplinary outcomes, if part of the official record, are handled per DepEd guidance and data privacy norms.
Foreign or Out-of-System Transfers
- For transfers from schools abroad or special systems, receiving schools may accept certified equivalents while awaiting the official permanent record. Authentication (apostille/consular) may be needed for foreign-origin documents, but coordination remains school-to-school.

H. Practical Guidance for Parents and Registrars

If a school asks you to pay a fee to release Form 137

Ask what the fee is for. If it is a public school and the fee is labeled “processing” or “clearance,” you can politely decline and request school-to-school transmission.
Offer electronic transmission. This often removes any alleged “cost.”
For private schools: If charges relate to courier or extra certified copies you specifically requested, those can be reasonable. For past-due accounts, discuss a payment plan so the registrar can proceed with release while honoring the school’s contractual rights.

If a school refuses to release or delays Form 137

Write a formal letter to the School Head/Registrar citing the receiving school’s official request and the learner’s enrollment timeline.
If unresolved, elevate to the Schools Division Office (SDO) where the school is located; provide copies of the request, follow-ups, and any responses.
Further escalation can be made to the Regional Office or through DepEd’s public assistance channels.
Keep communications professional and documented.

I. Templates (You Can Adapt)

1) Receiving School to Last School (Official Request)

Subject: Request for Form 137 – [Learner’s Name, LRN] Dear Registrar, We respectfully request the Form 137 (Learner’s Permanent Record) of [Name], LRN [________], formerly enrolled in [Grade/Section, SY] at [School Name]. Please transmit directly to our office at [email/physical address]. If physical delivery is required, kindly advise on the preferred courier arrangements. Thank you. [Registrar’s Name, Position, Contact]

2) Parent to School (Follow-up on Release/Transmission)

Subject: Follow-up on Form 137 Transmission – [Learner’s Name] Dear [School Head/Registrar], The receiving school [Name] has requested my child’s Form 137 for enrollment. We respectfully ask for prompt transmission school-to-school. If electronic transmission is possible, kindly use [official email]. Should courier be necessary, we consent to reasonable delivery arrangements. Thank you for your assistance. [Parent/Guardian Name, Contact]

3) Parent to SDO (Escalation)

Subject: Assistance Requested – Release of Form 137 for [Learner’s Name, LRN] Dear Schools Division Office, We seek assistance in facilitating the release/transmission of Form 137 from [Last School] to [Receiving School]. Attached are copies of the request and follow-ups. Enrollment timelines are affected. We appreciate your guidance to ensure timely compliance with DepEd rules on learner records. Respectfully, [Parent/Guardian]

J. Quick FAQs

Can a public school charge a “Form 137 release fee”? No. Public schools cannot charge processing/clearance fees for releasing learner records.
Can a private school withhold Form 137 for unpaid tuition? They may pursue legitimate contractual dues, but coordination with the receiving school and provisional enrollment mechanisms should prevent disruption. Schools are expected to respond to official requests and avoid undue delay.
Who pays courier fees if physical transmission is needed? By practice, the requesting/receiving school or the party insisting on physical copies shoulders the courier. Many transactions can be handled electronically at no cost.
Can parents hand-carry the original Form 137? DepEd favors direct school-to-school transmission to preserve record integrity. Parents may obtain certified copies when allowed and necessary.

K. Takeaways

No fees in public schools for processing/releasing Form 137; no withholding for voluntary or non-mandatory contributions.
Private schools may insist on settlement of contracted dues but should coordinate to avoid interrupting the learner’s schooling; reasonable costs (e.g., courier, extra certified copies) may be charged if requested.
The safest, fastest, and policy-aligned route is school-to-school request and electronic transmission.
When issues arise, escalate in order: Registrar → School Head → SDO → Regional Office—always in writing, with timelines and documentation.

This article provides general guidance and is not a substitute for personalized legal advice. For complex situations (e.g., large arrears, contested grades, or cross-border transfers), consult counsel or your Schools Division Office.