In the Philippine jurisdiction, a high school diploma is a vital legal document serving as primary evidence of a student's completion of the secondary education curriculum. Whether for employment, professional licensure, or further academic pursuits (local or international), individuals often require a Certified True Copy (CTC) of this document.

The Department of Education (DepEd) governs the standards for these issuances. The following guide outlines the legal and administrative framework for obtaining a CTC of a high school diploma.

I. Nature of a Certified True Copy (CTC)

A Certified True Copy is a reproduction of an original document, attested by a legal custodian or an authorized official to be an accurate and faithful copy. Under Philippine administrative rules, only the office that issued the original document—or the agency exercising supervision over that office—possesses the legal authority to certify it.

II. Where to File the Application

The venue for application depends on the current status of the school and the purpose of the certification:

The Issuing School: This is the primary point of contact. Both public and private secondary schools are mandated to maintain permanent records of their graduates (Form 137 and Diplomas).
DepEd Schools Division Office (SDO): If the original school has ceased operations (closed), the records are typically transferred to the SDO that had jurisdiction over the school.
DepEd Regional Office (RO): The Regional Office is responsible for the Certification, Authentication, and Verification (CAV) process, which is a prerequisite for documents being sent abroad (DFA Apostille).

III. Standard Requirements

While specific requirements may vary slightly between Division Offices, the following are the standard legal requirements:

Original High School Diploma: To be presented for comparison.
Photocopies of the Diploma: Usually three (3) to five (5) clear copies.
Form 137 (Permanent Record): Often required if the CTC is for employment or further study.
Valid Identification: Government-issued ID of the owner.
Affidavit of Loss: Required only if the original diploma has been lost and a "Certified True Copy of the Record" or a "Re-issuance" is sought.
Authorization Letter: If the applicant is not the owner of the document, a signed authorization letter and the representative’s valid ID are required. For legal purposes abroad, a Special Power of Attorney (SPA) is preferred.

IV. Procedural Steps

Step 1: School Level Certification

The applicant must visit the Registrar’s Office of their Alma Mater. The Registrar compares the photocopy with the original, stamps it "Certified True Copy," and signs it. For many local employers, this school-level certification is sufficient.

Step 2: Certification, Authentication, and Verification (CAV)

If the document is for abroad or Board Examinations (PRC), school certification is not enough. The applicant must undergo the CAV process:

Submit the school-certified documents to the DepEd Schools Division Office.
The SDO reviews the records and issues a 2nd Level Certification.
The documents are forwarded to (or brought by the applicant to) the DepEd Regional Office for the final CAV signature by the Regional Director or authorized representative.

Step 3: DFA Authentication (Apostille)

If the diploma is for use outside the Philippines, the CAV from DepEd must be submitted to the Department of Foreign Affairs (DFA) for an Apostille. This replaces the old "red ribbon" system for countries part of the Hague Convention.

V. Legal Considerations for Lost Diplomas

It is a common misconception that a school can "re-print" an original diploma. Legally, a diploma is a one-time issuance. If the original is lost, the school or DepEd issues a Certified True Copy of the Microfilm/Record or a Certificate of Graduation in lieu of the original. This holds the same legal weight as the original diploma for all official transactions.

VI. Fees and Processing Time

Fees: Public schools generally do not charge for the document itself, though minimal administrative fees or documentary stamp taxes (DST) may apply at the SDO/RO level. Private schools set their own reasonable administrative fees.
Timeline: School-level certification can take 1 to 3 days. The full CAV process through DepEd may take 7 to 15 working days depending on the volume of requests.

Summary Table: Jurisdictional Hierarchy

Office	Function	Purpose
Registrar's Office	Initial Certification	Local Employment, General Use
Schools Division Office	Verification of School Records	Prerequisite for Regional CAV
Regional Office	Final Authentication (CAV)	DFA Apostille, PRC, Overseas Use