An affidavit for school activities in the Philippines is usually needed when a school asks a parent, guardian, student, sponsor, or companion to make a sworn written statement about consent, responsibility, medical information, travel authority, financial support, or a student’s participation in an activity. For ordinary school events, a simple signed consent form may be enough. But for field trips, competitions, internships, off-campus activities, foreign travel, or activities involving minors, schools often require a notarized affidavit so there is a clear, formal record of who gave consent, what activity was allowed, and what responsibilities were accepted.

What Is an Affidavit for School Activities?

An affidavit is a written statement of facts that a person swears or affirms to be true before a person authorized to administer oaths, usually a notary public.

The person signing the affidavit is called the affiant. In school-related affidavits, the affiant is commonly:

A parent
A legal guardian
A student who is already 18 years old
A sponsor
A traveling companion
A teacher, coach, adviser, or school representative
A person authorizing another person to act on behalf of the parent or student

For school activities, affidavits are commonly used for:

Field trips and educational tours
Sports competitions
Academic contests
Retreats, recollections, camping, immersion, or outreach activities
On-the-job training, internships, or work immersion
Off-campus research or community activities
Local or international student conferences
Student exchange programs
Minors traveling abroad for school-related activities
Medical consent or disclosure of health conditions
Authorization for a guardian, relative, or companion to accompany a child
Consent for photo, video, or media use by the school

In practice, schools ask for affidavits because they need a document that is more formal than an ordinary letter. A notarized affidavit shows that the signer personally appeared before a notary, presented identification, and swore to the truth of the statement.

When Is a Notarized Affidavit Needed for School Activities?

Not every school activity requires a notarized affidavit. Many schools use simple parental consent forms for routine activities held inside the school campus. A notarized affidavit is more commonly required when the activity involves higher risk, off-campus travel, international travel, medical issues, or legal responsibility.

Situation	Is notarization usually needed?	Practical note
Classroom activity inside school	Usually no	A regular consent form is often enough.
School fair, club activity, or practice inside campus	Usually no	Check the school’s own form.
Local field trip or educational tour	Often yes	Public and private schools usually require written parent or guardian consent.
Overnight retreat, camping, or immersion	Often yes	Schools may require notarized consent, medical information, and emergency contact details.
Student competition outside the city or province	Often yes	Travel, supervision, and medical consent should be clearly stated.
International school trip	Yes, in most cases	DSWD travel clearance, passport documents, and affidavits may be required for Filipino minors.
Minor traveling with a teacher, coach, relative, or school representative	Yes	A notarized affidavit of consent and support is commonly required.
Student is 18 or older	Sometimes	The student may sign personally, but the school may still request parent information for emergency or financial matters.
Parent is abroad	Yes, with special handling	The affidavit may need consular notarization or local notarization with apostille.

For basic education, the Department of Education’s rules on off-campus activities are especially important. DepEd Order No. 66, s. 2017 covers co-curricular and extra-curricular off-campus activities in public and private elementary and secondary schools and emphasizes safety, parent or guardian participation, and learner protection. You can read the official text through the Supreme Court E-Library’s copy of DepEd Order No. 66, s. 2017 on off-campus activities.

For higher education, the Commission on Higher Education has separate rules for college-level off-campus activities. CHED Memorandum Order No. 63, s. 2017 provides policies and guidelines for local off-campus activities of higher education institutions. The official PDF is available as CHED CMO No. 63, s. 2017.

Legal Basis for Affidavits and School Activity Consent in the Philippines

Notarial Rules: Why Personal Appearance Matters

A notarized affidavit is not just a signed paper. Under the 2004 Rules on Notarial Practice, the signer must personally appear before the notary public and be identified through competent evidence of identity. The Supreme Court’s official copy of the 2004 Rules on Notarial Practice explains the notary’s role in verifying identity and administering the oath.

This matters because many affidavits are rejected when:

The parent signed at home and someone else brought the document to the notary.
The notary did not meet the actual signer.
The ID used was expired or did not match the name in the affidavit.
The affidavit has no proper jurat or notarial details.
The school required both parents, but only one signed.

A proper affidavit usually ends with a jurat, the notarial wording that says the affidavit was “subscribed and sworn to” before the notary. This is different from an acknowledgment used in deeds or contracts. For affidavits, schools usually expect a jurat because the signer is swearing to the truth of the facts.

Family Code: Parents Have Authority and Duties Over Minor Children

For students below 18, the legal basis for parental consent comes from parental authority under the Family Code of the Philippines.

Article 209 recognizes parental authority as a natural right and duty of parents over their unemancipated children. Article 211 provides that the father and mother jointly exercise parental authority over their common children. Article 220 includes the parents’ duty to support, educate, instruct, and provide for the upbringing of their children. These provisions are in Executive Order No. 209, the Family Code of the Philippines.

This is why schools usually require the parent or legal guardian—not the minor student alone—to sign consent documents for field trips, competitions, and travel.

Age of Majority: Students 18 and Above Can Generally Sign for Themselves

Under Republic Act No. 6809, the age of majority in the Philippines is 18. This law amended the Family Code so that majority begins at 18 years old. The full text is available at RA 6809 on the age of majority.

This means a student who is already 18 generally has legal capacity to sign an affidavit for their own school activity. However, schools may still request parent or guardian details for emergency contact, financial responsibility, housing, medical, or travel purposes.

Perjury: False Statements in an Affidavit Can Be a Crime

An affidavit must be truthful. Under Article 183 of the Revised Penal Code, as amended by Republic Act No. 11594, a person who knowingly makes false statements under oath or in an affidavit on a material matter may be liable for perjury. You can read the amendment in RA 11594 on perjury.

This is why you should not sign an affidavit saying, for example, that you are the child’s legal guardian if you are only an aunt, uncle, neighbor, or family friend without legal authority. State the real relationship and attach documents that support it.

Data Privacy: Consent for Photos, Videos, and Personal Information

Some school activities involve photos, videos, student IDs, medical information, or publication of names on social media. These involve personal information. The Data Privacy Act of 2012, or Republic Act No. 10173, requires lawful and responsible processing of personal data. The National Privacy Commission provides the official text of the Data Privacy Act of 2012.

For school activities, consent should be specific. A good affidavit or consent form should say:

What photos, videos, or information may be collected
Where they may be used, such as school documentation, official website, Facebook page, yearbook, or competition report
Whether the consent covers public posting
Whether medical information will be shared only with authorized school personnel or emergency responders

Avoid signing a broad consent clause if you are uncomfortable with public posting of your child’s image.

Common Types of Affidavits for School Activities

Affidavit of Parental Consent

This is the most common school activity affidavit. A parent or guardian states that they allow the student to join a specific activity.

It should include:

Full name of parent or guardian
Full name, age, grade/year level, and school of the student
Name and date of the activity
Venue or destination
Travel schedule, if any
Name of teacher, adviser, coach, or school representative in charge
Emergency contact details
Medical conditions, allergies, or medication, if relevant
Clear statement of consent

Affidavit of Consent and Undertaking

This is broader than a simple consent affidavit. The parent or guardian not only gives permission but also makes promises or undertakings, such as:

The information given is true
The student will follow school rules
The parent will provide emergency contact information
The parent authorizes emergency medical treatment if needed
The parent understands the nature and schedule of the activity

Be careful with waivers that try to release the school from all liability. A parent may acknowledge ordinary risks, but a waiver should not be used to excuse negligence, lack of supervision, unsafe transport, or violation of child protection rules.

Affidavit of Support and Consent

This is often used when the student will travel, especially for international school activities. The parent or sponsor states that they consent to the travel and will financially support the student.

It commonly includes:

Destination country or city
Purpose of travel
Travel dates
Name of accompanying adult or group leader
Source of funds
Sponsor’s employment, business, or financial capacity
Promise that the student will not become a public burden abroad

For Filipino minors traveling abroad without a parent, this may be part of the documents required for a DSWD travel clearance. DSWD regional offices publish requirements for minors traveling abroad, including affidavits of support and consent. One example is the DSWD Field Office X page on travel clearance for minors traveling abroad.

Affidavit of Guardianship or Temporary Custody

This may be needed when the person signing is not the biological parent but is caring for the student.

Examples:

The child lives with grandparents while the parents work abroad.
A relative is the student’s actual caregiver.
A court-appointed guardian signs for the child.
A host family or sponsor is responsible during a school exchange.

If there is a court order of guardianship, attach it. If there is no court order, do not falsely claim to be the “legal guardian.” Instead, state the accurate facts, such as “I am the maternal aunt of the minor and presently have physical custody with the knowledge and consent of the parents.”

Affidavit of Authorization

This is used when a parent authorizes another person to sign documents, pick up school records, accompany the student, or transact with the school.

For example:

A parent working abroad authorizes the grandmother to sign field trip documents.
A parent authorizes a coach to accompany the child to a competition.
A parent authorizes a relative to receive school documents.

For more important acts, especially repeated transactions or travel documents, the school or government office may require a Special Power of Attorney (SPA) instead of a simple affidavit.

Step-by-Step Guide: How to Make an Affidavit for School Activities

1. Ask the School What Exact Affidavit It Requires

Before drafting anything, ask the school office, adviser, coach, or registrar:

Is a simple consent form enough, or must it be notarized?
Is there a school template?
Should one parent or both parents sign?
Does the school require the student’s birth certificate?
Is a medical certificate needed?
Is the activity local, inter-island, or international?
Does the affidavit need to include a waiver, undertaking, support, or travel consent?
What is the deadline?

This avoids wasting time and notarial fees on the wrong document.

2. Identify the Correct Signer

Use the correct person as the affiant.

Student’s situation	Usual signer
Student is below 18 and legitimate	Either or both parents, depending on school requirement
Student is below 18 and illegitimate	Usually the mother, unless there is a court order or recognized legal arrangement
Parents are separated	Parent exercising custody or parental authority, subject to any court order
Parent is deceased	Surviving parent, legal guardian, or authorized custodian
Parents are abroad	Parent abroad through consularized or apostilled document, or authorized local representative
Student is 18 or older	Student may usually sign personally
Student has a court-appointed guardian	Legal guardian, with court order attached

If the school asks for “guardian consent,” clarify whether it means a legal guardian appointed by court or an adult custodian recognized by the school.

3. Gather the Basic Information

Prepare the details before writing:

Parent or guardian’s complete name
Civil status, nationality, and address
Valid government ID details
Student’s complete name
Student’s birth date and age
Grade level, strand, course, or year level
School name
Activity name
Activity purpose
Date and time
Venue or destination
Transportation details, if any
Name of teacher, adviser, or companion
Emergency contact numbers
Medical conditions, allergies, restrictions, or medication
Whether the student may receive emergency medical treatment
Whether photo or video consent is included
Whether financial support is included

4. Draft the Affidavit Clearly

Use simple factual statements. Avoid dramatic language. Each paragraph should state one fact.

A good affidavit usually has these parts:

Caption or heading Example: “Affidavit of Parental Consent and Undertaking”
Opening statement The affiant identifies themself and says they were sworn according to law.
Relationship to the student State whether you are the parent, legal guardian, custodian, sponsor, or authorized representative.
Details of the school activity Name the activity, date, place, and school.
Consent or undertaking Clearly state what you allow and what you undertake.
Medical or emergency authority Include only if needed.
Purpose clause State that the affidavit is executed for submission to the school or relevant office.
Signature line The affiant signs above printed name.
Jurat The notary completes the “subscribed and sworn to” section.

5. Print the Affidavit but Do Not Sign Too Early

Many notaries require the affiant to sign in front of them. Bring the unsigned document unless the notary instructs otherwise.

Print on clean white paper. Use readable formatting. Make sure names and dates are consistent with IDs and school records.

6. Go to a Notary Public

Bring:

The printed affidavit
Original valid government-issued ID
Photocopy of the ID
Student’s school ID, if available
Student’s PSA birth certificate, if the school requires proof of relationship
School activity letter or invitation
Medical certificate, if required
Court order, if signing as legal guardian
Authorization or SPA, if signing on behalf of someone else

The notary will check your identity, ask you to swear or affirm that the contents are true, and complete the notarial details.

7. Submit the Affidavit Before the Deadline

Schools often set deadlines earlier than the actual activity date because they need to finalize:

Participant list
Transportation
Insurance
Medical and emergency information
Division or administrative approval
Travel authority
Room assignments or competition registration

For off-campus activities under DepEd-supervised schools, planning and approval can take weeks. For international travel, allow much more time because passport, DSWD, visa, apostille, and school requirements may overlap.

Sample Affidavit of Parental Consent for School Activity

Below is a general sample for a local school activity. Adjust it to the school’s required wording and the actual facts.

REPUBLIC OF THE PHILIPPINES )
CITY/MUNICIPALITY OF ______ ) S.S.

AFFIDAVIT OF PARENTAL CONSENT AND UNDERTAKING

I, [NAME OF PARENT], of legal age, [civil status], Filipino, and residing at [complete address], after having been duly sworn in accordance with law, state:

1. I am the [father/mother/legal guardian] of [NAME OF STUDENT], who is [age] years old and presently enrolled as a [grade/year level] student of [NAME OF SCHOOL].

2. I have been informed that the school will conduct [name of activity] on [date] at [venue/destination], under the supervision of [name of teacher/adviser/activity head, if known].

3. I voluntarily give my consent for my child, [NAME OF STUDENT], to participate in the said school activity, including the necessary travel to and from the venue, if applicable.

4. I confirm that the information I provided to the school regarding my child’s health, emergency contacts, and relevant personal details is true and correct.

5. In case of emergency, I authorize the school’s authorized representatives to contact me immediately and, when urgent circumstances reasonably require it, to bring my child to the nearest appropriate medical facility for necessary first aid or emergency care.

6. I undertake to remind my child to follow the lawful and reasonable instructions of the school officials, teachers, coaches, activity heads, and chaperones during the activity.

7. I am executing this Affidavit to attest to the truth of the foregoing statements and for submission to [NAME OF SCHOOL] in connection with the above school activity.

IN WITNESS WHEREOF, I have signed this Affidavit on [date] in [city/municipality], Philippines.

[Signature]
[NAME OF PARENT]
Affiant

SUBSCRIBED AND SWORN TO before me this ___ day of __________ 20__ in ____________, Philippines, affiant personally appearing and exhibiting to me the following competent evidence of identity:

ID: ______________________
ID No.: __________________
Issued on/valid until: ______

Doc. No. ___;
Page No. ___;
Book No. ___;
Series of 20__.

What Documents Should You Attach?

The required attachments depend on the activity and the school’s policy.

Document	When commonly required
Parent’s valid government ID	Almost always for notarization and school verification
Student’s school ID	Common for competitions, travel, or off-campus activities
PSA birth certificate	When proving parent-child relationship
Marriage certificate of parents	Sometimes required for travel clearance or school verification
Court order of guardianship or custody	If signer is a legal guardian or custody is disputed
Medical certificate	For sports, strenuous activities, overnight trips, or health-sensitive activities
Prescription or doctor’s instructions	If the student needs medication during the activity
School invitation or activity memo	Useful for notarization and travel documents
Travel itinerary	Required for out-of-town or international trips
Passport copy	Required for international travel
DSWD travel clearance	Required for certain Filipino minors traveling abroad
Visa or embassy checklist	For international school programs
SPA or authorization	If another adult will transact or accompany the student

Fees and Timelines in the Philippines

Notarial fees vary by location, document type, and notarial practice. For simple affidavits, many people encounter fees ranging from a few hundred pesos upward, especially in cities. More complex affidavits, affidavits with multiple signers, or documents prepared by a lawyer may cost more.

Step	Typical time
Drafting a simple affidavit	30 minutes to 1 day
Notarization, if documents and ID are complete	Same day
School review and acceptance	Same day to several days
Preparing documents for local field trip	A few days to 2 weeks
Preparing documents for out-of-town competition	1 to 4 weeks
Preparing documents for international school travel	Several weeks to a few months
DSWD travel clearance for minors abroad	Depends on completeness, online system, and field office processing
Apostille or consular notarization	Depends on DFA, foreign authority, or embassy/consulate schedule

Do not leave notarization until the night before the activity. The most common bottlenecks are missing IDs, inconsistent names, unavailable parents, lack of birth certificate, and unclear authority of the person signing.

If the Parent Is Abroad

If a parent is outside the Philippines, the affidavit may still be used in the Philippines, but it must be executed properly.

Common options are:

Consular notarization at a Philippine Embassy or Consulate Philippine embassies and consulates can notarize private documents such as affidavits and special powers of attorney for use in the Philippines. For example, the Philippine Embassy in Washington, D.C. explains its process for consular notarization of affidavits and private documents.
Local notarization abroad plus apostille If the country is part of the Apostille Convention, the parent may sign before a local notary and then obtain an apostille from the competent authority in that country. The Philippines uses apostilles for public documents under the Hague Apostille system. The DFA Authentication Division provides information on apostille requirements.
Special Power of Attorney to a trusted person in the Philippines If the parent cannot repeatedly sign school documents, they may authorize a relative or trusted adult through an SPA. The school may still require the parent’s own consent for sensitive matters such as international travel.

If the affidavit is for urgent school activity, ask the school early whether it will accept a scanned copy first while the original consularized or apostilled document follows. Some schools allow temporary submission; others require the original before the student can join.

If the School Activity Involves Travel Abroad

For Filipino minors traveling abroad for school activities, an ordinary school affidavit may not be enough.

A Filipino minor traveling outside the Philippines alone or with someone other than a parent or legal guardian may need a DSWD travel clearance. This is especially relevant for:

International competitions
Student exchange programs
Educational tours
Conferences
Summer camps
Sports training abroad
Cultural or academic delegations

DSWD requirements may include:

Duly accomplished application form
PSA birth certificate
Passport of the minor
Valid IDs or passports of parents
Affidavit of support and consent
Proof of financial capacity
Passport of traveling companion
Invitation or certification from sponsoring organization
Itinerary and list of participants
Affidavit of undertaking by the companion or school representative, when required

For minors attending conferences, study tours, competitions, student exchange programs, summer camps, pilgrimages, and related activities, DSWD field office guidance may require certification from the sponsoring organization, an affidavit of undertaking by the companion indicating safety measures, and the invitation or itinerary from the sponsoring agency abroad.

If the child is a foreign minor entering or traveling in connection with a Philippine school activity, requirements may depend on the child’s nationality, visa status, airline rules, and the requirements of the foreign country or Philippine immigration authorities.

Common Mistakes That Cause Affidavits to Be Rejected

The Affidavit Is Too General

A statement like “I allow my child to join all school activities” may be rejected. Schools usually want the specific activity, date, venue, and purpose.

Better wording: “I give consent for my child to join the Grade 10 educational field trip to the National Museum of the Philippines and Intramuros, Manila, on 15 August 2026.”

The Wrong Person Signed

If the child is a minor, the student should not sign as if they can consent alone. If the signer is an aunt, uncle, grandparent, step-parent, or family friend, the affidavit should explain the relationship and authority.

The Names Do Not Match

Check spelling carefully. The name in the affidavit should match the ID, PSA birth certificate, passport, and school records. If there are differences, such as “Ma.,” “Maria,” missing middle names, or different surnames, attach supporting documents or explain the discrepancy.

The Parent Signs Without Appearing Before the Notary

This is a serious problem. Under notarial rules, the affiant must personally appear before the notary. A notarized affidavit signed by someone who did not personally appear may be questioned or rejected.

The Affidavit Contains an Overbroad Waiver

Some school forms contain language saying the parent waives “all claims” against the school. Be careful. Parents can acknowledge ordinary risks and agree to reasonable rules, but schools still have duties of supervision, safety, and child protection. A waiver should not be used to excuse reckless conduct, unsafe planning, or negligence.

The Affidavit Leaves Out Medical Information

If the child has asthma, severe allergies, heart conditions, seizure history, food restrictions, medication needs, disability accommodations, or anxiety triggers, state this clearly in the school’s medical form or affidavit. This protects the student and helps the school respond properly.

The Affidavit Is Not Accepted Because the School Has Its Own Form

Many schools require their own template because it includes specific wording, insurance language, child protection acknowledgments, or data privacy consent. Ask first before drafting your own.

Practical Tips for Parents and Students

Ask for the school’s official template before going to a notary.
Bring original IDs, not just photocopies.
If both parents are available, ask whether both should sign, especially for travel.
For separated parents, check any custody order before signing.
For illegitimate children, confirm who must sign based on parental authority and travel requirements.
For international trips, start early because school, DSWD, passport, visa, apostille, and airline requirements can overlap.
Keep a scanned copy of the notarized affidavit.
Do not sign blank forms.
Do not let anyone else sign for the parent.
Read waiver clauses carefully.
Make sure emergency numbers are active during the activity.

Frequently Asked Questions

Does an affidavit for school activities need to be notarized?

Not always. For simple school activities inside the campus, a signed consent form may be enough. For field trips, off-campus activities, overnight activities, competitions, international travel, or activities involving minors, schools often require a notarized affidavit.

Who should sign an affidavit for a minor student?

Usually, the parent or legal guardian signs. If the student is below 18, the minor generally cannot give full legal consent alone. If another relative is signing, the affidavit should explain that person’s relationship and authority, and the school may require an SPA, custody document, or court order.

Can one parent sign the affidavit, or do both parents need to sign?

For many local school activities, one parent’s signature may be accepted. For international travel, DSWD clearance, visa applications, or situations involving separated parents, both parents’ consent or additional documents may be required. Always check the school and agency requirements.

Can a student who is 18 years old sign their own affidavit?

Yes, generally. Under RA 6809, the age of majority in the Philippines is 18. A student who is 18 or older can usually sign their own affidavit. However, the school may still ask for parent or guardian details for emergency, medical, financial, or administrative reasons.

What ID is needed for notarization?

The affiant should bring at least one current government-issued ID with photo and signature, such as a passport, driver’s license, UMID, SSS, GSIS, PRC ID, PhilHealth ID, postal ID, national ID, or other ID accepted by the notary. The name should match the affidavit.

Can I notarize an affidavit if the parent is abroad?

Yes, but it must be handled properly. The parent may sign before a Philippine Embassy or Consulate, or sign before a local notary abroad and obtain an apostille if required. Some schools may temporarily accept a scanned copy, but many require the original notarized, consularized, or apostilled document.

Is an affidavit of consent the same as a waiver?

No. An affidavit of consent states that the parent or guardian allows the student to join the activity. A waiver usually attempts to release or limit liability. Some school documents combine both. Read carefully, especially if the form says the school is not liable for any injury under any circumstances.

Is a barangay certification enough instead of an affidavit?

Usually no, if the school specifically requires a notarized affidavit. A barangay certification may help prove residence, relationship, or custody facts, but it does not replace a sworn affidavit unless the school accepts it.

What if the child has allergies or a medical condition?

Disclose it in writing. Include the condition, medication, emergency instructions, and contact person. For serious conditions, attach a medical certificate or doctor’s instructions. This is especially important for field trips, sports, camping, retreats, and overnight activities.

Do I need a DSWD travel clearance for a school trip abroad?

A Filipino minor traveling abroad alone or with someone other than a parent or legal guardian will usually need a DSWD travel clearance. For school-related trips abroad, prepare the affidavit of support and consent, school certification, invitation, itinerary, companion details, and other DSWD requirements early.

Key Takeaways

An affidavit for school activities is a sworn written statement used to document consent, authority, support, travel permission, medical information, or responsibility.
For minors, the signer is usually the parent or legal guardian because parental authority under the Family Code remains important until the child reaches 18.
A notarized affidavit requires personal appearance before a notary public and valid identification under the 2004 Rules on Notarial Practice.
False statements in an affidavit may lead to perjury liability under Article 183 of the Revised Penal Code, as amended by RA 11594.
For local field trips and off-campus activities, ask the school whether it has its own consent and affidavit template.
For international school activities involving Filipino minors, check DSWD travel clearance, passport, visa, apostille, and school requirements as early as possible.
The best affidavit is specific: it clearly states the student’s name, activity, date, venue, supervising adult, consent given, emergency authority, and purpose of execution.