How to Notarize a Barangay Certificate of Indigency for Scholarship Applications in the Philippines
1. Introduction
A Barangay Certificate of Indigency (BCI) is an official document issued by the Punong Barangay (barangay captain) stating that the bearer and/or the bearer’s household belongs to the indigent sector of the community. Scholarship-granting bodies—whether public (e.g., CHED, LGU, SUC) or private foundations—often require a BCI duly notarized to guard against fraud and to add evidentiary weight.
This article walks through every legal and practical aspect of securing, notarizing, and using a BCI for scholarship purposes, with citations to Philippine statutes, rules, and professional practice standards.
2. Legal Foundations
| Legal Instrument | Key Provisions Relevant to Indigency Certificates & Notarization |
|---|---|
| Local Government Code of 1991 (RA 7160) | Empowers barangays to issue certificates, maintain resident registries, and collect minimal fees (Sec. 152, 393 & 406). |
| Notarial Rules 2004 (A.M. No. 02-8-13-SC) | Governs who may act as notary public, the form and contents of jurats/acknowledgments, the notarial register, and fees. |
| Ease of Doing Business & Anti-Red Tape Act of 2018 (RA 11032) | Caps processing time for simple barangay transactions at 3 working days. |
| CHED Memorandum Orders / scholarship program guidelines | Typically list “Barangay Certificate of Indigency (notarized)” as an eligibility document. |
| Data Privacy Act of 2012 (RA 10173) | Requires protection of personally identifiable information contained in the BCI. |
3. What “Notarization” Adds
| Aspect | Un-notarized BCI | Notarized BCI |
|---|---|---|
| Evidentiary Weight | Mere private document; must be authenticated in court. | Public document; admissible without further proof of authenticity (Rule 132, Sec. 19, Rules of Court). |
| Presumption of Regularity | None. | Presumed validly executed; burden shifts to challenger. |
| Enforceability vs. Third Parties | Limited. | Generally binding upon third parties, including scholarship bodies. |
4. Who May Request and When
- Scholarship Applicant – the student of legal age.
- Parent/Legal Guardian – for minors, with proof of filiation/guardianship.
Timing: Apply 1–3 months before scholarship deadline to allow for notarization and any re-issuance if errors arise.
5. Steps to Obtain the Barangay Certificate of Indigency
Gather Supporting Proof
- Latest Community Tax Certificate (CTC or cedula).
- Any proof of income or lack thereof (e.g., BIR “No ITR” certification).
- Valid government-issued ID (the barangay may accept a school ID but a national ID/PhilSys ID greatly expedites processing).
Personal Appearance at Barangay Hall
- Fill out the barangay’s Certificate Request Form.
- Swear to the truth of the indigency claim before the Barangay Secretary or Punong Barangay.
Pay Barangay Processing Fee
- Maximum ₱100 under DILG MC 2019-155, unless a local ordinance fixes a lower rate (many barangays charge ₱20-₱50 or waive it for students).
Release of the BCI
- Usually while-you-wait (15–30 minutes); under RA 11032 it must be within three (3) working days for simple transactions.
6. Document Contents Checklist
A valid BCI should contain:
- Barangay letterhead, with seal or dry stamp.
- Control number (for traceability).
- Complete name, age, address, and citizenship of the applicant.
- Declarative statement that the applicant “belongs to an indigent family as verified from barangay records and local social welfare data”.
- Purpose clause: “This certificate is issued upon the request of [Name] in support of his/her application for scholarship.”
- Date of issuance and validity period (commonly six (6) months).
- Signature of the Punong Barangay and attestation by the Barangay Secretary.
Tip: Ask for two originals—one for submission and one spare.
7. Notarizing the BCI
7.1 Choose the Correct Notarial Act
| Scenario | Notarial Form | Why |
|---|---|---|
| Barangay Captain already signed in applicant’s presence at the barangay hall | Acknowledgment by the barangay official | The notary certifies that the official voluntarily executed the document. |
| Applicant must attest to truthfulness of indigency (common) | Jurat executed by the applicant | Applicant swears before notary; barangay official’s signature is merely certified. |
| Barangay issues a computer-generated certificate with dry seal, and only applicant appears before notary | Affidavit of Indigency attached + acknowledgment of certification’s genuineness | Doubles as self-declaration; avoids having to bring the barangay captain to the notary. |
Best practice: Prepare a short Affidavit of Indigency signed by the applicant; the notary will then notarize the affidavit and attach the BCI as Annex “A.”
7.2 Documentary Requirements for Notarization
- Original BCI (fresh, unaltered, no erasures).
- Two competent IDs of the affiant (applicant) — e.g., PhilSys ID, passport, driver’s license, or school ID plus birth certificate.
- Notarial Fee – market range ₱150–₱300 for a standard jurat; can be higher in Metro Manila CBDs but the Rules allow charging “reasonable” fees if published.
- If using an acknowledgment involving the Punong Barangay, the official must also present a competent ID and personally appear—or execute a Secretary’s Certificate designating a representative, but most scholarship panels frown on this.
7.3 Notarization Procedure
- Personal Appearance before the notary public.
- Review of Document – notary checks completeness, presence of signatures, and matching IDs.
- Oath/Acknowledgment – applicant (and possibly barangay captain) signs in the notary’s presence, then raises right hand for an oath (if jurat).
- Notarial Register Entry – details of the BCI (title, date, parties, fees, ID numbers) logged; applicant signs the register.
- Notarial Seal & Certificate – affixed on the BCI or on the attached affidavit, with page number and Doc. No./Page No./Book No. references.
Validity: A notarized BCI remains valid for the period stated in the certificate itself (typically six months); notarization does not extend or shorten that period.
8. Subsequent Use in Scholarship Applications
| Scholarship Body | Typical Additional Requirements |
|---|---|
| CHED Student Financial Assistance Programs (StuFAP) | Proof of enrolment; photocopy of notarized BCI; sometimes a DSWD-issued Certificate of Indigency is also required. |
| Local Government Scholarships | May require notarized BCI AND Certification from City/Municipal Social Welfare Office. |
| Private Foundations | Often accept notarized BCI alone, but may call barangay for verification. |
Always photocopy the notarized BCI on A4 paper; have the notary certify the copy as a “True Copy” if required.
9. Common Pitfalls & How to Avoid Them
| Pitfall | Prevention |
|---|---|
| Expired BCI upon submission date | Check scholarship timeline; request BCI no earlier than necessary. |
| Unsigned or unstamped barangay seal | Before leaving barangay hall, verify that dry seal or ink seal is present and clear. |
| Notary public is on suspension or expired commission | Ask to see notary’s current commission certificate (posted in office). |
| Illegible names or mismatched IDs | Ensure consistency in spelling, middle names, and suffixes across BCI, IDs, and application forms. |
| Fees beyond the published schedule | Politely request the notary’s posted fee schedule; excessive fees can be reported to the Executive Judge. |
10. Sample Templates
Barangay Certificate of Indigency (template)
Republic of the Philippines
Province of ________
City/Municipality of ________
Barangay ________
OFFICE OF THE PUNONG BARANGAY
CERTIFICATE OF INDIGENCY
Control No. _________
TO WHOM IT MAY CONCERN:
This is to certify that MR./MS. ______________________, ___ years old, a bona fide resident of __________________ Barangay _________, has been verified from the records of this Office to belong to an INDIGENT FAMILY.
This certification is issued upon the request of the above-named person in connection with his/her application for a SCHOLARSHIP PROGRAM for Academic Year 20__-20__.
Issued this ___ day of __________, 20__, at Barangay ________, City/Municipality of ________, Province of ________, Philippines.
_____________________________
Hon. _______________________
Punong Barangay
Attested by:
_____________________________
Barangay Secretary
(Barangay Seal)Affidavit of Indigency (to be notarized)
Republic of the Philippines )
__________________________ ) S.S.
AFFIDAVIT OF INDIGENCY
I, ________________________, Filipino, of legal age, single/married, and a resident of _________________________________, after having been duly sworn in accordance with law, depose and state:
1. That I am the same person referred to in the attached Barangay Certificate of Indigency (Annex “A”);
2. That my family’s combined gross monthly income does not exceed __________ pesos (₱________) and is insufficient to meet the basic needs of my household;
3. That I am applying for the ______________________ Scholarship and the said program requires proof of indigency;
4. That I execute this Affidavit to attest to the truth of the foregoing and for whatever legal purpose it may serve.
IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of __________ 20__, in the City/Municipality of __________________.
_________________________
AFFIANT
Passport/PhilSys ID No. ____________
SUBSCRIBED AND SWORN to before me this ___ day of __________ 20__, affiant exhibiting to me the above-stated identification.
Doc. No. ___;
Page No. ___;
Book No. ___;
Series of 20__.11. FAQs
Is an e-notary or remote notarization acceptable?
No. Philippine law still requires personal appearance; electronic notarization bills are pending but not yet enacted.
Can I notarize a scanned copy?
Notaries must notarize the original document. Scanned copies may only be certified true copies afterward.
Does notarization prove I am indigent?
It proves you swore you are indigent and the barangay certified it; the scholarship body still verifies through its own means.
Can the barangay refuse to issue a BCI?
Only if you are not a bona fide resident or if records/disclosures contradict indigency. Otherwise, refusal without basis may be appealed to the City/Municipal Mayor or the DILG field office.
12. Conclusion & Practical Tips
- Always plan ahead: align issuance date with scholarship timelines.
- Keep multiple photocopies; notarization fees apply per original, not per copy.
- Use clear, consistent identity information across all documents.
- Verify both the barangay and the notary are operating under valid authority.
- Remember: notarization elevates the document’s evidentiary status but does not replace substantive eligibility reviews.
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Laws, regulations, and scholarship guidelines may change. Consult your local barangay, a licensed notary public, or legal counsel for specific concerns.