In the Philippine educational system, the Permanent Record of a student—historically known as Form 137 and now officially designated as School Form 10 (SF 10)—is a vital document for individuals seeking to study, work, or migrate abroad. This document serves as the primary evidence of a learner's academic history and eligibility.
When requested for a visa application, the process involves specific administrative steps to ensure the document is legally recognized by foreign consulates and international authorities.
1. Understanding the Document: Form 137 vs. SF 10
Under DepEd Order No. 8, s. 2015 and DepEd Order No. 58, s. 2017, the Department of Education standardized learner records:
- SF 10 (Learner’s Permanent Record): This is the current terminology for the cumulative record of a student's academic performance across a specific key stage (Elementary, Junior High, or Senior High).
- Form 137: This term is still widely used in common parlance and refers to the same permanent record used before the full implementation of the K-12 standardized forms.
For visa purposes, the document must be an Official Transcript of Records or a Certified True Copy of the SF 10, bearing the school’s official seal and the signature of the School Head or Registrar.
2. The Request Procedure
While SF 10 is generally a "school-to-school" document used for transfers, an exception is made for visa applications, employment, or DFA authentication.
Step 1: Secure a Request Letter or Requirement Checklist
Most schools require proof of the intended use. You should present:
- A formal written request (addressed to the School Principal/Registrar).
- A copy of the visa requirement checklist from the relevant Embassy or Consulate.
Step 2: Submission of Documentary Requirements
The applicant (or their authorized representative) must provide:
- Valid Identification: Government-issued ID of the student or parent/guardian.
- Authorization Letter: If the student is of legal age and cannot attend in person, a notarized Special Power of Attorney (SPA) is often required by public schools.
- Clearance: Ensure the student is cleared of all financial and academic obligations to the institution.
Step 3: Payment of Administrative Fees
- Public Schools: Generally, the first copy may be free or subject to minimal administrative costs for "certified copies" as per local school board regulations.
- Private Schools: Fees vary significantly depending on the institution's manual of operations.
3. The CAV Process (Certification, Authentication, and Verification)
For a visa application, a simple copy of Form 137/SF 10 is rarely sufficient. Most foreign embassies require the document to be Apostilled. To get an Apostille from the Department of Foreign Affairs (DFA), you must first obtain a CAV from the DepEd.
Phase A: School Level
Request that the SF 10 be prepared specifically for CAV purposes. The school will provide a sealed envelope containing:
- Certified True Copy of SF 10/Form 137.
- Certification of Graduation or Enrollment.
- Transmittal form addressed to the DepEd Regional Office.
Phase B: DepEd Regional Office
Submit the sealed envelope to the DepEd Regional Office having jurisdiction over the school's location.
- The Regional Office will verify the school's records and issue the CAV.
- Some regions now utilize an "Electronic CAV" system or direct coordination with the DFA.
Phase C: DFA Authentication (Apostille)
Once the DepEd issues the CAV, the document must be brought to the DFA for the issuance of an Apostille Certificate. This certificate confirms the authenticity of the DepEd official's signature for use in countries that are members of the Hague Apostille Convention.
4. Legal Considerations and Data Privacy
The Data Privacy Act of 2012 (R.A. 10173)
Schools are "Personal Information Controllers." Under the law, they cannot release SF 10 to third parties without the explicit written consent of the data subject (the student) or their legal guardian if the student is a minor.
Refusal to Release Records
Under Section 131 of the Manual of Regulations for Private Schools, an institution may withhold the release of official records only in cases of unpaid financial obligations. However, once settled, the school is legally obligated to release the documents. In public schools, withholding records is generally prohibited unless there is a pending disciplinary case or lack of proper clearance.
5. Summary Checklist for Visa Applicants
| Step | Action | Agency/Entity |
|---|---|---|
| 1 | Request SF 10/Form 137 for Visa/CAV purposes. | School Registrar |
| 2 | Obtain sealed CAV envelope. | School Registrar |
| 3 | Submit for Verification & Certification. | DepEd Regional Office |
| 4 | Apply for Apostille. | Dept. of Foreign Affairs (DFA) |
| 5 | Submit Apostilled document to Embassy. | Relevant Consulate |
Note on Timeline: The entire process—from school request to DFA Apostille—can take anywhere from two weeks to over a month, depending on the school's processing time and DFA appointment availability. Applicants are advised to initiate the request at least 60 days before their visa interview.
Does your specific visa category require the "Red Ribbon" equivalent (Apostille), or are you applying to a non-Hague Convention country?