(Philippine legal and regulatory context; general information, not legal advice.)

I. Why “Replacement” Is Different From “Re-Issuance”

In the Philippines, most colleges and universities treat a diploma and certain school records as part of a student’s permanent academic record. Because these documents are used to prevent fraud, schools commonly follow two principles:

The original diploma is issued once. If it is lost or destroyed, many schools do not “re-issue” an identical original. Instead, they may issue a duplicate diploma (often stamped “DUPLICATE”) or a certification that the student graduated.
Registrar-issued records are the official proof. For employment, licensure, migration, and credential evaluation, the more legally reliable documents are usually:
- Transcript of Records (TOR)
- Certificate of Graduation / Graduation Certification
- Certified True Copies of academic records
- Honorable Dismissal / Transfer Credential (for transfer)

Because policies vary by institution, you request according to the school’s Registrar rules, but those rules must still comply with Philippine law and basic fairness.

II. Key Documents You Can Request (and What They’re For)

A. Diploma (Original / Duplicate)

Diploma is ceremonial proof of the degree conferred.
A replacement is usually issued as a duplicate copy with markings, a control number, and the date of issuance.

B. Transcript of Records (TOR)

Official summary of academic performance and completion.
Often required for PRC licensure, graduate admissions, and credential evaluation.

C. Certificate of Graduation / Certification of Degree Conferred

States that the degree was awarded and the date of graduation.
Often accepted when a diploma is lost, delayed, or not re-issued.

D. Certificate of Units Earned / Certificate of Enrollment / Good Moral Character

For specific needs (scholarships, work requirements, transfers).

E. Honorable Dismissal / Transfer Credential

Needed if you will transfer to another school.
Schools may have additional clearance requirements for this.

F. Course Description / Syllabus Certification (for equivalency)

Used for transferring credits or credential evaluation abroad.

G. Authentication for Foreign Use (CAV and Apostille)

For use abroad, schools may process CAV (Certification, Authentication and Verification) through CHED for certain academic documents (commonly requested for overseas evaluation), then documents may be Apostilled by the Department of Foreign Affairs (DFA) depending on the destination and document type. Requirements differ by purpose and country.

III. Legal and Regulatory Framework (Philippine Context)

1) Contractual and Civil Law Principles

Enrollment and payment create obligations: students comply with academic policies; schools provide instruction and maintain academic records. If a school unreasonably refuses to release records without valid grounds, remedies may arise from breach of obligation, damages, or other civil law principles.

2) Higher Education Oversight (CHED)

The Commission on Higher Education (CHED) regulates higher education institutions (HEIs). CHED policies and memoranda influence:

record-keeping expectations,
handling of school closure/transfer of records,
and student complaints involving HEIs.

3) Data Privacy Act of 2012 (Republic Act No. 10173)

Academic records are personal information (often sensitive personal information in parts). Schools must:

verify identity,
release records only to the student or authorized persons,
apply safeguards (e.g., sealed envelopes, official emails, secure portals),
maintain accurate records.

This is why schools require IDs, authorization letters, and sometimes notarized documents.

4) Anti-Red Tape / Ease of Doing Business (Republic Act No. 11032)

For public institutions (including many state universities and colleges), front-line services like record requests must observe service standards, published requirements, and processing times. Even private schools adopt similar best practices, though enforcement mechanisms differ.

5) Anti-Fraud / Institutional Integrity

Because diplomas and TORs are frequently falsified, schools may:

require affidavits,
require personal appearance or strict ID verification,
issue duplicate diplomas with markings,
refuse “clean” reprints that can be used to misrepresent history.

IV. Who May Request Records

A. The Student/Graduate

Primary right-holder. Provide valid government ID(s).

B. Authorized Representative

Allowed, but schools typically require:

Authorization letter signed by the student
Photocopies of IDs of both parties
Sometimes a Special Power of Attorney (SPA) (often notarized), especially for release of TOR and diploma, or if the request is sensitive.

C. Employers / Agencies

Usually only with:

the student’s written consent, or
a legally valid subpoena/court order (rare in ordinary employment checks).

V. Step-by-Step: How Requests Commonly Work

Step 1: Identify the Correct Office and Custodian

Typically: Office of the University Registrar. If the campus has multiple units, confirm if records are held by:

main campus registrar,
college/department registrar,
or an archive unit.

Step 2: Prepare the Usual Requirements

Requirements vary, but the “standard packet” often includes:

Accomplished request form (school-provided) or a formal request letter
Valid IDs (original + photocopy)
Student number, degree, graduation year
Payment of fees (official receipt)
For lost documents: Affidavit of Loss (notarized)
If requesting corrections: supporting civil registry documents (see Section VII)

Affidavit of Loss: This is the most common legal requirement for lost diplomas and sometimes for lost TOR copies previously issued. Some schools also ask for a police blotter—often optional unless required by internal policy.

Step 3: Specify Exactly What You Need

Avoid delays by stating:

document type (e.g., TOR, duplicate diploma),
number of copies,
purpose (employment, PRC, abroad),
whether the TOR must be in a sealed envelope,
name formatting (including middle name, suffix),
delivery method (pickup, courier, authorized rep).

Step 4: Clearance (When Applicable)

Some schools require “clearance” if you have:

library/accounting obligations,
unreturned equipment,
disciplinary holds.

For older alumni, schools often waive full clearance but may still check accounts.

Step 5: Processing and Release

Schools set their own timelines. Public schools typically publish service times. Common release methods:

over-the-counter pickup,
authorized representative pickup,
courier (with waiver and payment),
official electronic release (less common for TOR; more common for certifications).

VI. Fees and What’s Legally Acceptable

Schools may charge reasonable fees for:

document preparation,
certification/authentication,
special paper and security features,
mailing/courier handling.

What becomes problematic:

arbitrary “penalties” not tied to legitimate costs,
refusal to release records for unrelated reasons,
indefinite delays without explanation.

For public HEIs, fees and processes should be transparent, posted, and receipted.

VII. Special Situations

A. Lost Diploma: What You Can Usually Obtain

Depending on policy, you may receive:

Duplicate Diploma marked “Duplicate” and dated, or
Certification of Graduation / Degree Conferred (sometimes preferred), plus
Certified true copies of the registrar’s records.

Practical note: If your diploma is required for display or sentimental purposes, a duplicate diploma is useful; if the purpose is legal/credential proof, a TOR + certification is often stronger.

B. Lost TOR Copy Previously Issued

Schools generally retain the academic record and can issue new certified TOR copies. They may still require an Affidavit of Loss to document why another official copy is being released, especially if the prior TOR was intended for a transfer or sealed submission.

C. Name Errors and Corrections (Typographical vs. Civil Status Changes)

Typographical error by the school (misspelling, wrong middle initial)
- Usually corrected upon proof (birth certificate, school admission records).
Change due to marriage
- Many schools keep records under the name at the time of enrollment/graduation. They may annotate and issue certifications referencing both names (maiden + married), supported by marriage certificate.
Legal change of name / legitimation / adoption / correction in civil registry
- Expect stricter requirements: annotated PSA documents and possibly court/administrative orders.

Schools aim to preserve historical accuracy of records while acknowledging lawful changes through annotation.

D. Records for Licensure (PRC)

PRC requirements evolve by profession and time. Schools frequently issue:

TOR for board exam purposes,
certified true copies,
certificates of internship/clinical cases (for health fields),
RLE summaries (nursing), etc. Expect profession-specific add-ons.

E. If the School Closed, Merged, or Changed Name

This is common and solvable, but you must locate the records custodian:

Records may be held by a successor institution, a foundation/corporation, or turned over per closure arrangements.
Start by checking:
- the old school’s last known address,
- public notices,
- CHED regional office inquiries,
- alumni groups that can identify the custodian.

Once located, requests proceed similarly but may take longer due to retrieval from archives.

F. If Records Were Destroyed (Fire, Flood, Calamity)

Schools may:

issue certifications based on surviving ledgers, microfilms, backups,
reconstruct records using department copies and graduation lists,
annotate that the document is issued from reconstructed archives.

Your role is to provide whatever secondary evidence you have (old IDs, grade slips, photos of diploma, yearbook entries), but the registrar’s surviving record remains controlling.

G. Requests From Abroad

If you are outside the Philippines:

authorize a representative (often via notarized SPA; if executed abroad, it may need consular notarization or apostille depending on the country),
request courier release,
clarify if the school accepts e-signatures or scanned authorizations (varies).

VIII. Grounds Schools Commonly Use to Withhold Records (and Limits)

Common grounds:

unpaid obligations clearly tied to the institution (tuition, library fines),
unresolved disciplinary cases with formal hold orders,
identity cannot be verified,
request is from a third party without proper consent.

Limits:

holds should be documented, policy-based, and proportionate,
requests should not be stalled indefinitely without a written reason and a process to resolve it,
data privacy should be used to protect the student, not to block the student from accessing their own records.

IX. Practical Checklist for a Smooth Request

Bring / Prepare:

2 valid government IDs (at least 1 primary ID if possible)
Student number, course, year graduated
Request form or letter
Affidavit of Loss (if applicable)
Authorization letter / SPA (if using a representative)
Payment method and budget for fees
Details on how many copies and whether sealed

If requesting correction:

PSA Birth Certificate (and annotated copies if applicable)
Marriage certificate (if using married name)
Court/administrative orders if name was legally changed

X. Sample Request Letter (General Form)

Date: ____________

The University Registrar [Name of College/University] [Campus Address]

Subject: Request for [Duplicate Diploma / Transcript of Records / Certification]

Dear Registrar:

I am [Full Name], a graduate of [Degree/Program], Student No. [____], who graduated on [Month Year]. I respectfully request the issuance of the following:

[e.g., One (1) Certified True Copy of Transcript of Records]
[e.g., One (1) Certification of Graduation / Degree Conferred]
[e.g., One (1) Duplicate Diploma] (if applicable)

Purpose: [Employment / PRC licensure / graduate studies / abroad] Release Method: [Personal pickup / Authorized representative / Courier] If sealed envelope is required, please place the TOR in a sealed envelope with school stamp across the flap.

If requesting due to loss/destruction, attached is my Affidavit of Loss and copies of my valid IDs.

Thank you.

Respectfully, [Signature] [Printed Name] [Mobile Number / Email] Attachments: [IDs, Affidavit of Loss, authorization, receipts, etc.]

XI. If You Encounter Refusal or Unreasonable Delay: Lawful Escalation Paths

1) Internal Escalation

Registrar → Assistant/University Registrar → VP for Academic Affairs → Office of the President Request a written explanation of:
the specific deficiency,
the policy basis,
and how to cure it.

2) CHED Complaint (for HEIs)

CHED regional offices generally handle complaints involving higher education institutions, especially where:

an HEI refuses to release records without lawful basis,
fees/processes appear abusive,
or the HEI has closed and record custody is unclear.

3) Anti-Red Tape Remedies (Primarily Public Institutions)

For SUCs and other public offices:

request the Citizen’s Charter/service standards,
file administrative complaints through the appropriate channels if service standards are violated.

4) Legal Remedies (Last Resort)

Depending on facts, possible avenues include:

demand letter through counsel,
civil claims for damages if refusal is wrongful and causes provable harm,
injunction-type relief in appropriate cases.

These are fact-sensitive and depend on documentation and the reason for withholding.

XII. Bottom Line Principles

Registrar records (TOR/certifications) are the strongest proof of academic completion.
A “replacement diploma” is usually a duplicate marked as such, not a fresh original.
Data privacy rules explain the strict ID/authorization requirements, not blanket denial.
If the school is closed, your goal is to identify the lawful custodian of records.
For public institutions, transparency and service timelines are expected; for all institutions, refusal should be policy-based and reasonable, not arbitrary.