Transferring schools in the Philippines is usually manageable once you separate two issues: getting accepted by the new school and transferring the learner’s official records. For elementary and high school students, DepEd rules generally require the old and new schools—not the parent—to exchange the permanent record. For college students, the receiving university decides whether to admit the applicant and which subjects or units it will credit. The safest approach is to obtain preliminary acceptance from the new school before formally withdrawing from the old one.

Know Which Transfer Process Applies to You

The requirements depend on the learner’s educational level and circumstances.

Situation	Main government authority	Key transfer document
Public or private elementary school	Department of Education (DepEd)	School Form 9 and School Form 10
Junior or senior high school	DepEd	School Form 9 and School Form 10
College or university	Commission on Higher Education (CHED) and the institution	Transfer credential or honorable dismissal and Transcript of Records
Technical-vocational program	Technical Education and Skills Development Authority (TESDA) and the institution	Training record, certificate, or transfer documents required by the provider
Foreign learner studying in the Philippines	School, DepEd or CHED, and Bureau of Immigration	School records plus the appropriate visa or study permit
Learner transferring from or to another country	DepEd or CHED, school, and sometimes DFA	Authenticated academic records and certified translations, when required

School Form 9, formerly called Form 138, is the learner’s report card for the current or most recently completed school year.

School Form 10, formerly Form 137, is the permanent academic record containing the learner’s historical grades and other official information. It is normally transferred directly from the old school to the new school.

Legal Basis for Transferring Schools in the Philippines

The right to choose a course or school is subject to reasonable admission rules

Article XIV, Section 5(3) of the 1987 Philippine Constitution recognizes every citizen’s right to select a profession or course of study, subject to fair, reasonable, and equitable admission and academic requirements. This means a student may apply to transfer, but the student does not have an absolute right to admission to a particular school or program. (Lawphil)

For colleges and universities, academic freedom also allows institutions to establish admission, retention, residency, and credit-transfer policies. Section 13 of the Higher Education Act of 1994, Republic Act No. 7722, expressly protects the academic freedom of higher education institutions. (Lawphil)

Students have a right to their school records

Section 9 of the Education Act of 1982, Batas Pambansa Blg. 232, gives students the right to access their own school records, subject to confidentiality, and the right to receive official certificates, grades, transcripts, transfer credentials, and similar documents within 30 days from request. (Lawphil)

This general right must be read together with more specific rules governing record confidentiality, school-to-school transmission, disciplinary status, and unsettled obligations to private schools.

DepEd controls basic education record transfers

The principal rule for elementary and high school records is DepEd Order No. 54, series of 2016. It requires the transfer process to be quick and convenient while protecting the confidentiality and security of learner records. (Department of Education)

The Revised Basic Education Enrollment Policy under DepEd Order No. 17, series of 2025 further simplified enrollment requirements and allows enrollment through in-person or remote procedures adopted by the school. (DepEd Calabarzon)

School records are protected personal information

Schools must process and disclose student information consistently with the Data Privacy Act of 2012, Republic Act No. 10173. This is one reason permanent records are generally exchanged through authorized school personnel rather than handed informally to parents, students, or unrelated third parties. (Lawphil)

Requirements for Transferring Elementary or High Schools

DepEd schools generally ask transferees for the following:

Document	Purpose	Important note
Basic Education Enrollment Form	Records the learner’s personal, household, and enrollment information	A minor’s form must normally be signed by a parent or legal guardian
School Form 9 or report card	Shows the latest grades and promotion status	Bring the original or the copy specified by the receiving school
Learner Reference Number	Locates the learner’s record in the Learner Information System	The LRN should remain the same throughout basic education
PSA-issued birth certificate or accepted substitute	Confirms the learner’s identity and birth details	Under the revised policy, the PSA document generally needs to be submitted only once during K–12
Proof of identity of parent or guardian	Confirms authority to enroll the child	Particularly important where the enrolling adult is not a parent
Certificate of good moral character	Used by some schools for conduct assessment	Commonly requested, but not a universal DepEd requirement for every transfer
Clearance from the previous private school	Confirms the return of property and settlement of obligations	May be required before official credentials are released
Medical, vaccination, or health records	Used for health and accommodation purposes	Requirements differ by school and learner circumstances

If a PSA birth certificate is not immediately available, DepEd’s revised enrollment policy permits certain secondary documents, such as a National ID or other government ID, local certificate of live birth, barangay certification, baptismal certificate, certificate of foundling, or an affidavit of undertaking. The PSA document should be submitted when it becomes available, subject to the school’s deadline. (DepEd Calabarzon)

Schools may request additional documents for specialized programs, science high schools, special education services, athletic programs, scholarships, or senior high school strands with limited slots.

How to Transfer Elementary or High Schools

1. Confirm that the new school can accept the learner

Contact the receiving school’s registrar, records officer, or enrollment committee before withdrawing from the current school.

Ask about:

Available slots in the appropriate grade level
Whether the school accepts midyear transferees
The deadline for enrollment
Senior high school strand availability
Curriculum differences
Entrance, placement, or diagnostic tests
Documents needed for temporary enrollment
Tuition and other lawful charges, if it is a private school

A transfer is not complete merely because the learner leaves the old school. The receiving school must accept and officially enroll the learner.

2. Submit the enrollment form and available documents

Give the receiving school the Basic Education Enrollment Form, School Form 9, identification documents, and other available requirements.

Parents generally do not need to obtain School Form 10 personally. Under DepEd Order No. 54, learners and parents are not permitted to hand-carry the permanent record to the receiving school.

3. Inform the previous school and complete any clearance requirements

Notify the old school in writing that the learner is transferring. Return borrowed books, devices, identification cards, uniforms belonging to the school, laboratory materials, and other accountable property.

For a private school, request a written statement of account and clearance checklist. Keep copies of:

Payment receipts
Returned-property acknowledgments
Clearance forms
Emails and letters
Any payment or settlement agreement

4. Let the receiving school request School Form 10

After enrollment, the receiving school should identify the learner through the Learner Information System using the learner’s LRN. The system notifies the originating school that the permanent record has been requested.

The old school then prepares and sends School Form 10 by authorized mail, courier, electronic facility, or another approved school-to-school method. The originating and receiving schools update the status of the record request in the Learner Information System.

5. Follow up with the receiving school—not only the old school

For a learner transferring at the start of the school year, the receiving school should secure the permanent record before the end of the first grading period. For a midyear transferee, the documents should generally be secured within 30 days from the learner’s first day of attendance.

If one month passes without receipt, the receiving school should use the follow-up mechanism in the Learner Information System. If the record remains unavailable after the applicable period, the receiving school should bring the matter to the Schools Governance and Operations Division of the Schools Division Office.

Can a Learner Enroll While School Records Are Incomplete?

A learner may be accepted on a temporary basis when required credentials are still being processed. This prevents a child from immediately losing access to classes because of an administrative delay.

However, temporary enrollment is not the same as complete official enrollment. Until the necessary credentials arrive, the learner may face limitations involving:

Official promotion to the next grade
Confirmation of graduation
Issuance of a final progress report
Issuance of a new permanent record
Verification of previously completed subjects

Parents should therefore treat temporary enrollment as a short-term solution and actively monitor the record transfer.

What Happens If the Previous Private School Is Withholding Records?

The answer depends on the type of unpaid amount.

Unpaid tuition, lawful fees, or unreturned property

Under DepEd Memorandum No. 23, series of 2026, a private basic education school may withhold official transfer credentials while tuition, valid school fees, or property obligations remain unsettled. The learner may be tagged as temporarily enrolled at the receiving school.

A temporarily enrolled learner who satisfies academic and attendance requirements may attend classes and participate in graduation or moving-up ceremonies. However, the learner cannot be officially promoted or confirmed as graduated in DepEd’s systems until the required transfer credentials are submitted. The receiving school also cannot issue official permanent records based solely on incomplete or unofficial documents.

Practical solutions include:

Ask for an itemized statement of account.
Dispute incorrect charges in writing.
Return all outstanding school property.
Negotiate a written payment schedule or settlement agreement.
Execute an affidavit of undertaking when allowed.
Obtain written confirmation once all obligations have been satisfied.
Request immediate release of the credentials after settlement.

Voluntary contributions

Nonpayment of a voluntary contribution is different from nonpayment of tuition or a lawful contractual obligation. DepEd Order No. 54 reiterates that failure to pay voluntary school contributions or membership fees cannot be used as a basis for non-admission, non-promotion, or refusal to issue clearance in the public-school context.

A school should clearly identify whether the disputed amount is tuition, an authorized fee, payment for lost property, or merely a voluntary contribution.

How to Transfer Colleges or Universities in the Philippines

College transfers are more institution-specific than elementary and high school transfers. CHED sets minimum standards, but universities and colleges retain substantial authority over admissions and credit evaluation.

Common college transfer requirements

A receiving college may require:

Completed transferee application
Copy of grades or preliminary Transcript of Records
Transfer credential or honorable dismissal
Certificate of good moral character
Course descriptions or certified syllabi
PSA birth certificate
Government-issued identification
Recent photographs
Entrance or qualifying examination
Interview with the dean or department chair
Medical examination for certain programs
Clearance from the former institution
Portfolio, audition, or skills test for specialized programs

An honorable dismissal, also called a transfer credential, generally confirms that the student voluntarily left the previous institution and is eligible to transfer, subject to the receiving school’s rules. It does not guarantee admission or automatic crediting of subjects.

Step-by-step college transfer process

Request a preliminary evaluation from the new school. Submit a copy of your grades before applying for an honorable dismissal. This helps you determine whether the school will accept you and approximately how many units may be credited.
Check the program’s admission and residency rules. Some programs accept transferees only before a particular year level. Others require the student to complete a minimum number or percentage of units at the receiving institution before graduation.
Compare curricula and course descriptions. A subject with a similar title is not automatically equivalent. The department may compare learning outcomes, number of units, laboratory hours, prerequisites, and syllabus content.
Complete clearance at the former school. Settle legitimate financial obligations and return school property. Obtain the registrar’s instructions for requesting the transfer credential.
Apply for the honorable dismissal or transfer credential. Do not request it prematurely. Some institutions treat its issuance as the student’s formal separation from the school.
Submit the transfer credential to the receiving institution. The new registrar usually sends an official request for the complete Transcript of Records directly to the former institution.
Obtain a written credit evaluation. Ask for a list showing which subjects were credited, rejected, or classified as electives. Keep this document because it affects prerequisites and the expected graduation date.

Why some college units are not credited

Common reasons include:

The previous grade is below the receiving school’s required minimum
Course content is substantially different
The subject has fewer units or laboratory hours
The previous program lacked the required authorization
The subject is too old for a rapidly changing field
The student is transferring to a different degree program
The receiving school requires a validation examination
The institution imposes a maximum number of transferable units
Professional programs have stricter residency or sequencing rules

The practical effect is that a second-year student at the old school may be classified as a first-year or irregular student at the new institution.

Transferring to a State University or Local University

Free tuition under the Universal Access to Quality Tertiary Education Act, Republic Act No. 10931, does not eliminate admission and retention requirements. A transferee must still pass the receiving state university or local university’s examination, grade requirements, program screening, and other institutional rules. (Lawphil)

Some public universities accept transferees only when slots remain after accommodating continuing students and qualified freshmen. Transfer deadlines may also be earlier than ordinary enrollment dates.

Requirements for Foreign Students

Foreign minors in elementary or high school

Immigration compliance is separate from school admission. A foreign child may need a Special Study Permit, depending on age, immigration status, course, and length of study. The receiving school usually assists with or initiates the immigration process.

The Bureau of Immigration identifies the Special Study Permit as the appropriate route for certain foreign learners who do not qualify for a regular student visa, including students below 18 or those enrolled in qualifying non-degree or short-term programs. (Bureau of Immigration Philippines)

Foreign college students

A foreign national who is at least 18 years old and will study in a course higher than high school generally needs a Section 9(f) student visa. Only institutions authorized or accredited to accept foreign students should handle the application. (Bureau of Immigration Philippines)

A foreign student transferring between Philippine colleges may be asked for:

Honorable dismissal or transfer credential
Official Transcript of Records
Passport and valid immigration documents
Alien Certificate of Registration, when applicable
Endorsement from the receiving school
CHED endorsement for certain transfers or changes of program
Updated student visa or study permit documentation

The school should coordinate the transfer with the Bureau of Immigration before the student stops attending the original institution. A school transfer can affect the validity or sponsorship of the student’s immigration status.

Transferring From a Foreign School to a Philippine School

Prepare the following as early as possible:

Official report cards or transcripts
Certificate showing the last grade or year completed
Course descriptions or curriculum records
Proof that the foreign school is recognized or accredited
Passport or birth certificate
Certified English translation if the documents are in another language
Apostille, authentication, or consular certification when required
School calendar showing the dates and length of the academic year

The Philippine school will evaluate the learner’s grade placement. If the records are incomplete, come from an unrecognized institution, or cannot establish an equivalent grade level, DepEd may require additional evaluation or a placement examination. The Learner Information System guidance recognizes that learners coming from unaccredited international or private institutions may need an appropriate placement or validation process. (DepEd Support)

Do not assume that the grade level used abroad will correspond exactly to the Philippine K–12 system. Differences in school calendars, curriculum sequencing, and compulsory-entry ages can affect placement.

Transferring From the Philippines to a School Abroad

Ask the foreign school exactly which records it requires before ordering documents. It may request:

School Form 10 or Transcript of Records
School Form 9 or recent report cards
Diploma or certificate of graduation
Certificate of enrollment
Certificate of English as the medium of instruction
Course descriptions
Certified true copies
DepEd or CHED Certification, Authentication and Verification
DFA Apostille

For basic education records needed for overseas use, the request may be lodged through the nearest Schools Division Office under DepEd’s record-request process. The applicant may provide the learner’s LRN or the name of the last school attended.

For college records, CHED operates an electronic Certification, Authentication and Verification system. DFA has also introduced digital apostille processing for eligible CHED eCAV documents. (eCAV)

An apostille is not automatically required for every foreign-school application. It is necessary only when requested by the receiving institution or required for the document’s intended official use.

Typical Fees and Timelines

Activity	Practical timeframe	Possible cost
Initial school inquiry and document screening	Same day to one week	Usually free
Basic education enrollment evaluation	One to several school days	No enrollment fee in public school
Private-school clearance	Three days to several weeks	Outstanding lawful obligations, if any
School-to-school transfer of School Form 10	Within the first grading period, or about 30 days for a midyear transferee	Processing and delivery ordinarily handled by the schools
College application and entrance assessment	One day to several weeks	Institution-specific application or examination fee
Honorable dismissal or transfer credential	Commonly several days to a few weeks	Registrar’s document fee
Official Transcript of Records	Often one to four weeks	Per-page, certification, mailing, or courier charges
College credit evaluation	One to four weeks, sometimes longer for specialized programs	Usually included in the application process
Apostille or authentication	Depends on the issuing agency and service selected	Government and delivery fees

Timelines become longer when the learner’s name, birth details, LRN, grades, or school history do not match across records.

Common Problems That Delay a School Transfer

Withdrawing before the new school confirms acceptance

A college transferee may obtain an honorable dismissal and later discover that the preferred university will not accept the application or will credit very few units. Always seek preliminary evaluation first.

Hand-carrying an opened permanent record

An official record may be rejected if it was supposed to remain sealed or be transmitted directly by the previous school. Follow the receiving registrar’s instructions.

Using different names across documents

Differences involving middle names, married names, suffixes, dates of birth, or spelling can prevent the school from finding the correct Learner Information System record. Resolve discrepancies early and bring supporting civil-registry documents.

Assuming that all subjects will be credited

Admission and crediting are separate decisions. A student can be accepted as a transferee while losing substantial credits.

Ignoring senior high school strand differences

A Grade 11 or Grade 12 transferee who changes strands may need bridging subjects or additional competencies. The school should provide a written assessment of deficiencies.

Waiting until classes have already started

Midyear transfers are possible, but differences in lesson sequencing, grading periods, and attendance requirements can create academic problems. Transfer at the end of a grading period or semester when reasonably possible.

Relying only on verbal promises

Ask for written confirmation of acceptance, temporary enrollment status, credited subjects, outstanding deficiencies, and deadlines for submitting original records.

Where to Raise a Complaint or Record-Transfer Problem

For elementary or high school concerns, use the following order:

Registrar or records officer
School head or principal
Schools Division Office, particularly the Schools Governance and Operations Division
DepEd Regional Office
DepEd Private Education Office for unresolved private-school issues

For college concerns:

Registrar
Dean or admissions office
University president or designated grievance office
CHED Regional Office with jurisdiction over the institution

Submit the complaint in writing and attach the request letter, proof of receipt, payment records, clearance documents, and correspondence. A written paper trail is far more useful than repeated verbal follow-ups.

Frequently Asked Questions

Can I transfer schools in the middle of the school year?

Yes, subject to the receiving school’s acceptance, available space, attendance rules, and ability to place the learner properly. For basic education, the receiving school should generally secure the permanent record within 30 days from the learner’s first day of attendance.

Do I need Form 137 before enrolling in a new school?

Usually not for initial basic education enrollment. The receiving school may use School Form 9 and other available documents, then request School Form 10 directly from the previous school.

Can parents personally carry Form 137 to the new school?

DepEd Order No. 54 generally prohibits learners and parents from hand-carrying the permanent record in an ordinary school transfer. The record should move directly between authorized schools.

Can a private school refuse to release records because of unpaid tuition?

A private basic education school may withhold official transfer credentials while valid tuition, fee, or property obligations remain unsettled. The learner may be temporarily enrolled elsewhere, but official promotion or graduation cannot be completed until the credentials are submitted.

Can a public school refuse a transferee?

A public school may evaluate grade placement, residence or service-area considerations, capacity, age, records, and specialized-program requirements. A learner’s right to education does not necessarily create an absolute right to attend one specific public school.

Will all my college subjects be credited?

No. The receiving college evaluates equivalency based on grades, content, units, laboratory hours, prerequisites, curriculum, and institutional policy. Request a written credit evaluation before finalizing the transfer.

Is an honorable dismissal the same as a Transcript of Records?

No. An honorable dismissal or transfer credential confirms separation and eligibility to transfer. The Transcript of Records contains the student’s academic history. The receiving school commonly needs both.

Can I return to my former college after obtaining an honorable dismissal?

That depends on the former college’s readmission policy. Because an honorable dismissal may formally terminate your enrollment relationship, confirm your options before requesting it.

Does a foreign student need a new visa when transferring schools?

The transfer may require immigration endorsement, amendment, or updating because the school is involved in the student visa or study-permit process. The student and receiving school should complete Bureau of Immigration requirements before relying on the transfer.

What should I do if the old school has closed?

Contact the Schools Division Office for a basic education school or the appropriate CHED Regional Office for a college. Records may have been turned over to a designated custodian, successor institution, DepEd office, or CHED office.

Key Takeaways

Obtain preliminary acceptance from the new school before formally withdrawing from the old one.
For elementary and high school transfers, submit School Form 9 and let the schools exchange School Form 10 directly.
The learner’s LRN should remain unchanged when transferring within the Philippine basic education system.
A midyear transferee’s permanent record should generally be secured within 30 days from the first day of attendance.
Private schools may require settlement of legitimate financial and property obligations before releasing official credentials.
College admission does not guarantee that all previously earned units will be credited.
Foreign students must address immigration requirements separately from academic admission.
Keep written copies of applications, clearances, receipts, record requests, credit evaluations, and settlement agreements.