Quick answer

To obtain or correct school records in the Philippines, start with the registrar or school head of the institution that created and keeps the record. Submit a written request identifying the exact document and, for a correction, the incorrect entry, the correct entry, and the supporting civil-registry or other official records.

For basic education, requests involving Form 137, Form 138, certificates of completion, diplomas, and permanent-record corrections may require coordination with the school’s Schools Division Office (SDO). For college or graduate-school records, apply through the higher education institution’s registrar; if the institution has closed, contact the appropriate Commission on Higher Education (CHED) Regional Office. TESDA National Certificates and Certificates of Competency follow a separate TESDA replacement or correction process.

Students have a legal right to access their own school records and to receive official certificates, diplomas, transcripts, grades, transfer credentials, and similar documents within 30 days from request, subject to lawful regulations, identity verification, and protection of other people’s confidential information. Parents also have the right to access official records directly relating to children under their parental responsibility. These rights appear in Sections 8 and 9 of the Education Act of 1982.

A school-record correction does not itself amend a birth certificate or other civil-registry record. If the source record is wrong, that record may first have to be corrected through the local civil registrar, the Philippine Statistics Authority (PSA), a Philippine consulate, or a court, depending on the nature of the error.

Identify the record and the correction you need

The proper process depends on the document involved:

Basic-education records: Learner Permanent Record or Form 137, Report Card or Form 138, diploma, certificate of completion, enrollment record, grades, Learner Reference Number, or related DepEd records.
Higher-education records: Transcript of Records (TOR), diploma, transfer credential or honorable dismissal, certification of graduation, units earned, grades, or enrollment.
TESDA credentials: National Certificate (NC), Certificate of Competency (COC), or related certification.
Civil-registry documents: Birth, marriage, or other civil-registry records used as the basis of the school entry.

Distinguish among three situations:

The school made a copying or encoding mistake. The correct information already appears in the learner’s birth certificate and earlier records.
The school faithfully copied an incorrect civil-registry record. The source document may need correction before the school can revise its permanent record.
The person’s legal name or civil status later changed. The school will ordinarily require the legal instrument establishing that change, such as an annotated civil-registry document or final court order.

Do not ask a registrar simply to “change the name” without explaining which of these situations applies. The evidence and approval process may be different.

Your legal right to school records

Under the Education Act of 1982:

A student has the right to access his or her own school records.
The school must maintain the confidentiality of those records.
A student has the right to the issuance of official certificates, diplomas, transcripts, grades, transfer credentials, and similar documents within 30 days from request.
A parent has the right to access official records directly relating to a child under that parent’s responsibility.

School records are also personal data—and educational information is sensitive personal information—under the Data Privacy Act of 2012. The student generally has rights of access and rectification. For a minor, these rights may ordinarily be exercised by a parent or legal guardian.

The National Privacy Commission (NPC) has explained that schools must act on reasonable requests for a learner’s records, subject to identity verification, lawful limitations, and safeguards for other people’s data. A school may redact third-party information or restrict disclosure of material that is legally privileged or properly confidential, but “data privacy” is not a blanket reason to deny access to the learner’s own information. See NPC Advisory Opinion No. 2025-017 on access to school records.

The right to receive an official credential does not necessarily mean that an applicant may dictate its format, bypass verification procedures, demand the school’s sole original permanent record, or require disclosure of other students’ information.

How to obtain basic-education records

If the learner is transferring schools

For public basic-education schools, DepEd’s standard process is school-to-school transfer of the permanent record:

Enroll at the receiving school and provide accurate identifying information, including the Learner Reference Number if available.
The receiving school initiates the request through the Learner Information System.
The originating school prepares and sends Form 137 directly to the receiving school.
The receiving and originating schools record the sending and receipt of the document in the system.

Under DepEd Order No. 54, series of 2016, learners and parents should not hand-carry Form 137 in a school-to-school transfer. This protects the authenticity and confidentiality of the permanent record.

The receiving school should secure the permanent records of incoming learners before the end of the first grading period. For a learner who transfers during the school year, the records should be secured within 30 days from the first day of attendance. If the record has not arrived, follow up with the receiving school—not merely the former school—because the official transaction is between the schools.

If Form 137 is unavailable for reasons beyond the school’s control, DepEd Order No. 54 allows the Report on Promotions, or School Form 5, maintained at the SDO to be used as a substitute in the circumstances covered by the policy.

If the record is needed for employment, migration, scholarship, or another personal purpose

Contact the last school attended first. Ask whether it can issue:

A certified copy or appropriate certification based on Form 137;
A certificate of completion or graduation;
A copy of the report card;
A diploma replacement, certified copy, or certification in lieu of a lost diploma; or
Another record specifically required by the requesting organization.

DepEd Order No. 54 also permits a requesting party who needs Form 137 or a completion or non-completion certification for another purpose to lodge the request with the nearest SDO. The applicant may provide the Learner Reference Number or identify the last school attended. The concerned SDO then coordinates with the school or prepares an appropriate certification from available records.

Ask the SDO about its current Citizen’s Charter, appointment system, documentary requirements, and authorized fees before traveling. Local implementation and the office handling the application may differ.

How to correct basic-education records

Begin with the school currently maintaining the record or, for a graduate, the school last attended.

Prepare a written request

State:

The learner’s complete name appearing in the school record;
Learner Reference Number, if known;
Date and place of birth;
School years and grade levels attended;
The exact document and entry to be corrected;
The incorrect entry as presently written;
The requested correct entry;
Why the discrepancy occurred, if known; and
Your contact information and the purpose or deadline for the corrected record.

Ask for a received copy or official acknowledgment.

Gather supporting documents

Requirements depend on the type and significance of the correction. Common supporting records may include:

A recent PSA-issued birth certificate;
A certified local civil-registry copy, when relevant;
Earlier school records showing the consistent correct entry;
Valid government-issued identification;
Marriage certificate, annotated birth certificate, adoption decree, recognition document, or final court order, when applicable;
Affidavit explaining the discrepancy;
The erroneous original credential, if it is being replaced; and
Authorization and identification documents if a representative will transact.

The school or DepEd office may require additional records to establish that the requested correction is genuine and does not conceal a change of identity.

Allow the school to endorse the request

Simple encoding problems may be resolved at the level authorized under current DepEd procedures. Other corrections may require review or approval by the SDO or Regional Office. Do not alter the physical document yourself or ask school personnel to erase or overwrite an entry without an authorized correction process.

Regional offices periodically issue or update their processing rules. Confirm the current checklist with the school and the SDO having jurisdiction rather than relying on an old online checklist from another region.

When the birth certificate is also wrong

A school cannot ordinarily cure an error in the civil register merely by changing its own record.

Under Republic Act No. 9048, certain clerical or typographical errors and qualifying changes of first name or nickname may be handled administratively by a local civil registrar or Philippine consul. Republic Act No. 10172 expanded the administrative remedy to specified errors in the day or month of birth and sex, subject to its requirements.

These laws do not cover every discrepancy. A correction that is substantial, controversial, or affects matters outside the statutes may require a judicial proceeding under Rule 108 of the Rules of Court. The proper remedy depends on the actual entry, the requested change, and the supporting evidence.

After the civil-registry correction is approved and the PSA record is annotated or updated, obtain official copies and submit them to the school. Ask the school to correct all affected records, not only the diploma.

How to obtain or correct college and graduate-school credentials

Apply first to the registrar of the college or university that holds the records. Specify whether you need:

An official TOR;
Diploma or replacement diploma;
Certification of graduation;
Transfer credential or honorable dismissal;
Certification of units earned;
Certified true copies; or
Corrected records following a legal or civil-registry correction.

Submit the institution’s application form, identification, proof of authority if using a representative, and the records supporting any requested correction. If another school or employer requires the TOR to be sent directly, follow the registrar’s official transmission procedure.

Higher education institutions may have reasonable rules on clearance, verification, delivery, representatives, replacement documents, and authorized charges. Nevertheless, the statutory 30-day right to official credentials remains relevant. If the school claims that a document cannot be released, ask for the exact written legal or regulatory basis and a written explanation of any deficiency.

If the college or university has closed

Contact the CHED Regional Office covering the institution’s former location. Ask:

Whether CHED holds the institution’s student records;
Whether another school or lawful custodian received them;
What documents are available;
How to request a TOR, certification, or CAV; and
What proof of identity, attendance, or graduation is required.

Provide as much historical information as possible: the school’s complete former name, campus address, course, student number, years attended, and name used while enrolled. Old report cards, receipts, registration forms, diplomas, yearbooks, and correspondence may help locate the record, but they do not automatically replace an official TOR.

Certification, Authentication and Verification

Certification, Authentication and Verification, commonly called CAV, is different from merely requesting a TOR or diploma.

For basic-education records, follow DepEd Order No. 48, series of 2017 and the current instructions of the responsible DepEd office.

For higher-education records, the school normally authenticates its academic documents and endorses the application to the appropriate CHED Regional Office. CHED maintains an electronic CAV portal, but the applicant should confirm whether the school or individual must initiate the particular transaction.

Documents for use abroad may also require a DFA Apostille after the appropriate education agency’s authentication process. Check the receiving country or foreign institution’s exact requirements before paying for authentication, translation, courier service, or apostille processing.

TESDA certificates

For a lost TESDA National Certificate or Certificate of Competency, apply at the TESDA office that issued it. TESDA’s published replacement procedure calls for:

A letter of request;
A notarized affidavit of loss; and
A passport-size photograph.

For a damaged certificate, submit a request, the original damaged certificate, and the required photograph. For an erroneous entry, TESDA requires the original certificate, a request letter, a photograph, and a certified copy of the passport or birth certificate. Confirm the current checklist with the issuing office. See TESDA’s official assessment and certification guidance.

A certificate’s record or status may also be checked through TESDA’s Registry of Certified Workers.

If the original credential was lost or damaged

Do not assume that every institution issues a second original diploma. Depending on its rules and available records, the institution may issue:

A replacement marked as such;
A certified true copy;
A certification of graduation or completion;
An official TOR; or
Another verifiable credential accepted for the intended purpose.

Ask the recipient—such as an employer, licensing body, foreign school, embassy, or government agency—which alternative it will accept.

The school may request an affidavit of loss, the damaged original, identification, photographs, publication, or other supporting documents. These are not uniform for every institution, so obtain the registrar’s written checklist.

Can a school withhold records because of unpaid charges?

The answer depends on the type of school, the document requested, the nature of the obligation, and the regulation invoked.

For basic education, DepEd Order No. 54 reiterates that nonpayment of voluntary school contributions or membership fees must not be used as a basis for non-admission, non-promotion, or non-issuance of clearance. A school should not relabel a voluntary contribution as compulsory merely to block a learner’s records.

Different issues may arise from unpaid tuition or other valid contractual charges in a private institution. Request a written statement of account, identify disputed charges, consult the enrollment contract and school manual, and ask the registrar to cite the specific rule relied upon. Do not assume that every unpaid amount lawfully permits indefinite withholding of every credential.

If immediate enrollment, employment, licensure, or migration is at risk, consider paying an undisputed amount under a written reservation of rights while formally contesting questionable charges. Obtain legal advice before doing so when the amount or consequences are substantial.

What to do if the school delays or refuses

Send a documented follow-up

Address the letter or email to the registrar and school head. Attach the original request and proof that it was received. Cite the 30-day rule in Section 9(5) of the Education Act of 1982 and request:

Release of the document;
A definite processing date;
A written list of missing requirements; or
A written explanation of the legal basis for refusal.

Avoid relying solely on telephone calls or verbal promises.

Escalate to the proper regulator

For basic education, elevate the matter to the SDO having jurisdiction over the school. If unresolved, follow the applicable DepEd regional or central-office complaint or public-assistance procedure.

For higher education, contact the appropriate CHED Regional Office. For TESDA-issued credentials, contact the issuing TESDA Provincial or District Office and then the Regional Office if necessary.

Consider a privacy complaint

If the dispute concerns unjustified denial of access to personal data, refusal to correct demonstrably inaccurate data, misuse of records, or unauthorized disclosure, first send a written data-subject request to the school’s Data Protection Officer or designated privacy contact.

If the school does not resolve the matter, a complaint may be considered under the NPC’s procedures. The NPC can investigate Data Privacy Act violations, but it does not replace DepEd or CHED in deciding purely academic matters or issuing credentials that do not exist.

Evidence to preserve

Keep copies of:

Every application, letter, email, and online submission;
Receiving stamps, reference numbers, acknowledgments, and courier records;
Official receipts and written fee schedules;
The erroneous, damaged, or incomplete credential;
PSA and local civil-registry documents;
Earlier school records showing the correct information;
Enrollment forms and documents originally submitted to the school;
Screenshots of portal entries or error messages;
Written explanations, denials, and lists of alleged deficiencies;
Names, positions, dates, and summaries of conversations with school personnel; and
Proof of a deadline, such as a university admission, employment, licensure, immigration, or scholarship requirement.

Preserve original documents. Submit certified copies where accepted and obtain a receipt whenever an original must be surrendered.

Common mistakes to avoid

Requesting a correction from PSA when only the school record is wrong—or asking the school to correct an erroneous birth certificate.
Using inconsistent names in separate applications without explaining the discrepancy.
Altering, erasing, laminating over, or digitally editing an official credential.
Hand-carrying Form 137 during a school-to-school transfer despite the DepEd protocol.
Submitting the only copy of an important document without retaining a scan and proof of delivery.
Asking for “all records” without identifying the exact credential and purpose.
Depending on an unofficial fixer or paying a fee without an official receipt.
Assuming that an affidavit alone proves a substantial change of identity or civil status.
Waiting until an enrollment, board-examination, employment, or visa deadline is imminent.
Treating CAV, certified true copies, DFA Apostille, and ordinary school-issued records as interchangeable.

When legal help is urgent

Seek prompt assistance if:

A school record attributes another person’s grades, identity, or disciplinary history to you;
The discrepancy suggests identity theft, falsification, a fabricated diploma, or fraudulent enrollment;
A school has closed and no agency can identify the records custodian;
The requested change affects legitimacy, adoption, nationality, sex, age, parentage, or another disputed civil-status matter;
A registrar refuses despite a documented complete request and an approaching deadline;
Records appear to have been lost, destroyed, deliberately altered, or disclosed without authority;
A foreign institution, licensing body, or employer is threatening rejection because records cannot be verified; or
A court case may be required to correct the source civil-registry entry.

Frequently asked questions

Can I personally request my Form 137?

Yes, particularly when it is needed for a purpose other than an ordinary transfer, but the school may issue a certified record or send it directly to the requesting institution. In a basic-education school-to-school transfer, DepEd’s process generally requires direct transmission between the originating and receiving schools.

How long should issuance take?

Section 9(5) of the Education Act of 1982 gives students the right to official certificates, diplomas, transcripts, grades, transfer credentials, and similar documents within 30 days from request. A correction involving verification, another agency, or a judicial proceeding may take longer, but the school should acknowledge the request and explain the required process.

Can a parent obtain a child’s records?

Generally, yes. The Education Act recognizes a parent’s right to official records directly relating to a child under parental responsibility. The school may verify identity, parental authority, custody restrictions, and the privacy of other people whose information appears in the records.

Can an adult student’s parent request the records?

Not automatically. Because the student is already an adult, the school may require the student’s written authorization and identification documents unless another lawful basis for disclosure exists.

Will marriage automatically change the name on an old diploma?

Not necessarily. Marriage does not make the person’s birth name erroneous, and institutions differ on whether historical academic records are reissued under a later married name. The school may instead annotate its records or issue a certification linking the names. Ask the registrar for its written policy and submit the marriage certificate and identification records.

Can an affidavit correct a wrong name or birth date?

An affidavit may explain a discrepancy, but it does not by itself amend a civil-registry entry or compel a school to recognize a substantial change. The school may require an annotated PSA certificate, an administrative civil-registry decision, or a final court order.

What if the school says the old record no longer exists?

Ask for that statement in writing and request a search of archived records. For basic education, inquire with the SDO about School Form 5 or other available reports. For a closed college, ask CHED to identify the records custodian. Preserve independent evidence of attendance, but understand that unofficial documents may not substitute for an official academic record.

Do I need CAV for local employment?

Not always. Ask the employer which document it requires. CAV is generally sought when an organization requires government certification and authentication of academic records; an ordinary official TOR or school certification may be sufficient for many local purposes.

Can I authorize another person?

Usually, subject to the institution’s rules. Expect to provide a signed or notarized authorization, copies of valid IDs, and sometimes a special power of attorney. Sensitive records should not be released merely because a representative knows the student’s name or student number.

Official references

This article provides general Philippine legal information, not legal advice for a particular case. Requirements may differ according to the record, school, region, and nature of the requested correction. Official sources and procedures were checked as of August 26, 2026.