In the journey toward professional licensure in the Philippines, a minor clerical error on a birth certificate or a mismatch between school records and government IDs can be a significant hurdle. The Professional Regulation Commission (PRC) is exacting with identity verification to maintain the integrity of the National Database of Professionals.
When a candidate’s name on their PSA Birth Certificate does not perfectly align with their Transcript of Records (TOR) or other valid IDs, the Affidavit of Discrepancy (specifically an Affidavit of One and the Same Person) becomes a vital legal instrument.
1. What is an Affidavit of Discrepancy?
An Affidavit of Discrepancy is a sworn statement wherein an individual (the affiant) declares under oath that the different names appearing in various documents refer to one and the same person.
In the PRC context, this is typically used to bridge the gap between:
- Minor typographical errors (e.g., "Mariel" vs. "Maryel").
- Missing middle names or initials in one document but present in another.
- Inclusion or exclusion of "Jr.", "III", or "Sr." ---
2. When the PRC Accepts an Affidavit
The PRC does not accept an affidavit for all types of name issues. It is generally reserved for minor clerical or typographical errors.
| Accepted via Affidavit | NOT Accepted (Requires Court Order/RA 9048) |
|---|---|
| Missing middle initial in the TOR. | Change of first name (e.g., from "Maria" to "Jane"). |
| Single letter misspelling (e.g., "Bernardo" vs "Bernado"). | Change of gender or birth date. |
| Use of "Maria" vs. "Ma." (if consistent elsewhere). | Correcting a completely different last name. |
| Interchanged middle and last names on a school record. | Substantial errors in the city or date of birth. |
Note: For substantial changes, such as a totally different first name or a corrected last name due to legitimacy issues, the PRC will require a Certificate of Finality from a court or a corrected birth certificate issued under Republic Act No. 9048 or RA 10172.
3. Essential Elements of the Affidavit
For the legal document to be valid and accepted by PRC processors, it must contain:
- Identity of the Affiant: Full legal name, age, civil status, and address.
- The Specific Discrepancy: A clear description of the error (e.g., "In my Birth Certificate, my name is spelled as X, but in my TOR, it is spelled as Y").
- The Affirmation: A categorical statement that "X" and "Y" refer to the same person.
- Purpose: Explicitly stating the affidavit is being executed to satisfy PRC requirements for the Licensure Examination.
- Signature and Notarization: It must be signed in the presence of a Notary Public and bear a Notarial Seal.
4. Supporting Documents to Attach
An affidavit alone is often not enough. To "cure" the discrepancy at the PRC window, you should bring:
- PSA Birth Certificate (Original and Photocopy).
- Transcript of Records with a scanned picture and "For Board Exam Purposes" remark.
- Two Valid Government IDs that reflect the correct name.
- Marriage Contract (for married females if the discrepancy involves the transition to a married surname).
5. Procedural Steps at the PRC
- Online Appointment: When registering via the LERIS portal, use the name as it appears on your Birth Certificate.
- Initial Screening: Present your documents to the processor. If a discrepancy is noted, they will ask for the Affidavit.
- Legal Review: In some regional offices, if the discrepancy is unusual, you may be referred to the Legal Division for a brief interview or clearance.
- Approval: Once cleared, the processor will manually override the system (if necessary) to ensure your Board Rating and License will eventually reflect the correct legal name.
6. The "Rule of Thumb" for Applicants
If the error is in your Birth Certificate, you must correct the source document through the Local Civil Registrar. If the error is in your School Records (TOR), it is often faster to have the school Registrar issue a corrected TOR or a "Letter of Clarification" to accompany your Affidavit.
Would you like me to draft a sample template for an Affidavit of One and the Same Person tailored for a PRC application?