If you're a parent or guardian trying to secure your child's Form 137 (permanent record), report card, ESC-related certification, or Good Moral Certificate, you're probably dealing with a school transfer, college or scholarship application, or preparation for work or migration abroad. These documents are essential for enrollment, verification of academic history, and proving good standing. Many families face questions about fees, delays, or schools holding records due to unpaid balances. This article explains the rules clearly, what schools can and cannot charge or do, your practical rights, and how to request these documents efficiently under current DepEd policies and Philippine law.

What These Documents Are

Form 137, now commonly called School Form 10 (SF10) in the K-12 system, is the learner’s permanent academic record. It contains personal details, complete grade history across years and subjects, promotion or retention status, and other official entries. It is the key transfer credential when moving to another school.

The report card (Form 138 or SF9) shows quarterly or periodic grades and performance for a specific school year. It is issued regularly to parents and used for initial enrollment or monitoring progress.

ESC certification refers to documents related to the Education Service Contracting (ESC) program, a DepEd and Private Education Assistance Committee (PEAC) initiative that provides tuition subsidies to eligible Grade 7 students enrolled in participating private junior high schools. Schools may issue certifications confirming enrollment, grades, or program participation for subsidy processing, continuity, or verification purposes.

Good Moral Certificate (or Certificate of Good Moral Character) is a formal statement from the school—usually issued by the guidance office, principal, or registrar—attesting that the student has no record of serious misconduct or violations of school rules. It is frequently required for transfers, college applications, scholarships, employment, or visas.

These records are governed by data privacy rules, so schools must verify identity and purpose before release and protect sensitive information.

Legal Basis and Your Rights

The 1987 Philippine Constitution (Article XIV, Section 1) guarantees the right to accessible quality education for all citizens. Batas Pambansa Blg. 232 (Education Act of 1982) and subsequent laws reinforce learner and parent rights to records and non-discriminatory access to education.

DepEd Order No. 54, s. 2016 (Guidelines on the Request and Transfer of Learner’s School Records) establishes the standard process for smooth, school-to-school transfers to avoid inconveniencing families. It reiterates that non-payment of voluntary contributions cannot block issuance of clearances or records (cross-referencing DepEd Order No. 41, s. 2012).

The Revised Manual of Regulations for Private Schools in Basic Education (and related issuances such as DepEd Order No. 88, s. 2010) allows private schools to withhold transfer credentials like Form 137 for unpaid contractual obligations. However, they must:

Release a certified true copy of grades (report card information) upon request.
Release the original Form 137 once the parent or guardian signs a reasonable promissory note or settlement plan.

Supreme Court decisions, such as St. Louis College of Tuguegarao v. Court of Appeals (G.R. No. 114002, July 27, 1995) and University of Pangasinan v. Mañara (G.R. No. 165212, April 11, 2011), recognize schools’ contractual right to collect fees but emphasize that this cannot unduly impede the fundamental right to education. Schools should pursue collection separately through civil remedies rather than blocking a child’s progress.

The Data Privacy Act of 2012 (Republic Act No. 10173) requires schools to handle records securely, with proper consent or legal basis for release, and limits disclosure to what is necessary.

Public schools operate under a strict no-collection policy for services tied to instruction and administration, including record issuance and transfers. Costs are charged to Maintenance and Other Operating Expenses (MOOE) or other school funds.

Public Schools vs. Private Schools: What Fees Apply

Public schools generally charge no fees for official issuance or release of Form 137/SF10, report cards, Good Moral Certificates, or ESC-related certifications when these support enrollment, transfer, or legitimate educational purposes. This aligns with DepEd’s no-collection directives. Any third-party courier costs are paid directly by the requester if requested.

Private schools may charge only reasonable, itemized, cost-based fees for extra personal certified copies or transmission (e.g., reproduction/printing per page, modest certification fee per set, actual courier rates plus minimal packing). These must be published in the Student/Parent Handbook or official registrar circulars and supported by official receipts.

For official school-to-school transfers, charging extra “processing” or “clearance” fees that act as barriers is discouraged and may be questioned by DepEd. Schools cannot use record release as leverage for disputed non-academic charges without basis.

Good Moral Certificates and ESC-related certifications follow similar rules: they should not be withheld solely for financial balances (especially Good Moral, which concerns conduct rather than tuition) and any fees must be nominal and transparent.

Typical reasonable ranges in private schools (vary by school and must be published):

Certified Form 137/SF10 copy (up to several pages): ₱150–600 (reproduction + certification), plus actual courier if needed.
Extra report card certified copy: ₱50–200.
Good Moral Certificate: ₱50–300.
ESC-related certification: Usually minimal or none for official program purposes; confirm with the school.

Rush fees (if offered) must be modest, and standard processing must remain available. Notarization is pass-through (actual notarial + stamp cost) only if required by the receiving institution.

Step-by-Step: How to Request These Documents

Identify the purpose and receiving party. For transfers, ask the new school to send an official written request on letterhead (preferred method). For personal use (college, scholarship, abroad), prepare a formal request letter stating the purpose.
Check the school’s published policies. Review the Student/Parent Handbook or ask the registrar for the current fee schedule and exact procedure. This prevents surprises.
Prepare requirements. Usually: written request or school form, valid government ID of parent/guardian, authorization letter if someone else is picking up, and (for minors) proof of relationship. For school-to-school, the receiving school handles most documentation.
Submit the request. In person at the registrar/guidance office or via official channels. Get a receiving copy or acknowledgment with control number and expected timeline.
Pay only allowed fees. Insist on an official receipt itemizing charges. For official transfers in public schools or proper private school-to-school requests, expect little or no charge.
Follow up and track. Standard processing is often 3–10 working days if records are on file; up to 15–30 days for older archived records. DepEd encourages prompt action.
Receive and verify. Check that the document is properly signed, sealed (if required), and contains accurate information. For transfers, the new school receives it directly in most cases.

For ESC grantees transferring schools, coordinate early with both schools and PEAC if needed to maintain subsidy continuity—grades and enrollment certifications are usually required.

Common Challenges and Practical Solutions

Many families encounter schools attempting to charge high “processing fees” not listed in the handbook, delaying release, or conditioning everything on full payment of tuition plus extracurricular charges.

Private schools may lawfully hold the original Form 137 for unpaid tuition but cannot withhold certified true copies of grades or block promotion, graduation participation, or exams. Offer or request a written promissory note with a realistic payment schedule—the school should accept reasonable ones.

If fees seem excessive or unpublished, politely request the official schedule in writing. Keep copies of all communications.

Delays beyond reasonable time (or DepEd-suggested 30-day outer limit in some contexts) can be escalated. Contact the school head in writing first, then the Schools Division Office (SDO), then the Regional Office. DepEd Regional Directors have issued compliance orders in similar cases.

For OFW or expat parents: Execute a Special Power of Attorney (notarized, and apostilled if executed abroad) authorizing a representative. Schools may still require video verification or additional ID in some cases. International courier or DFA authentication adds time and cost but is rarely needed for domestic use.

ESC-related documents should not create extra barriers; the program aims to support access.

Frequently Asked Questions

Can a private school withhold my child’s Form 137 because of unpaid tuition?
Yes for the original transfer credential in many cases, but they must still release a certified true copy of grades upon request and release the full Form 137 once you sign a reasonable promissory note or settlement plan. They cannot block exams, promotion, or graduation rites.

How much can schools legally charge for Form 137 or a Good Moral Certificate?
Public schools: generally free for official purposes. Private schools: only reasonable published cost-based fees (reproduction, certification, actual transmission). “Processing fees” that far exceed actual costs or act as penalties are improper. Always ask for the itemized schedule.

Are report cards free?
Regular quarterly report cards are issued free of charge as part of normal school operations. Extra certified true copies for transfers or applications may carry a small nominal fee in private schools if published.

What is ESC certification and are there fees?
It usually involves school-issued proof of enrollment, grades, or participation in the ESC subsidy program. Fees, if any, should be minimal or none for official program-related requests, consistent with general certification rules. Confirm exact requirements with your school or PEAC.

If I’m abroad, how do I request records?
Use a notarized (and apostilled if from outside the Philippines) authorization letter or Special Power of Attorney naming a trusted representative. The school may also accept secure digital requests with proper verification. Allow extra time for courier or authentication.

Must the new school request Form 137 directly, or can I hand-carry it?
DepEd policy strongly prefers official school-to-school transmission (sealed or secure digital) to maintain integrity and avoid loss or tampering. Hand-carrying is generally discouraged except in documented urgent cases.

What if the school delays release or charges hidden fees?
Document everything in writing. Request the published fee schedule. Escalate to the principal, then DepEd Schools Division Office with copies of your requests and the school’s responses. Many issues resolve quickly once DepEd is notified.

Can schools withhold the Good Moral Certificate for unpaid fees?
Best practice and legal trends discourage this, as it concerns conduct and character rather than financial obligation. It should be released promptly upon proper request, even if other balances exist.

Key Takeaways

Public schools follow a no-collection policy and issue these documents free for official educational purposes, with costs absorbed by school funds.
Private schools may charge only reasonable, published, cost-recovery fees for extra certified personal copies; official transfers should proceed without extra financial barriers.
Schools must release certified true copies of grades and accept reasonable promissory notes for full Form 137 release when balances exist.
DepEd Order No. 54, s. 2016 governs smooth record transfers—use official school-to-school requests whenever possible.
Good Moral Certificates and ESC-related documents follow similar transparency rules and should not be used as leverage for unrelated fees.
Keep written records of every request and communication. Escalate promptly to DepEd if policies are violated.
Always verify the school’s current handbook or registrar guidelines, as published policies control what is reasonable.

These rules exist to balance schools’ legitimate need to collect fees with every child’s right to continue their education without unnecessary obstacles. Most requests proceed smoothly when families know the process and communicate clearly in writing. If your situation involves unique circumstances (such as mid-year transfers, ESC continuity, or international requirements), start with a polite written request to the registrar and reference the specific DepEd guidelines that apply.