Quick answer

Start with the office that officially keeps the record:

Basic education: the school registrar or school head; escalate unresolved cases to the Schools Division Office (SDO) and, when required, the DepEd Regional Office.
College or university: the institution’s registrar; contact the appropriate CHED Regional Office if the institution has closed, cannot be reached, or refuses to act.
TESDA credentials: the TESDA Provincial or District Office that issued the National Certificate (NC) or Certificate of Competency (COC).

Ask in writing for the exact document and purpose: a certified copy, replacement, transfer record, corrected record, transcript, diploma, certification, or authenticated credential. Attach identification and the evidence supporting the request.

Students generally have the 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 requirements and regulations. This right is stated in Section 9 of the Education Act of 1982.

A school can correct a transcription or encoding error, but it cannot simply alter a historical grade, identity, civil status, or other substantive fact without adequate records and the required approval. If the school record accurately copied an error in the birth certificate, correct the civil-registry record first and obtain an annotated PSA certificate or other controlling civil-registry document.

Identify what you actually need

“School records” can refer to different documents with different procedures:

Need	Usually requested from
Report card or School Form 9, formerly Form 138	Basic-education school
Permanent academic record or School Form 10, formerly Form 137	Basic-education school; transferred school-to-school when used for enrollment
Diploma, certificate of completion, or graduation certification	School where the learner graduated
Official Transcript of Records (TOR), grades, transfer credentials, or certification of units	College or university registrar
Certified true copy	Office holding or issuing the original record
CHED Certification, Authentication and Verification (CAV/eCAV)	Through the institution and the appropriate CHED Regional Office, subject to the applicable route
TESDA NC or COC replacement or correction	TESDA office that issued the credential
Records from a closed institution	DepEd SDO/Regional Office for basic education; appropriate CHED Regional Office for higher education
Apostille for use abroad	Authentication route required by the destination, ordinarily involving the appropriate education agency and the DFA

Ask the receiving organization what it will accept before paying for several versions. An “informative copy,” certified true copy, official transcript sent directly by the registrar, CAV, and apostilled document are not interchangeable.

How to obtain basic-education records

For personal, employment, scholarship, or other official use

Submit a written request to the school registrar or school head. Include:

the learner’s full name used while enrolled;
Learner Reference Number, if known;
birth date;
grade levels and school years attended;
date of graduation or last attendance;
exact document and number of copies;
intended use;
current contact details;
valid government-issued or school identification; and
authorization and identification documents if a representative will claim the record.

The school may require its own request form, proof of payment for an authorized reproduction or certification charge, clearance, photographs, documentary stamps, or additional identification. Requirements and approved charges should appear in the school or responsible DepEd office’s current Citizen’s Charter.

Keep the receiving copy, reference number, official receipt, and promised release date. The statutory benchmark is 30 days from request for official credentials, although a legitimate verification issue may require clarification or supporting documents.

For enrollment or transfer to another school

DepEd’s transfer protocol treats the permanent record as an official school-to-school document. Under DepEd Order No. 54, s. 2016:

the receiving school requests the permanent record from the originating school;
learners, parents, and guardians should not hand-carry the original Form 137/SF10 to the receiving school;
the receiving school should secure permanent records of incoming learners before the end of the first grading period; and
for a learner transferring during the school year, the record should be secured within 30 days from the first day of attendance.

The Learner Information System is used for the transaction between schools. When Form 137 is unavailable for reasons beyond the school’s control, the Report on Promotions, School Form 5, available through the SDO, may serve as the prescribed substitute in the circumstances covered by the order. DepEd officially reiterated this policy in 2025 through regional implementation guidance, including this DepEd Zambales issuance.

If the new school tells the family to obtain and carry the original permanent record, ask its registrar to initiate the official school-to-school request instead.

How to correct a basic-education record

First determine where the mistake began.

If the birth certificate and other identity records are correct

Ask the school to compare:

the PSA birth certificate;
enrollment records;
SF9/report cards;
SF10 or former Form 137;
diploma or completion certificate;
Learner Information System entry; and
any earlier school records.

A typical DepEd correction application may require:

a written request explaining each incorrect and correct entry;
the original or certified copy of the school record showing the error;
endorsement or certification from the school head;
a PSA-issued Certificate of Live Birth;
affidavit of discrepancy;
affidavits of two disinterested persons;
the requester’s valid ID;
authorization or Special Power of Attorney and IDs if represented; and
a data-privacy consent form.

These are reflected, for example, in the official DepEd Zambales correction service. Other regions may require additional items or route the request differently. DepEd Region III issued an updated correction process in 2026. Confirm the current checklist with the school, SDO, or Regional Office serving the school rather than assuming that another region’s checklist applies.

Ask the school to identify every connected record that needs updating. Correcting only the diploma while leaving the SF10 and electronic learner record unchanged can cause the discrepancy to recur.

If the birth certificate itself contains the error

The school ordinarily needs a legally corrected civil-registry record before it can treat a different name, birth date, or sex entry as official.

Republic Act No. 9048, as amended by Republic Act No. 10172, permits specified administrative corrections through the city or municipal civil registrar or Philippine consul:

clerical or typographical errors;
a change of first name or nickname on legally recognized grounds;
an obviously clerical error in the day or month of birth; and
an obviously clerical error in the sex entry.

The procedure does not authorize an administrative change that would alter nationality, age, or civil status. A change involving the birth year, a nonclerical surname issue, filiation, legitimacy, citizenship, or another substantial controversy may require a different statutory procedure or court action.

The PSA explains the filing process, supporting documents, and current base fees on its Administrative Petition for Correction page. The governing texts include Republic Act No. 9048 and Republic Act No. 10172.

The Supreme Court has clarified that covered administrative remedies generally must be pursued first. If denied, the proper judicial remedy depends on the correction sought; changing a name and correcting an erroneous civil-registry entry are not necessarily the same proceeding. See Republic v. Cagandahan-related procedural ruling, G.R. No. 243288, August 28, 2019.

After approval and annotation, obtain the updated PSA certificate and submit it—together with the decision, court order, or civil-registrar documents if requested—to the school.

Disputed or incorrect grades

A grade dispute is different from correcting a misspelled name or encoding error.

Ask the registrar or academic office whether the problem is:

a transcription or encoding error;
an unposted completion, removal, or make-up grade;
an incorrect computation under the published grading system; or
a challenge to the teacher’s academic evaluation.

For the first three, request a comparison of the permanent record with the teacher’s class record, submitted grade sheets, examination records, completion forms, and approved grade-change documents. Follow the school’s grade-review or appeal procedure and its stated deadline.

Schools should not alter an earned grade merely because a later result would be more convenient. A change must have a documented academic or clerical basis and the approvals required by the institution’s rules. Courts and regulators also generally avoid replacing a school’s legitimate academic judgment unless illegality, grave abuse, discrimination, denial of due process, or a provable records error is involved.

Preserve the syllabus, grading policy, examination papers, submitted work, learning-platform records, emails, screenshots, official grade reports, and proof of when the issue was raised.

College and university records

Request the document from the registrar of the institution where the units were earned or the degree was completed. State whether you need:

a personal copy;
an official TOR in a sealed envelope;
a TOR sent directly to another institution or employer;
transfer credentials or honorable dismissal;
diploma or graduation certification;
certification of units earned;
certified true copies; or
corrected records.

Comply with legitimate identity verification, authorization, clearance, and payment requirements. Ask for a written list of any unresolved deficiency instead of relying on a verbal statement that your record is “on hold.”

The right under Section 9 of the Education Act to receive official credentials within 30 days applies to students in schools generally, subject to lawful limitations and regulations. If the registrar does not release the record, ask for a written explanation identifying the missing requirement, legal or institutional basis, responsible officer, and expected completion date.

Correcting a college record

Submit the controlling document and identify every affected entry in the student information system, TOR, diploma, enrollment history, and graduation record. The registrar may require:

PSA birth certificate or annotated civil-registry document;
affidavit of discrepancy;
court order or administrative civil-registry decision, where applicable;
old and current IDs;
original credential containing the error;
school-issued correction form; and
proof that the names refer to the same person.

If the institution certifies the corrected credential for CHED purposes, CHED may also require a Certification of Correction of Name. Do not erase, overwrite, laminate, or manually amend the original document yourself.

CHED CAV and documents for use abroad

CAV is not a substitute for obtaining the underlying TOR or diploma. It is CHED’s certification, authentication, and verification process for covered higher-education academic records.

CHED’s current eCAV requirements state that the TOR and diploma or graduation certificate must be certified true copies signed by the current registrar, together with other applicable supporting documents. Review the live checklist at the official CHED eCAV requirements page and begin through the CHED eCAV portal.

The correct route can depend on whether the institution is a private HEI, local university or college, state university or college, or closed institution. The appropriate CHED Regional Office may also publish region-specific submission, payment, representative, and courier requirements.

For foreign use, confirm whether the receiving country or organization requires:

an official school-issued record;
CHED eCAV;
a DFA Apostille;
translation;
direct electronic verification; or
a document sent in a sealed envelope.

Do not open a sealed record unless the recipient permits it. Check the destination’s requirements before starting because an apostille authenticates the origin of a public document; it does not independently prove academic equivalency or guarantee that a foreign institution will accept the qualification.

If the school has closed, changed its name, or merged

Do not assume that the records were destroyed.

For a closed basic-education school, contact the SDO with jurisdiction over the school’s former location. Provide the school’s complete former name and address, years attended, grade level, and any proof of enrollment. Ask which office or successor school is the official records custodian.

For a closed college or university, contact the appropriate CHED Regional Office. Records may have been transferred to a successor institution, CHED Regional Office, or another authorized repository. CHED has expressly required institutions affected by closure to preserve student academic records and submit them to the concerned CHED Regional Office or the National Archives, as illustrated in this official CHED notice.

Some CHED regional procedures allow an individual CAV filing for a closed HEI and require a notarized request, available diploma or TOR, certification of units when applicable, proof of payment, and correction or representative documents when relevant. Consult the CHED Regional Office directory for the office responsible for the school’s location.

If you have no original documents, submit whatever can identify the record: old report cards, registration forms, receipts, student number, yearbook pages, graduation program, correspondence, or a copy previously submitted to an employer or another school. These materials do not automatically replace an official record, but they can help locate and verify it.

TESDA National Certificates and Certificates of Competency

Apply at the TESDA Provincial or District Office that issued the original NC or COC.

According to TESDA’s official procedure:

Lost credential

Submit:

a letter requesting replacement;
a notarized affidavit of loss; and
one colored passport-size photograph.

Damaged credential

Submit:

a request letter;
the original damaged NC or COC; and
one colored passport-size photograph.

Incorrect entry

Submit:

a request letter;
the original NC or COC;
one colored passport-size photograph; and
a certified photocopy of the passport or birth certificate supporting the correct entry.

Claiming arrangements and any additional current requirements should be confirmed with the issuing office. See TESDA’s assessment and certification procedure and official assessment FAQ.

TESDA’s Online Registry of Certified Workers can be used to check a credential by available identifying information, but a registry result does not itself correct or replace an erroneous certificate.

Evidence to preserve

Keep a complete file containing:

the incorrect document, photographed or scanned before surrender;
PSA certificates and annotations;
court orders or civil-registrar decisions;
report cards, prior transcripts, enrollment forms, and graduation records;
IDs showing consistent use of the correct name;
request forms and authorization documents;
emails and letters;
courier tracking and delivery confirmations;
receiving copies, reference numbers, and official receipts;
screenshots showing electronic errors;
names, positions, and contact details of staff spoken to; and
a dated timeline of every request and response.

Give originals only when the procedure requires them. Obtain a receipt describing every original surrendered.

School records contain personal information. The Data Privacy Act gives a data subject rights of access and correction, while requiring schools and agencies to protect confidentiality. The National Privacy Commission summarizes these rights in its Data Subject Rights guidance. These rights support correction of inaccurate personal data, but they do not authorize deletion or alteration of valid academic history.

Common mistakes to avoid

Requesting “Form 137” without stating whether it is for transfer, employment, personal reference, or foreign use.
Hand-carrying an original permanent record when DepEd requires school-to-school transfer.
Correcting only the diploma while leaving the permanent and electronic records unchanged.
Using an affidavit alone when an annotated PSA record or court order is required.
Assuming every name discrepancy is a clerical error.
Altering, erasing, or annotating a credential personally.
Surrendering the only original without a detailed receipt and copy.
Paying an unofficial “fixer” or sending personal documents to an unverified account.
Waiting until an enrollment, employment, licensure, immigration, or scholarship deadline is imminent.
Relying only on verbal follow-ups instead of making a dated written request.
Filing immediately in court without checking whether Republic Act No. 9048 or 10172 requires an administrative petition first.

If the school delays or refuses

Send a concise written follow-up that states:

the date and proof of the original request;
the document requested;
the applicable deadline or your urgent external deadline;
any requirements already completed;
the specific action requested; and
a request for a written decision if the office will not act.

For basic education, escalate from the school head or registrar to the SDO, then to the DepEd Regional Office when necessary. For higher education, escalate within the institution and then submit the records to the CHED Regional Office with jurisdiction. For TESDA credentials, contact the issuing Provincial or District Office and then the appropriate TESDA Regional Office.

Attach documents, not conclusions. A regulator can act more effectively when given the request, proof of receipt, responses, disputed record, supporting evidence, and a clear chronology.

If the problem concerns unauthorized disclosure, denial of data-subject rights, or mishandling of personal records, first write to the institution’s Data Protection Officer. An unresolved privacy complaint may be brought to the National Privacy Commission under its applicable complaint rules.

When legal help is urgent

Consult a Philippine lawyer promptly when:

a deadline for admission, employment, licensure, migration, scholarship, or court filing is near;
the dispute involves surname, filiation, legitimacy, citizenship, adoption, marriage, or civil status;
the requested change would alter the birth year or another substantive civil-registry entry;
an administrative civil-registry petition has been denied;
the school alleges falsification, tampering, fraud, or use of another person’s identity;
records appear to have been destroyed, fabricated, or intentionally withheld;
conflicting records may affect professional licensure or immigration status;
a court petition under Rule 103 or Rule 108 may be necessary; or
the requested correction would change an earned grade, academic standing, or degree entitlement rather than fix a documented error.

Judicial correction requires the correct remedy, venue, parties, notice, and evidence. A petition labeled as a simple correction cannot be used to decide a separate controversy over marriage, legitimacy, or filiation. The Supreme Court’s Rules 103 and 108 and the cases interpreting them are technical; individualized advice is important.

Frequently asked questions

Can I personally obtain my Form 137 or SF10?

You may request access or a copy for a legitimate purpose, subject to identity verification and confidentiality rules. For transfer or enrollment, however, DepEd’s prescribed process is ordinarily a direct transaction between the receiving and originating schools; the learner or parent should not hand-carry the original permanent record.

Must a school issue credentials within 30 days?

Section 9 of the Education Act recognizes the right to issuance of official certificates, diplomas, transcripts, grades, transfer credentials, and similar documents within 30 days from request. Submit a complete, documented request. If the institution claims the request is incomplete or subject to a lawful limitation, ask for the specific deficiency and basis in writing.

Can unpaid voluntary contributions block a basic-education record?

DepEd’s transfer guidelines reiterate 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. This does not automatically resolve a separate, lawful financial obligation; ask the school to identify the nature and legal basis of any claimed hold.

Is an affidavit of discrepancy enough to change my name?

Usually not by itself. It helps explain why two records differ, but it does not replace an annotated civil-registry record, administrative decision, or court order when the legal identity record must first be corrected.

What if I now use my married surname?

Marriage does not erase the identity under which the academic record was created. Ask the registrar whether it will update the record, annotate it, or issue the credential under the name used while enrolled, with supporting identity documents. Provide the PSA marriage certificate and other documents the registrar lawfully requires. Do not assume that every institution must reissue the diploma in the married name.

Can a school change a failing grade because the teacher admits a mistake?

Only through the institution’s authorized grade-change process and supporting academic records. A written admission may be important evidence, but the registrar generally needs the required approvals and corrected grade documentation.

What if my school says it has no record of me?

Ask for a written records search using every former name, student number, year attended, and school name. Contact the SDO or CHED Regional Office, as applicable, and provide secondary proof such as report cards, receipts, enrollment forms, yearbook entries, or records previously sent to another institution.

Do I need CHED CAV for every TOR?

No. CAV is required only when the receiving organization or applicable authentication process calls for it. Ask the recipient whether an official registrar-issued TOR is sufficient.

Can a representative process the request?

Often yes, subject to the institution’s privacy and authentication requirements. A signed authorization may suffice for some transactions; others require a notarized authorization or Special Power of Attorney, plus valid IDs of both the record owner and representative.

Is there a fixed national processing fee?

Not for every type of school-record request. Fees depend on the document, institution, responsible agency, number of copies, and authorized schedule. Pay only through official channels and insist on an official receipt. PSA administrative correction and agency authentication services have their own published fees.

Official references

This article provides general legal information, not legal advice for a particular record or dispute. Requirements can vary by institution, region, document, and underlying facts. Official sources and procedures were checked as of August 31, 2026.