REQUEST FOR SCHOOL RECORDS

The Registrar’s Department issues academic records and various types of certifications. These include the following:

• Transcript of Records/F137a/SF10
• Diploma (for SHS, College, and Graduate School)
• CompCard (Computerized Card)
• Certifications
  • Graduation
  • Copy of Grades
  • Enrollment
  • Units Earned
  • Candidacy for Graduation/Academic Completion
  • Grades
  • English as medium of Instruction
  • General Weighted Average/Grade Point Average
  • Course Description

Processing / Leadtime

• F137a/SF10 - 7 working days
• Transcript of Records - within seven (7) to fifteen (15) working days
• Certifications, Copy of Grades / CompCard - within three (3) working days

Note:

• The office will accept requests every Monday. However, on a case-by-case basis, the office may accept requests on other days, but the processing of these requests will begin the following Monday.

Procedure for Online Request:

• Student/alumni informs the office of his/her request thru the following email addresses:
  • [email protected] - for college
  • [email protected] - for BED and SHS
  • [email protected] - for graduate school
• The Records Officer/Records Personnel sends the procedures for online request for school records
  • Procedure for Online Request for School Records

Note:

• The processing of online requests for the Honorable Dismissal/Transfer Credential, Certified True Copy, as well as CAV/Apostille, is removed. These documents can only be requested ON-SITE by the applicant or through the applicant’s authorized representative. Please take note that transcripts which bear the remarks “COPY FOR” falls under the Honorable Dismissal/Transfer Credential, thus, they CANNOT BE REQUESTED ONLINE.

Onsite

• Present school ID or any valid ID to the Registrar’s Office and secure request for school records form and payment slip.
• Secure clearance from the Accounting Office.
• Proceed to the Cashier’s Office and pay the necessary fees.
• Present Official Receipt (OR) and submit the accomplished form to the assigned staff at the Registrar Office in order to be issued claim slip.
• Present claim slip on the scheduled date to get the requested academic records.

TRANSFER CREDENTIAL

Transfer credential shall only be issued once.

• Present school ID or any valid ID to the Registrar’s Office to secure the following form:
  • Terminal Clearance Form for Transferring Student
  • Payment Slip
• Fill out the form properly and secure the signatures of the concerned academic offices or head.
• Proceed to the Cashier’s Office for payment of necessary fees.
• Submit the accomplished terminal clearance form and Official Receipt (OR) to the assigned staff at the Office of the Registrar.  
• Claim the following transfer credentials:
  • Certificate of Eligibility to Transfer (CET)
  • True Copy of Grades

APPLICATION FOR GRADUATION

College students may file at the Registrar’s Department their application for graduation starting second semester of their 3rd year in college for 4 year degree programs and in their second semester of their 4th year in college for 5 year degree programs.

Procedure for Application for Graduation

• The following procedures are to be observed by the student in applying for graduation:
  • Secure payment slip and application form at the Registrar’s Office.
  • Pay the evaluation fee at the Cashier’s Office.
  • Present the official receipt (OR) and submit the accomplished application form to the personnel assigned at the Registrar’s Office.
  • Get the result from the Registrar’s Office after ten (10) working days.
• The Office of the Registrar shall not release results of application for graduation or academic evaluation during enrollment period.

• LEAD TIME IN PROCESSING OF REQUEST FOR STUDENT'S ACADEMIC RECORDS/DOCUMENTS - COLLEGE RECORDS UNIT

** Effective October 3, 2022

SERBILIS or Express Service for TOR - the requestors can easily get their TOR. The requests filed within the day will be released on the same or next day.

• This project applies to all graduates and undergraduate students of Colegio de San Juan de Letran Calamba. For records covering 2006 to date, processing of TOR is within the regular schedule with no express service option.

Note:

• *Request will be only process if the requestor has no pending accountability to the Colegio and provided the requestor is free from accountabilities & has paid the necessary fee.
• All unclaimed requests shall be disposed 90 calendar days after the date of issuance.
• If in case the person cannot claim his/her request, he/she fills out AUTHORIZATION FORM which will be presented by his/her presentative upon claiming the request/s.

APPLICATION FOR CAV (Certification, Authentication and Verification) / APOSTILLE

Procedure

• Prepare the following requirements:
  • Original Transcript of Records (except for remarks for board exam purposes)
  • Original Diploma
  • Two (2) clear photocopies of the 2 above-mentioned documents
  • For BSN graduates, include copy of RLE Summary c/o SN Dean’s Office
  • 1 long brown envelope
• Secure and fill-out the prescribed CAV request form/letter from the Office of the Registrar.
• Pay the necessary fee at the Cashier's Office and present the Official Receipt (O.R.) to the Office of the Registrar.
• The Office of the Registrar certifies the authenticity of the documents and releases the same with the prescribed Endorsement Form within three (3) working days.
• The student/graduate proceeds to the CHED Regional Office for the next step of the CAV application.

Note: This document can only be requested ON-SITE by the applicant or through the applicant’s authorized representative

AUTHENTICATION OF STUDENT’S RECORDS/DOCUMENTS

Procedure

• Secure request for school records form.
• Submit the accomplished form and any of the following school records/documents
  • Clear Photocopy of Diploma
  • Clear Photocopy of TOR
  • Clear Photocopy of any student's academic records
• Secure payment slip and proceed to the Cashier's Office.
• Pay the authentication fee/s.
• Present Official Receipt (OR) and claim the authenticated school records/documents

3rd PARTY VERIFICATION OF RECORDS

Procedure
Online

• Using the Company’s Letterhead, prepare a letter of request for verification of academic records, stating the complete name (used while in school), course or program of the student/graduate and the purpose of the verification.
• The letter must be duly signed by the Human Resource Manager/Director or its equivalent for direct hire companies and by the Records Verification In-charge or its equivalent for third party companies/agencies.
• Address the letter to:
  The Registrar
  Colegio de San Juan de Letran
  Brgy. Bucal, Calamba City Laguna 4027
• Attach a copy of the documents to be verified/authenticated.
• Attach the AUTHORIZATION TO VERIFY OR NOTICE OF CONSENT AND APPROVAL signed by the applicant.
• All verification results are subject to service fee of Php50.00 to be sent through LBC Money Padala (delivery) or pay the amount via accredited banks and payment centers of the Colegio and upload the proof of payment to google form https://bit.ly/paymentvalidation2021. Validation of enrollment for online payment is within three (3) working days upon receipt of proof of payment.
• Once the Cashier’s office sends an email for payment validation, kindly forward it to [email protected] to process the request.
• The personnel in-charge will respond to your request five (5) working days from the receipt of payment validation.

You may send your letter of request via e-mail to [email protected]. The personnel in-charge will respond to your query in five (5) working days from receipt of request.

Date Updated: August 12, 2024