Office of the Basic Education Registrar

The Office of the Registrar provides services related to students’ academic records in Basic Education. Its mandate is to maintain, update, and preserve official student files with grades and academic decisions, to audit and ascertain student’s eligibility to continue studies or to graduate.  

As the central hub of Basic Education where student records are stored, the Registrar’s Office is committed to its mission by providing administrative and professional services to students, faculty, and administration with competence, dedication, objectivity, and efficiency.

Functions/ Services Offered

1. Transcript of Records

Official Transcript of Record are complete and permanent academic records (SF10) of students prepared by the registrar and have the Basic Education seal imprinted on it. They are typically accepted for any official transaction such as proof of a degree or applications for employment.

The following guidelines shall be considered in the preparation of the document:

1. The prescribed official paper and a uniform format and style shall be used.
2. The name indicated in the transcript of records must be the same with the name in the Birth Certificate with emphasis on spacing of letters, hyphenation and the use of symbols in the name.
3. The OTR must contain the date of birth, strand/ Grade level, date admitted, name of elementary and secondary school and the year graduated, the Special Order number or the Registry of Graduates Number and the honor received. (Cum Laude, Magna Cum Laude, Summa Cum Laude)
4. Failure incomplete and No Final Examination (NFE) remarks should be indicated, even if already repeated and passed.
5. The OTR must not contain any erasures/ typographical errors.
6. The OTR must bear the signature of the following: the one who prepared, the Registrar and the Senior High School Director or the Program Head.
7. The OTR bears the KCP official seal and a documentary stamp is affixed.

2. Diploma

The Diploma is a legal document that certifies the completion of a degree program. The Registrar, Senior High School Director or the Program Head, and the President sign the Diploma.
The following guidelines shall be considered in the preparation of the document:

1. The prescribed official paper and a uniform format and style shall be used.
2. Name of the graduate must be printed, the Grade level and the Special Order Number/Registry of graduates and the honor received.
3. The Registrar, the Senior High School Director or the Program Head and the President sign the Diploma.
4. Issued after ten working days.

3. Request for Academic Records

The student concerned shall personally request for his academic records. In the event that he may authorize a proxy to do the said request, the proxy is obliged to submit a letter of authorization and show valid ID to the staff in charge of request. A request for another copy of the record which was previously forwarded upon written request of another school, cannot be honored. The student concerned should be advised to go to the school to which the record was sent.

4. Request for Transfer Credential

The Transfer Credential (Honorable Dismissal) is a document certifying the student has been granted to transfer to another educational institution.

A student who requests to transfer to another institution may be granted a certificate of transfer to entitle him for admission in another school provided that he has no unsettled obligation at KCP, and provided further that his records from his previous school have been received and complete.

Policies
Section 71 of the Manual of Regulations for Private (8th edition,1992) provides the following in connection with the transfer of students and transfer credentials:

1. 1. A student enrolled in one school is entitled to transfer to another school; provided he has no unsettled obligation with the school he was enrolled in.
   2. Every student who applied for and is eligible to transfer should be provided by the school he is enrolled in with the appropriate transfer credentials which will entitle him to admission to another school of his choice, subject to the latter’s policies and regulations on the admission of transfer students.
   3. A transfer credential signed by the school registrar/school Head shall be issued not later than two weeks after the filing of the application for transfer, provided that, in the case of the student who is a transferee from another school, his records from his previous school have been received, are complete and in order.

Procedure for the Issuance of Transfer Credential:

1. 1. Accomplish the Request for Document Form (Form 2), check the Transfer Credential.
   2. Secure all the required signatures indicated in the form for clearance purposes.
   3. Pay the assessed amount at the Accounting office.
   4. Return the form to the Registrar’s office.
   5. Present claim slip and receipt after ten (10) working days to claim the Transfer Credential.

If the Transfer Credential is unclaimed within sixty (60) days from the date of application shall be disposed of.

5. Issuance of Certifications

The office of the Registrar issues various types of Certifications. These include:

1. Certificate of Enrollment
2. Certificate of Grades
3. Certificate of Graduation
4. Certificate of General Weighted Average
5. English as a medium of instruction

Procedure and policy for Requesting

1. 1. Get and accomplish Request form (form 2) from the Registrar’s Office. Check or write the type of certificate.
   2. Pay at the Accounting office.
   3. Submit the request form at the Registrar’s office.
   4. The Registrar’s office will issue a claim clip.
   5.  Claim after 3 working days from the date of submission of the request.

If unclaimed within sixty (60) days from the date of application shall be disposed.

6.Authentication of Documents

1. Students may have their record/document authenticated by this office.
2. The staff In-charge of requests shall counter check the authenticity of the record/document to be authenticated.
3. The remark, CERTIFIED TRUE COPY OF THE ORIGINAL, shall be marked and signed by the Registrar.
4. The student is required to pay the corresponding fee for authentication of record at the accounting office.

7. Certification Authentication and Verification of Documents (Red Ribbon)

 Students who wish to apply for CAV to the Department of Foreign Affairs will:

1. Get and accomplish Request for document form (from 2) at the Registrar’s Office;
2. Submit a photocopy of Diploma and Official Transcript of Record which will be authenticated by the Registrar;
3. Pay corresponding fee to the Accounting office;
4. Submit the accomplish form at the Registrar’s office;
5. Wait for the claim slip used for claiming the CAV to DFA Manila; and

Staff in-charge will prepare the endorsement documents which will be submitted to DEPED-CAR