A Transcript of Records is an important academic document used to show a learner’s educational history, grades, and other official school-record information. In the Philippine basic education system, the document commonly referred to as a Transcript of Records is associated with Form 137, now formally known as School Form 10 (SF10), Learner’s Permanent Academic Record.
For students and graduates who need academic records for school transfers, applications, employment, immigration, or other official purposes, understanding how a Transcript of Records is requested and released can prevent delays.
The Department of Education (DepEd) provides policies and official school forms governing basic education records. DepEd’s current Learner Information System support page lists SF10 for elementary, junior high school, and senior high school, while also identifying Form 137 as the earlier terminology.
Important: Requirements, release procedures, and processing arrangements can vary according to the purpose of the request and the school or DepEd office handling the record. Always confirm the current procedure with the school or appropriate DepEd office.
What Is a Transcript of Records?
A Transcript of Records is generally understood as an official academic record showing a learner’s educational history. For Philippine basic education, the official permanent record is School Form 10 (SF10), formerly known as Form 137.
DepEd Order No. 58, s. 2017 introduced the new school forms, including the Learner’s Permanent Academic Record. DepEd’s official form identifies the document as the learner’s permanent record and includes information such as the learner’s name, Learner Reference Number (LRN), birthdate, school information, and scholastic records.
Therefore, when someone asks a Philippine basic education school for a Transcript of Records, it is important to clarify whether they actually need Form 137/SF10, a certified copy of the permanent record, or another school document.
Form 137/SF10 vs. Form 138/SF9
One of the most common sources of confusion is the difference between a Transcript of Records and a report card.
|
Feature |
Form 137 / SF10 |
Form 138 / SF9 |
|---|---|---|
|
Official name |
Learner’s Permanent Academic Record |
Progress Report |
|
Former terminology |
Form 137 |
Form 138 |
|
Main function |
Permanent academic record |
Periodic academic progress report |
|
Typical context |
Transfers and official academic-record requirements |
Reporting learner progress |
|
Record nature |
Permanent learner record |
Progress report |
DepEd materials identify SF10 as the Permanent Record, while SF9 is the Progress Report.
This distinction matters when requesting a Transcript of Records because asking for the wrong form can result in additional processing or a document that does not satisfy the receiving institution’s requirements.
What Information Does a Transcript of Records Contain?
A Transcript of Records based on the learner’s permanent record can contain important identifying and academic information.
Depending on the applicable school form and level, information may include:
- Learner’s full name
- Learner Reference Number (LRN)
- Date of birth
- School information
- Grade or year level
- Subjects taken
- Grades or academic results
- Promotion information
- Other required permanent-record information
The official DepEd SF10 template specifically includes learner personal information, LRN, school information, and scholastic-record sections.
Because SF10 is a permanent academic record, it should not be treated like an ordinary personal photocopy. Its preparation, validation, custody, and transmission are governed by DepEd procedures.
Who Keeps the Transcript of Records?
For basic education, the learner’s permanent academic record is maintained within the school records system.
If a learner transfers schools, the Transcript of Records/Form 137/SF10 is generally handled through the schools involved rather than simply being treated as a document that the learner carries from one institution to another.
For example, an official DepEd FAQ states that School Form 9 and School Form 10 for a transferring learner should be provided by the former school to the receiving school through a school-to-school transaction.
This procedure helps protect the integrity of the learner’s permanent academic record.
When Do You Need a Transcript of Records?
There are several situations where a Transcript of Records or permanent academic record may be requested.
1. School Transfer
Students transferring from one school to another may need their academic records to be transmitted to the receiving school.
In this situation, the former school and receiving school coordinate the transfer of the learner’s records.
2. College or University Requirements
A graduating Grade 12 learner may need official basic education records for admission to a higher education institution.
The exact documents required depend on the college or university.
Before requesting a Transcript of Records, check the receiving institution’s admission checklist so you request the correct document.
3. Employment
Some employers may request educational records to verify an applicant’s academic background.
If an employer specifically asks for a certified academic record, contact your former school and explain the purpose of the request.
4. Visa or Immigration Applications
A Transcript of Records may also be required for certain overseas applications.
However, international applications can require additional authentication or verification. If the receiving authority requires an authenticated Philippine basic education record, you may need to follow the DepEd Certification, Authentication, and Verification (CAV) procedure.
DepEd’s CAV policy specifically covers certification, authentication, and verification of basic education school records.
Transcript of Records Requirements
The exact Transcript of Records requirements depend on the purpose of the request and the office handling the record.
Before visiting the school, prepare basic information that can help staff locate your permanent record.
Common Information to Prepare
You may need to provide:
- Full name used while enrolled
- LRN, if available
- Date of birth
- Name of the school previously attended
- Grade levels attended
- School year or years attended
- Year of graduation or last attendance
- Purpose of the request
- Contact information
- Valid identification, where required
For transfer-related requests, the receiving school may also provide a formal request or instructions for the former school.
If Someone Requests the Record for You
If another person will process your Transcript of Records request, the school may require authorization and identification documents.
The exact requirements should be confirmed directly with the school because procedures can differ depending on the transaction.
How to Request a Transcript of Records
The safest approach is to begin with the school where the learner’s records are held.
Step 1: Identify the School That Holds Your Record
First, determine which school maintains your permanent academic record.
If you recently attended the school, contact its Registrar, Records Office, or designated school records personnel.
For a normal school transfer, the former and receiving schools should coordinate the record transfer.
If the school has closed or its records are no longer held there, contact the appropriate DepEd Schools Division Office (SDO) for guidance.
Step 2: Confirm Which Document You Need
Do not simply ask for a “Transcript of Records” without explaining the purpose.
Tell the school whether you need the record for:
- School transfer
- College admission
- Employment
- Visa application
- Immigration
- CAV
- Another official purpose
This helps the records office determine the appropriate document and procedure.
Step 3: Prepare Your Details
Provide accurate identifying information, particularly your name as it appeared in your school records.
If available, provide your Learner Reference Number (LRN) because it can help identify the correct learner record.
Also prepare the school year and grade levels you attended.
Step 4: Submit the Request
Follow the school’s official request procedure.
Depending on the institution, this may involve a request form, written request, or another school-approved process.
For transfer cases, the receiving school may initiate or provide documentation for the request.
Step 5: Allow the School to Verify the Record
The school must locate and verify the learner’s permanent academic record before releasing or transmitting the appropriate document.
This is particularly important when older records, archived records, or records containing discrepancies are involved.
Step 6: Follow the Correct Release or Transmission Method
For school transfers, the record may be transmitted directly from the former school to the receiving school.
DepEd guidance emphasizes the school-to-school nature of this transaction.
For other purposes, such as applications requiring a certified record, follow the specific instructions provided by the school or relevant DepEd office.
Can You Request a Transcript of Records Online?
A common question is whether a Transcript of Records can be downloaded directly from the DepEd website.
For ordinary learners, you should not assume that you can download your personal SF10 directly from DepEd’s public website.
DepEd’s Learner Information System contains electronic school forms, but the official LIS support page explains that these forms are intended for authorized school users. It also warns that unofficial electronic school forms are not authorized for official transactions.
Therefore, if you need your personal Transcript of Records/Form 137/SF10, start by contacting the school that holds your record rather than downloading a generic SF10 template.
Transcript of Records Requirements for Different Situations
The Transcript of Records process can differ depending on why you need your academic record. Before submitting a request, identify the purpose and check the requirements of the school, employer, government office, or foreign institution requesting the document.
Transcript of Records for School Transfer
If you are transferring to another elementary or secondary school, the receiving institution may request your permanent academic record from your previous school.
The basic process is:
- Inform the receiving school that you are transferring.
- Ask what documents are required for enrollment.
- Obtain any required request or transfer documentation.
- Submit the required documents to your previous school.
- Provide your identifying information, including your name and LRN when available.
- Allow the previous school to verify your academic record.
- Follow the school-to-school transmission procedure.
DepEd guidance states that permanent records such as School Form 10 (SF10) are transferred through a school-to-school process rather than simply being handed over as an ordinary personal document.
If the receiving school has a specific deadline, mention that deadline when submitting your request so the records office can advise you about the applicable procedure.
Transcript of Records for College Admission
Students entering college may be asked to provide academic documents from their previous school.
However, the exact requirements are determined by the college or university. Some institutions may request a report card, certificate, diploma, permanent record, or another specific document.
Before requesting a Transcript of Records, check the admission requirements of the institution.
A useful checklist includes:
- Full name
- Previous school name
- LRN
- Year of graduation
- Grade level completed
- Valid identification, if requested
- Admission request or letter, if required
- Purpose of the request
Do not assume that every college uses the same terminology. If the admission office says it needs Form 137/SF10, make that requirement clear when contacting your previous school.
Transcript of Records for Employment
An employer may request proof of educational background during recruitment or hiring.
If your employer specifically asks for a Transcript of Records, contact your former school and explain that the document is for employment.
You may be asked to provide:
- A formal request.
- Your complete student information.
- Identification.
- The purpose of the request.
- Additional authorization documents if another person will collect it.
The school can then explain whether it will issue the requested academic record directly to you or whether another release procedure applies.
Transcript of Records for Visa or Overseas Applications
International applications can involve additional document requirements.
If a foreign school, employer, immigration authority, or other organization asks for a Philippine academic record, determine whether it requires only a school-issued Transcript of Records or an authenticated document.
This distinction is important.
A school-issued academic record and a document that has undergone Certification, Authentication, and Verification (CAV) are not necessarily the same thing.
DepEd has an official policy covering the certification, authentication, and verification of basic education school records.
What Is CAV?
CAV means Certification, Authentication, and Verification.
It is a process used for certain official purposes involving Philippine basic education records.
If your receiving organization specifically requires CAV, ask the school or appropriate DepEd office for the current procedure instead of assuming that an ordinary photocopy of your Transcript of Records will be sufficient.
You can consult the official DepEd website for current policies and announcements.
How to Request CAV for a Transcript of Records
The exact procedure can depend on the record and the DepEd office handling the transaction. A general process is:
Step 1: Confirm That CAV Is Required
First, ask the organization receiving your documents whether CAV is actually required.
Some institutions may only require a certified school record, while others may specifically require authentication.
Step 2: Contact the Appropriate School
Contact the school where your basic education records are maintained.
Explain that the record will be used for an overseas or official application and ask what documents the school needs to prepare.
Step 3: Prepare the Required Records
Follow the instructions provided by the school and the relevant DepEd office.
Your academic record must be properly identified and verified before the authentication process can proceed.
Step 4: Follow DepEd’s CAV Procedure
Submit the documents through the appropriate DepEd office according to its current requirements.
Do not rely on old third-party instructions because CAV procedures, offices, and documentary requirements can change.
Step 5: Complete Any Additional Authentication Required
If the receiving country requires further authentication or an Apostille, check the current requirements of the Philippine Department of Foreign Affairs (DFA).
Use the official DFA website for current authentication and Apostille information.
Transcript of Records Fees
The cost of obtaining a Transcript of Records is not necessarily identical at every school.
Public and private institutions may have different administrative procedures, and some transactions may have no charge while others may involve applicable fees.
For this reason, avoid assuming that a particular amount applies nationwide.
Public Schools
For school-to-school record transfers, DepEd policies provide procedures intended to facilitate the transfer of learner records.
If you are asked to pay a fee, request an explanation and, where applicable, an official receipt.
Private Schools
Private schools may have their own administrative procedures and applicable charges for certain document requests.
Ask the school’s Registrar or Records Office:
- Whether there is a processing fee
- Whether additional copies cost extra
- Whether certification has a separate charge
- Available payment methods
- Whether an official receipt is issued
Avoid Unverified Fixed Fees
Online articles sometimes list specific amounts such as ₱50, ₱100, or ₱300 for a Transcript of Records.
These amounts should not automatically be treated as official nationwide DepEd fees.
Always confirm the current fee directly with the institution handling your record.
How Long Does a Transcript of Records Take?
There is no single processing period that should be assumed for every Transcript of Records request.
Processing can depend on:
- School workload
- Age of the academic record
- Availability of archived records
- Record verification
- Whether the request involves a transfer
- Whether corrections are necessary
- Whether the school has closed
- Whether additional authentication is required
If you need your Transcript of Records by a specific date, submit your request as early as possible.
For older records, allow additional time because the school may need to retrieve archived documents.
What to Do If Your School Has Closed
One of the most difficult situations occurs when the school where you studied is no longer operating.
Do not assume that your academic records have disappeared.
If the former school has permanently closed, contact the appropriate DepEd Schools Division Office (SDO) and ask where the school’s records are currently maintained.
Prepare as much information as possible, including:
- Former school name
- School location
- Years attended
- Grade level
- Year graduated
- Full name used during enrollment
- LRN, if available
The SDO can provide guidance about the location or custody of records under its jurisdiction.
You can use the DepEd official website to locate current DepEd information and regional or division resources.
What If There Is an Error on Your Transcript of Records?
Sometimes a Transcript of Records contains incorrect information.
Examples include:
- Incorrect spelling of a name
- Wrong birth date
- Incorrect middle name
- Incorrect school information
- Missing academic information
- Incorrect or incomplete grades
If you identify an error, do not alter the document yourself.
Instead, contact the school records office and explain the discrepancy.
Documents That May Help
Depending on the correction, the school may request supporting documents such as:
- PSA-issued birth certificate
- Valid identification
- Previous school records
- Written request
- Affidavit or other supporting documentation, where applicable
The exact requirements depend on the type of correction and the school’s procedures.
What If Your Name Is Different From Your Current Name?
If your current legal name differs from the name appearing on your academic record, inform the records office before requesting the Transcript of Records.
The school may need supporting legal documents to establish the connection between the two names.
Do not request that the school simply replace the historical name without documentation. Permanent academic records must remain accurate and properly supported.
What If Your Transcript of Records Is Lost?
If you lose a copy of your Transcript of Records, contact the school that issued or maintains the academic record.
Explain that you need another copy and provide your identifying information.
The school may verify your identity before processing another request.
If the original permanent record is still maintained by the school, losing a personal copy does not necessarily mean that the underlying academic record has been lost.
What If Another School Lost Your Form 137?
If your former school transmitted your Form 137/SF10 to another school and the receiving institution cannot locate it, contact both schools.
Ask the receiving school to document the problem and coordinate with the former school regarding the appropriate next step.
Avoid requesting multiple records independently before determining where the original transmission was sent.
A school-to-school record trail can help the institutions identify what happened to the document.
Can a School Withhold a Transcript of Records?
Questions about withholding academic records often arise when a learner has an unpaid balance or other obligation.
The answer can depend on the circumstances, the type of school, and the applicable DepEd rules.
For transfer situations, DepEd policies contain specific provisions concerning the release and transfer of learner records. Do not rely on a blanket claim that a school can always withhold or must always release every document in every situation.
If you encounter a dispute, first ask the school administration or Registrar to explain the applicable policy. If necessary, seek guidance from the appropriate DepEd Schools Division Office.
Transcript of Records and Data Privacy
A Transcript of Records contains personal and academic information, so it should be handled carefully.
Do not send your complete academic record to an unknown person or website simply because they promise faster processing.
Before submitting personal information:
- Verify the identity of the receiving organization.
- Use the school’s official communication channels.
- Avoid sharing documents through suspicious links.
- Confirm why the record is required.
- Keep copies of important requests and receipts.
- Use official DepEd resources when checking government procedures.
The safest starting point is the school that maintains your academic record and the official DepEd website.
Transcript of Records: Quick Request Checklist
Before visiting or contacting the school, prepare this checklist:
Academic information
- Full name used at school
- LRN
- Date of birth
- Grade level
- School year
- Year graduated or last attended
Request information
- Purpose of the Transcript of Records
- Receiving organization
- Required document name
- Required deadline
- Number of copies needed
Supporting documents
- Valid ID, if required
- Request letter, if required
- Authorization letter, if someone else will request it
- Supporting documents for corrections, if applicable
Being prepared can make the Transcript of Records request easier and reduce the possibility of returning to the school because of missing information.
Step-by-Step Transcript of Records Request Guide
If you need a Transcript of Records for school, employment, or another official purpose, the following process provides a practical starting point.
Step 1: Determine Why You Need the Transcript of Records
Before contacting your school, identify the exact purpose.
For example, you may need the Transcript of Records for:
- School transfer
- College admission
- Employment
- Scholarship application
- Visa application
- Immigration
- CAV
- Another official requirement
Knowing the purpose helps the school determine which academic record or certification is appropriate.
Step 2: Contact Your Previous School
Start with the school where you completed or last attended your basic education.
Look for the:
- Registrar’s Office
- Records Office
- School Principal’s Office
- Authorized records personnel
Ask specifically about requesting your Form 137/SF10 or the document identified by the organization requesting your records.
You can also consult the official DepEd website for current policies and official information.
Step 3: Ask for the Current Requirements
Do not rely only on requirements found in old online articles.
Ask the school what it currently requires for your specific Transcript of Records request.
Requirements may differ depending on whether the request is for:
- Transfer
- Personal use
- Employment
- College
- Overseas application
- CAV
Step 4: Prepare Your Personal Information
Have your school information ready.
Useful details include:
- Complete name
- Name used while enrolled
- LRN
- Date of birth
- Previous school
- Grade level
- School year
- Year of graduation
- Contact information
Providing accurate information helps the records personnel locate the correct learner record.
Step 5: Complete the Request Form
If your school provides an official document request form, complete it carefully.
Check your:
- Name spelling
- Date of birth
- LRN
- School year
- Purpose
- Contact information
A mistake in the request can cause additional verification or delay.
Step 6: Submit Supporting Documents
Submit the documents requested by the school.
Depending on the situation, this could include identification, a request letter, authorization documents, or supporting records.
If another person will make the request for you, ask the school in advance about its authorization requirements.
Step 7: Pay Any Applicable Official Fee
If the school requires a legitimate administrative fee for the particular service, confirm the amount and payment procedure before paying.
Always request an official receipt when applicable.
Do not rely on unofficial payment instructions or send money to an individual account unless the school has specifically confirmed that procedure through an official channel.
Step 8: Wait for Record Verification
The school needs to locate and verify your academic information.
Older Transcript of Records requests may require additional time if records are archived or need further checking.
If there is a discrepancy in your name, birth date, or grades, the school may request supporting documentation before completing the request.
Step 9: Receive or Follow the Official Transmission Process
The final step depends on the purpose of the request.
For a school transfer, the permanent academic record is generally handled through the appropriate school-to-school transaction.
For other purposes, follow the release instructions provided by the school.
Do not assume that you should personally carry a permanent record to another school.
Can I Get a Transcript of Records From DepEd Online?
The DepEd website provides policies, announcements, forms, and information about the Philippine basic education system, but it should not be treated as a public portal where anyone can simply enter a name and download their personal Transcript of Records.
DepEd’s Learner Information System supports school records management, but access to learner information is not equivalent to a public online Transcript of Records download service.
If you need your personal Transcript of Records, contact the school responsible for your academic record.
Official DepEd Resources
Is Form 137 the Same as a Transcript of Records?
Form 137 is the previous terminology associated with the learner’s permanent academic record. Under DepEd’s revised school forms, this is School Form 10 (SF10), Learner’s Permanent Academic Record.
Therefore, when someone says Transcript of Records in the context of Philippine basic education, they may be referring to Form 137/SF10.
However, always check the exact terminology used by the institution requesting the document.
Is Form 138 the Same as Form 137?
No.
Form 137/SF10 is the learner’s permanent academic record, while Form 138/SF9 is the learner’s progress report.
The two documents serve different purposes.
If an organization specifically asks for Form 137, submitting only Form 138 may not satisfy its requirement.
Can I Hand-Carry Form 137 to My New School?
For a normal transfer, you should follow the official school-to-school process rather than assuming that you can personally carry the permanent record.
DepEd guidance provides for the former school to furnish the learner’s records to the receiving school through the established transfer procedure.
If your situation is unusual, ask both schools for written instructions before taking any action.
What If My School Cannot Find My Transcript of Records?
First, provide the school with as much information as possible.
Give them:
- Full name
- Previous name, if applicable
- LRN
- School year
- Grade level
- Year graduated
- Previous school details
Ask the records office to check its current and archived records.
If the school cannot locate the record, ask whether the matter should be referred to the appropriate DepEd Schools Division Office (SDO).
What If My School Has Closed?
If your former school has permanently closed, contact the appropriate DepEd Schools Division Office for guidance.
Tell the office:
- Name of the closed school
- Location of the school
- Years you attended
- Grade level completed
- Year graduated
- Your full name
- LRN, if available
The appropriate DepEd office can advise you about where the school’s records are maintained and what request procedure currently applies.
What If My Transcript Has an Incorrect Name?
Contact the school records office rather than changing the document yourself.
Explain the problem and ask what supporting evidence is required.
For significant personal-information corrections, the school may request official civil or identity documents to verify the correct information.
A PSA birth certificate may be relevant to certain identity corrections, but the exact documents depend on the nature of the discrepancy.
What If My Transcript Has Incorrect Grades?
Report the issue to the school that maintains the academic record.
Provide:
- A written explanation
- The affected subject or school year
- Supporting school documents, if available
- Your identification and learner details
The school should determine whether the record contains an error and follow the applicable correction procedure.
Do not manually edit a printed Transcript of Records.
Can Someone Else Request My Transcript of Records?
A representative may sometimes process an academic-document request on behalf of a learner, but the exact requirements depend on the school.
If you cannot personally visit the school, contact the records office first.
Ask whether it requires:
- Authorization letter
- Identification of the learner
- Identification of the representative
- Special Power of Attorney or another document for specific transactions
The school can provide the current requirements for your particular situation.
How Can I Avoid Transcript of Records Delays?
A few simple steps can make the process easier.
1. Request Early
Do not wait until the last day before a college, employer, or foreign institution’s deadline.
Older records may require additional verification.
2. Use Your Correct School Information
Provide the exact school name and approximate years attended.
3. Provide Your LRN
If you know your Learner Reference Number, include it in the request.
4. Explain the Purpose
Tell the records office exactly why you need the Transcript of Records.
5. Check the Receiving Organization’s Requirements
The organization receiving your documents may have specific requirements for certification, authentication, or formatting.
6. Keep Proof of Your Request
Keep copies of:
- Request forms
- Receipts
- Emails
- Reference numbers
- Official correspondence
This can make follow-up easier if processing takes longer than expected.
Transcript of Records for Overseas Applications
If you are preparing documents for another country, do not assume that an ordinary Transcript of Records is automatically sufficient.
Ask the foreign institution or authority whether it requires:
- Original academic record
- Certified copy
- CAV
- Authentication
- Apostille
- Translation
- Additional certification
For Philippine documents intended for international use, check the current requirements of the Department of Foreign Affairs.
The receiving country may also have its own rules.
Transcript of Records vs. Diploma
A Transcript of Records and a diploma are different documents.
A diploma generally confirms completion or graduation from an educational program.
A Transcript of Records provides academic-record information such as subjects and grades.
An organization may request one, the other, or both.
Therefore, if an application specifically asks for a Transcript of Records, do not assume that a diploma will replace it.
Frequently Asked Questions About Transcript of Records
Final Thoughts on Transcript of Records
A Transcript of Records is an important academic document, and the correct request process depends on the record you need and its purpose. For Philippine basic education, Form 137/SF10 is the learner’s permanent academic record, while Form 138/SF9 serves as the progress report. The best starting point is your former or current school: explain the purpose of your request, provide accurate learner information, and follow the school’s official release or school-to-school transmission procedure. For official policies and basic education information, visit the Department of Education official website, and for documents intended for international use, verify the latest authentication or Apostille requirements through the Department of Foreign Affairs. Following these official channels can help ensure that you request and receive the appropriate Transcript of Records for your specific purpose.
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