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:

• Learner/alumni informs the office of his/her request thru the following email addresses:
  • askregd@letran-calamba.edu.ph - for college
  • bedrecords_requests@letran-calamba.edu.ph - for BED and SHS
  • gradschool_records@letran-calamba.edu.ph - 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 Service Invoice (SI) 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 Learner
  • 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 Service Invoice (SI) 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 learners may file their application for graduation at the Registrar’s Department starting in the first semester of their 4th year degree programs and in their first semester of their 5th year in College  for 5 year degree programs.

Procedure for Application for Graduation

• The following procedures are to be observed by the learner 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 Service Invoice (SI) 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 LEARNER'S ACADEMIC RECORDS/DOCUMENTS - COLLEGE RECORDS UNIT

** Effective May 20, 2025

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 learners 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:
  • One (1) clear, colored photocopy of the Official Transcript of Records, excluding those marked 'For Board Exam Purposes Only
  • One (1) clear, colored Photocopy Diploma
  • For BSN graduates, include copy of RLE Summary c/o SN Dean’s Office
• 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 Service Invoice (SI) 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.

Upload the colored scanned copies to eCAV (Electronic Certification, Authentication, and Verification)

Through eCAV, you can upload necessary documents, track your application, and receive your authenticated certificate digitally.

• Make sure to upload all required documents as clear and colored scanned copies. (Avoid submitting documents taken with your phone.)
• Ensure that the pages of your Transcript of Records (TOR) are arranged by their page numbers.
• Please upload documents in PDF format only

Go to the eCAV website
The official portal is at https://ecav.ched.gov.ph.

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

AUTHENTICATION OF LEARNER’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 learner's academic records
• Secure payment slip and proceed to the Cashier's Office.
• Pay the authentication fee/s.
• Present Service Invoice (SI) 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 learner/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 registrar@letran-calamba.edu.ph 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 registrar@letran-calamba.edu.ph. The personnel in-charge will respond to your query in five (5) working days from receipt of request.

Date Updated: October 16, 2025