ISSUANCE OF DIPLOMA
Diploma is issued to a graduate during the graduation ceremonies provided s/he is cleared from all financial and/or property responsibility with the Colegio. The graduate can request for a “second copy” provided the words “Second copy issued on (date)” are indicated on the diploma. If in case the signatories of the original diploma are no longer in the Colegio, the school officials who have replaced them shall sign on the succeeding copies.
Procedure:- Secure request for school records form and payment slip
- Proceeds 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
- Secure claim slip for the date of release.
ISSUANCE OF TRANSCRIPT OF RECORDS (TOR)
Transcripts of Records (TOR) of graduates are also issued during the graduation ceremonies provided they are cleared from all financial and/or property responsibility with the Colegio. The fee for the 1st copy of graduates’ TOR is already included in the graduation fee. The graduate can request for another copy of TOR regardless of frequency and number of copies.
Procedure:- Secure request for school records form and payment slip.
- Secure clearance from the Accounting Office.
- Proceeds 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
- Secure claim slip and come back on the scheduled date of TOR release
REQUEST FOR OTHER SCHOOL RECORDS
Procedure:- 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
- Proceeds 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
- Claim the requested academic records
SECURING TRANSFER CREDENTIAL
Transfer credential shall be issued only once.
Procedure:- Present school ID or any valid ID 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 the 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 SHIFTING TO ANOTHER PROGRAM
Procedure:- Present school ID to the Office of the Registrar and secure payment slip
- Proceed to the Cashier’s Office for payment of necessary fees
- Present the Official Receipt (OR) to the assigned staff at the Office of the Registrar to secure shifting to another program form.
- Submit the accomplished shifting form for evaluation of academic records.
- Proceed to the Guidance and Testing Office for interview and aptitude test
- Proceed to the respective Academic Dean/Head for interview and final action.
- Return the application form to the assigned staff at the Office of the Registrar for unlocking of student's enrollment account.
- Proceed to the Accounting Office for updating of billing code and to the MIS for replacement of school ID.
APPLICATION FOR GRADUATION
Students may file at the Office of the Registrar their application for graduation starting second semester of their 3rd year and 4th year for all programs and for BS Accountancy and Engineering programs respectively.
Procedure:- Secure payment slip and application form at the Office of the Registrar.
- Pay the evaluation fee at the Cashier's Office.
- Present the Official Receipt (OR) and submit the accomplished application form to the assigned records evaluator per school at the Office of the Registrar.
- Get the result after five (5) working days.
APPLICATION FOR CAV (Certification, Authentication and Verification)
Procedure:- Prepare the following requirements:
- Original Transcript of Records
- Original Diploma
- Two (2) photocopies of the 2 above-mentioned documents
- 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.
- The student/graduate proceeds to the CHED for the next step of the CAV application.
AUTHENTICATION OF STUDENTS' RECORDS/DOCUMENTS
Procedure:- Secure request for school records form
- Submit the accomplished form and any of the following school records/documents
- Photocopy of Diploma
- Photocopy of TOR
- 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.
VERIFICATION OF RECORDS
For verification of students’/graduates’ records, the following procedures must be observed:
- 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: MS. ELOISA ALVAREZ GENOTA
- 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)
Registrar
Colegio de San Juan de Letran
Brgy. Bucal, Calamba City Laguna 4027
You may send your letter of request via fax at 049-545-4751 or via e-mail to registrar@letran-calamba.edu.ph
The personal in-charge will respond to your query in three (3) working days from receipt of request.
PROCESSING SCHEDULE ON REQUEST FOR STUDENTS' ACADEMIC RECORDS/DOCUMENTS
| DOCUMENTS | LEAD TIME | Academic Evaluation Result (Graduating Students) | Within five (5) working days | Authentication of Student Documents/Records | within three (3) hours | Certificate of Eligibility to Transfer for Graduate | *within three (3) hours | Certificate of Eligibility to Transfer for Undergraduate | *within three (3) hours | Certification of Attendance | within three (3) hours | Certification of Enrollment | within three (3) hours | Certification of Candidacy for Graduation | within three (3) hours | Certification of English as Medium of Instruction | within three (3) hours | Certification of Grades | *within three (3) hours | Certification of Graduation | *within three (3) hours | Certification of GWA (Gen Weighted Average) | within three (3) hours | Certification of SO (Special Order) Number | *within three (3) hours | Certification of Student Ranking | *within three (3) hours | Certification of Units Earned | within three (3) hours | Certification and Endorsement for CAV | *Within (3) Working days | Compcard (2nd copy & succeeding copies) | within three (3) hours | Course Coverage/Description Certification | *Within three (3) Working days | Cross Enrollment Grade (from Letran) | *within three (3) hours | Cross Enrollment Permit | within three (3) hours | Diploma | *issued during grad ceremony | Diploma (2nd copy) | Within fifteen (15) working days | Foreign Students Acceptance Letter | within three (3) hours | Transcript of Records (TOR) | *issued during grad ceremony | Transcript of Records (TOR) 2nd copy & succeeding copies) |
within (5) working days | Shifting of Course/Program Application | within three (3) hours |
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Note: All unclaimed requests shall be disposed after ninety (90) calendar days.
